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Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar

iNDEXTb CRDC - CEPT

INDUSTRIAL EXTENSION BUREAU

(A Government of Gujarat Organization)

BID DOWNLOADING

14/09/2016 to 05/10/2016 up to 11.00 AM

PRI BID MEETING

22/09/2016 at 03:00 PM

LAST DATE OF ONLINE SUBMISSION

05/10/2016 up to 11.00 AM

LAST DATE OF PHYSICAL DOCUMENT SUBMISSION

05/10/2016

Up to 12:00 Noon

DATE OF TECHNICAL BID OPENING

05/10/2016 at 01:00 PM

PRESENTATION

11/10/2016 Time and place will be intimated later

BID FOR SELECTION OF AN AGENCY FOR HOUSEKEEPING SERVICES

AT

MAHATMA MANDIR CONVENTION CENTER – PHASE 1A/1B,

GANDHINAGAR, GUJARAT.

INDUSTRIAL EXTENSION BUREAU Block No. 18, 2nd floor, UdyogBhavan, GH-4

Sector - 11, Gandhinagar - 382 010

Phone: +91-79-2325 0492/93, Fax: 23250490

Email:[email protected]

Website: -www.indextb.com, www.vibrantgujarat.com

http://www.scity.org/


iNDEXTb CRDC - CEPT

Tender no: 06/2016-17 dated 14thSept, 2016

INDUSTRIAL EXTENSION BUREAU

(A Government of Gujarat Organization)

Client:

INDUSTRIAL EXTENSION BUREAU Block No. 18, 2nd floor, UdyogBhavan, GH-4

Sector - 11, Gandhinagar - 382 010

Phone: +91-79-2325 0492/93, Fax: 23250490

Email:[email protected]

Website: -www.indextb.com, www.vibrantgujarat.com

BID FOR SELECTION OF AN AGENCY FOR HOUSEKEEPING SERVICES AT

MAHATMA MANDIR CONVENTION CENTRE – PHASE 1A/1B,

GANDHINAGAR, GUJARAT.

http://www.scity.org/


iNDEXTb CRDC - CEPT

CONTENTS VOLUME I – TECHNICAL BID ................................................................................................ 6 1. INVITATION TO BID .......................................................................................................... 7 2. FORM OF TENDER .............................................................................................................. 12

2.1 PHILOSOPHY .................................................................................................................... 12 2.2 CONTRACT DATA ........................................................................................................... 12

3. INSTRUCTION TO BIDDERS ......................................................................................... 14 A. INTRODUCTION ........................................................................................................ 15 3.1 INDUSTRIAL EXTENSION BUREAU (INDEXTB) ...................................................... 15 3.2 PROJECT DESCRIPTION - MAHATMA MANDIR CONVENTION CENTER ........... 15 3.3 DETAILED SCOPE OF WORK ........................................................................................ 16 3.4. PROJECT IMPLEMENTING AGENCY.......................................................................... 24

3.5. BIDDER RESPONSIBILITIES ON SELECTION AND CONTRACT AWARD AND

EXECUTION ............................................................................................................................ 25

3.9. ONE BID PER BIDDER ................................................................................................... 25

3.10.RESPONSIBILITY OF THE BIDDER ............................................................................ 26 3.11. DATA / ASSISTANCE / FACILITIES TO BE MADE AVAILABLE BY INDEXTB 26 3.12. ELIGIBLE BIDDERS ..................................................................................................... 27

3.13. QUALIFICATION OF THE BIDDER ............................................................................ 27 3.14. BIDDER AS SUB-CONTRACTOR ............................................................................... 29

3.15. ASSIGNMENT & SUB-CONTRACTING ..................................................................... 29 3.16. CLIENTS RIGHT ............................................................................................................ 29 3.17. ASSURANCE .................................................................................................................. 30

3.18. SITE VISIT ...................................................................................................................... 30

3.19. COST OF BIDDING ....................................................................................................... 30

B. THE BIDDING DOCUMENTS .................................................................................. 31 3.22. PRE-BID MEETING ....................................................................................................... 31

3.23. AMENDMENT OF BIDDING DOCUMENTS .............................................................. 32

C. PREPRATION OF BIDS ............................................................................................ 32 3.24. LANGUAGE OF BID ..................................................................................................... 32 3.25. DOCUMENTS COMPRISING THE BID ...................................................................... 33 3.26. THE BIDDER SHALL SUBMIT WITH ITS BID THE FOLLOWING

ATTACHMENTS: .................................................................................................................... 33 3.27. BID VALIDITY............................................................................................................... 33 3.28.EARNEST MONEY ......................................................................................................... 34 3.29A.SECURITY DEPOSIT ................................................................................................... 34

3.29B. PERFORMANCE SECURITY ..................................................................................... 34

3.30. FORMAT AND SIGNING OF BID ................................................................................ 35

D. SUBMISSION OF BIDS .............................................................................................. 35 3.31. SEALING AND MARKING OF BIDS .......................................................................... 35 3.32. DEADLINE FOR SUBMISSION OF BIDS ................................................................... 36 3.33. LATE BIDS ..................................................................................................................... 36 3.34 MODIFICATION AND WITHDRAWAL OF BIDS ...................................................... 36

E. BID OPENING AND EVALUATION ........................................................................ 37 3.35. OPENING OF THE TECHNICAL BIDS BY EMPLOYER .......................................... 37 3.36. PRELIMINARY EXAMINATION ................................................................................. 38

Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B

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3.36. TECHNICAL EVALUATION ........................................................................................ 39 3.37. CONTACTING THE EMPLOYER ................................................................................ 39 3.38. EMPLOYER’S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY / ALL BIDS

................................................................................................................................................... 39

3.39EVALUATION OF THE PRESENTATION .................................................................... 40 3.40B. PROCESS TO BE CONFIDENTIAL ........................................................................... 42 3.41. CLARIFICATION OF PRICE PROPOSALS AND CONTACTING THE EMPLOYER

................................................................................................................................................... 42 3.42. PRELIMINARY EXAMINATION OF PRICED PROPOSALS AND

DETERMINATION OF RESPONSIVENESS ........................................................................ 42 3.43 CORRECTION OF ERRORS .......................................................................................... 43 3.44. COMPARISON OF PRICE PROPOSALS ..................................................................... 44

F. AWARD OF CONTRACT ............................................................................................ 44 3.45A. AWARD CRITERIA .................................................................................................... 44

3.45. NOTIFICATION OF AWARD ....................................................................................... 44 3.46. SIGNING OF CONTRACT ............................................................................................ 45

3.47. CORRUPT OR FRAUDULENT PRACTICES .............................................................. 45

VOLUME-I-B .............................................................................................................................. 47 4.0. GENERAL CONDITIONS OF CONTRACT................................................................... 48

4.1. DEFINATIONS ................................................................................................................. 48

4.2 CONTRACT AGREEMENT ............................................................................................. 49 4.3. EMPLOYER’S USE OF BIDDER’S DOCUMENTS ...................................................... 49

4.4. MANAGEMENT MEETINGS ......................................................................................... 49 4.5. UNFORESEEABLE DIFFICULTIES............................................................................... 50 4.6. BIDDER'S EQUIPMENT .................................................................................................. 50

4.7POWER, WATER AND OTHER FACILITIES ................................................................. 50

4.8. MEASURES AGAINST INSECT AND PEST NUISANCE ........................................... 51

4.9. EPIDEMICS ...................................................................................................................... 51 4.10. ALCOHOLIC LIQUOR OR DRUGS ............................................................................. 51

4.11. ARMS AND AMMUNITION ......................................................................................... 51 4.16. RIGHT TO VARY ........................................................................................................... 52 4.17 ARBITRATION ............................................................................................................... 52

4.18 GOVERNING LAWS ...................................................................................................... 52 4.19 CONSTITUTION ............................................................................................................. 52

4.20SETTLEMENT OF DISPUTES ........................................................................................ 53 4.21FORCE MAJEURE ........................................................................................................... 53 4.22. COMPLETION OF THE CONTRACT .......................................................................... 54

4.23PENALTY ......................................................................................................................... 54 4.26. USE AND CARE OF SITE ............................................................................................. 54

4.27 DOCUMENTATION TO BE MAINTAINED/ WORK DONE RECORDS .................. 55 4.28CONDITIONS OF WORK ................................................................................................ 55

4.29 SAFETY AND SECURITY ............................................................................................. 58 4.31 INSURANCE .................................................................................................................... 59 4.30TAXES, LABOUR LAWS AND OTHER REGULATIONS ........................................... 60 4.32 INDEMNITY .................................................................................................................... 61 4.28 MAN POWER .................................................................................................................. 61 4.31MISCONDUCT AND INDEMNIFICATION .................................................................. 61

5. SPECIAL CONDITIONS OF CONTRACT ..................................................................... 62


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5.1. INTRODUCTION ............................................................................................................. 62 5.11. INTIMATION TO CONTRACTORS ............................................................................. 63 5.12.PERIOD OF CONTRACT ............................................................................................... 63 5.13.VACATION OF PREMISES ........................................................................................... 63

5.14.QUANTUM OF WORK ................................................................................................... 64 5.15.SERVICES FOR SPECIAL OCCASION ........................................................................ 64 5.16.INTERPRETATION......................................................................................................... 64

6. PAYMENT TERMS ............................................................................................................ 65 6.1 PAYMENT OF BILLS ....................................................................................................... 65

6.2ESCALATION .................................................................................................................... 65 6.3 PRICES, TAXES, DUTIES ................................................................................................ 66

VOLUME-I-C ............................................................................................................................. 67 7. QUALIFICATION CRITERIA AND EVALUATION PROCEDURE ............................ 68

7.1 PRELIMINARY SCREENING .......................................................................................... 68

7.2. DETAILED ASSESSMENT ............................................................................................. 70 7.2.1FINANCIAL CAPACITY ................................................................................................ 70

7.2.2TECHNICAL QUALIFICATIONS.................................................................................. 71

7.2.3EXPERIEINCE ................................................................................................................. 72 7.3 OTHER FACTORS ............................................................................................................ 72 7.5 SCORING SYSTEM .......................................................................................................... 73

7.5.1WEIGHTAGE AND SCORES ......................................................................................... 73 7.5.2INFORMATION TO BE PROVIDED ............................................................................. 73

7.5.3OVERALL SELECTION ................................................................................................. 73

8. QUALIFICATION DATA SHEETS TO BE FILLED UP BY THE BIDDER ............. 74

VOLUME II – TECHNICAL GUIDELINES, STANDARDS AND CHECKLIST ............. 92 9. DETAIL SCOPE OF WORK WITH FREQUENCY OF CLEANING ............................ 93

10. CLEANING STANDARDS........................................................................................... 115 11. LIST OF MATERIAL / CLEANING AGENTS TO BE USED BY THE SUCCESSFUL

BIDDER : (INDICATIVE ONLY) .......................................................................................... 118 12. LIST OF MATERIAL/EQUIPMENT’S TO BE DEPLOYED AT SITE BY

SUCCESSFUL BIDDER (INDICATIVE ONLY) ................................................................. 119

13. DIFFERENT TYPE OF LOG SHEETS & CHECK LIST (FOR REFERENCE) ....... 121 VOLUME III - FINANCIAL BID ........................................................................................... 128


iNDEXTb CRDC - CEPT

VOLUME I – TECHNICAL BID

1. INVITATION TO BID

2. FORM OF TENDER

3. INSTRUCTION TO BIDDERS


iNDEXTb CRDC - CEPT

1. INVITATION TO BID

Tender No: 06/2016-17 dated 14th Sept, 2016

Sub: Bid for selection of an agency for Housekeeping services at Mahatma

Mandir Convention Centre, Gandhinagar, Gujarat.

Online bids are invited from bidders having experience in managing housekeeping

services/ hospitality services of 5 star hotels, institutional buildings or convention

centres.

Qualification requirements specifying financial and technical capacity, minimum

acceptable levels with regards to Bidders experience in relevant works and other related

factors such as work on hand, other commitments on that time frame and litigation

history as given and described will be evaluated first and those qualification criteria will

be considered for further evaluation. Technical Proposal, which is not considered

substantially responsive, will be rejected.

Details of scope are given as under:

Complete up keep of the areas and facilities mentioned in Volume II plus toilets,

walkways, interior spaces, building exteriors walls, glass panes, terraces, central

plazas, parking areas& security cabins, compound walls, toilet shafts etc. including

routine and regular pest control which includes but not limited to rodents,

cockroaches, mosquitoes, insects etc. in brief all built up spaces and open spaces are

part of scope of work.

Complete up keep of roads, pavements, open areas, parking, terrace cleaning

(excluding artificial turf area), courtyards, all tanks cleaning, wild vegetation cutting &

disposal etc.

Cleaning of couches, chairs and furniture at Mahatma Mandir.

Complete solid waste management, drainage cleaning, periodic fogging etc.

Furniture shifting of offices, take up for tea distribution during visit of senior officials of

the Government of Gujarat, arranging for water distribution for Staff at Mahatma

Mandir, etc.

During events deputing extra manpower as required


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The objective of this contract is for complete up keep of facilities at Mahatma Mandir

to the best standards. The work shall be implemented all 365 days in a year. Bidders

have to accordingly prepare and present their offer.

Details of the scope of work are enclosed as Volume II – 9.

Indicative list of material/ consumable to be used are given as Volume II - 10.

Indicative list of material/ equipment to be deployed at site are given as Volume II - 11.

Details of log sheets to be prepared are given as Volume II - 12, for reference.

The selected bidder will arrange all items needed for his staff viz., time keeping

machine, computerized inventory of stores, computerized daily duty roster chart etc.

The housekeeping staff will first report to the control room and subsequently deployed

for duty after having been checked for liveries, upkeep and issue of material and

equipment etc. Client will provide the space for control room for the selected bidder in

the complex from where the selected bidder and his own supervisory or office staff

can control the house keeping labor force working.

The selected bidder will be responsible for supply. Installation/ refilling/ maintenance

of all consumables, items and equipment’s used in all areas of the complex for

housekeeping purpose.

The selected bidder shall make available limited staff in second/third shift in complex

as required.

Girl’s toilet shall be attended by female staff only.

Indicative job description for Housekeeping Manager shall be as followed:

o Job summary

The Housekeeping manager is responsible for planning, organizing, and developing

the overall operation of the Housekeeping department in accordance with standards

and guidelines. Responsible for staffing, scheduling, training and developing hourly

staff.

o Tasks and Responsibilities

o Planning, organizing and directing team members to ensure the highest degree

of the Employer satisfaction.

o Daily supervision of the housekeeping staff, including the day, event and post

event.


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o Purchase, re-order and maintain housekeeping supplies and inventories.

o Conduct pre-event inspections of all rooms, halls, outdoor areas, etc.

o Recruit, schedule and train housekeeping staff members.

o Uphold the highest standards of cleanliness, safety, and conduct.

o Knowledge of respective safety standards within housekeeping department.

o Ensure the proper maintenance of all equipment; makes arrangements for repair

and/or replacement of used and damaged equipment.

o Escort government official (GoG/GoI), delegates during their visit to Mahatma

Mandir Convention Center.

o Required knowledge/ Skills/ Job qualification:

o Experience in managing a team of housekeeping employees through motivation,

coaching and development.

o Advance knowledge of housekeeping process and procedures.

o Proven experience supervising housekeeping departments of 30+ employees.

o Capable of using independent judgement/ solid decision making skills ability.

o Proven comfort and experience to interact effectively will all levels of

management, associates, both inside and outside organization.

o Activator/ self-motivated to accomplish goals, with a strong sense of

responsibility.

o Must be flexible with working nights, weekends, and holidays.

Indicative job description for Housekeeping Supervisor shall be as followed:

o Job summary

The Housekeeping supervisor is responsible to ensure standards of cleanliness,

hygiene and tidiness through the complex and to manage housekeeping efficiently to

maintain standard.

o Tasks and Responsibilities

o To ensure standards of cleanliness, hygiene and tidiness in all areas of complex.

o Supervising the daily cleaning of assigned areas to the highest standards. This

includes cleaning bathrooms thoroughly, vacuuming, mopping and dusting daily.

o Resolving any problems or complaints when possible and ensuring management

are kept informed.

o Managing stock control and ordering system to ensure availability of stock.

o Wearing a clean and suitable uniform and name badge all times.

o Carrying out any other duties as may be reasonably required by management.

o Required knowledge/ Skills/ Job qualification:

o Ability to work on own initiative.

o Ability to motivate team


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o Physically fit

o Excellent attention to detail

o Good organizational skills

1.1Tender document can be downloaded up to 05/10/2016 till 11:00 AM from

www.indextb.com and/or https://indextb.nprocure.com. Demand draft for EMD of

Rs.9,00,000/- (Nine lacs only) and tender fees of Rs. 15,000 (non refundable) shall

be submitted in electronic format only through online (by scanning) while up loading the

bid. This submission shall mean that EMD and tender fees are received, accordingly

offer of those shall be opened whose EMD and tender fees is received electronically.

However for the purpose of realization of DD, Bidder shall send the DD in original

through RPAD/Speed Post/ Courier only so as to reach to the Managing Director,

iNDEXTb., Gandhinagar, on or before 05/10/2016 up to 12:00 Noon of Technical Bid

submission online. Bidder has to submit the entire Technical Bid (Scanned and

Submitted Online Only) in hard copy which includes the qualification documents

mandatory to qualify in separate envelop on or before the online submission date and

time.

Industrial Extension Bureau

Block No. 18, 2nd floor, Udyog Bhavan

Sector – 11,

Gandhinagar-382 010

Phone: 079-2325 0492/93 Fax: 079-23250490

Website: - www.indextb.com

1.2 In case the Bidders need any further information about the project or desire to

inspect any other document related to the project or want to visit the site they are

requested to put the details at the time of pre-bid meeting for its clarification. No

query shall be entertained after pre bid meeting.

(1) Asst. Engineer (MMCC)

Email: [email protected]

(2) General Manager (MMCC)

Email :[email protected]

(3) Managing Director, iNDEXTb

Email :[email protected]

Contact numbers:

Tel: + 91- 79-23250492/93

Fax : + 91- 79-23250490

1.3 Bids are invited online – two bid system (e- tendering). Bidders are requested to

submit Technical and financial bid in two separate folders online and shall be

http://www.indextb.com/

http://www.indextb.com/

mailto:[email protected]



iNDEXTb

shortlisted on basis of statement of qualification and experience in handling similar

nature and size of work as per Prequalification requirement.

1.4 Qualification requirements specifying financial capacity, technical, minimum

acceptable levels with regards to Bidders experience in relevant works and other

related factors such as work on hand, other commitments on that time frame and

litigation history as given and described will be evaluated first and those

qualification criteria will be considered for further evaluation. Technical Proposal,

which is not considered substantially responsive, will be rejected. The short listed

bidders may be required to make a presentation of the concept. Based on

Presentation and Technical Evaluation, Online Price bids shall be opened for

further evaluation in the presence of the Bidders who choose to attend the

opening. Loose papers/Spiral bound shall not be accepted and outright

rejected. Hard bound copy only shall be accepted.

1.5 The employer shall not be responsible for any costs or expenses incurred by the

bidders in connection with the preparation and delivery of bids, including costs and

expenses related to visits to the sites, preparation and making of presentation, etc.

1.6 Technical Bids will be opened in the presence of bidder’s representatives who

choose to attend, at the above address at 1.00 P.M. on 05/10/2016.


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2. FORM OF TENDER

2.1 PHILOSOPHY

The tender is with item rate works. The Tender process is aimed at selecting suitable

Bidders only. The work will be awarded to a responsive bidder whom the Evaluation

Committee finds suitable after elaborate screening process and presentation.

2.2 CONTRACT DATA

Important contract data is summarized as under:

2.2.1 NAME OF WORK Housekeeping Services for Mahatma Mandir

Convention Centre, Gandhinagar

2.2.2 SOURCE OF FUNDS Industiral Extension Bureau

2.2.3 TENDER NO. 06/2016-17 dated 14th Sept, 2016

2.2.4 TENDER

SUBMISSION COST

Rs. 15,000/- (Rs. Fifteen Thousand Only) BY

DEMAND DRAFT in favour of Industrial Extension

Bureau, Gandhinagar

2.2.5 EARNEST MONEY

DEPOSIT

Rs. 9,00,000=00 (Rs. Nine Lakh Only) in form of

Demand Draft as relevant clause.

2.2.6 SECURITY DEPOSIT Total of 2.5% of the agreed project amount in the

form of DD within 3 days from issuance of LOI. Shall

be released after successful and satisfactory

completion of the event.

2.2.7 PERFORMANCE

GURANTTE

Total of 10% of the agreed project amount in the

form of Bank Guarantee from any Nationalised

bank at the time of signing of Agreement.

2.2.8 CONTRACT PERIOD Initial period of the Contract would be for Three

years further extendable for two more years after

review.

2.2.9 ISSUE OF TENDER The tender can be downloaded from organization’s

website (www.indextb.com) and/ or

https://indextb.nprocure.com during 14th

September, 2016 to 05th October, 2016 up to

12.00 PM

2.2.10 SUBMISSION OF

TENDER ONLINE

Up to 12:00 PM on 5th October, 2016 strictly on the

website https://indextb.nprocure.com

Pl. Note that this is the e-tendering process through

the Government of Gujarat’s e-tendering

mechanism. Necessary electronic keys (digital

signature certificates) are required for online

submission of the tenders. For more details, please

https://indextb.nprocure.com/


iNDEXTb

contact on [email protected] or visit

(n)Code Solutions (A Division of GNFC Ltd.)

301, GNFC Info Tower, Bodakdev,

Ahmedabad - 380054. India

Sales: 079- 4000 7323

Support : 079- 4000 7300

2.2.11 SITE VISITS

(Compulsory)

Prospective bidders must visit the site before bidding

for this tender and have to ask for the certificate of

visit from us which is to be submitted along with the

bid documents. Site visit can be undertaken on any

working day during 19th September, 2016 to 3rd

October, 2016 between 11:00 AM to 5:00 PM with

prior intimation to contact persons mentioned herein.

2.2.12 PRE-BID MEETING On 22nd September, 2016 at 3.00PM for

clarifications of queries if any at the below mentioned

address:

Industrial Extension Bureau (iNDEXTb)

Block No 18, 2nd Floor, UdyogBhavan, Sector 11

Gandhinagar 382010

Phone : 079-23250492/93

2.2.13 OPENING OF

TENDER

Part-1: Technical bid (pre-qualification papers shall

be opened on the same day –05th October, 2016 at

01:00 pm in the presence of authorized

representatives of bidders attending the bid opening.

