request for proposal (rfp) selection of …aptdc.gov.in/tender/volume-i-rfp-housekeeping.pdf ·...

REQUEST FOR PROPOSAL (RFP)

SELECTION OF AGENCY

FOR

Provision of House Keeping services at Haritha

Hotel : BERM PARK, Vijayawada

ANDHRA PRADESH TOURISM DEVELOPMENT CORPORATION

Contents

1 Disclaimer 4

2 Introduction 6

3 Letter of Invitation 8

4 Data Sheet 13

5 Scope of work 16

6 Brief Description of Bidding Process 17

7 Eligibility Criteria 18

8 Instructions to Bidders 19

9 Preparation and Submission of Bids 25

10 Bid Security 29

11 Performance Security 31

12 Special Instructions to Bidders 32

13 Selection Process 34

14 Roles and Responsibilities of the Successful Bidder 38

15 Service Period 39

16 Payments 40

17 Events of Default 41

18 Termination of agreement 43

19 Fraudulent Practices and Corrupt Practices 46

20 Miscellaneous 48

A. Appendix I – Check List 49

Request for Proposal for Provision of Housekeeping services at APTDC

property- Berm park, Vijayawada

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B. Appendix II - Format for Covering Letter-Cum--Service Contract Undertaking 50

C. Appendix III – General Information 51

D. Appendix IV – Format of Power of Attorney For Bid Signatory 52

E. Appendix V – Format Of Bid Affidavit 54

F. Appendix VI – Format Of Bid Undertaking 55

G. Appendix VII – Anti-Collusion Certificate 56

H. Appendix VIII – Format Of Letter Of Commitment 57

I. Appendix IX - Format For Eligibility Criteria 58

J. Appendix X – Minimum Service Obligations 60

K. Appendix XI – Format for Financial Proposal 63

L. Appendix XII Format for Bank Guarantee for bid security 64



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1 Disclaimer :

i. The information contained in this Request for Proposal document ("RFP") or subsequently provided to Applicants (Firms), whether verbally or in documentary or any other form by or on behalf of Andhra Pradesh Tourism Development Corporation (APTDC), (herein after referred to as APTDC / employer/ client) or any of its employees, is provided to Applicants on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided.

ii. This RFP is not an agreement or an offer by the Employer to the prospective Applicants or any other person. The purpose of this RFP is to provide interested parties with information that may be useful to them in the formulation & submission of their Proposals pursuant to this RFP.

iii. This RFP includes statements, which reflect various assumptions and assessments

arrived at by the Employer in relation to the Consultancy. Such assumptions, assessments and statements do not purport to contain all the information that each Applicant may require.

iv. This RFP may not be appropriate for all persons, and it is not possible for the Employer and its employees to consider the objectives, technical expertise and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, adequate or correct. Each Applicant should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments and information contained in this RFP and obtain independent advice from appropriate sources. Information provided in this RFP to the Applicants may be on a wide range of matters, some of which may depend upon interpretation of law. The information given is not intended to be an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. The Employer accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on the law expressed herein.

v. The Employer (APTDC)and its employees/ advisors make no representation or

warranty and shall have no liability to any person including any Applicant under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness, reliability or completeness of the RFP and any assessment, assumption, statement or information contained therein or deemed to form part of this RFP or arising in any way in this Selection Process.



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vi. The Employer also accepts no liability of any nature whether resulting from negligence or otherwise however caused arising from reliance of any Applicant upon the statements contained in this RFP.

vii. The Employer may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumption contained in this RFP.

viii. The issue of this RFP does not imply that the Employer is bound to select an

Applicant or to appoint the Selected Applicant, as the case may be, for the Consultancy and the Employer reserves the right to reject all or any of the Proposals without assigning any reasons whatsoever.



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2 Introduction:

2.1 Andhra Pradesh is at the cusp of the most dramatic change since the formation of the

State. Today, the reorganized State seeks to be recognized as one of the most

progressive States in the country. To this end, the Hon. Chief Minister has put forth a

vision for the State as part of Swarnandhra 2029. As part of this vision, certain

missions have been identified which would be the drivers of growth in the State. One

such sub-service mission is Tourism.

2.2 Andhra Pradesh Tourism Development Corporation (“APTDC” or “Authority”) is an

enterprise of Government of Andhra Pradesh and one of the leading state Tourism

Development Corporations of India. It is an established name in the hospitality sector,

handling 1,000 rooms in accommodation facilities besides restaurants and wayside

amenities across the state. It also runs tourist packages, transport, water fleets,

ropeways, sound and light shows across the state.

2.3 In line with the ever changing tourism demand, APTDC is in the process of upgrading/

developing its properties including hotels, resorts and restaurants to meet the present

day expectations of the tourists. The focus of this exercise is on improvement of

services as well as facilities.

2.4 In relation to this, APTDC desires to hire a reputed services agency towards

administering housekeeping services at its Vijayawada property - Haritha Hotel, Berm

Park (the, “Service Contract”) as given at Appendix X – Minimum Service Obligations,

for the Service period specified. APTDC proposes to outsource housekeeping services

for the Berm Park property to such agency for provision of housekeeping services of

not less than a three star category hotel. In line with this objective, APTDC wishes to

identify and hire such agency through a Competitive Bidding/ Open Tender process

2.5 The Housekeeping services shall be administered in line with industry best practices

and standards, and apart from conforming to the minimum standards laid down by the

APTDC, should also incorporate best practices and standards practiced in the industry.

2.6 The scope of work for the selected service provider (the “Successful Bidder”) shall

include inter alia, right for provision of housekeeping services at the hotel in the

designated area in accordance with the provisions of the Service Agreement (the

“Service Agreement” or “SA”) to be entered into between APTDC and the Successful



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Bidder in the form provided by APTDC. The Successful Bidder is expected to conform

to stringent health, safety and hygiene standards for delivery of this Service Contract.

The Successful Bidder is expected to conform to all applicable laws of the land

including labor laws during the Service Period.

2.7 The Service Agreement shall set forth the detailed terms and conditions for the scope

of services to be provided under housekeeping services at the Hotel Facility by the

Successful Bidder, including the scope of the Successful Bidder’s services quality

obligations. The agency will be provided access to the facilities only which will

terminate upon end of the service agreement or any termination arising due to

defaults of the agency.

2.8 The statements and explanations contained in this RFP are intended to provide a fair

understanding to the Bidders about the subject matter of this RFP and should not be

construed or interpreted as limiting in any way or manner the scope of services and

obligations of the Successful Bidder set forth in the Service Agreement or APTDC’s

right to amend, alter, change, supplement or clarify the scope of work, the SA be

awarded pursuant to this RFP or the terms thereof contained herein. Consequently,

any omissions, conflicts or contradictions in the Bidding Documents including this RFP

are to be noted, interpreted and applied appropriately to give effect to this intent,

and no claims on that account shall be entertained by APTDC.



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3 Letter of Invitation:

To

___________________________

___________________________

___________________________

Sub: Request for Proposal (RFP) for “Selection of agency for provision of House

Keeping services at Haritha Hotel: Berm Park, Vijayawada”.

Dear Sir,

1 Vijayawada is a city on the banks of the Krishna River, in the Indian state of

Andhra Pradesh. It is a municipal corporation and the headquarters of

Vijayawada (urban) mandal in Krishna district of the state. The city is one of the

suburbs of the state capital Amaravati, under the Andhra Pradesh Capital Region.

2 Vijayawada and its neighbouring places have many historical and beautiful scenic

tourist places to visit such as kanaka Durga Temple, Amravati town, Bhavani

Island, Undavalli caves, Prakasam barrage, hamlet of Kuchipudi etc along with

The Indrakeeladri Hill forms a spectacular backdrop to the city on the west.

3 Andhra Pradesh Tourism Development Corporation (“APTDC” or “Authority”) is

an enterprise of Government of Andhra Pradesh and one of the leading state

Tourism Development Corporations of India. It is an established name in the

hospitality sector, handling 1,000 rooms in accommodation facilities besides

restaurants and wayside amenities across the state. It also runs tourist packages,

transport, water fleets, ropeways, sound and light shows across the state.

4 To promote tourism and to provide accommodation facility APTDC is running

Haritha Hotel Berm Hotel at Vijayawada. The hotel boasts of beautifully

decorated suites, deluxe rooms and standard rooms. The location of the hotel is

beautiful with hills enveloping it.



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5 In line with the ever changing tourism demand, APTDC is in the process of

upgrading/ developing its properties including hotels, resorts and restaurants to

meet the present day expectations of the tourists. The focus of this exercise is

on improvement of services as well as facilities.

6 In relation to this, APTDC desires to hire a reputed Housekeeping services agency

towards administering housekeeping services at its Vijayawada property - Haritha

Hotel, Berm Park (the, “Service Contract”) as given at Appendix X – Service

Obligations, for the Service period specified. APTDC proposes to outsource

housekeeping services for the Berm Park property to such agency for provision of

housekeeping services of not less than a three star category hotel. In line with

this objective, APTDC wishes to identify and hire such agency through a

Competitive Bidding/ Open Tender process.

7 The Housekeeping services shall be administered in line with industry best

practices and standards, and apart from conforming to the minimum standards

laid down by the APTDC, should also incorporate best practices and standards

practiced in the industry. These terms and conditions will be specified in the

Service agreement between APTDC and the Successful Bidder.

8 The scope of work for the selected service provider (the “Successful Bidder”)

shall include inter alia, right for provision of housekeeping services at the hotel

in the designated area in accordance with the provisions of the Service

Agreement (the “Service Agreement” or “SA”) to be entered into between

APTDC and the Successful Bidder in the form provided by APTDC. The Successful

Bidder is expected to conform to stringent health, safety and hygiene standards

for delivery of this Service Contract. The Successful Bidder is expected to

conform to all applicable laws of the land including labor laws during the Service

Period.

9 The Service Agreement shall set forth the detailed terms and conditions for the

scope of services to be provided under housekeeping services at the Hotel

Facility by the Successful Bidder, including the scope of the Successful Bidder’s

services quality obligations. At the end of the Service Period, the Hotel facilities

both movable and immovable provided by APTDC and immovable developed by

the Successful Bidder at its cost shall revert back to APTDC, free of cost and free

of all encumbrances.



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10 The statements and explanations contained in this RFP are intended to provide a

fair understanding to the Bidders about the subject matter of this RFP and should

not be construed or interpreted as limiting in any way or manner the scope of

services and obligations of the Successful Bidder set forth in the Service

Agreement or APTDC’s right to amend, alter, change, supplement or clarify the

scope of work, the SA be awarded pursuant to this RFP or the terms thereof

contained herein. Consequently, any omissions, conflicts or contradictions in the

Bidding Documents including this RFP are to be noted, interpreted and applied

appropriately to give effect to this intent, and no claims on that account shall be

entertained by APTDC.

11 The RFP document comprises:

Volume I Instructions to Bidders (ITB) including: Formats for Bid Submission Formats for Technical Bid Format for Price Bid

Volume II Project Information Memorandum

Volume III Model Service agreement

12 Project Information Memorandum (PIM) is also issued along with the RFP

document, to provide basic information of site, minimum service obligations,

minimum staff to be deployed in each of the shifts of a day.

