उप- क्षते्रीय कायाालय , कर्ाचारी राज्य बीर्ा निगर् Sub-Regional Office, Employees' State Insurance Corporation

एफ-2/3, ओखला औद्योनगक क्षेत्र , चरण-1, िई दिल्ली -110020 F-2/3, Okhla Industrial Area, Phase – 1, New Delhi - 110020

फ़ोि ि.-011-26811288

फ़ोि ि.-011-26371775

F.No.20-D/34/12/03/Tender/HK/SRO-Ok/11/Gen. Date: 10/10/2019

NOTICE INVITING TENDER

1. Director I/c, ESI Corporation, Sub-Regional Office, Okhla Delhi invites e-Tenders in two bid system from eligible, reputed and Bonafide agencies providing “Housekeeping Services” for ESIC Sub-Regional Office Okhla F2/3 Phase 1 New Delhi – 110020 & its 4 Branch Offices. Tender documents are available online from 11/10/2019 https://www.eprocure.gov.in/eprocure/app. Bidders have to deposit the Earnest Money Deposit (EMD) of Rs.65,000/- in the form of Demand Draft/Pay order drawn in favour of "ESI Fund A/c No.1" payable at New Delhi in the tender box kept in the General Branch at 3rd floor before the date of opening of Technical Bids. Bidders claiming exemption from EMD must enclose desired proof while submitting technical bids. 2. The interested tenderers should upload tender form and their bids along with scanned copies of all the relevant certificates, documents, etc. in support of their technical & financial bids - all duly signed - on the https://www.eprocure.gov.in/eprocure/app latest by 14:30 hrs. on or before 04/11/2019. The technical bid will be opened at 15:00 hrs. on 05/11/2019 at

Director’s chamber , 3rd Floor, ESIC Sub-Regional Office, Okhla in the presence of representatives of bidders, if any of them remain present at that time. The date and time of opening of Financial Bid will be intimated over phone/mail.

3. Tender documents are also available for viewing on the website of Employees' State Insurance Corporation i.e. www.esic.nic.in .

4. The present requirement of ESIC, Sub-Regional Office, Okhla & its Branch Offices

(Monday to Saturday) is as under:- Sl no

Description No of Housekeeping Staff (Grade-unskilled)

No of Supervisor (Grade- Semi skilled)

1 SRO, Okhla 4

1 2 Branch Office, Okhla 1

3 Branch Office, Palam 1

4 Branch Office, Ashram 1

5 Branch Office, Kalkaji 1

(The number of Housekeeping staffs are subject to revision as per requirement).

Place : Delhi

DIRECTOR I/C

Date : 10/10/2019 SRO,OKHLA, New Delhi

https://www.eprocure.gov.in/eprocure/apphttps://www.eprocure.gov.in/eprocure/apphttp://www.esic.nic.in/

IMPORTANT INSTRUCTIONS FOR BIDDERS

All bidders/contractors are required to procure Class-III B Digital Signature Certificate (DSC) with Both DSC Components i.e. Signing & Encryption to participate in the E- Tenders.

Bidder should get Registered at https://eprocure.gov.in/eprocure/app

Bidders can contact our Helpdesk at https://eprocure.gov.in/eprocure/app?page=FrontEndContactUs$service=page

Help Desk Support

For any technical related queries please call the Helpdesk. The 24 x 7 Help Desk

Contact No. : +91 0120-4200462, +91 0120-4001002, +91 0120-4001005

Email : support-eprocure@nic.in

Note – Bidders are requested to kindly mention the URL of the Portal and Tender ID in the subject while e-mailing any issue along with the contact details.

For any Policy related matter / clarification, please contact Dept. of Expenditure, Ministry of Finance. E-mail : cppc-doe@nic.in

For any Issues / clarifications relating to the published tender (s), kindly contact the respective Tender Inviting Authority.

https://eprocure.gov.in/eprocure/apphttps://eprocure.gov.in/eprocure/app?page=FrontEndContactUs$service=pagemailto:support-eprocure@nic.inmailto:cppc-doe@nic.in

GENERAL INSTRUCTIONS TO BIDDERS:

1. Reputed and bonafide agencies providing “Housekeeping Services” may forward tender documents by 04/11/2019 (upto 14:30 hrs). Bidders have to deposit the Earnest Money Deposit (EMD) of Rs.65,000/- in the form of Demand Draft/Pay order drawn in favour of "ESI Fund A/c No.1" payable at New Delhi in the tender box kept in the General Branch at 3rd floor before the date of opening of Technical Bids. Bidders claiming exemption from EMD must enclose desired proof while submitting technical bids.

2. Reputed and bonafide agencies providing “Housekeeping Services” may submit the tenders in two bid systems i.e., (i) Technical Bid & (ii) Financial Bid in the prescribed proforma along with relevant documents as per Annexures. Tenders are to be submitted online. Hardcopy of tender duly signed alongwith all the documents self attested may be submitted in the Tender Box placed in General Branch at 3rd floor in a closed/sealed Big envelope containing Technical Bid & Financial Bid in two separate envelopes. Tenders sent by any other mode will not be accepted. No tender document will be accepted after the expiry of stipulated date under any circumstances whatsoever.

