UNITED INDIA INSURANCE CO. LTD REGIONAL OFFICE, … Document... · a) The interested bidders may...

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UNITED INDIA INSURANCE CO. LTD

REGIONAL OFFICE, SHARANYA

HOSPITAL ROAD, KOCHI, KERALA-682 011

Phone :: 0484-2887900

Email:[email protected]

GST NO :: 32AAACU5552C1ZS

TENDER DOCUMENT

For providing services of Car Driver to United India Insurance co. Ltd.,

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CONTENTS OF TENDER DOCUMENT

Section No.

Description of contents Page No.

I Invitation for the bids 3

II Important information related to tender 4

III Instruction to the bidders 5 - 8

IV Terms and Conditions 9 -15

V Bidder Details Form 16 -17

VI Price-Bid-Format 18-21

VII Self-Declaration – No Black Listing 22

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REGIONAL OFFICE,SHARANYA

HOSPITAL ROAD,KOCHI

KERALA -682 011

SECTION –I

INVITATION FOR THE BIDS

1. Sealed tenders are invited under Two Bid System i.e. Technical Bid and

Financial Bid from Registered, Reputed, Experienced and Financially

sound Manpower Company / Partnership / Proprietorship for providing one 1

Semi-skilled car driver in UIIC.

2. Complete Tender Documents can be downloaded from the website of

UIIC - www.uiic.co.in

3. Interested Company / Partnership /Proprietorship can submit the tender

documents complete in all respects along with Eamest Money Deposit

(EMD) of Rs.5000/- (Rupees Five Thousand only).

4 UIIC reserves the right to amend or withdraw any of the terms and

conditions contained in the Tender Document or to reject any or all

tenders without giving any notice or assigning any reason. The decision

of UIIC in this regard shall be final and binding.

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REGIONAL OFFICE,SHARANYA

HOSPITAL ROAD, KOCHI

KERALA -682 011

SECTION II

IMPORTANT INFORMATION RELATED TO TENDER

1 Date of issue 31/01/2020

2 Earnest Money Deposit Rs.5000/- (Rupees Five Thousand only)

3 Last date for submission of Pre-bid queries by

E-mail

07/02/2020

4 Date of Pre-bid Meeting 14/02/2020

5 Last Date for Submission of bids 20/02/2020

6 Bid Validity 90 days

7 Address for Submission of bids Regional Manager

General Administration Department

United India Insurance Co.Ltd

Regional Office, Sharanya

Kochi , Kerala -682 011.

8 Date of Opening of Technical bid

24/02/2020(tentatively)

9 Date of Opening of Financial bid

To be notified at a later date after the Technical

evaluation is completed.

Shortlisted Service Providers shall be notified

through E-mail.

10 Contact for any queries [email protected]

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SECTION-III

INSTRUCTIONS TO THE BIDDERS

Sealed tenders are invited from Registered, Experienced and Reputed Manpower

Company / Firm /Partnership Firm /Proprietorship firm for providing Semi Skilled Car Driver

at UNITED INDIA INSURANCE CO. LTD

I. Driver should essentially have: -

(i) A valid Driving license for motor cars.

(ii) Knowledge of motor mechanism (The driver should be able to repair

minor defects in vehicles)

(iii) Experience of driving a motor car for at least 3 years.

The drivers deployed should have passed minimum 8th Standard.

2. The period of contract would be for two years and can be extended for another 12

months by mutual consent on the same terms and conditions as per the prevailing

contract.

3. Administrative charges quoted by the Service Provider would be fixed for the period of

Contract and the wages shall not be paid less than the rate fixed by the company during

currency of the contract by the contractor.

4. The manpower will have to be deployed by the Service Provider within 7 days of

award of contract.

2. Eligibility Criteria:

Criteria Documents required in support of eligibility

criteria and the same should submitted

along with Technical Bid

a. The bidder should be located in Kochi for

the past 3 years at least.

Self-attested copy of Telephone

bill/Electricity Bill/Registered Lease Deed

indicating the address at Kochi evidencing

its location in the last 3 years.

b. Should be registered as a Company /

Partnership /Proprietorship

Self-attested copy of Registration

Certificate.

c. The Bidder should have minimum three

years’ experience in the field of providing

Drivers on Monthly Basis as on 31/03/2019..

Self-attested copies of work order.

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d. Must have achieved minimum annual

turnover of Rs. 50 lakh each during the

last three completed financial years 2016-

17, 2017-18 & 2018-19 and should be a

profit making entity.

Statement of annual turnover and profit

details of the last three years from a

registered practicing Chartered

Accountant of the Service provider..

e. Bank account should be in the name of

the Bidding Company / Partnership

/Proprietorship

Extracts of the Bank Account duly certified by

the bank containing transactions for three

months i.e Oct 2019 to December 2019.

f. Should have valid PAN and GST registration

no.

Self Attested copy of PAN card

Self Attested copy of GST registration

certificate.

g. The Bidder should be possessing / holding a

valid License issued by Central or State

Government or by concerned Department

of Government for providing Contract

Labour under the Contract Labour

(Regulation and Abolition) Act.

Self Attach photo-copy of License.

h. Should be registered with appropriate

authorities under Employees Provident

Fund, Employees State Insurance Acts.

Self Attested copy of the Employee

Provident Fund registration letter/

certificate.

Self Attested copy of the Employee State

Insurance registration letter/ certificate.

i. Should not have been blacklisted. Declaration for not having been

blacklisted by any State Government or by

Government of India as per the format in

Section VII of this tender document.

J. Should have three Running Contracts of Public

Sector Insurance Company / Public Sector Bank

/ Central or State Government Undertaking /

Autonomous Institute / Corporate Establishment

of repute in Kochi.

Copies of the work order specifying value and

period of contract

k. The Bidder / Tenderer should have minimum 5

drivers in Kochi on its rolls as on 31/12/2019

Attach list of organisation to which drivers

provided and number of drivers. Copy of

agreement/contract signed with those

organisations for providing drivers.

3. Bid Security/Earnest Money Deposit (EMD)

a) The interested bidders may submit the tender document complete in all respects along

with Earnest Money Deposit (EMD) of Rs. 5000/-(Rupees Five thousand only) in the form of a

Demand draft from a scheduled bank in favour of “ United India Insurance Company

Limited ” and payable at Ernakulam

b) The bidder holding MSMEs / NSIC certificate would be entitled for exemption from earnest money deposit

(EMD). In case of any issue on the subject matter, the MSMEs /NSICs may approach the tender inviting

authority to resolve their grievances.

c) Any Tender not accompanied by EMD unless exempted as stated in the point ( b) above,

shall be summarily rejected and not considered at all.

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d) EMD amount of the unsuccessful bidders will be returned to them without interest on

completion of the bid process.

e) The EMD of successful bidder will be converted as Security Deposit and will be returned

after the completion of the contract period. The security deposit will be forfeited if any of

the conditions of the contract are contravened besides any action taken against the

contractor or for breach of conditions of contract. The Security Deposit will not carry any

interest.

f) EMD amount submitted shall be forfeited if the bidder withdraws his bid during the validity

period of Tender.

g) Bid security of the successful bidder shall be forfeited if the successful bidder refuses or

neglects to execute the Contract within the time frame specified by the Department.

h) If the successful bidder is exempted from EMD at the initial tender submission stage, upon

receipt of intimation of his selection, shall submit a Demand Draft for an amount of

Rs.5000/- as security deposit failing which work order will not be released by UIIC.

4. Preparation and Submission of Bids:

a. Tenders are to be submitted as per two bid system i.e.- Technical Bid and Financial Bid.

b. All entries in the tender form should be legible and filled clearly.

c. The tender should be typewritten and every correction and interlineations in the bid should

be attested with full signature by the bidder, failing which the bid will be treated as ineligible.

Corrections done with correction fluid should also be duly attested.

d. All documents/papers should be numbered, signed and sealed by the Bidder on each page.

e. Technical Bid should contain all the documents required and EMD as specified .

f. Financial Bid should only contain the Price Schedule which is to be quoted on monthly basis

for normal duty of 10 hours per day per person for a six days a week i.e Monday to Saturday as

per format given in Section VI. No overwriting, corrections, interlineations etc. are permitted

in the Financial Bid. If found, bid shall liable to be rejected. Employee break up in Financial

Bid (Part II ) is for information purposes. L1 will be determined based on the amount

mentioned in the column No.10 in part I of the Financial Bid.

g. EPF and ESIC to be remitted to the statutory body as per laws in force. Bonus paid to

deployed employees shall be as per applicable Act. i.e. Rs.7,000 or the minimum wages for

scheduled employment, as fixed by the appropriate Government, whichever is higher.

h. Driver deployed by contractor at UNITED INDIA INSURANCE CO. LTD (UIIC) shall not be paid

less than the rate fixed by the company during currency of the contract by the contractor. The bids

which do not comply with this condition shall be rejected.

i. Both the bids (Technical and Financial) separately sealed in envelopes super-scribing as

Technical Bid and Financial Bid, respectively, should be put in a third sealed envelope

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and should be super scribed as “Tender for Services of Car Driver at United India

Insurance Co. Ltd., Kochi”

j. Sealed Tenders with requisite documents should be addressed to Regional

Manager, General Administ rat ion Department , UNITED INDIA INSURANCE

CO.LTD, Regional Office, “SHARANYA”, Hospital Road,Kochi,Kerala-682 011 and should

be dropped in tender box kept in the above address latest by the scheduled time and

date as given in Section II.

k. The competent authority of UIIC reserves the right to annul any or, all bids without

assigning any reason.

l. The Technical bids will be opened on the scheduled time and date in the presence of

the representatives of bidders, if any, who wish to be present on the spot at that time.

m. The technically qualified bids shall be further considered for opening and evaluation of

financial bids.

n. From among the technically qualified bidders, the Bidder quoting the lowest bid

amount for the services defined in the tender document shall be considered for award

of contract.

SECTION – IV

TERMS & CONDITIONS

(1) The person supplied by the Service Provider should not have any Police

records/criminal cases against them. The Service Provider should make adequate

enquiries about the character and antecedents of the persons whom they are

recommending. The character and antecedents of the personnel provided by the

service provider are to be verified by the service provider before their deployment after

investigation by the local police, collecting proofs of identity like driving license, bank

account details, previous work experience, proof of residence and recent photograph

and a certification to this effect submitted to UIIC. The service provider will also ensure

that the personnel deployed is medically fit and will keep in record a certificate of his

medical fitness. The Service Provider shall withdraw such employee who is not found

suitable by UIIC for any reasons immediately on receipt of such a request.

(2) The service provider shall engage necessary persons as required by UIIC from time

to time. The said person engaged by the service provider shall be the employee of the

service provider within the meaning of applicable laws and it shall be the duty of the

service provider to pay his salary every month. There is no Master & Servant relationship

between the employee of the service provider and UIIC and the said persons of the

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service provider shall not claim any absorption in UIIC.

(3) The service providers’ person shall not claim any benefit/ compensation/

absorption/regularization of services from/in UIIC under any law. Undertaking from the

persons to this effect shall be required to be submitted by the service provider to UIIC.

(4) The driver engaged by the Service Provider shall be dressed in neat and clean

uniform (including proper name badges), failing which a penalty o f Rs.500/- p e r

p e r s o n on each s u c h occasion shall be levied on the Service Provider a n d

habitual offenders in this regard shall not be allowed to be deployed. Uniform including

name badges are to be provided by the service provider.

(5) The service providers’ personnel shall not divulge or disclose to any person, any

details of office, operation process technical know-how, security arrangements,

administrative/ organizational matters as all such information are confidential in nature.

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(6) The service providers’ personnel should be polite, cordial, positive and efficient,

while handling the assigned work and his actions shall promote goodwill and enhance

the image of UIIC. The service provider shall be responsible for any act of indiscipline on

the part of persons deployed at UIIC.

(7) The persons deployed shall not be below the age of 21 years and above the age

of 50 years and be shall not interfere with the duties of the employees of UIIC.

(8) The driver deputed should not be suffering from any chronic illness and should not

be suffering from poor vision or hearing problem.

(9) The Driver should always carry original valid Driving Licence with him whilst on duty

and follow all the traffic rules strictly. In case any penalty is imposed by Police and Other

Authorities for not carrying original valid Driving Licence by Driver or for violating the

traffic rules, the penalty imposed will be borne by the Bidder.

(10) The driving license of the driver deputed should be valid throughout the period of

contact and the bidder should ensure that the license is renewed in time if it is expiring

during the period of contract.

(11) The deputed driver will carry out daily cleaning of the car provided to him for driving

and maintain the same in good presentable condition.

(12) The tenderer will be bound by the details furnished to UIIC, while submitting the

tender or at subsequent stage. In case, any of such documents furnished by the tenderer

is found to be false at any stage, it would be deemed to be a breach of the terms of

contract, making the tenderer liable to legal action besides termination of contract.

(13) The tenderer shall furnish the following documents in respect of the Car Driver who

will be deployed by it in UIIC before the commencement of the contract:

a. List of persons deployed

b. Bio-data of the persons

c. Attested copy of the Driving License

d. Attested copy of experience certificate

e. Character certificate from Gazetted officers of the Central/State Government

f. Certificate of verification of antecedents of persons by local police authority

(14) The person deployed shall be required to report for work/leave office in time. In case,

persons deployed is absent on a particular day or comes late/ leaves early on three

occasions, one day wage shall be deducted in respect of such persons.

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(15) The tenderer shall be solely responsible for the redressal of grievances/resolution

of disputes relating to persons deployed. UIIC shall, in no way, be responsible for

settlement of such issues whatsoever.

(16) UIIC may require the service provider to dismiss or remove from the site of work,

any person or persons, employed by the service provider, who may be incompetent or

for their misconduct and the service provider shall forthwith comply with such

requirements. The Service provider shall replace immediately any of its personnel, if he is

unacceptable to UIIC because of security risk, incompetence, conflict of interest and

breach of confidentiality or improper conduct, upon receiving written notice from UIIC.

(17) The service provider has to provide Photo Identity Cards to the person deployed

for carrying out the work. These cards are to be constantly displayed.

(18) The service provider shall ensure proper conduct of persons deployed in office

premises, and ensure such person refrain from smoking, loitering without work

consumption of alcoholic drinks, pan, etc.

(19) The transportation, food, medical, Workmen Compensation Insurance, Personal

Accident cover and other statutory requirements in respect of personnel of the service

provider shall be the responsibility of the service provider.

(20) The driver would necessarily keep mobile phone with connection with him for

24 hours, even on roaming, and would attend and make calls at the directions of

occupants. The service provider shall ensure to provide mobile handset and reimburse

reasonable monthly mobile charges to the drivers at the cost of Agency.

(21) Working hours would be normally from 9 AM to 7.00 PM from Monday to Saturday

including one-hour lunch break in between. However, in exigencies of work, the drivers

may be required to work late and the personnel may be called on Sundays and other

gazetted holidays, if required. The drivers will be paid overtime charges for such extended

hours of work/days of work.

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(22) The service provider will be wholly and exclusively responsible for payment of

wages by 7th of each month through NEFT/RTGS to the persons engaged by it in

compliance of all the statutory obligations under all related legislations as applicable to

it from time to time including wages paid shall not be paid less than the rate fixed by the

company during currency of the contract by the contractor for Skilled and Semi-skilled,

Employees Provident Fund, ESI Act etc. and UIIC shall not incur any liability for any

expenditure whatsoever on the person employed by the Service Provider on account of

any such obligation. The Service Provider will be required to provide particulars of PF and

ESI contributions of its employees engaged at UIIC. In case any other permission or

Certificate is required for providing Contract Labour to the Company, the Bidder will be

required to submit the same within one month of award of the work. The Successful

Bidder would be required to deploy Manpower / Contract Labour as per norms

prescribed under the said Act.

( 23 ) The service provider shall also be liable for depositing all taxes, levies, Cess etc. on

account of services rendered by it to UIIC, to concerned tax collection authorities from

time to time as per the applicable rules and regulations on the matter

( 24 ) The service provider shall maintain all statutory registers under the applicable law.

The Service Provider shall produce the same, on demand, to the concerned authority of

UIIC or any other authority under law.

( 25 ) Tax Deduction at Source(TDS) shall be deducted as per the provisions of Income Tax

Department, as amended from time to time and a certificate to this effect shall be

provided by UIIC to the service provider.

(26 ) In case, the service provider fails to comply with any statutory/taxation liability under

appropriate law, and as a result thereof UIIC is put to any loss/obligation, monetary or

otherwise, UIIC will be entitled to get itself reimbursed out of the outstanding bills or the

Security Deposit of the Service Provider, to the extent of the loss or obligation in monetary

terms.

(27) The service provider will submit the bill in duplicate in respect of a particular month in

the first week of the next month. The payment will be released latest by the third week of

the following month after deduction of taxes deductible at source under the laws in force.

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(28 ) The claims in bills regarding Employees State Insurance, Provident Fund and GST etc.

should necessarily be accompanied with documentary proof pertaining to the

concerned month’s bill. A requisite portion of the bill/whole of the bill amount shall be

held up till such proof is furnished, at the discretion of UIIC.

29 Payment to the service provider would be as per the bill preferred by the service

provider, duly supported by attendance register of personnel deployed at UIIC.

(30) No wage/remuneration will be paid to any staff of the service provider for the days of

absence from duty.

(31) The service provider will provide the required personnel for a shorter period also,

in case of any exigencies as per the requirement of UIIC.

(32) The service provider shall provide a substitute well in advance if there is any

probability of the any person leaving the job due to his own personal reason. The

payment in respect of the overlapping period of the substitute shall be the responsibility

of the service provider. The delay by the Service Provider in providing a substitute

beyond two working days shall attract a penalty @Rs.100/- per day on the Service

Provider which shall be deducted from the monthly bills of the Service Provider in the

following month.

(33) The service provider shall be contactable at all times and message sent by

phone/e-mail/Fax./Special Messenger from UIIC to the service provider shall be

acknowledged immediately on receipt on the same day. The Service Provider shall

strictly observe the instructions issued by UIIC in fulfillment of the contract from time to

time.

(34) UIIC shall not be liable for any loss, damage, theft, burglary or robbery of any

personal belongings, equipment or vehicles of the personnel of the service provider.

UIIC shall also not be liable for any claims, financial or other injury to any persons

deployed by the service provider in the course of their performing the duties, or for

payment towards any compensation

( 35 ) The persons deployed by the Service Provider shall not claim nor shall be entitled

to pay, perks and other facilities admissible to casual, ad-hoc, regular/confirmed

employees of UIIC during the contract period or, after expiry of the contract.

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36 The Service Provider on its part and through its own resources shall ensure that the

goods, materials and equipment of UIIC, are not damaged in the process of carrying

out the services undertaken by it and shall be responsible for acts of commission and

omission on the part of its staff and its employees. If UIIC suffers any loss or damage on

account of negligence, default or theft on the part of the employee/agents of the

Service Provider then the Service Provider shall be liable to reimburse to UIIC for the

same. The Service Provider shall keep UIIC fully indemnified against any such loss or

damage.

(37) The Service Provider will maintain an attendance register in respect of the staff

deployed by the Service Provider on the basis of which wages will be paid in respect of

the staff at the approved rates.

(38) The successful bidder will enter into an agreement with UIIC for provision of

suitable and qualified/skilled manpower as per requirement of UIIC on these terms

and conditions. The Administrative charges/rates, Overtime allowance and outstation

charges, quoted by the Service Provider shall be fixed for the period of the contract and

no request for any change/ modification shall be entertained before expiry of the period

of contract. Any changes in the fixed wages, Bonus Act, etc. however will be given effect.

(39) The service provider shall not assign, transfer, pledge or sub contract the

performance or services without the prior written consent of UIIC.

