Tender Document for Catering Services @ Tansa House IIT Bombay
Sealed quotations are invited from various reputed Mess Contractors for managing/running the
Mess in Tansa House (Project Staff Hostel) at IIT Bombay - 76. The terms and conditions on which
the mess contract is to be awarded are given in the following pages and are divided under the
following headings:
1. Catering Contract Terms and Conditions, along with responsibilities of caterer.
2. Rules pertaining to the daily functioning of the mess.
3. General structure of the menu.
4. Sample mess menu.
5. Penalties for violation of mess rules.
6. Application format for getting Mess Contract of Tansa House mess, to be submitted to the
undersigned on separate sealed envelope mentioning “Tansa House mess quotation”.
Interested caterers are welcome to inspect the mess premises with prior appointment with our
General Secretary or the Hall Manager of Tansa House, who can be contacted on Mobile No.
9004770033 or 9820570259 on 8th January 2015
In case you are interested in the above mess contract please submit the following:
a) Technical bid in the Proforma provided on page 15 and containing documents as stated in
page 16.
b) Commercial bid containing the rates (per head per day) to be charged, presented in the
format provided on page 17, along with an EMD of Rs. 2 lakhs by 15.00 hrs (3:00 PM) on
January 16, 2015. Demand draft of this amount should be drawn in favor of Registrar, IIT
Bombay payable at Mumbai. The EMD amount will be refunded to unsuccessful bidders
after the mess contract is awarded to the selected caterer.
These should be submitted in two SEPARATE envelopes super-scribed as “Technical Bid” and
“Commercial Bid”. Both these envelopes must reach “Office of The DEAN (R&D), 1st Floor,
IRCC- SOM Building, IIT Bombay, Powai, Mumbai-400 076” by 15.00 hours ( 03.00 p.m.) on
January 16 th 2015. Submission of technical and commercial bid in a single envelope shall lead
to disqualification
Please don't send commercial bids to the above mail ids otherwise their bids will lead to
disqualification.
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Please note that the average mess bill in hostels with privatized mess ranges from Rs. 90 to Rs. 105per day per head.
Opening of Technical Bid will be on 19 th January 2015 at 17.00 hrs (05:00 PM) at conference
room no 1, 1st floor IRCC IITB Bombay
After inspection of the applicants' venue by the mess committee members for work quality and
logistics assurance, announcement of the shortlisted parties on the basis of technical bid will be
published on the website http://www.ircc.iitb.ac.in/tansatechbid.html latest by the 21st January
2015 17.00 hrs (05:00 PM) .
Shortlisted caterers will be invited to attend the opening of commercial bid at 22 nd January 2015
15.30 hrs (03.30 pm) at the same venue.
The kitchen and mess is likely to be handed over to the successful caterer in the last week of
January 2015. Full scale operation of the mess facility is expected to commence on 1 st February
2015.
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1 . Catering Contract Terms and Conditions along with responsibilities of caterer
The Mess facility in Tansa House on the campus consists of a kitchen and a dining hall. The
important terms and Conditions are listed below for convenience.
1. (a) The Mess Contract Agreement would be for a period of eleven months and
subsequently, may be renewed for an additional period of eleven months or part thereof, subject to
satisfactory performance.
(b)After three months of operation the caterer will be evaluated on the basis of the
guidelines and rules detailed in this document and in the leave and license agreement to be drawn. If
the caterer fails to meet the expectation and promises made, then the leave and license agreement
can be canceled at that time.
Extension of Contract after its successful completion will be decided by the council in a
discussion with warden and the legal cell of IIT Bombay.
2.Within 15 days of execution of the mess contract the caterer will be required to
provide a security deposit in the form of a Bank Guarantee of Rs. 8 Lakhs. This Bank Guarantee
should be from a scheduled nationalized bank, and will be held against any defaulting in
performance and violation of terms and conditions. This Bank Guarantee shall be effective for a
period of 12 months.
3. The catering contractor has to pay a license fee of Rs.1000/- per month for the
contract period and at such rate as may be fixed by the Institute for the subsequent period, if the
contract is extended.
4. The catering contractor will pay Rs.500/- towards water charges every month.
Electricity shall be provided free of cost.
