GOVT. POLYTECHNIC, LOHARU (BHIWANI)

TENDER NOTICE

TENDER DOCUMENT FOR OUTSOURCING OF CLEANING OF PREMISES,

SECURITY SERVICES, HORTICULTURE , DATA ENTRY SERVICES IN THE

OFFICE OF PRINCIPAL, GOVERNMENT POLYTECHNIC, LOHARU FROM

SERVICE PROVIDER AGENCIES / FIRMS.

Cost of Tender Document- 1000/- (Non-refundable)

EMD (in shape of Demand Draft)- 2,00,000/- (Two lacs only)

Last date of submission of bid – 20-12-2018 (5:00 PM)

Tender document can be downloaded from www.gploharu.ac.in

1

GOVT. POLYTECHNIC, LOHARU (BHIWANI)

TENDER NOTICE TENDER DOCUMENT FOR OUTSOURCING OF CLEANING OF PREMISES,

SECURITY SERVICES, HORTICULTURE , DATA ENTRY SERVICES IN THE

OFFICE OF PRINCIPAL, GOVERNMENT POLYTECHNIC, LOHARU FROM

SERVICE PROVIDER AGENCIES / FIRMS.

1. Sealed tenders/bids in conformity with detail tender call notice are invited from the

service provider Agencies/ Firms having valid Registration Certificate, including registration

with the Regional Labour Commissioner, EPF Registration, ESI Registration,

Service Tax Registration, PAN Card, up to date VAT clearance certificate, GST NO.,

PSARA certificate and having similar line of business for more than 3 years towards Out

sourcing of Cleaning of premises, Horticulture services, Security services , Data Entry

Services in the Government / Semi- Government / Autonomous Departments/ Organizations.

The service providers should have local Offices at Loharu/Bhiwani to ensure satisfactory

fulfillment of contractual obligations.

2. The Service Provider Agencies / Firms having good track record, manpower capacity ,

annual turnover of Rs. Three Crore ( Rs. 3,0,000,000.00/- ) for the last three years and

having relevant experience are eligible to apply.

3. The tender document can be obtained from Office of Principal, Government Polytechnic,

Loharu. A fee of Rs. 1000/- (Rupees one thousand only), towards the cost of the tender

document, along with the Earnest Money Deposit (EMD) of Rs. 200000/- (Rupees Two

Lakh only) may be enclosed in the form of separate Demand Drafts drawn in favour of the

“Principal Government Polytechnic, Loharu” and submitted along with the Technical BID.

4. The tenders should be submitted in two sealed covers.

(A) The first sealed cover should be superscribed “Technical Bid‟ and should contain

I. Checklist of documents submitted(Annexure-I)

II. The Proforma at Annexure-II duly filled in.

2

III. Agency profile including previous experience of manpower supply to

Government / Semi Government / autonomous agencies.

IV. Acceptance of terms and conditions there under.

V. Demand Draft for Earnest Money Deposit.

VI. Demand Draft towards the cost of Tender document. VII. All other required documents.

(B) The second sealed envelope super scribed “Financial Bid” should contain only rates which

are to be quoted on monthly basis(Annexure-III).

(C) Both the sealed covers should be placed in the main sealed envelope super

scribed

“Tender for Outsourcing of Services‟.

This should be addressed to Principal, Government Polytechnic, Loharu and

sent by post or hand delivered latest by 5.00 P.M. of

20-12-2018 and Technical bids shall be opened on 21-12-

2018(10:00AM) and financial bid shall be opened on 21-12-2018 (2:00 PM)

in presence of the tenderers or their authorized representatives and

Technical Evaluation Committee of the Institute.

In the event of office, being closed on the last date of receipt or opening of

bid as specified, the bid will be received / opened on the next working day

at the same time and venue.

5. Tenders received after, the due date and time will be summarily rejected.

Incomplete and conditional tenders shall not be accepted.

6. The Technical Evaluation Committee of the Institute will assess the ability of the agencies

to render the requisite services based on its past record, profile and on such other

criteria as it may fix and only those found fit will be eligible for financial bid opening.

7. The bidders are required to submit EMD and cost of the document along-with the attested

copies of valid Registration Certificate, EPF Registration, ESI Registration, Pan-Card and

up- to date VAT/GST & Service Tax clearance along-with the bid documents, experience

certificate, turnover documents, failing which the tender shall be declared as non-responsive

and thus liable for rejection.

8. A license (PSARA) from the Office of ADGP, Law and Order Controlling authority,

Haryana to engage in the business for private security agency is compulsory.

3

9. Submission of more than one tender paper by a tenderer for a particular work will

render the bid liable for rejection.

