Request for Proposal

For

“Engagement of Manpower Service Provider to provide Office Maintenance and Housekeeping Services to Bihar State Food & Civil Supplies Corporation Limited”

Selection of Manpower Service Provider

Issued By

Bihar State Food & Civil Supplies Corporation Limited,

BSF & CSCL Head Quarter

BCP Marg, Patna.

+91 612 2223213

March __, 2015

[1]

INDEX

S.N. / DESCRIPTION / Page No.
1. / Notice Inviting Tender / 3
2. / Tender Details / 5
3. / Terms & Conditions / 8
4. / Scope of Work (AnnexureA) / 12
5. / Technical Bid (Annexure B) / 14
6. / Financial Bid (Annexure C) / 15
7. / Undertaking (Annexure D) / 16
8. / Manpower Deployment Schedule (Annexure E) / 18

NOTICE INVITING TENDER

Location : Patna, Bihar

March__, 2015

Bihar State Food & Civil Supplies Corporation Limited was established on 2nd April 1973, under the Companies Act, 1956. The Food and Consumer Protection department, Government of Bihar manages one of India's largest Public Distribution System (PDS) supply chain through which major commodities like wheat, rice etc. are distributed through a network ofmorethan 45,000 Fair Price Shops covering a population (AAY and Priority Household) of more than 76 million in the state.

Definitions:

For the purpose of this RFP, the following words and expressions shall have the meanings hereby assigned to them except where the context otherwise requires:

i)“The Client” means Bihar State Food & Civil Supply Corporation Limited.

ii)“Service Provider/Bidder” means an individual or firm (proprietary or partnership) whether incorporated or not, that has participated in the bid with an intention to enter into contract (with the Client) and shall include his/its heirs, legal representatives and successors. Changes in the constitution of the firm, if any shall be immediately notified to the Client, in writing and approval obtained for continued performance of the contract.

iii)The “Contract” shall mean agreement entered into between the Client and the Service Provider as recorded in the contract form signed by the parties including all attachments, the notice of tender, the sealed quotation, the tender documents and acceptance thereof together with the documents referred to therein, and the accepted conditions with annexure mentioned therein.

The Client hereby invites sealed tender offers from eligible, reputed and interested Manpower Service Providers for Housekeeping and Office Maintenance Services at their head office located at Daroga Rai Path, R Block, Road No.2, Patna-800001. The terms and conditions, format for technical bid and financial bid for participating in the bid are hereby enclosed. The services to be provided are listed under scope of work given inAnnexure Aof thisproposal document.

The other details are as follows:

S.N / PARTICULARS / DETAILS
1. / Date of commencement of Tender document / ______
2. / Last Date and Time for receipt of Tender offers / ______
3. / Date & time of opening of Technical bid / ______
4. / Date & time of opening of Financial Bid / ______
5. / Address for Tender submission. / Bihar State Food & Civil Supplies Corporation Limited,
BCP Marg, Sone Bhawan, Patna-800001
Bihar, India
6. / Earnest Money Deposit (EMD ) / Rs. 15000/-
7. / Performance Security Deposit / 10% of the Contract Value

The technical bid and financial bid should be sealed in two separate envelopes by mentioning the words “Technical bid”/“Financial bid” on the respective covers specifically. Only those bids which satisfy the technical specifications will be considered.

These two envelopes should be contained in a single bigger envelope super scribedas"QUOTATION FORHOUSEKEEPING AND OFFIC MAINTENANCE SERVICES” and should be, addressed to :

Chief of General

Bihar State Food & Civil Supplies Corporation Limited,

BCP Marg, Sone Bhawan, Patna-800001.

Yours sincerely,

The Managing Director

Bihar State Food & Civil Supplies Corporation Limited

BCP Marg, Sone Bhawan, Patna-800001

Bihar, India

Telephone: +91 612 2223213

E-mail:

Website:

TENDER DETAILS

1.Eligibility:

a. The Service Provider should have a minimum annual turnover relating to Housekeeping Services of Rs.15 lacs for the last three financial years and shall submit audited financial statements for the same.

b. The Service Provider should have a minimum experience of three years in providing housekeeping services in Central Government/State PSU(s)/State Government Department/Semi-Govt. Department / PSU / Reputed Organizations and should submit copies of award letters in support thereof duly attested.

2.Earnest Money Deposit: Earnest Money Deposit of Rs.15,000 (Rupees FifteenThousand Only) by way of Demand Draft/Pay Order favoring Bihar State Food & Civil Supplies Corporation Limited payable at Patna for participation in tender is to be enclosed with the Technical Bid.

Bids received without earnest money or not fulfilling the above eligibility criteria shall be summarily rejected. No interest shall be paid on EMD. The EMD of the successful bidder shall be adjusted against Security deposit. The earnest money deposit (EMD) will be forfeited if the bidder withdraws or amends/impairs and derogates from the tender in any respect within the period of validity of tender or fails to furnish the Performance guarantee.

