के्षत्रीय कायाालय – केरल कर्ाचारी राज्य बीर्ा निगर्

श्रम एवं रोज़गार मंत्रालय, भारत सरकार पंचदीप भवन, उत्तरी स्वराज राउंड, तृशू्शर - 680 020

REGIONAL OFFICE - KERALA EMPLOYEES’ STATE INSURANCE CORPORATION

MINISTRY OF LABOUR & EMPLOYMENT, GOVERNMENT OF INDIA

PANCHDEEP BHAVAN, NORTH SWARAJ ROUND, THRISSUR - 680 020

वेबसाइट /Website : www.esic.nic.in ई-मेल / e-mail : rd-kerala@esic.nic.in दरूभाष/Phone No: : 0487 2331080 / 2331351/ 2331412 / 2331437, फैक्स /Fax No: 0487 2338441

e – TENDER DOCUMENT FOR

HOUSE KEEPING SERVICES AT THE FOLLOWING LOCATIONS

1. REGIONAL OFFICE, THRISSUR 2. BRANCH OFFICE, ALAGAPPANAGAR 3. BRANCH OFFICE, PALAKKAD 4. BRANCH OFFICE, OLLUR 5. ESIC STAFFQUARTERS, KUTTANELLUR

(through e-procurement)

e-Tender No. ESIC.54.D.25.12.2019.Gen/05/19 dated 30th October 2019

mailto:rd-kerala@esic.nic.in

REGIONAL OFFICE - KERALA EMPLOYEES’ STATE INSURANCE CORPORATION

PANCHDEEP BHAVAN, NORTH SWARAJ ROUND, THRISSUR - 680 020

e-TENDER NOTICE

INVITATION OF e-TENDER FOR HOUSE KEEPING SERVICES FOR 01 YEAR AT REGIONAL OFFICE, THRISSUR AND BRANCH OFFICES AT OLLUR, PALAKKAD & ALAGAPPANAGAR

Availability of tender documents online:- https:// eprocure.gov.in/eprocure/app & ww.esic.nic.in

31/10/2019 (2 PM) – 21/11/2019 (3 PM)

Start date & time for online submission of bid 31/10/2019 – 2 PM

Last date & time for online submission of bid 21/11/2019 - 3 PM

Last date & time for submission of Earned Money Deposit

(through DD to Regional Office, Thrissur) 22/11/2019 – 2.30 PM

Pre-Bid Meeting

2 PM on 05/11/2019 at: - General Branch, 3rd Floor, Regional Office, ESI Corporation, Panchdeep Bhawan, Swaraj Round North, Thrissur-680020 (Kerala)

Online Technical Bid opening date & time 22/11/2019 - 3 PM

Online Financial Bid opening date & time Shall be intimated after evaluation of the

Technical Bids

Bid Processing Fee / Charges Nil

Earnest Money Deposit

Rs. 65,000/-[Rupees Sixty Five Thousand Only] in form of Demand Draft from any scheduled Bank drawn in favour of “ESIC Fund A/c No. 1” payable at Thrissur.

Performance Security / Security Deposit A sum equivalent to 5% of the Bid Value

If the date of opening of tender is declared a public holiday, the tender shall be opened on the next working day at the same time and venue.

Further notifications / updates / corrigendum / addendum if any shall be uploaded on ESIC Websites i.e. www.esic.nic.in & e-procurement portal at https://eprocure.gov.in/eprocure/app

ESIC reserves the right to call upon bidder to submit physical copies of the bid documents, if required.

Additional Commissioner &Regional Director 30.10.2019 ESI Corporation, Regional Office, Thrissur

https://eprocure.gov.in/eprocure/app

Subject : HOUSE KEEPING SERVICES AT REGIONAL OFFICE, ESIC, THRISSUR & BRANCH OFFICES

Additional Commissioner & Regional Director, Regional Office, Thrissur invites e-Tender under 02 bid system from eligible, reputed and bona-fide agencies capable of providing housekeeping services for Regional Office, Thrissur for a period of 01 year, with effect from the date of signing of Agreement.

