Tender will open on 12 .03.2013 at 3.30PM instead of ... - ESIC Delhi

REGIONAL OFFICE
EMPLOYEE'S STATE INSURANCE CORPORATION
RAJENDRA BHAWAN : RAJENDRA PLACE
NEW DELHI-110008
Phone 25710017, 25711801, 25711730, 25711687, 25711803
Fax : 25731762
Website : www.esicdelhi.org.in
( ISO 9001-2008 Certified)
NOTE:-<strong>Tender</strong> <strong>will</strong> <strong>open</strong> on 1 2.03.2013 at 3.30P.M instead of 10.03.2013
HOUSE KEEPING/DAK SERVICE RENDER DOCUMENTS
Sealed item rate tender are invited for Housekeeping/Dak Services for ESIC
Regional Office, Delhi located at Rajendra Bhawan, Rajendra Place New Delhi –
110008, consisting Ground,3 rd and 4 th Floors and approximately 5000 sq-mtrs
1Divisional Office, and 5 Branch Offices located at different places of Central Delhi
Eligible agencies may visit/inspect the site on any working day to collect all
information that <strong>will</strong> be necessary for preparation of <strong>Tender</strong> and entering into a Contract
for the services to be rendered between 10.00a.m to 12.30 p.m and 3p.m to 4.30p.m
during any working days upto 11.03.2013 by contacting the following official.
Sh. S.S. Negi, Asstt. Director
<strong>Tender</strong> documents can be purchased upto 11.03.2013 from 10.00a.m to 1.00 p.m
on any working day on payment non refundable/non adjustable amount amount in the
cost of Rs.1,000/- in the form of a Demand Draft/Banker cheques payable to ESIC A/C
No.1
Sealed item rate tender with separate Technical and financial bids filled in the
specified performa and to addressed to to the Regional Director ESI Corporation,
Rajendra Bhawan, Rajendra Place, New Delhi
The sealed item rate tender may be sent by post to the above mentioned address or
droped in the <strong>Tender</strong> Box captioned <strong>Tender</strong> providing for Housekeeping/Dak Services
by 1.00p.m of March 11,2013.
Details of <strong>Tender</strong> documents can be seen at ESIC website www.esic.nic.in
The Technical Bids shall be <strong>open</strong>d at 3.30 p.m on same day 12.03.2013 in the
presence of such tenderers or their authorized representatives eho may wish to be
present at the time of <strong>open</strong>ing
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The <strong>Tender</strong>ers whose Technical Bids are accepted <strong>will</strong> be informed about the date
of <strong>open</strong>ing of financial bids.
<strong>Tender</strong>s received after closing date and time shall not be considered at any cost
what so ever reason may be.
The Regional Director reserve the right to rreject <strong>Tender</strong> with assiginnig any
reason.
ELIGIBILITY CRITERIA
1. The tendrer must have an average annual turnover of
I) Rs. 10,00,000/- ( Rs. Ten Lacs) during 2011-12
II) Rs. 5,00,000/- ( Rs. Five lacs) during 2010-11 and should be profit
making during the last two years. Copies of the following documents
should be submitted alongwith the Technical Bid.
(A) Audited Balance Sheet of last two years I.e 2009-10 and 2010-2011
(B) Service Tax Certificate.
(C) Work Contract, Labour Tax Certificate
(D) PAN No.
2. The tenderer should have the Registered/ Office in Delhi/NCR
3. The tenderer should have sufficient employees on its rolls or rolls of its
Associates/ Contractor specifically trainned for Housekeeping/Dak
Service work.
4. The <strong>Tender</strong>er/ Associate/Contrctor should have a valid labour licence.
5. The <strong>Tender</strong>er should have following housekeeping work during last
two years:-
a) One work of value 5 lacs or more from any Govt. / Semi Govt./PSUs
etc.
b) Two works of value 2.5 lacs or more & one of them should be from any
Govt. / Semi Govt./PSUs/ Govt. uundertakings,etc
c) Three works of value 1.5 lacs or more & one of them should be from
any Govt. / Semi Govt./PSUs/ Govt. uundertakings,etc
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6 The tenderer has to submit satisfactory performance certificate in Housekeeping/
Dak Services from atleast three PSUs/ Govt. De[artment where he has worked during
last two years.
