HOUSEKEEPING AND MANPOWER SUPPLY SERVICES ON ANNUAL RATE CONTRACT BASIS AT BENGALURU CAMPUS

PREQUALIFICATION / TECHNICAL BID FOR PROVIDING HOUSEKEEPING AND

MANPOWER SUPPLY SERVICES ON ANNUAL RATE CONTRACT BASIS

BENGALURU CAMPUS

Tender submitted by:

Signature with stamp of Tenderer

Sr. Description Page. No.

1. Notice of Inviting E-Tender

2. Eligibility Criteria and evaluation process/method for the

Technical Bids Evaluation:

3. Method of Evaluation of Technical Bids

4. Scope of Work and specific conditions : Housekeeping, etc., 6 to

5. General Terms & Conditions 8 to

6. Technical Bid (Annexure-I) 11 to

7. Scope of The Work at The NID, Bengaluru Campus, Bengaluru

9 Performa of Financial (Price) Bid (Annexure-III)

10 List of supply of material and consumables (Annexure-IV)

Signature with stamp of Tenderer

1. INTRODUCTION:

The National Institute of Design (NID), Ahmedabad, Gujarat, India, is a statutory premier institution

(Government of India declared NID as an Institute of National Importance by NID Act 2014) set up by

the Ministry of Commerce & Industry, Government of India, for design education, training, research and

consultancy services in various disciplines of design. NID is a grant-in-aid institution under the aegis of

the Ministry of Commerce & Industry. It has campuses at Ahmedabad, Gandhinagar & Bengaluru.

2. NOTICE INVITING e-TENDER:

The National Institute of Design (NID), Ahmedabad invites – through Online E-Tendering System –

Tender from reputed , experienced and eligible Agencies, under "TWO BID SYSTEM" for selection of

an expert agency for the purpose of hiring housekeeping & manpower supply services at the NID,

Bengaluru Campus.

Tender notices and Tender documents related to this Tender are available on websites:

www.eprocure.gov.in, https://tender.nprocure.com and www.nid.edu & CPPP. Technical Bids, are invited

both online and offline. Financial bid will be accepted only online, https://tender.nprocure.com. No

financial bid should be sent in offline. While submitting Technical Bids off line, care should be

taken to not attach Financial Bid alongwith Technical Bid or in a separate Envelope.

Advertisement shall also be published in one leading vernacular daily. Vendors are requested to submit

their RFP on https://tender.nprocure.com only. Any modification and / or corrigendum to this Tender

will be available on these websites.

NID reserve the right to accept or reject any or all Tenderers without assigning any reason.

Signature with stamp of Tenderer

1 NIT Number & Date ADM_B/02_2026

2 Name and Location of Work National Institute of Design, Bengaluru Campus

3 Brief Scope of Work For Providing Housekeeping & Manpower supply

services on annual rate contract basis

4 Period of Contract Two Years (extendable further 2 terms of one year each,

based on performance and mutual consent)

5 Earnest Money Deposit (EMD) Rs. Rs 1,00,000/- (Rupees One Lakh only)

(The contractors who have Registered in the form of Demand Draft/Banker’s Cheque/PO,

under MSME/NSIC are exempted from drawn in favour of “National Institute of Design”,

payment of EMD, if valid documents are payable at Ahmedabad

attached with Tender.)

6 Non-refundable cost of Tender

Document (Rs.) Rs 1,500/- (Rupees One Thousand Five Hundred only)

(The contractors who have Registered in the form of Demand Draft/Banker’s Cheque/PO,

under MSME/NSIC are exempted from drawn in favour of “National Institute of Design”,

payment of EMD, if valid documents are payable at Ahmedabad

attached with Tender.)

7 Date & Time of Pre-bid meeting 10.07.2026 at 16.00 Hrs. at NID, Bengaluru. If it falls on a

holiday then the next working day.

8 Last Date and Time of Submission of on- 21.07.2026 at 16.00 Hrs.

9 Last date & Time of submission of 21.07.2026 at 16.30 Hrs.in the office of :

signed, hard copy (in original) of all Dean, NID, Bengaluru Campus

Tender Documents including EMD Address: Plot No.12, HMT Link Road

declaration, Cost of Tender and all other Off Tumkur Road, Bengaluru

documents related to this Tender.

10 Date & Time of Opening of Technical Bid 22.07.2026 at 16.00 Hrs.

11 Financial Bid After evaluation of Technical Bid. Bidders who qualify

technically will only be considered for Financial bid

12 Validity of Offer At Least 90 days from the last date of Technical bid

"TWO BIDS SYSTEM" shall be followed for this tender. Tenderer should take due care to submit the

tender in accordance with requirement in e-Tender. Bids received shall be evaluated as per the Criteria

prescribed in the tender document. NID will not entertain any modifications subsequent to opening of

bids and bids not conforming to tender conditions shall be liable to be rejected. Therefore, bidders are

advised to submit their bids complete in all respects as per requirement of tender document specifying

their acceptance to all the clauses of Bid Evaluation Criteria, General terms and conditions and

compliance to the Scope of Work requirement etc.

