National Institute of Open Schooling - The National Institute of Open ...

Last date and time for sale of tender form2.00 P.M. on 31.05.2013Last date and time for submission ofSealed Tender 2.30 P.M. on 31.05.2013Date, time and venue for opening of the Tenderon 3.00 P.M. on 31.05.2013at NIOS Headquarters A-24-25, Institutional Area, NH-24,Sector -62, Noida-201309 District-Gautam Buddha Nagar (U.P)Sl. NoDate of issueCost of tender document Rs. 500/-(Rupees Five Hundred Only)Deposited vide cash receipt no.1National Institute of Open Schooling(An autonomous organisation under MHRD, Govt. of India)A-24-25, Institutional Area, NH-24, Sector-62, Noida-201309District-Gautam Buddha Nagar (U.P)Telephone No:-0120-2402889 & Fax No:-01202403172Website:-www.nios.ac.inNational Institute of Open Schooling is an autonomous organisation under MHRD Governmentof India, invites sealed tenders from well established reputed firms/registered serviceproviders for providing Multi Tasking Assistant manpower on outsourcing basis. Thenumbers will depend upon the actual requirement of the NIOS from time to time.2. Criteria for qualification of the Service Providers:The following criteria shall be applied for qualification of the Service Providers:a. Past experience and SATISFACTORY performance on similar work done for theDepartments of the Government of India/Statutory Bodies/PSUs/ Private Sectorsfor last five years. (A list of such organizations with telephone number of concernedofficer being served may be provided). The reputation/track record of the bidder will beverified by NIOS.b. The Service Provider should have experience of providing such services onsufficiently large scale. The agency should have completed not less than 5 suchworks where it has provided at least 100 Multi Tasking Assistant manpower ineach organization during the last five years. The name/s of such organizations copies offinal work orders along with number of persons deployed category wise may besubmitted.c. The Service provider should have facilities like qualified manpower and expertisefor testing/screening of personnel to ensure that they meet with the prescribedstandards of knowledge/skill and experience for the given work before deployment.The aspect is also subject to evaluation/verification by NIOS.d. The Service Provider should have a valid license from the competent licensing

authority under the provisions of Contract Labour (Regulation and Abolition) Act,1970 and Contract Labour (Regulation and Abolition) Central Rules, 1971. Applicableto Noida area where Hqrs. of NIOS is located.e. The provision of training facilities/up gradation of skills of the persons deployed by theservice provider, if any (this will be given weightage).f. The firm should be registered with E.S.I, E.P.F & Service Tax with concerned Govt.Department. A copy of each registration should have been attached with Technical Bid.A copy of registration certificate of firm should also be attached along with TechnicalBid.g. The Service Provider should have an office or should be able to provide manpower forNIOS offices at NCR/Delhi, Pune, Gandhi Nagar, Allahabad, Kolkatta, Hyderabad,Bhopal, Bangaluru, Bhubaneshwar, Guwahati, Dehradun, Kochi, Jaipur, Patna,Visakhapatnam, Chandigarh, Raipur, Ranchi, Chennai, Dharamshala, Karnal, Srinagarany other place in India..h. The turnover of the firm during last 3 financial years should not be less thanRupees One Crore per annum from similar services.i. The firm should have financial worthiness and competence to be substantiated throughIncome Tax Returns/Certificates. PAN/ST/TIN/VAT No./EPF and ESI Registrations/Annual Report (Balance Sheet and Profit & Lose A/c.) for the last 3 years.j. The Service Providers should not have been black listed by any Government agencyoffice and not violated any provision of Labour laws like minimum wages act, gratuityESI, EPF etc.k. Persons deployed by the service provider shall not be less than 18 years in age.l. The firm should not have been black listed by any client.3. Approximate number of persons required would be around 50 which is likely toincrease further.The job profile of the Multi Tasking Assistant is given at Annexure-I.4. The terms and conditions of the tender will be as per the enclosed Annexure-II.5. Period: The period of contract will be initially for one year extendable upto threeyears at the discretion of the NIOS, depending upon the requirements as well asthe performance of the persons deployed and the Service Provider, on an annualreview conducted by NIOS.6. The tenders i.e. the Technical Bids and the Price Bids should be submitted in theprescribed format given at Annexure III and IV respectively and placed separately intwo sealed covers. The first sealed cover should be superscribed as “TechnicalBid” and should contain:i) The format at Annexure - III bringing out Service Provider’s profile including thequalifications required as per Para 2 (inadequate or incomplete or false details will2

