management and housekeeping (including catering) services ... · the reserve bank of india,...

Reserve Bank of India Estate Department, 74/1, Rajpur Road, Dehradun

Notice Inviting Tender for Management and Housekeeping (including catering) services at Bank’s Holiday Home in Mussoorie

Tender for Management and Housekeeping (including Catering) services at Reserve

Bank’s Holiday Home in Mussoorie

CONTENTS

1. General Terms & Conditions and Scope of Work and Services

2. Part – I: Technical Bid

3. Part – II: Price Bid

Last date for submission: 14:00 hrs on March 12, 2018 Opening of Technical Bid: 15:00 hrs on March 12, 2018



GENERAL TERMS & CONDITIONS

Last date for submission of sealed tender : 14:00 hrs on March 12, 2018

Date & Time of opening the Technical Bid : 15:00 hrs on March 12, 2018

The Reserve Bank of India, Dehradun (hereinafter referred to as “the Bank”) is desirous of engaging an Agency/company/service provider(s)(hereinafter referred to as the “Agency”) for Management and Housekeeping (including Catering) services of the Bank’s Transit Holiday Home (THH) at Noor View Lodge, Camel Back Road, Mussoorie, Dehradun - 248179 consisting of eight rooms. (Two executive rooms, three rooms for officers and three rooms for workmen employees). The period of contract shall be initially for one year i.e., from April 01, 2018 to March 31, 2019, which may further be extended up to two years (one year at a time), subject to annual review by the Bank based on the satisfactory performance of the agency/ company/ service provider(s) and at the sole discretion of the Bank.

The services provided by the agency should be on round-the-clock basis. ELIGIBILITY CRITERIA

a) The Agency should be registered with the appropriate Government authority and should be a well-established organization.

b) The Agency should have the experience in Management, Housekeeping and

Catering of Guest Houses of reputed Organizations (Government Departments/ Public Sector - Central or State/ Reputed private sector companies/ Multinational corporations/ Public or Private Sector banks/ three-star and above category of hotels directly running their own kitchen and upkeep of the hotel) (Labour, Material and Services) on round-the-clock basis for a continuous period of a minimum of three years.

c) Documentary evidence for such experience in Management & Housekeeping

(including Catering) Services and relevant work experience certificates of having successfully completed similar works/ contracts during last three years shall be submitted along with the tender, without which tender is liable for rejection at the discretion of the Bank.

d) The Agency must have a turnover of 25 Lakh during the last financial year i.e. 2016-

17. e) The Agency must be making profit for the last three consecutive years. The year wise



profits (2014-15, 2015-16 & 2016-17) duly supported by CA certificate/ certified copy of balance sheet may be provided.

f) The Agency should submit Income Tax Return Certificate/ Assessment Order and

audited Balance Sheet for the past three preceding financial years. g) The Agency should submit the list of clients served (current and previous), references

of the companies where their current responsibility includes housekeeping maintenance and catering, certificates from clients with respect to performance of the Agency & total number of staff in the organization engaged in this work. The Bank reserves its right to contact any of these clients for confirmation/satisfaction of the experience certificate submitted by the Agency. The Bank may obtain reports on past performance of the Tenderer from its clients and bankers. The Bank may evaluate the said reports before opening of the Part-II of the Tenders. If any Tenderer is found not meeting the required eligibility for participating in the tendering process at any point of time and/or its performance reports received from its clients and/or its bankers are found unsatisfactory, the Bank reserves the right to reject its offer even after opening of Part-I of the Tender and its sealed cover containing Part II of the Tender along with EMD shall be returned to the Tenderer as it is. The Bank is not bound to assign any reason for doing so.

h) The Agency should preferably be having certificate from International Organization for

Standardization (ISO) and Occupational Health and Safety Assessment Series (OHSAS) or such equivalent organization and any other license/authorization that may be required by FSSAI.

i) There should be neither any legal/ criminal case/ charge under investigation/ enquiry/

trial against the Agency, nor convicted in a Court of Law or suspended/ blacklisted by any organization on any grounds. Concealment of facts and subsequent detections will lead to annulment of the contract/rejection of bid forthwith.

j) If the performance of the Agency is found to be unsatisfactory for any reason, in any

organization, the Bank reserves the right to reject the bid submitted by the Agency. k) The opinion/ decision of the Bank regarding the bids shall be final and conclusive.

The Bank reserves the right to reject any or all the bids any time without assigning any reason thereof.

l) The Bank reserves the right to reject incomplete tender forms or bids where the

tender form has been left blank in places or if information furnished is found to be wrong or misleading.



EVALUATION CRITERIA

Technical Bids of applicants will be evaluated based on the above eligibility criteria after scrutinizing all the relevant documents as sought from them. Bids shall be evaluated based on a combination of Technical and Price bid. 70% weightage will be given to Technical bid while 30% weightage will be given to Price bid. Only those agencies shall be deemed to have qualified in the Technical Bid which have scored a minimum of 60 marks out of 100 allocated on various parameters as furnished in Para 19 of Scope of Work and Services of this Tender document.

COST OF TENDER DOCUMENT

Cost of Tender document is ` 500/ (Rupees Five Hundred Only) which may be paid by the bidders towards application fee paid through NEFT/ Net banking only to A/c No.186003001, IFSC Code: RBIS0DNPA01 to Reserve Bank of India, Dehradun. The Tender document fee is Non-Refundable.

EARNEST MONEY DEPOSIT

The Tender Application (Part - I - Technical Bid) must be submitted along with the Slip of Statement for the payment of EMD amount ` 25,000/- (Rupees Twenty Five Thousand Only) towards Earnest Money Deposit (EMD) paid through NEFT/ Net banking only to A/c No.186003001, IFSC Code:RBIS0DNPA01 to Reserve Bank of India, Dehradun without which applications will be rejected. If the successful tenderer refuses to sign / commence the work / enter into agreement subsequently, earnest money shall stand forfeited. The EMD will not carry any interest and would be refunded to the unsuccessful bidders within 10 working days of the signing of the contract. The Agencies/ companies which are registered as MSME with NSIC also have to deposit EMD amount failing which the Tender applications will not be considered and they will be returned to the Agency as it is, without opening the same. SECURITY DEPOSIT

a) The successful Tenderer shall deposit interest free security deposit of Rs.50,000/- (Rupees Fifty thousand only) through NEFT/ Net banking only to A/c No.186003001, IFSC Code:RBIS0DNPA01 to Reserve Bank of India, Dehradun or in the form of Bank Guarantee valid for a period of 18 months from the date of commencement of work.

b) The Security Deposit should be paid before start of the work by the Agency This is a pre-requisite for awarding the contract. No interest will be paid to the Agency for the amount of Security Deposit.

c) The bank guarantee should be in the format of bank guarantee enclosed with the tender document.

d) The Bank shall have right to invoke the bank guarantee without any precondition of proving the loss or seeking prior permission from the Agency.



e) Failure to pay the security deposit shall be treated as failure to discharge the duties under the contract and shall result in cancellation of the offer of the contract and the EMD of the applicant shall be fortified.

f) The bank guarantee shall be released without interest after 2 months of completion of the contract period only after being satisfied of the successful completion of the contract and no liabilities from the Agency or its employees is due and payable. In case of any complaint, the security deposit shall be discharged only after adjusting all dues, liabilities, etc.

g) RBI reserves the right to recover any part or the whole of the amount of the security deposit for losses suffered by RBI due to failures on the part of the Agency or due to termination of contract or Agency becoming disqualified because of liquidation / insolvency or change of composition.

h) The decision of RBI in respect of such losses, damages, charges, expenses or costs, shall be final and binding on the Agency and the decision shall not be questioned.

ONE BID PER BIDDER Each bidder shall submit only one tender either by himself or as a partner in joint venture or as a member of consortium. If a bidder or if any of the partners in a joint venture or any one of the members of the consortium participate in more than one bid, the bids are liable to be rejected. COST OF BID The bidder shall bear all costs associated with the preparation and submission of his bid and the Bank will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tender process. VISIT TO SITES The bidder is required to provide hospitality services at Bank’s Holiday Home at Mussoorie and is advised to visit and acquaint himself with the site conditions. The costs of visiting shall be borne by the bidder. It shall be deemed that the contractor has undertaken a visit to our holiday home at Mussoorie and is aware of the operational and site conditions prior to the submission of the tender documents.

CANVASSING Canvassing or offer of an advantage or any other inducement by any person with a view to influencing acceptance of a bid will be an offence under Laws of India. Such action will result in the rejection of bid, in addition to other punitive measures.