Section 1.TENDER INVITATION NOTICE

1.1 Preamble:- (i) Bidders are advised to study the Bid document carefully. Online Submission of bids shall be

deemed to have been done after careful study and examination of the bid document with full understanding of its implications. Offers prepared in accordance with the procedures enumerated in Section-2 should be submitted online through Central Public Procurement Portal (CPPP) website: https://eprocure.gov.in/eprocure/app not later than the date & time specified in the Schedule for Invitation to Bid under Clause 1.3.

Prospective Bidders are advised to follow the instructions provided in the “General In-struction to Bidders” under Section-2 for e-submission of the bids online through CPP portal for e-Procurement at https://eprocure.gov.in/eprocure/app. Bid documents may be scanned with 100 dpi with black and white option which helps in reducing size of the scanned document.

Prospective Bidders may also go through General Terms & Conditions under Section-3. (ii) Bids shall be submitted online at CPPP website: https://eprocure.gov.in/eprocure/app.

Note:- ESIC shall not be responsible for non-submission of all or any bid documents in the online process due to any reasons whatsoever.

(iii) Bidder, who has downloaded the tender documents from Central Public Procurement Portal (CPPP) website https://eprocure.gov.in/eprocure/app, shall not tamper/modify the tender form including downloaded price bid template, in any manner. In case, if the same is found to be tampered/modified in any manner, tender will be completely rejected and EMD, if any, would be forfeited and bidder is liable to be banned from doing business with ESIC for a period as shall be decided by the competent authority.

(iv) Prospective bidders are also advised to visit the above website (CPP Portal) at least 3 days prior to closing date of the tender for any corrigendum/addendum/ amendment.

(v) The prequalification eligibility criteria specified under Section 4 for the bidders should be fulfilled for consideration of the Financial bid.

1.2 Schedule for Invitation to Bid:-

1. Name & address of the De-partment

General Branch, 3rd Floor, Regional Office, ESI Corporation, Panchdeep Bhawan, Swaraj Round North, Thrissur-680020

2. Name of the Contact Person for any clarification

Branch Officer, General Branch, Regional Office, ESIC, Thris-sur, Kerala. Phone:- 0487-2331080 (Extn. 239/208)

3. Date till which the bid should be valid

180 days from the date of opening of Technical bid

1.3 Important Dates:-

Sl No. Activity Date & time

1. Release / Issue of Tender document (online only) 31/10/2019 (2 PM)

2. Start date & time for submission of Bids (online) 31/10/2019 (2 PM)

3. End date & time for submission of Bids (online) 21/11/2019 (3 PM)

4. Pre-bid Meeting 05/11/2019 (2 PM)

4. Opening of online Technical Bid 22/11/2019 (3 PM)

1.4. Details of the project for which tenders are invited are as follows:

Nature of Facility : House Keeping services for ESIC Regional Office Thrissur, StaffQuarters at Kuttanellur and at Branch Offices at Ollur, Palakkad & Alagappanagar (herein after

called as ESIC locations) as mentioned below:-

Sl. No.

Name of the Site / ESIC Locations

No. of persons to be deployed

1. Regional Office premises & surroundings 16

2. ESIC Staff quarters complex, Kuttanellur 1

3. Branch Office, Ollur 1

4. Branch Office, Alagappanagar 1

5. Branch Office, Palakkad 1

TOTAL : 20

* Only indicative, actual area may vary

Interested and eligible agencies may visit/inspect the sites at below mentioned addresses on any working day between 10.00 AM to 12.30 PM or 3.00 PM to 4.30 PM to collect all information that will be necessary for preparing the Tender and entering into a Contract for the services to be rendered by contacting the following officials: REGIONAL OFFICE, THRISSUR: Shri. SV Shastry, Asst Director : 0487 – 2331080 (Extn-239)

