tirumala tirupati devasthanams: tirupati and kalyani choultry areas at tirumala (north package) for...
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TIRUMALA TIRUPATI DEVASTHANAMS: TIRUPATI
TENDER DOCUMENT
FOR
"FACILITY MANAGEMENT SERVICES FOR HOUSE KEEPING, SANITATION AND
MAINTENANCE OF VSRH I & II, SPT, RBRH-I, II & III, SGRH, Sudharshan,
Govardhan and Kalyani Choultry areas at Tirumala (North Package) for 2015-17”.
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ISSUE LETTER OF TENDER DOCUMENT Name of Work: "FACILITY MANAGEMENT SERVICES FOR HOUSE KEEPING,
SANITATION AND MAINTENANCE OF VSRH I & II, SPT, RBRH-I,
II & III, SGRH, Sudharshan, Govardhan and Kalyani Choultry
areas at Tirumala (North Package) for 2015-17”.
Tender Document No. 5 7 / S E - I I / T T D / 2 0 1 5 - 1 6 One set of Tender document consist of two parts as per Master Index is issued to:
M/s -----------------------------------------------------
-----------------------------------------------------------
-----------------------------------------------------------
An amount of Rs. 10,000/- towards Tender Document Fee (Non- refundable) have
been paid in the form of Bank Demand Draft (DD)/Banker’s Cheque (BC) no.--------------
--- dated -----------------on ----------------------Bank in favour of “The Executive Officer, TTD”,
payable at Tirupati.
Note: - Cost of Tender document fee Rs. 10,000/-
Superintending Engineer – II T.T.Devasthanams,
Date: _____________ Tirupati
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MASTER INDEX NAME OF WORK: "FACILITY MANAGEMENT SERVICES FOR HOUSE
KEEPING, SANITATION AND MAINTENANCE OF
VSRH I & II, SPT, RBRH-I, II & III, SGRH, Sudharshan,
Govardhan and Kalyani Choultry areas at Tirumala
(North Package) for 2015-17”.
(TENDER DOCUMENT NO.: 57/SE-II /TTD/2015-16 ) PART – I : TECHNICAL BID
S.NO.
DESCRIPTION
PAGE NO.
1.
COVER PAGE
2.
MASTER INDEX
3.
NOTICE INVITING TENDER
4.
INSTRUCTION TO TENDERERS
5.
PROPOSAL FORMS
6.
GENERAL CONDITIONS OF CONTRACT & ANNEXURES
PART – II : BILL OF QUANTITIES(PRICE BID)
S.NO.
DESCRIPTION
PAGE NO.
1. BILL OF QUANTITIES(PRICE BID)
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TIRUMALA TIRUPATI DEVASTHANAMS TIRUPATI
NOTICE INVITING TENDER (NIT)
Tender document No.
Name Of Work
"FACILITY MANAGEMENT SERVICES FOR HOUSE KEEPING, SANITATION AND MAINTENANCE OF VSRH I & II, SPT, RBRH-I, II & III, SGRH, Sudharshan, Govardhan and Kalyani Choultry areas at Tirumala (North Package) for 2015-17”.
Period of Contract 24 Months
Form of Contract Lump Sum
Date & Time Of Pre-bid meeting
01-07-2015 @ 4 PM in the chambers of the Chief Engineer, TTD, Tirupati.
Date & Time Of Submission of Tender
07-07-2015 upto 3 PM
Date & Time For Opening of Tender a) Technical Bid b) Financial Bid
Technical Bid will be opened on 07-07-2015 @ 3.15 PM After evaluation of technical bid, the financial bid will be opened. The date of opening of financial bid will be intimated separately.
Cost of Tender document (Non-refundable) to be paid in the shape of Demand Draft in favour of Executive Officer, TTD, Tirupati and payable at Tirupati
Rs.10,000/- (Rupees ten thousand only)
The tenderer can download the tender document from www.tirumala.org or obtain
the tender document from the O/o Superintending Engineer – II, TTD, TTD
Administrative Building, K.T.Road, Tirupati – 517 501, upon payment of the bid cost
by Demand Draft. In case of downloaded document from www.tirumala.org , the
tenderer shall submit the cost of bid document by way of Demand Draft / Pay order
Payable at Tirupati drawn in favour of the Executive officer, TTD, Tirupati issued by
scheduled banks and along with the bid responses. The cost of bid document is
non-refundable. The date of DD for cost of bid document shall be on or after the
date of advertisement and on or before last date for downloading / issue of tender
document. Superintending Engineer-II,
Tirumala Tirupati Devasthanams,
T.T.D. Administrative Building,
K.T. Road, Tirupati – 517 501.
Andhra Pradesh.
Tel No.: (0877) – 226 4328, 226 4389
9704678405, 9704678527, 9000503090
9704678395,
Fax : (0877) – 226 4455
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NOTICE INVITING TENDER
DOMESTIC COMPETITIVE BIDDING
(To be published in website)
WORKS: "FACILITY MANAGEMENT SERVICES FOR HOUSE KEEPING,
SANITATION AND MAINTENANCE OF VSRH I & II, SPT, RBRH-I, II & III, SGRH,
Sudharshan, Govardhan and Kalyani Choultry areas at Tirumala (North Package)
for 2015-17”.
1.0 BRIEF SCOPE OF WORK
1.1 Cleaning and maintaining building, washrooms and total surrounding areas inclusive of parking areas, adjacent roads and its berms if any.
1.2 Cleaning of all rooms, furniture, carpets, doors, windows and cobwebs etc. 1.3 Mechanised Washing and pressing of pillow covers, bed sheets for every check
out. 1.4 Changing of linen immediately after check out of the rooms by pilgrims,
mechanized washing & pressing of curtain clothes for every one month, dry washing of woolen blankets for every one month.
1.5 Cleaning of floors by using scrubber with necessary human or Eco friendly cleaning materials.
1.6 Removal of drain blocking, disinfecting the toilets using appropriate chemicals, disinfectants, deodorants and insecticides, etc.
1.7 Plumbing and electrical maintenance – both periodical and on-demand maintenance and including materials and labour (materials shall be of standard approved companies only). There shall be a preventive maintenance schedule.
2.0 SALIENT FEATURES OF TENDER DOCUMENT
1
I
Name of Work
"FACILITY MANAGEMENT SERVICES
FOR HOUSE KEEPING, SANITATION
AND MAINTENANCE OF VSRH I & II,
SPT, RBRH-I, II & III, SGRH, Sudharshan,
Govardhan and Kalyani Choultry areas at
Tirumala (North Package) for 2015-17”.
II
Tender document Fee (By DD from any scheduled bank payable at Tirupati)
Rs.10,000/-
III
Earnest Money Deposit (By DD/BG from any scheduled bank payable at Tirupati)
As per the conditions 4 & 5 in the tender
document
IV Service Period 24 months
V Sale Period/ download period 22-06-2015 from 3 PM to 06-07-2015 upto
5 PM
VI Last Date and Time (Deadline)
for Receipt of Bid
07-07-2015 up to 3 PM
VII
Date, Time & Place for Opening
of Bid (Techno- Part)
07-07-2015 @ 3.15 PM
VIII Last Date for receipt of
Tenderer’s Queries
29-06-2015 Upto 5 PM
IX Date & Time of Pre-Bid Meeting
01-07-2015 @ 4 PM
X
Venue of Pre-Bid Meeting O/o Chief Engineer, Tirumala Tirupati Devasthanams, T.T.D.Administrative Building, K.T.Road, Tirupati – 517 501 Andhra Pradesh.
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3.0 INSTRUCTIONS for QUOTING and QUALIFICATION CRITERIA
Tenders are invited for the subject work. The intending bidders can quote as per the
eligibility criteria prescribed.
The technical evaluation will be made purely on the basis of the supporting
documents uploaded / furnished by the bidders and EMD amount paid, with
reference to the eligibility prescribed.
Upon failure to meet the relevant eligibility criteria, the bid will be disqualified.
Evaluation Criteria : The tenderers will be evaluated and finalised to the lowest offer among the eligible bidders.
Agencies intending to participate shall fulfill the following qualification criteria:
3.1 EXPERIENCE CRITERIA
3.1.1 Shall submit relevant documents to meet the ‘Experience criteria’ of having -
“Proven capabilities of following, in any one year during the last five financial years
i.e ., 2010-2011 to 2014-15:
a) The firm should have carried out FMS activities in Rest house/ Guest
house/Hostel/Hotel/Hospital in Government/Public Sector/any Reputed
organizations/ Institutes in India.
b) The firm shall have undertaken at least 450 rooms or 2,43,000 Sft of Plinth area
or 1,86,000 Sft of carpet /floor area either in any one of Rest house/ Guest
house/Hostel/Hotel/Hospital or combination, but in not more than three
locations/premises (total 450 rooms or 2,43,000 Sft of Plinth area or 1,86,000 Sft of
carpet /floor area) as the case may be.
The experience in respect of completed works and ongoing works with minimum of
one (year) completion period will only be considered.
3.2 Financial Criteria
Shall submit relevant documents to meet the ‘Financial criteria’ of having
“Annual turnover not less than Rs.1050 Lakh in FMS related works in any one
year during last five financial years i.e ., 2010-2011 to 2014-15”
3.3 In house works / Self certification of works will be not accepted. Agreement copies
and work orders bill forms alone will also not be considered.
3.3.1 Valid Registration of firm with ESI & EPF and Central Excise for Service Tax.
3.3.2 Registration under Labour laws.
3.3.3 Permanent Account Number issued by Department of Income Tax.
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3.4 Documents Required
a) Brief description of the company/organization/firm including its structure and the
number of employees.
b) Name and complete address of the organization including branches if any.
c) Status of the organization: Proprietor/Partnership/Regd. Company.
d) The Experience Certificates shall be issued only by the competent authorities i.e.,
not less than the agreement concluding authority (copy of agreement shall be
enclosed).
e) Bankers and their Addresses.
f) Reference list of major clients with the contract details performed during the last
five years giving the nature and scope of services, method and technology
applied, manpower deployed, total value of the contract and other relevant details.
g) Completion certificate from the organizations for whom the service provider has
provided similar FMS along with scope and nature of FMS and contract value from
the Agreement Concluded Authority with the copy of Agreement. This is
mandatorily applicable for the works shown in the experience criteria. The details
shall also include payment received certificate and If necessary TTD can seek
Bank scrolls
h) Attested copies of Firm Registration Certificate, recent IT Assessment Order,
PAN/TIN Card, Service Tax Registration Certificate, PF and ESI Registration
Certificates.
i) Attested copies of Registration Certificate and License from the licensing officer
under Contract Labour (Regulation and Abolition) Act, 1970 to carry out FMS as
described earlier.
j) List of full-time key-employees with qualifications, experience (only senior &
middle management) and the number of years of service in the organization.
k) Attested copies of Income Statement and Balance Sheet of the firm/company and
Turnover from FMS activities for the last 5 (FIVE) years 2010-2011 to 2014-15)
l) List of equipment along with manufacturer details and number of units that will be
deployed for the work.
m) Declaration as detailed in Form – H.
4.0 SUBMISSION OF BID: 4.1 The Tender document shall be submitted in four Envelopes as detailed below and shall
be properly sealed:
Envelope 1:
The envelope shall be superscribed on the top of cover as “Technical bid”, shall
contain the following:
(a) Complete set of Tender documents (Technical Bid only and Financial bid shall not
be enclosed), duly filled in and signed by the tenderer on all pages (including Schedules
and Annexures) and copy of the minutes of the pre bid meeting duly signed by the
tenderer on all pages.
(b) Earnest Money Deposit as stated hereunder by Demand Draft (DD)/BG obtained
from any scheduled Bank drawn in favour of the EXECUTIVE OFFICER, TTD,
TIRUPATI. Payable at Tirupati
E.M.D. : Rs. 21.00 Lakh ([Refer clause 5.0]) The date of DD/BG shall be on or after the date of advertisement only and on or before the last date of submission of tender document.
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(c) Tender document fee (if downloaded from Web site) by Demand Draft (DD)
obtained from any Scheduled Bank drawn in favour of the EXECUTIVE OFFICER,
TTD, TIRUPATI and payable at Tirupati. The date of DD shall be in between the dates
on or after date of advertisement of this work and the last date for downloading the
tender document.
Envelope 2:
The envelope shall be superscribed as ‘Qualification of Tenderer’, complete set of
documents listed under 3.1, 3.2 and 3.4 under the caption qualification criteria with all
supporting documents duly filled in and signed by the tenderer on all pages. The
documents such as experience certificates, copies of agreement, financial turn over,
copies of PAN, Service tax registration, PF & ESI registration, etc., shall be submitted
along with proper attestations.
Envelope 3:
The envelope should be super scribed as “Financial bid (Price bid)”, Complete set of
Financial Bid (Price Bid) of the tender document.
Envelope 4:
The envelope should contains all the above three sealed envelopes and shall be
superscribed on top of the cover with the name of work and NIT No.
5. Earnest money deposit
Shall submit EMD of Rs.21.00 Lakh by Demand Draft/BG drawn from any scheduled
Bank drawn in favour of EXECUTIVE OFFICER, TTD, TIRUPATI along with the tender.
This shall be payable at Tirupati.
If TTD cancels the tender on any administrative reason the EMDs of all the tenderers
will be returned.
EMD will be forfeited in the event of any refusal or delay on the part of the
successful tenderer to accept the offer of award of work or sign and execute the
contract on acceptance of the firm’s tender. EMD shall also be liable for forfeiture in
case the contractor delays the commencement of work as per the contract. EMD of
unsuccessful tenderers will be returned after expiry of tender validity period or after
finalization of tenders whichever is earlier. EMD of successful tenderer will be
retained as security deposit.
The successful tenderer has to pay further EMD at the rate of 2.5 % of Tender
Contract Value, less the EMD already paid at the time of tender, by Demand
Draft/Bank Guarantee from any Scheduled bank approved by TTD drawn in favour
of E.O., TTD, Tirupati at the time of concluding the agreement and shall be valid for
a period of 36 months. Bank guarantee can also be given for full EMD. Once the BG
is submitted for full EMD on verification/confirmation of BG., the Demand draft/BG
submitted for EMD at the time of tender will be returned to the tenderer
The successful tenderer has also to pay an Additional Security Deposit of 2.5% of
the contract value over and above EMD in the form of Demand Draft or Bank
Guarantee from any Scheduled bank approved by TTD and shall be valid for a period
30 months in favour of Executive Officer, TTD.
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The department will retain from each payment due to the contractor at the rate of
5% from running bills until completion of the whole of the work. On satisfactory
completion of the whole work, the EMD, ASD & FSD will be refunded or the
corresponding bank guarantees will be released after the completion of the contract
period subject to the condition that the contractor hands over the furniture, fittings,
linen and other inventory of articles in good condition to the satisfaction of the
department and also on submission of NO DUE certificate from the concerned
departments.(However the EMD + FSD will not be released on or before 6 months
from the date of completion of Contract/Work).
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INSTRUCTIONS TO TENDERERS ..
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TABLE OF CONTENTS
1.0 GENERAL
1.1 Introduction
1.2 Confidentiality of Document
1.3 Cost of Bidding
1.4 Site Visit
2.0 TENDER DOCUMENT, CLARIFICATION AND AMENDMENT
2.1 Tender Document
2.2 Pre-Bid meeting and Clarification Requests by Tenderer
3.0 PREPARATION OF BIDS
3.1 Joint Venture / Consortium Bids
3.2 Language of Bid
3.3 Compliance to Tender Document Requirement
3.4 Unsolicited Post Tender Modifications
3.5 Documents Comprising the Bid
3. 6 Bid Prices
3.7 Currencies of Bid & Payment
3.8 Arrangement of Bid
3.9 Bid Validity
3.10 Earnest Money Deposit/ Bid Security
4.0 SUBMISSION OF BID
4.1 All Pages to be initialed
4.2 One Bid Per Tenderer
4.3 Date, Time & Place of Submission
5.0 BID OPENING AND EVALUATION
5.1 Opening of Envelopes 1 & 2 (Technical Bid)
5.2 Clarification & Additional Information
5.3 Opening of Envelope 3 (Price Part of Bid)
5.4 Evaluation and Comparison of Price/ Bid
5.5 Process to be confidential 5.6 TTD’s Right to accept or reject a bid
6.0 AWAR D OF WORK
7.0 Retired Government /TTD Officers
8.0 Abnormal Rates
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1.0 GENERAL
1.1 Introduction
Tirumala Tirupati Devasthanams (TTD) invites sealed tenders from
established and reputed professional firms/organizations/Individuals who are engaged and
having experience in Facilities Management Services (FMS) to express their interest to
provide "FACILITY MANAGEMENT SERVICES FOR HOUSE KEEPING, SANITATION
AND MAINTENANCE OF VSRH I & II, SPT, RBRH-I, II & III, SGRH, Sudharshan,
Govardhan and Kalyani Choultry areas at Tirumala (North Package) for 2015-17”.
It shall be tenderer's responsibility to have thorough understanding of the
reference documents, work areas, site conditions and specifications included in the Tender
Document.
1.2 Confidentiality of Document
Tenderer shall treat the Tender Document and contents thereof as
confidential. If at any time, during the bid preparation stage. If tenderer
decides to decline to bid, all documents must be immediately returned to TTD.
1.3 Cost of Bidding
All direct and indirect costs associated with the preparation and submission of
bid (including clarification meetings and site visit, if any), shall be to the
Tenderer’s account and TTD will in no case be responsible or liable for those
costs, regardless of the conduct or outcome of the bidding process.
1.4 Site Visit
Tenderer is advised to visit and examine/ study the site and its conditions, its
surroundings and familiarize himself with the existing facilities and
environment, and collect all other vital information which he may require
for preparing and submitting the bid and entering in to the Contract. Claims
and objections due to ignorance of existing conditions or inadequacy of
information will not be considered after submission of the bid and during
implementation.
The site of Work is located at Tirumala, Andhra Pradesh. Any loss to the
property/ life of the workers /prospective tenderer due to prospective
tenderer’s negligence shall be the prospective tenderer’s responsibility.