Pre-qualified bidders would subsequently be

informed about making a presentation on their

proposal for services to the committee. The date,

time and venue would be informed later on to the

pre-qualified bidders.

Part- 2: Price Bid shall be opened of the technically

acceptable bidders at a later date or on the date of

technical presentation.

2.2.14 PRESENTATION OF

METHODOLOGY AND

WORK PLAN

On 11th October, 2016 and time and place will be

intimated later.

2.2.15 BID VALIDITY One Twenty (120) Days from the opening of tender

document.



iNDEXTb CRDC - CEPT

3. INSTRUCTION TO BIDDERS

CONTENTS

Sr. Description

A. Introduction

B. Bidding documents

C. Preparation of Bids

D. Submission of Bids

E. Technical and Financial Bid opening and

evaluation

F. Award of contract


iNDEXTb CRDC - CEPT

A. INTRODUCTION

3.1 INDUSTRIAL EXTENSION BUREAU (INDEXTB)

Industrial Extension Bureau (iNDEXTb) is a Government of Gujarat Organization,

registered under the Societies Act 1856. The organization is under the Industries and

Mines Department (IMD) of the Government of Gujarat (GoG).

iNDEXTb makes various efforts for promoting investment in infrastructure and industrial

sector in the State of Gujarat and attracts various investors. In efforts to promote

investment and the State as ideal investment destination, it has been acting as the

nodal agency for organizing Vibrant Gujarat Global Summits, since 2003.

Vibrant Gujarat Global Summits are biennially organized since the year 2003 and

accordingly Summits were organized in the years 2005, 2007, 2009, 2011, 2013 and

2015. Over the years, the Summit has emerged as one of the flagship events of India

and a major platform to discuss investments and development.

3.2 PROJECT DESCRIPTION - MAHATMA MANDIR CONVENTION CENTER

The Father of the Nation – Shri Mohandas Karamchand Gandhi, is also known with

reverence as Mahatma. Gandhinagar – the Capital City of State of Gujarat –derives

name from Father of the Nation. Since Gandhinagar did not have any major structure

related to Mahatma Gandhi, it was considered to have a memorable and iconic

complex build in the remembrance and homage to Mahatma Gandhi and was called as

Mahatma Mandir. The total area allotted for construction of Mahatma Mandir is

approximately 34 acres. Of this, the Phase I A comprising of the Convention Centre,

Exhibition Centre and Service Building (Refer clause 3.3) is of approximate built up

area of 39,893 sq. mt and Phase I B comprising of Photo Gallery and Food Court

(Refer clause 3.3) is of approximate built up area of 16,740 sq. mt.

Mahatma Mandir, is planned to house facilities such as photo gallery, meditation hall,

Garden with installation of Multimedia enabled artifacts on the life and philosophy of

Mahatma Gandhi, etc.

The facilities of international standards with all modern amenities, for organizing

conventions and exhibitions, are also planned within Mahatma Mandir.

The construction work for Convention and Exhibition Centre was coordinated by

Industries and Mines, Department, Government of Gujarat. iNDEXTb, under the

Industries and Mines Department coordinated for construction of facilities for

Convention and Exhibition at Mahatma Mandir.


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Construction of other facilities such as Salt Mound (in remembrance to Namak

Satyagrah) and within it Museum, Meditation hall, etc; Gandhi Garden having

installations of artifacts, and other facilities related to life of Gandhi is taken up by Road

and Building Department of Government of Gujarat.

3.3DETAILED SCOPE OF WORK

The Construction work for Convention and Exhibition Centre began in the year 2010.

While, iNDEXTb, was the Client for construction of Convention and Exhibition Centre

on behalf of Government of Gujarat; M/s. L & T, the leading company in construction

sector, were the Selected bidders for construction of Convention and Exhibition Centre.

Centre for Environment Planning and Technology (CEPT) - the premier academic

institute in the field of architecture, building structure and civil engineering and located

in Ahmedabad - acted as the Professional Advisors for construction of Mahatma

Mandir.

Following structural facilities are ready for organizing of conventions and exhibitions.

For Detailed Scope of work and frequency of cleaning is mentioned in Volume-II

of this document.

I. Convention Centre (in three Floors) housing

i. Convention Hall (5000 seating capacity)

ii. Seminar Rooms (four: SR-1 to SR-4) (3 Halls of 500 seating capacity and 1 hall

of 1000 seating capacity,

iii. Conference Rooms (Three: CR-1 to CR-3),

iv. Business Meeting Rooms (BM-1 to BM-10),

v. Administration Rooms (three: AR-1 to AR-3))

vi. Simultaneous Interpretation System (SIS) Rooms

vii. Viewing Galleries

Area Details of Convention Centre.

Sr.No: Description Unit. Nos.

Approx.

Area **

(sq. mt)

1 Atrium Sq.Mt. 1 853.43

2 Pre-function Sq.Mt. 1 926.73

3 Corridor 1 Sq.Mt. 1 67.29


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Approx.

Area **

(sq. mt)

4 Corridor 2 Sq.Mt. 1 69.35

5 Seminar Hall 1 Sq.Mt. 1 586.09

6 Seminar Hall 1 Pantry Sq.Mt. 1 12.17

7 Seminar Hall 2 Sq.Mt. 1 541.93

8 Seminar Hall 2 Pantry Sq.Mt. 1 12.17

9 Conference Room 1 C1 Sq.Mt. 1 17.70



12 Conference Room B1 Sq.Mt. 1 18.58

13 Conference Room B2 Sq.Mt. 1 18.58

14 Storage Room Sq.Mt. 1 36.22

15 Retail Sq.Mt. 1 101.75

16 Comm room 1,2,3 Sq.Mt. 3 52.60

17 Dish wash room 1,2,3 Sq.Mt. 3 49.46

18 VIP Entrance Foyer Sq.Mt. 1 88.48

19 VIP Room 1 Sq.Mt. 1 17.20

20 VIP Room 1 Toilet Sq.Mt. 1 9.80

21 VIP Room 2 Sq.Mt. 1 22.88

22 VIP Room 2 Toilet Sq.Mt. 1 9.10

23 VIP Lobby Sq.Mt. 1 39.32

24 VIP Lobby Pantry Sq.Mt. 1 6.84

25 Main Convention Hall Sq.Mt. 1 5816.77

26 Seminar Hall-3 Sq.Mt. 1 520.00

27 Seminar Hall-4 Sq.Mt. 1 1000.00

28 Lobby 1 Sq.Mt. 1 34.68

29 Pantry & Dish Wash Sq.Mt. 1 31.01

30 Lobby 2 Sq.Mt. 1 34.68


32 Lobby 2 Sq.Mt. 1 34.68


34 RHS - Storage 1 Sq.Mt. 1 52.54



37 South side corridor Sq.Mt. 1 125.93

38 Toilet Blocks on GF and FF Sq. mt 2 49.00

39 Toilet Blocks on GF and FF Sq. mt 2 88.00

TOTAL Sq.Mt. 11776.85


iNDEXTb

** Areas mentioned here are for reference only, bidders to review the same during site

visit.

Architectural Character of the Convention Centre – Mahatma Mandir:

Structure - Frame Structure and exposed RCC Precast Panels

Basic Finishes -

Flooring consists of Granite, Kota Stone, IPS, Ceramic & Glazed tiles.

Carpet (imported) in the Main Convention Hall, Seminar Rooms, Meeting Rooms,

Conference Rooms, Viewing Gallery, etc.

Glass Glazing of double height towards entrance area. Glazing is of sheet glass,

plate glass, and translucent glass

Internal wall surfaces are plastered, coloured, covered with MDF Board, Sound

Reinforced with fabric material,

External wall surfaces are of exposed RCC

Ceilings: Gypsum Board, False Ceiling, etc.

Doors: Acoustic Doors, Glass Doors and Fire Doors

External areas are paved with paver block granites, stone, pavers block along with

soft and hard landscaping

Roads alongside the Convention Hall are of bituminous carpet

II. Exhibition Centre (Single Floor Double Height) housing

i. Exhibition Hall -1

ii. Exhibition Hall – 2

iii. Exhibition Hall – 3

Area Details of Exhibition Center:


Approx.

Area **

(sq. mt)

Exhibition Hall 1 & 2

1 Exhibition Hall 1 Sq.Mt. 1 3790.00

2 Indoor Sq.Mt. 1 200.00

3 Store Sq.Mt. 1 26.50

4 Indoor Sq.Mt. 1 200.00

5 Store Sq.Mt. 1 26.50

6 First aid Sq.Mt. 1 23.50

7 Indoor Store Sq.Mt. 1 97.00

8 Exhibition 2 Sq.Mt. 1 3475.00

9 VIP Gallery Sq.Mt. 1 113.00

10 VIP Gallery Sq.Mt. 1 105.00


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Approx.

Area **

(sq. mt)

11 UPS Room Sq.Mt. 1 78.50

12 VIP Lounge Sq.Mt. 1 150.00

13 Toilets Sq.Mt. 1 25.00



Exhibition Hall 3

1 Exhibition Hall 3 Sq.Mt. 1 1715.00


3 Electrical + BMS Sq.Mt. 1 45.00

EXTERNAL HARD / SOFTSCAP AREA

1

EXTERNAL

HARD/SOFTSCAPES Sq.Mt. 1 56095.00



visit.

Architectural Character of the Exhibition Centre:

1. Structure - Works are of exposed RCC Precast Panels

2. Basic Finishes -

Flooring consists of VDF Flooring in all three exhibition halls with provision of cable

trenches.

Glass Glazing of double height towards entrance area. Glazing is of sheet glass,

plate glass, and translucent glass

Internal wall surfaces are of acoustic treated gypsum board and coloured with paint

Sound Reinforced with wool and fabric material

External wall surfaces are of exposed RCC

Ceilings: Double Height

Doors: Acoustic Doors, Glass Doors and Fire Doors.

Lobby area is of granite floors

Area between Convention Centre and Exhibition Centre is paved with paver

blocks. Surrounding Road is of bituminous carpet.

III. Service Building (in three Floors) housing

a) PUMP House, RO Plant etc., in Basement

b) Electrical Panels on Ground Floor.

c) Chiller Plant on First Floor


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Information about tanks in service building.

S.N Particular No of

Tanks

Dimensions ( Meter) Capacity of

tank in

liters Length Width Height

1 Rain Water Sump 1 21.200 8.200 4.600 799664

2

HVAC Treated Water

Sump 1 13.425 3.390 3.500 159288

3

Domestic Treated Water

Sump 1 5.510 3.290 3.500 63448

4 Raw Water Sump 1 10.665 10.665 3.500 398098

5 Fire Water Sump-1 1 7.835 6.625 3.500 181674

6 Fire Water Sump-2 1 7.835 6.575 3.500 180303

7 Treated Water Tank 1 8.000 5.200 3.500 145600

8 Oil & Gas Chamber -1 1 3.660 1.800 3.500 23058

9 Oil & Gas Chamber -2 1 3.000 1.800 3.500 18900

10 Sludge Holding Tank 1 3.660 2.000 3.500 25620

11 Sump 1 3.000 2.000 3.500 21000

12 Aeration Tank 6 2.200 1.900 5.000 20900

13 Filter Feed Tank 1 4.500 3.200 3.500 50400

14 Up flow Filter-1 1 5.150 3.200 3.500 57680

15 Up flow Filter-2 1 5.150 3.200 3.500 57680

Total Capacity in liters 2203312


visit.

IV. Food Court (in Two Floors) having

i. Food Court Seating area

ii. Shops (9 Nos on ground floor)

iii. Service Area

iv. Infotainment Zone

v. Wash Area

vi. Kitchen Area

vii. Toilets

Area Details of Food Court Building:


Approx

Area** (in

Sq. mt)


iNDEXTb

Ground floor


2 Shops 6-9 + Staircase Sq.Mt. 1 145.50

3 Shops 1-5 + Corridor Sq.Mt. 1 145.00

4 Food Court Seating Sq.Mt. 1 1385.00

5 Service Corridor Sq.Mt. 1 135.00

6 Pot wash/Dish Wash / Store Sq.Mt. 1 150.00

7 Rest Rooms Sq.Mt. 1 67.00


9 Corridor Sq.Mt. 1 110.00

10 Infotainment Zone Sq.Mt. 1 980.00


First floor

12 Food Court Seating Sq.Mt. 1 1805.00

13 Toilets + Wash Sq.Mt. 1 120.00

14

Restaurant Kitchen +

Corridor Sq.Mt. 1 307.00

15 Food Court Kitchen Sq.Mt. 1 185.00


17 Mezzanine Toilets Sq.Mt. 1 100.00

TOTAL Sq.Mt. 5984.5


visit.

Architectural Character of the Food Court:

1. Structure -Works are of exposed precast RCC Panels, block masonry, glass

gazing

2. Basic Finishes -

Flooring consists of vitrified tiles

Glass Glazing of double height of about 12 mt towards entrance area. Glazing

is of sheet glass, plate glass, and translucent glass

Internal wall surfaces are of cement plaster and coloured with paint

Ceilings: Gypsum Board



Surrounding area is of bituminous carpet and paver blocks.

V. Photo Gallery (in Two Floors) having

i. Shops (10 Nos on ground floor)


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ii. Photo Gallery Main Area currently housing exhibition “Gandhi to Mahatma “on

Ground Floor.

iii. Office Area with Meeting Rooms (both floors)

iv. Toilet Blocks

v. Workshop Area

Area Details of Photo Gallery Building:


Approx

Area** (in

Sq. mt)

Ground Floor

1 Shops Sq.Mt. 1 305.00


3 Photo Gallery Sq.Mt. 1 1780.00


5 Meeting + Admin Sq.Mt. 1 80.00

6 Workshop + Store Sq.Mt. 1 82.00

7 Services + Corridor Sq.Mt. 1 100.00

First Floor

8 Photo Gallery Sq.Mt. 1 2025.00



11 Workshop Sq.Mt. 1 88.00

12 Service Corridor Sq.Mt. 1 110.00

13 Mezzanine Sq.Mt. 1 100.00

VIP Office Area (Ground Floor)

1 Lobby Sq.Mt. 1 300.00


3 Office Sq.Mt. 1 355.00

VIP Office Area (First Floor)

4 Lobby Sq.Mt. 1 245.00


6 Office Sq.Mt. 1 355.00

Parking area (Beside Photo gallery room)

1 Parking – Phase 1B Sq.Mt. 1 3764.00



visit.

Architectural Character of the Photo Gallery:


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1. Structure -Works are of exposed precast RCC Panels, block masonry, glass

gazing

2. Basic Finishes -

Flooring consists of vitrified tiles

Glass Glazing of double height of about 12 mt towards entrance area. Glazing

is of sheet glass, plate glass, and translucent glass

Internal wall surfaces are of cement plaster and coloured with paint

Ceilings: Gypsum Board



Surrounding area is of bituminous carpet and paver blocks.

Area between Exhibition Centre & Food Court as well as Convention Centre & Photo

Gallery is called Central plaza which is double heighted, cleaning of the same shall be

done from floor level to ceiling level including light fixtures.

Till date, Three Vibrant Gujarat Global Summits of the year 2011, 2013 and 2015 are

organize at this Convention and Exhibition Centre.

VI. Façade Details

Mahatma Mandir has façade for the Convention Center, Exhibition Center, Food Court

and Photo Gallery in combination of use material as Glass (Curtain Glazing), ACP

Cladding and Aluminum Louvers. Of this the cleaning of Glass (Curtain Glazing) and

Aluminum Lovers is required to be carried out, which would require the use of scissor lift

to reach to the top height of approximately 17 mts at the maximum limit (at Convention

Center and Exhibition Center). Details of area is as under

S.N Particulars Unit Quantity

Total

Convention and

Exhibition Centre

Food Court and

Photo Gallery

1 Curtain Glazing Sqm 4226.63 1648.73 5875.36

2 ACP Cladding Sqm 946.45 999.99 1946.44

3

Aluminium

Louvers Sqm 1557.74 75.00 1632.74


visit.


iNDEXTb

VII. Storm Water Trench Details:

Mahatma Mandir has peripheral storm water trench of approximate 1000 meter running

length having width of 1.0 to 1.2 meter. The storm water trench has minimum depth of

0.7 meter to maximum depth of 2.5 meter. Agency appointed need to clean, maintain

the trench in running condition all the time the throughout the year during the contract

period. This Trench needs to be cleaned every three months by removing precast

trench covers and laying back the same after proper cleaning.

VIII. Vegetation Area:

Near the VIP Entrance, the front side of Exhibition Centre, Convention Centre and the

area between Exhibition Centre& Food Court as well as Convention Centre& Photo

Gallery, Parking area etc., has plantation, which needs to be watered, cutting of wild

vegetation and weed removal. An approximate area of 2200 sq.mt has plantation and

3500 sq.mt of area is covered with lawn.

Note:

1. The scope of services may increase from time to time depending on requirements of

various events planned at Mahatma Mandir.

2. Owner may include other facilities management services (of the Mahatma Mandir) in

the scope depending upon the performance of the selected bidder.

Mahatma Mandir being developed as state of the art Centre for organizing various

seminars, conventions, exhibitions and other events, therefore manpower requirement

would be based on the nature of the event taking place, there would be variations in the

manpower requirement, which the bidder should be able to meet and fulfill the

requirements, both in general and other shifts.

Bidders are requested to visit the site and understand the scope of work. Bidders are

requested to prepare their own proposal (including presentation to be made to the

Committee) and submit to the Committee when the agencies, qualifying in the first

round of qualification (pre-qualification). (The proposal and the subsequent presentation

shall also include brief about their proposed work force, equipment’s, consumables and

other details which they may like to include).

Area Excluded are of Dandi Kutir Museum surroundings and Gandhi Garden Area

(Phase 2A/2B).

3.4. PROJECT IMPLEMENTING AGENCY

The “Industrial Extension Bureau” which has been set up as a Government


iNDEXTb

Organisation (herein after known as “Employer” or iNDEXTb shall be the

Owner/Employer/Client. iNDEXTb shall appoint their official for monitoring and third

party inspections. The observations and instruction issued by the official shall be

binding to Bidder.

3.5. BIDDER RESPONSIBILITIES ON SELECTION AND CONTRACT AWARD AND EXECUTION

The bidder shall visit and study the site situation, interact with employer, check-up the

various elements of the works proposed, then make his own judgment regarding his

scope in the tender. He shall also study the price schedule mode and system of

payment and other related conditions, technical specifications, etc. before finalizing bid.

The employer assures all participants for the contract that adequate financial resources

are available to cover the financial requirements and funds are available to meet the

disbursement needs of the work contracts in accordance with the provisions of tender

documents.

The bidder shall provide a detailed staffing schedule proposed by him to cover all

categories of staff with their duties & duty places, responsibilities, qualification,

experience and abide with minimum wages fixed by Statutory Bodies for salaries (at

various stages) etc. The indicated staff shall be regularly reviewed and checked at site

during execution. Non adherence shall not be permitted.

3.6. All bids are to be completed and returned to the Employer in accordance with

these Instructions to Bidders.

3.7. Throughout these bid documents the term “Bid” and “Tender” and their derivatives

(Bidder/tenderer, Bid/tendered, bidding/tendering, etc.) are synonymous, the word

“month” means a calendar month and the word “year” means a calendar year.

3.8. Obtaining and maintaining all statutory permission required to be obtained from

Central, State or Local statutory authorities for the day-to-day activities, if applicable,

related to the execution of the works shall be the responsibility of the Bidder. The

employer shall provide the required authorization and assistance to obtain approvals.

The documentation and other requirement for obtaining such approvals shall have to be

done by the Bidder at his own expenses.

3.9. ONE BID PER BIDDER

Each bidder shall submit only one bid. A bidder who submits or participates in more

than one Bid (other than as a subcontractor or in case of alternatives that have been


iNDEXTb

permitted or requested) will cause all the proposals with the Bidder’s participation to be

disqualified.

3.10. RESPONSIBILITY OF THE BIDDER

The bidder shall be fully responsible for site review and works conforming to cleaning

standards as per detailed scope of work furnished in this bid document. The bidder shall

be responsible for coordinating and managing housekeeping works.

Information, material, equipment etc. Borrowed by bidders, if any, shall remain the

property of the employer and shall be provided by employer for information, and solely

for the purpose of execution of this contract. All such borrowed material, equipment

shall be sole property of the employer and shall be returned to employer after

completion of contract.

The bidder shall take into consideration all aspects of the works at the time of bidding,

namely, though not restricted to:

(a) The bidder has to bear in mind that if selected for the award of contract he shall

have to ensure that in any case no damage is caused to the environment while

executing the work.

(b) Necessary barricading and other necessary safety measures shall be the

responsibility of the Bidder during execution of housekeeping works. Any loss of

human/cattle or damages or so, shall be the responsibility of the Bidder including

any liability and/or compensation to be paid towards the life lost damages so

caused.

(c) Cutting of trees shall not be permitted.

(d) The workmanship with safety precautions shall be of high order and quality so as

to prevent accidents and damaging the environment and surroundings.

(e) No Damage in case shall be caused to the existing structure. The selected bidder

shall be held responsible in occurrence of any such incident and will be

responsible for the cost of required rectifications.

(f) Site shall be returned to the Employer as it was in the original condition and

completely free of any garbage.

3.11. DATA / ASSISTANCE / FACILITIES TO BE MADE AVAILABLE BY iNDEXTb


iNDEXTb

3.11.1. The Employer or its authorized officer shall enter in to agreements with the

successful bidder on the basis of the Contract finalized at the bidding stage. The

bidder has to quote for all the works relevant to the Scope of the Works, without

any exceptions.

3.11.2. The Employer shall provide access to the successful bidder throughout the

period of the agreement, for reference to all available records, maps, drawings,

reports and other technical data in its possession to assist the successful bidder

in the execution of the work. If required Employer can provide necessary data.

3.12. ELIGIBLE BIDDERS

3.12.1. After the bids have been received as per terms and conditions, the bids, which

do not contain prescribed amount of EMD, their tender papers shall be returned

back unopened for which no objection shall be entertained. Those bids, which

fulfil the criteria, shall be opened.

3.12.2. All recipients of the bid documents for the purposes of submitting a bid shall

treat the contents of this document as private and confidential.

3.12.3. Employer reserves the right to alter the mode of selection, accept or reject any

or all bids without assigning any reason thereof.

