integrated headquarters of ministry of defence … · shankar vihar, rao tula ram marg new delhi -...

RFP No 00460/Outsourcing/Consy /P&P/A&C/Contract

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Signature & Stamp of Bidder

INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE (ARMY)

CAMP, SHANKAR VIHAR, RAO TULA RAM MARG, NEW DELHI 110010

INVITATION OF BIDS FOR OUTSOURCING OF HOUSEKEEPING SERVICES (INCLUDING

INTERNAL AND EXTERNAL CONSERVANCY) AND SPECIALISED FLOOR CLEARING

FOR VARIOUS CAMPS OF INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE

(ARMY) LOCATED AT RAO TULA RAM MARG (SHANKAR VIHAR), NATIONAL

STADIUM, LODI ROAD AND ABHM (JCOs/OR LIVING), SP MARG IN NEW DELHI

Request for Proposal (RFP) No 0460/Outsourcing/IHQ Camp/P&P/A&C/Contract dated 18 Nov 2014. 1. Bid in sealed cover is invited for supply of services listed in Part II of this RFP. Please super scribe the above mentioned title, RFP number and date of opening of the Bids on the sealed cover to avoid the Bid being declared invalid. 2. The address and contact numbers for sending Bids or seeking clarifications regarding this RFP are given below –

(a) Bids/queries to be addressed to Comdt IHQ of MoD(Army) Camp Shankar Vihar, Rao Tula Ram Marg New Delhi - 110010

(b) Postal address for sending the Bids IHQ of MoD(Army) Camp Shankar Vihar, Rao Tula Ram Marg New Delhi - 110010

(c) Name/designation of the contact personnel Comdt, IHQ of MoD (Army) Camp

(d) Telephone numbers of the contact personnel 26140086

3. This RFP is divided into five Parts as follows:

(a) Part I. Contains General Information and Instructions for the Bidder about the RFP such as the time, place of submission and opening of tender, validity period of tenders, etc.

(b) Part II. Contains essential details of the services required, such as the Schedule of Requirements (SOR), Technical Specifications.

(c) Part III. Contains Standard Conditions of RFP, which will form part of the Contract with the successful Bidder.

(d) Part IV. Contains Special Conditions applicable to this RFP and which will also form part of the contract with the successful Bidder.

(e) Part V. Contains Evaluation Criteria and Format for Price Bid.

4. This RFP is being issued with no financial commitment and Commandant, Integrated

Headquarters of Ministry of Defence (Army) Camp on behalf of The President of India reserves

the right to change or vary any part thereof at any stage. Comdt IHQ of MoD(Army) Camp also

reserves the right to withdraw the RFP, should it become necessary at any stage.


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PART I – GENERAL INFORMATION

1. Last Date and Time for Depositing the Bids. 1200 hrs on 16 Dec 2014 (Date to be mentioned in terms of DD MM YEAR). The sealed Commercial bid should be deposited/ reach by the due date and time. The responsibility to ensure this lies with the Bidder. 2. Manner of Depositing the Bids. Qualifying Bid and Commercial Bid sealed in separate envelopes will have to be submitted in the prescribed form attached (Appendix ‘B’ and ‘C’ respectively). These will both be placed in another sealed cover “TENDER FOR OUTSOURCING OF HOUSEKEEPING SERVICES (INCLUDING INTERNAL AND EXTERNAL CONSERVANCY) AND SPECIALISED FLOOR CLEARING FOR VARIOUS CAMPS OF INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE (ARMY) CAMP LOCATED AT RAO TULA RAM MARG (SHANKAR VIHAR), NATIONAL STADIUM, LODI ROAD AND ABHM (JCOs/OR LIVING), SP MARG IN NEW DELHI”. Attested photocopies of all the documents mentioned in Para 7 & 8 of Part II alongwith Draft/Pay Order of Rs. 5 Lac drawn in favour of Public Fund, Integrated Headquarters of MoD (Army) Camp as earnest money will have to be attached and submitted with Technical Bid. No document is required to be attached with Commercial Bid, which will have to be submitted in a separate sealed cover with inscription “COMMERCIAL BID FOR OUTSOURCING OF HOUSEKEEPING SERVICES (INCLUDING INTERNAL AND EXTERNAL CONSERVANCY) AND SPECIALISED FLOOR CLEARING FOR VARIOUS CAMPS OF INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE (ARMY) CAMP LOCATED AT RAO TULA RAM MARG (SHANKAR VIHAR), NATIONAL STADIUM, LODI ROAD AND ABHM (JCOs/OR LIVING), SP MARG IN NEW DELHI” or sent by registered post at the address given above so as to reach by the due date and time. Late tenders will not be considered. No responsibility will be taken for postal delay or non delivery/non-receipt of Bid documents. Bids sent by FAX or e-mail will not be considered (unless they have been specifically called for by these modes due to urgency). The bid documents will be submitted in three sealed envelopes suitably super scribed as follows :-

Ser No

Envelope No Content Super Scription

(a) Envelop No 1 Qualifying Bid RFP No 00460/Outsourcing/ Consy/ P&P/ A&C/ Contract dated 18 Nov 2014 and attested copy of documents

(b) Envelop No 2 Commercial Bid Commercial Bid.

(c) Envelop No 3 Envelope No 1 & 2 Tender Documents 3. Time and Date for Opening of Bid. 1500 hrs on 16 Dec 2014 (If due to any exigency,

the due date for opening of the Bids is declared a closed holiday, the Bids will be opened on the

next working day at the same time or on any other day/time, as intimated by Commandant,

Integrated Headquarters of Ministry of Defence (Army) Camp.

4. Location Of The Tender Box. Main Gate, Integrated Headquarters of Ministry of Defence (Army) Camp Located at Rao Tula Ram Marg (Shankar Vihar). Only those Bids that are found in the tender box will be opened. Bids dropped in the wrong Tender Box will be rendered invalid. 5. Place Of Opening of the Bids. Conference Hall, Integrated Headquarters of Ministry of Defence (Army) Camp located at Rao Tula Ram Marg (Shankar Vihar). The Bidders may depute their representatives, duly authorized in writing, to attend the opening of Bids on the due date and time. Rates and important commercial/technical clauses quoted by all


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Bidders will be read out in the presence of the representatives of all the Bidders. This event will not be postponed due to non-presence of your representative. 6. Two Bid System. Qualifying Bids and Commercial Bids would be opened on the time and date mentioned above. Commercial Bids of only those firms will be opened; whose Qualifying Bids are found compliant/suitable after evaluation is done by the Bids Opening Committee. 7. Forwarding Of Bids. Bids should be forwarded by Bidders under their original memo/letter pad inter alia furnishing details like TIN number, VAT/CST number, Bank address with EFT Account if applicable, etc and complete postal & e-mail address of their office. Format of letter for submission of tender is at Appendix ‘A’. 8. Clarification Regarding Contents of the RFP. Clarification regarding the contents of the bidding documents should be notified to the buyer in writing about the clarifications sought not later than 14 (fourteen) days prior to the date of opening of the Bids. Copies of the query and clarification by the purchaser will be sent to all prospective bidders who have received the bidding documents. 9. Modification And Withdrawal of Bids. A bidder may modify or withdraw his bid after submission provided that the written notice of modification or withdrawal is received by the buyer prior to deadline prescribed for submission of bids. A withdrawal notice may be sent by fax but it should be followed by a signed confirmation copy to be sent by post and such signed confirmation should reach Commandant, Integrated Headquarters of Ministry of Defence (Army) Camp, Rao Tula Ram Marg (Shankar Vihar) not later than the deadline for submission of bids. No bid shall be modified after the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and expiration of the period of bid validity specified. Withdrawal of a bid during this period will result in Bidder’s forfeiture of bid security. 10. Clarification Regarding Contents of the Bid. During evaluation and comparison of bids, Commandant, Integrated Headquarters of Ministry of Defence (Army) Camp, may at its discretion, ask the bidder for clarification of his bid. The request for clarification will be given in writing and no change in prices or substance of the bid will be sought, offered or permitted. No post-bid clarification on the initiative of the bidder will be entertained. 11. Rejection of Bid. Canvassing by the Bidder in any form, unsolicited letter and post-tender correction may invoke summary rejection of the bid. Conditional tenders will be rejected. 12. Unwillingness To Quote. Bidders unwilling to quote should ensure that intimation to this effect reaches before the due date and time of opening of the Bid, failing which the defaulting Bidder may be delisted for the given range of items as mentioned in this RFP. 13. Validity of Bids. The Bids should remain valid till 16 Jun 2015 (Date) ie up to Six months from the last date of submission of the Bids. 14. Earnest Money Deposit. Bidders are required to submit Earnest Money Deposit

(EMD) for amount of Rs 5,00,000/- (Rupees five lac only) along with their bids. The EMD may

be submitted in the form of an Account Payee Demand Draft, Fixed Deposit Receipt, Banker's

Cheque or Bank Guarantee from any of the public sector banks or a private sector bank

authorised to conduct government business as per Form DPM-13 (Available in MoD website

and can be provided on request) in favour of Public Fund, Integrated Headquarters of MoD

(Army) Camp. EMD is to remain valid for a period of forty-five days beyond the final bid validity


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period i.e. 225 days validity. EMD of the unsuccessful bidders will be returned to them at the

earliest after expiry of the final bid validity and latest on or before the 30th day after the award

of the contract. The Bid Security of the successful bidder would be returned, without any

interest whatsoever, after the receipt of Performance Security from them as called for in the

contract. EMD is not required to be submitted by those Bidders who are registered for the

same item/range of product/ goods or services with the Central Purchase Organization (e.g.

