CAMPUS OF OPEN LEARNING C 2, Keshav Puram UNIVERSITY OF DELHI DELHI TENDER DOCUMENT FOR

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1 CAMPUS OF OPEN LEARNING C 2, Keshav Puram UNIVERSITY OF DELHI DELHI TENDER DOCUMENT FOR HORTICULTURE WORK AT CAMPUS OF OPEN LEARNING, C 2, KESHAV PURAM UNIVERSITY OF DELHI 1

2 CONTENTS Section - I Notice Inviting Tender 1-3 Section - II General Conditions of Contract 4-7 Section - III Special Conditions of Contract 8-12 Section - IV Draft Agreement Section - V Financial Bid 15 2

3 NOTICE INVITING TENDER Limited tenders in two bid system (Technical Bid and Financial Bid) are invited for Maintenance of Garden & Horticulture Work at Campus of Open Learning, C-2, Keshav Puram, University of Delhi from reputed licensed Organizations/individuals having sound financial capacity and proven track record of at least 3 years in the field for Maintenance of Garden & Horticulture work. Tender document can be obtained from the office of the Campus of Open Learning, C-2, Keshav Puram, University of Delhi on payment of Rs (non-refundable) towards cost of tender document on all working days from 1000 hrs to 1600 hrs. Tender document can also be down loaded from our website In case bidder submits down loaded document, then they are required to submit DD amounting to Rs (equivalent to cost of tender) favoring Registrar, University of Delhi payable at Delhi, failing which there tender shall be summarily rejected. The offer can be submitted physically in the Tender Box placed at Campus of Open Learning, C-2 Keshav Puram Delhi The last date of submission of tender is up to 1500 hrs on or before 18/07/2016. The technical bids shall be opened on the same day at 1600 hrs in COL, Keshav Puram. The date fixed for opening of bids, if subsequently declared as holiday by the government, the revised date of schedule will be notified. However, in absence of such notification, the bids will be opened on next working date, time and venue remaining unaltered. The OSD, COL reserves the right to reject any or all of the tenders without assigning any reason whatsoever. OSD Campus of Open Learning 3

4 SECTION-II GENERAL CONDITIONS OF CONTRACT The tenders are to be submitted in two separate envelopes each sealed and clearly identified as to envelop number and contents as indicated below. Both the envelopes shall be contained in a large envelope super scribed Tender for Horticulture work at Campus of Open Learning, C-2, Keshav Puram, University of Delhi. 1. The bidder will be issued one set of tender documents comprising of Technical Bid and Financial Bid for preparation of their tender. 2. Bidders have to return all the documents issued to them while submitting their tender, duly stamped and signed as per instructions. 3. Envelope No.1 Envelope No. 1 shall contain Technical Bid of tender documents each page duly signed by bidder as a token of their acceptance of the technical and contractual details, including tender form duly filled in, complete details and description, including all data to be supplied by bidder as specified in General and Special Conditions of Contract. The envelope No. 1 shall also contain Earnest Money Deposit in the form of crossed demand draft of Rs.5,000/- (Rupees Five Thousand) only in favour of Registrar, University of Delhi payable at Delhi and forwarding letter of bidder. The forwarding letter of the bidder should contain the self attested copies of following documents in support of their eligibility: 1. Certificate of Registration with Labour Department, Government of NCT Delhi. 2. Certificate of Registration with office of the Regional Provident Fund Commissioner. 3. Certificate of Registration with employees State Insurance Corporation. 4. Certificate of Registration for Service Tax. 5. PAN Number. 6. Proof of having achieved average annual financial turnover Rs.2 lakh in the previous 3 financial years ending 31 March, The applicant must have a proven track record of at least 3 years in Maintenance of Garden & Horticulture Work in Central/State Govt. /Autonomous Bodies/ Colleges of University of Delhi and having successfully carried out three similar works in the last three years with copies of work order and completion certificates including the value of work completed issued by respective clients duly stamped for the above should 4

