Tender Notification Providing Catering services at CIMFR Executive ...

CSIR-CENTRAL INSTITUTE OF MINING & FUEL RESEARCH
BARWA ROAD, DHANBAD - 826015
NOTICE OF INVITATION OF TENDER
Sealed Tenders in two bid system on item rate basis are hereby invited on behalf of
Director, Central Institute of Mining & Fuel Research (CIMFR) Barwa Road, Dhanbad, from
the experienced eligible Contractors of Appropriate Class, rendering services to Govt./Semi-
Govt./Autonomous bodies, for the work of “ Providing Catering services at CIMFR
Executive Center, Barwa Road Dhanbad ”.
Cost of Tender
: Rs. 1000.00 in the form of DD in favour
of Director, CIMFR , Dhanbad payable at SBI,
Hirapur, Dhanbad.
Earnest Money
: Rs.12,500/- in the form of DD in favour
of Director, CIMFR , Dhanbad payable at SBI,
Hirapur, Dhanbad.
Time of Contract
: 12 months, extendable or curtailable
Last date of sale of Tender
: 12.06.2012 up to 1.00 p.m.
Pre-bid conference
: 12.06.2012 at 3.00 p.m.to 5.00 pm
Last Date of submission of tender : 20.06.2012 up to 3.00 p.m.
Opening of Tech. Bid
: 20.06.2012 at 4.00 p.m.
Tender papers will be issued only to those agencies/contractors who fulfill following
conditions:
1. The agency/contractor should have valid license issued by the competent authority
i.e. Food & Drugs, Jharkhand Govt. to carry out such business.
2. The agency/contractor should have sufficient experience at least minimum three
years of Govt., reputed public & private organizations in Catering in Guest House or
related business.
3. Latest income tax and service tax registration and latest returns thereof.
4. The agency should be registered with Department of Regional Labour Commissioner,
Dhanbad.
Tender form can be obtained on all working days during 10.00 am to 5:00 pm on payment
of Rs. 1000.00 in the form of DD in favour of Director, CIMFR , Dhanbad payable at SBI,
HIRAPUR, Dhanbad. . Tenders should be in the prescribed format only. Completed tenders
in all respects should be in sealed envelops superscribed “ Providing Catering services at
CIMFR Executive Center, Barwa Road Dhanbad ”.
Director, CIMFR reserves the right to accept or reject any or all the tenders either in full or
part thereof without assigning any reason whatsoever, and his decision on all matters in
this regard shall be final and binding.
Administrative Officer
CIMFR, Dhanbad
(1)

CSIR-CENTRAL INSTITUTE OF MINING & FUEL RESEARCH
BARWA ROAD, DHANBAD - 826015
Tender Document
Tender for Providing Catering services at CIMFR Executive Center, Barwa Road
Dhanbad ”:
CSIR-CIMFR Executive Center, Barwa Road Dhanbad is located inside CIMFR Barwa
Road campus. It is an accommodation for the staff of CSIR sister laboratories, persons from
other organizations on short official duty, VVIPs, VIPs, and distinguished guest dignitaries
from India and abroad beside this any other request made from Director, CIMFR.
Ground Floor : (i)-T.V. Room, (ii)-Kitchen, (iii)- Two Dinning Hall, (iv)- Public Area, (v)-
Toilet, (vi)-HRD Head’s Office, (vii)-Reception, (viii)-Corridor, (ix)-Two Rooms for BSNL (x)-
Ten Double Bed Guest Rooms
1 st floor : (i)- One Conference cum Training Halls, (ii)- Six Double Bed Guest Rooms, (iii)-
Public Area, (iv)- TV Room, (v)-Open Terrace
CIMFR, Executive Center having good quality dinning furniture is a part of CSIR-CIMFR
and is located inside Executive Center. It caters to the needs of the staff and visiting
scientists/project staffs/students etc. by providing break fast, tea/coffee, lunch/ Dinner
(veg./Non Veg.) evening tea/coffee and snacks etc. In addition, the Executive Centre
provides tea/coffee and snacks to the participants of various Training programmes,
meetings, seminars, conferences, workshops etc. organized at CIMFR.
(2)

Technical Bid
Nature & Scope of work
The Nature and scope of work has been detailed as follows:
CSIR- CIMFR Executive Center, Barwa Road Dhanbad
A. General:
1. Daily cleaning kitchen/dining area & toilets attached to Dinning Hall (dry and
wet moping) twice daily with perfumed disinfectant such as phenyl.
2. Bell boy service to the guests.
3. Periodic pest control of kitchen, dining area & toilets (attached to Dinning
Hall) once every six month must be carried out and the same should be
certified by the CIMFR authorized person.
4. Availability of attendant must on 24x7 basis to attend the guests.
B. Catering Services:
(a) Provision of Bed Tea/Breakfast/Lunch/Dinner/Tea & Coffee/Evening Snacks
is required to be provided to our guest staying in the guest house as per the
CIMFR approved rates (Annexure I). The bill for the catering services will be
collected directly by the contractor unless specified otherwise by a written
note/communication by the office.
(b) Cleaning of cooking and service utensils on daily basis and cleaning of service
and kitchen area twice on daily basis with appropriate detergents is must.
Entire catering activity must be carried out in hygienic condition and food
handlers must be free from any contagious diseases.
(c) Food service will be available on every day on 24x7 basis as per the
following schedule:
Bed Tea
06:30 am to 7:30 am
Breakfast
8:00 am to 9:30 am
Lunch
1:30 pm to 2:30 pm
Evening Tea 6:00 pm to 7:00 pm
Dinner
8:00 pm to 10.00 pm
(3)

Sr. Item
No.
Part-I General Details
1. Name & Address of the
Firm
Details
2. Telephone/Mobile No.
3. Registration Details Authority Reg. No. Date
4. PAN No.
5. Service Tax No. & Details
6. EMD Details
7. Whether copies of Income
Tax Returns of last three
years are attached
8. Whether copy of annual
report is attached
9. Whether copy of certificate
of Chartered Accountant is
attached
(Signature with date and seal of the tenderer)
Date:
Name & Address:___________________________
Place:
(4)

