Hospitality and Facility Management Services

a. Technical Bid, containing eligibility and qualification documents and other technical information prescribed in

b. Price Bid, containing the financial offer in the prescribed format.

The Technical Bid and Price Bid shall be submitted separately through the prescribed e-procurement mechanism.

Bidders shall not disclose their financial offer in the Technical Bid.

Cost of Bidding:

The Bidder shall bear all costs and expenses associated with the preparation, submission and participation in the

bidding process, including but not limited to costs of documentation, travel, inspections, presentations, negotiations,

demonstrations and obtaining statutory approvals. GNFC shall not be liable, under any circumstances, for

reimbursement of such costs, irrespective of the outcome of the tender process.

Earnest Money Deposit:

Each bid shall be accompanied by an Earnest Money Deposit (EMD) of ₹1,50,000/- (Rupees One Lakh Fifty

Thousand only) in the manner and form specified in this RFP. A bid not accompanied by the prescribed EMD shall

be liable to be rejected as non-responsive.

The bids shall remain valid for a period of 90 working days from the last date prescribed for submission of bids. A

bid having a validity period shorter than the prescribed period may be treated as non-responsive.

GNFC may, in exceptional circumstances, request the bidders to extend the validity of their bids. Any such extension

shall be dealt with in accordance with the provisions of this RFP.

Last Date for Submission:

The last date and time for submission of the Technical Bid, Price Bid and EMD shall be as specified in the Bid Data

Sheet and/ or e-procurement portal.

Last date for submission: 29.08.2026 up to 05:00 p.m.

This Bidding Document is intended to provide prospective Bidders with information necessary for preparation and

submission of their Bids for the Hospitality, Guest House Management and Facilities Management Services.

The information, estimates, descriptions and requirements contained herein are based on the Company’s present

assessment and are provided for guidance only. They may vary depending upon actual operational requirements,

occupancy, consumption and other circumstances during the Contract Period. However, the average occupancy of the

Guest House is observed to be approximately 20%–30%.

Each Bidder shall independently examine and verify the scope of Services, Guest House facilities, site conditions,

estimated requirements and other relevant particulars and shall make its own assessment of the manpower, resources,

equipment, consumables and other inputs required for satisfactory performance of the Services.

Submission of a Bid shall be deemed to constitute the Bidder’s acknowledgement that it has satisfied itself regarding

the nature and extent of the Services and has relied upon its own assessment in determining its Bid.

The purpose of this Bidding Document is to provide interested parties with information that may be useful to them in

the formulation of their bid for participation in this Tender. This Tender Document includes statements, which reflect

various assumptions and assessments arrived at by the Company in relation to the tender work.

The assumptions, assessments, statements and information contained in this Document may not be complete, accurate,

adequate or correct. Each Bidder should therefore, conduct its own investigations and should check the accuracy,

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

contained in this Document.

Bidders shall submit their offers strictly in accordance with the terms, conditions, specifications, Scope of Work,

Schedule of Rates, formats and other requirements contained in this RFP and its Annexures.

From the time the Proposals are opened and up to the time the Contract is awarded, the bidders shall not contact GNFC

or any of its officers, on any matter related to its Technical and/or Financial Proposal. Any effort by bidder to influence

GNFC and/ or its officers, in the examination, evaluation, ranking of Proposals, canvassing in any form or

recommendation for award of Contract, may result in the rejection of the bidder’s Proposal.

GNFC reserves the right to reject any bid that is materially non-responsive to the requirements of the RFP.

GNFC reserves the right to accept or reject any or all bids, wholly or partly, without assigning any reason, and to

cancel, withdraw, modify or amend the tender process in accordance with applicable rules and its procurement

No bidder shall have any right to claim compensation or otherwise question GNFC's decision merely on account of

non-selection, cancellation or modification of the tender process, subject to applicable law.

For submission of the bids in electronic form, it is advised to keep the relevant documents and data in scanned form.

In case of any confusion in understanding the terms and conditions of this Tender Document, interested bidders may

contact Mr. Uttam Singh Panwar on, (O) 02642-202621, (M) 8238053769, e- mail - [email protected]

For Gujarat Narmada Valley Fertilizers & Chemicals Ltd.

Authorized Signatory

General Manager

GENERAL INSTRUCTIONS TO BIDDERS

1.1 The Bidder shall carefully examine the entire Bidding Document, including the Notice Inviting Tender,

Instructions to Bidders, Bid Data Sheet, Scope of Work, Technical Requirements, Schedule of Rates, Eligibility

and Qualification Criteria, General Conditions of Contract, Special Conditions of Contract, Annexures,

Corrigenda, Addenda and Clarifications issued by GNFC.

1.2 Submission of a Bid shall constitute an unconditional acknowledgement by the Bidder that it has examined and

understood the Bidding Document and agrees to comply with all its provisions.

1.3 The Bidder shall submit its Bid strictly in accordance with the requirements prescribed in the Bidding Document.

No deviation, counter-proposal, qualification or conditional offer shall be accepted unless expressly permitted.

1.4 GNFC may reject any Bid which is materially non-responsive to the requirements of the Bidding Document.

1.5 The Bidder shall be solely responsible for obtaining all information necessary for preparation of its Bid and for

assessing the nature, extent and requirements of the Services, including manpower, equipment, consumables,

supervision, statutory compliance and other resources required for satisfactory performance of the Contract.

1.6 No claim arising from the Bidder's failure to examine the Bidding Document, inspect the Guest House, seek

clarification or otherwise acquaint itself with the requirements shall ordinarily be entertained after submission

2. Site Visit and Pre-Bid Meeting:

2.1 GNFC shall conduct a Pre-Bid Meeting at the Guest House/site on the date and time specified herein below:

Date: 21.08.2026 Time: 03:00 p.m.

Venue: GNFC Guest House, GNFC Township, Narmadanagar, Bharuch.

2.2 Attendance at the Pre-Bid Meeting is mandatory and non-attendance may constitute a ground for

rejection of the Bid.

2.3 The Pre-Bid Meeting and Site Visit are intended, inter alia, to:

a. explain the Scope of Work and service requirements;

b. familiarize prospective Bidders with the Guest House, its facilities and operational requirements;

c. clarify manpower, housekeeping, catering, kitchen, pantry and guest-handling requirements;

d. explain applicable safety, security, hygiene and statutory requirements;

e. clarify the proposed service levels, performance standards and reporting requirements;

f. address queries raised by prospective Bidders; and

g. provide prospective Bidders an opportunity to assess the site conditions and operational requirements relevant

to preparation of their Bids.

2.4 Each Bidder is advised to depute a technically and operationally competent representative having sufficient

authority and understanding of the proposed Services to attend the Pre-Bid Meeting and Site Visit.

2.5 The Bidder shall be deemed to have acquainted itself with the Guest House facilities, accessibility, operational

arrangements, likely occupancy, service requirements, working conditions, available facilities and all other

circumstances relevant to performance of the Services.

2.6 No claim based on ignorance of site conditions, operational requirements or any matter which could reasonably

have been ascertained during the Site Visit or Pre-Bid process shall be entertained after submission of the Bid.

2.7 Clarifications or explanations provided during the Pre-Bid Meeting shall not, by themselves, amend the Bidding

Document. Any amendment, clarification or modification intended to have binding effect shall be issued by

GNFC in writing through a Corrigendum, Addendum, Minutes of Meeting or other formal communication.

3. Clarification of Bidding Documents:

3.1 A Bidder requiring clarification regarding any provision of the Bidding Document may submit its query through

the e-Procurement Portal or through the mode specified by GNFC, within the prescribed period.

3.2 GNFC may, at its discretion, issue clarifications or interpretations in response to queries received from

prospective Bidders.

3.3 GNFC may, at any time prior to the Bid Submission Deadline, amend, modify, supplement or clarify the Bidding

Document by issuing a Corrigendum/Addendum.

3.4 All Corrigenda, Addenda and written clarifications issued by GNFC shall form an integral part of the Bidding

Document and shall be binding on all Bidders.

3.5 GNFC may, where considered necessary, extend the Bid Submission Deadline to enable Bidders to take any

amendment or clarification into account while preparing their Bids.

4. Registration on e-Procurement Portal:

4.1 Every Bidder intending to participate in the Tender shall be duly registered on the e-Procurement Portal of

GNFC i.e. (n)procure portal. In case the Bidders require assistance and / or guidance for registration, may

reach out Portal Help Desk.

4.2 The Bidder shall be solely responsible for maintaining valid registration and ensuring that its account,

credentials and other requirements necessary for electronic submission remain active throughout the Tender

4.3 GNFC shall not be responsible for any failure or inability of a Bidder to submit its Bid arising from non-

registration, incomplete registration, expiry or suspension of registration, technical issues attributable to the

Bidder, or failure to comply with the requirements of the e-Procurement Portal.

5. Authority of Signatory:

5.1 The Bid and all documents forming part thereof shall be signed and submitted by a person duly authorized to

bind the Bidder.

5.2 The Bidder shall submit appropriate documentary evidence establishing the authority of the person signing and

submitting the Bid.

5.3 In the case of a company, the Bid shall be signed by a Director or other duly authorized person, supported by a

Board Resolution, Power of Attorney or other appropriate authorization, as applicable.

5.4 In the case of a partnership firm, the Bid shall be signed by a partner duly authorized to bind the firm, supported

by the partnership deed and appropriate authority where required.

5.5 In the case of a proprietorship concern, the Bid shall be signed by the proprietor or a duly authorized

representative.

5.6 In the case of any other legal entity, the Bidder shall furnish appropriate documentary evidence establishing the

legal constitution of the entity and the authority of the signatory.

5.7 Where a Bid is signed by an authorized representative on behalf of another person or entity, GNFC may require

submission of a duly executed Power of Attorney or other acceptable evidence of authority.

5.8 Failure to establish the authority of the signatory may render the Bid liable to rejection.

6. Documents Comprising the Bid:

The Bid shall comprise the following which needs to be filled and submit:

a. SOR in Price Bid as per Annexure – 1;

b. Technical Bid as per Annexure – 2 to 9;

c. Earnest Money Deposit;

d. Declarations and Undertakings prescribed in the Bidding Document;

e. Certified copies of Statutory registrations and Certificates;

f. Power of Attorney/Board Resolution or other authorization of the signatory; and

g. Signed and stamped unconditional acceptance of the terms and conditions of the Bidding Document;

7. Technical Bid:

7.1 The Technical Bid shall contain all technical, qualification, experience, compliance and other information

required under the Bidding Document.

7.2 The Technical Bid shall not contain any price information except where expressly permitted. Any disclosure of

financial information in the Technical Bid, where prohibited, may render the Bid liable to rejection.

8.1 The Price Bid shall be submitted only in the prescribed electronic format through the e-Procurement Portal.

8.2 The Bidder shall quote its prices strictly in accordance with the prescribed Schedule of Rates (SoR) and pricing

8.3 The Bidder shall quote only the percentage increase, where applicable, against the prescribed Schedule of Rates

for boarding/food items and shall quote the charges for additional resources, if any, in the manner prescribed in

8.5 The quoted rates shall be deemed to include all costs, expenses, overheads, statutory obligations and other

components required for performance of the Services, except those specifically identified as separately payable

under the Contract.

9. Earnest Money Deposit:

9.1 The Bidder shall submit the prescribed EMD of ₹1,50,000/- in the form of Demand Draft from any

nationalized or scheduled bank in favor of “GNFC Limited”. Alternatively, EMD amount can be

transferred trough RTGS.

9.2 GNFC’s Bank details are as under;

Beneficiary Name: Gujarat Narmada Valley Fertilizers & Chemicals Limited.

Bank Name: BANK OF BARODA

Branch: BHARUCH

Beneficiary A/c No.: 131405 0000

Beneficiary IFSC Code: BARB 0 GNFCOM (5th letter is zero)

Bidder shall inform UTR number by e-mail upon bank transfer of EMD.

9.3 A Bid submitted without the prescribed EMD may be rejected as non-responsive.

9.4 The EMD shall be liable to forfeiture in accordance with the provisions of the Bidding Document, including,

inter alia, where the Bidder:

a. withdraws or modifies its Bid after the Bid Submission Deadline in circumstances where such withdrawal or

modification is prohibited;

b. fails to accept correction of an arithmetical error, where applicable;

c. fails to execute the Contract after acceptance of its Bid;

d. fails to furnish the required Performance Security within the prescribed period; or

e. commits any other act specifically identified in the Bidding Document as attracting forfeiture of EMD.

9.5 No interest shall be payable by GNFC on the EMD.

10. Deviations:

10.1 Bidders may propose deviations, if any, from the terms, conditions or requirements of this Bidding Document.

All such deviations shall be clearly and specifically stated in the Deviation Sheet prescribed in Annexure –

10.2 Any deviation not expressly stated in the Deviation Sheet shall be deemed to have been unconditionally accepted

by the Bidder. The Company shall have the right to accept, reject or seek clarification in respect of any deviation,

and the acceptance of any deviation shall be at the sole discretion of the Company.

10.3 A deviation shall not be construed as accepted merely by submission of the Bid and shall become binding only

if expressly accepted by the Company.

11. Preparation and Submission of Bids:

11.1 The Bidder shall prepare its Bid carefully, completely and accurately in accordance with the prescribed forms

11.2 All information and documents submitted by the Bidder shall be true, complete, current and capable of

11.3 Any false, forged, fabricated, misleading, dubious or tampered information or document may result in rejection

of the Bid; forfeiture of EMD, where applicable; termination of the Contract, if discovered after award;

forfeiture/recovery of amounts payable under the Contract, where applicable; and/or such other legal action as

may be permissible under applicable law.

11.4 The Bidder shall be responsible for ensuring that all electronic documents uploaded are legible and complete.

11.5 No modification or withdrawal of a Bid shall be permitted after the Bid Submission Deadline.

11.6 Bids shall be submitted electronically on or before the date and time specified.

12. Opening of Bids:

12.1 The Technical Bids shall be opened electronically on the date and time specified or on such other date and time

as may be notified by GNFC.

