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Mumbai South Zone Mumbai Main Branch Building

70-80, MG Road, Fort Mumbai- 400 001

Tel No-22633190

TENDER FOR

Annual Maintenance Contract for Facility Management and House Keeping service at Bank of

India, Mumbai(Main) Branch Building,70/80 M.G.Road,Fort, Mumbai

Issued to M/s.________________________________ ___________________________ ___________________________ ___________________________ 1) Last Date of submission of Tender: 19.10.2020 up to 15:00 HRS 2) Opening of Cover-I: 19.10.2020 at 16:00 HRS 3) Opening of Cover-II: Shall be informed accordingly

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Mumbai South Zone

Administration & Services Department, Bank of India building, First floor, 70-80 MG Road

Mumbai-400 001 Ph.-022-22633190

E-Mail : Mumbaisouthzone.Asd@bankofindia.co.in

HO/CSD/RLB/20-21/ Date: 05.10.2020

Notice of Invitation of Tender

To M/s._____________________________ _________________________________ _________________________________ Dear Sirs,

Tender for Annual Maintenance Contract for Facility Management and Housekeeping services in the Bank of India Building, 70-80, MG Road, Fort, Mumbai

Bank of India hereby invites tender for the above work. Tender Document can be obtained from the address mentioned below up to 19.10.2020 up to 11.00 hrs or same can be downloaded from our website www.bankofindia.com. The applicant should pay application form cost of Rs.2000/- by DD only favoring Bank of India, payable at Mumbai,

along with tender, kept in separate cover.

The Zonal Manager, Mumbai South Zone Administration & Services Department,

Bank of India Building, First floor, 70-80 MG Road, Fort

Mumbai – 400 001 2. Submission of Bids :

The bidder should submit the bid in one sealed main cover containing two separate

sealed covers and these two covers shall be superscribed as “Cover-I” (Technical Bid) and “Cover-II”( Financial Bid) respectively.

a) The bidder should clearly write on cover – I the words “Technical Bid for

Annual Maintenance Contract for Facility Management and Housekeeping services” at Bank of India Building – 70-80, MG Road, Fort, Mumbai. The said

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cover shall contain Part-I i.e. Technical bid and conditions/clarifications etc. if any, which the tenderer may put in relation to the tender. The earnest money deposit amounting to Rs.2,00,000/- (Rupees Two lakh only) in the form of Bank Demand Draft / pay order on any scheduled Bank drawn in favour of Bank of India should be submitted in cover-I of the tender. No other mode of payment will be accepted.

b) The bidder should clearly write on cover – II the words “Financial Bid for Annual Maintenance Contract for Facility Management and Housekeeping services” at Bank of India Building – 70-80, MG Road, Fort, Mumbai. Any condition mentioned in the cover shall be taken as Nil and it will not be taken into consideration for evaluation of the tender.

c) These two covers should be sealed in main cover. The bidder should clearly write on main cover the words “Bid for Annual Maintenance Contract for Facility Management and Housekeeping services” at Bank of India Building – 70-80, MG Road, Fort, Mumbai.

3. All the covers shall be addressed to

The Zonal Manager, Mumbai South Zone Administration & Services Department,

Bank of India Building, First floor, 70-80 MG Road, Fort

Mumbai – 400 001

4. If the envelopes are not sealed and marked as mentioned above, Bank of India shall assume no responsibility for the misplacement or premature opening of the bid.

5. Time and Date of Submission of Tender – Main cover : On or before 15:00 hrs on

dated 19.10.2020. .

6. Tender shall be valid for the period of 180 days from the date of opening of cover II (Financial Bid) of the tender, and it shall remain binding upon the bidder and may be accepted at any time before the expiry of such period. EMD will be forfeited if the bidder withdraws the offer before expiry of the said period.

7. Contract Period : Initial period of 12 months from date of commencement of work and subsequent extension of contract, if any will be by mutual negotiations between the Bank and Maintenance Contractor. The bidder shall quote rates for 3 years on monthly basis. The Bank reserves the right of not extending the contract beyond the said contract

period.

8. Time and date of opening of tender :Technical Bid (Cover-I) will be opened on

19.10.2020 at 15:00 Hrs. Financial Bid (Cover-II) will be opened subsequently.

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9. The Bank discourages the stipulation of any conditions by the tenderer. However, in case the tenderer wishes to include any condition/clarification/covering letter while tendering for the work, the same will have to form part of technical bid and submit the same in duplicate in a separate sealed cover (Cover I). The technical bid together with clarifications, conditions, etc. if any will be examined and the conditions that are acceptable to the bank will be intimated to the tenderers.

10. The Bank is not bound to accept the lowest or any tender and reserves the right to accept or reject any or all tenders, either in whole or in part without assigning any reason whatsoever for doing so.

Yours faithfully,

ZONAL MANAGER MUMBAI SOUTH ZONE

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QUALIFICATION CRITERIA FOR PARTICIPATING IN TENDER PROCESS

Average Annual Financial turnover during last 3 years, ending 31st March, 2020 should be at least Rs. 4 crore. Bidder should submit their banker’s certificate of their worth.

i) Experience of successfully carrying out similar work (high rise commercial

building ) for last 5 years, till year ending 31.03.2020 and should be either of following.

Three similar “work” costing not less than Rs.1 crore

Or Two similar “work” costing not less than Rs. 1.2 crore Or One similar “work” not less than Rs.2.00 crore

(“Similar work” means housekeeping and maintenance of high rise commercial buildings).

iii) The vendor should have a well established setup in Mumbai / Navi

Mumbai/Thane with official address & the proof of the same to be submitted along with Cover-1. They should also submit their banker’s certificate of their worth inside cover-1

iv) The vendor should be ISO certified company. v) The vendor should have minimum two sites on hand within Mumbai / Navi

Mumbai/Thane where the vendor is doing the job of housekeeping and Facility management.

Note: Please submit above required documentary evidence only along with copy of

audited financials for the work successfully completed which fulfill the aforesaid criterion with proper index for easy scrutiny.

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INSTRUCTIONS TO APPLICANTS 1. Intending applicants are required to submit their applications with full bio-data giving details about their organization, experience and qualified personnel in their organization, competence and adequate evidence of their financial standing etc. in the enclosed form which will be kept confidential. 2. While deciding upon the selection of contractor emphasis will be given on the ability and competence of applicants to do quality work within the specified time schedule. 3. Decision of the Bank as regard to enlistment of contractor will be final. The Bank is not bound to assign any reason therefor. 4. Each page of the application shall be signed. The application shall be signed by person / persons on behalf of the organization having necessary Power of Attorney to do so. 5. If the space in the proforma is insufficient for furnishing full details, such information may be supplemented on separate sheets of paper, stating therein the part of the proforma and serial number. Separate sheets shall be used for each part. 6. Applications containing false and / or inadequate information are liable for rejection. 7. Clarifications, if any required, may be obtained from Mumbai South Zone, Administration & Services Department. 8. The minimum general pre-qualification criteria is enclosed. The Contractor shall enclose with the application details of scope of work carried out in hand and furnish documentary evidence in support of the same. The documentary evidence shall be copy of Work Order and clients’ certificate. The carpet area of the building should be clearly stated therein.

9. The Bank reserves the right to reject any or all applications without assigning any reasons therefor. 10. There will be inspection of existing sites of the vendor in Mumbai by the Bank officials before opening of Price Bid to enlist the firm. 11. Minimum Wages Act of Central Government and any such similar legislation to be kept in mind while quoting the bid.

Accepted

Signature of the Applicant Address/Seal

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Mumbai South Zone

Administration & Services Department, Bank of India building, First floor, 70-80 MG Road

Mumbai-400 001 Ph.-022-22633190

E-Mail : Mumbaisouthzone.Asd@bankofindia.co.in

Part – 1 Basic Information:

1. Name of the Applicant and address of the Registered Office:

Phone No. : Fax No. : E-Mail : Website if any: Address :

2. Year of Establishment:

(Enclose documentary evidence)

3. Type of organization (whether sole proprietorship, partnership, Private Ltd. or Co-operative body etc.)

4. Name of the Proprietor /Partners / Directors of the Applicant with address and phone

numbers. (a) (b) (c) (d)

5. Details of Registration – Whether partnership Firm, Company etc. Name of Registering Authority, Date and Registration number .

6. Whether license from Labour Dept. under section 9 and 12 of the Contract Labour Act 1970 is available. (photocopies of Registration Certificate/License is compulsory).

7. Whether registered with Government / Semi-Government / Municipal Authority or any

other Public Organisation and if so, in which class and since when ?

8. No. of years experience in the relevant field.

9. Details of contract in hand/executed recently giving name / address of client (s), list of duties, number of employees provided, charges being paid etc. (details to be given in separate sheet along with documentary evidence)

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10. (i) Furnish latest Income Tax Clearance Certificate (ii) Pan no (iii) Tan no (iv) GST Registration No.

