INDIAN MARITIME UNIVERSITY (A Central University)

Ministry of Shipping, Govt. Of India EAST COAST ROAD, UTHANDI

CHENNAI CAMPUS – 600 119

TENDER FOR

“PROVIDING GARDEN MAINTENANCE CONTRACT AT IMU CHENNAI CAMPUS”

TENDER NO / IMU/ T- 03 / 2013 / EC

Cost of Tender Form : Rs.500/set

Last Date for Submission : 15.00hrs on 21.03.2013

Date & Time of Opening : 15.30hrs on 21.03.2013

1

INDIAN MARITIME UNIVERSITY

(A Central University)

Ministry of Shipping, Govt. of India

EAST COAST ROAD,UTHANDI,

CHENNAI CAMPUS – 600119.

Sealed tenders are invited under Single cover system from the Contractors who satisfy

the eligibility conditions for the following works:

S.

No.

Name of work & Tender

No. EMD

Sale period and

submission

(working days)

Cost of Tender

document

1 Tender for “Providing

Garden Maintenance

contract” at IMU Chennai

campus

IMU/T-3/2013/EC

Rs.20,000 4.03.2013 to

21.03.2013

and

21.03.2013 at

15.00hrs

Rs.500/-

Individual Tender documents can be obtained from the Executive Engineer (M) on

payment by Pay Order / Demand Draft towards cost for each work drawn in favour of

“Indian Maritime University” payable at Chennai.

For further details, visit our web site www.imu.tn.nic.in DIRECTOR

2

INDIAN MARITIME UNIVERSITY

(A central University) Ministry of Shipping, Govt. of India

East coast Road, Uthandi, Chennai-600119

TENDER NO.IMU/T-3 /2013/EC

TENDER FOR “GARDEN MAINTENANCES” AT IMU CHENNAI CAMPUS

INDEX

S.No.

Description

Page Nos.

1.

General Rules and Directions for the Guidance of the Tenderers

3 - 6

2.

Instructions to Tenderers 7 - 11

3 Brief Particulars of Forms (Form „A‟ to Form „F‟)

12 – 18

4

Additional Conditions I

19 – 20

5

Additional Conditions II

21 – 24

6

Price Bid 25 -27

7

Form of tender 28 -29

8 Form of Power of Attorney

30

9

Form of Performance Guarantee 31 - 33

10 Form of Agreement

34 - 35

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INDIAN MARITIME UNIVERSITY (A central University)

Ministry of Shipping, Govt. of India East coast Road, Uthandi, Chennai-600119

TENDER NO.IMU/T-3/2013/EC

TENDER FOR “GARDEN MAINTENANCES” AT IMU CHENNAI CAMPUS

General Rules and Directions for the Guidance of the Tenderers

1.1 SCOPE OF TENDER

1. Administrative Block of IMU Chennai Campus, Guest House, Hostels and

all other areas of Laboratory, Marine Workshop etc., Hostel Buildings,

Residential quarters, Directors and Deputy Directors Bungalow Gardens

should be maintaining regularly. Gardening work is for the entire campus

of IMU, Chennai Campus consisting of Lawn maintenance and Rank

vegetation cleaning work etc. Scientific application of fertilizer, manure

and pesticide shall be carried out under the direction of a horticulture

expert. Any re-arrangement IMU is inviting tenders for “Garden

Maintenance” at IMU Chennai Campus to maintain the Garden provided in

front, inside and all around the Academic Building, or new planting of re-

laying of lawn to be carried out as per-direction of IMU Administration,

cost for design charges, consultancy, additional labour cost for relaying

and cost for relaying and cost of planting materials shall be borne by IMU,

Chennai Campus. Aesthetic appeal and health of the garden is entirely the

responsibility of the contractor. New work can be carried on instruction by

IMU, Chennai Campus.

GENERAL CONDITION

(i) Adequate safety measures should be evolved and implemented

(ii) The measurements and bill should be prepared by contractor and

submitted to the department by the contractor as per the detailed

procedure given in the Tender documents.

(iii) All the materials, equipments for maintaining, etc. required for the

work have to be arranged by the contractor.

(iv) Adequate safety measures should be evolved and implemented

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(v) The measurements and bill should be prepared by contractor and

submitted to the department by the contractor as per the detailed

procedure given in the Tender documents.

(vi) All the materials, equipments for maintaining, etc. required for the

work have to be arranged by the contractor.

The tenderer should furnish the complete details called for. In-adequate and

incomplete details not as per the documents are liable to be rejected. At the

same time unwanted and unconnected details need not be furnished.

Sealed Tenders are invited in single cover Format from the authorized contractors for

the above proposal.

1.2 RANK VEGETATION WORK:

1. This work consists of Removal of unwanted bushes, small plants, green and

other unwanted Vegetation from roots. A minimum of 1/4th acre of rank

vegetation should be cleaned by a team of 3 male laborers. The contractor

shall have all the tools and tackles required to carry out the work of rank

vegetation.

2. The removal/cut bushes rank vegetation etc. should be transported and

dumped outside IMU, Chennai Campus. If the contractor fails to remove

the above, IMU Chennai Campus reserves the right to impose fine/deduct

suitable amount from his running bills.

