ARTICLES OF AGREEMENT

ARTICLES OF AGREEMENT. made . this day of 200 between Bank of India, a Corporate Body having it's Head Off ice at Mumbai. (Hereinafter Called "the Employer'') of the one part and of the other part -whose registered off ice is situat~d· at ------------(Hereinafter called "Maintenance Contractor").

WHEREAS the Employer is desirous of awarding the job of Marining and Maintenance of Bank -of Ihdi~'S Head Office Building on the plot of land bearing Plot No.C-5, ~- Block at Bar~ra Kuria Complex, Bandra (East), Mumbai - 400 051. (Hereinafter referted to ~s the Building} Undei Ahhual Maintenance Contract (MC) of building, Services &

Facillities like Electrical, Lifts, Electro Mechanic.al, House keeping, Horticulture, Plumbing; Pest Control etc. and any other similar systems and handing over df building and services for "the employer" (Her:einafter called "the Work") to the Maintenance Contractor and .has caused documents and Schedule of Equiprnehts showing and describing the work to be done by "Maintena.nce Contractor who has accepted due performance of such job in pursuance of the acceptance of tender submitted by him/them AND WHEREAS ~he

documents attached to the tender document covering the conditions, the Job requirements, the ·schedule of Equipments and the price bids initiated by "the Employer" have been accepted and signed · by or on behalf of the parties hereto.

AND WHEREAS the Main~enance Contract(MC) Contractor has deposited Earnest Money of Rs. . in token of performance of this agreement for one year from the.date of 'Commencement of the work as defined here in. with provision for revalidation of the ~gr~ern~nt evefy ye~r i£ ~o <le~ired

by the employer and on mutually agreed terms.

AND WHEREAS the MC Contractor has submitted to the Bank Commercial part. of the tender (Part I) with a priced Bid (Part II). (Which together is hereinafter referred to as "CONTRACT 11

) AND WHER~AS the said documents (hereinafter referred to as "the Contract Document") and the CONTRACT DOCUMENT have been signed by or on behalf of the parties hereto.

NOW IT IS HEREBY AGREED AS-FOLLOWS :

1. For the consideration hereinafter mentioned the MC Contractor will upon and Subject to the·' Conditions annexed carry out and render the services · shbwn upon the Contract Ddcument ahd described by or referred to J.n the CONTRACT and in the said Conditions·.

2 ~ The said Condition and appendix thereto sha.11 be read and construed as forming pa rt of this Ag.teernent, and the partie~ hereto shall re~pe6tively abide by~ submit themselves to the Con,ditions and perform the t~sk as per the agreement on their parts respectlveiy in such cortditions Coht~in~d.

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3. This agreement and documents mentioned herein shall form the basis of this contract.

4. This contract is neither ~.Fixed Ltimp Sum Contract nor a Piece. Work Contract· but is a contract for Manning and Maintenance of the Building and its Services/Facilities and to be paid for proportionately according to actual services performed at the rates priced in price bid.

5. The Maintenance Contractor shall be afforded every reasonable facility for carrying out of all works relating to the Maintenance S~rvices including Manning and Maintenance in the manner laid in the said Conditions till the completion of the ~ontract.

6. The Bank reserves to itself the right of alt~ring the Scope of Work and nature Of the work by adding to or omit ting. any i terns of work or having portions of the same carried out thr~Ugh other agency without prejudice to this contract. The M~ihtenance

Contractor will only be paid for the actual services performed and work~ done payable at the accepted unit rates.

7. Timely & effective performance of the contractual obligation shall be considered as the essence of the Contract and the Maintenance Contractor hereby agrees to commence the work soon. after and not later than 10th day from the date of issue of Letter of !ntent by "the Employer/Bank", as provided for in the said Conditions and to perform the job during and within the stipulated contract period.

8. All payments by the Bank under this contract will be made at Mumbai in Indian Rupees and shall be made, subject to satisfactory performance within 30 days from submission of monthly bills, including period of checking of bills being in proper shape arid format to be mutually agreed.

9. All disputes and differences of any kind whatsoever arising out of -0r in conhection with the contract whether during or after completion of contract shall be deemed to have arisen at Mumbai and only Courts in Mumbai shall have jurisdiction to' determine the same.