In case of any clarification required relating to this tender, the same can be sought from the Mr. Sharath

B, Deputy Registrar, Mob. 7620014977, Email: [email protected].

Signature with stamp of Tenderer

Eligibility Criteria and evaluation process/method for the Technical Bids Evaluation:

The Institute shall evaluate the Technical Bids on following major criteria. Annexure-I is to be filled up

with full details, copies of the necessary documents, testimonials etc. should be attached, for the

evaluation process.

1. The Contractor should be registered as Housekeeping and/or Manpower Supply Contractor with

Government of Karnataka.

2. The Contractor should attach work order in respect of successfully executed atleast one

Housekeeping Contract of value of Rs. 5,00,000/- (Rupees Five lakh) per month or more iro

Reputed Educational Institution or Organisation or Public Sector undertaking or Commercial

Organisations, during the last three financial years ending 31.03.2025, in Bengaluru. Satisfactory

work evaluation report from clients in respect of such Housekeeping contract are to be attached.

Preference may be given to the Contractor having two or more premier/reputed/residential

educational Institute as their client.

3. The Contractor should have annual turnover not less than Rs. Fifty Lacs during each of last three

financial years viz.2022-23, 2023-24 & 2024-25, from the relevant business of Housekeeping and

Manpower Services. The firm should not be a loss making firm (Copy of the CA certified balance

sheet to be attached).

4. The firm should have valid registration with the applicable local authorities viz, labour authorities,

ESI, PF, GST, Income Tax (PAN Card). (Copy of valid registration and licenses with concerned Labor

Authorities and valid ESI & PF registration. IT returns of last 3 Years ending 31.03.2025, to be

attached. Copy of upto date remittances to ESI & PF Authorities to be also attached as applicable.)

5. List of present and past clients during the last three financial years ending 31.03.2025 to be

attached. The list/statement should contain details like name and full address of the clients, Clients’

Contact person’s Name and Designation, Contact phone numbers, annual billing amount for the

Housekeeping and Manpower Services etc. provided. Certification of satisfactorily Services to be

6. In deciding upon the short listing of the bidders for the Financial Bid, emphasis will be given on the

Ability, Reputation, Experience of Institutional Housekeeping & Manpower services, Financial

Standing, Technical Competency to provide professional Services and Capacity to serve Good

quality hygiene, cleanliness, etc.

7. The Technical Evaluation Committee, appointed by the Competent Authority, shall only further

shortlist the bidders for the Financial Bids-Who fulfill above mentioned minimum eligibility Criteria.

8. The Financial Bids of only technically acceptable tenders will be opened for further consideration.

The decision of the Institute in this regard will be final and no request etc. will be entertained from

the bidders. No correspondence shall be entertained in this aspect.

9. The Main office or full fledge working branch office of the Vendor should be in Bengaluru.

10. Vendors to have present clients based in Bengaluru.

11. Non-refundable cost of Tender: The contractors who are Registered under MSME/NSIC are

exempted from payment of tender fee, only If valid documents are attached with Tender.

The Institute reserves the right to inspect one or more sites of the bidder/his clients’ and interact with

the principle employer’s authorized official, before short listing of the bidders, for opening of the

financial bids.

Decision of the Institute in respect of short listing capable contractors having very good track record

shall be final, in the evaluation of the Technical Bids.

Signature with stamp of Tenderer

METHOD OF EVALUATION OF TECHNICAL BIDS

Sr. Particulars Maximum

(total 100 Marks)

a) Annual Turnover from the relevant business and Financial capabilities of 20 marks

the bidding agency. (05 Marks for 50 Lac, thereafter 2 marks for each addl.

10 Lac or part thereof)

b) Relevant and reputed clients.(Resi./Non Resi. Edu.Inst,/Govt/ PSU. Org. 20 marks

shall be given preference ). (4 Marks per client)

c) Main Office in Bengaluru or Full Fledge Branch 10 marks

(5 marks for Karnataka and not in Bengaluru, 10 marks for Bengaluru)

d) Visit of clients’ site by NID Team & feedback from users (only Bangaluru 20 marks

based clients shall be visited)

e) Quality of Manpower and Resources (equipment etc.) 5 Marks

f) Feedback from the workers (by interaction with some of them by NID 15 marks

Committee) on timely payment of wages, compliance of labour laws,

labour welfare-HR practices, professional training, etc. (Only Bangaluru

based office shall be visited.)

h No. of present clients ie similar contracts as on 01 Jan 2025 (02 marks per 10 Marks

active contract) Only HK/Manpower contracts shall be considered.

