providing security services - Income Tax Department

TENDER COST Rs. 500/-(Tender No.2/2012-13)TENDER DOCUMENTFORPROVIDING SECURITY SERVICESAT THEINCOME TAX OFFICE & RESIDENTIALPREMISESSURAT.GOVERNMENT OF INDIAINCOME TAX OFFICE(MINISTRY OF FINANCE)AAYAKAR BHAVAN,MAJURA GATE,SURAT- 395001

Government of India (Ministry of Finance)Office of the Chief Commissioner of Income taxAaykar Bhavan, Majura Gate,Surat- 395001.TERMS & CONDITONS FOR PROVIDING THE SERVICE OF SECURITYARRANGEMENTS1. The Chief Commissioner of Income tax, Surat (herein after called as CCIT, Surat) invitestender from reputed, registered, recognized and experienced security agencies forproviding the services of security arrangements on competitive basis and on contractbasis.2. The manpower deployed for the security services (i.e. security guards) by thecontractor/agency/firm (hereafter called Agency) shall be the employees of the Agencyfor all intents and purposes. In no case a relationship of employer and employeebetween the CCIT, Surat and said manpower shall accrue implicitly or explicitly.3. The Agency shall be responsible for ensuring safety & security of movable & immovableassets at office & residential premises of the Income tax Department (herein afterreffered as Department). It shall also ensure the proper checking or verification of thepersons and vehicles entering or leaving the department’s premises. The agency shallmake necessary arrangement for the proper supervisory mechanism for efficient andeffective functioning.4. The present requirement of security personnel is approximately 20(twenty). The samemay vary depending upon the requirement from time to time and security agency shallbe required to provide the security personnel as per the requirement of the department.5. The term contract means the formal agreement to be signed between the "CCIT, Surat"and the "Agency", at the time of award of work. This contract is being called on two bidsystem basis i.e. applicant bidders are required to submit Technical Bid (form B) &Financial Bid (form A) separately. Financial Bids of only those parties shall be openedwho qualify as per Technical Bid.

6. That the "Agency" shall be solely responsible for the suitability, medical fitness andpolice verifications of the character and antecedents of the manpower engaged by it fordeployment at the Income tax Premises of Surat and for satisfactory implementation ofthe service.7. The qualification requirement of the security guards are as follows (a) Essentialqualification : 10 th class pass(minimum) (b) the age of the persons put on duty forsecurity arrangement shall not be less than 18 years and not more than 45 years. (c) Incase the agency is required to deploy Ex-Serviceman, relevant records like theirdischarge certificate etc., should be produced when the contract is awarded. (d) theperson deployed by the Agency as security guards should know to read, speak and writeHindi and English languages. (e) the person deployed should have minimum 2 yrsexperience in this field. (f) The person deployed should be medically fit for discharge oftheir duties.8. The agency should have minimum Turn over of Rs.25 lakh in each of last 2 years in therelevant field. The applicant should furnish evidence of experience certificates and alsocopy of Return of Income alongwith P & L A/c of last two years in support of Turn Over.These documents should be enclosed with Technical Bid.9. The tender document for service of Security Services in the prescribed format (form A)along with all the necessary documents (Form B) and Earnest Money (DD or Banker'scheque drawn in favour of The DCIT, Circle-4, Field Pay Unit, Surat should be sealedsecurely (in wax-sealed envelope) and addressed to the Chief Commissioner ofIncome-tax, Surat Room No.322, 3 rd Floor, Aayakar Bhavan, Surat. It should bedropped in the tender box kept at the Ground Floor, Aayakar Bhavan, Majura Gate,Surat or sent by registered post or through courier so as to reach the undersignedlatest by 05.30 p.m. on the 17.07.2012. Any postal delay will not be considered. Thesealed envelope containing the tender and other documents should be super-scribed ontop left of the sealed envelope by' TENDER FOR PROVIDING OF SECURITYSERVICE".10. The tenders will be opened at 3.30 PM on 18.07.2012. in Room No.304, ConferenceRoom, Aaykar Bhavan, Majura Gate, Surat in the presence of those tenderers whomay wish to be present at that time. UNSEALED TENDERS WILL NOT BE ACCEPTED.Similarly tenders incorporating additional conditions by the agency will be rejected.

