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Government of India
Ministry of Agriculture and Farmers Welfare
Department of Agriculture, Cooperation and Farmers Welfare Directorate of Extension
Krishi Vistar Sadan , Pusa New Delhi-110012.
Tender Document
(e-Tender for Watch & Ward (Security Services ) of KVS and MNCFC)
(Tender No. 31/2/2015-FI (Admn) (August , 2016)
Visit us at
http://agricoop.nic.in, www.vistar.nic.in, www.agricoop.nic.in & www.krishivistar.gov.in
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F.No.31-2/2015-F.I (Admn) Government of India
Ministry of Agriculture & Farmers Welfare
Department of Agriculture, Cooperation & Farmers Welfare.
DIRECTORATE OF EXTENSION
NOTICE FOR INVITING QUOTATION FOR WATCH & WARD (SECUIRTY SERVICES) OF KRISHI VISTAR SADAN AND MAHALANOBIS NATIONAL CROP FORECAST CENTRE (MNCFC) AT CTO CAMPUS, PUSA,
NEW DELHI.
The Department of Agriculture, Cooperation & Farmers Welfare invites Technical and Financial bids through e-procurement (www.eprocure.gov.in) to hire an agency / firm for Watch & Ward (Security Services) of Krishi Vistar Sadan and Mahalanobis National Crop Forecast Centre (MNCFC) at CTO Campus, Pusa, New Delhi during 2016-17. The details of eligibility along with terms & conditions may be seen in CPP portal besides www.vistar.nic.in/www.krishivistar.gov.in and www.agricoop.nic.in
The agencies / firms fulfilling the conditions may fill/upload their Technical and Financial Bids online through e-procurement (www.eprocure.gov.in) by 4:00 PM of 01/09/2016. The interested agencies / firm are required to have Digital Signature Certificate for submission of the bid through e- procurement (www.eprocure.gov.in)
(Jasbir Singh) RHE & I/c FI (Admn) Tel No. 25846613, 25842680
3 TABLE OF CONTENTS
Title Page No.
Notice Inviting Tender 4
General Aspects of Tender 5
Instructions to bidders 6
Instructions for online bid submission 7
Proforma for Technical Bid 13 -15
Proforma for Financial Bid 16-17
Terms &Conditions of the Contract 18-21
Tender Acceptance Letter 22
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NOTICE INVITING TENDER
MINISTRY Of AGRICULTURE AND FARMERS WELFARE
DEPARTMENT OF AGRICULTURE, COOPERATION AND FARMERS WELFARE DIRECTORATE OF EXTENSION
KRISHI VISTAR SADAN,PUSA NEW DELHI-110012 NOTICE INVITING TENDER (For publishing in the Website) Tender No. 31/2/2015-FI(ADMN)
DIRECTORATE OF EXTENSION Office of issue
KRISHI VISTAR SADAN, PUSA, Room no 209 New Delhi-110012.
Tender No. 31/2/2015-FI(Admn)
http.eprocure.gov.in/eprocure/app http://agricoop.nic.in,
krishivistar.gov.in/ vistar.nic.in Tender forms available at Website
Date and Time of Issue/Publishing 01.09.2016 16:00
Document download start date and time 01.09.2016 17:00
Bid submission start date and time 05.09.2016 10:00
Bid submission last date and time 20.09.2016 14:00
Date and time of opening of Technical bid 20.09.2016 15:00
Place of opening of technical bid
Committee Room, MNCFC& Syndicate Room , Krishi Vistar Sadan, Pusa, New Delhi -110012
Date of opening of financial bid To be intimated later
Bid document can be downloaded from CPP Portal (http://eprocure.gov.in/eprocure/app), www.agricoop.nic.in and krishivistar.gov.in / vistar.nic.in
sd/- (Jasbir Singh) RHE & I/c FI (Admn) Tel No. 25846613, 25842680
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By Registered/Speed Post Tender document F.No.31-2/2015-F.I.
Government of India
Ministry of Agriculture and Farmers Welfare Department, Agri. Co-operation & Farmers Welfare
DIRECTORATE OF EXTENSION
KrishiVistarSadan Street No.6, Dairy Road Pusa, New Delhi – 110012.
