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E-5

PROCUREMENT OF GOODS/SERVICES

UNDER

NATIONAL SHOPPING PROCEDURES

(For Contracts valued less than the equivalent of US $ 1,00,000 each)

INVITATION FOR QUOTATIONS FOR SUPPLY OF GOODS/SERVICES UNDER NATIONAL SHOPPING PROCEDURES

Enquiry No.: 07/(2018-19)/lCZMP/WBI ENQ/13-4 Dated: 12.06.2018

To

Dear Sirs,

SUB: INVITATION FOR QUOTATIONS FOR SERVICES OF RECEPTIONIST AND MULTI-TASKING PERSONNEL INCLUDING HOUSEKEEING AT SPMU, ICZM PROJECT, AT 00-24, SECTOR-1, SALT LAKE CITY, KOLKAT A - 700 064.

1. SPMU invites tenders under National Shopping Procedure from a reputed Agency/Contractor/ Service Provider for the following services:

Brief Description Specifications Quan Duration of Location of of the Goods tity Service Service

Providing the Up to 31st ICZM Project, services of a A. Receptionist 1 No. December IESWM, 00-

Receptionist and 2018. 24, Sector - ,

Multi -tasking B. Multi -tasking Personnel Salt lake City,

Personnel (including 2 Kolkata - 700064

(including Housekeeping)-Male Nos. Housekeeping).

Detailed Terms & Conditions at Annexure - II and candidate's eligibility, Duties & responsibility are at Annexure III

2. Government of India has received a credit from the World Bank in various currencies equivalent to US$ 221.96million towards the cost of the leZM Project and intends to apply part of the proceeds of this credit to eligible payments under the contract for which this invitation for tender is issued.

3. Pre-Bid meeting: The pre-bid meeting will be held on 18th June, 2018 at 3.00 PM at 3rd Floor of IESWM, 00-24, Sector - I, Salt Lake City, Kolkata - 700064.

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4. Eligibility Criteria:

~ The applicant must be a Registered Organization.

~ The applicants must have prior experiences of minimum 2 years in providing manpower for services like housekeeping/ security/ Front office or similar services.

~ The applicants must have registrations with Labour licence, Provident Fund(P.F),

Employee State Insurance Corporation(E.S.I.C) etc. and must follow statutory

obligation as per the laws related to P.F, E.S.I & Minimum wages etc.

5. Bid Price:

(a) The bidder shall quote for all the items as mentioned in the format of tender otherwise it will be rejected. The format of price bid specified in Annexure- I should be used. Corrections, if any, shall be made by crossing out, initialling, dating and rewriting.

(b) The quoted price should be exclusive of GST. Those can be shown separately in price schedule.

(c) The minimum rates of wages and rates of P.F & E.S.I mentioned in the schedule of price are fixed for the period of the contract till the revision in minimum wages and rates of P.F & E.S.I notified by the Government.

(d) Please follow the instruction given in Annexure - 1 (Price Bid) before quoting percentage/ amounts.

6. Each Bidder shall submit only one quotation with the format of quotation in Annexure-I with following documents:

Documents to be attached with the Quotation:

1. Copy of valid Trade registration certificate. 2. Copy of GST Registration Certificate and PAN Card. 3. Certificate of past performance of services from previous clients. 4. The history of litigation if any, in writing.

The bidders who have submitted the quotation earlier( ) are not required to

re-submit the supporting documents.

7. Validity of Quotation

Quotation shall remain valid for a period not less than 45 days after the deadline date specified for submission.

8. Evaluation of Quotations

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The Quotations would be evaluated for the entire item together. Quotation received late and incomplete will not be considered for evaluation.

The Purchaser will evaluate and compare the quotations determined to be substantially responsive i.e. which (a) Are properly signed. (b) Are supported with documents mentioned above. (c) Conform to the terms and conditions, and specifications.

In case of any ambiguity found in submitted quotation(s}, clarification(s} may be obtained from the bidder(s}. The non-submission of clarifications within the time period will be treated as non-response and bid will be rejected.

GST in connection with Service provided shall not be taken into account in evaluation.

9. Award of contract:

The Award Notice will be placed on the selected bidder whose bid has been determined to be substantially responsive and who has offered the lowest evaluated quotation price. The notification of award will constitute the formation of the Contract.

a. Notwithstanding the above, the SPMU, WB reserves the right to accept or reject any quotations and to cancel the bidding process and reject all quotations at any time prior to the award of contract.

b. The bidder whose bid is accepted will be notified of the award of contract by SPMU, West Bengal prior to expiration of the quotation validity period.

c. Any legal disputes arising out of this are subject to Kolkata jurisdiction.

