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Tender No. NG/II{AG/CT/TEN/IIK&Gi
f-*a7e-rr,ral : ro,[email protected]/Ph : 07 t2-27 42072
q'ff/r'"" :0772-2744
13
28
No. NG/NAG/CTff E N(H K &cM) t2o16t tzs Date:20/01
NOTICE INVITING TENDER
The Regional provident Fund commissioner, EpFo, Regionaloffice, 1A, Ridge Road, Raghuji Nagar, Nagpur invites seared separate tendersfollowing work (part-l - Technical Bid, part-ll - commercial Bid) insealed covers from contractors registered in the approved rist of conrPWD/ MES/ CPWD/ Railways/P&T/Experienced industrial contractors andother government departments in appropriate class for following work
1' Name of work: - House Keeping & Maintenance of Landgardens at both offices & colony premises.
2. Date of issue of tender documents from: 21101t2016 to 01t02t20163. Last date of receipt of render at EpFo, Regionar office, Naqr0210212016 at 1.00 pm.
ffi flfruq hfu durdfrEMPLOYEES' PROVIDENT FUND ORGANISATION
(€rq qii {ttrrrr riilrilq, grGI F{IFrt)(Ministry of LpgI & Employment, Govt. of India)qf+q +,rqtsq/negi on* brn ce
132 q - ftdltg,rgsft rrq, arrrtr _44ooog132-A, Ridge Road, nagtruyi Nagar, wigpur _ 44OOO}
4' opening of renders (Technicar Bids onry) : o2tozr2o16 at 3.00 pm5. Opening of Financial Bid : 04t02t2fi 6 at 3.00 pm
)z--
for
ofny
The Regional Provident Fund Commissioner reserves the right to rejt
:3 ":1'JTd:i:,_1'thout assignins anv reason ther of. For further detairs preavisit EPFO Website: Tender documents candownloaded from the EPFo website. The tender document available on Ewebsite, a Demand Draft of Rs, 200f is to be submitted in favour of theProvident Fund commissioner, payable at Nagpur alongwith tender.
The agencies interested in bidding may visit the EpFo premises on alworking day between 1000 to 1600 hours and carry out a comprehensive securisurvey prior to submission of bids.
und Commissioner-ll (Regional Provident
Regional Office, N
The Asstt. p.F. Gommissioner,Organisation, Regional Office, 132-A,Nagpur-440 009.
Employees'Ridge Road,
Provident FTukadoji G
1) Date of Tender Notice: - 2OlO112016
2) Date of issue of render document from 21to1t2o101t02t2016
3) Last date of receipt of Tender:On or before 02t02t2016 up to 1.00 p.m.
5) opening of Financiar bid on o4to2t2o16 at 3.00pm .
The Regional p.F. Commissioner,Employees' provident Fund Organisation,Regional Office,132-A, Ridge Road, Tukadoji Chowk, Nagpur _440
4) Date time and prace of opening of rechnicar Bid0210212016 at 3.00 p.m.
Venue . Emproyees' provident fund organisation, Regionar ofl132-A, Rid ye Road, Tukadoji ciowk, Nagpurl4+o bog.
For any further clarification contact:
sioner (HRM),Ridge Road,
pur-440 009.97
Asstt. PRegiona
nd,
1. The Bidder may be a proprietar5r firm, partnership frrm, LimCompany, Corporate body legally constituted, who possess thelicenses, registrations etc as per law valid at least toi tz months fromdate of the opening of tender.The Bidder shall have experience of providing Housekeeping &Maintenance service for last 3 years ending 31st March 2015.Having successfully completed or running contract of 3 similarcosting each not less than Rs 5 lacs in thJ last one vear.OrHaving successfully completed or running contract of 2 similarcosting each not less than Rs 10 lacs in the last one vear.OrHaving successfully completed or running contract of 1 similarcosting not less than Rs 1S lacs in the last-one year.
The bidder shall have the following Registrations and details of thebe provided in the Technical Bid:a) PF Registrationb) ESI Registrationc) Service Tax Registrationd) valid License, issued by Regional Labour commissioner.
India/ Govt. Of Maharashtra.