BRANCH OFFICE, OLLUR: Branch Manager 0487-2351478

BRANCH OFFICE, PALAKKAD: Branch Manager 0491-2501001

BRANCH OFFICE, ALAGAPPANAGAR: Branch Manager 0480-2754708

ESIC STAFFQUARTERS, KUTTANELLUR: Security Cabin 0487-2351850

Section 2. GENERAL INSTRUCTION TO BIDDERS

2.1 Procedure for submission of online bids on CPP Portal: Bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid Digital Signature Certificates. All the pages of the bid being submitted must be signed and sequentially numbered by the Bidder irrespective of nature of content of the documents before uploading. All the files mentioned should be in .pdf format. The instructions given below are meant to assist the bidders in regis-tering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal. More information useful for submitting online bids on the CPP Portal may be obtained at: “https://eprocure.gov.in/eprocure/app”

2.2 Registration:- (i) Bidders are required to enroll on the e-Procurement module of the Central Public Procure-

ment Portal (https://eprocure.gov.in/eprocure/app) by clicking on the link `Online Bidder Enrolment’. Enrolment on the CPP Portal is free of charge.

(ii) As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts.

(iii) Bidders are advised to register their valid email address and mobile numbers as part of the registration process. This will be used for any communication from the CPP Portal.

https://eprocure.gov.in/eprocure/app

(iv) Upon enrolment, the bidders will be required to register their valid Digital Signature Certifi-cate (DSC) (Class II or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India with their profile. List of the Certifying Authority who pro-vide DSC is available on CPP Portal under the link “https://eprocure.gov.in/epro-cure/app?component=%24DirectLink&page=DSCInfo&service=direct&session=T” else visit the tab ‘information about DSC’ in home page of CPP Portal.

(v) Only one valid DSC should be registered by a bidder. Please note that the bidders are respon-sible to ensure that they do not lend their DSCs to others, which may lead to misuse.

(vi) Bidder shall login to the site through secured login by entering their user ID / password and with the DSC/e-Token.

2.3 Searching for tender documents:- (i) There are various search options built in the CPP Portal, to facilitate bidders to search active

tenders by several parameters. These parameters could include Tender ID, organization name, location, date, value, etc. There is also an option of advanced search for tenders, wherein the bidders may combine a number of search parameters such as organization name, form of contract, location, date, other keywords etc., to search for a tender published on the CPP Portal.

(ii) Once the bidders have selected the tenders they are interested in, they may download the required documents / tender schedules. These tenders can be moved to the respective `My Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS/e-mail in case there is any corrigendum issued to the tender document.

(iii) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification / help from the Helpdesk.

2.4 Preparation of bids:- (i) Bidder should take into account any corrigendum published on the tender document before

submitting their bids. (ii) Bidder should go through the tender advertisement and the tender document carefully to

understand the documents required to be submitted as part of the bid. Please note the num-ber of covers in which the bid documents have to be submitted, the number of documents – including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid.

(iii) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document / schedule and generally they can be in .pdf/.xls/.rar/.dwf formats. Bid documents may be scanned with 100 dpi with black and white option.

(iv) To avoid the time and effort required in uploading the same set of standard documents which are required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use `My Space’ area available to them to upload such documents. These documents may be directly submitted from the `My Space’ area while submitting a bid, and need not be uploaded repeatedly. This will lead to a reduction in the time required for bid submission process.

2.5 Submission of bids online:- (i) Bidder should login to the site well in advance for bid submission so that he/she uploads the

bid in time i.e. on or before the bid submission time. Bidder will be solely responsible for non-submission of bids in due time.

(ii) The bidder has to digitally sign and upload the required bid documents one by one as indi-cated in the tender document.

https://eprocure.gov.in/eprocure/app?component=$DirectLink&page=DSCInfo&service=direct&session=Thttps://eprocure.gov.in/eprocure/app?component=$DirectLink&page=DSCInfo&service=direct&session=T

(iii) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, open-ing of bids etc. The bidders should follow this time during bid submissions.

(iv) All the documents being submitted online by the bidders would be encrypted using PKI en-cryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is main-tained using the secured Socket Layer 128 bit encryption technology. Data storage encryp-tion of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key. Further, this key is sub-jected to asymmetric encryption using buyers/bid opener’s public keys. Overall, the up-loaded tender documents become readable only after the tender is opened by the author-ized bid openers.

(v) Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details.

(vi) The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings.

