government of india · electrical network (lt & ht), ac, plumbing, maintenance of hardware...
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Government of India
Ministry of Commerce and Industry
Department of Industrial Policy and Promotion
Office of the Controller General of Patents, Designs and Trade Marks
TENDER NO: IPO/KOLKATA/ FMS/01/2018-19
E-TENDER DOCUMENT
TENDER FOR SUPPLY OF MANPOWER FOR FACILITY MANAGEMENT SERVICES TO THE INTELLECTUAL PROPERTY OFFICE, KOLKATA
Intellectual Property Building,
CP-2, Sector-V, Salt Lake, Kolkata - 700 091
SCHEDULE OF TENDER:
Date of Tender document 10-09-2018
Last Date & Time for receipt of Tender 02-10-2018
Date and time for opening of Technical Bid 03-10-2018
Date and time for opening of Financial Bid 05-10-2018
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TECHNICAL BID
TENDER DOCUMENT FOR SUPPLY OF MANPOWER FOR FACILITY MANAGEMENT SERVICES
1. GENERAL :
Online bid for tenders on behalf of the President of India, are invited by the Controller General of Patents, Designs and Trademarks under Two Bid System i.e. Technical Bid and Financial Bid
from reputed, experienced and financially sound Companies / Firms / Agencies having experience
in the field of Housekeeping, Security service, Technical service like maintenance of
electrical network (LT & HT), AC, plumbing, maintenance of Hardware maintenance of
computer including networking for providing Facility Management Services (FMS) to The
Patent Office and Trade Marks Registry, Kolkata located at the address mentioned below, initially for two years from the date of taking up of supply of manpower in pursuance of contract unless extended further by mutual consent of the Competent Authority and Contractor on the same terms and conditions mentioned in the tender document and the contract agreement or terminated under the terms of the tender/contract. The present requirement of the manpower given below may be increased or decreased on the option of the Office.
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 - 400 037.
(b) PLACE OF WORK:
The Patent Office and Trade Marks Registry
Intellectual Property Building,
CP-2, Sector-V, Salt Lake,
Kolkata - 700 091
Phone : 033-2367 1353 (Administrative officer)
Fax No. : 033-2367 1988
(c) TENDER DOCUMENT:
Alternatively, a Complete Tender Document can be downloaded from following websites:
i) www.ipindia.nic.in
ii) www.tenders.gov.in
3. CONTACT PERSONS FOR ANY QUERIES RELATED TO TENDER:
Dr. S. J. SAHU, Dy. Controller of Patents & Designs,
Intellectual Property Office,
CP-2, Sector- V, Kolkata - 700 091
Contact No. - 033 2367-4401,
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4. SCOPE OF WORK:
The separate manpower as shown below is required for two offices located in Intellectual Property Building, Kolkata i.e., Patent Office and Trade Marks Registry. The scope of work
in these offices includes, but not limited to, carrying out Facility Management Services
(FMS) to these offices and various types of routine official work that may be assigned by the
officials of the Patent Office and Trade Marks Registry.
The scope of services under the Facilities Management Services, the details of which
are mentioned in Annexure I, are as follows:
I. Technical Services
(A)Operation & Maintenance
• LT Electrical Systems
• Plumbing & Sanitation
(B) Operation & soft maintenance & Co-ordination of Service
• HT Electrical Systems
• Diesel Generating Sets
• UPS Systems
• Mechanical Ventilation systems
• Building maintenance
• Water supply systems
Internal Telephone Network
Any other related work
II. Co-ordination of Services
• Air - Conditioning systems
• Fire Fighting Systems
• Vertical Transportation systems (lifts)
Any other related work
III. Custodial Services
• Cleaning services
• Gardening & horticulture including cleaning of office adjoining area.
• Roads, grounds & drains
• Waste management
Any other related work
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IV. Security and auxiliary Services
• Physical guarding Services
• Crisis management
• Primary Fire Fighting(By Trained Personnel)
• Vehicle management
• Parking management
• Visitor Management
• Lift rescue operations.
Any other related work
V. Maintenance of Desktops and Network facility
Providing Support for Hardware, Software and related Peripherals
5. REQUIREMENT OF MANPOWER:
(a) The tender is for the supply of following manpower at Patent Office and Trade Marks Registry, Kolkata at the minimum rate of wages under the Central Government Minimum Wages Act, 1948, as applicable in Central Sphere under Construction Category as on 03/04/2018. The number of manpower may be increased or decreased at the discretion of the Office. The O/o CGPDTM is not governed by Shops and Establishment Act or none of the provisions of Shops and Establishment Act is applicable as O/o CGPDTM is a Govt. of India Office.
The manpower will be deployed in following address:
a) Intellectual Property Building,
CP-2, Sector-5,
Salt lake City,
Kolkata- 91
Phone: 033-23679101,
Fax No. 033-23671988
b) Nizam Palace,
2nd
M.S.O. Building
7th
Floor,
234/4, A.J.C.Bose Road,
Kolkata- 700020
7. EARNEST MONEY DEPOSIT (EMD):
The Earnest Money Deposit (EMD) of Rs. 200,000/- (Rupees Two lakhs Only), refundable (without interest) shall be submitted with the Technical Bid of the agency in the form of Demand Draft/Pay Order drawn in favour of "The Controller of Patents" payable at Kolkata, failing which the tender shall be rejected summarily. EMD of unsuccessful tenderers shall be released within 30 days of the work order is placed to the successful bidder.
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8. PERFORMANCE SECURITY DEPOSIT :
The successful tenderer will have to deposit a Performance Security Deposit of Rs.450,000 (Rupees four Lakh fifty thousand only), in the form of Bank Guarantee/ Fixed Deposit receipt from a commercial bank, within 21 days of receipt of the award of contract with The Administrative Officer, Patent Office, Intellectual Property Building, CP-2, Sector-V, Salt Lake, Kolkata -700 091 covering the initial period of contract of two years and additional sixty days from the date of contract agreement. In case, the contract is further extended beyond the period of two years, the deposit will have to be accordingly renewed annually by the successful tenderer. In case of breach of any terms and conditions attached to this contract, the Performance Security Deposit of the agency will be liable to be forfeited by the Department besides annulment of the contract.
9. TERM OF CONTRACT:
The contract for supply of the below mentioned manpower initially will be given for two years from the date of order issued by this office for supply of manpower after selecting the personnel on the basis of interview. The period of the contract may be further extended provided the requirement of the Department for the above manpower persists at that time, or, the same may be curtailed/ terminated at any time before the normal tenure owing to deficiency in service or substandard quality of manpower deployed by the selected Company/Firm/Agency. The Controller General or a personnel authorized by him however, reserves right to terminate this initial contract at any time after giving 15 days' notice to the selected service providing Company/Firm/Agency.
10. VALIDITY OF TENDER:
a) Tender should be valid for a period of 90 days from the date of Opening of the Financial bid.
b) However, the Controller General of Patents, Designs and Trademarks reserves the right to
cancel, amend or withdraw the tender at any stage or amend or withdraw any of the terms and conditions contained in the Tender Document or to reject any or all tenders, without giving any notice or assigning any reason whatsoever. The decision taken by him in this regard shall be final and binding on all.
(c) The tender submitted with incorrect daily minimum wage rates for Highly skilled/Skilled/ Semi-Skilled/Unskilled categories, notified by the Government of India, Ministry of Labour & Employment, Office of the Chief Labour Commissioner, New Delhi, as applicable in central Sphere under Employment of sweeping and cleaning category, vide Order No. F.No. 1/10(5)/2018-LS-II dated 03/04/2018) and other statutory payments like rate and basis of EPF, ESI shall be summarily rejected without any notice.
11. SUBMISSION OF TENDER :
A. INSTRUCTIONS FOR SUBMISSION OF TENDER:
i) Tenders are invited under two bid system i.e. Technical Bid and Financial Bid.
ii) The bidders shall submit two online bid as "Technical Bid for supply of highly skilled,
Skilled, Semi-skilled and Unskilled manpower for Facility Management Services to The
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Patent Office and Trade Marks Registry, Kolkata" and as "Financial Bid for supply of of
highly skilled, Skilled, Semi-skilled and Unskilled manpower for Facility Management
Services.
iii) A tender should be submitted online.
A. Technical Bid:
Technical bid shall be submitted in online marked as "Technical Bid for supply of highly
skilled, Skilled, Semi-skilled and Unskilled manpower for Facility Management
Services”.
(i) ANNEXURE-C (Technical Bid format for supply of providing Facility Management
Services (FMS) to the Patent Office and Trade Marks Registry, Kolkata)
(ii) Online copies of the following documents (attested by authorized signatory), should be submitted, failing which a bid shall be summarily/out-rightly rejected:
Sl no. Marked as Documents
1 Doc-1 Annexure-C
2 Doc-2 Registration certificate from Register of Company
3 Doc- 3
Copy of PAN/GIR card.
4 Doc- 4
Copy of the IT return filed for the last three financial years of the vendor
5 Doc- 5
Copies of the EPF registration certificate
6 Doc-6
Copies of ESI registration certificate
7 Doc-7
Copy of Service Tax registration certificate
8 Doc-8
Extract of turnover during last 3 years
9 Doc-9
Document regarding Bank Account of the firm/company/agency.
10 Doc-10
Performance certificate from earlier concerns.
11 Doc-11
Signed and stamped Acceptance letter (Annexure A)
12 Doc-12
An undertaking/ affidavit on stamp paper as per Annexure-B
13 Doc-13
Work order and performance report for disposing the
work of FMS from Government Office/PSU / reputed
private company.
14 Doc-14
Private security agency license under “The Private Security Agency (Regulation) Act, 2005.
(iii) The Technical bid should be accompanied with refundable Earnest Money Deposit (EMD), Rs.
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200,000/- (Rupees two lakh Fifty Thousand only) in the form of Bank draft drawn in favour of "The Controller of Patents" payable at Kolkata, failing which the tender shall be rejected out-rightly.
B. Financial Bid:
i) Financial Bid shall be submitted online marked as "Financial Bid for supply of Highly
skilled, Skilled, Semi-skilled and Unskilled manpower for Facility Management
Services” in the format as provided in ANNEXURE-D.
(ii) The contractor shall pay the minimum rate of wages as applicable in Central sphere under construction category notified by the Government of India, Ministry of Labour & Employment, Office of the Chief Labour Commissioner New Delhi, vide order No. F.No. 1/10(5)/2018-LS-II dated 03/04/2018). The O/o CGPDTM is not governed by Shops and Establishment Act or none of the provisions of Shops and Establishment Act is applicable as O/o CGPDTM is a Govt. of India Office. The Office will neither accept nor consider any other notification or circular whatsoever, other than the mentioned here on minimum wages for the categories of manpower mentioned in the present tender and contract. The Minimum daily Wages including VDA as on 03/04/2018 for the skilled, semi-skilled and un-skilled categories of manpower required by the Patent Office and Trade Marks Registry, Kolkata as mentioned in the said notification and acceptable to this office are as under:
(iii) The tender submitted with less than the minimum wages, EPF, ESI shall be summarily rejected
without any notice.
(iv) Financial Bid i.e. Annexure D shall include the minimum wages as mentioned above ,
statutory payment payments towards ESIS and EPF, agency charges (which includes
Management Fee and other payments/statutory liabilities/extra wages, such as payment for
Gazetted Holidays declared by Government of India, compliance of Bonus Act, etc, other
expenses if any, which the bidder would pay to the workers). Service Tax will be provided as
per prevailing rate and in compliance to the notifications of Government of India time to time.