13 Request for Proposal (RFP) can be downloaded from the website

www.aptdc.gov.in,

14 The Bids comprising of Technical Bids and Price Bids in two separate envelopes,

placed in an Outer Envelope along with Bid Security Bank Guarantee and other

required documents etc. as specified in the RFP, shall be delivered into the

Tender Box placed at the address given below between 11.00 hrs to 16.00 hrs:

Peshi of Executive Director (Projects) Andhra Pradesh Tourism Corporation Ltd, Tourism house, 3-5-891, 4th Floor Himayatnagar, Hyderabad- 500029(Web site: www.aptdc.gov.in)

15 The Bids should reach not later than 16.00 Hrs (IST) on 11.03.2016. In the event

that the Due Date for the Bid submission happens to be a holiday, the next

working day (at same time) will be the date of submission. The Outer Envelope

http://www.aptdc.gov.in/




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of the Bids and the Technical Bids would be opened on the same day at 16.30 Hrs

(IST) in the presence of the Bidders, or their authorized representatives.

16 In case Bidders need any further information about the Project or for inspection

of any other documents related to the Project, as available or want to visit the

site, they are requested to contact:

Executive Director (Projects) Andhra Pradesh Tourism Corporation Ltd, Tourism house, 3-5-891, Himayatnagar, Hyderabad- 500029 Phone no: 040-23262152/53

17 The Bids shall be accompanied by Bid Security of INR. 2.00 Lakhs (Rupees Two

Lakhs only), in the form of a Demand Draft drawn in favour of “Andhra Pradesh

Tourism Corporation Ltd.” and payable at Hyderabad, (Or) by way of an

unconditional and irrevocable Bank Guarantee from a Nationalized/ Scheduled

Bank (excluding Cooperative Banks).

18 The Bid shall be filled in English and all entries must be typed and/ or written in

blue/ black ink. Authorized representative of the Bidder must attest all erasures

and alterations made while filling the Bid.

19 The Bidder shall be responsible for any costs or expenses or liabilities incurred by

the Bidders in connection with the preparation and delivery of Bids, including

costs and expenses related to the visits to the site. APTDC reserves all the rights

to cancel, terminate, change or modify this procurement process and/or

requirements of bidding stated in the RFP, at any time without assigning any

reason or providing any notice and without accepting any liability for the same.

20 Pre-bid conference will be held at 15.00 Hrs (IST) on 01.03.2016 at Tourism

House, Hyderabad. Any change in time or venue of the pre-bid conference shall

be posted on the website.

21 Queries, if any, proposed to be raised at the pre-bid conference by the Bidders

should be submitted to the Authority in writing at least two (2) working days

before the date of the pre-bid conference and a soft copy of the same shall be e-

mailed to the Authority.



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22 The Bid evaluation process is detailed in Instructions to Bidders. The Technical

Bids would be evaluated based on the qualification criteria set forth in the RFP

along with the required undertakings. Price Bids of only those firms, whose

Technical Bids qualify, will be opened and evaluated. The date of opening of

Price Bids will be communicated to the Technically Qualified bidders. Among the

qualified Bidders, the bidder quoting the Lowest Bid (L1) will be selected as

‘Preferred/ Successful Bidder’ for award of the Project and executing the

Service Agreement.

23 Please note that the APTDC reserves the right to accept or reject all or any of

the bids without assigning any reason whatsoever and annul the bid process at

any stage under intimation to the shortlisted bidders if any.

February 10, 2016 APTDC



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4 Data Sheet:

S.

No Key Information Details

Project Details

1 Project Title Selection of Agency for provision of House Keeping services at

Haritha Hotel: Berm park, Vijayawada

2 Authority Andhra Pradesh Tourism Development Corporation Ltd

3 Project Site Haritha Hotel Berm Park, Bhavani Puram, Opp Neelam Theatre,

Vijayawada

4 Service

obligations Please refer Appendix X

Implementation Structure

6 Implementation

mode Service Agreement

9 Service Period 3 years

Bid Conditions

10 Bid Validity

The Bids shall be valid for a period not less than 365 days from the

Bid Due Date (the “Bid Validity Period”) or for any extended

period that APTDC may notify at its sole discretion

11 Bid Security

INR. 2.00 lakhs (Rupees Two Lakhs only) to be submitted in the

form of either Demand Draft, (Or) unconditional and irrevocable

Bank Guarantee from a Nationalized/ Scheduled Bank (excluding

Cooperative Banks).

12 Validity of Bid

Security as BG 365 days from the Bid submission date

13

Performance

Security (for

construction and

operation period)

Please refer section no. 11

Bid Submissions

14 Bid Submissions

Bids shall be submitted in two sealed envelopes, both put

together in an “Outer Envelope” as following

Envelope 1: Technical Bid (Technical & Financial eligibility)

Envelope 2: Price Bid

15 Outer Envelope

1. Appendix-I : Checklist

2. Copy of downloaded RFP document duly signed on each

page by the bidder in token acceptance of terms and

conditions of RFP



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S.


3. Covering letter in the format provided in Appendix II - Format for Covering Letter-Cum--Service Contract Undertaking

4. General Information of the Bidder in the format provided in

5. Appendix III – General Information 6. Bank guarantee for Bid Security ( Appendix-XII) 7. Demand draft for Tender Fee of INR 25,000 (INR Twenty

Five Thousand only)(Non-refundable). 8. Power of Attorney for Bid signatory in the format

provided in

9. Appendix IV – Format of Power of Attorney For Bid Signatory

10. Bid Affidavit in the format provided in Appendix V – Format Of Bid Affidavit

11. Bid undertaking in the format provided in Appendix VI – Format Of Bid Undertaking

12. Anti-Collusion Certificate in the format provided in Appendix VII – Anti-Collusion Certificate:

13. Letter of Commitment as per the format provided in

Appendix VIII – Format Of Letter Of Commitment

16 Envelope:1

Technical Bid

Bidders are required to submit Technical Bid in Envelope I of the

Bid submission as detailed in RFP. The documents required to be

submitted are as below:

Technical and financial details of the Applicant in prescribed format provided in Appendix IX - Format For Eligibility Criteria ;

For Technical Experience Criteria

Proof of Operations in case of Operations Experience. Proof/

letter of completion should be issued by the client

For Financial Experience Criteria

1. Audited Annual Accounts of last five financial years

preceding 2014-15.

2. Statutory Auditor’s Certificates regarding financial

details.

Note: The above details are to be submitted as per the formats

given in the RFP document ( Appendix-IX)

17 Envelope 2: Price

Bid

The bidders shall be required to submit their Price Bids (as per

Appendix XI) in the format as provided in the RFP duly filled.



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S.


Bid Evaluation

18 Bid Evaluation

Envelope-1 : Mandatory Compliance

Envelope 2: Compliance - Pass/Fail

Envelope 3: Lowest Quote (L1)

19 Signing of Service

Agreement

Signing of Service Agreement shall be executed within 30 days

from the date of issue of LOI duly fulfilling the conditions there

in.

Other Details

20 Tender fee

INR 25,000/- (Rupees Twenty Five Thousand only) through a

DD, drawn from Nationalized/ Scheduled Bank in favor of

“Andhra Pradesh Tourism Development Corporation” and

payable at Hyderabad. The Tender Fee is Non-refundable.

Important Dates

21 Downloading of

RFP

The RFP document can be downloaded from the website

www.aptdc.gov.in from 12.02.2016 to 11.03.2016 upto 14:00

hrs

22 Pre-bid

Conference

15:00 Hrs (IST) on 01.03.2016 at

Andhra Pradesh Tourism Corporation Ltd, (APTDC) Tourism house, 3-5-891, 4th Floor Himayatnagar, Hyderabad- 500029

23 Due Date for

receipt of Bids

From 11:00 to 16:00 Hrs (IST) on 11.03.2016 at the Peshi of Executive Director (Projects) Andhra Pradesh Tourism Corporation Ltd, (APTDC) Tourism house, 3-5-891, 4th Floor Himayatnagar, Hyderabad- 500029

24 Date and Time of

Opening Bids

16:30 Hrs (IST) on 11.03.2016 or any other date intimated from

time to time.

Note: Amendments/Addendum/Corrigendum, to the RFP if any, shall not be advertised

in newspapers, but willl be posted on the website: www.aptdc.gov.in





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5 Scope of work:

APTDC desires to hire a housekeeping services agency towards providing housekeeping at its Vijayawada property - Haritha Hotel, Berm Park. The hotel consists of 30 rooms, restaurant, bar and conference hall. The details of the facility are provided in Volume-II of RFP i.e. Project Information Memorandum.

The responsibilities of the Successful Bidder would include housekeeping and general maintenance of entire facilities at APTDC’s Berm Park property at Vijayawada including rooms, common areas, reception area, lobby area, corridors, steps, pathways, lawns and landscaping, roads and parking lot.

The bidder is expected to undertake the housekeeping services as per the terms and conditions provided in Appendix-X Minimum Service Obligations.



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6 Brief Description of Bidding Process:

6.1 For the purpose of awarding this Service Contract, APTDC has adopted a single-stage

process (referred to as the "Bidding Process") for selection of the service provider.

Applicants (the "Bidders") are being called upon to submit their Bids pursuant to this

RFP in accordance with the terms set forth in this RFP, all the Volumes, Appendices

and Addenda thereof issued by APTDC as part of this Bidding Process (collectively the

"Bidding Documents"), as modified, altered, amended and clarified from time to time

by APTDC, and all Bids shall be prepared and submitted in accordance with such

terms. The Bids shall be valid for a period of not less than 365 days from the Bid Due

Date (the “Bid Validity Period”) or for any extended period that APTDC may notify at

its sole discretion. APTDC reserves the right to reject the Bid which does not meet

this validity requirement. Further details of the Bidding Process and the terms thereof

are spelt out in this RFP.

6.2 The Successful Bidders would be selected based on the Techno Financial Eligibility

Criteria given in Clause 7.

6.3 Any queries or requests for additional information concerning this RFP shall be

submitted via e-mail within the time frame provided in Clause 6.4 below, to the

officer designated in Clause 9.2.3. The envelopes / communication shall clearly bear

the following identification/ title:

"Queries / request for additional information: RFP for Provision of Housekeeping Services

at APTDC Property – Haritha Hotel: Berm Park, Vijayawada”

6.4 APTDC endeavors to adhere to the following bidding schedule:

S. No Event Description Date Timeline

1 Downloading of RFP 12.02.16 to 11.03.16 upto 14:00 hrs

2 Last date for receiving queries on the RFP 29.02.2016

3 Pre-Bid conference 01.03.2016 at 15:00 hrs

4 Last date for submission of Bids (the “Bid Due Date”)

11.03.2016 upto 16:00 hrs

5 Opening of outer envelope and envelope-1 (Technical & Financial criteria)

11.03.2016 at 16:30 hrs

6 Opening of envelope-2 (Price bid)of Qualified Bidders

Will be intimated to qualified bidders



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7 Eligibility Criteria :

7.1 Technical Eligibility criteria:

In order to qualify for the opening of the Financial Proposal stage, the Bidder would need to meet the Eligibility Criteria, (the “Eligibility Criteria”) defined as:

Bidder should have at least three ongoing contracts towards providing housekeeping services to hotel establishments of not less than three star category and having not less than 100 rooms. This contract should necessarily include provision of housekeeping for the rooms and other areas at the property.

AND

Bidder should have an ISO 9001:2008 Certification in mechanized housekeeping and facility management services.

AND

Bidder should have not less than three running labor licenses of at least 100 members each.

AND

Bidder should have a minimum of 500 employees on its Provident Fund (PF) rolls.

7.2 Financial Eligibility criteria:

Bidder should have average annual turnover of at least INR 5, 00,00,000 (INR Five crore only) in the past five years i.e. during 2010-11 to 2014-15.