2.6 Assistance to bidders (i) Any queries relating to the tender document and the terms and conditions contained therein

should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.

(ii) Any queries relating to the process of online bid submission or queries relating to CPP Portal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the helpdesk is 0120-4200462.

Section 3: GENERAL TERMS & CONDITIONS

3.1 The declaration in the prescribed proforma Annexure-A and details of the previous/ ex-isting contracts completed successfully should be submitted along with Technical Bid.

3.2 The Technical Bid should be accompanied by an Earnest Money Deposit (EMD) of Rs. 65,000/- (Rupees Sixty Five Thousand only) in the form of Demand Draft/Pay Order from a com-mercial bank drawn in favour of ESIC Fund A/c No. 01, Thrissur. It should be valid for a period of 3 months from the last date for submission of the Tender. In the absence of EMD, the tender bid shall be rejected summarily. The earnest money shall be refunded to the unsuccessful Ten-derers after finalization of the contract. The EMD amount is adjustable towards the perfor-mance security in case of successful tenderer or it shall be refunded to the successful ten-derer on receipt of performance security deposit. No interest shall be payable on the EMD and performance security deposit.

3.3 The bid shall be valid for 180 days from the date of opening of the bids.

3.4 Each and every page of the tender documents should bear the stamp & sign of tenderer or his authorized representative in acceptance of the terms and conditions laid down by ESIC. All entries in the tender form should be legible and filled clearly. Any overwriting or cutting which is unavoidable shall be signed by the authorized signatory. Tenders incomplete in any form will be rejected outright. Conditional tenders will be rejected outright.

3.5 The Technical Bid shall be opened online by using DSCs of the bid openers on the date & time mentioned above in Room No. 3/2, 3rd floor, Regional Office, ESIC, Thrissur in the presence of the authorized representatives of the tenderers, if any, who wish to be present

at that time. All the Technical bids will be scrutinized, relevant documents checked for their authenticity and the tenderer whose technical bids are found acceptable in all aspects shall be accepted in the online CPP portal and the date & time for opening the financial bids shall be updated in the portal.

3.6 The financial bids of only those tenderers, whose technical bids are found to be suitable, will be opened in the presence of the tenderers, who choose to attend opening of financial bids.

3.7 The tenderer should quote only the Service Charges, Machine/equipment rental charges, Material / Consumable rates in Financial bid strictly. Minimum wages, ESI / EPF Contri-bution, Bonus, other statutory dues need not be mentioned in the financial bid. The charges quoted in the financial bid (A+B+C) only shall be considered for finalizing the tender / contract. However the statutory minimum wages, ESI/EPF, Bonus, Taxes, etc., shall also be payable / reimbursable to the contractor in addition to the charges / rates mentioned in financial Bid as per standard terms agreed upon.

3.8 The manpower service charges, machine/equipment rental charges and material/ consumable rates shall remain same during the entire period of contract.

3.9 ESIC reserves the right to accept or reject any tender without assigning any reasons. Tenders with unrealistic/uneconomic rates shall also be liable for rejection.

3.10 No Tenderer will be allowed to withdraw after submission of the tenders within the bid validity period otherwise the EMD submitted by the tendering firm would stand for-feited. In case the successful Tenderer declines the offer of Contract, for whatsoever rea-son(s), his EMD will be forfeited.

3.11 The successful tenderer will have to deposit a Performance Security Deposit of 5% (Five per cent) of the annual value of the tender or Rs. 2,00,000/- (Rupees Two lakh only) whichever is higher, by way of Fixed Deposit Receipt (FDR) from a commercial bank and hypothecated in favour of ESIC Fund A/c No. 01, Thrissur valid for 60 days beyond the expiry of period of one year contract and further renewable, if required. Alternatively, the Performance Security Deposit may be in the form of an unconditional Bank Guarantee from a scheduled bank in the format approved by ESIC. The successful Tenderer will have to deposit the Performance Security Deposit execute an agreement in stamp paper and commence the work within 15 days of acceptance of tender. Otherwise the contract will be cancelled and EMD will be forfeited.

3.12 The competent authority of ESIC reserves the right to reject all or any tender in whole, or in part, without assigning any reason thereof.