Prospective tenderer shall keep TTD indemnified from any legal
consequences arising there from.
2.0 TENDER DOCUMENT, CLARIF ICATION AND AMENDMENT
2.1 Tender Document
The Tender Document shall consist of the following and should be read in
conjunction with any amendment issued subsequently.
i) Notice Inviting Tender (NIT).
ii) Instructions to Tenderers and its attachments.
iii) General Conditions of Contract and its Annexure.
iv) Technical Specifications / Standards, if any
v) Drawings, if any.
vi) Price Bid
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The Tenderer is expected to examine the Tender Document,
including all instructions, terms, specifications and drawings if any in the
Tender Document. Failure to furnish all information required as per the Tender
Document or submission of a bid not substantially responsive to the Tender
Document in every respect could result in rejection of the Bid.
Tender documents once issued are non-transferable in other name and
shall at all times remains the exclusive property of TTD with a license to the
Tenderer to use the Tender Documents for the limited purpose of submitting
the bid.
2.2 Pre bid meeting and Clarification Requests by Tenderer:
The details presented in this Tender Document have been compiled with all
reasonable and possible care. However, it is the Tenderer’s responsibility to
ensure that the information provided is adequate, clearly understood and it
includes all documents as per the Index.
Tenderer shall examine the Tender Document thoroughly in all respects and if
any conflict, contradiction, discrepancy, error or omission is observed,
Tenderer must request clarification in the pre-bid meeting.
Pre-bid meeting will be held at the Office of the Chief Engineer, TTD, Tirupati
on 01-07-2015 @ 4 PM. (IST). All the tenderers should attend the same duly
submitting their points in writing which require clarification. The queries
received within due date i.e., atleast 24 hours before Pre Bid meeting alone will
be considered. Clarifications furnished in the pre-bid meeting will be the part of
the bid document.
The minutes of the pre-bid meeting will be communicated by e-mail to all the
tenderers who participated in the pre-bid meeting. Also a copy of the same will
be published as corrigendum in the TTD web site www.tirumala.org. The
minutes of the pre-bid meeting shall be submitted along with bid document duly
signed in all pages, failing which, the tenders are liable for rejection. Not
attending the meeting, do not relieve the tenderers from the decisions taken at
the pre-bid meeting.
The response to queries / clarifications of the tenderers shall not form part of
Tender Document unless issued as an Amendment/Addendum.
3.0 PREPARATION OF BIDS
3.1 Joint Venture / Consortium Bids
Joint Venture / Consortium Bids are not acceptable.
3.2 Language of Bid
The Bid, all correspondence and documents relating to the bid, between
tenderer and TTD, shall be written in English language only. Any printed
literature furnished by Tenderer can be written in other language provided that
literature is accompanied by an authenticated English translation, in
which case for purpose of interpretation of the Bid, the English translation shall
govern. The Agreements/ Experience certificates if submitted in any other
language, then the authenticated translated English version also shall be
submitted. The authenticity of translation lies with the tenderer.
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3.3 Compliance to Tender Document Requirement
TTD expects Tenderer’s compliance to the requirements of Tender Document
without any deviation. Any Bid containing exceptions / deviations to the
following stipulations / conditions shall be liable for rejection:
(a) Time Schedule
(b) Scope of Work
(c) Scope of Supply
(d) Security Deposit
(e) Suspension of Works
(f) Force Majeure
(g) Arbitration
(h) Bill of Quantities (B.O.Q)
3.4 Unsolicited Post Tender Modifications
Tenderers are advised to quote as per terms and conditions of the
Tender Document and not to stipulate deviations/ exceptions. Once quoted,
the tenderer shall not make any subsequent price changes, whether
resulting or arising out of any technical/ clarifications and details
sought on any deviations, exceptions or stipulations mentioned in the
bid. Similarly, no revision in quoted price shall be allowed should the
deviations stipulated by him are not accepted by TTD and are required to
be withdrawn by him in favour of stipulation of the Tender
Document. Any unsolicited proposed price change will render the bid liable
for rejection.
3.5 Documents Comprising the Bid
Tenderer is required to make a Bid/ proposal in a format as outlined below in
order to achieve the objective of maintaining uniform proposal structure from
all the Tenderers:
i) The Bid should be prepared by the Tenderer and shall be submitted in
4 separate sealed envelopes:
a) Envelope – 1 - Technical Bid
b) Envelope – 2 - Qualification of Tenderer
c) Envelope – 3 - Financial Bid (Price Bid)
d) Envelope – 4 - This contains sealed envelopes 1,2,3
Envelope 1:
The envelope shall be superscribed on the top of cover as “Technical bid”, shall consists of
the following:
(a) Complete set of Tender documents (Technical Bid only), duly filled in and signed
by the tenderer on all pages (including Schedules and Annexures) (Price bid shall
not be enclosed)
(b) Earnest Money Deposit as stated hereunder by Demand Draft (DD)/BG obtained
from any Scheduled Bank drawn in favour of the EXECUTIVE OFFICER, TTD,
TIRUPATI and payable at Tirupati.
EMD:- Rs. 21.00 Lakh
( c ). copy of the minutes of the pre bid meeting duly signed by the tenderer on all pages
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Tender document fee (if downloaded from Web site) by Demand Draft (DD) obtained from any Scheduled Bank drawn in favour of the EXECUTIVE OFFICER, TTD, TIRUPATI payable at Tirupati.
Envelope 2
The envelope shall be super scribed as ‘Qualification of Tenderer’, Complete set of
documents listed under the caption qualification criteria of tenderer with all supporting
documents duly filled in and signed by the tenderer on all pages. The documents such as
experience certificates, copies of agreements, financial turn over, copies of PAN, Service
tax registration, PF & ESI registration, etc., shall be submitted along with proper
attestations.
Envelope 3
The envelope should be superscribed as “Financial bid (Price bid)”, Complete set of
Financial Bid (Price Bid) of the tender document .
Envelope 4
The envelope should contains all the above three sealed envelopes and shall be
superscribed on top of the cover with “the name of work.” and NIT No.
3.6 Bid Prices
Tenderer shall quote price after careful analysis of cost involved for the performance
of the work considering all parts of the Tender Document. In case any activity though
specifically not covered in description of item under BOQ but it is required to complete
the work as per scope of work, scope of supply, specifications, General Conditions of
Contract or any other part of Tender Document, the prices quoted shall be deemed to be
inclusive of cost incurred for such activity.
Prices quoted by the Tenderer, shall remain firm, fixed and valid until completion of the
Contract performance period and will not be subject to variation on any account except
as otherwise specifically provided in the Contract documents.
Tenderer shall quote/fill the rate in rupees in round figure (without any figure in decimal
i.e. paisa).
Alternative bids will not be considered.
3.6.1 Rates to be in figures and words
The tenderer should quote in English both in figures as well as in words the rates
and amounts tendered by him in the Bill of Quantities for each item and in such a way
that interpolation is not possible. The amount for each item should be worked out
and entered and requisite totals given of all items, both in figures and in words. The
tendered amount for the work shall be entered in the tender document and duly
signed by the tenderer.
3.6.2 Corrections and Erasures:
All corrections and alterations in the entries of the tender papers shall be signed
in full by the tenderer with date. No erasing or overwriting are permissible.
3.7 Currencies of Bid & Payment
Tenderers shall quote the prices in Indian Rupees only.
All payment to be made by TTD shall be made in Indian Rupees only.
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3.8 Arrangement of Bid
3.8.1 The b id shall be neatly arranged with consecutively numbered pages. It should
not contain any terms and conditions, which are not applicable to the bid. All documents
shall be properly indexed and flag marked for easy identification as per the
requirements of the Tender Document.
3.8.2 The bid and all details submitted by the Tenderer shall be signed and stamped
on each page by a person legally authorised to enter into agreement on behalf of
the Tenderer. Corrections/ alterations, if any shall also be signed by the same
person. Tenderer shall submit Power of Attorney in favour of the person who
signs the bid and subsequent submissions on behalf of the Tenderer.
The bid shall contain the name, residence and place of business of person or
persons making the tender and shall be signed by the Tenderer with his usual
signature. Partnership firms furnish the full names of all partners in the Bid. It
should be signed in the partnership name by all the partners or by duly
authorized representative followed by the name and designation of the person
signing. Bid by Corporation shall be signed by an authorized representative and
Power of Attorney on behalf of the Corporation shall accompany the Bid. A
copy of Partnership Deed in the case of partnership firm or Article of Association
in the case of limited company shall be furnished.
Transfer of Tender documents purchased by one intending Tenderer to another
is not permitted.
3.9 Bid Validity
3.9.1 Bid shall remain valid for acceptance for a period of 04 (FOUR ) months from the last
date of submission of the bid. The Tenderer shall not be entitled during the said period
to revoke or cancel his bid or to vary the bid except and to the extent required by TTD
in writing. In case of withdrawal of the bid during the bid validity period, EMD of such
tenderer shall be forfeited by TTD and also results in proscribing the tenderer from
participating in any TTD tenders for a period of 3 years.
3.9.2 TTD may request the tenderer for extension of the period of validity of bid. If the
tenderer agrees to the extension request, the validity of EMD/Bid Security shall also be
suitably extended. Tenderer may refuse the request for extension of bid validity
without forfeiting his EMD/Bid Security. However, tenderers agreeing to the request for
extension of validity of bid shall not be permitted to modify the bid because of
extension, unless specifically invited to do so.
3.10 Earnest Money Deposit / Bid Security
The bid must be accompanied by Earnest Money for the amount indicated in Notice
Inviting Bid in form of Bank Demand Draft/BG in favour of “The Executive Officer, TTD,
Tirupati payable at Tirupati from any Scheduled bank. The Demand Draft/BG towards
EMD can be initially for 3 months/6 months respectively and the same shall be extended
up to tender validity period as and when requested by TTD. EMD shall be submitted in
Envelope – 1 of the Bid. No interest shall be allowed on the Earnest Money Deposited
by the Tenderer. Any bid not accompanied by EMD (as stated above) and tender
document fee will be summarily rejected.
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The Earnest Money Deposit will be forfeited if the tenderer fails to deposit the
requisite security money and/ or fails to start the work within a period of 15 (Fifteen)
calendar days or fails to execute the agreement within 15 (Fifteen) days after the receipt
of letter of acceptance of tender or Letter of Acceptance.
If the Tenderer, after submission, revokes his bid or modifies the terms and
conditions thereof during the validity of his bid except where TTD has given opportunity to
do so, the earnest money shall be liable to be forfeited. TTD may at any time cancel or
withdraw the Invitation to Bid without assigning any reason and in such cases the earnest
money submitted by Tenderer will be returned to him.
EMD of unsuccessful tenderers will be refunded after expiry of tender validity period or
after finalization of tenders whichever is earlier. EMD of successful tenderer will be
retained as security deposit.
The successful tenderer has to pay further EMD at the rate of 2.5 % of Tender Contract
Value, less the EMD already paid at the time of tender, if EMD is paid by way of DD. If
EMD at the time of tender is paid by way of BG, the successful tenderer has to pay further
EMD at the rate of 2.5% of TCV, In either case the BG shall be obtained in favour of E.O.,
TTD, Tirupati drawn from any Scheduled bank approved by TTD and valid for a peripd of
36 months. This can be by DD also.
The successful tenderer has to pay an Additional Security Deposit of 2.5% of the
contract value over and above EMD in the form of Demand Draft or Bank Guarantee
from any scheduled bank approved by TTD valid for a period 30 months and drawn in
favour of Executive Officer, TTD within the time period indicated in General Conditions of
Contract. If the successful Tenderer fails or refuses to sign the agreement or fails to
furnish the further EMD and Security Deposit within the specified period, the earnest
money shall be forfeited without prejudice to his being liable to any further loss or
damage incurred in consequence to the action taken by TTD. EMD shall also be liable
for forfeiture in case the contractor delays the commencement of work as per the
contract.
The department will retain from each payment due to the contractor at the rate of
5% from running bills until completion of the whole of the work. On satisfactory
completion of the whole work, the EMD, ASD & FSD will be refunded or the
corresponding bank guarantees will be released after the completion of the contract
period subject to the condition that the contractor hands over the furniture, fittings, linen
and other inventory of articles in good condition to the satisfaction of the department and
also on submission of NO DUE certificates from the concerned departments. (However
the EMD + FSD will not be released on or before 6 months from the date of completion
of Contract/Work)
4.0 SUBMISSION OF BID
Bid must be submitted in original and as per details given in other clauses given
hereunder. The rates shall be filled in the BOQ given in the Tender documents.
Addenda to this tender document, if issued, must be signed and submitted along with
the Tender document.
4.1 All pages to be initialed
All the pages of the Tender document should be initialed by the Tenderer. All pages of
Tender documents shall be initialed or signed wherever required in the bid papers by
the Tenderer or by a person holding power of attorney authorizing him to sign on behalf
of the Tenderer before submission of Bid.
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4.2 One Bid per Tenderer
Tenderer shall submit only one bid comprising 4 Envelopes. A tenderer, who
submits or participates in more than one bid for a work will be disqualified.
4.3 Date, Time & Place of Submission
Bid must be submitted by the due date and time mentioned in the Notice Inviting Tender
or any extension thereof as duly notified in writing by TTD, in the office of Superintending
Engineer – II, Tirupati at the following address:
O/o Superintending Engineer – II,
TTD Administrative Building,
K.T.Road, Tirupati – 517 501
Tel No.: (0877) – 226 4328, 226 4389
9704678405, 9704678527
Fax : (0877) – 226 4455
4.4 Due to certain reasons, if the TTD office happens to be closed on the scheduled
stated date of tender submission or opening, the date and time will be extended to the
next working day.
4.5 Tender documents received after the due date will not be considered, but however
it will be returned made available to the respective contractor as unopened, at their
own cost and expenses. Tenders received after due date and time, on account of
any reasons whatsoever will be returned to tendered agency unopened.
Telegraphic tenders shall not be entertained.
5.0 BID OPENING
5.1 Opening of Envelopes 1 and 2 (Technical Bid)
Envelopes 1 and 2 will be opened prior to the opening of Envelope 3 (Price Bid)
by the TTD and the documents will be scrutinized. Technical Evaluation of the
tenderers will be done based on the details provided and documents submitted
in Envelopes 1 and 2 and independent confidential verification of the
performances of the tenderers clients by TTD.
5.2 Clarification & Additional Information in evaluation
Tenderers are requested to submit all the details/ documents in the first
instance itself so as to complete the evaluation. However, during evaluation, TTD
may request Tenderer for any clarification on the bid. However additional or
outstanding documents will not be entertained. The clarification requested by TTD
shall be furnished in 7 days from the date receipt of communication from TTD. The
clarification can be sought by e mail/FAX/RPAD. Any format shall be accepted.
5.3 Opening of Envelope – 3 (Price Part of Bid)
5.3.1 Envelope 3 of tenderers who are technically qualified and who have paid EMD
will be opened in the presence of the Tenderers or their authorized
representatives who choose to remain present in the office of the
Superintending Engineer-II, Tirumala Tirupati Devasthanams on the date to be
intimated after opening and evaluation of the technical bid.
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5.3.2 The bid offers are read out and the signatures of the Tenderers present are
taken in the bid opening register.
5.3.3 The Price Bid of the Unqualified Tenderers will not be opened and kept in safe
custody till the tenders are finalised and thereafter shall be returned to
tenderers concerned along with E.M.D.
5.3.4 Tenders shall be scrutinized in accordance with the conditions stipulated in the
Tender document. In case of any discrepancy of non-adherence Conditions the
Tender accepting authority shall record the same which will be binding both on
the tender Opening authority and the Tenderer. In case of any ambiguity, the
decision taken by the Tender Accepting Authority on tenders shall be final.
5.4 Evaluation and Comparison of Price Bids
All the qualified opened bids will be evaluated and the price bids of all the qualified
Tenderers will be compared.
A) The prices quoted by the Tenderers shall be checked for arithmetic correction, if
any, based on rate and amount filled in by the Tenderer in the SOR formats. If some
discrepancies are found between the rate/ amount given in words and figures, the total
amount shall be corrected as per the following procedure, which shall be binding
upon the Tenderer:
i) When the rate quoted by tenderer in figures and words tallies but the amount is
incorrect, the rate quoted by the Tenderer shall be taken as correct and amount
reworked.
ii) When there is difference between the rate in figures and words, the rate which
corresponds to the amount worked out by the Tenderer, shall be taken as correct.
iii) When it is not possible to ascertain the correct rate in the manner prescribed
above, the rate as quoted in words shall be adopted and amount reworked.
The price bids of the Tenderers shall be rejected if they do not quote rates for certain
items.
B) Negotiations at any level are strictly prohibited. However, good gesture rebate, if
offered by the lowest/lower/single tenderer as the case may be prior to finalization of
tenders may be accepted by the tender accepting authority.
Selection of Tenderer among the lowest & equally quoted tenderers will be in the
following order:
a) The tenderer whose turnover in similar works is highest will be selected.
b) Even if the above criteria is same for equally quoted tenderers, sealed quotations
will be obtained from them for revised offers and the lowest offer can be
considered.
5.5 Process to be Confidential
Information relating to the examination, clarification, evaluation and comparison
of Tenders and recommendations for the award of a contract shall not be disclosed to
Tenderers or any other persons not officially concerned with such process until the
award to the successful Tenderer has been announced by the tender accepting
authority. Any effort by a Tenderer to influence the processing of Tenders or award
decisions may result in the rejection of his Tender.
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No Tenderer shall contact any Officer or any authority concerned with
finalization of tenders on any matter relating to its Tender from the time of the Tender
opening to the time the Contract is awarded. If the Tenderer wishes to bring additional
information to the notice of the Superintending Engineer/ any concerned officer, it
should do so in writing.
Before recommending / accepting the tender, the tender recommending /
accepting authority shall have the right to verify the correctness of certificates
submitted to meet the eligibility criteria and specifically experience. The
authenticated agreements of previous works executed by the lowest tenderer can be
called for.
