e-tender document · the terms and conditions mentioned in the tender document and the contract...

Hotel Tender 19 Sept 2018 of 16

Government of India Ministry of Commerce and Industry

Department of Industrial Policy and Promotion Controller General of Patents, Designs and Trademarks

Rajiv Gandhi National Institute of Intellectual Property Management

E-TENDER NO: RGNIIPM/PIS/ Hostel/Guest house/Hotel/2018/02 through GeM

E-TENDER DOCUMENT

for

Hostel/Guest House/ Hotel/ Accommodation (Lodging & Boarding)

(as and when required) only for Officers under CGPDTM & Guest faculty of RGNIIPM

at Rajiv Gandhi National Institute of Intellectual Property Management/Patent Information

System (RGNIIPM/PIS), Civil Line, Nagpur

SCHEDULE OF TENDER

Publishing Date & Time 19 /09/2018

Document Sale Start Date 19 /09/2018

Seek Clarification Start Date 19/09/2018

Seek Clarification End Date & Time 10/10/2018 upto 4 Pm

Bid Submission Start Date 19 /09/2018

Bid Submission End Date & Time 11/10/2018 upto 10 Am

Bid Opening Date & Time 12/10/2018 at 11 Am


1. GENERAL Sealed tenders are invited by the Controller General of Patents, Designs and Trademarks (hereinafter referred to as CGPDTM) on behalf of the President of India from reputed and experienced Hostel/Hotel/Guest houses for providing Lodging and Boarding Facility(as and when required) for the IPO participants /Guest faculty who will impart training, at Rajiv Gandhi National Institute of Intellectual Property Management (RGNIIPM)/Patent Information System (PIS) located at the Plot No. 3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur-440 001 for Two years from the date of commencement of contract, unless extended further by mutual consent of the Competent Authority and the service provider on

the terms and conditions mentioned in the tender document and the contract agreement. The tender is under Two Bid System in GeM i.e. Pre-qualification+ Technical Bid and Financial Bid

2. PARTICULARS OF THE TENDER

(a) NAME AND ADDRESS OF THE AUTHORITY The Controller General of Patents, Designs and Trademarks, Boudhik Sampada Bhawan, S. M. Road, Antop Hill, Mumbai-400037.

(b) Location of office Rajiv Gandhi National Institute of Intellectual Property Management/Patent Information System located at Plot No.3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur - 440001

(c) ADDRESS FOR THE DISTRIBUTION OF TENDER DOCUMENT The tender document can be purchased from the Account section of the Rajiv Gandhi National Institute of Intellectual Property Management/ Patent Information System (RGNIIPM/PIS), Nagpur situated at the address given in para 2 (e) below or alternatively the same can be downloaded from the following websites: https://eprocure.gov.in/ https://gem.gov.in/ http://www.ipindia.gov.in d) CONTACT PERSONS: For any Clarifications POOJA VISHAL MAULIKAR,EXAMINER OF PATENTS & DESIGNS- Phone No. 0712-2540920 (E)COST OF TENDER: i)TENDER FEES:

The tender document can be purchased from the account section of the Office of Patent Information System/Rajiv Gandhi National Institute of Intellectual Property Management (RGNIIPM), Nagpur, situated at the address given below by paying the tender document fee of Rs 500 /- (RUPEES FIVE HUNDRED ONLY), either through Bhim App or Demand draft or Pay order or cash in favor of “Patent Information System”, payable at Nagpur . The receipt for payment of tender fees shall be attached along with the Pre-qualification Bid. In case the tender document is downloaded from the Gem website, the tender fee shall be submitted along with Pre-qualification Bid in the form of Demand draft or Pay order in favour of “Patent Information System”, payable at Nagpur. The tender document fee is NON-REFUNDABLE. Any tender submitted without the requisite fee will be rejected summarily. Exemption of fee will be provided as per Government rules based on necessary Government document


ii)EARNEST MONEY DEPOSIT (EMD)

The Earnest Money Deposit (EMD) of 50000/- (Rupees fifty thousand Only), (refundable without interest) shall accompany the Prequalification bid in the form of Demand Draft/Pay Order drawn in favour of “Patent Information System” payable at Nagpur, failing which the tender shall be rejected summarily. Earnest Money Deposit of Rs 50,000 will be returned to the unsuccessful tenderers. Tenders not accompanied by Earnest Money Deposit, shall be summarily rejected. Earnest Money of Successful tenderer will be forfeited if he does not fulfill any of the following conditions:-

Furnishing of performance security deposit of Rs.50,000 /- (Rupees fifty thousand only) by means of a Bank guarantee from Nationalized Bank in favour of "Patent Information System, NAGPUR” and payable at NAGPUR, within 7 days of the receipt of the letter awarding the contract.

Execution of the agreement within 7 days of the receipt of the letter of award of contract.