SCOPE OF WORK AND SERVICES

1. RECEPTION-CUM-FRONT OFFICE

To attend to phone calls, receive messages, interact with guests and RBI Office, Dehradun coordinate bookings, room allocation, check-in and check-out of guests, collect cash towards room tariff & catering charges, obtain signatures of guests as required, maintain proper accounting and submit applicable amount periodically to Manager, HRMD, RBI, Dehradun.

2. FRONT OFFICE

When the guest checks-in, the Agency’s staff shall do the following:

a) Attend to him, receive him, verify identity of the guest and allot the room assigned to the guest. The necessary entries in the guest register, to be provided by the Bank, may be made. The Bank will reserve the rooms and intimate the Agency through allotment advices. The Agency/ Agency’s staff shall not allot rooms on its/his own.

b) Accompany guests to his/her room and offer help to carry his baggage to the allotted room, ensure his comforts, offer him tea/ coffee/ food, etc. suiting the time. The Agency will procure all the materials required for guest amenities and provide bath/toilet kit in the rooms. The items to be provided in these kits will be from the list of approved brands attached with this tender document.

c) Ensure availability of specified items such as toilet kits, mineral water, newspapers, Tea/coffee/sugar/milk sachets, etc. (The cost of these items will be reimbursed on actual basis on production of appropriate bill and the occupancy of the rooms.)

i. 2 bottles of mineral water of 1 litre each of approved make should be provided daily to every occupied room.

ii. 2 sachets each of sugar, tea, coffee, milk should be provided to every occupied room daily. Additional sachets may be provided on requests by guests.

iii. One national English or Hindi newspaper should be provided in all occupied rooms.

iv. One toilet kit should be provided to each room upon allotment. The toilet kit will

include one tooth brush, one small size tooth paste, two bath soap cakes, one

shampoo sachet, comb, hair oil, razor, shaving cream pouch and one washing

powder pouch.

v. Any additional toiletries or any other item for the Executive rooms (Room No. E-1

and E-2) to be placed during visit of senior officers will be as per the

advice/requirement of the Bank. The amount in this regard will be reimbursed by



the Bank along with the Agency’s bill. The suppliers bills will be submitted while

taking reimbursement.

d) When the guest checks-out, separate bills for room rent and food/extras are to be

prepared and signed by the guest. Collected cash towards room tariff will be paid to

the Bank through NEFT.

e) At the time of check-out, the Agency’s staff shall ensure that the room occupied by

the guests is in order with respect to the assets of the Bank. A quick check to be carried

out for the purpose before the guest leaves the THH. Simultaneously, it shall be

ensured that the guest has not left behind any of his/her belongings in the room. If

any belonging of the guest is noticed after he/she has left then the Agency shall

immediately inform the Bank officials for sending the same to the guest.

f) The keys are to be collected from the guests moving out or checking out from THH.

g) Offer help to the guest for carrying his/her baggage from the room to the vehicle.

h) The Agency’s staff shall not seek any tips or favour from the guests for the services

rendered.

3. CATERING

The Agency shall provide the following services:

a) Preparation of Tea/ Coffee, Breakfast, Lunch, Dinner etc. The timing for services shall

be as informed by the Bank in advance to the Agency’s staff. The rates of various

items is provided at ‘r’.

b) The menu may be altered for specific guests / special occasions / programs /

functions as desired by the Bank, within the overall scope of the menu.

c) The Agency’s staff shall take orders beforehand from the staying guests regarding

their food requirements.

d) The Agency’s staff shall take care to provide healthy food to the guests as per the

standard menu prescribed by the Bank. However, in exceptional cases, he may

have to prepare food as specified by the guests on medical grounds.

e) The Agency’s staff shall be responsible for procurement of raw materials and

ingredients. Good quality (AGMARK/ FSSAI marked) raw materials and oils shall be

used in the preparation of food and beverages. Fresh vegetables and milk, standard

beverages shall be used. All raw materials used should be free from adulteration or



any foreign material. The Agency should also ensure that the used edible oil is not re-

used for any other cooking purpose.

f) Vegetarian and Non Vegetarian dishes shall be prepared and served separately.

g) Non-vegetarian dishes shall be made from fresh and good quality mutton or chicken;

and shall be purchased from standard authorized shop. The pieces of non-

vegetarian items shall not be too small or too big. Unnecessary shreds and small

bone pieces shall be removed. The non-vegetarian items shall be washed and

marinated properly before cooking.

h) All vegetables, fruits etc. used shall be fresh and shall not be rotten or over ripe. The

Agency shall be responsible for their hygiene and safety. Milk and milk products such

as curd, yoghurt, cheese etc. shall be of good quality and should be prepared and

served fresh. All the items being used shall be stored properly and used before the

expiry date/best before date.

i) The Agency’s staff shall store sufficient quantity of high quality ingredients in the

available place in the THH to ensure preparation of food items in time.

j) The Bank’s authorized official has the right to verify the adequacy of supplies, test the

provisions purchased, quality of food, reject any ingredient that may be found to be

substandard.

k) The food preparation is to be done in a strictly hygienic environment and matching

process without any compromise. Every food preparation shall be used for the

specific service and the left-over food shall not be carried to next meal service.

l) The Agency’s staff shall be responsible for service of food and beverages in the

common dining room as also in the room of the guests (if requested for).

m) The Agency’s staff shall provide efficient and prompt service to all the visiting

members. The Agency’s staff shall perform the service to the satisfaction of the Bank

officials. If any shortcoming is found, then on instruction from Bank officials, the

Agency shall rectify the shortcoming immediately.

n) The Agency should ensure that they appoint well qualified & experienced cooks for all

types of food preparation.

o) The Agency’s staff should ensure total cleanliness and regular cleaning of facilities in

the kitchen. Routine cleaning and proper handling of kitchen equipment required for

food preparation will be the Agency’s responsibility.



p) The Agency’s staff shall attend to any or all catering requirements whether covered

contractually or otherwise, at a pre-determined price laid out in the contract or

mutually agreed upon thereafter.

q) The Agency shall coordinate the booking & procurement of gas cylinders at their own

cost.

r) The cost of food shall not be charged more than the cost indicated below:

Sr. No.

Particulars Quantity Rate in Rs.

Remarks

Hot & Cold Drinks 1 Tea Per Cup (milk or lemon) 1Cup 8.00 2 Tea with 2 Biscuits 1 Cup 10.00 3 Coffee (Nescafe with milk) 1 Cup 15.00 4 Cold drinks - MRP 5 Mineral Water - MRP

Breakfast 1 Cornflakes(50 gm), Milk(250

ml) with sugar25.00

2 Puri (05) with Seasonal Sabji Per Plate 35.00 3 Plain Paratha 01 No 10.00 3 Stuffed(Aloo / Gobhi / Mooli/)

Prantha 01 No 20.00

4 Curd 1 Bowl (50 gm.) 01 No 15.00 5 Bread with Butter /Jam 2 Pcs 15.00 6 Poha/ Dalia/ Oats(50gm) Per Plate 25.00 6 Eggs Boiled 2 Pcs 15.00 7 Omelette 2 Eggs 25.00

8 Idly/ Vada with Sāmbhar 4Pcs 25.00

Lunch / Dinner 1 Rice, Chapattis, Dal / dal fry,

02 (two) Seasonal Vegetables, Fresh green salad (minimum 100 grams – preferably two/three items), Papad, Curd, Pickle, Sweet (Rasgula/Kheer etc.)/fruits.

90.00

Non Veg :- 1. Egg Curry 2 Pcs. 35.00



2. Chicken Curry:- a. Full Plate 06 Pcs Per Plate 140.00 b. Half Plate 03 Pcs Per Plate 80.00 3. Mutton:- a. Full Plate 06 Pcs Per Plate 200.00 b. Half Plate 03 Pcs Per Plate 100.00

Individual Items:- 1. Rice Full/Half 40.00/20.00 2. Dal /Dal Fry/ Rajmah/Chhole Full/ Half 50.00/30.00 3. Chapatti 2 pieces 10.00 4. Mix Veg/ seasonal veg item Full/ Half 60.00/35.00

4. HOUSEKEEPINGa) The number of rooms available in the THH and the area of lounge, dining halls, etc.,

are given separately as per General Information of this Tender. The Agency,

before submitting its offer, may visit the place for its own assessment.

b) All the rooms shall always be kept disinfected, neat and tidy to enable the Bank to

allot the rooms at any time.

c) Linen like towels (hand and bath), bed spreads and bed sheets as also the inner

sheets to Quilts/Comforters should be changed immediately after the guest checks out

and every day, if in the continuous occupation of the room.

d) Bed linen, pillow covers and towels should be regularly washed and kept in clean

condition for use. The bed sheets and pillow covers should be ironed before its use.

