1 tender document for annual job contract of house keeping ... - CCMB

TENDER DOCUMENT FOR ANNUAL JOB CONTRACT OF HOUSEKEEPING, OTHER CLEANING WORKS AND OUTSOURCING OFMANPOWER AT CCMB CAMPUS AND ITS ANNEXE BUILDINGS, ATHYDERABADRef.No: CCMB/Tender 1 Documents/HK/2011 Date: 20.10.2011NOTICE INVITING TENDERSDirector, CCMB invites sealed tenders from experienced registeredcontractors/ cooperative societies holding a valid labour licence under theprovisions of Contract Labour (Regulation and Abolition) Act 1970 andregistered with ESIC, EPF and Service Tax Authorities for supply of labourfor the following work:Sl.No.Name of WorkEstimatedCost (Rs)Cost of TenderDocument (Rs.)Earnest MoneyDeposit (Rs.)1 Annual Contract for HouseKeeping and other cleaningworks and outsourcing ofmanpower at CCMB campusand its Annexe Buildings, atHyderabad for the Year 2011– 2012.Rs 2.20croresRs. 1000/- by wayof Demand Draft infavour of DirectorCCMB, payable inHyderabadRs.4,40,000/Demand draftin favour ofDirectorCCMB,payablein HyderabadThe tender document can be obtained in person from the Section Officer,General Section from 20.10.2011 to 08.11.2011 on all working days between10 am and 5 pm or can be downloaded from website www.ccmb.res.in. Ifthe tender form is downloaded from web-site then bank draft of Rs. 1000/- in favourof the Director CCMB payable at Hyderabad, may invariably be attached with thetender at the time of submission. The Last date for submission of Sealed Tenderis 09.11.2011 till 5pm.EMD of Rs 4,40,000/- is to be submitted in the form of demanddraft/bankers cheque payable at Hyderabad, drawn in favour of Director,CCMB from any one of the scheduled banks. EMD in any other form is notacceptable. Please note that tender received without EMD will besummarily rejected.Late and delayed tenders will not be opened and summarilyrejected. Detailed NIT and complete details of tender are available on ourwebsite www.ccmb.res.inController of Administration1

TENDER AGREEMENTDate: ____________ToThe DirectorCCMB, HyderabadTender Ref. No. _____________________________________________Name of Work: Annual contract for House Keeping and other cleaningworks and outsourcing of manpower at CCMB campus and its AnnexesBuildings, at HyderabadSir,I/We understand the nature and quantum of work to be carried out andread the various conditions to tender including general conditions andhereby agree to abide by the said terms and conditions. I/We also agreeto keep this tender open for acceptance for a period of 60 (Sixty) daysfrom the date fixed for opening the Part I and in case the tender iswithdrawn within the validity period or the contract if awarded is notaccepted, I/We understand that my/our “Earnest Money Deposit”submitted along with the tender to Director, CCMB will be liable forforfeiture. The rate quoted is firm and I/we will execute the work as perthe rates quoted in the attached schedule and hereby bindmyself/ourselves to carry out the work during the entire contract period asper the letter of acceptance of the tender/contract. I/We also herebyagree to abide by the rules and regulations of the CCMB, generalconditions of the contract as amended from time to time and to carryoutthe work according to the drawings, specifications and special conditionsof the contract laid down by CCMB.A sum of Rs. 4,40,000/- is hereby forwarded as Earnest Money in the formof Demand Draft /Bank’s cheque/ Pay Order drawn in favour of CCMBfrom a Scheduled bank. The full value of the Earnest Money shall standforfeited without prejudice to any other right to remedies if:-I /We do not execute the contract documents immediately after gettinginformation from CCMBI / We do not commence the work within 15 days after issue of theletter/contract to that effect.2

Until a formal agreement is prepared and executed, acceptance of thistender shall constitute a binding contract between us subject tomodifications, as may be mutually agreed between us and indicated in theletter of acceptance of my/our offer for this work.Signature of Tenderer(s) with Stamp, Address:3