10. The bidders may assess about the nature and quantum of work before quoting their rate. 11. The rates for different category of manpower that may be required for the proposed

services shall not be less than the rates of minimum wages prescribed by the Government

from time to time under contract Labour (R&A) Act-1970 and the Minimum Wages

Act 1948.

12. Bidders are required to quote their rates both in words and figures and put their signature;

they should also sign on any overwriting or any correction made in the tendered rate. The

rates filled in figure only and not in words shall be liable for rejection for which no paper

cost shall be returned to the tenderer(s).

13. The bidders while submitting tender shall furnish an affidavit along with the tender

about a c c e p t i n g o f a l l t e r m s a n d c o n d i t i o n s o f t e n d e r

d o c u m e n t s . Conditional tenders will not be accepted under any circumstances by the

authority. EMD deposit of unsuccessful bidders will be refunded within 90 days after

finalization of Tender without interest.

14. The Bank Draft/ Bankers Cheque produced in relation to this tender should be

drawn on any Scheduled Bank in favour of the “Principal Government Polytechnic,

Loharu”, payable in Loharu.

1 5 . The authority reserves the right to reject any or all the tenders without assigning any

reason thereof.

16. RIGHT TO ACCEPTANCE OR REJECTION OF TENDERS:

A. The tender is liable to be rejected inter-alia:

a) If it is not in conformity with the instructions mentioned in the tender paper.

b) If it is not properly signed by the bidder.

c) If it is received by telex or telegram.

d) If it is received after the expiry of the due date and time. e) If it is not enclosed with the

cost of the Tender Document.

4

f) If it is not accompanied by the requisite EMD and proper documents. B. This office reserves the right to:

a) Accept / Reject any of the tender in full or part thereof.

b) Revise the requirement at the time of placing the order.

c) Add, modify, relax or waive any of the conditions stipulated in the

tender specification wherever deemed necessary.

d) Reject any or all the tenders in part or full without assigning any reason

thereof. e) Award contracts to one or more bidders for the items covered by the

tender.

17. SCOPE OF WORK: A. Cleaning of premises:

1. Sweeping and cleaning of floors, passages, corridors and staircase, walls. (twice Daily)

2. Cleaning/dusting of tables, chairs, other furniture, telephones. (Daily)

3. Cleaning of gents and ladies toilets, wash basins & mirrors (Thrice daily),

4. Cleaning of notice board, nameplates, fax machines / photocopiers (Daily),

5. Vacuum cleaning of equipments in the server/UPS room (Alternate days),

6. Cleaning of fans, bulbs, tube lights, other electrical fittings, windows, doors,

glass panes, partitions of cabins etc. (Twice a week),

7. Disposal of garbage containers (Twice daily),

8. Cleaning of towels provided to officials rooms/chambers (Weekly),

9. Cleaning of computers / printers and their peripherals. (Bi-Monthly) in labs & offices.

10. Cleaning of ceilings to remove cobwebs (Bi-monthly).

11. Moving of articles like tables, chairs, almirahs, display boards, etc. as and when such

shifting is necessary.

12. Keeping the drains around the building clean and clear from choking.

13. Cleaning and maintenance staff should be present from 8 A.M. to 4 P.M.

5

14. Maintain cleanliness around the building.

15. Any other related works as and when required and as directed by the Care Taker

/ Officer Incharge from time to time.

16. Proper uniform must be provided to all the personnel deployed by the contractor.

17. The Agency/Contractor shall have sufficient arrangement for cleanliness in consultation

with this office so as to complete the cleaning work within specified time.

18. The Agency/Contractor shall ensure cleanliness at all time and at all the places.

19. The quantum of requirement of such material may be more explicit. It should be

ensured that all cleaning material is supplied regularly as per the requirement. All

consumable, detergents, chemicals, like (Naphthalene ball, Room freshener,

mosquito/insect repellent, liquid soap, Colin, phenyl) equipments, machineries etc. shall

be arranged by the bidder.

20. Cleaning should be completed in office premises (except common places) prior to

opening of office hours i.e. 9.00 AM so that work in office does not get interrupted in

the middle for cleaning purpose.

21. The Agency/Contractor shall arrange to carry out sanitation, keeping the following

points in mind:-

a) The cleared area should become totally dust free and spotless giving a

sparking look.

b) No bad odour should emanate from any part of the area.

c) The cleaning should not spoil the natural shine and look of the furniture

and other material.

d) The furniture etc. should be arranged in the same order as before cleaning.

e) The cleaning activities should not cause any disturbance to the activities to the

offices.

f) The garbage should be neatly picked up and disposed off to a place away

from the building at his own cost.

