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RESERVE BANK OF INDIA

HUMAN RESOURCE MANAGEMENT DEPARTMENT

BENGALURU- 560001

PHONE: 080-22180343

FAX: 080-22278139

Application for outsourcing of Management and Housekeeping (including Catering) of

Bank’s visiting Officers’ Flats (VOF) and Transit Holiday Homes (THH) in Bengaluru

CONTENTS

1. General Terms & Conditions and Scope of work and services

2. Technical Bid – Part A

3. Price Bid – Part B

Last date for submission of Technical and Price

Bids: 15.00 hrs on June 03, 2016

Opening of Technical Bid: 16.00 hrs on the same day

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RESERVE BANK OF INDIA

HUMAN RESOURCE MANAGEMENT DEPARTMENT

BENGALURU- 560001

PHONE: 080-22180343

FAX: 080-22278139

GENERALTERMS & CONDITIONS

Last date for submission of sealed application: June 03, 2016

Date & Time of opening the Technical Bid: 4.00 PM on June 03, 2016

Venue: HRMD, III Floor, Reserve Bank of India, Bengaluru

GENERAL INFORMATION

The Reserve Bank of India (RBI), Bengaluru is desirous of engaging an Agency for Management

and Housekeeping (including catering) of the following:

1. Bank’s Executive Visiting Officers Flats (VOFs) at Cunningham Road, Bengaluru – (3 rooms)

2. VOFs at Cunningham Crescent, Bengaluru 560052 – (7 rooms)

3. VOFs at RBI Main Office Premises, Nrupathunga Road, Bengaluru 560001 – (2 rooms)

4. VOFs at National Games Village, Koramangala, Bengaluru560047 – (16 rooms), and

5. Transit Holiday Homes (THH) at Osborne Road, Bengaluru 560042 – (15 rooms)

Bidders should note that (a) 27 VOFs shall be available for housekeeping, catering and management

from July 01, 2016 to June 30, 2017 while 16 VOFs in NGV, Koramangala shall be available for the

same with effect from August 01, 2016 to June 30, 2017. The period of contract shall be for 12

months from the date of award in case of 27 VOFs / THH at (a) while the period of contract in case 16

VOFs at NGV, Koramangala shall commence from August 01, 2016 but its validity shall coincide with

the end period of contract in case of other VOFs / THH i.e. it will be of 11 months.

They should be managed on round-the-clock basis.

ELIGIBILITY CRITERIA:

Documentary evidence/ declaration may be provided for the points (a) to (j), in the absence of which

the bid is subject to rejection.

a) The hospitality Agency should be registered with the appropriate Government authority and

should be a well-established organisation.

b) The Agency should preferably have an office (Registered/corporate/branch/regional/

zonal/representative/ liaison) at Bengaluru.

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c) The Agency should have the experience in maintaining 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) on

round-the-clock basis for a continuous period of a minimum of five years.

d) Documentary evidence for such experience in Management & Housekeeping (including

Catering) Services in Guest Houses and relevant work experience certificates of having

successfully completed similar works/ contracts during last five years shall be submitted

along with the tender, without which tender is liable for rejection at the discretion of RBI.

e) The company must have a turnover of Rs 4 crore during the previous financial year (2014-15)

f) The company must be profitable for last three consecutive years. The year-wise (2012-13,

2013-14 and 2014-15) profits in lakhs, duly supported by CA Certificate/ Certified copy of

Balance Sheet may be provided. The unaudited profit figures (with supporting documents) for

2015-16 may also be provided to the Bank

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

Balance Sheet for the past three preceding financial years.

h) 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 organisation engaged in this work.

i) The company should preferably be having certificate from International Organisation for

Standardisation (ISO) and Occupational Health and Safety Assessment Series (OHSAS) or

such equivalent organisation.

j) There should neither have any case/ charge under investigation/ enquiry/ trial against the

Agency, nor convicted in a Court of Law or suspended/ blacklisted by any organisation on

any ground.

k) The company should be able to demonstrate that their existing business processes for

recruitment/ medical fitness/ police verification of employees and statutory compliances is

robust.

l) The Agency should have a procedure to conduct police verification of its workforce (to be

deployed for the purpose) and will be responsible for their conduct/ irregular behavior.

m) The Agency should get the medical verification done for its workforce (to be deployed for the

purpose). The Agency shall ensure that staff deployed in catering services is free from any

contagious or communicable diseases and arrange their regular Health check-ups (twice a

year). The cost of the health check-up is to be borne by the Agency and not by RBI. The

documentary evidence in this regard will be required to be furnished to the Bank a) within a

fortnight of employee commencing work, b) within a fortnight of the half yearly check-up.

