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Maharashtra Maritime Board

Chief Executive Officer

E-Tender Notice

for

Selection of Agency for providing housekeeping,sweeping and sanitarior services at various

offices, jetties and terminals of Maharashtra Maritime Board (MMB) premises

Oct- 2017

Selection of Agency for providing housekeeping services at various offices, jetties and terminals of Maharashtra Maritime Board (MMB)

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E- TENDER NOTICE

Online Tenders (e-tender) for the following work are invited by “Chief Executive Officer” Maharashtra Maritime Board, Mumbai on Government of Maharashtra Electronic Tender Management System portal https://mahatenders.gov.in as per Tender Schedule Published on the web portal. The details can be viewed online and downloaded directly from the Government of Maharashtra e-Tendering Portal https://mahatenders.gov.in and https://mahammb.maharashtra.gov.in from 06/11/2017 at 11.00hrs (IST) onwards.

NOTICE DETAILS

Tender Reference no. (Original)

MMB/ESTABLISHMENT/HOUSEKEEPING/2017

Name of the Work

Selection of Agency for providing housekeeping ,sweeping and sanitarior services at various offices, jetties and terminals of Maharashtra Maritime Board (MMB)

Estimated Cost of Tender

Rs 1,30,00,000/- (Rupees One Crore Thirty Lakh Only)

Cost of Blank Tender document & mode of payment.

Rs. 10000/-(Rupees Ten Thousand Only) (Non Refundable) to be paid through Online Payment Modes i.e. Net Banking, Debit Card and Credit Card during Tender Document Download Stage

EMD Amount & Mode of Payment.

Rs. 1,00,000/- (Rupees One Lakh Only) to be paid through Online Payment Modes i.e. Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid Preparation Stage.

Date ,Time and Place of Pre Bid Meeting

At 10.11.2017 in the office of the Chief Executive Officer, Maharashtra Maritime Board, Indian Mercantile Chambers, 3rd floor, RK Marg, Ballard Estate, Mumbai 400 001

Address for Communication

Chief Executive Officer, Maharashtra Maritime Board, Indian Mercantile Chambers, 3rd floor, RK Marg, Ballard Estate, Mumbai —400 001.

Contact Telephone & Fax Numbers

Email –ceommb@ gmail.com. Tel. No.022—22671734 Telefax. No.022—22614331

e-Tendering Helpline

24 x 7 Help Desk Number 0120-4200462,0120-4001002 Mobile no 8826246593d Email –[email protected]

Note: - 1. Chief Executive Officer, Maharashtra Maritime Board reserves right to accept or reject any or all tenders without giving any reason thereof. 2. Bids will remain valid for 90 days from the date of opening of the tender. (Price Bid).

3. The detailed tender notice is available in the office of the undersigned and our website

https://mahammb.maharashtra.gov.in


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Place: Mumbai Sd/-


Maharashtra Maritime Board, Mumbai

E-TENDER TIME SCHEDULE

Please Note: All bid related activities (Process) like Tender Document Download, Bid Preparation, and Bid Submission will be governed by the time schedule given under key dates below :

(F) Critical Dates:

Activities DD / MM / YYYY Hrs. Mins

1 Publishing Date 06 11 2017 11 00

2 Document Sale Start Date

06 11 2017 11 00

3 Document Sale End Date

27 11 2017 17 00

4 Seek Clarification Start Date

06 11 2017 11 00

5 Seek Clarification End Date

30 11 2017 17 30

6 Pre Bid Meeting Date

10 11 2017 15 00

7 Bid Submission Start Date

06 11 2017 11 00

8 Bid Submission End Date

27 11 2017 17 00

9 Bid Opening Date

01 12 2017 11 00

*Dates mentioned here, are scheduled dates for Bid Opening Activities. Any changes in dates of opening of technical and commercial tenders shall be notified in 'Press Notice / Corrigendum' section on the e-Tendering sub portal of the department before opening of the same.


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GENERAL INSTRUCTIONS:

The bidders are requested to familiarize themselves with the use of the e-Tendering portal of Government of Maharashtra well in advance.

To view- Tender Notice, Detailed Time Schedule, Tender Document for this Tender and subsequently purchase the Tender Document and its supporting documents, kindly visit following e-Tendering website of Government of Maharashtra: http://maharashtra.etenders.in

The Contractors participating first time for e-Tenders on GoM e-tendering portal will have to complete the Online Registration Process for the e-Tendering portal. A link for enrolment of new bidders has been provided onhttps://mahatenders.gov.in

All bidders interested in participating in the online e-Tendering process are required to procure Digital e-Token having 2 certificates inside it, one for Signing/Verification purpose and another for Encryption/Decryption purpose. The tender should be prepared & submitted online using individual’s Digital e-Token.

e-Tendering Tool Kit for Bidders (detailed Help documents, designed for bidders) has been provided on e-Tendering website in order to guide them through different stages involved during e-Tendering such as online procedure for Tender Document Purchase, Bid Preparation, Bid Submission.