7 Only agencies except for Govt Companies /PSUs etc.having valid registration
under contract labour Act, ESIC,EPF,& other statutory law required for providing
Housekeeping/Dak Services may submit the tender.
The Govt Companies/PSUs must ensure that all the workers engaged by them must
get benefit under ESI/EPF scheme & fulfill all other statutory requirements for this job.
8. The rate quoted by the agency <strong>will</strong> inclided ESIC, EPF, Service Tax and other Govt
Tax, liabilation as to be included in rate . No Tax eill be born/paid by the ESIC
INSTRUCTION TO TENDERERS
1. The <strong>Tender</strong>ers are required to submit two separate Bids I.e -Technical and
Financial as per prescribed performa. The two Bids should be submitted in two
separately sealed envelops superscibed Technical for Housekeeping/Dak Services in
ESIC RO Delhi and Financial Bid for Housekeeping/Dak Services in ESIC RO
Delhi. Both sealed envelopes should be put in a third sealed envelop superscibed
<strong>Tender</strong> for Housekeeping/Dak Services in RO Dlhi
2. The declaration in the prescribed proforma ( Annexure A) enclosed should
be submitted alongwith Technical Bid.
3. The Technical Bid should be accompanied by an Earnest Mony deposit
(EMD) of Rs. 23,000/- for Housekeeping and Rs. 20,880/- for
Dak Services. in the form of Demand Draft/ Pay Order from a commeercial bank
drawn in favour of ESI Fund A/C No.1, payable at New Delhi. In the absence of
EMD, the tender should be rejected summarily. The earnest moner shall be
refunded to unsuccessful <strong>Tender</strong>ers afteer finalization of the contract. It shall be
refunded to the successful <strong>Tender</strong>er on receipt of performance Security deposit. No
interest is payable on The EMD.
4 All entries in the <strong>Tender</strong> form should be legible and filled clearly. Any
overwriting or cutting which is unavoidable should be signed by the authorized
signatory.
5 The bid shall be valid for 180 days from the date of <strong>open</strong>ing.
6 <strong>Tender</strong> incomplete in any form <strong>will</strong> be rejected outright. Conditional <strong>Tender</strong> <strong>will</strong>
be rejected outright.
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7 No <strong>Tender</strong>er <strong>will</strong> be allowed to withdraw after submission of the tenders within
the bid validity period otherwise the EMD submitted by the tenderding firm would
stand forfeited.
8 In case the successful <strong>Tender</strong>er declines the offer of Contract for whatsoever
reason(s), his EMD <strong>will</strong> be forfeited.
9. A formal contract shall be entered into with the successful tenderer shall be
defined as Contractor.
10. The successful tenderer <strong>will</strong> have to deposit a Performance Security deposit
of Rs. 23,000/- for HouseKeeping and Rs.20,880/- by way of Fixed Deposit
Receipt(FDR) from a commercial bank hypothecated in favour of ESIC RO Delhi,
New Delhi valid for 180 days beyond the expiry of period of two years contract and
further renewable.
11. The successful <strong>Tender</strong>er <strong>will</strong> have to deposit the 5% Performance Security
Deposit and commence the work within 10days of acceptance of tender. Otherwise
contract <strong>will</strong> be cancelled and EMD <strong>will</strong> be forfeited.
12. Each page of the <strong>Tender</strong> should be signed and stamped by
authorizes representative of the <strong>Tender</strong>er in accepeptance of the terms and
conditions laid down by ESIC.
13. The competent authority of ESIC reserves the right to reject all
or any tender in whole, or in part, without assiging any reason thereof.
14. The agency to employ adult and skilled/trained labour only.
15. The agency to ensure timely payment of all statutory dues like ESI, EPF etc.
and ensure compensation as work payment of Wages Act, Minimum Wages Act etc.
Payment of wages to the workers shall be made through bank transactions.
