Providing Catering Services (Food and Beverage Services) at Annexe Circuit House Shahibaug, Ahmedabad Under Ahmedabad City (R and B) Division, Ahmedabad.

Providing Catering Services (Food & Beverage Services) at Annexe

Circuit House Shahibaug, Ahmedabad Under Ahmedabad City

(R&B) Division, Ahmedabad.

(Through online e-tendering process only)

Cost of Tender Documents: Rs.2400 /-Non-Refundable

Signature of Bidder

Acceptance of Tender and Validity of Bidder’s Offer.....................................................................

Refund of Earnest Money to the unsuccessful bidders ................................................................................

Signature of Bidder

11. Annexure 4: Format for CA certificate indicating minimum Annual Turnover.....................................

15. Annexure 8: Format for declaration for not blacklisted .................................................................................

21. Annexure 11A: List of Infrastructure, Furniture & Fixture and Equipment ....................................

22. Annexure 11B: List of items to be repaired and maintained by Agency ...........................................

Signature of Bidder

1. The information contained in this Request for Proposals document (the “RFP”) or

subsequently provided to Bidder(s), whether verbally or in documentary or any other form

by or on behalf of the Authority or any of its employees or advisors, is provided to Bidder(s)

on the terms and conditions set out in this RFP and such other terms and conditions subject

to which such information is provided.

2. This RFP is neither an agreement nor an offer by the Authority to the prospective Bidders or

any other person. The purpose of this RFP is to provide interested parties with information

that may be useful to them in making their financial offers (Bids) pursuant to this RFP. This

RFP includes statements, which reflect various assumptions and assessments arrived at by

the Authority in relation to the Project. Such assumptions, assessments and statements do

not purport to contain all the information that each Bidder may require. This RFP may not

be appropriate for all persons, and it is not possible for the Authority, its employees or

advisors to consider the investment objectives, financial situation and particular needs of

each Bidder who reads or uses this RFP. The assumptions, assessments, statements and

information contained in the Bidding Documents, especially details regarding the project

sites, may not be complete, accurate, adequate or correct. Each Bidder should, therefore,

conduct its own investigations and analysis and should check the accuracy, adequacy,

correctness, reliability and completeness of the assumptions, assessments, statements and

information contained in this RFP and obtain independent advice from appropriate sources.

3. Information provided in this RFP to the Bidder(s) is on a wide range of matters, some of

which may depend upon interpretation of law. The information given is not intended to be

an exhaustive account of statutory requirements and should not be regarded as a complete

or authoritative statement of law. The Authority accepts no responsibility for the accuracy

or otherwise for any interpretation or opinion on law expressed herein.

4. The Authority, its employees and advisors make no representation or warranty and shall

have no liability to any person, including any applicant or Bidder under any law, statute,

rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for

any loss, damages, cost or expense which may arise from or be incurred or suffered on

account of anything contained in this RFP or otherwise, including the accuracy, adequacy,

correctness, completeness or reliability of the RFP and any assessment, assumption,

statement or information contained therein or deemed to form part of this RFP or arising in

any way for participation in this bid stage.

5. The Authority also accepts no liability of any nature whether resulting from negligence or

otherwise howsoever caused arising from reliance of any Bidder upon the statements

contained in this RFP.

6. The Authority may in its absolute discretion prior to the Bid Due Date, but without being

under any obligation to do so, update, amend or supplement the information, assessment or

assumptions contained in this RFP at anytime during the Bidding Process.

7. The issue of this RFP does not imply that the Authority is bound to select a Bidder or to

appoint the Selected Bidder or Agency, as the case may be, for the Project and the Authority

reserves the right to reject all or any of the Bidders or Bids without assigning any reason

whatsoever. Mere submission of a responsive Bid does not ensure selection of the bidder as

8. The Bidder shall bear all its costs associated with or relating to the preparation and

submission of its Bid including but not limited to preparation, copying, postage, delivery

fees, expenses associated with any demonstrations or presentations which may be required

by the Authority or any other costs incurred in connection with or relating to its Bid. All such

costs and expenses will remain with the Bidder and the Authority shall not be liable in any

manner whatsoever for the same or for any other costs or other expenses incurred by a

Bidder in preparation for submission of the Bid, regardless of the conduct or outcome of the

Bidding Process.

Interpretation:

In the interpretation of this RFP, unless the context otherwise requires:

1. The singular of any defined term includes the plural and vice versa, and any word or

expression defined in the singular has the corresponding meaning used in the plural and

2. Reference to any gender includes the other genders;

3. Unless otherwise stated, a reference to a Clause, Sub-Clause, Paragraph, Subparagraph,

Annex, Exhibit, Attachment, Schedule or Recital is a reference to a Clause, Sub-Clause,

Paragraph, Subparagraph, Annex, Exhibit, Attachment, Schedule or Recital of this RFP;

4. A reference to any agreement is a reference to that agreement and all annexes,

attachments, exhibits, schedules, appendices and the like incorporated therein, as the

same may be amended, modified, supplemented, waived, varied, added to, substituted,

replaced, renewed or extended, from time to time, in accordance with the terms thereof;

5. The terms “include” and“ including” shall be deemed to be followed by the words “without

limitation”, whether or not so followed;

6. Any reference to a person shall include such person’s successors and permitted assigns;

7. A reference to a “writing” or “written” includes printing, typing, lithography and other

means of reproducing words in a visible form;

8. Any date or period set forth in this RFP shall be such date or period as may be extended

pursuant to the terms of this RFP;

9. A reference to “month” shall mean a calendar month, a reference to “week” shall mean a

calendar week and a reference to “day” shall mean a calendar day, unless otherwise

10. The terms “hereof”, “herein”, “hereto”, “hereunder” or similar expressions used in this RFP

mean and refer to this RFP and not to any particular Article, Clause or Section of this RFP.

The terms “Article”, “Clause”, “Paragraph” and “Schedule” mean and refer to the Article,

Clause, Paragraph and Schedule of this RFP so specified;

11. In the case of any conflict, discrepancy or repugnancy between the provisions of the RFP

documents, provisions of the Contract Agreement shall prevail over and supersede the

provisions of other documents;

12. The descriptive headings of Articles and Sections are inserted solely for convenience of

reference and are not intended as complete or accurate descriptions of content thereof

and shall not be used to interpret the provisions of the Agreement; and

13. All capitalized words and expressions used in the RFP but not defined therein shall have

the same meaning as ascribed to them in the Contract Agreement.

1. Background and other Information

Executive Engineer, Ahmedabad City (R&B) Division, Ahmedabad on behalf of Governor of

Gujarat invites e-bids for providing Catering Services (Food and Beverages services) at Annexe

Circuit House, Shahibaug, Ahmedabad under Ahmedabad City (R&B) Divison, Ahmedabad

from experienced, financially sound and reputed Agencies. The details and schedule of

important dates is as under:

Details and important dates:

Name of Work Providing Catering Services (Food & Beverage

Services) at Annexe Circuit House Shahibaug,

Ahmedabad Under Ahmedabad City (R&B) Division,

Duration of the Contract 1 (One year) and extendable by 1 year.

Date of Publishing

Date & Time of Document’s

Downloading/ Start Date 06-05-2026, 10.30 hrs.

Last Date and Time of Document

Downloading 20-05-2026, 18.00 hrs.

Bid Submission Start Date & Time

Last Date and time of Bid

Submission (On Line–Technical & 20-05-2026, 18.00 hrs.

Last Date and time of Submission of

Technical Bid (Physical) 20-05-2026, 18.00 hrs.

Date and Time of Bid opening –

Technical (Online and Physical) 21-05-2026, 12.00 hrs.

Financial Bid Opening Date To be intimated after evaluation of technical bids

Cost of tender documents (non- Rs.2400/-(Rs. Twenty Four Hundreds only)

Earnest Money Deposit (EMD) Rs.50,000/- (Rs. Fifty Thousand only)

NOTE: Tender cost and EMD is exempted for bidders (Micro & Small Enterprises) registered

with District Industries Centre or any other bodies specified by the Ministry of Micro, Small

&Medium Enterprises for the appropriate category [Providing Food and Beverage services]

and having valid registration certificate as on date of tender submission. The MSMEs would

not be eligible for exemption of Tender Cost and EMD if (a) either they are not registered for

Providing Food and Beverage service Category or (b) they do not have valid registration as on the

date of tender submission. The tenderer seeking exemption from “Tender Cost and EMD”, being

MSMEs shall ensure their eligibility w.r.t. above and submit registration certificate issued by the

body under which they are registered which clearly mentions category of registration i.e. Providing

Food and Beverage services category and Terminal Validity of registration. In absence of any of the

above requirements no exemption for Tender Cost and EMD will be allowed and tenderer eligibility

shall be dealt as if they are not registered as MSME by District Industries Centre or any other

body(s) specified by Ministry of MSME.

Bidders have to participate online. Tenderer will have to procure / should have legally valid

Digital Certificate as per Information Technology Act-2000 using which they can sign their

electronic bids. Bidders can procure the same from any of the license certifying Authority of

India or can contact (n) code solution-a division of GNFC Ltd., who are licensed Certifying

Authority by Govt. of India.

In case bidders need any clarifications or if training required to participate in online tenders,

they can contact (n) Procure Support team:-

Contact Details:

(n) Code Solutions - A Division of

(n) Procure Cell 403,GNFC Infotower, Fax: +91-79-26857321,

S. G. Road, Bodakdev, E-mail: [email protected]

Ahmedabad–380054 (Gujarat) TOLLFREENUMBER: 1-800-233-1010 (EXT:

Tender documents can be downloaded from the websites: (i) https://gad.nprocure.com the

Financial Bid Due Date. The Bidders are requested to submit the Tender Fee and EMD amount

in form of the Demand Draft / BG (Refer to Schedule 3 for List of Applicable Banks) along with

the Bids. Bidders are required to submit their Technical Bids in the hard copy on the

communication address as mentioned above, and the Technical as well as Financial Bid to be

uploaded on the website as mentioned. The Financial Bid shall not be submitted with the

physical copy of Technical Bids. If Financial Bid is submitted along with Technical Bid,

it will lead to disqualification of the Bidder.

In this Tender Document, unless the context otherwise requires or provides for, the following

words and expressions shall have the meanings as are hereinafter respectively assigned to

1. “Authority” shall mean Competent Authority.

2. “Annexure” referred to in the Tender document shall mean the relevant annexure

appended to the Tender Document and the Contract.

3. “Approved” shall mean approved in writing.

4. “Bidder” shall mean the Bidder who submits the tender for the Catering Services and

shall include the successors and authorised / permitted assignees of the Bidder.

5. “Annexe Circuit House” shall mean located at Dafnala, Shahibaug, Ahmedabad.’

6. “Manager” shall mean an Officer authorized by the Executive Engineer to work as the

Representative Officer of Annexe Circuit House.

7. “Commencement Date” shall mean the date from which the Agency receives the notice

to commence the Services.

8. “Competent Authority” shall mean the Executive Engineer, Ahmedabad City (R&B)

Division, Ahmedabad.

9. “Competent Officer” shall mean an officer authorized by the Executive Engineer.

10. “Contract” shall mean the contract for the services and shall include the Tender

Documents, the Special Conditions of Contract, the General Conditions of Contract, the

Letter of acceptance and the accepted rates in the offer, the Agreement and mutually

accepted conditions as per the correspondence exchanged between the Agency and the

Competent Authority.

11. “Contract Amount” shall mean the sum quoted by the Agency as License Fee per

month in his offer and accepted by Competent Authority.

12. “Agency” shall mean the individuals or firm or company and shall include legal

representatives and heirs of such individual or persons composing such firm or

successors of such firm or company as the case may be and authorised / permitted

assignees of such individual or firm or company. This shall be synonymous with term

“Bidder” used in the Detailed Tender Notice and shall mean the successful “Bidder”.