Part-II : Experience Details
1. Type of Experience# Guest House Canteen
2. Total turn over in last three years
including current works
3. Details of termination of any of the
previous contracts
* All the details are compulsory. Documentary evidences are necessary.
# please attach copy of work orders and certificates from the clients of such work.
(Signature with date and seal of the tenderer)
Date:
Name & Address:___________________________
Place:
(5)

General Terms and Conditions
1. Tender submitted shall remain valid for 90 days from the date of opening for the
purpose of acceptance and award of work, validity beyond 90 days from the date
of opening shall be by mutual consent.
2. The contract will be for a period of one year. Initial assignment as trial would be
for a period of three months after satisfactory completion of which the contract
may be extended for further period on the existing rates, terms and conditions at
the discretion of Director, CIMFR or otherwise.
3. The tenderer shall quote rates both in figures and words. He shall also workout
the amount for each item of work and shall write in both figures and words. The
rates quoted shall be inclusive of all sorts of statutory taxes & duties as
applicable for the particular work, during the entire period of contract. No
amount whatever may be the ground shall not be entertained after opening &
acceptance of the Tender On check if there are difference between the rates
quoted by the tenderer in words and in figures or in the amount worked out by
him, the following procedure shall be followed:
(a) When there is a difference between the rates in figures and in words,
the rates which correspond to the amounts worked out by the
tenderer, shall be taken as correct.
(b) When the amount of any item is not worked out by the tenderer or it
does not tally in figures and in words, then the rate quoted by the
tenderer in words shall be taken as correct/final. Further if the rate
quoted by the tenderer in figures and in words tallies but the amount
is not worked out correctly, then the rate quoted by the tenderer shall
be taken as correct/final. The incorrect worked out amount shall be
ignored .
4. Except writing rates and amount, the tenderer should not write any conditions or
make any changes, additions and modifications on the printed form of tenders.
Tenderers who are desirous to offer rebate, the same should be brought out on
the tender form and also submitted along with the tender.
5. The rates as quoted would be applicable for entire period of contract and the
contractor will not make any claim for additional charges under any
circumstances
6. Before tendering, the tenderer should inspect the site to get acquainted himself
with the conditions in regard to accessibility of sites, nature and extent of ground
working condition of sites and locality required for the satisfactory execution of
the work contract. No claim whatsoever on such account shall be entertained by
the Institute/Lab. in any circumstances. Pre-bid meeting will be organized to
facilitate the tenderers in this regard.
7. Earnest money will be forfeited if the contractor fails to commence the work as
per letter of award.
8. The contractor will have to provide adequate manpower with sound health (not
suffering from any contagious disease) with more than 18 years and below 50
years of age. No worker less than 18 years of age should be deployed by the
contractor.
(6)

9. In case, the integrity, character or behaviour of any of the contractor’s worker is
found doubtful or objectionable, he should be replaced immediately by the
contractor on receiving instructions from any authorized officer of CIMFR.
10. It shall be the sole responsibility of the contractor to ensure security and safety of
all the property and assets, movable and immovable, of the Institute in the
Canteen premises and if there is any loss to the Institute on account of
dishonesty, connivance, negligence on the part of its workers and/or due to any
cause, the contractor shall make good on demand the loss to the Institute. The
contractor shall report promptly to the Institute any theft or pilferage that takes
place or where any attempt is made to that effect and loss, if any, shall be
recovered from any amount due to the contractor.
11. The contractor shall not be permitted to tender for work in the concerned unit of
CSIR in which a relative is posted in a supervisory capacity. He shall also
intimate the names of persons who are working with him in any capacity or
subsequently employed by him and who are relatives as mentioned below:
NOTE : A person shall be deemed to be a relative of another if, and only if, (a) they are
members of a Hindu undivided family, or (b) they are husband and wife, (c) the one is
related to the other in the following manner, father, mother ( including step mother),
son (including step son), son’s wife, daughter (including step daughter), daughter’s
husband, daughter’s son, daughter’s son’s wife, daughter’s daughter, daughter’s
daughter’s husband, brother (including step brother), brother’s wife, sister ( including
step sister), sister’s husband ; father’s father, son’s son, son’s son’s wife, son’s
daughter.
12. The contract may be terminated by CSIR-CIMFR at any time by giving 30 days
notice in advance. The contractor, however, will have to give two month’s notice
to the CSIR-CIMFR authority for discontinuing his work.
13. The contractor shall be responsible for making timely and regular payments of
wages and meeting all other statutory liabilities of the workers deployed by him.
He will have to comply with all legal provisions of labour laws/Government laws
as amended from time to time in respect of employment of labourers and
payment of their wages and other statutory benefits.
14. All documents including details of payment made by the contractor to the
workers deployed by him shall be open for inspection by Director, CIMFR or any
person authorized by him.
15. Any compensation of disengagement on account of death, disability of any worker
engaged by the contractor at CIMFR even though such disability manifests after
the termination of the contract, shall be contractor’s exclusive liability.
16. The Director, CIMFR shall have the right to impose penalty for non-satisfactory
performance of duty by workers deployed by him.
17. The contractor shall not sublet the contract or any part thereof to any other party
during the entire period of contract.
18. The contract workers engaged by the contractor are the employees of the
contractor and work under the supervision/control/discipline of the
contractor/his representative. Moreover, the workers engaged by the contractor
do not have any vested right for any regular employment in the Institute.
(7)

