Indian Institute of Technology, Kanpur · Keeping and Catering Services for Visitors’ Hostel, Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Centre)”

Indian Institute of Technology, Kanpur

TENDER DOCUMENT For

Providing House Keeping and Catering Services for

Visitors’ Hostel (Guest House), Visitors’ hostel extension(Guest House Extension) & PBCEC (Pioneer Batch

Continuing Education Centre)

Tender Notice No. IWD/CO/IITK/2015-16/699 Dated: 16.09.2015

2

SCHEDULE OF EVENTS

Schedule A

Tender Notice No. IWD/CO/IITK/2015-16/… dated

Download the tender Document from http://www.iitk.ac.in/vh orwww.tenderhome.com

Tender Release Date September 16, 2015

Site Visit September 24, 2015, 10.00 AM to 1.00 PM

Pre bid Clarification September 24, 2015, 4.00 p.m. at Conference Room , PBCEC, Visitors’ Hostel, IIT Kanpur

Last date for receipt of bids October07, 2015, 3.00 p.m.

Validity of bid: 90 Days from the date of opening

Tender Fee (non-refundable) Rs. 1000/- + 5% vat = Rs. 1,050 Earnest Money Deposit Rs.1,00,000/-

Place of submission of bids SE, IWD Office

Date & Time for opening of Technical Bid: October07, 2015 4.30 PM.

Place of opening the bids: Conference room , PBCEC, Visitors’ Hostel, IIT Kanpur

Date & Time for Presentation and opening of Financial Bids To be announced

Contract Commencement Date: Nov. 1, 2015

Contract Duration: 12 Months (Extendable up to 36 months on satisfactory performance which shall be reviewed every 12 months)

Note: The prospective bidders are requested to assemble for Site Visit on September24,

2015 @10.00 a.m. inPBCEC conferenceroom. They arerequested to be available on 24 September2015 at 10.00 AM for site visit at PBCEC and at 4.00 PM for clarification, if any.

http://www.iitk.ac.in/vh

http://www.tenderhome.com

mailto:@10.00

3

INDIAN INSTITUTE OF TECHNOLOGY, KANPUR

TENDER NOTICE The Officer In-charge, Visitors’ Hostel and Allied Facilities on behalf of the Director IIT Kanpur Invites sealed tenders under Two-Cover Bid System i.e. Technical Bid and Financial Bid in separate covers fromreputed, experienced and financially sound Companies/Firms/Agencies for “Providing House Keeping and Catering Services for Visitors’ Hostel, Visitors’ hostel extension&PBCEC (Pioneer Batch Continuing Education Centre)”

The tender documents can be downloaded from the website: http://www.iitk.ac.in/vhor www.tenderhome.com Interested Companies/ Firms/ Agencies may depositbid documents, complete in all respects along with Earnest Money Deposit (EMD), tender fees and other requisite documents, in the Tender Box kept at the Office of the Officer In-charge, Visitors’ Hostel and Allied Facilities,located in Visitors’ Hostel, IIT Kanpur-208016, UP on or before 3:00 PM on October 07, 2015. Tender Notice No.: IWD/CO/IITK/2015-16/699 dated 16.09.2015 Officer-In-Charge Visitors’ Hostel

http://www.iitk.ac.in/vhor

http://www.tenderhome.com

4

DOCUMENTS TO BE SUBMITTED Technical Bid : Annexure – II

(Attach all documents, declarations, details etc.)

Financial bid : Annexure – III-A to III-H (Attach documents, details/bills of quantities etc.)

Check List : Annexure – VI

FEES TO BE DEPOSITED (ATTACH SEPARATE DEMAND DRAFTS WITH THE TECHNICAL BID)

Tender Fee : Rs.1,000/- + 5% vat = Rs 1,050/-

E.M.D : Rs.1,00,000/-

Note: Bidders must submit the Technical and FinancialBids in separate sealed envelopes, each superscripted as “Technical Bid” and “Financial Bid” respectively and put these in a bigger sealed cover, subscribing “Tender Notice No.IWD/CO/IITK/2015-16/… datedand “Tender forProviding House Keeping and Catering Services for Visitors’ Hostel, Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Centre)” The tender fee and EMD, drawn on any nationalized bank in favor of “The Director, Indian Institute of Technology Kanpur 208016”, as separate demand drafts, should be enclosed in the Technical Bid envelope. PROCESS OF SELECTION OF AGENCY FOR OUTSOURCING OF SERVICES

1. Release of web and newspaper advertisement inviting proposals fromreputed &registered companies engaged in providing services in Visitor Hostels of reputed Government Institutions / PSUs or other equivalent establishments.

2. Bidders are required to submit the complete proposal (in two-cover format) on or before the deadline given in Schedule A.

3. The technical bids will be opened on the day and time indicated in Schedule A in the presence of authorized representatives of the company. Representatives of the companies invited for technical bid opening maybe asked to give presentations on their strengths and suitability to meet our standards, before the technical committee appointed by the Institute.

4. The technical committee will evaluate the proposals on various parameters (as defined in Annexure I); Agencies meeting the bidder’s eligibility criteria and scoring a minimum of 40 marks (out of 70) will be technically qualified. The evaluation of the technical committee is final and binding.

5. The Financial bid of technically qualified bidders will be opened in the presence of representative ofthe technically qualified agencies at a date and time to be communicated later.

6. A techno-financial evaluation (70 marks for technical and 30marks for financial) would be used in deciding the successful bidder. The techno-financial evaluation scheme is detailed in Annexure I.

5

1. INTRODUCTION

Indian Institute of Technology Kanpur (IITK) an autonomous academic Institute under the Ministry of Human Resource Development, Government of India is desirous of appointing an agency/firm for“Providing House Keeping and Catering Services for its Visitors’ Hostel, Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Centre).”

DESCRIPTION OF VISITORS’ HOSTEL, VISITORS’ HOSTEL EXTENSION & PBCEC

Visitors’ Hostel is situated inside the campus of the Institute,with exclusive and fully secured premises of its own. The sprawling complex of the Visitors’ Hostel stands on a plot of land measuring 12,000 square meters, amidst lush green lawns and comprises a two storied Visitors’ Hostel building, centrally located Dining services, a Visitors’ Lounge used frequently for organizing meetingsetc. and a separate single storied building designated as “Pioneer Batch Continuing Education Center” (PBCEC).

The Plinth Area of the buildings in Visitors’ Hostel complex is approximately 4000 square meters.

The Visitors’ Hostel, Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Centre) comprise the following Accommodation/Conferencing facilities as listed below

Name Of Building Accommodation & Facilities Visitors’ Hostel (VH) 15 Suites with small Kitchenette

70 Guest Rooms(twin Bed) 02 Dining Halls 01 VH Meeting Lounge 01 Guest Lobby Front Office Back Offices

Pioneer Batch Continuing Education Centre (PBCEC)

02 Seminar Room 01 Conference Room 01 Meeting Rooms 01 Lobby

VH Extension 46 Guest Rooms (twin-bed) 1 Store room 1 Office

All the Buildings arein reasonably good condition at present. The offices are well equipped with telephones, computers etc. The Guest Rooms are well furnished and equipped with internal telephone, television, and hot and cold water supply. Each Guest room has an attached toilet and independent balcony sit-out.

A pre-bid meeting with theprospective bidders will be held, as indicated in Schedule A,to appraise them about the Visitors’ Hostel operation, expectations of the Institute and to familiarize them with the scope of work and obligations in the proposed contract. The prospective bidders expressing interest must visit the Visitors’ Hostel, Visitors’ hostel extension & PBCEC,and acquaint themselves with the scope and schedule of work, supervision and commitment needed on the dateset for the pre-bid meeting.

6

IIT Kanpurexpects the Visitors’ Hostel, Visitors’ hostel extension & PBCEC to be maintained as a high end facility for our visiting academic community, ensuring state-ofthe-art housekeeping and catering and service management at the level of a Three Star standard. 2. DEFINITIONS

Unless repugnant to the subject or context of usage, the following expressions used shall carry the meaning hereunder respectively assigned to them:

1. The expression “Owner” and/or “Institute” occurring in the tender document shall mean IIT Kanpur;

2. The expression “Bidder” shall mean the tenderer who submits the tender for the work and shall include the successor and permitted assigns of the tenderer;

3. The expression “Contractor” shall mean the successful bidder selected by the Institute for carrying out the subject work, and shall include the successor and permitted assigns of the bidder;

4. “The Officer In-charge” shall mean any representative of the Institute authorized to act as the Officer In-charge of the work or any specified part thereof;

5. “Work” and “Scope of work” shall mean the totality of the work/services and supplies of food and other materials by expression or implication envisaged in the contract and shall include all materials, equipment and labour required for commencement, performance, provision or completion thereof;

6. IITK shall mean Indian Institute of Technology Kanpur;

7. “Contract” shall mean the contract for the work and shall include the tender document, the specifications, general and special conditions of contract of IITK, the letter of acceptance and the acceptable rates/bill of quantities in price bid etc.;

8. “Course” shall mean regular academic program and short term management/executive development programs, including academic/scientific training programs or events, seminars, workshops, conferences, summer or winter schools etc. which are being conducted or allowed to be conducted by the Institute from time to time on residential or non-residential basis;

9. “Meals” shall include all inputs from the dining hall/kitchen, including bed tea, breakfast, lunch, dinner, evening tea-snacks, bottled water etc., including those served by the contractor under special arrangements on various occasions;

10. Visitors’ Hostel, Visitors’ hostel extension & PBCEC” shall mean in the present tender, Visitors’ Hostel, Visitors’ hostel extension & PBCECas mentioned in para-1;

11. “Competent Authority” shall mean the Director, IIT Kanpur or any other Officer/Officer-In-Charge designated by him for the purpose of this work/tender pertaining to the Visitors’ Hostel and Allied Facilities, maintenance thereof and powers delegated thereto, for the conduct of the defined work and smooth running of the Visitors’ Hostel, Visitors’Hostel extension & PBCEC.

SPECIAL NOTE The bidder should specify the average monthly manpower required for housekeeping, kitchen, catering (Food and Beverage (F&B)) service and maintenance for the Visitors’ Hostels,Visitors’Hostel extension & PBCEC, considering from 0-100% occupancy.

7

3. MINIMUM QUALIFICATIONS REQUIRED FOR BIDDING

The bidders having following minimum qualification are eligible to apply:

1. The bidder should have minimum 3 (Three) years of experience in providing housekeeping services, reception and room allotment, general maintenance services, catering services, etc., for a minimum of 100 room Guest House or 200 guests. Preference will be given to bidders having national presence and ISO 9001-2000 certification.

2. The bidder shall have at least 1(One) ongoingsimilar contract for at least 100 or more rooms capacity.

3. The bidder shall have an average annual turnover of Rs.1 crore (from housekeeping and catering services only) in the last 3 financial years.

4. The bidder /Company / Firm / Agency should have at least 2 successfully executed contracts in the last 3 years in providing similar services to Public Sector Companies/Government Departments/Research Organizations/reputed private organizations.Of these, at least one should be for a Public Sector Company/Government Department.

5. The bidder/ Company / Firm / Agency should be registered with the appropriate registration authority(ies) (labour commissioner etc.).

