Hk Tender Form

ADMINISTRATION

TECHNICAL & COMMERCIAL BID

(SEALED COVER – 1)

(Serial No. ------)

Sold to : M/s.

Receipt No : D.D. No._______________, Date _________

Bank :___________________________________________

PROVIDING HOUSEKEEPING SERVICES IN MANAGE CAMPUS,

RAJENDRANAGAR, HYDERABAD – 30

ISSUED BY

NATIONAL INSTITUTE OF AGRICULTURAL EXTENSION MANAGEMENT

(An Organization of Ministry of Agriculture, Govt. of India)

Rajendranagar, Hyderabad – 500 030.

(Tel: 040-24016702 Ext.235, 040 – 24016690 (Dir), Fax :040-24015388)

TABLE OF CONTENTS

TECHNICAL & COMMERCIAL BID (SEALED COVER – 1)

(To be accompanied by Cost of Tender Document and EMD)

S.NO DESCRIPTION SECTION NO.

FROM TO

1. Preamble of tender 02 02

2. Invitation for Bids 03 07

3. Technical Evaluation 08 08

4. Instructions to bidders 09 22

5. General Conditions of Contract 23 28

6. Special Conditions of Contract 29 36

7. Technical Specifications 37 38

8. Forms & Proforma of checklists for services and Hygiene audit

39 49

9. Check list for enclosures 50 50

2

DIRECTOR (ADMN) SIGNATURE OF THE TENDERER

WITH ADDRESS AND DATE

PREAMBLE OF TENDER

The National Institute of Agricultural Extension Management (MANAGE) is an

Autonomous Institute under the Ministry of Agriculture, Government of India,

established in 1987. The institute is involved in education, training, research,

consultancy, documentation & dissemination and in implementing Government

Schemes.

The Institute has a campus area of around 38 Acres and with an

infrastructure around 17,840 Sqm. of built up area. In order to maintain the campus

Infrastructure viz. Office buildings, Hostel Buildings, Service areas, Roads etc. as per

standard practices and to cater to the needs of National and International

Executives, MANAGE invites SEALED BIDS in TWO COVER SYSTEM for the

Housekeeping services from Government-Registered or Licensed Agencies / Firms /

Organizations dealing in Housekeeping services with proven track record. The

contract period will be initially for a period of ONE YEAR.

The eligible bidders / agencies, interested to participate, may go

around the campus for getting clear details of the requirement of services

and more importantly study all the Heads and Sub-heads of Technical and

Commercial bid, including Price bid of the tender documents, before

offering their prices (The pre-bid meeting is programmed on 20-06-2013

from 14:00 hrs to 17:00 hrs).

3



NATIONAL INSTITUTE OF AGRICULTURAL EXTENSION MANAGEMENT

(MANAGE) (An Organization of Ministry of Agriculture, Govt. of India)

Rajendranagar, Hyderabad – 500 030.

PROVIDING HOUSEKEEPING SERVICES IN

MANAGE CAMPUS, RAJENDRANAGAR, HYDERABAD – 30

BID REFERENCE : MNG-05/ADMN/2013-14

LAST DATE & TIME FOR : UPTO 15:00 Hrs

RECEIPT OF BIDS 27-06-2013

PRE-BID MEETING : 20-06-2013

From 14:00 Hrs to 17:00 Hrs

OPENING OF BIDS (T & C Bid) : 15:30 Hrs

27-06-2013

PLACE OF OPENING OF BIDS : OFFICE OF THE

DIRECTOR (ADMN)

National Institute of Agricultural Extension Management (MANAGE),

Rajendranagar, Hyderabad – 30.

ADDRESS FOR COMMUNICATION : DIRECTOR (ADMN)

National Institute of Agricultural

Extension Management (MANAGE), Rajendranagar, Hyderabad – 30.

4



POINTS BIDDERS SHOULD BEAR IN MIND

1. Tenders / Bids are invited in accordance with competitive bidding procedures

in TWO BID system.

2. Bids containing deviations from bidding document’s terms and other

requirements may be rejected.

3. Bids not accompanied by Cost of Tender Document and EMD / BID SECURITY (Agencies participating in the bid after downloading the document

from MANAGE web site) shall be summarily rejected.

4. Bidders should furnish their complete address for the purpose of further correspondence pertaining to the bidding process.

5. Corrections in the bid document should be noted over and initialled

at the places of corrections.

6. Specifications, conditions, schedule of bidding document constitute an integral

part of the bid.

7. The bid, along with enclosures, Commercial and Technical literature, should be in English only.

8. All equipment, system and components should be designed to perform under tropical conditions, as per the specifications in this bidding document.

9. Bid will be kept valid for acceptance for a period of “90” days from the day of opening of “FINANCIAL BIDS”.

10. The bidding document shall be governed and interpreted according to the

laws of the Union of India.

11. DIRECTOR GENERAL, MANAGE, reserves the right to accept or reject

and extend validity of bids without any explanation to bidders.

12. The employer means MANAGE, National Institute of Agricultural

Extension Management, Rajendranagar, Hyderabad-30 represented

by Director (Admn.) for and on behalf of DIRECTOR GENERAL, MANAGE.

5



SCHEDULE OF IMPORTANT INFORMATION

1. Schedule of Quantities : Attached – PRICE BID (Sealed cover – 2)

2. Consumables, Tools and Implements : To be arranged by the agency only.

3. Reference to General Conditions of Contract

Name of Services : Providing Housekeeping Services in

MANAGE Campus, Rajendranagar, Hyderabad – 500 030

Estimated value of services : Rs.57.72 Lakhs (Approximate value)

Earnest Money Deposit (EMD) : Rs.1,15,000/- (in the form of Demand Draft)

Security Deposit : Rs.2,90,000/- (Rupees two lakh ninety thousand only) (To be deposited by the

successful bidder at the time of acceptance of contract – In the form of DD/Bank guaranty for a period of One (1) year, from the date of

acceptance / commencement of the services) The EMD of the successful bidder will

become part of Security Deposit.

Officer Inviting Tender : DIRECTOR (Admn.), MANAGE.

4. DEFINITIONS:

a. Officer-in-charge : HOSTEL WARDEN / HOSTEL MANAGER

b. Accepting Authority : DIRECTOR GENERAL, MANAGE

c. Department : MANAGE, Rajendranagar, Hyderabad.

d. Contract Form : MANAGE Contract Form

5. Period of Services : 12 months / 1 year.

6. Authority to give approval for Extending the

Services on satisfactory performance on the same Terms and Conditions for ONE

or TWO years as decided by the Employer. (Clause – 44, Special Conditions of Contract, page – 36)

:

DIRECTOR GENERAL, MANAGE.

6



NOTICE INVITING TENDER

1. Sealed Tenders/Bids, in two cover system, are invited by Director (Admn.) for and on behalf of Director General, MANAGE for Providing Housekeeping

Services as shown below at MANAGE Campus, Rajendranagar, Hyderabad–30.

2. Bidders/agencies should be reputed registered agencies/Firms/

Organizations dealing in Housekeeping Services having Statutory

registrations viz. ESI, PF, Service Tax etc. as per Government Norms and also should fulfill the ELIGIBILITY CRITERIA in the

relevant field. (refer clause – 21, Instructions to Bidders, page –19 of T & C Bid)

3. Bidders desiring to obtain bidding documents (non-transferable) in person may do so by submitting a written request to Director (Admn.), MANAGE,

Rajendranagar, Hyderabad-30, along with supporting credential

documents (Registration of the firm, Registration certificates, documents viz. ESI, PF and Service Tax, Experience certificate etc.) (Attested copies)

and Rs.1,150/- (non-refundable) in the form of a Demand Draft (taken not

earlier than 01-06-2013) from any Nationalized Bank/Scheduled Bank in favour of MANAGE, RAJENDRANAGAR, HYDERABAD on any working day from

06-06-2013 to 25-06-2013 between 10:00 hrs to 17:00 hrs.

