Government of India
Ministry of Agriculture & Farmers Welfare
Department of Agriculture, Cooperation & Farmers Welfare
Krishi Bhawan, Dr. Rajendra Prasad Road, New Delhi-110001.
e-Tender
for supplying services of Stenographers
Tender No. 12015/1/2016-Estt III (September 2016)
(Visit us at http://agricoop.nic.in)
TABLE OF CONTENTS
Title Page No.
Notice Inviting Tender 3
General Aspects of Tender 4
Instructions to bidders 5-9
Instructions for online bid submission 10-11
Terms & Conditions of the Contract 12-15
Tender Acceptance Letter 16-17
Proforma for Financial Bid 18
NOTICE INVITING TENDER
DEPARTMENT OF AGRICULTURE & COOPERATION KRTSHI BHAWAN, DR. RAJENDRA PRASAD MARG'
NEW DELHI-lIOOOI NOTICE INVITING TENDER (For publishing in the Website) Tender No. 12015/l/2016-Estt
III
Depa rtment of Agricultu re, Cooperation & Farmers Welfare
E-III Section, Room No. 16, Krishi Bhawan, New Delhi- 110001.
Tender No.
I'ender forms available at Website
Date and'I'ime of Issue/Publishing
l20l5ll
l20l 6-Estt.I I I http://agricoop.nic.in20'h
September,20l6
l5:00 Office of issuef)ocument download start date and time Bid submission start date and time
22"d September,20l6 10:00 22"dSeptember,2016 10:00
I llid submission last date and time 21" October,2016 l6:00 Date and time of opening of Technical bid 24'n October.20l6
Place of opening of technical bid
R""- N"J9
A, Ktt-tht--l
EhgI jq,New Delhi-l l0O0l.- ] l)ate of opening of financial bid To be intimated later On behalf of President of India, online tenders though e-procurement portal are invited fiom repr"rted and experienced manpower supply agencies/firms/companies for supply of services
of
10 Stenographers Lo Department of Agriculture, Cooperation&
Farmers Welfare (DAC&FW) on outsourcing basis tirr apcriod o{'onc year.
Bid document can be downloaded from DAC&FW website www.agricoop.nic.in & CPP Ppr.tal
Tbsite
http://eprocure.gov.in/eprocure/app/ li
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011-233884s3GENERAL ASPECTS OF TENDER INTRODUCTION 1. NATURE OF TENDER
This tender is for obtaining services of 10 Stenographers on outsource basis from reputed and experienced manpower supplying agencies/firms/companies. The contract shall be executed initially for a period of one year, and may be extended upto two years, depending upon the requirement of the Department. The number of Stenographers to be engaged may increase or decrease as per the requirement of the Department.
2. ELIGIBLE BIDDERS
All manpower supplying agencies/firms/companies having at least 2 years’ experience, to be reckoned on the last date for submission of bids, of providing similar manpower services i.e Stenographers to the Ministries/Departments, Central/State Autonomous Bodies, statutory
bodies, public sector banks and fulfilling the following conditions are eligible for bidding:
a) The firm/agency/company must not have been blacklisted by any Government/Ministry/Department/PSU, nor should they have been debarred from dealing with any public Department.
b) The firm must be registered with all Government/statutory authorities such as EPF, ESI, Sales Tax Department, Income Tax Department etc. as required in the normal course of business to render manpower supply services.
c) The criteria bar relating to prior- turnover and prior- experience will not be eligible for Micro
& Small Enterprises.
