TENDER FOR PROVIDING

CARETAKER AND HELPER SERVICES

AT

‘TRANSIT CAMP’

of

UNITED INDIA INSURANCE COMPANY LIMITED Regional Office, Dr. No.30-15-153, Pavan Enclave, Dabagardens, Visakhapatnam - 530020

United India Insurance Company Limited Regional Office, Dr. No.30-15-153, Pavan Enclave, Dabagardens, Visakhapatnam - 530020

Notice Inviting Tender for Providing

CARETAKER AND HELPER SERVICES at

Flat No.1 and 2, Ground Floor (above Cellar), Prince Apartments (called and known as Beach Apartments), Opposite Century Club in-Gate, Maharanipeta, Visakhapatnam

Tender Notification No

: 150000/Caretaker and Helper/01/2019-20

Tender notification Date

: 28.05.2019

Job Profile

: Providing Catering, Housekeeping and Caretaking Services at Transit Camp of United India Insurance Co

EMD Amount

: Rs.10,000/- (Rupees Seventy Five Thousand Only)

(No EMD for Vendor Registered under MSMED Act 2006 and NSIC)

Period for contract

:Initially for a period of 1 year that may be extended for a similar or lesser period on same terms and conditions as mentioned in the Tender Documents.

Last date for submission of tender

: 21.06.2019

Address for tender submission

: The Chief Regional Manager, United India Insurance Company Limited Regional Office, Door. No.30-15-153, Pavan Enclave, Dabagardens, Visakhapatnam - 530020

Opening of Technical Bid

: 22.06.2019

Opening of Financial Bids

: 22.06.2019

Validity of Bid : 90 days to be reckoned from the date of opening of ‘’Technical Bid”.

PART-I INTRODUCTION

United India Insurance Company Limited, herein after called ‘UIIC’ has been operating as a Government General Insurance Company, under the Insurance Division of Ministry of Finance to do the General Insurance Business in India. The Company is associated with other Government General Insurance Companies viz., New India Assurance Company Ltd., Oriental Insurance Company Limited, National Insurance Company Limited and is under the Control and regulation of IRDAI.

United India Insurance Company invites sealed quotations, in two-part bids for providing ‘Caretaker and Helper Services’ at Transit Camp of United India Insurance Co from reputed and experienced Agencies/firms/organizations. UIIC Transit Camp is situated Flat Nos.1 & 2, Prince Apartments (called Beach Apartments), Opp Century Club, Maharanipeta, Visakhapatnam. The crockery for serving dishes, ovens and other

kitchen equipment and fuel (Commercial LPG cylinder) will be provided by the Company for routine day-to-day catering works.

The tender form consists of the following documents. i.e. 1. Instructions to bidders, Scope of work and Terms & Conditions. 2. Technical part. 3. Financial part. 4. EMD and Document Fee (Non-refundable)

PART – II BIDDING SYSTEM, PROCESS AND EVALUATION

BIDDING SYSTEM: Interested firms may submit their quotations in two part bids:

i. PART ONE: Technical Bid (Form-I, II, III, IV & V) ii. PART TWO: Financial Bid (Form- VI )

The offers are to be submitted in Two Bid system i.e., Technical Bid and Financial Bid. The Technical Bid consists

of all the required information called for in the questionnaire and shall contain, inter alia, the details regarding

the agency/firm viz., name of the agency/firm, address, status of the agency/firm, registration no etc. (other than

the price).

The “Technical bid” shall be submitted in sealed cover (Marked Envelope – I) Superscribed “Technical Bid for Providing Caretaker and Helper Services for Transit Camp of United India Insurance Company Limited, Regional Office, Visakhapatnam.”

The envelope shall contain the addressee’s and bidder’s details also.

The “Financial Bid” for the category Caretaker and Helper for Transit Camp, which already contains our Company prescribed wages, shall contain only EPF, ESI, Service Charges and GST as quoted by the vendor. The Financial Bids will be placed in the Envelope - II and superscribed “Financial bid for Tender for providing Caretaker and Helper Services for Transit Camp of United India

Insurance Company Limited, Regional Office, Visakhapatnam.”

1. Envelope-III will contain DD for EMD amount of Rs.10000/- and Document Fee of Rs.1000/- (non-refundable) in the form of Demand Draft in favour of “UNITED INDIA INSURANCE COMPANY LIMITED” payable at Visakhapatnam drawn on any Nationalised Bank. The envelope should be superscribed ‘EMD and Document Fee’ for providing Caretaker and Helper Services for Transit Camp of United India Insurance Company Limited, Regional Office, Visakhapatnam 2. All the above three envelopes will be placed in a fourth envelope (Envelope – IV) and sealed and

submitted to the Administration Department at the address given above before the last date and time. The envelope must be superscribed with “Tender for providing Caretaker and Helper Services for Transit Camp of United India Insurance Company Limited, Regional Office, Visakhapatnam.” 3.

3. Each Page of the Tender Document must be Signed & Stamped by the Tenderer before submission.

D. Technical Qualifications / pre-requisites to participate in the above Bid :

• Minimum 3 years of experience in the field of catering, caretaking, and Housekeeping services of a Transit Camp or a Guest House preferably at any PSUs/Government Organisation.

• Annual turnover of Rs. 25.00 Lakhs during last 3 financial years and should be an IT assesse. • Registration with Income Tax department for PAN & Goods and Service Tax Registration No • Registration under the EPF Act 1952 and ESI Act • Registered under Contract Labour (Regulation and Abolition) Act, 1970 • Non blacklisting declaration

OPENING OF BIDS: The Technical Bids shall be opened on 22.06.2019 in the presence of the bidders. The bidders attending the technical bids opening meeting should carry letter of authority from their firm/agency.

F. Enquiry regarding Tender Terms & Conditions In case any doubt about Tender Terms & Conditions, interested bidders may contact Officer concerned for clarification over Phone No.: 0891-2551742 or 0891-2553243 on any working day (Monday to Friday) between 10.30 AM to 5.30 PM.

G. OPENING OF FINANCIAL BID The Financial Bids of only those firms, found technically qualified by the committee, will be opened.

H. QUOTING THE PRICE As our Company i.e., UIIC is having its own structure of wages for Caretaker and Helper, the price to be quoted by the vendors shall contain only EPF, ESI, Service Charges and GST.

I. CANCELLATION OF TENDERING PROCESS United India Insurance Company reserves the right to withdraw tender after floating it for public access or cancel the entire tendering process without assigning any reason thereof. In addition, Company reserves the right to select or reject any bid without assigning any reason thereof.

J. LAST DATE FOR SUBMISSION OF TENDER Last date of Tender Submission, completed in all respect, is 21.06.2019 Tender shall be submitted either by Speed/Registered Post/ Courier or by hand. Tender completed in all respect should reach on the following address with all documents: The Chief Regional Manager, Regional Office, Dr. No.30-15-153, Pavan Enclave, Dabagardens, Visakhapatnam – 530020

K. CHECK LIST OF TENDER DOCUMENTS (TECHNICAL BID)

Tender documents shall be prepared in below mentioned order. Documents shall be arranged in following orders:

Sl No. Documents Form No Details

1 Cost of Tender documents (non-refundable)

2 Whether all the Pages are stamped and signed & properly tagged with all documents?

3

5 Whether Self Attested copy of Registration of the firm is attached?

6 Self Attested copy of Partnership Deed or proprietorship deed / Memorandum of Association / Articles as applicable.

7 Self Attested copy of Partnership Deed or proprietorship deed / Memorandum of Association / Articles as applicable.

8 Self Attested copy of latest Income Tax return.

9 Self Attested copy of PAN card.

10 Self Attested copy of GST Regn Certificate.

11 Self Attested copy of EPF certificate.

12 Self Attested copy of ESI certificate.

13 Self Attested copy of Experience certificate (Minimum one year of similar nature of work).

Terms and Conditions acceptance form submitted I

Certificate of Ethical Practices II

4 Whether Bidder‟s Profile is filled up? III

14 Declaration regarding no relative working in UNITED INDIA INSURANCE COMPANY LIMITED on Stamp Paper & notarized

IV

Declaration regarding EPF and Miscellaneous Provisions Act 1952 V

15 Declaration towards Non – Tampering of tender document. VI

16 Declaration about Blacklisted/Non-Blacklisted company on stamp paper & notarized VII

Pre-Receipt for EMD VIII

Authorisation for attending Tender process IX

Technical Bid X

Solvency Certificate issued by Banker XI

Financial Bid XII

Affidavit XIII

17 Power of Attorney in original, in case tender document is signed by person other than Bidder or tendering company.

18 Demand Draft towards EMD Rs.10,000

19 License from Labour Commissioner to employ contract labour under the Contract Labour Act

20 Copies of audited Balance Sheets for the past 3 years

21 Work Experience certificate/Work Orders/Work completion certificate

22 license issued by State Govt under the Private Security Agencies (Regulations) Act 2005 and rules framed thereunder. Proof to this effect should be attached with the technical bid.

23 under the Micro, Small & Medium Enterprises Development Act,2006 / NSIC

24 certificate under Shops & Establishment Act, duly Renewed (Copy should be enclosed) Reg NO.

Contact details of establishment where caterer has provided service in the past or present

EVALUATION OF BIDS:

1. All received quotations shall be initially evaluated on technical parameters, being described in Clause-C of Part-I of Tender Document

2. It is mandatory for all bidders to fulfil all specified criteria. Therefore, bidders are required to read the

tender document carefully and submit quotations along with all necessary documents to avoid any chance of rejection.