12.2 The Price Bids of only those Bidders found technically and otherwise eligible in accordance with the prescribed

evaluation methodology shall be opened.

12.3 GNFC may postpone or reschedule the opening of Bids by issuing an appropriate communication through the

e-Procurement Portal.

13. Evaluation of Bids:

13.1 The Bids shall be evaluated in accordance with the evaluation methodology specified in this Bidding Document.

13.2 The proposed evaluation methodology for this Tender shall be Quality and Cost Based Selection (QCBS).

13.3 Only Bids satisfying the eligibility, qualification and responsiveness requirements shall be considered for further

13.4 GNFC may seek clarification or additional information from a Bidder during evaluation where considered

necessary for proper evaluation of the Bid.

13.5 Any clarification sought shall not ordinarily permit the Bidder to alter the substance of its Bid or materially

change its quoted price or technical offer.

13.6 GNFC reserves the right to verify any information or document submitted by a Bidder from the Bidder or from

independent sources.

13.7 The decision of GNFC in relation to evaluation and determination of the successful Bidder shall be subject to

the provisions of the Bidding Document and applicable law.

14. Clarification of Bids:

14.1 GNFC may, during the evaluation process, seek written clarification from any Bidder in respect of its Bid.

14.2 The Bidder shall furnish the required clarification within the time specified by GNFC.

14.3 No clarification shall be permitted to alter the basic substance of the Bid or to improve a Bid after the Bid

Submission Deadline, except to the extent expressly permitted under the applicable procurement framework.

14.4 Failure to furnish clarification within the stipulated time may render the Bid liable for rejection.

15. Negotiations:

15.1 GNFC may undertake negotiations with the Bidder(s), wherever considered permissible and necessary under

the applicable procurement framework and the approved Tender methodology.

15.2 Where GNFC requires a Bidder to participate in discussions, presentations, negotiations or clarification

meetings, the Bidder shall depute an authorized representative having adequate authority to represent and bind

15.3 The Bidder shall bear its own costs and expenses associated with attending such meetings.

15.4 No negotiation shall be construed as an obligation upon GNFC to accept the Bid or to award the Contract to the

Bidder participating in such negotiation.

16. Conditional and Non-Responsive Bids:

16.1 A Bid containing any condition, qualification, material deviation, counter-proposal or reservation against the

terms of the Bidding Document may be treated as non-responsive.

16.2 Minor deviations or omissions may be dealt with in accordance with the applicable procurement framework and

at GNFC's discretion.

16.3 GNFC's determination of whether a Bid is responsive shall be based on the requirements of the Bidding

Document and applicable procurement provisions.

17. False Information, Misrepresentation and Integrity:

17.1 The Bidder shall ensure that all information and documents submitted in connection with the Tender are

authentic and verifiable.

17.2 If, at any stage, it is found that a Bidder has submitted false, forged, fabricated, misleading or materially

suppressed information, GNFC may take appropriate action, including rejection of the Bid, forfeiture of EMD,

termination of the Contract, recovery of losses and initiation of legal proceedings.

17.3 Such action shall be without prejudice to any other rights and remedies available to GNFC under the Bidding

Document, Contract or applicable law.

18. Acceptance of Tender:

GNFC shall communicate acceptance of the successful Bid through a Letter of Award, Work Order or other authorized

written/electronic communication. The successful Bidder shall comply with the requirements specified in such

communication within the prescribed period.

The Work Order/Letter of Award, together with the executed Contract Agreement, the accepted Bid, the Bidding

Document, Corrigenda/Addenda and other documents expressly incorporated therein, shall constitute the contractual

framework governing the Services. In the event of any inconsistency between documents forming part of the Contract,

the order of precedence specified in the Contract shall apply.

19. Right of GNFC to Accept or Reject Bids:

19.1 GNFC does not undertake to accept the lowest-priced Bid or any particular Bid.

19.2 GNFC reserves the right, subject to applicable law and the prescribed evaluation methodology, to accept or

reject any Bid, reject all Bids, cancel or withdraw the Tender, or modify the Tender process.

19.3 No Bidder shall have any right to claim compensation merely on account of rejection of its Bid, non-selection,

cancellation or modification of the Tender process, subject to applicable law.

20. No Commitment by GNFC:

20.1 Issuance of the Bidding Document or participation in the Tender shall not create any contractual or other

obligation upon GNFC to award the Contract.

20.2 GNFC shall have no liability for any expenditure, loss or expense incurred by a Bidder in connection with

preparation, submission or participation in the Tender process.

21. Interpretation:

If any doubt arises regarding interpretation of the provisions of the Bidding Document, the Bidder shall seek

clarification from GNFC within the prescribed period. No oral clarification or representation by any employee, officer

or representative of GNFC shall be binding unless confirmed through an authorized written communication. In the

event of any inconsistency or ambiguity, the interpretation adopted by GNFC in accordance with the Bidding

Document and applicable procurement framework shall apply, subject to applicable law.

DEFINITIONS AND INTERPRETATION

Unless the context otherwise requires, the following expressions shall have the meanings assigned to them below.

Terms not defined herein but defined in the General Conditions of Purchase ("GCC") shall have the meanings assigned

to them in the GCP.

1. “Acceptance of Tender” / “Letter of Acceptance (LoA)” shall mean the formal written communication issued

by GNFC conveying its acceptance of the Bid/Offer of the successful Bidder and/or its decision to award the

Contract, subject to such terms and conditions as may be specified therein.

2. “Additional Services” shall mean the additional cooking services, attendant/helper services or any other

additional services specifically identified in the Contract and required by GNFC beyond the normal services

included in the Monthly Lump-Sum Rate.

3. “Applicable Laws” shall mean all applicable Acts, statutes, rules, regulations, notifications, orders, bye-laws,

directions, guidelines, licenses, permits and statutory requirements issued by any Central Government, State

Government, local authority, statutory authority or other competent authority having jurisdiction over the

Services and/or the Contractor, as amended or re-enacted, from time to time.

4. “Applicable Taxes” shall mean all taxes, duties, levies, cess and other statutory impositions applicable to the

Services under Applicable Laws, including Goods and Services Tax (GST), as applicable.

5. “Bid” shall mean the complete offer submitted by a Bidder in response to this RFP, comprising the Technical

Bid, Price Bid and all documents, declarations, undertakings, schedules, forms, information and other

submissions required under the Tender Documents, including any subsequent clarifications, amendments or

modifications expressly accepted by GNFC.

6. “Bidder” shall mean the individual, proprietorship concern, partnership firm, company, LLP or other legally

permissible entity submitting a Bid in response to this Tender.

7. “Boarding Items” shall mean the food, beverages, meals, snacks, refreshments and other consumable items

specified in the Schedule of Rates under the categories identified therein, for which payment shall be made on

the basis of actual consumption/quantity supplied at the applicable accepted rates.

8. “Contract” shall mean the Service Contract / Agreement between GNFC and the successful Bidder/Contractor

for provision of the Services and shall include the Letter of Acceptance/Work Order, this RFP, Scope of Work,

Schedule of Rates, Special Conditions of Contract, General Conditions of Contract, accepted Bid, Price Bid, all

Annexures, corrigenda, amendments, clarifications and other documents expressly incorporated into or forming

part of the Contract.

9. “Contract Period” shall mean the period commencing from the date specified in the Work Order/Letter of

Award or the date of commencement of Services, as applicable, and continuing for the period specified in the

Contract, including any extension thereof duly approved by GNFC.

10. “Contract Year” shall mean each twelve-month period commencing from the Commencement Date or such

other annual period as may be specifically specified in the Contract.

11. “Contractor” shall mean the successful Bidder to whom the Contract is awarded by GNFC and shall, where

the context so permits, include its successors and permitted assigns.

12. “Contract Price” / “Contract Value” shall mean the total consideration payable by GNFC to the Contractor

under the Contract, determined in accordance with the accepted rates, Schedule of Rates, actual

quantities/services availed and other applicable provisions of the Contract.

13. “Company” / “GNFC” shall mean Gujarat Narmada Valley Fertilizers & Chemicals Limited, having its

registered/administrative office at P.O. Narmadanagar – 392015, District Bharuch, Gujarat, India, and shall

include its authorized representatives, officers, employees and successors.

14. “Company Representative” / “Officer-in-Charge” shall mean the person(s) designated by GNFC from time

to time for supervision, administration, coordination, inspection and monitoring of the Services under the

15. “Commencement Date” shall mean the date specified by GNFC for commencement of the Services under the

16. “Day” shall mean a calendar day unless expressly stated otherwise.

17. “Financial Year” shall mean the period from 1st April to 31st March of the following year.

18. “Guest” shall mean any person authorized by GNFC to stay at, visit or use the facilities and Services of the

GNFC Guest House.

19. “Guest House” shall mean the guest house facility owned and operated by GNFC at its Narmadanagar

Township, Bharuch, Gujarat, together with the rooms, kitchen, dining area, reception, common areas, facilities,

equipment and other areas/facilities made available for the performance of the Services.

20. “Manpower” / “Personnel” shall mean all persons deployed by the Contractor for performance of the Services,

including managerial, supervisory, housekeeping, kitchen, catering, reception, attendant, helper, laundry and

other personnel with appropriate qualifications as specified or required under the Tender Documents.

21. “Monthly Lump-Sum Rate” shall mean the monthly rate quoted and accepted for providing the Services

included within the fixed/lump-sum scope of work for this service contract, inclusive of all costs, expenses,

manpower-related costs, consumables, equipment and other statutory obligations expressly included therein,

except those items for which separate payment is specifically provided under the Contract.

22. “Price Bid” shall mean the financial proposal submitted by the Bidder in the prescribed format, including the

Monthly Lump-Sum Rate, applicable rates/percentage for Boarding Items and rates for Additional Services, as

23. “Schedule of Rates” / “SOR” shall mean the schedule of items, estimated quantities, units, existing rates,

applicable quoted rates/percentage increases and other financial particulars forming part of the Tender

Documents and/or Contract.

24. “Services” shall mean the entire scope of hospitality and facility management services to be provided by the

Contractor under the Service Contract, including all activities, manpower, materials, consumables, equipment

and incidental obligations specified in the Scope of Work and other Contract Documents.

25. “Site” shall mean the GNFC Guest House and such other locations within the GNFC premises or other locations

as may be specifically identified by GNFC for performance of any part of the Services.

26. “Working Day” shall mean a day other than a day declared as a holiday by GNFC for the relevant purpose.

Interpretation:

Unless the context otherwise requires:

a. words importing the singular shall include the plural and vice versa;

b. words importing any gender shall include all genders;

c. references to any statute, Act, rule, regulation or statutory provision shall include any amendment, modification,

re-enactment or replacement thereof;

d. references to clauses, schedules, annexures and appendices shall be references to the corresponding clauses,

schedules, annexures and appendices of the Contract;

e. the headings and titles used in the Tender Documents are for convenience only and shall not affect their

interpretation;

f. the expressions “including”, “includes” and “in particular” shall be construed without limitation unless expressly

stated otherwise;

g. any obligation imposed on the Contractor under the Contract shall include an obligation to ensure compliance

by its Personnel, agents, representatives, subcontractors and other persons engaged by it in connection with the

h. where a period is prescribed in days, the first day shall be excluded and the last day shall be included, unless

otherwise specified;

i. references to “writing” or “written” shall include electronic communications wherever such communication is

permitted under the Contract;

j. in the event of any inconsistency between the provisions of the Tender Documents, the order of precedence

specified in the Contract shall apply.

k. the use of any expression or heading in the Tender Documents shall not be construed so as to limit or restrict the

scope of any obligation unless the context expressly so requires.

l. the singular shall include the plural and the plural shall include the singular.

m. the expression “person” shall include an individual, company, corporation, partnership, limited liability

partnership, proprietorship concern, association, body of persons, statutory authority, government authority or

any other legal entity, as the context may require.

ELIGIBILITY AND QUALIFICATION CRITERIA

The Bidder shall satisfy all the Eligibility and Qualification Criteria specified in this Section as on the date of

submission of the Bid and shall furnish documentary evidence in support of the same along with its Technical

The Eligibility and Qualification Criteria are intended to establish that the Bidder possesses the requisite legal

status, relevant experience, financial capacity, statutory compliance, organizational capability and technical

competence necessary for satisfactorily performing the Hospitality and Facility Management Services at GNFC

Unless expressly stated otherwise, the requirements specified in this Section shall be treated as mandatory.

A Bidder failing to satisfy any mandatory Eligibility or Qualification requirement, or failing to submit the

prescribed documentary evidence, may be considered non-responsive and its Bid may be rejected.

2. Legal Constitution of the Bidder:

The Bidder shall be a legally constituted entity capable of entering into a contract and performing the Services

contemplated under this Tender.

The Bidder may be a Sole Proprietorship Concern; a Partnership Firm; a Limited Liability Partnership (LLP); a

Company incorporated under the Companies Act, 2013 or applicable law; or any other legally recognized entity

eligible to undertake the Services under Applicable Laws.

The Bidder shall submit documentary evidence establishing its legal constitution, as applicable.

The Bidder shall also submit its valid PAN and GST Registration Certificate.

3. Authority to Submit the Bid:

The Bid shall be submitted by a person duly authorized by the Bidder to represent and legally bind the Bidder.

The Bidder shall submit appropriate documentary evidence of such authority, including: Board Resolution /

Power of Attorney, in case of a Company; authorization by the partners, in case of a Partnership Firm;

authorization in accordance with the constitutional documents, in case of an LLP; or such other valid

authorization as may be applicable to the Bidder. The person signing the Bid shall also be authorized to execute

the Contract and other documents on behalf of the Bidder, if the Bidder is selected.

