Tender for Selection of Service Provider for Security Services by deploying required number of security personnel (Ex-Serviceman) to Safeguard, monitor & maintain security at Offices/ locations / Vital installations for One Years Vadodara Municipal Corporation, Vadodara.

Name of Work: Selection of Service Provider for Security Services by deploying required number

of security personnel (Ex-Serviceman) to Safeguard, monitor & maintain security at different

offices / locations/ Vital installations of Vadodara Municipal Corporation.

Total Estimated Amount Rs.6.00 Crore

EMD @ 2% Rs. 12.00 Lacs

Tender fee (Nonrefundable) Rs. 20.000/-

No. Of Tenders 1 (one)

Downloading Of Tender From Dt. 23/09 /2026 To 07/10 /2026 up to

Documents 18-00 hours

Pre-Bid Meeting Dt. 30/09 /2026 at 11-00 a.m.

Last Date For Submission Of On or before Dt 15/10/2026 Up to 16-00 hours

Tender (ON LINE-(n) Procure)

Submission Of Technical Bid, On or before Dt. 15 /10/2026 Up to 16-00 hours

Tender Fee, E.M.D. and other To, Director, Encroachment Removal & Security Dept.,

document etc. in hard copy Vadodara Municipal Corporation, Khanderao Market Building,

Rajmahel Road, Vadodara-390001. By Regd. Post/ Speed

1. Price bid in physical form shall not be accepted in any case.

2. The Vadodara Municipal Corporation reserves the right to accept or reject any or all the

tenders to be received without assigning any reasons thereof.

3. VMC shall not be responsible for any postal delay.

4. Any clarification or if training required for participating in online

tender, contact the following office.

“(n) Code Solutions- A Division GNFC Ltd”

403, GNFC Info Tower, Bodakdev, Ahmedabad-380 054, GUJARAT (INDIA)

E-mail: [email protected] Website: www. nprocure.com

P.R.O. No.421/2026-27 Director (ER & S.)

Tender Last Date of receipt

Tender No. Department Details

Start Date End Date of Tender documents

P.R.O. Encroachment Selection of Service 23/09/2026 07 /10 /2026 15 /10 /2026

421/26-27 Removal and Provider for Security

Security Dept. Services by deploying

required number of

security personnel Ex-

Safeguard, monitor &

maintain security at

different offices /

locations/ Vital

installations of

Vadodara Municipal

Encroachment Removal & Security

Vadodara Municipal Corporation

Signature & Seal of Bidder

Vadodara Municipal Corporation

Notice Inviting Tender (NIT)

1. Vadodara Municipal Corporation has various assets and properties under its ownership located across the

city of Vadodara. In order to safeguard its assets (the open plots or land and public buildings etc.) VMC is

desirous of availing the services of Security Agency/ies for Vital Installation on contractual terms specified in

2. The Municipal Commissioner, Vadodara invites bids on behalf of Vadodara Municipal Corporation , only from

the qualified and eligible Service Providers for the following work.

Name of Work: Estimated Amount: Rs. 6.00 Crore

Selection of Service Provider for Security Services E.M.D. @ 2% : Rs. 12.00 Lacs

by deploying required number of security Tender Fee : Rs. 20,000/-

personnel Ex-Serviceman only to monitor &

maintain security at different offices / locations/

vital installations of Vadodara Municipal

No. Of Tenders 1 (one)

Total Estimated Cost (Rs.) 6.00 Crore

Downloading Of Tender Documents From Dt.23/09/2026 To 07/10/2026 up to

Pre-Bid Meeting Dt. 30/09/2026 at 11-00 A.M.

Last Date For Submission Of Tender (ON LINE) On or before Dt.15/10/2026 Up to 16-00 hours

Submission Of Technical Bid, Tender Fee, E.M.D. On or before Dt.15/10/2026 Up to 16-00 hours

and other document etc. in hard copy To, The Director, Encroachment Removal & Security

Dept., Vadodara Municipal Corporation, Khanderao

Market Building, Rajmahel Road, Vadodara-390001.

by Regd. Post/ Speed post only.

1 Price bid in physical form shall not be accepted in any case.

2 The Vadodara Municipal Corporation reserves the right to accept or reject any or all the tenders to be

received without assigning any reasons thereof.

3 VMC shall not be responsible for any postal delay.

4 Any clarification or if training required for participating in online tender, contact the following office.

“ (n) Code Solutions- A Division GNFC Ltd”

403, GNFC Info Tower, Bodakdev,

Ahmedabad-380 054, GUJARAT (INDIA)

E-mail: [email protected] Website: www. nprocure.com

3. Bids must be accompanied by the Earnest Money Deposit and Tender Fee of the amount specified for the work

in the table in Clause 2 of this Notice Inviting Tenders. The earnest money Deposit and Tender Fee will have to be

in the form of D.D./Banker’s Cheque of Nationalized Bank, should be in favor of “The Municipal Commissioner”,

Vadodara Municipal Corporation, payable at Vadodara, along with Tender Documents. The Tender fee is

nonrefundable and shall be paid along with the tender submission.

4. The bids which does not comprise EMD and tender fees shall not be accepted and liable for rejection.

5. The Price Bid of those bidders whose bids meeting the eligibility and qualification criteria will be opened.

6. Conditional Bid shall not be accepted and liable for rejection.

7. VMC’s decision for selection or rejection of the offers shall be final and binding to all.

8. All other details can be seen in the bidding documents which can be downloaded from VMC Website.

www.vmc.gov.in/www.nprocure.com

Signature & Seal of Bidder

9. Bidders are required to submit their Bids in the format along with all necessary documents/ Information

specified in the Tender by speed post or RPAD only at following address.

Encroachment Removal & Security Dept.,

Vadodara Municipal Corporation,

Khanderao Market Building,

Rajmahel Road, Vadodara -390001 (Gujarat-India)

10. A prospective bidder requiring any clarification of the bidding documents may notify the Authority by fax email:

id i.e. [email protected] as per Clause no. 2.09.

Encroachment Removal & Security

Vadodara Municipal Corporation

Signature & Seal of Bidder

TABLE OF CONTENT

S.No. CONTENTS Page

2. INSTRUCTION TO BIDDERS FOR BID PREPARATION AND SUBMISSION

2.1 ELIGIBILITY OF BIDDER

2.2 QUALIFICATION CRITERIA

2.3 BID SUBMISSION FORMAT

2.4 LANGUAGE OF BID

2.5 BID SECURITY (EMD)

2.6 BID SIGNATORY

2.7 DEADLINE FOR SUBMISSION OF BIDS

2.8 AMENDMENT OF BIDDING DOCUMENTS

2.9 PRE BID MEETING AND CLARIFICATION OF BIDDING DOCUMENTS

2.11 RIGHT TO CALL FOR MORE INFORMATION/ DOCUMENTS

2.12 BID OPENING PROCESS

2.13 BID EVALUATION METHOD AND AWARD CRITERIA

2.14 NOTIFICATION OF AWARD

2.15 SIGNING OF AGREEMENT

2.16 SUBMISSION OF PERFORMANCE SECURITY

2.17 FAILURE TO AGREE WITH TERMS AND CONDITIONS

2.18 UNDERSTANDING TERMS

2.19 AUTHORITY’S RIGHT TO ACCEPT ANY PROPOSAL AND TO REJECT ANY PROPOSAL

2.20 CORRUPT OR FRAUDULENT PRACTICES

3. SCOPE OF WORK

3.1 SCOPE OF WORK FOR SERVICE PROVIDER

3.2 ADHERENCE TO APPLICABLE LAWS

3.3 MINIMUM PHYSICAL STANDARDS AND QUALIFICATIONS OF SECURITY PERSONNEL

3.4 DUTIES OF SECURITY PERSONNEL TO BE DEPLOYED BY THE SERVICE PROVIDER

3.5 DUTIES OF HEAD GUARDS/SUPERVISOR/ASO/SO TO BE DEPLOYED BY THE SERVICE

4. GENERAL CONDITION OF CONTRACT

4.1 CONTRACT PERIOD

4.2 OBLIGATION AND DUTIES OF SERVICE PROVIDER

4.3 OBLIGATION OF AUTHORITY

4.4 PAYMENT TERMS

4.5 PERFORMANCE SECURITY (SECURITY DEPOSIT)

4.6 DAMAGES / PENALTIES

4.7 TERMINATION DUE TO EVENT OF DEFAULT OF THE SERVICE PROVIDER

4.8 TERMINATION DUE TO EVENT OF DEFAULT OF THE AUTHORITY

4.9 FORCE MAJEURE

4.10 REPRESENTATION AND WARRANTIES OF SERVICE PROVIDER

4.11 REPRESENTATION AND WARRANTIES OF AUTHORITY

4.12 DISPUTE REDRESSAL SYSTEM

4.14 NO PARTNERSHIP

4.15 GOVERNING LAW AND JURISDICTION

4.16 OWNERSHIP AND PROTECTION OF PROPERTY

4.17 Geo tagging Attendance system of VMC

Signature & Seal of Bidder

ANNEX. CONTENTS Page No.

1. LETTER OF BID

2. BIDDER INFORMATION

3. BIDDEER’S TURNOVER

4. SUMMARY OF SUCCESSFUL COMPLETION OF ASSIGNMENT / DEPLOYMENT

DURING LAST THREE YEARS

5. PAST EXPERIENCE OF SECURITY BUSINESS DURING LAST FIVE YEARS

6. DETAILS OF KEY PERSONNEL

7. POWER OF ATTORNEY ON A STAMP PAPER OF APPROPRIATE VALUE ALSO

8. AFFIDAVIT ON STAMP PAPER

9. ANTI BLACKLISTING CERTIFICATE

10. AFFIDAVIT ON STAMP PAPER (CRIMINAL AND NON-CRIMINAL ACTIVITY)

11. DETAILS OF EXPERIENCE

12. FORMAT OF PRICE BID

Signature & Seal of Bidder

In this Tender, the following word (s), unless repugnant to the context or meaning thereof, shall have the meaning(s)

assigned to them herein below:

“Authority” means the Vadodara Municipal Corporation and shall include its authorized successors and assigns at

“Applicable Laws” means all statutes and laws promulgated or brought into force and effect by the Central

Government of India or any State Government(s) or Local Government(s), including regulations and rules made by

them, and judgments, decrees, injunctions, writs and orders of any court of record, as may be in force and effect

during the subsistence of this Agreement or Contract.

“Applicable Permits” means all clearances, permits, authorizations, consents and approvals required to be obtained

or maintained under Applicable Laws in connection with the providing security services as per the Scope of Work

during the subsistence of this Agreement.

”Bid” means the proposal submitted by the Bidder(s) in response to this Tender in accordance with the provisions

here of including technical proposal and financial proposal along with all other documents forming part and in

support thereof as specified in this Tender.

“Bidder” means any person(s) including a partnership firm or a company who submits a Bid along with Bid Security

under this Tender within the stipulated time for submission of Bids.

