Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar
iNDEXTb CRDC - CEPT Page 1
INDUSTRIAL EXTENSION BUREAU
(A Government of Gujarat Organization)
BID DOWNLOADING
14/09/2016 to 05/10/2016 up to 11.00 AM
PRI BID MEETING
22/09/2016 at 03:00 PM
LAST DATE OF ONLINE SUBMISSION
05/10/2016 up to 11.00 AM
LAST DATE OF PHYSICAL DOCUMENT SUBMISSION
05/10/2016
Up to 12:00 Noon
DATE OF TECHNICAL BID OPENING
05/10/2016 at 01:00 PM
PRESENTATION
11/10/2016 Time and place will be intimated later
BID FOR SELECTION OF AN AGENCY FOR HOUSEKEEPING SERVICES
AT
MAHATMA MANDIR CONVENTION CENTER – PHASE 1A/1B,
GANDHINAGAR, GUJARAT.
INDUSTRIAL EXTENSION BUREAU Block No. 18, 2nd floor, UdyogBhavan, GH-4
Sector - 11, Gandhinagar - 382 010
Phone: +91-79-2325 0492/93, Fax: 23250490
Email:[email protected]
Website: -www.indextb.com, www.vibrantgujarat.com
Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar
iNDEXTb CRDC - CEPT Page 2
Tender no: 06/2016-17 dated 14thSept, 2016
INDUSTRIAL EXTENSION BUREAU
(A Government of Gujarat Organization)
Client:
INDUSTRIAL EXTENSION BUREAU Block No. 18, 2nd floor, UdyogBhavan, GH-4
Sector - 11, Gandhinagar - 382 010
Phone: +91-79-2325 0492/93, Fax: 23250490
Email:[email protected]
Website: -www.indextb.com, www.vibrantgujarat.com
BID FOR SELECTION OF AN AGENCY FOR HOUSEKEEPING SERVICES AT
MAHATMA MANDIR CONVENTION CENTRE – PHASE 1A/1B,
GANDHINAGAR, GUJARAT.
Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar
iNDEXTb CRDC - CEPT Page 3
CONTENTS VOLUME I – TECHNICAL BID ................................................................................................ 6 1. INVITATION TO BID .......................................................................................................... 7 2. FORM OF TENDER .............................................................................................................. 12
2.1 PHILOSOPHY .................................................................................................................... 12 2.2 CONTRACT DATA ........................................................................................................... 12
3. INSTRUCTION TO BIDDERS ......................................................................................... 14 A. INTRODUCTION ........................................................................................................ 15 3.1 INDUSTRIAL EXTENSION BUREAU (INDEXTB) ...................................................... 15 3.2 PROJECT DESCRIPTION - MAHATMA MANDIR CONVENTION CENTER ........... 15 3.3 DETAILED SCOPE OF WORK ........................................................................................ 16 3.4. PROJECT IMPLEMENTING AGENCY.......................................................................... 24
3.5. BIDDER RESPONSIBILITIES ON SELECTION AND CONTRACT AWARD AND
EXECUTION ............................................................................................................................ 25
3.9. ONE BID PER BIDDER ................................................................................................... 25
3.10.RESPONSIBILITY OF THE BIDDER ............................................................................ 26 3.11. DATA / ASSISTANCE / FACILITIES TO BE MADE AVAILABLE BY INDEXTB 26 3.12. ELIGIBLE BIDDERS ..................................................................................................... 27
3.13. QUALIFICATION OF THE BIDDER ............................................................................ 27 3.14. BIDDER AS SUB-CONTRACTOR ............................................................................... 29
3.15. ASSIGNMENT & SUB-CONTRACTING ..................................................................... 29 3.16. CLIENTS RIGHT ............................................................................................................ 29 3.17. ASSURANCE .................................................................................................................. 30
3.18. SITE VISIT ...................................................................................................................... 30
3.19. COST OF BIDDING ....................................................................................................... 30
B. THE BIDDING DOCUMENTS .................................................................................. 31 3.22. PRE-BID MEETING ....................................................................................................... 31
3.23. AMENDMENT OF BIDDING DOCUMENTS .............................................................. 32
C. PREPRATION OF BIDS ............................................................................................ 32 3.24. LANGUAGE OF BID ..................................................................................................... 32 3.25. DOCUMENTS COMPRISING THE BID ...................................................................... 33 3.26. THE BIDDER SHALL SUBMIT WITH ITS BID THE FOLLOWING
ATTACHMENTS: .................................................................................................................... 33 3.27. BID VALIDITY............................................................................................................... 33 3.28.EARNEST MONEY ......................................................................................................... 34 3.29A.SECURITY DEPOSIT ................................................................................................... 34
3.29B. PERFORMANCE SECURITY ..................................................................................... 34
3.30. FORMAT AND SIGNING OF BID ................................................................................ 35
D. SUBMISSION OF BIDS .............................................................................................. 35 3.31. SEALING AND MARKING OF BIDS .......................................................................... 35 3.32. DEADLINE FOR SUBMISSION OF BIDS ................................................................... 36 3.33. LATE BIDS ..................................................................................................................... 36 3.34 MODIFICATION AND WITHDRAWAL OF BIDS ...................................................... 36
E. BID OPENING AND EVALUATION ........................................................................ 37 3.35. OPENING OF THE TECHNICAL BIDS BY EMPLOYER .......................................... 37 3.36. PRELIMINARY EXAMINATION ................................................................................. 38
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
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3.36. TECHNICAL EVALUATION ........................................................................................ 39 3.37. CONTACTING THE EMPLOYER ................................................................................ 39 3.38. EMPLOYER’S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY / ALL BIDS
................................................................................................................................................... 39
3.39EVALUATION OF THE PRESENTATION .................................................................... 40 3.40B. PROCESS TO BE CONFIDENTIAL ........................................................................... 42 3.41. CLARIFICATION OF PRICE PROPOSALS AND CONTACTING THE EMPLOYER
................................................................................................................................................... 42 3.42. PRELIMINARY EXAMINATION OF PRICED PROPOSALS AND
DETERMINATION OF RESPONSIVENESS ........................................................................ 42 3.43 CORRECTION OF ERRORS .......................................................................................... 43 3.44. COMPARISON OF PRICE PROPOSALS ..................................................................... 44
F. AWARD OF CONTRACT ............................................................................................ 44 3.45A. AWARD CRITERIA .................................................................................................... 44
3.45. NOTIFICATION OF AWARD ....................................................................................... 44 3.46. SIGNING OF CONTRACT ............................................................................................ 45
3.47. CORRUPT OR FRAUDULENT PRACTICES .............................................................. 45
VOLUME-I-B .............................................................................................................................. 47 4.0. GENERAL CONDITIONS OF CONTRACT................................................................... 48
4.1. DEFINATIONS ................................................................................................................. 48
4.2 CONTRACT AGREEMENT ............................................................................................. 49 4.3. EMPLOYER’S USE OF BIDDER’S DOCUMENTS ...................................................... 49
4.4. MANAGEMENT MEETINGS ......................................................................................... 49 4.5. UNFORESEEABLE DIFFICULTIES............................................................................... 50 4.6. BIDDER'S EQUIPMENT .................................................................................................. 50
4.7POWER, WATER AND OTHER FACILITIES ................................................................. 50
4.8. MEASURES AGAINST INSECT AND PEST NUISANCE ........................................... 51
4.9. EPIDEMICS ...................................................................................................................... 51 4.10. ALCOHOLIC LIQUOR OR DRUGS ............................................................................. 51
4.11. ARMS AND AMMUNITION ......................................................................................... 51 4.16. RIGHT TO VARY ........................................................................................................... 52 4.17 ARBITRATION ............................................................................................................... 52
4.18 GOVERNING LAWS ...................................................................................................... 52 4.19 CONSTITUTION ............................................................................................................. 52
4.20SETTLEMENT OF DISPUTES ........................................................................................ 53 4.21FORCE MAJEURE ........................................................................................................... 53 4.22. COMPLETION OF THE CONTRACT .......................................................................... 54
4.23PENALTY ......................................................................................................................... 54 4.26. USE AND CARE OF SITE ............................................................................................. 54
4.27 DOCUMENTATION TO BE MAINTAINED/ WORK DONE RECORDS .................. 55 4.28CONDITIONS OF WORK ................................................................................................ 55
4.29 SAFETY AND SECURITY ............................................................................................. 58 4.31 INSURANCE .................................................................................................................... 59 4.30TAXES, LABOUR LAWS AND OTHER REGULATIONS ........................................... 60 4.32 INDEMNITY .................................................................................................................... 61 4.28 MAN POWER .................................................................................................................. 61 4.31MISCONDUCT AND INDEMNIFICATION .................................................................. 61
5. SPECIAL CONDITIONS OF CONTRACT ..................................................................... 62
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5.1. INTRODUCTION ............................................................................................................. 62 5.11. INTIMATION TO CONTRACTORS ............................................................................. 63 5.12.PERIOD OF CONTRACT ............................................................................................... 63 5.13.VACATION OF PREMISES ........................................................................................... 63
5.14.QUANTUM OF WORK ................................................................................................... 64 5.15.SERVICES FOR SPECIAL OCCASION ........................................................................ 64 5.16.INTERPRETATION......................................................................................................... 64
6. PAYMENT TERMS ............................................................................................................ 65 6.1 PAYMENT OF BILLS ....................................................................................................... 65
6.2ESCALATION .................................................................................................................... 65 6.3 PRICES, TAXES, DUTIES ................................................................................................ 66
VOLUME-I-C ............................................................................................................................. 67 7. QUALIFICATION CRITERIA AND EVALUATION PROCEDURE ............................ 68
7.1 PRELIMINARY SCREENING .......................................................................................... 68
7.2. DETAILED ASSESSMENT ............................................................................................. 70 7.2.1FINANCIAL CAPACITY ................................................................................................ 70
7.2.2TECHNICAL QUALIFICATIONS.................................................................................. 71
7.2.3EXPERIEINCE ................................................................................................................. 72 7.3 OTHER FACTORS ............................................................................................................ 72 7.5 SCORING SYSTEM .......................................................................................................... 73
7.5.1WEIGHTAGE AND SCORES ......................................................................................... 73 7.5.2INFORMATION TO BE PROVIDED ............................................................................. 73
7.5.3OVERALL SELECTION ................................................................................................. 73
8. QUALIFICATION DATA SHEETS TO BE FILLED UP BY THE BIDDER ............. 74
VOLUME II – TECHNICAL GUIDELINES, STANDARDS AND CHECKLIST ............. 92 9. DETAIL SCOPE OF WORK WITH FREQUENCY OF CLEANING ............................ 93
10. CLEANING STANDARDS........................................................................................... 115 11. LIST OF MATERIAL / CLEANING AGENTS TO BE USED BY THE SUCCESSFUL
BIDDER : (INDICATIVE ONLY) .......................................................................................... 118 12. LIST OF MATERIAL/EQUIPMENT’S TO BE DEPLOYED AT SITE BY
SUCCESSFUL BIDDER (INDICATIVE ONLY) ................................................................. 119
13. DIFFERENT TYPE OF LOG SHEETS & CHECK LIST (FOR REFERENCE) ....... 121 VOLUME III - FINANCIAL BID ........................................................................................... 128
Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar
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VOLUME I – TECHNICAL BID
1. INVITATION TO BID
2. FORM OF TENDER
3. INSTRUCTION TO BIDDERS
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1. INVITATION TO BID
Tender No: 06/2016-17 dated 14th Sept, 2016
Sub: Bid for selection of an agency for Housekeeping services at Mahatma
Mandir Convention Centre, Gandhinagar, Gujarat.
Online bids are invited from bidders having experience in managing housekeeping
services/ hospitality services of 5 star hotels, institutional buildings or convention
centres.
Qualification requirements specifying financial and technical capacity, minimum
acceptable levels with regards to Bidders experience in relevant works and other related
factors such as work on hand, other commitments on that time frame and litigation
history as given and described will be evaluated first and those qualification criteria will
be considered for further evaluation. Technical Proposal, which is not considered
substantially responsive, will be rejected.
Details of scope are given as under:
Complete up keep of the areas and facilities mentioned in Volume II plus toilets,
walkways, interior spaces, building exteriors walls, glass panes, terraces, central
plazas, parking areas& security cabins, compound walls, toilet shafts etc. including
routine and regular pest control which includes but not limited to rodents,
cockroaches, mosquitoes, insects etc. in brief all built up spaces and open spaces are
part of scope of work.
Complete up keep of roads, pavements, open areas, parking, terrace cleaning
(excluding artificial turf area), courtyards, all tanks cleaning, wild vegetation cutting &
disposal etc.
Cleaning of couches, chairs and furniture at Mahatma Mandir.
Complete solid waste management, drainage cleaning, periodic fogging etc.
Furniture shifting of offices, take up for tea distribution during visit of senior officials of
the Government of Gujarat, arranging for water distribution for Staff at Mahatma
Mandir, etc.
During events deputing extra manpower as required
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
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The objective of this contract is for complete up keep of facilities at Mahatma Mandir
to the best standards. The work shall be implemented all 365 days in a year. Bidders
have to accordingly prepare and present their offer.
Details of the scope of work are enclosed as Volume II – 9.
Indicative list of material/ consumable to be used are given as Volume II - 10.
Indicative list of material/ equipment to be deployed at site are given as Volume II - 11.
Details of log sheets to be prepared are given as Volume II - 12, for reference.
The selected bidder will arrange all items needed for his staff viz., time keeping
machine, computerized inventory of stores, computerized daily duty roster chart etc.
The housekeeping staff will first report to the control room and subsequently deployed
for duty after having been checked for liveries, upkeep and issue of material and
equipment etc. Client will provide the space for control room for the selected bidder in
the complex from where the selected bidder and his own supervisory or office staff
can control the house keeping labor force working.
The selected bidder will be responsible for supply. Installation/ refilling/ maintenance
of all consumables, items and equipment’s used in all areas of the complex for
housekeeping purpose.
The selected bidder shall make available limited staff in second/third shift in complex
as required.
Girl’s toilet shall be attended by female staff only.
Indicative job description for Housekeeping Manager shall be as followed:
o Job summary
The Housekeeping manager is responsible for planning, organizing, and developing
the overall operation of the Housekeeping department in accordance with standards
and guidelines. Responsible for staffing, scheduling, training and developing hourly
staff.
o Tasks and Responsibilities
o Planning, organizing and directing team members to ensure the highest degree
of the Employer satisfaction.
o Daily supervision of the housekeeping staff, including the day, event and post
event.
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
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o Purchase, re-order and maintain housekeeping supplies and inventories.
o Conduct pre-event inspections of all rooms, halls, outdoor areas, etc.
o Recruit, schedule and train housekeeping staff members.
o Uphold the highest standards of cleanliness, safety, and conduct.
o Knowledge of respective safety standards within housekeeping department.
o Ensure the proper maintenance of all equipment; makes arrangements for repair
and/or replacement of used and damaged equipment.
o Escort government official (GoG/GoI), delegates during their visit to Mahatma
Mandir Convention Center.
o Required knowledge/ Skills/ Job qualification:
o Experience in managing a team of housekeeping employees through motivation,
coaching and development.
o Advance knowledge of housekeeping process and procedures.
o Proven experience supervising housekeeping departments of 30+ employees.
o Capable of using independent judgement/ solid decision making skills ability.
o Proven comfort and experience to interact effectively will all levels of
management, associates, both inside and outside organization.
o Activator/ self-motivated to accomplish goals, with a strong sense of
responsibility.
o Must be flexible with working nights, weekends, and holidays.
Indicative job description for Housekeeping Supervisor shall be as followed:
o Job summary
The Housekeeping supervisor is responsible to ensure standards of cleanliness,
hygiene and tidiness through the complex and to manage housekeeping efficiently to
maintain standard.
o Tasks and Responsibilities
o To ensure standards of cleanliness, hygiene and tidiness in all areas of complex.
o Supervising the daily cleaning of assigned areas to the highest standards. This
includes cleaning bathrooms thoroughly, vacuuming, mopping and dusting daily.
o Resolving any problems or complaints when possible and ensuring management
are kept informed.
o Managing stock control and ordering system to ensure availability of stock.
o Wearing a clean and suitable uniform and name badge all times.
o Carrying out any other duties as may be reasonably required by management.
o Required knowledge/ Skills/ Job qualification:
o Ability to work on own initiative.
o Ability to motivate team
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o Physically fit
o Excellent attention to detail
o Good organizational skills
1.1Tender document can be downloaded up to 05/10/2016 till 11:00 AM from
www.indextb.com and/or https://indextb.nprocure.com. Demand draft for EMD of
Rs.9,00,000/- (Nine lacs only) and tender fees of Rs. 15,000 (non refundable) shall
be submitted in electronic format only through online (by scanning) while up loading the
bid. This submission shall mean that EMD and tender fees are received, accordingly
offer of those shall be opened whose EMD and tender fees is received electronically.
However for the purpose of realization of DD, Bidder shall send the DD in original
through RPAD/Speed Post/ Courier only so as to reach to the Managing Director,
iNDEXTb., Gandhinagar, on or before 05/10/2016 up to 12:00 Noon of Technical Bid
submission online. Bidder has to submit the entire Technical Bid (Scanned and
Submitted Online Only) in hard copy which includes the qualification documents
mandatory to qualify in separate envelop on or before the online submission date and
time.
Industrial Extension Bureau
Block No. 18, 2nd floor, Udyog Bhavan
Sector – 11,
Gandhinagar-382 010
Phone: 079-2325 0492/93 Fax: 079-23250490
Website: - www.indextb.com
1.2 In case the Bidders need any further information about the project or desire to
inspect any other document related to the project or want to visit the site they are
requested to put the details at the time of pre-bid meeting for its clarification. No
query shall be entertained after pre bid meeting.
(1) Asst. Engineer (MMCC)
Email: [email protected]
(2) General Manager (MMCC)
Email :[email protected]
(3) Managing Director, iNDEXTb
Email :[email protected]
Contact numbers:
Tel: + 91- 79-23250492/93
Fax : + 91- 79-23250490
1.3 Bids are invited online – two bid system (e- tendering). Bidders are requested to
submit Technical and financial bid in two separate folders online and shall be
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
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shortlisted on basis of statement of qualification and experience in handling similar
nature and size of work as per Prequalification requirement.
1.4 Qualification requirements specifying financial capacity, technical, minimum
acceptable levels with regards to Bidders experience in relevant works and other
related factors such as work on hand, other commitments on that time frame and
litigation history as given and described will be evaluated first and those
qualification criteria will be considered for further evaluation. Technical Proposal,
which is not considered substantially responsive, will be rejected. The short listed
bidders may be required to make a presentation of the concept. Based on
Presentation and Technical Evaluation, Online Price bids shall be opened for
further evaluation in the presence of the Bidders who choose to attend the
opening. Loose papers/Spiral bound shall not be accepted and outright
rejected. Hard bound copy only shall be accepted.
1.5 The employer shall not be responsible for any costs or expenses incurred by the
bidders in connection with the preparation and delivery of bids, including costs and
expenses related to visits to the sites, preparation and making of presentation, etc.
1.6 Technical Bids will be opened in the presence of bidder’s representatives who
choose to attend, at the above address at 1.00 P.M. on 05/10/2016.
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2. FORM OF TENDER
2.1 PHILOSOPHY
The tender is with item rate works. The Tender process is aimed at selecting suitable
Bidders only. The work will be awarded to a responsive bidder whom the Evaluation
Committee finds suitable after elaborate screening process and presentation.
2.2 CONTRACT DATA
Important contract data is summarized as under:
2.2.1 NAME OF WORK Housekeeping Services for Mahatma Mandir
Convention Centre, Gandhinagar
2.2.2 SOURCE OF FUNDS Industiral Extension Bureau
2.2.3 TENDER NO. 06/2016-17 dated 14th Sept, 2016
2.2.4 TENDER
SUBMISSION COST
Rs. 15,000/- (Rs. Fifteen Thousand Only) BY
DEMAND DRAFT in favour of Industrial Extension
Bureau, Gandhinagar
2.2.5 EARNEST MONEY
DEPOSIT
Rs. 9,00,000=00 (Rs. Nine Lakh Only) in form of
Demand Draft as relevant clause.
2.2.6 SECURITY DEPOSIT Total of 2.5% of the agreed project amount in the
form of DD within 3 days from issuance of LOI. Shall
be released after successful and satisfactory
completion of the event.
2.2.7 PERFORMANCE
GURANTTE
Total of 10% of the agreed project amount in the
form of Bank Guarantee from any Nationalised
bank at the time of signing of Agreement.
2.2.8 CONTRACT PERIOD Initial period of the Contract would be for Three
years further extendable for two more years after
review.
2.2.9 ISSUE OF TENDER The tender can be downloaded from organization’s
website (www.indextb.com) and/ or
https://indextb.nprocure.com during 14th
September, 2016 to 05th October, 2016 up to
12.00 PM
2.2.10 SUBMISSION OF
TENDER ONLINE
Up to 12:00 PM on 5th October, 2016 strictly on the
website https://indextb.nprocure.com
Pl. Note that this is the e-tendering process through
the Government of Gujarat’s e-tendering
mechanism. Necessary electronic keys (digital
signature certificates) are required for online
submission of the tenders. For more details, please
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
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contact on [email protected] or visit
(n)Code Solutions (A Division of GNFC Ltd.)
301, GNFC Info Tower, Bodakdev,
Ahmedabad - 380054. India
Sales: 079- 4000 7323
Support : 079- 4000 7300
2.2.11 SITE VISITS
(Compulsory)
Prospective bidders must visit the site before bidding
for this tender and have to ask for the certificate of
visit from us which is to be submitted along with the
bid documents. Site visit can be undertaken on any
working day during 19th September, 2016 to 3rd
October, 2016 between 11:00 AM to 5:00 PM with
prior intimation to contact persons mentioned herein.
2.2.12 PRE-BID MEETING On 22nd September, 2016 at 3.00PM for
clarifications of queries if any at the below mentioned
address:
Industrial Extension Bureau (iNDEXTb)
Block No 18, 2nd Floor, UdyogBhavan, Sector 11
Gandhinagar 382010
Phone : 079-23250492/93
2.2.13 OPENING OF
TENDER
Part-1: Technical bid (pre-qualification papers shall
be opened on the same day –05th October, 2016 at
01:00 pm in the presence of authorized
representatives of bidders attending the bid opening.
Pre-qualified bidders would subsequently be
informed about making a presentation on their
proposal for services to the committee. The date,
time and venue would be informed later on to the
pre-qualified bidders.
Part- 2: Price Bid shall be opened of the technically
acceptable bidders at a later date or on the date of
technical presentation.
2.2.14 PRESENTATION OF
METHODOLOGY AND
WORK PLAN
On 11th October, 2016 and time and place will be
intimated later.
2.2.15 BID VALIDITY One Twenty (120) Days from the opening of tender
document.