3. QUALIFICATION OF STENOGRAPHERS Stenographers proposed to be engaged must:
a) Possess a minimum qualification of Graduation.
b) Must have a minimum speed of 80 w.p.m in shorthand and a minimum speed of 35 w.p.m in typing in English or 30 w.p.m in typing in Hindi.
c) Working knowledge of computers (MS-Word and MS-Excel & Power Point).
d) Able to understand and speak in both Hindi and English 4. SCOPE OF WORK OF STENOGRAPHERS
Engaged Stenographers will carry out the following work:-
a) Taking dictation from the officer,
b) Typing of essential or confidential/secret documents considered necessary in administrative interest,
c) Collection of information and files, d) Compilation of data in desired form,
e) Opening of files, maintenance and tracking of current files,
f) Sending of routine reminders and acknowledgements,
g) Screening of telephone calls and the visitors in a tactful manner,
h) Fixing up of appointments, keeping list of engagements, meetings etc and reminding the officer well in advance of keeping them up,
i) Following any such directions given by the officer keeping in view administrative demand.
INSTRUCTIONS TO BIDDERS 5. BID DOCUMENTS
5.1 The services required, bidding procedures and contract terms are prescribed in Bid Documents. The bid Documents include:
a) Notice Inviting Tender b) General Aspects of Tender c) Instructions to Bidders
d) Instructions for online Bid Submission e) Terms and Conditions of the Contract f) Format of Tender acceptance letter.
g) Format of Price Bid
5.2 The Bidder is expected to examine all instructions, forms, terms and specifications in the Bid Documents.
Failure to furnish any of the information required as per the Bid Documents or submission of bids not substantially responsive to the Bid Documents in every respect will be at the bidder's risk and may result in rejection of the bid.
6. CLARIFICATION OF BID DOCUMENTS
6.1 A prospective bidder, requiring any clarification of the Bid Documents shall notify this Department online. The Department shall respond online to any request for clarification of the Bid Documents and clarification by the Department shall be sent to the prospective bidders online within the specied date and time.
6.2 Any clarification issued by DAC&FW in response to query raised by prospective bidders shall form an integral part of bid documents and it may amount to an amendment of relevant clauses of bid document.
7. AMENDMENT OF BID DOCUMENTS
7.1 At any time, prior to the date of submission of bids, DAC & FW may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the bid documents by amendments.
7.2 The amendments shall be notified online only through corrigenda, if any.
7.3 In order to provide prospective bidders reasonable time in which to take the amendments into account in preparing their bids, the DAC & FW may, at its discretion, extend the deadline for the submission of bids suitably.
8. Mode of bid submission
Bids shall be submitted under two envelope/cover system only through online e-tendering procurement portal. No offline bid, in any case, will be accepted. System requirements and procedure for online bid submission is outlined in detail in ‘Instructions for online bid submission’ section of this bid document. Bidders are advised to go through these details thoroughly before bid submission as neither this Department nor NIC will be responsible for rejection of bids due to incorrect/faulty online bid submission.
9. BID/EMD SECURITY
9.1 Bidders shall have to furnish, as part of bid, an EMD/bid security for an amount of ` 41,300/- (Rupees Forty One Thousand Three Hundred only) in the form of an account payee Demand Draft, Fixed Deposit receipt, Banker’s Cheque or Bank Guarantee from any Public Sector Bank in favour of “Pay & Accounts Officer, Sect.I, Department of Agriculture, Cooperation &
Farmers Welfare, New Delhi’, valid for a period of 60 days from the last date of bid submission and shall be delivered physically to Under Secretary (P-I), Room No. 29-A, Department of Agriculture, Cooperation & Farmers Welfare, Krishi Bhawan, Dr. Rajendra Prasad Raod, New Delhi-110001, on or before the last date and time fixed for bid submission. A bid not accompanied by EMD/bid security shall be rejected being non-responsive at the bid opening stage and returned to the bidder unopened. Bidders registered with the Central Purchase Organisation, Kendriya Bhandar or National Small Industries Organization (NSIC), have to upload the scanned copy of the registration Certificate in technical bid.
9.2 The bid security of the unsuccessful bidder will be discharged /returned to the bidder at the earliest after evaluation of the bid and latest on or before the 30th day after the award of the contract.
9.3 The successful bidder's bid security will be discharged upon the bidder's acceptance of the award of contract and furnishing the performance security.
