GOVERNMENT OF INDIA
MINISTRY OF FINANCE
OFFICE OF THE COMMISSIONER OF CENTRAL EXCISE AND SERVICE TAX
1,Goubert Avenue,Puducherry - 605 001.
C.No.I/22/20/2014-PRODated:24.12.2014
OUTSOURCING OF HOUSE KEEPING SERVICES ON
CONTRACT BASIS FOR THE YEAR 2015-16
NOTICE INVITING TENDER
Sealed quotations are invited in the prescribed proforma from reputed service providers engaged in the business of housekeeping to provide housekeeping services in different offices located in Puducherry under the Commissionerate of Central Excise & Service Tax, Puducherry. The tenderers must have a minimum experience of three years in providing housekeeping services to Government Departments, Public Sector Undertakings or large corporate offices. Copies of agreement / work order from clients shall be provided as evidence. The tenderers may collect the details including location and nomenclature of the buildings where housekeeping service has to be provided, description of work, terms and conditions and the proforma for application in Annexure I, II, III, IV, V& Financial Bid enclosure from the Public Relations Officer, Office of the Commissioner of Central Excise & Service Tax , No.1 Goubert Avenue, Beach Road, Puducherry or can be downloaded from the official website and The inspection of the premises where housekeeping work has to be provided can be made between 10.00 a.m. and 4.00 p.m. on 05.01.2015and 06.01.2015for which the tenderers may contact the Public Relations Officer. The last date for receipt of the sealed tenders in the Office of the Commissioner of Central Excise & Service Tax, No.1, Goubert Avenue, Beach Road, Puducherry is 20.01.2015- 3.00 p.m. The Technical Quotation and Financial Quotation should be submitted in two separate sealed covers (Annexure-IV and Annexure-V separately). The rate quoted should be on per Sq.Ft. per month basis and should be exclusive of Service Tax. The tenders will be opened before the bidders on the same day (i.e. on 20.01.2015) at 4.00 p.m.The tenders received after the last date and time and non-compliance of the procedures will be summarily rejected.
(Issued in File C.No.I/22/20/2014-PRODated:24/12/2014)
(R.SEKAR)
ADDITIONAL COMMISSIONER
GOVERNMENT OF INDIA
MINISTRY OF FINANCE
OFFICE OF THE COMMISSIONER OF CENTRAL EXCISE
1,Goubert Avenue,Puducherry - 605 001.
C. No. I/22/20/2014-PRO / Date: 24 /12/2014Sub : PRO – Outsourcing of house keeping services on contract basis for the year 2015-16 – Reg.
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Please find enclosed Notice Inviting Tender to provide house keeping services on contract basis and Annexures I to V containing location and nomenclature of buildings, nature of job, terms and conditions and the proforma for application. The same may be given wide publicity by displaying in the notice board and by other means.
(R.SEKAR)
ADDITIONAL COMMISSIONER
To
1. The Assistant Commissioner of Central Excise,
I / II / III Division, Puducherry
Copy to
1) The Superintendent of Central Excise (Computer Section), Puducherry
(who may arrange to upload the Notice Inviting Tender and the Annexures I to V in the official web sites
2)The Superintendent of Central Excise (PRO), O/o The Commissioner of Central Excise, Chennai-I Commissionerate, Chennai
(for displaying the Tender Notice in Notice Board)
3)Notice Board.
ANNEXURE - I
AREAS TO BE COVERED:
I. HEADQUARTERS
The Central Excise Commissionerate, Puducherry, Headquarters is situated at No.1, Goubert Avenue, Puducherry – 605 001 and the following areas are covered under the proposed tender.
DOUANE Building with Annexe Building premises:26274 Sq.Ft.
Douane Building
a)Covered area
1) No. of floors : 2 (Ground floor + First Floor)
2) No. of Rooms : 9
3) No. of toilet : 4
4) Area : 4909 Sq. ft.
Annexe Building
1) No. of floors : 4 (Basement, Ground Floor, First Floor and
Second floor)
2) No. of rooms : 17
3) No. of toilets : 11
4) Area :9270 Sq. ft.
b)OPEN AREA
1) Concreted area : 7889 Sq.ft.
2) Garden : 4206 Sq. ft.
TOTAL AREA :26274 Sq. Ft.
Old Light House Building premises:
a)Covered area
1) No. of floors : 2 (Ground floor + First Floor)
2) No. of Rooms : 11
3) No. of toilet : 2
4) Area : 3774 Sq. ft.
b)Open Area
1) Concreted area : 4525 Sq.ft.
