Price of Tender Document: Rs.500/-

 

Tender Sr. No. _____________

 

 

 

 

 

 

TENDER DOCUMENT

for

FACILITY MANAGEMENT SERVICES

 

 

 

at

 

 

PUSHPA GUJRAL SCIENCE CITY

JALANDHAR-KAPURTHALA ROAD

KAPURTHALA

 

 

 

This Tender Document contains 13 pages.

 

Sub: Pre-bid Meeting -- Tuesday, 08.07.2008 at 11.30 am.

 

Dear Sirs,

Please refer to your communication regarding Expression of Interest for Facility Management Services (Security Services, Housekeeping Services and Horticulture Services) at Pushpa Gujral Science City, Kapurthala.

Your Agency has been shortlisted for the above said job.

The Tender Document has been put on PGSC website www.pgsciencecity.org which can be downloaded. The cost of the Tender Document is Rs.500/-, which can be deposited at the time of pre-bid meeting.

Pre-bid meeting will be held at 11.30 AM on 08.07.2008 at Pushpa Gujral Science City, SCO 60-61, 3rd Floor, Sector 34-A, Chandigarh. The purpose of the pre-bid meeting is to harmonize the terms and conditions of the tender.

You are advised to visit the Science City Complex on Jalandhar-Kapurthala Road by fixing an appointment with its Director on telephone No. 01822-501963-64, 9888918777 (M) and make your own assessment for manpower requirements of the Security Services/Housekeeping Services/ Horticulture Services and present your views on requirements in the pre-bid meeting.

 

 

Administrative Officer

 

 

SCHEDULE

 

1.

Date of issue of Tender Document

:

26.06.2008

2.

Pre-bid Meeting

:

08.07.2008 at 11.30 AM

3.

Last date of receipt of Tender Document

:

18.07.2008 upto 3.00 PM

4.

Date of Opening of the Tender Document

:

18.07.2008 at 3.30 PM

5.

Submission of Tender Document to

:

Administrative Officer,

Pushpa Gujral Science City,

SCO 60-61, 3rd Floor,

Sector 34-A, Chandigarh

Ph: 0172-5077073, 2603183

Fax: 0172-2612914

6.

Place of Opening of the Tender Document

:

Pushpa Gujral Science City,

SCO 60-61, 3rd Floor,

Sector 34-A, Chandigarh

 

 

 

 

TENDER DOCUMENT FOR PROVIDING

FACILITY MANAGEMENT SERVICES IN PUSHPA GUJRAL SCIENCE CITY, KAPURTHALA

A. ELIGIBILITY CONDITIONS

  1. An Agency having experience in Security Services, Housekeeping and Horticulture Services with minimum annual turnover of Rs. 5 Crores or above in any one year during the preceding three financial years ending 31.03.2008.

  2. The Tenderer should be registered with the Competent Authority for providing such services and should have PAN/TAN number, Sale Tax / Service Tax No. / License from Labour Department/EPF/ESI A/c. No. etc

  3. The Tenderer shall have well-established office in the region preferably in Punjab or Chandigarh.

  4. The Tenderer should not have been blacklisted by any Govt., Semi-Govt., Deptt. or any other organization.

B. EARNEST MONEY DEPOSIT

  1. An Earnest Money Deposit of Rs. 75,000/- (Rupees Seventy Five Thousand Only) in the form of Demand Draft drawn in favour of ‘Director General, PGSC’ payable at ‘Chandigarh’ should be submitted along with the Tender. Tender without Earnest Money will not be considered and rejected outrightly.

  2. The Earnest Money Deposit of unsuccessful Tenderers will be returned after finalization of the contract. No interest shall be paid on the E.M.D.

    1. SECURITY DEPOSIT

  1. The Agency / Contractor should execute Performance bank Guarantee / DD against Security Deposit equivalent to 10 % of the Order Value for a period of 12 months from the date for work order and to be submitted before the first month service bill. DD amount will not bear any interest.

  2. 100 % payment for the 1st Month will be made on submission of an unconditional Bank Guarantee / DD towards Security Deposit 10% of the Order Value and compliance of other statutory provisions viz. EPF, ESI, payment of wages etc. The claim period for the Performance Bank Guarantee shall be up to sixty (60) days after the completion of the Contract period.

  1. The EMD of successful tenderer will be adjusted towards the security deposit, which is refundable / adjustable as per terms of tender without interest.

  2. The Security Deposit (only Principal amount) will be refunded on the completion of the contract without any interest payable on it.

 

D. CHECKLIST OF DOCUMENTS

  1. The ‘Financial Bid’ shall be submitted in the respective Forms as provided in this document and sealed in separate covers duly marked as Financial Bid.

