TENDER NO: POD/2015/CANTEEN SERVICES/ TENDER DOCUMENT

Transcription

1 INTELLECTUAL PROPERTY OFFICE BOUDHIK SAMPADA BHAWAN, PLOT NO. 32, SECTOR - 14, DWARKA, NEW DELHI delhi-patent@nic.in Website: Tele : Fax: ,02 TENDER NO: POD/2015/CANTEEN SERVICES/ TENDER DOCUMENT TENDER DOCUMENT FOR PROVIDING CANTEEN SERVICES AT INTELLECTUAL PROPERTY OFFICE, DWARKA NEW DELHI SCHEDULE OF TENDER Date of Sale of Tender Document Last Date of receipt of Tenders Date of opening of Pre-qualification bids Date of opening of Financial bids 08/12/2015 to 23/12/2015 up to 3.00 p.m. 23/12/2015 up to p.m. 28/12/2015 at a.m. 28/12/2015 at 3.00 p.m. 1. GENERAL Page 1 of 14

2 Sealed tenders are invited by the Controller General of Patents, Designs and Trademarks (hereinafter referred to as CGPDTM) on behalf of the President of India from reputed and experienced companies/firms/agencies/contractors under Two Bid System i.e. Pre-qualification Bid and Financial Bid for providing Canteen services at IPO, New Delhi for one year from the date of commencement of the contract, unless extended further by mutual consent of the Competent Authority and the service provider on the terms and conditions mentioned in the tender document or unless terminated in accordance with the terms and conditions mentioned herein. THE DISCLAIMER: This tender document is neither for renting/lease out of any part of the canteen area of the IPO building nor intended for any such purposes. This is purely for the purpose of having a canteen services without any legal binding with regard to rent/lease or any other such purposes or mechanisms. 2. PARTICULARS OF THE TENDER (a) NAME AND ADDRESS OF THE AUTHORITY The Controller General of Patents, Designs and Trademarks, Boudhik Sampada Bhawan, S. M. Road, Antop Hill, Mumbai (b) ADDRESS FOR THE DISTRIBUTION OF TENDER DOCUMENT The tender document can be purchased from the cash section of the of IPO, New Delhi, situated at the address given in para 2 (e) below or alternatively the same can be downloaded from the following websites: OR (c) CONTACT PERSONS For any Clarification please contact : Smt. Suresh Singhal, Administrative Officer,IPO, Dwarka, New Delhi Contact No Fax: , Page 2 of 14

3 (d) COST OF TENDER: (i) TENDER FEES: The tender document can be purchased from the cash counters of the Intellectual Property Office, New Delhi situated at the address given in column (e)below by paying the tender documentfee of Rs.500/- (RUPEES FIVE HUNDRED ONLY), either through Demand draft or Pay order in favor of Controller of Patents, payable at New Delhi, as may be applicable, or by cash. The receipt for payment of tender fees shall be attached along with the Pre-qualification Bid. In case the tender document is downloaded from the website, the tender fee shall be submitted along with Prequalification Bid in the form of Demand draft or Pay order in favor of Controller of Patents, payable at New Delhi. The tender document fee is NON REFUNDABLE. Any tender submitted without the requisite fee will be rejected summarily. (ii) EARNEST MONEY DEPOSIT (EMD) The Earnest Money Deposit (EMD) of Rs.20,000/- (Rupees Twenty Thousand Only), (refundable without interest) shall accompany the Pre-qualification bid in the form of Demand Draft/Pay Order drawn in favor of Controller of Patents payable at New Delhi, as a security deposit, which will be refundable on expiry of the contract, failing which the tender shall be rejected summarily. (e) ADDRESS OF THE OFFICE: BOUDHIK SAMPAPDA BHAWAN Intellectual Property Office, Sector-14, Plot no. 32, Dwarka, New Delhi Ph: Fax: , delhi-patent@nic.in ; Website: (f) VALIDITY OF TENDER: Tender should be valid for a period of 90 days from the date of Opening of the Financial bid. g) SCOPE OF WORK This tender is intended for providing canteen facility for the staff and authorized visitors at IPO, New Delhi. The Contractor is required to run the canteen and serve Tea, Coffee, Lunch and snacks etc. to the employees/authorized visitors of the IPO. In addition to regular employees of the IPO, the canteen will also cater to the needs of the authorized visitors coming in the office for official work as well as to the participants in academic, training programmes organized by the IPO from time to time. Tea, Coffee, Snacks, Cold Drinks and lunch shall also be served for meetings or other purpose, whenever and wherever required in the premises. Page 3 of 14