In case the institute could not visit the client (d) & (f) above refers, than evaluation based on

client feedback shall be done (5 marks for positive feedback by client max 35 marks).

Only those bidder will be shortlisted for opening of Financial Bid who shall score 60 or above

marks out of 100 marks.

The Institute reserves its right for deciding evaluation criteria, its interpretation, assigning weightages,

evaluation committee formation, site-visits, interaction with the clients and employees of the bidders,

etc. for the process of technical evaluation and its findings and its decision shall be final for

selection/shortlisting of bidders, in the interests of the Institute. In case of any dispute, the decision of

the Director-NID shall be final.

METHOD OF EVALUATION OF FINANCIAL BIDS

In order to decide successful bidder, The Technical Bid marks shall have a weightage at 55% in the

overall evaluation of the bid and financial bid shall have a weightage at 45% in the overall evaluation.

Formula of Normaliasation of Technical Bid for each vendor Tn=(Tb/Tmax)x100 Where Tb is the

bidder’s Technical score and Tmax is the Highest Technical score. Formula for Normalisation of Financial

Bid for each vendor Fn=(Fmin/Fb)x100 where Fb is the Bidder’s Financial Bid Value and Fmin is the

Lowest Bid Value. Further 55% of Tn and 45% Fn will be taken. (individual Bidder’s Tn and Fn will be

added to reach the final value). The winner will be the highest of (Tnx55/100+Fnx45/100).

Signature with stamp of Tenderer

1. SCOPE OF WORK AND SPECIFIC CONDITIONS:

The scope of work to be carried out by the Housekeeping Agency for providing cleaning and allied

services on day-to-day basis includes sweeping, dusting, swabbing, cleaning mopping-up the entire

premise of the Institute Campus are as per details in Annexure–“II”.

1.1 At least twice in a day cleaning is required in classrooms, studios, labs, faculty rooms and offices by

using soft brooms and by swabbing with cloth drenched in water mixed with a portion of phenol

or floor cleaning liquids. Wherever required cleaning work shall be carried out using vacuum

cleaner & high jet pressure cleaner.

1.2 All corridors, lounges, staircases, open areas, passages to be cleaned frequently throughout the

shift, using soft brooms and by swabbing with cloth drenched in water with a portion of phenol.

1.3 Toilet blocks, bathrooms, washbasins, sinks and areas where water coolers are placed to be

cleaned at least thrice a day, once in the morning, once in the afternoon, once in the evening.

However, frequent cleaning of toilet blocks shall be required depending upon uses in order to

keep all the service areas clean and hygienic. Ladies toilets are to be cleaned only by women

sweepers. Toilet blocks to be washed thoroughly and scrubbed by using the cleaning agents of

repute brands. Also provision of naphthalene balls, liquid soap and air freshener repute brands in

the toilet block wash rooms are essential requirements. Mirrors and show-cases are to be cleaned

twice a week with approved glass / mirror cleaning agents.

1.4 Safe insecticides of reputed brands in toilet blocks and other specified areas to be sprayed every

alternate day. Rodent and Cockroach control in the campus. Ensure no mosquito breeding in

campus in storage water.

1.5 Fogging and fumigation of the entire campus during monsoon and winter i.e. between June

to September 30 and November 1 to March 31(Twice in a Week) or as per institute’s

1.6 Daily removal of dry refuse and wet refuse from the campus, as well as removal of garbage and

waste from the waste paper bins to be removed in the garbage cart outside the campus or to be

reuse for composting the inside the campus as recommended. However, before the garbage is

taken out for disposal, the Security Supervisor would need to check it physically in order to ensure

that the material being disposed does not contain any useful items.

1.7 Preventive cleanliness as well as incidental Blockages in the drainage pipes / other drain lines,

choked w.c/urinal etc. would have to be attended immediately by an expert drainage worker/

sweeper. At least one sweeper must have knowledge of drainage works.

1.8 All furniture including tables, chairs, cupboards, filling cabinets, sofas, book-racks, side tables and

different types of machines/prototypes etc. to be dusted and wiped clean every day and arranging

the furniture in classrooms in order.

1.9 Once in a week item wise cleaning requirements are as follow:

 Vacuum cleaning of all the studios and labs.  Name plates and sign boards

 Cleaning of light fixtures, fans, etc.,  Window panes, door panes and channels etc.

 Spotting of walls / floors  Removal of honey combs as and when they

 Removing cob-webs from ceilings / walls appear on the campus

 All the roof tops/Terraces

1.10 Cleaning & opening of choked & blocked drains & manholes of underground and vertical lines like

waste water, storm water & sewer etc.

