tender document tender no running of canteen … · reason whatsoever and the decision of milma...
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pg. 1 Signature of Tenderer
TENDER DOCUMENT
TENDER No PKD/P&A/230/2019/ February 25, 2019 RUNNING OF CANTEEN (BELONGING TO MRCMPU LTD, PALAKKAD DAIRY),
REPRESENTED BY SENIOR MANAGER, PALAKKAD DAIRY LOCATED AT THE
KALLEPULLY (PO), PALAKKAD – 678 005
Period of contract
One year
Extendable for a further period of 3 years.
Start date for submission of the Tender Form 01-03-2019
Last date and time for submission of tender Form 14-03-2019, 11.30 AM
Earnest Money Deposit (EMD) ₹2000/-
Date and time of opening of Technical Bids 14-03-2019, 2.30 PM
Date and time of opening of Financial bids Financial Bids of Technically qualified
bidders will be opened soon after.
Contact Official
Asst Manager (P&A)
Email: [email protected]
Ph: 9446425853
Address MRCMPU Ltd, Palakkad Dairy, Kallepully
(PO), Palakkad – 678 005
Instructions to Tenderers
1. Invitation of Tenders
1.1. Competitive tenders are invited through open tender from Companies / firms / Agencies /
caterers / sole proprietary concerns experienced in running Industrial canteen (registered
under Factories Act) or PSU establishments for running a canteen at Milma, Palakkad Dairy
situated at Kallepully (PO), Palakkad.
1.2. The tenderers are advised to study the tender document carefully before submitting their
tenders. It will be presumed that the tenderers have understood, considered and accepted all
the terms and conditions enumerated in the Tender Notice. No enquiry, whatsoever, verbal or
written shall be entertained in respect of acceptance/rejection of tender. Tenders must be
unconditional.
pg. 2 Signature of Tenderer
2. Mode of Tender
2.1. The tender documents can be obtained from the office of the Senior Manager, Palakkad
Dairy, Kallepully (PO), Palakkad – 678 005 during office hours on all working days up to
11.30 AM on 14-03-2019 free of cost. The tender document can also be downloaded from
the website www.malabarmilma.com
2.2. The tender is under a Two bid system i.e., Technical and Price Bids. Tenders should be
prepared in accordance with the prescribed format Annexure – I (Technical Bid i.e., Details
of Experience and EMD), Annexure – II (Undertaking), Annexure -III (Price Bid).
3. Instructions to Tenderers
3.1. The technical details may please be submitted in Annexure-I and rates in Annexure III.
3.2. Tenderer shall clearly indicate their legal constitution and the person signing the bid shall
state his capacity as also the source of his ability to bind the Tenderer.
3.3. Tenderer shall be responsible for correctness / authenticity of submitted documents. If any of
the documents furnished by the Tenderer is found to be false / fabricated, the Tenderer is
liable for black listing & cancellation of work / tender.
3.4. All the payments to the Successful Tenderer by the MILMA shall be made through NEFT /
RTGS only after deducting applicable TDS in accordance with statutory guidelines from time
to time.
3.5. Successful Tenderer on its part and through its own resources shall ensure that goods,
materials and equipment etc., are not damaged in the process of carrying out the services
undertaken by it and shall be responsible for acts of commission and omission on the part of
its staff and its employees etc. If MILMA suffers any loss or damage on account of
negligence, default on the part of the employees / agents of the Tenderer, then the Tenderer
shall be liable to reimburse to MILMA for the same. The Tenderer shall keep MILMA fully
indemnified against any such loss or damage.
3.6. The Successful Tenderer has to deposit the Security Deposit an amount of ₹20000(Rupees
Twenty Thousand only) by way of DD from any Nationalized Bank drawn in favour of
“Managing Director, MRCMPU” payable at Palakkad as specified in the work order. The
Security Deposit shall be returned within two months after the expiry of contract and on
fulfilment of all contractual obligations and liabilities if any, in the matter. No interest is
payable on Security Deposit. In case the contract is extended further, the validity of the
Security Deposit shall stand automatically extended. Tenderers sponsored and controlled by
Government / Government Agencies are exempted from remitting Security Deposit.
3.7. The Successful Tenderer will enter into an agreement with MILMA for running the canteen
as required by MILMA on the terms and conditions contained therein on non-judicial stamp
paper worth ₹200/-.
3.8. MILMA shall not be obliged to furnish any information / clarification / explanation to any
unsuccessful tenderer as regards to non-acceptance of their tenders. Except for refund of
pg. 3 Signature of Tenderer
EMD (if applicable) to unsuccessful tenderers, MILMA shall correspond only with the
successful Tenderer. EMD of the technically unsuccessful tenderers will be immediately
returned after the technical evaluation on request of the tenderer. However, price bid of such
tenderers will not be opened and kept with MILMA for office records.
3.9. Jurisdiction of Court: Palakkad, Kerala.
3.10. MILMA reserves the right to accept or reject any or all the tenders without assigning any
reason whatsoever and the decision of MILMA shall be final and binding on all the tenderers
and no explanation shall be sought on this account.
