INDIAN INSTITUTE OF PULSES RESEARCH KALYANPUR, KANPUR

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1 INDIAN INSTITUTE OF PULSES RESEARCH KALYANPUR, KANPUR Telephone No. : (229) Fax No. : File No. 1-22/12-13/ST/Security Date: 13 / 8/201`4 To, Dear Sirs, Sealed limited tenders are hereby invited on behalf of the ICAR for contract of Security job work at IIPR-Regional Research Centre, Dharwad, from the Security Agency who have atleast 2 years experience of watch & ward in Central/State Govt. Departments/Public Sector Units. The condition of the contract which will govern any contract made, are those contained in the general conditions of contract applicable to the contracts placed by the ICAR and Research Institute under it and the terms and conditions detailed in the tender form and those attached herewith. Please submit your tender, if you are in a position to quote for the supply of the requirements stated in the attached schedule. 1. The Earnest Money (Rs. 10,000/-) as mentioned in the general information and other terms and conditions of the contract must be deposited in the shape of Demand Draft in favour of "ICAR Unit IIPR, Kanpur drawn on State Bank of India, Kalyanpur, Kanpur and the relevant receipt must accompany the tender. The Earnest Money should not on any account fall short of the amount actually required. The tender will not be considered if the Earnest Money is not accompanied with the tender. The tenderer is being permitted to tender the consideration of the stipulations of his part that after submitting his tender he will not resale from his offer or modify the terms and conditions thereof. Should the tenderer fail to observe and comply with the foregoing stipulations, the amount of Earnest Money, if any demanded before placing of contract, order will be forfeited by the Council/Institute. In the event of the offer made by the tenderer will be refunded to him after he had applied for the same, in the manner prescribed by the Council/Institute. 2. The Schedule - I of the tender form should be returned intact & pages should not be detached. In the case of the space provided on the schedule form being insufficient for the required purpose, additional page(s) duly numbered consequently should be signed in fully by the tenderer in such cases references to the additional pages must be made in the tender form if any modification of the Schedule is considered necessary, it should be communicated by means of a separate letter alongwith the tender. 1

2 3. The tender is liable to be ignored if complete information as required is not given therein or if he particularly asked for in the schedules to the tender or other documents connected with the contract/tender may specify whether he signs it in the capacity of (I) a sole proprietor or (ii) a partner of the firm if it be a partnership whether by virtue of the partnership in which case he must have authority to refer to arbitration dispute concerning the business of the partnership whether by virtue of the partnership agreement of power of attorney or (iii) Constituted attorney of the firm if it is a company. 4. In case of partnership firms where no authority to refer disputes concerning the business of the partnership has been concerned on any partner the tender and all other related documents must be signed by every partner of the firm. A person signing the tender form or any other documents forming part of the contract on behalf of another shall be deemed to warranty that he has authority to bind such other and if, on inquiry it appears that the person so signing has no authority to do so, the Council/Institute shall without prejudice to other civil and criminal remedies cancel the contract and hold the signatory liable for all costs and damages. Each page of the tender and the schedules to the tender and annexures, if any, should be signed by the tender(s). 5. The original copy of the tender is to be enclosed in double cover and the inner cover should be sealed. The outer cover should bear only the address of this office without any indication that there is tender within Right is reserved to reject all or any tender without assigning any reason and to have negotiation with the tenders who wish to enter into negotiation. All the tenders should be sent by registered post only. Tenders can be put in the tender box at this Institute not later than 4.00 PM on 15/09/2014 Tender received without E.M. amounting to Rs. 10,000/- will not be accepted. 6. The Council/Institute does not pledge itself to accept the lowest or any tender and also reserves to itself the right of accepting the whole or any part of the tender or portion of the tender. You are, however, at liberty to tender for the whole or any portion or to state in the tender that the rates quoted shall apply only if the tender is considered fully. 7. Acceptance by the Council/Institute will be communicated by telegram, letter or any other form of communication. Formal letter or acceptance of the tender will be forwarded as soon as possible, but the earlier instructions in the telegram/letter etc., should be acted upon immediately. 8. In case of any dispute arising in respect of the said tender, the dispute will be solved through arbitration and the tenderers will have to go by the decision of the arbitrator. The arbitrator will be appointed by the Director General, ICAR. Further the tenderers will have to submit an undertaking to the effect that they 2