DGS&D), National Small Industries Corporation (NSIC) or any Department of Ministry of

Defence or Ministry of Defence itself. The EMD will be forfeited if the bidder withdraws or

amends, impairs or derogates from the tender in any respect within the validity period of their

tender.

15. Cost Of Tender Document. The tender forms can be obtained from the Office of Integrated Headquarters of Ministry of Defence (Army) Camp, Shankar Vihar, Rao Tula Ram Marg New Delhi - 110010 at the cost of Rs 500/- through cheque. The form can also be downloaded from website Indianarmy.nic.in. Cheque/DD amounting Rs 500/- to be enclosed with the tender document if downloaded from website.

16. Pre-Bid Meeting. A pre-Bid meeting will be held with the tenderers on 15 Dec 2014

at 1130 hrs in the Conference Hall of Integrated Headquarters of Ministry of Defence (Army)

Camp, Shankar Vihar, Rao Tula Ram Marg, New Delhi - 110010 so as to make them clearly

understand the scope of work/services to be carried out by the tenderers, and to answer any

query before they fill the bid.


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PART II – ESSENTIAL DETAILS OF GOODS REQUIRED

1. Name Of Services Required - Hiring of Housekeeping services (including Internal and External conservancy), Specialised Floor cleaning Services and cleaning/glazing of glasses for Integrated Headquarters of Ministry of Defence (Army) Camp located at Rao Tula Ram Marg (Shankar Vihar), and Sub Camps located at National Stadium, Lodi Road and ABHM (JCOs/OR Living) SP Marg, Delhi. The terms and conditions are as under :-

(a) Minimum Housekeepers Required. The contractor will ensure that minimum manpower of 89 unskilled labourers and 06 Supervisor(Matriculate but not graduate) for internal, external conservancy and special floor clearing be employed for Integrated Hadquarters of Ministry of Defence (Army) Main Camp located at Rao Tula Ram Marg (Shankar Vihar), and Sub Camps located at National Stadium, Lodhi Road and ABHN (JCOs/OR Living) SP Marg Delhi. There may also be additional requirement of housekeepers at times for which advance intimation will be given to the contractor. (b) Schedule of Work. Schedule of work will be on all six days of the week from

0830 hours to 1730 hours every day with one hour lunch break from 1300 hours to 1400

hours or as mutually agreed upon for odd time’s jobs. All six days of the week (Five

days for providing daily services and one day for weekly services) will be working days;

however, the contractor will be responsible for making arrangements for holiday/ weekly

off in respect of the labourers. Daily services shall be completed as per the schedule

given below :-

(i) Cleaning of rooms - 0900hr to 1300hr.

(ii) Cleaning of toilets - 0900hr to 1300hr.

(iii) Cleaning of corridors, Open area, - 1400hr to 1730hr.

roads/streets & drains/nallah

(c) Area of Work. Various camps of Integrated Headquarters of Ministry of

Defence (Army) located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodi

Road, and ABHM (JCOs/OR living) SP Marg, New Delhi which covers all offices,

corridors (both open and covered), porches & lobbies, living areas, varandahs, stair

cases, toilets, water points, drinking water cooler areas, internal roads, parking area,

open areas (including green areas), playgrounds, drains / nullahs and Structural & fixed

glazing of Various Camps of Integrated Headquarters of Ministry of Defence (Army)

located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodi Road, and

ABHM (JCOs/OR living) SP Marg, New Delhi. The details of area inside/outside of

various camps of Integrated Headquarters of Ministry of Defence (Army) located at Rao

Tula Ram Marg (Shankar Vihar), National Stadium, Lodi Road, and ABHM (JCOs/OR

living) SP Marg, New Delhi required to be cleaned is as under :-


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Ser Location Area Unit Remarks (i) Main Camp

(aa) Tipu Block 8815.2 Sqm (ab) Ranjit Block 8815.2 Sqm (ac) Shivaji Block 8815.2 Sqm

(ad) JCO’s Accn (Block) 2544.45 Sqm (ae) JCO’s Mess 856.7 Sqm (af) OR Messes & Institute 1173.4 Sqm

(ag) Adm Block 1180.79 Sqm (ah) MI Room 226.89 Sqm

(aj) DLP 1 & 2 5627.96 Sqm (ak) Street/roads 3200.00 Mtr

(al) Open Area 110000.00 Sqm (am) Drains/Nullah

03.00 Km

(ii) Lodhi Road Camp

(aa) Single Living A,B,&C Blocks

3200.19 Sqm

(ab) OR Mess 98.08 Sqm (ac) Street/roads 500.00 Mtr

(ad) Open Area 30000.00 Sqm (ae) Drains/Nullah 01.00 Km

(iii) National Stadium

(aa) OR Living Accn 2339.81 Sqm (ab) OR Mess 441.06 Sqm (ac) JCO Single Living 396.96 Sqm (ad) Street/roads 400.00 Mtr (ae) Open Area 25000.00 Sqm

(af) Drains/Nullah 01.2 Km (iv) ABHM (JCOs/OR Living)

(aa) OR Single Living 52.88 Sqm (ab) Dinning Hall, Kitchen etc 71.15 Sqm

(ac) Toilets & Bathroom 6.88 Sqm

(ad) Street/roads 4200.00 Mtr

(ae) Open Area 8659.00 Sqm (af) Drains/Nullah 04.00 Km

Total Covered Area 44662.80 Sqm Total Street/roads 8300.00 Mtrs

Total Open Area 173659.00 Sqm Total Drains/Nullah 09.20 Km

Disposal of soil/rubbish 01 Truck per day for above camps


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2. SCOPE OF SERVICES.

Housekeeping services (including Internal and External conservancy) and Specialised Floor Clearing to be provided by the contractor on daily and weekly basis are given below :-

(a) DAILY SERVICES

(i) Sweeping and wet mopping of the corridors/verandahs total area 12,727 Sqm including the spaces under the cupboards/almirahs placed in the corridors. Mopping of the corridors will have to be done four times a day.

(ii) Sweeping of the internal roads 8300 mtr and 1,73,659 sqm open area including green patches

(iii) Thorough cleaning of the toilets including WCs 385 and urinals 84 with attached water tanks 207 and wash basins 334 with chemicals/detergents twice a day and more often, if needed.

(iv) Cleaning of all sanitary fittings, tiles 10213 sqm and mirrors 232 sqm on the walls in the toilets by using disinfecting materials like phenyl, harpic, vim, surf etc. (v) Provision of adequate quantity of sanitary cubes, napthalene balls, air-fresheners (odonil), liquid soaps having standard ISI brand etc in the toilets and other sanitary material required for the cleaning @ minimum scales given in Annexure – III.

(vi) Removal of blockages and clogging in the wash basins and other sanitary fittings in the toilets for smooth outflow of waste water.

(vii) Cleaning of drinking water cooler 30 and areas including attached sinks

and tiles etc with detergents, chemicals twice a day and more often, if required.

(viii) Collect all the sweepings, garbage and wastes every day and

transport/dispose the same to the nearest garbage pit.

(ix) Bringing to notice any MES related works required to be done in toilets

and elsewhere, which require to give proper cleaning service.

(x) Cleaning of the glasses 2397 sqm of main Foyer including cleaning &

mopping of the floor.

(xi) Floors of all the rooms, corridors, staircases and atrium will be cleaned

and mopped with appropriate cleaning material (minimum thrice a day) and will

be kept clean all the times. Floors will be scrubbed once a week and AC grills to

be cleaned once a week.

(xii) Washrooms will be cleaned daily thrice and mopped with Phenyl. WCs

will be thoroughly washed and cleaned. Room fresheners, Naphthalene balls,


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Hand soap dispenser e.g. Dettol etc. Tissues and Toilet rolls to be provided. It

will be ensured that cleanliness in washrooms is maintained all the time.

(xiii) Maintenance and cleaning on daily basis at appropriate intervals will be

done for courtyard, drains / nallas (9.2 km) and road/path of complex inside the

boundary wall and ensured that the place is neat and clean.

(xiv) Environmental standards to be ensured and legislations are complied

with.

(b) WEEKLY SERVICES (on a day specified by Administration ie all Saturdays)

(i) Carpets in the rooms wherever provided will be brushed/vacuum cleaned

at regular intervals.

(ii) Maintenance of External Areas of Buildings, boundary walls, gates,

lawns and roads/path ways leading upto gates.

(iii) Removal of cobwebs in the corridors and lavatories.

(iv) Removal of dust accumulated on the walls, fire extinguisher, ceiling fans,

photo frames, Almirahs, Shelfs, window panes, ventilators in the toilets, Exhaust

fans, wire mesh and allied eqpts.

