Tender No. RTI/MUM/Tend./3/Security/2017-18Date:17/08/2017

Sub: Tender for Security Services at Regional Training Institute, C-2,
GN Block, Behind Asian Heart Institute, Bandra Kurla Complex,
Bandra (East), Mumbai -51.

  1. Principal Director, Regional Training Institute, Mumbai (RTI), C-2, GN Block, Behind Asian Heart Institute, Bandra Kurla Complex, Bandra (East), Mumbai 51 invites sealed tenders for the captioned work in two bid system from reputed Companies/firms having good track record and at least 5 years experience in providing Security Services to Government Organisations/Public Sector Undertakings/Public Sector Banks.
  2. The issue and receipt of tender document will be as under:
  3. Date of issue of Tender forms from 28.08.2017 10.00 hrs to 16.00 hrs04.09.2017
  4. Pre-bid Conference shall be held in the office of the undersigned at 11.30 hrs on 05.09.2017 to clarify any points that the intending tenderers may have regarding the tender
  5. Last date of receipt of tendersincluding Earnest MoneyDeposit,Technical Bid and the Price Bid up to 15.00 hrs. on 08.09.2017
  6. Date of opening of technical bid in the office of undersigned at 15.30 hrs on 13.09.2017.

The completed tender document shall be submitted to the office of the undersigned on the following address:

Sr. Administrative Officer

Regional Training Institute,

C-2, GN Block,

Behind Asian Heart Institute,

Bandra Kurla Complex,

Bandra (East), Mumbai 51.

Upto 1500 hrs. on the last date receipt of tender i.e. 08.09.2017

  1. Earnest Money Deposit (EMD) of Rs 75,000/- (Rupees Seventy Five Thousand only) in the form of Demand Draft/Pay Order in favour of Pay & Accounts Officer, O/o the Prl. Accountant General (A&E) I, Maharashtra, Mumbai must accompany the tender. Cheques for EMD will not be accepted.
  1. Tenders of the contractors, who do not deposit the EMD in the above manner, are liable to be rejected. The tenders not accompanied with EMD shall be summarily rejected.
  1. The EMD so deposited will be held by RTI without interest as security deposit for due fulfillment of contract for period of one year in case of the successful contractors. The same will be returned to the contractor after satisfactory rendering of services for the contract period.
  2. EMD will be forfeited in case the contractor fails to commence the work awarded to him within the prescribed time limit
  1. The Employer is not liable to pay any interest on the EMD. The EMD of the unsuccessful tenderers will be refunded without any interest onlyafter the decision to award the work is taken or after the expiry of the validity period 30 days of the tender whichever is later.
  1. The EMD, which will be treated as security deposit (on award of contract of the successful tenderer) will be forfeited, if he fails to comply with any of the conditions of the contract. This amount partly or fully may be forfeited in case of damage to RTI’s property.
  1. Mode of Submission of Tender

Tenders are required to be submitted in three separate sealed envelopes, each containing as under:

i)First envelope - Earnest Money Deposit in prescribed manner.

ii)Second envelope - Volume I (Technical bid).

iii)Third envelope - Volume II (Price bid).

All the above three sealed envelope, marked “Earnest Money DepositOnly “, “ Technical Bid Only “ and “Price Bid Only” respectively, shall then be placed in another sealed envelope and submitted to the office undersigned up to 1500 hrs. on the last date of receipt of tender i.e. 08.09.2017.The name of work, the name and mailing address of Tenderer and the contents of the envelope shall be clearly mentioned on the sealed outer envelope.

The envelope marked ‘Price bid Only’ should contain

i)Rates quoted on monthly basis

(*Rates applicable underthe State Govt.would be considered for the Price Bid)