3. TENDER SCHEDULE

Sl Details Date & Time No.

1 Date & Time of Issue 11/10/2019 1230 hrs

2 Pre-Bid Meeting 18/10/2019 at 1100 hrs in the chamber of Director I/c (Room No.301),

3rd Floor, ESIC,Sub-Regional Office, Okhla New Delhi

3 Last date & Time of receipt of 04/11/2019 upto 1430 hrs Tenders

4 Date & Time of Opening of 05/11/2019 upto 1500 hrs in Room No.306,

“Technical Bid” 3rd Floor, ESIC, Sub-Regional Office, Okhla, New Delhi

5 Date & Time of Opening of Shall be decided later and intimated to “Financial Bid” of technically bidders qualified in Technical bid qualified bidders

6 Estimated Cost Rs.22.2 lacs (approx) per year

7 Place of Opening the Tender Room No.306, 3rd Floor, ESIC, Sub-Regional

Office, Okhla, New Delhi

8 Bid Validity period 180 days from the date of opening of

tender. Director I/c, ESIC, SRO Okhla reserves the right

to extend the validity period, if so required.

TERMS AND CONDITION OF TENDER

A. Estimated tender value: - Rs. 22.2 Lacs (approx.) for one year.

B. Period of Contract: - The Contract shall initially be for a period of two year and may

be extended further for a period upto one-year subject to satisfactory performance, on the

same terms and conditions. The rates quoted by the bidder shall remain unchanged

during the period of contract except change in minimum wages as per the notification of

Govt of Delhi and corresponding changes in ESI, PF contribution and bonus.

C. Earnest Money: Rs. 65,000 /- (Sixty five thousand only) to be deposited, in the form of DD/ Bankers Cheque favoring ''ESI FUND A/C No. 1’’ payable at Delhi in the tender box kept in the General Branch at 3rd floor before the date of opening of Technical Bids. Bidders claiming exemption from EMD must enclose desired proof while submitting technical bids.

D. Last date of submission: Last Date of uploading of Tender is 14:30 hrs. on or

before 04/11/2019.

E. Date of opening of Tenders: Technical bid will be opened on 15:00 hrs. on 05/11/2019. The tender shall be opened in presence of the bidder who chooses to be present during opening of bids. If the date of opening of bid is declared a holiday, bid will be opened on next working day at 15:00 hrs.

F. Pre Bid Meeting: A pre bid meeting shall be held on 18/10/2019 at 11:00 hrs. at ESIC Sub-Regional Office, Okhla, New Delhi to clarify issues connected with the tender. Prospective bidders are invited to attend and check the samples as per Annexure-A for quoting Financial Bid.

G .ELIGIBILITY CONDITIONS (i) The bidder should have experience for executing similar contract of comparable magnitude i.e., housekeeping work of building at least for 03 (Three) years in Govt. / Semi-Govt. / PSU / Banks / Multi-National Company in the last 5 years. The estimated value of work should have been:-

(a) One similar work of value not less than Rs. 25 Lacs. Or (b) Two similar work of value not less than Rs. 15 Lacs. Or (c) Three similar work of value not less than Rs.10 Lacs.

(ii) Average Annual turnover of the Agency in during each of last three financial years should be minimum Rs.50 lakhs.

(iii) The bidder must be registered with GST, ESIC & EPFO.

(iv) The bidder agency must have a PAN number.

(v) The bidder firm should not have been indicted for any criminal, fraudulent or anti-competition activity and not been blacklisted by any Govt. departments.

H. Documents to be uploaded

Bidder firms which fulfill the above eligibility conditions may upload the technical bid & price bid along with the scanned copy of following documents failing which their bids will be rejected.

• Copy of Audited Accounts Statement of annual turnover for last 3 financial year.

• Registration / Incorporation Certificate of firm.

• Scanned copy of EMD

• Proof of registration with GST, ESIC, EPFO. Labour department (License) etc.

• Copies of work order from three Govt./PSUs/Public Limited Company/Multinational Corporate Office for services provided as per eligibility conditions.

• Copy of PAN No.

• Work order as proof of experience of at least 3 years for executing housekeeping work of building in Govt. / Semi-Govt. / PSU /Banks.

• Declaration as per format at Annexure C

• Copy of work order in support of clause i of eligibility condition

I. Only Agencies except for Govt. companies / PSUs / Public Limited Company / Multinational Corporate Office, etc. having Valid Registration under ESI, EPF & other statutory law required for providing House Keeping Services shall apply. The Govt. Companies / PSUs / Multinational Corporate Office must ensure that all the workers engaged by them must get benefits under ESI/EPF scheme & fulfill all other statutory requirements for this job.

OTHER TERMS AND CONDITION

Evaluation of Technical and Financial bid:

1. The Tenderers are required to upload two separate Bids i.e. - Technical and Financial, as per proforma available online.

2. Each attached document in tender should be signed and stamped by bidder or authorized representative of Tenderer.

3.. The competent authority of ESIC reserves the right to reject all or any tender in whole, or in part, without assigning any reason thereof.

4. The financial bid of the bidders, whose technical bid is found to be responsive as per the eligibility and other tender conditions, will be opened in the presence of the bidders / authorized representatives of bidders.