13. “Letter of Acceptance” means the formal acceptance of the bid issued by the Competent

14. “Agency” means the entity to which the contract is given.

15. “Executive Engineer” means the Executive Engineer, Ahmedabad City (R&B) Division,

Ahmedabad appointed by Government of Gujarat or his/her authorized representative.

16. “Meals” shall include Tea, Breakfast, Mid-morning tea, Lunch, Mid-evening tea, snacks

and Dinner and other food items served on Special Occasions.

17. “Prescribed” shall mean as prescribed in the Tender Document.

18. “Services” shall mean the Catering and related services to be rendered to the Annexe

Circuit House by the Agency as stated in the Contract or that are prescribed in the

Tender document.

19. “Tender” means the Agency’s bid offered to the Competent Officer for the supply of the

Food and Beverages Services and remedying of any defects therein in accordance with

the provisions of the Contract and conditions of the tender.

20. “Services” and “Scope of services” shall mean the totality of the services and supplies

of food and materials by expression or implication envisaged in the contract and shall

include all material, equipment and labour required for commencement, performance,

provision or completion thereof.

Any term that has not been defined hereinabove, shall be governed by the meaning

explained in Oxford Dictionary and/or should be determined by the General Clauses Act

relevant to such contracts.

3. Instructions to Bidders

3.1 Sealed tenders are invited from the agencies having experience of providing / managing

Catering and related services (serving all kinds of cuisine) at Hotels / Restaurants /

Government Guest Houses / State Bhawans / Clubs of repute having support of

professional staff with proven track record of operation and who/which fulfill the

Technical Requirements.

3.2 Tender can be downloaded from the websites: (i) https://gad.nprocure.com

before the Bid Due Date. Tender Cost to be submitted in the form of DD (Demand Draft)

and EMD in the form of FDR (minimum 165 days validity) are favour of “Executive

Engineer, Ahmedabad City (R&B) Division, Ahmedabad” payable at AHMEDABAD up

to 27-05-2026 up to 17.00 hrs. Any tender received without the tender fee and EMD

would be summarily rejected. Demand Draft obtained earlier than the date of

advertisement inviting bids for allotment of the license will not be accepted. All bidders

are required to follow the bidding process as mentioned on the website

https://tender.nprocure.com and are required to submit their technical bids online as

well as in the hard copy on the communication address as mentioned, and the Technical

and Financial Bid are to be submitted on the website as mentioned. The Financial Bid

shall only be submitted online and not be submitted with the hard copy (physical

submission) of Technical Bids. If Financial Bid is submitted along with Technical

Bid, it will lead to disqualification of the Bidder.

3.3 The Bidders are advised to physically visit (before bid submission) and inspect at

their own cost, all the existing facilities, availability of equipment, tools, building

and premises as such, etc. that may be necessary for preparing the bid and for

entering into an agreement for providing Catering Services (Food & Beverage

Services) at Annexe Circuit House, Shahibaug, Ahmedabad. No complaints on the

available facilities will be entertained at a later date.

3.4 Pre-Bid Conference: A Pre-Bid conference will be held in The Office of Executive

Engineer, Ahmedabad City (R&B) Division, Ahmedabad on --. to discuss various issues

relating to the tender. Interested bidders may make it convenient to attend the same. If

need be, the bidders may visit the actual site of Annexe Circuit House, Shahibaug,

Ahmedabad at their own expenses.

3.5 Bids should be submitted on or before the respective Bid Due Dates and should be in the

prescribed forms/formats as mentioned in this document. The Bid should be sent in

sealed covers respectively super-scribed as “TECHNICAL BID for Selection of Agency

for Providing Catering Services (Food & Beverage Services) at Annexe Circuit

House Shahibaug, Ahmedabad Under Ahmedabad City (R&B) Division,

Ahmedabad.” and Technical & Financial BID are to be submitted (uploaded online)

on the website, as well, as mentioned as per the website’s process. The technical bid shall

be submitted in a bound format, with cover letter and index page. The bound Document

along with the Tender Fee and EMD should be put in a large envelope and sealed. Sealed

Bids can be submitted and sent by RPAD / Speed Post at the following address:

Executive Engineer,

Ahmedabad City (R&B) Division,

A block, 3rd floor, Bahumali

Bhavan, Vastrapur, Ahmedabad.

3.6 Bids not in the prescribed forms/formats will be summarily rejected.

3.7 Bids shall be accepted only during office hours on Business Days up to the due date and

time as given before. Bids received after the due date and time shall be rejected and

shall be returned unopened.

3.8 In the event a qualified Bidder wants to withdraw the Bid, the EMD of such Bidder shall

3.9 Bidders are advised to fill all information clearly and legibly in typed format duly giving

index and pagination.

3.10 The EMDs of all unsuccessful Bidders, except the Bidder (H2) next to the Preferred

Bidder (H1), will be returned without any interest, promptly, but not later than one

month after the expiration of the Bid validity period or within 15 days of issue of Work

order to the Preferred Bidder, whichever is earlier. The EMD of H2 will be returned

within 15 days of signing of Contract Agreement with the Preferred Bidder.

3.11 The EMD of H1 & H2 shall be extended beyond the original validity period in case the

signing of Contract Agreement is delayed due to any reason. Such extension is however

be as mutually agreed.

3.12 As per evaluation process mentioned in Section-5 of this tender, Preferred Bidder would

be issued a Work order, inviting to sign the Contract Agreement (CA) on fulfilling

conditions precedent.

3.13 The Preferred Bidder shall return a duplicate copy of Work order as issued by the

Authority, duly signed by Authorized Signatory within 7 (seven) days from the date of

issue of Work order.

3.14 Within 30 days from the date of issue of Work order, the Preferred Bidder shall sign the

Contract Agreement with Authority failing which the Work order shall stand withdrawn

without any liability on Authority and the EMD of such Bidder shall stand forfeited.

3.15 Bidders should note that:

(i) If they withdraw their Bid after their Technical Bid has been accepted, or

(ii) In case Preferred Bidder fails to execute the Contract Agreement within 15 days

from the date of receipt of the Work order, or

(iii) If they conceal any material information or make incorrect and misleading

statements or misrepresent facts in their Bid, or

(iv) Try to influence Authority or any of its officials in relation to the evaluation of

Authority shall have the right to forfeit their EMD and blacklist them from participating

in any future tenders issued by Authority.

3.16 Bids shall remain valid for a period of 120 days from the date of opening of the Financial

3.17 Authority reserves the right to accept or reject any Bid at its sole discretion and without

assigning any reason.

3.18 Authority may, at its sole discretion, extend the respective due dates for bid submission

and amend the Tender documents. In such a case, all rights and obligations of Authority

and Bidders previously subject to the due dates will thereafter be subject to the due

dates as extended. Any Addendum / details regarding revised due dates will be uploaded

on the respective websites, which will subsequently form an addendum to this RFP, as

required. The Bidders are advised to visit the websites from time to time.

3.19 During evaluation of Bids, Authority may, at its discretion, ask a Bidder for further

clarifications and/or information. The request for clarification and the response thereto

shall only be in writing. The Bidder shall have to reply to the clarification within

Business Days or any such period as specified from the date of receipt of the request

failing which the Bid of such a Bidder shall be rejected and Authority shall have the right

to forfeit the EMD of such Bidder.

4. Terms & conditions

4.1.1 Executive Engineer reserves the right to accept or reject any bid without assigning any

reason and also to invite fresh bids, as deemed appropriate, or to have negotiation.

Executive Engineer also reserves the right to withdraw bid for Providing Catering

Services (Food & Beverage Services) at Annexe Circuit House Shahibaug, Ahmedabad

Under Ahmedabad City (R&B) Division, Ahmedabad.

4.1.2 After the pre-bid meeting, Executive Engineer may amend the bid documents. The

amended documents shall be posted to the official website of (n) Code Solutions - A

Division of GNFC Ltd.

4.1.3 To give applicants reasonable time to take an amendment into account in preparing

their applications, the office of the Executive Engineer may, at its discretion extend the

deadline for the submission of bids.

4.1.4 No conditional bids or incomplete bids or those received without required documents

and Earnest Money shall be considered and shall be summarily rejected.

4.1.5 No modification or substitution of the submitted bids shall be allowed. Bidder may

withdraw his bids after submission, provided that written notice of the withdrawal is

received by Executive Engineer before the due date for submission of bids. In case, a

bidder wants to resubmit his bid, he shall submit a fresh bid following all the applicable

4.1.6 The Executive Engineer reserves the right to modify terms and conditions of the

contract which shall be granted to the successful bidder after the bidding process, if in

the opinion of the Executive Engineer, it is necessary or expedient to do so in public

interest or for proper implementation of the services. The decision of the Executive

Engineer shall be final and binding in this regard.

4.1.7 All communications to the office of Executive Engineer, Ahmedabad City (R&B) Divison,

Ahmedabad must be sent on the letter-head of the applicant under the signature of the

authorized signatory whose name & designation must be mentioned in such letter. Any

letter without name & designation of the authorized signatory and / or letters on plain

paper may not be entertained.

4.2 Corrupt & Fraudulent Practices

4.2.1 The Executive Engineer requires that bidders under this contract observe the highest

standard of ethics during the period of contract. In pursuance of this policy, the

Executive Engineer:

(a) Defines, for the purpose of these provisions, the terms set forth below as follows:

i. “Corrupt practice” means the offering, giving, receiving or soliciting of anything of

value to influence the action of a public servant; and

ii. “Fraudulent practice” means a misrepresentation of facts in order to influence the

execution of a contract to the detriment of the Employer, and includes collusive

practice among Applicants / Bidders (prior to or after bid submission) designed to

establish bid prices as artificial non-competitive levels and to deprive the Employer

of the benefits of free and open competition.

(b) Will reject a proposal for award of contract, if it is determined that the Applicant

recommended for award has engaged in corrupt or fraudulent practices in

competing for the contract in question.

(c) will declare an Applicant/ Bidder ineligible, either indefinitely or for a stated period

of time, for award a contract/ contracts, if it at any time it is found that the

Applicant/ Bidder has engaged in corrupt or fraudulent practices in competing for,

or in executing the contact.

4.3 Termination / Revocation of License

4.3.1 In case of default of any of the terms stipulate herein or breach of any of the Terms and

Conditions of the Contract Agreement or if any legislation prohibiting or restricting such

terms is imposed or impending, the Office of the Executive Engineer shall be entitled to

revoke/ cancel/ terminate the License granted under this Agreement with an immediate

effect, without being liable to give any notice to the Agency. In such an event, the Agency

will not be entitled to refund of license fee and the performance/Security Deposit. The

Agency undertakes to vacate the Licensed Premises immediately or as directed by the

Office of the Executive Engineer.

4.3.2 Any act of the Agency which results in violation of this Agreement or any of the Terms

and Conditions contained therein or instructions of the Office of the Executive Engineer,

shall give Office of the Executive Engineer the right to forfeit the entire amount of the

performance/ Security Deposit in addition to the right to terminate the Agreement

without any notice including making good the expenditure/ cost if any incurred by the

Office of the Executive Engineer in this regard.

4.3.3 Upon the expiry of the period of the Licensed Term or earlier termination of the License

for any cause whatsoever, the Agency shall have no right, title, interest to use the said

Licensed Premises. The Office of the Executive Engineer shall have undisputed right to

make use of the said Licensed Premises at its discretion thereafter and also to grant

license and/ or further rights of the Licensed Premises to any third person or any other

party (ies). It will be lawful for the Office of the Executive Engineer without notice to

enter upon the Licensed Premises after the revocation of the License on

termination/expiry of this Agreement. The performance/ Security Deposit shall be

refunded by the Office of the Executive Engineer to the Agency only on the expiry of the

License term after deducting/adjusting any existing dues of water, damage charges, if

any, any other unpaid bill/ fee due.