(v) Financial evaluation shall be based purely on the total price quoted for all components
as specified in Annexure D. The bidder quoting in overall the lowest price shall be
awarded the work. The rate quoted by the Contractors in words shall be taken as correct
in case of any discrepancies between rates quoted in figure and in words.
(vi) In case the taxes, central minimum wages (Part of component A and Component C of
Annexure D) are increased/decreased by the Government, the same shall be payable by the
Office.
(vii) TDS will be deducted/recovered by the Office from the total admissible bill amount.
(viii) The Office shall not in any way be liable or responsible to pay any extra charges which do not
form the part of the financial bid.
(ix) The bidder alone will be responsible for payment of such other service benefits/statutory dues
and fulfill other financial obligations, required on his part by virtue of any law/regulations of any
public body of the Central Government, for the time being in force, to the personnel deployed by
him at IPO. The contractor shall also be liable to pay to the deployed workers the benefits
required to be extended by him under various labour statutory enactments.
(x) No overwriting or cutting is permitted in the Financial Bid Form. In such cases, the tender
shall be summarily rejected. However, the cutting, if any, in the Technical Bid Application must
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be initialed by the person authorized to sign the tender.
(xi) The conditional bids shall not be considered and will be rejected outright in the very first
instance.
THE BIDDERS WHO ARE ELIGIBLE IN THE PREQUALIFICATION BID CAN
ONLY BE PERMITTED TO SUBMIT THE TECHNICAL & FINANCIANL BID
(a). Technical Competence:
Experience in the work of similar nature and magnitude:
i. The agency should have successfully managed and provided integrated Facility
Management Services (FMS) at least for three years in the immediate past in the
Govt./PSU and/or Private Sector. During the period of last three years, the agency
should have provided such Facility Management Services in at least one site of at least
5000 sq. mt. area, and with 150 networking computers.
iii. The agency must have experience of managing Horticulture work at a Government
Office/PSU / reputed private company during the last 3 years.
Business Background:
1. The bidder shall provide the information as to how many years has the firm been in
business and how many years under its present business name.
2. The bidder shall include a brief description about the firm’s growth (including revenue,
profitability and personnel) during the past five years and the growth expectations (for
the same categories) for the next five years.
3. The bidder should attach a current organizational chart and include the total number of
employees in your firm in India, location-wise.
Claims and Suits (Explain any “yes” answers)
The bidder shall provide satisfactory replies and details in respect of the following:
1. Has your firm, its subsidiaries or its parent companies, ever filed for bankruptcy?
2. Has your firm ever failed to complete work awarded to it?
3. Are there any judgments, claims, arbitration proceedings or suits pending or outstanding
against your firm or its officers?
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4. Has your firm filed any lawsuits or requested arbitration with regard to any contract(s)
within the last five years?
5. Please provide a listing of your offices in India (with contact info, phone & fax
numbers, e-mail etc.) and a listing of the areas in which your firm has performed
Facilities Management Services.
(b). Evaluation methodology
Technical evaluation:
The technical evaluation will be done only for the proposals submitted by the
Companies. The capability and eligibility of the Bidder shall be determined based on the
information provided by the Bidder i.e. experience in the field, presence of the Bidder at
multiple locations, manpower strength, etc.
The criteria adopted for technical evaluation shall be as follows:
S.No Criteria Evaluation unit Percentage Marks Documents to be
submitted in proof 1 Experience
of the Bidder in the
field .
Years of experience 10 marks for each
completed year but
Maximum 40
Marks
List of work orders and
Completion
certificate/
credentials from such
clients
2 No of sites where
services have
been/are being
provided in last
three years
No. of sites 10 marks for each
location but
MaximumMarks.40
Address of the sites
each location along
with the details of
contract for each
location
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3 Human
Resource
Total No. of
Personnel
Employed at
different sites
(Supported by Work
Order)
Maximum 10
marks ( to be
graded by the
Technical
Committee)
Document in support of No. of employees on
Bidder’s payroll and
corresponding
registrations with
Labour Law
authorities or any
other document in
support 4. Methodology &
work plan Bidder’s usefulness
to the Intellectual
Property office and
capability to perform
the contract based on
bidder’s assets,
client expanse and
competitive
advantage over other
companies.
Maximum 10
marks (to be
evaluated by
the Technical
Committee)
Presentation by
Bidder’s authorized
Representative; the
bidder may also cite certifications of quality
such as ISO certificate for
providing such services.
TOTAL 100 Marks
Note (1): The minimum qualifying marks in technical evaluation shall be at least 60.
Proposals not securing a minimum of 60 marks in technical evaluation shall not be
considered for financial evaluation.
Note (2): The marks obtained in the technical evaluation will only serve for
screening the agencies for financial evaluation and will not be considered in the final
evaluation for selection of the agency.
(iii) Financial Evaluation
a) Selection of successful bidder shall be based only on the comparison of financial
proposal submitted by those qualified bidders in technical evaluation.
b) Financial evaluation shall be based purely on the total price quoted for
Component (F), which includes all components, as specified in Annexure D
and the bidder quoting, in overall, the lowest price shall be awarded the work.
(c) Management Charges as specified in Component C of Annexure D shall be stated
clearly and shall include Management Fee of the bidder (Contractor) and all financial
liabilities towards workers deployed by him at IPO.
(d) IPO will not make any other payment other than specified in Annexure D i.e.,
i) Component A i.e. wages (Central Minimum wages and payment towards
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ESIS and EPF),
ii) Component B i.e. salary of Facility Manager
iii) Component C (Bonus as per central government notification,
iv) Component D i.e. Management Charges (which includes Management Fee
and other payments/statutory liabilities/extra wages, such as payment for Gazetted
Holidays declared by Government of India, Bonus, other expenses( Dress, including
winter dress, safety shoe etc.), which the bidder would pay to the workers and
v) Component E i.e. Service Tax . The bidder shall neither quote for anything
else than the above nor shall he claim any payment other than the above, after the
contract is awarded. However, in case the taxes and central minimum wages or any
other changes of any condition to comply the notification of Govt. of India same
shall be payable by this office.
( e) Payments shall also be subject to deduction of taxes at source as per applicable
laws.
(f) The total amount indicated in the Financial Bid shall be unconditional,
unequivocal, final and binding on the bidder. If any assumption or condition is
indicated in the Financial Proposal, it shall be considered as non-responsive and the
proposal shall be rejected.
(iv). The Office of the Controller General of Patents, Designs and Trade Marks
reserves the right to cancel the tender at any time.
(D) General Instructions to Bidders:
(i) Interested Companies/Firms/Agencies shall submit the online bid for tender documents,
complete in all respects, on or before the last date and time of submission of tender. The
tender document submitted by online only.
(ii) Tenders will not be entertained after the deadline under any circumstances whatsoever.
(iii) A tender will not be considered if it is not as per the prescribed format. A tenderer shall sign and
stamp each page of this tender document and all other enclosures appended to it as a token of
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having read and understood the terms and conditions contained herein.
(iv) A bid submitted without EMD or incomplete bid will not be considered and the same will be
rejected.
(v) All entries in the tender form should be legible and filed online clearly. If the space for furnishing
information is insufficient, a separate sheet duly signed by the authorized signatory may be
attached.
(vi) The Office takes no responsibility for delay, loss or non-receipt of the bid submitted through
online. A bid sent through Fax or email will not be accepted.
(vii) The CGPDTM or any person authorized by him reserves the right to accept/reject any or all the
tenders in part or full or divide the work among two or more parties and in such case
bidders/intending bidders, shall not have any claim on Office of Controller General of Patents,
Designs and Trade Marks.
Qualifications
(A) Electrical Supervisor:- He/she shall be a Diploma holder in Electrical with relevant
“C‟ license to opera te High Tension e lect r ical instal lat ions with
minimum of 3-4 years’ experience in the field. He should have working
knowledge of AC machines.
(B) Electrician cum AC technician: - The person concern should process valid license to
handle LT. He should have 3 to 4 years of experience. He should have primary
knowledge about handling of ductable and split AC.
(C) The plumber shall be an ITI Certificate holder with minimum 3-4 years of
experience, or 10 years’ experience in the same field.
(D) The Security personnel should be at least Secondary School (SSC) or equivalent
and below 50 years of age. He should be well built and fit and have training of
firefighting, rescue operation and preferably from Ex-serviceman or other state
force. He should have requisite experience in security services. The lady security
should have experience to handle security issues.
E) Security Supervisor personnel may be Ex-Serviceman of at least of the post of
Sepoy and below 50 years of age. He should be well built and fit and have training
of firefighting, rescue operation.
(F) Housekeeping Supervisor should be at least Madhyamik and have three years’
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experience in Housekeeping. He will be in-charge of day to day activity in the
scope of the work of Housekeeping. He should have the experience of using
different chemical for the up keeping of this building. He will regulate the
manpower as per the requirement in a flexible manner. He will report to Facility
Manager in case of any difficulty. He will have to submit daily report of the activity
of the day to Facility Manager at the end of the day.
(G) HARDWARE MAINTENANCE TECHNICIAN:-
a) i) Graduate having degree in IT from a recognize Indian University
alongwith Industry certification like MCSE/CNE
or
ii) Graduate in Science and Degree or Diploma in Computer Application
(Hardware) alongwith Industry certification like MCSE/CNE.
b) At least two years’ experience in the maintenance of computer and peripherals.
c) Should have sufficient knowledge of maintenance and trouble shooting in
Windows/LAN/WAN environment and should be capable to diagnose and to provide
quick solution.
d) Good knowledge of English and communication skills.
(H) The Facility Manager should at least possess any Management Degree in the
relevant field with 3-4 years’ experience to handle Facility Management issues
independently.
(6). (a) Facility Manager
The Facility manager has to maintain the Register- Form IX, X, XI U/r 22, 26(1),
26(2) of the Minimum wage (Central) Rule 1950, Minimum wage Act 1948. Facility
Manager has to keep liaison with ESI and EPF authorities from time to time and shall
be responsible to address the grievances of the workers. Facility Manager is
responsible to produce all the documents, within the scope, as and when required by
IPO with one hour response time. Facility manager will coordinate with Electrical
Supervisor, Security Supervisor and Housekeeping Supervisor and report to IPO
representative time to time.
(b) Security Supervisor
Security Supervisor will be responsible to handle all the issues relating the work
under the scope of security. He should have the training relating to emergency evacuation,
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preliminarily firefighting. They have to lead and co-ordinate in the event of emergency
evacuation. He should report to the Facility Manager and the representative of IPO in case of
any problem arises out of safety and security of the Office.
(c) Electrical Supervisor is the overall in-charge regarding all the issue regarding LT and
HT of IPO premises. He will have to attend any emergency situation relating to electrical fault
or any other problem even beyond office hours. He will be the nodal person to coordinate
with the electricity supply authority in case any problem arises out of supply of electricity.
(7) Safety Management
Contractor shall initiate and maintain safety management program to protect
contractor’s employees from hazards through safety equipment, procedures, practices
and regular inspection of the work areas, materials, equipment, information and
training necessary for safe work performance.
(8). Emergency telephone Nos.
The contractor shall provide an emergency telephone number accessible for 24x7
hours and comply with the requirement during any break downs to essential utility
services like cable fault, burst water mains etc., within a maximum of one hour
response time.
