provident fund organisation, regional office, nagpur - Epfo

1Tender No. NG/NAG/RO/CT/HK&GM/ 405Date:-25.06.2013TENDER DOCUMENTFORHOUSEKEEPINGANDGARDEN MAINTENANCEINEMPLOYEES’ PROVIDENT FUNDORGANISATION,REGIONAL OFFICE,NAGPUR

2तार/Telegram : ‘Bhavishyanidhinagpur’ दूरभाष/Ph : 0712-2742012-13ई-मेल/E-Mail : ro.nagpur@epfindia.gov.in फै क्स/Fax : 0712-2744228कममचारी भविष्य निधि संगठिEMPLOYEES’ PROVIDENT FUND ORGANISATION(श्रम एिं रोजगार मंत्रालय, भारत सरकार)(Ministry of Labour & Employment, Govt. of India)क्षेत्रीय कायामलय/Regional Office132 ए - ररज रोड, रघुजी िगर, िागपुर - 440009132-A, Ridge Road, Raghuji Nagar, Nagpur – 440009No.NG/NAG/CT/TEN(HK &GM)/2013/ 405 Date :25.06.2013NOTICE INVITING TENDERThe Regional Provident Fund Commissioner, EPFO, Regional Office,132-A, Ridge Road, Raghuji Nagar, Nagpur invites sealed separate tendersfor following work (Part-I – Technical Bid, Part-II – Commercial Bid) inseparate sealed covers from Contractors registered in the approved list ofcontractors of PWD/ MES/ CPWD/ Railways/P&T/Experienced industrialcontractors and any other government departments in appropriate class forfollowing work1. Name of work: - House Keeping & Maintenance of Land scapegardens at both offices & colony premises.2. Date of issue of tender documents from: 26.06.2013 to 05.07.2013.3. Pre- Bid Meeting 04.07.2013 at 3.00 pm at Conference hall, Annexoffice building, Shyam Bag, Umred Road, Nagpur4. Last date of receipt of Tender at EPFO, Regional office, Nagpur:09.07.2013 at 2.00 pm.5. Opening of Tenders (Technical Bids only) : 09.07.2013 at 3.00pm.The Regional Provident Fund Commissioner reserves the right to rejectany or all tenders without assigning any reason thereof. For further detailsplease visit EPFO Website: www.epfindia.gov.in Tender documents can beobtained from Office and also can be downloaded from the EPFO website. Iftender document is download from EPFO website, a Demand Draft of Rs. 200/- isto be submitted in favour of the Regional Provident Fund Commissioner, payableat Nagpur alongwith tender. Or tender document can be collected from EPFO,Regional Office, 132-A, Ridge Road, Raghuji Nagar, Nagpur, for which a DemandDraft of Rs. 200/- is to be submitted in favour of the Regional Provident FundCommissioner, payable at Nagpur.Sd/-Regional Provident Fund Commissioner-II (HRM)Regional Office, Nagpur

3Schedule for Invitation for Tender:Address for the distribution of tender document:The Asstt. P.F. Commissioner, Employees’ Provident FundOrganisation, Regional Office, 132-A, Ridge Road, Tukadoji Chowk,Nagpur-440 009.1) Date of issue of Tender Notice: -25.06.20132) Date of issue of Tender document from 26.06.2013to 05.07.20133) Pre- Bid Meeting 04.07.2013 at 3.00 pm. at Conferencehall, Annex office building, Shyam Bag, Umred Road, NagpurAddress at which the Tender has to be submitted.The Regional P.F. Commissioner, Employees’ ProvidentFund Organisation, Regional Office, 132-A, RidgeRoad, Tukadoji Chowk, Nagpur-440 009.4. Last date of receipt of Tender:On or before 09.07.2013 upto 2.00 p.m..5. Date time and place of opening of Tender 09.07.2013 at3.00 p.m. at Employees’ Provident Fund Organisation,Regional Office, 132-A, Ridge Road, Tukadoji Chowk,Nagpur-440 009.For any further clarification contact:The Asstt.P.F. Commissioner (HRM),Regional Office, 132-A, Ridge Road,Tukadoji Chowk, Nagpur-440 009.Telephone No.: 2756097Sd/-Asstt. P. F. Commissioner (HRM)Regional Office, Nagpur