4. Forfeiture of Performance Guarantee
4.1. In case the Tenderer is not able to provide the service to the entire satisfaction of MILMA,
MILMA may allot the work to any other third party at any time. The difference between the
rates agreed to between MILMA and the third party, which would undertake such work shall
be liable to be payable by the defaulting successful Tenderer firm along with the penalty, if
any imposed by MILMA. In the above case, the security deposit submitted by the successful
Tenderer shall be liable to be forfeited in whole or part as per the decision of MILMA, which
shall be binding on the Tenderer.
5. Qualifying Criteria
Sl.
No Eligibility Criteria
Documentary proofs required to be
submitted by the bidder (to be
submitted along with the technical bid)
1
Legal constitution of the Tenderer
(Any of the mentioned certificate /
documents produced as proof of legal entity.
Those who claim for any exemption /
waiving off EMD / SD should submit valid
documentary proof
1. Self-attested copy of PAN card under
Income Tax Act
2. Self-attested copy of GST Registration
Number
3. Self-Attested copy of registration under
applicable laws for Companies / firms / co-
operative societies and in the case of
proprietary concerns with Kudumbasree /
Janasree if applicable.
4. Self-attested copy of registration with
NSIC / MSME
5. Self-attested copy of valid EPF
Registration Number
6. Self-attested copy of valid ESI
Registration Number
7. Self-attested copy of valid License and
Number under Contract Labour Abolition
and Regulation Act and any other Acts /
Rules, in respect of the similar contracts
executed.
pg. 4 Signature of Tenderer
2
The Bidder must have experience in running
canteen for Govt / PSUs' etc. or Industrial
Canteen of any other reputed Organization
registered under Factories Act having
strength of not less than 200 employees /
workers at least for two years on their own
during the 5 calendar years from 2013. If the
details of the same is not mentioned in the
Experience certificate, a self-declaration by
the bidder countersigned by the Authorized
signatory Company / Industrial Canteen /
Organization shall be submitted along with
the experience certificate
1. Copy of the experience certificate /
Proof of catering experience for 2 years
2. If experience certificate is not available,
valid documentary proof like self-attested
agreement executed or work order issued
by the Organization or FSSA / Municipal
License etc of past 2 years along with the
declaration by the bidder shall be
submitted along with the Tender to
substantiate the minimum two years of
experience in running canteen /catering
service.
3. The afore-said documents should be
self-attested.
3
The Bidder should not be black listed /
debarred / agreement terminated for any
deficiency in service of bidder by any Govt
Agency / any other Company
Self-Attested declaration in Annexure II
4
The Bidder shall certify that all the terms
and conditions contained herein has been
read and fully understood and undertake to
abide by them.
Self-Attested declaration in Annexure I
and duplicate document of this tender
document shall be enclosed with signature
in all pages.
6. Earnest Money Deposit (EMD)
6.1. The tender shall be accompanied by Earnest Money Deposit (EMD) of ₹2000/-
(Rupees Two thousand only). The tender not accompanied by EMD shall be treated as
invalid. Earnest Money can be remitted in the form of Demand Draft in favour of
“Managing Director, MRCMPU” payable at Palakkad. Cash, Cheque, Bank
Guarantee, postal orders etc., are not acceptable. No interest will be payable on EMD.
EMD amount will be returned to the unsuccessful tenderer only after the issue of Work
Order to the successful tenderer. Agencies sponsored and controlled by Government
with valid registration certificate from Government are exempted from remitting the
EMD. Tenderers with valid registration under MSME category are also exempted from
EMD.
6.2. The EMD shall be refunded in case the tender is cancelled. The EMD shall be forfeited
in the event of the tenderer withdrawing / modifying his tender before the expiry of 90
days from the date of submission. EMD shall be forfeited in the event of violation of
any of the tender conditions.
pg. 5 Signature of Tenderer
7. Submission of Tender
7.1 Technical and Price Bids
7.1.1. The tenderers shall submit the tender in two separate sealed envelopes one super
scribing “Technical Bid for running of MILMA Canteen” and other super scribing
“Price Bid for running of MILMA Canteen”.
7.1.2. The Technical Bid shall be submitted in the cover super scribed "Technical Bid
for running of MILMA Canteen ". Duly filled in Annexure I & II shall be
enclosed in this cover.
7.1.3. Price Bids shall be submitted in the cover super scribed "Price Bid for running of
MILMA Canteen. Duly filled in Annexure III shall be submitted in this cover.
7.1.4. Both sealed envelopes should be kept in a third sealed envelope super scribing "
Tender running of MILMA Canteen " addressed to Senior Manager, MRCMPU
Ltd, Palakkad Dairy, Kallepully (PO), Palakkad – 678 005 and is to be
submitted to office of the Senior Manager, Palakkad Dairy, Kallepully (PO),
Palakkad – 678 005 on or before 11.30 AM on 14-03-2019 Tenders received
after 11.30 AM on 14-03-2019 will be rejected / returned unopened to the
tenderers. The tenderers can also submit the completed tender through courier or
by post. However, the tenderer should ensure that the tender reaches the office of
the Senior Manager, Palakkad Dairy, Kallepully (PO), Palakkad – 678 005
before the deadline for receipt of tender.
