ATTACHMENT-II

Tender No. 11000034-HA-12539, Title: Housekeeping at Mahul Plant

SPECIAL TERMS & CONDITIONS AND SCOPE OF JOB

This tender is issued for Carrying out Housekeeping activities at HPCL Mahul LPG Bottling Plant, Mumbai. Tenderers are required to carefully go through all the documents and understand the terms and conditions before quoting their rates in the Priced Bid. In case of doubt, timely clarifications should be obtained, but this shall not be a justification for late submission of bids or request for extension of due date. All the enclosed tender documents along with this covering letter will form part of the tender.

Tender received late after the due date and time, including postal delays will be rejected. Tenders received in unsealed/without EMD with bid document will be rejected. Tenders not meeting the tender conditions/ incomplete in all respects, are liable to be rejected.

1.0 EARNEST MONEY DEPOSIT (EMD):

The tenderers shall submit an earnest money deposit of Rs. 20,000 (Rupees Twenty Thousand only)by crossed account payee Demand Draft drawn on any Nationalized / Scheduled bank in favour of ’Hindustan Petroleum Corporation Limited’ payable at Mumbai ( No Cooperative Banks). EMD should be submitted along with the response to the tender. Bids received without EMD shall be rejected. EMD will not bear any interest.

  1. Cheques / Cash, Money Orders, Fixed deposit receipts, Bank Guarantees etc. towards EMD are not acceptable. Similarly, requests for adjustment against any previous deposited EMD / pending dues / Bills / Security Deposits of other contracts etc. will not accepted towards EMD.
  1. The EMD is liable to forfeiture, in the event of:
  1. Withdrawal of service during the validity period of the offer.
  2. Non-acceptance of orders, if and when placed.
  3. Non-confirmation of acceptance of orders, within the stipulated time after placement of orders.
  4. Any unilateral revision in the offer made by the tenderer during the validity of the offer.
  5. Non-execution of agreement after acceptance of the order due to any dispute on terms and conditions by the tenderer for any reason, whatsoever.
  6. Non payment of security deposit, against purchase orders within the stipulated period of 15 days from the date of placement of the purchase orders.
  1. EMD will be refunded to all the un-successful tenderers after finalisation of the Tender. For successful tenderer, EMD will be refunded after submission of Security Deposit. EMD shall not bear any interest and shall be refunded by cheque or e-mode NEFT. While claiming refund, the original Cash Receipt issued by HPCL must be surrendered.

2.0VALIDITY:

  1. Quoted prices shall be valid for a period of 180 days from the bid opening date.
  2. The validity of the order shall be for one year from the date of commencement of Job or completion of order quantity whichever is earlier.

3.0 COMMENCEMENT OF JOB:

Within 7 days of date of placement of PO/LOI whichever is earlier.

4.0 SECURITY DEPOSIT:

The contractor will have to submit a security deposit of Rs.1,00,000/-(Amount in Rs: One lac only) by demand draft drawn in favour of Hindustan petroleum corporation ltd. Payable at Mumbai within 15 days from the date of receipt of LOI/PO, whichever is earlier. The security deposit will be refunded after satisfactory completion of the job and submission of satisfactory proof towards payment of wages to the laborers engaged by the contractor & applicable statutory payments like ESIC/EPF without any interest.

5.0 PRICEBASIS:

Tenderer shall confirm that quoted prices shall be firm and subject to no escalation whatsoever, till complete execution of order.

The rate quoted in against each item should be inclusive of all expenses like administrative charges like Xerox, telephone, fax, transportation, profit, consumables like cottonwast, sawdusts etc., cleaning materials like broomstick,mops,brushes,phenyls,Bleaching Powder, hand wash, toilet cleaning agent, acids, mops, liquid for glass/floor/toilet/machine/equipments cleaning & other necessary tools & tackles.

Tenderer shall quote their rate inclusive of transportation of labour, Uniform(2 pairs), ID card, Safety shoes, Ear Plug, Hand Gloves, Rain Coat, Protective Equipment.

Tenderers are requested to include all the above mentioned charges and other misc charges required for successful completion of the job in their quote.

Current minimum wage is Rs. 256/per day for unskilled category, Rs. 283/per day for semi-skilled category, which is taken from the Ministry of L&E vide circular No.B-27(1)/2011, dated 30.09.2011.

