Security Services 2011.doc Page 1 of 21 SOFTWARE ... - Chennai

SOFTWARE TECHNOLOGY PARKS OF INDIA(An Autonomous Society under Govt. of India, Ministry of Communications & InformationTechnology, Department of information Technology)No.5, 3 rd Floor, Rajiv Gandhi Salai, Taramani, Chennai – 600 113Phone No. (044)3910 3525 (Tele Fax). (044)3910 3505TENDER No : STPIC/PUR/010/2011-12/005DATE : 11.05.2011Name of the Tender: PROVIDING SECURITY SERVICES(For the period of ONE year)TOTAL PAGES: 21 PagesNAME OF THE PARTY:Security Services 2011.doc Page 1 of 21

IIIIIIIVVTender inviting officer,Authority, Designationand AddressName of the work:& Place of executionTender documents available placeand due date for obtaining tenderDue Date, time and place ofsubmission of TenderPlace, date and time of TenderOpeningTENDER NOTICESoftware Technology Parks of India, (STPI)The Director, STPINo.5, 3 rd Floor, Rajiv Gandhi Salai, Taramani,Chennai – 600 113.Website: www.chennai.stpi.inProviding Security service to STPI officelocated at Chennai, Coimbatore, Madurai,Trichy & PondicherryTender document can be obtained on allworking days between 10.30 AM to 4.00 PMfrom 11.05.2011 to 09.06.2011 at the addressmentioned in column IDue Date : 10.06.2011TimePlace: 3.00 P.M.: At the above mentioned incolumn IDue Date : 10.06.2011Time : 3.30 P.M.Place : At the above mentioned incolumn IVI Any other important criteria specified by the tender inviting authority:1. Tender received after due date and time will be summarily rejected.STPI invites sealed tenders from a reputed organization / company / agency / firms forproviding security services. The bid should be sealed by the bidder and duly superscripted asTender No:STPIC/PUR/010/2011-12/005 dated 11.05.2011 and name of the tender i.e,providing Security services.Intending eligible bidders may obtain a copy of bid document from STPI, No: 05, IIIrd Floor,Rajiv Gandhi Salai, Taramani, Chennai – 600 113 on payment of Rs.500/- (Rupees FiveHundred only) in the form of crossed Demand Draft /Banker’s Cheque from any commercialBank in favor of "Software Technology Parks of India payable at Chennai".In case, firm has downloaded the tender documents from the official website i.e.www.chennai.stpi.in , they must ensure that requisite tender fee/ cost is enclosed in the formof Account Payee Demand Draft from any of the commercial bank in favour of “SoftwareTechnology Parks of India payable at Chennai" with their tender, failing which the tenderwill be treated as incomplete and will be ignored. The EMD & Tender fee (Demand Draft orreceipt given by STPI in case paid at office) should be enclosed with the technical bid oftender document.DIRECTORSTPI -ChennaiSecurity Services 2011.doc Page 2 of 21

SECTION - I1. TENDERING PROCESS:The tenders are invited on a two bid system i.e. qualifying bid (technical bid including tenderfee and EMD) and then the financial bid:1. The tender form for Technical bids prescribed at Annexure–I (Attached) complete inall respect (Including Tender fee and EMD) should be submitted in sealed cover superscribed–“Technical Bid – Providing Security Services”.2. The tender form for Financial bids prescribed at Annexure–II (Attached) complete inall respect should be submitted in sealed cover super scribed –“Financial Bid–Providing Security Services” .3. The above two sealed separate covers should be put together in another bigcover/envelope super scribed as “Providing Security Services.” and addressed to“The Director,Software Technology Parks of IndiaNo: 05, Third Floor, Rajiv Gandhi Salai,Taramani – 600 113”.The Envelope should be dropped in the Tender Box of the STPI at Reception in the aboveaddress latest by 15.00 hrs on 10.06.2011. Incomplete bid documents will be rejected.The Two bid tendering process comprise the following,1. The technical bids will be opened in the first stage, at 15.30 hrs on 10.06.2011and the same will be scrutinized and evaluated by the competentcommittee/authority with reference to parameters prescribed in the tenderdocuments and the offers received from the tenderers.2. In the second stage, the financial bids of only the technically accepted offers (asdecided in the first stage above) will be opened for further scrutiny, evaluation,ranking and placement of contract.The financial bids of the eligible bidders will be opened only after intimating the date andtime to bidder through mail/fax, etc.,2. THE ELIGIBILITY CRITERIA:The Bidder must meet the following requirement:2.1 Average annual financial turn over during the last 3 year ending 31st March ofprevious year should be minimum Rs.2.80 lakhs.2.2 Experience of having successfully completed similar works during the last 7 yearsas on the date of tender should be either of the followinga) 3 similar completed works not less the capacity of 18 Security Guards orhigher grade providing round the clock security servicesb) 2 similar completed works not less the capacity of 23 Security Guards orhigher grade providing round the clock security servicesb) 1 similar completed works not less the capacity of 36 Security Guards orhigher grade providing round the clock security services2.3 Bidder shall pay the wages, allowances & bonus as per the minimum wages act.,and fixed by Government of TamilNadu from time to timeDocumentary proof for the above shall be produced along with the offer, failure ofwhich the offer may be disqualified.Definition of Similar work: providing Security services to central / state Govt. / PSU /Private/IT units under contract basis.Security Services 2011.doc Page 3 of 21