7.1.5. The tender form is non-transferable.
7.1.6. Tenders shall remain valid for acceptance for a period of 05 (Five) months from
the last date of submission of the bid / revised bid if any. The tenderer shall not be
entitled to modify, vary, revoke or cancel his tender during the said period. The
validity of the bid shall be extended as and when required for the period as
requested by MILMA in writing and agreed by the Tenderer.
7.2 Enclosures with technical bid:
7.1.1.1. The bidder shall furnish the following documents along with their Technical bid:
7.1.1.2. Self-attested copy of PAN card under Income Tax Act / if not available, affidavit
in respect to produce the same within one month should be submitted on awarding
of the contract.
7.1.1.3. Self-attested copy of GST Registration Number/ if not available, affidavit in
respect to produce the same within one month should be submitted on awarding of
the contract;
7.1.1.4. Copy of Registration certification of the Registered Legal Entity (Proprietorship /
Partnership firm or Company / NSIC / MSME Category/Kudumbasree/Janasree/
Registered Society) as applicable subject to exemption under the payment of
EMD/SD.
7.1.1.5. An undertaking to the effect that terms and conditions of the bid are duly accepted
(Signature in all pages of the bid document & undertaking
pg. 6 Signature of Tenderer
7.1.1.6. Demand Draft (DD) drawn in favour of “MD, MRCMPU” payable at Palakkad for
₹2000/- (Rupees Two Thousand only) towards EMD if applicable.
7.1.1.7. Copy of the Registration Certificate issued by the Competent Authority under
NSIC / MSME Act, if applicable.
7.1.1.8. Experience certificate or valid documentary proof like self-attested agreement
executed or work order issued by the organisation.
7.1.1.9. Self-Declaration in Annexure – I & Annexure – II
7.1.1.10. Copy of this tender document shall be enclosed with signature in all pages.
7.1.1.11. The tenderer should submit their offer without any conditions / counter conditions
anywhere in the tender document. Conditional tenders, if any, shall be summarily
rejected.
7.1.1.12. The tenderers are expected to visit the canteen premises before quoting and be
fully conversant and aware of the pattern and practices including manpower for the
same before quoting their rate.
8. Opening of Tenders.
8.1. The envelopes containing Technical Bid shall be opened first on the scheduled date
and time in the presence of the available tenderers or their authorized representatives.
Technical Bids shall be evaluated by the Tender Committee appointed by the
Competent Authority of MILMA.
8.2. Price Bids of the technically qualified, eligible tenderers meeting all the requisite
criteria only shall be opened and the successful tenderer would be selected after
considering the price / amount quoted in the financial bid.
8.3. The tenderers who wish to be represented in the tender opening shall send one
representative with due authorisation.
8.4. The Committee may ask tenderers, individually for clarification of their tender for
evaluation and comparison of tenders.
9. Evaluation of Technical Bid
9.1. The Technical bid of tenderers who fulfil the Pre-qualification criteria will be qualified
for technical bid.
10. Evaluation of Price Bid
10.1. Price bids of technically qualified tenderers will only be opened. The price bid shall be
submitted in the attached format (Annexure-III) and tenderers should fill all columns.
10.2. The price quoted by the tenderer should be final and no escalation shall be permitted
during the contract period except for statutory levies subject to documentary evidence.
10.3. Amongst the technically qualified tenderers, the lowest tenderer on the price shall be
decided on overall L1 basis.
10.4. The Tenderers shall submit only price/ rates as per Schedule of Rates without any
condition. No stipulation, deviation, terms & conditions, presumption, basis etc. shall
pg. 7 Signature of Tenderer
be stipulated in Price part of bid. MILMA shall not take cognizance of any such
statement and may at their discretion reject such Price Bids.
10.5. Tenderers shall quote their prices both in figures and words. In case of difference
between rate filled in figures and words, the rate indicated in words shall be considered
final.
10.6. Tenderers shall quote their prices in Indian rupees only.
10.7. The rates quoted shall be exclusive of all taxes if any. 11. Tenderer’s Responsibility for Quotation
11.1. Although all details presented in this tender documents have been complied with all
reasonable care, it is the tenderer’s responsibility to ensure that the information provided is
adequate and clearly understood.
11.2. Tenderer shall inspect the site and surrounding area and shall satisfy himself of the
existing facilities and shall collect any other information, which he may require before
submitting the tender. Tenderer’s quotation is the responsibility of the Tenderer and no
relief or consideration can be given for errors and omissions.
12. Tender Clarification/Amendments by MILMA 12.1. MILMA may issue clarifications / amendments in the form of addendum /
corrigendum during the tendering period and may also issue amendments subsequent
to receiving the tenders.
12.2. For the addendum / corrigendum issued during the tendering period, tenderer shall
confirm the inclusion of addendum / corrigendum in their tender.