CENTRE FOR CELLULAR AND MOLECULAR BIOLOGYTender No.CCMB/Tenderdocuments/HK/2011Name of work: Annual Contract for House Keeping and other cleaningworks and outsourcing of Manpower at CCMB campus and its AnnexesBuildings, at HyderabadSale of tender document: From 20.10.2011 to 08.11.2011Submission of tender:On 09.11.2011 by 5 pmTender (Part I) Opening date and time: On 11.11.2011 at 11.00amINSTRUCTION TO TENDERERSTender comprises of three Covers/Envelopes –Part I(Technical), PartII(Price Bid) and EMD . The Cover super-scribed ‘Part I (Technical Bid)’should consist of the all the technical details including the previousexperience, nature of work carried out, details of manpower provided foreach work etc and other statutory points in the format given at Annexure‘A’. The acceptance of the Tenderer to the General Terms and Conditionsshould also be submitted inside the Part I (Technical Bid) cover. The Coversuper-scribed ‘Part II(Price Bid)’ shall consist of the Price Bid in the formatgiven at Annexure ‘B’. The EMD should be kept in a separate sealed coversuper-scribed as “EMD – Annual Contract for Housekeeping etc. for theYear 2011-2012 and all the three signed and sealed Covers (i.e. Part I,Part II and the EMD) should be kept in a big single sealed cover superscribedas “Tender for Annual Contract for Housekeeping, other cleaningworks and outsourcing of Manpower of CCMB and its Annexes for the Year2011-2012.”a. Submission of EMD of Rs 4,40,000/- (Rupees Four Lakhs fortythousand only) is a must and should be submitted along with the tender.The EMD is to be furnished only in the form of DD/Banker’s cheque fromany schedule bank drawn in favour of Director, CCMB payable atHyderabad. EMD in any other form including cheque/Banker’s Guaranteeetc. will not be accepted as valid EMD. In respect of the successful bidder,this EMD will be adjusted as part of security deposit. EMD submitted byother bidders will be returned after finalization of the contract. Tendersreceived without valid EMD will be summarily rejected.b. The tenderer should read the ‘General Terms and Conditions’annexed hereto and give their acceptance at the end and submit it withthe Technical Bid (Part I). The tenderer is advised to visit the Lab on any4

working day between 10 am and 5 pm to assess the nature and quantumof work before tendering and ascertain details from the Lab Supervisor(Housekeeping).d. The tender should be clearly filled and signed in ink legibly or typewritten giving full address of the tenderer. The tenderer should quote infigures as well as in words the amount tendered by him. Alteration if any,unless legibly attested by the tenderer with his full signature shallinvalidate the tender. The tender should be duly signed by the authorizedpersons. In case there is any difference in the amount between figuresand words, the amount indicated in words will be treated as the validoffer.e. The tenderer should ensure that the amounts are written in such away that interpolation is not possible. No blank space should be left.f. Failure to fulfil any of the conditions given above shall render thetender liable for rejection.g. The Director, CCMB does not bind himself to accept the lowest orany tender and reserves to himself the right of accepting the whole or anypart of the tender and the tenderer shall be bound to perform the same atthe rates quoted.5

PART –I (TECHNICAL)Technical Details should be provided in the prescribed format i.e.Annexure “A” which should inter alia contain the following:The tenderer should be a registered contractor/Cooperative Society havinga valid licence under The Contract Labour Act and should furnish the proofof his experience of providing sanitation/ housekeeping service inGovernment/Private Organisations/Public Sector Undertakings/ any CSIRLaboratory/large hospital or any other similar organization of repute. Thecontractor should furnish the details in the Annexure ‘A’ of the TenderDocument.The estimated cost of the Tender is Rs 2.20 Crores per annum.The work done certificate for having successfully executed/completedsimilar works during the last 5 years ending the date of advertisement ofthis tender, should be either of the following:-• Three similar completed works during the last 5 years, each costing notless than the amount equal to Rs 88 Lakhs OR• Two similar completed works during the last 5 years, each costing notless than the amount equal to Rs 1.10 crores OR• One similar completed work during the last 5 years costing not lessthan the amount equal to Rs 1.76 Crores.“Similar work” means execution of cleaning, house keeping, sanitaryworks and guesthouse maintenance works etc including experience insupply of manpower. He must produce work done certificate from theclients. The work done certificate should mention the details ofwork executed, the value of work done, the date ofcommencement and date of completion of the work.b. An Earnest Money Deposit of Rs 4,40,000/- will have to be furnishedalong with tender documents in the form of DD / Bankers cheque fromany one of the Scheduled banks drawn in favour of Director CCMB andpayable at Hyderabad, which will be adjusted towards the SecurityDeposit, if the contract is awarded to him/her/firm.c. PAN details of the firm have to be indicated along with a certifiedcopy.d. An affidavit (latest) duly certified by a Notary that the Partners of thefirm or sole proprietor or Company as the case may be, has never beenblack listed or changed the name of the firm. The persons deployed for6