6. The bidder /Company / Firm / Agency should be registered with Income Tax, Service Tax and all other relevant departments.

7. The bidder /Company / Firm / Agency should be registered with appropriate authorities under the Employees Provident Fund and Employees State Insurance Acts.

8. Either the Registered Office or one of the Branch Offices of the bidder should be located in Uttar Pradesh and/or Delhi NCR.

9. The bidder /Company / Firm / Agency should have its own Bank Account.

Bidders must submit documentary proof in support of meeting each of the above minimum qualification criteria. A simple undertaking by the bidder for any of the stated criteria will not suffice the purpose. All documentary proof must be listed on the letter pad of the company and enclosed in a cover, to be submitted with the technical bid.

4. SCOPE OF SERVICES TO BE PROVIDED BY THE AGENCY 4.1 Housekeeping and Facility Management Services for Visitors’ Hostel, Visitors’Hostel Extension & PBCEC.

1. Receiving and allotting accommodation to the guests coming to stay at Visitors’ Hostel and Allied Facilities; services include managing the reception and office (for details refer to Annexure – V), round the clock on all days of the year, maintenance of allotment register, billing, allotment and opening of rooms for bonafide occupants,perfect upkeep of rooms through good housekeeping, and room service (which includes provision of bottled drinking water and waiter service).

2. Maintenance and cleaning on daily basis of all the rooms (with toilet cum bath), kitchen, dining hall, glass window pane, venation blinds and all fixtures/furniture at the Visitors’ Hostel and Allied Facilities as listed including the office/meeting rooms on the ground floor/first floor and

8

other rooms belonging to the Visitor Hostel and Allied Facilities, shall be the duty of contractor.A status report on day to day basis will be maintained by the supervisor as a permanent record and may be sent to the office daily.

3. Bedroom linen and Bathroom towels shall be changed every day whenever the rooms are in use. In case of higher requirement (during high occupancy) fresh linen, towel etc. should be provided as per requirement. A floor register for this purpose shall be maintained by the contractor and will be scrutinized by IITKofficial from time to time.

4. Floors of the rooms and corridor/wings will be cleaned daily with ISI mark detergent/phenyl (harmless WHO certified chemicals) and will be kept clean at all the time. Carpets wherever available, shall be cleaned daily by vacuum cleaner and dry cleaning will be done on quarterly basis, as per requirement. Cleaning of sofa set, covers, curtains will also be done on monthly/quarterly basis, as per requirement. The contractor at his own expense shall arrange all consumable and cleaning materials for cleaning and dry cleaning. Mosquito repellent, anti-mosquito spray/fumigation, rodent and pest control, fly/ultrasonic repugnant, etc., shall be done periodically by the contractor at no extra cost.

5. Bathroom/toilet shall be cleaned daily and mopped up with ISI marked phenyl. Air filters of Split/Window type air conditioner will be thoroughly cleaned. Deodorant/Colin/Room Spray shall be used for better results. Liquid Soap Dispenser/ Bath Soap, tissue rolls, toilet paper, odonil, naphthalene balls, room freshener, harpic, duster brooms and the cleaning/sanitary materials etc. will be provided by the contractor at no extra cost (For details see Annexure – V).

6. The contractor should be responsible for quality cleaning of bed and bath linens as per industry norms. The contractor should also provide laundry services to the guest(s) on payment basis at rates approved by IITKAuthority. Travel/Help Desk should assist the guests’ requirement.

7. Cleaning of towels and bed sheet should be done every day when the room is in use. Curtains to be dry cleaned every three months and blankets also to be dry cleaned every quarter during winter by the contractor at no extra charge.

8. Toiletries items to be supplied daily in a sachet (shampoo + oil + soap) etc., daily supply can be on the basis of usage of room i.e. one sachet per person per day. A liquid hand wash, good quality shoe shine/polish, shoe brush and pair of disposable slippers, be also kept as reserved in each VIP rooms (rooms 1 – 15 in the Visitors’ Hostels).

9. The contractor should promptly send request to Institute Works Department for electrical, carpenterand plumber as and when the repairs are reported.

10. The contractor shall ensure overall general maintenance, like drainage, cleaning, garbage disposal (dry and wet garbage/plastic and non-plastic waste disposal etc., in an eco-friendly manner, using protective/closed bins), services and repairs (electrical, plumbing, HVAC etc.), breakdowns, emergency relief and help on urgency basis. To ensure that managers/ Supervisors are sufficiently trained and equipped with mobile phones.

11. The agency has to provide the necessary contract labourers (housekeeping, room boys, supervisors and facility manager) as required for the Visitors’ Hostels and Allied Facilities

12. House Keeping Management during several institute events in PBCEC Building of Visitors’ Hostel shall be the sole responsibility of contactor.

9

13. Apart from the daily cleaning services, the agency shall be required to provide housekeeping services to Prestige Standard for all the Rooms and Toilets during the hosting of several institute events at PBCEC Building of Visitors’ Hostel.

4.2 Catering (Food & Beverages)

The agency shall take up the responsibility of supplying and serving breakfast/lunch/dinner as well as morning/evening coffee/tea for the guests. The sample menu for breakfast/lunch/dinner is enclosed in Annexure IV.

1. The agency shall supply additional lunch/dinner as requested by the departments/units on a chargeable basis. Such requests will be placed, as for as possible, 1 day in advance.

2. The agency shall also be asked to supply and serve special lunch/dinner for departments/units as requested, on fixed rates.

3. The agency shall be responsible for cleaning and washing of the cutleries, crockeries and other utensils used for preparing and serving coffee/tea/break-fast/lunch/dinner.

4. The agency is permitted to utilize the kitchen and store available in theVisitors’ Hostel for the purpose of cooking/storing the necessary vegetables/groceries. Cooking for regular break-fast/lunch/dinner must be done in the Visitors’ Hostel kitchen. The agency shall keep the store-room, kitchen, and dining area clean.

5. The agency shall maintain the account of the number of breakfast/lunch/dinner provided on a per day basis and submit the bill to the Institute at the end of every month.

6. The agency is responsible for charging the guests for the number of breakfast / lunch / dinner / coffee / tea they have ordered. (b) The contractor has to arrange himself all the provision items for cooking, cleaning materials, labourers for cooking (assistants, skilled, and supervisory staff). The Visitors’ Hostel will be available for operation in as is where in condition, for maintaining it in upright, spic and span good condition.

7. Dining hall/Kitchen/Cafeteria service shall be rendered in hygienic condition by trained chefs, cooks, cleaners etc., details of which may be indicated as required in the Annexure –III. Appropriate pest-control treatment in kitchen/store- room areas must be undertaken periodically (once a week).

8. Meals should be provided as per the agreed menu and the rates as fixed. The menu details are given in Annexure–IV for which the rate to be mentioned in Annexure–III. Menu/rates should also be indicated for events or special occasions (viz., seminars, workshops, conferences, summer/winters schools etc.) on per head basis for Lunch / Dinner, for vegetarian and non-vegetarian dishes.

9. Kitchen items and utensils, except available in the Visitors’ Hostel, will be arranged by the contractor as per the requirement at no extra charge. Repairand maintenance of the items under contractor control like gas stoves, refrigerator, water cooler, water purifier, bread toaster, mixer/grinder and other housekeeping and electrical equipment’s etc., will be done by the contractor at no extra charge.

10. Sanitation in case of outbreak of epidemic or any such special circumstances will be the sole responsibility of the contractor.

11. The agency has to provide the necessary contract labourers (chef, cooks, assistant cooks, waiters, and other assistants) as required for the Visitors’ Hostels and Allied Facilities.

10

12. The agency shall be required to provide occasional snacks/tea/high tea in various buildings of the institute including PBCEC during the hosting of several institute events

Note: The contractor needs to maintain records for various departments (as per Annexure – V) which shall be subject to examination by the designated officer of the Visitor Hostel, IIT Kanpur Any deterioration in providing above services shall attract the provision of deduction, penalty or fine, pertaining to payment. Minor repair work at the time of urgency will be attended by the contractor at no extra cost, unless it requires replacement of fittings and fixtures. Adequate monitoring and control system be put in place for best services.

5. Obligation ofIIT Kanpur

The Institute shall provide following inventory:

1. Furnishing of Rooms.

2. Air Conditioners, Voltage Stabilizers(If required), TVs, Geysers, etc.

3. Provision of curtain, blanket, looking mirror, towels, bed sheet, bed cover, mattress, protector cover, pillow, pillow cover, wall clock, table lamp, wall hangings etc. as one time support.

4. Telephone instruments and extensions, computer/ modem/TCPIP connection.

5. Electrical fittings, tube lights, bulbs, fans, etc., as aggregate level infrastructure will be provided.

6. Payment of electricity charges, water charges, telephone bills, house/municipal tax shall be taken care of by IITK

7. Renovation/ addition to the building, solar water heating, firefighting equipment’s, emergency power line etc. shall be taken care of by the institute.

8. Cable TV Connection and Its Monthly Subscription will be provided by the institute.

9. Matter related to civil or major electrical works shall be taken care of by the institute.

10. Racks, Almirah, Room Locking arrangements, shoe/luggage rack etc. as one time support.

11. IITKwill provide a comprehensive computing software and room reservation/ allotment system, networked connection/interface, billing, inventory management and complaint redressal mechanism through the said software.

12. CUGL Cooking Gas Connection Available in Kitchen, Consumption Charges shall be borne by the institute.

IITKwill hand over to the Agency materials like beds, cots, linen chairs, tables, mixer/grinder fridges, kitchen equipment’s, machineries’ etc. and the Agency has to agree to keep proper acknowledgement and Agency shall take care to maintain these items properly. Malfunctioning of any equipment shall not to be entertained as excuse for unsatisfactory services. Upon end of contract / termination thereof, the Agency is liable to return the same to IITKin good working condition barring normal wear and tear. For shortage/misplacement/theft, replacement cost of the items will be recovered from the final bill or security deposit.

6. TERMS AND CONDITIONS GENERAL

1. Bids submitted after the deadline shall not be accepted under any circumstances whatsoever.

11

2. Any conditional bid shall not be considered and will be out rightly rejected in the very first instance.

3. The bidder shall quote the Technical and Financial bids as per the format enclosed as Annexure II and III respectively.

4. The Earnest Money will be forfeited if the bidder rescinds from the offer.

5. The bidder should include the list of firms where they have provided similar services at least in the last 3 years, along with name, phone and fax number of the contact person there, so that references for their services can be obtained, if required.

6. All entries in the bid form should be legible and clear. If the space for furnishing information is insufficient, a separate sheet duly signed by the authorized signatory may be attached. No overwriting or cutting is permitted in the Financial Bid Form. In such cases, the tender shall be summarily rejected.Cuttings, if any, in the Technical Bid must be initialed by the person authorized to sign the bid.

7. IITKbeing an Educational Institution, the contractor will not allow or permit his employees to participate in any trade union activities or agitation in the premises of the owner.