3.13. QUALIFICATION OF THE BIDDER

To be qualified for award of contract, bidders shall have to fulfil following requirements,

only those bidders which meet the following minimum criteria will be considered for

technical and financial evaluation:

1. The bidder should be in business of providing Housekeeping /Hospitality services in

the facility of Five star Hotels and above category and measuring minimum 40,000

Sq.mt. of area or Institutional works admeasuring minimum 40,000 Sq.mt. of area

with multiple facilities at National/International level/ Convention centers and

Exhibition centers admeasuring minimum 40,000 Sq.mt. of area for a minimum

period of FIVE years as on 30.08.2016. (Please attach documents like

incorporation of company). Bidder should be in the business of complementary

services such as housekeeping, hotel industry, etc.

2. The bidder should have satisfactorily completed contracts / assignment(s) in the

field of Housekeeping/ Hospitality management with at least ONE client for a value

more than Rs.200.00 Lakh per year per client in last 5 years (Bidder to attach

certified documentary proof).


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3. The bidder should have achieved in last three financial years a minimum

average Annual Financial Turnover (in equivalent works only) of Rs. 500

lakhs. (Audited financial data sheets/Profit& loss and balance sheet for last FY

2013-14, 2014-15& 2015-16 shall be submitted)

4. The bidder should be a profit making organization during each of the above three

financial years.

5. The bidders shall have to provide PAN no. under income tax act, latest income

tax clearance certificate and Service Tax Number.

6. The bidder must have minimum employee strength of 200 people (on Pay Roll)

on the day of filling the tender. Full list of employees, viz., Name, age, employee

code, designation, experience in the field of housekeeping, PF, ESI details etc.

should be attached with the technical bid. Document in support of service tax, ESI,

EPF deductions and details of the health and safety measures, the tenderer takes

for his workers should also be attached with the technical bid. (Copy of valid

registration and licences with concerned Labour Authorities and valid ESI & PF

registration to be attached.)

7. The bidder turns out to be substantially responsive bidder as a result of evaluation

of Technical Bid.

8. Bidder’s price bid shall be evaluated, accepted with or without negotiations and

decided by the Employer for award of contract.

9. The bidder shall provide a valid Tender Fee & EMD acceptable to Employer.

10. All the staff deployment would be as per following qualification.

Sr

No. Category Qualification and Experience

01 Over all In charge

(Housekeeping

Manager)

Degree in Hotel Management and Ten

Years’ Experience in all aspects of

Housekeeping in a large, multi-use Five

Star Hotel and Above Category facilities/

institutional buildings/ convention

centers and exhibition halls.

02 Supervisor Degree in Hotel Management and Three

Years’ Experience in hospitality services

of area as mentioned above


iNDEXTb

Sr


03 Housekeepers/

Janitors/ Gardner

Minimum Experience of Three Years in

Housekeeping Services.

The bidders shall furnish along with this bid, CVs (Bio-data) of the key

personnel associated for this work for the execution of the works, duly

signed by the concerned person.

12. The persons to be deployed by the selected bidder should be properly trained, have

requisite experience and skills for carrying out a wide variety of housekeeping work

using appropriate materials and tools/equipment.

13. Bidders must submit the documentary proof in support of meeting the qualification

criteria. Simply undertaking by the bidder for any item of the criteria shall not suffice

the purpose.

14. Joint venture shall not be permitted for the work.

3.14. BIDDER AS SUB-CONTRACTOR

A bidder shall not be a sub-contractor of another bidder at the bidding stage.

3.15. ASSIGNMENT & SUB-CONTRACTING

The Selected bidder shall not assign, sub-contract or sub-let the whole or any part of

the contract in any manner. In case of on unavoidable circumstances, the selected

bidder shall be able to do it with approval of the Owner of premises. However, the job

shall be sublet only to the party approved by the owner.

3.16. CLIENTS RIGHT

3.16.1. iNDEXTb reserve its right to call for clarifications/original of the supporting

document for verification, as deemed fit and also to cross check for any details

as furnished by the Bidder(s) from past-executed projects/clients/consultants

etc. Bidder(s) shall have no objection whatsoever in this regard.

3.16.2. iNDEXTb reserve right for acceptability of the Bidder's Bank.

3.16.3. All the details/documents submitted along with Bid and which have been

considered for evaluation and the minimum commitments from Bidder shall

remain valid and in case of successful Bidder, such commitments may form part

of Contract Document.


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3.17. ASSURANCE

The successful bidder shall be required to give satisfactory assurance of its ability and

intention to complete the works pursuant to give the Contract, within the time set forth

therein and according to the terms, conditions and specifications of contract.

3.18. SITE VISIT

3.18.1. Bidder is advised to depute a suitable team to visit the site to fully understand

the job and ascertain the difficulties that may be encountered during execution

of works and for obtaining all information for himself on his own responsibility

that may be necessary for preparing the bid and entering into Contract. The site

visits shall be entirely at bidder’s own expense. Study of existing soil conditions

is mandatory.

3.18.2. For the purpose of the visit the interested bidder may contact any of the officials

at the address given.

3.18.3. The bidders and any of his personnel or agents shall be granted permission by

the Employer to enter upon his premises and lands for the purpose of such

inspection, additional surveys and investigation if he proposes to do etc. but only

upon the explicit condition that the bidder, his personnel or agents, shall release

and indemnify the Employer and his Personnel and agents from and against all

liability in respect thereof and shall be responsible for personal injury (whether

fatal or otherwise), loss of or damage to property and any other loss, damage,

costs and expenses however caused, which but for the exercise of such

permission would not have arisen.

3.18.4. Selected bidder and Selected bidder’s agents and representatives should have

visited, inspected and should be familiar with the Site, its physical condition,

roads, access rights, utilities, topographical conditions and air quality conditions,

except for unusual or unknown surface or subsurface conditions, and should be

familiar with the local and other conditions which may be material to Selected

bidder’s performance of its obligations.

3.18.5 Bidders must visit the site before bidding and to ask the Employer for the

certificate of visit, which is to be submitted along with bid document.

3.19. COST OF BIDDING

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

and the Employer will in no case be responsible or liable for those costs, regardless of


iNDEXTb

the conduct or outcome of the bidding process.

B. THE BIDDING DOCUMENTS

The details of work, bidding procedure, contract terms are prescribed in the bidding

documents. The Bidding documents include the following volumes, together with any

Amendments/Addenda there to which may be issued in accordance with this Clause.

Sr. No.

Volume-I-A

1. Invitation to bid

2. Form of tender & contract data

3. Instruction to bidders

Volume-I-B

4. General conditions of contract

5. Special conditions of contract

6. Payment Terms

Volume-I-C

7. Data sheets

Qualification criteria and evaluation procedure

Qualification datasheets

All the pro forma attached with the document shall be filled in by the interested bidder.

3.20. The bidder is expected to examine carefully the Bidding Documents, including all

instructions, forms, terms, conditions, Annexure, Appendix etc. as given in Bid

document. There shall be a presumption on the part of the Employer, that the

bidder has readout all the documents in the entirety and the Tender offer has

been made and presented accordingly.

3.21. For completing all forms, schedules, etc., the bidders shall use only the forms

etc. provided in the bidding documents.

3.22. PRE-BID MEETING

3.22.1. A prospective bidder requiring any clarification of the bidding documents may

notify the Employer in writing, by Mail or by fax (hereinafter, the term "fax" is

deemed to include electronic transmission such as facsimile, cable and telex) at

the Employer's address indicated in the Invitation for Bid. The Employer will

respond to any request for clarification which he receives prior to holding of Pre-

Bid Meeting.

3.22.2. Pre-bid meeting shall be convened on 22/09/2016, at 3.00 PM. It will be


iNDEXTb

essential for the Bidders to attend the Pre-Bid Meeting so as to understand and

clarify any issues related to bid and related works.

3.22.3. The purpose of the meeting shall be to clarify issues and to answer questions

on any matter that may have been raised by the prospective bidders in writing

and received by the employer’s office.

3.22.4. Any modification of the bid document, which may become necessary as a result

of the bid queries, will be made by the Employer exclusively through the issue of

an Addendum pursuant to relevant clause.

3.22.5. It is mandatory for all bidders to attend pre-bid meeting.

3.23. AMENDMENT OF BIDDING DOCUMENTS

3.23.1. At any time prior to the deadline for submission of bids, the Employer may, for

any reason, whether at its own initiative or in response to a clarification

requested by a prospective bidder, modify the Bidding Documents by

amendment/addendum. These shall be issued in three copies.

3.23.2. The amendment/addendum shall be part of the Bidding Documents pursuant to

relevant Clause and shall be sent by the Employer in writing by mail or by fax

followed by copies by mail to all bidders who have received the Bidding

Documents, and shall be binding on them. Prospective bidders shall promptly

acknowledge receipt thereof to the employer by Fax.

3.23.3. The bidders shall duly sign and return the amendments/addenda along with their

Bids, which shall form part of their Bids and there after shall become an integral

part of the contract.

3.23.4. In order to afford prospective bidders reasonable time in which to take the

amendment/addenda into account in preparing their bids, the Employer may, at

its discretion, extends the deadline for the submission of bids.

C. PREPRATION OF BIDS

3.24. LANGUAGE OF BID

The bid prepared by the bidder and all correspondence and documents relating to the

bid exchanged by the bidder and the Employer shall be written in the English language.

Supporting documents and printed literature furnished by the bidder may be written in

another language, provided these are accompanied by a translation of its pertinent


iNDEXTb

passages in English. Failure to comply with this condition may disqualify a bid. For

purposes of interpretation of the bid, the English translation shall govern.

3.25. DOCUMENTS COMPRISING THE BID

3.25.1. The bid prepared by the bidder shall comprise the following documents:

(a) Tender Fee and EMD (Physical as well as scanned copy online)

(b) Technical Bid (Physical Submission of forms only sufficing the

requirement and supporting documents)

(c) Price Bid (Online only) – Shall also comprised all annexures/ cost break

up, as mentioned.

The Single Envelope containing documents (a) & (b) as mentioned above should reach

iNDEXTb office on or before 05/10/2016 up to 12:00 Noon.

3.26. THE BIDDER SHALL SUBMIT WITH ITS BID THE FOLLOWING ATTACHMENTS:

(a) Tender fee and Earnest Money Deposit: Furnished in accordance with relevant

clause of Contract data.

(b) Power of Attorney: a power of Attorney authorized by a Notary Public,

indicating that the person(s) signing the bid has the authority to sign the bid

and thus that the bid is binding upon the bidder during the full period of its

validity in accordance with relevant clause.

(c) Bidder’s Eligibility and Qualifications:

Details of any significant changes in the bidder’s management or financial

position since furnishing information when applying for (Failure to disclose

such changes, if revealed later, may render the Tender liable to be treated as

“Non-responsive” at the Bidder’s risk and cost.)

3.27. BID VALIDITY

Bid submitted by bidder shall remain valid for a period of 4 (Four) Months from the date

of opening of offer. Bidder shall not be entitled during this period to revoke or vary the

content of Bid or any term thereof. In such case of making any variation subsequent to

submission of bid at their own, the offer shall be treated as “REJECTED” and EMD shall

be forfeited without any reference to the Bidder.


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3.28. EARNEST MONEY

3.28.1. Earnest Money Deposit shall be of Rs. 9,00,000/-(Rupees Nine lacs only) in

the form of Demand Draft in the name of The Managing Director, Industrial

Extension Bureau, (iNDEXTb), Gandhinagar.

3.28.2. The bid security shall be in the form of a demand draft payable Gandhinagar

from any Nationalized Indian Bank/AXIX/HDFC/ICICI BANK.

3.28.3. When contract for the work is finalized with a successful bidder, the EMD of the

remaining unsuccessful bidders shall be returned not later than thirty (30) days

from the date of issue of work order to the successful bidder.

3.28.4. The Bid security maybe fortified

If the bidder withdraws the Bid after its opening during the period of Bid validity

If the Bidder does not accept the correction of the bid price

In the case of a successful bidder, if the bidder fails within the specified time limit

to Sign the agreement and finish the required performance securities.

3.29A. SECURITY DEPOSIT

The selected bidder shall deposit 2.5% of the agreed project amount in the form of DD from any Nationalized Bank (in favor of Industrial Extension Bureau, Gandhinagar) at the time of issuance LOI as a security deposit within 3 days. The Security Deposit shall be valid up to 30 days after completion of the work and which can be released after successful and satisfactory completion of the work.

3.29B. PERFORMANCE SECURITY

3.29.1. The Performance Security equal to 10% of the contract price shall be provided

by the successful bidder to the Employer at the time of signing of Agreement

and shall be issued as per the given format and shall be issued from any

Nationalized Bank. The Performance Security shall be valid till or until a date 30

days after completion of the work.

3.29.2. Without limitation to the provisions of the preceding paragraph, whenever the

EMPLOYER determines an addition to the Contract Price as a result of a

change in cost and/or legislation or as a result of a variation amounting to more

than 25 percent of the Contract Price, the Contractor, at the Employer’s written

request, shall promptly increase the value of the performance security by an

equal percentage.


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3.30. FORMAT AND SIGNING OF BID

3.30.1. The Bidder shall prepare and submit Volume-I and II in original hard copy.

3.30.2. The bid shall be typed or written in indelible ink and shall be signed and dated

by the bidder or a person or persons duly authorized to sign on behalf of the

bidder with his valid stamp or seal. Such authorization shall be indicated by

written Power of Attorney accompanying the bid. The person or persons signing

the bid shall initial all pages of the bid where entries or amendments have been

made. The name and position held by each person signing must be typed or

printed below the signature.

3.30.3. The bid shall contain no alterations, interlineations, erasures or overwriting

except those as necessary to correct errors made by the bidder, in case of

occurrence such corrections shall initialled by the person or persons signing the

bid.

3.30.4. The bid shall be filled only by the the bidders (s) in whose name(s) the Bid

documents have been issued. No bidder shall participate in the bid of another

for the contract in any relation whatsoever.

3.30.5. If the bid is made by a limited company or a limited corporation, it shall be

signed by a duly authorized person holding a Power of Attorney for signing the

bid in which case a certified copy of the power of attorney shall accompany the

Bid.

3.30.6. All pages of the bid, except for unimpeded printed literature, shall be initiated by

the person(s) signing the bid.

3.30.7. All witnesses and sureties shall be persons of status and probity and their full

names, occupations and addresses shall be stated below their signatures.

3.30.8. All signatures in the Bidding Documents shall be dated.

D. SUBMISSION OF BIDS

3.31. SEALING AND MARKING OF BIDS

The Bid shall be marked and sealed in single envelope with name of work as follows:

Containing Technical Bid, Price Bid and EMD for

BID FOR SELECTION OF AN AGENCY FOR HOUSEKEEPING SERVICES AT


iNDEXTb

MAHATMA MANDIR CONVENTION CENTRE, GANDHINAGAR, GUJARAT.

3.31.1. The above envelopes shall be sealed with wax.

3.31.2. No bid shall be accepted unless it is properly sealed and marked as instructed

above. Bidders shall not be allowed to fill in or seal their Bids at the Employer’s

office.

3.31.3. If the packet and the envelope are not sealed with wax and marked as

instructed above, the Employer shall assume no responsibility for the

misplacement or premature opening of the bid submitted. A Bid opened

prematurely due to this cause shall be rejected by the Employer and returned to

the Bidder

3.31.4. Telegraphic bids or bids through fax shall be treated defective, invalid and

rejected. Only detailed complete bids in the form indicted in relevant clause

above received prior to the closing time and date of the bids shall be taken as

valid.

3.32. DEADLINE FOR SUBMISSION OF BIDS

3.32.1. The bids must be received by the Employer at the address as specified in

relevant clause not later than the time and date as specified under the Contract

data.

3.32.2. The Employer may, at its discretion, extend the deadline for the submission of

bids by amending the Bidding Documents in accordance with relevant clause, in

which case all rights and obligations of the Employer and bidders previously

subject to the original deadline shall thereafter be subject to the deadline as

extended.

3.33. LATE BIDS

3.33.1. Any bid received by the Employer after the deadline of submission of bids

prescribed in clause 2.2.10 will be returned unopened to the bidder.

3.34 MODIFICATION AND WITHDRAWAL OF BIDS

3.34.1 The bidder may modify or withdraw its bid after the bid submission, provided that

written notice of the modification or withdrawal is received by the Employer prior

to the deadline prescribed for submission of bids.

3.34.2 No bid shall be modified subsequent to the deadline for submission of bids.


iNDEXTb

3.34.3 Withdrawal or Modification of a bid between dead line for submission of bids and

the expiration of the original period of bid validity specified in bid form may result

in forfeiture of the EMD.

E. BID OPENING AND EVALUATION

3.35. OPENING OF THE TECHNICAL BIDS BY EMPLOYER

3.35.1. First of all envelope containing Tender Fee amounting Rs.15000.00 & Earnest

Money Deposit of Rs. 9,00,000/- in a separate form of DD drawn on any

Nationalized bank/AXIX/HDFC/ICICI in favor of Industrial Extension Bureau,

Gandhinagar, shall be opened. Technical proposal not containing the EMD and

Tender fee will be out-rejected.

3.35.2. If envelope doesn’t contain above DD, the offer shall not be considered valid

and shall stand rejected and other envelopes shall not be opened and shall be

sent back to the address mentioned in the bid envelope.

3.35.3. The Employer will open Bids of all the bidders in the presence of Bidders

representatives who choose to attend the opening in the office of;

The Managing Director,

Industrial Extension Bureau

Block No. 18, 2nd floor, Udyog Bhavan

Sector – 11,

Gandhinagar-382 010

Ph: 079-2325 0492/93, Fax: 23250490

Website: - www.indextb.com

3.35.4. The time and date as specified under relevant clause of the Contract data at the

same address.

3.35.5. Bidder’s representatives shall sign a register as proof of their attendance. In the

event of the specified date of Bid opening being declared a holiday for the

Employer, the Bids shall be opened at the appointed time and location on the

next working day, or otherwise intimated.

3.35.6. The bidder shall nominate only two representatives to attend the Bid opening on

his behalf. Name, Authenticated Passport size photographs, designation and

relationship with the bidder of such nominated persons along with their attested

signatures should be given along with the Bid. No person other than nominated


iNDEXTb

persons shall be permitted to attend Bid opening.

3.35.7. Bidders’ name, Bid modifications or withdrawals, the presence or absence of

requisite EMD and other such details as the Employer, at its discretion, may

consider appropriate, will be announced at the opening.

3.35.8. Bid (and modifications sent pursuant to relevant clause) that are not opened and

read out at Bid opening will not be considered for further evaluation, regardless

of the circumstances.

3.35.9. The Employer will prepare minutes of the Bid opening for his own records.

3.36. PRELIMINARY EXAMINATION

3.36.1. Initially only technical data shall be evaluated.

3.36.2. The Employer shall then examine the bids to determine whether they are

complete and satisfy the requirements of the Instructions to Bidders, whether

required sureties have been furnished, whether the documents have been

properly signed, and whether the bids are generally in order.

3.36.3. Prior to the detailed evaluation, pursuant to relevant clause, the Employer shall

determine the substantial responsiveness of each bid to the Bidding Documents.

A substantially responsive bid is one, which conforms to the terms, conditions,

and specifications of the Bidding Documents without material deviation or

reservation. A material deviation or reservation is one which affects in any

substantial way the scope, quality or performance of the Works, or which limits

in any substantial way, inconsistent with the Bidding Documents, the Employer’s

rights or the Bidder’s obligations under the Contract, and the rectification of

which deviation or reservation would affect unfairly the competitive position of

other bidders presenting substantially responsive Bids.

3.36.4. A bid determined as substantially non responsive shall be rejected by the

Employer and cannot subsequently be made responsive by the bidder by

correction of the nonconformity.

3.36.5. Employer may waive at his discretion any minor informality or non-conformity or

irregularity in a Bid, which does not constitute a material deviation, provide such

waiver, does not prejudice or affect the relative ranking of any Bidder. It may be

noted that the employer reserves the right to take final decision about

responsiveness of the bidder and decision cannot be challenged by the bidder.


iNDEXTb

3.36.6. The Bidder, whose Technical Bids are received and opened, shall be further

short listed after undertaking detailed exercise.

3.36.7. At the end of technical evaluation and the Bids shall be classified as technically

responsive and technically non-responsive. Technically responsive bids may or

may not be pre-qualified, as will depend on the marks scored by the bidder. A

Bidder may be qualified /rejected for the technologies offered.

3.36. TECHNICAL EVALUATION

3.36.1. The Employer will carry out a detailed evaluation of the bids previously

determined to be substantially responsive in order to determine whether the

technical aspects are in accordance with the requirements set forth in the Bid

Documents. The data called for the detailed evaluation is given in relevant

clause in order to reach such a determination, the Employer will examine and

compare the technical aspects of the Bids on the basis of the information

supplied by the Bidders, taking into account the following factors;

a. Overall completeness and compliance with the Employer’s requirements;

deviations from the Employer’s Requirements to the Bid and those

deviations not so identified; proposed methodology, work plan and

approach for works based on scope; That does not meet minimum

acceptable standards of completeness; consistency and detail will be

rejected for non-responsiveness.

b. Achievement of specified performance criteria by the works.

c. Any other relevant factors, if any, listed in the Bid Data Sheet, or that the

Employer deems necessary or prudent to take into consideration.

3.37. CONTACTING THE EMPLOYER

3.37.1. Subject to this clause, no bidder shall contact the Employer on any matter

relating to its bid, from the time of the bid opening to the time the Contract is

awarded.

3.37.2. Any effort by a bidder to influence the Employer in the Employer’s decisions in

respect of bid evaluation or Contract award shall result in the rejection of that

bidder’s bid.

3.38. EMPLOYER’S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY / ALL BIDS


iNDEXTb

3.38.1 The Employer reserves the right to accept or reject any bid and to annul the

bidding process and reject all bids at any time prior to award of contract, without

thereby incurring any liability to the affected bidder or bidders or any obligation

to inform the affected bidder or bidders of the grounds for the Employer’s action.

Employer also reserves the right to modify the selection criteria without

informing the bidders.

3.38.2 The tender is likely to be rejected if on opening it is found that:

a. The bidder has not strictly followed the procedure laid down for

submission of tender.

b. Any page or pasted slips are missing.

c. The bidder has not signed the forms and documents.

d. The bidder has specified any additional condition.

e. The bidders has not attached the addendum to the main tender form as

stated in tender conditions.

f. In case the technical proposal of bidder who has quoted lowest price and

who has satisfied other criteria is not conforming to the stipulations made,

the bidder without revising the cost shall modify the same to conform to

the stipulations. If the bidder refuses to modify this then the tender shall be

treated as non-responsive and rejected.

g. The bidder has quoted financial offer anywhere other than specified in

Financial Bid.

