1 st tender notice for house keeping services...

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LIC of India, Delhi Divisional Office-I, Jeevan Prakash, 25, K.G.Marg, New Delhi-110001

Tel: 28844129, Fax: 23355815, E-mail:[email protected]

1st November, 2011

TENDER NOTICE FOR HOUSE KEEPING SERVICES

LIC of India, Delhi Divisional Office-I invites sealed tenders in two bid system from established House Keeping Agencies in Delhi and NCR for house keeping work at the Offices under its control. The agency should have minimum annual turnover of Rs.50 lakhs during any one of the last three years and experience of having executing an order of one client (PSU/Bank/Govt. Dept.) worth Rs.25 lakhs for any one of the last three years. For complete details and formats of Tender Document please log on to LIC of India’s website www.licindia.in Tender Document downloaded from website shall accompany a D.D / Pay Order of Rs.500/- towards non refundable application money and Rs.25, 000/- towards EMD at the time of submission of the tender document. Date of issue of Tender Notice: 01.11.2011 Last date for receipt of tenders : 22.11.2011 up to 15.00 hrs Opening of tenders received : 22.11.2011 at 15.30 hrs Application Fees : Rs.500/- (In the form of DD/Pay Order drawn in favour of LIC of India payable at New Delhi if the Tender Document is downloaded from website. In the form of cash if the tender document is obtained from the Office of the Manager (OS), LIC of India, Divisional Office-I, New Delhi) Earnest Money Deposit Rs.25000/- (In the form of DD/Pay Order drawn in favour of LIC of India payable at New Delhi) No brokers/intermediaries shall be entertained. The Life Insurance Corporation of India reserves the right to reject any /all tenders without assigning any reason thereof. Sr. Divisional Manager

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1. GENERAL INFORMATION

General information pertaining to the tender is given below:

1.1 Brief description of Scope of Work

Maintaining cleanliness in the building premises of Delhi DO-I, its Depts. and in Branch Offices under its jurisdiction which includes cleaning of rooms, halls including all furniture and fixtures, glass panes, corridors/Lift Lobby area, stores, toilets, water cooler areas, staircases, anything and everything up to ceiling height, ceiling, roof, fire exit staircases, pathways, boundary walls, basement etc. with suitable cleaning chemicals, manually, mechanically, and/or by electrically operated equipments/machines; collection and consolidation of garbage; and other petty works involving manual labour, through a minimum specified manpower, on all stipulated days, during stipulated hours as detailed at Annexure A to C.

1.2 Minimum Manpower to be deputed

Team of 14 Housemen (including 1 woman) and 1 Supervisor for Jeevan Prakash Bldg, 2 Housemen for other offices of D.O. and 29 Housemen for 29 Branch Offices (one each for each Branch Office).

1.3 Minimum plant and machinery to be placed in the Division premises in working condition

1. Vacuum Cleaners with accessories- 1 No (One) 2. Floor Scrubber Single Disc – 1 No (One)

1.4 Contract Period One year from date of commencement of work subject to further extension on same terms and conditions with mutual agreement by both the parties.

1.5 Earnest Money Deposit (EMD)

Rs. 25,000/-(Twenty Five Thousand Only)

1.6 Mode of E.M.D. Demand Draft/Pay Order issued by Nationalized/Scheduled Banks drawn in favour of LIC OF INDIA, payable at New Delhi.

1.7 Performance Security Deposit

7.5% of the gross amount of each running account bills shall be deducted and accumulated till the sum equals the total Performance Security Deposit amounting to 7.5% of annualized contract value

1.8 Validity of Performance Security Deposit.

Up to 60 days after expiry of the Contract.

1.9 Period (Date & Time) of issue of Tender Document

From 01.11.2011 (10.00 hrs.) to 22.11.2011 (14.45 hrs.)

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1.10 Date & Time of Closure of Tender

22.11.2011 at 15-00 hrs.

1.11 Date & Time of Opening of Tender

22.11.2011 at 15-30 hrs.

1.12 Bid Validity 90 days from last date of submission of tender

1.13 Deposit of Tender Documents

Sealed tender documents to be dropped in tender box kept at LIC ofIndia, OS Dept. 4th Floor, “Jeevan Prakash”, 25, K.G.Marg, New Delhi-110001 till specified date and time as in 1.10.

1.14 Period of commencement of Work

LIC will provide the contractor 21 days for mobilization of resources on his part after the issue of Notification of Award. Contractor shall be required to commence operations from the Ist day of the subsequent month immediately following the 21 days period as aforesaid. Failure to do so, shall attract penalty of 15% of the annualized contract value per month (part of the month shall be treated as full month). This would continue till such time the penalty value equals EMD.

2. SCOPE OF WORK

2.1 The Delhi Divisional Office-I consists of Divisional Office and 29 Branch Offices under its jurisdiction. The Divisional Office is housed at “Jeevan Prakash” Building. This multi storied building has 11 floors including Ground floor and a basement. LIC offices are housed up to 8th floor only. The building has halls, rooms, corridors, staircases, roofs, fire exit staircase, canteen, reception area, toilet blocks, lift lobbies, open areas, basement etc. Outside the building within its boundary walls are parking areas, pathways, etc. The entire area of LIC offices up to 8th floor & Lift Lobby area and Staircases up to 11th floor ,open areas within the boundary walls, basement and fire exit staircase in Jeevan Prakash Bldg., and Branch Offices under the jurisdiction of Delhi DO-I are included for the purpose of “Scope of Work” under this contract.

2.2 The “Scope of Work” under this contract covers the following activities while periodicity of various activities and other details are defined in Annexure A to C.