22. Cleaning of overhead water tanks quarterly and cleaning the rain water drains and

chambers at regular interval.

6

Area covered under the building Government Polytechnic, Loharu:

(Total Land available with the institution 32.49 acre)

A.

i. Administrative block/teaching block, corridor, workshop block and gallery- Total Build Up Area (In Sq. mt.) : 2550.21 sq.mt

ii. Hostel-1 : 8054.05 sq.mt

iii. Hostel-11 : 3847.02 sq.mt

B. Open Area:

i. Play ground : 23064 sqmt.

ii. G r o u n d n e a r h o s t e l - 1 : 1200 sqmt.

iii. G r o u n d n e a r s t a f f r e s i d e n c e - 1 : 5 0 4 0 sqmt.

iv. Roads – 9071.08 sqmt.

v. Basket ball ground :690 sq.mt

i. Note-. There are four (04 Nos) of Sweeper has already been engaged as per the orders of

Hon’ble Court on DC rate. They are performing their duties at Hostel-I, Hostel-II and all

open area of the Institute including roads. So cleaning services are required only

for Administrative block/teaching block, corridor, workshop block and gallery

B. Horticulture

Forest area - 36461 sqmt. Horticulture :- Scope of Work

i. Maintenance of lawn having different type of grass including watering, de-weeding, edge

cutting, mowing and top dressing with good earth, manure, ffiac, spraying of insecticide

& pesticide, repair of patch by preparation of soil by digging, levelling and planting of

new grass of the same variety and cleaning of area daily including removal and disposal of

all types of cuttings with all labour, tools and tackles, complete as per direction of Incharge

(price shall include supply of manure, fertilizers, good earth, gypsum, insecticide and

pesticide).

ii. Regular maintenance of In-door Potted Plants like foliage, exotic, seasonal plants etc

including all manure, fertilizers, insecticides, pesticides, seeds, saplings, watering,

weeding out all undesirable growth, forking for survival and healthy growth of plants,

cutting, pruning etc complete with all tools and tackles, labour, transportation etc as per

direction of Incharge. 7

iii. Regular maintenance of Out-door Potted Plants like foliage, exotic, seasonal plants etc

including all manure, fertilizers, insecticides, pesticides, seeds, saplings, watering, out

allundesirable growth, forking for survival and healthy growth of plants, cutting, pruning

etc complete with all tools and tackles, labour, transportation etc as per direction of Incharge.

iv. Development and maintenance of seasonal flower bed (winter and summer) including

preparation of soil by digging minimum 10 inch deep, removal of vegetation and unwanted

growth, brick bats etc including breaking of clods, mixing manure, fertilizers, gypsum,

levelling, dressing to the required level, removal of existing soil wherever required and

filling it back with good loam soil mixed with FYM/ gypsum etc, planting of hedge, seeding

& sapling of flowers of different varieties, watering, hoeing, spraying of insecticides,

pesticides, fungicides, sticking of flowering plants, trimming, disbudding, disbranching, with

all labour, tools and tackles as per direction of Incharge (price shall be inclusive of supply

of flower saplings & seeding, stick material, manure, fertilizers, good earth, insecticides,

pesticides, fungicides etc).

Note- Horticulture services are required for whole campus excluding hostel-1, Hostel-2

and park in front of faculty residences. There is one (01) Mali working on regular basis

and two (02) nos. of Mali cum Beldar has already been engaged as per the orders of

Hon’ble Court on DC rate. They are performing duty at Hostel-I, Hostel-II and park

area in front of Faculty residence.

C. Security Services

Security services are required in whole campus except gate no. 2 . 1. Security:-

i. Security personnel should be of minimum 21 years of age.

ii. The Service Provider shall ensure that the security personnel deployed are active

healthy.

iii. The deployed personnel shall have minimum qualification of Matriculation so as be able to

read & write, if required.

iii. The Service Provider will get the antecedents, character and conduct of individual security

personnel verified by respective local police authority and shall produce the same at the

time of signing the agreement.

8

v. The security personnel must be well trained in all facets of security work including

firefighting. Necessary documents in this regard are to be submitted at the time of

deployment.

vi. To provide the security cover of the entire institute campus.

vii. The Contractor shall be responsible for all security measures and arrangements

to safeguard the movable and immovable property and also providing following

specialize services.

(a) Controlling crowds and maintaining queues at places as directed by the authorized officer.

(b) Protection of Staff.

(c) Protection of equipment, fixture and other vehicle, moveable and immovable

property of the Institute.