Washing of curtains is to be carried out once in two months. The services of dry

cleaners will be engaged for washing blankets/ quilts/ comforters which is required

to be done once in a month. Payment towards the same will be made as per the rate

quoted in the contract.

e) Room fresheners and deodorants (of reputed brands) are to be made available in all

the rooms, toilets, lounges and all common toilets. They may be replenished

immediately by the Agency whenever required.

f) The Agency shall be responsible for making the bed and clean all rooms daily. All

rooms, bath rooms and toilets are to be cleaned with high quality disinfectants (use of

acids strictly prohibited).

g) The Agency shall ensure that the cleaning/ housekeeping materials being utilized by



them are ISI approved products of reputed brands. These should be environment

friendly and no toxic chemical should be used for the purpose. It shall also provide to

workers proper equipment for sanitary and general cleaning.

h) The Agency shall take care of miscellaneous requirements like replacement of

batteries for clocks, remote units of TVs, ACs, etc. provided in the THH rooms and

other places.

i) Rooms to be regularly checked for bed linen, hand towel, bath towel, soap, shampoo,

water, functioning of TV, refrigerators, ACs, geysers and bath room fittings, bulbs,

etc. and maintain the same on regular basis .

j) The Agency has to ensure the following weekly services:

i. Mechanical washing and scrubbing of floor area with detergents, dust

removing chemicals and polishing of the floor areas etc.

ii. Removal of cobwebs, dusts, termites, insects, pests etc.

iii. Windows sponging and cleaning.

iv. Keeping ceiling and table/pedestal fans, air-conditioning grills dust free.

v. Cleaning of dustbins and buckets with detergents.

vi. Cleaning of sanitary wares by using reputed branded products.

4.1 LAUNDRY

1. To render all laundry services of high standards for rooms and guests.2. The Agency shall be responsible for management, manpower, materials and systemsfor efficient and timely laundry services for the Holiday Home.3. Bed linen and towels should be regularly washed and kept in a clean condition foruse. Washing of table clothes, curtains, blankets, etc. are to be carried out on regularbasis.4. The Agency shall charge from the guests for washing and ironing of guest’s personalclothes at mutually agreed rates.5. RBI shall provide water and electricity along with adequate space.6. Common Washing Machine is provided for the use of guests. The agency shall assistthe guests as and when they wish to avail this facility and shall not charge any moneyfrom the guest for the use of the washing machine.7. Bed linen and towels should be changed with every change of occupancy and everyalternate days of occupancy.



4.2 MAINTENANCE WORK The Agency shall ensure proper functioning of all systems in the THH such as

electrical, electronics, sanitary and water supply. In case of any complaints regarding

plumbing/ electrical/ carpentry, etc., and/or need for replacement of any equipment,

the Bank may be informed immediately.

The agency shall attend to all minor and major repairs of Holiday Home relating to:

a) Repair, maintenance and attending all type of carpentry complaints. b) Repair, maintenance and attending all type of electrical complaints. c) Repair, maintenance and attending all type of plumbing complaints d) Repairing and cleaning the all sewage / sludge lines

The agency shall carry out the above mentioned works in the Holiday Home without material. It shall be the sole responsibility of the agency to keep all the fittings and fixtures of plumbing, electrical etc. in good working conditions and attend all type of complaints with top priority. No extra amount will be paid by the RBI for attending to the complaints as mentioned above.

The cost of the material, consumed if any, would be reimbursable to the agency upon

production of bill/s of purchase thereof. It shall be the responsibility of the agency to take the prior approval for purchase of material from the Bank. The bills submitted by the agency without the prior approval of the Bank shall not be paid.

5. GENERAL ADMINISTRATION

a) To manage entire operations of the THH and coordinate with respective departments of the Bank for smooth running of the operations.

b) To maintain records as required by the Bank.

c) To ensure the safety of THH properties belonging to the Bank and maintain total vigil on the movement of people in the THH.

d) In case of any change in constitution of the Agency, the rights of the Bank should not suffer.

e) To ensure timely action in emergencies including operation of firefighting systems, administering first aid etc.

f) A local representative of Agency shall be in charge of the entire contract and shall be responsible for the efficient rendering of the services under the contract. They shall work under directives and guidance of HRMD, RBI, Dehradun and will be answerable to them. The day-to-day functioning of the services shall be carried out in



consultation with and under direction of the Bank. g) A senior level representative of the Agency shall visit Manager, HRMD, RBI,

Dehradun premises at least once-in a quarter and review the service performance of its personnel. During the weekly visit, Agency representative will also meet the officer concerned dealing with services under the contract for mutual feedback regarding the work performed by his personnel and removal of deficiencies, if any, observed in their working.

h) The Authorized officer/Committee of RBI, Dehradun shall be the sole authority to decide and judge the quality of the service rendered by the Agency and all other matters and his/its decision shall be final and binding.

i) Guest Occupancy Register provided by RBI shall be kept safely. As soon as the guest enters the THH necessary entries are to be obtained.

j) File has to be maintained for preserving the room allotment advices.

k) Inventory Register is to be maintained by the Agency room wise to ensure the safe custody of t h e Bank’s properties. This is subject to periodical verification by the concerned authorities of the Bank. Hence, the Agency shall assume full responsibility for maintaining all movable properties of t h e Bank located inside the THH. In case of any shortage, damage etc., the Agency is liable for replacement of the same at their cost.

l) The Agency shall get the feedback form filled from all guests without fail.

m) The Agency shall perform all catering and housekeeping work in a thorough, efficient, professional manner with due diligence and care according to industry norms and standards, in conformity with applicable local laws and regulations and t he Bank's own Procedures and instructions. The Agency shall perform the service to the satisfaction of the Bank and if any shortcoming is found, the Agency shall rectify the shortcoming immediately.

6. FACILITIES PROVIDED BY THE BANK INCLUDES

a) Kitchen with all necessary facilities like LPG connection with gas stove, grinder,

mixers, refrigerators, microwave, almirah for storage of linen and facility for storage

of crockery / food grains etc.

b) Crockery, cutlery and all cooking utensils/pans, pressure cookers etc.

c) Furniture in rooms, dining halls, lounges, office rooms, etc.

d) Appliances like TV, ACs, Geysers, Washing Machines, and Water Purifier etc. All the

available capital equipment will be given on as-is- where-is condition.

e) The Agency will have full responsibility of proper upkeep, maintenance and custody

of the linen, crockery, equipment, and vessels etc., handed over to them by the Bank.



f) All the items supplied by the Bank at its expense for the purpose of running THH

will be Bank’s property for all intents and purposes.

g) The losses due to breakage / theft / damage or loss of any such materials /

equipment / fixtures / furniture or damage due to poor and reckless handling shall be

recovered from the Agency at full cost. However, damages/ breakages in crockery

due to natural causes will be viewed leniently by the Bank. In regard to natural wear

and tear of any such item, the decision of the Bank shall be final and binding on

the Agency. However, the Agency shall maintain records for all such

damages/breakages.

7. DEPLOYMENT OF STAFF AT TRANSIT HOLIDAY HOME IN MUSSOORIE

Sr. No. Staff Strength No. of staff

i) Supervisor/ Manager 01 ii) Head Cook 01 iii) Assistant Cook 01 iv) Attendant cum service boy 01 v) Housekeeper/maintenance staff 01

7.1 UNIFORM

The Agency shall ensure that all their employees wear clean and proper uniforms while on duty. The personnel shall wear caps while serving food. The Agency shall provide the necessary uniforms, for the Supervisor, Head Cook, Asstt. Cook, Attendant cum service boy, Housekeeper. It will be the responsibility of the agency/ company/ service provider(s) that all the office attendants deployed shall wear neat and clean dress. The rates quoted by the agency/ company/ service provider(s) shall be inclusive of uniform and shoes. The Bank will not pay any extra amount / reimburse any charges incurred on uniform, shoes etc.

8. PERSONNEL

a) The Successful Agency shall make all appropriate arrangements for smooth running of THH operations immediately upon receipt of acceptance letter by the Bank. The details of minimum manpower requirement are as per Part -I Tender application /Para 7 above.

b) The Agency shall maintain Qualified/Trained competent catering personnel on the job to ensure smooth operation of the services as set forth in the Scope of Work and Services.



c) In the event of any person deployed by the Agency being on leave/absent, the Agency shall ensure suitable alternative arrangement to make up for such absence. To meet such eventualities the Agency shall make provision for leave reserve.

d) The personnel being deployed shall ordinarily be continued and would not be changed without written intimation and in consultation with the Bank.

e) The Agency, as per the Child Labour (Prohibition and Regulation) Act 1986, shall not engage a person below the age of 18 years.

f) The Agency shall be solely responsible for providing all requirements of his

employees/ staff, including:

(i) Payment of minimum wages and all other statutory dues.