4. The Bids shall remain valid for a period of 90 days (ninety days) from the date of opening of PRICE BIDS (Sealed cover – 2). All Technical &

Commercial bids (Sealed Cover – 1) must be accompanied with EMD of

Rs.1,15,000/- for the services shown, in the form of a Demand Draft

(taken not earlier than 06-06-2013) from any Nationalized Bank / Scheduled Bank favouring MANAGE, Rajendranagar, Hyderabad – 30.

S.No. Name of services Bid

refer-ence

Approx. Value of Services

EMD

Period of Services

Cost of Bid Documents

Last date of issue of Bids

Last date for receipt of Bids

Date of opening of T & C Bids

1.

Providing

Housekeeping

services at MANAGE Campus,

Rajendranagar, Hyderabad – 30.

MNG-01/ADMN/2012-14

Rs. 57.72 Lakhs

Rs.1,15,000/-

12 M

onths

Rs.1150/- (Including

S.T.)

25-06-13 up to

17:00 Hrs

27-06-13 Up to

15:00 Hrs

27-06-13 at

15:30 Hrs

7



5. Duly completed Bids will be received by Director (Admn.), MANAGE, Rajendranagar, Hyderabad-30 up to 15:00 Hrs on 27-06-2013 and will be

opened by his office at 15:30 hrs on 27-06-2013 in the presence of

Bidders/Bidders’ Representatives, who choose to attend.

6. For further details, please visit website: www.manage.gov.in or may contact

the Director (Admn.) on phone: 040-24016690 / 24016702 – 706 Extn. 235.

7. Bidders who desire to download tender documents through MANAGE website

(www.manage.gov.in), must enclose at the time of submission of bids, two

(2 Nos.) Demand Drafts in sealed ‘cover–1’ only. (Technical & Commercial

Bid),

(i) For an amount of Rs.1,150/-(non-refundable) towards Cost of tender

documents from any Nationalized bank / Scheduled bank taken not

earlier than 06-06-2013 and,

(ii) For an amount of Rs.1,15,000/- towards EMD from any Nationalized

bank / Scheduled Bank taken not earlier than 06-06-2013.

(iii) Technical & Commercial Bids, not accompanied by above-mentioned two Demand Drafts will be rejected

(To be enclosed in “Sealed Cover–1” only).

8



TECHNICAL EVALUATION

(To be filled by the bidder)

1. Name and address of the Agency :

2. Registration of the Firm :

3. Cost of tender document for

Rs.1,150/- in the form of DD from any Nationalized Bank / Scheduled Bank (Those bidders who

downloaded the tender document from MANAGE website)

: No. Bank Amount

4. Cost of EMD in the form of DD

from any Nationalized Bank / Scheduled Bank for Rs.1,15,000/-

: No. Bank Amount

5. SECURITY DEPOSIT (SD) of

Rs.2,90,000/- (To be deposited at the time of acceptance of contract

by the successful bidder) (No interest will be paid for this deposit by the Employer).

6. ESI Registration No. :

7. EPF Registration No. :

8. Service Tax Registration No. :

9. Labour License (Central/State) Registration No.

10. PAN card No. :

11. Turnover of the Company (last three years)

:

12. Latest Income Tax clearance Certificate / IT returns (last three financial years)

:

13. Duly signed and stamped all the Tender Document pages (please

tick)

: YES/NO

14. Experience/Completion Certificates (please tick) (as per eligibility

criteria)

: Enclosed/Not enclosed

15. Any other relevant information :

9



INSTRUCTIONS TO BIDDERS TABLE OF CONTENTS

S.NO. DESCRIPTION PAGE NO.

1. Scope of Work 11

2. Cost of Bidding 11

3. Content of Bidding Documents 11

4. Amendment of Bidding Documents 11

5. Language of Bid 12

6. Documents comprising the Bid 12

7. Bid Prices 12

8. Bid Currencies 12

9. Documents Establishing Bidder’s eligibility and Qualification 12

10. Earnest Money Deposit (EMD) / Bid Security 13

11. Period of Validity of Bid 14

12. Format and Signing of Bid 14

13. Sealing and Marking of Bid 15

14. Deadline for submission of Bid 15

15. Late Bids 16

16. Modification and Withdrawal of Bid 16

17. Opening of Bids by Employer 16

18. Clarification of Bids 17

19. Preliminary Examination 17

20. Evaluation and Comparison of Bids 18

21. Eligibility criteria 19

22. Contacting the Employer 19

23. Post – Qualification 19

24. Award Criteria 20

25. Employer’s Right to Accept any Bid and to Reject any or all Bids 20

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26. Notification of Award 20

27. Start of services and Signing of Contract 20

28. Annulment of Award 21

29. Bidding documents downloaded through website 21

30. Submission of bids downloaded through website 21

31. Security deposit 22

11



INSTRUCTIONS TO BIDDERS

1. Scope of Services

The services are to be provided for MANAGE Campus in Rajendranagar, Hyderabad. The exact scope of the services is given in Technical &

Commercial bid (Sealed Cover – 1).

2. Cost of Bidding

The Bidder shall bear all costs associated with the preparation and submission of his bid and Director (Admn.), MANAGE, HYDERABAD, hereafter referred to as

“The employer”, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

3. Content of Bidding Documents

3.1 The services are to be executed as per bidding procedures and contract terms, which are prescribed in the bidding documents.

3.1 The bidder is expected to examine all instructions, forms, terms and specifications in the Bidding Documents. Failure to furnish all

information required by the Bidding Documents or submission of a bid

not substantially responsive to the Bidding documents in every respect will be at the Bidder’s risk and may result in the rejection of his bid.

4. Amendment of Bidding Documents

4.1 At any time prior to the deadline for submission of bids, the Employer

may, for any reason, whether at his own initiation or in response to a

clarification requested by a prospective Bidder, modify the Bidding

Documents by Amendment.

4.2 The amendments, if considered, will be notified in writing to all

prospective Bidders who have received the Bidding Documents and will

be binding on them.

4.3 In order to afford prospective Bidders reasonable time in which to take

amendment into account in preparing their bids, the Employer may, at his discretion, extend the deadline for the submission of the bids.

12



PREPARATION OF BIDS

5. Language of Bid

The Bid prepared by the Bidder and all Correspondence and documents

relating to the Bid exchanged by the Bidder and the Employer, shall be in

English language, provided that any printed literature furnished by the Bidder may be written in another language so long as accompanied by an English

translation of its pertinent passages in which case, for purposes of interpretation of the bid, the English translation shall govern.

6. Documents Comprising the Bid

The Bid, prepared by the Bidder, shall comprise the following documents:

a. Original Bid Documents – Technical & Commercial bid, Price Bid with Price

Schedule and Check List duly completed. b. Cost of the Bid Document (for bidders downloading the documents)

c. Earnest Money Deposit furnished in accordance with Clause –10

7. Bid prices

Bidder shall complete the Price Schedule furnished in the Price Bid (sealed cover–2) of the Bidding Documents giving Component of Service Charges

(item – 1) in terms of Percentage and Unit Rate (Item – 2 & 3) to

arrive the total Bid Price.

8. Bid Currencies

For all services in this Bidding Document, prices shall be quoted in Indian

Rupees only.

9. Documents Establishing bidders’ Eligibility and Qualifications.

9.1 Pursuant to Clause 6, the Bidder shall furnish, as part of his bid, documents establishing the Bidder’s eligibility, qualifications

and experience to perform the contract, in “sealed cover–1”

only.

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9.2 These documents shall establish to the Employer’s satisfaction that the

Bidder has the financial, technical and production capability necessary to

perform the Contract.