3.13 Any amendment/any corrigendum to this tender will be published on the above web-sites only and not in print media. Bidders should regularly visit the above websites to keep themselves updated.

3.14 A pre-bid meeting shall be held on 05-11-2019 at 2.00 PM at Conference hall, 1st Floor, Regional Office, ESIC, Thrissur, to clarify issues connected with the tender. Prospective bid-ders are invited to attend.

3.15 The Technical Bids shall be opened in Room no. 3/2, 3rd floor, Regional Office, ESIC, Thrissur, on 22/11/19 at 3 PM in the presence of such tenderers or their authorized repre-sentatives who may wish to be present. For all practical purposes, the e-tender shall be considered for evaluation. However, if necessary, the physical documents would be scru-tinized. Details of the tenderers whose Technical Bids have been accepted shall be available in the CPP portal and financial bids of only those bidders shall be considered. The date &

time of opening the financial bids will be updated in the CPP portal and shall be opened at Room no. 3/2, 3rd floor, Regional Office, ESIC, Thrissur. Tenderers/bidders or their author-ized representatives may attend the financial bids opening at the designated place, date and time.

3.16 The uploaded tender documents should consist of the following:-

(i) Complete tender notice including eligibility criteria signed in all pages. (ii) Instructions to Tenderers duly signed. (iii) General Conditions of the Contract. (iv) Declaration (Annexure-A) (v) Scope of Work (Annexure-B) (vi) Resource requirement (Annexure-C) (vii) Technical Bid (including proofs of all information mentioned) (viii) Other relevant information, if any.

3.17 The EMD with any relevant documents may be sent to the following address: - The enve-lope must be super-scribed, “EMD for House Keeping Services at Regional Office and other places”

The Additional Commissioner and Regional Director, Regional Office, ESI Corporation, Panchdeep Bhavan, Swaraj Round North, Thrissur, Kerala – 680020.

3.18. Award Criteria: The contract shall be awarded with the approval of the competent author-ity to the bidder whose bid has been determined to be eligible and to be substantially responsive to the bid documents and who has offered the lowest rate for which bids are called provided further that the bidder has the capability and resources effectively to carry out the contract works.

Section 4 : ELIGIBILITY CRITERIA***

4.1 The Tenderer must be profit making during the last three years. The tenderer should not have been black-listed by any Govt. departments/PSUs/Corporate bodies etc.

4.2 Copies of the following documents should be submitted along with the Technical bid:

(i) Audited Balance Sheet of last three years i.e. 2016-17, 2017-18 & 2018-19 (ii) Audited income and expenditure statement of the last three years. (iii) Audited Profit and Loss Account of last three years. (iv) GST/Service Tax certificate. (v) Registration Certificate of ESIC/EPFO (vi) Copy of PAN card (vii) Registration under CLRA act with CLC for the House Keeping Services. (viii) Labour License

4.3 Prospective tenderers are requested to send their queries, if any, and their comments on the contents of Annexure-C of the tender documents to the Regional Director (General Branch), Regional Office, ESIC, Thrissur latest one week before the date of opening. A pre-bid meeting will be held to respond to the queries and comments, if any, on Annexure-C of the tenderers.

4.4 The Tenderer should have a valid running housekeeping contract in Kerala state prefer-ably in big Govt. offices.

4.5 The Tenderer should have sufficient employees as detailed in Annexure-C on its rolls or rolls of its as-sociates, specifically trained for housekeeping work. Full list of the employees, viz., name, age, employee code,

designation, experience in the field of housekeeping, PF, ESI details (Technical bid page 2) etc. should be at-tached with the technical Bid. Document in support of ESI, EPF deductions, should be attached with the Tech-nical Bid. Details of the health and safety measures, the tenderer takes for his workers should also be attached with the technical bid.

4.6 The Tenderer should have a valid labour license as applicable. The tenderer/sub- con-tractor/associate shall have a valid license for providing Pest control services as applicable.