2) Garden : 1460 Sq. ft.
TOTAL AREA :9759 Sq. Ft.
TOTAL HQRS. OFFICE AREA = 26274 + 9759 = 36033 Sq. Ft.
II. DIVISIONS AND RANGES
(a) The divisions I, II & III are located in the following address.
No. 14, MUNICIPAL STREET, AZEES NAGAR, PUDUCHERRY
(b) The Ranges are located in the following address:
Range I- B, I-C, I-D, I-E / 1st and 2nd Floor, Door No. 40, 1st Cross,West Brindavan, Puducherry
Range II-A, II-C, II-D, IIE / 1st and 2nd Floor, No. 27, 3rd Cross Road, Brindavan, Puducherry
Range I-A & II-B / Plot No. 6, Ellapillaichavadi Main Road, Puducherry
Range III-A, III-B, III-C, III-D & III-E / No.64, Sringeri Mutt Road, Sivaganga Nagar, Puducherry-605 005
The area in the Divisions and Ranges are as follows :
Sl. No. / RANGE / DIVISIONS / Area to be cleaned in Sq.ft. including common area1 / I DIVISION / Toilet
GROUND FLOOR / Dvn. 1 room & Store 2 Rooms / 2 / 2627.63
Ranges
I-C & I-D / First Floor / 5 Rooms + Hall / 1 / 1217.29
Ranges
I-B & I-E / Second Floor / 5 Rooms + Hall / 1 / 1217.29
Mezzanine Floor / 1 Room / 1 / 751.64
2 / II DIVISION
FIRST FLOOR / 1 Room + Hall (I- Division Technical + II Divisional Office) / 2 / 2627.63
Ranges
II-A & II-C / Ground Floor / 3 rooms + Hall + Parking area / 1 / 1477.45
Ranges
II–D & II-E / First Floor / 3 Rooms + Hall / 1 / 1376.49
Ranges
I-A & II-B / Ground Floor only / 3 Rooms + Hall / 1 / 1139.25
III DIVISION
SECOND FLOOR / 1 Room + Hall / 2 / 2627.63
Ranges
III-B &
III-C / Ground Floor / 4 Rooms + Hall / 2 / 1146.17
Ranges
III-D &
III-E / First Floor / 4 Rooms + Hall / 2 / 1146.17
Range
III-A / Second Floor / 3 Rooms + Hall / 1 / 1146.17
TOTAL AREA / 22105.07
TOTAL AREA FOR WHICH HOUSE KEEPING SERVICE HAS TO BE PROVIDED
- HQRS. OFFICE =36,033.00 Sq. ft.
- DIVISIONS & RANGES =22,105.07 Sq. ft.
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GRAND TOTAL = 58,138.07 Sq. ft.
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ANNEXURE – II
I TENDER PROCESS
- Tender is invited in two parts i.e., (1) Technical Bid (2) Financial Bid
The Tender form for Technical Bid in proforma prescribed in Annexure- I and the tender form for the Financial Bid in proforma prescribed in Annexure-II complete in all aspects shall be submitted in two separate sealed covers addressed to the Additional Commissioner, O/o the Commissioner of Central Excise & Service Tax, No.1 Goubert Avenue, Puducherry-605 001, on or before 20.01.2015 @ 3.00 P.M. The sealed covers should be superscribed with appropriate bid head like Technical Bid – Contract for providing Housekeeping services and Financial Bid - Contract for providing Housekeeping services respectively. Technical Bids will be opened on 20.01.2015 @ 4.00 P.M. in the presence of bidders at the Conference Hall. Incomplete bid documents shall be rejected. The valid Technical bids shall be scrutinised by this office to short list the eligible bidders. Thereafter, the Financial bids of the short listed bidders who have qualified in Technical Bid will be opened. Late submission of tenders shall not be accepted.
- If the tenders are sent by post/courier, it should be ensured that the cover should be intact at the time of reaching destination without any damage or loss. Department is not responsible for the delay on account of postal/courier services.