4. Experience in Relevant Hospitality & Facility Management Services:

The Bidder shall have a minimum of three (03) years' experience in operating and managing Hotels and/or

Corporate Guest Houses involving hospitality services substantially comparable to the Services covered under

The experience should, as far as applicable to the assignment, include activities such as:

a. guest house/hotel administration and guest handling;

b. housekeeping and room servicing;

c. kitchen and catering operations;

d. preparation and serving of meals, breakfast, beverages and refreshments;

e. laundry/linen management;

f. hygiene and sanitation management; and

g. deployment and supervision of hospitality manpower.

Experience in establishments where the Bidder was responsible only for a limited standalone activity such as

housekeeping alone, manpower supplies alone, or supply of food alone, canteen services shall not by itself be

treated as experience in operating and managing a Hotel/Corporate Guest House for the purpose of this criterion.

5. Experience in Guest House / Hotel of Minimum Capacity:

The Bidder shall have a minimum of three (03) years' experience of successfully operating and managing at least

one Hotel/Corporate Guest House having a minimum capacity of 20 guest rooms.

The Bidder shall furnish documentary evidence clearly establishing the number of rooms of the establishment

relied upon for meeting this requirement. Acceptable evidence may include a Work Order, Contract Agreement,

Completion / Performance Certificate, Client Certificate or other documentary evidence acceptable to GNFC.

6. Continuous Experience:

The Bidder shall have successfully operated and managed at least one qualifying Hotel/Corporate Guest House

for a minimum continuous period of three (03) years during the last five (05) years preceding the Bid submission

The continuous period shall be established from documentary evidence submitted by the Bidder.

For avoidance of doubt, mere cumulative experience under several short-duration or intermittent assignments

shall not be treated as compliance with the requirement of continuous operation where the Bidder is required to

demonstrate continuous operation of a qualifying establishment.

7. Relevant Experience of Corporate / Institutional Guest Houses:

For the purpose of demonstrating compliance with the Eligibility and Qualification Criteria, experience in

Corporate Guest Houses, Institutional Guest Houses, PSU Guest Houses, Government Guest Houses or

comparable organized hospitality establishments shall be considered relevant, provided such experience satisfies

the requirements specified in this Section.

8. Experience in Integrated Hospitality Operations:

The Bidder should have experience involving integrated operation of hospitality facilities rather than merely

supply of manpower.

For purposes of establishing relevant experience, the Bidder should demonstrate responsibility for a combination

of guest accommodation operations; housekeeping; food and beverage/catering operations; kitchen

management; guest service; hygiene and sanitation; linen/laundry management; and supervision and deployment

of hospitality personnel. Where the Bidder relies upon a contract having a composite scope, the Bidder shall

clearly identify the portion of the contract relating to the above services.

9. Financial Eligibility:

The Bidder shall have an average annual turnover of not less than ₹2.00 Crore (Rupees Two Crore only) during

the last three financial years. The financial years presently proposed for consideration are FY 2023-24; FY 2024-

The Bidder shall submit the audited Balance Sheet and Profit & Loss Account, together with such other financial

documents as may be required to establish the turnover. Where the audited financial statements for the latest

financial year are not available due to the statutory audit/reporting cycle, the Bidder shall submit such alternative

certified financial evidence as may be specifically permitted under the tender.

10. Statutory Registrations and Licenses:

The Bidder shall possess, or shall be capable of obtaining before commencement of the Services, all

registrations, licenses, permissions and approvals required under Applicable Laws for performing the Services.

The Bidder shall submit valid documentary evidence of PAN; GST Registration; EPF Registration; ESIC

Registration; FSSAI License / Registration; Labour License / Registration, wherever applicable; Trade License

/ local authority registration applicable to catering/food services, wherever applicable; and any other statutory

registration, license or approval applicable to the Scope of Work.

The successful Bidder shall maintain the validity of all applicable registrations and licenses throughout the

Contract Period.

11. FSSAI and Food Safety Capability:

As the Scope of Work includes preparation and service of food and beverages, the Bidder shall possess adequate

food safety and hygiene capability.

The Bidder shall submit valid FSSAI License/Registration, as applicable and other relevant SOPs and

procedures / methodologies.

The Bidder shall comply with all applicable food safety requirements throughout the Contract Period.

12. Housekeeping and Hygiene Management Capability:

The Bidder shall have an established system for housekeeping, hygiene and sanitation management appropriate

to a Hotel/Corporate Guest House.

The Bidder shall submit details/documentation demonstrating its systems, including, as applicable documented

and relevant SOPs and procedures / methodologies.

The documents submitted should demonstrate that the Bidder has the organizational capability to maintain

accommodation and common facilities in a clean, hygienic and guest-ready condition.

13. Quality Management System:

The Bidder shall have an established mechanism for monitoring and maintaining service quality. The Bidder

shall provide details of its quality-management arrangements, including service SOPs; supervisory

arrangements; inspection and monitoring mechanism; guest feedback/complaint mechanism; corrective-action

system; and internal quality review process.

Where the Bidder possesses relevant ISO certification or other recognized quality certification, copies thereof

may be submitted.

14. Human Resource Capability:

The Bidder shall have adequate organizational capability to deploy trained and competent personnel for the

Services. The Bidder shall demonstrate its system for recruitment, training, supervision and replacement of

hospitality personnel.

15. Client Performance / Satisfactory Performance:

The Bidder shall submit satisfactory performance/completion certificates in respect of the qualifying experience

relied upon for meeting the Eligibility and Qualification Criteria.

The certificate should, wherever available, indicate name of client; nature and scope of services; contract period;

contract value; number of rooms/establishment capacity; period for which services were actually performed; and

performance of the Bidder. GNFC reserves the right to verify the credentials and performance directly with the

concerned client.

16. No Blacklisting / Debarment:

The Bidder shall submit a declaration on its letterhead, duly signed by its authorized signatory, stating that it has

not been blacklisted; debarred; banned; prohibited from participating in tenders; terminated for poor

performance; or otherwise restricted from participating in tenders or contracts, by any Government Department,

Public Sector Undertaking, Statutory Authority or other organization during the preceding five (05) years from

the Bid submission date.

The Bidder shall disclose any material instance of termination, debarment, suspension or other adverse

contractual action that is not covered by the above declaration but may materially affect its ability to perform

False declaration, concealment or suppression of any material fact may result in rejection of the Bid and may

also attract further action under the RFP, Contract and Applicable Laws.

17. False, Misleading or Suppressed Information:

If at any stage it is found that a Bidder has submitted a false, forged or fabricated document; made a materially

incorrect or misleading statement; suppressed material information; claimed experience or financial credentials

not actually attributable to it; or otherwise attempted to obtain qualification through misrepresentation,

GNFC shall be entitled to reject the Bid and, where applicable, take further action in accordance with the RFP,

Contract and Applicable Laws. Where such misrepresentation is discovered after award of the Contract, GNFC

shall be entitled to exercise the remedies available under the Contract, including termination, recovery of losses

and other applicable contractual remedies.

18. Determination of Qualification:

Qualification shall be determined on the basis of the mandatory Eligibility and Qualification Criteria specified

in this Chapter and the documentary evidence submitted by the Bidder.

Only Bidders satisfying all mandatory requirements shall proceed to the subsequent stage of evaluation in

accordance with the RFP.

Criterion Minimum Requirement Documentary Evidence

Eligible legally constituted Constitution / Registration

1 Legal Constitution

entity Documents

Board Resolution / Power of

2 Authorization Duly authorized signatory

Attorney / Authorization

Minimum 3 years in Hotel /

Relevant Work Orders / Contracts /

3 Corporate Guest House

Experience Experience Certificates

Establishment Client Certificate / Contract /

4 Minimum 20 guest rooms

Capacity Other supporting evidence

Continuous Minimum 3 continuous years Client / Performance

Experience during the last 5 years Certificate

6 Minimum ₹2 Crore Audited Financial Statements

7 PAN Valid PAN PAN Card

8 GST Valid GST Registration GST Registration Certificate

Valid / Applicable EPF

9 EPF EPF Registration Certificate

Valid / Applicable ESIC

10 ESIC ESIC Registration Certificate

Valid / Applicable FSSAI FSSAI License / Registration

License / Registration Certificate

Labour Applicable Labour License / Labour License / Registration

Compliance Registration Certificate

Food Safety Prescribed food safety systems Food Safety SOPs / Plans /

Capability / SOPs Certificates

Housekeeping Documented housekeeping and SOPs / Cleaning Schedules /

Capability hygiene management system Inspection Checklists

Satisfactory performance in

Performance / Completion

15 Performance qualifying hospitality

Blacklisting / No disqualifying blacklisting / Declaration on Bidder's

Debarment debarment / restriction Letterhead

EVALUATION OF BIDS AND QUALITY AND COST BASED SELECTION (QCBS)

The evaluation of Bids shall be carried out in accordance with the evaluation methodology specified in this

The evaluation shall be conducted in stages as set out below:

a. Evaluation of Eligibility and Qualification Criteria on a Pass/Fail basis;

b. Detailed Technical Evaluation of Bids of only those Bidders who satisfy all mandatory Eligibility and

Qualification Criteria;

c. Determination of the Technical Score;

d. Opening and evaluation of Financial Bids; and

e. Determination of the Final Combined Score under the Quality and Cost Based Selection (QCBS) methodology

and ranking of the Bidders.

GNFC reserves the right to verify any information, document, credential, certificate, experience or declaration

submitted by a Bidder from the concerned client, issuing authority, statutory authority or any other relevant

source. The decision of GNFC in relation to the evaluation of Bids shall be final and binding, subject to the

provisions of the RFP and Applicable Laws.

2. Evaluation of Eligibility and Qualification Criteria:

2.1 The Eligibility and Qualification Criteria specified in Chapter – 4 shall be evaluated on a Pass/Fail basis.

2.2 No marks shall be awarded at the Eligibility and Qualification stage.

2.3 A Bidder shall be required to satisfy all mandatory Eligibility and Qualification Criteria specified in Chapter –

4 and shall submit the documentary evidence prescribed therein.

2.4 Failure to satisfy any mandatory Eligibility or Qualification requirement or failure to furnish satisfactory

documentary evidence in support thereof, may result in rejection of the Bid.

2.5 The minimum requirements specified in Chapter – 4 shall not, merely by virtue of being satisfied, carry any

Technical Evaluation marks. Technical marks shall be awarded only for the additional capability, experience,

capacity, quality and technical merit demonstrated by the Bidder in accordance with the Technical Evaluation

Matrix specified below.

3. Technical Evaluation:

3.1.1 The Technical Bids of only those Bidders who qualify under the Eligibility and Qualification Criteria shall be

3.1.2 The maximum Technical Score shall be 100 Marks.

3.1.3 The Technical Evaluation shall assess the Bidder's additional relevant experience, scale of operations, financial

capacity, similar assignments, demonstrated performance, proposed methodology, manpower and services

systems, and relevant quality and food-safety certifications.

3.1.4 The Technical Evaluation shall be based on documentary evidence submitted with the Technical Bid and, where

specifically provided for, the methodology and supporting documents submitted by the Bidder.

3.1.5 No credit shall be given for any claim which is not adequately supported by documentary evidence acceptable

3.2 Technical Evaluation Criteria:

Technical Evaluation Criterion

Additional Relevant Experience in Hotel / Corporate Guest

House Operations

2 Scale of Guest House / Hotel Operations – Room Capacity

3 Average Annual Turnover of last three financial years

4 Similar Hospitality and Facility Management Contracts

5 Biggest Contract Performed

6 Client Performance / Satisfaction in Similar Assignments

7 Quality Management / Food Safety Certifications

8 Resources Deployment Plan / System

Hospitality Operations Methodology, SOPs and Service

Delivery Plans / Systems.

Total Total Technical Score

3.3 Detailed Technical Evaluation Matrix:

3.3.1 Additional Relevant Experience in Hotel / Corporate Guest House Operations – 10 Marks.

The minimum three (3) years' relevant experience specified under Chapter – 4 shall constitute the eligibility

threshold and shall not carry any marks.

Additional marks shall be awarded as follows:

Sr. No. Relevant Experience Marks

1 Minimum 3 years – eligibility threshold

2 More than 3 years and up to 5 years

3 More than 5 years

For this criterion, only experience satisfying the definition of relevant hospitality services specified in Chapter

– 4 shall be considered.

The Bidder shall submit supporting Work Orders / Contract Agreements / Experience Certificates / Completion

Certificates or other acceptable documentary evidence clearly establishing the period of relevant experience.

3.3.2 Scale of Guest House / Hotel Operations – Room Capacity – 10 Marks:

The minimum capacity of twenty (20) guest rooms specified under Chapter – 4 shall constitute the eligibility

threshold and shall not carry any marks.

Additional marks shall be awarded based on the highest number of guest rooms successfully operated and

managed by the Bidder under a qualifying Hotel / Corporate Guest House assignment:

Number of Guest Rooms under a

Qualifying Assignment

1 20 to 39 rooms

2 40 rooms or more

The Bidder shall submit documentary evidence clearly establishing the number of rooms of the establishment

relied upon for claiming marks.

Where multiple establishments are relied upon, the number of rooms shall not be aggregated unless the relevant

establishments were operated simultaneously under a single integrated contract or assignment and such

arrangement is clearly established through documentary evidence.

3.3.3 Average Annual Turnover – 10 Marks:

The minimum average annual turnover of ₹2.00 Crore specified under Chapter – 4 shall constitute the financial

eligibility threshold. Additional marks shall be awarded based on the average annual turnover of the Bidder

during the last three financial years considered for eligibility:

Sr. No. Average Annual Turnover Marks

1 ₹2 Crore and above but below ₹5 Crore

2 Above 5 Crore

3.3.4 Similar Hospitality and Facility Management Contracts – 10 Marks:

Marks shall be awarded based on the number of similar contracts executed by the Bidder during the last five (5)

years preceding the Bid submission date.