“Bid Security” or “Earnest Money Deposit (EMD) “means Security furnished by the Bidder of amount specified in

Notice Inviting Tender as part of detailed Bid.

“Bid Process” means the process of selection of the Successful Bidder through competitive bidding and includes

submission of Bids, scrutiny and evaluation of such Bids as set forth in the RFP.

“Bid Value” means the aggregated amount quoted for providing security services as specified in Scope of Work

during the Contract Period.

“Contract Period” shall have a meaning specified in clause 4.1 of General Condition of Contract section.

Equipment/Material is the Service Provider's instrument brought for providing services as per scope.

Letter of Acceptance” or “LOA” means the letter issued by Authority to the Successful Bidder to undertake and

provide Service in conformity with the terms and conditions set forth in the Tender any subsequent amendments

thereof and contract.

“Parties” shall mean the parties to this Agreement and “Party” shall mean either of them, as the context may admit

“Performance Security” shall mean the Demand Draft/ Banker’s Cheque furnished by a successful Bidder for

punctual and due performance of its duties as per terms and conditions of this Tender.

“Remedial Period ’’ is the period specified by Authority in which Service Provider shall be required to remedy the

breach or offence or damage caused by negligence of its staff as per the direction of Authority.

“Tender’’ shall mean this Tender document which comprises of the following sections: NIT, Instructions to Bidders,

Scope of Work, General Conditions of Contract, Service Level Agreement.

“Termination” shall mean early termination of this Agreement pursuant to Termination Notice or otherwise in

accordance with the provisions of this Agreement but shall not, unless the context otherwise requires, include expiry

of this Agreement due to efflux of time in the normal course.

Signature & Seal of Bidder

“Termination Date” shall mean the date specified in the Termination Notice or Notice of Termination as the date on

which Termination occurs.

“Termination Notice” means communication issued in accordance with this Agreement by one Party to the other

Party terminating this Agreement.

“Successful Bidder” shall mean the Bidder who is awarded the work under this Tender

“Scope of Work” is defined as the scope of works defined in clause 3 “Scope of Work” of this Tender elsewhere

specified in this Bidding documents, which the Service Provider shall be required to perform during the Contract

“Service Provider” shall mean the Successful Bidder for Security Services with whom VMC shall enter into the

Agreement/Contract.

Any other term(s), not defined here in above but defined elsewhere in this Tender shall have the meaning(s) a scribed

to such term(s) there in and shall be deemed to have been included in this Section.

2. INSTRUCTION TO BIDDERS FOR BID PREPARATION AND SUBMISSION

2.01 Eligibility of Bidder

Signature & Seal of Bidder

(A) The security Agency/firm/company should posse’s valid license from appropriate authority under the Private

Security Agencies (Regulation) Act 2005. The security Agency/firm/company should not have black listed by

any Government/PSUs/Non-government organization.

(B) The security Agency/firm/company should possessed valid license under contract labour Act, PAN card, P.F

Registration certificate, E.S.I.C. Registration certificate, G.S.T Registration certificate.

(C) Bidder shall not be under a declaration of ineligibility for corrupt and fraudulent practices by the Central

Government, the State Government, Local Self Government body or any public undertaking, autonomous

body, authority by whatever name called under the Central, the State Government or local self-Government

(D) Only these entities can bid

 Proprietorship firm minimum with 05-years existence

 Companies registered under the Indian Companies Act, 1956 and Companies Act,

 Partnership registered under the Indian Partnership Act 1932 (Including limited liability partnership)

They must bid as a single bidder

 Foreign nationals /companies

(E) Consortium/ joint venture is not allowed to bid.

(F) Only single entity bidder is allowed to participate in Bidding Process. Bid can be submitted by single entities

only. There shall not be more than one bid from a one bidder.

2.02 Qualification Criteria

The Bidder must fulfil technical and financial qualification criteria specified below.

(A) Turn over: The Bidder should have registered average annual turnover of Rs.3.00 Crore (Three crore) preceding

last three financial years ending in March-2026.

(B) Bank Solvency: The bidder should have to submit latest original Bank solvency certificate from any

nationalized bank of Rs.1.50 Crore (One crore Fifty Lacs) from Last 06 month of tender published.

(C) The bidder should be a registered entity possessing license for operating security agency obtained from the

Govt. Of Gujarat under the Gujarat Private Security Agency Rule-2007 framed under the provisions of the

Private Security Agency (regulation) Act,

(D) The Bidder should have minimum Five years of experience of providing security Guards (Civilian)/watchman

and security services to reputed Company (ies) / Government organization(s) and Institutions.

(E) The Bidder should have successfully completed assignments / deployments of providing security services for

the tenure not less than six months during last three previous years ending March -2026 as under :-

(A) One assignments / deployments of security personnel completed 80% of work during the last Three years.

(B) Two assignments / deployments of security personnel completed 50% during the last Three years. OR

(C) Three assignments / deployments of security personnel completed 40% during the last three years.

(F) The Bidder should have placed/ employed a person to head the Security Division as his direct

responsibility on full time basis from following qualifications.

An Officer who is a retired/ released commissioned officer from the Defense Services of India (Army/ Navy/

Air Force) after having served for not less than Ten years as a Commissioned Officer/JCO with a Good Service

Signature & Seal of Bidder

An Officer who has served in the Police Department at a rank of Deputy Superintendent of police

or Higher Rank for minimum Ten years with a Good Service Record.

(G) Security officer under the rank of JCO/ Dy. Sp. Retd. / Retd. Police Inspector, Assi. Security officer rank of

below JCO/Retd. Police sub inspector should be deployed.

(H) The successful bidder has to be open Local Office in the city limit of Vadodara, if already office is existed, then

provide supporting document.

2.03 Bid Submission Format.

The Bidders are required to submit the Bid in two envelopes, as specified below:

(A) Tender Fee and EMD: The Tender Fee and The Bid Security (EMD) for the amount specified in the Notice Inviting

Tender in form of a Demand Draft/ Banker’s Cheque from an approved Nationalized Banks in favour of “THE

MUNICIPAL COMMISSIONER, Vadodara, payable at Vadodara. The tender fee is non-refundable. The same

documents needs to submit physically and should be super scribed as Envelope- 1: “Tender Fee and EMD (Vital

installations for One Years)”.

(B) QUALIFICATION BID/ TECHNICAL BID DOCUMENT.

The envelope shall be super scribed “Envelope 2: Qualification Documents/ Technical Bid Document

(Vital installations for One Years)”. The Bidder is required to submit the attested copies of documents/

information as mentioned below with Serialize marked index numbering :-

(1) General information, Certificate of Registration with registrar of companies under companies Act., Legal

Status including MOA, AOA and Registered Partnership Deed in case of Bidder being a Partnership Firm.

For proprietor ship firm please provide documents of nature of business registered with Govt. authority.(GST

certificate, Shop & Establishment certificate)

(2) Annual Audited Balance sheets and P&L Accounts of last three financial preceding years ending March-

2026. For year 2025-26 provisional balance sheet can be submitted. Upon successful bid needs to submit

final audited balance sheet.

(3) Evidence in terms of necessary supporting documents i.e. Work Order AND client certificates For successful

completion of assignment/deployment for Security services as per clause 2.02 (E)

(4) Statutory Auditor’s Certificate specifying that the Bidder is in the Security Service business since last five

(5) Copy of Registration/license under The Private Security Agencies (Reg.) Act 2005 / The Gujarat Private

Security Agency Rule -2007.

(6) Copy of P.F. registration Certificate along with ECR File (All Site) for the financial Year 2023-24, 2024-25,

(7) Copy of ESIC registration Certificate along with ESIC return/Contribution history sheet (All Site) for

the financial Year 2023-24, 2024-25, 2025-26

(8) GST registration Certificate along with annual return of last three preceding Years ending March-

(9) Valid license, under Contract Labour Act, issued by the Regional Labour Commissioner.

(10) Copy of PAN card in respect of firm/company.

(11) Letter of bid as per Annexure-1

(12) Bidder Information as per Annexure-2

(13) The Bidder is required to submit the annual turnover for last three financial years certified by statutory

auditors As per Annexure-3

(14) Summery of Successful completion of assignment/deployment during last three years (As defined in

clause2.2 (e) of NIT) as per Annexure-4

(15) Past experience of Security Business during last five years as per Annexure-5

(16) Details of key personnel as per Annexure-6

(17) Notarized Power of Attorney to authorized signatory of Bidder as per Annexure

(18) Affidavit on stamp paper stating that Bidder has provided true information as per Annexure-

(19) Anti- Black listing Certificate as per Annexure-

(20) Affidavit on Stamp Paper Annexure-

(21) Details of experience (Municipal Corporations) Annexure-

Signature & Seal of Bidder

(22) Format of Price Bid: Vital Installations (To be submitted online only) Annexure-

(23) This Tender and amendment (if) issued there of duly signed by Authorized signatory.

(24) Submit the document if bidder possessed Local office in Vadodara City with address and phone no.

(25) Income Tax Return of last three preceding financial years ending March-

(26) Latest original bank solvency certificate of nationalized bank of Rs.1.50 Crore (One crore Fifty Lacs).

(27) Copy of Professional Tax Registration.

(28) A declaration of ineligibility for corrupt and fraudulent practices by the Central Government, The State

Government, Local Self Government body or any public undertaking, autonomous body, authority by

whatever name called under the Central, the State Government or local self-Government body. (Notarization

On stamp paper of appropriate value)

(C) Financial bid: On line

The Price Bid (in the format specified in Annexure-12 of this Tender) should be submitted on line along with

following CERTIFICATES.

(a) Registration under the Private Security Agencies (Regulation) Act -2005 & The Gujarat Private Security

Agencies Rules -2007.

(b) P.F. registration Certificate.

(c) ESIC registration Certificate.

(d) GST registration Certificate.

(e) Valid license, under Contract Labour Act, issued by the Regional Labour Commissioner.

(f) Scan copy of Demand Draft of Tender Fee, Earnest Money Deposit.

(g) Scan copy of containing documents of annexure 1, 2,3,7,8 &

Thus two envelopes shall be placed in one outer Envelope . The envelope shall be super scribed “Selection of

Service Provider for Security Services to One Years Vital Installation (Ex-Serviceman) to Vadodara Municipal

Corporation” and submit to the address specified in NIT before the Bid Due date.

2.04 Language of Bid

(A) The bid, and all correspondence and documents related to the bid exchanged between the Bidder and the

Authority shall be written in the English language. Supporting documents and printed literature furnished by

the bidder may be in another language provided they are accompanied by an accurate translation of the

relevant passages in the English language, in which case, for purposes of interpretation of the bid, the English

translation shall prevail.

2.05. Bid Security (EMD)

(A) The bidder shall furnish as part of its Bid, a Bid Security - EMD @ 2% of Tender Value in the amount as

stipulated in the Notice Inviting tenders for this Work. The Bid Security (EMD) shall be drawn in favour of

Municipal Commissioner, Vadodara, by Demand Draft/ Banker’s Cheque of any Nationalized Bank, payable

(B) Any bid not accompanied by an acceptable Bid security as per the clause 2.5 (A) shall be rejected by the

Authority as non-responsive and Bid Shall be considered rejected.