disqualify the bid).ii) Acceptance of terms and conditions at Annexure-II.iii) Demand Draft for Earnest Money Deposit.The second sealed envelope should be superscribed as “Price Bid’ which should be in theformat at Annexure IV containing only rates which are to be quoted on monthly basisfor normal duty of 8 hours ( 9.00 am to 5.30 pm with half an hour lunch break)per day(five days week) per person and also on hourly basis for duties for additional time.7. Earnest money (EMD): Rs. 1,00,000/- (Rupees One Lakh Only) in the form ofcrossed DD/Pay Order drawn in favour of Secretary, NIOS New Delhi/NOIDAand drawn on International/Nationalized/Scheduled Bank must be submitted alongwith the Tender (Technical Bid). Offer without EMD will not be considered.8. Refund of EMD: EMD of the unsuccessful bidders/contractors will be returned back assoon as a decision is taken by the NIOS regarding placement of order. The EMD wouldbe returnable on non-interest bearing basis.9. Security Deposit: The successful bidder shall have to furnish a Bank Guarantee from aNational/ International/Scheduled Bank for an amount @ 10% of the actualcontract value for the manpower supplied, which will be forfeited in case of anyviolation of the terms & conditions of the contract, at the discretion of NIOS. Thesecurity deposit would be returned without any interest on satisfactory completion ofcontract.10. Forfeiture of EMD/ Security Deposit: In case of non-submission of the securitydeposit and/or non-acceptance of the order, the EMD submitted along with offer isliable to be forfeited. Likewise, non-performance of the contract will result inforfeiture of security deposit.11. The NIOS reserves the right to accept or reject any or all the tenders withoutassigning any reason whatsoever.12. PURCHASE OF TENDER DOCUMENTS: The above said Tender Documents maybe purchased after payment of Rs. 500/- from the Personnel Section of NIOSHeadquarters during office hours on any working day till last date of submission thesame may be downloaded from NIOS website www.nios.ac.in and the cost of tendermay be paid through Bank Draft in favour of SECRETARY NATIONAL INSTITUTEOF OPEN SCHOOLING payable at NOIDA.13. Submission of Offer: Both the sealed covers should be placed in the main sealedenvelop superscribed “Tender for supply for Secretarial & skill/semi skillmanpower” in bold letters and Firm’s seal with Address. The envelope should beproperly sealed, addressed and submitted on or before the due date & time at thefollowing address and receipt obtained.SecretaryNational Institute of Open Schooling,(An autonomous organisation under MHRD, Govt. of India)A-24-25, Institutional Area, NH-24, Sector-62, Noida-201309District-Gautam Buddha Nagar (U.P)Telephone:-0120-2402889 & Fax No:-0120-240317214 The bids may also be sent by Speed Post/ Courier Service well in advance toreach the above office latest by 2.30P.M. hrs on 31.05.2013. Offers received beyondthe due date and time of the tender will not be considered.3

a) Late offer will not be considered and timely submission of tenders is theresponsibility of the bidders.b) No excuses, such as delay in issue of pass, traffic problem etc, shall beentertained.c) There should be NO OVERWRITING. The rates shall be typed and not handwritten.d) Offers not fulfilling the requirement shall be rejected.e) Validity of the offer shall be for a period of minimum 90 days from the dateof consideration of the bids. Bids having the validity of less than 90 days would beconsidered non-responsive and declared invalid.f) Offer must be submitted on firm’s letter head duly signed and stamped.15 In case the Service Provider’s offer deviates from NIOS requirements and termsand conditions in any manner, these deviations must be clearly indicated in theTender letter, failing which, the NIOS’s requirements and terms and conditionswill be binding on the Service Provider.16 One duly authorized representative of each bidder would be allowed to participate in theopening of the tender.17 Opening of Technical Bids: The technical Bid will be opened and checked forcompleteness and adequacy of information with reference to the qualificationcriteria given in Para 2 above by the Tender Committee on 31.05.2013 at3.00 P.M. at Conference Room, A – 24/25, Institutional Area, Sector - 62, NOIDA –201309 in the presence of the participating bidders or their authorized representatives.Incomplete bids as well as those with inadequate information will be rejected at thisstage.18 Evaluation of Technical Bids: The bids found complete in all respects will befurther evaluated with reference to financial soundness, physical facilities, technicalcompetence to provide manpower services of adequate level and in time. For thispurpose the service provider may be asked if required to make a presentation aboutfacilities available as also their plan of action to provide adequately qualified andskilled manpower and in time, arrangements for rotation, replacement and training ofmanpower.Only those bidders found to meet all the qualifying criteria to the satisfaction ofNIOS will be cleared for opening of price bids.19 The Price bids of agencies will be considered for opening of financial bids who havequalified in Technical Bids.Enclosures:-Secretary, NIOSAnnexure - IAnnexure-IIAnnexure-IIIAnnexure-IVQualification and job profile of the manpower required.Terms and conditions of the tender.Technical bid.Financial bid4