2.2.1 In Jeevan Prakash Building:

2.2.1.1 Total cleaning (dry) with broom, of all the floors, including the basement, corridors, open spaces, staircases, fire exit staircases, canteen, reception area, toilet blocks, water cooler areas, lift lobbies, open areas within the boundary walls & roofs etc. as detailed above in para 2.1. The entire building area housing the LIC offices (excluding the basement, roofs, open and Car Parking areas), main entrance, corridors, staircases up to 11th Floor, canteen, reception, toilet blocks, lift lobbies etc. will have to be cleaned, additionally, by wet mopping (pocha).

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2.2.1.2 Dusting of furniture, cupboards, telephones, computer peripherals, fax, photocopy machines and other such equipment with dry and moist cloth.

2.2.1.3 Vacuum cleaning of carpets, curtains, sofas, etc.

2.2.1.4 Thorough cleaning of toilet blocks including cleaning of WCs, Urinals, Washbasins, looking glasses, sanitary fittings, etc.

2.2.1.5. Cleaning of window panes, frames, grills, etc.

2.2.1.6. Cleaning of walls and ceilings for removal of dust and cobwebs etc. This would include posters, paintings, boards, etc. hanging on the walls.

2.2.1.7. Cleaning of dustbins, buckets, etc.

2.2.1.8 Brass polishing of name plates, handles, etc.

2.2.1.9 Provision of air freshener sprays in the rooms of Managers.

2.2.1.10 Providing small soaps/liquid soap in soap dispensers wherever needed, in sufficient quantity, based on consumption/need, at all times in all the toilet blocks in the building.

2.2.1.11 Cleaning (dry) of Car Parking Area and the entire premises within the boundary walls of the building and the basement with the help of suitable brooms & other equipment. Cleaning with water to be done on a periodical basis as stipulated, including the boundary walls.

2.2.1.12 Collection/Removal of waste & garbage from the premises and dumping it at the designated

place outside the building in the garbage dump provided by the New Delhi Municipal Corporation..

2. 2.2. In Branch Offices and other offices of Delhi DO-I.

All applicable points as per the requirement of office/Branch Office as mentioned above in 2.2.1 above.

2.2.3 Miscellaneous: Any other petty work as directed by LIC officials from time to time.

3. TERMS & CONDITIONS GOVERNING THE CONTRACT

3.1 Compliance of Statutory Provisions, Laws, Rules, Orders, Notifications, etc. issued by Government from time to time

3.1.1 The Contractor shall at his own cost comply with all the statutory provisions, laws, rules, orders, notifications, etc. whether issued by Central or State or Local Government as applicable to him and to this contract from time to time while discharging his

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responsibilities under this contract and indemnify the Life Insurance Corporation of India against any loss which accrues to LIC of India directly or indirectly on account of discharge of his responsibilities under this contract. These Acts/Rules/Laws etc. include without limitation to the followings:

3.1.1.1 The Minimum Wages Act, 1948, Rules, Orders, and Notifications, etc. issued there under from time to time.

3.1.1.2 The Workmen’s Compensation Act, 1923, with Rules, Orders and Notifications, etc. issued there under from time to time.

3.1.1.3 Labour and Employment Act, 1972, with Rules, Orders and Notifications, etc. issued there under from time to time. 3.1.1.4 The Factories Act, 1948, or the Shops and Establishment Act, whichever is applicable

with Rules, Orders, and Notifications, etc. issued there under from time to time. 3.1.1.5 Contract Labour (Regulation and Abolition) Act, 1970, with Rules, Orders, and

Notifications, etc. issued there under from time to time. 3.1.1.6 The Payment of Wages Act, 1936, with Rules, Orders, and Notifications, etc. issued there

under from time to time. 3.1.1.7 The Employees Provident Fund & Miscellaneous Provisions Act, 1952, with Rules,

Orders, and Notifications, etc. issued there under from time to time. 3.1.1.8 The Employees State Insurance Act, 1948, with Rules, Orders, and Notifications, etc.

issued there under from time to time. 3.1.1.9 The Interstate Migrant Workmen (Regulation of Employment and Condition of Service)

Act, 1979, and Central Rules framed there-under. 3.1.1.10 Child Labour Abolition and Rehabilitation Act, 2006, with Rules, Orders, and

Notifications, etc. issued there under from time to time. 3.1.2 This Contract is based on the principles of ‘Law of Contracts’. All personnel

deputed/employed for execution of this Contract by the Contractor shall be employees of the Contractor. LIC of India shall not have any liability to absorb them at any point of time nor can they claim any right for employment in LIC.

3.1.3 The Contractor shall maintain all records/registers required to be maintained by him under various laws including those mentioned above and produce the same before the Statutory Authorities whenever required. These shall among other things include the following:

3.1.3.1 Muster Roll

3.1.3.2 Register of Wages

3.1.3.3 Register of Deductions

3.1.3.4 Register of Fines

3.1.3.5 Wage Slip

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3.1.3.6 Register of Advances

3.1.4 The Contractor shall also submit periodical reports/returns to the various Statutory Authorities such as those stipulated under the Contract Labour (Regulation & Abolition) Act, 1970, Employees Provident Fund Act, Employees State Insurance Act, etc.

3.1.5 The Contractor shall not engage/employ persons below the age of 18 years.

3.1.6 The employees of the Contractor should be covered under ESI & PF and a copy of ESI and PF remittance of his employees deployed for fulfillment of this contract for the previous month should be attached while preferring his bills for the subsequent month. LIC of India may withhold payments to the Contractor if the Contractor fails to do so. Moreover, the Contractor shall make salary payments to its employees as per the payment of Minimum Wages Act . The Contractor has to ensure that engagement and payment of wages of persons are as per existing provisions of various labour laws and regulations as decided by concerned Labour Department. Any breach to any extent of law and regulations shall be deemed to be breach of this contract.

3.1.7 Contractor should display on the Notice Board showing rates of wages, no. of workers, details of payment of wages, name & address of inspector etc. as per relevant rules of Labour Laws.

3.1.8 The Contractor shall deal and settle the matter related with union leaders at his own end and

shall make sure that no labour problem is passed on to LIC of India.

