DELHI CO-OPERATIVE HOUSING FINANCE CORPORATION LTD. 3/6, SIRI FORT INSTITUTIONAL AREA, AUGUST KRANTI MARG, NEW DELHI-110049 { 26495506, 26494508, 26497509, 26495635, 26496332 (Fax) } (Website : www.dchfcdelhi.com - E-Mail : dchfcl@vsnl.in) TENDER FORM NO. 109 2006 00001 Sub: Tenders for engagement of Private security, House keeping and Dispatch work personnel in Delhi Co-operative Housing Finance Corporation Ltd. Sealed tenders are invited for the annual contract for providing 4 Security personnel, 1 for dispatch work, 3 Sweepers & 1 for Pantry work in Delhi Cooperative Housing Finance Corporation Ltd. for security and other office work. The Corporation has right to reduce/increase the nos. of guards and other office personnel without assigning any reason. The general instructions are as under:- 1. Sealed tender in prescribed form (Annexure- I to III) duly filled must be submitted to the General Manager latest by 20/02/2006 upto 3 p.m and the General Manager is authorised to accept or reject any tender without assigning any reason thereof. 2. The tender shall be accompanied by an earnest money deposit of Rs. 5,000/- in the form of Pay order/demand Draft/Banker s Cheque. 3. The tender will be opened on 21/02/2006 at 3.30 p.m. in the office of Senior Manager, DCHFC, August Kranti Marg, New Delhi by a tender opening committee constituted for this purpose in the presence of tenderers or their representatives who are present. 4. The tender form should be clearly filled in ink legible or typed. The tenderer should quote the number, rates (including weekly off) and amount tendered in figures as well as in words. Alteration unless attested by tenderer shall disqualify the tender. The tender form should be signed by the tenderer. Attested copies of the registration no. of the firm, licence no. under Contract Labour Act, provident fund account no. allotted by Provident Fund Commissioner, ESI, Service Tax Account allotted by Central Excise (Service Tax Department), PAN Number or latest Income Tax Clearance Certificate issued by the Income Tax Department satisfactory performance certificate issued by the concerned organisation where such types of jobs have been performed by the contractor earlier and proof of exserviceman / ex-para military force personnel should be enclosed. All the above documents should have been issued by the respective authorities. 5. The rate should be in accordance with the provisions of Minimum Wage (including weekly off) Act, Contract Labour and other statutory provision like Provident Fund Act, ESI Act, Bonus Gratuity, Leave, Uniform Allowance etc.
6. Every paper of the tender should be signed by the tenderer with seal of the firm. 7. The following information should be indicated on the envelope. a) Closing date of tender 20.02.2006. b) Tender for security services/office personnel 1 Year. c) Name of the firm d) No. of NIT e) Forwarding letter should clearly indicate the list of enclosures. 8. The tenderer should take care that the numbers and amount should be written in such a way that interpolation is not possible. No blank column should be left which would be otherwise make the tender liable for rejection. 9. The Department will deduct Income Tax at source under section 194/C of the Income tax Act 1961 from the contractor @ prescribed under I.Tax Act of such sum as income tax on the income comprised therein. 10. In the event of any breach/violation or contravention of any term and condition contained herein by the contractor the said security deposit shall be forfeited. 11. The Private Security Agency being run by the ex-serviceman / ex-para military force personnel for undertaking the contract of security/office personnel will have to deposit Rs. 48,000/- (Forty Eight Thousand only) as Security deposit by means of pay order/draft. 12. Tenderers submitting a tender would be presumed to have considered and accepted all the terms and conditions. No enquiry verbal or written shall be entertained in this respect of acceptance/rejection of tender. 13. Any act on the part of the tenderer to influence any body in the department is liable for rejection of his tender. 14. The above requirement can be increased/ decreased on any later stage depending upon the actual requirement with a due notice of two days. 15. The contractor shall provide a non-judicial stamp paper of Rs. 50/- for preparing a contract agreement. 16. That the contractor shall comply with all the legal requirements for obtaining licence under Contract Labour ( R & A Act 1970).