1.11 All Water Coolers’ storage tanks have to be cleaned once a week.

1.12 Garden Maintenance and development.

Signature with stamp of Tenderer

1.13 Housekeeping staff shall provide services of weeding from the lawn areas, plantation areas,

sweeping of the lawns, including picking up of the litters and shifting of weeds and fallen leaves

from the whole campus.

1.14 Cleaning of Overhead Water tanks/Water pump etc. every month and should be certified by

Supervisor and authorized official of the institute.

1.15 To collect all litter (plastic garbage, papers, and foreign materials) continuously and drop it in the

dustbin and clearance of this subsequently..

1.16 Disinfectant powder of reputed brand has to be spread after cleaning the wet mud, especially

during the monsoon season.

1.17 The Agency staff has to take care and ensure that any useful materials found lying around during

cleaning be handed over to the concerned Officials/ Security personal at main gate and report to

the Supervisor.

1.18 The Agency’s manpower-unskilled Staff shall be used to shift furniture and miscellaneous unskilled

labour work, etc. within the campus as per requirements. All the personnel engaged by the

Contractor should take care of their personal safety from any injury, etc., in case of any such

incidental or medical emergency, the Contractor and their Supervisors shall take immediate action

to provide proper treatment and if regarding legal compensation to its personnel.

1.19 The vendor shall procure 15 Nos. Sanipod (manual) bin at its own expenses and install at

places as decided by NID, on free to use (FTU) basis. Cleaning, servicing and changing the

liners of Sanipod is to be done on weekly basis

1.20 There shall be no employee or employer relationship between the persons deployed by the

contractor, vis-à-vis, NID.

1.21 Supply of all consumables/materials/equipment for providing housekeeping services, such as

vacuum cleaner ladders, transport, personnel, supervision etc. will have to be arranged by the

Agency. All materials required for cleaning like broom sticks, acid, mopping cloth, hard broom-

sticks, phenol, detergent powder, liquid soap, hand wash, insecticides, coir/nylon brushes, stain

removers, etc. would also have to be arranged by the Agency in adequate quantity at its own cost.

All such consumables should be of reputed brands names of which be filled in as per Annexure –V

and shall be reimbursed on production of bill as per actuals.

1.22 If sufficient quantity of approved quality of materials is not supplied and used by the Agency,

Authorised Official of the institute will make arrangement to procure the materials from the market,

the cost of which shall be recovered from the bill of the Agency at a penal rate of two times their

1.23 The Agency shall ensure that supervisor is present fulltime during working hours on all days

(except Sunday) to supervise the work being done by their staff, as well as to attend to any

specific instructions issued by the Institute authorities.

1.24 The Agency shall deploy adequate manpower required for efficient fulfillment of the contractual

obligations. Supervisors of the Agency will be in charge of housekeeping service and his/her

presence during working hours is must. In case the number of staff falls short due to illness, leave,

transfer, social obligations or for any other reason, the Agency will immediately provide substitutes.

As a norm, 10% of the supplied manpower should remain on bench (spare) at the contractor’s office

and should be immediately (within an hour from the duty reporting time) deployed to the campus,

on demand from the contractor’s supervisor at NID, in the cases of short fall of the manpower

reporting for specific tasks.

1.25 If in the opinion of the Institute authorities, the work done by the staff of Housekeeping agency is

not satisfactory, Once the supervisor will be cautioned under intimation to the vendor and if not

improved as per our satisfaction, the institute reserves the right to deduct pro-rata amount as

deemed fit by NID, for that day out of the monthly contract bill as a penalty. The amount so fixed by

the authority shall be final and binding to the Agency.

Signature with stamp of Tenderer

1.26 The performance of the housekeeping services shall be adjudged by the authorized officials of the

Administration of the Institute.

1.27 The Agency shall take all precautions and observe adequate safety measures during execution of

cleaning and shifting tasks, and shall not hamper movement of students/staff on passages, lobbies

1.28 In case of increase in built up area after construction of new buildings/ hostels, the payment iro

cleaning additional built up area and other areas shall be paid on pro-rata basis on mutually agreed

upon rates for the remaining period of the contract.

1.29 The contract shall also include any work of incidental and contingent nature, which are not specified

in the tender, but necessary as dealt by NID. For which, task based lump sum payment shall be

paid, on mutually agreeable rates.

1.30 The Contractor shall submit complete list of all the personnel deployed at the Campus with their

Names, current residential address, permanent residential address, Photos, Police Verification report

from the concerned police station, etc. within ten days of Commencement of the Contract. Any

Changes in the Personnel deployed should also comply with the above formalities. Failure to do so

shall cause Penalty @5000/- for each day till compliance, to be deducted from next bill of the

1.31 The Contractor through its supervisor on the Campus shall submit weekly, monthly, reports duly

signed by the respective Heads of the Department/areas specified, as required.