5. Lowest financial bid will be evaluated based on overall lowest rate quoted by the bidder combining all the three categories of financial bid i.e. Rate of manpower(Housekeeping Staff)+ Rate of manpower(Supervisory staff) + Rate of materials.

6. The earnest money shall be refunded to the unsuccessful Tenderers after finalization of the contract. It shall be refunded to the successful Tenderer on receipt of performance security deposit. No interest is payable on the EMD.

7. The bid shall be valid for 180 days from the date of opening of Tender.

8. Tender incomplete or Conditional in any form will be rejected outright.

9. In case the successful tenderer declines the offer of Contract, for whatsoever reason(s), his EMD will be forfeited.

10. A formal contract shall be entered into with the successful tenderer. In this contract, the successful tenderer shall be defined as Contractor.

Performance Security Deposit:

11. The successful tenderer will have to deposit a Performance Security Deposit of Rs.2,00,000/- (Rupees two lakhs only) by way of Bank Guarantee from a commercial bank in favour of ESIC, Sub-Regional Office,Okhla, New Delhi” valid for 60 days beyond the expiry of period of two years contract and further renewable.

12. The successful Tenderer will have to deposit the Performance Security Deposit and commence the work within 15 days of acceptance of tender. Otherwise the contract will be cancelled and EMD will be forfeited.

GENERAL CONDITIONS OF CONTRACT (GCC)

1. The tenderer would be wholly responsible for the job to be performed.

2. The persons deployed by the tenderer should be properly trained, have requisite experience and skills for carrying out a wide variety of housekeeping work using appropriate materials and tools/equipments.

3. To ensure the Health and safety measures of the employees.

4. The tenderer will be responsible for supply / installation / refilling / maintenance of all such items / equipments used in wash rooms and other areas for housekeeping purposes.

5. Employment of child labour will lead to the termination of the contract. The Contractor shall engage only such workers, whose antecedents have been thoroughly verified, including character and police verification and other formalities. The Contractor shall be fully responsible for the conduct of his staff.

6. The Contractor at all times should indemnify ESIC against all claims, damages or compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages Act, 1948; Employer’s Liability Act, 1938; the Workmen Compensation Act, 1923; Industrial Disputes Act, 1947; Maternity Benefit Act, 1961; Delhi Shops and Essential Act or any modification thereof or any other law relating thereto and rules made hereunder from time to time. ESIC will not own any responsibility in this regard.

7. In case of breach of any terms and conditions attached to the contract, the Performance Security Deposit of the Contractor will be liable to be forfeited besides annulment of the contract.

8. The staff shall be in proper uniform as approved by ESIC and with their identity properly displayed on contractor’s cost.

9. ESIC will provide space for a store room to the Contractor in the premises. .

10. The Contractor shall:

A. Ensure Pest/Animal and Rodent free environment in the premises of ESIC. B. Ensure that their managers / supervisors are equipped with mobile phones. C. Arrange for a garbage disposal in a professional manner as per Govt.

guidelines.

11. Variations: The Director may order variations in the scope or quantum of work through a written order. The payment for the variation shall be worked out on the basis of contract rates for manpower and for equipment, material etc. 12. Escalation: It may be noted that the Contractor’s service charges shall be firm

without any increase during the currency or extended period of the contract .No escalation

IN CASE OF HOUSEKEEPING SERVICE PROVIDED IN ESIC on any account shall be

permitted after the submission of the tenders and during the currency or extended period of

the contract. However, escalation in the wages on account of increase in minimum wages/

grant of increase in dearness allowances declared by Delhi Government to the workers is

permitted.

13. Payment Procedure: The contractor shall submit bill in triplicate by the 7th day of each month for the executed up to end of previous month in a prescribed format as approved by ESIC. Bill must be raised based on the rate quoted in tender.

The bill must be supported with the following documents: - a). Attendance sheets along with ECS proof of payment of salary, salary certificates, wages sheets of all the workers and staffs deployed, certified copy of ESI, PF challan and payments along with details of deduction of each employees and GST challan. b). Certified bills of materials purchased for items not covered under tender. After submission of monthly bill complete in all respect by the contractor. ESIC shall

check the bill with the help of contractor & certify for payment within 30 days of submission of bill.

14. Liquidated damages: Whenever and wherever it is found that the cleanliness is not up to the mark, it will be brought to the notice of the supervisory staff of the Contractor by ESIC and if no action is taken within reasonable time, liquidated damages @ Rs.500/-per complaint can be imposed. The decision of Director shall be final, in this regard.

15. Recovery of Sum Due:

(i) Whenever any claim for the payment of a sum of money arises out of or under this contract against the contractor, ESIC shall be entitled to recover such sum by appropriating, in part or whole from the security money deposited by the contractor and/or by deduction from the pending bills of the contractor.

(ii) When there remains a balance of the total sum to be recovered, it shall be deducted from any sum due to them or which at any time thereafter may become due under this or any other contract with the ESIC. If sum not be sufficient to cover the full amount recoverable, the contractor shall pay to ESIC on demand the remaining balance due along with interest at the rate of 12% PA from the date when the first demand is made till the date of actual payment for each day of delay.