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3. INSTRUCTION TO BIDDERS
CONTENTS
Sr. Description
A. Introduction
B. Bidding documents
C. Preparation of Bids
D. Submission of Bids
E. Technical and Financial Bid opening and
evaluation
F. Award of contract
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A. INTRODUCTION
3.1 INDUSTRIAL EXTENSION BUREAU (INDEXTB)
Industrial Extension Bureau (iNDEXTb) is a Government of Gujarat Organization,
registered under the Societies Act 1856. The organization is under the Industries and
Mines Department (IMD) of the Government of Gujarat (GoG).
iNDEXTb makes various efforts for promoting investment in infrastructure and industrial
sector in the State of Gujarat and attracts various investors. In efforts to promote
investment and the State as ideal investment destination, it has been acting as the
nodal agency for organizing Vibrant Gujarat Global Summits, since 2003.
Vibrant Gujarat Global Summits are biennially organized since the year 2003 and
accordingly Summits were organized in the years 2005, 2007, 2009, 2011, 2013 and
2015. Over the years, the Summit has emerged as one of the flagship events of India
and a major platform to discuss investments and development.
3.2 PROJECT DESCRIPTION - MAHATMA MANDIR CONVENTION CENTER
The Father of the Nation – Shri Mohandas Karamchand Gandhi, is also known with
reverence as Mahatma. Gandhinagar – the Capital City of State of Gujarat –derives
name from Father of the Nation. Since Gandhinagar did not have any major structure
related to Mahatma Gandhi, it was considered to have a memorable and iconic
complex build in the remembrance and homage to Mahatma Gandhi and was called as
Mahatma Mandir. The total area allotted for construction of Mahatma Mandir is
approximately 34 acres. Of this, the Phase I A comprising of the Convention Centre,
Exhibition Centre and Service Building (Refer clause 3.3) is of approximate built up
area of 39,893 sq. mt and Phase I B comprising of Photo Gallery and Food Court
(Refer clause 3.3) is of approximate built up area of 16,740 sq. mt.
Mahatma Mandir, is planned to house facilities such as photo gallery, meditation hall,
Garden with installation of Multimedia enabled artifacts on the life and philosophy of
Mahatma Gandhi, etc.
The facilities of international standards with all modern amenities, for organizing
conventions and exhibitions, are also planned within Mahatma Mandir.
The construction work for Convention and Exhibition Centre was coordinated by
Industries and Mines, Department, Government of Gujarat. iNDEXTb, under the
Industries and Mines Department coordinated for construction of facilities for
Convention and Exhibition at Mahatma Mandir.
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Construction of other facilities such as Salt Mound (in remembrance to Namak
Satyagrah) and within it Museum, Meditation hall, etc; Gandhi Garden having
installations of artifacts, and other facilities related to life of Gandhi is taken up by Road
and Building Department of Government of Gujarat.
3.3DETAILED SCOPE OF WORK
The Construction work for Convention and Exhibition Centre began in the year 2010.
While, iNDEXTb, was the Client for construction of Convention and Exhibition Centre
on behalf of Government of Gujarat; M/s. L & T, the leading company in construction
sector, were the Selected bidders for construction of Convention and Exhibition Centre.
Centre for Environment Planning and Technology (CEPT) - the premier academic
institute in the field of architecture, building structure and civil engineering and located
in Ahmedabad - acted as the Professional Advisors for construction of Mahatma
Mandir.
Following structural facilities are ready for organizing of conventions and exhibitions.
For Detailed Scope of work and frequency of cleaning is mentioned in Volume-II
of this document.
I. Convention Centre (in three Floors) housing
i. Convention Hall (5000 seating capacity)
ii. Seminar Rooms (four: SR-1 to SR-4) (3 Halls of 500 seating capacity and 1 hall
of 1000 seating capacity,
iii. Conference Rooms (Three: CR-1 to CR-3),
iv. Business Meeting Rooms (BM-1 to BM-10),
v. Administration Rooms (three: AR-1 to AR-3))
vi. Simultaneous Interpretation System (SIS) Rooms
vii. Viewing Galleries
Area Details of Convention Centre.
Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
1 Atrium Sq.Mt. 1 853.43
2 Pre-function Sq.Mt. 1 926.73
3 Corridor 1 Sq.Mt. 1 67.29
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Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
4 Corridor 2 Sq.Mt. 1 69.35
5 Seminar Hall 1 Sq.Mt. 1 586.09
6 Seminar Hall 1 Pantry Sq.Mt. 1 12.17
7 Seminar Hall 2 Sq.Mt. 1 541.93
8 Seminar Hall 2 Pantry Sq.Mt. 1 12.17
9 Conference Room 1 C1 Sq.Mt. 1 17.70
10 Conference Room 2 C2 Sq.Mt. 1 17.99
11 Conference Room 3 C3 Sq.Mt. 1 19.99
12 Conference Room B1 Sq.Mt. 1 18.58
13 Conference Room B2 Sq.Mt. 1 18.58
14 Storage Room Sq.Mt. 1 36.22
15 Retail Sq.Mt. 1 101.75
16 Comm room 1,2,3 Sq.Mt. 3 52.60
17 Dish wash room 1,2,3 Sq.Mt. 3 49.46
18 VIP Entrance Foyer Sq.Mt. 1 88.48
19 VIP Room 1 Sq.Mt. 1 17.20
20 VIP Room 1 Toilet Sq.Mt. 1 9.80
21 VIP Room 2 Sq.Mt. 1 22.88
22 VIP Room 2 Toilet Sq.Mt. 1 9.10
23 VIP Lobby Sq.Mt. 1 39.32
24 VIP Lobby Pantry Sq.Mt. 1 6.84
25 Main Convention Hall Sq.Mt. 1 5816.77
26 Seminar Hall-3 Sq.Mt. 1 520.00
27 Seminar Hall-4 Sq.Mt. 1 1000.00
28 Lobby 1 Sq.Mt. 1 34.68
29 Pantry & Dish Wash Sq.Mt. 1 31.01
30 Lobby 2 Sq.Mt. 1 34.68
31 Pantry & Dish Wash Sq.Mt. 1 31.61
32 Lobby 2 Sq.Mt. 1 34.68
33 Pantry & Dish Wash Sq.Mt. 1 31.61
34 RHS - Storage 1 Sq.Mt. 1 52.54
35 RHS - Storage 2 Sq.Mt. 1 24.15
36 RHS - Storage 3 Sq.Mt. 1 169.60
37 South side corridor Sq.Mt. 1 125.93
38 Toilet Blocks on GF and FF Sq. mt 2 49.00
39 Toilet Blocks on GF and FF Sq. mt 2 88.00
TOTAL Sq.Mt. 11776.85
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iNDEXTb Page 18
** Areas mentioned here are for reference only, bidders to review the same during site
visit.
Architectural Character of the Convention Centre – Mahatma Mandir:
Structure - Frame Structure and exposed RCC Precast Panels
Basic Finishes -
Flooring consists of Granite, Kota Stone, IPS, Ceramic & Glazed tiles.
Carpet (imported) in the Main Convention Hall, Seminar Rooms, Meeting Rooms,
Conference Rooms, Viewing Gallery, etc.
Glass Glazing of double height towards entrance area. Glazing is of sheet glass,
plate glass, and translucent glass
Internal wall surfaces are plastered, coloured, covered with MDF Board, Sound
Reinforced with fabric material,
External wall surfaces are of exposed RCC
Ceilings: Gypsum Board, False Ceiling, etc.
Doors: Acoustic Doors, Glass Doors and Fire Doors
External areas are paved with paver block granites, stone, pavers block along with
soft and hard landscaping
Roads alongside the Convention Hall are of bituminous carpet
II. Exhibition Centre (Single Floor Double Height) housing
i. Exhibition Hall -1
ii. Exhibition Hall – 2
iii. Exhibition Hall – 3
Area Details of Exhibition Center:
Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
Exhibition Hall 1 & 2
1 Exhibition Hall 1 Sq.Mt. 1 3790.00
2 Indoor Sq.Mt. 1 200.00
3 Store Sq.Mt. 1 26.50
4 Indoor Sq.Mt. 1 200.00
5 Store Sq.Mt. 1 26.50
6 First aid Sq.Mt. 1 23.50
7 Indoor Store Sq.Mt. 1 97.00
8 Exhibition 2 Sq.Mt. 1 3475.00
9 VIP Gallery Sq.Mt. 1 113.00
10 VIP Gallery Sq.Mt. 1 105.00
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Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
11 UPS Room Sq.Mt. 1 78.50
12 VIP Lounge Sq.Mt. 1 150.00
13 Toilets Sq.Mt. 1 25.00
14 Toilets Sq.Mt. 1 160.00
15 Toilets Sq.Mt. 1 120.00
Exhibition Hall 3
1 Exhibition Hall 3 Sq.Mt. 1 1715.00
2 Toilets Sq.Mt. 1 85.00
3 Electrical + BMS Sq.Mt. 1 45.00
EXTERNAL HARD / SOFTSCAP AREA
1
EXTERNAL
HARD/SOFTSCAPES Sq.Mt. 1 56095.00
TOTAL Sq.Mt. 66530.00
** Areas mentioned here are for reference only, bidders to review the same during site
visit.
Architectural Character of the Exhibition Centre:
1. Structure - Works are of exposed RCC Precast Panels
2. Basic Finishes -
Flooring consists of VDF Flooring in all three exhibition halls with provision of cable
trenches.
Glass Glazing of double height towards entrance area. Glazing is of sheet glass,
plate glass, and translucent glass
Internal wall surfaces are of acoustic treated gypsum board and coloured with paint
Sound Reinforced with wool and fabric material
External wall surfaces are of exposed RCC
Ceilings: Double Height
Doors: Acoustic Doors, Glass Doors and Fire Doors.
Lobby area is of granite floors
Area between Convention Centre and Exhibition Centre is paved with paver
blocks. Surrounding Road is of bituminous carpet.
III. Service Building (in three Floors) housing
a) PUMP House, RO Plant etc., in Basement
b) Electrical Panels on Ground Floor.
c) Chiller Plant on First Floor
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Information about tanks in service building.
S.N Particular No of
Tanks
Dimensions ( Meter) Capacity of
tank in
liters Length Width Height
1 Rain Water Sump 1 21.200 8.200 4.600 799664
2
HVAC Treated Water
Sump 1 13.425 3.390 3.500 159288
3
Domestic Treated Water
Sump 1 5.510 3.290 3.500 63448
4 Raw Water Sump 1 10.665 10.665 3.500 398098
5 Fire Water Sump-1 1 7.835 6.625 3.500 181674
6 Fire Water Sump-2 1 7.835 6.575 3.500 180303
7 Treated Water Tank 1 8.000 5.200 3.500 145600
8 Oil & Gas Chamber -1 1 3.660 1.800 3.500 23058
9 Oil & Gas Chamber -2 1 3.000 1.800 3.500 18900
10 Sludge Holding Tank 1 3.660 2.000 3.500 25620
11 Sump 1 3.000 2.000 3.500 21000
12 Aeration Tank 6 2.200 1.900 5.000 20900
13 Filter Feed Tank 1 4.500 3.200 3.500 50400
14 Up flow Filter-1 1 5.150 3.200 3.500 57680
15 Up flow Filter-2 1 5.150 3.200 3.500 57680
Total Capacity in liters 2203312
** Areas mentioned here are for reference only, bidders to review the same during site
visit.
IV. Food Court (in Two Floors) having
i. Food Court Seating area
ii. Shops (9 Nos on ground floor)
iii. Service Area
iv. Infotainment Zone
v. Wash Area
vi. Kitchen Area
vii. Toilets
Area Details of Food Court Building:
Sr.No: Description Unit. Nos.
Approx
Area** (in
Sq. mt)
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iNDEXTb Page 21
Ground floor
1 Toilets Sq.Mt. 1 65.00
2 Shops 6-9 + Staircase Sq.Mt. 1 145.50
3 Shops 1-5 + Corridor Sq.Mt. 1 145.00
4 Food Court Seating Sq.Mt. 1 1385.00
5 Service Corridor Sq.Mt. 1 135.00
6 Pot wash/Dish Wash / Store Sq.Mt. 1 150.00
7 Rest Rooms Sq.Mt. 1 67.00
8 Toilets Sq.Mt. 1 80.00
9 Corridor Sq.Mt. 1 110.00
10 Infotainment Zone Sq.Mt. 1 980.00
11 Toilets Sq.Mt. 1 55.00
First floor
12 Food Court Seating Sq.Mt. 1 1805.00
13 Toilets + Wash Sq.Mt. 1 120.00
14
Restaurant Kitchen +
Corridor Sq.Mt. 1 307.00
15 Food Court Kitchen Sq.Mt. 1 185.00
16 Toilets Sq.Mt. 1 150.00
17 Mezzanine Toilets Sq.Mt. 1 100.00
TOTAL Sq.Mt. 5984.5
** Areas mentioned here are for reference only, bidders to review the same during site
visit.
Architectural Character of the Food Court:
1. Structure -Works are of exposed precast RCC Panels, block masonry, glass
gazing
2. Basic Finishes -
Flooring consists of vitrified tiles
Glass Glazing of double height of about 12 mt towards entrance area. Glazing
is of sheet glass, plate glass, and translucent glass
Internal wall surfaces are of cement plaster and coloured with paint
Ceilings: Gypsum Board
Doors: Acoustic Doors, Glass Doors and Fire Doors.
Lobby area is of granite floors
Surrounding area is of bituminous carpet and paver blocks.
V. Photo Gallery (in Two Floors) having
i. Shops (10 Nos on ground floor)
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ii. Photo Gallery Main Area currently housing exhibition “Gandhi to Mahatma “on
Ground Floor.
iii. Office Area with Meeting Rooms (both floors)
iv. Toilet Blocks
v. Workshop Area
Area Details of Photo Gallery Building:
Sr.No: Description Unit. Nos.
Approx
Area** (in
Sq. mt)
Ground Floor
1 Shops Sq.Mt. 1 305.00
2 Toilets Sq.Mt. 1 62.70
3 Photo Gallery Sq.Mt. 1 1780.00
4 Toilets Sq.Mt. 1 95.00
5 Meeting + Admin Sq.Mt. 1 80.00
6 Workshop + Store Sq.Mt. 1 82.00
7 Services + Corridor Sq.Mt. 1 100.00
First Floor
8 Photo Gallery Sq.Mt. 1 2025.00
9 Toilets Sq.Mt. 1 100.00
10 Toilets Sq.Mt. 1 95.00
11 Workshop Sq.Mt. 1 88.00
12 Service Corridor Sq.Mt. 1 110.00
13 Mezzanine Sq.Mt. 1 100.00
VIP Office Area (Ground Floor)
1 Lobby Sq.Mt. 1 300.00
2 Toilets Sq.Mt. 1 45.00
3 Office Sq.Mt. 1 355.00
VIP Office Area (First Floor)
4 Lobby Sq.Mt. 1 245.00
5 Toilets Sq.Mt. 1 45.00
6 Office Sq.Mt. 1 355.00
Parking area (Beside Photo gallery room)
1 Parking – Phase 1B Sq.Mt. 1 3764.00
TOTAL Sq.Mt. 10131.70
** Areas mentioned here are for reference only, bidders to review the same during site
visit.
Architectural Character of the Photo Gallery:
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iNDEXTb Page 23
1. Structure -Works are of exposed precast RCC Panels, block masonry, glass
gazing
2. Basic Finishes -
Flooring consists of vitrified tiles
Glass Glazing of double height of about 12 mt towards entrance area. Glazing
is of sheet glass, plate glass, and translucent glass
Internal wall surfaces are of cement plaster and coloured with paint
Ceilings: Gypsum Board
Doors: Acoustic Doors, Glass Doors and Fire Doors.
Lobby area is of granite floors
Surrounding area is of bituminous carpet and paver blocks.
Area between Exhibition Centre & Food Court as well as Convention Centre & Photo
Gallery is called Central plaza which is double heighted, cleaning of the same shall be
done from floor level to ceiling level including light fixtures.
Till date, Three Vibrant Gujarat Global Summits of the year 2011, 2013 and 2015 are
organize at this Convention and Exhibition Centre.
VI. Façade Details
Mahatma Mandir has façade for the Convention Center, Exhibition Center, Food Court
and Photo Gallery in combination of use material as Glass (Curtain Glazing), ACP
Cladding and Aluminum Louvers. Of this the cleaning of Glass (Curtain Glazing) and
Aluminum Lovers is required to be carried out, which would require the use of scissor lift
to reach to the top height of approximately 17 mts at the maximum limit (at Convention
Center and Exhibition Center). Details of area is as under
S.N Particulars Unit Quantity
Total
Convention and
Exhibition Centre
Food Court and
Photo Gallery
1 Curtain Glazing Sqm 4226.63 1648.73 5875.36
2 ACP Cladding Sqm 946.45 999.99 1946.44
3
Aluminium
Louvers Sqm 1557.74 75.00 1632.74
** Areas mentioned here are for reference only, bidders to review the same during site
visit.
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iNDEXTb Page 24
VII. Storm Water Trench Details:
Mahatma Mandir has peripheral storm water trench of approximate 1000 meter running
length having width of 1.0 to 1.2 meter. The storm water trench has minimum depth of
0.7 meter to maximum depth of 2.5 meter. Agency appointed need to clean, maintain
the trench in running condition all the time the throughout the year during the contract
period. This Trench needs to be cleaned every three months by removing precast
trench covers and laying back the same after proper cleaning.
VIII. Vegetation Area:
Near the VIP Entrance, the front side of Exhibition Centre, Convention Centre and the
area between Exhibition Centre& Food Court as well as Convention Centre& Photo
Gallery, Parking area etc., has plantation, which needs to be watered, cutting of wild
vegetation and weed removal. An approximate area of 2200 sq.mt has plantation and
3500 sq.mt of area is covered with lawn.
Note:
1. The scope of services may increase from time to time depending on requirements of
various events planned at Mahatma Mandir.
2. Owner may include other facilities management services (of the Mahatma Mandir) in
the scope depending upon the performance of the selected bidder.
Mahatma Mandir being developed as state of the art Centre for organizing various
seminars, conventions, exhibitions and other events, therefore manpower requirement
would be based on the nature of the event taking place, there would be variations in the
manpower requirement, which the bidder should be able to meet and fulfill the
requirements, both in general and other shifts.
Bidders are requested to visit the site and understand the scope of work. Bidders are
requested to prepare their own proposal (including presentation to be made to the
Committee) and submit to the Committee when the agencies, qualifying in the first
round of qualification (pre-qualification). (The proposal and the subsequent presentation
shall also include brief about their proposed work force, equipment’s, consumables and
other details which they may like to include).
Area Excluded are of Dandi Kutir Museum surroundings and Gandhi Garden Area
(Phase 2A/2B).
3.4. PROJECT IMPLEMENTING AGENCY
The “Industrial Extension Bureau” which has been set up as a Government
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iNDEXTb Page 25
Organisation (herein after known as “Employer” or iNDEXTb shall be the
Owner/Employer/Client. iNDEXTb shall appoint their official for monitoring and third
party inspections. The observations and instruction issued by the official shall be
binding to Bidder.
3.5. BIDDER RESPONSIBILITIES ON SELECTION AND CONTRACT AWARD AND EXECUTION
The bidder shall visit and study the site situation, interact with employer, check-up the
various elements of the works proposed, then make his own judgment regarding his
scope in the tender. He shall also study the price schedule mode and system of
payment and other related conditions, technical specifications, etc. before finalizing bid.
The employer assures all participants for the contract that adequate financial resources
are available to cover the financial requirements and funds are available to meet the
disbursement needs of the work contracts in accordance with the provisions of tender
documents.
The bidder shall provide a detailed staffing schedule proposed by him to cover all
categories of staff with their duties & duty places, responsibilities, qualification,
experience and abide with minimum wages fixed by Statutory Bodies for salaries (at
various stages) etc. The indicated staff shall be regularly reviewed and checked at site
during execution. Non adherence shall not be permitted.
3.6. All bids are to be completed and returned to the Employer in accordance with
these Instructions to Bidders.
3.7. Throughout these bid documents the term “Bid” and “Tender” and their derivatives
(Bidder/tenderer, Bid/tendered, bidding/tendering, etc.) are synonymous, the word
“month” means a calendar month and the word “year” means a calendar year.
3.8. Obtaining and maintaining all statutory permission required to be obtained from
Central, State or Local statutory authorities for the day-to-day activities, if applicable,
related to the execution of the works shall be the responsibility of the Bidder. The
employer shall provide the required authorization and assistance to obtain approvals.
The documentation and other requirement for obtaining such approvals shall have to be
done by the Bidder at his own expenses.
3.9. ONE BID PER BIDDER
Each bidder shall submit only one bid. A bidder who submits or participates in more
than one Bid (other than as a subcontractor or in case of alternatives that have been
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 26
permitted or requested) will cause all the proposals with the Bidder’s participation to be
disqualified.
3.10. RESPONSIBILITY OF THE BIDDER
The bidder shall be fully responsible for site review and works conforming to cleaning
standards as per detailed scope of work furnished in this bid document. The bidder shall
be responsible for coordinating and managing housekeeping works.
Information, material, equipment etc. Borrowed by bidders, if any, shall remain the
property of the employer and shall be provided by employer for information, and solely
for the purpose of execution of this contract. All such borrowed material, equipment
shall be sole property of the employer and shall be returned to employer after
completion of contract.
The bidder shall take into consideration all aspects of the works at the time of bidding,
namely, though not restricted to:
(a) The bidder has to bear in mind that if selected for the award of contract he shall
have to ensure that in any case no damage is caused to the environment while
executing the work.
(b) Necessary barricading and other necessary safety measures shall be the
responsibility of the Bidder during execution of housekeeping works. Any loss of
human/cattle or damages or so, shall be the responsibility of the Bidder including
any liability and/or compensation to be paid towards the life lost damages so
caused.
(c) Cutting of trees shall not be permitted.
(d) The workmanship with safety precautions shall be of high order and quality so as
to prevent accidents and damaging the environment and surroundings.
(e) No Damage in case shall be caused to the existing structure. The selected bidder
shall be held responsible in occurrence of any such incident and will be
responsible for the cost of required rectifications.
(f) Site shall be returned to the Employer as it was in the original condition and
completely free of any garbage.
3.11. DATA / ASSISTANCE / FACILITIES TO BE MADE AVAILABLE BY iNDEXTb
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iNDEXTb Page 27
3.11.1. The Employer or its authorized officer shall enter in to agreements with the
successful bidder on the basis of the Contract finalized at the bidding stage. The
bidder has to quote for all the works relevant to the Scope of the Works, without
any exceptions.
3.11.2. The Employer shall provide access to the successful bidder throughout the
period of the agreement, for reference to all available records, maps, drawings,
reports and other technical data in its possession to assist the successful bidder
in the execution of the work. If required Employer can provide necessary data.
3.12. ELIGIBLE BIDDERS
3.12.1. After the bids have been received as per terms and conditions, the bids, which
do not contain prescribed amount of EMD, their tender papers shall be returned
back unopened for which no objection shall be entertained. Those bids, which
fulfil the criteria, shall be opened.
3.12.2. All recipients of the bid documents for the purposes of submitting a bid shall
treat the contents of this document as private and confidential.
3.12.3. Employer reserves the right to alter the mode of selection, accept or reject any
or all bids without assigning any reason thereof.