Dated the August, 2016 To
M/s
Subject: Invitation of Tender for Watch & Ward (Security Services) at Krishi Vistar Sadan and Mahalanobis National Crop Forecast Centre (MNCFC) at CTO Campus, Pusa, New Delhi.
Dear Sir,
The tenders are invited from interested firms for providing Watch & Ward (Security Services) of Krishi Vistar Sadan and Mahalanobis National Crop Forecast Centre (MNCFC) at CTO Campus, Pusa, New Delhi during 2016-17.
The Krishi Vistar Sadan, Printing & Process Building and MNCFC Building are adjoining buildings situated at IARI Campus, CTO, Pusa, New Delhi. The other details are as under:-
A. The buildings for which above services are required along with their respective area are given below :-
S.No. Place /floor Covered area (Sq.mtr) Remarks 1 Basement &
Ground
582.49 Used as parking area
2 Ground Floor 808.337 Including Meeting Hall
3 First Floor 586.06 Rooms /office
4 Second Floor 593.806 Rooms /office
5 Third Floor 593.806 Rooms/ office
6. Printing & Process Building (Old Shed)
1604 .00 sq. meter Rooms with Processing &
Printing Equipment 7. MNCFC Covered
Area
610 sq.meter Approximate
Rooms/Offices/Lib./Computer Lab/Canteen
6 B. Manpower Required
Security Personnel, as per detail below, are to be manned for Twenty Four hours No. of Security Supervisor Required No. of Security Guard Required
One (01) Six (06)
(04 for DOE & 02 for MNCFC)
The contract, if any, which may eventuate from this tender shall be governed by the Agreement and Terms & Conditions as contained in the invitation/instructions to the Bidder.
Interested firms which are in a position to undertake the above work on the terms & conditions and instructions to Bidders given in the tender document may submit their minimum rate in two bid system (Technical & Financial).
INSTRUCTIONS TO BIDDERS 1. BID DOCUMENTS
1.1 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. Charter for duties for security services (Annexure-I)
e. Terms and Conditions of the Contract (Annexure III Part – I&II) f. Technical & Financial Bid (Annexure II -Schedule I & II
g. Format of Tender Acceptance letter( Annexure – VI)
1.2 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 not substantially responsive to the Bid Documents in every aspect will be at submission of bids the bidders’ risk and may result in rejection of the bid. The tender is liable to be rejected if the particular asked for in the schedules to the tender is not fully filled in along with all essential document required for technical bid evaluation.
2. CLARIFICATION OF BID DOCUMENTS
2.1 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 in given specific Date & Time and clarification by the department shall be sent to the prospective bidders online.
2.2 Any clarification issued by DOE 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.
3. AMENDMENT OF BID DOCUMENTS
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3.1 At any time, prior to the date of submission of bids, DOE 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.
3.2 The amendments shall be notified online only through corrigenda, if any.
3.3 In order to provide prospective bidders reasonable time in which to take the amendments into account in preparing their bids, the DOE may, at its discretion, extend the deadline for the submission of bids suitably.
4. Mode of bid submission
4.1 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 under ‘Instructions for online bid submission’ given at CPP portal. 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.
5. BID/EMD SECURITY
5.1 Bidders shall have to furnish, as part of bid, an EMD/Bid security for an amount of Rs. 25,000/- (Rupees Twenty Five Thousand only) in the form of an account payee Demand Draft/ Banker’s Cheque or Bank Guarantee from any Public Sector Bank in favour of “Drawing &
Disbursing Officer, Directorate of Extension, New Delhi, valid for a period of 90 days from the last date of bid submission or till the validity for 06 months or till the completion of process and awarding the job to a suitable agency whichever is earlier and shall be delivered physically to Incharge FI (Admn) Room No. 209, Krishi Vistar Sadan, Pusa, New Delhi before the last date and time fixed for bid submission. Photocopy of the Demand Draft/ Banker’s Cheque may be uploaded with technical 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.
5.2 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 to the selected agency.
5.3 The successful bidder's bid security will be discharged upon the bidder's acceptance of the award of contract and furnishing deposit of performance security.
5.4 The bid security may be forfeited:
5.4.1 If a bidder withdraws his bid during the period of bid validity specified above.
5.4.2 In the event of the bidders failure after the acceptance of his tender, to furnish the requisite Security Deposit mentioned in clause 5.3 of this document by the due date without prejudice to any other rights and remedies of Directorate under the contract and law.