AND

Bidder should have a net worth of at least INR 25,00,000 (INR Twenty five lakhs only) in the last year i.e. 2014-15

7.3 Qualified Bidders:

The Bidders meeting the above eligibility criteria are denoted as the “Qualified Bidders” and the Financial Proposals of only those Qualified Bidders would be opened. The Financial Proposals of the other Bidders would be returned unopened.



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8 Instructions to Bidders:

8.1 General terms of bidding:

8.1.1 Notwithstanding anything to the contrary contained in this RFP, the detailed terms specified in the Service Agreement (SA) shall have overriding effect; provided, however, that any conditions or obligations imposed on the Bidder hereunder shall continue to have effect in addition to its obligations under the SA.

8.1.2 All Bidders are required to submit their Bid in accordance with the guidelines set forth in this RFP. In order to promote consistency among Bids and minimize potential misunderstandings regarding interpretation of Bids by APTDC, the format in which Bidders have to specify the fundamental aspects of their Bid have been broadly outlined in this RFP.

8.1.3 Submission of Bid(s) in response to this RFP would have to be made in a separate folders/ sealed covers as indicated below: Outer envelope: General Documents, DDs, BG Envelope-1: Eligibility (Technical and Financial)Documents Envelope-2 : Financial Proposal (Price bid) The contents of each Folder/ Cover are listed below: Outer envelope( General Documents, DDs and BG): The Bidder will be required to submit only one set of documents under outer envelope as part of the Bid. Downloaded RFP document (“www.aptdc.gov.in”)duly signed by the bidder on

each page in token acceptance of the terms and conditions. Covering letter in the format provided in Appendix II - Format for Covering Letter-

Cum--Service Contract Undertaking General Information of the Bidder in the format provided in Appendix-III DD, (Or) Bank guarantee for Bid Security as per Appendix XII Demand draft for Tender Fee of INR 25,000 (INR Twenty Five Thousand only) which

is non-refundable. Power of Attorney for Bid signatory in the format provided in Appendix IV Bid Affidavit in the format provided in Appendix V – Format Of Bid Affidavit Bid undertaking in the format provided in Appendix VI – Format Of Bid Undertaking Anti-Collusion Certificate in the format provided in Appendix VII – Anti-Collusion

Certificate:



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Letter of Commitment as per the format provided in Appendix VIII – Format Of Letter Of Commitment

Envelope 1: Eligibility Documents: Bidders will be required to submit documents meeting the Eligibility Criteria specified in Clause 7 in the following formats: Technical and financial details of the Applicant in prescribed format provided in

Appendix IX - Format For Eligibility Criteria ; Envelope 2: Financial Proposal (Price bid): Bidders are required to submit the Financial Proposal as per the format provided at Appendix XI – Format for Financial Proposal:

8.1.4 The bid submitted shall be unconditional and any condition, qualification or stipulation contained in the Bid shall render the Bid liable to be rejected as a Non-Responsive Bid.

8.1.5 The Bid and all communications in relation to or concerning the Bidding Documents and the Bid shall be in English language.

8.1.6 The Bidding Documents including this RFP and all attached documents shall remain the property of APTDC and are issued to the Bidders solely for the purpose of preparation and the submission of a Bid in accordance herewith. Bidders shall treat all information as strictly confidential and shall not use it for any purpose other than for preparation and submission of their Bid. The Bid and any information provided along therewith by the Bidder within the Bid Due Date shall become the property of APTDC and APTDC shall not return the same to any Bidder.

8.1.7 This RFP along with its Appendices or Corrigenda issued is not transferable.

8.1.8 Any award of the SA pursuant to this RFP shall be subject to the terms of Bidding Documents.

8.2 Cost of bidding:

The Bidders shall be responsible for all costs associated with preparation of their Bids and their participation in the Bidding Process. APTDC will not be responsible or in any



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way liable for such costs, regardless of the conduct or outcome of the Bidding Process.

8.3 Site visit and verification of information:

8.3.1 Bidders are encouraged to submit their respective Bids after visiting the site and ascertaining for themselves the site conditions, traffic, location, surroundings, access to site, applicable laws and regulations, and any other matter considered relevant by them.

8.3.2 It shall be deemed that by submitting a Bid, the Bidder has:

Made a complete and careful examination of the Bidding Documents. Failure to comply with the requirements of the RFP shall be at the Bidder’s own risk;

received all relevant information requested from APTDC; acknowledged and accepted the risk of inadequacy, errors or mistakes in the

information provided in the Bidding Documents or furnished by or on behalf of APTDC relating to any of the matters referred to in Clause 8.3.1 above;

satisfied itself about all matters, things and information including matters referred to in Clause 8.3.1 hereinabove necessary and required for submitting an informed Bid and execution of the -Service Contract in accordance with the Bidding Documents and performance of all of its obligations there under;

Acknowledged and agreed that inadequacy, lack of completeness or incorrectness of information provided in the Bidding Documents or ignorance of any of the matters referred to in Clause 8.3.1 hereinabove shall not be a basis for any claim for compensation, damages, extension of time for performance of its obligations, loss of profits etc. from APTDC, or a ground for termination of the SA.

Agreed to be bound by the undertakings provided by it under and in terms hereof.

8.3.3 APTDC shall not be liable for any omission, mistake or error on the part of the Bidder in respect of any of the above or on account of any matter arising out of or concerning or relating to RFP, the Bidding Documents or the Bidding Process, including any error or mistake therein or in any information or data given by APTDC.

8.4 Right to accept or reject any or all Bids:

8.4.1 Notwithstanding anything contained in this RFP, APTDC reserves the right to accept or reject any Bid, and to annul the Bidding Process, and reject all Bids, at any time



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without any liability or any obligation for such acceptance, rejection or annulment, and without assigning any reasons thereof.

8.4.2 APTDC reserves the right to reject any Bid and appropriate the Bid Security and en cash the Bank Guarantee as per the provisions of Clause 10.2.

8.4.3 Any misrepresentation / improper response shall lead to the disqualification of the Bidder. If such disqualification / rejection occurs after the Bids have been opened and the lowest Bidder gets disqualified / rejected, then APTDC reserves the right to:

invite the remaining Bidders in accordance with Clause 13.4; take any such measure as may be deemed fit in the sole discretion of APTDC,

including annulment of the Bidding Process APTDC shall also have the right to appropriate the Bid Security or the

Performance Security as the case may be, in the event of mis-representation by the Bidder(s).

8.4.4 In case it is found during evaluation or at any time before signing of the SA or after its execution and during the period of subsistence thereof, including the Service Period thereby granted by APTDC, that one or more of the eligibility criteria have not been met by the Bidder or the Bidder has made material misrepresentation or has given any materially incorrect or false information,

The Successful Bidder shall be disqualified forthwith if not yet appointed by issue of LoI.

If the Successful Bidder has already been issued LoI and the Successful Bidder has entered into the SA with APTDC, the SA will be terminated by a communication in writing by APTDC to the Bidder or the Successful Bidder as the case may be.

8.4.5 In such an event, APTDC shall appropriate the Bid Security or Performance Security, as the case may be, as mutually agreed genuine pre-estimated compensation and damages payable to APTDC for, inter alia, time, cost and effort of APTDC, without prejudice to any other right or remedy that may be available to APTDC under this RFP or law.



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8.4.6 APTDC reserves the right to verify all statements, information and documents submitted by the Bidder in response to the RFP or the Bidding Documents. Failure of APTDC to undertake such verification shall not relieve the Bidder of its obligations or liabilities hereunder nor will it affect any rights of APTDC there under.

8.5 Bid Documents – Clarifications:

8.5.1 To facilitate evaluation of Bids, APTDC may, at is sole discretion, seek clarifications via email from any Bidder regarding its Bid. The request for such clarifications or substantiation and the response shall be in writing or by email. No material change in the Bid would be permitted by way of such clarification / substantiation submitted by the Bidder.

8.5.2 However, APTDC reserves the right not to respond to any question or provide any clarification or consider any amendment(s) suggested by the Bidders, in its sole discretion, and nothing in this Clause shall be taken or read as compelling or requiring APTDC to respond to any question or to provide any clarification or consider any amendment suggested by the Bidders.

8.5.3 APTDC may also on its own motion, if deemed necessary, issue interpretations and clarifications to all Bidders. All clarifications and interpretations issued by APTDC shall be deemed to be part of the Bidding Documents. Verbal clarifications and information given by APTDC or its employees or representatives shall not in any way or manner be binding on APTDC.

8.5.4 Bidders may note that subject to the provisions of Clause 8.3.1 above, APTDC will not entertain any deviations to the RFP at the time of submission of Bids or thereafter. Bid to be submitted by the Bidder would have to be unconditional and unqualified and the Bidder would be deemed to have accepted the terms and conditions of this RFP and all its contents including the terms and conditions of the draft SA. Any conditional Bid shall be regarded as Non-Responsive and would be liable for rejection.

8.6 Amendment of RFP:

8.6.1 At any time prior to the Bid Due Date, APTDC may, for any reason, whether at its own initiative or in response to clarifications requested by a Bidder, modify the RFP by the issuance of Addenda or Corrigenda.

8.6.2 Any Addenda or Corrigenda thus issued will be sent in writing or via email and shall be binding upon all Bidders.



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8.6.3 In order to afford the Bidders a reasonable time for taking into account the contents of any Addenda or Corrigenda, or for any other reason, APTDC may, at its own discretion, extend the Bid Due Date by an appropriate period.



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9 Preparation and Submission of Bids:

9.1 Content, format, signing and submission of bids:

9.1.1 Bidders would provide all information as per this RFP and in the specified format. APTDC will evaluate only those Bids that are received in the required formats and are complete in all respects.

9.1.2 The Bid shall be typed or written in indelible ink and signed by the authorized signatory of the Bidder who shall also initial each page, in blue or black ink. All alterations, omissions, additions or any other amendments made to the Bid shall be initialed by the person(s) signing the Bid.

9.2 Sealing and marking of Bids:

9.2.1 The Bidder shall prepare the Bids as per the directions provided in Clause 9.1 above. Considering the same, the Bidder shall prepare and seal and mark the bids as under:

Outer envelope “Part 1 Submission of General Documents for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada”

Envelope 1 “Part 2 Submission of Eligibility Documents for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada”

Envelope 2 “Part 3 Submission of Financial Proposal for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada”

9.2.2 The Bidder shall then place all the three envelopes in a single large envelope. The large envelope shall be super scribed as

“Submission of bid - Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada”.

Name and address of the Bidder Contact person with contact details – phone, fax no. and email address.

9.2.3 The outer envelope shall be addressed to:

Executive Director (Projects) Andhra Pradesh Tourism Development Corporation Ltd, Tourism house, 3-5-891, 4th Floor Himayatnagar,Hyderabad- 500029.



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9.2.4 If the envelopes are not sealed and marked as instructed above, APTDC assumes no responsibility for misplacement or premature opening of the contents of the Bid submitted and such Bid – at the sole discretion of APTDC – may be deemed to be Non- Responsive and hence, would be liable for rejection. In no case should the bidder submit documents pertaining to the Financial Proposal in hard copy format. If such Financial Proposal is submitted in hard copy format, it would be considered Non-Responsive Bid.

9.2.5 Bids submitted by fax, telex, telegram or e-mail shall not be entertained and shall be rejected.

9.3 Bid Due Date:

9.3.1 APTDC may, at its sole discretion, extend the Bid Due Date by issuing an Addenda/ Corrigenda in accordance with Clause 8.6 uniformly to all Bidders.

9.3.2 In case if the bid due date happens to be a holiday, the bid due date stands extended to next working date.

9.4 Late Bids:

9.4.1 Bids received by APTDC after the time and date mentioned in Clause 6.4 shall not be eligible for consideration and shall be summarily rejected.