4.3.4 The Agency may also, without assigning any reason, revoke the License and terminate

the Agreement after giving two months prior written notice to the Office of the

Executive Engineer, but in such an event the Office of the Executive Engineer shall not

refund the License Fee & Performance Security or any part thereof.

4.3.5 Revocation of License and termination of the Agreement for any reason whatsoever

shall not absolve the Agency from responsibilities, liabilities for damages and / or

payments prior to the termination of the Agreement.

4.3.6 For violation of any terms & conditions of Agreement, the defaulter Agency will also be

debarred for allotment of any Food & Beverage Services in Annexe Circuit House in his /

/ their name(s) or in the names of their partners, directors, employees, associates,

subsidiaries, sister concerns, affiliates, administrators, representatives, successors etc.

as defined in the Companies Act 1956 and/or in other applicable Acts. Any person(s)

acting under or through the defaulter Agency will also be debarred for allotment of any

Food and Beverage services in Annexe Circuit house.

4.3.7 In case if for any reason whatsoever the Agency continues to occupy the said

Government Premises beyond the expiry of Agreement, 100% of the security deposit

shall be forfeited. If Agency or its staff member would make any kind of damage to any

assets of this premises by any means, The Agency has to pay the full amount equivalent

to the damage occurred as decided by the competent authority without any protest /

demur. Under no circumstances will the agency be allowed to occupy the Annexe Circuit

House premises/ Dining Hall after the fourteen days of default and the same would be

taken over by this office without any notice and in such a situation, the agency will have

no right to their items, if any, found in the outlet and the same will be disposed off at the

risk and cost of the agency.

4.3.8 Bidder is requested to submit all the required documents properly indexed in the Bid

with cross reference, to enable a faster scrutiny. It must have all necessary documents to

support its claims made in the bid. This may include:

(a) All the details sought from the bidder in the tender papers including all

documents mentioned in pre-qualification criterion.

(c) Self-attested copies of all the documents on which the bidder relies upon to

meet the criteria given in the Tender document.

4.4 Acceptance of Tender and Validity of Bidder’s Offer

A Competent Officer may accept a Tender on behalf of the Executive Engineer. The

Competent Officer will inform the successful Bidder the acceptance of the Tender. The

offer will be valid for a period of 180 days from the date of Technical Bid due date

4.5 Refund of Earnest Money to the unsuccessful bidders

Earnest Money shall be refunded to the unsuccessful bidders after award of license

allotment letter. However, the successful bidder’s earnest money shall be returned

against the performance / security deposit amount.

4.6 Forfeiture of the EMD

4.6.1 In case the successful Bidder backs out and/or fails to take up the job under the

Contract, the amount of EMD may be forfeited by the Competent Authority.

4.6.2 The successful Bidder shall not revoke his Tender or vary its terms and conditions

without the consent of the Competent Authority during the validity period of Tender,

failing which the Earnest Money deposited by the agency shall stand forfeited to the

Government of Gujarat without prejudice to its other rights and remedies and the

Agency shall be disentitled to submit a Tender to the Government of Gujarat for

execution of any work during the next twelve (12) months effective from the date of

such revocation.

4.6.3 If the successful Bidder does not pay the Security Deposit or Performance Deposit in the

prescribed time limit or fails to sign the Contract, the Earnest Money Deposit will be

forfeited by the Competent Authority who may invite the next best choice available at

risk and costs of original successful bidder which may be recovered by following the

legal remedies available to the Competent Authority. In deciding the selection of

Agency for the services, great emphasis will be put on the ability and competency

of Agency to provide high quality services according to the time schedule to be

indicated by a Competent Officer.

4.7 Inspection of Site/ Infrastructure

The Bidders before submitting its Bid should inspect and examine the site

infrastructure and its surroundings and satisfy themselves about form and nature of the

Site, the quantities and nature of the Work/Service and materials necessary for the

completion of the Works/Services, means of access to the site, the accommodation it

may require, and in general, obtain all necessary information as to risk, contingencies

and other circumstances which may influence or affect its bid. No extra charges

consequent on any misunderstanding or otherwise shall be allowed.

Information relating to the examination, clarification, evaluation and comparison of

Tenders and the award of a Contract shall not be disclosed to Bidders or any other

person not officially concerned with such process until the award to the successful

Bidder has been announced. The information provided by the bidders shall be treated

as provided in Commercial Confidence that will not be ordinarily disclosed.

5. Evaluation Process

Opening of Bids

1. The Authority, through its competent officers, shall open the Technical Bids on the date, place

and time mentioned in Section 1 of this tender document and in the presence of the Bidders

who choose to attend.

2. The Authority will subsequently examine and evaluate the Bids in accordance with the

provisions set out in the Tender. Subject to the terms of this Tender, the Bids received shall

be evaluated sequentially in the following steps:

 Stage 1: Test of Responsiveness

 Stage 2: Pre-Qualification of Bidders

 Stage 3: Evaluation of Technical Bid

 Stage 4: Evaluation of Financial Bids

3. It is hereby clarified that Technical Bids of only those Bidder(s) who qualify Stage 1 and Stage

2 shall be considered for evaluation in Stage

4. On evaluation of Technical Bids, respective assessment towards qualification criteria shall be

conducted. Only those Bidders who are found eligible as per the qualification criteria shall be

considered for Financial Bid opening and the Financial Bids of only those Bidders shall be

5. The Bidder will be deemed to have understood and agreed that no explanation or

justification on any aspect of the Bidding Process or selection will be given. If any information

furnished by the Bidder is found to be incomplete, or contained in formats other than those

specified herein, the corresponding bid shall be rejected. The Authority may, in its sole

discretion, exclude the relevant bidder from evaluation of the respective Bidder’s Eligibility

Stage1: Test of Responsiveness

Prior to evaluation of the documents contained in the Technical Bid envelope, the Authority

shall determine whether each Bid is responsive to the requirements set out in this Tender. A Bid

shall be considered responsive only if:

1. It contains EMD of Rs.50,000/- in the form of FDR (minimum validity of 165 days) and Non-

refundable Tender Fees of Rs.2400/- in the form of DD.

2. It is received as per the formats prescribed in the Tender.

3. It is received by the Technical Bid due date including any extensions thereof. It is signed,

sealed, bound together and marked as stipulated in the document.

4. It contains information in formats same as those specified in this Tender.

5. It contains the necessary documentary proof as specified in the Tender.

6. It does not contain any condition or qualifications, and it is non-responsive in terms hereof.

Executive Engineer reserves the right to reject unresponsive bids without assigning any

reason whatsoever.

Stage2: Pre-Qualification Criteria:

Bids, which are found to be responsive to the requirements of the tender as specified above

under Stage 1, would only be opened for assessing their Pre-Qualification for the bidding

process as under.

S. No. Technical Criteria Documentary Evidence* in the name

1 The Bidder shall necessarily be a legally 1. Incorporation Certificate, PAN Card,

valid entity either in the form of a Aadhaar Card

Limited Company / Private Limited 2. Registered partnership deed copy duly

Company (registered under the attested and

Companies Act, 1956 / 2013) or 3. For Proprietorship Company Valid

proprietorship firms /partnership firms Shop and Establishment license under

registered with relevant authorities. the act

Note: Bidders in the form of JV/

consortium are not permitted.

2 Minimum experience of three years as 1. Operation Contract / Agreement/

on 31st March, 2026 in business of License Agreement / Franchisee

providing / managing Catering and Agreement

related services (serving all kinds of AND

cuisine) at Hotels / Restaurants / 2. Copy of license / registration from

Government Guest Houses / State Local Municipal Corporation / other

Bhawans / Clubs of repute/ Hospital/ applicable authorities

Industrial or Institutional Canteen. AND

3. GST No. and return / Service tax return

Bidder will have to clearly state start etc.

month and year of Operation or AND

Management of Fast food chains / 4. A letter of recommendation from the

Restaurant chains / food outlets of head of the organizations where such

reputed brand on franchise basis. The canteen/ restaurant/ food joint/ hotel

experience will only be counted from is functional.

owning / operating / managing such AND

establishments by the bidder. 5. Self-certified list (name & location) of

Fast food chains/ Restaurant chains/

food outlets of reputed brand

(Format at Annexure 3).

3 Minimum Annual Turnover of the 1. Audited Financial Report past

Bidder shall be of Rs. 2.00 Crore (Two (three) financial years during last

Crore only) in last 5 financial year financial year

2. CA certificate indicating Annual

Financial Turnover for past 3 (three)

financial years during last 5 financial

year, clearly bearing UCIN. (Format

4 Should have latest bank solvency Solvency Certificate should not be prior to

certificate for amount of at least 01.01.2026. It should be from a nationalized

Rs.1.00 Crore or scheduled Bank.

S. No. Technical Criteria Documentary Evidence* in the name

5 The bidder shall provide the following A copy of the following:

identity details:

1. PAN 2. Service Tax Return Statement /

2. Service Tax Number Certificate.

3. GST Number 3. Income Tax Return Statement /

Certificate for 2022-23, 2023-24 &

4. GST Registration Certificate (Copies of

the latest paid challan may be

submitted to substantiate the claim)

6 The bidder has to submit its Affidavit As per the format given in Annexure

cum Declaration Certificate

7 The bidder has to submit an Anti- As per the format given in Annexure

Collusion Certificate Signed and sealed by

the authorized signatory

8 The bidder has to submit its History of As per the format given in Annexure

9 The bidder has to submit self-certified As per the format given in Annexure

letter indicating that they have not been

blacklisted by any Government

Department, Organization, Corporation,

or any other body

10 The Bidder shall obtain and submit self- Permission/ licenses of various authorities

attested copies of all the necessary such as AMC, Commercial/ GST authority,

documents ESIC/ EPFO, Labour Authority, Income Tax,

Food Safety and Standard Authority of

India (FSSAI)/ Concerned Local Authority

(for health of workers) All necessary

certificates duly attested need to be

1. The Bidders must submit the documentary proof in support of meeting the pre-qualification

criteria as a part of the bid. Simply undertaking by the bidder for any item of the criteria

shall not suffice the purpose.

Stage 3: Evaluation of technical bids

Provided, the bidder fulfils the Pre-Qualification Criteria as per given parameters under Stage

their technical assessment will be done. After detailed evaluation as per marking system given

below, Office of the Executive Engineer shall shortlist the bidder securing 70% or more marks

(“Technical Score”). Such bidder shall be called “Technically Eligible Bidder” and such

technically eligible bidder shall only be eligible for Financial Bid opening. Technical Evaluation

Criteria are given in the following table:

S. No. Technical Criteria Marking Pattern Maximum

1 Relevant minimum 3 years experience If experience in years is

(in number of years) in providing /  >3 and <5– 20 marks

managing Catering and related  >5 and <10– 25 marks

services (serving all kinds of cuisine)  >10 years – 30 marks

at Hotels / Restaurants / Government

Guest Houses / State Bhawans / Clubs

of repute/ Hospital / Industrial or

Institutional Canteen.

2 Minimum Annual Average Turnover: If Turnover in Rs. Cr. Is

Rs. 2.00 Crore of the bidder.  >2 and <3–20 marks

Documentary Evidence to be  >3 and <5–25 marks

provided  >5 – 30 marks

3 Concept Presentation

Comprehensive Operational Plan with

A presentation is required either in

all details of manpower proposed soft / hard copy.

(number, rank, experience,

qualifications), provision of staff

uniform, apron, cap etc. for the catering

staff and related services in VVIP rooms

and Government Guest Houses.

1- Financial Bid of those bidders will be opened who qualify all the above mentioned criteria

2- The technical bids shall have to be submitted in a bound format, with cover letter clearly

stating the location of bid and Index page. Bid submitted in loose form shall stand rejected.

3- The Financial Bids shall not be submitted along with the Technical Bids. It shall be

submitted only through N-procure. If the Financial Bids are submitted with the physical copy

of technical bid, it will lead to disqualification of the Bidder.

