Tender for Inviting Application for Data Entry Operator - Ministry of ...

No.11019/1/2006-Estt.
Government of India
Ministry of Tribal Affairs
The Ministry of Tribal Affairs (hereinafter referred to as “The Ministry” invites sealed
tenders from well established/registered Service Providers for providing Data Entry Operators
(DEOs) . The details of work, qualification etc for Data Entry Operators would be as under:-
Qualification.
(i) Graduate in any discipline from a recognized University
(ii) Typing speed of 35 w.p.m in English or 30 w.p.m in Hindi
(iii) Proficient in computer application such Ms-office, Excel, Power-Point
presentation, Internet etc
Duties
(i) Typing, diary, filing of papers, Dispatch of letters, Movement of Files and entry of data
etc
(ii) Any other work assigned by the Ministry from time to time
2. The persons for deployment should have had undergone training as Stenographer/Data
Entry Operators from a recognized and registered institute of repute. Other things being
equal preference will be accorded to those Service Providers who have sufficient
experience in providing manpower to various Government Departments, public sector
undertakings and Government
autonomous organizations. The candidates should be active and having good health.
3. The Period of contract shall initially be for a period of 2 years from the date of awarding
the contract extendable on satisfactory performance with such amendments as may be mutually
agreed to and also subject to the necessary approval of the Competent Authority.
4.(i) The service providers shall provide the required number of manpower within a period of
one week from the date of written confirmation issued by the Ministry. It is obligatory on the
part of the Contractor to ensure that wages paid should not be less than the minimum rates

fixed by the Government, from time to time and all statutory requirements are also to be fulfilled
for the persons deployed such as Employees Provident Fund, Employee State Insurance and
Bonus etc as the case may be. Therefore, these aspects should be kept in consideration while
quoting the rate. A bid not complying with the provision of relevant statutory obligations will be
technically disqualified. Service Charges/rates quoted by the ‘Service provider’ would be valid for
a period of two years from the date of awarding the contract and the request for increase in
rates during the currency of the contract shall not be entertained under any circumstances.
4.(ii) Out of the deployed personnel, one DEO found suitable will be selected by the Ministry for
imparting necessary training for handling “comp DDO” software package and may be assigned
the additional job which require handling the software on successful completion of training. The
monthly wage for such manpower will be paid @10% extra over and above the monthly wage
quoted by successful bidder.
5. The detailed information/terms and conditions (tender document) can either be obtained
from Section Officer (Estt.), Ministry of Tribal Affairs, Room No. 400, B Wing, Shastri Bhawan
or be downloaded from the Ministry’s website: http://www tribal.gov.in.
6. Only those who fulfill the following minimum criteria need submit their bids and failure to
provide necessary documents will render the bidder disqualified on technical grounds:-
(a) The Service provider should have its Registered/ Head Office in New Delhi only and have
been in existence for not less than 3 years.
(b)
It should have been registered with the Government authorities concerned
and a copy each of the registrations shall be attached with the bid.
(c) It should have PAN number and Sales Tax/Service Tax Registration (proof in this
regard may be attached with the bid)
(d) It should not have been blacklisted by any organization.
(e) It should be willing to take up the Contract on the terms and conditions at
Annexure-I.

7. An earnest money deposit of Rs. 10,000/- (Rupees Ten Thousand only) in the form of
demand draft drawn in favour of the “The Drawing & Disbursing Officer(DDO),
Ministry of Tribal Affairs, Shastri Bhawan, New Delhi” may be submitted alongwith the technical
bid, failing which the bid shall not be considered valid.
8. The tenders should be submitted in two sealed covers.
(A) The first sealed cover should be superscribed with “TECHNCAL BID” containing the
following information:-
(i) The proforma at Annexure-II (duly filled in)
(ii)
Organisation profile including previous experience of manpower supply to Government
Departments etc.
(iii) Acceptance of terms and conditions given at Annexure-I.
(iv) Demand Draft for Earnest Money Deposit.
(v) All other required documents as specified in Annexure-II.
(B) The second sealed cover should be superscribed with “FINANCIAL BID” and contain
information only for the rate for engaging on monthly basis for normal duty of 8 1/2 hours per
day for five days a week (Annexure-III) including lunch break of ½ hour per person and rate per
extra hour of duty when detained beyond officer hours.
9. For submitting Technical and Financial bid 2 separate sealed covers should be used with
superscription clearly on the top of the envelope. In case of 2 separate sealed covers not being
used, the tender shall be cancelled as not conforming to the technical requirement . Both the
sealed covers should be placed in the main sealed envelope superscribed “Tender for supply of
Manpower” and should be addressed to the
undersigned at the address : Ministry of Tribal Affairs, 4 th Floor, ‘B’ Wing, Room No. 416, Shastri
Bhawan, New Delhi- 110 001. The completed sealed tender documents should reach the
Ministry by 14.00 hrs. by 6 th December, 2010. Bids beyond the specific date and time will not be
accepted.