(d) Prevention of unauthorized entry of vehicle & people and to regulate the traffic

within the institute premises and ensure that no vehicles are parked except at the

parking place.

(e) Prevention of unauthorized entry of personnel including all types of outside vendors

in the premises of the institute / Colony.

Viii. The security personnel shall be deployed round the clock. Xi. The service provider shall ensure proper inward and outward movement of persons,

materials and vehicles, etc as per instructions issued from time to time by the authority

concerned.

X. To carry out surveillance of the allocated area. Xi. Any other services on need basis as and when informed by the authority concerned.

Xii. The security personnel deployed shall take regular rounds of the premises and should be

vigilant and remain alert to avoid any unforeseen event.

Xiii. Security personnel shall have far sight vision 6/6, free from colour blindness/ night

blindness.

Xiv. Security personnel shall be free from any hearing defect. Xv. A candidate must be free from any contagious of infectious disease. He must not be

suffering from any disease which is likely be aggravated by service or is likely to render him

unfit for service if endanger the health of the public.

NOTE- Security services are not required at Gate -2. There are three (03 Nos) of Security guards have already been engaged as per the orders of Hon’ble Court on DC rate and they are performing their duties at Gate No. 2.

9

D) Data Entry Operation Services

1. The Data will be accurately entered in the Computer System in various modules in the

prescribed format from the Documents given.

2. The expertise and experience in Word, Excel, Power Point and Internet will be

required. Knowledge of the office Automation Products is essential.

3. The order of the Documents entered shall be maintained and returned to the

concerned duly signed on that document with proper remark of entered and verified.

4. Knowledge of Computer Operating systems of Windows 7 and other windows

environments is essential.

The data entry operation services are required in the various Branches/ offices of the institute

like Exam Branch, RTI Office, PMS Office, TPO Office, Library , Admission branch, All

Department office etc.

1. Exam branch – Presently the institute in having intake 300 in 5 discipline of three years

diploma course and institute has been designated as nodal center by HSBTE for exam

work. There for a full flagged exam office is functioning in the institute. So, in exam

branch the exam works like preparation of DMC, Diploma, uploading of data,

Downloading, sending and receiving of mails, uploading PCA forms, preparation of result

sheet etc. exits. So, such type of services is required in exam branch for above said

strength of students.

2. RTI/PMS work -In RTI cell Data entry operation services are required for making

correspondence with different offices of the institute for collecting the reply of different

RTI’s received in RTI office. PMS work has to be done time to time.

3. TPO—In T.P.O. cell Data entry operation services are required for making

communications with different campiness for the placement of students in the form of

mails etc.

4. Department offices – Data entry operation services are required in each department for

making correspondence (1-2 letters daily) with different offices and departments.

5. Admission – In admission branch Data entry operation service are required for preparation

of data base of students and updating the same etc for in the intake of 300 in 5 discipline

of three years diploma course.

10

18. EARNEST MONEY DEPOSIT: The bidders shall enclose with the Tender EMD

amounting to Rs. 200000/- (Rupees Two Lakh only) in the form of Bank draft drawn on

any Nationalized/Schedule Bank in favour of the “Principal Government Polytechnic,

Loharu”, payable in Loharu.

19. PERIOD OF CONTRACT: The initial period of contract would be one year, which

is extendable on satisfactory performance with such amendments as may be mutually

agreed to and also subject to the necessary approval of the competent authority.

GENERAL CONDITIONS OF CONTRACT

1. The manpower will have to be supplied by the agency within 15 days of award of

contract.

2. All services shall be performed by persons qualified and skilled in performing such

services.

3. The persons supplied by the Agency should not have any Police records/criminal cases

against them. The Agency should make adequate enquiries about the character and

antecedents of the persons whom they are recommending. The character and antecedents

of persons will be verified by the Service Provider before their deployment

through local police, collecting proofs of residence, driving license, bank account

details, previous work experience and recent photograph and a certification to

this effect submitted to this office. The service provider will also ensure that the

personnel deployed are medically fit and will keep in record a certificate of their

medical fitness. The Service Provider shall withdraw such employees who are not found

suitable by the office for any reasons immediately on receipt of such a request.

4. The service provider shall engage necessary persons as required by this office from

time to time. The Deployment of personnel is to be on monthly basis. Thus

deployment/arrangement of the personnel should be in such a manner that there shall

be no violations of any leave Rules and weekly off days. The tenderer will have to bear

cost of providing personnel for this work load/ duty hours or weekly off. The said

persons engaged by the service provider shall be the employee of the service provider and

it shall be the duty of the service provider to pay their salary every month.

11

5. There is no Master and Servant relationship between the employees of the service provider

and this office and further that the said person of the service provider shall not claim any

absorption in this office or the Government.