19. The contractor will have to sign an agreement on Non-Judicial stamp paper of Rs.
100.00 as per the format to be provided by the Institute and submit it to the
Institute within 7 days of the date of receipt of the order accepting the contract,
failing which the EMD is liable to be forfeited. Also, if the contractor does not
start the work as per the work order, the EMD is liable to be forfeited.
20. The decision of the Director, CIMFR regarding any dispute whatsoever arising out
of the contract will be final and binding on the contractor.
21. The contractor will have to register with Regional Labour Commissioner,
Dhanbad and comply with the provisions of Contract Labour (Regulation &
Abolition) Act, 1970 and rules made there under from time to time.
22. While submitting the tender, the contractor should attach experience certificates
and also a list of addresses where his agency was/is working as contractor for
the work similar to the advertised work along with a copy of registration
certificate as mentioned above.
23. Canvassing in connection with the tender is strictly prohibited and the tender
submitted by the contractor who resorts to canvassing will be liable for rejection.
24. The tenders which do not fulfill all or any of the above conditions or in single bid
or incomplete in any respect are liable for rejection.
25. The contractor/agency must have a well established office/branch office at
Dhanbad so that the authorized person of the agency may be made available
within a short notice during exigencies.
26. Director, CIMFR does not bind himself to accept the lowest or any tender and
reserves to himself the right of accepting the whole or any part of the tender and
the tenderer shall be bound to perform the same at the rates quoted. Director,
CIMFR, reserves the right to reject any or all the tenders or to accept them in part
or to reject lowest tender without assigning any reason whatsoever.
27. The technical bid and financial bid should be placed in separate sealed covers.
DD towards EMD be placed along with technical bid.
Administrative Officer
CIMFR, Dhanbad
Accepted to Provide service at rates at sl no. 1 to 6 of Financial Bid
Signature with date and seal of the Proprietor of Agency
(8)

SPECIAL CONDITIONS
OBLIGATIONS OF THE AGENCY IN R/O Providing Catering services at CIMFR
Executive Center, Barwa Road Dhanbad ”:
1. A Committee duly constituted by Director CIMFR will visit the Executive Centre and
inspect the services provided by the agency as per the terms and condition
mentioned in NIT. The Agency shall be liable to pay penalty in case of supply of
sub-standard food stuff @ Rs.200/- per incident in each case, as reported. The
decision of Authority shall be final and binding.
2. In case of failure to maintain proper cleanliness or hygienic condition inside the
Executive Center Canteen the contractor shall be liable to pay penalty @ Rs.200/-
per incident, as reported.
3. For bad workmanship or bad materials supplied, penalty will be imposed @Rs.150
per incident.
4. Any damage to infrastructure including dinning furniture shall be compensated by
the Agency as per actual and it shall attended within 48 hours by
Manager/Supervisor.
5. Two sets of uniform to be provided to the workers engaged by the successful Agency
within 15 days of award of contract. The contractor workers should perform their
duties with their uniforms.
6. The successful Agency is, subject to the terms as contained herein, merely required
to run and manage the Canteen as a licensee for the period and nothing contained
herein shall be considered as creating a tenancy, lease or any interest in their favour
in respect of any portion of the premises of the Canteen/Executive Center. Agency
will be allowed to use the premises interim of the agreement and shall vacate the
premises immediately on termination of the contract without any cause whatsoever.
7. For preparing food stuffs, beverage and refreshments, the Agency shall use only
commercial L.P.G. Gas cylinder which is to be filled up at his own cost. Electricity
charges for heavy duty electrical gadgets such as heater/oven/microwave/
toaster/steam boiler/hot plates used for cooking will be charged as per the
consumption. Under only special circumstances the use of firewood/coal, charcoal,
coke or fuel of any other kind will be allowed.
8. The articles required for preparation of food stuffs etc. shall be arranged by the
Agency himself by his own cost. Collection of charges relating to the food stuffs, cold
drinks, snacks, refreshment etc. shall be the responsibility of the Agency and CIMFR
will have no responsibility for the same.
9. The Agency shall arrange for cutlery and utensils and the Agency should ensure that
they are properly maintained and hygienically cleaned. The Agency is also
responsible for their safe custody.
10. The Agency shall comply with the Municipal and other regulations, rules and byelaws
obtain the necessary license and permits in its own name and at its own
expenses if required. The laws relating to the preparation and sale of food stuff,
drinks and the refreshment and shall Agency shall store food stuffs and other
articles in a hygienic manner in proper allocated space.
11. Only authorized canteen staff/persons under any circumstances should be allowed
to stay in Canteen/ Executive Center.
(9)

12. The Agency shall be responsible for any loss and damage to the property provided to
him in the canteen and shall be liable to make good any loss or damage to such
property. The list may be updated from time to time depending upon the
requirements (alteration/addition) in case of any loss or damage to the property by
any guest, the contractor shall report in writing such loss/damage to the authority
immediately, failing which, the responsibility will rest with the agency. The authority
shall in the event of breach of any of the terms and conditions of this agreement, if
the quality of the articles served or if the management considered unsatisfactory by
the authority or for any other reasons considered sufficient be entitled to terminate
the contract by giving one month’s notice in writing and the agency shall not be
entitled to any compensation in case of such termination.
13. For smooth running of Canteen, adequate arrangement must be made by the agency
in conformity with statutory rules and laws, as in vogue and as may be amended
from time to time.
14. For Special Party (Lunch/Dinner), adequate arrangement should be made without
any extra cost so that regular activities (cleaning/washing etc.) of Guest House must
not be hampered.
15. The Catering Service/ management has to be carried out in the most polite and
cordial manner, since direct interactions with visiting guests are unavoidable. In
case of any complaint related to misbehavior or delayed service without valid
reasons, may prompt the authority to take suitable punitive action in the matter, the
decision of which shall be final and binding on the agency.
16. The selected agency is advised to engage the adequate nos. of workers, category-wise
to maintain the existing and desired level of output within the scope of the work.
The rates to be quoted must include all applicable taxes and duties, as on the date of
submission of the commercial offer to carry out the work.
17. The selected agency shall be at their liberty to deploy workers suitable for the job
specified, and there shall not be any binding to retain workers, who were engaged for
earlier contract by the earlier agency.
18. The contractor on award of contract should maintain a register furnishing the Name,
Address & telephone number, Character Certificate and Latest photograph of the
contract personnel engaged by him and posted at CIMFR Executive Canteen for this
work. This register completed in all respects should be handed over to the
authorized representative of Institute within 7 days from the date of award of
contract.
19. The contractor should maintain duty register furnishing the details of duty roster i.e.
the shift they will attend duty. This register should also be made available for
inspection to the authorized representative of the Director whenever called for.
20. The contractor should issue identity cards to all his staff deployed at the guest
house within 15 days of contract and they should be instructed to wear the same
while on duty.
21. The contractor should maintain the canteen premises clean and as such get the
flooring sobbed every night. The tables, chairs should be cleaned and properly
arranged, ready for the breakfast. Weekly cleaning of ceiling fans, exhaust fans etc.
should be undertaken. The freezers should be maintained clean. The garbage should
be cleared everyday. The surroundings should be kept clean.
(10)