3.39 EVALUATION OF THE PRESENTATION

3.39.1 After the evaluation of all the bids received, the eligible bidders will be intimated

about the presentation meet one day prior to the date finalized through email or

telephonic message where the bidders are expected to make presentation on the

methodology, work plan and approach of works based on stipulated scope.

3.39.2 The evaluation will be QCBS (Quality Cost Based System) Evaluation.

3.39.3 The eligible bidders will have to make a presentation on the date 11/10/2016 at

iNDEXTb as aforesaid on the methodology and approach before the

Committee constituted by Government of Gujarat for a final selection. Eligible

bidders will be informed about the date and time by E-mail or by Telephonic

communication.

3.39.4 The Committee will select the agency by giving 50% weightage on the

Methodology, quality of manpower proposed and Technical score and 50%


iNDEXTb

weightage to the Price Bid. Deployment of manpower at the site will also have

its due weightage.

3.39.5 The bidder shall come with his laptop and a CD for presentation.

3.39.6 Comparison of Price Proposal shall be done by the formula as under;

Sf = 100 x Fm/F

Where: Sf is the financial score of the Price Proposal being evaluated

Fm is the TP of the lowest priced Price Proposal

F is the TP of the Price Proposal under consideration

The lowest Price Proposal will receive the maximum score of 100 marks,

however it will be given weightage of 50 %.

3.39.7 Based on this exercise, one bidder will be finally selected and the Committee if

required will further negotiate and finalize the price.

3.39.8 Following parameters/ attributes will also be considered:

i. Extent and quality of experience in providing/ managing hospitality services.

ii. Client list, retention record and size distribution of contracts completed or under

execution.

iii. Number of employees on the role

iv. Brands of materials/ consumables

v. Machinery/ equipment to be stationed at Mahatma Mandir at bidder’s cost

vi. Comprehensive operational plan (Indicating the complete methodology for

housekeeping with all details) given in the technical bid.

vii. Transition/ takeover plan for housekeeping services

viii. Reporting and review system proposed

ix. Complaint redressal system proposed

x. Commitment of top management

3.40A. OPENING OF PRICE PROPOSALS

3.40.1. The bidder’s names, the Bid Prices, the total amount of each bid, and discounts

and such other details as the Employer may consider appropriate, will be

announced and recorded by the Employer at the opening. The bidder’s

representatives will be required to sign this record.

3.40.2. The Employer shall prepare minutes of the bid opening, including the

information disclosed to those present in accordance with this Sub-Clause.


iNDEXTb

3.40B. PROCESS TO BE CONFIDENTIAL

Information relating to the examination, clarification, evaluation and comparison of bids

and recommendation for the award of a contract shall not be disclosed to bidders or any

other persons not officially concerned with such process until the award to the

successful bidder has been announced. Any effort by a bidder to influence the

Employer’s, processing of bidders or award decisions may result in the rejection of the

bidder’s bid.

3.41. CLARIFICATION OF PRICE PROPOSALS AND CONTACTING THE EMPLOYER

3.41.1. To assist in the examination, evaluation and comparison of price proposals, the

Employer may, at its discretion, ask any bidder for clarification of their bids

including break-up of prices/rates. The request for clarification and the response

shall be in writing or by cable, but no change in the price or substance of the bid

shall be sought, offered or permitted except as required to confirm the correction

of arithmetic errors discovered by the Employer in the evaluation of the bids in

accordance with relevant clause.

3.41.2. However, as a result of clarifications obtained on their technical data, if the

Employer desires to modify any of the stipulation/condition, he will write to all the

bidders with a request to submit their price tags for such changes in a separate

sealed envelope; which shall be opened and evaluated along with their original

financial statements.

3.41.3. Subject to this clause, no bidder shall contact the Employer on any matter

relating to its bid from the time of opening of price proposals to the time the

contract is awarded. If the bidder wishes to bring additional information to the

notice of the Employer, it should do so in writing.

3.41.4. Any effort by the bidder to influence the Employer in the employer’s evaluation

of price proposals, bid comparison or contract award decisions may result in the

rejection of the bidder’s bid.

3.42. PRELIMINARY EXAMINATION OF PRICED PROPOSALS AND DETERMINATION OF RESPONSIVENESS

3.42.1. The Employer will examine the bids to determine whether they are complete,

whether the documents have been properly signed, whether the required EMD

is included, whether the bids are substantially responsive to the requirements of

the bidding documents; and whether the bids provide any clarification and/or


iNDEXTb

substantiation that the employer may require pursuant to relevant clause.

3.42.2. A substantially responsive bid is one which conforms to all the terms, conditions

and requirements of the bidding documents, without material deviation or

reservation and includes the amendments and changes, if any, requested by the

employer during the evaluation of the bidder’s technical proposal.

3.42.3. If a price proposal is not substantially responsive, it will be rejected by Employer,

and may not subsequently be made responsive by correction or withdrawal of

the nonconforming deviation or reservations.

3.43 CORRECTION OF ERRORS

3.43.1 Bids determined to be substantially responsive will be checked by the employer

for any arithmetic errors Arithmetic errors will be rectified on the following basis:

3.43.2 If there is discrepancy between total bid amount and summary of total cost of all

components/parts, then the following will be procedure.

a) Where there is discrepancy between the rates in figures and in words,

whichever is less shall govern.

b) Where there is discrepancy between the unit rate and the line item total

resulting from multiplying the unit rate by the quantity, the unit rate as

quoted will govern.

c) If the total amount of bid quoted is less than actual summation of cost of all

the components/parts as the case may be, then the total quoted amount

shall govern and difference between the actual summation and amount

quoted shall be considered as a discount.

d) If total amount of bid is more than actual summation of cost of all

components/parts as the case may be, then the individual cost of the

components/parts shall govern and total amount shall be reduced to actual

summation and it shall be considered as mistake in totalling.

However, the decision of iNDEXTb in this regard shall be final and binding.

3.43.3 The amount stated in the Form of bid for Price Proposal will be adjusted by the

Employer in accordance with the above procedure for the correction or errors

and, shall be considered as binding upon the bidder. If the bidder does not

accept the corrected amount of bid, its bid will be rejected, and the EMD may be

forfeited in accordance with relevant clause.


iNDEXTb

3.44. COMPARISON OF PRICE PROPOSALS

3.44.1. The Employer will evaluate and compare only the bids determined to be

substantially responsive in accordance with relevant clause.

3.44.2. If a discount has been offered in any Price Proposal, such discount will be

applied pro-rata against each item, the iNDEXTb reserves the right to reject, at

its sole discretion, any or all evaluated Price Proposals and if necessary, will call

for submission of new Price Proposals. In order to allow comparison on a

common basis, each Price Proposal will be carefully scrutinized in accordance

with the relevant clauses.

3.44.3. (a) The Employer reserves the right to accept or reject any variation or deviation

and other factors, which are in excess of the requirements of the bidding

documents or otherwise result in the accrual of unsolicited benefits to the

Employer, may not be taken into account in bid evaluation.

(b) The estimated effect of the price adjustment provisions of the Conditions of

Particular Application, applied over the period of execution of the Contract, shall

not be taken into account in bid evaluation.

(c) If the bid of the successful bidder is substantially below the Employer’s

estimate for the contract, the Employer may require the bidder to produce

detailed price analysis to demonstrate the internal consistency of those prices.

F. AWARD OF CONTRACT

3.45A. AWARD CRITERIA

Following completion of evaluation of technical proposal and Price Proposals, final

ranking of the Proposals will be determined. This will be done by applying a

weightage of 0.50 (or 50 percent) and 0.50 (or 50 percent) respectively to the

Technical score (Methodology, quality of manpower proposed and Technical

score ) and Financial score of each evaluated qualifying Technical and Financial

Proposal and then computing the relevant combined total score for each bidder.

Eligible bidders shall have to secure minimum 60% marks for qualification in

Concept Presentation.

3.45. NOTIFICATION OF AWARD

3.45.1. Prior to the expiry of the period of bid validity, the Employer shall notify the

successful bidder in writing by registered letter, (hereinafter called “Letter of


iNDEXTb

Acceptance”) or by fax to be confirmed by the original letter by registered mail

by the Employer. This letter (herein after and in the conditions of contract called

“Letter of Acceptance”) shall name the sum which the Employer will pay the

Selected bidder in consideration of execution and completion of the works by

the selected bidder as prescribed by the contract.

3.45.2. The Work Order reaching the selected bidder shall conclude the contract and

time of performance shall start running from the date of issue of Work Order.

3.45.3 The selected bidder to mobilize the housekeeping team 7 days after the issuing

of the letter of intent by the owner to the successful bidder.

3.46. SIGNING OF CONTRACT

3.46.1. At the time of notification of award, the Employer shall send to the successful

bidder, the Contract Agreement provided in these Bidding Documents,

incorporating all agreements between the parties.

3.46.2. Within Two (02) days of receipt of the Contract Agreement, the successful

bidder shall sign and date the Contract Agreement and return it to the

Employer. Extension of the time contained in this clause shall be at the sole

discretion of the employer. Failure on the part of Bidder to sign the contract

agreement within the prescribed time shall empower the employer to cancel the

Letter of Acceptance and take appropriate action against the contract including

forfeiture of the ‘EMD” and security deposit and black listing of the bidder.

3.46.3. The person to sign the Contract Agreement shall be the person as described in

relevant clause.

3.46.4. It shall be incumbent upon the successful bidder to pay stamp duty on the

Contract and all other legal charges for preparation of the Contract Agreement,

as ruling on the date of execution of the Contract as specified in the Conditions

of Contract.

3.47. CORRUPT OR FRAUDULENT PRACTICES

3.47.1. The Employer requires that borrowers (including beneficiaries) as well as

bidders/suppliers/contractors contract observe the highest standard of ethics

during their procurement and execution of such contracts. In pursuance of this

policy, the Employer:

a) Defines for the purpose of this provision, the terms set forth below as follows:

i. “Corrupt practice” means the offering, giving, receiving or soliciting of


iNDEXTb

anything of value to influence the action of a public official in the

procurement process or in contract execution.

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

influence a procurement process of the execution of a contract to the

detriment of the Borrower, and includes collusive practice among Bidders

[prior toor after bid submission] designed to establish bid prices at artificial

non-competitive levels and to deprive the Borrower of the benefits of free

and open competition.”

b) Will reject a proposal for award if it determines that the Bidder recommend for

award has engaged in corrupt or fraudulent practices in completing for the

contract in question.

c) Will declare a the bidder ineligible, either indefinitely or for a stated period of

time, to be awarded a contract if it at any time determines that the bidder has

engaged in corrupt or fraudulent practices in competing for, or in executing a

contract.


iNDEXTb CRDC - CEPT

VOLUME-I-B

CONTENTS

4.0 GENERAL CONDITIONS OF CONTRACT

5.0 SPECIAL CONDITIONS OF CONTRACT

6.0 PAYMENT TERMS


iNDEXTb CRDC - CEPT

4.0. GENERAL CONDITIONS OF CONTRACT

4.1. DEFINATIONS

Unless repugnant to the subject or context of usage, the following expressions used

herein shall carry the meaning hereunder respectively assigned to them, namely;

4.1.1 “IMD” shall mean Industries and Mines Department of Government of Gujarat.

4.1.2 "iNDEXTb" shall mean Industrial Extension Bureau which is a Government of

Gujarat Organization, under the Industries and Mines Department of Government

of Gujarat and acting as the nodal organization on behalf of Government of

Gujarat for managing facilities in the structures mentioned in Chapter 1.

4.1.3 The expression “Complex” occurring in the tender document shall mean

Mahatma Mandir, Gandhinagar and shall include its successors and assigns.

4.1.4 The expression “Nodal Organization /Owner” occurring in the tender document

shall mean Industrial Extension Bureau (iNDEXTb); the organization appointed

by the Government of Gujarat in Industries and Mines Department for Phase I of

Mahatma Mandir.

4.1.5 “Contract” means the Contract Agreement, these Conditions of Contract of the

Employer’s Requirements, the Bid, the Bidder’s Proposal, the Schedules, the

Letter of acceptance, the Contract Agreement (if completed) and such further

documents as may be expressly incorporated in the Letter of Acceptance or

Contract Agreement (if completed).

4.1.6 The expression "Bidder" shall mean the Tenderer who submits the tender for the

work and shall include the successors and permitted assigns of the Tenderer.

4.1.7 “Bidder’s Equipment” shall mean all equipment, instruments, tools, machinery

and other appliances and things of whatsoever nature required for the fulfillment

of the Contract or of the Bidder’s Obligations, but not including those items which

which form part of the Facility.

4.1.8 The expression “Selected bidder” shall mean the Tenderer selected by the owner

for the performance of the subject work and shall include the successors and

permitted assigns of the Contract.

4.1.9 “Officer-in-Charge” shall mean any officer of iNDEXTb authorized to act as the

Officer-in-Charge for the work or any specified part thereof.


iNDEXTb

4.1.10 "Work" and "Scope of work" shall mean the totality of the work / services and

materials by expression or implication envisaged in the contract and shall include

all material, equipment and labour required for commencement, performance,

provision or completion thereof.

4.1.11 "Events" shall mean various programmes such as exhibitions/ seminars/

conferences/ meetings/ gathering etc. which will be conducted for a specified

duration at Mahatma Mandir by the owner or any other entity who approaches

the owner for events at Mahatma Mandir from time to time.

“Site” shall mean that specific area specified in the Bid Documents and shall include any other places as may be specifically designated by the Employer from time to time as forming part of the Site. 4.2 CONTRACT AGREEMENT

The successful Bidder shall be required to execute a contract Agreement with iNDEXTb

on the non-judicial stamp paper of Rs. 100/- (Rupees one hundred only). The cost of

stamp paper shall be borne by successful Bidder.

iNDEXTb reserves the right to amend the terms & conditions of contract after mutual

discussions and shall only be in writing.

4.3. EMPLOYER’S USE OF BIDDER’S DOCUMENTS

The Bidder’s Documents and other Design Documents made by (or on behalf of) the

contract can be used, copied or communicated to a third party by (or on behalf of) the

employer for purposes no other than those permitted under this sub-clause.

4.4. MANAGEMENT MEETINGS

Either the Employer’s Representative or the Bidder’s Representative may require the

other to attend a management meeting. The business of each management meeting

shall be to review the anticipated arrangement for work and to resolve any matters

raised in accordance with this Sub-Clause. The Employer’s Representative shall record

the business of management meetings and provide copies of this record to those

attending the meeting and to the Employer. The responsibility of the parties for any

actions to be taken shall be included in such record and shall, if not agreed in

accordance with the Contract, be decided by the Employer's Representative.

The Bidder's Representative shall notify the Employer's Representative at the earliest

opportunity of specific likely future events or circumstances, which may adversely affect


iNDEXTb

the work.

4.5. UNFORESEEABLE DIFFICULTIES

Preliminary data generated by the Employer is available for the guidance of the bidder.

However, the Employer does not take any responsibility of its correctness. The bidder

shall carry out independent additional investigations and surveys to collect the data

required to execute.

4.6. BIDDER'S EQUIPMENT

Bidder's Equipment which are intended for permanent use as a part of works under the

contract, initially owned by the Bidder (either directly or indirectly) shall be deemed to be

the property of the Employer with effect from its time of arrival on the site. The vesting of

such property in the Employer shall not:

(a) Affect the responsibility or liability of the Employer,

(b) Prejudice the right of the Bidder to the sole use of such Bidder's Equipment for

the purpose of the Works, or

(c) Affect the Bidder's responsibility to operate and maintain the same under the

provisions of the Contract.

The property in each of the equipments of use during execution shall be deemed to

revest in the Bidder with effect from the time he is entitled to remove it from the Site, or

when the Employer's Representative issues the Final Completion Certificate for the

Works, whichever occurs first.

4.7 POWER, WATER AND OTHER FACILITIES

4.7.1 iNDEXTb shall provide the Selected bidder the facilities, utilities and equipment’s

specified below for use in their discharge of duties and services pursuant to the

contract, namely:

(i) Office space – free of charge.

(ii) Electricity for use in discharge of services – Free of Cost

(iii) Water: Free of charge

4.7.2 The selected bidder will arrange for other facilities, utilities, equipment’s and

inputs required for the services.


iNDEXTb

4.7.3 The Selected bidder shall be responsible for and shall ensure the proper

utilisation of the facilities, equipment, furniture and utilities provided by iNDEXTb

without any manner of abuse or excess use and will undertake day-to-day repair

& maintenance of all equipment and items supplied by iNDEXTb and also keep

the office provided absolutely tidy and free from any damage. For any loss or

damages to the premises, fittings, fixtures and equipment, recovery at market

rates would be effected from the Selected bidder’s bills and the material/item

repaired or replaced at his cost.

4.7.4 Notwithstanding anything elsewhere provided herein the contract may be

terminated if the Selected bidder does not within 7 (seven) days of notice in

writing in this behalf rectify any defect in the maintenance, upkeep, hygiene and

cleanliness of the premises and /or equipment to a state satisfactory to the

Officer-in-Charge.

4.8. MEASURES AGAINST INSECT AND PEST NUISANCE

The Bidder shall at all times take the necessary precautions to protect all staff and

labour employed on the Site from insect and pest nuisance, and to reduce the dangers

to health and the general nuisance occasioned by die same. The Bidder shall provide

his staff and labour with suitable prophylactics for the prevention of malaria and take

steps to prevent the formation of stagnant pools of water.

4.9. EPIDEMICS

In the event of any outbreak of illness of an epidemic nature, the Bidder shall comply

with and carry out such regulations, orders and requirements as may be the

Government, or the local medical or sanitary authorities, for the purpose of dealing with

and overcoming the same.

4.10. ALCOHOLIC LIQUOR OR DRUGS

The Bidder shall not, otherwise than in accordance with the statutes, ordinances and

government regulations or orders for the time being in force, impart, sell, give, barter or

otherwise dispose of any alcoholic liquor or drugs, or permit or suffer any such

importation., sale, gift, barter or disposal by his Subcontractors, agents, staff or labour.

4.11. ARMS AND AMMUNITION

The Bidder shall not have, barter or otherwise dispose of to any person or persons, any

arms or ammunition of any kind or permit or suffer the same as aforesaid.


iNDEXTb

4.16. RIGHT TO VARY

The Employer will make any variation of the form, quality or quantity of the works

relating to any item of a component according to site conditions or any part thereof that

may, in his opinion, be necessary and for that purpose, or if for any other reason it shall,

in his opinion, be appropriate, he shall have the authority to instruct the Bidder to do and

the Bidder shall do any of the following:

a) Increase or decrease the quantity of any work included in the Contract.

b) Omit any such work, before the end of stipulated time limit of the contract.

c) Change the character or quality or kind of any such work.

No such variation shall in any way vitiate or invalidate the contract, provided that where

the issue of an instruction to vary the works is necessitated by some default of or

breach of contract by the Bidder or for which he is responsible, any additional cost

attributable to such default shall be borne by the Bidder.

The Bidder shall not make any such variation without informing the Employer.

4.17 ARBITRATION

All disputes regarding quality, specifications and rates shall be tried to be settled

mutually by making references to conditions of contract documents or prevailing local

practices etc., but if not settled mutually, shall be referred to arbitration subject to

Arbitration Act of 1940 and its amendments, modifications to-date. Arbitration cost to be

shared equally by the owner and the selected bidder.

4.18 GOVERNING LAWS

The Contract shall be governed by the laws of India and the courts of Ahmadabad,

Gujarat (India), shall have exclusive jurisdiction.

4.19 CONSTITUTION

The Selected bidder shall not change the constitution of their Company during the

currency of the Contract or till the extended Period granted, if any.


iNDEXTb

4.20 SETTLEMENT OF DISPUTES

4.20.1 Any dispute or difference arising between the parties under this Contract, as to

their respective rights or obligations in terms hereof or connected herewith or

incidental hereto or as to the interpretation of any of the terms hereof, shall

unless it is amicably settled, be settled by arbitration in accordance with the

provisions of Arbitration and Conciliation Act, 1996 as amended from time to

time. The venue of the Arbitration shall be Gandhinagar. The Arbitration shall be

by the sole arbitrator and in the event, parties are unable to agree on

appointment of the sole arbitrator, each party shall appoint one arbitrator and the

two arbitrators shall appoint third arbitrator.

4.20.2 In case the two arbitrators are not able to agree on the third arbitrator, the same

shall be appointed as per. the Indian Arbitration and Conciliation Act 1996 as

amended from time to time.

4.20.3 The decision of any two of the three arbitrators shall be final and binding. The

parties agree that the decision and any award rendered by the arbitrators in

connection with a Dispute shall be final and binding on the Parties.

Shall be the sole and exclusive remedy between the Parties regarding the Dispute. The

arbitration expenses shall be borne as per the award of arbitration if same are given in

the award of arbitration else same shall be borne by the losing party.

4.21 FORCE MAJEURE

4.21.1 Force Majeure is herein defined as any cause which is beyond the control of

iNDEXTb or SELECTED BIDDER, as the case may be, which they could not

foresee or with a reasonable amount of diligence could not have foreseen and

which substantially affects the performance of the Contract, such as:

Natural phenomena, including but not limited to floods, droughts, earthquakes

and epidemics;

Acts of any Government, domestic or foreign, including but not limited to war,

declared or undeclared, priorities, quarantines, and embargoes.

4.21.2 Provided either party shall within fifteen (15) days from the occurrence of such a

cause notify the other in writing of such causes.

4.21.3 SELECTED BIDDER or iNDEXTb shall not be liable for delays in performing their

respective obligations resulting from any Force Majeure cause as referred to/


iNDEXTb

defined above.

4.22. COMPLETION OF THE CONTRACT

On the date of Contract Completion or if the Contract is terminated, all the installations,

works and equipment placed under the Bidder’s responsibility shall be handed over to

the Employer, at no cost, in good working order, except for normal wear and tear. The

Employer may perform any inspections, tests or expert appraisals he shall consider

necessary with a view to checking that the property is in good working order.

