Notice Inviting Tender. F.No.29016/31/2002-GA Government of India Ministry of Environment of Forests (GA Section)

Transcription

1 Notice Inviting Tender F.No.29016/31/2002-GA Government of India Ministry of Environment of Forests (GA Section) Subject: Tender for Cleanliness and Maintenance of Services of Paryavaran Bhawan (both inside & outside areas), New Delhi. Sealed tenders are invited for award of Contract for cleanliness and maintenance of Paryavaran Bhawan (both inside & outside areas of the building/premises), CGO Complex, New Delhi, as per terms and conditions detailed out in the following paragraphs, from interested firms having requisite experience in providing cleanliness and maintenance services. A. Qualifying Criteria Only registered and bonafide firms having adequate experience of at least three years in the relevant field in Govt.Ministries/Departments/Govt. Organizations/PSUs/Corporate Sector etc. and having the requisite competence /capacity to handle jobs relating to cleanliness and general maintenance of large complexes with a minimum annual turnover of Rs. 15,00,000/- (Rupees fifteen lakhs) during the last year in this line of business need only apply. While submitting the tender, the intending tenderers shall have to furnish to this Ministry proof of pre-qualification, experience, antecedents, financial standing, turnover, valid ITCC, WTCC, STCC, Service Tax etc. A firm having any legal suit/ criminal case pending against its proprietor or any of its Directors (in the case of Pvt Ltd Company) or having been earlier convicted on grounds of moral turpitude or for violation of PF/ESI/Minimum wages Act or any other laws in force shall not be eligible. B. Areas to be covered The following areas of Paryavaran Bhawan (both inside and outside areas of building / premises), CGO Complex, New Delhi, will be covered under cleaning and maintenance of services.

2 Description 1. Common area (including area of tiles on walls, floors wherever exist) on 10 th, 9th, 7 th, 6 th,5th, 4th, 1 st,ground floor and area immediately outside the building.. Area Sq. Mtrs. per floor (= Sq. Mtrs) 2. Window panels in common areas of above floors (from out side and inside) 44.4 Sq.Mtrs. per floor (= Sq. Mtrs) 3. Staircases from 10 th to Ground floor on both Sq.Mtrs. sides and 6 lifts. 4. Entrance on Gate No. 1 & 2 of the building Sq.Mtrs. 5. Fifteen Toilets including area of tiles on walls wherever it exists. (Ladies 7, Gents 8). 910 Sq.Mtrs. C. Working Hours Working hours will be from 8.00AM to 5.30 PM, however, for Ground, third and Fourth floor, duty hours will be 8 AM to 7 PM. D. Scope of Work I. Job to be carried out daily on every two hourly basis (Start from 8 AM) Monday to Friday {High Traffic Areas- Common areas of Ground, First and Fourth floors, Staircases on both sides, all Lifts and toilets on all mentioned floors in B} Wet mopping with phenyl, cleanazo and harpic. Cleaning of toilets floors and dado tiles, WCs, urinal pans, looking mirror and washbasins. Restocking of toiletries in toilets like liquid soap, napkins and towels. Cleaning of dustbin in toilets. Removal of waste papers, packing materials and any other rubbish/ Garbage Note : Two hourly Check list for jobs to be carried by workers during the day will be properly displayed in common areas

3 and toilets and will be checked and signed by the Supervisor every two hours. II. Job to be carried out twice daily (8 AM and 1.30 PM) { Monday to Friday} Other than as specified in D(I) Wet mopping of common areas with phenyl, cleanazo of Fifth, Sixth, Seventh, Ninth and Tenth floors Sweeping and cleaning roads and open space and removal of waste paper, packing materials and any other rubbish / garbage in front of both Gates of Paryavaran Bhawan. Note : Check list for jobs to be carried by workers during the day will be properly displayed in common areas and will be checked and signed by the Supervisor twice daily(at 9.30 AM and 1.30 PM). III. Job to be carried out daily { Monday To Friday} Other than asspecified in D(I) and D(II) {All floors including staircases both sides and toilets} Cleaning and dusting of all common areas including lift lobbies, staircases, wall dusting, doors, windows, frames, panels, railing, switch boards and electrical fittings, Notice boards, space of water coolers, planters, painting posters, intensive cleaning near toilets. Strain removing of entire surfaces i/c stairs etc and stain removing of furniture and equipment.. Cleaning dustbins. Note : Check list for jobs to be carried by workers during the day will be properly displayed in common areas and will be checked and signed by the Supervisor at 9.30 AM daily.