3. Any shortage on engagement of labourer less than the daily labour

schedule indicated in the Part II – 4 will attract penalty at the rate of

Rs.250/- per person per day.

4. Electrically operated Lawn mover of sufficient capacity should be engaged

for maintaining the lawn as and when required. If not IMU on own will hire

the equipment and charges there on will be recovered with penalty of 25%

on actual hire charges and corresponding expenditure hire operator, helper

charges etc.

5

1.5 EARNEST MONEY DEPOSIT

The bidder shall have to pay the Earnest Money Deposit of Rs 20,000/- .in the

form of Demand Draft drawn in favour of Indian Maritime University, Chennai

600119 on any Indian Nationalized Bank enforceable and encashable at Chennai

and enclose the same along with the tender documents. Tenders not accompanied

by EMD will be rejected.

a. The EMD will be refunded to all tenderers other than the three lowest

technically suitable tenderers within one month from the date of opening

of bid . The EMD of the two tenderers other than the tenderer whose

offer is accepted will be refunded within a period of one month after finalization

of the award of contract.

b. The EMD of the successful tenderer will be refunded only after the remittance

of security deposit in any manner as aforesaid.

c. The EMD will be forfeited in the following cases:

a). If the tenderer withdraws the tender after opening; and

b). If the successful tenderer fails to submit the Security cum Performance

Guarantee within 15 days from the date of issue of Work order.

1.6 SECURITY DEPOSIT

The successful bidder should pay 5% of the contract value as initial Security

Deposit, balance 5% of Security Deposit will be recovered in the running bills at the

rate of 5% of each bill value.

The Security Deposit amount of 10% of the contract value so deducted will be

refunded after the expiry of the contract along with the final bill.

IMU reserves the right to deduct any amount due for recovery from the contractor

from the Security Deposit amount.

EMD Paid will be adjusted against 2% of initial deposit of the contract value in

which case the contractor has to pay the balance.

1.7 VALIDITY

The tender shall be valid for a period of 30 Days from the last date for submission

of the tender

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1.8 SALE OF DOCUMENT

The Tender Document can be purchased on payment of Rs.500/- (Non refundable)

by DD drawn in favour of Indian Maritime University on any Nationalized Bank

encashable at Chennai, on all working days between 10:00 hrs and 16:00 hrs,

from 4.03.2013 to 21.03.2013 at the IMU Chennai Campus Office East Coast

Road, Uthandi, Chennai 600119. The tender documents are not transferable. The

Tender document can also be downloaded from the IMU website www.imu.tn.nic.in

and to be submitted along with the document fee of Rs.500/- (Non refundable)

through D.D. drawn in favour of Indian Maritime University, Chennai 600119 on

any Indian Nationalized Bank enforceable and encashable at Chennai.

1.9 SUBMISSION

The Tender shall be submitted in price bid format with tender documents, as the

tender box will be placed in Engineering Cell office , so as to reach the Office of

THE DIRECTOR, INDIAN MARITIME UNIVERSITY, EAST COAST ROAD,

UTHANDI, and CHENNAI-600119 up to 1500 hrs on or before 21.03.2013

1.10 OPENING DATE

The Price bid will be opened in the presence of authorized representatives of the

bidding firms at 15:30 hrs on 21.03.2013 in the IMU Chennai Campus Office East

Coast Road, Uthandi, and Chennai 600119.

1.11 CHANGES / UPDATION

Any changes and updating in the tender document will be displayed in the website

as well as notified to those have purchased the document.

1.12. CLARIFICATION / INFORMATION

Any clarification / Information can be obtained from the Executive Engineer (M) at

the IMU Chennai Campus.

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2. INSTRUCTIONS TO TENDERERS

2.1 Sealed tenders are invited by IMU Chennai Campus in Single Cover format

from the Firms

2.2 The tenderer shall quote his rate for each item of work in the Schedule of

Quantities (Part II of Item 4 Price Bid) both in figures and in words and also

fill up the amount column without any omission. The quoted price inclusive

of all taxes and duties. No escalation what so ever is not allowed.

2.3 The Tenderer shall give an undertaking that he will comply with all

conditions in the tender document and sign each page of the price schedule.

2.4 The completed tenders shall be submitted in single sealed envelope

Superscripted “Tender for “Garden Maintenance contract” at IMU Chennai

Campus”

2.8 The sealed outer envelope of Tender-bids shall be addressed to:

THE DIRECTOR,

INDIAN MARITIME UNIVERSITY,

EAST COAST ROAD, UTHANDI,

CHENNAI – 600 119.

2.9 All communications with regard to this tender to be addressed to the above

address only.

2.10 The completed tenders should be submitted before 15.00 hrs on

21.03.2013 at the above address

2.11 The IMU, in exceptional circumstances, and its sole discretion, may

extend the tender due date by issuing a corrigendum.

2.12 The tenders will be opened in the presence of the representatives of the

tenderers who choose to attend the tender opening at 15.30 hrs on

21.03.2013 at the INDIAN MARITIME UNIVERSITY, EAST COAST ROAD,

UTHANDI, CHENNAI-600 119

2.13 The offer will remain valid for a period of 30 days from the date of opening of

tender. If required, the validity shall be extended for further period by

mutual consent.