work should not be involved in any police case nor should any case bepending against them. Police verification certificate for the personsdeployed for work to be submitted.e. An affidavit (latest) duly certified by a Notary that there is no policecase/vigilance enquiry pending against the Partners of the firm or soleproprietor or Company as the case may be, and that he has never beenpunished by any Hon’ble Court.f. Names/address of two persons who can vouch for the credentials ofthe contractor and stand surety.g. The entire tender document should be duly signed & sealed by thetenderer.h. The tenderer shall submit the information sought in the formatenclosed as Annexure “A” as part of Technical bid along with theGeneral Terms & conditions (duly signed) of Annual HousekeepingWork for the Year [2011-2012] at CCMB, Hyderabad.i. The Tenderer must have E.P.F. /E.S.I.C Registration number as per therules to contribute to E.P.F./E.S.I.C. The successful Contractor ifoperating from outside of Hyderabad but having branch office inthe city will have to obtain EPF and ESI sub-codes in Hyderabadwithin 2 months of award of Contract for administrativeconvenience.j. The workers must be provided with 2 sets of uniform/chappals andother materials for safety and safe handling of chemicals, etc. by thecontractor.k. They should maintain personal hygiene. They should behave politelyand be amenable to discipline. If in the opinion of the CCMB authorities,the performance of any of the persons deployed is not satisfactory orhe/she is not amenable to discipline or their behaviour is not conducive toretain them for the work, he/she should be replaced immediately.k. All copies of mandatory documents submitted by the tenderershould be attested by a Gazetted Officer or a Notary, otherwise thebids are liable for disqualification. The original documents should beproduced for verification at any stage of tender process as and whensought for, failing which; the bids are liable for disqualification.l. The Part I(Technical Bid)will only be opened on 11.11.2011. Thereafterthe technical bids will be evaluated by a Committee and based on therecommendations of the Committee only those tenderers who fulfil theTechnical bid conditions will be called to participate in the opening of PartII( Price Bid).7

PART – II (PRICE-BID)a. Price bid should be in the format enclosed with tender at Annexure“B” (Schedule of quantities) in separate sealed cover. Failure to provideprice bid in a sealed separate cover will result in invalidation ofthe offer.b. Tender envelope should be sealed by sealing wax. The envelopescontaining Technical Bid, Price Bid & EMD should be in separatesealed covers and all the three covers should be put in one sealedcover as indicated above.c. The tender should be clearly filled and signed in ink legibly or typewritten giving full address of the tenderer. The tenderer should quote infigures as well as in words the amount tendered by him. Alteration if any,unless legibly attested by the tenderer with his full signature shallinvalidate the tender. The tenderer should duly sign the entire tenderdocument personally.d. The tenderer should ensure that the amounts are written in such away that interpolation is not possible. No blank space should be left.e. Failure to fulfil any of the conditions given above shall render thetender liable for rejection.f. The service Charges will be the primary criterion for evaluation ofPrice bid. However mere quoting of low profit margin does not entitle acontractor for award of the Job Contract in CCMB. The workability of thecontractor, past track record and experience will be evaluated beforeaward of work. The Director CCMB reserves the right to accept or rejectthe lowest tender or any tender in part or full without assigning anyreason whatsoever.8

Annex-“A”TECHNICAL DETAILSA. Documents/details to be mandatorily submitted:-Sl.No.ParticularsFill in the details1. Name of Firm/Tenderer/Company(in block letters)2. Permanent Address & TelephoneNo.3. Full Postal Address,Telephone/Fax No./E-mail:4. Details of experience of providinghousekeeping and CleaningServices and outsourcing ofManpower in Govt./PrivateOrganisations/PSUs/CSIRLabs/any Large Hospital / R&Dorganisation/ any other reputedorganization during last five years(separate sheet may beattached). Names of the majorclients with their addresses,telephone numbers along withcopies of experiencecertificates/credentials issued bysuch clients duly attested by agazetted officer/notarised. Thework done certificate shouldmention the details of workexecuted, the value of work done,the date of commencement anddate of completion of the work.[Attach as enclosure & refer here]9

5. Details of infrastructure, personsemployed, number ofoffices/branches available (attachseparate sheet)[Attach as enclosure & refer here]6. Earnest Money Amt. Bank DraftNo & Date, Banker’s Name &Branch7. An affidavit duly certified by aNotary that the Partners of thefirm or sole Proprietor orCompany has never been blacklisted or changed the name of thefirm (in original)8. An affidavit duly certified by aNotary that the Partners of thefirm or sole Proprietor orCompany is/are not involved inany Police Case/ Vigilance enquirypending or ever been punished byany Hon’ble Court (in Original)9. Income Tax Return (last threeyears), TAN/PAN No., ProfessionalTax, Sales Tax and Service TaxRegn. nos. (enclose photo copies)10. Copy of a valid License issued bythe State/Central LabourDepartment under ContractLabour Act duly attested by agazetted officer/notarised.11. Details of E.S.I.C. Registrationwith Date and proof of registration[Attach as enclosure & refer here][Attach as enclosure & refer here][Attach as enclosure & refer here][Attach as enclosure & refer here][Attach as enclosure & refer here]12.Details of E.P.F. Registration withdate and proof of registration[Attach as enclosure & refer here]10

B. Documents to be submitted by the successful Tenderer beforeaward of work1. Proof of Financial Capacity from his bankers/Chartered Accountant2. Audited balance sheet and Profit/Loss A/c for 2007-08,2008-09,2009-10 and 2010-113. Names/address of two persons who can vouch for the credentialsof the contractor and stand surety.Date:Signature of Tenderer, Seal & address11