4 IV. Job to be carried out weekly (all floors) {Saturday and Sunday} Other than as specified in D(I), D(II) & D(III) Complete cleaning/washing of the entire floor common areas including toilets and staircases by using vim / nirma and scrubbing of the entire premises with appropriate machines. Dusting of walls, ceiling from top downwards. Removal of cobwebs and cleaning of switch boards (electrical & telephones etc), water cooler, tube lights etc. Complete cleaning of shaft adjoining all toilets V. Job to be carried out monthly (All floors including toilets) Wet cleaning of upholstery of sofas, chairs and carpets in above areas. Intensive cleaning/dusting of panels, posters, paintings, light fittings, tube lights and electrical fittings. Polishing of floors, sanitary/water fixture, wall tiles etc. Cleaning of glass panels and windows (outside and inside). E. Labour, Materials & Machineries to be provided by Agency. Labour The minimum manpower to be deployed at Paryavaran Bhawan, shall be 13 Workers and one supervisor including sufficient number of lady workers (for ladies toilets/washrooms). The Manpower specified above is the bare minimum, to cover the areas and scope of work, as mentioned above. The bidder should quote for the said number of workers. However to ensure good services, as specified in the previous paras, to the satisfaction of the Ministry of Environment and Forests, the agency may be required by the ministry to increase the manpower and as such should also quote separately for each extra manpower if required by the Ministry to be deployed for the purpose. Materials and equipments The Head of Department of Ministry of Environment of Forests shall approve the samples for the consumables, well in advance. The

5 bidder shall also mention the quality or brand (which shall be ISI marked wherever applicable) of the material they intend to use. For this purpose the Department shall provide the Bench mark quality/brand of the material to be used. The machines deployed shall be appropriate and in good working condition and a logbook shall be maintained to keep proper records for their performance and the copies of their usage to form part of the monthly bill. F. Settlement of Disputes : In the matter of any disputes, between the parties regarding the terms and conditions of the contract and execution thereof, the matter shall be referred to an Arbitrator (s) as may be decided by the Secretary (E&F) for arbitration under the Arbitration & Conciliation Act, The Contractor shall not question the decision of the arbitrator(s) on ground that the Arbitrator(s) is/are Government servent(s). The decision of the Arbitrator(s) shall be final and binding on the parties. G. Other Terms and Conditions: 1. Attendance report of all the staff deployed at Paryavaran Bhawan shall be given to Section Officer, General Administration, MOEF every day. 2. All staff shall wear proper uniforms (to be provided by Service Provider) as approved by the Ministry, both for summer and winter seasons and shall wear ID card, while on duty. 3. No manpower other than those on duty shall be allowed to stay in the premises during the specified working hours. The service provider shall be responsible for the watch and ward not only of his/her stores but also of the fitting and fixture in the common areas/common toilets in the building. Any loss/ theft/damage/pilferage of fitting/fixtures in common areas/toilets will be replaced by the service provider at his cost to its original specifications. 4. All requirements under various statutory laws including contract labour Act must be complied with by the Service Provider. Any default will be the liability of the service provider and the service provider shall be liable to reimburse any amount paid by the Ministry by way of default, interest and penalty. The service