4 3. ELIGIBILITY: The following requirements should be fulfilled in the Pre-qualification Bid. a. The agency should have a financial turnover of at least Rs.2 Lac each for any two years during the last three years. Necessary supporting documents should be submitted by the Bidder in this regard. b. The tenderer should have at least 3 years experience of having rendered in Catering Services in Government organizations /PSUs establishments. Documentary evidence in support to be enclosed. c. The tenderer shall possess all the latest licenses/ certificates/ authorization of running the canteen/ supply of food items etc. d. The tenderer should ensure that they have rendered satisfactory performance atleast during the last 3 years and the order/orders placed subsequently should not have been cancelled or closed by any department of Govt. of India or Public Sector undertakings in the last 3 years due to unsatisfactory performance and such persons whose orders/contracts have been closed or cancelled shall not be eligible to bid. Any suppression of material facts or discrepancy in this respect will lead to disqualification of the tender. e. The tenderer should also indicate as to whether it is a Sole Proprietor/ Private Limited Company or Partnership Firm. In case of Partnership Firm, it is necessary to disclose the names addresses of all partners. f. The tenderer shall submit an EMD of 20,000/- (Rupees Twenty Thousand only) in the form of BankDraft/Pay Order in favour of the Controller of Patents, New Delhi. g. The tenderer should have following certificates/licenses and shall submit authentic proof thereof. Registration Certificate of The Company/Firm/Agency under the relevant Act(s) Attested Photocopy of PAN/TAN/Service Tax No. Attested Photocopies of Income Tax Returns for the last 3years. Attested Photocopies of similar contract executed with Central Government offices/ PSUs /Private Institutes of Repute during last 3 financial years. h. The tenderer shall agree to pay the maintenance charges (for house-keeping of canteen area and furniture) a minimum sum of Rs. 5000/- per month (non-refundable) in advance at the time of award of the contract towards maintenance of the canteen. 4. INSTRUCTIONS FOR SUBMISSION OF BID: All the Tenders shall be prepared and submitted in accordance with the instructions as follows. Any proposal which is not submitted in accordance with these instructions will be summarily rejected without any communication in this regard. (i) The bid shall be submitted in two separate sealed envelopes. The first envelope shall be super scribed Prequalification Bid and shall contain Annexure I incorporating Page 4 of 14

5 the information regarding eligibility criteria and the second envelope super scribed Financial Bid shall contain Annexure II. Both these envelopes and the covering letter accompanying the tender document (including all the Annexures), duly signed on each page with seal by the authorized representative of the bidder, should be enclosed in a bigger third envelope, which shall be super scribed Bid for providing Canteen Services at IPO, New Delhi and should reach the following address on or before the expiry of the prescribed time limit. Administrative Officer Intellectual Property Office, Sector-14, Plot no. 32, Dwarka, New Delhi ddodelhi.ipo@nic.in OR delhi-patent@nic.in Tel: ; Fax: ,02 (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii) No tender will be considered which is not as per the printed/typed form. The bidders should ensure that each page of the tender is signed by the person authorized to sign the tender document, affixing the seal of the bidder. All entries in the tender forms should be legible and filled clearly. If the space for furnishing information is insufficient, a separate sheet duly signed by the authorized signatory may be attached. No corrections including overwriting or striking out will be permitted in the Financial Bid. In such cases, the tender shall be summarily rejected. If any bidder is found to have business or family relationship with any employee of IPO/PIS, his bid will be rejected. No modification or substitution of the submitted bids shall be allowed. The Bids shall be opened on the scheduled date and time at Intellectual Property Office, Sector-14, Plot no. 32, Dwarka, New Delhi in the presence of the representatives of the bidders, if any, who are present on the spot at that time. No separate intimation shall be sent to bidders for the same. The bidders are required to enclose photocopies of the supporting documents, selfcertified by the authorized representative of the bidder. A bid submitted without the cost (tender fees and EMD) and incomplete or conditional bids shall not be considered and the same will be rejected. Tenders will not be accepted after the prescribed time and date as set out in the Tender Notice or subsequent extensions, if any, notified by the office. IPO takes no responsibility for delay, loss or non-receipt of the bid sent by post/courier. Bid sent through Fax or shall not be accepted. There should be no cutting/overwriting in the Tenders/Quotations. The IPO reserves the right to accept or reject any Tender / Quotation in full or in part in case of incomplete quotations and also without assigning any reason thereof. In case of any dispute, decision of the IPO/CGPDTM will be final and binding. The CGPDTM reserves the right to retain bids once submitted. Page 5 of 14