9.4 The bid security may be forfeited:
a) If a bidder withdraws his bid during the period of bid validity specified above.
b) In the case of a successful bidder, if the bidder withdraws or amends the tender or impairs or derogates from the tender.
10. Technical Bid
10.1 The technical bid shall contain the signed with stamp and scanned copy of the following documents:-
a) Brief Profile of the firm mentioning address of its registered head office, address of local office in Delhi, contact no. (Mobile, landline, fax and email id), names of important persons who may be contacted etc.
b) Bid security of ` 41,300/-, as described above or registration certificate of the Central Purchase Organisation, Kendriya Bhandar or NSIC.
c) Certificate of Incorporation/ Registration of Firm/ Memorandum and Articles of Association/
Partnership Deed/ Proprietorship Deed/ Declaration of Proprietorship etc. as the case may be.
d) Copy of PAN/TAN numbers.
e) Copy of Income Tax Return for last two Financial Years.
f) Copy of Service Tax Registration Certificate.
g) Copy of ESI Registration Certificate.
h) Copy of EPF Registration Certificate.
i) Certificate to the effect that the firm is not blacklisted by any Govt. Organization/ DGS&D/
NCCF/ Kendriya Bhandar/ PSU.
j) Tender Acceptance Letter which should be filled, signed and stamped/certified properly.
k) Copies of experience certificates/order for award of contract for manpower supply agreements with other Ministries/Departments. Micro & Small Enterprises who are new in the service and do not have a track record may clearly mention this in an undertaking.
l) A certificate from CA regarding value of investment in equipment (original cost excluding land and building and furniture, fittings and other items not directly related to the service rendered or as may be notified under the MSMED Act, 2006)
10.2 Documents listed above must be properly scanned such that they are clearly readable/legible.
Documents poorly scanned may render the bid unresponsive at technical stage.
11. BID PRICE/FINANCIAL BID
11.1 The financial bid shall contain the price schedule (Bill of quantity/price bid) to be submitted online in pdf format (bid price template) available in this document. Firstly, bidders will have to download the template on their system, fill in the bid prices and, then upload the filled template on CPP portal. Bid price in any other format is not acceptable and will result in disqualification of tender at financial bid stage.
11.2 The bidder shall give the monthly rate per person in respect of proposed Stenographers inclusive of all charges/benefits and taxes. The basic price per head and all other components of the price e.g. Minimum wages, EPF, ESI, service charge, service tax etc. need to be individually indicated in respect of Stenographers proposed to be provided. The overtime rates per hour must also be indicated in the price bid. For the purpose of minimum wage ‘Graduate and above’ category will be applicable to Stenographers.
11.3 Service charges quoted in the bid price should not be ‘Nil’ otherwise the bid shall be treated unresponsive. Since, all other components, such as Minimum wage EPF, ESI etc., of bid price are fixed by concerned law/statute, service charge will be the considering factor for deciding L-1 firm.
Service charge mentioned in price bid must be in whole numbers.
11.4 The rate quoted by the bidder shall be revised only on account of statutory revision in the rates of Minimum wages/EPF/ESI/Service Tax etc. Service charge component of the rate, however, will remain constant over the entire period of contract, including the extended period, if any.
11.5 The rate quoted shall remain valid for 150 days from the date of opening of Financial Bid and in respect of accepted Bid the prices quoted shall remain valid during the entire period of contract.
12. MODIFICATION AND WITHDRAWAL OF BIDS
The bidder can modify or withdraw his bid any number of times before last date and time for submission of bids.
13. OPENING OF BIDS
13.1 Technical bids will be opened by the Bid Opening Committee constituted for this purpose by the Department. Bids will be opened online through CPP portal. Also the bidders can participate online during the bid opening process from their remote end through their dashboard. In case the bidder, or his/her representative, wants to attend the bid opening meeting, they must bring the copy of ‘Bid Submission ID’ generated after successful submission of bid and also intimate the department beforehand about their desire to attend the meeting.