The contract is valid only for one year andperiod solely at the discretion of theCommissioner-I, Regional Office, Nagpur.
Agency will be responsible to pay minimum wages to their employeesper order of Government of India/Government of Maharashtra whiche.is higher ) and to deposit all statutory dues (i.e. pF/ESIC & service Tetc.). The wages as per central Govt. for the construction categ ory aapplicable for the Gardener arrd Supervisor.
The agency shall pay the wages to the Emproyees within 5 days ofclose of each calendar month by Account payee cheque only, irrespecof when it has collects its pa5rment from this office.
The agency shall submit monthry bil along with proof of paymentwages contribution to pF, ESIC, etc. by Sth of every month. EpFo r,release payment to the agency within 5 working days orreceipt of theif found in order on due verification.
The Employees'provident Fund organisation reserves the right to dedurany statutory dues from the bill of contractor /agency in case of defaul
6. Agency will make necessary arrangernent to deploy following workers :_
2.
3.
4
1.
2.
can be renewed for fRegional Provident
3.
4.
o.
1. 7 nos of cleaning staff for main office building.2' 4 nos of skilled garden staJf for both offices as werlpremises.
asq
7.
3. one supenrisor with mobile phone facility who shall befor monitoring the discipline, decorum, all other aspect ofemployees and any other personnel deployed by the agency rooffrce. The agency will be responsible for discipline andconduct of their employees.
In case. of any loss of property of the organisation caused byemployees of the agency, the agency will be responsible for makingthe said losses.
8. In case of breach of any of the terms and conditions committed bvagency, the EPFo reserves its right to terilinate the contract.
9. In case the agency is found to have failed to execute the work asin the scope of work below, as per satisfaction of EpFo, Regionalcommissioner retains the right to either out righfly terminatecontract and to appropriate reduce amount from total bill payable toagency.
The Regional P.F. commissioner-I, Nagpur will have the right to terminthe contract after issue of one month Notice without assigningreasons. In case of such the termination of contract, the agencyhandover charge to person/persons nominated by the Regionalcommissioner-I, Regional office, Nagpur before payment of frnal bill.
Tenders are to be submitted along with refundable earnest moneyRs.20,000/- (Rupees Twenty thousand only). The earnest monev wil h:to be in form of a crossed demand draft/pay order in favour ofRegional Provident Fund commissioner", payable at Nagpur fromnationafized bank. The earnest money will be forfeited if the tenderretracts from his offer for whatever reasons. Tenders receivedearnest money will be summarily rejected. The earnest money in respectthe unsuccessful bidders will be returned after award of the contract a:the same in respect of the successful contractor will be retained byoffice towards security deposit for due performance of the contract.
10.
11.
72.
interest shall be payabre on the amount of earnest money/security deposThe security deposit will be refunded without any interest only after expiof entire contract period on tfie production of satisfactory service certifrfrom all the users of the items under AMC.
As a guarantee towards due performance and compliance of the contrwork, the successful bidder (agency) wilr deposit an amount equal to 1of Annual contract varue towards Security Deposit by way of demand drin favour of "The Regional provident Fund commissiorr.., EpFo, drawnany Nationalised Bank / schedured Bank and payabre at Nagpur.
The EMD deposited by successful agency will be adjusted towards securiDeposit as demanded above. If the successful bidder fails to furnish fldifference amount between security Deposit and EMD within 1s (frdays after the issue of Letter of Award of work, his EMD shafl be for
13.
:'
unless time extension has been granted by The RegionalCommissioner.
14. Tenders not in the sealed cover or not accompanied by earnestreceived after the closing date and time will be rejected.
The vendors should have not been blacklisted by any organizatton/cDepartment. An affrdavit in this respect is required to be given bytenderer.
76. The rates quoted by the firm will not be enhanced during the pecontract in anv case.
17. The contract can be terminated at any time during the contract bycompetent authority in this office without assigning any reason or giany notice if the work of the agency is found to be unsatisfactorydeficient and it would be entrusted to any other party at the risk e
expense of the defaulting agency including forfeiture of thedeposit. In addition, the contractor shall be liable to pay liquiddamages to the Government. In this connection the decision ofcompetent authority shall be final and binding upon the contractor.