4- Authority may decide to make a surprise Site Visit at the locations as mentioned by the

Preferred Bidder. The purpose of the same is to understand food and service quality

standards, hygiene and cleanliness.

Stage 4: Evaluation of Financial Bid

“Technically Eligible Bidder” as given above shall only be eligible for Financial Bid opening.

a. In the Financial Bid Stage, Financial Bids would be opened only for those Bidders who

have been shortlisted in the stage as per stage 3 above.

b. Financial Bid is required to be submitted on www.nprocure.com (sample format at

Annexure1) on or before the Bid due date.

c. The Financial Bids will be evaluated on the basis of Financial Score (Sf), as defined below:

The Financial Score shall be calculated on the basis of Monthly License Feeas

quoted by the bidder.

Calculation of Financial Score (Sf): The Financial Scores of the Financial Bids will be

computed as indicated below:

 Financial Score of the Total Monthly Premium quoted, Sf=100*F/Fm

Fm–Highest Total Monthly Premium as quoted among the technically shortlisted

F-Total Monthly Premium as quoted in the Financial Bid under consideration;

Sf-Financial Score of the Bidder under consideration based on the Total Monthly

Premium quoted (marks out of 100);

Final Marking under QCBS

After the Financial score for all the shortlisted Bidders are computed, technically shortlisted

Bidders shall be ranked as per QCBS process as described herein. The final QCBS score shall be

computed based on the combined technical and financial scores with a weightage ratio of 70:30

(weightage given to the Technical Proposal = 70%; weightage given to the Financial Bid = 30%)

as indicated in the table below.

S. No Description Weightage Score

1 Total Technical Score (St) of the 70% (i.e. St*0.7)

Technical Evaluation Stage

2 Total Financial Score (Sf) of the 30% (i.e. Sf*0.3)

Financial Bid Stage

3 Combined Score (Score out of 100) 100%

Selection of Preferred Bidder

The Bidder achieving the Highest Combined Score shall be the Bidder to whom the Catering

services, subject to the terms of this RFP, be awarded (the ‘Preferred Bidder’ or ‘Highest

In the event two or more Bidders obtain equal Combined Score (the "Tie Bidders"), draw

process will be done between all the Tie Bidders and then Winner of the draw process will be

selected as a Preferred Bidder.

Subject to the provisions of clause above, the Bidder whose Bid is adjudged as responsive in

terms of this RFP and who achieves the highest Combined Score shall be declared as the

Preferred Bidder. In the event that the Authority rejects all Bids or annuls the Bidding Process,

as the case may be, for whatsoever reason, it may, in its sole discretion, invite all eligible Bidders

to submit fresh Bids hereunder

Generally, the Preferred Bidder shall be the Highest Bidder (H1). The remaining Bidders shall be

kept in reserve and may, in accordance with the process specified in this RFP, the second

Highest Bidder (H2) be invited to match the Financial Bid submitted by the Highest Bidder (H1)

in case such Highest Bidder withdraws or is not selected / considered for any reason. In the

event that none of the other Bidders match the Bid of the Highest Bidder, the Authority may, in

its discretion, invite fresh Bids from all Bidders or annul the Bidding Process, as the case maybe.

Provided that the Bid is substantially responsive, the Bid Evaluation Committee shall correct

arithmetical error in the following cases, namely: (a) If there is a discrepancy between the unit

price and the total price that is obtained by multiplying the unit price and quantity, the unit

price shall prevail and the total price shall be corrected, unless in the opinion of the Committee

there is an obvious misplacement of the decimal point in the unit price, in which case the total

price as quoted shall govern and the unit price shall be corrected. (b) if there is an error in a

calculation of the total corresponding to the addition or subtraction of subtotals, the subtotals

shall prevail and the total shall be corrected; and (c) if there is a discrepancy between words and

figures, the amount in words shall prevail, unless the amount expressed in words is related to an

arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above.

Contacts during Bid Evaluation

Bids shall be deemed to be under consideration immediately after those are opened and until

such time the Authority makes official intimation of award/rejection to the Bidders. While the

Bids are under consideration, Bidders and/or their representatives or other interested parties

are advised to refrain, save and except as required under the Bidding Documents, from

contacting by any means, the Authority and/or their employees/representatives on matters

related to the Bids under consideration.

Issue of Work Order after evaluation of the Bids

Upon completion of the Bid evaluation process, acceptance of the Bid and intention of award of

the Project would be conveyed by Authority to the Preferred Bidder, who satisfies all other

compliance requirements, the Work order would be issued to the Preferred Bidder.

Signing of License Agreement

The Preferred Bidder shall sign the Contract Agreement with Authority within 30 (thirty) days,

or an early date as desired by the Authority, of issue of work order upon fulfilling the

If the Preferred Bidder fails to sign the Contract Agreement, the Bid Security of the Preferred

Bidder shall be forfeited. In that event, the process, as defined in this RFP, will be followed.

The Bid Security of the Preferred Bidder will be released only upon signing of the Contract

Agreement and furnishing the Performance Security in accordance with the provisions thereof.

6. Checklist for Technical Bid

Bids must be accompanied with the following documents:

1. Cover letter stating details about the Bidder and location of Bids.

2. Index page marking the flow and contents of the Bid (which should be bound together

with the documents).

3. Documentary proof, where applicable, as evidence of satisfaction of the Technical and

Financial requirements as stated in Section 5;

4. Bidder shall submit a copy of the Tender document with each page signed by the Bidder;

5. Earnest Money Deposit (“EMD”) of Rs. 50,000/- shall be paid by way of a crossed FDR

(Minimum validity of 165 days)/ Bank Guarantee drawn on any Nationalized Bank or

Scheduled Bank payable at Ahmedabad;

6. Non-Refundable Tender Fee of Rs.2400/- shall be paid by way of a crossed demand

draft drawn on any Nationalized Bank or Scheduled Bank payable at Ahmedabad;

7. Copies of all tax registrations;

8. A certified true copy (attested by a notary) of identity proof of the Bidders shall be

Bids that do not contain the above documents, where relevant, shall be summarily

rejected. In such a case, Office of the Executive Engineer shall reserve its right to forfeit

the EMD, if any.

a. All the above mentioned documents shall be submitted along with the Technical Bids in

hard copy on the date specified in Section 1 of the Tender document. If Bidder fails to

submit any of the above mentioned documents, his/her Bids shall stand disqualified.

Technical Bid shall also be uploaded online on n-procure.

b. The Financial Bids shall not be submitted with the Technical Bids. The Financial Bids are to

be submitted online on n-procure only. If any bidder submits the Financial Bid along with

the Technical Bid, his Bid shall stand disqualified.

c. The envelope containing the proposal shall be super scribed as “Tender for Selection of

Agency for Providing Catering Services (Food & Beverage Services) at Annexe

Circuit House Shahibaug, Ahmedabad Under Ahmedabad City (R&B) Division,

d. DD/ FDR or BG for EMD and Tender Fee must be submitted in a separate envelope.

7. Technical Bid Format:

Cover Letter introducing Name of Organisation, core work area, experience and location

of Bid. The same should be submitted in the format attached and on the letter head of

the organisation of the Bidder.

Affidavit cum Declaration stating fulfillment of the technical and financial capabilities

and showcasing commitment towards sharing correct information, submitted as part of

Tender (same should be on a non-judicial stamp paper of Rs.500/- duly signed by the

authorized signatory).

Copy of Tender document, with each page stamped and manually signed.

Respective ownership/ Agencys work order to be submitted.

In reference to the above all details to be submitted.

Details of Turnover: inform of CA Certificate and other respective documents

Demand Draft towards Tender Fee and FDR (minimum validity of 165 days) towards EMD.

a. The above mentioned details under Point 1 & 2 should be as per the details sought, and

should be one single document, which should be bound together

b. Point 3 should be in a separate envelope

c. Point 1 and 2 bound together and envelope of Point 3 should be kept in one single envelope

and sealed for submission

d. The envelope containing the proposal shall be superscribed as “Tender for Selection of

Agency for Providing Catering Services (Food & Beverage Services) at Annexe

Circuit House Shahibaug, Ahmedabad Under Ahmedabad City (R&B) Division,

8. Annexure 1: Format for Financial Bid

This Format is only for indicative purpose. The format will be available on N-procure website at the

time of filing of bids. The Financial Bid shall not be submitted along with the Technical Bid. It shall be

submitted only through N-procure. If the Financial bids are submitted with the technical bid, it will

lead to disqualification of the Bidder.

The Executive Engineer,

Ahmedabad City (R&B) Division,

A/3, Bahumali Bhavan, Vastrapur,

Ref: Financial Bid for Selection of Agency for Providing Catering Services (Food &

Beverage Services) at Annexe Circuit House Shahibaug, Ahmedabad Under

Ahmedabad City (R&B) Division, Ahmedabad.

I/We hereby bid for Providing Catering Services (Food & Beverage Services) at

Annexe Circuit House Shahibaug, Ahmedabad Under Ahmedabad City (R&B) Division,

Our quote, in Terms of reference given in the RFP document, is as under:

1 Monthly License Fee quoted by the bidder in Rs./ Month Rs.

The above quated amount will be exclusive of GST. GST will be applicable as per rules.

I hereby certify and accept the following:

1. The Contract will be for a period of 1 (One) year initially. The same may be extended further

for 1 (one) more year depending on flawless and continued services which would be

reviewed continuously. The decision of the Executive Engineer would be final and binding in

2. I / We, as a Bidder, have inspected the existing premises and acquainted myself/ourselves

before Bidding for the said Property.

3. I/ We understand that apart from quoted monthly rent amount, electricity charges, PNG

charges etc. shall be payable by us regularly to the complete satisfaction of competent

authorities at the rates prescribed from time to time, along with other statutory and local

taxes and we undertake to pay the same regularly as per periodicity indicated by the

concerned authorities. We understand that non-payment of dues on time will result in

cancellation of license.

I certify that I have gone through the Tender document and I have understood and agree to the

terms and conditions as mentioned in this Document and Contract Agreement.

We declare that the information stated above and enclosed is complete and absolutely correct

and any error or omission therein, accidental or otherwise, as a result of which our Bid is found

to be non-responsive, will be sufficient for the Authority to reject our Bid and forfeit our EMD in

full. I abide by the above offer/quote and terms & conditions of the tender document for Annexe

Circuit House and the Work order if the Authority selects us as the Preferred Bidder.

Yours faithfully,

9. Annexure 2: Format for Covering letter

(To be submitted on letter head of the Bidder)

The Executive Engineer,

Ahmedabad City (R&B) Division,

A/3, Bahumali Bhavan, Vastrapur, Ahmedabad -

Ref: Selection of Agency for Providing Catering Services (Food & Beverage Services) at

Annexe Circuit House Shahibaug, Ahmedabad Under Ahmedabad City (R&B)

Division, Ahmedabad.

In response to the Tender for Selection of Agency for Providing Catering Services (Food &

Beverage Services) at Annexe Circuit House Shahibaug, Ahmedabad Under Ahmedabad

City (R&B) Division, Ahmedabad.

After going through all the information and terms and Conditions given in the Tender

documents including addendums, we are submitting our Bid for being shortlisted for the

1. The required general information and details along with supporting documents are enclosed

along with this Bid. The undersigned declares that the statements made and the information

provided herein are complete, true, and correct in all aspects. This Bid shall be valid for

days from the Technical Bid Due Date.

2. We acknowledge that Office of Executive Engineer will be relying on the information

provided in this Bid and the documents accompanying such Bid for pre-qualification of the

Applicants for the aforesaid project, and we certify that all information provided in the Bid

and in the Annexures are true and correct, nothing has been omitted which renders such

information misleading and all documents accompanying such Bid are true copies of their

respective originals.