12.3. For clarifications issued by MILMA subsequent to receiving the tenders, the tenderer
shall confirm receipt of the same and for any impact on the quoted prices; the tenderer
shall follow the instructions issued along with addendum / corrigendum.
12.4. Tenderer’s shall examine the tender documents thoroughly and submit to MILMA any
apparent conflict, discrepancy or error. MILMA shall issue appropriate clarification or
amendment, if required. Any failure by tenderer to comply with the aforesaid shall not
excuse the tenderer from performing the services in accordance with the agreement, if
subsequently awarded the contract. 13. Forfeiture of EMD
13.1 MILMA shall have the right to forfeit the EMD for the following reasons:
13.1.1. Tenderer withdraws tender during validity period after opening tender.
13.1.2. Successful tenderer fails to sign the contract with the stipulated time.
13.1.3 Tenderer adopts unfair practice to influence outcome of bid process.
pg. 8 Signature of Tenderer
14. All clarifications related to Bidding documents can be addressed to:
THE SENIOR MANAGER, PALAKKAD DAIRY, KALLEPULLY (PO), PALAKKAD – 678 005
15. Acceptance of Tender.
15.1. It is not binding on the MILMA to accept the lowest or any tender and MILMA
reserves the right to accept any tender or to reject any tender or all tenders without
assigning any reason whatsoever.
15.2. It is again made clear that the criterion for accepting the tender will not be solely the
lowest tender but also previous experience in running canteens by the tenderer and
reputation. The decision of the Tender Committee will be final in this respect.
16. Execution of Document.
16.1. The tenderer shall be deemed to have full knowledge of all documents, the canteen
premises, furniture, utensils available, labour practices, their wage rate etc., and the
submission of a tender by a tenderer implies that he has read all the conditions and has
made himself aware of the scope and specifications and other factors bearing on the
tender.
16.2. The successful tenderer will be required to execute an agreement (Annexure -V) at his
expense on stamp paper worth ₹200/- in the prescribed form for the due and proper
fulfilment of the contract as specified in work order. He/she will also deposit the
security deposit of ₹20,000/-(Rupees Twenty Thousand only) by DD drawn in favour
of MRCMPU Ltd, Palakkad Dairy, and failure to do so may entail cancellation of the
offer and forfeiture of the EMD.
pg. 9 Signature of Tenderer
GENERAL CONDITIONS OF CONTRACT
1. Running of Canteen.
(1) The successful tenderer (contractor) is required to run the MILMA Canteen belonging to the
MRCMPU Ltd, Palakkad Dairy located at Kallepully (PO), Palakkad engaging his own men
from the previous day evening of start of contract.
(2) The Contractor shall prepare and supply the items indicated in the price bid as per
requirement for all days including Sundays and Holidays / Harthals for approximately 150
employees (some are not using canteen facility) and in addition to the contract employees
engaged within the campus.
(3) The Contractor shall not assign or transfer any of his rights under the agreement to other
persons and the Contractor shall always be available in the canteen to manage the canteen
affairs.
(4) The Contractor should start the working of the canteen of acceptance of offer after observing
the formalities specified herein or any other day specified by Senior Manager, Palakkad
Dairy.
(5) The Contractor shall submit a price bid indicating the rate for each menu item as
(i) if prepared within the canteen and served &
(ii) if preparation made outside and only supply made ready for serving at canteen.
(6) The contractor should intimate the management in writing / submit the monthly statement of
individual employees for the period from 21st of previous month to 20th of the next month in
order to recover the same from the concerned employee’s salary and the recovered amount
shall be paid on the 10th day of the next month by account transfer.
2. Canteen Premises and other facilities
(a) The Contractor will be allotted the Canteen Building on nominal rent of ₹1/-(Rupee One
only) per month and furniture and Fixtures like dining tables, chairs, exhaust fans, ceiling
Fans, Tube lights etc., cooking stoves without rental charges. However, the Contractor will
be responsible of their safe custody and up keep of the items. The maintenance of the
equipment / fixtures shall be carried out by the Contractor at his cost. MILMA will retain the
ownership of the Canteen buildings, furniture, kitchen equipment and other fixtures etc.
Utensils required for the Canteen shall be made available by the Contractor at his own cost.
(b) Electricity and of drinking water per month shall be given free of cost subject to the
availability. The contractor should maintain a strict control on consumption of water and
electricity and he will be answerable for any abnormal increase in the consumption.
pg. 10 Signature of Tenderer
3. Cooking Gas.
Cooking gas only shall be used as fuel for cooking. In case of LPG, only commercial LPG
cylinders shall be used in the canteen at the expense of the Contractor. He should not use fire
wood for cooking either inside or outside the kitchen. He can also use the biogas connection
provided inside the canteen as per availability of biogas paying a nominal price, which shall be
fixed by MILMA from time to time.