  2. Every page of Tender document should be signed by the Tenderer with seal.

  3. Letter of authorization of the person signing the documents/ bids from the company/ firm empowering him/her to sign the documents on behalf of company/ firm shall be enclosed with the tenders.

E. SUBMISSION & OPENING OF TENDERS

  1. Tenders will be received by the Administrative Officer, Pushpa Gujral Science City, SCO 60-61, 3rd Floor, Chandigarh on or before 18.07.2008 up to 3.00 p.m.

  2. Tenders shall have to be submitted in prescribed form as per tender document in two separate parts viz. EMD and Financial Bid separately and both the sealed envelopes be put in a bigger one superscribed as "Tender for Facility Management Services for PGSC Kapurthala". Financial bids of the agencies will be opened only if EMD of the respective agencies is found in order.

  3. The tenders shall have to be submitted at Pushpa Gujral Science City, SCO 60-61, 3rd Floor, Sector 34-A, Chandigarh

  4. Tender will be opened at 3.30 PM on 18.07.2008 in the presence of Tenderers, if any.

  5. The right of rejection of any tender, without assigning any reason whatsoever, is reserved with the Director General, PGSC.

  6. Any enquiry after submission of tender will not be entertained. Before submitting the tender, the Tenderer must ensure that they satisfy all the eligibility conditions to avoid rejection of their tender.

  7. The Agency submitting the Tender would be presumed to have considered and accepted all the terms & conditions of the tender. No enquiry, whatsoever, verbal or written, shall be entertained in respect of acceptance and or rejection of tender.

  8. Pre-bid meeting will be held at 11.30 AM on 08.07.2008 at Pushpa Gujral Science City, SCO 60-61, 3rd Floor, Sector 34-A, Chandigarh. The purpose of the pre-bid meeting is to harmonize the terms and conditions of the tender.

  9. Tenderer are advised to carry out survey of the PGSC, Kapurthala before quoting so as to fully acquaint themselves of the conditions on ground and PGSC’s requirements. You are advised to visit the Science City Complex on Jalandhar-Kapurthala Road by fixing an appointment with its Director on telephone No. 01822-501963-64, 9888918777 (M) and make your own assessment for manpower requirements of the Security Services/Housekeeping Services/ Horticulture Services and present your views on requirements in the pre-bid meeting.

  10. PGSC shall not provide any residential accommodation to any personnel employed by the agency. No cooking or lodging shall be allowed in the PGSC campus for the staff engaged by the agency.

  11. PGSC shall not be responsible financially or otherwise for any injury to the person engaged by the agency caused in the course of performing any duty / function under the contract. This liability shall solely be of the tenderer.

  12. The Agency shall be fully responsible for providing the above said Services to the PGSC and the agency or the personnel deployed by the agency shall work under overall supervision and direction of the Director / Management of the Science City. The agency shall follow instructions from the Director or any such Officer so authorized by him to carry out for the purpose of the security, Housekeeping & Horticulture etc. of the PGSC.

F. SCOPE OF WORK OF SECURITY SERVICES

The Agency shall be responsible for maintaining the overall aspects of all the premises of the Science City and shall do all acts necessary:

    1. to ensure that no unauthorized person gains assess to the premises;

    2. to ensure that no theft or pilferage takes place on the premises;

    3. to check / prevent the visitors from theft / mishandling of exhibits / parts of exhibits;

    4. to check / prevent and control any disturbance or nuisance in and around the premises;

    5. to prevent any untoward happenings, loss or damage to Science City property;

    6. to regulate / control the visitors and material in the premises as per instructions by the PGSC authorities from time to time;

    7. to carry out round the clock patrolling of the premises perimeter;

    8. to help in fire fighting and ensure that the fire fighting equipment is in the designated place and is in proper working condition at all times and using the fire fighting equipment in case of exigency;

    9. to ensure that security personnel have knowledge of administering First Aid, if such a need arises.

SCOPE OF WORK OF HOUSEKEEPING

The Agency shall be responsible for handling Housekeeping including effective and proper cleaning, shampooing, scrubbing, polishing and vacuuming the floors, windows, walls of the office, pantry and toilets of Science City, Kapurthala.

Cleaning shall also include cleaning of the sanitary fittings, washbasins and urinals / WC’s, changing the sanitary tubes, toilet rolls and liquid soap in the toilets. Housekeeper will also be responsible for dusting, cleaning, polishing and vacuuming (whatever required) of computers including their peripherals, office equipments, furniture, AC Ducts, windows / Split AC Units. Daily cleaning and emptying the dustbins provided in the PGSC buildings.