ii)Break-up of ratesin the format given in AnnexureI

  1. RTI discourages stipulation of any conditions by the tenderers. In case any tenderer needs any clarification on any issue he may do so during the pre-bid meeting scheduled with all the tenderers before submission of the tender.
  2. The tenderer shall withdraw all his conditions, which are not acceptable to RTI, Mumbai and quote their rate/s accordingly based on the conditions accepted/ rejected by RTI, Mumbai during the pre-bid meeting
  3. On the date stipulated for opening of tenders, the tender opening committee shall first open the first envelope superscribed “Earnest Money Deposit Only”,Thereafter, the second envelope superscribed “Technical bid only” shall be opened, on the same day, in the presence of the intending tenderers or their authorized representatives.
  4. Technical Bid will be evaluated on the basis of Annexure –I. Price Bid will be opened in respect of those who will fulfill the evaluation of Technical Bid.
  5. The scrutiny and evaluation of technical bids shall be done by RTI and necessary clarification/ additional information, if any, as required and sought by RTI, Mumbai from the tenderers shall be furnished by the tenderers within the stipulated time as communicated to them. Non-response by the tenderer within the stipulated period shall render their tender liable for rejection
  6. The contractor shall submit a certified copy of Power of Attorney in the name of person who has signed the tender document along with the technical bid of the tender document.
  7. RTI is not bound to accept the lowest or any other tender and reserves the authority to reject any or all the tenders received without assignment of any reasons. All tenders in which any of the prescribed condition is not fulfilled or which include any additional condition by the tenderer shall be
    summarily rejected.
  8. RTI reserves the right to reject a tender if data given therein is inconsistent or irreconcilable.
  9. Rates quoted shall remain the same throughout the period of contract. All taxes including GST etc. prevailing at the time of submission of tender (price bid) in respect of this contract shall be included by the contractor in his quoted rate/s and RTI will not be liable for any additional claim whatsoever in this respect during the period of contract, if the statutory payment structure remains unchanged. However, any increase in tax rates or additional taxes levied by the Government of statutory authorities after the date of submission of tender (price bid) will be borne by RTI to the extent of such increase/additional levy.

ANNEXURE – I

REQUIREMENT / EVIDENCE
1. / Having a turnover of Rs. 2 crore or more. / i) Certified copy of Balance Sheet and
Profit &Loss A/c. of last 3 years.
ii) Income Tax Returns for last 3 years
2. / Number of Guards / Having minimum 100 Security Guards on Roll(Copy of Pay roll)
3. / Licence / Current Licence copy from State Controlling Authority (Labour Department)
4. / Registration of Service Tax/GST / Service Tax Registration Number/GST
5. / Registration / i) Copy of Certificate of Registration
under Sec.69 of Finance Act, 1994
ii) EPF Registration Number
iii) Pan/Tan Registration Number
iv) ESIC Registration Number
v) PASARA Act Registration Number

TENDER FORM

TO

Sr.Administrative Officer

Regional Training Institute,

C-2, GN Block,

Behind Asian Heart Institute,

Bandra Kurla Complex,

Bandra (East),

Mumbai No.400 051.

Dear Sir,

1.Having inspected the site, scope of work etc. relating to the work specified and having acquired the requisite information relating to and thereto affecting the tender, I/ We hereby offer to undertake the job specified for the duration specified in the said memorandum at the rate/s mentioned in the attached Price Bid and in accordance with the requirement of the work in all respects, scope of work and instructions in writing referred to in the Articles of Agreement as specified and required for, by and in all respect in accordance with such conditions so far as they may be applicable.

2.I/We hereby tender for carrying out the work specified, for the Regional Training Institute, Mumbai (IA&AD) in accordance with the instructions in writing referred to and as explained during the pre bid meeting, by and in all respects in accordance with, such conditions so far as applicable

3.We agree to keep the tender open for thirty (30) days from the due date of opening of tenders (price bid)

4.A sum of Rs 75,000/- ( Rupees Seventy Five Thousand only) is hereby forwarded by Demand Draft/ Pay Order of a Scheduled Bank/Nationalised Bank as EMD as per the details mentioned below:

i)Demand Draft / Pay Order no.______

ii)Date

iii)Name of Bank

iv)Address of Bank

v)Validity of Bank Guarantee/Demand Draft

Amount ______

If/we, fail to take up the work as per the time specified, if awarded to me/us, I/we agree that RTI shall without prejudice to any other right or remedy, be at liberty to forfeit the said EMD absolutely. Otherwise the said EMD shall be retained by RTI till the work is carried out. The EMD will be refunded to the tenderer after the expiry of the original contract period or extended contract period based on mutually acceptable terms as the case may be.