9.3 Copies of documents defining the constitution of legal status, places of

registration and principal of business of the company or firm or partnership etc.

9.4 Copies of the Registration Certificate.

i) Reports on financial standing of the Bidder such as profit and loss

statements, balance sheets and auditor’s report, for the past 3 years.

ii) Information regarding any current litigation in which the Bidder is involved.

10. Earnest Money Deposit (EMD) / Bid Security

10.1 Pursuant to Clause 6, the Bidder shall furnish, as part of his bid, EMD in

the acceptable form for the amount as indicated in “Invitation for Bids”

10.2 The EMD is required to protect the Employer against the risk of Bidder’s

conduct, which would warrant the security’s forfeiture, pursuant to para 10.7

10.3 The EMD shall be in Indian Rupees only, and shall be in one of the following forms:

10.4 A demand draft in favour of “MANAGE, HYDERABAD”, payable at HYDERABAD drawn on any Nationalized Indian Bank / Scheduled

Bank.

10.5 Any Bid not accompanied with EMD in accordance with Para 10.1 and

the Employer as non-responsive, will reject the bid.

10.6 Unsuccessful Bidders’ EMD will be discharged/returned as promptly as

possible but not later than 30 days after the expiration of the period of bid validity prescribed by the Employer, pursuant to Clause 11.

10.7 The successful Bidder’s EMD will be treated as part of Security Deposit upon the Bidder’s executing the Contract, pursuant to Clause 26.

14



The EMD may be forfeited:

10.8 If a bidder withdraws or modifies his bid during the period of bid validity specified by the Bidder on the Bid Form

OR

In the case of a successful Bidder, if the Bidder fails to sign the Contract in accordance with Clause 26, or

10.9 To start the services within the period specified in the letter of award.

11. Period of Validity of Bids

11.1 All Bids shall remain valid for a period of “90” days after the

date of opening of Financial Bids. The Employer as non-responsive

may reject a bid valid for a shorter period.

11.2 In exceptional circumstances, the Employer may solicit the Bidder’s

consent to an extension of the period of validity. The request and the

response thereto shall be made in writing. The EMD provided under Clause 10 shall also be suitably extended. A bidder may refuse the

request without forfeiting his EMD. A bidder granting the request will

not be required nor permitted to modify his bid.

12. Formats and Signing of Bid

a. The Bidder shall submit his offer on the bid documents supplied

to him/as per the Department tender documents made available in web site in PDF form – only and shall be typed or

written in indelible ink and shall be signed by the bidder or a person or

persons duly authorized to bind the Bidder to the Contract. The latter’s authorizations shall be indicated by written power of attorney

accompanying the bid. The person or persons signing the bid shall initial all pages of the bid, except for un-amended printed literature.

b. The bid shall contain no interpolations, erasures or overwriting except as necessary to correct errors made by the bidder, in which case corrections shall be initialled by the person or persons signing the Bid.

15



SUBMISSION OF BIDS

13. Sealing and Marking of Bids.

13.1 The Bidders shall seal the bids in the following manner, duly marking

the envelopes as per Clause 13.2.

13.2 Technical & Commercial Bid (Sealed cover – 1): With Cost of Document

(for bidders downloading from web site), Cost of EMD, Certificates and tender document duly signed and stamped on all pages.

13.3 Price Bid (Sealed cover – 2): Duly filling up the Price schedule with signatures and stamp.

13.4 Be addressed to the Employer at the following address:

The Director (Admn.) National Institute of Agricultural Extension Management (MANAGE)

Rajendranagar, Hyderabad – 500 030

13.5 Bear name of services in bold letters.

13.6 If the covers are not sealed and marked as required by Paras 13.1 to 13.5, the Employer will assume no responsibility for the bid’s

misplacement or premature opening.

13.7 The Bidders must enclose all documents as specified in bidding

documents along with the bid.

14. Deadline for Submission of Bids

14.1 Bids must be received by the Employer at the address specified under

Para 13.4 not later than the time specified for receipt of the bids as

indicated in the Invitation for Bids.

14.2 The Employer may, at his discretion, extend the deadline for the

submission of bids by amending the bidding documents in accordance

with Para-4 above in which case all rights and obligations of the Employer and Bidders previously subject to the deadline will thereafter

be subject to the deadline as extended.

16



15 Late Bids

Any bid, received by the Employer after expiry of the deadline for submission of bids prescribed by the Employer pursuant of

Clause 14, will be rejected and/or returned unopened to the

Bidder.

16 Modification and Withdrawal of Bids

16.1 No bid may be modified subsequent to the deadline for submission of bids.

16.2 No bid may be withdrawn in the interval between the deadline for

submission of bids and the expiration of the period of bid validity specified by the bidder on the Bid Form. Withdrawal of bid during this

interval may result in the Bidder’s forfeiture of his EMD.

17 BID OPENING AND EVALUATION

17.1 Opening of Bids by the Employer

17.1.1 The employer will open bids, in the presence of

Bidders/Bidder’s representatives who choose to attend, at the time and date specified in the Invitation for Bids, at the office

of The Director (Admn.), MANAGE, Rajendranagar, Hyderabad

– 500 030. The Bidders/ Bidder’s representatives, who are present, shall sign in a register evidencing their attendance.

17.1.2 The bids of the contractors/agencies responding on the date of opening will be evaluated in the following manner.

a. All the technical & commercial bids of the agencies will be

opened first before the Committee of MANAGE and Bidders/their Representatives.

b. The Demand Drafts for cost of tender (For those agencies that downloaded the tender documents from website) and

EMD will be verified.

c. The credentials i.e. registration of the firm, statutory

registration certificates, experiences certificates as per the eligibility criteria, income tax details etc. will be thoroughly

compared by a Committee for finalising the successful

agencies/bidders whose Financial bids will be compared.

17



d. The successful/unsuccessful bidders in Technical &

Commercial bids will be informed through a letter after

detailed examination of the bid documents.

e. The date of opening of the Price bid will be informed for

those agencies whose Technical and Commercial bids are satisfactory and found to be acceptable.

f. On the of opening of Price Bids, the cost of contract prices

will be announced for those bidders present and signatures will be taken in a register.

17.1.3 The Bidders’ Names, bid prices, modifications, bid withdrawals

and the presence or absence of the requisite EMD and such

other details the employer may consider appropriate, at his discretion, will be announced at the opening.

17.1.4 In case, if the date of opening of the tender falls on National holiday or closed on account of any undue

hindrances, the opening of the tenders will be done on the next working day.

18 Clarification of Bids

To assist in the examination, evaluation and comparison of bids, the

Employer may, at his discretion, ask the bidder for clarification. The response shall be in writing, and no change in the price or substance of the

bids shall be sought, offered or permitted. If so desired, the employer may visit the places of services completed/on hand for ascertaining the grading of the agency.

19 Preliminary Examination

The Employer will examine the bids to determine whether they are complete, whether any computational errors have been made, whether

required sureties have been furnished, whether the documents have been

properly signed, and whether the bids are generally in order.

19.1 Arithmetical errors will be rectified on the following manner.

19.1.1 Where there is a discrepancy between the unit rate in

figures and in words, the unit rate in words will govern and,

18



19.1.2 Where there is a discrepancy between unit rate and the total amount derived from the multiplication on

the unit rate on the quantity, the unit rate as quoted

will govern,

19.1.3 The amount stated in the form of bid will be adjusted

by the employer in accordance with the above

procedure for correction of the errors and this shall be considered as binding upon the bidder.

If the bidder does not accept the corrected amount of the

bid, his bid will be rejected and the EMD will be forfeited.