3 shall agree to the settlement of disputes through such arbitration and they bind their selves/themselves to go by the decision of the arbitrator. 9. The selected agency shall effect and execute the job of above services within period specified in the work order. The extension will be given at the discretion of the competent authority on performance report. 10. The agency/contractor shall first make the payment of the wages as per the minimum wages act in the presence of a committee of the Institute to his employees engaged for the execution of contract and submit his bills in triplicate after making them duly pre-receipted for the services rendered for the preceding month on the first working day and the Council/Institute shall make payment by means of crossed cheque drawn in favour of the Agency/Contractor. 11. The selected Agency/Contractor will have to make security deposit of Rs. 30,000/- (Rs. Thirty Thousand only) in shape of DD/FDR in favour of the "ICAR Unit,Indian Institute of Pulses Research, Kanpur" within 3 days from the date of acceptance of the tender and only thereafter contract will be awarded. This amount of security is refundable but in case the contractor fails to abide by the terms and conditions of the contract and does not make the payment of wages to the workers engaged by him, the same will stand forfeit and will be paid to the workers engaged by the contractor. The excess payment and other expenditure, which the Institute will have to incur in doing so, will be recovered from the contractor from his bills or other payments due to him. If the same will fall short of the amount to be recovered the same will have to be deposited by the contractor. In case any dispute regarding this contract arises the same will be referred to an arbitrator, to be appointed by the Director, IIPR, Kanpur and the decision of the Arbitrator will be binding. 12. The Security Agency must be registered with ESI, EPF Department and Central Excise Department for Service Tax and submitted their registration certificate alongwith Tender. No dues/inspection Report of last two financial years and repost issued by ESI/EPF department are also required to submit alongwtih the tender forms. In absence of ESI, EPF, Service tax registration and Income tax clearance certificate will not be considered. 13. In case any agency is exempted from legal liabilities such as EPF, ESIC etc.,they should submit a currently issued certificate of Competent Authority of concerned Department specifically mentioning for exemption from statuary liabilities for supply of civil guard for security purpose alongwith copy of 3

4 latest Rule and Bylaws of Society approved by the Registrar of Societies. 14. The Agency/Contractor shall submit the details of any litigation current or during the last 3 years in which the contractor is involved, the penalties concerned and disputed amount in each case. 15. All disputes will be subject to IIPR- Regional Research Centre Dharwad. 16. The contractor shall also abide by the provision of Child Labour (Prohibition & Regulation) Act, The labourers engaged by the contractor should not be less than 18 years of age. 17. Bids will be obtained on two bid systems (1) Technical & (2) Financial Bid a) The following documents/vouchers are required to be enclosed with the tenders form which are the terms and conditions of the tender s document:- Sl. Documents required No 1. EMD 2. PAN Card in the name of Firm/Proprietor. 3. EPF/ESI Registration No. alongwith valid certified copy thereof. 4. Firm should be Registered with Soldier Board or any other concerned authorities of Central Government/ State Govt. or under Company Act or any other Act. Essential for carrying out security contract. 5. Experience Certificate/List of contract in this field of last three years in tabular form (Enclose certified copy of certificate of Satisfactory performance onward), experience of working with ICAR/ Central Government/ State Govt., Autonomous bodies, Public Sector/undertaking local bodies will be preferred. 6. Registration certificate duly issued by concerned authority of State Govt. for carrying Security Work in UP as prescribed under Private Security Agencies (Regulation Act, 2005) 7. Minimum turnover of the firm not less than (Rs.Thirty lacs only) during the last 03 financial year. Certified Balance Sheet of the firm for last 03 years of the service contract by the Chartered Accountant should be enclosed. 8. Other related documents, Banker details/address proof etc. 9. Service Tax registration certificate issued by the Govt. etc. 10. If any agency is exempted from depositing of the above documents a copy of supporting government order should be enclosed. 11. The contractor/agency must have a registration with the Contract Lobour (Regulation and Abolition) Act,1970. The contractor shall obtain the labour license under this Act. 4