(40) The agreement can be terminated by either party by giving one month's notice in

advance. If the Service Provider fails to give one month's notice in writing for termination

of the Agreement then one month's wages etc, and any amount due to the Service

Provider from UIIC shall not be paid by UIIC.

(41) On the expiry of the agreement as mentioned above, the Service Provider will

withdraw its personnel and clear its accounts by paying all it’s legal dues. In case of any

dispute on account of the termination of employment or non- employment by the

personnel of the Service Provider, it shall be the entire responsibility of the Service Provider

to pay and settle the same.

(42) Conditional bids shall not be considered and will be out righty rejected in the very first

instance.

(43) If any dispute arises with regard to any of the clauses of the agreement, the matter

will be referred to UIIC, whose decision shall be binding on both the parties.

(44) UIIC reserves right to withdraw/relax any of the terms and conditions mentioned

above so as to overcome the problem encountered by the contracting parties.

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(45) In the event of any litigation on the status of the deployed persons, UNITED INDIA

INSURANCE CO.LTD (UIIC) shall not be a party to such proceeding. However, if UNITED

INDIA INSURANCE CO.LTD., (UIIC) is made a party to such dispute, the agency shall

take all steps to protect the interest of UNITED INDIA INSURANCE CO.LTD., (UIIC) and the

agency shall reimburse the expenditure that would have been borne by UNITED INDIA

INSURANCE CO.LTD., (UIIC) to defend itself, if so required.

46 In this document

a) UIIC and UIICL shall mean United India Insurance Company Limited.

b) The terms tenderer, bidder, agency and Service provider have been used to

denote the entity who has responded to this tender document issued by UIIC.

(47) During the course of the tender process, UIIC may seek clarifications or additional

documents and it is the duty of the tenderer to provide the same.

(48) Pre-bid Meeting and Clarifications:

a) A pre-bid meeting shall be held in the office of the UNITED INDIA INSURANCE

CO.LTD(UIIC), Kochi on the date mentioned in Section II, to clarify any query of

bidders regarding terms and conditions and scope of work. The time, date and venue

is mentioned in Section - II above.

b) Prospective bidders may send their queries, if any to [email protected] latest by

5 days prior to the pre-bid meeting. The same shall be clarified in the meeting and/ or by

issuance of corrigendum. The queries received after the above mentioned time limits will

not be entertained.

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SPECIMEN TO BE FURNSIHED ON THE BIDDER LETTER HEAD

SECTION-V

APPLICATION - ‘TECHNICAL BID’ FOR SUPERVISOR & CAR DRIVERS

S.No. Particulars To be filled in by the

tenderer

Attach

documents as

annexures *

Annexure

no.

page

no.

1. Name of the Service Provider

2. Details of EMD

(i) Amount

(ii) Draft No.

(iii) Date

(iv) Issuing Bank

3 Detailed office address of the Service

Provider with Office Telephone Number,

Fax Number and Mobile Number and

name of the contact person

4 The bidder should be located in Kochi

for the past 3 years atleast.

5 Should be registered as a

Company/Partnership/Proprietorship

(Furnish registration details)

6 The Bidder should have minimum three

years’ experience in the field of providing

Drivers on Monthly Basis as on 31/03/2018..

7 Must have achieved minimum annual


last three completed financial years

2016-17, 2017-18 and 2017-18 (AY

2018-19) and should be profit making

entity.

2016-17

2017-18

2018-19

Turn

over

Profit

8 Bank account should be in the name of

the Bidding Company / Partnership /

Proprietorship

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9 Should have valid PAN and GST

registration no.

10 The Bidder should be possessing /

holding a valid License issued by

Central or State Government or by

concerned Department of Government

for providing Contract Labour under the

Contract Labour (Regulation and

Abolition) Act.

11 Should be registered with appropriate


Fund, Employees State Insurance Acts

and the Contract Labour (Regulation

and Abolition Act) .

12 Should not have been blacklisted.

13 Should have three Running Contracts of

Public Sector Insurance Company / Public

Sector Bank / Central or State Government

Undertaking / Autonomous Institute /

Corporate Establishment of repute in

KOCHI.

14 The Bidder / Tenderer should have

minimum 25 drivers in Kochi on its rolls

as on 31/03/2019.

Note :: Refer to Eligibility criteria and attach the required documents and fill the above blank columns

Date: Signature of authorized person

Place: Full Name:

Seal:

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SECTION- VI

SPECIMEN

TO BE FURNSIHED ON THE BIDDER LETTER HEAD

PRICE BID FORMAT

(TO BE ATTACHED WITH FINANCIAL BID)

(Date)

Regional Manager


United India Insurance co. Ltd


Hospital Road , Kochi,Kerala-682 011.

Dear Sir/Madam,

Ref: Tender for providing Skilled Supervisor and Semi- Skilled Drivers at

UNITED INDIA INSURANCE CO.LTD. (UIIC)

Having examined the tender documents, the receipt of which is hereby duly acknowledged, we,

the undersigned, offer to provide the services as required and outlined in the Tender for Selection of

Services Provider for Supervisor and Drivers..

To meet such requirements and to provide services as set out in the tender document, we

attach hereto our response as required by the tender document, which constitutes our proposal.

We undertake, if our proposal is accepted, to adhere to the terms and conditions put forward in

the tender and the agreement to be entered with UNITED INDIA INSURANCE CO.LTD. (UIIC).

If our proposal is accepted we agree for converting the EMD as Performance Security Deposit

and the same can be returned after the completion of the contract period. The Performance

Security Deposit will not carry any interest.

We agree for unconditional acceptance of all the terms and conditions set out in the tender

document as also in the contract to be signed with UNITED INDIA INSURANCE CO.LTD. (UIIC) for

Services of Driver.

We confirm that the information contained in this proposal or any part thereof, including its

exhibits, schedules and other documents and instruments delivered or to be delivered to UNITED

INDIA INSURANCE CO.LTD. (UIIC) are true, accurate and complete. This bid includes all information

necessary to ensure that the statements therein do not in whole or in part mislead UNITED INDIA

INSURANCE CO.LTD. (UIIC) as to any material fact. We understand that if at any point of time it is

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noticed / discovered by UNITED INDIA INSURANCE CO.LTD. (UIIC) that any information given by us

is false or incorrect or misleading, UNITED INDIA INSURANCE CO.LTD. (UIIC) shall have the right to

take such necessary action as it may deem fit including cancellation of contract.

It is hereby confirmed that I/we are entitled to act on behalf of our company/ firm and

empowered to sign this document as well as such other documents, which may be required in

this connection.

Dated this Day of 2020

(Signature) (In the capacity of)

Duly authorized to sign the bid response for and on behalf of:

(Name and Address of Company/ Firm)

(Seal/Stamp of bidder) Witness Signature:

Witness

Name:

Witness

Address

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SPECIMEN


S. No. Component of Rate Drivers

(Semi-skilled)

1. Wages ( Basic + DA) (a) 8500

2. Other Allowances (b) 7670

3 Salary c = ( a + b ) 16170

4. Employer contribution to Employee Provident Fund (EPF) ( d )

5. Employer contribution to Employee State Insurance(ESI) ( e )

6. Bonus (Refer to 5 (g) of Section III (f )

7. Any other liability (PI. Indicate) (g )

8. Overtime Allowance (per hour) after normal duty hours.

(9 AM to 7 PM) ( h )

9. Outstation charges per day ( l )

10 Total (Column 3 to 9) ( j)

11 Contractors :: Administrative Charge ( k )

12 Total Billing Value per person l = ( m + n )

We confirm that the above wages are in accordance with the wages fixed by the company and

Charges are in accordance with the Labour Laws & Statutory laws.

Signature of authorized person

Date : Name :

Place: Seal :

21

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SPECIMEN


For Providing Semi- Skilled Drivers in United India Insurance Co. Ltd.

PART II

EMPLOYEE BREAK UP (PER EMPLOYEE)

Component of Rate Drivers

(Semi-skilled)

Wages ( Basic + DA) 8500

Other Allowances 7670

Salary 16170

DEDUCTIONS ::

EPF

ESI

Net Salary

We confirm that the above wages are in accordance with the wages fixed by the company and

Charges are in accordance with the Labour Laws & Statutory laws.


Date : Name :

Place: Seal :

22

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SPECIMEN


SECTION VII

SELF-DECLARATION–NO BLACKLISTING

Date

Regional Manager


UNITED INDIA INSURANCE CO LTD


Hospital Road, Kochi, Kerala-682011.

Dear Sir/ Madam,

Ref:Tender for selection of service provider for provision of

Semi-Skilled Drivers UNITED INDIA INSURANCE COMPANY LTD (UIIC)

In response to the above Tender document, I/ We hereby declare that presently our Company /

Partnership / Proprietorship __________________

Is having unblemished record and is not declared ineligible for corrupt & fraudulent practices

either indefinitely or for a particular period of time by any State/ Central Government/ PSU/

Autonomous body.

I/We further declare that presently our Company / Partnership / Proprietorship

______________________________is not blacklisted or debarred and not declared ineligible for

reasons other than corrupt & fraudulent practices Submission including violation of relevant labour

laws by any State/ Central Government/ PSU/ Autonomous body on the day of bid submission.

If this declaration is found to be incorrect then without prejudice to any other action that may be

taken, our security may be forfeited in full and the bid, if any to the extent accepted may be

cancelled at any stage and the contract may be terminated and we shall be barred from bidding

in future against any other tender issued by UIIC.

Thanking you,

Yours faithfully,

Signature Name

Seal of the Organization

23

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REGIONAL OFFICE, SHARANYA, HOSPITAL ROAD, KOCHI-682011

GST NO ::

32AAACU5552C1ZS

TENDER DOCUMENT

For providing Out Sourcing Agency to United India Insurance Co.Ltd., (UIIC)

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Section

No.




III Instruction to the bidders 5-14

IV Scope of Work of the House keeping 15-17

V Terms and Conditions 18-24

VI Bidder Details Form 25-27

VII Price-Bid-Format

Price Bid Section VII annexure

28-32

1 - 6

VIII Self Declaration – No Black Listing 33

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SECTION –I


Sub: Inviting Tenders for engagement of Out Sourcing Agency for providing House keeping

Services at various locations for United India Insurance Co.Ltd, Kochi Region

1. United India Insurance Co.Ltd (UIIC) is a general insurance company wholly owned by

Government of India with its Regd. & Head Office is located at 24, Whites Road, Chennai

600014. Now located at “Nalanda” Corporate Learning Centre, United India Insurance Company

Ltd, No.19, IV Lane, Nungambakkam, High Road, Chennai-60034

2. The website of UNITED INDIA INSURANCE CO.LTD is www.uiic.co.in .

3. Sealed Bids are invited on behalf of UNITED INDIA INSURANCE CO.LTD under two bid

system ie, Technical Bid and Financial Bid from reputed, well established and financially sound

service providers to provide the House keeping services at UNITED INDIA INSURANCE

CO.LTD(UIIC).

4. The bids duly filled in all respect enclosing necessary documents may be submitted to Regional

Manager, General Administration Department, United India Insurance co. Ltd., Regional

Office, Sharanya, Hospital Road, Ernakulam -682011 so as to reach on or before the scheduled time

and date as mentioned in Section II

5. The Technical bids will be opened on the scheduled time and date as mentioned in Section II at

United India Insurance Co.Ltd, Regional Office, Hospital Road, Ernakulam in the presence

of bidders who may wish to be present, either by themselves or through their authorized

representatives.

6. Tenders should be accompanied by EMD for an amount of Rs.5000/- (Rupees Five thousand only)

submitted in the form of Demand Draft in favour of “ United India Insurance Company Limited”

payable at Kochi

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http://www.uiic.co.in/

4

SECTION-II



2 Earnest Money Deposit Rs.5000/- (Rupees Five Thousand only)

3 Last date for submission of Pre-bid queries by E-

mail

07/02/2020







Regional Office, Kochi-608011

8 Date of Opening of Technical bid 24/02/2020 ( tentatively)

9 Date of Opening of

Financial bid



Shortlisted Service Providers shall be notified through

E-mail.


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SECTION-III


1. Scope of Services: The Scope of Services is given in Section IV.

2. Site Visit: The bidder is advised to visit the premises of United India Insurance Co. to get the

onsite assessment of the work on any working day (excluding Saturday, Sunday and any

Government holiday(s) ) between 11:00 AM to 3:00 PM by taking permission and acquaint

himself with the operational system prior to the submission of the tender documents. The costs

of visiting our office shall be borne by the bidder.

3. Pre-bid Meeting and Clarifications:


CO.LTD(UIIC), Ernakulam on the date mentioned in Section II, to clarify any query of

bidders regarding terms and conditions and scope of work. The time, date and venue

is mentioned in Section – II above.

b) Prospective bidders may send their queries, if any to krishnakumarcn @uiic.co.in latest by

5 days prior to pre-bid meeting. The same shall be clarified in the meeting and by issuance

of corrigendum. Queries if any, received after the due date and time shall not be

entertained and no clarification shall be provided for the same.



criteria and the same should be submitted

along with Technical Bid

a. Should be either registered as a Company

under Companies Act 1956/ 2013 or as a

Partnership (including Limited Liability

Partnership) under Partnership Act, 1932 as

the case may be and should be in existence as

such entity for not less than three years as on

31/03/2019 as a company or firm as the case

may be. Bids of sole proprietorship firms shall

not be considered at all.

Self-attested copy of Certificate of

Incorporation in respect of the applicant

organization issued by Registrar of Companies

or a partnership deed duly registered under the

Partnership Act.

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mailto:[email protected]

6

b. The Bidder should have minimum three

years’ experience in doing similar nature of

works as on 31.3.2018.

Self-attested copies of work order

c. Must have achieved minimum annual

turnover of Rs. 25 lakhs each during the last

three completed financial years 2016-17,

2017-18 & 2018-19 and should be a profit

making

entity.

Statement of annual turnover and profit

of the last three completed financial

years (2016-17 , 2017-18 & 2018-19)

from a registered practicing Chartered

Accountant of the entity.

d. Bank account should be in the name of the

Bidding company / Firm

Extracts of the Bank Account duly certified by

the bank containing transactions for three

months i.e OCT 2019 to DEC 2019.

e. Should have valid PAN and GST registration

no

I. Self Attested copy of PAN card

II. Self Attested copy of GST

registration certificate.

f. They should be registered with appropriate


Fund, Employees State Insurance Act and

the Contract Labour (Regulation and

Abolition Act)

i. Self Attested copy of the Employee

Provident Fund registration letter/

certificate.

ii. Self Attested copy of the Employee

State Insurance registration letter/

certificate

iii. Self Attested copy of the Labour

Licence under the Contract Labour

(Regulation & Abolition) Act.

g.Should not have been blacklisted . Self Declaration for not having been blacklisted by

any State Government or by Government of India

as per the format in Section VIII of this tender

document.

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h. Should have three Running Contracts as on

31.3.2019 of Public Sector Insurance Company

/ Public Sector Bank / Central or State

Government Undertaking / Autonomous

Institute / Corporate Establishment of repute .

Copies of the work order specifying value and

period of contract

i. Whether previously rendered housekeeping

services to insurance sector or allied industry

A certificate of satisfactory performance from

the principal employer.

5. Inspection of premises where Outsourcing service is being provided presently by the bidder shall

be carried out by UIICL at its option.

6. Tender Validity

The validity period of the bid will be 90 days from the date of opening of tender documents,


a) The interested bidders may submit the tender documents complete in all respects along

with Earnest Money Deposit (EMD) of Rs. 5000/-(Rupees Five thousand only) in the form

of a Demand draft from a Nationalised or scheduled bank in favour of “ United India

Insurance Company Limited” payable at Ernakulam

b) The bidder holding MSMEs / NSIC certificate would be entitled for exemption from earnest money

deposit (EMD). In case of any issue on the subject matter, the MSMEs /NSICs may approach the

tender inviting authority to resolve their grievances.

c) Any Tender not accompanied by EMD unless exempted as stated in the “ point b “ above,




e) The EMD of successful bidder will be converted as Security Deposit and will be returned




interest.


period of Tender.

g) Bid security deposit of the successful bidder shall be forfeited if the successful bidder

refuses or neglects to execute the contract within the time frame specified by the

Department.

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c. The tender should be typewritten and every correction and interlineations in the bid should be

attested with full signature by the bidder, failing which the bid will be treated as ineligible.



e. Technical Bid should also contain all the documents required and EMD as specified .

f. Financial Bid should only contain the Price Schedule duly filled as per format given in

Section VII .

g. The bidders are advised to submit Financial bids quoting as per Central Minimum wages

and State Minimum wages respectively in two separate sealed covers. The Financial bids

will be opened only after deciding about the payment of wages based on Central or State

Government.

h. No overwriting, corrections, interlineations etc. are permitted in the Financial Bid. If found,

bid shall liable to be rejected.

i. The rates should be quoted for the services to be provided as per instructions given in the

tender document and should not be less than Minimum Wages Act as prescribed under the

notified Minimum Wages as per Central Government Guidelines and State Government.

The bids which do not comply with this condition shall be rejected.

j. Both the bids (Technical and Financial) separately sealed in envelopes super-scribing as

Technical Bid and Financial Bid quoting as per Central Minimum wages and State Minimum

wages respectively in two separate sealed covers, should be put in a third sealed

envelope and should be super scribed as “Tender for Outsourcing Services at UNITED

INDIA INSURANCE COMPANY LIMITED (UIIC), Kochi

k. Sealed Tenders with requisite documents should be sent to Regional Manager,

General Administrat ion Department, UNITED INDIA INSURANCE CO.LTD,

Regional Office , Sharanya, Hospital road, Ernakulam-682011

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9. Late Bids:

Tender submitted or received after the closing date and time will not be considered and shall be

returned to the Bidder unopened. The bidders shall ensure that timelines are adhered to and

any bids received later than the specified time and date shall not be entertained.

10. Opening of Tenders:

a. The Tenders shall be opened at the scheduled date, time and venue as mentioned in

Tender data by the committee constituted by the UNITED INDIA INSURANCE

CO.LTD(UIIC). The Bidders’ representative may attend the Tender opening.

b. The bids shall be opened on the scheduled time and date as mentioned in Section-II at

UNITED INDIA INSURANCE CO.LTD(UIIC)’s Office Regional Office , Sharanya, Hospital

Road, Ernakulam, in the presence of the representatives of the House Keeping

Service Providers (restricted to one person from the side of each bidder), if any, who

wish to be present on the spot at that time.

c. During the tender opening as above, the envelopes containing Technical Tender shall be

opened first.

The envelopes containing Financial bids shall be signed by all committee members and

kept unopened for opening at a later date.

d. The date and time of opening of Financial bids shall be informed to all such bidders who

qualify in the technical evaluation. The bidder’s representative may choose to attend the

opening of financial bids.

11. Evaluation of Tenders:

a) The committee constituted by the UNITED INDIA INSURANCE CO.LTD(UIIC) shall

evaluate the Technical Bids with reference to technical requirements and various other

criteria given in the Tender Document. All eligibility conditions have to be satisfied on the

date of submission of bid and not later.

b) The bid of the bidders who submit their bid in the proper format and with the required

EMD will be evaluated. The bids of the non-conforming bidders shall be rejected without

further evaluation.

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c) Any conditional bids received shall not be considered and will be summarily rejected

in the v e r y first instance without any recourse to the bidder and shall not be evaluated.

d) UNITED INDIA INUSRNACE CO. LTD (UIIC) may seek such clarification/ document either

by E-mail or letter as may be required for it is to satisfy the eligibility of the bidders. Failure

on the part of the bidder to submit such information within the stipulated time may result in

disqualification of the bid of such bidder.

e) The technically qualified bids shall be further considered for opening and evaluation of

financial bids.

f) From among the technically qualified bidders, the Bidder quoting the lowest bid amount

for the services defined in the Scope of Work shall be considered for award of contract.