3. All the required documents as perform at provided in the Tender document, duly signed, are

4. I/We, hereby irrevocably waive any right which we may have at any stage at law or

howsoever otherwise arising to challenge or question any decision taken by Office of

Executive Engineer in connection with the selection of Bidders, selection of the Bidder, or

in connection with the selection Process itself, in respect of the above mentioned Project

5. I/we agree and undertake to abide by all the terms and conditions of the Bid documents.

6. I/We hereby confirm that if we selected, we will depute Sr. Chef having experience mainly in

Gujarati cuisine at Annexe Circuit House on permanent basis, credentials of who shall be got

approved from the office of the Executive Engineer before signing the Agreement.

7. We also understand that:-

(i) Executive Engineer is not bound to accept the Bid of any Bidder, either in part or in

full. If Office of Executive Engineer rejects any Bid or does not shortlist any Bidder,

it may do so without assigning any reasons thereof.

(ii) This does not entitle us to receive any documents or to be invited for Financial Bid

for the Project;

(iii) Executive Engineer has the right to change or alter the details of the Projector

(iv) Executive Engineer reserves the right, in its absolute discretion, at any stage

without prior notice and without giving any reasons, to terminate further

participation in the Bidding process by any party, change the structure, procedures

and timing of the Bidding process, alter the terms of participation in the Bid process

at any stage of the Bid process and to suspend or terminate the Bid process.

8. Our organization details are as follow:

Sr. Description Details

2 Type(Individual/Partnership/Pvt Ltd/Public Ltd/

3 Date of Incorporation(For Companies)/Date Of

Registration(For Partnership/Others)

5 Nature Of Company(Core Area Of Working)

6 Registered Office

7 Contact Details

8 Contact Person

9 Branch Office(If Any)

11 GST Registration Number

12 ESIC Registration Number

13 EPFO Registration Number

14 List of Key Personnel (Name & Responsibility Only)

Documentary proof for above mentioned details is attached herewith.

Yours faithfully,

Catering Services (Food & Beverage Services) at Annexe Circuit House, 11-Kautilya Marg, Chanakyapuiri, New Delhi

10. Annexure 3: Format for Technical Experience: Summary

(Same should be furnished by the bidder on their letter head)

DETAILS OF COMPLETED CONTRACTS FOR SIMILAR WORK IN CHRONOLOGICAL ORDER w.e.f.01.04.2022 TO 31.03.2025

Name, Designation and Details of the Duration of Contract

Sl. Name and Address of the Telephone/email address of contract including

the officer concerned manpower deployed From To

No. organization

(in Nos.) DD/MM/YYYY DD/MM/YYYY

Additional Information, If any

Signature of Bidder Place:

Name & Designation Date:

1. The claimed experience shall be supported by documentary evidence as mentioned above. Bidders are required to provide Agreement copy, and

one latest bill clearly indicating GST number of all the Restaurant / Cafeteria currently that is being submitted in the bid for getting it evaluated

under experience / for marking.

11. Annexure4: Format for CA certificate indicating minimum

Annual Turnover

All figures in Equivalent Currency (in Rs. Crore)

Description Last 5 financial year - Audited

Financial Year: 1st April to 31st March

This is to certify that (name of the bidder/member of the consortium) has

Annual Turnover as shown above against the respective/s financial year/s.

Unique Document Identification Number (UDIN): __________________

Name of the Statutory Auditor

Name of the Audit Firm

(Seal of the firm)

1. The Bidder shall submit audited annual reports (financial statements: balance sheets,

profit and loss account, notes to accounts etc.) in support of the financial data duly

certified by statutory auditor/s. In case, company does not have statutory auditor/s, it

shall be certified by the chartered accountant that ordinarily audits the annual financials

of the company.

12. Annexure 5: Format for Affidavit cum Declaration

(Same should be on Rs.500/-Non Judicial Stamp Paper/Franking and to be Notarised and signed by the

authorized signatory)

The Executive Engineer,

Ahmedabad City (R&B) Division,

A/3, Bahumali Bhavan, Vastrapur, Ahmedabad -

I Aged having permanent residence at solemnly affirm that I as the

(Post of the Signing Authority) of the

(Name of the Company) and the person duly authorized to

submit the bid state that the information and documents submitted by me in the Technical Bid

are true and correct and complete to the best of my knowledge and I shall be responsible in law

for any misrepresentation and wrong information.

Solemnly affirmed on this day of

Yours Faithfully

13. Annexure 6: Format for anti-collusion certificate

(Same should be furnished by the bidder on their letter head)

ANTI-COLLUSION CERTIFICATE

The Executive Engineer,

Ahmedabad City (R&B) Division,

A/3, Bahumali Bhavan, Vastrapur, Ahmedabad -

Ref: Selection of Agency for Providing Catering Services (Food & Beverage

Services) at Annexe Circuit House Shahibaug, Ahmedabad Under

Ahmedabad City (R&B) Division, Ahmedabad.

We hereby certify and confirm that in the preparation and submission of this Proposal, we have

not acted in concert or in collusion with any other Bidder or any other person(s) and also not

done any act, deed or thing which is or could be regarded as anti-competitive, restrictive or

monopolistic trade practice.

We further confirm that we have not offered nor will offer any illegal gratification in cash or

kind to any person or agency in connection with this Proposal.

Dated this Day of ,

Name of the Bidder

Signature of the Authorized Signatory

Name of the Authorized Signatory

14. Annexure 7: Format for history of litigation

(Same should be furnished by the bidder on their letter head)

HISTORY OF LITIGATION

Information on any history of litigation or arbitration resulting from contracts in last five year

or currently under execution/operation.:

Year Award for/or Name of Client Litigation & Disputed

Against bidder Dispute Matter Amount in Rs.

Dated this Day of ,

Name of the Bidder

Signature of the Authorized Signatory

Name of the Authorized Signatory

15. Annexure 8: Format for declaration for not black listed

(Same should be furnished by the bidder on their letter head)

DECLARATION FOR NOT BLACK LISTED

The Executive Engineer,

Ahmedabad City (R&B) Division,

A/3, Bahumali Bhavan, Vastrapur, Ahmedabad -

Ref: Selection of Contract or for Providing Catering Services (Food & Beverage

Services) at Annexe Circuit House Shahibaug, Ahmedabad Under

Ahmedabad City (R&B) Division, Ahmedabad.

I/ We hereby confirm that

1. Our firm has not been banned or blacklisted by any Government Organisation/ Financial

institution/Court /Public sector Unit /Central Government/State Government.

2. No letter / notice has been issued to our firm towards concealing any material

information or making incorrect and misleading statements or misrepresentation of facts

in our Bid for any other tender by any Government Organisation/Financial

institution/Court /Public sector Unit /Central Government/State Government in past two

years from date of Tender.

Signature of Bidder Place-

Note: Bidders, who have been found concealing any material information or making incorrect

and misleading statements or misrepresentation of facts in their Bid, by any government

organisation/Financial institution/Court /Public sector Unit /Central Government/State

Government in past two years from date of Tender are also not allowed to participate in this bid.

16. Annexure 9: Details of Annexe Circuit House

Annexe Circuit House is a Guest House for VVIPs and officials of the Government of Gujarat,

like Hon’ble Prime Minister. the Governor, Hon’ble Chief Minister, Ministers, Chief Justice and

Judges of Gujarat High Court, Elected People’s Representatives, the Chief Secretary and other

Senior Government Officers. Various higher level meetings are also held. It is located at Dafnala,

Shahibaug, Ahmedabad..

At present, the Annexe Circuit House includes three different buildings namely VVIP Guest

House (New Annexe Building), State Guest House and NRG Bhavan having total 53 Guest

Rooms. It provides lodging, boarding and transport facilities to the visiting VVIPs and the

State Government Officers visiting capital from Gujarat State throughout the year.

The rooms are with attached bathrooms, have air-conditioning facilities and are equipped

with TVs (with DTH).Some VVIP rooms are provided with small refrigerators, sofas, chairs.

There is one VVIP Dining area at Ground Floor and attached dining area at first and second

floor VVIP Room in New Annexe Building. There are one VIP Dining, One General AC Dining

hall and one General dining at Ground floor and one small VIP dining area at first floor in the

State guest house. There is Reception Office and a waiting area at Ground floor in both State

guest house and new annexe building. One conference, one committee and three waiting

rooms at Ground floor of State guest house and one conference and one PMO Room at Ground

floor of new annexe building .

Details of rooms at the Annexe Circuit House Campus are as foloows:

Annexe Circuit House( State Guest House), Shahibaug

VVIP Suit VIP Suit

Floor Delux Total

NRG Bhavan, Shahibaug

VVIP Suit VIP Suit

Floor Delux Total

New Annexe Building ( VVIP Guest House), Shahibaug

VVIP Suit VIP Suit

Floor Delux Total

There are outlets as per following detail where on an average daily 50 plates are served:-

(a) General AC Dining hall with seating capacity of 70 persons at Ground floor of State guest

(b) VIP Dinning Area with seating capacity of 10 persons at Ground floor of State guest house.

(c) VIP Dinning Area with seating capacity of 8 persons at First floor of State guest house.

(d) One conference Room with seating capacity of 75 persons at Ground floor of State guest

(e) One committee Room with seating capacity of 25 persons at Ground floor of State guest

(f) VVIP Dinning Area with seating capacity of 20 persons at Ground floor of New Annexe

(g) One conference Room with seating capacity of 35 persons at Ground floor of New Annexe

(h) One PMO Room with seating capacity of 50 persons at Ground floor of New Annexe

(i) 03 Waiting Rooms

(j) Room Service round the clock for 53 rooms/ suites.

(k) Waiting Area and Serving Area

(m) In addition, services may be required occasionally in the office.

Annexe Circuit House also has an open lawn where Government programmes and

other functions may be held on different occasions.

Average room occupancy of Annexe Circuit House ranges between 50 to 55%.

Annexe Circuit House is committed to provide hassle free, comfortable, clean, hygienic, and

enjoyable lodging and boarding facilities to its esteemed guests with special attention to the

VVIP/ VIPs. Keeping guest’s satisfaction in mind, the Executive Engineer on behalf of

Governor of Gujarat invites bids from reputed and experienced parties for preparing and

serving Gujarati Cuisine and snacks with other food items and services.

At Annexe Circuit House, only vegetarian food is served. In this campus, no liquor is allowed.

The type of services that are required should essentially be a combination of Gujarati, North

Indian, South Indian and sometimes western cuisine including confectionery, non-alcoholic

beverages, etc.

17. Annexure 10: Scope of Work

Services include providing Catering and related services in the Annexe Circuit House

including suites, rooms, offices, guests / staff of the Annexe Circuit House. The quality

of services to be provided shall be of very high standard as VVIPs shall be staying in

Annexe Circuit House.

17.1 Catering Services:

Most of uests arrive from Out states, who has diverse tastes. Though Gujarati Thali

has been popular, but many guests also prefer South / North Indian and Continental

cuisines as well. As per Government orders, only vegetarian food is to be served in

the Annexe Circuit House. In general the Agency is expected to provide authentic

Gujarati food in addition to other cuisines as per approved menus. Catering and

related services will include the following:-

A. i.) Daily Breakfast, Lunch and Dinner at the Restaurant, menu as per Annexure–10A.

ii) Occasional VVIP/ VIP Programmes or Government meetings special lunch and dinner

with special menus. The selected bidder will be responsible for catering for special

occasions as per menu approved by the authoriry.

iii) Special arrangements (bonfire, pandals, decorations etc.) as and when required.

iv) 24 x 7 Tea, Coffee and Dry snakes like Bread-butter, Cookies etc. shall be provided as and

when demanded by guests.

B. i.) Maintenance of the Kitchen areas to meet safe and hygiene on high standards before

and after every service i.e. breakfast, lunch and dinner by the selected bidder

ii.) Upkeep, maintenance and Internal Décor of the Dining Hall and Kitchen

iii) If Agency wants to change the internal furniture of the premises, he can make changes at

his own cost with prior permission of the office of the Executive Engineer.