Commencement of the contract within 7 days of the signing of the agreement or as directed by RGNIIPM.

To comply with all the terms and conditions of the tender document, letter of award of contract and agreement of contract.

Exemption of fee will be provided as per Government rules based on necessary Government document iii)PERFORMANCE SECURITY DEPOSIT

The successful bidder will have to deposit a Performance Security Deposit of 50,000/- (Rupees Fifty thousand Only), in the form of Bank Guarantee with The DDO, Patent Information System /Rajiv Gandhi National Institute of Intellectual Property Management, Plot No.3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur - 440 001, having validity of two years and additional sixty days. In case the contract is further extended beyond the initial period of two years, the performance security deposit will have to be accordingly renewed by the successful bidder. After submission of the performance security by the successful Bidder, the corresponding EMD shall be released. Exemption of fee will be provided as per Government rules based on necessary Government document

F) ADDRESS OF THE OFFICE: Rajiv Gandhi National Institute of Intellectual Property Management /Patent Information System (RGNIIPM/PIS) Plot No.3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur - 440 001 Phone : 0712-2540913/2540920/2540969 E-mail : [email protected] G)VALIDITY OF TENDER: Tender should be valid for a period of 90 days from the date of Opening of the Financial bid.

However the office of the CGPDTM/RGNIIPM/PIS reserves the right to cancel, amend or withdraw the tender at any stage, without assigning any whatsoever reasons.

H) SCOPE OF WORK: This tender is intended for providing Lodging and Boarding Facility for the IPO Officers /Guest faculty who will impart training (as and when required) at RGNIIPM for Two years from the date of commencement of contract, unless extended further by mutual consent of the Competent Authority. The above work is not continuous work.


I) ELIGIBILITY CRITERIA & MINIMUM DOCUMENTS REQUIRED TO OPEN FINENCIAL BID (only after qualifying minimum marks required – see next page table)

The minimum qualifying marks in technical evaluation shall be at least 75 (see next page table). Bidders/ Proposals not securing a minimum of 75 marks in technical evaluation shall not be considered for financial bid evaluation hence, party are advice to file additional document as per table in next page. The following requirements should be fulfilled in the Pre-qualification and technical Bid.

EMD (DD/Bankers cheque)

Tender Fees (BHIM App/ DD/cash/ Bankers cheque)

Annexure 1 to 2 Exemptions of fees will be provided as per Government rules based on necessary Government document (i)The following preliminary requirements are

(Self-attested copy of all documents shall be provided) a) Agency should have a yearly turnover (specifically lodging & boarding) of more than Rs

25 lakh (each year) for any 3 years (during 2014-2015, 2015-16 & 2016-17 & 2017-18) for rendering only lodging and boarding. (Supporting certificate mentioning each year from chartered accountant (CA) shall be submitted as per Annexure 2)

b) Shop establishment registration Certificate of The Hostel/Hotel/Guest house c) The organization having valid registered license for providing food safety standards

(FSSAI) d) Valid license from the competent authority for Lodging and Boarding Permit. e) License /NOC from fire department f) GST Registration Certificate /GST Number g) PAN/TAN Number (attached self-attested photocopy) h) Income Tax Return for the any 3 years (during 2014-15, 2015-16, 2016-17, 2017-18)

(ii)Minimum Technical Competence Experience required to qualify:- (Self-certified documents shall be provided)

a) The Hostel/Hotel/Guest house should have experience of at least 2 years for providing lodging and boarding services from 2010 onwards (self-attested date of opening of hotel/ supporting related documents shall be produced).

b) Minimum 50 rooms to be made available with single or double occupancy (Self-declaration shall be given for the exact numbers of rooms in hotel made available for RGNIIPM)

c) Each Room size of minimum 200 sq. ft. with hot & cold water supply, chair, tables, attached toilet-bathroom, Air-cooled or AC facility, laundry facility, etc. (self-declaration shall be given for the exact size of each room)

d) Generator backup (self-declaration shall be given) e) Lift Facility (self-declaration shall be given) f) 24 hours hot and cold water facility (self-declaration shall be given) g) Buffet Dining & Restaurant facility (self-declaration shall be given) h) Wi-Fi / Internet facility (self-declaration shall be given) i) Place of Lodging & Boarding should be within 15 Kms from O/o. RGNIIPM/PIS,

Nagpur(self-declaration shall be given for number of km from RGNIIPM) j) Room should be having facilities like phone, TV, electric kettle with tea bags,

etc (Self-declaration shall be given)


EVALUATION CRITERIA AND METHODOLOGY: 1. Pre-qualification & technical bid to be submitted online. 2. Firstly, Pre-qualification & technical Bids shall be opened in respect of all the bidders. 3. The evaluation committee shall evaluate the Pre-qualifications &technical Bids and give the marks as per table below. 4. Evaluation of the bidder, as per marks/rating by the RGNIIPM committee, based on the documentary evidences

and the overall reputation of the service provider, fulfilling all the requirements of tender document, shall be accepted

5. Only the successfully qualified bidders in the Pre-qualification & technical stage will reach the Financial Bid evaluation stage as per the minimum criteria of evaluation of marks.