5.We are aware that we are being considered for providing Security services to Regional Training Institute,located at C-2, GN Block, Behind Asian Heart Institute, Bandra Kurla complex, Bandra (East), Mumbai No. 51.

6.The job role include executing and reporting all works related to Security services under single point responsibility to the full satisfaction of RTI.

7.The contract period will be for one year commencing form 1st day of the month succeeding the month in which work order is issued or otherwise intimated with a minimum time gap of 10 days from the date of issue of work order, whichever is earlier

8.Should this tender be accepted I/We hereby agree to confirm and to abide by and fulfill the terms and conditions of contract so far as they may be applicable and in default whereof, authorize RTI to forfeit and pay to RTI, the amount of Earnest Money Deposit mentioned in the contract.

9.I/We have deposited a sum of Rs.75,000/- as Earnest Deposit with RTI which will not bear any interest, Should I/We fail to perform the terms of the contract when awarded, I/We do hereby agree that this sum shall be forfeited by RTI

10.I/We hereby declare that I/We shall treat the tender document as secret/ confidential documents and shall not communicate information/ derived there from to any person other than a person to whom I/We am/ are authorized to communicate the same or use the information in any manner prejudicial to the safety of RTI.

Yours Faithfully,

Signature of the Tenderer/ Security Services Contractor

GENERAL RULES AND DIRECTIONS

1.Tenders will be opened in the presence of any intending contractor who may be present at the time of scheduled date & time of opening of tenders

  1. Rates quoted should be given both in figures and words and shall be accurately filled in so that there is no discrepancy in the rates written in figures and words. Taxes/Rates applicable on the date of issue of this tender should be quoted.
  2. All rate/s shall be quoted in proper form of price Bid
  3. The Security Agency must comply with the all the statutory requirements before submitting quotations viz.,

a) Provident Fund Registration b) Professional Tax Registrations c) ESIC Registrations

d) PAN

e.)Certificate of Registration under Section 69 of the Finance Act,1994(32 of 1994)

f) Registrations as per Maharashtra Private Security Guards (Regulation of
Employment and Welfare Act, 1981)

g) PASARA Act Registration No..

  1. The Security Agency should be either a registered company or a registered partnership firm reputed for providing Security guards.
  2. Security Agency should have on its roll minimum 100 Security Guards at any time during the last three years.
  3. Security Agencies should have their own arrangement for training their guards
  4. Average annual turnover of the agency in the last three years should not be less than rupees two crore.
  5. The Security Agency shall submit proof of documents along with the Tender and agencies not conforming to any of these parameters will not be considered
  6. The entire set of tender paper issued to the tenderer should be submitted signed on the tender form as well as on the last page with initials on every page. Initials and signature will indicate the acceptance of the tender conditions by the tenderer.
  7. It is obligatory on the part of the tenderer to sign the tender documents and that, after the work is awarded, he will have to enter into an agreement with RTI
  8. On acceptance of the tender, the name(s) of the accredited representatives (s) of the tenderer who would be responsible for taking instructions from the Employer shall be communicated in writing by the tenderer to the Employer.
  9. Successful tenderer shall be required to obtain a Performance Security Bank Guarantee in the format enclosed at Section III for an amount equal to 7 % of the total tender value for FOURTEEN months and execute an agreement in non-judicial stamp paper of Rs 100/- (Rupees One Hundred only) in the format prescribed. The cost of the stamp paper is to be borne by the contractor and he shall be bound by the terms and conditions in the agreement which in turn will be the same terms and conditions as mentioned in the tender document.
  10. The contractor shall be bound to follow all the labour legislations of Private Security Agencies (Regulation Act-2005), Minimum Wages Act, Payment of Gratuity Act, Maharashtra Private Security Guards (Regulation of Employment & Welfare) Act, 1981, Workmen Compensation Act, Industrial Disputes Act, Factories Act, Contract Labour (Regulation & Abolition Act), Employees State Insurance Act, Employees Provident Fund Act, Payment of Bonus Act etc amended from time to time. If he fails to do so, his failure will be a breach of the contract and Employer may in his discretion without prejudice to any other right or remedy available in law cancel the contract. The contractor shall also be liable for any pecuniary liability arising on account of any violation by him of the provision of the said Act.

