Phone: +91-484-2412300 / Fax: 0091 -484-2668212
E.Mail:

TENDER DOCUMENT

JOB WORK/ SERVICE CONTRACT FOR PROVIDING

SECURITY ARRANGEMENTS/ WATCH AND WARD DUTIES BY DEPLOYING

EX- SERVICEMEN SECURITY GUARDS AT ICAR-CIFT, COCHIN-682 029.

Contact Details: Sr. Administrative Officer

Central Institute of Fisheries Technology,

(Indian Council of Agricultural Research),

Willingdon Island, CIFT Junction,

Matsyapuri P.O., Cochin- 682 029

Tel: 0484 2666 566

Phone: +91-484-2412300 / Fax: 0091 -484-2668212
E.Mail:

F. No. 4-8/2015-Cdn. Date: 10.09.2015

INVITATION TO TENDER AND INSTRUCTIONS CONTAINING TERMS AND CONDITIONS GOVERNING CONTRACT FOR PROVIDING SECURITY ARRANGMENTS/ WATCH AND WARD DUTIES BY DEPLOYING EX-SERVICEMEN SECURITY GUARDS AT ICAR-CIFT, WILLINGDON ISLAND, KOCHI – 29.

  1. Cost of the tender document: Rs. 100/- (Rupees One hundred only)
  1. Last date of submission of bids:30.09.2015 at 11.00 a.m.
  1. Pre-bid meeting: 22.09.2015 at 11.00 a.m.
  1. Tender (Technical bids) to be opened: 30.09.2015 at 11.30 a.m.
  1. Financial Bid to be opened:07.10.2015 at 11.00 a.m.
  1. Tender to remain open for acceptance up to 90 days from the date of opening
  1. The details of this tender is also available at Institute web site-

NOTE:

  1. The Director, Central Institute of Fisheries Technology, Willingdon Island, Kochi may at his discretion extend this date and such extension shall be binding on tenderers.
  1. If the date fixed for opening of tender is subsequently declared a holiday the tenders will be opened on the next working day following the holiday but there will be no change in the time for opening indicated above.
  1. The intending Tenders may survey the ICAR-CIFT, Kochi to know the scope of work before responding to the Tender.
  1. Tenders received by Fax or E-mail will not be considered.

Phone: +91-484-2412300 / Fax: 0091 -484-2668212
E.Mail:

From

Sr. Administrative Officer

ICAR-CIFT,

Willingdon Island,

Kochi-682 029

To

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SUB:INVITATION TO TENDER AND INSTRUCTIONS CONTAINING TERMS AND CONDITIONS GOVERNING CONTRACT FOR PROVIDING SECURITY ARRANGMENTS/ WATCH AND WARD DUTIES BY DEPLOYING EX-SERVICEMEN SECURITY GUARDS AT ICAR-CIFT, WILLINGDON ISLAND, KOCHI – 29.

Dear Sir,

Sealed Tenders are invited from the reputed agencies for PROVIDING SECURITY ARRANGMENTS/ WATCH AND WARD DUTIES BY DEPLOYING EX-SERVICEMEN SECURITY GUARDS AT ICAR-CIFT, WILLINGDON ISLAND, KOCHI – 29. The terms and conditions of the contract which will govern any contract made are those contained in the General conditions of contract applicable to the contracts placed by the ICAR –CIFT and the special terms and conditions detailed in the tender forms and its schedules. Please submit your rates in the tender form if you are in a position to furnish the requisite services in accordance with the requirements stated in the attached schedules. Please submit both your Technical & Financial Bid in separate sealed covers to ICAR-CIFT before tender closing date.

2. An earnest money of Rs.30,000/-.must be deposited in the form of an account payee demand draft/ drawn in favour of “ICAR Unit, CIFT, Kochi-29”. The particulars of the Earnest Money Deposit must also be supers cribbed on the top of the envelope by indicating the D.D. number and date, failing which the tender will not be opened. The tender will not be considered if Earnest Money Deposit and Tender Fee are not deposited at ICAR-CIFT, Kochi before tender closing date.

Contd…..2

:2:

3.The tenderer is being permitted to give tender in consideration of the stipulations on his part that after submitting his tender, he will not withdraw from his offer or modify the terms and conditions thereof. If the tenderer fail to observe and comply with the foregoing stipulation the aforesaid amount of EMD will be forfeited by the ICAR-CIFT. In the event of the offer made by the tenderer not being accepted, the amount of earnest money deposited by the tenderer will be refunded to him after he has applied for the same, in the manner prescribed by the ICAR-CIFT.