8

2.14 IMU reserves the right to cancel or withdraw the tender any time. IMU also

reserves the right to reject any or all tenders without assigning any reasons.

2.15 IMU will accept the lowest eligible tender.

2.16 IMU will inform the unsuccessful tenderers for refund of EMD.

2.17 Within 15 days from the date of issue of work order, the successful tenderer

shall furnish a Security deposit cum Performance Guarantee in the form of

Bank Guarantee prescribed, for a value of 5 % of the contract price.

2.3 All information called for in the enclosed forms should be furnished against

the respective columns in the forms. If information is furnished in separate

documents, reference to the same should be given against respective

columns. Such separate documents shall be chronologically placed at the

end of the prescribed application. If information is „nil‟ it should also be

mentioned as „nil‟ or „no such case‟. If any particulars / query are not

applicable in case of the applicant, it should be stated as „not applicable‟.

However, the applicants are cautioned that not giving complete information

called for in the application forms required, not giving it in clear terms or

making change in the prescribed forms or deliberately suppressing the

information may result in the applicant being summarily disqualified.

Applications made by Fax and those received late after the prescribed date

and time will not entertain.

2.4 The application should be typewritten / computerized. The applicant

should sign in each page of the application.

2.5 Overwriting should be avoided. Correction, if any, shall be made by neatly

crossing out, initialing, dating and rewriting.

2.6 References, information and certificates from the respective clients certifying

suitability, technical knowhow or capacity of the applicant should be signed

by an officer not below the rank of Executive Engineer/Project Manager or

equivalent.

2.7 The applicant may furnish any additional information which he thinks is

necessary to establish his capabilities to successfully complete the envisaged

work. However the applicants are also advised not to attach

superfluous/additional information beyond the requirements of the Bid. No

information will be entertained after technical bid is submitted, unless it is

called for by the IMU.

9

2.8 Documents submitted in connection with the tender will be treated as

confidential and will not be returned.

3.0 DEFINITIONS

3.1 In these documents the following words and expressions have their meaning

hereby assigned to them.

3.2 EMPLOYER means Director, Indian Maritime University, Chennai Campus,

Executive Engineer (M), and Estate Department.

3.3 APPLICANT means individuals, proprietary firms, and firm in partnership,

limited company – private and public, corporation.

4.0 METHOD OF APPLICATION

4.1 If an individual makes the application, it shall be signed by him above his

full type written name and current address.

4.2 If a proprietary firm makes the application, it shall be signed by the

proprietor (with seal) above his full typewritten name and the full name of

his firm with its current address.

4.3 If the application is made by a firm in partnership, it shall be signed (with

seal) by all the partners of the firm above their full typewritten names and

current addresses or alternatively by a partner

4.4 If a limited company or a corporation makes the application, it shall be

signed by a duly authorized person holding power of attorney for signing the

application, in which case a certified copy of the power of attorney shall

accompany the application. Such limited company or corporation may be

required to furnish satisfactory evidence of its existence. The applicant

shall also furnish a copy of the Memorandum of Articles of Association duly

attested by a Public rotary.

5.0 FINAL DECISION MAKING AUTHORITY

The employer reserves the right to accept or reject any application and to

annul the qualification process / tender process and reject all applications

at any time without assigning any reason or incurring any liability to the

applicants.

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6.0 PARTICULARS PROVISIONAL

The particulars of work given are provisional. They are liable to change

and must be considered as advance information only to assist the applicant.

7.0 SITE VISIT

7.1 The applicant is advised to visit the various buildings where the work is

to be carried at his own cost and examine it and its surroundings and

collect all information that he considers necessary for proper assessment

of prospective assignment.

7.1.1 „Similar works‟ under this clause means housing keeping work to

educational buildings, institutional buildings, public buildings, hotels and

factories. In case of works carried out for private bodies in addition to work

orders the TDS certificate issued should be enclosed. In case works carried

out for Government departments and organizations necessary completion

certificate signed by an officer not below the rank of Executive Engineer or

equivalent should be enclosed.

7.2.1.1„Cost of work‟ for this clause shall mean final cost as mentioned in the final

bill carried out under single contract including cost of materials, if any,

supplied by clients. However, the cost of materials issued free of cost shall

not be considered for calculating the cost of work.

7.2.1.2 In respect of works carried out for private persons, firms etc. in addition to

completion certificates the TDS Certificates issued for those works should be

submitted. For deciding the cost of work only the TDS certificates shall be

taken into account. The date of completion of the work should be indicated

in the completion certificate.

7.2.1.3The applicant should have sufficient number of employees for the proper

execution of the contract. The applicant should submit a list of these

employees stating clearly how they would be involved in this work.

7.2.1.4The applicant‟s performance in respect of completed works and ongoing

works should be certified by an officer not below the rank of Executive

Engineer or equivalent and should be obtained and delivered in sealed

covers.

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7.2.1.5IMU reserves the right to restrict the list of pre qualified contractors to any

number deemed to suitable by it.

8.0 FINANCIAL INFORMATION

The applicant should furnish the Annual financial statement for the last 5 years in

Form A.