11. Yearly turnover of the Year Gross turnover(crore) should be at least Rs. 4 crore

Organization during Last 3 2017-18 years (Year-wise) 2018-19

2019-20 Please highlight key figures including turnover in the audited Balance sheet

12. Total number of employees on roll (Details to be attached)

13. Details of machines owned for Cleaning of floor with proof of purchase.

14. Brief details of pending legal disputes

15. Number of supplementary sheets attached.

16.Give reference of two Respectable Officers with Designation from Govt./Semi Govt. / Public Sector Corporation Office with addresses and phone numbers.

Signature of the Applicant NOTES:

1. The basic Information has to be furnished in this format. 2. Information shall be restricted to the Applicant. If any relevant data concerning the

Group of Companies to which the Applicant belongs is desired to be given, the same shall be given separately in a supplementary sheet.

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3. Part 2 : Work capability and previous experience (as per the criteria) a) List of important assignment completed by the organization during last 5 years for a commercial / institutional high-rise building *Three similar “work” costing not less than Rs.1 crore Or Two similar “work” costing not less than Rs. 1.2 crore Or One similar “work” not less than Rs.2.00 crore (“Similar work” means housekeeping and maintenance of high rise commercial buildings).

Sr. NO.

Location of the work

& Name of Organization

Mumbai / Navi Mumbai/Thane

only

Carpet Area of the

Building

Contract Amount

(Rs) * As

mention only

Year of Contract

Contract period

Name & Contact No. of of the

client along with certified copy of

work successfully Completed.

1 2 3 4 5 6 7

Documentary evidence of the above to be enclosed

Data without related documentary evidence will not be considered.

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b) List of jobs/Contract IN HAND of a Commercial /institutional high-rise building

(Maintenance and Housekeeping) * The vendor should have minimum two sites on hand within Mumbai / Navi Mumbai/Thane where the vendor is doing the job of housekeeping and maintenance.

Sr. NO.

Location of the work

& Name of Organisation

Mumbai / Navi Mumbai/Thane

only

Carpet Area of the

Building

Contract Amount

(Rs) As mention

only

Contract period

Name & Contact No. of the client

along with certified copy

work order

1 2 3 4 5 6

Signature of the Applicant.

Documentary evidence of the above to be enclosed

Data without related documentary evidence will not be considered.

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Instructions to the Tenderer & Scope of Work

1.0 All rates and lump sum amounts if any shall be firm throughout the duration of

the Contract and no fluctuations shall be permitted for any changes in any of Maintenance Contractor costs or inclusions due to any reasons such as increase or introduction of new taxes, currency variations, material transport and price fluctuations or any other reason unless expressly provided for elsewhere in this agreement.

1.1 The Bank’s working hours shall be, Monday to Saturday 6 days a week, except

Sundays and all the Maintenance & Housekeeping work has to be arranged and executed without causing any disturbance to office working.

1.2 Should any new areas of work transpire which Bank considers are not envisaged as

being part of this tender, the prices for the new scope of work shall be mutually agreed between Bank and the Contractor based on actual rate analysis on established norms. In the event of non agreement of the rates, the Bank reserves the right to get the same executed through any other agency so appointed for the purpose.

1.3 During the tenure of the contract, Bank will provide free of charge, about 100 Sq.ft.

office space and office furniture for the facilitating of the Maintenance Contractors (MC) in rendering the services as per this contract.

1.4 The Maintenance Contractor shall have to have liasion with all public authorities on

behalf of the Bank. 1.5 The Bank will make payments to the Maintenance Contractors for services rendered

satisfactorily on monthly basis on actuals based on services taken as per manpower rate/work rate specified in tender in accordance to the relevant clause of conditions of contract, to be entered into.

SCOPE OF WORK 1.6 Scope of work includes Annual Maintenance of (1) House Keeping in and around the

office & premise of building, (2) Electrical installation and Plumbing systems (3) Fire protection & detection system installations (4) BMS systems, (5) Telephone technician cum operator, (6) Liftmen (7) Garbage disposal, etc or any other similar emergency services which shall be assigned by the Bank. The Bank will directly enter into Annual Repairs and Maintenance Contracts (ARMC) for certain services such as Fire Alarm Systems, HVAC (individual system like split, duct), lifts, CCTV Systems, Security Guards etc. However operation of lift, water pumps shall be part of this contract.

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TENDER FORM

The Zonal Manager, Bank of India, Mumbai South Zone Administration & Services Department, Fort, Mumbai. Dear Sir, Having examined the drawings, job data, scope of work, schedule of equipments/quantities etc., relating to the works specified in the memorandum hereinafter set out and having visited and examined the site of the job specified in the said memorandum and having acquired the requisite information relating thereto as affecting the tender, I/we hereby offer to undertake the job specified in the said memorandum for the duration specified in the said memorandum at the rates mentioned in the attached Price Bid and in accordance in all respects with the specifications, drawings, scope of work and instructions in writing referred to in conditions of the tender, the Articles of Agreement, Job requirements and Conditions of Contract and with such equipments as, are provided for by and in all other respects in accordance with such conditions so far as they may be applicable.

MEMORANDUM

Description of work : The Annual Maintenance Contractors (A.M.C) are required for the Facility Management and Housekeeping services at Bank of India Building at 70-80, MG Road, Fort, such as Fire Fighting Systems (Fireman) & BMS, operation of Lifts, Water pumps, Housekeeping, Plumbing, Electrical, Air-Conditioner maintenance etc. The job role also includes Monitoring, liaison with all Public Utility Agencies, Public Bodies and offering Administrative support including central help desk, recording, tracking and executing and reporting all works related to the services with responsibility round the clock for yearly durations to the full satisfaction of the Bank of India. a) Earnest money : Rs.2,00,000/- (Rs.Two lakh

only) by Crossed Demand Draft in favour of Bank of India, Payable at Mumbai.

b) Period of Contract : Contract period commences from 10th day of

issue of letter of Intent by Bank of India and period of contract will be max. 3 years from the date of commencement.

Should this tender be accepted, I/We hereby agree to confirm and to abide by and fulfill the terms and provisions of the said conditions of contract annexed hereto so far as they may be applicable and in default whereof authorize the bank to forfeit and pay to the Bank of India, Mumbai the amount of earnest money mentioned in the said contract.

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I/We have deposited a sum of Rs.2,00,000/-(Rs.Two lakh only) as earnest money with the Bank of India which is not to bear any interest. Should I/We fail to perform the terms of the contract when awarded, I/We do hereby agree that this sum shall be forfeited by the Bank. I/We agree to keep our tender open for acceptance for 180 days from the date of opening of Cover II (price bid) of the tender. All schedules necessary in connection with the job to be performed in terms of the contract wherever required are enclosed. Our bankers are : i) ii) The names of partners of our firm are : i) ii) Name of the partner of the Firm Authorized to sign :

Or

Name of person having power of Attorney to sign the contract: (Certified true copy of the Power of Attorney should be Attached)

Yours faithfully,

Signature of Tenderer

Along with Seal of the Tenderer

WITNESSES :

I) Signature

Occupation : Address :

II) Signature Occupation : Address :

Yours faithfully Authorised Signatory Authorised Signatory

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ARTICLES OF AGREEMENT

ARTICLES OF AGREEMENT made this______day of ________2020 between Bank of India, a Corporate Body having it’s Head Office at Mumbai and one of Zonal Offices at 70-80, MG Road, Fort, Mumbai. (Hereinafter Called “the Employer”) of the one part and ______________of the other part whose registered office is situated at _______________________(Hereinafter called “Maintenance Contractor”).

WHEREAS the Employer is desirous of awarding the job of Facility management and housekeeping services at Bank’s Building at 70-80, MG Road, Fort, Mumbai- 400001. (Hereinafter referred to as the Building) under Annual Maintenance Contract (MC) of building, Services & Facilities like Fire Fighting and detection system, Electrical, Air-Conditioners, Lifts, Electro Mechanical, Housekeeping, Plumbing etc. and any other similar systems and handing over of building and services for “the employer” (Hereinafter called “the Work”) to the Maintenance Contractor and has caused documents and Schedule of Equipments showing and describing the work to be done by “Maintenance Contractor who has accepted due performance of such job in pursuance of the acceptance of tender submitted by him/them AND WHEREAS the documents attached to the tender document covering the conditions, the Job requirements, the Schedule of Equipments and the price bids initiated by “the Employer” have been accepted and signed by or on behalf of the parties hereto.