(https://mahatenders.gov.in)

Bidders will have to pay cost of Tender Document through online modes of payment such as Net Banking, Debit Card and Credit Card through SBI Online during Tender document Download stage. This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.

Similarly, Bidders will have to pay Earnest Money Deposit through online modes of payment such as Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid Preparation Stage. This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.

If any assistance is required regarding e-Tendering (registration/upload/download) please contact GoM e-Tendering Help Desk on number 1800-3070-2232. (Helpline),

Mobile : +91-7878107985 , +91-7878107986 ,+ 91-7878007972 and +91-7878007973

For a bidder, online bidding process consists of following 2 stages:

1. Online Tender Document Purchase and Download 2. Online Bid Preparation and Submission TENDER DOCUMENT PURCHASE AND DOWNLOAD:

The tender document is uploaded / released on Government of Maharashtra, (GOM) e-tendering website https://mahatenders.gov.in

INSTRUCTION TO BIDDERS


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Tender document and supporting documents may be purchased and downloaded from following link of Maharashtra Maritime Board on e-Tendering website of Government of Maharashtra, https://mahatenders.gov.in by making payment through Online Payment mode i.e. Net Banking, Debit Card and Credit Card.

The payment for Tender document and supporting documents will not be accepted by the department through any offline mode such as Cash, Cheque or Demand Draft.

The Tender document and supporting documents will be available online only. It will not be sold/issued manually from Maharashtra Maritime Board’s office.

If for any reason a bidder fails to make this payment through online mode, system won’t allow the bidder proceed further for next stage resulting in his/her elimination from Online Bidding Process.

Subsequently, bid has to be prepared and submitted online only as per the E-TENDER TIME SCHEDULE.

The bidders are required to download the tender document within the pre-scribed date & time mentioned in online tender schedule. After expiry of the date and time for tender document download, Department/Corporation will not be responsible for any such failure on account of bidders for not downloading the document within the schedule even though they have paid the cost of the tender to the Department /corporation. In such case the cost of the tender paid by the bidders will not be refunded.

PREPARATION & SUBMISSION OF BIDS:

Both the Tenders (Technical as well as Commercial) shall have to be prepared and subsequently submitted online only. Tenders not submitted through online mode will not be entertained.

EARNEST MONEY DEPOSIT (EMD)

Bidders are required to pay Earnest Money Deposit (if applicable) through Online Payment modes i.e. Net Banking, Debit Card and Credit Card during Bid Preparation Stage.

This payment will not be accepted by the department through any offline modes such as Cash, Cheque or Demand Draft.

If the bidder fails to make this payment through online mode due to any reason, system won’t allow the bidder to complete Bid Preparation stage resulting in his/her elimination from Online Bidding Process.

In Bid Preparation stage, bidders get access to Online Technical and Commercial Envelopes where they require uploading documents related to technical eligibility criteria and quote commercial offer for the work/item in respective online envelopes.


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1. Introduction

E-Tenders for “Selection of Agency for providing housekeeping services at various offices, jetties and terminals of Maharashtra Maritime Board (MMB) ” are invited by the “Administrative Wing” Maharashtra Maritime Board, on behalf of Chief Executive Officer, Maharashtra Maritime Board on Government of Maharashtra Electronic Tender Management System portal https://mahatenders.gov.in as per Tender Schedule Published on the web portal. The details can be viewed online and downloaded directly from the Government of Maharashtra e-Tendering Portal https://mahatenders.gov.in from 01.07.2017 at 11 hrs (IST) onwards.

2. Terms of Reference

2.1 Scope of Work

Contractor should provide approximate number of 60 housekeeping workers per day at various

offices, jetties, terminal of MMB to carry out the work as per assigned areas mentioned in the

scope of work. The Selected Agency shall be responsible to provided personnel to MMB for a period

of 3 (three) years. Thereafter, MMB at its own discretion may extend the contract further by 2 years.

The scope of work would involve cleaning & wet mopping of floors, dusting of work stations, collecting

and disposing of waste in municipal bins, cleaning of toilets & toilet fixtures, window glass (both from

inside & outside), removal of stagnant water from terrace & canopies and external drainage cleaning,

cleaning telephones, lifts, walls, stairs, carpets, sofas, chairs, pedestal fans, Venetian blinds,

polishing of brass items, removing of cobwebs from ceilings, open terrace/terrace cleaning, cleaning

& washing of permissible jetty area, cleaning of toilets for passenger amenities at various jetty

location, cleaning and washing of permissible terminal area, office building etc. The work also

includes engaging the services of personnel for miscellaneous office works (i.e. like shifting of files,

furniture, etc.), or any other service assigned to them from time to time by the MMB. The agencies

shall provide required equipment and machinery in order to carry out the work stated in scope of

work. The Agency shall arrange all tools and tackles for cleaning, sweeping, mopping, wiping,

scrubbing, polishing and washing in and around the area. The Agency shall also provide to workers

required number of gumboots, rubber hand gloves, helmets, brushes, gunny bags and tools and

tackles for protective sanitary and general cleaning.

