Ministry of External Affairs Old External Affairs Hostel New Delhi ...

Tender notice for providing Security Services at KG Marg Hostel of Ministry of External AffairsMinistry of External AffairsOld External Affairs HostelNew DelhiTENDER NO. 01 /2011PROVIDING SECURITY SERVICES AT MINISTRY OF EXTERNAL AFFAIRSHOSTEL, K.G. Marg, New Delhi.1. Tender Notice.2. Technical Bid3. Affidavit4. Terms and Conditions of Contract5. Financial Bid(Vijay Singh)Under Secretary (SP –VM & Hostels)Old External Affairs HostelMinistry of External Affairs

PROVIDING SECURITY SERVICES AT MINISTRY OF EXTERNAL AFFAIRSHOSTEL, K.G. MARG, NEW DELHI,Tender Notice NO.EAH/578/1/2009 dated 28 April 2011Cost of TenderLast Date, Time & Place for submissionof Tender documentEMD to be attached with Technical Bidby way of DD/ Banker’s cheque infavour of Pay & Account Officer, Ministryof External Affairs, New Delhi payable onState Bank of India, Parliament Street,New DelhiDate, Time & Place of opening ofTechnical Bid of the TenderDate, Time & Place of opening ofFinancial Bid of the TenderValidity of tendersNILThursday, 12 May, 2011 at 15.00hrs,Shri G S Ahuja, Administrative Officerat Old External Affairs Hostel,Ministry of External Affairs, K.G.Marg, New Delhi` 10,000/-Friday 13 May, 2011 at 1100 hrs.(Cover No:1) at Room No. 719,Akbar Bhavan, New DelhiTo be decided and intimated later90 days from the date of openingof tenders

Ministry of External AffairsOld External Affairs HostelNew DelhiTENDER NO. 01 /2011TENDER NOTICE NO. EAH/ 578/1/2009Name of work: Providing Security Services at Ministry of External AffairsHostel (Old), K.G. Marg, New DelhiMinistry of External Affairs Hostel (Old), K.G. Marg New Delhi invites sealedtenders under Two-Bid System from reputed and experienced (having a minimum fouryears experience as on 1st April, 2011) agencies, Proprietary firm, Partnership firm,Limited Company, Corporate body legally constituted, empanelled/ registered withappropriate authority who possess the required licenses, registrations( such as underthe Private Security Agencies Regulation) Act 2005) etc as per law valid at least for 12months from the date of the opening of tender for providing Security Services at theabove address. The interested agencies are required to submit the technical andfinancial bids separately.The bids in Sealed Cover-I containing “Technical Bid” and Sealed Cover-IIcontaining “Financial Bid” should be (placed in a third sealed cover) subscribed“Tender for Providing Security Services at Old External Affairs Hostel, Ministryof External Affairs, K.G. Marg, New Delhi” and should reach Shri G S Ahuja,Administrative Officer at Old External Affairs Hostel, Ministry of External Affairs,K.G. Marg, New Delhi on or before 15.00 hrs on Thursday, 12 May, 2011.The tender document containing eligibility criteria, scope of work, term &conditions can be downloaded from the Minsitry’s website.(http://www.mea.gov.in) The bid security (EMD) of ` 10, 000.00 (RupeesTenThousand only) should be paid by Demand Draft in favour of Pay & Account Officer,Ministry of External Affairs, New Delhi.(Vijay Singh)Under Secretary (SP-VM & Hostels)Old External Affairs HostelMinistry of External AffairsNEW DELHI - 110001Tel: +91-11-24103293Fax: +91-11-24103293email:ussesm@mea.gov.inTECHNICAL BID(In separate sealed Cover-I super scribed as Technical Bid)1. Name & Address of the Tender