(C) The Bid Security (EMD) of the unsuccessful bidders, except for L1 and L2 bidders, will be returned as promptly

(D) The successful bidder has to submit security deposit (3% of tender value) as per clause 2.16 and signed the

agreement before commencement of contract/ work.

(E) The Bid Security (EMD) may be forfeited-

(a) In case of unclear offer and/or conditional offer, such bid is not acceptable by the Authority and so The Bid

Security shall be forfeited.

(b) In case of a fraudulent offer where information found to be forged or misleading.

(c) In case of revision and/or modification of terms of bid or withdrawal of bid during the validity period.

Signature & Seal of Bidder

(d) If the bidder withdraws his bid during the period of Bid validity;

(e) For the successful bidder, if the Performance Security (S.D.) is not deposited within the stipulated time

(f) If the Agreement is not executed within the time period specified in the LOA or as specified by the Authority,

even though Performance Security has been paid. (In this case, both Bid Security (EMD) and Performance

Security (S.D.) will be forfeited and LOA will be cancelled.

(g) If the Successful bidder wants to withdraw before signing of Agreement.

(h) In the event, bidder, after the issue of communication of acceptance of his bid by the Authority, fails/

refuses to start/ execute the work as here in the bidder shall be deemed to have abandoned the contract

and such an act shall amount to and be construed as the bidder’s calculated and willful breach of contract,

the cost and consequences of which shall be to the sole account of the bidder and in such an event the

Authority shall have full right to claim damages thereof in addition to the forfeiture of the Bid security (EMD)

deposited in terms of this bid documents.

2.06 Bid Signatory

(A) The bidder will appoint an authorized signatory for signing the bid and acting as representative. The

requisite authorization of this person in the form of Board Resolution/Partners Resolution or Power of

Attorney will be required to be attached with the qualifying bid.

2.07 Deadline for Submission of Bids

(A) Bids must be received by the Authority at the address specified in NIT not later than the time and due date

specified in the Notice Inviting Tenders section.

(B) The Authority may, at his discretion, extend the deadline for submission of bids by issuing an amendment in

accordance with Clause 2.9, in which case all rights and obligations of the Authority and the bidders

previously subject to the original deadline will thereafter be subject to the deadline as extended.

2.08 Amendment of Bidding Documents

(A) Before the deadline for submission of bids, the Authority may modify the bidding documents by using

addenda. Any addendum thus issued shall be part of the bidding documents. The addendums shall be

posted on www.vmc.gov.in./www.nprocure.com

(B) An addendum, if any, shall be placed by the Authority maximum of 72 hours after the Pre Bid Meeting.

(C) To give prospective Bidders reasonable time in which to take an addendum into account in preparing their

bids, the Authority may its sole discretion extend as necessary the deadline for submission of bids.

2.09 Pre Bid Meeting and Clarification of Bidding Documents

(A) There shall be pre bid meeting on DT 30/09/2026 at 11-00 a.m. at the office of the Authority. a

prospective bidder requiring any clarification of the bidding documents may notify the Authority in person

during the pre-bid meeting or by email id i.e. [email protected] on or before three days of the

date of pre bid meeting. The Authority shall provide response to the queries raised by prospective Bidder to

the extent possible. The Authority retain rights to not to responds to any query which it found non relevant.

Copies of the Authority’s response will be uploaded on the website (mentioned earlier).

(B) In case of no organizing of Pre Bid Meeting, Authority shall provide response to the queries raised by

prospective Bidder to the extent possible. Authority retain rights to not to responds to any query which it

found non relevant.

(A) Any bid to the Authority after the dead line for submission of bids, prescribed in table will not be accepted.

2.11 Right to call for more information /documents

Signature & Seal of Bidder

(A) If during bid evaluation, the Authority finds certain information or documents not having been submitted by

the bidder, of being made available partially only, the Authority, at its sole an absolute discretion retains the

(B) Evaluate the bid based on submitted documents only or ask for the missing information or documents from

the bidders. The Authority’s decision in this case would be final and binding.

2.12 Bid Opening Process

(A) On the day of bid opening, Envelope 1 would be opened first and the Tender fee and EMD/Bid Security shall

be verified. Then Envelope 2 will be opened there after and its contents noted and assessed. The Technical

Evaluations of each Bidder shall be carried out. Technical assessments of the Bid then take place in absence

of the bidders. The bidders qualifying as per the criteria specified in Clause 2.1 and 2.2 shall be considered

qualified. On line Price bid - of only qualified bidders shall be opened.

2.13 Bid Evaluation Method and Award Criteria

(A) The Bidders are required to submit the Bid as per the clause 2.3 of this Tender. The Bid Evaluations shall be

carried out for each envelope. The Bids of the Bidders not submitting the Demand Draft for Tender Fees and

Bid Security (EMD) shall be rejected. The detailed Bid Evaluations process is described below.

(a) Envelope 1: DD/Banker’s Cheque of Tender Fees and Bid Security (EMD) as per the clause 2.3(A). The

Envelope 2 of only those Bidders shall be opened who provided Tender Fee and EMD as specified in the

(b) Envelope 2: Assessment of Eligibility and Qualification.

(B) Assessment of eligibility and qualification of the bidder as against the criteria specified in clause 2.01 and

2.02. The bidders shall have to submit all documents as per clause 2.03(B). In order to qualify for next stage

of Price Bid opening, Bidders are required to meet each of the eligibility and qualification criteria. The Bidders

meeting all eligibility and qualification criteria shall be considered as qualified bidder.

(C) Bid Amount / Assessment of Price Bid: (on line)

(a) The Bidder shall have to furnish its offer in the price bid format as specified in clause 2.03 (C). The price bid

of bidder shall be inclusive of all taxes.

(b) Bidder shall quote the rates for the entire contract on a “single responsibility” basis such that the tender price

covers “service provider’s” all obligations mentioned in or to be reasonably inferred from the tender document

in respect of the security services at various security points of VMC. This includes all the liabilities of the

service provider such as cost of UNIFORM of personnel deployed by the service provider and all other statutory

liabilities (like MINIMUM WAGES, ESIC, EPF Contribution, BONUS, SERVICE CHARGE, ETC.) As described in

financial bid 8&9(Dress and shoes) will goes to security agency not to security personnel. Two pair of uniform

to be issued in a year.

(c) The selection of bidder/s among the lowest and equally quoted bidder/s will be in the following orders-

(A) Bidders who’s entire entity is working in Gujarat will prefer for the first selection.

(B) Bidders who’s entire entity possesses more Ex-serviceman will prefer for the first selection.

(C) Bidders who have more experience of serving Gujarat govt. entity will prefer for the first selection.

(D) The bidder/s whose annual turnover is more will be preferred.

(E) The bidder/s whose holding capacity of EPF members for the month of MARCH-2026 on roll more will be

Selected L-1, L-2…

(F) Even if the above incidentally become the same, the clean track record will be considered for selection.

(d) The Selection of bidder/s among the overall (as per total strength in 3.01(A)) / lowest offer/Bid Value of all

five categories Security guard (Ex-serviceman), Security guard ex-serviceman (with arms), Supervisor (ex-

serviceman), ASO(Ex-serviceman), SO(Ex-serviceman), as per 3.01(A) total strength will be reckoned lowest

Signature & Seal of Bidder

tenderer. Vadodara Municipal Corporation may decide to award of contract to any qualified bidder/s at

the rate of L1 without thereby giving any reasons.

(e) The Bidders providing favorable terms in the form of lowest offer/Bid Value for providing security services

shall be considered preferred bidder and considered for award of the Works/Contract.

2.14 Notification of Award

(A) The Authority will notify the successful bidder by fax/email and confirmed by registered letter that his bid has

been accepted. This letter called "the Letter of Acceptance" shall name the sum which the Authority will pay

the Service Provider in consideration of the providing security services as specified in scope and terms of

contract "the Contract Price/Bid Price”.

(B) The notification of award will constitute the formation of the Contract.

2.15 Signing of Agreement

(A) At the same time that the Authority notifies the successful bidder that his bid has been accepted, the

Authority will direct him to submit the Performance Security (S.D. 3% of tender value) and attend the

Authority's office on a date determined by the Authority for signing the agreement before the commencement

of work on non-judicial stamp paper of appropriate value.

(B) Both the parties agree to enter into a detailed agreement which shall consist of the Tender terms and

conditions and additions, if any. Authority reserves the right to incorporate such terms and conditions in the

Agreement in addition to those in the Tender, which are deemed to be necessary by it and which do not

materially affect the cost and revenues of the Licensee. The Agreement shall constitute a contract between

the Authority and the Licensee under the Indian Contracts Act,

(C) The cost of agreement and duties such as stamp duty, registration charge if applicable any shall be borne by

the Service Provider.

2.16 Submission of Performance Security

(A) Within 7 (seven) days of the date of receipt of the Letter of Acceptance, the successful bidder shall deliver to

the Authority, a Initial Performance Security in the form of a Demand Draft/ Banker‘s Cheque for an amount

equivalent to 3% (three percent) of the allocated work (pro-rata basis) of the tender value .

(B) The Earnest Money Deposit (EMD) and performance Security (S.D.) would be retained by the Authority up to

one year after expiry of contract without interest.

(C) Failure of the successful bidder to comply with the requirements of Performance Security (SD) and Signing of

Agreement shall constitute sufficient grounds for cancellation of the award and forfeiture of the Bid Security

(EMD) including restriction on future participation in Authority’s projects for a period as decided by the

(D) If contract extended for another one year EMD 2% and SD 3% needs to pay In form of demand draft for

bankers check within extension order of one week.

2.17 Failure to agree with the terms and conditions

(A) Failure of the successful Bidder to agree with the Terms & Conditions of the Tender shall constitute sufficient

grounds for the annulment of the award, in which event Authority may award the contract to the next best

value Bidder or call for new proposals.

2.18 Understanding Terms

Signature & Seal of Bidder

(A) By submitting a proposal, each Bidder shall be deemed to acknowledge that it has carefully read all

parts of this Tender, including all forms, Appendix and annexes hereto, and has fully informed itself as to all

existing conditions and limitations.

2.19 Authority’s right to accept any proposal and to reject any proposal

(A) Authority reserves the right to accept or reject any proposal, and to annul the bidding process and reject all

proposals at any time prior to award of contract, without thereby giving any reasons.

2.20 Corrupt or Fraudulent Practices

(A) The Authority will reject a proposal for award if he determines that the Bidder recommended for award has

engaged in corrupt or fraudulent practices in competing for the contract in question. The Authority will declare

the firm ineligible, either indefinitely or for a stated period of time, to be awarded a contract by VADODARA

MUNICIPAL CORPORATION if it at any time determines that the firm has engaged in corrupt or fraudulent

practices in competing for the contract, or during execution.