GENERAL TERMS & CONDITIONS(Please read the following carefully and give acceptance for thesame at the end and submit it with the Technical Bid)A. GENERAL INSTRUCTIONS1. The tenderer submitting tender would be deemed to have inspected thepremises, considered and accepted all the terms and conditions ofcontract. No verbal or written enquiries will be entertained in respect ofacceptance or rejection of the tender.2. The CCMB reserves the right to cancel or reject in full or part any or alltenders received, without assigning any reasons.3. Any action on the part of the tenderer to influence any officer of theCCMB or canvassing in any form shall make the tender liable for rejection.4. The contract will be for a period of one year initially, which can beextended for one more year on satisfactory performance of the initialperiod of the contract. The CCMB may renew /extend the contract to suchfurther period (s), as it may deem proper, having regard to the qualityand manner of the contractor’s performance. However, it shall be withconsent/written request by the contractor in this regard.5. All works shall be executed as per detailed specifications and asdirected by an officer/official nominated by the Director.6. The areas of cleaning indicated are purely approximate and likely tovary on either side up to any limit.7. The contractor shall deploy the required no. of skilled, semiskilled andun-skilled persons per day as per the requirement. CCMB reserves theright either to increase or decrease the manpower/ mandays at any timeas per exigency of the work.8. Time is the essence of this contract. In case the Contractor fails infulfilling the obligations fully and in time, the CCMB shall have theabsolute right to take up the work at the Contractor’s cost and risk andrecover any and all such expenses from the amounts due to theContractor including Security Deposit. The Institute shall have right toimpose penalty commensurate with the fault and amount towardsdamages, if any, shall be recovered from the bill.9. The Contractor shall abide by all laws and regulations and statutoryobligations in force from time to time including labour laws and shallindemnify the CCMB from any claims in this regard.10. The Contractor will be required to post skilled manpower as may be12

needed to supervise and guide the workers semiskilled as well as unskilledfor proper execution of the work as per directions of the Officer-in-chargenominated by Director of the Institute to administer the contract.11. All letters posted to Contractor at the address given by him will beconsidered to have been delivered in time.12. For due performance of his/their obligations under the contract, duringthe validity, the successful tenderer shall have to deposit Rs. 22,00,000/-as Security Deposit which will be free of interest, immediately aftercommencement of the contract. This security deposit is to be furnished inthe form of Demand Draft in favour of Director CCMB from any of theNationalised Banks or SBI or in the form of DD from any one of thescheduled banks. The security deposit will be forfeited in case of anybreach of contract. After successful completion of the contract, thesecurity deposit will be refunded after adjusting dues if any to the CCMBfrom the Contractor.13. If it is observed at any stage that the quality of the work is notsatisfactory, the contract/ work order as a whole may be terminated andSecurity deposit forfeited. The Contractor will have no claims what so everon the CCMB.14. In case it is found at a later date that the work done is of inferiorquality and proper action was not taken at the time of execution of thework, the Contractor shall remain liable to pay compensation to theInstitute for the inferior works as determined by the CCMB and in case allpayments have been made to the Contractor for this work, this amountmay be deducted from any sum due to the Contractor on any other workwithin the Institute.15. Water and Electricity required for the work may be used free of costfrom the CCMB after obtaining written approval from the Officer Incharge.Cleaning materials (consumables) required for the workwill be provided by CCMB.16. Contractor will be fully responsible for any accident or mishapsinvolving workers engaged by the Contractor and the Contractor wouldpay claims made by these victims. The Contractor shall indemnify theCCMB from any claims arising out of accidents, disabilities of any natureor death or arising out of provisions under law, or any other nature inrespect of all workers engaged by the Contractor. The contractor will fullyindemnify CCMB against all claims in this regard.17. The contractor shall identify the personnel to be deployed exclusivelyfor the cleaning of all the toilets in the area mentioned. The contractorshall be responsible for cleaning as well as security of the toilet fixturehanded over at the time of commencement of the contract. In case of13

items/fixtures stolen/broken due to the fault of the contract personnelfrom the toilets, either the penalties to recover the cost shall be imposedor the contractor shall have a choice to replace these fixtures of the samequality & under approval from nodal officer appointed by the Director ofthe CCMB.18. It will be the sole responsibility of the contractor to abide by theprovisions of the following acts as to the workers engaged by him forperformance of this contract:Employment of Children ActWorkmen compensation ActEmployment of Labour/Contract Labour ActIndustrial Employment ActContract Labour (Abolition & Regulation) Act 1970.Minimum Wages Act 1948Employee Provident Fund ActAny other act or legislation, which may govern the nature of the contract.19. Any liability arising on the CCMB shall be deducted from the bills ofthe contractor and if the full amount is not recovered then the same shallbe recovered from the security money of the contractor. There would beno liabilities towards the workers of the contractor by the CCMB.20. The CCMB through its officers, reserves the right of altering thespecifications of works of adding to or omitting any items of work or ofhaving portions of the same carried out in the Institute by others and suchalterations and variations shall not violate this contract.21. The Contractor is required to post his authorized representative atthe site of the work who shall receive the instructions from the Officer (tobe nominated by the Director of the Lab) from time to time. All suchinstructions received by the authorized representative on behalf of theContractor shall be deemed to have been received by the Contractorwithin the scope of this work order.22. In the event of the contractor failing to execute the AnnualHousekeeping Work for the Year 2011 – 2012, surrounding premisesunder contract in whole or in part an alternative arrangement will bemade by the CCMB totally at the cost & risk of contractor besides anysuitable fine /penalty.14