1.32 The nine hours shift includes one hour break for lunch/Tea etc.

1.33 All the workers deployed shall be given one day weekly off and relievers should be provided by

rotational weekly off, etc. by the contractor, without additional billing to the institute.

1.34 In case of additional requirement of HK staff, the agency should make necessary arrangements on

prorata basis, immediately on receiving the written request from the authorized officials of NID.

1.35 There shall be seven festival holidays for the contractor workers in a calendar year irrespective of the

number of holidays observed by the institute. Out of these seven days, Republic Day, Independence

Day and Mahatma Gandhi’s Birthday shall be allowed without option, and the rest of the holidays

shall be fixed by the Institute with reference to the Institute’s holiday list.

Signature with stamp of Tenderer

2. GENERAL TERMS & CONDITIONS:

2.1 The contractor and his staff must also abide by various rules and regulations of NID including late

working permissions and to the students/staff and safety precautions as prevalent from time to time.

2.2 The contractor shall be fully responsible in all respects to effectively take care of HK needs of the

Institute by deploying personnel with adequate experience of having worked in similar organizations

2.3 The contractor shall ensure that no theft, pilferage, damage or any such similar act is committed or

omitted with regard to properties and assets of the Institute.

2.4 The contractor shall ensure regular attendance and proper performance of duties by HK staff

deployed by him at the respective points. The Proprietor/Director or his deputy should have a

meeting with the concerned officer at least twice in a month.

2.5 The contractor shall be responsible for lapses of commission or omission either inside or out-side the

premises by the persons deployed by the contractor in the campus.

2.6 The contractor shall make their own arrangements for accommodation, transport, canteen and any

other facility for their personnel deployed at the respective points.

2.7 The personnel engaged for HK services shall have to report well refreshed dully dressed and

presentable, before schedule of duty roster / time. The Institute shall not provide any facilities in the

campus to them for the above purpose.

2.8 There shall be no employee or employer relationship between the persons deployed by the

contractor and the Institute as the essence of the contract shall be hiring the services which

constitute expertise, HK functions, enquiries /surveys and monitoring of HK functions and not that of

2.9 The weekly off to all HK personnel shall be allowed as per the statutory provision. The contractor shall

further ensure that the personnel are of high integrity and their credentials must be verified with

reference to the police cases etc.

2.10 The contractor shall be fully responsible for all disputes, issues, claims & matters related to

employment, non-employment & terms of employment as far as employees engaged by him are

concerned. The contractor shall indemnify for all appointment of his personnel under him and that

they shall have no claim for temporary or permanent employment at NID.

2.11 In case the contractor abruptly stops the work with/without sufficient notice, the Institute may decide

to terminate the contract forthwith and will make immediate alternative arrangements. In such case,

the Contractor shall be liable for making good the additional expenditure that may be incurred by

the Institute for making alternative arrangements, till appropriate arrangements are made through

calling the quotations, besides forfeiture of security deposit.

2.12 In case of dispute on the interpretation of terms and conditions of the contract, the decision of the

Director, NID shall be final and binding on both the parties.

2.13 The contractor shall be responsible for the persons deployed by him observing all safety rules from

time to time. In case, the institute suffers any loss etc. of whatever nature from the persons deployed

by him not following the safety regulations/instructions, the contractor shall be liable to make good

all such losses as may be right to recover all such losses etc. from the security deposit and/or dues

payable to the contractor besides other remedies open to the institute.

2.14 The contractor shall maintain a fully equipped medical first aid box, which should be easily available

to the persons deployed by him. In case of accident or death of any personnel deployed by the

contractor while on duty it shall be the sole liability of the contractor.

The contractor shall ensure that are free from all communicable, and contagious infections and other

diseases and the contractor shall have the medically examined in case of any illness at his own cost.

The institute also reserves the right to direct the contractor to get his persons medically examined by

a physician approved by the sole expense of contractor. If in the opinion of the institute any person

deployed by the contractor is found to be suffering from any such communicable diseases or if any of

Signature with stamp of Tenderer

the person of the contractor is found to commit any misconduct or misbehaves, the institute may

restrain such person from entering the premises from immediate effect.

2.15 If, at any time, the institute finds any of the personnel deployed/supplied by the agency is unfit, the

same shall be intimated in writing/phone and, the contractor will be required to replace the same by

another person of the same rank and status immediately. The decision of the officer-in-charge of the

institute in this regard shall be final and binding on the contractor.