For the purpose of this criterion, a Similar Contract means a contract involving integrated operation and

management of a Hotel, Corporate Guest House, Institutional Guest House, PSU Guest House, Government

Guest House or comparable organized hospitality establishment, substantially involving a combination of guest

accommodation operations, housekeeping, food and beverage / catering, kitchen management, guest services,

hygiene and sanitation, linen/laundry management and supervision/deployment of hospitality personnel.

Contracts involving only standalone housekeeping, manpower supply, security services, food supply/catering

alone or any other isolated activity shall not be treated as Similar Contracts for this criterion.

Sr. No. Number of Similar Contracts Marks

1 1 to 5 Similar Contracts

2 More than 5 Similar Contracts

Only contracts supported by satisfactory documentary evidence such as Work Orders, Contract Agreements,

Completion Certificates or Client Performance Certificates shall be considered.

3.3.5 Largest Similar Hospitality / Facility Management Contract – 10 Marks

Marks shall be awarded based on the value of the largest single Similar Contract executed or presently under

execution by the Bidder during the last five (5) years.

Sr. No. Value of Largest Similar Contract Marks

1 ₹50 Lakh and above but below ₹1 Crore

2 ₹1 Crore and above but below ₹2 Crore

3 Above ₹2 Crore

For an ongoing contract, the original awarded / contracted value shall be considered, provided the Bidder

furnishes documentary evidence establishing the contract value and scope.

Where a contract has been awarded for a period exceeding one year, the total contract value for the entire

contracted period, and not merely the annual value, shall be considered for this criterion.

The contract relied upon shall satisfy the definition of Similar Contract specified in Clause above.

3.3.6 Client Performance / Satisfaction in Similar Assignments – 10 Marks

Marks shall be awarded based on satisfactory performance certificates issued by clients in respect of Similar

Contracts. The certificates should, wherever available, indicate the nature and scope of services, contract period

and particularly the performance of the Bidder.

Sr. Number of Satisfactory / Positive Performance

No. Certificates relating to Similar Contracts

1 1 to 2 certificates

2 3 to 5 certificates

3 More than 5 certificates

Where a performance certificate expressly records excellent / very good / satisfactory performance, the same

may be considered as evidence of positive performance. GNFC may independently verify the performance

certificates with the issuing clients.

A certificate relating to a contract which does not qualify as a Similar Contract shall not be considered for this

The same contract may be relied upon for more than one technical criterion where it independently satisfies the

requirements of each criterion; however, the same document shall not result in duplicate marks under the same

3.3.7 Hospitality Operations Methodology, SOPs and Service Delivery System – 15 Marks:

The Bidder shall submit a detailed methodology demonstrating its proposed approach for efficient, hygienic,

safe and guest-oriented operation of the GNFC Guest House.

The methodology shall, at a minimum, address the following:

a. Guest reception, check-in, check-out and guest handling;

b. Room preparation and housekeeping procedures;

c. Cleaning schedules for rooms, public areas, kitchen and other common facilities;

d. Linen and laundry management;

e. Food preparation, kitchen operations and food service;

f. Food safety and hygiene controls;

g. Pest-control and sanitation management;

h. Inspection and quality-control mechanism;

i. Guest feedback, complaint handling and corrective action;

j. Preventive and periodic cleaning arrangements;

k. Inventory and consumable material management;

l. service continuity and contingency arrangements; and

m. reporting and coordination mechanism with GNFC.

The evaluation shall be based on the completeness, practicality, relevance and suitability of the system proposed.

Assessment Marks

1 Inadequate / generic methodology; major aspects not addressed 0–4

Partially developed methodology; several relevant systems

addressed but with material gaps

Comprehensive and reasonably detailed methodology

3 addressing major operational requirements with appropriate 9–12

SOPs and controls

Comprehensive, practical, well-structured and assignment-

4 specific methodology demonstrating strong operational 13–15

controls, monitoring and service-delivery systems

The Evaluation Committee may seek clarification regarding the submitted methodology, provided that such

clarification does not permit material alteration of the Bid.

3.3.8 Resources Deployment Plan / System – 15 Marks

The Bidder shall submit details of its system for recruitment, deployment, training, supervision, maintaining

wage register , performance management and replacement of hospitality personnel.

The submission should address:

a. proposed manpower structure and supervisory hierarchy;

b. recruitment and background verification mechanism;

c. induction and on-job training;

d. housekeeping, hygiene, food-safety and customer-service protocols;

e. attendance/wage register and manpower monitoring;

f. leave and absenteeism management;

g. replacement mechanism for absent or unsuitable personnel; and

h. supervisory and escalation arrangements.

Sr. No. Assessment Marks

Inadequate / no structured manpower management,

training, supervision or replacement system

Basic system with limited details on manpower

2 deployment, training, supervision and replacement 4–6

Adequate and reasonably structured system addressing

3 manpower deployment, training, supervision and 7–9

replacement requirements

Comprehensive system with appropriate manpower

4 planning, training programs, supervision mechanisms 10–12

and replacement arrangements

Strong, comprehensive, well-structured and

assignment-specific manpower management system

demonstrating robust training, supervision, performance

monitoring and timely replacement mechanisms

3.3.9 Quality Management / Food Safety Certifications – 10 Marks:

Marks shall be awarded for valid and relevant quality and food-safety certifications held by the Bidder

as on the Bid submission date.

The certifications should be relevant to the nature of Services proposed to be performed.

Sr. No. Valid Relevant Certification Marks

1 No relevant certification

2 One relevant certification

3 Two relevant certifications

4 Three or more relevant certifications

Relevant certifications may include:

a. ISO 9001 – Quality Management System;

b. ISO 22000 – Food Safety Management System;

c. HACCP certification; or

d. other internationally / nationally recognized equivalent certification relevant to hospitality, quality

management or food safety.

The certification shall be valid as on the Bid submission date and shall be issued in the name of the Bidder or

otherwise clearly establish that the Bidder is the entity covered by the certification. GNFC may verify the

validity and scope of any certification submitted.

3.4 Technical Score:

3.4.1 The marks obtained by the Bidder under each of the Technical Evaluation Criteria specified above shall be

aggregated to determine the Bidder's Technical Score.

3.4.2 The maximum Technical Score shall be 100 Marks.

3.4.3 A Bidder shall be required to obtain a minimum Technical Score of 50 Marks out of 100 to qualify for Financial

Evaluation. A Bidder obtaining less than 50 Technical Marks shall be treated as technically non-qualified and

its Financial Bid shall not be considered for further evaluation.

3.4.4 Technical marks shall be awarded strictly on the basis of the evaluation parameters specified in this Chapter and

the documentary evidence / technical submission furnished by the Bidder.

3.5 Opening and Evaluation of Financial Bids:

3.5.1 Financial Bids shall be opened only in respect of those Bidders who satisfy the mandatory Eligibility and

Qualification Criteria; are found substantially responsive to the Tender; and obtain the minimum qualifying

Technical Score of 50 Marks.

3.5.2 The Financial Bid shall be evaluated in accordance with the Price Bid format and the provisions specified in

this Tender Document.

3.5.3 The evaluated financial cost shall be the total evaluated price determined in accordance with the Price Bid and

applicable provisions of the Tender Document.

Any conditional, incomplete or materially qualified Financial Bid may be rejected.

3.6 Quality and Cost Based Selection (QCBS):

3.6.1 The successful Bidder shall be selected through the Quality and Cost Based Selection (QCBS) methodology.

3.6.2 The relative weightages assigned to Technical and Financial Scores shall be:

Sr. No. Component Weightage

1 Technical Score 70%

2 Financial Score 30%

Total Total 100%

3.6.3 The final combined score of each technically qualified Bidder shall be calculated as follows:

Final Combined Score = (Technical Score × 0.70) + (Financial Score × 0.30)

3.7 Financial Score:

3.7.1 The Financial Score shall be calculated on the basis of the lowest evaluated Financial Bid among the technically

qualified Bidders.

3.7.2 The Financial Score shall be calculated using the following formula:

Financial Score (Fs) = (L / P) ×

L = Lowest Evaluated Financial Bid among technically qualified Bidders; and

P = Evaluated Financial Bid of the Bidder under consideration.

3.7.3 The Bidder quoting the lowest evaluated Financial Bid shall receive a Financial Score of

3.7.4 The Financial Score shall be rounded off to two decimal places, unless otherwise specified elsewhere in the

3.8 Final Combined Score and Ranking:

3.8.1 The Technical Score and Financial Score shall be converted into their respective weighted scores as follows:

Weighted Technical Score (Wt) = Technical Score ×

Weighted Financial Score (Wf) = Financial Score ×

Final Combined Score = Wt + Wf

3.8.2 Bidders shall be ranked in descending order of their Final Combined Score.

3.8.3 The Bidder obtaining the highest Final Combined Score shall be ranked H1 and shall ordinarily be considered

for award of the Contract, subject to the provisions of the Tender Documents and approval by the competent

authority of GNFC.

3.8.4 Ranking as H-1 shall not, by itself, create any right in favour of the Bidder for award of the Contract. GNFC

reserves the right to accept or reject any Bid or cancel the tender process in accordance with the provisions of

3.8.5 In the event that two or more Bidders obtain the same Final Combined Score, the Bidder having the higher

Technical Score shall be ranked higher.

3.8.6 If the Technical Scores are also identical, the Bidder having the higher Financial Score shall be ranked higher.

3.8.7 If the tie still remains, GNFC may adopt an appropriate tie-breaking mechanism, including consideration of the

Bidder having the higher relevant experience or such other objective criterion as may be specified by GNFC,

without compromising the principles of transparency and fairness.

3.9 Treatment of Deviations / Reservations:

Bidders shall comply with the requirements of the RFP and shall submit their Bids in accordance with the

prescribed terms and conditions.

If the RFP permits submission of deviations, reservations or proposed amendments, the Bidder shall clearly

identify each such deviation in the prescribed Deviation Sheet.

Any deviation, reservation, qualification or condition which materially affects the scope, performance, price,

risk allocation or essential terms of the Contract may render the Bid non-responsive.

Submission of a deviation shall not, by itself, entitle the Bidder to any additional marks or commercial advantage.

GNFC reserves the right to accept or reject any deviation in accordance with the provisions of the Tender.

3.10 Verification of Credentials:

GNFC reserves the right to verify, at any stage of the tender process, the authenticity and correctness of any

information or document submitted by a Bidder.

GNFC may contact existing or former clients; issuing authorities; statutory authorities; auditors; certification

bodies; or any other relevant person or authority for verification of the credentials submitted by the Bidder.

If any credential is found to be false, fabricated, materially misleading or not attributable to the Bidder, the Bid

may be rejected and GNFC may take such further action as may be available under the RFP, Contract and

Applicable Laws.

3.11 Non-Consideration of Unsubstantiated Claims:

No marks shall be awarded for experience, contract value, room capacity, turnover, performance, certification

or any other credential unless the same is adequately supported by documentary evidence.

Where the information contained in different documents submitted by the Bidder is inconsistent, GNFC may

seek clarification or verification.

In the absence of satisfactory documentary evidence, the relevant claim may be disregarded for evaluation

GNFC shall not be obliged to award marks merely on the basis of self-certification where independent

documentary evidence is prescribed under this Tender.

3.12 General Provisions Relating to Evaluation:

3.12.1 The Evaluation Committee shall evaluate the Bids in accordance with the criteria and methodology specified

in this Tender.

3.12.2 The criteria specified in this Chapter shall be applied uniformly to all Bidders.

3.12.3 GNFC shall not take into consideration any criterion, credential or factor which has not been specified in the

Tender for the relevant stage of evaluation, except to the extent permitted under Applicable Laws.

3.12.4 Experience, turnover, contracts, certifications and other credentials of a parent company, subsidiary, associate,

Group Company, promoter, director, partner, subcontractor or other entity shall not be considered as the

credentials of the Bidder and supported by legally enforceable arrangements acceptable to GNFC.

3.12.5 The same credential may be considered under more than one criterion only where it independently satisfies

the requirements of each such criterion; however, no single credential shall receive more marks than the

maximum prescribed for the relevant criterion.

3.12.6 In case of any ambiguity in the interpretation of the evaluation criteria, GNFC may seek clarification, provided

that such clarification does not result in alteration of the substantive Bid.

3.12.7 GNFC reserves the right to reject any Bid which is found to be materially non-responsive, misleading,

conditional or inconsistent with the requirements of the Tender.

1. General Scope:

The Contractor shall be responsible for the complete operation, management and provision of Hospitality and

Facility Management Services at the GNFC Guest House, in accordance with the requirements, standards,

specifications, service levels and other conditions stipulated in this document and the Contract.

The Services shall be provided on a continuous and professional basis and shall include deployment of suitably

qualified, trained and experienced manpower, supervision and management of such manpower, provision of

required materials, consumables, equipment, tools and other resources, and performance of all activities

necessary for proper operation and maintenance of the Guest House.