6. The service provider‟s person shall not claim any

benefit/compensation/absorption/regularization of services from/in this office under the

provision of Industrial Disputes Act.,1947 or Contract Labor (Regulation &

Abolition) Act,1970. Undertaking from the persons to this effect shall be submitted by the

service provider to this office.

7. The service provider‟s personnel shall not divulge or disclose to any person, any details of

office, operational process, technical know-how, security arrangements and administrative/

organizational matters as all are of confidential/secret nature.

8. The service provider‟s personnel should be polite, cordial, positive and efficient, while

handling the assigned work. The service provider shall be responsible for any act of

indiscipline on the part of persons deployed by him. The agency shall be bound to prohibit

and prevent any of their employees from being intoxicated while on duty, trespassing or

acting in any detrimental or prejudicial to the interest of this office. The decision of the

officer In charge upon any matter arising under the clause shall be final and binding on the

agency.

9. That the persons engaged shall not be below the age of 18 years and they shall not interfere

with the duties of the employees of this office.

10. The functional control over the personnel deployed by the Agency will rest with this

office and the disciplinary administrative / Technical control will be with the Agency.

11. This office may require the service provider to dismiss or remove from the site of work,

any person or persons, employed by the service provider, who may be incompetent or for his/

her/their misconduct and the service provider shall forthwith comply with such

requirements. The Service provider shall replace immediately any of its personnel, if they are

unacceptable to this office because of security risk, incompetence, conflict of interest

and breach of confidentiality or improper conduct upon receiving written notice from office.

12. The service provider has to provide Photo Identity Cards to the persons employed by

him/her for carrying out the work. These cards are to be constantly displayed & their loss

reported immediately.

13. The transportation, food, medical and other statutory requirements in respect of each

personnel of the service provider shall be the responsibility of the service provider.

12

14. That the agency will be wholly and exclusively responsible for payment of wages to the

persons engaged by it in compliance of all the statutory obligations under all related

legislations as applicable to it from time to time including Minimum Wages Act, Employees

Provident Fund, ESI Act, Maternity Benefit Act, Contract Labour (Regulation &

Abolition) Act etc. and this office shallnot incur any liability for any expenditure whatsoever

on the persons employed by the agency on account of any obligation. The agency will

require providing particulars of EPF, ESI of its employees engaged in this office. The

Agency will comply all statutory provisions of law, rules and regulations of Act and

keep this office informed about any amendment in the law from time to time.

15. The service provider will submit the bill in triplicate to the Office of Principal

Government Polytechnic, Loharu in respect of a particular month in the first week of the

next month. The payment will be released by the third week of the following month

after subject to certificate given by the Officer In-Charge and production of documentary

evidence towards P.F./ESI/Service tax of its staff for the previous month. Tax if any shall be

deducted at source as per the relevant Act.

16. Payments to the service provider would be strictly on certification by the officer with whom he

is attached that his services were satisfactory and attendance as per the bill preferred by the

service provider.

17. No wage/remuneration will be paid to the agency for the deployed persons for the days of

absence from duty. 18. The service provider will provide the required personnel for a shorter period also, in case of

any exigencies as per the requirement of this office.

19. The service provider shall provide a substitute well in advance if there is any probability of

the person leaving the job due to his/her own personal reasons. The payment in respect of the

overlapping period of the substitute shall be the responsibility of the service provider.

20. The service provider shall be contactable at all times and messages sent by phone /e-mail/ fax / special

messenger from this office shall be acknowledged immediately on receipt on the same day. The Service

Provider shall strictly observe the instructions issued by the Department in fulfillment of the contract from time

to time.

21. This office shall not be liable for any loss, damage, theft, burglary or robbery of any

personal belongings, equipment or vehicles of the personnel of the service provider. 22. That the Service Provider on its part and through its own resources shall ensure that the

goods, materials and equipments etc. are not damaged in the process of carrying out the services

undertaken by it and shall be responsible for acts of commission and omission on the part of its

staff and its employees etc. If this office suffers any loss or damage on account of negligence,

13

default or theft on the part of the employees/agents of the agency, then the agency shall be

liable to reimburse to this office for the same. The agency shall keep this office fully indemnified

against any such loss or damage. Any accident/ casualty occurred during the course of

working to any staff engaged by the Agency, the responsibility will remain with the

Agency. For any accident or casualty occurred during the course of working to any staff

deployed by the Agency, the liability that will arise out of the

accident will be borne by the Agency. The responsibility will remain with Agency and this

office will no way be responsible for it or any other clause mentioned above.