(9). Indemnity
The contractor shall keep Intellectual Property Office and all officials of IPO
indemnified from and against all suits, losses, claims, demands, proceedings, and
liability of any nature or kind including costs and expenses, injuries to any person,
damages to any property whatsoever, levy of fees or consequences which they may be
put to or suffer on account of the services undertaken by the contractor.
The Contractor shall keep the Intellectual Property Office and all officials of IPO,
indemnified from and against all suits, losses, claims, demands, proceedings, and
liability of any nature brought or instituted against them by any of contractor’s
employees or by 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.
The contractor shall also execute an indemnity bond in favour of CGPDTM, in the
standard format, in this regard.
(10) Insurance
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The contractor shall ensure that all his employees posted at IPO are adequately
insured & covering each incidence for personal injury caused or arising out of the
performance of the services
The Contractor shall keep the employer, its servants or agents indemnified against
claims, actions or proceedings brought or instituted against the employer, its
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 contractor is also required to obtain the third party insurance for each incident
The contractor shall also require obtaining workmen compensation policy for each
employee and covering all the staff deployed at site during the contract period.
The supporting documents in respect of insurance should be produced within one
month of taking over the charge.
12. TERMS AND CONDITIONS OF CONTRACT
A) GENERAL TERMS AND CONDITIONS
1. The contract shall commence from the date of receipt of acceptance of the work order by the
tendering Company/Firm/Agency which shall be accepted within 10 days from the receipt of
the work-order or within 15 days from the date of issue of the said order whichever is earlier
and shall continue till two years unless it is curtailed or terminated by the Controller General
of Patents , Designs and Trade Marks or a person authorized by him owing to deficiency of
services, sub-standard quality of Skilled/Semi-skilled/Unskilled manpower deployed, breach of
contract, reduction or cessation of the requirements etc.
2. The contract may be extended, on the same terms and conditions or with some
addition/deletion/modification, for a further specified period.
3. The contracting Company/Firm/Agency shall not be allowed to transfer, assign, pledge or
sub-contract its rights and liabilities under this contract to any other agency without prior
written consent of this Department.
4. The present requirement of Skilled, Semi-skilled and Unskilled manpower has been
mentioned in the tender document. The requirement of the Department may increase or
decrease during the tenure of the contract. In case of decrease in the requirement, the same
will be informed to the contractor and additional manpower may be withdrawn immediately
thereafter. The contractor shall provide additional manpower, if required, on the same terms
and conditions.
5. All selected manpower shall wear Identity card and formal uniform, provided by the
Contractor, every day during the working hours.
6. The contractor will be bound by the details furnished by him to this Department, while
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submitting the tender or at any subsequent stage. In case any of such documents furnished
by him/her is found to be false at any stage, it would be deemed to be a breach of terms of
contract making him liable for legal action besides termination of contract.
7. No variation in or modification of the terms of the Contract shall be made except by written
amendment signed by the parties.
8. The Competent authority of this Department reserves the right to withdraw/relax any of the
terms and conditions mentioned above so as to overcome the problem encountered by the
contracting parties.
9. The contracting Company/Firm/Agency shall attach a copy of valid labour license from the
Regional Labour Commissioner for the specific number required for the contract under
Contract Labour (Regulation & Abolition) Act, 1970.
10. The contracting Company/Firm/Agency shall sign the Contract agreement as per ANNEXURE-
"E" after finalization of the tender process but before the issue of work order/Letter of Intent.
B. FINANCIAL TERMS AND CONDITIONS
11. The successful tenderer will have to deposit a Performance Security Deposit of
Rs.450,000(Rupees four lakh fifty thousand only), in the form of Bank Guarantee/ Fixed
Deposit receipt from a commercial bank, within 21 days of receipt of the award of contract
with The Administrative Officer, Patent Office, Intellectual Property Building, CP-2,
Sector-V, Salt Lake, Kolkata - 700 091 covering the initial period of contract of two years
and additional sixty days from the date of contract agreement. In case, the contract is
further extended beyond the period of two years, the deposit will have to be accordingly
renewed annually by the successful tenderer.
12. EMD will be returned to the successful tenderer after depositing performance security. Further,
if the agency fails to deploy the required number of skilled/Semi-skil led manpower (Data Entry
Operators) and unskilled manpower against the initial requirement within 10 days from the date
of receipt of the order or within 15 days from the date of issue of the order, whichever is earlier,
the EMD will stand forfeited without giving any further notice.
13. The EMD in respect of the agencies, which do not qualify in Technical Bid (First
Stage)/Financial Bid (Second Stage,) shall be returned to them without any interest.
14. The proceeds of the performance security shall be payable to the office as compensation for
any loss resulting from the contractor's failure to complete its obligations under the Contract.
15. In case of breach of any of the terms and conditions attached to this contract, deficiency in
service or substandard quality of manpower deployed by the Contractor, the Performance
Security Deposit of the agency will be liable to be forfeited by the Department besides
annulment of the contract and the Controller General or a personnel authorized by him reserves
the right to terminate the contract at any time during the tenure, after giving a 15-days' notice to
the contracting agency ,in such circumstances.
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16. The contractor shall pay the minimum rate of wages as applicable in Central sphere under
construction category, notified by the Government of India, Ministry of Labour & Employment,
Office of the Chief Labour Commissioner New Delhi, vide order No F.No. 1/10(5)/2018-LS-II
dated 03/04/2018). The O/o CGPDTM is not governed by Shops and Establishment Act or
none of the provisions of Shops and Establishment Act is applicable as O/o CGPDTM is a
Govt. of India Office. The Office will neither accept nor consider any other notification or
circular whatsoever, other than the mentioned here on minimum wages for the categories of
manpower mentioned in the present tender and contract. The Minimum Wages including VDA
as on F.No. 1/10(5)/2018-LS-II dated 03/04/2018) for the highly skilled, killed, semi-skilled and
un-skilled categories of manpower required by the Patent Office and Trade Marks Registry,
Kolkata as mentioned in the said notification only are acceptable to this office and the same
along with all other liabilities should be clearly stated in the financial bid. One day paid
weekly off will be given to casual workers for implementation of the Order of Hon'ble CAT,
Ahmedabad bench in the OA No. 214 of 2003 according to the OM No. F. 49019/1/95-Estt-(C)
dated 14.06.2016 and dated 19.07.2016 of DOPT.
17. The Contractor will be responsible for timely payment (Within 7th of every month and before
3p.m.) to the supplied manpower and statutory authorities and compliance of all statutory
provisions relating to minimum wages, Provident Fund and Employees State Insurance etc. in
respect of the persons deployed by him in this Office without assigning any reason whatsoever.
18. The Contractor shall also be liable for depositing all taxes, levies, cess etc. on account of
service rendered by him to the Office to the concerned tax collection authorities from time to
time as per extant rules and regulations on the matter.
19. Disbursement of wages with proper payment sheet showing details of the payment to the
workers deployed in this department should be ensured by the service providing agency. The
payment should be disbursed before a designated officer of this office.
20. The Tax Deduction at Source (TDS) shall be made as per the provisions of the Income Tax
Department, as amended from time to time, and a certificate to this effect shall be provided to
the agency by this Office.
C. LEGAL TERMS AND CONDITIONS, LIABILITIES OF THE CONTRACTOR AND CONTROL OF
THE PERSONS DEPLOYED
21. The contracting agency shall ensure that the individuals deployed against highly skilled, Skilled,
Semi-skilled and Unskilled manpower for digitization in the Patent Office and Trade Marks
Registry, Kolkata conform to the technical requirements of age, educational qualification and
experience prescribed in the tender document.
22. The Controller General of Patents, Designs and Trademarks is a Central Government Office and
has five days working (i.e. Monday to Friday) in a week from 9.30 AM to 6.00 PM with a lunch
break of 1/2 hrs. from 1.30 PM to 2.00 PM. Besides this the Department observes the Gazetted
holidays notified by the Government of India from time to time. Skilled/semi-skilled and unskilled
manpower are required to work from Monday to Saturday as per above mentioned timing.
Gazetted holidays will be treated as Paid Holiday; however, the liability for Gazetted Holidays will
have to borne by the Agency. They may also be required to attend the office as and when
18 | P a g e
required on Sunday/ holiday.
23. The contracting Company/Firm/Agency shall furnish the following documents in respect of the
individual employee deployed by them in this Office before commencement of the work:
• List of persons deployed:
• Bio-Data of the persons:
• Attested copy of 10* Class Certificate containing date of birth:
• Character Certificate from Group 'A' or Class-I Officers of the Central/State
Government or Notary Public.
• Certification of verification of antecedents of persons by local Police authority.
• Identity Cards bearing photograph
24. In case, any person employed by the contractor commits any act of omission/commission
that amounts to misconduct/indiscipline/ incompetence or involves in any act that is
prejudicial to the employees of this office or to the office, such person will be immediately
debarred from the site of work by the officer in-charge and contractor will be liable to take
appropriate disciplinary action against such persons, with intimation to this office about
the action initiated against such person.
25. The contractor shall replace immediately any of its personnel who are found unacceptable
to this Department because of security risks, incompetence, conflict of interest, improper
conduct, frequent and / or unwarranted absence etc. upon receiving an intimation or notice
from the officer in-charge.
26. The persons deployed shall be required to report to the Administrative Officer or in-charge from
Patent Office and Trade Marks Registry, for duty at 9.30 AM and before leaving the office at
6.00 PM.
27. The contractor shall depute a Facility Coordinator in this Office who would be responsible for
immediate interaction with the competent authority so that optimal services of the persons
deployed by the agency could be availed without any disruption.
28. The selected agency shall immediately (within three days) provide a substitute in the event of any
person leaving the job due to his/her personal reasons.
29. It will be the responsibility of the contractor to meet transportation, food, medical and any other
requirements in respect of the persons deployed by him. The Office of Controller General of
Patents, Designs and Trademarks and the Patent Office/ Trade Marks Registry, Kolkata will have
no liability in this regard.
30. For all intents and purpose, the contractor shall be the "Employer" within the meaning of different
Labour Legislations in respect of manpower so employed and deployed by it in this Office. The
persons deployed by the contractor in the Patent Office and Trade Marks Registry, Kolkata shall
not have any claims of Master and Servant relationship nor have any principal and agent
relationship or employer/ employee relationship with or against the Office of Controller General of
Patents, Designs and Trade Marks Registry and The Patent Office and Trade Marks Registry,
Kolkata.
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31. The Service providing agency shall be solely responsible for the redress of grievances/resolution
of disputes relating to persons deployed. This Office shall, in no way, be responsible for
settlement of such issues whatsoever.
32. This Office shall not be responsible for any damages, losses, claims, financial or other injury to
any person deployed by service providing agency in the course of their performing the
functions/duties, or for payment towards any compensation.
33. Manpower deployed by the contractor shall not have any claim or be entitled to pay, perks and
other facilities admissible to casual, ad-hoc, regular/confirmed employees
of this Department during the term or after expiry of the contract.
34. In case of termination of this contract on its expiry or otherwise, the persons deployed by the
service providing agency shall not be entitled to and will have no claim for any absorption nor for
any relaxation for absorption in the regular/any other capacity in the Department.
35. All the issues related to contract, monthly payments etc. shall be communicated and processed
through the Coordinator in the Patent Office / Trade Marks Registry, Kolkata nominated by the
Head of Office.