4The tender is liable to be rejected if complete information as required is not given therein or if the particular asked for in the schedules to the tender is not fully filled in along with all essential documents connected with the contract may specify whether he signs it in the capacity of (i) a sole proprietor of the firm of constituted attorney of such sole proprietor, or (ii) a partner of the firm if it be partnership in which case he must have authority to refer to arbitration dispute concerning the business of the partnership whether by virtue of the partnership agreement or power of attorney or (iii) constituted attorney of the firm if it is a company.

  1. If tenderer does not accept the offer, after issue of letter of award by ICAR-CIFT within 15 days, the offer made shall be withdrawn & Earnest Money will be forfeited.
  1. In case of partnership firms, where no authority to refer disputes concerning the business of the partnership has been conferred on any partner, the tender and all other related documents must be signed by every partner of the firm. A person signing the tender form or any other documents forming part of the contract on behalf of another shall be deemed to warranty that he has authority to bind such and if, on enquiry it appears that the persons so signing had no authority to do so, the ICAR-CIFT shall without prejudice to other civil and criminal remedies cancel the contract and hold the signatory liable for all costs and damages. Each page of the tender and the schedules to the tender and annexure, if any, should be signed by the tenderer.
  1. The Technical and Financial Bids should be kept in separate sealed envelopes and these two covers should be kept in a single cover with a superscription"TENDER FORPROVIDING SECURITY ARRANGMENTS/ WATCH AND WARD DUTIES BY DEPLOYING EX-SERVICEMEN SECURITY GUARDS AT ICAR-CIFT, WILLINGDON ISLAND, KOCHI – 29”with address of this office and of the tenderer. Right is reserved to reject outstation tenders. Tender to be hand delivered should be put in the tender box which will be kept under the control of the Purchase Officer of the ICAR-CIFT, Kochi, by the stipulated date and time,
  1. The rates quoted by each firm in tender be given both in words and figures failing which the same is liable to be rejected.
  1. The Director, CIFT does not pledge itself to accept the lowest or any other tender and also reserve to itself the right of accepting the tender in whole or in part of the tender.
  1. 5% of the total contract value as a security deposit for the contract is to be deposited by the Selected Agency/Successful tenderer only after receiving a communication from the ICAR-CIFT. In the event of non-deposition of the same, the earnest money will be forfeited.
  1. No interest on security deposit and earnest money deposit shall be paid by the ICAR-CIFT to the tenderer.

Contd….3

: 3 :

  1. Sales Tax or any other tax on material in respect of this contract shall be payable by contractor and ICAR-CIFT will not entertain any claim whatsoever in this respect. However the service taxes or any other tax which is as per the rules of the Central Government, shall be deducted at source from monthly bills of the successful tenderer.
  1. TDS will be deducted at source from monthly bill of the successful tenderer, as per rules/instructions made applicable from time to time by Government.
  1. Director, CIFT reserves the right to reduce or terminate the period of contract or to extend its duration in the interest of ICAR-CIFT, for any justifiable reasons, not mandatory to be communicated to the tenderer.
  1. The contract will be initially for a period of one year extendable on short period subject to satisfactory performance of the contractor and its willingness to continue.
  1. The agency is advised to submit their tender after physical inspection of the site, a very detailed assessment/requirement of machine/manpower for providing the above services at the ICAR-CIFT. However, the tenderer should quote the rate of one Security Guard for one month with break-up figures for verifying the Central Minimum wage.. No request for alteration in the rates, once quoted will be entertained within the period of contract.
  1. Decision of Director, CIFT will be final for any aspect of the contract and binding to all parties. Disputes arising, if any, on the contract will be settled at his level and will not be referred to arbitration.
  1. Acceptance by the ICAR-CIFT will be communicated by letter/e-mail or any other form of communication. Formal letter of acceptance and work order of the tender will be forwarded as soon as possible, but the earlier instructions in the letter/ email etc. should be acted upon immediately.
  1. The contract would be decided as per the rate quoted by the contractor in the Financial Bid.

TECHNICAL BID

  1. Submission of Essential Documents : (For Technical Bid Evaluation) :

1.The Agency should have Labour Contract Registration as per Contract Labour (Regulation & Abolition) Act, 1970, PAN, EPF & ESI Registration number and copies of the same should be furnished along with the tender

2. Last three years continuous experience of the firm in the field of providing such services in Central Govt. establishments/Autonomous bodies of Govt. of India/ Corporations of Govt. of India/reputed public or private organizations.