(v) Thorough washing, rubbing and cleaning of corridors.

(vi) The proprietor/authorised rep of the firm (not below the rank of manager)

shall pay a weekly visits to the office of Customer to address the complaints, if

any, and to iron out shortcomings in services, if any, under the aegis of

Integrated Headquarters of Ministry of Defence (Army) Camp.

(c) QUARTERLY SERVICES

(i) Cleaning & glazing of glasses 2397 sqm (all fixed and structural

glasses of main building from outside and inside) on quarterly basis and as on

required basis.

Note :-

3. A skeleton services would be made available to the department during office hours on

all working days to cater for emergency services.

4. All sanitary material and T&P viz brooms, trolleys, buckets, scrubbers, brushes, etc

required to execute the above jobs and specialized equipment / manpower for structural/fixed

glass cleaning shall be arranged by the contractor himself. Details of Machines required to

carry out duties are attached as Annexure I. Minimum requirement of essential sanitary Material

for defence blocks / buildings is attached as Annexure II.


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5. Handing/Taking Over The fitting, fixtures, furnishings, gadgets and all other

items will be properly handed over after making separate kit inventory and details of each item

given specifications duly signed by representatives of Integrated Headquarters of Ministry of

Defence (Army) Camp located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodi

Road, and ABHM (JCOs/OR Living) SP Marg in New Delhi and contractor.

6. Replacement Replacement of articles, which have been lost, will be done after proper

assessment by representatives of the Various Camps of Integrated Headquarters of Ministry of

Defence (Army) located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodi Road,

and ABHM (JCOs/OR Living) SP Marg in New Delhi.

7. Qualification Criteria. Firms fulfilling the following criteria are eligible to submit

the tenders :-

(a) Having valid Permanent Account Number (PAN) (Self attested photocopy to be

enclosed).

(b) Firm has been filing yearly Income Tax Return (Self attested photocopy of Income Tax Return filed for the last three Assessment Years duly receipted by Income Tax Office to be enclosed).

(c) Firm should have Certificate of Registration with Central Excise Department, Delhi for outsourcing of manpower (for payment of Service Tax) under Section 69 of the Finance Act, 1994 (Self attested photocopy of Certificate of Registration to be enclosed).

(d) Firm should be registered with the Regional Provident Fund Commissioner, Delhi under Employees Provident Funds and Miscellaneous Provisions Act, 1952 (Self attested photocopy of Registration and latest deposit challan/receipt of premium paid for EPF to be enclosed).

(e) Firm should be registered with Employees State Insurance Corporation, Delhi under Employees State Insurance Act, 1948 (Self attested photocopy of Registration and latest deposit challan/receipt of premium paid for ESI to be enclosed).

(f ) Should have completed similar works during the last three calendar years ie 2011, 2012 and 2013 amounting to not less than Rs 65,00,000 ( Rupees Sixty five lacs only) per annum with atleast two Government Departments/Public Sector Undertakings/Private Sector Undertakings as per statutory norms (Self attested photocopy of award letters and performance certificates as per Annexure III to be enclosed).

(g) Annual Turnover. Average annual turnover of Rs. 1 crore for the last three financial years. Financial statement audited by charted accountant to be submitted for the last three financial years.

(h) The firm should be registered with the Ministry of Labour for hiring of labourers and copy of registration certificate is to be attached with the Technical bid. (j) Tenders of only those firms will be accepted who have provided satisfactory services in various ministries/offices and their contracts have not been terminated or the firm/ vendor/ supplier has not been debarred/ black listed/ banned by any Government Department/ autonomous body in the past three years, on account of unsatisfactory services. In case of any default detected at later state the EMD will be forfeited. A


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certificate on non judicial stamp paper be provided by the renderer stating that their services have been satisfactory and their contracts have not been terminated in last three years on account of unsatisfactory services. (k) Firm should provide Power of Attorney on a Non Judicial Stamp Paper as per format in Annexure IV to be enclosed. If the bidder is sole proprietor of the firm and signing the tender documents himself the firm should provide a certificate as per Annexure VI.

8. The Commercial Bid Form duly completed in all respect should be accompanied by:-

(a) Self attested photocopies of all the documents mentioned in paragraph 7 above. (b) Bid Security/Earnest Money Deposit for an amount of Rs 5,00,000/- (Rupees five lac only) in the form of Account Payee Demand Draft (payable at Delhi/New Delhi, in favour of Commandant, Integrated Headquarters of Ministry of Defence (Army) Camp, Fixed Deposit Receipt, Banker’s Cheque or Bank Guarantee from any of the public sector banks or a private sector bank authorised to conduct govt business, failing which the tender shall be treated as null and void. (c) One set of RFP of which each page to be signed and stamped by the tenderer as a token of acceptance.

9. Before quoting, the vendor should visit the site at his own cost for clarification with prior intimation to the Adm Officer, Integrated Headquarters of Ministry of Defence (Army) Camp, Rao Tula Ram Marg (Shankar Vihar) on tele No 26141447 for arrangement of visit on all working days (Monday to Friday) between 0930 hrs to 1500 hrs. 10. Qualifying Bid and Commercial Bid should be signed by the proprietor/partner of the firm or by person who is duly authorised and legally competent to do so. A person signing the forms or any document forming part of the contract on behalf of the firm shall be deemed to have been duly authorised by the Proprietor/Partner of the firm and actions taken by such person in pursuance of this contract shall be deemed to have been performed by the Proprietor/Partner. 11. If any tenderer withdraws his tender within the validity period (Six months from the date of opening of Qualifying Bid) or makes any modifications in the terms and conditions of the tender which are not acceptable to the Government, then the Government, shall without prejudice to any other right or remedy, be at liberty to forfeit the Earnest Money. 12. Earnest Money given by all tenderers except the one, whose tender has been accepted, will be refunded within 15 days of the acceptance of the tender. 13. Any cutting/alteration made in the tender form, has to be duly authenticated by authorized signatory (by his signature) for each cutting or alteration, failing which the tender is liable to be rejected. 14. Successful tenderer would be intimated by a formal letter of acceptance/ letter of intent. 15. The Govt. reserves its right not to accept the lowest tender and shall be at liberty to reject any or all tenders without assigning any reason whatsoever. 16. Subject to the conditions mentioned above, the Earnest Money of the successful bidder will be refunded within 15 days of the deposit of the Performance Bank Guarantee.


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17. Submission of the tender by a tenderer shall be taken to signify his acceptance of the above terms and conditions. Alterations, overwriting or erasing of any terms and conditions is not permitted. 18. Canvassing in any form is strictly prohibited and the tenderers who are found canvassing are liable to have their tenders rejected out rightly. 19. Rates must be quoted clearly and total value should also be indicated in words.

20. Signing of Contract Agreement. The successful bidder / contractor will require to sign an agreement with Integrated Headquarters of Ministry of Defence (Army) Camp within 30 days from the date of written intimation to this effect. 21. Contract Operating Authority. The conservancy services contract for INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE (ARMY) CAMP LOCATED AT RAO TULA RAM MARG (SHANKAR VIHAR), NATIONAL STADIUM, LODI ROAD AND ABHM (JCOs/OR LIVING), SP MARG, NEW DELHI once finalized, will be operated by Integrated Headquarters of Ministry of Defence (Army) Camp.


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PART III – STANDARD CONDITIONS OF RFP

The Bidders are required to give confirmation of their acceptance of the Standard Conditions of the Request for Proposal mentioned below which will automatically be considered as part of the Contract concluded with the successful Bidder (i.e. Seller in the Contract) as selected by the Buyer. Failure to do so may result in rejection of the Bid submitted by the Bidder. 1. Law. The Contract shall be considered and made in accordance with the laws of the Republic of India. The contract shall be governed by and interpreted in accordance with the laws of the Republic of India. 2. Effective Date of The Contract. Normally the contract shall come into effect on the date of signatures of both the parties on the contract except when some other effective date is mutually agreed to the specifically indicated / provided in the contract. The deliveries and supplies and performance of the services shall commence from the effective date of the contract. 3. Arbitration. All disputes or differences arising out of or in connection with the Contract shall be settled by bilateral discussions. Any dispute, disagreement or question arising out of or relating to the Contract or relating to construction or performance, which cannot be settled amicably, may be resolved through arbitration. The standard clause of arbitration is as per Forms DPM - 7, DPM - 8 and DPM - 9 (Available in MoD website and can be provided on request). 4. Penalty for Use of Undue Influence. The Seller undertakes that he has not given, offered or promised to give, directly or indirectly, any gift, consideration, reward, commission, fees, brokerage or inducement to any person in service of the Buyer or otherwise in procuring the Contracts or forbearing to do or for having done or forborne to do any act in relation to the obtaining or execution of the present Contract or any other Contract with the Government of India for showing or forbearing to show favour or disfavour to any person in relation to the present Contract or any other Contract with the Government of India. Any breach of the aforesaid undertaking by the Seller or any one employed by him or acting on his behalf (whether with or without the knowledge of the Seller) or the commission of any offers by the Seller or anyone employed by him or acting on his behalf, as defined in Chapter IX of the Indian Penal Code, 1860 or the Prevention of Corruption Act, 1986 or any other Act enacted for the prevention of corruption shall entitle the Buyer to cancel the contract and all or any other contracts with the Seller and recover from the Seller the amount of any loss arising from such cancellation. A decision of the Buyer or his nominee to the effect that a breach of the undertaking had been committed shall be final and binding on the Seller. Giving or offering of any gift, bribe or inducement or any attempt at any such act on behalf of the Seller towards any officer/employee of the Buyer or to any other person in a position to influence any officer/employee of the Buyer for showing any favour in relation to this or any other contract, shall render the Seller to such liability/ penalty as the Buyer may deem proper, including but not limited to termination of the contract, imposition of penal damages, forfeiture of the Bank Guarantee and refund of the amounts paid by the Buyer. 5. Agents/Agency Commission. The Seller confirms and declares to the Buyer that the Seller is the original provider of the services referred to in this Contract and has not engaged any individual or firm, whether Indian or foreign whatsoever, to intercede, facilitate or in any way to recommend to the Government of India or any of its functionaries, whether officially or unofficially, to the award of the contract to the Seller; nor has any amount been paid, promised or intended to be paid to any such individual or firm in respect of any such