Tenders will be finalized by the TTD Board according to the powers vested
with them.
5.6 TTD Right to Accept or Reject a Bid
The right of acceptance of Bid will rest with TTD. However, TTD does not bind
itself to accept the lowest Bid and reserves itself the authority to reject any or all
the Bids received without assigning any reason whatsoever.
Bids in which any of the particulars and prescribed information is missing or
incomplete in any respect and/ or the prescribed conditions are not fulfilled are
liable to be rejected.
Canvassing in connection with Bids is strictly prohibited and Bids submitted
by the Tenderers who resort to canvassing shall be liable for rejection. Bid containing
uncalled for remarks or any additional conditions are liable to be rejected.
6.0 AWARD OF WORK
The Tenderer, whose bid is accepted by TTD, shall be issued Letter of Acceptance
by RPAD/ Fax/email prior to expiry of bid validity. Any format is to be accepted by
the successful tenderer.
TTD shall not be obliged to furnish any information/ clarification/explanation to
the unsuccessful tenderers as regards non-acceptance of their bids, except for refund
of EMD to unsuccessful tenderers. TTD shall correspond only with the successful
tenderer.
7.0 FIRMS INELIGIBLE TO TENDER
a. A retired officer of the Govt. of any State of India or Govt. of India or TTD is
disqualified from tendering for a period of two years from the date of retirement
without the prior permission of the respective Government /TTD.
b. The Tenderer who has employed any retired officer as mentioned above shall be
considered as an ineligible tenderer.
c. The contractor himself or any of his employees is found to be Gazetted Officer
who retired from Government/TTD Service and had not obtained permission from
the Government/TTD for accepting the contractor’s employment within a period of
2 years from the date of his retirement.
d. The Contractor or any of his employees is found at any time after award of
contract, to be such a person who had not obtained the permission of the
Government/TTD as aforesaid before submission of the tender or engagement in
the Contractor’s service.
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e. Contractor shall not be eligible to tender for works in the division / circle
where any of his near relatives are employed in the rank of Assistant Engineers or
Assistant Executive Engineers or Technical Officer and above on the Engineering
side and Divisional Accounts Officer/Superintendent and above on the
administrative side. The Contractor shall intimate the names of persons who are
working with him in any capacity or are subsequently employed. He shall also
furnish a list of Gazetted /Non-Gazetted cadre TTD Employees related to him.
Failure to furnish such information then the tenderer is liable to be removed from
the list of approved contractors and his contract is liable for cancellation.
8.0 ABNORMAL RATES
The Tenderer is expected to quote rate for each item after careful analysis of cost
involved for the performance of the completed item, considering all specifications and
conditions of contract. This will avoid loss of profit or gain in case of curtailment or
change of specification for any item. In case it is noticed that the rates quoted by the
Tenderer for any item are unusually high or unusually low it will be sufficient cause for
the rejection of the Bid unless TTD is convinced about the reasonableness of the rates
on scrutinizing the analysis for such rate to be furnished by the tenderer on demand.
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PROPOSAL FORMS
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TABLE OF CONTENTS
A. LETTER FORWARDING THE BID
B. INFORMATION ABOUT TENDERER
C. DETAILS OF SIMILAR PAST EXPERIENCE DURING LAST 5 YEARS
(2010-11 to 2014-15)
D. DETAILS OF PROPOSED MACHINERY
E. DETAILS OF ANNUAL TURNOVER DURING 2010-11 to 2014-15
F. DETAILS OF PROPOSED SITE ORGANISATION
G. CHECK LIST FOR SUBMISSION OF BID
H. DECLARATION BY THE TENDERER
I. DETAILS OF P.F. REGISTRATION
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FORM-A
COVERING LETTER FORWARDING THE BID LETTER FOR SUBMISSION OF BID
(To be submitted by tenderers on their letter head without any
modification)
Date : -------------------- To The Superintending Engineer – II, Tirumala Tirupati Devasthanams, TTD Administrative Building, K.T.Road, Tirupati – 517 501 Phone:(0877) – 226 4328, 226 4389 Mobile: 9704678405, 9704678527 Fax : (0877) – 226 4455
Our Ref. : ADV.No.09/TA/SE-II/TTD/TPT/2015-16
Tender Document No. _57/SE-II/TTD/2015-16 Name of work : "FACILITY MANAGEMENT SERVICES FOR HOUSE KEEPING, SANITATION AND MAINTENANCE OF VSRH I & II, SPT, RBRH-I, II & III, SGRH, Sudharshan, Govardhan and Kalyani Choultry areas at Tirumala (North Package) for 2015-17”.
Please find herewith our offer in line with requirement of TTD Tender Document. We confirm that: 1. Bid is in complete compliance with technical as well as requirements of
Tender document and there is no technical or deviation in the offer.
2. We understand that any technical or deviation in the offer shall render our offer liable for rejection.
3. We have enclosed following sealed envelopes with the Bid: Sealing is with proper adhesive tape at all the openings & joints.
a) Envelope – 1 b) Envelope – 2 c) Envelope – 3 d) Envelope – 4
4. The validity of the bid shall be 04 (Four) months from the last date of submission of Bid. We also accept for the extension of Demand Draft/BG for additional period after elapse of 3 months/6 months valid time of Demand Draft/BG respectively.
Tenderer’s Signature:
Name:
Seal :
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FORM-B INFORMATION ABOUT TENDERER
1.0
IN CASE OF INDIVIDUAL / ANY OTHER IDENTITY
1.1
Name of Business.
1.2
Whether his business is registered.
1.3 Date of commencement of business.
2.0 IN CASE OF PARTNERSHIP
2.1 Names of Partners
2.2 Whether the partnership is registered.
2.3
Date of registration of firm.
3.0 IN CASE OF LIMITED LIABILITY COMPANY OR COMPANY LIMITED BY GUARANTEES
3.1
Amount of paid up capital
3.2
Name of Directors
3.3
Date of Registration of Company
4.0
Copies of the audited balance sheet of the tenderer for the last 5 years.( 2010-11 to 2014-15)
5 .0 GENERAL
5 .1 Income Tax PAN No.
5 .2
Provident Fund Registration No.
5 .3
Sales Tax Registration No.
5.4
Service Tax Registration No.
5.5
Copy of Acknowledgement of Income Tax returns for the last 5 years.
Signature of Tenderer
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FORM – C
DETAILS OF SIMILAR PAST EXPERIENCE DURING LAST 5 FINANCIAL YEARS (2010-2011 to 2014-15)
SL. NO. DESCRIPTION
OF WORK
POSTAL
ADDRESS OF
CLIENT & NAME
OF OFFICER IN
CHARGE
CONTRACT VALUE Rs.
STARTING DATE
COMPLETION
DATE
CONTRACT
PERIOD
WEATHER
COPY OF
CONTRACT/
COMP. CERT
SUBMITTED
REMARKS IF ANY
Note: Copies of work completion certificate(s) of above mentioned jobs should be submitted by the Tenderer along with this FORM.
SIGNATURE OF TENDERER : NAME OF TENDERER : TENDERER’S SEAL/STAMP :
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FORM –D
DETAILS OF PROPOSED MACHINERY
The Tenderer shall submit the details of the machinery proposed to be deployed in the following format
Sl. No.
Name of the Building / Location
MACHINERY TO BE PROVIDED(the makes shall be of standard companies and as approved by the Department)
ANY OTHER MACHINERY with
make
Remarks if any
TASKI swing 755E
Auto Scrubber or equivalent
TASKI ERGODISC
165/ Karcher or equivalent
make
Hot & Cold high pressure jet
cleaning machine of approved make
as decided by Dept.
Dry / Wet Vacuum
cleaner(VACUUMAT22
/22T or Equivalent)
Back pack vacuum cleaner
Steam machine
1
2
3
4
5
6
7
8
9
10
Note: The vacuum cleaners numbers shall be at least FIVE and other machinery shall be sufficient to maintain the standards prescribed in SOP, The
justification of numbers for each category may be furnished.
SIGNATURE OF TENDERER :
NAME OF TENDERER :
TENDERER’S SEAL/STAMP :
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FORM -E
DETAILS OF ANNUAL TURNOVER DURING THE Financial years 2010-2011 to 2014-15
The Tenderer shall submit the details of annual turnover during the last five financial years (2010-2011 to 2014-15). The turnover should be exclusively from FMS contracts only.
S.No. Year Annual Turnover in
similar works (in Rs.) Remarks if any
1 2010-2011
2 2011-2012
3 2012-2013
4 2013-2014
5 2014-2015
Note: Attested copies of Income Statement and Balance Sheet of the firm/company and Turnover shall be attached.
SIGNATURE OF TENDERER :
NAME OF TENDERER :
TENDERER’S SEAL/STAMP :
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FORM-F (Sheet 1 of 2)
DETAILS OF PROPOSED SITE ORGANIZATION
The tenderer shall submit on a separate sheet with details of site Office structure. Tenderer shall also furnish the bio -data of key personnel to
be deployed.
SIGNATURE OF TENDERER :
NAME OF TENDERER :
TENDERER’S SEAL/STAMP :
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FORM –F ( Sheet 2 of 2)
CURRICULAM VITAE
We hereby confirm that Qualification and Experience of STAFF DEPLOYED at site shall be in accordance with clause No. 1.10.2 in chapter – I of
General Conditions of Contract. Key Supervisory Personnel shall include the following:
i) Facility Supervisor
ii) Facility Manager
ii) Chief Facility Manager
SIGNATURE OF TENDERER :
NAME OF TENDERER :
TENDERER’S SEAL/STAMP :
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FORM-G CHECK LIST FOR SUBMISSION OF BID
The technical evaluation will be made as per the supporting documents
furnished by the bidders with reference to the eligibility prescribed. Evaluation
will be made as per eligibility criteria proposed for the work only and if
failed to meet the relevant eligibility criteria, the total bid will be
disqualified.
Tenderer is requested to fill this check list and ensure that all
details/documents have been furnished as called for in the Tender Document
along with duly filled in, signed & stamped checklist with "ENVELOPES”.
Evaluation Criteria : The tenderers will be evaluated and finalised to the lowest offer among the eligible bidders.
Agreement will be concluded accordingly.
Please tick the box and ensure compliance:
(A) UNDER SECTION – I
(A.1) Information about Tenderer as per FORM-B Submitted
Please tick the box and ensure compliance: (A.2) EMD/ BID SECURITY
Tenderer to confirm that EMD/ Bid Security have been submitted by them as per Tender Proforma. Submitted
(1) DD/BG (Valid for 3 months/6 months respectively)
DD /BGNo. Dated Bank name For Rs.
Original DD/BG shall be submitted along with original Bid.
(B) UNDER SECTION -2 (Proposal Forms)
(B.1) Past Experience as per FORM – C Submitted
(B.2) Power of Attorney in Favour of the person
who has signed the bid on stamp paper of Appropriate Value shall be
Submitted
(B.3) Partnership Deed in case of partnership firm
and Article of Association in case of limited company.
Submitted
(B.4) List of proposed machinery as per FORM-D
Submitted
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(B.5) Details of Annual Turnover 2010-11 to 2014-2015 as per FORM - E
Submitted
(B.6) Details of Proposed Site Organisation as per FORM - F
Submitted
(B.7) Declaration regarding PF as per FORM- I.
Submitted
C) UNDER SECTION - 3
(C.1) Declaration by Tenderer as per FORM – H submitted.
(C.2) Price Part i.e., Schedule of Rates in separate sealed envelope (Price Bid)
Submitted
(D) UNDER SECTION – 4
(D.1) Technical Details/ Documents specified in Technical Bid.
Submitted
(E) CONFIRM THE FOLLOWING
(E.1) All pages of the bid have been page numbered in sequential manner.
(E.2) Tender Document marked “Original”
Tender, Compliance Letter for Addendum/ Amendment, if any, has been submitted along with Bid, duly signed and stamped on each page
SIGNATURE OF TENDERER:
NAME OF TENDERER :
TENDERER’S SEAL/STAMP:
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FORM –H
DECLARATION BY THE TENDERER I / WE ………………………………………………………………. have gone through carefully all the Tender conditions and solemnly declare that I / we will abide by any penal action such as disqualification or black listing or determination of contract or any other action deemed fit, taken by, the Department against us, if it is found that the statements, documents, certificates produced by us are false / fabricated. I / WE hereby declare that, I / WE have not been blacklisted / debarred / Suspended / demoted in any department in Andhra Pradesh or in any State or in Central Govt or Government Organisations or TTD due to any reasons. SIGNATURE OF TENDERER:
NAME OF TENDERER :
TENDERER’S SEAL/STAM P:
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FORM –I
DETAILS OF P.F. REGISTRATION Tenderer to furnish details of Provident Fund Registration:
PF REGISTRATION NO. :
DISTRICT & STATE :
We hereby confirm that the above PF Account is under operation presently and shall be used for all PF related activities for the labour engaged by us in the present work (if awarded to us).
(SIGNATURE OF TENDERER) NAME OF TENDERER :
TENDERER’S SEAL/STAM P:
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GENERAL CONDITIONS
OF
CONTRACT
- 36 -
DETAILED CONTENTS
1.
CHAPTER – I
SCOPE OF WORK/ SUPPLY, TIME SCHEDULE (FACTOR TO BE CONSIDERED FOR PRICING)
1.0, 1.1 General
1.2 Indicative List of work
1.3 General Conditions
1.4 Scope of Work
1.5 Co-ordination & inspection of Work
1.6 Activities excluded from scope of work
1.7 Quality Assurance
1.8 Scope of Supply
1.9 Time Schedule
1.10 Man Power
1.11 Penalty
1.12 Competent Authority for Decision
2.
CHAPTER – II
GENERAL OBLIGATIONS
2.1 Contractor to obtain his own information
2.2 Force Majeure
2.3 Termination of Contract
2.4 TTD not Bound by Personal Representation
2.5 If the Contractor Dies.
2.6 Notices
2.7 Bankruptcy
2.8 Patents, Royalties
2.9 Lien.
2.10 Publicity.
2.11 Schedule of Rates(Price Bid) to be Inclusive
2.12 Articles of value found
3. CHAPTER - III
CERTIFICATE AND PAYMENTS
3.1 Mobilisation advance.
3.2 Payment Terms.
3.3 Advances.
3.4 Compliance with all Statutory Requirements.
3.5 Performance / Completion Certificate.
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4.
CHAPTER - IV
TAXES & DUTIES
4.1 Taxes & Duties
4.2 Disputes and Differences
4.3 Jurisdiction
5. CHAPTER - V LABOUR LAWS AND SAFETY REGULATIONS
5.1 Labour Laws.
5.2 Contractor to Indemnify TTD.
5.3 Fair wage clause
5.4 Compliance to Labour Regulations
5.5 Salient Features of some major Labour Laws
5.6 Safety Regulations
ANNEXURES
Annexure-I (MATERIALS TO BE USED AND SOP)
Annexure-II ( SUBMISSION OF TENDER & proformas for BG towards EMD,Total EMD and ASD)
Annexure – III, IV, V , VI, VII
BILL OF QUANTITIES (FINANCIAL PROPOSAL)- Part-II
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SCOPE OF WORK/SUPPLY, TIME SCHEDULE AND FACTORS
TO BE CONSIDERED FOR PRICING
(CHAPTER – I)
General
1.0 The contractor is expected to take charge of the rest-houses/cottages and
surrounding areas in its present condition and provide facility management
services such that the rooms are provided to pilgrims in good condition. It is
the responsibility of the contractor to ensure that all rooms and common areas
are in good and usable condition.
1.1 The F.M.S. includes Cleaning of buildings, wash rooms (Wcs & bath rooms)
and surrounding areas including drains, roads (in and around) etc., by using
necessary machinery as applicable from time to time and area to area
1.2 Indicative List of Work
An indicative list of works (this is only indicative but not exhaustive)
that the contractor is expected to provide minimum in connection with
general maintenance and housekeeping and sanitation maintenance in
respect of all the Rest houses and cottages as noted below "FACILITY
MANAGEMENT SERVICES FOR HOUSE KEEPING, SANITATION AND
MAINTENANCE OF VSRH I & II, SPT, RBRH-I, II & III, SGRH,
Sudharshan, Govardhan and Kalyani Choultry areas at Tirumala (North
Package) for 2015-17”.
1.3 GENERAL CONDITIONS:
It is the responsibility of the Reception department to record the defect as
and when noticed in the defect register. As and when defects arise and
rooms are kept under VR (vacant for repair), immediately without loss of
time, the TTD Reception Department in-charge of the Rest House shall
inform the defects to the FMS representative present in the rest house duly
handing over the keys of such rooms besides recording the defects in the
Defects Registers of various categories. The FMS representative shall rectify
them immediately and furnish compliance in the Defect Register. However,
for each and every checkout of all the rooms, the FMS Supervisor shall
mandatorily verify the room status and do attend the defects if any and
record in the checklist register to be maintained by the Contractor. If TTD
desires this shall also be done online by FMS contractor through the
computer net work (TTD will extended necessary computer net work).
1.3.1 Materials:
1. All the cleaning materials and consumables shall be of the best and
branded quality and of standard make and it should be got approved by
Engineer-in-charge, before use on the work. While using the materials,
adherence to the manufacturer’s instructions shall be maintained.
2. All the cleaning material required for the month shall be supplied by 5th of
every month. At any point of time, one month’s stock shall be maintained as
buffer in the main stores to face any exigencies. All the sub stores shall
maintain a month’s stock in itself.
3. Any deviation in the material quality & quantity as required will
invoke penalty as decided by the TTD. For proper maintenance, suitable
cleaning materials which are environment friendly, not harmful to human
and TTD’s property, should be used. The tenderer shall be committed to
use only environmental friendly and safe cleaning supports. All materials
to be used shall be known to be safe and does not pose any risk to user
or the surface or materials such as cots/beds/linen/porcelain/any
fixtures. Any additional conformities w.r.t. European codes and
American codes will also be insisted based on compatibility and
requirement.