(ii) Collection and payment of all statutory dues on behalf of his employees such as PF, ESI etc. (iii) Prompt replacement of any personnel whose performance is unsatisfactory or whose presence is considered as detrimental to the Bank’s interests. The decision of the Bank in this regard shall be final and binding on the Agency. (iv) All insurance and safety aspects pertaining to Agency's employees are the Agency’s liability. (v) The personnel employed by the Agency shall be healthy in all respects and shall produce medical certificates to substantiate the same as required by the Bank’s medical officer. Medical check-up of the personnel engaged by the Agency shall be done once in six months. The Bank is at liberty to subject any personnel employed by the Agency to medical checkup by Bank’s medical officer / any other authorized doctor at any time. (vi) The personnel employed by the Agency shall be trained to handle fire-fighting systems, administer first aid in emergencies, etc.

g) The Agency shall ensure that all his employees turn out in clean, appropriate uniforms and shoes, at all times on duty. The Agency shall provide the necessary uniforms and ID card for proper identification of the persons. Various details of the persons engaged by Agency viz. name, age, sex, residence address and contact number should be provided to the Bank before engaging any person for the purpose of the contract. In order to maintain hygiene level, the personnel shall wear caps and gloves while serving food. Smoking, eating or chewing of tobacco/ zarda/ gutka, etc., spitting is strictly prohibited.

h) The personnel should have pleasing personality, courteous, be good in communication with guests and be experienced to serve guests of high levels. Hence, the Agency should preferably engage personnel who are well versed in Hindi and English language.

i) The Agency will be solely responsible for the operation of the THH. However, the operation will be monitored by the designated officials of the Bank. The Agency will



also ensure availability of a responsible person on round-the-clock basis for contact by the designated officials of the Bank.

j) The Agency shall engage sufficient number of competent persons for managing the THH on round-the-clock basis. Expenses on account of payment of salary / wages / providing of food /eatables for Agency’s employees / Uniform / Personal Protective Equipment, and other benefits including statutory payments like PF, ESI, Holiday wages, Gratuity, Bonus, etc., to the Agency’s employees shall be met by the Agency. The Agency shall have full control over his employees including the right to appoint, determine service conditions, discharge, dismiss, or otherwise terminate their services at any time. The Agency shall be solely responsible for any claim arising out of employment or termination of his employees and for statutory payments.

k) The Bank has no responsibility whatsoever of the Agency’s employees and the Agency will be solely responsible for managing its employees. In the event of any dispute between the Agency and its employees, the Agency alone will be responsible for settlement of any claim and consequences that may arise out of any such dispute, whether statutory or otherwise. The Agency shall ensure that the persons engaged by him for the purpose of the work should not create ruckus and any sort of nuisance and always behave in a decent and polite manner when they are in the premises of the Bank. If any complaint/incident comes to the notice of the Bank that the persons engaged by the Agency are in inebriated condition or are under the influence of any intoxicating material, the Bank shall seek immediate withdrawal of such person/s and suitable replacement thereof. The Bank also reserves its right to terminate the agreement in such an event and the Agency shall be liable to risk and cost. Under no circumstances, there shall be employer and employee relationship between the Bank and the Agency/his persons engaged for the purpose of the work specified in this tender document. The Agency shall ensure that he/his persons should remove themselves from the premises of the Bank at the end of the period of contract or upon early termination of the contract, as the case may be.

l) The Agency shall comply with the provisions of the Factories Act 1948, Contract Labour (Regulation and Abolition) Act 1970, Child Labour (Prohibition and Regulation) Act 1986, ESI Act 1948, Workmen’s Compensation Act 1923, Employees Provident Fund and Miscellaneous Provisions Act 1952, Minimum Wages Act 1948, Payment of Wages Act 1936, Payment of Bonus Act 1965, Payment of Gratuity Act 1972, Uttar Pradesh Industrial Establishment (National & Festival Holidays), Act 1963 and the Rules made under the afore-said laws/acts or any other Laws/Acts and Rules as may be applicable to the contract workmen from time to time. The Agency shall produce registers and records and comply with other directions issued by the Bank for compliance of the statutory provisions.

m) In case any personnel of the Agency is injured during the course of performing his duty/their duties it shall be the sole responsibility of the Agency to extend all medical



and financial help etc. without charging any cost to the Bank.

n) In case the Bank is implicated in any law/suit on account of not fulfilling of any or all obligations under any law or due to performing the duties by any personnel of the Agency/ Agency itself, all cost of defending such suit settlement of claims penalty etc. shall be borne by the Agency.

o) The Agency shall fully indemnify the Bank and keep the Bank indemnified for any default or non-observance by the Agency or any of his representatives of any of the provisions of the above mentioned enactments and the rules framed there under. Even though the Agency shall be solely liable for settlement of any claim made by any person due to the non-observance by the Agency of any of the provisions otherwise of the enactments cited, the Bank reserves its rights to settle directly any amount due by the Agency as mentioned above and to recover such amounts from any of the amounts payable by the Bank to the Agency or in the absence of the same as debt due to the Bank by the Agency.

p) The Agency shall, whenever required by the Bank or Govt. officials authorized under the statutes, produce for inspection, all forms, registers and other records required to be maintained under various statutes.

q) The Agency shall produce documentary evidence in proof of effecting the said statutory payments whenever required. Non-observance of the provisions will be construed as default by the Agency to make such payment, and payment of its bill will be withheld.

r) The Bank will not make any separate payment towards the expenses incurred by the Agency for complying with the above or any of the statutory provisions regarding their employees.

s) The Agency shall comply with all operational rules and regulations, including security & disciplinary rules framed by the Bank and made applicable to the whole or part of the premises, wherein the Agency or its employees happen to be operating / working. In the event of any of the Agency’s employees violating the said rules and regulations or in any way becoming objectionable to the Bank, the Agency shall remove forthwith such employees from the Bank’s premises and indemnify the Bank and keep the Bank indemnified for any loss on such violation of the rules and regulations.

t) The Agency shall not sublet, transfer or assign the contract or any part thereof to any third person/Agency/ organization without the prior written approval of the Bank.

u) The employee (s) engaged by the Agency would not be eligible for a claim for employment in the Bank under any circumsyances.

v) It may also be noted that the terms and conditions specified herein are indicative in nature and the same shall not restrain the Bank from imposing or requiring the Bidder to agree upon such further terms and conditions at the time of executing the agreement with the successful Bidder, or to alter, modify or omit the terms and



conditions contained herein, as are considered necessary for the due and proper execution of the work being awarded under this Tender.

9. ARBITRATION

Except where otherwise provided for in the contract all questions and disputes relating to the meaning of the Scope of Work and Services, Terms & Conditions, hereinbefore mentioned and as to the quality of service or materials used or as to any other question, claim, right, matter or thing whatsoever in any way arising out of or relating to the contract, Scope of Work and Services, Terms & Conditions, instructions, orders or otherwise concerning the works or the execution of/ failure to execute the same whether arising during the progress of the contract or after the completion thereof shall be referred to the sole arbitration of the Regional Director, RBI, Dehradun or to the sole arbitration of some other person appointed by him willing to act as such arbitrator. There will be no objection if the arbitrator so appointed is an employee of RBI and that he had to deal with the matters to which the contract relates and that in the course of his duties as such he had expressed views on all or any of the matters in dispute or difference. The arbitrator to whom the matter is originally referred being transferred by vacating his office or being unable to act for any reason, Regional Director as aforesaid at the time of such transfer, vacation of office or inability to act, shall appoint another person to act as arbitrator in accordance with the terms of the contract. Such person shall be entitled to proceed with the reference from the state at which it was left by his predecessor. Subject as aforesaid the provision of the Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof and the rules made there under and for the time being in force shall apply to the arbitration proceeding under this clause. It is a term of the contract that the party involving arbitration shall specify the dispute or disputes to be referred to arbitration under this clause together with the amount or amounts claimed in respect of each such dispute. The arbitrator(s) may from time to time with consent of the parties enlarge the time, for making and publishing the award. The work under the Contract shall, if reasonably possible, continue during the arbitration proceedings and no payment due to be payable to the Agency shall be withheld on account of such proceedings. The Arbitrator shall be deemed to have entered on the reference on the date he issues notice to both the parties fixing the date of the first hearing. The Arbitrator shall give a separate award in respect of each dispute or difference referred to him. The venue of arbitration shall be Dehradun or as may be fixed by the Arbitrator in his sole discretion.