GENERAL CONDITIONS OF CONTRACT (GCC)
1. The tender would be wholly responsible for all the Act & omissions alongwith
consequences in this regard.
2. The peerson deployed by the tenderer should be properly trained, have
requisite experience and skills for carrying out a vide variety of
Housekeeping/Dak Services work using appropriate materials and
tools/equipments.
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3. To ensure Health and safety measures of the employees.
4. Employment of child labour <strong>will</strong> lead to the termination of the contract. The
contract shall engage only such workers, whose antecedent have been
thoroughly verified, including character and police verification and other
formalities.The Contractor shall be fully responsible for the conduct of his
staff.
5. The contractor at all times should indemnify ESIC against all claims, damages
or compensation under the provision of Payment of Wages Act, 1936 Minimum wages
Act 1948 Employers Liability Act 1938 the Workmen Compensation Act 1923, Industial
Dispute Act 1947, Maternity Benefit Act 1961, Delhi Shop and Essential Act or any
modification thereof or any other law relating thereto and rules hereunder from time to
time ESIC <strong>will</strong> not own any responsibility in this regard.
6. In case of breach of any terms and conditions attached to the contract, the
Performance Security Deposit of the Contractor <strong>will</strong> be liable to be forfeited by ESIC
besides annulment of the contract.
7. The staff shall be in proper uniform and with their identity properly displayed.
8. ESIC <strong>will</strong> depute a official to ensure that the office rooms, committee rooms
etc. are <strong>open</strong> at designated hours for cleaning/ housekeeping alongwith verification of
daily visit of courier byos (Dak Services)
9. The Contract shall initially be for a period of one yrars and may be extended
further for a period of one year subject to satisfactory performance, on the same terms
and conditions. The rate quoted bt the Bidders shall remain unchanged. ESIC ,however
reserve the right to termination the contract by serving one months notice in writing. The
contract may be terminated with mutual consent by giving one month notice.
Variations
The Regional Director may order variations in the scope or quantum of work
through a written order. The payment for the variation shall be worked out on the basis
of contract rates for manpower and pro-rate for additional areas for equipments toiletries
etc.
Payment Procedure:
Payment <strong>will</strong> be made in the first week of the succeding month upon submission of
the bill. Alongwith attested attendence sheetin respect of the persons deployed.
Risk Clause
The <strong>Tender</strong>er shall at all times have standby arrangements for carrying out the work
under the Contract in case of any failure of the existing arrangement.
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ESIC reserve the right for termination of the contract at any time by giving one months
written notice, if the services are found unsatisfactory and also has right to award the
contract to any other selected tenderers at the cost, risk and responsibilities of contractor
anad excess expenditure incrred on account of this <strong>will</strong> be recovered by ESIC from the
Contractor's Security Deposit or pending bill or by raising a separate claim.
Allnecessary reports and other information <strong>will</strong> be supplied on a mutually agreed basis
and regular meeting <strong>will</strong> be held with the ESIC.
Contractor and its staff shall take proper and rreasonable precautions to preserve from
loss, destructions, waste or misuse the areas of responsibility given to them by the ESIC
and shall not knowingly lend to any person or company any of the effects or asests, of
the ESIC under its control.
In the event of loss/damage of equipments etc. at the premises of the ESIC sue to
negligence/ carelessness of Contractor staff, then the Contractor shall compensate the
loss to ESIC.
The Controctor <strong>will</strong> also maintain a suggestiion book for comments on the services
rendered by it.
The Contractor shall, in perfoming its part of this Agreement, ensure the safety of the
building and the persons working in or visiting the ESIC's premises and shall indemnify
ESIC for any loss or damage caused by any Act of the Contractor or its employees or
staff etc.
Incase, the job is performed by taking services of the associates, in that case also the
Contractor shall be wholly responsible for the performance and all acts of the associates
as though they were performed by himself.
In every case the Contractor shall make altemative aggangements for meeting his
contractual responsibilities in case of failure of the Associate.