3.1.9 In case any workman suffers any injury or meets with any accident while performing duty, the liability under Workmen’s Compensation Act or any other Law shall be borne fully by the Contractor and LIC of India shall not be liable for any claim for damages or compensation.

3.1.10 LIC of India shall not be responsible for any claim, whatsoever, against the Contractor from third party sources including claims, if any, from the men employed by the Contractor under this Contract.

3.1.11 The Contractor shall deploy full compliment of workmen under this contract at all times during the stipulated days and stipulated hours for execution of the work under this contract subject to the minimum specified manpower as stipulated in the contract, regulating their working hours and weekly off as per the statutory provisions. The Contractor shall be responsible for payment of overtime wages to his workmen, if any, in case they are required to work beyond the prescribed hours under law, at his own end.

3.1.12 The personnel deployed by the Contractor for the Housekeeping contract shall meet the following requirements:

3.1.12.1 Should be medically fit.

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3.1.12.2 Should possess good conduct and discipline.

3.1.12.3 Should understand Hindi

3.1.13 Contractor shall be fully responsible and liable if any person engaged/planned to be engaged by him for the purpose of this Contract is involved in any unlawful activity including theft, pilferage, sabotage, terrorism etc. while on duty, in LIC of India, under the provisions of this Contract. Contractor shall get the antecedents of all the persons engaged/planned to be engaged by him for the purpose of this Contract, verified from the Police Station concerned and produce a certificate in this regard to LIC of India. In case police verification for some of his employees/ workers is not available at any given time, the Contractor shall be required to certify that persons deployed by him are not involved in any unlawful activity including theft, pilferage, sabotage, terrorism etc and he is fully responsible for their conduct.

3.1.14 Contractor shall provide proper Identification Cards to his employees to be deputed by

him for work, duly signed by the Contractor or authorized person on behalf of Contractor. These Identification Cards should always be donned by the Staff of the Contractor while on duty under the provisions of this Contract.

3.1.15 In case LICI authorities are of the opinion that the competence or conduct (pertaining to reliability, behavior, etc.), of any of Contractor’s employees, while on or off the job, is detrimental to the interests of LIC of India, LICI shall have the unqualified right to request for the removal of such employee(s) and the Contractor shall be under obligation to replace him/them at his own risk and cost. Same provision will apply if any employee of contractor is suffering from any communicable disease(s).

3.1.16 The Contractor shall pay wages directly to his workmen/employees. The Contractor shall also ensure that no amount by way of commission or otherwise is deducted & recovered from their wages.

3.1.17 The Contractor shall ensure that the Supervisor is supervising all the jobs properly and attending to the complaints promptly and satisfactorily for taking corrective action. To ensure this, the supervisor shall be provided with a functional mobile handset so that he could be contacted immediately whenever required for rendering any assistance.

3.1.18 The Contractor shall provide uniform along with logo of the Contractor to each of its workmen/employees deployed for this Contract and ensure that they are properly attired with the uniform, shoes, etc. while being on duty. The non-compliance will be penalized accordingly and the decision of the competent authority will be final.

3.1.19 For successful implementation of the terms and conditions of this agreement, the staff employed by the Contractor shall be subject to inspection by the Officers of LIC of India and the Contractor shall be under obligation to assist in such exercise, whenever desired.

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3.1.20 The Contractor shall maintain a log book under Supervisor’s care in which daily attendance of his staff shall be marked to ensure that the desired number of persons have been engaged and are physically present on all stipulated days and during the entire duration of stipulated hours. This log book shall be shown to an authorized LICI representative at 10.00 AM daily and at any other time on demand. If at any point of time relevant entries are found missing/incomplete, LICI may treat such employees of the Contractor to be absent and take necessary action accordingly under the relevant provisions of this Contract.

3.1.21 Any of the Contractor’s employee going on leave, falling sick or not reporting on duty shall immediately be replaced by the Contractor at no additional expense.

3.1.22 The Contractor shall ensure that LICI property is not damaged due to his staff’s carelessness or through use of inappropriate cleaning material/methods etc. and in case of any damage or loss, the Contractor shall be liable to make good the loss. The decision of LICI as to the quantum and value of damage/loss shall be final and binding on the Contractor.

3.1.23 The Housekeeping requirements given in the Scope of Work are only indicative and not exhaustive. The decision of LICI authorities in this regard shall be final and binding on the Contractor.

3.1.24 Timely availability of all the men, materials and machinery at the building for housekeeping activity shall be the sole responsibility of the Contractor and in the event of his/her failure to do so, LIC of India reserves the right to get it done at the risk and cost of the Contractor. The expenditure so incurred by LIC of India shall be deducted from the payments due to the Contractor or from the Performance Security Deposit along with penalty, as deemed fit by LIC of India. The material to be used by the Contractor should be of reputed brands as mentioned in Annexure-C and approved by the authorized official of LIC of India, Delhi DO-I.

3.1.25 The Contractor shall take all necessary steps to ensure that due to housekeeping work, official work is not put to inconvenience during Office timings and there is no safety hazard/any other hazard at workplace.

3.1.26 Decision of LIC of India regarding satisfactory standard of cleanliness & hygiene will be final & binding on the Contractor.

3.1.27 The Contractor shall not authorize any other agency on sub-contract basis to perform the contract fully or partly for any period.

3.1.28 Contractor shall ensure performance of all the activities through his workmen/employees which have been listed under the “Scope of Work” and Annexure A to C of this tender document. He shall be under obligation to carry out any/all of the activities stipulated in the contract.

3.1.29 If the minimum specified manpower as per para 3.1.31 deployed by the Contractor, is found to be inadequate by LICI then the Contractor shall be under obligation to increase the

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manpower as directed by LICI. However in all such cases, LICI shall pay on pro-rata basis for such additional manpower deployed by the Contractor.