The award of the arbitrator shall be final, conclusive and binding on all parties to this



contract In case any legal dispute is raised, same will be settled in the Courts at Dehradun City only. Alternate settlement modes can be used for settling any legal dispute with mutual consent only.

10. PERIOD OF CONTRACT

The contract shall commence from April 01, 2018 and shall remain in force till March 31st, 2019. The Bank reserves the right to extend the period of contract for a further period of up to two years (one year at a time) on the same terms & conditions. Either party shall be at liberty to terminate the agreement by giving one clear calendar months’ notice in writing. However, during the notice period the Agency shall continue to discharge his obligations, unless specifically dispensed with by the Bank.

11. RISK AND COST CLAUSE

Notwithstanding anything contained in any other clause, the Bank reserves the right to terminate the contract due to any failure on the part of the Agency in discharging its obligations under the contract or in the event of it becoming insolvent or going into liquidation. The decision of the Bank about the failure on the part of the Agency shall be final and binding on the Agency. This termination can be done at a notice of 5 working days.

If there is any stoppage of service in any area of the THH operation, for any reason, the Agency is liable for penalty action as decided by the Bank. The decision of the Authorized Officer of RBI, Dehradun (Regional Director) shall be final and binding. In the event of any failure on the part of the Agency, the Bank shall have the right, without any prejudice, to get the work done through any other alternate Agency at the risk and cost of the Agency. The additional cost, loss, if any incurred by the Bank would be recovered from the Agency. The Bank at its discretion may close the THH any time during the contract period and in such an event the Agency shall not be entitled to any compensation whatsoever. The Bank may also increase the number of THH to be maintained which may require deployment of additional manpower. The amount payable shall be decided as per mutual consultation.

12. FORCE MAJEURE CLAUSE

If at any time, during the continuance of the contract, the performance in whole or in part by either party of any obligation under the contract is prevented or delayed by reasons of any war, hostility, acts of public enmity, civil commotion, sabotage, fires, floods, explosion, epidemics, quarantine restrictions, strikes, lockouts or acts of God (hereinafter referred to as “events”), provided notice of happenings of any such event is duly endorsed by the appropriate authorities/chamber of commerce in the country of the party



giving notice, is given by party seeking concession to the other as soon as practicable, but with 21(twenty one) days from the date of occurrence and termination thereof and satisfies the party adequately of the measured taken by it, neither party shall, by reason of such event, be entitled to terminate the contract, nor shall either party have any claim for damages against the other in respect of such non-performance or delay in performance, and services under the empanelment shall be resumed as soon as practicable after such event has come to an end or ceased to exist and the decision of the Bank as to whether the services have so resumed or not, shall be final and conclusive, provided further, that if the performance in whole or in part or any obligation under the contract is prevented or delayed by reason of any such event for a period exceeding 60 days, the Bank may at his option, terminate the contract.

13. ACCOUNTING AND PAYMENT TERMS

The Agency is fully responsible for the cash inflow in terms of money collected from the guests. The same has to be properly accounted with necessary paper work and money regularly deposited with the Bank’s Officials in the Bank Office at Dehradun. The Agency should properly account for the food items served which may be counter checked as per the systems enforced by the Bank. Necessary records are to be maintained by the responsible person appointed by the Agency which is to be audited from time to time by the Bank’s officials or the auditor appointed by the Bank. The payment will be admitted and cleared for the quantity of food items served only and not on the quantity prepared. 14. PAYMENT TO THE AGENCY The Agency shall raise the bill on completion of every month and the payment shall be made within 30 days from the date of submission of complete bill with supporting documents, provided the bill is in order in all respects. As the Bank follows National Electronic Fund Transfer (NEFT) method only, the successful Agency should complete NEFT procedure immediately on receiving the work order. Before submission of the bill, the Agency shall ensure that the payment for persons deployed by the Agency have been made for the billed period. No request for making advance payment on any ground shall be entertained.

Under no circumstances Agency is entitled to claim any charges over and above the charges prescribed in the terms of this contract.

15. NON-DISCLOSURE

The Agency shall not disclose directly or indirectly any information, materials and details of the Bank’s infrastructure / systems/ equipment’s etc., which may come to the possession or knowledge of the Agency during the course of discharging its contractual obligations in connection with this contract, to any third party and shall at all times hold the same in strictest confidence. The Agency shall treat the details of the contract as



private and confidential, except to the extent necessary to carry out the obligations under it or to comply with applicable laws. The Agency shall not publish, permit to be published, or disclose any particulars of the works in any trade or technical paper or elsewhere without the previous written consent of the Bank. The Agency shall indemnify the Bank for any loss suffered by the Bank as a result of disclosure of any confidential information. Failure to observe the above shall be treated as breach of contract on the part of the Agency and the Bank shall be entitled to claim damages and pursue legal remedies. The Agency shall ensure that the persons engaged for the purpose of the work are made aware of the non-disclosure requirement and the Agency shall be liable for any breach committed by its persons. The NON-DISCLOSURE Clause signed by the Agency under the aforesaid agreements will survive for indefinite duration.

16. LIQUIDATED DAMAGES For deficiency in services and serious inconvenience caused to the Bank and its officials, liquidated damages not exceeding 25% of the estimated bill for the relevant month may become leviable. However, the Bank will levy it only after giving due notice. In case of dispute an appeal may be made to the Regional Director, RBI Dehradun whose decision will be final in the matter. However, the Bank reserves the right to impose liquidated damages up to 10% of the contract amount. In the event of liquidated damages reaching 10% of the contract amount, the Bank reserves its right to terminate the contract and the Tenderer shall be liable to risk and cost.

17. RIGHT TO DISQUALIFY FOR FAILURE TO EXECUTE THE WORK The Tenderer understands that he fulfills all the requirements of the tender documents and is in a position to execute the work immediately upon receipt of approval letter from the Bank. Upon receipt of in-principle approval from the Bank, the Tenderer shall be bound to deploy the required number of competent persons, within three days of the receipt of the letter from the Bank and before the final award of the work. It is agreed by the Tenderer that mere receipt of in-principle approval does not guarantee award of work, the work will be finally awarded upon satisfaction of the Bank that the Tenderer is/will be in a position to meet the requirements of the tender. In the event the Tenderer fails to commence the work upon award of the contract, the Bank reserves the right to withdraw the in-principle approval and forfeit the EMD amount furnished by the Tenderer, the Tenderer shall also be liable to risk and cost. The Bank also reserves its right to debar such defaulting Tenderer from participating in any future contract in the Bank for a period of three years, however, before doing so the Bank may serve a seven days show cause notice (SCN) on the Tenderer and consider the reply if any given by the Tenderer to such notice.

18. SEXUAL HARASSMENT

The Agency shall be solely responsible for full compliance with the provision of “The



Sexual Harassment of Women at Work Place (Prevention, Prohibition and Redressal) Act, 2013 a. In case of any complaint of sexual harassment against its employee/s, the complaint

will be filed before the Internal Complaints Committee constituted by the Agency and the Agency shall ensure appropriate action under the said Act in respect to the complaint.

b. Any complaint of sexual harassment from any aggrieved employee of the Bank against any employee/s of the contractor shall be taken cognizance of by the Regional Complaints Committee constituted by the Bank.

c. The Agency shall be responsible for any monetary compensation that may need to be paid in case the incident involves the employees of the contractor, for instance any monetary relief to Bank’s employee, if sexual harassment/violence by the employee of the contractor is proved.

d. The contractor shall be responsible for educating its employees about prevention of sexual harassment at work place and related issues.

19. DETAILS OF EVALUATION

CRITERIA - A

Technical Bid Evaluation: i) Two bid system will be followed where the technical bid and price bid will be

evaluated separately.

ii) The tendering evaluation will be done on weightage with 70% for Technical

evaluation based on resources capability/ skill expertise on work/ assessment of

previous experience in similar type of work, and 30% for financial evaluation.

The technical bid evaluation shall be done based on the following criteria:

During the Technical evaluation, each bidder will be assigned marks, out of total of 100

marks, as per the criteria below:

PROFIT EARNING UNIT

a) Profit for three consecutive years

b) Profit for more than three consecutive years and up

to five years.

c) Profit for more than five consecutive years.