11. The manpower so deployed by the Agency shall remain under the control andsupervision of the Agency and the Agency shall be liable for payment for their wages,ESI,EPF, Bonus etc. and all other dues payable under various labour laws and otherstatutory provisions.12. The Agency shall ensure proper insurance coverage to its employees by taking adequateworkmen Compensation policy.13. Agency shall be responsible for fulfilling all its obligations under various laws and Acts,namely Minimum Wages Act, EPF Act, ESI Act, Bonus Act, Service tax Act etc. and underany other statutory requirements as applicable to the Govt. of Gujarat/Govt. of Indiaand the rules/regulations as amended from time to time, in respect of the manpowerdeployment and also to present the relevant documents as and when required or askedfor by the CCIT, Surat.14. The Agency shall be solely liable for any Violation of provision of the any Act or rules,regulations in force.15. In case, any of the persons so deployed by the Agency is not found upto the mark interms of general discipline or does not perform his duty properly or indulges in anyunlawful activity including riots or disorderly conduct, the Agency on the order of theCCIT, Surat shall immediately withdraw such persons(s) form the premises of AayakarBhavan, Surat.16. On award of the contract, the successful Agency shall be required to execute anagreement with department and to deposit an amount equivalent to one twelth of theannual Tender Value in the form of Bank Guarantee as a security deposit againstloss/damage to the property of the Income tax department. The security deposit will berefundable after the expiry of the contract period. Any loss/damage sustained to theproperty of Income tax department during the currency of agreement would beadjusted/ recovered from the amount of security deposit.17. Income Tax and surcharge (i.e. TDS as applicable) shall be deducted from the paymentmade to agency.18. No regular employees of Income-Tax Department shall be employed by the Agencyeither part time or full time.

19. The Agency shall ensure co-operation with Caretaker, In-charge Maintenance or anyother person authorized by the CCIT, Surat for checking & inspection of securityarrangements.20. The "Agency" shall maintain an Attendance Register for the Security personnel deployedin the Income tax premises and such register must be made available in the AayakarBhavan for checking daily.21. The Agency or personnel deployed by it will not do any act, which hampers thefunctioning of the office.22. The "Agency" which is finally awarded the contract by the competent authority shall berequired to undertake the following tasks before actual commencement of the worka) Agency shall submit a consent letter agreeing to all the conditions stated here, afterreceipt of work order.b) The Agency is required to submit a bank Guarantee for a period of one year or forthe period of contract, whichever expires later, from any nationalized bank in Suratfor an amount equivalent to one twelfth of the annual tender value.c) The agency shall enter into a written agreement with CCIT, Surat.d) The Agency shall submit the list of persons to be deployed for Security Service withall documents supporting their qualification as mentioned in their document and alsosubmit police verification of the such personnel (i.e. Security Guard).23. The "Agency" must have a local office in Surat with a regular telephone connection. Theoffice should be manned by a manager or other functionary. Complete details of themanager, telephone no., office address should be provided to the department.24. All claims which may arise due to the negligence or the action of the person deployed(including all types of charges/incidental charges/legal charges etc.) shall be borne bythe Agency alone & income tax deptt. shall not be responsible for the same. TheAgency shall have full responsibility for the same.25. The Agency shall have to make alternate arrangements if a personnel does not reportfor work due to one reason or other. The persons deployed by the Agency should be inproper uniform (supplied by the Agency) as directed by the CCIT, Surat and other

accessories, if any, for the security of the Income tax Premises, which shall be providedby the Agency (e.g. Torch with batteries, stick etc.).26. At the end of every month, the Agency shall submit to the CCIT, Surat pre-receipt &stamped bills in three copies along with a copy of the attendance register for the monthduly certified by the authorized representative of the "Employer" and a certificate (inprescribed format) duly signed by the Agency to the effect that he/she had paid thewages to the personnel deployed at Income tax premises, Majura Gate, Surat for theprevious month based on the monthly rate fixed for the service. The payment would bemade by a/c payee cheque. In case of failure of the "Agency" in providing the service ofthe security personnel on particular day(s), on in case of his/her absence fromduty/service, proportionate deduction shall be made from the bill.27. Initially, the contract will be for a period of one year only from the date of award ofcontract, with a provision to renew it for further periods on the same terms andconditions at the discretion of CCIT, Surat. The service of the agency will be scrutinizedby the CCIT, Surat and his decision regarding quality of services shall be final andbinding on the Agency. If performance of agency is found of required standard in suchreview, the contract will be continue. In case the service is not found satisfactory, thecontract shall be terminated with one month's notice to the Agency.28. The contract can be terminated by the "Department" at any time without any noticeperiod in the event of gross security risk or gross damage to " Department " propertydue to the Agency's failure or persistent failure by the "Agency" in providingsatisfactory service to the "Department", or because of any lapse on the part of thesecurity personnel. The decision of the " Department " in this regard shall be final andbinding on the "Agency".29. The CCIT, Surat reserves the right to terminate the contract/agreement withoutassigning any reason after notice period of 1 month. The contractor agency can alsoterminate the contract by giving three month’s notice period.30. In case of any dispute arising out of this contract/award of work between the "Department " and the "Agency", the decision of the CCIT, Surat or any other officer