AND WHEREAS the Maintenance Contract (MC) Contractor has deposited Earnest Money of Rs.2 lakh in token of performance of this agreement for one year from the date of commencement of the work as defined here in with provision for revalidation of the agreement every year if so desired by the employer and on mutually agreed terms. AND WHEREAS the MC Contractor has submitted to the Bank Technical part of the tender (Part I) with a Financial Bid (Part II) (Which together is hereinafter referred to as “CONTRACT”) AND WHEREAS the said documents (hereinafter referred to as “the Contract Document”) and the CONTRACT DOCUMENT have been signed by or on behalf of the parties hereto. NOW IT IS HEREBY AGREED AS FOLLOWS :

1. For the consideration hereinafter mentioned the MC Contractor will upon and Subject to the Conditions annexed carry out and render the services shown upon the Contract Document and described by or referred to in the CONTRACT and in the said Conditions.

2. The said Condition and appendix thereto shall be read and construed as forming part

of this Agreement, and the parties hereto shall respectively abide by, submit themselves to the Conditions and perform the task as per the agreement on their parts respectively in such conditions contained.

3. This agreement and documents mentioned herein shall form the basis of this contract. 4. This contract is neither a Fixed Lump Sum Contract nor a Piece Work Contract but is

a contract for Manning and Maintenance of the Building and its Services/Facilities and

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to be paid for proportionately according to actual services performed at the rates priced in financial bid.

5. The Maintenance Contractor shall be afforded every reasonable facility for carrying

out of all works relating to the Maintenance Services including Manning and Maintenance in the manner laid in the said Conditions till the completion of the contract.

6. The Bank reserves to itself the right of altering the Scope of Work and nature of the

work by adding to or omitting any items of work or having portions of the same carried out through other agency without prejudice to this contract. The Maintenance Contractor will only be paid for the actual services performed and works done payable at the accepted unit rates.

7. Timely & effective performance of the contractual obligation shall be considered as

the essence of the Contract and the Maintenance Contractor hereby agrees to commence the work soon after and not later than 10th day from the date of issue of Letter of Intent by “the Employer/Bank”, as provided for in the said Conditions and to perform the job during and within the stipulated contract period.

8. All payments by the Bank under this contract will be made at Mumbai in Indian

Rupees and shall be made, subject to satisfactory performance within 15 days from submission of monthly bills, including period of checking of bills being in proper shape and format to be mutually agreed.

9. All disputes and differences of any kind whatsoever arising out of or in connection

with the contract whether during or after completion of contract shall be deemed to have arisen at Mumbai and only Courts in Mumbai shall have jurisdiction to determine the same.

10. That the several parts of this Contract have been read by the Maintenance Contractor

and fully understood by them. The Maintenance Contract shall not be entitled for the payments for the quantities beyond the tendered quantities unless ordered for, by specific written instructions with prior approval from Bank of India authorities.

If the Contractor is a Partnership firm or an individual: IN WITNESS WHEREOF the Owner and the Maintenance Contractor have set their respective hands to these presents and hereof the day and year first hereinabove written.

If the Contract is a Company IN WITNESS WHEREOF the Bank has set its hand to these presents through its duly authorized official and the MC Services Contractor has caused its common seal to be affixed hereinto and has caused these presents and hereof to be executed on its behalf, the day and year first hereinabove written.

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Signature Signature (Employer) (Maintenance Contractor) Name and Designation: Address : Bank of India Head Office Building Bandra Kurla Complex, Bandra East, Mumbai – 400 051. WITNESS: WITNESS 1. 2.

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GENERAL RULES AND INSTRUCTIONS FOR THE TENDERER

1. Tenders should be placed in sealed cover, with the name of the work written on the envelopes.

2. In case of two part tenders, dates of submission, opening of tenders and the parts

thereof along with superscription on the packages should be as per specific instruction on the tender notice/form.

3. Tenders are to be in the prescribed form, which can be downloaded from Bank

website www.bankofindia.com

4. The contract period will initially be for one year from the date of commencement of

work, which may be extended up to 3 years after reviewing the performance of the service provider on yearly basis.

5. The Maintenance Contractor (MC) should quote in figures as well as in words the

rate, and the amount tendered by them. As indicated in financial Bid (Cover II) the amount for each item should be worked out and the requisite totals to be given. The price bid (Cover II) containing breakup of cost trade wise and item wise should be completely filled in and amounts carried over to the abstract of cost which will also form part of contract documents.

6. Earnest money deposit, amounting to Rs. 2 lakh only in the form of Bank Demand

Draft drawn in favour of Bank of India, must accompany each tender and each tender is to be in a sealed cover suprescribed “Tender for Annual Maintenance Contract for Facility Management and Housekeeping Services” of Bank of India, Building and addressed to the Zonal Manager, Mumbai South Zone, Administration & Services Department, Bank of India, 70-80, MG Road, Fort, Mumbai – 400 001. A tender, which is not accompanied by deposit in the form of demand draft, as earnest money will not be considered. The earnest money so deposited will be held by Bank of India without interest as security deposit for due fulfillment of contract for period of 12 months. The same will be kept with the Bank until the contract finished.

7. Bank is not liable to pay any interest on the earnest money. The earnest money of

the unsuccessful tenderer will be refunded without any interest soon after the decision to award the work is taken or after the expiry of the validity period of the tender.

8. The acceptance of the tender will rest with Bank of India, which does not bind

itself to accept the lowest or any tender, and reserves to itself the authority to reject any or all of the tenders received without assigning any reason what so ever thereof. All tenders in which any of the prescribed conditions are not fulfilled or incomplete in any respect are liable to be rejected.

9. All rates shall be quoted on the proper form in Price Bid / Abstract of Cost (Part II).

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10. On acceptance of the tender, the name of the Authorised representative(s) of the contractors who would be responsible for taking instructions from the Bank shall be communicated to the bank.

11. The bank reserves to itself the right of rejecting or accepting the whole or

part tender and the tenderer shall be bound to perform the same at the rate quoted.

12. GST in respect of this contract shall be payable on actual bill amount.

13. The Tender shall remain open for acceptance for a period of 180 days from the

date of opening of part II of the tenders. If any tenderer withdraws his tender before the said period, the Bank shall be entitled to forfeit Earnest Money paid along with the tender.

14. The tender for the work shall not be witnessed by a contractor or contractors who

himself/themselves has/have tendered.

15. It is obligatory on the part of the tenderer to sign the tender documents for all the parts and that, after the work is awarded, he will have to enter into an agreement for each part with the competent authority of the Bank.

16. The tenderer, apart from being a competent contractor, must associate himself with

the agencies of appropriate class.

17. The Contractor shall not assign the contract. He shall not subcontract any portion of the contract except with written permission of bank. In case of breach the bank has liberty to serve notice and rescind the contract.

18. The earnest money, which will be treated as security deposit on award of

contract of the sucessful tenderer, will be forfeited, if he fails to comply with any of the conditions of the contract.

19. CONTRACTOR TO INFORM HIMSELF FULLY: The Contractor shall be deemed

to have carefully examined the work and site conditions including labour, the general and special conditions, the job requirements, schedules of equipments and drawings and shall be deemed to have visited the site of work, to have fully informed himself regarding the local conditions and carried out his own investigations to arrive at the rates quoted in the tender. In this regard they will be given necessary information available with the bank but without any guarantee about its accuracy. If the contractor shall have any doubt as to meaning of any portion of the general conditions, or the special conditions or the scope of work or the Schedule of Equipments and drawings or any other matter concerning the contract he shall in good time, before submitting his tender, ascertain the particulars thereof by contacting the concerned officials before tendering. Once a tender is submitted the matter will be decided according to contract conditions etc.

a) In case of difference between the rates written in figures and words, the rate

adopted for working out the total amount of the item in the original tender form,

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shall be taken as correct. In all other cases the correct rate would be that which is lower.

b) Between the duplicate/subsequent copies of the tender and original tender, the original shall be taken as correct.

c) In all cases of omissions and/or doubts or discrepancies in any item or job requirement, a reference shall be made to A&S Department(MSZ) whose elucidation, elaboration or decision shall be considered as authentic and final. The contractor shall be held responsible for any errors that may occur in the work through lack of such reference and precaution.

20. All compensation or other sums of money payable by the contractor to the bank

under the terms of this contract may be deducted from the Earnest Money Deposit if the amount so permits or from any sums payable to the contractor and the contractors within ten days after such deductions shall make good the amount so deducted.

21. The bank shall have right to carry a audit/technical examinations of the works and

the bill of the contractor including all supporting vouchers, abstracts etc. by any of the persons or organisations as appointed by the bank. If as a result of the examination or otherwise any sum is found to have been overpaid or over certified it shall be lawful for the bank to recover the sum from any payment due to the contractor for such work.

22. If for any, reason, the bank is obliged by virtue of the provisions of the Workmen’s

Compensation Act, 1923 or any statutory modification or re-enactment thereof to pay compensation to a workmen employed by the Contractor in execution of works, the bank shall be entitled to recover from the contractor the amount of compensation so paid.

