RFP for Housekeeping Service for STPI- Mumbai and Sub Centers

Software Technology Parks of India - Mumbai
(An Autonomous Society under Dept. of Electronic & Information Technology,
Ministry of Communications & Information Technology,
Government of India) Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai- 400 705, India.
RFP for Housekeeping Service for STPI-
Mumbai and Sub Centers.
Tender No : STPIM/Pur/08/2012-13
Date : 03.01.2013
Due Date & Time : 29.01.2013 at 1500 Hrs.
Date of Opening& Time : 29.01.2013 at 1600 Hrs.

Subject: Providing of House Keeping Service at STPI-Mumbai and Sub Centers.
Software Technology Parks of India, an Autonomous Society of the Ministry of
Communications and Information Technology, Government of India, invites sealed
tenders from experienced service providers for House keeping services for the
Offices located at following Centers.
i) Mumbai
ii) Aurangabad
iii) Nagpur
iv) Nashik
v) Pune
vi) Kolhapur
Interested parties will be provided with an opportunity to inspect the premises at the
address mentioned above during 10:00 hrs and 15:00 hrs from 7 th January, 2013 to
14 th January, 2013 and the tender document can be downloaded from website
www.mah.stpi.in or http://eprocure.gov.in
BID SUBMISSION:
The sealed tender bids must reach to below address , complete in all respects, latest
by 1500 hrs on 29.01.2013.
Software Technology Parks of India - Mumbai
(An Autonomous Society under Dept. of Electronic &Information Technology,
Ministry of Communications & Information Technology,
Government of India) Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai- 400 705, India
The tenders should be submitted in two parts in separate sealed envelopes.
Part I should comprise acceptance of our terms & conditions of contract, form of
particulars duly filed in, copy of IT PAN Card, Service Tax Registration No
registration certificates issued under labour laws, follow minimum wage act,
professional tax laws, Shops and Establishment Acts allotted by the concerned
authorities, Copy of the Service Tax Registration certificate, Earnest Money Deposit
of Rs.35,000/- (Rupees Thirty Five Thousand only) and other supporting documents
indicating the proof of having provided similar services to Govt. Departments /
Public sector Undertakings / IT organizations. The contract agency should submit
their previous 3 yrs. IT returns.
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Part II should be the price offer to be submitted separately in a sealed envelope. The
price offer will be considered only of those parties who submitted all documents
indicated in check list of Part I of tender and are found competent on the basis of
information submitted in Part I.
Both the envelopes should be securely sealed and stamped separately and clearly
marked as “Envelope No. 1- EMD, Eligibility Criteria and “Envelope No. 2-
Commercial Bid” respectively. Both the sealed envelopes should be placed in a third
larger envelope clearly mentioning Tender for Providing House Keeping Service and
to be submitted to the address given below so as to reach them on or before
29.01.2013 by 1500 hrs.
The envelopes must be super-scribed with the following information:
Tender Reference Number
Due Date
Name of the Bidder
Tenderers / Bidders are requested to submit their most competitive rates. It may
please be noted that incomplete tenders will NOT be accepted.
1. The validity of contract will be for 2 years from the date of work order . However
initially , the work order will be placed for one year i.e 12 months, depending upon
the satisfactory service the contract may be extended for another year. i.e 12 months.
2. The decision taken by STPI-M regarding fitness of works shall be final and will be
binding on the successful tenderer/bidder.
3. The rates quoted in the tender should be exclusive of taxes (All taxes should be
shown separately). All the necessary deductions on account of Income Tax or any
other applicable if any will be deducted at source, as per Govt. rules from the bills
submitted by the service provider and necessary TDS certificates will be issued.
4. STPI-M reserves the right to cancel/withdraw the bid without assigning any
reasons for such decision. STPI-M also reserves the right to award to any bidder or
cancel the orders issued to any bidder without assigning any reason thereof. Such
decision will not incur any liability whatsoever on the part of STPI-M consequently.
5. Bidders should not be under a declaration of ineligibility for corrupt and
fraudulent practices.
6. Bidders shall adhere to the procedure and processes laid down in this document
and shall follow fair and ethical practices of trade.
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7. Deadline for Submission of Bids
a. Bids must be received by STPI-M before the time due, date and address
specified in the tender. In the event of the specified date for the
submission of bids being declared as a holiday for STPI-M, the bid-closing
deadline will stand extended to the next working day.
b. STPI-M may extend this deadline for submission of bids by amending the
bid documents. This will be suitably notified in the media.
8. Late Bids
a. Any bid inadvertently received by STPI-M after the deadline for
submission of bids, will not be accepted and returned unopened to the
bidder.
b. The bid can be submitted in person or through post / courier (shall not be
responsible for any postal delays resulting in disqualification / rejection of
any bid) so as to reach STPI-M on or before the due date and time.
