Tender Form for catering services at IRT Panchkula
Sealed tenders separately for each item of work as specified below are invited from the interested reputed, resourceful and experienced caterers possessing relevant record of providing unblemished catering services in a medium size reputed organization or Govt. Organisation or reputed Staff Training College/Centre of a Bank and having a complement of minimum 6 to 7 (six to seven) persons on their pay roll for providing the undernoted services at Allahabad Bank, Institute of Research & Training, P-15, Sector – 14, Panchkula 134113.
Item No. / Nature of Work1 / Catering Services
Interested parties may collect Tender Form(s) containing the broad terms and conditions, etc. from the office of the Assistant General Manager & Principal, Allahabad Bank, IRT, Panchkula at the above address during the working hours on any weekdays except Sundays, Second and Fourth Saturdays of the month & holidays between 10.00 a.m. to 5.00 p.m. from 28.03.2016 to 27.04.2016. The Tender forms will be available on the Bank’s website
The last date for submission of the Tender Form(s) duly filled in and complete in all respects will be 28.04.2016 upto 12.00 noon in sealed covers separately for Technical bid and Commercial bid super scribing the envelop "TENDER FOR CATERING SERVICES (TECHNICAL or COMMERCIAL)" as applicable. The completed tender form (Technical/Bid) should accompany a non-refundable bank draft for Rs.1000/= in favour of Allahabad Bank towards cost and processing of tender document.
The Bank reserves the right to accept / reject any or all the offers without assigning any reason whatsoever at any stage.
Assistant General Manager.
BROAD TERMS AND CONDITIONS OF SPECIALISED CATERING SERVICES TO BE RENDERED
1.The caterer/contractor should possess relevant record of providingunblemished catering services in a medium size organization including Bank, Govt., and Reputed Staff Training Colleges and having a complement of minimum of 6 to 7 persons on their pay roll and the list of persons should include the name of the caterer himself / herself to ensure their continuous presence at the kitchen / serving area. The contractor will have to produce certificate(s) to this effect from organization (s) for having satisfactory / unblemished work experience. {as per point no. 6 of Tender Form ( Technical)}.
2.The contractor should be invariably present at the hostel / kitchen / dining area on all working days without fail, to ensure uninterrupted services to the hostellers. Hence, small or medium enterprises under sole proprietorship would be ideal for the job.
3.Rough estimate as to the size of operations, we furnish some details of last 2-3 years.
3.1Hostel Size – 48 beds.
3.2Number of weeks when regular trainings will be conducted – 40 weeks of 5 or 6 days each, (Second and Fourth Saturdays are Holidays every month)in a year and during the rest of 12 weeks only sporadic schedules may run.
3.3Capacity utilization during the last 2 years – 60% average. (Ranging from as low as 18 participants in many weeks).
3.4Faculty members, presently 4 in number, will dine in the afternoons and their expenditure will be borne by the bank at rates arrived in this tender. Even when the training sessions are not conducted, faculty members will have to be supplied Lunch in the afternoons and Tea in Mid Mornings and Mid Afternoons.
3.5Catering bills for regular training are estimated to be in the range of Rs 12.00 lacs as per the previous year expenditures.
4.The contractor is required to quote on consolidated basis for catering services for vegetarian and non-vegetarian. i.e. they should not quote separately for vegetarian and Non- vegetarian dishes.
5.The bidder shall submit Technical Bid separately and Commercial bid separately in two sealed envelopes. Commercial Bid if found “open” along with Technical bid will be summarily rejected.
6.Commercial bids of ONLY those contractors will be opened who qualify in the Technical bids.
7.In case the lowest rate (L1) quoted by two or more bidders is same / equal, then winner will be selected based on Technical Bid qualifications and/or any other criterion to be fixed by the Bank in such eventualities.
8.The Contractor shall procure, prepare, arrange and cater fresh food and beverages every day and serve the same to the participants / guests at the College premises.
9.The Contractor shall serve the following items of food & beverages as per the bank's choice to the available participants / guests –
9.1) Morning bed tea – to be prepared and supplied in thermos flasks at the doorstep of each living room at 6-30 am on every day.
9.2) Breakfast (Veg / non-Veg): One Banana (above 6 inches) with Cornflakes 40 gms. and Undiluted Milk 250 mls. and Tea /Coffee common for all, with
9.3) 4 large slices/ toasts with Amul butter sachet and jam and 2 eggs to order / 2 vegetable cutlet, or
- 2 stuffed parathas / 6 puri with sabji, and Thick Curd 200 gms. with Branded sauces / pickles, or
- South Indian Dishes ( 4 idly / 4 vada/ 2 uttapam/ 2dosa with sambar & chatni) and Thick Curd 200 gms
- ) Mid Morning tea / coffee (with 2 standard quality biscuits)
- ) Lunch (Veg / Non Veg)
Lunch : Veg : (1)Appetiser / Soup, (2) rice (Basmati) / pulao / Fried rice, (3) Nan / chapati / tandoori roti / Puri, (4) dal-50gm (Arhar/Mung/ chana/ masoor etc) (5) special dish:- Verka/ Amul quality paneer/mushroom etc. (125gms), (6) seasonal vegetables sabzi (7) curd (Thick 100 gms.)/ raita, (8) Branded pickle, (9) Branded papad, (10)Sweet dish(50 gms)/ seasonal fruits (150gms) / ice-cream (Amul/Kwality) and (11)salad (seasonal).