4.7 The Tenderer should have successfully completed minimum three years experience in doing similar nature of work as follows:

(i) One similar work of value equal to Rs. 20,00,000 (or) (ii) Two similar works of value each equal to Rs.12,50,000 (or) (iii) Three similar works of value each equal to Rs. 7,00,000 in the last 3 Financial Years.

4.8 The Competent authority reserves the right to relax one or more of the above criteria or any conditions of this e-tender where it is felt that sufficient no. of tenders may not be available for ensuring a fair competition.

4.9 Tenderer to submit the satisfactory completion certificates from the client/employer for above works in support for all the 03 years failing which the information is liable to be treated as invalid.

Section 5 : GENERAL CONDITIONS OF CONTRACT (GCC)

5.1 Agreement: The successful contractor shall sign an agreement with ESIC with standard terms and conditions. The Minimum wages ESI/EPF/Bonus/etc payable will be agreed be-tween the contractor and ESIC at the time of signing agreement as per extant rules in force at that time.

5.2 Manpower

(i) Training on behavior aspects and ethics must be done regularly. ESIC’s way of working should be communicated to all contract staff. Training report of the same must be sub-mitted once in a month.

(ii) The persons deployed by the Contractor should be properly trained, have requisite ex-perience and skills for carrying out a wide variety of housekeeping work using appro-priate materials and tools/equipment. The Contractor should ensure the Health and safety measures of the employees. ESIC may also conduct health check-up of the staff deployed at regular intervals.

(iii) The Contractor must employ adult and skilled labour only. Employment of child labour will lead to the termination of the contract. The Contractor shall engage only such work-ers, whose antecedents have been thoroughly verified, including character and police verification and other formalities. The Contractor shall be fully responsible for the con-duct of his staff.

(iv) Any misconduct/misbehavior on the part of the manpower deployed by the Contractor will not be tolerated and such person will have to be replaced by the Contractor at his own costs, risks and responsibilities immediately, with written intimation to ESIC.

(v) The Contractor should ensure to maintain adequate number of manpower as per An-nexure-C and also arrange a pool of standby housekeeping staff/supervisor. In case any housekeeping staff/supervisor absents from duty, the reliever of equal status shall be provided by the Contractor from an existing pool of housekeeping staff. If the required num-bers of workers/supervisor/manager are less than the minimum required as per Annexure-C, a penalty @ Rs.500/- per worker per day will be deducted from the bill.

(vi) The contractor shall be willing be to provide additional manpower also, as per the fu-ture requirements of ESIC, during the period of contract in the locations mentioned above or in any another location under the jurisdiction of ESIC, RO, Thrissur.

5.3 Materials

(i) Any deviation in the material quality and quantity quoted will invoke penalty as decided by the competent authority. For proper maintenance, suitable cleaning material which are environment friendly, not harmful to humans and property should be used. In case of failure to supply the items in the desired quality and quantity, ESIC shall be at liberty to pro-cure the same from open market at the risk and cost of the contractor. This is without prej-udice to the right to terminate the contract for deficiency in service.

(ii) The Contractor will be responsible for supply/installation/refilling/maintenance of all such items/equipment used in washrooms & other areas for housekeeping purposes.

(iii) The materials/quantity as mentioned in the Financial bid, is only tentative based on previous u s a g e , t o be c o n s i d e r e d f o r t h e p u r p o s e o f f i n a l i z i n g t h e t e n d e r b i d . A c t u a l quantity of materials/items required in future may vary as per the requirement of ESIC.

(iv) The contractor shall supply all the items/materials as mentioned in the financial bid at the rates quoted (inclusive of all taxes) during the entire period of contract/agreement.

(v) Notwithstanding anything mentioned in this tender/contract, ESIC shall be at liberty to purchase any cleaning item/material from open market also, during the period of con-tract/agreement without citing any reasons to the contractor.

5.4 Period of Contract: The Contract shall initially be valid for a period of one year and may be extended further for a period of three years (one year at a time and maximum upto three times) subject to satisfactory performance, on the same terms and conditions. Manpower service charges, machine/equipment rental charges and material/consumable rates shall remain same during the entire period of the contract. ESIC, however, reserves the right to terminate the con-tract by serving one month’s notice in writing. The contract may be terminated with mutual con-sent by giving one month’s notice.