4.23 PENALTY

4.23.1 In event of failure in execution of services under the scope of the Contract due

to the reasons attributable to the Selected bidder, iNDEXTb shall have the right

to make the deductions as per following;

i. For Services: Whenever and wherever it is found that the cleanliness/work is

not up to the mark or any non-compliance observed in any task as per

enlisted scope of work, it will be brought to the notice of the successful bidder

by the employer and if no prompt action will be taken, penalty @ 1% of total

monthly cost per complaint shall be imposed. If it is happened second time in

a month then penalty @ 2% of total monthly cost shall be imposed; and for

third time penalty @ 5% of total monthly cost shall be imposed. The

successful bidder may be terminated by the employer by giving One month

notice in writing.

ii. If the deputed workers found are less than the minimum required as per

tender stipulations on the day, penalty @ Rs. 1000/- (Rupees One Thousand

only) per worker per day will be deducted from bill. Payment will be done only

for the staff who will be on duty.

iii. If situation demands, selected bidder shall depute additional manpower at site

within seven (04) days of written intimation from iNDEXTb; extra Manpower

shall be paid as per agreed category wise manpower rate. Failing which, a

penalty @ Rs. 350/- (Rupees Five Hundred Only) per day/person shall be

imposed & deducted from monthly RA bill or as decided by Employer.

iv. Any correspondence or Minutes of Meeting shall not be constructed as

waiving of Penalty.

4.26. USE AND CARE OF SITE

The Selected bidder shall not demolish or remove any structures/equipment/installation


iNDEXTb

or other facilities on the site without prior approval of the employer.

4.27 DOCUMENTATION TO BE MAINTAINED/ WORK DONE RECORDS

The selected bidder to maintain following general requirements and documentation for

the work:

• Organizational structure and line of authority

• Housekeeping manual and all SOP (Standard Operating Procedeures)

• List of equipment used

• Description of each category for housekeeping

• Maintaining records / details of:

o Complaint book

o Duty roster/ deployment sheet of housekeeping staff

o Inventory of stores

o Accident/ Theft register

o Logs and checklists

4.28 CONDITIONS OF WORK

4.28.1 Efficiency, promptness, quality service, good behaviour and politeness of the

selected bidder and his staff are the essence of the contract. The selected

agency is required to supervise the services at all working hours and his

manager or supervisor shall personally supervise services in the premises.

4.28.2 The selected agency shall engage fully trained and adequately experienced Staff

and arrange to provide refresher training course for them as and when required

and as per the direction of Owner.

4.28.3 All the staff shall be medically fit. They should be free from all infectious

diseases. The Selected bidder shall get his employees medically examined once

in 6 months and obtain fitness certificates.

4.28.4 The selected agency shall provide uniforms to all their staff engaged by them and

deployed for Mahatma Mandir duty. Each and every staff appointed by the

Selected bidder should have police verification certificate, carried out by the

Selected bidder.

4.28.5 The selected agency shall make payment of wages to all its employees under

this contract through A/C payee cheque only or cash but in presence of iNDEXTb

representative.

4.28.6 Entry into Mahatma Mandir by any agency’s personnel will be subject to issue of


iNDEXTb

Gate Passes / identity card to such personnel for the purpose. Gate Passes

shall be for a fixed period and shall be issued at the joint request of the agency

and the personnel of the agency with respect to whom gate passes are sought, in

the format prescribed by iNDEXTb in this behalf to be jointly signed by the

Selected bidder and the concerned personnel.

4.28.7 Issue of Gate Passes shall be subject to the approval of Officer-in-Charge and

such approval shall be subject to the selected agency furnishing to the Officer-in-

Charge, copy of letter of appointment issued by the agency to each person with

respect to whom the Gate Passes is sought, signed in acceptance by the

persons to whom the letter of appointment is given.

4.28.8 Selected agency shall be provided the photo identity card to all their staff i.e.

Housekeeping manager, supervisor & cleaning Staff working on site after getting

their antecedent verified from local police.

4.28.9 The company should maintain a database of the identity card issued to its

employees deployed at site.

4.28.10 Housekeeping agency to submit the current staff bio-data along with thumb

impression working with them in hard and soft copy every week.

4.28.11 Identity card must be prominently displayed by staff while on duty.

4.28.12 During issue of the I-Card following steps to be followed:

I. Serial number, Employee number & other details to be mentioned on I-Card,

as per specimen below.

II. Place of duty i.e. Venue Structure to be mentioned in BOLD LETTER.

III. Entry and exit of the staff should be through one designated gate i.e. Gate

No.-2 only during event days.

IV. The photograph on the I-card should be scanned (not pasted) and I-card

should be computerized.


iNDEXTb

4.28.13 No legal proceeding(s) and / or Industrial dispute(s) claiming wages or any other

payment from or employment with the Principal employer have been initiated by

any present employee or previous employee of the bidder (if a company or

proprietorship however previously designated) or of any partner of the bidder (if

the bidder is a partnership firm). This will have to be supported by an

appropriate declaration in the form of an Affidavit which if found to be false could

not only lead to criminal prosecution but could be attended by termination of the

contract and award of the work to another selected bidder at the main selected

bidder’s risk and cost.

4.28.14 Notwithstanding anything stated in the tender document, iNDEXTb reserves the

right to assess the bidder’s capability and capacity to perform the contract,

should the circumstances warrant such an assessment in the overall interest of

Mahatma Mandir and the decision of iNDEXTb in this regard shall be final and

binding. Technical evaluation will be as mentioned in CHAPTER – 7 (Bid

Evaluation System).

4.28.15 The Gate Pass may be withdrawn without assigning any reason.

4.28.16 The Gate Passes issued to the selected bidder’s personnel shall not ordinarily

exceed the number which will be communicated to him by the owner from time

to time except to meet emergent, casual or temporary requirements.

4.28.17 The Selected bidder’s personnel shall not indulge in entertaining their

guests/outsiders in the Mahatma Mandir premises, and shall not loiter in the

Mahatma Mandir premises and shall not normally move out of their specified

area of services.

4.28.18 The selected bidder shall make necessary arrangements for regular and

Company Name Company address Phone number S.No_________ Name __________________________ Emp. No. ________________________ Date of Birth ____________________ Place of Duty – Date of Issue _______ Valid up to_______________

Signature of Holder Signature of issuing authority

Recent Passpor

t size Photo

Specimen copy of I-Card


iNDEXTb

proper collection and disposal of waste generated in the kitchen/Food Court

area on day today basis.

Prohibited items for use for which the notification is by the Government of Gujarat

and/or Government of India shall not be used. However, the waste collection bins shall

be equipped with black plastic bag for collection of waste. Plastic containers/polythene

pouches in which milk products or any other eatables are generally sold will be

disposed of as quickly as possible.

4.29 SAFETY AND SECURITY

4.29.1 Selected bidder shall abide by the safety code provisions as per safety code

framed from time to time by the government.

4.29.2 The owner may penalise the selected bidder for non-performance on specific

area/instances. it will be decided by in charge officer.

4.29.3 The selected bidder shall not employ any staff from the previous selected bidder

without permission from owner

4.29.4 The selected bidder shall maintain first aid box on site, readily available and with

clearly visible signage at site office.

4.29.5 The selected bidder shall follow zero tolerance policy for safety on site, in

contract period.

4.29.6. Personal Safety:

Be responsible for own safety at all times. Wear appropriate protective clothing

to ensure personal working safety is achieved. Make use of appropriate tooling

at work so that industrial safety is achieved.

4.29.7. Overhead Wires & Cables:

Assume that overhead wires & cables are live at all times, and must not work

near or on them.

4.29.8. Fire:

Know fire escape route. When fire alarm bell sounds, stop working immediately, switch

off equipment being used and report the appropriate fire officer.

4.29.9. Authority to work:

The Selected bidder’s supervisor is responsible for ensuring that the workers

comply with the safety rules at work.

4.29.10. Ladder/ Lift:

All ladders in use must be of good construction and of adequate strength for the

purpose of which it is used. These should be of non-conductive materials and

secured to prevent under swaying a sagging. These should be properly

maintained.

4.29.11. Accidents:

(a) It shall be the sole responsibility of the selected bidder to adopt all the safety


iNDEXTb

measures & deploy personnel who are adequately trained in safety.

(b) If any accident occurs due to operations or due to negligence on the part of the

selected bidder’s personnel it shall be the full responsibility of the Selected

bidder.

(c) If any damage occurs to the structures/ material & equipment as well as rolling

stock due to erection operations, the cost of damage will be recovered from

the selected bidder’s bill.

4.29.12. Safety & display of Signages:

(a) Selected bidder shall adopt the necessary safety procedures to avoid any type

of accidents to workers, Employer’s personnel, any other personnel & to avoid

damages to structures.

(b) Selected bidder shall ensure to provide the Hi-Visibility/ Reflecting Jackets to all

working staff along with supervisor/ team leader/ manager.

(c) The selected bidder shall display necessary signages with the approval of the

Employer or his authorized representative. The type of signages will also be got

approved from the Employer or his authorized representative for safe

movement areas and for safe access zones.

4.31 INSURANCE

4.31.1 The successful bidder (Contractor) shall take third party insurance during the

complete period of contract to cover any accident or accidents of any nature.

4.31.2 A copy of the Insurance Policy will be handed over by the selected bidder to the

officer in charge designated by Owner or to the Office of the Owner before

Starting Date of the work as specified in the Work Order/Letter of Intent. In case

the selected bidder fails to take the insurance policy, the owner would arrange

for the same at the cost of the selected bidder, alternatively, the Institute may

stop payment of bills to the selected bidder till Insurance is arranged by the

selected bidder or terminate the contract at the risk and cost of the selected

bidder.

4.31.3 The Insurance cover under this clause shall be as under and policy shall be

taken at entire cost of the Bidder during the construction period.

Loss of human life- Three Lacs

Permanent Disability of human beings - One Lac

Human Body Injury not resulting into permanent disability - Ten

Thousand

Besides this, any damage occurred to iNDEXTb/Consultant/Govt. Officers or Bidder’s

personnel, equipment, assets etc. shall be liability of Bidder.


iNDEXTb

4.31.4 In the event of injury, illness or accidents to any worker, the Employer will not be

liable to pay any compensation. The insurance cover shall include the liability

under the workmen compensation act.

4.30 TAXES, LABOUR LAWS AND OTHER REGULATIONS

4.30.1The Selected bidder shall be liable to comply with all the rules and regulations in

respect of all statutory obligations applicable to the workmen including safety

regulations.

4.30.2 The Selected bidder will be exclusively responsible to meet and comply with all

legal requirements.

4.30.3 The Selected bidder shall accept and bear full and exclusive liability for the

payment of any and all existing taxes of the Central or State Government or of

any other authority with respect to the contract or any item sold or supplied

pursuant thereto or anything done or service rendered pursuant thereto.

4.30.4 The Selected bidder shall fully comply with all applicable laws, rules and

regulations relating to P.F. Act, ESI Act, Bonus Act, Minimum Wages Act,

Contract Labour Act, Workmen’s compensation Act, C.L. (R & A) Act, Migrant

Labour Act, Essential Commodities Act and/or such other Acts or Laws,

regulations passed by the Central, States, Municipal and local governmental

agency or authority.

4.30.5 The Selected bidder shall be responsible for proper maintenance of all registers,

records and accounts so far as it relates to compliance of any statutory

provisions / obligations. The Selected bidder shall be responsible for making

records pertaining to payment of wages act and also for depositing the P.F. and

ESI contributions, with the authorities concerned.

4.30.6 The Selected bidder shall be responsible and liable for all the claims of his

employees.

4.30.7 The Selected bidder shall obtain licence under the Contract Labour [R&A] Act

from the office of the Assistant Labour Commissioner and produce the same

preferably along with the first monthly bill. The first bill will be cleared only on

submission of the said licence. The Selected bidder would be required to

maintain all books and registers like Employment Register, Wages Register,

Bonus Register, Overtime Register, First Aid Box, Display of Notices, etc. as


iNDEXTb

required under CLR&A, 1970 for inspection by visiting Labour Enforcement

Officers.

4.30.8 The Selected bidder shall obtain adequate insurance policy in respect of his

workmen engaged by it towards meeting the liability of compensation arising out

of injury/disablement at work and submit a copy to Employer within 30 days.

4.32 INDEMNITY

The Selected bidder shall indemnify and keep indemnified the owner against all losses

and claims for injuries and or damages to any person or property. The Selected bidder

shall abide by and observe all statutory laws and regulations in matters of Labour Law,

Factory Act, Explosive Act, Workmen Compensation Act, Sales Tax, Royalty, Excise

Duty, Works Contract etc. and shall keep the owner indemnified against all penalties

and liabilities of every kind for breach of any such statute ordinance or law/regulations

or Bylaws. The Selected bidder shall not employ child labour. Payment to workers

must be according to Minimum wages act. If the rate quoted found below the

minimum wages, tender will be rejected.

4.28 MAN POWER

4.28.1 Any misconduct/ misbehaviour on the part of the manpower deployed by the

selected bidder will not be tolerated and such person will have to be replaced by the

selected bidder at his own costs, risks and responsibilities immediately, with written

intimation to iNDEXTb.

4.28.2 The selected bidder should ensure to maintain adequate no. of manpower, and

also arrange a pool of stand-by housekeeping staff. In case of any housekeeping staff is

absent from the duty, the reliever of equal status shall be provided by the selected

bidder from an existing pool of housekeeping staff.

4.31 MISCONDUCT AND INDEMNIFICATION

The Selected bidder shall keep the Owner indemnified from and against all personal

and third party claims whatsoever arising out of any commission or omission by

Selected bidder or his employees, or representatives as the case may be.


iNDEXTb CRDC - CEPT

5. SPECIAL CONDITIONS OF CONTRACT

5.1.INTRODUCTION

The essence of this contract is to provide complete housekeeping services. The

Complex has adopted highest quality standards for all its activities and the bidder is

required to render services meeting stringent standards.

Before attempting to fill the tender document, the bidder must visit Mahatma Mandir to

familiarise himself with the various elements of services that are required to be rendered

and to understand the quality levels of service that are required to be rendered and

ascertainthe difficulties that may be encountered during execution of works and for

obtaining all information for himself on his own responsibility that may be necessary for

preparing the bid and entering into Contract. The site visits shall be entirely at bidder’s

own expense.The bidder shall obtain certificate of visit from the employer which is

to be submitted along with the bid documents.

5.2. Bidder shall not assign sublet or transfer their interest in this agreement without

written consent of iNDEXTb. Though he may outsource the particular task.

5.3. The bidder shall submit a soft copy of the presentation to iNDEXTb.

5.4. All transportation charges including loading and unloading charges for

Consumables, cleaning/Washing Reagents, Materials, Tools, Machinery/Plants and

throwing of garbage outside of site premises to disposal yards / scrap yard shall be

borne by the selected bidder.

5.5. Where explicit specifications are not available the work shall be executed as per the

instruction of Managing Director, iNDEXTb. The instructions shall be binding to the

Bidder.

5.6. Bidder shall take necessary safety measures to work where required. Bidder shall

maintain first aid kit for emergency.

5.7. If there is any ambiguity or contradictory found/observed in the tender document

between technical bid and financial bid, the bidder shall bring it to the notice of the

Employer appointed by the Employer prior to pre-bid meeting.

5.8. Necessary arrangements for godowns and storage space for required works will be

managed by the bidder at no additional cost within or outside the venue.


iNDEXTb

5.9. Necessary changes/suggestions suggested by the committee members during

selection process or during execution of the works are to be incorporated at no

additional/extra cost. Any change of work/deviation in case of quantity/area increase

shall be as per the directions of Committee members/ iNDEXTb.

5.10The bidder must have registration No. under the Employees Provident Funds Misc.

Provisions Act, 1952, and Registration No. under Employees State Insurance Act.

5.11. INTIMATION TO CONTRACTORS

iNDEXTb shall inform the Selected bidder of its requirement regarding services during

events at least two days in advance for planned courses and in urgent and exceptional

cases 24 hours in advance. All intimation [written / verbal] will be given to the Selected

bidder or his representatives by the Officer in Charge at iNDEXTb / Mahatma Mandir.

5.12. PERIOD OF CONTRACT

5.12.1 The total initial period of contract will be THREE years with provision to extend

the contract for further period of TWO years subject to satisfactory performance,

on the same terms and conditions at the absolute discretion of the owner.

However, the rates shall be as mentioned in clause no 6.2

5.12.2 The contract shall be in force for the period stipulated in the contract, and on the

expiry thereof, it will be deemed to have been terminated automatically unless

otherwise intimated in writing. Further, the selected bidder will not have any right

either contractual or equitable to demand any fresh contract for another term or

to continue the same in preference to anyone else.

5.12.3 Upon termination of the contract (except termination due to illegality) the

Employer shall be entitled, at the risk and cost of the Selected bidder, to arrange

for the house keeping for the balance period of the contract as contemplated in

the scope of the work through an independent agency or agencies and to adjust

any differential amount thus incurred from the Selected bidder (in addition to any

other amounts, compensation and damage that the Owner is entitled to in terms

of the contract or otherwise) from the security deposit or any other amounts due

or becoming due to the Selected bidder.

5.13. VACATION OF PREMISES

The Selected bidder shall give vacant possession of the facilities/premises made

available to the Selected bidder by iNDEXTb and return all furniture, fixture, equipment

and other items made available by iNDEXTb in good condition after the contractual


iNDEXTb

period is over or if the contract is earlier terminated. Handing over of the vacant

possession of the premises and equipment etc. shall be effected within 7 days of the

completion of the period of contract or termination of the contract. If the Selected bidder

fails to do so, the Owner shall be free to take possession of the premises by opening

lock(s), if necessary, and make out an inventory of all furniture material and equipment

and shall be free to deduct from the Selected bidder’s bill(s) or security deposit, any

item found to be missing at the replacement cost of the material/equipment, furniture

etc. given to the Selected bidder by the Owner.

5.14. QUANTUM OF WORK

The work/ areas/ schedule given in the “Volume II - 9” are indicative and may vary in

actual course of execution. The Selected bidder is therefore, advised to quote very

carefully. No claim for compensation from the selected bidder shall be entertained due

to any variation in quantities (irrespective of the quantum of variation) of the various

items or deletion of any item(s). However, the escalation clause shall be applicable as

mentioned in clause no.6.2.

5.15. SERVICES FOR SPECIAL OCCASION

5.15.1. If at any time during the existence of the contract the Owner desires to utilise

the services of the Selected bidder for any special occasion or otherwise at

Mahatma Mandir or within the municipal limits of the venue, the Selected bidder

will arrange the same at the rates to be mutually agreed upon (provided the items

are outside the rates of items already included in the tender).

5.15.2. Similarly, in case the Owner desires to include any new items in the

contract for services the same will be negotiated with the selected bidder.

5.16. INTERPRETATION

The Special conditions of Contract shall be read in conjunction all other documents

forming of this contract. Notwithstanding the sub-divisions of the documents into these

separate sections, every part of each shall be deemed to be supplementary to and

complimentary of every part and shall be read with and into the contract.


iNDEXTb CRDC - CEPT

6. PAYMENT TERMS

6.1 PAYMENT OF BILLS

6.1.1 Payment shall be made every month on the basis of the bills having been

prepared by the selected bidder in triplicate at accepted “BILL OF QUANTITIES”.

Copies of the following should be enclosed along with the bill:

Copy of log sheets on pre-scribed format (As mentioned in Annexure IV) duly

signed by the representative of iNDEXTb/EIC.

Copy of Register of wages detailing the salary disbursement in respect of the

previous month for employees deputed by the selected bidder to work within

the premises of Mahatma Mandir duly signed by the selected bidder

representative and the Owner’s representative. Disbursement of wages to the

employees of the selected bidder will be done only by cheque.

Copy of Challan in proof of EPF deposits made in respect of such employees

for the previous month deputed for this work.

Copy of Challan in proof of ESI deposit made in respect of such employees for

the previous month deputed for this work.

Such other documents as may be required by the Owner to ensure that the

selected bidder has duly complied with his contractual and statutory obligations.

6.1.2 Income Tax deduction will be made from “monthly” bills of the selected bidder as

per rules and regulations in force under the Income Tax Act.

6.1.3 Sales Tax/VAT and Service Tax (if applicable as per rule) shall be paid on

submission of documentary proof.

6.1.4 Payments will be made within 15 days of submission of monthly bills provided the

bills are complete and duly authenticated by the specified Officer(s) of the

Owner.

6.1.5 Payments will be made by crossed account payee cheques only.

6.2 ESCALATION

After completion of 12 months/ a year of contract period, an escalation of 5% of total

cost of previous year would be made in the charges for works. The bidders intend this

agreement to be a binding contract. No other rate escalation in any charges will be

made to the successful bidder for difference of minimum wages/charges. Decision of

iNDEXTb stands final on this matter.


iNDEXTb

6.3 PRICES, TAXES, DUTIES

The Bidder should quote firm prices/ rates taking in to account of all Taxes, Duties,

Levies, Personal Tax, Corporate Tax and all other expenditure required to be incurred

by him/her for providing required services etc. during the contract period as indicated

under his contract and after wards no variation on any account unless otherwise

specifically mentioned will be allowed. The quoted prices for all the items should be

only excluding Service Tax & Cess on Service Tax which shall be reimbursed at actual

on production of documentary evidence.


iNDEXTb CRDC - CEPT

VOLUME-I-C

CONTENTS

7. QUALIFICATION CRITERIA AND EVALUATION PROCEDURE

8. QUALIFICATION DATA SHEETS


iNDEXTb CRDC - CEPT

7.QUALIFICATION CRITERIA AND EVALUATION PROCEDURE

The bids received under these two envelope procedures shall be assessed and

evaluated based on the qualification criteria and evaluation procedure prescribed

hereunder:

ASSESSMENT OF BIDS

Bid applications should normally be assessed using a two-stage process:

Stage 1 - Preliminary screening

Stage 2 - Detailed assessment

Stage 3 - Final assessment based on presentation and opening of price bid

The Committee will select the agency by giving 50% weightage on the Methodology,

work plan, quality of manpower proposed and approach for works based on stipulated

scope of work presented before it and 50% weightage to the Price Bid.

7.1 PRELIMINARY SCREENING

Screening Criteria: Preliminary screening should typically establish whether an

application meets the following criteria:

Is application submitted by the applicant a responsive application?

Is the applicant commercially acceptable?

Over and above the bidder being responsive, he will be subject to the following criteria

for initial screening. Detail screening of those bids will be taken up which satisfies the

initial screening criteria.

1. The bidder should be in business of providing Housekeeping /Hospitality

services in the facility of Five star Hotels and above category (Minimum

40,000 sq.m. of area) or Institutional works (Minimum 40,000 sq.m. of

area) with multiple facilities at National/International level/ Convention

centers and Exhibition centers (Minimum 40,000 sq.m. of area) for a

minimum period of FIVE years as on 30.08.2016. (Please attach

documents like incorporation of company). Bidder should be in the business

of complementary services such as housekeeping, hotel industry, etc.


iNDEXTb

2. The bidder should have satisfactorily completed contracts / assignment(s) in

the field of Housekeeping/ Hospitality management with at least ONE client

for a value more than Rs.200.00 Lakh per year per client in last 5 years

(Bidder to attach certified documentary proof).