10. The technical bids will be opened by the Tender Opening Committee on at 11.00 hrs on
08 th December, 2010 in Room No. 734-735, ‘A’ Wing, Shastri Bhawan, New Delhi-110115. If any
bidder likes to participate in tender opening process, they may be present at the venue at
aforesaid time.
11. The designated Technical Evaluation Committee of this Ministry (TEC) will assess the
ability of the agencies to supply the requisite number of personnel in different categories based
on the record, profile, and on such other criteria as it may fix and only those found fit will be
eligible for financial bid opening. The date of opening of financial bids will be intimated at a later
date after the assessment of the TEC is available.
12. The Ministry reserves the right to reject any application without assigning any reasons. If
any information furnished by the agency is found to be incorrect at a later stage, the agency
shall be liable to be debarred from the tendering process apart from blacklisting etc.
Shastri Bhawan,
New Delhi-110115
Dated:…….10.2010
(R. Ramamurthy)
Under Secretary to the Govt. of India.
Tele.No.23386980

(ANNEXURE TO NOTICE NO. 11019/1/2006-Estt. dated 27.10.2010)
ANNEXURE-I
TERMS AND CONDITIONS
(1) The persons engaged by the Service provider should not have any adverse Police
records/criminal cases against them. The Service provider would be responsible to
make adequate enquiries about the character and antecedents of the persons before
proposing their deployment for the purpose. The Character and antecedents of each
personnel will be got verified by the service provider before their deployment through
the local police and such report should be submitted before deployment. Proofs of
identity like driving license, bank account details, previous work experience, proof of
residence and recent photograph and a certification to this effect should be submitted
to this Ministry. The service provider will also ensure that the personnel deployed are
medically fit. The Service provider shall withdraw such employees who are not found
suitable by the office for any reasons immediately on receipt of such a request from
this Ministry.
(2) The service provider shall engage necessary persons as required by this Ministry from
time to time. The said persons engaged by the service provider shall be the employee
of the service provider and it shall be the duty of the service provider to pay their
salary/wages in time every month. There is no master & servant relationship between
the employees of the service provider and this Ministry and further the engaged
persons of the service provider shall not claim any absorption in service of the
Government of India at any stage.
(3) The service provider’s personnel shall not have any claim for
benefit/compensation/regularization or services from this Ministry under the provision
of Industrial Dispute Act, 1947 or Contract Labour (Regulation & Abolition) Act, 1970.
Undertaking from the persons to this effect shall be required to be submitted by the
service provider to this Ministry before deployment.
(4) The service provider’s personnel shall not divulge or disclose to any person, any details
of office, operational process, technical know-how, security arrangements,
administrative; organizational matters as all are of confidential/secret nature. In case
Ministry comes to know about any such act done by the Service Provider’s Personnel,
the Ministry reserves the right to cancel the contract and in that case the Security
Deposit will be forfeited in addition to any action as may deem fit by the Ministry as
per law.

(5) The Ministry shall not be liable for any loss, damage, theft, burglary or robbery of any
personal belongings, equipment or vehicles of the personnel deployed by the service
providers.
(6) The service provider’s personnel should be polite, cordial, positive and efficient, while
handling the assigned work and their actions should promote goodwill and enhance
the image of the Ministry. The service provider shall be responsible for any act of
indiscipline on the part of persons deployed by him.
(7) The service provider shall not assign, transfer, pledge or sub contract the performance
of such services without the prior written consent of this office.
(8) That the personnel deployed shall not be below the age of 18 years and they shall not
interfere with the duties of the employees of this Ministry.
(9) The transportation, food, medical and other statutory requirement under the various
Acts/Govts. Regulations in respect of each personnel of the service provider will be the
sole responsibility of the service provider.
(10) The service provider will have to remove from the office, any debarred persons, who is
found incompetent or for his/her/their misconduct and the service provider shall
forthwith replenish such requirements. The service provider shall replace immediately
any of its personnel, if they are unacceptable, to the Ministry because of any security
risk, incompetence, conflict of interest and breach of confidentiality or improper
conduct receiving written notice from office.
(11) (a) It is obligatory on the Service provider to ensure that wages paid should not be less
than the minimum rates fixed by the Government, from time to time and all statutory
requirements such as Employees Provident Fund, Employees State Insurance and
Bonus etc. must be incorporated in wages. It shall also be the responsibility of the
contractor for payment of wages to each worker employed by him as Contract
Labourer and such wages shall be paid by 1 st week of every month.
(b) The Service provider is obligated to produce all the records/registers/documents
relating to the membership of EPF, ESI etc. as when these are called for by the Ministry.
Initially the details on these relating to the persons deployed by them are to be
provided immediately thereafter after each six month period, these are to be
produced regularly apart from as and when these are called for by the Ministry.