4Eligibility Criteria for Tendering1. The Bidder may be a proprietary firm, Partnership firm, Limited Company,Corporate body legally constituted, who possess the required licenses,registrations etc as per law valid at least for 12 months from the date of theopening of tender.2. The Bidder shall have experience of providing Housekeeping & GardenMaintenance Service for last 3 years ending 31st March 2013.3. Having successfully completed 3 similar works costing each not less thanRs 10 lacs in the last one year.OrHaving successfully completed 2 similar works costing each not less thanRs 15 lacs in the last one year.OrHaving successfully completed 1 similar work costing not less than Rs 25lacs in the last one year.4. Financial Turnover during the last 3 years, ending 31st March 2012 shouldbe at least Rs 20 lacs per year. Documentary evidence to be provided dulyattested by CA.5. There should be no case pending with the police against theProprietor/Firm/Partner or the Company (Bidder).6. The bidder shall have the following Registrations and details of the samebe provided in the Technical Bid:a) PF Registrationb) ESI Registrationc) Service Tax Registrationd) Valid License, issued by Regional Labour Commissioner, Govt of IndiaI. Terms & Conditions1. The contract is valid only for one year and can be renewed for furtherperiod solely at the discretion of the Regional Provident FundCommissioner-I, Regional Office, Nagpur.2. Agency will be responsible to pay minimum wages to their employeesas per order of Government of India/Government of Maharashtra and todeposit all statutory dues (i.e. PF/ESIC & Service Tax etc.)3. The agency shall pay the wages to the Employees within 5 days of theclose of each calendar month by Account Payee cheque only,irrespective of when it has collects its payment from this office.

54. The agency shall submit monthly bill along with proof of payment ofwages contribution to PF, ESIC, etc. by 5 th of every month. EPFO willrelease payment to the agency within 5 working days of receipt of thebill if found in order on due verification.5. The Employees’ Provident Fund Organisation reserves the right todeduct any statutory dues from the bill of contractor/agency in case ofdefault.6. Agency will make necessary arrangement to deploy one supervisorwith mobile phone facility who shall be engaged for monitoring thediscipline, decorum, all other aspect of the employees and any otherpersonnel deployed by the agency to this office. The agency will beresponsible for discipline and good conduct of their employees.7. In case of any loss of property of the organisation caused by theemployees of the agency, the agency will be responsible for makinggood the said losses.8. In case of breach of any of the terms and conditions committed by theagency, the EPFO reserves its right to terminate the contract.9. In Case the agency is found to have failed to execute the work asspecified in the scope of work below, as per satisfaction of EPFO,Regional P.F. Commissioner retains the right to either out rightlyterminate the contract and to appropriate reduce amount from total billpayable to the agency.10. The Regional P.F. commissioner-I, Nagpur will have the right toterminate the contract after issue of one month Notice withoutassigning any reasons. In case of such the termination of contract, theagency will handover charge to person/persons nominated by theRegional P.F. Commissioner-I, Regional Office, Nagpur beforepayment of final bill.11. Tenders are to be submitted along with refundable earnest money ofRs.20,000/- (Rupees Twenty thousands only). The earnest money willhave to be in form of a crossed demand draft/Pay order in favour of “TheRegional Provident Fund Commissioner”, payable at Nagpur from anationalized bank. The earnest money will be forfeited if the tendererretracts from his offer for whatever reasons. Tenders received withoutearnest money will be summarily rejected. The earnest money in respectof the unsuccessful bidders will be returned after award of the contractand the same in respect of the successful contractor will be retained bythis office towards security deposit for due performance of the contract.No interest shall be payable on the amount of earnest money/securitydeposit. The security deposit will be refunded without any interest onlyafter expiry of entire contract period on the production of satisfactoryservice certificate from all the users of the items under AMC.