6. The online Financial Bid of only the qualified bidders in Pre-qualification & technical stage will be opened. 7. The Financial Bid of unsuccessful bidders in Pre-qualification & technical stage shall NOT be opened.

The criteria adopted for technical evaluation shall be as follows:

S.N Criteria Evaluation / Marks Documents required

1 Number of rooms at Hostel/Hotel/Guest house can be made available for any instance 50-75 rooms = 10 marks

a) 76-100 room = 20 marks b) 101-125 or more rooms = 30 marks

Maximum 30 Marks

Self-Declaration / Document in support of shall be provided

2 Size of each Rooms 301 -350 sq feet = 30 marks 251-300 Sq feet = 20 marks 200-250 Sq feet = 10 marks

Maximum 30 Marks Self-declaration / Document in support of size of room shall be provided

3 Year of Experience 2010 onwards: The Hostel/Hotel/Guest house should have experience of at least 2 years for providing lodging and boarding services 2 Year = 5 marks 3 year= 10 mark 4 year= 15 mark

Maximum 15 Marks Self-declaration / Document in support of experience shall be provided

4 Distance from RGNIIPM to Hotel 10.01 - 15 km = 5 marks 1-10 km = 10 marks

Maximum 10 Marks Self-declaration / Document in support shall be provided

5 hostel/guest house/ hotel having facilities like

Gym (5 marks)

CCTV camera (2 marks)

Doctor on call or Hospital within 2 km

Police station near Hostel/Hotel/Guest house within 5 km,

Laundry

Maximum 10 Marks Self-declaration / Document in support shall be provided

6 ISO or other related certification Maximum 5 Marks Document in support shall be provided

Total 100 Marks

Note: 1) The minimum qualifying marks in technical evaluation shall be at least 75. Bidders/ Proposals not securing a minimum of 75 marks in technical evaluation shall not be considered for financial bid evaluation. If, at least three bidders are not shortlisted for financial evaluation, the minimum qualifying marks in technical evaluation may be reduced by the RGNIIPM committee at their discretion. Note:-2)The marks obtained in the technical evaluation will only serve for screening the agencies for financial evaluation and will not form a criteria in the final evaluation for selection of the agency


INSTRUCTIONS FOR SUBMISSION OF BID :

All the Tenders shall be prepared and submitted in accordance with the instructions & terms as follows. Any proposal which is not submitted in accordance with these instructions will be summarily rejected without any communication in this regard.

I. The bid shall be online submitted as mentioned guidelines of GeM. website

II. Pre-qualification & technical bid shall be submitted in single combined form. III. Financial bid shall be submitted in separate online in GeM website IV. A bid submitted without the cost (tender fees and EMD) and the incomplete or conditional

bids shall not be considered and the same will be rejected. V. The bidders should ensure that each page of the tender is signed by the person authorized to

sign the tender document, affixing the seal of the Bidder. VI. The bidders are required to enclose Annexures. The bidders are required to enclose

photocopies of the supporting documents, self-certified by the authorized representative of the bidder. If the supporting documents are not enclosed, the tender shall be rejected and bidder shall be disqualified.

VII. The rates quoted by the Bidder should be inclusive of all taxes, charges, statutory liabilities at the time of entering the contract.

VIII. All the bidders should submit complete bid in the given formats with required documents. IX. Selected bidders should be present with all original documents for verification after financial

bid is opened X. Tenders will not be accepted after the prescribed time and date as set out in the Tender Notice

or subsequent extensions, if any, notified by the office. RGNIIPM/PIS take no responsibility for delay, loss or non-receipt of the bid sent. Bid sent through Fax or Email shall not be accepted.

XI. Conditional & incomplete tenders, in any sense will not be accepted and will be summarily rejected. Bids not in compliance with tender conditions or with incomplete information / documents are liable for rejection

XII. While submitting bid first shall be superscribed “Prequalification Bid” & “technical bid” and shall contain Annexures incorporating the information regarding eligibility criteria, mentioned of this document and the other be superscripted “Financial Bid” shall contain Annexure as proferma.

XIII. These documents and the covering letter accompanying the tender document (including all the Annexures), duly signed on each page with seal by the authorized representative of the bidder, should be enclosed, which shall be super scribed “Bid for Lodging and Boarding Guest Facility & IPO trainee Participants of RGNIIPM at Nagpur” and should online filed on or before the expiry of the prescribed time limit.