The Contractor shall ensure that the Guest House is maintained in a clean, hygienic, safe, presentable and

serviceable condition at all times and that guests are provided courteous, prompt and professional hospitality

The scope shall broadly comprise the following:

a. Guest House administration and day-to-day management;

b. Reception/front-office and guest-handling services;

c. Housekeeping and cleaning services;

d. Room preparation and servicing;

e. Kitchen and catering services;

f. Preparation and service of meals, breakfast, refreshments, beverages and other boarding items;

g. Laundry and linen management;

h. Pantry and dining-area management;

i. Cleaning and maintenance of kitchen, dining and common areas;

j. Provision and management of prescribed room amenities, housekeeping materials and consumables;

k. Operation and upkeep of housekeeping and kitchen equipment provided by GNFC or procured/provided by the

Contractor, as applicable;

l. Deployment of additional cooking/attendant/helper manpower as and when specifically requisitioned by GNFC,

at the applicable accepted rates;

m. Compliance with applicable food safety, hygiene, labour, health, safety and other statutory requirements;

n. Maintenance of prescribed records, registers, checklists and reports;

o. Guest service and complaint handling;

p. Pest-control coordination and other allied housekeeping activities, as specified;

q. Waste segregation, collection and disposal in accordance with GNFC's requirements;

r. Assistance in arranging food/refreshments and other requirements for official meetings, functions and special

occasions, as requisitioned by GNFC; and

s. All other activities reasonably incidental to and necessary for proper and efficient operation of the GNFC Guest

2. Guest House Management and Administration:

The Contractor shall undertake day-to-day management and administration of the Guest House and shall:

a. maintain the Guest House in an orderly, clean, hygienic and guest-ready condition;

b. manage guest arrival and departure formalities as directed by GNFC;

c. maintain room occupancy, guest movement and other prescribed records;

d. coordinate room allocation and preparation in accordance with instructions issued by GNFC;

e. attend to guest requirements and complaints promptly and courteously;

f. coordinate housekeeping, catering, laundry and other services;

g. ensure availability of required manpower during the prescribed working hours/shifts;

h. ensure proper supervision of all deployed personnel;

i. maintain prescribed registers, checklists, inventories and records;

j. promptly report to the Officer-in-Charge any damage, breakdown, shortage, accident, complaint, unusual

occurrence or other matter requiring GNFC's attention; and

k. perform such other administrative functions as may reasonably be required for efficient operation of the Guest

l. ensure that only persons duly authorized by GNFC are permitted to stay at or use the Guest House facilities and

promptly report any unauthorized occupation, access or use to the Officer-in-Charge.

3. Reception and Guest Handling:

The Contractor shall provide appropriate personnel for reception/front-office and guest-handling functions, as

specified in the manpower deployment schedule. The Contractor's personnel shall:

a. receive and attend to guests in a courteous and professional manner;

b. assist guests during check-in and check-out;

c. provide information regarding available facilities and services;

d. coordinate room readiness with housekeeping personnel;

e. attend to requests relating to food, housekeeping, laundry and other services;

f. maintain such records as may be prescribed by GNFC;

g. immediately communicate special requirements or complaints to the designated GNFC representative; and

h. ensure that no unauthorized person is permitted to occupy or use Guest House.

i. maintain appropriate professional standards of grooming, courtesy, communication and guest handling

consistent with the official nature of the Guest House.

4. Housekeeping Services:

The Contractor shall provide complete housekeeping services for guest rooms, corridors, lobby, reception,

dining areas, kitchen-related areas, toilets, common areas and other areas falling within the Scope of Work.

Housekeeping services shall include, inter alia:

a. daily cleaning and upkeep of guest rooms;

b. sweeping, mopping, vacuum cleaning and other appropriate cleaning methods;

c. cleaning and sanitization of toilets and washrooms;

d. cleaning of corridors, staircases, lobby, reception and other common areas;

e. dusting and cleaning of furniture, fixtures, doors, windows and other surfaces;

f. cleaning of glass surfaces and other designated areas;

g. removal and disposal of waste and garbage;

h. replenishment of prescribed room amenities i.e. dental kits, shaving kits, soap, shampoo, hair oil, shower

cap, and other consumables as per hotel standard.

i. changing of bed linen, towels and other linen as per prescribed frequency or guest requirement;

j. preparation of rooms before arrival of guests;

k. cleaning and servicing of rooms after guest departure;

l. deep cleaning as per prescribed schedule;

m. maintaining cleaning schedules and inspection checklists; and

n. such other housekeeping activities as are necessary for maintaining the Guest House to the required standard.

The Contractor shall ensure that appropriate cleaning agents, materials, tools and equipment required for

the Services are available and maintained in serviceable condition.

The cost of all cleaning materials, chemicals, disinfectants, room amenities, housekeeping consumables,

tools and housekeeping machinery required for performance of the Services and identified as Contractor's

responsibility under the Contract shall be included in the Monthly Lump-Sum Rate and shall not be

separately payable.

5. Cleaning Materials, Equipment and Housekeeping Machinery:

The Contractor shall arrange, provide, operate and maintain, at its own cost, all cleaning materials,

housekeeping equipment, tools and machinery specifically included within its Scope of Work and/or

required for proper performance of the Services. These may include, as applicable:

a. industrial washing machine;

b. floor scrubber machine;

c. vacuum cleaner(s);

d. high-pressure jet;

e. room trolley;

f. telescoping rods;

h. mops, brooms, brushes, buckets and other cleaning tools;

i. cleaning chemicals and disinfectants;

j. glass-cleaning materials;

k. garbage bags and waste-handling materials; and

l. such other equipment and materials as may be necessary for proper performance of the Services.

All cleaning materials and chemicals shall preferably be of Johnson Diversey make, such as TASKI/SUMA,

or of any other reputed and equivalent professional-grade brand approved by GNFC

6. Catering and Kitchen Services:

The Contractor shall operate and manage the kitchen and catering services of the Guest House in accordance

with the approved menu, Schedule of Rates, prescribed specifications and instructions issued by GNFC.

The Contractor shall procure, arrange, prepare and serve food and beverages forming part of the normal

services and shall procure open-market items only in accordance with the provisions of the Contract and upon

authorization by GNFC.

The Contractor shall:

a. procure/arrange, prepare and serve food and beverages as required under the Contract;

b. ensure proper quality, freshness and hygiene of food and ingredients;

c. food shall be cooked in Guesthouse Kitchen only with hygienic and sanitary condition;

d. ensure proper storage and handling of food, raw materials and consumables;

e. follow prescribed food safety and hygiene practices;

f. provide meals, breakfast, tea, coffee, milk, juices, snacks and other items as specified in the Schedule of Rates;

g. prepare special/VVIP/VIP meals and other items as specifically requisitioned by GNFC;

h. ensure proper presentation and serving of food;

i. maintain required kitchen utensils, crockery, cutlery and service equipment, as applicable;

j. minimize food wastage and maintain proper control over food materials; and

k. comply with all applicable requirements of the Food Safety and Standards Authority of India (FSSAI) and other

Applicable Laws.

l. Maintenance of Kitchen Equipment, Fuel & Utility Management

m. Carrying out minor repair and maintenance of kitchen equipment’s and housekeeping equipment Up to

n. Referring major repair works exceeding Rs. 2,000/- to GNFC for reimbursement/ payment.

o. The servicing, cleaning, repair, and maintenance of the gas range (chulha) shall be borne by GNFC. The Service

Provider shall arrange the work and make the payment initially, and GNFC will reimburse the actual cost upon

submission of the original invoice/supporting bills.

p. Periodic inspection of the PNG (Piped Natural Gas) system shall be carried out by GNFC. Any repair,

maintenance, replacement, or rectification work required for the PNG system shall be arranged and borne by

GNFC as and when required.

q. PNG gas connection is already available in the kitchen. However, the fuel cost shall be borne by

Contractor. The Service Provider shall submit proof of payment made to Gujarat Gas on a regular basis to

r. Restricting use of electricity only for approved appliances such as refrigerators, ovens, grinders and toaster.

7. Boarding Items:

The Contractor shall provide the Boarding Items specified in the Schedule of Rates at the applicable accepted

rates, including the accepted percentage increase, if any, over the base rates specified therein, and in accordance

with the quantities, portions and specifications prescribed in the Schedule of Rates.

The Contractor shall provide boarding items specified in Schedule of Rates – Annexure [1] at the accepted rates

and in accordance with the quantities/portions/specifications prescribed therein.

The estimated quantities specified in the Schedule of Rates are based on previous consumption and are provided

solely for the purpose of financial evaluation.

The actual quantities may vary depending upon the requirements of GNFC.

GNFC does not guarantee any minimum quantity of boarding items during the Contract Period.

Payment for boarding items shall be made on the basis of actual quantities ordered/consumed and accepted by

GNFC, at the applicable accepted rates, subject to the terms of the Contract.

Brands of raw material to be used:

Groundnut-Gulab / dhara / Tirupati / Fortune / Rani /,

Saffola,Corn drop/Fortune etc.

2 Masala/Spices MDH/Everest/Catch/Ramdev/Badshah

3 Sugar Madhur or any reputed brands

4 Ice Cream Mother dairy/Quality/Amul/Vadilal/Havemore

Vagh Bakri, Tata, Lipton, Brook-bond, Dip Tea Sachets

or Tetley & Twinings, Taj Mahal, Nestea etc.

6 Salt Iodised (Tata/Captain Cook)

Nature Fresh /Annapurna/Captain, Cook/ Aashirwad /

Fortune / Patanjali

8 Ghee Gagan / Rath / Amul / Saras / Patanjali

9 Papad Lijjat, Shreeji, Uttam, Yes etc.

10 Jam/Tomato sauce Kissan / Maggie

11 Packaged Juice/Cold drinks Real / Tropicana / Amul

12 Milk/Butter/Cheese/C urd/Cream Amul, Sugam, Mother dairy, Britannia

13 Tomato Ketchup Maggi, Kissan

14 Spices Badshah / Everest/MDH/Catch

15 Coffee Nescafe / Bru

16 Pickle Nilons / Mothers/Maggie

17 Sugar Sachets Daurala or any good quality

18 Cornflakes Kellogg’s and any similar brands

19 Bread As suggested by GNFC

20 Biscuits Sweet and salted as required brands by GNFC

21 Mineral Water Bottle Bisleri / Kinley / Aquafina/ Himalayan

Note: In addition to above, Guest House In-Charge of GNFC may suggest any brand, Menu items apart from

the mentioned above, which shall be adhered to.

8. Special/VVIP/VIP Menu Items:

The Contractor shall prepare and serve special menu items specified under the Exclusive À La Carte Rates for

VVIP/VIP Menu Items in the Schedule of Rates.

Such items shall be prepared only against an authorized requirement/requisition of GNFC.

The Contractor shall maintain the quality, quantity, portion size and presentation specified in the Schedule of

9. Items Purchased from Open Market:

For mineral water, cold drinks, packaged juices, exotic vegetables/fruits and other open-market items

specifically identified in the Schedule of Rates, the Contractor may procure such items from the open market as

authorized by GNFC.

Payment for such items shall be made on the basis of actual purchase cost/MRP, as applicable, supported by

proper documentary evidence, together with the 12% handling charge specified in the Schedule of Rates. No

additional margin, commission, handling charge or other amount shall be payable unless expressly provided

under the Contract.

The Contractor shall procure such items at reasonable market rates and shall maintain proper records of

10. Linen Maintenance Services:

All kind of linen will be provided by GNFC, However the Contractor shall be responsible for proper handling,

washing, drying, ironing, folding, storage and distribution of linen and other washable items falling within the

Scope of Work. The Contractor shall ensure:

a. timely availability of clean and hygienic bed sheets, pillow covers, towels and other linen;

b. segregation of soiled and clean linen;

c. proper washing and sanitization;

d. prevention of damage, loss or misuse of linen;

e. proper storage of clean linen; and

f. maintenance of prescribed linen records.

11. Kitchen, Dining and Pantry Management:

All kind of Kitchen utensil, Infrastructures, appliances, Crockery, Cutlery etc. will be provided by GNFC. The

Contractor shall maintain clean, hygienic and operational condition.

The Contractor shall ensure:

a. proper cleaning of kitchen equipment, utensils, work surfaces and storage areas;

b. proper segregation and storage of raw and cooked food;

c. maintenance of hygiene standards;

d. proper washing and sanitization of crockery, cutlery, utensils and kitchen equipment;

e. proper arrangement of dining tables and service areas;

f. safe handling of hot food and beverages;

g. prevention of cross-contamination;

h. proper disposal of kitchen waste; and

i. compliance with food safety requirements.

12. Hygiene, Food Safety and Quality Control:

The Contractor shall establish and implement documented procedures for food safety, hygiene, cleaning and

quality control.

The Contractor shall maintain appropriate:

a. Food Safety SOPs;

b. kitchen hygiene plans;

c. cleaning schedules;

d. inspection checklists;

e. pest-control records, where applicable;

f. food storage and temperature-control records, where applicable;

g. training records; and

h. complaint and corrective-action records.

GNFC shall have the right to inspect the kitchen, food preparation areas, stores, dining areas, guest rooms and

other areas covered under the Contract and to require corrective action where deficiencies are observed.

The Contractor shall conduct periodic food-safety, hygiene and sanitation training for Personnel engaged in food

preparation, kitchen operations, housekeeping and related activities and shall maintain records of such training.

13. Manpower Resource Deployment:

The Contractor shall deploy adequate and suitably qualified manpower for efficient performance of the Services.

The manpower deployment, designation, qualification, experience, shift pattern and other

requirements shall be as specified in the Manpower Deployment Schedule.

The Contractor shall ensure:

a. deployment of trained and competent personnel;

b. replacement of absent personnel without disruption of Services;

c. proper supervision and maintenance of attendance records;

d. compliance with minimum wages and other applicable labour requirements;

e. payment of wages and statutory dues within prescribed timelines;

f. proper uniform, identification and personal protective equipment, wherever applicable; and

g. verification and maintenance of required personnel records.

h. All personnel deployed at the site shall undergo periodic medical check-ups at regular intervals, as required

under applicable statutory provisions and GNFC’s requirements. The Contractor shall maintain proper records of

such medical examinations and submit the same to GNFC whenever required.

i. No deployed person shall be changed from a key/supervisory position without prior intimation to GNFC,

except in circumstances requiring immediate replacement.

14. Guest Complaints and Service Quality:

The Contractor shall maintain an effective mechanism for receiving, recording and resolving guest

complaints and service deficiencies.

All complaints shall be promptly attended to and corrective action shall be taken without undue delay.

Repeated complaints, serious deficiencies or complaints involving misconduct, hygiene, food quality, safety or

guest dignity shall be immediately reported to the Officer-in-Charge.