National Institute of Open SchoolingAnnexure – I1. Name of Post : Multi Tasking Assistant2. QualificationEssentialA. QualificationB. ExperienceC. Desirablea) Graduation.b) Working knowledge of Hindi/English.c) Ability to work on computers with a speed not lessthan 6000 key depression per hour.d) Ability to handle and operate modern officeequipments such as Fax, photocopying machine.e) Ability of dealing and filing of papers, maintenance ofstationery, office management.f) Ability to work under pressure and maintain aprofessional demeanour.g) Ability work on computer on latest version MSoffice,excel, word, internet application etc.,h) Ability of speaking fluently in English and Hindi andattending to telephonic calls fluently in Hindi andEnglish.a) Minimum 2 years experience of working in office.b) Must have worked atleast for 1 year with any reputedPrivate/Public Sector Company or Govt. relatedOrganisation.a) Computer proficiency Certificate from recognisedInstitute.b) Certificate/Diploma in office management/SecretarialPractice from a recognized Institution.c) Ability to take dictation in shorthand inHindi/English.3. Job DescriptionThe Multi Tasking Assistant shall be responsible for the following tasks:a) Operating efficiently computer for Hindi and English work.b) Handling modern office equipments such as Fax and Photocopying machines.c) Dealing with files and filing of papers.d) Maintenance of office records, files etc.e) Attending to telephonic calls.f) Any other additional work as assigned from time to time by higher ups as deemedfit.5

Annexure – IITERMS AND CONDITIONS1. Payment for each month shall be released on submission of the following documents forthe preceding month:a) Copy of EPF/ESI challans towards remittance of statutory dues with a certifiedlist of contributors against the challan with description of employee & employercontribution and administrative charges.b) ESI No. of personnel provided to the NIOS.c) EPF A/c No. of personnel provided to the NIOS.d) Certified copy of Wages Register showing the entry that the payment has been madeby Cheque or Pay Order.e) Proof of payment of Service Tax.2. Payment Terms: The standard terms of payment are within 30 days from thedate of submission of bills in triplicate alongwith work completion certificatecertified by the competent authority in NIOS. The payment shall be made throughCheque(s) only.3. Payment of salary by Service Provider: The Service Provider shall ensure that thesalary to the persons so employed is made by 7 th day of the succeeding month @Minimum wages, including the Dearness Allowance, as applicable for Delhi/Noidafrom time to time. The payments shall be made through A/c payee cheque in the officepremises of the NIOS, so appointed by NIOS for this purpose, if need be.4. Income Tax: The NIOS shall make monthly payments after deduction of Income Taxat source as applicable to the agency on submission of pre-receipted bills in duplicatealong with attendance duly certified by the respective Supervisors.5. Penalty Clause: The service provider shall send the requisite number of personswithin stipulated time after requisition from the NIOS. In emergent cases such asthe person deployed falls sick or is not able to attend the office for the reasonbeyond his control continuously for more than 3 days, the Service Provider shalldeploy a suitable substitute. If the contractor fails to deploy requisite number ofpersons due to default on his part or fails to send the substitute, without prejudiceto any other right or remedy available under the law to the NIOS on account ofsuch breach, pro-rata recovery along with penalty equal to double the amountpayable to the agency for deployment of that person, on pro-rata basis for the firstten days from the date of absence of the person from duty will be made. In case theService Provider fails to provide suitable substitute(s) within ten days, additionalpenalty @ 1% of the total wage bill (excluding taxes) of that month will beimposed. The quantum of recovery will be decided by Secretary, NIOS which will befinal and binding on the Service Provider.6. Termination of the Contract: In case of any material violation of any of theterms and conditions by the Service Provider, the NIOS reserves its right to6