8. All personnel/employees/workmen employed by the agency shall be, preferably, in the age group of 21 – 50 with good health and sound mind. The personnel/employees/workmen of the agency shall be liable to security screening by the Security Staff/Agencies deployed by IITK

9. The agency shall not be allowed to transfer, assign, pledge or sub-contract its rights and liabilities under this contract to any other agency without the prior written consent of IITK

10. The agency shall appoint fully qualified and competent workers; appropriate operations-in-charge personnel should be deployed by the agency, at their own cost, to ensure that the services rendered by them are at the level of three starand the responsibility and obligations undertaken by them are carried out to utmost satisfaction of the IITK The agency as an employer of its employees/workmen shall have exclusive right to appoint, substitute, suspend and terminate the services of any of their employees / workmen to fulfill their obligations under this agreement with enough reasons for doing so, with approval of the institute authority.

11. The employees/workmen employed by the agency shall always be under the direct and exclusive control and supervision of the agency and the agency may transfer its employees / workmen and in accordance with their needs, provided in consultation with the Officer In-Charge, Visitors’ Hostel Allied Facilities/the officer designated by the Director, IITK Adequate and necessary numbers of employees / workmen are deployed by the agency for fulfillment of their contractual obligations under this agreement. It shall be the sole responsibility of the Service Provider to ensure that employees/workmen, deployed by him, fulfill the obligations undertaken by the Service Provider under this agreement and the Service Provider shall provide such employees/workmen at his own cost, with such equipment and other paraphernalia as may be considered necessary.

12. The number and composition of staff required for VH, VH extension & PBCEC should be given in prescribed forms. The tenderer should have sufficient number of permanent employees on roll, specifically qualified and trained for housekeeping and allied work as per tender requirement (For details refer to Annexure – V).

13. The successful bidder shall furnish the following documents in respect of the individual manpower who will be deployed toIITK before the commencement of work:

12

a. List of Manpower short listed by agency for deployment at IITK containing full details i.e. date of birth, marital status, address etc.;

b. Bio-data of the persons with passport size photograph

c. Character certificate from a Gazetted officer of the Central / State Government.

d. Certificate of verification of antecedents of persons by local police authority.

e. Their deployment will be only after the clearance from the security unit of IIT Kanpur.

14. The selected agency shall provide name badges and identity cards, bearing the photograph of the personnel and personal information such as name, date of birth, age and identification mark etc. to the personnel deployed at the Visitors’ Hostels

15. Services will be provided by presentable, neatly attired and well-mannered qualified and trained Attendant/personnel as per their functional designation, mentioned in Annexure – III-. The personnel deployed (preferred age group: 21-50 years) of certified character and antecedents be Indian national and must display name badges and identity card signed by the agency/contractor and be conversant in speaking Hindi, English and local languages.

16. The agency should provide appropriate winter and summer uniforms to all personnel employed by him. The staff should wear uniforms as per their job assignments. Staffs working without uniform are liable to be turned down from being engaged in work in the Visitors’ Hostels. The specified uniforms are as follows:

a. Waiter - Black full Trousers & White Shirts and Black Shoes.

b. Cooks - Appropriate uniform with Apron and Cap

c. Housekeeping staff – Appropriate uniform for gents and ladies.

17. The contractor should ensure to maintain adequate number of manpower to meet the contractual obligation and also arrange a pool of standby manpower for special occasions

18. Any theft or damage caused due to negligence of the contractor shall be borne by the contractor. Appropriate amount of penalty after due consideration and hearing will be imposed by Director, IIT Kanpur or an officer nominated by him on his behalf, and the same will be deducted from the monthly bill of the contractor.

19. All personnel and their bags and baggage deployed with the contractor shall be liable for physical security check both at the time of entry and leaving the Visitors’ Hostel campus. The institute may introduce a system of Bio Metric/ RFID attendance/ GIS checking system, bar coding or any other technology solutions, which will be binding and applicable on all such personnel engaged by the contractor or agencies, rendering service to the Visitors’ Hostel and Allied Facilities.

20. The services will be provided round the clock on all days of the year (24 x 7 x 365) with sufficient number of manpower required to run the operation. Leaves of the contract employees of the agency should be strictly as per the statutory norms. Any unauthorized leave availed would be subject to penalty to the contractor.

21. No items will be taken out of the Visitors’ Hostel and Allied Facilities without written permission of the Officer In-charge, Visitors’ Hostel and Allied Facilities or the designated officernominated by the Director,IITK Normally no inventory be shifted from one room/ place to another, without approval of Officer In-charge, Visitors’ Hostel and Allied Facilities /designated officer and making valid entry in the stock register of the inventory.

13

22. The allotment of rooms (accommodation), in the Visitors’ Hostel will be done by a nominated official of IIT Kanpur The institute will introduce a web/IT based room reservation system/billing etc. which will be binding and acceptable to the contractor.

23. Room and catering charges will be collected by the contractor and the same will deposited with the official nominated by IITK Room charges including advance collected during Saturdays, Sundays and notified holidays should be deposited on next working day, failing which 24% interest will be charged on the withheld amount from the contractor.

24. No Accommodation for workmen, Supervisors and proprietor shall be provided by the institute the Agency shall have to make his own Agreement for the lodging and boarding for their workmen.

25. The contractor or his representative will not allow any unauthorized person including company officials to stay in the Visitors’ Hostel. If at any time or during surprise check it is found that any unauthorized person is staying in the Visitors’ Hostel, the contractor will be directly responsible and a financial penalty of Rs.10, 000/- per day will be imposed on the contractor for the damage and the same will be recorded in the complaints precedence register.

26. IITKwill not be responsible for any injury, accident, disability, or loss of life to the contractor or to any of its personal that may take place while on daily or conservancy duties. Any compensation or expenditure towards treatment of such injury, accident or loss of life shall be the sole responsibility of the contractor. The contractor has to make his own arrangements towards health insurance, accidental and disability coverage and domiciliary treatments of all personal engaged by them under their pay roll and submit a proof to this effect.

27. Compliance of policy regulation viz., payment of central government minimum wages act, employers liability act, contract labour (regulation & abolition) act, the workmen compensation act, industrial dispute act, maternity benefit act, employee state insurance act, provident fund act, miscellaneous provision act and labour license of state and central government, as on the date in existence or revised/changes in the future, will be whole sole responsibility of the contractor. In this regard the contractor at all-time should indemnify IIT Kanpur against all claims and will maintain necessary books, logs, register, verification, returns, receipts, computerized database etc., mandatory as per the law and as per the government rules and make its available for inspection/verification to the concerned government officer/labour enforcement officer/regional provident fund commissioner, as and when required. Failure to comply such instructions will lead to imposition of fine by State/Government machinery and summary termination of contract and/or such other action as the state me deem fit. A copy of all such compliances, statements, payments made to the statutory authorities etc., including registration number shall be provided to the IITKauthority for verification and record.

28. The contract is for a period of 12 months, extendable up to 36 months, subject to satisfactory services by the agency which shall be reviewed every 12 months.

29. The contractor will be exclusively responsible to meet and comply with all legal requirements with respect to food items prepared and sold by him to the Visitors’ Hostel, IIT Kanpur, including with respect to raw material and ingredients incorporated therein, and shall be exclusively responsible for any infraction of the provisions of any applicable law with regard to preparation, storage, service and sale of food, including the provision of the Prevention of Food Adulteration Act, The Essential Commodities Act, The Weight & Measures Act and all rules, regulation and order framed there under, including safety and health of all consumers/residents under the said contract. The contractor should keep the owner indemnified from and against any claim of

14

infection, food poisoning or illness arising from any bad, stale or defective food or materials provided as meals during the entire contract period.

30. The Cable Network / Dish TV will be provided by IITKin all rooms.

31. It shall be the responsibility of contractor to keep the hostel premises free from the menace of dogs and stray cattle.

LEGAL

For all intents and purposes, the bidder shall be the “Employer” within the meaning of different Labour Legislations in respect of manpower so employed and deployed at IITK for contractual services.

1. The selected agency shall be solely responsible for the redressal of grievances / resolution of disputes relating to person deployed. IITK shall in no way, be responsible for settlement of such issues whatsoever. IITKshall not be responsible for any damages, losses, FINANCIAL or other injury claims to any person deployed by service providing agency in the course of their performing the functions/duties, or for payment towards any compensation.

2. The manpower deployed by the contractor shall not have any claims of Master and Servant relationship vis-à-vis IITKnor have any principal and agent relationship with or against IITK

3. The manpower deployed by the contractor for the contract job shall not be entitled for claim, pay, perks and other facilities which may be admissible to casual, ad-hoc regular / confirmed employees ofIITK during the currency or after expiry of the contract. In case of termination of the contract also, the persons deployed by the contractor shall not be entitled to or and will have any claim for absorption or relaxation for absorption in the regular / otherwise capacity in IITK The Contractor should communicate the above to all the manpower deployed in IITKby the contractor.

4. The selected agency will be required to pay minimum wages as prescribed under the Minimum Wages Act of Central Government. The bidder will maintain proper record as required under the Law / Acts. The contractor shall be responsible for fulfilling the requirement of all the licenses and other statutory provisions of Minimum Wages Act. The authorized representative of Institute& officials of the concerned ministries shall be entitled to inspect these records at any time. In general, the contractor shall be responsible for strict compliance of all statutory provisions of the relevant laws applicable from time to time for carrying out the contract job. If due to any reason whatsoever, Institute is made liable to pay any liabilities payable by the contractor under any of the said laws and enactments etc. for any reason whatsoever, the Institute shall recover the same from any dues payable by Institute to the contractor and/or from the security deposit of the contractor.

5. The selected agency will be responsible for compliance of all statutory provisions relating to Provident Fund, and Employees State Insurance etc. in respect of the persons deployed by it at IITK

6. The selected agency shall also be liable for depositing all taxes, levies, Cass etc. on account of service rendered by it to IITKto concerned tax collection authorities from time to time as per extant rules and regulations.

7. The selected agency shall maintain all statutory registers under the applicable Law. The agency shall produce the same on demand to the concerned authority of IITKor any other authority under Law.

15

8. The Tax Deduction at Source (T.D.S.) shall be deducted as per the provisions of the Tax Department, as amended from time to time and a certificate to this effect shall be provided to the agency by IITK

9. In case, the service provider fails to comply with any statutory / taxation liability under appropriate law, and as a result thereof IITKis put to any loss / obligation, monetary or otherwise, IITKwill be entitled to get itself reimbursed out of the outstanding bills or the Performance Security Deposit of the agency, to the extent of the loss or obligation in monetary terms

10. The selected agency will indemnify IITKfrom all legal, FINANCIAL, statutory, taxation, and associated other liabilities.

11. To resolve any dispute/legal issue matter will be referred toDirector, IITKor a person nominated by him. If any dispute/legal issues are not settled through arbitration, then legal jurisdiction would be Kanpur only.

12. Except as otherwise provided elsewhere in the contract, if any dispute, difference, question or disagreement or matter whatsoever, shall, before or after completion or abandonment of work or during extended period, hereafter arises between the parties, as to the meaning, operation or effect of the contract or out of or relating to the contract or breach therefore, shall be referred to a Sole Arbitrator to be appointed by the Director of the Institute at the time of the dispute.

13. If the arbitrator to whom the matter is originally referred dies or refuses to act or resigns for any reason from the position of arbitration, it shall be lawful for the Director of the Institute to appoint another person to act as arbitrator in the manner aforesaid. Such person shall be entitled to proceed with reference from the stage at which it was left by his predecessor if both the parties consent to his effect, failing which the arbitrator shall be entitled to proceed de-novo.