36. The contractor shall maintain all statutory registers under the applicable law and shall produce
the same, on demand, to the concerned authority of this Office or any other authority under law.
37. In case, the contractor fails to comply with any statutory/taxation liability under appropriate law,
and as a result thereof the Patent Office/Trade Marks Registry/ /office of Controller General of
patents, designs and Trade Marks/their representative is put to any loss/obligation, monetary or
otherwise, the office will be entitled to get itself reimbursed out of the outstanding bills or the
Performance Security Deposit of the contractor, to the extent of the loss or obligation in
monetary terms.
38. The contractor shall keep the Patent Office, Trade Marks Registry and Office of Controller
General of Patents, Designs and Trade Marks / their representative indemnified against claims,
if any, of the workmen and all costs and expenses as may be incurred by the contractor in
connection with any claim that may be made by any of his deployed workmen.
39. The Contractor shall keep the Patent Office, Trade Marks Registry and Office of Controller
General of Patents, Designs and Trade Marks/their representative indemnified against the claims,
actions or proceedings brought or instituted against the Patent Office/ Trade Marks
Registry/Office of Controller General of Patents, Designs and Trade Marks/their representative 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 this agreement.
40. The person deployed by the service providing agency shall not have any claim or
be entitled to pay, perks and other facilities admissible to casual, ad-hoc, regular/confirmed
employees of IPO during the currency or after expiry of the contract. The Service providing
agency shall be solely responsible for the redressal of grievances/resolution of
disputes relating to person deployed. IPO shall, in no way be responsible for settlement of
such issues whatsoever.
41.IPO shall not be responsible for any damages, losses. Claims, financial or other injury to
any person deployed by service providing agency in the course of their performing the
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functions/duties, or for payment towards any compensation during their deployment period.
42. In case of termination of this contract on its expiry or otherwise, the persons deployed by
the service providing agency shall not be entitled to and will have no claim for any
absorption nor for absorption nor for any relaxation for absorption in the
regular/otherwise capacity in IPO.
The contractor will be required to submit the list of the workers with photo ID, address
proof, police verification certificate and educational qualifications before deputing
the workers. The contractor shall be solely responsible for the credentials / acts of his
staff /workers.
The workers / staff employed should be well groomed and shall wear color code
uniforms, pant+ shirt+ shoes+ cap+ gloves for male and suit/salwar+ aprons +
cap+ gloves for ladies staff. The Security personnel should be in Pant, Shirt,
Shoes, Cap, and Tie. In winter season all the workers/staff and security personnel
should be in colour coded jacket. Uniform should be with company logo. Any
indecent behaviour or suspicious activities of the Staff employed shall be viewed
seriously and a suitable penalty as per Annexure III shall be levied on the
contractor. The contractor will be required to submit daily labour report duly signed
by Facility Manager to the IPO.
The contractor is required to make timely payment (within 7th
of every month) to
his staff as per quoted price. The contractor must employ adult and skilled labour
only. Employment of child labour will lead to termination of the contract.
The contractor shall arrange adequate training by trained personnel in firefighting
to all the staff deputed by him right in the beginning and also from time to time at
frequent intervals.
The Contractor shall maintain registers and checklists for each activity and the works
done by each of the contractor’s men shall be recorded on a Job Card, duly signed by
the Supervisor. The Contractor shall also submit a comprehensive report every
month, detailing the works/services done during the month.
The contractor shall make available members of his staff deployed at IPO to the
office for assisting in miscellaneous type of work as and when required.
The contractor shall ensure that cell phone facility is available with at least seven
of his staff in addition to the Facility Manager to facilitate easy access in day-to-
day work and in times of need.
The contractor shall provide the details showing number of workers employed,
categories, working hours and salaries etc. and shall keep public notice about the
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same at an appropriate place as designated by IPO,
(D). Materials
The material and consumables will consist of consumables for cleaning, basic
engineering tools, cleaning equipment (on rental basis, if any) and the like.
All consumables materials and other related items will be provided by the office.
The contractor shall assess the quantity of consumables to be used for cleaning
and other services in monthly basis.
The consumable register shall be maintained by the facility manager. The statement
of consumed and balance items should be submitted to IPO at the end of month.
Petty maintenance or consumable requirement upto Rs 5000/- per occasion, if
required, will be executed by the contractor with intimation to any of the committee
members.
Where the estimated expenditure maintenance or consumable requirement is
between Rs. 5000/- to Rs. 10000/- , the same can be made by the contractor with
prior permission of the designated committee/ authority of IPO.
The contractor shall be reimbursed the actual cost of the materials upto Rs.
10000/- on production of bills/cash memos after rate analysis and verification in the
market by the purchase committee constituted.
For the items of estimated expenditure above Rs. 10000/-, the facility manager
shall submit a requisition to the IPO and shall coordinate with the designated
officer-in-charge for FMS and/or purchase committee if necessary, to facilitate the
purchase procedure. He shall provide suggestions in writing on the markets, rates,
specifications of the product and any other details if necessary using his
expertise. No additional payment shall be released for labour/conveyance,
transportation, etc. Decision of the IPO in this matter shall be final and binding on
the contractor.
As regards maintenance, replacement of consumable items, the same shall
be done as defined in the scope of work. No conveyance / labour charges /
transportation charges will be payable for maintenance and replacement works. If
the contractor does not take up such works, IPO reserves the right to take up the
same through other agency at the cost of the contractor.
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(E). Emergency work
It shall be the contractor’s responsibility to attend to emergency works in time. No
extra payment will be made for working on odd hours for emergency works.
D. MODE OF PAYMENT TO THE CONTRACTOR:
1. The contractor shall raise bills for Patent Office, in triplicate for each office, along with attendance sheet duly verified by the Administrative Officer, in respect of the persons deployed in each office, in the first week of the succeeding month. As far as possible, the payment will be released within 60 days thereupon.
2. The monthly bills shall be accompanied with the documentary proof for remittance of Employees
State Insurance, Employee Provident Fund and Service Tax etc. pertaining to the concerned month's bill.
3. The bills submitted to Patent Office/Trade Mark Registry shall be accompanied with a consolidated statement clearly indicating the details of wages of each person, deduction towards ESI, EPF, etc. The bills submitted without the proof on remittance of ESI, EPF and without the attendance register signed by designated officer of Patent Office and Trade Marks Registry, detailing of wage calculation and management fees and consolidated statement reached thereupon will not be processed till such details are provided.
4. he amount of pre-estimated agreed liquidated damages calculated @ Rs. 250/- per day on
account of delay, if any, in providing a suitable substitute for the period beyond three working
days by the agency shall be deducted from the monthly bills of the service providing
Agency/Firm/Company in the following month. However, in case the taxes and central
minimum wages are increased by the Government, the same shall be payable. TDS
will be deducted/recovered by IPO from the total admissible bill amount.
13. TERMINATION
This agreement may be terminated by either party by giving three months' notice, in writing, of the intention to terminate without specifying any reason(s) for termination. On termination of the contract, the contractor shall take immediate steps to withdraw all employees in a smooth and orderly manner.
14. FORCE MAJOEURE
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.
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15. Rate Enhancement:
In case the statutory minimum wages [component A] increases, the office shall
make th e pa ym ent a t t he enhan ced r a t e on production of the proof of
increase in statutory minimum wages (Central Sphere Document) and demand letter.
No other demands as regards enhancement or increase shall be considered or paid by
the office which is not in conformity with Annexure D.
(14). Compliance with all Statutory requirements
The contractor shall be responsible to pay to the staff deployed at IPO at the
rate of minimum wages as notified by Ministry of Labour, Govt. of India, as
per the following categories of employment listed in schedule of employment of
the Central Sphere and minimum wages for each category mentioned therein:
Central Government Minimum wages as on 1st Oct, 2016
(As per notified for Central Sphere by Ministry of labour and employment, Government
of India)
Sl.
No.
Personnel Required
by IPO
Minimum wages for Scheduled Employment as per Central
sphere
Personnel Name of Scheduled
Employment
Category of
Worker
Rate of Wages including
V.D.A. per day
1 House Keeping Staff
Sweeping and Cleaning Unskilled 553
2 Security (without
Arms)
Watch and Ward without
Arms
673
3 Security (With Arms)
Watch and Ward With Arms 732
4 Electrician cum
AC technician
Construction Skilled 673
5 Plumber cum Multi-Tasking personnel for maintenance
Construction Skilled 673
6 Facility manager Construction Highly
Skilled
732
8 Gardener Construction Semi-
Skilled
612
9 Security supervisor Watch and Ward Supervisor 732
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10 Electrical Supervisor Construction Highly
Skilled 732
11 Hardware Maintenance
Technician
Construction Highly
Skilled 732
Note i) Contribution towards ESIS and EPF ( employer’s contribution) will be in addition to
the minimum wages as above.
(15). Subcontracting the work
The contractor shall not hire other agency for any of the work under the
scope other than a security agency, if the same is required by him.
(16). Stationery
The contractor will have to bear the cost of all stationery, telephone, etc.
required for proper execution and maintenance of record of his work. IPO shall
provide a separate room for Facility Manager for his functioning in IPO premises.
(17). Dispute & Differences
Decision of the Controller General of Patents, Designs and Trademarks regarding
performance of contract, levy of compensation for delay and payments for extra
work done shall be final and binding on the contractor. However, any dispute
arising out of this contract can be referred to an Arbitrator appointed by the
CGPDTM.
(18). Termination
This contract may be terminated by either party by giving three 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 all
employees and the services provided in a smooth and orderly manner.
In addition, the contractor shall cause to be delivered to the IPO all details, plans,
technical data, maintenance schedules, related data correspondence and
documentation in his possession relating to the Services including all the equipment
/tools purchased from the contractual cost paid by IPO . IPO shall also cause to pay
all sums due to the contractor as provided under this contract.
Safety Requirements:
The contractor shall at his own expenses provide safety measures and facilities related
thereto to the manpower deployed at site. These measures/facilities to be provided by
25 | P a g e
the contractor shall also include helmets, safety belts, gloves, who shall also take
adequate steps ensuring their proper use. Adequate provisions shall also be made by
the contractor for prompt evacuations, transportation and all medical treatments to the
workers in the circumstance of any accident/injury during the course of work at site.
The contractor shall initiate and maintain safety management program to protect his
employees from the likely hazards which may arise while performing their duties and
adopt proper procedures, practices and regular inspection of the work areas, materials,
equipment, information and training necessary for safe work performance.
16. ORDER FOR ARRANGEMENT OF DOCUMENTS TO BE SUBMITTED BY THE SUCCESSFUL AGENCY BEFORE DEPLOYMENT OF MANPOWER
i) List of Skilled, Semi-skilled and Unskilled manpower shortlisted by the Patent office and
Trade Mark Registry, Kolkata for deployment in the office as mentioned in the document
containing full details i.e. date of birth, marital status, address etc. shall be provided.
ii) Bio-Data of all persons.
iii) Character Certificate from a Group 'A'/Class-I Gazetted Officer of the Central/State
Government in respect of all persons.
iv) Certificate of verification of antecedents of all persons by local police authority.
v) Contract agreement duly signed as per Annexure "E"
vi) Data Security Certificate as per Annexure "F"
vii) Bank Guarantee Bond Annexure "G"
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Annexure- 'A'
Acceptance letter by the Tenderer on the letter Head of the company
To
THE CONTROLLER OF PATENTS / REGISTRAR OF TRADE MARKS THE PATENT OFFICE / TRADE MARKS REGISTRY
INTELLECTUAL PROPERTY BUILDING,
CP-2, SEC-V, SALT LAKE,
KOLKATA - 700 091
Sir/Madam
I/We hereby accept unconditionally all the terms and conditions as contained in tender documents as well as notice inviting tenders (NIT) and in default thereof, to forfeit and
pay to CGPDTM, or its successors or its authorized nominees such sums of money as
are stipulated in the notice inviting tenders and tender documents.