5 clearly indicate the scope and nature of work carried out it. 8. List of ongoing maintenance of horticulture works with their financial value. 9. Undertaking of unconditional acceptance of tender term and conditions. (Attach undertaking) 10. The applicant must not have been at any time declared as insolvent or convicted for any offence by any Authority. 11. The applicant shall comply with all the requirements of labor laws; obtain all licenses / approvals / permissions to carry on the business of Maintenance of Garden & Horticulture Work. 12. An undertaking to the effect that the Agency has not been blacklisted by any of the Departments/Organizations of the Government of India /State Govt. /Autonomous Bodies/ Colleges of University of Delhi and no criminal case is pending against the said firm/agency. This envelope shall be super scribed ENVELOPE No. 1-TECHNICAL BID for Horticulture works at Campus of Open Learning, C-2, Keshav Puram, University of Delhi. Financial bids of bidders who do not fulfill the above requirements shall not be opened. The required documents should be submitted strictly as prescribed. Original documents may be required for verification of the above claims at the time of opening the technical bids. 5. Envelope No. 2 Envelope No. 2 shall contain only FINANCIAL BID with prices duly filled in and signed by the bidder. No commercial or technical condition or qualification of any sort shall be indicated by the bidder in this Envelope, otherwise the tender shall be summarily rejected. This envelope shall be super scribed ENVELOPE No. 2 FINANCIAL BID for Horticulture work at Campus of Open Learning, C-2, Keshav Puram, University of Delhi ). Sealed tenders as above and addressed to the OSD, COL C-2 Keshav Puram, Delhi shall be deposited in the tender box placed in office on or before 18/07/2016 upto1500hrs. Envelope No.1 will be opened on the closing date in the presence of such bidders or their duel authorized representatives as may like to be present at 1600 hrs at the address and date indicated at 5 above. 5

6 6. The date and time of opening of Envelope No. 2 in case of bidders found eligible shall be intimated separately. 7. The COL reserves the right to accept or reject any or all the tenders without assigning any reasons. 8. Earnest money deposit (EMD) of Rs.5,000/- (Rupees Five Thousand) only shall accompany the technical bid (Envelope No.1) through demand draft in favour of the Registrar, University of Delhi payable at Delhi otherwise it shall be rejected. EMD shall remain valid for 90 days. In the event of the tender being accepted, the earnest money will be returned on receipt of Performance Bank Guarantee. The EMD of unsuccessful bidders will be returned without any interest. 9. The bid shall remain open for acceptance for a period of 180 days from the date of opening of the FINANCIAL BID. a. Each page of the Tender Documents is required to be signed by the person or persons submitting the tender in token of his/their having acquainted himself/themselves with the, General Conditions of Contract, Special conditions etc as laid down. Any tender with any of the documents not so signed will be rejected. b. The tender submitted on behalf of a firm shall be signed by all the partners of the firm or by a partner who has the necessary authority on behalf of the firm to enter into the proposed contract otherwise the tender is liable to be rejected. 10. Rate(s) shall be both in words and figures In case of any errors/ omissions in the quoted rates, the rates given in words shall be taken as correct rates. 11. The OSD, COL reserves the right without assigning any reasons therefore to: a. Accept or reject any or all the tenders in whole or in part; b. Increase or decrease the quantities of any item of the work and the successful bidders shall perform the same at the rates quoted. 13. Any further clarifications may please be obtained from the undersigned. 14. The contractor shall not assign the work to anyone. 15. All garden tools and implements like spades, rakes, kasia, khurpis, hedge cutters, hatches, garden saw, lawn mower machines, water sprinkers system and hosepipes etc. required for execution of work shall be arranged and maintained by the contractor at his own cost without charging extra cost. 16. Water required for the work will be allowed and 1.5% charges for the same shall be recovered from his bill irrespective of whether any item of work involves use of water or not. 6