3. The bidder should have achieved in last three financial years a minimum

average Annual Financial Turnover (in equivalent works only) of Rs. 500

lakhs. (Audited financial data sheets/ Profit& loss and balance sheet for last

FY 2013-14, 2014-15 & 2015-16 shall be submitted)

4. The bidder should be a profit making organization during each of the above

three financial years.

5. The bidders shall have to provide PAN no. under income tax act, latest

income tax clearance certificate and Service Tax Number.

6. The bidder must have minimum employee strength of 200 people (on Pay

Roll) on the day of filling the tender. Full list of employees, viz., Name, age,

employee code, designation, experience in the field of housekeeping, PF, ESI

details etc. should be attached with the technical bid.

7. The bidder turns out to be substantially responsive bidder as a result of

evaluation of Technical Bid.

8. Bidder’s price bid shall be evaluated, accepted with or without negotiations

and decided by the Employer for award of contract.

9. The bidder shall provide a valid Tender Fee & EMD acceptable to Employer.

10. All the staff deployment would be as per following qualification.

Sr


01 Over all In charge

(Housekeeping

Manager)

Degree in Hotel Management and ten

Years’ Experience in all aspects of

Housekeeping in a large, multi-use Five

Star Hotel and Above Category facilities/

institutional buildings/ convention

centers and exhibition halls.

02 Supervisor Degree in Hotel Management and Three

Years’ Experience in hospitality services

of area as mentioned above


iNDEXTb

Sr


03 Housekeepers/

Janitors/ Gardner

Minimum Experience of Three Years in

Housekeeping Services.

The bidders shall furnish along with this bid, CVs (Bio-data) of the key

personnel associated for this work for the execution of the works, duly

signed by the concerned person.

11. The bidders shall furnish along with this bid, CVs (Bio-data) of the key

personnel associated for this work for the execution of the works, duly signed

by the concerned person.

12. The persons to be deployed by the selected bidder should be properly

trained, have requisite experience and skills for carrying out a wide variety of

housekeeping work using appropriate materials and tools/equipment.

13. Bidders must submit the documentary proof in support of meeting the

qualification criteria. Simply undertaking by the bidder for any item of the

criteria shall not suffice the purpose.

7.2. DETAILED ASSESSMENT

The criteria to be assessed during detailed assessment comprise establishing whether

the applicant has adequate:

Technical capability including organizational capacity, relevant experience.

Financial capacity.

7.2.1 FINANCIAL CAPACITY

7.2.1.1 Definitions

“Financial Statements” consist of profit-and-loss statements, balance sheet, and if

available, cash flow statements (also called “Sources and Applications of funds”

statements).

“Annual Turnover”: Average turnover of last three years (in equivalent type of works

only) will be considered for evaluation. Income from “contractual receipts” only will be

taken onto consideration. The income such as Interest income, trading income will not

be considered.


iNDEXTb

7.2.1.2 Documentation to be used and referred:

All bidders have to submit audited annual reports/financial reports of last three year (If

Audited Annual Report is not available, Un-audited Annual Reports shall be accepted

subject to duly authentication of Company Secretary of the Annual Reports). The

bidders that do not publish financial statements, such as partnerships, submit specially

prepared statements. A qualified external auditor should certify such statements. Annual

reports shall include the auditor's certification. Cash flow statements shall be submitted

as a part of the post qualification data and technical bid. The ‘Bidder’ shall also submit

copy of the returns of Service Tax for last three years.

7.2.2 TECHNICAL QUALIFICATIONS

Technical qualifications include all factors determining an applicant's technical abilities

other than experience.

(a) Housekeeping/ Services/ Hospitality Management

Aspects of Housekeeping/ Services/ hospitality management are assessed separately:

Work Organization and Management:

The responsibilities for execution, logistics, administration and delegation of authority

are identified in the proposal for proposed works and if the relationship between these

activities is clearly defined and arranged in a logical pattern, a satisfactory rating is

awarded.

(b) Key Technical Personnel

Key personnel include the Bidder, Housekeeping Manager & Housekeeping

supervisors. Two criteria are used:

Competence and Qualifications of Housekeeping manager: The competence and

qualifications including the past working experience of all the key technical personnel

except the Bidder are examined, and a composite rating is awarded for this factor.

Competence and Qualifications of the Bidder: The Bidder is the key person on the site

and plays a very important role in the management and execution of the said works.

The caliber, qualifications, competence, and past experience of the Bidder are

examined separately, and a composite rating is given for this factor.


iNDEXTb

Works Manager: Degree in Hotel Management and Ten Years’ experience in

Housekeeping/ hospitality services for reputed organization including Govt. & PSUs.

with minimum 10 years total experience

minimum 5 years’ experience in relevant field especially in housekeeping activity

of such type of project/organizations

With at least 2 years of supervisory experience

Supervisors: Degree in Hotel Management and Three Years’ Experience in hospitality

services of Five Star and Above Category facilities.

Other staff- Housekeepers/Janitors/ Gardeners: Minimum Experience of Three Years

in Housekeeping Services or similar works

(c) Assets including machinery, Equipments and Structures:-

All equipment’s and machinery proposed for the such works shall be of preferably

Bidders own but in case, he does not own required machinery and equipment and

desires to obtain from other agencies, then he shall produce proof of firm tie-up with

individual, firm or company which is the owner of that particular machinery and

equipment by a legal agreement and a firm commitment by them to release the

same plant and equipment for this particular works along with sufficient proof of

ownership of the incumbents.

7.2.3 EXPERIEINCE

Experience for Services/ Hospitality Management or related works.

This factor shall be assessed on the basis of number of contracts of similar nature and

magnitude of experience as Main Bidder or Lead Partner / in a Consortium carried out

in last three years in similar type of work.

7.3 OTHER FACTORS

The Quality, Environment and Safety policy of the company shall be used for

evaluation.


iNDEXTb

7.5 SCORING SYSTEM

7.5.1 WEIGHTAGE AND SCORES

The financial strengths and past experience of completing works of similar nature and

magnitude shall only be given the weightage. The financial and technical capabilities

shall be assessed by assigning scores spread over as follows:

Sr.

No Criteria Weightage

1) Strength of Organization 10%

2) Financial Status 40%

3) Personnel & Assets 20%

4) Experience 30%

Total 100%

To qualify, the Bidder shall score minimum 50% in each individual criteria and total

minimum score shall be 60%.

7.5.2 INFORMATION TO BE PROVIDED

(a) Please fill up all the forms attached herewith providing relevant information with

supporting documents.

(b) Please file organization chart of your company at Head office as well as at field

level where Personnel proposed for this work, with CV.

(c) Also provide technical proposal with detail technical specifications,

(d) Name proposed as Housekeeping manager/Supervisors should not be changed

or replaced during execution of the works without prior permission of Employer.

7.5.3 OVERALL SELECTION

The qualified bidders will be asked to make a detailed presentation. The evaluation

committee shall decide the most capable Bidder based on the technical evaluation of

papers and presentation.The financial bids shall be opened for the qualified bidders

Contract will be negotiated with the best-qualified-evaluated bidder. However Evaluation

Committee and the Employer, iNDEXTb reserves the right to vary qualifying

requirement without intimation to the bidders.


iNDEXTb CRDC - CEPT

8. QUALIFICATION DATA SHEETS TO BE FILLED UP BY THE BIDDER

Information

Obligation / Compliance to be insured by selected bidder

Company details

Format of submission Annexure_A

8.1.1. General Information : Form-C1

8.1.2. Overall organization structure : Form-C2

8.1.3. Documented quality policy, ISO etc. : Form-C3

8.1.4. Documented Safety Policy : Form-C4

8.1.5. List of important works done in last Five years and work

on hand.

: Form-C5

8.1.6 Service tax : Form-C6

8.1.7 Audited financial statements : Form-C7

8.1.8 History of litigation : Form-C8

8.1.9 Other financial data : Form-C9

8.2 Work specific data

8.2.1 Proposed methodology : Form-P1

8.2.2 List of manpower to be deployed : Form-P2

8.2.3 List of Assets to be deployed : Form-P3


iNDEXTb

ANNEXURE-“A”

OBLIGATION / COMPLIANCE TO BE INSURED BY BIDDER

Sr. No. Items

Compliance of Bidder (To be filled by Bidder)

YES NO

1 Service Tax registration

2 Compliance of provisions of Child Labour Act, and Workmen compensation Act

3 To ensure treatment in case of accident / injuries suffered in performance of work including wages and compensation under WC Act.

4 Send Accident report to Regional Labour Commissioner (RLC).

5 EPF registration number. Detailed proof (with name list) of submission of PF in response to deployed staff is to be submitted by bidder.

Note: In case of non-filling or ‘NO’ by bidder against any of the items above, the tenderer’s offer will be summarily rejected and financial package will not be opened.


iNDEXTb

General Information : Form-C1 All bidders are requested to complete the information in this form. Nationally information should be provided for all owners or applicants that are partnerships or individually owned firms.

1

Name of firm:

2

Type of firm: Proprietary/ Partnership/ Pvt. Ltd./Public Ltd/NGO

3 Head office address: Whether Owned or Rented? :

4 Local office address (if any): Whether Owned or Rented? : Attach approved plan of the office and ownership/possession deed

5 Mobile: Contact:

6 Landline: Contact:

7 Facsimile: Telex:

8 E-mail:

9 Place of incorporation / registration: Year of incorporation / registration:

10 Main lines of business:

1. Since:

2. Since:

3. Since:

4. Since:

Non disclosure or wrong information/non-acceptance any shall result the disqualification of the the bidder. Change of the name of company or firm shall be supported by legal resolution as per applicable norms.


iNDEXTb

Overall organization structure : Form-C2 Give; 1.0 Overall organization chart of the company showing position of Managing Directors

and HO organization

2.0 Give list of employees: Managers and Supervisiors

3.0 Give list of sister-concerns, if any.


iNDEXTb

Documented quality policy, ISO etc. : Form-C3 Please provide here with or attach documented quality policy of the company, any ISO or similar certifications, awards etc.


iNDEXTb

Documented Safety Policy : Form-C4 Please provide here with or attach documented safety policy of the company, any ISO or similar certifications, awards etc.


iNDEXTb

List of important Works done in last five years : Form-C5 Please finish information about the relevant works completed over the last five years

NOTES:

1) Each of the listed works shall be supported with the copy of Work Order/Agreement

2) Attested satisfactory completion certificate from the employer indicating the scope of work and magnitude of work.

3) Copy of certified bill and detail of receipt of payments shall be attached. 4) Non disclosures of any information in the schedule will result in disqualification of

the bidder. 5) In case of private work sufficient authentic proof of work done. Along with

evidence of financial transactions shall have shall have to be furnished. 6) List of works on hand shall be attached as under.

If the company or firm is divided among partners, the experience of the individual or new firm set up by the partner/s shall be considered provided past experience is subject to legal consent of individuals, partner/s or new firm set up by the partner/s.

Sr.No.

Name of Employer

Manager responsible

for the works

Location and description of

work

Value of contract

Value of completed

and certified

1 2 3 4 5 6

Sr.No.

Name of Employer

Manager responsible

for the works

Location and description of

work

Value of contract

Value of completed

and certified

1 2 3 4 5 6


iNDEXTb

Service Tax : Form-C6 Attach true copy of last three years’ service tax returns details


iNDEXTb

Audited Financial Statements : Form-C7 Attach true copy


iNDEXTb

History of Litigation : Form-C8 Application should provide information on any history of litigation or arbitration resulting from contracts in last five year or currently under execution.

Year Award for / or Against applicant.

Name of Client, cause of Litigation and matter of dispute.

Disputed amount in Rupees.

NOTE If the information to be furnished in this schedule will not be given and come to the subsequently will result in disqualification of the bidder.


iNDEXTb

Other Financial Data : Form-C9

Name of Applicant:

Applicants should provide financial information to demonstrate that they meet the requirements.A copy each of the audited balance sheet for the last five years should be attached.

Summarize actual assets and liabilities in INR for the previous five years

Financial information in INR

Previous five years

2015-2016

2014-2015 2013-2014 2012-2013 2011-2012

1. Total assets

2. Current assets

3. Total liabilities

4. Current liabilities

5. Profits before taxes

6. Profit after taxes

7. Depreciation

8. Net worth

9. Annual turnover

Specify proposed sources of credit line to meet the cash flow demands of the work.

Source of credit line Amount in ₹

1.

2.

3.

Attach audited financial statements for the last five years (for the individual applicant and / or each partner of a joint venture).

Firms owned by individuals, and partnerships, may submit their balance sheets certified

by a registered accountant, and supported by copies of tax returns.

Attach Certificate(s) issued by any Bank or Financial Institution for available credit to the

Lead partner and joint venture partner.

Banker Name of banker:

Address of banker:

Telephone: Contact Name &Title:

Facsimile: TELEX:


iNDEXTb

Proposed Methodology, : Form-P1 Give here a short note on proposed methodology and attach schedule and BAR charts for undertaking the proposed work. Indicate Bar charts with Man power deployment plan. Indicate scope of manpower on proposed layout.


iNDEXTb

Proposed List of Manpower to be Deployed : Form-P2 Give here list of manpower with names, qualification and other details to be deployed on complex. (Do not include labour). Identify roles and their duties for completion of said works for entire scope.

Sr. No

Name of person Work Designation Company designation

Please attach CV of key Technical persons and Safety personnel and others


iNDEXTb

Proposed List of Assets , T.E.P. to be Deployed : Form-P3 Please provide here the list of all the Tools, Equipment, and Machineries to be deployed at site for the work.

Sr. No

TEP Details

Capacity/ Size

Model (YYYY)

Quantity Owned/To be purchased/to

be leased Remarks

The information provided above will be binding to the successful bidder. Any change has to be authorized by iNDEXTb.


iNDEXTb

INDEMNITY (To be filled by Bidder) : Form-P4

I on behalf of M/s …………………………………………………… hereby agree and

undertake that I have understood all the safety rules and procedures and all staff

Technical & Non-Technical working on behalf of M/s

………………………………………………………… will abide by all safety rules and

procedures. I declare that I M/s ………………………………………. will be responsible

for any safety violations/ accident etc. iNDEXTb will not be responsible in case of any

accident / incident and will not compensate financially or otherwise. I ensure iNDEXTb

that enlisted Manpower deployment will be done at site to Completion of works as per

enlisted scope of works.

I hereby declare that I am sole responsible on behalf of M/s..

………………………………………….. for giving such declaration.

------------------------------ -----------------------

Name of Indemnifier Signature of Indemnifier

Stamp/Seal of the Indemnifier /Bidder

--------------------------------

Signature of iNDEXTb Official


iNDEXTb

Form of Performance Guarantee Bond (Bank Guarantee)

Whereas M/s____________________________________________________havebeen awarded acontractdated___________________forthe project/ ____ asspecifiedinthetenderbythe INDEXTB.

Whereasthesaid M/s__________________________________________has approached Us___________________________________________Bankto provide aPERFORMANCE GUARANTEES BONDtotheiNDEXTb fortheworkunde rtakenby M/s. ________________________ and

Whereas.we, the_____________________________Bankhaveagreedto provide suchaPERFORMANCEGUARANTEEBOND.

Nowtherefore, wethe_______________________BankprovidedthefollowingperformanceBankGuaranteebywayoftheseBondtotheiNDEXTb.

1. Thecontractvalueofthecontractprovidedto M/s._____________________bytheiNDEXTb inRs.___________. ThisguaranteeinthenatureofPERFORMANCEGUARANTEEisprovidedsoastoensureandindemnifytheiNDEXTb forfullandproperperformanceofthecontractby M/s.______________________ the_______________________________BankherebyindemnifytheiNDEXTb foralllossesand / ordamagestothe existing structures/amenities surfacewhichwouldbelaidorresurfacedby M/s.________________________ andsuch PERFORMANCE GUARANTEEwouldincludeanydamageto the structure, steel structureswhichmaybesufferedbythe INDEXTB asaresultofdefective material, becauseofpoor workmanship, or atall, bywayofthis bond, we the_________________________________Bankagreeandpromisesthatintheeventualityofthebidders M/s.__________________________________________notrepairingor remedying theproblem, lossordamagetotheroadsurfaceweshallindemnifyandpaytheiNDEXTb suchexpenses, lossesanddamagesthatmaybeincurredbytheiNDEXTb, asaresultofthe INDEXTB gettingtheworkdoneitselforfromtheothersource.

2. We _______________________________ Bankagreeandunderstandthatthedecisionastowhetheranylossesordamagestotheprojecthavetakenplaceornotand / orwhethertheworksuffersfrompoorworkmanshipornotwillbetakenbytheAdvisorofiNDEXTb andonthe Advisor 's decisionregardingsuchlossesordamagesordefectwhatsoeverbeingsonotifiedbytheiNDEXTb tous, Weshallimmediatelytakestepsandensurethat M/s.__________________________________ faithfullyanddiligentlycarryoutthenecessaryremedialstepstothefullsatisfactionofthe


iNDEXTb

Advisor oftheiNDEXTb. Theopinionofthe Advisor astowhether full and complete remedial steps, to the full satisfaction the Advisor of the iNDEXTb have beentakenornot, willbethatoftheiNDEXTb. Forthepurpose, ofarrivingatsuchdecisionasaforesaiditwillbeopentothe Advisor oftheiNDEXTb incasehesodesires, todelegatethispowertosubordinatelikethe Engineer-in-Charge totakeappreciatedecisionandthedecisionsreferredtoabovewillbedeemedtobeproperlytakenandasiftakenbythe Advisor oftheiNDEXTb. Intheeventuallyof M/s.______________ nottakingremedialactiontothealmostsatisfactionofthe Advisor ofiNDEXTb theiNDEXTb willbeentitledtogettheworkdoneitselforfrom other sources.Onthe Advisor oftheiNDEXTb notifyingtousthetotalexpensesincurredforthispurpose.WeherebyexpresslyhaveundertakentopaytheiNDEXTb thesaidamountforthwithandinanycasenotlessthan 7 daysfromtakentopaytheiNDEXTb thesaidbindingtheamountindictedbythe Advisor of theiNDEXTb andourobligationtopaysuchamountwillbecontinuingoftheiNDEXTb andourobligationirrespectiveofanydisputeofdifferencesthatmayarisebetweenusand M/s. _____________________________ ofbetweentheiNDEXTb and M/s. ____________________________________.

3. The contractvalueisRs. __________________________. ThisPERFORMANCE GURANTEE islimitedto ___ thesaidcontractvalueandaccordinglyitcomesto ₹ _______________________ ourliabilitywillbeinallcasesbelimitedtoRs._________________.

4. WeagreeandundertakethatthisPERFORMANCE GURANTEE willbevalidforaperiodof 30 days fromthedatewhenthecontractworkiscompletedbythe M/s._____________________________. The Advisor oftheiNDEXTb notifysuchcompletionthattous.Incase, nosuchcompletionitisnotified, thisperformanceguaranteewillbeavalid for 30 days fromthedateof completion of contract works. ThePerformanceGuaranteewillcomeintoeffectfromsuchcompletiondate.Incasehowever, thecontractofseveralpartsitwillbeopenedtothe Advisor to indicateseparatecompletiondatesforseparatepartandtosimultaneouslyindicatea breakup ofthecontractvalueequivalenttotheseparatepart.InwhichcasethePERFORMANCE GUARNATEE toextentofthedifferentcompletiondates.Itisexpresslyunderstoodthattheconsideringthisperiodof applicable duration, thedatebywhichtheiNDEXTb, intimatetheBankaboutthelosses, damagesorproblemsasthecasemaybe, shallbeconsideredaslongassuchintimationiswithinaperiodof 30 days fromthecompletiondate.Wethe ___________________ Bankwillbeliable, irrespectiveofwhethertheremedialactionsorlackthereofhastakenplaceaftertheperiodofthe 30 days.

5. We _________________________________ BankagreethatthePERFORMANCEGUARANTEEwhichiscontinuingguaranteewillbebinding, andenforceableagainstusirrespectiveofanydifference / disputesbetweentheiNDEXTb and M/s. __________________________of betweenusand M/s._________________________ andirrespectiveofanychangeorvariationorexecutiontimeoranyforbearanceorwaivermadeorgrantbytheiNDEXTb to M/s.___________________________________.


iNDEXTb

6. In caseanydisputesariseastotheinterpretationorimplementationofthisPERFORMANCEGUARANTEE, themattershallbereferredtothesolearbitrationof Advisor of iNDEXTb whosedecisioninthematterwillbefinal.

Incaseanyresourcetoanycourtoflawisnecessitated, theappropriateCivilCourtinthe Gandhinagar alongwillhave Jurisdiction. Gandhinagar Date: Signatureof


iNDEXTb CRDC - CEPT

VOLUME II

TECHNICAL GUIDELINES, STANDARDS AND CHECKLIST


iNDEXTb CRDC - CEPT

9.Detail Scope of Work with Frequency of Cleaning

Conference, Admin and Business Meeting Rooms

Sr.

No. Particulars Type Requirement Frequency

Chemicals, Machines

and material to be used

01 Atrium, Pre-

function

area, Main

Convention

hall,

common

passage of

the

Convention

Centre

Building

Double Height

Area, Corridor

Granite Flooring,

Wall finish- Sand

Stone cladding up

to lintel level and

MDF board above

lintel.

Ceiling –Gypsum

false ceiling with

paint finish or

Metal grid ceiling

1, 2, 3, 4.

Sweeping and

Deep cleaning

Dusting and

Cobweb

removing

5. Vacuuming

6. Shampooing

1. Daily Floor

sweeping and

Moping

2. Wall to be cleaned

Daily up to height of

3.0 meter

3. Above 3.0 meter

weekly

4.Metal grid ceiling to

be deep cleaned,

dusting and cobweb

removing quarterly in

year

5. Daily carpet

vacuuming and

cleaning

6. Shampooing -

quarterly

For flooring

Auto Scrubber

Single Disc

Rideon machine

For polishing of Floor

Terranova and Nobile

R2 Cleaner + Micro Fiber

Duster + Telescopic Rod

02 Conference

Room –

01,02 and

03

Floor R.C.C (VDF-

Vacuumed

Dewatered

Flooring) Floor

covered with

1. Vacuuming

2. Shampooing

1. Daily Carpet

Vacuuming &

Cleaning.