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4. The contractor has to replace all bed-spreads, pillow covers, Towels
(wherever applicable only ) buckets, mugs & water jugs at the time of taking
over contract with new ones at their cost as approved by Engineer-in-charge.
5. The Contractor shall provide new dustbins of approved variety inside the
rooms (two bins of different colours per each room). Also, the contractor
shall procure and provide big size duel system dust bins (separately for Bio
degradable & non-Bio degradable) of 100-120 litres Capacity (with top lid) in
common areas like verandahs, Kalyanakattas, etc., as specified in the
Annexure-VI & VII. The contractor shall replace all damaged dust bins with
new ones as and when required at their cost. The contractor shall ensure to
collect the garbage in bio-degradable and non-biodegradable forms
separately. The contractor shall provide necessary liners /covers
(biodegradable) for dust bins daily. On filling up of cover/liner provided, it
shall be closed and removed from the dust bin immediately and new
liner/cover shall be provided.
6. The filled in cover/liner collected separately for bio-degradable and non-
biodegradable garbage shall be disposed at specified point as per the
directions of the TTD from where there will be collected by the health
department of TTD.
7. The contractor shall ensure collection of garbage in duel system through
Bio degradable collection bags only. The rates quoted shall be inclusive
of all the above.
8. The contractor shall replace buckets/mugs/ water jugs as and when they
are damaged and needs replacement. The contractor also shall see that
the buckets, mugs, water jugs etc., shall not form fungus/scales etc., if
found the above shall be replaced.
9. The contractor is expected to check all water taps at the time of taking
over of facility management job and replace the same with same make or
better make in case of defect and keep adequate inventory of taps and
other consumables. The agency has to check all the Joinery/Inventory
before taking possession of the site. For any short fall by the earlier FMS
agency, the cost thereon will be recovered from the deposits/bills. The
new agency has to provide the same and continue with the operations.
The cost of such newly fixed materials will be paid extra as per SSR in
force or in cost of non SSR items, the same will be scrutinized based on
established procedure and as approved by Chief Engineer,TTD.
10. The contractor shall made available adequate labour force round the
clock.
11. The contractor shall bring 6000 nos. (approximately) of new foot mats
every 2 months of approved design and quality as shown in Annexures VI
& VII at their cost and provide one at the entrance of the main door and
one at the entrance of every bath room in each and every room. The
above stock mentioned shall be verified by the Engineer in charge and
necessary recovery will be done if any shortfall occurs.
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12. The contractor should hand over all the T&P articles to the next agency
/TTD as per the directions of TTD after completion of contract and obtain
necessary NOC from the concerned persons/firm/Department.
13. Initially, the contractor shall bring three sets of new bed spreads and six
sets of pillow covers for each bed & pillow respectively of 100% cotton
BOMBAY DYEING/ TRIDENT /WELSPUN /MOHANDAS ARJUNDAS
make of approved design and quality at their cost and use the same for
rolling over- one in the room, one in moving, one in washing. However
pillow covers will be six for one pillow, with two for moving, two in rooms
and two in washing. The bed spreads and pillow covers of above
specified makes shall be of thread count as 40 and above. This is
minimum requirement, however model will be decided based on the
availability in the company and in any case the bed spreads/pillow covers
to be used shall be as specified above or higher grade in specification.
The contractor/firm should obtain prior approval of the samples well in
advance and procure quickly, so as to use the new linen from the start
date of contract. After completion of every twelve months (one year)
duration, the contractor shall procure another three sets of new bed
spreads and six sets of pillow covers of 100% cotton BOMBAY
DYEING/ TRIDENT /WELSPUN /MOHANDAS ARJUNDAS of approved
design and quality at their cost and use on the job. The bed spreads and
pillow covers shall have a prominent printing of Tirumala Tirupati
Devasthanams, year & month of Procurement, and name of FMS agency.
The linen shall also contain a tag showing both YEARS and months
of procurement. (For 2015 & 2016) Further the old bed spreads and
pillow covers shall be returned to DPW Stores,TTD after every 12 months
usage as advised by TTD. Similarly new turkey towels (If applicable) are
to be procured and maintained as indicated in Annexure VI & VII. The
size of towels should not be less than 32” x 72” (81 x182 cm ) with weight
not less than 800 GSM. The towels arrangement is only in the applicable
areas.
14. The contractor/firm is requested to maintain a buffer stock of 15% of the
quantity of bed sheets, pillow covers and towels in stores as reserve over
and above 3 sets of bed spreads, 6 sets of pillow covers for each cot.
This buffer stock shall be maintained throughout contract duration to meet
the exigencies. As and when buffer stock linen is consumed , equivalent
numbers shall be replenished, so that 15 % stock shall always be
maintained and this should be utilized in case of exigencies on approval
by the department. i.e in the case of fading, spots/stains on bed sheets,
holes in clothes, tearing of clothes etc.,
15. No washing of linen will be permitted at Tirumala. The contractor shall
carry the soiled linen to Tirupati and get them washed with good quality
detergents (TTD approved & good branded detergents) in good
conditioned approved washing machines and then shall be processed in
calendaring machines in hygienic conditions & then press them with
pressing equipment at their respective laundry. The tenderer shall use
suitable quality water and the contractor shall apply suitable whiteners for
cleaning the linen items and bring back for use in cottages/rest houses. If
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16. on any day the contractor fails to supply the washed and pressed linen
then the linen will be got washed from open market and triple the cost
thereon will be recovered from the contractor bills. The cost quoted shall
be inclusive of transportation cost, washing, calendaring & pressing and
other incidental charges. During the course of House Keeping contract, if
three sets of Bed spreads /six sets of specified Pillow covers/towels are
found to be insufficient due to delay in washing etc., the contractor shall
procure and use more number of bed spreads,Towels (where applicable)
and pillow covers to ensure that the bed spreads, pillow covers and
Towels (Where ever applicable) shall be changed for each and every
checkout of all the rooms without any extra claims. If the
bedspreads/pillow covers/Towels are spoiled or damaged even within 12
month spell, then the same should be replaced with new sets without any
extra cost and damaged should be destroyed in the presence of
Engineer-in-charge.
17. The following laundry machinery and chemicals furnished hereunder
which are for guidance during the course of washing
Laundry machines and Chemicals:
Company
Company :
MILNOR/MAYTAG/UNIMAC,
KANNEGIESSER (washing &
extraction)
Capacity of machines
Capacity of machines:100 kgs
or more of required numbers
to ensure daily washing of the
linen.
Weight of the pillow covers 120 to 150 gms (aprox) each Weight of blankets/Bed sheets 450 gms (aprox) each Chemicals required
Spotting Kit
of ECOLAB or Diversey make or
equivalent in liquid chemicals
as directed by the department
Regular Chemicals
of ECOLAB or Diversey make or
equivalent in liquid chemicals
as directed by the department
.
The firm is requested to use the same machinery/equivalent for effective
washing of linen. The washing shall be as per the manufacturer’s directions and
as directed by the department. The weight/volume of the chemical to be used will
be as per the strict guidelines of the manufacturer’s manual and as directed by
the department. The deployment of washing machines and driers shall be
justified with reference to number of machines, time required for each cycle,
capacity of each machine and volumes to be handled.
Laundry Procedures
Basic steps of the collection, conveyance, washing & pressing of linen:
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i. Collecting soiled linen:
The FMS workers should note that while they remove linen from rest rooms
heavily stained linen shall be separated and keep them separate, so as to
treat in the laundry for spotting/stain removal (It does not get mixed with the
other linen).
ii. Transporting soiled linen to the laundry:
Keep the linen off the floors and away from the cart wheels. Soiled damp
linen should be washed promptly and not allowed to sit in carts or chutes for
long periods (mold and mildew could grow).
iii. Sorting:
The washer should wear gloves when handling soiled linen. All linen should
be opened up fully to look for stains and to shake out for any loose items/soils
wrapped up in the linen. Then linen shall be sorted out by load type and by
degree of soiling.
iv. Washer Loading:
Load the washing unit not exceeding the rated loading duly weighing the
soiled linen. Ensure not to over fill the machine as wash will suffer. The
manufacture’s guidelines shall be followed.
v. Washing:
Select the appropriate washing machine program for the type of load in the
washer and also select the appropriate dispenser program number. Stagger
the starting times of the washers at least 2 to 5 minutes.
vi. Extracting:
Extractor shall be operated for sufficient time in each cycle so as to ensure
that the linen should be only slightly damp after the wash cycle is completed.
vii. Drying:
Dry the linen as soon as the washing is finished. Do not mix different load
types in the dryer. Do not over dry linen. Use a cool down tumbling period to
minimize wrinkles. Do not leave linen in the dryer overnight. Lint filters should
be cleaned for every cycle or as specified by the manufacturer.
viii. Finishing/ironing:
Feed linen at the proper moisture level only through flatwork ironers. Keep
the ironer clean and do not iron dirty linen.
ix. Folding:
Linen should be folded immediately after ironing to minimize wrinkles. While
folding linen with stains, excessive wear or tears is to be sorted out for
additional treatment or disposal and consequent replacement with new linen.
x. Storing:
The linen may be rest for a day before using. This will increase linen life and
decrease wrinkles.
xi. Transferring linen to Rest houses:
Keep the clean and folded linen off the floor. Does not jam a stack of linen into the
room attendant carts or on to shelves (may tear or wrinkle them)
NOTE: The white linen will be checked for its reflective index at random and it
shall not be less than 85% when the linen is checked with digital reflecto-meter.
If, the reflective index is less than 85%, the white linen will be rejected and will
not be considered as fit for usage. The contractor has to ensure that the work will
not suffer for want of white linen (Reflective index not below 85%) if necessary by
rewashing or procuring new white linen at his cost, failing which suitable penalty will
be imposed.
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Xii Miscellaneous
Keep an adequate supply of rugs in laundry and on the room attendant carts,
so that workers will not be tempted to use good linen where they may be
ruined. Cleaning rugs should always be sorted from rest linen and washed
separately.
Keep the floor of the laundry swept to discourage ants from being attracted to
pieces of food dropped from the linen during sorting.
18. The Department will supply the woolen blankets, curtains, sofa covers in the
applicable areas and the same shall be washed, pressed, folded and maintained
by the contractor
19. At the cessation of the contract, the contractor shall hand over all the linen to
TTD for disposal.
1.3.2 Electrical:
1. Separate qualified & experienced electricians, AC mechanics etc., shall be
engaged for each shift separately.
2. The electrical materials to be replaced on defect shall be as approved by
the Engineer-in-charge.
3. The defects noticed or noted in the register shall be rectified immediately.
4. Until the monitoring cell takes a decision to replace the existing electrical
appliance with new one, the agency shall take up necessary repairs and
maintain the same in working condition without causing any inconvenience
to the pilgrims.
5. The agency shall maintain a minimum stock of 10% of all electrical
materials, such as tube lamps, PL lamps, LED bulbs incandescent lamps,
chokes, starters, 6A to 20 A FT switches/ sockets, geyser heating
elements, thermostats, condensers, compressors, new fans, new geysers,
new stabilizers etc., as per the TTD approved list of materials.
6. All Goods conveyed from Tirupati to Tirumala shall be brought by raising
invoice duly mentioning the particulars of the materials & quantity and
necessary permission shall be obtained for conveying the materials from
Engineering department of TTD.
7. It is the accountability of the Reception department to record the electrical
defect in the defect register as and when noticed. The same shall be
rectified by the house keeping firm.
8. The agency shall engage sufficient staff in 3 shifts and the staff shall be
made available in 3 shifts round the clock.
9. The building with all the fixtures & furnishings shall be handed over by the
department in working condition to the agency. After cessation of the
contract, the agency should hand over back the same in good condition.
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10. The firm shall take all safety precautions with necessary safety
accessories. For accidental risks such as electrical shocks, accidents etc.,
while on duty, it is the risk and responsibility of the agency and for which
the agency shall take all preventive steps. Agency shall also take up
preventive maintenance.
11. Any electrical defect within the building has to be rectified within 8 hours.
12. Buffer stock of fans,geysers and AC compressors shall be maintained at
5% . For rest of the electrical consumables and spare items 10% buffer
stock shall be maintained. List of approved brands of water
supply,sanitary and electrical items is enclosed. However replacement of
any fittings fixture shall be with original model/brand and make only or of
approved as decided by TTD.
1.4 SCOPE OF WORK:
1. HEALTH DEPARTMENT ACTIVITIES:
The job includes housekeeping and sanitation using necessary machinery
which includes the cost of materials for clean, hygienic and tidy
maintenance including detergents, general purpose cleaners, cleaner
disinfectants, spray cleaners, glass cleaners, mops, cobweb and fan
cleaners, floor squeezes, deck scrubbing brushes, doodle bug scrubber,
nylon machine pads, hand dust pans, cleaning chemicals, deodorants,
insecticides etc.
Cleaning of buildings including wash rooms (both + wc), rooms, common
areas etc., and cleaning of inside and premises of the buildings/ cottages.
a) Daily activities:
(i) Rooms including toilets, verandah cleaning shall be carried out after every
check out using appropriate machinery, manual means and chemicals. In
addition, it shall be carried out whenever the pilgrims request to do so
during their stay in the rooms. The agency shall provide hand gloves/shoes
etc., to the workers those who are working in bath/toilets where the
cleanliness is prime important.
(ii) Rooms shall be cleaned as per SOP immediately after checkout without
losing any time and made ready before the arrival of next pilgrim party. For
achieving this, sufficient work force shall be engaged and if necessary
crack teams shall be maintained to face any emergency.
(iii) Cleaning of dust on all furniture like tables, cots, sofas, chairs etc.,
(iv) Cleaning of all types of drains connected to the buildings and surface drains.
(v) Sweeping, moping of interiors of the building including halls, corridors,
lounges, staircases etc.
(vi) Daily sweeping and cleaning of surrounding premises outside the Rest
House/ cottages including roads, drains etc., Daily cleaning of sunshades,
portico roofs and to dump the waste material at the collection point as
directed by the department.
(vii) Immediate removal of choking/ blocking of drains, manholes, sanitary out
lets etc.,
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(viii) Cleaning and maintenance of all dust bins. The garbage collected in the dust
bins shall be deposited at the place specified by the TTD, with in the
compound/ outside the rest house. The TTD will make arrangement to
convey the same.
(ix) Once in daily or once in every checkout and in between as and when the
dust bins are filled up except in case of any wastage emitting bad smell the
same shall be cleared immediately. Cleaning shall be as and when required
to maintain the bench marks and conditions specified in tender schedules.
In addition additional cleaning shall be carried out whenever TTD/Pilgrim
demands.
b) Periodical activities as per standard operating procedure (SOP) at
Annexure-I: - (periodicity shall be as directed by the Engineer-in-charge).
(i) Vacuum cleaning of room walls, furniture, carpets, upholstery, dormitories, doors
and windows, inside and outside cobweb removal etc., at periodical intervals.
(ii) Vacuum cleaning of all air-conditioned spaces, carpets, sofas, curtains, etc.
(iii) Cleaning of floor areas by using scrubbers with necessary cleaning material.
(iv) Terraces cleaning and disposal of garbage to the specified point.
(v) Periodical disinfection using approved sprays etc., to control ants, cockroaches,
mosquitoes, bed bugs, flies, mosquitoes. No Bugs/ Flies/ Ants/Mosquitoes shall be
present.
(vi) Monthly bed bugs removal shall be taken up intensively. Necessary specified
agency also shall be engaged based on the necessity .
2. RECEPTION ACTIVITIES:
The job includes linen changing duly washing with appropriate detergents
(powder/Liquid) (as directed by department), calendaring and pressing (ironing)
etc., filling drinking water in water jugs etc.
a) Daily activities:
(i) Linen such as bed spreads, pillow covers, Towels (wherever applicable only ) etc.,
shall be changed with washed, calendared & pressed ones after every checkout
of each and every room. The linen shall be washed cleanly by the firm duly
removing stains etc., including pressing and changing after every checkout.
(ii) The washing, calendaring & Pressing (ironing) of Linen shall be to the entire
satisfaction of TTD administration.
(iii) Rooms shall be cleaned as per SOP immediately after checkout without losing any
time and made ready before the arrival of next pilgrim party. For achieving this,
sufficient work force shall be engaged and if necessary crack teams shall be
maintained to face any emergency.
b) Periodical Activities:
(i) Washing, calendaring (ironing) and pressing of curtains once in a month with
date tag.
(ii) Dry washing of woolen blankets once in a month with date tag.
(iii) The washing, calendaring, Pressing (ironing) shall be to the entire
satisfaction of TTD administration.
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3. CIVIL ENGINEERING ACTIVITIES:
This job mainly includes minor repairs pertaining to all civil, sanitary,
plumbing, carpentry etc., including necessary spares, nails, screws, etc.
a) Daily activities:
(i) Immediate repairs pertaining to plumbing, carpentry and masonry (including cost
of materials and labour) such as replacement of hardware fixtures, broken
glasses, taps, nylon pipes, small GI pipes/CPVC pipes, waste water pipes and
specials inside the bath rooms and civil patch works.
(ii) Carryout all kinds of repairs of civil, sanitary, water works, carpentry immediately,
which includes replacement of taps, fixtures of joinery ( for doors & windows,
ventilators etc.,) with necessary cost of materials and tools and labour etc., The
materials used shall be as approved by the Engineer-in-charge.
(iii) Replacement of mirrors, broken glasses of windows, ventilators with design as
approved by the Engineer-in-charge.
(iv) Replacement of nylon pipes of wash basins and geysers spares of flush tanks,
grating plates etc.,
(v) Cleaning of spit marks on walls by water jet cleaning and painting with the same
colour where ever necessary as directed by the Engineer-in-charge.
b) Periodical activities: (Once in a week unless otherwise specifically mentioned
against each item)
(i) Dusting, wiping and cleaning of all doors, windows, fittings, Venetian blinds, glass
panels etc.,
(ii) Cleaning of all electrical equipment and fixtures, fans, light fittings, coolers,
refrigerators, geysers etc.,
(iii) Dusting and cleaning of crevices, corner of roofs, wall surfaces, pipe lines etc.,
(iv) Cleaning of water drain pipes, roofs, sunshades, wall surfaces inside and outside
using vacuum cleaners.