19.2 Prior to the detailed evaluation, pursuant to Para 20, the employer

will determine the substantial responsiveness of each bid to the

bidding documents. For purposes of these clauses, a substantially responsive bid is one, which confirms to all the terms and conditions

of the Bidding Documents without material deviations. The

Employer’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.

19.3 A bid determined as not substantially responsive will be rejected by

the employer and may not subsequently be made responsive by the

bidder by correction of the non-conformity.

19.4 The employer may waive any minor informality of non-conformity or

irregularity in a bid, which does not constitute a material deviation, provided such waiver, does not prejudice or affect the relative

ranking of the bidder.

20 Evaluation and Comparison of Bids

The employer will evaluate the Technical & Commercial bids initially and will

compare only bids determined to be substantially responsive to the

requirements of the bidding documents in accordance with Clause 19.

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21 ELIGIBILITY CRITERIA

For comparing ELIGIBILITY CRITERIA, apart from other essential

requirements, the bidder should fulfill the following criteria with completed services of Housekeeping during the last seven (7)

years ending last day of the month previous to the one in which

applications are invited:

COMPLETED HOUSEKEEPING SERVICES FOR ONE YEAR (either in terms

of total value of completed services per year OR total value of contract wage of workers per year in terms of present estimated

value of Rs.57.72 Lakhs)

S.No. Head Approx. Estimated

value

THREE Individual

Housekeeping

services of 40%

value each

TWO Individual

Housekeeping

services of 60%

value each

ONE Individual

Housekeeping

service of 80%

value each

1 Housekeeping services

57.72 Lakhs

23.00 lakhs each

(3 services)

OR 34.60 lakhs

each

(2 services)

OR 46.00 Lakhs each

(1 service)

22. Contacting the Employer

22.1 No Bidder shall contact the Employer on any matter relating to his bid, from the time of the bid opening to the time the Contract is awarded.

22.2 Any effort by a Bidder to influence the employer in matters such as employer’s bid evaluation, bid comparison or contract award decisions

may result in the rejection of the Bidder’s bid.

AWARD OF CONTRACT

23 Post-qualification

23.1 The employer will determine to his satisfaction whether the Bidder

selected, having submitted the lowest evaluated responsive bid, is qualified to satisfactorily perform the Contract.

23.2 The determination will take into account the Bidder’s financial, technical and production / service capabilities. It will be based upon an

examination of the documentary evidence of the Bidder’s qualifications and eligibility submitted by the Bidder pursuant to para-9 as well as such other information as the employer deems necessary and

appropriate, including details of experience and record of performance.

20



23.3 An affirmative determination will be a prerequisite for award of the

Contract to the bidder.

24. Award Criteria

The employer will consider award of contract to the successful

bidder whose bid has been determined to be substantially

responsive, technically acceptable and has been determined as the

lowest evaluated bid, provided further that the Bidder is determined to be qualified to perform the contract satisfactorily.

25. Employer’s right to accept any bid and to reject any or all bids

The employer reserves the right to accept or reject any or all bids.

26. Notification of Award

26.1 Prior to the expiration of the period of bid validity, the employer will

notify the successful bidder in writing by registered letter to be

confirmed in writing by registered letter, that his bid has been accepted.

26.2 The notification of award will cause the formation of the Contract.

26.3 Upon the acceptance of award of services by the successful bidder, the employer will promptly notify each unsuccessful bidder

26.4 Upon the acceptance of award of services by the successful bidder, the employer will promptly notify each unsuccessful bidder and will discharge its EMD.

27. Start of services and Signing of Contract

27.1 At the same time as the employer notifies the successful bidder that his/their bid has been accepted, the Employer will enter in to

agreement with the bidder as per the provisions of the Contract form provided in the Bidding documents, between the parties after

following the procedure indicated below:

27.1.1 A letter of intimation will be issued in favour of the

successful bidder duly indicating to deposit the Balance SD

[Rs.2,90,000/- (-) EMD of Rs.1,15,000/- = Rs.1,75,000/-] and a letter of willingness/acceptance of the bidder with time

schedule (“7” days).

21



27.1.2 After receipt of the balance SD and willingness/acceptance

letter from the bidder, a letter of AWARD OF SERVICES will be issued with important terms and conditions and the time

schedule for commencement of services (within “10” days)

and entering in to the AGREEMENT (within “14” days from the

date of commencement of services).

27.1.3 Execution of agreement: The successful bidder shall

execute the agreement on Rs.100/- Non Judicial stamp paper within “14” days of award of services. If the bidder

fails to submit the balance security deposit along with

willingness letter or fails to start the services or fails to sign

the prescribed agreement, the EMD paid by the agency, shall be forfeited.

28. Annulment of award

Failure of the successful bidder to comply with the requirement of clauses 27 shall constitute sufficient grounds for the annulment of the award and

forfeiture of the EMD.

29. Bidding documents through Manage website:

The eligible bidders, who desire to obtain tender documents, can download through website www.manage.gov.in

The print out must be taken on good quality inkjet printer/laser printer, using A4 size paper only.

30. Submission of bids downloaded through website:

i) Bids must be received by the employer within the last date of receipt of tender as given in the advertisement and the bidder should furnish.

ii) Demand Draft for Rs.1,150/- (non-refundable) towards cost of documents, from any Nationalized Bank/Scheduled Bank taken not

earlier than 06-06-2013.

iii) Demand Draft for Rs.1,15,000/- (Rupees one lakh and fifteen thousands

only) towards EMD from any Nationalized Bank / Scheduled Bank taken not earlier than 06-06-2013.

31. The two Demand Drafts (2 Nos) towards Cost of bid documents and Cost of EMD must be in separate form only. (To be enclosed in Sealed cover – 1

only).

22



32. Security Deposit

i) The Successful bidder shall submit a Security Deposit for Rs.2,90,000/-

(Rupees two lakh ninety thousands only) before the commencement of

services and shall be valid for the total contract period.

ii) The EMD for Rs.1,15,000/- will become a part of Security Deposit. The

successful agency will thus deposit the difference of amount

[i.e. Rs.2,90,000/- (-) Rs.1,15,000/- = Rs.1,75,000/-].

23



GENERAL CONDITIONS OF CONTRACT

TABLE OF CONTENTS


1. Definitions 24

2. Application 24

3. Standards 24

4. Sufficiency of Tender 24

5. Use of Contract Documents and Information 25

6. Patent Rights 25

7. Performance guarantee Deposit 25

8. Right of the Employer 26

9. Inspection and Tests 26

10. Mode of Payments 26

11. work force 27

12. Employer’s Instructions 27

13. Contractor’s Functions 28

14. Water and Power 28

15. Protection of Plant 28

16. Storage of Equipment 28

17. Jurisdiction 28

24



GENERAL CONDITIONS OF CONTRACT

1. Definitions

1.1 In this Contract, the following terms shall be interpreted as indicated:

1.2 “The Contract” means the agreement entered into between the Employer

and the Contractor, as recorded in the contract form signed by the

parties, including all attachments and appendices thereto and all documents incorporated by reference therein.

1.3 “The contractor” means the individual or firm providing the services / supplying the goods under this contract.

1.4 “The contract price” means the price payable to the contractor under the contract for the full and proper performance of his contractual

obligations.

1.5 “The Employer” means MANAGE, the National Institute of Agricultural

Extension Management, Rajendranagar, Hyderabad represented by Director (Admn.) for and on behalf of Director General, MANAGE.

1.6 “Officer-In-Charge” means Hostel Warden/Hostel Manager or any other

officer appointed from time to time and notified in writing to the contractor/agency to act as Officer-In-Charge for the purposes of

contract.

2. Application

These General Conditions shall apply to the extent that they are not

superseded by provisions on other parts of the Contract.