(B) “corrupt practice” means behavior on the part of officials in the public or private sectors by which they

improperly and unlawfully enrich themselves and/or those close to them, or induce others to do so, by

misusing the position in which they are placed, and it includes the offering, giving, receiving, or soliciting of

anything of value to influence the action of any such official in the procurement process or in contract

(C) “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the

execution of a contract to the detriment of the Borrower, and includes collusive practice among bidders (prior

to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive

the Borrower of the benefits of free and open competition.

(D) Visit at Vadodara Municipal Corporation: The bidder is required to provide security personnel (Ex-Serviceman)

to the VMC and is advised to visit on any working day between 10-00 hrs. To 16-00 hrs. Except Saturday,

Sunday and holidays and acquaint himself with the area and operational system. The cost of visiting shall be

borne by the bidder. It shall be deemed that the agency has under taken a visit to the Vadodara Municipal

Corporation and is aware of the operational conditions prior to the submission of the tender documents.

3. SCOPE OF WORK

3.01 Scope of Work for Service Provider

(A) Deploy the Security Personnel of following category per day at the various vital installation location of

Vadodara Municipal Corporation Security Points specified by Authority for providing security services as

Sr. No. Description Nos of

1 Security Guards Ex-servicemen from Army/Navy/Air force) (skilled)

2 Security Guards Ex-servicemen(With Arms) from Army/Navy/Air force) (Highly

3 Security Supervisor Ex-servicemen from Army/Navy/Air force) (skilled)

4 Assistant Security Officer Ex-servicemen from Army/Navy/Air force) (skilled)

5 Security Officer Ex-servicemen from Army/Navy/Air force) (skilled)

(B) (A) the above requirement may be changed subject to necessity.

(b) Ceremonial dressed security guards (Ex-serviceman) minimum 04 and maximum as per authority

requirement needs to be provided as and when required.

(c) The Security Agency should give identity card to their guard and the guards should wear it while on duty.

Signature & Seal of Bidder

(C) The Service Provider shall be required to provide one Head Guard/ supervisor in the ratio 1:30 Security

Guards. Such Head Guard/ supervisor will be responsible for ensuring that the Security personnel perform

their duties as explained and as desired by VMC. The heads will ensure effective supervision of their men. If

requested by the VMC, additional head guard will have to be provided by the Security Agency. The security

agency shall have to deploy the allotted nos. of security guards Supervisor /ASO/SO within prescribed time

mentioned in work order, failing which, penalty will be charged as per damage clause 4.6. Head Guard/

Supervisor /ASO/SO name should reflected as in presence sheet of provided security guard. Supervisor

/ASO/SO attendance and GEO tagging also mandatory.

(D) The agency shall provide security services by deploying adequately trained and well-disciplined security

personnel (Ex-Serviceman) to safe guard the office building, moveable and immovable assets, equipment’s

and other items at the sites / premises as specified by Authority from any thefts, pilferage or damage or

encroachments, to serve as per the instruction of concern Authority for other security purposes and also

ensure safety of the employees, visitors, guests or any other persons working in its complex/site/premises.

(E) Tentative positioning of security guards(Ex-serviceman) will be intimated by the Authority. The Service Provider

is required to maintain the number of security personnel as per the requirement of the Authority.

(F) The security personnel shall be duly trained as per the requirements / provisions of the Gujarat Private

Security Agencies Rules-2007.

(G) The security personnel shall be deployed round the clock in 3 shifts-8 hrs-Duty with-4 weekly off leaves, and

reliever must be deployed in lieu of leaved guards round the clock in 3 shifts-8 hrs-Duty with-4 weekly off

leaves at the sites / premises to safeguard the sites / premises. Vadodara Municipal Corporation will give per

8 hours payment to security agency in case of Security guard ex-serviceman, Security guard with arms as per

work order. (Special allocated location 12-hrs and 4-hrs + 4-hrs (Total -08) Duty with weekly off)

(H) The security personnel shall be deployed round the clock in 3 shifts-8 hrs.-Duty with-4 weekly off leaves, at

the sites / premises to safeguard the sites / premises. Vadodara Municipal Corporation will give per 8 hours

payment to security agency in case of Security supervisor, Assistant Security Officer, Security Officer as per

work order. (i.e. In the case of above mentioned post will pay 26/27 days payment ). They have to move & to

get the duty done from security guards. In condition arise security personnel needs to lodge complaint & FIR.

(I) The Service Provider shall be responsible for opening / closing of the building and rooms as required /

directed by in-charge of concern department of the Authority on working and non-working days so as to

protect against theft.

(J) The Service Provider shall maintain records of Movable and Immovable Property of given point also maintain

records of inward and outward movement of men, materials, etc. with proper check on the same as per

instructions given from time to time by Department. The Service Provider must submit Day to Day important

event took place, and must provide weekly, 15-days and monthly report of such important event took place.

(K) The security personnel deployed shall take regular rounds of the premises to maintain strict vigil and remain

alert. The Service Provider shall be responsible for protection, monitoring of the security gadgets installed at

the office premises and ensure proper access control mechanisms.

(L) The Service Provider shall keep the concern department of Authority informed of all the matters of security and

co-operate in the investigation of any incident relating to security.

(M) The Service Provider shall ensure that the security personnel deputed are healthy and in conformity of

minimum physical standards and age limits specified in clause 3.03. The Service Provider shall also ensure

effective discharge of duties of security personnel as specified in clause 3.04, 3.05. On nonperformance

Authority shall impose damages/penalties as specified in the Tender. If not so specified than it shall be

commensurate with the type of breach/default.

(N) The service provider will provide and deploy additional security personnel on temporary basis as and when

required on the terms and conditions specified in this Tender. If situation so demand then the Service Provider

Signature & Seal of Bidder

shall be capable and/or required to deploy additional 25 security personnel within 24 hours and

securities within 48 hours of notice provided by Authority. The VMC may if necessary also ask for women

(O) The Authority is a public body with large public related functions, operating a dynamic situation. It reserves

the right to demand a smaller number of security staff from the service provider if the situation so demands.

(P) The service provide should provide a patrolling vehicle which indeed has a sufficient sitting capacity persons

for checking & surveillance & to use it in case of emergency, whenever the corporation requires the vehicle in

emergency or urgent situation the service provider has to provide the vehicle without any delay. If not

provided than stringent actions will be taken against the service provider.

(Q) The Security guards (Ex-Serviceman) deployed in the cattle party or in the encroachment drive should rotate

every four months, and shall not keep mobile phone during duty hours.

(R) Agency must arrange weekly shift rotation on every Monday system of all employees. i.e., Ex-Serviceman, Ex-

Serviceman Guards with arms, Supervisor, Asst. Security Officer, Security Officer.

(S) VMC can decide team leader from deployed security personnel & they have to perform the task as team

(T) Security personnel can recover penalty on behalf of Vadodara Municipal Corporation. That amount should

deposited as per rules.

3.02 Adherence to applicable Laws:

(A) The agency shall be solely responsible for compliance to the provision of various labour and Industrial Laws

such as wage, allowances, compensations, EPF, Bonus, Gratuity, ESIC, etc. relating to personnel deployed

by it at VMC or for any accident caused to them and VMC shall not be liable to bear any expense in this

regard including the legal procedures. The agency shall make payment of wages to workers engaged by it by

the stipulated date irrespective of any delay in the settlement of its bill by the competent authority for

whatever reason. The agency shall specifically ensure compliance of various laws/ act, including but not

limited to with the following and their reenactments/amendments/ modifications.

(a) The payments of wages act-1936

(b) The employees provident fund act,

(c) The factory act-1948.

(d) The contract labour (regulation) Act,

(e) The payment of bonus act-1965.

(f) The payment of gratuity act-1972.

(g) The employees state insurance act-1948.

(h) The employment of children act-1938.

(i) The motor vehicle act-1988.

(j) The minimum wages act-1948.

(k) The Prohibition and Narcotics Drugs Act.

(l) Workman compensation act-1923

(m) Motor vehicle act-1988

(n) Industrial dispute act-1947

(O) Private security Agencies act-2005 and Gujarat rule-2007

3.03 Minimum Physical Standards and Qualification of Security Personnel

(A) Security Guards (Ex- servicemen), Security Guards (with Armed) should possess following physical

(a) Height & Weight according to standard table of Height & Weight

(b) Security Guards (Ex- servicemen) from required category should be between 18 years to 58 years of age.

(c) He should have passed minimum 10th standard and also should be able to read and write Gujarati &

Hindi languages.

(d) He should have two years of experience as a guard, or should be ex-serviceman. He should be

conversant with the duties of security guards (Ex- servicemen). The basic knowledge of firefighting & use

of fire extinguisher is necessary. Further should have good knowledge of modern security systems and

be able to control movement of personnel.

Signature & Seal of Bidder

(e) He should be able to gather information on security matters and be able to detect security loopholes,

assess fire threats and be able to take / report preventive measures.

(f) He should be strong, stout intelligent alert and mentally sound.

(g) He should be a disciplined person with sound character and good service record.

(h) He should have undergone the training as specified in the Gujarat Private Security Agencies Rules-

2007. The training certificate to be produced within one month after commencement of work.

(B) Armed Guard should possess a valid Arms license. All Guards should have possessed appropriate uniform,

gum shoes, stick, torch, Baton Stick, whistle, cap & Identity Card.

3.04 Duties of Security Personnel to be deployed by the Service Provider

(1) Littering should not be allowed, single use plastic should not be allowed

(A) Attend with compliments to distinguished visitors, VIP's and officers.

(B) Check, control and restrict entries to visitors other than staff / workers / authorized personnel of

organization / firm and valid passes as per the instruction issued time to time by Authority. Checking of

incoming / outgoing material (with gate passes, challan) and time keeping.

(C) Maintain strict security of men, material and premises and maintain diary to note all important events /

happenings information received / passed to the management. Entirely responsible for thefts of easily

movable items such bathrooms fittings, fans, exhaust fans, telephone instruments, fire extinguishers, or

firefighting systems etc.

(D) Provide Security to Authority staff from any assault during situations like gherao, picketing, strike etc.

(E) Keep minimum kit equipment’s required to discharge duties effectively.

(F) Not to leave the place of duty under any circumstance until and unless properly relieved. Sign accordingly in

handing / taking over register etc.

(G) In case of fire, the security guard (Ex-serviceman) will immediately alert the Authority staff on duty and assist

in firefighting operation and also inform the departmental authority. In case of fire accident before or after

hours the guards shall inform the nearest fire station and Authority.

(H) Vigilant against unidentified / unclaimed / suspicious objects / persons in the sites / premises of Authority

and take appropriate actions to prohibit such unauthorized entry.

(I) the security guard (Ex-serviceman) shall ensure that all the electrical equipment’s / instruments / lights and

fans should be switched off at the time of closure of the Authority sites / premises.

(J) The security guard (Ex-serviceman) should ensure that all the offices / rooms are locked at the close of office

so as to protect against the theft.

(K) The security personnel must be in proper neat, tidy & proper uniform as specified by the Authority and he

should be polite but firm, disciplined, physically fit, alert and attentive all times during the duty hours.