2. Shampooing-

Quarterly

1. Dry Vacuum Cleaner

(Taski)

2. TR101(Johnson

Diversy) Shampooing


iNDEXTb


Carpet. Chemicals

Walls

Wall paneling

finished with

Wooden, fabric

and Paint finished

1.Vacuuming

2.Cobweb

removing

3. Fabric

cleaning

1.Weekly

2.Weekly

3. Monthly



TR101 (Johnson diversy)

shampooing chemicals

for fabric

Ceiling POP and Gypsum

False Ceiling

1.Dusting and

Cobweb

removing

1.Weekly R2 Cleaner + Micro Fiber


Glass board,

Furniture, doors

All the fixtures

like speakers,

Light fittings etc

Plastic or any

other standard

material.

1.Damp

Cleaning

2.Vacuuming

1.Weekly

2.Weekly

R2 + Micro Fiber Duster

+ Sponge

03 Seminar

Halls

(SR-1 and

SR -2)–on

GF and SR-

03 on FF.

Floor &

Stage

R.C.C (VDF-

Vacuumed

Dewatered

Flooring) Floor

covered with

Carpet.

1. Vacuuming

2. Shampooing

1. Daily Carpet

Vacuuming &

Cleaning.

2. Shampooing-

Quarterly


(Taski)

2. TR101(Johnson

Diversy) Shampooing

Chemicals

Walls

Wall paneling

finished with

Wooden, Fabric

and Paint finished

1.Cleanning

2.Cobweb

removing

1.Weekly

2.Weekly




False Ceiling

1.Dusting and

Cobweb

removing




iNDEXTb


A.C Grills,

Chairs, Doors

and All the

fixtures like

speakers,

podium, Light

fittings etc.

Plastic or any

other standard

material.

1.Damp

Cleaning

2.Cleanning

1.Weekly

2.Weekly


+ Sponge

04 Seminar

Hall 04 (SR-

4) – FF

Step Floor &

Stage

R.C.C (VDF-

Vacuumed

Dewatered

Flooring) Floor

covered with

Carpet.

1. Vacuuming

2. Shampooing

1. Daily Carpet

Vacuuming &

Cleaning.

2. Shampooing-

Quarterly


(Taski)

2. TR101(Johnson

Diversy) Shampooing

Chemicals

Walls

Wall paneling

finished with

Wooden and Paint

finished

1.Vacuuming

2.Cobweb

removing

1.Weekly

2.Weekly



Ceiling

Height is varies

from 03 mtr to 15

mtr

POP and Gypsum

False Ceiling

1.Dusting and

Cobweb

removing



A.C Grills,

Chairs, Doors

and All the

fixtures like

speakers,

podium, Light

fittings etc.

Plastic or any

other standard

material.

1.Damp

Cleaning

2Cleanning

1.Weekly

2.Weekly


+ Sponge


iNDEXTb


05 Projector

Room (SR-

4) – FF

Floor Raised Floor

Panels

1.Wet Mopping 1.Daily Wet Mop Stick

Walls

Paint finished 1.Dusting and

Cobweb

removing

1.Weekly

Micro Fiber Duster + R2

+ Telescopic Rod

Ceiling Gypsum False

Ceiling

1.Dusting and

Cobweb

removing

1.Weekly Micro Fiber Duster + R2

+ Telescopic Rod

A.C Grills and All

the fixtures like

speakers, Light

fittings,

Doors etc.

Plastic or any

other standard

material.

1.Damp Dusting

2. Cleaning

Vacuuming

1.Weekly

2.Weekly


+ Sponge

Sr. Particulars Type Requirement Frequency Chemicals, Machines


03 Business

Meeting

Room – 05

No’s

(BM-1 to

BM-5) – on

Ground

floor

Floor R.C.C (VDF-

Vacuumed

Dewatered

Flooring) Floor

covered with

Carpet.

1. Vacuuming

2. Shampooing

1. Daily Carpet

Vacuuming &

Cleaning.

2. Shampooing-

Quarterly


(Taski)

2. TR101(Johnson

Diversy) Shampooing

Chemicals

Walls

Wall paneling

finished with

Wooden and Paint

finished

1.Vacuuming

2.Cobweb

removing

1.Weekly

2.Weekly


Duster + Telescopic

Rod,Vaccumecleaner


False Ceiling

1.Dusting and

Cobweb




iNDEXTb



removing

Glass board,

Furniture, doors

All the fixtures

like speakers,

Light fittings etc.

Plastic or any

other standard

material.

1.Damp

Cleaning

2.Vacuuming

1.Weekly

2.Weekly

R2 + Micro Fiber Duster +

Sponge

04 Admin

Room – GF

Floor R.C.C (VDF-

Vacuumed

Dewatered

Flooring) Floor

covered with

Carpet.

1. Vacuuming

2. Shampooing

1. Daily Carpet

Vacuuming &

Cleaning.

2. Shampooing-

Quarterly


(Taski)

2. TR101(Johnson

Diversy) Shampooing

Chemicals

Walls

Wall paneling

finished with

Wooden and Paint

finished

1.Vacuuming

2.Cobweb

removing

1.Weekly

2.Weekly




False Ceiling

1.Dusting and

Cobweb

removing



Glass board,

Furniture, doors

All the fixtures

like speakers,

Light fittings etc.

Plastic or any

other standard

material.

1.Damp

Cleaning

2. Vacuuming

1.Weekly

2. Weekly


Sponge

05 Admin

Room

(Glass

Floor Vitrified Tiles 1.Wet Mopping

and Dry Mopping

1.Daily R2 Cleaner + Wet & Dry

Mop Stick.

Walls Partially Glass and 1. Glass 1.Weekly 1. Glass Cleaning Kit


iNDEXTb



Room) –

GF

Paint finished Cleaning.

2. Cobweb

removing

2.Weekly

2. Telescopic Rod


False Ceiling

1.Dusting and

Cobweb

removing

1.Weekly 1. Micro Fiber Duster and

Telescopic Rod

Glass board,

Furniture, doors

All the fixtures

like speakers,

Light fittings etc.

Plastic or any

other standard

material.

1.Damp

Cleaning

1.Weekly


Sponge

06 Business

Meeting

Room – 05

No’s

(BM-6 to

BM-10) –on

First Floor

Floor R.C.C (VDF-

Vacuumed

Dewatered

Flooring) Floor

covered with

Carpet.

1. Vacuuming

2. Shampooing

1. Daily Carpet

Vacuuming &

Cleaning.

2. Shampooing-

Quarterly


(Taski)

2. TR101(Johnson

Diversy) Shampooing

Chemicals

Walls

Wall paneling

finished with

Wooden and Paint

finished

1.Vacuuming

2.Cobweb

removing

1.Weekly

2.Weekly




False Ceiling

1.Dusting and

Cobweb

removing



Glass board,

Furniture, doors

Plastic or any

other standard

1.Damp

Cleaning

1.Weekly


Sponge


iNDEXTb



All the fixtures

like speakers,

Light fittings etc.

material.

07 All Pantry-

04 No’s,

Dish wash,

Services

room

Vitrified Floor, Wall finished with paint and Wooden cupboards, wash basin, etc.,

to be cleaned daily.


Sponge+D7

Exhibition Hall – 01



01 Exhibition

Hall - 01

Floor R.C.C (VDF-

Vacuumed

Dewatered

Flooring)

1.Sweeping and

mopping

1.Daily 1.R7 (With the help of

Ride-on Karcher)

Walls

(Max. Height 16-

17mtr)-04 Nos.

Partially covered

with toughened

glass structural

glazing and

partially by

Calcium Silicate

Sheets-Wall

paneling finished

with Paint.

1.Spotting and

cobweb removing

Glass Cleaning

1.Daily below the

height of 3.0 mtr

2. Weekly above

the height of 3.0

mtr.

R2 Cleaner + Telescopic

Rod + Glass Kit (with the

help of Boom Lift)

Ceiling Bottom of Ceiling

is insulated and

1.Dusting and

Cobweb removing

1.Weekly R2 Cleaner + Telescopic

Rod


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supported by

trusses at height of

15-16 mtr

A.C Grills,Ducts

and All the

fixtures like

speakers, Light

fittings etc.,

Plastic or any

other standard

material.

1.Damp Cleaning 1.Weekly R2 + Micro Fiber Duster

and Sponge

02 Outer side Wall Partially covered

with toughened

glass structural

glazing

/aluminum louvers

and partially by

Precast panel

exposed RCC

finished.

1.Dusting and

Cleaning of Glass

1.Daily below the

height of 3.0 mtr

2. Weekly above

the height of 3.0

mtr.

R2 Cleaner Glass Kit (with

the help of Boom Lift)

Floor Granite 1.Normal

cleanning

2.Deep Cleaning

1.Daily

2. Weekly

R7 + By the help of

scrubbing machine

03 Toilet

Blocks

(Ladies/

Gents/

Disable)

01 No’s-on Ground Floor. 1.Normal

cleanning

2.Steam Washing

1.Three times a

Day normally and

Every Hour During

Event Day

2. Monthly

1. R1 + R3 + R9 –

Bathroom/Toilet Cleaner

and sanitizer

2. Steam Cleaner


iNDEXTb


Sr. Particulars Type Requirement Frequency Chemicals, Machines and

material to be used

01 Exhibition

Hall - 02

Floor R.C.C (VDF-

Vacuumed

Dewatered

Flooring)

1.Deep cleanning 1.weekly 1.R7 (With the help of

Ride-on Karcher) or single

disc

Walls

(Max. Height 16-

17 mtr)-04 Nos.

Partially covered

with toughened

glass structural

glazing and

partially by

Calcium Silicate

Sheets-Wall

paneling finished

with Paint.

1.Spotting and

cobweb removing

Glass Cleaning

1.weekly below the

height of 3.0 mtr

2. Weekly above

the height of 3.0

mtr.



help of Boom Lift)


is insulated and

supported by


15-16 mtr

1.Dusting and

Cobweb removing


Rod

A.C Grills ,Ducts

and All the

fixtures like

speakers, Light

fittings etc.,

Plastic or any

other standard

material.


and Sponge


with toughened

glass structural

1.Dusting and

Cleaning of Glass

1.Daily below the

height of 3.0 mtr




iNDEXTb


glazing/aluminum

louvers and

partially by Precast

panel exposed

RCC finished.

2. Weekly above

the height of 3.0

mtr.

Floor Granite 1.Normal

cleanning

2.Deep Cleaning

1.Daily

2.Weekly

R7 + By the help of

scrubbing machine

03 Toilet

Blocks

(Ladies/Gen

ts/Disable)

02 No’s-on Ground Floor. 01 on first

floor

1.Cleanning

2.Steam Washing

1.Daily

2. Monthly

1. R1 + R3 + R9 –


and sanitizer

2. Steam Cleaner

04 Building

/Block

between

Exhibition

Hall 01 and

02.

Staircase, Railing, Rooms, Galleries

etc.,

Dusting, wall

cleaning, AC

Grills etc.,

Daily floor,

staircase and

railing cleaning

Weekly Wall

spotting and AC

Grill Cleaning

R7 (With the help of Ride-

on Karcher)


Rod, Duster



material to be used

01 Exhibition

Hall - 03

Floor R.C.C (VDF-

Vacuumed

Dewatered

Flooring)

1.Sweeping and

Deepcleaning

1.Daily,weekly 1.R7 (With the help of

Ride-on Karcher)


iNDEXTb


Walls

(Max. Height 16-

17 mtr)-04 Nos.

Partially covered

with toughened

glass structural

glazing and

partially by

Calcium Silicate

Sheets-Wall

paneling finished

with Paint.

1.Spotting and

cobweb removing

Glass Cleaning

1.Daily below the

height of 3.0 mtr

2. Weekly above

the height of 3.0

mtr.



help of Boom Lift)


is insulated and

supported by


15-16 mtr

1.Dusting and

Cobweb removing


Rod

A.C Grills ,Ducts

and All the

fixtures like

speakers, Light

fittings etc.,

Plastic or any

other standard

material.


and Sponge


with toughened

glass structural

glazing/aluminum

louvers and

partially by Precast

panel exposed

RCC finished.

1.Dusting and

Cleaning of Glass

1.Daily below the

height of 3.0 mtr

2. Weekly above

the height of 3.0

mtr.



Floor Granite 1.Normal 1.Daily R7 + By the help of


iNDEXTb


cleanning

2.Deep Cleaning

2.Weekly

scrubbing machine

03 Toilet

Blocks

(Ladies/

Gents/

Disable)

01 No’s-on Ground Floor. 1.cleanning

2.Steam Washing

1.Three times a

Day normally and

Every Hour During

Event Day

2. Monthly

1. R1 + R3 + R9 –


and sanitizer

2. Steam Cleaner

Food Court


material to be used

01 Food Court-

GF

Floor Vitrified Tiles and

Marbles

1.Mopping

2.Scrubbing

1.Daily

2.Weekly

1.Wet Mop Stick

2.Sumascale/R2

(Tiles Cleaner by

JohnsonDiversy) with auto

Scrubber Machine

Glass and Walls

Paint Finished 1.Spotting and

cobweb removing

Glass Cleaning

1.Weekly 1. R2 Cleaner + Glass Kit

Ceiling POP 1.Dusting and

Cobweb removing

1.Weekly 1.R2 + Telescopic Rod

A.C Grills and All

the fixtures like

speakers,Light

fittings etc.

Plastic or any

other standard

material.

1.Damp Cleaning 1.Weekly 1.R2 + Micro fiber Duster

with Sponge

02 Food Court-

FF


Marbles

1.Mopping

1.Daily

1. Wet Mop Stick.


iNDEXTb

Food Court

2. Scrubbing 2.Weekly 2.Sumascale/R2 (Tiles

Cleaner by Johnson

Diversy) with auto

Scrubber Machine

Glass and Walls


cobweb removing

Glass Cleaning



Cobweb removing


A.C Grills and All

the fixtures like

speakers, Light

fittings etc.

Plastic or any

other standard

material.


with Sponge

03 Outer side Floor Granite and Paver

Blocks

1.Sweeping

2.Scrubbing

1.Daily

2.Weekly

By the help of scrubbing

machine + R2

Shop Area 1.Shutter

2.Glass

3.Floor

4.Walls

1.Dusting

2.Cleaning

3.Mopping

4.Spotting

1.Daily

2. Daily

3.Daily

4.Daily

R2 + Duster + Wet Mob +

Dry Mop + R3 with Glass

Kit.

Floor Granite 1.Washing

2.Deep Cleaning

1.Daily

2.Weekly

R2 Cleaner + Auto

Scrubber Machine

Stair Case Granite

Railing

1.Dusting and

Mopping

1.Daily

Duster + Wet Mop and Dry

Mop Stick.


iNDEXTb

Food Court

04 Toilet

Blocks

(Ladies/Gen

ts

/Disable)

02 No’s-on Ground Floor.

03 No’s-on First Floor.

1.Normal cleaning

2.Steam Washing

1.Three times a

Day normally and

Every Hour During

Event Day

2. Monthly

1. R1 + R3 + R9 –


and sanitizer

2. Steam Cleaner

Photo Gallery


material to be used

01 Photo

Gallery - GF


Marbles

1.Mopping

2. Scrubbing

1.Daily

2.Weekly

1. Wet Mop Stick.

2.Sumascale/R2 (Tiles

Cleaner by Johnson

Diversy) with auto

Scrubber Machine

Glass and Walls


cobweb removing

Glass Cleaning



Cobweb removing


A.C Grills and All

the fixtures like

speakers, Light

fittings etc.

Plastic or any

other standard

material.


with Sponge

02 Photo Floor Vitrified Tiles and 1.Mopping 1.Daily 1.Wet Mop Stick


iNDEXTb

Photo Gallery

Gallery-FF Marbles

2. Scrubbing

2.Weekly

2.Sumascale/R2 (Tiles

Cleaner by Johnson

Diversy) with auto

Scrubber Machine

Glass and Walls


cobweb removing

Glass Cleaning



Cobweb removing


A.C Grills and All

the fixtures like

speakers, Light

fittings etc.

Plastic or any

other standard

material.


with Sponge


Blocks

1.Sweeping

2.Scrubbing

1.Daily

2.Weekly


machine +

R2&Autoscrubber

Shop Area 1.Shutter

2.Glass

3.Floor

4.Walls

1.Dusting

2.Cleaning

3.Mopping

4.Spotting

1.Daily

2. Daily

3.Daily

4.Daily



Kit.

Floor Granite 1.Normal cleaning

2.Deep Cleaning

1.Daily

2.Weekly

R2 Cleaner + Auto

Scrubber Machine

Stair Case Granite 1.Dusting and 1.Daily Duster + Wet Mop and Dry


iNDEXTb

Photo Gallery

Railing Mopping Mop Stick.

04 Toilet

Blocks

(Ladies/

Gents

/Disable)



1.Normal cleaning

2.Steam Washing

1.Three times a

Day normally and

Every Hour During

Event Day

2. Monthly

1. R1 + R3 + R9 –


and sanitizer

2. Steam Cleaner

VVIP Office


material to be used

01 VVIP

Office-GF

Floor Vitrified Tiles,

Marble and Carpet

1.Mopping

2.Vacuuming

3.Shampooing

1.Daily

2.Weekly

3.Quarterly

Wet Mop Stick + Dry

Vacuum Cleaner + TR101

with the help of

Shampooing machine.

Glass and Walls

Paint and

Wallpaper

Finished

1.Spotting and

cobweb removing

Glass Cleaning

1.Weekly By the help of Glass kit +

R3 Glass and Mirror

Cleaner.


Cobweb removing

1.Weekly R2 + Telescopic Rod

All the fixtures

like speakers,

Light

fittings,Grills,

Furniture, Brasso

Railing of Stair

case etc.

Plastic or any

other standard

material.

1.Damp Cleaning

2.Polishing

1.Weekly

2.Monthly

R2 Cleaner +

Sponge+ R4 (Furniture

Polish)


iNDEXTb

VVIP Office

02 VVIP

Office-FF

Floor Vitrified Tiles,

Marble and Carpet

1.Mopping

2.Vacuuming

3.Shampooing

1.Daily

2.Weekly

3.Quarterly

Wet Mop Stick + Dry

Vacuum Cleaner + TR101

with the help of

Shampooing machine.

Glass and Walls

Paint and

Wallpaper

Finished

1.Spotting and

cobweb removing

Glass Cleaning

1.Weekly By the help of Glass kit +

R3 Glass and Mirror

Cleaner.


Cobweb removing


All the fixtures

like speakers,

Light fittings,

Grills, Furniture,

Brasso Railing of

Stair case etc.

Plastic, metal or

any other standard

material.

1.Damp Cleaning

2.Polishing

1.Weekly

2.Monthly

R2 Cleaner +

Sponge+ R4 (Furniture

Polish)


Blocks

1.Sweeping

2.Scrubbing

1.Daily

2.Weekly


machine

Shop Area 1.Shutter

2.Glass

3.Floor

4.Walls

1.Dusting

2.Cleaning

3.Mopping

4.Spotting

1.Daily

2. Daily

3.Daily

4.weekly



Kit.

Stair Case Granite and

Railing

1.Dusting and

Mopping

1.Daily

Duster + Wet Mop and Dry

Mop Stick.

04 Toilet

Blocks

(Ladies/

Gents



1.Normal cleaning

1.Three times a

Day normally and

Every Hour During

Event Day

1. R1 + R3 + R9 –


and sanitizer


iNDEXTb

VVIP Office

/Disable) 2.Steam Washing 2. Monthly 2. Steam Cleaner

Service Building


material to be used

01 Service

Building –

GF

(Electrical

Room)

Floor RCC 1.Dusting

2.Dry Mopping

And Wet Mopping

1.Daily

2.Daily

1. Micro Fiber Duster

2. Dry and Wet Mop Stick +

R2 Cleaner.

Walls


cobweb removing


Ceiling RCC 1.Dusting and

Cobweb removing

1.Weekly 1.Duster +Telescopic Rod

Stair case Kota stone

Pipe Railing

1.Cleanning and

Dry Mopping

2.Cobweb

removing

1.Daily

2.Weekly

Dry mop set and wet mop

set.

Telescopic rod

02 Service

Building –

FF

(Chiller

Plant)

Floor RCC 1.Dusting

2.Dry Mopping

And Wet Mopping

1.Daily

2.Daily

1. Micro Fiber Duster

2. Dry and Wet Mop Stick +

R2 Cleaner.

Walls


cobweb removing



Cobweb removing

1.Weekly 1.Duster +Telescopic Rod

Stair case Kota stone 1.Wet mop and 1.Daily 1. Dry mop set and wet


iNDEXTb

Service Building

Dry Mopping

2.Cobweb

removing

2.Weekly

mop set.

2.Telescopic road

03 Service

Building –

Basement

(Pump

House)

Floor RCC 1.Dry Mopping

And Wet Mopping

1.Daily Dry Mop & Wet Mop Stick

Walls


cobweb removing

1.Weekly R2+ Telescopic Rod


Cobweb removing

1.Weekly R2+ Telescopic Rod

Water Sumps –

05 nos.

RCC 1.Deep Cleaning 1.Half Yearly Suction Motor + Hand

Scrubbing

Drinking Water

Sump – 01 no.

RCC 1.Deep Cleaning 1.Monthly Suction Motor + Hand

Scrubbing

04 Toilet

Blocks

(Gents)


1.Normal

Cleanning

2.Steam Washing

1.Three times a

Day normally and

Every Hour During

Event Day

2. Monthly

1. R1 + R3 + R9 –


and sanitizer

2. Steam Cleaner

Lifts


material to be used

Sides,

floors,

ceiling

Glass Surface, stone floor, metal

surfaces

1.Spotting and

Glass Cleaning

1.Daily 1. R2 Cleaner + Glass Kit


iNDEXTb

Note:

Regular cleaning i.e. sweeping, mopping etc. shall be done daily. Frequency of cleaning should be as per site requirement

not fixed to once a day.

The Outer area covered with Pavers Blocks, Bituminous Carpet of Roads, and Trenches Surface should be cleaned daily.

Boundary wall of the premises to be cleaned weekly.

All chairs, sofas shall be cleaned weekly.

Dusting and deep cleaning of all signages in complex shall be done weekly by the successful bidder.

Bidders to review reference drawings attached with bid documents (Refer Volume II-14), to get an idea for overall work and

area shown in drawings will be the part of scope of work.

Every care has to be taken to cover all scopes, aspects, areas requiring housekeeping services, these are, however, not

exhaustive and if deemed fit, iNDEXTb may add additional scope of work, for which no additional payment whatsoever on

any account will be made.