22. The contractor should instruct the kitchen staff to wash the utensils with proper
liquid washing soap, before preparing any dish and similarly every night. Similarly,
the kitchen flooring should be washed every night using disinfectant once the service
is closed.
23. The contractor should instruct his staff that the plates, glasses and other cutlery
should be washed properly. The plates should be kept in the oven before laying on
the table for serving.
24. The contract should see that only filter water is provided to the guest for drinking.
Arrangements should be made to provide hot water to the guest whenever asked.
25. The contractor should ensure implementation of code of conduct in the following
areas:
a. “No Smoking Zone” Boards in Hindi and English should be Displayed in the
Restaurant.
b. Guest should be requested/advised not to enter the Dinning and T.V. Room in
lungis, shorts, nighties, vests.
c. Guests should be cautioned that they should not enter the restaurant in
intoxicated condition. No liquor and other intoxicating items should be
supplied in the rooms and consumption of same in the restaurant/rooms is
strictly prohibited.
26. The contractor should note that during the tenure of the contract, water and
electricity charges will be borne by CIMFR and no rent will be charged for the
premises and furniture and fittings. However, electricity charges for the equipments
such as Oven, Heater etc used for cocking etc will be born by the Agency.
Administrative Officer
CIMFR, Dhanbad
(11)

(For the Tenderer)
I/We have gone through the terms and conditions given in the tender document and
the same are acceptable to me. I/We have enclosed herewith attested copies of following
documents:
1. Currently valid license issued by the competent authority.
2. Notification of Minimum wages notified by the Govt. of India, Ministry of Labour &
Employment, New Delhi.
3. Latest Income Tax Return/Clearance Certificate with PAN.
4. Status: Whether Proprieter/Firm/Company.
5. Proof of experience & separate list of clients.
6. Compliance of EPF and ESI Act with registration and account number.
7. Service Tax registration certificate.
8. Relationship with CIMFR employee, if yes, please provide details: Yes/No
Name of employee Designation Relationship
In matters not dealt with therein, I/we shall abide by the decision of the Director, CIMFR,
Dhanbad. Accordingly, I am enclosing Demand Draft for an amount of Rs. 12, 500/-
towards EMD vide Demand Draft No…………………..dated:…………….. drawn in favour of
Director, CIMFR, Dhanbad, payable at SBI, Hirapur, Dhanbad.
Signature with date and seal of the Proprietor
(Name in Block Letters & Address)
(12)

FINANCIAL BID
(To be filled in separate envelope)
Job Contract for Providing Catering services at CIMFR Executive Center,
Barwa Road Dhanbad .
Sl.
No.
Description of item of work Quantity Unit Rate
Rs/Unit
1. Arrangement for helping in cooking
by cutting and washing of foodstuff,
serving food at dining hall,
cleaning of tables, washing of
utensils etc. as required daily
including all tools and tackles
complete
2. Arrangement for daily cleaning of
kitchen/dining area (dry & wet
moping),dusting off tables & other
furnitures of kitchen & Dinning
Hall as directed.. Periodic pest
control of kitchen & Dinning Hall
premises.
3. Arrangement for prompt room
service daily round the clock.
Amount
(Rs)
4. Charges for two sets of uniform for
waiter(s) lumpsum
5. Providing standard dinner set
cartulary and utensils for guest
and officers taking break fast
lunch dinner in the Executive
Centre
Total of Sl. 1-5
Signature with date and seal of the Proprietor
(13)

Rate Structure of Catering Services in CIMFR Executive Center,
Barwa Road Dhanbad .
Annexure I
Standard Breakfast: Rs. 20.00
1. Corn flex milk with bread/butter & Jam+Tea/Coffee
(Cornflex–50gm/Milk 50 ml/Bread slice 3, butter/ gm/Tea 120 ml)
2. Egg (Fried/Omelets) with bread butter / Jam + Tea/Coffee
(one egg/4 bread slices/05 gm butter/Tea 120 ml)
3. Puri Bhaji + Tea/Coffee
(4 puries/1 bowl bhaji 200gm/Tea 120 ml)
4. Glass of Milk (200 ml) Rs. 12.00
(e) Standard Lunch/Dinner: Rs. 35.00
One Dal Arhar/Mung) (150 ml)
Two Subji (one dry with curry 150 gm each)
Chapati (04 nos)
Boiled Rice (100 gm)
Salad/Achar/Papad
Curd (50 gm)
(f) Add-on’s
Items Quantity Rate
Paneer Preparation 075 gm+Gravey Rs. 30.00
Mutton Curry 075 gm+Gravey Rs. 40.00
Chicken Curry 075 gm+Gravey Rs. 30.00
Fish Curry 075 gm+Gravey Rs. 30.00
Egg Curry 2 eggs 02 eggs + Gravey Rs. 25.00
Biscuit Packet
Cold Drink
Sweet Curd
Ice cream
MRP
MRP
MRP
MRP
(14)

Sample Menu for Working Lunch/ Conferences/Seminars/Meetings:
Working Lunch: 10-25 Pax Rs. 100.00 per head (vegetarian)
Soup
Fried Rice/Veg Biryani
Paratha Rolls (stuffed with Paneer preparation)
Baked vegetable
Cream Potatoes/Aloo tikki
Green salad/fruit salad
One Dessert & safe drinking water
Conference Lunch: 40-100 Pax Rs. 130.00 per head (vegetarian)
(+one non-veg. preparation Rs. 150.00 per head)
Soup
Two types of salad
Dahi Vada
One Paneer preration
One green vegetable
One dal
Rice/Pulao
Chapati/Paratha
One fried item
One dessert & safe drinking water
High Tea – Rs. 65.00 per head
Samosa/Kachori/Sambhar Vadi
Malai Chop/Cocktail Pastry
Masala Peanut/Wafers/Crispy corn
Veg Puff/Upma/Cocktail Pizza
Tea/Coffee
Tea/Coffee – with Biscuit or cookies – Rs. 15.00 per head
(15)