13.2 A maximum of two representatives for any bidder shall be authorized and permitted to attend the bid opening process physically.
13.3 The date fixed for opening of bids, if subsequently declared as holiday by the Govt., the revised date of schedule will be notified. However, in absence of such notification, the bids will be opened in the next working day, time and venue remaining unaltered.
13.4 Financial bids of the technically qualified bidders will be opened by the Bid Opening Committee, date, time and venue of which will be intimated to them through CPP portal.
14. EVALUATION CRITERIA 14.1 Evaluation of Technical Bids
Eligibility mentioned in clause 2 above in conjunction with documents listed in clause 10 make the criteria for evaluation of technical bids. Tender Evaluation Committee will evaluate the technical bids to determine whether they are complete, required securities/ sureties have been furnished, the documents have been properly signed and the bids are generally in order and would upload the result of Technical Evaluation online on CPP Portal.
14.2 Evaluation of Financial Bids
(i) Financial bid/bid price made only in price bid proforma available with the tender document will be accepted. Price bid of a firm quoting NIL service charge will not be considered. Similarly, a firm quoting wage component of price bid less than the applicable minimum wage will be disqualified from financial evaluation stage. Bid price will be evaluated by the Tender Evaluation Committee on the basis of both monthly rate per Stenographer as well as overtime rate. In case of tie between L-1 firms overtime rates will be considered to decide L-1 firm. If tie still remains, contract will be awarded to the L-1 firm having the highest technical score as calculated in the technical bid stage.
(ii) Participating Micro & Small Enterprises quoting price within price band of L-1 plus 15% shall also be allowed to supply a portion of requirement by bringing down their price to L-1 price in a situation where L-1 price is from some one other than a Micro & Small enterprise and such Micro
& Small Enterprise shall be allowed to supply upto 20% of total tendered value.
15. CONTACTING THE DEPARTMENT
15.1 No bidder shall try to influence the DAC & FW (concerned officers dealing with the tender) on any matter relating to its bid, from the time of bid opening till the time the contract is awarded.
15.2 Any effort by a bidder to influence the Purchaser in the Purchaser's bid evaluation, bid comparison or contract award decision shall result in the rejection of the bid.
16. AWARD OF CONTRACT
16.1 PLACEMENT OF ORDER
The DAC &FW will consider placement of orders for supply of services on those bidders whose offers have been found technically and financially acceptable.
16.2 DEPARTMENT’S RIGHT TO VARY QUANTITIES
In exceptional situation where the requirement is of an emergent nature and it is necessary to ensure continued supplies from the existing venders, the Department reserves the right to place repeat order up to 25% of the services of manpower contained in the running tender/ contract within a period of twelve months from the earliest date of acceptance of APO at the same rate or a rate negotiated (downwardly) with the existing venders considering the reasonability of rates based on prevailing market conditions and the impact of reduction in taxes etc.
17. DEPARTMENT'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS This department reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids, at any time prior to award of contract without assigning any reason whatsoever and without thereby incurring any liability to the affected bidder or bidders on the grounds for the Purchaser's action.
18. SIGNING OF CONTRACT
The issue of Award Letter and Signing of Contract shall constitute the award of contract on the bidder. A contract under Indian Contract Act, 1872 shall be executed between the Department and the bidder to whom contract has been awarded. Upon the successful bidder furnishing the performance security, the DAC shall discharge its bid security.
19. ANNULMENT OF AWARD
Failure of the successful bidder to comply with the requirement of the tender document shall constitute sufficient ground for the annulment of the award and forfeiture of the bid security in which event the Purchaser may make the award to any other bidder at the discretion of Purchaser or call for new bids.
INSTRUCTIONS FOR ONLINE BID SUBMISSION
Instructions to the bidders to submit the bids online through the central procurement portal for e procurement at http://eprocure.gov.in/eprocure/app
1) Possession of valid digital signature certificate (DSC) and enrollment/registration of the contractors/bidders on the e-procurement/e-tender is a prerequisite for e-tendering.