C. i.) Selected bidder will be required to depute senior chef having experience mainly in

Gujarati cuisine at Annexe Circuit House on permanent basis.

ii.) Smart, efficient and prompt Room Services for the guests staying in the Annexe Ciruit

House through well trained staff.

iii) The Agency will place signboards, signages, neon signs, price list, menu boards etc. at

his own cost only after due approval of the Office of the Executive Engineer.

17.2 Subject to the condition that services given only to the Guests of Annexe Circuit

House. The general public will not be permitted entry for catering services in

Annexe Circuit House.

17.3 Every day, the Agency shall provide all the items as specified in Annexure–10A at

the prescribed tariff rates. The Competent Officer may at his discretion require the

Agnecy to include any new item at mutually agreed rates.

17.4 At the request of the Agency, the Competent Authority may revise the rates fixed

for various items preferably at the end of each year or as decided by the Competent

Authority. These will not exceed 10% of the cost fixed in previous year/occasion.

The decision of the Competent Authority would be final.

17.5 The Agency would bring necessary equipment, utensils, crockery, cutlery, Thali,

Katori, Glassware, tissue papers, packing material etc. as required for smooth

functioning of the restaurants. While procuring the crockery and cutlery the Agency

would also take into consideration the choice of the Competent Officer and

purchase standard / branded items of use as approved by Competent Authority.

17.6 The Agency shall ensure that the food items served to the guests are fresh, of good

quality (FSSAI certified), hygienically prepared using standard quality of raw

materials having high nutritional value. Any discomfort/ illness/ indisposition

caused by the consumption of food item(s) shall be viewed seriously and the

Competent Authority may terminate the contract without giving any notice to the

Agency. The Agency alone shall be held responsible for any such discomfort/

illness/ indisposition caused to the guests as a result of serving of unhygienic or

stale food item(s)/ beverage(s).

17.7 Bills for the meals and extra services will be presented by the Agency to the visitors

staying in the Annexe Circuit House, except for declared State Guest by the GAD,

Whose bills will be transferred to the GAD through manager only. The Agency will

be solely responsible collecting payment directly from the guests towards the cost

of food and beverages supplied to them. He will be required to issue printed

payment receipts to the guests. He will also maintain a register on the basis of such

payment receipts on regular basis. The Register and other records pertaining to

Catering Services in the Annexe Circuit House kept by him shall be open for

inspection by the management to Annexe Circuit House. Agency should purchase

the standard quality raw material and Branded items.

17.8 The Agency shall not serve non-vegetarian food and alcoholic drinks either in

the restaurant or in the rooms or at any place within the premises of the

Annexe Circuit House. Annexe Circuit House is a No Smoking Zone.

17.9 Agency should always use branded groundnut oil and ghee for Gujarati food,

sweets and Rotis.

17.10 The Agency shall prominently exhibit the schedule of prices of food items in the

dining areas. The Agency shall also make available in the guest rooms and the

dining hall, the laminated menu cards giving particulars of the food items served

and their rates. The Agency shall put in place a mechanism of feedback acceptable

to the Competent Officer.

17.11 Ordinarily, Bills for the meals and extra services will be presented by the Agency to

the visitors staying in the Annexe Circuit House, except for declared State Guest by

the GAD, Whose bills will be transferred to the GAD through manager only. The

Competent Authority reserves the right to collect all bills for the catering services

rendered to the guests of the Annexe Circuit House and settle with the Agency on

day to day basis.

17.12 The Agency shall be responsible for and shall ensure proper utilization of the

facilities, equipment, furniture and utilities provided by the Annexe Circuit House

without any manner of abuse or excess use. For any loss or damages to the

premises, fittings, fixtures and equipment, recovery at replaceable value i.e.

prevailing market rates would be deducted from the Bidder’s security amount /

pending bills and if required the material/ item repaired or replaced at his cost.

17.13 Notwithstanding anything elsewhere provided herein the contract may be

terminated if the Bidder does not rectify defects in the maintenance, upkeep,

hygiene and cleanliness of the kitchen and/or equipment to a satisfactory state to

the Officer-in-Charge within a reasonable period of time given to him. If hygiene

standards are not met with after giving a notice, the contract may be terminated for

want of capacity to meet stipulation. The competent authority may re-tender the

contract at the risk and cost of the Agency who shall bind himself to meet the loss

incurred to the Annexe Circuit House for the remaining period of the contract.

Sample of prepared food may be sent to the Government Laboratories for checking

the use of permissible ingredients at the sole discretion of the Competent Officer.

17.14 Annexe Circuit House Management may discard, destroy or confiscate any

substandard quality raw material, raw food or cooked food.

17.15 The Agency will set up a mechanism for receiving complaints and feedback from

guests and other stake holders on the designed format and forwarding it to

Manager every week.

17.16 The Agency shall observe all statutory rules, regulations of the Government while

running the Annexe Circuit House’s Food & Beverage services.

17.17 The packing material and packed items should be as per the standards of the FSSAI.

17.18 Health License from Concerned Local Authority to be obtained by the Agency

within two months and will be renewed as and when required.

17.19 The Agency shall ensure to follow the guidelines issued by Ministry of Home Affairs

and Ministry of Health and Family Welfare in context of COVID-19. Masks, Gloves,

Caps and sanitizers etc. will have to be provided to all staff by the Agency, if

required/necessary.

PRESCRIBED MENU

Fafda, Methi Gota or Batata Vada or Khaman or Dal Vada served with curry 75/-

& Fried Mirch, Jalebi, Tea or Coffee, Banana or any other fruit.

Batata Poha, Thepla (served with curd & achar), Tea or Coffee, Banana or 75/-

any other fruit.

Pav Bhaji, Jalebi, banana or any other fruit, Tea Or Coffee

South/North Indian

Poorie-Bhaji or Stuffed Pratha with butter (served with curd & Achar), Tea 75/-

or Coffee, Banana or any other fruit.

Dosa (Masala or Plain) or Uttappam, Idllee served with sambhar and 2 75/-

chutney, Banana or any other fruit, Tea or Coffee.

Continental/English

Choice of Juices – Orange, Pineapple, Mango, Toasts served with butter &

preserves, Vegetable Cutlets, tomato ketchup, Pot of tea or coffee and fresh

fruit (Banana or any other fruit)

Choice of Juices–Orange, Pineapple, Mango, and Cornflakes

served with hot or cold milk, Potato Wedge with tomato ketchup, Pot of tea 75/-

or coffee and Fresh Fruit (Banana or any other fruit).

Regular Thali (Unlimited) 135/-

Rice/ Khichadi, Dal/ Kadhi , One Kathod (Whole Moong, or White Chana,

Black Chana, Chola (Lobia), etc.), One vegetables, Chapati or Puri, Farsan of

the day, Papad, Salad, Achar, Chhass.

Special Thali (Unlimited) 190/-

Rice/ Khichadi, Dal/ Kadhi , One Kathod (Whole Moong, or White chana,

Black Chana, Chola (Lobia), etc.), One vegetables and one Punjabi, Chapati

or Puri, two types of Farsan, One Dessert, Chhas, Papad, Salad, Achar,

Regular Thali (Unlimited) 135/-

Rice/ Khichadi, Dal/ Kadhi , One Kathod (Whole Moong, or White Chana,

Black Chana, Chola (Lobia), etc.), One vegetables, Chapati or Puri, Farsan of

the day, Papad, Salad, Achar, Chhass.

Special Thali (Unlimited) 190/-

Rice/ Khichadi, Dal/ Kadhi , One Kathod (Whole Moong, or White chana,

Black Chana, Chola (Lobia), etc.), One vegetables and one Punjabi, Chapati

or Puri, two types of Farsan, One Dessert, Chhas, Papad, Salad, Achar,

4. Item Purchased and served e. g. Mineral Water, Soft Drink, Packed Juice, MRP

Amul Drinks, Ice-creams, Khakhra, Biscuits or any other item.

NOTE: All rates are exclusive of all applicable taxes. All taxes collected from the guests will be

deposited with the appropriate authority and proof of the same will be submitted to the

Manager on monthly basis.

Miscellaneous (Al cart menu) items

SR. NO. ITEM (in Rs.)

1. Tea- readymade 25/-

2. Service Tea 30/-

4. Milk (200ml) 25/-

5. Fafda (150gm) with fried mirch & cury 100/-

6. Jalebi (100gm) 70/-

7. Batata Poha (200gm) with sev 40/-

8. Batata Vada (2pcs) with fried mirch & chutney 50/-

9. Methi Gota (6pcs) with fried mirch & Chutney 50/-

10. Khaman (200gm) with chutney 60/-

11. Vegetable/Dudhi na Muthiya (6pcs) with chutney 60/-

12. Dal Vada (6pcs) with fried mirch & onion 50/-

13. Thepla (4pcs) with curd & achar 50/-

14. Khandvi (200gm.) 60/-

15. White Dhokla (200gm) with chutney 60/-

16. Masala Dosa with sambhar & chutney 100/-

17. Plain Dosa with sambhar & chutney 80/-

18. Idlee (2pcs.) with sambhar & chutney 60/-

19. Vegetable cutlet (2pcs) with chutney 50/-

20. Samosa Aloo/ Vatana (2pcs) with chutney 50/-

21. Moong Dal Kachori (2pcs) with chutney 60/-

22. Toast butter (2pcs) 30/-

23. Mixed vegetable Bhajia (150 gms) with chutney 60/-

24. Paneer Bhajia (150 gms) with chutney 90/-

25. Chhass (200 ml) 15/-

26. Sweet Curd Lassi (200 ml) 30/-

27. Vegetable Sandwich (2 pcs) 60/-

28. Sweet/ Salted Lime Water 20/-

29. Stuffed Parantha (2 Pcs) with curd and pickle 60/-

30. Puri (4pcs.) with Aloo Bhaji& Achar 80/-

31. Mohan Thal (100gm.) 60/-

32. Churma Ladoo(100gm.) 60/-

33. Branded packaged food/beverages/sweet dahi/Jam/Butter MRP

cubes/ namkeen/ biscuits, etc.

NOTE: All rates are exclusive of all applicable taxes.

PRESCRIBED PARTY SPECIAL MENU

1. Delux Menu @ Rs.549/-per pax

WELCOME DRINK Any two (Fresh Lime Water. Jaljeera, AamPanna, Fresh

Fruit Juice, Packed Juice, Soft Drink etc.)

SNACKS Any two (Khandvi, Dhokla, Matar Rolls, Moong Dal Rolls,

Dudhi or Vegetable Muthia Paneer Rolls, Hare-Bhare

Kabab, Vegetable Cutlets, Paneer Tikka, Mushroom Tikka,

Stuffed Mushroom etc.)

SOUP Anyone (Vegetable, Tomato, Mushroom, Carrot, Green

Peas, Sweetcorn)

SALAD One Farsan (Khaman, Khandvi Dhokla etc.), Green Salad,

Onion Salad, Cabbage Sambharo, Bharvan Mirch, Pickle,

Papad, chutney, Gud, and Chhass.

MAIN COURSE Gujarati Dal or Gujarati Kadhi

One Kathod (Moong, Moth, Chola (Lobia), Panchkuti Dal,

Chhole, Kala Chana etc.)

One Dry Vegetable (Seasonal)

One Vegetable with Gravy

Steamed Rice or Gujarati Khichidi, or Pulao or Jeera Rice

Chapati, Thepla or Bhakhari or Parantha or Puri

DESSERT Any one (Basundi, Aam Rass, Dudh Pak, Shreekhand,

Moong Dal Sheera, Suji Sheera, Gajar Halwa, Dudhi Halwa,

Gulab Jamun, Rasmalai, Kulfi, Ice-cream etc.)