2.16 The Institute reserves its right to change/alter any of the terms & conditions with or without any

2.17 In the event of having found that the contractor or his personnel have involved /contributed to a

theft by deliberate influence or by themselves taking part in such an activity or involve in

inappropriate behaviors/scuffle/quarrel/manhandling/consumption of alcohol/prohibited substances

while on duty, the Director, NID reserves the right to forfeit the security deposit and terminate the

contract immediately with or without notice to the contractor, without prejudice to other remedies

available as appropriate to safeguard the interest of institute.

2.18 The contractor shall be required to provide Uniform and Photo identity cards to all personnel

deployed. The Supervisors of the Contractor shall ensure that the workers deployed by them are in

Uniform with Identity cards, while on duty in the Institute.

2.19 If at any stage during the period of the contract any case involving moral turpitude is instituted in

court against the contractor or the persons deployed by him, the NID reserves the exclusive and

special right to terminate the contract outright without any notice to the contractor and in such event

the contractor shall not be entitled to any compensation from NID with or without failure of

S/Depont or dues from NID.

2.20 The Contractor shall not engage the staff below the age of eighteen years.

2.21 Consuming or possessing Alcohol which at NID, Smoking, chewing pan/masala/gutkha/tobacco

products is strictly prohibited inside the campus. Non-compliance may lead to suitable penalty as

decided by the authorities of the Institute.

2.22 The successful bidder/Contractor shall not engage any sub-contractor or sublet/transfer the contract

to any other agencies/person in any manner.

2.23 The deployed staff at all timing shall be healthy and presentable in terms of dress/deportment, at all

2.24 As and when Monthly wages exceed Rs.21,000/- (Rs.807.69/- per day for 26 Days), then Contractor is

liable to indemnify N.I.D. for the liabilities under the Worksman’s Compensation Act/Fatal Accident,

personal injuries.

3. COMPLIANCE WITH VARIOUS ACTS:

3.1 The Contractor shall be fully responsible for complying with all the relevant statutory obligations as

applicable from time to time including:

Minimum Wages Act, including periodic revisions in the D.A. (As per the Central Government)

ESI/Employees' Compensation Act & Any other act, as applicable from time to time.

Contract Labor (Regulation and Abolition) Act Fatal Accident Act

Employees Provident Fund Act Gratuity Act

Payment of Wages Act Worksman Compensation Act/ECA

All the relevant records / documents / registers / correspondences /receipts etc. for the above may be

produced for verification whenever desired by the Institute.

The Contractor shall pay the Minimum Wages and D.A. not less than announced by the Central

Authorities. Consequences arising out of the non-compliance with statutory requirements shall be the

entire responsibility and be borne by the contractor. If not paid by the Contractor in prescribed time

limit by the concerned authorities, the Institute shall pay it directly to the authority and the same shall

Signature with stamp of Tenderer

be recovered from the payments due, Security Deposit etc. If any claim for any payment is made by any

employee of contractor, after the expiry of contract at NID, NID shall not be held responsible in any

3.2 The contractor shall have to strictly pay wages not less than minimum wages as notified by the

authorized body from time to time to his deployed personnel. The payment of wages to the persons

deployed by the Contractor shall be made by 7th of every month through workers ECS bank accounts.

The copy of pay-rolls shall be submitted with monthly bills. In case of payment through Bank ECS, the

bank’s statement showing full details of worker-wise payments may be submitted.

The tenure of contract shall be initially for a period of two years, with initial trial period of three

months which shall be counted in initial two years, from the date of letter of award of contract.

This can be renewed for a further period of two terms of one year each, with mutual consent. At

the sole discretion of the institute, the trial period can be extended for a further period of three months

or more. The Institute reserves the exclusive right to terminate the contract during the trial

period/extended trial period or contract period without assigning any reason whatsoever.

The Institute also reserves the right to extend the contract beyond agreed (two years) period on mutually

agreeable terms & conditions or to discontinue the contract by giving one month’s advance notice at

any time during the tenure of the contract. The Institute also reserves the right to revise the scope of

work, if necessary, during the tenure of the contract, specifying reason thereof.

In case the contractor wants to discontinue the contract, he will be required to give three months

advance notice to the Institute in writing stating reason for the same.

5. EARNEST MONEY DEPOSIT:

The contractors who have Registered under MSME/NSIC are exempted from payment of EMD, only If

valid documents are attached with Tender. The EMD of all unsuccessful bidder(s) shall be refunded after

Work Order/Letter of Intent is issued to L-1. The EMD of L-1 vendor shall be returned after Security

Deposit is submitted or the same could be adjusted as SD/PBG.