Max 25 marks 15

20

25 NUMBER OF YEARS IN OPERATION

Max 20 marks



a) Up to 3 year

b) More than 3 years and up to 5 years

c) More than 5 years

10

15

20

TURNOVER (LAST FINANCIAL YEAR)

a) Up to 25 Lakhs

b) More than 25 lakhs and less than 35 lakhs

c) More than 35 lakhs and less than 45

Max 30 marks 15

25

30

QUALITY RELATED MARKS

a) ISO 9001-2008

b) ISO 9001-2015

c) OHSAS 18001

Marks will be awarded for a, b, c separately or a+ c or

b+ c but not a+ b+ c

Max 25 marks(consolidated) 10

15

10

The supporting documents for the above are required to be submitted for evaluation.

iii) Proposals scoring minimum of 60% marks (i.e. 60 marks out of total 100 marks

as per the table above) shall be considered for further evaluation in the price bid.

iv) The total marks obtained by a bidder in the technical bid shall be allocated

70% weightage and financial bids shall be allocated 30%, thus making total of

100% weightage for complete bidding.

Illustration – 1 (for Technical Weightage)

• If a Bidder has secured 80 marks out of the total 100 marks in technical

evaluation, his technical evaluation value shall be: 56 i.e. (80 x 70%)

• The Bidder shall be required to produce self-attested copies of the relevant

documents in support of the parameters being considered during technical

evaluation.

• A substantially responsive bid shall be one that meets the requirements of

the bidding document totally, i.e., by following the procedure as above. The

technical bid not meeting the minimum requirements as per the tender

documents shall be rejected.



• The bidders who qualify in the technical evaluation stage shall only be called

for opening of financial bids.

CRITERIA - B

Financial Evaluation and determination of successful bidder: a) The financial evaluation shall be carried out and price bids of all the bidders

shall be given weightage out of 30%.

b) The Bidder with the lowest bid price (L-1) shall be assigned full 30 marks (i.e.

30% x 100) and his total scores of the bid shall be as per illustration 2 below:

Illustration – 2

a) If Bidder at Illustration 1 is L-1 Bidder and quoted Rs.100/- for being L-1, then his total value shall be 86 i.e. { 56 (Technical Value) + 30 (Financial Value) }

b) The financial scores of the other bidders (i.e. L-2, L-3 …… and so on) shall be

computed as under and as explained at Illustration – 3 below:

30 x Lowest Value (L-1 Price) / Quoted Value (L-2 or L-3……)

Illustration – 3

a) If Bidder at Illustration 1 is L-2 Bidder (in Price Bid) and he quoted 125, therefore

30% being weighted value, the financial scores for L-2 shall be computed as

under: 30X100 (lowest prices-L1)/125 (quoted prices - L2) = 24 (financial score)

Therefore L-2 Bidder shall have total value of 80 (56 Technical Value + 24

Financial Value)

b) The Bidder’s rankings shall be arranged depending on the marks obtained by

each of the bidders in the Technical Evaluation and Financial Evaluation together.

c) The Bidder meeting the minimum eligibility criteria and with the highest

marks/rank (i.e., the total of technical evaluation marks and financial evaluation

marks) will be deemed as the successful Bidder and will be considered eligible L-

1 Bidder for further processing.

The successful bidder will have to enter into an agreement broadly on the lines of terms

and conditions mentioned in the specimen agreement enclosed with this agreement. The

Agency shall bear all the expenses including towards stamp duty in connection with the

execution of the agreement.



HOW TO QUOTE

Tender documents consist of Part - I and Part - II as detailed below :

Part - I: Technical Bid

Part - II: Price Bid.

Part - I must be duly completed and sealed along with the slip of statement for the

payment towards EMD and cost of Tender in a separate envelope superscribed

“Part - I :Technical Bid for RBI THH at MUSSOORIE”. The tenderer shall expressly

accept all the terms and conditions of the application. Alternatively, the tenderer

should list deviations from the terms and conditions given in the application

documents. The Tender Application which does not comply with RBI’s terms and

conditions may be rejected as Non-Responsive.

The scope and general terms and conditions should be attached to this with each page duly signed as a token of acceptance.

Part - II must be duly completed and sealed in a separate envelope superscribing

“Part - II : Price Bid for RBI THH at Mussoorie”. Part - II - Price Bid should not carry any condition and Price term. Price / rate only

should be quoted in clear terms in the format given by Bank.

Part - II - price bids will be opened only in respect of those tenderers who are qualified

in the Technical bid. The tender application forms duly filled in all respects shall be

signed on each page by the Tenderer. Any alteration, erasure or over-writing will

render the t e n d e r applications invalid. Alteration neatly carried out and duly

attested by full signature of the tenderer however is permitted. The tenderer should

submit the tender application documents intact without detaching any page or pages.

Name of the tenderer should be written on the sealed envelope.

(a) This part shall contain prices in Indian Rupees only as per format (Part II), both in figures and words. No other enclosure is permitted in Part II.

(b) The Tenderer must use only the forms issued by the Bank/downloaded from the

Bank’s website. The Tender form must be filled in legible letters and all entries must be

made in ink.



(c) Rates should be quoted both in figures and words in columns specified. Overwriting

of figures is not permitted. If deviation between the figures and words is found, the

writing in words shall be taken to be correct. No request for any change in rate or

conditions after the opening of the Part II will be entertained.

(d) The rates quoted shall be deemed to be for the complete work and shall be firm and

binding without any escalation during the period of entire contract including extension, if

any.

Both these two sealed envelopes should be placed in another cover superscribed

“Tender for Management and Housekeeping (including Catering) services at Bank’s Transit Holiday Home (THH) situated at Mussoorie” addressed to the Regional Director, Reserve Bank of India, 3rd floor, GMVN Building, Rajpur Road, Dehradun should be submitted. The tender applications may be deposited in the

Tender box kept in enquiry counter, RBI, Dehradun between 10:00 hrs and 15:00

hrs (Monday to Friday). For further details or clarifications, if any, the Assistant

General Manager (Estate) (0135-2742456), Reserve Bank of India, Dehradun-248001

may be contacted over telephone,

Part - I of tender application forms will be opened at 15.00 hours on March 12, 2018 in the presence of tenderers /their authorized representatives who choose to be

present for the opening. Tender Applications will be further evaluated and who are

found to meet the pre- qualification criteria will be intimated to attend the opening of

Part - II i.e. the Price Bid on a date to be notified separately. Part - II will be opened

on the specified date in the presence of the tenderers / representatives who are

notified to attend the opening of Part - II.

The Bank reserves the right to assess the capacity and capability of the parties. The

Bank also reserves the right to accept any or reject any/ all the tender applications or

any part thereof at any stage of process without assigning any reason thereof. The

Bank has no obligation to accept the lowest Price bid. The Bank’s decision in this

regard shall be final and binding.

I/We have read the General Terms & Conditions, Scope of Work & Services explicitly mentioned above and accept the same to execute the contract, if



awarded.

SIGNATURE & SEAL OF THE TENDERER

N.B.: Please sign at the bottom of all pages



Undertaking

(ON A LETTER HEAD OF THE COMPANY)

To, The Regional Director Reserve Bank of India Dehradun

Name of the Agency/ Company/ Service provider(s)

Name of the tender

Due date:

Sir, 1. I/We hereby agree to abide by all terms and conditions laid down in tender document.

2. This is to certify that I/We before signing this bid have read and fully understood all the

terms and conditions and instructions contained therein and undertake myself/ourselves

to abide by the said terms and conditions.

3. I/We abide by the provisions of the Factories Act 1948, Contract Labour

(Regulation and Abolition) Act 1970, Child Labour (Prohibition and Regulation) Act

1986, ESI Act 1948, Workmen’s Compensation Act 1923, Employees Provident Fund

and Miscellaneous Provisions Act 1952, Minimum Wages Act 1948, Payment of

Wages Act 1936, Payment of Bonus Act 1965, Payment of Gratuity Act 1972, Uttar

Pradesh Industrial Establishment (National & Festival Holidays), Act 1963 and the Rules

made under the afore-said laws/acts or any other Laws/Acts and Rules as may be

applicable, Leave, Relieving Charges, Uniform and Allowance thereof and any other

charges applicable from time to time. I/We will pay the wages to the personnel

deployed as per Minimum Wages Act as amended by the Government from time to time

and shall be fully responsible for any violation, if any.



(Signature of the Bidder)

Name and Address of the Bidder.