3.1.30 The Contractor shall place the following plant and machinery in the premises of the Department in working condition:

1. Vacuum Cleaners with accessories- 1 no. (One) 2. Floor Scrubber Single Disc – 1 nos. (One)

If any additional such machinery is needed on some occasion, then the Contractor shall arrange the same at no additional cost.

3.1.31 The team of 14 Housemen (including 1 woman) plus 1 Supervisor shall report on duty at 7.00 A.M. at Jeevan Prakash Bldg. on all stipulated days of the week. Their working hours will be from 7.00 A.M. to 4.00 P.M. (With 1 hr. lunch break from 1.00 PM to 2.00 PM). The timings of Branch Offices and other 2 Offices of the Divisional Office will be decided by the Office/Branch-in Charge. The team shall be responsible for cleaning up of the entire office preferably by 9.30 A.M. daily. The activities as specified in the Scope of Work, including Annexure A to C shall be performed six days of the week from Monday to Saturday. Out of the strength of 14 housemen, 2 housemen (including one lady) will be exclusively deployed for cleaning of all the toilets and water cooler blocks in the building on a continuous basis. This arrangement could, however, be changed at the sole discretion of LICI.

3.1.32 The bidder shall be bound by all the terms and conditions as laid down in the bidding document including all the Annexure, in toto.

3.1.33 Failure to comply with the conditions governing this Contract, shall subject the Contractor liable for penalty and Termination of Contract as stipulated in para 17 of this Tender Document.

4. INSTRUCTIONS TO BIDDERS

4.1 Earnest Money Deposit (EMD):

4.1.1 The tender must be accompanied by Earnest Money Deposit (EMD) of Rs. 25,000/- in the form of Demand Draft / Pay Order issued by a Nationalized/Scheduled Bank in favour of “LIFE INSURANCE CORPORATION OF INDIA”, payable at New Delhi as specified at para 1..5 & 1.6. Tenders received without Earnest Money Deposit (EMD) shall be rejected.

4.1.2 Earnest Money Deposit (EMD) is liable to be forfeited and bid is liable to the rejected, if the Bidder withdraws or amends impairs or derogates from the tender in any respect within the period of validity of the tender.

4.1.3 No interest shall be payable to the bidders against their EMDs.

4.2 Two Bid Offer

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The Offer will be two bid offer-Technical and Commercial. Both the parts must be submitted at the same time giving full particulars, but in separate sealed covers duly super-scribed as “Technical Bid for Housekeeping Services” and “Commercial Bid for Housekeeping Services”. Both these envelopes are to be kept in one big envelope which will be super-scribed as “Tender for Housekeeping Services”.

4.3 Technical Bid The Technical Bid should be complete in all respects and should contain all information asked for in this document. It should not contain any price information.

4.4 Proof of concept A Committee duly constituted by the Sr. Divisional Manager, LIC of India, Delhi DO-I shall visit the existing premises where the bidder is providing housekeeping services. Report of the Committee shall form a part of the technical qualification. 4.5 Commercial Bid The Commercial Bid will give all relevant information about the rate quoted by the bidder on lump sum basis per month (only in Indian rupees). The Commercial bid should be submitted in a separate sealed envelope super-scribed “Commercial Bid for Housekeeping Services”. The Commercial Bids of only those bidders who have qualified in the Technical Bid and short-listed on the basis of the report of the Committee (mentioned in 4.4 above) based upon proof of concept will be opened.

4.6 LIC of India reserves the right to seek any clarification from the bidders or waive any minor deviation in the provisions governing the contract at its sole discretion. 4.7 For better appreciation of `Scope of Work’ under this Contract, the bidders are advised

to visit the Jeevan Prakash Bldg, Offices of Delhi DO-I and its Branch Offices on any working day between 10.00 A.M. to 1.00 P.M after the issue of Tender and before the date of closure of this Tender.

4.8 The complete bid including the prices must be written by the bidder in indelible ink. Bids and/or prices written/filled in pencil shall be rejected.

4.9 The tender form should be legibly written quoting all relevant financial quotes, in words as well as figures, duly signed by Bidder with Seal of Agency/Firm. In case of difference between words and figures the amount mentioned in the words will be taken to be correct. All cuttings/ over writings should be countersigned and number of cuttings/ over writings should be indicated on each page.

4.10 Check-List as per Annexure-V needs to be submitted by all the bidders.

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4.11 Bids shall be submitted in the prescribed bid Proforma as per Annexure I to VII. . 4.12 The bidders are advised in their own interest to ensure that all the points brought out in the

checklist are complied with in their bid failing which; the offer is liable to be rejected.

4.13 The bid papers, duly filled in and complete in all respects shall be submitted together with requisite information and Annexure/Appendices. It shall be complete and free from ambiguity, change or interlineations.

4.14 The bidder has to sign each page of the tender document and put rubber stamp/seal below his signature on each page and put the tender in a sealed envelope. The bidder should indicate at the time of quoting against this tender their full postal addresses and telephone numbers.

4.15 Lump sum Prices/Rates quoted on per month basis by the bidder shall be valid and constant during the entire period of contract and will not be subject to any variation on any account whatsoever.

5. INCOME TAX LIABILITY

The Contractor will have to bear entire Income Tax liability both corporate and personal whatsoever at his own end and LIC of India shall in no way be under any obligation to bear it.

6. LAST DATE FOR SUBMISSION OF BIDS

The Bids must be submitted only at the address specified in para 1.13 of `General Information’ not later than 15.00 Hrs on the notified date of closing of the tender as per para 1.10. Offers sent by hand delivery should be put in the Tender Boxes at the specified office and location as per para 1.13 not later than 15.00 Hrs. on the specified date as aforesaid. Before dropping the tender in the Tender-Box, the bidders should ensure that official authorized to receive the tender has put his signature on the envelope and entered the tender in the “Tender Receiving Register” with Serial No.