3. Process of evaluation:

Steps of Criteria Impact of unavailability of requisite

evaluation document

1st EMD Amount of Rs. 10,000/- Tender shall be summarily rejected & no

further evaluation of Tender shall be done

2nd Signing & stamping of all pages of As above

Tender Document

3rd 3 years experience in the profession As above

4th Annual Turnover of Rs. 25 Lakhs As above

5th Registration with Income Tax As above

department for PAN

6th Registration with GST As above

Department

7th Registration under EPF & ESI Acts As above

• Step-1: Earnest Money Deposit (EMD) of Rs. 10,000/- is must with all tender unless registered

under MSMED Act and NSIC. If any tender found without EMD but for the exempted

firms/organisations, quotation will be rejected summarily and no further evaluation will be

done.

• Step-2: It will be mandatory for all bidders to sign with date (by authorized person) and stamp

all pages of tender document. In case of joint ownership, all owners have to sign on all the

pages of the bids (Technical and Financial bids). In absence of signature (made by hand) and

stamp of bidder, quotation shall be rejected out rightly and no further evaluation of quotation

shall be done. Any overwriting or use of white ink is not allowed.

• Step-3: As operation of Transit Camp is a specialized work and it is expected that bidders with

minimum 1 year of experience in the field of offering similar nature of job to any reputed PSU / Government organization will be preferred.

• Step-4: Registration with Income Tax Department for PAN, Annul Income Tax Return Filing,

Service Tax Registration and Registration under EPF Act and ESI Act shall be checked to only

those bidders, who fulfils above three criteria (EMD submission, Signing & stamping of tender

document and Experience certificate submission).

• Step-5: ‘UIIC’ will also check the service quality of contractor, being rendered to previous

organization and based on satisfactory report only bidders will be selected for Financial Bid

round. In this case, decision of our Outsourcing Committee will be final and binding.

After the technical round, Financial Bids of technically qualified bidders shall be opened in the presence of eligible parties. Date of opening of Financial Bids if against already announced shall be communicated in due course of time.

Please note that bids without the information and documents mentioned above and not provided in chronological order will be rejected without further consideration.

For United India Insurance Company Limited, The Chief Regional Manager

PART - III BRIEF DESCRIPTION OF TRANSIT CAMP

UIIC’s Transit camp located as referred above is spread over Two Flats. They are on the Ground Floor, just above the Cellar, both sides of the Stair Case, immediately on the Entrance of the Complex. The Transit Camp is opposite to the Entry Gate of famous Century Club in Maharanipeta. It is a 25 - year old construction with no full-fledged furnishing of wardrobes and with Grey Mosaic Flooring. Flat No.1 Consists of Two A.C. Rooms with two Beds each, having attached toilets, one Hall common for ‘Living’ and ‘Dining’. Opposite to Dining there is kitchen. There is a ‘Sit Out’ above Dining Area. Kitchen is of conventional style. Left side to kitchen there is a Open Storage Area. Flat No.2 consists of a hall recently renovated with Tiles and with partition wall with aluminium door to make one more room, there are two bed-rooms without Air Conditioning, each having attached toilet.

PART – IV INSTRUCTIONS TO BIDDERS

The filled in tenders for each category should be submitted at the Administration Department, Regional Office, 30-15-153, 3

rd and 4

th Floor, Pavan Enclave, Dabagardens, Visakhapatnam

The tenderers are advised to inspect the premises where the services are required to be offered and assess for requirements themselves before submission of the tender. Vendors shall meet the Executives of the Administration Department at the UIIC Regional Office, Visakhapatnam for a pre-tender visit of the mentioned Transit Camp premises / locations before offering bids, between 11a.m. to 4 p.m.

The envelope containing EMD shall be opened simultaneously with the opening of technical bid and the EMD will be enchased (accounted for) into account of the Company. The Bidders who is exempted from submitting EMD and Tender Document fee under MSMED Act and NSIC need not bring any Draft

Refund of EMD: EMD of all disqualified Vendors / bidders shall be refunded within 90 days time after scrutiny and submission of

Technical Assessment Report by the Relevant Committee/Competent authority. EMD of other bidders (except lowest 1) shall be refunded within one month’s time after opening of Financial

Bids/declaration of successful bidders.

EMD of lowest bidder may be adjusted against the amount of Security Deposit to be made as specified hereunder. If the Bidder is exempted from the EMD, he has to make a Security Deposit with UIIC as specified hereunder.

In case the lowest (L1) vendor / bidder refuses to sign the agreement within the prescribed time, a notice shall be

served to him by giving seven days time to fulfill the conditions and sign the agreement, failing which his EMD

amount lying /retained with us shall be forfeited without any further correspondence and he will be deemed to

have abandoned the work.

EMD shall not earn any interest.

The Chief Regional Manager,, Regional Office, Visakhapatnam will be the Competent Authority to refund / forfeit the EMD amount.

United India Insurance Company Limited, Regional Office, Visakhapatnam, will inform the successful bidder, by

letter sent through Courier/Registered Post/E-mail, along with a draft contract for the above services. Successful Tenderer must deposit, Security Deposit in the nature of performance guarantee @ 10% of the Contracted Value through DD drawn on any nationalized Bank in favour of UNITED INDIA INSURANCE COMPANY LIMITED payable at Visakhapatnam within 15 days after communication of selection as successful Tenderer and the same amount will be refunded without interest after expiry of the Tender Term on satisfactory performance of the Contract. This will be held against any defaulting in performance and violation of terms and conditions. This FDR shall be effective for entire contract period.

Copies of last 03 years I.T.RETURNS/Balance Sheets & Revenue A/C having a turnover of at least 25 lakhs for last three years.

An affidavit (on Rs.100/- stamp Paper) stating that the applicant is not facing any blacklisting from an

establishment of Central Govt or the State Govt or the PSU for breach of agreement.

Licences/ Registration Certificates enclosed by Vendor should be in force as on date. Non-disclosure of relevant information or furnishing of incorrect information, documents will suffer disqualification.

Tenderer should note that their tenders will remain open for consideration for a minimum period of 03 (three) months from the date of opening of Technical Bid.

Agency/firm must have an establishment having good infrastructure in Andhra Pradesh preferably in Visakhapatnam city.

The agency/firm/service provider must be in the profession for at least 4-5 years in which they should presently

have at least 01(one) client who are PSU/Banks/Government Bodies/reputed pvt. Firm.

The Agency should preferably be on the approved panel of at least 03 reputed Companys out of which at least one should be Public Sector or Government Undertaking. The Agency is required to provide its NEFT details along with the tender documents. United India Insurance Company Limited reserves the right to accept any tender or to reject any or all tenders at its sole discretion without assigning any reasons thereof.

PART - V GENERAL TERM AND CONDITIONS OF TENDER AND CONTRACT

The Service Provider shall ensure observance of Rules & Regulations of the Transit Camp including guest rooms. The rooms shall always be under the possession of the Caretaker. The keys of the rooms shall remain with him who will be responsible for opening and closing of rooms. However, allotment of rooms/allocation of guests will be done by United India Insurance Company Limited. The Service Provider will not allow or permit to be allowed any unauthorized occupation of the rooms and will not carry on or permit to be carried out any undesirable, unlawful, obnoxious and illegal activities in the Transit Camp premises. The Service Provider shall duly insure all their persons engaged in pursuance of the agreement against accident, sickness and agree to indemnify United India Insurance Company Limited against all liabilities in this regard. The Service Provider shall further accept liability and shall indemnify United India Insurance Company Limited against any liability, claim, proceeding expenses or losses in respect of personal injury of any person whatsoever.

The United India Insurance Company Limited reserves the right to increase or to reduce the Services and such additional/reduced services have to be mutually agreed by both parties, prior to execution. The terms and conditions along with the instructions will form part of the quotation to be submitted by the vendor to United India Insurance Company Limited. Company reserves the right to accept or reject any or all the quotations without assigning any reason thereof.

All payments to the successful vendor shall be made by NEFT only. The Agency shall ensure the compliance of all provisions of Contract Labour Act (Regulation and abolition Act 1970), Minimum Wages Act 1948, Payment of Wages Act 1935, ESI Act, Employees Provident Fund and Misc. Provisions Act, The Child Labour (Prohibition and Regulation) Act 1986 and such other statutory enactments, amended from time to time.

Any Rules and Regulations promulgated by the Government and Local Bodies, coming into force that may apply to the contract shall be the Agency’s sole responsibility including any liability on account of non-compliance or violation thereof. The Agency shall also comply with all the requirements of laws with regard to provision of labour and ensure that an appropriate license from State/Central Labour Commissioner is obtained. The successful Transit Camp contractor should have registration with the Regional Labour Commissioner, Andhra Pradesh as a contractor under the Contract Labour Regulation Act and should have obtained a Labour License.

In the event of any liability of any nature whether relating to statutory compliances or payment of wages

or otherwise, is saddled on ‘’the Company’’ with regard to Personnel engaged and deployed by ‘’the Agency Providing Caretaker & Helper’’the Company shall be entitled to recover the same from the EMD/Security/running bill held with the Company.