23. The contractor alone shall be liable for their employees/persons engaged by

them for performing the said contract and making payment to them.The contractor should make payment to its employees/worker engaged for the said contract which shall not be less than what is prescribed under Minimum Wages Act and the rate should be quoted keeping in mind the present wage structure under the Minimum Wages Act. If there is any statutory increase in the wages under the Minimum Wages Act for the employees/workers engaged for the said contract, the contractor shall inform the bank and bank may consider payment of such additional charges to the contractor to the extent of such increase under the Minimum Wages Act. Similarly if there is any reduction in the wages under the Minimum Wages Act at any time, the contractor shall immediately pass on the benefit to the bank and refund such amounts to the bank without need for any claim from the bank. It is clarified that bank shall not be liable for any payment made by the contractor in excess of the minimum Wages Act to his employees/workers.

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24. The contractor may be asked to supply extra man power as and when need arises and for extra working hours including Sundays and Holidays.This will be suitably monetarily compensated on already agreed rates.

I/We hereby declare that I/We have read and understood the above instructions for guidance of tenderers. Witness: Signature of Tenderer Address: ________________________________________________ _________________________________________________ _________________________________________________ Date:

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TERMS OF PAYMENT

1 Date of commencement of work 10th day from the date of “letter of intent or

work order” by Bank of India.

2 Period of Contract 12 months from the date of commencement.

3 Payment of bills by the Bank Monthly Payment, subject to satisfactory performance, as per Price Bid (Part II). Monthly Bill to be submitted by the 1st week of every Month & the same will be checked and passed within 15 days from date of receipt of bill. The firm should have account in Bank of India and payment will be transferred to said account only and all employees of the firm working in BOI site also should have the salary accounts with BOI.

4 Escalation The rates shall remain firm and shall not

subject to variation for any reason whatsoever.

Place : Signature of the Tenderer/Company Date :

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CONDITIONS OF THE CONTRACT

1. Interpretation In construing these conditions, the job requirements and/or the schedule of equipments the following words shall have the meaning herein assigned to them, except where the subject or the context otherwise requires. i) Bank: The term bank shall denote Bank of India represented through its

Administration & Services Department, and any of its employees representative authorised on their behalf.

ii) The Contractor shall mean the “Maintenance Contractor” (MC) their successor and permitted assigns.

iii) Site : The site shall mean Bank of India Building, 70-80, MG Road, Fort, Mumbai, where the works are to be manned and maintained. The term Works shall mean the work or works to be manned and maintained by Maintaince contractor under this contract.

iv) The schedule of quantities shall mean the schedule of quantities as specified and forming part of this contract.

2. Scope

The bank has established a high quality, well specified comprehensive intelligent facility for its Building at 70-80, MG Road, Fort, Mumbai. The bank expects the Maintaince contractor to take “Full Responsibility” of Manning and Maintenance of various services such as Fire Safety & Detection systems, CCTV, Electrical, Lifts, Electro Mechanical systems, Housekeeping, Plumbing/Pump Room Operation etc. and certain other responsibilities as described. The Bank objective is that Maintaince contractor does not perceive this as a short term or a one-time contract but as an exercise in “Asset Value Maximisation and Asset Life Prolongation”. Bank of India will enter into separate Annual Repairs & Maintenance Comprehensive Contracts of utility equipments like Fire Safety & Detection systems, CCTV, Lifts Installation, Air-Conditioning etc. All types of routine repairs costs shall be covered and borne by the Maintenance Contractor and repairs other than maintenance contract those as already covered under its agreement shall be reimbursed at cost by the Bank, subject to prior approval given by the Bank for these repairs.

As a centralised single point responsibility, the Maintenance contractor shall employ

modern systems and services integrating all functions necessary to support the daily operations ranging from housekeeping, landscaping to high technical operations and maintenance by deploying competent, trained and experienced work force under a well structured system, using “Modern Management Techniques and well established certified standards and procedures”

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The Annual Maintenance Contract shall include:

a) Daily routine check of Fire Fighting & detection systems, Monitoring of CCTV in BMS, Air-Conditioners,(HVAC), Electrical Installations & Systems .

b) i) Environmental services include cleaning of both

the basements with all common areas, interior areas of offices, as also toilets, AHU/Electrical rooms within office areas, cleaning floors, walls, columns, partitions, furniture, under furniture and cup boards, litter bins, lifts, staircases, ramps, basements, disposal of garbage etc.

ii) The environmental services shall also include cleaning of special

architectural and decorative features and internal planting, toilets including wash areas, floors, ceiling, walls, cubicle partitions, mirrors, light fittings, grills and diffusers, sanitary wares, washbasin sanitary bins, soap dispensers, pantry facility.

iii) The services shall also include periodical cleaning open terrace/ both

house gullies, lift machine rooms, all service shafts, water tanks, paved areas, manholes, internal roads, etc.

c) Waste Management: Devise and implement waste management systems for

removal; of waste from office/common areas basements and other designated areas to central collection centre before final disposal out side the site as prescribed by the local statutory bodies like pollution board, MMRDA, MCGB, etc. Plastic ban guidelines to be taken care of.

d) Operation and maintenance of plumbing, water supply, and drainage,

installations and sanitization of building premises.

e) Day to day operation of lifts & liftmen. f) Liaising with all statutory/public bodies, ensuring timely payment of all dues and

taxes including electricity, water, municipal taxes and physical delivery of payments to the agencies etc. to these bodies, keeping all NOCs and permits duly validated at all times and taking prompt action to renew the same.

g) To advise the bank on new legislation affecting property or property owners,

their implication and requirements.

h) Building maintenance comprising of maintenance of Windows/internal faces of glasses, stair wells, lobbies, WC areas and lighting systems.

i) Liaise all public utilities authorities such as electricity / water service providers,

fire authorities, electrical inspectorate etc. and also ensure prompt payment of utility bills.

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j) Assist the bank technically and administratively in the process of taking over of

buildings and services after construction and to maintain an asset register.

k) Assist the bank in preparation of yearly operations, budgets and maintain spares inventory.

l) Identification of defects and to arrange for their rectification. m) Prepare a program for all routine building maintenance works and supervise its

implementation as and when directed by bank including preparation of preventive maintenance program.

n) Prepare tender documents & obtain estimates from contractor for works of

repair. Analyse these estimates take approval of the Employer and supervise and certify the repair works.

o) Keep all the operation and maintenance manual of various services provided by

the agencies and ensure compliance. p) Cleaning of the furniture items, carpets, etc. q) Shifting of furniture items/computers within the department or within the

premises as directed by the employer.

3. Place of work and visit to site: Intending tenderer shall visit the site and make himself thoroughly acquainted with local site conditions, nature and requirement of works, facilities of transport condition, effective labor and material and removal of rubbish.

4. Tender submission:

The entire set of tender paper issued to the tenderer should be submitted fully priced for consecutive three years and also signed in the last page together with initials on

every page. Initials and signature will indicate the acceptance of the tender papers by the tenderer.

5. Agreement:

The successful bidder will be required to sign agreement as per the format provided by the bank. All pre-bid minutes, any amendments to Tender documents resulting from the issue of addendum if any, any amendments made/agreed between the contractor and the bank prior to award of contract well as where applicable, Submissions made by the contractor, all pre-award correspondence etc. shall form part of the contract.

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6. Taxes and Duties:

The tenderer must include in their tender prices quoted, for all taxes, GST, duties, royalties and sales tax or any other taxes or local charges if applicable. Service tax should be quoted separately. No extra claim on this account will in any case be entertained.

7. The maintenance contract shall employ technically qualified and competent persons for operation and maintenance for execution & supervision of the works. The Contractor shall comply with the provisions of all labor legislation including the requirements of

a) The payment of wages act. b) Employers liability act. Including P.F. Act, Gratuity Act, Medical facilities, Life

/accidental insurance etc. c) Workmen’s compensation act. d) Contract labour (Regulation and Abolition) act. e) Apprentices Act. f) Any other act or enactment relating thereto and rules formed there under from

time to time. The Contractor shall have to keep the bank saved harmless and indemnified against claims if any of the workmen and all costs and expenses as may be incurred by the bank in connection with any claim that may be made by any workmen.

8. Insurance:

The Maintaince contractor shall have to keep the bank, it’s servants or agents indemnified against claims, actions or proceedings brought or instituted against the bank, it’s servants or agents by any of contractor, employees or any other third party in connection with relating to, or arising out of the performance of the services under the agreement.

9. The bill shall be prepared by the contractor in the structured form prescribed by the

bank on monthly basis. The bill in proper form must be duly accompanied by details of work carried out in that month and must show deductions for all previous payments etc.