5 Please Note : In absence of any of the above documents/vouchers Bid must be rejected. b) The successful bidder will have to enter in to detailed contract agreement on judicial stamp paper for Rs. 100/- c) Only those firms will be considered for financial bid who will qualify in the Technical Bid. NOTE: The Technical bids and financial bid may be submitted in separate Envelops to be sealed and put in a main cover. For and on behalf of the Secretary, ICAR, New Delhi 5

6 SHEDULE I PART I 1. Name of the Firm/Agency 2. Full Address with telephone/mobile numbers, post box number if any.. 3. Constitution of the Firm is the firm registered under act. i) Indian Constitution Act, 1956 ii) Indian Partnership Act, 1932 iii) Any other Act, if not the owners 4. i) For Partnership firms whether registered or not registered under the Indian Partnership agreement, authority to refer desputes concerning the business of the partnership to arbitration has been conferred on the partner who hasa signed the tender ii) If answer to the above is in negative whether there is any General power of attorney executed by all the partners of the firm authorising the partner who has signed the tender to refer disputes concerning business of the partnership Arbitration. iii) If answer to (I) or (II) above is in the affirmative please Furnish a copy of either the partnership agreement or the General power of attorney as the case may be. The copy should be attested by a Notary public or its executive should be admitted by affidavit of a properly stamped paper by all partners. 5. Name and full address 6. Any other relevant information 6

7 Part -II Part -III Details of the earnest money deposit: a) Cash receipt number with date. b) Demand Draft number with date and bank drawn on. Name and Address of the Firm s Representative. Date Authorized Signatory Place... Please add supplementary pages to be numbered wherever required AREA OF IIPR- REGIONAL RESEARCH CENTRE, DHARWAD TO BE COVERED BY THE SECURITY AGENCY AT THE FOLLOWING DUTY POINTS ROUND THE CLOCK. 1. Two Guards required for watch and ward of the Farm area and other property of the IIPR-RRC located in said Campus only. 7

8 Terms and Conditions (i) The tenders will be accepted only up to P.M. on 15/09/2014 (ii) (iii) (iv) (v) (vi) (vii) The tender forms should accompany with an earnest money of Rs. 10,000/- in shape of demand draft in favour of ICAR Unit, IIPR payable at Kanpur. Any tender without earnest money will not be considered. Conditional/Telegraphic/Incomplete tenders will not be accepted. Validity of the tenders is 180 days from the date of opening of the tenders. The sealed envelope containing tender should be superscribed Tender for security Watch and Ward on 15/09/2014 The rates are to be quoted in Annexure III only in on monthly basis for carrying out the entire security and watch and ward of the IIPR-Regional Research Centre, Dharwad. Before quoting the rates, the site also may be inspected, thoroughly by the agency on any working day at Dharwad. The rates so quoted shall be applicable for one year. The minimum wages fixed by the Central Govt. from time to time will have to pay to the guards in presence of the committee. Tenders received after the due date and time will not be entertained in any case. (viii) (ix) Initially SECURITY JOB WORK CONTRACT shall be awarded for one year. which is extendable for a further of one year if performance is satisfactory. The security guard (s) will have to be replaced in case they are not found upto the mark on discharging his/their duties by the first party. IIPR,Kanpur shall not enter into any short of financial transaction with security personnel engaged by the contractor for providing security services toiipr-rrc, Dharwa. However in case the contractor does not make payment to the workers engaged by him, the institute after due enquiry will make the payment and recover the same from the bill or security deposit. (x) IIPR,Kanpur reserve the right to remove any person not found fit for discharging his duties satisfactorily or reflecting doubtful character and the Contractor will immediately remove such person or persons and replace them immediately with suitable person/persons. (xi) In case of any pilferage or theft, the contractor or his representative shall report the matter immediately to the Security In-Charge and/or other authority of the Institute and shall also take up the matter with the police for proper investigation and recovery of loss. In all cases, the contractor will be wholly responsible for theft and loss suffered by IIPR-RRC Dharwad within 15 days, if such a loss is sustained by negligence, absentism or by dereliction of duty by security personnel deployed by the contractor. The 8