6 Interested parties may submit their tender after inspection of canteen at IPO, New Delhi at the above location. The inspection of the canteen premises can be made between10.00 A.M. and 5.00 P.M. on all working days from the date of issue of notification till the date of closure of tender. 5. TERMS AND CONDITIONS 1. The successful bidder will be intimated by the office whereupon he will enter into agreement with the O/o CGPDTM, New Delhi and commence the work immediately but not later than 05 working days from issuance of the intimation. The contract shall begin from the date of actual commencement of the work at the site. The contract shall continue for one year unless it is curtailed, or terminated by the office owing to deficiency of services, sub-standard quality of items supplied or of skilled and unskilled manpower deployed, breach of contract, reduction or cessation of the requirements, non-compliance of statutory requirements/obligations by the bidder or any such ground as may be deemed fit by the Controller General of Patents, Designs & Trademarks. The CGPDTM requires that successful bidder under this contract to observe the highest standard of ethics and should not engage in activities that conflict with the interest of the office under this contract. 2. It may be noted that in case the successful tenderer does not accept the offer within 5 working days from the date of receipt of offer, the Earnest Money Deposit of the successful tenderer shall be forfeited and the tenderer shall be debarred for future participation in any of the tender invited by the IPO. 3. The tenderer shall pay to IPO the maintenance charges of Rs. 5000/- per month for housekeeping and furniture usage (non-refundable) in advance at the time of award of the contract towards maintenance of the canteen.. 4. Tender(s) will remain valid for a period of 1 (one) year from the date of awarding of contract. If any tenderer withdraw during the validity period, the security deposited will be forfeited. 5. The Tenderer to whom the contract is being awarded shall ensure that the service to be provided on production of coupons. The officials will have to purchase coupons from the tenderer. 6. All the above Terms and Conditions will form part and parcel of the Notice Inviting Tender. 7. The Contractor, who is awarded the contract, shall be required to pay the electricity charges as per the actual usage on the prevailing rates according to electric meter reading. However, the Contractor shall not be allowed to use electricity for cooking purposes. The contractor/ agency would use power consumption only for refrigerator, hot- case, Grinding of dal etc or for such purposes as allowed by the office. 8. Furniture for use within the canteen premises will be provided by the office except almirahs/racks required for storage purpose etc. Page 6 of 14