10. Termination of Contract:

If the Maintaince contract fails to perform any of its obligations under this agreement or if the bank is dissatisfied with the services of the Maintaince, Bank may terminate the services of the Maintaince, with a notice of one month.

11. Validity of Proposal:

The proposals from the Tenderers shall be valid for a period of 180 days from the date opening of part II of tender and shall not withdraw his proposal prior to the expiration of the validity period.

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12. Compliance with all statutory requirements:

The MC shall comply with all statutory requirements prescribed by the local as well as Central Government authorities from time to time and submit a monthly report along with all the required proof of compliance to the employer along with the monthly invoice. The contractor shall produce all the relevant statutory documents for inspection by the employer and the Government authorities.

13. Emergency Telephone Numbers:

The MC shall provide an emergency telephone number for normal and out of hours operations with a maximum of two hour response time during any breakdowns to essential utility services like cable fault, burst water mains etc. A telephone connection will be provided along with telephone instrument. The MC shall make regular payments of bills etc. for the same.

14. Occupational Health and Safety:

With regards to occupational health and safety, the MC shall adhere to the following : - Issue Identity cards and uniform dress with caps to all of his employees. - Comply with applicable local regulatory requirements - Comply with applicable Banks requirements specified in the contract and

appendices. - Correct all health and safety non-compliance’s in a timely manner, and where

there is an immediate danger to health or life, to stop work immediately. - Be liable for liabilities arising due to non-compliance of contractor employees,

agents or subcontractors with applicable requirements.

15. Communication:

- Maintain a system for recording and reporting accidents/illness occurring at Bank of India premises of MC or while doing work for Bank of India.

- Ensure that contractor employees are trained and suitably qualified for their risks. - Implement a communication process with Bank of India and contractor employees

on equipment hazards, unsafe conditions or acts and actions required to prevent injury or damage to property and where necessary, to provide suitable and effective means of warning.

- Periodically report to Bank of India on the performance of the safety management system, programs, violations of safe work practices and status of corrective plans.

16. Safety Management:

- Initiate and maintain safety management programs to protect contractor’s

employees from hazards through procedures, practices, and regular inspection of the work areas, materials, equipment and work practices and to protect employer’s employees exposed to similar hazards.

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- Provide suitable material, equipment, information and training necessary for safe work performance.

- Maintain records including but not limited to contractor employees training, hazard assessments, communications, permits, licenses and accidental investigations.

- In instances, where such work is carried out, implement permit to work programs, including but not limited to hot work, cold work, entry into confined spaces, work on fire suppression systems and work on high voltage and live electrical equipments.

- Safety equipments gears such as helmet, safety harness/belt, safety shoes, gloves etc should be provided to workmen initially & maintain properly.

17. Disaster Recovery Plans:

The MC shall provide and maintain disaster recovery plans for all services, building systems. The steps should be detailed enough to facilitate the decision-making and significantly reduce the time needed to recover the services. The contractor shall be responsible to ensure that the plans are up to date at all ties and shall present the recovery plan to Bank of India quarterly. In the event of a disaster., eg. Severe water cuts, the contractor shall coordinate the execution of the disaster recovery plan to provide suitable drinking water. A copy of all disaster recovery plan to be submitted to the employer and one copy must be displayed at site-office.

18. SAFETY CODE

Scaffolds i. Suitable scaffolds shall be provided for workmen for all works that cannot

safely be done from the ground, or from solid construction except in the case of short duration work, which can be done safely from ladders. When a ladder is used, it shall be of rigid construction made either of good quality wood or steel. The steps shall have minimum width of 450 mm and a maximum rise of 300 mm. Suitable hands holds of good quality wood or steel shall be given an inclination not steeper than 1/4 to 1 (1/4 horizontal and 1 vertical).

ii. Scaffolding or staging more than 4 m above the ground floor, swung or suspended from an overhead support or erected with stationary support shall have a guard rail property bolted, braced or otherwise secured, at least 1 m above the floor or platform of such scaffolding or staging and extending along the entire length of the outside and ends thereof with only such openings as may be necessary for the delivery of materials. Such scaffoldings or staging shall be so fastened as to prevent it from swaying from the building or structure.

iii. Working platforms, gangways and stairways shall be so constructed that they

do not sag unduly or unequally and if the height of the platform, gangway or stairway is more than 4m above ground level or floor level, they shall be closely boarded and shall have adequate width and be suitably fenced as described in (ii) above.

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iv. Providing suitable fencing at every opening in the floor of a building or in a working platform with suitable means to prevent the fall of persons or materials or railing whose minimum height shall be 1m.

v. Safe means of access shall be provided to all working places. Every ladder shall be securely fixed. No portable single ladder shall be over 9m in length while the width between side rails in rung ladder shall in no case, be less than 290mm. For longer ladders this width shall be increased at least 20mm for each additional meter of length.

Other Safety Measures

vi. A sketch of the ladders and scaffolds proposed to be used shall be prepared

and approval of the Engineer of Bank of India obtained prior to construction. vii. During any construction and project works all personnel of the contractor

working within the plan site shall be provided with safety helmets. All welders shall wear welding goggles while doing welding work and all metal workers shall be provided with safety gloves. Persons employed on metal cutting and grinding shall wear safety glasses.

viii. Adequate precautions shall be taken to prevent danger from electrical

equipment. No materials on any of the sites of work shall be so stacked or placed as to cause danger or inconvenience to any person or the public.

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ROLES & RESPONSIBILITIES OF MC

It is the sole responsibility of the Maintenance Contractor (MC) to ensure that the operation, Maintenance and repairs are performed to the highest standards.

1.0 Scope and Responsibilities

The MC is fully responsible for safe operation, effective maintenance of electrical/ACs mechanical, plumbing, sanitization, Health/Hygiene, etc.

1.1 Operations MC shall be fully responsible for operation of ACs,Electrical & Fire equipment and water supply system or its accessories and controls in accordance with its requirements and function and keep systems working at all times. MC shall be responsible for observing and maintaining the electrical installations of plant in accordance with state electricity board, electrical inspectorate and other local bodies at all times.

1.2 Records of inspection operation and maintenance/repairs, etc.

The MC shall provide printed comprehensive logbook as per certified standards and procedures, containing tables for daily record of all critical schedules, temperatures, pressures, humidity, power consumption, starting, stopping times of various equipments, daily record of unusual observations.

1.3 Maintenance and repairs

It is the sole responsibility of MC to ensure that the operation, maintenance and repairs are performed to the highest standards. The MC shall submit to the owner, the preventive maintenance schedules wherever called for.

1.4 Energy Audits/ Structural Safety Audit MC shall carry out periodical energy audits as stipulated by local electrical inspectorate and electricity boards. He should also monitor the load factor of the sanctioned demand, optimize the landing factor by surrounding the excess demand to achieve economical energy costs. Structural Safety Certificate to be provided from registered State Authority/authorized BMC approved architect every year for documentation purpose of Bank.

1.5 Breakdown Maintenance Out of breakdown calls received, MC shall give priority to the critical areas, which shall be decided by owner’s representative in restoring the services with the minimum down time. In critical areas such as office areas, servers, utility areas, UPS, etc. MC shall ensure round the clock functioning of the services. The services as described above shall be rendered to in respect of all the following services and utilities.

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Details of installation of specialised services and building finishes

The tenderer must inspect the site of work and familiar and acquaint him with all installations, systems, sub-systems, etc. and site conditions before quoting. ARBITRATION :

I) All disputes or differences of any kind whatsoever which shall at any time arise between the parties hereto concerning the works or the execution or maintenance thereof of this contract or effect thereof or to the rights or liabilities of the parties or arising out of or in relation thereto whether during or after determination, foreclosure or breach of the Contract (other than those in respect of which the decision of any person is by the contract expressed to be final and binding) shallbe refer to Arbitrator by a sole Arbitrator appointed by the Bank.The contractor agreed that such Arbitrator shall be appointed by the General Manager or on his behalf the Asst.General Manager(Premises) of Head Officeof the bank and such appointment shall be binding on the contractor and shall not be challenged.

II) For the purpose of appointing the Bombay-based sole Arbitrator referred to above, the Appointing Authority within thirty days of receipts by him of the written notice aforesaid will send to the Maintenance Contractor(MC) a panel of three names of persons who shall be presently unconnected with the organisation for which the work is executed..

III) The MC on receipt by them of the names of aforesaid, shall select any one of the persons named to be appointed as a sole Arbitrator and communicate within 30 days his name to the Appointing Authority who shall thereupon without any delay appoint the said person as the Sole Arbitrator. If the MC fails to communicate such selection as provided above within the period specified, the Appointing Authority shall make the selection and appoint the selected person as the Sole Arbitrator.