3.13. QUALIFICATION OF THE BIDDER
To be qualified for award of contract, bidders shall have to fulfil following requirements,
only those bidders which meet the following minimum criteria will be considered for
technical and financial evaluation:
1. The bidder should be in business of providing Housekeeping /Hospitality services in
the facility of Five star Hotels and above category and measuring minimum 40,000
Sq.mt. of area or Institutional works admeasuring minimum 40,000 Sq.mt. of area
with multiple facilities at National/International level/ Convention centers and
Exhibition centers admeasuring minimum 40,000 Sq.mt. of area for a minimum
period of FIVE years as on 30.08.2016. (Please attach documents like
incorporation of company). Bidder should be in the business of complementary
services such as housekeeping, hotel industry, etc.
2. The bidder should have satisfactorily completed contracts / assignment(s) in the
field of Housekeeping/ Hospitality management with at least ONE client for a value
more than Rs.200.00 Lakh per year per client in last 5 years (Bidder to attach
certified documentary proof).
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3. The bidder should have achieved in last three financial years a minimum
average Annual Financial Turnover (in equivalent works only) of Rs. 500
lakhs. (Audited financial data sheets/Profit& loss and balance sheet for last FY
2013-14, 2014-15& 2015-16 shall be submitted)
4. The bidder should be a profit making organization during each of the above three
financial years.
5. The bidders shall have to provide PAN no. under income tax act, latest income
tax clearance certificate and Service Tax Number.
6. The bidder must have minimum employee strength of 200 people (on Pay Roll)
on the day of filling the tender. Full list of employees, viz., Name, age, employee
code, designation, experience in the field of housekeeping, PF, ESI details etc.
should be attached with the technical bid. Document in support of service tax, ESI,
EPF deductions and details of the health and safety measures, the tenderer takes
for his workers should also be attached with the technical bid. (Copy of valid
registration and licences with concerned Labour Authorities and valid ESI & PF
registration to be attached.)
7. The bidder turns out to be substantially responsive bidder as a result of evaluation
of Technical Bid.
8. Bidder’s price bid shall be evaluated, accepted with or without negotiations and
decided by the Employer for award of contract.
9. The bidder shall provide a valid Tender Fee & EMD acceptable to Employer.
10. All the staff deployment would be as per following qualification.
Sr
No. Category Qualification and Experience
01 Over all In charge
(Housekeeping
Manager)
Degree in Hotel Management and Ten
Years’ Experience in all aspects of
Housekeeping in a large, multi-use Five
Star Hotel and Above Category facilities/
institutional buildings/ convention
centers and exhibition halls.
02 Supervisor Degree in Hotel Management and Three
Years’ Experience in hospitality services
of area as mentioned above
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iNDEXTb Page 29
Sr
No. Category Qualification and Experience
03 Housekeepers/
Janitors/ Gardner
Minimum Experience of Three Years in
Housekeeping Services.
The bidders shall furnish along with this bid, CVs (Bio-data) of the key
personnel associated for this work for the execution of the works, duly
signed by the concerned person.
12. The persons to be deployed by the selected bidder should be properly trained, have
requisite experience and skills for carrying out a wide variety of housekeeping work
using appropriate materials and tools/equipment.
13. Bidders must submit the documentary proof in support of meeting the qualification
criteria. Simply undertaking by the bidder for any item of the criteria shall not suffice
the purpose.
14. Joint venture shall not be permitted for the work.
3.14. BIDDER AS SUB-CONTRACTOR
A bidder shall not be a sub-contractor of another bidder at the bidding stage.
3.15. ASSIGNMENT & SUB-CONTRACTING
The Selected bidder shall not assign, sub-contract or sub-let the whole or any part of
the contract in any manner. In case of on unavoidable circumstances, the selected
bidder shall be able to do it with approval of the Owner of premises. However, the job
shall be sublet only to the party approved by the owner.
3.16. CLIENTS RIGHT
3.16.1. iNDEXTb reserve its right to call for clarifications/original of the supporting
document for verification, as deemed fit and also to cross check for any details
as furnished by the Bidder(s) from past-executed projects/clients/consultants
etc. Bidder(s) shall have no objection whatsoever in this regard.
3.16.2. iNDEXTb reserve right for acceptability of the Bidder's Bank.
3.16.3. All the details/documents submitted along with Bid and which have been
considered for evaluation and the minimum commitments from Bidder shall
remain valid and in case of successful Bidder, such commitments may form part
of Contract Document.
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iNDEXTb Page 30
3.17. ASSURANCE
The successful bidder shall be required to give satisfactory assurance of its ability and
intention to complete the works pursuant to give the Contract, within the time set forth
therein and according to the terms, conditions and specifications of contract.
3.18. SITE VISIT
3.18.1. Bidder is advised to depute a suitable team to visit the site to fully understand
the job and ascertain the difficulties that may be encountered during execution
of works and for obtaining all information for himself on his own responsibility
that may be necessary for preparing the bid and entering into Contract. The site
visits shall be entirely at bidder’s own expense. Study of existing soil conditions
is mandatory.
3.18.2. For the purpose of the visit the interested bidder may contact any of the officials
at the address given.
3.18.3. The bidders and any of his personnel or agents shall be granted permission by
the Employer to enter upon his premises and lands for the purpose of such
inspection, additional surveys and investigation if he proposes to do etc. but only
upon the explicit condition that the bidder, his personnel or agents, shall release
and indemnify the Employer and his Personnel and agents from and against all
liability in respect thereof and shall be responsible for personal injury (whether
fatal or otherwise), loss of or damage to property and any other loss, damage,
costs and expenses however caused, which but for the exercise of such
permission would not have arisen.
3.18.4. Selected bidder and Selected bidder’s agents and representatives should have
visited, inspected and should be familiar with the Site, its physical condition,
roads, access rights, utilities, topographical conditions and air quality conditions,
except for unusual or unknown surface or subsurface conditions, and should be
familiar with the local and other conditions which may be material to Selected
bidder’s performance of its obligations.
3.18.5 Bidders must visit the site before bidding and to ask the Employer for the
certificate of visit, which is to be submitted along with bid document.
3.19. COST OF BIDDING
The bidder shall bear all costs associated with the preparation and submission of his bid
and the Employer will in no case be responsible or liable for those costs, regardless of
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iNDEXTb Page 31
the conduct or outcome of the bidding process.
B. THE BIDDING DOCUMENTS
The details of work, bidding procedure, contract terms are prescribed in the bidding
documents. The Bidding documents include the following volumes, together with any
Amendments/Addenda there to which may be issued in accordance with this Clause.
Sr. No.
Volume-I-A
1. Invitation to bid
2. Form of tender & contract data
3. Instruction to bidders
Volume-I-B
4. General conditions of contract
5. Special conditions of contract
6. Payment Terms
Volume-I-C
7. Data sheets
Qualification criteria and evaluation procedure
Qualification datasheets
All the pro forma attached with the document shall be filled in by the interested bidder.
3.20. The bidder is expected to examine carefully the Bidding Documents, including all
instructions, forms, terms, conditions, Annexure, Appendix etc. as given in Bid
document. There shall be a presumption on the part of the Employer, that the
bidder has readout all the documents in the entirety and the Tender offer has
been made and presented accordingly.
3.21. For completing all forms, schedules, etc., the bidders shall use only the forms
etc. provided in the bidding documents.
3.22. PRE-BID MEETING
3.22.1. A prospective bidder requiring any clarification of the bidding documents may
notify the Employer in writing, by Mail or by fax (hereinafter, the term "fax" is
deemed to include electronic transmission such as facsimile, cable and telex) at
the Employer's address indicated in the Invitation for Bid. The Employer will
respond to any request for clarification which he receives prior to holding of Pre-
Bid Meeting.
3.22.2. Pre-bid meeting shall be convened on 22/09/2016, at 3.00 PM. It will be
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essential for the Bidders to attend the Pre-Bid Meeting so as to understand and
clarify any issues related to bid and related works.
3.22.3. The purpose of the meeting shall be to clarify issues and to answer questions
on any matter that may have been raised by the prospective bidders in writing
and received by the employer’s office.
3.22.4. Any modification of the bid document, which may become necessary as a result
of the bid queries, will be made by the Employer exclusively through the issue of
an Addendum pursuant to relevant clause.
3.22.5. It is mandatory for all bidders to attend pre-bid meeting.
3.23. AMENDMENT OF BIDDING DOCUMENTS
3.23.1. At any time prior to the deadline for submission of bids, the Employer may, for
any reason, whether at its own initiative or in response to a clarification
requested by a prospective bidder, modify the Bidding Documents by
amendment/addendum. These shall be issued in three copies.
3.23.2. The amendment/addendum shall be part of the Bidding Documents pursuant to
relevant Clause and shall be sent by the Employer in writing by mail or by fax
followed by copies by mail to all bidders who have received the Bidding
Documents, and shall be binding on them. Prospective bidders shall promptly
acknowledge receipt thereof to the employer by Fax.
3.23.3. The bidders shall duly sign and return the amendments/addenda along with their
Bids, which shall form part of their Bids and there after shall become an integral
part of the contract.
3.23.4. In order to afford prospective bidders reasonable time in which to take the
amendment/addenda into account in preparing their bids, the Employer may, at
its discretion, extends the deadline for the submission of bids.
C. PREPRATION OF BIDS
3.24. LANGUAGE OF BID
The bid prepared by the bidder and all correspondence and documents relating to the
bid exchanged by the bidder and the Employer shall be written in the English language.
Supporting documents and printed literature furnished by the bidder may be written in
another language, provided these are accompanied by a translation of its pertinent
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passages in English. Failure to comply with this condition may disqualify a bid. For
purposes of interpretation of the bid, the English translation shall govern.
3.25. DOCUMENTS COMPRISING THE BID
3.25.1. The bid prepared by the bidder shall comprise the following documents:
(a) Tender Fee and EMD (Physical as well as scanned copy online)
(b) Technical Bid (Physical Submission of forms only sufficing the
requirement and supporting documents)
(c) Price Bid (Online only) – Shall also comprised all annexures/ cost break
up, as mentioned.
The Single Envelope containing documents (a) & (b) as mentioned above should reach
iNDEXTb office on or before 05/10/2016 up to 12:00 Noon.
3.26. THE BIDDER SHALL SUBMIT WITH ITS BID THE FOLLOWING ATTACHMENTS:
(a) Tender fee and Earnest Money Deposit: Furnished in accordance with relevant
clause of Contract data.
(b) Power of Attorney: a power of Attorney authorized by a Notary Public,
indicating that the person(s) signing the bid has the authority to sign the bid
and thus that the bid is binding upon the bidder during the full period of its
validity in accordance with relevant clause.
(c) Bidder’s Eligibility and Qualifications:
Details of any significant changes in the bidder’s management or financial
position since furnishing information when applying for (Failure to disclose
such changes, if revealed later, may render the Tender liable to be treated as
“Non-responsive” at the Bidder’s risk and cost.)
3.27. BID VALIDITY
Bid submitted by bidder shall remain valid for a period of 4 (Four) Months from the date
of opening of offer. Bidder shall not be entitled during this period to revoke or vary the
content of Bid or any term thereof. In such case of making any variation subsequent to
submission of bid at their own, the offer shall be treated as “REJECTED” and EMD shall
be forfeited without any reference to the Bidder.
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3.28. EARNEST MONEY
3.28.1. Earnest Money Deposit shall be of Rs. 9,00,000/-(Rupees Nine lacs only) in
the form of Demand Draft in the name of The Managing Director, Industrial
Extension Bureau, (iNDEXTb), Gandhinagar.
3.28.2. The bid security shall be in the form of a demand draft payable Gandhinagar
from any Nationalized Indian Bank/AXIX/HDFC/ICICI BANK.
3.28.3. When contract for the work is finalized with a successful bidder, the EMD of the
remaining unsuccessful bidders shall be returned not later than thirty (30) days
from the date of issue of work order to the successful bidder.
3.28.4. The Bid security maybe fortified
If the bidder withdraws the Bid after its opening during the period of Bid validity
If the Bidder does not accept the correction of the bid price
In the case of a successful bidder, if the bidder fails within the specified time limit
to Sign the agreement and finish the required performance securities.
3.29A. SECURITY DEPOSIT
The selected bidder shall deposit 2.5% of the agreed project amount in the form of DD from any Nationalized Bank (in favor of Industrial Extension Bureau, Gandhinagar) at the time of issuance LOI as a security deposit within 3 days. The Security Deposit shall be valid up to 30 days after completion of the work and which can be released after successful and satisfactory completion of the work.
3.29B. PERFORMANCE SECURITY
3.29.1. The Performance Security equal to 10% of the contract price shall be provided
by the successful bidder to the Employer at the time of signing of Agreement
and shall be issued as per the given format and shall be issued from any
Nationalized Bank. The Performance Security shall be valid till or until a date 30
days after completion of the work.
3.29.2. Without limitation to the provisions of the preceding paragraph, whenever the
EMPLOYER determines an addition to the Contract Price as a result of a
change in cost and/or legislation or as a result of a variation amounting to more
than 25 percent of the Contract Price, the Contractor, at the Employer’s written
request, shall promptly increase the value of the performance security by an
equal percentage.
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3.30. FORMAT AND SIGNING OF BID
3.30.1. The Bidder shall prepare and submit Volume-I and II in original hard copy.
3.30.2. The bid shall be typed or written in indelible ink and shall be signed and dated
by the bidder or a person or persons duly authorized to sign on behalf of the
bidder with his valid stamp or seal. Such authorization shall be indicated by
written Power of Attorney accompanying the bid. The person or persons signing
the bid shall initial all pages of the bid where entries or amendments have been
made. The name and position held by each person signing must be typed or
printed below the signature.
3.30.3. The bid shall contain no alterations, interlineations, erasures or overwriting
except those as necessary to correct errors made by the bidder, in case of
occurrence such corrections shall initialled by the person or persons signing the
bid.
3.30.4. The bid shall be filled only by the the bidders (s) in whose name(s) the Bid
documents have been issued. No bidder shall participate in the bid of another
for the contract in any relation whatsoever.
3.30.5. If the bid is made by a limited company or a limited corporation, it shall be
signed by a duly authorized person holding a Power of Attorney for signing the
bid in which case a certified copy of the power of attorney shall accompany the
Bid.
3.30.6. All pages of the bid, except for unimpeded printed literature, shall be initiated by
the person(s) signing the bid.
3.30.7. All witnesses and sureties shall be persons of status and probity and their full
names, occupations and addresses shall be stated below their signatures.
3.30.8. All signatures in the Bidding Documents shall be dated.
D. SUBMISSION OF BIDS
3.31. SEALING AND MARKING OF BIDS
The Bid shall be marked and sealed in single envelope with name of work as follows:
Containing Technical Bid, Price Bid and EMD for
BID FOR SELECTION OF AN AGENCY FOR HOUSEKEEPING SERVICES AT
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MAHATMA MANDIR CONVENTION CENTRE, GANDHINAGAR, GUJARAT.
3.31.1. The above envelopes shall be sealed with wax.
3.31.2. No bid shall be accepted unless it is properly sealed and marked as instructed
above. Bidders shall not be allowed to fill in or seal their Bids at the Employer’s
office.
3.31.3. If the packet and the envelope are not sealed with wax and marked as
instructed above, the Employer shall assume no responsibility for the
misplacement or premature opening of the bid submitted. A Bid opened
prematurely due to this cause shall be rejected by the Employer and returned to
the Bidder
3.31.4. Telegraphic bids or bids through fax shall be treated defective, invalid and
rejected. Only detailed complete bids in the form indicted in relevant clause
above received prior to the closing time and date of the bids shall be taken as
valid.
3.32. DEADLINE FOR SUBMISSION OF BIDS
3.32.1. The bids must be received by the Employer at the address as specified in
relevant clause not later than the time and date as specified under the Contract
data.
3.32.2. The Employer may, at its discretion, extend the deadline for the submission of
bids by amending the Bidding Documents in accordance with relevant clause, in
which case all rights and obligations of the Employer and bidders previously
subject to the original deadline shall thereafter be subject to the deadline as
extended.
3.33. LATE BIDS
3.33.1. Any bid received by the Employer after the deadline of submission of bids
prescribed in clause 2.2.10 will be returned unopened to the bidder.
3.34 MODIFICATION AND WITHDRAWAL OF BIDS
3.34.1 The bidder may modify or withdraw its bid after the bid submission, provided that
written notice of the modification or withdrawal is received by the Employer prior
to the deadline prescribed for submission of bids.
3.34.2 No bid shall be modified subsequent to the deadline for submission of bids.
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3.34.3 Withdrawal or Modification of a bid between dead line for submission of bids and
the expiration of the original period of bid validity specified in bid form may result
in forfeiture of the EMD.
E. BID OPENING AND EVALUATION
3.35. OPENING OF THE TECHNICAL BIDS BY EMPLOYER
3.35.1. First of all envelope containing Tender Fee amounting Rs.15000.00 & Earnest
Money Deposit of Rs. 9,00,000/- in a separate form of DD drawn on any
Nationalized bank/AXIX/HDFC/ICICI in favor of Industrial Extension Bureau,
Gandhinagar, shall be opened. Technical proposal not containing the EMD and
Tender fee will be out-rejected.
3.35.2. If envelope doesn’t contain above DD, the offer shall not be considered valid
and shall stand rejected and other envelopes shall not be opened and shall be
sent back to the address mentioned in the bid envelope.
3.35.3. The Employer will open Bids of all the bidders in the presence of Bidders
representatives who choose to attend the opening in the office of;
The Managing Director,
Industrial Extension Bureau
Block No. 18, 2nd floor, Udyog Bhavan
Sector – 11,
Gandhinagar-382 010
Ph: 079-2325 0492/93, Fax: 23250490
Website: - www.indextb.com
3.35.4. The time and date as specified under relevant clause of the Contract data at the
same address.
3.35.5. Bidder’s representatives shall sign a register as proof of their attendance. In the
event of the specified date of Bid opening being declared a holiday for the
Employer, the Bids shall be opened at the appointed time and location on the
next working day, or otherwise intimated.
3.35.6. The bidder shall nominate only two representatives to attend the Bid opening on
his behalf. Name, Authenticated Passport size photographs, designation and
relationship with the bidder of such nominated persons along with their attested
signatures should be given along with the Bid. No person other than nominated
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persons shall be permitted to attend Bid opening.
3.35.7. Bidders’ name, Bid modifications or withdrawals, the presence or absence of
requisite EMD and other such details as the Employer, at its discretion, may
consider appropriate, will be announced at the opening.
3.35.8. Bid (and modifications sent pursuant to relevant clause) that are not opened and
read out at Bid opening will not be considered for further evaluation, regardless
of the circumstances.
3.35.9. The Employer will prepare minutes of the Bid opening for his own records.
3.36. PRELIMINARY EXAMINATION
3.36.1. Initially only technical data shall be evaluated.
3.36.2. The Employer shall then examine the bids to determine whether they are
complete and satisfy the requirements of the Instructions to Bidders, whether
required sureties have been furnished, whether the documents have been
properly signed, and whether the bids are generally in order.
3.36.3. Prior to the detailed evaluation, pursuant to relevant clause, the Employer shall
determine the substantial responsiveness of each bid to the Bidding Documents.
A substantially responsive bid is one, which conforms to the terms, conditions,
and specifications of the Bidding Documents without material deviation or
reservation. A material deviation or reservation is one which affects in any
substantial way the scope, quality or performance of the Works, or which limits
in any substantial way, inconsistent with the Bidding Documents, the Employer’s
rights or the Bidder’s obligations under the Contract, and the rectification of
which deviation or reservation would affect unfairly the competitive position of
other bidders presenting substantially responsive Bids.
3.36.4. A bid determined as substantially non responsive shall be rejected by the
Employer and cannot subsequently be made responsive by the bidder by
correction of the nonconformity.
3.36.5. Employer may waive at his discretion any minor informality or non-conformity or
irregularity in a Bid, which does not constitute a material deviation, provide such
waiver, does not prejudice or affect the relative ranking of any Bidder. It may be
noted that the employer reserves the right to take final decision about
responsiveness of the bidder and decision cannot be challenged by the bidder.
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3.36.6. The Bidder, whose Technical Bids are received and opened, shall be further
short listed after undertaking detailed exercise.
3.36.7. At the end of technical evaluation and the Bids shall be classified as technically
responsive and technically non-responsive. Technically responsive bids may or
may not be pre-qualified, as will depend on the marks scored by the bidder. A
Bidder may be qualified /rejected for the technologies offered.
3.36. TECHNICAL EVALUATION
3.36.1. The Employer will carry out a detailed evaluation of the bids previously
determined to be substantially responsive in order to determine whether the
technical aspects are in accordance with the requirements set forth in the Bid
Documents. The data called for the detailed evaluation is given in relevant
clause in order to reach such a determination, the Employer will examine and
compare the technical aspects of the Bids on the basis of the information
supplied by the Bidders, taking into account the following factors;
a. Overall completeness and compliance with the Employer’s requirements;
deviations from the Employer’s Requirements to the Bid and those
deviations not so identified; proposed methodology, work plan and
approach for works based on scope; That does not meet minimum
acceptable standards of completeness; consistency and detail will be
rejected for non-responsiveness.
b. Achievement of specified performance criteria by the works.
c. Any other relevant factors, if any, listed in the Bid Data Sheet, or that the
Employer deems necessary or prudent to take into consideration.
3.37. CONTACTING THE EMPLOYER
3.37.1. Subject to this clause, no bidder shall contact the Employer on any matter
relating to its bid, from the time of the bid opening to the time the Contract is
awarded.
3.37.2. Any effort by a bidder to influence the Employer in the Employer’s decisions in
respect of bid evaluation or Contract award shall result in the rejection of that
bidder’s bid.
3.38. EMPLOYER’S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY / ALL BIDS
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3.38.1 The Employer reserves the right to accept or reject any bid and to annul the
bidding process and reject all bids at any time prior to award of contract, without
thereby incurring any liability to the affected bidder or bidders or any obligation
to inform the affected bidder or bidders of the grounds for the Employer’s action.
Employer also reserves the right to modify the selection criteria without
informing the bidders.
3.38.2 The tender is likely to be rejected if on opening it is found that:
a. The bidder has not strictly followed the procedure laid down for
submission of tender.
b. Any page or pasted slips are missing.
c. The bidder has not signed the forms and documents.
d. The bidder has specified any additional condition.
e. The bidders has not attached the addendum to the main tender form as
stated in tender conditions.
f. In case the technical proposal of bidder who has quoted lowest price and
who has satisfied other criteria is not conforming to the stipulations made,
the bidder without revising the cost shall modify the same to conform to
the stipulations. If the bidder refuses to modify this then the tender shall be
treated as non-responsive and rejected.
g. The bidder has quoted financial offer anywhere other than specified in
Financial Bid.
3.39 EVALUATION OF THE PRESENTATION
3.39.1 After the evaluation of all the bids received, the eligible bidders will be intimated
about the presentation meet one day prior to the date finalized through email or
telephonic message where the bidders are expected to make presentation on the
methodology, work plan and approach of works based on stipulated scope.
3.39.2 The evaluation will be QCBS (Quality Cost Based System) Evaluation.
3.39.3 The eligible bidders will have to make a presentation on the date 11/10/2016 at
iNDEXTb as aforesaid on the methodology and approach before the
Committee constituted by Government of Gujarat for a final selection. Eligible
bidders will be informed about the date and time by E-mail or by Telephonic
communication.
