TENDER NOTICE FOR OUTSOURCING OF SECRETARIAL ...

TENDER NOTICE FOR OUTSOURCING OF SECRETARIAL ASSISTANCE ONCONTRACT BASISGOVERNMENT OF INDIAMINISTRY OF OCEAN DEVELOPMENTMinistry of Ocean Development invites sealed tenders from well established/registeredService Providers for providing Secretarial manpower viz. 5 (five) Stenographers and 9 (nine)Clerks / Typists / Data Entry Operators on contract basis (These are subject to variationdepending upon the actual requirement of the Ministry). The persons to be deployed by theservice providers should be at least graduate preferably with Science background, wellconversant with word processing, spread sheet and software presentation. In case of persons tobe deployed as stenographers, they should have had undergone training as stenographer. TheService Providers would have sufficient experience of providing manpower to variousGovernment Departments, public sector undertakings and Government autonomousorganizations.2. The Period of contract will initially be for a period of six months extendable, at thediscretion of the Ministry, to one year.3. The service providers shall provide the required number of manpower within a periodof one week from the date of the contract.4. The detailed information/terms and conditions can either be obtained from the DeputySecretary (Admn), Ministry of Ocean Development, Block 12, CGO Complex, Lodi Road,New Delhi-110003 or be downloaded from the Ministry’s website: http://www.dod.nic.in.5. The tenders should be submitted in two sealed covers. The first sealed cover should besuperscribed “Technical bid” containing information as prescribed in Form I to Form IV. TheSecond Sealed cover should superscribe “Price Bid” and contain information only for the ratefor engaging on monthly basis for normal duty of 8 hours per day per person in Form V. Boththe sealed covers should be placed in the main sealed envelope superscribed “ Tender forsupply of Manpower” and should be addressed to Sh. M.L. Sharma, Deputy Secretary, Ministryof Ocean Development, Block 12, CGO Complex, Lodi Road, New Delhi-110003 and it shouldreach by 1400 hrs on 21 st July, 2006. The tenders will be opened the same day at 1430 hrs on21 st July, 2006 in Room No. 123, in the presence of the participating bidders.Deputy Secretary (Admn.),Ph. No. 24306825

TERMS & CONDITIONS1. The Ministry may require the service provider to dismiss or remove from the site of work, anyperson or persons, employed by the service provider, who may be incompetent or forhis/her/their misconduct and service provider shall forthwith comply with such requirements2. The service provider has to provide the Photo Identity Cards to the persons employed byhim/her for carrying out the work. These cards are to be constantly displayed & their lossreported immediately.3. All services shall be performed by persons qualified and skilled in performing such services.4. The Service provider shall replace immediately any of its personnel, if they are unacceptable tothe office because of security risk, incompetence, conflict of interest and breach ofconfidentiality or improper conduct upon receiving written notice from office5. Office shall not be liable for any loss, damage, theft, burglary or robbery of any personalbelongings, equipment or vehicles of the personnel of the service providers6. The service provider’s personnel working should be polite, cordial, positive and efficient, whilehandling the assigned work and their actions shall promote good will and enhance the image ofthis office. The service provider shall be responsible for any act of indiscipline on the part ofpersons deployed by him.7. The service provider shall not assign, transfer, pledge or sub contract the performance ofservices without the prior written consent of this office.8. The service provider’s personnel shall not divulge or disclose to any person, any details ofoffice, operational process, technical know-how, security arrangements, administrative /organizational matters as all are of confidential/ secret nature.9. The service provider’s person shall not claim any benefit / compensation / absorption /regularization of services with office under the provision of Industrial Disputes Act, 1947 orContract Labor (Regulation & Abolition) Act, 1970. Undertaking from the person to this effectwill be required to be submitted by the service provider to this office.10. The person deployed shall not claim any Master & Servant relationship against this office.11. The service provider shall ensure deployment of suitable people with proper background afterinvestigation by the local police, collecting proofs of identity like driving license, bank accountdetails, previous work experience, proof of residence and recent photograph and withdraw suchemployees who are not found suitable by the office for any reasons immediately on receipt ofsuch a request.12. The service provider shall ensure proper conduct of his person in office premises, and enforceprohibition of consumption of alcoholic drinks, paan, smoking, loitering without work.13. The service provider shall engage the necessary person as required by our office from time totime. The said person engaged by the service provider shall be the employee of the serviceprovider and it shall be the duty of the service provider to pay their salary every month. There isno Master & Servant relationship between the employees of the service provider and thePurchaser (Office) further that the said person(s) of the service provider shall not claim anybenefit.