(i) The price of the items shall be quoted total price (inclusive of all taxes andlevies, transports, insurance etc) item wise.(ii) The bidder shall quote only one price for each item. The price indicated bythe bidder is firm and no modification in the price will be accepted.4. BID SECURITY:4.1 The bidders shall furnish, as part of his bid, a bid security for an amount ofRs.10,500/- (Rupees Ten Thousand Five Hundred Only) in the form ofDemand Draft/ Banker Cheque from any commercial Bank in favour of “SoftwareTechnology Parks of India” payable at Chennai. The EMD or Performancesecurity will bear no interest whatsoever. The EMD & Tender fee should beenclosed with the Technical bid of tender document.4.2 The bid security is required to protect the Purchaser against the risk of bidder'sconduct, which would warrant the bid security's forfeiture as per clause 4.54.3 A bid not secured in accordance with Para 4.1 shall be rejected by the purchaserbeing non-responsive at the bid opening stage and returned to the bidder.4.4 The bid security of the unsuccessful bidder will be discharged /returned to them atthe earliest / within 30 days after award of contract/order to the selected party.4.5 The bid security may be forfeited:(a) If a bidder withdraws his bid during the period of bid validity or makes(b)modifications to his tender which are not acceptable to STPI,In the case of a successful bidder, if the bidder fails to sign the contract andnot furnished the performance security,(c) Failure to fulfill the contractThe bidder will not be eligible to participate in the tender for same item for three year fromthe date of issue of Purchase Order / Work Order if EMD / Performance Guarantee isforfeited.5. PERIOD OF VALIDITY OF BIDS:5.1 Bid shall remain valid for 90 days after the date of bid opening prescribed bythe Purchaser.5.2 In exceptional circumstances, the Purchaser may request the bidder's consent foran extension to the period of bid validity. The request and the responses there to,shall be made in writing. The bid security provided under Clause 4 shall also besuitably extended. A bidder may refuse the request without forfeiting his bidsecurity. A bidder accepting the request and granting extension will not bepermitted to modify his bid.6. FORMATS AND SIGNING OF BID:6.1 All pages of the Technical bid and financial bid, except for un-amended printedliteratures, shall be signed by the person or persons signing the bid. The bidssubmitted shall be sealed properly.6.2 The bid shall contain no inserstions, erasures or overwriting except as necessary tocorrect errors made by the bidder in which case such corrections shall be signedby the person or persons signing the bid.7. SUBMISSION OF BIDS:7.1 SEALING AND MARKING OF BIDS: The bidder shall seal the bid using waxin separate envelopes and duly marking as “Tender No:STPIC/PUR/010/2011-12/___, date:_______ & Name of Tender ________”. Further, the sentence“NOT TO BE OPENED” before due date & time of tender opening. TheSecurity Services 2011.doc Page 5 of 21