7. LATE/WRONGLY DELIVERED BIDS

Bidders are advised in their own interest to ensure that their bids reach the specified office well before the closing date and time of the tender at the specified location. Any bid received after the stipulated dead line for submission of tenders or delivered at some other place/authority shall be liable to be rejected and decision of LIC of India shall be final and binding on all the bidders.

8. OPENING OF BIDS

The Technical Bids will be opened at 15.30 Hrs on the date of opening as indicated in para 1.11 of `General Information’. The bidder or his authorized representative may be present at the time of opening of bid on the specified date. In case of unscheduled holiday on the closing/opening of bid, the next working day will be treated as scheduled prescribed day of closing/opening of bid; the time notified remaining the same.

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10. NON CONFIRMATION TO STIPULATIONS OR SPECIFICATIONS

Every bidder must note that his/her Bid shall be liable to be rejected in case the tender stipulations are not complied with strictly or the services offered do not conform to the required specifications indicated therein.

11. RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS.

The Sr. Divisional Manager, LIC of India, Delhi Divisional Office-I, reserves the right to reject, accept or prefer any bid and to annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the ground for its actions and decisions. The Sr. Divisional Manager, LIC of India, Delhi Divisional Office-I also reserves to himself the right to accept any bid in part or split the contract between two or more bidders.

12. PERFORMANCE SECURITY

12.1 7.5% of the gross amount of each running account bills shall be deducted and accumulated till the sum equals the total Performance Security Deposit amounting to 7.5% of the annualized contract value. 12.2 Performance Security shall be valid up to 60 days after the expiry of the Contract. 12.3 In case the Contractor fails to provide satisfactory services within the validity of the Contract, the Performance Security Deposit is liable to be forfeited, without prejudice to other remedies at the sole discretion of Competent Authority of LIC of India. 12.4 No interest will be payable by LIC of India to the Contractor on the Performance Security Deposit.

13. PERIOD OF CONTRACT

Contract shall be valid for one year from the date of the commencement of the work as per para 1.4, subject to further extension on same terms and conditions with mutual agreement by both the parties. If, however, the Contractor does not wish to continue with the Contract, he shall be under obligation to inform LIC of India, three months in advance of the date of expiry of the Contract. If he fails to do so, he shall be under obligation to continue up to 3 months after the scheduled expiry of contract or award of a new contract whichever is earlier, on the same Terms & Conditions as provided in this Contract. However, at any point of time, if the services rendered by the Contractor are not found satisfactory, the contract may be terminated by LIC of India by serving a notice of one month.

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14. MOBILISATION PERIOD

On receipt of work order, successful bidder shall be required to mobilize all resources for commencement of `Housekeeping’ services. LIC of India will provide the contractor 21 days for mobilization of resources on his part after the issue of work order. The Contractor shall be required to commence operation from the Ist day of the subsequent month immediately following the 21 days period as aforesaid. Failure to do so, shall attract penalty of 15% of the annualized contract value per month (part of the month shall be treated as full month).

15. PERFORMANCE OF THE CONTRACT

The Contractor shall ensure attendance of the entire workforce on all days at stipulated time for the stipulated duration through the maintenance of a suitable register. This register should be countersigned by the authorized official(s) of LIC of India on a daily basis for purpose of verification of attendance. Contractor has to ensure that no worker/employee of his leaves the premises before expiry of the stipulated hours without written permission of the Manager (OS) in Jeevan Prakash Bldg./Officer-in-charge of the Offices/Branch Offices concerned. If any housemen/ supervisor is on leave, has fallen sick, or has not reported for duty on time and no alternate arrangement is made by the Contractor the said employee will be considered absent for the full day and an amount on pro-rata basis will be deducted from the amount due to the Contractor at the time of finalization of his bills for the said month. The clause as per 3.1.24 will also be applicable in such cases as per the decision of the competent authority.

16. The Contractor has to ensure quality of the work, deploy stipulated manpower, machines & equipments and consumables. The Contractor has to arrange for complaint lodging mechanism at his end under the guidance of officials of LIC of India and put the Supervisor exclusively for this purpose. This Supervisor has to ensure that complaints lodged with him are properly logged, attended and the time taken in attending the complaint for its redressal is noted down. LIC of India can also put in place a monitoring system in which a Committee will monitor the quality of the work and effectiveness of complaint lodging and redressal mechanism adopted by the Contractor. The views of the Committee will be given due credence while evaluating the quality of work done by the Contractor.

17. TERMINATION AND PENALTY

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17.1 It shall be the primary responsibility of the Contractor that work contract is executed as per Terms and Conditions stipulated under this contract to the complete satisfaction of the LIC of India. If the performance is not found to be satisfactory by the LIC of India, the competent authority may deduct 15% of the scheduled monthly payment in a calendar month. LIC of India may also terminate the contract by serving a notice of one month to the contractor in which case the Performance Security Deposit will be liable to be forfeited. The decision of the competent authority of LIC of India in this regard shall be treated as final and binding on the Contractor.

17.2 If the Contractor refuses to carry out the work under this contract at any stage before the expiry of the period of contract, the work contract shall be liable to be terminated by LIC of India without giving any notice along with forfeiture of the Performance Security Deposit.

18. PAYMENT PROCEDURE

The Contractor shall submit monthly bills (for calendar month) of Jeevan Prakash Bldg. and other 2 offices of Divisional Offices to Manager (OS), Jeevan Prakash Bldg. 25, K.G.Marg, New Delhi and to the Officer in-charge of the concerned Branch Office with the following documents for verification and payment:

a) The attendance sheet of the Housemen/supervisors along with the monthly bill duly signed by the supervisors/any representative authorized by the Contractor

b) Proof of payment to his personnel for the Housekeeping activities completed during the previous month.

c) Income Tax or any other applicable taxes shall be deducted at source at the time of payment to the Contractor in accordance with the provisions of the relevant Acts/Rules as applicable.

