CENTRE FOR NANO AND SOFT MATTER SCIENCES,

JALAHALLI, BENGALURU

No.CeNS/2017-18/HK 12February2018

INVITATION TO TENDER

The Centre for Nano and Soft Matter Sciences (CeNS), Bengaluru invites sealed tenders for providing Housekeeping Services in the premises of the Centre and its Hostel facility for the year 2018-19.Also invites sealed tenders for providing services of Clerical/Highly Skilled/Skilled/Semi-skilled/Unskilled Manpower for various office works in the premises of the Centre for the year 2018-19. The contract may be extended for two more years depending on the quality of service rendered in each of the previous years’ contract period.

The Tender Form detailing the terms and conditions, eligibility criteria, scope of work and terms of tendering is enclosed. The Technical bid, Price Bid and check list formats are attached (Annexure I to IV)which are to be filled up and submitted along with the tender bid.

Interested parties may submit tenders for providing Housekeeping and Manpower Services, if they desire and are eligible to do so. The parties are urged to read the contents of the tender document carefully and submit the bids, only if all the terms and conditions are acceptable to them and they can comply with all other requirements that have been specified in the document, mandatorily.

The tender may be submitted in a sealed cover along with the checklist in Annexure - IV, accompanied with two separate sealed envelopes, containing the “Technical Bid” and “Price Bid” respectively. The sealed envelopes shall clearly be marked as “Technical Bid (Annexure I,II & IV)” and “Price Bid (Annexure III)” as the case may be, for clear identification.

The outer cover shall be superscribed as “Tender for Housekeeping and Manpower Services 2018-19” and shall be addressed to The Director, Centre for Nano and Soft Matter Sciences, P.B.No.1329, Prof. U.R.Rao Road, Jalahalli, Bengaluru – 560 013 marked with our tender reference number, due date and due time with stamp.

The completed Tender bids must reach this office in the sealed cover on or before10MARCH 2018at 16:00 hrs either by hand delivery or through Speed Post / Courier / Registered Post/hand delivery.

The tender opening date shall be notified in CeNS website, authorized representatives of the agency/firm may attend the same if they so desire, authorized with a letter of representation from the tender signing authority.

Yours faithfully,

Sd/-

Administrative Officer

Encl: as above.

CENTRE FOR NANO AND SOFT MATTER SCIENCES,

JALAHALLI, BENGALURU

SECTION - A

TERMS AND CONDITIONS FOR UNDERTAKING HOUSEKEEPING AND MANPOWER SERVICES

  1. The Centre for Nano and Soft Matter Sciences is an autonomous research Institute under the administrative control of the Department of Science and Technology, Government of India.
  2. The Centre desires to hire Housekeeping Services on a daily basis on contract and other manpower for administrative duties of the Centre. The period of contract will initially be in force for one yearfrom 1 April 2018, extendable for another two years, subject to satisfactory performance/compliance in each of the previous years.
  3. The Centre proposes to execute the contract for hiring personnel as mentioned below(number of personnel may increase/decrease), for carrying out cleaning, gardening, dining hall and other duties at the Centre’s premises and hostel. Thetotal requirement of highly skilled/skilled/semi-skilled/unskilledpersonnel is shown below.

Housekeeping (unskilled)- 19

Other manpower -12

(Highly skilled, Skilled, Semiskilled and Clerical)