sealed tender is to be dropped in the tender box kept at STPI, No:05, 3rd floor,Rajiv Gandhi Salai, Taramani, Chennai -600 113. If the outer big envelope is notsealed and marked properly as above, the purchaser will not take anyresponsibility for its misplacement, premature opening etc.The bidder in this regard should submit the following documents:–(a) Financial status: - The Annual turnover of the bidder for the last three years.Copies of audited financial report for the last three years should be enclosed.(b) The bid should be accompanied by two separate Demand drafts for tender feefor Rs.500/- (non-refundable) and bid security of Rs.10,500/- (Rupees TenThousand Five Hundred Only). Tender document can also be obtaineddirectly from STPI, against payment of Rs.500/- [Rupees Five Hundredonly] The bid received without tender fee and bid security will not beconsidered.(c) Copies of documentary evidence of experience having successfully completedsimilar works during the last 3 years mentioned in the clause 2, (Eligibilitycriteria)(d) Copy of PAN Card,(e) Copy of Sales tax registration certificate/TIN/VAT,(f) Copy of Registration / Incorporation of the firm/company,(g) Any other related documents,7.2 The envelopes shall be addressed to purchaser at the following address:The Director,Software Technology Parks of India,No: 05, 3 rd Floor, Rajiv Gandhi Salai,Taramani, Chennai – 600 113.8. LATE BIDS:Any bid received by the Purchaser after the due date & time for submission of bidsprescribed by the Purchaser shall be rejected and returned unopened to the bidder.9. OPENING OF BIDS BY PURCHASER:9.1 The purchaser shall open bids in the presence of bidders or their authorizedrepresentatives who chose to attend, at 3.30 P.M. on due date. The bidder’srepresentatives, who are present, shall sign in a register. Authority letter to thiseffect shall be submitted by the bidders before they are allowed to participate inbid opening.9.2 A maximum of two representatives (per bidder) shall be authorized and permittedto attend the bid opening.9.3 The date fixed for opening of bids, if subsequently declared as holiday by theSTPI-Chennai, the revised date of schedule will be notified. However, in absenceof such notification, the bids will be opened in the next working day, time andvenue remaining unaltered.10. CLARIFICATION OF BIDS:To assist in the examination, evaluation and comparison of bids the Purchaser may, at itsdiscretion ask the bidder for the clarification of its bid. The request for clarification andSecurity Services 2011.doc Page 6 of 21

the response shall be in writing. However, no post bid clarification at the initiative of thebidder shall be entertained after opening of the tender.11. TENDER EVALUATION:11.1 Purchaser shall evaluate the bids to determine whether they are complete, whetherrequired sureties have been furnished, whether the documents have been properlysigned and whether the bids are generally in order.11.2 Tender committee will scrutinize the bids based on the eligibility criteria andtechnical specification compliance. The bidders, who are not complying theeligibility criteria, technical specification and all other terms mentioned in thetender, will be summarily rejected. The technically qualified bidders only will becalled for financial bid opening.11.3 Arithmetical errors shall be rectified on the following basis. If there is adiscrepancy between the unit price and total price that is obtained by multiplyingthe unit price and quantity, the unit price shall prevail and the total price shall becorrected by the Purchaser. If there is a discrepancy between words and figures,the amount in words shall prevail. If the Supplier does not accept the correction ofthe errors, his bid shall be rejected.11.4 The evaluation and comparison of responsive bids shall be done on the price ofthe goods offered inclusive of Levies & Taxes i.e., Sales Tax, VAT & ExciseDuty, packing, forwarding, freight and insurance etc. as indicated in the PriceSchedule of the Bid Document.11.5 The Purchaser may waive any minor inbidderity or non-conformity orirregularity in a bid which does not constitute a material deviation,provided such waiver does not prejudice or affect the relative ranking of anybidder.12. CONTACTING THE PURCHASER:12.1 No bidder shall try to influence the Purchaser on any matter relating to its bid,from the time of tendering till the time the contract is awarded.12.2 Any effort by a bidder to influence the Purchaser in the Purchaser's bid evaluation,bid comparison or contract award decision shall result in the rejection of the bid.13. PLACEMENT OF ORDER:The Purchaser shall consider placement of order on the bidder whose offer has beenfound technically and financially acceptable. STPI has full rights to place order on fullyor partially. The requirement at the time of placement of order may vary by plus or minus10%.14. PURCHASER'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALLBIDS:The Purchaser reserves the right to accept or reject any bid, and to annul the biddingprocess and reject all bids, at any time prior to award of contract without assigning anyreason whatsoever and without thereby incurring any liability to the affected bidder orbidders on the grounds for the Purchaser's action.Security Services 2011.doc Page 7 of 21