Cleanliness at Public Area/ Jetties

The Housekeeping agency requires to ensure that a dedicated personnel/ workers is

deployed at every passenger jetties/ terminals listed in the Annexure VI for 24X7.


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The Housekeeping Agency ensures that public area near and around jetties are clean

regularly by mechanical washing and scrubbing of floor area with detergents and dust

removing chemicals.

To spray pesticide near and around the passenger zone area to keep all the areas insects

free. It is the responsibility of housekeeping agency of protecting the public from the threats

to public health associated with pests. Regularly inspect the premises of passenger jetties for

signs of pests, including toilets, open space, water retention area, storerooms etc. All the

necessary items & equipment’s required for spraying pesticide shall be arrange by the

agency

Proper health and safety guidelines for the storage of chemicals and other equipment used in

pest management is mandatory to be followed.

Dust, waste materials shall be collected in proper bins and disposed of immediately. Plastic

bags shall be used in all the dust bins in the premises, for easy collection and disposal; so

that the dust bins are maintained neat & clean and in a hygienic condition.

The Agency shall provide the following toiletries on regular basis as per consumption in the

public toilets/ wash rooms at Jetties and office area as prescribed by MMB i) Liquid Soap

including the container ii) Paper Napkins/Towels iii) Naphthalene Balls iv) Air Fresheners in

wash basins and Toilets v) Toilet Paper Rolls. It is the responsibility of the agency to ensure

proper refill of all the required items and keep in check throughout the day. The

housekeeping manager shall ensure and prepare preventive checks on weekly basis at every

designated locations.

Cleaning shall be done with approved material manually or by using Mechanized equipment

like vacuum cleaners, scrubbing machine, carpet shampooing machine, etc.

The Agency shall ensure sweeping of the open area to provide neat and clean atmosphere.

Requirement and eligibility criteria of manpower is stated below in the table:

Sr.

No.

Name of

posts

No of posts

(Maximum) Minimum Qualification

1 Housekeeping 60 Should have passed seventh standard examination, preference will be given to the candidates who have passed Secondary School Certificate examination.


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Should not be more than (38) thirty Eight years of age as on the date of issuance of this tender document

Possess good physique

Possess knowledge of swimming.

2.2 Key specifications

The Selected Agency shall be responsible for providing the aforementioned personnel to MMB on

demand at a prior notice of 1 month.

The Selected Agency shall be responsible for providing/managing/deducting, including but not

limited to, provident fund, bonus, Insurance, allowances of the manpower provided to MMB and

MMB shall remain indemnified from any consequences due to mismanagement on part of the

selected agency or the provided manpower.

The personnel provided by the Selected Agency to MMB shall not have any police record.

All the payments made to the Selected Agency in lieu of the provided manpower will be subject to

tax deduction at source as per prevailing Income Tax Act and other applicable levies as per

State/ Central Government.

3. Additional Instructions:-

The contractor shall follow the rules and regulations of the Contract Labour (Regulation & Abolition) Act 1970 and rules 1971.

The Contractor shall provide PF & ESIC facility to the labourers as provided in the Act.

The Contractor shall follow the minimum wages Act.

The Contractor shall disburse salary to the labourers by the 5th of every month.

Every month the copy of the salary register shall be submitted before release of payment to the contractor.

The Contractor shall adopt all safety measures on site / office.

The Contractor shall provide all required tools to the labourers within one month from the date of commencement of the contract.

As per Bonus Act 1965 & its amendment & the notification published in the Gazette of India, New Delhi on 27th Oct. 2007, contractor is required to make payment of bonus to the labourers from its profit. MMB will not reimburse bonus amount to the contractor.


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The Contractor shall obtain required labour license from RLC (Central) within 15 days from the date of issue of work order. All returns as per rules shall be submitted to the RLC (Central) by the contractor.

Fire Precaution: The contractor, his agents, representative, workmen etc. shall strictly observe the orders pertaining to fire precautions prevailing within the restricted areas.

The contractor has to obtain CAR policy before commencement of the work and he should pay ESI and EPF contribution against the workers engaged by him and challans should be submitted along with the monthly bills for release of payment.

No mobilization advance will be given to the contractor.

Sub-letting of work to other agency is not permissible, if found the said agency will be black listed by intimating to the other organization.

4. Qualifying criteria

The prospective bidding Agency shall satisfy the qualification criteria as given below:

The Bidder shall necessarily be a legally valid entity either in the form of a Limited Company or a

Private Limited Company registered under the Companies Act, 1956. Incorporation/Registration

certificate along with MoA/Bylaws (or similar document) should be furnished as documentary

proof. Bidder in the form of JV/consortium, is not permitted. .

The bidder should submit copy of valid Trade License, PAN and Sales Tax / VAT Registration No.

with the Technical bid of Tender documents.

The Bidders should be experienced in providing Facility Management Services in house

keeping and should have been in existence for the last 5 years.

The Bidder should be registered with the Income Tax Department and also registered under the

labour laws, Employees Provident Fund Organisation, Employees State Insurance Corporation.