Any escalation in wages on a/c of increase in HPCL'Fair Wage or that notified by Ministry of L&Ewhichever is higher shall be paid by the party to the contract persons engaged by them. The same shall be reimbursed to the party by HPCL on submission of bills with proof of payment/ statutory deposits.

The daily jobs shall be done by atleast 1 supervisor (semiskilled) and atleast 13 unskilled labour.

While quoting for item”1”, “2” & item “3”, tenderers are requested toconsider the wage of supervisor along with workmen wages as guided below,

Item”1”= Wage of 4 workmen(unskilled) + 1/3 of wage of supervisor(semi skilled)+ Material Cost

Item”2”= Wage of 3 workmen(unskilled) + 1/3 of wage of supervisor(semi skilled)+ Material Cost

Item”3”= Wage of 6 workmen(unskilled) + 1/3 of wage of supervisor(semi skilled)+ Material Cost

6.0 TAXES AND DUTIES:

The tenderer shall quote their rate against each item exclusive of service tax but inclusive of all other taxes and duties like VAT,Octori Charges, Muncipal Tax, etc.

The Tenderers to quote the applicable service tax in the tender document seperately . The same shall be paid to the contractor by HPCL against the monthly raised invoices . Contractor shall furnish proof of monthly/quarterly challan/return.

TDS/Service charges will be deducted as applicable.TDS Certificate shall be issued on quartely basis to contractor on their written request.

7.0TERMS OF PAYMENT:

Monthly Payment of Bills is allowed.

The Payment shall be released within 15 days through NEFT/RTGS by HPCL after the submission of duly certified Monthly bills for services provided, in duplicate along with Muster Card, Challan of PF & ESIC payment & Wage Register with contract workmen signatures and duly certified by HPCL Management Representative to HPCL - Engineer in charge before 7th of succeeding month.

Payment to the all contract labors is to be reimbursed by the contractor as per the minimum wages of the appropriate government rules applicable under the minimum wages act. Payment to the laborers shall be made strictly thru a/c payee cheque, in presence of concerned officer of Mahul LPG Plant on or before 7th of each month in the presence of HPCL Management Representative who shall certify the wage register.

In absence of furnishing records as mentioned, the payment will not be processed, and HPCL will be constrained to take suitable action against the contractor.If contractor fails to disburse wages by 7th, HPCL shall make the payment to the workmen and recover the cost from his bills and HPCL shall be constrained to take suitable action against the contractor . E-Payment will be made within 15 days from the date of receipt of certified bill.

8.0 SUBLETTING OF CONTRACT:

Subletting is not allowed.

HPCL shall have the right to terminate the contract if the contractor sublets the job.

9.0 TERMINATION OF CONTRACT:

This contract can be terminated by giving three months’ notice from either side. However for unsatisfactory services, the contract can be terminated with one month notice by Hindustan Petroleum Corp. Ltd.

In case the contractor's performance is unsatisfactory (the contractor receives TWO warning letters from HPCL for unsatisfactory performance), HPCL shall have the unilateral right to terminate the contract giving 15(fifteen)days’ notice.

In such case, HPCL will carry out & complete the job through any other agency at contractor's risk and cost.

10.0 SCOPE OF WORK:

  1. For purpose of carrying out the housekeeping/cleaning activities at the Mahul Plant, as mentioned in detailed work scope below , the contractor shall provide the manpower in normal working hours and shifts.
  1. SHIFT TIMINGS:

Ist Shift:-0600 hrs to 0200 hrs

Iind Shift:-0200 hrs to 2200 hrs

IIIrd Shift:-2200 hrs to next day 0600 hrs

Normal Working /General Shift:-0900 hrs to 0530 hrs

  1. THE CONTRACTOR IS REQUIRED TO CARRY OUT ALL SERVICES AS MENTIONED IN THE SCOPE OF WORK ON ALL THE 365 DAYS INCLUDING SUNDAYS & HOLIDAYS.
  1. CONTRACTOR SHALL DEPLOY ONE SUPERVISOR IN SEMI-SKILLED CATEGORY IN GENERAL SHIFT FOR OVERALL SUPERVISION OF ALL THE HOUSEKEEPING/CLEANING ACTIVITIES AT MAHUL PLANT ON ALL THE 365 DAYS INCLUDING SUNDAYS & HOLIDAYS.
  1. SUPERVISOR SHALL INTERACT WITH PLANT MANAGER OR CONCERNED OFFICER FOR DAY TO DAY ACTIVITIES. SUPERVISOR SHALL ALSO ATTEND CONSUMER GRIEVANCES REGARDING CLEANLINESS AT PLANT.
  1. CONTRACTOR SHALL DEPLOY MINIMUM 14 PERSONS/DAY SHIFTS INCLUVISE SUPERVISOR FOR CARRYING OUT THE HOUSEKEEPING ACTIVITIES INSIDE THE PLANT ON ALL THE 365 DAYS INCLUDING SUNDAYS & HOLIDAYS.IF THE CONTRACTOR FAILS TO DEPLOY MINIMUM NO OF PERSONS AS STATED ABOVE, DEDUCTION AT STATED IN THE PENATLY CLAUSE SHALL BE APPLICABLE.DEPLOYMENT/POSITIONING OF THE WORKMENIN THE SHIFTS SHALL BE DONE AS PER THE ADVICE OF PLANT MANAGER/CONCERNED OFFICER.
  1. All the consumables like brooms, cloths, acid, phenol etc. required for carrying out the house keeping job up to the satisfaction of our Officer-In-charge are to be supplied by the party. Periodic quality checks on consumables supplied by the party will be carried out by Corporation's officials and improvement or replacement of the consumables will be done by the party.
  1. H/keeping Office /Store etc.:

Housekeeping Jobs related to Office Buildings, Store, Safety Room, Canteen, MCC Room, DG Room, Toilets including contact workmen toilet & porta toilets etc. as per following details:-

Cleaning, sweeping, mopping & Brooming of Administrative building (Ground Floor & First floor twice in a day preferably one before 9AM and second after 1 PM), Planning room along with security cabin, porta cabins etc. twice a day (in the beginning of each shift) or as required.

Job includes collecting & accumulating all dirt, Sludge, Dry leaves, residual wastes, waste at designated place/places within plant boundary. Disposal off of these wastes outside the plant premises at an unobjectionable area shall be paid as per separate item.

Administrative building includes:-

Ground floor office building & its rooms/cabin/cubicals including attached store rooms,

1st floor regional office, conference room, canteen & its dining area, workers changing room.

Job includes cleaning & wiping of all the tables & chair, cupboards, computers, telephones, individual dustbins etc. and cleaning & wiping of window panes, glasses of cubicals on daily basis. Job also includes cleaning & wiping of window panes, glasses of cubicals for all the administrative building with wet paper & cloth thoroughly both from inside & outside on daily basis. Daily log of cleaning activity has to be certified from the respective Officers.

Cleaning of all the bathrooms, toilets, urinals & washbasins of administrative building, other portable plant toilets (three) and Porta Toilet provided at parking area all on daily basis. Job includes supply of necessary acid, phenol, branded cleaning fluid, all other consumable like brooms, duster, hosiery cloth etc. up to the required qty. and complete satisfaction of Officer-In-Charge. Total 5 bathrooms, 11 Urinals & 13 toilets. Job also includes supply & providing colourful naphthalene balls for toilets & urinals, Antiseptic washing liquid(Dettol or Savlon only) in the washbasin cans, toilet paper rolls(tissue paper) scented on the toilet paper holder & replenish the same on regular basis. Regular (weekly) cleaning & washing of toilet towels & napkins are also included in the scope of jobs. Daily log of these activities are to be obtained from Officer-In-Charge. Job also includes the flushing & cleaning of chocked drains in these areas.

Cleaning & sweeping of Store rooms adjacent to administrative building, MCC & DG room, Planning Office, CISF Cabins etc. on daily basis. Job includes collecting & accumulating waste & other unwanted materials as per direction of the person in-charge of these respective areas at the designated place/places. On need basis proper rearranging of store equipment’s as per guidance from Corporation are to be done.

Supplying of all consumables, cleaning materials & necessary manpower are in the scope of this job. Job also includes cob web removal at regular interval (minimum once in a month).

Minimum 4 persons in unskilled category are required to carry out the above job on all days including Sundays & holidays.

  1. Cleaning/Brooming of Roads:-

For Internal Roads, Parking Area, Area in front of Admin Building upto Nallah, as per following details.