23. The contractor shall be liable to pay compensation for any loss &damage caused to the property of the CCMB or its StaffMembers/Students/Visitors by the contractor or his workers.24. The contractor shall be personally responsible for the conduct of hisstaff and in case of any complaint against any of his staff; the contractorwill be under an obligation to change the worker concerned wheninstructed by CCMB authority. The contractor shall observe all the lawsand will be responsible for any prosecution or liability arising from breachof any of those laws. The CCMB shall not and cannot hold anyresponsibility with regard to staff on the role of the contractor what soever.25. The contractor & his staff shall follow the rules & regulations of theCCMB in force and instructions issued from time-to-time. The CCMB will befree to take action against the contractor for violating the same.26. The CCMB reserves the right to terminate the contract withoutassigning any reason by giving a notice of three months. The contractorwill also have to serve a notice of 3 months, if he wishes to terminate thecontract.27. In the event of any dispute arising out of or in connection with thiscontract, whether during the subsistence of the contract or there after thematter shall be referred to the Director. CCMB or any other officernominated by the Director, CCMB for arbitration whose decision shall befinal and binding on the parties. The contractor agrees that the arbitratorcould be an employee of the Institute & shall not have any objections inthis regard. The proceedings before the arbitrator would be governed bythe provision of the Arbitration Act 1996.28. The services of employees of Contractor should be made availableon all days on six-day week basis in a month irrespective of holidays andSundays if required.29. A verification report in respect of all the personnel of contractorfrom the concerned police station of concerned residential areas should besubmitted and also list of employees with bio-data of each employeeposted to the Institute along with photo and thumb impression should behanded over to the Lab Services Engineer( In-charge Housekeeping) ofthe CCMB. Any changes should be informed immediately.30. The personnel engaged by the contractor should have minimumliteracy level i.e. a pass in Standard VIII to the extent possible.31. The Contractor shall be fully responsible for providing leave benefits,weekly offs, National & Festival holidays etc., to the personnel deployedand as and when any of personnel comes late or proceeds on leave or15

absents himself/herself, it will be the prime responsibility of the contractorto provide a suitable substitute.B. PROHIBITION REGARDING REPRESENTATION THROUGHLAWYER1. The CCMB with the consent of the contractor may modify terms andconditions of the contract as and when necessary without affecting thebasic nature of his contract.C. LAB OBLIGATIONSThe CCMB will not charge any amount from the contractor for wateror/and electricity supplied for Annual Housekeeping and manpowersupply for CCMB and Annexes of CCMB, at Hyderabad.D. CONTRACTOR’S OBLIGATIONSApproximate area of operation for House Keeping for “AnnualHousekeeping,cleaning works and supply of man power for CCMB andAnnexes of CCMB, at Hyderabad for the Year 2010 – 2011 in brief areas follows:S.No.Description of WorkArea to covered1. CCMB main building, common areas- toiletsandSurroundings, roads – Daily cleaning2. CCMB satellite buildings, common areastoiletsand surroundings, roads – Dailycleaning3. Rooms of Guest House, common areastoiletsand surroundings – Daily cleaningCCMBTotal built up area35045 Sq Mt(Includingareas)otherRoad and Paths9000 Sq Mt16

4. Rooms of Students Hostel, common areastoiletsand surroundings, roads – DailycleaningCanteen Building including Dining Area,Kitchen andToilets and surroundings- Daily cleaningCCMB staff quarter area common areastoilets,Roads, foot paths and surroundings –Daily cleaning5. CCMB annexe LaCONES main building,satellite buildings, common areas- toilets,animal gauges area and surroundings, roads– Daily cleaningLaConesTotal built up area4520 Sq MtRoad and Paths2100 Sq MtCCMB annexes (CRF) main building, satellitebuildings, common areas- toilets, animalgauges area and surroundings, roads – DailycleaningCRFTotal built up area5660 Sq MtRoad and Paths1800 Sq Mt1. The floors of the above mentioned buildings shall be mopped dailywith chemicals Bathrooms/Toilets of all Building shall be cleaned andMopped with disinfectants; water closets shall be thoroughly cleaneddaily using suitable material. All the utility areas and area within thecompound on all sides of the buildings shall be swept and shall bekept clean all the time and on a daily basis.2.The contractor shall pay his workers the minimum wages fixed by theCentral Govt. which will include Basic Pay, Special Allowance, EPF, Bonus,17