unilaterally terminate the contract. In case of any dispute, the decision of the Secretary,NIOS will be final and binding. In case of termination of the contract of the agency, theservices of the manpower provided by the agency will automatically deemed to beterminated and NIOS will not be liable for any claim made by either agency ormanpower.7. Revision of Wages: The service provider will ensure the revision of wages as and whenis revised by GOI.8. Statutory obligations: The Service Provider is required to deposit a valid license fromthe competent licensing authority under the provisions of Contract Labour(Regulation and Abolition) Act 1970 and Contract Labour (Regulation and Abolition)Central Rules, 1971 within 30 days of the date of the award of the contract. If theService Provider is refused a license for any reason whatsoever or fails to depositthe license within the stipulated period of 30 days, the contract shall automaticallystand terminated unless condoned by NIOS and the NIOS shall be at liberty torecover losses, if any, from the Service Provider.9. The Service Provider shall be obliged and solely responsible to comply with allstatutory requirements in respect of the manpower engaged by him and the NIOSshall not be a party to any dispute arising out of such deployment by the contractor.10. Security Considerations: The persons deployed by the Agency should not have anyPolice record/criminal cases against them and they should be deployed after policeverification and Medical fitness. The agency should make adequate enquiries aboutthe character and antecedents of the persons whom they are recommending.The persons worked with NIOS shall have to maintained secrecy of work11. Place of Duty Working Hours and Punctuality.a) The NIOS offices at NCR/Delhi, Pune, Gandhi Nagar, Allahabad, Kolkatta,Hyderabad, Bhopal, Bangaluru, Bhubaneshwar, Guwahati, Dehradun, Kochi, Jaipur,Patna, Visakhapatnam, Chandigarh, Raipur,Ranchi, Chennai, Dharamshala, Karnal ,Srinagar or any other place in India.b) The working hours for the personnel shall be from 9.00 a.m. to 5.30 p.m with alunch break of half an hour from 1.00 p.m. to 1.30 p.m. Proportionate wages shallbe paid for extra work beyond the prescribed duty hours as well as on holidays. TheNIOS observes five day week schedulec) The manpower so deployed shall have to adhere to the biometric punctualitystrictly. Late arrivals, early departures and short leaves shall not be permitted.d) If need arises, the Staff shall have to sit late or come early or attend the Office evenon Saturday/Sunday/Gazetted Holidays (as per work requirements).For working in the office beyond office hours for period exceeding one hour or onSaturday/Sunday/Gazetted Holidays, payment will be on hourly basis.e) Tenderers must quote rates for eight hours duty and on hourly basis for extrahours/holidays.12. For interview and skill test the Service Provider has to send a list of candidates threetimes of the requirements (3x1) one week time from the date of placing the order.7