5.5 No interest in payable on Bid /EMD Security.
6. Performance Security Deposit:
6.1 The successful bidder shall furnish Performance Security Deposit equivalent to 10%(Ten percent) of the amount of annual contract in the form of Fixed Deposit Receipt of a Nationalized Bank drawn in favour of Drawing & Disbursing Officer, Directorate of Extension payable at New Delhi
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valid upto two (02) months beyond the contract period.
6.2 The Directorate will not be liable for payment of any depreciation thereof.
6.3 No interest is payable on Security Amount/Performance Security Deposit.
7. Technical Bid
7.1 The technical bid shall be signed with stamp and contain scanned copy of the following requisite documents with proper Indexing & paging as per Annexure III.
a) Brief Profile of the firm.
b) The bidder should have at least three (03) year experience of providing Watch & Ward (Security Services) in Govt. office/Public Sector Undertaking/any other reputed organizations etc and to this effect, work experience certificate should be attached indicating the quantum of work done as also the period and value of the contract. The documentary proof of work done/work in hand at present should also be enclosed.
c) Bid / EMD security (EMD)of Rs. 25,000/-.
(As per para 10 of the “Public Procurement Policy for Micro & Small Enterprises (MSEs) Order 2012” as notified by the Government of India, Ministry of Micro Small & Medium Enterprises, New Delhi vide Gazette Notification dated 23.03.2012, all registered vendors are exempted from depositing the EMD & Tender Document cost. However, such bidders claiming exemption have to submit necessary documents in their bid.)
d) Registration certificate of the firm under Company Act or any other authorities of Central Government/ State Government/ any Government department for carrying out the job work.
e) Balance sheet of the firm for last year having turnover not less than 30.00 lakhs duly signed &
certified by the Competent Authority (Charted Accountant etc).
f) Police verification report of the antecedents’ of deployed security supervisor/guards.
g) The firm/ Agency must enclose a certificate indicating that there is no criminal/legal suit pending or contemplated against it.
h) Certificate of Incorporation/Memorandum and Articles of Association/ Partnership Deed/
Proprietorship Deed/ Declaration of Proprietorship etc. as the case may be.
i) Copy of PAN/TIN numbers.
j) Copy of Income Tax Return for last three (03) Financial Years.
k) Copy of Service Tax Registration Certificate.
l) Copy of ESI Registration Certificate.
m) Copy of EPF Registration Certificate.
n) Property details of the partners/firms/establishments.
o) Certified copy of Bank Solvency Certificate.
p) Tender Acceptance Letter which should be filled, signed and stamped/certified properly.
7.2 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.
8. FINANCIAL BID
8.1 The financial bid shall contain the price schedule (Bill of quantity/price bid) to be submitted online in pdf format (bid price template) in the Proforma given at Annexure –IV of this Tender 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. Any attempt by bidders to modify/temper the price bid template may lead to rejection of their bid.
8.2 The bidder shall give the monthly rate per person in respect of proposed work inclusive of all
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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 per person proposed to be provided. The overtime rates per hour must also be indicated in the price bid.
8.3 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. This is, in fact, also automatically ensured by the price bid as it will not accept service charge in fraction.
8.4 Successful bidder / agency should ensure that the monthly salary of the employees must be dispensed to the employees bank account directly. Agency should provide all such bank accounts details to this office for any verification purpose etc. No cash payment to employees will be permissible under the Contract.
8.5 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.
8.6 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.
9. OPENING OF BIDS
9.1 Technical bids will be opened by the Bid/Tender Opening & Evaluation 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 (only one), 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 willingness to attend the meeting.
9.2 Only one representative for any bidder shall be authorized and permitted to attend the bid opening process physically.
9.3 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.
9.4 Financial bids for which of the technically qualified bidders will be opened by the Bid Opening Committee, date, time and venue will be intimated to them through CPP portal.
10. EVALUATION CRITERIA 10.1 Evaluation of Technical Bids
Tender Opening & 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. Non-submission of any document as required in the tender will lead to rejection of the tender.
