Indian Institute of Management Raipur - IIM Raipur

Indian Institute of Management RaipurGEC Campus, Old Dhamtari Road, SejbaharRaipur 492 015 IndiaTel.: +91-771-2772000, 2772600; Fax: +91-771-2772600Website: www.iimraipur.ac.in; e-mail: advisorafa@iimraipur.ac.inTender Enquiry No.: IIMR/Tender/2012/08Tender Document for: House-keeping ServicesDate of Advertisement on IIM Raipur web. : 10th October, 2012Date of Advertisement in the news paper : 10 th October, 2012October, 2012Date of Issue of Tender Documents : 10 th October, 2012Last date and time of submission of Tender : 31 st October 2012, by 3.00 PMDate and time of opening of Tender : 31 st October 2012, by 3.00 PMTender issued to:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Note: The tender envelops should be marked with tender for “Tender for Housekeeping services”10

Tender Notice for HousekeepingTender Notice No. IIMR/Tender/2012/08Tenders are invited from the reputed agency up to 15:00 hours on 31 st October 2012, by 3.00 PM forhandling housekeeping services in the institute. Interested parties may view and download the tenderdocument containing the detailed terms and conditions from our website www.iimrapur.ac.inEarnest Money DepositRs. 20,000 (Rupees twentythousand only)Cost of Tender DocumentRs. 500/- (Rupees fivehundred only)1. The tender document of Rs.500 (Rupees five hundred only) as non-refundable fee in the form ofDD/Pay order in favour of Indian Institute of Raipur, payable at Raipur.2. The tender documents are in two-bid system (Technical and Commercial/Financial). The technicalbid will be opened on the same day (last day of issue of tender documents) in the presence ofbidders or their authorized representatives. Financial bids shall be opened only in respect of eligibletenderers’ on the same day or alter date to be notified on the day of opening of technical tender.Tender document will be rejected if it isi. incompleteii. not properly filled.iii. received after the due dateiv. not accompanied with accounts payee demand draft worth Rs.500 for tender document fee(if downloaded from IIM Raipur website)v. not accompanied with accounts payee demand draft worth Earnest Money deposit ofRs.20,000 (Rupees twenty thousand only)Eligibility Criteria of Intending bidders: (Proof/supporting documents to be enclosed for the pointsmentioned below:1. Registered Agency minimum experience of two years in a large reputed educational institutions institutionsuch as IITs, IIMs, IISER, Central/state Universities, or state/central government organizations orany reputed industrial houses/companies , etc., and satisfactory certificate in housekeeping from at leasttwo organizations where they have been providing similar services.2. The tenderer has to supply materials in advance and therefore must be financially sound. Therefore, tendererhas to submit the solvency certificate from nationalized bank for worth of Rupees Ten lakh.3. The work involved is in sensitive places. Therefore the tenderer must have trained workforce and havesufficient experience in the field.4. The Contractor must have registration with EPF authorities5. Registration with ESI is also essential, if the number of employees, employed by him is more as per theremarks of ESI.6. The contractor must pay minimum wages to the employees and strictly follow the labour law in force.7. Last three years’ balance sheet certified by a Charted Accountant with a minimum turnover ofRupees ten lakh per annum in housekeeping activities and the same to be enclosed.10