3. Standards

The services provided under this contract shall conform to the standards

mentioned in the Technical Specifications, and, when no applicable standards

are mentioned, the Authoritative standard or code issued by Bureau of Indian Standards and such standards shall be the latest issued by the concerned

institution/manufacturers, shall prevail.

4. Sufficiency of Tender

The contractor, by bidding, shall be deemed to have satisfied himself as to all the conditions and circumstances affecting the contract price, as to the

possibility of executing the services as shown and described in the contract,

as to the general circumstances at the site of the services, as to the general labour position at site and to have determined the prices accordingly.

25



5. Use of Contract Documents and Information

5.1 The contractor shall not, without the employer’s prior written consent, disclose the contract, or any provision thereof, or any specification,

sample or information furnished by or on behalf of the employer in

connection therewith, to any person other than a person employed by the contractor in the performance of the contract. Disclosure to any such

employed shall be made in confidence, and shall extend only so far as

necessary for purposes of such performance.

5.2 The contractor shall not, without the employer’s prior written consent, make use of any document or information enumerated in para 5.1

except for purposes of performing the contract.

5.3 Any document, other than the contract itself, enumerated in para 5.1

shall remain the property of the employer and shall be returned (in all

copies) to the employer on completion of the contractor’s performance

under the contract, if so required by the employer.

6. Patent Rights

The contractor shall indemnify the employer against all third-party claims of infringement of patent, trademark or industrial design rights arising from use

of the goods or any part thereof in India.

7. Performance Guarantee Deposit

7.1 No performance guarantee deposit will be recovered from the

Monthly Bills. However, the Security deposit (including EMD)

totaling Rs.2,90,000/- submitted by the successful bidder shall be treated as Performance guarantee deposit for the entire

period of contract.

7.2 Income tax on total value of services, Professional tax (from the workers) and any other taxes as defined by Government will be

recovered as per prevailing rules.

7.3 The security deposit shall be payable to the employer as compensation

for any loss resulting from the contractor’s failure to complete his obligations under the contract. The security deposit shall stand forfeited

in case the contractor abandons the services and does not start even

after a notice is issued to him to do so.

7.4. The security deposit submitted by the contractor/agency to the employer,

shall be returned to the contractor/agency after the contract period is over,

subject to the Officer-in-charge certifying that no liability is attached to the contractor/agency.

26



8. Rights of the Employer

Right to direct and inspect the services

8.1 The Employer shall have the right to direct the manner in which all services under the contract shall be conducted, in so far as it may be necessary to secure the safe and proper progress and specified quality of the jobs. All services shall be done and materials shall be furnished to the satisfaction and approval of the employer.

8.2 Whenever, in the opinion of the employer, the contractor has made marked departures from the quality of service, the employer, in order to ensure compliance with the schedule, shall directly order, to amend/ improve the service, which shall be binding on the contractor / agency.

9. Inspection and Tests

9.1 Officers of the Institute will check either regularly or randomly all the items used for cleaning process for quality and quantity, including pest control measures. Based on their observation with regard to quality and quantity, any change/replacement of consumables, tools, implements suggested by them are to be made and the agency has to do it without any extra charge. The decision of MANAGE is final.

9.2 The Contractor/agency shall provide samples of the cleaning materials or

consumables/pest control materials to check and ensure quality, and they should be of standard quality recommended for the services.

10. Mode of Payment

10.1 Payments will normally be made to the contractor/agency at monthly intervals.

10.2 For monthly payments, the contractor/agency shall submit bills of Housekeeping services (of all tender items) per accruals count for that

particular month as per the prescribed procedure at MANAGE. Monthly bills, with proof of deposition of statutory payments in favour of the

workers employed by him, are to be submitted to the Officer-in-charge

on or after the last day of the month. The Officer-in-charge shall thereafter verify the claims in the bill and, as far as possible, arrange

for payment to be made within fifteen days of presentation of the bill.

10.3 Irrespective of non-release of payment by the employer for genuine

reasons, the agency should arrange payments to the workers before

07th ( seventh day) of every month.

27



10.4 The agency should produce the proof of ESI and EPF deposits of the staff

engaged by him, along with the monthly bill for releasing the payments from MANAGE.

10.5 The agency also needs to produce the monthly attendance of the workers for releasing the payment.

10.6 No certificate other than the completion certificate shall be deemed to

constitute approval of the services.

10.7 Termination for convenience

The employer may, by return notice sent to the contractor, terminate the contract in full or in part, at any time with a notice of “30” days for his

convenience. The notice of termination shall specify that termination be

for the employer’s convenience, the extent to which performance under

the contract is terminated and the date upon which such termination becomes effective.

11 Work force

During the entire services period, no persons other than the contractor and their employees shall be allowed on the site, except by the written permission of the employer.

12 Employer’s Instructions

The employer may, in his absolute discretion, issue from time to time suggestions and/or instructions, which are collectively, referred to as

employer’s instructions in regard to:

12.1 Dismissal from the work of any person or persons employed there

upon, who has, in the opinion of the employer, exhibited misconduct or be incompetent or negligent.

12.2 Opening up for inspection any services covered up.

12.3 Amending and making good of any defects.

28



13. Contractor’s Functions

The Employer shall not be liable in respect of any damages for compensation payable as per law in respect of or in consequence of any

accident or injury to any workman or other person in the employment of the

Contractor/agency, save and except an accident or injury resulting from any act or default of the Employer, his agents, or servants. The Contractor /

agency shall keep informed the Employer against all such damages and

compensation, save and except as aforesaid and against all claims,

proceedings, costs, charges and expenses whatsoever in respect thereof or in relation there to.

The Employer will provide the following:

14. Water and Power

Necessary Water and Power will be made available by the employer at job’s place.

15. Protection of Plant

The Contractor shall be responsible, during the services, for protection of installations covered under the contract. Necessary care must be taken to

see that the Contractor’s men cause no damage to the installations during

the course of execution of the services.

16. Storage of Equipment

16.1 The Contractor/Agency shall be responsible for the proper storage and

maintenance of tools and equipment.

16.2 The Contractor/agency should not sell, assign, mortgage, hypothecate

or remove equipment or materials which have been installed or which

may be necessary for the completion of the work, without the written consent of the employer.

16.3 All the necessary items required for protection as described above shall be arranged by the Contractor / agency and such cost shall be included

in the Contract Price.

17. Jurisdiction

Settlement of any disputes arising out of the contract against this

bid will be decided amicably through discussions. However, if the

dispute still exists, the matter will be settled through a mutually agreed arbitrator failure of which in the local Courts.

29



SPECIAL CONDITIONS OF CONTRACT

TABLE OF CONTENTS


1. Scope of Service 30

a. Responsibility of contractor / agency 30

b. Washing of room linen 31

c. Inventory checking 31

d. Fumigation 32

e. Arrangement of washer man 32

f. Penalty of room occupancy without approval 33

g. Responsibility of guests’ belongings 33

h. Additional man power arrangement 34

i. Other services 35

j. Penalty Clause 35

k. Standards 36

30



SPECIAL CONDITIONS OF THE CONTRACT

SCOPE OF SERVICES INCLUDE THE FOLLOWING AREAS FOR MAINTENANCE

1. The Institute comprises 3 Hostels (144 rooms – 137 Student and Executive

Rooms, 5 Guest Rooms, 2 VIP Suites) with modern facilities & amenities along with two Kitchens, two Dining Halls, F-type building with a pantry and four bedrooms.

2. Two Academic Buildings for Faculty, Officers and Staff, Classrooms, lounges,

library, roads (internal & external), corridors, general toilets etc.

3. Supporting structures include Health center, Engineering section, Sub-

station and Water treatment area, Squash court, lawn Tennis court, Security

rooms etc.