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intercession, facilitation or recommendation. The Seller agrees that if it is established at any time to the satisfaction of the Buyer that the present declaration is in any way incorrect or if at a later stage it is discovered by the Buyer that the Seller has engaged any such individual/firm, and paid or intended to pay any amount, gift, reward, fees, commission or consideration to such person, party, firm or institution, whether before or after the signing of this contract, the Seller will be liable to refund that amount to the Buyer. The Seller will also be debarred from entering into any supply Contract with the Government of India for a minimum period of five years. The Buyer will also have a right to consider cancellation of the Contract either wholly or in part, without any entitlement or compensation to the Seller who shall in such an event be liable to refund all payments made by the Buyer in terms of the Contract along with interest at the rate of 2% per annum above LIBOR rate. The Buyer will also have the right to recover any such amount from any contracts concluded earlier with the Government of India. 6. Access To Books of Accounts. In case it is found to the satisfaction of the Buyer that the Seller has engaged an Agent or paid commission or influenced any person to obtain the contract as described in clauses relating to Agents/Agency Commission and penalty for use of undue influence, the Seller, on a specific request of the Buyer, shall provide necessary information/ inspection of the relevant financial documents/information. 7. Non - Disclosure of Contract Documents. Except with the written consent of the Buyer/Seller, other party shall not disclose the contract or any provision, specification, plan, design, pattern, sample or information thereof to any third party. 8. Liquidated Damages. In the event of the Seller's failure to submit the Bonds, Guarantees and Documents, supply the stores/goods and conduct trials, installation of equipment, training, etc as specified in this contract, the Buyer may, at his discretion, withhold any payment until the completion of the contract. The BUYER may also deduct from the SELLER as agreed, liquidated damages to the sum of 0.5% of the contract price of the delayed/undelivered stores/services mentioned above for every week of delay or part of a week, subject to the maximum value of the Liquidated Damages being not higher than 10% of the value of delayed stores. 9. Termination of Contract. The Buyer shall have the right to terminate this Contract in part or in full in any of the following cases :-

(a) The Seller is declared bankrupt or becomes insolvent. (b) The Buyer has noticed that the Seller has utilised the services of any Indian/Foreign agent in getting this contract and paid any commission to such individual/company etc. (c) As per decision of the Arbitration Tribunal. (d) In case the contractor fails to render services as contracts.

10. Notices. Any notice required or permitted by the contract shall be written in the English language and may be delivered personally or may be sent by FAX or registered pre-paid mail/airmail, addressed to the last known address of the party to whom it is sent. 11. Transfer and Sub - Letting. The Seller has no right to give, bargain, sell, assign or sublet or otherwise dispose of the Contract or any part thereof, as well as to give or to let a third party take benefit or advantage of the present Contract or any part thereof. 12. Patent and other Industrial Property Rights. The prices stated in the present Contract shall be deemed to include all amounts payable for the use of patents, copyrights,


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registered charges, trademarks and payments for any other industrial property rights. The Seller shall indemnify the Buyer against all claims from a third party at any time on account of the infringement of any or all the rights mentioned in the previous paragraphs, whether such claims arise in respect of manufacture or use. The Seller shall be responsible for the completion of the supplies including spares, tools, technical literature and training agreements irrespective of the fact to infringement of the supplies, irrespective of the fact of infringement of any or all the right mentioned above. 13. Amendments. No provision of present Contract shall be changed or modified in any way (including this provision) either in whole or in part except by an instrument in writing made after the date of this Contract and signed on behalf of both the parties and which expressly states to amend the present Contract. 14. Taxes And Duties.

(a) Service Tax charged/ paid must be specifically stated. In the absence of any such stipulation, it will be presumed that the prices include all such charges and no claim for the same will be entertained.

(b) If reimbursement of any Tax is intended as extra over the quoted prices, the Bidder must specifically say so. In the absence of any such stipulation it will be presumed that the prices quoted are firm and final and no claim on account of such tax will be entrained after the opening of tenders.

(c) If a Bidder chooses to quote a price inclusive of any tax and does not confirm inclusive of such tax so included is firm and final, he should clearly indicate the rate of such tax and quantum of such tax included in the price. Failure to do so may result in ignoring of such offers summarily.

(d) If a Bidder is exempted from payment of any tax upto any value of supplies from them, he should clearly state that no such tax will be charged by him up to the limit of exemption which he may have. If any concession is available in regard to rate/quantum of any tax, it should be brought out clearly. Stipulations like, the said tax was presently not applicable but the same will be charged if it becomes livable later on, will not be accepted unless in such cases it is clearly stated by a Bidder that such tax will not be charged by him even if the same becomes applicable later on. In respect of the Bidders, who fail to comply with this requirement, their quoted prices shall be loaded with the quantum of such tax which is normally applicable on the item in question for the purpose of comparing their prices with other Bidders.

(e) Any change in any tax upward/downward as a result of any statutory variation in excise taking place within contract terms shall be allowed to the extent of actual quantum of such tax paid by the supplier. Similarly, in case of downward revision in any tax, the actual quantum of reduction of such tax shall be reimbursed to the Buyer by the Seller. All such adjustments shall include all reliefs, exemptions, rebates, concession etc. if any obtained by the Seller.


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PART IV – SPECIAL CONDITIONS OF RFP

The Bidders are required to give confirmation of their acceptance of Special

Conditions of the RFP mentioned below which will automatically be considered as part of the Contract concluded with the successful Bidder (i.e. Seller in the Contract) as selected by the Buyer. Failure to do so may result in rejection of Bid submitted by the Bidder. 1 Performance Guarantee. The Bidder will be required to furnish a Performance

Guarantee by way of Bank Guarantee through a public sector bank or a private sector bank

authorized to conduct government business (ICICI Bank Ltd., Axis Bank Ltd or HDFC Bank

Ltd.) for a sum equal to 10% of the contract value within 30 days of receipt of the confirmed

order. Performance Bank Guarantee should be valid up to 60 days beyond the date of

warranty. The specimen of PBG is given in Form DPM - 15 (Available in MoD website and can

be provided on request).

2. Option Clause. The period of initial contract will be for one year or as specified in

contract, which will be subject to further extension for a specified period of not more than two

years on year to year basis depending upon the satisfactory services as assessed by the

Government before the expiry of the contract on the same terms and conditions.

3. Repeat Order Clause. Not Applicable

4. Tolerance Clause. To take care of any change in the requirement during the period starting from issue of RFP till placement of the contract, Buyer reserves the right to 10% plus/minus increase or decrease the quantity of the required goods upto that limit without any change in the terms & conditions and prices quoted by the Seller. While awarding the contract, the quantity ordered can be increased or decreased by the Buyer within this tolerance limit. 5. Payment Terms. It will be mandatory for the Bidders to indicate their bank account numbers and other relevant e-payment details so that payments could be made through ECS/EFT mechanism instead of payment through cheques, wherever feasible. A copy of the model mandate form prescribed by RBI to be submitted by Bidders for receiving payments through ECS is at Form DPM - 11 (Available in MoD website and can be given on request). The payment will be made as per the following terms, on production of the requisite documents:- (a) The following components will be paid every month :-

(i) Wages paid as per the Minimum Wages promulgated by Delhi Govt for Delhi and NCT Region. (ii) Service Charges per month. (iii) EDLI & Admin Charges. (iv) Employer EPF share. (v) Employer ESI share.


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(b) Monthly payment will be made against following documents :-

(i) Contingent Bill.

(ii) Consolidated Bill by Vendor for items at Para 5 (a) above.

(iii) Form of Register of Wages-Cum-Muster Roll as per Form XVII countersigned by officer in charge or an officer nominated by him.

(iv) Photocopy of PBG.

(v) Copy of EPF and ESI challan of respective month along with details of

amount deposited in the account of employee.