IV) If the Arbitrator so appointed is unable or unwilling to act or resign his appointment or vacates his office due to any reason whatsoever, another sole Arbitrator shall be appointed as aforesaid.

V) The work under the contract shall, however, continue during the Arbitration proceedings. No payment due or payable to the MC shall be withheld on account of such proceedings except the disputed payment of fees, if any, on account of other provisions in this agreement.

VI) The Arbitrator shall be deemed to have entered on the reference on the date he

issues notice to both the parties fixing the date of the first hearing. VII) The Arbitrator may from time to time, with the consent of the parties, enlarge the

time for making and publishing the award. VIII) The Arbitrator shall give a separate award in respect of each dispute or difference

referred to him. The Arbitrator shall decide each dispute in accordance with the terms of the contract and give a reasoned award. The venue of Arbitration shall be such place in Mumbai City as may be fixed by the Arbitrator in his sole discretion.

IX) The fees, if any, of the Arbitrator shall, if required to be paid before the award is made and published, be paid half and half by each of the parties. As regards, the cost of the reference and of the award including the fees, if any, the Arbitrator may

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direct to and by whom and in what manner, such costs or any part thereof shall be paid.

X) The award of the Arbitrator shall be final and binding on both the parties. XI) Subject to aforesaid, the provisions of the Arbitration & Conciliation Ordinance Act,

1996 or any statutory, modification or re-enactment thereof and the rules made there under, and for the time being in force, shall apply to the arbitration proceedings under this clause.

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SCOPE OF SERVICES PART-A

(Housekeeping including, Pump room operator, Telephone technician cum operator, Lift-Operator, etc.)

A. Housekeeping

1. Cleaning immediate periphery around the building

2. Cleaning the entire common area

3. Cleaning of office spaces

4. Sweeping and mopping of staircases, lift lobbies, passages etc.

5. Cleaning of glass panes, windows and other glass surfaces

6. Disposal of garbage

7. Cleaning of AHU rooms,lift rooms, LT rooms (Basement+Terrace), electric and plumbing shaft (weekly)

8. Polishing of metal surfaces

9. Weekly washing down of the compound area, driveways,terrace and basement of the building

10. Weekly scrubbing and cleaning of walls, floors and removal of cobwebs

11. Damp moping of tiles, vitrified floors, sidewalls and reception areas.

12. Emptying all waste paper baskets, ashtrays (if applicable from the office premises.

13. Cleaning of glass table tops, cabin doors, cabin partitions and glass accessories.

14. Wipe clean all boards of meeting rooms, conference rooms, workstations, etc.

15. Wipe clean all table tops of workstations, cubicles and other furniture and fixtures.

16. Vacuuming of all rugs, carpets and blinds.

17. Thorough cleaning and sanitization of toilets, bathrooms and wash basins.

18. Keeping all surfaces free of grime, soap mud and smudges.

B. Lift-operation

1. Operate the elevators 2. Monitor movement of visitors 3. Monitor movement of goods & ensure that the goods cause no damage to the

elevators. 4. Handle emergencies. 5. Ensure that the elevators are not misused by carrying heavy items.

1. Scope of maintenance work

a) Housekeeping work area i) Common passage including branch/ department space and lobby area of all the floors. ii) A common lift iii) Building entrance lobby area iv) Compound area surrounding the building v) Terrace area

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vi) Common staircases of all the floors. vii) Cleaning of common toilets and replenishment of toilet rolls and other consumables. viii) Security guard cabins ix) Pump room x) Any other internal accessible area pertaining to cleaning xi) Removing stains from walls, laminates and other surfaces xii) Cleaning of wall pictures and paintings. xiii) Regular garbage disposal xiv) Cleaning of electrical fixtures xv) Cleaning of telephone instruments and application of cologne. b) Cleaning service procedure i) Dusting and mop cleaning of all staircases and hand railing ii) Sweeping/Cleaning of the common area, building entrance and the surroundings. iii) All dustbins from common toilets must be scrub cleaned iv) Dusting window seals and blinds from common areas of the floor exists. v) Check for cob webs on the ceiling and around the floor in the common area and the staircase. vi) Dusting, wiping live fixtures affixed in the common area staircase. vii) Cleaning material required for cleaning and housekeeping work will be provided by the contractor. viii) The cleaning material required for cleaning and housekeeping work will be provided by the contractor. ix) The contractor shall use the standard/branded product for cleaning and housekeeping work. c) Daily general cleaning services i) Sweeping of all floors, staircases, elevator floors and entrance areas. ii) The floors shall be free of dust, mud, foot winds, liquids, spills and other debris. iii) When completed the floor shall have uniform appearances. iv) Emptying all waste paper baskets. Washing and weeping them to clean with a damp cloth replacing plastic waste paper, collecting and disposal of garbage as per NMMC rules. v) Cleaning/sweeping of debris from walkways and drive ways and home cleaming during the appropriate climate and water use condition. vi) Cleaning of glasses at the entrance door and all windows of the tower. 3. Pump Room Operation

1. Maintaining the water supply. 2. Checking of all valves connected to water pipelines of domestic, flushing and fire fighting tanks in common areas. 3. Check all non return and pressure reducing valves daily. 4. Daily checking of water panel and noting the water meter reading. 5. Co-ordination with pumps manufacturer or AMC contractor in case of serving of pumps, non-return valves etc. 6. Cleaning of water tanks once every six months.

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4. Co-ordination 1. Day to Day co-ordination of all services for smooth administrative operations. 2. Ensuring that the personnel deployed at site is properly groomed and trained and carry out their duties effectively. 3. Co-ordinate with BOI Admn.Executive for all services. 4. Attending to all repairs/ breakdowns/complaints promptly. 5. Co-ordinating with all AMC vendors for servicing/breakdown and repairs. 6. Preparing schedules for all preventive maintenance and servicing of equipment. 7. Liaisoning with Govt. Authorities as and when required. 8. Ensuring that all statutory compliances are adhered to and maintain records of the same. 9. Conduct regular fire drills. 10. Any other function for smooth operation of the facilities. 5. Equipment and Material 1 Vacuum Cleaners ( wet and dry ) 2. Work ladders 3. Glass cleaning kits 4. Tools required for Electrical/Plumbing/Carpentry/Gardening/AC Operation 5. Cleaning agents and tools 6. Toiletries 6. Procedural Documents to be submitted on a regular basis. 1. Operation Manuals for each facility 2. Checklists for each activity 3. Job-card for each tradesman to be signed by the Company’s co-coordinator on completion of each job. 4. Record Maintenance of Job cards. 5. Inventory updates. 6. Monthly MIS report generation for all facilities.

Housekeeping Consumables

Soft & Hard Broom

Cob-web Duster

Floor &Glass Duster

Table & Computer Duster

Odonil Sticks/Naphthalene Balls

WC Brush, Silvo/Brasso

Deodorant-detergent for mopping

R-1 to R-7 ( Hindustan Uni-Lever Brand or Approved equipment)

Murphy Oil/ Min Cream, Spray bottles, Buckets, Caddies, Garbage Bags, Mugs,

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Dust Collectors, Odopic/Vim Powder, Round Mops, Kentucky Mops. Rubber Cushion,Glass Wiper, Hand Brush, Oversized Sweeping Brush for external

areas,

Buffing & Scrubbing Pads & Carpet & Upholstery Shampoo liquids

HUL standards. Soap for dispensers in all toilets, Tissue rolls also to be provided by

the Service provider for all executive toilets.

SCOPE OF SERVICES PART-B

(Fireman, Electrician, AC technician,Telephone/BMS Operator 24 Hrs etc.)

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Scope of maintenance work- 1. Regular servicing and maintenance of the electrical fittings and the fixture.

2. Check the noise level.

3. Maintaining the power panels, power points and light fixture.

4. Attending to the faults properly.

5. Check, whether all points are working.

6. Inspect all the wirings regularly.

7. Check ingress of moisture.

8. Check all end cover sealing.

9. Check functions and connections of all indicators.

10. Check fault trip/over current/ over voltage/short circuit functioning

11. Check the switches operation is free and proper.

12. Check fight fixture for fused lamps.

13. Switch on/off as per requirement.

14. Preventive maintenance for all electric panels for lighting, power, Emergency lighting,

MCCBs, main switches, fuses.

15. Checking of wire and contracts for loose connection.

16. Cleaning of all electrical contacts in main switches fuses and isolators, fan fittings

17. Regular checking of BUS Bar, DB Panel and connection.

18. Checking of ACs system, Capacitor, Condenser etc.

19. Checking of temperature cooling, performance etc. of AC system

20. Shutdown shall be arranged as and when required but with prior intimation

21. Maintenance log book at site for all the history.

22. Check the Fire panel and smoke detectors

23. Check fire Extinguishers, PA System, CCTV, Access control, Security alarm Panel etc.

24. Fireman should be physically fit and able to extinguish any type of fire

25. Checking/Monitoring of BMS system

26. Maintain records and check periodically.

27. Continuously monitor the parameters of various systems and utilities to determine the

overall health of the system working and test the same periodically.