12. Award of Contract:-

a) UNITED INDIA INSURANCE CO.LTD(UIIC) may award the contract to the successful

bidder whose bid has been found to be responsive and who is eligible and qualified to

perform the contract satisfactorily as per the terms and conditions incorporated in the

bidding document.

b) UNITED INDIA INSURANCE CO.LTD(UIIC) will communicate to the successful bidder

that its proposal has been accepted by mail/letter

c) The successful bidder will be required to execute an agreement with UNITED INDIA

INSURANCE CO.LTD(UIIC).

d) Failure of the successful bidder to comply with the requirements of the above clauses

shall constitute sufficient grounds for the annulment of the award and forfeiture of EMD.

13. Security Deposit and Award of Contract:

a) The EMD of successful bidder will be converted as Security Deposit and will be returned




interest.

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b) The successful bidder shall execute an agreement on a non-judicial stamp paper of value

Rs. 200/- (stamp duty to be paid by the bidder) within 15 days from the date of the

intimation from Tender Inviting Authority.

c) If the successful bidder fails to execute the agreement within the specified time or

withdraw his tender, after the intimation of acceptance of his tender has been sent to

him or owing to any other reasons, he is unable to undertake the contract, his contract will

be cancelled and the EMD deposited by him along with the tender shall stand forfeited.

d) If the successful bidder is exempted from EMD at the initial tender submission stage, upon


Rs.25,000/- as security deposit failing which work order will not be released by UIIC.

14. Effectiveness and Duration of Contract

The contract shall come into effect on the date of signing the contract by both the parties. The

contract shall be valid for a period of 24 (twenty four ) months from the date of commencement of

services.

15. Administrative charges quoted by the Service Provider would be fixed for the

period of Contract and any statutory increase in Minimum Wages Act as prescribed under

the notified Minimum Wages as per Central Government and State Government Guidelines

for Skilled &/or Semi-skilled and variable DA as notified by Ministry of labour & Employment from

time to time will be borne by UIIC.

16. Commencement of Services

The House Keeping Service Provider should commence the House keeping service within 5

days of signing of contract or any other date mutually agreed by both the parties. However

the same can be further extended with the mutual consent of both the parties.

17. The Competent Authority of the UNITED INDIA INSURANCE CO.LTD (UIIC) reserves the

right to annul all bids or discontinue this tender process, without assigning any reason at

any time prior to signing of agreement with the successful bidder.

18. The bidder will be bound by the details furnished to UNITED INDIA INSURANCE CO.LTD (UIIC)

while submitting the tender or at subsequent stage. In case, any of such documents furnished is

found to be false at any stage, it would be deemed to be a breach of terms of contract making

the bidder for legal action, besides termination of contract.

19. This document does not constitute nor should it be interpreted as an offer or invitation for the

appointment in our company of the House keeping service provider described herein.

20. This document is meant to provide information only and upon the express understanding that

recipients will use it only for the purposes set out above. It does not purport to be all inclusive

or contain all the information about the House keeping service provider or be the sole basis of

any contract. No representation or warranty, expressed or implied, is or will be made as to the Pag

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reliability, accuracy or the completeness of any of the information contained herein. It shall not

be assumed that there shall be no deviation or change in any of the herein mentioned

information on the House keeping Service Provider. While this document has been prepared in

good faith, neither UNITED INDIA INSURANCE CO.LTD(UIIC), nor any of their officers or

subscribers make any representation or warranty or shall have any responsibility or liability

whatsoever in respect of any statements or omissions here from. Any liability is accordingly

and expressly disclaimed by UNITED INDIA INSURANCE CO.LTD (UIIC) and any of their

officers or subscribers even if any loss or damage is caused by any act or omission on the part

of UNITED INDIA INSURANCE CO.LTD (UIIC) or any of their officers or subscribers, whether

negligent or otherwise.

21. By acceptance of this document, the bidder agrees that any information herewith will be

superseded by any subsequent written information on the same subject made available to the

recipient by or on behalf of UNITED INDIA INSURANCE CO.LTD (UIIC). UNITED INDIA

INSURANCE CO.LTD(UIIC) and any of their respective officers or subscribers undertake no

obligation, among others, to provide the recipient with access to any additional information or to

update this document or to correct any inaccuracies therein which may become apparent, and

they reserve the right, at any time and without advance notice, to change the procedure for

the selection of or any part of the interest or terminate negotiations or the due diligence

process prior to the signing of any binding agreement.

22. Accordingly, interested bidders should carry out an independent assessment and analysis of

the requirements and of the information, facts and observations contained herein.

23. This document has not been filed, registered or approved in any jurisdiction. Recipients of this

document should inform themselves of and observe any applicable legal requirements.

24. This document constitutes no form of commitment on the part of the UNITED INDIA

INSURANCE CO.LTD (UIIC). Furthermore, this document confers neither the right nor an

expectation on any party to participate in the proposed Housekeeping service provider selection

process.

25. When any proposal is submitted pursuant to this tender, it shall be presumed by UNITED INDIA

INSURANCE CO.LTD(UIIC) that the bidder has fully ascertained and ensured about its eligibility

to render service as a Housekeeping Service Provider, in the event of the same being selected

ultimately to act as such, under the respective governing laws and regulatory regime and that

there is no statutory or regulatory prohibition or impediment to acting as such Housekeeping

service provider and it has the necessary approvals and permissions and further suffers no

disability in law or otherwise to act as such.

26. UNITED INDIA INSURANCE CO.LTD(UIIC) reserves the right to vary/alter/amend the eligibility

criteria or other terms and conditions for the House keeping service provider at any time, at its

discretion, before the last date of submission of proposals.

27. The House Keeping Service providers shall comply with and abide by such directions that

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UNITED INDIA INSURANCE CO.LTD., (UIIC) may issue from time to time.

28. The proposal and all correspondence and documents shall be written in English. All

proposals and accompanying documents received within the stipulated times shall become the

property of UNITED INDIA INSURANCE CO.LTD(UIIC) and will not be returned.

29. Any matter relating to the appointment of Housekeeping service provider or the procedure for the

appointment of Housekeeping service provider shall be governed by the Laws of Union of India.

Disputes, if any arising under the said process shall be subject to the exclusive jurisdiction of courts

at Ernakulam

30. Housekeeping Material/Equipment to be provided at UNITED INDIA INSURANCE CO. LTD

(UIIC) premises

Floor Duster

Liquid Soap Refills (Dettol/Lifeboy)

Dettol Soap

Vim Liquid

Dish Washing Powder(Fena)

Hit Spray(Black & Red)

Room Freshner(Airwick)

Toilet cleaning Liquid(Harpik)

Odonil cubes

Tissue Papers(Face tissue)

Tissue Papers(C-Fold)

Toilet Paper rolls

Toilet Brushes(WC)

Domex/Lizol

Floor Wiper (Gala/Scrotchbrite)

White Dusters

Yellow Dusters

Acid

Soft Brooms

Phenyl

Colin

Toilet Brush

Hand Brush (Scrubber)

Garbage Bag Big/Small

Carpet Brush

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Glass Wiper

Buckets/Baskets

Gloves

Dust Pans

Naphthalene Balls

Scotches Brite Pads

Dust Control Mop

Big Size Dustbin for Garbage removal

Any other material required but not specified in the tender

31. a) Checklist has to be maintained for Toilets and general cleanliness etc. would be under

administration of the supervisor. He would sign the checklist after random physical inspection

of these areas.

b) The agency will have to maintain an inventory of 100% of all consumable items at all times.

c) The agency will be responsible for any indiscipline, damage to equipment, property and

third party liabilities caused by acts on part of its deployed manpower at UNITED INDIA

INSURANCE CO. LTD (UIIC) premises for housekeeping services.

d) The agency must provide necessary standard liveries to its housekeeping staff

/supervisors with their identity properly displayed. No extra payment shall be claimed from

UNITED INDIA INSURANCE CO. LTD (UIIC) for such items.

e) In the event of any theft/loss of UNITED INDIA INSURANCE CO. LTD (UIIC) property due

to established negligence of the agency’s deployed manpower, the bidder will make good

the loss as decided by UNITED INDIA INSURANCE CO. LTD (UIIC). Decision of UNITED

INDIA INSURANCE CO. LTD (UIIC) on the compensation will be final.

32. Storage of Housekeeping equipment

UNITED INDIA INSURANCE CO. LTD (UIIC) will provide a space to the agency from its existing

space for storing the equipment, materials during the contract period. The water and electricity will be

provided by UNITED INDIA INSURANCE CO. LTD (UIIC) from its existing resources. Cleaning material &

Aids to be provided by the Agency at his own cost

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Section IV SCOPE OF WORK

1. The details of the area for Housekeeping Services to be provided is as mentioned below.

SL NO LOCATION Number of Housekeeping persons

required

1 RO KOCHI (ERNAKULAM) 4

2 OD HUB ERNAKULAM 1

3 TP HUB ERNAKULAM 1

4 DO-1 ERNAKULAM 1

5 BO 3 ERNAKULAM 1

6 DO-2 ERNAKULAM 1

7 BO MATTANCHERRY 1

8 BO-1 ERNAKULAM 1

9 BO-2 ERNAKUALM 1

10 DO-1 TRIVANDRUM 1

11 BO NEYYATTINKARA 1

12 BO ATTINGAL 1

13 BO NEDUMANGAD 1

14 DO KOTTAYAM 1

15 BO PONKUNNAM 1

16 BO KOTTAYAM 1

17 BO CHANGANACHERRY 1

18 BO PALA 1

19 DO KOLLAM 1

20 BO KUNDARA 1

21 BO KOLLAM 1

22 DO ALUVA 1

23 BO ANGAMALY 1

24 BO NORTH PARUR 1

25 BO KALAMASSERY 1

26 DO MUVATTUPUZHA 1

27 BO PIRAVOM 1

28 BO THODUPUZHA 1

29 BO PERUMBAVOOR 1

30 BO ADIMALY 1

31 DO 3 ERNAKULAM 1

32 BO TRIPUNITHURA 1

33 BO KADVANTHRA 1

34 BO AROOR 1

35 DO 2 TRIVANDRUM 1

36 DO ALAPPUZHA 1

37 BO KAYAMKULAM 1

38 BO CHERTHALA 1

39 DO PATHANAMTHITTA 1

40 BO PUNALUR 1

41 DO VYTILLA 1

42 DO CHALAKUDY 1

43 BO IRINJALAKUDA 1

TOTAL 46

16

The contractor shall ensure that said areas are to be kept in a perfect state of cleanliness and

hygiene at all times to the entire satisfaction of United India Insurance Co Ltd (UIICL).

2 Housekeeping services will be comprehensive in nature relating to all areas within the premises and

shall include the following:

a. Sweeping, Vacuum Cleaning/Cleaning and wiping of floors of different types including

carpet surfaces, Staircases, corridors, lifts and lobbies. Cleaning activity shall start in the

morning at 8.00 AM so as to complete all the dusting/ cleaning/ moping work before 9.30

AM.

b. Cleaning and dusting of entire furniture, partitions, wooden cabin walls, railings, doors,

blinds, windows, computers, telephones, curtains, photocopiers, signages etc. with dry/wet

cloth, feather brush and duster.

c. Thorough cleaning and scrubbing of toilets, wash basins, sanitary fittings & mirrors and

toilet floors. Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals,

sinks, toilet seats, containers etc.

d. Replenishing all toiletries including hand towels (M-fold/C-fold), Liquid soap, toilet rolls/GRD

air freshener and tissue boxes after daily check-ups in the morning, afternoons and on call

basis during daytime.

e. Upkeep and maintenance of the pantry area to operate the necessary equipments such

as fridges, Microwave Owen, Water coolers, Water Dispensers, Tea Vending Machine

etc.

f. Maintenance of Proper registers/records for the jobs carried out on daily, weekly and

monthly basis.

g. The service provider has to supply all the necessary consumable items, equipment,

tools, tackles and vacuum cleaners of approved make including supplying labour,

supervisors and materials for daily, weekly and monthly activities as per terms and

conditions, and as directed to the entire satisfaction of the representative of the Admin. Dept

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2. Jobs to be carried out Daily:

Sweeping, Cleaning, and wiping of floors of different types including carpet surfaces,

Staircases, corridors, lifts and lobbies, meeting areas, cabins etc.

Dusting and polishing/brushing of Low high partitions, Glazed & Paneled partitions glass

panes, venetian blinds, Door Mats, Tables, chairs, Workstations, conference rooms,

Library, Visitors’ rooms etc.

Acid Cleaning and scrubbing of toilets, wash basins, sanitary fittings & mirrors and toilet floors.

Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals, sinks, toilet

seats, containers etc. Brush thoroughly to include below water level and under rims including

area at

Hinges and cistern handles. Restock toiletries, which include Liquid hand soap, toilet paper,

air Freshener, and Sanitary cubes, hand towels (M-fold/C-fold) and Naphthalene balls in

toilets after daily check-ups in the morning, afternoons and on call basis during daytime.

Dusting of Telephone Sets, PC, Printers, Photocopier machines, Fans, Network Equipment

Pantry Area :

Sink, draining boards, platforms, cabinets, coolers, hot case exposed surfaces

shall be cleaned and washed with approved quality liquid detergents, soap, air

purifier, acids, stain removers. Mopping, dusting all as directed (One time daily and

also as and when required due to exigencies) shall also be carried out.

Fridges, Microwave Owen within the areas should be kept clean inside and out,

and defrosted when appropriate.

Tea/Coffee Machines should be cleaned every day in the morning.

Check & clean water dispenser & vending machine functioning every hour.

• Dirty glasses/Cups/Bottles should be removed immediately from

conference/meeting rooms/cabins and workstations.

Removal of waste papers and any garbage and blockage/choking from the entire

area covered under the tender. (Two times daily and as and when required)

Cleaning of baskets, bins, and disposing off all the collected refuse at designated

site on daily basis (Two times daily and as and when required)

Conference room / Meeting Rooms / Discussion rooms to be checked on regular intervals /

call basis. Water bottles, tea cups, paper plates, crockery etc., be cleared regularly

so that the area never looks dirty, Tables, cabinets, switchboards, white boards,

doors and partitions etc. should be cleaned every day, Face tissues should be

provided by the bidder whenever there is a meeting held. Water bottles and

notepads, writing materials provided by UIIC should be neatly arranged in the

meeting rooms.

Spraying room Fresheners / Air Fresheners daily at regular intervals.

Shifting of furniture and other items from one floor to another or within the floor as and

when required by the Administration Department.

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3. Jobs to be carried out Weekly:

Vacuuming, brushing and shampooing of all carpet area, chairs and sofas.

Cleaning and dusting of electrical switch boards, light fixtures, fans, air conditioner

vents, overhead light fixtures, firefighting equipment, name plates, artifacts, plant boxes,

etc.

Thorough Cleaning of Water Dispensers and Water coolers.

All other works which are listed in Daily Cleaning Section but not mentioned in this

section will be attended.

Vacuum cleaning of floors.

Toilets deep cleaning with chemicals and the latest equipment.

19

Section V

TERMS AND CONDITIONS

1. The contract shall be for a period of two years unless, it is curtailed or terminated by UNITED

INDIA INSURANCE CO.LTD (UIIC) owing to deficiency of service, sub-standard quality of

House Keeping personnel deployed, breach of contract, non-compliance with any relevant

labour laws, or change in requirements of the UNITED INDIA INSURANCE CO.LTD (UIIC)

or for any other reasons as stipulated in the contract to be entered into with successful

bidder.

2. The contract shall automatically expire at the end of two years unless extended further by the

mutual consent of contracting agency and UNITED INDIA INSURANCE CO.LTD (UIIC).

3. The contract may be extended, on the same terms and conditions or with some additions /

deletions / modifications, for a further specific period mutually agreed upon by the

successful service provider and UNITED INDIA INSURANCE CO.LTD (UIIC).

4. The contracting Service provider shall not be allowed to transfer, assign, pledge or sub-

contract its rights and liabilities under this contract to any other agency without the prior

written consent of UNITED INDIA INSURANCE CO.LTD (UIIC).

5. The bidder has to provide 46(Forty six) housekeeping staff as workforce to maintain the

premises and technical support as required and to the satisfaction of UIIC. The

Housekeeping agency shall not employ any person below the age of 21yrs. and above the

age of 50 years

6. The UNITED INDIA INSURANCE CO.LTD (UIIC) reserves right to terminate the contract at

any point of time giving one month’s notice to the selected Housekeeping service provider.

7. The Housekeeping personnel deployed shall be the employees of the House keeping

agency at all times and all statutory liabilities will be paid by the contractor such as ESI, PF,

Workmen's Compensation Act, etc. The Housekeeping persons deployed by the agency

should be properly trained, have requisite experience and having the skills o f using

appropriate materials and tools/ equipment. Pag

e18

20

8. For the manpower deployed, the agency will keep with them, their present and

permanent address, education qualification details, specimen signature and two passport

size photographs and furnish this details / information to UNITED INDIA INSURANCE

CO. LTD (UIIC), and a copy of the same shall be provided to UIIC. The bidder will

provide identity cards to the manpower deployed to work at UNITED INDIA INSURANCE

CO. LTD (UIIC).

9. The agency at all times should indemnify UNITED INDIA INSURANCE CO.LTD (UIIC)

against all claims, damages or compensation under the provisions of all applicable laws.

Payment of minimum wages, notified by the government, shall be ensured all the time.

10. Place of Duty, Working Hours and Punctuality:

a. The personnel so deployed shall have to report for duty at the places mentioned in

Section IV, In case there is change of office within Kerala, no extra charges on this

account will be borne by UNITED INDIA INSURANCE CO.LTD (UIIC).

b. All the housekeeping services will be provided for six days a week.

c. Housekeeping staff deployed by the agency shall be required to work in for six days

a week from Monday to S a t u r d ay from 08.00hrs to 17.00hrs with one-hour lunch

break. The manpower will also be called upon to perform duties on Sunday and other

holidays occasionally if required,. No extra charges will be paid for attending the

office on such holidays.

d. Cleaning activity shall start in the morning at 8.00AM so as to complete all the

dusting/cleaning/ mopping work before 9.30AM.

e. The personnel will have to report to the office at least 15 minutes in

advance of the commencement of the shift for collecting necessary

documents/instructions, and to complete all other required formalities as approved

by UNITED INDIA INSURANCE CO.LTD (UIIC).

11. Adequate supervision will be provided to ensure correct performance of the said

Housekeeping in accordance with the prevailing assignment instructions agreed upon

between the two parties. In order to exercise effective control & supervision over the staff

of the agency deployed, the supervisory staff will move in their areas of responsibility

Pag

e19

21

12. Penalty

a. The Housekeeping personnel engaged by the agency shall be dressed in neat

and clean uniform (including proper name badges), failing which a penalty of

Rs.500/- per person shall be levied on each such occasion and habitual offenders

in this regard shall not be allowed to be deployed.

b) In case any of the personnel of the agency deployed under the contract is (are) absent

and the agency is unable to provide suitable substitute in time for the same it will be

treated as absence and penalty equal to double the wages of number of persons

absent on that particular day shall be payable to UINITED INDIA INSURANCE

COMPANY (UIIC) and the same shall be deducted from the bills payable to the

agency.

c) Any penalty imposed in violation of rules & regulations of the State or Central Govt

guidelines on minimum wages for scheduled employment, as fixed by the

appropriate Government, shall be borne by the service provider only under

this contract,

13. The agency is fully responsible for obtaining licenses, Workmen Compensation insurance

of employees, transportation, payment of salaries / wages to all concerned in respect of

this contract and the UNITED INDIA INSURANCE CO. LTD (UIIC) will not be responsible

in any manner.