8. In addition to the above, the following documents are to be enclosed along with the tender documents:a. Registration Certificate issued by the Registrar of Companies / Firmb. Registration Certificate issued by the Department of Labour (OR) Undertaking for producing the licenseas issued by the Labour Department, if the tender is accepted before issue of Work Order.c. No. of Labourers presently employed by the Tenderer for Housekeeping work, in various organizations.Responsibility of the Tenderer1. The Contractor should employ sufficient number of persons for house keeping the institute premises Neat &Tidy.2. The workmen should have sufficient experience and should be given identity cards. The workmen shouldreport at 07:00 AM so that the cleaning work will be completed before the start of the office hours. Aresponsible supervisor must be available to give instructions to the workmen. The workmen should notmishandle any of the machinery items/ equipments/ furniture/ electrical fittings/ office records etc., andshould be careful when they perform cleaning work. If any damage is done to the departmental propertyduring the course of work, the cost will be recovered from the contractor.3. The workmen should be so arranged that some people may be available for cleaning during lunch hours also.4. The workmen should be assigned specific duties and the nominated officer will check attendance. If any ofthe workmen is found not properly performing his duty or otherwise found not suitable, the contractor mustimmediately replace such workmen.The work must be done on all working days and special cleaning should be done on Sundays and holidaysalso.5. In case any workman gets an injury or electric shock or meets with an accident in the course of discharge ofhis/ her duty in IIM Raipur premises, the contractor has to take full responsibility to provide medicaltreatment and payment of compensation if any to him/ her at his cost.6. The Contractor must supply all the materials required for cleaning. Good quality cleaning materials insufficient quantity must be supplied.7. All Legal obligations like payment of EPF/ ESI/ workmen compensation shall be the responsibility of thecontactor.8. The contractor must abide all laws regarding employment of labourers.9. The Tenderer should bring all materials to be used as per Annexure-D to the work spot at the beginning ofthe month and the tenderer is not supposed to take back anything from the stock supplied.10. The tenderer should also quote the required details in annexure I & II as a part of financial bidScope of Works:Sweeping of entire IIM premises: The entire office area including corridors and passages must be swept andsweepings collected and taken away to the dust bin available in the public road. All the rubbish in the dust bin of theoffice as well as in the toilets, wash basins are to be cleared. Brooms and sweeping materials are to be supplied bythe contractor/ tenderer.Mopping of corridors & passages: for Mopping of corridors & passages with appropriate soap oil depending uponthe flooring conditions. All materials should be supplied by the contractor/ tenderer.Cleaning of IIM space: cleaning of carpets, coir mats, and foot mats etc., gentle dusting of side racks, almirahs andother furniture items, office equipments etc. cleaning of partitions, windows, doors etc., with wet clothes.Cleaning of toilets, urinals & wash basins etc.: cleaning of the floors & tiled walls with phenol and cleaning acidand providing urinal cake and naphthalene balls. For hanging of room freshener cake in the toilet and urinal roomsis to be done. Brooms, brushes, phenol, cleaning liquids, urinal cakes, naphthalene balls and air fresheners should besupplied by the tenderer/ contractor.10

Cleaning of water tanks, water filters & filling water: Cleaning of containers with appropriate cleaning materialsand filling drinking water and boiling the drinking water wherever water heaters are available.Cleaning of officers' chambers: Cleaning of furniture, telephone instruments, perfuming the telephone receivers,cleaning the chairs, washing the water jugs, flasks, cups, etc., provided in the officers chambers and sprayingperfumes. All consumables are to be supplied by the contractorCleaning of office machines: Fax, Xerox machines, computers, and printers are to be cleaned with soft brusheswithout affecting the functioning of the machines. These works shall be done in the presence of officials operatingthe machines.Conditions1. The successful tenderer shall be asked to pay a Security Deposit equal to 10% of the AnnualContract amount. The security deposit is to be paid in the form of DD/pay order within the periodof stipulated and shall not carry any interest. The EMD amount will be adjusted while payingsecurity deposit.2. The institute reserves the rights to reject the tender without assigning any reason thereof. Further, incase any unsatisfactory work or any deficiency, the institute reserves the right to cancel the contractand forfeiting the Security Deposit.3. The contractor shall maintain the building and movable properties like furniture, electricalinstallation etc., in good conditions at the end of the contract period. The contractor shall handoverall articles entrusted in good conditions at the end of contract period. The contractor shouldcompensate to the institute for any damage in such properties with the replacement value.4. No Child labour should be employed5. The contractor shall employ his own personnel and Equipments like vacuum cleaner, Mechanicalswabbing, brooms, moppers, disinfectants etc for purpose of housekeeping at his own cost. Thecontractor shall engage his staff with prior police verification and shall provide a list of such staffalong with their permanent address to the office.6. The Contractor and their personnel shall wear a uniform as approved by the Director. They will alsohave a photo identity card issued by the contractor on the left hand side pocket of the shirt withproper long coat so that they can be identified during their duty hours. The contractor shall ensureto supply all the required materials for best upkeep of uniforms and shoes of his persons.7. Behavior of personnel shall in no way be detrimental to the administration. The contractor shallprovide personnel of good character, physically fit, efficient, well behaved and skill full in theirduties.8. In case of any shortfall in the attendance of the worker provided by the contractor, the monthlypayment will be proportionately deducted.9. The institute shall pay the contractor as per the rates accepted on monthly basis. The due shall beclaimed by the contractor in the first week of the succeeding month. All claim bills raised by thecontractor shall be paid by the institute within a week subject to any subsequent adjustment basedon the attendance register of the personnel.10. The contractor shall withdraw from service for institute any employee who in the opinion ofDirector, misconducts himself or is in any way unfit or unsuitable for the said purposes. Failure todo so will entail a penalty of 10% of the rate quoted for such employer and nonpayment of anyremuneration for such employer. The decision of the Director, in this respect will be final andbinding.11. The Contractor shall at all time obey the lawful instruction given to him by Director or hisauthorized representatives or such other personnel appointed by the administration in respect of allworks of housekeeping. Any infringements of any such instruction may render the contractor liable10