Cleaning, brooming & sweeping of all the approach roads, internal roads around sheds, Cylinder Loading/unloading roads, parking area, area in front of Admin Building up to Nallah, the approach road to plant office from outside and all the drains. Job includes removal of all dry leaves, waste materials, dust, dirt, sludge, if any, and shifting to designated place inside the parking area. These activities are to be carried out on daily basis.

The job also includes ensuring orderly parking of vehicles by visitors, keeping the children away from the area in front of Main Gate of Admin Building (outside upto nallah).

This job also includes cleaning of main Storm Water drains (2nos) as & when required basis, removal of unwanted sludge, any obstruction of free flow of water, Removal of any chocked materials at the exit point of these drain. These jobs are to be carried out on regular basis during rainy season and on need basis during the other seasons as per advice from Plant Manager. The sludge etc above removed is to be disposed of immediately to an unobjectionable area outside the plant premises.

Minimum 3 persons in unskilled category are required to carry out the above job on all days including Sundays & holidays.

  1. H/Keeping of Shed/Related:-

Cleaning & sweeping of following sheds :-

  • Filling Shed,
  • Filled cylinder Storage Shed,
  • Valve Changing Shed,
  • Loading & Unloading shed & its connecting platforms,
  • TT gantry,
  • LPG Pump House,
  • Mounded Storage area
  • Fire Water Pump House

Job includes collecting all dirt, Sludge, Dry leaves, residual wastes, waste & unused PVC seals & Safety Caps from the above shed area within and its surrounding areas and accumulate these at designated place/places within plant. Disposal off of these waste outside the plant premises at an unobjectional area will be paid under a separate item. Party has to ensure of no water logging on the floor & drain around it; regular sweeping & cleaning below the conveyors are to be done to prevent unwanted stagnant water/soap water. Job also includes segregating the good & unused PVC seal & Safety Caps and return to the concerned as per shift officer's instruction. Daily log of cleaning activity has to be certified from the respective Shift Officers. Supplying of all consumables, cleaning materials & necessary manpower are in the scope of this job.

Putting/filling soap water solution in all coveyors trays in both the shifts (1st & 2nd). Job includes preparation of soap solution in a drum in the ratio 1:20(Soap/Concote : Water) and the said solution to be put in all the conveyor trays. These trays are to be replenished as and when required. Adequate care to be taken while filling/topping up these trays to avoid wastages & overflowing of these solution. Overflowing of these solutions are to be wiped off from the floor immediately to make the floor good. Supply of Soap/Concote & water will be under Corporation's scope. While carrying out these activity, any leakages observed from these trays are to be informed to the shift/maintenance officer for replacement. Job also includes the cleaning of these trays and keep these free of mud dust etc. The job is of continous nature.

Cleaning of following equipment at the given frequencies by soft cloth, cleaning liquid etc. upto the entire satisfaction of our respective Shift Officers/Maintenance Officer :-

  • 2 nos. Carousals (Daily Basis in each shift) including its scales(24nos each).
  • 2 nos on line Check Weighing Scales (Daily Basis in each shift)
  • 2 Nos of Test Baths(Dialy Basis in each shift)
  • 4 nos. ELDs (Daily Basis in each shift)
  • 4 nos. OLDs (Daily Basis in each shift)
  • 2 nos. Auto Sealing Units (Daily Basis in each shift)
  • 1 nos. Automatic Seal Placing Machine (Daily Basis in each Shift)
  • 1 no. SQC scale (Daily Basis in each shift)
  • 35nos. of conveyor motors (Daily Basis in each shift)
  • 1 no. On line Valve Changing unit (Daily Basis in each shift)
  • 1 no. Valve Changing unit at Valve Changing Shed (Daily Basis in each shift)
  • 1 no. On line Evacuation Unit (Daily Basis in each shift)
  • 2 nos. LPG Knock Out Drums (Daily once)
  • 4 nos. LPG Pumps at LPG Pump House (Daily once)
  • 5 nos Fire Water Pumps & its Engine (Alternate Days)
  • 2 nos Air Compressors (Alternate Days)
  • 1 no. DG Set (Alternate Days)

The above jobs are to be carried out as per freequency mentioned above without fail and log of these jobs are to be taken from the respective officers and submiting the same while claiming the payment. Non adherence of these jobs may attract proportionate deduction of payment as per discretion of Plant Manager.