14. It is a term of the contract that the party invoking arbitration shall specify all disputes to be referred to arbitrator at the time of invocation of arbitration under the clause. It is a terms of the contract that cost of an arbitration shall be borne by the parties them self The venue of arbitration, if any, shall be at Kanpur

15. Subject as aforesaid the provisionof the Arbitration and Conciliation Act 1996 and any statutory modification or re-enactment thereof rules made there under and for the time being inforce shall apply to the arbitration proceedings under this clause.

FINANCIAL

1. The EMD in respect of the agencies which do not qualify the Technical Bid (First Stage) / Financial Bid (Second competitive stage) shall be returned to them without any interest. However, the E.M.D. in respect of the successful bidder shall be adjusted towards the Performance Security Deposit. Further, if the agency fails to deploy manpower against the initial requirement within 15 days from date of placing the order the EMD shall stand forfeited without giving any further notice and the contract will be terminated.

2. Bids offering rates which are lower than the minimum wages for the pertinent category would be rejected.

16

3. The proof of remittance of statutory contribution of PF, ESI of the employer and employee to the appropriate agency, for those employed at IITK must be provided by the selected agency to IITKevery month along with the claim bill, failing which the claim bill shall not be settled.

4. The successful bidder will have to deposit a Performance Security Deposit of 10% of the total value of contract amount for one year, subject to the revision at the time of placing the work order, within 15 days of the receipt of the formal order. The performance security will be furnished in the form of an account payee Demand Draft or Bank Guarantee drawn in favour of “The Director, IITK” payable at Kanpur 208016. The performance security should remain valid for a period of 60 days beyond the date of completion of all the contractual obligations of the service provider.

5. In case of breach of any terms and conditions attached to this contract, the Performance Security Deposit of the agency will be liable to be forfeited besides termination of the contract.

6. The agency shall raise the bill, in duplicate, along with the following documents in respect of the persons deployed and submit the same to The Officer In-Charge,Visitors’ Hostel, IITK in the third week of the subsequent month or earlier, but after disbursement of wages to the contract laborers. As far as possible the payment will be released within four weeks from the date of submission of bills in all respects.

a. Current months Invoice

b. Current monthsAcquittance (Wage) Register duly signed by the individual contract Laborers

c. Current months Attendance Register

d. Current months ESI remittance challan with consolidate breakup details

e. Current months EPF remittance challan, as applicable, with consolidated breakup details

f. In addition Half yearly returns submitted to EPFO & ESIC are also to be submitted whenever due.

7. During the course of the contract, any increase in the minimum wages as announced by the Central Government (and applicable increase in ESI, PF)is applicable for the housekeeping component only, and correspondingincrease in contractor’s administrative charges will be borne by the Institute, subject to producing documents for disbursing the increased wages.

8. The rate/price quoted for catering (Annexure III-B and III-D) are subject to a nominal escalation each year (upto a maximum of 10%); the exact increase will be negotiated by theInstitute on the basis of All India Consumer Price Index.

9. All other charges (other than statutory levies) will remain fixed during the duration of the contract.

17

7. EXPERIENCE AND QUALIFICATION OF STAFF

The experience, qualification of the staff being deployed by the Agency should be:

1. The Facility Manager should have minimum 5 years of Industry experience and Diploma/Degree in Hotel Management and Catering Technology from recognized Institute or Catering College. Fluency in English, Hindi and at least one local language is essential.

2. Facility Supervisor should have 3 to 5 of years’ experience in a reputed hotel, large industrial canteens, establishment or Institution. One year craft course in F&B service is desirable. Fluency in English, Hindi and at least one local language is essential.

3. The Chief Cook (Chef) should have at least 3-5 years’ experience in a reputed hotels, large industrial catering in multi-cuisine preparation. One year craft course in cooking is desirable.

4. Cooks and Assistant cooks should have at least 2-3 years in reputed hotel and large institutional cooking experience.

5. Other contract personnel for house-keeping, room-boy, and waiters for dining area, being engaged by the agency should have minimum experience of 2-3 years’ experience in their respective fields.

6. The service personnel being engaged by the Agency should be polite, smart and physically sound.

7. All the personnel being engaged by the Agency should wear the formal dress. Formal dress means white full-sleeves shirt and black trouser and black shoes as summer uniform and the same dress with black sweaters as winter uniform. They should be provided with hand gloves while serving the food.

8. HANDING / TAKING OVER

The fittings, fixtures, furniture’s, furnishings, linen, gadgets and all other items will be properly handed over after making separate kitchen inventory/bar coding and details of each items giving specification, duly signed by institute representative of the Visitors’ Hostel, IIT Kanpur and the contractor for the Visitors’ Hostel. Each room shall display the inventory list and be reconciled on quarterly basis with compulsory annual inventory verification of the complete Visitors’ Hostel.

9. TENDER FEE AND EMD

1. The tender document, terms and condition and qualification required can be obtained from the office of the Officer In-charge, Visitors’ Hostel and Allied Facilities on payment of Rs.1000/- +5% vat by Demand or by downloading a copy of the same posted at the Institute website (http://www.iitk.ac.in/vh and www.tenderhome.com) and enclosing a tender fee of Rs.1,000/- +5% vat by Demand Draft drawn in favour of ‘The Director, Indian Institute of Technology Kanpur, payable at SBI, IIT Kanpur Branch (Branch Code: 1161), from any nationalized/scheduled bank. The tender fee is non-refundable.

2. The proposal complete in all respect be submitted along with an Earnest Money Deposit (EMD) of Rs.100000/- to be paid by Demand Draft drawn in favour of ‘Director, Indian Institute of Technology, Kanpur, payable at SBI, IIT Kanpur Branch (Branch Code :1161), from any nationalized/scheduled bank.

http://www.iitk.ac.in/vh

http://www.tenderhome.com)

18

3. The EMD deposit via demand draft should remain valid for at least 90 days (three months) from the last date of submission of tender.

4. No interest is payable on refund of EMD.

10. TERMS OF PAYMENT

1. The agency should deploy the manpower as mentioned in the Special Note andas per the manpower provided for the particular month of claim.

2. The contractor will be paid as per approved rate (award of contract/work order) on monthly basis by IITKfor the services provided on receipt of pre-receipted bill (in triplicate, at accepted bill of quantities), after invoice entry and certification the satisfactory services have been rendered during the month.

3. Attendance sheet, with signature/attendance status of persons deployed and verified (by the identified person of the Institute) shall be enclosed with the bill. A copy of challan in proof of PF and ESI deposited and any other payments thereto contractual and statutory obligation, made in respect of such engaged employees from the previous month deputed for this work, be enclosed by the contractor, with the monthly bills. A certificate that previous month payments of the employees under the contract and payment to the supplier/general order vendors has been made and cleared in all respect shall be enclosed, along with the list/details of such disbursement. It is mandatory that all such disbursements be done by cheque/pay order or bank-e –transfer.

4. Monthly payment will be made within 15 days of submission of bills, in favour of the contractor (in the name of the firm/agency, as per award of contract and agreement) after making necessary deductions (Income Tax/TDS, surcharge, other statutory taxes, losses, penalty etc.). The Sale Tax/VAT and Service Tax (if applicable, as per rules) shall be paid on submission of documentary proof.

5. The contractor need to provide details of his Bank Account number, name and address of the bank, Branch and Branch Code and IFSC code etc., to facilitate payment through bank (e-payment process).

6. If the scope of service increases (as per written communication and record) and/or at the time of award of the contract, including extension of 1year and part thereof, including complete month, after the period of contract or otherwise, same will be extended on mutually agreed terms and condition.

7. IITKauthority will have the right to inspect the books of accounts of the firm/agency.

11. PERFORMANCE SECURITY DEPOSIT

The contractor shall submit a Bank Guarantee or FDR (@10% of the total contract value for 12 months) in favour of Director “Indian Institute of Technology Kanpur”, drawn on any nationalized/scheduled bank, towards Performance Security Deposit. This deposit shall be forfeited in case the contractor, who fails to discharge its duties/commitments or whose contract is terminated pre-maturely. The security money so deposited with the Institute will be released after three months of expiry of agreement period if not extended otherwise.

19

12. TERMINATION OF CONTRACT

1. If the services of the contractor are not found satisfactory they will be issued a written notice for improvement by the IITKauthority. If satisfactory improvement is not found (within 2 weeks) after this notice, penalty for poor service as specified in the agreement, a final two months’ notice will be issued to the contractor by the IITKauthority to terminate the contract without prejudice to any rights or privileges accusing to either party prior to such termination. During the period of notice both parties shall continue to discharge their duties and obligation.

2. Independently, IITKreserves the right to terminate the contract by giving a two months’ notice to the agency besidesimmediate termination of contract.

3. In case the contractor is required to (or decide otherwise) to discontinue the contract, he/she should give at least three months’ notice to IITKand shall remain essentially working for the said period of notice, till alternate arrangements are made.

4. In case or situation, beyond the control of either party, the contract may be terminated with mutual consent by giving two month notice.

5. The Institute in any/either situation will not be under any obligation to pay compensation or make good the payment for the notice period, for which services are not rendered.

6. In case of breach of any terms and condition attached to the contract, the Performance Security Deposit of the contractor will be liable to be forfeited, beside immediate termination of the contract or other lawful action that may be taken against the contractor.

7. The contractor shall give vacant premises to IIT Kanpur and return all the Institute equipment/fixtures and other items, facilities etc., once the contract period is over and / or terminated.

13. DAMAGES AND LOSSES

All the equipment’s and the items at site stands at the risk and sole charge of the contractor who shall deliver in proper condition at the time of annual stock taking to be done by IITK Any shortfall shall be immediately made good by the contractor by replacement. If the same is not replaced within one month of stock taking, the amount shall be recovered from the dues/bills of the contractor. The contractor or his representative shall be present during the stock taking. If the contractor or his representative does not make them available, the stock taking shall be conducted in their absence, and which will be binding on them. For losses, if any due to natural calamity or any other act of god, beyond the control of either party, IITKwill replenish the same, as per obligation mentioned above.

14. COMPLAINTS

The contractor shall keep a suggestion box to be provided by IITKto record any suggestion/complaints on performance of services, by the guest and produce to IITKor its representatives for perusal during their visit to ensure that prompt action has been taken on such complaints and measures taken to avoid their re-occurrence. The contractor shall attend to all the complaints and address as early as possible to the satisfaction of IITKthe contractor will provide guest feedback forms in each room and collect it to tabulate/display the observations/feedback, grievances or risk and sit for monthly meetings with IITK/Visitors’ Hostel authorities.

20

15. MISBEHAVIOUR OF EMPLOYEES

The employees of the contractor shall maintain strict discipline and not use any violent, absence or offensive languages while inside the premises. Smoking, Consuming alcohol, eating or chewing pan/tobacco/zarda/gutka etc., and spitting inside the premises is strictly prohibited. In the case of misbehavior, IITKhas the right to terminate the contract. It will be mandatory for the conducting agency to brief their personnel in advance and apprise them of the conduct, expected for them, while working in an institution of national importance. Nothing prevents IITKto even advise the contractor about any such issue, or any erring personnel engaged by the contractor, which warrant urgent action, in the interest of work and its fact disposal.