10. Payment condition.

(i) Payment will be made within 15 days after submission of bills on monthly basis.

(ii) The bill will be submitted with the proof of Attendance of staffs deployed.

(iii) The copy of statement showing disbursement of salary through Bank and proof of deposition of E.P.F & E.S.I of staff deployed is required to be submitted with the monthly bill.

11. Termination of Contract:

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That either party is entitled to terminate this contract prior to December 2018, if required, for any reasons by giving a minimum notice period of one months in writing.

In addition to the above SPMU, WB may at any time terminate the contract by giving written notice to the supplier, without compensation to Agency/Service Provider, if the Agency/Service Provider becomes bankrupt or otherwise insolvent as declared by the competent Authority/court.

12. Arbitration:

In the event of any question, dispute or difference arising under this agreement or in connection therewith, the Project Director ICZM Project reserved the rights to appoint Arbitrator as per the Arbitration and Conciliation Act 1996, if failed to settle the issue amicably.

13. Commencement of Contract: The Contract shall come into force from the date of signing of the contract.

14. Tender closing & Bid opening You are requested to provide your offer latest by 15-30 hours on 25/06/2018. The quotations received will be opened at 16-00 hours on 25/06/2018.

We look forward to receiving your quotation and would like to thank you for your interest in this project.

Date:

(Authorised Signatory on behalf­ of SPMU, ICZMP, WB)

Name Designation

Address

: Sri Kaushik Basu : Administrative Officer : ICZM Project, West Bengal Institute of Environmental Studies and Wetland Management 00-24, Sector-I, Salt Lake City, Kolkata - 700064 Tel. No. 23340531/0239

Fax No. 91-33-23580967

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ANNEXURE-I

PRICE BID

(Before quoting percentage & amounts please follow the instructions given below)

Service Charges Descriptions % of total Amount (Rs.)

emoluments A. Receptionist (1 No.):

The client (SPMU) will reimburse* the minimum wages (presently Rs. 9,270/- for skilled category) and E.P.F @ 13.15% = 1,219/- and E.S.I @ 4.75% = 440/- (for one Person)

B. Multi-Tasking personnel (including Housekeeping)-2 Nos.

The client (SPMU) will reimburse* the minimum wages (Presently Rs. 7,661/- each for Unskilled category) and E.P.F @ 13.15% = Rs.1, 007/- and E.S.I @ 4.75% = Rs. 364/- for each. (for two Persons)

Total Monthly charges GST ( )

* However, reimbursement will be made on actual disbursement to the personnel deployed including Provident fund and Employee State Insurance deposited. The service charges will be calculated on actual monthly disbursement.

Gross Total Cost: Rs (Rupees )

We agree to supply the above services in accordance with the terms & conditions for a total contract price of Rs {amount in figures) (Rupees ) (amount in

words) within the period specified in the Invitation for Quotations.

We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf will engage in bribery.

Signature of Supplier Instructions:

(I) The minimum rate of wages as per Circular No. 02/Stat/2RW/76/266/ 2000/LCS/JLC dated 03.01.2018 of Government of West Bengal.

(II) The Service charges will be payable on minimum wages plus 13.15% of Employer contribution to P.F and 4.75% of Employer contribution of E.S.I. hence, Bidder is required to quote the service charges in Percentage and amount accordingly.

(III) Monthly wages treated as: up to 26 days working in a month. (IV) The percentage/amounts quoted as service charge for Multi-Tasking personnel

(including housekeeping) should include the cost of two (2) sets of Uniform and one (1) pair of Shoes. No additional amount will be reimbursed separately for this purpose.

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Annexure-II

Terms and Conditions

1. The bidder shall comply with all the requirements of labour laws; obtain all licenses /

approvals / permissions to carryon the business of Housekeeping and Security services by the

State Govt. from time to time.

2. The bidder should neither be a sub-contractor to any other entity/person, nor should, at any

time, sub-let, transfer, assign, pledge or sub contract his rights and liabilities under this

contract to any other agency/person.