17. The tenderer shall abide by the provision of the Minimum Wage Act 1948. The Contract Labour Act, Finance Act for Service Tax and other relevant laws applicable from time to time. 18. Every guard/office personnel so appointed by the contractor shall wear the prescribed uniform i.e., summer uniform in summer and winter uniform in winter season and a badge bearing his name and designation, while on duty. The said uniform and badges shall be provided by the contractor at his own cost. 19. That the agency staff shall be available all the time as per their duty roster and they shall not leave their place of duty without prior permission. 20. That the agency shall be responsible to provide immediate replacement to take place of any security/office personnel who is not available for duty at the place of posting and such other additional staff as may be required by the Corporation from time to time. 21. The contractor shall deploy at least 75% of the staff from amongst the categories of ex-serviceman/ex-para military force personnel not more than 50 years of age in sound health. The Civilian personnel should be in sound health and should also be not more than 50 years of age. 22. That the staff deployed by the contractor shall work under overall supervision and direction of the General Manager/Senior Manager/Accounts Officer (Administration) of the Corporation. 23. That the agency shall also be responsible to provide all the benefits such as PF, ESI, Bonus, Gratuity, leave etc. to the security staff engaged by the contractor. 24. The tenderer should submit details showing the ESI/PF deposited by them with the concerned authority during the last 3 years. 25. The contractor shall have to produce documentary proof i.e., election card/telephone bill/electricity bill/pan number in support of his identity. 26. The tender must be unconditional. 27. The department shall have right to ask for the removal of any person of the agency who is not found to be competent in discharge of his duties. 28. The agency shall carry out such other duties in the event of fire or any other natural calamities.
29. The agency shall not engage any sub contractor or transfer the contract to any other person in any number. 30. Tender not confirming to above requirements will be rejected and no correspondence thereof shall be entertained. 31. The antecedent of the staff deployed by private security agency should be got verified from Delhi Police by the contractor. 32. In case of any dispute or difference the matter shall be referred for arbitration to the sole Arbitrator to be appointed by the Corporation whose decision shall be binding upon both the parties. 33. Only the Security Agencies with similar work experience of having deployed 100 (including 75% ex-servicemen) or more security personnel in Govt./Semi Govt. Organisation during the last 3 years shall be considered. 34. The Security Agencies should have the annual turnover of Rs. 30 Lacs for the last 3 years. As a proof of this the Agency should enclose a copy of Balance Sheet duly certified by the Chartered Accountant. 35. The tenderer who have unloaded/taken the tender form from web site have to deposit the cost of form by means of Draft/Pay Order in favour of DCHFC Ltd. along with tender form, failing which tender shall be rejected. 36. In case of Private Limited/Limited Company the Managing Director shall be Exserviceman. 37. Annexure I,II and III are part of the tender.
Annexure-I Please check whether the attested copies of the following documents have been attached or not. 1. Registration No. of the Firm/ Agency Yes/No 2. PAN No. and Income Tax Clearance Certificate Yes/No 3. Provident Fund Account No. issued by the Competent Authority Yes/No 4. ESI Registration No. issued by the Competent Authority Yes/No 5. Service Tax Registration issued by the Competent Authority Yes/No 6. Copy of Election I Card / Telephone Bill Yes/No 7. Contract Licence issued by the labour Commissioner under Yes/No Contract labour (REA) Act. 8. Certified copy of balance sheets enclosed Yes/No 9. Bank Draft/pay Order/FDR of earnest money attached Vide No. Yes/No drawn on dated. 10. Details of experience certificate with regard to Security/office Yes/No personnel work along with the satisfactory report issued by the agencies where such work was undertaken earlier. 11. Copy of partnership deed / memorandum of article of Association (In case of Pvt. Ltd. / Limited Co.) Yes/No