612. Tenders not in the sealed cover or not accompanied by earnest money orreceived after the closing date and time will be rejected.13. The vendors should have not been blacklisted by any organization/Govt.Department. An affidavit in this respect is required to be given by thetenderer.14. The rates quoted by the firm will not be enhanced during the period ofcontract in any case.15. The contract can be terminated at any time during the contract by thecompetent authority in this office without assigning any reason or givingany notice if the work of the agency is found to be unsatisfactory ordeficient and it would be entrusted to any other party at the risk andexpense of the defaulting agency including forfeiture of the securitydeposit. In addition, the contractor shall be liable to pay liquidateddamages to the Government. In this connection the decision of thecompetent authority shall be final and binding upon the contractor.16. If tender document is download from EPF website, a Demand Draft ofRs. 200/- is to be submitted in favour of The Regional Provident FundCommissioner payable at Nagpur.Scope of WorkThe scope of work includes providing Housekeeping, Garden maintenanceand land appurtenant. The premises accommodate around 150 - 200personnel. The House keeping services are required on all the days ofcalendar month excluding Sundays and major holidays (i.e. Republic Day,Independence Day etc.).A) HOUSEKEEPINGThe brief of the services includes the following:HOUSE KEEPING SERVICES (EPFO Regional Office Main Building,Annex Building, Premises of Staff Quarters type I TO V)The Housekeeping, Garden Maintenance should be carried out as per time totime guidelines given by EPFO authorities, by deploying adequate number oftrained personnel, providing and using machineries, equipment, cleaning &washing chemicals and consumables of a repute brand.The activity shall be carried out in the premises of the Organisation and shallensure clean work environment for the entire duration of operation by thepersonnel working in the premises. The Office works from 09:30 hours in themorning to 18:00 hours in the evening. During holidays only securitypersonnel will be present. The housekeeping crew working shall commencetheir work early enough to keep the premises in readiness for the aboveofficial working hours.Sufficient number of housekeeping staff and garden maintenance staff to bedeployed

7THE VARIOUS TASKS IN THE HOUSE KEEPING SERVICES IS GIVENBELOW:HOUSE KEEPING SERVICES [INSIDE EPFO Regional Office MainBuilding, Annex Building, Community hall, Guest House)]ncluding corridors, staircasesetc., with necessary machines and consumables [As per Housekeepingcleaning schedules- Annexure- I)scrubbing the floor areas as and when required.Up keeping and removing satisfactorily cobweb on walls and surroundingareasvacuum cleaning to be done as and when required on carpets andupholstery etc.covers etc.Venetian vertical blinds and curtains, hand towels, tablehe office personnel workstation tables, display devices,racks, shelves, storage units/cupboards, telephones, computers and fixtureslike bulbs, fans etc.windows and window shutters, glass doors and internal glass façade, doorhandles, wall fixtures and signage boardsVacuum cleaning of window shutter railings, door pivotscleaning of sump, pump room, OH tank, tensile structure (parking andhabitant area) and roof terrace area-biodegradable waste need to be segregatedand cleared daily. Biodegradable waste has to be sent to the recycling unitand non-biodegradable to outside campus.requirement if need arisesin two days or on urgentdoor handles, hand railing; dusting doormats, window sill, cleaning ofcomputer systems and telephones etc.cleaning schedule.cleaning the toilets up to satisfaction of EPFO Authority

8Maintaining all toilets in hygienic and dry conditions.mirrorsdisinfectant.required.including STP.free. Using specified Toilet bowl cleaner daily.ion and to ensure theclearance of non-biodegradable garbage from the Campus premisesHOUSE KEEPING SERVICES [OUTSIDE of Office Main Building, AnnexBuilding and premises of Staff quarters type I to V including communityhall]internal roads, main gate entrance, footpaths, passages,staircases, open areas, parking area, street lamps, parking lights, signageboards.head terrace tanks includingunderground water storage and sumps using cleaning agents and usingcleaning machines.traps, man holes and sewage lines are received the same shall be removedon the same day immediately and transporting the same together with otherwastage on the same day to government authorized disposal yard or wasterecycling plant .shall be disposed off to government authorized disposal yard or wasterecycling plant. Peripheral trench to be cleaned periodically.pump if necessary as and when required.