3. The personnel deployed will be responsible for proper maintenance and inventory for items

like equipment, Official Register, Linen etc. allotted to them for discharge of their respective

duties. For any shortage of items noticed during the period of the contract, appropriate

replacement value of the item shall be recovered from the amount payable to the

Agency/Contractor by SPMU-ICZMPWB.

4. On receipt of Work Order, the bidder will provide a list of names with the bio-data and 10

proof & Residence proof (PAN Card/Voter 10/ Aadhaar card, OL and Passport etc.) duly

certified along with photograph of all the staffs to be deployed under this Contract at the

SPMU. If the personnel are already the member of Employee Provident Fund Organisation

(E.P.F.O), then copy of the Universal Account Number (U.A.N) and front page of the

passbook/ Card issued by the E.S.I.C must be submitted. In case of replacement of staffs, the

same documents should be immediately submitted to the SPMU.

5. If the personnel deployed are not the member of E.P.F.O and E.S.I, the bidder will take

necessary steps to get them register and submit the same within one month of deployment.

6. The bidder shall provide uniforms with shoes and identity cards for the position of Multi­

Tasking personnel (including housekeeping) on its own name and trading style.

7. In case of any absence of deployed staff during the working day for any reason whatsoever

the bidder will provide suitable substitution against the vacancy. If fails, the bidder shall be

liable to pay penalty for the entire period of absenteeism including Saturdays, Sundays and

Holidays at the rate of Rs. 200/- per day per person.

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8. The bidder would be required to commence the work within 7 days after receiving the work order.

9. The deployed personnel will work under the control of the Project Director lelM Project or as assigned by the Project Director IClM Project.

10. The bidder should at all times indemnify SPMU-IClMP, WB against all claims, damages or compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages Act, 1948; Employer's Liability Act, 1938; the Workmen Compensation Act, 1923; Industrial Disputes Act, 1947; Maternity Benefit Act, 1961, Contract labour (R&A) Act, 1970 and etc.

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Annexure III

Candidate's Eligibility, Duties & Responsibility

A. Receptionist

Eligibility:

1. Passed 10 +2 from an accredited Board.

2. Proficient in Hindi & Bengali and working knowledge of English.

Schedule of work:

Generally, five (5) days working office in a week from 9-30 AM to 5-30 PM. If SPMU is opened on

holidays, Saturdays and Sundays receptionist is required to attend office on those days. No extra

payment will be made for working on those days.

Duties & Responsibilities:

1. Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.

2. Check visitors in and direct or escort them to specific destinations along with officers in SPMU office.

3. Responsibility to operate office telephones by receiving, giving and dispatching office

telephone communication to the relevant recipients.

4. Maintaining appropriate logs related to newspapers delivered to SPMU.

5. Maintenance of the Check-in and Check-out register of visitors on daily basis.

6. Carrying out any other duties that may reasonably or exceptionally be required to ensure

the smooth cooperation of SPMU's work and optimise the functioning of the office.

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B. Multi- Tasking personnel (including Housekeeping) - 2 Nos.

Eligibility:

1. Passed 8th standard from an accredited Board.

2. Conversant with Hindi and Bengali.

3. Good communication and interpersonal skills.

Schedule of work:

Generally, five (5) days working office in a week from 9-30 AM to 5-30 PM. The service of one

Multi-tasking Housekeeping personnel (including housekeeping) will commence from 9.30 am to

5.30 pm while for another Staff will commence from 10.30 am to 6.30 pm. If SPMU is opened on

holidays, Saturdays and Sundays the Multi-tasking Housekeeping personnel is required to attend

office on those days in the same schedule. No extra payment will be made for working on those

days.

Duties & Responsibilities:

1. Ferrying file/ correspondences to and from different Govt Depts/Agencies etc along with facilitating the services related to courier/ speed post of the outbound/ inbound materials/letters.

2. Providing clean filtered drinking water to every staff of SPMU from the water point of SPMU.

3. Aiding SPMU for sourcing food items from outside vendors and serving the same at SPMU.

4. Take care of Switch on/off lights, Digital display board, fans, AC machines, PCs etc.

5. Sweeping, mopping and cleaning including dusting out of furniture, fixtures and fittings.

6. Ensuring that all the water taps are closed and water is not got wasted.

7. Handling crockery items, cutlery and other utensils as well as cleaning of the same also

keeping inventory of the same.

8. Carrying out any other duties that may reasonably or exceptionally be required to ensure the smooth operation of SPMU's work and optimise the functioning of the office.

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