Tender For selection of Overall Facility Management … Tender For selection of Overall Facility...
Transcript of Tender For selection of Overall Facility Management … Tender For selection of Overall Facility...
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Tender
For selection of
Overall
Facility Management Services
at
Mahatma Mandir, Gandhinagar.
Client
INDUSTRIAL EXTENSION BUREAU (iNDEXTb),
Block No 18, 2nd Floor, Udhyog Bhavan
Gandhinagar – 382010
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Sub: Bid for selection of an agency for Overall Facility Management Services at
Mahatma Mandir Convention Centre, Gandhinagar, Gujarat.
Industrial Extension Bureau (iNDEXTb)
Industrial Extension Bureau (iNDEXTb) is a Government of Gujarat Organization,
registered under the Societies Act 1856. The organization is under the Industries and
Mines Department (IMD) of the Government of Gujarat (GoG).
iNDEXTb makes various efforts for promoting investment in infrastructure and industrial
sector in the State of Gujarat and attracts various investors. In efforts to promote
investment and the State as ideal investment destination, it has been acting as the nodal
agency for organizing mega event s such as Vibrant Gujarat Global Summits, since 2003.
Sensing the need to have the permanent structures to organize the mega events such as
Vibrant Gujarat Summit and also to have infrastructure related to organizing the
exhibitions, conferences, seminars and other events related to business and government
functioning, the Government of Gujarat decided to have facilities / infrastructure in the
permanent form, by building a Convention and Exhibition Center in Gandhinagar.
Mahatma Mandir
The Father of the Nation – Shri Mohandas Karamchand Gandhi, is also known with
reverence as Mahatma. Gandhinagar – the Capital City of State of Gujarat –derives
name from Father of the Nation. Since Gandhinagar did not have any major structure
related to Mahatma Gandhi, it was considered to have a memorable and iconic complex
build in the remembrance and homage to Mahatma Gandhi and was called as Mahatma
Mandir. The total area of Mahatma Mandir is approximately 34 acres.
Mahatma Mandir, is planned to house facilities such as photo gallery, meditation hall,
Garden with installation of Multimedia enabled artifacts on the life and philosophy of
Mahatma Gandhi, etc. The facilities of international standards with all modern amenities,
for organizing conventions and exhibitions, are also planned within Mahatma Mandir.
Convention and Exhibition Centre within Mahatma Mandir.
The Construction work for Mahatma Mandir began in the year 2010, and various facilities
are completed including Convention and Exhibition Center within Mahatma Mandir.
Currently various functions – conventions, conferences, seminars, exhibitions – are
taking place at Mahatma Mandir, which are attended by various dignitaries from India and
Abroad having variety of security needs.
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To take up the security of the premises of Mahatma Mandir in the professional manner,
iNDEXTb on behalf of the Government of Gujarat proposes to invite the interested
agencies, meeting the qualifying criteria and having request experience to provide
security services (within Mahatma Mandir).
We are looking for professional Security Agencies being run by a reputed company
having trained manpower and adequate experience, proper training personnel; having
own office in the field of security and safety measures at Ahmedabad / Gandhinagar
which can operate around the clock for any emergency and assistance.
The agency would have to provide top-class complete spectra of security services, which
includes but not limited to security of premises, material, furniture, fixture, etc:, any
sabotage activities, screening of people visiting Mahatma Mandir and baggage, etc.
In addition, the agency may also be equipped to provide with services such as
coordination with bomb squad, dog squad, fire department, emergency services, etc.
The State hosts various events and functions for public purpose at Mahatma Mandir,
Convention Center in Gandhinagar, Gujarat which is owned and operated by the State.
In the coming two months, the State is organizing Annual General Meeting - African
Development Bank – 2017 and would also include overall housekeeping services to the
delegates attending the said functions at the Mahatma Mandir, Gandhinagar.
Scope of Work:
1. The agency shall perform / render the Facilities Management Services to the State at the
aforesaid Convention Center as are customarily provided to such events consistent with
the standard and services.
2. The general scope of Facilities Management Services to be rendered by Agency shall be
as follows:
a) Providing supervision on the existing Agency for Housekeeping and other related
areas.
b) Overall housekeeping Services – each & every corner of Mahatma Mandir.
3. In the course of rendering the Facilities Management Services, Agency shall depute such
number of staff at the Convention Center during the tenure of the Agreement as may be
deemed fit by Agency.
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4. Agency should have considerable experience and expertise and is possessed of skilled
and expert manpower and organizational infrastructure for offering advice and rendering
services relating to planning, conducting, supervising, directing and managing the
operation.
5. While Mahatma Mandir Convention Center is equipped with necessary infrastructure and
necessary equipment required to host the aforesaid events through its existing facility
management contract. In order to achieve and ensure the objective of smooth and efficient
hosting of aforesaid functions/ events at the said Convention Center, the State has
approached and requested Agency to advise on the planning, conducting, supervising,
directing and managing the facilities, primarily, engineering services and overall
housekeeping services for a period of one months commencing from 26th May 2017.
6. Agency has acceded to the request of the State for managing the aforesaid facilities at
the Mahatma Mandir, Gandhinagar for a period of 1 months commencing from 26th May
to 27th May, 2017 on the terms and conditions as a recorded herein.