7 9. The contractor shall maintain the cleanliness of canteen and its surroundings to the satisfaction of the office. The contractor shall on his own expensed also be responsible for the safe and hygienic disposal of the canteen waste and keep the entire areas neat and clean. 10. The contractor shall make his own arrangement for items i.e. crockery, utensils, juice machine, cooking gas cylinders, cooking stove etc. and items of similar nature of good quality as approved by the office, at his own cost and maintain the said items in proper and hygienic conditions, for due discharge of obligations in respect of running of canteen. 11. Arrangements to be made for Tea/Coffee with Cookies/Break Fast/Snacks on regular basis for about persons and Lunch and other items on approved rates. 12. All the arrangements for cooking and keeping food warm will be made by the agency. 13. All the arrangement of servicing and arrangement of good quality utensils and plates to be done by the Agency. 14. All the edible items should be of good quality, prepared in fresh vegetable oil. 15. The office reserves the right to inspect the materials at any time. If it is found that raw material for food of inferior quality is used, the contract would be terminated immediately without any notice and the tenderer would be blacklisted. 16. The contractor will have to provide employees in proper uniforms for service in the canteen. 17. The timings of the canteen will be as prescribed by the office from time to time subject to change. 18. The cost of the Gas consumed in IPO Canteen will be borne by the contractor and on expiry of the tenure of the contract NO DUES CERTIFICATE will have to be submitted in concerned section i.e. Administration Section 19. The contractor shall employ only such persons as are declared medically fit as certified by the Govt. hospital in New Delhi. No such employee will be under the age of 18 years. Documentary evidence will be provided by the contractor. 20. It will be the duty of the contractor submit police verification report of each and every employee deployed by him in the canteen 21. Only cooking gas is to be used in the canteen for preparing hot drinks & cooking which is to be arranged by the contractor including gas cylinder. 22. Materials used for cooking purpose Tea, Coffee, Spices, Food stuffs, Vegetable, Oil etc. should be of good quality only. 23. The contractor will take all necessary precautions and shall be responsible against fire hazards and the Appropriate Authorities and comply with the terms and conditions of the license(s) and all other relevant an necessary provisions of the contractor labor Act and the Rules framed there under all such other provisions of laws in any enactment or otherwise laid down by an authority from time to time, it being clearly understood and agreed upon Page 7 of 14

8 that the entire responsibility for compliance thereof shall always be of the contractor. The contractor shall fully comply with rules and regulations as laid down by concerned local authorities and to the satisfaction of the Office. 24. The rate list and menu as approved by the office should be displayed daily. The contractor may sell other food items like Cold Drinks, packed snacks at the cost not more than prevailing market rates. 25. Details of working lunch will be provided as and when needed. 26. No rate will be revised without the prior approval of the IPO. The rate list and menu should be revised in consultation with the canteen committee and approval of H.O. 27. The contractor will have to employ the required staff at his own cost and bear all the statutory and other liabilities for running the canteen. 28. The Office shall not in any manner be treated as the employer of these employees or concerned with the terms of their employment or conditions of their services since the relationship of employer and employees shall always be considered to be between the contractor and such persons, as will be employed by him. While engaging these employees the contractor will make these conditions clear to them categorically. 29. The contractor shall obtain license under the "Contractor Labor (Abolition and Regulation) Act 1970 (hereinafter referred as the contractor labor Act) and all other requisite licenses at his own cost and shall also be responsible for any compensation etc. in case of any injury/casualty or mishap to any employees of the canteen during canteen working hours. 30. Under no circumstances any of the contractor's employees will stay in the office premises beyond canteen hours after closing the canteen. He will ensure that the canteen rooms are properly locked and secured during closed hours of the office. The access to the space allotted to the contractor will be as per the conditions and in the mode as prescribed and regulated by the office from time to time which will be binding on him and his employees. The office reserves the right to inspect the premises allotted to the contractor including the canteen store at any time. 31. The contractor shall not entertain any orders or supply eatables from any person outside IPO. 32. The contract will be awarded for one year. which may be renewed by the Office on such terms and conditions as may mutually be agreed upon between the parties. 33. The contractor will, at all times, ensure discipline decent and courteous behavior by his employees while they remain in premises of IPO. In case any of his employee indulges in any act of indiscipline, misbehavior or slogan shouting or indulges in violent act(s) or abets others in doing so and it is prima facie proved, the contractor shall remove the employee concerned from the premises immediately on receipt of written communication from the authorities which will be duly acknowledged by the contractor. Page 8 of 14

9 34. Under exceptional circumstances the office reserves the right to change any term and condition as and when warranted. 35. In case of any dispute arising out of the interpretation of the terms and conditions of the contract, the decision of CGPDTM will be final and binding. 36. The contractor will be required to execute an agreement in the prescribed form in case the contract is awarded. 37. The contractor whom the above terms and conditions are acceptable, shall submit the completed tender forms to this office in sealed cover by 5.00 P.M on or before 23/12/2015. The pre-qualification bid will be opened on 28/12/2015 at IPO Delhi, Dwarka. Financial bid will be opened on 28/12/2015. In case of any change, Information regarding the date of financial bid will be informed on the day of prequalification bid. 38. The contractor will not further sub-contract the contract to any other party. In case the contractor is found having sub-contracted this contract, the contract will be terminated without any notice and security deposit will be forfeited. 39. Every tender should be accompanied by a Demand Draft for 20,000/- as earnest money drawn in favour of Controller of Patents, New Delhi. This amount will be refunded to all unsuccessful bidders after the contract is finalized. 40. The successful bidder shall be required to submit the bank guarantee for Rs. 20,000/- which shall be retained by the office as security till the completion of contract. 41. If any case the contract violates the terms & conditions of the contract the bank guarantee shall be forfeited. 6. Duration of Contract:- 1. The contract will be awarded for one year. It is to start from the date of signing the agreement and the agreement may be renewed by the Office on such terms and conditions as may mutually be agreed upon between the parties. The IPO/CGPDTM reserves the right to cancel the contract at any time after giving one month's notice, if it is not satisfied with the working of the said contractor. The decision of IPO in this regard shall be final and will be binding on the contractor. The contractor, if he so desires, may seek termination of the contract by giving written notice of not less than three months duration during the agreement period. 7. Termination of Contract The IPO reserves the right to cancel the contract at any time after giving one month's notice, if it is not satisfied with the working of the said contractor. The decision of IPO in this regard shall be final and will be binding on the contractor. The contractor, if he so desires, may seek termination of the contract by giving written notice of not less than three months duration during the agreement period. The contractor shall sign the agreement to vacate the Page 9 of 14

10 premises immediately after the termination of the contract or any time when directed by the office. 8. Indemnity 1. The contractor shall keep IPO/ CGPDTM and all officials of these offices indemnified from and against all suits, losses, claims, demands, proceedings, and liability of any nature or kind including costs and expenses, injuries/ loss of life to any person, damages to any property whatsoever, levy of fees or consequences which they may be put to or suffer on account of the services undertaken by the contractor. 2. The Contractor shall also keep the IPO/CGPDTM and all officials of these offices indemnified from and against all suits, losses, claims, demands, proceedings, and liability of any nature brought or instituted against them by any of contractors employees or any other third party in connection with, relating to or arising out of the performance of the services or non- compliance, deficiency, non-implementation of various provisions of statutory requirements. 3. The contractor shall also execute an indemnity bond in favour of CGPDTM, in the standard format, in this regard. 4. Decision of the Controller General of Patents, Designs and Trademarks regarding performance of contract shall be final and binding on the contractor. However, any dispute arising out of this contract can be referred to an Arbitrator appointed by the CGPDTM. 5. All disputes are subject to jurisdiction of New Delhi Courts. 9. Force Majeure 1. Neither party shall be in breach of any obligation under this contract if it is unable to perform that obligation in whole or part by reason of Force Majeure. If either party seeks to rely on this clause, it shall immediately give notice to the other with full particulars of the matter claimed as a Force Majeure event. The parties so affected shall take all reasonable steps to remedy the failure to perform and to keep the other party informed of the steps being taken to mitigate the effects of Force Majeure. 2. In the event of Force Majeure lasting for more than three months, either party may, following consultation with the other, give a notice of termination. 10. Evaluation Criteria and Methodology: 1. Firstly, the envelopes containing Pre- qualification Bids shall be opened in respect of all the bidders. 2. The evaluation committee shall evaluate the Pre-qualifications Bids. 3. Only the successfully qualified bidders in the Pre-qualification stage will reach the Financial Bid evaluation stage. 4. The Financial Bid of unsuccessful bidders in Pre-qualification stage shall NOT be opened. Page 10 of 14

11 5. The Financial Bid of only the qualified bidders in Pre-qualification stage shall be opened. 6. Final evaluation shall be done on the basis of L1 bid amount offered on the sum of the total cost of the bid as the Part (B) of Annexure- II. The bidder is required to provide the cost of each component as listed in Part (B) of Annexure-II. 7. The bidder shall be required to provide the items in Para (A) of the Annexure-II on the rates as mentioned against each item in the Para (A) of the Annexure-II. Page 11 of 14