CENTRAL INSTITUTE OF MINING & FUEL RESEARCH
BARWA ROAD, DHANBAD - 826015
NOTICE OF INVITATION OF TENDER
Sealed Tenders in two bid system on item rate basis are hereby invited on behalf of
Director, Central Institute off Mining & Fuel Research (CIMFR) Barwa Road, Dhanbad, from
the experienced eligible Contractors of Appropriate Class, rendering services to Govt./Semi-
Govt./Autonomous bodies, for the work of “ Providing Catering services at CIMFR
Executive Center, Barwa Road Dhanbad ”.
Cost of Tender
: Rs. 1000.00 in the form of DD in favour
of Director, CIMFR , Dhanbad payable at SBI,
HIRAPUR, Dhanbad.
Earnest Money
: Rs. 12,500/- in the form of DD in favour
of Director, CIMFR , Dhanbad payable at SBI,
HIRAPUR, Dhanbad.
Time of Contract
: 12 months, extendable or curtailable
Last date of sale of Tender
: ………., 2011 up to 5.00 p.m.
Pre-bid conference
: ………., 2011 at 4.00 p.m.
Last Date of submission of tender : ……11…., 2011 up to 1.00 p.m.
Opening of Tech. Bid
: ………., 2011 at 4.00 p.m.
Tenders will be issued only to those agencies/contractors who fulfill following conditions:
5. The agency/contractor should have valid license issued by the competent authority
i.e. Food & Drugs, Jharkhand Govt. to carry out such business.
6. The agency/contractor should have sufficient experience at least minimum three
years of Govt., reputed public & private organizations in Catering in Guest House or
related business.
7. Latest income tax and service tax registration and latest returns thereof.
8. The agency should be registered with Department of Regional Labour Commissioner,
Dhanbad.
Tender form can be obtained on all working days during 10.00 am to 5:00 pm on payment
of Rs. 1000.00 in the form of DD in favour of Director, CIMFR , Dhanbad payable at SBI,
HIRAPUR, Dhanbad. Any other form of payment will not be accepted. Tenders should be in
the prescribed format only. Tenders in any other format will not be accepted. Completed
tenders in all respects should be in sealed envelops superscribed “ Providing Catering
services at CIMFR Executive Center, Barwa Road Dhanbad ”.
Director, CIMFR reserves the right to accept or reject any or all the tenders either in full or
part thereof without assigning any reason whatsoever, and his decision on all matters in
this regard shall be final and binding.
Administrative Officer
CIMFR, Dhanbad
(16)

CENTRAL INSTITUTE OF MINING & FUEL RESEARCH
BARWA ROAD, DHANBAD - 826015
Tender Document
Tender for Providing Catering services at CIMFR Executive Center, Barwa Road
Dhanbad ”:
CIMFR Executive Center, Barwa Road Dhanbad is located inside CIMFR Barwa Road
campus. It is an accommodation for the staff of CSIR sister laboratories, persons from other
organizations on short official duty, VVIPs, VIPs, and distinguished guest dignitaries from
India and abroad.
Ground Floor : (i)-T.V. Room, (ii)-Kitchen, (iii)- Two Dinning Hall, (iv)- Public Area, (v)-
Toilet, (vi)-HRD Head’s Office, (vii)-Reception, (viii)-Corridor, (ix)-Two Rooms for BSNL (x)-
Ten Double Bed Guest Rooms
1 st floor : (i)- One Conference cum Training Halls, (ii)- Six Double Bed Guest Rooms, (iii)-
Public Area, (iv)- TV Room, (v)-Open Terrace
Annex. Guest House:
CIMFR, Executive Center having good quality dinning furniture is a part of CIMFR and is
located inside Executive Center. It caters to the needs of the staff and visiting
scientists/project staffs/students etc. by providing break fast, tea/coffee, lunch/ Dinner
(veg./Non Veg.) evening tea/coffee and snacks etc. In addition, the Executive Centre
provides tea/coffee and snacks to the participants of various Training programmes,
meetings, seminars, conferences, workshops etc. organized at CIMFR.
(17)

Technical Bid
Nature & Scope of work
The Nature and scope of work has been detailed as follows:
CIMFR Executive Center, Barwa Road Dhanbad
A. General:
5. Daily cleaning kitchen/dining area & toilets attached to Dinning Hall (dry and
wet moping) twice daily with perfumed disinfectant such as phenyl.
6. Bell boy service to the guests.
7. Periodic pest control of kitchen, dining area & toilets ( attached to Dinning
Hall) once every six month must be carried out and the same should be
certified by the CIMFR authorized person.
8. Availability of attendant must on 24x7 basis to attend the guests for required
assistance.
B. Catering Services:
(a) Provision of Bed Tea/Breakfast/Lunch/Dinner/Tea & Coffee/Evening Snacks
is required to be provided to our guest staying in the guest house as per the
CIMFR approved rates (Annexure I). The bill for the catering services will be
collected directly by the contractor unless specified otherwise by a written
note/communication by the office.
(b) Cleaning of cooking and service utensils on daily basis and cleaning of service
and kitchen area twice on daily basis with appropriate detergents is must.
Entire catering activity must be carried out in hygienic condition and food
handlers must be free from any contagious diseases.
(c) Food service will be available on every day on 24x7 basis as per the
following schedule:
Bed Tea
06:30 am to 7:30 am
Breakfast
8:00 am to 9:30 am
Lunch
1:30 pm to 2:30 pm
Evening Tea 6:00 pm to 7:00 pm
Dinner
8:00 pm to 10.00 pm
(18)

Sr. Item
No.
Part-I General Details
1. Name & Address of the
Firm
Details
2. Telephone/Mobile No.
3. Registration Details Authority Reg. No. Date
4. PAN No.
5. Service Tax No. & Details
6. EMD Details
7. Whether copies of Income
Tax Returns of last three
years are attached
8. Whether copy of annual
report is attached
9. Whether copy of certificate
of Chartered Accountant is
attached
(Signature with date and seal of the tenderer)
Date:
Place:
(19)
Name & Address:___________________________