7. Agency shall render the services relating to planning, conducting, supervising, directing
and managing the facilities, primarily engineering services and overall housekeeping
services for a period of one months commencing from 26th May to 27th May, 2017 to the
State this Agreement, it is hereby expressly declared that Agency shall have the following
powers while rendering the Facilities Management Services:
a) Training and assignment of duties of all personnel engaged at the Convention
Center.
b) The discretion to seek removal from engaging in any services of any personnel
found unfit by Agency for any position, function or task relating to the Convention
Center which are supervised by Agency and the said personnel shall be replaced
by the State within such period as may be desired by Agency.
c) Recommendations necessary or desirable in connection with the Facilities
Management Services including for appointment of company/ persons for
providing of any specialized service/s and/ or providing any services required to
be rendered herein by Agency.
d) Recommending the purchase of such inventories, supplies and equipment as
Agency may deem reasonably necessary in order to effectively render the
Facilities Management Services.
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e) Generally, to perform all acts reasonably necessary in connection with the
rendering of Facilities Management Services in an efficient and proper manner.
8. Agency shall designate a Coordinator on special assignment at Mahatma Mandir, to
interact, coordinate, and liaise with the iNDEXTb for all information, issues and details
about the functions / events to be hosted at the said Convention Center during the term of
this Agreement. Similarly, the iNDEXTb shall depute and designate a ‘Coordinator’ to
interact, coordinate, liaise and provide to Agency all the information, issues, details,
events, protocol, list of VIPs and such other details as may be required, from time to time
well in advance for the events to be organized during the term of this Agreement. Both the
Coordinators shall meet once a week and such other intervals as may be required to
coordinate the rendering of Facilities Management Services by Agency for the events to
be hosted at the said convention Center during the term of the Agreement. The minutes
of the said meeting shall be recorded and exchanged between the parties.
9. Equipment’s to be provided by the agency
Sr.
No.
Name of equipment Quantity
1 Swingo Machine 4
3 Vacuum Cleaning Machine 10
5 Vapor cleaning Machine 2
6 Scrubber Machine (for policing) 2
8 High Jet pressure Machine 4
9 Ladders 2
10 Ride-on (Floor Sweeper-Scrubber) 3
11 Telescopic poll 10
12 Scissors lift (high rise cleaning) 1
13 Boom Lift (high rise cleaning) 1
14 Others (suggested by agency 1.2.3…)
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Others
Sr.
No.
Manual items Sr. No
Manual items
1 Nylon Brush 19 Dusters check
2 Hand Gloves 20 Scotch bright
3 WC Brush 21 Floor duster
4 Dust Pan 22 Cobweb brush
5 Mug 23 Scrubbing pad
6 Hand Brush 24 Cleaning sine board
7 Glass wiper 25 Sponge
8 Scraper 26 T-brush
9 Mop Trolley 27 Wet mop refill
10 Wet Mop 28 Dry mop refill
11 Dry mop 29 Wet mop Clamp
12 Soft broom 30 Dry mop Clamp
13 Hard broom 31 Small wiper
14 Caddy 32 Carpet brush
15 Spray Gun 33 Road brush
16 Wiper 34 Glass duster
17 Toilet Cleaners 35 Buckets
18 Toilet Pump
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10 Manpower requirement/allocation
Sr. No. Housekeepers/janitors Supervisor Manager/In -charge
1May to 7 May 50 5 1
8 May to 15 May 100 10 2
16 May-20 May 150 15 3
21May-26 May 250 25 5
27 May-30 May 50 5 1
Total Man-days 600 60 12
for consumable item kindly refer annexure 1
10. Tasks and Responsibilities
To ensure standards of cleanliness, hygiene and tidiness in all areas of complex.
Supervising the daily cleaning of assigned areas to the highest standards. This
includes cleaning bathrooms thoroughly, vacuuming, mopping and dusting daily.
Supervising on dust removing, vacuuming, shampooing and washing of carpet.
Resolving any problems or complaints when possible and ensuring management
are kept informed.
Managing stock control and ordering system to ensure availability of stock.
Wearing a clean and suitable uniform and name badge all times.
Carrying out any other duties as may be reasonably required by management.
11. Payment scheduled: -
30% of the after having materializing resources on site and approval of team deployment.
70% of the Fee on successful closer of the event certificate by the iNDEXTb
Areas comes under facility management services
I. Convention Centre (in three Floors) housing
i. Convention Hall (5000 seating capacity)
ii. Seminar Rooms (four: SR-1 to SR-4) (3 Halls of 500 seating capacity and 1 hall of 1000
seating capacity,
iii. Conference Rooms (Three: CR-1 to CR-3),
iv. Business Meeting Rooms (BM-1 to BM-10),
v. Administration Rooms (three: AR-1 to AR-3))
vi. Simultaneous Interpretation System (SIS) Rooms
vii. Viewing Galleries
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Area Details of Convention Centre.
Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
1 Atrium Sq.Mt. 1 853.43
2 Pre-function Sq.Mt. 1 926.73
3 Corridor 1 Sq.Mt. 1 67.29
4 Corridor 2 Sq.Mt. 1 69.35
5 Seminar Hall 1 Sq.Mt. 1 586.09
6 Seminar Hall 1 Pantry Sq.Mt. 1 12.17
7 Seminar Hall 2 Sq.Mt. 1 541.93
8 Seminar Hall 2 Pantry Sq.Mt. 1 12.17
9 Conference Room 1 C1 Sq.Mt. 1 17.70
10 Conference Room 2 C2 Sq.Mt. 1 17.99
11 Conference Room 3 C3 Sq.Mt. 1 19.99
12 Conference Room B1 Sq.Mt. 1 18.58
13 Conference Room B2 Sq.Mt. 1 18.58
14 Storage Room Sq.Mt. 1 36.22
15 Retail Sq.Mt. 1 101.75
16 Comm room 1,2,3 Sq.Mt. 3 52.60
17 Dish wash room 1,2,3 Sq.Mt. 3 49.46
18 VIP Entrance Foyer Sq.Mt. 1 88.48
19 VIP Room 1 Sq.Mt. 1 17.20
20 VIP Room 1 Toilet Sq.Mt. 1 9.80
21 VIP Room 2 Sq.Mt. 1 22.88
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Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
22 VIP Room 2 Toilet Sq.Mt. 1 9.10
23 VIP Lobby Sq.Mt. 1 39.32
24 VIP Lobby Pantry Sq.Mt. 1 6.84
25 Main Convention Hall Sq.Mt. 1 5816.77
26 Seminar Hall-3 Sq.Mt. 1 520.00
27 Seminar Hall-4 Sq.Mt. 1 1000.00
28 Lobby 1 Sq.Mt. 1 34.68
29 Pantry & Dish Wash Sq.Mt. 1 31.01
30 Lobby 2 Sq.Mt. 1 34.68
31 Pantry & Dish Wash Sq.Mt. 1 31.61
32 Lobby 2 Sq.Mt. 1 34.68
33 Pantry & Dish Wash Sq.Mt. 1 31.61
34 RHS - Storage 1 Sq.Mt. 1 52.54
35 RHS - Storage 2 Sq.Mt. 1 24.15
36 RHS - Storage 3 Sq.Mt. 1 169.60
37 South side corridor Sq.Mt. 1 125.93
38 Toilet Blocks on GF and FF Sq. mt 2 49.00
39 Toilet Blocks on GF and FF Sq. mt 2 88.00
TOTAL Sq.Mt. 11776.85
** Areas mentioned here are for reference only, bidders to review the same during site visit.
Architectural Character of the Convention Centre – Mahatma Mandir:
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Structure - Frame Structure and exposed RCC Precast Panels
Basic Finishes -
Flooring consists of Granite, Kota Stone, IPS, Ceramic & Glazed tiles.
Carpet (imported) in the Main Convention Hall, Seminar Rooms, Meeting Rooms,
Conference Rooms, Viewing Gallery, etc.
Glass Glazing of double height towards entrance area. Glazing is of sheet glass, plate glass,
and translucent glass
Internal wall surfaces are plastered, coloured, covered with MDF Board, Sound Reinforced
with fabric material,
External wall surfaces are of exposed RCC
Ceilings: Gypsum Board, False Ceiling, etc.
Doors: Acoustic Doors, Glass Doors and Fire Doors
External areas are paved with paver block granites, stone, pavers block along with soft and
hard landscaping
Roads alongside the Convention Hall are of bituminous carpet
II. Exhibition Centre (Single Floor Double Height) housing
i. Exhibition Hall -1
ii. Exhibition Hall – 2
iii. Exhibition Hall – 3
Area Details of Exhibition Center:
Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
Exhibition Hall 1 & 2
1 Exhibition Hall 1 Sq.Mt. 1 3790.00
2 Indoor Sq.Mt. 1 200.00
3 Store Sq.Mt. 1 26.50
4 Indoor Sq.Mt. 1 200.00
5 Store Sq.Mt. 1 26.50
6 First aid Sq.Mt. 1 23.50
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Sr.No: Description Unit. Nos.
Approx.
Area **
(sq. mt)
7 Indoor Store Sq.Mt. 1 97.00
8 Exhibition 2 Sq.Mt. 1 3475.00
9 VIP Gallery Sq.Mt. 1 113.00
10 VIP Gallery Sq.Mt. 1 105.00
11 UPS Room Sq.Mt. 1 78.50
12 VIP Lounge Sq.Mt. 1 150.00
13 Toilets Sq.Mt. 1 25.00
14 Toilets Sq.Mt. 1 160.00
15 Toilets Sq.Mt. 1 120.00
Exhibition Hall 3
1 Exhibition Hall 3 Sq.Mt. 1 1715.00
2 Toilets Sq.Mt. 1 85.00
3 Electrical + BMS Sq.Mt. 1 45.00
EXTERNAL HARD / SOFTSCAP AREA
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EXTERNAL
HARD/SOFTSCAPES Sq.Mt. 1 56095.00
TOTAL Sq.Mt. 66530.00
** Areas mentioned here are for reference only, bidders to review the same during site visit.
Architectural Character of the Exhibition Centre:
1. Structure - Works are of exposed RCC Precast Panels
2. Basic Finishes -
Flooring consists of VDF Flooring in all three exhibition halls with provision of cable
trenches.
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Glass Glazing of double height towards entrance area. Glazing is of sheet glass, plate glass,
and translucent glass
Internal wall surfaces are of acoustic treated gypsum board and coloured with paint
Sound Reinforced with wool and fabric material
External wall surfaces are of exposed RCC
Ceilings: Double Height
Doors: Acoustic Doors, Glass Doors and Fire Doors.
Lobby area is of granite floors
Area between Convention Centre and Exhibition Centre is paved with paver blocks.
Surrounding Road is of bituminous carpet.
III. Service Building (in three Floors) housing
a) PUMP House, RO Plant etc., in Basement
b) Electrical Panels on Ground Floor.
c) Chiller Plant on First Floor
Information about tanks in service building.