16 Manpower: The Contractor shall provide the following Supervisors & House keeping Staff (Monday to Saturday) at ESIC, Sub-Regional Office, Okhla and its Branch Offices:-

Sl no

Description No. of Housekeeping Staff (Grade-unskilled)

No. of Supervisor (Grade-Semi skilled)

1 SRO, Okhla 4

1 2 Branch Office, Okhla 1

3 Branch Office, Palam 1

4 Branch Office, Ashram 1

5 Branch Office, Kalkaji 1

17. Materials: The quantities of cleaning material and aids for a month as per Annexure-A shall be procured by the Contractor and hand it over to Store Manager / Care Taker. The material shall be issued to Supervisor of the Agency on weekly basis or as per the requirement. Consumables supplied shall of same brand as mentioned in the Annexure-A and for which bidder has quoted in Financial Bid. However, payment for material shall be made on the basis of actual consumption/supply on submission of bill of purchase of material.

Note:- Aforesaid quantities are not exhaustive and may vary depending on requirement. If the above articles are not able to ensure an effective, efficient and timely housekeeping service management, the Contractor will have to provide additional items as per requirement and payment for the same will be made on submission of original invoice/bill.

18. Tools, tackles & equipments: As per Annexure B, equipment’s, tools and tackles are minimum and mandatory to be provided to the housekeeping staff by the contractor. These numbers, however, can be increased / decreased as per requirement but payment will only be made as per financial bid. Minimum No. of equipments, tools, tackles, etc. have to be maintained in the office at all times. A record of all these items should be kept by the Supervisor. All these equipments may be inspected by designated ESIC official at any time.

19. Risk Clause: The tenderer shall at all times have standby arrangements for carrying out the work under the contract in case of any failure of the existing arrangement.

ESIC reserves the right for termination of the contract at any time, if the services are found unsatisfactory and also has the right to award the contract to any other selected tenderers at the cost, risk and responsibilities of Contractor and excess expenditure incurred on account of this will be recovered by ESIC from the Contractor’s Security Deposit or pending bill or by raising a separate claim.

• All necessary reports and other information will be supplied on a mutually agreed basis and regular meetings will be held with the ESIC.

• Contractor and its staff shall take proper and reasonable precautions to

preserve from loss, destructions, waste or misuse the areas of responsibility given

to them by the ESIC and shall not knowingly lend to any person or company any of

the effects or assets of the ESIC under its control.

• In the event of loss/damage of equipments etc. at the premises of the

ESIC due to negligence/carelessness of Contractor staff, then the Contractor

shall compensate the loss to ESIC.

• The Contractor will also maintain a suggestion book for comments on the services rendered by it.

• The Contractor shall, in performing its part of this Agreement, ensure the

safety of the building and the persons working in or visiting the ESIC Office.

premises and shall indemnify ESIC for any loss or damage caused by any act of the Contractor or its employees or staff etc.

• The Contractor shall not assign or sublet this Agreement or any part thereof

to any third party without the approval of the ESIC. However, he may use the services of associates for providing the services in which case the Contractor shall be responsible for the performance and all acts of the associates as though they were his own.

• In every case the Contractor shall make alternative arrangements for

meeting his contractual responsibilities in case of failure of the Associate.

• Licenses if any required for Housekeeping services at the site will be

procured by the Contractor. 20. Dispute Settlement: It is mutually agreed that all differences and disputes arising out of or in connection with this Agreement shall be settled by mutual discussions and negotiations if such disputes and differences cannot be settled and resolved by discussions and negotiations then the same shall be referred to the Sole Arbitrator appointed by the Director, ESIC, SRO Okhla whose decision shall be final and binding on both the parties.

21. Termination clause: i. During the period of agreement if it is found that the agency is not providing proper

services or charging by fraudulent manner or otherwise, the security deposit of Rs.2 Lacs deposited with ESIC or part thereof shall be forfeited in favour of ESIC and agreement will be terminated. In such situations, tender can be allotted to second lowest bidder.

ii. The Contract may be terminated by either party with mutual consent by giving two months advance notice. However, ESIC reserves the right to terminate the contract at any time without assigning any reason.

22. Insolvency and breach of contract: ESIC may at any time, by notice in writing, summarily terminate the contract without compensation to the contractor in any of the following events, that is to say :- 1. If the contractor being an individual or firm, such individual or any partner in the contractor's firm as the case may be, is at any time adjudged insolvent or has a receiving order or orders for administration of his estate being made or any proceedings for liquidation or composition under any law of insolvency being or not for the time being in force or has made conveyance or assignment of his effects or enter into any arrangements or compromise with his creditors for suspend payment or if the firm be dissolved under any law which governs it or which is otherwise for the time being in force; or 2. If the contractor being a company registered under any law for the time being in force, passes resolution for winding up or the court passes any order for the liquidation of the affairs of the company or that any Liquidator, Receiver or Manager is appointed for the management of the affairs of the company; or 3. If the contractor commits any breach of this contract or any other direction of the customer issued from time to time not otherwise specifically provided in this contract, the customer can terminate the contract without compensation to the contractor which shall be without prejudice of its right to claim the damages which it may have suffered due to such breach of contract or of the direction issued by the customer. 23. Compliance with Labour Laws: The contractor is responsible for compliance of the

points given below:

i) It shall be the sole liability of the contractor (including the contracting firm/company) to obtain and to adhere by all necessary licenses/permissions from the concerned authorities as provided under the provisions of the contract Labour (Regulation & Abolition)Act 1970.