(v) Cleaning of ceramic / glazed/marble/granite tiles inside rooms, bath rooms,
toilets, verandahs etc., with machinery and chemicals etc.,
(vi) Cleaning of over head tank and sumps located in the premises of the building
(Once in a month).
(vii) Cleaning, maintaining of name boards, direction boards neatly.
4. ELECTRICAL DEPARTMENT ACTIVITIES:
The job includes cleaning, repairs and maintenance of water coolers, Air
conditioners, storage water heaters, fans, tube lights, CFLs, LED lamps ordinary
lights, bells, switches, exhaust fans, Air circulators etc.
a) Daily activities:
(i) Recording all fuse off calls/defects and others that occur in the order of sequence
with the time of occurrence correctly and recording them in a separate register for
ACs, water coolers, storage water heaters, electrical fixtures such as chokes,
bulbs, switches, sockets, angular holders, ceiling roses etc., and to attend them
immediately.
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(ii) Repairs and maintenance of water coolers, fans, Air conditioners, Refrigerators
etc., such as replacement of relays, capacitors, fan blades, drain pipes, blowers,
fan motors, charging of gas, compressors, stabilizers and other necessary repairs
etc., to keep them in good working condition duly recording in the defect register,
including cost of spares, labour and tools etc., The spares used shall be as
approved by the department.
(iii) Repair of water heaters by replacing heating element, thermostat, indicator, pipe
connections etc.
(iv) Replacement of burnt out lights & light fixtures, lamps, chokes, starters, switches,
sockets, isolators, MCBs, calling bells/buzzers etc.,
(v) Rewinding of ceiling fans, wall mounting fans & exhaust fans etc.,
(vi) Operation of lifts by engaging lift operators including regular cleaning (Excluding
lift repair & maintenance) (wherever applicable).
b) Periodical activities
(i) Cleaning of fans, all electrical fixtures, water coolers, Air conditioners,
Refrigerators etc., (weekly once).
(ii) The agency shall perform periodical maintenance to all the Air Conditioners
and Geysers, once in 3 months and submit a report to that effect.
5. MASS CLEANING OF COTTAGES/ROOMS:
Annual Brahmotsavams is a grand fete conducted by TTD every year. For
this the entire Tirumala will be spruced up in a befitting manner. As a part
of FMS activity macro and micro level cleaning and defect rectification shall
be taken up enmass and the cottages/rooms shall be kept neat and tidy.
For this, the agency shall provide sufficient men and procure sufficient
cleaning material, other spares etc., before proceeding for the Mass
cleaning Programme, without hindrance to the routine housekeeping
services. In the mass cleaning acitivity intensive and special drive shall be
taken up for bed bugs eradication. Any deviation in this activity will attract
heavy penalties as proposed by the Engineer in charge. No separate
payment will be made extra, the tenderer has to factorise this while quoting.
1.5 COORDINATION AND INSPECTION OF WORK:
The Coordination and inspection of the day-to -day work under the
contract shall be the responsibility of the Contractor/ Firm. However, the
TTD’s or its authorized representative shall have the authority to inspect the
work regularly and give observations / instructions, if any, to the Contractor.
In case of any disagreement between the Contractor and the TTD on the
performance level of FMS / its personnel, the matter shall be discussed
and resolved through discussions. The written instructions regarding
any particular job will normally be passed by the TTD or i ts authorized
representative. A work order book shall be maintained by the Contractor for
each section in which the aforesaid written instructions will be entered. These
will be signed by the Contractor or his authorized representative by way of
acknowledgement within 4 hours. This shall be in addition to instructions or
orders issued in writing by the TTD.
1.6 Activities excluded from the scope of work:
1) Replacement of damaged doors, windows and other joinery (As judged by
the department & the decision will be binding on the contractor).
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2) Replacement of damaged water closets, wash basins, flush tanks and
urinals.
3) Replacement of all down fall pipes, Sanitary pipes and specials replacement
of total damaged water supply and sanitary lines, manholes, etc.,
4) Replacement of condemned water coolers, ACs, Water Heaters, light fittings
(Except lights) and fans etc. The condemned equipment status will be as
defined by the Engineer in charge. The decision will be binding on the
contractor.
5) Repairs/maintenance of all external (outside of the cottages/ Rest Houses)
electrical cables, lines, appliances etc.
6) Repairs and maintenance of all external sanitary/sewage lines/manholes,
etc.,
7) Maintenance of lifts (wherever applicable) (except operators).
8) Replacement of damaged tops of Cots and repairs to the cots. However the
minor gaps in between the plywood and wooden frames shall be filled up by
the FMS contractor periodically to arrest the bedbugs and insects etc.,
9) Repairs/Maintenance of M.S. Ornamental grills for door, windows,
verandahs, etc.
10) All kinds of leakages of roofs, walls, etc.
11) Dismantled debris disposal of surrounding cottages/Rest houses.
12) Replacement of damaged domes/ chandeliers & decoration lights inside
rooms/ common areas (except replacement of lights, tubes).
13) Repairs and replacement of Rexene/cloth covers to the Sofa sets, dining
tables and dressing tables provided in Rest Houses.
14) Major Repairs to all kinds of floorings and wall claddings.
15) Replacement of damaged mosquito nets.
16) Replacement of old electrical wiring with new one and old cabling work with
new ones.
17) Repairs and maintenance of external electrical lines/units (outside of
cottages/Rest houses).
18) Providing of new woolen rugs.
19) Repairs and replacement of all sanitary and water supply lines outside the
building and cottages.
20) Repairs and maintenance of water purifying systems including lines, taps,
etc.,
21) Repairs and maintenance of solar water supply system and its pipeline
(excluding taps inside the bath rooms and common points).
22) Repairs and maintenance of distributor boards, panel boards, pillar boxes
(inside or outside).
23) Maintenance of lawns & landscaping.
24) Providing security /watch guard.
25) Repairs/replacement of ACP cladding, Structural glazing works.
26) Inside concealed water supply line replacement or repair.
Note: If any unforeseen defect occurs and if it is not covered under FMS scope of
work, the EE shall intimate in writing to the concerned HOD/HOS of
concerned department for rectification duly specifying that the defect
mentioned is not in the FMS scope of work.
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1.7 Quality Assurance
Detailed quality assurance programme to be followed for the execution of
Contract under various divisions of works shall be mutually discussed and
agreed to. The Contractor shall establish, document and maintain an
effective quality assurance system. Quality Assurance System and
plans/procedures of the Contractor shall be furnished in the form of a QA
manual. This document should cover details of the personnel responsible for
the quality assurance and plans or procedures to be followed for quality
control. The quality assurance system should indicate organizational
approach for quality control and quality assurance at all stages of work at
site. Specialised personnel shall be available round the clock and if a person
is multi trade specialist also it will be acceptable, however one person cannot
be treated as an expert in more than two fields/trades The specialization and
the capacity of the personnel deployed shall be to the satisfaction of the
department.TTD reserves the right to inspect/witness, review any or all
stages of work at site as deemed necessary for quality assurance.
1.7.1 Inspections/Surveys on performance
It is expected that the Contractor shall provide high quality facility management
services subject to conditions laid down in this document, the contractor is free
to use equipment, manpower and material at appropriate level (subject to TTD’s
approval). Payment claims under contract will be entertained ONLY when the
performance of services is found to be satisfactory. The house keeping works
are to be carried out in such a manner that all premises always look neat and
clean.
In addition to the regular inspections by FMS/ Reception wings, the
performance will be periodically checked surprisingly by the team of officers
constituted by the Superintending Engineer concerned or other authorities i.e.,
CE/JEO/EO of TTD based on certain objective criteria as detailed in Annexure
– III which are decided to measure level of performance and the
contractor/agency has to abide by these criteria. These are as follows:
a) Shine level, presence of dust, stains, spillage of water or other liquids, plaque
formation on corners, water closets, wash basins, urinals, on floors, tiles,
walls, doors, windows, bird droppings on exposed areas etc.,
b) Dust on grills or cobwebs at any place etc.,
c) Finger or palm marks, dust and stain on glass panes of windows or doors and
mirrors.
d) Dirt marks, dust, dryness or odour in wash basin, WC seats, floors etc., in
toilets / bathrooms.
e) Linen availability as per norms.
f) Linen cleanliness, free from marks and stains.
g) Cleanliness of Building surrounding areas.
h) Cleanliness of dust bins in rooms and in corridors.
However, the TTD reserves the right of modifying the procedures/methods for
inspections/surveys on performance and decision of TTD is final in assessing
the performance of agency.
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1.7.2 Some of the house keeping workers should be trained for service man’s
job because the scope of work includes the unclogging of soil /water
pipes, drains, floor traps, gulley traps, manholes etc. The work shall be
strictly carried out as per the directions of TTD Engineers and prescribed
standards with required tools and plants. Some times TTD may organize
the training programmes for FMS workers/supervisors at Tirupati or
Chennai and training will be provided free of cost. However the contractor
has to arrange for their transport, accommodation as well as boarding at
contractor’s cost.
1.7.3 The contractor / agency shall ensure that water and electricity shall be
used judiciously without wasting. Any negligence noticed in wastage of
Power/water will result in stringent penalties
1.8 SCOPE OF SUPPLY
All materials, equipment, consumables etc. required for successful
completion of the works and though not speci f ica l ly men t io ned also
shall be supplied by the Contractor at their sole cost and expense.
Only the materials, which are specified as Free Issue OR supplied by
TTD, shall be supplied/issued by TTD and all other materials shall be
supplied by the Contractor at their cost. No separate reimbursement will
be made for any materials/consumables, transport cost toll gate fee etc.,
1.9 TIME SCHEDULE
Initially the contract agreement is for 02 (Two) years which can be
extended further for a period of one year, at the discretion of the TTD, on
the same terms depending upon the Contractor’s performance which
shall be reviewed at the end of each year. However, TTD reserves the
right to rescind the contract agreement at any time by giving 1 (One)
month notice if the services of the Contractor are not found
satisfactory or up to the standards at any stage or it is found that Tenderer
has secured the contract through fraudulent means or documents,
information based on which the bid of the successful tenderer has been
accepted or non- fulfillment of any other serious obligation on the part of
the Contractor as per provision of tender/contract. The decision of TTD
in respect of above will be final in this regard.
1.10 Manpower
a. Normally the contractor is suggested to follow the following shift timings for
smooth running of the job. 1st shift- 5AM to 1PM; 2nd shift- 1PM to 9PM; 3rd
shift (during night) - 9PM to 5AM. However the department can change the
shift pattern for better results during the tenure of contract.
b. The Contractor shall ensure to employ adequate experienced man power
(excluding weekly-offs) to provide satisfactory services. The contractor shall
employ workers/ technicians/ supervisory staff with necessary provision for
weekly offs as per labour rules and acts, without claiming any extra
payment. Hence, the contractors are advised to inspect the areas and quote
their rates accordingly. The contractor shall, make his own arrangements for
the engagement of all the staff and labour, local or otherwise and for their
payment, housing, feeding and transport.
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c. Labour importation and amenities to labour and contractor’s staff shall be to
the contractor’s account. His quoted amount shall include the expenditure
towards importation of labour amenities to labour and staff. The contractor
shall quote taking into consideration the minimum wages to be paid from
time to time.
d. It is also advised to engage the labour force from in and around Tirupati.
e. The workers engaged must be compulsorily from HINDU religion only
and should not indulge / involve in any other activities which are
detrimental to the interests of TTD. At the beginning of the contract,
the agency shall administer Oath, as per the proforma furnished by
TTD, to all the workers, to the effect that all the workers belong to
Hindu religion and have faith in Lord Venkateswara. All the oath
papers shall be got signed by the workers and a copy shall be
submitted to TTD, duly keeping another copy with the agency.
f. The tenderer is informed that the TTD will not provide any accommodation
for their workers or staff and they will not be permitted to stay at Tirumala
after their shifts are completed. It is the responsibility of the Contractor/
Firm to make arrangements for transportation to his/ their workers/ staff
Uniforms/Identity cards and other Supplies
The cost of uniform, ID cards, and other items required for due fulfillment of
duties shall be borne by the contractor. TTD shall not pay any extra charges
to the Contractor against these items which are required for performing
proper & efficient working. However the model of uniform shall be got
approved from TTD. The firm should provide 3 pairs (Pant & Shirt / Saree &
Blouse/ Apron) of uniform to their workers. It is the responsibility of the firm
to issue necessary instructions to their workers/Technicians/Supervisors
under their control to wear the uniform regularly. The engaged man power /
Labour shall have experience in the related field.
NOTE: The firm shall employ preferably only male workers/male supervisors for
night shifts.
1.10.1 Checks & Supervision
The Contractor shall ensure that its employees perform their duties
efficiently by exercising frequent surprise checks and by appointing sufficient
supervisory staff as felt necessary by TTD. In case it is found that any
damage has occurred due to negligence, ignorance or not performing the
duty by the personnel of the Agency, all the losses so occurred to TTD
property shall be recovered from the amounts payable to the contractor and
his security deposits. The contractor shall maintain all
registers/records/checklists in the rooms as per the directions of T.T.D. and
submit daily/ periodical reports as directed by the T.T.D. Based on TTD
directions the contractor personnel have to upload the details in the TTD
computers provided in work place.
1.10.2 Facility Manager/Supervisor
Contractor shall employ and post experienced and qualified Supervisors
(with SSC qualification and an experience of 2 years in FMS field), Facility
Manager (with degree qualification & minimum 3 years experience in FMS
field) and Chief Facility Manager (with degree with 5 years experience) for
proper supervision, coordination and monitoring the work in the premises.
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They should be easily accessible at any time. The TTD reserves the right to
require change of a person if the person posted is not found to be efficient
and his services are not satisfactorily.
1.10.3 Indemnity
The contractor shall keep TTD indemnified against claims towards costs
and expenses as may be incurred by the TTD in connection with any
claim that may be made by any workmen of the contractor. The
Contractor shall also execute an indemnity bond in favour of TTD in the
approved format, in this regard.
1.10.4 Discipline
Employee(s) / labourers engaged/deputed for the subject job by the
contractor shall maintain punctuality and discipline. Any misconduct /
misbehavior on the part of the manpower deployed by the Contractor
shall not be tolerated and such persons shall have to be replaced by
the Contractor at its own costs, risks and responsibilities immediately,
w ith written intimation to the TTD. However, TTD may at any time
instruct to remove undesirable staff of the Service provider at TTD’s
sole discretion.
1.10.5 Prohibition
The Contractor shall ensure that its employee(s) / labourers refrain from
smoking / consuming alcohol and other intoxicating substances or
carrying any inflammable substances etc., inside / outside the premises,
while on duty and further, the contractor shall ensure to follow the rules
and regulations as enforced by TTD organization from time to time.
1.10.6 All the work force including supervisory staff shall be shuffled from one
place to another place, once in a quarter, within the jurisdiction, to
ensure that there is no slackness in discharging duties, by virtue of
their stagnation for longer duration at one place. Compliance to this
effect shall be reported to TTD once in a quarter.
1.10.7 Mobilization Time
Lead-time of fifteen (15) days shall be given to the Contractor for
deployment of personnel to the site. Immediately after mobilization, the
Contractor will be required to setup a store in the premises, wherein
material will be provided by contractor as per the advice and
recommendation of the TTD. However, relevant record is to be maintained
by the Contractor for inspection of TTD at any time. The Contractor shall
advice TTD from time to time regarding reordering level of material in the
store, which shall depend upon frequency of consumption.
1.10.8 Action against damage to TTD’s property
Any damage caused to the premises/interiors of the building while
performing the contract, due to negligence of the Contractor’s manpower,
shall be made good immediately at his own cost or shall be recovered from
the running/pending bills of the Contractor. In this regard the decision of
TTD shall be final. The Contractor shall strictly adhere to the statutory
regulations viz., Minimum Wages Act, PF Act, ESI scheme, Insurance &
other regulations covering labour contract. In TTD the strikes are banned
and the staff of the contractor also shall not go in for strike on whatever is
the cause. If there is any incident of this nature then the contractor shall
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take tough action against his erring employees/workers. TTD will also be
tough on the contractors if there are any incidences of strikes in the
contractor’s organization at Tirumala. The contractor will be solely
responsible for the inconvenience caused to pilgrims and TTD in the
absence of any services to be rendered to TTD on account of the
agreement due to the resorting of strikes/protest/dharna by his workers.
In case of any injury is caused while the agency is carrying out its job, it
is the responsibility of the Contractor to attend to the need of the
aggrieved and the TTD will stand indemnified against any
claims/damages / compensation.
1.10.9 Accommodation for Storage of Materials
The Department will provide one half cottage on usual rental basis for office
purpose and for accommodation of the Supervisory staff. In each area, one
small room will be provided for local store purpose free of cost. The
Department will provide one store for storing washed/ soiled linen,
consumables, machinery etc., free of cost.
1.10.10 Land for Residential Accommodation
It will not be possible for TTD to provide land for residential
accommodation for staff and labour of the Contractor. Contractor will have
to make his own arrangement at his cost.
1.11 Penalty
1.11.1 While TTD recognizes the good work of the contractor, it will also
impose tougher penalties for services not up to the standard.
Timely completion of the routine jobs and attending promptly to the
complaints are the core issues in providing prompt services.
Necessary Records / Registers are to be maintained for logging the
activities as suggested by TTD. In case of default/delay in carrying
out the services and due to which the rooms are kept under break
down then the deduction as given under would be made.
Nature of work
Expected
to be
Completed
within
Penalty per day
after expiry of the
expected time to be
completed
Clearing Drainage congestion -inside
building or outside building(major problem in
the nature)
1day Double the rent of
the affected
rooms/cottages
/suites rent subject
to a minimum of
Rs.2000/-
Replacement/Repair of electrical and
Plumbing items under the scope of work and
any other kind of defects covered under the
scope of this contract.