9.5 Modifications / substitution / withdrawal of Bids:

9.5.1 No Bid shall be modified, substituted or withdrawn by the Bidder on or after the Bid Due Date.

9.5.2 Any alteration / modification in the Bid or additional information supplied subsequent to the Bid Due Date, unless the same has been expressly sought for by APTDC, shall be disregarded.



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9.6 Rejection of Bids:

9.6.1 APTDC reserves the right to accept or reject all or any of the Bids without assigning any reason whatsoever. It is not obligatory for APTDC to accept any Bid or to give any reasons for their decision.

9.6.2 APTDC reserves the right not to proceed with the Bidding Process at any time, without notice or liability, and to reject any Bid without assigning any reasons and also invite fresh tenders as the case may be.

9.7 Validity of Bids:

9.7.1 The validity of the Bid shall be as mentioned in Clause 6.1

9.8 Bid opening:

9.8.1 APTDC would open outer envelope and envelope-1 submissions of the Bids, at 16:30 hours IST on the date specified in the Bidding Schedule provided under Clause 6.3 in the presence of all Bidders, or their authorized representatives.

9.8.2 APTDC reserves the right to reject any Bid not submitted on time and which does not contain the information / documents as set out in this RFP.

9.8.3 The Envelope-2 submission shall be opened after documents in Envelope-1 are opened, processed & scrutinized in the presence of all Bidders who choose to be present. Only the Financial Proposals of Bidders whose Bids have been found to be responsive shall be opened and ranked as per the procedure prescribed under Clause 13.4.

9.9 Language and currency:

9.9.1 The Bid and all related correspondence and documents should be in the English language. Supporting documents and printed literature furnished with the Bid may be in any other language provided that they are accompanied by appropriate translations of the pertinent passages in the English language. Supporting materials, which are not translated into English, may not be considered. For the purpose of interpretation and evaluation of the Bid, the English language translation shall prevail.

9.9.2 The currency for the purpose of the Bid shall be Indian Rupees (INR).



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9.10 Confidentiality:

Information relating to the examination, clarification, evaluation and recommendation for the Bidders shall not be disclosed to any person who is not officially concerned with the Bidding Process or is not a retained professional advisor advising APTDC in relation to or matters arising out of or concerning the Bidding Process. APTDC will treat all information, submitted as part of the Bid, in confidence and will require all those who have access to such material to treat the same in confidence. APTDC may not divulge any such information unless it is directed to do so by any statutory entity that has the power under law to require its disclosure or is to enforce or assert any right or privilege of the statutory entity and/ or APTDC.

9.11 Correspondence with the Bidder:

9.11.1 APTDC shall not entertain any correspondence with any Bidder in relation to acceptance or rejection of any Bid.



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10 Bid Security:

10.1 The Bid shall be accompanied by a bid security of INR 200,000 (Rupees Two lakh only) (the "Bid Security"). The Bid Security shall be valid till 365 days from the bid due date, and may be extended as per the directions of APTDC from time to time. The Bid shall be summarily rejected if it is not accompanied by the Bid Security. The Bid Security must be paid by way of a Demand Draft drawn on a Nationalised bank in favour of “APTDC”, or as an unconditional and irrevocable bank guarantee in favor of “APTDC” from a scheduled Bank in India that is not a Cooperative Bank or a Gramin Bank, and has a branch in Hyderabad. No relaxation on the Bid Security shall be given to any Bidder.

10.2 Bid Security of non-selected Bidders would be returned on issuance of letter of Intent

(LoI) or if the Bidding Process is cancelled by APTDC.

10.3 The Successful Bidder’s Bid Security may be withdrawn upon the Successful Bidder

furnishing the Performance Security in accordance with the provisions of the SA.

10.4 APTDC shall be entitled to appropriate the Bid Security and encash the bank

guarantee towards compensation / damages on occurrence of any of the events

specified in this RFP including Clause 10.5 herein below and any related Clauses in the

SA. The Bidder, by submitting its Bid pursuant to this RFP, would be deemed to have

acknowledged and confirmed that APTDC will suffer loss and damage on account of

withdrawal of its Bid or for any other default by the Bidder during the Bid Validity

Period.

10.5 The Bid Security shall be appropriated by APTDC as mutually agreed genuine pre-estimated compensation and damages payable to APTDC for, inter alia, time, cost and effort of APTDC without prejudice to any other right or remedy that may be available to APTDC hereunder or otherwise, under the following conditions: If a Bidder engages in Corrupt Practice, Fraudulent Practice, Coercive Practice,

Undesirable Practice or Restrictive Practice as specified in Clause 20 of this RFP; If a Bidder modifies or withdraws its Bid except as provided in Clause 1.1 ; If a Bidder withdraws its Bid during the interval between the Bid Due Date and

expiration of Bid Validity period, as extended by APTDC; If any information or document furnished by the Bidder is found by APTDC to be

misrepresenting, misleading or untrue in any material respect In the case of Successful Bidder, if it fails within the specified time limit - to sign the Letter of Award



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to sign the SA and/or to furnish the Performance Security as per the provisions of this RFP or SA; or In case the Successful Bidder, having signed the SA, commits any breach thereof

prior to furnishing the Performance Security. Failure to take over the site within the specified time as per LoI



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11 Performance Security: The Bidder if declared as the Successful Bidder shall be required to submit Performance Security (the “Performance Security”) by way of an annual, revolving, unconditional and irrevocable bank guarantee, in favor of Andhra Pradesh Tourism Development Corporation by a scheduled bank in India that is not a Cooperative Bank or a Gramin Bank and has a branch in Hyderabad. The Performance Security is for due and punctual performance of the obligations of the Successful Bidder under the SA. The Performance Security shall be equal to the six times the Monthly Services Fee payable to the Successful Bidder for the subsequent year. The performance security is not constant during the service period. The Performance Security shall be paid for the first six months on or before the date of signing of the Service Agreement. The Performance Security in the form of a bank guarantee for each subsequent year should be submitted to APTDC by the Successful Bidder at least 30 days before the expiry of the existing bank guarantee, thereby ensuring that the Performance Security is valid during the Service Period. The Performance Security shall be en-cashed at the sole discretion of APTDC towards any damages that may be payable by the Successful Bidder to APTDC and/ or against termination eventualities attributed to the Successful Bidder, under the terms of the SA including physical damages caused to the Hotel Site/ Hotel Facilities including furnishings and building structure by the Services Staff of the Successful Bidder and pilferage of APTDC owned assets. The Successful Bidder is expected to replenish or provide fresh Performance Security within a period of 15 days in the case of such encashment by the APTDC.



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12 Special Instructions to Bidders:

All Bidders should note the following:

12.1 The Bid (and any additional information requested subsequently) shall bear the initials

of the Authorized Signatory of the Bidder and stamp of the entity thereof on each

page of the Bid.

12.2 The Bidder shall also return, along with their Bid, a copy of this RFP bearing the

initials of the Authorized Signatory of the Bidder and stamp of the entity thereof on

each page of these documents i.e. RFP in the hard copy submission in a separate

envelope. This shall indicate that the Bidder agrees to abide by all terms & conditions

specified in the RFP.

12.3 Bids that are incomplete in any respect or those that are not consistent with the

requirements as specified in this RFP or those that do not contain the required

information as per the specified formats may be considered Non-Responsive and are

liable for rejection.

12.4 Strict adherence to formats, wherever specified, is required. Non-adherence to

formats may be a grounds for declaring the Bid Non-Responsive.

12.5 All communication and information should be provided in writing/ soft copy format

over email as the case may be in the English language only.

12.6 All communication and information provided should be legible, and wherever the

information is given in figures, the same should also be mentioned in words. In case of

conflict between amounts stated in figures and words, the amount in words will be

taken as correct.

12.7 No change in or supplementary information to a Bid shall be accepted after the Bid

Due Date. However, APTDC reserves the right to seek additional information from the

Bidders, if found necessary, during the course of evaluation of the Bid.



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12.8 In case of non-submission, incomplete submission or delayed submission of such

additional information or clarifications sought by APTDC, the Bid would be evaluated

solely on the basis of available information.

12.9 The Bids shall be evaluated as per the criteria specified in this RFP. However, within

the broad framework of the evaluation parameters as stated in the RFP, APTDC

reserves the right to make modifications to the stated evaluation criteria, which

would be uniformly applied, to all Bidders.

12.10 Bidders are advised that their Bids be completely devoid of any conditions,

whatsoever. Conditional Bids will be rejected.

12.11 APTDC reserves the right to reject any or all of the Bids without assigning any reason

whatsoever.

12.12 APTDC also reserves the right to withdraw the Bidding Process at its discretion under

intimation to the Bidders submitting the Bids, without assigning any reasons for the

same.

12.13 APTDC reserves the right to vet and verify any or all information submitted by the

Bidder.

12.14 Notwithstanding anything stated in this RFP, if any claim made or information

provided by the Bidder in the Bid or any information provided by the Bidder in

response to any subsequent query by APTDC, is found to be incorrect or is a material

misrepresentation of facts, then the Bid will be liable for rejection.

12.15 The Bidder shall be responsible for all costs associated with the preparation of

the Bid. APTDC shall not be responsible in any way for such costs, regardless of the

conduct or outcome of the Bidding Process.



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13 Selection Process:

13.1 The selection of the Successful Bidder will be done as follows –

Phase 1: Scrutiny of Part I submissions Phase 2: Eligibility Evaluation (Contents of Envelope-1) Phase 3 : Ranking of Financial Proposals (Contents of Envelope-2)

Each of the above phases is explained as under.

13.2 Phase 1 – Scrutiny of Part I submissions:

13.2.1 Bids submitted by the Bidders shall be initially scrutinized to establish “Responsiveness”. A Bid may be deemed “Non-Responsive” if:

It is not received by the Bid Due Date as specified in the RFP It does not include sufficient information for it to be evaluated (sufficient

information means that for minor deviations, the information can be reviewed and evaluated by APTDC without communication with the Bidder)

It is not in the formats specified which materially affects the evaluation process It is not signed and/ or sealed in the manner and to the extent indicated in this

RFP Document It is not accompanied by a valid Bid Security It is not accompanied by documents required as per this RFP Document It does not specify the Bid Validity There are inconsistencies between the Bid and the supporting documents The Bid is not accompanied with the Tender Fee, if not already paid.

13.2.2 APTDC reserves the right to reject any Bid which is non-responsive and no request for alteration, modification, substitution or withdrawal shall be entertained by APTDC in respect of such Bid.

13.2.3 In case a Bid is found to be responsive, it would be passed on to the next phase i.e. evaluation of Part II Submission – Eligibility Documents.

13.3 Phase 2 – Eligibility Evaluation:

13.3.1 Once a Bid is found to be responsive, Part II Submission i.e. Eligibility Documents would be evaluated. In case Part II Submission is found to be



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inadequate, APTDC may request the Bidder for updated documents to the same effect or may in its sole discretion have the right to reject the Bid. Further, as part of the evaluation process, APTDC may also require the Bidder to submit clarifications.

13.3.2 APTDC reserves the right to reject any Bid without opening Part III Submission i.e. Financial Proposal if in its opinion, Part II submission is not sufficiently responsive (sufficiently responsive means that for minor deviations, the information can be reviewed and evaluated by APTDC without communication with the Bidder)

13.3.3 Those Bidders, whose Bids are found to be eligible after the evaluation process shall be termed as “Qualified Bidders”, (the “Qualified Bidders”). Financial Proposals of Qualified Bidders shall be opened in the manner as given below in Phase 3.