Note: Equipment available for housekeeping (Auto Scrubber –Model CA 530 & Model CA 340, Sweeper – Model SW 6556, Dry Vacuum Cleaner – Model G 930, High Pressure Cleaner – model N 412A, Dry Cleaning Machine – Z Power 3-in-1, one each).

All other types of sanitary material and consumables like phenyl, liquid soap toilet paper, broom etc. will be arranged by the contractor.

SCOPE OF WORK OF HORTICULTURE SERVICES

Proper maintenance and development of complete Plantation work (Trees, Shrubs, Hedge, Ground covers), grass of quality hybrid selection No. 1, nursery, flower pots of all sizes including plantation, development and maintenance of flower beds in Science City Complex as per requirements of PGSC authorities.

Note: 3 Power Grass Cutting Machines, spades, manures, plants etc. will be provided by the Science City as per requirement.

G. WORKING HOURS

  1. For Security Services, there shall be 3 shifts and the security guard shall perform 8 hours duty per shift (Day & Night) and the agency shall give weekly off on the seventh day as per Rules. The agency shall provide additional security guard as reliever to perform the duties in shift on weekly off days.

  2. The agency shall provide additional persons in case of demand or for functions of the PGSC. The agency shall also provide for the relieving of the security men at the end of the shift/ absence of the security men deployed.

  3. Visitors Hours

1 April to 30 November

Monday to Friday : 9 AM to 5 PM

Saturday & Sunday : 9 AM to 8 PM

1 December to 31 March

9 AM to 5 PM

H. GENERAL

  1. Personnel provided by the Contractor should be smart intelligent and with good bearings and the responsibility of the discipline will be that of the Contractor.

  2. All the persons to be provided should have good moral character and antecedent verification should be got done from the concerned authority by the Contractor and made available to PGSC. No criminal case be pending against any of the persons employed by the Contractor.

  3. The employees engaged by the agency will be employees of the Agency only and not of the PGSC. They shall not have any claim of regularization of services with PGSC. The Agency will be responsible for the payment of wage at Minimum Wages as prescribed.

  4. Only matriculate able bodied, physically fit, well trained, disciplined and honest personnel not below the age of 21 years and above 45 years shall be deployed for performing the security duties / guiding the visitors in the Science City.

  5. The manpower supplied by the Contractor may be screened by the Science City. The staff employed by the Contractor while working on the Campus will always wear identity cards with them issued by the Agency / Contractor for verification.

  6. The PGSC shall have the right to accept / replace any person without assigning any reason whatsoever and the substitute shall have to be provided by the Contractor immediately.

  7. The agency shall provide proper uniform consisting of full pants, shirts, cap / turban, lanyard with whistle, belt, shoes, badges, torch lights, etc., to the security guard and shall ensure that there turnout is smart in all respects. Housekeeping Staff and Horticulture Staff will also be provided proper uniform by the Agency. They will always wear proper uniform while on duty with their nameplates on the left pocket of the shirt.

    8. Please attach photographs / CD of the persons wearing uniform for all the services.

  8. Agency shall provide weekly holidays, National Holidays and leave with wages and other benefits as per Shops and Commercial Establishment Act.

  9. Curricular Vitae of Guards, their training proof in fire fighting, first aid, police verification etc. will be provided to the PGSC by the agency.

  10. The personnel provided by the Contractor should be fit and suitable for the job and should not have any communicable or infectious disease. A certificate in this regard, atleast from an MBBS doctor, will have to be submitted by the Contractor on joining of the individual worker.

  11. In case of leave or change of person, timely information will be given to the PGSC authorities by the Contractor.

  12. The Agency shall be liable to safeguard the documents, appliances, fittings, materials and property of the entire PGSC by posting its men in such manner and such points as may be necessary. In addition to providing security to the property of Science City, the Security services include guiding the visitors, patrolling of the required area at all times during day and night on 24 hours basis, giving instruction for parking of private vehicles on proper place, watching the movements of public/ visitors and alert the PGSC Management in alarming situations.

  13. The Agency will provide a valid proof of payments like EPF, ESI, S. Tax etc. to the appropriate authorities, which will be charged from PGSC as a value of contract, relating to preceding month, with the bill of subsequent month, failing which the bill of the contractor shall not be entertained.

  14. The Agency will keep their personnel upto date in their respective skills by imparting training on regular intervals.

  15. The qualifications and experience of the Supervisory Staff for security, housekeeping and horticulture must be appended with the bid.

  16. Jurisdiction : All disputes shall be subject to Kapurthala Court’s jurisdiction.

I. PERFORMANCE MONITORING:

  1. The Senior Officer of the security agency should visit and check the security staff periodically in different shifts and monitor their performance.

  2. The guards shall be so vigilant so that no person shall carry away any articles belonging to the office out of the building without the written instructions of the Director, PGSC.