3.39.4 The Committee will select the agency by giving 50% weightage on the
Methodology, quality of manpower proposed and Technical score and 50%
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weightage to the Price Bid. Deployment of manpower at the site will also have
its due weightage.
3.39.5 The bidder shall come with his laptop and a CD for presentation.
3.39.6 Comparison of Price Proposal shall be done by the formula as under;
Sf = 100 x Fm/F
Where: Sf is the financial score of the Price Proposal being evaluated
Fm is the TP of the lowest priced Price Proposal
F is the TP of the Price Proposal under consideration
The lowest Price Proposal will receive the maximum score of 100 marks,
however it will be given weightage of 50 %.
3.39.7 Based on this exercise, one bidder will be finally selected and the Committee if
required will further negotiate and finalize the price.
3.39.8 Following parameters/ attributes will also be considered:
i. Extent and quality of experience in providing/ managing hospitality services.
ii. Client list, retention record and size distribution of contracts completed or under
execution.
iii. Number of employees on the role
iv. Brands of materials/ consumables
v. Machinery/ equipment to be stationed at Mahatma Mandir at bidder’s cost
vi. Comprehensive operational plan (Indicating the complete methodology for
housekeeping with all details) given in the technical bid.
vii. Transition/ takeover plan for housekeeping services
viii. Reporting and review system proposed
ix. Complaint redressal system proposed
x. Commitment of top management
3.40A. OPENING OF PRICE PROPOSALS
3.40.1. The bidder’s names, the Bid Prices, the total amount of each bid, and discounts
and such other details as the Employer may consider appropriate, will be
announced and recorded by the Employer at the opening. The bidder’s
representatives will be required to sign this record.
3.40.2. The Employer shall prepare minutes of the bid opening, including the
information disclosed to those present in accordance with this Sub-Clause.
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3.40B. PROCESS TO BE CONFIDENTIAL
Information relating to the examination, clarification, evaluation and comparison of bids
and recommendation for the award of a contract shall not be disclosed to bidders or any
other persons not officially concerned with such process until the award to the
successful bidder has been announced. Any effort by a bidder to influence the
Employer’s, processing of bidders or award decisions may result in the rejection of the
bidder’s bid.
3.41. CLARIFICATION OF PRICE PROPOSALS AND CONTACTING THE EMPLOYER
3.41.1. To assist in the examination, evaluation and comparison of price proposals, the
Employer may, at its discretion, ask any bidder for clarification of their bids
including break-up of prices/rates. The request for clarification and the response
shall be in writing or by cable, but no change in the price or substance of the bid
shall be sought, offered or permitted except as required to confirm the correction
of arithmetic errors discovered by the Employer in the evaluation of the bids in
accordance with relevant clause.
3.41.2. However, as a result of clarifications obtained on their technical data, if the
Employer desires to modify any of the stipulation/condition, he will write to all the
bidders with a request to submit their price tags for such changes in a separate
sealed envelope; which shall be opened and evaluated along with their original
financial statements.
3.41.3. Subject to this clause, no bidder shall contact the Employer on any matter
relating to its bid from the time of opening of price proposals to the time the
contract is awarded. If the bidder wishes to bring additional information to the
notice of the Employer, it should do so in writing.
3.41.4. Any effort by the bidder to influence the Employer in the employer’s evaluation
of price proposals, bid comparison or contract award decisions may result in the
rejection of the bidder’s bid.
3.42. PRELIMINARY EXAMINATION OF PRICED PROPOSALS AND DETERMINATION OF RESPONSIVENESS
3.42.1. The Employer will examine the bids to determine whether they are complete,
whether the documents have been properly signed, whether the required EMD
is included, whether the bids are substantially responsive to the requirements of
the bidding documents; and whether the bids provide any clarification and/or
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substantiation that the employer may require pursuant to relevant clause.
3.42.2. A substantially responsive bid is one which conforms to all the terms, conditions
and requirements of the bidding documents, without material deviation or
reservation and includes the amendments and changes, if any, requested by the
employer during the evaluation of the bidder’s technical proposal.
3.42.3. If a price proposal is not substantially responsive, it will be rejected by Employer,
and may not subsequently be made responsive by correction or withdrawal of
the nonconforming deviation or reservations.
3.43 CORRECTION OF ERRORS
3.43.1 Bids determined to be substantially responsive will be checked by the employer
for any arithmetic errors Arithmetic errors will be rectified on the following basis:
3.43.2 If there is discrepancy between total bid amount and summary of total cost of all
components/parts, then the following will be procedure.
a) Where there is discrepancy between the rates in figures and in words,
whichever is less shall govern.
b) Where there is discrepancy between the unit rate and the line item total
resulting from multiplying the unit rate by the quantity, the unit rate as
quoted will govern.
c) If the total amount of bid quoted is less than actual summation of cost of all
the components/parts as the case may be, then the total quoted amount
shall govern and difference between the actual summation and amount
quoted shall be considered as a discount.
d) If total amount of bid is more than actual summation of cost of all
components/parts as the case may be, then the individual cost of the
components/parts shall govern and total amount shall be reduced to actual
summation and it shall be considered as mistake in totalling.
However, the decision of iNDEXTb in this regard shall be final and binding.
3.43.3 The amount stated in the Form of bid for Price Proposal will be adjusted by the
Employer in accordance with the above procedure for the correction or errors
and, shall be considered as binding upon the bidder. If the bidder does not
accept the corrected amount of bid, its bid will be rejected, and the EMD may be
forfeited in accordance with relevant clause.
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3.44. COMPARISON OF PRICE PROPOSALS
3.44.1. The Employer will evaluate and compare only the bids determined to be
substantially responsive in accordance with relevant clause.
3.44.2. If a discount has been offered in any Price Proposal, such discount will be
applied pro-rata against each item, the iNDEXTb reserves the right to reject, at
its sole discretion, any or all evaluated Price Proposals and if necessary, will call
for submission of new Price Proposals. In order to allow comparison on a
common basis, each Price Proposal will be carefully scrutinized in accordance
with the relevant clauses.
3.44.3. (a) The Employer reserves the right to accept or reject any variation or deviation
and other factors, which are in excess of the requirements of the bidding
documents or otherwise result in the accrual of unsolicited benefits to the
Employer, may not be taken into account in bid evaluation.
(b) The estimated effect of the price adjustment provisions of the Conditions of
Particular Application, applied over the period of execution of the Contract, shall
not be taken into account in bid evaluation.
(c) If the bid of the successful bidder is substantially below the Employer’s
estimate for the contract, the Employer may require the bidder to produce
detailed price analysis to demonstrate the internal consistency of those prices.
F. AWARD OF CONTRACT
3.45A. AWARD CRITERIA
Following completion of evaluation of technical proposal and Price Proposals, final
ranking of the Proposals will be determined. This will be done by applying a
weightage of 0.50 (or 50 percent) and 0.50 (or 50 percent) respectively to the
Technical score (Methodology, quality of manpower proposed and Technical
score ) and Financial score of each evaluated qualifying Technical and Financial
Proposal and then computing the relevant combined total score for each bidder.
Eligible bidders shall have to secure minimum 60% marks for qualification in
Concept Presentation.
3.45. NOTIFICATION OF AWARD
3.45.1. Prior to the expiry of the period of bid validity, the Employer shall notify the
successful bidder in writing by registered letter, (hereinafter called “Letter of
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Acceptance”) or by fax to be confirmed by the original letter by registered mail
by the Employer. This letter (herein after and in the conditions of contract called
“Letter of Acceptance”) shall name the sum which the Employer will pay the
Selected bidder in consideration of execution and completion of the works by
the selected bidder as prescribed by the contract.
3.45.2. The Work Order reaching the selected bidder shall conclude the contract and
time of performance shall start running from the date of issue of Work Order.
3.45.3 The selected bidder to mobilize the housekeeping team 7 days after the issuing
of the letter of intent by the owner to the successful bidder.
3.46. SIGNING OF CONTRACT
3.46.1. At the time of notification of award, the Employer shall send to the successful
bidder, the Contract Agreement provided in these Bidding Documents,
incorporating all agreements between the parties.
3.46.2. Within Two (02) days of receipt of the Contract Agreement, the successful
bidder shall sign and date the Contract Agreement and return it to the
Employer. Extension of the time contained in this clause shall be at the sole
discretion of the employer. Failure on the part of Bidder to sign the contract
agreement within the prescribed time shall empower the employer to cancel the
Letter of Acceptance and take appropriate action against the contract including
forfeiture of the ‘EMD” and security deposit and black listing of the bidder.
3.46.3. The person to sign the Contract Agreement shall be the person as described in
relevant clause.
3.46.4. It shall be incumbent upon the successful bidder to pay stamp duty on the
Contract and all other legal charges for preparation of the Contract Agreement,
as ruling on the date of execution of the Contract as specified in the Conditions
of Contract.
3.47. CORRUPT OR FRAUDULENT PRACTICES
3.47.1. The Employer requires that borrowers (including beneficiaries) as well as
bidders/suppliers/contractors contract observe the highest standard of ethics
during their procurement and execution of such contracts. In pursuance of this
policy, the Employer:
a) Defines for the purpose of this provision, the terms set forth below as follows:
i. “Corrupt practice” means the offering, giving, receiving or soliciting of
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anything of value to influence the action of a public official in the
procurement process or in contract execution.
ii. “fraudulent practice” means a misrepresentation of facts in order to
influence a procurement process of the execution of a contract to the
detriment of the Borrower, and includes collusive practice among Bidders
[prior toor after bid submission] designed to establish bid prices at artificial
non-competitive levels and to deprive the Borrower of the benefits of free
and open competition.”
b) Will reject a proposal for award if it determines that the Bidder recommend for
award has engaged in corrupt or fraudulent practices in completing for the
contract in question.
c) Will declare a the bidder ineligible, either indefinitely or for a stated period of
time, to be awarded a contract if it at any time determines that the bidder has
engaged in corrupt or fraudulent practices in competing for, or in executing a
contract.
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VOLUME-I-B
CONTENTS
4.0 GENERAL CONDITIONS OF CONTRACT
5.0 SPECIAL CONDITIONS OF CONTRACT
6.0 PAYMENT TERMS
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4.0. GENERAL CONDITIONS OF CONTRACT
4.1. DEFINATIONS
Unless repugnant to the subject or context of usage, the following expressions used
herein shall carry the meaning hereunder respectively assigned to them, namely;
4.1.1 “IMD” shall mean Industries and Mines Department of Government of Gujarat.
4.1.2 "iNDEXTb" shall mean Industrial Extension Bureau which is a Government of
Gujarat Organization, under the Industries and Mines Department of Government
of Gujarat and acting as the nodal organization on behalf of Government of
Gujarat for managing facilities in the structures mentioned in Chapter 1.
4.1.3 The expression “Complex” occurring in the tender document shall mean
Mahatma Mandir, Gandhinagar and shall include its successors and assigns.
4.1.4 The expression “Nodal Organization /Owner” occurring in the tender document
shall mean Industrial Extension Bureau (iNDEXTb); the organization appointed
by the Government of Gujarat in Industries and Mines Department for Phase I of
Mahatma Mandir.
4.1.5 “Contract” means the Contract Agreement, these Conditions of Contract of the
Employer’s Requirements, the Bid, the Bidder’s Proposal, the Schedules, the
Letter of acceptance, the Contract Agreement (if completed) and such further
documents as may be expressly incorporated in the Letter of Acceptance or
Contract Agreement (if completed).
4.1.6 The expression "Bidder" shall mean the Tenderer who submits the tender for the
work and shall include the successors and permitted assigns of the Tenderer.
4.1.7 “Bidder’s Equipment” shall mean all equipment, instruments, tools, machinery
and other appliances and things of whatsoever nature required for the fulfillment
of the Contract or of the Bidder’s Obligations, but not including those items which
which form part of the Facility.
4.1.8 The expression “Selected bidder” shall mean the Tenderer selected by the owner
for the performance of the subject work and shall include the successors and
permitted assigns of the Contract.
4.1.9 “Officer-in-Charge” shall mean any officer of iNDEXTb authorized to act as the
Officer-in-Charge for the work or any specified part thereof.
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4.1.10 "Work" and "Scope of work" shall mean the totality of the work / services and
materials by expression or implication envisaged in the contract and shall include
all material, equipment and labour required for commencement, performance,
provision or completion thereof.
4.1.11 "Events" shall mean various programmes such as exhibitions/ seminars/
conferences/ meetings/ gathering etc. which will be conducted for a specified
duration at Mahatma Mandir by the owner or any other entity who approaches
the owner for events at Mahatma Mandir from time to time.
“Site” shall mean that specific area specified in the Bid Documents and shall include any other places as may be specifically designated by the Employer from time to time as forming part of the Site. 4.2 CONTRACT AGREEMENT
The successful Bidder shall be required to execute a contract Agreement with iNDEXTb
on the non-judicial stamp paper of Rs. 100/- (Rupees one hundred only). The cost of
stamp paper shall be borne by successful Bidder.
iNDEXTb reserves the right to amend the terms & conditions of contract after mutual
discussions and shall only be in writing.
4.3. EMPLOYER’S USE OF BIDDER’S DOCUMENTS
The Bidder’s Documents and other Design Documents made by (or on behalf of) the
contract can be used, copied or communicated to a third party by (or on behalf of) the
employer for purposes no other than those permitted under this sub-clause.
4.4. MANAGEMENT MEETINGS
Either the Employer’s Representative or the Bidder’s Representative may require the
other to attend a management meeting. The business of each management meeting
shall be to review the anticipated arrangement for work and to resolve any matters
raised in accordance with this Sub-Clause. The Employer’s Representative shall record
the business of management meetings and provide copies of this record to those
attending the meeting and to the Employer. The responsibility of the parties for any
actions to be taken shall be included in such record and shall, if not agreed in
accordance with the Contract, be decided by the Employer's Representative.
The Bidder's Representative shall notify the Employer's Representative at the earliest
opportunity of specific likely future events or circumstances, which may adversely affect
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the work.
4.5. UNFORESEEABLE DIFFICULTIES
Preliminary data generated by the Employer is available for the guidance of the bidder.
However, the Employer does not take any responsibility of its correctness. The bidder
shall carry out independent additional investigations and surveys to collect the data
required to execute.
4.6. BIDDER'S EQUIPMENT
Bidder's Equipment which are intended for permanent use as a part of works under the
contract, initially owned by the Bidder (either directly or indirectly) shall be deemed to be
the property of the Employer with effect from its time of arrival on the site. The vesting of
such property in the Employer shall not:
(a) Affect the responsibility or liability of the Employer,
(b) Prejudice the right of the Bidder to the sole use of such Bidder's Equipment for
the purpose of the Works, or
(c) Affect the Bidder's responsibility to operate and maintain the same under the
provisions of the Contract.
The property in each of the equipments of use during execution shall be deemed to
revest in the Bidder with effect from the time he is entitled to remove it from the Site, or
when the Employer's Representative issues the Final Completion Certificate for the
Works, whichever occurs first.
4.7 POWER, WATER AND OTHER FACILITIES
4.7.1 iNDEXTb shall provide the Selected bidder the facilities, utilities and equipment’s
specified below for use in their discharge of duties and services pursuant to the
contract, namely:
(i) Office space – free of charge.
(ii) Electricity for use in discharge of services – Free of Cost
(iii) Water: Free of charge
4.7.2 The selected bidder will arrange for other facilities, utilities, equipment’s and
inputs required for the services.
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4.7.3 The Selected bidder shall be responsible for and shall ensure the proper
utilisation of the facilities, equipment, furniture and utilities provided by iNDEXTb
without any manner of abuse or excess use and will undertake day-to-day repair
& maintenance of all equipment and items supplied by iNDEXTb and also keep
the office provided absolutely tidy and free from any damage. For any loss or
damages to the premises, fittings, fixtures and equipment, recovery at market
rates would be effected from the Selected bidder’s bills and the material/item
repaired or replaced at his cost.
4.7.4 Notwithstanding anything elsewhere provided herein the contract may be
terminated if the Selected bidder does not within 7 (seven) days of notice in
writing in this behalf rectify any defect in the maintenance, upkeep, hygiene and
cleanliness of the premises and /or equipment to a state satisfactory to the
Officer-in-Charge.
4.8. MEASURES AGAINST INSECT AND PEST NUISANCE
The Bidder shall at all times take the necessary precautions to protect all staff and
labour employed on the Site from insect and pest nuisance, and to reduce the dangers
to health and the general nuisance occasioned by die same. The Bidder shall provide
his staff and labour with suitable prophylactics for the prevention of malaria and take
steps to prevent the formation of stagnant pools of water.
4.9. EPIDEMICS
In the event of any outbreak of illness of an epidemic nature, the Bidder shall comply
with and carry out such regulations, orders and requirements as may be the
Government, or the local medical or sanitary authorities, for the purpose of dealing with
and overcoming the same.
4.10. ALCOHOLIC LIQUOR OR DRUGS
The Bidder shall not, otherwise than in accordance with the statutes, ordinances and
government regulations or orders for the time being in force, impart, sell, give, barter or
otherwise dispose of any alcoholic liquor or drugs, or permit or suffer any such
importation., sale, gift, barter or disposal by his Subcontractors, agents, staff or labour.
4.11. ARMS AND AMMUNITION
The Bidder shall not have, barter or otherwise dispose of to any person or persons, any
arms or ammunition of any kind or permit or suffer the same as aforesaid.
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4.16. RIGHT TO VARY
The Employer will make any variation of the form, quality or quantity of the works
relating to any item of a component according to site conditions or any part thereof that
may, in his opinion, be necessary and for that purpose, or if for any other reason it shall,
in his opinion, be appropriate, he shall have the authority to instruct the Bidder to do and
the Bidder shall do any of the following:
a) Increase or decrease the quantity of any work included in the Contract.
b) Omit any such work, before the end of stipulated time limit of the contract.
c) Change the character or quality or kind of any such work.
No such variation shall in any way vitiate or invalidate the contract, provided that where
the issue of an instruction to vary the works is necessitated by some default of or
breach of contract by the Bidder or for which he is responsible, any additional cost
attributable to such default shall be borne by the Bidder.
The Bidder shall not make any such variation without informing the Employer.
4.17 ARBITRATION
All disputes regarding quality, specifications and rates shall be tried to be settled
mutually by making references to conditions of contract documents or prevailing local
practices etc., but if not settled mutually, shall be referred to arbitration subject to
Arbitration Act of 1940 and its amendments, modifications to-date. Arbitration cost to be
shared equally by the owner and the selected bidder.
4.18 GOVERNING LAWS
The Contract shall be governed by the laws of India and the courts of Ahmadabad,
Gujarat (India), shall have exclusive jurisdiction.
4.19 CONSTITUTION
The Selected bidder shall not change the constitution of their Company during the
currency of the Contract or till the extended Period granted, if any.
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4.20 SETTLEMENT OF DISPUTES
4.20.1 Any dispute or difference arising between the parties under this Contract, as to
their respective rights or obligations in terms hereof or connected herewith or
incidental hereto or as to the interpretation of any of the terms hereof, shall
unless it is amicably settled, be settled by arbitration in accordance with the
provisions of Arbitration and Conciliation Act, 1996 as amended from time to
time. The venue of the Arbitration shall be Gandhinagar. The Arbitration shall be
by the sole arbitrator and in the event, parties are unable to agree on
appointment of the sole arbitrator, each party shall appoint one arbitrator and the
two arbitrators shall appoint third arbitrator.
4.20.2 In case the two arbitrators are not able to agree on the third arbitrator, the same
shall be appointed as per. the Indian Arbitration and Conciliation Act 1996 as
amended from time to time.
4.20.3 The decision of any two of the three arbitrators shall be final and binding. The
parties agree that the decision and any award rendered by the arbitrators in
connection with a Dispute shall be final and binding on the Parties.
Shall be the sole and exclusive remedy between the Parties regarding the Dispute. The
arbitration expenses shall be borne as per the award of arbitration if same are given in
the award of arbitration else same shall be borne by the losing party.
4.21 FORCE MAJEURE
4.21.1 Force Majeure is herein defined as any cause which is beyond the control of
iNDEXTb or SELECTED BIDDER, as the case may be, which they could not
foresee or with a reasonable amount of diligence could not have foreseen and
which substantially affects the performance of the Contract, such as:
Natural phenomena, including but not limited to floods, droughts, earthquakes
and epidemics;
Acts of any Government, domestic or foreign, including but not limited to war,
declared or undeclared, priorities, quarantines, and embargoes.
4.21.2 Provided either party shall within fifteen (15) days from the occurrence of such a
cause notify the other in writing of such causes.
4.21.3 SELECTED BIDDER or iNDEXTb shall not be liable for delays in performing their
respective obligations resulting from any Force Majeure cause as referred to/
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defined above.
4.22. COMPLETION OF THE CONTRACT
On the date of Contract Completion or if the Contract is terminated, all the installations,
works and equipment placed under the Bidder’s responsibility shall be handed over to
the Employer, at no cost, in good working order, except for normal wear and tear. The
Employer may perform any inspections, tests or expert appraisals he shall consider
necessary with a view to checking that the property is in good working order.
4.23 PENALTY
4.23.1 In event of failure in execution of services under the scope of the Contract due
to the reasons attributable to the Selected bidder, iNDEXTb shall have the right
to make the deductions as per following;
i. For Services: Whenever and wherever it is found that the cleanliness/work is
not up to the mark or any non-compliance observed in any task as per
enlisted scope of work, it will be brought to the notice of the successful bidder
by the employer and if no prompt action will be taken, penalty @ 1% of total
monthly cost per complaint shall be imposed. If it is happened second time in
a month then penalty @ 2% of total monthly cost shall be imposed; and for
third time penalty @ 5% of total monthly cost shall be imposed. The
successful bidder may be terminated by the employer by giving One month
notice in writing.
ii. If the deputed workers found are less than the minimum required as per
tender stipulations on the day, penalty @ Rs. 1000/- (Rupees One Thousand
only) per worker per day will be deducted from bill. Payment will be done only
for the staff who will be on duty.
iii. If situation demands, selected bidder shall depute additional manpower at site
within seven (04) days of written intimation from iNDEXTb; extra Manpower
shall be paid as per agreed category wise manpower rate. Failing which, a
penalty @ Rs. 350/- (Rupees Five Hundred Only) per day/person shall be
imposed & deducted from monthly RA bill or as decided by Employer.
iv. Any correspondence or Minutes of Meeting shall not be constructed as
waiving of Penalty.
4.26. USE AND CARE OF SITE
The Selected bidder shall not demolish or remove any structures/equipment/installation
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or other facilities on the site without prior approval of the employer.
4.27 DOCUMENTATION TO BE MAINTAINED/ WORK DONE RECORDS
The selected bidder to maintain following general requirements and documentation for
the work:
• Organizational structure and line of authority
• Housekeeping manual and all SOP (Standard Operating Procedeures)
• List of equipment used
• Description of each category for housekeeping
• Maintaining records / details of:
o Complaint book
o Duty roster/ deployment sheet of housekeeping staff
o Inventory of stores
o Accident/ Theft register
o Logs and checklists
4.28 CONDITIONS OF WORK
4.28.1 Efficiency, promptness, quality service, good behaviour and politeness of the
selected bidder and his staff are the essence of the contract. The selected
agency is required to supervise the services at all working hours and his
manager or supervisor shall personally supervise services in the premises.