10.2 Evaluation of Financial Bids
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 Opening &
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Evaluation Committee on the basis of monthly rate per person. 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 maximum experience and renowed clientelees. The Price Bid, if found modified/tampered by the bidder, except for the permitted cells, will be rejected.
11. CONTACTING THE DEPARTMENT
11.1 No bidder shall try to influence the DAC&FW/Directorate of Extension/MNCFC (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. 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 bid.
12. AWARD OF CONTRACT
The DAC&FW/Directorate of Extension/MNCFC will consider placement of Orders/Award for Contract for supply site Servicers to the successful bidder.
13. DEPARTMENT'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS
This DAC&FW/DOE 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.
14. 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/Directorate and the bidder to whom contract has been awarded. Upon the successful bidder furnishing the performance security, the DOE shall discharge its bid security. Draft of Agreement at Annexure III (Part I & II).
15. 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 the event of which the Purchaser may make the award to any other bidder at the discretion of Purchaser or call for new bids.
sd/-
(Jasbir Singh) RHE & I/c FI (Admn) Tel No. 25846613, 25842680
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ANNEXURE – I
CHARTER OF DUTIES FOR SECURITY SERVICES AT KVS & MNCFC BUILDING
a. Ensure Proper Locking/unlocking of all doors and windows and report the Caretaker &
Officer concerned immediately.
b. Ensure that no unauthorized persons or vehicle get entry into the guarded premises in an irregular manner.
c. Ensure safe custody of keys
d. To regulate traffic and ensure proper parking of vehicles.
e. Conduct regular patrolling along the specified beats f. No stray cattle/dogs get access to the guarded area g. To check pilferage and implement anti theft measures.
h. Check & keep the record of all out going material through gate pass signed by the authorized officials of KVS & MNCFC i.e. Section Officer, Service Section.
i. Check/control/search staff engaged by any other contractor or person having access to the building.
j. Be conversant with the location of fire alarm switches and hydrant and fire extinguisher and operate them in case of need and assist the fire brigade in their operation
k. Allow no unauthorized persons except the staff members with due permission of the competent authority in the guarded area.
l. To maintain complete record of visitors
m. To maintain record of incoming and outgoing vehicles wherever applicable.
n. To report unusual events in suspicious circumstances occurring in the area of premises.
o. To keep record of staff members who are required to sit beyond office hours or attend office on Saturdays/Sundays and Closed Holidays in a register and obtain their signatures.
p. Any other items of work assigned with the approval of Competent Authority.
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ANNEXURE-II Full Name & Address of the tenderer in
Addition to Address & other relevant information Telephone No:
Fax : E-mail :
____________________________________________________________________
From:- To
The Director (Admn.) Directorate of Extension, Krishi Vistar Sadan, Pusa, New Delhi-12 Sir/Madam
I/we have read all the particulars regarding the general information & other terms & Conditions of the contract for the annual Security Services of Krishi Vistar Sadan & MNCFC Building, Pusa, New Delhi and agree to provide the services as detailed in schedule herein or to such portion thereof as you may specify in the acceptance of the tender at the rates given in Financial Bid to this tender and I/we agree to hold this offer open till 90 days. I/we shall be bound by a communication acceptance dispatched within the prescribed time.
2. I/we have understood the terms and conditions for the contract and shall provide the best services strictly in accordance with these requirements.
3. Every page so attached with this tender bears my signature and the official seal.
4. Demand Draft No._______________ of Rs.____________________drawn in favour of Drawing &
Disbursing Officer, Directorate of Extension, Pusa, New Delhi is enclosed as earnest money as required.
Signature & Seal of Tenderer with date___________
Address____________________________________
____________________________________
____________________________________
Name & Signature of Witness___________________
Address_____________________________________
____________________________________________
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Annexure -III TECHNICAL BID
(Brief profile)
Tender for Watch & Ward (Security Services) at Krishi Vistar Sadan and Mahalanobis National Crop Forecast Centre (MNCFC) at CTO Campus, Pusa, New Delhi.
PART – I
S. No Particular Detail Page No.
1. Name of the Firm / Agency
2. Complete address of the firm/Bidder with telephone/mobile Nos/Fax No/E-mail address etc.
3. Name, designation, address and Telephone No. Of authorized person of firm/tenderer to deal with
4. Specify as to whether Tenderer is a Sole proprietor/partnership firm. Name Address, telephone No. of Director/
Partner should be specified.