13.3.4 Bids found to be unresponsive after the evaluation process, shall be termed as “Disqualified Bidders”. They shall be notified in writing or through email by APTDC and their Bid Security shall be returned to them in accordance with the provisions of this RFP.

13.4 Phase 3 – Ranking of Financial Proposals:

13.4.1 In this phase of selection, APTDC will open the Financial Proposals of the Bidders who have cleared the qualification process.

13.4.2 The Financial Proposals shall be opened duly intimating the qualified bidders in the presence of the bidders, or their authorised representatives.

13.4.3 The Bidders are required to quote the Monthly Services Fee for provision of housekeeping services as per the SA. Monthly Services Fee (“Monthly Services Fee”) is the amount in Indian Rupees that the Authority would be expected to pay the Successful Bidder per month starting from date of commencement of services at the Hotel Site as per the Service Agreement (“Service Start Date”), as specified in the Service Agreement. (e.g.: If Service Start Date is 1 January 2016, the Authority is expected to pay the Successful Bidder the Monthly Services Fee on 1 February 2016, subject to the fulfilment of the conditions mentioned in the SA, and so on till end of Service Period).



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13.4.4 The Price Bids will be ranked as L1, L2, L3….etc. The Qualified Bidder quoting the lowest Monthly Services Fee (L1) shall be declared as the “Successful Bidder”.

13.4.5 It is clarified that Phase 3 of the Selection Process will be separately carried out duly intimating the qualified bidders.

13.4.6 APTDC may choose to accept the Bid of the Successful Bidder, invite the Bidder for further negotiations or reject any offer including the lowest offer.

13.4.7 Process after identification of Successful Bidder:

13.4.8 In the event of acceptance of the Successful Bidder, APTDC shall notify the Successful Bidder through a Letter of Intent (the “LoI”) (to be issued in duplicate) that its Bid has been accepted subject to the provisions of Clause 9.10 of this RFP.

13.4.9 The Successful Bidder shall within 15 (fifteen) days of the receipt of the LoI, sign and return the duplicate copy of the LoI in acknowledgement thereof to APTDC. In the event the duplicate copy of the LoI duly signed by the Successful Bidder is not received by the stipulated date, APTDC may, unless it consents to extension of time for submission thereof, appropriate the Bid Security and en-cash the bank guarantee of such Bidder as mutually agreed genuine pre-estimated loss and damage suffered by APTDC on account of failure of the Successful Bidder to acknowledge the LoI, and the next eligible Bidder may be considered.

13.4.10 The Successful Bidder shall be required to execute the SA (the, “SA Execution Date”) within 30 days of the issue of the LoI by satisfying other terms and conditions as specified in this RFP to be carried out before signing of the SA. Conditions precedent for the Successful Bidder, (the, “Conditions Precedent”) to execution of the SA include:

Submission of signed duplicate copy of the LoI by the Successful Bidder to the APTDC. Submission of the Performance Security to APTDC by the Successful Bidder in the manner specified at Clause 11. The Successful Bidder would be required to mobilize their team, and start providing housekeeping services at the property within a period of utmost 15 days from the SA Execution Date.



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SA would be executed by APTDC only upon the payment of the Performance Security and after the satisfaction of all the requirements / conditions prescribed in the RFP, LoI. Contact with the Authority during the Bid Evaluation Bids shall be deemed to be under consideration immediately after they are opened and until such time APTDC makes official intimation of award / rejection to the Bidders. While the Bids are under consideration, Bidders and / or their representatives or other interested parties are advised to refrain from contacting by any means, APTDC and / or their employees / representatives on matters related to the Bids under consideration.



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14 Roles and Responsibilities of the Successful Bidder:

14.1 The Successful Bidder will be given access to the Hotel Facilities by APTDC on an “as-

is-where is” basis to the extent as required for providing housekeeping services at the

property.

14.2 The Successful Bidder would provide housekeeping services at the Berm Park hotel for

the Service Period as per the provisions of the Service Agreement.

14.3 The Successful Bidder shall be responsible for maintaining health and hygiene highest

standards while carrying out the -Service Contract at the Hotel Site and while

providing quality services to tourists. The Successful Bidder should ensure that no

damages are made to the Hotel Site or Hotel Facilities during the Service Period.

14.4 The Successful Bidder shall be responsible for ensuring that the employees engaged by

it, in fulfillment of its obligations under the Service Agreement, are at all times

properly trained for their functions and that all statutory requirements relating to the

employees providing housekeeping services as a part of the Berm Park -Service

Contract are met.

14.5 All necessary clearances and permits required from the relevant authorities should be

obtained by the Successful Bidder and the Successful Bidder shall adhere to all

relevant guidelines/ recommendations / standards/ requirements prescribed by

statutory bodies, Central/ State Government and its ministries / agencies,

professional bodies and associations as applicable including adherence to labor laws

to Employee State Insurance, Provident Fund, etc.

14.6 The Successful Bidder shall obtain all licenses from relevant authorities for the

provision of housekeeping services as a part of the Berm Park -Service Contract.

14.7 The Successful Bidder would ensure the Hotel Facilities of APTDC are kept on as “as-

is-where-is” basis, free of all cost and encumbrances till the end of the Service Period

Term or on termination of the SA.

14.8 The site details provided by APTDC are given in Volume-II.



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15 Service Period:

The Service Period (“Service Period”) for the Service Contract shall be 3 (three) years

from the commencement date i.e., the date of execution of Service Agreement.



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16 Payments:

16.1 The APTDC shall have to pay the Monthly Services Fee which is inclusive of all

applicable taxes including service tax thereon as applicable at the time of payment of

the various installments, as per the provisions of the SA to the Successful Bidder.

16.2 The Successful Bidder shall be responsible for payment of all duties and taxes related

to the Service Agreement. Further, the Successful Bidder will pay all applicable taxes

(Including Service Tax), charges, surcharges or levies in relation to the various

payments made to it.

16.3 The principal contract between APTDC and the Successful Bidder shall be the Service

Agreement (SA).

16.4 The Successful Bidder is expected to raise an invoice for an amount equal to the

Monthly Service Fee applicable on the last working day of the month to APTDC,

accompanied by the Service Staff attendance sheet for the month. APTDC would

tender payment within 14 days of receipt of such invoice to the Successful Bidder

subject to fulfillment of conditions specified in the SA. APTDC reserves the right to

make deductions towards non-fulfillment of the obligations of the operator,

deployment of less staff, improper maintenance, insufficient or defective toiletries

etc.



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17 Events of Default:

17.1 Successful Bidder Event of Default:

17.1.1 The following events shall be considered as events of default on the part of the Successful Bidder;

a. The Successful Bidder fails to meet the Conditions Precedent as specified in Clause 13.4.10;

b. The Successful Bidder fails to start Housekeeping Services within a period of 15 days from SA Execution Date;

c. The Performance Security has been en-cashed and appropriated in accordance with Clause 11 and the Successful Bidder fails to replenish or provided fresh Performance Security within the period specified in Clause 11;

d. Subsequent to the replacement or furnishing of fresh Performance Security in accordance with Clause 11, the Successful Bidder fails to cure within a period of 20 ( twenty) days the Successful Bidder Event of Default for which whole or part of the Performance Security was appropriated;

e. The Successful Bidder utilizes the property for purposes other than for specified housekeeping services given in the SA;

f. The Successful Bidder fails to adhere to the Service Obligations requirements and has failed to remedy the same within 20 (twenty) days;

g. The Successful Bidder commits any material breach, or is otherwise in violation of any of its obligations / provisions, under the SA;

h. The Successful Bidder does not pay any or all applicable taxes, charges, surcharges, levies and duties which may be levied by any competent authority with regard to execution of the SA and all related Service Contract Agreements;

i. The Successful Bidder repudiates the SA or otherwise expresses an intention not to be bound by this SA;

j. The Successful Bidder is in breach of the maintenance requirements in the SA; k. An order is made or a resolution is passed for the liquidation, bankruptcy,

dissolution or appointment of a receiver of the Successful Bidder which is not, if capable of being so, discharged or, as the case may be, revoked within 1 (one) month thereafter;

l. The Successful Bidder has created any encumbrance on the Hotel Site or Hotel Facilities in favor of any entity save as otherwise expressly permitted under this SA;

m. Any assets or share of the Successful Bidder are expropriated, confiscated, compulsorily acquired or nationalized by any Government, authority, entity or agency due to an act or omission of the Successful Bidder or its shareholders;



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n. A breach of any representation or warranty by the Successful Bidder which materially adversely affects the Successful Bidder’s ability to perform its obligations under this SA;

o. The Successful Bidder abandons the housekeeping service of the Hotel Facility for more than 5 (five) consecutive days without the prior consent of APTDC.

p. Un satisfactory services as per the SA q. Damages to the property of APTDC and the belongings of the guests

17.2 Notice upon Successful Bidder Event of Default:

17.2.1 Upon occurrence of a Successful Bidder Event of Default, APTDC shall be entitled, without prejudice to its other rights and remedies under the SA including its rights of termination hereunder, to issue a notice to the Successful Bidder that may extend up to a period not exceeding 1 (one) month from the date of issue of such notice informing the Bidder of the occurrence of an Event of Default, (the, “APTDC Notice”).

17.3 Termination:

17.3.1 At any time during the period of APTDC Notice under the above Clause, the Successful Bidder may by notice require APTDC to revoke the APTDC Notice and issue a termination Notice. APTDC shall within 1 (one) month of receipt of such notice, terminate the SA under and in accordance with this Clause.

17.4 Notwithstanding anything to the contrary contained in the SA, in the event that the

Notice is not revoked within 2 (two) months from the date of Notice hereunder as set

forth in Clause 17.2 – the SA shall, upon expiry of the aforesaid period, be deemed to

have been terminated by mutual agreement of the Parties and all the provisions of

the SA shall apply, mutatis mutandis, to such Termination as if a termination Notice

had been issued by APTDC upon occurrence of a Successful Bidder Event of Default.



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18 Termination of agreement:

18.1 Termination by APTDC:

APTDC shall be entitled to terminate the SA on occurrence of any or all of the Successful Bidder Events of Default.

18.2 Termination by Successful Bidder:

The Successful Bidder shall be entitled to terminate the SA if it finds itself unable to fulfill its Service Obligations as per the SA on any account.

18.3 Termination procedure:

18.3.1 Issue of Termination Notice: On the occurrence of any event specified in Clause 18.1 or 18.2, the non-defaulting Party may initiate termination of the SA by issuing a termination notice to the defaulting Party setting out in detail the underlying event and the estimated payment on termination, including the details of computation thereof. A notice period of 3 (three) months should be provided when issuing the termination notice.

18.3.2 Termination: If the defaulting Party does not rectify or remedy the default within the notice period to the satisfaction of the non-defaulting Party, the Agreement shall be terminated on expiry of the notice period.

18.3.3 In the event of expiry of the notice period as given in Clause 17.2 APTDC shall be entitled to issue a notice which shall be deemed to mean the immediate expiry of the SA and the immediate termination of access of agency to the Hotel Assets and Hotel Facility of APTDC.

18.4 Procedure after Termination

18.4.1 APTDC shall, at its discretion, substitute the Successful Bidder by selecting another competent party to assume the rights and obligations of the Successful Bidder as per the provisions of the Agreement, within a period of 3 (three) months of termination or take any other measures.



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18.4.2 The Successful Bidder shall, upon termination, exit the Hotel Site and the Hotel Facility of APTDC within 7 (seven) days of termination.