13. The responsibility of statutory/compulsory deductions like EPF/Income Tax/ServiceTax etc. will be of the Firm/Supplier. No extra payment shall be made by the NIOS.14. The personnel may also be required to perform outstation duties. Rates of DailyAllowance for outstation tours shall be at par with the corresponding category of regularemployees at the minimum pay level.15. The copies of appointment letter issued to the personnel deployed in the NIOS shall beprovided to the NIOS.16. The Service Provider will provide to the NIOS a list of all personnel so deployedwith permanent and present address alongwith their photographs. The characterverifications of the personnel through local police should be furnished at the timeof deployment.17. The Service Provider shall be responsible for all acts of NIOS and omission on thepart of the manpower engaged for the purpose. The NIOS shall not be responsible inany manner, whatsoever, in matters of injury/death/health etc. of the ServiceProvider’s employees performing duties under the contract.18. It shall be responsibility of the Service Provider to issue the employmentcard/photo/identity card to the workers as per the prescribed format and maintainthe muster roll, the wage register and other registers as provided in the ContractLabour(Regulation & Abolition) Act.19. The NIOS has the right to ask to change/replace the personnel at any point of timewithout assigning any reasons.20. The Agency shall arrange such facilities like EPF and ESI as provided for in theContract Labour (Regulation and Abolition) Act, 1970 for the welfare and healthof the workers deployed with the NIOS.21. The Service Provider shall replace immediately any of its personnel, if they areunacceptable to the NIOS because of security risk, incompetence, conflict ofinterest and breach of confidentiality or frequent absence from duty/misconduct onthe part of the manpower supplied by the agency, upon receiving written noticefrom NIOS.22. The Service Provider shall provide a substitute well in advance if there is any probabilityof the person leaving the job due to his/her own personal reasons. The payment inrespect of the overlapping period of the substitute shall be the responsibility ofthe Service Provider.23. The NIOS shall not be liable for any loss, damage, theft, burglary or robbery of anypersonal belongings, equipments or vehicles of the personnel of the Service Provider.24. The Service Provider will be responsible for any damages done to the propertyof the NIOS by the personnel so employed. The NIOS will be free to recover itfrom the Security deposit given by the Agency or from any other dues.25. The Service Provider’s personnel working in NIOS should be polite, cordial,positive and efficient while handling the assigned work and their actions shallpromote good will and enhance the image of the NIOS. The Service Provider8

shall be responsible for any act of indiscipline on the part of persons deployed by him.26. The Service Provider shall ensure proper conduct of his persons in officepremises, and enforce prohibition of consumption of alcoholic drinks, paan,smoking, loitering without work etc.27. The Service Provider’s personnel shall not divulge or disclose to any person, anydetails of office, operational process, technical know-how, security arrangements,administrative/organizational matters as all are of confidential/secret nature.28. The Service Provider’s person shall not have any right to claim anybenefit/ compensation/absorption/regularization of services with the NIOS under theprovision of Industrial Disputes Act, 1947 or Contract Labour (Regulation &Abolition) Act, 1970. Undertaking from the person to this effect will be required tobe submitted by the Service Provider to this office.29. Any dispute regarding working hours and regarding compensation to be paid tothe workers deployed will be the responsibility of the Service Provider and norepresentation will be entertained on this issue by the NIOS.30. The transportation, food, medical and other statutory requirement in respect ofeach personnel of the Service Provider will be the responsibility of the ServiceProvider and the NIOS will not entertain any claim in this regard.31. The Service Provider shall be contactable at all times and message sent by e-mail/Fax/Special Messenger from NIOS to the Service Provider shall beacknowledged immediately on receipt on the same day.32. The Service Provider will provide a Manager who will be responsible for punctuality,discipline and functioning of outsourced staff deployed in NIOS and will work asLiaison Officer between NIOS and the Service Provider. This arrangement will be atthe cost of Service Provider and no extra payment will be made in this regard byNIOS.33. Law governing the Contract:-i) The contract shall be governed by the law of the land (India) for the time being inforce.ii)Irrespective, of the place of delivery, the place of performance or place ofpayment under the contract, the contract shall be deemed to have been made atthe place from which the acceptance of tender has been issued.34. Jurisdiction of Court:-i) The High Courts of Allahabad alone shall have the jurisdiction to decide anydispute arising out of or in respect of this contract.ii)In the event of any dispute, differences, and questions arising out of or in anyway touching or concerning those present or the subject matter hereof or therespective right duties of liabilities of the parties under or in respect of thisTender (except those the decision whereof is otherwise herein provided for) shall9

e referred to the arbitrator appointed by the Chairman, NIOS whose decisionwill be final and binding on the parties. The award of the arbitrator so appointedshall be final and binding on the parties. The provisions of the Arbitrator andConciliation Act, 1996 shall apply. The venue of the arbitration shall beDelhi/Noida only.***10