3. Certified Balance Sheet of the firm for last year having turnover not less than 25.00 lakhs by the Chartered Accountant.

4. Duly certified copies of the satisfactory services where the tenderer is providing the services for the last three years.

5. The proof of trained Ex-Serviceman Security Guards/ Supervisors with them with a copy of the discharge sheet obtained form their earlier service.

5. Employee EPF registration certificate issued by Government department.

6. Employee ESI registration certificate issued by Government department.

7. Number of workers registered under ESI & EPF separately. Minimum 20 Numbers required with their ESI & EPF contribution. Documentary proof of voucher should be attached.

8. Income Tax Clearance Certificate for the last three years.

8. The agency must have certificate of service tax issued by the Government Department.

9. The firm/ Agency must enclose a certificate indicating that there is no criminal/legal suit pending or contemplated against it.

10.DD for Rs. 30,000/- towards EMD

11.If the Tender firm is downloaded, the firm/ party should produce the tender fee separately

along with the tender

  1. FINANCIAL BID
  1. The rates in the prescribed format attached herewith.

Yours faithfully,

Sr. Administrative Officer

for and on behalf of the Director

ICAR, CIFT, Kochi-682 029

Note:-

(i) Submit photocopy of all the documents stated above.

(ii) Non submission of any document as required in the tender will lead to rejection of the tender.

Annexure – II

SCHEDULE OF WORK

The persons posted should attend 8.00 hrs. duty as per the locations specified below with one hour lunch break in the afternoon on all working days. In emergent situation, they should also work on holidays.

1. / CIFT Headquarters at W/Island, Kochi-29 / : 2 Guards 08.00 hrs. to 16.00 hrs.
: 3 Guards 16.00 hrs. to 24.00 hrs.
: 4 Guards 24.00 hrs. to 08.00 hrs.
2. / CIFT Fishing Vessels berthed at CUSAT Boat Jetty, Near Fine Arts Hall, Ernakulam / : 2 Guard 08.00 hrs. to 16.00 hrs.
: 2 Guards 16.00 hrs. to 24.00 hrs.
: 2 Guards 24.00 hrs. to 08.00 hrs.
3. / CIFT Guest House/Trainees Hostel at Thevara, Kochi-15 / : 1 Guard 05.00 hrs. to 13.00 hrs.
: 1 Guard 13.00 hrs. to 21.00 hrs.
: 2 Guard 21.00 hrs. to 08.00 hrs.
Total No. of Guards
Security Supervisor / 19 Nos.
1 No.

Annexure – III

Terms & Conditions

  1. The Agency should have Labour Contract Registration as per Contract Labour (Regulation & Abolition) Act, 1970, PAN, EPF & ESI Registration number and copies of the same should be furnished along with the tender.
  1. The Agency should have Labour License from the Central Labour Commissioner as per Contract Labour Regulation Act (Central). The Contractor should abide by the statutory provisions enacted in the labour laws for minimum wages and should fulfill all the statutory obligation under the ESI, Provident Fund rules etc. in respect of the persons deployed for the works.
  1. The Agency should have Income Tax Clearance Certificate for the last three years.
4.The Agency should have registration from the Employees’ Provident Fund and ESI authorities.
5.The Agency has to indicate the number of trained Ex-serviceman security guards/ Supervisors and their annual turnover.
6.The Guards & Supervisor should be Ex-servicemen alone and none else, and within the age group of 40 – 60 years.
7.The Agency’s terms and conditions, if any, must be furnished along with the tender notice.
  1. The persons entrusted with the work should carry out the work without causing any damages to the Institute property and disturbance to the staff members. In case of any damages caused, the same will be made good from the payment due to the Contractor.
  1. The persons deployed for the work should be issued with proper uniform for easy identification at your cost. The service provider shall take all responsibility and obligation for providing security/ insurance of the person engaged by him by him for the purpose at CIFT. CIFT will not be responsible for any libel/suit/litigation or otherwise/obligation/commitment/liability to any party (ies) or person(s) whatsoever.
  1. The contractor/agency will be responsible for payment of the revised wages, DA, ESI, EPF contribution etc from time to time. The rates so quoted shall remain unchanged during the period of contract and will not be modified/ altered at all.
  1. Any misconduct/ misbehavior on the part of manpower deployed by the agency will not be tolerated and such persons will have to be replaced immediately
  1. Changing of workers should be intimated to this Office.