The selected agency shall not involve in any bribery or other unethical activities with anyone employed at the Institute. Involvement in any such activity shall entail a penalty of Rs. 10,000/- for the first three incidents. Subsequent occurrence of such incidents will entail in termination of the contract without any notice.

Any personnel deployed by the Agency, refuses work or creates indiscipline would have to be immediately replaced with the consent of the Deputy Registrar, Visitors’ Hostel/the designated officer. IITKreserves the right, to ask the Agency to terminate the services of any of the Agency's employees immediately on grounds of noncompliance of duties or if found guilty of misconduct. IITKwill in no way be held responsible or liable for any loss, caused by negligence or any other harmful action on the part of the employee of the Agency.

In case, the person employed by the successful bidder commits any act of omission / commission that amounts to misconduct /indiscipline/ incompetence / security risks, the successful bidder will be liable to take appropriate disciplinary action against such persons, including their removal from work, immediately after being brought to notice, failing which it would be assumed as breach of contract which may lead to cancellation of contract.

16. PERSONAL HYGIENE

Agency shall ensure that staff deployed in catering services is free from any infection or communicable disease and arranged their regular health check-ups. The staffs should trim their nails regularly and wear caps and gloves at work place. Smoking, eating or chewing pan/tobacco/zarda/gutka etc., spitting is strictly prohibited.

17. BREAKAGE

All damages/breakage to the equipment/inventory in the charge of the contractor, if caused due to negligence of the contractor’s employee, the cost or repair/replacement of the equipment will be borne by the contractor. Whether the damage/breakage has been caused due to negligence or normal wear and tear shall be heard and will be decided at sole discretion of IIT Kanpur.

21

18. REPLACEMENT

Replacement of articles (viz. linens, crockery, cutlery, consumables items/inventory etc.), which have been lost will be done after proper assessment by the competent authority and as per decision/mutual discussion and shall be borne by the contractor.

19. FORCE MAJEURE

In the event of either party being rendered unable by Force Majeure to perform any obligation required to be performed by them under this agreement, the relative obligation of the affected party by such force majeure shall be suspended for the period during which such cause lasts. The term “force majeure” as employed here in shall mean, acts of god, war revolt, riots, fire, flood and act and regulations of the Government of India or any of its authorized agencies.

Upon the occurrence of such cause and upon its termination the party alleging that it has been rendered unable as aforesaid thereby shall notify the other party in writing within 7(seven) days of the alleged beginning and ending therefore giving full particulars and satisfactory proof.

Time for performance or relative obligation suspended by the Force Majeure shall be extended by the period for which cause lasts or condoned by the Institute without any penalty

If the work is suspended by force majeure conditions lasting for more than 1 (one) month, the Institute shall have the option of authorize the contract in whole or part therefore at its own discretion. Any situation of force majeure shall not be payable by the Institute under any circumstances. For the period of force majeure, no amount shall be payable to the contractor.

20. PENALTY

Deduction on account of unsatisfactory catering services and improperhousekeeping and maintenance of the Visitors’ Hostel, common places/facilities etc., will be made from the monthly bill. The recovery will be decided by the Officer In-Charge, Visitors’ Hostel/the designated officer. The methodology for deduction will be as under:

1. In case of shortage of manpower, an amount proportionate to the shortage of manpower, taking into account number of employees as well as duration shall be deducted from the monthly bill of the contractor. Further each occurrence ofabsenteeism in excess of 20% per shift for 3 continuous days, will entail a penalty of 1.5% in the administrative charges charged by the agency, subject to a maximum of 30%. Stern disciplinary action and a fine would be levied if manpower shortage continues for more than two days.

2. In case of non-maintenance of cleanliness or lapse of services/carelessness, deduction shall be made @Rs. 1000/- per event etc., from the bill of the contractor, taking into account the loss of goodwill and inconvenience caused to the guest/institute.

3. In case on non-performance and poor service by the Agency, IITKmay, at its discretion, recover Liquidated Damages upon recommendation of In-charge Visitors’ Hostel. In the event of appeal, the decision of Director, IIT Kanpur shall be final and binding upon the Agency.

mailto:@Rs.

22

The quantum of penalty shall be as follows:

(a) Non-compliance in cleaning of Rooms including Reception, Lobby Rs.1,000.00/day

(b) Non-compliance with laundry requirements Rs.200.00/ day

(c) Non supply of Newspaper and Magazines Rs.200.00/day

(d) Negligence in reporting of non-functioning of Telephone and other amenities Rs.100.00/day

(e) Non-compliance of environment friendly waste disposal methods. Rs.100.00/day

(f) Not wearing of uniforms by Agency's employees / untidy uniform Rs.50.00/day/Person

(g) Supply of food not as per approved Menu and/or insufficient quantity Rs.100.00/meal/ day

(h) The penalty for unsatisfactory and substandard catering service: Rs.500/- per complaint

4. In case of unforeseen or peculiar circumstances, the decision of the Officer In-Charge, Visitors’ Hosteland Allied Facilities/the designated officer, so far as imposition of penalty is concerned, shall be final.

5. If the work is found unsatisfactory and below the expected standard in a particular area, Including electrical or plumbing/maintenance etc., the Officer In-Charge, Visitors’ Hosteland Allied Facilities/the designated officer will have the right to get the same done by another agency. The charges on account of this shall be deducted from the contractor’s bill. Decision of the Officer In-Charge, Visitors’ Hosteland Allied Facilities/the designated officer shall be final in this regard.

21. OTHER CONDITIONS

1. The Director, IIT Kanpurmay accept or reject any or all the tenders/bids in part or in full without assigning any reasons. In case of any dispute, pertaining to tender/bids, the decision of the Director of this institute shall be final and binding on the bidders.

2. The Director IIT Kanpur reserves the right to withdraw/relax/interpret any of the terms and condition mentioned hereinbefore; in such situation the tenderer shall be given sufficient time to take the change into account.

3. Notwithstanding the sub-division of the documents into separate sections or otherwise, every party of each section/part/point or paragraph, shall be deemed to be supplementary to and complimentary of every other part and shall be read into totality as part and parcel of the contract.

4. Tenders received after the closing date and time shall not be considered.

5. Each page of the tender document should be signed and stamped by the tenderer in acceptance of terms and condition, laid down by the institute.

6. While indicating the price/rate of the items or services, the bidder should write the item value/monthly value, both in words and figure, in case of dispute, or cutting/ overwriting, the amount written in words will be taken as bid value.

7. Tenderer and his authorized representative (with proper authorization letter) may choose to be present at the time of opening Technical and Price Bids.

23

8. The person/officer signing the tender/bid documents on behalf of the contractor should be delegated with an appropriate power of attorney (Duly endorsed by a notary public) by the Chief Executive Office / Managing Director of the company to sign such documents. An appropriate declaration must be enclosed, a sample of which is annexed with this tender document.

9. Tenders incomplete in any form will be rejected outright; conditional offers will not be accepted.

10. No tenders will be allowed to withdraw after submission of the tender; otherwise the EMD submitted by the tendering firm would stand forfeited. In case, the successful tenderer decline the offer of contract (or refuse to acknowledge or execute the contract/agreement within 15 days of award of work), for what so-ever reasons, his EMD will be forfeited.

11. The contractor should not sublet work to any other agency/contractor. No child labour should be engaged and human rights as per law shall be protected and adhered to. Person engaged must undergo a prior character and antecedent check/police verification and must be medically cleared specially Kitchen staff should undergo a medical examination after every six month.

12. Validity of the Bid: Bids shall remain valid for acceptance for a period of 90 days from the date of opening of the price bid. Any benefit for downward reversion of prices, should be extended to IITK

13. Companies conferred with latest ISO certification, BVQs, HACCP, special recognition/awards etc., must mention this in their technical proposal, along with a copy of the said certification.

14. Companies must enclose a Compliance List (or check list) along with the technical bids and mention how they plan to execute the services, enforce quick response time, customer care, quality and grievance redressal mechanism etc., settling things on the same business day. The service escalation matrix shall be mentioned.

15. Tender fees should be enclosed separately in an envelope and attached with the Technical Bid document. E.M.D should be kept in an envelope and enclosed with the technical bid document. It is mandatory to enclose the said fees, unless otherwise the agency/organization is entitled for an exemption while submitting bids to government Institutions/ Offices etc., as evidence from the authorization letter/ certificate issued by appropriate State/ Central Government Authority granting such exemptions.

16. The engagement of personnel by the contracting agency/firm/organization will solely be at their discretion, as per usual norms and qualification and in no way make them entitled for any job or employment or permanency or any incumbency status in IIT Kanpur

17. The Officer In-Charge, Visitors’ Hosteland Allied Facilities will be the contact point (Nodal Officer), on and behalf of the Director, IIT Kanpur for any queries related to the tender, and can be contacted at his phone no. 0512-2597725, e-mail: [email protected].

Officer In-Charge

IIT Kanpur

mailto:[email protected].

24

ANNEXURE – I TECHNO-FINANCIALEVALUATIONSCHEME

1. The technical evaluation will be for 70 marks and based on the following scheme.

Description Marking Scheme Max. Marks

Min. Marks required for Qualification

No. of years of experience providing housekeeping and cateringservices with 100 guest rooms or 200 guests

5 marks for 3 years of experience, and 1 mark for each additional year subject to a maximum of 10 marks

10 5

ISO Certification 2 marks for having a valid ISO certification

2 0

No. of contracts with 100 guest rooms or 200 guests

4 marks for 2 such contracts and 1 mark for each additional contract, subject to a maximum of 8 marks

8 5

Minimum turn-over of 1 crores annually for the last 3 years in housekeeping and catering services

3 marks for minimum turn-over (1 crores each year for the last 3 years) and 1 mark for each additional 1crores, subject to a maximum of 5 marks

5 3

Experience in providing housekeeping and catering services to Govt. organizations/Public Sector Units/large, reputed private companies/

4 marks for a minimum two contracts in the last 3 years and 2 mark for each additional contract, subject to a maximum of 10 marks

10 6

Feedback from Clients (from 3 clients including present)

Excellent 2 Marks, very good 1.5 Marks, Good 1 Marks, fair 0 Marks, subject to maximum of 5 Marks

5 3

Presentation to the technical committee& Evaluation of the Response by the technical committee and/or site-visit to the current clients of the bidder

Evaluation by Technical Committee 30 18

Total 70 40

2. A bidder has to score at least the minimum marks under each category mentioned above and also an overallminimum score of 40 in the technical evaluation in order to be technically qualified.

3. Only the Financial bids of technically qualified bidders will be opened.

4. The financial evaluation will be for 30 marks and will be only for the technically qualified bidders. The lowest priced qualified bidder will get the maximum financial score (30) while the others will have a pro-rated score lower than 30. More specifically, the financial score of a technically qualified bidder is calculated as

Financial score = 30 * (lowest price bid)/ (price bid of the bidder)

5. The bidder with the highest total score (technical + Financial) will be declared as the successful bidder. In case of tie the bidder having higher financial score will be declared successful.