M.L. Welfare charges, paid Holidays, etc. for unskilled/Semi-skilled/Skilledworkers from time-to-time, through out the tenure of contract in thepresence of the representative of the Director of the CCMB. Thecontractor shall pay wages to workers employed by him not lessthan the minimum wages by 7th of every month along withpayment slip as per directives of Central Labour EnforcementAuthority.In the event of local problems arising while discharging the functions ofCCMB, the contractor will deal with them appropriately and he will notbring CCMB on the scene for such matters. The Controller ofAdministration/Administrative officer should be kept informed of any suchoccurrence and the solution found.E. THE CONTRACTOR WILL PROVIDE: -1. Uniforms-House Keeping:The contractor shall provide 2 Sets of good quality Uniforms includingworking shoes/chappals to his workers as approved by the authority (forboth Males & Females) while on duty. The colour of the uniform for skilledworkers will be different from other workers. Sufficient number ofuniforms will have to be provided so that the worker is always with neatand tidy uniform. It will be strictly monitored & severe fine imposed andwill be deducted from the bill if the worker is found without uniform.2. Identity Cards – House Keeping:The contractor will issue identity cards to his workers/supervisors aftergetting them verified by the In-Charge(Housekeeping) CCMB. Any workerfound without identity card will not be permitted to enter the premises. Hewill post a supervisor at a specific point to receive & manage complaints &instructions.F. REPORT1. The contractor or his representative shall daily report to Officer-incharge,CCMB to supervise the work under the contract and takeinstructions every day from him for the work on a Book/Registermaintained by the contractor exclusively for the purpose. He shallpreserve the said book and produce the same as and when required.2. The contractor will prepare a schedule on the works to be carriedout in the areas of works allotted before commencement of actual works.3. The contractor will prepare a list of protocol and daily checks forhousekeeping works and displaying the same on all areas of work to becarried out.18

4. The contractor/his representative should approach thesupervisor/in-charge, if he needs any instructions/help or has anydifficulties.5. The contractor/ his representative should all the time be available atwork site during the course of his work.6. The contractor or his representative should carry out the followingitems of jobs (only indicative- actual details of job will be provided):Proper care of fittings, fixtures, furniture, soft furnishing and other itemsin all work areas shall be ensured.7. Sufficient number of Housekeeping staff shall be posted by thecontractor to attend the works on two shift basis and shifting of materials/ instruments from one place to other, loading and un loading of materials/ instruments from truck with in CCMB and annexes buildings as and whenrequired in the exigencies of work without any additional payment.8. Normal Shift timings are i). 7-00 am to 3-00 pm, ii) 2-00 pm to 10-00pm iii) General shift 9-30 am - 6-00 pm and one male worker at nightshift to be arranged for emergency work. Any other shift timings asinstructed by the officer-in-charge shall also be adopted, as and whenrequired. The above works are required to be supervised in each shiftexcept night shift.G. SCOPE OF WORK1. In brief the job function is to maintain the aesthetic looks in theCCMB main lab building, satellite buildings, annexes buildings, Hostel andGuest House premises staff quarter common areas by maintainingpleasant odour and cleanliness, keeping the building & the surroundingarea neat, clean & tidy every day keeping them in hygienic & sanitaryconditions of high standard as per contract.2. Effective cleaning of rooms and bathrooms has to be ensured duringthe morning shift taking into account the convenience of the occupant.Unoccupied rooms should be cleaned everyday.3. The Housekeeping staff will be present in the premises and carry outduty for entire eight hours excluding meals / tea hrs. in shifts / staggeredduties as assigned by competent authorities.4. The workers should maintain highest discipline and behave politely andproper manner with the students and guests. They should not argue withthe students and guests.5. The guidelines of cleaning process are as under-19

(i) DAILY – House Keeping.a. Proper sweeping & mopping of all floors in the building twice daily.Cleaning of walls, railings, corridors & lifts, entry roads of variousbuildings etc. covering the entire constructed areas, no stains or cob websetc. should be visible any where.b. Proper sweeping and mopping cleaning of in lift. Cleaning of mainstaircases at least thee times. Cleaning entrance lobby area, toiletsfrequently.c. Cleaning of Waste Paper Baskets, Sanitation Bin & Spittoon set &disposing of garbage/refuse as directed.d. Dusting main lab building, satellite buildings, annexes buildings, Hosteland Guest House furniture, almirahs, Cupboards, phones, Partition wallsDoors Windows, Notice Boards, Flower Vases & pieces of decoration andother materials available in the CCMB and annexes buildings.e. Cleaning glasses of windows, doors, partitions etcf. Common Toilets & urinals including floors to be cleaned regularly andcontinuously at every two hours throughout the day with phenyl and otherdisinfectants. Suitable number of female cleaners should be deployed fortaking care of cleaning works of ladies toilets and ladies rooms. Only malecleaners should be deployed to clean the Gent’s toilets in the premisesand female cleaners to clean ladies toilets. The toilets should be cleanedevery day with utmost care.g. Porcelain fixtures to be cleaned with Vim. To provide Naphthalene balls,Toilet rolls & Liquid soap etc.h. To spray space with room fresheners/ perfume to maintain pleasantodour as & when required at specified places.i. To attend & clean and remove chocking of drains including CI pipes,sanitary fixtures, manholes & under ground sewer lines, wheneverrequired for smooth functioning and as directed by Officer-in-charge.j. To clean the vertical Marble & Mosaic surfaces wherever required or asinstructed by the supervisor/ in-charge.k. Thorough cleaning of rooms with, Odorex, dettol/ carbolic acid /disinfectant etc. as required and as directed by Supervisor/ Officer-incharge.l. Through cleaning of dirty passages, approach road, entrances of20