9. STPI-M reserves the right to accept the offer in full or in parts or reject
summarily.
10. Comparison of Bids
STPI-M will compare the bids, from the short listed bidders.
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GENERAL TERMS AND CONDITIONS OF TENDER & CONTRACT
PART-I
1. The tender should be submitted in sealed cover addressed as under, so as to reach
STPI-M not later than 1500 hrs on 29.01.2013
The Director
Software Technology Parks of India
Tower#7, Floor#6, International Infotech Park,
Vashi Railway Station-cum-Commercial Complex,
Vashi, Navi Mumbai- 400 705, India.
2. Period of validity of bids
a. The tender given should be kept open for the acceptance by STPI-Mumbai
for three months (90 Days) from last date fixed for submission of tender.
b. STPI-Mumbai may ask for the bidder’s consent to extend the period of
validity. Such request and the response shall be made in writing only. The
bidder is free not to accept such request without forfeiting the EMD. A
bidder agreeing to the request for extension will not be permitted to
modify his bid.
c. Bid evaluation will be based on the bid prices without taking into
consideration the above corrections.
3. Only net rates with break-up should be quoted for the period of the arrangement.
Tenderers/bidders are advised to exercise greatest care in offering the rates. No
excuse or excuse for negotiations, altering rates or corrections will be entertained
after the quotations are opened. All corrections, if any should be initiated by the
persons signing the tender form.
4. Quotations should be for providing of the House Keeping services.
5. The validity of contract will be for 2 Years from the date of Work Order. No
escalation in the price will be entertained for 2 years.
6. STPI-M shall be at liberty to terminate the contract:
a. If STPI-M is not satisfied with the services rendered in respect of which its
opinion is final and binding on the successful bidder and in such case
STPI-M will have opinion to allow any other agency to provide services as
per STPI-M’s requirement at the cost of the concerned tenderer.
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. STPI-M will have full rights to terminate the contract and award any
portion of the contract to any other agency at any stage in case of breach of
contract.
7. Earnest Money Deposit (EMD)
a. The tender documents must be accompanied by Earnest Money Deposit
of Rs.35,000.00/- in the form of a Demand Draft drawn on any schedule /
Nationalized Bank in favour of Software Technology Parks of India
payable at Mumbai
Bids submitted without EMD will stand rejected. EMD will not be
accepted in the form of cash / cheque or any other form than Demand
Draft. No interest is payable on EMD.
b. The EMD will be returned to the bidder(s) whose offer is not accepted by
STPI-M within one month from the date of the placing of the final order(s)
on the selected bidder(s). In case of the bidder(s) whose offer is accepted,
the EMD amount will be converted as Security deposit till the contract is
in force.
c. Any claims for the breech in duty and for damage against the duty would
be adjusted by raising a debit not during the period of contract or adjusted
against the security deposit at the end of the contract.
d. However if the return of EMD is delayed for any reason, no interest /
penalty shall be payable to the bidder.
e. The successful bidder, on award of contract / order, must send the
contract/order acceptance in writing, within 7 days of award of
contract/order, failing which the EMD will be forfeited.
f. The EMD shall be forfeited: If the bidder withdraws the bid during the
period of bid validity specified in the tender.
8. The successful tenderer/service provider shall submit their bills, in duplicate to
the STPI-M, along with the service reports duly endorsed by the Administration
Department. Also along with the bills Service Report, PF remittance form – previous
month, ESI form – previous month, Service Tax remittance challan previous month /
quarter, Profession tax monthly return forms to be attached. Payment will be made
after submission of the bills before 15 th of every month.
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9. After the quotations are accepted and the arrangement of contract finalized, the
successful tenderer/bidder will be expected to ensure prompt services of providing
manpower throughout the period of the contract as per orders given by STPI-M. In
case of their failure to do so, STPI-M will be free to make alternative arrangements at
the risk and costs of the concerned successful/bidder.
10. If services are found to be unsatisfactory or if STPI-M is satisfied that the services
are not satisfactory as per orders, STPI-M shall be at liberty to terminate the contract
arrangement with immediate effect. The decision of STPI-M in this regard is final
and binding on the service provider. STPI-M as its sole discretion can terminate the
contract without assigning any reason whatsoever by giving 30 days notice to the
contractor.
11. If at any time during currency of the contract, STPI-M finds that
a. The service provider’s services are found unsatisfactory,
OR
b. The service provider is involved in incorrect billing, STPI-M will be at
liberty to obtain the services covered under this contract from alternative
source (s) at the contractor’s risk and costs.
12. If any change takes place, STPI-M may, at its sole discretion, terminate the
contract arrangement on such notice as STPI-M deems fit except when such change is
accepted by STPI-M for the purpose of fulfillment of the accepted tender.