10. That the seyeral parts of this Con~ract have been read by the Maintertance Contractor and fully understood by them. The Maint~nance C6ntract ~hall not be entitled for the payments for the quantities beyond the tendered quantities 6nles~ ordered for, by specific written instructions with prior approval from Bank of India a~thorities~

If the Contractor is a Partnership firm or ~rr indi~idual~

IN WITNESS WHEREOF the Owner and the Maintenance Contractor have set their respective hands to the~e presents and hereof the day and year first her~inabove written.

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If Lhe Contract is a Company

IN WITNESS WHEREOF the Bank has set its hand to presents through its duly authorized official and Services Contractor has caused its common seal affixed hereinto and has caused these presents and to be executed on its behalf, the day and year

hereinabove written.

thc:_;e the MC

to be hereof­

f:irst

Signature (Employer)

S-LgnaLure (Maintenance Contr<:1ctor.)

Name ~nd Designation:

Address : Bank of India Head Office Building Bandra Kurla Complex, Bandra East, Mumbai - 400 051.

WITNESS:

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WITNESS

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GENERAL RULES AND INSTRUCTIONS FOR THE TENDERER

1. Tenders should be placed in sealed cover, with the name of the work written on the envelopes.

2. In case of two part tenders, dates of submission, opening of tenders and the parts thereof along with superscription on the packages should be as per specific instruction on the tender notice/form.

3. Tenders are to be in the prescribed form, which can be obtained from Estate Deptt, Head Office or can be downloaded from Bank website www.bankofindia.com

4. The contract period will initially be for one year from the date of commencement of work, which may be extended up to 3 years after reviewing the performance of the service provider on yearly basis.

5. The Maintenance Contractor (MC) should quote in figures as well as in words the rate, and the amount tendered by them. As indicated in Price Bid (Cover II) the amount for each item should be worked out and the requisite totals to be given. The price bid (Cover II) containing break-up of cost trade-wise and item-wise should be completely filled in and amounts carried out to the abstract of cost which will also form part of contract documents.

6. Earnest money deposit, amounting to Rs.50,000/- in the form of Bank Dema.nd Draft drawn in favour of Bank of India, must accompany each tender and each tendi=Jr is to be in a sealed cover superscribed "Tender for Annual Maintenance Contract" of Bank of India, CBD Belapuir Admn Building (Data Centre) at CBD Belapur and addressed to the General Manager, Estate Department, Bank of India, Head Office Building, 1st floor, Sandra Kur!a Complex, Sandra (E ), Mumbai -400051. A tender, which is not accompanied by deposit in the form of demand draft, as earnest money wi II not be considered. The earnest money so deposited will be held by Bank of India without interest as as security deposit for due fulfillment of contract for period of 12 months. The same will be returned after satisfactory rendering of services for the contract period.

7. The employer is not liable to pay any interest on the earnest money. The earnest money of the unsuccessful tenderer will be refunded without any interest soon after the decision to award the work is taken or after the expiry of the validity period of the tender.

8. The acceptance of the tender will rest with Bank of India, which does not bind itself to accept the lowest tender, and reserves to itself the authority to reject any or all of the tenders received without assignment of any(' reason thereof. All tenders in which any of the prescribed conditions are not fulfilled or incomplete in any respect are liable to be rejected.

9. All rates shall be quoted on the proper form in Price Bid/ Abstract of Cost (Part 11).

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10. On acceptance of the t~nder, Authorised representative(s} of would be responsible for taking Bank as employer shall be employer.

the name of the; the contractors who

instructjons from the comrn 1.Jnicated to the

11. The Employer reserves to itself the right of rejecting or accepting the whole or part tender and the tenderer shall be bound to perform the same at the rate quoted.

P. All taxes including the sales tax mc:iterial or finished works like contract tax, turn over tax, etc. contract shall be payable by the Bank will not entertain any claim respect.

or any other tax on service tax, work's

in respect of this Contractor and the whatsoever in this

13. The Tender shall remain open for acceptance for a

period of 90 days from the date of opening of part II of the tenders. If any tenderer withdraws his tender before the said period, the Bank shall be entitled to forfeit Earnest Money paid along with the tender.