(vi) Certificate duly signed by contractor and countersigned by Commandant,

Integrated Headquarters of Ministry of Defence (Army) Camp having paid

minimum wages to the worker.

(vii) Individual salary slips of employees.

(c) The contractor shall submit a consolidated monthly bill for the amount due for the services rendered during the preceding one month by the 05th of the month alongwith documents mentioned in Para 5(c) above. The payment for the services will be made to the contractor in arrears and no advance payment will be made to the contractor. The contractor shall also enclose a certificate on the bill of having paid minimum wages to the labourers as per rates promulgated by Govt. of Delhi. The payment will be made through Area Account Office, Delhi Cantt.

(d) Amount of Penalty / Risk Expense etc, if any will be deducted from the billing amount.

(e) The payment to the contractor will be made by Area Account Office, Delhi Cantt on post monthly basis subject ot satisfactory services during the period. The payment of statutory charges like EPF, EDLI, ESI will also be made to the contractor with monthly bill after submission of documentary evidence by the contractor to the effect that these charges have been deposited with the concerned Govt. authorities. The contractor is required to forward the details of EPF account No of employees within one month and copy of ESIC smart Card of all labourers within three months of award of contract.

(f) The contract rates shall be based on existing Minimum Wages promulgated by the Labour Department, Govt. of NCT of Delhi, and will be subject to revision on revision of Minimum Wages by Department of Labour, Govt. of NCT of Delhi for which intimation letter shall be submitted by the contractor along with copy of Govt. order to this effect. The payment to the contractor will be enhanced in accordance with revised minimum wages after approval of competent authority.

(g) As per MoF, Deptt of Revenue Notification No 30/2012-Service Tax dated 20 Jun 2012, Service Tex of 25% will directly be deducted by PCDA and remaining 75% will be payable by the contractor to the office of Asstt Commissioner of Service Tax.

6. Advance Payments. No advance payment(s) will be made.


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7. Paying Authority. The payment shall be released after scrutiny of the bills as

against the completion certificates signed by an authorized officer of the office of Integrated

Headquarters of Ministry of Defence (Army) Camp and pre-audited by Area Account Office,

Delhi Cantt”.

8. Penalty / Risk & Expense. In case, the contractor fails to carry out on any day, any of

the work mentioned in Para 2 of Part II or falls short in providing requisite manpower on

account of such breach pro rata recovery through Risk & Expense along with penalty equal to

1% of the total monthly charges everyday of absence / short supply of manpower will be

recovered from the monthly bill of the contractor. The quantum of recovery will be decided by

Commandant, Integrated Headquarters of Ministry of Defence (Army) Camp which will be

binding and final.

9. The customer will have the right to make good any shortfall in the services of the

contractor at his risk and cost by hiring manpower’s from outside agency, in addition to

deduction of penalty mentioned above from the monthly bill of the firm or from the PBG

submitted by the firm.

10. The customer shall be entitled to deduct from the pending bills of the contractor all such

sums of money as may be claimed by the Government in terms of herein mentioned clauses of

this agreement. The sum of money not covered by the amount of the said bills shall be liable to

be deducted from the Performance Bank Guarantee / Security Deposit of the firm.

11. Fall Clause. The following fall clause will form part of the contract placed on

successful Bidder –

(a) The price charged for the services supplied under the contract by the Seller shall

in no event exceed the lowest prices at which the Seller sells the services or offer to sell

services of identical description to any persons/Organisation including the purchaser or

any department of the Central government or any Department of state government or

any statutory undertaking the central or state government as the case may be during the

period till performance of all supply Orders placed during the currency of the rate

contract is completed.

(b) If at any time, during the said period the Seller reduces the sale price, sells or

offer to sell such services to any person/organization including the Buyer or any Deptt,

of central Govt. or any Department of the State Government or any Statutory

undertaking of the Central or state Government as the case may be at a price lower

than the price chargeable under the contract, the shall forthwith notify such reduction or

offer of services and the price payable under the contract for the services of such

reduction of sale or offer of the sale shall stand correspondingly reduced.

12. Force Majeure Clause

(a) Neither party shall bear responsibility for the complete or partial non

performance of any of its obligations (except for failure to pay any sum which has

become due on account of receipt of services under the provisions of the present

contract), if the non-performance results from such Force Majeure circumstances as


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Flood, Fire, Earth Quake and other acts of God as well as War, Military operation,

blockade, Acts or Actions of State Authorities or any other circumstances beyond the

parties control that have arisen after the conclusion of the present contract.

(b) In such circumstances the time stipulated for the performance of an obligation

under the present contract is extended correspondingly for the period of time of action of

these circumstances and their consequences.

(c) The party for which it becomes impossible to meet obligations under this contract

due to Force Majeure conditions, is to notify in written form the other party of the

beginning and cessation of the above circumstances immediately, but in any case not

later than 10 (Ten) days from the moment of their beginning. more than 6 (six) months,

either party hereto reserves the right to terminate the contract totally or partially upon

giving prior written notice of 30 (thirty) days to the other party of the intention to

terminate without any liability other than reimbursement on the terms provided in the

agreement for the goods received.

(d) If the contractor fails to carry out on any day, any of the work mentioned, without prejudice to any other right or remedy available under the law to the Government on account of such breach, pro rata recovery equal to @ 1 % of the monthly charges per day will be recovered from the monthly bill of the Contractor by the Contingency Sec of Adm & Coord Dte subject to maximum limit of 30 % (Total contract value).

(e) The ADG Adm & Coord reserves its right to terminate the contract at any time

without assigning any reason after giving a notice of one month. The Seller will not be

entitled to claim any compensation against such termination. However, while terminating

the contract, if any payment is due to the Seller for services already performed in terms

of the contract, the same would be paid to it as per the contract terms.

13. Statuary Obligations (Applicable in case of successful bidder)

(a) Minimum Wages. The contractor will ensure payment of either equal to or

more than minimum wages as per Minimum Wages Act, 1948 and as per the provisions

of the Contract Labour (Regulation and Abolition) Act, 1970, Contract Labour

(Regulation and Abolition) Cental Rules, 1971 and Delhi Contract Labour Rules, 1972

as revised from time to time to the manpower deployed by him. Non-adherence to the

Minimum Wages Act, 1948 will result in cancellation of the contract, forfeiting of

EMD/PBG and appropriate administrative action.

(b) EPF, ESI, EDLI. The amount of EPF, ESI, EDLI shall be quoted strictly as

per prescribed Govt. rates. However payment for these statutory obligations will be

made with monthly bills on production of documentary evidence to the effect that the

same has been deposited by the contractor in the concerned account.

(c) The contractor shall fix the wage period not exceeding one month to make

payment to the labourers employed by him and shall ensure payment before expiry of

the 7th day after the last of the wage period.


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(d) License. The successful tenderer will have to obtain and submit Licence

under Section 12 (I) of the Contract Labour (Regulation and Abolition) Act, 1970 issued

by Government of National Capital Territory of Delhi, for doing the work of providing

labour in Integrated Headquarters of Ministry of Defence (Army) Camp, Shankar

Vihar, Rao Tula Ram Marg, New Delhi – 110010, National Stadium, Lodi Road and

ABHM (JCOs/OR Living), SP Marg in New Delhi, within a maximum period of ninety

days from the date of award of contract. Failure to obtain and submit the License will

result to automatic termination of contract and the Government shall be at liberty to

recover losses, if any, from the Bank Guarantee/Performance Security of the Contractor.

(f) The contractor shall abide by the provisions of following acts :-

(i) Minimum wages Act 1948.

(ii) The Contract Labour (Regulation and Abolition) Act, 1970

(iii) Delhi Contract Labour (Regulation and Abolition) Act, 1972

(iv) Child Labour (Provision and Regulation) Act, 1986.

(v) Employees Provident Fund and Miscellaneous Provision Act, 1952

(vi) Any other Act/Rules/Policies promulgated by the Govt of India or Govt of NCT, Delhi in relation to employment of contractual labour

(g) Completing all other statutory obligations involving contractual labour will be the

sole responsibility of the contractor. It will be the sole responsibility of the contractor to

keep this office informed regarding submission of statutory formalities and their

complete or incomplete status. If it is not adhered to, it will be considered as breach of

contract.

14. Commandant, Integrated Headquarters of Ministry of Defence (Army) Camp will

nominate an authorized representative who will be present at the place and time of the

disbursement of the wages and the contractor shall ensure the disbursement of the wages in

the presence of the authorized representative. The place and time of disbursement shall

invariably be in the work premises and during the working hours of the office and the same

shall be intimated by the contractor in advance. The bill for casual labour services should be

furnished alongwith a copy of wage roll countersigned by the Commandant, Integrated

Headquarters of Ministry of Defence (Army) Camp.

15. It shall be the responsibility of the contractor to issue employment card to each labour

as per the prescribed format and to maintain the muster roll, the wage register and other

registers as provided in the Contract Labour (Regulation and Abolition) Act 1970 and Delhi

Contract Labour Rules, 1972.

16. The contractor shall arrange for such facilities as provided for in the Contract Labour

(Regulation and Abolition) Act and Delhi Contract Labour Rules, 1972 for the welfare and

health of the labour employed on the work.