7 17. The EMD of unsuccessful bidders will be returned without interest. 18. The successful bidder shall be notified in writing (LOI) that its bid has been accepted. The bidder shall submit its acceptance within14 days and deposit the Performance Bank Guarantee. 19. Within 14 days of the receipt of intimation of the acceptance of tender (LOI), the successful bidder shall be bound to implement the contract by signing agreement in accordance with the draft agreement (Section IV) on a stamp paper of Rs.50 (Rs.Fifty) only. 20. Earnest money of the successful bidder will be forfeited, if he fails to comply with any of the conditions of the contract. 21. The contractor shall carry out all the work strictly in accordance with the scope of work/instructions of the Employer from time to time. 22. The period of contract shall be for six months from the date of commencement of work which can be extended for a further period of six months on same terms and conditions depending on the performance of the contractor. The contract may, however may be terminated at any time if the performance is not found satisfactory by giving one month notice. 23. No employee of the contractor will be allowed to stay in Keshav Puram Centre premises during night. 24. The contractor shall be responsible for proper maintenance of decorum, punctuality, discipline and in a proper neat and clean well dressed uniform. 25. Prices shall remain firm and free from variations due to rise and fall in the cost of materials and labour of any other reasons whatsoever whether during the period of contract or during extended period of contract. 26. TDS and any other taxes as applicable from time to time shall be recovered by the Employer from the bills submitted by the contractor. Any change in the rate of TDS shall be to the contractor s account. OSD Campus of Open Learning 7

8 SECTION-III SPECIAL CONDITONS OF CONTRACT Except where provided for in the description of the individual items in the schedule of quantities and in the specifications and conditions laid down hereinafter and the work shall be carried out as per standard specifications and under the direction of the Employer. INTERPRETATION 1. Special Conditions of Contract (SCC) shall supplement the General Conditions of Contract (GCC) and wherever there is a conflict, the provisions herein shall prevail. 2. Employer: the term Employer shall denote Director, Campus of Open Learning, KeshavPuram, Delhi and any of its employees or representatives authorized on their behalf. 3. Contractor: The terms Contractor shall mean and his/their heirs, legal representatives, assignees and successors. Site: The site shall mean the site where the works are to be executed i.e. COL, Keshav Puram Delhi The Works: shall mean the work or works to be executed or done under this contract 2. SCOPE OF WORK Nature of work: Maintenance of Garden and Horticulture work in Campus of Open Learning, Keshav Puram premises Delhi. 1 Garden means all the areas enclosed by four side fence. 2 Regular Maintenance Maintenance of Lawn area: 2.1 The Maintenance of entire lawn including weeding, trimming and pruning of grass by mowing of grass using grass cutting machines, top dressing, checking of grass, using manure, fertilizers, spraying of insecticides, pesticides, fungicides, sweeping and watering etc throughout the year and other works related to horticulture as per need from time to time. 8

9 2.2 Maintenance of Nursery: The Maintenance of nursery and potted plants including works like weeding, hoeing, watering, mixing of manure and fertilizer, use of plant tools, spraying of insecticides, pesticides, fungicides etc. and preparation of seedlings by sowing of seeds, bulbs, rhizomes, cuttings, grafting, layering, etc. and plantation of seedlings in pots and shifting of potted plants as and when required during meetings, seminars, visits of VIP etc. 2.3 Maintenance of trees, shrubs, creepers and hedges Maintenance of trees, shrubs, creepers and hedges by manuring, watering, pruning, trimming, replacement of old dead by new ones and preparation of circular kiaries around the trunk of trees. Any gap on fences, hedges or elsewhere will have to be filled up within a week. 2.4 Designing, preparation and maintenance of flower beds and fence tops Flower beds of seasonal annual flowering plants at different locations in the lawn of COL campus and fence tops are to be prepared and maintained. 2.5 Removal of waste from the campus Removing the dead leaves, cleaning the area including disposal of waste and dead leaves, twigs, garbage on day to day basis, making bunds to the plants wherever required, adding red soil and manure to the roots of the plants wherever necessary; 2.6 Replacement of plants Replacing all the dead, diseased plants, vacant patches anywhere in the campus including the potted ones as when and where it occurs. Broken pots should be replaced with new ones by the Contractor. 2.7 Other (seasonal) Maintenance: Pruning, cutting and dressing bushes and plants: pruning should be done at regular intervals, strictly ensuring no damage to the beauty & aesthetics of the hedges & plants on all sides; Mow and prune the grass everywhere whenever required or at least once in a month by keeping it aesthetically decent Planting of at least 400 seasonal flower plants like marigold, dahlia, zinnia etc. in each of the three seasons in a year at the places as may be decided by COL Apply Insecticides / Pesticides to control pests and cure the insect infections. Organic pesticides like Neem oil can be sprayed periodically to prevent & cure contamination. 9