S.N Particular No of
Tanks
Dimensions ( Meter) Capacity
of tank in
liters Length Width Height
1 Rain Water Sump 1 21.200 8.200 4.600 799664
2
HVAC Treated Water
Sump 1 13.425 3.390 3.500 159288
3
Domestic Treated Water
Sump 1 5.510 3.290 3.500 63448
4 Raw Water Sump 1 10.665 10.665 3.500 398098
5 Fire Water Sump-1 1 7.835 6.625 3.500 181674
6 Fire Water Sump-2 1 7.835 6.575 3.500 180303
7 Treated Water Tank 1 8.000 5.200 3.500 145600
8 Oil & Gas Chamber -1 1 3.660 1.800 3.500 23058
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9 Oil & Gas Chamber -2 1 3.000 1.800 3.500 18900
10 Sludge Holding Tank 1 3.660 2.000 3.500 25620
11 Sump 1 3.000 2.000 3.500 21000
12 Aeration Tank 6 2.200 1.900 5.000 20900
13 Filter Feed Tank 1 4.500 3.200 3.500 50400
14 Up flow Filter-1 1 5.150 3.200 3.500 57680
15 Up flow Filter-2 1 5.150 3.200 3.500 57680
Total Capacity in liters 2203312
** Areas mentioned here are for reference only, bidders to review the same during site visit.
IV. Food Court (in Two Floors) having
i. Food Court Seating area
ii. Shops (9 Nos on ground floor)
iii. Service Area
iv. Infotainment Zone
v. Wash Area
vi. Kitchen Area
vii. Toilets
Area Details of Food Court Building:
Sr.No: Description Unit. Nos.
Approx
Area** (in
Sq. mt)
Ground floor
1 Toilets Sq.Mt. 1 65.00
2 Shops 6-9 + Staircase Sq.Mt. 1 145.50
3 Shops 1-5 + Corridor Sq.Mt. 1 145.00
4 Food Court Seating Sq.Mt. 1 1385.00
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5 Service Corridor Sq.Mt. 1 135.00
6 Pot wash/Dish Wash / Store Sq.Mt. 1 150.00
7 Rest Rooms Sq.Mt. 1 67.00
8 Toilets Sq.Mt. 1 80.00
9 Corridor Sq.Mt. 1 110.00
10 Infotainment Zone Sq.Mt. 1 980.00
11 Toilets Sq.Mt. 1 55.00
First floor
12 Food Court Seating Sq.Mt. 1 1805.00
13 Toilets + Wash Sq.Mt. 1 120.00
14 Restaurant Kitchen + Corridor Sq.Mt. 1 307.00
15 Food Court Kitchen Sq.Mt. 1 185.00
16 Toilets Sq.Mt. 1 150.00
17 Mezzanine Toilets Sq.Mt. 1 100.00
TOTAL Sq.Mt. 5984.5
** Areas mentioned here are for reference only, bidders to review the same during site visit.
Architectural Character of the Food Court:
1. Structure -Works are of exposed precast RCC Panels, block masonry, glass gazing
2. Basic Finishes -
Flooring consists of vitrified tiles
Glass Glazing of double height of about 12 mt towards entrance area. Glazing is of sheet
glass, plate glass, and translucent glass
Internal wall surfaces are of cement plaster and coloured with paint
Ceilings: Gypsum Board
Doors: Acoustic Doors, Glass Doors and Fire Doors.
Lobby area is of granite floors
Surrounding area is of bituminous carpet and paver blocks.
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V. Photo Gallery (in Two Floors) having
i. Shops (10 Nos on ground floor)
ii. Photo Gallery Main Area currently housing exhibition “Gandhi to Mahatma “on Ground
Floor.
iii. Office Area with Meeting Rooms (both floors)
iv. Toilet Blocks
v. Workshop Area
Area Details of Photo Gallery Building:
Sr.No: Description Unit. Nos.
Approx
Area** (in
Sq. mt)
Ground Floor
1 Shops Sq.Mt. 1 305.00
2 Toilets Sq.Mt. 1 62.70
3 Photo Gallery Sq.Mt. 1 1780.00
4 Toilets Sq.Mt. 1 95.00
5 Meeting + Admin Sq.Mt. 1 80.00
6 Workshop + Store Sq.Mt. 1 82.00
7 Services + Corridor Sq.Mt. 1 100.00
First Floor
8 Photo Gallery Sq.Mt. 1 2025.00
9 Toilets Sq.Mt. 1 100.00
10 Toilets Sq.Mt. 1 95.00
11 Workshop Sq.Mt. 1 88.00
12 Service Corridor Sq.Mt. 1 110.00
13 Mezzanine Sq.Mt. 1 100.00
VIP Office Area (Ground Floor)
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Sr.No: Description Unit. Nos.
Approx
Area** (in
Sq. mt)
1 Lobby Sq.Mt. 1 300.00
2 Toilets Sq.Mt. 1 45.00
3 Office Sq.Mt. 1 355.00
VIP Office Area (First Floor)
4 Lobby Sq.Mt. 1 245.00
5 Toilets Sq.Mt. 1 45.00
6 Office Sq.Mt. 1 355.00
Parking area (Beside Photo gallery room)
1 Parking – Phase 1B Sq.Mt. 1 3764.00
TOTAL Sq.Mt. 10131.70
** Areas mentioned here are for reference only, bidders to review the same during site visit.
Architectural Character of the Photo Gallery:
1. Structure -Works are of exposed precast RCC Panels, block masonry, glass gazing
2. Basic Finishes -
Flooring consists of vitrified tiles
Glass Glazing of double height of about 12 mt towards entrance area. Glazing is of sheet
glass, plate glass, and translucent glass
Internal wall surfaces are of cement plaster and coloured with paint
Ceilings: Gypsum Board
Doors: Acoustic Doors, Glass Doors and Fire Doors.