Dated --------------------------------- the day of -------------------------------------
SIGNATURE OF TENDERER
NAME (CAPITAL LETTERS): ----------------------------------------------------- ADDRESS: -------------------------------------------------------------------------------
SEAL OF TENDERER
SIGNATURE OF WITNESS
NAME (CAPITAL LETTERS):
OCCUPATION:
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Annexure- 'B'
Undertaking by the Tenderer
(a) I/We agree to abide by and fulfill all terms and conditions referred to above and as contained in tender documents elsewhere and in default thereof, to forfeit and pay to CGPDTM, or its successors or its authorized nominees such sums of money as are stipulated in the notice inviting tenders and tender documents.
(b) I/We hereby pay the earnest money of amount as mentioned in the Tender in favour of Controller of patents, payable at place as mentioned in the Tender/notice inviting tenders (NIT)
(c) If I/We fail to provide the desired manpower as per the order/ Letter of Intent within 15 days of the date of issue of Letter of Intent or 10 days from the receipt of the letter awarding the contract and/or l/we fail to sign the agreement as per contract and/or l/we fail to submit performance guarantee as per contract, l/we agree that CGPDTM/Patent Office/Trade Marks Registry/their authorized representative shall, without prejudice to any other right or remedy, be at liberty to cancel the Letter of Intent and to forfeit the said earnest money as specified above.
(d) l/we am/are also enclosing herewith the Acceptance Letter on the prescribed proforma.
Dated the ---------------------------------- day of -----------------------------------------------
SIGNATURE OF TENDERER
NAME (CAPITAL LETTERS) : ------------------------------------------------------------------- ADDRESS: --------------------------------------------------------------
SEAL OF TENDERER
SIGNATURE OF WITNESS ------------------------------------------ NAME (CAPITAL LETTERS): --------------------------------------- OCCUPATION -------------------------------------------------------------
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ANNEXURE - ‘C’
TECHNICAL BID
For providing Skilled, Semi-skilled and Unskilled manpower to the Patent Office and Trade Marks Registry, Kolkata under the office of the Controller General of Patents, Designs and Trademarks.
1. Name of the Tendering Company/Firm/Agency
(Attach certificate of registration)
2. Name of the Proprietor/Director of Company/Firm/Agency
3. Full address of the Registered Office ______________________________________
Telephone Number: ___________________
FAX No. _________________ Mobile No. E-Mail Address _________________
4. Full address of Branch offices (if any) _______________________________________
Telephone Number: ____________________ FAX No. _________________ Mobile No. E-Mail Address _________________
5. Banker of Company/Firm/Agency _______________________________________ (Full Address) (Attach certified copy of statement of A/c for the last three years) Telephone Number of Banker
6. PAN/GIR No.( Attach attested copy) _______________________________________ 7. Service Tax Registration No.( Attach attested copy) _________________________________ 8. E.P.F. registration Number (Attach attested copy) _____________________________ 9. E.S.I. Registration Number (Attach attested copy) _______________________________ 10. Details of Earnest Money Deposit: Rs. 200,000/- (Two lakh only) DD No. ______________
Dated _____________ and Drawn on Bank: ____________________________
11. Financial turnover of the tendering Company/Firm/Agency for the last 3 financial years. (Attach separate sheet if space provided is insufficient)
Financial Year Amount (Rs. Lakh) Remarks if any
2015-16
2016-17
2017-18
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12. Give details of the major similar contracts handled by the tendering Company/Firm/Agency during the last three years in the following format:
SI. No.
Details of client along with address, telephone numbers
Type of manpower supplied
Amount of Contract
Duration of Contract
Duration of Contract
(Rs. Lakh) From To
1.
2.
3.
13. (If the space provided is insufficient, a separate sheet may be attached)
14. Additional information, if any(Attach separate sheet, if required)
Signature of authorized person
Name: __________________________ Seal
Date:
Place:
DECLARATION FOR TECHNICAL BID
1. _________________________ Son/Daughter/Wife of Shri ------------------ signatory of the
Agency/firm mentioned above is competent to sign this declaration and execute this tender document:
2. I have carefully read and understood all the terms and conditions of the tender and undertake to abide by them:
3. The information/documents furnished along with the above application are true authentic to the best of my knowledge and belief. I/We am/are well aware of the fact that furnishing of any false information/fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law:
Signature of authorized person
Full Name: __________________________ Seal: ___________________________
Date: Place:
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ANNEXURE D
FINANCIAL BID For providing highly skilled, Skilled, Semi-skilled, Unskilled manpower to the Patent Office and
Trade Marks Registry, Kolkata under the office of Controller General of Patents, Designs and Trademarks.
1. Name of tendering Company/Firm/Agency: 2. Details of Earnest Money Deposit: Rs. only) No.__________
Dated ____________ and Drawn on Bank: ____________________________
3. All the manpower deployed in this Department will be paid their wages on monthly basis in time by the Company/Firm/Agency as per the rates below.
4. Rates of wages are to be quoted in accordance with and not less than the minimum rate of wages as applicable in Central sphere under construction category notified by the Government of India, Ministry of Labour & Employment, Office of the Chief Labour Commissioner New Delhi, vide order No. F.No. 1/10(5)/2018-LS-II dated 03/04/2018) The O/o CGPDTM is not governed by Shops and Establishment Act or none of the provisions of Shops and Establishment Act is applicable as O/o CGPDTM is a Govt. of India Office. The Office will neither accept nor consider any other notification or circular whatsoever, other than the mentioned here on minimum wages for the required categories of manpower. The Minimum Wages per day including VDA as on 03/04/2018 for the skilled, semi-skilled and un-skilled categories of manpower required by the Patent Office and Trade Marks Registry, Kolkata, as mentioned in the said notification and acceptable to this office:
5. Rate are to be quoted per person/per day (excluding half an hour lunch break) inclusive of all
statutory liabilities, taxes, levies, / Education Cess etc. with the following break up:
Compone
nt
Type of Manpower
No. of Persons
No. of Days
Minimum Wages (In Rs.)
Supervisory Allowance
Total Wages
Total Pay (vii x iv)
Statutory EPF
(13.36 %)
Statutory ESI
(4.75%)
Total Wages
(viii +ix + x)
Total (In Rs.) (xi x iv)
i ii iii iv v vi vii viii ix x Xi Xii
1 House keeping
15 30 553 553
2 Gardener 1 30 612 612
3 Electrical Supervisor
1 30 732 732
4 Electrician cum Ac
Technician
3 30 673 673
5 Plumber cum
Multitasking stuff
1 30 673 673
6 Security Supervisor (UNARMED
)
1
30 732 732
7 Security (UNARMED
)
9 30 673 673
8 Lady Security
1 22 673 673
9 Security (Armed)
1 30 732 732
10 Hardware Maintenance
Technician
3 30 732 732
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Signature of authorized person
Date : Full
Name Place: Seal:
Notes:
1. In Component D, the rates quoted by the Bidder should be inclusive of
management fee and other payments/statutory liabilities/extra wage, such as wage for
holidays, etc. which the bidder would pay for engaged manpower. Moreover, the
payment of the Holiday declared under N.I. act will be bear by IPO. One day paid
weekly off will be given to casual workers for implementation of the Order of
Hon'ble CAT, Ahmedabad bench in the OA No. 214 of 2003 according to the OM
No. F. 49019/1/95-Estt-(C) dated 14.06.2016 and dated 19.07.2016 of DOPT.
2. For Component A, the monthly wages shall be calculated by multiplying daily wage rate with
30 days
3. The minimum wages stated in column v of component A, shall be the up to date minimum
wages of central sphere as on 03/04/2018, as notified by the Ministry of Labour, Govt. of
India.
4. The payment will be made only on the basis of actual number of working days for the
month for which duty has been performed in a calendar month for the Component A .
5 . Requirement of Total No. of Security Guards by the office and their shifts of working shall be adjusted so as to
provide the requisite number of security guards on all days of the week including weekly- off days .
(B) Facility Manager
1 30 732 732
(C) Management Fees
Management Charge as fixed % of Total of Component A (Comprising management fee and other payments/statutory liabilities/extra wage, , such as wage for holidays,
Bonus, etc. which the bidder would pay for engaged manpower)
%
(D) GST Tax includes all taxes as applicable including GST
Total(Component A+B+C+D)
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Signature of authorized person
Full Name: __________________________ Seal: ___________________________
Date: Place:
N.B.:
1. The rates quoted by the tendering agency should be inclusive of all statutory/taxation liabilities at the time of
entering into the contract.
2. The payment shall be made on conclusion of the calendar month only on the basis of number of working
days for which duty has been performed by each manpower.
3. In Component B, the rates quoted by the Bidder should be inclusive of Management Fee and also other
payments/ statutory liabilities/extra wages, if any, which the Bidder would pay to the workers as applicable at
the time of entering the contract
4. For Component A, the monthly wages shall be calculated by multiplying daily wage rate with 26 days
5. The minimum wages stated in component A, shall be the up to date minimum wages of central sphere as on
03/04/2018, as notified in the order as mentioned above by the Ministry of Labour, Govt. of India.
6. The above table has been shown for calculating the lowest bidder among the pool of eligible bidders. Actual
payment shall be made as per point 2 above.
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ANNEXURE'E' CONTRACT AGREEMENT
(Agreement to be executed on Rs.100/- Non-judicial Court Stamp)
An AGREEMENT made this .......... day of ........................... BETWEEN
................................................................... (Hereinafter called the contractor or contracting agency
or service providing agency which expression shall include his legal representatives) ON ONE PART and the Controller General of Patents, Designs and Trademark (hereinafter referred as "CGPDTM" or "the Government" or "Department" or "Patent Office" or "Trade Mark Registry", Kolkata which shall also include any person authorized by the CGPDTM ) ON OTHER PART
WHEREAS the contractor agrees to supply the Skilled (Data Entry Operator)/Semi-skilled (Data Entry Operator)/ Unskilled manpower to perform the work specified to them successfully on contract basis, as mentioned in the tender document, to the Patent Office and Trade Marks Registry, Kolkata under the Office of Controller General of Patents, Designs and Trademarks, Boudhik Sampada Bhawan, S.M. Road, Antop Hill, Mumbai 400037;
AND WHEREAS the Contractor agrees to supply the manpower initially required by this office as under and as per the rates not less than the rates of minimum wages for the required categories as per Central Minimum Wages Act, 1948 as notified by the Government of India, Ministry of Labour & Employment, Office of the Chief Labour Commissioner, New Delhi, Order No. F.No. 1/10(5)/2018-LS-II dated 03/04/2018, which are as under and, further agrees to work with the agency charges and other liabilities charges as given below which are inclusive of all statutory/taxation liabilities at the time of entering into the contract;
Compone
nt
Type of Manpower
No. of Persons
No. of Days
Minimum Wages (In Rs.)