n) The opinion/ decision of RBI regarding the bids shall be final and conclusive. RBI reserves

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

o) 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.

p) If the performance of the bidders is found to be unsatisfactory for any reason, in any

organisation, RBI reserves the right to reject the bid submitted by bidder.

q) A certificate from the company’s/firms Statutory Auditor/Chartered Accountant/Internal

auditor or the authorised representative should be submitted in respect of compliance with

all relevant laws. Failure to submit a document in support of the same shall make the bid

liable for rejection.

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EVALUATION CRITERIA

a) The commercial bid of only those bidders shall be opened who fulfil all the above eligibility

conditions and obtain minimum specified cut off marks stipulated for technical valuation as

mentioned below.

b) Technical Bids of applicants will be evaluated based on the above eligibility criteria and after

scrutinizing all the relevant documents as sought from them. Bids shall be evaluated based on

a combination of Technical and Commercial bid. 60% Weightage will be given to technical bid

while 40% weightage will be given to price bid. Only those companies shall be deemed to

have qualified in the Technical Bid which have scored a minimum of 70 marks out of 100

allocated on various parameters as furnished in para 15 of this Tender.

EARNEST MONEY DEPOSIT

The Tender Application must be submitted together with Demand draft favouring Reserve Bank

of India payable at Bangalore on any scheduled Bank for Rs 50,000/- towards Earnest Money

Deposit (EMD), without which applications will be rejected. The EMD amount would be

refunded within 10 working days of the award of the contract.

SECURITY DEPOSIT:

a) The Successful Applicant shall furnish Security Deposit to RBI. The rate of Security Deposit

will be Rs 1,00,000/-.

b) The Security Deposit should be paid before start of the work by the Agency in the form of

Bank Guarantee. This is a pre-requisite for awarding the contract. No interest will be paid to

the Agency for the amount of Security Deposit during the period of agreement.

c) 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 applicant shall

be liable to compensate RBI for any loss incurred by RBI.

d) 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. In case of any complaint, the security deposit

shall be discharged only after adjusting all dues, liabilities, etc.

e) 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. 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 questionable.

SCOPE OF WORK AND SERVICES

1. RECEPTION-CUM-FRONT OFFICE

To attend to phone calls, receive messages, interact with guests and local RBI Office,

coordinate bookings, do room allocation, check-in and check-out of guests, collect cash towards

room tariff & catering charges/obtain signatures of guests, maintain proper accounting and

submit applicable amount periodically to HRMD, RBI, Bengaluru.

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2. GENERAL ADMINISTRATION

a) To manage entire operations of the VOF/THHs and coordinate with respective departments

of RBI for smooth running of the operations.

b) To maintain records as required by RBI.

c) To ensure the safety of VOF/THHs, properties belonging to the RBI and maintain total vigil

on the movement of people in the VOF/THHs.

d) In case of any change in constitution of the Agency, the rights of RBI, Bengaluru 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. While working at

the premises of RBI, Bengaluru, they shall work under directives and guidance of HRMD,

RBI, Bengaluru and will be answerable to the same. The day-to-day functioning of the

services shall be carried out in consultation with and under direction of the RBI, Bengaluru.

g) A senior level representative of the Agency shall visit HRMD, RBI, Bengaluru premises at

least once-in a fortnight and review the service performance of its personnel. During the

weekly visit, Agency’s 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 Authorised officer/Committee of HRMD, RBI, Bengaluru 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 VOF/THH necessary entries are to be obtained.

j) A file 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 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 RBI located inside the VOF/THHs. 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 Bank's own procedures and

instructions. The Agency shall perform the Service to the satisfaction of the Bank and if any

shortcoming is found, then on instruction the Agency shall rectify the shortcoming

immediately.

3. 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 RBI, may be made. RBI will

reserve the rooms and intimate the Agency through allotment advices. The Agency/ Agency’s

staff shall not allot rooms on his own.

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Accompany guests to his room and offer help to carry his baggage to the allotted room, ensure his comforts, offer him tea/ coffee/ food, etc. suiting the time. b) Ensure availability of specified items such as water bottle, tea bags/ coffee sachets/ milk and

sugar sachets/ sugar free tablets, bath/ toilet kit in the room and claim reimbursement from the

bank.

c) When the guest checks-out, separate bills for boarding and lodging are to be prepared and

signed by the guest. Collected cash towards room tariff will be deposited with HRMD with proper

registers on the first day of each week.

d) 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 assets of the bank. A quick check to be carried out for the

purpose before the guest leaves the VOF/ THH. Simultaneously, it shall be ensured that the

guest has not left behind any of his belongings in the room. If any belonging of the guest is

noticed after he has left then immediately inform RBI officials for sending the same to the guest.