The Agency would undertake to indemnify and to make good the loss to the full extent to ‘’the Company’’ failing which ‘the Company’’ shall be within its right to take appropriate action in law for recovery of the said amount. It will be the responsibility of the Agency to pay the wages and all statutory amounts and then claim the bill from UIIC which will be settled as per terms and conditions of the contract/agreement. It is particularly agreed that the Company shall in no way be held responsible for any bodily injuries sustained or death of any employee(s) of ‘’the Agency’’.’’The Agency’’ shall alone be liable to pay all statutory compensations which may be awarded or payable to such employee or his/her dependent. If under any circumstance ‘’the Company’’ is made liable to pay any such compensation, ‘’the Agency’’ will indemnify / reimburse ‘the Company’’ in full extent. The Company shall not be liable for any damage or compensation payable in respect of or in consequence of any accident or injury to any workmen or other person in the employment of the contractor through claim from insurance company. The contractor shall indemnify and keep the Company indemnified against all such damage and compensation whatsoever in respect or in relation thereto. The Contractor will take all types of Insurance Policies required to be taken as per the statute for the welfare of workman, viz., Personal Accident, Employee Compensation Insurance, Fidelity Guarantee Insurance and any such insurance required by the statute If the schedule as laid out in the “scope of work” is not adhered to by the contractor, a penalty of 1500/- per week will be imposed.

The Company will not exercise authority / entitle to retain any control, supervision or the manner of their discharge, dismissal or retrenchment of the personnel engaged and deployed by the Agency Providing Caretakers for Transit Camps. However in case the Company is not satisfied with the work of any person deployed by the agency, the Company may ask the agency to replace him. The Agency will be responsible for the supervision of personnel and it would provide the name of supervisor with his contact number to the Company for supervision purposes. The service provider will normally not change the working hands without consent of United India Insurance Company Limited. However, the service provider must immediately remove and replace any of their personnel, who in the opinion of United India Insurance Company Limited is incompetent/ negligent / of

unacceptable behaviour of whose employment is otherwise considered by United India Insurance Company Limited to be undesirable.

In case of failure of the service provider to provide the Caretakers for Transit Camps on any date, the Company will be at liberty to engage the same from any other Service Agency, and the Service Provider at default shall make good the expenses incurred for such purpose and also the Service Provider shall make good any loss or damage that the Company may suffer thereby.

No advance payment shall be made against the work order /services. It should be clearly understood and agreed that no relationship of Employer or Employee is created between the Company and the Caretakers for Transit Camp deployed by the Agency. It will be the responsibility of the Agency Providing caretakers for Transit Camp to pay wages to its Personnel through NEFT on or before the 5

th of the following month without fail at the rates as specified and agreed by

UIIC.

The Service Provider/Contractor will not link the payment of wages to the workers with settlement of his bills by the United India Insurance Company Limited. The Service Provider/Contractor has to first pay the wages to the Workers and then put up his bill for payment. Payment of bills will be made on monthly basis through NEFT only, provided that the caretakers for Transit Camp services provided were/are satisfactory during the month and subject to deduction of Penalty imposed if any as per terms and conditions of tender/contract. The monthly bill payment will be made subject to the Service Provider/Contractor submitting the attested photocopies of the following documents:

(i) Muster Roll/Attendance sheet of the workers signed by the Service provider/Contractor for the month on the

format prescribed UIIC

(ii) Proof of payment made to Caretaker and Helper i.e., UTR no. or any other relevant proof

(iii) Quarterly submission of returns on following: - Deposit Challan showing the individual figure of deposit of contribution of provident fund of employees

and employers share, with the appropriate authority. - GST returns - Deposit Challan showing the individual figure of deposit of contribution of ESI of employees and

employers share, with the appropriate authority. - Deposit of contribution of provident fund and contribution of ESI of employees and employer should be

with a challan separately for United India Insurance Company Limited. It should not contain the contribution of PF and ESI of employees of other Companys being serviced by the Contractor.

All payments to the agency shall be made by Electronic Fund Transfer only after Tax Deducted at Source (T.D.S.) as per the provisions of Income Tax Act as amended from time to time and a certificate to this effect shall be provided to the agency. Service provider will provide list along with photo, police verification report and health certificates of the persons deployed as Caretaker & Helper staff.

Payment Register containing the signature of representative should be produced at the time of disbursement of wages amount. The Payment Register is to be produced for verification along with the Bills. The Agency will submit copy of challan as proof of payment made to the Personnel with statement of the Personnel showing deposit of PF and ESI contribution every month with bill without fail. In case of disbursement of wages through e-payment/NEFT, a signed statement must be produced for verification along with bills. Also the Agency shall produce forthwith documents in proof of other statutory compliances. The Service Provider/Contractor shall raise the invoice/bill and United India Insurance Company Limited agrees to pay such invoices/bills within 15 working days of receipt and acceptance of the invoice/bill, as per terms and conditions of the tender/contract. All payments to the Service Provider/Contractor shall be made by NEFT subject to deductions, withholding of all applicable, taxes and charges from time to time in force.

The tenderer should also be able to provide additional personnel at a short notice as and when required on same terms and conditions. The period of contract is for ‘one year’ from the date of approval of the quotation with a provision to renew the contract on the same terms and conditions with mutual consent for second and third years. Company reserves the right to pre-mature termination of the contract / agreement without assigning any reason thereof by giving one month’s notice before the expiry of the contract period. Selected Bidder should submit the deed of Agreement/Contract with United India Insurance Company Limited, Visakhapatnam Regional Office duly executed on a non-judicial stamp paper of Rs.100/-, as per the draft conditions provided by United India Insurance Company Limited, within 7 days (maximum) of receipt of intimation as above. Failure to sign and non-submission of deed of agreement and Security Deposit in the nature of performance guarantee @ 10% of the Contracted Value within 7 days of intimation as above may result in the forfeiture of EMD and cancellation of selection as successful bidder. However United India Insurance Company Limited at its discretion may cancel the tender and the decision will be final and binding. On signing of the agreement, the Company will issue work order and the Agency shall start its work within the stipulated period informed by the Company .

In the event of the Agency not fulfilling the conditions of the Contract and the work order, United India Insurance Company Limited reserves the right to forfeit the Security deposit placed with them herein above mentioned, in part or in full and to take such other decision as may be required in the interest of the Company.. The decision of the United India Insurance Company Limited shall be final and binding on the Agency in this matter.

The Company reserves the right to Remove/ Black list Firm/Agency/Organisation/Service provider for a period of five to ten years for any deviation from the agreed Terms and Conditions if any activity is observed which is detrimental to the interest of the Company. However any order of blacklisting or removal shall be passed after offering a reasonable opportunity of hearing/show cause to the agency concerned.

Agreement Period: The contract for caretaker and helper for Transit Camp services shall be valid for One Year from the date of execution of agreement and issuance of work order. After further review and evaluation, can be renewed further for one or two more years on the same terms and conditions. However, in case of non-performance or bad performance, the agreement may be terminated by the Competent Authority at any time before completion of above period by giving an opportunity to show cause. The competent authority may also terminate the contract simply by giving one month prior notice or wages in time thereof without assigning any reason. The Company reserves the right to cancel the contract/ rate contract without assigning any reason at any time by giving 30 days’ notice in advance in case of simple termination of contract/ rate contract but in case of breach of the terms of the contract, rate contract may be terminated and the security deposit shall also be forfeited, other action such as blacklisting may follow.

Non- Disclosure of Confidential Information will be the sole responsibility of the Contractor. For this the Agency shall depute persons of good integrity and honesty who will not divulge information in his possession by virtue of his working with the Company. Agency shall be liable for any loss caused to the Company due to any such wrongful disclosures.

The Agency Providing Caretakers for Transit Camp services shall ensure that all personnel deployed by it shall be efficient, honest, disciplined, courteous, trained and ever ready to attend respective work politely.

a) As maintaining cleanliness is the essence of the work, selected service provider shall deploy workers to ensure quality work. The successful service provider shall clearly mention the same in the covering letter.

b) To ensure immediate corrective actions on receipt of any complaint against the services provided or against any individual deployed by them in the premises of Company.

c) To replace the absent Caretaker and / or helper immediately on the same day within one hour

d) None of the personnel of the successful service provider shall enter into any kind of work other than provided under this contract, within the complex.

e) The personnel deployed by the successful service provider shall be of good conduct, character and health. In case of any complaint against any of the personnel deployed by the selected service provider, successful service provider is bound to remove such person and arrange for replacement of removed person as and when advised to do so by the Company.

f) The successful service provider shall be solely responsible for the integrity of the personnel deployed. If any of the staff of successful service provider found misbehaving with employees of the Company or with any other person in the premises, the service provider shall terminate the services of such persons forthwith.

g). The selected service provider shall not at any time do cause or permit anyone to do or cause any nuisance on the site or do anything which shall cause unnecessary disturbance or inconvenience to the Company / employees of the Company.

The agency will carry out all the expectations, instructions, directions etc given from time to time by the Company and shall take prompt action when informed of any such trespass. The agency will check their personnel in respect of the attendance /duties/vigilances regularly and will maintain complete records in this regard which shall be made available for inspection by authorized official of the Company at all times . If the contractor fails to render the services to the satisfaction on any particular day for any reason during the contract period, appropriate deductions will be made from the bills of the contractor for ineffective/incomplete services. Security of Fixed Assets: Security of licensed premises, equipment, fittings and fixtures, furniture etc. will be the

responsibility of the contractor. UIIC clarifications regarding partially omitted, typographical, or clerical errors shall be final and binding on the contractor.

In case of any dispute arising out of the acceptance/agreement, shall be referred to for ‘’Arbitration’’ to the The Chief Regional Manager,, Regional Office,Visakhapatnam and his/her decision shall be binding on the firm/agency/service provider. The firm/agency/service provider shall not raise any question of competence of the The Chief Regional Manager, to act as sole arbitrator.