XIV. No tender will be considered which is not as per the printed/typed form. The bidders should ensure that each page of the tender is signed by the person authorized to sign the tender document, affixing the seal of the Bidder.

XV. All entries in the tender forms should be legible and filled clearly. If the space for furnishing information is insufficient, a separate sheet duly signed by the authorized signatory may be attached. Minor correction, if any, made in the form will be allowed only if the same is endorsed by the bidder with his signature. However, no such corrections including overwriting or striking out will be permitted in the Financial Bid. In such cases, the tender shall be summarily rejected.

XVI. No modification or substitution of the submitted bids shall be allowed. The CGPDTM/PIS/RGNIIPM reserves the right to retain bids once submitted. It is clarified


that bids once submitted cannot be returned to the bidder without approval from competent authority.

XVII. Tender submitted without EMD, Tender fee, financial bid shall not be considered and, also, the incomplete or conditional bids shall not be considered and will be out rightly rejected in the very first instance.

XVIII. The Bids shall be opened on the scheduled date and time at Rajiv Gandhi National Institute of Intellectual Property Management (RGNIIPM/PIS) Plot No. 3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur – 400 001 in the presence of the representatives of the bidders, if any, who are present on the spot at that time. No separate intimation shall be sent to bidders for the same.

XIX. Tenders will not be accepted after the prescribed time and date as set out in the Tender Notice or subsequent extensions, if any, notified by the office.

XX. RGNIIPM/PIS take no responsibility for delay, loss or non-receipt of the bid sent by post/courier. Bid sent through Fax or Email shall not be accepted.

XXI. Taxes applicable will be deducted/recovered by RGNIIPM/PIS from the total admissible bill amount.

XXII. RGNIIPM/PIS shall not in any way be liable or responsible to pay any extra charges which do not form the part of this tender.

XXIII. The Financial bid shall be submitted giving all information specified in Annexure given XXIV. Financial evaluation shall be based purely on the total price quoted for all components as

specified in Annexure and the bidder quoting, in overall, the lowest price shall be awarded the work. Selection of successful bidder shall be based only on the comparison of “financial proposals” submitted by those qualified bidders in technical evaluation. Financial evaluation shall be based purely on the total price quoted for component as specified in Annexure and the bidder quoting, in overall, the lowest price shall be awarded the work. The component shall be inclusive of all tax liabilities, any associated cost under different items and bidder’s liabilities for all payment.

XXV. It may be noted that payment will be made by the IPO participants and faculty member of IPO directly to the Hostel/Hotel/Guest house on fortnight basis by way of Cheque or cash and the payment of the RGNIIPM Guest faculty will be paid by RGNIIPM .

XXVI. The office of the CGPDTM / RGNIIPM/PIS reserves the right to cancel the tender at any time.

XXVII. The contract may be terminated by CGPDTM/RGNIIPM by giving only one notice in writing for improvement of services and on failure of the same, the contract can be immediately terminated by giving final termination letter without specifying any reason(s) therefor. However the contractor, if he/she so desires, may seek termination/withdraw of the contract by giving written notice of not less than one month duration during the agreement period, which shall enable RGNIIPM for forfeiture of security deposit. On termination of the contract in above any case, the contractor shall take steps to withdraw the services provided in a smooth and orderly manner, with forfeiture of security deposit/EMD/Bank Guarantee.

OTHER TERMS AND CONDITIONS:-

1. The rooms in Hostel/Hotel/Guest house required for accommodating Guest faculty/ IPO trainees.

2. The bidder should be based at Nagpur or have a representative establishment at Nagpur 3. The contract shall be valid initially for a period of two years from the date of award of work

order. This contract may be renewed for a further period of one year on the terms and


conditions mentioned in the tender document and the contract agreement, provided O/o. CGPDTM/RGNIIPM is satisfied with the services of the Bidder. Either party can terminate the contract at any time by giving one month prior notice in writing.

4. The contract shall commence from the date of receipt of acceptance of the work order which shall be accepted by the successful tenderer Hostel/Hotel/Guest house Agency within 7 days from the receipt of the order and shall continue till two years unless it is curtailed or terminated by the Controller General or RGNIIPM. This contract may be renewed for a further period of one year on the terms and conditions mentioned in the tender document and the contract agreement.

5. The contractor will have to deposit 50,000/- as performance Security guarantee in the form of D.D./Pay order/Bank Guarantee Drawn in favor of Patent Information System, Nagpur. No interest will be paid on this amount. The same will be refunded when the contract is over and all dues from the contractor have been settled.