STPI reserves the right to receive and, if it thinks fit, to consider and accept a noncomplaintproposal. The acceptance or rejection of a non-complaint proposal is entirely amatter for STPI in its absolute discretion.Any deviations / irrelevant specifications in this tender will not be accepted.15. SETTELEMENT OF DISPUTES CLAUSE:If, a dispute arises out of or in connection with this contract, or in respect of any definedlegal relationship associated therewith or derived therefrom, the parties agree to submitthat dispute to arbitration under the ICADR arbitration rule, 1996. The venue of thearbitration shall be at Chennai. The language of the arbitration proceedings shall be inEnglish.16. ANNULMENT OF AWARD:Purchaser reserve the right to cancel the order without assigning any reasons at any stage.Purchaser reserves the right to disqualify the supplier for a suitable period who habituallyfailed to provide the security services. Purchaser reserves the right to blacklist a bidderfor a suitable period in case he fails to honour his bid without sufficient reasonablegrounds.SECTION – IIICONDITIONS TO THE BIDDERS3.0 TERMS AND CONDITIONS:3.1 The agreement will be in force for one year from the date of agreement initiallyand shall be extended for further period of one year subject to satisfactoryperformance and can be terminated by one month notice from either side. Thefurther extension thereafter would be decided later, on satisfactory completion ofthe above tenure.3.2 The notice inviting tenders, conditions of the tender and the duly completed formof the tender will form part of the agreement to be executed by the successfulcontractor with STPI on non-judicial stamp paper of Rs.100/- within 10 days. Theformat of the agreement is enclosed herewith as Annexure III.3.3 The Security Agency shall provide security guards with proper supervision of thejobs in 3 shifts to provide security round the clock as detailed hereunder:Location Security Officer Security Supervisor Security Guard Gun ManChennai 1 3 30 (10 per shift) 1Coimbatore -- -- 3 (1 per shift) --Trichy -- -- 3 (1 per shift) --Madurai -- -- 3 (1 per shift) --Pondicherry -- -- 3 (1 per shift) --3.4 There shall be 3 shifts and the security guard shall perform 8 hours duty per shift(Day or Night time) and the agency shall give weekly off on the seventh day asper Rules. The agency shall provide additional security guard as reliever toperform the duties in shift on weekly off days / on leave.3.5 The Security guards shall be available all time at the place of their duty as perduty roster (copy to be given to STPI).Security Services 2011.doc Page 8 of 21

3.6 The security agency shall provide proper uniform consisting of full pants, shirts,cap, and lanyard with whistle, belt, shoes, name badges, torch lights, walky talkyetc., to the security guard and shall ensure that their turnout is smart in all respect.3.7 The Security agency will be responsible for the discipline of the securitypersonnel employed by them as per Conduct Rules and Regulations of STPI. Theemployees engaged by the security agency will be in the employment of theSecurity agency only and not of the STPI office. The Security Agency will beresponsible for payment of wage as Minimum Wages as prescribed / revised byGovernment and other service benefits (holidays, bonus, gratuity etcc.) to itspersonnel as per various labour statutory enactments and rules.3.8 The Security Agency shall provide extra person if desired by the Office, duringthe period of this agreement at the rates already agreed in this contract.3.9 The Security Agency shall arrange subject to the provisions contained herein tosafeguard the documents, appliances, fittings materials and property of the entireSTPI Building by posting its men/women in such manner and at such points asmay be necessary. In addition to providing security to the property of STPIBuilding, the services include patrolling of the required area at all times duringday and night on 24 hours basis, giving instruction to park private vehicles atproper place, watching the movements of public / visitors and alert the concernedofficer – in – charge in alarming situations, like when armed persons or a mob isapproaching the premises.3.10 Only able bodied, physically fit, well-trained disciplined and honest personnelshall be appointed for duty. Persons so deployed shall not be below 18 years andabove 50. The Gun man shall posses necessary license as required under IndianArm Rule 1962. License Photo Copy to be submitted to STPI. The names of theperson appointed / employed by the Security Agency shall be intimated to STPIbefore commencing deployment. Frequent changes in the man power deployedwill not be allowed. Agency shall also give the details of person like age,qualification, residence address, performance track and other details required bySTPI. They shall perform their duties to the satisfaction of the office. Arepresentative of the Security Agency will report at least once in a week for coordinationwith concerned officer-in-charge of STPI.3.11 The security guard shall be vigilant so that no person shall carry away any articlesbelonging to the offices housed STPI out of its building, and on finding suchevents, security shall immediately inform the admin group / STPI-C managementand act in accordance with the instructions given by him/her from time to time.3.12 Senior officer of the Security Agency should visit and check the Security staffperiodically in different shifts and monitor their performance.3.13 The Security Agency shall accept the responsibility for all acts or omission of itsemployees in relation to assets directly handed over and personally guarded by theSecurity staff. In cases of any theft / pilferage of any property belonging to theOffices, housed in STPI Building, the concerned officer – in – charge willimmediately register complaints with the police and inform Security Agency forimmediate follow-up investigation. It will be the responsibility of the SecurityAgency to pursue the matter with the police and with the assistance of theconcerned officers in the Department(s).3.14 The security shall be responsible for the loss if it is proved that the loss is due tothe negligence on the part of security. The extent of loss to be compensated bysecurity will be decided based on merit by STPI which shall be final. Suchdecided amount shall be paid by the Security to STPI.Security Services 2011.doc Page 9 of 21