ii) The Contractor shall discharge obligations as provided under various statutory enactments including the employees provident fund and Miscellaneous Provision Act, 1952, the Employees State Insurance (ESI) Act, 1948 , the Contract Labour (R&A) Act, 1970, Minimum Wages Act, 1948 , Payment of Wages Act, 1936 , Workman Compensation Act 1923. The Payment of Bonus ACt, 1965 and other relevant Acts, rules and regulations enforced from time to time. Non observance of the provisions under above shall grant right of termination forthwith. iii) The contractor shall be responsible for required contributions towards PF,ESI or any other statutory payment and shall deposit these amounts on or before the prescribed dates. The contractor shall submit the proof of depositing the employee’s and employer’s contributions. The contractor shall also be responsible to pay any administrative/inspection charges thereof, wherever applicable, in respect of the personnel employed by him for the work of ESIC. Any dispute related to PF, ESIC, Labour Act shall be dealt with by Contractor entirely at Contractor's risk and costs. All the records shall be maintained by the contractor and shall produce for inspection to management as and when required. In case management is called upon to make

payment on the direction, decree or proceeding of court/criminal court or by statutory authority then management shall have all the rights to recover the said amount in full and shall be authorised to deduct directly from the payment to be made to the contractor or from invocation of Performance Security so kept with ESIC.

iv) The contractor shall be solely responsible for the payment of wages and other

dues to the personnel deployed by him latest by 7th of the following month through

Bank a/cs. The contractor shall be directly responsible and indemnify the ESIC

against all charges, dues, claims,etc. arising out of the disputes relating to the dues of

personnel deployed by him. Penalty as per discretion of Regional Authority is levied

on the Contractor in case of complaint received from the personnel employed by him

for the work of ESIC in respect of less wages paid, bonus is not disbursed, PF is not

deposited etc.

Non clearance of bills shall not be linked with monthly payment of wages, else it will be termed violation of Labour Laws thereby non performance or deficiencies in services eligible for action for violation of contract.

v) The tenderer/Contractor shall indemnify ESIC under Labour’s Compensation Act, Personal Injuries Act, Insurance Act. etc. and or other Industrial Legislation in force from time to time. The contractor shall be responsible for any violation/noncompliance of the Labour Laws and ESIC shall stand indemnified against any claim or compensation of whatsoever nature in this regard by the tenderer/contractor.

The offer shall include the Comprehensive Amount including all statutory Govt. payments& Salary of the labour & supply material . No additional cost will be borne by ESI Corporation for any other form

vi) Shall include all applicable wages and allowances, etc to workmen and the supervisors.

vii) The rates include component of Provident Fund, statutory charges/duties, ESI contribution, statutory bonus, etc excluding applicable GST.

viii) The quoted prices shall be inclusive of all taxes, duties, work contract tax, etc. if any. TDS and other statutory taxes shall be deducted at source from the monthly bills.

ix) Shall include all costs of equipments/tools, cleaning material, etc. Nothing extra is payable on this account

x) The Contractor shall pay Minimum Wages, EPF contribution, ESI contribution, statutory bonus, uniform allowance to the contract employees engaged at ESIC premises. Contractor shall employ adult and trained labour only.

xi) Contractor shall ensure timely payment of all statutory dues like ESI, EPF and GST etc. and ensure compensation as per payment of Minimum Wages Act

xii) Payment of wages to the workers shall be made only through Direct Bank Transfer (DBT) transactions only. Cash payment shall be treated as no payment.

xiii) The Contractor shall engage only such workers, whose antecedents have been thoroughly verified, including character and police verification and other formalities. The Contractor must also ensure that they are of decent character, sound health and possess general abilities to carry out the required works and are also able to read instructions written in Hindi.

xiv) The Contractor shall provide at his own cost photo-identity cards and uniforms to the workers and it should be ensured that all the workers wear proper uniform and displays identity card throughout the working hours. The uniform shall be as approved by ESIC. The uniform will necessarily include body overalls or shirt & trousers, standard design of shoes and socks. xv) The ESIC reserves the right to bar any worker, employed by the Contractor, for carrying out the works, if there happens to be any complaint of misconduct / misbehavior on the part of the manpower deployed by the Contractor. Such person will have to be replaced by the Contractor at his own costs and risks immediately by written intimation to ESIC.

xvi) The Contractor should ensure to maintain required no. of manpower and also arrange a pool of stand by housekeeping staff/ supervisor. In case any housekeeping staff/supervisor absences from the duty, the reliever of equal status shall be provided by the Contractor from an existing pool of housekeeping staff.

Note:- The number of manpower required is likely to increase or decrease depending upon the actual requirement.