Annexure – IIITechnical Bid Format providing Multi Tasking AssistantS.No. Requirement Documents to be attached1 Company profile-Name of the firm and registered address Status-Partnership/Incorporated/proprietary/others – Copy of registration certificate tobe attachedName, Designation and Address of authorized Officer2 Past experience and performance on similar work done for theGovernment of India Departments/Statutory Bodies/PSUs/PrivateSectors for last five years. (A list of such organizations withtelephone no. of concerned officer, with details of manpowerprovided and period may be provided).3 The Service Provider should have experience of providing suchservices on sufficiently large scale. The agency should havecompleted five such works where it has provided at least 100persons in each organization during the last five years. Thename/s of such organizations copies of final work orders along withnumber of persons deployed category wise may be submitted.4 The Service Provide should have a valid license from thecompetent licensing authority under the provisions of ContractLabour (Regulation and Abolition) Act, 1970 and ContractLabour (Regulation and Abolition) Central Rules, 1971. Pleaseproduce proof.5 The details of facilities available, physical as well asmanpower, including reserves, arrangement for skill/knowledgetesting of manpower, before deployment by the serviceprovider.6 The provision of training facilities/up gradation of skills of thepersons deployed by the service provider, if any.(Explain indetails)7 Firm should be registered with E.S.I., EPF, Income Tax (PAN), andfor Service Tax with Govt. Authorities. Copy of each registrationshould be attached.8 The firm should have an office in Delhi/NCR and 19 RegionalCentres or should be able to provide manpower at NCR/Delhi, Pune,Gandhi Nagar, Allahabad, Kolkatta, Hyderabad, Bhopal, Bangaluru,Bhubaneshwar, Guwahati, Dehradun, Kochi, Jaipur, Patna,Visakhapatnam, Chandigarh, Raipur, Ranchi, Chennai Dharamshala,Karnal, Srinagar etc..9 The turnover of the firm from similar services using last 3financial years 2009-10, 2010-11 and 2011-12 should not beless than Rs. One Crore per annum. Please indicate figures and tobe substantiated through Income Tax Certificate.PAN/ST/TIN/VAT No./EPF Registration/annual report (BalanceSheet & P/L A/c.) for the last 3 years. Please produce proof.11

10 The manpower deployed by the service provider shall be lessthan 18 years in age.11 Please confirm Acceptance of terms and conditions at Annexure-II.13 Demand Draft for Earnest Money Deposit attached. Please givename of Bank, DD or Pay Order No. And date with amount.14 Any other information to establish financial worth and technicalcompetency and credibility of the firm.15 Authorization letter for authorised signatory/Representative Officerof the firm.I/We hereby accepted all the terms and conditions of the Tender as contained in the TenderDocument.SignatureSeal of the firm/ company12

Financial Bid FormatAnnexure IVNote:1. To be filled in with utmost care and after fully understanding the requirements and terms andconditions.2. No overwriting or erasing etc. are allowed.3. Minimum Wages as per Government of India rates be quoted with EPF, ESI, Service charges and ServiceTax.Sl.NoCategory1. Multi TaskingAssistantMinimumWages as perGovernmentof India ratesbe quoted.(All inclusive)(a)EPF @13.61% uptoRs. 6500/-(b)ESI @ 4.75%Upto Rs.10,000/-(c)ServiceCharge/Admncharge payableto the contractor(d)Service Tax12.36%(e)Total(a+b+b+c+d+e)* Service provider will be required to provide manpower at NIOS offices at Noida/Delhi and all 19 otherRegional Centres/Sub Regional Centres situated at Pune, Gandhi Nagar, Allahabad, Kolkatta, Hyderabad,Bhopal, Bangaluru, Bhubaneshwar, Guwahati, Dehradun, Kochi, Jaipur, Patna, Visakhapatnam, Chandigarh,Raipur, Ranchi, Chennai Dharamshala, Karnal, Srinagar or any other place in India.Rates to be strictly quoted in the above format only and conditional bid shall summarily be rejected.I/We hereby accepted all the terms and conditions of the Tender as contained in the Tender Document.Signature ________________Name ___________________Seal/Stamp of the Agency ____________________13

National Institute of Open Schooling(An autonomous organisation under MHRD, Govt. of India)A-24-25, Institutional Area, NH-24, Sector-62, Noida-201309District-Gautam Buddha Nagar (U.P)Tender Notice for providing manpowerNIOS invites sealed tenders from well established firms/registered serviceproviders for providing Multi-Tasking Assistant manpower on outsourcingbasis.Tender proforma for aforesaid is available at NIOS website: www.nios.ac.inor can be purchased from Section Officer (Personnel) on payment of Rupeesfive Hundred only. Interested firms/service providers may submit theirtender in the sealed cover on the aforesaid address latest by31 st May, 2013 by 2.30 P.M.Secretary14