19. JURISDICTION OF COURTS

All disputes are subject to the jurisdiction of courts in the National Capital Territory of Delhi only and the Contract will be governed by and be construed in accordance with the laws of India only.

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Annexure-A to C

Annexure A Schedule/Periodicity of each activity mentioned in ‘Scope of Work’ that shall be undertaken in Jeevan Prakash building.

Annexure B Schedule/ Periodicity of each activity mentioned in ‘Scope of Work’ that shall be undertaken in the Branch Offices.

Annexure C Name/Details of the consumables.

16

Annexure A

Scope of Work for Housekeeping services in the Jeevan Prakash Building

Para No. Type of work Methodology/ Machine/Equipment/Material

Frequency

2.2.1.1

Cleaning (dry) with broom, of all the floors, including rooms, corridors, open spaces, staircases, fire exit staircases, basement, canteen, reception area, toilet blocks, Water Cooler area, lift lobbies, open areas, & roofs etc. as detailed in para 2.2.1. The entire building area housing the offices (excluding the basement, roofs, and open areas), corridors, staircases, pantries, reception, lift lobbies, water cooler area etc.will have to be cleaned, additionally, by wet mopping (pocha).

Manual (Dry sweeping with broom) i) Manual (wet mopping) (suitable cleaning agents to be used ) ii) Mechanized – Single disc scrubber wet & dry with suitable cleaning agents.

Daily Daily Minimum once weekly (preferably on Saturdays & Holidays)

2.2.1.2 Dusting of furniture, cupboards, telephones, computer peripherals, fax, photocopy machines and other such equipment with dry and moist cloth.

Manual (Moist Wiping with soft cloth)

Daily

2.2.1.3 Vacuum cleaning of carpets, curtains, sofas, etc. With brooms/brush

Vacuum Cleaner

Daily

Minimum once

weekly


Manual (wet mopping) (Suitable cleaning agents to be used ) Mechanized – Single disc scrubber wet & dry with suitable cleaning agents.

Minimum three times a day Minimum once weekly (preferably on Saturdays & Holidays)

2.2.1.5 Cleaning of window panes, frames, grills, etc.

Manual (Moist Wiping with soft cloth) (Suitable cleaning agents to be used.)

Twice in a week

17

2.2.1.6 Cleaning of walls and ceilings for removal of dust and cobwebs etc. This would include posters, paintings, boards, etc. hanging on the walls.

Manual & with cobweb remover Minimum once weekly (preferably on Saturdays & Holidays)

2.2.1.7 Cleaning of dustbins, buckets, etc. Manual Manual washing (Suitable cleaning agents to be used).

Daily Minimum once weekly


Manual (Suitable cleaning agents to be used).

Minimum once weekly (preferably on Saturdays & Holidays)

2.2.1.9 Provision of air freshener sprays in the rooms of Managers.

Manual Daily

2.2.1.10 Providing good quality small soaps/liquid soap in soap dispensers wherever needed, in sufficient quantity, based on consumption/need, at all times.

Manual To be checked twice a day and to be provided as and when required based on consumption /need.

2.2.1.11 Cleaning (dry)/washing of (a) Parking Area, basement and the entire premises within the boundary walls (b) Open area along the Boundary walls.

Manual i) Dry sweeping with broom ii) Washing (suitable cleaning agents to be used, if needed ) Manual Dry sweeping with broom

Daily Weekly Daily

2.2.1.12 Removal of waste and garbage from the building and dumping it at the designated place outside the building in the garbage dump provided by the Municipal Corporation.

Manual (waste and garbage to be collected in plastic drums/dustbins)

Daily

18

Annexure B

Scope of Work for House Keeping Services in Branch Offices

Para No. Type of work Methodology/ Machine/Equipment/Material

Frequency

2.2.2.1

Cleaning (dry) with broom, of all the floors including rooms, corridors, open spaces, staircases, fire exit staircase,pantries, reception area, toilet blocks, Water Cooler area, lift lobbies if any, open areas, & roofs etc. as detailed in para 2.2.2 The entire Branch Office area (excluding the roofs, open areas), corridors, staircases, pantries, reception, lift lobbies if any,water cooler area etc.will have to be cleaned, additionally, by wet mopping (pocha).

Manual (Dry sweeping with broom) Manual (wet mopping) (suitable cleaning agents to be used )

Daily Daily

2.2.2.2 Dusting of furniture, cupboards, telephones, computer peripherals, and other such equipment with dry and moist cloth.

Manual (Moist Wiping with soft cloth)

Daily

2.2.2.3 Vacuum cleaning of carpets, curtains, sofas, etc. With booms/brush

Vacuum Cleaner

Daily

Once in a month

19


Manual (wet mopping) (Suitable cleaning agents to be used )

Minimum three times a day

2.2.2.5 Cleaning of window panes, frames, grills, etc.

Manual (Moist Wiping with soft cloth) (Suitable cleaning agents to be used.)

Twice in a week

2.2.2.6 Cleaning of walls and ceilings for removal of dust and cobwebs etc. This would include posters, paintings, boards, etc. hanging on the walls.

Manual & with cobweb remover Minimum once weekly (preferably on Saturdays & Holidays)

2.2.2.7 Cleaning of dustbins, buckets, etc.

Manual Manual washing (Suitable cleaning agents to be used).

Daily Minimum once weekly


Manual (Suitable cleaning agents to be used).

Minimum once weekly

20

2.2.2.9 Provision of air freshener sprays in the rooms of Managers

Manual Daily

2.2.2.10 Providing good quality small soaps/liquid soap in soap dispensers wherever needed, in sufficient quantity, based on consumption/need, at all times.

Manual To be checked twice a day and to be provided as and when required based on consumption /need.

2.2.2.11 Removal of waste and garbage from the Branch Office and dumping it at the designated place outside the building in the garbage dump provided by the Municipal Corporation.