SCOPE OF WORK

24. Cleaning Services: The aim and objective is to provide a high level of a clean, hygienic and presentable look to the entire area. Pre-designated managers/supervisors of the Contractor will supervise the awarded work. The Contractor has to ensure that the staff deployed is dressed in neat and clean uniform approved by the ESIC. 25. Daily Services: Housekeeping/ cleaning services should be done daily from Monday to Saturday at regular intervals, so that the areas covered under the contract remain, spic and span all the time. Working hours should be adjusted in such a manner that cleaning work in the morning should be completed well before 8.30 A.M. The services include

(i) Cleaning, dusting, vacuuming and disinfecting of floors, walls and ceilings, Removal of waste and any other garbage from the entire area covered under the

contract (such as halls, conference rooms, committee rooms, office rooms, cabins, cubicles, roof and surroundings etc.).

(ii) Sweeping, cleaning, mopping with disinfectant cleaner of area covered under

the contract, including all staircases, cabins, lobbies, reception, training rooms, office

rooms, cabins, meeting rooms, security office and other areas as covered in the

contract.

(ii) Cleaning of baskets, wastepaper baskets, cob-webs, etc. and disposing off all the collected waste at designated site on daily basis.

(iv) Dusting of computer systems and their peripherals, all doors and windows, furniture, fixtures, fans, equipments, accessories etc. and cleaning of all windows glasses and grills. Cleaning and dusting of window panes / venetian blinds. (v) Spraying Room Fresheners in all rooms, on a daily basis at regular intervals.

(vi) Scrubbing/cleaning of toilets, wash basins, sanitary fittings, glasses, toilets, floors, etc. (vii) Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals, sinks, toilet seats, containers etc. Brush thoroughly to include below water level and under rims including areas at hinges and cistern handles. Re-stock toiletries, which include liquid hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls in toilets, etc. after daily check-ups in the morning, afternoons and on call basis during daytime.

(viii) Cleaning and dusting of electrical switchboards, light fixtures, fans, air conditioner vents, overhead light fixtures, projectors, fire-fighting equipments, nameplates, plant boxes, doormats etc.

(ix) Placing garbage bags in all garbage bins to avoid stains and stinks and clear them on daily basis.

(x) Check and remove hairs, dust, dirt or any such object from anywhere in area under the contract.

(xi) Cleaning, dusting, scrubbing of pantries, reception, security rooms, training halls, committee rooms, computer labs etc.

(xii) Cleaning of all open areas between the building and boundary including sweeping of roads, lawns, paths, cleaning open drains etc. as directed by the ESIC. (xiii) Contractor should provide shoes, masks and gloves as basic needs to protect the health from the very nature of duties performed.

(xiv) The Contractor shall also submit the names, present and permanent residential addresses and two copies of their passport size photographs of its workers to ESIC.

(xv) The contractor shall ensure that workmen deployed by him behave decently and do not indulge themselves in any such activities which are unbecoming on the part of a person working in a Government Office

(xvi) The staff employed by the Contractor for performance of the contracted jobs, shall be of sound health, be mentally alert and physically fit. The contractor shall be bound to change the personnel deployed, if any, if found unsuitable by ESIC and decision of the ESIC in this regard shall be final and binding on the contractor without any questioning.

(xvii) The Contractor shall engage sufficient skilled/unskilled labour of various jobs as required to carry out the day-to-day requirement of maintenance and housekeeping work. The contractor will adhere to all local laws, Acts, Regulations as laid down by the authorities. Contractor shall indemnify and keep ESIC indemnify against breach of Acts, Rules, Laws and Regulations and /or non compliance thereto by its employees. In case of delay in attending/non attending of complaint due to shortage of labour for or otherwise within the time specified by the Authority and if the work get executed through other agency then the expenditure so incurred plus 10% of the same shall be recovered from the contractor's payment. In case of any dispute, the decision of Director of ESIC, SRO Okhla shall be final and binding on the contractor.

(xviii) Any miscellaneous work as allotted by this office will have to be done at no extra cost. No work shall be carried out without the knowledge of this office.

26. Waste Disposal Management: The contractor will ensure collection, mechanized screening / segregation of dry and wet garbage in the earmarked area. The contractor will also ensure segregation of bio degradable and non biodegradable garbage. Finally, the contractor will arrange to suitably dispose garbage from the earmarked area to the nearest Municipal Corporation bin outside each premises.

The Contractor shall keep bin of suitable size and specification at the collection area. The contractor will employ his staff for the collection/disposal work. The garbage will have to be disposed off at least twice a day. The contractor will also arrange for the garbage bags, prepare a flowchart indicating the method of collection/disposal, etc.

27. Weekly Services: The deep cleaning of the entire area will be done by the Contractor once a week as under: -

1. Dusting of entire area including windows / windowpanes/ doors / ledges, etc. 2. Thorough cleaning/sweeping/washing/mopping with disinfectant cleaners of all

floors, staircases and toilets. Scrubbing of all floors and ceramic tiles base.

Cleaning of ceilings and high walls, removal of wash stains on walls, cleaning of roofs, porches etc.

3. Cleaning of sanitary fittings, toilet drain pipes etc. in the toilets with cleaning material.

4. Cleaning of all windows glasses and grills with detergent/ cleaning agents. 5. Washing of outside area with High Pressure Jet machine. 6. Clean all chrome fittings, glass frames, soap holders etc. to a shiny finish. 7. The Tenderer will make a cleaning programme and submit to ESIC for weekly

cleaning so that ESIC’s concerned official / Incharge for the particular area can be deputed on the day of cleaning to make the area available and supervise the cleaning work.