Telephone



PART - I - TECHNICAL BID IMPORTANT NOTE:

1. Please read “Scope of Work & Services and General Terms & Conditions” before filling up this form.

2. Attach documentary evidence wherever asked for. 3. Attach the complete set of Scope of Work & Services and General Terms & Conditions

duly signed by you on each page. 4. Complete the format in all respects with signature on each page.

5. Sealed cover superscribing the envelope “Application for Management and

Housekeeping (including Catering) of Bank’s Transit Holiday Home (THH) in Mussoorie”.

6. If space provided in the format is not sufficient, please provide the information in a

separate sheet. 7. Those who are qualified for “Technical Bid” alone will be considered for opening of

“Price Bid”.

****



PART ‘I’- TECHNICAL BID APPLICATION FOR MANAGEMENT AND HOUSEKEEPING (INCLUDING CATERING) OF THE BANK’S TRANSIT HOLIDAY HOME (THH) in Mussoorie

PART - I Name of the Tenderer :

Address :

Last date for submission: 14:00 hrs on March 12, 2018

Opening of Technical Bid: 15:00 hrs on March 12, 2018



Tender Application Form for Providing Management and Housekeeping (including Catering) services at Bank’s Holiday Home at Mussoorie (Eight rooms)

To,

The Regional Director Reserve Bank of India Dehradun

Dear Sir,

Having examined the conditions specified in the memorandum herein set out and

acquired the requisite information relating thereto as affecting the tender, we hereby

offer to provide Management and Housekeeping (including Catering) services at

Bank’s Transit Holiday Home (THH), Noor View Lodge, Camel Back Road, Mussoorie,

Dehradun 248 179, as specified in the said memorandum, to the time specified in the

time memorandum, at the rates mentioned in the attached, and in all other

respects in accordance with such conditions so far as they may be applicable.

MEMORANDUM

(a) Description of work : Providing Management and Housekeeping (including Catering) services at Bank’s T H H Noor View Lodge, Camel Back Road, Mussoorie, Dehradun 248 179

(b) Validity of Rates

quoted : Up to June 10, 2018, extendable for further period at Bank’s discretion

2. Should this tender be accepted, we hereby agree to abide by and fulfil the terms

and provisions of the said Condition of Contract annexed hereto so far as they may be

applicable or in default thereof to forfeit and pay to the Bank the amount mentioned in

the said conditions.



3. We have deposited a sum of 25,000/- as earnest money with the Bank, which

amount is not to bear any interest. Should we fail to execute the Contract when called

upon to do so, we do hereby agree that this sum shall be forfeited by us to the Bank.

4. The details of our bankers are as under:-

Sr. No.

Name of Bank Branch and its complete address

Name of the contact person

Telephone and FAX no.

1.

2.

5. We are enclosing the list of our clients with complete details.

Sr. No.

Client Name Location Nature of work No. of persons deployed

Any other details

1.

2.

6. The Tender is submitted in two parts in separate sealed envelopes. Part - I contains all

Technical terms and conditions and Part - II contains only the price bid in the Bank's

Performa.

7. Other details

(A) Name & Address of the Agency/ company/ service provider(s)

Telephone no. and mobile no.

(B) Whether Individual or Company or Partnership Firm?

(C) Name & address of Directors and / or Partners (in case of Agency orPartnership firm) or name & address of the Proprietor (s) in the case of soleproprietorship firm. (Documentary evidence to be enclosed).



(D) Experience: (Use separate sheets wherever necessary)

• Catering services provided in guest houses/ hotels etc. (particulars

to be given with reference). Documentary evidence to be closed.

• Housekeeping services provided in guest houses/ hotels etc. (particulars to be furnished with documentary evidence. Quotation without documentary evidence for required experience shall be rejected).

(E) (i) No. of employees proposed to be employed for THH i n Mussoorie,

Dehradun: • Supervisor/ Manager –01 • Head Cook –01 • Assistant Cook-01 • Attendant cum service boy –01 • Housekeeper/ maintenance staff - 01

(F) Name of Bankers (provide details) :

(G) Provident Fund Code :

ESI Code No. : Income Tax PAN No. : Service Tax Regn. No. : VAT/TIN Regn. No.

:

GST No. (Please enclose copies of all above)

(H) Whether the applicant has been issued with a license under the Contract Labour (Regulation & Abolition) Act, 1970 ? If so, furnish the details.

(I) Is the Agency an Income-Tax Assesses? If so, Income-Tax return certificate for

the last three years has to be produced. (J) Have the accounts of the Firm / Agency been audited for the previous year.



If so, furnish a copy of audited accounts of the previous three years. (K) Slip of Statement for the payment of cost of tender document of Rs. 500/- only towards

RBI, Dehradun.

(L) Slip of Statement for the payment of EMD amount ₹ 25,000/- towards RBI, Dehradun. (M) Any other information the applicant may like to furnish.

DECLARATION This is to certify that I/We before signing this tender have read and fully understood all the terms and conditions contained herein and undertake myself / ourselves abide by them. I / We have not been banned and de-listed by any Government Department / Financial Institution / have not been convicted by any Court of Law. Place: Signature

Date: (Name & Address with Official

Seal)



PART-II

Price Bid

MANAGEMENT AND HOUSEKEEPING (INCLUDING CATERING) OF THE BANK’S TRANSIT HOLIDAY HOME (THH) IN MUSSOORIE Amount to be charged is inclusive of taxes and the same will be shown separately in the bill.

Sl. No.

Description Rates (Inclusive of Taxes) in Rs. (In figure

and words)

01. Monthly salary@ for providing the staff in terms of paragraph 7 of the Scope of Work and Services@ Salary inclusive of taxes and in accordance with Minimum Wages Act, Employees Provident Fund and Miscellaneous Provisions Act, Payment of Wages Act, Payment

02. House Keeping and Laundry Charges per month for cleaning the premises : (Monthly Maintenance Charges consolidated) (Excluding items for which reimbursement is to be claimed from Bank)

TOTAL

Note:

1. No Enclosure should be enclosed with Part- II.

2. No conditions, separate conditional notes, etc. should be added in part- II. Date: Place:

SIGNATURE OF THE BIDDER WITH SEAL



ARTICLES OF AGREEMENT ARTICLES OF AGREEMENT made on the day

Of between the Reserve Bank of India, having its Office at

Dehradun (hereinafter called "the Bank") of the one part and (hereinafter

called "the Contractor") on the other part.

WHEREAS the Bank is desirous of OUTSOURCING OF MANAGEMENT AND HOUSEKEEPING (INCLUDING CATERING) OF THE BANK’S TRANSIT HOLIDAY HOME IN MUSSOORIE and has caused specifications describing the work to be done. AND WHEREAS the said specifications and the Scope of Work and Services have been signed by or on behalf of the parties hereto.

AND WHEREAS the Contractor has agreed to execute upon the subject work to the conditions set forth herein and to the conditions set forth in the General Terms and Conditions and in the Scope of Work and Services and conditions of Contract as modified and finally accepted by both the parties (all of which are collectively hereinafter referred to as "the said Conditions") the works described in the said Specifications and included in the Scope of Work and Services at the respective rates therein set forth, amounting to the sum as therein arrived at or such other sum as shall become payable there under (hereinafter referred to as "the said Contract Amount").

NOW IT IS HEREBY AGREED AS FOLLOWS -

2.1 In consideration of the said Contract amount to be paid at the times and in the manner set forth in the said conditions, the Agency shall, upon and subject to the said conditions, execute and complete the work shown upon the said specifications and the Scope of Work and Services.

2.2 The Bank shall pay the Contractor the said Contract amount or such other sum as shall become payable at the times and in the manner specified in the said conditions.

2.3 The said Conditions and Appendix thereto shall be read and construed as forming part of this agreement and the parties hereto shall respectively abide by, submit themselves to the said Conditions and perform the agreements on their part respectively in the said Conditions contained.

2.4 The specifications, agreement and documents mentioned herein shall form the basis of this Contract. This Contract is deemed to be Lump sum Contract for all items of work as described in detail in the specifications in Part - I and Part - II of the tender documents.



2.5 The Contractor shall afford every reasonable facility for carrying out of all works relating to reception arrangement/catering, maintenance, civil works, electrical installations, fittings and other ancillary works in the manner laid down in the said Conditions, and shall make good any damages to the property etc.

2.6 The Bank reserves to itself the right of altering the specifications and the nature of the work by adding to or omitting any items of work or having portions of the same carried out at any time during the currency of the Contract, without prejudice to this contract.

2.7 Time shall be considered as the essence of this Contract and the Contractor hereby agrees to commence the work from the day of issue of works order/letter of acceptance as provided for in the said Conditions.