Measure of success <strong>will</strong> be based on the feedback from External Customers (direct and
through TCEQ), and staff which <strong>will</strong> be recorded and action report needs to be
submitted every month by the Contractor.
Licenses if any required for Housekeeping servics at the site <strong>will</strong> be procured by the
Contractor.
Dispute Settlement
It is mutually agreed upon that all differences and disputes arising out of or in
connection with this Agreement shall be settle by mutual discussions and negotiations if
such disputes and differences cannot be settled and resolved by discussions and
negotiatiions then the same shall be referred to the Sole Arbitrator appointed by the RO
ESIC whose decision shall be final and binding on both the parties.
Scope Of Work
Cleaning Services
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The aim and objective is to provide a high level of a clean, gygience and presentable
look to the entire area. Pre-designated managers/supervisors of
the Contractor <strong>will</strong> supervise the awarded work. The Contractor has to ensure that the
staff deployed is dressed in neat and clean uniform approved by the ESIC.
Daily Services
Housekeeping/ cleaning services should be done daily from Monday to Saterday at
regular intervals, so that the areas covered under the contract remain, spic and span all
the time. Working hours should be adjusted in such a manner that cleaning work in the
morning should be completed well before 8.30 A.M. Contractor <strong>will</strong> arrange manpower
for special VIP visits at no extra cost. The services includes.
1.Cleaning, dusting, vacuuning and disinfecting of floors, walls and ceilings. Removal
of waste and any other garbage from the entire area covered under the contract (such as
halls, confernce rooms, committee rooms, office rooms, cabins, cubicles, to dustbin with
no extra payment on A/c of labour etc).
2.Sweeping, cleaning, mopping with disinfectant cleaner of area covered under the
contract, including all staircses, cabins, lobbies, reception, training rooms, office rooms,
cabins, meeting rooms security office and othe areas as covered in the contract.
3.Cleaning ,washing of baskets, wastepaper baskets, cob-webs, etc and disposing off all
the collected waste at disignated site on daily basis and
4.Dusting of computer systems and their peripherals, all doors and windows, furniture,
fixtures, fans, equipments, accessories etc, and cleaning of all windows glasses and
grills. Cleaning and dusting of window panes/ve etain blinds.
5.Spraying Room Fresheners in all rooms, on a daily basis at regular intervals.
6. Scrubbing/cleaning of toilets, wash basin, sanitory fitting, glasses, toilets, floors,
etc. with no yellow mark on the pott.
7. Cleaning and disinfecting all vitreous fixtures incliding toilet bowls,urinals, sinks,
toilet seats, containers etc. Brush throughly to include below water level and under rims
including areas at hinges and cistern handles. Re-stock toiletries, which include liquid
hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls in toilet, etc. after
daily check-
8. Ups in the morning, afternoons and on call basis during daytime.
9. Cleaning and dusting of electrical switchboards, light fixtures, fans, air conditioner
vents, overhead light fixtures, projectors, fire-fighting equipments, nameplates, plant
boxes, doormats etc.
10. Placing garbage bages in all garbage ins to avoid stains and stinks and clear them
of daily basis.
11. Check and remove hairs, dust dirt or any such object from anywhere in area under
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the contract.
12. Cleaning, dusting scrubbing of pantries, reception, security rooms, training halls,
committee rooms, computer labs etc.
13. Cleaning of all <strong>open</strong> areas between the building and boundary including sweeping
of roads, lawns, paths, cleaning <strong>open</strong> drains etc, as directed by the ESIC.
Waste disposal management:
The contractor <strong>will</strong> ensure collection, mechanized screemomg/ segregatopm
pf dry and wet garbage. The contractor <strong>will</strong> also ensure segregation of bio
degradable and non bio degradable gatbage. Finally, the contractor <strong>will</strong>
arange to suitably transport
and dispose garbage from the earmarked area to the nearest Municipal
Corprtation bin outside each premises.
The contractor shall keep bin of suitable size and specification at the
collection area. The contractor <strong>will</strong> employ his staff for the
collection/disposal work. The garbage <strong>will</strong> have to be disposed off at least
twice a day. The contractor <strong>will</strong> also arrange for the garbage bags, prepare a
flowchart indicating the method of collection/disposal etc.