5. Permanent Account No. (PAN) of Income Tax Deptt. And latest clearance Certificate 6. Constitution of the firm/Agency
a) Indian Companies Act 1956
b) Indian Partnership Act, 1932 Please give names of Partnership
c) Any other Act, if any
7. For partnership firm whether registered under the Indian Partnership Act 1932, please state further whether by the partnership agreement, authority to refer disputes concerning the business of the partnership to arbitration has been conferred on the partner who has signed the tender.
ii) If answer to the above is in negative whether there is any general power of attorney executed by all the partners of the firms authorizing the partner who has signed the tender to refer dispute concerning business of the partnership to arbitration.
iii) If answer to (i) or (ii) above is in the affirmative please furnish a copy of either the partnership agreement or the general power of attorney as the case may be.
8. Name & Full Address of the Banker 9. Registration Number of the firm 10. ESI No. of Firm
11. EPF No. of Firm
14 12. Service Tax Registration No.
13. Registration No. under Contract Act/License No. Under Delhi Private Security Agencies (Regulation) Rules, 2009
14. Experience in no. of years & Value of each works (Name & address of client departments may be indicated in chronological order and supporting documents may be attached in said manner for the last two years.
15. No. of regular employees with the firm/Bidder
16. Number of Guards/Supervisor registered under ESI/EPF. Latest ESI/EPF Challan for ascertaining the number of Guards/
Supervisor has to be attached
17. Whether any Administrative, Civil Criminal proceeding is pending against the contractor/firm (if yes) give details 18. State whether the contractor during the
preceding three years period has defaulted on any contract (if yes), provide the factual details and circumstances of the default and the concerned firm/
entity labour (R&A) Act 1970 issued by Labour Deptt. Of Govt. Of Delhi or pertaining to any other Govt. Deptt.
19. Job requirements i.e. plan of the contractor in brief. (the contractor shall demonstrate his understanding of services requested in the tender and explain how he plans to approach each requirement, indicating the numbers of workers to be deployed and the quantity of material and manpower equipment and machinery, etc. to be used.
20. Certified copy of bank Solvency Certificate to be attached
21. The firm must attach the documentary proof of annual security contract of Rs.30.00 Lakh of last year.
22. Acceptance of terms and conditions:
(The contractor shall specifically stipulate that the proposal is based upon the acceptance of all terms and conditions stated in the tender.) 23. Any other information
Note:- The information required at serial no. 1 to 13 must be accompanied with the certified copies of the documents, and attached as per the serial number failing which the tender is liable to be rejected. No other document needs to be attached with the tender form.
15 Part – II
1. Detail of the Earnest Money Deposited:-
a) Amount, Demand Draft number with date &
Bank drawn on Part - III
1. Name & address of the firm’s representatives and whether the firm would be represented at the time of opening of the tenders.
DATED:- ______________________
Place:- _______________________
I/we have carefully read and understood the instructions to tenderers, terms & conditions of the cleaning and upkeep services contract and liability of contractor mentioned at Annexure-IV and agree to abide by them. I/we agree that the EMD shall be liable to forfeiture if after submitting my tender, I/we withdraw or modify my/our offer and/ or terms & conditions thereof in any manner or in the event of my failure after acceptance of this tender to furnish the requisite security deposit by the due date which is without prejudice to any right or remedies of the Directorate of Extension under the contract and law.
I am aware that no interest would be payable on the EMD/Security.
I/we also hereby give consent for converting the amount of EMD into Security on being found to be a successful tenderer. I/we have inspected the location concerning the contract before submission of tender.
Place: New Delhi Date:
(Signature of the Tenderer) With seal Name :
Designation : Address :
Telephone No. (Off) : Telephone No. (Res.) :
Mobile(if any) :
Please add supplementary pages & number them wherever needed
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Annexure-IV FINANCIAL BID
(Part I)
(Financial bid to be enclosed in a separate sealed envelope)
The tender will remain open for acceptance upto 90 days from the date of opening of bid. The rates tendered will be valid for a period of one year from the date of acceptance of the rates.
To
Director (Admn)
Directorate of Extension, Krishi Vistar Sadan, Pusa, New Delhi – 110012
I/we wish to submit our tender for maintaining watch & ward (Security arrangement) at KVS & FASAL Building on the following rates.