THE
15.
The scope of work includes providing Housekeeping, Garden maintenanceland appurtenant. The premises accommodate *o.tid 1so - 2OO personnel.House keeping services are required on all the days of calendar month exclsundays, National holidays (i.e. Republic Day, I dependence Day etc.).
Al HOUSEKEEPTNG
The brief of the services includes the following:HousE KEEPING sERvIcEs (EpFo Regiorial office Main Building,Building, Premises of Staff euarters tyle I TO V)
should be carried out as per timees, by deploying adequate number
ng machineries, equipment, cleaningrf a repute brand.
The activity shaJl be carried out in the premises of the organisation and s
::"":: :1'.T -,y,:T, :T1":-T'_ll to1,ft; re ntire du rati o n ? i "
p "."ii "" uvpersonnel working in the premises. The office works from 09:30 rrorr"ii
.T?,'?':s-::^it.^gr*:"1s in tJre evening. During hotidays onty security perso:will be present. The housekeeping crew worki"g "hJ-r";;-*;;;"',il"* _,early enough to keep the prem1..J itt readiness ?ot itt. above official workihours.
BELOW:
L-l sweeping and mopping of the entire area including corridors, staircaseswith'ecessary machines and consumables [As pEr Housekeeping cleeschedules- Annexure- If
! scrubbing the floor areas as and when required.
n Scrubbing of the toilet floor area as and when required.
ll vacuum cleaning to be done as and when required on carpets and uetc.
n Periodic cleaning of Venetian vertical blinds and curtains, hand towels.covers etc.
bulbs, fans etc.
! wipe cleaning the office personnel workstation tables, display devices, rishelves, storage units/cupboards, telephones, computers and fixtures
n.wipe cleaning of.corridor railing, structural gJazing, glass and glass fixwindows and window shuttets, glass doors .rta irrl..rral glass-fagade,handles, wall fixtures, furnitur" urrd signage boards
! Vacuum cleaning of window shutter railings, door pivots
n cleaning of sump, pump room, oH tank, tensile structure (parkinghabitant area) and roof terrace area
!_ The biodegradable and non-biodegradable waste need to be segregatedcleared daily. Biodegradable waste has to be sent to the recycling unit andbiodegradable to outside campus.
! Filling hand wash liquid in the containers in the wash room areas
tl Maintaining all toilets, all sinks &- countertops, partitions, urinar5rwashroom mirrors etc. in hygienic nd dry condiiions.
cleaning up all chokes/blockages in the water supply and sanitaryincluding STP.
f?;teaning of toilet with specifred disinfection solution and keeping them
halII
! Dry garbage u''9 y"t garbage management/sanitization and to ensureclearance of non-biodegridabre-garbage from the campus premises
I Yp keeping of all internal roads, main gatestaircases, open areas, parking area, streetboards.
,entrance, footpaths, paslamps, parking lights, s:
I! up keeping of all the Buildings, terrace a_reas and surrounding area.
7
! up keeping satisfactorily of all overhead terrace tanks including undewater storage and sumps using creaning agents and using cleani-ng ma
n when_ever complaints or incidence of choking of sanitary fixtures, guriyman holes and sewage lines are received the ""it. sfral be removed on theday imrnediately and transporting the same together with other wastage onsame day to government authorized disposar ylo or waste recycring plant .
! storm water drains shall be cleaned for ensuring smooth flow of water.shall be disposed off to government authorized dispisal yard or waste recy<plant. Peripheral trench to be cleaned periodically.
! All dust bins to be washed regularly.
u cleaning and removal of waste and mud accumulated on the roadsdrains/trenches due to rains.
! Cleaning and clearing and removal of waste for free flow of water over theterrace and chajja tops of all the buildings.
n Daily cleaning of the dustbins and garbage after segregation andoutside EPFO premises.
! Transporting inorganic garbage to government autho rized.disposal yard.