Organization /Agency with phonenumber, e-mail, name andtelephone/mobile number of contactperson.2. Copy of RegistrationCertificate/License to provide securityservices from Local Govt./Govt.authorities (such as Private SecurityAgencies Regulation Act 2005 ) valid for12 months from date of opening tender3. Experience in the work of providingSecurity Services. Particulars ofexperience.(Attach experiencecertificate/testimonials for providingSECURITY & RELATED SERVICESONLY for the past 3 years. Otherunrelated experience certificatessuch as supply of other manpowerservices should NOT be attached.In following formatSl.No:Name ofOrganization withcomplete addressand telephone no.whom securityservices wereprovidedFrom To ContractedAmount (Rsper month)Reason forTermination4.Do you have training facility for SecurityGuards/or keep guards trained fromauthorized security training institutes?Attach documentary proof for trainingfacilities/documentary proof of training ofguards from the other authorized traininginstitutes.5. Are you covered by the LabourLegislations, such as, ESI, EPF, Gratuity Actetc.6. Please give EPF No.:ESI Code:Gratuity Act Regn. No.7. Are you governed by minimum wagesrules of the Govt. of India, or Govt. of NCT ofDelhi If Yes, Please give details of total no. ofemployees on the permanent rolls forsecurity duties.

2. I/we are submitting tender for the work .............................................................................................................................. against Tender NoticeNo........................................................................3. Myself or our partners do not have any relative working in Old External AffairsHostel or in any other offices of Ministry of External Affairs, New Delhi.4. All information furnished by me/us in respect of fulfillment of eligibility criteriaand information given in this tender is complete, correct and true.5. All documents/credentials submitted along with this tender are genuine,authentic, true and valid.6. The Price-Bid submitted my me/us is " WITHOUT ANY CONDITION".7. I/We have not been banned/de-listed by any Government or Quasi Governmentagencies or PSUs.8. If any information or document submitted is found to be false/incorrect,department may cancel my/our Tender and action as deemed fit may be taken againstme/us including termination of the contract, forfeiture of all dues including EarnestMoney and blacklisting of my/our firm and all partners of the firm etc.Seal of NotaryDate :(Signature of the Tenderer with Seal)Invitation of competitive tenders for Security Services at Old External AffairsHostel, Ministry of External Affairs, K.G. Marg, New DelhiSealed tenders are invited from experienced firms/companies for providingsecurity services at the Old External Affairs Hostel, Ministry of External Affairs,K.G. Marg, New Delhi for a period of one year. The eligibility criteria & the scopeof the work will be as followsTERMS & CONDITIONS OF CONTRACTA. Scope of Works: Providing Security Services at Old External Affairs Hostel,Ministry of External Affairs, K.G. Marg, New Delhi

(i)(ii)(iii)(iv)(v)The Agency shall provide security service by deploying Nine trained and welldisciplined / security personnel preferably ex-servicemen who shallsafeguard the Old External Affairs Hostel buildings(Block A, B, C & D),move-able and immovable assets, equipments and other items at the aboveaddress from any thefts, pilferage or damage and also ensure safety of theemployees, visitors, guests or any other persons working in its buildings.Trained uniformed Guards will be deployed in three shifts of 8 hours each.In each shift there would be three guards.Agency shall provide the photo-identity cards to the persons deployed in thehostel. These cards are to be constantly displayed and their loss reportedimmediately to the authority at the HostelSecurity personnel will control the access of persons/vehicles into and out ofthe complex. Guard deployed at the gates should record of inwards andoutwards movement of persons (other than residents/employees/workersof/at hostels), materials and vehicles, etc. with proper check on the same asper instructions given from time to time by the competent authority at theHostel.The Agency shall be responsible for opening/closing of gates of buildingsand rooms as necessitated/directed by competent authority at the Hostel onworking and closed days.(vi)(vii)(viii)(ix)The Security personnel deployed shall maintain vigil, Torch and remain alert.The Security personnel shall be duly trained in Fire Safety Operations. Theyshould be trained to operate various fire control equipment installed atHostel.The security guard should be minimum 10 th class pass.The Agency shall keep the Admn. Officer/Under Secretary [Hostels]informed of all the matters of security and co-operate in the investigation ofany incident relating to security.B. Eligibility Criteria:1. The bidder may be Proprietary firm, Partnership firm, Limited Company,Corporate body legally constituted, empanelled / registered with appropriateauthority who possess the required licenses, registrations( such as PrivateSecurity Agencies Regulation Act 2005) etc as per law valid at least for 12months from the date of the opening of tender.2. The bidder shall have at least 4 years experience of providing Security Services.Preference shall be given to firms having experience of providing Security to