18.5 Compensation on Termination

18.5.1 Termination before Appointed Date:

a. In case the Agreement is terminated due to Successful Bidder Event of Default, APTDC shall not be liable to make any payment to the Successful Bidder.

18.5.2 Termination after Appointed Date and during Implementation Phase:

In case the Agreement is terminated due to Successful Bidder Event of Default, APTDC shall not be liable to make any payment to the Successful Bidder. The Performance Security shall be forfeited and shall be utilised by APTDC to settle any outstanding dues and other claims of APTDC on the Successful Bidder.

18.5.3 Termination after Implementation Phase is over:

a. In case the Agreement is terminated due to Successful Bidder Event of Default, APTDC shall not be liable to make any payment to the Successful Bidder. The Performance Security shall be forfeited and shall be utilised by APTDC to settle any outstanding dues and other claims of APTDC on the Successful Bidder.

18.5.4 Divestments of rights after Termination:

Upon termination, the Successful Bidder shall comply with and conform to the following divestment requirements namely:-

a. Deliver forthwith the actual, or possession of the Hotel Site and Hotel Facility, on “as is” basis after bringing them to a safe condition free and clear of encumbrances;

b. Deliver relevant records and reports pertaining to the Project and its operation and maintenance, including all programs and manuals pertaining thereto and maintenance certificates obtained hitherto, as on the date of termination;

c. Transfer or deliver all applicable Permits to the extent permissible under Applicable Law;

d. Execute such deeds of conveyance, documents and other writings as APTDC may reasonably require for conveying, divesting and assigning all the rights, title and interest of the Successful Bidder in the Project including the right to



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receive outstanding insurance claims to the extent due and payable to APTDC, absolutely unto APTDC or its nominee;

e. Comply with all other requirements as may be prescribed or required under Applicable Law, for completing the divestment and assignment of all rights, title and interest of the Successful Bidder in the Project, free from all encumbrances, absolutely unto APTDC or to its nominee.

f. The divestment of all rights, title and interest in the Project shall be deemed to be complete on the date when all of the divestment requirements have been fulfilled, and APTDC shall, without unreasonable delay, thereupon issue a certificate substantially which will have the effect of constituting evidence of divestment by the Successful Bidder of all of its rights, title and interest in the Project, and their vesting in APTDC pursuant hereto.

g. It is expressly agreed that any defect or deficiency in the divestment requirements shall not in any manner be construed or interpreted as restricting the exercise of any rights by APTDC or its nominee on, or in respect of, the Project on the footing that all divestment requirements have been complied with by the Successful Bidder.

h. The Successful Bidder shall bear and pay all costs incidental to divestment of all of the rights, title and interest of the Successful Bidder in the Project in favour of APTDC upon termination, save and except that all stamp duties payable on any deeds or documents executed by the Successful Bidder in connection with such divestment shall be borne by APTDC.

i. If the Successful Bidder fails to handover the peaceful possession of the Hotel Facility within one month of termination, APTDC shall have the right to charge for illegal use and occupation of the premises, a daily amount equivalent to 2% (two percent) of the Monthly Services Fee payable at the time of termination till such time the premises is vacated by the Successful Bidder.

j. In the event of any dispute relating to the matters covered by this Clause, the Dispute Resolution Mechanism of the SA shall apply.



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19 Fraudulent Practices and Corrupt Practices:

19.1 The Bidders and their respective officers, employees, agents and advisers shall

observe the highest standard of ethics during the Bidding Process and subsequent

to the issue of the LoI and during the subsistence of the SA. Notwithstanding

anything to the contrary contained herein, or in the LoI or the SA, APTDC shall

reject a Bid, withdraw the LoI, or terminate the SA, as the case may be, without

being liable in any manner whatsoever to the Bidder or Successful Bidder, as the

case may be, if it determines that the Bidder or Successful Bidder, as the case may

be, has, directly or indirectly or through an agent, engaged in corrupt practice,

fraudulent practice, coercive practice, undesirable practice or restrictive practice

in the Bidding Process. In such an event, APTDC shall forfeit and appropriate the

Bid Security or Performance Security, as the case may be, as mutually agreed

genuine pre-estimated compensation and damages payable to APTDC towards,

inter alia, time, cost and effort of APTDC, without prejudice to any other right or

remedy that may be available to APTDC hereunder or otherwise.

19.2 Without prejudice to the rights of APTDC herein above and the rights and remedies

which APTDC may have under the LoI or the SA, if a Bidder or Successful Bidder, as

the case may be, is found by APTDC to have directly or indirectly or through an

agent, engaged or indulged in any Corrupt Practice, Fraudulent Practice, Coercive

Practice, Undesirable Practice or Restrictive Practice during the Bidding Process,

or after the issue of the LoI or the execution of the SA, such Bidder or Successful

Bidder shall not be eligible to participate in any tender or RFP issued by APTDC

during a period of 5 (five) years from the date such Bidder or Successful Bidder, as

the case may be, is found by APTDC to have directly or indirectly or through an

agent, engaged or indulged in any Corrupt Practice, Fraudulent Practice, Coercive

Practice, Undesirable Practice or Restrictive Practice, as the case may be.

For the purposes of this RFP and specifically this Clause, the following terms shall have the meaning hereinafter respectively assigned to them:

“Corrupt Practice” means (i) the offering, giving, receiving, or soliciting, directly

or indirectly, of anything of value to influence the actions of any person connected with the Bidding Process (for avoidance of doubt, offering of employment to or employing or engaging in any manner whatsoever, directly or indirectly, any official of APTDC who is or has been associated in any manner, directly or indirectly with the Bidding Process or the LoI or has dealt with matters concerning



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the SA or arising there from, before or after the execution thereof, at any time prior to the expiry of one year from the date such official resigns or retires from or otherwise ceases to be in the service of APTDC, shall be deemed to constitute influencing the actions of a person connected with the Bidding Process); or (ii) engaging in any manner whatsoever, whether during the Bidding Process or after the issue of the LoI or after the execution of the SA, as the case may be, any person in respect of any matter relating to the -Service Contract or the LoI or the SA, who at any time has been or is a legal, financial or technical adviser of APTDC in relation to any matter concerning the -Service Contract;

“Fraudulent Practice” means a misrepresentation or omission of facts or suppression of facts or disclosure of incomplete facts, in order to influence the Bidding Process ;

“Coercive Practice” means impairing or harming, or threatening to impair or harm, directly or indirectly, any person or property to influence any person’s participation or action in the Bidding Process;

“Undesirable Practice” means (i) establishing contact with any person connected with or employed or engaged by APTDC with the objective of canvassing, lobbying or in any manner influencing or attempting to influence the Bidding Process; or (ii) having a Conflict of Interest; and

“Restrictive Practice” means forming a cartel or arriving at any understanding or arrangement among Bidders with the objective of restricting or manipulating a full and fair competition in the Bidding Process.



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20 Miscellaneous:

20.1 The Bidding Process shall be governed by, and construed in accordance with, the laws

of India and the courts at Hyderabad, Andhra Pradesh shall have exclusive jurisdiction

over all disputes arising under, pursuant to and / or in connection with the Bidding

Process. APTDC, in its sole discretion and without incurring any obligation or liability, reserves the right, at any time, to; suspend and / or cancel the Bidding Process and / or amend and / or supplement

the Bidding Process or modify the dates or other terms and conditions relating thereto;

consult with any Bidder in order to receive clarification or further information; retain any information and / or evidence submitted to APTDC by, on behalf of, and

/ or in relation to any Bidder; and/ or independently verify, disqualify, reject and/ or accept any and all submissions or

other information and/ or evidence submitted by or on behalf of any Bidder

20.2 It shall be deemed that by submitting the Bid, the Bidder agrees and releases APTDC,

its employees, agents and advisers, irrevocably, unconditionally, fully and finally from

any and all liability for claims, losses, damages, costs, expenses or liabilities in any

way related to or arising from the exercise of any rights and / or performance of any

obligations hereunder, pursuant hereto and / or in connection herewith and waives

any and all rights and / or claims it may have in this respect, whether actual or

contingent, whether present or future.



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A. Appendix I – Check List

S No.

Enclosures to the

Envelope-1, Envelope-2 and Envelope-3

Status

(Submitted

/

Not

Submitted)

Comments, if

any

Outer envelope:

1. Downloaded RFP document duly signed by the bidder on each page in token acceptance of the terms and conditions

2. Covering letter in the format provided in Appendix II

3. General Information of the Bidder in the format in Appendix III Appendix III – General Information

4. Demand Draft (or) Bank guarantee for Bid Security of

INR 2,00,000 (Two lakhs only) as per Appendix XII

5. Demand draft for Tender Fee of INR 25,000 (Twenty Five Thousand only)

6. Power of Attorney for Bid signatory in the format provided in

Appendix IV – Format of Power of Attorney For Bid Signatory

7. Bid Affidavit in the format provided in Appendix V – Format Of Bid Affidavit

8. Bid undertaking in the format provided in Appendix VI – Format Of Bid Undertaking

9. Anti-Collusion Certificate in the format provided in

Appendix VII – Anti-Collusion Certificate:

10. Letter of Commitment as per the format provided in

Appendix VIII – Format Of Letter Of Commitment

Envelope-1

11. Technical and financial details of the bidder in prescribed

formats provided in Appendix IX - Format For Eligibility

Criteria

Envelope-2

12. Bidders will be required to submit the Financial Proposal

(Price bid) as per the format provided at Appendix-XI



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B. Appendix II - Format for Covering Letter-Cum--Service Contract Undertaking (On the letterhead of the Bidder) Date: To The Executive Director (Projects) Andhra Pradesh Tourism Development Corporation Himayatnagar, Hyderabad Dear Sir, Sub: Bid for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada Ref: RFP issued by APTDC Being duly authorized to represent and act on behalf of…………………………………. (hereinafter referred to as “the Bidder”), and having reviewed and fully understood all of the proposal requirements and information collected and provided to us by APTDC in respect of the captioned -Service Contract, the undersigned hereby submits the Proposal on behalf of (Name of the Bidder) in response to the RFP for the abovementioned -Service Contract, with the details as per the requirements of the RFP, for your evaluation. We confirm that our proposal is valid for a period of 365 days from Bid Due Date. We understand that any omission, commission, miss-statement in factual statements made by us will make our Bid invalid at any time during the course of Bidding Process and also after award of the -Service Contract. APTDC reserves the right to take appropriate action accordingly. We understand that APTDC reserves the right to accept or reject any or all the Bids and reserves the right to withhold and/or cancel the Bidding Process. We also hereby agree and undertake as under: Notwithstanding any qualifications or conditions, whether implied or otherwise, contained in our Proposal we hereby represent and confirm that our Bid is unqualified and unconditional in all respects and we agree to the terms of the Service Agreement. Yours faithfully,

For and on behalf of

Name of Bidder Duly signed by the Authorized Signatory of the Bidder (Name, Title and Address of the Authorized Signatory)



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C. Appendix III – General Information (To be provided for all Bidders) 1. Bidder details

a. Name of the Bidder b. Bidder’s Constitution (Registered Proprietorship / Registered Partnership /

Private Limited / Public Limited) c. Country of incorporation d. Address of corporate headquarters and its branch office(s), if any, in India e. Date of incorporation and/or commencement of business.