4. MILMA Canteen Managing Committee.
a) There will be a MILMA Canteen Managing Committee consisting of the Section Head of
Personnel & Administration (Convenor of the committee) and four members nominated by
each of the Unions. The Canteen Management Committee shall oversee / supervise the
running of the Canteen. The Contractor shall adhere to the decision of the Canteen Managing
Committee and he will attend the meeting ‘on call’. The Canteen Managing Committee will
meet once in every two months or as and when required and will also conduct periodic
inspection with regard to the quality of food and general cleanliness in the canteen.
b) Members of the Canteen Managing Committee will have the right to inspect the hygienic
condition of the canteen and the quality/ quantity of items supplied in the Canteen. The
directions of Senior Manager, Palakkad Dairy if any, given in this respect should also be
complied with by the Contractor.
c) The contractor shall keep a register to record the suggestions and complaints by the Canteen
Management Committee of beneficiary employees. He shall also provide lock and key to the
canteen and a duplicate key shall be handed over to Convener, Canteen Management
Committee.
5. Menu & Rate
a) The Contractor shall supply all items as per menu (Annexure –IV) in good quality and
quantity and such manner as specified in price bid. The Coffee, Tea and snacks should be
served to offices as and when necessary as specified in menu. Tea and Coffee brought to the
offices etc., should also be served by the Contractor in a standard manner using suitable
utensils.
b) The canteen is intended for use of the MILMA employees, including contract / temporary
workers engaged by the MILMA, Staffs, apprentices and such other persons that MILMA
may permit. Without prejudice to the requirements of the MILMA employees, the Contractor
shall be free to supply the items to other customers at the rates quoted against payment by
such persons directly to the contractor. MILMA will not be responsible for payment of such
customers to the contractor.
pg. 11 Signature of Tenderer
6. Licence/Certificate from PHO/Food Safety Office
a) The Contractor should strictly observe all the rules and regulations, also directions issued
from time to time by the local and other authorities and obtain necessary license including
Food Safety and Standards Act - 2006, for running the canteen. Copy of the same should be
furnished and displayed at the Canteen at the earliest of commencement of canteen
operations. The Contractor should renew the license for running the canteen from the
appropriate LSG authorities and the valid license should be exhibited in the canteen premises
during the entire contract period for inspection by the competent authority.
7. Pre-Medical Examination
Pre-employment medical examination should be done for workers employed by contractor
in MILMA Canteen. Periodic medical examination at least once in six months should be
done for all canteen workers, which must include (a) routine blood examination (b) Rectum
and bacteriological examination of faeces and urine and (c) other relevant tests like X-ray,
chest etc., if considered necessary. A doctor in Government Hospital / Registered Medical
Practitioner / Laboratory should carry out the medical examination and certificate to be
produced to the authorities if required. The Contractor shall not employ or permit to be
employed or allow entry or the presence in the premises of any person suffering from any
contagious disease or found medically unfit for employment in the canteen. Periodical “No
objection Certificate” from Medical Officer should be produced to the competent authority
for compliance.
8. Working time.
a) The canteen shall function on all days between 6.00 AM to 9.00 PM or as per direction of
Convener, MILMA Canteen.
b) The food should be invariably ready for supply during the shift intervals as noted below so
as to enable the employees have their food in time and report back to work without delay.
Breakfast, Morning Tea & Snacks 6.00 AM to 10.30 AM
Lunch / Noon meals 11.30 AM to 2.30 PM
Evening Tea and Supper/Dinner 3.30 PM to 9.00 PM
pg. 12 Signature of Tenderer
9. Cleanliness
(a) The Contractor shall keep the premises of the canteen, canteen hall, kitchen, all the furniture,
utensils, fixtures, roof/wall, ceiling fans, exhaust fans, windows and ventilations including
net and its glass, and any other fittings in clean, healthy and hygienic and sanitary conditions
to the satisfaction of the Canteen Managing Committee. He/she must also ensure that floor of
canteen hall, kitchen, wash basins and other areas of the canteen are cleaned after each meal
using perfumed disinfectant. Mopping should be done after each meal. Entire canteen area
shall be washed on alternate days in a week (Tuesday, Thursday and Saturday). Surrounding
areas adjacent to kitchen should be kept clean on a daily basis. All inside/outside drainages
connected with Canteen in the canteen compound premises shall be cleaned using
disinfectant/phenol by the Contractor. It is required that a full time cleaner shall be engaged
for continuous cleaning inside the canteen to ensure cleanliness.
(b) The Contractor shall ensure that all plates, vessels, tumblers etc are washed in boiling water
after use every time and as often as is necessary. The Contractor will keep all his vessels in a
perfectly hygienic condition.
(c) Food waste / waste items from the Canteen should be regularly taken out from the canteen /
Milma campus at the cost of the Contractor.
10. Sanitation
(a) The Contractor will make necessary sanitation arrangement in the canteen building and
premises to the utmost satisfaction of the MILMA canteen committee. It is the responsibility
of the Contractor to remove all the garbage from the Canteen. He/she shall not place the
waste, anywhere other than in the bin provided for the purpose and should be disposed of
from the campus regularly. For any violation in this regard, the contractor will be liable to
meet the expenses that may have to be incurred by MILMA in this regard.