4.28.2 The selected agency shall engage fully trained and adequately experienced Staff
and arrange to provide refresher training course for them as and when required
and as per the direction of Owner.
4.28.3 All the staff shall be medically fit. They should be free from all infectious
diseases. The Selected bidder shall get his employees medically examined once
in 6 months and obtain fitness certificates.
4.28.4 The selected agency shall provide uniforms to all their staff engaged by them and
deployed for Mahatma Mandir duty. Each and every staff appointed by the
Selected bidder should have police verification certificate, carried out by the
Selected bidder.
4.28.5 The selected agency shall make payment of wages to all its employees under
this contract through A/C payee cheque only or cash but in presence of iNDEXTb
representative.
4.28.6 Entry into Mahatma Mandir by any agency’s personnel will be subject to issue of
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Gate Passes / identity card to such personnel for the purpose. Gate Passes
shall be for a fixed period and shall be issued at the joint request of the agency
and the personnel of the agency with respect to whom gate passes are sought, in
the format prescribed by iNDEXTb in this behalf to be jointly signed by the
Selected bidder and the concerned personnel.
4.28.7 Issue of Gate Passes shall be subject to the approval of Officer-in-Charge and
such approval shall be subject to the selected agency furnishing to the Officer-in-
Charge, copy of letter of appointment issued by the agency to each person with
respect to whom the Gate Passes is sought, signed in acceptance by the
persons to whom the letter of appointment is given.
4.28.8 Selected agency shall be provided the photo identity card to all their staff i.e.
Housekeeping manager, supervisor & cleaning Staff working on site after getting
their antecedent verified from local police.
4.28.9 The company should maintain a database of the identity card issued to its
employees deployed at site.
4.28.10 Housekeeping agency to submit the current staff bio-data along with thumb
impression working with them in hard and soft copy every week.
4.28.11 Identity card must be prominently displayed by staff while on duty.
4.28.12 During issue of the I-Card following steps to be followed:
I. Serial number, Employee number & other details to be mentioned on I-Card,
as per specimen below.
II. Place of duty i.e. Venue Structure to be mentioned in BOLD LETTER.
III. Entry and exit of the staff should be through one designated gate i.e. Gate
No.-2 only during event days.
IV. The photograph on the I-card should be scanned (not pasted) and I-card
should be computerized.
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4.28.13 No legal proceeding(s) and / or Industrial dispute(s) claiming wages or any other
payment from or employment with the Principal employer have been initiated by
any present employee or previous employee of the bidder (if a company or
proprietorship however previously designated) or of any partner of the bidder (if
the bidder is a partnership firm). This will have to be supported by an
appropriate declaration in the form of an Affidavit which if found to be false could
not only lead to criminal prosecution but could be attended by termination of the
contract and award of the work to another selected bidder at the main selected
bidder’s risk and cost.
4.28.14 Notwithstanding anything stated in the tender document, iNDEXTb reserves the
right to assess the bidder’s capability and capacity to perform the contract,
should the circumstances warrant such an assessment in the overall interest of
Mahatma Mandir and the decision of iNDEXTb in this regard shall be final and
binding. Technical evaluation will be as mentioned in CHAPTER – 7 (Bid
Evaluation System).
4.28.15 The Gate Pass may be withdrawn without assigning any reason.
4.28.16 The Gate Passes issued to the selected bidder’s personnel shall not ordinarily
exceed the number which will be communicated to him by the owner from time
to time except to meet emergent, casual or temporary requirements.
4.28.17 The Selected bidder’s personnel shall not indulge in entertaining their
guests/outsiders in the Mahatma Mandir premises, and shall not loiter in the
Mahatma Mandir premises and shall not normally move out of their specified
area of services.
4.28.18 The selected bidder shall make necessary arrangements for regular and
Company Name Company address Phone number S.No_________ Name __________________________ Emp. No. ________________________ Date of Birth ____________________ Place of Duty – Date of Issue _______ Valid up to_______________
Signature of Holder Signature of issuing authority
Recent Passpor
t size Photo
Specimen copy of I-Card
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proper collection and disposal of waste generated in the kitchen/Food Court
area on day today basis.
Prohibited items for use for which the notification is by the Government of Gujarat
and/or Government of India shall not be used. However, the waste collection bins shall
be equipped with black plastic bag for collection of waste. Plastic containers/polythene
pouches in which milk products or any other eatables are generally sold will be
disposed of as quickly as possible.
4.29 SAFETY AND SECURITY
4.29.1 Selected bidder shall abide by the safety code provisions as per safety code
framed from time to time by the government.
4.29.2 The owner may penalise the selected bidder for non-performance on specific
area/instances. it will be decided by in charge officer.
4.29.3 The selected bidder shall not employ any staff from the previous selected bidder
without permission from owner
4.29.4 The selected bidder shall maintain first aid box on site, readily available and with
clearly visible signage at site office.
4.29.5 The selected bidder shall follow zero tolerance policy for safety on site, in
contract period.
4.29.6. Personal Safety:
Be responsible for own safety at all times. Wear appropriate protective clothing
to ensure personal working safety is achieved. Make use of appropriate tooling
at work so that industrial safety is achieved.
4.29.7. Overhead Wires & Cables:
Assume that overhead wires & cables are live at all times, and must not work
near or on them.
4.29.8. Fire:
Know fire escape route. When fire alarm bell sounds, stop working immediately, switch
off equipment being used and report the appropriate fire officer.
4.29.9. Authority to work:
The Selected bidder’s supervisor is responsible for ensuring that the workers
comply with the safety rules at work.
4.29.10. Ladder/ Lift:
All ladders in use must be of good construction and of adequate strength for the
purpose of which it is used. These should be of non-conductive materials and
secured to prevent under swaying a sagging. These should be properly
maintained.
4.29.11. Accidents:
(a) It shall be the sole responsibility of the selected bidder to adopt all the safety
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measures & deploy personnel who are adequately trained in safety.
(b) If any accident occurs due to operations or due to negligence on the part of the
selected bidder’s personnel it shall be the full responsibility of the Selected
bidder.
(c) If any damage occurs to the structures/ material & equipment as well as rolling
stock due to erection operations, the cost of damage will be recovered from
the selected bidder’s bill.
4.29.12. Safety & display of Signages:
(a) Selected bidder shall adopt the necessary safety procedures to avoid any type
of accidents to workers, Employer’s personnel, any other personnel & to avoid
damages to structures.
(b) Selected bidder shall ensure to provide the Hi-Visibility/ Reflecting Jackets to all
working staff along with supervisor/ team leader/ manager.
(c) The selected bidder shall display necessary signages with the approval of the
Employer or his authorized representative. The type of signages will also be got
approved from the Employer or his authorized representative for safe
movement areas and for safe access zones.
4.31 INSURANCE
4.31.1 The successful bidder (Contractor) shall take third party insurance during the
complete period of contract to cover any accident or accidents of any nature.
4.31.2 A copy of the Insurance Policy will be handed over by the selected bidder to the
officer in charge designated by Owner or to the Office of the Owner before
Starting Date of the work as specified in the Work Order/Letter of Intent. In case
the selected bidder fails to take the insurance policy, the owner would arrange
for the same at the cost of the selected bidder, alternatively, the Institute may
stop payment of bills to the selected bidder till Insurance is arranged by the
selected bidder or terminate the contract at the risk and cost of the selected
bidder.
4.31.3 The Insurance cover under this clause shall be as under and policy shall be
taken at entire cost of the Bidder during the construction period.
Loss of human life- Three Lacs
Permanent Disability of human beings - One Lac
Human Body Injury not resulting into permanent disability - Ten
Thousand
Besides this, any damage occurred to iNDEXTb/Consultant/Govt. Officers or Bidder’s
personnel, equipment, assets etc. shall be liability of Bidder.
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4.31.4 In the event of injury, illness or accidents to any worker, the Employer will not be
liable to pay any compensation. The insurance cover shall include the liability
under the workmen compensation act.
4.30 TAXES, LABOUR LAWS AND OTHER REGULATIONS
4.30.1The Selected bidder shall be liable to comply with all the rules and regulations in
respect of all statutory obligations applicable to the workmen including safety
regulations.
4.30.2 The Selected bidder will be exclusively responsible to meet and comply with all
legal requirements.
4.30.3 The Selected bidder shall accept and bear full and exclusive liability for the
payment of any and all existing taxes of the Central or State Government or of
any other authority with respect to the contract or any item sold or supplied
pursuant thereto or anything done or service rendered pursuant thereto.
4.30.4 The Selected bidder shall fully comply with all applicable laws, rules and
regulations relating to P.F. Act, ESI Act, Bonus Act, Minimum Wages Act,
Contract Labour Act, Workmen’s compensation Act, C.L. (R & A) Act, Migrant
Labour Act, Essential Commodities Act and/or such other Acts or Laws,
regulations passed by the Central, States, Municipal and local governmental
agency or authority.
4.30.5 The Selected bidder shall be responsible for proper maintenance of all registers,
records and accounts so far as it relates to compliance of any statutory
provisions / obligations. The Selected bidder shall be responsible for making
records pertaining to payment of wages act and also for depositing the P.F. and
ESI contributions, with the authorities concerned.
4.30.6 The Selected bidder shall be responsible and liable for all the claims of his
employees.
4.30.7 The Selected bidder shall obtain licence under the Contract Labour [R&A] Act
from the office of the Assistant Labour Commissioner and produce the same
preferably along with the first monthly bill. The first bill will be cleared only on
submission of the said licence. The Selected bidder would be required to
maintain all books and registers like Employment Register, Wages Register,
Bonus Register, Overtime Register, First Aid Box, Display of Notices, etc. as
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required under CLR&A, 1970 for inspection by visiting Labour Enforcement
Officers.
4.30.8 The Selected bidder shall obtain adequate insurance policy in respect of his
workmen engaged by it towards meeting the liability of compensation arising out
of injury/disablement at work and submit a copy to Employer within 30 days.
4.32 INDEMNITY
The Selected bidder shall indemnify and keep indemnified the owner against all losses
and claims for injuries and or damages to any person or property. The Selected bidder
shall abide by and observe all statutory laws and regulations in matters of Labour Law,
Factory Act, Explosive Act, Workmen Compensation Act, Sales Tax, Royalty, Excise
Duty, Works Contract etc. and shall keep the owner indemnified against all penalties
and liabilities of every kind for breach of any such statute ordinance or law/regulations
or Bylaws. The Selected bidder shall not employ child labour. Payment to workers
must be according to Minimum wages act. If the rate quoted found below the
minimum wages, tender will be rejected.
4.28 MAN POWER
4.28.1 Any misconduct/ misbehaviour on the part of the manpower deployed by the
selected bidder will not be tolerated and such person will have to be replaced by the
selected bidder at his own costs, risks and responsibilities immediately, with written
intimation to iNDEXTb.
4.28.2 The selected bidder should ensure to maintain adequate no. of manpower, and
also arrange a pool of stand-by housekeeping staff. In case of any housekeeping staff is
absent from the duty, the reliever of equal status shall be provided by the selected
bidder from an existing pool of housekeeping staff.
4.31 MISCONDUCT AND INDEMNIFICATION
The Selected bidder shall keep the Owner indemnified from and against all personal
and third party claims whatsoever arising out of any commission or omission by
Selected bidder or his employees, or representatives as the case may be.
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5. SPECIAL CONDITIONS OF CONTRACT
5.1.INTRODUCTION
The essence of this contract is to provide complete housekeeping services. The
Complex has adopted highest quality standards for all its activities and the bidder is
required to render services meeting stringent standards.
Before attempting to fill the tender document, the bidder must visit Mahatma Mandir to
familiarise himself with the various elements of services that are required to be rendered
and to understand the quality levels of service that are required to be rendered and
ascertainthe difficulties that may be encountered during execution of works and for
obtaining all information for himself on his own responsibility that may be necessary for
preparing the bid and entering into Contract. The site visits shall be entirely at bidder’s
own expense.The bidder shall obtain certificate of visit from the employer which is
to be submitted along with the bid documents.
5.2. Bidder shall not assign sublet or transfer their interest in this agreement without
written consent of iNDEXTb. Though he may outsource the particular task.
5.3. The bidder shall submit a soft copy of the presentation to iNDEXTb.
5.4. All transportation charges including loading and unloading charges for
Consumables, cleaning/Washing Reagents, Materials, Tools, Machinery/Plants and
throwing of garbage outside of site premises to disposal yards / scrap yard shall be
borne by the selected bidder.
5.5. Where explicit specifications are not available the work shall be executed as per the
instruction of Managing Director, iNDEXTb. The instructions shall be binding to the
Bidder.
5.6. Bidder shall take necessary safety measures to work where required. Bidder shall
maintain first aid kit for emergency.
5.7. If there is any ambiguity or contradictory found/observed in the tender document
between technical bid and financial bid, the bidder shall bring it to the notice of the
Employer appointed by the Employer prior to pre-bid meeting.
5.8. Necessary arrangements for godowns and storage space for required works will be
managed by the bidder at no additional cost within or outside the venue.
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5.9. Necessary changes/suggestions suggested by the committee members during
selection process or during execution of the works are to be incorporated at no
additional/extra cost. Any change of work/deviation in case of quantity/area increase
shall be as per the directions of Committee members/ iNDEXTb.
5.10The bidder must have registration No. under the Employees Provident Funds Misc.
Provisions Act, 1952, and Registration No. under Employees State Insurance Act.
5.11. INTIMATION TO CONTRACTORS
iNDEXTb shall inform the Selected bidder of its requirement regarding services during
events at least two days in advance for planned courses and in urgent and exceptional
cases 24 hours in advance. All intimation [written / verbal] will be given to the Selected
bidder or his representatives by the Officer in Charge at iNDEXTb / Mahatma Mandir.
5.12. PERIOD OF CONTRACT
5.12.1 The total initial period of contract will be THREE years with provision to extend
the contract for further period of TWO years subject to satisfactory performance,
on the same terms and conditions at the absolute discretion of the owner.
However, the rates shall be as mentioned in clause no 6.2
5.12.2 The contract shall be in force for the period stipulated in the contract, and on the
expiry thereof, it will be deemed to have been terminated automatically unless
otherwise intimated in writing. Further, the selected bidder will not have any right
either contractual or equitable to demand any fresh contract for another term or
to continue the same in preference to anyone else.
5.12.3 Upon termination of the contract (except termination due to illegality) the
Employer shall be entitled, at the risk and cost of the Selected bidder, to arrange
for the house keeping for the balance period of the contract as contemplated in
the scope of the work through an independent agency or agencies and to adjust
any differential amount thus incurred from the Selected bidder (in addition to any
other amounts, compensation and damage that the Owner is entitled to in terms
of the contract or otherwise) from the security deposit or any other amounts due
or becoming due to the Selected bidder.
5.13. VACATION OF PREMISES
The Selected bidder shall give vacant possession of the facilities/premises made
available to the Selected bidder by iNDEXTb and return all furniture, fixture, equipment
and other items made available by iNDEXTb in good condition after the contractual
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period is over or if the contract is earlier terminated. Handing over of the vacant
possession of the premises and equipment etc. shall be effected within 7 days of the
completion of the period of contract or termination of the contract. If the Selected bidder
fails to do so, the Owner shall be free to take possession of the premises by opening
lock(s), if necessary, and make out an inventory of all furniture material and equipment
and shall be free to deduct from the Selected bidder’s bill(s) or security deposit, any
item found to be missing at the replacement cost of the material/equipment, furniture
etc. given to the Selected bidder by the Owner.
5.14. QUANTUM OF WORK
The work/ areas/ schedule given in the “Volume II - 9” are indicative and may vary in
actual course of execution. The Selected bidder is therefore, advised to quote very
carefully. No claim for compensation from the selected bidder shall be entertained due
to any variation in quantities (irrespective of the quantum of variation) of the various
items or deletion of any item(s). However, the escalation clause shall be applicable as
mentioned in clause no.6.2.
5.15. SERVICES FOR SPECIAL OCCASION
5.15.1. If at any time during the existence of the contract the Owner desires to utilise
the services of the Selected bidder for any special occasion or otherwise at
Mahatma Mandir or within the municipal limits of the venue, the Selected bidder
will arrange the same at the rates to be mutually agreed upon (provided the items
are outside the rates of items already included in the tender).
5.15.2. Similarly, in case the Owner desires to include any new items in the
contract for services the same will be negotiated with the selected bidder.
5.16. INTERPRETATION
The Special conditions of Contract shall be read in conjunction all other documents
forming of this contract. Notwithstanding the sub-divisions of the documents into these
separate sections, every part of each shall be deemed to be supplementary to and
complimentary of every part and shall be read with and into the contract.
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6. PAYMENT TERMS
6.1 PAYMENT OF BILLS
6.1.1 Payment shall be made every month on the basis of the bills having been
prepared by the selected bidder in triplicate at accepted “BILL OF QUANTITIES”.
Copies of the following should be enclosed along with the bill:
Copy of log sheets on pre-scribed format (As mentioned in Annexure IV) duly
signed by the representative of iNDEXTb/EIC.
Copy of Register of wages detailing the salary disbursement in respect of the
previous month for employees deputed by the selected bidder to work within
the premises of Mahatma Mandir duly signed by the selected bidder
representative and the Owner’s representative. Disbursement of wages to the
employees of the selected bidder will be done only by cheque.
Copy of Challan in proof of EPF deposits made in respect of such employees
for the previous month deputed for this work.
Copy of Challan in proof of ESI deposit made in respect of such employees for
the previous month deputed for this work.
Such other documents as may be required by the Owner to ensure that the
selected bidder has duly complied with his contractual and statutory obligations.
6.1.2 Income Tax deduction will be made from “monthly” bills of the selected bidder as
per rules and regulations in force under the Income Tax Act.
6.1.3 Sales Tax/VAT and Service Tax (if applicable as per rule) shall be paid on
submission of documentary proof.
6.1.4 Payments will be made within 15 days of submission of monthly bills provided the
bills are complete and duly authenticated by the specified Officer(s) of the
Owner.
6.1.5 Payments will be made by crossed account payee cheques only.
6.2 ESCALATION
After completion of 12 months/ a year of contract period, an escalation of 5% of total
cost of previous year would be made in the charges for works. The bidders intend this
agreement to be a binding contract. No other rate escalation in any charges will be
made to the successful bidder for difference of minimum wages/charges. Decision of
iNDEXTb stands final on this matter.
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6.3 PRICES, TAXES, DUTIES
The Bidder should quote firm prices/ rates taking in to account of all Taxes, Duties,
Levies, Personal Tax, Corporate Tax and all other expenditure required to be incurred
by him/her for providing required services etc. during the contract period as indicated
under his contract and after wards no variation on any account unless otherwise
specifically mentioned will be allowed. The quoted prices for all the items should be
only excluding Service Tax & Cess on Service Tax which shall be reimbursed at actual
on production of documentary evidence.
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VOLUME-I-C
CONTENTS
7. QUALIFICATION CRITERIA AND EVALUATION PROCEDURE
8. QUALIFICATION DATA SHEETS
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7.QUALIFICATION CRITERIA AND EVALUATION PROCEDURE
The bids received under these two envelope procedures shall be assessed and
evaluated based on the qualification criteria and evaluation procedure prescribed
hereunder:
ASSESSMENT OF BIDS
Bid applications should normally be assessed using a two-stage process:
Stage 1 - Preliminary screening
Stage 2 - Detailed assessment
Stage 3 - Final assessment based on presentation and opening of price bid
The Committee will select the agency by giving 50% weightage on the Methodology,
work plan, quality of manpower proposed and approach for works based on stipulated
scope of work presented before it and 50% weightage to the Price Bid.
7.1 PRELIMINARY SCREENING
Screening Criteria: Preliminary screening should typically establish whether an
application meets the following criteria:
Is application submitted by the applicant a responsive application?
Is the applicant commercially acceptable?
Over and above the bidder being responsive, he will be subject to the following criteria
for initial screening. Detail screening of those bids will be taken up which satisfies the
initial screening criteria.
1. The bidder should be in business of providing Housekeeping /Hospitality
services in the facility of Five star Hotels and above category (Minimum
40,000 sq.m. of area) or Institutional works (Minimum 40,000 sq.m. of
area) with multiple facilities at National/International level/ Convention
centers and Exhibition centers (Minimum 40,000 sq.m. of area) for a
minimum period of FIVE years as on 30.08.2016. (Please attach
documents like incorporation of company). Bidder should be in the business
of complementary services such as housekeeping, hotel industry, etc.
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2. The bidder should have satisfactorily completed contracts / assignment(s) in
the field of Housekeeping/ Hospitality management with at least ONE client
for a value more than Rs.200.00 Lakh per year per client in last 5 years
(Bidder to attach certified documentary proof).
3. The bidder should have achieved in last three financial years a minimum
average Annual Financial Turnover (in equivalent works only) of Rs. 500
lakhs. (Audited financial data sheets/ Profit& loss and balance sheet for last
FY 2013-14, 2014-15 & 2015-16 shall be submitted)
4. The bidder should be a profit making organization during each of the above
three financial years.
5. The bidders shall have to provide PAN no. under income tax act, latest
income tax clearance certificate and Service Tax Number.
6. The bidder must have minimum employee strength of 200 people (on Pay
Roll) on the day of filling the tender. Full list of employees, viz., Name, age,
employee code, designation, experience in the field of housekeeping, PF, ESI
details etc. should be attached with the technical bid.
7. The bidder turns out to be substantially responsive bidder as a result of
evaluation of Technical Bid.
8. Bidder’s price bid shall be evaluated, accepted with or without negotiations
and decided by the Employer for award of contract.
9. The bidder shall provide a valid Tender Fee & EMD acceptable to Employer.
10. All the staff deployment would be as per following qualification.
Sr
No. Category Qualification and Experience
01 Over all In charge
(Housekeeping
Manager)
Degree in Hotel Management and ten
Years’ Experience in all aspects of
Housekeeping in a large, multi-use Five
Star Hotel and Above Category facilities/
institutional buildings/ convention
centers and exhibition halls.
02 Supervisor Degree in Hotel Management and Three
Years’ Experience in hospitality services
of area as mentioned above
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Sr
No. Category Qualification and Experience
03 Housekeepers/
Janitors/ Gardner
Minimum Experience of Three Years in
Housekeeping Services.
The bidders shall furnish along with this bid, CVs (Bio-data) of the key
personnel associated for this work for the execution of the works, duly
signed by the concerned person.
11. The bidders shall furnish along with this bid, CVs (Bio-data) of the key
personnel associated for this work for the execution of the works, duly signed
by the concerned person.
12. The persons to be deployed by the selected bidder should be properly
trained, have requisite experience and skills for carrying out a wide variety of
housekeeping work using appropriate materials and tools/equipment.
13. Bidders must submit the documentary proof in support of meeting the
qualification criteria. Simply undertaking by the bidder for any item of the
criteria shall not suffice the purpose.
7.2. DETAILED ASSESSMENT
The criteria to be assessed during detailed assessment comprise establishing whether
the applicant has adequate:
Technical capability including organizational capacity, relevant experience.
Financial capacity.