14. It shall be the responsibility of the agency to issue the employment card/photo/identity card

to the workers and maintain the muster roll, the wage register and other registers as per

applicable law. Agency has to ensure that all its employees deployed in UNITED

INDIA INSURANCE CO.LTD(UIIC) invariably wear ID card during office hours.

15. The agency shall replace within twenty four hours any of its personnel, if they are

unacceptable to the Company because of security risk, incompetence, conflict of interest

and breach of confidentiality or frequent absence from duty/misconduct on the part of

the Housekeeping personnel deployed by the agency, upon receiving written notice

from the Company. Notwithstanding the above, the Company shall have the right to ask

to change /replace the personnel at any point of time without assigning any reason.

16. UNITED INDIA INSURANCE CO.LTD(UIIC) shall not be liable for any loss, damage, theft,

burglary or robbery of any personal belongings, equipment or vehicles of the personnel of

the agency.

17. The agency shall be responsible for any damages done to the property of the

UNITED INDIA INSURANCE CO.LTD(UIIC) by the personnel so deployed. UNITED INDIA

INSURANCE CO.LTD(UIIC) will be free to recover it from the security deposit given by the

agency or from any other dues or recover as per law.

Pag

e20

22

18. The agency’s personnel working in the UNITED INDIA INSURANCE CO.LTD(UIIC) should

be polite, cordial, positive and efficient while handling the assigned work and their actions

should promote good will and enhance the image of UIIC. The agency shall be responsible

for any act of indiscipline on the part of persons deployed by him.

19. The Housekeeping staff and other staff deployed by agency in the UNITED INDIA

INSURANCE CO.LTD., (UIIC) shall not claim any benefit, compensation, absorption or

regularization of their services in the UNITED INDIA INSURANCE CO.LTD(UIIC) . The

agency shall have to obtain an undertaking from the deployed persons to the effect that

the deployed person is the employee of the agency and shall submit the said undertaking to

UNITED INDIA INSURANCE CO.LTD(UIIC). In the event of any litigation on the status of the

deployed persons, UNITED INDIA INSURANCE CO.LTD(UIIC) shall not be a party to such

proceeding. However, if UNITED INDIA INSURANCE CO.LTD., (UIIC) is made a party

to such dispute, the agency shall take all steps to protect the interest of UNITED INDIA

INSURANCE CO.LTD., (UIIC) and the agency shall reimburse the expenditure that would

have been borne by UNITED INDIA INSURANCE CO.LTD., (UIIC) to defend itself, if so

required..

20. The agency shall ensure that the persons deployed are disciplined and shall refrain from

consumption of alcoholic drinks, pan, gutkha, smoking, loitering and shall not engage in

gambling, satta or any immoral act.

21. The agency shall be solely responsible for making payment directly to the deployed

Housekeeping personnel by 5th of each month.

22. Payment to the deployed Housekeeping personnel must be made by the agency

through e-transfer only. To ensure this, agency will get a bank account opened for every

engaged Housekeeping personnel.

23. If as a result of post payment audit any overpayment is detected in respect of any work

done by the agency or alleged to have done by the agency under the tender, it shall be

recovered by UNITED INDIA INSURANCE CO.LTD(UIIC) from the agency.

24. The Housekeeping personnel deployed by the agency shall work under overall supervision &

direction of the agency and shall be guided by the Designated Officer, General

Administration Department of UNITED INDIA INSURANCE CO.LTD(UIIC) to the extent

required..

25. The agency will properly maintain muster roll of the persons employed/engaged in

connection with the work at the premises of the UNITED INDIA INSURANCE CO.LTD(UIIC). Pag

e21

23

26. The agency shall raise the bill, in duplicate, along with attendance sheet duly verified for

actual shifts manned/operated by the personnel deployed by the agency and submit the

same to UNITED INDIA INSURANCE CO.LTD(UIIC) by 10th of the succeeding month.

27. The agency will be solely responsible for making the payment directly to its deployed

personnel, since there may be occasional delay in releasing payment by UNITED INDIA

INSURANCE CO.LTD(UIIC) to the agency due to contingencies, Payment of wages to the

deployed personnel by agency should not be linked with receiving of payment from

UNITED INDIA INSURANCE CO.LTD(UIIC) and shall be independent of the same.

28. The agency will ensure that the Housekeeping personnel engaged by them must

receive their entitled wages by 5th of the following month. The following schedule will be

adhered to:

i. Monthly bill cycle will be from 1st day of the previous month to last day of the previous

month

ii. Monthly bill as per above cycle, will be submitted by the agency in the first week of the

following month.

iii. The agency must ensure that the entitled wages of the workers are credited to their

bank account by 7th of the following month. Agency will not be given any relaxation in

this regard.

a. While submitting the bill for the next month, the services provider must file a certificate

certifying the following:

i) Wages of workers were credited to their bank accounts on (date).

ii) ESI Contr ibut ion re lat ing to workers amounting to Rs. was

deposited on (date)

(Copy of the challan enclosed).

iii) EPF contribution relating to workers amounting to Rs. was

deposited on(date) (Copy of the challan enclosed).

iv) He is complying with all statutory regulations including the payment of the Notified

Minimum Rates of the Wages of Government.

b. The agency should submit the bill in accordance with the above time schedule.

29. The entire financial liability in respect of Housekeeping deployed in UNITED INDIA

INSURANCE CO.LTD(UIIC) shall be that of the agency and UNITED INDIA INSURANCE

CO.LTD(UIIC) will in no way be liable for the same. Pag

e22

24

30. For all intents and purposes, the agency shall be the “Employer” within the meaning of

different labour Legislations in respect of housekeeping personnel deployed by it . There

shall be no claim by such deployed persons of any employment in UNITED INDIA

INSURANCE CO.LTD(UIIC). The persons deployed by the agency in the UNITED INDIA

INSURANCE CO.LTD(UIIC) shall be the employees of agency at all times and not have

any stake or claims like employer and employee relationship against UNITED INDIA

INSURANCE CO.LTD(UIIC)

31. The agency shall be solely responsible for the redressal of grievances if any of its staff

deployed in UNITED INDIA INSURANCE CO.LTD(UIIC). The UNITED INDIA INSURANCE

CO.LTD(UIIC) shall, in no way, be responsible for settlement of such issues whatsoever.

32. The UNITED INDIA INSURANCE CO.LTD(UIIC) shall not be responsible for any financial

loss or any liabilities arising out of accident or death to any of the housekeeping staff

deployed by agency in the course of their performing the functions/duties or for payment

towards any compensation.

33. Adequate supervision should be provided by the bidders to ensure correct & effective

performance of the House keeping in accordance with the prevailing assignment and

instructions agreed upon between the two parties.

34. The agency’s personnel shall not divulge or disclose to any person, any details of office,

operational process, technical know-how, security arrangements and

administrative/organizational matters as all are of confidential nature.

35. The agency will be responsible for compliance of all statutory provisions including Minimum

Central Wages / State Wages, Provident Fund, and Employees State Insurance, contract

labour and any other applicable law in respect of the persons deployed by them in UNITED

INDIA INSURANCE CO.LTD(UIIC). The UNITED INDIA INSURANCE CO.LTD(UIIC) shall

have no liability in this regard. Payment of the bill will be made only after successful

submission of statutory payment receipts.

36. The agency shall also be liable for depositing all taxes, levies, cess etc. on account of

service rendered by it to UNITED INDIA INSURANCE CO.LTD(UIIC) to the concerned tax

collection authorities from time to time as per prevailing rules and regulations in the matter.

37. The agency shall maintain all statutory registers under the Law and submit periodical

returns and statements. The Service Provider shall produce the same, on demand, to the

concerned authorities and to UNITED INDIA INSURANCE CO.LTD(UIIC) or any other

authority under Law.

38. The Tax Deduction at Source (T.D.S.) shall be done as per the provisions of Income Tax Pag

e23

25

Act/ Rules, as amended from time to time and a certificate to this effect shall be

provided to the agency by UNITED INDIA INSURANCE CO.LTD(UIIC).

39. In case, the service provider fails to comply with any statutory /taxation liability under

appropriate law, and as a result thereof the UNITED INDIA INSURANCE CO.LTD(UIIC)

is put to any loss / obligation, monetary or otherwise, the UNITED INDIA INSURANCE

CO.LTD(UIIC) will be entitled to get itself reimbursed out of the outstanding bills or the

Performance Security Deposit of the agency, to the extent of the loss or obligation in

monetary terms or shall be entitled to recover the same by legal recourse..

40. The agency shall submit proof of deposit of PF/ESI and of other statutory dues, payable

by it in respect of its staff, deployed in UNITED INDIA INSURANCE CO.LTD(UIIC), which

shall be a condition precedent for payment of its bills.

41. In case of breach of any terms and conditions as specified in the contract and signed

between the parties, the Security Deposit of the Service Provider will be liable to be

forfeited besides, annulment of the contract and other legal recourse.

42. The successful bidder who is awarded the contract by UNITED INDIA INSURANCE

CO.LTD(UIIC) will retain all the documentary proof/papers deposited with the respective

statutory bodies/Government departments, i.e., Employees State Insurance, Provident

Fund and G S T . All such documents/papers will be necessarily submitted within seven

days by the Service Provider as and when they are requisitioned by UNITED INDIA

INSURANCE CO.LTD(UIIC), failing which a penalty of Rs.100/- per day shall be

deducted from the monthly bill of the agency.

43. The UNITED INDIA INSURANCE CO.LTD(UIIC) reserves the right to withdraw / relax &

modify any of the terms and condition mentioned above so as to overcome the problem

encountered at a later stage for the smooth and timely provision of services.

44. Any delay or forbearance on the part of UNITED INDIA INSURANCE CO.LTD(UIIC) or any

waiver of its rights or condonation of any acts, on the part of UNITED INDIA INSURANCE

CO.LTD(UIIC) shall not be construed as a waiver of the obligations of the agency and it

shall continue to be liable for all such acts or defaults.

45. The words UIIC and UIICL used in this document refers to United India Insurance Company

Limited

46. The words Bidder, tenderer, service provider, agency, contracting agency and contractor

used in this document refers to the entity who has responded to this tender issued by UIIC.

Pag

e24

26

(SPECIMEN only)


Section VI

BIDDER DETAILS FORM CUM TECHNICAL BID

Tender for Providing Housekeeping/Driver/Security/Caretaker to UNITED INDIA INSURANCE CO.LTD (UIIC)

S.No Description Information

1 Name of Tendering House keeping

Service Provider

2 Details of Earnest Money Deposit DD No. date of

Rs. 5,000/- drawn on Bank

3 Name of Director/ Partner 1.

2.

4 Full Address of Registered Office:

Telephone No.

: FAX No. :

5 Full address of Operating Branch/Office :

Telephone No. :

FAX No. :

E-Mail Address :

Pag

e25

27

To be filled in by

tendered

Attach documents as

annexures **

Annexure

No.*

Page No.*

6 Should be either registered as a

Company under Companies Act 1956/

2013 or as a Partnership (including

Limited Liability Partnership) under

Partnership Act, 1932 as the case may

be and should be in existence as such

entity for not less than three years as on

31/03/2019 as a company or firm as the case

may be. Bids of sole proprietorship firms shall

not be considered at all.

7 The Bidder should have minimum

three years’ experience as on

31.3.2019 in doing similar nature of work.

8 Must have a valid license for

Housekeeping services as on date.


turnover of Rs. 25 lakh each during

the last three completed financial

years 2016-17, 2017-18 and 2018-19

and should be a profit making entity.

10 Bank account should be in the name of

the Bidding company / Firm

P

age2

6

28

11 Should have valid PAN and GST registration

no

12 They should be registered with

appropriate authorities under Employees

Provident Fund, Employees State

Insurance Act and the Contract Labour

(Regulation and Abolition Act)

13 Should not have been blacklisted.

14 Should have three Running Contracts as on

31.3.2019 of Public Sector Insurance

Company / Public Sector Bank / Central

or State Government Undertaking /

Autonomous Institute / Corporate

Establishment of repute .

15 Whether previously rendered housekeeping

services to insurance sector or allied

industry

If so, Name of the company

Period of contract

** Note : Refer to Eligibility criteria and attach the required documents

17. Additional information, if any. ( Attach separate sheet, if required )


Name:

Office Seal

Date:

Place:

Pag

e27

29

SPECIMEN

SHOULD BE SUBMITTED IN LETTER HEAD OF THE BIDDER

Section VII

PRICE BID FORMAT


(Date)

Regional Manager


United India Insurance co. Ltd,

Regional Office

Hospital Road, Ernakulam

Dear Sir/Madam,

Ref: Tender for Selection of Outsourcing Service Provider for UNITED INDIA INSURANCE CO.LTD(UIIC)

Having examined the tender documents, the receipt of which is hereby duly acknowledged, we, the undersigned,

offer to provide the services as required and outlined in the Tender for Selection of Housekeeping Service

Provider.

To meet such requirements and to provide services as set out in the tender document, we attach hereto

our response as required by the tender document, which constitutes our proposal.

We undertake, if our proposal is accepted, to adhere to the terms and conditions put forward in the tender and

the agreement to be entered with UNITED INDIA INSURANCE CO.LTD (UIIC).

If our proposal is accepted we agree for converting the EMD as Security Deposit and the same can be returned

after the completion of the contract period. The Security Deposit will not carry any interest.

We agree for unconditional acceptance of all the terms and conditions set out in the tender document as also in

the contract to be signed with UNITED INDIA INSURANCE CO.LTD (UIIC) for provision of House Keeping

services.

We confirm that the information contained in this proposal or any part thereof, including its exhibits, schedules

and other documents and instruments delivered or to be delivered to the UNITED INDIA INSURANCE

CO.LTD(UIIC) are true, accurate and complete. This bid includes all information necessary to ensure that the

statements therein do not in whole or in part mislead UNITED INDIA INSURANCE CO.LTD (UIIC) as to any

material fact. We understand that if at any point of time it is noticed/discovered by UNITED INDIA INSURANCE

CO.LTD (UIIC) that any information given by us is false or incorrect or misleading UNITED INDIA INSURANCE

CO.LTD (UIIC) shall have the right to take such necessary action as it may deem fit including cancellation of

contract.

Pag

e28

30

It is hereby confirmed that I/we are entitled to act on behalf of our company/ firm and empowered to sign this

document as well as such other documents, which may be required in this connection.




(Name and Address of Company)

( Office Seal/Stamp of bidder) Witness Signature:

Witness Name:

Witness

Address:

Pag

e29

31

SPECIMEN

TO BE SUBMITTED IN THE LETTER HEAD OF THE BIDDER

FINANCIAL BID PART I & II

Please refer to the annexure wherein Financial bid ( SECTION VII ) is attached.

Pag

e30

32

.ANNEXURE TO FINANCIAL BID.

(TO BE ATTACHED WITH FINANCIAL BID – SECTION VII)

DETAILS OF MATERIAL TO BE USED

MATERIAL DESCRIPTION BRAND/MAKE QUANTITY

REQUIRED PER

MONTH

(A)

RATE

PER

UNIT

(B)

TOTAL

(A X B ) = C

Floor Duster

Liquid Soap Refills (Dettol /

Lifebuoy)

Dettol Soap

Vim Liquid

Dish Washing Powder (Fena)

Hit Spray (Black & Red)

Room Freshener

Toilet cleaning Liquid (Harpik)

Odonil cubes

Tissue Papers(Face tissue)

Tissue Papers(C-Fold)

Toilet Paper rolls

Toilet Brushes

Domex / Lizol

Floor Wiper (Scotch brite)

White Dusters

Yellow Dusters

Acid

Soft Brooms

Phenyl

Colin

Hand Brush(Scrubber)

Pag

e31

33

Garbage Bag Big/Small

Carpet Brush

Glass Wiper

Buckets/Baskets

Gloves

Dust Pans

Naphthalene Balls

Scotch Brite Pads

Dust Control Mop

Big Size Dust bIn for Garbage

removal

Any other material required but

not specified in the tender

GRAND TOTAL


Date : Name :

Place: Office Seal :

Pag

e32

34

SPECIMEN


(TO BE ATTACHED WITH TECHNICAL BID)

Section VIII

SELF-DECLARATION – NO BLACKLISTING

Date :-

Regional Manager


United India Insurance co. Ltd.,

Regional Office, Hospital Road,

Ernakulam

Dear Sir/Madam,

Ref: Tender for Selection of Out sourcing Provider for UNITED INDIA INSURANCE CO.LTD (UIIC)

In response to the Tender Document for Selection of Outsourcing Provider for UNITED INDIA INSURANCE

CO.LTD (UIIC), I/ We hereby declare that p r e s e n t l y our Company/ firm

is having unblemished record and is not

declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any

State/ Central Government/ PSU/Autonomous Body.

We further declare that presently our Company/ firm is not blacklisted or

debarred and not declared ineligible for reasons other than corrupt & fraudulent practices including violation of

relevant labour laws by any State/ Central Government/ PSU/ Autonomous Body.

If this declaration is found to be incorrect then without prejudice to any other action that may be taken, our

security may be forfeited in full and the bid, if any to the extent accepted may be cancelled at any stage and

the contract may be terminated and we shall be barred from bidding in future against any other tender.

Thanking you,

Yours faithfully,

Signature of the authorized signatory On behalf of the co (with seal)

Pag

e33

P

age3

4

SPECIMEN SECTION - VII


FINANCIAL BID PART I

TENDER FOR PROVIDING HOUSEKEEPING SERVICES TO UIIC.

Monthly Wage Rate ( not less than Minimum Wages Act as prescribed under the notified Minimum Wages as per Central Government Guidelines) including VDA, ESI, EPF, Bonus and

Administrative charges, per person/per month on 9 hours basis ( including 1 hr lunch). Taxes as applicable will be reimbursed as shown in the invoice.

GROSS AMOUNT (PER EMPLOYEE / MONTH)

Component

of Rate

House Keeping including toilet cleaners

GRAND Total

PER

PERSON

RATE

PER

MONTH

NO. OF

PERSONS

TOTAL

46

Basic

VDA

Employer contribution to EPF

Employer contribution to ESI

Bonus

Total (S)

Administrative charges (T)

Material Cost ( Per Month) ( item wise details to be furnished in the annexure to Financial Bid) (U)

GROSS TOTAL (V) = S +T +U

Pag

e1

** Minimum qualification: 10 th passed.

Per month refers to 30 days

Bonus paid to deployed employees shall be as per applicable Act. i.e. Rs.7,000 or the minimum wages for scheduled employment, as fixed by the appropriate

Government, whichever is higher.

We confirm that the above charges are in accordance with Minimum Wages Act as prescribed under the notified Minimum Wages as per Central Government Guidelines and Labour Laws &

Statutory laws.


Name :

Office Seal :

Date :

Place:

Note :: Minimum Central Wages Act, VDA, EPF and ESIC & Bonus paid to deployed employees shall be as per applicable Act. A copy of Government notification in respect of the above said

items shall be enclosed with the financial bid.

Pag

e2

FINANCIAL BID – PART II


EMPLOYEE BREAK UP (PER EMPLOYEE )


Component of Rate House Keeping including toilet

cleaners

Basic

VDA

DEDUCTIONS ::

EPF -

ESI - Net Salary

** Minimum qualification :: 10 th passed.

We confirm that the above payments are in accordance with Minimum Wages Act as prescribed under the notified Minimum Wages as per Central Government Guidelines and Labour Laws &

Statutory laws.


Full Name

Office Seal :

Date:

Place:

Note :: Employee break up in Financial Bid ( Part II ) is for information purpose. L1 will be determined based on the amount mentioned in the Gross Total column in Part I of the Financial Bid.