PEST Control

Name of the Treatments Technicians - Site

Survey Number of Treatments in a Year Supervision

Mosquito Control:

Fogging/Misting

As and When

Required As per the need No limits of service Fortnightly

Flies: - Internal Daily Activity Daily Activity ; No limits of service Fortnightly

Flies: - External Daily Activity As per the need No limits of service Fortnightly

Crawling Insects:

(Cockroaches, Red &

Black ants, Silver fish)

Daily Activity

Kitchen area…Inspection : Daily - Treatment :

4 times a month; Public area - Inspection

Every day; Treatment Once a Month ; Offices

- Inspection : Daily;

Treatment : Once a month; However, in case

of any compliant No limits of service till issue

resolved;

Fortnightly

Rodent: - External Daily Once in 15 days; Burrow treatment and

Inspection Fortnightly


iNDEXTb

Rodent: - Internal Daily Inspection : Daily : Treatment : Weekly Fortnightly

Termite: Daily - Fortnightly

Wood Borer: Daily - Fortnightly

Honey Bee: Daily Inspection : Daily Treatment : When Required Fortnightly

Schedule for vegetation & Garden Maintenance Work

SR Schedule October to February (Winter) March to June (Summer) July to September (Rains)

1. Watering

A Lawn & Ground Cover daily daily 2-3 time in a week

B Hedges Shrubs once in 2 days daily 2 time in a week

C Trees weekly daily once in a week

2. Mowing/Cutting/Pruning

A Lawn & Ground Cover once in 15 days 2 time in a month once in 15 days

B Hedges Shrubs once in 15 days once in 15 days once in 15 days

C Trees Once in 6 months or when require

3. Pesticide/Insecticide/Fertilizer

A Lawn & Ground Cover once in 15 days once in 15 days once in 15 days


C Trees once in month once in month once in month

4. Soil Working

A Lawn & Ground Cover once in 15 days once in 15 days once in 15 days



5. Weeding

A Lawn & Ground Cover in a week in a week in a week

B Hedges Shrubs in a week in a week in a week



iNDEXTb

***Above all mentioned facilities with all doors either wooden or metal etc., and its frames, any other allied facilities to be cleaned

and maintained.

*** All the service area not mentioned here above like AHU Rooms, Electrical Rooms, BMS, CCTV, SERVER, IT, UPS etc., rooms/facilities to be cleaned every week. ***Normal cleaning e.g. sweeping, mopping, etc. must be done daily. Frequency of cleaning should be as per site

requirement not fixed to once a day.


iNDEXTb CRDC - CEPT

10. Cleaning standards

Sr.

No

Building

elements Required cleaning standard

1. External features,

fire exits and

stairwells

Handrails are

clean and free of

stains

Landings, ramps, stairwells, fire exists, steps, entrances,

porches, patios, balconies, eaves and external light fittings are

free of dust, grit, dirt, leaves, cobwebs, rubbish, cigarette butts

and bird excreta. Garden furniture is clean and operational.

2. Walls, skirtings

and ceilings

Internal and external walls and ceilings are free of dust, grit,

dirt, lint, soil, film and cobwebs. Walls and ceilings are free of

marks caused by furniture, equipment or staff. Light switches

are free of fingerprints, scuffs and any other marks. Light

covers and diffusers are free of dust, grit, dirt, lint and

cobwebs. Polished surfaces are of a uniform lustre. Fabric

wall surfaces sould be free from dust, grit, dirt, lint soil, stains

and cobwebs.

3. Windows

(internal)

Surfaces of glass are clear of all streaks, spots and marks,

including fingerprints and smudges. Window frames, tracks

and ledges are clear and free of dust, dirt, grit, marks, spots

and cobwebs.

4. Doors Internal and external doors and doorframes are free of dust,

grit, dirt, lint, soil, film, fingerprints and cobwebs. Doors and

door frames are free of marks caused by furniture, equipment

or staff. Air vents, relief grilles and other ventilation outlets are

kept unblocked and free of dust, grit, dirt, soil, film, cobwebs,

scuffs and any other marks. Door tracks and door jambs are

free of grit, dirt and other debris. Polished surfaces are of a

uniform lustre.

5. Hard floors The floor is free of dust, grit, dirt, litter, marks and spots, water

or other liquids. The floor is free of polish or other build-up at

the edges and corners or in traffic lanes. The floor is free of

spots, scuffs or scratches on traffic lanes, around furniture

and at pivot points. Inaccessible areas (edges, corners and

around furniture) are free of dust, grit, dirt, lint and spots.

Polished or buffed floors are of a uniform lustre. Appropriate

signage and precautions are taken regarding pedestrian

safety near newly cleaned or wet floors

6. Soft floors the floor is free of dust, grit, dirt, litter, marks and spots, water


iNDEXTb

Sr.

No

Building


or other liquids. The floor is free of stains, spots, scuffs or

scratches on traffic lanes, around furniture and at pivot points.

Inaccessible areas (edges, corners and around furniture) are

free of dust, grit, dirt, lint and spots. carpets are

vacuumed/cleaned,

7. Ducts, grills and

vents

All ventilation outlets are kept unblocked and free of dust, grit,

dirt, soil, film, cobwebs, scuffs and any other marks. All

ventilation outlets are kept clean and uncluttered following

cleaning

8. Electrical fixtures

and appliances

Electrical fixtures and appliances are free of grease, dirt, dust,

encrustations, marks, stains and cob webs. Electrical fixtures

and appliances are kept free from signs of use or non-use.

Only outside surfaces of electrical and ELV fixtures shall be

cleaned. Hygiene standards are satisfied where the fixture or

appliance is used in food preparation. Range hoods (interior

and exterior) and exhaust filters are free of grease and dirt on

inner and outer surfaces. Motor vents etc. are clean and free

of dust, dirt and lint. Drinking fountains are clean and free of

stains and mineral build-up. Insect killing devices are free of

dead insects, and are clean and functional.

9. Furnishings and

fixtures

Hard surface furniture is free of spots, soil, film, dust, dirt,

fingerprints and spillages. Soft surface furniture is free from

stains, soil, dirt, film and dust. Furniture legs, wheels and

castors are free from mop strings, soil, dirt, film, dust and

cobwebs. Inaccessible areas (edges, corners, folds and

crevices) are free of dust, grit, dirt, lint and spots. All high

surfaces are free from dust, dirt and cobwebs. Curtains, blinds

and drapes are free from stains, dust, dirt, cobwebs, lint and

signs of use of non-use. Equipment is free of tapes/plastic etc

that may compromise cleaning. Furnitureshould not have

anyodour that is distasteful or unpleasant. Shelves, bench

tops, cupboards and wardrobes/lockers are clean inside and

out and free of dust, dirt and litter or stains. Internal plants are

free of dust, dirt and litter. Waste/rubbish bins or containers

are clean inside and out, free of stains and mechanically

intact. Fire extinguishers and fire alarms are free of dust, grit,

dirt and cobwebs

10. Pantry fixtures

and appliances

Fixtures, surfaces and appliances are free of grease, dirt,

dust, encrustations, marks, stains and cobwebs. Electrical and


iNDEXTb

Sr.

No

Building


cooking fixtures and appliances are kept free from signs of

use or non-use. Motor vents etc are clean and free of dust,

dirt and lint. Refrigerators/freezers are clean and free of ice

build-up.

11. Toilets and

bathroom fixtures

Porcelain and plastic surfaces are free from smudges,

smears, body fats, soap build-up and mineral deposits. Metal

surfaces, shower screens and mirrors are free from streaks,

soil, dirt, smudges, soap build-up and oxide deposits. Wall

tiles and wall fixtures (including soap and cream dispensers

and towel holders) are free of dust, grit, dirt, smudges/streaks,

mould, soap build-up and mineral deposits. Shower curtains

and bath mats are free from stains, smudges, smears, odours,

mould and body fats. Plumbing fixtures are free of smudges,

dust, dirt, stains, soap build-up and mineral deposits.

Bathroom fixtures are free from odours that are distasteful or

unpleasant. Polished surfaces are of a uniform lustre. Sanitary

disposal units are clean and functional. Consumable items are

in sufficient supply.

12. General tidiness The area appears tidy and uncluttered Floor space is clear,

only occupied by furniture and fittings designed to sit on the

floor. Furniture is maintained in a way that allows for cleaning.

Fire access and exit doors are left clean and unhindered.

13. Odour control The area should smell fresh. There should not be anyodour

that is distasteful or unpleasant. Room deodorizersshall be

cleaned and functional.

14 Pest Control Regular pest control which includes but not limited to rodents,

cockroaches, mosquitoes, insects, etc. should be carried out

as per IS-6313 and the Frequency for cleaning should be as

per Annexure-I.

15 Storm Water

Trench

The rain water trenches are needed to be cleaned &

maintained in running condition all the time the throughout the

year during the contract period. This Trench needs to be

cleaned every three months which includes removal of dirt,

soil, grit, grease or any other solid or semi-solid waste.

16 Vegetation Area Vegetation area needs to be watered. Cutting of wild

vegetation, weed removal, provision of fertilizer, etc. should

be done. The frequency for different activity should be as per

Annexure-I.


iNDEXTb

11. LIST OF MATERIAL / CLEANING AGENTS TO BE USED BY THE SUCCESSFUL BIDDER : (INDICATIVE ONLY)

Sr. Material / Cleaning Agent Type

Where to be Used

1.

Liquid Soap

(Make: Johnson Divercy, Dettol, Kimberly

Clark)

Naphthalene Balls,Pixol (Urine cakes) or its

eqv. ,

NEUTRALLE Air purifiers / Room spray,

Lemon Grass Dispensor for wash room, Toilet

Paper, Air purifiers in toilets, Collin spray

Toilets. Bidder has to ensure that

the soap container etc. is never

empty.

2. Liquid Soap, Lysol, Floor Cleaner Liquid

Floor Cleaning

3. Spray

Glass / Window Cleaning

4. Room Freshener (Premium)

Toilet, Waiting Hall, Conference

Rooms, Meeting Rooms,

Lounges, Offices, etc and as

required

5 Repellents (suitable chemicals) To keep lizards, mice, etcof the

venue.

Note : The successful bidder may be required to use additional material to ensure that

the work is executed to the satisfaction of owner. No additional payment will be made

on that account.


iNDEXTb

12. List of material/equipment’s to be deployed at site by successful bidder (Indicative ONLY)

Listing of material and machinery are purely indicative and the bidder has to suggest the

comprehensive listing of the material, machinery and the quantity they foresee for use /

consumption for the scope of work mentioned in the tender document technical

proposal.

Sr No Description Sr No Description

01 Nylon Brush 21 Floor duster

02 Hand Gloves 22 Cobweb brush

03 WC Brush 23 Scrubbing pad

04 Dust Pan 24 Cleaning sine board

05 Mug 25 Sponge

06 Hand Brush 26 T-brush

07 Glass wiper 27 Wet mop refill

08 Scraper 28 Dry mop refill

09 Mop Trolley 29 Wet mop Clamp

10 Wet Mop 30 Dry mop Clamp

11 Dry mop 31 Small wiper

12 Soft broom 32 Carpet brush

13 Hard broom 33 Road brush

14 Caddy 34 Glass duster

15 Spray Gun 35 Buckets

16 Wiper 36 Phenyl

17 Toilet Cleaners 37 Toilet brush (Round)

18 Toilet Pump 38 Hand wash

19 Dusters check 39 Scrapper blade

20 Scotch bright 40 Yellow sponge


iNDEXTb

** All should be in working condition and should not be out of order for more than 48

hours. Defect to be reported to the Officer in Charge appointed by the owner.

*** Efficient and timely housekeeping management in the complex, the successful

bidder will have to increase the numbers as per the requirement.

Sr.

No. FIX ASETS EQUIPMENTS ON SITE ** Nos. required

01 Back pack vacuum cleaner 02

02 Jet pressure Machine 02

03 Scrubbing machine 04

04 Vacuum cleaner 03

05 Telescopic poll –4 meters 02

06 Telescopic poll-9 meters 02

07 Ladders (Ht. required as per site condition) 03

08 Tri-cycles 05

09 Rideon- Scrubbing Machine (Battery Operated) 01

10 Scissor Lift/Boom Lift for High-rise Cleaning activity 01

11 Erogtec glass scrapper 03

12 Garbage trolley 02

13 Steam cleaner 02

14 Office equipment : copier, computer, telephone 01

15 Company vehicles 01

16 PPE’s 10 or as required


iNDEXTb CRDC - CEPT

13. DIFFERENT TYPE OF LOG SHEETS & CHECK LIST (FOR REFERENCE) Housekeeping: Daily Material Consumption Sheet

Month :-

Sr.

No

Description Openin

g Stock

Total

Stock

1 2 3 4 5 6 … … … 29 30 31 Closing

Stock

Consum

ption

Sup. Sign

1 Nylon Brush

2 Hand Gloves

3 WC Brush

4 Dust Pan

5 Mug

6 Hand Brush

7 Glass wiper

8 Scraper

9 Mop Trolley

10 Wet Mop

11 Buckets

12 Soft broom

13 Hard broom

14 Caddy

15 Spray Gun

16 Wiper

17 Toilet Cleaners

18 Toilet Pump

19 Dusters check

20 Scotch bright

21 Floor duster

22 Carpet brush


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23 Road brush

24 Glass duster

Signature of Supervisor Signature of Engineer-in-charge

Housekeeping Checklist

Sr. No. Area Floor: Frequency

Done by 1/D 2/D 1/W 2/W 1/M 2/M

1 Convention Centre

Dusting

Mopping

Vacuuming

Glass cleaning

Furniture

Door/Window

Railing Work

2 Exhibition Hall

Dusting

Mopping

Vacuuming

Glass cleaning

Furniture

Door/Window

Railing Work

3 Food Court

Dusting

Mopping

Vacuuming

Glass cleaning


iNDEXTb

Furniture

Door/Window

Railing Work



iNDEXTb

PEST CONTROL CHECK LIST

Routine

Inspection

Spray

Floors

/Corners for

Mosquito

Fumigation Fogging Anti-

Termite

Total Pest

Control

SR.NO. AREA Daily Second Day Weekly 15 th Day Monthly Monthly

1 Convention Centre

2 Food Court

3 Exhibition Hall

4 Service Building

5 Garden Area


HORTICULTURE/LANDSCAPE CHECK LIST DATE:-

Sr.

No Descriptions Point

Near the

VIP

Entranc

e

the front

side of

Exhibition

Centre

area between

Exhibition

Centre& Food

Court

Parking

area

Between

Convention

Centre& Photo

Gallery

Frequency

1 Landscape area cleaning

Daily

2 Areation/ Sprinkling

Daily

3 Deweeding

If required or as

per Scheduled

4 Lawn moving

As per Scheduled

5 Pruning, Shaping, Hedge,

cutting As per Scheduled

6 Culivation of soil area

If required.

7 Fertilizer application (Urea etc.)

As per Scheduled


iNDEXTb

8 Pestcide,Fungicide application

As per Scheduled

9 Replacement of dead plant

If required.

10 Top deressing of lawn area

If required.

11 Soil changing if required.


Staff Attendance Sheet

Month:-

Date

Sr.

No. Full Name Time 1 2 3 4 5 6 … … … … 30 31

No.

Of

day

s

Leav

e

Remarks

Signatur

e

1

IN

SIGN

OUT

2

IN

SIGN

OUT

3

IN

SIGN

OUT

4

IN

SIGN

OUT

5

IN

SIGN

OUT

6

IN


iNDEXTb

SIGN

OUT

7

IN

SIGN

OUT


TOILET Cleaning Log Sheet

AREA Male Toilet / Female Toilet

Sr. No Description 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

1 urinals

2 Wash basins

3 water -closets

4 Orissa pan

5 Bottle traps

6 Pillar Cocks

7 Flush Valves

8 Health faucet

9 W/C Cover

10 Gully Trap

11 Chambers

Sr. No Description 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

1 urinals

2 Wash basins

3 water -closets

4 Orissa pan


iNDEXTb

5 Bottle traps

6 Pillar Cocks

7 Flush Valves

8 Health faucet

9 W/C Cover

10 Gully Trap

11 Chambers



iNDEXTb CRDC - CEPT

VOLUME III - FINANCIAL BID (To Be Submitted on the Company Letter Head)

[Location, Date]

To:

Managing Director

Industrial Extension Bureau (iNDEXTb)

Block No. 18, 2nd Floor,

UdyogBhavan, Sector 11,

Gandhinagar – 382011.

Dear Sir,

We / I, the undersigned, offer to provide the complete Housekeeping services as mentioned in the scope of work of this

tender No 06/2016-17 dated 14.09.2016.

Sr.No Type of Manpower Rate per Month Rs. Total Nos Amount per Month Rs.

A. MAN POWER CHARGES

1 Housekeeping manager

2 Trained Housekeeping Supervisor

3 Trained Housekeeping sweeper

4 Trained Housekeeping worker/janitor

B. MACHINARY ,TOOLS,EQUIPMENTS & CONSUMABLES CHARGES ( Per month)

5 Charges for Providing and maintaining machines, equipment, tools and tackles, small or big, all

consumables their refills, and another item(s) that may be required for fulfillment/requirements of the

contract ( Attach separate Annexure-1 indication cost bifurcation of each

items/machinery/consumables in detail)

C. PEST AND RODENT CONTROL SERVICES ( Per month)


iNDEXTb


6 Charges for Providing the services for pest and rodent control including manpower, equipments and consumable chemicals. ( Attach separate Annexure-2 indication cost bifurcation of each items/machinery)

7 Total of 1+2+3+4+5+6- Rs.

D. MANAGEMENT/SERVICE/OVERHEAD CHARGES ( In percentage of 7 above) ( ----%)

8 Service charges/Management fee/charges/overhead/Profit which shall include: All expenditure on providing managerial/supervisory/administrative services by all means to get the work through deployed housekeeping man power/staff. ( Attach separate Annexure-3 indication cost bifurcation of each component considered in detail)

Total of (7+8)- Rs.per Month

Total charges for 12 Months Rs. ( per Month charges x 12)

Notes/remarks:

1 The manpower charges should be towards wages only to manpower including all allowances, statutory levies like ESI & EPF Employer shares, but excluding only service tax which shall be reimbursed on actual, as per govt. rules, on production of documentary evidence.

2 The bidder should quote manpower charges in financial bid strictly in accordance with the minimum wages as decided by the Central Govt. /GoG If the rates quoted found below the minimum wages, tender will be rejected.

3 Break up of payment structure shall be provided by tenderer along with financial bid as an Annexure-1.

4 Tender will be awarded after taking into account all the components i.e. A to D above.

5 Price bid evaluation shall be done considering all costs as indicated from A to D.

6 Actual work done shall be reviewed and noted for making Monthly agreed payments.

7 Stipulated Manpower quantities shall not be permitted to correction unless until intimated by iNDEXTb.

8 If the total amount of bid quoted is less than actual summation of cost of all the components/parts as the case may be, then the total quoted amount shall govern and difference between actual summation and amount quoted shall be considered as a discount.

9 If total amount of bid is more than actual summation of cost of all components/parts as the case may be, then the individual cost of the components/parts shall govern and total amount shall be reduced to actual summation and it shall be considered as mistake in totaling.

10 Where there is discrepancy between the rates in figures and in words, whichever is less shall govern.

11 Any ambiguity found in Technical or Price bid shall be brought to the notice in writing during pre-bid meeting.

12 Above enlisted Annexure shall be submitted in separate cover (Hard Copy) along with bid submission. Agencies who have


iNDEXTb


submitted Hard copies of Annexure will be eligible for Presentation/price bid opening.


iNDEXTb

FIN-2

And for additional works required during prevent and post event days for maintaining standards of said works over and above enlisted scope and frequency of work in the tender, following shall be paid extra and above.

Sr.No Description Unit Qty Rate Amount

1 Loading, transporting and unloading the garden refuse, garbage, semi dry waste etc. from a collection point in a hygienic manner. The quantity mentioned is approximate for a period of one month.Actual trip as per Contractor and iNDEXTb joint record shall be paid to the contractor

a Within the campus Tractor Trip 30

b Outside the campus beyond GMC limit Tractor Trip 60

2 Carpet Washing using shampoo cleaning to the clients satisfaction. The rate shall include cost of labour, equipment, consumables, etc. complete. The quantity mentioned is the total quantity of carpet at Mahatma Mandir, and the washing may be required once in a year or in part as and when required. Actual area cleaned shall be measured and paid separately.

Sq.Ft. 1,00,000

3 Glass Façade Cleaning (Curtain Glazing), from 0 to 17 m height for single side as and when required. Actual area cleaned shall be measured and paid. The rate shall include the cost of labour, equipment, consumables, etc. The quantity mentioned is the total quantity of glass facade at Mahatma Mandir, however the cleaning would be spread over a complete period of one year. The actual monthly quantity cleaned shall be measured and paid.

Sq.Feet. 63240

4 Same as above Sr. No 3 but for ACP Cladding Sq.Feet. 20950


iNDEXTb

5 Same as above Sr. No 3 but for Aluminum Lovers Sq.Feet. 17570

Total amount Rs. (FIN-2)

Notes:-

1 The rates shall be quoted for this section shall inclusive of cost of labor, material, equipment, overhead, statutory expenses, taxes and profit.

2 2. Only Service Tax and Cess on Service tax shall be paid extra by the owner as per prevailing charges.

3 3. Dust bins of all sizes will be provided by the Owner in consultation with the successful bidder. The dust collecting black polythene bags in the bins would be arranged by the bidder

4 4. Contractor to also provide all other equipment inclusive brush cutter to cut wild vegetation growth in the campus, machines for washing of carpets, etc

5 The tractors trolley shall be covered with while transporting the garbage.

6 Collection of all the garbage shall be in BLACK POLYTHENE GARBAGE BAG at all locations.

7 NO garbage shall be left open in any case.

8 Dealing with any GMC / GUDA official, their norms etc. is in contractor’s scope.

9 In case of additional works required during prevent & post event days for maintaining standards of said works over and above enlisted scope and frequency of work in the tender, same shall be paid extra over and above. The same additional works shall be certified by Engineer In charge/iNDEXTb officials.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to

expiration of the validity period of the Proposal, i.e. 120 calendar days from the last date of submission of this Proposal. The

payment terms mentioned in the referred tender for the work are also acceptable to us.

We understand you are not bound to accept any Proposal you receive.

Thanking You.

Yours Sincerely,

Authorized Signature [In full and initials]: ________________________

Name and Title of Signatory: ___________________________________


iNDEXTb

Name of The bidder: _________________________________________________

Address: _______________________________________________________