9 cost of the damage/loss with penalty will be determined by a committee constituted by the Director, IIPR, Kanpur. (xii) (xiii) (xiv) In the event of any doubt or dispute arising out of the contract whether during the existence of the contract or thereafter, it shall be referred to the Director, IIPR and the decision of the Director shall be final and binding on the contractor. The payment to the contractor, every month, will be released only after he furnishing of certificate to the effect that he has made all the outstanding payments due to the personnel deployed by him, if any, and the statutory contributions, such as. EPF, ESI etc. for the previous month have been deposited with concerned department. The Security Agency has to submit the list of the name of the security personal alongwith the chalan of ESI and EPF with ECR for the record of the office. (xv) (xvi) (xvi) (xvii) The contractor whose tender is accepted, is required to deposit Rs. 30,000 (Rs. Thirty Thousand only) as a security money in the shape of DD/Banker s Cheque/FDR in favour of ICAR Unit, IIPR, Kanpur only for due discharge of the obligations under the contract. The security money is liable to be forfeited in case the contractor on the expiry of the contract period does not make the payment of workers or any violation of terms and conditions of the contract or fail to deposit any amount asked by the Institute. It may distinctly be understood that security money will not carry any interest. The contractor whose tender is accepted will have to execute an agreement to abide by the above mentioned terms and conditions or any other clause deemed necessary to safeguard the interest of IIPR- RRC, Dharwad on Non-judicial stamp paper of appropriate value before the award of the work. The Director, IIPR, Kanpur reserve the right to reject any tender or all the tenders without assigning any reason. A Declaration will have to be made by Security Agency in ten rupees non-judicial stamp peper given in the Annexure IV. Non-submission of declaration form, the tender may be rejected. Administrative Officer 9

10 General Information for the Security Contract at IIPR-RRC, Dharwad 1. Central's minimum wages will be followed by the IIPR-RRC, Dharwad, (Notified by Ministry of Labour Govt. of India from time to time) 2 The Security Agency/Firm/Contractor shall carryout the security and watch & ward of the property (all the buildings, sheds, complete agricultural farm, farm boundary, seed and experimental crops, agriculture implements, vehicles, tractors, residential buildings, pump houses, green houses, net houses, fire losses and all other Centre property. 3. The Agency/Contractor would be required to submit an affidavit that he would make payment to the deployed guards in presence of a committee as per the Minimum wages fixed by the Central Govt. from time to time. 4. If any Guard/Gunman not found upto the mark on discharging his duties or involve in any doubtful activities may be post-outed immediately. 5. Gunman/Guards deployed by Security agency is must educated, physically and mentally fit with sound personality. 6. All facilities with security material and lodging material provides to Gunman/Guards at Guard Room located at IIPR-RRC Dharwad by Security agency. 7. IIPR- Regional Research Centre, Dharwad must visit before tendering for over all security of the property per month basis. 8. Seasonal dresses also provided to watch and ward persons by security agency. 9. Deployed person s name, address, mobile number must be provided to I/c, IIPR RRC Dharwad by security agency. Administrative Officer 10