9nimals shall be removed from the area as and when necessitated,To control pests and to ensure that eco-friendly pest controls are used tocontrol pestsnecessitated.washed regularly.drains/trenches due to rains.roof terrace and chajja tops of all the buildings.ily cleaning of the dustbins and garbage after segregation and moving itoutside EPFO premises.supervision of representative of EPFO.GARDEN MAINTENANCE SERVICE (EPFO Regional Office, MainBuilding, Annex Building, Premises of Staff Quarters type I to V,)forest, potted plants and other trees by way of regular pruning, trimming,repotting and watering.other flower plants, seasonal flowers and hedge trees is also within the scopeof the contract.-pesticides, bio fertilizers, compost manure redsoil etc. as per the requirement given by EPFO.inversion of soil, removal of weeds andcutting grass / weeds and cutting grass / weeds at least for 10‟ diameter foreach tree, pruning of creepers, removal of unwanted buds etc.necessary soil / tank silt etc. to be supplied by the contractor.caterpillars and termites, which regularly attack the plants.enance of trees/plants/shrubs/creepers/lawn / flower-beds etc. including watering. Keep thetrees and plants in upright position with the support.-sprouting to the desired scale will have to be replaced by the contractor at hiscost.

10qualified supervisor to cover all the works as per scope and schedule of workas specified and shall engage full time supervisor to allocate works on day-today basis, supervise labours engaged and monitor execution of work duringthe tenure of this maintenance contract.concurrently with the contractLAWN:manure cutting and moving of the lawns.Roller should only be usedafter substantial grass cover has been attained.Daily: (Job Description)- Cleaning and sweeping of lawn, planted area & foot path side.- Watering of lawn, potted plants, plants, shrubs.April – June (Daily), July – September (need based), October – March(Alternate days)- Incase shortage of water; contractor shall arrange the water by his sourceas Water tanker, etc- For watering the plants, lawns, potted plants.Once in a week (7days):- (Job Description)Job Description: Alternatively shifting potted plants from inside to outside.Once in a week (7days):- (Job Description):- Removing of weeds from lawns, between pavement joints on internal roads,stone pavement, plant basin etc.- Cleaning the transformer area.Once in a month:-( Job Description)-Aerating roots by digging around plant stem and cleaning the basin.- Moving and maintenance of lawn areas.-Maintenance of inner road, sides of road, by removing weeds and vegetationgrowth.Once in two months:-( Job Description)- Maintenance of internal roads around the building.- Pruning, cutting, grafting and shaping of hedges / plants / trees.