10 2.7.5 Provide suitable and seasoned bio-manure / gobar / compost / fertile red soil to the plants as and when necessary or at least twice a year. Vermi-culture may be done in the garden to make the soil more fertile Erosion of soil on any part of the garden due to rain or for whatsoever reason will have to be filled up with good red soil and leveled The contractor shall thoroughly clean the dust and dirt, debris etc., and remove all the scaffoldings and other materials used for the works away from the site and keep the site free from all the above. 2.8 Details of the manure, pesticides etc. Total quantity of manure like cow dung, urea etc; pesticides; insecticides; fungicides and weedicides required for the protection of plants and to control probable disease shall be arranged by the contractor at his cost. The contractor shall give details of the manure; and pesticides; insecticides; fungicides and weedicides in the tender document in the following format: S.No. Description Name Month of application 1 Manure 2 Pesticides 3 Insecticides 4 Fungicides 5 Weedicides 6 Other (give the details) 3. TENDERER SHALL VISIT THE SITE Intending bidders are advised to visit the site and make him thoroughly acquainted with the local site condition, nature and requirements of the works, facilities of transport condition, effective labour and materials, access and storage for materials and removal of rubbish. 4. PROVISION OF GARDENERS Providing daily two skilled gardeners with eight hours diligent work, out of which at least 1 should be a horticulture nursery assistant with necessary experience and training. They should be available for six days a week daily from 9.00 am to 1.00 pm and from 2.00 pm to 6.00 pm while taking care of statutory provisions in this regard. Over and above the minimum number of work force required as stated above, the contractor may engage additional work force as and when required to meet our job requirements 10

11 mentioned in the terms and conditions of the Agreement for which no extra payment will be made to the contractor. However, in case number of work force deployed is less than what has been prescribed above, the proportionate deductions will be made from the payment to contractor. 5. PAYMENT TERMS The payment will be made on monthly basis on satisfactory performance upon submission of pre-receipted bills. 6. PENALTIES IN CASE OF VIOLATION OF THE CONTRACT 6.1 Contractor has to compensate COL, in case of any default or dereliction of duty on their part in any manner in adhering to the terms and conditions as agreed to, equivalent to amounts chargeable for getting the job done from outsiders at piece meal rates plus the office overheads for the time and energy of various officials and staff as may be decided by the COL. 6.2 Penalty up to Rs.100/- will be imposed for the following lapses: Non-watering/ partial watering of plants on any day Unscrupulous cutting of trees/plants and allowing them die Non-replacement of dead plants Inadequate care of any plant leading to emaciation Garbage disposal without conforming to COL stipulations as above Not following the instructions given by the COL In case the services are not found satisfactory, the COL shall be at a liberty to withhold any payment/s that may be due to the Contractor till such time, such services are rendered to the satisfaction of the COL. 6.3 The Contractor shall keep the Corporation indemnified fully and without limit against all costs, claims, damages, expenses, fines, losses, liabilities and penalties including attorney's cost, expenses accruing, incurred or suffered by the Corporation directly or indirectly arising on account of: failure by the Contractor to perform any of the obligations under this contract, in accordance with the provisions of this contract; any claim from any statutory authority or workers of the Contractor with respect to their terms of services, arising in relation to non-compliance by the Contractor with any matter set out here in; any act of commission or omission, negligence, fraud, forgery, dishonesty, misconduct or violation of any of the terms and conditions of this contract by the Contractors / workers ; 11