The bidder should submit the Income Tax return for last three previous years ending 31st March

2017 with the Technical bid of Tender documents.

The Bidder should also have clearance from Sales/Service Tax Department, and Income Tax

Department. Relevant proof in support shall be submitted.

The Bidding Agency should be licensed under Shop & Establishment Act, 1948

Experience : The Bidder should have certification under relevant Quality Standards and

experience in the similar field of House-keeping in the Government Departments / Public

Sector (Central or State) for three years during last five years. In case less than three bidder


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have provided government experience / public sector experience then the bidders with

experience in reputed organizations may be considered by the competent authority.

The average Annual Turnover during last 3 years (in all classes of mechanized

housekeeping services) should be at least Rs. 50.00 Lakhs (Rs. Fifty Lakhs) per annum.

The Bidding Agency should not have been black listed by any State Government, Central

Government or any other Public Sector undertaking or a Corporation as on the date of RFP

opening. An affidavit (Duly Notarized) to this effect should be submitted by the bidder on its letter

head.

Satisfactory service certificates should be produced from two of their existing major clients with

details of contact person, Telephone No., email etc.

5. Documents Supporting the Minimum Eligibility Criteria

In proof of having fully adhered to the minimum eligibility criteria, attested copy of Certificates of Incorporation issued by the respective registrar of firms/companies.

In proof of having fully adhered to minimum eligibility criteria at 2(b), attested copies of PAN, Labour Registration, EPFO Registration, ESIC Registration shall be acceptable.

Scanned copy of Income Tax Return for the year of 2016-17 should be attached.

In proof of having fully adhered to minimum eligibility criteria at 2(d), attested copy of experience certificates for completed work / ongoing work issued by the Government Departments / PSUs shall be acceptable.

Attested copy of manpower wages roll and EPFO Challan in support of available manpower (duly submitted to EPFO) in respect of the previous four quarters shall be acceptable.

Audit Annual Report for last three years .

6. Earnest Money Deposit

Earnest money of Rs.1,00,000- in words (Rupees One Lacs only) shall be paid via online using NEFT/RTGS or payment gateway mode. The said amount of earnest money shall not carry any interest whatsoever.

The amount of earnest money will be refunded to the unsuccessful tenderer on deciding about the acceptance or otherwise of the tender or on expiry of the validity period whichever is earlier. In case of the successful tenderer, it will be refunded on his paying the initial security deposit and completing the tender documents or will be transferred towards a part of security deposit to be paid after awarding of the work. If successful tenderer does not pay the security deposit in the prescribed time limit and complete the agreement bond, his earnest money deposit will be forfeited.


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Earnest money of the un-successful tenderers will be refunded on their application only after an intimation of rejection of their tender is sent to them or on the expiry of the validity period whichever is earlier.

Bidders shall not be permitted to withdraw their offer or modify the terms and conditions thereof. In case the bidder fails to observe and comply with the stipulations made herein or backs out after quoting the rates, the aforesaid bid security shall be forfeited.

The bids without Earnest Money shall be summarily rejected.

The bid security may be forfeited: (a) If the bidder withdraws his bid during the period of bid validity specified by the bidder in the bid form; or (b) In case of successful bidder, if the bidder fails to sign the contract in accordance with the terms of the tender document Or fails to furnish required performance security in accordance with the terms of tender document within the time frame specified by the Client OR Fails or refuses to honor his own quoted prices for the services or part thereof.

7. Bid procedure

The technical bids of the tender shall be opened by a committee nominated by the CEO, MMB, Mumbai in the presence of the authorised representatives of the bidders, if present, at 15 Hrs on 28.08.2017 in the main office of the MMB.

The technical bids, which do not contain full information and documents called for, shall be rejected.

The technical bids shall be evaluated based on the available documents submitted by the bidder. To assist in the examination, evaluation, and comparison of the bids, and qualification of the bidders, the Client may, at its discretion, ask any bidder for a clarification of its bid. Any clarification submitted by a bidder that is not in response to a request by the Client shall not be considered. The Client's request for clarification and the response shall be in writing.

If a bidder does not provide clarifications of its bid by the date and time set in the Client's request for clarification, its bid may be rejected.

Based on Technical Scoring, the Authority at its discretion may limit the number of qualified bidders.

The Financial Bids of all the technically qualified Bidders shall be opened on the appointed date and time in presence of the qualified bidders/their authorized representatives, who choose to be present at the time of opening of the financial bids.

The financial bid price, as indicated in the financial bid submission form of each bidder shall be read out on the spot, however, it shall be clearly stated that the final financial bid prices would be arrived at after detailed scrutiny/correction of arithmetical error in the financial bid.

After evaluating the price bids received, the bidder who quoted the lowest (Grand total) (L-1) Price will be awarded the work. Mere becoming the lowest bidder, prior to financial bid scrutiny will not give any right to the lowest bidder to claim that he is successful in the bidding process.