6. Hostel/Hotel/Guest houses should submit rates for under double occupancy and single occupancy.

7. All payments would be made by cash/Cheque/online transfer only. No advance payment shall be made.

8. TDS & taxes as per the prevailing orders of the Government will be deducted. 9. Trainees should not be made to share room with person other than trainee of RGNIIPM for

whatsoever reason therefore. 10. Rooms should be with attached bath and toilets and should be having proper ventilation. 11. Hostel/Hotel/Guest house should provide daily one drinking mineral water bottle to

faculty/each trainee free of cost in each room. 12. Each room should have Electric Kettle for tea/coffee (tea/coffee/milk/sugar

Sachets should be supplied daily) free of cost. 13. In rooms two set of cleaned towels, bed-sheets, woollen blankets, quilts should be

made available daily without any charges. 14. Proper furniture in the room for reading/writing table, chair should be there with

proper lighting facilities for reading. 15. Rooms should be cleaned every day. Proper and adequate steps and care should be taken for

maintaining cleanliness, Sanitation etc. in the room. 16. Paid Laundry facility shall be provided 17. Emergency telephone Nos. shall be provided in rooms. The Hostel/Hotel/Guest house

authority shall provide an emergency telephone numbers to Head, RGNIIPM accessible for 24x7 hours, if any exigency occurs during the holidays/night or so.

18. Telephone in each room should have facility of STD. The expenditure of the STD use will be borne by the IPO trainee /faculty himself.

19. Rooms as contracted should be made available as per the scheduled arrival of trainees/faculty. Schedule of arrival and departure would be made available in advance.

20. Hostel/Hotel/Guest house should have a Doctor on Call facility. 21. Generator backup for power failure (full power back-up) is required in the

Hostel/Hotel/Guest house. 22. Lift is required 23. No renovation, major repair/alteration work is to be undertaken in the premises during the

stay of our trainees/faculty. Minor works if any are to be attended during day time only when the trainees are not in the Hostel/Hotel/Guest house. No such work to be carried out during evening/night.

24. Hostel/Hotel/Guest house/guest house should maintain a complaint register. Time of complaint should also be recorded. Remedial measure should be taken on daily basis and recorded in the complaint register. Remarks along with date and time with signature


of authorized person of Hostel/Hotel/Guest house and the trainee should be recorded on the register. This register should be presented to the RGNIIPM representative coming for inspection. Trainees should be asked to record time of departure and arrival when they leave Hostel/Hotel/Guest house premises in register. A daily register for this purpose shall be maintained. No trainee should be allowed to remain out of Hostel/Hotel/Guest house premises during night without prior written permission from Head, RGNIIPM. RGNIIPM Head shall be informed in such case if any trainee/faculty does not come back to Hostel/Hotel/Guest house during night by the Hostel/Hotel/Guest house authority. Similarly, no trainee officer shall be allowed to stay in the Hostel/Hotel/Guest house during training in the absence of a specific permission in this regard from the Head of RGNIIPM. It shall be the responsibility of the Hostel/Hotel/Guest House to ensure the compliance of this para.

25. Hostel/Hotel/Guest house should provide taxi facility in case of emergency for taking them to nearby Hospital/ Doctor. 26. CGPDTM/RGNIIPM reserves rights to cancel the contract or tender

27. CGPDTM/RGNIIPM reserves right to choose 2 party as L1 if L2 aggress to give on same rates as L1

28. Conditional & incomplete tenders in any sense will not be accepted and will be summarily rejected. Bids not in compliance with tender conditions or with incomplete information / documents are liable for rejection 29. Falsification/suppression of information shall lead to disqualification of the bidder /

cancellation of contract even after award of work during the contract. 30. On payment of the security deposit, the contracting firm will be required to enter into an

Agreement/Contract on stamp paper of appropriate value in the form to be approved by RGNIIPM containing inter-alia all the terms and conditions of the contract.

INDEMNITY

The contractor shall be required to execute an Indemnity bond in favour of RGNIIPM/PIS, in the standard format, with regard to safety, security, services at Hostel/Hotel/Guest house etc.

The Contractor shall keep the RGNIIPM/PIS/ CGPDTM and all officials of these offices indemnified from and against all suits, losses, claims, demands, proceedings, and liability of any nature brought or instituted against them by any of contractors’ employees or any other third party in connection with, relating to or arising out of the performance of the services or non-compliance, deficiency, non- implementation of various provisions of statutory requirements.

Decision of the CGPDTM/PIS/RGNIIPM regarding performance of contract shall be final and binding on the Contractor. However, any dispute arising out of this contract will be referred to an Arbitrator who will be appointed by the CGPDTM.

All disputes are subject to jurisdiction of Nagpur Courts.

If the contract is awarded, the concerned agency will be required to execute the contract agreement on a stamp paper of requisite value.