1 day
-do-
Also the following penalties will be imposed by the department on noticing of short
falls/non satisfactorily maintenance.
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(a) Not carrying out of any FMS activity such
as cleaning, mopping, changing of Linen,
delay/ failure to attend the defects of the
electrical fixtures including ACs, tap/flush
tank leakages, geyser pipe leakage, water
closet cleaning, improper washing, pressing
of linen and any other connected activities
such as cobweb cleaning etc., in the
rooms/toilets to the satisfactory levels of the
department. Improper cleaning or not
cleaning the terrace fully or partly.
For each
observation
by any
authorized
TTD officer
on duty
Rs 1000-/- to
Rs 5,000-/- based
on the gravity of non
performance as
assessed by TTD
(b) Failure to attend the FMS activity such as
cleaning, mopping of room and changing of
Linen etc., on time, immediately after
checkout and before arrival of the pilgrim
party
….do….. Rs 1000-/- to
per each instance
(c) Not carrying out of any FMS activity in the
verandahs, corridors, common areas,
delay/failure to attend the defects of
electrical fixtures in the verandahs, corridors,
common areas etc., not maintaining of
sufficient dust bins, improper mopping of the
floor, non-functioning of the electrical fixtures
and any other connected activities in the
verandahs, corridors, common areas etc., to
the satisfactory levels of the department.
….do…..
Rs 1000-/- to
Rs 5,000-/- based
on the gravity of non
performance as
assessed by TTD
Surrounding outside areas:-
(d) Not carrying out of any FMS activity
outside areas which includes non sweeping
and non maintenance of cleanliness to the
satisfactory levels of the department.
….do….. ….do…..
Not wearing of identity cards/ Uniforms by
any worker/technician/supervisors ….do…..
Rs 500-/- per
instance per worker
In addition to the above the officer in-charge inspects the stores at random and
noticing inadequate stock of consumables maintenance materials may impose
suitable penalty subject to the higher of Rs.10,000/- or the value of deficient stock
per instance.
In addition to this the quality control reports will also be taken into consideration
for imposing necessary penalties. Further if any TTD senior officer/reception
department/Health department/Electrical department/ Srivari sevakulu or pilgrims
complain on maintenance then suitable penalties (Based on the gravity of the non-
performance) will be imposed as per the conditions of the rooms/surroundings.
If the VR of rooms (reasons other than FMS) arises at less than 5% of rooms
(rounded of lower integer) in any slice on any given day recovery will not effected
towards proportionate services cost. In case when VR of rooms (due to reasons
other than FMS) is 5% and more the proportionate recovery will be effected for
entire non attending area.
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It is, therefore, essential that the contractor should maintain sufficient stock of
frequently used materials, machines at site and keep proper inventory/records.
Levy of compensation as above shall not absolve the contractor from his
overall responsibilities. Further, suitable penalties will be imposed as
compensation towards non-completion of the routine activities indicated in
the scope of work by the Engineer-in-charge. Superintending Engineer
concerned or such other authority designated by TTD shall be the final
authority for decision in such matters which cannot be challenged.
The Contractor has to provide excellent services with devotion to TTD. TTD will
closely monitor and recognize such services and to that extent an appreciation
letter will be issued to the firm.
1.12 COMPETENT AUTHORITY FOR DECISION
It shall be accepted as an inseparable part of the contract that in
matters regarding competency, efficiency, conduct and behavior, the
decision of the Officer of TTD who has signed the contract, shall be
final and binding on the contractor in all such matters.
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GENERAL OBLIGATIONS
(CHAPTER – II)
2.1 CONTRACTOR TO OBTAIN HIS OWN INFORMATION
The Contractor in quoting his rate shall for all purposes whatsoever is deemed to
have himself independently obtained all necessary information for the purpose
of preparing his tender. The correctness of the details, given in the Tender
Document to help the Contractor to make up the tender, is not guaranteed.
The Contractor shall be deemed to have examined the contract
documents, to have generally obtained his own information in all matters
whatsoever that might affect carrying out the works at the scheduled rates and
to have satisfied himself to the sufficiency of his tender.
Any error in description or quantity or any other aspect in scheduled rates or
omissions there from shall not vitiate the contract or release the Contractor
from executing the work comprised in the contract according to drawings if any
and specifications at the scheduled rates. He is deemed to know the scope,
nature and magnitude of the work and the requirement of materials and labour
and the type of work involved etc. and as to what all he has to do to complete the
works in accordance with the contract documents whatever be the defects,
omissions or errors that may be found in the Contract Documents. The
Contractor shall be deemed to have visited the surroundings and to have satisfied
himself as to the nature of all existing structures, if any, and also as to the
nature and condition of the Railways, roads bridges and culverts, means of
transport and communications whether by land, water or air and as to possible
interruptions, there to and the access and egrees from the site to have made
enquiries, examined and satisfied himself as to the sites for obtaining requ i red
materials to perform the work satisfactorily as per the agreed terms, the sites
for disposal of surplus materials, the available accommodation as to
whatever required as depots and such other buildings as may be necessary
for executing and completing the works, to have made local independent
enquiries as to the variations thereof, storms, prevailing winds, climatic
conditions and all other similar matters affecting these works. The Contractor is
deemed to have acquainted as to its liability for payment of Government taxes,
customs duty, service tax, VAT, works contract tax and other charges. The
Contractor is deemed to have acquainted as to its liability for payment of
Government taxes, customs duty and other charges and minimum wages (as
amended from time to time) to his staff.
Any neglect or failure on the part of the Contractor in obtaining necessary
and reliable information upon the foregoing or any other matters affecting the
contract shall not relieve him from any risks or liabilities or the entire
responsibility from completion of the works at the schedule rates and time in strict
accordance with the contract documents.
No verbal agreement or inference from conversation with any officer or employee
of TTD either before or after the execution of the Contract Agreement shall in
any way affect or modify any of the terms of obligations herein contained.
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2.2 FORCE MAJEURE
Any delay in or failure of performance of either party hereto shall not
constitute default hereunder or give to any claims for damages if and to
the extent such delays or failure of performance is caused by
occurrence such as Acts of God or the public enemy; expropriation
or confiscation of facilities by Government authorities, compliance with
any order or request of any Governmental authority, acts of way,
rebellion or sabotage or damage resulting there from, fires, floods,
explosion, riots or illegal strikes(not of the tenderer’s staff). The Contractor
shall keep record of the circumstances referred to above which are
responsible for causing delays in the completion of work and bring these to
the notice of the TTD immediately.
2.3 TERMINATION OF CONTRACT
Termination:
The Department may terminate the Contract if the contractor causes a
fundamental breach of the Contract. Fundamental breaches of Contract include,
but shall not be limited to the following.
a) The Contractor stops work for 6 hours when no stoppage of work is shown on the
current program and the stoppage has not been authorised by the Engineer-in-
Charge.
b) The Contractor is made bankrupt or goes into liquidation other than for a
reconstruction or amalgamation.
c) The Engineer-in-Charge gives Notice that failure to attend the complaints/ defects
is a fundamental breach of Contract and the Contractor fails to correct it within a
reasonable period of time determined by the Engineer-in-Charge.
d) The Contractor does not maintain a security which is required.
e) If the contractor, in the judgment of the Department has engaged in corrupt or
fraudulent practices in competing for or in the executing the contract.
For the purpose of this paragraph: “corrupt practice” means the offering, giving,
receiving or soliciting of anything of value to influence the action of a public
official in the procurement process or in contract execution. “Fraudulent
practice” means a misrepresentation of facts in order to influence a procurement
process or the execution of a contract to the detriment to the TTD and includes
collusive practice among Tenderers (prior to or after Tender submission)
designed to establish Tender prices at artificial non-competitive levels and to
deprive the TTD of the benefits of free and open competition/transparency.
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Notwithstanding the above the Department may terminate the contract for
convenience.
If the Contract is terminated, the Contractor shall stop work immediately, make
the Site safe and secured and leave the Site as soon as reasonably possible.
2.4 TTD NOT BOUND BY PERSONAL REPRESENTATION
The Contractor shall not be entitled to any increase on the schedule of rates
or any other right or claim whatsoever by reason of any representation,
explanation or statement on alleged representation, promise or guarantees
given or alleged to have been given to him by any person unless otherwise
covered under the agreement.
2.5 IF THE CONTRACTOR DIES
Without prejudice to any of the rights or remedies under this contract, if the
contractor dies, TTD shall have the option of terminating the contract
without compensation to the Contractor .
2.6 NOTICES
Any notice hereunder may be served on the Contractor or his duly authorized
representative at the job site or may be served by registered, e - mail, FAX
direct to the address furnished by the Contractor. Proof of issue by TTD of
any such notice would be conclusive of the contractor having been duly
informed of all contents therein. 2.7 BANKRUPTCY If a petition of bankruptcy be filled by or against the Contractor , TTD may, at
its opinion, and within sixty days of the filling of such petition cancel this
contract and agreement provisions contained in Clause 2.3 above shall apply
in such a case. 2.8 PATENTS, ROYALTIES The Contractor, if licensed under and patent covering equipment,
machinery, materials compositions of matter to be used or supplied or
methods and process to be practised or employed in the performance of
this contract, agrees to pay all royalties and license fees which may be due
with respect thereto. If any equipment, machinery, materials, composition of
matters to be used or supplied or methods and processes to be practised or
employed in the performance of this contract is covered by a patent,
then the Contractor, before supplying or using the equipment, machinery,
materials, composition, methods or process shall obtain such licenses and pay
such royalties and license fees as may be necessary for performances of this
contract. In event the Contractor fails to pay any such royalty or obtain any
such license, any suit for infringement of such patents which is brought
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against the Contractor or TTD as a result of such failure will be defended by
the Contractor at his own expense and the Contractor will pay any damage
and costs awarded in such suit. The Contractor shall promptly notify TTD if the
Contractor has acquired knowledge of any plant under which a suit for
infringement could be reasonably brought because of the use by TTD of
any equipment, machinery, materials, composition, process, methods to
the supplied hereunder.
All drawings, tracings, reproducible, models, plans, specifications and
copies thereof furnished by TTD as well as all drawings, tracings,
reproducible, plans, specifications, design, calculations etc., prepared by
the Contractor for the purposes of execution of work covered in or
connected with this contract shall be the property of TTD and shall not be
used for any other work but are to be delivered to TTD on the completion of
the contract.
Where so desired by TTD , the Contractor agrees to respect the
secrecy of any documents, drawings etc., issued to him for the execution of
this contract, and restrict access to such documents, drawings etc. to the
minimum and further, the Contractor agrees to execute an individual
SECRECY agreement from each or any person employed by the
Contractor having access to such documents, drawings etc. In any event
the Contractor shall not issue drawings and documents to any other agency or
individual without the written approval by TTD.
2.9 LIEN
If, at any time, there should be evidence of any lien or claim for which TTD
might have become liable and which is chargeable to the Contractor, TTD
shall have the right to retain out of any payment then due or thereafter
becomes due an amount sufficient to completely indemnify TTD against
such lien or claim and if such lien or claim be valid TTD may pay and
discharge the same and deduct the amount so paid from any money which
may be or may become due and payable to the Contractor. If any lien
or claim remaining unsatisfied after all payments are made, the Contractor
shall refund or pay to TTD all moneys that the latter may be compelled to
pay in-discharging such lien or claim including all costs and reasonable
expenses.
The final payment shall not become due until the Contractor delivers to
the TTD as complete release or waiver of all liens arising or which may arise
out of this agreement or receipts in full or certification by the Contractor
in a form approved by TTD that all invoices for labour, materials and
services have been paid in lieu thereof and if required by the TTD in any
case, an affidavit that so far as the Contractor has knowledge or
information the releases and receipts include all the labour and material for
which a lien could be filled.
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Contractor will indemnify and hold TTD harmless for a period of two years
after the issue of final certificate from all liens and other encumbrances
against TTD on account of debts or claims alleged to be due from the
Contractor or his sub-Contractor to any person including sub-Contractors
and on behalf of TTD will defend at his own expenses any claim or
litigation in connection therewith Contractor shall defend or contest at his
own expense any fresh claim or litigation brought against TTD or the
Contractor by person including even after the expiry of two years from the
date of issue of final certificate.
Contractor shall indemnify and save harmless TTD from and against all
actions, suits, proceedings, losses, costs damages, charges, claims and
demands of every nature and description brought or recovered against TTD
by reason of any act or omission of the Contractor , his agents or
employees in the execution of the work or in regarding the same. All sums
payable by way of compensation under any of these conditions shall
be considered as reasonable compensation to be applied to the use
of TTD without references to the actual loss or damage sustained and
whether or not any damage shall have been sustained.
2.10 P UBLICITY:
Contractor shall not disclose details of the work to any person or
persons except those engaged in its performance and only to the extent
required for the particular portion of the work being done.
Contractor will not give any items concerning details of the work to the
press or a news dissemination agency without prior written approval from
TTD. Contractor shall not take any picture on site without specific written
approval of TTD representative.
2.11 Schedule of Rates (Price Bid)
All the rates to be furnished in the tender shall be inclusive of all Labour,
machinery and material charges including all duties, wages to be hiked from
time to time, service tax, VAT, works contract tax other taxes if any, toll gate
fee at Alipiri tollgate. No extra claim what so ever on any of these accounts
will be entertained.
2.12 ARTICLES OF VALUE FOUND
All gold, silver and other minerals of any description and all precious stones,
coins, treasure, relics, antiquities and other similar things which shall be
found in, under or upon the site shall be the property of T T D and the
Contractor shall only preserve the same to the satisfaction of the TTD
and shall from time to time deliver the same to such person or persons
indicated by the TTD.
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CERTIFICATE AND PAYMENTS
(CHAP TER – III)
3.1 MOBILISATION ADVANCE
No mobilization advance shall be paid for the subject work.
3.2 Payment Terms
The bill shall be prepared by the contractor in the form prescribed by TTD on
monthly basis after completion of month after deducting necessary TDS,
taxes, retention money etc., The bill, in proper form, must be duly
accompanied by details of work carried out in that month and must show
deduction for all previous payment. Under any circumstances the contractor
has to pay the regular monthly wages to the workers by 1st of every month
without fail and without waiting for bills from TTD. And also after satisfactory
production of relevant details such as proof towards payment of salaries ,
EPF,ESI,etc., payment will be arranged to the contractor within 15 days.
The FMS evaluation committee will meet once in a month or more based
on the necessity and reviews the performance of the agency. Based on
the recommendations of the FMS evaluation committee the payment
will be released after deducting the fines imposed and other recoveries.
The performance report submitted by the surprise inspection team
shall also be mandatorily taken into account by the FMS Evaluation
Committee while making payment. The performance of FMS agency will
be evaluated based on all the reports submitted by Surprise Inspection
Teams in a month on percentage basis as monthly average
performance Index as detailed in Annexure-V and the following
recoveries will be made in addition to usual penalties of FMS team.
Sl.No. Proposed Range of MAPI Proposed recovery
1 85 % and above Full payment
2 Above 80 % up to 85 % 5%
3 Above 75 % upto 80% 10%
4 Above 70% upto to 75% 15%
5 Above 65% upto 70% 20%
6 Above 60% upto 65% 25%
7 Above 55% upot 60% 30%
8 Above 50% upto 55% 35%
9 Above 40% upto 50% 50%
10 Less than 40% No payment
11 MAPI of the firm is less than 40%, 2
times in a year
TTD reserves the right
to determine the
contract duly
forfeiting the deposits
and the work done
but not paid also.
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If the grading of the firm is less than 40%, no payment will be made
for the services rendered and necessary show cause notice will be
issued to the firm to improve their performance or face the
termination with all the penal conditions as per the agreement.
If the grading of the firm is less than 40% for two times in a year then
the TTD will determine the contract duly forfeiting the deposits and
the work done but not paid also.
3.3 Advances:
Request for making advance payment on any ground shall not be entertained.
3.4 Compliance with all statutory requirements:
The Contractor shall comply with all statutory requirements prescribed by the
local as well as State/Central government authorities from time to time and
submit a monthly report along with all the required proof of compliance to the
employer along with the monthly invoice. The contractor shall produce all the
relevant statutory documents for inspection by the employer and the
government authorities.
3.5 PERFORMANCE/ COMPLETION CERTIFICATE
3.5.1 Application for Performance/Completion Certificate:
When the Contractor fulfills his obligation under the Contract he shall be
eligible to apply for performance / completion certificate.
TTD shall issue to the Contractor the performance/completion certificate
within three months after receiving an application in writing from Contractor
after verifying from the completion documents and satisfying himself that
the work/service has been completed in accordance with the contract
documents.
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TAXES & DUTIES
(CHAPTER – IV)
4.1 Taxes & Duties
(1) The prices shall be inclusive of all taxes and levies including Service Tax
as applicable from time to time. (shall be inclusive of applicable local
body/State & Central Govt Taxes & duties)
(2) The taxes quoted should include applicable VAT/ sales Tax/ Service Tax
etc., duties and any other levy attracted to the items applicable from time
to time. No extra taxes & duties will be paid apart from the amount
quoted. TTD will not reimburse any of the taxes paid by the tenderer
during the tenure of the contract.TTD shall be authorized to deduct any
tax as applicable from the bidder.
(3) Deduction of all statutory and necessary Tax from each bill will be made
as per Government Orders prevailing at the time of payment. Necessary
tax deduction certificate will be issued by TTD on demand by the
contractor.
4.2 DISPUTES & DIFFERENCES
Decision of the TTD regarding performance of contract, levy of
compensation for Delay etc., and payments for contract work of extra
work done shall be final and binding on the contractor. However, any
dispute arising out of this contract can be referred to Arbitration as per
Indian Arbitration and Conciliation Act 1996.
4.3 JURISDICTION
For the purpose of the notice inviting tender for facility management
services, acceptance of tender and its finalization and agreement, shall be
deemed to have taken place within the state of ANDHRA PRADESH and
the courts in ANDHRA PRADESH shall have jurisdiction over the matters
arising under or out of this agreement.