Description Total Cost of 06 guards (Semi Skilled ) & 1 Supervisor (Skilled)
Service Charges of Total Cost
Service Tax of Total Cost
Grand Total (2+3+4)
Actual Salary to be paid per month (Break up to be indicated in Part –II)*
1. 2. 3. 4. 5. 6.
Total Lump sum monthly charges for providing Security Arrangements (Watch &
Ward) at KVS & MNCFC Building, Pusa New Delhi (Not below the minimum wages notified by Delhi Govt.)
*Refer Part-II
I/we agree to the forfeiture of the earnest money deposited by me/us in connection with this tender if I/we fail to comply with any of the terms & conditions in whole or in part as laid down in the quotation form. We have carefully read the terms & conditions of the tender & agree to abide by these in letter and spirit.
Any other terms & condition that the tender(s) would like to specify form a part of this schedule only Signature___________________
Name & Address of the firm with Phone No.__________________________
17 Part II Break – up of Monthly Charges to be claimed and actual to be paid
S.No. Description Rates (in Rs.) for Security
Guard (Without arms) Semi Skilled
Actual Amount to be paid to Security Guard (without arms)
Rates (in Rs.) for Supervisor (without arms) (Skilled)
Actual Amount to be paid to Security Supervisor (without arms)(Skilled)
1. 2. 3. 4.
1. Basic Wages 2, EPF @ 3. ESI@
4. Service Charges 5. Service Tax
6. Total Chargeable amount
7. 06 Guard + 01 Supervisor + Service Tax Basic Wages
8. EPF Employee Contribution @ 9. ESI Employee Contribution @ 10. Net Payable Salary
11. Overtime rate per Hrs. per person
Note: Bank Account details of the security guards and supervisor will be provided to this office within one week of the award of work.
Authorized Signature
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ANNEXURE - V
DRAFT OF AGREEMENT TO BE ENTERED WITH BY THE CONTRACTING AGENCY (PART – I)
1. The Contracting Agency shall carry out the security and watch and ward of the Krishi Vistar Sadan & MNCFC Building as per the requirements & instructions given to them by Directorate of Extension/ MNCFC from time to time for a period of one year. The entire open area and the built up area will have to be maintained from security angles. Complete security of the building and its properties shall vest fully with the approved contractor who shall be held accountable for any loss of property/material etc. from within the building/campus.
2. A list showing the jobs to be carried out by the Contracting Agency is attached as Annexure -I.
However, these are only illustrative and not exhaustive. Additional jobs or modifications in the job can be carried out with approval of the Directorate of Extension/ MNCFC.
3. The Contracting Agency shall render the services on job contract basis which includes PF contribution, ESI contribution and any other statutory provisions and liabilities to be discharged by the Contracting Agency.
4. Security guards to be deployed shall preferably be ex-service men with robust health and clean record within age group of 21 to 45 years. The watch & ward will be round the clock and 7 days of the week and shall be changed as per requirement of the Directorate of Extension/MNCFC from time to time. In case there is any change in employment of the Security Guard, such change shall be intimated to the Contracting Agency in writing well in advance.
5. The Contracting Agency shall employ their own staff/employees as may be required for the purpose of execution of the work which shall be subject to the approval of the Directorate of Extension.
6. The contracting Agency will discharge all legal obligations of their employees in respect of their wages and other service conditions and shall also comply with all the rules and regulations and provisions of law in force that may be applicable to them from time to time viz, statutory obligations under Contract Labour (Regulation & Abolition) Act 1970, Minimum Wages Act, Workmen’s compensation Act, EPF&MP Act, Industrial Dispute Act etc. The Contracting Agency will indemnify & keep indemnified the Directorate of Extension & MNCFC from any claim, loss or damages that may be caused to the Directorate of Extension & MNCFC on account of the Contracting Agency’s failure to comply with their obligations under the various law towards their staff/employees employed by the or any loss or damage to one part due to act/omissions of other part.
7. The stationery items like registers, scales, writing pads, pencils, staplers etc. will not be provided by the Directorate of Extension/MNCFC & uniforms will not allowed to be washed in the Directorate of Extension/MNCFC premises. The uniform of the security personnel & other related items as mentioned above will be provided by the Contracting Agency. Directorate of Extension & MNCFC has to pay only the amount which will be finalized as per contract.