9.0 EXPERIENCE IN SIMILAR WORKS

9.1 The applicant should furnish the following

(a) List of all works of similar works successfully completed during last 5 years

in Form B.

(b) List of projects under execution or awarded in Form C.

9.2 Particulars of completed works and performance of applicant duly

authenticated / certified by an officer not below the rank of Executive

Engineer or equivalent should be furnished separately for each work

completed or in progress in Form D.

10.0 ORGANISATIONAL INFORMATION

Applicant is required to submit the following information in respect of his

organization in Form E

(a) Name and postal address including telephone and fax nos. etc.

(b) Copies of original documents defining the legal status, place of

registration and principal places of business

(c) Names and titles of Directors and Officers to be concerned with the work,

with designation of individuals authorized to act for the organization.

(d) Information on any litigation / arbitration in which the applicant was

involved during the last five years including any current litigation /

arbitration in process.

(e) Authorization for employer to seek detailed references from clients to

whom works were carried out.

11.0 LETTER OF TRANSMITTAL

The applicant should submit the letter of transmittal attached with the

documents.

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3 - FORMATS

QUALIFICATION INFORMATION

LETTER OF TRANSMITTAL

To

The Executive Engineer(M)

IMU, Chennai Campus

Uthandi

Chennai 600 119.

Sub: Garden Maintenance Contract at IMU – Chennai Campus for the year

2012-2013 at IMU, Chennai Campus

*****

Sir,

Having examined the details given in notice inviting qualification application and

tender and the qualification documents for the above work, I / We here by submit

the qualification application documents for the work duly filled.

1. I / We here by certify that all the statements made and information

supplied in the enclosed forms and accompanying statements are true

and correct.

2. I / We have furnished all information and details necessary for

deciding our eligibility for taking part in the tendering process for the

work. We have no further information to supply.

3. I / We submit the requisite solvency certificate and authorize the

Executive Engineer (M), IMU, Chennai Campus, Chennai 600 119 to

approach the bank concerned to confirm the correctness of the

certificate. I / We also authorize The Executive Engineer (M) to

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approach individuals, firms and corporations to verify our competence

and general reputation.

4. I / We submit the following certificates in support of our suitability,

technical knowhow and capability for having success fully completed

the following works.

S.No.

Name of work Certificate from whom

I am / we are aware that the tender documents will not be opened if I am /

We are not qualified to take part in the tendering process.

Signature(s) & Seal of the Applicant

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FORM „A‟

FINANCIAL INFORMATION

I. Financial Analysis

Details to be furnished duly supported by figures in Balance Sheet/Profit

and Loss Account for the last Five years duly certified by the Chartered

Accountant, as submitted by the applicant to the Income Tax Department

(Copies to be attached).

S.

No.

Details Year ending 31st March

2008 2009 2010 2011 2012

1. Gross annual

turnover in the

similar works

2. Profit (+) / Loss

(-)

II. Financial arrangement for carrying out the proposed work. III. Solvency certificate from Bankers of Applicant IV. Income Tax Returns certified by the Auditors V. Audited Account of the Company from the year ending 31st March of 2007

to 2011. VI. Income Tax PAN Details VII. TNGST No.

Signature of Chartered Accountant with seal

15

FORM B

DETAILS OF ALL WORKS OF SIMILAR NATURE COMPLETED DURING THE

LAST FIVE YEARS ENDING BY 31ST MARCH 2011

Sl.

No

.

Name of Work/

Project &

Location

Cost of

works

in lakhs

Date of

Com-

mence-

ment as

per

contract

Actual

date

of

Compl

etion

Name and

Address/

Tel.No. of

Officer to

whom

reference may

be made

Remarks

1 2 4 5 6 7 8

Signature of Applicant(s) with seal

In case of works carried out for private persons/organizations copies TDS

Certificate along with copy of work order / Agreement should be enclosed. Private

works without TDS certificate shall not be considered for valuation.

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FORM C

ADDITIONAL INFORMATION FOR COMPLETED WORKS

1. Name of Work

2. Contract value

3. Location

4. Client‟s name and address

5. Scope of work

6. Details of equipment deployed

7. Details of personal deployed on the work

Signature of Applicant(s) with seal

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FORM D

Performance Report for Works referred to in Form B & C

Name of the Work/Project & Location :

1. Scope of work

2. Agreement No.

3. Estimated cost

4. Tendered cost

5. Value of work done

6. Date of start

7. Date of completion

a. Stipulated date of completion

b. Actual date of completion

8. Amount of compensation levied for delayed completion if any

9. Performance report based on Quality of work, - Very Good / Good / Fair Time Management and Resourcefulness

DATE: Executive Engineer/ Project Manager

Equivalent

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FORM E

STRUCTURE AND ORGANISATION

1. Name and address of the applicant

2. Telephone No./Fax No./E-Mail address

3. Legal Status (attach copies of original

Document defining the legal status)

(a) An Individual

(b) A proprietary firm

(c) A firm in partnership

(d) A Limited Company or Corporation

4. Particulars of registration with various

Government bodies (Attach attested photo-copy)

(a) Registration Number

(b) Organization / Place of registration

5. Names and Titles of Directors and officers with designation

To be concerned with this work with Designation of

Individuals authorized to act for the organization.