23. The agency will maintain an attendance register in respect of the staff deployed by the

agency on the basis of which wages/remuneration will be decided in respect of the staff at the

approved rates and Attendance register may be checked by this Institute any time.

24. The successful bidder shall furnish a security deposit of Rs. 5.00 Lacs (Five lacs only) in the

form of an account payee demand draft drawn in favour of the “Principal Government

Polytechnic, Loharu” payable in Loharu or Fixed Deposit Receipt from a nationalized /

commercial bank or Bank Guarantee from a nationalized / commercial bank in an acceptable

form safeguarding the interest of this office in all respects. The security amount has to be

deposited within one week of signing of contract and in case the security is not deposited within

time, the contract shall be automatically cancelled. The security deposit shall remain valid for a

period of sixty days beyond the date of completion of all contractual obligations of the

service provider. The security deposit will be forfeited in case the supply of manpower

is delayed beyond the period stipulated by this office or non-compliance of the terms of

agreement by the service provider or frequent absence from duty/misconduct on the part of

manpower supplied by the Agency.

25. The successful bidder will enter into an agreement with the Department as per format

given at Annexure „A‟ of the Outsourcing Policy of the State, containing all the terms and

conditions on non-judicial stamp paper of Rs. 100/-. The above stamp paper will be

arranged by the bidder for execution of agreement. The rates quoted by the agency shall be

fixed for whole contract period and no request for any change/modification shall be entertained

. Any statutory increase in DC rates/wages/DA etc. is to be absorbed by the service

provider. The contract/ agreement is extendable by one more year subject to

satisfactory performance of the agency and such amendments as mutually agreed to.

26. The service provider shall not assign, transfer, pledge or sub contract the

14

performance of services without the prior written consent of this office.

27. The agreement can be terminated by either party by giving one month’s notice in

advance. If the agency fails to give one month’s notice in writing for termination of the

Agreement then one month’s wages etc and any amount due to the Service Provider

from the office shall be forfeited.

28. That on the expiry of the agreement as mentioned above, the agency will withdraw all

its personnel and clear their accounts by paying them all their legal dues. In case of any

dispute on account of the termination of employment or non-employment by the

personnel of the agency, it shall be the entire responsibility of the agency to pay and settle the

same.

29. In the event, if any dispute arises touching any of the clauses of the agreement, the

matter will be referred to the Principal Secretary, Technical Education, Haryana, whose

decision shall be binding on both the parties.

30. The bidders shall have to obtain the required license from the licensing authority of

respective Department/Circle/Division/Other units before deployment of personnel in this

office.

31. That if any amount is found payable by the bidders towards, wages, allowances and

statutory dues in respect of personnel or any loss to this office property, the same shall be

adjusted from the security deposit of the extent of the amount so determined reserving

right to recover the deficit amount through other modes of recovery including the right to

terminate the agreement without notice.

32. This office reserves the right to reject any or all the tenders without assigning any

reason whatsoever and the decision of the Department shall be final and binding on all the

bidders.

33. Other terms and conditions as per Outsourcing Policy of the State as amended from

time to time shall be applicable.

34. If the contractor is not providing services up to mark i.e. not providing adequate qualified and

trend men power/material/Machine , this office have the right to cancel the agreement

35 The institute not shall not be responsible for the payment of any claim what so ever made by

the workmen engaged by the contractor. The contractor will ensure all the safety precautions

required for a job and ensure that his workmen are adequately insured to cater for any miss

happening. The institute shall not be liable for discharging any financial, judicial and/

15

or administrative commitments made by the contractor to any entity whatso ever. The contractor

shall be solely responsible for fulfilling its obligations towards its staff under various laws as

applicable and amended from time to time.

36. IMPLIMENTATION OF HARYANA GOVT INSTRUCTIONS- Haryana

Govt. instructions issued from time to time shall have to be followed in all matters

and such order/instructions/guidelines will be binding upon the Contracting firm

and such instructions are considered as deemed amendment in the agreement.

37. MISCELLANEOUS:

a. Tenderer(s) are expected to visit the site (buildings, roads, Complex etc.)

before submission of the tender.

b. The financial bid will be opened only of those tenderers who will qualify

the pre- qualification requirements as laid down by the Institute in

Technical Bid.

c. In case any family member of the Contractor is serving in the Institute

then the Contractor must record a certificate to that effect on the offer

failing which the quotation/ tender shall be rejected out-rightly.

d. Whenever there is a duplication of clause either in the terms and

conditions or in the agreement, the clause, which is beneficial to the

Govt. Polytechnic Loharu will be considered.

e. No enhancement will be given to the contractor above the awarded

rates during the contract period, in any case.

f. The Contractor should be ready to start the work within a notice of 15

days.

g. The person deployed should be more than 18 years of age with sound

health to the satisfaction of the competent authority and should have the

requisite qualification as prescribed by Haryana Govt. from time to time

and proof of the same must be submitted along with the list of the

employees at the time of starting of work.

h. The contractor can not engage any sub-Contractor or transfer the

contract to any other person.

i. The Contractor shall maintain an attendance register of the employees

appointed by him together with names/ address & telephone numbers of

the employee.