5.5 Scope of work and services for each of the premises:

(i) The annual value of this tender is Rs. 32,50,000/- approximately including manpower, material, machinery rental charges and other charges like ESI, EPF, Service Tax, etc.

(ii) Details of the scope of work are enclosed at Annexure-B.

(iii) Details of Machines/Equipment to be deployed on rent at ESIC RO Thrissur and the number of manpower to be used in each of the locations for housekeeping job are given at Annexure-C.

(iv) The numbers given in Annexure-C are the minimum. The contractor shall provide re-sources, to meet the contractual obligations.

5.6 Other Services : The Contractor shall:-

(i) Ensure Pest/Animal and Rodent free environment in the premises of ESIC.

(ii) Provide toiletries, wall mounted steel body liquid soap dispensers, etc. in wash rooms, toiletries, Soap dispensers, etc. in all designated wash rooms, and garbage bins/bags, etc. in all work station, wash rooms and pantries.

(iii) Ensure that their managers / supervisors are equipped with mobile phones.

(iv) Arrange for garbage disposal bags and other material required for segregation and dis-posal of waste in a professional manner.

(v) Plan and manage collection, screening/segregation of dry and wet garbage in the ear-marked area and efficient transport and disposal of the garbage in the disposal area. The work should be carried out in an ecofriendly manner. The contractor will arrange for the required resources, including manpower, disposal bags etc. the contractor will also ensure that the garbage collection/disposal work does not adversely affect the sur-roundings or personnel deputed for the work. Protective gear including boots, gloves, masks etc., wherever required shall be provided to the housekeeping staff by the con-tractor.

(vi) Maintain a complaint/suggestion register at all locations to lodge the complaints/ sug-gestions received regarding the House Keeping services. Follow-up action also shall be entered in the register. It should be perused by the contractor at regular intervals prefera-bly weekly/monthly.

(vii) Maintenance of Garden, plants, flowerpots, etc., in the premises.

5.7 Other obligations of Contractor

(i) The Contractor must provide standard liveries as per list enclosed at Annexure-C to its housekeeping staff/supervisors/managers. The staff including supervisor shall be in proper uniform as approved by ESIC and with their identity cards properly displayed. Samples of liveries will have to be submitted by the contractor for the approval of ESIC.

(ii) Contractor shall ensure payment of salary/wages on or before 5th of every month to the labour engaged/deputed at ESIC locations, through bank account. The payment of wages, ESIC, EPF, Service Tax, etc. shall also be through banking channels only. The monthly bills of the contractor shall accompany proof of all above payments (wages/statutory dues) and proof of delivery of cleaning items supplied every month at ESIC locations.

(iii) The store keeper/supervisor deployed by the contractor shall store all their liveries, materials, equipment in the store room provided by ESIC and maintain a proper record of the stores which shall be open for inspection by ESIC officials during working hours.

(iv) Successful completion of contract will be based on the feedback from External Custom-ers and staff which will be recorded and action report needs to be submitted every month by the Contractor.

(v) Appointment of Supervisors will be done in consultation with ESIC’s representatives and must be approved by them.

(vi) Licenses if any required for Housekeeping services at the site will be procured by the Contractor. The ESIC shall assist.

5.8 Payment Procedure: Payment to the contractor will be on reimbursable basis. It will be made in the succeeding month upon submission of the bill in triplicate in standardized proforma approved by ESIC along with proper attendance sheet in respect of the persons deployed after verifying the same for its correctness. However any delay in submission/ set-tlement of bill shall have no bearing on timely payment of wages / salary to the workers of the contractor as mentioned above. The monthly bills of the contractor shall accompany proof of all payments (wages/statutory dues) and proof of delivery of cleaning items sup-plied every month.

5.9 Breach of Contract: In case of breach of any terms and conditions attached to the con-tract, the Performance Security Deposit of the Contractor will be liable to be forfeited by ESIC besides annulment of the contract.