Annexure II TERMS AND CONDITIONS 1. The agency is required to deposit the 10% amount within 7 days of this agreement i.e. equal to annual professional service charges, with the DCHFC as Security deposit through DD/Pay Order/Bank Guarantee and this amount will only be released, after six months of termination of contract or after production of NOC from relevant department, whichever is earlier. 2. The agency shall bear all the expenses of judicial stamp papers etc. for the award. 3. The agency shall deploy Ex-servicemen/Ex-para military force and civilian personnel up to the age of 50 years, who shall be certified by an MBBS Doctor as physically and medically fit along with police verification report etc. 4. The staff deployed by the agency shall always be in proper uniform and badges, as per the norms set up by the Principal employer, which shall be provided by the agency. 5. That the agency shall provide and ensure that the Security Guards perform their duty in hourly shifts round the clock. 6. That the agency shall ensure that the Security Guards, Sweepers or Peons, and other trained personnel for office work are all smartly dressed in neat and clean uniforms to be provided to such personnel at the cost and expenses of the agency. 7. That as and when the DCHFC shall requisition the services of additional personnel, be it Security Guards, Sweepers, Peons, and trained personnel, the agency shall provide the same immediately on such requisition being received by the agency. 8. That all the personnel provided by the agency to the DCHFC shall perform their duty as per convenience of the DCHFC during their respective duty hours. 9. That the security personnel provided by the agency shall ensure that no unauthorised person(s) enter the premises of the DCHFC and/or any item from stores or other material, or machinery, or equipment or any other article is not taken away from the premises of the DCHFC without proper authorisation and/or challan, as the case may be in accordance with the practice in vogue.
10. That in case any loss or damage is sustained by the DCHFC on account of any negligence carelessness or act of omission or commission of any nature whatsoever on the part of the personnel provided by the agency, the same shall be made good by the agency without any demur or objection. The question as to whether the DCHFC has suffered any damage or loss due to the negligence of the personnel of agency shall be investigated and decided by an officer authorised by the DCHFC in this behalf, whose decision there on, shall be final and binding on both the parties. The damage/loss caused due to acts of force major, natural calamity or events shall be at all times excepted. 11. That the agency shall, as far as possible keep on rotating, from time to time Security Guards, Peon, Sweepers, trained personnel, in order to maintain the discipline. 12. That it will be prerogative of the DCHFC to formulate the security policy and communicate the same to the agency, in view of the exigencies of the peculiar services being rendered by it. Any subsequent changes in the security policy shall also be communicated to the agency in writing. 13. The agency shall have to maintain all the statements, documents, records, attendance statements or wages and other payments given to its employees and principal employer can at any time, call for production of such records. For any violation of labour laws, the agency will solely be responsible to pay penalties, liabilities etc., itself. 14. The supervisor shall be having qualification not less than the rank of Subedar (nontechnical,semi skilled) and the security/traffic Guards shall be 8 th pass/para forces personnel (unskilled). 15. The agency shall comply with all the legal requirements for obtaining license under Contract Labour (R&A) Act, 1970 at its own cost within a period of one month of the Agreement. 16. The agency shall not at any time transfer or sublet the contract to any other agency. 17. The agency shall deploy its staff on duty at the places/points as directed by the Principal employer, the duty of the staff should be so arranged to adjust weekly off and on in lieu of routine and festival holidays, leaves etc. and such roaster will be provided by the agency to the Principal employer, on weekly basis. 18. The Principal employer shall have all the rights to ask for removal of any employee of the agency, who is not considered to be of a good conduct, well behaved, competent, disciplined and orderly in the discharge of his duties assigned to him.