Lobby area is of granite floors
Surrounding area is of bituminous carpet and paver blocks.
Area between Exhibition Centre & Food Court as well as Convention Centre & Photo Gallery is
called Central plaza which is double heighted, cleaning of the same shall be done from floor
level to ceiling level including light fixtures.
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VI. Façade Details
Mahatma Mandir has façade for the Convention Center, Exhibition Center, Food Court and Photo
Gallery in combination of use material as Glass (Curtain Glazing), ACP Cladding and Aluminum
Louvers. Of this the cleaning of Glass (Curtain Glazing) and Aluminum Lovers is required to be
carried out, which would require the use of scissor lift to reach to the top height of approximately
17 mts at the maximum limit (at Convention Center and Exhibition Center). Details of area is as
under
S.N Particulars Unit Quantity
Total
Convention and
Exhibition Centre
Food Court and
Photo Gallery
1 Curtain Glazing Sqm 4226.63 1648.73 5875.36
2 ACP Cladding Sqm 946.45 999.99 1946.44
3
Aluminium
Louvers Sqm 1557.74 75.00 1632.74
** Areas mentioned here are for reference only, bidders to review the same during site visit.
VII. Storm Water Trench Details:
Mahatma Mandir has peripheral storm water trench of approximate 1000 meter running length
having width of 1.0 to 1.2 meter. The storm water trench has minimum depth of 0.7 meter to
maximum depth of 2.5 meter. Agency appointed need to clean, maintain the trench in running
condition all the time the throughout the year during the contract period. This Trench needs to be
cleaned every three months by removing precast trench covers and laying back the same after
proper cleaning.
VIII. Vegetation Area:
Near the VIP Entrance, the front side of Exhibition Centre, Convention Centre and the area
between Exhibition Centre& Food Court as well as Convention Centre& Photo Gallery, Parking
area etc., has plantation, which needs to be watered, cutting of wild vegetation and weed removal.
An approximate area of 2200 sq.mt has plantation and 3500 sq.mt of area is covered with lawn.
Note:
1. The scope of services may increase from time to time depending on requirements of various
events planned at Mahatma Mandir (during one months).
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2. Owner may include other facilities management services (of the Mahatma Mandir) in the
scope depending upon the performance of the selected bidder.
Mahatma Mandir being developed as state of the art Centre for organizing various seminars,
conventions, exhibitions and other events, therefore manpower requirement would be based on
the nature of the event taking place, there would be variations in the manpower requirement,
which the bidder should be able to meet and fulfill the requirements, both in general and other
shifts.
Bidders are requested to visit the site and understand the scope of work. Bidders are requested
to prepare their own proposal (including presentation to be made to the Committee) and submit
to the Committee when the agencies, qualifying in the first round of qualification (pre-qualification).
(The proposal and the subsequent presentation shall also include brief about their proposed work
force, equipment’s, consumables and other details which they may like to include).
NOTICE INVITING TENDERS AND SCHEDULE OF EVENTS
Sealed tenders under two bid systems are invited from registered, bona fide, experienced
& reputed Hospitality Management Services of sound financial standing, meeting the pre-
qualifying requirement, for the job given below:
NAME OF WORK Facility Management Services at Mahatma Mandir,
Gandhinagar
TENDER SUBMISSION COST Rs. 5,000/- (Rs. Five thousand only) BY DEMAND
DRAFT in favour of Industrial Extension Bureau,
Gandhinagar
EMD Rs. 50,000=00 (Rs. Fifty Thousand only )
CONTRACT PERIOD Total initially period of the Contract would be for One
month.
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ISSUE OF TENDER
The tender can be downloaded from organization’s
website (www.indextb.com) and/or
https://indextb.nprocure.com during 28th March, 2017
to 18th April, 2017
SUBMISSION OF TENDER
ONLINE
Up to 1:00 pm on18th April, 2017
1. Financial bid strictly on the website https://indextb.nprocure.com. No hard copy to be submitted.
2. Technical bid to be submitted only by Hard Copy
Pl. Note that this is the e-tendering process through the
Government of Gujarat’s e-tendering mechanism.
Necessary electronic keys (digital signature
certificates) are required for online submission of the
tenders. For more details, please for visit contact on
[email protected] or contact
(n)Code Solutions (A Division of GNFC Ltd.)
301, GNFC Info Tower, Bodakdev,
Ahmedabad - 380054. India
Sales : 079- 4000 7323
Support : 079- 4000 7300
SUBMISSION OF
TECHNICAL TENDER
(PHYSICAL)
Before the date and time of opening of the tender at
the below mentioned address
Managing Director,
Industrial Extension Bureau (iNDEXTb)
Block No 18, 2nd Floor, Udhyog Bhavan
Sector 11, Gandhinagar 382030
SITE VISITS Site Visits can be undertaken by prospective bidders
on any working day during 28th March to 15th April
2017 between 11:00 AM to 4:00 PM with prior
intimation to contact persons mentioned in the table
below.