2.8 All payments by the Bank under this Contract will be made only at Reserve Bank of India, Dehradun.

2.9 All disputes arising out of or in any way connected with this agreement shall be deemed to have arisen in Dehradun and the same will have to be settled through arbitration and only courts in Dehradun shall have jurisdiction to determine the same.

2.10 That the several parts of this Contract have been read by the Contractor and fully understood by the Contractor.

If the Contractor is a IN WITNESS WHEREOF the Bank and the Contractor have set

Partnership or an their respective hands to these presents duplicates hereof the day

individual and year first herein above written.

If the Contractor IN WITNESS WHEREOF the Bank has set its hands to these

is a company presents through its duly authorized official and the Contractor has caused its common seal to be affixed hereunto and the said two duplicates hereof to be executed on its behalf, the day and year first hereinabove written

Signature Clause:



SIGNED AND DELIVERED by Reserve Bank of India, Dehradun (Name and Designation) In the presence of – Witnesses – 1.

Address

2.

Address

If the party is a partnership firm or individual SIGNED AND DELIVERED BY

In the presence of -

Witness -

1. Address

2.

Address

THE COMMON SEAL OF



Was here unto affixed pursuant to the resolutions passed by its Board of Directors at the meeting held on

In the presence of - Witness –

1. 2.



Approved list of Materials

Sr. No Description Brand 1. Hand Soap Godrej, Patanjali , Santoor, Dettol, Savlon,

2. Soap Dove, Lux, Vivel, equivalent

3. Toothpaste/brush Patanjali, Colgate, Pepsodent, Close-up, Oral-B

4. Sachets of shampoo Pantene, Sunsilk, Dove, Head and Shoulders

5. Talcum powder or hand cream

Ponds, Godrej, Santoor, Nivea, Boroline

6. Hair oil Dabur,Godrej, patanjali

7. Shaving kit (disposable razor) Gillette, 7O’clock, Gillette Presto Disposable razor only.

8.

Shaving Foam Dispenser (Large Size) to be placed in

all the Bathrooms

Gillette Only

9. Pocket Tissue Origami, Paseo, Tempo, Premier

10. Hand Sanitizer Himalya, Dettol, Tempo, Zuci, patanjali

11. Tea/coffee Twinings, Typhoo, Nescaffe, Bru

12. Water bottle Bisleri, Kinley, Aquafina,Catch,,Himalayan, Bailey

13. Bread Britannia, Harvest Gold and equivalent

14. Cornflakes Kellogs, Bagarry’s

15. Milk Sachets Everyday, Amul

16. Butter Mother Dairy, Amul, Gowardhan and Britannia



Proforma of Bank Guarantee for Security Deposit (To be submitted on Non-judicial stamp paper of appropriate value purchased in the name of the issuing bank) No. _____________ Date ___________ The Regional Director Reserve Bank of India Dehradun Dear Sir In consideration of your agreeing to accept the security deposit of INR __ (INR __ only) furnishable to you by Messrs ____ (hereinafter referred to as “the Contractor”) in terms of their contract with you for Management and Housekeeping (including Catering) services at Reserve Bank’s Holiday Home in Mussoorie as per their Tender dated ____ and your Special Conditions of Contract and other tender documents relating thereto subject to the conditions and alterations mutually agreed upon the set forth or referred to in your Contract dated___________ in the form of guarantee from us in the manner hereinafter contained, we (Name of the Bank) do hereby covenant and agree with you as follows : 1. We undertake to indemnify you and keep you indemnified from time to time to the extent of INR ___ INR(_____ only) against any loss or damage caused to or suffered by or that may be caused to or suffered by you by reason of any breach or breaches on the part of the Contractor of any of the terms and conditions contained in the said Contract and in the event of the Contractor making any default or default in carrying out any of the work under the said Contract or otherwise in the observance and performance of any of the terms and conditions relating thereto in accordance with the true intent and meaning thereof, we shall forthwith on demand pay to you such sum or sums not exceeding in total the said sum of INR _____ (INR_______ only) as may be claimed by you as your losses and/or damages, costs, charges or expenses by reason of such default on the part of the Contractor. 2. Notwithstanding anything to the contrary, your decision as to whether the Contractor has made any such default or defaults and the amount or amounts to which you are entitled by reasons thereof will be binding on us and we shall not be entitled to ask you to establish your claim or claims under this Guarantee but will pay the same forthwith on your demand without any protest or demur.



3. This guarantee shall continue and hold good until it is released by you on the application by the Contractor after expiry of the relative guarantee period of the said Contract and after the contractor had discharged all his obligations under the said Contract and produced a certificate of due completion of the work under the said contract and submitted a “No Demand Certificate”, provided always that this guarantee shall in no event remain in force after the day of ________ without prejudice to your claim or claims arisen and demanded from or otherwise notified to us in writing before the expiry of six months from the said date which will be enforceable against us notwithstanding that the same is or are enforced after the said date. 4. Should it be necessary to extend this guarantee on account of any reason whatsoever, we undertake to extend the period of this Guarantee on your request till such time as may be required by you. Your decision in this respect shall be final and binding on us. 5. You will have the fullest liberty without effecting this guarantee from time to time to vary any of the terms and conditions of the said contract or extend the time of performance of the Contractor or to postpone for any time or from time to time any of your rights or powers against the Contractor and either to enforce or forbear to enforce any of the terms and conditions of the said Contract and we shall not be released from our liability under this guarantee by the exercise of your liberty with reference to matters aforesaid or by reason of any time being given to the Contractor or any other forbearance, act or omission on your part or any indulgence by you to the Contractor or by any variation or modification of the said contract or any other act, matter or things whatsoever, which under the law relating to sureties would but for the provisions hereof have the effect of so releasing us from our liability hereunder provided always that nothing herein contained will enlarge our liability hereunder beyond the limit of INR ________ (INR _______ only) as aforesaid. 6. This guarantee shall not in any way be affected by your taking or varying or giving up any securities from the Contractor or any other person, firm or Agency on its behalf or by the winding up, dissolution, insolvency or death as the case may be, of the Contractor. 7. In order to give full effect to the guarantee herein contained you shall be entitled to act as if we were your principal debtors in respect of all your claims against the Contractor hereby guaranteed by us as aforesaid and we hereby expressly waive all our rights of surety-ship and other rights, if any, which are in any way inconsistent



with any of the provisions of this guarantee. 8. Subject to the maximum limit of our liability as aforesaid, this guarantee will cover all your claim or claims against the contractor from time to time arising out of or in relation to the said contract and in respect of which your claim in writing is lodged on us before expiry of six months from the date of expiry of this guarantee. 9. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex, fax or registered post to our local address as aforesaid and if sent by post, it shall be deemed to have been given when the same has been posted. 10. This guarantee and the powers and provisions herein contained are in addition to and not by way of limitation of or substitution for any other guarantee or guarantees heretofore given to you by us (whether jointly with others or alone) and now existing uncancelled and that this guarantee is not intended to and shall not revoke or limit such guarantee or guarantees. 11. This guarantee shall not be affected by any change in the constitution of the contractor or us nor shall it be affected by any change in your constitution or by any amalgamation or absorption thereof or therewith but will ensure to the benefit of and be available to and enforceable by the absorbing or amalgamated Agency or concern. 12. Any forbearance, act or omission on the part of the Bank in enforcing any of the conditions of the said tender or showing of any indulgence by the Bank to the Tenderer shall not discharge the Surety in any way and the obligations of the Surety under this guarantee shall be discharged only on the intimation thereof being given to the Surety by the Bank. 13. This guarantee is irrevocable during the period of its currency and shall not be revoked without your previous consent in writing. 14. We further agree and undertake to pay you without demur the amount demanded by you in writing notwithstanding any difference or dispute or controversy that may exist or arise between you and contractor or any other person. 15. Notwithstanding anything contained herein above our liability under this guarantee is restricted to INR _____ (INR _______only). Unless a written claim is lodged on us for payment under this guarantee within six months from the date of



expiry, including extensions if any, of this guarantee all your rights under the guarantee shall be forfeited and we shall be deemed to have been released and discharged from all liabilities there under, irrespective of whether or not the original guarantee is returned to us. 16. We have power to issue this guarantee in your favour under the Memorandum and Articles of Association of our Bank and the undersigned has full power to execute this Guarantee under the Power of Attorney granted to him by the Bank. SIGNED AND DELIVERED (For & on behalf of the above named Bank) For & on behalf of (Banker’s Name & Seal) BRANCH MANAGER (Banker’s Seal)

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