6 provider shall undertake to furnish all the details as and when asked for by the Ministry. The service provider will also maintain the relevant records of all payment made by the service provider and will produce to the satisfaction of the Ministry immediately when asked for. The agency applying for this tender should produce Certificates for the previous financial year from the concerned authorities about the payment of Service Tax, Income Tax, works contract tax, PF Registration and Income tax PAN Number and any other Tax applicable. 5. Before taking up the contract the service provider will give details of the employees who shall work at the Paryavaran Bhawan Premises and their PF numbers. Any change will be informed to the HOD immediately. The service provider shall be responsible for the good conduct/behaviour of the workers deployed by the Service Provider. 6. The staff deployed for the purpose of Ministry shall be exclusively for MOEF. Deployment of staff with any other existing institution at Paryavaran Bhawan will not be permitted. The service provider shall give an undertaking to this effect. 7. The service provider will also be required to submit an undertaking that no legal suit/criminal case is pending against its proprietor or any of its Directors (in the case of Pvt Limited Company) for any violation in PF Act, ESI Act, labour laws etc. or having been earlier convicted on ground of moral turpitude or for violation of any other law. and will provide details in case there is any such suit/ criminal case pending. 8. Manager/Supervisor shall keep logbook of machines and materials for ready reference. 9. The service provider will be given a Store & a telephone connection (on actual payment basis, if requested). The service provider will not use the stores given to it, for the purposes other than the materials required for MOEF. If any other material is found to be stored in the premises, the same shall be confiscated and will become property of MOEF. The service provider will be required to maintain proper records for the materials lying in the stores (to be used exclusively for MoEF) and will be shown to the SO (GA),MOEF or designated

7 staff as and when called for. The HOD, MOEF will have unhindered access to the store and any other documents maintained by the Service Provider. 10. The challan for all the materials with the brand name of the material procured for MOEF shall be given before the payment for the month is processed. In absence of these details, the payment will not be released. 11. The service provider will be responsible for supply of the garbage bags, for collecting the garbage from core and common areas of the Paryavaran Bhawan and disposal outside at sites designated by CPWD for this purpose. The material so collected will be screened/checked by the Security Personnel of CISF. 12. An earnest money deposit (EMD) of Rs 50,000 in the form of a DD, favoring DDO (Cash), MOEF will be deposited with the tender. The same shall be forfeited, if the agency refuses or do not undertake the work, if awarded. EMD will be refunded on finalisation of contract. 13. A Security deposit of Rs. One Lakh shall be made to MOEF (either in the form of DD or Bank Guarantee), soon after the award of the work. This amount shall be retained by MOEF, till the tenure of the contract. No interest will be paid on this amount of security deposit. 14. TDS and other taxes as applicable will be deducted from each bill. The documents as per the prevailing laws shall be submitted in time like sale tax, PF, ESI etc. 15. The Section officer ( General Administration) of the MOEF will have a right to ask the disbursement of the salary in his presence as per Minimum Wages Act. 16. The deduction at the rate of Rs. 200/day for the workers, Rs. 300/day for Supervisor will be made for each day of absence of manpower, regardless of the reason. 17. If it is found that due to any reason (whatsoever it may be) any area is not covered or any of the operation/functions/duties connected with the job of cleaning & general maintenance is not

8 done/discharged properly and satisfactorily, recovery at the following rates shall be made from the Service provider s bill: - A For failure to clean toilets - Rs. 100/- per toilet, per day b For failure to clean corridor areas -Rs.200/- per floor (wing wise), per day c For failure to clean out side -Rs.500/-per day area d For failure to clean staircase -Rs.100/-per floor (wing wise), per day Note : The aforesaid penalty shall be in addition to the penalty clause stipulated as in the above-para(16). The decision of the competent authority,the HOD in the Ministry shall be final and binding on the Service Provider and which shall not be open to arbitration. 18. The submission of the tender will mean that the bidder has full knowledge of scope of work & all the terms & conditions of the works. 19. Weekly performance of the Service Provider will be observed by the MoEF officials (floor supervisors) entrusted with supervision of particular units. 20. Bills shall be submitted at the end of each month (in triplicate) alongwith certificates for the satisfactory performance from the user sections/officers in support of having performed the job of cleaning and sweeping in this office premises. This certificate will be counter signed by Estate supervisor/section Officer (GA). They will also give a separate certificate in respect of toilets, corridors, open area etc. 21. The contract can be terminated with one-month notice, if during the tenure of the contract the performance is not found to be satisfactory and in this regard the decision of the HOD will be final and binding on the service provider. 22. Failure by the service provider to comply with any statutory requirements during the period of contract shall result in termination