5. Contractor must submit all necessary statutory documents, as stated on page 16.
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6. The successfull mess contractor should have registered himself with the Regional
Labour Commissioner (Central), Mumbai as a contractor under the Contract Labour Regulation Act
and should have obtained a Labour License and should complete all required formalities.
7. The following rules should be followed :
(a) The caterer should adhere to the provisions of the Provident Fund Act, the
Minimum Wages Act and other such acts which are applicable.
(b) The caterer should ensure that the payment is made to the labourers as per
Minimum wages act to the satisfaction of the licensee.
(c) The Caterer shall not employ child labour and upon violation legal action would
be taken.
8. Engagement of required staff, providing uniforms, Caps , hand gloves etc. is the
responsibility of the caterer . The workers should always use hand gloves and caps while working.
9. a)The expected strength of mess members is 160.
b) A biometric verification system will be made available to record the daily head
count.
c) It is the responsibility of the caterer to ensure that a member records his
presence, at every instance, in the biometric verification system before the plate (for food) is
issued to him.
d) The daily head count reported by the biometric verification system will be used
for calculating the total man days.
10. The timings, menu and price of extra items would be determined by the Mess
council of Tansa House in consultation with the caterer.
11. The caterer shall, at his cost, maintain adequate stock of food grain, grocery, and
adhere to the standards of the institute. The caterer shall be responsible for proper hygienic storage
of all raw materials.
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12. No food cooked in the mess may be taken out of the premises without prior
permission.
13. Vegetarian and Non Vegetarian food will be cooked and served separately.
14. Major civil and electrical works will be attended by IIT Bombay. Minor
maintenance jobs such as replacement of light bulbs, tube lights etc. are the responsibility of the
catering contractor.
15. Kitchen equipments, Cooking gas bank, Dining hall furniture and service counters
will be provided by IIT Bombay. Upkeep of all items provided by IIT Bombay will be the sole
responsibility of the caterer. Bring your own cooking utensils, crockery, cutlery etc., for cooking
and serving.
16.The stock entry of Kitchen equipments, cutlery, Cookery and furniture, etc., which is
provided by the council/IRCC/IIT Bombay and brought by the Contractor will be maintained in
Tansa Office in both the Hard and Soft copy format.
17. Refilling of industrial cylinders provided and procurement of good quality
provisions and other consumables is the responsibility of the caterer.
18. Security of licensed premises, equipment, fittings and fixtures, furniture etc. is the
responsibility of the catering contractor.
19. Maintenance of kitchen equipment will be covered to the scope of maintenance
service contract entered into by IIT Bombay with equipment suppliers, but catering contractor
should inform service contractor of maintenance requirements. Additional expenses on repairs and
maintenance of equipment, if any, shall be borne by the caterer.
20. The following rules should be followed :
(a) Cleaning and Housekeeping of Kitchen and dining area, will be the sole
responsibility of the caterer.
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(b) Cleaning of utensils, cutlery, crockery, kitchen equipment, furniture is also
responsibility of the caterer. The highest possible standards are expected in this regard
(c) All possible measures must be taken to ensure hygiene in the kitchen and mess.
These include the provision of ample Liquid soap for hand wash at basin, clean towels to cleanhand,
hand gloves for mess workers who handle items like salad, pani puri etc., head caps for mess
workers and other measures as advised by the council.
21. Council of Tansa House reserves the right to check on cleanliness and upkeep of
premises and quality of provisions, and quality of the food.
22. The caterer shall attend a monthly meeting of the mess committee, failing which a
penalty will be imposed.
23. No accommodation, except a changing/resting room, will be provided to the
workmen of the caterer.
24. A caterer holding atleast two mess entities in IIT Bombay at the time of opening
technical bid will be disqualified. Prior agreement entered with other hostels will not be counted
towards this tender agreement.
25. Only those caterers who have establishment in Mumbai adjoining areas shall be
considered.
26. The caterer should preferably have experience of catering in an establishment of
capacity of a few hundreds.
27. It is mandatory to have 1 helper per 25 members and 1 cook per 100 members. This
workforce should be divided into two teams, so as to operate in two shifts of duration of eight hours
each. 2 supervisors must be present in each shift. One of the supervisors should be entrusted the
duty of quality control and hygiene.