3. Performance Security Deposit

On acceptance of the bid, the successful bidder shall submit a security deposit equal to 10% of the contract value in the form of Bank Draft/Bank Guarantee favoring Bihar State Food & Civil Supplies Corporation Limited payable at Patna.

4. The tender should be submitted in two separate inner covers. First envelope will cover Technical Bid in the format given in Annexure B along with EMD and the documents as per mention below in S.N.5. Second envelope will cover Financial Bid as per format given in Annexure C.Each envelope should be sealed and super scribed in bold letters as (i) Technical Bid (ii) Financial Bid and should be in the prescribed format duly filled in and signed by the bidders in both bids and these two envelopes should be contained in a single sealedbigger envelope.

5. Following documents are required to be enclosed with the TECHNICAL BID

  • Proof of Registration issued by Labour Department in the State of Bihar,
  • Experience Certificate issued by the companies for previous three years,
  • Brief Profile of the bidder’s organization,
  • Nature of clients served,
  • Proof of valid registration with statutory authorities for Service Tax,
  • Proof of valid registration with Employees Provident Fund(EPF) authority,
  • Proof of valid registration with ESIC authority,
  • Permanent Account Number allotted by Income Tax Department,
  • Earnest Money Deposit: Demand Draft of Rs.15,000 favouring Bihar State Food & Civil Supplies Corporation Limited payable at Patna

Note: Cash / Cheques will not be accepted. Tenders will be rejected/ not considered if it is not accompanied by Earnest money deposit.

6. Technical Bid shall be opened on ______at ____ hrs. in Office in presence of the bidders or their authorized representatitive who intend to be present. The Financial bid will be opened, only if, the bidder fulfills the stipulated conditions for technical bid. After scrutiny of the Technical bid, date of opening of theFinancial bid will be intimated later.

7. The period of this contract shall be two years from the date of award of contract. The same shall be extendable only at the discretion of the Client subject to satisfactory completion of work during contract period/ extended contract period. The decision of the Client shall be final and binding on the Service Provider in this regard.

8. The Tender should remain valid for a period of 90 (ninety) days from the date of opening of the Financial Bid.

9. Each and every page of the tender documents should bear the stamp and signature of the authorized representative of the Service Provider.

10. Tenders with any additional conditions/deviations by the Service Providers, whatsoever shall be rejected.

11. The Service Provider shall quote the rates in figures as well as in words. In case of difference in rates between words and figures, rates mentioned in words shall be treated as valid and final.

12. All entries in the tender shall be typed/written in ink. Erasing and over writing is not permitted and may render such tenders liable for rejection. The Service Provider shall duly attest all cancellations and insertions.

13. The Client reserves its right to allot the work partly or wholly to a single or different Service Providers. It does not bind itself to accept the lowest or any tender and reserves the right to reject any or all the tenders in full or part, without assigning any reasons thereof.

14. The Service Provider must obtain for himself on his own responsibility and at his own expenses all the information which may be necessary for the purpose of submitting a tender and for entering into a contract and must visit the site and inspect the buildings to be maintained and acquaint himself with all the local conditions, means of access to the work, nature of work, and all matters pertaining thereto. The Service Providershould study and fully acquaint himself with the working conditions etc. Once he tenders for the work, no claim at later date on account of insufficient knowledge of the site and working conditions will be entertained. It is understood that the Service Provider has satisfied himself on the information and knowledge required before tendering.

15. Rates quoted shall be firm and fixed and are inclusive of cost of manpower, material, equipments, tools and plant etc., all taxes (including service tax), duties and levies, insurance etc. No escalation of whatsoever nature shall be payable.Necessary documentary evidence as and when called for must be furnished in support of having paid the taxes / duties for reimbursing the same.

16. If the Service Provider deliberately gives wrong information in his tender, the Client reserves the right to reject such tender at any stage or to cancel the contract, if awarded and forfeit the Earnest Money/Performance Security deposit or any other moneys due.

17.The successful Service Provider shall not sub-let part of the contract work without written permission of the ClientThe Service Provider is fully responsible for all execution satisfactorily as per the terms & conditions of the Contract awarded..

18. Evaluation of Technical Bids: Bids received and found valid will be evaluated by the Client to ascertain the best-evaluated bid for the complete work/services under thespecifications and documents. The Service Providershould take care to submit all the information sought by the Client in prescribed formats.

19.Financial Bid: The Financial bid of the Service Provider, whose Technical bid is found to be

suitable, will be opened in the presence of the Service Provider or his authorized representative, who intend to attend the opening of the Financial bid. Minimum two-day notice will be given to Service Provider for this purpose.

20. Award of Contract:

  1. The selection of the Service Provider will be at the sole discretion of the Client whoreserves its right to accept or reject any or all the proposals without assigning any reason.
  2. The contract for the Housekeeping and Office Maintenance shall be awarded to thebest qualified responsive tender.
  3. Upon evaluation of offers the notification on award of contract will be intimated to the successful Service Provider.

TERMS & CONDITIONS

Disclaimer: This Request for Proposal (RFP) is not an offer by the Client, but an invitation to receive response from Manpower Outsourcing Service Providers/Organizations/Agencies. No contractual obligation whatsoever shall arise from the RFP process unless and until a formal contract is signed and executed by duly authorized officers of the Client with the Service Providers.