- Earnest Money Deposit of Rs.25,000/- (Rupees Fifty Thousand only) per application in the form of Demand Draft / Banker’s Cheque of Scheduled Bank drawn in favour of “The Commissioner of Central Excise & Service Tax, Puducherry” shall accompany the Technical bid. Technical bids without Earnest Money Deposit will be rejected. Earnest Money Deposit will be returned to all the unsuccessful bidders at the end of the selected process. However, the Earnest Money Deposit shall be forfeited in case the successful bidder withdraws or the details furnished in Annexure – I & II are found to be incorrect or false during the tender selection process. No interest shall be paid on the Earnest Money Deposit and Earnest Money Deposit of selected bidder will be returned on furnishing performance guarantee as detailed below:
- PERFORMANCE GUARANTEE:The Successful bidder has to be submit an amount equal to one month’s payment as performance guarantee deposit in the form of Bank guarantee from a Nationlized Bank / Demand Draft / Banker’s Cheque of a Scheduled Bank drawn in favour of “The Commissioner of Central Excise & Service Tax, Puducherry” before awarding the contract. The performance guarantee shall be refunded to the selected bidder without any interest within one month from the completion of contract period.
- The tenderer shall sign and stamp each page of this tender document and all other enclosures appended to it as a token of having read and understood the terms and conditions contained therein and submit the same along with the Technical Bid. The tenderer would fill up the information in the Annexure I & II enclosed at the end of this documents in clear and legible terms. Wherever required the price quoted shall be written in figures and words as well. Annexure shall also have to be signed and stamped by the bidder or his authorized signatory. The tenderer shall quote their rates for the service to be provided at “Rate per Sq. Foot per month” (in both words and figures) which should include deduction towards PF and ESI, bonus etc. and the same would not be payable over and above the rates thus quoted.
- This office reserves the right to postpone / and / or extend the date of receipt / opening of Rates / Quotations or to withdraw the same without assigning any reason thereof.
- This office reserves the right to accept or reject any bid and to annul the bidding process and reject all bids at any time without thereby incurring any liability to the affected Bidder or Bidders or any obligations to inform the affected Bidder or Bidders of the grounds of such action.
- The tender forms shall be rejected if it is not complete in any aspect.
- The tender documents are not transferable.
- The short listed tender along with the documents will be submitted to
the “Competent Authority” and upon approval by the “Competent Authority”
the successful bidders will be intimated about the award of contract to them.
- Late submission of tenders shall not be accepted.
II. TERMS AND CONDITIONS
ELIGIBILITY CRITERIA
A)Bidders should have minimum three years of experience in providing housekeeping services to various organization and should have completed at least two such works with an Annual Contract Value of Rs.15 lakhs in the similar activity in the last three years. Evidence for the same should be provided.
B) The bidder must have ESI Registration , EPF Registration and Service Tax Registration. Registration certificate copies should be enclosed.
C) The bidder must have obtained Permanent Account Number (PAN) under Income Tax Act, 1961. Copy of the same should be enclosed.
D) The evidence for filing of Service Tax returns and IT returns along with Profit and Loss Account and Balance Sheet for past three Financial Years 2012-13, 2013-14 and 2014-15 should be enclosed along with the Technical Bid.
E) The bidder must have an Annual Average Turnover of not less than of Rs.15 Lakhs during the last three Financial Years 2012-13, 2013-14 and 2014-15 certified by a Chartered Accountant.
F) The bidder must produce a solvency certificate from his banker for an amount not less than AMOUNT OF THE CONTRACT FOR THE FINANCIAL YEAR 2015-16.
G) Within one month from the date of awarding the contract the successful bidder shall obtain a licence under the Contract Labour(R&A) Act from the licensing authority.
III OTHER TERMS AND CONDITIONS
1) The housekeeping service providers should quote their rate only on per square feet per month basis and not based on the number of persons to be deployed or per person basis.
2) The house keeping service is to be provided on all days except Sundays and National holidays.
3) The working hours will be from 08.00 a.m. to 4.00 p.m. daily.
4) A skeleton services would be required beyond 4.00 pm on all working days to cater to emergency services for which necessary arrangements should be made.
5) The personnel deployed by the service provider should be well experienced and trained adequately and of sound health. They should be well behaved and well mannered. They should be provided with uniforms and identity cards prominently displayed. They should have knowledge of local language and preferably English also. Among the deployed persons the housekeeping service provider should nominate one person as Supervisor who will be in charge of the entire house keeping work.
6) If a particular person is absent on any day another person should be deployed in his/her place.
7) No other persons except the persons authorized by the service provider shall be allowed to enter the office premises.
8) The personnel should attend to work punctually and undertake the housekeeping work of the entire office premises daily. The cleaning and sweeping work should be completed by 09.00 a.m. daily. The personnel will perform all the duties assigned to the housekeeping service provider.
9) The housekeeping service provider should deploy one full time Supervisor with mobile phone who shall report to the PRO / Caretaker daily. He shall visit all the Divisional Offices/Ranges daily to supervise the housekeeping activities.