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

f) Offer help to the guest for carrying his baggage from the room to the vehicle.

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

rendered.

h) To order for newspapers and magazines as advised by RBI, coordinating with the

newspaper agents and paying for the bills at the end of the month. The amount in this

regard will be

reimbursed by RBI along with the Agency’s bill. The suppliers bills to be submitted while taking

reimbursement.

4. 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 shall be fixed in

consultation with the Bank.

b) The menu may be altered for specific guests / special occasions / programmes / functions as

desired by RBI, 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 RBI. 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

contractor 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, chicken or Fish;

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.

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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.

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

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

j) The Bank’s authorized official has the right to 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 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

production will be the Agency’s responsibility.

p) The Agency shall co-ordinate the booking & procurement of gas cylinders in time and claim

reimbursement from the Bank.

q) 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.

5. HOUSEKEEPING

a) The number of rooms available in the VOF/THHs 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) The Agency will procure all the materials required for guest amenities and provide bath/toilet

kit only in VOFs. The items to be provided in these kits and the cost per kit will be indicated

by the Bank in its work order to the bidder being awarded the contract. The Agency shall

claim reimbursement of the same from the Bank on a mutually agreed upon periodicity.

c) All the rooms shall be kept neat and tidy always to enable RBI to allot the rooms at any time.

d) 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 after

every two days if in the continuous occupation of the room.

e) 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 may 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 contract.

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f) 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. Reimbursement towards the same may be claimed from RBI.

g) 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).

h) 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.

i) The Agency's staff shall take care of miscellaneous requirements like replacement of

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

other places. Reimbursement towards the same may be claimed from RBI.

j) 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

regular reports.

k) The Agency shall ensure proper functioning of all systems in the VOF/THHs 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,

caretaker of the respective colony may be informed immediately.

l) 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.

6. FACILITIES PROVIDED BY RBI INCLUDE

a) Kitchen with all necessary facilities like gas stoves, cylinders, 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 VOF/THHs 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 /

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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 RBI. 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. PERSONNEL

a) The Successful Agency shall make all appropriate arrangements for smooth running of

VOF/THHs operations. The details of minimum manpower requirement are as per Part A (E)

of this Tender.

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 labourers,

including:

i) Payment of wages and all other statutory dues.

ii) Collection and payment of all taxes on behalf of his employees and any other statutory

requirements such as PF, ESI etc., made by any Government Authority having jurisdiction.

iii) Prompt replacement of any personnel whose performance is unsatisfactory or whose

presence is considered as detrimental to Bank’s interests.

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 shall be done once in six months. RBI 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. Three different color code for uniform to be followed (different for

supervisor, cook and helper). The Contractor shall provide the necessary uniforms. 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 English, Hindi and Kannada.

i) The Agency will be solely responsible for the operation of the VOF/THHs. 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.

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j) The Agency shall engage sufficient number of competent employees for running the

VOF/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.

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 (as notified by Govt. of

Karnataka), Payment of Wages Act 1936 (as notified by Govt. of Karnataka in respect of

Hostel (Guest House)), Payment of Bonus Act 1965, Payment of Gratuity Act 1972,

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

where under or any other Laws 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 RBI 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 RBI 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 RBI to the Agency or in the absence of the same as debt due to RBI

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 his 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

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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 RBI for any loss on such violation of the rules and

regulations.

8. ARBITRATION

Except where otherwise provided for in the contract all questions and disputes relating to the

meaning of the Scope of Work, 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, 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 or to the sole arbitration

of some other person appointed by the Regional Director willing to act as such arbitrator. The

case referred to arbitration shall be other than those for which the decision of the General

Manager (HRMD) is expressed in the contract to be final and conclusive. 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, such 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 such place 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 of any unresolved dispute between the Agency and RBI it shall fall in the jurisdiction of

the High Court of Karnataka at Bengaluru.