3.15 The security guards provided by the agency to the department are in case found tobe indulging in any undesirable or unfair activities in the premises of the office,the agency will solely be responsible for all the consequences apart from theliberty of department to lodge complaints before appropriate authorities.3.16 STPI shall have the right to ask to the removal of any person of the agency of whois not considered to be orderly in discharge of his duties.3.17 The department (s) shall not employ the personnel of the Security Agency formanual labour, or any other task not connected with security.3.18 Mode of payment will be monthly and would be paid within 15 days from thereceipt of invoice. Payments to the Security Agency will be through AccountPayee cheques only. Payment of salary to security guards must be made as perLabour Act irrespective of the date of receipt of cheque from the Office of STPI.However it is the responsibility of the Security Agency to produce previousmonths ESI, PF contribution receipts and salary Acquaintance as per theMinimum Wages Act of the employees along with the bill for payment. This willbe strictly adhered to before making payment of the current months.3.19 After the expiry of the agreement period, the service need not be continued takingit as deemed extension of period.3.20 STPI has the right to impose fine and recover from the agency for noncomplianceof the requirements. Decision of STPI will be final.3.21 The Security Guards so employed for purpose of providing security to STPIBuilding, will not be treated as employees of STPI.3.22 The Security Agency shall strictly comply with the terms and conditions ofagreement. In case of violation of any of the terms, the agreement shall be liablefor cancellation immediately.4. STANDARD SECURITY MEASURESThe primary function of the security force is the protection of life, property entrusted to thecare of the agency and prevention of any loss through theft, pilferage, fraud, mischief, fire ordamage of any kind.4.1 DUTIES & RESPONSIBILITIES OF SECURITY GUARD/ GUN MANa) To control all access points by checking identity cards so as to ensure that nounauthorized person(s) enters the premises.b) To check the vehicle at entry points for explosive materials.c) To search the baggage and persons with metal detectors. Lady security guard only tosearch the ladies and their baggages.d) To issue daily entry passes to bonafide visitors after ascertaining the purpose of suchvisit and after obtaining the consent of the employer.e) To ensure that all staff irrespective of their position, display the identity cards whileon duty.f) To check all person leaving the premises to ensure that no tenants/employer’sproperty is taken out unauthorized.Security Services 2011.doc Page 10 of 21

g) To check all materials loaded in vehicles or otherwise passing through the gate.Relevant gate passes/ challan duly endorsed with the signature of the authorizedperson of tenants/employer will only be permitted.h) To keep a discreet watch on employees without interfering with their work to ensurethat they only perform their legitimate duties.i) Important assets lying in the common areas are taken care of for its safety andsecurity.j) To report any irregularities, unusual occurrence affecting the interests of the employersuch as Fire, Accident & Thefts to the Field Officer / Security Supervisor and theemployer management. (Theft cases to be reported to Police Control Room – phoneNo.100). Alert police in the event of the any suspicious activities in the employer’spremisesk) To ensure that all lights within the beat / perimeter area are switched off, when notrequired. Incase, any faults noticed in the lighting arrangements, the same should bebrought to the notice of the employer management & Field officer promptly forrectification.l) To take frequent rounds of all the areas.m) To ensure strict implementation of instructions / orders issued by the managementfrom time to time.n) Security should be able to use fire extinguisher incase of fire and be conversant withprocedure for informing concerned people & obtain outside help (Ring up PhoneNo.101 for assistance, inform employer’s management and the Field Officer of theemployer).o) Security should meticulously maintain the relevant registers kept at entry / exit gatefor various purposes / actions, Namelyi. Emergency telephone numbers.ii. Attendance Register.iii. Movement Register of Vehicles.iv. Register for movement of materialsv. Visitor in/ out registervi. Passes for issue to visitorsvii. Suggestion/ remarks registerviii. Occurrence Registerix. Courier personnel & Casual worker in/out registerx. Patrolling sheetxi. Security Supervisor handing/taking over of duties register.xii. Lift key handing / taking over registerxiii. Vehicle parking slots allotment & vehicle stickers.Security Services 2011.doc Page 11 of 21