Pag

e3

SPECIMEN


FINANCIAL BID PART I


Monthly Wage Rate ( not less than Minimum Wages Act as prescribed under the notified Minimum Wages as per State Government Guidelines) including VDA, ESI, EPF, Bonus and

Administrative charges, per person/per month on 9 hours basis ( including 1 hr lunch). Taxes as applicable will be reimbursed as shown in the invoice.

GROSS AMOUNT (PER EMPLOYEE / MONTH) Component

of Rate

House Keeping including toilet cleaners

Unskilled

GRAND Total

PER

PERSON

RATE

PER

MONTH

NO. OF

PERSONS

TOTAL TOTAL

46

Basic

VDA



Bonus

Total

Administrative charges

Material Cost ( Per Month) ( item wise details to be furnished in the annexure to Financial Bid)

GROSS TOTAL Pag

e4

** Minimum qualification:: 10 th passed.

Per month refers to 30 days

Bonus paid to deployed employees shall be as per applicable Act. i.e. Rs.7,000 or the minimum wages for scheduled employment, as fixed by the appropriate

Government, whichever is higher.

We confirm that the above charges are in accordance with Minimum Wages Act as prescribed under the notified Minimum Wages as per State Government Guidelines and Labour Laws &

Statutory laws.


Name :

Office Seal :

Date :

Place:

Note :: Minimum Wages Act, VDA, EPF and ESIC & Bonus paid to deployed employees shall be as per applicable Act. A copy of Government notification in respect of the above said items shall

be enclosed with the financial bid.

Pag

e5




Component of Rate House Keeping including toilet

cleaners

Basic

VDA

DEDUCTIONS ::

EPF -

ESI - Net Salary

** Minimum qualification :: 10 th passed.

We confirm that the above payments are in accordance with Minimum Wages Act as prescribed under the notified Minimum Wages as per Central Government Guidelines and Labour Laws &

Statutory laws.


Full Name

Office Seal :

Date:

Place:

Note :: Employee break up in Financial Bid ( Part II ) is for information purpose. L1 will be determined based on the amount mentioned in the Gross Total column in Part I of the Financial Bid.

Pag

e6

UNITED INDIA INSURANCE CO.LTD(UIICL)

TENDER DOCUMENT

For providing Security Services (Unarmed) to United India Insurance Co.Ltd (UIIC)

Regional Office, Hospital Road, Ernakulam


Section

No.





IV Scope of Work of the security Agency 13 - 14

V Terms and Conditions 15 – 22

VI Bidder Details Form 23 – 25

VII Price-Bid-Format 26 – 28

VIII Self Declaration – No Black Listing 29

SECTION –I


Sub: Inviting Tenders for engagement of Service provider for providing security services (Unarmed) at

United India Insurance Co.Ltd, Regional Office, Sharanya, Hospital Road, Ernakulam

1. United India Insurance Co.Ltd (UIIC) is a General Insurance Company wholly owned by

Government of India with its Regd. & Head Office located at 24, Whites Road, Chennai

600014.Now located at “Nalanda” Corporate Learning Centre, United India Insurance

Company Ltd, No.19, IV Lane, Nungambakkam, High Road, Chennai-60034

2. The website of UNITED INDIA INSURANCE CO.LTD is www.uiic.co.in .

3. Sealed Bids are invited on behalf of UNITED INDIA INSURANCE CO.LTD under two bid system

ie, Technical Bid and Financial Bid from reputed, well established and financially sound security

service providers to provide/deploy trained manpower for the security services of UNITED INDIA


4. The bids duly filled in all respect enclosing necessary documents may be submitted to

Regional Manager, General Administration Department, United India Insurance co. Ltd., Regional

Office, Hospital Road, Ernakulam, Kochi 682011 so as to reach on or before the scheduled time

and date as mentioned in Section II


UNITED INDIA INSURANCE CO.LTD, Regional Office, Sharanya, Hospital Road Ernakulam, Kochi

682011, in the presence of bidders who may wish to be present, either by themselves or

through their authorized representatives.

6. Tenders should be accompanied by Bid Security for an amount of Rs.5,000/-(Rupees Five

thousand only) submitted in the form of Demand Draft in favour of “ United India Insurance

Company Limited” and payable at Ernakulam.

SECTION-II



2 Earnest Money Deposit Rs.5,000/- (Rupees Five Thousand only)

3 Last date for submission of Pre-bid queries by E-mail 07/02/2020




7 Address for Submission of bids Regional Manager General Administration Department United India Insurance Co.Ltd Regional Office, Sharanya, Hospital Road, Ernakulam, Kochi-682011

8 Date of Opening of Technical bid

24/02/2020 (tentatively)


Financial bid

To be notified at a later date after the Technical evaluation

is completed.

Shortlisted Service Providers shall be notified through E-mail.


SECTION-III


1. Scope of Services: The Scope of Services is given in Section IV.

2. Site Visit: The bidder is advised to visit the premises to get the onsite assessment of the work

on any working day (excluding Saturday, Sunday and any Government holiday(s) between 11:00 AM to 3:00 PM by taking permission and acquaint himself with the operational system prior to the submission of the tender documents. The costs of visiting shall be borne by the bidder.



CO.LTD(UIIC), Regional Office, Ernakulam on the date mentioned in Section II, to

clarify any query of bidders regarding terms and conditions and scope of work.

The time, date and venue is mentioned in Section - II above.

b) Prospective bidders may send their queries, if any to [email protected] latest

by 5 days prior to pre-bid meeting. The same shall be clarified in the meeting and by

issuance of corrigendum. Queries if any, received after the due date shall not be

entertained and no clarification shall be provided for the same.


Criteria Documents required in support of eligibility criteria and the same should submitted along with Technical Bid

a. The bidder should be located in Kerala for

the past 3 years at least.

Self-attested copy of Telephone bill/Electricity Bill/Registered Lease Deed indicating the address at Kerala evidencing its location in the last 3 years.

b. Should be either registered as a

Company under Companies Act 1956/

2013 or as a Partnership (including

Limited Liability Partnership) under

Partnership Act, 1932 as the case may be

and should be in existence as such entity

for not less than three years as on

31/03/2019 as a company or firm as the

case may be. Bids of sole

proprietorship firms shall not be

considered at all.

Self attested copy of Certificate of Incorporation in respect of the applicant organization issued by Registrar of Companies or a partnership deed duly registered under the Partnership Act.

c. The Bidder should have minimum three Self attested copies of work order


years experience in doing similar nature

of work

d. Must have a valid license for security

services as on date.

Self attested copy of valid license for security services of the last three years.

e. Must have achieved minimum annual


last three completed financial years

(2016-17, 2017-18 and 2018-19) and

should be a profit making entity.

Statement of annual turnover and profit of the

last three completed financial years ( 2016-17,

2017-18 and 2018-19) from a registered

practicing Chartered Accountant of the entity

f. Bank account should be in the name of the Bidding company / Firm

Certified extracts of the Bank Account containing

transactions during the last three years .

g. Should have valid PAN and GST registration no.

I. Attested copy of PAN card

II. Attested copy of GST registration certificate.

h. They should be registered with

appropriate authorities under Employees

Provident Fund, Employees State

Insurance Act and the Contract Labour

(Regulation and Abolition Act)

i. Attested copy of the Employee Provident Fund

registration letter/ certificate.

ii. Attested copy of the Employee State Insurance

registration letter/ certificate

iii. Attested copy of the Labour Licence under the

Contract Labour (Regulation & Abolition) Act.

i. The Bidder should meet any one of the three criteria as under: • Should have successfully completed

ONE similar work of value equal to Rs. 25

Lakh or more from any

Departments/Autonomous Institutions//Public

Sector Undertakings of the Government of

India/State Government or Public Sector

Banks or Local Bodies/Municipalities in the

last three financial years.

OR

• Should have successfully completed

TWO similar works of value equal to Rs.15

Lakh each or more from any

Departments/Autonomous Institutions//Public

Sector Undertakings of the Government of

India/State Government or Public Sector

Banks or Local Bodies/Municipalities in the

last three financial years.

•

OR


Copies of the work order specifying value

and period of contract.

THREE similar work of value equal to

Rs.10 Lakh each or more from any

Departments/Autonomous

Institutions//Public Sector Undertakings of

the Government of India/State Government

or Public Sector Banks or Local

Bodies/Municipalities in the last three

financial years.

j. Should not have been blacklisted. Declaration for not having been blacklisted by any State Government or by Government of India as per the format in Section VIII of this tender document.

k. Should have three Running Contracts of PSU/Government undertaking.

Copies of the work order specifying value and period of contract.

5. Inspection of premises where Security service is being provided presently shall be carried out by

UIIC.

6. Tender Validity

The validity period of the bid will be 90 DAYS from the date of opening of tender documents.


a) The interested bidders may submit the tender document complete in all respects along with

Earnest Money Deposit (EMD) of Rs. 5000/-(Rupees Five thousand only) in the form of a

Demand draft from a scheduled bank in favour of “ United India Insurance Company Limited ”

and payable at Ernakulam.

b) The registered companies/ firms who have obtained NSIC certificate issued by Government

of India for providing Security services are exempted from submitting EMD.





e) The EMD of successful bidder will be converted as Security Deposit and will be returned after

the completion of the contract period. The security deposit will be forfeited if any of the

conditions of the contract are contravened besides any action taken against the contractor or

for breach of conditions of contract. The Security Deposit will not carry any interest.


period of Tender.

g) Bid security of the successful bidder shall be forfeited if the successful bidder refuses or

neglects to execute the Contract within the time frame specified by the Department.




c. The tender should be typewritten and every correction and interlineations in the bid should be

attested with full signature by the bidder, failing which the bid will be treated as ineligible.



e. Technical Bid should also contain all the documents required and EMD as specified.

f. Financial Bid should only contain the Price Schedule duly filled as per format given in Section

VII. No overwriting, corrections, interlineations etc. are permitted in the Financial Bid. If found,

bid shall liable to be rejected.

g. The rates should be quoted for the services to be provided as per instructions given in the

tender document and should not be less than Minimum Central Wages Act as prescribed

under the notified Minimum Wages as per Central Government Guidelines applicable . The bid

which does not comply with this condition shall be rejected.

h. Both the bids (Technical and Financial) separately sealed in envelopes super-scribing as

Technical Bid and Financial Bid, respectively, should be put in a third sealed envelope and

should be super scribed as “Tender for Security Services at UNITED INDIA INSURANCE

COMPANY LIMITED (UIIC), Ernakulam.

i. Sealed Tenders with requisite documents should be addressed to Regional Manager ,

General Adminis trat ion Department , UNITED INDIA INSURANCE CO.LTD, Regional

Office, Sharanya, Hospital Road, Ernakulam, kochi 682011 and shou ld be dropped in tender

box kept in the above address.

9. Late Bids:


returned to the Bidder unopened. The bidders shall ensure that timelines are adhered to and any

bids received later than the specified time and date shall not be entertained.

10. Opening of Tenders:

a. The Tenders shall be opened at the scheduled date, time and venue as mentioned in Tender

data by the committee constituted by the UNITED INDIA INSURANCE CO.LTD (UIIC). The

Bidders’ representative may attend the Tender opening.

b. The bids shall be opened on the scheduled time and date as mentioned in Section-II at

UNITED INDIA INSURANCE CO.LTD (UIIC)’s Office Regional Office, Shranya, Hospital

Road, Ernakulam, Kochi-682011 in the presence of the representative of the Security

Service Providers (restricted to one person from the side of each bidder), if any, who wish

to be present on the spot at that time.

c. During the tender opening as above, the envelopes containing Technical Tender shall be

opened first.

The envelopes containing Financial bids shall be signed by all committee members and

kept unopened for opening at a later date.

d. The date and time of opening of financial bids shall be informed to all such bidders who qualify

in the technical evaluation. The bidder’s representative may choose to attend the opening of

financial bids.

11. Evaluation of Tenders:

a) The committee constituted by the UNITED INDIA INSURANCE CO.LTD (UIIC) shall




b) The bid of the bidders who submit their bid in the proper format and with the required

EMD will be evaluated. The bids of the non-conforming bidders shall be rejected without

further evaluation.

c) Any conditional bids received shall not be considered and will be summarily rejected in

the very first instance without any recourse to the bidder and shall not be evaluated.

d) UNITED INDIA INUSRNACE CO. LTD (UIIC) may seek such clarification/ document either by

E-mail or letter as may be required for it is to satisfy the eligibility of the bidders. Failure on

the part of the bidder to submit such information within the stipulated time may entail

cancellation of the bid of such bidder.

e) The Technically qualified bids shall be further considered for opening and evaluation of

financial bids.

f) From among the technically qualified bidders, the Bidder quoting the lowest bid amount for

the services defined in the Scope of Work shall be considered for award of contract.

12. Award of Contract:-

a) UNITED INDIA INSURANCE CO.LTD (UIIC) may award the contract to the successful bidder

whose bid has been found to be responsive and who is eligible and qualified to perform the

contract satisfactorily as per the terms and conditions incorporated in the bidding document.

b) UNITED INDIA INSURANCE CO.LTD (UIIC) will communicate to the successful bidder that

its proposal has been accepted..


INSURANCE CO.LTD (UIIC).

d) Failure of the successful bidder to comply with the requirements of the above clauses shall

constitute sufficient grounds for the annulment of the award and forfeiture of bid security.

13. Security Deposit and Award of Contract:

a) The EMD of successful bidder will be converted as Security Deposit and will be returned after

the completion of the contract period. The security deposit will be forfeited if any of the

conditions of the contract are contravened besides any action taken against the contractor or

for breach of conditions of contract. The Security Deposit will not carry any interest.

b) The successful bidder shall execute an agreement on a non-judicial stamp paper of value Rs.

100/- (stamp duty to be paid by the bidder) within 15 days from the date of the intimation

from Tender Inviting Authority.

c) If the successful bidder fails to execute the agreement within the specified time or

withdraw his tender, after the intimation of acceptance of his tender has been sent to him

or owing to any other reasons, he is unable to undertake the contract, his contract will be

cancelled and the EMD deposited by him along with the tender shall stand forfeited.

14. Effectiveness and Duration of Contract

The contract shall come into effect on the date of signing the contract by both the parties. The

contract shall be valid for a period of 24 (twenty four) months from the date of commencement of

services.

15. Commencement of Services

The Security Service Provider should commence the security services within 5 days of signing

of contract or any other date mutually agreed by both the parties, however the same can be

further extended with the mutual consent of both the parties.

16. The Competent Authority of the UNITED INDIA INSURANCE CO.LTD (UIIC) reserves the right to

annul all bids or discontinue this tender process, without assigning any reason at any time prior

to signing of agreement with the successful bidder.

17. The bidder will be bound by the details furnished by him/ her to UNITED INDIA INSURANCE

CO.LTD (UIIC) while submitting the tender or at subsequent stage. In case, any of such

documents furnished is found to be false at any stage, it would be deemed to be a breach of terms

of contract making the bidder for legal action, besides termination of contract.


appointment of the Security Service Provider described herein.


recipients will use it only for the purposes set out above. It does not purport to be all inclusive or

contain all the information about the Security Service Provider or be the sole basis of any contract.

No representation or warranty, expressed or implied, is or will be made as to the reliability,

accuracy or the completeness of any of the information contained herein. It shall not be assumed

that there shall be no deviation or change in any of the herein mentioned information on the

Security Service Provider. While this document has been prepared in good faith, neither UNITED

INDIA INSURANCE CO.LTD (UIIC), nor any of their officers or subscribers make any

representation or warranty or shall have any responsibility or liability whatsoever in respect of

any statements or omissions here from. Any liability is accordingly and expressly disclaimed by

UNITED INDIA INSURANCE CO.LTD (UIIC) and any of their officers or subscribers even if any

loss or damage is caused by any act or omission on the part of UNITED INDIA INSURANCE

CO.LTD (UIIC) or any of their officers or subscribers, whether negligent or otherwise.

20. By acceptance of this document, the recipient agrees that any information herewith will be



INSURANCE CO.LTD (UIIC) and any of their respective officers or subscribers undertake no


update this document or to correct any inaccuracies therein which may become apparent, and they

reserve the right, at any time and without advance notice, to change the procedure for the

selection of or any part of the interest or terminate negotiations or the due diligence process prior

to the signing of any binding agreement.

21. Accordingly, interested recipients should carry out an independent assessment and analysis of the

requirements and of the information, facts and observations contained herein.



23. This document constitutes no form of commitment on the part of the UNITED INDIA INSURANCE

CO.LTD(UIIC). Furthermore, this document confers neither the right nor an expectation on any party

to participate in the proposed Security Service Provider selection process.


INSURANCE CO.LTD(UIIC) that the bidder has fully ascertained and ensured about its eligibility to

render service as a Security Service Provider, in the event of the same being selected ultimately to

act as such, under the respective governing laws and regulatory regime and that there is no

statutory or regulatory prohibition or impediment to acting as such Security Service Provider and it

has the necessary approvals and permissions and further suffers no disability in law or otherwise

to act as such.

25. UNITED INDIA INSURANCE CO.LTD (UIIC) reserves the right to vary/alter/amend the eligibility

criteria for the security Service Provider at any time, in its discretion, before the last date of

submission of proposals.

26. The Security Service providers shall comply with and abide by such directions that UNITED INDIA

INSURANCE CO.LTD (UIIC) may issue from time to time.

27. The proposal and all correspondence and documents shall be written in English. All proposals

and accompanying documents received within the stipulated times shall become the property of

UNITED INDIA INSURANCE CO.LTD (UIIC) and will not be returned.

28. Any matter relating to the appointment of security Service Provider or the procedure for the appointment

of Security Service Provider shall be governed by the Laws of Union of India. Disputes, if any arising

under the said process shall be subject to the exclusive jurisdiction of courts at Ernakulam.

Section IV

SCOPE OF WORK OF THE SECURITY AGENCY

The contractor shall have to provide round-the-clock security services at UNITED INDIA INSURANCE CO

LTD (UIIC) Regional office premises in Ernakulam as mentioned below::

LOCATION ADDRESS NO. OF MANPOWER REQUIRED

DAY SHIFT (Guards)

NIGHT SHIFT (Guards)

Office Premises:

Regional Office

Sharanya, Hospital Road, Ernakulam

1

1

Total 1 1

The agency shall ensure protection of the personnel & property of the UNITED INDIA INSURANCE

CO.LTD (UIIC), prevent trespass without arms, perform watch and ward functions including night patrol on

the various points and to prevent the entry of stray dogs, cattle, anti social elements, unauthorized persons

and vehicles inside the UNITED INDIA INSURANCE CO LTD (UIIC) premises. In case of any incident such

as theft, robbery, fight, accident inside UNITED IDNAI ISNURANCE CO LD. (UIIC) premises, it is the

responsibility of Security agency to coordinate with designated Officer in lodging of FIR, legal proceeding

etc.

DUTIES AND RESPONSIBILITIES OF SECURITY STAFF

1. The Security Agency will be responsible for overall security arrangements of UNITED INDIA

INSURANCE CO. LTD (UIIC) office premises in Ernakulam entrusted/ covered in the contract.

2. Security Agency will ensure that all instructions of the administration are strictly followed and there

is no lapse of any kind.

3. No items are allowed to be taken out without proper Gate passes issued by the competent officers

as laid down in the contract for in & out movement of stores. The specimen signatures and

telephone numbers of the above stated officers will be made available with the Security personnel

by UIIC.

4. Deployment of guards will be as per the instructions of the authorized nodal officer of UIIC from

time to time and the security agency will be responsible for their optimum utilization.