The Contractor shall maintain a complaint register and furnish periodic reports to GNFC.

15. Inventory and Materials Management:

The Contractor shall maintain proper records of fix assets, equipment, linen, crockery, cutlery and other items

provided by GNFC for Guesthouse Operations.

The Contractor shall exercise due care to prevent loss, wastage, damage or misuse of GNFC-owned items. Any

shortage, damage or loss attributable to the negligence, misconduct or willful act of the Contractor or its

Personnel shall be dealt with in accordance with the Contract.

A formal joint inventory will be prepared at commencement of the Contract and periodically thereafter, as may

be prescribe by GNFC.

16. Records and Reporting:

The Contractor shall maintain all registers, records, checklists and reports required under the Contract, on the

17. Additional Cooking/Attendant/Helper Services:

Where GNFC requires additional cooking services and/ or additional Attendant/Helper Services beyond the

manpower/services included in the Monthly Lump-Sum Rate, including for major functions, VVIP/VIP visits,

official meetings, conferences or other large-scale official events, the Contractor shall provide such services at

the accepted Per Day Rate for such Services, subject to requisition/authorization by GNFC. Such services may

be required at the GNFC Guest House or at Narmada Niwas, Gandhinagar, or such other GNFC location as may

be specifically identified by GNFC in the relevant requisition.

18. Statutory Compliance:

The Contractor shall comply with all Applicable Laws relating to the Services and its Personnel, food safety;

health and hygiene; occupational health and safety; fire and emergency safety and any other statutory

requirement applicable to the Services.

The Contractor shall obtain and maintain all licenses, registrations, permissions and approvals required for

performance of the Services.

19. Contractor's Responsibility for Resources:

Except for resources specifically stated to be provided by GNFC, the Contractor shall arrange at its own cost all

manpower, materials, consumables, tools, equipment, machinery, uniforms, personal protective equipment, and

other resources necessary for proper performance of the Services.

The Contractor shall not be entitled to additional payment on account of any resource or incidental requirement

reasonably necessary for performance of the Scope of Work where such requirement is included in or reasonably

incidental to the quoted Monthly Lump-Sum Rate.

20. Coordination with GNFC:

The Contractor shall coordinate with the Officer-in-Charge and other authorized representatives of GNFC in

relation to the Services. The Contractor shall comply with reasonable instructions issued by GNFC concerning

the manner, timing, quality and coordination of the Services, provided such instructions are consistent with the

21. Inspection and Monitoring by GNFC:

GNFC shall have the right to inspect and monitor the Services at any time during the Contract Period. The

Contractor shall promptly rectify deficiencies identified by GNFC. Failure to maintain the prescribed standards

may result in deductions, penalties, corrective directions or other action in accordance with the Contract.

22. Standard of Performance:

The Contractor shall perform the Services with due skill, care, diligence and professionalism expected from an

experienced hospitality and facility management service provider.

The Services shall be performed in a manner that preserves the reputation, cleanliness, dignity, safety and

hospitality standards expected of GNFC's Guest House.

The Contractor shall ensure that its Personnel behave courteously and professionally with all guests, GNFC

employees, officials and visitors.

23. Scope to Include Incidental Activities:

The Contractor shall be responsible for all activities, resources and incidental requirements that are reasonably

necessary for proper, complete and efficient performance of the Services specified in the Contract,

notwithstanding that any such incidental activity may not be separately described, provided that such activity is

within the nature and ordinary requirements of the contracted Services.

However, no material additional work or service outside the agreed Scope of Work shall be treated as included

merely by virtue of this clause, and any such additional work shall require specific authorization by GNFC and

shall be dealt with in accordance with the Contract.

24. No Minimum Quantity or Volume Guarantee:

Unless expressly stated otherwise in the Contract, the estimated quantities, guest occupancy, number of meals,

boarding items, additional services and other quantities indicated in the Tender Documents are estimates for

planning and/or price evaluation purposes only.

GNFC does not guarantee any minimum quantity, volume, occupancy or monetary value of Services during the

Contract Period.

The Contractor shall have no claim for compensation or additional payment merely because the actual quantity

or volume of Services is lower than the estimated quantity.

25. The detailed Scope of Work, manpower schedule, service standards, menu, Schedule of Rates, consumables list,

equipment list, reporting requirements and other operational requirements shall be read together and shall

collectively constitute the Scope of Work under the Contract.

MANPOWER RESOURCES DEPLOYMENT

1. General Requirements:

1.1 The Contractor shall deploy adequate, competent, trained and suitably experienced manpower for proper,

efficient and uninterrupted operation of the GNFC Guest House throughout the Contract Period.

1.2 The manpower deployed shall be sufficient to perform all activities covered under the Scope of Work, including

guest reception and assistance, housekeeping, room servicing, kitchen operations, food preparation, food and

beverage service, cleaning, hygiene, laundry-related activities, supervision and other allied hospitality and

facility management services.

1.3 The Contractor shall ensure that the Guest House remains adequately manned at all times during the prescribed

duty hours and that absence, leave, weekly off, illness, resignation or replacement of any deployed personnel

does not adversely affect the Services.

2. Manpower/Resources Deployment:

The Contractor shall deploy, qualified/experienced manpower specified by GNFC for various categories of

The proposed manpower categories based on the operational requirements of the Guest House are:

Minimum Qualification / Experience

No. Designation

3 Year Diploma/Degree in Hotel Management and minimum

Manager / Site years' experience in a reputed hotel/guest house. The person

In-charge shall have good knowledge of guest house operations and guest

handling and proficiency in Hindi/Gujarati and English.

Diploma in Hotel Management and minimum 5 years'

2. Supervisor experience in Food & Beverage, Housekeeping and Reception

Graduate with minimum 3 years' experience in hotel/guest house

reception. The person shall possess basic computer knowledge,

3. Receptionist including billing and report generation skills, and good

communication skills in Gujarati and English. The person shall

be well-groomed and presentable.

Minimum 10 years' experience in reputed hotels/food

4. establishments and capable of preparing Vegetarian, Non-

Vegetarian, Tandoori, Continental and Indian cuisines.

Minimum 5 years' experience in preparation of Gujarati regional

Gujarati Cook /

5. cuisine, farsan, sweets, Indian, Continental, Tandoori,

Vegetarian and Non-Vegetarian dishes.

Knowledge of vegetable cutting, food preparation support and

6. Kitchen Helper

assisting cooks in kitchen operations.

Minimum Qualification / Experience

No. Designation

Kitchen Steward Knowledge of cleaning utensils, crockery, cutlery, glassware,

/ Utility hollow-ware and use of cleaning chemicals.

Minimum 5 years' experience in housekeeping, with knowledge

8. Housekeeper of cleaning chemicals, equipment and housekeeping practices.

Minimum educational qualification shall be 10th Pass.

Minimum 10th Pass, with knowledge of food service in a

reputed hotel/guest house, food products, table setting, serving

9. Waiter / Butler

etiquette and guest handling in accordance with hospitality

The Contractor shall, at its own cost, deploy such number of manpower as may reasonably be necessary for

satisfactory and uninterrupted performance of the Services, including during periods of increased occupancy,

special events or other operational requirements, unless such additional deployment is specifically identified as

separately payable under the Contract.

The Contractor shall ensure that personnel deployed are physically fit, suitably trained and competent to perform

the duties assigned to them.

3. Shift and Duty Arrangement:

3.1 The Contractor shall prepare and maintain a duty roster for all Personnel deployed under the Contract. The duty

roster shall ensure adequate manpower during the prescribed operating hours, uninterrupted reception and guest-

service functions, adequate kitchen and catering manpower during meal and service periods, adequate

housekeeping coverage and appropriate supervisory coverage.

3.2 The Contractor shall provide suitable relievers wherever required to ensure that the prescribed minimum

manpower and Services are maintained without interruption.

3.3 The Contractor shall not reduce the minimum manpower merely on the ground that the number of guests or the

volume of work is temporarily lower.

4. Weekly Off, Leave and Reliever Arrangement:

4.1 The Contractor shall provide weekly offs, leave, holidays and other statutory benefits to its Personnel in

accordance with Applicable Laws.

4.2 The Contractor shall deploy suitable relievers or replacement Personnel wherever necessary to ensure that the

prescribed minimum manpower and required Services are maintained at all times.

4.3 No absence of Personnel shall be permitted where such absence would result in short deployment or adversely

affect the Services.

4.4 The cost of relievers and replacement Personnel required to meet the Contractor's statutory and contractual

obligations shall be deemed to be included in the Contract Price, unless specifically provided otherwise in the

5. Replacement of Personnel:

5.1 The Contractor shall ensure continuity of trained and competent Personnel.

5.2 GNFC may require replacement of any Personnel where, in its reasonable opinion, such person is unsuitable for

the assigned duties, negligent or inefficient, repeatedly fails to comply with prescribed service standards,

engages in misconduct, violates safety, security or confidentiality requirements, behaves improperly with guests,

GNFC employees or other persons, or otherwise fails to perform the assigned duties satisfactorily.

5.3 The Contractor shall promptly replace such Personnel with a suitably qualified and competent person within the

period specified by GNFC.

6. Verification of Personnel:

6.1 The Contractor shall ensure that all Personnel deployed at the GNFC Guest House satisfy all applicable

statutory, security and verification requirements.

6.2 Before deployment, and thereafter whenever required by GNFC, the Contractor shall furnish identity proof,

address proof, photographs, qualification and experience documents, employment details, police/security

verification wherever applicable, and such other documents as may reasonably be required by GNFC for security

and administrative purposes.

6.3 No person shall be deployed without completion of the verification formalities prescribed by GNFC or

Applicable Laws.

7. Uniform, Grooming and Identification:

7.1 The Contractor shall provide appropriate uniforms, footwear, identity cards/name badges and other personal

protective or service-related items required for the Personnel deployed under the Contract.

7.2 Personnel shall maintain proper personal hygiene, grooming, cleanliness and professional conduct while on duty.

Their uniform and appearance shall be appropriate to the nature of the Guest House and the duties performed.

7.3 The Contractor shall ensure that Personnel dealing directly with guests are suitably groomed, courteous and

capable of communicating effectively in the languages required for their respective duties.

8. Supervision and Accountability:

8.1 The Contractor shall remain fully responsible for the conduct, discipline, attendance, deployment, training and

performance of all Personnel engaged by it.

8.2 The Contractor shall nominate an authorized representative who shall be responsible for day-to-day coordination

with GNFC and for ensuring compliance with the contractual requirements relating to manpower and Services.

8.3 Deployment of Personnel by the Contractor shall not create any employer-employee relationship between such

Personnel and GNFC.

9. No Un-Authorized Substitution or Reduction:

The Contractor shall not reduce the prescribed manpower or substitute Personnel deployed in key positions

without prior intimation to GNFC. Any substitution necessitated by leave, illness, resignation, emergency or

other unavoidable circumstances shall be made with Personnel possessing qualifications, experience and

competency equivalent to or better than those prescribed for the relevant position. GNFC may require the

Contractor to replace any substitute Personnel who do not meet the prescribed requirements or are otherwise

found unsuitable.

10. Manpower Cost and Statutory Liabilities:

10.1 The Contractor shall be solely responsible for payment of wages, salaries, statutory contributions, benefits, leave

wages, bonus, insurance, uniforms, training, replacement/reliever costs and all other employment-related

liabilities of the Personnel deployed by it.

10.2 All such costs shall be deemed to be included in the Contract Price unless expressly provided otherwise in the

10.3 The Contractor shall comply with all Applicable Laws relating to its Personnel, including applicable labour and

social-security laws.

11. Wage Register/records:

11.1 The Contractor shall maintain attendance/wage register of all Personnel deployed under the Contract in the

prescribed format and shall submit the same to HR Department, GNFC in the prescribed manner.

11.2 The Contractor shall provide attendance statements and other manpower deployment records as may be required

by GNFC for verification.

PERFORMANCE MANAGEMENT, SERVICE STANDARDS AND

1. Monitoring of Services:

GNFC shall monitor the performance of the Contractor through periodic inspections, review of records, guest

feedback, service reports, consumption records and such other means as may reasonably be considered

GNFC may inspect the Guest House, including guest rooms, kitchen, dining areas, stores, housekeeping areas

and other areas covered under the Contract and may verify records, materials, consumables, equipment, food

preparation and service arrangements.

The Contractor shall provide all reasonable assistance and access required by GNFC for such inspection,

verification and performance monitoring.

2. Performance Standards:

The Contractor shall perform the Services in accordance with the Scope of Work, prescribed service standards,

approved SOPs, applicable Schedule of Rates, instructions issued by GNFC and the standards reasonably

expected of an experienced hospitality and facility management service provider.

The Contractor shall maintain throughout the Contract Period the prescribed standards of cleanliness and

housekeeping; hygiene and sanitation; food quality, quantity and safety; guest handling and service; manpower

deployment and supervision; room upkeep and amenities; kitchen and dining operations; safety and security;

and overall upkeep and presentation of the Guest House.

The Contractor shall ensure that any deficiency identified during inspection or reported through a substantiated

guest complaint is promptly investigated and appropriately addressed.

3. Recording of Deficiencies:

Any deficiency, omission, delay, non-performance or failure to comply with the Contract may be recorded by

GNFC and communicated to the Contractor.

The record of deficiency may include the nature of deficiency, date and time of occurrence, location, Personnel

or service involved, corrective action required and the time within which the deficiency is required to be rectified.

The Contractor shall promptly take corrective action and shall, where required by GNFC, confirm the action

4. Rectification of Deficiencies:

Except where immediate action is reasonably necessary in the interest of hygiene, food safety, health, safety,

security, guest service or protection of GNFC property, GNFC may provide the Contractor a reasonable

opportunity to rectify the deficiency within the time specified by GNFC, having regard to the nature and

seriousness of the deficiency.

Where a deficiency is not rectified within the prescribed time, the applicable Service Level Deduction may be

imposed in accordance with this Chapter.