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In case the financial bid of more than one agency is same as L-1, then MMB will be assigning marks to various eligibility parameters like turnover, number of years of relevant experience etc. of such L-1 bidders and work will be awarded to the bidders who score highest marks, among the L-1 bidders.

Conditional Bids will be rejected.


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8. Financial bid and evaluation

The prospective bidding Agencies shall be required to quote the following in the financial bid:

Particulars (excluding only service tax) Value (A)

(In Rs.)

Commission (A)*(X)= (B)

(In Rs.)

(A)+ (B)

(In Rs.)

Agency’s monthly commission on providing service (X)

(Only percentage of commission to be quoted here)

Per month Salary for 60 Housekeeping Personnel

Grand Total XXX

The commission quoted shall be in percentage and will be same for all categories of employees which

are to be supplied by the agency. This percentage quoted shall be multiplied with the per month salary

quoted by Bidder for each category mentioned in column (A) to derive the monthly commission payable.

This monthly commission shall be mentioned in Column (B). Column (A) and (B) shall be added and

mentioned in third Column with the Bidder having lowest grand total of (A) + (B) i.e. XXX being selected.

The Agency quoting the minimum amount of XXX (calculated as per above mentioned process) shall be

selected. In case of a tie, the Agency that have higher experience (i.e. having experience of running

higher number of similar nature of projects) shall be selected.

Monthly payments shall be adjusted as per the requirement of personnel. In case of any decrease/

increase manpower, accordingly the payments on salary/ per personnel per month basis shall be

adjusted in the receipt.

The above quoted figure (Grand total) shall remain valid for 3 year. Thereafter in case contract is

extended further by 2 years, then the Contractor shall be entitled increment of 10% on annual basis over

the preceding year receipt.


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9. Notification of Award by Issuance of “Letter of Acceptance”

After determining the successful evaluated bidder, Client shall issue a Letter of Acceptance (LoA) in duplicate, who will return one copy to Client duly acknowledged, accepted and signed by the authorized signatory, within seven (7) days of receipt of the same.

10. Validity

Offers must be valid for acceptance for the minimum period of 90 (Ninety days) counted from the Bid

Submission End Date. Offers without the minimum validity period will be liable for rejection. In the

absence of any categorical mention regarding validity of the offer, it will be construed that the offer is

valid as called for in the covering page and it will be incumbent on the bidders to accept order, if any,

when placed within such validity.

11. Payment terms

Payments due under this contract shall be made as per the payment terms described below:

i. The successful bidder will raise an invoice of the payment due and MMB shall release the payment on receipt of the invoice. Monthly bill will be paid on the basis of the number of labourers and as per scope of work and amount of incomplete work will be deducted from the total monthly bill.

ii. The Contractor shall disburse salary to the labourers by the 5th of every month

iii. On the disbursement of salary to the labourers , contractor shall raise invoice per month and submit the same to Client by 10th of every following month. The Client shall make all endeavours to make payments within 15-20 days from the date of the receipt of the invoice to the Contractor.

The prices in the Price Schedule shall be exclusive of any service tax, education cess, secondary and higher education cess or any other applicable taxes as may be levied by the Government from time-to-time on service contracts.

iv. All payments due to the successful bidder will be subject to tax deduction at source as per prevailing Income Tax Act and other applicable levies as per State/ Central Government.

v. The cost of the Contract shall remain valid for a period of three years.

vi. After expiry of the initial period of one year, the Contractor shall be entitled annually 8% increase

in the Grand Total.

vii. In addition to the Contract payments, the Client shall pay for any additional services required by the Client, which are not specified in the Price Schedule.


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All payments shall be made in Indian Currency by means of Bank ECS/Account

Payee Cheque.

12. Penalty

In case the service provider fails to commence/execute the work as stipulated in the tender

/agreement or there is a breach of any terms and conditions of the contract then MMB reserves the

right to impose the penalty as detailed below:

(a) Inspection for quality assurance can be carried out by MMB officers/officials deputed for this

purpose.

(b) In case of non-execution or work after award of contract, NIB reserves the right to cancel the

contract, forfeit the Performance Guarantee.

(c) On any given day, non-availability of manpower a penalty of INR 100/- per day will be imposed.

(d) In case any written complaint is received from any officer regarding failure to commence/execute

work as stated in the tender, a penalty of Rs. 500/- for each such complaint will be imposed.

13. Scrutiny and evaluation of proposals

i. Responsiveness of proposal

A responsive proposal is one which conforms to all the requirements of the Bid Document. A proposal

shall be treated non-responsive for any of the following reasons:

a. The information as indicated in Annexure – II is not furnished.

b. Validity of the proposal is not confirmed.

c. The proposal and supporting documents show significant variations and or inconsistency/ies.

d. Proposal not duly signed by the authorized signatory.

e. Proposal containing interlineations, erasures or overwriting except corrections made by the bidder duly initiated will be liable for rejection

f. Proposal containing incorrect statement and incomplete information.

g. MMB will reserve the right to accept / reject any offer either in full or in part or accept any offer other than the lowest offer without assigning any reason whatsoever.