28. The caterer is required to be present in the General Body meeting of Tansa house to
address the queries of mess members.
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2. Rules pertaining to the daily functioning of the mess
1.a) Mess timings
Breakfast : 07:45 AM to 10:00 AM
Lunch : 12:30 PM to 02:30 PM
Tiffen : 05:00 PM to 06:20 PM
Dinner : 08:00 PM to 10:00 PM
b) It is the responsibility of the caterer to ensure that a member records his
presence, at every instance, in the biometric verification system before the plate (for food) is
issued to him.
2. Unlimited salad will be provided during lunch and dinner. It will comprise of lemon,
green chillies (including fried chillies) and any three of the following in every meal: Tomatoes,
cucumbers, onions, beetroots, carrots, and cabbage.
3. Mouth freshener (Fennel seeds and sugar) and Pickle to be provided with every meal.
4. Paneer is to be served twice a week if so decided in the menu.
5. During 15 weeks of the year, Tang (in different flavours) / Nimbu Pani must be
served in unlimited quantity during lunch for 4 days of the week (March to May).
6. Chaas (unlimited), Lassi (2 glass of 200 ml each), Raita (unlimited), shrikhand, must
be served during lunch on two days of the week, if so decided in the menu. On other days when
chaas/lassi/raita/shrikhand will not be served, curd must be served.
Curd must be provided in any one of the meal (Breakfast/Lunch) during April to June.
7. Coconut chutney & traditional south indian sambar will be served with all south
Indian dishes (like idli, dosa, etc.)
8. Sweet Dish or Ice Cream (1 cup or bar) or Milkshake (1 glass of 200 ml) or Cold-
Coffee(1 glass of 200 ml) or one serving of Fruit have to be served with dinner on all seven days.
Sweets must include variety from all parts of the country like Bengali, Gujarati, South Indian
sweets etc.
9. Whenever butter is provided, Members will be served ~25 gms of butter. Ketchup has
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to be provided along with dishes like Maggie, Samosa, Paratha etc.
10. Imli Chutney will be served with items like samosa, kachori, all types of chats etc.
11. Jain Food (for ~10 members) will be served on a separate counter.
12. Menu as decided by the mess committee will be strictly followed and Mess Menu
will be changed every month with the items decided by Tansa Mess Committee.
13. Extra items e.g. extra bowls of curd, non veg. items(omelette, Egg Burji), and
special vegetarian dishes etc. over and above the decided mess menu can be sold at prices decided
in by the Mess Council in consultation with the caterer.
14. Sufficient counters should be operational. The need will be decided by the Mess
Council.
15. Catering services for institute events held within the premises of Tansa House may
be undertaken only after obtaining a written permission from the mess council and warden at least
three days prior to the event.
16. Coupons for guest meals and extra will be sold (given) to the customer either on the
basis of a mess member writing for it in the register maintained or against cash payment for the
same to the caterers. The price of the same shall be decided by the mess council in consultation with
the Caterer. Guest who are not accompanied by Tansaites (residents of Tansa House) will be
allowed for the food at your own responsibility, provided there should not be any scarcity of
food/seating arrangement of the Tansaities & their guests.
The coupon rates will be decided in consultation with Warden, Mess Council and the contractor for
a) Price for Inmates & Guests b) Price for Outsiders.
17. Rebate will be given to members for a minimum period of three days/ month and
maximum of twelve days/month on which he does not avail mess facility with prior notification of
one day. During unavoidable circumstances the rebate dates/days can be registered / extended by
their friends or Tansa Council.
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18. In case the mess is closed on any occasion during the pest control :
a) If closed for the entire day, then that day will NOT considered while preparing the
bill of that month.
b) If closed for a particular Meal / Meals, then that will be considered while preparing
the bill of that month. This (unused) amount should be equalized towards the expenditure of Gala
dinner by the caterer.
19. (a) Caterer should provide special Dinner or Lunch on occasions like festivals for
eight to ten days in a year, as decided by the mess council, at no extra cost,. Tea parties and regional
food festivals should be organized occasionally at no extra cost, as decided by the mess council.