(12) The service provider shall submit the bill for services rendered in a particular month (in
triplicate) in the 1 st week of the succeeding month. The Ministry will take necessary
action in releasing the payment within 15 days after submission of bill.
(13) The service provider will provide the required additional no. of personnel for a shorter
period also on short notice in case of any exigencies as per the requirement of the
Ministry at similar rates as per the terms and conditions approved by the Ministry.
(14) The service provider shall provide a substitute well in advance if there is any probability
of the person remaining absent or going on leave or leaving the job due to his/her
own personal reasons. The payment in respect of the overlapping period of the
substitute shall be the responsibility of the service provider. The service provider has to
ensure that under no circumstances there is less number of deployed manpower than
agreed upon at a particular time. However, in case of failure to provide substitute or
additional manpower in a reasonable time as decided by the Ministry, 1/10 th of the
monthly wage amount paid for one manpower will be deducted on each occasion.
(15) No wage/remuneration will be paid to any staff for the days of absence
from duty.
(16) The service provider shall be contactable at all times and message by
telephone/Mobile phone/mail/Fax/Special Messenger from this Ministry to him/her
shall be acknowledged immediately on receipt on the same day. The Service provider
shall strictly observe the instructions issued by the Ministry implementing the Contract
from time to time.
(17) That the Service provider on its part and through its own resources shall ensure that
the goods, materials and equipments etc. are not damaged in the process of carrying
out the services undertaken by it and shall be responsible for act of commission or
omission on the part of its staff or its employees etc. If this Ministry suffers any loss or
damage or account of negligence, defaults or theft on the part of the personnel of the
agency, then the Service provider shall be liable to reimburse the pecuniary value of
the loss, as decided by this Ministry for the same. The Service provider shall keep this
Ministry fully indemnified against any such loss or damage.
(18) This Ministry will maintain an attendance register in respect of the personnel deployed
by the agency on the basis of which wages/remuneration will be decided in respect of

the staff at the approved rates. Payment to the service provider would be strictly on
certification by officer with whom personnel is attached that his services were
satisfactory and attendance as per the bill preferred by the service provider.
(19) Working hours would normally be 8 ½ hours per day including half an hour lunch
break between 9.00 A. M. to 5.30 P.M. during working days. Actual amount per hour
would be calculated for the personnel deployed on duty for any extra duty based on
rates finalized or as per prevailing OTA rates of the Ministry, whichever is less.
(20) The personnel may be called on Saturdays, Sundays and other Gazetted holidays, if
required; the service provider will be paid extra for such additional hours of utilization
of manpower hiring as per the rates approved by the Ministry based on per hour rate
calculated by dividing per month rate by 176 (22 working days x8). If it is for a whole
day, it should be calculated as monthly remuneration divided by 30. For a full day
work, no hourly calculation will be done.
(21) The successful bidder shall furnish to this Ministry a Security Deposit of Rs.1,00,000/-(Rs.
One lakh only) in the form of either an account payee demand draft in favour of the
“Drawing & Disbursing Officer (DDO), Ministry of Tribal Affairs, Shastri Bhawan, New
Delhi”, or Fixed Deposit receipt from a Nationalized Bank, or a Bank Guarantee from a
nationalized bank in an acceptable form safeguarding the interests of this Ministry in
all respects. The security deposit will be forfeited if supply of manpower is delayed
beyond the period stipulated by the Ministry or non compliance of the terms
of contract by the service provider or frequent absence from duty/misconduct on part
of manpower supplied by the agency.
(22) The rates quoted should not be less than the latest minimum wages for the category
‘Clerical & Non-technical supervisory staff as notified by Labour Department, Govt. of NCT, Delhi.
The financial bid will be disqualified in case any bidder quotes less amount than the latest
minimum wages. Since the Service charges for the the service provider and applicable taxes
payable to the concerned authority by the service provider are also essential components and
payable to the service provider, the same may be kept in consideration while quoting the rate.
This should be shown in very clear terms in the financial bid statement proforma.