6. Any other information considered necessary but not included above

Signature of the applicant(s) with seal

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4 ADDITIONAL CONDITIONS I

1. Every tenderer is expected, before quoting his rates to inspect the site of

the IMU Chennai Campus for which the service is to be rendered. The

requirement of labour and material should be assessed and no claim for

extra payment at a later date on any account shall be entertained.

2. No part of the contract shall be sublet without written permission of the

Executive Engineer (M) nor shall transfer be made to power of attorney

authorizing others to receive the payment on contractors behalf.

3. It further information is required, the Executive Engineer (M) will furnish

such information but it must be clearly understood that tenders must be

received in order, and according to instructions.

4. The Director or the sanctioning authority reserves the right to reject any

tender or all the tenders without assigning reason therefore.

5. The contractor should employ supervisors who have experience in this type

of work.

6. The Contractor shall comply with the provisions of all acts, statutes, rules,

regulations etc. of the Central and State Governments as the case may be

and if necessary get himself duly registered as required by the said acts,

statutes, rules, regulations etc. He shall make necessary payment of wages

as per acts applicable for the work and keep necessary records for

verification by the enforcing agencies and the Engineer in charge.

7. Child Labour is strictly prohibited and if there is any violation, then the

contract will be terminated.

8. All materials required for the work shall be arranged by the contractor.

9. Necessary monthly bills shall be submitted by the contractor after obtaining

for the approval for measurement which shall be recorded by the contractor

in a computerized format.

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10. The Contractor for the work shall be liable to pay applicable tax (including

Taxes works contract to state Govt.) if any that may be levied by the State or

Union Govt. Any request contrary to this will not be accepted.

11. The Executive Engineer (M) may nominate a representative of the user

department for inspection and to ensure that this work is carried out

satisfactory.

Minimum wages Act:

The contractor shall be responsible for payment of minimum wages, EPF, ESI,

Bonus, workman compensation etc. as per relevant acts and rules (Refer Additional

Conditions – II S.No.2). Necessary records shall be kept in compliance of the same.

Contract Labour Act:

The Contractor shall comply with all the applicable provision of the act.

SIGNATURE OF THE TENDERER WITH SEAL

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5. ADDITIONAL CONDITIONS – II

1. The contractor should employ minimum 15 labours and 1 supervisors for

IMU Chennai Campus per day. In which 7 of the labours should be male

members and 8 labours shall be female members.

2. The contractor should pay the daily minimum wage as per the minimum

wage act per day per person in which 12% should be contributed to EPF and

1.25% shall be contributed to the ESI as employee‟s share. In addition to

the above the contractor shall pay his share 13.75% towards EPF and 4.75%

towards ESI. The contractor shall submit necessary documents as and

when requested by the Executive Engineer (M) as proof of evidence for

providing contribution to EPF and ESI. The rate quoted by the contractor in

the tender schedule shall be inclusive of all EPF, ESI and other taxes and

levies etc.

3. Each labour should have original photo ID card duly signed by the Executive

Engineer (M) of the IMU Chennai Campus. In that ID card EPF and ESI card

numbers should be mentioned.

4. In case of absentees, a sum of Rs.250/- per day per person as compensation

will be levied on contractor and the same will be recovered from each

running account bill of the contractor.

5. The contractor should maintain an attendance register in each location and

the same should be certified by the Executive Engineer (M) staff and

handover a copy of the Executive Engineer (M)/Estate Staff on next working

day and throughout the contract period.

8. The Contractor shall make necessary arrangement to disburse the labour

wages in the presence of any of the two officers named below; Executive

Engineer (M) / Estate Assistant. The contractor should pay the labour

wages in the first week of successive month.

9. The contractor shall obtain a feedback certificate on performance of work

and equipment usage certificate from each department while submitting

his/her running account bill along with the attendance register and

statement showing material consumed.

10. The contactor shall submit a copy of the EPF/ESI/Bonus/Insurance

documents along with each running bill.

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11. The contractor must ensure that no labour shall work without uniforms and

other safety accessories like mask, shoes and gloves etc.

12. The contractor shall provide a cell phone to each supervisor and the list of

phone numbers shall be submitted before start of work.

13. Rate shall be inclusive of all the above special conditions and other

conditions mentioned in the tender documents, labour charge, material cost,

hire charge for equipments, ESI, EPF and other taxes and levies etc.

14. For calculating the daily wage, the monthly wage shall be divided by 26.

15. For calculating the monthly wage, the daily wage shall be multiplied by 30

vide para 6 of G.O.(2D) No.19, labour and employment (J1) dated

20.05.2004, Notification No.11(2) I.E/842/2004 published in Tamil Nadu

Government Gazette, Part II, Section 2 dated 28.09.2004 at pages 467 – 468.

Accordingly, the labour wage should be calculated for 30 days not 26 days.

1. NATURE / SCOPE OF WORK / FREQUENCY OF OPERATION.

II. WORKING

(a) The „Garden Maintenance Contract‟ is required to be carried out on all the

days of a month except Sundays.