  3. A representative of the agency will report at least once in a week for co-ordination with the concerned officer of the PGSC. The supervisor deployed by the Contractor is supposed to be present on the PGSC campus during working hours. He will give daily progress report of housekeeping staff and horticulture staff to the Director or his authorized nominee.

  4. The Director or his nominee shall be at liberty to check any time the deployment of person by the Contractor and in case of default, the Director shall deduct the wages of absentee personnel from monthly payment due to the Contractor and impose penalty as deemed fit by him. The penalty can be upto Rs.200/- per day per absentee. The decision of the Director shall be final in this regard.

J. MODE OF PAYMENT

Mode of payment will be monthly and would be paid by 10th of succeeding month on submission of the bill for the past month. The payment will be made by Account Payee Cheque / DD after deducting the statutory payments of TDS. However, it is the responsibility of the Security Agency to produce previous months ESI, PF contribution receipts and payments as per minimum wages to the satisfaction of the PGSC as per Clause II above.

 

K. DURATION OF CONTRACT

The duration of the contract will be, initially, for One (01) year, which can be extended on year to year basis by mutual consent and satisfactory performance of the security services.

L. TERMINATION OF CONTRACT

  1. The Security Agency shall strictly comply with the terms and conditions of the agreement. In case of violation of any of the terms, the agreement shall be liable for cancellation immediately at the instance of the PGSC and the security deposit shall stand forfeited and shall not be refunded.

  2. However, if Security Agency wanted to discontinue, a notice of 3 months is required to enable the PGSC to make alternative arrangements.

 

FINANCIAL BID (Security Services)

  1. Name. Address & Contact No. of the Agency:

 

 

 

 

Bidder shall furnish the following remuneration and other amount to be paid to each employee appointed on contract basis.

PARTICULARS

Total amount of the package

(Per Month)

Total cost of the package including all the persons / supervisors to be deployed including all charges viz. wages, EPF, ESI, Uniform etc.

Rs.

Service Charges

Rs.

Grand Total

Rs

(Rs. In words)

 

 

2. Justification of Bid Amount

Services

No. of persons to be deployed

Justification for proposed persons

Security Services

    

  • Supervisors

 

  

  • Security Guards

 

  

 

I certify that all the terms and conditions of the tender documents are acceptable to us.

Signature of the Authorised Person of the Concern

Full Name: ______________________

Designation _____________________

Company SEAL ___________________

Date:

Place:

Note:1) The Minimum wages as approved by the Govt. from time to time will have be paid to the workers.

2) The tenderes may furnish additional information, if they so like.

FINANCIAL BID (Housekeeping Services)

  1. Name. Address & Contact No. of the Agency:

 

 

 

 

Bidder shall furnish the following remuneration and other amount to be paid to each employee appointed on contract basis.

PARTICULARS

Total amount of the package

(Per Month)

Total cost of the package including all the persons / supervisors to be deployed including all charges viz. wages, EPF, ESI, Uniform etc.

Rs.

Service Charges

Rs.

Grand Total

Rs

(Rs. In words)

 

 

 

2. Justification of Bid Amount

Services

No. of persons to be deployed

Justification for proposed persons

Housekeeping Services

    

  • Supervisor

 

  

  • Safai Sewaks

 

  

 

I certify that all the terms and conditions of the tender documents are acceptable to us.

Signature of the Authorised Person of the Concern

Full Name: ______________________

Designation _____________________

Company SEAL ___________________

Date:

Place:

Note:1) The Minimum wages as approved by the Govt. from time to time will have be paid to the workers.

2) The tenderes may furnish additional information, if they so like.

FINANCIAL BID (Horticulture Services)

  1. Name. Address & Contact No. of the Agency:

    2.  

     

     

     

     

    Bidder shall furnish the following remuneration and other amount to be paid to each em ployee appointed on contract basis.

    PARTICULARS

    Total amount of the package

    (Per Month)

    Total cost of the package including all the persons / supervisors to be deployed including all charges viz. wages, EPF, ESI, Uniform etc.

    Rs.

    Service Charges

    Rs.

    Grand Total

    Rs

    (Rs. In words)

     

     

     

  2. Justification of Bid Amount

Services

No. of persons to be deployed

Justification for proposed persons

Horticulture Services

    

  • Supervisor

    

  • Malis

    

 

I certify that all the terms and conditions of the tender documents are acceptable to us.

Signature of the Authorised Person of the Concern

Full Name: ______________________

Designation _____________________

Company SEAL ___________________

Date:

Place:

Note:1) The Minimum wages as approved by the Govt. from time to time will have be paid to the workers.

2) The tenderes may furnish additional information, if they so like.