(L) The names of the security guards (Ex-serviceman) should always be displayed by them on their uniforms for

identification purpose.

(M) Checking the bags, briefcases, Tiffin or any doubtful belongings of the visitors.

(N) Comply with all directions and instructions of the Authority during the duty hours.

(O) Littering, Chewing Pan/Tobacco, Smoking Should be prevented at security point.

(P) Littering, Chewing Pan/Tobacco, Smoking should be prevented at security point and penalty must be levied

From the visitors/offenders and such levied penalty must be deposit to authority account daily basis and

keep monthly record and papers of such events.

(q) The Encroachment teams/CNCD teams/ Commercial team/ Vehicle Toing Teams all any other team

formation Ex-Serviceman or capable security guard has to act as Team Leader of VMC and has to co-ordinate

with other departments, Government agencies and also has to lodge a police complaint and F.I.R

3.05 Duties of Security Officer /ASO/Supervisor to be deployed by the service provider

(A) Attend on duty guard’s assistance, advice and supervision.

(B) Liaisons with concerned VMC office head.

(C) To impart security training to deployed guards at regular interval.

(D) To maintain daily attendance register

(E) Round the clock he has to get the work done/discharge duties effectively and efficiently.

(F) Also have to make sure GEO tagging attendance.

Signature & Seal of Bidder

(G) Day in day out they have to meet branch head & accordingly needs to perform up to VMC’s Vision &

4. GENERAL CONDITION OF CONTRACT

4.01 Contract Period

(A) The Contract Period shall be of One Year + One Year extension (After giving one year satisfactory service) (Two

Years) commencing from the date mentioned in work order which is extendable up to two years on mutual

consent upon establishment of satisfactory performance to the authority or may extend the period of the

contract looking to the needs of Vadodara Municipal Corporation, or till the new agreement is made by it for

the same purpose on the same terms and conditions.

(B) In the event of Termination, the Concession Period shall mean and be limited to the period commencing

from the Commencement Date and ending with the Termination.

(C) In case of extension of Contract Period, the Service Provider is required to submit Performance Security of

the value and of the validity as decided by the Authority during the time of increase the validity period of

Performance Security for such period.

4.02 Obligation and duties of Service Provider.

(A) The Service Provider shall be required to do punctual and satisfactory performance of its Scope specified in

Clause 3 (scope of work).

(B) Deploy the personnel of required numbers at the locations as specified by the Authority as and when

required at the cost of the Service Provider. Authority shall not provide any logistic/transportation cost.

(C) The Service Provider shall be responsible to protect the premises and assets of Authority at the location

specified by Authority and take appropriate steps to prevent illegal encroachments, illegal Construction,

illegal use / misuse of land, unlawful activities and such other action as directed to protect those lands or

building / premises at their own cost and risk from encroachers, anti-social elements etc.

(D) The Service Provider shall not claim any amount more than the amount fixed by way of contract by the

(E) The service provider shall be responsible to adhere with the condition of the minimum wages act for making

the payment of salary/wages to the Security guards (Ex-serviceman) deployed and other categories.

(F) The Service Provider shall ensure that during situations of natural calamities, riots, disturbances or any other

Force Majeure events, all security personnel deployed by the Service Provider shall perform the allocated

duties in full strength and continue to protect the property / staff of Authority.

(G) The Service Provider shall have to ensure satisfactory standards of its competency, conduct, cleanliness,

uniforms and integrity of the security personnel deployed.

(H) The Service Provider shall have to supervise and monitor the acts and duties of the security personnel

deployed on regular basis and ensure effective discharge of their duties.

(I) In case Authority or Security Officer of Authority observed neglect of duty, undesirable act, act against the

interest of Authority, misbehavior and consumption of alcohol while on duty, the Authority shall direct the

Service Provider for replacement of such security guards (Ex-serviceman) personnel on immediate effect

(within one hour of intimation from Authority). The Service Provider is required to act proactively and replace

all such persons with competent persons. Such acts of security personnel of the Service Provider shall attract

penalties/damages of Rs.1000/- per such instances.

Signature & Seal of Bidder

(J) The Security Agency shall not transfer or assign contract to any other party in whole or in part. The

subcontracting is not allowed. Such instance would lead to Termination and forfeiture of Performance

Security (S.D).

(K) The Service Provider shall indemnify and hold harmless Authority & its employees, for any losses that it might

suffer while performing its duties/scope/ services. The Authority shall not defend the Service Provider or any

its employee in courts by any person who has commenced court proceeding while performing its duties. The

expense on all such account shall be borne by the Service Provider only.

(L) The personnel deployed by the Service Provider shall be deemed to be employee of the Service Provider and

shall not be considered or deemed to be the employees and of the Authority.

(M) The Service Provider shall be required to inform the Authority three days prior to execution of contract the

names and other required details of the persons to be deployed. Such person shall be issued a laminated I.D

affixing latest photograph giving details of Name, Age, Ex-rank if any, Name of the Agency, date of

appointment, any other details, duly signed by responsible officer of the Security Agency and counter signed

by the security superintendent or an authorized person of the Authority. The identity card should be worn by

each security guard (Ex-serviceman) on their uniform which shall in turn give details regarding their full

name, age identity marks, signatures of the bearer and also of the issuing authority and seal.

(N) The Service Provider shall ensure that the security personnel deployed wears only approved uniform by the

Authority and always keep required kit/material.

(O) The Service Provider shall be required to provide uniform with kit like whistle, leather shoes, leather belts,

lathi, Jersy / over coat, rain coat, torches, shoulder badges, cap with monogram & Bullets / Cartridges (in

case of armed security personnel), etc. shall be borne / supplied by the agency at its cost to the security

guards (Ex-serviceman) Personnel deployed. Authority shall not be liable to supply uniform dress or any other

materials. Such expense should not recovered from security guards (Ex-serviceman) salary.

(P) In case the person so deployed is found to be “not alert” or “not in proper uniform dress” or commits any

breach of any of the terms and conditions of the contract, the authority shall have the right to impose any

punishment or fine/damages as specified in the Damage/Penalty clause.

(Q) The agency shall not deploy or shall discontinue deploying the person(s), if so desired by the authorized

person of Authority at any time without assigning any reason what so ever.

(R) The Service Provider shall be solely liable for all payment / dues of the security personnel employed and

deployed by it. The Service Provider shall fully indemnify Authority against all the payments, claims, and

liabilities whatsoever incidental or directly arising out of or for compliance with or Enforcement of the

provisions of any of the labour or other laws to the extent they are Applicable.

(S) The Service Provider shall be absolutely responsible and liable for any and all personal injuries or death and

/ or property damage or losses suffered due to negligence of the Service Provider’s personnel in their

performance of the services required under the contract or any other reasons.

(T) Authority shall not be liable to offer legal services for the offence, if any, committed any staff of the Service

(U) The Service Provider shall only be liable for any illegal action or omission made by the personnel employed

(V) The Service Provider is required to comply with all legal and statutory requirements such as valid arm license,

labour laws including wages, maintenance of registration under the Gujarat Private Security Agencies Rules-

2007 during the Contract Period. Authority may ask for providing evidence of all such legal requirements.

Noncompliance of such legal requirements shall be considered as breach and default by the Service Provider

and Authority may withheld payments and impose penalties or damages for such breach as specified in 4.6.

If not so specified then it shall be decided by the Authority.

Signature & Seal of Bidder

(W) The Service Provider shall ensure that all relevant licenses pertaining to provision of security services

including armed security personnel have been obtained from relevant Government Authorities before

deployment of security personnel at respective sites / premises. The Security Provider shall ensure use of

only licensed weapon. Authority will not be responsible for obtaining any permission from any statutory /

Government Authorities.

(X) Deploy security officer to check attendance of the security guards (Ex-serviceman) daily and get it counter

signed by the concerned department of Authority and also maintain daily attendance register.

(Y) The Service Provider shall be required to abide by instructions issued by the Authority time to time.

(Z) Ensure alertness and attentiveness of the security personnel deployed through surprise checks (during day

(Aa) Submit a monthly report of compliance clearly stating complaint received, action taken and happenings in

the sites / premises to of the Authority where it has been directed to provide security services.

(Bb) A local representative of the Service Provider shall be in-charge of the security system and shall be

responsible for the efficient rendering of the service under the contract. While working at the sites/ premises,

they shall work under directives and guidance of the Authority and will be answerable to the Authority for

acts. This will, however, not diminish in any way, the agency's responsibility under contract to Authority.

(Cc) Provide training at regular interval to the security personnel. Deploy only trained personnel meeting the

physical standards and qualification specified in the scope. The personnel deployed should have been

trained in all facets of security work, including basic firefighting and use of fire extinguisher. The agency shall

provide necessary undertaking and documentary evidence in this regard.

(Dd) Regulate the visitors as per the directive of Authority and the visitors shall be attended with courtesy.

(Ee) The Service Provider shall ensure that the personnel deployed by it are disciplined and do not Participate in

any prejudicial activity to the interest of the VMC / Govt. of India / any state / or any union territory.

(Ff) The day-to-day functioning of the services shall be carried out in consultation with and under direction of the

Authority. Proposals for efficient functioning of the security systems shall be discussed, considered and

implemented from time to time by the agency with approval of Authority.

(Gg) The VMC will be entitled to issue oral orders to the bidder for any work required by reason of such

emergency. VMC shall ensure that such oral orders shall be followed up with written communication.

(Hh) In the event of any security personnel being on leave / absent, the agency shall ensure suitable alternative

arrangement to make up for such absence.

(Ii) Provide additional staff as and when required by the Authority as specified in the scope.

4.03 Obligation of Authority

(A) Authority is responsible for correctness and completeness of the Scope of the Work.

(B) Allocate the location to Service Provider for carry out its obligations under this Contract and Scope of Work.

(C) Make regular payment to the Service Provider for its punctual performance of obligations and scope.

4.04 Payment Terms

(A) Payment Procedures and terms

(1) The VMC shall be liable to pay only contractual amount agreed with the service provider, for hiring security

service from time to time by way of monthly bill raised by the service provider. The VMC shall not be

responsible for payment of salary / wage to the security guards (Ex-serviceman) individually.

Signature & Seal of Bidder

(2) The Successful bidder/s will compulsorily have to open bank Account in favour of Security Agency/ Firm/

Company in the Bank of Baroda, Khanderao Market Branch, Vadodara.

(3) Disbursement of monthly payment to the employee, employed at VMC should pay in to individual Bank

Account in Nationalized Bank at Vadodara through The Bank of Baroda, Khanderao Market Branch,

Vadodara. Original copy of bank payment disbursement Advise note of Bank of Baroda, Khanderao Market

Branch, Vadodara duly signed and stamped by the bank’s authority along with monthly wage sheet of

disbursement details should be furnished with monthly bill.

(4) The monthly payment for security Service shall start from the end of first month of deployment (of security

personnel), the service provider will have to make payment of wages to their employees before 10th date of

next month. If the bill process may get delayed but salary must be done before date 10th of the month. Salary

gets delayed VMC will be black listed the security agency without giving notice.