Govt/MNC/Big Private Organisations located in or around New Delhi havingsuccessfully completed works of similar magnitude and duration.3. The bidder should have an office in New Delhi or NCR of Delhi4. There should be no case pending with the police/court against theProprietor/Firm/Partner or the Company (Agency).5. The bidder should have the following Registrations and details of the same byprovided in the Technical Bid.1. EPF Registration2. ESI Registration3. Service Tax Registration4. Valid License, issued by Regional Labour Commissioner, Govt.of India5. Document of previous experience in the field /Types of security services beingundertaken by the firm and list of organisations to which security services arebeing provided at present6. Permanent Account Number Card (PAN) and TIN7. Total number of personnel (related to Security Services) working with the firm8. Affidavit on non-judicial stamp paper (in the enclosed format) that all document/information submitted by them are genuine and correct and they do not haveany relation with MEA’s employee.C. Information and Conditions relating to Submission of Bids.1. The initial period of contract shall be for 12 months which may be extended byone year, depending on performance of the Agency and at the discretion of theMinistry.2. The interested agencies are required to submit the technical and financial bidseparately in the format enclosed. The bids in sealed Cover-I containing“Technical Bid” and sealed Cover-II containing “Financial Bid” should beplaced in a third sealed cover superscribed “Tender for Providing SecurityServices at the Old External Affairs Hostel, Ministry of External Affairs,K.G. Marg, New Delhi : should reach Shri G S Ahuja, Administrative Officer atOld External Affairs Hostel, Ministry of External Affairs, K.G. Marg, NewDelhi before 15.00 hrs on Thursday, the 12 May, 2011. The technical bidsshall be opened on the next day at 11.00 hrs. in Room No. 719, Akbar Bhavan,New Delhi in presence of the Bidders or their authorized representatives whochoose to remain present.3. All the pages of the tender should be signed by the owner of the firm or hisAuthorized signatory. In case the tenders are signed by the Authorizedsignatory, a copy of the power of attorney/authorization may be enclosed alongwith tender.4. A copy of the terms and conditions shall be signed on each page and submittedwith the technical bid as token of acceptance of terms and conditions.

5. The bidder shall pay Bid Security (EMD) of ` 10,000.00 (Rupees ten thousandonly) along with the technical bid by Demand Draft/ Banker’s Cheque in favourof Pay & Account Officer, Ministry of External Affairs, New Delhi payable onState Bank of India, Parliament Street, New Delhi. Tenders not accompaniedwith Earnest Money are liable to outright rejection and thus shall not beconsidered for evaluation etc at any stage.6. The bid security (EMD) without interest shall be returned to the unsuccessfulbidders after finalization of the contract.7. To assist in the analysis, evaluation and computation of the bids, the Authoritymay ask bidders individually for clarification of their bids. The request forclarification and the response shall be in writing but no change in the price orsubstance of the bid offered shall be permitted.8. After evaluation, the work shall be awarded normally to the Agency fulfilling allthe conditions and who has quoted the lowest rate after complying with theprovisions of Minimum Wages Act and all other mandatory requirements. Incase two or more agencies are found to have quoted the same rates, theministry shall decide about the agency to which the offer shall be granted basedon the report on the past performance of the firm, and length of experience etc.The decision of the Competent Authority shall be final.9. The quoted rates shall not be less than the minimum wages prescribed by Govt.and shall include all statutory obligations. The rate quoted should beconsolidated and inclusive of Employer EPF contributions, ESI contribution .,bonus, insurance, leave salary, Uniforms , agency charges, & service tax. Etc.10. The ministry shall reimburse the Agency to the extent of the amount of variationarising out of the upward revisions in minimum wages as declared by GOI &Govt. of NCT of Delhi.11. The Ministry reserves the right to accept or reject any or all bids withoutassigning any reasons. The Ministry also reserves the right to reject any bidwhich in its opinion is non responsive or violating any of theconditions/specifications without any liability to any loss whatsoever it maycause to the bidder in the process.TERMS & CONDITIONSThe security services and provision for the required manpower shall be asunder:Shift Time Time Security GuardFirst Shift 0600-1430 3 no.