(b) Carbolic soaps should be provided at wash basins and phenols at Toilets used by canteen
workers. Rest room of canteen workers must be clean and tidy. Proper liquid soap dispenser
should be placed in hand wash area and ensure the availability of liquid soap without fail.
11. Fire & Safety
(a) MILMA will provide all the firefighting equipment and it is the responsibility of the
Contractor that his people will also be familiarized with the fire extinguisher. The Contractor
should instruct his Workers to follow all safety rules.
(b) In case of any safety incident due to lack of safety precautions, the contractor will be solely
responsible for the loss of property and employee safety.
pg. 13 Signature of Tenderer
12. Quality of food items
(a) The ingredients used for the preparation of the various food items by the Contractor shall be
unadulterated and be of good quality. The supply of food, etc., should also be in hygienic
conditions.
(b) The medium of cooking and frying shall be in coconut oil only. Oils once used shall not be
reused for any kind of cooking/frying purposes. For preparation of Porotta / Chappathi
hydrogenated vegetable oil should be used.
(c) In case the Contractor uses curry powder of commodities like chilly, turmeric, coriander etc.,
all these packed items must be of ISI quality standard or Agmark brands only.
(d) Milk by MILMA brand only should be used in the canteen for making tea, coffee, buttermilk
etc.
13. Penal provisions
(a) Even after serving the notice by MILMA to set right any shortcomings observed by the
Canteen Management Committee, or if it is found that the quality or quantity of various items
of food articles served in the canteen is lower than / inferior to that of the prescribed
standards, MILMA shall have the powers to impose a penalty of not more than ₹500/-
(Rupees five hundred only) for each case of default. For violation of any terms of contract,
MILMA shall have the powers to impose a penalty of ₹5000/- (Rupees five thousand only)
on contractor. This will however not limit the right of MILMA to terminate the contract for
non-performance.
14. Validity of contract
a) The contract shall be valid and will be in force for a period of one year from the date of
acceptance of the offer for running of the canteen with an option to extend it annually for three
more years at the discretion of MILMA on the same terms and conditions.
15. Goods and Service Tax
Goods and Service tax or any other tax levied by State/Central Govt., if applicable shall be
paid by the contractor.
16. Rent
A nominal rent of ₹1/- per month shall be recovered from the amount payable to contractor.
pg. 14 Signature of Tenderer
17. The Workers Employed by the contractor.
(a) The contractor shall employ necessary workers and all of them shall be under the control of
contractor and shall discharge all obligations as employer in respect to the workers employed in
the canteen. For all purposes, he/she is the employer of these canteen workers. He shall not
engage any worker below the age of 18 and above 58 years.
(b) The Contractor shall maintain cordial relationship with MILMA employees and customers and
should not give any room for complaints in the behaviour of his/her employees. The Contractor
shall ensure orderly / disciplined behaviour of workers employed by him in canteen premises.
(c) The wages paid by the Independent Labour Contractor to his employees should be in accordance
with the Agricultural Operations and Dairy Farming notification made under the Minimum
Wages Act (Notification GO/No.39/2017/LBR dated 09/05/2017).
Contract
Employee
Monthly
minimum
wage
amount for 8
hour duty
DA for
Palakkad
(currently
applicable for
entire
Palakkad
Dist)
Total
Wages(8hour duty
for 26 days in a
month)
Monthly PF
contribution by
contractor @
12%
Monthly ESI
contribution @
4.75%by
Contractor
Attenders 12120 1976 14096 1692 670
Cooks 12310 1976 14286 1714 679
(d) The contractor shall discharge all obligations in respect his workman as enumerated in labour
enactments like Factories Act, Industrial Disputes Act, EPF Act, ESI Act, Payment of Bonus
Act, Payment of Wages Act, Contract Labour (Regulation and Abolition) Act, Employee
Compensation Act or any other act that is applicable for employment of workers in canteen. He
shall be solely responsible for compliance of all the provisions in such enactments. The persons
engaged for work in the canteen, whether casual or otherwise shall have no lien or claim
whatsoever on the MILMA. The Contractor shall be liable to the MILMA for loss caused to it
arising in any manner as a result of any act or omission of those engaged for work in the canteen.
So also the MILMA shall not be involved in any dispute or claims that may arise between the
Contractor and those engaged by him/her to work in the canteen and to those who are the
customers in the canteen.
(e) The Contractor at his own expenses should make necessary arrangements for Medical
Examination of the canteen workers, employed by him at the beginning of his term of contract
and also whenever found necessary by the competent authority and the certificate should be
exhibited in the canteen premises for inspection by the competent authority. He/she should
obtain the certificate within 15 days after awarding the contract.
(f) The contractor shall ensure that the canteen staff wear uniform, cap covering head & hair, hand
gloves etc as approved by canteen authorities while on duty. The contractor shall provide at his
cost two sets of uniform (White/grey Chef suit and pants) and one pair anti slippery shoes to all
canteen workers per year within 30 days after awarding the canteen and the workers should wear
uniforms during their duty time/working period.
pg. 15 Signature of Tenderer
18. Miscellaneous
(a) The canteen shall be kept open for the Convenor/Personnel Officer or Managing Committee
members for inspection at any time without notice.