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h. Conditional offers shall be liable for rejection.

ii. Scrutiny of Tender Submission

The responsive bids shall be examined in detail for their technical contents. The compliance of the

bidder with the Eligibility criteria as indicated in section 3 will be assessed. In the process of this

assessment some clarifications may become necessary. These shall be sought and furnished in

writing. However, the basic proposal shall not be permitted to be changed / altered either to fulfil

minimum qualifying criteria or to make a non-responsive proposal responsive or to qualify for meeting

the technical bid parameters. The proposals, which are found deficient or defective or unacceptable

due to any reason, shall be treated as non-responsive.

iii. Scrutiny of financial bid

Financial bids of responsive proposals that are found acceptable on scrutiny of technical contents and

satisfy the criteria for evaluation, as specified in section 8 of Tender Document will be opened in the

presence of authorized representatives of concerned Bidders who may wish to be present.

The Agency quoting the minimum amount of XXX (calculated as per the methodology mentioned in

clause.8 “Financial Bid”) shall be selected. In case of a tie, the Agency that have higher experience

(i.e. having experience of running higher number of similar nature of projects) shall be selected.

14. Pre-bid meeting

The bidder or his official representative who have downloaded the bid document from

https://mahatenders.gov.in and interested to participate is invited to attend a pre-bid meeting which

shall take place as specified in the E-Tender Time Schedule in this document.

The purpose of the meeting will be to clarify issues and to answer questions on any matter related to

this tender that may be raised at that stage. The bidders are requested to submit any

question/clarification in writing or by fax or by e-mail to MMB, not later than 2 days before the

meeting.

15. Performance security:

i. The successful bidder shall furnish the performance security within 2 weeks of the receipt of the work order failing which MMB reserves the right to annul the work order.


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ii. In the event of bidder’s failure to discharge its obligations under the contract, the Performance Security shall be encashed and the proceeds thereof shall be forfeited without any further reference to the bidder.

iii. The Performance Security amount shall not accrue any interest.

iv. The performance security should be kept valid one month more than the validity of contract. The bidder will extend the validity of the Performance Security, if and whenever specifically advised by MMB, at its own cost.

v. The Demand Draft or Pay order shall be enforceable at MMB.

vi. The amount of performance security shall be 4% of the value of the contract.

vii. Performance security will be discharged by MMB and returned to the Contractor within 30 days following the date of completion of the Contractor’s performance obligations, including any warranty obligations, under the contract.

16. Opening of tenders:

i. The tenders will be opened as per the Bid Opening Date specified in the E-Tender Time Schedule provided in this document.

ii. In case of an unscheduled holiday on the bid opening date, the bids will be opened on next working day. Accordingly, bid closing date / time will get extended up to the next working day.

17. Liquidated damages:

Timely completion of all the work/job and providing the required personnel/ /services covered in the

contract as per the timelines stipulated in the work order, shall be essence of the contract. In the

event of failure to execute the contract within the scheduled time, liquidated damages will be levied

on the total value of the contract at the rate of 0.5% per day or part thereof, subject to a maximum of

10% of the total contract value, as an agreed pre-estimate of the damage suffered. After that MMB

may annul the contract and forfeit the Performance Guarantee.

18. Liability:

Except as otherwise expressly provided, neither MMB nor its servants, agents, nominees, shall have

any liability or responsibility whatsoever to whomsoever for loss or damage to the equipment and/or

loss or damage to the property of successful bidder and/or its sub-contractors, irrespective of how

much loss or damage is caused unless caused by wilful and gross negligence of MMB and/or its

servants, agents, nominees, assignees.


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The successful bidder shall protect, defend, indemnify and hold harmless MMB from and against

such loss or damage and any suit, claim or expense resulting there from.

Neither MMB nor its servants, agents, nominees, assignees, sub-contractors shall have any liability or

responsibility whatsoever for injury to, illness, or death of any employee of the successful bidder

irrespective of how such injury, illness or death is caused unless caused by wilful and gross

negligence of MMB and/or its servants, agents, nominees, assignees. The successful bidder shall

protect, defend, indemnify and hold harmless MMB from and against such loss or damage and any

suit, claim or expense resulting there from.

19. Force majeure:

i. In the event of either of the parties being rendered unable, wholly or in part by force majeure to carry out its obligations under the agreement when entered into, it is agreed that on such party giving notice and full particulars of such force majeure in writing or by telegram / telex / fax to other party as soon as possible (within maximum one week), after the occurrence of the cause relied on then the obligations of the party giving such notice with proper documentary evidence so far as they are affected by such force majeure, shall be suspended during the continuance of any inability so caused but for no longer period, and such cause as far as possible be remedied with all reasonable effort.

ii. The term “Force Majeure" as used herein shall mean ‘Acts of God’ including Landslides, Lightning, Earthquake, Fires, Storms, Floods, declared Wars, Blockades, insurrection, riots, Government regulations etc., which are not within the control of the party claiming suspension of its obligations within the meaning of the above Clause and which renders performance of the contract by the said party completely impossible.