Weekly Services:
The Deep cleaning of the entire area <strong>will</strong> be done by the Contractor once a
week as under:-
1.Dusting of entire area including windows/windowpanes/doors/ledges,etc.
2.Thorough cleaning/sweeping/washing/mopping with disinfectant cleaners
of all floors, staicases and toilets. Scrubbing of all floors and ceramic tiles
base. Cleaning of ceilings and high walls, removal of wash stains on walls,
cleaning of roofs, porches etc.
3.Cleaning of sanitary fittings, toilet drain pipes etc. in the toilets with
standard cleaning material.
4. Cleaning of all windows glasses and grills with detergent/cleaning
agents.
5. Washing of outside area with High Pressure Jet machine.
6. Clean all chrome fittings, glass frames, soap holders etc. to a shiny
finish.
7. The <strong>Tender</strong>er <strong>will</strong> make a cleaning programme and submit to ESIC for
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weekly cleaning so that ESIC's concerned official/Incharge for the particular
area can be deputed on the day of cleaning to make the area available and
supervise the cleaning work.
8. The Contractor <strong>will</strong> work in the specified area mentioned in the scope
of work.
9. The Contractor <strong>will</strong> provide the duty register to ESIC as required.
Dak Sewa
1. Collection of Dak/ Distribution of Dak in Delhi ESIC Dispensory/
Branch offices
2. Minimun four persons are required for Delhi Region for collection/
Distribution of Dak
3. Attendence are to be earmarked daily basis where deputed for report
4. Timing 9.00A.M to 5.00P.M on working days
5. The distance covered by the courier boy on day to day basisare to be
reimbursed @ Rs.3/-per km under certificate obtained from the
IMO incharge.
6. No any other charges on A/C. Of Cycle/Bicycle <strong>will</strong> be paid
7. Non delivery /Collection of Dak <strong>will</strong> impose a panelty of Rs. 500/- per
day/per station.
TECHNICAL TENDER
House Keeping services in ESIC R.O. Delhi
1 NAME OF TENDERING
COMPANY/FIRM/SELECTED TENDERERS
2 NAME OF OWNER/PARTNERS/DIRECTORS
3 ADDRESS OF OFFICE/OFFICES
4 REGISTRATION DETAILS
(A) PAN/GIR.NO
(B) SERVICE TAX NO
( C) ESI/E.P.F.NO
5 DETAILS OF EARNEST MONEY DEPOSIT
A
AMOUNT(RS)
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B
C
D.D. /P.O NO AND DATE
DRAWN ON BANK
• Govt. Companys/PSUs <strong>will</strong> submit a declaration that all workers employed by
them <strong>will</strong> have ESI/EPF No. & <strong>will</strong> fulfill all statutory requirement required for this job.
6. Details of Balance Sheet during last two years
a) 2009-10 Rs.
b) 2010-11 Rs.
7. Work experience
Income Expenditure Net Profit/Loss
Detail of Housekeeping contract having value of Rs. 10Lacs
S.N0
Name & Address of
Organisation
Value of contract Duration of Contract from to
8. Total number of officer/staff in the Company/ Contractor No. of Supervisiory
staff
No.of worker
9 Details of Satisfactory Performance Certificate from PSU/Govt Companies where
the <strong>Tender</strong>er has worked during last two years.
1 Name of the PSU / Govt Company
2 Period of Contract
Date
Signature of Owner/Managing Partner/Director
Name
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FINANCIAL BID
Financial <strong>Tender</strong> for Housekeeping/Dak Sewa Services in ESIC RO Delhi
1. Name of the <strong>Tender</strong>er alongwith address. E-Mail & telephone
No.--------------------------------------------------------------------------------------
2. Rate per sq. mtr. Per month for Housekeeping services Rs.------------
+ taxes Rs.---------
• The above rates are inclusive of cost of manpower & labour used for
Housekeeping
Signature of authorized person
Dete:
Place :
Full Name:
Companys Seal:
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