11Once in three months:-( Job Description)- Cleaning of pots, replacing the soil & repotting the plants.- Application of manure/soil,/fertilizer to lawns, potted plants, shrubs andplants.- Developmental work to be taken up at least once in 3 months.SIGNING OF CONTRACT.The successful bidder shall present himself for signing the contract along withthe Performance Security immediately after receipt of work order from EPFO.START OF SERVICESStart of services shall be made by the successful bidder within 7 days from thedate of award of contract. If the successful bidder fails to start services, EPFOshall be entitled to recover liquidated damages to the extent of the differencein charges incurred by EPFO in making alternative arrangements along withpenalty of Rs.1000 per day for the delay period.PENALTYIn case of breach of any conditions of the contract and for all types of lossescaused by the contractor, EPFO shall make deductions as deemed suitableor as specified in the contract, from the bills preferred by the contractor.LABOUR REGULATIONS1) The successful bidder shall obtain a valid labour license under theContract Labour (R&A) Act 1970 and the Contract Labour (R&A) CentralRules 1971, before commencement of the work a copy of which he shallsubmit to EPFO. He shall continue to have a valid license until the completionof work. The contractor shall also abide by and comply with the provisions ofthe Child Labour (Prohibition and Regulation) Act 1986, Payment of WagesAct 1936, Minimum Wages Act 1948, Employees Liability Act 1938,Workmen’s Compensation Act 1923, Industrial Dispute Act 1947, Maternitybenefits Act 1961 and Apprentices Act, 1961 or the modifications thereof orany other laws relating thereto and the rules made there under from time totime. The successful bidder is fully responsible to observe the above laws asamended from time to time in regard to his employees and compensation andother benefits/risks in relation to employees to be engaged by him.2) The successful bidder shall indemnity EPFO against payments to bemade under and for the observance of the laws without prejudice to his right toclaim indemnity from sub-contractors.3) The regulation aforesaid shall be deemed to be part of this contract andany breach thereof shall be deemed to be a breach of this contract.4) 10% [Ten percent] of total monthly manpower bills shall be retained byEPFO and only after confirmation of employee EPF, ESI payment with proofwill the same be released.

125) EPFO shall have the right to deduct from the money due to thesuccessful bidder, any sum required or estimated to be required, for makinggood the loss suffered by a worker or workers, by reason of non-fulfillment ofthe conditions of the contract of the benefit of the workers, non-payment ofwages or of deduction made from his or their wages which are not justified bytheir terms of the contract or non-observance of the Regulations.6) The event of any failure in this regard and in the event of anyloss/damages caused directly or indirectly to EPFO the same will be payableby the successful bidder along with such penalty as may be decided by EPFOwhich shall not be less that 10 percent of the total loss suffered by EPFO.SAFETY REGULATIONS1) During the execution of work, unless otherwise specified, the contractorshall at his own cost provide the materials for and execute all work necessaryfor the stability and safety of all equipment, structures, excavations and worksand shall ensure that no damage, injury or loss is caused or is likely to becaused to any person or property.2) The successful bidder shall be responsible to take all precautions toensure the safety of the property of the office.STATUS OF THE SUCCESSFUL BIDDER AND ITS STAFF MEMBERS1) The successful bidder shall have the legal status of an independentcontractor. Neither the successful bidder nor its staff members, nor anyperson employed by the successful bidder or its agents for, or within the framework of, the performance of the services under the present contract shall beconsidered in any way as being staff members of EPFO.2) The EPFO shall accept no liability for, nor any financial or otherconsequences arising from, sickness, injury, damages or death of thepersonnel of the successful bidder, of the staff members or of any subcontractoror agent or of any person performing on their behalf any work underthe present contract, including the time spent in travel, nor for any damageswhich may arise by reason of the neglect or default of any of them.3) The successful bidder shall accept no liability other than that due to itsnegligence or that of its staff members, agents or persons employed by it or itsagents for sickness, injury, damages or death of persons provided by thesuccessful bidder including on duty travel.4) The contractor shall, at his expense, take out appropriate insurance tocover all risks, damages or injuries, including related claims, which mightoccur to any person, including a third party, or to any property, includingequipment, papers and documents, and arising out of, or connected with thecontractor or its staff members performance under the present contract.5) Notwithstanding anything to the contrary contained in this contract, thesuccessful bidder shall only be liable, and shall only be required to indemnifythe EPFO in respect of claims or liabilities that arise out of the negligence,