8. The Contractor will work in the specified area mentioned in the scope of work. 9. The Contractor will provide the duty register to ESIC as required.

28. Pest and Rodent Control Services:

1. The Contractor shall take effective measures for Rodent and Disinfection Services including fogging etc. in the area under contract.

2. The Contractor shall use chemicals that are harmless to humans and

machines and are of WHO specification. Further, the chemicals should not leave any

spots in the treated area. MSDS report of these chemicals should also be attached.

3. The Contractor will be responsible for any damage to human/machinery by any

chemicals used by him. Any damage caused to machinery/books due to rodent and

disinfection services in the areas covered under contract shall be made good by the

Contractor.

4. The Contractor will submit a detailed plan for carrying out the Pest and Rodent Control Services.

29. Housekeeping Monitoring and Control: For better management and smooth services, the following monitoring mechanism will be adopted by the Contractor: - 30. Toilets Checklist: This is to be attached on the back of the toilet door. It is to be filled up by the Contractor supervising staff on duty daily.

31. Management / Housekeeping Service Requirements/ Complaints Report: This is to be filled up by the management and administrative staff of the Contractor who receive/observe the complaints/requirements for any of the services. All suggestions, complaints related to services or staff deployed by the Contractor will be registered at site on the computer provided to the Contractor and reported to Caretaker, ESIC, SRO, Okhla. The Contractor will take immediate action to resolve the same failing which the Penalty Clause will be invoked. 32. Housekeeping Services Complaint Register; This register is to be completed on the basis of information received by the Housekeeping Manager from ESIC through the inspection of the site, material on site, attendance sheet of the staff as per Bio-metric, weekly report, client letter/fax/e-mail, verbal complaints from ESIC, etc. and necessary action is to be taken. 33. Cleaning of Office Rooms:

Every evening before closing hours. The offices shall be dry dusted and swept after the closing hours. Vacuum cleaning shall be done on carpets and upholstery. The worktables shall be cleaned with soap solution in the morning. The office shall be mopped with soap solution in the morning. Office staff rest rooms/toilets shall be cleaned using soap solution and kept odour free using deodorizer.

34. Glass Windows and Doors: The Contractor shall have his staff clean glass with appropriate soap solution on weekly basis. Internal glasses shall be wiped with dry cloth to remove fingerprints at regular intervals.

35. Resources Requirement: The Contractor has to provide high standard housekeeping services. The tenderer has to employ / place sufficient number of manpower & machines / equipments so as to ensure high quality service. Computerized record of number of manpower deputed, machines, equipments & materials used may be maintained and submitted to ESIC every month.

TECHNICAL BID FORM (Sample)

To be filled online only

HOUSE KEEPING SERVICES IN ESIC SUB-REGIONAL OFFICE AT OKHLA & BRANCH OFFICES

1 NAME OF TENDERING COMPANY / FIRM 2 NAME OF OWNER / PARTNERS/DIRECTORS 3 ADDRESS OF OFFICE/OFFICES FULL

PARTICULARS OF OFFICE 4 TELEPHONE NO., FAX NO.&

E-MAIL ADDRESS 5 REGISTRATION DETAILS :

(A) GST NO. (B) EPF REGISTRATION NO. (C) ESI REGISTRATION NO. (D) PAN NUMBER

6 BANK DETAILS NAME & ADDRESS OF BANK ACCOUNTS NO. IFSC CODE

7. DETAILS FINANCIAL STATEMENT, PROFIT AND LOSS STATEMENT DURING LAST THREE YEARS.

Sl Financial Year Income (Rs.) Expenditure (Rs.) Net Profit / LO

No. (Rs.) 01. 2016-17

02. 2017-18

03. 2018-19

8. DETAILS OF HOUSE KEEPING WORK ORDER AS PER ELIGIBILITY CRITERIA IN FOLLOWING PROFORMA.

Sl Name & Address of the Organization Value of Contract Duration of Contract

No. From To

SIGNATURE OF OWNER/MANAGING PARTNER/DIRECTOR

Date : Place :

Name : Seal :

• Govt. Company’s /PSUs / Multinational Corporate Office will submit a declaration that all workers employed by them will have ESI/EPF No. & will fulfill all statutory requirement required for this job.

FINANCIAL BID FORM (Sample) (To be filled online only)

HOUSE KEEPING SERVICES IN ESIC SUB REGIONAL OFFICE OKHLA & BRANCH OFFICES

1. FINANCIAL BID FOR MANPOWER Sl Description No. of Description of Rate per Monthly amount No. Manpower wages & person (Total amount x

Required allowances per month No. of manpower)

1. Housekeeping Minimum Wage

(a) Housekeeping 08 PF Boys/Girls (unskilled)

ESIC

Bonus

Uniform & Washing Allowance

Service Charge in Rs.

Total Amount

Housekeeping Minimum Wage

(b) Supervisor (Semi-skilled) 1 PF

ESIC

Bonus if applicable

Uniform & Washing

Allowance

Service Charges in Rs.