7.2.1 FINANCIAL CAPACITY
7.2.1.1 Definitions
“Financial Statements” consist of profit-and-loss statements, balance sheet, and if
available, cash flow statements (also called “Sources and Applications of funds”
statements).
“Annual Turnover”: Average turnover of last three years (in equivalent type of works
only) will be considered for evaluation. Income from “contractual receipts” only will be
taken onto consideration. The income such as Interest income, trading income will not
be considered.
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7.2.1.2 Documentation to be used and referred:
All bidders have to submit audited annual reports/financial reports of last three year (If
Audited Annual Report is not available, Un-audited Annual Reports shall be accepted
subject to duly authentication of Company Secretary of the Annual Reports). The
bidders that do not publish financial statements, such as partnerships, submit specially
prepared statements. A qualified external auditor should certify such statements. Annual
reports shall include the auditor's certification. Cash flow statements shall be submitted
as a part of the post qualification data and technical bid. The ‘Bidder’ shall also submit
copy of the returns of Service Tax for last three years.
7.2.2 TECHNICAL QUALIFICATIONS
Technical qualifications include all factors determining an applicant's technical abilities
other than experience.
(a) Housekeeping/ Services/ Hospitality Management
Aspects of Housekeeping/ Services/ hospitality management are assessed separately:
Work Organization and Management:
The responsibilities for execution, logistics, administration and delegation of authority
are identified in the proposal for proposed works and if the relationship between these
activities is clearly defined and arranged in a logical pattern, a satisfactory rating is
awarded.
(b) Key Technical Personnel
Key personnel include the Bidder, Housekeeping Manager & Housekeeping
supervisors. Two criteria are used:
Competence and Qualifications of Housekeeping manager: The competence and
qualifications including the past working experience of all the key technical personnel
except the Bidder are examined, and a composite rating is awarded for this factor.
Competence and Qualifications of the Bidder: The Bidder is the key person on the site
and plays a very important role in the management and execution of the said works.
The caliber, qualifications, competence, and past experience of the Bidder are
examined separately, and a composite rating is given for this factor.
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Works Manager: Degree in Hotel Management and Ten Years’ experience in
Housekeeping/ hospitality services for reputed organization including Govt. & PSUs.
with minimum 10 years total experience
minimum 5 years’ experience in relevant field especially in housekeeping activity
of such type of project/organizations
With at least 2 years of supervisory experience
Supervisors: Degree in Hotel Management and Three Years’ Experience in hospitality
services of Five Star and Above Category facilities.
Other staff- Housekeepers/Janitors/ Gardeners: Minimum Experience of Three Years
in Housekeeping Services or similar works
(c) Assets including machinery, Equipments and Structures:-
All equipment’s and machinery proposed for the such works shall be of preferably
Bidders own but in case, he does not own required machinery and equipment and
desires to obtain from other agencies, then he shall produce proof of firm tie-up with
individual, firm or company which is the owner of that particular machinery and
equipment by a legal agreement and a firm commitment by them to release the
same plant and equipment for this particular works along with sufficient proof of
ownership of the incumbents.
7.2.3 EXPERIEINCE
Experience for Services/ Hospitality Management or related works.
This factor shall be assessed on the basis of number of contracts of similar nature and
magnitude of experience as Main Bidder or Lead Partner / in a Consortium carried out
in last three years in similar type of work.
7.3 OTHER FACTORS
The Quality, Environment and Safety policy of the company shall be used for
evaluation.
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7.5 SCORING SYSTEM
7.5.1 WEIGHTAGE AND SCORES
The financial strengths and past experience of completing works of similar nature and
magnitude shall only be given the weightage. The financial and technical capabilities
shall be assessed by assigning scores spread over as follows:
Sr.
No Criteria Weightage
1) Strength of Organization 10%
2) Financial Status 40%
3) Personnel & Assets 20%
4) Experience 30%
Total 100%
To qualify, the Bidder shall score minimum 50% in each individual criteria and total
minimum score shall be 60%.
7.5.2 INFORMATION TO BE PROVIDED
(a) Please fill up all the forms attached herewith providing relevant information with
supporting documents.
(b) Please file organization chart of your company at Head office as well as at field
level where Personnel proposed for this work, with CV.
(c) Also provide technical proposal with detail technical specifications,
(d) Name proposed as Housekeeping manager/Supervisors should not be changed
or replaced during execution of the works without prior permission of Employer.
7.5.3 OVERALL SELECTION
The qualified bidders will be asked to make a detailed presentation. The evaluation
committee shall decide the most capable Bidder based on the technical evaluation of
papers and presentation.The financial bids shall be opened for the qualified bidders
Contract will be negotiated with the best-qualified-evaluated bidder. However Evaluation
Committee and the Employer, iNDEXTb reserves the right to vary qualifying
requirement without intimation to the bidders.
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8. QUALIFICATION DATA SHEETS TO BE FILLED UP BY THE BIDDER
Information
Obligation / Compliance to be insured by selected bidder
Company details
Format of submission Annexure_A
8.1.1. General Information : Form-C1
8.1.2. Overall organization structure : Form-C2
8.1.3. Documented quality policy, ISO etc. : Form-C3
8.1.4. Documented Safety Policy : Form-C4
8.1.5. List of important works done in last Five years and work
on hand.
: Form-C5
8.1.6 Service tax : Form-C6
8.1.7 Audited financial statements : Form-C7
8.1.8 History of litigation : Form-C8
8.1.9 Other financial data : Form-C9
8.2 Work specific data
8.2.1 Proposed methodology : Form-P1
8.2.2 List of manpower to be deployed : Form-P2
8.2.3 List of Assets to be deployed : Form-P3
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ANNEXURE-“A”
OBLIGATION / COMPLIANCE TO BE INSURED BY BIDDER
Sr. No. Items
Compliance of Bidder (To be filled by Bidder)
YES NO
1 Service Tax registration
2 Compliance of provisions of Child Labour Act, and Workmen compensation Act
3 To ensure treatment in case of accident / injuries suffered in performance of work including wages and compensation under WC Act.
4 Send Accident report to Regional Labour Commissioner (RLC).
5 EPF registration number. Detailed proof (with name list) of submission of PF in response to deployed staff is to be submitted by bidder.
Note: In case of non-filling or ‘NO’ by bidder against any of the items above, the tenderer’s offer will be summarily rejected and financial package will not be opened.
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General Information : Form-C1 All bidders are requested to complete the information in this form. Nationally information should be provided for all owners or applicants that are partnerships or individually owned firms.
1
Name of firm:
2
Type of firm: Proprietary/ Partnership/ Pvt. Ltd./Public Ltd/NGO
3 Head office address: Whether Owned or Rented? :
4 Local office address (if any): Whether Owned or Rented? : Attach approved plan of the office and ownership/possession deed
5 Mobile: Contact:
6 Landline: Contact:
7 Facsimile: Telex:
8 E-mail:
9 Place of incorporation / registration: Year of incorporation / registration:
10 Main lines of business:
1. Since:
2. Since:
3. Since:
4. Since:
Non disclosure or wrong information/non-acceptance any shall result the disqualification of the the bidder. Change of the name of company or firm shall be supported by legal resolution as per applicable norms.
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Overall organization structure : Form-C2 Give; 1.0 Overall organization chart of the company showing position of Managing Directors
and HO organization
2.0 Give list of employees: Managers and Supervisiors
3.0 Give list of sister-concerns, if any.
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Documented quality policy, ISO etc. : Form-C3 Please provide here with or attach documented quality policy of the company, any ISO or similar certifications, awards etc.
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Documented Safety Policy : Form-C4 Please provide here with or attach documented safety policy of the company, any ISO or similar certifications, awards etc.
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List of important Works done in last five years : Form-C5 Please finish information about the relevant works completed over the last five years
NOTES:
1) Each of the listed works shall be supported with the copy of Work Order/Agreement
2) Attested satisfactory completion certificate from the employer indicating the scope of work and magnitude of work.
3) Copy of certified bill and detail of receipt of payments shall be attached. 4) Non disclosures of any information in the schedule will result in disqualification of
the bidder. 5) In case of private work sufficient authentic proof of work done. Along with
evidence of financial transactions shall have shall have to be furnished. 6) List of works on hand shall be attached as under.
If the company or firm is divided among partners, the experience of the individual or new firm set up by the partner/s shall be considered provided past experience is subject to legal consent of individuals, partner/s or new firm set up by the partner/s.
Sr.No.
Name of Employer
Manager responsible
for the works
Location and description of
work
Value of contract
Value of completed
and certified
1 2 3 4 5 6
Sr.No.
Name of Employer
Manager responsible
for the works
Location and description of
work
Value of contract
Value of completed
and certified
1 2 3 4 5 6
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Service Tax : Form-C6 Attach true copy of last three years’ service tax returns details
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Audited Financial Statements : Form-C7 Attach true copy
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History of Litigation : Form-C8 Application should provide information on any history of litigation or arbitration resulting from contracts in last five year or currently under execution.
Year Award for / or Against applicant.
Name of Client, cause of Litigation and matter of dispute.
Disputed amount in Rupees.
NOTE If the information to be furnished in this schedule will not be given and come to the subsequently will result in disqualification of the bidder.
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Other Financial Data : Form-C9
Name of Applicant:
Applicants should provide financial information to demonstrate that they meet the requirements.A copy each of the audited balance sheet for the last five years should be attached.
Summarize actual assets and liabilities in INR for the previous five years
Financial information in INR
Previous five years
2015-2016
2014-2015 2013-2014 2012-2013 2011-2012
1. Total assets
2. Current assets
3. Total liabilities
4. Current liabilities
5. Profits before taxes
6. Profit after taxes
7. Depreciation
8. Net worth
9. Annual turnover
Specify proposed sources of credit line to meet the cash flow demands of the work.
Source of credit line Amount in ₹
1.
2.
3.
Attach audited financial statements for the last five years (for the individual applicant and / or each partner of a joint venture).
Firms owned by individuals, and partnerships, may submit their balance sheets certified
by a registered accountant, and supported by copies of tax returns.
Attach Certificate(s) issued by any Bank or Financial Institution for available credit to the
Lead partner and joint venture partner.
Banker Name of banker:
Address of banker:
Telephone: Contact Name &Title:
Facsimile: TELEX:
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Proposed Methodology, : Form-P1 Give here a short note on proposed methodology and attach schedule and BAR charts for undertaking the proposed work. Indicate Bar charts with Man power deployment plan. Indicate scope of manpower on proposed layout.
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Proposed List of Manpower to be Deployed : Form-P2 Give here list of manpower with names, qualification and other details to be deployed on complex. (Do not include labour). Identify roles and their duties for completion of said works for entire scope.
Sr. No
Name of person Work Designation Company designation
Please attach CV of key Technical persons and Safety personnel and others
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Proposed List of Assets , T.E.P. to be Deployed : Form-P3 Please provide here the list of all the Tools, Equipment, and Machineries to be deployed at site for the work.
Sr. No
TEP Details
Capacity/ Size
Model (YYYY)
Quantity Owned/To be purchased/to
be leased Remarks
The information provided above will be binding to the successful bidder. Any change has to be authorized by iNDEXTb.
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INDEMNITY (To be filled by Bidder) : Form-P4
I on behalf of M/s …………………………………………………… hereby agree and
undertake that I have understood all the safety rules and procedures and all staff
Technical & Non-Technical working on behalf of M/s
………………………………………………………… will abide by all safety rules and
procedures. I declare that I M/s ………………………………………. will be responsible
for any safety violations/ accident etc. iNDEXTb will not be responsible in case of any
accident / incident and will not compensate financially or otherwise. I ensure iNDEXTb
that enlisted Manpower deployment will be done at site to Completion of works as per
enlisted scope of works.
I hereby declare that I am sole responsible on behalf of M/s..
………………………………………….. for giving such declaration.
------------------------------ -----------------------
Name of Indemnifier Signature of Indemnifier
Stamp/Seal of the Indemnifier /Bidder
--------------------------------
Signature of iNDEXTb Official
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Form of Performance Guarantee Bond (Bank Guarantee)
Whereas M/s____________________________________________________havebeen awarded acontractdated___________________forthe project/ ____ asspecifiedinthetenderbythe INDEXTB.
Whereasthesaid M/s__________________________________________has approached Us___________________________________________Bankto provide aPERFORMANCE GUARANTEES BONDtotheiNDEXTb fortheworkunde rtakenby M/s. ________________________ and
Whereas.we, the_____________________________Bankhaveagreedto provide suchaPERFORMANCEGUARANTEEBOND.
Nowtherefore, wethe_______________________BankprovidedthefollowingperformanceBankGuaranteebywayoftheseBondtotheiNDEXTb.
1. Thecontractvalueofthecontractprovidedto M/s._____________________bytheiNDEXTb inRs.___________. ThisguaranteeinthenatureofPERFORMANCEGUARANTEEisprovidedsoastoensureandindemnifytheiNDEXTb forfullandproperperformanceofthecontractby M/s.______________________ the_______________________________BankherebyindemnifytheiNDEXTb foralllossesand / ordamagestothe existing structures/amenities surfacewhichwouldbelaidorresurfacedby M/s.________________________ andsuch PERFORMANCE GUARANTEEwouldincludeanydamageto the structure, steel structureswhichmaybesufferedbythe INDEXTB asaresultofdefective material, becauseofpoor workmanship, or atall, bywayofthis bond, we the_________________________________Bankagreeandpromisesthatintheeventualityofthebidders M/s.__________________________________________notrepairingor remedying theproblem, lossordamagetotheroadsurfaceweshallindemnifyandpaytheiNDEXTb suchexpenses, lossesanddamagesthatmaybeincurredbytheiNDEXTb, asaresultofthe INDEXTB gettingtheworkdoneitselforfromtheothersource.
2. We _______________________________ Bankagreeandunderstandthatthedecisionastowhetheranylossesordamagestotheprojecthavetakenplaceornotand / orwhethertheworksuffersfrompoorworkmanshipornotwillbetakenbytheAdvisorofiNDEXTb andonthe Advisor 's decisionregardingsuchlossesordamagesordefectwhatsoeverbeingsonotifiedbytheiNDEXTb tous, Weshallimmediatelytakestepsandensurethat M/s.__________________________________ faithfullyanddiligentlycarryoutthenecessaryremedialstepstothefullsatisfactionofthe
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 90
Advisor oftheiNDEXTb. Theopinionofthe Advisor astowhether full and complete remedial steps, to the full satisfaction the Advisor of the iNDEXTb have beentakenornot, willbethatoftheiNDEXTb. Forthepurpose, ofarrivingatsuchdecisionasaforesaiditwillbeopentothe Advisor oftheiNDEXTb incasehesodesires, todelegatethispowertosubordinatelikethe Engineer-in-Charge totakeappreciatedecisionandthedecisionsreferredtoabovewillbedeemedtobeproperlytakenandasiftakenbythe Advisor oftheiNDEXTb. Intheeventuallyof M/s.______________ nottakingremedialactiontothealmostsatisfactionofthe Advisor ofiNDEXTb theiNDEXTb willbeentitledtogettheworkdoneitselforfrom other sources.Onthe Advisor oftheiNDEXTb notifyingtousthetotalexpensesincurredforthispurpose.WeherebyexpresslyhaveundertakentopaytheiNDEXTb thesaidamountforthwithandinanycasenotlessthan 7 daysfromtakentopaytheiNDEXTb thesaidbindingtheamountindictedbythe Advisor of theiNDEXTb andourobligationtopaysuchamountwillbecontinuingoftheiNDEXTb andourobligationirrespectiveofanydisputeofdifferencesthatmayarisebetweenusand M/s. _____________________________ ofbetweentheiNDEXTb and M/s. ____________________________________.
3. The contractvalueisRs. __________________________. ThisPERFORMANCE GURANTEE islimitedto ___ thesaidcontractvalueandaccordinglyitcomesto ₹ _______________________ ourliabilitywillbeinallcasesbelimitedtoRs._________________.
4. WeagreeandundertakethatthisPERFORMANCE GURANTEE willbevalidforaperiodof 30 days fromthedatewhenthecontractworkiscompletedbythe M/s._____________________________. The Advisor oftheiNDEXTb notifysuchcompletionthattous.Incase, nosuchcompletionitisnotified, thisperformanceguaranteewillbeavalid for 30 days fromthedateof completion of contract works. ThePerformanceGuaranteewillcomeintoeffectfromsuchcompletiondate.Incasehowever, thecontractofseveralpartsitwillbeopenedtothe Advisor to indicateseparatecompletiondatesforseparatepartandtosimultaneouslyindicatea breakup ofthecontractvalueequivalenttotheseparatepart.InwhichcasethePERFORMANCE GUARNATEE toextentofthedifferentcompletiondates.Itisexpresslyunderstoodthattheconsideringthisperiodof applicable duration, thedatebywhichtheiNDEXTb, intimatetheBankaboutthelosses, damagesorproblemsasthecasemaybe, shallbeconsideredaslongassuchintimationiswithinaperiodof 30 days fromthecompletiondate.Wethe ___________________ Bankwillbeliable, irrespectiveofwhethertheremedialactionsorlackthereofhastakenplaceaftertheperiodofthe 30 days.
5. We _________________________________ BankagreethatthePERFORMANCEGUARANTEEwhichiscontinuingguaranteewillbebinding, andenforceableagainstusirrespectiveofanydifference / disputesbetweentheiNDEXTb and M/s. __________________________of betweenusand M/s._________________________ andirrespectiveofanychangeorvariationorexecutiontimeoranyforbearanceorwaivermadeorgrantbytheiNDEXTb to M/s.___________________________________.
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 91
6. In caseanydisputesariseastotheinterpretationorimplementationofthisPERFORMANCEGUARANTEE, themattershallbereferredtothesolearbitrationof Advisor of iNDEXTb whosedecisioninthematterwillbefinal.
Incaseanyresourcetoanycourtoflawisnecessitated, theappropriateCivilCourtinthe Gandhinagar alongwillhave Jurisdiction. Gandhinagar Date: Signatureof
Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar
iNDEXTb CRDC - CEPT Page 92
VOLUME II
TECHNICAL GUIDELINES, STANDARDS AND CHECKLIST
Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar
iNDEXTb CRDC - CEPT Page 93
9.Detail Scope of Work with Frequency of Cleaning
Conference, Admin and Business Meeting Rooms
Sr.
No. Particulars Type Requirement Frequency
Chemicals, Machines
and material to be used
01 Atrium, Pre-
function
area, Main
Convention
hall,
common
passage of
the
Convention
Centre
Building
Double Height
Area, Corridor
Granite Flooring,
Wall finish- Sand
Stone cladding up
to lintel level and
MDF board above
lintel.
Ceiling –Gypsum
false ceiling with
paint finish or
Metal grid ceiling
1, 2, 3, 4.
Sweeping and
Deep cleaning
Dusting and
Cobweb
removing
5. Vacuuming
6. Shampooing
1. Daily Floor
sweeping and
Moping
2. Wall to be cleaned
Daily up to height of
3.0 meter
3. Above 3.0 meter
weekly
4.Metal grid ceiling to
be deep cleaned,
dusting and cobweb
removing quarterly in
year
5. Daily carpet
vacuuming and
cleaning
6. Shampooing -
quarterly
For flooring
Auto Scrubber
Single Disc
Rideon machine
For polishing of Floor
Terranova and Nobile
R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
02 Conference
Room –
01,02 and
03
Floor R.C.C (VDF-
Vacuumed
Dewatered
Flooring) Floor
covered with
1. Vacuuming
2. Shampooing
1. Daily Carpet
Vacuuming &
Cleaning.
2. Shampooing-
Quarterly
1. Dry Vacuum Cleaner
(Taski)
2. TR101(Johnson
Diversy) Shampooing
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 94
Conference, Admin and Business Meeting Rooms
Carpet. Chemicals
Walls
Wall paneling
finished with
Wooden, fabric
and Paint finished
1.Vacuuming
2.Cobweb
removing
3. Fabric
cleaning
1.Weekly
2.Weekly
3. Monthly
R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
TR101 (Johnson diversy)
shampooing chemicals
for fabric
Ceiling POP and Gypsum
False Ceiling
1.Dusting and
Cobweb
removing
1.Weekly R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Glass board,
Furniture, doors
All the fixtures
like speakers,
Light fittings etc
Plastic or any
other standard
material.
1.Damp
Cleaning
2.Vacuuming
1.Weekly
2.Weekly
R2 + Micro Fiber Duster
+ Sponge
03 Seminar
Halls
(SR-1 and
SR -2)–on
GF and SR-
03 on FF.
Floor &
Stage
R.C.C (VDF-
Vacuumed
Dewatered
Flooring) Floor
covered with
Carpet.
1. Vacuuming
2. Shampooing
1. Daily Carpet
Vacuuming &
Cleaning.
2. Shampooing-
Quarterly
1. Dry Vacuum Cleaner
(Taski)
2. TR101(Johnson
Diversy) Shampooing
Chemicals
Walls
Wall paneling
finished with
Wooden, Fabric
and Paint finished
1.Cleanning
2.Cobweb
removing
1.Weekly
2.Weekly
R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Ceiling POP and Gypsum
False Ceiling
1.Dusting and
Cobweb
removing
1.Weekly R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 95
Conference, Admin and Business Meeting Rooms
A.C Grills,
Chairs, Doors
and All the
fixtures like
speakers,
podium, Light
fittings etc.
Plastic or any
other standard
material.
1.Damp
Cleaning
2.Cleanning
1.Weekly
2.Weekly
R2 + Micro Fiber Duster
+ Sponge
04 Seminar
Hall 04 (SR-
4) – FF
Step Floor &
Stage
R.C.C (VDF-
Vacuumed
Dewatered
Flooring) Floor
covered with
Carpet.
1. Vacuuming
2. Shampooing
1. Daily Carpet
Vacuuming &
Cleaning.
2. Shampooing-
Quarterly
1. Dry Vacuum Cleaner
(Taski)
2. TR101(Johnson
Diversy) Shampooing
Chemicals
Walls
Wall paneling
finished with
Wooden and Paint
finished
1.Vacuuming
2.Cobweb
removing
1.Weekly
2.Weekly
R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Ceiling
Height is varies
from 03 mtr to 15
mtr
POP and Gypsum
False Ceiling
1.Dusting and
Cobweb
removing
1.Weekly R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
A.C Grills,
Chairs, Doors
and All the
fixtures like
speakers,
podium, Light
fittings etc.
Plastic or any
other standard
material.
1.Damp
Cleaning
2Cleanning
1.Weekly
2.Weekly
R2 + Micro Fiber Duster
+ Sponge
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 96
Conference, Admin and Business Meeting Rooms
05 Projector
Room (SR-
4) – FF
Floor Raised Floor
Panels
1.Wet Mopping 1.Daily Wet Mop Stick
Walls
Paint finished 1.Dusting and
Cobweb
removing
1.Weekly
Micro Fiber Duster + R2
+ Telescopic Rod
Ceiling Gypsum False
Ceiling
1.Dusting and
Cobweb
removing
1.Weekly Micro Fiber Duster + R2
+ Telescopic Rod
A.C Grills and All
the fixtures like
speakers, Light
fittings,
Doors etc.
Plastic or any
other standard
material.