8. The Contracting Agency shall submit their bills after completion of each month during the first week of the following month of the services rendered previous months to Photo Officer & I/c FI (Admn), Krishi Vistar Sadan, Directorate of Extension. The payment will be made by crossed cheque on receipt of confirmation regarding satisfactory execution of services by the officer authorized for this purpose. In case the services are not provided up to the satisfaction of the authorities, suitable deduction will be made from the payment at the discretion of Director (Admn.), Directorate of Extension whose decision shall be final & binding on the Contracting Agency.
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9. The Contracting Agency shall submit the record of payment made to security guards/ supervisor on monthly basis and shall ensure that the payment is made as per Minimum Wages Act.
10. The Contracting Agency agrees to get all the security staff members & their employees insured against any liability arising under the workman’s compensation act or under the common law.
The contracting Agency agrees to indemnify against any claim that the Directorate of Extension
& MNCFC may have to meet in respect of their staff members &/or workman/employees on account of any accident or for any other reason.
11. It is further clarified that under no circumstances, the staff member and or the workmen/employees or the Contracting Agency shall be treated, regarded or considered or deemed be the employees of the Directorate of Extension/MNCFC and the Contracting Agency alone shall be responsible for their remuneration, wages etc.
12. Contracting Agency will ensure that no theft or damages to the Directorate of Extension /MNCFC property should take place during the tenancy of the services contract of the Contracting Agency. In case any theft or damage to the Directorate of Extension property occurs during the service contract period with the Contracting Agency due to the negligence of the security staff/employees of the Contracting Agency, the Contracting Agency shall be held responsible for such losses and damages, if after an enquiry, the Directorate of Extension comes to the conclusion that the loss is attributable to the negligence on part of security personnel of the Contracting Agency. The Contracting Agency shall attend all the police cases from time to time during the contract period, if required.
13. The contracting Agency will provide the security Service round the clock at the main gate of the complex in three shifts running from 6:00 a.m. to 2:00 p.m., 2:00 pm to 10:00 p.m., and 10:00 p.m. to 6:00 am. For MNCFC gate two shifts 6.00am to 2.00 pm and 2.00pm to 10.00pm duty will be there. The Security Supervisor of the Contracting Agency shall be present to supervise the security work invariably between the shifts from 6:00 a.m. to 2:00 p.m., 2:00 p.m. to 10:00 p.m.
& 10 p.m. to 6:00 a.m. In case any lapse in this regard comes to the notice of Director (Admn.) or Director (MNCFC) any other authorized by Director (Admn.) action as deemed fit will be taken to make suitable deduction from the monthly bill of Contracting Agency
14. If any question or dispute arises between the parties hereto or their representatives with respect to the meaning or effect of any clauses of this agreement or about the rights of liabilities of the parties hereto, then such a question or dispute shall be referred to the arbitrator and such arbitrator shall be appointed by the Director (Admn.). His award shall be governed by the provisions of Arbitration & Cancellation Act 1996 for the time being in force in Indian Union and shall be binding on both the parties hereto.
15. The Contracting Agency shall inform the Directorate of Extension immediately of their having been granted the approval of the Government of India to operate as Private Security Guards Agency under regulation of Employment &Welfare Act 1981. The Contracting Agency shall obtain the license under section 12 of the contract labour (Regulation & Abolition) Act 1970 from the competent authority as required by any other law. During the currency of agreement Contracting Agency shall have license under section 12 of the contingencies:-
a) If the Contracting Agency fail to execute the work entrusted to the satisfaction for which Directorate of Extension shall be the sole judge.
b) If the Contracting Agency fails to discharge their legal obligations towards the security personnel employed at Directorate of Extension & MNCFC premises.
c) If for any reason whatsoever, the Contracting Agency is not able to perform their part under this agreement for continuous period of ten days or more.
d) If the Contracting Agency commits breach of any of the clauses of the agreement
e) If the Directorate of Extension/MNCFC is required to pay any damages and / or compensation and/or any payment to their customers/visitors on account of any negligent action and/or misbehavior on part of the Contracting Agency.