16

j. The terms and conditions contained herein shall form part of and shall be

taken as if they were included in contract agreement to be entered into

by the Contractor.

k. The contract shall remain valid for the period of one year.

l. The Contractor will not allow or permit his /their employees to

participate in any trade union activities or agitation in the premises of

the institute, violation of which may result in the termination of the

contract immediately.

m. The Principal reserve the right of removal of any person(s) considered by

him to be incompetent or disorderly from the institute premises.

n. In normal conditions, worker will not be deployed for double duty.

However, in case of emergency/urgency, a worker may be allowed for not

more than two continuous duties with proper written information to the

institute authorities.

o. In case of any mis-happening such as accident/incident, it is mandatory

for the Contractor to take-up the follow-up with the Legal/Police at its

own level to the logical end.

p. The tenderer should have a permanent place of business at

Loharu/Bhiwani and the complete Postal Address, Telephone / Mobile

/ Fax / E-mail address, etc. should be provided, while submitting the

complete tender form.

q. The contractor shall maintain all statutory records in respect of work

force deployed by him as required under the provision of law.

s. The Contractor shall not close/wind up its Branch office without

written consent of the Principal Govt. Polytechnic Loharu before the

successful completion of the work.

t. The contractor cannot change the constitution of the firm/ Company

v

.

The contractor cannot add/ remove partners in the firm during the period

of work period.

38. The Bidder should have valid trade license/PAN/TAN/ other statutory documents as applicable

and shall produce attested copy of such certificate on demand. If any document/ information given by

the bidder is found forged/false/fabricated at any stage than it would lead to termination of the contract

as well as initiation of criminal proceeding under appropriate law and earnest money will be forfeited

17

39. The dispute if any shall be subject to the jurisdiction of courts at Loharu. Any other jurisdiction

mentioned in the quotation/ tender or invoices or any other document shall have no legal sanctity

Other conditions

1. EPF and ESI contribution to be paid for personnel employed by tenderer shall be

responsibility of tenderer.

2. For every 6(six) days of duty of personnel one day off with payment will be given.

The tenderer will have to bear cost of providing personnel for this weekly off. The total

monthly rates quoted shall inclusive off all these, including profits, overheads, bonus, gratuity

etc and taxes whatsoever payable

3. The tender of the service provider offering services at zero margins is liable to be

rejected.

4. The provident fund is to be deducted a s p e r t h e G o v t . r u l e s . Therefore, if any

Service Provider is submitting a tender for less than amounts besides his service

charges and regarding Service T ax, ( as per notification no.25/2012-Service Tax dated:

20/06/2012 (Sr. No.-9) of ministry of Finance “Service Provider to or by an educational

instruction is exempted from Service Tax by way of (a) axillary education service (b) renting of

immovable property” in addition to it as per notification no. (Circular) 172/07/2013-ST dated

19.9.2013 clarifies that “All Services related to education are exempted from service tax”) and

TDS @ 2%, then the tender is liable to be rejected. The instructions issued by the State

Government time to time will be applicable.

5. Procedure for making payment of EPS / ESI / Wages / Service Tax / Premium etc. has to be

strictly followed as per latest instructions of the State Government, Haryana.

6. TDS towards income tax and any other statutory taxes/cesses/levies as per rules on the rates

prevalent at the time shall be deducted at source.

18

DECLARATION AND UNDERTAKING

I/We (Name)____________do hereby solemnly affirm and declare and undertake that :

1 I/we have studied the terms and conditions of the tender documents i.e. scope of work, name of

areas/blocks, guidelines of submission of tender etc. and have filled up the tender under my/our full

understanding. Nothing has been left without studying and we have visited the Institute campus and

got apprised of the topography of all the buildings and I/we have filled up the rates accordingly. All

the terms & conditions of the tender form are acceptable to me/us.

2 The facts stated by me/us in the Technical Bid and Financial Bid are correct and true to the best of

my/our knowledge and belief and nothing has been concealed therein. In case of any concealment or

misrepresentation detected at any stage, I/we shall be liable to legal action, termination of the

contract, forfeiture of all dues including Earnest Money and blacklisting of my/our firm and all

partners of the firm etc.