13breach of contract or unlawful conduct of the contractor or its staff members oragents in the performance of this contract.EXTENSION AND TERMINATION OF CONTRACTThe EPFO reserves the right to terminate the contract in part or in full at any time withone month notice without assigning any reasons thereof for which noletter ofreason/explanation can be sought for by the successful bidder. The EPFO will alsohave the right to extend this contract on the same rates, terms and conditions at onetime or in spells of lesser time period up to a cumulative maximum period of sixmonths or till an alternate arrangement is made whichever is earlier. Any furtherextension beyond two years shall be on the terms and conditions mutually agreedupon.TERMINATION FOR DEFAULT1) The EPFO may, without prejudice to any other remedy for breach of contract, bywritten notice of default sent to the successful bidder terminate the contract.2) If the successful bidder fails to provide the services as per the terms andconditions of this contract on the dates and on the specified times as requisitioned byEPFO.3) If the successful bidder fails to perform any other obligations(s) under thecontract.4) If the successful bidder, in either of the above circumstances does not remedy hisfailure within a period as authorized by EPFO in writing after receipt of default noticefrom EPFO.5) In the event of termination of contract under pursuant of the EPFO may take thesame services upon such terms and manner as it deems appropriate and thesuccessful bidder shall be liable to EPFO for any excess cost for the said serviceduring the rest period for which contract is terminated.SUB-CONTRACTING AND POST AGREEMENT CONDITIONSThe successful bidder shall not be permitted to transfer their rights and obligations toany other organization or otherwise i.e. no subletting of the contract in part or whole,without written permission of the EPFO, Regional Office, Nagpur shall be allowed.ARBITRATIONIn the event of any question, dispute or difference arising under this agreement or inconnection therewith, except as to matter the decision of which is specificallyprovided under this agreement, the same shall be referred to sole arbitration of TheRegional Provident Fund Commissioner, Regional Office, Nagpur. The agreement toappoint an arbitrator will be in accordance with the Arbitration and Conciliation Act,1996.Signature of Authorized Person with seal

14Sl.NoCLEANING SCHEDULEActivityANNEXTURE-IFrequency1 External facade of building, structural glazing Weekly2 Kota flooring, Daily3. Wash Basins, Toilets Five times in aDay4 Ceilings Dusting, Internal wall dusting, external signage/internal signage5 Doors, windows, workstations, partitions including frames,glass and handles6 Stainless steel/Brass/Aluminum metal surfaces such as railings,door/window/, hardware & frames.7 Desk, bench top &table, chair surfaces, Ledges and otherequipment’s (Dusting).MonthlyDailyWeeklyDaily8 AC vents / grills Lighting and window panel. Weekly9 Dust bins & waste paper bins in toilets and at open areas within Dailybuildings.10 Fire extinguishers & display boards. Daily11 Switches, electric points buttons. Daily12 Telephone & computers. Daily13 Venetian / vertical blinds, Light bulbs, Fans. Weekly14 Upholstery (with Vacuum cleaning). Daily15 Cob webs Twice in amonth16 Door mats Daily17 Removal of garbage Daily18 Common Area Floor- Mechanized cleaning. Weekly19 Over the roof top [Terrace] Weekly20 Roads( mechanized sweeping) Daily21 Drainage &Culvert (manual water cleaning) Monthly22 Underground sump and overhead tank. Monthly23 Parking area Weekly24 Tensile structure Monthly25 Water coolers Daily26 Open Areas ( mechanized sweeping) Daily

15(FORMAT FOR TENDER COMPLIANCE REPORT)To,The Regional P.F.Commissioner,132-A, Redge Road,Tukadoji Square,Nagpur.Sub: - Regarding tender for providing House Keeping and GardenMaintenance.Sir,I have gone through the complete terms and condition of the tender forproviding House Keeping and Garden Maintenance, at EPFO Regional OfficeMain Building, Annex Building, and Premises of Staff Quarters type I to V. andaccept the same.Place:-Date: -Signature of the BidderName:-

16ANNEXURE-IIIII. Commercial bidCommercial bid to contain only the price details, financial details shallcontain the following on monthly basis as per the format of commercial bid.Sl. No. Particulars Amount1 Cost of labour2 Cost of material3 Service Charges4 Duties or taxes if any5 TotalSeal & Sign. OfAuthorized Signatory of the Agency