5. The guards on patrol duty should take care of all items installed in the open all over the premises.

6. It should be ensured that flower plants, trees and grassy lawns are not damaged either by the staff

or by the outsider or by any cattle.

7. The Security guards should be trained to extinguish fire with the help of fire extinguishing cylinders

and other fire fighting material available on the spot. They will also help the fire fighting staff in

extinguishing the fire or in any other natural calamities.

8. In emergency situations, security guards deployed shall also participate as per their role defined in

the disaster plan, if any,. Security personnel should be sensitized for their role in such situations.

9. The security guards shall assist the visitors in reaching their desired department/locations.

10. The Security guard on duty shall not leave the premises until his reliever reports for duty.

11. Any other duties/responsibilities assigned by the Administration department may be incorporated

in the agreement. The same shall also be binding on the contractor.

Section V

TERMS AND CONDITIONS

1. The contract shall tentatively commence from 1.4.2020 and shall continue till 31.03.2022 unless, it

is curtailed or terminated by UNITED INDIA INSURANCE CO.LTD (UIIC) owing to deficiency of

service, sub-standard quality of security personnel deployed, breach of contract, non-compliance

with any relevant labour laws, or change in requirements of the UNITED INDIA INSURANCE

CO.LTD (UIIC) or for any other reasons as stipulated in the contract to be entered into with

successful bidder.

2. The contract shall automatically expire on 31.03.2022 unless extended further by the mutual

consent of contracting agency and UNITED INDIA INSURANCE CO.LTD (UIIC).

3. The contract may be extended, on the same terms and conditions or with some additions / deletions

/ modifications, for a further specific period mutually agreed upon by the successful service

provider and UNITED INDIA INSURANCE CO.LTD (UIIC).

4. The contracting Service provider shall not be allowed to transfer, assign, pledge or sub-contract

its rights and liabilities under this contract to any other agency without the prior written

consent of UNITED INDIA INSURANCE CO.LTD (UIIC).

5. The UNITED INDIA INSURANCE CO.LTD(UIIC), at present, has requirement of 2 nos. of Security

Guards ( day 1 and night 1) . The requirement of the UNITED INDIA INSURANCE CO.LTD (UIIC)

may further increase or decrease marginally, during the period of contract. The successful bidder,

awarded the contract, would have to provide additional security staff, if required on the same terms

and conditions.

6. The UNITED INDIA INSURANCE CO.LTD (UIIC) reserves right to terminate the contract at any

point of time giving one month’s notice to the selected security service provider.

7. The security agency shall employ guards from the category of Ex-Servicemen not above the

age of 50 years. The security agency shall provide satisfactory proof of Ex-Servicemen status of

the Security Guards before their deployment. The security agency shall not employ any person

below the age of 18 yrs. and above the age of 50 years.

8. The security personnel deployed shall be the employees of the security agency at all times and

all statutory liabilities will be paid by the contractor such as ESI, PF, Workmen's Compensation Act,

etc. The security persons deployed by the agency should be properly trained, have requisite

experience and having the skills for carrying out a wide variety of Security and firefighting services

using appropriate materials and tools / equipment.

9. The agency shall engage only such guards and supervisors, whose antecedents and health

have been thoroughly verified, including character and police verification and other formalities. The

agency shall be fully responsible for the conduct of his staff. The agency shall submit copies of the

discharge books of ex-servicemen to UNITED INDIA INSURANCE CO.LTD (UIIC), before their

deployment.

10. The agency at all times should indemnify UNITED INDIA INSURANCE CO.LTD (UIIC) against all

claims, damages or compensation under the provisions of a l l a p p l i c a b le l a w s . Payment of

minimum wages, notified by the Central government, shall be ensured all the time.

11. The contractor shall have his own establishment / set up / mechanism / training institute to

provide training aids or should have tied up with a training institute, with 2-3 Ex-servicemen / Ex-

Para Military Forces/ Ex-Policemen for training purpose at his own cost to ensure correct and

satisfactory performance of his responsibilities under the contract.

12. Place of Duty, Working Hours and Punctuality:

a. The personnel so deployed shall have to report for duty at the places mentioned in Section

IV, In case there is change of office within Ernakulam, no extra charges on this account

will be borne by UNITED INDIA INSURANCE CO.LTD (UIIC).

b. The twe lve hours shift generally will be from 0800 hrs. to 2000 hrs. and 2000 hrs. to

0800 hrs.. But the timings of the shift are changeable and shall be fixed by UNITED INDIA

INSURANCE CO.LTD (UIIC) from time to time depending upon the requirements. Prolong

duty hours (more than 12 hrs. at a stretch) shall not be allowed.

c. The personnel will have to report to the office at least 15 minutes in advance of the

commencement of the shift for collecting necessary documents/instructions, and to

complete all other required formalities as approved by UNITED INDIA INSURANCE CO.LTD

(UIIC).

13. Adequate supervision will be provided to ensure correct performance of the said security

services in accordance with the prevailing assignment instructions agreed upon between the two

parties. In order to exercise effective control & supervision over the staff of the agency

deployed, the supervisory staff will move in their areas of responsibility

14. The personnel engaged have to be extremely courteous with very pleasant manners in dealing

with the Staff / Visitors and should project an image of utmost discipline. The agency shall have

right to have any person moved in case of staff complaints or as decided by the representative

of UNITED INDIA INSURANCE CO.LTD (UIIC) or if the person is not performing the job

satisfactorily or otherwise. The contractor shall have to arrange a suitable replacement in all

such cases.

15. Penalty

a. The guards engaged by the agency shall be dressed in neat and clean uniform

(including proper name badges), failing which a penalty of Rs.500/- p e r p e r s o n

s h a l l b e l e v i e d on each s u c h occasion and habitual offenders in this regard shall

not be allowed to be deployed.

b) In case any of the personnel of the agency deployed under the contract is (are) absent and

the agency is unable to provide suitable substitute in time for the same it will be treated

as absence and penalty equal to double the wages of number of guards/supervisors

absent on that particular day shall be payable to UINITED INDIA INSURANCE COMPANY

(UIIC) and the same shall be deducted from the bills payable to the agency.

16. The contractor shall bear all the expenses incurred on the following items i.e. Provision of

torches and cells, lathis/ ballams and other implements to security staff, stationery for

writing duty charts and registers at security check points and records keeping as per

requirements.

17. The agency will provide to UIIC a list of all personnel so deployed with permanent and

present address along with their latest photographs.

18. It shall be the responsibility of the agency to issue the employment card/photo/identity card to

the workers and maintain the muster roll, the wage register and other registers as per applicable

law. Agency has to ensure that all its employees deployed in UNITED INDIA INSURANCE

CO.LTD (UIIC) invariably wear ID card during office hours.

19. The agency shall replace within twenty four hours any of its personnel, if they are unacceptable

to the Company because of security risk, incompetence, conflict of interest and breach of

confidentiality or frequent absence from duty/misconduct on the part of the Security supplied

by the agency, upon receiving written notice from the Company. Notwithstanding the above,

the Company shall have the right to ask to change /replace the personnel at any point of time

without assigning any reason.

20. UNITED INDIA INSURANCE CO.LTD (UIIC) shall not be liable for any loss, damage, theft,

burglary or robbery of any personal belongings, equipment or vehicles of the guards / personnel

of the agency.

21. The agency shall be responsible for any damages done to the property of UNITED INDIA

INSURANCE CO.LTD (UIIC) by the personnel so deployed. UNITED INDIA INSURANCE

CO.LTD (UIIC) will be free to recover it from the security deposit given by the agency or from

any other dues or recover as per law.

22. The agency’s personnel working in UNITED INDIA INSURANCE CO.LTD (UIIC) should be

polite, cordial, positive and efficient while handling the assigned work and their actions should

promote good will and enhance the image of UIIC. The agency shall be responsible for any act

of indiscipline on the part of persons deployed by him.

23. The Security staff deployed by agency in UNITED INDIA INSURANCE CO.LTD(UIIC) shall

not claim any benefit, compensation, absorption or regularization of their services in the

UNITED INDIA INSURANCE CO.LTD(UIIC) . The agency shall have to obtain an undertaking

from the deployed persons to the effect that the deployed person is the employee of the

agency and shall submit the said undertaking to UNITED INDIA INSURANCE CO.LTD (UIIC).

In the event of any litigation on the status of the deployed persons, UNITED INDIA

INSURANCE CO.LTD (UIIC) shall not be a party to such proceeding. However, if UNITED

INDIA INSURANCE CO.LTD (UIIC) is made a party to such dispute, the agency shall take all

steps to protect the interest of UNITED INDIA INSURANCE CO.LTD(UIIC) and the agency

shall reimburse the expenditure that would have been borne by UNITED INDIA INSURANCE

CO.LTD(UIIC) to defend itself, if so required.

24. The agency shall ensure that the persons deployed are disciplined and shall refrain from

consumption of alcoholic drinks, pan, gutkha, smoking, loitering and shall not engage in

gambling, satta or any immoral act.

25. The agency shall be solely responsible for making payment directly to the deployed security

personnel by 7th of each month.

26. Payment to the deployed security personnel must be made by the agency through e-

transfer only. To ensure this, agency will get a bank account opened for every engaged

security personnel.

27. If as a result of post payment audit any overpayment is detected in respect of any work done

by the agency or alleged to have done by the agency under the tender, it shall be recovered by

UNITED INDIA INSURANCE CO.LTD (UIIC) from the agency.

28. The security personnel deployed by the agency shall work under overall supervision & direction

of the agency and shall be guided by the Designated Officer, General Administration

Department of UNITED INDIA INSURANCE CO.LTD (UIIC) to the extent required.

29. The agency will properly maintain muster roll of the persons employed/engaged in connection

with the work at the premises of the UNITED INDIA INSURANCE CO.LTD (UIIC).

30. The agency shall raise the bill, in duplicate, along with attendance sheet duly verified for actual

shifts manned/operated by the personnel deployed by the agency and submit the same to

UNITED INDIA INSURANCE CO.LTD (UIIC) by 10th of the succeeding month.

31. The agency will be solely responsible for making the payment directly to its deployed personnel,

since there may be occasional delay in releasing payment by UNITED INDIA INSURANCE

CO.LTD (UIIC) to the agency due to contingencies. Payment of wages to the deployed

personnel by agency should not be linked with receiving of payment from UNITED INDIA

INSURANCE CO.LTD (UIIC) and shall be independent of the same.

32. The agency will ensure that the security personnel engaged by them must receive their

entitled wages by 7th of the following month. The following schedule will be adhered to:

i. Monthly bill cycle will be from 1st day of the previous month to last day of the month.

ii. Monthly bill as per above cycle, will be submitted by the agency in the first week of the

following month.

iii. The agency must ensure that the entitled wages of the workers are credited to their

bank account by 7th of the following month. Agency will not be given any relaxation in

this regard.

a. While submitting the bill for the next month, the service provider must file a certificate

certifying the following:

i) Wages of workers were credited to their bank accounts on (date).

ii) ESI Contr ibut ion re lat ing to workers amount ing to Rs. was

deposited on (date)

(Copy of the challan enclosed).

iii) EPF contr ibut ion relat ing to workers amount ing to Rs. was

deposited on (date) (Copy of the challan enclosed).

iv) He is complying with all statutory regulations including the payment of the Notified Minimum

Rates of the Wages of Government of India i.e. Minimum Central Wage Act.

b. The agency should submit the bill in accordance with the above time schedule.

33. The entire financial liability in respect of security services deployed in UNITED INDIA

INSURANCE CO.LTD (UIIC) shall be that of the agency and UNITED INDIA INSURANCE

CO.LTD(UIIC) will in no way be liable for the same.

34. For all intents and purposes, the agency shall be the “Employer” within the meaning of

different labour Legislations in respect of security personnel deployed by it. There shall be no

claim by such deployed persons of any employment in UNITED INDIA INSURANCE CO.LTD

(UIIC). The persons deployed by the agency in the UNITED INDIA INSURANCE CO.LTD(UIIC)

shall be the employees of agency at all times and not have any stake or claims like

employer and employee relationship against UNITED INDIA INSURANCE CO.LTD(UIIC)

35. The agency shall be solely responsible for the redressal of grievances if any of its staff

deployed in UNITED INDIA INSURANCE CO.LTD (UIIC). The UNITED INDIA INSURANCE

CO.LTD (UIIC) shall, in no way, be responsible for settlement of such issues whatsoever.

36. UNITED INDIA INSURANCE CO.LTD (UIIC) shall not be responsible for any financial loss or

any liabilities arising out of accident or death to any of the security staff deployed by agency in

the course of their performing the functions/duties or for payment towards any compensation.

37. Adequate supervision will be provided to ensure correct & effective performance of the

security services in accordance with the prevailing assignment and instructions agreed upon

between the two parties. The security personnel shall ensure that there is no unidentified/

unclaimed/suspicious objects/person in the buildings/premises. The vehicles that enter into the

premises must be identified, noted in the register and parked at designated places.

38. The agency’s personnel shall not divulge or disclose to any person, any details of office,

operational process, technical know-how, security arrangements and administrative /

organizational matters as all are of confidential nature.

39. The agency will be responsible for compliance of all statutory provisions including Minimum

Central Wages, Provident Fund, and Employees State Insurance, contract labour and any

other applicable law in respect of the persons deployed by them in UNITED INDIA

INSURANCE CO.LTD (UIIC). UNITED INDIA INSURANCE CO.LTD (UIIC) shall have no liability

in this regard. Payment of the bill will be made only after successful submission of statutory

payment receipts.

40. The agency shall also be liable for depositing all taxes, levies, cess etc. on account of

service rendered by it to UNITED INDIA INSURANCE CO.LTD (UIIC) to the concerned tax

collection authorities from time to time as per prevailing rules and regulations in the matter.

41. The agency shall maintain all statutory registers under the Law and submit periodical

returns and statements. The Service Provider shall produce the same, on demand, to the

concerned authorities and to UNITED INDIA INSURANCE CO.LTD (UIIC) or any other authority

under Law.

42. The Tax Deduction at Source (T.D.S.) shall be done as per the provisions of Income Tax Act /

Rules, as amended from time to time and a certificate to this effect shall be provided to

the agency by UNITED INDIA INSURANCE CO.LTD (UIIC).

43. In case, the service provider fails to comply with any statutory / taxation liability under

appropriate law, and as a result thereof UNITED INDIA INSURANCE CO.LTD(UIIC) is put to

any loss / obligation, monetary or otherwise, UNITED INDIA INSURANCE CO.LTD(UIIC) will

be entitled to get itself reimbursed out of the outstanding bills or the Performance Security

Deposit of the agency, to the extent of the loss or obligation in monetary terms or shall be

entitled to recover the same by legal recourse.

44. The agency shall submit proof of deposit of PF / ESI and of other statutory dues, payable

by it in respect of its staff, deployed in UNITED INDIA INSURANCE CO.LTD (UIIC), which shall

be a condition precedent for payment of its bills.

45. In case of breach of any terms and conditions as specified in the contract and signed

between the parties, the Security Deposit of the Service Provider will no t be returned by

UNITED INDIA INSURANCE CO.LTD(UIIC) besides, annulment of the contract and other legal

recourse

46. The successful bidder who is awarded the contract by UNITED INDIA INSURANCE CO.LTD

(UIIC) will retain all the documentary proof / papers deposited with the respective statutory

bodies/Government departments, i.e., Employees State Insurance, Provident Fund and

G S T . All such documents / papers will be necessarily submitted within seven days by the

Service Provider as and when they are requisitioned by UNITED INDIA INSURANCE CO.LTD

(UIIC), failing which a penalty of Rs.100/- per day shall be deducted from the monthly bill

of the agency.

47. UNITED INDIA INSURANCE CO.LTD (UIIC) reserves the right to withdraw / relax & modify any

of the terms and condition mentioned above so as to overcome the problem encountered at a

later stage for the smooth and timely provision of services.

48. Any delay or forbearance on the part of UNITED INDIA INSURANCE CO.LTD (UIIC) or any

waiver of its rights or condonation of any acts, on the part of UNITED INDIA INSURANCE

CO.LTD (UIIC) shall not be construed as a waiver of the obligations of the agency and it shall

continue to be liable for all such acts or defaults.

49. The words UIIC and UIICL used in this document refers to United India Insurance Company

Limited.

50. The words Bidder, tenderer, service provider, agency, contracting agency and contractor used in

this document refers to the entity who has responded to this tender issued by UIIC.

SPECIMEN


Section VI


Tender for Providing Security Services to UNITED INDIA INSURANCE CO.LTD (UIIC)


1 Name of Security Service Provider

2 Details of Earnest Money Deposit DD No. date of

Rs. 5,000/- drawn on Bank

3 Name of Director/ Partner


Telephone No. :

FAX No. : E-Mail Address :

1.

2.

3.

5 Full address of Operating Branch/Office : Telephone No. :

FAX No. :

E-Mail Address

6 The bidder should be located in Kerala for the

past 3 years at least.

Refer to Eligibility criteria and attach the required documents

7 Should be either registered as a Company

under Companies Act 1956/ 2013 or as a

Partnership (including Limited Liability

Partnership) under Partnership Act, 1932 as

the case may be and should be in existence

as such entity for not less than three years as

on 31/03/2019 as a company or firm as the

case may be. Bids of sole proprietorship

firms shall not be considered at all.


8 l. The Bidder should have minimum three years

experience in doing similar nature of work


9 Must have a valid license for security

services as on date.



turnover of Rs. 50 lakh each during the last

three completed financial years ( 2016-17,

2017-18 and 2018-19) and should be a profit

making entity.


11 Bank account should be in the name of the Bidding company / Firm


12 Should have valid PAN and GST registration no. Refer to Eligibility criteria and attach the required documents

13 They should be registered with appropriate

authorities under Employees Provident Fund,

Employees State Insurance Act and the

Contract Labour (Regulation and Abolition Act)


14 The Bidder should meet any one of the three criteria as under: • Should have successfully completed

ONE similar work of value equal to Rs. 25

Lakh or more from any






financial years.

OR


TWO similar works of value equal to Rs.15

Lakh each or more from any






financial years.

• OR


THREE similar work of value equal to

Rs.10 Lakh each or more from any



the Government of India/State

Government or Public Sector Banks or

Local Bodies/Municipalities in the last

three financial years.


15 Should not have been blacklisted. Refer to Eligibility criteria and attach the required documents

16 Should have three Running Contracts of PSU/Government undertaking.


17 Additional information, if any. (Attach separate sheet, if required)


Date: Name:

Place: Seal:

SPECIMEN


Section VII

PRICE BID FORMAT


(Date)

Regional Manager




Dear Sir/Madam,

Ref: Tender for Selection of Security Services Provider for

UNITED INDIA INSURANCE CO.LTD(UIIC)

Having examined the tender documents, the receipt of which is hereby duly acknowledged, we, the undersigned,

offer to provide the services as required and outlined in the Tender for Selection of Security Services Provider.

To meet such requirements and to provide services as set out in the tender document, we attach hereto

our response as required by the tender document, which constitutes our proposal.



If our proposal is accepted we agree for converting the EMD as Security Deposit and the same can be returned

after the completion of the contract period. The Security Deposit will not carry any interest.


the contract to be signed with UNITED INDIA INSURANCE CO.LTD (UIIC) for provision of Security services.





material fact. We understand that if at any point of time it is noticed / discovered by UNITED INDIA INSURANCE



contract.

It is hereby confirmed that I / we are entitled to act on behalf of our company/ firm and empowered to

sign this document as well as such other documents, which may be required in this connection.