14. The tender for the work shall not contractor or contractors ·who has/have tendered.

be witnessed by a himself/themselves

15. It is obligatory on the part of the tende:rer to sign the tender documents for all th~ parts and that, after the work is awarded, he wil 1 have to enter into an agreement for each part with the competent uuthority of the Bank.

16. The tenderer, apart from being a competent contractor, must associate himself with the agencies of appropriate class.

17.

18.

The Contractor shall not assign the contract. He shall not sublet any portion of the contract except with written permission of Employer. In case of breach the Employer has liberty to serve notice and rescind the coptract.

The earnest money, which will be treated as security deposit on award of contract of the sucessfuJ tenderer, will ·be forfeited, if he fails to comply with any of the conditions of the contract.

19. CONTRACTOR TO INFORM HIMSELF FULLY: The Contractor (MC) shal 1 be deemed to have carefully examined the work and site conditions includirig labour, the general and special conditions, the job requirements, schedules of equipments and drawings and shall be deemed to have visited the site of work, to have fully informed himself regarding the local conditions and carried out his own investigations to arrive at the rates quoted in the tender. In this regard they will be given necessary information avajlable with the department but without any guarantee about its accuracy. If the contractor shall have p.ny doubt as to meaning of any port ion of the general conditions, or the special conditions or the scope of work or the Schedule of Equipments and drawings or any other

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matter concerning the contract- he shall in good time, before submitting his tender, ascertain the particulars thereof by contacting the concerned officials before tendering. Once a tender is submitted the. matter will be decided according to contract conditions etc.

a) In case of difference between the rates written -in fi9ures and words, the rate adopted for t.Jorking out the total amount of the i tern in the origina1 tender form, shall be taken as correct. In all other cases the correct rate would be that which is lower.

b) Between the duplicate/subsequent copies of the tender and original tender, the original shall be taken as correct.

c) In all cases of omissions and/or doubts or discrepancies in any i tern or job requirement, a reference shall be made to the Dy. General Manager, Premises Department whose elucidation, elaboration or decision shall be considered as authentic and final. The contractor shall be held responsible for any errors that may occt1r in the work through lack of such reference and precaution.

20. All compensation or other sums of money payable by the contractor to the employer under the terms of this contract may be deducted from the Earnest Money Deposit if the amount so permits or from any sums payable to the contractor and the contractors within ten days after such deductions shall make good the amount so deducted.

21. The Employer shall have right to carry a audit/technical examinations of the .vorks and the bill of the contractor including all supporting vouchers, abstracts etc. by any of the persons or organisations as appointed by the Employer. If as a result 0f the examination or otherwise any sum is found to have been overpaid or over certified it shall be lawf~l for the employer to recover the sum from any payment due to the contractor for such work.

22. If for any, reason, the employee is obliged by virtue of the provisions of the Workmen's Compensation Act, 1923 or any statutory modification or re-enactment thereof to pay compensa t.ion to a workmen employed by the Contractor in execution of works, the employer shal 1 be entitled to recover from the contractor the amount of compensation so paid.

23. The contractor should make payment to its workers as per Minimum Wages Act of Central/State Government under schedule of employment, construction or maintenance of Roads or in building operations.If there is any rise or fall in the minimum wages payable to the worker under Minimum Wages Act of Central I State Government as applicable, such rise or fall in the minimum wages is to be passed .t on to the contractor/Employer and Bank is J}iable to compensate the contractor to that extent and viceversa.

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24. The contractor may be asked to supply extra man power as and when need arises and for extra working hours __ :1cluding Sundays and Holidays. This will be suitably monetarily compensated on already agreed rates.

I/We hereby declare that I/We have read and understood the above instructions for guidance of tenderers.

Witness: Signature of Tenderer

Address:

Date:

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TERMS OF PAYMENT

1 Date of commencement of work

2 Period of Contract

3 Payment of bills by the Bank

4 Escalation

Place

10th day from the date of "letter of intent or work order" by Bank of India.

12 months from the date of commencement.

Monthly Payment, subject to satisfactory performance, as per Price Bid (Part II). Monthly Bill to be submitted by the 1st week of every Month & the same will be checked and passed within 30 days from date of receipt of bill.