1.Damp Dusting
2. Cleaning
Vacuuming
1.Weekly
2.Weekly
R2 + Micro Fiber Duster
+ Sponge
Sr. Particulars Type Requirement Frequency Chemicals, Machines
and material to be used
03 Business
Meeting
Room – 05
No’s
(BM-1 to
BM-5) – on
Ground
floor
Floor R.C.C (VDF-
Vacuumed
Dewatered
Flooring) Floor
covered with
Carpet.
1. Vacuuming
2. Shampooing
1. Daily Carpet
Vacuuming &
Cleaning.
2. Shampooing-
Quarterly
1. Dry Vacuum Cleaner
(Taski)
2. TR101(Johnson
Diversy) Shampooing
Chemicals
Walls
Wall paneling
finished with
Wooden and Paint
finished
1.Vacuuming
2.Cobweb
removing
1.Weekly
2.Weekly
R2 Cleaner + Micro Fiber
Duster + Telescopic
Rod,Vaccumecleaner
Ceiling POP and Gypsum
False Ceiling
1.Dusting and
Cobweb
1.Weekly R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 97
Sr. Particulars Type Requirement Frequency Chemicals, Machines
and material to be used
removing
Glass board,
Furniture, doors
All the fixtures
like speakers,
Light fittings etc.
Plastic or any
other standard
material.
1.Damp
Cleaning
2.Vacuuming
1.Weekly
2.Weekly
R2 + Micro Fiber Duster +
Sponge
04 Admin
Room – GF
Floor R.C.C (VDF-
Vacuumed
Dewatered
Flooring) Floor
covered with
Carpet.
1. Vacuuming
2. Shampooing
1. Daily Carpet
Vacuuming &
Cleaning.
2. Shampooing-
Quarterly
1. Dry Vacuum Cleaner
(Taski)
2. TR101(Johnson
Diversy) Shampooing
Chemicals
Walls
Wall paneling
finished with
Wooden and Paint
finished
1.Vacuuming
2.Cobweb
removing
1.Weekly
2.Weekly
R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Ceiling POP and Gypsum
False Ceiling
1.Dusting and
Cobweb
removing
1.Weekly R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Glass board,
Furniture, doors
All the fixtures
like speakers,
Light fittings etc.
Plastic or any
other standard
material.
1.Damp
Cleaning
2. Vacuuming
1.Weekly
2. Weekly
R2 + Micro Fiber Duster +
Sponge
05 Admin
Room
(Glass
Floor Vitrified Tiles 1.Wet Mopping
and Dry Mopping
1.Daily R2 Cleaner + Wet & Dry
Mop Stick.
Walls Partially Glass and 1. Glass 1.Weekly 1. Glass Cleaning Kit
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 98
Sr. Particulars Type Requirement Frequency Chemicals, Machines
and material to be used
Room) –
GF
Paint finished Cleaning.
2. Cobweb
removing
2.Weekly
2. Telescopic Rod
Ceiling POP and Gypsum
False Ceiling
1.Dusting and
Cobweb
removing
1.Weekly 1. Micro Fiber Duster and
Telescopic Rod
Glass board,
Furniture, doors
All the fixtures
like speakers,
Light fittings etc.
Plastic or any
other standard
material.
1.Damp
Cleaning
1.Weekly
R2 + Micro Fiber Duster +
Sponge
06 Business
Meeting
Room – 05
No’s
(BM-6 to
BM-10) –on
First Floor
Floor R.C.C (VDF-
Vacuumed
Dewatered
Flooring) Floor
covered with
Carpet.
1. Vacuuming
2. Shampooing
1. Daily Carpet
Vacuuming &
Cleaning.
2. Shampooing-
Quarterly
1. Dry Vacuum Cleaner
(Taski)
2. TR101(Johnson
Diversy) Shampooing
Chemicals
Walls
Wall paneling
finished with
Wooden and Paint
finished
1.Vacuuming
2.Cobweb
removing
1.Weekly
2.Weekly
R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Ceiling POP and Gypsum
False Ceiling
1.Dusting and
Cobweb
removing
1.Weekly R2 Cleaner + Micro Fiber
Duster + Telescopic Rod
Glass board,
Furniture, doors
Plastic or any
other standard
1.Damp
Cleaning
1.Weekly
R2 + Micro Fiber Duster +
Sponge
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 99
Sr. Particulars Type Requirement Frequency Chemicals, Machines
and material to be used
All the fixtures
like speakers,
Light fittings etc.
material.
07 All Pantry-
04 No’s,
Dish wash,
Services
room
Vitrified Floor, Wall finished with paint and Wooden cupboards, wash basin, etc.,
to be cleaned daily.
R2 + Micro Fiber Duster +
Sponge+D7
Exhibition Hall – 01
Sr. Particulars Type Requirement Frequency Chemicals, Machines
and material to be used
01 Exhibition
Hall - 01
Floor R.C.C (VDF-
Vacuumed
Dewatered
Flooring)
1.Sweeping and
mopping
1.Daily 1.R7 (With the help of
Ride-on Karcher)
Walls
(Max. Height 16-
17mtr)-04 Nos.
Partially covered
with toughened
glass structural
glazing and
partially by
Calcium Silicate
Sheets-Wall
paneling finished
with Paint.
1.Spotting and
cobweb removing
Glass Cleaning
1.Daily below the
height of 3.0 mtr
2. Weekly above
the height of 3.0
mtr.
R2 Cleaner + Telescopic
Rod + Glass Kit (with the
help of Boom Lift)
Ceiling Bottom of Ceiling
is insulated and
1.Dusting and
Cobweb removing
1.Weekly R2 Cleaner + Telescopic
Rod
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 100
Exhibition Hall – 01
supported by
trusses at height of
15-16 mtr
A.C Grills,Ducts
and All the
fixtures like
speakers, Light
fittings etc.,
Plastic or any
other standard
material.
1.Damp Cleaning 1.Weekly R2 + Micro Fiber Duster
and Sponge
02 Outer side Wall Partially covered
with toughened
glass structural
glazing
/aluminum louvers
and partially by
Precast panel
exposed RCC
finished.
1.Dusting and
Cleaning of Glass
1.Daily below the
height of 3.0 mtr
2. Weekly above
the height of 3.0
mtr.
R2 Cleaner Glass Kit (with
the help of Boom Lift)
Floor Granite 1.Normal
cleanning
2.Deep Cleaning
1.Daily
2. Weekly
R7 + By the help of
scrubbing machine
03 Toilet
Blocks
(Ladies/
Gents/
Disable)
01 No’s-on Ground Floor. 1.Normal
cleanning
2.Steam Washing
1.Three times a
Day normally and
Every Hour During
Event Day
2. Monthly
1. R1 + R3 + R9 –
Bathroom/Toilet Cleaner
and sanitizer
2. Steam Cleaner
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 101
Exhibition Hall – 02
Sr. Particulars Type Requirement Frequency Chemicals, Machines and
material to be used
01 Exhibition
Hall - 02
Floor R.C.C (VDF-
Vacuumed
Dewatered
Flooring)
1.Deep cleanning 1.weekly 1.R7 (With the help of
Ride-on Karcher) or single
disc
Walls
(Max. Height 16-
17 mtr)-04 Nos.
Partially covered
with toughened
glass structural
glazing and
partially by
Calcium Silicate
Sheets-Wall
paneling finished
with Paint.
1.Spotting and
cobweb removing
Glass Cleaning
1.weekly below the
height of 3.0 mtr
2. Weekly above
the height of 3.0
mtr.
R2 Cleaner + Telescopic
Rod + Glass Kit (with the
help of Boom Lift)
Ceiling Bottom of Ceiling
is insulated and
supported by
trusses at height of
15-16 mtr
1.Dusting and
Cobweb removing
1.Weekly R2 Cleaner + Telescopic
Rod
A.C Grills ,Ducts
and All the
fixtures like
speakers, Light
fittings etc.,
Plastic or any
other standard
material.
1.Damp Cleaning 1.Weekly R2 + Micro Fiber Duster
and Sponge
02 Outer side Wall Partially covered
with toughened
glass structural
1.Dusting and
Cleaning of Glass
1.Daily below the
height of 3.0 mtr
R2 Cleaner Glass Kit (with
the help of Boom Lift)
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 102
Exhibition Hall – 02
glazing/aluminum
louvers and
partially by Precast
panel exposed
RCC finished.
2. Weekly above
the height of 3.0
mtr.
Floor Granite 1.Normal
cleanning
2.Deep Cleaning
1.Daily
2.Weekly
R7 + By the help of
scrubbing machine
03 Toilet
Blocks
(Ladies/Gen
ts/Disable)
02 No’s-on Ground Floor. 01 on first
floor
1.Cleanning
2.Steam Washing
1.Daily
2. Monthly
1. R1 + R3 + R9 –
Bathroom/Toilet Cleaner
and sanitizer
2. Steam Cleaner
04 Building
/Block
between
Exhibition
Hall 01 and
02.
Staircase, Railing, Rooms, Galleries
etc.,
Dusting, wall
cleaning, AC
Grills etc.,
Daily floor,
staircase and
railing cleaning
Weekly Wall
spotting and AC
Grill Cleaning
R7 (With the help of Ride-
on Karcher)
R2 Cleaner + Telescopic
Rod, Duster
Exhibition Hall – 03
Sr. Particulars Type Requirement Frequency Chemicals, Machines and
material to be used
01 Exhibition
Hall - 03
Floor R.C.C (VDF-
Vacuumed
Dewatered
Flooring)
1.Sweeping and
Deepcleaning
1.Daily,weekly 1.R7 (With the help of
Ride-on Karcher)
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 103
Exhibition Hall – 03
Walls
(Max. Height 16-
17 mtr)-04 Nos.
Partially covered
with toughened
glass structural
glazing and
partially by
Calcium Silicate
Sheets-Wall
paneling finished
with Paint.
1.Spotting and
cobweb removing
Glass Cleaning
1.Daily below the
height of 3.0 mtr
2. Weekly above
the height of 3.0
mtr.
R2 Cleaner + Telescopic
Rod + Glass Kit (with the
help of Boom Lift)
Ceiling Bottom of Ceiling
is insulated and
supported by
trusses at height of
15-16 mtr
1.Dusting and
Cobweb removing
1.Weekly R2 Cleaner + Telescopic
Rod
A.C Grills ,Ducts
and All the
fixtures like
speakers, Light
fittings etc.,
Plastic or any
other standard
material.
1.Damp Cleaning 1.Weekly R2 + Micro Fiber Duster
and Sponge
02 Outer side Wall Partially covered
with toughened
glass structural
glazing/aluminum
louvers and
partially by Precast
panel exposed
RCC finished.
1.Dusting and
Cleaning of Glass
1.Daily below the
height of 3.0 mtr
2. Weekly above
the height of 3.0
mtr.
R2 Cleaner Glass Kit (with
the help of Boom Lift)
Floor Granite 1.Normal 1.Daily R7 + By the help of
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 104
Exhibition Hall – 03
cleanning
2.Deep Cleaning
2.Weekly
scrubbing machine
03 Toilet
Blocks
(Ladies/
Gents/
Disable)
01 No’s-on Ground Floor. 1.cleanning
2.Steam Washing
1.Three times a
Day normally and
Every Hour During
Event Day
2. Monthly
1. R1 + R3 + R9 –
Bathroom/Toilet Cleaner
and sanitizer
2. Steam Cleaner
Food Court
Sr. Particulars Type Requirement Frequency Chemicals, Machines and
material to be used
01 Food Court-
GF
Floor Vitrified Tiles and
Marbles
1.Mopping
2.Scrubbing
1.Daily
2.Weekly
1.Wet Mop Stick
2.Sumascale/R2
(Tiles Cleaner by
JohnsonDiversy) with auto
Scrubber Machine
Glass and Walls
Paint Finished 1.Spotting and
cobweb removing
Glass Cleaning
1.Weekly 1. R2 Cleaner + Glass Kit
Ceiling POP 1.Dusting and
Cobweb removing
1.Weekly 1.R2 + Telescopic Rod
A.C Grills and All
the fixtures like
speakers,Light
fittings etc.
Plastic or any
other standard
material.
1.Damp Cleaning 1.Weekly 1.R2 + Micro fiber Duster
with Sponge
02 Food Court-
FF
Floor Vitrified Tiles and
Marbles
1.Mopping
1.Daily
1. Wet Mop Stick.
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 105
Food Court
2. Scrubbing 2.Weekly 2.Sumascale/R2 (Tiles
Cleaner by Johnson
Diversy) with auto
Scrubber Machine
Glass and Walls
Paint Finished 1.Spotting and
cobweb removing
Glass Cleaning
1.Weekly 1. R2 Cleaner + Glass Kit
Ceiling POP 1.Dusting and
Cobweb removing
1.Weekly 1.R2 + Telescopic Rod
A.C Grills and All
the fixtures like
speakers, Light
fittings etc.
Plastic or any
other standard
material.
1.Damp Cleaning 1.Weekly 1.R2 + Micro fiber Duster
with Sponge
03 Outer side Floor Granite and Paver
Blocks
1.Sweeping
2.Scrubbing
1.Daily
2.Weekly
By the help of scrubbing
machine + R2
Shop Area 1.Shutter
2.Glass
3.Floor
4.Walls
1.Dusting
2.Cleaning
3.Mopping
4.Spotting
1.Daily
2. Daily
3.Daily
4.Daily
R2 + Duster + Wet Mob +
Dry Mop + R3 with Glass
Kit.
Floor Granite 1.Washing
2.Deep Cleaning
1.Daily
2.Weekly
R2 Cleaner + Auto
Scrubber Machine
Stair Case Granite
Railing
1.Dusting and
Mopping
1.Daily
Duster + Wet Mop and Dry
Mop Stick.
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 106
Food Court
04 Toilet
Blocks
(Ladies/Gen
ts
/Disable)
02 No’s-on Ground Floor.
03 No’s-on First Floor.
1.Normal cleaning
2.Steam Washing
1.Three times a
Day normally and
Every Hour During
Event Day
2. Monthly
1. R1 + R3 + R9 –
Bathroom/Toilet Cleaner
and sanitizer
2. Steam Cleaner
Photo Gallery
Sr. Particulars Type Requirement Frequency Chemicals, Machines and
material to be used
01 Photo
Gallery - GF
Floor Vitrified Tiles and
Marbles
1.Mopping
2. Scrubbing
1.Daily
2.Weekly
1. Wet Mop Stick.
2.Sumascale/R2 (Tiles
Cleaner by Johnson
Diversy) with auto
Scrubber Machine
Glass and Walls
Paint Finished 1.Spotting and
cobweb removing
Glass Cleaning
1.Weekly 1. R2 Cleaner + Glass Kit
Ceiling POP 1.Dusting and
Cobweb removing
1.Weekly 1.R2 + Telescopic Rod
A.C Grills and All
the fixtures like
speakers, Light
fittings etc.
Plastic or any
other standard
material.
1.Damp Cleaning 1.Weekly 1.R2 + Micro fiber Duster
with Sponge
02 Photo Floor Vitrified Tiles and 1.Mopping 1.Daily 1.Wet Mop Stick
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Photo Gallery
Gallery-FF Marbles
2. Scrubbing
2.Weekly
2.Sumascale/R2 (Tiles
Cleaner by Johnson
Diversy) with auto
Scrubber Machine
Glass and Walls
Paint Finished 1.Spotting and
cobweb removing
Glass Cleaning
1.Weekly 1. R2 Cleaner + Glass Kit
Ceiling POP 1.Dusting and
Cobweb removing
1.Weekly 1.R2 + Telescopic Rod
A.C Grills and All
the fixtures like
speakers, Light
fittings etc.
Plastic or any
other standard
material.
1.Damp Cleaning 1.Weekly 1.R2 + Micro fiber Duster
with Sponge
03 Outer side Floor Granite and Paver
Blocks
1.Sweeping
2.Scrubbing
1.Daily
2.Weekly
By the help of scrubbing
machine +
R2&Autoscrubber
Shop Area 1.Shutter
2.Glass
3.Floor
4.Walls
1.Dusting
2.Cleaning
3.Mopping
4.Spotting
1.Daily
2. Daily
3.Daily
4.Daily
R2 + Duster + Wet Mob +
Dry Mop + R3 with Glass
Kit.
Floor Granite 1.Normal cleaning
2.Deep Cleaning
1.Daily
2.Weekly
R2 Cleaner + Auto
Scrubber Machine
Stair Case Granite 1.Dusting and 1.Daily Duster + Wet Mop and Dry
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Photo Gallery
Railing Mopping Mop Stick.
04 Toilet
Blocks
(Ladies/
Gents
/Disable)
01 No’s-on Ground Floor.
02 No’s-on First Floor.
1.Normal cleaning
2.Steam Washing
1.Three times a
Day normally and
Every Hour During
Event Day
2. Monthly
1. R1 + R3 + R9 –
Bathroom/Toilet Cleaner
and sanitizer
2. Steam Cleaner
VVIP Office
Sr. Particulars Type Requirement Frequency Chemicals, Machines and
material to be used
01 VVIP
Office-GF
Floor Vitrified Tiles,
Marble and Carpet
1.Mopping
2.Vacuuming
3.Shampooing
1.Daily
2.Weekly
3.Quarterly
Wet Mop Stick + Dry
Vacuum Cleaner + TR101
with the help of
Shampooing machine.
Glass and Walls
Paint and
Wallpaper
Finished
1.Spotting and
cobweb removing
Glass Cleaning
1.Weekly By the help of Glass kit +
R3 Glass and Mirror
Cleaner.
Ceiling POP 1.Dusting and
Cobweb removing
1.Weekly R2 + Telescopic Rod
All the fixtures
like speakers,
Light
fittings,Grills,
Furniture, Brasso
Railing of Stair
case etc.
Plastic or any
other standard
material.
1.Damp Cleaning
2.Polishing
1.Weekly
2.Monthly
R2 Cleaner +
Sponge+ R4 (Furniture
Polish)
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VVIP Office
02 VVIP
Office-FF
Floor Vitrified Tiles,
Marble and Carpet
1.Mopping
2.Vacuuming
3.Shampooing
1.Daily
2.Weekly
3.Quarterly
Wet Mop Stick + Dry
Vacuum Cleaner + TR101
with the help of
Shampooing machine.
Glass and Walls
Paint and
Wallpaper
Finished
1.Spotting and
cobweb removing
Glass Cleaning
1.Weekly By the help of Glass kit +
R3 Glass and Mirror
Cleaner.
Ceiling POP 1.Dusting and
Cobweb removing
1.Weekly R2 + Telescopic Rod
All the fixtures
like speakers,
Light fittings,
Grills, Furniture,
Brasso Railing of
Stair case etc.
Plastic, metal or
any other standard
material.
1.Damp Cleaning
2.Polishing
1.Weekly
2.Monthly
R2 Cleaner +
Sponge+ R4 (Furniture
Polish)
03 Outer side Floor Granite and Paver
Blocks
1.Sweeping
2.Scrubbing
1.Daily
2.Weekly
By the help of scrubbing
machine
Shop Area 1.Shutter
2.Glass
3.Floor
4.Walls
1.Dusting
2.Cleaning
3.Mopping
4.Spotting
1.Daily
2. Daily
3.Daily
4.weekly
R2 + Duster + Wet Mob +
Dry Mop + R3 with Glass
Kit.
Stair Case Granite and
Railing
1.Dusting and
Mopping
1.Daily
Duster + Wet Mop and Dry
Mop Stick.
04 Toilet
Blocks
(Ladies/
Gents
01 No’s-on Ground Floor.
02 No’s-on First Floor.
1.Normal cleaning
1.Three times a
Day normally and
Every Hour During
Event Day
1. R1 + R3 + R9 –
Bathroom/Toilet Cleaner
and sanitizer
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VVIP Office
/Disable) 2.Steam Washing 2. Monthly 2. Steam Cleaner
Service Building
Sr. Particulars Type Requirement Frequency Chemicals, Machines and
material to be used
01 Service
Building –
GF
(Electrical
Room)
Floor RCC 1.Dusting
2.Dry Mopping
And Wet Mopping
1.Daily
2.Daily
1. Micro Fiber Duster
2. Dry and Wet Mop Stick +
R2 Cleaner.
Walls
Paint Finished 1.Spotting and
cobweb removing
1.Weekly R2 + Telescopic Rod
Ceiling RCC 1.Dusting and
Cobweb removing
1.Weekly 1.Duster +Telescopic Rod
Stair case Kota stone
Pipe Railing
1.Cleanning and
Dry Mopping
2.Cobweb
removing
1.Daily
2.Weekly
Dry mop set and wet mop
set.
Telescopic rod
02 Service
Building –
FF
(Chiller
Plant)
Floor RCC 1.Dusting
2.Dry Mopping
And Wet Mopping
1.Daily
2.Daily
1. Micro Fiber Duster
2. Dry and Wet Mop Stick +
R2 Cleaner.
Walls
Paint Finished 1.Spotting and
cobweb removing
1.Weekly R2 + Telescopic Rod
Ceiling RCC 1.Dusting and
Cobweb removing
1.Weekly 1.Duster +Telescopic Rod
Stair case Kota stone 1.Wet mop and 1.Daily 1. Dry mop set and wet
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Service Building
Dry Mopping
2.Cobweb
removing
2.Weekly
mop set.
2.Telescopic road
03 Service
Building –
Basement
(Pump
House)
Floor RCC 1.Dry Mopping
And Wet Mopping
1.Daily Dry Mop & Wet Mop Stick
Walls
Paint Finished 1.Spotting and
cobweb removing
1.Weekly R2+ Telescopic Rod
Ceiling RCC 1.Dusting and
Cobweb removing
1.Weekly R2+ Telescopic Rod
Water Sumps –
05 nos.
RCC 1.Deep Cleaning 1.Half Yearly Suction Motor + Hand
Scrubbing
Drinking Water
Sump – 01 no.
RCC 1.Deep Cleaning 1.Monthly Suction Motor + Hand
Scrubbing
04 Toilet
Blocks
(Gents)
01 No’s-on Ground Floor.
1.Normal
Cleanning
2.Steam Washing
1.Three times a
Day normally and
Every Hour During
Event Day
2. Monthly
1. R1 + R3 + R9 –
Bathroom/Toilet Cleaner
and sanitizer
2. Steam Cleaner
Lifts
Sr. Particulars Type Requirement Frequency Chemicals, Machines and
material to be used
Sides,
floors,
ceiling
Glass Surface, stone floor, metal
surfaces
1.Spotting and
Glass Cleaning
1.Daily 1. R2 Cleaner + Glass Kit
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Note:
Regular cleaning i.e. sweeping, mopping etc. shall be done daily. Frequency of cleaning should be as per site requirement
not fixed to once a day.
The Outer area covered with Pavers Blocks, Bituminous Carpet of Roads, and Trenches Surface should be cleaned daily.
Boundary wall of the premises to be cleaned weekly.
All chairs, sofas shall be cleaned weekly.
Dusting and deep cleaning of all signages in complex shall be done weekly by the successful bidder.
Bidders to review reference drawings attached with bid documents (Refer Volume II-14), to get an idea for overall work and
area shown in drawings will be the part of scope of work.
Every care has to be taken to cover all scopes, aspects, areas requiring housekeeping services, these are, however, not
exhaustive and if deemed fit, iNDEXTb may add additional scope of work, for which no additional payment whatsoever on
any account will be made.