iii. The contract arising out of this tender shall be interpreted in accordance with and governed by the laws of India. The personnel employed by the successful bidder shall be the sole responsibility and liability of the successful bidder and also expenses in connection with their employment shall be borne by the successful bidder. MMB shall not bear any responsibility or have liability whatsoever arising out of this contract, including the liability under the Workmen’s Compensation Act or any other Act (s) applicable. The successful bidder shall comply with provisions of various labour laws enacted by the Central /State Government, as amended from time to time.

iv. All statutory requirements / obligations there under, as may be applicable to the contract labour, will have to be adhered to by the successful bidder and any failure on his part on this account shall be responsibility of the successful bidder. The successful bidder will abide by rules, regulations, by-laws and statues, imposed by the Government and other local authorities etc. The Successful bidder has to ensure that the payment of wages / salaries / allowances / overtime etc. shall be subject to the minimum wage rates notified by the State Govt. from time to time. The payment of wages shall be made directly by the successful bidder to his staff and not through VENDORS or any other party or person. No amount shall be deducted from the wages of the workmen by way of commission of any nature whatsoever, except for statutory deductions.


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v. Liability on account of non-observance/no-compliance of any statutory requirement shall be responsibility of successful bidder. The successful bidder shall keep MMB indemnified for any claims/ damages / disputes that may arise under any provision of law at any point of time during the currency of the contract or thereafter for the relevant period.

20. Arbitration:

All disputes and differences whatsoever arising between the parties out of or relating to the construction, meaning and operation or effect of this Tender and consequent Contract or the breach thereof shall be mutually settled. However, in case no such mutual settlement is arrived at, the matter shall be settled by arbitration in accordance with the provision of arbitration of the Indian Arbitration & Conciliation Act, 1996 and any statutory modification or re-enactment thereof and the Rules made there under and for the time being in force. The venue of arbitration shall be at Mumbai unless otherwise agreed by MMB.

21. Applicable law:

The contract arising out of this tender shall be interpreted in accordance with the Law of India.

22. Miscellaneous

MMB, in its sole discretion and without incurring any obligation or liability, reserves the right, at any time, to:

Suspend and/or cancel the Selection Process and/or amend and/or supplement the Selection Process or modify the dates or other terms and conditions relating thereto;

Consult with any Applicant in order to receive clarification or further information;

Retain any information and/or evidence submitted to the Authority by, on behalf of and/or in relation to any bidder; and/or

Independently verify, disqualify, reject and/or accept any and all submissions or other information and/or evidence submitted by or on behalf of any bidder.


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ANNEXURE –I

Cover Letter Format (In letter head)

TENDERERS PARTICULARS FOR TENDER NO: ………………………………

To,

Chief Executive Officer,

Maharashtra Maritime Board, Mumbai.

Dear Sir,

Being duly authorized to represent and act on behalf of

_____________________________________hereinafter called “The Tenderer” and having visited the

site and examined the Scope of work, Specifications, Schedules and the tender document for “Selection

of Agency for Providing Housekeeping for Maharashtra Maritime Board.”

I/ we here by submit my/our offer as follows:

a) Technical Bid– (in separate sealed cover along with EMD of Rs. ___/- & other documents) (Cover I)

(b) Financial Bid– part of the tender document.

2. The two sealed covers containing technical bids and financial bids referred to above have been put in

main cover (Cover III) as required.

3. I hereby undertake to abide by various terms and conditions contained in your TENDER No:

____(Copy, duly signed, enclosed). We understand that MMB reserves the right to,

a) Amend the scope of tender

b) Reject or accept any tender including the lowest, cancel the tender process and reject all tender.

c) We agree that the MMB will not be liable for any such action and will be under no obligation to inform

the Tenderer of the grounds for such action.


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d) I also certify that the details furnished in the bids, various enclosures and other documents are true and

correct.

4. I also express my willingness to sign the contract incorporating the Standard terms and special

conditions of the contract as contained in the Tender.

Yours Sincerely

(Signature of the Owner/ Bidder/ Authorized signatory and please indicate capacity which signed Viz. on

own behalf or as Power of Attorney or Authorized signatory of the owner. Please also include the contact

No. and address in the Place)

Note:-Please put this offer letter in Cover I (containing Technical Bid) along with other required

documents.


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Annexure -II

FORMAT FOR SUBMISSION OF TECHNICAL BID

1) Name of the Organization / agency

2) Registered / Corporate Office Address

3) Address for communication (including fax and e-mail)

4) Organization details and brief profile

5) Certificate of incorporation/registration

6) Memorandum of Association and Article of Association or By-laws (in case of firm)

7) Brief details of Head Office and field/ branch offices

8) The bidder should submit copy of valid (a) Trade License, (b) PAN and (c)Sales Tax / VAT Registration No. with the Technical Bid.

9) The bidder should submit the Income Tax return for last three previous years ending 31st March 2017 with the Technical bid of Tender documents.