Where immediate corrective action is required, GNFC may direct the Contractor to take such action forthwith

and may thereafter apply the applicable deduction or other contractual remedy.

5. Guest Complaints and Feedback:

Guest complaints and feedback relating to the Services may be considered as part of performance monitoring.

The Contractor shall promptly investigate substantiated complaints and take appropriate corrective and

preventive action.

Any complaint relating to food safety, hygiene, misconduct, security, guest dignity or any other serious matter

shall be immediately brought to the notice of the Officer-in-Charge.

The Contractor shall maintain a complaint register and furnish periodic reports to GNFC in the prescribed

6. Performance Review:

GNFC may periodically review the performance of the Contractor based on inspections, records, service reports,

guest feedback, compliance requirements, deductions imposed and other relevant performance parameters.

Where deficiencies or areas for improvement are identified, GNFC may require the Contractor to submit and

implement an appropriate corrective or preventive action plan.

Repeated, persistent or material deficiencies may be treated as unsatisfactory performance and may attract

further contractual remedies in accordance with the Contract.

7. Service Level Deductions:

GNFC may make Service Level Deductions from the Contractor's bills for specified instances of non-

performance or deficiency in Services, in accordance with the Schedule of Deductions set out below.

Service Level Deductions are intended to provide a contractual adjustment for specified service deficiencies and

shall be without prejudice to the Contractor's obligation to rectify the deficiency; recovery of any actual

additional expenditure incurred by GNFC in consequence of the Contractor's default, where recoverable under

the Contract; GNFC's right to make payment only for Services actually rendered where the Contract so provides;

and any other contractual remedy available to GNFC in the event of repeated, persistent or material default.

A Service Level Deduction shall not relieve the Contractor of its obligation to perform or rectify the affected

8. Schedule of Deductions:

The specific deductions applicable to identified deficiencies shall be as stipulated in the table below:

Sr. No. Deficiency / Non-Compliance Remarks

Complaint arising due to unattended

1 services, delayed service due to shortage of Rs.2000 Per Incident

resources/Manpower.

Non-compliance in cleaning and upkeep of Rs.1000

Guest Rooms, attached toilets/bathrooms,

2 Reception, Lobby, Dining Hall, Kitchen, Per Incident

Offices, Public Areas, Corridors, and other

Unsatisfactory or substandard catering Rs.2000

services, including poor food quality,

3 Per occurrence

hygiene, presentation, or service, resulting

in a valid complaint.

Employees not wearing the prescribed Rs.1000

4 uniform, identity card, or wearing Per occurrence

untidy/inappropriate uniform while on duty.

Insufficient stock or non-availability of Rs.2000

approved consumables/grocery,

5 Per occurrence

housekeeping materials, cleaning agents, or

other required items of the approved brand.

Non-availability or non-replenishment of Rs.1000

6 Per occurrence

prescribed toiletries in guest rooms.

Non-compliance with fresh linen Rs.1000

7 requirements, including bed sheets, pillow Per occurrence

covers, towels, and other linen items.

Any other specified service deficiency, for Rs.2000 As provided under

any reason whatsoever. the Contract

9. Procedure for Imposition of Deduction:

9.1 Before imposing a Service Level Deduction, GNFC shall record the relevant deficiency and except where

immediate action is warranted, provide the Contractor an opportunity to rectify the same within the prescribed

9.2 Where the Contractor fails to rectify the deficiency within the prescribed period, or where the nature of the

deficiency warrants immediate deduction, GNFC may impose the applicable Service Level Deduction.

9.3 The amount of deduction may be reflected in the relevant monthly bill and shall be supported by the relevant

deficiency record or other appropriate documentation.

9.4 Where the Contractor disputes a recorded deficiency, it shall submit its written representation, together with

supporting material, within 7 days of being informed of the deficiency. Mere submission of a representation

shall not, unless otherwise decided by GNFC, suspend the obligation to rectify the deficiency.

9.5 GNFC shall consider any representation submitted by the Contractor before finalization of the relevant

deduction, wherever such representation is received within the prescribed period.

10. Repeated, Persistent or Material Deficiencies:

10.1 Repeated, persistent or material deficiencies, including repeated short deployment, repeated food-quality or

hygiene deficiencies, serious guest complaints, failure to comply with corrective directions or continued failure

to meet prescribed service standards, may constitute a material or repeated breach of the Contract.

10.2 In addition to applicable Service Level Deductions, GNFC may, depending upon the nature and seriousness of

the default issue a warning or corrective direction; require a corrective/preventive action plan; require

replacement of concerned Personnel; recover additional costs incurred by GNFC as a consequence of the default,

where contractually recoverable; arrange the affected Services through an alternative source and recover the

additional cost in accordance with the Contract; or initiate termination proceedings in accordance with the

11. Serious Deficiencies Requiring Immediate Action:

Notwithstanding anything contained herein, GNFC may require immediate corrective action and may take

appropriate contractual action, without waiting for the ordinary rectification period, where the deficiency

involves or is reasonably likely to involve:

a. food contamination or suspected food poisoning;

b. serious breach of food safety or hygiene requirements;

c. serious safety or fire-safety violation;

d. security breach;

e. misconduct or inappropriate conduct towards a guest, GNFC employee or official;

f. unauthorized access or occupation of the Guest House;

g. material damage to GNFC property;

h. deliberate falsification or manipulation of records; or

i. any other circumstance presenting an immediate risk to health, safety, security, GNFC property or the

reputation of GNFC.

12. Recovery of Additional Costs:

12.1 Where, due to the Contractor's failure or default, GNFC is required to incur additional expenditure to maintain

continuity of Services or rectify the consequences of the Contractor's default, GNFC may recover such

additional expenditure from the Contractor to the extent provided under the Contract.

12.2 Such recovery shall be without prejudice to the Service Level Deductions or other remedies available under the

Contract, provided that GNFC shall not recover the same loss or expenditure more than once.

The imposition or non-imposition of a Service Level Deduction in respect of any particular instance shall not:

a. relieve the Contractor from its obligation to perform the Services;

b. constitute acceptance of the deficient Services;

c. prevent GNFC from requiring rectification; or

d. constitute a waiver of GNFC's rights in respect of any subsequent or repeated default.

14. Records for Performance Monitoring:

The Contractor shall maintain all records reasonably required for performance monitoring, including attendance

records, duty rosters, cleaning schedules, inspection checklists, food/boarding records, complaint registers,

training records, inventory records and statutory compliance records, and shall produce such records to GNFC

SPECIAL CONDITIONS OF CONTRACT

1. Applicability and Precedence:

These Special Conditions of Contract (SCC), read with the other Chapters and Annexures forming part of the

Tender Document, shall govern the contractual relationship between GNFC and the Contractor. The SCC shall

form an integral part of the Contract and shall prevail over the General Conditions of Contract (GCC) to the

extent of any inconsistency. Non-acceptance of or non-compliance with any material condition of the Tender

may result in rejection of the Bid or, after award, appropriate contractual action including termination.

2. Contract Period:

The Service Contract shall initially be for a period of two (2) years, with provision for extension for a further

period of up to two (2) years, at the sole discretion of GNFC, on such terms and conditions as may be specified

3. Licenses, Registrations and Permits:

The Contractor shall obtain and maintain throughout the Contract Period all licenses, registrations, approvals,

permits and statutory authorizations required for performance of the Services. Failure to maintain any mandatory

license or approval shall constitute a contractual default.

4. Rates and Remuneration:

4.1 The rates quoted by the Contractor shall include all obligations and costs required for performance of the

Contract, except items expressly payable separately under the Contract.

4.2 The Contractor shall quote the applicable rates/percentage in the Schedule of Rates (SOR) for each Contract

Year in the prescribed manner.

4.3 Applicable taxes and statutory levies shall be dealt with in accordance with Applicable Laws and the provisions

of the Contract.

4.4 The Contractor shall comply with applicable GST requirements and the GST Guidelines forming part of the

4.5 The accepted rates shall remain firm for the applicable Contract Period, including any extension, unless price

revision is expressly provided in the Contract.

4.6 The quantum of Services/consumption may increase or decrease according to actual requirements. GNFC shall

not be obliged to operate or utilize any particular item or quantity indicated in the SOR, and payment shall be

made in accordance with the applicable contractual mechanism for actual Services/items provided.

5. Payment Terms:

5.1 The Contractor shall submit monthly bills, together with the prescribed supporting documents, to the Officer-

5.2 Payment shall be made on a monthly basis through NEFT/RTGS after verification of the Services and applicable

deductions, taxes and other recoveries.

5.3 A bill complete in all respects shall ordinarily be processed within 30 days after completion of the relevant

calendar month and submission of the required certification by the Officer-in-Charge.

5.4 The final bill shall be accompanied by the required No-Dues/No-Objection certificates and No Claim

Certificate, as prescribed by GNFC.

5.5 The final bill shall be released within 45 days from submission, subject to completion of all formalities and

settlement of recoveries.

5.6 In case of abandonment of the Contract by the Contractor, GNFC shall be entitled to withhold payments and

recover/forfeit amounts in accordance with the Contract.

6. Taxes and Duties:

The Bidder shall clearly indicate applicable taxes and duties in the Price Bid/SOR in the prescribed manner.

The Contractor shall be responsible for timely payment/deposit of all taxes, duties, levies and statutory dues

applicable to it.

7. Security Deposit:

The successful Bidder shall furnish a Security Deposit equivalent to 7% of the Total Contract Value, inclusive

of taxes and duties, in the prescribed form acceptable to GNFC.

The Security Deposit may be furnished by Bank Guarantee, Demand Draft, RTGS or such other permitted mode,

in the prescribed GNFC format and from a bank acceptable to GNFC.

The Security Deposit shall remain valid for faithful performance of the Contract plus the prescribed claim period.

Upon satisfactory completion of the Contract and settlement of all dues, the Security Deposit shall be released

in accordance with the Contract. In case of extension, the Contractor shall extend/furnish the Security Deposit

for the extended period.

8. Assignment and Sub-Contracting:

The Contractor shall not assign, transfer or otherwise part with the whole or any part of the Contract, or

subcontract any part of the Services, without the prior written approval of GNFC. Any approved subcontracting

shall not relieve the Contractor of any obligation, responsibility or liability under the Contract.

9. Alteration in Scope:

GNFC may, by written instruction, increase, reduce, add, omit or modify any part of the Services or require

additional work connected with the Guest House. The Contractor shall comply with such instructions, and the

financial implications, if any, shall be dealt with in accordance with the Contract/SOR or as otherwise agreed

10. Indemnity and Insurance:

The Contractor shall indemnify and keep indemnified GNFC, its officers, employees and agents against third-

party claims, losses, damages, injury, death, property damage, liabilities, costs and expenses arising from acts

or omissions of the Contractor, its personnel, agents or approved subcontractors; failure to perform contractual

obligations; breach of Applicable Laws; or employment-related or statutory claims relating to the Contractor's

The Contractor shall maintain all insurance required under Applicable Laws and the Contract.

11. Delay / Default:

Where the Contractor fails to commence required Services within the prescribed mobilization period or

otherwise defaults in performance, GNFC may levy the applicable contractual deduction/penalty and/or take

other action under the Contract.

12. Cancellation by GNFC:

GNFC shall have the right, at its discretion, to cancel the Contract where continuation of the Services becomes

necessary to be discontinued for any reason. The Contractor shall not be entitled to compensation beyond

payment properly due for Services actually performed in accordance with the Contract up to the effective date

of cancellation, subject to applicable deductions and recoveries.

13. Suspension of Services:

GNFC may, at any time, for reasons including operational requirements, administrative convenience, safety,

security, non-performance, breach of Contract or any other reasonable grounds, direct suspension of the whole

or any part of the Services for such period as may be specified by GNFC. The Contractor shall comply with such

direction and shall not be entitled to suspend, reduce or discontinue the Services on its own.

Where suspension is attributable to any breach or default of the Contractor, the Contractor shall be liable for any

loss, additional cost or expenditure incurred by GNFC in making alternative arrangements, and such amount

may be recovered from the Security Deposit or any other amount payable to the Contractor.

Where suspension is directed by GNFC for its convenience or operational requirements and is not attributable

to any breach or default of the Contractor, the Contractor shall be paid for the Services actually performed up to

the effective date of suspension, and no additional compensation, loss of profit or other claim shall be payable

unless otherwise specifically agreed in writing by GNFC.

14. Termination:

Without prejudice to other contractual remedies, GNFC may terminate the Contract:

a. where the Contractor fails to perform a contractual obligation after notice/default in accordance with the

b. where the Contractor becomes bankrupt or goes into liquidation;

c. for material or repeated breach of the Contract; or

d. for persistent unsatisfactory performance or abandonment of Services.

Upon termination for breach, GNFC shall be entitled to invoke/forfeit the Security Deposit to the extent

permitted under the Contract.

GNFC may also terminate the Contract for convenience by giving 30 days' written notice, without assigning

reasons, subject to the terms of the Contract.

Where the Contract is terminated due to the Contractor's breach, GNFC shall process amounts properly due for

Services performed, after giving effect to all deductions, damages, recoveries and other amounts payable by the

Right of Alternative Arrangement: If the Contractor fails to perform the Services in accordance with the

Contract, GNFC may obtain the required Services from another source and recover any additional cost or

financial implication from the defaulting Contractor, without prejudice to other contractual remedies.

If the Contractor fails to perform the Services in accordance with the Contract, GNFC may obtain the required

Services from another source and recover any additional cost or financial implication from the defaulting

Contractor, without prejudice to other contractual remedies.

Where amounts payable by the Contractor exceed amounts otherwise due to it, the balance shall constitute a

debt recoverable from the Contractor, including from the Security Deposit and other amounts payable by GNFC.

15. Compliance with Laws:

The Contractor shall comply, and ensure compliance by its personnel and approved subcontractors, with all

applicable Central, State and local laws, rules, regulations, notifications and statutory requirements.