25

ANNEXURE II A TECHNICAL BID

For Providing House Keeping and Catering Services for Visitors’ Hostel, Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Centre)

(To be enclosed in a separate sealed envelope)

1. Name of Tendering Company/ Firm / Agency: ________________________________

(Attach certificate of Registration) 2. Name of proprietor / Director ________________________________

of Company/Firm/agency 3. Full Address of Reg. Office ________________________________ 4. Telephone No. ________________________________ 5. Fax. No. ________________________________ 6. E-Mail Address ________________________________ 7. PAN / GIR /TIN No. (Attach Attested Copy) ________________________________ 8. LabourRegn. No. (Attach Attested Copy) ________________________________ 9. Service Tax Regn. No. (Attach Attested Copy) ________________________________ 10. E.P.F. Regn. No. (Attach Attested Copy) ________________________________ 11. E.S.I. Regn. No. (Attach Attested Copy) ________________________________ 12. Financial turnover of the tendering Company / Firm / Agency for the last 3 Financial Years: (Attach Copy of Audited statement)

FINANCIAL Year Amount (Rs. In Lakhs) Remarks, if any 2012-13 2013-14 2014-15

13. Give the list of the major contracts handled by the tendering Company/ Firm / Agency on behalf of PSUs /Research Organization /Government Departments during the last three years in the following format. Copies of performance report in Performa attached as Annexure-II A must be enclosed for each work done.

Sl. No.

Name of client along With name, Organization, address, telephoneand FAX numbers

Contract Value (Rs. in Lakhs)

Duration of Contract

From To

1

2

3

4

26

5

14. Details of Tender Fee: D.D. / P.O. No. & Date & Bank ____________________________ 15. Details of Earnest Money Deposit: D.D. / P.O. No. & Date & Bank ____________________________ 16. Additional information, if any ____________________________ (Attach separate sheet, if required) Certified that all above information’s are correct to the best of my/our information, knowledge and belief.

Dated Signature & Seal of the Bidder

Note: This is to be submitted in a separate sealed envelope superscripting “Technical Bid”, Notice Inviting Tender No:…………………………….. and name of the bidder. Attach all relevant documents duly signed and sealed. No Price should be specified in the technical bid. Including such information will entail rejection of the bid.

27

DECLARATION

1. I, …………………………………………Son/Daughter of Shri………………………………… Proprietor/ Partner/ Director/ Authorized Signatory of M/s……………………………………..am competent to sign this declaration and execute this tender document.

2. I have carefully read and understood all terms and conditions of the tender and hereby convey my

acceptance of the same. 3. The information/documents furnished along with the above application are true and authentic to

the best of my knowledge and belief. 4. I/We am/are well aware of the fact that furnishing of any false information/fabricated documents

would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

Signature of the Authorized Person

Date:……………………………….. Full Name……………………….. Place:………………………………. Company Seal…………………… Note: The above declaration, duly signed and sealed by the authorized signatory of the firm/company, should be enclosed with the Technical Bid Documents.

28

ANNEXURE II B

PERFORMANCE REPORT OF THE COMPELETED CONTRACTS

(Furnish this information for each individual contract in the following format, from the client for whom the contract was executed) 1. Name of the contract & location : 2. Agreement No. : 3. Total value of contract in Rs. : 4. Date of start : 5. Date of completion : 6. Performance report : Quality of service : Excellent/Very Good/Good/Fair Resourcefulness : Excellent/Very Good/Good/Fair Any penalty imposed for bad performance: Any litigation pending : Total Payment made under the contract : Other relevant information, if any : Date: Signature Senior Level Officer of the Client (Seal of the organization)

29

ANNEXURE II C

Format of Affidavit

TO BE SWORN ON NON-JUDICIAL STAMP PAPER OF RS.10/- DULY NOTARIZED

AFFIDAVIT

* I……………………...…………………………………….am the *Director / Proprietor / Partner of ………………………………………… (Mention name of firm/company and its complete address) do here by solemnly affirm and declare as under:-

1. That our Firm / company i.e ……………………………………… (Mention name of *firm/company) is registered vide Registration No………………under the provisions of ……………… (Mention the name of the Act).

2. That our Firm / company i.e ……………………………………… (Mention name of *firm/company) has applied in response to notice inviting tender for providing housekeeping and catering services for Visitors’ Hostel, Visitors’ hostel extension.

3. That………………………… (Mention name of firm/company) is eligible to submit the aforesaid proposal the applicant has not been barred and/or blacklisted by the Central Government and/or any State Government of India at any time prior to the date of submitting this affidavit.

4. That ………………………… (Mention name of firm/company) has, during the last three years, neither failed to perform on any agreement nor was expelled from any project or agreement nor any agreement terminated for anybreach by the applicant.

5. That ………………………… (Mention name of firm/company) has no contracts with the

State/central government that are in arbitration. (In case some contract (s) are in arbitration give the details of such contract in a schedule to be attached with this affidavit)

DEPONENT VERIFICATION

* I/we………………………….. the above named deponent do hereby verify that the contents of the

Aforesaid paragraphs 1 to 5 are true and correct to the best of *my/our knowledge and belief and nothing is concealed there from.

Verified at…………… (Place) this…………. Day of ………. 2015.

(* Strike off whichever is not applicable)

DEPONENT

30

Note: Deponent will be the authorized signatory of the Applicant

ANNEXUREIII-A Financial Bid for Providing House Keeping and Catering Services for

Visitors’ Hostel, Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Centre)

Format to be filled up by the Agency tendering for Housekeeping, Reception and Management

1. Name of Firm/Bidder: __________________________________________________________

2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________

Providing average manpower (Man-days*) for one month (30 Calendar Days):

Sl. No

.

Category of Employee

No. of Man Days (M)

Daily Wage

(A)

Other Allowances

(B)

ESI (4.75%)

on applicable

wages (C)

PF (13.36%)

on applicable

wages (D)

Rate per person

E= (A+B+C+D)

Total Amount for each category

(Z) = (M x E)

1 1. Facility Manager

2. Supervisor 3. Housekeeper 4. Room boy

2 Cleaning Materials and equipment rental charges* (Quote for one month) 3 Toiletries Supplied to Guests (Rs. ____________ per set for 1000 sets)$ 4 Contractors Adm. / Service Charge Total * Provide list of cleaning material, brand, and its cost, quantity of use for one month, equipment and its cost in a separate sheet (refer to page No 41-42). $ Quote should be for 1,000 sets, but monthly billing will be as per actual number of sets given (refer to page No 39 para 3).


Date:……………………………….. Full Name……………………….. Place………………………………. Company Seal……………………

Note:

1. The price bid be submitted in a format, as per illustration given above. The rate be mentioned on per item/day/month basis, as required in the table above. A separate sheet of paper may be attached, if required. Each sheet should be duly signed. All price bids should be submitted in a separate sealed envelope marked as “Financial Bid”

2. Quoted price should be exclusive of all taxes and levies. Taxes as applicable shall be paid extra to the appointed agency.

3. *A Man-Day is for 8 hours a day (Normal Working Hours)

31

ANNEXUREIII-B

Financial Bid for Catering At the Main Visitor Hostel

Format to be filled up by the Agency


2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________ Indicate the no. of personnel that will be deployed by the agency for catering services everyday: Sl. No.

Description No. of persons to be deployed General Shift I Shift II Shift

1 Chef 2 Cooks 3 Assistant Cooks 4 Helpers 5 Waiters The above category of labourers must be paid as per the Central Government Minimum Wages. Sl. No.

Description Unit Rate Minimum Total Amount

1 Bed Coffee / Tea Rs. Min. of 100 per month@

2 Breakfast Rs. Min. of 100per month@ 3 Lunch Rs. Min. of 100per month@ 4 Dinner Rs. Min. of 100per month@ 5 Special Lunch / Dinner (Veg) Rs. Quote for 25 per month@ 6 Special Lunch / Dinner (Non-Veg) Rs. Quote for 25 per month@ 7 Other Snacks (Veg) Rs. Quote for 25 per month@ 8 Other Snacks (Non-Veg) Rs. Quote for 25 per month@ 9 Other Dish (Veg) Rs. Quote for 25 per month@

10 Other Dish (Non-Veg) Rs. Quote for 25 per month@ 11 Tea for meetings Rs. Quote for 100 per month@ 12 High tea for meetings Rs. Quote for 100 per month@ Subtotal

@ Quote should be for the indicated numbers but monthly billing will be as per actual numbers.


Date:……………………………….. Full Name……………………….. Place………………………………. Company Seal…………………… Note: 1. The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on per

item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly signed. All price bids should be submitted in a separate sealed envelope marked as “Financial Bid”.

2. The rates should be inclusive of manpower, material and any other requirement to prepare and serve the food.


32

ANNEXURE III-C

Financial Bid for Other Items

Format to be filled up by the Agency:


2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________ Sl. No.


1 Bottled water (500 ml) Rs. Quote for 500 per month@ 2 Bottled water (1 Ltr) Rs. Quote for 100 per month@ 3 Coffee/Tea sachet

(Should contain 2 sachets each of coffee, tea, sugar, and milk)

Rs. Quote for 300 per month@

4 Juice (200 ml) Rs. Quote for 100 per month 5 Soft Drinks (200 – 300 ml ) Rs. Quote for 100 per month 6 All-out Unit (with refill) Rs. Quote for 30 per month@ 7 All-out refill Rs. Quote for 100 per

month@

8 Battery Cells (for AC/TV remote) Rs. Quote for 30 per months Subtotal




Note: Note:

1. The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly signed. All price bids should be submitted in a separate sealed envelope marked as “Financial Bid”


33

ANNEXURE III-D Financial Bid for Laundry



2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________ Please specify the laundry charges for each item below Sl. No.


1 Bed Sheet/Bed Cover/Blank Linen Rs. Quote for 300 per month@ 2 Pillow Cover Rs. Quote for 300 per month@ 3 Blanket Rs. Quote for 300 per month@ 4 Bath Towel Rs. Quote for 300 per month@ 5 Hand Towel / Bath Mat (cloth) Rs. Quote for 300 per month@ 6 Curtain (dry cleaning) Rs. Quote for 25 per month@ 7 Cleaning of Upholstery

(Sofa/chair) Rs. Quote for 25 per month@

Subtotal




Note:


Quoted price should be exclusive of all taxes and levies. Taxes as applicable shall be paid extra to the appointed agency.

34

ANNEXURE III-E Financial Bid for Uniform Charges



2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________ Please specify the uniform charges per month for each category of contract labourer. Sl. No.

Category No. of Persons in Visitors

Hostel

Unit Rate Total Amount

1 Facility Manager Rs. 2 Supervisor Rs. 3 House-keeping Rs. 4 Room-Boys Rs. 5 Chef Rs. 6 Cooks Rs. 7 Assistant Cooks Rs. 8 Helpers Rs. 9 Waiters Rs. Subtotal

The number of persons deployed in each category should include persons deployed for all shifts.



Note:



35

ANNEXURE III-F Overall Financial Bid

Sl. No.