(Seal/Stamp of bidder)

Witness Signature:

Witness

Name:

Witness

Address:

SPECIMEN


FINANCIAL BID

For providing Security Services to United India Insurance Co.Ltd (UIIC)


Monthly Wage Rate ( not less than Minimum Central Wages Act as prescribed under the notified Minimum Wages as per

Central Government Guidelines) including VDA, ESI, EPF, Administrative charges, per person/per month on 12 hrs basis (

including 1 hr lunch). Taxes as applicable will be reimbursed as shown in the invoice.

S.No Designation No. of

Persons required

Rate per

Person per month

Basic

VDA PF ESI Bonus Any other

charges

(specify

details in an

annexure)

Sub - Total Total

Rs.

A B C D E F G H= (B+C+D+E+

F+G)

A x H = I

1 Security Guards

Ex-servicemen

2

Total Wages

Administrative Charges (J)

Grand Total (I + J)

We confirm that the above charges are in accordance with Minimum Central Wages Act as prescribed under the notified Minimum Wages as per Central Government Guidelines and Labour Laws & Statutory laws.

Signature of authorized person Date: Full Name: Place: Seal :

. EMPLOYEE BREAK UP (PER EMPLOYEE)

Component of Rate Security Guards

Ex-servicemen Basic

VDA

DEDUCTIONS ::

EPF

ESI

Net Salary

We confirm that the above payments are in accordance with Minimum Central Wages Act as prescribed under the notified Minimum Wages as per Central Government Guidelines and Labour Laws & Statutory laws.


Date : Name : Place: Seal :

SPECIMEN TO BE SUBMITTED IN THE LETTER HEAD OF THE BIDDER

Section VIII

SELF-DECLARATION – NO BLACKLISTING

(Date)

Regional Manager


United India Insurance co. Ltd.,

Regional office, Hospital Road, Ernakulam

Dear Sir/Madam,

Ref: Tender for Selection of Security Services Provider for UNITED INDIA INSURANCE CO.LTD(UIIC)

In response to the Tender Document for Selection of Security Services Provider for UNITED INDIA INSURANCE CO.LTD (UIIC) I / We hereby declare that presently our Company/ firm

is having unblemished record and is not declared

ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any State/ Central

Government/ PSU/Autonomous Body.

We further declare that presently our Company/ firm is not blacklisted or debarred and not declared ineligible for reasons

other than corrupt & fraudulent practices including violation of relevant labour laws by any State/ Central Government/ PSU/

Autonomous Body

If this declaration is found to be incorrect then without prejudice to any other action that may be taken, our security may be

forfeited in full and the bid, if any to the extent accepted may be cancelled at any stage and the contract may be

terminated and we shall be barred from bidding in future against any other tender.

Thanking you,

Yours faithfully,

Signature of the authorized person On behalf of the company/Firm

(with seal)

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REGIONAL OFFICE, HOSPITAL ROAD, ERNAKULAM 682011

Phone :: 0484-2887900

Email:[email protected]

GST NO :32AAACU5552C1ZS

TENDER DOCUMENT FOR CARETAKER AND HELPER SERVICES

AT UNITED INDIA INSURANCE TRANSIT CAMP

AT ERNAKULAM


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CONTENTSOFTENDERDOCUMENT

Section

No.





IV Scope of Work 10 - 14

V Terms and Conditions 15 -19

VI Bidder details form cum Technical bid

20 – 22

VII Price-Bid-Format 23 – 25

VIII Self-Declaration–No Blacklisting 26

IX Food menu and Rates 27

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SECTION - I


1. United India Insurance Co.Ltd(UIIC) is a General Insurance Company wholly owned by

Government of India with its Regd. & Head Office islocatedat24, Whites Road, Chennai

600014.Now located at “Nalanda” Corporate Learning Centre, United India Insurance

Company Ltd, No.19, IV Lane, Nungambakkam, High Road, Chennai-60034

2. The website of UNITED INDIA INSURANCE CO.LTD is www.uiic.co.in.

3. Sealed Bids are invited on behalf of UNITED INDIA INSURANCE CO.LTD under two bid

system ie, Technical Bid and Financial Bid from reputed, well established and financially

sound service providers to provide Caretakers and Helpers for Guest Houses and Transit

Camps in Ernakulam.

4. The bids duly filled in all respect enclosing necessary documents may be submitted to

Regional Manager, General Administration Department, United India Insurance co. Ltd.,

Regional Office, Sharanya, Hospital Road, Ernakulam. So as to reach on or before the

scheduled time and date as mentioned in Section II


UNITED INDIA INSURANCE CO.LTD, Regional Office, Hospital Road, Ernakulam in the

presence of bidders who may wish to be present, either by themselves or through their

authorized representatives

.

6. Tenders should be accompanied by EMD for an amount of Rs.5,000/-(Rupees Five thousand

only) submitted in the form of Demand Draft in favour of“ United India Insurance Company

Limited” payable at Ernakulam.

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SECTION - II

IMPORTANTINFORMATIONRELATEDTOTENDER


2 Earnest Money Deposit Rs.5,000/- (Rupees Five Thousand only)

3 Last date for submission of Pre-bid queries by E-

mail

07/02/2020







Sharanya, Regional Office, Hospital Road,

Ernakulam-682011

8 Date of Opening of Technical bid 24/02/2020 (tentatively)


Financial bid



Shortlisted Service Providers shall be notified through

E-mail.


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SECTION - III

INSTRUCTIONSTO THE BIDDERS

1. Scope of Services: The Scope of Services is given in Section IV

2. Site Visit: The bidder is advised to visit the premises of UIIC to get the on site assessment of the

work on any working day (excluding Saturday, Sunday and any Government holiday(s ) )

between11:00AM and 3:00PM by taking permission and acquaint himself with the operational

system prior to the submission of the tender documents. The costs of visiting our office shall be

borne by the bidder.



CO.LTD(UIIC), Ernakulam on the date mentioned in Section II, to clarify any query of

bidders regarding terms and conditions and scope of work. The time, date and venue is

mentioned in Section–II above.

b) Prospective bidders may send their queries, if any to [email protected] latest by 5

days prior to pre-bid meeting. The same shall be clarified in the meeting and by issuance of

corrigendum. Queries if any, received after the due date and time shall not be entertained

and no clarification shall be provided for the same.



criteria and the same should submitted along

with Technical Bid

a. The bidder should be located in Kochi for the

past 3 years at least as on 31.3.2019..

Self-attested copy of Telephone

bill/Electricity Bill/Registered Lease Deed

indicating the address at Chennai

evidencing its location in the last 3 years

as on 31.3.2019.

b. Should be registered as a Company/ Partnership

/Proprietorship

Self-attested copy of Registration

Certificate.

c. The Bidder should have minimum three

years’ experience in doing similar nature of

works as on 31.3.2019.

Self-attested copies of work order

d. Must have achieved minimum annual turnover of

Rs.50 lakh each during the last three completed

financial years 2016-17, 2017-18 & 2018-19 and

Statement of annual turnover and profit of

the last three completed financial years

(2016-17, 2017-18 & 2018-19 ) from a


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should be a profit making entity. registered practicing Chartered Accountant

of the entity.

e. Bank account should be in the name of the

Bidding company / Firm

Extracts of the Bank Account duly certified

by the bank containing transactions for

three months i.e June 2019 to August

2019.

f. Should have valid PAN and GST registration

no

I. Attested copy of PAN card

II. Attested copy of GST registration

certificate.

g. They should be registered with appropriate


Fund, Employees State Insurance Act and

the Contract Labour (Regulation and

Abolition Act)

i. Self Attested copy of the

Employee Provident Fund

registration letter/ certificate.

ii. Self Attested copy of the

Employee State Insurance

registration letter/ certificate

iii. Self Attested copy of the Labour

Licence under the Contract

Labour (Regulation & Abolition)

Act.

h. Should not have been blacklisted . Self Declaration for not having been

blacklisted by any State Government or

by Government of India as per the format

in Section VIII of this tender document.

i. Should have three Running Contracts as on

31.3.2019 of Public Sector Insurance Company

/ Public Sector Bank / Central or State

Government Undertaking / Autonomous

Institute / Corporate Establishment of repute in

KOCHIN

Copies of the work order specifying value

and period of contract

5 . Bid Security/Earnest Money Deposit (EMD)

a) The interested bidders may submit the tender documents complete in all respects along with

Earnest Money Deposit (EMD) of Rs. 5,000/-(Rupees Five thousand only) in the form of a

Demand draft from a scheduled/Nationalised bank in favour of “ United India Insurance

Company Limited” payable at Ernakulam

b) The bidder holding MSMEs / NSIC certificate would be entitled for exemption from earnest

money deposit (EMD). In case of any issue on the subject matter, the MSMEs /NSICs may

approach the tender inviting authority to resolve their grievances.

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d) EMD amount of the unsuccessful bidders will be returned to them without interest

on completion of the bid process.

e) The EMD of successful bidder will be converted as Security Deposit and will be

returned after the completion of the contract period. The security deposit will be

forfeited if any of the conditions of the contract are contravened besides any

action taken against the contractor or for breach of conditions of contract. The

Security Deposit will not carry any interest.

f) EMD amount submitted shall be forfeited if the bidder withdraws his bid during the

validity period of Tender.

g) Bid security deposit of the successful bidder shall be forfeited if the successful

bidder refuses or neglects to execute the Contract within the time frame specified

by the Department.


a. Tenders are to be submitted as per two bid system i.e.-Technical Bid and Financial Bid.


c. The tender should be typewritten and every correction and interlineations in the bid

should be attested with full signature by the bidder, failing which the bid will be

treated as ineligible. Corrections done with correction fluid should also be duly

attested.


e. Technical Bid should also contain all the documents required and EMD as specified.

f. Financial Bid should only contain the Price Schedule duly filled as per format given in

Section VII. No overwriting, corrections, interlineations etc. are permitted in the Financial

Bid. If found, bid shall liable to be rejected.

g. The rates should be quoted for the services to be provided as per instructions given in

the tender document and should not be less than the wages fixed by UIIC. The bids

which do not comply with this condition shall be rejected.

h. Both the bids (Technical and Financial) separately sealed in envelopes super-scribing

as Technical Bid and Financial Bid, respectively, should be put in a third sealed

envelope and should be super scribed as “Tender for Caretaking Services at UNITED

INDIA INSURANCE COMPANY LIMITED (UIIC), Guest House and Transit Camp,

Ernakulam

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i. Sealed Tenders with requisite documents should be addressed to Regional

Manager , General Adminis trat ion Depar tment , UNITED INDIA INSURANCE

CO.LTD, Regional Office, Sharanya, Hospital Road, Ernakulam and shou ld be

dropped in tender box kept at the above address.

7 Late Bids:


returned to the Bidder unopened. The bidders shall ensure that timelines are adhered to and any

bids received later than the specified time and date shall not be entertained.

8 Opening of Tenders:

a. The Tenders shall be opened at the scheduled date, time and venue as mentioned in

Tender data by the committee constituted by the UNITED INDIA INSURANCE

CO.LTD(UIIC). The Bidders’ representative may attend the Tender opening.

b. The bids shall be opened on the scheduled time and date as mentioned in Section-I at

UNITED INDIA INSURANCE CO.LTD(UIIC)’s Regional Office, Sharanya, Hospital Road,

Ernakulam, Kochi 682011 in the presence of the representative of the caretaking Service

Providers (restricted to one person from the side of each bidder) ,if any, who wish to be

present on the spot at that time.

c. During the tender opening above, the envelopes containing Technical Tender shall be

opened first. The envelopes containing financial bids shall be signed by all committee

members and kept unopened for opening at a later date.

d . The date and time of opening of financial bids shall be informed to all such bidders who qualify

in the technical evaluation. The bidder’s representative may choose to attend the opening of

financial bids.

9 Evaluation of Tenders:

a) The committee constituted by the UNITED INDIA INSURANCE CO. LTD (UIIC) shall




b) The bid of the bidders who submit their bid in the proper format and with the required EMD

will be evaluated. The bids of the non-conforming bidders shall be rejected without further

evaluation.

c) Any conditional bids received shall not be considered and will be summarily rejected in the

v e r y first instance without any recourse to the bidder and shall not be evaluated.

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d) UNITED INDIA INUSRNACE CO. LTD (UIIC) may seek such clarification/ document either

by E-mail or letter as may be required for it is to satisfy the eligibility of the bidders. Failure

on the part of the bidder to submit such information within the stipulated time may result in

disqualification of the bid of such bidder.

e) The technically qualified bids shall be further considered for opening and evaluation of

financial bids.

f) From among the technically qualified bidders, the Bidder quoting the lowest bid amount for

the services defined in the Scope of Work shall be considered for award of contract.

g) Administrative charges quoted by the Service Provider would be fixed for the period of

Contract

10 Award of Contract:-

a) UNITED INDIA INSURANCE CO.LTD(UIIC) may award the contract to the successful bidder

whose bid has been found to be responsive and who is eligible and qualified to perform the

contract satisfactorily as per the terms and conditions incorporated in the bidding document.

b) UNITED INDIA INSURANCE CO.LTD(UIIC)will communicate to the successful bidder that

its proposal has been accepted..



d) Failure of the successful bidder to comply with the requirements of the above clauses shall

constitute sufficient grounds for the annulment of the award and forfeiture of EMD

11 Security Deposit and Award of Contract:

a) The EMD of successful bidder will be converted as Security Deposit and will be returned

after the completion of the contract period. The security deposit will be forfeited if any of the

conditions of the contract are contravened besides any action taken against the contractor

or for breach of conditions of contract. The Security Deposit will not carry any interest.

b) The successful bidder shall execute an agreement on an on-judicial stamp paper of value Rs.

100/- (stamp duty to be paid by the bidder) within 15days from the date of the intimation from

Tender Inviting Authority.

c) If the successful bidder fails to execute the agreement within the specified time or withdraw

his tender, after the intimation of acceptance of his tender has been sent to him or owing to

any other reasons, he is unable to undertake the contract, his contract will be cancelled and

the EMD deposited by him along with the tender shall stand forfeited.

d) If the successful bidder is exempted from EMD at the initial tender submission stage, upon


Rs.5,000/- as security deposit failing which work order will not be released by UIIC.

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Section - IV

SCOPE OF WORK:

a) The contractor should deploy below indicated trained manpower to provide good quality of services at

UNITED INDIA INSURANCE TRANSIT CAMP Guest House round the clock in all the days including

Sundays & Holidays.

Description Transit Camp

Caretaker 1

Helper 1

b) The contractor and his deployed personnel at UNITED INDIA INSURANCE TRANSIT CAMP shall

be responsible for performance of the following duties:

i) Caretaking of Guest House / Transit, facilitating accommodation and its allied services for

comfortable stay of guests of UNITED INDIA INSURANCE GUEST HOUSE AND TRANSIT

CAMP.

ii) Regular maintenance and cleaning of the area under the scope of this contract by using

proper tools, tackles & equipment. Cleaning of kitchen, Guest House accommodation rooms,

all the toilets, bathrooms, washbasins etc. attached to it (Twice Daily). Cleaning has to be

carried out with approved material manually or by using mechanized equipment like vacuum

cleaners, scrubbing machine and carpet shampooing machine etc. or both.

iii) Furniture, fixtures, sofa sets, cushion chairs, LCD-TV, kitchen equipment, exhaust fans and

other electronic gadgets are required to be cleaned DAILY.

iv) Cleaning and dusting of all the doors and windows, glass panes etc in the guest house /

transit Camp accommodation rooms ONCE DAILY by helpers and the helpers also will assist

the cook in preparation of food etc.

v) Proper regular care for the safe maintenance of fittings, fixtures, LCD-LEDTV, equipment and

furniture shall be sole responsibility of the contractor. Any damage and or loss caused to the

above either by the contractor himself or by any of his employees shall be rectified by the

contractor at his own cost immediately.

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vi) The contractor shall exclusively manage catering arrangements like supply of tea/snacks,

meals, lunch, dinner etc. as and when required by the guests at the specified rates fixed by

the UNITED INDIA INSURANCE GUEST HOUSE AND TRANSIT CAMP as per price list

Section IX. Personnel deployed should be well mannered and well versed in cooking and

preparation of food and serve Indian food/tea/snacks etc. to the guests & collect the

approved rates only from the Guests/Visitors before they leave the Guest House / Transit

Camp. Contractor will arrange all the food items which are required in Guest House / Transit

Camp for serving the guest(s) and collect the charges from guests.

vii) All eatables, soft drink, etc. shall be served only in the Dining Hall/Rooms. Used crockery,

empty bottles etc. shall be collected back from the tables/rooms immediately.

viii) Sufficient stock of items such as consumable raw materials, packed and bottled items shall

always be maintained so as to meet normal requirement and any immediate needs of guests.

The contractor shall not be permitted to stop supply of any item for any reason whatsoever.

ix) Raw materials like tea, coffee, masalas, ghee, refined oils (loose oil shall not be used) and

eatables like bread, butter jam etc. to be served to the guests shall be fresh and of good

quality and manufactured by well-known manufactures. Branded items only shall be used.

x) The eatables served by the contractor to the guests shall be completely hygienic, free from

any sort of adulteration and unwanted ingredients such as stones, soil, egg-shell, human hair,

glass or crockery chips, paper, wood insects, flies or non-usable liquid etc. Dishes containing

such things shall be rejected. Any item found sub-standard or of poor quality shall be

rejected.

xi) All vegetables, fruits etc. used shall be fresh and shall not be rotten or over ripe. The

contractor shall be responsible for their hygienic fitness. Milk and milk products such as curd,

yoghurt, cheese etc. shall be of good standard and should be prepared and served fresh.

xii) If any of the above mentioned items are found to be of sub-standard quality the same shall be

rejected out rightly. An authorized representative of UNITED INDIA INSURANCE has the

right to destroy such items on the spot without any compensation to the contractor,

whatsoever. The contractor shall ensure that beverages and eatable prepared in the Guest

House / Transit Camp are not sub-standard. UNITED INDIA INSURANCE reserves the right

to reduce the prices or refuse the payment of such items already served/supplied.

xiii) The used cups, saucers, tea pots, utensils are washed with good quality utensils cleaning

powder. Used utensils/bowls are to be additionally washed in hot water.

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xiv) UNITED INDIA INSURANCE shall not be responsible for any amount/due of the contractor

arising out of supply of foodstuffs supplied by him to any person/individuals.

xv) The contractor shall maintain the premises in proper and hygienic condition as per the

satisfaction of UNITED INDIA INSURANCE representative.

xvi) Care takers and Helpers should be present in the guest house round the clock all the days

including Sundays & Holidays on shift basis and collect request for accommodation from

designated UNITED INDIA INSURANCE officials daily/periodically.

xvii) The contractor should provide appropriate uniforms to the staff deputed in the guest house at

his own expense and the contractor should ensure that his staff are in uniform while working

and specially while serving coffee/tea, snacks, lunch, dinner etc.

xviii) The payment from the guest for the stay, as per applicable rate, will be collected by the

Contractor or his representatives by issuing proper receipt on behalf of UNITED INDIA

INSURANCE and the collected amount will have to be deposited by the contractor to

UNITED INDIA INSURANCE on weekly basis. In this regard the contractor is required to

maintain a proper room rent register or/and computer generated report.

xix) Guest House / Transit Camp catering will not be closed or the contractor will not suspend

service for any reason, whatsoever. The services should be as per menu.

c) Readiness of room for guests:

i) The Contractor and his deployed personnel shall be responsible to keep room ready in all

respect within 01 hr. of the vacation of the room by the guest.

ii) Filling drinking water in jugs in all the rooms and keeping the cleaned glass in every room at

the time of arrival of guest and the same should be changed daily or on request of the guest.

iii) Making of the beds of guests i.e. spreading the bed sheets, quilts/ blankets, bedcovers,

inserting pillow covers, beds shall be made at the time just before the occupation of the room by

guest.

iv) The Contractor and his deployed personnel shall ensure that linen of rooms during the stay of

guests is changed every alternate day.

v) The contractor and his deployed personnel shall be responsible to replace linen of rooms in

case room remains vacant for more than 03 days.