Part-II : Experience Details
1. Type of Experience# Guest House Canteen
2. Total turn over in last three years
including current works
3. Details of termination of any of the
previous contracts
* All the details are compulsory. Documentary evidences are necessary.
# please attach copy of work orders and certificates from the clients of such work.
(Signature with date and seal of the tenderer)
Date:
Name & Address:___________________________
Place:
(20)
General Terms and Conditions

28. Tender submitted shall remain valid for 90 days from the date of opening for the
purpose of acceptance and award of work, validity beyond 90 days from the date
of opening shall be by mutual consent.
29. The contract will be for a period of one year. Initial assignment as trial would be
for a period of three months after satisfactory completion of which the contract
may be extended for further period on the existing rates, terms and conditions at
the discretion of Director, CIMFR or otherwise.
30. The tenderer shall quote rates both in figures and words. He shall also workout
the amount for each item of work and shall write in both figures and words. The
rates quoted shall be inclusive of all sorts of statutory taxes & duties as
applicable for the particular work, during the entire period of contract. No
amount whatever may be the ground shall not be entertained after opening &
acceptance of the Tender On check if there are difference between the rates
quoted by the tenderer in words and in figures or in the amount worked out by
him, the following procedure shall be followed:
(a) When there is a difference between the rates in figures and in words,
the rates which correspond to the amounts worked out by the
tenderer, shall be taken as correct.
(b) When the amount of any item is not worked out by the tenderer or it
does not correspond with the rate written either in figures or in
words, the rate quoted by the tenderer in words shall be taken as
correct. When the rate quoted by the tenderer in figures and in words
tallies but the amount is not worked out correctly, the rate quoted by
the tenderer shall be taken as correct and not the amount.
31. Except writing rates and amount, the tenderer should not write any conditions or
make any changes, additions and modifications on the printed form of tenders.
Tenderers who are desirous to offer rebate, the same should be brought out on
the tender form and also submitted along with the tender.
32. The rates as quoted would be applicable for entire period of contract and the
contractor will not make any claim for additional charges under any
circumstances
33. Before tendering, the tenderer should inspect the site to fully acquaint him about
the conditions in regard to accessibility of sites, nature and extent of ground
working condition of sites and locality required for the satisfactory execution of
the work contract. No claim whatsoever on such account shall be entertained by
the Institute/Lab. in any circumstances. Pre-bid meeting will be organized to
facilitate the tenderers in this regard.
34. Earnest money will be forfeited if the contractor fails to commence the work as
per letter of award.
35. The contractor will have to provide adequate manpower with sound health (not
suffering from any contagious disease) with more than 18 years and below 50
years of age. No worker less than 18 years of age should be deployed by the
contractor.
36. In case, the integrity, character or behaviour of any of the contractor’s worker is
found doubtful or objectionable, he should be replaced immediately by the
contractor on receiving instructions from any authorized officer of CSIR-CIMFR.
(21)

37. It shall be the sole responsibility of the contractor to ensure security and safety of
all the property and assets movable and immovable of the Institute in the
Canteen premises and if there is any loss to the Institute on account of
dishonesty, connivance, negligence on the part of its workers and/or due to any
cause, the contractor shall make good on demand the loss to the Institute. The
contractor shall report promptly to the Institute any theft or pilferage that takes
place or where any attempt is made to that effect and loss, if any, shall be
recovered from any amount due to the contractor.
38. The contractor shall not be permitted to tender for work in the concerned unit of
CSIR in which a relative is posted in a supervisory capacity. He shall also
intimate the names of persons who are working with him in any capacity or
subsequently employed by him and who are relatives as mentioned below:
NOTE : A person shall be deemed to be a relative of another if, and only if, (a) they are
members of a Hindu undivided family, or (b) they are husband and wife, (c) the one is
related to the other in the following manner, father, mother ( including step mother),
son (including step son), son’s wife, daughter (including step daughter), daughter’s
husband, daughter’s son, daughter’s son’s wife, daughter’s daughter, daughter’s
daughter’s husband, brother (including step brother), brother’s wife, sister ( including
step sister), sister’s husband ; father’s father, son’s son, son’s son’s wife, son’s
daughter.
39. The contract may be terminated by CIMFR at any time by giving 30 days notice in
advance. The contractor, however, will have to give two month’s notice to the
CIMFR authority for discontinuing his work.
40. The contractor shall be responsible for making timely and regular payments of
wages and meeting all other statutory liabilities of the workers deployed by him.
He will have to comply with all legal provisions of labour laws/Government laws
as amended from time to time in respect of employment of labourers and
payment of their wages and other statutory benefits.
41. All documents including details of payment made by the contractor to the
workers deployed by him shall be open for inspection by Director, CIMFR or any
person authorized by him.
42. Any compensation of disengagement on account of death, disability of any worker
engaged by the contractor at CIMFR even though such disability manifests after
the termination of the contract, shall be contractor’s exclusive liability.
43. The Director, CIMFR shall have the right to impose penalty by way of deductions
from the bills of contractor for non-satisfactory performance of duty by workers
deployed by him.
44. The contractor shall not sublet the contract or any part thereof to any other party
during the entire period of contract.
45. The contract workers engaged by the contractor are the employees of the
contractor and work under the supervision/control/discipline of the
contractor/his representative. Moreover, the workers engaged by the contractor
do not have any vested right for any regular employment in the Institute.
46. The contractor will have to sign an agreement on Non-Judicial stamp paper of Rs.
100.00 as per the format to be provided by the Institute and submit it to the
Institute within 7 days of the date of receipt of the order accepting the contract,
failing which the EMD is liable to be forfeited. Also, if the contractor does not
start the work as per the work order, the EMD is liable to be forfeited.
(22)