(b) The Canteen Contractor should be available in the canteen on all working days.
(c) The Contractor shall execute an agreement in stamp paper worth ₹200/- and the cost of the
stamp paper shall be borne by him/her.
(d) The Committee shall have overall control over running the canteen and the Contractor shall
follow all instructions of the committee.
(e) The responsibility for procuring the provisions, foodstuffs, fuels, etc. and all other items
required for running the canteen shall be entirely that of the Contractor.
(f) The canteen is intended primarily to cater to the employees of the MILMA but the MILMA
will have no objection in the Contractor catering to others viz piece rate contractors’ workmen,
/ clients / vehicle crew etc also on his own responsibility without inconvenience to the
MILMA. However, he is not allowed to cook food in the canteen for supply outside MILMA
(g) It shall be the Contractor’s responsibility to collect all dues from its customers other than
MILMA and the MILMA shall have no responsibility in whatsoever manner in this regard.
(h) The Contractor has to return all the items, such as furniture and fixtures, kitchen / cooking
equipment, and other items in the Canteen at the time of expiry of tenure of his contract period,
in good working condition. If any damage/loss is noticed at the time of handing over of these
items and other equipment, the Contractor has to compensate/replace those items to the
MILMA
(i) The Contractor will be responsible for good quality hygienic meals, snacks, Tea etc., and its
proper service. The Contractor will be responsible for the conduct and behaviour of those
working under him. If the Managing Committee does not approve the quality of the food stuffs,
the service or conduct or behaviour of Contractor and/or those working under him, or the
breach of any of the terms of this contract, MILMA will issue notice to the Contractor to take
immediate remedial action and the Contractor is bound to show improvement or rectify the
defect noticed within the time period stipulated
(j) He/she shall employ necessary workers for the functioning of the canteen only with the prior
permission / approval of the MILMA and shall obtain police clearance certificate for their good
conduct /behaviour. He shall submit the specified data sheet with details of all employees
engaged by him at the canteen.
(k) Being the employer of canteen workers, the Contractor shall be responsible to remove their
staff from the canteen premises on expiry of this agreement or termination thereof whichever is
early.
(l) The Contractor shall not prepare and sell any items of food articles other than those covered by
the terms of this contract except with the written permission of the Canteen Managing
Committee.
(m) No alcoholic beverages, tobacco products and other intoxicating materials of any description
shall be handled, stored or served in the canteen under any circumstances.
(n) The decision of the Senior Manager, Palakkad Dairy in all disputes concerning the
interpretation of the terms of contract shall be final and binding on the Contractor. It shall be
Contractor’s sole responsibility to protect his employee against accident from any cause and
pg. 16 Signature of Tenderer
shall indemnify and protect the MILMA against any claims for damage for bodily injury to
person or property resulting from any such accidents.
(o) MILMA will not guarantee the off-take of any minimum or maximum quantity of meals or
other eatables etc., but the Contractor is bound to supply all the legitimate requirements of the
employees by way of meals, coffee, tea and snacks.
(p) The supply of food material in the canteen should not be interrupted due to harthal, bandh etc.
and the Contractor shall make necessary arrangement for the operation of canteen during such
situations.
(q) If the performance of the contractor is not satisfactory or if the contractor tends to withdraw
from the contract before maturity period, MILMA will have the right to terminate the contract
and make alternative arrangements and additional cost incurred for the same for the remaining
period of contract shall be recovered from the contractor. The premises, all furniture and
appliances entrusted shall be returned on the date of such termination of the agreement intact
and in good condition. The contractor shall be liable to make good any loss or damage to such
property on the date of such termination or within such reasonable time as may be determined
by the Committee.
(r) Security Deposit amount will be forfeited in case the Contractor withdraws from functioning of
the Canteen before completion of contract period.
(s) MILMA reserves the right to alter or delete any of the terms of contract after serving one
month’s notice to the contractor.
(t) The rates are applicable uniformly to all the employees/trainees working on regular/contract
basis.
20. Jurisdiction
The legal jurisdiction of this contract shall be courts at Palakkad only.
SENIOR MANAGER
pg. 17 Signature of Tenderer
TECHNICAL BID
Annexure - I DETAILS OF THE BIDDER & EMD
1 Name of the Tenderer
Office Address Telephone No. Fax No. Mobile No. E-mail Name and address of contact person :
2 Whether the firm is Proprietorship / Partnership firm /
Company / NSIC /MSME Category/Registered Society
etc.(Please attach registration certificate) 3 Whether the Tenderer has experience of running a for
Govt. / Public Sector Units etc. or Industrial Canteen of
any other reputed organization registered under
Factories Act having strength of not less than 200
employees /workers at least for two years on their own
during the five calendar years from 2013. If the detail of the
same is not mentioned in the Experience Certificate, a self-
declaration by the bidder, countersigned by the
Authorised signatory of the respective Company/Industrial
Canteen/Organisation shall be submitted along with the
Experience Certificate. 4 EMD Details (DD No., Name of Bank) 5 PAN Card Number 6 Service Tax Registration Number (if any) This is to certify that I/We have carefully read the contents of the tender document and fully
understood to all the terms and conditions therein and undertake myself/ourselves to abide by the
same.