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PRE-BID MEETING At 12:00 Noon on 10th April 2017 for clarifications of
queries if any at the below mentioned address:
Industrial Extension Bureau (iNDEXTb)
Block No 18, 2nd Floor, Udhyog Bhavan, Sector 11
Gandhinagar 382010
Phone : 079-23250492/93
If this day happens to be declared as the holiday or is
a non-working day, the pre-bid meeting would be held
on the next working day at the same date and time or
as informed otherwise.
OPENING OF TENDER
Part-1: Technical bid (pre-qualification papers shall be
opened on the same day – 18th April, 2017 at 4:00 pm
in the presence of authorized representatives of
bidders attending the bid opening.
Five star hotels or agencies offering
services to five star hotels would only be
qualified
“Credential certificates are need to be
submitted without that bid may be
rejected”
Pre-qualified bidders would subsequently be informed
about making a presentation on their proposal for
services to the committee. The date, time and venue
would be informed later on to the pre-qualified bidders.
Part- 2: Price Bid shall be opened of the technically
acceptable bidders at a later date or on the date of
technical presentation.
CONTACT PERSONS
(FOR ANY CLARIFICATIONS)
(1) General Manager (MM)
Email : [email protected]
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(2) Managing Director, iNDEXTb
Email : [email protected]
Contact numbers:
Tel: + 91- 79-23250492/93
Fax : + 91- 79-23250490
Bids shall be submitted in two separate sealed envelopes. Part-I shall contain EMD, Tender Fees Cheque / DD and Technical Bid details as mentioned above.
Part –II shall consist of price bid details of the offer.
Price Bid as per the format (without any condition) has to be submitted online only on the
websitehttps://indextb.nprocure.com. No Physical copy of the quotation will be accepted.
TERMS AND CONIDITIONS
a) Tender documents can be downloaded from Organization’s website www.indextb.com and or https://indextb.nprocure.com. Mere obtaining tender document from web site shall, however, not be construed that the bidder is considered qualified.
b) The bidder has to compulsorily submit the information in the hard copy (for technical bid) and online (for the price bid) on the websitehttps://indextb.nprocure.com by the last date and time of the submission mentioned in this tender document. The hard bound copy (technical bid) should reach to our office at the addressed in the duly sealed envelopes before the tender opening date and time.
c) The bidders are required to pay the tender submission cost by Demand Draft at the time of submission of physical papers of their Bid as per the submission procedure mentioned in this bid document. Prior to the physical submissions of the paper, details about the tender submission cost (Demand Draft No, Bank, Date of issue) would have to be filled on-line on the website https://indextb.nprocure.com, which may please be noted by the bidder.
d) Tender/ offers may be sent by post/ courier to the address of the office for tender submission. However, iNDEXTb accepts no responsibility for any loss/ delay/ non-receipt of offers not submitted in person. Offers received late/ incomplete are liable for rejection.
e) EMD as mentioned in the tender document shall be paid separately by DEMAND DRAFT drawn in favour of INDUSTRIAL EXTENSION BUREAU payable at Gandhinagar, Gujarat.
f) During opening of Technical Bid (i.e. Part-1) the name of Tenderer who has submitted their offers along with details of Earnest Money Deposit will only be read out and no other information/ details whatsoever will be read out.
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g) The offer of the Tenderer shall be valid for a period of 3 (Three) months from the last date of submission of Tender/ revised offer (if any).
h) In deciding upon the selection of contractors for the work, great emphasis will be put on the ability and competency of contractors to provide high quality services according to the time schedule and in close co- ordination with concerned Police Department.
i) iNDEXTb reserves the right to accept/ reject any tender in part or full, without assigning any reason whatsoever
j) If the last date of receiving/ opening of the tenders coincide with a holiday, than the next working day shall be the receiving/ opening date.
GENERAL CONDITIONS OF CONTRACT
INFORMATION REQUIRED WITH PRE QUALIFICATION BID
The following documents/ information are required to be submitted along with offer, each
to be filed in separate file covers:
Sr. Copies to be submitted along with the PQ BID document
1 All Documents pertaining to Pre-qualification requirements
2 Service tax registration
3 VAT /TIN/CESS registration
4 Power of Attorney attached in favor of person signed the documents
5 PAN registration
6 MoU or Partnership deed copy
7 Labor/interstate migrant act registration
8 Declaration in the form of an Affidavit that no legal proceeding(s) and / or
Industrial dispute(s) claiming wages or any other payment from or employment
with the Principal employer have been initiated by any present employee or
previous employee of the bidder (if a company or proprietorship however
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previously designated) or of any partner of the bidder (if the bidder is a
partnership firm).
IT CLEARANCE CERTIFICATE/ ASSESMENT ORDER/ IT RETURN
Attested copy of latest valid Income Tax Clearance Certificate/ Latest Assessment
Order/ Latest IT return duly acknowledged by Income Tax authorities should be in the
name of the FIRM/ ORGANIZATION/ INDIVIDUAL quoting for the work.
EXPENSES TO BE BORNE BY BIDDER
All expenses in preparation and submission of bids and visits to the office or any place in
connection with the preparation of Bid shall be borne by Bidder. iNDEXTb in no case shall
be responsible or liable for these costs regardless of the outcome of the Bidding process.
PRICES, TAXES, DUTIES
The Bidder should quote firm prices/ rates taking in to account of all Taxes, Duties, Levies,
Personal Tax, Corporate Tax and all other expenditure required to be incurred by him/her
for providing required services etc. during the contract period as indicated under his
contract and after wards no variation on any account unless otherwise specifically
mentioned will be allowed. The quoted prices for all the items should be only excluding
Service Tax & Cess on Service Tax which shall be reimbursed at actual on production of
documentary evidence.