47. The decision of the Director, CIMFR regarding any dispute whatsoever arising out
of the contract will be final and binding on the contractor.
48. The contractor will have to register with Regional Labour Commissioner,
Dhanbad and comply with the provisions of Contract Labour (Regulation &
Abolition) Act, 1970 and rules made there under from time to time.
49. While submitting the tender, the contractor should attach experience certificates
and also a list of addresses where his agency was/is working as contractor for
the work similar to the advertised work along with a copy of registration
certificate as mentioned above.
50. Canvassing in connection with the tender is strictly prohibited and the tender
submitted by the contractor who resorts to canvassing will be liable for rejection.
51. The tenders which do not fulfill all or any of the above conditions or in single bid
or incomplete in any respect are liable for rejection.
52. The contractor/agency must have a well established office/branch office at
Dhanbad so that the authorized person of the agency may be made available
within a short notice during exigencies.
53. Director, CIMFR does not bind himself to accept the lowest or any tender and
reserves to himself the right of accepting the whole or any part of the tender and
the tenderer shall be bound to perform the same at the rates quoted. Director,
CIMFR, reserves the right to reject any or all the tenders or to accept them in part
or to reject lowest tender without assigning any reason whatsoever.
54. The technical bid and financial bid should be placed in separate sealed covers.
DD towards EMD be placed along with technical bid.
Administrative Officer
CIMFR, Dhanbad
Accepted to provide service at rates at sl no. 1 to 6 of Financial Bid
Signature with date and seal of the Proprietor of Agency
(23)

SPECIAL CONDITIONS
OBLIGATIONS OF THE AGENCY IN R/O Providing Catering services at CIMFR
Executive Center, Barwa Road Dhanbad ”:
27. A Committee duly constituted by Director CIMFR will visit the Executive Centre
and inspect the services provided by the agency as per the terms and condition
mentioned in NIT. The Agency shall be liable to pay penalty in case of supply of
sub-standard food stuff @ Rs.200/- per incident in each case, as reported. The
decision of Authority shall be final and binding.
28. In case of failure to maintain proper cleanliness or hygienic condition inside the
Executive Center Canteen the contractor shall be liable to pay penalty @ Rs.200/-
per incident, as reported.
29. For bad workmanship or bad materials supplied, penalty will be imposed @Rs.150
per incident.
30. Any damage to infrastructure including dinning furniture shall be compensated by
the Agency as per actual and it shall attended within 48 hours by
Manager/Supervisor.
31. Two sets of uniform to be provided to the workers engaged by the successful Agency
within 15 days of award of contract. The contractor workers should perform their
duties with their uniforms.
32. The successful Agency is, subject to the terms as contained herein, merely required
to run and manage the Canteen as a licensee for the period and nothing contained
herein shall be considered as creating a tenancy, lease or any interest in their favour
in respect of any portion of the premises of the Canteen/Executive Center. Agency
will be allowed to use the premises interim of the agreement and shall vacate the
premises immediately on termination of the contract without any cause whatsoever.
33. For preparing food stuffs, beverage and refreshments, the Agency shall use only
L.P.G. Gas cylinder which is to be filled up at his own cost. Electricity charges for
heavy duty electrical gadgets such as heater/oven/microwave/ toaster/steam
boiler/hot plates used for cooking will be charged as per the consumption. Under
only special circumstances the use of firewood/coal, charcoal, coke or fuel of any
other kind will be allowed.
34. The articles required for preparation of food stuffs etc. shall be arranged by the
Agency himself by his own cost. Collection of charges relating to the food stuffs, cold
drinks, snacks, refreshment etc. shall be the responsibility of the Agency and CIMFR
will have no responsibility for the same.
35. The Agency shall arrange for cutlery and utensils and the Agency should ensure that
they are properly maintained and hygienically cleaned. The Agency is also
responsible for their safe custody.
36. The Agency shall comply with the Municipal and other regulations, rules and byelaws
obtain the necessary license and permits in its own name and at its own
expenses if required. The laws relating to the preparation and sale of food stuff,
drinks and the refreshment and shall Agency shall store food stuffs and other
articles in a hygienic manner in proper allocated space.
37. Only authorized canteen staff/persons under any circumstances should be allowed
to stay in Canteen/ Executive Center.
(24)

38. The Agency shall be responsible for any loss and damage to the property provided to
him in the canteen and shall be liable to make good any loss or damage to such
property. The list may be updated from time to time depending upon the
requirements (alteration/addition) in case of any loss or damage to the property by
any guest, the contractor shall report in writing such loss/damage to the authority
immediately, failing which, the responsibility will rest with the agency. The authority
shall in the event of breach of any of the terms and conditions of this agreement, if
the quality of the articles served or if the management considered unsatisfactory by
the authority or for any other reasons considered sufficient be entitled to terminate
the contract by giving one month’s notice in writing and the agency shall not be
entitled to any compensation in case of such termination.
39. For smooth running of Canteen, adequate arrangement must be made by the agency
in conformity with statutory rules and laws, as in vogue and as may be amended
from time to time.
40. For Special Party(Lunch/Dinner), adequate arrangement should be made without
any extra cost so that regular activities (cleaning/washing etc.) of Guest House must
not be hampered.
41. The Catering Service/ management has to be carried out in the most polite and
cordial manner, since direct interactions with visiting guests are unavoidable. In
case of any complaint related to misbehavior or delayed service without valid
reasons, may prompt the authority to take suitable punitive action in the matter, the
decision of which shall be final and binding on the agency.
42. The selected agency is advised to engage the adequate nos. of workers, category-wise
to maintain the existing and desired level of output within the scope of the work.
The rates to be quoted must include all applicable taxes and duties, as on the date of
submission of the commercial offer to carry out the work.
43. The selected agency shall be at their liberty to deploy workers suitable for the job
specified, and there shall not be any binding to retain workers, who were engaged for
earlier contract by the earlier agency.
44. The contractor on award of contract should maintain a register furnishing the Name,
Address & telephone number, Character Certificate and Latest photograph of the
contract personnel engaged by him and posted at CIMFR Executive Canteen for this
work. This register completed in all respects should be handed over to the
authorized representative of Institute within 7 days from the date of award of
contract.
45. The contractor should maintain duty register furnishing the details of duty roster i.e.
the shift they will attend duty. This register should also be made available for
inspection to the authorized representative of the Director whenever called for.
46. The contractor should issue identity cards to all his staff deployed at the guest
house within 15 days of contract and they should be instructed to wear the same
while on duty.
47. The contractor should maintain the canteen premises clean and as such get the
flooring sobbed every night. The tables, chairs should be cleaned and properly
arranged, ready for the breakfast. Weekly cleaning of ceiling fans, exhaust fans etc.
should be undertaken. The freezers should be maintained clean. The garbage should
be cleared everyday. The surroundings should be kept clean.
(25)