11 TERMS AND CONDITIONS FOR THE SECURITY CONTRACT 1. The security guards should be healthy having desirable physique and proper experience and may be shifted from time to time. They should be in the age group of years. 2. The security guards so deployed should be able to communicate & write in Hindi or English. 3. The security gunman guards should be provided with uniform, whistle, torch (with cell), gun/lathi, cap and also identity cards etc. by the agency. 4. The security guards should wear neat and clean uniform while on duty along with the identity cards. 5. The security agency or his representative will maintain the registers, which are kept at main gate of IIPR-RRC Dharwad. 6. The security guards must check all the office building rooms after the 5.00 pm to ensure that all rooms are locked properly. 7. Entry of all visitors with official/private vehicles entering in the premises should be maintained by the Security Agency. Charge diary handed over to next guard at duty place and handed over to I/c Security I/c IIPR-RRC, Dharwad. 8. The vehicle should be checked by the security guards on duty while coming in side and while going out. 9. Proper entries are to be made while handing over key to any staff of IIPR-RRC Dharwad and taking over too. 10. The security staff should follow the codal formalities of security system while on duty. Alternative arrangements are to be made during leave of Guard/Gunman. 11. The security staff should ensure that proper gate pass has been issued by I/c Security or Competent Officer for the items taken out of the campus. In case of any doubts, they should immediately contact to I/c security/i/c IIPR-RRC, Dharad. 12. The tendering agency must have the experience of performance of security in minimum 3 reputed organizations. 11

12 13. Security agency shall carryout the security and watch & ward all property i.e. office building, sheds, complete agriculture farm, seed and experimental crops, agriculture implements, vehicles, tractors, pump houses, other properties with boundary wall fixers of the said Centre. 14. All bills or disputes should be submitted to I/C IIPR-RRC, Dharwad or the Scientist/Officer nominated by the Director,IIPR,Kanpur for settlements. Administrative Officer 12

13 ANNEXURE- I List of Document submitted by the Bidder in Technical bid Sl. No Documents required Yes/No Page No. 1. EMD 2. PAN Card in the name of Firm/Proprietor. 3. EPF/ESI Registration No. alongwith valid certified copy thereof. 4. Firm should be Registered with Soldier Board or any other concerned authorities of Central Government/ State Govt. or under Company Act or any other Act. Essential for carrying out security contract. 5. Experience Certificate/List of contract in this field of last two years in tabular form (Enclose certified copy of certificate of Satisfactory performance onward), experience of working with ICAR/ Central Government/ State Govt., Autonomous bodies, Public Sector/undertaking local bodies will be preferred. 6. Registration certificate duly issued by concerned authority of State Govt. for carrying Security Work in UP as prescribed under Private Security Agencies (Regulation Act, 2005) 7. Minimum turnover of the firm not less than (Rs.Thirty lacs only) during the last financial year. Certified Balance Sheet of the firm for last year of the service contract by the Chartered Accountant. 8. Other related documents, Banker details/address proof etc. 9. Service Tax registration certificate issued by the Govt. etc. 10. If any agency is exempted form depositing of the above documents a copy of supporting government order should be enclosed. 11. The contractor/agency must have a registration with the Contract Lobour ( Regulation and Abolition) Act,1970. The contractor shall obtain the labour license under this Act. Signature of the Tenderer 13

14 Details of the Minimum 02 years experience/work done Submitted by the Bidder in Technical bid ANNEXURE- II Sl. 1 Name of the Deptt./Organisation & Name of contact Person with Phone No. From Period No. of Staff Remarks To 2 3 (Authorized Signatory) 14

15 ANNEXURE- III FINANCIAL BID 1. Last date for receipt of Tender : Upto PM on 15/09/2014 To Sir, The Director, Indian Institute of Pulses Research, Kalyanpur Kanpur I/We wish to submit our rates for PROVIDING THE SECURITY JOB on the following rates: Sl. Particular Rate per month 1 Monthly consolidated rate offered for PROVIDING THE SECURITY JOB WORK CONTRACT in accordance with the terms and condition specified in the Tenders documents including all labour, material, Transportation etc. EPF,ESIC, other statuary liabilities & taxes as applicable from time to time. Rs (in figure) Rs... (in word) Rs...(in figure) Rs...(in word) I/We agree to forfeit of the earnest money if I/We fail to comply with any of the terms and condition in whole or in part laid down in the Tender Form. The above rates including all minimum wages & other liabilities, (like EPF &ESI as prescribed by Ministry of Labour for providing service by deploying Ex-Servicemen), Service Tax, Service charges etc. If above quoted rates found lower than that the same may not be considered by the Institute for award of the contract. We have carefully read the terms and conditions of the Tender and are agreed to abide by these in letter and spirit. Signature.. Name & Address of the Firm Telephone No. & Fax No Mobile No.. 15