In terms of provision of Section 33(3) of the Insurance Act, 1938, as amended by the Insurance Laws (Amendments) Ordinance, 2014, Insurance Regulatory Authority of India (IRDAI) is authorized to verify all such books of account, register, other documents and the data base in the custody of the contractor in respect of service outsourced by the United India Insurance Company Limited. It shall be the duty of the contractor to provide such documents/statements/information as may be required by IRDAI within such time as may be specified by the IRDAI.

In terms of provisions of Section 33(4) of The Insurance Laws (Amendment) Ordinance, 2014,Insurance Regulatory Authority of India (IRDAI) if it considers expedient to do so, may direct any person hereinafter referred to as the’’investigating Offcer’’, to make an investigation as specified under Sec.33(1) or carry out an inspection as specified under Sec 33(2) of The Insurance Laws (Amendment) Ordinance, 2014, who may examine under oath any Manager, managing Director or other Officer of the service provider or contractor where the services are outsourced by United India Insurance Company Limited.

Any dispute arising out or relating to this quotation/agreement shall be deemed to have arisen in Visakhapatnam and shall be under adjudications of a Court in Visakhapatnam only.

PART - VI

INFRASTRUCTURE, LOGISTICS AND PROVISIONS FROM TRANSIT CAMP

The Transit Camp is equipped with the following items to enable the Service Provider to render the intended services:

* VIP Rooms in Transit Camps are furnished with air conditioners (wherever required), geysers, LCD TV with cable connections, wooden beds, mattress, pillows, curtains, etc. The Transit Camp is also having refrigerator, water purifier, sofa sets, additional TV, gas connection with gas stove, utensils and Crockery etc. The Transit Camp will be handed over to the Service Provider along with all these items in good working condition to enable him to render effective & efficient services.

* Bed Sheets, bed covers, pillow covers, bath towels, napkins shall be provided in Transit Camps by UIIC. The above items shall be replaced from Transit Camp as and when required after physical verification by UIIC Officials from time to time.

PART - VII

SCOPE OF WORK

The service to be rendered by the Caretaker includes Catering, Caretaking and housekeeping, and of the Helper to assist Caretaker. The contractor will perform all the services pertaining to “catering, care taking, housekeeping” of the Transit Camp on behalf of UIIC, located at Flat Nos.1 & 2, Prince Apartments (called Beach Apartments), Opp Century Club, Maharanipeta, Visakhapatnam consisting of total 5 rooms, 5 toilets, dining room, two halls, kitchen. The successful Bidder will have to provide complete caretaking to Transit Camp by deploying their personnel to the satisfaction of United India Insurance Company Limited in consistent with the Company’s standards and instructions issued by the appropriate officials from time to time. 1.1. CARETAKING SERVICES: The contractor will provide round the clock attendant services at Transit Camp. Attendant services will include issue of cleaned, washed, dried Linen, Blankets, Towels, soaps etc. every day and other materials required by occupants of the Transit Camp from time to time. They will be also responsible for accounting of issues and returns and reporting on losses and damages. Contractor will also provide round the clock reception services. Reception services will include allotment of rooms to the guests, getting the necessary entries made in the records on arrival and departure of guests with feedback system from guests.

The exact inventory of the items shall however be taken and recorded by UIIC at the time of handing over the job. Any other material/equipment required by the contractor for the day-to-day working, will be purchased and made available by UIIC except material for “catering services”. The contractor will be responsible to maintain all provided items in service condition at his own cost. He is responsible for periodic mustering / stock taking of all the items / assets provided by UIIC and submit a quarterly statement on the same. The caretaker must report / keep in touch with the Regional Manager / the Administration Department of the Regional Office to collect occupancy details of guests and to receive instructions, if any, with regard to services to be rendered in the Transit Camp. Concerned Caretaker and Helper shall ensure proper maintenance of Transit Camp register, Visitors book (for complaints and suggestions) and various records as necessary and as desired by United India Insurance Company Limited. The caretaker so deployed, should be capable of maintaining records in English/Telugu. The Caretaker and Helper shall attend any emergency arising breakdown of electric power supply, cable TV, cooking items, water supply etc., in the Transit Camp. 1.2.HOUSEKEEPING & CLEANING SERVICES:

Housekeeping and cleaning works at Transit Camp and their surroundings areas include: L. The caretaker has to ensure that used soaps, shampoo sachets etc are to be disposed and replaced with

new ones.

M. Used slippers/chappals/foot-mats are to be washed and kept ready for use by the new/next guests

checking in.

N. The service provider should ensure sweeping ,mopping, dusting ,garbage disposal on a daily basis and

weekly cleaning of cobwebs, bathroom tiles, buckets, mugs refrigerator, micro wave ,kitchen utensils etc. to be carried out.

(a) Dusting of furniture, walls, TV sets, Study Tables, Refrigerator and removal of cobwebs etc. (b) Cleaning of all rooms, corridors, removal and quick disposal of garbage and kitchen wastes (c) Maintenance of the flower plants (d) Removal of tainted material & dust from floors, rooms, verandah, kitchen, toilets, etc (e) Maintenance of surfaces of building, porcelain fixtures, plastic/ PVC fixtures, brass/ metal fittings and

tiles, by suitably polishing the same with polishing agents (f) Maintenance of beds, providing clean linen, blankets, towels soaps etc. to guests daily (g) Keep the rooms ready to occupy (h) Providing materials in each rooms, listed hereunder on daily basis to occupants

BATHROOMS

Contractor will provide following items on daily basis in rooms on guests’ arrival:

• Bath Soap (Lux, Dove, etc) • Toilet liquid soap (Dettol/ Lifebuoy) with dispenser • Shampoo Sachet- Sunsilk or Clinic plus • Toilet paper of good quality & brand • Hair Oil • Comb, etc.

BEDROOM

• Tea/coffee • Small Notepad and Pencil placed near the telephone • Candle and Match Box • Room Freshener • Shoe Shine Polish/Brush • Insect Repellent Machine with refill

Note: Other toiletry items such as toothpaste, toothbrush, shaving cream, hair oil and razor of leading

brand should be kept with caretaker in limited quantity to provide to the guest for their immediately

availability on payment.

(i) Housekeeping items will be provided by UIIC on demand, which shall be collected by the caretaker from

the Administration Department time to time. If required, UIIC may advise the Contractor / Service Provider to purchase on monthly basis and get the reimbursement of the same on production of appropriate bills.

(j) Food articles of Standard quality and make shall be provided by the Contractor / Service provider as specified in ‘PART – XI (BRAND OF ITEMS)’ which list is for guiding and example and is not exhaustive.

(k) Any other job assigned by UIIC from time to time (l) Black coloured disposal bags should not be used in Trash / Dust Bins to collect the trash and dispose as

they are the potential sources (when filled with thrown away food articles, wet items etc.,) of breeding / grooming vermin. Preferably White or Only Blue coloured bags shall be used.

1.3. MANPOWER

(a) The contractor will provide Caretaker and Helper predominantly to carry out jobs from 5.00 a.m. to 10.00 p.m. and during the night time on emergency call. If required, need warrants, UIIC shall have and exercise the option of seeking 24 x 7 service.

(b) For this the contractor will appoint a Caretaker to handle the day-to-day works of Transit Camp that includes Catering and Housekeeping. He will be responsible for:

o Supervision of the Transit Camp on a daily basis and see the upkeep of premises o Manage the arrival of VIPs and meeting & dinner hosted at Transit Camp o Complete the Check-in and Checkout formalities of guests o Preparation of bills and collection of charges from guests and deposit amount in UIIC Account

Section at regular interval o Liaisoning with concerned officer of Regional Office, UIIC o Maintenance of occupancy registers on daily basis

1.4. LAUNDRY SERVICES The service provider shall look after administration of laundry services for all the linen of the Transit Camp including the Transit Camp rooms and will maintain inventory of such linens. The payment for the same will be made by United India Insurance Company Limited directly to the vendor. The caretaker has to ensure that after check out by the guests, used bed sheets, towels, napkins are sent for washing/laundry and replaced with fresh sets. Periodic laundering of curtains, blankets etc . are to be carried out by the Caretaker and Helper.

(a) UIIC will provide basic infrastructure, free electricity, water, detergent powder for washing machine, washing soap etc to facilitate the laundry services.

(b) Cleaning of bed sheet and towel of all rooms periodically every day (c) The contractor will provide laundry and ironing services to guests on payment basis. Ironing services will

be provided to guests within 1 hour on payment basis (d) Cloth washing services to guests will be provided, preferably on the same day or the next day,

depending on the urgency and requirement of guest on payment basis (e) Wherever, dry-cleaning will be required, contractor will arrange it from local market on payment basis (f) Providing laundry services to guests as per scheduled rates, given in Annexure- III.