The rates shall remain firm and shall not subject to variation for any reason whatsoever.

Signature of the Tenderer/Company Date

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CONDITIONS OF THE CONTRACT

1. Interpretation In construing these conditions, the job requirements and/or the schedule of equipments the following words shall have the meaning herein assigned to them, except where the subject or the context otherwise requires.

i) Employer: The term employer shall denote Bank of India, Estate Department, and any of its employees representative authorised on their behalf.

ii) The Contractor shall mean the "Maintenance Contractor" (MC) their legal representatives.

iii) Site : The site shall mean Bank of India, Head Off ice at Bandra Kurla Complex, where the works are to be manned and maintained. The term Works shall mean the work or works to be manned and maintained by MC service contractors under this contract.

iv) The schedule of quantities shall mean the schedule of quantities as specified and forming part of this C()ntract.

2. Scope The employer has established a high quality , well specified comprehensive intelligent facility for its Bank of India Head Office Building, Sandra Kurla complex at Sandra East, Mumbai. The employer expects the MC to take Full Re.sponsibili ty" of Manning and Maintenance, of various services such as Electrical, Lifts, Electro Mechanical, Housekeeping, Horticulture, Plumbing, Pest Control services etc. and certain other responsibilities as described.

The Bank/Employer objective perceive this as a short term but as an exercise in "Asset Asset Life Prolongation".

is that MC does not or a Value

one-time contract Maximisation and

Bank of India will enter into separate Annual Repairs & Maintenance Comprehensive Contracts all utility equipments like Lifts Installation, Air Conditioning.

All types of routine repairs costs shall be covered, wherever possible by the MC and repairs other than those covered by the maintenance contractors and those that could not have been foreseen at the time of the tender shall be reimbursed at cost by the employer, subject to prior approval given by the employer for these repairs.

As a. centralised single point responsibility, the MC shall employ modern systems and services integrating all functions necessary to support the daily operations ranging from housekeeping, landscaping to high technical operations and maintenance by deploying competent, trained and experienced work force under a well structured system, using "Modern ~anagement

Techniques and well established certified standards and procedures"

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The Annual Maintenance Contract shall include :

a) Ground maintenance to keep good appearance, maintain clean/hygiene conditions of the property, car park, paving, roads, and landscaping, provide specialist maintenance of the same.

b) i) Environmental services include cleaning of both the basements with all common areas, interior areas of offices, as also toilets, AHO/Electrical rooms within office areas, cleaning floors, walls, columns, partitions, furniture, under furniture and cup boards, litter bins, lifts, staircases, ramps, basements, disposal of garbage etc.

ii) The environmental services shall also include cleaning of special architectural and decorative features and internal planting, toilets including wash areas, floors, ceiling, walls, cubical partitions, mirrors, light fittings, grills and diffusers, sanitary wares, washbasin sanitary bins, soap dispensers, pantry facility.

iii) The services cleaning open floor) lift shafts, water internal roads,

shall also include periodical terrace, refuge floor (i.e. 6th

machine rooms, all service tan ks, paved areas, manholes, etc.

c) Waste Management: Devise and implement waste management systems for removal; of waste from office/common areas basements and other designated areas to central collection centre before final disposal out side the site as prescribed by the local statutory bodies like pollution board, MMRDA, MCGB, etc.

d) Operation and maintenance of plumbing, supply, and drainage, installations.

water

e) Day to day operation of lifts.

f) Liaising with all statutory/public bodies,

g)

ensuring timely payment of all dues and taxes including electricity, water, municipal taxes and physical delivery of payments to the agencies etc. to these bodies, keepA.ng all NOC's and permits duly validated at all times and taking prompt action to renew the same.

To advise the Employer on affecting property or property implication and requirements.

new legislation owners, their

h) Building maintenance comprising of maintenance of Windows/internal faces of glasses, stair wells, lobbies, WC areas and lighting systems.

i) Internal and external pest and termite control services.