Second Shift 1400-2230 3 no.Third Shift 2200-0630 3 no.Notes: (1) Estimated number of Guards is subject to reasonable change at thediscretion of the competent authority at the Ministry.(2) However, the above number and arrangement of deployment of the Securitypersonnel is without prejudice to the right of hostel to deploy the security personnelin any other number or manner considered to be more suitable in the interest of thehostel.2. The agency shall ensure deployment of suitable Security Personnel employedon long term basis from proper background after getting their antecedents, characterand conduct verified from local / state Police Authorities and withdraw such employees,not found suitable by the office for any reasons immediately on receipt of such request.3. The full particulars of the personnel to be deployed by the agency including theirnames and addresses shall be furnished to hostel along with testimonials before theyare actually deployed for the job.4 The persons deployed shall not claim Master & Servant relationship against thisoffice. The agency shall ensure proper conduct of its personnel deployed in office itspremises and enforce prohibition of consumption of alcoholic drinks, paan, smokingand abusive language & action etc.5. The agency shall deploy security guards trained in all facets of security work,including fire fighting. The Agency shall provide necessary undertaking anddocumentary evidence of training of guards from recognized security training institutesin this regard.6. A senior level representative of the Agency shall visit hostel premises at leastonce a-week and review the service performance of its personnel. During the weeklyvisit, Agency’s representative will also meet the hostel authorities for mutual feedbackregarding the work performed by its personnel and removal of deficiencies, if any,observed in their working.7. The Agency shall ensure that any replacement of the personnel, as required byhostel for any reason specified or otherwise, shall be effected promptly without anyadditional cost. If the agency wishes to replace any of the personnel, the same shall bedone with prior concurrence of the hostel at Agency’s own cost.8. The Agency shall provide reasonably good uniform with name badges to itspersonnel deployed at hostel at its own cost and ensure that they are used by thepersonnel deployed and are maintained in good condition. The incidentals, such as,belt, shoes, socks, caps, torch with cell, cane stick, etc shall be borne/supplied by theAgency at its cost. The transportation, food and other statutory requirements in

espect of each personnel of agency will be the responsibility of the serviceprovider/Agency.9. The agency shall ensure that the personnel deployed by it are disciplined and donot participate in any activity prejudicial to interest of the Hostel /Govt. of India/ anyState or any Union Territory. They shall not divulge or disclose to any person, anydetails of office, operation process, technical know-how, security arrangement/administrative/ organisational matters as all are of confidential / secret in nature.10. Proposals for efficient functioning of the security systems shall be discussedconsidered and implemented from time to time by the agency with approval of Hostelauthorities.11. The agency shall be solely responsible for compliance to the provisions ofvarious labour and industrial laws, such as, wages, allowances, compensations, EPF,Bonus, Gratuity, ESI etc. relating to personnel deployed by it at Hostel or for anyaccident caused to them and the Ministry shall not be liable to bear any expenses inthis regard. The Agency shall also be responsible for the insurance of its personnel.The security agency shall specifically ensure compliance of various Laws/Acts,including but not limited to with the following and their reenactments/amendments/modificationsand will be required to submit documentaryproof to ensure compliance on a regular basis:I. The payment of Wages Act 1936II. The Employees Provident Fund Act, 1952III. The Factory Act, 1948IV. The Contract Labour (Regulation) Act, 1970V. The Payment of Bonus Act, 1965VI. The Payment of Gratuity Act, 1972VII. The Employees State Insurance Act, 1948VIII. The Employment of Children Act, 1938IX. The Motor Vehicle Act, 1988X. Minimum Wages Act, 194812. In case of any theft or pilferages, loss or other offences, the agency willinvestigate and submit a report to Hostel authorities and maintain liaison with the policewhenever required.13. In case of any loss that might be caused to the Hostel due to lapse on the partof the security personnel discharging security responsibilities will be borne by theAgency and in this connection, the Hostel authorities shall have the right to deductappropriate amount from the bill of contracting agency to make good such loss to theHostel besides imposition of penalty. In case of frequent lapses on the part of thesecurity personnel deployed by the agency/firm, Ministry shall be within its right toterminate the contract forthwith or take any other action without assigning any reasonwhatsoever.14. In the event of any security personnel being on leave/absent, the agency shallensure suitable alternative arrangement to make up for such absence. To meet sucheventualities the agency shall make provision for leave reserve.