to be fined which may extend upto Rs. 200/- in each case. The fine will be addition to the penaltyfacilities in other clauses.12. The Contractor shall arrange for reserve personnel in lieu of weekly off or leave periods of theregular persons. No separate payment shall be made for such arrangement.13. All workers provided by the contractors should be healthy and not suffering from any contagiousdiseases.14. The Contractor shall also ensure the norm prescribed by the human rights commission, Governmentof India, Minimum wages act and industrial dispute act or any such other legislation are fullyobserved and the office is kept harmless and indemnified. If there is any non compliance intimatedby competent authority to Director, the contractor has to rectify it and indemnify.15. Once the work order is issued to the Successful bidder, he/she has to start the services by givendate.16. The House keeping services, institute & Hostel services, sweeping and cleaning services providedby the contractor shall confirm to the institute standards. Any deviation or deficiency shall be takenas violation of this conation and liable for termination of this condition and liable for termination ofthis contract, The decision of the Director, in this regard shall be final and binding.17. Arbitration: If at any time, any question of difference or dispute whatsoever arises between twoparties hereto or in relation to a part thereof, either of the party may give to other notice in writingof the existence of such a question or dispute or difference and same shall be referred for award totwo arbitrators, one to be nominated by the Institute and the other by the supplier, or in case of sucharbitration, not agreeing then the award or an ‘umpire’ appointed by the arbitrator in writing beforeproceeding with the case. The decision of the Arbitragers/Umpires shall be final and binding on theparties. The provision of relevant Act and of the rules there-under and any statutory modificationthereof shall be deemed to apply to arbitration. Either party shall serve such notice of existence ofany question, dispute or differences in connection with the contract within 30 days of the beginningof such disputes, failing which all rights or claim under this contract shall be deemed or have beenforfeited and absolutely barred.Upon every of any such reference the cost and incidentals to the reference and award respectivelyshall be at discretion of the Arbitrators/Umpires appointed by them who may determine any clientor as between parties and shall direct by whom and in what manner the same be borne and paid.The supply to be executed under the contract shall if reasonably possible, continue duringarbitration proceeding and no payment due from or payable by the Institute shall be withheldbecause of such proceedings except to the extent which may be in dispute. Jurisdiction for allarbitration cases or legal cases shall be Raipur courts only.18. Penalty Clause: Supply forms the crucial part of the order and therefore, if the supply is notcompleted in the stipulated time as prescribed in this document or supplier fails to deliver the goodswithin the delivery schedule as agreed upon; a sum equivalent to 2.5% (two and half per cent) ofthe Contract Value of each week of delay or part thereof until subject to maximum deduction of10% (ten per cent) of the contract value. Once the maximum is reached, termination of the contractmay be considered.10

Technical BidSl No.Items1 Name and address of the agency,telephone number, fax, mobilenumber, email address2 Type of organization (Whetherproprietorship, partnership, privatelimited, limited company)3 Name and address of the directors/proprietor /partnersInformation /inputs to be filledby the tenderer (if requiredseparate sheets may beenclosed)4 Year of formation of the company/experience as a house keepingagency5 Branches in other cities in India andcontact details6 Details of registration7 Banker’s name and address(Bank solvency certificate to beattached)8 Total number of employees of theFirm9 Annual turnover for the last three financialyears ((Please enclose copies of ITR/auditedbalance sheet and P&L A/c /etc.)2009-20102010-20112011-201210 Details of registration with statutoryauthorities like PF, Gratuity, ESI etc11 Service tax number/ certificate12 PAN number13 EPF Registration Number14 ESI Registration number15 Experience of similar work in the field duringthe last three years (attach the proof of thesame)10

Copies of relevant documents are to enclosed in support of above information.Undertaking: I hereby certify that all the information’s furnished above are true to my knowledge.I have no objection to Institute verifying any or all the information furnished in this document withthe concerned authorities, if necessary.I also certify that, I have understood all the terms and conditions indicated in the tender documentand hereby accept the same completely.Signature of the Tenderer with official seal/ stampDate:10

Annexure 1Financial BidSr.No. ITEM Qty Unit Rate Amount RemarksManpower-Includes Employer's01skilled,contribution towards CPF &ESI etc. Employees share ofsemi skilledcontribution will be paid by& unskilled workersthem02 Equipments Automatic scrubber ,Wet &Automatic machinesDry Vacuum cleaner, Heavy(Details of machine)duty high pressure ,Manually drivenScrubber Machine, Walkmachinesbehind Sweeper.(Details of machine)The rates of machines givenDress & otherin the list proposed to beaccessoriesused may be quoted03 ToiletriesLiquid Soap ,Toilet paperdusting cloth,scrubber,Wiper, Acid,Odonil &NaphthaleneballsRoom freshenerothersTOTAL(Signature of the contractor)10