14. The transportation, food, medical and other statutory requirement under the variousActs/Govts. Regulations in respect of each personnel of the service provider will be theresponsibility of the service provider.15. The character and antecedents of each personnel of the service provider will be got verified bythe service provider before their deployment and a certification to this effect submitted to theMinistry.16. Working hours would be normally 8 ½ hours per day including half hour lunch break between9.00 A.M. to 5.30 P.M. during working days. Actual amount per hour would be calculated forthe personnel deployed on duty for any extra duty based on rates finalized.17. The personnel may be called on Saturday, Sunday and other Gazetted holidays, if required.They will be paid extra as per the rates approved by the office based on per hour rate calculatedby dividing per month rate by 160 (20 working days x 8).18. The service provider will submit the bill in triplicate in the 2 nd week of the month. The paymentwill be released by the 1 st week of the following month.19. The service provider will provide the required personnel for a shorter period also, in case ofany exigencies as per the requirement of the office.20. The service provider shall provide a substitute well in advance if there is any probability of theperson leaving the job due to his/her own personal reasons. The payment in respect of theoverlapping period of the substitute shall be the responsibility of the service provider.21. Payments to the service provider would be strictly on certification by the officer with whom heis attached that his services were satisfactory and attendance as per the bill preferred by theservice provider.22. The service provider shall be contactable at all times and message sent by E-mail / Fax / SpecialMessenger from Ministry to the service provider shall be acknowledged immediately on receipton the same day.23. The agency should be registered with the concerned Govt. Authorities, and a copy of theregistration may be submitted.24. The Agency should submit its PAN and Service Tax registration Number.25. An Earnest Money Deposit of Rs.10,000/- in the form of demand draft drawn in favour ofDDO, Ministry of Ocean Development, New Delhi, may be submitted, failing which their bidswill not be considered valid.

26. Proforma for Technical Bid (Form I to Form IV) and Price Bid (Form V) are enclosed.27. The successful bidder should furnish a security bond equivalent to Rs.50,000/- which will beforfeited in case the supply of manpower is delayed beyond the stipulated period indicated atPara 3 above or frequent absence from duty/misconduct on the part of a person (s) deployed bythe agency.28. Ministry of Ocean Development reserves the right to cancel the contract at any stage withoutassigning any reason.29. In the matter of any disputes, between the parties regarding the terms and conditions of thecontract and execution thereof, the matter shall be referred to Arbitrator(s) as may be decided bythe Secretary, Ministry of Ocean Development for arbitration under the Arbitration &Conciliation Act, 1996. The firm/service provider shall not question the decision of thearbitrator(s) on the ground that the Arbitrator(s) is/are Government Servant(s). The decision ofthe Arbitrator(s) shall be final and binding on the parties.30. Minimum Eligibility Criteria :(1) The firm should be registered with Service Tax Department.(2) The firm should have an office in Delhi/NCR.(3) The company/firm should be in this business for at least two years.(4) The turnover of the firm during last financial year should be not less than Rs.50lakhs.

PROFORMAFORM – IToThe Deputy Secretary (Admn.),Ministry of Ocean Development,Mahasagar Bhavan, Block No.12,CGO Complex, Lodi Road,New Delhi – 110003.Sir,Subject : Providing Secretarial Manpower on Contract Basis.The undersigned have read and examined in detail the tender document in respect ofproviding secretarial manpower on contract basis, do hereby express our interest to providesuch services.Correspondence Details :Our correspondence details are :1. Name of the Company2. Address of the Company3. Name of the contact person to whomall references shall be made regardingthis tender4. Designation and address of the personto whom all references shall be maderegarding this tender5. PAN and Service Tax details6. Telephone (with STD code)7. E-Mail of the contact person8. Fax No.(with STD code)Document forming part of the bid :We have enclosed the following :(i)(ii)(iii)(iv)(v)(vi)Form 2 : Minimum EligibilityForm 3 : Prior ExperienceForm 4 : Declaration LetterForm 5 : Financial BidEarnest Money DepositLetter of authorization in the name of the contact person representing thecompanyThanking you,Yours faithfully,(Signature of the Authorized Person)Date : Name :Place :DesignationBusiness Address : Seal :

FORM IIMINIMUM ELIGIBILITYThe details in respect of the company are as given under :S.No.1. Name of the Company2. Year of Registration /Incorporation3. Number of Employees as on March31, 20064. Annual Turnover from providingmanpower2004-05 2005-06Yours faithfully,(Signature of the Authorized Person)Date : Name :Place :DesignationBusiness Address : Seal :

FORM IIIPRIOR EXPERIENCE(Using the format below, provide information in respect of eachDepartment / Agency to whom manpower was provided by thecompany during the last two years)Name of the Company / Firm /Agency along with its addressand details of contact person towhom manpower was providedType of manpower provided andtheir numbers:StenographersTypist/data entry operators(others, please specify)Yours faithfully,(Signature of the Authorized Person)Date : Name :Place :DesignationBusiness Address : Seal :

FORM IVPROFORMA FOR FINANCIAL BID1. Name of the Company, address, etc.2. Details of rate quoted(Figures may be written in words as well as in figures. In case of anydiscrepancy between figures and words, the written in words will betaken for consideration)Note : No cutting or over-writing will be allowed. Any financial bid with overwritingor cutting will be disqualified.TABLESl. No. Designation Rate per unit1. Stenographers2. Typist / Data EntryOperatorI understand that for calculation of the lowest bid, the following formulawill be used :5 x rate quoted for stenographer + 9 x rate quoted for typist / data entryoperator.Yours faithfully,(Signature of the Authorized Person)Date : Name :Place :DesignationBusiness Address : Seal :

FORM VDECLARATIONDeclaration Letter on official letter head stating the following :(i)(ii)We are not involved in any major litigation that may have animpact of affecting or compromising the delivery of services asrequired under this tenderWe are not black-listed by any Central / State Government / PublicSector Undertaking in India.Yours faithfully,(Signature of the Authorized Person)Date : Name :Place :DesignationBusiness Address : Seal :