2) bidder should do the enrollment in the e-procurement site using the ‘online bidder enrollment’
option available on the home page. Portal enrollment is free of charge. During enrollment/registration, the bidders should provide the correct/true information including valid email id. All the correspondence shall be made directly with the contractor/bidders through email id provided.
3) Bidder needs to login to the site through their user id/password chosen during enrollment/registration.
4) Then the digital signature certificate (class ii or class iii certificates with signing key usage) issued by SIFY/TCS/nCode/eMudra or any certifying authority recognized by CCA India or eToken/SmartCard, should be registered.
5) The DSC that is registered only should be used by the bidder and should ensure safety of the same.
6) Contractor/bidder may go through the tenders published on the site and download the required tender documents/schedules for the tenders he/she is interested.
7) After downloading/getting the tender document/schedules, the bidder should go through them carefully and then submit the documents as asked, otherwise bid will be rejected.
8) If there are any clarifications, this may be obtained online through the tender site, or through the contact details. Bidder should take into account the corrigendum published before submitting the bids online.
9) Bidder then logs in to the site through the secured log in by giving the user id/password chosen during enrollment/registration and then by giving the password of e-token/smartcard to access DSC.
10)Bidder selects the tender which he/she is interested in by using the search option & other moves in to the ‘any tenders’ folder.
11)From my tender folder, he selects the tender to view all the details indicted.
12)It is construed that the bidder has read all the terms and conditions before submitting their offer.
bidder should go through the tender schedules carefully an upload the documents as asked;
otherwise, the bid will be rejected.
13)Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document/schedule and generally, they can be in pdf/sls/rar/jpg/dwf formats. if there is more than on document, they can be clubbed together and can be provided in the requested format. Bidders bid documents may be scanned with 100 dpi with black and white option. It is advisable that each document to be uploaded through online for the tenders should be less than 2 MB. If any document is more than 2 MB, it can be reduced through rar and the same can be uploaded, if
permitted. However, if the file size is less than 1 MB the transaction uploading time will be very fast.
14)If there are any clarifications, this may be obtained through the site, or during the pre-bid meeting if any. Bidder should take into account the corrigendum published from time to time before submitting the online bids.
15)The bidders can update well in advance, the documents such as certificates, annal report details etc., under my space option and these can be selected as per tender requirements and then send along with the bid documents during bid submission. This will facilitate the bid submission process faster by reducing upload time of bids.
16)Bidder should submit the tender fee, EMD as specified in the tender. The original should be posted/couriered/given in person to the tender inviting authority, within the bid submission due date & time for the tender or as indicated in the tender. Scanned copy of the instrument should be uploaded as part of the offer.
17)While submitting the bids online, the bidder reads the terms & conditions and accepts the same to process further to submit the bid packets.
18)The bidder has to select the payment option as offline to pay the tender fee/EMD as applicable to enter details of the in-statements.
19)The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the date entered during bid submission time. Otherwise submitted bid will not be acceptable or liable for rejection.
20)The bidder has to digitally sing and upload the required bid documents one by one as indicated.
bidders to note that the very act of using DSC for downloading the bids and uploading their offers shall be deemed to be a confirmation that they have read all sections and pages of the bid document including general conditions of contract without any exception and have understood the entire document and are clear about the requirements of the tender requirements.
21)The bidder has to upload the relevant files required as indicated in the cover content. In case of any irrelevant files, the bid will be rejected.
22)If the price bid format is provided in a spread sheet file like boq-xxxx.xls, the rates offered should be entered in the allowed space only and uploaded after filling the relevant columns. The Priced- bid/BoQ template must not be modified/replaced by the bidder; else the bid submitted is liable to be rejected for the tender.