!_cleaning the electric transformer area and panel room under the suof representative of EpFO.
and outdoor plants consisting of avenue, shruother trees by way of regular pruning, trimmi
! Preparation and maintenance of flower garden consisting of rose plants, orflower plants, seasonal flowers and hedgf trees i- ;;. within th. ""op"
oicontract.
n Apply proper quantity of bio-pesticides, bio fertilizers, compost manuresoil etc. as per the requirement glven by EpFO.
! Preparation of basins, turning and inversion of soil, removal of weeds i
:::lig^fl1"-:.1|,1ir:"-$s and cuttiig srass / weeds at least for 10., diametereach tree, pruning of creepers, reriovar of unwanted buds etc.
! To remove unwanted soil from the basins of trees and replace with necessoil / tank silt etc. to be supplied by the corrtracior-. -
movl
! Maintenance of indoorforest, potted plants andrepotting and watering.
asures to be adopted totack the plants.
r the maintenanceincluding watering.ort.
eradi
of treeKeep
! Any damage which would result insprouting to the desired scale will havecost.
the decay of the plant includingto be replaced by the contractoia
! The contractor shar make available adequate number of laboursqualified supervisor to cover all the works ""
p'., scope and schedule ofl::::n"-1.11j,:111'"1g-l_*e
futl time supervisor to Jilcate works on day_to
P":"* :t;?:1r:.^,t:P^._t :n_qaqed and monito,
"*"".r-uor, ;; ;rk #it,;;tenure of this maintenance contract.
! Maintenance of alr existing trees, shrubs, prants etc. willconcurrently with the contract
LAWN:
n To maintain the lawns with adequate watering, weeding and applimanure cutting and moving of the lawns.
! The lawn should be rolled with medium roller after sufficient drenching.should only be used
after substantial grass cover has been attained.
! The grass should not be aflowed to grow more than 6 cm height.
Daily: (Job Description)
anted area & foot path side.lants, shrubs.ber (need based), October _ March
- Incase shortage of water; contractor shall arrange the water by his sourceas Water tanker, etc- For watering the plants, lawns, potted plants.
Job Description: Alternatively shifting potted plants from inside to outside.
- Removing of weeds from rawns, between pavement joints on internalstone pavement, plant basin etc.- Cleaning the transfonner area.
Once in a month:-( Job Description)
lff:111"",-f:,:lli:i?:i "':y"d ptant stem d cteaning the basin.- Moving and maintenance of lawn a_reas.
-Maintenance of inner road, sides of road, by removing weedsgrowth.
Once in two months:_l Job Description)
and
aAS
ay
- Maintenance of internal roads around the building.- Pruning, cutting, grafting and shaping of hedges / plants / trees.
Once in three months:-( Job Description)
- cleaning of pots, replacing the soil & repotting the plants.- Application of manure/soir,/fertirizer to lawns, potted plants, shrubsplants.- Developmental work to be taken up at reast once in 3 months.
HOUSEKEEPING CLEANING AND GARDEN MAITENANCE MA
START OF SERVICES
Start of services shall be made by the successful bidder within 7 days fromdate of award of contract. If the successful bidder rails to start services, EJshall be entitled to recover liquidated damages to the extent of the differencharges incurred by EpFo in making altirnative arrangements alongpenalty of Rs.1000 per day for the delay period.
PENALTYIn case of breach of any conditions of the contract and for all types ofcaused by the contractor, EPFO shall make deductions as deemed suitias specified in the contract, from the bills preferred by the contractor.
LABOUR REGULATIONS
The successful bidder shalr obtain a valid labour license undercontract Labour (R&A) Act rg7o and the contract Labour (R&A) cen
Towards housekeeping cleaning and garden maintenance materials, EpFo,I.spgt will pay a fixed amount every month @ Rs. 6,000/- to the agency.list of material is enclosed at Annexure - II
SIGNING OF'CONTRACT.