5.10 Liquidated damages: Whenever and wherever it is found that the cleanliness is not up to the mark, it will be brought to the notice of the supervisory staff of the Contractor by ESIC and if no action is taken within ONE hour, liquidated damages @ Rs. 500/- per com-plaint shall be imposed. The decision of ESIC official in-charge shall be final in this regard.

5.11 Risk Clause

(i) The Contractor shall at all times have standby arrangements for carrying out the work under the Contract in case of any failure of the existing arrangement.

(ii) ESIC reserves the right for termination of the contract at any time if the services are found unsatisfactory and also has the right to award the contract to any other selected tenderers at the cost, risk and responsibilities of the contractor and excess expenditure incurred on account of this will be recovered by ESIC from the contractor’s security deposit/performance guarantee, or pending bill or by raising a separate claim.

(iii) All necessary reports and other information will be supplied on a mutually agreed basis and regular meetings will be held with the ESIC.

(iv) Contractor and its staff shall take proper and reasonable precautions to protect ESIC from loss, destructions, wastage or misuse of areas of responsibility given to them by ESIC and shall not knowingly lend to any person or company any of the effects or assets of the ESIC under its control.

(v) In the event of loss/damage of equipment or any other assets etc., at the premises of the ESIC due to negligence/carelessness of Contractor staff, if established after a joint enquiry, then the Contractor shall compensate the loss to ESIC.

(vi) The Contractor and/or its representative/s shall meet ESIC representative/s regularly to take feedback regarding the Housekeeping services. The Contractor will also main-tain a complaint/suggestion book for comments on the services rendered by it.

(vii) The Contractor shall, in performing its part of this Agreement, ensure the safety of the building and the persons working in or visiting the ESIC’s premises and shall indemnify ESIC for any loss or damage caused by any act of the Contractor or its employees or staff etc.

(viii) The Contractor shall not assign or sublet this Agreement or any part thereof to any third party without the approval of the ESIC. However, he may use the services of associates for providing the services in which case the contractor shall be responsible for the per-formance and all acts of the associates as though they were his own.

(ix) In every case the Contractor shall make alternative arrangements for meeting his con-tractual responsibilities, in case of failure of the Sub Contractor/Associate.

5.12 Indemnity: The Contractor shall at all times indemnify ESIC against all claims, viz., dam-ages or compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages Act, 1948; Payment of Bonus Act-1965; Employer’s Liability Act, 1938; the Workmen Compensation Act, 1923; Industrial Disputes Act, 1947; Maternity Benefit Act, 1961; Shops & Establishment Act, or any modification thereof or any other Labour laws relating thereto and rules made hereunder from time to time. ESIC will not own any responsibility in this regard. It shall be the liability of the Contractor to pay statutory minimum wages, ESI, EPF,

Bonus, etc., and comply all other labour laws with report to the workers engaged / deputed to ESIC.

5.13 Force Majeure: ESIC may consider relaxing the requirements, as specified in this document, if and to the extent that, the performance or other failure to perform its obligations under the contract is the result of an Force Majeure. Force Majeure is defined as an event of effect that cannot reasonably be anticipated such as acts of God (like earthquakes, floods, storms etc.), acts of states / state agencies, the direct and indirect consequences of wars (declared or undeclared), hostilities, national emergencies, civil commotion and strikes at successful Bidder’s premises or any other act beyond control of the bidder.

5.14 Dispute Settlement: It is mutually agreed that all differences and disputes arising out of or in connection with this Agreement shall be settled by mutual discussions and negotiations if such disputes and differences cannot be settled and resolved by discussions and negotiations then the same shall be referred to the Sole Arbitrator appointed by the DG, ESIC whose decision shall be final and binding on both the parties.

ESIC is a statutory autonomous body under which Ministry Labour of Employment, Govt. of India and accordingly all notifications order/guidelines of govt of India/ESIC as applica-ble, shall also be a part of this tender /Contract.

5.15 Jurisdiction : The disputes, legal matters, court matters, if any shall be subject to Thrissur, Kerala, India jurisdiction only.

5.16 Canvassing in connection with tender is strictly prohibited. No enquiry shall be made by the bidder(s) during the course of evaluation of the tender, till final decision is conveyed to the suc-cessful bidder.