Lunch : Non-Veg (1)Appetiser / Soup, (2) rice (Basmati) / pulao / Fried rice, (3) Nan / chapati / tandoori roti / Puri, (4) dal-50gm (Arhar/Mung/ chana/ masoor etc) (5) special dish:- Fish / Mutton / Chicken (100 gms) /Egg Curry (two eggs), (6) seasonal vegetables sabzi (7) curd (100 gms.)/ raita, (8) Branded pickle, (9)Branded papad, (10) sweet dish(50 gms)/ seasonal fruits (150gms) / ice-cream (Amul/Kwality) and (11)salad (seasonal).
9.6) Mid Afternoon tea / coffee (with 2 standard quality biscuits)
9.7) Evening Tea / Coffee with snacks (Veg. sandwich,Pakora / Samosa/Veg.Chop,etc.) (200gms)
9.8 ) Dinner – Veg Only:Same as mentioned in Lunch Menu except (5) special dish: as listed in lunch menu,but no repetition of lunch menu items.
9.9Weekly alternative menus will be decided by the college
Only packed and sealed spices / sauces/ condiments/ pickles, etc. with Agmark/Food quality certified to be used viz.:
- Spices : Catch/ MDH/ Everest or its equivalent
- Papad : Lijjat or its equivalent
- Butter : Amul / Britannia or its equivalent
- Atta : Whole wheat atta - Pilsburry, Kissan, Annapurna, Saktibhog or its equivalent
- Biscuit : Britannia / Parle or its equivalent
- Milk and Dahi : Undiluted Verka / Vita Dairy /Amul / Mother Dairy or its equivalent.
- Cooking medium:Refined Sunflower Oil or Groud-nut Oil: Dhara / Ginni / Saffola or its equivalent.
- Bread : Britannia / Modern or its equivalent
- Sauces / Pickles : Kissan / Maggi / Mother's Choice or its equivalent.
Both the vegetarian and non-vegetarian meals will be served according to the menu to be prepared on a weekly basis and approved by the College, a copy of which would be displayed in the Dining Hall.Any deviation from the approved menu will attract a penalty of Rs.100/- per occasion.
10.Provided further that, if during the programme, the number of participants is less than the nominated one, the College will not pay to the Contractor any extra charges. Payments will be based on actual participants’ check-in and check-out timings.
11.The Contractor will claim extra charges on a-la-carte / prorata basis as per breakfast / lunch / dinner rates fixed, as approved, when dignitaries / Senior Management officials/Guest faculties along with faculty members join the participants at tea / lunch / dinner etc.
12.For early departure / late arrival or absence of participants from the programme, the Contractor shall not claim any extra charges for such number of participants and claims should be done on actual consumption basis. A participant reporting earlier or departing later shall be charged by the Contractor accordingly as per the meals taken and break up of charges.
13.TERMS OF PAYMENTS: In consideration of services to be rendered by the Contractor, the charges for catering as agreed shall be paid on monthly / fortnightly basis subject to production of bills/vouchers etc to the satisfaction of the College. The charges / payments shall be at the rate as agreed upon (exclusive of all taxes but inclusive of all charges like service charges, etc.) per/day per/participant during the training days on daily actual consumption per/participation basis. Linking days between two courses (e.g. Sunday etc. falling between Saturday the last day of the course and Monday the first day of a new course) will be treated as gap days. Similarly if during currency of programme, all trainees do not take food on any day for their outings/field visits, holidays etc., such a day will be treated as a gap day. The Contractor will be reimbursed for minimum 6 trainees in case the attendance at any meal during the training programme is less than 6 and also for gap day(s) as mentioned above and on other dayswhen there are no training programmes.
14.The period of contract will be for two years which may be reviewed thereafter for further renewal or otherwise.
15.The Contractor shall obtain necessary license, permit, consent, sanction, etc from the competent authority as may be required or called for by local or any other authority for doing such work. The Contractor shall comply with all applicable laws, rules and regulations in force.
16.The Contractor shall bear all taxes, rates, charges, fees, levies or claims, whatsoever, as may be imposed by the State, Central Government or any local body or authority. The Contractor shall furnish such proof of payment of compliance or the obligations including registration certificates,service Tax Registration, receipts, licenses, clearance certificates etc. as may be required by the StaffTrainingCollege from time to time.
17.The Contractor shall keep the Bank indemnified against all the claims and liabilities or any legal requirements. The contractor shall comply with all applicable laws, rules & responsibilities in force from time to time.
18.The Contractor shall devote his full attention to the work of purchases, preparations, supply and service of food and beverages and shall discharge his duties / obligations under this agreement most diligently and honestly.