23)The bidders are requested to submit the bids through online e-tendering system to the Tender Inviting Authority (TIA) well before the bid submission end date & time (as per service system clock). The TIA will not be held responsible for any sort of delay or difficulties faced during the submission of bid online by the bidder at the eleventh hour.
24)After the bid submission (i.e. after clicking “freeze bid submission’ in the portal), the acknowledgment number, given by the system should be printed by the bidder and kept as a record of evidence for online submission of bid for the particular tender and will also act as an entry to participate in the bid opening date.
25)The time settings fixed in the server side & displayed at the top of the tender site, will be valid for all actions of requesting, bid submission, bid opening etc., in the e-tender system. The bidder should follow this time during bid submission.
26)All the date being entered by the bidders would be encrypted using PKI encryption techniques to ensure the secretary of the data. The data entered will not viewable by unauthorized persons during bid submission & not be viewable by any one until the time of bid opening.
27)Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid openers’ public keys. Overall, the uploaded tender documents become readable only after the tender opening by the authorized bid openers.
28)The confidentially of the bids is maintained since the secured socket layer 128 bit encryption technology is used. Date storage encryption of sensitive fields is done.
29)The bidder should logout of the tendering system using the normal logout option available at the top right hand corner and not by selecting the (x) exist option in the browser.
30)For any queries regarding e-tendering process, the bidders are requested to contact as provided in the tender document. Parallel for any further queries, the bidders are asked to contract over phone:1-800-233-7315 or send a mail over to [email protected]
TERMS AND CONDITIONS OF CONTRACT
(1) All services shall be performed by persons qualified and skilled in performing such services as per the eligibility criteria indicated in the circular.
(2) The persons engaged by the Agency should not have any adverse police records/criminal cases against them. The Agency would be responsible to make adequate enquiries about the character and antecedents of the persons before their engagement for the purpose. The Character and antecedents of each personnel will be got verified by the service provider before their deployment though the local police. Proofs of identity like driving license, bank account details, previous work experience, proof of residence and recent photograph and a certification to this effect should be submitted to this Department. The service provider will also ensure that the personnel deployed are medically fit. The Service provider shall withdraw such employees who are not found suitable by the office for any reasons immediately on receipt of such a request from this Department and shall immediately replace another employee in place of the one withdrawn.
(3) The service provider’s personnel shall not claim any benefit/compensation/regularization or services from this Department under the provision of Industrial Dispute Act, 1947 or Contract Labour (Regulation & Abolition) Act, 1970. Undertaking from the persons to this effect shall be required to be submitted by the service provider to this Department at the time of their engagement.
(4) The service provider’s personnel shall not divulge or disclose to any persons of any details of office, operation process technical know-how, security arrangements, Administrative/ organization matters as all are confidential/secret in nature.
(5) The service provider’s personnel working should be polite, cordial, positive and efficient while handling the assigned work and their action shall promote goodwill and enhance the image of this
Department. The service provider shall be responsible for any act of indiscipline on the part of the personnel deployed by him.
(6) Personnel deployed shall not be below the age of 18 years and above 45 years. They must have Aadhar Card for the purpose of registration on Aadhar based biometric-attendance system.
(7) The Department may require the service provider to dismiss or remove from the site of work, any person, or persons, employed by the service provider, who may be incompetent or for his/her/their misconduct and the service provider shall forthwith comply with such requirements. The service provider shall replace immediately any of its personnel, if they are unacceptable to the Department because of security risk, incompetence, conflict of interest and breach of confidentiality or improper conduct upon receiving written notice from office.
(8) The service provider has to provide Photo Identity Cards to the persons employed by him/her for carrying out the work. These cards are to be constantly displayed & their loss reported immediately.
(9) The service provider shall ensure proper conduct of his personnel in office premises, and enforce prohibition of consumption of alcoholic drinks, chewing of paans, smoking, loitering without work.
(10) The transportation, food, medical and other statutory requirement in respect of each personnel of the service provider shall be borne by the service provider.