Mineral Water (200 ml), Mouthvas-two type, Toothpick

2. Super Delux Menu @ Rs.849/-per pax

WELCOME DRINK Any Four (Fresh Lime Water, Jaljeera, Aam Panna, Fresh

Fruit Juice, Packed Juice, Soft Drink etc.)

SNACKS Any Four (Khandvi, Dhokla, Matar Rolls, Moong Dal Rolls,

Dudhi or Vegetable Muthia Paneer Rolls, Hare-Bhare

Kabab, Vegetable Cutlets, Paneer Tikka, Mushroom Tikka,

Stuffed Mushroom etc.)

SOUP Any Two (Vegetable, Tomato, Mushroom, Carrot, Green

Peas, Sweetcorn)

SALAD Two Farsan (Khaman, Khandvi Dhokla etc.), Green Salad,

Onion Salad, Sprouted Salad, Cabbage Sambharo,

Bharvan Mirch, Pickle, Papad, chutney, Gud, and Chhass.

MAIN COURSE Gujarati Dal or Gujarati Kadhi

One Kathod (Moong, Moth, Chola (Lobia), Panchkuti Dal,

Chhole, Kala Chana etc.)

One Dry Vegetable (Seasonal)

One Vegetable with Gravy

One Paneer dish (MatarPaneer, Kadhai Paneer, Shahi

Paneer, Paneer Lababdar etc.)

One curd dish (Any type of Raita or Dahi Bhala etc.)

Steamed Rice or Gujarati Khichidi, or Pulao or Jeera Rice

Chapati, Thepla or Bhakhari or Parantha or Puri

DESSERT Any two (Basundi, AamRass, Dudh Pak, Shreekhand,

Moong Dal Sheera, SujiSheera, Gajar Halwa, Dudhi Halwa,

Gulab Jamun, Rasmalai, Kulfi, Ice-cream etc.) and

Seasonal Fruit Platter.

Mineral Water (200ml), Tea-Coffee, Mouthvas-three type,

Sagar Ratna Pan, Toothpick

Note: The crockery, cutlery, Glassware and service to be provided by the Agency.

All rates are exclusive of all applicable taxes.

18. Annexure 11: General Conditions of Contract

18.1 Introduction

The essence of the contract will be to supply excellent quality prepared food and

related services to the visiting dignitaries and guests in Annexe Circuit House. The

Annexe Circuit House has adopted THE HIGHEST quality standards for all its

activities and the bidder is required to render services, meeting stringent

standards and qualities for raw materials and prepared items.

Following are the general terms and conditions for providing Catering Services at

Annexe Circuit House. The bidders are advised to carefully study them before

submitting their bids. These terms and conditions will have to be followed by the

Agency and no violation of these terms & conditions will be allowed. Any deviation

in the bids from these terms & conditions may result in rejection of the bid. The

successful bidder will enter into a Contract with the Competent Authority /

Competent Officer of the Government of Gujarat.

18.2 Parties to the Contract

The parties to the Contract shall be the Bidder, whose offer is accepted and on

behalf of Government of Gujarat the Competent Authority/Competent Officer. The

person signing the offer or any other document forming the part of Contract on

behalf of other persons of a firm shall be deemed to have due authority to bind

such person/ s or the firm as the case may be in all matters pertaining to the

contract. If it is found that the person concerned had no such authority, the

Competent Authority may, without prejudice to any other civil/criminal remedies,

terminate the Contract and hold the signatory and/ or the firm liable for all costs

and damages for such termination which may also be reported to the police.

18.3 Right of the Competent Authority to Inspection of Services

The Competent Authority or his/ her subordinates shall have unabridged right to

inspect and supervise the day-to-day operations of the Agency, including the

inspection of the premises, to ensure maintenance of high quality standards

conforming to the Food & Beverage items of the contract. Any direction issued in

this regard by the Competent Officer should be strictly complied with.

18.4 Monthly License Fee

The Agency shall have to pay the License Fee per month by 5 th day of each month

for use of Annexe Circuit House’s space, infrastructure including utilization of

Dining Areas, Lounges, Halls and Kitchens along with available existing equipments

only, furniture, LPG/Piped Natural Gas Supply (PNG) connection & Electricity

18.5 Imposition of Penalty for Late Payment of Monthly Rent Amount

The successful Bidder is required to pay Monthly License Fee by 5th day of every

month failing which, a penalty @ Rs. 1000/- per day after the due date of payment

i.e. 5th day of each month will be levied. For nonpayment of the license fee and the

penalty, the Competent Authority may recover it from the Pending bills,

Performance / Security Deposit without further notice. For repetitive failure to pay

the license fee on time, the contract may be terminated. However, this will be

without prejudice to any other action that the Competent Authority may take for

recovery of the amount due.

18.6 Period of Contract

18.6.1 The period of contract will be for 1 (One) year extendable for 1 (One) year. but

during this extended period monthly License Fee will be payable @ 10% more than

the basic license fees during the 1st extended year subject to satisfactory

performance / Service of Agency. The Competent Authority may revoke the

contract if the Agency fails to abide by any of the terms and conditions of the

contract or acts in a manner prejudicial to the interest of Annexe Circuit House or

Government of Gujarat. Before revoking the contract, the Competent Authority

shall give the Agency an opportunity to be heard. However, the decision of the

Competent Authority in this regard shall be final.

18.7 Performance/ Security Deposit

For the contract period, the Agency shall furnish a Performance/Security Deposit of

Rs. 10 Lakh to be paid within 07 (seven) days of the receipt of Letter for the same.

Then after, the work order will be given to agency. The above

Performance/Security Deposit shall be paid in the form of Fixed Deposit Receipt

from a Nationalized Bank /Scheduled Bank for tenure of 42 months pledged in

favour of “Executive Engineer, Ahmedabad City (R&B) Division, Ahmedabad ”

Payable at Ahmedabad.

18.8 Forfeiture of the Deposits

If during the term of this Contract the Agency is in default of the due and faithful

performance of its obligations under this Contract, or any other outstanding dues

by the ways of fines, penalties and recovery of any other amounts due to the

Government of Gujarat, the Competent Officer shall, without prejudice to its other

rights and remedies hereunder or at the Applicable Law, be entitled to call in,

retain and appropriate the Deposits. Nothing herein mentioned shall debar the

Competent Officer from recovering from Agency by a suit or any other means any

such losses, damages, costs, charges and expenses as aforesaid, in case, the same

shall exceed the amount of the Performance Deposit. After appropriating the

deposits, the Agency shall provide the amount appropriated at the earliest, but not

later than15 days from the date of appropriation failing which the contract may be

terminated at the risk and cost of the Agency.

18.9 Return of Performance/ Security Deposit:

All Security Deposits shall be retained until all disputes, if any, between both the

parties have been settled to the entire satisfaction of the Competent Authority. The

Deposits shall be returned to the Agency by the Competent Officer provided that no

outstanding claims of the Competent Officer on the Agency remain outstanding. In

any case, P.G. will not be returned before expiry of 42 months as indicated in

18.10 PNG/ LPG Bills & Electricity Charges

The Agency shall make an economical use of electricity, water supply and PNG.

Charges of Electricity and PNG/LPG would also be borne by the Agency. Advance

Consumption Security towards PNG as and when will be demanded by the IGL shall

be deposited by the Agency. If for any reasons, there is a shortage of these essential

supplies to Annexe Circuit House, the Agency should make his own arrangements

for the supply of these utilities for his operations. For non-payment of the utility

bills beyond 30 days, the Competent Authority may order for recovering these from

Performance/ Security Deposit or pending bills without further notice.

18.11 Night stay of Staff

No staff of agency will be allowed/ permitted for night stay in any rooms of Annexe

Circuit House premises.

18.12 Infrastructure Supplied

18.12.1 Annexe Circuit House will provide Dining Halls, Dining Rooms, Kitchens and Pantry

with available infrastructure, stores to run the catering services which include

Existing furniture, Existing available kitchen equipment, LPG/ PNG, electricity &

water connection, air-conditioners, telephone, T.V., etc. A list of kitchen equipment

items is given in ANNEXURE-11A. The Agency will arrange all additional items

required for providing the catering services at his own cost. The Agency shall use

the said furniture, fixtures and other equipment with utmost care and caution. At

the time of termination of the contract or after the expiry of the contract period

whichever is earlier, the Agency shall deliver the actual possession in the same /

working condition in which these equipment were to be given to them. The Agency

shall be liable to pay to the Competent Authority, the actual cost of damages to the

furniture, fixtures & equipment. If the Agency fails to pay the cost of damages, the

Competent Authority may recover the same from the performance / security

deposit and the amount not covered by the said deposit, through action as per the

law. The equipment for kitchen and restaurant provided to the Agency will remain

with him till termination of contract or expiry of period of contract whichever is

earlier. All items indicated herein should be put to use in good condition/proper

maintenance. The repair and maintenance of the items mentioned in ANNEXURE-

11B will borne by the Agency.

18.12.2 The Agency shall have no right whatsoever to the premises or equipment or

furniture or fittings permitted to be used by him and shall not claim any right

whatsoever in respect of above said articles, specified in the inventory list which

shall deemed to be given purely on loan basis. The Agency shall not further assign

or otherwise dispose of the said articles to any other personas the same will be

treated as government property for all matters.

18.13 Taxes, Labour Laws and other Regulations

18.13.1 The Agency shall be liable to comply with all the rules and regulations in respect of

all statutory obligations/ requirements (ESIC/ EPFO/ Bonus etc.) applicable to the

manpower including safety regulations in accordance with the existing rules and

regulations of Government. The Client shall not bear any liability whatsoever for

personnel deployed. It is mandatory that the employees must be paid through bank

18.13.2 The Agency will be exclusively responsible to meet and comply with all legal

requirements with respect to the food items prepared and sold by him to the guests

in the Annexe Circuit House, including with respect to raw materials and

ingredients used from time to time. The Agency shall be exclusively responsible for

any violation of the provisions of any applicable law with regard to the preparation,

storage, and sale of food, including the provisions of the Prevention of Food

Adulteration Act, The Essential Commodities Act, Weights and Measures Act and all

statutory rules, regulations and orders governing the services.

18.13.3 The Agency shall accept and bear full and exclusive liability for the payment of any

and all existing taxes of the Central or State Government or of any other authority

with respect to the contract or any item sold or supplied pursuant there to or anything

done or service rendered pursuant thereto.

18.13.4 Annexe Circuit House was operating its canteen departmentally, and as such, the

Competent Authority was not required to pay any statutory tax to any authority. Due

to outsourcing of the catering and related services, if the Competent authority is liable

to pay any tax or cess to Local or any other authority, the same shall be borne by the

18.13.5 The Agency will ensure that the employees engaged by him have no criminal record

and are trained in catering/ nutrition technique, well mannered, polite, bear good

conduct, neatly dressed, physically fit and free from communicable diseases.

18.14.1 All staff hired by the Agency to work and provide room services etc. in Annexe Circuit

House, should have experience of having worked in an establishment providing food

and other eatables of repute and possesses basic training and qualifications from a

reputed institution. The staff should be smart, honest, smartly dressed in a

proper uniform (two pairs each for summer and winter) to be provided by the

Agency. The staff hired by the Agency and the uniform shall be approved by the

Competent Authority. All the staff working in the kitchens should wear Aprons,

Caps and abide by all the health/hygiene standards as prescribed by local

18.14.2 The Agency shall always maintain adequate strength of staff to be deployed for

supervision, preparation of food, services and cleaning etc. For this purpose following

Minimum number of staff must be available during 06.00am to 11.00 pm to avoid any

Canteen Manager :

Canteen Supervisor :

Waiter for dining/ room service:

Following Minimum number of staff should be available during 11.00 pm to 06.00 am

to avoid any complaint:-

Waiter for dining/ room service:

18.14.3 Efficiency, promptness, quality service, clean turnout, good behavior and politeness on

the part of the Agency and his staff are the essence of the contract. The Agency is

required to supervise the operations at all working hours and his manager or

supervisor shall personally be responsible for all the catering services and proper

operations in the premises. The Agency shall engage his own staff for the work in the

kitchen, for cooking and serving the food in the dining halls, room service and banquet

for catering in the premises to the guests of the Annexe Circuit House or the visitors.