DEPLOYMENT SCHEDULE FOR SECURITY PERSONNEL

Security Supervisor: 3 Nos.

Duty time/Shifts

1st Shift 07.00 hours to 15.00 hours-1No.

2nd Shift 15.00 hours to 23.00 hours-1No.

3rd Shift 23.00 hours to 07.00 hours-1No.

The Security Supervisors should possess minimum educational qualification of HSC, in addition to other qualification laid down for Security Guards.

They should have good knowledge of operating CCTV System

They should be Ex-Servicemen not below the rank of Havaldar/Naik or Ex- Policeman not below the rank of Head Constable. Copy of Discharge Certificate/PPO should be submitted to RTI.

Should have good knowledge of Security Systems and be able to control movement of goods, personnel and transport.

He should ensure attendance of the guards daily.

Should be well versed in fire fighting, disaster management and be able to advise and train security guards deployed on matters relating to first aid, fire fighting and security.

He should take periodical regular rounds in and around premises. Remaining time Security Supervisor should be available in the Reception.

He will have the overall responsibility for security of the RTI premises.

Security Guards: 9 Nos.

Duty Time /Shifts:

1st Shift 07.00 hours to 15.00 hours-3Nos

2nd Shift 15.00 hours to 23.00 hours-3Nos.

3rd Shift 23.00 hours to 07.00 hours-3Nos.

Deployment schedule of security guards is as under:

Gate (Right): 1 in each shift

Gate (Left): 1in each shift

Hostel entrance:: 1 in each shift

In every shift there should be at least one supervisor/guard who has completed basic fire fighting training course conducted by a recognized institute. Certificate in this regard should be submitted to RTI.

SPECIFIC CONDITIONS OF CONTRACT

  1. The contractor shall engage experienced smart, disciplined, intelligent and hard working persons, having age not above 50 years, with good health and sound mind, retired/released from combat duties, trained in First Aid and Fire Fighting who can read Hindi/English/Marathi for guarding the material/ property, etc. in the RTI Premises on round-the-clock basis.
  2. In every shift there should be at least one supervisor/guard who has completed basic fire fighting training course conducted by a recognized institute. Certificate in this regard should be submitted to RTI for verification
  3. The contractor shall not assign, sub contract or subject the whole or any part of the works covered by the contract or any benefit thereof.
  4. RTI shall have the powers to issue necessary instructions covering discipline, decorum, work performance/safety, etc. to the persons engaged through the Contractor and the person engaged shall ensure compliance with all such instructions strictly. It shall be the duty of the Contractor to provide personal supervision and direction to his employee/workmen for the performance of work undertaken under the contract and to ensure compliance of all instructions given by the Administrative Officer/RTI
  5. The Contractor shall ensure that the personnel employed by him are the persons of high integrity. Their Bio-data/credentials should be got verified with reference to pending police cases, if any, before appointment. In case of any doubt about the integrity, behaviour or discipline of the personnel of the Contractor employed for the purpose of rendering this contract, the organization shall have absolute right to direct the contractor to remove such person/persons from attending work at the premises of the organization and the contractor shall abide by such instructions immediately and in any case not later than 24 hours.
  6. The employees of the Contractor shall wear proper uniform while on duty. It shall be the responsibility of the Contractor to provide his personnel, at his own cost, necessary uniform, belts, caps, shoes, rain-coats, gum-boots, torches, cell, whistles, lathi and other equipment for discharging their duties. All safety Rules and Regulations shall be observed by the persons engaged under this contract.
  7. The Contractor shall issue Identity Card to each personnel engaged for rendering the services under this contract and also furnish the details of personnel like name, permanent residential address, Identity mark, age, signature, qualification, etc. along with an attested photograph to the organization.
  8. The contractor shall ensure surprise night checks at least once a week by a high ranking officer of the agency to ascertain whether its personnel are on constant duty and report the same to Administrative Officer/RTI.
  9. The contractor shall conduct Evacuation fire mock drills once in six months in the presence of RTI officials and submit a report to Administration.
  10. For the Casual/Planned absence of the personnel, no post should remain vacant and suitable replacement to RTI shall be provided.