The successful bidder shall present himself for signing the contract alongthe Performance Security immediately after receipi of work ord.er from EpF
Rules r97L, before commencement of the work a copy of which'he ssubmit to EpFo. He sharl continue to have a vaia [cense untilcompletion of work. The contractor shall arso abide by and complythe provisions of the child Labour (prohibition and Regulation) Act 1Pa5rment of wages Act 1936, Minimum wages eci-tg+s, bmpiLiability Act 1938, Workmen,s Compensati,on Act Ig23, InduDispute Act L947, Maternity benefits ecl tgor and Apprentices Act, 19or the modifications thereof or any other laws relatling thereto and trules made there under trom time io time. ftre su"clssful bidder is furesponsible to observe the above laws as amended from time to timeregard to his employees_ and compensation and other benefits/risksrelation to employees to be engaged by him.
The successful bidder shall indemnity EpFo against payments tomade under arrd for the observance of the laws #thout prejudice toright to claim indemnity from sub_contractors.
1)
2)
S
or
4)
3) The regulation aforesaid shall be deemed to be part of this contractany breach thereof shall be deemed to be a breach of this contract.
EPFO shall have the right to deduct from the money due to thePi11::,^T."":ll required.or estimated to b" ;a;;, for makingthe loss suffered by a worker or workers, by ,.""t., .i "." ilrmr"i"the conditions of the contract of the benefrt-of the workers, nonof wages or of deduction made from his or their *.g;" ;;;;justif,red by their terms of the contract or non-observanceRegulations.
The event of any failure in this regard and in the event ofloss/damages caused directly or indirectly to EpFo the same will
6)
1)
2)
payable by the successfur bidder "lorg #th such penarty as maydecided by EPFo which shall not be less-ttrat 10 percent of ttre total Isuffered by EPFO.
SAFETY RBGULATIONS
1)
2)
During the execution of work, unless otherwise specified, the contshall at his own cost provide the materiars for and execute arlnecessa{/ for the stability and safety of all equipment, structuexcavations and works and shail ensure that no dr*u,g", injury or.is caused or is likely to be caused to any person or property.
The successful bidder shall be responsibre to take a-lr precautionsensure the safety of the property of the office.
The successful bidder shall have _the legal status of an indepencontractor. Neither the successful bidd", io, its staff members, torperson employed by the successful bidder or its ,g""t. ror, o, #uriit"roZ*:f,j_1-: performance of the services und-er the present contsharl be considered in any way as being staff memb"; #ffi;'o.
The EPFo shall accept no liability for, nor any financiar or oconsequences arising from, sickness, injury, ar-.g"" or death ofpersonnel of the succes_sfur bidder, of thl .i"n *"-iers or of any su::Xtf :l:'^'-::^s:l:::lTln:^gnngrrormi";";lLirbeharranywounder the present contract,lncruding the time spent t;tr;;:i1#ilIjffis""
which may arise.oy reaso.r of the ,.gt."t or defaurt of any
4)
3)T}j,*:::}t l1tg shall accept no liability other tharr that due to iffiJ:"ff;'.T;or its egenfs frrr ai^L-o-^ i-:.--- -r -;:1,""j"*,::::3.1:',",g.ss.,inJup,,ilG"'"ra""#'#;:r::'iJby the successful bidder i""f"Ji"gln duty travel.
The contractor shar, at his expense, take out appropriate insurance tcover all risks, damages or injuies, includino,"r"t"a Jf.ims, which mieha thi ;;'"^*^"''
wrrrurr rrllgrany property, includinents, out of, o,
"orr"atea wit.u(rL (rl, uI,connected
""",r*ll.qvLvr \rr rLs sLirrr members performance under tfre pre
oft
areof
bebe
kS,
5) Notwithstanding anything to the contrarSr contained in t,.is contract.successful bidder shall only be riable, and shall only beindemnify the EPFo in respect of claims or liabilities that arise outnegligence, breach of contract or unlawful conduct of the contracits staff members or agents in the performance of this contract.
The EPFo reserves the right to terminate the contract in part or in frany time with one month notice without assigning any reasons thereof for wnoletter of reason/explanation can be souglit for"byih. ".r"".ssful bidder.
Tigr]l.l:"- !:" ft: rigrrt t" ""t91a
uris "o'rt'-J"f
on the sarne rates, trand conditions at on; time or in spells of lesser time period up to a cumulamaximum period of six months or till an arternu.i" *rrogement is mwhichever is earlier. Any further extension beyond two years shar be onterms and conditions mutually agreed upon.