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vi) The contractor and his deployed personnel will also ensure that linen is changed as & when

requested by the guest. However, the charges for cleaning to the linen are directly borne by

UNITED INDIA INSURANCE.

vii) The bed sheet, bed spreads, pillow covers, bed covers should be got washed by the

caretaker from the laundry and actual charges thereof shall be paid by UNITED INDIA

INSURANCE .

viii) The total stock of bed covers, bed sheets, bed spreads, pillow covers, blankets, towels,

curtains etc. handed over in bulk against acknowledgement of the caretaker shall be under the

custody of the caretaker and caretaker shall take general care of these items. While torn/ worn

out bed sheets, bedcovers/ spreads/ curtains/ pillow covers/towels etc shall be replaced by

UNITED INDIA INSURANCE, any loss due to any reason would be recovered from the

contractor.

d) Disposal of garbage:

Tea leaves, leftover food shall be collected in proper reuse bins and disposed of immediately. It

shall be the responsibility of the contractor or his deployed personnel to dispose of garbage,

accumulated during the operation of this contract, as per rules and regulations of the Corporation,

at least twice in a day and/or at any time when garbage is accumulated in a larger quantity than

the capacity of dustbin/garbage drum. The contractor shall ensure that garbage should never be

kept overnight in the premises of UNITED INDIA INSURANCE GUEST HOUSE AND TRANSIT

CAMP.

e) Food Menu:

A list of menu has been provided as per Section – IX UNITED INDIA INSURANCE GUEST

HOUSE AND TRANSIT CAMP shall in its discretion order for any of the menu.

f) Cost of Fuel/Gas:

i) One LPG system with stove shall be provided by UNITED INDIA INSURANCE but the

cost of gas cylinders and fuel cost is to be met by the contractor. However, electrical

oven/hot plates/microwave ovens supplied by UNITED INDIA INSURANCE can be used

with the permission of Officer in charge.

ii) UNITED INDIA INSURANCE will provide water supply and electricity free of charge but

power should not be used for cooking. Necessary fans, fixtures, fittings, refrigerator and

furniture items for the dining hall as well as in other rooms will be provided by UNITED

INDIA INSURANCE and the contractor is solely responsible for the proper care and

general maintenance of these systems.

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g)Housekeeping Material :

The Contractor is required to provide sufficient Housekeeping material at UIIC Guest

House and Transit Camp at his own cost.

h)Toilet & Bathroom cleaning :

a) The contractor has to arrange for toilet & bathroom cleaning on daily basis at his own

cost. The cleaning material is required to be supplied by the contractor.

b) Deep toilet cleaning has to be carried out once in a month at the cost of the contractor.

i)Record Keeping:

The caretaker will record in the register maintained for the purpose the names of the

guest, rooms allotted, issue and collect back room keys and almirah keys, collection of

tariffs, issues of receipts to guest, maintain the account and the collected tariffs shall be

deposited with UNITED INDIA INSURANCE office on weekly basis also the record for

issue of soaps etc to be maintained.

j) Miscellaneous:

i) Special Events’ Arrangements: There may be special arrangements organized besides

regular activities in which the contractor may be asked to provide the services. The contractor

has to supply caretakers/cooks/service boys etc. under this contract as and when required.

For such arrangements if any of food menu is different or in addition, the rates shall be

mutually decided prior to the event.

ii) The caretaker shall also carry out the instructions of the authorized official of UNITED INDIA

INSURANCE for smooth running of the Guest House / Transit camps, such as visit to the

State Electricity Board office, Water Board office, Telephone office, arranging for plumbing

repairs etc.

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SECTION-V

TERMS AND CONDITIONS OF CONTRACT

1. PERIOD OF CONTRACT: The contract shall be for a period of two years unless, it is curtailed

or terminated by UNITED INDIA INSURANCE CO.LTD (UIIC) owing to deficiency of service,

sub-standard quality of Caretaker and Helper personnel deployed, breach of contract, non-

compliance with any relevant labour laws, or change in requirements of the UNITED INDIA

INSURANCE CO.LTD (UIIC) or for any other reasons as stipulated in the contract to be

entered into with successful bidder.

2. The contract shall automatically expire at the end of two years unless extended further by the

mutual consent of contracting agency and UNITED INDIA INSURANCE CO.LTD (UIIC).

3. The vendors should have adequate number of trained / experienced workforce in their

establishment.

4. All welfare measures of the personnel employed will have to be borne by the contractor only.

However, UNITED INDIA INSURANCE shall provide one room accommodation facility to the

deployed personnel i.e Caretaker and Helper of the contractor.

5. The Guest House Caretaker shall follow the lawful instructions of the Guest House In-charge or

the concerned officer from time to time for strict compliance.

6. The contractor shall be responsible for maintenance of the Guest House items as per the

inventory list to be provided. In case of loss of any item, the cost of the same will be recovered

from contractor’s bill or Security deposit without considering any request.

7. The contractor shall obtain all the required clearances from the concerned authorities before

entering into contract with this organisation.

8. The agency shall be responsible for compliance with the provisions of the applicable labour

legislations/Acts for the time being in force and Rules made there under and such other laws,

rules and regulations as may be made from time to time.

9. Employees deployed by contractor at UNITED INDIA INSURANCE GUEST HOUSE / TRANSIT

CAMP shall not be paid less than the rate fixed by the company during currency of the contract

by the contractor.

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10. UNITED INDIA INSURANCE shall provide all necessary items in the Guest house / Transit camp

like utensils/crockery/cutlery/beds/TV/Fridge etc.

11. Any replacement of the personnel deployed shall be made with the consent of UNITED INDIA

INSURANCE GUEST HOUSE AND TRANSIT CAMP only. In case of absence of the caretaker

on any day during the month, alternate arrangement for deploying another caretaker/Helper shall

be ensured by the contractor immediately.

12. UNITED INDIA INSURANCE reserves the right to issue the quotations and to accept or reject

any part or full quotations without assigning any reasons thereof.

13. The contractor should provide the Bio-Data with photographs of the deployed personnel.

14. During the currency of Contract including extension period, if any, the contractor has to pay the

fixed wages as well as other payments which would be made applicable to the contractor by

various laws, to the labourers as applicable & notified by the Government from time to time.

15. In the event of any dispute in this regard the decision of the UNITED INDIA INSURANCE or any

other officer appointed by him on his behalf from time to time shall be final and binding on the

contractor.

16. Commencement of Services:

The Caretaking Service Provider should commence the Caretaking service within 5days of signing

of contract or any other date mutually agreed by both the parties. However the same can be

further extended with the mutual consent of both the parties.

17. The Competent Authority of the UNITED INDIA INSURANCE CO.LTD (UIIC) reserves the right

to annul all bids or discontinue this tender process, without assigning any reason at any time

prior to signing of agreement with the successful bidder.

18. The bidder will be bound by the details furnished to UNITED INDIA INSURANCE CO.LTD

(UIIC) while submitting the tender or at subsequent stage. In case, any of such documents

furnished is found to be false at any stage, it would be deemed to be a breach of terms of

contract making the bidder for legal action, besides termination of contract.


appointment of the Caretaking service provider described herein.

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recipients will use it only for the purposes set out above. It does not purport to be all inclusive or

contain all the information about the Caretaking service provider or be the sole basis of any

contract. No representation or warranty, expressed or implied, is or will be made as to their

liability, accuracy or the completeness of any of the information contained herein. It shall not be

assumed that there shall be no deviation or change in any of the herein mentioned information

on the Caretaking Service Provider. While this document has been prepared in good faith,

neither UNITED INDIA INSURANCE CO.LTD(UIIC),nor any of their officers or subscribers

make any representation nor warranty or shall have any responsibility or liability whatsoever in

respect of any statements or omissions here from. Any liability is accordingly and expressly

disclaimed by UNITED INDIA INSURANCE CO.LTD (UIIC) and any of their officers or

subscribers even if any loss or damage is caused by any act or omission on the part of UNITED

INDIA INSURANCE CO.LTD (UIIC) or any of their officers or subscribers, whether negligent or

otherwise.

21. By acceptance of this document, the bidder agrees that any information herewith will be



INSURANCE CO.LTD(UIIC) and any of their respective officers or subscribers undertake no


update this document or to correct any inaccuracies therein which may become apparent, and

they reserve the right, at any time and without advance notice, to change the procedure for the

selection of or any part of the interest or terminate negotiations or the due diligence process

prior to the signing of any binding agreement.

22. Accordingly, interested bidders should carry out an independent assessment and analysis of

the requirements and of the information, facts and observations contained herein.



24. This document constitutes no form of commitment on the part of the UNITED INDIA

INSURANCE CO.LTD (UIIC). Furthermore, this document confers neither the right nor an

expectation on any party to participate in the proposed selection process of deploying

Caretaker and Helper at UII Guest House and Transit Camp.

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INSURANCE CO.LTD(UIIC) that the bidder has fully ascertained and ensured about its

eligibility to render catering Service Provider, in the event of the same being selected

ultimately to act as such, under the respective governing laws and regulatory regime and that

there is no statutory or regulatory prohibition or impediment to acting as such Caretaking

service provider and it has the necessary approvals and permissions and further suffers no

disability in law or otherwise to act as such.

26. UNITED INDIA INSURANCE CO. LTD (UIIC) reserves the right to vary/alter/amend the

eligibility criteria or other terms and conditions for the catering service provider at any time, at

its discretion, before the last date of submission of proposals.

27. The Cater taking Service providers shall comply with and abide by such directions that UNITED

INDIA INSURANCE CO.LTD., (UIIC) may issue from time to time.

28. The proposal and all correspondence and documents shall be written in English. All proposals

and accompanying documents received within the stipulated times shall become the property of

UNITED INDIA INSURANCE CO.LTD (UIIC) and will not be returned.

29. Any matter relating to the appointment of Catering service provider or the procedure for the

appointment of Caretaking service provider shall be governed by the Laws of Union of India.

Disputes, if any arising under the said process shall be subject to the exclusive jurisdiction of

courts at Chennai.

SELECTION CRITERIA:

UNITED INDIA INSURANCE reserves the right to obtain feedback from the previous/present

clients of the Bidder and may depute its team(s) to inspect the site(s) at present contract(s) for

on-the-spot first-hand information regarding the quality of food and Caretaking services provided

by the Bidder.

MISBEHAVIOUR OF EMPLOYEES

The employees of the contractor shall maintain strict discipline and not use any violent, absence or

offensive languages while inside the premises.

The agency shall ensure that the persons deployed are disciplined and shall refrain from consumption of

alcoholic drinks, pan, gutkha, smoking, loitering and shall not engage in gambling, or any immoral act.

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In case, the person employed by the successful bidder commits any act of omission / commission that

amounts to misconduct /indiscipline/ incompetence / security risks, the successful bidder will be liable to

take appropriate disciplinary action against such persons, including their removal from work, immediately

after being brought to notice, failing which it would be assumed as breach of contract which may lead to

cancellation of contract.

TERMINATION OF THE CONTRACT:

a) UNITED INDIA INSURANCE reserves the right to terminate the contract giving one month notice

without giving any reason there off/ non satisfactory performance of the contract.

b) By the contractor: The contractor may withdraw the contract prematurely by giving minimum three

months’ notice, however, in that case 100% of the security deposit will be forfeited.

c) On termination/expiry of the contract, the contractor will hand over all the equipments/ furniture/ articles

etc supplied by UNITED INDIA INSURANCE in good working condition to UNITED INDIA INSURANCE

failing which the items will have to be replaced to UNITED INDIA INSURANCE.

xvi) PAYMENT CONDITIONS:

a) The contractor will be paid for the due amount for fulfilling the obligations as per contract terms and

conditions within 15 days of submission of original (in duplicate) bill along with wage disbursement

acquaintance roll of the billed month to the deployed personnel at UNITED INDIA INSURANCE GUEST

HOUSE / TRANSIT CAMP Guest House. The monthly bill should be submitted within 10 days of

succeeding month.

b) The payment will be made after deducting applicable TDS to the contractor.

xvii) PENALTY CLAUSE:

Failure to perform to the services mentioned in scope of work would attract penalty:

a) If the Contractor fails to deploy any defined manpower as stated in section IV (a) during the

calendar billed month, then 20% of the monthly billed amount will be deducted from that month

bill.

b) If the contractor fails to supply required grocery & vegetables Housekeeping & Cleaning material

and deviation from the approved menu for supply of food items to the guests during calendar

billed month, then 10% of the monthly billed amount will be deducted from that month bill.

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SPECIMEN


SectionVI


Tender for Providing Caretaking Service to UNITED INDIA INSURANCE CO.LTD (UIIC)

Guest House / Transit Camp.


1 Name of Tendering Caretaking Service

Provider

2 Details of Earnest Money Deposit DDNo. date of

Rs.5,000/-drawn on Bank

3 Name of Director/Partner 1.

2.

3.


Telephone No.:

FAX No.:

E-MailAddress:

5 Full address of Operating Branch/Office :

Telephone No.:

FAX No.:

E-Mail Address:

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To be filled in by

tendered

Attach documents as

annexures **

Annexure

No.*

Page No.*

6 The bidder should be located in Kerala for the past

3 years at least as on 31.3.2018.

7 Should be registered as a Company/ Partnership

/Proprietorship

8 The Bidder should have minimum three years’

experience as on 31.3.2019 in doing similar

nature of work.

9 Must have achieved minimum annual turnover of

Rs.50lakh each during the last three completed

financial years (2016-17, 2017-18 and 2018-19)

and should be a profit making entity.

10 Bank account should be in the name of the Bidding

company / Firm

11 Should have valid PAN and GST registration no

12 They should be registered with appropriate

authorities under Employees Provident Fund,

Employees State Insurance Act and the Contract

Labour (Regulation and Abolition Act)

13 Should have three Running Contracts as on 31.3.2019 of

Public Sector Insurance Company / Public Sector Bank /

Central or State Government Undertaking / Autonomous

Institute / Corporate Establishment of reputein Kochin.

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** Note: Refer to Eligibility criteria and attach the required documents

17. Additional information, if any.( Attach separate sheet, if required )


Name:

Office Seal

Date:

Place:

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SPECIMEN


SectionVII

PRICE BID FORMAT


(Date)

Regional Manager



Regional Office, “Sharanya”

Hospital Road,

Ernakulam – 682011.

Dear Sir/Madam,

Ref:TENDER FOR CARETAKER AND HELPER SERVICES AT UNITED INDIA INSURANCE TRANSIT

CAMP GUEST HOUSE AT KOCHI

Having examined the tender documents, the receipt of which is hereby duly acknowledged, we, the

undersigned, offer to provide the services as required and outlined in the Tender for Selection of Caretaking

Service Provider To meet such requirements and to provide services as set out in the tender document, we

attach here to our response as required by the tender document, which constitutes our proposal.



If our proposal is accepted, we agree for converting the EMD as Security Deposit and the same can be

returned after the completion of the contract period. The Security Deposit will not carry any interest.


the contract to be signed with UNITED INDIA INSURANCE CO.LTD (UIIC) for provision of House Keeping

services.





material fact. We understand that if at any point of time it is noticed/discovered by UNITED INDIA INSURANCE


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contract.

It is hereby confirmed that I/we are entitled to act on behalf of our company/ firm and empowered to sign this

document as well as such other documents, which may be required in this connection.





( Office Seal / Stamp of bidder) Witness Signature:

Witness Name: Witness Address:

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SPECIMEN


FINANCIAL BID

PART - I

TENDER DOCUMENT FOR CARETAKER AND

HELPER SERVICES AT UNITED INDIA INSURANCE TRANSIT CAMP GUEST HOUSE AT KOCHI

Component of Rate Caretaker Helper

PER PERSON

RATE

NO. OF

PERSONS

TOTAL PER PERSON

RATE

NO. OF

PERSONS

TOTAL

A B C= AxB

D E F= D x F

Consolidated pay Rs.18,000/- 1 Rs.18000/- Rs.10,000/- 1 Rs.10,000/-



Administrative Charges

Total


TENDER DOCUMENT FOR CARETAKER AND HELPER SERVICES AT UNITED INDIA INSURANCE TRANSIT CAMP GUEST HOUSE AT KOCHI


Caretaker Helper

Consolidated pay

Deductions : EPF-

ESI -

Net Salary

We confirm that the above payments are in accordance with the wages fixed by UIIC


Full Name

Office Seal:

Date:

Place:

Note :: Employee break up in Financial Bid ( Part II ) is for information purpose. L1 will be determined

based on the amount mentioned in the Gross Total column in Part I of the Financial Bid.

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SPECIMEN


(TO BE ATTACHED WITH TECHNICAL BID)

SectionVIII

SELF-DECLARATION–NOBLACKLISTING

Date :-

Regional Manager



Regional Office, “Sharanya”

Hospital Road,

Ernakulam – 682011

Dear Sir/Madam,

Ref:Tender for Selection of Caretaking Service Provider for UNITED INDIA INSURANCE CO.LTD (UIIC)

In response to the Tender Document for Selection of Caretaking service Provider for UNITED INDIA

INSURANCE CO.LTD (UIIC), I/ We hereby declare that p r e s e n t l y our Company/firm

Is having unblemished record and is not

Declared in eligible for corrupt &fraudulent practices either indefinitely or for a particular period of time by any

State /Central Government/PSU/Autonomous Body.

We further declare that presently our Company/firm is not blacklisted or debarred and not declared ineligible for

reasons other than corrupt & fraudulent practices including violation of relevant labour laws by any

State/CentralGovernment/PSU/AutonomousBody.

If this declaration is found to be incorrect then without prejudice to any other action that may be taken, our

security may be forfeited in full and the bid, if any to the extent accepted may be cancelled at any stage and the

contract may be terminated and we shall be barred from bidding in future against any other tender.

Thanking you,

Yours faithfully,

Signature of the authorized person

On behalf of the company/Firm (with seal)

Name

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The Food menu and rates of Food items at Transit Camps / Guest House

The rates are given below:

S.No. Description of food items Rates 1 Tea ** 10/- 2 Coffee / Milk ** 12/- 3 Breakfast # 50/- 4 Lunch / Dinner (Veg) $ 80/- 5 Lunch / Dinner (Non-Veg) @ 125/-

** Standard cup of Tea / Coffee / Milk (150 ml) # Breakfast : Any two of the following

Idly 4 Nos. with Chutney and Sambar (each 50 gms)

Dosa 2 Nos. with Chutney &Sambar (each 50 gms)

Pongal (200 gms) with Chutney and Sambar (50

gms)

Puttu 2 pieces and Kadala curry (each 50 gms)

Uthappam 2 Nos. with Chutney &Sambar (each 50

gms)

Aloo Paratha 2 Nos. (200gms) with curd (50 gms)

and pickle

Chappathy with Subji (50 gms)

Poori 4 nos. (150 gms) with aloo sabji 150 gms

Egg Omlet 1 No. &Modern Bread 2 Slices with Amul

butter, tomato ketchup Sachet

Hot/Cold milk (150 ml) with corn flakes 50 gms

$ Lunch / Dinner – Veg

Veg Biriyani / Plain rice 150 gms

Chappathis 2 Nos. (50gms), Sambar,

Rasam /Dhal, Sabji (each 150 gms)

Seasonal Veg Curries 2 (each 100

gms) curd (100gms)

Pappad and seasonal cut fruit (100gms)

or

Banana 1 No.

@ Lunch / Dinner – Non Veg

Above Veg Lunch / Dinner with

Chicken / Fish/ 2 Nos egg curry (100gms)

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