BID VALIDITY
Bid submitted by bidder shall remain valid for a period of 1 (one) Months from the date of
opening of offer. Bidder shall not be entitled during this period to revoke or vary the content
of Bid or any term thereof. In such case of making any variation subsequent to submission
of bid at their own, the offer shall be treated as “REJECTED” and EMD shall be forfeited
without any reference to the Bidder.
PRE-BID MEETING
Pre-bid meeting has been scheduled on 10th April 2017 at12:00 Noon at office of
iNDEXTb.Bidders are required to send their query in writing at least 24 hour ahead of Pre-
bid meeting
PLACE & ADDRESS FOR SUBMISSION OF BIDS
The Managing Director
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Industrial Extension Bureau (iNDEXTb)
Block No 18, 2nd Floor, Udhyog Bhavan,
Sector-11, Gandhinagar,
Gujarat (India) 382010
OPENING OF BIDS
Un-priced Part of the offer (i.e. Part – I: Tech. BID) shall be opened on same day of
submission of offer after 04:00 PM at same office. During the opening only name of Bidder
and whether EMD is furnished, shall be informed and no other details/ information shall
be given.
Presentation on the technical proposal by the qualified bidders will be made to the
Committee at a later date to be communicated after evaluation of pre-qualification offers.
Part – 2 – Price Bid of the technically acceptable bidders only shall be opened after the
technical presentation or at a later date to be communicated after evaluation of technical
bids.
During opening of Priced Part name of Bidder and Total prices shall be read. No other
details/ information shall be given.
EVALUATION OF BIDS AND AWARD OF WORK
I.EARNEST MONEY DEPOSIT
The bid without requisite Earnest Money and/ or not in the prescribed Performa
will not be considered & bids of such Bidders shall be rejected.
II.DETAILED EVALUATION
(Please refer BID EVALUATION SYSTEM given in page no. 27)
Further examination/ evaluation of only such bids, accompanying requisite EMD
mentioned as above, shall be taken up as per the PQ Criteria. Technical Bid
discussions, if considered necessary, will be held with such Bidders to determine
the Technical acceptability of the bids.
EVALUATION OF PRICE BID
The price bids of only those bidders shall be considered for opening and evaluation whose
bid is determined to be technically acceptable to iNDEXTb.
Evaluation of price bid shall be taken up to determine the competitive prices of the
technically acceptable bids and include the following:
I. The quoted prices shall be checked to determine the arithmetical
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correctness of the same.
II. iNDEXTb reserves the right to accept/ reject any tender in part or full, without assigning an Reason whatsoever.
III. iNDEXTb reserves their right to negotiate the quoted price.
CONTRACT AGREEMENT
The successful Bidder shall be required to execute a contract Agreement with iNDEXTb
on the non-judicial stamp paper of Rs. 100/- (Rupees one hundred only). The cost of stamp
paper shall be borne by successful Bidder.
iNDEXTb reserves the right to amend the terms & conditions of contract after mutual
discussions and shall only be in writing.
CONTRACT PERIOD
The PERIOD OF contract shall be One Month.
The Contract period may be extended for two more months, on or before expiry of
the Contract, at the absolute discretion of Owner on the same terms and
conditions, depending on the Contractor’s performance during the currency of the
Contract.
WORK AT RISK AND COST
The owner reserves the right to get the whole or part of the work executed by some other
agency at the risk and cost of the contractor if it is found that the quality and/or the progress
in respect of whole or part of the work is not satisfactory.
INSURANCE
The successful bidder (Contractor) shall take third party insurance to cover any accident
or accidents of any nature, for an amount AS REQUIRED FOR this type of work against
damage/loss/injury to property or persons or loss of life during the complete period of the
contract. A copy of the Insurance Policy will be handed over by the Contractor to the
officer in charge designated by Owner or to the Office of the Owner before Starting Date
of the work as specified in the Work Order/Letter of Intent. In case the Contractor fails to
take the insurance policy, the owner would arrange for the same at the cost of the
Contractor, alternatively, the Institute may stop payment of bills to the Contractor till
Insurance is arranged by the Contractor or terminate the contract at the risk and cost of
the Contractor.
INDEMNITY
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The Contractor shall indemnify and keep indemnified the owner against all losses and
claims for injuries and or damages to any person or property. The Contractor shall abide
by and observe all statutory laws and regulations in matters of Labour Law, Factory Act,
Explosive Act, Workmen Compensation Act, Sales Tax, Royalty, Excise Duty, Works
Contract etc. and shall keep the owner indemnified against all penalties and liabilities of
every kind for breach of any such statute ordinance or law/regulations or Bylaws. The
Contractor shall not employ child labour. Payment to workers must be according to
Minimum wages act.
COMPLIANCE WITH THE OWNER RULES & REGULATIONS
The Contractor shall comply with all norms stipulated by the Owner such as Gate passes,
Checking, Maintenance of Cleanliness, and Discipline & Decency at and around the work
site, Safety Precautions and Safety Regulations.
ARBITRATION
All disputes regarding quality, specifications and rates shall be tried to be settled mutually
by making references to conditions of contract documents or prevailing local practices
etc., but if not settled mutually, shall be referred to arbitration subject to Arbitration Act of
1940 and its amendments, modifications to-date. Arbitration cost to be shared equally by
the owner and the contractor.