5.4 Tollgate at Alipiri: The contractor has to pay the necessary tollgate fee at Alipiri, Tirupati, for conveyance of materials, machinery, vehicles, linen conveyance van etc., to Tirumala as applicable. The contractor has to quote their rates accordingly.
5.5 Insurance:
a) The Contractor shall provide, in the joint names of the Department and the contractor, insurance cover from the Start Date to the end of the Defects Liability Period i.e., 12 months after completion for the following events which are due to the Contractor’s risks.
i) loss of or damage to the Works, and Materials; ii) loss of or damage to the Equipment; iii) loss of or damage of property in connection with the Contract; and iv) personal injury or death of persons employed for contract.
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b) Policies and certificates of insurance shall be delivered by the Contractor to the Engineer-in-charge at the time of concluding Agreement. All such insurance shall provide for compensation to be payable to rectify the loss or damage incurred.
i) The contractor shall furnish insurance policy in force in accordance
with proposal furnished in the Tender and approved by the Department for concluding the agreement.
ii) The contractor shall also pay regularly the subsequent insurance premium and produce necessary receipt and policy to the Engineer-in-Charge, well in advance.
iii) In case of failure to act in the above said manner, the department will pay the premium and the same will be recovered with penalty from the Contractor’s payments.
c) Alterations to the terms of insurance shall not be made without the approval of the Engineer-in-Charge.
LABOUR LAWS AND SAFETY REGULATIONS
(CHAPTER – V)
5.1 LABOUR LAWS
i) No staff below the age of 18 (eighteen) years shall be employed on
the work.
ii) The Contractor shall not pay less than what is provided under law
to personnel engaged by him or his sub Contractors on this
work, for work done other than on item rates basis.
iii) The Contractor shall at his expenses comply with all labour laws
and keep the TTD indemnified in respect thereof.
iv) The Contractor shall exclusively be liable for non -compliance of
the provision of any Acts, laws, rules and regulations having
bearing over engagement of labour / workers(s), directly or
indirectly for subject work under this Contract.
5.2 CONTRACTOR TO INDEMNIFY TTD
i) The Contractor shall indemnify TTD and every member, officer
and employee of TTD , claims, demands, costs and expenses
whatsoever arising out of any failure by the Contractor in the
performance of the obligations on relevant labour laws, Acts,
regulations, etc. and under the contract documents. TTD shall not
be liable for or in respect of any demand or compensation
payable by law in respect or in consequence of any accident or
injury to any workmen or other person in the employment of the
Contractor or his sub-Contractor. The Contractor shall indemnify
and keep indemnified TTD against all such damages and
compensation and against all claims, damages, proceedings,
costs, charges and expenses whatsoever in respect thereof or in
relation thereto.
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ii) The Contractor shall undertake to indemnify TTD against all
actions, suits, proceedings, claims, losses, damages etc., which
may arise under Minimum Wages Act, Fatal Accident Act,
Workmen Compensation Act, Shops & Establishment Act,
Family pension & Deposit Linked Insurance scheme or any
other Act or statutes not herein specifically mentioned but
having any direct or indirect application for the person(s)
engaged under this contract by him.
iii) The Contractor shall defend, indemnify and hold TTD
harmless from any liability, which may be imposed by the
Central, State or local authorities and also from all claims, suits
arising out of or by reason of the work provided by this contract
including any liability that may arise out of accident, whether
brought by the employees/labourers of the Contractor or by the
third parties or by the Central or State Government authority or
any sub -division thereof.
iv) TTD shall not be responsible for any claim/compensation that
may arise due to damages/injuries/pilferage to the Contractor’s
employee(s)/ staff/labourers under any circumstances while an
employee(s) /labourer is engaged in the TTD's duty under the
contract.
v) a The Contractor shall make regular and full payment of
wages/salaries including overtime/night halt allowance etc. as
applicable as p e r rules in force and any other payments due
to his employees/labourers and furnish necessary proof
whenever required for TTD.
Vb) The contractor shall ensure to pay minimum wages to the labour
employed by them as enforced by the Govt. of A.P. from time to
time including VDA etc., and other allowances as per Indian
contract Act. In the case of any incentives paid by TTD to the
workers, the same shall be paid in full amounts to the workers and
the taxes thereon, if any shall be additionally borne by the agency.
However TDS certificate will be given for the tax deducted.
vi) Under any circumstances the contractor has to pay the regular monthly wages
to the workers by 1st of every month without fail and without waiting for bills
from TTD
vii) Payment of Claims and Damages
Should TTD have to pay any money in respect of such
claims or demands as aforesaid the amount so paid and the
costs incurred by TTD shall be charged and paid by the
Contractor and the Contractor shall not be at liberty to dispute or
question the right of T T D to make such payments,
notwithstanding same may have been made without his consent
or authority or in law or otherwise to the contrary.
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viii) In every case in which by virtue of the provision of section
12, sub -section (1) of workmen’s compensation Act 1923 or
other applicable provision of Workman’s Compensation Act or
any other Act, TTD is obliged to pay compensation to workmen
employed by the Contractor in execution of the Works, TTD
will recover from the Contractor the amount of the compensation
so paid; and without prejudice to the rights under section 12, sub-
section (2) of the said Act, TTD shall be at liberty to recover
such amount or any thereof by deducting it from the security
deposit or from any sum due to the Contractor whether under
this contract or otherwise. TTD shall not be bound to contest
any claim made under section 12, sub-section (1) of the said
Act, except on the written request of the Contractor and upon
his giving to TTD full security for all costs for which might
become liable in consequence of contesting such claim.
ix) Employment Liability
a) The Contractor shall be solely and exclusively responsible for
engaging or employing persons for the execution of work. All
employees engaged by the Contractor shall be on his/their pay-roll
and paid by him/them excepting for the works given on JOB/Unit basis. All
disputes or differences between the Contractor and his/their employees
shall be settled by him/them. TTD has absolutely no liability whatsoever
concerning the employees of the Contractor. The Contractor shall indemnify
the TTD against all losses or damages or liabilities arising out of or in the
course of his/their employing persons or relations with his/their
employees. The Contractor shall make regular and full payment of
wages and salaries to his employees and furnish necessary proof
whenever requested by the TTD . In case of any genuine complaint by any
employee of the Contractor or his sub -Contractor regarding non -
payment of wages, salaries or other dues, TTD reserves the right to
make such payments directly to such employee or sub -Contractor of the
Contractor and recover the amount in full along with hefty penalty for the
default from the bills of the Contractor and the Contractor shall not claim
any compensation or re-imbursement thereof. The Contractor shall comply
with the Minimum wages Act applicable to the area with regard to payment
of wages of his employees and also of employees of his sub-Contractor.
b) The Contractor shall advise in writing to all his employees and the
employees of his sub-Contractor as follows:
“It is to be fully understood that your appointment is only in connection with
our facility management contract with TTD and that it does not give you any
right or claim for employment with TTD ”.
5.3 FAIR WAGE CLAUSE
The contractor shall pay not less than fair wages to labourers engaged by him on
the work.
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“Fair” wages means wages whether for time or piecework notified by the
Government from time to time in the area in which the work is situated.
The contractor shall not with-standing the revisions of any contract to the
contrary cause to be paid to the labour, indirectly engaged on the work including
any labour engaged by the sub-contractor in connection with the said work, as if
the labourers had been directly employed by him.
In respect of labour directly or indirectly employed in the works for the purpose of
the contractors part of the agreement the contractor shall comply with the rules
and regulations on the maintenance of suitable records prescribed for this
purpose from time to time by the Government. He shall maintain his accounts
and vouchers on the payment of wages to the labourers to the satisfaction of the
Executive Engineer.
The Executive Engineer shall have the right to call for such record as required to
satisfy himself on the payment of fair wages to the labourers and shall have the
right to deduct from the contract amount a suitable amount for making good the
loss/losses suffered by the worker or workers by reason of the “fair wages”
clause to the workers.
The contractor shall be primarily liable for all payments to be made and for the
observance of the regulations framed by the Govt. from time to time without
prejudice to his right to claim indemnity from his sub-contractors.
As per contract labour (Regulation and abolition) Act. 1970 the contractor has to
produce the license obtained from the licensing officers of the labour department
along with the tender.
Any violation of the conditions above shall be deemed to be a breach of his
contract.
Equal wages are to be paid for both men and women if the nature of work is
same and similar.
The contractor shall arrange for the recruitment of skilled and unskilled labour
locally and imported to the minimum extent necessary to complete the work
within the agreed period as directed by the Executive Engineer.
5.4 COMPLIANCE TO LABOUR REGULATIONS
During continuance of the contract, the contractor and his sub contractors shall
abide at all times by all existing labour enactments and rules made there under,
regulations, notifications and bye laws of the State or Central Government or
local authority and any other labour law (including rules), regulations, bye laws
that may be passed or notifications that may be issued under any labour law in
future either by the State or the Central Government or the local authority and
also applicable labour regulations, health and sanitary arrangements for
workmen, insurance and other benefits. Salient features of some of the major
labour laws that are applicable to industry are given below but they are not
exhaustive. The contractor shall keep the Department indemnified in case any
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action is taken against Department by the competent authority on account of
contravention of any of the provisions of any Act or rules made there under,
regulations or notifications including amendments. If the Department is caused
to pay or reimburse, such amounts as may be necessary to cause or observe,
or for non-observance of the provision stipulated in the notifications/bye
laws/Acts/Rules/regulations including amendments, if any, on the part of the
contractor, the Engineer-in-charge /Department shall have the right to deduct
any money due to the contractor including his amount of performance security.
The Department/Engineer-in-Charge shall also have right to recover from the
contractor any sum required or estimated to be required for making good the
loss or damage suffered by the Department.
The employees of the Contractor and the Sub-contractor in no case shall be
treated as of the Department (TTD) at any point of time.
5.5 Salient features of some major labour laws applicable to establishment
engaged in work:
a) Workmen compensation Act 1923: The Act provides for compensation in
case if injury by accident arising out of and during the course of
employment.
b) Employees P.F. and Miscellaneous provision Act 1952: The Act provides for
monthly contributions by the Employer plus workers @ prevailing rates The
benefits payable under the Act are:
(i) Pension or family pension on retirement or death, as the case
may be.
(ii) Deposit linked insurance on the death in harness of the worker.
(iii) Payment of P.F. accumulation on retirement/death etc.,
c) Contract Labour (Regulation & Abolition) Act 1970: The Act provides for
certain welfare measures to be provided by the contractor to contract labour
and in case the Contractor fails to provide, the same are required to be
provided by the Principal Department by Law. The Principal Department is
required to take certificate of Registration and the contractor is required to
take license from the designated Officer. The Act is applicable to the
establishments or Contractor of Principal Department if they employ 20 or
more contract labour.
d) Minimum wages Act 1948: The Department is supposed to pay not less
than the Minimum wages fixed by appropriate Government as per provisions
of the Act if the employment is a scheduled employment.
e) Payment of wages Act 1936: It lays down as to by what date the wages are
to be paid, when it will be paid and what deductions can be made from the
wages of the workers.
f) Equal Remuneration Act 1979: The Act provides for payment of equal
wages for work of equal nature to Male or Female workers and for not
making discrimination against Female employee in the matters of transfers,
training and promotions etc.
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g) Child Labour (Prohibition & Regulation) Act 1986: The Act prohibits
employment of children below 14 years of age in certain occupations and
processes and provides for regulation of employment of children in all other
occupations and processes; Employing Child Labour is prohibited in
Building and Construction Industry.
5.6 SAFETY REGULATIONS
i. The contractor shall take necessary precautions for safety of the workers
and preserving their health while working in such jobs, which require
special protection and precautions. The following are some of the
measures listed but they are not exhaustive and contractor shall add to and
augment these precautions on his own initiative whereever necessary and
shall comply with directions issued by the Executive Engineer or on his
behalf from time to time and at all times.
ii. Supply work men with proper belts, ropes etc., when working at restricted
places.
iii. Taking necessary steps towards training the workers concerned on the
machinery before they are allowed to handle them independently and
taking all necessary precautions in and around the areas where machines
and similar units are working. In respect of all staff, directly or indirectly
employed in the work for the performance of Contractor’s part of this
agreement, the Contractor shall at his own expense arrange for all the
safety provisions as per safety codes of CPWD, B.I.S, the Electricity Act
and such other Acts as applicable.
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Annexure - I
MATERIALS: GENERAL SANITARY CONSUMABLES AND ACCESSORIES OR
EQUIVALENT AS APPROVED BY THE DEPARTMENT For
guidance
TASKI R1 or equivalent (Multipurpose cleaner)
TASKI R2 or equivalent (Hard surface cleaner)
TASKI R3 or equivalent (Glass surface cleaner)
TASKI R4 or equivalent (for furniture or hard surface laminate)
TASKI R5 or any equivalent air freshener
Harpic ( toilet cleaner)
TASKI Spiral or equivalent (oily/greasy work areas , public areas)
Crew Emeral
Naphthalene balls
Odonil sticks for rest houses
Soft brooms
Hard brooms
Mop sticks/swabs
Colour coated micro fiber dusters
Block removal rubber bushes
Baskets
Winnows (plastic)
CC Brushes
Toilet cleaning brushes 12"
Toilet cleaning brushes 24"
Cobweb sticks
Cleaning powder
Thinner strains remover
Deodorant cakes (100 gms)
Scented phenol
Water Pushing Brushes
Drainage spades
Night Soil Picking plates
Lime powder
Insects Sprayers –HIT
Scrubber pads
Descaler of ECOLAB
Standard operating procedure for Diversey or Ecolab or Equivalent
materials for services (machinery and chemicals are for guidance only,
however equivalent materials will be permitted subject to approval by the
Officer in charge).
The company dilution control systems should be provided at all the strategic
places.
Place appropriate warning signs whenever and wherever it is applicable.
Clear the area from any debris which is litter across all the places.
Clear and clean the dust bins and replace the liners as per requirement.
Clean the over head for any obvious dusts like cob webs etc.,
Vacuum clean the rooms and corridors etc.,
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Clean all the cleanable vertical surfaces including up to accessible level with
TASKI R1 or equivalent – once a day
Remove foot matting form the designated space and dry mop the floor to
remove the dry dust –As and when required.
Mop/Scrub clean the floor with auto scrubber dryer with TASKI R1or
equivalent inside the rooms and corridors with spiral once in a week.
Scrub staircase with PBT brush once in a month
Vacuum the floor matting and ensure the floor /mat well is dried thoroughly
before placing it back-As and when required.
Dry mopping the corridors Floor-Every two hours, frequency will increase
depending on the traffic.
Report and record for any unusual observations or damage to the facility
head.
TASKI R5 or equivalent Air freshener is to be sprayed in the rooms after
cleaning is over.
Dry and wet mopping of the rooms for every check out or as and when
required with appropriate procedure, machinery & chemicals (as approved
by the TTD) as directed by the TTD.
PERIODIC CLEANING PROCEDURE FOR INSIDE ROOMS (15 DAYS ONCE OR AS
AND WHEN REQUIRED)
ACTIVITIES:
Cleaning of cob webs, fans, tube lights, switch board, main door and grills.
Cleaning of bath room vertical Walls (if it is tiles), floor, sink, mirror and water
closet.
Cleaning of vertical walls in the main rooms, windows.
Finally Spray TASKI R5 or equivalent (Air freshener)
MACHINES: Hot & cold high pressure jet cleaning machine of approved
make by the Department, Taski Ergodisc 165 or equivalent (single
Disc Scrubber) &TASKI Vacuumat 22/22T or equivalent (wet & dry
vacuum) cleaner, Scrub with Taski R1 or equivalent in rooms and in
corridors scrub with Taski Swing 755 E or equivalent (Auto scrubber
& drier) along with Taski spiral or equivalent.
TOOLS: PBT brush or equivalent, Squeeze with pole, Wet mopping system,
Glass cleaning kit, Micro fibre dusting cloth, WC brush, Power pads
etc.
DEEP CLEANING:
Thoroughly cleaning of ceiling, light fittings, AC vents and other
Electric/electronic fittings using a vacuum cleaner and manual dusting
tools.- Once a month.
Cleaning the rooms, common areas with Vaccum cleaners.
All glass surface mirrors need to clean with TASKI R3 – with micro fibre
cloth.
Thoroughly scrubbing the floors /Replace the dirty dust bins –As per
requirement
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Wipe the vertical walls with TASKI R1 –All the tiles vertical walls once in a
month.
Use Crew Emeral with the help of Power Pad for the removal of any
stubborn stains and water streak marks and hard water deposits- Once in a
week.
Scrub clean the toilets with TASKI R1, Descaler to remove scaling on the
floors- Once in a week.
TASKI R4 with the help of micro fiber dusting cloth need remove dry dust on
the wooden surface and spray TASKI R4 chemical on fresh micro fiber cloth
and wipe the surfaces completely.
If washable foot matting with high pressure water jet-Monthly once.
All hard floors need to be scrub with scrubbing machines using TASKI R1.
Finally spray TASKI R5 (Air freshener).
ROOMS: (For Every check out)
Change the linen, clean the dust on the sills, cupboards, cots,
tables, chairs, mirror, doors etc.,
Sweeping of the room.
Vaccum clean the room.
Use TASKI ERGO 165.
Use TASKI R1 for moping.
TOILETS: (For Every check out)
Before applying the HARPIC chemical flush once and apply toilet bowl
cleaner HARPIC inside the WC and Urinals and spread evenly with a toilet
brush-Once in a day or as and when it is required.
Spray disinfectant TASKI R1 and scrub the walls , counter tops, wash
basins, partitions and fixtures, using mild scrubbing pad.-Every day (Every 2
hours in general toilets)
Wipe the complete area sprayed with TASKI R1 disinfectant cleaner for
every check out or as and when required.
Go back to WC and Urinals to Scrub it with toilet brush and flush. Scrub
clean the toilet seat, seat cover and the outer surfaces of the WC & urinals
with TASKI R1 / disinfection cleaner and wipe it dry – Once in a day.