6. SECURITY DEPOSIT:

The successful bidder shall submit DD in the name of National Institute of Design, payable at

Ahmedabad or Performance Bank Guarantee from Nationalized Banks for Rs.3,30,000/- (Three Lacs

Thirty Thousand only) as security deposit which shall be valid till three months after expiry of initial

contract. In case this contract is extended, PBG shall be renewed/submitted afresh within a week from

such extension with validity till three months after expiry of the said extension.

7. COMMENCEMENT OF THE WORK:

The Housekeeping services will commence within (10) days of receipt of the letter awarding the contract

or as decided by the Competent Authority. In case the contractor fails to commence the work within the

stipulated time, the Security Deposit/EMD as applicable shall be forfeited in addition to seeking other

legal remedy for any loss or suffering to the Institute arising out of such failure of the contractor.

8. JURISDICTION:

Notwithstanding any other court or courts having jurisdiction to decide the question(s) forming the

subject matter of the reference if the same had been the subject matter of suit, any and all actions and

proceedings arising out of or relating to the contract shall lie in the court of competent civil jurisdiction

in this behalf at Ahmedabad only where this contract has been signed on behalf of the NID and only the

said court at Ahmedabad alone shall have jurisdiction to entertain and try such action(s) and/or

proceedings to the exclusion of all the other courts.

Signature with stamp of Tenderer

In case of dispute on the interpretation of terms and conditions of the Contract, the decision of the

Director, NID, shall be final and binding on the Contractor

(As per page-4 details of the tender document provisions)

Sr. Details Annexure

No. Description of the Requirement Reference

1 Year of Incorporation/ Establishment:

Registration Details of the

2 Assistant Labour Commissioner (State)

(Please attached a copy of registration)

4 Contact Details

5 Statutory Registrations Details

(ii) PF Registration number ____________________________________________

(iii) E.S.I. Registration number

(iv) Income Tax PAN number

(v) GST registration number ____________________________________________

(vii) Registration details of the firm as ____________________________________________

Proprietary/ Partnership/Company Details

[Please enclosed self-attested copies for

6 Name & Address of the Educational

Institute or Public Sector undertaking or

reputed Organisation in Bengaluru

having Housekeeping Contract of Rupees

two lakhs or more per month with your

Signature with stamp of Tenderer

firm (Enclose copy of the agreement or

7 Annual Turnover of the firm during last 2022-23 2023-24 2024-25

three financial years. Attach a copy of the (Rs. in lakhs) (Rs. in lakhs) (Rs. In lakhs)

certified audited statement of accounts or

a certificate from firm’s Chartered

8 Attach a statement showing list of current

contracts with full address of the sites,

monthly billing amount and Names of

the authorized person from the

Organisation who is in charge of

housekeeping /administration

9 Attach a statement of the past contracts,

in above referred format.

10 Attach a statement of Managerial,

Supervisory Staff/Employees of your firm,

with their full names, designation, years

of experience, etc. details.

11 Attach certificates of satisfactory services

provided by your firm, from the two

existing organizations and one past

Organisation/contract.

12 Details of the DD/PO for the Tender

document fee of Rs. 1500/-. If the

document was downloaded from the

13 Name and Contact details of the

authorized person from your firm, with

respect to this tender process.

14 Attach a copy from the Chartered

Accountant of your firm stating that your

firms has no dues pending to the Central

or State Government for any taxation,

labour laws or other liabilities.

I/We certify that the above statements are true and I/ we undertake to submit any other testimonials

certificates whenever called for in support of our statement. As per the instructions on page-3 of the

tender document, all relevant testimonials, documents, statements, copies, etc., are attached herewith.

Attach an Index/statement of documents attached with the Technical Bid.

Signature with stamp of Tenderer

Place: ___________ Signature, Name and Stamp of the

Date: authorized Signatory of the firm

SCOPE OF THE WORK AT THE NID, BENGALURU CAMPUS, BENGALURU

Sr. Expected Nos.

No. Short Description /Scope of Work Time Schedule of Workers

Unskilled Worker

Housekeeping Personnel for the main building–

Academic, Administration, Offices, Studios,

Classrooms, Workshops, Library, IT labs, Design

A. Galleries, Display Rooms, Board Rooms, & Main Daily

Gate, Internal roads, pathways. Collection of garbage (7:00 a.m.to 4:00 p.m.)

and cleaning of stair cases, passages, open areas,

dining area, staircase and surrounding (excluding

kitchen), Gym, recreation room, etc.

Cleaning and up keeping of toilets (Male and

B. Female), water coolers, washrooms on all Floors of (2 Male &

the Campus Female)

Garden and Plantation Areas:

Weeding, Sweeping the lawns and gardens, picking Daily

C. up of litter, fallen leaves and providing-sprinkling (8:00 a.m. to 5:00 p.m.) (Male)

water in the plantations and gardens of the Campus.