GOVERNING LAWS
The Contract shall be governed by the laws of India and the courts of Ahmadabad, Gujarat
(India), shall have exclusive jurisdiction.
AUTHORIZATION
The Contractor shall submit to iNDEXTb or the Governing Organization of Mahatma
Mandirthe names and specimen signatures of the persons authorized by him to draw
receive payments, receive instructions/notices etc. on behalf of the Contractor.
ACCESS TO SITE
The Contractor shall allow unhindered access to iNDEXTb and/or any other party or
person, engaged by iNDEXTb to work at the same site and/or to check/ regulate / watch
/guard/ measure/inspect, solely or jointly with the Contractor.
EXIT CLAUSE
The contract may be terminated by owner by giving a one-month notice to the other.
SAFETY AND SECURITY
Contractor shall abide by the safety code provisions as per safety code framed from time
to time by the government. The owner may penalise the contractor for non-performance
on specific area/instances. it will be decided by in charge officer. The contractor shall not
employ any staff from the previous contractor without permission from owne
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PENALTY
Failure in execution of services under the scope of the Contract due to the reasons
attributable to the Selected bidder, iNDEXTb shall have the right to make the deductions
as per following;
i. For Services: Whenever and wherever it is found that the cleanliness/work is not up to
the mark or any non-compliance observed in any task as per enlisted scope of work,
it will be brought to the notice of the successful bidder by the employer and if no prompt
action will be taken, penalty @ 1% of total monthly cost per complaint shall be
imposed. If it is happened second time in a month then penalty @ 2% of total monthly
cost shall be imposed; and for third time penalty @ 5% of total monthly cost shall be
imposed.
ii. If the deputed workers found are less than the minimum required as per tender
stipulations on the day, penalty @ Rs. 1000/- (Rupees One Thousand only) per worker
per day will be deducted from bill. Payment will be done only for the staff who will be
on duty.
iii. If situation demands, selected bidder shall depute additional manpower at site within
one (01) days of written intimation from iNDEXTb; extra Manpower shall be paid as
per agreed category wise manpower rate. Failing which, a penalty @ Rs. 350/-
(Rupees Five Hundred Only) per day/person shall be imposed & deducted from
monthly RA bill or as decided by Employer.
iv. Any correspondence or Minutes of Meeting shall not be constructed as waiving of
Penalty.
QUALIFICATION CRITERIA AND EVALUATION PROCEDURE
The bids received under these two envelope procedures shall be assessed and evaluated based
on the qualification criteria and evaluation procedure prescribed hereunder:
ASSESSMENT OF BIDS
Bid applications should normally be assessed using a two-stage process:
Stage 1 - Preliminary screening
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Stage 2 - Detailed assessment
Stage 3 - Final assessment based on presentation and opening of price bid
The Committee will select the agency by giving 50% weightage on the Methodology, work
plan, quality of manpower proposed and approach for works based on stipulated scope of
work presented before it and 50% weightage to the Price Bid.
PRELIMINARY SCREENING
Screening Criteria: Preliminary screening should typically establish whether an application meets
the following criteria:
Is application submitted by the applicant a responsive application?
Is the applicant commercially acceptable?
Over and above the bidder being responsive, he will be subject to the following criteria for initial
screening. Detail screening of those bids will be taken up which satisfies the initial screening
criteria.
1. The bidder should be in business of providing Housekeeping /Hospitality services in
the facility of Five Star Hotels and above category
(Five star hotels or agencies offering services to five star hotels would only be
qualified “Credential certificates are need to be submitted without that bid may
be rejected”)
2. The bidder should be a profit making organization during each of the above three
financial years.
3. The bidders shall have to provide PAN no. under income tax act, latest income tax
clearance certificate and Service Tax Number.
4. The bidder must have minimum employee strength of 200 people (on Pay Roll) on
the day of filling the tender. Full list of employees, viz., Name, age, employee code,
designation, experience in the field of housekeeping, PF, ESI details etc. should be
attached with the technical bid.
5. The bidder turns out to be substantially responsive bidder as a result of evaluation of
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Technical Bid.
6. Bidder’s price bid shall be evaluated, accepted with or without negotiations and
decided by the Employer for award of contract.
7. The bidder shall provide a valid Tender Fee & EMD acceptable to Employer.
8. All the staff deployment would be as per following qualification.
Sr
No. Category Qualification and Experience
01 Over all In charge
(Housekeeping Manager)
Degree in Hotel Management and ten
Years’ Experience in all aspects of
Housekeeping in a large, multi-use Five Star
Hotel and Above Category facilities/
institutional buildings/ convention centers
and exhibition halls.
02 Supervisor Degree in Hotel Management and Three
Years’ Experience in hospitality services of
area as mentioned above
03 Housekeepers/ Janitors/
Gardner
Minimum Experience of Three Years in
Housekeeping Services.
The bidders shall furnish along with this bid, CVs (Bio-data) of the key personnel
associated for this work for the execution of the works, duly signed by the
concerned person.
9. The bidders shall furnish along with this bid, CVs (Bio-data) of the key personnel
associated for this work for the execution of the works, duly signed by the concerned
person.
10. The persons to be deployed by the selected bidder should be properly trained, have
requisite experience and skills for carrying out a wide variety of housekeeping work
using appropriate materials and tools/equipment.
11. Bidders must submit the documentary proof in support of meeting the qualification
criteria. Simply undertaking by the bidder for any item of the criteria shall not suffice
the purpose.
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