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9. PERIOD OF CONTRACT

The contract shall commence from the date of awarding the contract by RBI and shall remain in

force for a period of 12 months in the case of 12 VOFs at Cunningham Road, Cunningham

Crescent, Main Building and 15 Transit Holiday Homes at Osborne Road Colony, Ulsoor. The

contract for 16 VOFs at NGV, Koramangala shall commence from August 01, 2016.but its end

period shall coincide with that of the remaining VOFs / THH i.e. it will be of 11 months.

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 terms mutually agreed upon.

Either party shall be at liberty to terminate the agreement by giving three clear calendar months’

notice in writing.

10. RISK CLAUSE

Notwithstanding anything contained in any other clause, RBI 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 RBI

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 VOF/THH operation, for any reason, the

Agency is liable for penalty action as decided by RBI. The decision of the GM, HRMD of RBI

Bengaluru shall be final and binding.

In the event of any failure on the part of the Agency, RBI 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 RBI would be recovered from the Agency.

RBI at its discretion, may, close the VOFs/THHs any time during the contract period.

RBI may also increase the number of VOFs/THH to be maintained which may require

deployment of additional manpower. The amount payable shall be decided as per mutual

consultation.

11. 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 RBI Officials in the Bank Office. The Agency should properly account for the

food items served which may be counter checked as per the systems enforced by RBI.

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 RBI officials or the auditor appointed by RBI. The

payment will be admitted and cleared for the quantity of food items served only and not on the

quantity prepared.

12. 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. 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 of persons deployed by

the Agency have been made for the billed period.

14

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.

13. SUBLETTING

The Agency shall not sublet, transfer or assign the contract or any part thereof without the prior

written approval of the Bank to any other person/company/ organization.

14. SEXUAL HARASSMENT

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

Harassment of women at work place (Prevention, Prohibition and Redressal Act, 2013). In case

of any complaint of sexual harassment against its employee within the premises of the Bank, 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.

15. DETAILS OF EVALUATION CRITERIA

A. Technical Bid Evaluation:

i) Two bid system will be followed where the technical bid and financial bid will be evaluated

separately.

ii) The tendering evaluation will be done on weight age with 60% for Technical evaluation based

on resources capability/ skill expertise on work/ assessment of previous experience in similar

type of work, and 40% for financial evaluation.

iii) The Agency would be required to submit the presentation on deployment of manpower,

material and machinery proposed to be deployed in the contract.

iv) 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:

Presence in Bengaluru

a) Representative/ Liaison

b) Branch/ Zonal/ Regional

c) Registered/ corporate

Max 10 Marks

5

7

10

Profit earning unit

a) Profit for three consecutive years

b) Profit for more than three and up-to

than five consecutive years

c) Profit for more than five consecutive

years

Max 20 Marks

10

15

20

15

Number of years in operations

a) Upto 5 years

b) More than 5 years and upto 10 years

c) More than 10 years

Max 10 Marks

5

7

10

Turnover (Last Financial Year) Max 20 Marks

a) Upto `4 crore

b) More than `4 crore and less than `10 crore

c) More than `10 crore

10

15

20

Organisational Structure

(a) Company

(b) Partnership concern

(c) Proprietorship

Max 10 Marks

10

7

5

Number of Manpower on Rolls

a) Upto 500

b) More than 500 and upto 1000

c) More than 1000

Max 15 Marks

5

10

15

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 15 Marks (consolidated score)

5

10

5

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

v) Proposals scoring minimum of 70% marks (i.e. 70 marks out of total 100 marks as per the

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

vi) The total marks obtained by a bidder in the technical bid shall be allocated 60% weight age

and financial bids shall be allocated 40%, thus making total of 100% weight age for complete

bidding.

Illustration – 1 (for Technical Weightage)

1) If a Bidder has secured 80 marks out of the total 100 marks in technical evaluation after

following para 15(A), his technical evaluation value shall be:48 i.e. (80 x 60%)

2) The Bidder shall be required to produce self-attested copies of the relevant documents in

support of the parameters at para 15 (A) above, in addition to documentary evidence of

other parameters, for being considered during technical evaluation.

3) 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.

4) The bidders who qualified in the technical evaluation stage shall only be called for

opening of financial bids.

16

B. Financial Bid Evaluation and determination of successful bidder

a) The financial evaluation shall be carried out and financial bids of all the bidders shall be

given weight age out of 40%.

b) The Bidder with the lowest bid price (L-1) shall be assigned full 40 marks (i.e 40% 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 88 i.e. (48- (Technical Value) + 40 (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:

40 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 40%

being weighted value, the financial scores for L-2 shall be computed as under:40X100

(lowest prices-L1)/125 (quoted prices-L2) =32 (financial score)

Therefore L-2 Bidder shall have total value of 80 (48 Technical Value + 32 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 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 marks) will be deemed as the

successful Bidder and will be considered eligible L-1 Bidder for further processing.