3 I/Our partners do not have any relative/ family member working in Govt. Polytechnic, Loharu

4 All documents/credentials submitted along with this tender are genuine, authentic, true and valid.

5 The Price-Bid submitted by me/us is “WITHOUT ANY CONDITION".

6 I/We have never been banned/de-listed by any Government or Quasi Government agencies or PSUs.

7 The earnest money of Rs. 2,00,000/- (Rs. Two lakh only) has been deposited.

8 I/We will neither change the constitution of the firm nor the partners during the period of contract

and for any change, if any, I/we will intimate the Institute of such change and take written consent

from competent authority.

9 I agreed to all terms & conditions of the tender document.

(Signature of the Tenderer with Seal)

19

CHECKLIST OF DOCUMENTS SUBMITTED (ANNEXURE-I)

Sr.No Documents to be submitted Submitted (Page No.)

Not submitted

Remarks

1 Copy of Registration of firms

2 Copy of Registration certificate of EPF

3 Copy of Registration Certificate of ESI

4 Copy of Labour license

5 Copy of Income Tax Return for last 3

years

6 Copy of Service Tax/GST Registration

7 Copy of PAN/TAN Card

8 List of clients indicating quantum of work executed with them

9 Proof of experience

10 Details of EMD deposited

11 Details of Cost of bidding document

12 Copy of VAT clearance Certificate.

13 Copy of PSARA certificate

14 Rate quoted complies with the Minimum

Wages Act of Govt. of India(Central

Govt)

15 Copy of balance sheet of the firm duly

attested by charted accountant indicating

a turnover of 3 crore annually

16 Affidavit (DECLARATION AND

UNDERTAKING)

17 Any other information

Signature of Bidder

Seal with Full Name of Bidder with

address & Date

20

PROFORMA FOR TECHNICAL BID

ANNEXURE- II

S.N. Particulars To be filled in by the tenderer

1 Name of the Agency

2 Details of EMD

(i)Amount

(ii)Draft No.

(iii) Date

(iv)Issuing Bank

3 Date of establishment of the agency

4 Detailed office address of the Agency with Office Telephone Number, Fax Number and Mobile Number and

name of the contact person

5 Whether registered with and holding license from all concerned Government Authorities

including registration under Contract Labour

(Regulation & Abolition) act 1970. (Copies of all

certificates of registration to be enclosed.)

6 PAN/TAN/TIN Number( copy to be enclosed)

7

7

GST No.( copy to be enclosed)

8 Service Tax Registration Number

(copy to be enclosed)

9 EPF Registration Number (copy to be enclosed)

10 ESI Registration Number (copy to be enclosed)

21

22

11 Whether the firm is blacklisted by any Government Department or any criminal case is

registered against the firm or its owner/partners

anywhere in India.

(If no, a certificate is to attached in this regard.)

12

Length of experience in the field

13 Experience in dealing with Govt. Departments/ Semi

Govt.

(Indicate the names of the Departments and

years of dealing with those Departments and

attach copies of contracts orders placed on the

agency.)

14 Whether a copy of the terms and conditions,

(Annexure-I), duly signed, in taken of acceptance of

the same, is attached.

15 Whether agency profile is attached?

16 Copy of PSARA certificate

17 List of other clients

18 Copy of balance sheet of the firm duly attested by charted accountant indicating a turnover of 3 crore annually

19 Copy of registration of the firm

20 Copy of valid license issued by regional labour commissioner Haryana

ANNEXURE - III

FINANCIAL BID

Name of the Firm/Bidder___________________________________________

Address__________________________________________________________

Contact no._______________________________________________________

E Mail__________________________________________________________

Rates offered are as under:

Particulars of

outsourcing activity

MAN POWER / MATERIAL/ MACHINE

Rate (per month) including

all taxes, EPF, ESI etc.

(Write in figures and words)

1. Cleaning services

Man Power+ Material +

Machine

2. Horticulture services

Man Power+ Material+

Machine

3. Security services

Man Power +Material

4. Data Entry Operation

services

Services

Man Power

TOTAL

Note- Rate(s) shall be compared on TOTAL amount offered by bidder.

The above rates are inclusive of any tax if payable to Govt. & firm will not claim

any charge/tax except above quoted rates.

Certified that the above quoted rate complies with minimum wages prescribed

by Govt. from time to time under contract labour act 1970 and minimum wages

act 1948 for different category of men power and all the statutory provisions &

rules as applicable. The above rate is inclusive of any tax if payable to

Government.

Signature of Bidder with Office seal

23