uildings.m. Daily collection of waste from the CCMB and proper dumping inspecified place inside CCMB as per instruction of the Supervisor/ Officerin-Charge.(ii) WEEKLY – House Keeping:a. Cleaning of Carpets, Curtains, and Venetian/vertical blinds Phones andElectrical fittings on walls in rooms, passage and corridors in the building.b. Cleaning of fans, tube-lights, false ceiling, ceiling and walls.c. Cleaning false ceiling sheets, polishing of steel body.d. Cleaning of terraces in all buildings.e. Cob-webs in all the walls and ceilings to be removed as often asnecessary and at least once a weak.(iii) FORTNIGHTLY – House Keeping:a. Cleaning of ceiling with electrical fitting & roofs.b.Washing & Scrubbing of floor with automatic (as described earlier)machines with required cleaning material.c. Cleaning storm water drains, water pipes & over head tanks.(iv) MONTHLY – House Keeping:a. Sweeping & cleaning of service ducts, Service Rooms, Service Shafts& all drainage pipes including those of toilets.b. Cleaning of drains and manhole lines connected from all type ofbuilding to the main drains and sewer line and underground sewer lines.c. Washing of building from outside with prior permission fromSupervisor/ Officer –in-charge.Utility Bills: Payment of utility bills including electricity, water, repair andmaintenance charges etc to be borne by the Lab.(v) SUPERVISING – House Keeping:a. The Supervisor in each shift shall be responsible to extract the work,21

manage the work, maintenance of accounts of cleaning items, and forinteraction with office-in-charge for the upkeep of the complex. He shouldmaintain account of materials taken outside the premises and broughtback. These materials can be taken outside only with the approval ofOfficer In-charge or higher authorities. The Supervisor shall also beresponsible to allocate duties and extract the work from the assistants.The Supervisor shall be of a graduate level person having qualified incosmetic maintenance course, fluent in English and Regional Language forwriting and spoken. Knowledge of Hindi is preferred. Hence the contractorshall ensure the above requirement while selecting the supervisor.b. The service of the workers deployed is required on all days in amonth irrespective of holidays and they should be prepared to work onshifts as indicated earlier. The Contractor has to ensure proper attendanceof the personnel deployed and should produce Character and antecedent’sverification reports of the persons engaged by the Contractor and thesame shall be submitted to the department for verification.c. The labourers provided by the Contractors shall maintain personalhygiene as per the instruction of the CCMB supervisor.d. The contract personnel should wear prescribed uniform while onduty, which shall be supplied by the Contractor at his cost.e. The persons deployed for the above sessions should be mostreliable, trust worthy, alert and efficient.f. The contract personnel should be well disciplined, polite with goodbehaviour. In case of any complaint or any unusual behaviour/illegal orpolitical activities of the worker, he/she should be replaced within 24hours after receipt of intimation from the Institute.g. The contract personnel shall undergo medical examinations at theexpense of the contractor to ensure that they are free from anycommunicable diseases and medical examination certificate to befurnished as and when called for as and when required by the Institute atthe cost of the contractor.h. The contractor shall not lease or sub-contract the whole or any partof the contract to anybody without the prior permission of the Director,CCMBi. The contractors should make payment to the workers before 7 th of everymonth and there should be no linkage between this payment andsettlement of the contractor’s bill from the CCMB.22

6. TOTAL MANDAYS OF WORKSkilled : 546Semi Skilled : 2756Un- Skilled : 1898The required mandays under various categories is indicative only.However the deployment shall be as per actual requirement to be decidedin consultation with the contractor and any increase/decrease in the actualdeployed mandays shall increase/reduce the payment to be madeproportionately.H. PAYMENT CONDITIONS:1. The Contractor will be responsible for making the payment directly to itsworkers by 7th of each month from his own sources and subsequently raisethe bill for reimbursement which will be verified on the basis of actual amountdisbursed and attendance etc.2. The contractor shall make payment to the workers by depositingthe payment towards the wages in their bank accounts and submitthe bank details to the office with the bill for verification.3.The Contractor will submit the monthly bills for reimbursement induplicate after satisfactory completion of the work and payment to theworkers, to the Office for certification for pro-rata reimbursement. Theoffice on receipt of the bill will check the work record and there afterprocess the bill for payment.4. All bills should be submitted on printed forms, duly signed and prereceipted.5. Payment will be made by the Institute to the contractor on monthlybasis on submission of bills in duplicate along with the certificate ofsatisfactory performance of work from the concerned officer of the CCMB.The payment towards EPF and ESI contributions and service tax shall beclaimed by the contractor on submission of proof of remittance. The EPFand ESI contributions should be deposited by the contractor in thepresence of representative of CCMB.6. Income Tax and other statutory levies as applicable from time to timewill be deducted from the bills of the Contractor.7. No overtime shall be paid to contract worker. For any extra duties23