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f) If the Contracting Agency is unable to give proper account of tools, equipment’s etc.
entrusted to them for their custody and fail to return when demanded for the execution of work under this agreement.
g) The Directorate of Extension/MNCFC will not be made liable or responsible to the officials of Security Guard Board. In case any objection in connection with security guards is raised by the Security Guards Board, it shall be the sole responsibility of the Contracting Agency to satisfy any of the officials of the Security Guards Board.
h) Under no circumstances, the Directorate of Extension/MNCFC shall be made liable for additional monetary involvement besides that what has been mutually agreed upon.
16. Duration of the Contract:
i. The duration of the Contract will be initially for a period of one year from the date of the award, extendable up to three year on monthly /yearly basis.
ii. The contract can be renewed on compliance of satisfactory services by the agency.
iii. In case of extension, the firm is liable to get 5% increase every year for two years which will also take care of the wages, if enhanced during that period.
iv. The firm’s performance if considered satisfactory and its contract extended to 2nd or 3rd year, it shall neither should any reservation to work with DOE and nor shall claim any amount over and above as to what has been given in clause (iii) of 16 of the Agreement.
17. Penalty Clause
i. The Security Supervisor & Security guards on duty must possess cap, proper uniform, lathi, whistle, torch light, name badge, shoes & identity cards etc.
ii. No Security Supervisor/Security guards shall perform double duty. In case they are found performing double duty or remain absent from the duty, a penalty of double the wages shall be recovered from the security bill.
iii. A daily list of Security Supervisor & Security Guards on duty should be provided to this office and the Office of MNCFC.
iv. A detailed list of Security Supervisor & Security Guards along with their photographs attested by the agency including permanent address should be provided to this office for record before taking over the charge of security.
In case of any of the above contingencies, the Directorate of Extension will have the right to terminate this agreement forthwith without prior notice and will not be liable to any damages and / or loss which may be suffered by the Contracting Agency on account of termination of this agreement.
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TERMS & CONDITIONS FOR THE SECURITY GUARDS/SUPERVISOR (Part – II)
1. The guards should be healthy, desirable physique & proper experience & may be shuffled from time to time.
2. The guards should be able to communicate in Hindi & also in English, if possible.
3. The guard should perform one shift per day, double duties are not allowed.
4. The guard should not develop social relationship with the officials of Directorate of Extension/NCFC Staff.
5. The guard should be provided with uniform, whistle, torch, lathi etc.
6. The guard should wear neat uniform while on duty along with identity card.
7. They should not leave the place of duty unless & until the other guard comes for shift duties.
8. The Security Supervisor will maintain all the registers which are kept at the main gate & other points.
9. They have to verify after 6:00 P.M. that all rooms/building are locked properly.
10. They should not give lenient or casual impression in the duties and they should be alert & attentive.
11. They should not allow anybody with vehicles to enter in office premises or inside the campus without making proper entry in the visitors registers.
12. They should observe movement of all the staff, labourer & visitors etc.
13. All the vehicles are to be parked in the parking place only. The vehicle has to be checked by the Security Guard on duty both during entry & exit.
14. Proper entries are to be made while handing over key to any staff of Directorate of Extension and while taking over too.
15. The security personnel should follow strict attendance & alternative arrangements are to be made by the agency whenever any security supervisor/security guards goes on leave under intimation to this office.
16. Change of Security Supervisor / Security Guards would not permissible. However, in case of urgency any change of Security Supervisor/Security Guards should be intimated to the caretaker.
17. Patrolling to the identified points to be carried out every hour in the night.
18. The security staff should follow the nodal formalities of Security System while on duty.
19. The Security personnel should ensure that gate pass has been issued by the competent officers for the items taken out of the campus. In case of any doubts, they should immediately contact Officer-in-charge.
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Annexure –VI
Tender Acceptance Letter
It is to certify and convey that all Terms & Conditions as given in Annexure- II (Part- I & II) are acceptable (Agency Name)_________________________________________________________________________ and we shall accomplish the task of Comprehensive Annual Maintenance Contract of Watch & Ward (Security Services ) of KVS and MNCFC at CTO Campus, Pusa , New Delhi -110012 to the best of our ability and to your satisfaction.
(Signature of Bidder) With seal Capacity in which signing:
Name of the firm:
Date:
