RESERVE BANK OF INDIA

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1 RESERVE BANK OF INDIA HUMAN RESOURCE MANAGEMENT DEPARTMENT NEW DELHI TENDER NOTICE Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi. Sealed tenders are invited under Two-Bid system from reputed companies / firms / agencies for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi. Tender forms and eligibility criteria can be downloaded from the Tenders section of the Bank s website Last date for submission of completed tender is May 12, 2017 New Delhi Date: April 19, 2017 REGIONAL DIRECTOR 1

2 NOTICE Inviting Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi. I. TENDER NOTICE 1. Sealed tenders are invited under Two-Bid system from reputed agencies/ companies for the Management and Housekeeping of the following number of Bank s VOFs on a 365*24*7 basis for a period upto June 30, 2018 starting from the date of awarding the contract by RBI. 2. Only those contractors/firms/3 star and above hotels who have minimum 5 years of experience in undertaking similar works and who fulfill the following pre-qualification criteria are eligible for the tender: (i) Minimum 5 years experience in the field of housekeeping and catering. (ii) Should have carried out minimum one similar work continuously for preceding one year costing individually not less than 25 lakh or Should have carried out minimum two similar works continuously for 2 preceding years costing individually not less than 17 lakh each or Should have experience in running (for 2 preceding years) minimum 3-star hotel having not less than 30 rooms with kitchen and dining facilities. (iii) Tenderers should have minimum annual turnover of 60 lakh in the preceding 2 years supported by audited/ca certified statement of accounts and Income Tax Return certificate. (iv) The bidder must be profitable for last three consecutive years (v)tenderers should have applicable and valid registrations with statutory authorities constituted for Labour Welfare and other purposes such as ESI, EPF, PAN, TIN, VAT, CST, Service Tax, licensing food establishments, etc. duly supported by documentary evidence and certificates of registration. (vi)tendering firms/companies should have a current account in a scheduled commercial bank. (vii) Tenderer should have an office in Delhi. 2

3 3. The Tender documents can be downloaded from RBI s website Each Tender comprises of (i) Part I Technical Bid and (ii) Part II Commercial Bid. 4. Sealed tenders addressed to Regional Director, Reserve Bank of India, New Delhi shall be submitted in two parts, not later than 03:00 pm on May 12, The tenders shall be submitted along with the following documents for qualifying in the bidding process: (i) Part I of the Tender shall be submitted in a sealed envelope superscribed Technical Bid Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi. with the documents listed below: a) Forwarding letter on the letter head of the bidder as per Tender Form at Section I. b) Tender Cost of Rs.500/ (Rupees Five Hundred Only) in the form of an Account Payee DD of A Scheduled Commercial Bank in favour of the Reserve Bank of India, New Delhi. c) Demand Draft towards the EMD of 1 Lakh in favour of Reserve Bank of India, payable at New Delhi. d) Part I of the Tender document (Technical Bid) duly filled in and signed by the bidder in duplicate. e) Self attested one recent passport size photograph(s) of the authorized person(s) of the firm/agency with name, designation, Office address and office Telephone numbers. Also mention that the bidder is a sole proprietor/partnership firm and if partnership firm, names addresses and telephone numbers of Directors/Partners should also be provided; f) Other supporting documents mentioned in Technical Bid. The above must be supported by suitable documents. (ii) Part II of the Tender, duly filled in and signed by the bidder in duplicate, shall be submitted in a sealed envelope superscripted Commercial Bid Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi. Price Bid shall be submitted along with the Cost Analysis. 3

4 (iii) Both the envelopes (Technical Bid & Commercial Bid) shall be submitted by the bidder in a single sealed envelope superscripted Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi. All the sealed covers shall be addressed to Shri K.K. Saraf, Regional Director, Reserve Bank of India, HRM Department, New Delhi Sealed tenders will only be accepted when deposited in person in the Tender Box kept for the purpose at Ground Floor of the Main Office Building of the Bank between AM and 4.00 PM (Monday to Friday), within the stipulated time/ date. Sealed tender application shall be deposited in the drop box provided. No tender shall be received after 1500 hours on May 12, 2017 under any circumstances, either by hand delivery/deposit in the tender box. Tenders through any other mode viz. post / courier / fax / etc. will not be accepted. 7. Full name, postal address, address and telephone number of the bidder shall be written on the bottom left hand corner of the sealed covers. 8. The intending bidders shall visit the site before submitting the bid and familiarize themselves thoroughly with the site conditions, scope of work, terms and conditions of the tender. Non familiarity with the site conditions will not be considered a reason for not carrying out the work in strict conformity with the specifications. 9. Before submitting the tender, the Bidders may go through the terms and conditions specified herein, on which the work will be awarded by the Reserve Bank and required to be executed by the successful Bidder. The Bidders may satisfy themselves as to the eligibility and other criteria prescribed therein. No queries or requests for clarifications shall be entertained in this regard. It may also be noted that the terms and conditions specified herein are indicative in nature and the same shall not restrain the Bank from imposing or requiring the Bidder to agree upon such further or other terms and conditions at the time of executing the agreement with the successful Bidder, or to alter, modify or omit the terms and conditions 4

5 contained herein, as are considered necessary for the due and proper execution of the work being awarded under this Tender. 10. Corrections, if any, in the quotation shall be duly authenticated with full signature. In case of any difference between the figures and the wordings, the wordings will be taken as the correct one. 11. Bidder/authorized signatory of the Bidder shall sign on each page of the tender. 12. In the first stage, the Technical Bids (Part-I) will be opened at 03:00 pm on May 15, 2017 at the aforesaid address. The bid of any bidder who has not complied with one or more of the conditions prescribed in the terms and conditions will be summarily rejected. Subsequently, the selected technical bids will be evaluated as per the methodology given in Section IV of the Tender document. Decision in this regard will be at the sole discretion of Reserve Bank. 13. The Commercial Bid (Part-II) of only those bidders, who have been shortlisted in first stage will be opened. The bidders who have been short-listed will be intimated regarding date and time of opening of the commercial bids. 14. No deviations / conditions shall be stipulated by the bidder in either technical or commercial bids. Conditional tenders will not be accepted and will be summarily rejected. 15. Tenders received after the prescribed time and date will not be considered. Tenders not submitted as per the guidelines stated above are liable for rejection. Decision in this regard will be at the sole discretion of Reserve Bank. 16. Tender would remain open for acceptance for 90 days from the date of opening Technical Bid (Part-I) of the tender or till the date of finalization of tender, whichever is earlier. 17. Falsification/suppression of information shall lead to disqualification of the bidder/ cancellation of contract even after award of work during the currency of the contract. 18. Each Bidder (each member in the case of partnership firm / joint venture/consortium) or any associate is required to confirm and declare with his bid that no agent, middleman or any intermediary has been, or will be, engaged to provide any services, or any other item or work related to the award and performance of this contract. They will have to further confirm 5

6 and declare that no agency commission or any payment which may be construed as an agency commission has been or will be paid and that the tender price will not include any such amount. If the Bank subsequently finds to the contrary, it reserves the right to declare the Bidder as non-compliant and declare any contract if already awarded to the Bidder to be null and void. 19. Canvassing or offer of an advantage or any other inducement by any person with a view to influencing acceptance of a bid will be an offence under relevant Laws as applicable in the matter. Such action will result in the rejection of bid, in addition to other punitive measures. 20. The Bank shall obtain reports on the past performance of the Bidder from his clients and bankers. The Bank shall evaluate the said reports before opening of the Part-II of the tenders. If any Bidder is not found to possess the required eligibility for participating in the tendering process at any point of time and/or his performance reports received from his clients and/or his bankers report are found unsatisfactory, the Bank reserves the right to reject his offer even after opening of Part-I of the tender and his sealed cover containing Part- II of the tender alongwith EMD shall be returned to him as it is. The Bank is not bound to assign any reason for doing so. 21. Reserve Bank is not bound to accept the lowest tender and reserves the right to accept either in full or in part any tender or to reject any or all of the tenders received without assigning any reason thereof. 22. In case the bidder has any doubt about the meaning of anything contained in the Tender document, he / she shall seek clarification from the Office of General Manager, HRM Department not later than ten days before last day for submission of bid. Any such clarification, together with all details on which clarification had been sought, will also be forwarded to all bidders without disclosing the identity of the bidder seeking clarification. All communications between the bidder and the Department shall be carried out in writing. Except for any such written clarification by the Bank which is expressly stated to be an addendum to the tender document issued by the Office of General Manager, HRM Department, no written or oral communication, presentation or explanation by any other employee of the Bank shall be taken to bind or fetter the Bank under the contract. 6

7 TENDER DOCUMENT - CONTENTS 1. The Tender Invitation Document has been prepared for the purpose of inviting Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building and Senior Officer Flats at Rabindra Nagar, New Delhi. The Tender document comprises of: I. Tender Form II. Article of Agreement III. Eligibility Criteria IV. Evaluation Criteria V. Earnest Money Deposit VI. Security Deposit VII. Terms and Conditions VIII Undertaking IX. Detailed Scope of works X. Staff deployment information XI Approved Material list XII. Safety Code XIII. Commercial Conditions XIV. Performa for Bank Guarantee for Security Deposit 2. The bidder is expected to examine all instructions, Forms, Terms and Conditions in the Tender document. Failure to furnish all information required by the Tender document or submission of a tender not substantially responsive to the Tender document in every respect will be at the bidder s risk and may result in rejection of his bid. 3. The bidder shall not make or cause to be made any alteration, erasure or obliteration to the text of the Tender document. 7

8 RESERVE BANK OF INDIA HUMAN RESOURCE MANAGEMENT DEPARTMENT NEW DELHI Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi. PART I Name of the Tenderer: Address: Due Date of Submission : May 12, 2017 Date of opening of Part I of tender : May 15, 2017 Venue : HRMD, RBI, New Delhi. 8

9 Section I Tender Form To, Regional Director Reserve Bank of India HRM Department New Delhi Dear Sir, Having examined the conditions specified in the memorandum herein set out and acquired the requisite information relating thereto as affecting the tender, we hereby offer to provide Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi, as specified in the said memorandum, to the time specified in the time memorandum, at the rates mentioned in the attached Schedule of Quantities and in all other respects in accordance with such conditions so far as they may be applicable. MEMORANDUM (a) Description of works (b) Estimated cost : 25 lakh per year : Tender for Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi (c) Validity of quoted Rates : Upto June 30, 2018, extendable for further period at Bank s discretion 2. Should this tender be accepted, we hereby agree to abide by and fulfill the terms and provisions of the said Condition of Contract annexed hereto so far as they may be applicable or in default thereof to forfeit and pay to the Reserve Bank of India the amount mentioned in the said conditions. 3. We have deposited a sum of 1 Lakh as earnest money with the Reserve Bank of India, which amount is not to bear any interest. Should we fail to execute the Contract when called upon to do so, we do hereby agree that this sum shall be forfeited by Reserve Bank of India. 9

10 4. The details of our bankers are as under:-* Sr. No Name of Bank Branch and its complete address Name of the contact person Telephone and FAX no. *Please enclose a cancelled cheque for NEFT (for EMD refund) 5. We are enclosing herewith list of our clients with complete details. Sr. No. Client Name Location Nature of work Number of Personnel Catering to The Tender is submitted in two parts in separate sealed envelopes. Part I contains all Technical terms and conditions and Part II contains only the price bid in the Bank's Performa. 7. Other details : i Name, address of firm/agency, telephone numbers and ii Registration No. of the firm/ agency. iii Name, designation, address, telephone numbers and of authorized person of firm/ agency to deal with iv Please specify as to whether tenderer is sole proprietor/partnership firm. Name and Address and Telephone No. of directors / partners should be specified. v PAN No. (enclose copy of PAN card issued by Income Tax Department) vi Provident Fund Account No. vii ESI Number viii Licence number under Contract Labour (R&A) Act ix Details of Bid Security deposited: (a) Amount: (b) DD No : (c) Date of issue: (d) Bank: x Any other information: 10

11 Declaration by the bidder: This is to certify that I/We before signing this tender have read and fully understood all the terms and conditions contained herein and undertake myself / ourselves abide by them. I/We understand that you reserve the right to accept or reject any or all the tender either in full or in part without assigning any reason therefore. Dated this day of For and on behalf of M/s (Signature with seal) Name Designation Place Date (Certified true copy of the Power of Attorney of the above signatory should be enclosed). Witnesses (1) Signature with name, address and date (2) Signature with name, address and date 11

12 Section II Articles of Agreement ARTICLES OF AGREEMENT made the day of between the Reserve Bank of India, having its Office at New Delhi (hereinafter called "the Bank") of the one part and (hereinafter called "the Contractor") on the other part. WHEREAS the Bank is desirous of Management and Housekeeping (including catering) of Bank s Visiting Officers Flats (VOF) at Main Office Building, Rabindra Nagar and Senior Officer Flats at Rabindra Nagar, New Delhi and has caused specifications describing the work to be done. AND WHEREAS the said specifications and the schedule of quantities have been signed by or on behalf of the parties hereto. AND WHEREAS the Contractor has agreed to execute upon the subject work to the conditions set forth herein and to the conditions set forth in the special conditions and in the schedule of quantities and conditions of Contract as modified and finally accepted by both the parties (all of which are collectively hereinafter referred to as "the said Conditions") the works described in the said Specifications and included in the Schedule of quantities at the respective rates therein set forth, amounting to the sum as therein arrived at or such other sum as shall become payable there under (hereinafter referred to as "the said Contract Amount"). NOW IT IS HEREBY AGREED AS FOLLOWS In consideration of the said Contract amount to be paid at the times and in the manner set forth in the said conditions, the Contractor shall, upon and subject to the said conditions, execute and the work shown upon the said specifications and the schedule of requirements. 2.2 The Bank shall pay the Contractor the said Contract amount or such other sum as shall become payable at the times and in the manner specified in the said conditions. 2.3 The said Conditions and Appendix thereto shall be read and construed as forming part of this agreement and the parties hereto shall respectively abide by, submit themselves to the said conditions and perform the agreements on their part respectively in the said conditions contained. 2.4 The specifications, agreement and documents mentioned herein shall form the basis of this Contract. a. This Contract is deemed to be Lumpsum Contract for all items of work as described in detail in the specifications in Part I and Part II of the tender documents. 2.5 The Contractor shall afford every reasonable facility for carrying out of all works relating to reception arrangement; catering, maintenance, civil works, electrical installations, fittings and other ancillary works in the manner laid down in the said conditions, and shall make good any damages to the property etc. 2.6 The contractor shall comply with all municipal and other regulations relating to preparation and sale of food stuff, beverages and refreshment and shall obtain necessary licenses and permits, including licenses under Prevention of Food Adulteration Act, 1954 and Contract Labour (Regulation & Abolition) Act, 1970, at his/her own cost. Reserve Bank shall not be responsible in any way for any breach by the Contractor of the rules and regulations governing the running of such 12

13 establishments. 2.7 The Bank reserves the right of altering the specifications and the nature of the work by adding to or omitting any items of work or having portions of the same carried out at any time during the currency of Contract, without prejudice to this contract. 2.8 Time shall be considered as the essence of this Contract and the Contractor hereby agrees to commence the work from the day of issue of works order/letter of acceptance as provided for in the said conditions. 2.9 All payments by the Bank under this Contract will be made only at Reserve Bank of India, New Delhi All disputes arising out of or in any way connected with this agreement shall be deemed to have arisen in New Delhi and only courts in New Delhi shall have jurisdiction to determine the same. The Bank (or any person acting on its behalf) shall have any liability or responsibility to fulfill any obligation (other than a payment obligation) under this agreement so long as and to the extent to which the fulfillment of such obligation is prevented., frustrated, hindered or delayed as a consequence of circumstances of force majeure The Bank reserves the right to extend the period of contract for a further period of up to two years (upto one year at a time) on terms mutually agreed upon. Either party shall be at liberty to terminate the agreement during the term of the Agreement by giving three clear calendar months notice in writing That the several parts of this Contract have been read by the Contractor and fully understood by the Contractor. If the Contractor is a partnership or an individual If the Contractor is a company IN WITNESS WHEREOF the Bank and the Contractor have set their respective hands to these presents duplicates hereof the day and year first herein above written. IN WITNESS WHEREOF the Bank has set its hands to these presents through its duly authorized official and the Contractor has caused its common seal to be affixed hereunto and the said two duplicates hereof to be executed on its behalf, the day and year first hereinabove written. Signature Clause: SIGNED AND DELIVERED by Reserve Bank of India, New Delhi (Name and Designation) In the presence of - Witnesses 1. Address 13

14 2. Address If the party is a partnership firm or individual SIGNED AND DELIVERED BY In the presence of - Witness - 1. Address 2. Address THE COMMON SEAL OF was hereunto affixed pursuant to the resolutions passed by its Board of Directors at the meeting held on In the presence of - Witness

15 Section III A. Eligibility Criteria 1. Minimum 5 years experience in the field of housekeeping and catering. 2. Should have carried out minimum one similar work continuously for preceding one year costing individually not less than 25 lakh or Should have carried out minimum two similar works continuously for 2 preceding years costing individually not less than 17 lakh each or Should have experience in running (for 2 preceding years) minimum 3-star hotel having not less than 30 rooms with kitchen and dining facilities. 3. Tenderers should have minimum annual turnover of 60 lakhs in the preceding 2 years supported by audited/ca certified statement of accounts and Income Tax Return certificate. 4. The bidder must be profitable for last three consecutive years 5. Tenderers should have applicable and valid registrations with statutory authorities constituted for Labour Welfare and other purposes such as ESI, EPF, PAN, TIN, VAT, CST, Service Tax, licensing food establishments, etc. duly supported by documentary evidence and certificates of registration. 6. Tendering firms/companies should have a current account in a scheduled commercial bank. 7. Tenderer should have an office in Delhi. The above must be supported by suitable documents. B. Other terms and conditions 1. The bidder should be registered with appropriate registering authority. 2. The bidder should submit Income Tax Return Certificate/ Assessment Order and audited Balance Sheet for the past three financial years i.e , and Financials (Provisional), duly certified, for the previous year should also be submitted. 3. The bidder should submit the list of clients served (current and previous), references of the companies where their current responsibility includes housekeeping maintenance and catering, certificates from clients with respect to 15

16 performance of the bidder and the total number of staff in the bidder s company/firm engaged in this work. 4. The bidder should preferably have certificate from International Organisation for Standardisation (ISO) and Occupational Health and Safety Assessment Series (OHSAS) or such equivalent organisation. 5. The bidder should be able to demonstrate with documents that their existing business processes for recruitment/ medical fitness/ police verification of employees and statutory compliances is robust. 6. The bidder should have a procedure to conduct police verification of its workforce (to be deployed for the purpose) and will be responsible for their conduct/ irregular behavior. 7. The bidder should be able to get the medical verification done for its workforce (to be deployed for the purpose).the bidder shall ensure that staff deployed in catering services is free from any contagious or communicable diseases and arrange for their regular Health check-ups (once a year). The cost of the health checkup is to be borne by the bidder and not by RBI. The documentary evidence in this regard will be required to be furnished to the Bank a) within a fortnight of employee commencing work, b) within a fortnight of the annual check-up. 8. If the performance of a bidder is found to be unsatisfactory for any reason, in any organization, RBI reserves the right to reject the bid submitted by bidder. 9. Track record of a bidder shall be clean without any involvement in illegal activities or financial frauds. There shall not be any case with the Police/ Court/ Regulatory authorities against the bidder or partners/proprietors in case of Proprietorship/Partnership firm. An undertaking in this regard should be submitted. 10. The bidder must not have been prosecuted or suffered any penalty for violation of any statutory laws by any Authority. An undertaking in this regard should be submitted as part of tender document. 11. The bidder must not have been suspended / delisted / blacklisted by any organization including Reserve Bank at any location in India on any grounds. An undertaking in this regard should be submitted as part of the document 12. The bidder should not have rescinded/abandoned any contract awarded by any of his clients before the expiry of prescribed period of contract. The bidder shall give details of all disputes he/she had with his/her clients and furnish the 16

17 status thereof. 13. The bidders shall submit documentary evidence and necessary declaration/undertaking in support of all the above eligibility criteria. 17

18 Section- IV Evaluation Criteria Technical Bids of applicants will be evaluated based on the eligibility criteria at Section III, after scrutinizing all the relevant documents as sought from bidders and as per Methodology given as follows. 1. Bidders must note that a two-stage procedure will be adopted in evaluating the bids with the technical evaluation being completed prior to opening of price bids. 2. The technical proposals will be evaluated by a committee constituted by the Bank using the following criteria: (i) The agency s experience in supply / quality of similar services to PSUs / Large Establishments (25 points); (ii) The overall hygiene and cleanliness levels maintained by the bidder at similar facilities (25 points). (iii) The overall quality and appearance of food provided by the bidder agency for similar contracts (20 points). (iv) The quality, qualifications and relevant experience of existing staff/ supervisors of the agency (15 points). (v) The management composition of the agency (experience of the key personnel) (15 points). 3. Quality, competence and reliability of the agencies is the paramount requirement in this tender. The decision of the award of the contract would be made as under: (i) Technical proposals scoring not less than 70% of the total points will only be considered for further evaluation; (ii) The Bank shall notify those bidders whose proposals did not meet the minimum qualifying points or were considered non-responsive to the tender conditions, indicating that their Price Bids will be returned unopened after completing the selection process. The Bank shall simultaneously notify the bidders who have secured the minimum 18

19 qualifying marks, indicating the date and time set for opening of the Price Bids. The notification may be sent by registered letter, facsimile or electronic mail; (iii) The Price Bids shall be opened publicly in the presence of the bidders representatives who choose to attend (only one representative per bidder). The name of the Bidder, the quality score and the offered prices shall be read aloud and recorded when the Price Bids are opened. (iv) The Evaluation Committee will determine whether the Price Bids are complete (i.e. whether they have costed all items of the corresponding Technical Proposals. If not, the Committee will cost them and add their cost to the initial price), correct any computational errors. (v) The lowest Price Bid (Fm) will be given a financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Bids will be computed as Sf=100xFm/F in which Sf is the financial score, Fm is the lowest price offer and F is the price offer of the tender under consideration. Proposals will be ranked according to their combined Technical (St) and Financial (Sf) scores using the weights (T=0.60 and P=0.40) S=StxT%+SfxP%. The bidder securing the highest combined technical and financial score will be invited for negotiations. (vi) During negotiations the bidder must be prepared to furnish clarifications to the proposals submitted by it, as may be required to adjudge the reasonableness of its bid. 19

20 Section V Earnest Money Deposit The Tender Application must be submitted together with Demand draft favouring Reserve Bank of India payable at New Delhi on any scheduled Bank for 1 Lakh towards Earnest Money Deposit (EMD), without which applications will be rejected. EMD will not carry any interest and would be refunded to the unsuccessful bidders within 10 working days of the award of the contract. In case of the successful bidder, the EMD will be refunded after payment of security deposit in the form of a bank guarantee and execution of the contract. Section VI Security Deposit 1. The Successful Applicant shall furnish Security Deposit to RBI. The Security Deposit will be 3 Lakh. 2. The Security Deposit should be paid before start of the work by the bidder in the form of Bank Guarantee. This is a pre-requisite for awarding the contract. No interest will be paid to the bidder for the amount of Security Deposit during the period of agreement. 3. Failure to pay the security deposit shall be treated as failure to discharge the duties under the contract and shall result in cancellation of the offer of the contract and the applicant shall be liable to compensate RBI for any loss incurred by RBI. 4. The bank guarantee shall be released without interest after 2 months of completion of the contract period only after being satisfied of the successful completion of the contract and no liabilities from the bidder or its employees. In case of any complaint, the security deposit shall be discharged only after adjusting all dues, liabilities, etc. 5. RBI reserves the right to recover any part or the whole of the amount of the security deposit for losses suffered by RBI due to failures on the part of the bidder or due to termination of contract or bidder becoming disqualified because of liquidation / insolvency or change of composition. The decision of RBI in respect of such losses, damages, charges, expenses or costs, shall be final and binding on the bidder and the decision shall not be questionable. 20

21 Section VII Terms & Conditions 1. Taxes: The prices quoted shall be deemed to have included all taxes, custom duty, excise duty, local levies, works contract tax, Value Added Tax (VAT), Service tax, etc. imposed by Central/State Government/ Local Bodies as also EPF charges and other charges paid to the employees by the contractor. If the Tenderer fails to include such taxes and duties in the tender, no claim thereof will be entertained by the Bank afterwards. As per Indian laws, income tax will be deducted at source and a certificate for the same will be issued to the contractor. 2. The applicant shall expressly accept all the terms and conditions of the application with the following endorsement: I/We have read the General Information, Scope of Work, Terms & Conditions explicitly mentioned above and accept the same to execute the contract, if awarded. SIGNATURE & SEAL OF THE APPLICANT (Please sign at the bottom of all pages) If the applicant desires, it shall list deviations from the terms and conditions given in the application documents. However the Application which does not comply with RBI s terms and conditions may be rejected as Non-Responsive. 3. The scope and terms and conditions should be attached to this with each page duly signed as a token of acceptance. 4. Part II - price bids shall contain prices in Indian Rupees only as per format (Part II) both in figures and words. One original and duplicate copies shall be submitted. No other enclosure is permitted in Part II. Change of terms and conditions and technical deviations, if any, found in Part II of the tender will not be taken into account and will be treated as null and void. 5. The tenderer must use only the forms issued by the Bank or downloaded from the Bank website to fill in the rates. The tender form must be filled in English and all entries must be made by hand and written in ink. If any of the documents is missing or unsigned, the tender may be considered invalid by the Bank in its 21

22 discretion. 6. Rates should be quoted both in figures and words in columns specified. All erasures and alterations made while filling the tender must be attested by initials of the tenderer. Overwriting of figures is not permitted. Failure to comply with either of these conditions will render the tender void at the Bank's option. No request for any change in rate or conditions after the opening of the part II tender will be entertained. 7. The rates quoted shall be deemed to be for the finished work and shall be firm and binding without any escalation whatsoever till one year. 8. Scope of Work and Services: The broad scope of work shall include the following: a) Reception arrangements, maintenance and upkeep of about 15 rooms b) Operation, maintenance and supervision of 2 kitchen & 2 dining halls for catering to the guests at Main Office Building and at Rabindra Nagar. c) Maintenance of electrical, plumbing and carpentry installations in rooms, bathrooms, toilets, reception and kitchen/dining hall etc. at Rabindra Nagar. d) Supply of cleaning materials and cleaning of linen, upholstery, kitchen equipment and cutlery/crockery for about 15 rooms. e) Provision of high quality toiletries, toilet kits, mineral water (two bottles of one litre per room/per day, one English daily newspaper, tea/coffee/sugar/milk sachets, etc. f) Provision of cells for Wall Clocks, AC Remote, TV Remote etc. and electric mosquito repellent machines as also refills for electric Mosquito Repellent in all common areas and rooms. g) Housekeeping of 4 Senior Officers flats at Rabindra Nagar involving cleaning on a weekly basis or more frequently as required by the residents. The contractor is advised to visit the site before quoting their rates to assess the scope and quantum of services/works. 9. Facilities Provided by RBI Include: a. Kitchen with all necessary facilities like gas stoves, cylinders, grinder, mixers, refrigerators, microwave, almirah for storage of linen and facility for storage of 22

23 crockery / food grains etc. b. Crockery, cutlery and all cooking utensils/pans, pressure cookers etc. c. Furniture in rooms, dining halls, lounges, office rooms, etc. d. Linen for all bed rooms/rooms. e. Appliances like TV, ACs, Geysers, Washing Machines, and Water Purifier etc. All the available equipment as listed above will be given on as-is, where-is condition. 10. The contract shall commence from the date of awarding the contract by RBI and shall remain in force for a period upto June 30, The Bank reserves the right to extend the period of contract for a further period of up to two years (upto one year at a time) on terms mutually agreed upon. Either party shall be at liberty to terminate the agreement by giving three clear calendar months notice in writing. 12. The acceptance of offer of contract shall be communicated by the successful bidder such that the acceptance is received by the Reserve Bank within 7 days from the date of issue of the offer. Failure to accept the offer and communicate accordingly within this period shall result in forfeiture of the EMD and revocation of the offer. 13. Successful bidder shall be required to deposit a sum of 3 Lakh within 7 days from the date of acceptance of offer, towards Security Deposit for due performance of the contract in the form of Bank Guarantee valid for two months after end of contract, upon award of contract. The bank guarantee shall be renewed for a further period of two years in case of renewal of the contract by the Bank. 14. On payment of the security deposit, the contracting firm will be required to enter into an Agreement/ Contract on stamp paper of appropriate value containing inter-alia all the terms and conditions of the contract, as approved by Reserve Bank. 15. If the successful bidder fails to comply with the terms and conditions of the Agreement/contract in course of the contract period, the security deposit shall be forfeited in full or in part as decided by the Competent Authority. 16. The Contractor will have full responsibility of proper upkeep, maintenance and custody of the linen, crockery, equipment, and vessels etc., handed over to them 23

24 by the Bank. All the items supplied by the Bank at its expense for the purpose of running VOF will be Bank s property for all intents and purposes. 17. The losses due to breakage / theft / damage or loss of any such materials / equipment /fixtures / furniture or damage due to poor and reckless handling shall be recovered from the Contractor at full cost. However, damages/ breakages in crockery due to natural causes will be viewed leniently by RBI. With regard to natural wear and tear of any such item, the decision of the Bank shall be final and binding on the Contractor. However, the Contractor shall maintain records for all such damages/breakages. 18. No advance shall be paid. Bills for management and housekeeping services may be raised by the contractor on a monthly basis and the same shall be settled after deducting all applicable statutory taxes. TDS Certificate shall be issued every quarter in support of TDS deductions effected from the bills. 19. The contractor shall comply with all municipal and other regulations relating to preparation and sale of food stuff, beverages and refreshment and shall obtain necessary licenses and permits, including licenses under Prevention of Food Adulteration Act, 1954 and Contract Labour (Regulation & Abolition) Act, 1970, at his/her own cost. Reserve Bank shall not be responsible in any way for any breach by the Contractor of the rules and regulations governing the running of such establishments. 20. In case of any labour problems related to the workmen staff of the Contractor, the same shall be settled at the contractor's end only. The Contractor shall indemnify Reserve Bank suitably. It shall be the duty of the Contractor to clearly inform his own personnel / staff that they shall have no claim whatsoever against Reserve Bank and they shall not raise any industrial dispute, either directly and / or indirectly, with or against Reserve Bank, in respect of any of their service conditions or otherwise. 21. The Contractor shall indemnify and keep indemnified, defend and hold good the Reserve Bank, its directors, officers, employees and agents against loss, damages or claims arising out of any violations of applicable laws, regulations, guidelines during the contract period and for the breach committed by the Contractor or their services personnel on account of misconduct, omission and negligence by the Contractor or his service personnel. 22. The Contractor shall be registered with the Central/ State Body concerned 24

25 and shall abide by State Labour / Government of India (Ministry of Labour) rules and regulations and all other Statutory Acts/ Regulations and rules relevant to this contract, including Works Contract Act, Minimum Wages Act, Provident Fund Act, ESI, etc., and shall indemnify the Reserve Bank against damages arising out of the default on the part of Contractor due to negligence or non-compliance of any of the aforesaid rules, regulations, etc., laid down by the Government, Statutory authorities Regulators and other Government bodies, if any, from time to time. 23. The contractor or his staff shall not use the premises, properties, fixtures, fittings, etc., of the RBI premises/colony for any purpose other than those expressly provided in the contract. It shall be open to officials of Reserve Bank to inspect the Lounge and Kitchen at any time as also the facilities provided to the guests in flats. 24. The contractor shall be responsible for taking adequate care of all equipment, utensils, etc. He/ She should bring to the notice of Reserve Bank, the repairs and maintenance work that are required to be undertaken from time to time. If any repairs of the equipment are to be made on account of mishandling / negligence of the workmen, except normal wear and tear, the said items shall be repaired by the contractor at his/ her cost. 25. The contractor or his/ her authorized representative has to attend the review meetings convened every month or as and when required, for discussion, evaluation of performance of the contract. 26. In the event of any damage being caused to the movable or immovable property of Reserve Bank or its guests or employees or to the property of the employees of Reserve Bank, the Bank reserves the right to compute the damage in terms of money and to deduct the money from the bill of the contractor or from the amount payable to the contractor by the Bank and recover the remaining amount, if any, by way of civil damages. 27. Insurance: The successful tenderer shall take all risk policy" for the contract value and workmen compensation policy for the workers engaged in the work for the period of the contract renewable thereafter if the contract is renewed by the Bank. The contractor shall indemnify the Bank for any loss or damage that occurs to persons or building or third party while executing the work. Note: These policies shall be valid till the validity of contract with the Bank. If the contractor does not provide these policies, the Bank reserves the 25

26 right to take the above insurance policies themselves and recover the cost thereof from the bill of the contractor. 28. Accounting and Payment Terms: The Contractor is fully responsible for the Cash Inflow in terms of money collected from the guests. The same has to be properly accounted for with necessary paper work and money regularly deposited with the RBI officials in the Bank. The Contractor should properly account for the food items served which may be counter checked as per the systems enforced by RBI. Necessary records are to be maintained by the responsible person appointed by the Contractor which is to be audited from time to time by the RBI officials or the auditor appointed by RBI. 29. Payment to the Bidder: The Contractor shall raise the bill on completion of every month and the payment shall be made within 30 days from the date of submission of complete bill with supporting documents. As the Bank follows National Electronic Fund Transfer (NEFT) method only, the successful Contractor should complete NEFT procedure immediately on receiving the work order. Before submission of the bill, the Contractor shall ensure that the payment of persons deployed by the Contractor have been made for the billed period. No request for making advance payment on any ground shall be entertained. Under no circumstances Contractor is entitled to claim any charges over and above the charges prescribed in the terms of this contract. 30. Subletting: The Contractor shall not sublet, transfer or assign the contract or any part thereof without the prior written approval of the Bank to any other person/company/ organization. 31. Sexual Harassment: The Bidder shall be solely responsible for full compliance with the provisions of the Sexual Harassment of women at work place (Prevention, Prohibition and Redressal Act, 2013). In case of any complaint of sexual harassment against its employee within the premises of the Bank, the complaint will be filed before the Internal Complaints Committee constituted by the Contractor and the Contractor shall ensure appropriate action under the said Act in respect to the complaint. In case of any complaint of sexual harassment against the Bank employee, within the premises of the bank, the complaint will be filed before the Regional Committee constituted by the Bank in this regard. 32. The contractor shall not use the Logo and or trade name of Reserve Bank or 26

27 letterhead of Reserve Bank and the relationship between the contractor and Reserve Bank being on principal-to-principal basis, the contractor shall not hold himself/ herself as an agent of Reserve Bank. 33. The contractor shall not use Reserve Bank s address on his letterhead/ stationery for purposes of Registration or communication with any Government/ Local Body or any other organization or person and no tenancy shall be created by the presence of his workmen/ employee on Reserve Bank s premises. 34. To ensure effective implementation of this contract, the Regional Director or an authorized official of RBI New Delhi shall issue instructions, either orally or in writing to the contractor and such instructions shall be deemed to be a part and parcel of this contract and shall be binding on the contractor. In all matters relating to or incidental to this contract, if there arises any doubt or dispute or disagreement, the decision of the Regional Director, RBI shall be final and binding on the contractor. 35. It shall be the contractor s responsibility to ensure that the obligations under the terms of this contract are duly performed and observed. 36. Reserve Bank reserves the right to amend/ modify the tender document or issue any corrigendum to the bid process. The bidder shall not contest the right of the RBI to do the aforesaid. 37. The Contractor shall maintain and provide all necessary documentation, registers and records and other related documents as proof of compliance with all statutory requirements and provisions of applicable laws. 38. Contractor's Employees: a. The employees engaged by the contractor shall be trained and experienced people having good health, character; well behaved, obedient and skilful in their tasks. They should be conversant in English and Hindi. b. The Contractor shall appoint a professionally qualified Chef trained in multicuisine, with at least 5 years work experience in reputed star hotels or guest house or training institutions of banks / Central Govt. Financial Institutions/ Corporate Sector. Qualification of the Chef shall be duly supported with relevant documents/ certificates. c. The contractor shall furnish list of his/ her employees to be deployed at Reserve Bank, along with their qualifications, experience, address, photos, etc. 27

28 d. The Contractor shall ensure that they observe cleanliness, maintain hygiene by wearing proper apparels and gear, and are properly dressed in clean uniform with identity cards etc, during their hours of service. The personnel engaged by the agency shall at all times while deployed at the Bank s premises, be dressed in neat and clean uniform (including proper name badges), failing which invites a penalty of 200/- on each occasion and habitual offenders in this regard shall be removed from deployment at the Bank s premises. The penalty on this account shall be deducted from the agency s bills. e. The Contractor shall take all precautionary measures to ensure the safety of the workmen employed by the contractor and Reserve Bank shall not be responsible in case of any eventuality and the Bank would be suitably indemnified for the same by the Contractor. f. The Contractor shall take prior permission from the authorized official of RBI before deploying any employee at the work site. However, RBI reserves the right to reject any particular workmen/ staff placed/ employed by Contractor under the contract with RBI. g. The Contractor shall organize medical examination of all the staff before initial deployment and thereafter once a year and furnish the medical reports to RBI. Any person found to be medically unfit or unsuitable shall have to be removed by the Contractor from the services immediately and suitable replacement shall have to be arranged forthwith. RBI shall arrange for medical check-up of the contractor s personnel if considered necessary by the Bank and the Contractor shall withdraw any person who is found medically unfit for the job and arrange for an appropriate substitute. The cost if any incurred by RBI in this regard shall be borne by the Contractor. h. The Contractor shall arrange to issue Identity Cards to all the staff after verification report from the Police station, Address proof and Identification proof etc. The Contractor shall comply with all operational rules and regulations, including security & disciplinary rules framed by the Bank and made applicable to the whole or part of the premises, wherein the Bidder or its employees happen to be operating / working. In the event of any of the Contractor s employees violating the said rules and regulations or in any way becoming objectionable to the Bank, the Contractor shall remove forthwith 28