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j) Liaise all public utilities authorities such as electricity I water service providers, fire authorities, electrical inspectorate etc. and also ensure prompt payment of utility bills.

k)

l)

Assist the employer technically administratively in the process of taking buildings and ~::er vi 1.::: c~ s after construct ion maintain an asset register.

and over of and to

Assist the operations,

employer in preparatior1 of yearly budgets and maintain spares inventory.

m) Identification of defects and to arrange for their rectification.

n) Prepare a program for all routine building maintenance works and supervise its implementation as and when directed by Employer including preparation of preventive maintenance program.

o) Prepare tender documents & obtain estimates from contractor for works of repair. Analyse these estimates take approval of the Employer and supervise and certify the repair works.

p) Keep all the operation and various services provided ensure compliance.

maintenance manual of by the agencies and

q) Cleaning of the furniture items, carpets, etc.

r) Shifting of furniture items/computers within the department or within the premises as directed by the employer.

10. Place of work and visit to site:

Intending tenderer shall visit the site and make ~imself thoroughly acquainted with local site conditions, nature and requirement of works, facilities of transport condition, effective labor and material and removal of rubbish.

11. Tender submission:

The entire set of tender paper issued to the tenderer should be submitted fully priced for consecutive three years and also signed in the last page together with initials on every page. Initials and signature will indicate the acceptance of the tender papers by the tenderer.

12. Agreement:

The successful contractor may be required to sign agreement as may be drawn. All pre-bid minutes, any amendments to Tender documents resulting from the issue of addendum if any, any amendments made/agreed between the contractor and the employer prior to award of contract well as where applicable,

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Submi~sions made by the contractor, all pre-award correspondence etc. shall form part of the cor1tract.

13. Taxes and Duties:

The tenderer must include in their tender prices quoted, for all duties, royalties and sales tax or any other taxes or local charges if applicable (excluding Service Tax) . No extra claim on this account will in any case be entertained.

14. Annual Maintenance Contract Services Contractor's Employees -

The MC shall employ technically qualified and competent operation and maintenance for execution & supervision of the works. The Contractor shall comply with the provisions of all labor legislation including the requirements of

a) The payment of wages act. b) Employers liability act. Including P.F. Act,

Gratuity Act, etc. c) Workmen's compensation act. d) Contract labour (Regulation and Abolition) act. e) Apprentices Act. f) Any other act or enactment relating thereto and

rules formed there under from time to time.

The Contractor shall have to keep the employer saved harmless and indemnified against claims if any of the workmen and all costs and expenses as may be incurred by the employer in connection with any claim that may ne made by any workmen.

15. Insurance:

16.

The MC shall have to keep the employer, it's servants or agents proceedings employer,

indemnified against claims, actions or brought or instituted against the

it's servants or agents by any of contractors employees or any other third party in connection with relating to, or arising out of the performance of the services under the agreement.

The bill shall be prepared by the contractor in the form prescribed by the employer on monthly basis. The bill in proper form must be duly accompanied by details of work carried out in that month and must show deductions for all previous payments etc.

17. Termination of Contract:

If the MC fail to perform any of it's obligations under this agreement and if the bank is dissatisfied with the services of the i.VJC, Bank may terminate the services of the MC, with a notice of winding up within a period of three month of written notice.

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18. Validity of Proposal:

The proposals from the Tenderers shall be valid for a period of 90 days from the date opening of part II of tender and shall not withdraw his proposal prior to the expiration of the validity period.

19. Compliance with all statutory requirements:

The MC shall comply with all statutory requirements prescribed by the local as well as Central Government authorities from time to time and submit a monthly report along with all the required proof of compliance to the employer along with the monthly invoice. The contractor shall produce all the relevant statutory documents for inspection by the employer and the Government authorities.

20. Emergency Telephone Numbers:

The MC shall provide an emergency telephone number for normal and out of hours operations with a maximum of two hour response time during any breakdowns to essential utility services Jike cable fault, burst v2•ter mains etc. A telephone connection will be provided along with telephone instrument. The MC

shall make regular payments of bills etc. for the same.

21. Occupational Health and Safety:

With regards to occupational health and safety, the MC shall adhere to the following :

Issue Identity cards and uniform dress with caps to all of his employees. Comply with applicable local regulatory requirements Comply with applicable Banks requirements specified in the contract and appendices. Correct all health and safety non-compliance's in a timely manner, and where there is an immediate danger to health or life, to stop work immediately. Be liable for liabilities arising due to non­compliance of contractor employees, agents or subcontractors with applicable requirements.