Manual (waste and garbage to be collected in plastic drums/dustbins)

Daily

21

Annexure-C

Details of the consumables to be used

1. Liquid Soap/ Soap Cakes 2. Phenyl 3. Naphthalene Balls 4. Detergents 5. Room fresheners 6. Floor cleaner 7. Urinal Cakes 8. Metal Polish 9. Brooms Soft 10. Brooms Tiliwala 11. White Duster 12. Floor Duster 13. Scouring Powder 14. Pan with handle to collect sweeping 15. Yellow Duster 16. Hand Brush 17. Glass Cleaner 18. Cobwebs Remover 19. Washing Powder 20. Mops 21. Garbage Sacks 22. Plastic Dustbins (140 litres)

Material to be supplied in each toilet 1. Liquid Soap/Soap Cake 2. Naphthalene Balls 3. Air Freshener 4. Urinal Cakes

Note: 1. All the above consumables should be of reputed brands. . All consumables should be supplied in a way that their availability is ensured at all times during the stipulated days & hours.

2. Corrosive Acids should not be used for any cleaning activity.

22

TECHNICAL BID

ANNEXURE-I (Application on the contractor’s letterhead) The Sr. Divisional Manager, Life Insurance Corporation of India, Divisional Office -1, Jeevan Prakash 25, K.G. Marg New Delhi 1100 01 NAME OF WORK: Tender for House Keeping Services in “Jeevan Prakash Bldg.” Delhi DO-I and Branch Offices of Delhi DO-I. Dear Sir, With reference to the above, having examined and understood the instructions, terms and conditions forming part of the tender, we hereby enclose our offer for giving housekeeping services at the mentioned premises. We confirm that the offer is in conformity with the terms and conditions as mentioned in the tender. We also confirm that the offer shall remain valid for ninety days from the date of the offer. “We confirm that we would deploy the required number of workmen for carrying out housekeeping work at the sites mentioned in the tender document” We understand that the LIC of India is not bound to accept the offer either in part or in full and that the LIC of India has the right to reject the offer in full or in part without assigning any reasons whatsoever. We enclose Demand Draft/Pay Order payable at New Delhi for Rs.25000/- towards EMD favouring LIC of India. Details of the same are as under:

Details of Demand Draft EMD of ` 25,000/-

Demand Draft / Pay Order No. Name of Issuing Bank Yours faithfully, Authorised Signatory (Name / Designation and Seal of the firm / company) Date:

23

TECHNICAL BID ANNEXURE- II

SERVICE PROVIDER PROFILE

1. Name of the Organization and Address: __________________________________________ ________________________________________________________________________________ 2. Year of Establishment: ________________________________________________________ 3. Status of the Organization: _____________________________________________________

(Whether Pvt. Ltd. Company / Public Ltd. Company / Partnership Firm / Proprietorship)

4. Names of Directors / Partners / Proprietor Sr.No. Name Phone No. Mobile No. E-mail ID

5. Whether registered with the Registrar of Companies / Registrar of Firms? _________________ (If so, submit duly certified copies of Partnership deed, Certificate of Incorporation, etc...) 6. (a) Name and address of Bankers

i) ii)

(b) Turn over of the Company /Partnership Firm/ Proprietorship for the Financial Year 2008-09, 2009-10, 2010-11. (Please attach a copy of audited Balance Sheet and Profit & Loss Account for all the three years.)

Sr.No. Financial Year Turnover (in thousands) 1 2010-11

2 2009-10

3 2008-09

7. Whether an assesee of Income Tax? _____________________________________________ (If so, mention Permanent Account Number. Furnish duly certified copies of Income Tax Returns of any of the 3 Financial Years out of last 4 Financial Years i.e. 2007-08, 2008-09, 2009-10 & 2010-11.)

24

8. Give details of the existing clients at Delhi/NCR.

Sr.No. Name and address of the Client with contact nos. Since when service is being provided

9. Since when and how long your Company / Firm has been dealing in Housekeeping: __________________________________________________________________________________

Authorised Signatory (Name / Designation and Seal of the firm / company) Date:

25

TECHNICAL BID

ANNEXURE-III

DECLARATION 1. I / We have read the instructions appended to the Proforma and I / We understand that if any false information is detected at a later date, any future contract made between ourselves and LIC of India, on the basis of the information given by me / us can be treated as invalid by LIC of India and I / We will be solely responsible for the consequences. 2. I / We agree that the decision of LIC of India in selection of Service providers will be final and binding on me / us. 3. All the information furnished by me hereunder is correct to the best of my/our knowledge and belief. 4. I / We agree that I / We have no objection if enquiries are made about the work performance with clients mentioned in ANNEXURE-IV. SIGNATURE: NAME & DESIGNATION: SEAL OF THE FIRM / COMPANY: PLACE: DATE:

26

TECHNICAL BID

ANNEXURE-IV

Details of existing clients: (Separate page must be submitted for each Client) Name of the Company/Organization

Address of the Company/Organization

Name, designation of contact person with telephone no. and e-mail ID

Name: Designation: Landline No.: Cell No. : Email ID:

Details of services provided in last 2 years (Ref.No, date of order with photo copy of orders)

AUTHORISED SIGNATORY NAME / DESIGNATION AND SEAL OF THE FIRM / COMPANY

Date:

27

TECHNICAL BID ANNEXURE-V

Requirement of Technical Bid

Parameter Requirements Document enclosed YES/ NO/ N.A.

1. Application Application as per Annexure I. 2. Service provider’s profile Service provider’s profile as per

Annexure II.

3. Declaration by service provider

Declaration by service provider as per Annexure III.

4. Registration in case of Partnership Firm / Company

Copy of Partnership deed, Certificate of Incorporation, etc..

5. Copies of audited balance sheet & P&L A/c.

Certified copies of audited balance sheet & P&L A/c for the year 2008-09, 2009-10 and 2010-11.