4. Cleaning of Roads and Jungle pathways.

5. The Contractor / Agency shall be responsible for:

5.1 Giving wakeup calls.

5.2 Mopping the floors and keeping the toilets (including the common

toilets of academic, Administrative and hostel blocks, squash court, Tennis court, health center, water treatment area etc.) in a neat and

hygienic condition at all times of the day.

5.3 Undertaking special and spring-cleaning of floors and toilets every

month/as and when required/on eve of special occasions.

5.4 Removing of cobwebs, cleaning of interior and exterior walls, cleaning

of doors and windows, vacuum cleaning of carpets as and when required but not less than once in a week. Roof tops once in

3 months/as and when required.

5.5 Cleaning, including scrubbing, sweeping, mopping and dusting in all

rooms, all interior portions including toilets, bathrooms using standard

chemicals/detergents/sanitary items/phenyl etc. using equipment like vacuum cleaners, scrubbing machines etc., which are to be arranged

by the Contractor/Agency.

5.6 Beds to be made daily.

5.6.1 Proper upkeep of all furniture and equipment in the Hostels.

31



5.6.2 The Contractor/Agency will ensure proper maintenance of all

linen items in the Hostels as follows:

5.6.2.1 Dry cleaning of woollen blankets and window curtains

to be done at least once in two months.

5.6.2.2 Bed sheets, Bed covers, Pillow covers and Blankets to

be changed once in two days during occupation of

Executives/Guests.

5.6.2.3 Bath towels and Hand towels to be changed daily

during occupation of Executives/Guests.

5.6.2.4 Fresh linen and towels are to be provided when a new Guest/Executive occupies the room.

5.6.2.5 The Contractor/Agency will bear the cost of

washing, pressing and dry cleaning of bed linen, towels, woollen blankets etc.,

5.6.2.6 Washing, pressing and dry cleaning should be of standard quality.

6. The contractor/agency shall ensure that the rooms are cleaned and

freshened usually in the absence of the Executives/Guests, under the

supervision of the housekeeping supervisor. The workmen attending to the job should, therefore, have the highest standard of honesty and integrity.

7. The housekeeping workmen shall help the Executives / Guests in taking

baggage to the rooms and removing it from their rooms while checking out (through bell boys).

8. The contractor/agency shall inspect, as a part of the housekeeping and maintenance job, the water supply points, plumbing installations, toilets, electrical light and fan points, tower bolts, locks and keys of the wooden

cupboards of rooms, room air conditioners, batteries to all clocks, remote controls of the TV sets in the Guest Houses and bring to the notice of the

Hostel Manager/authorized representative in the event of any defects /

damages so that the same could be attended immediately.

9. The contractor / agency shall ensure that the keys are collected back

when an occupant leaves the room.

32



10. The pest control services are to be undertaken for Hostels I, II & III,

Administrative and Academic Buildings, F – type building, Health center,

Engineering section, Security gates, Sub-station, Swimming pool etc.

Pest control operation includes pest management for mosquitoes (In

addition to above, Residential quarters also), houseflies, cockroaches,

rodents, lizards, termites, rats etc. It is the responsibility of the contractor

to carryout effective control measures such as sprays, fumigations, rat

traps / pads and any other pesticides required to control the pests.

Fumigation is to be carried out twice a week/as per the necessity

in the campus using quality chemicals and consumables viz. Petrol, diesel

etc. at contractor’s own cost. The employer will provide the fogging

machine at the commencement of the contract. The contractor/agency

shall bear all costs of the repairs of the machine during its operation and

should hand-over the machine in good working condition at the expiry of

the contract/termination of the contract.

11. The contractor/agency shall ensure that toilet papers, soap, Odonil packets, Naphthalene balls are available in every room at all times and

Homecol, (shampoo, toothpaste, tooth brush, comb, coconut oil) in VIP room.

12. The contractor/agency shall provide mosquito repellent machines with one piece of liquid ALLOUT at his own expenses in all the rooms of Hostels daily.

13. The contractor/agency shall use room fresheners in all occupied rooms of

hostels, Television lounge & recreation room as per requirements.

14. The contractor/agency shall arrange for a Washer man (Dhobi) for

washing & pressing of clothes of the Executives and students daily. For this purpose, he has to collect the charges, fixed by the Institute, directly

from the executives and students.

15. The contractor/agency shall employ educated, well-behaved, trained and

experienced Receptionists for managing the Reception in hostel – 1 round

the clock. The receptionist will attend to all telephone calls. The Receptionist should be proficient in English, Hindi and local language

(Telugu) besides being proficient in computer operation.

16. The contractor/agency shall arrange to spread brown papers in the cupboards, drawers of the writing table and bedside tables at his own

cost.

33



17. The contractor / agency shall ensure that there is a good ventilation by

keeping the doors and windows of the rooms open every day for appropriate duration (whether the room is occupied or not) to prevent

accumulation of bad odour and suffocation.

18. The Manager and housekeeping supervisors engaged by the contractor /

agency should be professionally / technically qualified. The contractor shall

furnish the details of their qualifications etc., to the Institute, soon after

they are engaged for the work. The Institute reserves the right to remove such workers, who are found to be unsuitable.

19. The manager of the contractor/agency should be available from 8:00 AM

to 6:00 PM in the premises for ensuring proper overall supervision of maintenance and housekeeping services.

20. The contractor/agency shall not allot any of the rooms in the hostel/guest

house. In case the contractor/agency or any of his workers are found to be occupying any of the rooms in the Guest House/hostel, the contractor

is liable to pay a penalty of Rs.5000/- per day per room.

21. All the staff employed by the contractor/agency should be in proper

uniform while on duty. The contractor/agency should supply uniform with colour specifications and pattern to the workers, at his cost, and as approved by MANAGE.

22. If any of the staff/workers of the contractor/agency attend duties without

uniform, a penalty of Rs.50/- per worker will be imposed and the bill

would be proportionately restricted.

23. It is to be noted that used soap water/chemicals should not be thrown in the near by green areas as it is harmful for growth of lawns / trees / bushes etc.

24. The institute will provide bed linen and bath towels to the contractor /

agency. The contractor / agency shall be responsible for the safety &

security of all the items of furniture and fixtures, equipment, locks, buckets, mugs etc. The contractor / agency shall have to hand over all the

items provided to him, as indicated elsewhere, to the Institute at the time

of termination of the contract / expiry of the contract.

25. The Manager/Housekeeping supervisors appointed by the contractor/

agency should be present during any repair/maintenance job carried out in the campus.

34



26. The contractor/agency should ensure safety of the belongings of the

inmates in the hostels. However, in case of any untoward incidents like

theft or loss of any belongings/cash from the occupant’s room because of the proven mischief by the workers employed by the contractor/agency,

the contractor/agency would be liable for compensating the loss.

26.1 The contractor/agency should provide any additional

manpower required by the Institute of specific category of

workers/staff where minimum wages will be paid. In

addition, the agency should arrange any other staff as specified by the employer (not on Minimum wages but with

a consolidated pay for a fixed period of contract).

The contractor/agency will be paid on both cases service charges quoted by him in the tender only as profit and overheads.

27. Every weekend, special cleaning should be carried out in all areas and

inside rooms and halls. Spring-cleaning as per requirement.

28. Vacuum cleaning of the carpets at least once in a month/as and when

required. Shampooing of carpets, wherever they are, should be done periodically/as per requirement.

29. Garbage and organic/non-organic waste generated in all the areas of the

campus, inside rooms, pathways etc. are to be collected in a systematic

way and disposed off at a place and manner as indicated by MANAGE. The organic waste collected from various sources of the institute should be taken to the Vermiculture unit regularly where as the non-organic wastage

generated in MANAGE campus has to be taken out of campus using required equipment at least once in a month or whenever required.

30. Shifting of furniture and other equipment within the campus

should be undertaken, as and when required, and as per the

directions of the Representative of MANAGE.