alternate standby persons shall have to be provided by the Contractor.J. COMMENCEMENT OF WORKThe Contractor is required to start the work of House Keeping with effectfrom the date of acceptance of the contract. In case it is found that thework has not been taken up from the above date, the CCMB at its solediscretion may cancel the work order and the EMD shall be forfeitedwithout any further reference to the Contractor.K. CANCELLATION OF CONTRACT1. Notwithstanding any other provisions made in the contract, the CCMBreserves the absolute right to terminate the contract forthwith if it is foundthat continuation of the contract is not in Public interest. The contractor isnot eligible for any compensation or claim in the event of suchcancellation.2. If at any later date, it is found that the documents and certificatessubmitted by the Contractor are forged or have been manipulated, thework order issued to the Contractor shall be cancelled and SecurityDeposit issued to the CCMB shall be forfeited without any claimwhatsoever on CCMB and the contractor is liable for action as appropriateunder the extant laws.LETTER OF ACCEPTANCEI have read the Tender conditions including the General Terms andConditions of the contract given in the tender document. I agree to abideby the same.Signature of the Contractor & Seal:Address for Correspondence: --------------------------------------------------Date: __________Contractor’s Seal & Signature24

ANNEXURE “B”PART – II -PRICE BIDTO BE FILLED BY THE CONTRACTOR: -RATE PER PERSON PER DAYSlNo.Components of wage Skilled Semi-skilled Unskilled1. Basic Wage*2. EPF @13.61%(incl. of 12% EPF Employer’scontribution, Admn charges of1.11%,EDLI of 0.5%)3. ESI @ 4.75%4. Bonus @8.33% subject to amaximum basic wage ofRs.3500/- per month5. Gross (Sl No.1+2+3+4)(In figures and in words)6. Contractor’s profit/ Servicecharges ( in Rupees)• * To arrive at daily wages (Basic wage per day) the monthly wages shall bedivided by 26, which is inclusive of holiday wages.• The rates quoted are as per the rates fixed by the Chief Labour Commissioner(Central) Delhi vide Notification No. SO 1285(E), as circulated by Office of theRLC (Central) Vidyanagar, Hyderabad vide Memo No. 47(1)/2011-C2 dated03.10.2011 for unskilled, semi-skilled and skilled workers.• The contractor’s profit should not be less than or equal to the TDS (ie 2%)Date:Signature of the Tenderer with Seal &Address25

UNDERTAKING BY CONTRACTORI/We hereby certify that:Full manpower will be engaged on daily basis for the Services soughtunder this contract on rotation basis (if required) as per given schedule oras per instructions of Officer-in-charge.I/we have made the site visit in order to evaluate their level of services tobe rendered and quoted accordingly.I/We have specified the number of persons to be engaged daily (manpower)to execute all the works as mentioned above at CCMB.We agree that the payment will not be made for the work not carried outby the contractor in any of the above areas.The Housekeeping supervisor will check daily, liquid soap filling in soapdispenser, Toilet tissue paper in toilets, Naphthalene balls in Wash Basins,Urinal pots, & at necessary places, Odonil air purifier tablets in Toilets,Day to Day emptying of Dust Bins, Garbage & other waste material, etc.Waste material will be collected and stored in specified place/ loaded invehicle for disposal at the designated area.I/We agree for daily disposal of biomedical and non-biomedical waste atrequired places.I/We will provide staff for shifting of furniture and small equipments as and whenrequired by CCMB.I/We agree for the bills payment on monthly pro-rata basis.I/We agree to pay minimum wages as per Labour Enforcement Authority.The holiday list of the housekeeping staff should be approved by theCompetent Authority.I/We agree to pay minimum wages as per the Labour EnforcementAuthority + PF + ESIC + BONUS + Paid Holidays (5). Payment will bemade on 7 th day of every month.Substitute will be made available as and when required. Extra manpowerif any called during conference / meetings etc. will be provided on 24hour’s notice.It will be ensured that liquid soap is available throughout the day in allwashbasins and sinks.26

Qualified, experienced Supervisors will be provided.Two sets of Uniforms + Identity Card + 1 Pair of Safety Shoes/chapels willbe given to all the workers within 15 days of award of work and it will bereplaced as and when required.Place:Date:Contractor’s Seal & Signature27