SUBCONTRACTING THE WORK If rooms are not available then contracted hotel should arrange the other similar hotel with all facilities as mentioned in the tender document without any additional cost. The Hostel/Hotel/Guest house Agency may hire other Hostel/Hotel/Guest house for any accommodation purpose with


permission from Head, RGNIIPM by fulfilling all conditions as mentioned in tender document. However, if the Primary Bidder hires such Hostel/Hotel/Guest house during the contract period,

they shall keep the RGNIIPM informed of the same from time to time and it will be his responsibility to confirm that such Hostel/Hotel/Guest house also complies with all the statutory requirements as regards to accommodation and services and shall keep RGNIIPM indemnified against the proceedings with or relating to or arising out of the performance of the hired services. The contractor shall himself be responsible for adherence to all the conditions of the contract

including standards and quality of services. The RGNIIPM will deal only with the party (successful bidder) and shall not be responsible for any dispute between the contractor and subcontractor.

Dispute & Differences Any dispute arising out of this contract can be referred to an Arbitrator appointed by the CGPDTM. Termination This contract may be terminated by either party by giving one months’ notice in writing of the intention to terminate without specifying any reason(s) therefor. On termination of the contract, the contractor shall take steps to withdraw the services provided in a smooth and orderly manner. Force Majeure Neither party shall be in breach of any obligation under this contract if it is unable to perform that obligation in whole or part by reason of Force Majeure. If either party seeks to rely on this clause, it shall immediately give notice to the other with full particulars of the matter claimed as a Force Majeure event. The parties so affected shall take all reasonable steps to remedy the failure to perform and to keep the other party informed of the steps being taken to mitigate the effects of Force Majeure. In the event of Force Majeure lasting for more than three months, either party may, following consultation with the other, give a notice of termination.


Annexure–I PROFORMA FOR PRE-QUALIFICTION & TECHNICAL BID

Sl. No.

Particulars Documents submitted

1 Name of Tendering Company/ Agency / Proprietor / Director/ Full Address of Registered Office at Nagpur Telephone No., E-Mail, Mobile , Website

Encl No.1

2 Shop establishment registration Certificate of The Hostel/Hotel/Guest house (self-attested copy of certificate shall be attached)

Encl No.2

3 Valid license from the competent authority for Lodging and Boarding Permit (self-attested copy of certificate shall be attached)

Encl No.3

4 License /NOC from fire department (self-attested copy of certificate shall be attached)

Encl No.4

5 The organization having valid registered license for providing food safety standards (FSSAI) (self-attested copy of certificate shall be attached)

Encl No.5

6 Cash Receipt/DD/BHIM App payment copy/ Pay order of Tender Fee Encl No.6

7 Demand Draft/Pay Order of EMD Encl No.7

8 Copy of PAN/TAN (attached self-attested photocopy ) Encl No.8

9 Copy of GST Registration/GST Number (attached self-attested photocopy ) Encl No.8

10 Income Tax Return for the any 3 years (during 2014-15, 2015-16, 2016-1,2017-18) (attached self-attested photocopy )

Encl No.10

11 Agency should have a yearly turnover (specifically for lodging and boarding) of more than Rs 25 lakh (each year) for any 3 years (during 2014-2015, 2015-16 & 2016-17 & 2017-18) for rendering only Catering services. (Supporting certificate mentioning each year from chartered accountant (CA) shall be submitted as per Annexure 2 ) Certificate from chartered accountant stating following 2014-15 = Turnover of lodging and boarding Rs 2015-16 = Turnover of lodging and boarding Rs 2016-17= Turnover of lodging and boarding is Rs 2017-18= Turnover of lodging and boarding is Rs

Refer proferma in annexure 2

12 The Hostel/Hotel/Guest house should have experience of at least 2 years for providing lodging and boarding services from 2010 onwards (date of opening of hotel/ supporting related documents shall be produced).

Encl no 11

13 Minimum 50 rooms to be made available with single or double occupancy (Self-declaration shall be given for the exact numbers of rooms in hotel made available for RGNIIPM)

Encl no 12

14 Each Room size of minimum 200 sq. ft. with hot & cold water supply, chair, tables, attached toilet bathroom, Air-cooled or AC facility, laundry facility , etc. (self-declaration shall be given for the exact size of each room and other facility)

Encl no 13

15 ISO & other certification (certificate from authority shall be provided) Yes/No

16 Place of Lodging & Boarding within 15 Kms from O/o. RGNIIPM/PIS, Nagpur Yes/No

17 Generator backup Yes/No

18 Lift Facility Yes/No

19 24 hours hot and cold water facility Yes/No

20 Buffet Dining & Restaurant facility Yes/No


21 Wi-Fi / Internet facility (self-declaration shall be given) Yes/ No

22 Distance from RGNIIPM to the Hotel / Hostel / Guest House in Kilometres Yes/ No

23 Weather rooms having following facilities a) Phone, b) Internet/Wi-fi c) TV/LCD/LED d) electric kettle with tea /coffee bags, (Self-declaration / Document in support shall be provided)