1.5. CATERING SERVICES The “quality of service that will be rendered” is the essence of the contract. The contractor will strictly ensure there is no lapse in quality of services rendered. UIIC will provide electricity and water free of cost for operating the kitchen. All kitchen equipment, tools and tackles, crockery, cutlery, and utensils will be provided by UIIC, however, contractor will be responsible for following:

(a) Procurement and storage of all kind of raw food items ‘PART – XI (BRAND OF ITEMS)’ (b) Providing food to guests on scheduled time or as and when required by them (c) Supply of cleaning materials for kitchen equipments (d) Supply of napkins, towels, and tissue papers, used for wiping the crockery & cutlery (e) Maintaining cleanliness and hygiene at the kitchen, pantry, dining hall etc (f) Providing all facilities, materials, consumables, tool, etc within the scope of work, as necessary to

execute the assigned job (g) Providing napkin/tissue papers along with all meals (h) Procurement of commercial LPG cylinder as per need (UIIC will bear the cost of cylinder) (i) Vegetarian and Non Vegetarian food will be cooked and served separately. (j) Food (Tea, Breakfast, Lunch and Dinner) will be served as per following schedule:

S. No. Heads Timing

1 Bed Tea 5:00 AM to 7:00 AM or as per order

2 Breakfast 7:30 AM to 9:30 AM

3 Lunch 12:30 Noon to 2:30 PM

4 Evening Tea 5:00 PM to 5:30 PM or as per order

5 Dinner 7:30 PM to 9:30 PM

*Note: The Rates of the above items are as specified and communicated by UIIC time to time

(k) Sample Menu

The contractor will provide normal daily food as per basic menu decided in consultation with UIIC Authority after awarding the job. However, on special occasion or based on guest’s need, food will be served accordingly on agreed rates. UIIC reserves the right to change the menu time to time and that shall be communicated in writing, adequately in advance, to the contractor.

(l) In addition to above, the contractor will be required to provide extra food facilities against additional payment basis to the residents of Transit Camp in respect of items not covered under the Basic Meal Plan.

(m) Maintenance of Inventory

The inventory of articles will be handed over to the contractor in good and working condition at the commencement of the contract. The contractor will be the custodian of all Company’s properties and Transit Camp inventory during the period of contract and shall make good any loss to the inventory by way of misuse, breakage, theft, etc., at his own cost.

(n) Kitchen equipment, cooking utensils, crockery, cutlery, dining hall furniture and service counters will

be provided by UIIC. Upkeep of all items provided by UIIC will be the sole responsibility of the contractor.

(o) Use of Electricity: The contractor shall not be allowed to use electricity as a cooking fuel. However, he

shall be permitted to use toasters, refrigerators, water coolers, mixer/ grinder, oven and other

equipment for cutting/grilling vegetables, etc.

(p) Storage of Food: The food shall be cooked, stored and served under hygienic conditions. The

contractor shall ensure that only freshly cooked food is served to guests and stale food is not

recycled. Stale food shall be removed from the Transit Camp premises as soon as possible. Wastage

of food should always be avoided.

(q) Quality of Food: The contractor shall procure only good quality fresh vegetables from the market. He

shall ensure adopt proper / appropriate way of storage of the vegetables in refrigerator and only for a reasonable period of time. It should also be ensured that as far as possible that fresh vegetables are

procured with less periodicity. The vegetables that shall not be stored in refrigerator shall not be kept and used for more than their perishable time. The contractor shall ensure that a sufficient stock of other raw (food) materials are stocked in the store for consumption for a minimum period of 15

(fifteen) days. UIIC will have the right to check the quality of food articles and vegetables from time to time.

(r) Hygiene of Food, Vegetables, Food Raw Materials Storage and Kitchen : utmost importance and

shall be given in these areas and every care should be taken exercised in these areas. Contractor should ensure that all the time the cooking and storage areas should appear very neat and tidy, i.e.,

before, during and after cooking, before, during and after serving of food and while keeping the utensils with lift over food items and utensils kept in sync for cleaning. The sync should not be filled

with water while the used utensils and crockery is filled in for cleaning. Daily Services in Transit Camp:

The caretaker has to attend to the guests, verify the booking of the person in the Transit Camp, guide him/her to respective room allotted, and provide drinking water in the room. He shall verify Company ID Card / Photo ID Card of the guest at the time of checking-in. He should be courteous in the behavior & prompt in providing services. He should not demand any tips. The caretaker has to provide Transit Camp Register to the visitor for making entry in the register. He should check photo ID along with e-mail of Transit Camp booking confirmation. At the time of leaving the Transit Camp also, the said Register is to be produced for making entry of Transit Camp Charges & Signature and for making any complaints. He has to check that all the entries are properly made and ensure that the Transit Camp charges are correctly deposited and, if not deposited directly at the office, collect the same from the visitor & deposit the same to office on day to day basis in the name of guest. Details of Misc Receipt( Date number & amount ) to be mentioned against each entry in Transit Camp Register .

Services provider should ensure that the Guest Charges for Lodge / rates for stay at Transit Camp are collected

exactly and only as provided / specified by UIIC time to time. So collected charges shall be deposited periodically,

i.e., weekly, with the Officer concerned of the Administration Department of UIIC at Regional Office,

Visakhapatnam.

Service provider should ensure display of Timings and rates of Coffee, Tea, Breakfast, Lunch and Dinner and any

other food and beverages and the schedule of jobs to be provided by the Contractor and jobs to be performed by

the Caretaker and Helper, and availability of Complaints and Suggestion Register. The display should be in visible

manner and in the main areas of the Transit Camp.

4. The Service Provider shall provide meals to the guests at the rates as fixed by United India Insurance Company Limited from time to time. Charges for Tea, Coffee, Breakfast, Lunch, evening Tea and Dinner shall be in accordance with the menu.

5. The Service Provider shall arrange for serving fresh wholesome meals on demand (tea/coffee, lunch, breakfast, snacks, dinner) to the guest or any person authorized by United India Insurance Company Limited. Such meals will be served in the dining Hall, guest rooms or any place authorized by United India Insurance Company Limited. The number of meals will depend upon occupancy and there is no guarantee of minimum number of meals.

6. The raw materials for meals/snacks and other items will be purchased by the caretaker. No reimbursements

will be made by UIIC and the caretaker has to collect the charges for food, food items, and beverages supplied by

him from the guests at the rates fixed by UIIC.

The Service Provider shall use only the approved cooking medium for preparing food items. The Officer(s) as nominated by United India Insurance Company Limited shall check the quality and quantity of ingredients used for cooking from time to time.

PART- VIII

ENGAMENT AND DEPLOYMENT OF MANPOWER FOR TRANSIT CAMP SERVICES

The contractor will engage suitable person on his pay roll for the preparation and service of each meal including cleaning, washing and overall upkeep of Transit Camp assets and premises. It is expected that the person deployed at the Transit Camp of UIIC shall not fall below the required standards, stamina and strength. As specified in the following table, unless specified by the UIIC, Except as otherwise herein after stated, the selection, replacement of the caretaker and helper shall be determined by the service provider. The service provider shall ensure that its personnel will be competent and efficient.

2. Details of Workers: The Service Provider shall submit a list of workers, with complete details including

local/ permanent addresses, contact details (both e-mail and cell no.), and their Aadhar Card,

photographs, Police verification Report etc, for approval, who may be allowed to work at the Transit

Camp. UIIC reserves right to reject any or all the names without assigning any reason thereof. Only those

workers who have been cleared by the UIIC will be allowed to enter into the premises of the Transit

Camp.

3. Contractor will appoint a qualified and experienced Supervisor / Manager, acceptable to the Company to

coordinate with the Officers concerned of the Department of UIIC concerned, regarding the matters of Caretaker-cum-cook-cum-housekeeper and Helper. Such Supervisor / Manager will be available on all days in VISAKHAPATNAM to deal with all matters concerning the terms and conditions of contract.

4. Contractor will not employ child labour and upon violation, legal action would be taken.

5. Supply of dresses and ID Cards to Workmen:

Contractor will provide 2 sets of Uniform i.e. Shirt, Trouser, Caps, Sweaters, etc to Transit Camp staff and they should compulsorily wear it while on duty. The colour and style of the uniform will be decided by UIIC. The workers should always use hand gloves and ‘caps’ and ‘aprons’ while upon working. Contractor will also issue ID cards to all his employees with copy to UIIC. Uniform is mandatory for all Personnel on

duty. No one of the Deployed worker should be visible in vests/shorts or improper clothes in the Transit Camp at any time.

10. Medical Fitness of engaged Workmen

(a) The contractor shall employ only healthy adult and trained staff with good health and sound mind for

all services. (b) The contractor will ensure that all employees engaged by him are free from communicable/

infectious disease and are medically fit to work at Transit Camp. Medical officers specified by UIIC will conduct medical examination on every 6 (Six) months. The cost of the medical examination will be borne by the contractor.

11. Compliance of Company’s Security & Safety Regulations

(a) The contractor will be responsible for his employees in observing all security and safety regulations

and instructions as may be issued by the Company from time to time. The contractor will be responsible to take appropriate disciplinary actions against his workers to fulfil his obligations under this agreement, provided that, action should be taken in accordance with Industrial Employment (Standing Order) Act, 1946 and the UIIC Authority should be informed at every point of time of any such development.

(b) The contractor will be responsible for making good to the satisfaction of the UIIC for any kind of loss

or damage to any structures and properties within the Transit Camp premise. If such loss or damage is due to fault and/ or the negligence or wilful acts or omission of the contractor, his employees, agents, or representatives, will make good the loss as assessed by the Officer-in-charge, UIIC.

12. Conduct of staff

(a) The Transit Camp staff will not entertain any of their guests/ outsiders in the Transit Camp premises and not normally leave the premises without the permission of the Officer of UIIC permission.

(c) Smoking, drinking by the workers deployed within the entire area of the Transit Camp, is strictly

prohibited. Violators will be prosecuted as per law.

15. In case, Company suffers loss of any nature because of the contractor or his employees for not following

security or safety regulation, the contractor will be liable to make good the loss as determined by the UIIC at its sole discretion. Company will have the right to recover such losses, etc., from the dues payable to the contractor and/or security deposit, etc.