22. Communication:

Maintain a system accidents/illness premises of MC or India.

reporting of India

Bank of

for recording and occurring at Bank

while doing work for

Ensure that contractor employees are trained and suitably qualified for their risks. Implement a communication process with Bank of India and contractor employees on equipment hazards, unsafe conditions or acts and actions required to prevent injury or damage to property and where necessary, to provide suitable and effective means of warning. Periodically performance

report of the

to Bank ~afety

of India management

the on system,

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programs, violations of safe work practices and status of corrective plans.

24. Safety Management:

Initiate and maintain safety management programs to protect contractor's employees from hazards through procedures, practices, and regular inspecti0n of the work areas, materials, equipment and work practices and to protect employer's employees exposed to similar hazards. Provide suitable material, equipment, information and training necessary for safe work performance. Maintain records including but not limited to contractor employees training, hazard assessments, communications, permits, licenses and accidental investigations. In instances, where such work is carried out, implement permit to work programs, including but not limited to hot work, cold work, entry into confined spaces, work on fire suppression systems and work on high voltage and live electrical equipments.

25. Disaster Recovery Plans:

The MC shall provide and maintain disaster recovery plans for all services, building systems. The steps should be detailed enough to facilitate the decision­making and significantly reduce the time needed to recover the services.

The contractor shall be responsible to ensure that the plans are up to date at all ties and shall present the recovery plan to Bank of India quarterly. In the event of a disaster., eg. Severe water cuts, the contractor shall coordinate the execution of the disaster recovery plan to provide suitable drinking water. A c:;opy of all disaster recovery plan to be submitted to the employer and one copy must be displayed at site-office.

26. SAFETY CODE

Scaffolds

i. Sui table scaffolds shall be provided for workmen for all works that cannot safely be done from the ground, or from solid construction except in the case of short duration work, which can be done safely from ladders. When a ladder is used, it shall be of rigid construction made either of good quality wood or steel. The steps shall have minimum width of 450 mm and a maximum rise of 300 mm. Suitable hands holds of good quality wood or steel shall be given an inclination not steeper than 1/4 to 1 (1/4 horizontal and 1 vertical).

ii. Sea ffolding or staging more than 4 m above the ground floor, swung or suspended from an overhead support or erected with stationary support shall have a guard rail property bolted, braced or otherwise secured, at least 1 m above the floor or platform of such scaffolding or staging and extending along the entire length of the outside

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and ends thereof with only such openings as may be necessary for the deli very of materials. Such scaffoldings or staging shall be so fastened as to prevent it from swaying from the building or structure.

iii. Working platforms, gangways and stairways shall be so constructed that they do not sag unduly or unequally and if the height of the platform, gangway or stairway is more than 4m above ground level or floor level, they shall be closely boarded and shall have adequate widtr and be suitably fenced as described in (ii) above.

iv. Providing suitable fencing at every opening in the floor of a building or in a working platform with suitable means to prevent the fall of persons or materials or railing whose minimum height shall be lm.

v. Safe means of access shall be prov.ided to all working places. Every ladder shall be securely fixed. No portable single ladder shall be over 9m in length while the. width between side rails in rung ladder shall in no case, be less than 290rnrn. For longer ladders this width shall be increased at least 20mm for each additional meter of length.

Other Safety Measures

vi. A sketch of the ladders and scaffolds proposed to be used shall be prepared and approval of the Engineer of Bank of India obtained prior to construction.

vii. During any construction and project works all personnel of the contractor working within the plan site shall be provided with safety helmets. All welders shall wear welding goggles while doing welding work and all metal workers shall be provided with safety gloves. Persons employed on metal cutting and grinding shall wear safety glasses.

viii.Adequate precautions shall be taken to prevent danger from electrical equipment. No materials on any of the sites of work shall be so stacked or placed as to cause danger or inconvenience to any person or the public.

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Details of installation of specialised services and build:..,11g finishes

The tenderer must inspect the site of work and familiar and acquaint him with all installations, systems, sub-systems, etc. and site conditions before quoting.

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