appointed by the CCIT, Surat shall be final, conclusive and binding on all parties to thecontract. The submission shall be deemed to be submission to arbitration under themeaning of Arbitration Act 1940 or any statutory modification thereof from time to time.31. The Agency should submit attested copies of all the documents as per the details givenin the Tender " Form B". Any modification in the tender form ‘ A’ shall not be accepted.32. During the course of tender period, the Chief Commissioner of Income tax, Surat at hisdiscretion may ask the vendor at any time to increase or decrease the number ofSecurity guards.33. The Agency shall not sublet the work to other Agency after the award of work.34. Any damage to the property caused by the carelessness of the personnel deployed shallbe borne by the Agency and such loss should be brought to the notice of theCaretaker/In charge Maintenance or to the CCIT, Surat by the firm/agency/contractor.35. The CCIT, Surat, is the competent authority and reserves all right in this behalf includingthe right to reject or partially accept any or all of the tenders and to modify any or allthe terms & conditions stipulated without assigning any reason.36. An Earnest Money of Rs. 5,000/- (Rupees Five Thousand only) should be paid along withthe tender in the Form of Demand Draft/Pay order/Banker's cheque drawn in favour ofThe DCIT, Circle-4, Field Pay Unit, Surat. The EMD of unsuccessful bidders will bereturned back, whereas in case of successful bidder, it will be returned back aftercompletion of a contract period.37. In case of any dispute or question of interpretation of any condition laid down in thetender document, the decision of the CCIT, Surat will be final.38. In case any lapse in the work is noted or services provided are not upto the mark, it willresult in a penal deduction from the bills/security deposit of the Agency. The penaltyshall be decided by the CCIT, Surat depending upon the nature of lapse and otherrelevant factors. His decision will be final in this regard.39. The CCIT, Surat also reserves the right to levy any penalty (including forfeiture of thesecurity deposit, deduction from the monthly bills of the Agency) for breach of any of

the conditions/contract by the Agency and call for fresh tender. The decision of theCCIT, Surat shall be final and binding on the Agency.SCHEDULE OF TENDERDate of collecting tender form : From 06.07.2012 to 17.07.2012(from 11.00 AM to 6.00 PM)Last date for submission of : 17.07.2012 upto 05.30 PMtender formTender opening date & time : 18.07.2012 at 03.30 PM(I. A. KHAN),Income tax officer(PR),Aayakar Bhavan,Surat.

TENDER FORM- 'A'Provision of Security Service at Income tax Office & Residential Premises, Surat1 2 3 4 5 6 7 8Category OfMonthlyMonthlyPF (Rs)ESI (Rs) ServiceServiceTotalMan powerBasic wage Basic wagePer person Per person(Rs) (Rs)Tax(Rs.)Charge/Commission/Relivingamount(Rs.)charges(Rs)(in words) (in%of%of%of% of monthly =3+4+5+6+figures)monthlymonthlymonthly basic wage.7basicbasicbasicwagewagewageEx-servicemen asSecurity GuardSecurity GuardOther than ExservicemenThe monthly basic wage per person must be indicated both in words (Column 2) and figures(Column 3), PF, ESI. Service Tax and Service Charges (commission) / Reliving charges may becalculated as % of this amount (i.e. at column 3above) and written in figures in theappropriate columns (i.e. 4.5.6 and 7 respectively).Supporting documents for monthly basic wage quoted above (Column 2, 3) (such as orderfrom Lab our Commissioner/ Delhi Govt. regarding minimum wages).Signature of the Authorized Representative with date :Name of the Authorized Representative :Name of the Agency :Address of the Agent :Seal of the Agency :

TENDER FORM " B"Documents to be enclosed at the time of submission of tendersThe Agency/Contractor/Firm submitting tender for the provision of security at the Incometax office & Residential Premises, Surat shall enclose the following documents along withthe completely filled-up and signed tender Form (A).1. Registration Certificates: The Agency shall be registered with the appropriateGovernment Agencies for provision of man-power/security personnel. Attestedphotocopies of the following documents in this regard shall have to be enclosed:a) Service tax Registration document.b) Certificate of registration with P.F. Commissioner.c) Certificate of Registration with ESI corporation.d) License issued by Ministry of labour.e) Service tax2. Income Tax Return for the last two years alongwith duly certified copy of Profit & LossAccount.3. Brief profile of the Agency.4. Experience in the field (Please furnish details of number of existing as well as earlierclients and the satisfactory service). The experience should be supported by copies ofthe contract and letter of satisfaction from each client.5.CERTIFICATEThis is to certify that I have enclosed copies of following documents in support of myTenderS.No Type of DocumentsWhether Yes or No1. Document showing registration withi. Commissioner, Employees Provident Fund Yes Noii. ESI Corporation Yes Noiii. service Tax Deptt. Yes No

iv. Labour commissioner Yes No2. Income Tax Return for the last two years YesNoalongwith duly certified copy of P & L A/c3. Brief profile of the Agency Yes No4. List of clients for showing experience in the YesNofield5. Government Notification regarding Minimum YesNowages applicableSignature of authorized RepresentativeName of the Authorized RepresentativeAddress of the AgencySeal of the Agency