(b). In case a special event is organized in the hostel for which food is arranged from
another caterer/restaurant, the students will get a discount corresponding to food charges for that
meal. This is expected to happen no more than twice a year
20. (a) Extra items e.g. non veg. items over and above the decided mess menu can be
sold at prices decided in by the Mess Council in consultation with the caterer.
(b) Twice a month, chicken biryani (unlimited rice and a reasonable amount of meat per
person, 2 standard pieces or equivalent amount) along with raita should be served instead of the
regular vegetarian meal, if the council requests, to the non-vegetarian members at a decided cost.
For these meals only, those who opt to eat biryani, instead of the vegetarian meal, should not be
charged for the vegetarian meal as well.
21. Gala dinner should be served once in three months (if 18–A) or once in two months
(if 18-B) with special menu decided by the Tansa Council with out extra cost.
22. The “Tansa Mess Council” reserves the right to observe compulsory holiday for the
mess in any given day/date in a year, maximum days counting not beyond 7 days. This days will not
covered under rebate. Prior notice will be served by the “Mess council” in advance.
23. Caterer should provide purified hot water.
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3. General Structure of the Mess Menu
The following is the general structure of the menu. The detailed menu is provided in the table
that follows.
Breakfast
Indian dish, brown and white bread slices (Normal /Toasted) with butter and jam.
Sprouts/Boiled Pulses/Corn, Milk (one Glass of 200 ml) with Cornflakes / Bournvita / Horlics
2 boiled Eggs or Double Omelet or Egg Bhurji OR 2 Bananas
Unlimited Tea and Coffee
Lunch
Unlimited Rice, Unlimited Chapatti (with and without Ghee) or Plain Paratha or Poori,
Unlimited Dal
Unlimited other special rice items as mentioned in the menu
Unlimited Sambar or Rasam (5 days a in week – alternatively)
Unlimited green leafy vegetables curry (2 days in a week)
Unlimited Curry and Unlimited Sabji, Unlimited Salad
Curd / Raita / Chaas / Lassi / Shrikhand as mentioned.
Papad / chips, Pickle,
Tiffen
Snack item + 4 brown or white slices of Bread(Normal /Toasted), Butter, Jam OR Milk (Plain
milk/Horlicks/Bournvita)
Unlimited Tea & Coffee
Dinner
Unlimited Rice, Unlimited Chapatti (with and without Ghee) or Plain Paratha or Poori,
Unlimited Dal
Unlimited other special rice items (3 / week )
Unlimited Rasam
Unlimited Curry or Sabji
Unlimited Salad
Pickle
Fruits / sweets (Alternative for 6 days in a week)
Ice Cream (Once in a week)
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4. Sample mess menu (This is a representative menu only)
Breakfast Lunch Tiffen Dinner
MondayMethiParatha,Curd,Ketchup,Corn Chat
Mix veg/seasonal saagDaal Tadka, Jeera Rice+ Lassi with Rooh-Af-Za+ Sambar
Samosa +green
chutney
Veg. Hariyali, Roti, Dal,Rice, Pineapple Slice,Salad, Pickle
Extra : Egg Masala curry
Tuesday Mix veg Uttapam, Sambar, Chutney,
Sprouted Channa Chat
Barbatti(Long yard Beans), Urad Daal Lemon Rice, Rasam, Curd
Dhokla/White
Dhokla, Chutney
Carrot+mushroom + mutter dry/Besan Sabzi/ , akkha Masoor Daal, Plainrice, Peda
Extra : Paneer Burji
Wednesday Poha, Misal +Sev
Lablab Beans / Malai Methi mutter, Chana daal, Jeera Rice, Paratha, Sambhar,boondi raita
Masala- Sandwich Paneer Pasanda + Daal, Plain Rice Moong dal halwa
Extra : Chicken fry /curry
Thursday Vermisilli Upma, Rava Upma
Sprouted moong chat
Rajma/Baingaan Bharta,Dal Methi, Plain Rice+Curd rice, Tomatochutney
Palak Paneer
Thali-Peeth+ cold coffee
Malai Kofta/ Veg Kofta Mix, daal Plain Rice,Yellow Rasam, FruitCustard
Extra : Gobi 65
Friday Idli, Medhu vada, Sambar,Chutney,
Ground nut
Kathiyawadi Undiyu Masoor daal, Veg Pulao,Rasam, Sweet pineappleRaita
Pani Puri +
choley/Dahi
Cauliflower+Mutter+ Shimla mirch dry Daal Makhani Veg Pulao, Veg clear soup, Kheer
Extra : Fish fry / curry
Saturday Onion Paratha, CornChat
Aloo+Mutter+Padwal dry Daal Fry, Khichdi, Plain Rice, Saijan patta,Butter Milk
Bhel-Puri French Beans+mutter+aloo, Dal Tadka+ Rice Rasam, Ice-Cream
Sunday Masala dosa, Sambar, Chutney, Black boiled Channa chat
Aloo Mutter + Puri + Shrikhand Veg Pulao + Moong Daal Peanut Chutney + Rasam
Sewai Poha/Maggi + Ketchup
Kadhai Paneer/ Paneer 65 Black Daal Fry, Veg Hyderabadi Biryani, Imarti
In breakfast, only the item present as Indian Dish has been mentioned. Rest all items as stated
earlier will always be there, as indicated by Normal.