Supervisory Allowance
Total Wages
Total Pay (vii x iv)
Statutory EPF
(13.36 %)
Statutory ESI
(4.75%)
Total Wages
(viii +ix + x)
Total (In Rs.) (xi x iv)
i ii iii iv v vi vii viii ix x Xi Xii
1 House keeping
15 30 553 553
2 Gardener 1 30 612 612
3 Electrical Supervisor
1 30 732 732
4 Electrician cum Ac
Technician
3 30 673 673
5 Plumber cum
Multitasking stuff
1 30 673 673
6 Security Supervisor (UNARMED
)
1
30 732 732
7 Security (UNARMED
)
9 30 673 673
8 Lady Security
1 22 673 673
9 Security (Armed)
1 30 732 732
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AND WHEREAS the Controller General of Patents, Designs and Trademark (through " Patent Office and Trade Marks Registry, Kolkata") has agreed to the above quoted rates for supply of the said manpower;
NOW THEREFORE both the parties agree to the terms and conditions hereinafter mentioned viz.: -
(i) that it is expressly understood and agreed between the parties to this Agreement that the persons deployed by the contractor for the services mentioned above shall be the employees of the contractor for all intents and purposes and that the persons so deployed shall remain under the control and supervision of the contractor and in no case, shall a relationship of employer and employee between the said persons and the CGPDTM or Patent Office or Trade Marks Registry, Kolkata or any person authorized shall accrue/arise implicitly or explicitly.
(ii) that the number of Skilled/Semi-skilled/Unskilled manpower deployed in the Patent Office and
Trade Marks Registry, Kolkata shall be purely need based. Therefore, the number of Contractor's workers may be increased or decreased as per the requirement. Patent Office and Trade Marks Registry, Kolkata will be under no obligation to engage any specific number of Contractor's workers during the period of contract.
(iii) that this Contract shall remain valid for a period of two years w.e.f ....................................................
initially and if the services are found satisfactory the same may be extended for further period. (iv) that notwithstanding to the para (iii) above, the Controller General of Patents, Designs and
Trademarks or a person authorized by him shall have full power to terminate the contract if the manpower supplied is not functioning to the satisfaction.
(v) that the Controller General of Patents, Designs and Trademarks or a person authorized by him shall
have full power to reject the Employee which to the true intent and meaning is not in accordance with the requirement of the tender document.
(vi) that the contracting agency will deposit a sum of Rs. 4,50,000/- (Rupees Four Lakh Fifty
Thousand only) as Performance Security Deposit in the form of Bank Guarantee/ Fixed Deposit receipt from a commercial bank with The Administrative Officer, Patent Office, Intellectual Property Building, CP-2, Sector-V, Salt Lake, Kolkata - 700 091 covering the period of contract of two years and additional sixty days from the date of contract agreement as security for compliance with the terms and conditions of this contract and also that, in case the contract is further extended beyond the initial period of Two year, he will accordingly renew annually the Performance Security Deposit.
10 Hardware Maintenance
Technician
3 30 732 732
(B) Facility Manager
1 30 732 732
(C) Management Fees
Management Charge as fixed % of Total of Component A (Comprising management fee and other payments/statutory liabilities/extra wage, , such as wage for holidays,
Bonus, etc which the bidder would pay for engaged manpower)
%
(D) GST Tax includes all taxes as applicable including GST
Total(Component A+B+C+D)
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(vii) that in case of breach of any terms and conditions attached to this contract or deficiency in service or substandard quality of manpower deployed by the Contractor, the Performance Security Deposit of the agency will be liable to be forfeited by the Office besides annulment of the contract. In such circumstances the Controller General of Patents, Designs and Trademarks or a person authorized by him reserves the right:
to terminate this contract by giving notice of 15 days in advance any time during the contract or to enter in to parallel contract for similar services with other agencies/person whenever it is found
necessary. (viii) that the contracting agency will be entirely responsible for execution of this contract in all respects in accordance with the conditions of this contract and shall not assign or sub-let the same. (ix) that, if the contracting agency becomes insolvent or he or his Agent offers any bribe in connection with the contract or the contractor fails to observe or perform any condition of this contract, then, notwithstanding any previous waiver of such default or action being taken under any other clause hereof, the Controller General of Patents, Designs and Trademarks or a person authorized by him may terminate the contract and forfeit the said deposit and recover from the contractor any loss suffered by the Government on account of the contract being terminated. (x) that, if any dispute or difference shall arise including this contract, the settlement of which is not hereinbefore provided for the same, shall be referred to the arbitration of the Controller General of Patents, Designs and Trademarks or, if he is unable or unwilling to act as arbitrator, to the arbitration of any person nominated by him in writing and the decision of such arbitrator shall be final and binding on the parties to this contract. (xi) that the contracting agency, as a taxable service provider, must have registered with Central Service Tax Department and obtained Registration No. (15 digits Service Tax Code Number) and would attach a copy of Certificate along with the Agreement. The Invoices / Bills / Challans will be serially numbered and shall contain the Name and address of Service Provider, Service Receiver, Description of service, Value of service tax payable thereon. (xii) that the contracting agency shall also be responsible for timely statutory payments in respect of supplied manpower and there shall not be any responsibility of the Controller General of Patents, Designs and Trademarks or a person authorized by him and the Patent office/Trade Marks Registry, Kolkata. (xiii) that the contractor shall keep the CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata indemnified against all claims whoever in respect of the employees deployed by the contractor and, also that, in case any employee of the contractor so deployed enters in dispute of any nature whatsoever, it will be the primary responsibility of the contractor to contest the same and, further that, in case CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata is made party in any case related to this contract and is supposed to contest the case, the CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata will be reimbursed for the actual expenses incurred towards Counsel Fee and other expenses which shall be paid in advance by the contractor to the CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry or , Kolkata on demand. (xiv) that the contractor will ensure that no financial or any other liability comes on CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata in this respect of any nature whatsoever and shall keep CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata indemnified in this respect. (xv) that the contractor shall further keep the CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata indemnified against any loss to the CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata property and assets and, further that, the CGPDTM or any person authorized by him or Patent Office or Trade Marks Registry, Kolkata shall have right to adjust and/or deduct any of the amounts as aforesaid from the payments due to the contractor under this contract. (xvi) that the contracting agency shall be responsible for faithful compliance of the terms and conditions of this agreement, and shall also abide by all the terms and conditions as mentioned in the tender document, failing which the same may be terminated and the security deposit will be forfeited and, further, the work may be got done from another agency at the risk and cost of the Contractor.
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(xvii) that, if the contractor violates any of the terms and conditions of this agreement or commits any fault or their services are not to the entire satisfaction of the officer authorized by the CGPDTM or Patent Office or Trade Marks Registry, Kolkata, a penalty leading to a deduction up to a maximum of 10% of the total amount of bill for particular month will be imposed. (xviii) that the security money shall be liable to be forfeited or appropriated in the event of unsatisfactory performance of the contractor and/or loss/damage, if any, sustained by the Office of CGPDTM or Patent Office or Trade Marks Registry, Kolkata on account of failure or negligence of the workers deployed by him or in the event of breach of the agreement by the Contractor.
IN WITNESS WHEREOF the parties hereto have signed these presents on the date, month and year first above written.
Signed by the said contracting agency .........................................
In the presence of : -
1st Witness
Address
2nd
Witness
Address
Signed for and on behalf of the Controller General of Patents, Designs and Trademarks
In the presence of: - 1
st Witness
Address
2
nd Witness
Address
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ANNEXURE'F'
DATA SECURITY CERTIFICATE
(On Rs. 100/- non-judicial court stamp)
I / We hereby certify that the Patent Office/Trade Marks Registry, Kolkata under the Office of Controller General of Patents, Designs and Trademarks shall have absolute right on the digital data and output products processed / produced by me / us including any intellectual property rights if any accrued/ to be accrued thereon. I / We shall be responsible for security / safe custody of data during processing. I / We also certify that the digital topographical data will not be taken out of the building premises or the vendor's premises (as the case may be) on any media. The original input data supplied to me / us by the Patent Office/Trade Marks Registry, Kolkata or digital data and output products processed / produced from input data will not be passed on to any other agency or individual other than the authorized person of Patent Office/Trade Marks Registry, Kolkata. I / We shall abide by all security and general instructions issued by IPO from time to time.
I / We also agree that any Patent Office/Trade Marks Registry data from my/ our computer system may be deleted in the presence of the observer of Patent Office/Trade Marks Registry, Kolkata after completion of the task.
Signature of the contracting agency
Signature of the witnesses (1)
(2)
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ANNEXURE'G'
FORM OF PERFORMANCE /SECURITY BANK GUARANTEE BOND
In consideration of the CGPDTM, (hereinafter called "CGPDTM") having offered to accept the
terms and conditions of the proposed agreement between _______________ and __________________
(Hereinafter call "the said Contractor") for the work __________________________________________ _________________________ (Hereinafter called "the said agreement") having agreed to
production of an 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.
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 Officer-in-charge 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 that the CGPDTM
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 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 or any indulgence by the CGPDTM 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 up to _________________ unless extended on demand by the
CGPDTM. Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs. (Rupees---------------------------------------------------------------only)
39 | P a g e
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 ______________ for _________________________ indicate the
name of the Bank.
Signature of ................................
Authorized Official of the Bank
Signature of the witness
Name of Official ……………………. Designation………………………...
Name of the Witness
Stamp/Seal of the Bank…………………. Address of the Witness
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Annexure - I
Scope of Work for IPO Buildings at Kolkata Area of Buildings
The approximate built up area of each of the four buildings are as follows:
Premises at Salt Lake- 5380 sq.m
Premises at Nizam Palace 7th
Floor – 150 sq. mt.
Working Hours
The working hours for IPO are from 9.30 AM to 6.00 PM with weekly off on Saturdays and
Sundays. However, the offices will be open on Saturdays with a few staff working.
General Conditions
All works to be done at timings convenient to the office without interference to office work.
Supervisory staff should be available to give instructions to staff. All personnel should be in
uniform and should maintain discipline. The Officer-in-charge of FMS designated by IPO
should be informed immediately whenever there is an emergency situation. Any major
work or repair to be carried out should be brought to the notice of the designated officer of
IPO. Reports of all complaints and rectification works done should be maintained and should
be submitted to the designated officer of IPO.
There should be a supervisor in charge of all the facility management works called as Facility
Manager and he/she should report all requirements to Officer-in-charge of FMS designated
by IPO. The Facility Manager should arrange additional or skilled worker to be engaged on-
call basis and will be responsible for detecting such requirement by regular walk through and
monitoring. Facility Manager shall also be responsible for co-coordinating with external
agencies and Original Equipment Manufacturers.
The equipment and other tools and aids required for undertaking the services are to be
arranged by the facility management company.
The successful bidder shall enter into a Service Level Agreement with CGPDTM which will
cover the details of manpower that will be deployed, their working hours and on-call
availability.
The Facility Manager deployed shall be responsible for preventive and breakdown
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maintenance of all the equipment/machines/accessories/units etc. as mentioned in Annexure
V. The Facility Manager will be responsible for maintaining the Complaint (Call Log)
Register.
The contractor shall maintain all the records on electrical installations, DG sets, UPS, Lifts,
firefighting system, AC installations etc., in accordance with the statutory rules and
regulations of Central and State Authorities. The contractor shall also be responsible
for updating and intimating the IPO regarding the changes in the statutory requirements of
Central and State authorities and shall recommend the suitable measures to be taken to adhere
with such statutory requirements.