Name & Signature of the Authorized Person of the bidder:
Place: Name of the Bidding Firm:
Date: ___ / ___/____ Seal of the Bidding Firm:
pg. 18 Signature of Tenderer
Annexure-II
U N D E R T A K I N G It is certified that my Company/ Firm/concern has never been black listed by any of the
Departments / Autonomous Institutions / Public Sector Undertakings of the Government of India or
any other State Government or Public Sector Banks or Local Bodies/Municipalities as on ___
/___/______.
Place:
Date : / /
Signature of the Authorized Person of the Tenderer:
Name of the Signatory
Name of the Tenderer
Seal of the Tenderer
pg. 19 Signature of Tenderer
Annexure III
PRICE BID
Sl.
No ITEMS
Quantity
(gm/ml)
Rate when
prepared in
Canteen &
Served (₹)
Rate when
prepared from
outside & served
(₹)
1
Meals / Cooked rice / Sambar /
Pulissery / Moru / Rasam, Two
side dishes (Thoran / Aviyal /
Kichady / Mezhukkupuratty etc) /
Pickle (Lime / Gooseberry /
Puliyinchi) / Pappadam (Medium-
1 or Small -2) / Hot water
700 /
Sufficient
Quantity
2 Dosa(Sada) 75
3 Roast 75
4 Porotta 75
5 Puttu 75
6 Idli 60
7 Appam 60
8 Chapathi 60
9 Poori 60
10 Aripathiri / Pathiri 60
10 Kadala 100
11 Potato Masala 100
12 Vegetable Curry 100
13 Green Peas 100
14 Cherupayar 100
15 Pathiri / Savalavada 60
16 Bonda (Potato) 60
17 Pazhampori 60
18 Sukhian /Ariyunda with coconut &
Sarkara 60
19 Parippuvada/ Uzhunnuvada 60
20 Kozhukkatta 60
21 Pongappam (Rice, Sugar,
Coconut) 60
22 Coffee Per cup 150
23 Tea Per cup 150
24 Tea/ Coffee without milk 150
25 Tea/ Coffee without sugar &
without milk 150
Note. Special items do not form part of the menu. Rate for special items (like Egg
Omlet, Egg Roast, Egg Curry, Beef fry, Fish fry, Biriyani etc) or new items if any will
be finalised in consultation with Canteen Committee and implemented.
pg. 20 Signature of Tenderer
Annexure IV
CANTEEN MENU SCHEDULE
Particula
rs Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Break
Fast
Idly / Dosa &
Roast +
Chutni,
Sambar
Chappathi
& Poori +
Masala
Curry
Puttu & Kadala
Curry +
Aripathiri &
Masala Curry
Oothappam &
Aappam +
Chutni &
Cherupayar
Curry
Idly / Dosa &
Roast +
Chutni,
Sambar
Idiyappam &
Aripathiri +
Masala
Curry
Upma /
Kichadi &
Chappathi +
Masala
Curry
Morning
Tea &
Snacks
Tea / Coffee
& Uzhunnu
Vada
Tea /
Coffee &
Pazhampor
i
Tea / Coffee &
Kaya Baji
Tea / Coffee
& Masala
Bonda
Tea / Coffee
&
Kozhukkatta
Tea / Coffee
&
Vattayappam
Tea / Coffee
& Parippu
Vada
Lunch
Meals As
Above,
Chappathi &
Masala Curry
Meals As
Above,
Chappathi
& Masala
Curry
Meals As
Above,
Chappathi &
Masala Curry
Meals As
Above,
Chappathi &
Masala Curry
Meals As
Above,
Chappathi &
Masala Curry
Meals As
Above,
Chappathi &
Masala
Curry
Meals As
Above,
Chappathi &
Masala
Curry
Evening
Tea &
Snacks
Tea / Coffee
& Pathiri
Tea /
Coffee &
Savala
Vada
Tea / Coffee &
Sughiyan
Tea / Coffee
& Ariyunda
Tea / Coffee
&
Pazhampori
Tea / Coffee
& Masala
Bonda
Tea / Coffee &
Kozhukkatta
Supper /
Dinner
Meals &
Porotta/Chap
pathi &
Cherupayar
Meals /
Porotta/Ch
appathi &
Masala
Curry
Meals &
Porotta/
Chappathi &
Green Peas
Meals &
Porotta/
Chappathi &
Veg Curry
Meals &
Porotta/
Chappathi &
Cherupayar
Meals /
Porotta/
Chappathi &
Veg Curry
Meals / Porotta/
Chappathi & Green Peas
NB: Above are indicative of minimum requirements. Contactor is free to give more choices at same
price in addition to above as per demand in consultation with Canteen Committee.