10) The personnel will report to the the Supervisor nominated by the service provider who in turn would report to the Officer-in-charge assigned by the Department i.e. APRO/PRO.
11)Suitable insurance cover protecting the agency against all claims applicable under the workmen’s compensation act, 1948 shall be taken by the service provider. The service provider shall arrange necessary insurance cover for any persons even for short duration. This office shall not be liable to any claim arising out of mishap, if any that may take place while discharging the housekeeping services. In the event of any liability/claim falling on the Commissionerate in this regard, the same will be reimbursed/indemnified by the Service Provider.
12) The housekeeping service provider should be registered under the ESI & Provident Fund Acts and other relevant statutory enactments for the employment of labour and for Service Tax.
13) The housekeeping service provider is responsible for payment of monthly salary including leave salary, bonus, gratuity etc. to the personnel as applicable to them. The workers should be provided with a salary slip every month. The tenders will be summarily rejected if the rates quoted do not factor in the minimum wages prescribed by the Government of India as on date. The housekeeping service provider is responsible for the payment of minimum wages as prescribed by the Government of India under Minimum Wages Act in this regard. Besides, ESI and EPF per head and other statutory requirements at the current rate should be paid by the housekeeping service provider every month as per the existing Rules.The housekeeping service provider should also maintain Pay Roll containing the above details.
14)The housekeeping service provider should ensure that there is no scope for any grievance from the personnel on delayed payment of wages or there is any decrease in their applicable wages. The employees engaged by the housekeeping service provider will be in the employment of the Housekeeping Service provider only and not of the Central Excise Department. The staff provided by the service provider shall have no right to claim/seek employment in the department based on the service rendered or on any other basis and it is purely a contractual responsibility through the service provider.
15)Mode of payment will be monthly and payments to the Housekeeping service provider will be through Account Payee cheques only. Tax shall be deducted at source as per the Income Tax Act from the monthly bills.
16)The Housekeeping service provider shall indemnify and shall keep this Office indemnified against acts of omission or negligence, dishonesty or misconduct of the men/women engaged for the work and this office shall not be liable to pay any damages or compensation to such person or to third party. All damages caused by the housekeeping personnel shall be charged to the housekeeping service provider and recovered from its dues/bills.
17)This office reserves the right to terminate the services of the Housekeeping service provider at anytime without giving any notice whatsoever.
18)All existing statutory regulations both State & Central Governments shall be adhered to and complied with by the Housekeeping service provider and all records maintained thereof should be available for scrutiny by this office. The Housekeeping service provider shall strictly comply with the terms and conditions of the agreement which will be executed with the successful housekeeping service provider. Failure by the housekeeping service provider to comply with such statutory requirements and / or the terms of the agreement during the period of agreement or deficiency in services shall result in termination of the contract.
19)The contract will be in force for the financial year 2015-16 from the date of award of contract.
20)The housekeeping service provider shall submit the bill for every month by the first day of the following month along with the statement showing the area for which housekeeping work was carried. No interim bills will be entertained.
21)The housekeeping service provider should specify the materials to be supplied for the house keeping services. All the Housekeeping materials / consumables such as Brooms, Cobweb sticks, Dusters, Mop Stciks, Buckets, Mugs, Toilet Cleaner, Floor Cleaner, Toilet Freshners, Urinal Cakes, Cleaning Powder, Phenyl, Hand Wash Liquid, Toilet cleaning brush, Cleaning / Dusting cloth, Water Wipers, Dust bins, Garbage bins, Rooms spray, Scrubbing pads. Naphthalene balls, Glass cleaner etc. as required to execute the above jobs will be supplied by this office (Service Receiver)
22) No escalation of price whatsoever would be allowed during the pendency / currency of the contract, for whatever reason.
23)If at any time during currency of JOB the SCOPE OF WORK for which this job has been awarded is reduced / abandoned, the payment / value of this job order shall be reduced on pro-rata basis by this office and would be binding on the Housekeeping service provider.
24) Any dispute arising out of this agreement or that which may arise in future shall be resolved by taking recourse to mutual settlement arbitration / conciliation clauses formulated by International Centre of Alternative Dispute Resolution (ICADR) failing which the dispute will be subject to Pondicherry jurisdiction only.
25) This office reserves the right to extend the duration of the contract for a further period of 12 months subject to satisfactory performance and on mutually agreed terms and conditions.
26)All the Housekeeping materials / consumables will be supplied by the department and the rates quoted should not include the cost of the same.