Total Amount

• Note : GST applicable will be reimbursed on actual basis •

Note: 1. Payment shall be made for the actual days of employment including for weekly off & national holidays. Attendance will be verified by Caretaker as per Bio-metric Attendance. The contractor shall submit the cash memo of the material purchase along with monthly bills for tender and non-tender items.

2. In case of absence of any of the above mentioned workers without providing suitable replacement, an amount of Rs.300 per day shall be recovered as liquidated damages per person per day of absence.

3. All the above workers must be qualified & experienced in their relevant field & capable to perform their duties. 4. Wages should not be less than the prescribed minimum wages by the State Govt. Uniform, Identity Cards, Name Plates have to be provided to each and every Staff. Bio- Data of each staff should be maintained and whenever asked for will have to be shown/provided immediately.

5. Uniform, Identity Cards, Name Plates have to be provided to each and every Staff. Bio-Data of

each staff should be maintained and whenever asked for will have to be shown/provided

immediately.

Note : Increase in minimum wages of workers will be paid extra accordingly as per Minimum

wages Act & corresponding ESI/PF contribution.

2. FINANCIAL BID FOR COST OF ALL CLEANING MATERIALS (Sample)- To be

filled online only.

Sl No Description Monthly amount

1 Cost of all cleaning material (As

per Annexure-A)

Note:- Rate of material shall be inclusive of GST, other taxes, duties, service

charges transportation etc.

3. FINANCIAL BID For Rent of Mechanized equipments - To be filled online only

Sl No. Description Monthly Amount

1 Rent for Mechanized equipment (As per Annexure-B)

Note:- GST applicable will be reimbursed on actual basis.

The L-1 bidder will be decided on the basis of lowest sum of all the Financial Bids.

Signature of Owner/Managing Partner/Director

Date: Name: Place: Seal :

Annexure ‘A’

MATERIAL (MONTHLY APPROX.)

Sl.

No.

Material Name Brand Unit Quantity Rate per

Unit

Amount

1 Floor Cleaner (2 Ltr.) Lizol 2 Ltr 10

2 Dustbin small 10 Ltr. National 10 Ltr 5

3 Naphthalene Ball (500 gm) Trishul Pkt. 5

4 Air Freshener (250 ml.) Airwick Pcs. 10

5 Room Freshener (100 gm.) Odonil Pcs. 20

6 Brasso (100 ml.) Brasso Bottles 1

7 Duster Floor Big Size As per sample Pcs 40

8 Duster (check) Big As per sample Pcs 25

9 Duster (check) Small As per sample Pcs 20

10 Soft Broom As per sample Pcs 15

11 Hard Broom As per sample Pcs 12

12 Liquid Soap (5 Ltr. Can) Fem Can 4

13 Harpic 1 Ltr. Harpic Bottle 5

14 Garbage Bag (Big 30*40) As per sample Kg 10

15 Garbage Bag (Big 20*20) As per sample Kg 30

16 Utensil Cleaning Bar 250 Gm. Vim Pcs 10

17 Liquid Soap Pump As per sample Pcs 5

18 Hand Golves As per sample Pair 100

19 Multi insect killer spray (625

ml)

All out Pcs 10

20 Detergent Soap 250 Gm. Rin Pcs 5

21 Scrubber Big Scotch Brite (3M) Pcs 10

22 Toilet Roll (75 Mtr.) Daffodil Pcs 5

23 Urinal Cube (400 Gms) A-One Pkt 10

24 Wiper Heavy Duty National/Gala Set 5

25 White Phenyl 5 Ltr. Can Trishul Can 10

26 Old Dhoti As per sample Pcs 10

27 Vacuum Pump As per sample Pcs 5

28 Glass Cleaner-500 ml Colin Bottles 5

29 Dustbin Big Size (120 Ltr.) As per sample Pcs 5

30 Wet Mops As per sample Pcs 10

31 Wet Mops (Round) for Bath

Room

As per sample Pcs 10

Rate of material shall be inclusive of GST, other taxes, duties, service

charges transportation etc.

Signature of Owner/Managing Partner/Director

Date: Full Name:

Place : Company Seal:

ANNEXURE-B

LIST OF EQUIPMENTS, TOOLS & TACKLES

Sl No. Description Number required (Mandatory)

1. Scrubbing Machine 01

2. Ringler Trolley 01

3 Jet Spray Machine 01

Signature of Owner/Managing Partner/Director

Date:

Name: Seal:

Place:

ANNEXURE-C

DECLARATION

1.I,………………………………………………Son / Daughterof Shri………………………………………… Proprietor / Partner / Director / Authorized Signatory of ……………………………………………….. am competent to sign this declaration and execute this tender document.

2. I have carefully read and understood all the terms and conditions of the tender and hereby convey my acceptance of the same.

3. The information / documents furnished along with the above application are true and authentic to the best of my knowledge and belief. I / We, am / are well aware of the fact that furnishing of any false information / fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

4. I have apprised myself fully about the job to be done during the currency of period of agreement and also acknowledge to bear the consequences of nonperformance or deficiencies in services on my part.

5. Company / firm has done in past satisfactory / disciplined work and not blacklisted in past by any client. Our firm /Agency have no criminal case pending under the court of law.

Signature of Owner/Managing Partner/Director

Date:

Name: Place:

Seal