16. The contractor will neither appoint any sub- contractor nor will sub-let the work assigned to him without

the written permission of UIIC.

17. The contractor staff will not be treated as the Company’s staff for any purpose whatsoever. The

contractor will be responsible for strict compliance of all statutory provisions of relevant labour laws applicable from time to time in carrying out the above job.

18. Whenever and wherever it required by the Company, all workers deployed by contractor at UIIC, will be

required to display ID card while entering into the Company premise. They will also require wearing the ID Card all the time while on duty.

PART- IX PENALTIES ON VIOLATION OF RULES

The caterer will be fined in case of violation of the following rules:

1. Non-availability of complaint register on the counter/discouraging members from registering complaints

would lead to a fine of Rs. 250/- per instance on the contractor. 2. Any complaints of insects and/or foreign object (hair, rope, cloth, plastic, etc) cooked along with food

found in any food item would invite a fine of Rs. 500/- per instance on the contractor. 3. Any complaint of stones / pebbles of diameter more than 2 mm will attract a penalty on the caterer,

which can range between Rs. 300/- to Rs. 3,000/- depending on the size of the stone/ pebble. 4. Hard and/or sharp objects like glass pieces, nails, hard plastic etc. will attract a penalty of at least Rs.

5000/- per incident. 5. Food poisoning, shall invoke a hefty fine beyond the limit of any fine mentioned above, along with

cancellation of contract and possible blacklisting of the caterer. 6. Three or more complaints of unclean utensils in a day would lead to a fine of Rs. 3,000/-on the

contractor. 7. If UIIC agrees that certain meal was not cooked properly then a fine of Rs. 3,000/-would be imposed on

the caterer. 8. If the quality of milk is not found up to appropriate level, or it is diluted, a fine of 2,000/- per instance

would be imposed. 9. For any rules stated in the agreement,

(a) First violation of the rule implies fine as per the rule. (b) Second and subsequent violations of the same rule within 30 days of previous fine will attract

double the initial amount of fine on the caterer. 10. Inappropriate personal hygiene of workers including their dress and personal hygiene of workers and/or

misbehavior by workers etc. will lead to fine of Rs. 2000/- on caterer for every instance. 11. Failure to maintain a proper health check up of the workers will attract a fine of Rs. 4,000/-per instance 12. As and when UIIC Authority proposes a fine, it will be informing to the representative of the caterer or

Transit Camp Manager and fine will be imposed. 13. Using of brands not mentioned in the contract without prior permission and adulteration shall invoke a

hefty fine beyond the limit of any fine mentioned above and decided by the UIIC. 14. Severity of hygiene failure shall be assessed and decided by the UIIC and fined appropriately. In case of

gross failure/negligence a severe penalty will be imposed, which could be a hefty fine as cash and/or summarily Termination of the Contract.

15. Non-maintenance of proper records will also attract penalty of Rs. 1000/- per instance. Records will be subjected to Audit as and when required.

16. Notice Period

The notice period for the termination of contract will be 60 days. If a contractor disobeys the rule made by the UIIC, repeatedly commits the same mistake then the contract shall be terminated immediately without any notice and firm would be further blacklisted.

PART- X

BIDDER SELECTION AND AWARD OF JOB, TERMINATION OF CONTRACT

1. Selection of successful bidder and award of job:

(a) Bidder shall be selected based on quoted rate, mentioned in Finance Bid Form-VI.

2. Mobilization Time:

(a) The contractor shall have to mobilize his resources so as to commence the work within 10 (Ten) days from the date of award of contract.

3. Termination on contract:

The Company shall reserve right to terminate the contract for any reason including unsatisfactory performance or violation of Minimum Wages Act or of any of the other terms and conditions of the contract. A notice in writing from the Company to the contractor shall be issued giving 60 (Sixty) days’ notice for such termination and vacation of the premises, without assigning any reasons thereof. Under exceptional circumstances this 60 (Sixty) days’ period may appropriately be reduced.

4. Return of Security Deposit: The Security Deposit (made if any if the contractor not registered under MSMED

AND NSIC Acts) shall be refunded to the contractor without any interest after 60 (sixty) days of the expiry of

the contract or within 15 (fifteen) days from the date of the issue of a “No Dues Certificate” by UIIC, subject

to the fulfilment of all contractual obligations by the contractor.

5. Execution of Agreement: On the acceptance of Tender, successful party will have to execute an agreement

with UIIC covering all aspects of contract before the commencement of work. PART- XI

BRAND OF ITEMS

1. The contractor will procure food articles as per following specification:

S. No. Items Brands

1

2 Refined Oil (Sunflower) Fortune, Nutrela, Agmark

3 Tea Tata gold, Brook bond, Lipton

4

Coffee Powder - Filter coffee only should be supplied. In case of exigencies, instant coffee may be provided

Nescafe, Bru, Tata Café (for Instant) – Brue, Brook Bond, Coffeeday, Araku Coffee (for Filter)

5 Pickles (Mango/ Mix) Mother, Priya,

6 Instant Noodles Yippee, Maggee, Patanjali

7 Wheat flour Aashirvad, Annapurna, Pilsbury, Patanjali

8 Papad Lijjat

9 Bread Modern, Fresh Choice

10 Jam Kissan

11 Butter, Cheese Amul, Britannia, Mother Dairy

12 Tomato Sauce/ Ketchup Kissan, Maggee

13 Milk for drink and curd Visakha Dairy, Heritage, Amul

14 Spices Ashok, M.D.H., Everest

15 Biscuit Marie gold, Good Day, Fifty-Fifty, Horlicks, etc.

16 Salt Tata, Annapurna, Captain, rock salt

17 Cornflakes, Oats Kellog’s, Patanjali

18 Ghee Amul, Every day, Visakha, Patanjali

19 Ice Cream Amul, Kwality

20 Frozen Peas Any Branded

21 Rice for Meal/ Pulao/ Biriyani Nellore Molakolukul, Sona masoori / Basmati

22 Bombay Rawa/ Suji High quality

23 Pulses (Red gram/Bengal gram/ etc. High quality

27 Chilli sauce/ Soya Sauce Standard quality

28 Cookies Standard quality

FORM-I

TENDER CONDITIONS ACCEPTANCE LETTER

(To be given on Company Letter Head)

Date:----------------------------- To The Chief Regional Manager, United India Insurance Company Limited, Ratapur Chowk, Rae Bareli-229001, U. P.

Subject: Acceptance of Terms & Conditions of Tender

Tender Reference No : UIIC/ROVizag/Tender/CaretakerHelper -01/2019

Job: Providing Catering, Housekeeping & Caretaking services at Transit Camp of United India Insurance Co

Dear Sir,

1. I/ We have downloaded the tender document(s) for the above-mentioned ‘Tender/Work’ from the UIIC

website- www.uiic.co.in as per your advertisement, given in the above-mentioned website.

2. I / We hereby certify that I / we have read entire terms and conditions of the tender documents from

Page No. _______ to ______ (including all documents like annexure(s), schedule(s), etc.), which form part of the contract agreement and I / we shall abide hereby the terms / conditions / clauses contained therein.

3. The corrigendum(s) issued from time to time by your organization too has also been taken into

consideration, while submitting this acceptance letter.

4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) /

corrigendum(s) in its totality / entirely.

5. In case any provisions of this tender are found violated, your organization shall be at liberty to reject this

tender/bid including the forfeiture of the full said earnest money deposit absolutely and we shall not have any claim/right against organization in satisfaction of this condition.

Yours Faithfully,

(Signature of the Bidder, with Official Seal)

FORM- II

CERTIFICATE OF ETHICAL PRACTICES

(This document shall be duly signed by the tenderer and attached with Technical Bid)

1. I/We assure the UIIC, Regional Office, Visakhapatnam that neither I/We nor any of my /our workers will

do any act/s, which is improper / illegal during the execution of the contract awarded to us.

2. Neither, I/We nor anybody on my/our behalf will indulge in any corrupt activities /practices in my/our

dealing with the Company.

3. I/We will have no conflict of interest in any of our work/contract at the Company.

4. We will keep the Transit Camp and its surroundings hygienic, neat & clean. Place

:------------------- Yours Faithfully,

Date

:------------------- (Signature of the Bidder, with Official Seal)

FORM -III

Bidders Profile & Certificates

1 Name of Tendering Company/ Firm / Agency (Attach certificate of registration) Type of Firm i.e Proprietorship /Partnership or company registered under company Act 1956 / 2013

2 Type of firm i.e Proprietorship / partnership or company registered under company act 1956 / 2013

3 Name of proprietor / Director of Company/Firm/agency

4 Full Address of Reg. Office with Telephone No., FAX No. & E-Mail

5 Full address of Operating/Branch Office with Telephone No., FAX No. & E-Mail

6 PAN / GIR/TAN No (Attach Self Attested copy)

7 Goods and Service Tax Registration No. (Attach Self Attested copy)

8 E.P.F. Registration No. (Attach Self Attested copy)

9 E.S.I. Registration No (Attach Self Attested copy)

10 State the latest income tax assessed year and the amount of tax assessed (copies of last 3 years IT returns, balance sheet & revenue account to be enclosed)

11 Registration under MSMED and NSIC done if any (enclose copy of certificate)

12 Total No. of Caretakers and Helpers on roll (as on 31.03.2017)

10. Self-Attested copy of experience certificate / certificates issued by the competent authority for the satisfactory work carried out in Outsourcing of House Keepers-cum-Helpers, job of similar nature, and Security Guard Services and to Central/State Government/ Public Sector/ Banks during last three years. The summary of that can be tabulated in the given format in chronological order

Sl. No. Details of Client along with address, telephone and FAX numbers, e-mail ids

Amount of Contract {in lakhs}

Experience Certificate for the period

1 From To

2

3

4

(If the space provided is insufficient, a separate sheet may be attached) 1. Additional information, if any (Attach separate sheet, if required)

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

Photograph of the Bidder / authorized

signatory holding power of attorney

FORM – IV

CERTIFICATE

(PERFORMA FOR NO NEAR RELATIVE (S) OF THE CONTRACTOR WORKING IN

UNITED INDIA INSURANCE COMPANY LIMITED) (To be executed on Stamp paper & attested by Public Notary/Executive Magistrate by the bidder)

I………………………………………………………………………………………………………………………………….. S/O Shri…………………....................................………………………………………………………………………………… R/o…………............................................................................................................................................... Hereby certify that none of my relative (s) as defined in the tender document is/are employed in United India Insurance Company Ltd., as per detail given below. In case at any stage, it is found that the information given by me is false/incorrect, UII Co. Ltd., shall have the absolute right to take any action as deemed fit, without any prior intimation to me.