Providing Unskilled Workers:

D. Day to Day maintenance/shifting/ assisting electric

(8:00 a.m. to 5:00 p.m.) (Male)

Daily 05 Male /

E. Discipline Assistant

(9.00 a.m. to 6.00 p.m.) Female

F. Supervisor (Full time) 01 Male

Note: In accordance with the Institute's requirements, the agency will invite Plumbers, Painters,

Carpenters, Electrician and other necessary technicians etc on a call basis. The same shall be billed to NID

at the fixed minimum wages as per central government .

 All places which are frequently touched (such as door handles, benches etc.) to be wiped periodically

with disinfectants such as Sodium hypochlorite etc.

 All the corridors shall have to be wiped continuously.

 The timings and days of work shall be subject to change depending on the exigencies of work.

 Any chocolate wrapper or waste paper/other garbage found lying at floor or at any other area have to be

removed & cleaned immediately.

All the workers deployed shall be given one day weekly off and relievers should be provided by

rotational weekly off, etc. by the contractor, without additional billing to the institute.

Signature with stamp of Tenderer

PRICE BID FOR NID, BENGALURU CAMPUS

Tenderers should first read the instructions, before filling up the rate(s)

Please quote your service charge in % at column no.5 and 6, below for providing Housekeeping

and Man power Services for 9.00 Hrs. duty for deploying housekeeping personnel including all

statutory provisions, servicing of manual Sanipods, overheads & profit, etc. to be borne by the

bidding Agency.

Statutory Charges

*Basic+ D.A. EPF (Employee Percen

[Not less Provident Fund) tage

than +EPS(Employee 3.67%

(Per person) Nos. of Total

Sr. minimum Pension Scheme) 8.33%

Category (Basic +D.A. + Housekeeping Amount

No. wage] + Admin Charges 0.50%

Statutory Personnel (Rs.)

(Rs.) +EDLI (Employee 0.50%

As of Deposit Linked

01.04.2025 Insurance)

Total Rs.24,538/-

Rupees Twenty Four Thousand Five

In words Hundred Thirty Eight only

5 Service Charges of the Housekeeping Agency _________________%

(in Percentage)

•Institute will match expenses of Statutory Charges and minimum wages.

Circular No: 1/6(3)/2025-LS-II, dated 30.03.2026, Office of Chief Labour Commissioner (Central)

As and when Monthly wages exceed Rs.21,000/-(Rs.807.69/- per day X 26 Days), then Contractor

is liable to indemnify N.I.D. for the liabilities under the Worksman’s Compensation Act/Fatal

Accident, personal injuries.

 Bonus payment shall be made as per statutory norms by Housekeeping & Manpower Agency

once in a year, which shall be reimbursed by National Institute of Design (NID), on Submission of

all relevant documents.

 Service Charges/Administrative Charges quoted by the bidders necessarily has to be over and

above Zero percent. Further Zero percent includes all derivatives of Zero upto 0.9999 and thereof.

Any services charges not adhering to the above guidelines shall be considered unresponsive and

such bid shall NOT be considered for evaluation.

Signature with stamp of Tenderer

 As far as uniform is concerned, Institute will reimburse Rs.1,000/- per person, per year, on

submission of self-certification by Agency / Contractor.

 GST as per prevalent rules shall be paid by NID in addition to the Contract amount.

 Other things being equal, preference will be given to the tenderers having more experience of

running Manpower and housekeeping contract in similar Govt./Semi Govt./PSU organizations.

 The agency will provide electricians, plumbers and painters etc on a call basis at the minimum

wage rate applicable to skilled workers.

Signature with stamp of Tenderer

SUPPLY OF MATERIAL AND CONSUMABLES:

All materials/consumables other related items are to be provided by the Agency have to be of reputed

brands or in conformity with the specification/makes keeping in view good quality/standard.

List of Consumables:

2. WASHROOM CLEANER -R1 / R6

4. GLASS CLEANER - R3

6. GARBAGE BAGS

7. PRESSURE PUMP ???

8. TOILET BRUSH

9. URINAL CUBES

10 NEPTHALIN BALLS

12 WIPER (BIG & LONG SIZE)

13 WASH ROOM FRESHNERS

15 WHITE DUSTER (10x24 size and 24x24 size)

16 ROOM FRESHNER - R5

17 SCOTCH BRITE-3 M

18 COCKROACH SPRAY

19 INSECT SPRAY

20 WASHING POWDER

22 BATHROOM WIPER

23 GLASS DUSTER

25 FLOOR CLEANER LIQUID- R2

26 BUCKETS -15 LTS

29 TOILET PAPER ROLL

Note: In case of non-availability of brand mentioned in above table, Contractor will seek written

permission of the institute to use other equivalent brand which is not covered in above table.

Signature with stamp of Tenderer