48. The contractor should instruct the kitchen staff to wash the utensils with proper
liquid washing soap, before preparing any dish and similarly every night. Similarly,
the kitchen flooring should be washed every night using disinfectant once the service
is closed.
49. The contractor should instruct his staff that the plates, glasses and other cutlery
should be washed properly. The plates should be kept in the oven before laying the
table for serving.
50. The contract should see that only filter water is provided to the guest for drinking.
Arrangements should be made to provide hot water to the guest whenever asked.
51. The contractor should ensure implementation of code of conduct in the following
areas:
a. “No Smoking Zone” boards should be displayed in the restaurant.
b. Guest should be requested/advised not to enter the dinning and T.V. room in
lungis, shorts, nighties, vests.
c. Guests should be cautioned that they should not enter the restaurant in
intoxicated condition. No liquor and other intoxicating items should be
supplied in the rooms and consumption of same in the restaurant/rooms is
strictly prohibited.
52. The contractor should note that during the tenure of the contract, water and
electricity charges will be borne by CIMFR and no rent will be charged for the
premises and furniture and fittings. However, electricity charges for the
equipments such as Oven, Heater etc used for cocking etc will be born by the
Agency.
Administrative Officer
CIMFR, Dhanbad
(26)

(For the Tenderer)
I/We have gone through the terms and conditions given in the tender document and
the same are acceptable to me. I/We have enclosed herewith attested copies of following
documents:
1. Currently valid license issued by the competent authority.
2. Notification of Minimum wages notified by the Govt. of India, Ministry of Labour &
Employment, New Delhi.
3. Latest Income Tax Return/Clearance Certificate with PAN.
4. Status: Whether Proprietors/Firm/Company.
5. Proof of experience & separate list of clients.
6. Compliance of EPF and ESI Act with registration and account number.
7. Service Tax registration certificate.
8. Relationship with NEERI employee, if yes, please provide details: Yes/No
Name of employee Designation Relationship
In matters not dealt with therein, I/we shall abide by the decision of the Director, CIMFR,
Dhanbad. Accordingly, I am enclosing Demand Draft for an amount of Rs. 12, 500/-
towards EMD vide Demand Draft No…………………..dated:…………….. drawn in favour of
Director, CIMFR, Dhanbad, payable at SBI, Hirapur, Dhanbad.
Signature with date and seal of the Proprietor
(Name in Block Letters & Address)
(27)

FINANCIAL BID
(To be filled in separate envelope)
Job Contract for Providing Catering services at CIMFR Executive Center,
Barwa Road Dhanbad ”.
Sl.
No.
Description of item of work Quantity Unit Rate
Rs/Unit
1. Arrangement for helping in cooking
by cutting and washing of foodstuff,
serving food at dining hall,
cleaning of tables, washing of
utensils etc. as required daily
including all tools and tackles
complete
2. Arrangement for daily cleaning of
kitchen/dining area (dry & wet
moping),dusting off tables & other
furnitures of kitchen & Dining Hall
as directed.. Periodic pest control
of kitchen & Dinning Hall
premises.
3. Arrangement for prompt room
service daily round the clock. As
directed with necessary materials
4. Add for sets of dresses lumpsum
5. Providing standard dinner set
cartulary and utensils for guest
and officers taking break fast
lunch dinner in the Executive
Centre
Total of Sl. 1-5
Amount
(Rs)
Signature with date and seal of the Proprietor
(28)

Rate Structure of Catering Services in CIMFR Executive Center,
Barwa Road Dhanbad
Annexure I
Standard Breakfast: Rs. 20.00
1. Corn flex milk with bread/butter & Jam+Tea/Coffee
(Cornflex–50gm/Milk 50 ml/Bread slice 3 butter 05 gm/Tea 120 ml)
2. Egg (Fried/Omelets) with bread butter 7 Jam + Tea/Coffee
(one egg/4 bread slices/05 gm butter/Tea 120 ml)
3. Puri Bhaji + Tea/Coffee
(4 puries/1 bowl bhaji 200gm/Tea 120 ml)
4. Glass of Milk (200 ml) Rs. 12.00
(e) Standard Lunch/Dinner: Rs. 35.00
One Dal (150 ml)
Two Subji (one dry with curry 150 gm each)
Chapati (04 nos)
Boiled Rice (100 gm)
Salad/Achar/Papad
Curd (50 gm)
(f) Add-on’s
Items Quantity Rate
Paneer Preparation 075 gm+Gravey Rs. 30.00
Mutton Curry 075 gm+Gravey Rs. 35.00
Chicken Curry 075 gm+Gravey Rs. 30.00
Fish Curry 075 gm+Gravey Rs. 30.00
Egg Curry 2 eggs 100 gm + Gravey Rs. 25.00
Biscuit Packet
Cold Drink
Sweet Curd
Ice cream
MRP
MRP
MRP
MRP
(29)

Sample Menu during Conferences/Seminars/Meetings:
Working Lunch: 10-25 Pax Rs. 100.00 per head (vegetarian)
Soup
Fried Rice/Veg Biryani
Paratha Rolls (stuffed with Paneer preparation)
Baked vegetable
Cream Potatoes/Aloo tikki
Green salad/fruit salad
One Dessert & safe drinking water
Conference Lunch: 40-100 Pax Rs. 130.00 per head (vegetarian)
(+one non-veg. preparation Rs. 150.00 per head)
Soup
Two types of salad
Dahi Vada
One Paneer preration
One green vegetable
One dal
Rice/Pulao
Chapati/Paratha
One fried item
One dessert & safe drinking water
High Tea – Rs. 65.00 per head
Samosa/Kachori/Sambhar Vadi
Malai Chop/Cocktail Pastry
Masala Peanut/Wafers/Crispy corn
Veg Puff/Upma/Cocktail Pizza
Tea/Coffee
Tea/Coffee – with Biscuit or cookies – Rs. 15.00 per head
(30)