19. The agency will take all precautionary measures as laid down in establishment building legislation to avoid any damage, loss or injury. Further, the agency shall be responsible financially or otherwise for any injury incurred to the personnel in the course of performance of duties. 20. That as and when, the minimum wages are notified by the Government in respect of all the personnel deployed by the agency at the premises of the DCHFC, the same shall be revised accordingly from time to time under the Minimum Wages Act, 1948. The agency shall always intimate in writing to the DCHFC along with a copy of the notification so issued by the Government for revision of the minimum wages payable. 21. That it will be the responsibility of the agency to pay for the Provident Fund, Family Pension, E.S.I., Gratuity, bonus etc. including the enhancement benefits and amenities under the provisions of the Employees Provident Funds and Miscellaneous Provisions Act, 1952 Family Pension Scheme, 1971 Employee s State Insurance Act, 1948, Employees Deposit Linked Insurance Scheme, 1976 or any other liability under the Industrial Disputes Act. The DCHFC shall have absolutely no obligation or any liability to pay any of such benefits to the personnel deployed by the agency to the DCHFC or any Government Department or to any of the personnel deployed by the agency on the premises of the DCHFC, any amount on account of fee, charges, pay, salary, allowances, etc. of any nature whatsoever over and above the rates prescribed herein above. 22. That all the amounts payable by the DCHFC to the agency shall be paid through an Account Payees Cheques by the 7 th of the following month on which such amounts become due and demanded by the agency. 23. That the agency shall not be entitled to the advance payments on account of the charges payable as provided hereinabove from the DCHFC. 24. That the terms and conditions mentioned here-in-above shall be operative as between parties for a period of one year to be reckoned from 1 st March, 2006. The said period may be extended for such further term or terms as may be mutually agreed upon in writing. 25. That in case of breach of any terms and conditions mentioned herein, the General Manager, DCHFC can impose penalty on the agency as deemed fit and proper in the circumstances and such penalty amount can be deducted from the periodical payments of the agency. 26. That the Principal employer has absolute right to terminate the contract at any time without assigning reasons thereof.
27. That in case any question or dispute arises in relation to the interpretation of any of the aforesaid provisions or any matter or thing concerning the parties in respect of the matters provided herein, the same shall be referred to the Arbitration in accordance with the provisions of the Arbitration and Conciliation Act, 1996 and rules framed thereunder. The decision of the Arbitrator(s) shall be final and binding upon the parties. 28. That any notice, order, direction or communication as required under these present shall, if addressed to the party concerned on the address mentioned hereinabove shall be deemed to be duly served upon such party. The party concerned shall intimate in writing the changed address to the other party. 29. That the Principal employer i.e. DCHFC shall be authorised to fix timings of the various duty shifts; a single duty shift will have normal duration job of 8 hours. 30. The agency shall bear all the expenses incurred on the following (a) provision of torches and cells to the night duty security personnel. (b) provision of lathis and other implements to the security personnel. 31. For any kind of violation of terms and conditions of this contract, there shall be penal deduction of 1% on first violation and 2% on the each subsequent violation up to the maximum of 10% paid deduction from the monthly salary bill of the agency and after that termination of the contract shall follow without further notice.
TENDER FORM Annexure III 1. Cost of Tender : Rs. 200/- 2. Due date of Tender : 20.02.2006 3. Opening Time & date of Tender : 21.02.2006 at 3.30 PM 4. Name & Address of Firm / Agencies & telephone : No. 5. Registration No. of the Firm/Agency : 6. Name, Designation, Address & Telephone No. of : Authorised person of the Firm / Agency to deal with 7. Specify as to whether tenderer is a sole : proprietor/partnership firm/ Pvt. Ltd./Ltd. Name, Address & Telephone No. of Director / partner should be specified 8. DG Registration No. if applicable : 9. PAN No. of Income Tax Deptt. 7 income tax : clearance certificate 10. Provident Fund Account No. : 11. ESI No. : 12. Licence No. Under Contract Labour (R & A) Act : 13. Registration with Service tax Deptt. : 14. Details of Earnest Money Deposit : (a) Amount (b) Bank Draft/pay Order/FDR No.
15. Rates for the services (With Details) per personnel Basic ESI PF Operational / Handling Charges Service Tax & Education cess etc. Total : CATEGORY Security House Dairy & Guards Keeping Dispatch Work 16. Details of experience (copies of the satisfactory / performance report from the concerned employer / department should be attached) : 17. Any other information : 18. Declaration by the contractor : This is to certify that I/We before signing this tender have read and fully under stood all the terms and conditions contained here in and undertake myself/yourselves abide them. (Signature of Tenderer) Name Address Note : 1. Photocopies of the documentary proof relating to column 7,9,10,12,13 7 14 must be attached in variably, otherwise tender will be rejected. 2. Details as required in column No. 15 should also be mentioned otherwise tender will be rejected.