9 of the contract and subsequent disqualification for participation in any future tender in the Ministry. 23. The MOEF has all the right to reject/accept any/ all the tender(s) without assigning any reason. 24. Tender application without complete documents/information shall not be considered. 25. No negotiation will be undertaken with any tenderer except lowest qualified bidder. 26. If at any time during the period of contract, it comes to the notice of the Ministry that the contractor has misled the Ministry by way of giving incorrect/false information, which has been material in the award of contract to him/her, the contract shall be liable for termination besides other legal action which may be initiated against him/her under law. H. TENDERING PROCESS The tender will be invited in two stages i.e. first stage of qualifying bid and then the financial bid. In the first stage, the tender form for Qualifying Bid prescribed at Annexure-I, complete in all respect should be sent in sealed cover superscribed Qualifying Bid- AMC for cleanliness & maintenance of Paryavaran Bhavan to this Ministry, addressed to the Under Secretary (GA), Ministry of Environment & Forests, by 2.00 P.M. on Incomplete bid document will not be accepted. The qualifying bids will be scrutinized by the Ministry to shortlist the eligible bidders. In the second stage, the shortlisted eligible bidders will be called for a pre-bid conference to finalise the tender document. The financial bid will be invited from the shortlisted bidders in proforma prescribed at Annexure-II, in sealed covers superscribed Financial Bid- AMC for cleanliness & maintenance.

10 Late submission of tenders will not be accepted. Min. of E & F reserves the right to reject any or all quotations. Min. of E&F also reserves the right to increase or decrease number of items/areas offered for maintenance contract during the currency of the AMC. Note: The tenderer should sign and stamp each page of this tender document as a token of having read and understood the terms & conditions contained herein and submit the same along with the bid. No photocopies of this tender document would be accepted. The tenderer would fill up the information in the Annexure I & II enclosed at the end of this document in clear and legible terms. Wherever, the prices are to be quoted should be written in figures and words as well. The quoted prices should also include the impact of all over-heads. Annexures will also have to be signed and stamped by the firm through its authorized signatory. (R.K. Arora) Under Secretary (GA) Copy to NIC with the request that the tender notice may be published on the website of the Ministry.

11 Annexure II Tender for Contract for cleanliness and maintenance services of Paryavaran Bhawan. A. Documents in support of qualifying criteria List of document will be finalized after discussion with JS B. Tender Value a) The total value for the contract will be Rs. /- per year, which shall include the cost of adequate manpower (all types), consumables and sufficient number of machineries as per the best practices in the trade. The duration for this contract will be from 01 st January 2006 to 31 st March The rates shall be all inclusive. No increase in the rates regardless of the nature will be entertained during the tenure of the contract. Break up of contract value may kindly be indicated in the following manner. S.No. Items Value (in Rs. per year) Labour including Supervisor 2. Materials/ Consumables 3. Equipments 4. Others

12 b) Additional amount for the window pan cleaning from outside above 12ft height from the ground level is..rs per month. (c) Charges for extra manpower as and when required by the Ministry (as mentioned in para E of this document) Rs... per month. Ministry of Environment & Forests ANNEXURE-I Qualifying Bid Document 1. Name of the Proprietor in case of proprietory company/ firm 2. Name of Directors in case of Pvt. Ltd. firm 3. Address (with Tele No. fax No. & 4. Contact person 5.(a) The number of years of experience in cleanliness & maintenance business including business profile (b) Annual Turnover for the last 3 years alongwith balance sheet for the last year, if any. (c) List of Customers including Govt. offices in Delhi NCT (give details) 6. Details of Manpower (Category-wise) Total Strength Qualification Length of Average Experience

13 7. Address of Workplace with area of premises. 9. Whether owned/rented. 10. Name of Banker 11. Whether the firm has any legal suit/ criminal case pending against its proprietor or any of its Directors (in the case of Pvt Ltd Company) or having been earlier convicted on the ground of moral turpitude or for violation of PF/ESI/Minimum wages Act or any other laws? Give details. 12. Has the company cleared by Income Tax for the last two years. 12. The following certificates may be enclosed :- a) Satisfactory service certificate from the previous customers (last 3 years) b) Certificate of registration of the firm. c) Certificates from concerned authorities about the payment of service tax, income tax, work contract tax, and other taxes applicable. (for the year , , ) d) Certificates for registration with Income Tax, Sale Tax, PF, ESI and any authority applicable for present year. Declaration I hereby certify that the information furnished above is full and correct to the best of our knowledge. I understand that in case any deviation is found in the above statement at any stage, the company will be black-listed and will not have any dealing with the Ministry in future.

14 (Signature of authorized signatory)