  1. The onus of verification of antecedents of the personnel to be deployed to the Centre shall rest with the agency and shall duly be authorized by the agency as their representatives.
  2. The housekeeping work has to be carried out (a) at the Centre including laboratories, parking spaces etc. in the premises of the Centre, (b) at dining hall at the Centre and (c) at hostel and guest house of the Centre located in Vidyaranyapura or any place as instructed by the Centre.
  3. The appointment/removal of housekeeping personnel at Centre premises should be done after obtaining approval of the Centre.
  4. The scope of work at the above mentioned premises is detailed at the end of this section. The working hours for the personnel shall be from 8.00 AM to 4.30 PM with a lunch break from 1.00 PM to 1.30 PM (Monday to Saturday).
  5. All personnel shall register their attendance everyday and report to the Administrative Officerof the Centre and shall follow necessary instructions. Amounts shall be deducted, as applicable, from bills for absenteeism/unsatisfactory workmanship.
  6. One among the housekeeping personnel, shall be assignedthe responsibility as team leader to oversee daily works and also to handle stock of cleaning materials. The responsibility for stock of the cleaning materials shall completely rest with the team leader.
  7. Mechanised cleaning equipment should be used as far as possible. The equipment should be provided by the firm at their cost.
  8. The payment of wages to the employees shall be commensurate with the minimum wages fixed by the Ministry of Labour, Government of India, from time to time. Any claim towards increase in DA, etc., announced by the Government should be supported by proper copy of the order issued by the Department of Labour, Govt. of India.
  9. The personnel deputed for work at the Centre shall be sufficiently insured as per the norms of ESI and registered under the EPF scheme. The proof of remittances made to ESI and EPF for each of the employees deputed to the Centre shall be produced along with the bills and also proof of salary remittance statement from the bank.
  1. The payment of wages, PF, ESI, Workmens’ compensation, bonus, gratuity, leave salary, Contract Labour Regulation Act,taxes, etc., wherever applicable, shall be the sole responsibility of the agency. The Centre shall take no responsibility whatsoever in this regard. Proof of respective remittances to Government or payment to the personnel shall be submitted to the Centre. Other documents in respect of statutory obligation may be submitted to the Centre as required.
  1. All personnel deployed to the Centre shall have their individual Savings Bank Accounts and should be declared to the Centre. The Centre may exercise the option to remit net monthly wages directly to their accounts on the basis of their attendance and in relation to bill submitted by the agency.
  2. The workers shall be entitled to full days’ wages on National Holidays on 26th January, 15thAugust, and 2nd October from the Centre. Apart from these three national holidays, details of holiday for festivals, wages and leave entitlement per year for the personnel deputed to the Centre and also maintenance of leave record shall be provided.
  3. The provisions of Child Labour (Prohibition and Regulation) Act, 1986, shall strictly be applicable to the contract.
  4. The Centre is a research organisation where very expensive scientific equipments and large quantity of chemicals are used in laboratories. Delicate and expensive glassware are also used in the laboratories.The agency should be able to organize a workforce which can handle cleaning work in such laboratories without causing harm/damage to self/persons or property. Any damages caused to property of the Centre shall be made good suitably by way of deduction from payments due.
  5. The personnel deputed for the work shall be provided proper uniforms (2 pairs per year), shoes (1 pair per year), socks (2 pairs per year) and gloves by the firms and no deductions to be made from the personnel deputed. They shall be punctual and cordial at all times and shall carry out minor errands as entrusted by CeNS.
  6. Compensation to workers against injury, etc., incurred at work, shall completely be borne by the agency.
  7. All cleaning materials like brooms, swabs, dusting cloth, disposable covers, etc.as desired (as per list enclosed/other items) shall be suppliedby the agency every month in sufficient quantities. These stocks shall be managed by the team leader of the agency themselves.
  8. The Centre shall procure the cleaning materials on its own from other sources and hand over the supplies to the personnel in each month.
  9. Other manpower: The other highly skilled, skilled and semi-skilled are required for maintenance and clerical duties. Highly skilled and skilled workers should be well versed in their respective disciplines of work and also should be prepared to work extra in times of emergency. They should be able to converse well in Kannada. Minimum knowledge of English and Hindi will be an added advantage.
  10. All types of manpower provided to the Centre should strictly follow the rules and regulations of the Centre and should be amenable to discipline and secrecy.
  11. The staff deployed by the agency shall not be liable for any benefits admissible to the regular employees of the Centre and also shall not become eligible for regularisation in their positions as a matter of right.
  12. The number of personnel required in this category shall be decided at the time of awarding the contract.
  13. The agency shall ensure that the personnel engaged are amenable to discipline and shall not indulge in smoking, drinking or chewing, tobacco, etc., while on duty. In the event of such activities, it will be treated as breach of contract and may lead to cancellation of the contract and forfeiture of Security Deposit.
  14. A Complaints Register shall be maintained atCeNS to record complaints of staff with regard to housekeeping services. These complaints shall be attended to immediately/within reasonable time by the housekeeping staff and compliance reported to the Administrative Officer or any other concerned officer.
  15. Penalty clause: A penalty of Rs.1,000 per day shall be levied for non-adherence of the terms and conditions of the contract. A similar amount shall be withheldper person per day, for indiscipline/absenteeism on the part of the housekeeping staff. Any damage to property of the Centre which occurs on account of negligence by the housekeeping staff shall duly be compensated by the agency.
  16. The Centre reserves the right to terminate the contract by giving one month’s notice. The contract shall be terminated forthwith inthe event of any illegal activity or any false claims on the part of the agency or its staff in the course of their duties.
  17. An amount equal to 10% of the total monthly invoice shall be retained as performance guarantee and the entire amount so collected shall be refunded in lumpsum only after the completion of the contract period, subject to deductions if any, against non-satisfactory performance/damages, etc., during the period of the contract OR A Bank Guarantee, valid for the period of agreement with grace period of 3 months, for a value of Rs.5 lakhsshall be furnished as performance guarantee for the first year, as soon as the contract is finalized.
  18. In case of activities of the personnel not conforming to the standards of the Centre are noticed, it will be treated as breach of contract, leading to cancellation of the same as well as forfeiture of security deposit.
  19. No advance payments shall be admissible under any circumstances. Payment of monthly bills shall be made only by way of NEFT in favour of the firm/agency and not on individual names subject to submission of signed and stamped paid challans in respect of ESI and PF contributions of personnel for previous month.
  20. The agency shall not be charged for use of water and electricity for cleaning purposes.
  21. There shall be no escalation in the agency charges for the entire period of contract. If any statutory changes will occur the financial impact will be prospectively implemented.
  22. In case of breach of terms and conditions or unsatisfactory performance or the Centre have reasons to believe that the personnel of the Firm are negligent and/or working against the interests of the Centre, the contract arrangement will be rescinded forthwith by the Centre
  23. It shall be the responsibility of the tenderer to acquaint/familiarize with the local site conditions and factors for execution of the work. No alterations to the bids shall be permitted once they are opened.
  24. Canvassing in any form shall entail disqualification of tender.
  25. Any disputes arising out of this contract shall have jurisdiction only within Bengaluru.
  26. On award of contract, the contractor should obtain licence number as per Contract Labour Central Rules, 1971, and submit the licence number to this office within 2 months from the date of award of contract.