p) Lastly, the Security personnel should be courteous but firm while dealing with oneand all and no deviation and violation of existing orders will be accepted.4.2 DUTIES AND RESPONSIBILITIES OF SECURITY OFFICER UNIT-INCHARGE1. The Security Officer (S.O) Unit In charge shall be directly responsible to theemployer for the effective organizational control and management of securitysystem of the employer.2. Security shall be directly responsible to security agency for the effective controland management of the security personnel deployed. It is his responsibility toprepare the Duty Roaster for the unit under his control and submit copy to securityagency and the employer.3. Security is solely responsible for the preparation and maintenance of Attendanceon a day to day basis. This is to be handed over at the end of the month, completein all respects and signed by him, to security agency through the concerned FiledOfficer of the employer.4. Security will conduct surprise checks by day and night to ensure alertness ofsecurity personnel.5. Security will prepare all incident / occurrence reports and shall report back alloccurrences and incidents which merit immediate attention of / action by the HeadOffice through proper channel.6. Security will ensure that all registers and documents pertaining to securityfunctions and duties are always properly maintained and kept under safe custody.7. Security will ensure that all clauses of Employer orders pertaining to securitymatters are adhered to.8. Security will not divulge any employer’s information to anyone and respect clientconfidentiality in such matters.9. Security shall ensure that all security personnel places under him are properlydressed, trained on-the-job and are able to effectively discharge their duties.Security will also identify the training needs of the staff posted at his unit andinform the same to Training Dept.10. Security will ensure that all security personnel posted are trained in Fire Fighting.If security has been given the responsibility of handling Front Office/ Reception/Communication facility, Security will ensure that only trained security personnelare placed on such posts. Security will also ensure that security personnel’s postedare trained in x-ray scanning, explosive Vapor deletions, monitoring and storingvisual data’s in surveillance camera, speed dome camera, CCTV and othermodern security system if provided in to Employer’s premises.Security Services 2011.doc Page 12 of 21

11. Security is responsible to ensure that duty personnel report is prepared on time asper their shift timings and that they are properly turned out and briefed beforegoing on duty.12. Security will ensure that the security personnel conduct themselves in adisciplined manner and maintain proper decorum with all employees / visitors13. Security will assume overall responsibility to ensure that the proper laid downprocedure for the control of Movement of materials is followed.14. If handling of mail / couriers responsibility is allotted, he will properly brief hissubordinates so as to ensure that all incoming/outgoing mails are properlyreceived, handled and routed to the concerned persons in the unit.15. Security is responsible for the safe custody of all keys and to instruct hissubordinates to ensure that all keys are issued only to the authorized persons anddeposited as per the specific time / instruction. Security will instruct hissubordinates to ensure that all buildings, offices, cabins, rooms, stores, vehicles,terrace doors are properly locked and secured.16. Security has to ensure that the lights of all common areas and offices are put ON /OFF as per the time specified.17. Security will have overall responsibility to ensure that no facilities are misused.Any wasteful running of facilities or their un-serviceability is to be reported to theconcerned for rectification / corrective action.18. Security shall ensure that proper laid down procedure is strictly followed for theEntry/Exit of Visitors. Record of such visitors is maintained.19. Security will also ensure all persons allowed access including visitors will haveidentity cards and proper entry is made for their entry / exit.20. Security will also ensure that items lying in the common areas are properlysecured and accounted for.4.3 DUTIES & RESPONSIBILITIES OF SECURITY SUPERVISOR/HEAD GUARD1. Apart from guard, force supervisor / head security guard is employed for better coordinationand supervision.2. In the absence of Supervisor or Head Guard, the senior most guard will perform theduties of the head guard or supervisor.3. Security is usually in-charge of the shift and directly responsible for enforcing rulesand regulations, needed to maintain discipline among the security guards on dutyduring the tenure of the shift.Security Services 2011.doc Page 13 of 21