6. Details of existing clients. Details of existing clients as per Annexure IV.

7. EMD DD/Pay Order of Rs.25000/- towards Earnest Money Deposit

8. Minimum annual turnover of Rs.50 lakhs during any one of the last three years.

As per Sr.No.6 above.

9. Experience of having executed an order of one client worth Rs.25 lakhs for any one of the last 3 years.

Certified copies of work order (s) / Agreement (s).

11. Licence issued by Labour Commissioner under Contract Labour (Regulation and Abolition) Act, 1970

Certified copy of licence

12. ESI Certificate Certified copy of ESI Registration Certificate

13. Registration under Employee Provident Fund Act, 1952

Certified copy of Registration under Employee Provident Fund Act, 1952

14. PAN Card Certified copy of PAN Card

15. Income Tax Returns Certified copies of IT Returns of any of the 3 FYs out of last 4 FYs i.e. 2007-08, 2008-09, 2009-10 & 2010-11.

16. Service tax registration Certified copy of Service tax registration

AUTHORISED SIGNATORY NAME / DESIGNATION AND SEAL OF THE FIRM / COMPANY Date:

28

ANNEXURE-VI

COMMERCIAL BID

Housekeeping Services-Tender amount for Jeevan Prakash Building, New Delhi

S. No Name of Contract Description Total Monthly Rate (ExcludingService Tax)

In figures In words 1 Housekeeping Services

Housekeeping Services as per details provided in the ‘Scope of Work’ & Annexure A to C in the building area of Jeevan Prakash Bldg. 25, K.G.Marg, New Delhi-01 with minimum of 14Housemen (including 1 woman) and a Supervisor inclusive of Wages, PF, ESI, Dress, Service Charges of Agency, Cleaning Materials and Machinery, excluding Service Tax

AUTHORISED SIGNATORY

NAME / DESIGNATION AND SEAL OF THE FIRM / COMPANY Date: NOTE:

1. The Bidder is advised to visit the Jeevan Prakash Bldg.Delhi DO-I and quote the rate after satisfying itself about the cleaning area and after assessing the quantity of cleaning material that will be required in the Building.

2. The Bidder has to quote the rate in Indian Rupees only. 3. Rates are to be quoted in both figures and words. 4. Rates are to be quoted inclusive of all charges including cleaning material & Supervision but excluding Service Tax. Service Tax on services shall be paid extra by LIC of India.

7. The Bidder is advised to attach a separate sheet showing bifurcation of rates quoted.

29

ANNEXURE-VII

COMMERCIAL BID

Housekeeping Services- Monthly rate for Branch Offices/other Offices under Delhi-DO-I

A B C D E

S.No. Branch Address of the

Office

Minimum Required

Man Power

Monthly Rate quoted by Agency (including Wages, PF, ESI, Dress, Service charges of Agency, Material etc.) Excluding Service tax.

Rate per person In figures In words

1 11C F-19, United India Bldg.

Conn.Place 1

2 11F M-1, South Extn.Part-II 1

3 11J DO Bldg. Ist Floor,

25,K.G.Marg 1

4 11N Jagdish Barat Ghar,

Mehrauli 1

5 11R August Kranti Bhavan, Plot No-25, Bhikaji Cama Place 1

6 11S 53/54, Goverdhan Tower,

Nehru Place 1

7 11X NBCC Plaza Saket 1

8 12A

16A/8, WEA Karol Bagh (Near New Bloom

School) 1

9 12G G-9, Vardhman Trade Centre, Nehru Place 1

10 31A 4, Nehru House, Bahadur

Shah Jafar Marg 1

11 31C F-19, United India Bldg.

Conn.Place 1

12 31D 3 C-2, New Rohtak Road 1

13 108 6/32-33, Gurudwara Road, Karol Bagh 1

14 111 Bombay Life Bldg. N-

Block, Conn.Place 1

15 112 N-69, Conn.Place 1

16 113 Jeevan Tara Bldg. Ist floor, Sansad Marg 1

30

S.No. Branch Address of the

Office

Minimum Required

Man Power

Monthly Rate quoted by Agency (including Wages, PF, ESI, Dress, Service charges of Agency, Material etc.) Excluding Service tax.

Rate per person

In figures In words

17 115 N-72, Conn.Circus 1

18 117 DO Bldg.3rd floor,

25, K.G.Marg 1

19 118 64, Janpath 1

20 119

C-38, Shopping Complex, Moolchand

Hosp.ke samne 1

21 120 F-41, Conn.Place 1

22 124 Bapu Sadan, Sat Nagar,

Karol Bagh 1

23 127

DDA Shop.Complex, (Near PVR Priya)Vasant

Vihar 1

24 310 86, Janpath 1

25 311 Block-5, Shopping

Complex, Rajendra Place 1

26 SSO 124 D-154, New Rajendra

Nagar 1

27 SSO 311 Block B-1,Plot-1,Local

Shop.Centre Vasant Kunj 1

28 SSO 310 DDA Comm.Centre, Plot

No-32, Pitam Pura 1

29 SSO 11S

H-1, DDA Mkt. Vikramaditya

Tower,Alaknanda 1

30 CCZ Customer Care zone,

H-39 Con.Place 1

31 B&AC/DM B&AC and Direct Mktg.

H-39 Con.Place 1 AUTHORISED SIGNATORY

NAME / DESIGNATION AND SEAL OF THE FIRM / COMPANY Date:

31

NOTE:

1. The Bidder is advised to visit the above Offices and quote the rate after satisfying itself about the cleaning area and after assessing the quantity of cleaning material that will be required.

2. The Bidder has to quote the rate in Indian Rupees only. 3. Rates are to be quoted in both figures and words. 4. Rates are to be quoted inclusive of all charges including cleaning material & Supervision but excluding Service Tax. Service Tax on services shall be paid extra by LIC of India. 5. The Bidder is advised to attach a separate sheet showing bifurcation of rates quoted.