17. The contractor agrees to indemnify the customer against all claims for compensation by

or on behalf of any workman employed by him in connection with this agreement for injury or

death by accident under the Workman Compensation Act (Act VIII of 1923).


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18. Police Verification. At all times, the contractor will be responsible to ensure/obtain

security clearance of the labourers engaged by him, from the respective Police Station under

whose jurisdiction the labourers reside. Police verification is to be submitted at least 10 days

prior to commencement of the Contract. The contractor will also ensure that no person

employed by him for Housekeeping services (including Internal and External conservancy) and

Specialised Floor Clearing has been/is involved in any activity against the interest of State. A

subsequent verification may be done by Station Headquarters, Delhi Cantt.

19 The contractor shall be responsible for all commissions and omissions on part of

manpower/labourer engaged for the purpose. Additional Director General (Administration and

Coordination), Quartermaster General Branch, Integrated Headquarters of Ministry of Defence

(Army), shall not be responsible in any manner, whatsoever, in matters of health/injury/death

etc. of the contractor’s employees while performing duties under this contract.

20. The contractor shall be obliged and solely responsible to comply with all statutory

security requirements in respect of manpower engaged by the Firm and Integrated

Headquarters of Ministry of Defence (Army) shall not be a party to any dispute arising out of

such deployment by the contractor.

21. The manpower deployed by the contractor under this contract shall be the employee of

the contractor and in no circumstances shall ever have any claim of employment with the

Integrated Headquarters of Ministry of Defence (Army).

22. Responsibility of payment of wages as per Section 21 of Contract Labour

(Regulation and Abolition) Act , 1970. The contractor shall make payment to the contract

labour employed on monthly basis under the contract in the presence of Comdt, IHQ of MoD

(Army) Camp or an officer nominated by him in the premises of IHQ of MoD (Army) Camp

Complex on or before the 7th of every month on a date mutually convenient to both the parties.

The payment in any case shall not be delayed beyond the 7th day of the following month. In

case the contractor fails to make payment of wages with the period or makes short payment,

Comdt, IHQ of MoD (Army) Camp reserves the right to make payments to the contract labour

by deducting from any amount payable to the contractor under any contract or as debt payable

by the contractor. Moreover, in regard to payment to labourers the contractor will liable to

follow the directions issued by Govt from time to time.

23. Registers and other Records to be maintained by the contractor as per Contract

Labour (Reg and Abo) Central Rules, 1971. The registers and records that will be

maintained by Contractor are as follows :-

Ser No

Action Form Rules

(a) Maintain register of persons employed Form XIII Rule 74 (b) Employment Card to be issued within three

days of employment to each worker Form XIV Rule 76

(c) Service Cert to be issued to every worker on termination of employment for any reason

Form XV Rule 77

(d) Muster Roll Form XVI Rule 78 (1)(a)(i) (e) Register of wages Form XVII Rule 78(1)(a)(i) (f) Wage slip will be issued to each worker on the

day the wages is paid in the presence of the Form XIX Rule 78 (1)(b)


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representative of the Principal Employer. (g) Register of deductions of damage or loss Form XX Rule 78(1)(a)(ii) (h) Register of fines Form XXI Rule 78(1)(a)(ii) (j) Register of advance Form XXII Rule 78(1)(a)(ii)

(k) Register of overtime Form XXIII Rule 78(1)(a)(ii) (l) Half yearly return Form XXIV Rule 82(1)

24. Warning Clause. In case any complaint is received from users, the following

penalty will be imposed in addition to deduction of amount equivalent to deficiency in manpower

deployment :-

(a) First Complaint - Written warning.

(b) Second Complaint - Show cause notice.

(c) Third Complaint - Deduction of as per Para 8 of Part III.

(d) Fourth Complaint - Issue of Show Cause notice for termination

of contract and PBG of the contract will be

forfeited

25. Termination Clause. The contractor shall have the option to terminate the contract at

any stage, by giving clearly 90 days notice in advance. Comdt, IHQ of MoD (Army) Camp, shall

have the right to terminate the contract at any stage, without assigning any reason whatsoever

with 30 days notice.

26. Settlement of Disputes/Differences. In the case of any dispute or difference which

may, at any time during and after the contract, be arising between the parties hereto in respect

of any of the matter of the Agreement, such dispute or difference shall be referred to the

arbitration of the Quartermaster General, Integrated Headquarters of Ministry of Defence

(Army) or any other person he may appoint on his behalf. The decision of such arbitrator shall

be final and binding on the parties thereto. The provisions of Arbitration and Conciliation Act,

1996 and the rules there under shall be deemed to apply to the arbitration proceedings under

this clause. The award of the arbitrator shall be enforceable in Delhi/New Delhi Courts only.

27. Rates must be quoted clearly and total value should also be indicated in words.

28. Submission of the tender by a tenderer shall be taken to signify his acceptance of the

above terms and conditions. Alterations, overwriting or erasing of any terms and conditions is

not permitted.

29. Uniform. The conservancy staff deployed by the contractor shall be in distinct/neat uniform including dangri/shirt/trouser alongwith cap and pair of canvass shoes for men and distinct suit with apron for women conservancy staff, with logo of the firm embossed.

30. In case of contractor failing to arrange proper uniform as specified in Para 25 for his conservancy staff or failing to make payment within stipulated time i.e. by 7th of the month contract may be terminated under the provision of the contract


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PART V – EVALUATION CRITERIA & PRICE BID ISSUES 1. Evaluation Criteria. The broad guidelines for evaluation of Bids will be as follows:-

(a) Only those Bids will be evaluated which are found to be fulfilling all the eligibility and qualifying requirements of the RFP, both technically and commercially. (b) In respect of Two-Bid system, the Qualifying Bids forwarded by the Bidders will be evaluated by the board of officers with reference to the qualifying characteristics of the services as mentioned in the RFP. The compliance of Technical Bids would be determined on the basis of the parameters specified in the RFP. The Commercial Bids of only those Bidders will be opened whose Technical Bids would clear the qualifying evaluation. (c) The Lowest Bid will be decided upon the lowest price quoted by the particular Bidder as per the Commercial Bid format given at Appendix ‘C’ to this tender enquiry / RFP. All columns of the Commercial Bids shall be filled in by the bidder and no column should be left blank failing which his bid will be rejected. (d) No document is required to be attached with the commercial bid. Bidders are advised to quote the prices keeping the bye-laws in vogue concerning with the present tender. Unreasonably inflated or deflated bids may be avoided. Cutting/alteration made in the tender shall render it invalid. The board of officers reserves the absolute right to reject the tender without assigning reason whatsoever it may be. (e) If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price will prevail and the total price will be corrected. If there is a discrepancy between words and figures, the amount in words will prevail for calculation of price. (f) The Lowest Acceptable Bid will be considered further for placement of contract/Supply Order after complete clarification and price negotiations as decided by the customer.

2. Service Charges, Materials Machineries & Uniforms

(a) Service charges are to be quoted as a whole amount for one month which may

include the various components like stationer, pay bill generation & correspondence for

EPF & ESI, correspondence for maintenance of attendance etc, maintenance of register

& correspondence for labour commissions as per CLRA 1970, telephone charges,

Profit, Rent, Electricity Charges, uniform and other overhead expenses.

(b) A board of officers will fix a reasonable service charge for the said contract.

(c) The board of officers will also fix the reasonable cost of cleaning material and

hiring of machineries & uniform required for the said contract.

(d) Any quotation below 50% of service charge fixed by the board will be rejected

commercially.


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(e) Any quotation below 80% of the cost of cleaning material and hiring of

machineries fixed by board will be considered unreasonable and rejected commercially.

(f) The reasonable service charge, cleaning material, hiring of machineries &

uniform will be announced at the time of opening of commercial bids.

(g) The tenders of the firms quoting unreasonable low service charges, cost of

cleaning material, hiring of machineries and standard statutory components issued by

Delhi Govt. will not be entertained and may be delisted from the given range of the

services.

(h) The L1 firm will be the lowest acceptable quote other than those disqualified vide

Para (b) to (g) above.


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Appendix ‘A’ (Ref Para 7 of Part I)

LETTER FOR SUBMISSION OF TENDER To Commandant, Integrated HQ of MoD (Army) Camp Rao Tula Ram Marg (Shankar Vihar) New Delhi – 110010 Sub: Outsourcing of Housekeeping Services (Including Internal and External

Conservancy) and Specialized Floor Clearing for various camps of Integrated

Headquarters of Ministry of Defence (Army) located at Rao Tula Ram Marg (Shankar

Vihar), National Stadium, Lodi Road and ABHM (JCOs/OR Living) SP Marg in New Delhi

Sir, 1. Having examined the details given in the invitation to bidder for qualification and brief note, the condition of contract, Specification and bill of quantities for the execution of above named work, we the undersigned, offer to execute and complete such delivery and remedy any defects therein in conformity with the conditions of contract, Specifications, Bill of Quantities and quoted amount in accordance with the said conditions. 2. We hereby certify that all the statements made and information supplied in the enclosed Tender Document and accompanying statements are true and correct. 3. We have furnished all information and details necessary for qualification and have no further pertinent information to supply. 4. We hereby apply for qualification for “providing Housekeeping Services (Including Internal and External Conservancy) and Specialized Floor Clearing for various camps of Integrated Headquarters of Ministry of Defence (Army) located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodi Road and ABHM (JCOs/OR Living) SP Marg in New Delhi”. 5. We undertake, if our Tender is accepted, to commence conservancy services as per the scope of services stated in the Tender Document. 6. We agree to abide by this Tender for the period of 180 days from the date of opening the Technical Bid and it shall remain binding upon us and may be accepted at any time before the expiration of that period. 7. We enclosed here with Cross Demand Draft (DD) / Bank Guarantee amounting to Rupees (in words) i.e. Rs. (in figures) towards Earnest Money Deposit or we are enclosing the valid registration certificate of ___________________________________________.