Finally spray TASKI R5 (Air freshener).
Scented Phenyl to be used as directed by the department
DEEP CLEANING:
Use Crew Emeral with the help of Power Pad for the removal of any
stubborn stains and water streak marks and hard water deposits- Once in a
week.
Scrub clean the toilets with TASKI R1 & DESCALER to remove scaling on
the floors - Once in a week.
Clean the Toilet with hot & cold high pressure jet cleaning machine once in
15 days to remove the stains if any. Other areas should also be cleaned as
per the necessity and requirement.
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NOTE: The dilution of the chemicals to be used shall be as per the
manufacturer’s guidelines. The chemicals mentioned or its equivalent
as approved by the department alone shall be used.
Electricity, water supply: The electricity & water required for the services will be
provided by TTD for operations of Facility Management machines, general lighting
& ventilation in the premises only for the purpose of out sourced services of the
facility management services free of cost. Use of Electricity will only be restricted
for running required tools and plant. The bidder will however use power, water
judiciously and will ensure that there is no wastage; otherwise punitive action will be
initiated. However the power and water required for linen washing and
calendaring/pressing is the responsibility and at the cost of the tenderer only. This
activity is not at all permitted at Tirumala under any circumstances
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Annexure-II
SUBMISSION OF TENDER
To Superintending Engineer-II, Tirumala Tirupati Devasthanams,
Tirupati.
Sir,
SUB: Submission of Tender document for "FACILITY
MANAGEMENT SERVICES FOR HOUSE KEEPING,
SANITATION AND MAINTENANCE OF VSRH I & II, SPT,
RBRH-I, II & III, SGRH, Sudharshan, Govardhan and Kalyani
Choultry areas at Tirumala (North Package) for 2015-17”.
I/We hereby submit the Tender and if this tender is accepted, I/We
undertake to execute the above work described in the specification etc. and
any such variation by the way of alternations or additions to and omissions
from the said work and methods of payment as are provided for in the
conditions of contract. I/We fulfill the eligibility criteria as per Conditions of
Contract. We have gone through the various terms and conditions and I/We
agree to undertake the work. I/We agree to keep the offer in the tender open
for acceptance of Competent Authority of TTD for a period of 120 days as
mentioned in the tender notice and undertake not to modify the whole or any
part of it for any reasons within the above period. If the tender is withdrawn by
me/us for any reason whatsoever, the TTD shall have the right to forfeit the
earnest money deposited by me/us. I/We have carefully read and understood
the instructions in the tender document and that I/We have made such
examinations of the contract documents and of the location of the said work
and other investigations required for execution of the work in the contract and
in the said scope of work and distinctly agree that; I/We shall not thereafter
make any claim or demands upon the Authority based upon arising out of any
alleged misunderstanding or misconception or mistake on my/our part of the
said requirements conversant, agreements, stipulations, restrictions and
conditions.
I/We enclose herewith a DD/BG[name of the Bank] _____________ amounting to
Rs………………as EMD for Category……..…. drawn on towards Earnest Money
which shall not bear any interest and agree to the conditions mentioned regarding
total amount of EMD and refund in case the bid is not successful. I also agree for
extension of DD for the required period to keep the tender valid for 4 months from
the date of opening of technical bid..
I/We shall enter into the required agreement as prescribed failing which I/We agree
to the forfeiture of the earnest money. I/We fully understand that written agreement
to be entered into between me/us and the Authority shall be the basis of the rights
of both the parties and contract, shall not be deemed to be completed until
agreement has been first signed by me/us and then by the officer authorized to
enter into contract on behalf of TTD.
Signature of contractor
with Complete address
Dated the ………day of…………………….2015
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1. PROFORMA BANK GUARANTEE FOR EARNEST MONEY DEPOSIT
WHEREAS ……………………………………………………….. (Name of the Contractor) (here in after called “the Tenderer”) has submitted his tender response to NIT No………………………. dated:…………………… for the work “ ………………………………………………………… ……………………………………..” (Name of work) (hereinafter called “the tender”).
KNOWN ALL MEN by these present that we ……………………………..………………………
………………………………….……………. (Name and Address of Bank) ……………………………….
(hereinafter called “the Bank” are bound unto ……………………… / (Executive Officer, TTDs, Tirupati.) in the
sum of * ……………………………………………………
…………………………………………………………………………….. for which payment will and truly to be made
to the said Department, the Bank binds itself, his successors and assigns by these presents.
SEALED with the Common Seal of the Bank this …………….. day of ……………..2015
THE CONDITIONS of this obligation are:-
(1) If after Tender opening the tenderer withdraws or modifies his Bid during the period of bid validity specified in the Form of Tender.
(2) If the Tenderer having been notified of the acceptance of his bid by the Department during the period of validity. (a) fails or refuses to execute the Form of Agreement in accordance with the Instructions to
Tenderers, if required; or (b) fails or refuses to furnish the balance EMD and additional Security deposit in accordance with
the instructions to Tenderers. We undertake to pay to the Department up to the above amount upon receipt of his first written
demand, without the Department having to substantiate his demand, provided that in his
demand the Department will note the amount claimed by him is due to him owning to the
occurrence of one or both of the two conditions, specifying the occurred condition or conditions.
This Guarantee will remain in force up to and including the date** …………………… after the
dead line for submission of Tenders as such deadline is stated in the Instructions to Tenders or
as it may be extended by the Department, notice of which extension(s) to the Bank is hereby
waived. Any demand in respect of this Guarantee should reach the Bank not later than the
above date.
DATE………………. SIGNATURE OF THE BANK ……………………..
WITNESS……………….. SEAL………………………………………………..
--------------------------------------------------------------------------------------------------------
(Signature, Name and Address)
--------------------------------------------------------------------------------------------------------
* The Tenderer should insert the amount of the EMD in words and figures denominated in Indian
Rupee. This figure should be the same as shown in the NIT.
** 6 months for the deadline date for submission of Tender.
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2.PROFORMA
BANK GUARANTEE FOR TOTAL “E.M.D.”
______________________________________________(name & address of Department)
______________________________________________
WHEREAS_____________________________________________________ ________ _______________________________________________________________________ _____ ________________________(name and address of Contractor) (hereinafter called “the Contractor”) has undertaken, in pursuance of Contract No. ________ dated: ____________ to execute the work of _________________ [name of work];
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish
you with a Bank Guarantee by a Schedule bank for the sum specified therein as balance EMD / EMD for
compliance with his obligations in accordance with the Contract;
AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee;
NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of
the Contractor, up to a total of _____________________ [amount of guarantee]
_________________________________ [in words], such sum being payable and we undertake to pay you,
upon your first written demand and without cavil or argument, any sum or sums within the limits of
________________________ [amount of guarantee] as aforesaid without your needing to prove or to show
grounds or reasons for your demand for the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the Contractor before presenting
us with the demand.
We further agree that no change or addition to or other modification of the terms of the Contract or of
the Works to be performed there under or of any of the contract documents which may be made between you
and the Contractor shall in any way release us from any liability under this guarantee, and we hereby waive
notice of any such change, addition or modification.
This guarantee shall be valid upto ……………………….. i.e., until 28 days from the date of expiry of
the Defects Liability period.
Signature & seal of the Guarantor_____________________
Name of Bank_____________________________________
Address__________________________________________
Date____________________________________________
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3. PROFORMA
BANK GUARANTEE FOR ADDITIONAL FURTHER SECURITY
_______________________________________________(name and address of Department)
_______________________________________________
WHEREAS _______________________________ (name and address of Contractor ) (hereinafter called “the Contractor”) has undertaken, in pursuance of Contract No. ________ dated: ____________ to execute _________________________ [name of Contract and brief description of works] (hereinafter called “the Contractor”);
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish
you with a Bank Guarantee by a Schedule bank for the sum specified therein as Additional further security bank
guarantee for compliance with his obligations in accordance with the Contract;
AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee;
NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of
the Contractor, up to a total of Rs._____________________ [amount of guarantee]
_________________________________ [in words], such sum being payable and we undertake to pay you,
upon your first written demand and without cavil or argument, any sum or sums within the limits of
________________________ [amount of guarantee] as aforesaid without your needing to prove or to show
grounds or reasons for your demand for the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the Contractor before presenting
us with the demand.
We further agree that no change or addition to or other modification of the terms of the Contract or of
the Works to be performed thereunder or of any of the contract documents which may be made between you
and the Contractor shall in any way release us from any liability under this guarantee, and we hereby waive
notice of any such change, addition or modification.
This guarantee shall be valid upto and until 28 days from the date completion.
Signature & seal of the Guarantor_____________________
Name of Bank_____________________________________
Address__________________________________________
Date_____________________________________________
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AGREEMENT
This agreement made on the …………… day of …………., 201 between Tirumala
Tirupati Devasthanams, Tirupati and having office at Tirupati, Andhra Pradesh
(hereinafter referred to as “TTD” which expression shall unless repugnant to the
context or meaning thereof include its administrators, successors and assigns) of
FIRST PART.
And M/s………………………, incorporated under the provision of
………………..and having its registered office at “ …………………… (here in after
referred to as “Contractor” which expression shall unless repugnant to the context
or meaning thereof include its administrators, successors and assigns) of Second
PART.
Now this agreement witnesses as follows
1. In this agreement word and expression shall have the same meanings as are
respectively assigned to the terms and conditions of contract herein after referred
to.
2. The following documents shall be deemed to form, be read and construed as
part of this agreement viz
a. Invitation of tender, information and instructions for tenders
b. Details of the agency and fulfillment of eligibility criteria
c. General conditions of contract.
d. Submission of tender, Acceptance of offer, this contract agreement
f. Qualification and Experience required
g. All the annexures regarding Scope of services
3. In consideration of such rate quoted by the contractor for category ……… and
accepted by TTD the agency hereby covenants to complete the services in all
respects in conformity with the provisions of the contract.
In witness where of the parties have hereinto set their respective hands and seals
on…………. day…2015Year.
Signed and Delivered by for TTD
For the Agency, in the capacity of in the capacity
of
Name and address
…………………..
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ANNEXURE – III
Methodology for assessing the performance of the FMS agency by random
check of rooms/cottages by Performance evaluation team of TTD:
In addition to the regular check by the FMS wing, Reception wing, Health
Department etc., from TTD, the following procedure is proposed for carrying out
random check on the performance of the FMS agency. The performance of each
package will be checked once in a week by a team consisting of the following
members:
(1) One Executive Engineer(Civil/Elec.)/one Dy. Executive Officer(R & H)/
Health Officer or equivalent cadre officer of TTD as team leader.
(2) One Deputy Executive Engineer (Civil/ Electrical)/ Assistant Executive
officer( R & H) or equivalent cadre officer of TTD
(3) One Pilgrim to be chosen by the team leader ,
(4) One among the Srivari sevakulu as deputed by P.R.O/A.P.R.O.
The team will be constituted for each week for FMS package under consideration.
The team will inspect the cottages/ rest houses randomly and evaluate the
performance of FMS activities. The committee shall inspect at-least one room in
each area and not less than 10 rooms in total package in every week and furnish
the report in sealed cover to the concerned Executive Engineer, FMS, TTD.
The performance report submitted by the above team shall invariably be
considered by the FMS evaluation committee for assessing the performance of the
agency, deciding penalties while making payment.
Guide lines to the team for random checking of rooms/cottages/rest houses.
The committee has to check the cleanliness of the room, quality of linen provided in
the room, cleanliness of the toilet, common areas such as verandahs etc., and
surrounding areas and report in the check list (Annexure-IV) enclosed. They can
also verify the materials being used, Manpower provided etc.,
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ANNEXURE-IV
CHECK LIST FOR INSPECTION OF COTTAGES / REST HOUSES
Area : Date :
Cottage / Room No.: Time:
Package Name: FMS Agency:
S.No. Description of work
Performance
remarks
(Yes/No)
ROOM AREA &VERANDAHS :
1 Cleaning of Verandahs
2 Cleaning of room
3 Cleaning of Doors, Windows/ Ventilators, Electrical appliances, furniture
4 Providing & Cleaning of dust bins
5 Providing of Foot mats
6 Cleaning of cob webs in room
TOILET AREA :
7 Cleaning of Toilet
8 Cleaning of Water closet & Wash hand basin
9 Providing & maintenance of Buckets, Mugs
BED SPREADS AND PILLOW COVERS :
10 Linen washing & changing
11 Rug washing
ELECTRICAL:
12 Fan working condition
13 Lights, Night lamp working condition
PLUMBING & SANITARY ACCESSORIES :
14 Flush tank functioning
15 Taps functioning
CIVIL :
16 Coat hooks condition
17 Fittings, fixtures of Doors, Windows, Ventilators
etc.
18 Mirror condition
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MATERIALS PROVIDED :
19 Naphthalene balls provided
20 Deodorant cakes provided
21 Disinfection of the premises
ADDITIONAL ITEMS :
22 Geyser working condition
23 Air conditioner working condition
24 Health-faucets functioning
COMMON AREAS AND SURROUNDING
AREAS :
25 Sun shades & Terrace cleaning
26 Surroundings cleaning
27 Segregation of garbage
Each of the above activities will be graded -
- as “YES”, if the activity performance is satisfactory and
- as “NO” , if the activity performance is not satisfactory.
- If any of the activity not applicable, the same may be specified as “NA”.
Evaluation of performance Index of each inspection report:
1 Total No.of applicable activities :
2 Total satisfactory activities (Yes) :
3 Total non-satisfactory activities (No) :
4 Performance Index: Total satisfactory activities x 100
Total No. of applicable activities
Signature:
Name:
Designation:
Date:
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ANNEXURE-V
Calculation of Monthly Average performance index(MAPI) &
recovery in payment for shortfall in performance :
1. The performance Index of each of the inspection officer will be evaluated as:
(No of satisfactorily performed activities)*100
(No of applicable activities)
2. Each team member shall inspect atleast 10 cottages/rooms/suites in the
package area.
3. The monthly average performance index (MAPI) will be arrived as average of
performance Indices of all the members of the teams of all the cottages/
rooms/suites inspected by the inspection teams during a calender month.
4. Based on the monthly average performance index (MAPI) arrived as above
for a particular month, the payment for that month will be regulated as
follows:
S.No. Proposed Range of MAPI Proposed recovery
1 85 % and above Full payment
2 Above 80% up to 85% 5%
3 Above 75% up to 80% 10%
4 Above 70% up to 75% 15%
5 Above 65% up to 70% 20%
6 Above 60% up to 65% 25%
7 Above 55% up to 60% 30%
8 Above 50% up to 55% 35%
9 Above 40% up to 50% 50%
10 Less than 40% No payment
11 MAPI of the firm is less than 40%, 2
times in a year
TTD reserves the right to
determine the contract duly
forfeiting the deposits and
the work done but not paid
also.
a) If the MAPI of the firm for any month is less than 40%, no payment will be made for the services rendered and necessary show cause notice will be issued to the firm to improve their performance or face the termination with all the penal conditions as per agreement.
b) If the MAPI of the firm is less than 40%, for 2 times in a year, then the TTD will determine the contract duly forfeiting the deposits and the work done but not paid also.
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PRICE BID for North PACKAGE “BILL OF QUANTITIES”
(Financial Proposal)
RATES SHOULD BE QUOTED IN THE FOLLOWING FORMAT
Sl.
No.
Probable
Period of
Contract
Description
Rate in Words
and Rate in
Figures (in
Rupees) per
month
Total
Amount in
words and
total amount
in figures for
24 months
(in rupees)
1.
24
Months
"Providing total Facility Management Services for mechanized House Keeping, Sanitation and Maintenance including the civil, Electrical, Health and reception activities to rest houses/cottages/choultries/ other buildings including common areas and surrounding areas as specified in the Annexures of VSRH I, II, SPT, RBRH-I, II & III, SGRH, Sudharshan, Govardhan and Kalyani Choultry areas at Tirumala (North Package) for 2015-17.
Total in figures for 24 months
Evaluation Criteria : The tenderers will be evaluated and finalised to the lowest offer among the eligible bidders.
Agreement will be concluded accordingly.
The contractor shall quote his offer for above items considering all the activities indicated in the scope of work including labour force to be deployed by the tenderer for the satisfactory service levels, machinery, materials and consumables including transportation, taxes and overheads, Tollgate fee etc., as applicable and required for satisfactory performance of the contract. The breakup for quoted rate will be considered as follows -
Buildings : 94% of the quoted amount Open areas/roads : 06% of the quoted amount
Whenever additional buildings or open areas are added or deleted, the rate for additional areas / open areas will be considered accordingly and paid/recovered on carpet area basis for building and plain area basis for open areas.
NOTE:
1) The tenderer is informed that TTD will not provide any accommodation for
their workers or staff and they will not be permitted to stay at Tirumala after
their shifts are completed. It is the responsibility of the Contractor/ Firm to
make arrangements for transportation to his/ their workers/ staff.
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2) The tenderer should furnish the minimum No. of equipment to be provided
by him to carry out the job along with financial Bid. All the equipment to be
placed shall be new or in sound condition and has to be approved by the
department.
3) The Department will provide one room/ one half cottage on usual rental
basis for office purpose and for accommodation of the Supervisory staff.
The department will provide one store room for storing washed/ soiled linen,
consumables, machinery etc., free of cost. In each area, one small room
will be provided for local store purpose free of cost.
4) The prices shall be inclusive of all taxes,duties and levies including Service
Tax as applicable from time to time.
5) The taxes quoted should include VAT, sales Tax, works contract tax,
Service Tax etc., duties and any other levy attracted to the item applicable
from time to time. No extra taxes & duties will be paid apart from the amount
quoted.
6) TTD shall be authorized to deduct any tax as applicable from the bidder.
7) Deduction of all statutory and necessary Tax from each bill will be made as
per Government Orders prevailing at the time of payment. Necessary tax
deduction certificate will be issued on demand by the company.
8) If any machinery is not deployed on any day stiff penalties will be imposed.
Date: Signature & Seal of the tenderer
Name and Address