  1. The Service Provider shall ensure the regular supervision and control by himself or by his supervisor on the workmen deployed by them under due intimation. For this,the Service Providershall depute experienced supervisor for due execution of work The Service Provider shall at all times enforce strict discipline and good order among his employees and shall not employ on the works any unfit person or anyone not skilled and experienced in the assigned task. The Service Provider shall ensure that the workmen deployed by him behave decently and do not indulge themselves in any such activities which are unbecoming on the part of a person working in a Government Office.
  1. The Service Provider should be fully equipped with the latest cleaning equipments.The details of the equipment owned by the Service Provider should be submitted along with the tender offer. The Service Provider shall be responsible for adequate & regular supply of cleaning material & equipments required for maintenance services.
  1. The Client shall not be liable for any breach or delay in carrying out any of the contractual obligations as a result of strike, lock out, industrial/labour disturbance, fire/accidental damages, any act of God, riot, war or any conditions arising from similar causes beyond its control.
  1. The Service Provider shall also submit the names, present and permanent residential addresses and two copies of the passport size photographs of its workers to the Client.
  1. The Service Provider shall, throughout the execution and completion of the Contract have full regard for the safety of all persons entitled to be upon the site and keep the site in an orderly state appropriate to the avoidance of danger to such persons. The Service Provider shall take all reasonable steps to protect the environment and to avoid damage or nuisance to persons or to property of the public or others resulting from pollution, noise or other causes arising as a consequence of this contract.
  1. The staff employed by theService Provider for performance of the contract, shall be of sound health, be mentally alert and physically fit. The Service Provider shall be bound to change the personnel deployed, if found unsuitable by the Client and decision of the Client in this regard shall be final and binding on the Service Provider without any questioning.
  1. The Service Provider shall engage sufficient skilled/unskilled labour of various jobs as required to carry out the day-to-day requirement of housekeeping work. It will adhere to all local laws, Acts, Regulations as laid down by the authorities and shall indemnify the client against breach of Acts, Rules, Laws and Regulations and/or non compliance thereto by its employees.
  1. In the absence of Sweepers, alternate arrangements shall be made failing which suitable deductions shall be made in Service Provider’s monthly bill.
  1. Any miscellaneous work as allotted by this office will have to be done at no extra cost. No work shall be carried out without the knowledge of this office.
  1. The workmen will work in an orderly manner without causing damage / loss to the Client’s property or equipment. The Service Provider is responsible for making good any damage / loss to the Client’s property / equipment in case of such damage by his workmen, failing which the amount incurred shall be recovered from the monthly bill.
  1. The Service Providershall issue the identity cards and proper uniform to his workmen on his own cost and shall be duly intimating the Office-in-charge as and when a new workman is deployed by him for carrying out the housekeeping job in our premises.
  1. The working hours for the outsourced personnel shall be as per the general timing of the Client for 6 days a week.In addition to this extra shifts are also required for certain categories of workers, the details of which are given in Annexure E. These timings may be changed without any overall impact on the period of duty as per requirement of operation. The personnel would get a day off every week along with National Holidays.
  1. During the term of this agreement, the Service Provider shall arrange for appropriate insurance policies for its workforce at its own cost.
  1. COMPLIANCE WITH LABOUR LAWS: The Service Provider shall be responsible for compliance of the points given below:

i)It shall be the sole liability of the Service Provider to obtain and to adhere by all necessary licenses/permissions from the concerned authorities as provided under the provisions of the Contract Labour(Regulation & Abolition)Act 1970.

ii)The Service Provider shall discharge obligations as provided under various statutory enactments including the Employees Provident Fund and Miscellaneous Provision Act, 1952, the Employees State Insurance (ESI) Act, 1948, the Contract Labour (R&A) Act, 1970, Minimum Wages Act, 1948, Payment of Wages Act, 1936, Workman Compensation Act 1923, the Payment of Bonus Act, 1965 and other relevant acts, rules and regulations enforced from time to time. Non observance of the provisions under above shall grant right of termination forthwith.

iii)The Service Provider shall be responsible for required contributions towards PF,ESI, Gratuity or any other statutory payment and shall deposit these amounts on or before the due dates.It is the duty of the Service Provider to ensure timely payment of statutory dues and in no case the Client shall bear any liability in this regard. The Service Provider shall also be responsible to pay any administrative / inspection charges thereof, wherever applicable, in respect of the personnel employed by him for the work of the Client. Any dispute related to PF, ESIC, Gratuity, Labour Act shall be dealt with by the Service Providerentirely at his risk and costs. All the records shall be maintained by the Service Provider and shall produce for inspection to the Client as and when required. In case the Client is called upon to make payment on the direction, decree or proceeding of court/criminal court or by statutory authority then the Client shall have all the rights to recover the said amount in full and shall be authorized to deduct directly from the payment to be made to the Service Provider or from invocation of Performance Security so kept with the Client.