(5) If the payment of wages are not made by the service provider to their employees as mentioned above, even

after the lapse of one full month, the contract will be terminated by the VMC within 24 hours after issuing a

notice for the same after due consideration.

(6) The service provider shall raise regular monthly invoice and submit it to authority and agency has to deploy

responsible person with ER & S Department for submitted bills ESIC and EPF Online verification and also

with Guards Video call verification.

(7) No extra amount other than contractual liability to security guard (Ex-serviceman), security agency will be

paid to any of the servants or employees or officers of the person or institution to whom the contract is given.

(8) The VMC shall make the payment to the successful bidder/s with regard to its service on monthly basis on

submission of bill / invoice, along with paid separate E.P.F. Challan & separate (VMC’s site) signed

Electronic Challan cum Return file (ECR File), ESIC Contribution Challan with contribution details.

(9) The successful bidder has to submit copies of ESIC Form No. 37, e-Pehchan Card, EPF Declaration Form

(KYC) of each guard, submitted to Govt. Authority by successful bidder within one month of commencement

of work without fail.

(B) Other terms

(1) The Service Provider will not be entitled to any other expenses except the fixed in the contract. The Authority

has right to direct the Security Agency to make payment to the Security Guards(Ex-serviceman) in the

presence of the representative of Authority.

(2) In case, the person so deployed is found ‘Absent’ or sleeping the Authority will have the right to treat such

person 'Absent' from duty for the day and deducting amounts of such person from the monthly contractual

payments to the Service Provider.

(3) The Service Provider must compulsorily give weekly off to all the employees [Security Guard(Ex-serviceman)]

and provide reliever staffs [Security guard(Ex-serviceman)] on that day.

(4) The Service Provider must compulsorily give monthly salary slips to all the employees [Security Guards(Ex-

(5) Any rules/ regulation /guidelines or act will be enforced by Central / State/ Local Government then The

Service Provider must be implemented it.

(6) The Authority shall pay additional amount for additional security personnel deployed by the Service Provider

at the same terms as agreed specified in the contract. Provided such deployment of additional security

personnel should have been as per the direction of the Authority.

(7) The Service provider is solely liable and responsible for pay allowance and salary to security personnel

engaged by it as per the prevailing labour laws and liable for any breach of any prevailing laws during the

Contract Period and Authority shall not be liable for any violation of any breach or law by the Service

4.5 Performance Security: (Security Deposit)

(A) Submission of Performance Security (S.D.)

Signature & Seal of Bidder

(1) The Service Provider shall submit the Performance Security (S.D.) within the time period and terms as

specified in clause 2.16 of Instructions to Bidders.

(2) Provided that if the contract is terminated for reasons other than attributable to the Service Provider’s breach

or non-performance, the Performance Security shall, subject to the Authority’s right to receive amounts, if any,

due from the Service Provider under this contract, be duly discharged and released to the Service Provider.

(3) The Authority shall be entitled to recover the any amount from Performance Security fully or partially as the

case may be, through a notice of 30 days (“Recovery Notice”) under the following circumstances:

(I) Non-payment of any dues by the Service Provider to the Authority as required to be paid under the

Contract/Agreement including damages/penalties as provided.

(II) An Event of Default not being remedied in Remedial Period by the Service Provider despite notice as

provided in this Agreement.

Provided the extend of such recovery shall be no greater in amount than that required to remedy the

circumstances warranting recovery stipulated above and provided further that in case of any recovery of the

Performance Security pursuant to the recovery Notice, the Authority may return the amount so recovered if

the circumstances requiring the recovery have been remedied to the full satisfaction of the Authority.

The provision under this Sub-Clause authorizing the Authority to recover the Performance Security shall be

exercisable in addition to and without prejudice to the Authority’s right to do so under any other similar

provision the contract permitting recovery.

4.6 Damages/Penalties

The Authority reserves the right to impose following agreed damages/penalties to the Service Provider for

nonperformance or breach of its duties, obligation and contract conditions:

(a) The Liquidated Damages for delay in deploying the Security Personnel for any absence shall be charged at

Rs.2000/- per person per day.

(b) The Authority shall deduct an amount of Rs.2000/- for instance of a security personnel found sleeping

during duty hours. The Authority may ask his / her removal if found sleeping more than 3 times at any of the

sites / premises managed by the Service Provider.

(c) The Authority shall deduct an amount of Rs.2000/-for instance of a security personnel found absent from

duty at any of the sites / premises managed by the Service Provider. The Service Provider shall be solely

responsible to restore / replace Authority's property which is stolen / damaged while such guard is absent.

(d) The Authority shall deduct an amount of Rs.2000/- for instance of a security personnel not reporting for duty

at any of the sites / premises managed by the Service Provider.

(e) The Authority shall deduct an amount of Rs.2000/- for instance of a security personnel not been replaced by

the Service Provider as per the direction of Authority.

(f) The Authority shall deduct an amount of Rs.4000/- for instance not found armed security personnel to be

without his arms and cartridges during duty hours at any of the sites / premises managed by the Security

(g) The Authority shall deduct an amount of Rs.1000/- for instance of security personnel found without uniform

and required material/kit. The Authority shall also deduct an amount of Rs.200/- per instance for security

personnel found without turnout likes unshaved, non-alert, non-hair dressed, non-groom nails, wearing ear

Signature & Seal of Bidder

(h) The Authority shall deduct an amount of Rs.1000/- for instance of security personnel not

possessing minimum physical standards, experience and qualification as specified in scope of work.

(I) Deploy of Security guard(Civilian)/watchman in lieu of Security guard- (Ex-Serviceman) will not be

remunerated and the same will be penalized Rs.1500/-per day per shift.

(j) During the Contract Period, any theft (partial or otherwise) of the installations / property or, damage caused

to the installation / property on account of forced entry or similar acts leading to the deterioration or loss of

the installations / property or any other loss/damage to Authority and/or to the Third Party, caused due to

the omission, negligence, default or deficiency in service or obligations/duties of the security personnel

deployed by the Service Provider, the Service Provider shall be liable to make good such loss or damage

estimated by the independent valuation agency appointed by the Authority for this purposes. On non

performance of remedy of damage, the Authority shall reserve the right to seek compensation by way of

damages or recover the sum from the Performance Security or deduct the same from the monthly bills raised

by the Service Provider to the Authority, and / or invoke Security Deposit whichever is likely to meet the

requirements of the Authority in its own view.

(k) The authority shall deduct and amount of Rs.250/- per guard monthly for non PCC submitted deployed

guard and must submit PCC within 01 month or agency should replace non PCC submitted guard.

(l) The authority shall deduct and amount of Rs.600/- per day for non-deployment of assistant security officer

& must deployed assistant security officer within 01 month or legal action will be taken against agency.

(m) The authority shall deduct and amount of Rs.800/- per day for non-deployment of Security officer & must

deployed Security officer within 01 month or legal action will be taken against agency.

(n) The authority shall deduct and amount of Rs.12000/- per month for non-deployment of Training officer &

must deployed Training officer within two month or legal action will be taken against agency.

(o) The authority shall deduct and amount of Rs.1000/- per day for delay salary payment.

(p) No overtime / Double duty will be permitted after 8 hours duty per man per head. If it occurs other than un

avoidable circumstances such as heavy rain, natural calamities, the authority will deduct Rs.500/- per day

(q) Agency must ready patrolling vehicle standby at given zone with sitting sufficient capacity. If in case of non-

patrolling vehicle deployment authority will deduct amount of Rs.1000/- Per day.

(r) Iittering chewing tobacco pan/padiki, smoking done by deployed guard found penalty will be Rs.1000/-

(s) The agency must provide patrolling vehicle standby at pre-defined site of authority premises 24×7 sufficient

sitting capacity with driver for security guards checking purpose. Agency must provide necessary documents

of patrolling vehicle like R.C. book, Insurance policy, PUC, etc. and submitted at authority office failing

which authority will impose penalty of Rs.500/- per day and same will be deduct from agency payment.

(t) Littering, Chewing Pan/Tobacco, Smoking should be prevented at security point and penalty must be levied

From the visitors/offenders and such levied penalty must be deposit to authority account daily basis and

keep monthly record and papers of such events failing which agency will be charged Rs.1000/- Per event per

day and same will be deduct from agency payment.

(u) Authority will never allow any other deployed named guards in lieu of other named guards/person. If such

dummy guards/person found authority will impose penalty of Rs.2000/- Per events, and FIR must be lodged

against such guards/person. Failing lodge FIR authority impose penalty of Rs.1000/- Per day and same will

be deduct from agency payment.

(v) Agency must provide specified uniform with shoes failing which agency will not liable to pay uniform charges

and shoes charges from payments and agency will be levied penalty of Rs-100 per day per guards.

(w) During patrolling, agency must provide driver as and when required, and agency will fully responsible if any

unfortunate incidence take place during driving vehicle. Authority will not liable for any financially or legally.

(x) Authority can assign to L1 all work of other zone wise black listed agency, and L1 must take over all the work

of other zone black listed agency without any hesitation and consent.

(y) Agency must provide master DATA for deployed employed staff like ADHAR Number, Bank Account Details,

PAN Details, Address, UAN Number, Permanent mobile number P.F Account Number and ESIC Number etc.

(z) Successful bidder must provide its delegator’s full name, Residential Address with PIN, Permanent continue

mobile number/Emergency Contact number. If Proprietor above detail of proprietor/ all partners, If

Signature & Seal of Bidder

partnership firm all partners above mentioned details, If company above detail of Managing Director. If

managing Director has distributed power then person to whom the power is given/vested. Etc.

4.7 Termination due to Event of Default of the Service Provider

Occurrence of following Events shall be considered as the Default by the Service Provider (the “Service

Provider’s Event of Default”):

(a) The Service Provider fails to deploy the security personnel (i.e. total numbers and meeting minimum physical

standards and qualifications specified scope) in time period specified as per the direction of the Authority.

(b) The Service Provider fails to accompany with the applicable laws, rules, regulation with respect to labour

laws, arm license and any other applicable law.

(c) The Service Provider does not maintain a Performance Security, which is required as per terms of this

(d) Any breach or offence or nonperformance which has caused serious damage to Authority’s assets.

(e) The Service Provider sub contracts the scope of work.

(f) Repetitive breach, offence and nonperformance of duties, scope and obligations of the Service Provider and

does not cure the breach, offence or its nonperformance in Remedial period as specified by the Authority.

(g) The Service Provider becomes bankrupt or insolvent, goes into liquidation, has a receiving or administration

order made against him, compounds with his creditors, or carries on business under receiver, trustee or

manager for the benefit of his creditors, or if any act is done or event occurs which (under applicable Laws)

has a similar effect to any of these acts or events.

(h) Change in Service Provider’s Ownership during this Contract without prior consent of Authority.

(i) Any time it is found that the Service Provider or its employee deployed has indulged in the unauthorized and

illegal activities at the Authority’s premises.

(j) The Service Provider failed to make any payments/damages/penalties due to Authority within period

specified without any valid reason.