List of some of the machinesSIDescriptionPRO-VACCUM1 Vacuum Cleaner Dry-Round 10 Lts 38x30x55 cm2 Vacuum Cleaner Dry-Round – 15 Lts 51x43.3x43.5cms3 Industrial Wet & Dry Vaccum Cleaners – 15 61x43.5x43.5 cms4 Industrial Wet & Dry Vaccum Cleaners – 30 81x43.5x43.4 cms5 Industrial Wet & Dry Vaccum Cleaners – 60 99x63x56.5 cms6 Industrial Wet & Dry Vaccum Cleaners – 60 99x63x56.5 cms7 Industrial Wet & Dry Vaccum Cleaners – 80 106.5x63x56.58 Industrial Wet & Dry Vaccum Cleaners – Str 800x490x860 cms9 Industrial Wet & Dry Vaccum Cleaners – 27 358x450x710 cms10 Upholstery Cleaner with Kit A40A 358x450x710 cms11 Upholstery Cleaner with Kit A26A 355x355x500 mm12 Ruo Sac Vaccum cleaner (Back Pack) – 230 440x360x250 ram13 Ruo Sac Vaccum cleaner (Back Pack) – 115 440x390x250 mm14 Henry Dry Vacuum Cleaner -Twin Speed 10 lts 340x340x370 mm15 Vacuum Cleaner Dry -15 lts Klt – NPH-1 355x355x490 mmMechanised Floor Care1 Scrubber Drier- Mini- Cylindrical- Brush 760x740x460 mm2 Scrubber Drier Cable Operated 1150x1030x7403 Scrubber Drier Cable Operated 1150X1110x6504 Scrubber Drier- Battery Operated 1160x1030x7406 Scrubber Drier - Battery Operated 1430X1200X9701 Scrubber Drier - Battery Traction Drier 1160x1020x6507 Ride on Scrubber Drier - vario {650-750-850 1676x1425x10548 Floor Scrubber-13” – 200 RPM 1145x330x5409 Floor Scrubber-16” – 150 RPM 1145x360x54010 Floor Scrubber-Dual Speed – 150-300 RPM 1260x560x46011 Floor Scrubber-22” – 150 RPM 1260x560x46012 Floor Polisher – High Speed – Brushing– 1500 1260x4*0x46013 Floor Scrubber – 17” – 230 RPM 1165x560x460a Hard Brush for BMD 1000/450b Soft Brush for BMD 1000/450C Pad Holder for BMD 1000/450D Tank for BMD 1000/45014 Floor scrubber -1500 w -175 RPMa Hard Brush for C 14b Soft Brush for C 14ePad Holder for C14d15Tank for C 14Foam Generator for Floor Scrubber 210X270X4801617High Pressure Cleaner -100 BarHigh Pressure Cleaner -l50 Bar250X240X480430X310X78018 High Pressure Cleaner -130 Bar (Trolley19 Manual Sweeper 460X700X76010

Annexure-IIFREQUENCY OF REQUIREMENT OF CONTRACTOR JOB CLEANING & HOUSEKEEPING MAKE OF IIM RAIPUR SEJBAHAR, RAIPUR-492115S.No. JOB FREQUENCY1 Toilets cleaning & disinfection of floor. Twice in a day2 Complete cleaning and mopping of entire area of rooms & Once in a day3 Dust Cleaning from all furniture, furnishing, telephones Once in a day4 Intensive cleaning of all rooms by dry dusting of all the Regularlyarea by commercial vacuum cleaners to make the rooms5 Removal of dust, garbage, waste papers etc. from dust bin, Once in a daywaste paper basket, ashtrays and dumping them in the6 Ensuing tat cistern, wash basin, soap containers, mugs, Regularlybuckets, and all other items available in the toilet are kept7 (a)Cleaning that cisterns through commercial washing As per requirementmachine and with standard washing powders. (Only Guest8 Dry vacuum of chairs and sofa upholstery to keep them Once in 7 DaysOdonil, liquid soap, sanitary cubes and naphthalene balls / Regularlycakes/ toilet paper rolls have to be available in toilets are10 Spray of room freshener in all rooms (only director room, Once in a day11 Cleaning of parking space and roads by walk behind road Once in a day12 Any other functions relate to maintenance, upkeep and As per requirement13 Scrubbing drying of common lobbies by Automatic Once in a day14 Dry & Wet Mopping of common lobbies. Once in a day15 Scrubber of Rooms floor area. Once in 7 days16 Change of Bed Sheets Only Guest House17 Bed Making Only Guest House18 Cleaning of Dining Spaces. Twice in a daySignature of contractor10