Signature of the Bidder with seal

The near relative (s) means: a) Members of a Hindu Undivided family; b) They are husband and wife. c) The one is related to the other in manner as father, mother, son(s) &son‟s wife (daughter-inlaw),Daughter (s) & daughter‟s husband (son-in-law) brother (s) and brother‟s wife, sister (s) sister‟s husband (brother-in-law) In case of proprietorship firm, certificate will be given by the proprietor, and in case of partnership firm, certificate will be given by all the partners and in case of Ltd. Company by all the Directors of the company or company secretary on behalf of all directors). Any breach of these conditions by the company or firm or any other person, the tender/work will be cancelled and earnest money/security deposit will be forfeited at any stage whenever it is so noticed. The Company will not pay any damages to the company or firm or the person concerned. The company or firm or the persons will also be debarred for further participation in the concerned unit.

Signature of the Bidder with seal

FORM - V

DECLARATION (FOR EPF &Misc provisions Act 1952)

I ………………………………………………………..(name of the contractor/agency) hereby declare compliance towards conditions of the EPF and Misc provisions Act 1952 and authorize United India Insurance Company Limited, Regional Office, Visakhapatnam to recover any payment that arises due to failure to comply with any of the Labour legislations and statutory conditions viz., Labour, EPF,ESI and any other labour / workmen related benefit ., or any other acts dealing with the same and all other acts mentioned in the tender document. Place : Signature of Bidder/Authorized Signatory Date : Name of the Bidder Seal of the Bidder

FORM - VI

CERTIFICATE

DECLARATION FOR NON TAMPERING OF TENDER DOCUMENT I / We /Proprietor/ Partner(s)/ Director(s) of M/s ---------------------------------------, hereby declare that I / We have not tampered the tender document issued vide TENDER NO. UIIC/VRO/OS/2018-19/01 Dated:29.11.2018 Dated: Signature --------------------------------------- Name-------------------------------------------- Name & address of the firm: ------------------ --------------------------------------------------- --------------------------------------------------

FORM - VII

CERTIFICATE DECLARATION REGARDING BLACKLISTING/ NON-BLACKLISTING FROM TAKING PART IN GOVT.TENDER BY ANY INSURANCE CO. IN INDIA/GOVT. DEPT

(To be executed on Stamp paper & attested by Public Notary/Executive Magistrate by the bidder) I / We Proprietor/ Partner(s)/ Director(s) of M/S. --------------------------------------- hereby declare that the firm/company namely M/S.-------------------------------------- --------------------------------------- has not been blacklisted or debarred in the past by UNITED INDIA INSURANCE COMPANY LIMITED or any other Government organization from taking part in Government tenders. Or I / We Proprietor/ Partner(s)/ Director(s) of M/S. ---------------------------------------- hereby declare that the firm/company namely M/S.-------------------------------------- ---------------------------------------was blacklisted or debarred by any Insurance Company in India, or any other Government Department from taking part in Government tenders for a period of ---------- years w.e.f.--------- --------. The period is over on --------------and now the firm/company is entitled to take part in Government tenders. In case the above information found false I/We are fully aware that the tender/ contract will be rejected/cancelled by United India Insurance Co. Ltd., R.O. Visakhapatnam if found before or by the time of opening tenders. If found during the contract period, in addition to the above, United India Insurance Co. Ltd., R.O. Visakhapatnam will not be responsible to pay the bills for any completed / partially completed work. not to refund Earnest Money Deposit Signature --------------------------------- Name --------------------------------- Capacity in which as signed: --------------------------------- Name & address of the firm: ------------------------------------- ----------------------------------------

Seal of the firm should be Affixed. Date: Signature of Bidder with seal.

Name & Address: __________________________________

__________________________________ (Note: Earnest Money will be returned to unsuccessful Bidder only after finalization/completion of the tender)

FORM - VIII

CERTIFICATE

PRE RECEIPT FOR REFUND OF EARNEST MONEY

Received with thanks from United India Insurance Company Limited, Visakhapatnam a sum of Rs. --------

--------------------- /- (Rs -------------- ----------------------------------------) only, towards refund of

Earnest Money Deposit paid in respect of Tender for “Outsourcing of Housekeeping Services and Safety

Guards” for United India Insurance Company Limited, Regional Office, 30-15-153, Pavan Enclave,

Dabagardens, Visakhapatnam. Tender No :UIICVRO/OS/2018-19/01 Dated: 29.11.2018.

Date: Signature of Bidder

(On revenue stamp) Place:

FORM - IX

CERTIFICATE LETTER OF AUTHORISATION FOR ATTENDING THE OFFICE

(Must be submitted to United India Insurance Co., Ltd., Regional Office, Visakhapatnam on or before date of bid opening)

To, Chief Regional Manager, United India Insurance Co. Ltd., 30-15-153, Pavan Enclave, Dabagardens, VISAKHAPAGTNAM-530020

Sub: Authorisation for attending the office on __________________ (date) in the Tender of _____________________________________________________

Following person is authorised to attend the office for the tender mentioned above on behalf of ______________________________________ (Bidder). Name of the Representative Specimen Signature 1. ______________________ __________________ Signature of the Bidder (Maximum one representative will be permitted to attend the office. Permission for entry to the office may be refused in case authorisation as prescribed above is not received.)

FORM- X FORMAT FOR TECHNICAL BID

(Tender Reference No.: UIIC/ROVizag/Tender/CaretakerHelper -01/2019

)

To be filled in ink by BLUE BALL PEN.

From:

…………………………….…………………………….

…………………………….…………………………….

…………………………….…………………………….

To, The Chief Regional Manager, United India Insurance Company Limited Regional Office, VISAKHAPATNAM-530020

Details E.M.D. (Rs. 75,000/-)

Draft No…………………Issuing Bank………………………..Date ..…………………

Sl. Particulars

Details to be filled in by the Agency/ Firm

No.

1. Name of the Firm/ Consortium/ & Contact

Person

2. Regd. Office/ Business Address/ Contact of the Firm (Landline, Cell nos and E-mail IDs)

Date of incorporation of the Firm. State whether

3. it is Partnership/ or Proprietorship or others

(Specified)

4. PAN and TIN Nos. of the Firm

5. GST Registration No.

(Attach Copy of Registration Certificate)

Whether the Firm has minimum 3 years of

experience in providing catering & caretaking

services to reputed organizations/Institutions (Preferably Government and Public Sector)

6.

(Attach copies of work Orders and relevant

certificates of works executed)

7 Name of at least four of your most valued

clients at the present time

Name of Chief Executive with his present addresses and Telephone Nos.

Name of Contact person with Designation who would be calling on us and attending to our jobs & contact phone No. & E-mail id.

Name of your Bankers with Addresses & telephone nos. Name of the beneficiary: (Vendor’s name as in bank records.) Beneficiary’s Account Number:

Account type : (Savings Account, Current

Account, etc.) Beneficiary’s Bank – Branch:

Bank’s MICR code:

Beneficiary’s Bank IFSC Code:

Beneficiary’s contact number/email id if any:

Whether the Firm is registered with GST

7. Department?

(Attach copy of Registration)

Whether holding certificate under Shops & Establishment Act, duly renewed (Copy should be enclosed) Reg No.. & Date

Licence No. under Contract Labour (Regulation &Abolition) Act, 1970 & Contract Labour(Regulation & Abolition) Central Rules, 1971

Whether the Firm is registered with ESIC? Please

8. state the Registration No.

(Attach copy of Registration)

Whether the Firm registered with EPF? Please

9. state the Registration No.

(Attach copy of Registration)

YES/ NO

Turnover in Rs. (as per Income Tax Return):

Whether the Firm has achieved annual sales

10. turnover of Rs.25.00 Lakhs in last three financial 2016-17: --------------------------------

years (Attach copy audited balance sheets for last

3 years and other supporting document) 2017-18: --------------------------------

2018–19: --------------------------------

Whether the Firm is an Income Tax Assesse and

11. have filed its income tax returns for the last three

assessment years (Attach copy of IT Returns)

12. Number of Manpower working with the Firm as on 30.06.2018

Whether the caterer agrees to properly handle

13. the various gadgets and utensils, crockery etc.,

provided by the Company?