2. Brief description of the Bidder including details of its main lines of business 3. Details of individual (s) who will serve as the point of contact / communication

within the Company: a. Name b. Designation : c. Company : d. Address : e. Telephone Number : f. E-Mail Address : g. Fax Number :

4. Name, Designation, Address and Phone Numbers of Authorized Signatory of the Bidder: a. Name : b. Designation : c. Address : d. Phone No. : e. Fax No. :

.................................................... Signature of the Authorized Person (Name, Designation and Address)



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D. Appendix IV – Format of Power of Attorney For Bid Signatory (On Stamp Paper of relevant value and duly attested by notary public) POWER OF ATTORNEY Know all men by these presents, we ____________ (name and address of the registered office) do hereby constitute, appoint and authorize Mr./Ms. _____________________ (name and address of residence) who is presently employed with us and holding the position of __________________ as our attorney, to do in our name and on our behalf, all such acts, deeds and things necessary in connection with or incidental to our Bid for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada, Andhra Pradesh (“Service Agreement”), including signing and submission of all documents and providing information/ responses to APTDC in all matters before APTDC, and generally dealing with APTDC in all matters in connection with our Bid for the said Service Agreement. We hereby agree to ratify all such acts, deeds and things lawfully done by our said attorney pursuant to this Power of Attorney and that all such acts, deeds and things lawfully done by our aforesaid attorney shall and shall always be deemed to have been done by us. Executant’s Signature (Name, Title and Address) I Accept Attorney Signature (Name, Title and Address of the Attorney) Attested Executant



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Notes: 1. To be executed by the sole Bidder

2. 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 executant(s) and when it is so required the same should be under common seal affixed in accordance with the required procedure.

3. Also, where required, the executants(s) should submit for verification the extract of the charter documents and documents such as a resolution / power of attorney in favour of the Person executing this Power of Attorney for the delegation of power hereunder on behalf of the Bidder.

4. In case the Proposal is signed by an authorized Director of the Bidder, a certified copy of the appropriate resolution / document conveying such authority may be enclosed in lieu of the Power of Attorney.



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E. Appendix V – Format Of Bid Affidavit: (To be furnished by the Bidder on an INR 100- non-Judicial Stamp Paper and notarized) I, the undersigned, do hereby certify that all statements made in the bid are true and correct to the best of my belief and knowledge.

The undersigned hereby authorize(s) and request(s) any bank, person, firm or corporation to furnish pertinent information deemed necessary and requested by the APTDC to verify this statement or regarding my (our) competence and general reputation.

The undersigned understands and agrees that further qualifying information may be requested and agrees to furnish any such information at the request of APTDC.

Deponent (Signed by an authorized signatory) (Title of the Signatory) (Name of the Organization) (Date)



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F. Appendix VI – Format Of Bid Undertaking Date: _____________ To The Executive Director (Projects), Andhra Pradesh Tourism Development Corporation, Himayatnagar, Hyderabad. Dear Sir, Ref: Bid for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada We have examined in detail and have understood the terms and conditions stipulated in the RFP issued by APTDC and in any subsequent communication sent by APTDC. Our Bid is consistent with all requirements of submission as stated in the RFP or in any of the subsequent communication issued by the APTDC. We would be solely responsible for any errors or omissions in our Bid.

We hereby declare that we have read and understood the rules governing the Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada, Andhra Pradesh (“Service Agreement”), examined and understood and satisfied ourselves regarding the content of the various agreements, declarations and deeds to be executed and do hereby undertake to execute them when called upon to do so, and commit in unequivocal terms, in letter and spirit, that the -Service Contract shall be implemented as per the comprehensive stipulations and requirements that have been spelt out by the APTDC, in this RFP and Service Agreements including adherence to the areas/ capacities/ specifications/ regulations as have been detailed by the APTDC in this regard.

We also commit to abide by the decision of APTDC on all matters relating to the implementation of said -Service Contract and Operations and Maintenance of the Hotel Facility.

For and on behalf of: (Signature of the authorized person) Name of the person: Designation: Signed by the Bidder



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G. Appendix VII – Anti-Collusion Certificate: (To be submitted by the Bidder on their letter head) Date: _____________ To The Executive Director (Projects), Andhra Pradesh Tourism Development Corporation, Himayatnagar, Hyderabad. Dear Sir, Ref: RFP for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada We hereby certify and confirm that in the preparation and submission of this Bid, we have not acted in concert or in collusion with any other Bidder or any other person(s) and also not done any act, deed or thing which is or could be regarded as anti-competitive, restrictive or monopolistic trade practice. We further confirm that we have not offered nor will offer any illegal gratification in cash or kind to any person or agency in connection with this Bid. Dated this ____ Day of ________________, 2016 Name of the Bidder __________________________________ Signature of the Authorized Person __________________________________ Name of the Authorized Person



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H. Appendix VIII – Format Of Letter Of Commitment (To be submitted by the Bidder) To The Executive Director (Projects), Andhra Pradesh Tourism Development Corporation, Himayatnagar, Hyderabad. Dear Sir, Ref: RFP for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada This has reference to the Bid being submitted by ______________________ (name of the Bidder), in respect of the aforementioned -Service Agreement. We hereby confirm the following: We, __________________________________ have examined in detail and have understood and satisfied ourselves regarding the contents mainly in respect of the following: 1. The Request for Proposal and the other Bidding Documents issued by APTDC 2. All subsequent communications between APTDC and the Bidder, represented by ____________________ (name of Bidding Company) 3. The Bid being submitted by ____________________ (name of the Bidder) Dated this the _________ Day of ____________ 2016 For _________________________________ (Name & Designation of person signing on behalf of the Bidder)



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I. Appendix IX - Format For Eligibility Criteria Format for submission of details of facilities where housekeeping services have been or are being provided by the Bidder

S. no

Name of the Facility

Type of facility (whether it is a hotel, and if not the specific type of facility)

No. of rooms

Star category of hotel

Location, State, Country

Copy of license/ registration certificate enclosed (Yes / No)

Date of commencement of operations at the facility

Note: Proof of experience in housekeeping operations at each facility such as work orders, agreements should be enclosed with this format. Net Worth Details:

Bidder name

Net worth as on 31.03.2015 in INR

i) Net Worth shall mean (Subscribed and Paid-up Equity + Reserves) less

(Revaluation reserves + miscellaneous expenditure not written off). ii) The Bidder should provide an Auditors Certificate specifying the Net Worth

as on 31st March, 2015 and also specifying the methodology adopted for calculating such net worth.

Format for Annual Turnover from Housekeeping Services:

Bidder name

FY 11 Turnover

FY 12 Turnover

FY 13 Turnover

FY 14 Turnover

FY 15 Turnover



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For proof of Annual Turnover, the following documents/ photocopies must be submitted along with the Bid:-

i) A certificate issued by a practicing Chartered Accountant/(Firm) with membership no. certifying the Annual Turnover and nature of business.

ii) Audited Balance Sheet and Profit and Loss account.

Format for Labor License details:

Sr. No.

Labour license no. No. of members Valid up to (DD/MM/YYYY)

1.

2.

3.

Scanned copies of the Labor License to be attached Format for Provident Fund details

Sr. No.

Provident Fund no. No. of registered employees

Valid up to (DD/MM/YYYY)

Scanned copies of the Provident Fund Registration Certificate and copy of Electronic

Challan cum Return (ECR) filed for the last Financial Year to be attached.

Certificates/ Proof of Registration to be submitted

1. Permanent Account Number (PAN) Card copies of income tax returns filed for the last five Financial Years, i.e. FY11, FY12, FY13, FY14 and FY15

2. Employee State Insurance Registration Certificate and copy of Electronic Challan cum Return (ECR) filed for the last Financial Year

3. Service Tax Registration Certificate and copies of returns filed for the last five Financial Years, i.e. FY 11, FY 12, FY13, FY14 and FY15

4. ISO 9001:2008 certification in mechanized housekeeping and facility management services

5. Company Description

Each Bidder to provide a brief description of their company in not more than 500 words, i.e. company profile, key operations and client profile.



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J. Appendix X – Minimum Service Obligations: The responsibilities of the Successful Bidder would include general maintenance and daily housekeeping of the entire facilities at APTDC’s Berm Park property at Vijayawada including rooms, common areas, reception area, lobby area, corridors, steps and pathways, lawns, landscaping, roads, parking lot.

The employees of Successful Bidder providing the Services (the, "Services Staff”) shall be and shall remain the employees of the Successful Bidder and the Successful Bidder alone shall be responsible for payment of all the dues in respect of them. Successful Bidder shall be solely responsible to pay the monthly salary/wages and all other benefits including the retrenchment compensation, notice pay, Gratuity or Bonus as payable to the Services Staff deployed at the Property. The Scope of Services (the, “SoW”) to be provided as a part of the SA would include: 1. Cleaning & housekeeping services

General and routine cleaning of reception and lobby area, washrooms, sit out area, telephone room, office, rooms including bathrooms, stairs, corridors, store rooms and conference rooms with banquet area, windows and frontage of the hotel as given in Volume-II of the RFP

The Housekeeping responsibilities include the lawns and landscaping, roads, parking lot.

Daily washing, ironing and changing of bed and bath linen, bed making, replenishment of toiletries and replaceable items in the rooms and wash rooms at the hotel and dusting of furniture.

Daily vacuum cleaning of carpets and sofas.

Alternate day cleaning of curtains and furniture.

Deep Cleaning to be performed once a week.

Dry and wet mopping of the floors on a daily basis and as and when required for special cases.

Maintenance of electrical fittings and plumbing including regular maintenance of shower heads, taps, water spouts and bidets.

The Services Staff responsible for room cleaning are required to check the health of electrical appliances and plumbing in the room on a daily basis, and report it to the Services Staff Supervisor who is expected to take necessary action to rectify the same prior to guest occupation.

The Successful Bidder is expected to set in place a standard operating procedure in case of a guest forgetting items in the rooms towards handing over such items to the APTDC Supervisor for safekeeping.

The Services Staff are to direct any enquiries for laundry requirements from hotel guests to the hotel front desk or APTDC Supervisor as required.



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The rooms including bathrooms should be thoroughly cleaned after every check out by day and wet mopping to get the rooms ready in all respects for check in with in one hour of check out.

The successful bidder shall prepare a schedule for day to day and periodical maintenance of the facilities. This schedule shall be submitted to APTDC for approval and this schedule shall be part of service agreement.

2. Minimum Service Requirements:

The minimum number of employees to be provided as a part of this Service Contract is as detailed in Table 1. The Successful Bidder is expected to provide a minimum number of Services Staff (the, “Minimum Services Staff”) at the Hotel Site on a daily basis. The Successful Bidder is required to maintain the Minimum Services Staff at the property at all time as specified, including providing replacement for staff on leave. The Successful Bidder may choose to employ additional staff at the property over and above the number of Minimum Services Staff herein specified at its discretion.

Table 1: Minimum Staff to be deployed

Services Staff designation

Technical skill requirements

Number of staff in Shift 1 (6:00 hours to 14:00 hours)



Services Staff Supervisor

Skilled staff, with previous experience in hotels of not less than 3 stars category and relevant educational qualification.

1 1

Unskilled Staff

Cleaning of open areas, streets, lawns

5 4 2

Housekeeping staff

Semi-skilled staff trained in provision of housekeeping activities

5 5 3

Electrician Skilled staff 1 1

Plumber Skilled staff 1 1

3. Reporting requirements:



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The Services Staff Supervisor would be responsible for ensuring smooth day to day operations as a part of the Service Contract, including ensuring quality services are provided by the housekeeping and maintenance team.

The Services Staff Supervisor would be supervised by the APTDC Supervisor as appointed by the APTDC.

Any routine maintenance or replacement of APTDC machinery and equipment, building maintenance, laundry enquiries or any other communication relevant to housekeeping at the property would be communicated to the APTDC Supervisor by the Services Staff Supervisor.