19.The Contractor shall provide summer and winter uniforms, shoes, etc. to his staff engaged for the above services, as per Bank's specification at his own cost and expenses and all the staff will wear the same in clean condition while on duty. The Contractor shall further ensure that the waiters are in uniform whenever in service and in case of default in this regard, a penalty of Rs.25/- per occasion would be imposed on the Contractor. The Contractor shall engage the services of only able, efficient, healthy, honest, and well behaved persons for cooking, catering, cleaning etc., at his cost and responsibility in the conduct of catering services, who shall be considered, for all legal and contractual purpose, as the employees of the Contractor himself. The contractor will provide necessary identity & address proof for the staff engaged.
20.The Contractor will pay salary, allowances, compensation, etc. to his employees as per rule under Minimum Wage Actetc. at his end and the Bank will not be responsible for payment of anything to the employee of the caterer / Contractor.
21.In case the Contractor or any of his employees fails to fulfill his/their obligations for any day or any number of days to the satisfaction of the College for any reason whatsoever, the Contractor shall pay by way of liquidated damages to be decided by the Bank for the entire number of such days and the College, without prejudice to its other rights and remedies, shall be entitled to deduct such damages from the moneys, if any, payable by it to the Contractor.
22.The Contractor will always be present in the dining hall during service of breakfast, lunch and dinner and at pre-lunch, tea/coffee breaks. Hot bed tea will be served in the rooms and breakfast, lunch and dinner will be served in the dining hall. Appropriate meals will be served to the sick persons in their respective rooms.
23.The College shall have full rights and shall be at liberty to refuse to accept the services of any of the items of the food & beverages. In case of refusal by the College or by the trainees collectively not to take the meals or any dish due to meagre quantity or poor quality of eatables/ or due to any other convincing reason(s) for which the Contractor is responsible according to the agreement, and after an investigation by the catering committee of the College and Principal and conclusion that the contractor is responsible, a penalty of Rs.200/- per shortage or poor quality of any item of meal /dish and Rs.1000/- for mass walkout or boycott by the trainees, per occasion would be imposed on the Contractor. After two such penalties the Contractor may be served with the notice according to the provisions of the agreement for termination of the contract.
24.Penalties will also be levied based on the feed-back forms written / online submitted by the participants at the end of each course. ‘Poor’ rating from a participant will attract a penalty of Rs.100 per participant, covering the total length of the course duration. i.e., if 2 participants in a batch give “poor” remark, a total of Rs.200 will be deducted from the week’s bill.
25.The Contractor will maintain its gadgets & equipments, etc. in good working condition with all safety measures at his own cost and expenses.
26.Bank will provide some plates, drinking water glasses, spoons, forks, table service bowls, soup bowls, tea/coffee cups etc. and other utensils and cutlery used in the kitchen / dining hall. However, the contractor will be responsible for arranging any other utensils that are required and their proper upkeep, regular maintenanceand replacement of all the items including those provided by the Bank.The contractor shall returnallarticles provided by the Bank, in similar conditionas received, on expiry of the contract (by completion of the contract period or termination of the same due to any reason whatsoever).
27.The Principal / officials / faculties of the College will test and taste the food & beverages, ingredients to keep a check on the quality of food & beverages being prepared and supplied any time they consider necessary / advisable and no payments will be made by the College for the items rejected or substandard food and beverages served by the Contractor.In case any insect/cockroach is found in the food a penalty of Rs.1000/- per occurrencewould be imposed on the Contractor. The Principal of the College shall be the sole authority to decide and judge the quality of services rendered by the Contractor and all other matters and his decision shall be final & binding.
28.The Contractor shall not assign or sub-contract thecontract to other parties. In case of violation/contravention of any of the terms and conditions mentioned herein, the Bank reserves the right to terminate this agreement forthwith without giving any notice to the Contractor and without prejudice to its right to recover damages and other charges / cost to the Bank/ STC from amount payable to him or otherwise.
29.The Contractor shall pay a security deposit equivalent to 10% of the annual approximate cost of contract as per the approved rate or a performance guarantee for a similar amount in lieu thereof from a bank acceptable to the College prior to commencement of service under this agreement. The College shall be entitled to adjust or appropriate the said security deposit or the proceeds of guarantee towards loss or damage caused by the Contractor or his employees or the amount of value of shortage or breakage or damage in the crockery and any other item entrusted to or caused to other assets of the College by the contractor or his employees or any other liability of the Contractor. The security deposit that may be made with the StaffTrainingCollege shall not carry any interest.
30.The Contractor shall maintain good standards and the quality of food & beverages as indicated above and also to ensure that the ingredients used are standard and as approved by the College.
31.The day-to-day cleanliness and maintenance of the canteen / kitchen/ pantry / dining room will be the exclusive responsibility of the Contractor. The number of persons to be provided by the Contractor per day should not be less than 6 (six). In case of emergency/eventuality the contractor should arrange additional/ replacement manpower. In case it is found that the cooks/bearers engaged are less than agreed on any day, a penalty of Rs.200/- per day per cook/bearer would be imposed and deducted from the caterer and the Principal shall be the exclusive authority in the matter.
32.The quality of ingredients used in preparation of the food and beverages etc. shall be of high standard as indicated above and subject to the approval of the College.