The bidder’s rankings shall be arranged depending on the marks obtained by each of the

bidders in Technical and Financial evaluation together.

The bidder meeting the minimum eligibility criteria and with the highest marks (i.e. total of

technical evaluation marks and financial marks) will be deemed as the successful bidder and will

be considered eligible L-1 bidder for further processing.

16. HOW TO QUOTE:

Application documents consist of Part ‘A’ and Part ‘B’ as detailed below:

Part ‘A’: Technical Bid

Part ’B’: Price Bid.

Part ‘A’ must be duly completed and sealed along with Demand Draft towards EMD in a

separate envelope superscribed “Part ‘A’-Technical Bid for RBI VOFs/THHs at Bengaluru”. The

applicant shall expressly accept all the terms and conditions of the application. Alternatively, the

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

documents. The Application which does not comply with RBI’s terms and conditions may be

rejected as Non-Responsive.

Part ‘B’ must be duly completed and sealed in a separate envelope superscribing “Part ‘B’=

17

Price Bid for RBI VOF/THHs at Bengaluru”. The scope and general terms and conditions

should be attached to this with each page duly signed as a token of acceptance.

Part ‘B’- the price bid should not carry any condition and commercial term. Price / rate only

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

Part ‘B’ - price bids will be opened only in respect of those applicants who are

qualified in the Technical bid. The applications form duly filled in all respects shall be

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

the applications invalid. Alteration neatly carried out and duly attested by full signature of the

applicant however is permitted. The applicant should submit the applications documents intact

without detaching any page or pages. Name of the applicant should be written on the sealed

envelope.

Applications documents consisting of Part “A” & “B” are to be duly sealed in two separate inner

covers. The two inner covers should be sent in a sealed outer cover superscribing “Applications

for RBI VOF/THHs at Bengaluru” to the Regional Director, Reserve Bank of India, Bengaluru.

Part “A” of applications form will be opened at 16.00 hours on 03/06/2016 in the

presence of applicants /their authorized representatives who choose to be present for

the applications opening. Applicants will be evaluated further and who are found to meet the

pre- qualification criteria will be intimated to attend the applications opening of Part “B” i.e. the

Price Bid at a date to be notified separately. Part “B” will be opened at the specified date in the

presence of the applicants / representatives who are notified to attend the opening.

The applications may be deposited in the APPLICATIONS BOX kept in Human Resource

Management Department, 3rd Floor, RBI, Bengaluru between 10.00 AM and 4.00 PM (Monday

to Friday). For further details or clarifications, if any, the Assistant Manager, Allotment section

(080-22180343) / Manager (Personnel) (080-22180333), Human Resource Management

Department, Reserve Bank of India, Bengaluru-560001 may be contacted over telephone,

RBI 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 applications or any part thereof at any

stage of process without assigning any reason thereof. The Bank has no obligation to accept the

lowest financial application. RBI’s decision in this regard shall be final and binding.

I/We have read the General Information, Scope of Work, Terms & Conditions explicitly

mentioned above and accept the same to execute the contract, if awarded.

SIGNATURE & SEAL OF THE APPLICANT

(Please sign at the bottom of all pages)

18

Part – A

RESERVE BANK OF INDIA

HUMAN RESOURCE MANAGEMENT DEPARTMENT

BENGALURU- 560001

PHONE: 080-22180343

FAX: 080-22278139

PART“A”- TECHNICAL BID

IMPORTANT NOTE:

1. Please read “Scope and general terms & conditions” before filling up this form.

2. Attach documentary evidence wherever asked for.

3. Attach the complete set of Scope, Terms & Conditions duly signed by you.

4. Complete the format in all respects with signature on each page.

5. Sealed cover superscribing on the envelope “Applications for Catering and

Management in the Bank’s Visiting Officers’ Flats (VOF) and Transit Holiday Homes (THH) in

Bengaluru

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”.

19

PART ‘A’- TECHNICAL BID

MANAGEMENT AND HOUSEKEEPING (INCLUDING CATERING) OF THE BANK’S

VISITING OFFICERS’ FLATS (VOF) ANDTRANSIT HOLIDAY HOMES (THH)

INBENGALURU

(A) Name & Address of the Applicant

(B) Whether Individual or Company or Partnership Firm?