A. HT & LT POWER SUPPLY AND DISTRIBUTION
Preventive and break down maintenance and record keeping etc. of electrical substation,
transformers Panel Buss Bar, LT Panel, AMF Panel, capacitor panel, Distribution Panel
etc. Electrical Control Panel room including maintenance of switch gears, panels for AC,
garden light, lift room, water pump and power factor panels, UPS etc. Preventive and
break down maintenance of Earthing System. Co-ordination & getting necessary
assistance from statutory authorities in emergency situations.
Preventive and breakdown maintenance, record keeping etc., of
Distribution Boards for AC, light and power and MCBs and RCBs on all floors
Maintenance of lighting, power points, switches, fans, water pumps,
motors etc.
Replacement of fault lights and maintenance of other installations on continuous basis
both indoor and outdoor either through frequent inspection or by any information.
Minor maintenance of above panels like fuse replacement, minor switch gear problems
etc. Checking the power factor and operating the capacitor bank for PF correction to
avoid any penalty as specified in Clause (12).
Daily checking of the working of UPS, load sharing conditions, maintaining battery
bank, Reporting faults to OEM and coordinating with OEM of UPS during maintenance
by them.
Material purchases in coordination with IPO for electrical consumables & spares as and
when required.
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B. DIESEL GENERATING SETS except for IPO, Mumbai
Operation of DG sets, Preventive maintenance, checks and minor maintenance
Major breakdowns, on the diesel engine in coordination with OEM during maintenance
by them.
Daily & Weekly trials (no load)
Diesel Stock Monitoring and reporting for fresh stock
Coordination with IPO for diesel purchasing.
C. LIFTS
Preventive maintenance of lifts inside the building. Operating (Switching on & off) lifts
and as per instructions of the office, monitoring the working of lifts, reporting the faults
to the OEM and coordinating during maintenance by them.
Recordkeeping of the maintenance details, getting license renewals from the authorities.
D. WATER SYSTEMS - RAW WATER, DRINKING WATER, FLUSH
WATER and SANITATION
Coordinate with External Agency and ensure water supply in underground tanks.
All day to day preventive maintenance related to the water distribution pipe line,
valves-inspection and minor leak arresting, ensuring supply to water purifiers for
drinking water, coordinating with water purifier manufacturer for cleaning servicing
and repairs of purifiers & water treatment plants etc., to ensure water is available to
user within the site premises.
Preventive Maintenance and cleaning of water dispenser, purifier and water cooler.
Reporting on time to IPO and coordination with external agency for any major repair
needed in pipe line requiring modification and welding, re-routing of pipe lines etc.
Reporting and coordinating with specialized agency for Cleaning of overhead and
underground water tanks half yearly (the months to be fixed by IPO) and also when
need arises.
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Minor plumbing and sanitation works.
Inspection of Wash rooms for reporting the requirement of hand wash and any other
sanitary consumables.
Reporting on time major repair needed of pump and motor, like rewinding of motor
etc.
Arranging water from water tanker agencies when there is shortage of raw water
supply.
Maintenance, repair and removal of blockage if any in drains and manholes.
Material purchases in coordination with IPO for plumbing and sanitation works as and
when required.
E. FIRE FIGHTING SYSTEM - FIRE HYDRANTS, SMOKE DETECTORS & FIRE
EXTINGUISHERS
• Monitoring and Preventive Maintenance of hose pipe & nozzle etc. of Fire Hydrant
System.
• Preventive maintenance of jockey pumps and motors.
• Preventive and minor break down maintenance of pipe lines and distribution valves.
• Maintenance like pipe line modification etc., in coordination with external vendor
during maintenance carried out by them.
• Actual firefighting in the event of fire, fire information & reporting,
• Record maintenance, follow up for refilling and co-ordination with OEM of Portable
Fire Extinguishers.
• Smoke Detection/ Fire Alarm System - First line maintenance, responding to fire alarm,
checking the reason for alarm and taking corrective action and conducting periodical
Fire Evacuation Drills.
F. AIR CONDITIONING SYSTEMS
Switching on and off daily the duct air conditioning units and checking parameters in the
control boxes and making changes.
Uninterrupted maintenance of temperature in server rooms etc.
Operation of ACs, checks and routine maintenance.
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Record keeping of status of AC units and ventilator systems and the services carried out
by the IPO identified Comprehensive Contractor.
Cleaning of ducts and filters of AC Units and ventilator systems.
Cleaning of duct air conditioning system at frequent intervals and when some choking
problem is detected.
Record keeping of SPLIT ACs and WINDOW ACs.
Coordination with the IPO identified comprehensive contractor to report timely and get
any repair done.
G. PHONE LINES AND INTERCOM SERVICES
Attending to minor faults in telephone lines and making them operational.
Attending to EPABX faults and reporting them to OEM and getting them serviced.
Informing and coordinating with the authorities concerned for rectification of faulty
telephone lines.
H. BUILDING MAINTENANCE
Maintenance of building structure by checks of building defects through regular
walkthrough and identifying the defects.
Minor civil repairs like leakage, replacement of false ceiling, minor cracks, plumbing
works and other repairs in toilets, touching up painting etc.
Monitoring and reporting of major civil works that needs to be done.
Maintenance of Aluminum, wood and glass doors, partitions and windows and repair of
handles, locks, lockers etc.
Maintenance of all sign ages in the building.
Major repairs and Material purchases in coordination with IPO.
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J. HOUSE KEEPING
1. Cleaning, sweeping moping and wiping of floors, staircase on daily basis including
Saturdays or as required by Officer-In-charge. Cleaning activity shall start in the
morning at 7.30 AM so as to complete all the dusting/ cleaning/ moping work before
10.00 AM. to ensure that the premises are clean, hygienic and aesthetically appealing at
all times.
2. Continuous moping, at least four times, to be done at IPO reception floor and other
floors during office hours (9.30 AM to 6.00 PM).
3. Brooming and mopping of all floors including entrance lobbies, staircases and common
passage ways etc. at least twice a day.
4. Cleaning and dusting of entire furniture, partitions, glass panes, wooden cabin walls,
railings, doors, windows, venetian blinds, racks, sofas, computers, printers, scanners, fax
machines, key board, telephones, curtains, wall mounted fans, storage cupboards, and
other office equipment and/or accessories including common furniture in waiting areas
and dining hall and other ornamental items etc. inside the building with dry/wet cloth,
feather brush and duster.
5. Daily maintaining the workstations and common passages clean and odor free and
spraying room fresheners.
6. Dusting and cleaning of compactor rooms and other areas like store rooms.
7. Cleaning of dining hall and furniture at the morning and after lunch break.
8. Cleaning and sweeping of open area including balconies and roof tops with brooms.
9. Washing of towels provided to employees at regular intervals.
10. Cleaning of emergency exits at regular intervals.
11. Washing of water jugs and glasses of employees and refilling jugs with drinking that
water every morning.
12. Serving tea/coffee to guest as and when required.
13. Checking the proper working of clocks or other similar gadgets in the office premises.
14. Thorough cleaning of all toilets using required detergent by putting naphthalene balls
and air purifier in all urinals, wash basins and WC area to maintain wash rooms, toilets,
wash basins etc. clean and disinfected. An dedicated HK personnel should be engaged in
each floor of the toilet between 11 a.m. to 4 p.m. Every day to keep the toilet dry and
order free.
15. Ensuring that the fittings like taps exhaust fans and flushes are working properly.
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16. Daily removal of garbage & other wastes and cleaning of dustbins and putting plastic
bags every morning and disposal of garbage every evening after office hours to
municipal collection point.
17. Maintenance of the outside of water purifier machines and the drains connected to it.
18. Lifting, carrying and disposing the dead birds animals, rats, insects etc. if found in and
around the office building.
19. Clearing of any choking’s in the drainages, manholes etc., and ensuring that there is no
blockage of drains.
20. Removal of beehives and cobwebs/honey webs from the office building and its premises.
21. Proper registers/records for the jobs carried out on daily, weekly, fortnightly and
monthly basis will be maintained by the Supervisor of the bidder and will be
countersigned by the IPO officer-in-charge at regular intervals and finally at the end of
each month.
22. The bidder should possess or procure needful infrastructure, gadgets and other material
required for smooth housekeeping services. No additional cost towards this will be borne
by IPO.
JOBS TO BE CARRIED OUT DAILY:
Cleaning of general toilets with phenol and detergent etc., and maintain the toilets floors
dry during office hours. A dedicated HK personnel should be engaged in each floor
between 11A.M to 4P.M.to ensure the Toilets clean, dry and free from any bad smell.
Cleaning of windows and window sills of all toilets to be done regularly. Wash basins,
urinals, WC are to be cleaned with suitable detergent. Flushing systems of all toilets are
to be checked at regular interval every day. Cleaning of corridors staircases and common
area with phenyl in the morning and with plain water continuously as and when required.
Cleaning of office working areas, removing dust from floors, windows, doors,
furniture’s, fixtures, telephones, ashtray, cupboards, air conditioners, filing almirahs,
cabinets, glass panes, computers etc. with dry/wet duster and or with suitable cleaning
agent.
Collection of waste paper from rooms, waste paper, baskets, lobbies and putting in bags
at the specified location.
Refilling of Water jug of all the officials every morning and check periodically to refill
the same.
Serving tea or coffee to guest as and when required.
To clean glass panes on doors, windows & partitions with soap/cleaning agent.
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Cleaning of blockages in sewer and pumping lines within premises as and when
required.
Cleaning gulley trap and manholes as and when required.
Cleaning of duct and shaft spaces, garbage, and removal and putting them in dustbin
kept outside the building.
Cleaning/removal of any type of stains of ink etc. from the building premises and
staircases.
Cleaning, sweeping and wiping of floors, furniture and hand washing area etc. during
office hours.
Cleaning of lift walls with silver/brass liquid cleaner.
Room fresheners in all office area to be used daily in the morning. Room freshener
should be of ISI Mark or of standard Make as desire by IPO.
Spray of scented Mosquito and cockroach killer on all floors as and when required.
Special scanted purifiers shall be sprayed atleast twice daily in all rooms, cabins,
bathrooms ( at least four times), reception conference halls lifts lobby, lifts etc.
Maintenance of lawns & surroundings, cutting of hedges, cutting / shaping of plants by
gardener and removal of garbage at all IPO locations.
At least three Housekeeping personnel should identify who will be engaged in refilling
drinking water time to time, serving tea/ coffee to respected guest, soft cleaning like
computer, telephone, glass pane, refilling of liquid soap, ensuring of air purifier,
spraying of air freshener etc. to ensure that cleanliness and hygienic condition to refill
water etc.
All the work will be supervise by the Housekeeping Supervisor.
JOBS TO BE CARRIED OUT WEEKLY:
Deep cleaning of sanitary ware without damaging their shine, scrubbing and Deep
cleaning of floors and walls in toilets/rooms, corridors with soap, detergents,
kerosene/petrol or any other chemicals, and using automatic Scrubbing machine and
automatic mopping machine.
Cleaning of fabric upholstered sofa sets with vacuum cleaners.
25% of sofa set and chairs should be clean with sofa sets with vacuum cleaners
Cleaning of brass letters by Brasso (polish).
Mowing of grass in the garden with automatic grass mower.
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All the work will be supervise by the Housekeeping Supervisor. He should report
the same to the Facility Manager at the end of the day and as and when required.