Contd….2

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  1. The Contractor shall be responsible for the maintenance of all records/registers as required.
  1. The workers should follow strict attendance and alternative arrangements are to be made by the Agency whenever the workers are going on leave under intimation to this Office.
  1. Successful Tenderer will have to enter a detailed contract agreement with ICAR on non-judicial stamp paper.
16.Bid Security of Rs.30,000/- must be remitted in the form of Demand Draft, drawn in favour of “ICAR Unit, CIFT, Kochi-29”, payable, at SBI, Port Trust Branch, Willingdon Island, Kochi -682 009 along with the Tender. Tenders without Bid Securitywill not be considered. The same will be returned after completing codal formalities. No interest on bid security deposit shall be paid by the Institute.
17.In case of any dispute, the decision of the Director, CIFT, Kochi-29 will be final and binding on both the parties.
  1. The Director, CIFT reserves the right to reduce or terminate the period of contract or to extend its duration in the interest of the Institute for any justifiable reasons.
19.The Director, CIFT, Kochi-29 reserves the right to accept or reject or to cancel the Tenders or the part thereof without assigning any reason whatsoever. No correspondence in regard to acceptance of tender etc. will be entertained and decision of the Director, CIFT in this matter will be final.
20. Incomplete and / or late tenders will be rejected.
  1. The agency shall be wholly responsible for paying monthly wages and other admissible allowances to the persons as engaged by the contractor and CIFT shall in no way be responsible for meeting any kind of expenditure on wages etc. to these persons. The Agency shall be fully responsible for providing leave benefits, weekly offs, national and festival holidays etc. to the persons deployed as may be required.
  1. The Annexures of the tender form should be returned intact and pages should not be detached. In the event of the space provided on the Schedules Form being insufficient for the required purpose, additional pages may be added. Each additional page must be numbered consecutively and signed in full by the tenderer. In such cases reference to the additional pages must be made in the tenders form. If any modification of the Annexure is considered necessary, it should be communicated by means of a separate letter along with the tenders. Overwriting/erasing in rates to be quoted by the tenderer will not allowed otherwise the tender will be rejected.
  1. The tenders are liable to be ignored if complete information as required is not given therein or if the particular asked for in the Annexure to the tenders is not fully filled in. individual signing the tenders or other documents connected with the contract may specify whether he signs it in the capacity of (i) a sole proprietor of the firm or constituted attorney of such sole proprietor, or (ii) a partner of the firm if it be partnership

Contd….3

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  1. in which case he must have authority to refer to arbitration dispute concerning the business of the partnership whether by virtue of the partnership agreement or power of attorney or (iii) constituted attorney of the firm if it is a Company.
  1. If tenderer does not accept the offer, after issue of letter of award by Institute within 15 days the offer made shall be deemed to be withdrawn without any notice.
  1. Service tax or any other tax applicable or made applicable after awarding the contract in respect of this contract shall be playable by the contractor and ICAR will not entertain any claim whatsoever in this respect. However the service tax or any other tax which is as per the rules of the Govt. shall be deducted at source from monthly bills of the successful tenderer, as per rules/instructions made applicable form time to time by Government.
  1. Director, CIFT reserves the right to reduce or terminate the period of contract or to extend its duration in the interest of the Institute, for any justifiable reasons, not mandatory to be communicated to the tenderer.
  1. Decision of Director of this Institute shall be final for any aspect of the contract and binding to all parties. Disputes arising, if any on the contract will be settled at his/her level by mutual consultation and in case of failure of settlement dispute shall be referred to the sole arbitrator to be appointed by the Director, CIFT. The decision of the sole Arbitrator so appointed shall be final and binding on the parties. Arbitration proceedings shall be governed by the Arbitration & Constitution Act, 1996.
  1. Acceptance by the Institute will be communicated by FAX/ or any other form of communication. Formal letter of acceptance and work order of the Tenders will be forwarded as soon as possible, but the earlier instructions in the FAX/ letter etc should be acted upon immediately.
  1. 5% of the total amount quoted for one year has to be deposited at this office as security deposit within seven days of intimation of the award of the work. The amount shall be refundable without any interest after 2 months of completion of the contract period.
  1. The contract will be discontinued at the discretions of the Director, CIFT if the work is not up to the satisfaction.

Sr. Administrative Officer