25


8. We enclose here with DD in favour of P ub l i c Fund , I n tegr a ted He adquar te rs o f MoD ( Arm y) C am p Rupees (in words) i.e. Rs. (in figures) towards Tender fees. 9. Unless and until a formal Agreement is prepared and executed this Tender, together with your written acceptance thereof, shall constitute a binding contract between us. 10. We understand that you are not bound to accept the lowest or any tender you may receive. Dated this day of 2014 Signature in the capacity of _______________________ Enclosures

1

2

3

4

5


26


Appendix ‘B’

(Ref Para 2 of Part I)

QUALIFYING BID FORM FOR OUTSOURCING OF HOUSEKEEPING SERVICES

(INCLUDING INTERNAL AND EXTERNAL CONSERVANCY) AND SPECIALISED FLOOR

CLEARING FOR VARIOUS CAMPS OF INTEGRATED HEADQUARTERS OF MINISTRY OF

DEFENCE (ARMY) LOCATED AT RAO TULA RAM MARG (SHANKAR VIHAR), NATIONAL

STADIUM, LODI ROAD AND ABHM (JCOs/OR LIVING) SP MARG IN NEW DELHI 1. Tender addressed to : The President of India 2. Tender submitted to : Comdt

IHQ of MoD(Army) Camp Shankar Vihar, Rao Tula Ram Marg New Delhi - 110010

3. Name of the Firm, Registered ___________________________________ address with telephone _____________________________________ numbers ,Present address with _____________________________________ telephone numbers _____________________________________ 4. Time, date and place for : 1500 hours on 16 Dec 2014 opening of Qualifying Bid In the Conference Hall of IHQ of MoD(Army) Camp Shankar Vihar, Rao Tula Ram Marg New Delhi – 110010 5. Checklist of the documents to be submitted as part of submission of Technical Bid :- Ser No

Document / Certificate Reference Para / Clause & Section

Attached Yours Page No

Remarks

(a) Letter for submission of tender as per Appendix ‘A’

Para 7 of Part I Yes / No

(b) Permanent Account Number (PAN) Self attested photocopy to be enclosed

Para 7 (a) of Part II

Yes / No

(c) Yearly Income Tax Return ( Self attested photocopy of Income Tax Return filed for the last three Assessment Years duly receipted by Income Tax Office to be enclosed)

Para 7 (b) of Part II

Yes / No

(d) Self attested photocopy of Certificate of registration with Central Excise Department

Para 7(c) of Part II

Yes / No / Not Applicable

(e) Self attested photocopy of Certificate registration with Regional Provident Fund Commissioner

Para 7(d) of Part II



27


Ser No

Document / Certificate Reference Para / Clause & Section

Attached Yours Page No

Remarks

(f) Self attested photocopy of Certificate of registration with Employees State Insurance Corporation

Para 7(e) of Part IV

Yes / No

(g) Proof of having executed similar works in last three calendar years amounting to not less than 65,00,000/- per annum with at least two Govt Departments / Public Sector Undertakings / Semi Govt Departments along with its work completion certificates

Para 7(f) of Part II

Yes / No

(h) Financial statement audited by charted accountant for the last three financial years not less than Rs. 1 crore.

Para 7(g) of Part II

Yes / No

(j) Registration certificate with Ministry of Labour for hiring casual labour

Para 7(h) of Part II

Yes / No

(k) Certificate on non judicial stamp paper for non termination of contract in the last three years.

Para 7(j) of Part II

Yes / No

(l) Power of Attorney or Sole Proprietary Certificate

Para 7(k) of Part II

Yes / No

(m) Tender document signed and stamped on each page

Para 8(a)&(c) of Part II

Yes / No

(n) EMD of Rs.5,00,000/-lac or Valid Certificate of exemption for payment of EMD

Para 14 of Part I


(o) Cheque of Rs. 500/- enclosed with the tender documents for tender form if downloaded from website

Para 15 of Part I

Yes / No

(p) Cutting/alteration are authenticated by sign of authorized signatory

Para 13 of Part II

Yes / No

6. Declaration by the bidder :-

(a) It is verified that all the certificates/permissions/documents are valid and current as on date and have not been withdrawn / cancelled by the issuing authority.

(b) I / We further undertake to produce on demand the original certificate / permission / document for verification at any stage during the processing of the tender.

Date : Name of the Bidder : Place : Designation :


28


Appendix ‘C’ (Ref Para 2 of Part I)

COMMERCIAL BID FORM FOR OUTSOURCING OF HOUSEKEEPING SERVICES

(INCLUDING INTERNAL AND EXTERNAL CONSERVANCY) AND SPECIALISED FLOOR

CLEARING FOR VARIOUS CAMPS OF INTEGRATED HEADQUARTERS OF MINISTRY OF

DEFENCE (ARMY) LOCATED AT RAO TULA RAM MARG (SHANKAR VIHAR), NATIONAL

STADIUM, LODI ROAD AND ABHM (JCOs/OR LIVING) SP MARG IN NEW DELHI 1. Tender addressed to : The President of India

2. Tender submitted to : Commandant IHQ of MoD(Army) Camp Shankar Vihar, Rao Tula Ram Marg New Delhi – 110010 3. Name of the Firm, Registered ___________________________________ address with telephone _____________________________________ numbers ,Present address with _____________________________________ telephone numbers _____________________________________ 4. Rates offered (inclusive of taxes, if any, with breakdown)

Ser No

Description Labour (Unskilled) (Rates per month)

Supervisor(Matriculate but not graduate) (Rates per month)

(a) Wages

(b) EPF,EDL & Adm (13.61%) on wages or Rs 15,000/- being upper ceiling of the Govt whichever is less.

(c) ESI @ 4.75% of wages

(d) Service Tax @ 12.36% (e) Administrative / Service Charges @

___ on total of Ser (a) to (d) including cost of uniform and other items as per Para 29, Part IV of RFP

(f) Any other charges (g) Consolidated rate per month

(h) Cost for providing 89 unskilled labour and 06 supervisors per month

(j) Cost of cleaning material for one month

(k) Cost of Hiring of Machinery for one month

(l) Total (S/No (h) to (k))

(m) Grand total for one year Grand Total in Words __________________________________________________

5. The minimum wages to be strictly quoted as per the current rates promulgated by Delhi Govt and other statutory components i.e. ESI & EPF including EDLI and Administrative charges shall be quoted strictly as per prescribed Govt. rates as mentioned above.

6. Quoting the service charge, cost of cleaning material and hiring of machineries to be followed as per Para 2 of Part V of RFP Office Seal Date : (Signature of the Tenderer)

Place : Proprietor/Partner


29


Annexure-I (Refer Para 4 of Part II of RFP)

DETAILS OF MACHINES REQUIRED TO CARRY OUT DUTIES

Ser

No

Particulars Quantity

1. Wet & Dry Scrubbing Dry 03

2. Single Disc Scrubbing Machine 04

3. Wet/Dry Vaccum 04

4. High Jet Pressure 02


30


Annexure-II (Refer Para 4 of Part II of RFP)

MINIMUM REQUIREMENT OF ESSENTIAL SANITARY MATERIAL FOR BLOCKS / BUILDINGS

Ser

No

Items Qty

required

per month

Unit Remarks

1. Acid (40 ltrs) 1 Can

2. Bleaching Powder (25Kg /1 bag) 1 Bag

3. Bucket Plastic 16 Ltr 16 Nos

4. Cetronila 7 Nos

5. Chock Pump Unique 6 Nos

6. Colin 500 ml 30 Nos

7. Cleanzo 5 ltr 40 Can

8. Dettol liquid Soap 250 ml 10 Nos

9. Dust control mop big 60 cm 6 Nos

10. Duster floor (30x30) Special 12 Doz

11. Duster white (30x30) 10 Doz

12. Duster yellow 27x27 1 Doz

13. Dettol soap 75 gm 30 Nos

14. Dustpan 15 Nos

15. Hand Brush round 10 Pcs

16. Hard broom 500gm 20 Nos

17. Harpic 500gm 45 Nos

18. Harpic tab 6 Pcs

19. Hockey brush unique 15 Nos

20. Hit 12 Nos


31


Ser

No

Items Qty

required

per month

Unit Remarks

21. Jala brush 5 Pc

22. Juna plastic 6 Doz

23. Lizol 15 Nos

24. Mug 1.5 ltr 15 Pcs

25. N. Ball Bengal 5 Kg

26. Odonil 50 gm 70 Pcs

27. Phenyl black 7 Cane

28. Platform brush 6 Pcs

29. Road broom 35 Pcs

30. Room freshner premium 12 Nos

31. Soft broom 500gm 60 Pcs

32. Steel wool 8 Pcs

33. Teepol 10 ltr 3 Can

34. Urinal cube 400gm Homocol 12 Pcs

35. Vim popular 60 Pkts

36. Wheel detergent 40 Pkts

37. Wiper Mr clean big with handle 8 Nos

38. Wiper supreme 10 Nos

Note : Acid, Soda or any corrosive material will not be used for cleaning floor. Contractor will be liable to pay damages occurred in case of any corrosive material used for cleaning of marble/tile flooring, slabs or cleaning of sanitary fittings as decided by Commandant, IHQ of MoD(Army) Camp Shankar Vihar.