31. All the consumables such as brooms, moping sticks, ladders, mosquito

repellent liquid or mats, detergents, cleaning powders, toilet papers etc., as per day-to-day requirement, and as per House keeping practice, will

have to be arranged by the contractor/agency. All the toilets are

provided with soap dispensing units and these have to be filled and maintained as and when required.

32. The Manager engaged by the agency should be professionally qualified and should produce his credentials before MANAGE, who will have the

discretion to accept / reject him for the job.

35



33. The contractor/agency has to provide the man power as indicated in the

bid document for execution of services consisting of receptionists, supervisors, sweepers, housemen, Manager etc. and the work force

should be trained and experienced in their respective fields/duties

allotted to them.

34. The work is to be programmed scientifically by preparing schedules,

timetables, allotment of duties etc., area-wise and building-wise and all

in consultation and acceptance of Representative of MANAGE.

35. OTHER SERVICES:

35.1 All roads inside the campus and main approach roads from NIRD gate to security gate and NAARM gate to

security gate (From Highway side) are to be cleaned at

least three times a week/as and when required as

directed by the employer. The internal roads are to be kept in spic and span condition. The total length of roads

is about 4 KM.

35.2 Collection and disposal of garbage from all the staff

residential quarters every day.

35.3 Cleaning of the walk way in the jungle area once in five days.

36. PENALTY CLAUSE :

37.1 Apart from no payment to absentees, the following penalty will be levied on service charges component of the agency:

The component of service charges on the value of absentee

wage of staff / workers for three months total will be calculated

and 10% of value of service charges will be penalized.

Example:

Total value of cumulative wage of absentees for three months

Period: Rs.50000/- (approx).

Service charges of the successful bidder: 7% (tentative). Service charges component of 7% on Rs.50000/- = Rs.3500/-

Penalty @ 10% on Rs.3500/- = Rs.350/-

36



37.2 The required manpower, as per the price schedule, should be

employed by the contractor/agency during entire period of

contract. At any point of time during the contract period, if any worker/staff is discontinued/removed by the agency, the

agency should make arrangements to appoint/engage a new

person within “7” days. If the contractor does not fulfill this condition within the stipulated period, there will be an

additional penalty of Rs.100/- per staff/worker per day of

absence with effect from the first day of discontinuation/

removal, in addition to the penalty clause at 37.1.

C. STANDARDS:

37. All staff employed by the contractor / agency should be above the age of 18

years and should not be above the age of 55 years and be free from

communicable diseases. The contractor / agency shall arrange for the health and fitness certificate of his employees.

38. The contractor / agency should ensure that the entire premises are kept

hygienic and clean with necessary control measures.

39. The essential staff (receptionists and bell boys) required for stationing in the

campus should be brought to the employer’s notice with their names and strength.

40. The Contract period of services by the successful bidder will be initially for 1 year (12 Months) only from the date of commencement of services.

If the employer finds that the services of the agency are

satisfactory and if mutually agreeable, the Competent Authority

(Director General, MANAGE) can extend the services for 1 or 2 more years on the same terms and conditions.

37



TECHNICAL SPECIFICATIONS

TABLE OF CONTENTS


1. Scope of services 38

a. Manpower details 38

2. Completion of services 38

38



TECHNICAL SPECIFICATIONS

1. SCOPE OF SERVICES

1.1 This Contract includes providing of Housekeeping services at MANAGE, having

a built- up area of 17840 Sqm. or 191958 Sft. and with a campus area of around 38 Acres, including Office Buildings, Hostel Buildings, Supporting

structures, Roads, Jungle Pathways etc., and also providing the services of

pest control measures viz. Rodent, mosquitoes, lizards, termites, rats etc., as per standard practice with required manpower, consumables, tools,

implements etc.

The required Manpower proposed in the contract with applicable minimum wages

as per Central Government Minimum Wages Act for different categories is-

S.NO. BRIEF DESCRIPTION OF SERVICE MANPOWER

CATEGORY

1. Workers (Boys and Sweepers)

including bellboys with

reliever’s component.

26.57 General

2. Plumber 1 Skilled

3. Supervisors 5 Semi-Skilled

4. Receptionists including

reliever’s component

3.43 Skilled

TOTAL 36

2. COMPLETION OF SERVICES

2.1 The completion of services means handing over all the installations in good working condition after completion of the

contract period.

39



FORMS

TABLE OF CONTENTS


1. Form of Bank Guarantee for Bid Security 40

2. Contract Form 42

3. Details of services executed 44

4. Format for authorization letter 45

5. Application for issuing of tender document 46

6. Proforma of checklists for services and Hygiene

audit

47

7. Check list 50

40



1. FORM OF BANK GUARANTEE FOR BID SECURITY / EMD (AS PER THE PRESCRIBED FORMAT AS GIVEN BY NATIONAL BANKS)

(ON A NON-JUDICIAL STAMP PAPER)

Bank Guarantee No. Date:

WHEREAS, _________________________________________(Name of

Bidder) (hereinafter called “the Bidder”) has submitted his bid dated ________________________for the services of _______________________in

MANAGE Campus in Rajendranagar, Hyderabad, Andhra Pradesh.

KNOW ALL MEN by these presents that we _______________________ (Name

and address of Bank), having our registered office at

_____________________________ _____________________ (hereinafter called “the Bank”) are bound unto the Director General, MANAGE, Rajendranagar,

Hyderabad-500 030, Andhra Pradesh, (hereinafter called “the Employer”) in the sum of Rs._________ (Rupees _________________________________________ only)

for which payment will and truly to be made to the said Employer the Bank binds

himself, his successors and assign by these presents.

Sealed with the Common Seal of the said Bank this __________________ day

of ______________ 2013. (Specific year)

The conditions of this obligation are:

If the Bidder withdraws his Bid during the period of bid validity specified in the

Bid, or

2. If the Bidder having been notified of the acceptance of his Bid by the Employer

during the period of bid validity:

3. Fail or refuses to execute the Form of Agreement in accordance with the

Instructions to Bidders, or

4. Fails or refuses to furnish the Performance Security, in accordance with the Instructions to Bidders.

41



We undertake to pay to the Employer up to the above amount upon receipt of

his first written demand, without the Employer having to substantiate his demand,

provided that in his demand the Employer will note that the amount claimed by him

is due to him owing to the occurrence of one or both of the two conditions,

specifying the occurred condition or conditions.

This Guarantee will remain in force up to and including ___________, being

the date thirty days after the end of the Validity Period of the Bid conforming to

Clause-11 of SECTION – 2: INSTRUCTIONS TO BIDDERS and any demand in respect of

this Guarantee should reach the Bank not later than the above date.

SIGNATURE OF THE AUTHORISED OFFICER

WITNESS : ________________ OF THE BANK : ________________

SIGNATURE : ________________ NAME : ________________

NAME : ________________ DESIGNATION : ________________ � ADDRESS : ________________ SEAL :

________________

________________

DATE : ________________

Note: BIDDERES SHOULD ENSURE THAT THE SEAL AND CODE NO. OF SIGNATORY IS

PUT BY THE BANKERS, BEFORE SUBMISSION OF THE BANK GUARANTEES, ON EACH PAGE WITH INITIALS.

42



2. CONTRACT FORM

THIS AGREEMENT made the _________________________ day of ______________, 2013 between the Employer represented by DIRECTOR (ADMN), MANAGE, HYDERABAD

of the one part and ____________________________________________________

__________________________________________ (hereinafter the “Contractor / Agency”) of the other part:

WHEREAS the Employer is desirous that certain Goods and ancillary services should be provided by the Contractor/Agency for the services of

__________________________ in MANAGE Campus at Rajendranagar, Hyderabad and has accepted a bid submitted by the Contractor/Agency for the supply of those Goods and Services in the sum of Rs.__________ (Rupees

____________________________________________ only) (hereinafter called the “Contract Price”.

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this agreement words and expression shall have the same meaning as

in the Terms and Conditions in Section III and Section IV of the above-referred Bidding Document.