10) The bidder should have a valid labour license as per requirement under the contract labour(R & A) Act 1970 and the contract labour (Regulation and Abolition) Central Rules 1971 before commencement of the work. The bidder shall also abide by the provisions of the child labour (Prohibition and Regulation) Act 1986.

11) Should have (a) P.F. & (b) E.S.I.C. Registration with copies of payment challans of last 12 months

12) Details of experience in similar assignments

a) Provide details of similar projects

b) Enclose the documentary evidence (Certificate of statutory auditor certifying the experience/client’s certificates for providing services of similar nature)

13) Certificate of statutory auditor certifying the Annual turnover of the agency for each of the last three financial years preceding the due date for submission of this tender

14) Duly Notarized affidavit by the Bidding Agency stating that it has not been black listed by any State Government, Central Government or any other Public Sector undertaking or a Corporation as on the date of RFP opening


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a) Form VI (licensing under section 12 (2) of the Contract Labour (Regulation & Abolition) Act, 1970

15) Form D – Issued under Mumbai Shops And Establishment Act, 1948

16) Registration certificate with Employees State Insurance Corporation.

17) Service Tax Registration No.

18) Form 1 A & Form II-A in accordance with The Maharashtra State Tax on Professions, Trades, Callings and Employments Act, 1975.

The bids are liable to be rejected in case of failure to comply with any of the above requirements.

Signature:

Name of Authorised Representative:

Date:

Place:

Seal:


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Annexure –III

Details Regarding Annual Turnover

Annual Turnover

SI. No Financial Year Annual Turnover in Rupees (Lakhs)

1 2014-15

2 2015-16

3 2016-17

Copies of the Audited Balance Sheet and Profit and Loss Account for the last three Financial Years 2013-14, 2014-15 and 2015-16 should be attached

Place:

Date :

Signature of the Tenderer with seal


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Annexure- IV

Details Regarding Similar Orders

SI. No Name of the Client

Nature of Job (Enclosed Purchase Orders)

Value of Purchase

Order

Date of Commencement

Date of Completion

Note: Mode of proof: Copy of Purchase Order/Contract for providing ‘Award of Work’. Copy of Completion Certificate’/Final Invoice/Letter indicating return of Security Deposit for providing satisfactory ‘Completion of Work’. Should be furnished for each of the Projects.

Signature:

Name of Authorized Representative:

Date:

Place:

Seal:


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Annexure -V

FINANCIAL OFFER FORMAT

To,


Maharashtra Maritime Board

Indian Mercantile Chambers, Ballard Estate,

Mumbai

Tender No.……………………………………………………………………….

We, the undersigned offer to provide manpower for Maharashtra Maritime Board, Mumbai in accordance with the terms and conditions specified in this Tender.

The break-up of our Financial Bid is as given below:

Particulars (excluding tax) Value (A)

(In Rs.)

Commission (A)*(X)= (B)

(In Rs.)

(A)+ (B)

(In Rs.)

Agency’s monthly commission on providing service (X)

(Only percentage of commission to be quoted here)

Per month Salary for 60 Housekeepers

Grand Total XXX

Our financial proposal is binding upon us up to expiring of validity period of the proposal, i.e. 90 days from the Bid Submission End Date

We understand that you are not bound to accept any proposal you receive.

Signature & Seal of Tenderer

Name and Title of Signatory:

Name of Firm:

Address:


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Note:

1. The rate includes wages, EPF, ESI, Bonus, Cost of all materials, cost of required item as stated in scope of work, tools and machineries, equipment’ ,Administrative charges, workmen compensation policies, insurance if any, communication facilities, safety equipment’s etc, all taxes duties and levies etc. applicable in complete. It shall be the responsibility of the firm to quote the price after taking into consideration all statutory payments. No ambiguity should be there in the quoted price and the rate must be as per the format given above.

2. After evaluating the price bids received, the bidder who quoted the lowest (L-1) Price will be awarded the work. In case the financial bid of more than one agency is same as L-1, then MMB will be assigning marks to various eligibility parameters like turnover, number of years of relevant experience etc. of such L-1 bidders and work will be awarded to the bidders who score highest marks, among the L-1 bidders.

3. The wages (per month) payable by the firm to your personnel as per Government of India minimum wages.

4. The commission quoted shall be in percentage and will be same for all categories of employees

which are to be supplied by the agency. This percentage quoted shall be multiplied with the per

month salary quoted by Bidder for each category mentioned in column (A) to derive the monthly

commission payable. This monthly commission shall be mentioned in Column (B). Column (A)

and (B) shall be added and mentioned in third Column with the Bidder having lowest grand total

of (A) + (B) i.e. XXX being selected.

5. Monthly payments shall be adjusted as per the requirement of personnel. In case of any

decrease/ increase manpower, accordingly the payments on salary/ per personnel per month

basis shall be adjusted in the receipt.

6. The above quoted figure (Grand total) shall remain valid for 3 year. Thereafter in case contract is

extended further by 2 years, then the Contractor shall be entitled increment of 10% on annual

basis over the preceding year receipt.