12 6.3.4 any offence mentioned in the Indian Penal Code 1860 including theft, robbery, extortion, misappropriation and the like (and its subsequent amendments including ones taking effect even after the effective date), or accident in relation to any assets or properties or documents or instruments of the Contractors which are, or are deemed to be, in custody of the Contractors; any act of the contractors workers in any manner whatsoever 7 PERFORMANCE GUARANTEE The successful contractor shall have to deposit Bank Guarantee for an amount equivalent to 10% (ten percent) of contract value valid for eighteen (18) months. All incidental charges whatsoever such as premium, commission etc. with respect to the PBG shall be borne by the bidder. 8 ARBITRATION In the event of any dispute arising under this contract, the same shall be referred to sole arbitration of Director, COL. The agreement to appoint arbitrator will be in accordance with Arbitration & Conciliation Act The award of arbitrator shall be final and binding on both the parties. The venue of the arbitration proceeding shall be the office of COL, Delhi or such other place as the arbitrator may decide. 9 COURT JURISDICTION It is also condition of this contract that the court which has territorial jurisdiction over Delhi shall have the absolute jurisdiction for adjudicating any difference or disputes arising out of this contract to the exclusion of all other court 12

13 SECTION-IV DRAFT ARTICLES OF AGREEMENT Made at between the OSD, Campus of Open Learning (hereinafter referred to as the Employer which expression shall include his, heirs, Executors, Administrators & Assigns) of the one part and trading in the name and style of M/s---- (hereinafter referred as the Contractor which expression shall include his, heirs, executors, Administrators & Assigns) of the other part WHEREAS the Employer is desirous of Maintenance of Garden & Horticulture Work at Campus of Open Learning, C-2 Keshav Puram, University of Delhi has caused specifications describing the work to be done as per tender conditions WHEREAS the said specifications and the Priced Schedule of Work have been signed by or on behalf of the parties hereto and WHEREAS the Contractor has agreed to execute upon the subject to the conditions set forth herein (hereinafter referred to as the said conditions ) the work described in the said Specifications and the said Priced Schedule of Work in the tender. At the respective rates mentioned in the Priced Scheduled of Quantities attached (Hereinafter referred to as Contract Amount ) And WHEREAS the Contractor has deposited Rs. (Rupees only) as Performance Security with the Employer for the due performance of the Agreement. NOW IT IS HEREBY AGREED AS FOLLOWS: 1. In consideration of the payments to be made to the contractor as hereinafter provided he shall upon and subject to the said conditions execute and complete the work as described in the Specifications and the said Priced Schedule. 2. The employer shall pay the Contractor such sums as shall become payable hereunder at the ties and in the manner specified in Clause No. 5 of the special conditions of contract. 3. The Employer reserves to himself the right of altering the nature of the work and of adding to our omitting any items of work or of having portions of the same carried out departmentally or otherwise and such alternations or variations shall be carried out without prejudice to this contract. 4 The said conditions shall be read and construed forming part of this Agreement and the parties hereto will respectively abide by and submit themselves to the conditions and stipulated and perform the agreements on their parts respectively in such conditions contained. 13

14 AND WHEREAS the following documents shall form part of and be construed and read as part of this agreement: a) b) 3 The several parts of this Contract have been read to us and fully understood by us. As witness our hand this day. Signed by the said Employer In presence of Signed by the said Contractor In presence of 14

15 SECTION V FINANCIAL BID S.No. Particulars of Work Amount Rs. 1 Annual Maintenance charges for maintaining the entire lawn area, garden, trees & plants, shrubs, hedges, flower beds, ground covering plants, etc. in total open area within the COL campus (garden as defined in tender conditions) : Maintenance charges including day to day maintenance, keeping plants alive and healthy, insecticide application for controlling insects, watering, providing manure, pruning, cutting, dressing, removal and disposal of dead leaves / unwanted items/ garbage, replacement for dead plants, making bunds, keeping the garden in clean and neat condition with beauty and aesthetic sense etc. b. i) Supplying and planting of Seasonal flowering plants (half yearly) ii) Supplying of pots (20 half yearly) 2 Wages of workers (as per minimum Wages rate Act Govt. of NCT Delhi) TOTAL (A) Service Tax (To be specified exact amount instead of % ) (B) Grand Total (A) + (B) Grand Total (in words) SIGNATURE OF THE CONTRACTOR (DATE & STAMP OF THE COMPANY) 15