2. The following documents shall be deemed to form and be read and constructed as part of this agreement, viz., [Verifying the numbers below,

as it appears that those points (3 to 7) are sub-points of this point]

3. The Form of Bid and the Price Schedule submitted by the Contractor/

Agency,

4. The Technical Specifications,

5. The General Conditions of Contract,

6. The Special Conditions of Contract and

7. The Employer’s Notification of Award.

8. In consideration of the payments to be made by the Employer to the Contractor as hereinafter mentioned, the Contractor/Agency hereby

covenants with the Employer to provide the goods and Services and to remedy the defects therein in conformity in all respects with the provisions

of the Bidding Documents.

9. The Employer hereby covenants to pay the Contractor/Agency in

consideration of the provision of the service Goods and Services and

remedying of defects therein, the Contract Price or such other sum as may

43



become payable under the provisions of the contract at the times and in

the manner prescribed by the contract.

IN WITNESS where of the parties hereto have caused this agreement to be executed

in accordance with their respective laws the day and year first above written.

Signed, sealed and Delivered by the

said_________________________________________________(For the Employer)

in presence of :

______________________________________________________

______________________________________________________

______________________________________________________

______________________________________________________

Signed, Sealed and Delivered by the

said________________________________________________(For The Contractor/ Agency)

in presence of :

______________________________________________________

______________________________________________________ ______________________________________________________

______________________________________________________

44



3. DETAILS OF SERVICES EXECUTED FORMAT - A

SERVICES COMPLETED AND TO BE COMPLETED

AS ON DATE OF SUBMISSION OF BID

S. No. Name of

Services

Place and

State

Services on hand / completed

Tendered

Cost

(Rs.in lakhs)

Cost of

Balance

Services

Stipulated

period of

Completion

Date of

Completion

Note: Necessary certificates may please be enclosed, duly countersigned/attested

by a Gazette officer.

45



4. FORMAT FOR AUTHORISATION LETTER

Place: ________ Date: _________

To

The Director (Admn.) National Institute of Agricultural Extension Management (MANAGE), Rajendranagar,

HYDERABAD – 500030. Andhra Pradesh.

Sir,

I _____________________ (Authorized signatory) submitting the Bid and

subsequently authorize ______________ to participate and sign the contract

submitted against the Ref.: ____________________________________. I/We

hereby accept all the terms and conditions of this tender document.

Signature of Authorised signatory

Name: ______________________

Designation ___________________

Seal:

46



5. APPLICATION FOR ISSUE OF TENDER DOCUMENT OF

HOUSEKEEPING SERVICES

Place: ________

Date: _________

To

The Director (Admn.)

National Institute of Agricultural Extension Management (MANAGE),

Rajendranagar, HYDERABAD – 500030.

Andhra Pradesh.

Sir,

Sub: Request for issuing us Tender Document of Housekeeping Services – Reg.

I/We, ______________________, would like to offer the services of

Housekeeping in your esteemed organization. Kindly arrange to provide us a

complete set of Tender Document. We enclosed herewith requisite amount towards

cost of tender documents in the form of DD, favouring MANAGE payable at

Hyderabad.

Signature of Authorised signatory

Name: ______________________

Designation ___________________

Seal:

47



6.1 DAILY CHECKLIST FORM- HOSTEL

Date: .....................

S. NO. ISSUE OBSERVATION REMARKS

1. Receptionist and bellboys available round the clock in proper uniform. YES NO

2. Attended to guests immediately by Receptionist and bellboy. YES NO

3. Set of newspapers (2 Hindi & 2 English) placed in reception. YES NO

4. Welcome kit placed in the rooms. YES NO

5. Toiletries as per scope of work placed in bathroom. YES NO

6. Tea / Coffee tray replenished with sachets as per menu. YES NO

7. Newspaper provided in the rooms. YES NO

8. Status of fixtures and fittings ascertained - in order. YES NO

9. Linen (bed sheets, towels, etc.) provided fresh / changed as per stipulated frequency. YES NO

10. Room boys presented themselves and behaved properly. YES NO

11. House keeping service of Hostel Block properly done. YES NO

12. Check-in / Check-out formalities done in a pleasing manner. YES NO

13. Feed back forms duly filled in handed over. YES NO

14. No-dues certificate issued to guest by Supervisor. YES NO

15. Any other item. YES NO

16. Complaints, if any. YES NO

Overall Housekeeping and Maintenance Of Hostel Buildings: Satisfactory / Not satisfactory

48



6.2 DAILY CHECKLIST FORM - ADMINISTRATION AND OTHER BUILDINGS

Date: ………………


1. Material received are branded ones and stored properly. YES NO

2. All areas cleaned and no areas left out. YES NO

3. Building readied timely. YES NO

4. Workers are found in uniform. YES NO

5. Dusting of tables, chairs and furniture done. YES NO

6. Glass panes/windows/doors cleaned. YES NO

7. Floors are hygienically cleaned. YES NO

8. Toilets hygienically cleaned. YES NO

9. Replenished naphthalene balls, odonil and soap cakes in toilets. YES NO

10. Garbage / waste cleared from dust bins. YES NO

11. Garbage / waste collected disposed-off in poly bags. YES NO

12. Staircase / Verandah cleaned with surf – weekly. YES NO

13. Tables, chairs etc. moved and swept – weekly. YES NO

14. De-pesting is done once in a week. YES NO

15. Toilet paper rolls / liquid soap available. YES NO

16. Terrace cleaned – monthly. YES NO

17. Drainage system is functioning properly. No leakage / overflow observed. YES NO

18. Any other item. YES NO

Overall Housekeeping and Maintenance Of Administrative Building: Satisfactory / Not satisfactory

49



6.3 DAILY CHECKLIST FORM- OPEN AREAS

Date: ………………


1. Sweeping / cleaning of Roads inside the premises. YES NO

2. Sweeping / cleaning open areas inside the boundary wall. YES NO

3. Sweeping / cleaning of pathways done once in a week. YES NO

4. Garbage collected and properly covered for disposal. YES NO

5. Disposal done properly. YES NO

6. Drainage system functioning properly- No overflows anywhere. YES NO

7. Parking area in front of buildings cleaned. YES NO

8. Security cabins cleaned. YES NO

9. Papers / polythene bags / waste materials removed. YES NO

10. DG Set area cleaned. YES NO

11. Garages cleaned. YES NO

12. Approach roads from both sides to MANAGE cleaned twice a week. YES NO

13. Any other item.

Overall Housekeeping and Maintenance Of Open areas: Satisfactory / Not satisfactory

50



7. CHECK LIST

1. Have you enclosed the EMD? YES / NO

2. Have you kept your offer valid for 90 days?

(After opening of financial bid)

YES / NO

3. Have you enclosed the following documents?

a. Documents defining constitution or Legal Status of the

Company or Firm

YES / NO

b. Registration of Firm YES / NO

c. ESI, EPF, Service Tax and Labour License registration certificates YES / NO

d. Profit and loss statement for last 3 years YES / NO

e. Balance Sheet for last 3 years YES / NO

f. Auditor’s Report for last 3 years YES / NO

4. Have you enclosed latest valid Income Tax Clearance Certificate? YES / NO

5. Have you enclosed Power of Attorney in favour of person signing

the bid?

YES / NO

6. Have you signed the pages of bid documents wherever

corrections/additions are made?

YES / NO

7. Have you enclosed the original bid documents? YES / NO

8. List of Machinery / Equipment owned by the contractor / agency for these services? (If applicable)

YES / NO