Whether firm registered under Contract

14 Labour (Regulation and Abolition) Act, 1970.

Attach copy.

Average Turnover of the Agency for the last three years. Submit copies of I.T returns, Balance Sheets & P/L accounts for last 3 years

FY 2018-19 : FY 2017-18 : FY 2016-17 :

18 Are you agreeable to abide strictly by the Terms and Conditions of the Tender Contracts.

Particulars of EMD / Document Fee (Non-refundable) :-

EMD - DD.NO. Date. Drawn on Bank

Document Fee – DD.NO. Date. Drawn on Bank

4. All the information and data furnished herewith are true and correct to the best of my/our

knowledge & belief.

Place/Date:

(Name, Designation & Signature with Seal of the Company)

Note: Please type this form or fill it legibly in ink. If space provided is insufficient, please type or write the replies on a

separate sheet giving appropriate question number and attach it to the form. All the pages application form and

documents submitted must be signed with seal.

FORM- XI

FORMAT FOR SOLVENCY CERTIFICATE (On Bank’s Letter Head)

Ref. No:…………………………..……………… Date: …………………….……

TO WHOMSOEVER IT MAY CONCERN

This is to certify that to the best of our knowledge and information, M/s ------

----------------------------------------------------------------------------------------------------------------

----------------------------------------------------------------------------------------------------------------------------

(Bidders name with complete address), a customer of our Bank, is respectable, and is capable of

executing orders to the extent of Rs. ----------------------------------- (Rupees ----------------------------------

--------------------------------------------) as disclosed by the information and records which are available

with us.

M/s

--------------------------------------------------------------

have

been

our

customer since ---------------------------- to date and has been granted the following limits, at present,

against various facilities granted by the Bank: ……………………………………..………………………………………...

This certificate is issued without any guarantee, risk or responsibility on behalf of the Bank or any of its officials. This certificate is issued at the specific request of the customer for participating in UIIC Tender No- UIIC/ROVizag/Tender/CaretakerHelper -01/2019

.

Signature of Authorized Person

Name: ----------------------------------------------

Date: ----------------------------------------------

Seal:

FORM- V

Contact details of establishments, caterer has previously provided catering and caretaking services:

S. Name of the Contract value per Name of the Officer-in-Charge & his Period of contract Total contract No. Organization year Mobile/ Phone No. period

(in months)

1

2

3

4

5

6

Date: ----------------------- (Signature and Stamp of the contractor)

Page 21 of 25

FORM- XII

FINANCIAL BID FORM

“Financial bid for Tender of providing Caterer-cum-Caretaker-cum-Housekeeper Services and Helper Services for Transit Camp of United India Insurance Company Limited, Regional Office, Visakhapatnam.” Located at Flat No.1 and 2, Ground Floor (above Cellar), Prince Apartments (called and known as Beach Apartments), Opposite Century Club in-Gate, Maharanipeta, Visakhapatnam

( To be submitted in a separate sealed cover and marked as ``FINANCIAL BID’’ (It should be kept in a separate sealed cover- To be filled in BLUE INK)

Name of Firm/Agency: ……………………………………………………………………………………………………

I/We quote below charges to provide on contract basis Caterer-cum-Caretaker-cum-Housekeeper Services and Helper Services for Transit Camp as required by the United India Insurance Company Limited at the location mentioned as above- The Wages are as Specified by United India Insurance Company Limited as per the Company Norms and as such the rates quoted shall have no relevance to the wages payable per workman as per the recent order prevailing as on date of either office of the chief labour Commissioner(C), Ministry of Labour & Employment, Government of India, or as provided by the Statement of Minimum Wages prescribed by the A.P. Gazette notification updated as on 01.10.2019 and effective up to 31.03.2019. The following rates of Wages are subjected to Change only as required and as specified by United India Insurance Company Limited and no way subjected to the changes of rates in minimum Wages for labour by the Central and State Labour Ministries. But, the rates of EPF, ESI and GST shall be subjected to changes in their rates as declared by the relevant Governments time to time.

Sl. No

Manpower Type

Required No.

Category

Wages as fixed

and provide

d by UIIC

EPF (Amount and %

to be specified) Rs.

ESI (Amount and % to

be specified)

Rs.

Total (before Service Charges

and GST) Rs.

Service Charges

Rs.

Total (before

and GST) Rs.

Grand Total Rs

1

Transit Camp Caterer-cum-Caretaker-cum-Housekeeper

1 Skilled 18000

2 Helper to the Caretaker

1 Un-Skilled

10000

TOTAL

The rates quoted shall be inclusive of cost of uniform, training, other overheads, any other overheads

etc., and taxes whatsoever payable and given in service charges. Adherence to statutory requirements is sole responsibility of the company.

OTHER MANDATORY REQUIREMENTS:-

1) Proof of remittance of PF / ESI and GST will be produced every month while submitting the bill for the following month, failing which the payments will not be made.

2) Payment Register containing the signature of our representative will be produced at the time of disbursement

of wages amount. The Payment Register is to be produced for verification along with the Bills. In case of

disbursement of wages through e-payment/NEFT, a signed statement, acknowledged by the bank must be

produced for verification along with bills

This is to certify that I/We before signing this tender have read and fully understood all the terms and conditions contained herein and undertake myself ourselves to abide by them.

Date: Name: Designation: Address :

Signature of Tenderer with Seal

FORM - XIII

AFFIDAVIT (To be given on stamp paper of `100/-)

I / We, authorized representative of , being Indian

Company / Sole Trading Company / Partnership Firm, registered under bearing registration no. having office at do hereby solemnly affirm

and state as under:-

Whereas UNITED INDIA INSURANCE COMPANY LIMITED has floated a Caterer-cum-Caretaker-cum-Housekeeper Services and Helper Services for Transit Camp and in respect of the same, I / we being one of the Bidders, confirm that I / We strictly follow various laws as mentioned in PART –IV i.e., “INSTRUCTIONS TO THE BIDDERS” and PART VI i.e., GENERAL TERMS AND CONDITIONS OF TENDER AND CONTRACT and other pages of this tender.

I / We further state that I / we shall indemnify UNITED INDIA INSURANCE COMPANY LIMITED against all claims, which may be made upon the UNITED INDIA INSURANCE COMPANY LIMITED being employer and it shall be at liberty and is hereby empowered to deduct the amount of any damages, compensation costs, charges and expenses arising or occurring of any claim of damages, from any sum or sums due or to become due to us.

I / We state that UNITED INDIA INSURANCE COMPANY LIMITED has considered my / our bid on the basis of the statement made by me /us in this Affidavit. I / We further state that non-compliance of any provisions, being a statutory requirement, any misstatement made shall be sufficient reason for UNITED INDIA INSURANCE COMPANY LIMITED to terminate the contract, besides taking recourse to other legal remedies available in the contract.

Signed before me Notary

Signature of the Vendor

NAME / DESIGNATION AND SEAL OF THE FIRM / COMPANY

Date:

(Signature of vendor with seal)

SCHEDULE OF RATES and FOOD ITEMS TO BE PROVIDED TO TRANSIT CAMP GUEST as per UIIC specifications

S.

Menu Rate (Rs.) No.

1 Tea (Per cup of 150 ml) 9.00

2 Coffee / Milk (per cup of 150 ml) 10.00

3

Breakfast, any two of the following: i. Idly 4 Nos. With Chutney and Sambar (each 50 gms) ii. Dosa 2 Nos. With Chutney & Sambar (each 50 gms) iii. Pongal (200gms) with Chutney and Sambar (50 gms) iv. Uthappam 2 Nos (200gms) with Chutney and Sambar (50 gms) v. Aloo Paratha 2 Nos (200 gms) with Chutney and Sambar (50 gms) vi. Poori 4 nos. (150 gms) with Aloo Sabji 150 gms vii. Egg Omlet 1 No. & Modern Bread 2 slices with Amul butter, Tomato Ketchup Sachet viii. Hot / Cold milk (150 ml) with Corn flakes (50 gms) 45.00

4

Lunch / Dinner – Veg: i. Pulao/Jeera Rice/Plain rice 150gms ii. Chappathis 2 nos (50gms), Sambar, Rasam/Dhal, Sabji (each150 gms) iii. Seasonal Veg Curries 3 (each 100gms) iv. Curd (100gms) v. Pappad and seasonal cut fruit (100gms) or Banana 1 no. 65.00

5 Non-Veg Food: Above Veg Lunch / Dinner with Chicken/ Mutton/2 Nos. Egg curry (100gms) 115.00

Note: Above prices include all kind of material cost and taxes. Contractor will provide all kind of

packaged food items i.e. soft drink, cookies, chips, fruit juice, etc on printed rates only.

(Signature and Stamp of the contractor)

FOOD ITEMS TO BE PROVIDED TO TRANSIT CAMP GUEST at the

S.

Menu Rate (Rs.) No.

1 Black Tea (With / Without Lemon) 4.00

2 Sealed mineral water

On actual basis

3 Ice cream

4 Soft drink

5 Packaged fruit juice

6 Gulab Jamun- 2 pieces (100 gm)

7 Fruit Juice (250 ml)

8 Lassi (250 ml)

9 Veg Pakoda (100 gm)

10 Bread Pakoda (2 pieces) with green chutney or tomato sauce

11 Samosa (2 pieces) with green chutney or tomato sauce

12

And any other ideal and standard Food / Beverage as can be provided by the Service

Provider at his option. UIIC cannot be held responsible / guarantees minimum sale