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5. Penalties for violation or rules, terms and conditions
The caterer will be fined in case of violation of the following rules
1. Non-availability of complaint register on the counter/discouraging members from
registering complaints would lead to a fine of Rs. 2,500/- on the caterer.
2. Any complaints of insects and/or foreign object(hair, rope, cloth, plastic, etc) cooked
along with food found in any food item would invite a fine of Rs. 5,000/- on the caterer.
3. Any complaint of stones / pebbles of diameter more than 2 mm will attract a penalty
on the caterer which can range between Rs 300/- to Rs 3,000/- depending on the size of the stone/
pebble.
4. Hard and/or sharp objects like glass pieces, nails, hard plastic etc. will attract a
penalty of at least Rs 5000/- per incident.
5. a) Food poisoning, shall invoke a hefty fine beyond the limit of any fine mentioned
above, along with cancellation of contract and possible blacklisting of the caterer.
b) 3 or more complaints of unclean utensils in a day would lead to a fine of Rs. 3,000/-
on the caterer.
6. If mess committee agrees that certain meal was not cooked properly then a fine of Rs.
3,000/- would be imposed on the caterer.
7. a) If food for any meal gets over within timings of mess and waiting time is more
than 10 minutes for breakfast or lunch or dinner then a fine of Rs. 2,000/- would be imposed on the
caterer. The timing for that meal will be extended equivalent to delay time.
b) If the quality of milk is not found up to be appropriate, or it is diluted, a fine of
8,000/- would be imposed.
8. Changes in menu of any meal (including fruit/juice/milkshake) without permission of
mess committee would result in a fine of Rs. 5,000/- to the caterer.
9. Fine on any discrepancy (personal hygiene of workers, misbehaviour by workers etc.)
will lead to fine of Rs. 5,000/- on caterer for every instance.
10. For any rules stated in the agreement,
- First violation of the rule implies fine as per the rule.
- Second and subsequent violations of the same rule within 30 days of previous
fine will attract triple the initial amount of fine on the caterer.
11. a) Inappropriate personal hygiene of workers including their dress and / or
misbehavior by workers etc. will lead to fine of Rs. 3,500/- on caterer for every instance.
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b) Failure to maintain a proper health check up of the workers will attract a fine of
Rs. 4,000 /-per instance
c) Absence of proprietor or his representative empowered to take decision from mess
council meetings on due invitation (which will be held once every month) will attract a
fine of Rs. 10,000/- on caterer.
12. As and when mess council proposes a fine it will inform the representative of the
caterer or mess manager and fine will be imposed with consent of the warden.
13. Using of brands not mentioned in the contract without prior permission and
adulteration shall invoke a hefty fine beyond the limit of any fine mentioned above and decided by
the mess council with consent with the warden.
14 Severity of hygiene failure shall be assessed and decided by the mess council and
fined appropriately. In case of gross failure/negligence a severe penalty will be imposed, which
could be a hefty fine as cash and/or summary termination of the Contract.
15. The notice period for the termination will be 30days. If a contractor disobeys the
rule made by the Tansa Council, repeatedly commits the same mistake then the contract shall be
terminated immediately without any notice. Further caterer would be Black listed by the institute.