28. Maintaining a log book for all alarms recording the nature of such alarms.

29. All complaints shall be attended promptly.

30. Periodical check will be conducted to check the functionality of each of the

equipments.

31. The material required for day to day electrical maintenance will be supplied by the

Bank against the requisition from the contractor.

32. Liaison with Govt. Authorities as and when required.

33. Checking of all valves connected to water pipelines to fire fighting tanks in common

areas.

Co-ordination

1. Day to Day co-ordination of all services for smooth administrative operations.

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2. Ensuring that the personnel deployed at site is properly groomed and trained and carry

out their duties effectively.

3. Co-ordinate with BOI Admn Executive for all services.

4. Attending to all repairs/breakdowns/complaints promptly.

5. Co-ordinate with all AMC vendors for servicing/breakdown and repairs.

6. Preparing schedules for all preventive maintenance and servicing of equipment.

7. Liaison with Govt. Authorities as and when required.

8. Ensuring that all statutory compliances are adhered to and maintain records of the

same.

9. Conduct regular fire drills.

10. Any other function for smooth operation of the facilities.

Equipment and material

1. Work ladders

2. Tools & Safety gears required for Electrical / AC / Fire safety equipment operation.

3. Cleaning agents and tools.

Procedural Documents to be submitted on a regular basis.

1. Operation Manuals for each facility.

2. Checklists for each activity.

3. Job-card for each tradesman to be signed by the Company’s co-ordinator.

4. Record Maintenance of Job cards.

5. Inventory updates.

6. Monthly MIS report generation for all facilities.

Educational qualifications and Work Experience of Man Power-

A. ELECTRICAL ENGINEER-

1. Diploma in Electrical engineering/ B.E( Electrical Engineering) will be given preference

2. Minimum Two years of work Experience for maintaining Commercial High rise

Building maintenance

B. ELECTRICIAN-

1. Govt. ITI certificate in Electrical Engineering/Diploma Holder will be given preference

2. Minimum one year experience as a electrician in commercial high rise building

C. HELPER FOR ELECTRICIAN-

1. Should have a valid license from Maharashtra Electricity Board for doing the electrical

work

D. AC TECHNICIAN-

1. Govt. ITI certificate in HVAC System and minimum 6 month experience as a Ac

Technician

E. FIRE SUPERVISOR-

1. Diploma in fire safety engineering and must be capable and handle fire detection, Fire

Extinguishers, Fire Hydrant system. etc

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2. Minimum one year experience as a fire supervisor in high rise building

F. FIREMEN-

1. Six month certificate course from State Fire Training College or any other recognized

college of fire fighting system

2. Minimum 6 month work experience as a Fireman in high Rise Building

ROLE & MAINTENANCE ELECTRICAL INSTALLATION WORKS.

EARTHING

A. REQUIREMENT

i) It shall be ensured that the following equipments are earthed

1) All metallic conductor enclosures

2) Under any of the following conditions, exposed non-current carrying metal ports of

the fixed equipment which are liable to be earthed.

a) Where the equipment is supplied by means of metal clad wiring.

b) Where equipment is located in a wet locating and is not isolated.

c) Where equipment is located within reach of a person who can come in contact

with any earthed surface or object.

d) Where equipment is located within reach of a person sending on the ground.

e) Where equipment is in a hazardous location

ii) All metal enclosures of electrical equipment in sub-stations shall be effectively

earthed.

iii) Before starting work on underground cables, all its conductors shall be discharged

effectively and its both ends are earthed. Dead cables shall be identified by available

means and the adjacent cables, if any, shall be provided suitable projection.

iv) Static condensers shall be disconnected from the source of supply, discharged and

then earthed before starting work on them. If they are charged, heavy sparks will be

drawn from them. To discharge them completely, earthing rods shall be used and

contact mode with each terminal in turn and the same shall be repeated until no spark

is observed.

B. MAINTENANCE

I) The earthing device shall first be connected to an effective earth provided for the

purpose and the other end of the earthing device shall then be connected to the

conductors of the apparatus to be earthed. The process of removing the earth device

shall be reverse of that adopted for placing the earth.

II) The earthing of all electrical apparatus and equipment in sub-stations, distribution

stations, etc shall be periodically tested and inspected. Ordinarily Meggar Test to

check continuity of earth will suffice and shall be done once in a six months. Earth

tester suitable for three electrode method of testing earths shall be used wherever

required or as per local regulations. Where no such regulation is in existence this shall

be done once in two years.

III) All earthing system shall before electric supply lines or apparatus are energized be

tested for electrical resistance to ensure efficient earthing.

IV) All earthing in systems shall be tested for effectivity on a dry day during dry season at

least twice a year.

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V) All earthing in systems shall be maintained and if upon testing, resistance is found to

be higher than the prescribed values, immediate steps shall be taken to rectify the

faulty earth

S.No Installations Maximum Resistance to earth (in Ohms)

1 Sub-section earthing stations 2

2 Steel poles and support of low and medium voltage local distribution

system

5

3 6.6 KV & 11 KV transmission lines supports

5

4 UPS /EPABX 1

VI) In case of pipe/plate electrodes earthing arrangement, three or four buckets of water

shall be poured into the sump through the watering funnel once a month to keep the

soil surrounding the earth pipe/plate permanently moist.

VII) Care shall be taken to protect the earth wire against mechanical damage and

possibility of corrosion particularly at the point of connection to earth electrode

or earth continuity conductor. Remedial measures shall be taken, wherever necessary.

VIII) Periodical visual inspection of all earth electrode connections wherever available shall

be carried out to ensure their rigidity and to check any other signs of deterioration.

IX) Where installations are earthed to a metal sheath of the supply cable, it shall be

verified periodically that the earth fault loop is in a satisfactory slots.

X) Monthly record of tests carried out shall be maintained as per the proforma given

below and these shall be preserved for a minimum period of 2 years from the date of

testing.

Maintenance of earthing system

Month Watering of

stations

Visual

check of

system

Meggar

Test

Remarks Initials of

electrician/

Maintenance

Engineer

January

February

March

April

May

June

July

August

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September

October

November

December

C. SUB-STATIONS AND INTERNAL ELECTRICAL INSTALLATIONS

From the point of view of safety of life and materials, various checks that shall be

carried out are tabulated below :

I General House Keeping of the area to

avoid collection of foreign materials

like paper, rog waste oil grease and

other inflammable materials.

Weekly

Ii Verification of transformer tank, oil

circuit breaker and other oil carrying

equipments against oil leaks.

Monthly

Iii Effectiveness of oil drainages system

including piping and soak pit, where

provided

Six Monthly

Iv Checking of operation of all trip

circuits, relays and instruments like

volt meters and ammeters by

stimulating conditions

Six Monthly

V Checking of internal wiring for control

circuits of circuit breakers and

lightening all loose connections

(ensure that none of the controls and

safeties (trip) circuits are by passed at

any time.

Six Monthly

Vi Against physical damage to main

board, switches and distribution

boards and rising mains.

Six Monthly

Vii Tightening of all internal connection of

cables in DBs, switch boards, rising

mains etc.

Six Monthly

Viii Survey of lighting fixtures against

physical damage to chokes, holders,

internal wiring etc.

Six Monthly

Ix Survey of point wiring against physical

damage i.e.

conduit/bottom/wires/supporting

arrangement

Six Monthly

X Insulation resistance test of wiring

system and equipment

Six Monthly

- 41 -

Xi Check against improper sizes

protective fuses

Six Monthly

Xii Check loose on main/sub-mains, sub-

mains and feeder points with long

tester to ensure that there is no over-

loading

Six Monthly

D. EMERGENCY LIGHTS

i) The power plug points to be checked for proper single phase 230V supply is

available.

ii) The manufacturer’s standard instruction shall be strictly followed.

E. SWITCHGEARS, CABLES AND FIXTURES ETC

Whenever any additional load is added to electrical installation, the main switch bus

for chamber, sub-main cable, circuit main etc shall be checked against overload.