1)
2)
3)
4)
remedy for breachthe successful bi
s)
receipt of default notice from EpFO.
is terminated.
TERMINATION FOR DEFAULT
The EPFO ndy, without prejudice to any othercontract, by written notice of default sLnt toterminate the contract.
If the successful bidder tails to provide the services as per the terms rconditions of this contract on the dates and on the specified timesrequisitioned by EPFO.
If the successful bidder tails to perform any other obligations(s) undercontract.
If the successful bidder, in either of the above circumstances does
::::$:*3t:ll"*:g^rii l.:,:gas authorized.by Bppo in writing z
In the event of termination of contract under pursuant of the EpFotake the sarne senrices upon such terms '""a *r"ner as it drappropriate and the successful bidder shall be riabie to EpFo forexcess cost for the said service during the rest p";;A for which conr
The successful bidder shall not be permitted to. transfer their rights::I11TT :"".H" :*:t ":i1::d:{:,';;il;,*,":., . no subretting ofS?il::i",idrf ru:|il|?li;#lioutwritte',p.'-i""i.;";fi;"-ffi;3':'fi "$JlARBITRATION
In the event of arenf or ilr n^--o^.rll _11:"-!on,
dispute or difference arising underi*:::Hll,?:-::,11:d:itherewith,except";1;;il,?Jjli,i-,":T";;.:;;'i#",":;::ffi'Jarbitrafinn nf TLo D^,,.i^-^r narbitration of rhe Regionat pro"ii.", Fund comn i:""Jfl.'r:"-:Jr""Tf Bd::
theto
the
r
eS
VE
of
thi
T$.p"r.. The agreement to appoint an arbitrator will be in accordance wiArbitration and Conciliation Cct, 1996.
Signature of Authorized person with
ANNEXURE - ICLEANING SCHEDULE
st.No Activity F requency
I f au4ue ot oultotng, strucrural glazins. Weekly2 Kota flooring, Dailya
-Dilsrls, r olleTs Five times in aDay
4 verulgr i_,rusurg, rruernal wall dusttng, external signage/intemal signage
Monthly
5 r/uurs, wluuows, worKstauons, partrttons including frames,glass and handles
Daily
6 oL<'u'.'ss srcevrrrass/Alumnum metar surfhces such as railings,door/window/, hardware & frames.
Weekly
7 ueDr., ucrul rop 6araole, cnalr surtaces, Ledges and otherequipment's (Dusting).
Daily
8 r5 / Bnils Llgnllng and wrndow panel Weekly9 Dust bins & waste p
buildings.Daily
t0Daily
11Daily
12 '|.^t^-LDaily
13Weekly
t4 v acuum cleanmg). Daily15
renslle structure
-
(Jnen Areast mo^hF
Twice in a
monthI6
Dailyt7
Dailyl8
Weeklyt9
Weekly20
Daily21
Monthly22
Monthly
Weekly24
25Monthly
26Daily
sePurB,, Daily
t+
Annexu
List of Materials for cleaning
01
Brooms-hard&soft
Toilet brush
Mops-wet &dryNaptha Balls
Scraper
Wipers - Glass and floor
Road brush
Ceiling broom
Schotch Brite
Hand brushs - hard
02
03
04
05
06
07
08
09
l0
11
I2
13
t4
l5
16
l7
18
t9
s
il
Place:-
Date: -
To,
The Regional p. F.Commissioner,
132-A, Redge Road,
Tukadoji Square,
Nagpur.
sub: - Regarding tender for providing House Keeping and Garden Maintena
Sir,
I have gone through the complete terms and condition of the tenderproviding House Keeping and Garden Maintenance, at EpFo RegionalMain Building, Annex Buirding, and premises of staff euarters type I to V.accept the same.
Signature of the Bidder
Name:-
ANNEXURE.III
Commercial bid to contain only the price details,contain the following on monthly basis as per thebid.
financial details allformat of comme
BasicWagesDA
Sub Total
PF Charges
ESIC Charges
Service Charges Expecting toquote reasonableand justifiedservice chargesfor delivering aquality service
Duties or Taxes if anv
Grand Total