The Services Staff Supervisor would be required to maintain a daily attendance sheet for the Services Staff delivering the Service Contract, with details of the same to be submitted to the APTDC Supervisor on a daily basis.

4. Other Terms of housekeeping services:

The fee indicated is for housekeeping services on 7 days a week and 24 hours a day for staff and services as specified herein.

Manpower, toiletries, cleaning equipment, machinery, pest control, cleaning chemicals, agents or accessories and other related consumables shall be provided by the Successful Bidder to its Service Staff.

Working timings is for 8 hours a shift.

Services will be provide for 3 shifts a day and for 7 days a week.

The Successful Bidder is expected to maintain stringent health, hygiene and safety standards at the property, including general pest control for internal areas.

The Successful Bidder will be responsible for salary distribution to the employed staff as a part of this Service Contract. Salary will be distributed in first week of following month.

The Successful Bidder is expected to ensure that its Services Staff wear a uniform and carry an Identification Card (the, “IDC”) while performing said services at the property. Said uniform and Identification Card is to be provided to Services Staff at the Successful Bidder’s own cost and effort. The uniform and IDC design is to be submitted to APTDC for approval within two weeks of SA Execution Date, prior to start of services at the property.

The Successful Bidder would need to intimate the names and IDC’s of the Services Staff to be employed towards fulfilling its obligations under the SA to APTDC. Also, in case of replacement of any staff during the Service Period, the Successful Bidder is expected to intimate the APTDC at least two days prior to employment of said staff at the property.

The services rendered as part of this Service Contract should be equivalent to those rendered at hotels of not less than three star hotel category standard



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K. Appendix XI – Format for Financial Proposal: Date: To The Executive Director (Projects), Andhra Pradesh Tourism Development Corporation, Himayatnagar, Hyderabad. Dear Sir, Ref: RFP for Provision of Housekeeping Services at APTDC Property - Berm Park, Vijayawada I/ we offer to provide housekeeping services at APTDC’s Haritha Hotel, Berm Park facility at Vijayawada, Andhra Pradesh on the stipulated terms and conditions and other particulars therein. I / we hereby submit our unconditional financial proposal as follows: I / we hereby offer and agree to a fee of INR __________________ (Rupees _________ __________________________) as the Monthly Services Fee per month commencing at Service Start Date which is inclusive of Service Tax, Income Tax and all applicable taxes. It is understood that in case of discrepancy between amount quoted in words and figures, the amount quoted in words will prevail. This proposal and all other details furnished by us shall constitute a part of our Bid. I/we understand that APTDC is not bound to accept the lowest or any Bid received. It is understood that the quoted monthly service fee above is same throughout the service period and there will not be any enhancement. I/ we agree that my / our Bid shall remain valid for a period of 365 days from the Bid Due Date prescribed for submission of proposal. I / we confirm that our above Financial Proposal(Price Bid) is unconditional and that we accept all terms and conditions specified in the RFP. I/ we agree to bind by this offer if we are the Successful Bidder. For and on behalf of: Signature: (Authorised Representative and Signatory of the Bidding Company) Name of the Person: Designation: SEAL OF THE BIDDING ENTITY



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L. Appendix XII Format for Bank Guarantee for bid security (To be submitted by: Sole bidder/ Lead bidder of consortium) COVERING LETTER FOR SUBMITTING BID SECURITY (to be submitted on letter head) Date: To The EXECUTIVE DIRECTOR (PROJECTS), Andhra Pradesh Tourism Corporation Ltd, Tourism house, 3-5-891, 4th Floor Himayatnagar, Hyderabad- 500029. Dear Sir, Sub: Submission of Bid Security for “Provisions for Housekeeping services at APTDC Property-Berm Park, Vijayawada” As a part of the Bid for implementation of Provisions for Housekeeping services at APTDC Property-Berm Park, Vijayawada”, we hereby submit the Bid Security for INR. 2.00 Lakhs (Rupees Two Lakhs Only) in the form of irrevocable and unconditional Bank Guarantee from ______________ Bank (which is a Nationalized/ Scheduled Bank (Not a Co-Operative Bank or Grameena Bank)) in favour of “Andhra Pradesh Tourism Development Corporation Ltd” and operable at Hyderabad. This Bid Security shall be independent of the validity of the Bid between APTDC and the BG shall be honored by the issuing banks irrevocably. We agree that in the event of any breach or non-performance of the following terms and conditions contained in the RFP document: If a Bidder engages in Corrupt Practice, Fraudulent Practice, Coercive Practice,

Undesirable Practice or Restrictive Practice as specified in Clause 17 of this RFP; If a Bidder modifies or withdraws its Bid except as provided in Clause Error! Reference

source not found. ; If a Bidder withdraws its Bid during the interval between the Bid Due Date and

expiration of Bid Validity period, as extended by APTDC; If any information or document furnished by the Bidder is found by APTDC to be

misrepresenting, misleading or untrue in any material respect In the case of Successful Bidder, if it fails within the specified time limit -

to sign the Letter of Award to sign the SA and/or to furnish the Performance Security as per the provisions of this RFP or SA; or



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In case the Successful Bidder, having signed the SA, commits any breach thereof prior to furnishing the Performance Security.

Failure to take over the site within the specified time as per LoI APTDC is empowered to forthwith disqualify us and our Bid from further participation in the Bid evaluation process and forfeit our Bid Security. Yours faithfully, __________________________ (Signature of Authorised Signatory) (Name, Title, Address, Date) FORMAT FOR BANK GUARANTEE (on requisite stamp paper) B.G. No. Dated: In consideration of you, EXECUTIVE DIRECTOR (PROJECTS), Andhra Pradesh Tourism Corporation Ltd, Tourism house, 3-5-891, Himayatnagar, Hyderabad- 500029 , (hereinafter referred to as the "Authority", which expression shall unless it be repugnant to the subject or context thereof include its, successors and assigns) having agreed to receive the Bid of ________________________________ (a company registered under the Companies Act, 1956 as applicable) and having its registered office at _____________________________________ (hereinafter referred to as the "Bidder" which expression shall unless it be repugnant to the subject or context thereof include its/their executors, administrators, successors and assigns), for provision of Housekeeping Services at Hotel Haritha Berm Park, Vijayawada (hereinafter referred to as "the Project") pursuant to the RFP Document dated ____________ issued in respect of the Project and other related documents (hereinafter collectively referred to as "Bidding Documents"), we ___________________(Name of the Bank) having our registered office at _________________________ and one of its branches at __________________________________ (hereinafter referred to as the "Bank"), at the request of the Bidder, do hereby in terms of Clauses of the RFP Document, irrevocably, unconditionally and without reservation guarantee the due and faithful fulfillment and compliance of the terms and conditions of the Bidding Documents (including the RFP Document) by the said Bidder and unconditionally and irrevocably undertake to pay forthwith to the Authority an amount of INR. 2.00 Lakhs (Rupees Two Lakhs only) (hereinafter referred to as the "Guarantee") as our primary obligation without any demur, reservation, recourse, contest or protest and without reference to the Bidder if the Bidder shall fail to fulfill or comply with all or any of the terms and conditions contained in the said Bidding Documents.



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1. Any such written demand made by the Authority stating that the Bidder is in default of the due and faithful fulfillment and compliance with the terms and conditions contained in the Bidding Documents shall be final, conclusive and binding on the Bank. 2. We, the Bank, do hereby unconditionally undertake to pay the amounts due and payable under this Guarantee without any demur, reservation, recourse, contest or protest and without any reference to the Bidder or any other person and irrespective of whether the claim of the Authority is disputed by the Bidder or not, merely on the first demand from the Authority stating that the amount claimed is due to the Authority by reason of failure of the Bidder to fulfill and comply with the terms and conditions contained in the Bidding Documents including failure of the said Bidder to keep its Bid open during the Bid validity period as set forth in the said Bidding Documents for any reason whatsoever. Any such demand made on the Bank shall be conclusive as regards amount due and payable by the Bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding INR 2.00 Lakhs. (Rupees Two Lakhs only). 3. This Guarantee shall be irrevocable and remain in full force for a period of 365 (Three hundred and sixty five) days from the Bid Due Date or for such extended period as may be mutually agreed between the Authority and the Bidder, and agreed to by the Bank, and shall continue to be enforceable till all amounts under this Guarantee have been paid. 4. We, the Bank, further agree that the Authority shall be the sole judge to decide as to whether the Bidder is in default of due and faithful fulfillment and compliance with the terms and conditions contained in the Bidding Documents including, inter alia, the failure of the Bidder to keep its Bid open during the Bid validity period set forth in the said Bidding Documents, and the decision of the Authority that the Bidder is in default as aforesaid shall be final and binding on us, notwithstanding any differences between the Authority and the Bidder or any dispute pending before any Court, Tribunal, Arbitrator or any other Authority. 5. The Guarantee shall not be affected by any change in the constitution or winding up of the Bidder or the Bank or any absorption, merger or amalgamation of the Bidder or the Bank with any other person. 6. In order to give full effect to this Guarantee, the Authority shall be entitled to treat the Bank as the principal debtor. The Authority shall have the fullest liberty without affecting in any way the liability of the Bank under this Guarantee from time to time to vary any of the terms and conditions contained in the said Bidding Documents or to extend time for submission of the Bids or the Bid validity period or the period for conveying acceptance of Letter of Award by the Bidder or the period for fulfillment and compliance with all or any of the terms and conditions contained in the said Bidding Documents by the said Bidder or to postpone for any time and from time to time any of the powers exercisable by it against the said Bidder and either to enforce or forbear from enforcing any of the terms and conditions contained in the said Bidding Documents or the securities available to the Authority, and the Bank shall not be released from its liability under these presents by any exercise by the Authority of the liberty with reference to the matters aforesaid or by reason of time being given to the said Bidder or any other



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forbearance, act or omission on the part of the Authority or any indulgence by the Authority to the said Bidder or by any change in the constitution of the Authority or its absorption, merger or amalgamation with any other person or any other matter or thing whatsoever which under the law relating to sureties would but for this provision have the effect of releasing the Bank from its such liability. 7. Any notice by way of request, demand or otherwise hereunder shall be sufficiently given or made if addressed to the Bank and sent by courier or by registered mail to the Bank at the address set forth herein. 8. We undertake to make the payment on receipt of your notice of claim on us addressed to _____________________ [name of Bank along with branch address] and delivered at our above branch which shall be deemed to have been duly authorised to receive the said notice of claim. 9. It shall not be necessary for the Authority to proceed against the said Bidder before proceeding against the Bank and the guarantee herein contained shall be enforceable against the Bank, notwithstanding any other security which the Authority may have obtained from the said Bidder or any other person and which shall, at the time when proceedings are taken against the Bank hereunder, be outstanding or unrealized. 10. We, the Bank, further undertake not to revoke this Guarantee during its currency except with the prior express consent of the Authority in writing. 11. The Bank declares that it has power to issue this Guarantee and discharge the obligations contemplated herein, the undersigned is duly authorized and has full power to execute this Guarantee for and on behalf of the Bank. 12. For avoidance of doubt, the Bank's liability under this Guarantee shall be restricted to INR 2.00 Lakhs (Rupees Two Lakhs only).The Bank shall be liable to pay the said amount or any part thereof only if the Authority serves a written claim on the Bank in accordance with paragraph 9 hereof, on or before ______________________________________ (indicate date falling 365 days after the Bid Due Date)]. Signed and Delivered by Bank By the hand of Mr./Ms……………………………, and authorized official. (Signature of the Authorized Signatory) (Official Seal)