32


Annexure-III (Refer Para 7 (f) of Part II of RFP)

NAME OF THE OFFICER AND DESIGNATION

Government of India/ PSU/Pvt Undertaking

_________________ _________________ _________________

Dated ____________

PERFORMANCE CERTIFICATE This is to certify that M/s _____________________________ has rendered ___________services in Ministry/Department/Office ____________________ (Building Name) during the period _____________________. The value of the total services provided for the respective years was Rs. __________, Rs. ____________, and Rs. ___________. The nature of the services involved _______________________________________. The performance of the company had been found satisfactory and they had provided services as per contractual obligations.

(Name of Officer)

Designation


33


Annexure-IV (Refer Para 7 (k) of Part II of RFP)

FORMAT FOR POWER OF ATTORNEY

(To be submitted on Non Judicial Stamp Paper) Know all men by these presents, we . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (name and address of the registered office) do hereby constitute, appoint and authorize Mr /Ms . . . . . . . . . . . . . (name and residential address) as our true and lawful attorney, to do in our name and on our behalf, all such acts, deeds and things necessary in connection with or incidental to submission of our Tender for “Outsourcing of housekeeping services (including internal and external conservancy) and special floor clearing for various camps of Integrated Headquarters of Ministry of Defence (Army) Camp located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodi Road and ABHM (JCOs/OR Living) SP Marg in New Delhi”, including signing and submission of the Tender and all documents specified in the Tender Document, including, undertakings, letters, certificates, acceptances, clarifications, guarantees, etc, making representations to the Office of Comdt, IHQ of MoD(Army) Camp, Shankar Vihar, Rao Tula Ram Marg, New Delhi – 110010 and providing information /responses to the Office of Comdt, IHQ of MoD(Army) Camp, Shankar Vihar, Rao Tula Ram Marg, New Delhi – 110010, representing us in all matters before the Office of Comdt, IHQ of MoD(Army) Camp, Shankar Vihar, Rao Tula Ram Marg, New Delhi – 110010 and generally dealing with the Office of Comdt, IHQ of MoD(Army) Camp, Shankar Vihar, Rao Tula Ram Marg, New Delhi – 110010 in all matters in connection with our Tender for the said Project. WE HEREBY AGREE TO RATIFY ALL ACTS, DEEDS AND THINGS LAWFULLY DONE BY OUR SAID ATTORNEY PURSUANT TO THIS POWER OF ATTORNEY AND THAT ALL ACTS, DEEDS AND THINGS DONE BY OUR AFORESAID ATTORNEY SHALL AND SHALL ALWAYS BE DEEMED TO HAVE BEEN DONE BY US. ALL THE TERMS USED HEREIN BUT NOT DEFINED SHALL HAVE THE MEANING ASCRIBED TO SUCH TERMS UNDER THE TENDER DOCUMENT. SIGNED BY THE WITHIN NAMED _____________________(INSERT THE NAME OF THE EXECUTANTS (S)] THROUGH THE HAND OF MR ______________ DULY AUTHORIZED SIGNATORY DATED THIS ____ DAY OF 2014 BEFORE ME, NOTARY ACCEPTED . . . . . . . . . (SIGNATURE) (NAME, TITLE AND ADDRESS OF THE ATTORNEY) NOTE : THE MODE OF EXECUTION OF THE POWER OF ATTORNEY SHOULD BE IN ACCORDANCE WITH THE

PROCEDURE, IF ANY, LAID DOWN BY THE APPLICABLE LAW AND THE CHARTER DOCUMENTS OF THE

EXECUTANTS AND WHEN IT IS SO REQUIRED THE SAME SHOULD BE UNDER COMMON SEAL. AFFIXED IN

ACCORDANCE WITH THE REQUIRED PROCEDURE.


34


NEWSPAPER ADVERTISEMENT MATERIAL

INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE (ARMY)

TENDER NOTICE

TENDER DOCUMENTS FOR HOUSEKEEPING SERVICES (INCLUDING INTERNAL AND

EXTERNAL CONSERVANCY) AND SPECIALISED FLOOR CLEARING FOR VARIOUS

CAMPS OF INTEGRATED HEADQUARTERS OF MINISTRY OF DEFENCE (ARMY)

LOCATED AT RAO TULA RAM MARG (SHANKAR VIHAR), NATIONAL

STADIUM, LODI ROAD AND ABHM (JCOs/OR LIVING), SP MARG IN NEW DELHI

1. Sealed Tenders are invited in two bid system ie Qualifying Bid and Commercial Bid from interested Firms for award of annual contract for Hiring of Housekeeping Services (including internal and external conservancy) and specialized floor cleaning services for offices of various camps of Integrated Headquarters of Ministry of Defence (Army) Camp located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodhi Road and ABHM (JCOs/OR living) in New Delhi. Tender should be addressed to Commandant, Integrated Headquarters of Ministry of Defence (Army) Camp Shankar Vihar, Rao Tula Ram Marg New Delhi - 110010 (Telephone No – 26140086) and reach/dropped latest by 1200 hours on 16 Dec 2014, in the tender box at Main Gate, Integrated Headquarters of Ministry of Defence (Army) Camp Shankar Vihar, Rao Tula Ram Marg New Delhi - 110010. Qualifying bids will be opened at 1500 hours on the same day in the Conference Hall, Integrated Headquarters of Ministry of Defence (Army) Camp, Shankar Vihar, Rao Tula Ram Marg New Delhi – 110010.

2. Tender forms can be obtained from the office of Integrated Headquarters of Ministry of Defence (Army) Camp, Shankar Vihar, Rao Tula Ram Marg New Delhi – 110010 between 1400 hours to 1600 hours on all working days paying Rs 500/- (Rupees five hundred only) (non refundable) through Demand Draft/Pay Order payable at New Delhi, in favour of Public Fund, Integrated Headquarters of MoD (Army) Camp. 3. Tender Enquiry is also available on Ministry of Defence website www.indianarmy.nic.in.


35


Annexure-V

(Refer Para 7 (j) of Part II of RFP)

CERTIFICATE

(To be submitted on Non Judicial Stamp Paper)

I, ____________________________________________________________________

(Name, designation & address) of the firm ______________________________________

(Name & address of the register office) hereby declare that our contracts have not been

terminated before completion of contract or the firm has not been debarred/blacklisted/banned

by any Govt. department/autonomous body in the last three years. In case of default, EMD

submitted by our/my firm for “various Camps of Integrated Headquarters of Ministry of

Defence (Army) located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodhi

Road and ABHM (JCOs/OR Living) in New Delhi.”, may be forfeited.

SIGNED BY THE WITHIN NAMED _____________________(INSERT THE NAME OF THE EXECUTANTS (S)] THROUGH THE HAND OF MR ______________ DULY AUTHORIZED SIGNATORY DATED THIS ____ DAY OF 2014 BEFORE ME, NOTARY ACCEPTED . . . . . . . . . (SIGNATURE) (NAME, TITLE AND ADDRESS OF THE ATTORNEY)


36


Annexure-VI

(Refer Para 7 (k) of Part II of RFP)

SOLE PROPRIETOR CERTIFICATE (To be submitted on Non Judicial Stamp Paper)

I, ____________________________________________________________________

(Name & address) am the sole proprietor of the firm _________________________________

(Name & address of the register office). I will be solely responsible for all such acts, deeds and

things necessary in connection with or incidental to submission of our Tender for “outsourcing

housekeeping services for various Camps of Integrated Headquarters of Ministry of

Defence (Army) located at Rao Tula Ram Marg (Shankar Vihar), National Stadium, Lodhi

Road and ABHM (JCOs/OR Living) in New Delhi.”, including signing and submission of the

Tender and all documents specified in the Tender Document, including, undertakings, letters,

certificates, acceptances, clarifications, guarantees, etc, making representations to the Office of

ADG Adm & Coord and providing information /responses to the Office of ADG Adm & Coord,

representing us in all matters before the Office of ADG Adm & Coord and generally dealing with

the Office of ADG Adm & Coord in all matters in connection with our Tender for the said Project

Date : 2014 Signature of the Proprietor