Description Total

1. Financial Bid for House-keeping (Annexure III - A)

2. Financial Bid for Catering (Annexure III -B)

3. Financial Bid for Other items (Annexure III - C)

4. Financial Bid for Laundry (Annexure III-D)

5. Financial Bid for Uniform Charges (Annexure III-E)

6. Overall Total



Note:



36

ANNEXUREIV

DINING HALL / FOOD ARRANGEMENT TYPE OF SERVICE: Silver service in dining table for all meals. BREAKFAST (7.00 AM – 9.30 AM) Type A (Continental)

(a) 125 ml fresh juice seasonal fruits/125 ml canned fruit juice (b) Selection of cereals (cornflakes or oat meal with milk/sugar/honey) (c) Baked Beans/Sprouted Grains/Continental Veg Salad/Cut Fresh Fruits (1 number

banana/Seasonal fruit) (d) Eggs to order (2 nos. eggs boiled/scrambled/omelet) (e) 4 nos. slices of bread plain (Brown/White) (f) Butter and Preserves of Brand as specified (in pouch/sachet) (g) Milk – 200 ml (hot/cold with Horlicks/Bournvita) or Tea/Coffee/Milk (with separate Milk and

Sugar Sachet)

Or Type B (North Indian)

(a) 125 ml fresh juice seasonal fruits/125 ml canned fruit juice (b) Selection of cereals (cornflakes or oat meal with milk/sugar/honey) (c) 2 nos. slices of bread plain (Brown/White) with butter and jam (d) Medium sized puri/paratha/bhatura/kulcha/kachori with aloo tomato bhaji/seasonal vegetables (e) Fresh Fruit (1 number banana/seasonable fruit) (f) Milk – 200 ml (hot/cold with Horlicks/Bournvita) or Tea/Coffee/Milk (with separate Milk and

Sugar Sachet)

Or Type C (South Indian)

(a) 125 ml fresh juice seasonal fruits/125 ml canned fruit juice (b) Selection of cereals (cornflakes or oat meal with milk/sugar/honey) (c) 2 nos. slices of bread plain (Brown/White) with butter and jam (d) Masala Dosa/Upma/Uthapam/Idlies/Vadas(All South Indian Dishes will be served along with its

components) (e) Fresh Fruit (f) Milk – 200 ml (hot/cold with Horlicks/Bournvita) or Tea/Coffee/Milk (with separate Milk and

Sugar Sachet)

* Breakfast buffet will be served to the guest as a combination of two types of Breakfast (Type A/Type B/Type C) on a daily basis.

37

LUNCH / DINNER (LUNCH: 12.30 PM – 2.30 PM) (DINNER: 8.00 PM TO 10.00 PM)

(a) Soup (b) Indian Bread (Roti(Plain & Buttered),Tandoori Roti,Chappathi, Pulka, Paratha, Stuffed Paratha,

Naan, Puri, Batura, Kachorisetc) (c) Flavored Rice (Biriyani, Ghee Rice, Pulao, Tomato Rice, Jeera Riceetc) (d) Paneer preparation(with gravy, two seasonal vegetables dry) (e) Plain Rice (good quality raw/boiled), sambar, rasam (f) Dhal (different preparations) /Kadi (g) GreenSalad(Cucumbers/Tomato/Onions/GreenChilli/Cabbage/Carrot/Beetroots/Raddish/Lemon

s/Salad Greens etc) (h) Sambar, Raitha, Curd, Papad, Pickle (i) Dessert (Custard (Fruit), GulabJamun, Fruit Cream, Rasgulla, Rasmalai, Dahiwada, Malai Chop,

Halwa (Gajar/Moong), Kheer, Semiya, Pastries, Burfietc) (j) Omelettes/Egg Bhujiya/Boiled Egg/ Egg curry etc served to order. (k) Non-Veg Dishes – Chicken/Fish/Mutton – 125 grams

**Rice, Dal, vegetables are to be served in sufficient quantity, for full diet. MISCELLANEOUS

(a) Tea/Coffee (with separate Milk and Sugar Sachet) in pot (b) Snacks: Sandwiches (Cheese/Chicken/Egg/Vegetables), Pakoda, Samosa, Cutlet, Finger Chips

etc. (c) Soft Drinks (d) Mineral Water

Light tea during meetings -Tea/ coffee (with separate Milk and Sugar Sachet) in pot), finger chips, cookies, and mineral water.

High tea during meeting - Tea/ coffee (with separate Milk and Sugar Sachet) in pot) snacks Sandwiches (Cheese/Chicken/Egg/Vegetables), Pakoda, Samosa, Cutlet & Finger Chips, sweets & mineral water etc.

*** Variety should be maintained in serving of Breakfast/Lunch/Dinner and no repetition of menu is allowed for Breakfast/Lunch/Dinner served on the same day. A Schedule of weekly menu should be prepared in consultation with the designated IITK official to ensure variety in Breakfast/Lunch/Dinner served to IITK guests.

All systems and processes in Catering Services should be designed to achieve the highest standards of hygiene and cleanliness through Innovative approaches and integration of trained and qualified human resources, state of art equipment’s, eco-friendly cleaning products and proven processes. The results should be of a superior quality performance levels. For standard and procedures refer Annexure V.

38

ANNEXURE V

DETAILED SCOPE OF WORK FOR VISITOR HOSTEL MANAGEMENT and RECEPTION SERVICES

1. Manage the Reception counter by a professional and experienced person (minimum 1 years of Diploma and at least one years of experience in Front office operations in similar organization) who will attend the guest with decent and hospitable manner;

2. Maintain the check-in and check-out in both Registers and in system

3. Allot the rooms in the Visitor Hostel as per the directive received from Main Visitor Hostel office

4. Arrange safe handling of baggage of the guest;

5. To attend the telephones, and maintain a call traffic register

6. Maintain the Complaint Register (standard Format) which should be available on demand;

7. To arrange emergency transport as and when required by the guest;

8. To provide information with regard to rail/air/ timings and information related to campus to the guests on request;

9. To ensure overall cleanliness in the surrounding areas of the Reception Counter, lobby;

10. To Report the Room-wise Occupancy status every morning to the In charge Visitor Hostel through Facility Manager of the firm / company;

11. To Report non-functional electrical gadgets (Geyser, Fan, lights, AC etc) and other maintenance issues of the rooms as well as common areas to the Officer In-Charge, Visitor Hosteland Allied Facilities through their Facility Manager. A register to be maintained for this purpose, room-wise and the same to be brought to the notice of the In charge, Visitor Hostel daily through Facility Manager;

12. At the time of check-out, to ensure that all the items provided in the room (like Remote of TV etc) are available in the room in case of any missing items the contractor will be solely responsible to replace the same at no extra cost.

2 HOUSE KEEPING & JANITORIAL SERVICES All systems and processes in Soft Services should be designed to achieve the highest standards of hygiene and cleanliness through Innovative approaches and integration of trained and qualified human resources, state of art equipment’s, eco-friendly cleaning products and proven processes. The results should be of a superior quality performance levels.

1. To ensure that all the rooms, fixture and fittings attached to the rooms are kept well cleaned, regularly as specified in the cleaning service (Record to be maintained for verification).

2. To ensure that all rooms are provided with following items at any point of time (Record to be maintained for verification). These items will be provided by the Institute.

a. Bed Sheet b. Bed Cover c. Pillow Covers

39

d. Blanket e. Blanket linen f. Bath Towel g. Hand Towel h. Tumblers (Glass) i. Coasters j. Hangers k. Bucket l. Foot Mat m. Mug n. Dustbin o. Bath Mat p. Dustbin q. Fridge (In Single & Double rooms) r. Electrical Kettle s. Induction Stove in all D type Rooms t. TV with Remote u. Telephone

3. The Agency shall supply the following toiletries and consumable for each room per new occupant.

a. Bath Soap 10-15gms b. Shampoo Sachet c. Oil Sachet

4. The Agency shall supply the following consumables for each room per day. a. Coffee, Tea, Milk and Sugar Sachets b. Two bottles of 500 ml mineral water (Bailey/Kinley/Aqua Fina)

5. The Agency shall ensure the following items are replenished in each room. a. Goodnight/All-out mosquito repellent with refills b. Toilet Tissues Rolls (2 nos.) c. Room fresheners d. Naphthalene balls e. Battery Cells (in working condition) for TV, Wall Clock and AC remotes.

6. All items mentioned above should be of superior / branded quality. The Service provided should provide all these items.

Service Standards:

Basic Standard : Maintain at all times in good condition - office areas, service areas, public areas, utility areas, fire exits, stairways, terrace, lifts, car parking and external areas.

Prestige Standard : High standard of cleanliness and appearance at all times including maintaining higher floor gloss levels – VIP Suites, Conference room, Banquet area, Dining area, Pantries, Reception areas, Lobbies and VIP floors etc.

Hygiene Standard : Areas where a high hygiene standard is mandatory –Toilets, kitchens, cafeteria, pantry, vending areas, Waste bins, hidden surfaces, hinges, underside of workstations etc to be maintained free of dirt, stains, waste matter, watermarks and scale using appropriate cleaning and sanitizing materials.

40

Types of Cleaning: Routine Cleaning: Cleaning tasks to ensure that offices, toilets, meeting areas, public areas & all

other routine work areas, furniture & floor spaces are maintained to a high level of general cleanliness and remain presentable and fit for their intended purpose.

Reactive Cleaning: Reactive service to maintain full & safe use of facilities – response to spillages, replenishing consumables & monitoring the cleanliness of all sanitary facilities.

Periodic Cleaning: Activity includes all deep cleaning and periodic cleaning activities of the communal & public areas and activities that require more frequent cleaning than routine cleaning including kitchens, vending points and cafeteria.

Zoning:

The Frequency of daily cleaning should be divided into 3 zones:

Green Zone - Cleaning -mechanically / manually. Frequency – Once a day. Red Zone- Cleaning - mechanically / manually. Frequency – Once a day minimum followed by

further cleaning upon requests / instructions. Yellow Zone - Cleaning - once at commencement of shift & repeated till the end of the shift.

Busy areas with continued upkeep like Lobby, Dining area, Corridors, Kitchens, Pantry, Passages etc.

* Colour coded cleaning tools for different areas.

* Colour coding of each type of waste with specific colour bins for easy identification by users.

* Go-green initiatives should be a part of agency’s mission with the usage of eco -friendly branded cleaning chemicals.

The service of the House-keeping is round-the-clock operation. It includes the followings:

3 CLEANING SERVICES

It is necessary to maintain the environment of the Visitor Hostel, visitor hostel extension &PBCEC in a healthy and hygienic condition round the-clock. All living areas are to be kept clean and tidy and effective waste collection and disposal arrangements shall be made. The following jobs are to be carried out under Cleaning Service:

Daily Cleaning:

1. Sweeping of the entire premises;

2. Damp moping of tiles, vitrified floors, staircases, sidewalls, corridors, passages;

3. Dusting of desk, table, chair and furniture located in the rooms occupied;

4. Special attention will be paid to the cleaning of wash basins.

5. Thorough cleaning and sanitization of the toilets, wash basins, mirrors, dustbins and WC facilities using suitable non-abrasive cleaners and disinfectants;

6. All the wash basins, toilets pans should be kept stain free using harpic/sanifreshetc;

7. All surfaces shall be free of germs, soap and mud at the wash rooms/WCs;

41

8. Replacement of bathing towels/hand towels on a daily basis in all the WC facilities/wash-up area;

9. Cleaning of Door mats; aluminum doors, aluminum Fish plates etc.

10. Naphthalene balls, urinal cubes, should be supplied sufficiently in the toilets;

11. Emptying all waste paper baskets from all rooms and washing or wiping them clean with damp cloth, replacing plastic waste paper basket linings and returning of items where they were located;

12. All waste wet and dry from waste paper baskets, kitchen, dining halls etc. will be collected and disposed-off as per the guidelines every day.