SECTION – B

ELIGIBILITY CONDITIONS:

  1. Only registered/licensed agency with Labour Department of State Government/Central Government for supply of manpower for Housekeeping Services shall be eligible to apply. Self attested registration certificate copy should be furnished with the Technical bid.
  2. The agency should be registered with ESI/EPF/GST as per norms. Copies of the registration forms should be enclosed with the Technical bid.The agency should have a minimum of 50 (Fifty) regular permanent employees on its rolls.
  3. The annual turnover of the agency, only for Housekeeping Services, for each of the last three financial years shall not be less than Rs.80,00,000 (Rupess eighty lakhs only). Turnover includes the salary of personnel and service charges of the firm. Audited P&L Accounts and Balance Sheets for the periods 2015-16,2016-17and 2017-18, duly certified by Chartered Accountant should be enclosed, along with copies of the Income Tax Returns filed for the above mentioned years.
  4. The agency should have a minimum of five years of experience from the date of registration, in providing housekeeping services to organizations under State Govt./Central Govt./Autonomous Bodies/Academic Institutions. Supporting documents should be furnished.
  5. The agency must have at least two government sector clients/contracts or similar autonomous institutes having chemical lab, currently in force for housekeeping services. The copies of Work Orders of the organisations,clearly indicating its terms and validity, along with contact details of concerned persons should be furnished along with Technical bid.
  6. The agency should have a registered office/branch located in Bengaluru.
  7. The bid of any tenderer who does not satisfy one or more of the above conditions or fails to submit the required documents, is liable to be summarily rejected.

SECTION – C

SCOPE OF WORK:

  1. Sweeping and swabbing on a daily basis in all office rooms and laboratories, except areas kept out of bounds, in both the buildings having ground and first floors, dining hall etc.
  2. Cleaning, sanitization of all wash rooms twice a day, using proper cleaning material, disinfectants, air fresheners, etc.
  3. Dusting of tables, chairs, book shelves, office equipment like computers, photocopiers, etc.
  4. Sweeping the pathways, parking area, garden and other open areas surrounding the building.
  5. Polishing of brass/chrome fittings, door handles/knobs, etc., once in a week
  6. Cleaning the terrace area (only on new block) once in a fortnight.
  7. Cleaning glass panes of office/lab rooms, lobbies, window panes, etc., once a week.
  8. Cleaning of storage rooms once in a month.
  9. Cleaning of rainwater drains once in a month.
  10. Cleaning work of hostel flats (at Vidyaranyapura) everyday and other housekeeping services at any place as instructed by the Centre
  11. Any occasional additional work entrusted by the Office, reasonably close to the scope of work such as shifting of furniture/equipment, loading/unloading materials, etc.

SCOPE OF WORK FOR MANPOWER SERVICES:

  1. Highly Skilled and Skilled workers required for Electrical and for Carpentry works should be well experienced and should be able to handle respective responsibilities individually. Electrician should be able to handle heavy duty power connections, UPS, DG set, etc. in addition to routine electrical works. All electrical maintenance works shall be referred to the Electrician and repairs, fabrication of furniture, etc., shall be entrusted to the Carpenter.
  1. Semi-skilled workers such as Lab Helpers, Gardeners, Helpers, etc., shall be assigned respective duties by the Centre as per requirement.
  1. The Centre may utilize their services for other routine duties in the Centre at any time, as per requirement.

SECTION – D

TERMS OF TENDER:

(a)The fee for tender form Rs.1,000/- and Earnest Money Deposit Rs.2,00,000/- shall be remitted by way of Demand Draft only, drawn in favour of ‘Centre for Nano and Soft Matter Sciences’ and placed along with the Technical bid.

(b)In the case of un-qualified tenders, the EMD shall be returned without interest only after the finalisation of the tender process. The EMD of the successful tenderer shall be retained as security deposit throughout the period of contract and shall be returned only on expiry of contract without interest.

(c)The rates quoted shall be valid for a minimum period of 3 months commencing from the date of opening of the tender.

(d)Incomplete tenders shall be summarily rejected without any notice or intimation.

(e)Photocopy of all certificates of registration with concerned authorities such as Min. of Labour, EPF, ESI, GST, PAN, etc. should be enclosed with the Technical bid.