4. Security has to allot duties to the guards at different places on the site, keeping aconstant watch on their performance, to ensure that no lapses in the allotted duty,occurs.5. Security should also ensure that the guards are not lazy/ slack in any function, in theirpatrolling duties, during nights.6. The head guard should have a through knowledge on the structure of the organization.Security should also have good knowledge of various security systems, controls,alarm devices installed at various points, lay out of rooms and also to the extent of hisauthority to conduct the security checks at various spots.7. Security must have the ability to safe guard the employer’s property and to handle anycritical situations that may crop up during the tenure of his duty.8. Security should be alert and watchful in order to prevent harmful activities, leading toloss of life and property.9. Before the starting of shifts, the Security Supervisor/Head Guard must conduct aguard mounting parade, and make sure that all the guards are dressed smartly in theirauthorized uniforms, well polished badges, buckles and shoes.10. Security should issue instructions to each and every guard about the duties of theplace to which he is posted. Security must also attend the weekly parades.11. Security is expected to record a truthful account of all occurrences in the diary keptfor the purpose.12. It is his responsibility to see that the guards of the previous shift leave the duty pointonly after relief.13. Security should have thorough knowledge on the day-to-day operations of theemployer.14. Security must acknowledge and follow the instructions left to him by the previousSecurity Supervisor / Head Guard. Special instructions if any, left by his predecessor,must be carefully noted and executed the same diligently.15. Security must see that movement of vehicles is smooth both within and outside thepremises without causing traffic congestion and accidents. Security must see thatparking bay reserved are not used by any one else.16. Night duties are most important, as most offences are committed in the mask ofdarkness. Security lights along the perimeter, offices, go downs, stores, garages,warehouses, scrap yards and other places must be checked to see that they are inworking conditions.17. The local management committee must be informed of any untoward incident and ifneed help from the police authority be sought.Security Services 2011.doc Page 14 of 21

18. Security must be well conversant with the fire fighting duties to include use of fireextinguishers & fire equipment and educate the guards working under him on theseduties. Security must also be conversant with use of metal detectors, under carriagechecking Mirror and other security system checking equipments. They shall haveexposure to 1 st Aid, evacuation techniques relief and rescue operations.19. In the event of serious crime or critical situation, the entire area must be cordoned sothat no one can enter or leave the area, till the arrival of police, or his superior. Healso should ensure that no one interferes or tempers with the evidence on the scene.20. The Security Supervisor / Head Guard had powers to detain any person whencognizable offence has been committed in his presence, but security must report thematter immediately to the Field Officer and stay there till culprit is handed over to thepolice.21. Security much watches out for any unusual activities around. Presence of foreignobjects near the fence or within the complex must be checked and Field Officer /Local police are informed accordingly.22. The Security Supervisor/ Head Guard must ensure that all the documentation is doneas per the procedure and also to see that al the registers are kept neat and clean and thedocumentation is complete.Security Services 2011.doc Page 15 of 21

5.0 TECHNICAL BID:1. Name, address & Contact No. Of the concern:ANNEXURE - I2. Turnover for last three years(Copies of I.T. returns filed, P & L A/c and balance sheet to be enclosed)Financial Year Turn over in Lakhs. Whether Supporting Document enclosedYes/NoYes/NoYes/No3. Proof of WO order / work completion certificate as per the terms mentioned in eligibilitycriteria: (Please enclose proof of the same)Sl. No.YearName of the client with theaddress and contact numberContractValueProof submittedYes/NoYes/NoYes/No4. Certificates of Satisfactory completion of above mentioned work may be submitted. If itis noticed that any client did not find the work carried out satisfactory, the tenders of suchbidders will be treated as invalid.5. Mention the registration number, if the Agency/ company are registered under providentfund Act, ESI and shops, and Establishments Act. Copy of Registration papers along withcode numbers attached to the Agency / Company may be providedSl. No. Particulars Reg. No & date Proof submittedMention the registration numbers:a) Certificate of Reg. No Yes/NoSecurity Services 2011.doc Page 16 of 21

) Service taxYes/Noc) ESIYes/Nod) PFYes/Noe) Labour LicenseYes/Nof) PANYes/No6. The details of EMD furnished. (i) DD No: ___________, (ii) Date: __________,(iii) Amount in Rs.:____________, (iv) Name of the Bank: ______________________7. Whether the bidder shall be paying minimum wages to all the security personal as per theminimum wages fixed by Govt. of TamilNadu from time to time. (Yes / No)I certify that all the terms and conditions of the tender documents are acceptable to us.Date :Place :Signature of the authorized personName :Designation :Company Seal :Security Services 2011.doc Page 17 of 21