18.14.4 The Agency shall on his own responsibility appoint all the necessary staff and

employees who should be proficient in running the kitchen and room service. The

Competent Authority shall have no responsibility or obligation, legal or otherwise in

respect to the affairs of such employees, including their appointment, conduct,

discipline, termination, wages, terms & conditions of work etc. which are the sole

obligation of the Agency.

18.14.5 The Agency shall ensure proper health and hygiene of the staff deployed for work in

kitchen and room services. The Agency is to arrange and ensure medicals of his

workers (both kitchen and room service) every six month from Govt. Hospitals.

A certificate to this effect is to be submitted to the Office of the Executive

Engineer. Each and every staff appointed by the Agency should have police

verification certificate. The Agency shall follow all statutes, rules and regulations

that are applicable for such employment as well as the employees. He will alone be

liable for action under these rules and regulations.

18.14.6 Smoking and drinking of alcohol in the kitchen premises and the premises of Annexe

Circuit House is strictly prohibited and staff of the Agency shall follow the prohibition

orders. Agency shall expressly indemnify the Government of Gujarat and the

Competent Authority of any such action.

18.14.7 Any lost and found belongings of the guests/officials of the Competent Authority/

visitors shall be promptly handed over by the staff of the Agency to the officers of the

Competent Authority.

18.14.8 The Agency shall arrange to properly dispose of the waste and garbage generated in

and incidental to the operations of the services every day.

18.14.9 Entry into the Annexe Circuit House by any Agency’s personnel will be subject to issue

of Gate Pass/ Identity Cards to be issued by Agency to such persons.

18.14.10 The Agency shall prepare and change daily the cyclic menu as specified by the

competent officer or manager.

18.14.11 Uses of polythene bags/ plastic cups are prohibited in the Annexe Circuit House

premises. The Agency shall take all measures to dispose of the waste generated. In

case the Competent Officer is not satisfied with disposal of waste, he shall get it

disposed off at Agency’s risk and cost.

18.14.12 Work shall be carried out by the Agency as per the conditions of contract.

18.14.13 The guests/staff of Annexe Circuit House are to be provided meals at prescribed rates

indicated at Annexure 10A & Annexure 10B

18.15 Penalty Provision

The Agency shall also be liable for penalty @ Rs. 5,000/- per instance in the following cases:-

a) Inappropriate behavior of the Agency/staff.

b) Inappropriate quality/quantity of food items.

c) Improper use of Competent Authority’s property and premises.

d) Inappropriate service standards by the staff of the Agency or stoppage of services.

e) Non maintenance of hygiene, cleanliness (except for reason beyond the control of Agency

like natural disasters etc.)

f) Not maintaining the committed strength of manpower by the Agency.

g) Any other misconduct noticed by the Competent Officer or his subordinates.

No penalty will be imposed without giving proper and prior hearing of Agency’s viewpoint.

However, Competent Authority’s decision will be final and binding with regard to the imposition

and extent of penalty. The amount of penalty will be deducted from the Agency’s subsequent

bills or as a matter of last resort from the Performance / Security Deposit.

18.16 Assignment of Contract, Alternation in Firm

Except where otherwise provided by the Contract, the Agency shall not subcontract

any part of the Contract, whatsoever without the prior consent of the Competent

Authority. The Agency must provide proof of handling the contract independently and

not by forming a consortium of various Agencys.

Subcontracting is not permitted. The successful Bidder shall not hand over the

possession of premises or he shall not reassign this contract or sub-lease the premises

to any third party during the period of contract

The Agency can however with the prior consent of the competent authority, hire an

expert(s) for preparation of any specialized food and or for arranging a special party.

In case of a holding company having more than one independent units or more than

one unit having common business ownership or management, only one unit shall be

allowed to submit bid or quote to prevent any Conflict of Interest. Similar restrictions

shall apply to closely related sister or subsidiary companies. Such Bidders must

proactively declare such sister or subsidiary company or common business or

management units in similar lines of business.

18.17 FORCE MAJEURE – OBLIGATIONS OF THE PARTIES

"Force Majeure" shall mean any event beyond the control of Client or of the Agency, as

the case may be, and which is unavoidable notwithstanding the reasonable care of the

party affected, and which could not have been prevented by exercise of reasonable skill

and care and good industry practices and shall include, without limitation, the following:

1. War, hostilities, invasion, act of foreign enemy and civil war;

2. Rebellion, revolution, insurrection, mutiny, conspiracy, riot, civil commotion and terrorist acts;

3. Strike, sabotage, unlawful lock out, epidemics, quarantine and plague;

4. Earthquake, fire, flood or cyclone, or other natural disaster.

As soon as reasonably practicable but not more than 48 (forty-eight) hours following

the date of commencement of any event of Force Majeure, an Affected Party shall notify

the other Party of the event of Force Majeure setting out, inter alia, the following in

reasonable detail:

(i) The date of commencement of the event of Force Majeure;

(ii) The nature and extent of the event of Force Majeure;

(iii) The estimated Force Majeure Period,

(iv) Reasonable proof of the nature of such delay or failure and its anticipated effect upon the

time for performance and the nature of and the extent to which, performance of any of its

obligations under the Contract is affected by the Force Majeure.

(v) The measures which the Affected Party has taken or proposes to take to

alleviate/mitigate the impact of the Force Majeure and to resume performance of such

of its obligations affected thereby.

(vi) Any other relevant information concerning the Force Majeure and/or the rights and

obligations of the Parties under the Contract.

18.18 Disputes & Arbitration

If the Contractor is of the view that a decision taken by the Engineer was either

outside the authority given to the Engineer by the Contract or that the decision was

wrongly taken, the decision shall be referred to #Superintending Engineer (Higher

Authority) within 14 days of the notification of the Engineer's decision. If the issue is

not resolved, any party can refer the matter for conciliation within 15 days from the

decision given by the #Superintending Engineer.

(a) For the work up to Rs.100 Cr., if any of the parties is not satisfied with the decision of the

#Superintending Engineer, both the parties have to refer to the Chief Engineer concern for the

conciliation process.

(b) For the work more than Rs.100 Cr., if any of the parties is not satisfied with the decision of the

#Superintending Engineer, both the parties have to refer to the #Secretary, Roads& Building

Department, Government of Gujarat for the conciliation process.

If the dispute is not resolved through the conciliation process, he may refer the dispute to Gujarat

Public Works Contract Dispute Arbitration Tribunal. If the Contractor fails to refer a claim / dispute

to the Higher Authority within 14 days of the notification of the Engineer's decision, the Contractor

shall not be entitled to any additional payment/claim if he doesn’t follow the above sequence in

stipulated time and he should not stop the work.

18.19 Legal Jurisdiction

No suit or other proceedings relating to performance or breach of Contract shall be

filed or taken by the Agency in any Court of Law except principal court of Ordinary

Civil Jurisdiction at Ahmedabad which shall have exclusive jurisdiction to the

exclusion of any outside court.

18.20 Execution of Contract Document

The successful Bidder shall be required to execute a contract Agreement with the

Executive Engineer on the non-judicial stamp paper of amount as prescribed under

any law governing the Contract. The Competent Authority reserves the right to amend

the terms & conditions of contract after mutual discussions and shall only be in

writing. The Agreement should be signed within 15 days from the date of acceptance

of the Tender. The Contract will be governed by the Contract Agreement, the

Conditions of the Contract (CoC) and other documents as specified in the CoC. It shall

be incumbent on the successful Bidder to pay stamp duty (if applicable)/purchase of

stamp paper for the Contract Agreement, as applicable on the date of the execution.

18.21 Intimation to Caterer

The Manager shall inform the Caterer of its requirement regarding special catering to

guests at least two days in advance and in urgent and exceptional cases, even on the

same day if any VVIP/ VIP is arriving. All intimation [written / verbal] will be given to

the Caterer or his representatives at the Annexe Circuit House. Depending upon the

invitations extended, the Caterer may make arrangements.

18.22 Documents to be maintained

Such other documents as may be required by the Competent Authority to ensure that

the Agency has duly complied with his contractual and statutory obligations. Copies of

the Income Tax / GST, Etc. (applicable as per rule) paid, shall be submitted to the

Competent Officer in Annexe Circuit House.

18.23 Rights of the Competent Authority:

In case of any ambiguity in the interpretation of any of the clauses in Tender

Document or the Contract Document, interpretation of the Clauses by the Competent

Authority shall be final and bindings on all Parties. Notice to form Part of Contract

Tender Notice and these instructions shall form part of the Contract.

18.24 Inspection

The Competent Authority shall be entitled to inspect and/ or test by itself or through

any of its representative or an independent agency any premises of the Agency and

materials stored therein for use pursuant to the contract and/or any ingredient to be

used in the preparation of food intended for provision or sale pursuant to the award

of contract. If any material, item or component intended to be used for the work is

found to be unsatisfactory (in which matter the decision of the Competent authority

or his authorized representative shall be final) the Agency shall not use such material,

and shall keep the competent authority indemnified from and against any claim of

infection, poisoning or illness arising from any bad, stale or defective food or material

provided by the Agency.

18.25 Interpretation:

The special conditions of Contract shall be read in conjunction with all other

documents forming part of this contract. Notwithstanding the sub-divisions of the

documents into these separate sections, every part of each shall be deemed to be

supplementary to and complimentary of every part and shall be read with and into the

18.26 Similarly, in case, the Competent Officer desires to include any new items in the

contract for food & beverages the same will be negotiated with the Agency.

18.27 Final Payments and Retentions

Release of final payments and retention money outstanding on expiry or termination

of the contract shall be subject to the Agency furnishing satisfactory proof of re-

deployment or retrenchment, as the case may be, of employees who were deployed by

the Contract or pursuant to the contracts to work within the premises of the Annexe

18.28 Insurance

The Successful bidder (Agency) shall take third party insurance to cover any accident

or accidents of any nature, for an amount as required for this type of work against

damage/ loss/ injury to property or persons or loss of life during the complete period

of the contract. Relevant documents in this regard shall be submitted to the

Competent Officer.

18.29 Indemnity

The Agency shall indemnify and keep indemnified the Competent Officer against all

losses and claims for injuries and or damages to any person or property. The Agency

shall abide by and observe all statutory laws and regulations in matters of FSSAI Act,

Labour Law, Factory Act, Explosive Act, Workmen Compensation Act, GST, Royalty,

Excise Duty, Works Contract etc. and shall keep the Institute indemnified against all

penalties and liabilities of every kind for breach of any such statute ordinance or

law/regulations or Bylaws. The Agency shall not employ child labour. Payment to

workers must be according to Minimum Wages Act as brought out by the Labour

Commissioner Office, Gandhinagar from time to time.

Annexure-11A Catering Infrastructure that will be made available to the Agency

Annexe Circuit House will provide the Catering Agency the following basic infrastructure facilities:-

1. Kitchen with all Existing equipment, list here in below that will be repaired/ maintained by

Sr. Items Quantity

2. Area to be provided for catering purposes:-

Sr. No. Space Area (Smt.)

3 Dining to main kitchen passage

Total 598.41 Smt.

3. PNG Connection (cost of PNG supply and its maintenance, Safety will be borne by the Agency)

4. Water supply

5. Electricity Charges (cost of Electricity will be borne by the Agency)

Annexure–11 B: Catering Infrastructure that will be repaired/ maintained by

Sr. Items with specification Actual

No. Quantity (Nos.)

3 Wet Grinder (5 Ltr.)

5 Hot Bain Marie Counter