PEST Control
Name of the Treatments Technicians - Site
Survey Number of Treatments in a Year Supervision
Mosquito Control:
Fogging/Misting
As and When
Required As per the need No limits of service Fortnightly
Flies: - Internal Daily Activity Daily Activity ; No limits of service Fortnightly
Flies: - External Daily Activity As per the need No limits of service Fortnightly
Crawling Insects:
(Cockroaches, Red &
Black ants, Silver fish)
Daily Activity
Kitchen area…Inspection : Daily - Treatment :
4 times a month; Public area - Inspection
Every day; Treatment Once a Month ; Offices
- Inspection : Daily;
Treatment : Once a month; However, in case
of any compliant No limits of service till issue
resolved;
Fortnightly
Rodent: - External Daily Once in 15 days; Burrow treatment and
Inspection Fortnightly
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Rodent: - Internal Daily Inspection : Daily : Treatment : Weekly Fortnightly
Termite: Daily - Fortnightly
Wood Borer: Daily - Fortnightly
Honey Bee: Daily Inspection : Daily Treatment : When Required Fortnightly
Schedule for vegetation & Garden Maintenance Work
SR Schedule October to February (Winter) March to June (Summer) July to September (Rains)
1. Watering
A Lawn & Ground Cover daily daily 2-3 time in a week
B Hedges Shrubs once in 2 days daily 2 time in a week
C Trees weekly daily once in a week
2. Mowing/Cutting/Pruning
A Lawn & Ground Cover once in 15 days 2 time in a month once in 15 days
B Hedges Shrubs once in 15 days once in 15 days once in 15 days
C Trees Once in 6 months or when require
3. Pesticide/Insecticide/Fertilizer
A Lawn & Ground Cover once in 15 days once in 15 days once in 15 days
B Hedges Shrubs once in 15 days once in 15 days once in 15 days
C Trees once in month once in month once in month
4. Soil Working
A Lawn & Ground Cover once in 15 days once in 15 days once in 15 days
B Hedges Shrubs once in 15 days once in 15 days once in 15 days
C Trees once in month once in month once in month
5. Weeding
A Lawn & Ground Cover in a week in a week in a week
B Hedges Shrubs in a week in a week in a week
C Trees once in month once in month once in month
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***Above all mentioned facilities with all doors either wooden or metal etc., and its frames, any other allied facilities to be cleaned
and maintained.
*** All the service area not mentioned here above like AHU Rooms, Electrical Rooms, BMS, CCTV, SERVER, IT, UPS etc., rooms/facilities to be cleaned every week. ***Normal cleaning e.g. sweeping, mopping, etc. must be done daily. Frequency of cleaning should be as per site
requirement not fixed to once a day.
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iNDEXTb CRDC - CEPT Page 115
10. Cleaning standards
Sr.
No
Building
elements Required cleaning standard
1. External features,
fire exits and
stairwells
Handrails are
clean and free of
stains
Landings, ramps, stairwells, fire exists, steps, entrances,
porches, patios, balconies, eaves and external light fittings are
free of dust, grit, dirt, leaves, cobwebs, rubbish, cigarette butts
and bird excreta. Garden furniture is clean and operational.
2. Walls, skirtings
and ceilings
Internal and external walls and ceilings are free of dust, grit,
dirt, lint, soil, film and cobwebs. Walls and ceilings are free of
marks caused by furniture, equipment or staff. Light switches
are free of fingerprints, scuffs and any other marks. Light
covers and diffusers are free of dust, grit, dirt, lint and
cobwebs. Polished surfaces are of a uniform lustre. Fabric
wall surfaces sould be free from dust, grit, dirt, lint soil, stains
and cobwebs.
3. Windows
(internal)
Surfaces of glass are clear of all streaks, spots and marks,
including fingerprints and smudges. Window frames, tracks
and ledges are clear and free of dust, dirt, grit, marks, spots
and cobwebs.
4. Doors Internal and external doors and doorframes are free of dust,
grit, dirt, lint, soil, film, fingerprints and cobwebs. Doors and
door frames are free of marks caused by furniture, equipment
or staff. Air vents, relief grilles and other ventilation outlets are
kept unblocked and free of dust, grit, dirt, soil, film, cobwebs,
scuffs and any other marks. Door tracks and door jambs are
free of grit, dirt and other debris. Polished surfaces are of a
uniform lustre.
5. Hard floors The floor is free of dust, grit, dirt, litter, marks and spots, water
or other liquids. The floor is free of polish or other build-up at
the edges and corners or in traffic lanes. The floor is free of
spots, scuffs or scratches on traffic lanes, around furniture
and at pivot points. Inaccessible areas (edges, corners and
around furniture) are free of dust, grit, dirt, lint and spots.
Polished or buffed floors are of a uniform lustre. Appropriate
signage and precautions are taken regarding pedestrian
safety near newly cleaned or wet floors
6. Soft floors the floor is free of dust, grit, dirt, litter, marks and spots, water
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
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Sr.
No
Building
elements Required cleaning standard
or other liquids. The floor is free of stains, spots, scuffs or
scratches on traffic lanes, around furniture and at pivot points.
Inaccessible areas (edges, corners and around furniture) are
free of dust, grit, dirt, lint and spots. carpets are
vacuumed/cleaned,
7. Ducts, grills and
vents
All ventilation outlets are kept unblocked and free of dust, grit,
dirt, soil, film, cobwebs, scuffs and any other marks. All
ventilation outlets are kept clean and uncluttered following
cleaning
8. Electrical fixtures
and appliances
Electrical fixtures and appliances are free of grease, dirt, dust,
encrustations, marks, stains and cob webs. Electrical fixtures
and appliances are kept free from signs of use or non-use.
Only outside surfaces of electrical and ELV fixtures shall be
cleaned. Hygiene standards are satisfied where the fixture or
appliance is used in food preparation. Range hoods (interior
and exterior) and exhaust filters are free of grease and dirt on
inner and outer surfaces. Motor vents etc. are clean and free
of dust, dirt and lint. Drinking fountains are clean and free of
stains and mineral build-up. Insect killing devices are free of
dead insects, and are clean and functional.
9. Furnishings and
fixtures
Hard surface furniture is free of spots, soil, film, dust, dirt,
fingerprints and spillages. Soft surface furniture is free from
stains, soil, dirt, film and dust. Furniture legs, wheels and
castors are free from mop strings, soil, dirt, film, dust and
cobwebs. Inaccessible areas (edges, corners, folds and
crevices) are free of dust, grit, dirt, lint and spots. All high
surfaces are free from dust, dirt and cobwebs. Curtains, blinds
and drapes are free from stains, dust, dirt, cobwebs, lint and
signs of use of non-use. Equipment is free of tapes/plastic etc
that may compromise cleaning. Furnitureshould not have
anyodour that is distasteful or unpleasant. Shelves, bench
tops, cupboards and wardrobes/lockers are clean inside and
out and free of dust, dirt and litter or stains. Internal plants are
free of dust, dirt and litter. Waste/rubbish bins or containers
are clean inside and out, free of stains and mechanically
intact. Fire extinguishers and fire alarms are free of dust, grit,
dirt and cobwebs
10. Pantry fixtures
and appliances
Fixtures, surfaces and appliances are free of grease, dirt,
dust, encrustations, marks, stains and cobwebs. Electrical and
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Sr.
No
Building
elements Required cleaning standard
cooking fixtures and appliances are kept free from signs of
use or non-use. Motor vents etc are clean and free of dust,
dirt and lint. Refrigerators/freezers are clean and free of ice
build-up.
11. Toilets and
bathroom fixtures
Porcelain and plastic surfaces are free from smudges,
smears, body fats, soap build-up and mineral deposits. Metal
surfaces, shower screens and mirrors are free from streaks,
soil, dirt, smudges, soap build-up and oxide deposits. Wall
tiles and wall fixtures (including soap and cream dispensers
and towel holders) are free of dust, grit, dirt, smudges/streaks,
mould, soap build-up and mineral deposits. Shower curtains
and bath mats are free from stains, smudges, smears, odours,
mould and body fats. Plumbing fixtures are free of smudges,
dust, dirt, stains, soap build-up and mineral deposits.
Bathroom fixtures are free from odours that are distasteful or
unpleasant. Polished surfaces are of a uniform lustre. Sanitary
disposal units are clean and functional. Consumable items are
in sufficient supply.
12. General tidiness The area appears tidy and uncluttered Floor space is clear,
only occupied by furniture and fittings designed to sit on the
floor. Furniture is maintained in a way that allows for cleaning.
Fire access and exit doors are left clean and unhindered.
13. Odour control The area should smell fresh. There should not be anyodour
that is distasteful or unpleasant. Room deodorizersshall be
cleaned and functional.
14 Pest Control Regular pest control which includes but not limited to rodents,
cockroaches, mosquitoes, insects, etc. should be carried out
as per IS-6313 and the Frequency for cleaning should be as
per Annexure-I.
15 Storm Water
Trench
The rain water trenches are needed to be cleaned &
maintained in running condition all the time the throughout the
year during the contract period. This Trench needs to be
cleaned every three months which includes removal of dirt,
soil, grit, grease or any other solid or semi-solid waste.
16 Vegetation Area Vegetation area needs to be watered. Cutting of wild
vegetation, weed removal, provision of fertilizer, etc. should
be done. The frequency for different activity should be as per
Annexure-I.
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11. LIST OF MATERIAL / CLEANING AGENTS TO BE USED BY THE SUCCESSFUL BIDDER : (INDICATIVE ONLY)
Sr. Material / Cleaning Agent Type
Where to be Used
1.
Liquid Soap
(Make: Johnson Divercy, Dettol, Kimberly
Clark)
Naphthalene Balls,Pixol (Urine cakes) or its
eqv. ,
NEUTRALLE Air purifiers / Room spray,
Lemon Grass Dispensor for wash room, Toilet
Paper, Air purifiers in toilets, Collin spray
Toilets. Bidder has to ensure that
the soap container etc. is never
empty.
2. Liquid Soap, Lysol, Floor Cleaner Liquid
Floor Cleaning
3. Spray
Glass / Window Cleaning
4. Room Freshener (Premium)
Toilet, Waiting Hall, Conference
Rooms, Meeting Rooms,
Lounges, Offices, etc and as
required
5 Repellents (suitable chemicals) To keep lizards, mice, etcof the
venue.
Note : The successful bidder may be required to use additional material to ensure that
the work is executed to the satisfaction of owner. No additional payment will be made
on that account.
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12. List of material/equipment’s to be deployed at site by successful bidder (Indicative ONLY)
Listing of material and machinery are purely indicative and the bidder has to suggest the
comprehensive listing of the material, machinery and the quantity they foresee for use /
consumption for the scope of work mentioned in the tender document technical
proposal.
Sr No Description Sr No Description
01 Nylon Brush 21 Floor duster
02 Hand Gloves 22 Cobweb brush
03 WC Brush 23 Scrubbing pad
04 Dust Pan 24 Cleaning sine board
05 Mug 25 Sponge
06 Hand Brush 26 T-brush
07 Glass wiper 27 Wet mop refill
08 Scraper 28 Dry mop refill
09 Mop Trolley 29 Wet mop Clamp
10 Wet Mop 30 Dry mop Clamp
11 Dry mop 31 Small wiper
12 Soft broom 32 Carpet brush
13 Hard broom 33 Road brush
14 Caddy 34 Glass duster
15 Spray Gun 35 Buckets
16 Wiper 36 Phenyl
17 Toilet Cleaners 37 Toilet brush (Round)
18 Toilet Pump 38 Hand wash
19 Dusters check 39 Scrapper blade
20 Scotch bright 40 Yellow sponge
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** All should be in working condition and should not be out of order for more than 48
hours. Defect to be reported to the Officer in Charge appointed by the owner.
*** Efficient and timely housekeeping management in the complex, the successful
bidder will have to increase the numbers as per the requirement.
Sr.
No. FIX ASETS EQUIPMENTS ON SITE ** Nos. required
01 Back pack vacuum cleaner 02
02 Jet pressure Machine 02
03 Scrubbing machine 04
04 Vacuum cleaner 03
05 Telescopic poll –4 meters 02
06 Telescopic poll-9 meters 02
07 Ladders (Ht. required as per site condition) 03
08 Tri-cycles 05
09 Rideon- Scrubbing Machine (Battery Operated) 01
10 Scissor Lift/Boom Lift for High-rise Cleaning activity 01
11 Erogtec glass scrapper 03
12 Garbage trolley 02
13 Steam cleaner 02
14 Office equipment : copier, computer, telephone 01
15 Company vehicles 01
16 PPE’s 10 or as required
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13. DIFFERENT TYPE OF LOG SHEETS & CHECK LIST (FOR REFERENCE) Housekeeping: Daily Material Consumption Sheet
Month :-
Sr.
No
Description Openin
g Stock
Total
Stock
1 2 3 4 5 6 … … … 29 30 31 Closing
Stock
Consum
ption
Sup. Sign
1 Nylon Brush
2 Hand Gloves
3 WC Brush
4 Dust Pan
5 Mug
6 Hand Brush
7 Glass wiper
8 Scraper
9 Mop Trolley
10 Wet Mop
11 Buckets
12 Soft broom
13 Hard broom
14 Caddy
15 Spray Gun
16 Wiper
17 Toilet Cleaners
18 Toilet Pump
19 Dusters check
20 Scotch bright
21 Floor duster
22 Carpet brush
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23 Road brush
24 Glass duster
Signature of Supervisor Signature of Engineer-in-charge
Housekeeping Checklist
Sr. No. Area Floor: Frequency
Done by 1/D 2/D 1/W 2/W 1/M 2/M
1 Convention Centre
Dusting
Mopping
Vacuuming
Glass cleaning
Furniture
Door/Window
Railing Work
2 Exhibition Hall
Dusting
Mopping
Vacuuming
Glass cleaning
Furniture
Door/Window
Railing Work
3 Food Court
Dusting
Mopping
Vacuuming
Glass cleaning
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Furniture
Door/Window
Railing Work
Signature of Supervisor Signature of Engineer-in-charge
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PEST CONTROL CHECK LIST
Routine
Inspection
Spray
Floors
/Corners for
Mosquito
Fumigation Fogging Anti-
Termite
Total Pest
Control
SR.NO. AREA Daily Second Day Weekly 15 th Day Monthly Monthly
1 Convention Centre
2 Food Court
3 Exhibition Hall
4 Service Building
5 Garden Area
Signature of Supervisor Signature of Engineer-in-charge
HORTICULTURE/LANDSCAPE CHECK LIST DATE:-
Sr.
No Descriptions Point
Near the
VIP
Entranc
e
the front
side of
Exhibition
Centre
area between
Exhibition
Centre& Food
Court
Parking
area
Between
Convention
Centre& Photo
Gallery
Frequency
1 Landscape area cleaning
Daily
2 Areation/ Sprinkling
Daily
3 Deweeding
If required or as
per Scheduled
4 Lawn moving
As per Scheduled
5 Pruning, Shaping, Hedge,
cutting As per Scheduled
6 Culivation of soil area
If required.
7 Fertilizer application (Urea etc.)
As per Scheduled
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8 Pestcide,Fungicide application
As per Scheduled
9 Replacement of dead plant
If required.
10 Top deressing of lawn area
If required.
11 Soil changing if required.
Signature of Supervisor Signature of Engineer-in-charge
Staff Attendance Sheet
Month:-
Date
Sr.
No. Full Name Time 1 2 3 4 5 6 … … … … 30 31
No.
Of
day
s
Leav
e
Remarks
Signatur
e
1
IN
SIGN
OUT
2
IN
SIGN
OUT
3
IN
SIGN
OUT
4
IN
SIGN
OUT
5
IN
SIGN
OUT
6
IN
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SIGN
OUT
7
IN
SIGN
OUT
Signature of Supervisor Signature of Engineer-in-charge
TOILET Cleaning Log Sheet
AREA Male Toilet / Female Toilet
Sr. No Description 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
1 urinals
2 Wash basins
3 water -closets
4 Orissa pan
5 Bottle traps
6 Pillar Cocks
7 Flush Valves
8 Health faucet
9 W/C Cover
10 Gully Trap
11 Chambers
Sr. No Description 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
1 urinals
2 Wash basins
3 water -closets
4 Orissa pan
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 127
5 Bottle traps
6 Pillar Cocks
7 Flush Valves
8 Health faucet
9 W/C Cover
10 Gully Trap
11 Chambers
Signature of Supervisor Signature of Engineer-in-charge
Bid for selection of an Agency for Housekeeping Services at MMCC – Phase 1A/1B, Gandhinagar
iNDEXTb CRDC - CEPT Page 128
VOLUME III - FINANCIAL BID (To Be Submitted on the Company Letter Head)
[Location, Date]
To:
Managing Director
Industrial Extension Bureau (iNDEXTb)
Block No. 18, 2nd Floor,
UdyogBhavan, Sector 11,
Gandhinagar – 382011.
Dear Sir,
We / I, the undersigned, offer to provide the complete Housekeeping services as mentioned in the scope of work of this
tender No 06/2016-17 dated 14.09.2016.
Sr.No Type of Manpower Rate per Month Rs. Total Nos Amount per Month Rs.
A. MAN POWER CHARGES
1 Housekeeping manager
2 Trained Housekeeping Supervisor
3 Trained Housekeeping sweeper
4 Trained Housekeeping worker/janitor
B. MACHINARY ,TOOLS,EQUIPMENTS & CONSUMABLES CHARGES ( Per month)
5 Charges for Providing and maintaining machines, equipment, tools and tackles, small or big, all
consumables their refills, and another item(s) that may be required for fulfillment/requirements of the
contract ( Attach separate Annexure-1 indication cost bifurcation of each
items/machinery/consumables in detail)
C. PEST AND RODENT CONTROL SERVICES ( Per month)
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 129
Sr.No Type of Manpower Rate per Month Rs. Total Nos Amount per Month Rs.
6 Charges for Providing the services for pest and rodent control including manpower, equipments and consumable chemicals. ( Attach separate Annexure-2 indication cost bifurcation of each items/machinery)
7 Total of 1+2+3+4+5+6- Rs.
D. MANAGEMENT/SERVICE/OVERHEAD CHARGES ( In percentage of 7 above) ( ----%)
8 Service charges/Management fee/charges/overhead/Profit which shall include: All expenditure on providing managerial/supervisory/administrative services by all means to get the work through deployed housekeeping man power/staff. ( Attach separate Annexure-3 indication cost bifurcation of each component considered in detail)
Total of (7+8)- Rs.per Month
Total charges for 12 Months Rs. ( per Month charges x 12)
Notes/remarks:
1 The manpower charges should be towards wages only to manpower including all allowances, statutory levies like ESI & EPF Employer shares, but excluding only service tax which shall be reimbursed on actual, as per govt. rules, on production of documentary evidence.
2 The bidder should quote manpower charges in financial bid strictly in accordance with the minimum wages as decided by the Central Govt. /GoG If the rates quoted found below the minimum wages, tender will be rejected.
3 Break up of payment structure shall be provided by tenderer along with financial bid as an Annexure-1.
4 Tender will be awarded after taking into account all the components i.e. A to D above.
5 Price bid evaluation shall be done considering all costs as indicated from A to D.
6 Actual work done shall be reviewed and noted for making Monthly agreed payments.
7 Stipulated Manpower quantities shall not be permitted to correction unless until intimated by iNDEXTb.
8 If the total amount of bid quoted is less than actual summation of cost of all the components/parts as the case may be, then the total quoted amount shall govern and difference between actual summation and amount quoted shall be considered as a discount.
9 If total amount of bid is more than actual summation of cost of all components/parts as the case may be, then the individual cost of the components/parts shall govern and total amount shall be reduced to actual summation and it shall be considered as mistake in totaling.
10 Where there is discrepancy between the rates in figures and in words, whichever is less shall govern.
11 Any ambiguity found in Technical or Price bid shall be brought to the notice in writing during pre-bid meeting.
12 Above enlisted Annexure shall be submitted in separate cover (Hard Copy) along with bid submission. Agencies who have
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 130
Sr.No Type of Manpower Rate per Month Rs. Total Nos Amount per Month Rs.
submitted Hard copies of Annexure will be eligible for Presentation/price bid opening.
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 131
FIN-2
And for additional works required during prevent and post event days for maintaining standards of said works over and above enlisted scope and frequency of work in the tender, following shall be paid extra and above.
Sr.No Description Unit Qty Rate Amount
1 Loading, transporting and unloading the garden refuse, garbage, semi dry waste etc. from a collection point in a hygienic manner. The quantity mentioned is approximate for a period of one month.Actual trip as per Contractor and iNDEXTb joint record shall be paid to the contractor
a Within the campus Tractor Trip 30
b Outside the campus beyond GMC limit Tractor Trip 60
2 Carpet Washing using shampoo cleaning to the clients satisfaction. The rate shall include cost of labour, equipment, consumables, etc. complete. The quantity mentioned is the total quantity of carpet at Mahatma Mandir, and the washing may be required once in a year or in part as and when required. Actual area cleaned shall be measured and paid separately.
Sq.Ft. 1,00,000
3 Glass Façade Cleaning (Curtain Glazing), from 0 to 17 m height for single side as and when required. Actual area cleaned shall be measured and paid. The rate shall include the cost of labour, equipment, consumables, etc. The quantity mentioned is the total quantity of glass facade at Mahatma Mandir, however the cleaning would be spread over a complete period of one year. The actual monthly quantity cleaned shall be measured and paid.
Sq.Feet. 63240
4 Same as above Sr. No 3 but for ACP Cladding Sq.Feet. 20950
Bid for selection of an Agency for Housekeeping Services at MMCC –Phase 1A/1B
iNDEXTb Page 132
5 Same as above Sr. No 3 but for Aluminum Lovers Sq.Feet. 17570
Total amount Rs. (FIN-2)
Notes:-
1 The rates shall be quoted for this section shall inclusive of cost of labor, material, equipment, overhead, statutory expenses, taxes and profit.
2 2. Only Service Tax and Cess on Service tax shall be paid extra by the owner as per prevailing charges.
3 3. Dust bins of all sizes will be provided by the Owner in consultation with the successful bidder. The dust collecting black polythene bags in the bins would be arranged by the bidder
4 4. Contractor to also provide all other equipment inclusive brush cutter to cut wild vegetation growth in the campus, machines for washing of carpets, etc
5 The tractors trolley shall be covered with while transporting the garbage.
6 Collection of all the garbage shall be in BLACK POLYTHENE GARBAGE BAG at all locations.
7 NO garbage shall be left open in any case.
8 Dealing with any GMC / GUDA official, their norms etc. is in contractor’s scope.
9 In case of additional works required during prevent & post event days for maintaining standards of said works over and above enlisted scope and frequency of work in the tender, same shall be paid extra over and above. The same additional works shall be certified by Engineer In charge/iNDEXTb officials.
Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to
expiration of the validity period of the Proposal, i.e. 120 calendar days from the last date of submission of this Proposal. The
payment terms mentioned in the referred tender for the work are also acceptable to us.
We understand you are not bound to accept any Proposal you receive.
Thanking You.
Yours Sincerely,
Authorized Signature [In full and initials]: ________________________
Name and Title of Signatory: ___________________________________