Yes/No

24 Weather hotel having facilities like a) Doctor on call or Hospital near Hostel/Hotel/Guest house within 2 km b) Police station near Hostel/Hotel/Guest house within 5 km, c) CCTV camera d) Gym, e) Laundry (Self-declaration / Document in support shall be provided)

Yes/No

25 If rooms are not available then contracted hotel should arrange the other similar hotel with all facilities as mentioned in the tender document with same cost

Yes/No

26 All pages of Tender Document is signed by authorized person (upload signed copy document with all necessary documents)

Yes/No

27 Whether the agency is been black listed or contract is terminated by RGNIIPM/ Centre /State Government /PSU/ Society/Trust/ Public Ltd. / Private Company

Yes/No

28 Has your firm, its subsidiaries or its parent companies, ever filed for bankruptcy within last 5 years?

Yes/No

29 Are there any judgments, claims, arbitration proceedings or suits pending or outstanding against your firm or its officers within last 5 years?

Yes/No

30 Has your firm filed any lawsuits or requested arbitration with regard to any contract(s) within the last 5 years? Provide details

Yes/No

31 Has your firm ever failed to complete work awarded to it within last 5 years? Yes/No

32 A statement to have read, understood and agreed to the terms and condition of this tender together with a copy of this tender documents signed and stamped on each page by the bidder/authorized representative

Yes/No

33 I agree and accept all the terms and conditions of the tender document Yes /No

34 Any additional information (please attached sheet) Yes/No

Selected bidders should bring all original documents for verification after financial bid It is certified that the information furnished above is true and correct to the best of my knowledge. In case, it is found that the information submitted is wrong or there has been a misrepresentation of facts, I shall have no objection for my proposal to be rejected, or the Contract to be terminated even if the Contract has been signed.

Date Signature of the Bidder/Authorized representative Place With Name & seal


Annexure II (To be enclosed with Annexure I i.e. Prequalification bid)

Certificate from Chartered Accountant (CA) stating following Name of Party Address of Party

Year Purpose Rs

2014-15 Turnover of lodging and boarding




Signature & Seal of CA


Annexure III - Financial Bid (To be submitted in separate Online through GeM)

Components Rate per day amount in Rs, with all the taxes, charges etc. (only for Officers under CGPDTM & Guest faculty of RGNIIPM)

Room Rates inclusive of following facilities:-

morning tea/coffee,

morning breakfast

One Dinner daily,

One Lunch during holiday

Daily one drinking mineral water bottles to each IPO trainee/faculty room,

Pick up & drop Transportation facility from Airport/Railways station to hotel

(for Single occupancy)

Room Rates inclusive of following facilities:-

morning tea/coffee,

morning breakfast

One Dinner daily,

One Lunch during holiday

Daily two drinking mineral water bottles to each trainee/faculty room,

Pick up & drop Transportation facility from Airport/Railways station to hotel

(for Double occupancy)

Signature of authorized person Date : Full Name : Place: Seal:

Notes: 1. The entitlement of single officer will be Rs. (2250+Tax)+900 (breakfast/meal). The Office desires to have an

arrangement whereby all the faculty members get a single occupancy room with charges that not more than their entitlement. Actual number of persons staying in Hostel/Hotel/Guest house may vary as per the CGPDTM directions.

2. The rates quoted by the Bidder should be inclusive of all taxes, charges, statutory liabilities at the time of entering the contract. No overlapping charges would be applicable for a check out exceeding 24 hours by up to 4 hours.

3. The payment will be made by the IPO participants and IPO faculty member directly to the Hostel/Hotel/Guest house on fortnight basis by way of cash, Cheque and through internet banking further the payment of the faculty members other than IPO will be made RGNIIPM on submission of bill by the Hostel/Hotel/Guest house.

4. The hotel shall honour all the requirements (within the limits of the contractual number of rooms), intimated to the hotel, even in case of a sold out situation of the hotel should make similar arrangements.

5. CGPDTM/RGNIIPM reserves the right to select different bidders for options 1 and 2 and to select any options from financial bid i.e. option 1 or 2.


Annexure – IV FORMAT OF PERFORMANCE / SECURITY BANK GUARANTEE BOND In consideration of the Controller General of Patents, Designs & Trademarks (hereinafter called “CGPDTM”) having offered to accept the terms and conditions of the proposed agreement between CGPDTM/RGNIIPM and ________________ (hereinafter called “the said Contractor Hostel/Hotel/Guest house”) for the lodging and boarding Services for RGNIIPM/PIS, Nagpur for the IPO participants and faculty members of RGNIIPM (hereinafter called “the said agreement”) having agreed to production of a irrevocable Bank Guarantee for Rs.__________ (Rupees__________________________________________ only) as a security/guarantee from the contractor(s) for compliance of his obligations in accordance with the terms and conditions in the said agreement.

1. We, _______________________ (hereinafter referred to as “the Bank” hereby undertake to pay to the CGPDTM an amount not exceeding Rs. _____________ (Rupees_____________________________only) on demand by the CGPDTM.