(To be enclosed separately)ANNEXURE - II6.0 FINANCIAL BID1. Name, address & Contact No. of the concern:2. Total Amount quoted for providing Security Service per month. Rate shall include cost oftransportation of guards from agency office to site etc.2.1 STPI –Main Building at Taramani:Sl.No.Description1 Security Officer 1No. ofPersonMonthlycharges /per personServiceChargesIf anyTaxesTotalAmount(in Rs.)2 Security3 Nos.Supervisor -Round the clock3 Security Guards - 30 Nos.Round the clock4 Gun Man - Round 3 Nos.the clockSub Total - A(Rupess____________________________________________________________only)2.2 STPI – Coimbatore Premises at Chinnavedampatti:Sl.No.DescriptionNo. ofPersonMonthlycharges /per personServiceChargesIf anyTaxesTotalAmount(in Rs.)1 Security Guards - 3 Nos.Round the clockSub Total - B(Rupees____________________________________________________________only)2.3 STPI – Trichy Premises at Science & Tech. Entrepreneurs Park:Sl.No.DescriptionNo. ofPersonMonthlycharges /per personServiceChargesIf anyTaxesTotalAmount(in Rs.)1 Security Guards - 3 Nos.Round the clockSub Total - C(Rupees____________________________________________________________only)Security Services 2011.doc Page 18 of 21

2.4 STPI – Madurai Premises at Thiyagaraja Engg. College Campus:Sl.No.DescriptionNo. ofPersonMonthlycharges /per personServiceChargesIf anyTaxesTotalAmount(in Rs.)1 Security Guards - 3 Nos.Round the clockSub Total – D(Rupees____________________________________________________________only)2.5 STPI – Pondicherry Premises at (PEC Campus) Pillaichavadi :Sl.No.DescriptionNo. ofPersonMonthlycharges /per personServiceChargesIf anyTaxesTotalAmount(in Rs.)1 Security Guards – 3 Nos.Round the clockSub Total - E(Rupees____________________________________________________________only)Total (A+B+C+D+E) = Rs._______________/-(Rupees _________________________________________________________only)I certify that all the terms and conditions of the tender documents are acceptable to us.Date :Place :Signature of the authorized personName :Designation :Company Seal :Security Services 2011.doc Page 19 of 21

ANNEXURE – IIIAGREEMENTArticles of agreement made this the ___________ (date) between Software TechnologyParks of India, No.5, 3rd Floor, Rajiv Gandhi Salai, Taramani, Chennai-600113, throughAuthorised Signatory (hereinafter called the “Employer”) of the one partand_______________________________________________________________,Authorised Signatory (hereinafter called the “Contractor”) of the other Part.throughwhereas the employer is desirous of entrusting providing _________________ (name of thework) at ___________ (places) to the contractor under this agreement as per the tenderconditions of contract.And whereas the Contractor has agreed to execute the _______________ (name of the work)in STPI ___________ (places) as per conditions in the Tender No: _________________,dated _______ (date) and work order No: ____, dated ________(date)NOW IT IS HEREBY AGREED AS FOLLOWS1. In consideration of the sum of Rs.________/= (Rupees ________________ only) tobe paid at the time and in the manner set forth in the said conditions of the tender, thecontractor shall upon and subject to the said conditions execute and complete thework as per conditions in the tender.2. STPI will pay to the contractor the said amount of Rs.________/= (Rupees____________________ only) or such other sum as shall become payable hereunderat the times and in the manner specified in the said conditions.3. The said conditions, shall be read and construed as forming part of this agreement,and the parties hereto shall respectively abide by and submit themselves to theconditions and stipulations and perform the agreement on their parts respectively insuch conditions contained.Security Services 2011.doc Page 20 of 21

SCHEDULE I1. Contractor letter reference No.__________ dated _________ for the tender.2. Tender No. & Document complete set___________3. Reference No._______ dated___________ towards rate acceptance from theContractor / Purchaser.4. Purchase order No. ___ dated ________/ Work order No.___ dated ________(format is mentioned in Schedule-I) will vary on case to case basisAs witness our hand the day and year first above writtenSigned by STPI: _____________________________In the presence of :Name: _______________________Occupation: __________________Address: ____________________________________________________________________________________________________________Name: _______________________Occupation: __________________Address: ____________________________________________________________________________________________________________Signed by the Contractor : _____________________________In the presence of :Name: _______________________________Occupation: __________________________Address: ______________________________________________________________________________________________________________________Name: _______________________Occupation: __________________Address: ____________________________________________________________________________________________________________Security Services 2011.doc Page 21 of 21