The various periodical checks to be carried out in respect of switchgears, cables and

fixtures etc are tabulated below

E-1. BUS BAR CHAMBER

I) Superficial inspection for abnormal

temperature rise

Weekly

II) Cleaning the bus bar chamber (for dust

and other foreign materials)

Half Yearly

III) Checking the copper bus bars for any

carbon deposits

Half Yearly

iv) Tightening the outlet jumper

connection including resoldering

wherever necessary

Half Yearly

v) Checking the bus bar insulations for

breakage/failure

Half Yearly

vi) Megger-testing(phase and phase to

earth)

Half Yearly

E-2 FITTINGS

I) Physical cleaning of luminaries

(fluorescent , incandescent fixtures)

including the lamps

Half Yearly

ii) Checking of choke etc for overheating

due to failure of insulation etc and

replacing defective chokes wherever

necessary

Half Yearly

- 42 -

iii) Checking the terminal connections and

internal wiring of the fixtures

Half Yearly

E-3 CABLES AND CABLE JOINTS

I) Superficial checking of the cable and

cable joint for abnormal temperature

rise and any physical damage

Quarterly

II) Checking the condition of the

biluminous compound( in case of cable

joints for paper insulated cable)

Quarterly

III) Megger testing for insulation resistance

between phases and phase to earth

Quarterly

iv) Check the load on the cable (with

ampere meter /Tong tester)

Quarterly

- 43 -

TROUBLE SHOOTING CHART (ELECTRICAL )

Control Trouble Probable causes Corrective steps

Contracts

Chatter i) I) Low voltage

ii) Poor contact

in

control circuit

iii) Defective or

incorrect coil

Check voltage, check momentary voltage dip

during starting. Check coil voltage rating.

Check push button station (stop button contact) auxiliary switch contacts and over load relay contacts. These can be tested with test lamp. If control circuit contacts are defective, the contractor will operate properly when these contacts are by passed. Check for loose connections in control circuits. Replace the defective coil. Coil rating must include system’s nominal voltage frequency.

Welding i) Abnormal in

rush

of current

ii) Low voltage

preventing

magnet from

sealing.

iii) Short circuit

Check for grounds and short in system as well as other

components such as circuit breaker.

Correct the voltage condition

Remove the fault and check the fuse breaker size.

Short push button life and over heating of contacts

i)Filing or

dressing

ii) Discolored

contacts, caused

by in sufficient

contact pressure,

loose

connections etc.

iii)Excessive

jogging or

cycling.

Do not file silver hps. Rough pots of discoloration will not

harm tips or impair their efficiency.

Replace contact springs check contact carrier for deformation or damage.

Clean and tighten connections.

Eliminate excessive jogging or cycling.

- 44 -

iv)Dirt or foreign

materials on

contact surface

Control Trouble Probable causes Corrective steps

v)Short Circuit

vi)Sustained overload

Check it with carbon tetrachloride.

Check the fuse of breakers

and remove fault

Check for excessive motor load current

2 Coils Open Circuit

i)Mechanical damage

ii)Burnt-out coil

due to over voltage or defect

Handle and store carefully. Do not handle coils by the

leads.

Replace the coil.

Overheated Coil

i)Over-voltage or high ambient temperature

ii)Wrong coil

iii)Shorted turns caused by mechanical

damage.

iv)Under voltage failure of magnet

to seal in

v) Intermittent duly coil

energized too long

Check application and circuit

Check rating (voltage and frequency) if incorrect,

replace with proper coil.

Replace the coil

Correct the system’s voltage and install new coil.

Check application

3 Magnet and other

mechanical parts

Worn out or broken parts

i)Too much cycling. Dust and

dirt or mechanical

misuse.

Replace the part and correct the course of damage.

Noisy magnet

(humming)

i)Defective coil

ii)Magnet face not meeting

correctly.

Replace the coil.

Replace magnet assembly. Humming magnet armature and rotating by 180 degree.

- 45 -

Control Trouble Probable courses Corrective steps

iii)Dirt, oil or foreign materials on magnet faces

iv)low voltage

Clean magnet faces with carbon tetrachloride.

Check system’s voltage and voltage dips while starting

Failure to pick up

and/or seal

i)low voltage

ii)Open or shorted coil

iii)Wrong coil

iv)Mechanical obstructions

v)Poor contact in control circuit.

Check system’s voltage and voltage dips while starting.

Replace the coil.

Check coil voltage rating which must include system’s

nominal voltage and frequency.

With power off, check for free

movement of contact and armature assembly. Remove foreign objects or replace the

contractor.

Check and rectify.

Failure to drop out

i)Gummy substance on

pole faces or in mechanism

ii) Voltage not removed from control circuit

iii)Worn out or rusted parts

causing binding eg. Coil guides linkages etc.

iv)Residual

magnetism due to lack of air gap in magnet path.

v) Improper mounting of

starter

Clean with carbon tetrachloride

Check control circuit

Replace the contractors

Replace the contractors

Remove the starter as per installation instructions.

Control Trouble Probable courses Corrective steps

- 46 -

Overhead delays

Tripping i)Sustained overload

ii)incorrect heater or ambient

temperature varies good deal

iii)Motor and

starter in different ambient

temperature

iv) Loose connection on

heater screws on load wires.

Check for grounds, shorts or excessive motor current.

Select the correct size heater.

Install motor and starter nearer each other , make

temperature same for both or use ambient. Compensated

overload.

Clean and tighten.

Failure to trip

i)Mechanical binding dirt

corrosion etc.

ii)Wrong heater or heaters

omitted and jumped wires

used.

iii)Relay previously

damaged by short circuit.

iv)Motor and

relay in different ambient

temperatures

Replace overload and heater

Check ratings and heater tables and apply proper

heater.

Replace overload relay and heater.

Install motor and relay nearer each other, make

temperature same for both or use ambient. Compensated

overloads.

- 47 -

F) FIRE SUPERVISOR & FIREMEN-

FIRE EXTINGUISHERS-

Routine Quarterly

i) Clean the body, horn and wheel locking pin

ii) Weight the extinguisher. If the weight of the contents is reduced by more than

10%, it shall be sent for recharging.

iii) Clean and polish the body with wax.

iv) Check tube, horn, joints, locking pins. Apply chalk powder for the tube

externally.

Wherever the extinguisher is sent for recharging, it shall be ensured that the same is

pressured tested by the gas charging company by subjecting it to a pressure up to

210 kgs/cm2.

b) Other Extinguishers, if any

c) Periodical maintenance as per manufacturers’ specification

All the fire-fighting installations shall be maintained in perfect serviceable condition so

that their utility in emergency is availed off. The fire Officer shall be over all in charge

of such installations and he in turn shall get himself will acquainted with the use and

operations of these equipments and train all Security Service Personnel as well as

those of staff members desirous of learning their operations, if need be by

requisitioning the service of local Fire Brigade personnel/agencies who supply and

service periodically such units.

Fire is everybody’s concern and as such all members of staff must be made aware of

fire hazards and fire fighting installations provided in the premises and their operation

to fight fire in its incipient stages. A fire sense is required to be imbibed in each and

every staff member.

G FIRE ALARM/PUBLIC ADDRESS SYSTEM

S.NO. Description Daily Quarterly

Fire Alarm System

1 Acknowledge all the

alarms

Yes

2 Check the supply

voltages phase neutol,

phase earth and neutral

earth.

Yes

3 Check the battery voltage

and its back-up mode

operation

Yes

4 Check the fire and other

alarm condition

Yes

- 48 -

5 Check functioning of all

hooters

Yes

6 Check and ensure that all

interlocks with AHU’s &

access doors are

working

Yes

7 Clean detectors

depending on the

analogue value of

detectors.

Yes

8 Clean all the detectors in

the system

Yes

Public Address System

1 Ensure power to

amplifier is on

Yes Yes

2 Check the functionality

of amplifiers

Yes

3 Ensure music volume is

at desired level

Yes

4 Check the functionality

of speakers

Yes

5 Check the functionality

of CD Changer

Yes

6 Clean the lens of the CD

changer

Yes

Date Signature

- 49 -

Tender Document

For

Annual Maintenance Contract for Facility Management and House Keeping services at Bank of India, Mumbai (Main) Branch Building,70/80 M.G.Road,Fort, Mumbai

FINANCIAL BID (COVER-II)

Annexure-II

Tender Issued to- M/s__________________________________

MANPOWER/VARIOUS SERVICES REQUIREMENT AND COSTING

S.No PARTICULARS MAN- POWER

REQUIRED

Monthly Charges** ( Per Head)

Exclusive of Service Tax*

Total(Rs)

1 Electrical Engineer 1

2 Electrician 4

3 Helper for Electrician 2

4 A.C. Technician 2

5 Fire Supervisor 1

6 Firemen 6

7 Pump Operator 1

8 Lift Attendant 2

9 House keeper Supervisor

1

10 House keeper 13

11 Lady’s toilet attendant 5

12 Telephone technician-cum-Operator

1

Total 39 GRAND TOTAL

In words :

* GST will be applicable on actual basis

** Detailed break-up of the charges quoted for each category to be submitted in separate sheets(in cover II separately) as per existing guidelines of Government of India ,Ministry of Labour & Employment Minimum Wages Central Government. Date Signature (Stamp & Seal)