15. As and when the Hostel requires additional security strength on temporary oremergent basis, the agency will depute such security personnel under the same termsand conditions. For the same, a notice of two days will be given to the Hostelauthorities. Similarly, if the security personnel deployed by the agency any time arefound absent from duty or sleeping or found engaged in irregular activities, Hostelauthorities shall deduct the requisite amount at the pro-rata rates from the bill of theagency besides imposition of penalty for non-observance of the terms of contract.16. The agency shall arrange to maintain at the security desk/booth, the daily shiftwiseattendance record of the security personnel deployed by it showing their arrivaland departure time. The Agency shall submit to the Hostel an attested photocopy ofthe attendance record and enclose the same with the monthly bill.17. The Ministry shall pay the agreed amount on the basis of monthly billssubmitted by the Agency. No other charges of any kind shall be payable.18. There would be no increase in rates payable to the Agency during the Contractperiod except reimbursement of the statutory wages revised by the Government.19. The income-tax as applicable shall be deducted from the bill unless exemptedby the Income-tax Department.20. The Security personnel deployed by the Agency shall be 10 th class pass.21. The Agency shall be solely liable for all payment/dues of the workers employedand deployed by it. The Agency shall fully indemnify the Ministry against all thepayments, claims, and liabilities whatsoever incidental or directly arising out of or forcompliance with or enforcement of the provisions of any of the labour or other laws tothe extent they are applicable to establishment/work in the Hostel premises/facility.22. The decision of the Ministry in regard to interpretation of the Terms &Conditions of the Agreement shall be final and binding on the Agency/firm.23. Any violation of instructions/contract conditions or suppression of facts willattract cancellation of contract without any reference.Note: These terms and conditions are part of the Contract/ Agreement as indicated inbetween the Ministry and the Agency and any non-compliance shall be deemed asbreach of the Contract/Agreement.For site visit, please contact the Ministry of External Affairs Hostel(Old) , atTelephone No. 23386891

Ministry of External AffairsOld External Affairs HostelNew DelhiTENDER NO. 01 /2011TENDER NOTICE NO.EAH/578/1/2009Name of work: Providing Security Guards for Security Services at Old ExternalAffairs Hostel, Ministry of External Affairs, K.G. Marg, New DelhiFINANCIAL BID(In sealed Cover-II super scribed “Financial Bid”)S.No.Monthly wages1 Basic Salary2 ESI3 EPF4 Bonus5 Leave salary7 Administrative/AgencyCharges9 Service Tax-10 Total billing amountRate per month perSecurity Guard (`)Amount in ` for 9 securityguardsNotes:(a) A copy of the order of Govt. of NCR/Govt. of India, on minimum wages tofacilitate revision of rate whenever minimum wages are revised by the Govt.may also be provided(b) Rates as applicable as per relevant acts and rules will be released/reimbursedon submission of proof of remittance challans /receipts.(c) Minimum statutory Bonus payable to the Security Guards under relevantprovisions of Payment of Bonus act, 1965 shall be paid by the Agency

Declaration by the Bidder:This is to certify that I/we before signing this tender have read and fully understood allthe terms and conditions contained herein and undertake myself/ourselves to abide bythem.Note:i) No other charges would be payable by Ministry of External Affairs.ii) There would be no increase in rates during the Contract period exceptprovisions under the terms and conditions.Date:(Signature of Tenderer with seal)Name:Seal:Address:Phone No. (O):