(11) Working hours would be normally from 9:00 AM to 5:30 PM during working days including 30 minutes lunch break in between. However, in exigencies of work, they may be required to sit late and the personnel may be called on Saturday, Sunday and other Gazetted Holidays, if required.
They may be paid extra wages by the Service Provider on the basis of a Certificate provided by the officer as per the overtime rates approved.
(12) That the agency will be wholly and exclusively responsible for payment of wages to the persons engaged by it in compliance of all the statutory obligations under all related legislations as applicable to it from time to time including Minimum Wages Act, Employees Provident Fund, ESI Act etc. and the Department shall not incur any liability for any expenditure whatsoever on the persons employed by the agency on account of any obligation.
(13) It shall be the duty of the Contractor to ensure the disbursement of wages in the presence of the authorized representative of the Department of Agriculture, Cooperation & Farmers Welfare. Bill of the subsequent month will be paid only after submission of certificate of disbursement of wages of the previous month, signed by the said representative of the Department. In case wages are directed deposited by the contractor into bank accounts of persons engaged, a copy of contractor’s bank statement showing remittance of the amount must be enclosed with the bill.
(14) The agency will be required to provide particulars of EPF, ESIC, etc. of previous month in respect of its employees engaged in the Department while raising monthly bill.
(15) It is obligatory on the Contractor to ensure the wages paid should not be less than the minimum wages fixed by the Government, from time to time and all statutory requirements such as Provident Fund, Employees State Insurance and Bonus etc. must be incorporated in salary.
(16) The service provider will submit the bill in triplicate in respect of a particular month in the first week of subsequent month. The payment will be released by the third week of the following month after deduction of taxes deductible at source under the law in force.
(17) Payments to the service provider would be strictly on certification by the officer with whom person is attached that his services were satisfactory and attendance as per the bill preferred by the service provider.
(18) No wage/remuneration will be paid to any staff for the days for absence from duty.
(19) The service provider shall provide the required number of personnel for a shorter period also, in case of any exigencies as per the requirement of this Department.
(20) The service provider shall provide a substitute well in advance, if there is any probability of the persons leaving the job due to his/her own personal reason. The payment in respect of the overlapping period of the substitute shall be the responsibility of the service provider.
(21) The service provider shall be contactable at all times and message by phone/mail/Fax/Special Messengers from this Department to him/her shall be acknowledged immediately on receipt on the same day. The Service Provider shall strictly observe the instructions issued by the Department implementing the Contract from time to time.
(22) This Department shall not be liable for any loss, damage, theft, burglary or robbery of any personal belongings, equipment or vehicles of the engaged personnel.
(23) That the agency on its part and through its own resources shall ensure that the goods, materials and equipment’s etc. are not damaged in the process of carrying out the services undertaken by it and shall be responsible for act of commission or omission on the part of its staff or its employees etc.
(24) If this Department suffers any loss or damage on account of negligence, defaults or theft on the part of the personnel of the agency, then the agency shall be liable to reimburse the pecuniary value of the loss, as decided by this Department for the same. The agency shall keep this Department fully indemnified against any such loss or damage.
(25) This Department will maintain an attendance register in respect of the personnel deployed by the agency on the basis of which wages/remuneration will be decided in respect of the staff at the approved rates.
(26) The successful bidder shall furnish a Performance Security Deposit of amounting ` 1,45,000/- ( Rupees One Lakh Forty Five Thousand Only) in the form of either an account payee demand draft, Fixed Deposit receipt or Bank Guarantee from a Nationalised bank drawn in favour of the
“Pay & Accounts Officer, Sectt.I, Department of Agriculture, Cooperation & Farmers Welfare, Ministry of Agriculture & Farmers Welfare, Krishi Bhawan, New Delhi, with validity of one year from the date of signing the contract, in an acceptable form safeguarding the interests of this Department in all respects should be deposited. The security deposit shall be forfeited by the Department on non-compliance of the terms of agreement by the service provider or frequent absence from duty/misconduct on part of manpower supplied by the agency. In case contract is extended beyond the initial period of one year, agency will have to submit fresh Performance Security Deposit (PSD) for the extended period. Upon receiving fresh PSD in case of extension of contract or termination of contract due to completion of period, original PSD will be released.