JOBS TO BE CARRIED OUT FORTNIGHTY BASIS:
Polishing of brass items with approved brass cleaning material.
Dusting of false ceiling etc. with soft broom and cloth.
Washing and cleaning of driveways, parking areas and roads within the office
Premises.
Lift lobby and all toilets floors and other areas, as may be deputed by Officer- In-charge,
shall be cleaned with floor scrubbing machine.
All the work will be supervise by the Housekeeping Supervisor. He should report
the same to the Facility Manager after completion of the scheduled work.
JOBS TO BE CARRIED OUT ON MONTHLY BASIS:
All floors in common area floors including staircases shall be cleaned thoroughly with
floor scrubbing machine with soap and water to remove all stains etc. After cleaning the
floors with soap and water the floors shall be properly wax polished.
Total office area floors to be cleaned with floor scrubbing machine, wherever required as
per directions of Officer-In-charge.
He should report the same to the Facility Manager after completion of the
scheduled work.
K. CLEANING & GARDENING
Maintenance of lawns & surroundings, watering of plants, soil maintenance by use of
fertilizers etc., preventive measurements against plant diseases using insecticides,
pesticides and fungicides, cutting of hedges, cutting/shaping of plants and cleaning of
garbage. Periodical mowing of grass by automatic grass mower. Sowing/planting of
seasonal plants in consultation with IPO.
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L.. Hardware Maintenance
1. The vendor would be responsible for the cleaning, dislocation, adjusting,
inspecting, testing procedure to ensure proper operations and reduce
computer failure time.
2. Preventive Maintenance (P.M.) for all the items should be carried out on
regular basis. The preventive maintenance including following:-
Vacuum/blower cleaning of
computer hardware
Once in a week
Downloading the latest drivers
for hardware
Once in a month
Downloading the latest updates
for computer software
Once in a month
Verifying about the latest anti-
virus protection updates on
computers
Once in a week
Running disk software utilities
such as Defrag and Scan Disk on
hard drive
Once in a month
3. Surface cleaning of computers and their peripherals:
The tenderer shall carry out cleaning of each computer and its peripherals
with the required cleaning material like Isopropyl Alcohol/Alcohol and
cleaning by using vacuum cleaner once in two weeks or as and when
required. The damages, if any, caused to the computers and peripherals at
the time of cleaning will be recovered from the monthly bill as a penalty
measure.
4. Maintenance of Operating System (OS) and LAN
The contract is inclusive of OS and LAN support on all the systems
covered under this contract. Any problem related to OS maintenance,
configuring the systems for LAN and its trouble shooting, reloading of
OS with all device drivers, OS upgrade, device drivers, system
Configuration will be attended and rectification by the contractor.
5. Anti-Virus Software (AVS) support:
This contract is inclusive of AVS support, updating and configuring on
every system and server covered under this contract. Any Virus-related
problem of each system in this office will be attended and rectified by the
Contractor. The Contractor will co-ordinate with anti-virus software
provider to update the anti-virus software as and when required and also
during preventive maintenance of the system.
6. Data points/Computer Terminals (LAN)
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Maintenance is to be provided for about 350 Data point/ computer
terminals (LAN) along with the necessary software and hardware support
for punching and crimping of wires sockets of LAN points.
7. Any troubleshooting and replacement of the Data point/ Computer
Terminals for all LAN socket and plugs shall be provided by the
contractor each year.
8. The contractor should be able to provide complete network solution
(hardware and software support) for the entire office.
9. The contractor should interact and coordinate with the supplier of
computers and peripherals with respect to the peripherals with respect to
the problems that occur in the computers and peripherals under warranty
and ensure rectification of the same.
10. In case any component is required to be repaired, the repair work shall be
carried out by the Contractor and this activity is included in the scope of
the tender. In case the component is non-repairable the same will be
arranged and replaced by the contractor at the cost of IPO, Kolkata. the
said replacement shall be done only after approval from the Head of
Office, Patent Office, Kolkata.
11. Any issue, suggestion, implementations maintenance etc. is to be routed
through “Facility Coordinator for IT AMC. All the deputed manpower of
the contractor will report to Facility Coordinator for IT AMC.
12. If any of the computers is not working, it should be immediately reported
to Facility Coordinator or H.O.
13. The contractor should maintain a register for appropriate maintenance of
the computers and peripherals and should be signed by the Facility
Coordinator once in a week.
L. PROVIDING WORKFORCE
The bidder has to provide workforce in sufficient numbers to maintain the buildings as
required and of quality to ensure workmanship of the degree specified in the job order and
to the satisfaction of the Officer-In-Charge.
Followings are the no of workforce required by IPO Kolkata. It is the responsibility of the
FMS to deploy their workforce complying Rule 24 and 24A of Minimum wage rule, 1950.
Tentative requirement of workforce to be deployed is given here under:-
1 2 3 4 5
Sl.No.
HEAD
WEAK
DAYS
SHIEFT
No. of
Personnel to
be Manned
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1 Facility
Manager
Monday
to
Saturday
9a.m. to 6 p.m. 1
2 TECHNICAL
a) Electrical
Supervisor
Monday
to
Saturday
9a.m. to 6 p.m. 1
b) Electrician cum
AC technician
Monday
to
Saturday
6 a.m. to 2 p.m. 1
2 p.m. to 10 p.m. 1
10 p.m. to 6 a.m. 1
- -
c) Plumber cum
Multi-Tasking
personnel
Monday
to
Saturday
9a.m. to 6 p.m 1
3 SECURITY
a) Security
Supervisor(Un-
Armed)
Monday
to
Saturday
10 a.m. to 6.30p.m.
1
b) Security Guard
(Un-Armed)
Monday
to
Sunday
6 a.m. to 2 p.m. 2
2 a.m. to 10p.m. 2
10 p.m. to 6a.m. 2
Monday
to
Friday
10a.m. to 6p.m. 3
c) Security Guard
(Armed)
Monday
To
Friday
10 p.m. to 6 p.m. 1
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Saturday
to
Sunday
10 p.m. to 6 p.m. 1
d) Lady Security Monday
to
Friday
9.30 a.m. to 6 p.m. 1
4 Housekeeping Monday
to
Saturday
7.30 a.m. to 4.00 p.m. 11
10 a.m. to 6.30 p.m. 4
5 Gardener Monday
to
Saturday
8a.m. to 4.30 p.m. 1
6 Hardware
Maintenance
Technician
Monday
to
Saturday
9.30 a.m. to 6 p.m. 3
The above table shows the number of workforce to be deployed to serve IPO. It is the responsibility of the
bidder to calculate the number of personnel they required to engage following Labour law. However, the
billing will be as per unit rate of a specific category X man-days. The bidder must employ adult and
skilled labour only. Employment of child labour will lead to the termination of the contract. The successful
bidder shall engage only such workers, whose antecedents have been thoroughly verified, including character
and police verification and other formalities. In order to maintain quality services and minimize operational
problems, the bidder must rotate the staff once in six months with prior written intimation to IPO. The bidder
shall ensure that all the workforce deployed wear uniform while on duty.
M. SUPPLY OF MATERIAL AND CONSUMABLES:
All materials/consumables other related items as listed in Appendix-I are to be provided by the Agency and
has to be of ISI marked or in conformity with the specification/makes keeping in view good quality/standard
after discussion and finalization with Officer-In-Charge. The firm shall assess the quantity of consumables to
be used and supply them in advance and store them at IPO on fortnightly basis. The stores are to be
replenished at least 7 days in advance.
Consumables shall be issued every morning in presence of an official authorized by IPO.
53 | P a g e
N. WASTE DISPOSAL MANAGEMENT:
The bidder will ensure collection, mechanized screening / segregation of dry and wet garbage in the
earmarked area. The bidder will also ensure segregation of bio degradable and non-bio degradable garbage.
Finally, the bidder will arrange for disposal of garbage at such a place as may be permissible by IPO.
P. SECURITY
Providing round the clock security at the entrance gates and entrance lobbies including gunmen, lady
security guard and male security guards to maintain register for visitors and daily wage workers and for
security during night. They are the custodian of key of the office and they will be open and close the door as
and when desire by IPO. The security personnel should be patrolling the premises and give instructions for
movement of vehicles. They will be engaged in primary firefighting and rescue operation of official if
situation demand. All security guard will be answerable to the Facility Manager and IPO. Any type of
security lapses will be viewed seriously.
54 | P a g e
Sr.
No
Area
Performance
Score
Target
SCORES FOR DIFFERENT LEVELS OF PERFORMANCE
Actual Score
for the
month
1 SAFETY 5 a No. of incident involving the
Contractor’s worker 5 0 NIL
OCCURANCE SINGLE
OCCURANCE TWO
OCCURANCE MORE THAN
TWO OCCURANCE
2 ATTENDENCE 5 a % of attendance for compulsory
manning positions 5 100 % 100 % 98-99.9% 97-97.9% Less than 97 %
5 3 2 1 3 POWER SUPPLY SYSTEM 10 a Availability of Power (Excluding EB
failure) 5 100 % 100 % 98-99.9% 97-97.9% Less than 97 %
5 3 2 1 c % PM completion 5 98% 98% 95-97.9% 91-94.9% Less than
90.9%
5 3 2 1 4 CAPTIVE GENERATOR (DG Sets) 5 a Availability of DG when EB power
fails 5 100 % 100 % 95% of time 90% of time Less than 90 %
5 3 2 1 5 UPS SYSTEM & DISTRIBUTION 5 a Availability (as per spec. according
to operation hours) 5 100 % 100 % 98-99.9% 97-97.9% Less than 97 %
5 3 2 1 6 WATER SYSTEM RECEIVING &
DISTRIBUTION 10
a Availability of water (Exclude incoming supply failure)
5 100 % 100 % 98-99.9% 97-97.9% Less than 97 % 5 3 2 1
b % PM completion 5 98 % 98% 95-97.9% 91-94.9% Less than 90.9%
5 3 2 1 7 HOUSE KEEPING SERVICES 15 a Schedule Cleaning Completion 9 100 % 100 % 98-99.9% 97-97.9% Less than 97 %
9000 6 3 1 b Customer Feedback 6 90 % 90% 85-89.9% 80-84.9% Less than
79.9%
6 4 3 1 8 SECURITY SERVICES 15 a Manning of location as per contract 9 100 % 100 % 98-99.9% 97-97.9% Less than 97 %
9 6 3 1 b Shift Continuation 6 Not
more than 10%
Less than 10 % time
10-20% 20-25% More than 25%
6 3 2 0
9 HVAC SYSTEMS 10 a All area AC working condition 5 95 % Above 95%
time 85-95% 75-85% Below 75%
5 3 2 0 b % PM completion 5 98 % 98% 95-97.9% 91-94.9% Less than
90.9%
5 3 2 0 10 Local Authority (regional
incharge )feedback on overall service
20
Excellent Good Average Below Average
15 10 5 0
TOTAL MARKS 100.0
Report Card
Annexure II
CALCULATION FOR PENALTY ON MONTHLY MANAGEMENT FEES Each region to carryout score and decide on their monthly bill. No
carryover is allowed. To be calculated on monthly basis and deducted from
the subsequent month bill.
90 – 95 MARKS 05 % of monthly management fee deduction
85 – 90 MARKS 15 % of monthly management fee deduction
Less than 85 MARKS 25 % of monthly management fee deduction