(b) Sufficient man power is required to be provided to all lawns for the work

(c) Strict Discipline must be observed by workers

(d) The staff put on work must be provided with proper uniform to distinguish

them from others staff

(e) The staff must be provided with identify cards with University‟s approval

(f) The Supervisor under whom the staff will work, will report daily to the

Executive Engineer (M)/Estate Assistant/nominated person from IMU and

take instruction.

(g) No payment will be made for non-working days, proportionate deduction will

be made if any item of work is not carried out or work is not carried out on

any day due to any reason.

(h) The rates quoted shall be inclusive of service tax at present and also to take

care of the increase or decrease for the whole year.

(i) The working hours will be follows :

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Morning Session : 8.00 a.m. to 12.00 a.m.

Lunch break : 12.00 a.m. to 01.00 p.m.

Afternoon Session : 01.00 p.m. to 5.00 p.m.

III. STATUTORY REQUIREMENT

(a) The Contractor is responsible for all statutory requirements as per

State/Central Government rules such as to implement the Minimum Wages

Act, Workman Compensation Act, EPF, ESI, Bonus Act etc. and No

additional payment shall be made by the University on any account.

(b) The contractor should get labour license for the work from licensing

authority of Government if needed by paying necessary fees.

(c) The display board stating all details of the labours, working time, and name

of the Labour Officer etc. at the site office of the work as per the labour Act.

V. UNIFORM AND NAME BADGE

(a) The workers should always wear the uniforms and name badges

VI. GENERAL

(a) Work man should be vigilant while on work

(b) Smoking in the Campus area strictly prohibited

(c) Workers should be free from influence of alcohol

(d) Workers must be physically and mentally fit for work

(e) Workers should avoid causing damage to the University property

(f) The University will not accept any responsibility if workmen are injured.

(g) The movement of workers should be restricted to their area of work and

should not wander in to other areas

VII. SPECIAL CONDITIONS

(a) The contractor should execute an agreement in the non-judicial stamp paper

incorporating

(b) The lawns should be kept in spick and span conditions.

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(c) Contractor has to make his own arrangement for all required materials used

for Garden Maintenance.

(d) If the contractor performance is not satisfactory, the contract shall be

terminated by giving one month‟s notice.

(e) The contractor shall recoup to the employer the cost of damages incurred by

the contractor on account of any breach of the terms and condition of the

Agreement.

(f) Attendance register and salary register for the labours engaged and the

number of labour engaged per building and other registers required as per

acts and rules and the same may be verified by Director/EE(M) / Estate

Staff or other enforcing agencies during their inspection.

(g) Payment to the labour must be made before 10th of every month in the

presence of EE(M) / Estate Staff / nominated person from IMU and the bill

should be submitted along with the EPF, ESI receipt and payroll of the

labourer.

(h) A certificate must be obtained from the Department (As per format enclosed)

and produced along with the bills, Required cleaning materials for

succeeding month must be procured on the last week of proceeding month

and deposited with the Executive Engineer (M).

(i) Garbage collected at the campus should be transported out of the Campus

once in a week and dumped at the place identified by local authorities.

(j) The contractor should employ minimum of 15 labours and 1 supervisor for

the IMU Chennai Campus Garden Maintenance work per day.

(k) The supervisor must be provided with mobile phone and the Mobile numbers

must be given to the EE (M)/Estate Staff.

SIGNATURE OF THE TENDERER

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TENDER FOR GARDEN MAINTENANCE IN THE IMU

CHENNAI CAMPUS FOR THE YEAR 2013-14

TENDER NO.IMU/T-3/2013/EC

6. PRICE BID Instruction to the tenderers

Sl.No. Description of Work Unit Rate Amount

01. Maintaining the lawns including watering, uproots the weeds unwanted shrubs, trims gross and maintain the levelling of lawns, including

all labours, tools equipments, etc. complete

Per Month

Lump Sum

02. Rank Vegetation charges Per Month

Lump Sum

03. Transport of cut down trees branches/bushes/shrubs etc. complete

Per Month

Lump Sum

Total

The rate includes EPF, ESI, Bonus, cost of material, all taxes like income tax, service tax, VAT, water charges, GWF, etc. complete

Total amount in words ______________

TDS will be deducted as applicable

Bill for a particular month shall be submitted along with documentary

evidence for remitting PF, ESI dues of the previous month. In the absence

of the above, payment shall not be released.

The rate should be inclusive of all taxes, duties, levies, etc.

No rate revision is applicable in later stage during the contract period and

what so ever manner The contractor should have experience in similar

gardening work contracts with Government / Semi-Government / Public

Sector / Reputed Private Sector organizations for a period not less than

three years.

The contract should have a valid IT Registration number / PAN number and

other statutory requirements as per rules in force.

All the staff employed by the contractor should be covered by Group

Insurance / ESI and other statutory obligations

SIGNATURE OF THE TENDERER WITH SEAL

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ACCEPTANCE OF TENDER TERMS AND CONDITIONS

All the terms and conditions mentioned in the Tender documents are agreeable to us.

Our offer is valid for 60 days from the date of opening.

SIGNATURE OF THE TENDERER WITH SEAL Name of the Firm : Address : Telephone No. : Fax No.