12 Annexure-I PROFORMA FOR PRE-QUALIFICATION BID S.No. Particulars Details Documents to be submitted 1. Name of Tendering Company/ Firm/ Encl. No. 1 Agency (Attach certificates of registration) 2. Name of Proprietor / Director of Company/ Encl. No. 1 Firm / Agency (Attachcertificates of registration) 3. Full Address of Registered Office with Encl. No. 1 Telephone No., FAX and / Mobile / Website together with that of branch offices, if applicable (Attach certificates of registration) 4. Receipt/DD/Pay order of Tender Fee Encl. No Demand Draft/Pay Order of EMD Encl. No Proof of Financial Turnover for last three Encl. No. 4 years 7. An undertaking to deposit a performance Encl. No. 5 security deposit asprescribed in this tender document in case selected as successfulbidder 8. PAN/TAN No. (Attach attested copy) Encl. No Affidavit stating that the agency is / has not been black listed bycentre / State Government /PSU/ Society/Trust/ Public Ltd. / PrivateCompany 10. Attested Photocopies of Income Tax returns for the last 3 financial years. 11. A statement to have read, understood and agreed to the terms and condition of this tender together with a copy of this tender documents signed and stamped on each page by the bidder/authorized representative. 12. Attested Photocopies of similar contract executed with CentralGovernment offices / PSUs / Private Institute of Repute during last 3financial years with certificates from such offices for successfulperformance of the work. Encl. No. 7 Encl. No. 8 Encl. No. 9 Encl. No. 10 Place: Date: Signature and seal of the Proprietor of the firm Page 12 of 14

13 Annexure-II PROFORMA FOR FINANCIAL BID PART (A) (A) List of items to be provided on fixed rates as listed below: Sl. No. Item Item Quantity With Weight etc. Material per Unit/Gram/ML Fixed Rates 1. Hot Coffee * One Cup (150ML) Filter Coffee 10/- Normal Coffee 8/- 2. Hot Tea* One Cup (150ML) Normal (50Ml Milk) / Tea Bag 06/- 3. Rice with Dal/Rajma/Cholley* Spl.(100 ML Milk) 08/- 1 Plate 100 gm Boiled Rice gm Dal/Rajma/Cholley 4. Samosa* 1 pcs. With chutney 50 gms 06/- 20/- 5. CholleyBhature* 2 pcs. in a plate Each pcs.weight about 50 gms. 20/- 6. Vegetable Pakora Plate* 50 gm with chutney 10/- 7. Bread Pakora* 01 pcs. 40gms 07/- 8. Stuff Parantha with achar* 1pcs. With Achar 200 gms. 10/- 9. Full Lunch (Thali System)* 2 Chappatis, Rice, Vegetables, Dal, Raita, Salad. 10. Soft drinks/chips/biscuits/ Branded Namkeen /Chocolate/ Packaged food * 35/- MRP or less Page 13 of 14

14 PART (B) (B) List of Items for which the financial Bid is invited: Sl. No. Item Item Quantity With Weight etc. 1. Bread Butter 2 Pcs.( 2Slices Big +Butter thereon) Material per Unit/Gram/ML 25 gmamul Butter Bid Price 2. Vegetable Sandwich 2 Slices Set of 2 pieces Big+Cheese+Vegetab les 3. CholleyPuri 4 pcs. With Cholley 100 gmcholley 4. KachauriAllooSubji/cholley 2 pcs. With AllooSubji/cholley 5. Spring roll 1 piece Ghee gm Maida gm Pithi-5gm wight 35 gms 6. SambherVada 1 pcs. With Sambher 1 nos. weight 35 gms 7. IdliSambher 2 idlies Idli weight 80gms 8. Veg. Patties 1 piece 9. Masala Dosa with sambher&chutney 10. Sada Dosa with samber & chutney 1 plate Weight 225 gms 1 plate Weight 150 gms. 11. Special Lunch (Thali System) 4Chappatis, Rice, Vegetables, Dal, One PaneerSubzi, Raita, Salad, Papad, one sweet 12. Working Lunch for Official Meeting etc. (DeluxThali) 1.One Dish of Paneer 2. Mix Veg 3.Dal Fry/Dal Makhni 4.Cholley 5.Rice Pullao 6. Raita/Curd 7.Salad 8. Chappati 9.Sweet 10.Papad X = Total cost of all items in List (B) Signature of Tenderer with Stamp on every page of financial bid Page 14 of 14