(k) The Service Provider repudiates this Agreement or otherwise evidences an intention not to be bound by this

(l) Any representation made or warranties given by the Service Provider under this Agreement is found

to be false or misleading

(m) Agency must submitted P.F and ESIC without fail of deployed guards failing which legal action will be taken.

(n) Agency must submitted Police Clearance Certification of deployed (PCC) Ex-Serviceman, Ex-Serviceman with

arms guard within one(01) month otherwise legal action of service termination will be taken.

On occurrence of any of above events or circumstances, the Authority shall provide notice to the Service

Provider to remedy the breach/ Default in reasonable time period specified in the notice. If the Service

Provider shall not cure or remedy the default/ breach then the Authority may at its sole discretion, upon

giving 7 days’ notice to the Service Provider, terminate the contract.

The Authority’s decision to terminate the contract shall not prejudice any other rights of the Authority, under

the contract or otherwise. The Authority may at its sole discretion forfeit the Performance Security and may

recover from the amount due to the Service Provider on occurrence of any of the Service Provider’s Event of

At such instance VMC can give this work on same terms & condition, rate to L2(even after returning EMD) or

to L3 or to VMC’s north zone prevailing security agency or of any others zone’s prevailing security agency for

remaining period.

4.8 Termination due to Event of Default of the Authority

Occurrence of following Events shall be considered as the Default by the Authority (the “Authority Event of

(a) The Authority repudiates this Contract or otherwise evidences an intention not to be bound by this

Contract/Agreement.

(b) The Authority failed to make any payments due to the Service Provider within period specified in the

Contract without any valid reason.

Signature & Seal of Bidder

(c) The Authority or any Governmental Agency has by an act of commission created circumstances that have

a Material Adverse Effect on the performance of its obligations by the Service Provider and has failed to

cure the same within 40 days of notice thereof by the Service Provider.

(d) Any representation made or warranties given by the Authority under this Agreement is found to be false or

Upon occurrence of all such events, Service Provider may send notice to Authority indicating the types of

Breach/default and reasons for which Service Provider’s obligations, scope and duties cannot be achieved.

Upon non cure of default in reasonable time period, Service Provider may upon giving 15 days’ notice to the

Authority, terminate the contract.

4.9 Force Majeure

(1) Neither party shall be to liable to the other for any loss or damage occasioned by or arising out of acts of

god, and in particular, unprecedented Floods, volcanic eruption, earth quake or other convulsion of nature,

and other acts such as but not restricted to general strike, invasion, the act of foreign countries, hostilities

or war like operations before or after declaration of war, rebellion, military or usurped power, strikes or

boycotts (other than those involving the Service Provider or their respective employees/representatives or

attributable to any act or omission of any of them), An act of war (whether declared or undeclared),

invasion, armed conflict or act of foreign enemy, blockade, embargo, riot, insurrection, terrorist or military

action, Expropriation or compulsory acquisition by any Government Agency of any Authority’s Asset or rights

of the Service Provider, which prevent performance of the contract and which could not have been for seen

or avoided by the Service Provider or the Authority (the “Force Majeure”).

(2) The Service Provider shall ensure that during situations of natural calamities, riots, disturbances or any

other Force Majeure events, all security personnel deployed by the Service Provider shall try to continue to

perform the allocated duties and obligation in full strength and continue to protect the property / staff of

(3) In such situation, Authority may at its sole discretion excuse the Service Provider from the Performance of

its obligations. If Force Majeure event subsists for 60 days then either party may by notice to other party

terminate the contract.

(4) In the event that Parties are unable to agree in good faith about the occurrence of or existence of a Force

Majeure event, such dispute shall be finally settled in accordance with the Dispute Resolution Procedure;

provided that the burden of the proof as to the occurrence of Force Majeure Event shall be upon the Party

claiming relief and/or excuse on account of such Force Majeure Event.

(5) Termination of the Contract (a) shall not relieve the Service Provider or Authority of any obligations here

under which expressly or by implication survives Termination here of, and (b) except as otherwise provided

in any provision of the Tender expressly limiting the liability of either Party, shall not relieve either Party of

any obligations or liabilities for loss or damage to the other Party arising out of or caused by acts or

omissions of such Party prior to the effectiveness of such Termination or arising out of such Termination.

4.10 Representation and Warranties of Service Provider

The Service Provider represents and warrants to the Authority that:

(a) It is duly organized and validly existing under the laws of India, and has full power and authority to execute

and perform its obligations and carry out the work as per the terms of contract.

(b) It has taken all necessary actions under the Applicable Laws to authorize execution and delivery of this

contract and to validly exercise its rights and perform its obligations under this contract.

(c) This contract constitutes its legal, valid and binding obligations, enforceable against it in accordance with

terms hereof, and its obligations under this Contact will be legally valid, binding and enforceable

obligations against it in accordance with the terms hereof;

(d) It is subject to civil and commercial laws of India with respect to the Tender and this Contract/ Agreement

and it hereby expressly and irrevocably waives any immunity in any jurisdiction in respect thereof;

Signature & Seal of Bidder

(e) The information furnished in the Bid and as updated on or before the date of this agreement/contract is

true and accurate in all respects as on the date of this Agreement/contract.

(f) The execution, delivery and performance of the this Tender and Agreement thereof will not conflict with,

result in the breach of, constitute a default under or accelerate performance required by any of the terms of

the Service Provider’s Memorandum and Articles of Association or any Applicable Laws or any covenant,

agreement, understanding, decree or order to which it is a party or by which it or any of its properties or

assets is bound or affected;

(g) There are no actions, suits, proceedings, or investigations pending or, to the Service Provider’s knowledge,

threatened against it at law or in equity before any court or before any other judicial, quasi-judicial or other

authority, the outcome of which may result in the breach of or constitute a default of the Service Provider

under the Tender or which individually or in the aggregate may result in any Material Adverse Effect;

(h) It has no knowledge of any violation or default with respect to any order, writ, injunction or any decree of any

court or any legally binding order of any Government Agency which may result in any material adverse effect

or impairment of the Service Provider’s ability to perform its obligations and duties under this Tender and

(i) It has complied with all Applicable Laws and has not been subject to any fines, penalties, injunctive relief or

any other Civil or criminal liabilities which in the aggregate have or may have Material Adverse Effect;

(j) No representation or warranty by the Service Provider contained herein or in any other document furnished

by it to Authority or to any Government Agency in relation to Applicable Permits contains or will contain any

untrue statement of material fact or omits or will omit to state a material fact necessary to make such

representation or warranty not misleading; and

(k) No sums, in cash or kind, have been paid or will be paid, by or on behalf of the Service Provider, to any

person by way of fees, commission or otherwise for securing the Tender or entering into of the Agreement or

for influencing or attempting to influence any officer or employee of the Authority in connection therewith.

4.11 Representation and Warranties of Authority

The Authority represents and warrants to the Service Provider that:

(a) It has full power and authority to grant the Tender and enter into Agreement with the Service Provider.

(b) It has taken all necessary action under Applicable Law to authorize the execution, delivery and performance

of this Contract/Agreement;

(c) The contract/Agreement constitutes its legal, valid and binding obligation enforceable against it in

accordance with the terms hereof.

(d) It has good and valid rights for Site.

(e) It has no knowledge of any violation or default with respect to any order, writ, injunction or any decree of any

court or any legally binding order of any Government Agency which may result in any material adverse effect

or impairment of the Service Provider’s ability to perform its obligations and duties under this Tender and

4.12 Dispute Redressal System

In the event of a dispute or difference of any nature what so ever between the Supplier and the Authority

during the course of the Works, first the dispute shall put up before the Municipal commissioner of

Vadodara Municipal Corporation to resolve the issue / dispute. In event of aggrieved party by the decision

of Municipal Commissioner VMC, then the dispute resolution process is taken under the provision of the

Arbitration and Conciliation Act 1996 and Amendment made under this act from time to time. An

independent Arbitrator by the consent of all parties.

Signature & Seal of Bidder

(1) The Service Provider shall at all times, i.e. during the subsistence of the Contract, defend, indemnify and

hold Authority harmless from and against all claims (including without limitation claims for breach of

contract, death or injury to a person or injury to property, or other tort claims) and expenses (including court

costs) arising out of or relating to the breach by Service Provider of any covenant, representation or warranty

or from any act or omission of the Service Provider or his agents, employees. Authority will notify ITMS

Service Provider of any such claim, suit or proceeding and will assist Service Provider (at Service Provider’s

expense) in the defense of the same.

(2) The Service Provider shall be solely liable for all payment / dues of the security personnel employed and

deployed by it. The Service Provider shall fully indemnify Authority against all the payments, claims, and

liabilities whatsoever incidental or directly arising out of or for compliance with or Enforcement of the

provisions of any of the labour or other laws to the extent they are Applicable.

4.14 No Partnership

Nothing contained in the Tender shall be construed or interpreted as constituting a partnership between the

Parties. Neither Party shall have any authority to bind the other in any manner whatsoever.

4.15 Governing Law and Jurisdiction

The Contract shall be construed and interpreted in accordance with and governed by the laws of India and

the Courts at Vadodara shall have jurisdiction over all matters arising out of or relating to the Contract.

4.16 Ownership & Protection of Property

Authority shall retain the title and ownership of any site allotted by it to Service Provider for purposes of

carrying out Service Provider’s obligations, duties and scope in relation to provide security services. Such

title and ownership of Authority in any such site shall not pass to Service Provider. The Service Provider is

only permitted to carry out its duties and obligations.

4.17 Geo Tagging Attendance

Geo Tagging Attendance System of VMC must be followed by vendor for the security deployment of VMC.

Payment will be considered base on the system and presence sheet by VMC ‘s concerned department.

Signature & Seal of Bidder

Formats for documents to be submitted

Annexure - 1: Letter of Bid

(On the letterhead of Bidder)

The Municipal Commissioner,

Vadodara Municipal Corporation,

Subject : Tender for Selection of Service Provider for Security Services by deploying required number of

security personnel by deploying Security Guards(Ex-Serviceman) to Safeguard, monitor &

maintain security at different offices / locations/ Vital installations of Vadodara Municipal

With respect to above mentioned subject, we are pleased to submit the bid. This offer is subject to all terms and

conditions contained in the tender document. We have not made any changes either directly or indirectly in terms

and conditions of the Tender. In additions to terms and conditions of this tender, we are not given any written or oral

promise from the Authority.

The EMD (Bid Security) details are as follows:

Amount: _______________ D.D. No / Banker’s Cheque No. ____________ Dated:_________

Payable at Vadodara on Bank: _______________________,

The Tender Fee in the form of Demand Draft details are as follows:

Payable at Vadodara on Bank: ______________________in favour of The “Municipal Commissioner, Vadodara”.

We are pleased to submit the following documents towards the same:-

1. Copy of Technical bid as per terms of Tender

We are fully aware that the Authority has right to accept any tender or reject any/all tenders without giving any

reason and upon rejection of tender/tenders we shall not be entitled to any right with related to the Authority.