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PART II

DAILY LABOURS SCHEDULE Area to be maintained Lawn : 60,000 Sq.ft. approximately (New proposal to be created) Shrubs : 6000 Nos. Trees : 1000 Nos.

One person can maintain lawn area of 5000 sq.ft. for 8 hours.

Sl.No. Nature of work Supervisor No. of Labours

Male Female

01. Lawn Maintenance 1 2 3

02. Shrubs & trees maintenance

2 2

03. Rank Vegetation 3 3

Total 1 7 8

The allocation of works may be changed by the Executive Engineer (M) of IMU, Chennai Campus, through the supervisor. SIGNATURE OF THE TENDERER WITH SEAL

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7. FORM OF TENDER

To

INDIAN MARITIME UNIVERSITY,

EAST COAST ROAD,

UTHANDI,

CHENNAI 600 119

Sir,

1. Having perused the Scope of tender for Providing Garden Maintenance

contract at IMU Chennai campus and we, the undersigned submit our offer to IMU

and hereby specifically undertake to do the following should our tender-bid be

accepted.

2. We hereby undertake to furnish an unconditional and irrevocable Bank

Guarantee towards Performance Security, encashable at Chennai, in the manner

set-forth in the “Instruction to Tenderers” and to commence the work at site within

7 days from the date of issue of the work order.

3. We undertake to enter into and execute an agreement with IMU in the

prescribed format in accordance with the conditions of Contract within 30 days

from the date of issue of the work order.

4. Unless and until a formal agreement is prepared and executed, our tender-

bid together with IMU‟s written acceptance thereof, shall constitute a binding

Contract between us.

5. We shall and hereby undertake to abide by the terms of this tender for a

period of 60 days from the day of opening of the Tender-Bids. We shall if so

required, extend the validity of the offer for such period as may be mutually agreed

upon.

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6. We further agree that in the event of our withdrawing our tender-bid prior to

the receipt of the final decision from IMU or in the event of our failing to

furnish the Performance Security, in such form as prescribed in this Tender

or in the event of our tender-bid being accepted and we fail to execute an

agreement in the prescribed format within 15 days from the date of issue of

work order to commence work, then the EMD submitted along with our

tender-bid shall stand forfeited without requiring the performance of any

further act whatsoever by IMU.

7. We are aware and acknowledge that IMU is not bound to accept the lowest

or any tender that IMU may have received.

8. Should our tender-bid be accepted, we find ourselves to be wholly and solely

responsible for the due performance of the Contract.

9. Should our tender-bid be accepted, we undertake to perform the work of

tender for the Providing Garden Maintenance contract at IMU Campus at the

price quoted in the Tender-bid during the stipulated Contractual period of

one year from the date of the execution of the Contract and strictly abide by

the conditions of the Tender.

Dated at Chennai this ………………………day of 2013.

Signature in the capacity of duly

authorized to sign the tender-bid for and on behalf of …………………………….

(IN BLOCK CAPITALS)

1)WITNESS(1) (2) Address

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8 FORM OF POWER OF ATTORNEY

Dated: ……………….

POWER OF ATTORNEY

To whom so ever it may concern

Mr…………………………………………….. (Name of the person along with

father/husband‟s name, residing

at.…………………………………………………………………………….. (address), acting as

………………………….. (Designation and name of the Firm/Company), and whose

specimen signature is attested below, is hereby authorized on behalf of.

……………………………………………………………………………… (Name of the

Firm/Company) to provide information and respond to enquiries, etc, for Providing

Garden Maintenance at IMU Chennai campus HQ. The said

Mr/Ms……………………………………is hereby further authorized to sign and submit

relevant documents on behalf of the Firm/Company in respect of the above.

(Attested signature of Mr.………………………………………………)

For………………………………………………….(Name of the Firm/Company)

Attested by Notary Public

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9. FORM OF PERFORMANCE GUARANTEE

(Issued by a Nationalized/Scheduled Bank in India)

This Deed of Guarantee executed at ………………… by ………………….. (Name

of the Bank) having its Head/Registered Office at ……………… (hereinafter referred

to as “the Guarantor” which expression shall, unless it be repugnant to the subject

or context thereof, include its executors, administrators, successors-in-interest and

assigns);

In favour of M/s. IMU having its office at ………………………………. (hereinafter

referred to as „IMU‟ which expression shall, unless it be repugnant to the subject or

context thereof, include its executors, administrators, successors-in-interest and

assigns;

Whereas

A. M/s. …………………… having its registered office at ………… (hereinafter

called “the Successful Tenderer” which expression shall, unless it be

repugnant to the subject or context of thereof, include its executors,

administrators, successors-in-interest and assigns) has successfully bid

and has been selected as the prospective Contractor inter alia, for the

work of tender for the Providing of Garden Maintenance contract at IMU

Chennai campus (hereinafter referred to as “Said Work”) and IMU has

issued a Letter of Acceptance dated ______ for award of the Contract to

the Successful Tenderer.