(23) The successful bidder will enter into a contract with this Ministry for supply of suitable
manpower as per the requirement on these terms and conditions. The contract will be valid for a
period of two years commencing from the date of signing of the same and shall continue to be
in force in the same manner, unless terminated in writing. The service charges/rates quoted by
the agency shall be fixed for a period of two years and no request for any change/modification
shall be entertained before expiry of the period of two year. Any statutory increase in wages/DA
etc. is to be absorbed by the service provider. The contract is extendable for further period
subject to satisfactory performance of the agency and such amendments as mutually agreed to
and approved by the Competent authority.
(24) In due course if it comes to notice of the Ministry that the Service provider is paying less
amount than the quoted wages to the individual/individuals deployed in this Ministry, the
Contract will summarily be cancelled by this Ministry and the Security Deposit will be forfeited
alongwith any their payment due.
(25) The contract can be terminated by either party giving one month’s notice in advance.
If the service provider fails to give one month’s notice in writing for termination of the contract
then one month’s wages etc. and any suitable amount due to the agency from this Ministry shall
be forfeited by this Ministry.
(26.) On the expiry of the contract as mentioned above, the service provider will withdraw all
its personnel and clear their accounts by paying them all their legal dues. In case of any dispute
on account of termination of employment or non-employment of the personnel by the service
provider/non payment of dues, it shall be the entire responsibility of the service provider to pay
and settle the same.
(27) In the event, of any dispute arising touching any of the clauses of the contract, the matter
will be referred to the Joint Secretary (Admn.), Ministry of Tribal Affairs for arbitration whose
decision shall be binding on both the parties.
(28) Any legal dispute arising out of the above contract shall be settled in the jurisdiction of
the High Court of Delhi.
(29) The Tender process may be cancelled at any point of time without assigning any reasons
solely at the discretion of this Ministry irrespective of the status of the process.

PROFORMA FOR TECHNICAL BID
Sl. No.
Particulars
1. Name of the Organisation with
postal address, telephone, fax,
emailed ect.
(i) Type of ownership
(proprietorship/Partners
hip etc.)
(ii) Names, Address,
Telephone Numbers of
Proprietor/Partners.
2. Details of Earnest Money Deposit
(EMD)
(i) Amount
(ii) Demand Draft No.
(iii) Date
(iv) Issuing Bank
3 Date of establishment of the
agency (copy of proof)
ANNEXURE-II
To be filled in by the tenderer

4 Whether registered with all
concerned Government authorities
(PF/ESI etc.) if yes, details.
(Copies of all certificate of
registration to be enclosed.)
5 PAN/TAN Number
(Copy to be enclosed)
6 Service Tax Registration Number
(Copy to be enclosed)
7 Whether the firm is blacklisted by
any Govt. Department or any
criminal case is registered against
the firm or its owner/partner
anywhere in India, if yes, details.
8 Length of experience in the field
9 Experience in dealing with Govt.
Departments.
(Indicate the names of the
Departments and attach copies of
contract orders placed on the
agency)
10 Whether a copy of the terms and
conditions (Annexure-I) duly
signed and stamped in token of
acceptance of the same is
attached
12 Please attach the organization
profile.
13 List of other clients served.

Signature of the authorized signatory
of the Tenderer with seal of the Firm

Annexure-III
PROFORMA FOR FINANCIAL BID
No……………………………
To
Under Secretary
Ministry of Tribal Affairs,
Shastri Bhawan,
New Delhi.
Dated the………………………
Subject:-
Quotations for award of contract for providing Data Entry Operators.
Sir,
With reference to your letter No…………dated ……………..2010 on the subject mentioned
above, I/we quote the rate, the service charge and taxes shown separately for above
mentioned work as under:
Particulars
1.Monthly wages
Monthly rate per manpower in a month (in Rs.)
In figures
In words
2.Service charge
3.Taxes as applicable
Total
Signature of the authorized signatory
of the Tenderer with seal of the Firm