We have thoroughly read and understand all the terms and conditions of this tender and we promise to agree and

abide by all the terms and conditions of this tender. We have signed and sealed each and every page of this tender

document and provided all true information/ documents.

(Signature and stamp of the Authorized signatory of Bidder with date)

Signature & Seal of Bidder

Annexure - 2: Bidder Information

(On the letterhead of Bidder)

All Bidders are required to furnish the information in this format.

2 Head office address

3 Local office address

5 Facsimile E-mail

6 Place of Incorporation/ Registration Year of Incorporation/ Registration

7 Whether Company / partnership / Proprietorship or

8 Main lines of business

All Bidders are required to furnish the documents such as MOA, AOA, Partnership Deed, GST Certificate, Shop &

establishment certificate, Service tax registration and other registration as may be applicable.

(Signature and stamp of the Authorized

Signatory of Bidder with date)

Signature & Seal of Bidder

Annexure - 3: Bidder’s Turnover

Name of Bidder:

All Bidders shall provide the information in the format as per this form. The information supplied shall be the annual

turnover of the Bidder for last three financial years. This should be from Audited results only.

Annual turnover year ending 31st March

Year Turnover (in crore)

Average of above

This is to certify that to the best of my knowledge and belief, the aforesaid facts and figures are correct and in

conformity with the books of accounts of the establishment.

Signature of Chartered Accountant

With seal and membership number

Signature & Seal of Bidder

Annexure 4: Summary of Successful Completion of Assignment/Deployment during last three years (As defined in

clause 2.2(E) of NIT)

Name of Bidder:

Bidders shall provide information on Assignment/Deployment for security services executed during last three years.

Sr. Name of Name of the No of Contract Actual Actual date Evidence in terms of

No. Employer contract Security amount in date of of Work Order and

/Client location and Guards(Civili Indian Rupees start completion. completion certificate

with nature of their an)/ & date of from client

email & work Watchman contract (Yes/ No)

mob. no. Deployed.

The Bidder must provide Evidence/supporting documents in terms of Work Orders and successful completion

certificate from clients.

(Signature and stamp of the Authorized signatory of Bidder with date)

Signature & Seal of Bidder

Annexure 5: Past Experience of Security Business during last five Years

Bidders shall provide information on Assignment/Deployment for security services executed during last five years.

Sr. Name of Name of the No of Contract Actual Actual date Evidence in terms

No. Employer/Client contract Security amount in date of of of Work Order and

& responsible location and Guards(Civi Indian start completion. completion

officer’s name, nature of their lian)/ Rupees & certificate from

designation & work Watchman date of client

contact no. Deployed. contract (Yes/ No)

The Bidder must provide Evidence/supporting documents in terms of Work Orders and successful completion

certificate from clients.

The Bidder shall also provide Statutory Auditor’s Certificate specifying that the Bidder is in the Security Service

business since last five years. Also provide client’s Work order during that period.

(Signature and stamp of the Authorized

Signatory of Bidder with date)

Signature & Seal of Bidder

Annexure 6: Details of Key Personnel

The Bidder shall provide the details and information of key personnel (As per clause 2.2(F) of NIT) in table provided

Sr. Name of the Designation Qualifications Total Whether served in Defense Force or

No. Employee and Year of Experience Police Department (as per clause

experience 2.2(f) of NIT) and also provide tenure

with Bidder of services and evidence of service

The Bidder shall also have to provide the detailed CV of Key personnel specified in Clause 2.2 (G) of ITB in following

Sr. Particulars

2 Qualification (Bidder shall also provide supporting certificates)

3 Whether served in Defense Provide tenure of services and evidence of service records.

Force or Police Department

(as per clause 2.2(G) of ITB)

4 Employment Record (Nature

and no of years of

Experience with different

organization and

5 Date of Birth

6 Any other information

7 Signature of Project

The Bidder shall also have to provide the records of no of persons employed by it

Sr. Employee No Whether Contractual or permanent

No. employee (provide details)

1 Security Officer(Ex-Service man)

2 Asst. Security Officer(Ex-Service man)

3 Supervisor(Ex-Service man)

4 Gunmen(Ex-Service man)

5 Security Guards(Ex-Service man) Male:

(Signature and stamp of the Authorized

Signatory of Bidder with date)

Signature & Seal of Bidder

Annexure 7: Power of Attorney

(Notarized on a Stamp Paper of appropriate value)

(Applicable in case of bid not being signed by the person directly authorized by the firm/Company)

The Municipal Commissioner,

Vadodara Municipal Corporation,

REF: Your Tender Ref.:

<Bidder’s name> hereby authorizes <Designated Representative’s name>to act as a representative of <Bidder’s

name> for the following activities vide its Board Resolution/ Power of Attorney attached herewith.

To attend all meetings with Vadodara Municipal Corporation /Employer or other entities associated with tender for

<Name of the Tender>and to discuss, negotiate, finalize and sign any bid or agreement and subsequent Contract.

Yours faithfully,

<Signature of appropriate authority of the Bidder >

Name of appropriate authority of the Bidder:

<Signature and name of the Designated Representative of the Bidder for acceptance of this Power of Attorney>

<Name of Bidder >

Encl: Board Authorization

Signature & Seal of Bidder

Annexure 8: Affidavit on Stamp Paper (of appropriate value also notarized)

It is certified that the information furnished herein and as per the document submitted is true and correct and

nothing has been concealed or tampered with. We have gone through all the conditions of tender and are liable for

any punitive action for furnishing false information/ documents.

Dated this _____day of_______2026.

(Company Stamp)

In the capacity of duly authorized to sign bids for and on behalf of:

Authorized Signatory with designation

Signature & Seal of Bidder

Annexure 9: Anti Blacklisting Certificate

(Notarized with appropriate value)

of the registered office) hereby certify and confirm that we or any of our promoter/s / director/s are not barred by

Government of Gujarat (GOG) / any other entity of GOG or black listed by any state government or central government

/ department / agency in India from participating in Project/s, either individually or as member of a Consortium as

on the _______ (Bid submission Date).

We further confirm that we are aware that our Application for the captioned Project would be liable for rejection in

case any material misrepresentation is made or discovered with regard to the requirements of this Tender at any

stage of the Bidding Process or thereafter during the agreement period. Dated this ______Day of ____________

Name of the Bidder

Signature of the Authorized person

Name of the Authorized Person

Signature & Seal of Bidder

Annexure 10: Affidavit on Stamp Paper (of appropriate value also notarized)

It is certified that We Proprietor/Partners/Managing Director are free from any punishment and free from any logged

case(FIR) of any court and there is no pending case/FIR/Crime case against Us. We are also free from any pending

Criminal and civil case of any court. And we are liable for any punitive action for furnishing false information and if it

is found at any stage of tender our Tender will be liable for rejection and legal action will be taken against us.

Dated this _____day of_______2026.

(Company Stamp)

In the capacity of duly authorized to sign bids for and on behalf of:

Authorized Signatory with designation

Signature & Seal of Bidder

Annexure 11: Details of experience (Municipal Corporations)

Sr.No. Municipality Name Contact No. X-men Guard X-Police Total

1 Rajkot Municipal Corporation

2 Ahemedabad Municipal

3 Vadodara Municipal Corporation

4 Surat Municipal Corporation

5 Jamnagar Municipal Corporation

6 Bhavnagar Municipal

7 Junagadh Municipal Corporation

Details of experience (Board/Cooperative Society/ Bank and Corpoations)

Sr.No. Municipality Name Contact X-men X-Police Total

No. Guard Guard Guard

1 Milk Dairy(Society Corporations)

2 College/University Accreditation

3 Department of Mines and Minerals

4 Gujarat Water Supply Board

5 Fertilizer Cooperative Society

Details of experience (Private Institutions)

Sr. Organization name Name Contact No. X-men X-Police Total

No. Guard Guard Guard

Date - - Details of on roll guard as on 2026. (Date tender is published)

X-men X-Police Guard X-men Guard X-Police Guard Total

Guard (GunMan ) (GunMan )

Signature & Seal of Bidder

Annexure 12: Format of Price Bid: Vadodar Municipal Corporation (To be submitted online only)

The Municipal Commissioner,

Vadodara Municipal Corporation,

Subject: Providing Security Services by deploying required number of security personnel (Ex-Serviceman) to Safe guard,

monitor & maintain security at different offices/locations/ Vital installations(One Years) of Vadodara Municipal

Corporation (PRO No: 284-5 /2026-27).

With respect to above mentioned subject, our price bid (inclusive of all taxes, etc.) is as per the following table.

I have thoroughly read and understood the Tender terms & conditions and agree to abide by the same.

Security Guard Security Guard Supervisor Asst. Security Security

S/N (Ex-Serviceman) With Arms (Ex- Officer Officer

Details Serviceman) (ASO) (Ex- (SO) (Ex-

o (skilled) (Highly Skilled)

Rs. Rs. Serviceman) Serviceman)

1 Basic Wage (As per Gujarat Govt.) 474.00 474.00 474.00 474.00

2 As per circular extra % (35%, 50%, 35 % 50% 50% 60% 70%

60% & 70% respectively) Rs.165.90 Rs.237.00 Rs.237.00 Rs.284.00 Rs.331.00

4 Total Minimum wages 700.40 771.50 771.50 818.50

Charge @ 0.50 % Total @ 13.00 %

8 Dress 2 per year (1400/365 per day) 3.84 3.84 3.84 3.84

9 shoes 2 per year (700/365 per day) 1.92 1.92 1.92 1.92

10 Final Rate for 8 hour duty, per day per 943.31 1031.9 1031.9 1090.44

11 Specify Amount of Agency/Service

charge/ any other charges

Instructions for the Financial bid:-

The bidder shall fill the amount in Rupees in the above respective table (in figure only).

1) This price bid shall be inclusive of equipment/Uniform cost, supervision cost, transportation cost of personnel to be deployed and

any other cost which may incurred in order to performance of contract.

2) The payment shall be made as per the Payment Terms specified in General Condition of Contract.

3) As per the minimum monthly rates of wages in the state of Gujarat (Zone-2) subject to change as amended by the competent Govt.

4) Before Quoting FINANCIAL BID, refer “instruction to bidder’’ for bid preparation and submission clause 2.13(C)

5) GST will not be applicable.

6) The Service Provider must compulsorily give monthly salary slips to all the employees [Security Guards/ex-serviceman], Supervisor,

7) TDS will be deducted as per applicable Act / Rules.

8) Any rules/ regulation /guidelines or act will be enforced by central / State/ Local Government then tenderer must be implemented

9) Agency/ Service charges/Any other charges quoted by the firm/ Agency/ Company would be fixed for the

entire period of contract.

10) The Service Provider must compulsorily give full monthly salary with 4 weekly off to all the employees [Security Guards (ex-

serviceman). Vadodara Municipal Corporation will give per 8 hours payment to security agency as per work order.

Yours Sincerely,

Sign, Stamp/Seal of the Bidder

(Name and Signature of the bidder with Date)

Signature & Seal of Bidder