B. IMU has sought for an unconditional and irrevocable Bank Guarantee

for the sum of Rs………….(Rupees…………only) by way of Security for the

due execution and performance of the Work and obligations set out in

the Contract within a period of ………days from the date of issue of the

Letter of

C Acceptance for award of the Contract and for guaranteeing the due

performance of the Work inter alia relating to tender for the Providing

Garden Maintenance contract at IMU Chennai campus and the

Guarantor has agreed to provide a Guarantee being these presents.

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NOW THIS DEED OF GUARANTEE witnesseth that in

consideration of the aforesaid premises, we, ………..……… Bank,

the Guarantor herein, hereby irrevocably and unconditionally

guarantee as follows:

I. The Successful Tenderer shall execute the Contract before…(date)…. and

shall Providing Garden Maintenance contract at IMU Chennai campus

strictly in accordance with and in compliance of all the Terms and

conditions as contained in the tender-bid submitted by the Successful

Tenderer.

II. We, the Guarantor, shall without any demur or protest, pay to IMU an

amount not exceeding Rs. ………………. (Rupees … only) within five (5) days

from the date of receipt of a mere written demand thereof from IMU stating

that the Successful Tenderer has failed to meet its performance obligations

as stated in Clause (i) above without having to furnish any proof,

documentary or otherwise , of the Successful Tenderer having committed

such breach.

III. The above payment shall be made by us, as the Guarantor, without any

reference to the Successful Tenderer or any other person and irrespective of

whether IMU‟s claim is disputed by the Successful Tenderer or not.

IV. This Guarantee shall be valid and shall remain in force for a period of 15

months from …….. i.e., up to and inclusive of …….. (date) including a 3

months claim-period.

V. In order to give effect to this Guarantee, IMU shall be entitled to treat the

Guarantor as the principal debtor. The obligations of the Guarantor shall not

be affected by any subsequent variations in the terms and conditions of the

Contract or other documents by IMU or due to any extension of time of

performance granted to the Successful Tenderer or any enlargement of time

of the power exercisable by IMU against the Successful Tenderer or

forbearance or non-enforcement of any of the terms and conditions of the

Contract and we shall not be relieved from our obligations under this

Guarantee on account of any such variation, extension, forbearance or

omission on IMU‟s part or any indulgence shown by IMU to the Successful

Tenderer to give such matter or thing whatsoever which under the Law

relating to Sureties would, but for this provision, have the effect of so

relieving us.

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VI. This Guarantee shall be unconditional and irrevocable and shall remain in

full force and effect until all our obligations under this Guarantee are fully

discharged.

VII. This Guarantee is enforceable and encashable at Chennai.

In witness whereof the Guarantor has set its hands hereunto on the day,

month and year first hereinabove written.

Signed and Delivered by ………………………………………………. Bank By the hand of

Shri ………………………………………………………….

Its….. …………………..…………………………… and authorized official.

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10. FORM OF AGREEMENT

AGREEMENT NO………….OF 2013.

THIS AGREEMENT executed in Chennai this..…………day of ………….. TWO

THOUSAND AND ELEVEN

Between

Indian Maritime university and represented by its Director (hereinafter referred to

as “IMU” which expression shall, unless excluded by or repugnant to the context,

deemed to mean and include its executors, administrators, successors-in-interest

and assigns) of the ONE PART

AND……………………………..(hereinafter referred to as “the Contractor” which

expression shall, unless excluded by or repugnant to the context, deemed to mean

and include its executors, administrators, representatives ,successors-in-interest

and assigns) of the OTHER PART.

WHEREAS

A. IMU is desirous of engaging a Contractor to perform the work inter alia of

Providing House Keeping services at IMU Chennai campus for a period of six

month (hereinafter referred to as the „Said Work‟)

B. The Contractor has offered to the Said Work for the period Six months and

whereas IMU has accepted the tender-bid of the Contractor vide LOA dated

_______ ; and

C. The Contractor has furnished a sum of Rs. …………………………. (Rupees

…………………………..) as Performance Security in the form of a Bank 10

Guarantee dated _______ guaranteed by _________ Bank ________ Branch for

the due performance of all the conditions of the Contract.

STAMP PAPER

(VALUE Rs.100)

35

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement, the words and expressions shall have the same meaning

as are respectively assigned to them in the conditions of Contract hereinafter

referred to.

2. The following documents for the work, inter alia, Providing Garden

Maintenance contract at IMU Chennai Campus shall deemed to form and be read

and construed as part of this Agreement, viz.,

IMU TENDER DOCUMENTS

1. Tender Notice

2. General rules and directions for the of the Tenderers

3. Formats

4. Brief Particulars of Forms (Form‟A‟ to Form „F‟)

5. Additional conditions I & II

6. .Price Bid

7. Form of Tender

8. Form of Power of Attorney

9. Form of Performance Guarantee

10. Form of Agreement

4. The Contractor hereby covenants with IMU to execute and complete the Said

Work in strict conformity in all respects with the provisions of the Agreement.

5. IMU hereby covenants to pay the Contract Price to the Contractor at the time

and in the manner prescribed in the Tender as consideration for such completion of

the Said Works.

IN WITNESS whereof the Parties hereunto have set their hands and seals on the

day and year first written.

(Authorized Signatory)

Contractor (DIRECTOR)