(C) Name & address of Directors and / or Partners (in case of Company or Partnership

firm) or name & address of the Proprietor (s) in the case of sole proprietorship firm.

(Documentary evidence to be enclosed).

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

• Guest house catering services (particulars to be given with reference).

Documentary evidence to been closed.

• Guest house, Housekeeping services (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 Cunningham Road and Main Office Premises taken together:

a. Supervisor –1

b. Cook – 2

c. Helper boys –2

(ii) No. of employees proposed to be employed for Cunningham Crescent:

a. Supervisor – 1

b. Cook – 1

c. Helper boys – 2

(iii) No. of employees proposed to be employed for NGV, Koramangala and Osborne

Road

a. Supervisor – 2 (one each)

b. Cook – 2 (one each)

c. Helper boys –6 (three each)

20

(F) Total number of employees presently employed by the applicant in the Guest

House maintenance and catering contracts.

(G) Name of Bankers

(H) Provident Fund Code:

ESI Code No. :

Income Tax PAN No. :

Service Tax Regn. No. :

VAT/TIN Regn. No. :

(Please enclose copies of all above)

(I) Whether the applicant has been issued with a license under the Contract

Labour Regulation & Abolition Act? If so, furnish the details.

(J) Working capital of the contractor

(K) Is the contractor an Income-Tax Assessee? If so, Income-Tax return certificate for

the last three years has to be produced.

(L) Have the accounts of the Firm / Company been audited for the previous year.

If so, furnish a copy of audited accounts of the previous three years.

DD No., Date, Name of the Bank and amount towards

i) Earnest Money Deposit.

ii) Applications Fee (if downloaded from website)

(M) Any other information the applicant may like to furnish.

(N) If the contract is awarded, by what means do you propose to furnish the Security

Deposit as explained above in the General Information sheet.

(O) Any other information the applicant may like to furnish.

21

DECLARATION

I / We hereby declare that the information furnished above is true to the best of our

knowledge. We have enclosed necessary documentary evidence i n support of the same. 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:

Date:

Signature

(Name & Address of the

Applicant with Official Seal)

22

Details of Banker/s

(To be given on tenderer’s letter head)

Particulars

Banker 1 Banker 2

Name of the Branch and

its complete postal

Address

Name and Job-title of the

Contract Person along

with his/her Telephone

No(s) and Fax No. (s) etc.

Type of Account and

Account No.

Whether Credit

Facility/Overdraft facility

enjoyed by the vendor.

The period from which the

vendor has been banking

with the Banker.

Any other information

which the vendor may like

to furnish about its

Bankers.

IFSC code of the Branch

Authorized Signatory

(With name & Seal)

23

Part ‘B’ PRICE BID

MANAGEMENT AND HOUSEKEEPING (INCLUDING CATERING) OF THE BANK’S

VISITING OFFICERS’ FLATS (VOF) ANDTRANSIT HOLIDAY HOMES (THH) IN

BENGALURU

a) For 27 rooms (from July 01 to July 31, 2016)

Sl.

No.

Description Rate

(Rs)

01. Monthly salary#@ for providing the man power:

(a. Supervisor b. Cook c. Helper Boys )

@ Salary inclusive of and in accordance with (as notified

by Govt. of Karnataka in respect of Hostel (Guest

House)) Minimum Wages Act, Employees Provident Fund,

etc. Miscellaneous Provisions Act, Payment of Wages Act,

Payment of Bonus Act, Payment of Gratuity Act.

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

b) For 43 rooms (from August 01, 2016 to June 30, 2017)

Sl.

No.

Description Rate

(Rs)

Rs. 01. Monthly salary#@ for providing the man power:

(a. Supervisor b. Cook c. Helper Boys )

@ Salary inclusive of and in accordance with (as notified

by Govt. of Karnataka in respect of Hostel (Guest House))

Minimum Wages Act, Employees Provident Fund and

Miscellaneous Provisions Act, Payment of Wages Act,

Payment of Bonus Act, Payment of Gratuity Act.

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

# Details of Monthly Salary may be provided as per Annex

Last date for submission of Technical and Price Bid: Thursday June 03,

2016 before 3 PM. The price bids will be opened after evaluation of

Technical Bid and eligible bidders would be informed accordingly.

24

Annex COST BREAKUP

Sl.No Salary Components

Supervisor Cook Helper Boy

1 Minimum Wages

State - Basic

2 VDA

3 Bonus

4 N/F

5 Leave

6 PF

7 Gratuity

8 ESI

9 Uniform

TOTAL