2. We, ________________________ do hereby undertake to pay the amounts due and payable under this guarantee without any demure, merely on a demand from the CGPDTM stating that the amount claimed as required to meet the recoveries due or likely to be due from that the said contractor(s). Any such demand made on the bank shall be conclusive as regards the amount due and payable by the bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs. __________________ (Rupees ____________________________ _ only)

3. We, the said bank further undertake to pay the CGPDTM any money so demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending before any court or Tribunal relating thereto, our liability under this present being absolute and equivocal in favour of “Patent Information System/RGNIIPM”.

4. We, ______________________ further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said agreement and that it shall continue to be enforceable till all the dues of the CGPDTM under or by virtue of the said agreement have been fully paid and its claims satisfied or discharged or till RGNIIPM committee on behalf of the CGPDTM certified that the terms and conditions of the said agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharges this guarantee.

5. We, ________________________ further agree with the CGPDTM/RGNIIPM that the CGPDTM/RGNIIPM shall have the fullest liberty without our consent and without affecting in any manner our obligation hereunder to vary any of the terms and conditions of the said agreement or to extend time of performance by the said Contractor(s) from time to time or to postpone for any time or from time to time any of the powers exercisable by the CGPDTM/RGNIIPM against the said contractor(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said Contractor(s) or for any forbearance, act of omission on the part of the CGPDTM/RGNIIPM or any indulgence by the CGPDTM/RGNIIPM to the said Contractor(s) or by any such matter of thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(s). 7. We, _________________ lastly undertake not to revoke this guarantee except with the previous consent of the

government in writing. 8. This guarantee shall be valid upto ______________ unless extended on demand by the RGNIIPM/CGPDTM.

Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs. ___________________ (Rupees __________________________ only) and unless a claim in writing is lodged with us within six months of the date of expiry or the extended date of expiry of this guarantee all our liabilities under this guarantee shall stand discharged. Dated the _____ day of _______ Signature of the witness ………………………………… Name of the Witness ……………………………………. Address of the Witness …………………………………. Signature of ………………Authorized Official of the Bank Name of Official …………………….. Designation ………………………….. Stamp/Seal of the Bank ……………...


ANNEXURE- V FORMAT OF AGREEMENT FOR PROVIDING LODGING AND BOARDING FACILITY TO

IPO TRAINEES AND FACULTIES PARTICIPATING IN RGNIIPM PROGRAMMES

This Agreement for arrangement of lodging and boarding facility to the IPO trainees and Guest Faculties participating in RGNIIPM programmes is hereby entered into at Nagpur on the ______day of ____

BETWEEN Rajiv Gandhi National Institute of Intellectual Property Management, Nagpur located at Plot No. 3, Opp. M.S.Education Board Office, Hislop College Road, Civil Lines, Nagpur-440001 (hereinafter referred to as RGNIIPM) which functions under the superintendence and control of Controller General of Patents, Designs and Trade Marks, Mumbai, Ministry of Commerce and Industry, Department of Industrial Policy and Promotion, ON ONE PART,

AND The Hostel/Hotel/Guest house ______________________, Located at _________________________, (hereinafter referred to as Hostel/Hotel/Guest house_____________ ) ON THE OTHER PART. WHEREAS, RGNIIPM is a Govt. of India Organization involved in conducting training courses for departmental officials and for the public training on Intellectual Property Rights;; AND WHEREAS the services of Hostel/Hotel/Guest house __________________were accepted through a tendering process for providing lodging and boarding facilities for training of Faculty/ trainees in the year 20____. AND WHEREAS Hostel/Hotel/Guest house ____________ has offered to provide the accommodation, etc. facilities as mentioned in tender documents for trainees and faculties and above the terms and conditions as mentioned in tender document ,

NOW THEREFORE THIS AGREEMENT WITNESSETH AND IT IS HEREBY MUTUALLY AGREED BY AND BETWEEN THE PARTIES HERETO AS FOLLOWS: I/We, hereby agree for providing logging and boarding services (as and when required) during the training programme for the trainees and officers deputed for training at RGNIIPM, Nagpur and also during short term training programme as required by the office. In addition to that, we shall provide the services on other occasion(s) or as and when intimated by the O/o. RGNIIPM for period of 2 years as per the terms and conditions of tender document. I / we, hereby agree all the terms and conditions of tender document of PIS/RGNIIPM for providing catering services for period of two years. All the terms and conditions are binding on me/us and failing to which my/our contract will be terminated. IN WITNESS WHEREOF, the Parties hereto have executed these presents in duplicate, the day, month and the year first herein above written. Date Place

Name & Signature of Tenderer. With Seal, Stamp Signature of witness (name and details) 1) 2) Name & signature of RGNIIPM officials Witness