16 Annexure - IV es ,rn~ }kjk?kks"k.kk djrk gww fd ;fn eq>s lalfkku }kjk lqj{kk dk;z lksaik tkrk gs rks eq>s fueufyf[kr krsza eatwj gksaxha 1- eq>s bldh tkudkjh gs fd vkbz- vkbz -ih- vkj-&vkj- vkj- lh- /kkjokm+ dh iw.kz lqj{kk djuh gsa ftlesa esa xkmz@xuesu j[kus dks rs;kj gwaa 2 lhkh izdkj dh leifrr dh iw.kz lqj{kk dh fteesnkjh esjh gsa esusa Hkyh izdkj ls ns[k,oa le> fy;k gs vksj esa lqj{kk djus dks rs;kj gwa fdlh izdkj dh uqdlku dh fteesnkjh esjh gksxha 3 gekjs lhkh xkmz@xuesu iw.kz izf kf{kr,oa vu kkflr gsa vuq kklughurk djus ij esjs }kjk rqjar fudky fn;k tk;sxka] ;fn {kfr igqpkrk gs rks mldh fteesnkjh esjh gksxh tkshkh dk;zokgh gksxh eq>s eatwj gksxha 4- izr;sd pksdhnkj ds ikl igpkui=] lhvh] dsi] VkpZ,ao twrk vksj,d ykbh vksj xuesu ds ikl os ykblsul lfgr cunwd gksxha ;fn fdlh pksdhnkj ds ikl ls mdr phtsa ugha ik;h tkrh gs tks,sls lqj{kk dehz dks sa izos k ugha fn;k tk,xka 5- leifrr rfkk cgqewy; izk;ksfxd rfkk lkeku; Qlyksa dks fdlh Hkh izdkj dh {kfr dh n kk esa lalfkku }kjk xfbr lfefr }kjk gekjs izfrfuf/k dh miflfkfr esa tks tqekkzuk fu/kkzfjr fd;k tk,xk esjs }kjk ns; gksxk] vksj ;g /kujkf k mdr ekg ds fcy ls dkv yh tk,xha lalfkku dh leifrr ds ewy; ds lkfk tqezkuk Hkh nsus dks rs;kj gwaa 6 lqj{kk lecu/kh lhkh izdkj ds fjdkmz rs;kj djus,oa j[kus dh eq>s iw.kz tkudkjh gsa ;g fjdkmz le; le; ij izhkkjh lqj{kk dks tkap djkmaxk,oa fjdkmz ds :i esa lksiwaxka 7 esa pksdhnkjksa dk Hkqxrku U;wure etnwjh tks dsunz ljdkj }kjk fu/kkfjzr dh xbz gs mlds vuqlkj,oa lalfkku }kjk ukfer lfefr ds leeq[k d:xkaa vxj dksbz Hkqxrku esjs }kjk fdlh Hkh pksdhnkj dks lfefr ds tkudkjh ds fcuk fd;k x;k rks mldks os u ekuk tk,a 8 esa py o vpy leifrr;ksa dh iw.kz lqj{kk dh fteesnkjh ysrk gwa vksj csgrj lqj{kk iznku djus dh fteesnkjh ysrk gwaa fnukad %,tsulh izfrfuf/k ds 16

17 glrk{kj iwoz jlhnh fcy esllz fufonknkrk Hkkjrh; nygu vuqla/kku lalfkku] dkuiqj dks fokkiu la[;k ds rgr fmekam M~k jlhn la[;k fnukad ds :i es tek dh x;h :- /kjksgj jkf'k okilh ds crksj funs'kd] Hkkjrh; nygu vuqla/kku lalfkku] dkuiqj ls okil ikrk gsa jlhnh fvdv] fufonkrk QeZ ds dkuwuh ekfyd ds nlr[kr nlr[rdrkz dk uke irk lfgr eqgj 17

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