13. Cleaning of bath fittings with silvo.

Weekly Cleaning:

1. All glass doors, windows of the premises would be cleaned using damp and dry method;

2. Glass table tops, doors partitions and glass accessories would be cleaned using solvent;

3. Cleaning of photos, sculptures, panels, glass/board partitions etc.;

4. Wipe/clean/polish of all staircases/ metal railings, passages, corridors with detergents/ brasso/silvo etc.

5. Dusting /cleaning of Venetian blinds.

Monthly Cleaning:

1. To remove cobwebs from the entire Visitor Hostel premises wherever they exist;

2. Scrubbing of all floor areas;

3. Carpets in Guest Rooms if any to be cleaned with shampoo by an experienced personnel;

4. All wooden/leather furniture to be dusted, polished, cleaned with solvent and maintained in good condition;

5. Washing/dry cleaning, ironing and refitting of curtains.

List of Cleaning Agents to be used: All the below listed items should be available with the housekeeping dept. of the contractor. 1. Dusting Cloth 2. Scrubbers with handle

3. All Purpose Cleaner 4. Dust pan

5. Window Glass Cleaner 6. Dust brushes

7. Window Applicator 8. SS Scorch pads/steel wool

9. Window Squeeze 10. Nylon brooms with sticks

11. Garbage bags large 12. Floor dust mops with holder

13. Garbage bags medium 14. Feather duster

15. Garbage bags small 16. Spray bottles

17. Air Freshener 18. Toilet brush

42

19. Insect Killer 20. Hand brush

21. Naphthalene Ball 22. Plastic buckets

23. Dettol 24. Extension pole for glass cleaning

25. Deodorant / fresheners 26. Garbage bins of different colours of 100 ltrs.

27. Toilet paper rolls 28. Harpic/Flush Clean

29. Single Disk Scrubber

4 GUIDELINES RELATED TO CATERING SERVICES

It is prime responsibility of the Agency to provide excellent catering services as follows:

1. Morning tea/coffee

2. Breakfast

3. Lunch

4. Evening Tea & Snacks

5. Dinner

6. Special lunch and dinner on prior order.

7. Light tea during official meetings/ events on prior orders

8. High tea during official meetings/ events on prior orders

The Agency has to provide best quality food in hygienic conditions, to the in house guests and other Institute officials, as required from time to time on chargeable basis.

All crockery’s and cutleries etc. will be initially provided by IIT Kanpur for smooth operations. Thereafter the sufficient quantity of the same should be maintained by the contractor at their own cost.

The timing for serving food, beverages etc. will be as follows:

Session Timings

Morning Tea to be supplied to rooms 06.00-07.00

Breakfast 07.00-09.30 Lunch 12.30-14.30 (or as required in exceptional cases)

Evening tea 17.30-18.00 (Or as required)

Dinner 20.00-22.00 (or as required in exceptional cases)

The Agency shall also provide:

1. Official lunch/dinner at the specified location whenever required on order of the In Charge Visitor Hostel/Designated person for whom payments will be made by concerned department/sections/schools of IITK

2. The Agency has to ensure that only fresh prepared food is supplied and the left over are disposed of every day. Food cooked for the day is not to be served next day. If at any stage, any complaint is received or it comes to the notice of In Charge Visitor Hostel or to his designated officials/persons that Agency is not following the same, notice will be served to furnish

43

explanation failing which the penalty will be charged and if repeated will be followed up by termination of the contract and all outstanding of the Agency to IITKwill be seized as penalty.

3. Fresh vegetables/non-veg items from near markets located only to be prepared in the Visitor Hostel and served to guests. Proper care should be taken for perishable items which will be procured daily on need basis.

4. The Agency has to ensure proper storage of dry provisions and it should be kept at least one foot above the grounds and adequate hygienic conditions are to be maintained in the store and kitchen areas.

5. The Agency shall comply with the Food Safety regulations, bye Laws relating to preparation, preservation, and sale of food stuffs, soft drinks and fresh meals and disposal of garbage, left over’s etc. (Same can be checked by the institute authority as and when required).

6. Soup and Dishes served in lunch should not be repeated in Dinner. The items should be rotated in such a manner so that the food is palatable. Overall quantity of menu shall remain sufficient to the satisfaction of the IITKGuests. Surplus food should be disposed of and should not be used in the next meal.

7. The menu shall be displayed in the morning. In case menu cannot be followed due to any genuine reason, the agency will have to intimate same to the Guest and prior permission shall be obtained before changing the fixed menu from Visitor HostelOfficer In-Charge or the designated officer.

8. Agency has to provide various items as per following makes or of its equivalent quality as specified below:-

Rice-Basmati of Kohinoor/Badsha/Heritage

Atta-Captain cook/Ashirvad/Annapurna/Pilsburry/Fresh chakki Atta

Masala-All Masala powder should be Agmark

Oil-Refined Sunflower oil of postman/Sun drop /Godrej/Sweekar

Ghee-Britania/Vijaya/Amul

Butter & Cheese-Amul/Britania

Papad-Lijjat

Pickles-Priya/Kisan/Maggie

Jams-Kissan/Sil

Sauces-Magie/Kisan

Cornflakes-Kellogs/Wake Field

Fresh Milk-in Polypack from Local Diary Co./Amul Diary

Tea-Tajmahal/Tata, twining, tettley (both tea bags + packet tea)

Coffee-Nescafe/Bru/Filter

Rasgula from Reputed sweet houses of the city (For special orders)

GulabJamun-MTR, KC Das and/or prepared from fresh khoya in Visitors’ Hostel kitchen

44

Biscuits-5-6 varieties of Britannia

Water – Aquafina/Bailey/Kinley

Note: The Agency will be provided with one time crockery /cutlery / frillings etc. by IITK The Agency will raise separate bills for supply of hot lunch ordered by different departments of IITKwhich will be paid by them on receipt of the bills on the approved given rates plus service taxes as applicable.

5 BROAD OUTLINES OF SPECIAL BREAKFAST / LUNCH / DINNER

The contractor needs to provide Special Lunch and Dinner as per Official Requests from different departments of this Institute.

The menu for the same as under shall comprise of Continental / Chinese / different Indian Cuisines.

Vegetable Soup

Veg Starter and Non Veg Starter as required

Salad

Dal (Different Preparation)

Seasonal Veg. (3 Types including 1 Paneer Dish)

2 Non Veg. (Chicken / Mutton / Fish) – Curry / Dry / Tandoor / Baked

Basmati Rice or equivalent (Different Preparation)

Indian Breads (Chapati/Tandoori/Nan/Paratha/Poori etc.)

Dahi/Raita, Papad, Pickle

Chutney

Special Deserts / Sweets or Special Seasonal Fruits

Note: The contractor also needs to serve Super Special Menus (as required by the competent authority) occasionally during several Institutional Events.

4. RECORDS AND REPORTS TO BE MAINTAINED BY THE CONTRACTOR

Log Book ( Daily / Weekly/ Monthly) Visitor Register Cleaning Checklist Guest Comment Book Machine Checklist Check in and Out Reports Key Register Attendance Register Medical Box Checklist Lost and Found Register Menu Card Booklet Grooming Register Food Bill book Staff Training File Staff personal data file Staff Orientation File Machine Pre-Maintenance service report

45

ANNEXURE VI

Check-List (To be enclosed with the Technical Bid)

1 Technical bid, sealed in a separate envelope super scribed as “TECHNICAL BID”, Annexure II A, Annexure II B and Affidavit

2 Financial Bid, Annexure III-A to III-E

3 Earnest Money Deposit

4 Copy of Registration certificate with Labour Department

5 Copy of PAN / GIR Card

6 Copy of the IT returns filled for the last three Financial year / Proof of Financial Turn-over for previous 3 years

7 Copies of EPF and ESI certificates

8 Copy of Registration certificate of UPTT/ CST / VAT / Tin

9 List of clients where similar work was / is carried out and details of contact person(s).

46

FORMAT OF AGGREMENT

AGREEMENT made this day of Two Thousand Fifteen between the Indian Institute of Technology, Kanpur incorporated as a body corporate under the Institute of Technology Act 1961 (No. 59 of 1961) through its Director Kanpur / (hereinafter referred to as ‘The Institute’ and M/s. _____________________________________________________, (hereinafter referred to as ‘The Contractor’) which expression shall include his/their respective heirs, executors, administrators and assigns of the other part.

WHEREAS the Institute is desirous of appointing contractor for providing housekeeping and catering services for Visitors’ hostel extension & PBCEC (Pioneer Batch Continuing Education Center) as per scope of services attached with this contract.

WHEREAS the Contractor having represented to the institute that they have the required Professional skills, Personnel and financial resources, have agreed to provide the services as aforesaid on the terms & conditions set forth herein. The services shown upon described in the annexure IV & V and the said priced schedule annexure III A to E of quantities at the respective rates mention in the price schedule of quantities.

AND WHEREAS the contractor has deposited by FDR a sum of Rs.___________/- (Rupees: _____________________ only) with the Institute for the due performance of this agreement.

NOW IT IS HEREBY AGREED AS FOLLOWS

1. In consideration of the payments to be made to the contractor as hereinafter provided the Contract shall upon and subject to the said conditions to provide housekeeping and catering services shown upon the said contract and such further detailed services as may be furnished to him by the said Institute and described in the said conditions, and the said priced schedule of quantities.

2. The Institute shall pay the Contractor such sums as shall become payable hereunder at the time and in the manner specified in the said conditions.

3. Prestige standard of housekeeping and catering services is the essence of the contract. In the event of the contractor failing to comply with the conditions he shall be liable to pay compensation/penalty in the manner specified in the said condition.

47

4. The conditions, and priced schedule of quantities above mentioned shall form the basis of this contract and the decision of the Director or Arbitrator or Umpire as mentioned in the conditions of Contract in reference to all matters of dispute as to material, workmanship or account and as to the intended interpretation of the clause of this agreement or any other document attached here to shall be final and binding on both parties and may be made a rule of court.

5. The said contract comprises the services above mentioned and all the subsidiary services connected therewith within the same premises all may be ordered to be done from time to time by the said institute even though such services may not be shown or described in the said conditions or in the priced schedule of quantities.

6. The Institute reserve s the right of altering the nature of the services and of adding to or emitting any items of services or of having portions of the same carried out departmentally or otherwise and such alterations or variations shall not vitiate this contract.

7. The said conditions and appendix there to shall be read and construed as forming part of this agreement and the parties here to will respectively abide by and submit themselves to the conditions and stipulations and perform the agreement on their parts respectively in such conditions contained.

8. All disputes arising out of or in any way connected with this agreement shall be deemed to have arisen in Kanpur and only courts in Kanpur shall have jurisdiction to determine the same.

9. The several parts of this contract have been read to us and fully understood by us. IN WITNESS WHEREOF the parties hereto have set their respective hands the day and the year hereinabove written.

In the presence of

1. DIRECTOR

2. CONTRACTOR