(27) The successful bidder will enter into agreement with this Department for supply of suitable manpower as per the requirement on these terms and conditions. The agreement will be valid for a period on one year commencing from the date of signing of the agreement and shall continue to be in force in the same manner, unless terminated in writing. Except for any enhancement in the minimum rates of wages by the Govt. of NCT of Delhi, revision in EPF/ESI/Service Tax rules, the Service charges/rates quoted by the agency shall be fixed for a period of one year including the period extended, if any, and no request for any change/modification shall be entertained. The contract/agreement is extendable upto two years, on year to year basis, subject to satisfactory performance of the agency and such amendments as mutually agreed to.
(28) The service provider shall not assign, transfer, pledge or subcontract the performance or services without the prior consent of the Department.
(29) The agreement can be terminated by either party giving one month’s notice in advance. If the agency fails to give one month’s notice in writing for termination of the agreements then one month’s wages etc. and any suitable amount due to the agency from this Department shall be forfeited.
(30) On the expiry of the agreement as mentioned above, the agency will withdraw all its personnel and clear their accounts by paying them all their legal dues. In case of any dispute on account of termination of employment or non-employment by the personnel of the agency, it shall be the entire responsibility of the agency to pay and settle the same.
(31) In the event, if any dispute arises touching any of the clauses of the agreements, the matter will be referred to the Secretary, Department of Agriculture, Cooperation & Farmers Welfare whose decision shall be binding on both the parties.
(32) Any legal dispute arising out of the above contract shall be settled in the jurisdiction of the High Court of Delhi.
Annexure – II TENDER ACCEPTANCE LETTER
(To be given on Firm/Company Letter Head) Date:
To,
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Sub: Acceptance of Terms & Conditions of Tender.
Tender Reference No: ____________________________
Name of Tender / Work: -
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Dear Sir,
1. I/ We have downloaded / obtained the tender document(s) for the above mentioned
‘Tender/Work’ from the web site(s) namely:
_____________________________________________________________________________________
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_____________________________________________________________________________________
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as per your advertisement, given in the above mentioned website(s).
2. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents from Page No. _______ to ______ (including all documents like annexure(s), schedule(s), etc .,), which form part of the contract agreement and I / we shall abide hereby by the terms / conditions / clauses contained therein.
3. The corrigendum(s) issued from time to time by your department/ organization too have also been taken into consideration, while submitting this acceptance letter.
4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) / corrigendum(s) in its totality / entirety.
5. In case any provisions of this tender are found violated , then your department/ organisation shall without prejudice to any other right or remedy be at liberty to reject this tender/bid including the forfeiture of the full said earnest money deposit absolutely.
Yours Faithfully,
(Signature of the Bidder, with Official Seal)
PROFORMA FOR FINANCIAL BID/RATE BID FOR STENOGRAPHER (On firm's letter/head)
1. Name of the Company/firm …...
2. Consolidated monthly rate per Messenger with its break up is quoted in the table below as per instructions given in tender documents
S.No. Component of Rate Amount in `./Stenographer
1. Item Description Supply of Stenographers
(English)
2. Minimum wage
3. Employer's contribution to EPF @ 13.36% on minimum wage
4. Employer's contribution to ESI @ 4.75% on minimum wage
5. Service charge amount in figures
6. Service Tax @ 15% on sum of (2+3+4+5)
7. Total monthly rate per Messenger in figures (2+3+4+5+6)
8. Total monthly rate per Messenger in words 9. Overtime rate per hour in figures
10. Overtime rate per hour in words
Note: Service charge must not be zero and must be in whole numbers.
Signature of authorized person with seal Date :
Place :