16. Caterer would not have any right to put any charges/blaming on any of the Tansa
Council members as they are serving voluntarily to the Tansa House.
17. a)Only people who pay, gets the food. No other people including janitors, security
men, or any other staff gets free of cost food for any reason. (Exception - food quality supervision).
b). A Penalty of minimum Rs. 1000 should be charged on mess contractor, per person who is offered free of cost food. It is the responsibility of contractor to ensure that only people who pay gets food.
P.S : Any penalties/fines imposed on the caterer would be deducted from their payment
of the same month itself.
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Brands of consumables permissible in Tansa House mess
Item Brand
Salt Tata, Annapurna, Nature fresh
Spices M.D.H. Masala, Satyam, Badshah, Everest, Kepra
Chicken Venky's Chicken, Godrej Real good, Suguna, Al Kabeer
Ketchup Maggi, Kissan, Heinz
Oil (Sunflower) Sundrop, Godrej, Saffola, Fortune, Dhara
(use of Hydrogenated (vanaspati) oil is prohibited )
Pickle Mother's or Pravin or Priya or Bedekar or nilon’s
Atta Ashirvad, Pillsbury, Annapurna
Instant Noodles Maggi
Flavoured fruit drinks Tang Papad Lijjat
Butter, Cheese Amul, Brittania, Mother Dairy
Bread Modern, Kwality, Wibs
Cornflakes Kellog’s
Jam Kisan or Maggi
Ghee Amul, Mother Dairy, Britannia, Gits, Everyday
Shrikhand Amul
Frozen Yogurt Mother Dairy
Cow Milk Mahananda, Amul, Mother Dairy (Without Water)
Paneer Amul
Tea Brook bond, Lipton, Tata, Taaza
Coffee Nescafe, Bru, Tata Cafe
Ice Cream Amul, Mother Dairy, Kwality, Natural's
Soya Nutrella
Frozen Peas Safal (off season), Al kabeer, Mother Dairy
Jam should be real fruit jam,
Ketchup contains 100% tomatoes
The caterer may use any other FPO approved brands only if permitted by the Mess Council
in writing.
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Proforma for the Technical Bid
Name of the Party :
1. Name of the Proprietor :
2. Contact Address :
3. Contact Phone : Fax :
Email : Mobile :
4. Major establishments in/around Mumbai :
(i) (ii)
(iii) (iv)
Signature of the Proprietor or Authorized Representative
Date : Name of the Signatory :
Place : Designation
Stamp :
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Information to be provided in the Technical Bid
1. Details of Experience of handling large institutional/corporate cafeteria/food outlet:
Current and Earlier (during last 10 years)
2. Any other pertinent information.
Documents to be provided with the Technical Bid
1. Two References from establishment where caterer has provided service in the past or
present
2. Photocopy of the following documents:
a) Bank solvency certificate,
b) Income tax clearance certificate -last three years
c) Catering(from FDA), food outlet & labor license,
d) Municipal license by Public Health Officer
e) Registration Certificate
f)Details about PF/ESIC information,
g) Balance Sheet - last 3 years,
h) Partnership deed
i) Sales Tax certificate,
j) Shop & Establishment Registration
k) Municipal Certificate,
I) Work orders from other organizations
Please note that bids without the information and documents mentioned above will be rejected without further consideration.
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Proforma of Commercial Bid
To
Warden, Tansa House
Indian Institute of Technology, Bombay
Powai, Mumbai-400 076
Sub: Mess Catering Contract for Tansa House, IIT Bombay
Name of the party : _________________________________________________
Our quotation for the Tansa mess is: Rs.______ (________________________________________
in words) /day/member. The above quotation includes all applicable taxes as detailed below:
Rs.
Catering charges per day per head
Taxes* (if any )
Total
*- service tax exemption notification attached.
We have read and agree to
1. Terms and conditions of Mess Catering contract
2. Rules pertaining to the daily functioning of the mess
3. Penalties for violation or rules, terms and conditions
Signature of the Proprietor or Authorized
Representative
Date : ___________ Name of the Signatory :
__________________
Place : ___________ Designation : ___________________________
Stamp:
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