13. The tender should be accompanied by A/c. payee Demand Draft in favour of
Software Technology Parks of India Mumbai, payable at Mumbai for Rs. 35,000/-
(Rupees Thirty five thousand only) as Earnest Money Deposit in technical bid.
14. The contracts concluded by STPI-M are subjected to the final approval of their
Management.
15. Interpretation of the clauses in the Tender Document / Contract Document
In case of any ambiguity / dispute in the interpretation of any of the clauses in this
Tender Document, The Director, STPI-M’s interpretation of the clauses shall be
final and binding on all parties.
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AWARD OF CONTRACT
16. Award Criteria
a. STPI-M shall award the contract to the eligible bidder whose bid has been
determined as the lowest evaluated commercial bid.
b. If more than one bidder happens to quote the same lowest price, STPI-M
reserves the right to award the contract to more than on bidder.
17. STPI-M reserves the right to award the contract partly or wholly to one or more
tenderers.
ELIGIBILITY CRITERIA
1. The Contractor should have executed similar type of contracts with govt.
organization. The copy of work orders may be attached in the technical bid.
2. The contract agency should have at least a minimum of 50 employees
working.(Attendance list of employees for 3 months may be attached along
with technical bid)
The agency must have office in Maharashtra i.e Mumbai /Pune/Kolhapur/ Nashik
/Aurangabad /Nagpur.
We agree to abide by the above terms and conditions.
(Signature of the Tenderer/Bidder with Rubber-Stamp of the Firm)
P.S.
1. Please return this form along with supporting documents /
certificates and the Form of Particulars duly signed along with the
Tender form.
2. No Tender will be considered without E.M.D. and other essential
documents indicated in the check-list of Part-1.
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3. The enclosures submitted in Part-1 of the Tender should be serially
numbered and all pages should be signed by the Tenderer.
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Part-II
Detailed Terms and conditions for providing House Keeping Services in the STPI-
Mumbai, Premises and Regional Centers.
1. In order to ensure that the fulfillment of statutory obligations, contractor shall
ensure that the payment of Wages to the workmen of the contractor is made in the
presence of a representative nominated by STPI-Mumbai.
2. The contractor shall issue the identity cards to his workmen on his own cost and
shall be duly intimating in writing, the caretaking cell as and when there is any
change.
3. The contractor shall ensure to provide an alternate qualified manpower or replace
with a stand-by in case of any of the regular staff deployed is absent or leave for
more than 3 days.
4. The Contractor shall be responsible for the safety of all the items of furniture,
plants, office equipment and other fittings provided in the premises and shall be
liable to make good of any loss to the same if damaged during the execution of their
duties which shall be recoverable from his monthly bill or other dues payable to the
contractor by the company.
5. The Monthly bills for the service shall be submitted by the contractor based on the
House Keeping services provided during the month before 3 rd of every month and
the same will be settled by STPI-M before 15 th of every month.
6. The contractor should deploy the personnel after screening from Administration
department, STPI-M.
7. The Contractor shall ensure that the workmen deployed by him behave decently
and do not indulge themselves in any such activities, which are unbecoming on the
part of the person working in the Government Office.
8. The Contractor shall be responsible for the good conduct and behavior of his
employees. If any employee of the Contractor is found misbehaving with the
supervisory staff or any other staff member, the Contractor shall terminate the
services of such employees at their own risk and responsibility on the
recommendation of The Director or any other Officer designated by the Director,
STPI-M. The Contractor shall issue necessary instruction to its employees to act
upon the instructions given by the supervisory Staff of the Centre.
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Annexure ‘A’
COMMERCIAL BID
House Keeping Service requirements at STPI-Mumbai, Pune, Nagpur, Kolhapur,
Nasik and Aurangabad
Sl.
No
.
01
Name of the
Post
House
Keeping
Boys
Qty.& Location
7 Nos. at STPI-Mumbai
9 Nos. at STPI-Pune
2 Nos. at STPI Nahsik
1 No. at STPI Aurangabad
1 No. at STPI Kolhapur
Cost per
manpower in
Rs.
Total Cost
per Person in
Rs. figures
Total
Cost per
Person
in Rs.
Words.
2 Nos. at STPI-Nagpur
02 Pantry Boy 1 No. at STPI-Pune
03 Gardener
2Nos. at STPI-Pune
1 No. at STPI-Kolhapur
1No. at STPI-Aurangabad
1 No. at STPI-Nagpur
TOTAL
The Manpower Requirement may vary and will be on requirement basis. The final
Nos. of Manpower will be decided by STPI-Mumbai on finalizing the work order.
The prices should be quoted both in figures and words. Whichever the lowest
shall be considered
We agree to abide by the above terms and conditions.
(Signature of the Tenderer/Bidder with Rubber-Stamp of the Firm)
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