The Contractor shall indemnify GNFC against liabilities, penalties, damages and claims arising from its non-

compliance of applicable laws.

The Contractor shall also comply with applicable professional tax and other statutory deductions and

The Contractor shall be solely responsible for maintaining all required registrations, licenses, records and

statutory compliances.

The Contractor shall remain solely responsible for wages, overtime, social-security contributions, statutory

benefits and other employment liabilities of its personnel. No personnel engaged by the Contractor or its

subcontractor shall be deemed to be an employee of GNFC.

16. Force Majeure:

Neither party shall be liable for failure to perform an obligation to the extent performance is rendered impossible

by a Force Majeure Event, including war, hostilities, revolution, civil disturbance, strike, epidemic, accident,

fire, flood, governmental action, quarantine restrictions or other events beyond the reasonable control of the

affected party.

The affected party shall notify the other party in writing.

If the Force Majeure Event continues for more than three (3) months, either party may terminate the Contract,

or the parties may agree upon appropriate adjustments for continued performance.

17. Safety and Accident:

17.1 The Contractor shall comply with all applicable safety, fire and security requirements of GNFC and shall ensure

compliance by its personnel and approved subcontractors.

17.2 The Contractor shall provide and maintain appropriate personal protective equipment and safety appliances at

its own cost and ensure their proper use.

17.3 Any accident or incident arising during performance of the Services shall be immediately reported to the

concerned GNFC departments and Officer-in-Charge.

18. Security Regulations:

18.1 The Contractor and its personnel shall strictly comply with GNFC's security regulations, including entry, exit,

identification and Gate Pass requirements.

18.2 All deployed personnel shall prominently display valid entry cards while within GNFC premises.

18.3 GNFC may require immediate withdrawal and replacement of any personnel considered undesirable on security,

conduct or other reasonable grounds, and the Contractor shall comply with such direction.

19. QEHSEn / Management System Compliance:

The Contractor, its supervisors and personnel shall comply with GNFC's applicable Quality, Environment,

Occupational Health & Safety and Energy Management System requirements, together with the Health & Safety

Policy, Integrated Management System Policy and QEHSEn Guidelines to Contractors forming part of the

The Contractor shall maintain and produce compliance records whenever required.

20. Dispute Resolution and Arbitration:

20.1 Any dispute, difference or claim arising out of or in connection with the Contract shall, in the first instance, be

notified in writing by the concerned party to the other party within thirty (30) days from the date of occurrence

of the event giving rise to such dispute.

20.2 The parties shall endeavour to resolve the dispute amicably through mutual discussion and negotiation within

thirty (30) days from the date of receipt of such notice.

20.3 In the event the dispute is not resolved amicably within the aforesaid period, the same shall be referred to

arbitration in accordance with the provisions of the Arbitration and Conciliation Act, 1996, as amended from

20.4 The arbitration shall be conducted by a Sole Arbitrator. GNFC shall propose a panel of five (5) independent and

qualified persons for appointment as Sole Arbitrator, from which the Contractor shall select one person within

thirty (30) days of receipt of the panel.

20.5 In the event the Contractor fails to make such selection within the aforesaid period, GNFC shall be entitled to

appoint the Sole Arbitrator from the said panel.

20.6 The arbitration proceedings shall be conducted in English language.

20.7 The seat and venue of arbitration shall be Bharuch, Gujarat.

20.8 The arbitration proceedings shall be governed by the Arbitration and Conciliation Act, 1996, as amended from

20.9 The courts at Bharuch, Gujarat shall have exclusive jurisdiction in respect of matters arising out of or in

connection with the Contract, subject to the provisions relating to arbitration.

20.10 The Contractor shall continue to perform its obligations under the Contract during the pendency of any dispute

or arbitration proceedings, unless otherwise directed by GNFC or prevented by the nature of the dispute.

20.11 The governing substantive law shall be the laws of India.

21. General Conditions of Contract:

21.1 All matters not specifically provided for in these SCC, the Bidding Document or its Annexures/attachments

shall be governed by the GNFC General Conditions of Contract (GCC) forming part of the Tender.

SCHEDULE OF RATES (SOR)

The Bidder shall submit its Price Bid strictly in the prescribed electronic format and in accordance with the

Schedule of Rates and pricing methodology contained in this Annexure.

The Bidder shall not modify, delete, add to or otherwise alter the prescribed structure of the Price Bid.

The Price Bid shall comprise the following components:

• Monthly Lump-Sum Rate for provision of Hospitality and Facility Management Services at the GNFC Guest

• Proposed percentage increase in the Boarding Items specified under Categories A and B of the Schedule of

• Per-day rate for Additional Cooking Services; and

• Per-day rate for Additional Attendant/Helper Services

B. Monthly Lump-Sum Rate:

The Monthly Lump-Sum Rate quoted by the Bidder shall include all costs and expenses necessary for proper

performance of the Services, including:

a. deployment of the prescribed manpower and resources;

b. staff accommodation and meals, wherever required;

c. uniforms and related costs;

d. minimum wages and applicable employment-related statutory liabilities;

e. cleaning materials and housekeeping consumables;

f. room amenities;

g. housekeeping equipment and machinery, including industrial washing machines, floor scrubber machines,

vacuum cleaners, high-pressure jets, room trolleys, telescoping rods, ladders and other equipment specified

under the Scope of Work; and

h. all other statutory payments and costs that are the responsibility of the Contractor under the Contract.

C. Price Bid Format:

Monthly Proposed Rise % in Per-Day Rate – Additional

Particulars Lump-Sum Boarding Items – Attendant/Helper Services

No. Cooking Services

Rate (₹) Categories A & B (₹)

Contract Year 1 –

1 01.10.2026 to To be quoted To be quoted To be quoted To be quoted

Contract Year 2 –

2 01.10.2027 to To be quoted To be quoted To be quoted To be quoted

Contract Year 3 –

3 01.10.2028 to To be quoted To be quoted To be quoted To be quoted

Contract Year 4 –

4 01.10.2029 to To be quoted To be quoted To be quoted To be quoted

Applicable GST: %

* Contract Years 3 and 4 shall apply only if the Contract is extended by GNFC.

For and Behalf of Bidder:

D. Boarding Items – Consumption Database during the last year is reproduced in the table under for reference:

Qty as per Projection

Sr. last year of Sales for

No Item Descriptions Unit consumpti Price

. on with Evaluation

A Regular Boarding Items

1 Ready Made Tea - 120 ML Nos. 7794 16

2 Filter coffee - 120 ML Nos. 0 25

3 Readymade Coffee - 120 ML Nos. 4715 21

4 Hot Milk - 150 ML Glass 2958 26

5 Bourn vita / Hot Chocolate - 150 ML Glass 67 32

6 Fresh Juice - 200 ML Glass 29 42

CONTINENTAL BREAKFAST - NON - VEG -Egg

to order with bread/ toast, tea and coffee, Fruit, Plated/

Corn flakes Or Choco flakes Or Muesli with hot or Buffet

cold milk, canned juice

GNFC's Breakfast --One indian breakfast, Toast, Plated/

Egg to order, Tea or Coffee or Hot Milk Buffet

VEG. LUNCH-I/DINNER - 1 Nos. soup, Green

salad,Seasonal veg (1 No.), Kathol (1 No.) Dal Plated/

(1 No ) Rice, Roti/Paratha, Raita/Curd, Papad, Buffet

Pickle,Indian sweet (1 No.)

WIP LUNCH / DINNER-VEG. - Choice of

Welcome drink, 02 Starter/farsan, Soup, Salad,

Paneer preparation, Seasonal veg (1 No.), Plated/

Kathod, Dat (1 No.), Rice, Raita/Curd, Buffet

Roti/Paratha, Papad, Sweet (1 No.) and Ice cream

HI-TEA - Sandwich, Samosa Or Pakora Or Methi Plated/

Gota Tea or coffee Buffet

12 Sandwich with Tomato and Cucumber-03 Nos. Plated 2843 32

13 Cheese Sandwich- 04 Nos. 372 42

14 Assorted Pakoda/Methi Gota - 08 Nos. Plated 14 32

15 Egg Bhurji/egg curry — 3 egg preparation Portion 0 63

16 Seasonal Fruits plate (mixed)- 1 plate Plated 848 95

17 Fruit Basket — 1 basket Nos 0 95

18 Pot Tea — 200 ML Nos. 20 21

19 Pot Coffee - 200 ML Nos. 20 32

20 Freshlime Water(Nimbu Paani) — 150ml Glass 20 16

21 Kismis 50 gm Nos. 0 42

22 Badam -50 gm Nos. 0 74

23 Kaju Fry-50gm Nos. 0 63

24 Kachori with Tamarind Sauce per plate (3 pcs) Plated 0 32

Aloo vada with Mirchi and Tomato Sauce per

pIate 200 gms (3 pcs)

26 Dabheli with Tomato Sauce per plate (2pcs) Plated 0 32

Paobhaji with Onion and Lemon pc. per plate

120gms + 4 Nos Pao

28 Tandoori Roti/Paratha/Naan (Plain ) Nos. 194 11

29 Tandoori Roti/Paratha/Naan (Butter ) Nos. 4 16

30 Toast-04 piece With Butter Jam/Marmalade Nos 0 21

B Exclusive Ala carte Rates for VVIP's Menu Items

31 Veg Soup 150gms 133 117

32 Continental Salad 100gms 113 124

33 Veg Snacks/Starter 150gms 89 150

34 Exotic Vegatable Preparation 150gms 217 189

35 Paneer Preparation 150gms 71 201

36 Rice/Pulao Preparation 150gms 73 84

37 Veg Biriyani Preparation 200gms 58 184

38 Dal Preparation 150gms 66 155

39 Curd/Raita 150gms 52 100

40 Continental Preparation 150gms 0 251

41 Tandoori Vegetables 150gms 188 201

42 Chinese Preparation 200gms 26 184

Special Hi-tea with two snacks,dry fruits,Fresh

juice,Tea/Coffee

44 Chef's Special Veg.Dish 200gms 235 278

NON VEGETARIAN:

45 Soup 150gms 0 150

46 Continental Salad 150gms 1 145

47 Chicken Tikka 150gms 28 217

48 Fish Tikka 150 gms 12 334

49 Mutton Kabab 150 gms 0 418

50 Chicken Biriyani 200gms 20 273

51 Mutton Biriyani 200gms 4 334

52 Continental(Chicken Preparation) 200gms 0 273

53 Continental(Mutton Preparation) 200gms 0 378

54 Continental(Fish Preparation) 200gms 0 334

55 Continental(Prawns Preparation) 200gms 2 489

56 Tandoori Chicken Preparation 200gms 7 234

57 Tandoori Fish Preparation 200gms 43 334

58 Tandoori Prawns Preparation 200gms 29 489

59 Mutton Curry 200gms 22 401

60 Chicken Curry/Masala 200gms 25 256

61 Fish Curry 200gms 0 312

62 Prawns Curry 200gms 7 489

63 Non Veg. Chinese Preparation 200gms 0 368

64 Chef's Special Non veg. Dish 200gms 8 534

Items Purchased from the Market (Handling Charges): Mineral water, Cold

drinks, packaged juices, exotic vegetables/fruits, and any other open

items purchased from the open market. Actual Purchased in last year 24-

Note: The quantities indicated in this Schedule of Rates are estimated quantities based on previous consumption and

are provided solely for price evaluation and planning purposes. Actual quantities may increase or decrease depending

upon GNFC's requirements. Payment shall be made in accordance with the applicable contractual mechanism for the

Services/items actually provided or consumed. No minimum quantity, consumption or monetary value is guaranteed

The Contractor shall procure groceries, fresh vegetables, raw materials and kitchen consumables required for the

Services only from duly licensed/registered and, where applicable, FSSAI-compliant manufacturers, suppliers or

vendors, and shall ensure that all such materials conform to applicable food safety and quality requirements.

The Bidder shall submit the following documents as part of its Technical Bid.

The Bidder shall ensure that each document is duly signed, stamped and uploaded in the prescribed manner.

Particulars Document to be Submitted

1. Covering Letter Covering Letter in prescribed format Yes/No

Certificate of Incorporation / Registration Certificate / Partnership

2. Legal Constitution Yes/No

Deed / LLP Registration / Proprietorship proof, as applicable

3. PAN Valid PAN Card Yes/No

4. GST Valid GST Registration Certificate Yes/No

5. Signatory Authority Board Resolution / Power of Attorney / Authorization, as applicable Yes/No

6. EMD Proof of submission of prescribed EMD. Yes/No

Documentary evidence establishing minimum three years' relevant

7. Relevant Experience Yes/No

hospitality experience

Minimum Establishment Documentary evidence establishing operation of at least one

Capacity Hotel/Corporate Guest House having minimum 20 guest rooms

9. Continuous Experience Documentary evidence establishing required continuous experience Yes/No

Audited financial statements / prescribed financial documents for

10. Financial Capacity Yes/No

relevant financial years

11. EPF EPF Registration Certificate, where applicable Yes/No/NA

12. ESIC ESIC Registration Certificate, where applicable Yes/No/NA

13. FSSAI Valid FSSAI License/Registration Yes/No

14. Labour Registration/License Applicable Labour Registration/License Yes/No/NA

15. Food Safety Capability Food Safety SOPs, Kitchen Hygiene Plan and related documents Yes/No

16. Housekeeping Capability Housekeeping SOPs, cleaning schedules and inspection/checklists Yes/No

17. Quality Management System Quality/service monitoring mechanism and SOPs Yes/No

18. Similar Contracts Statement and supporting documents for Similar Contracts Yes/No

19. Performance Certificates Satisfactory Performance/Completion Certificates Yes/No

Particulars Document to be Submitted

20. Technical Methodology Assignment-specific methodology as prescribed under Chapter 5 Yes/No

Resource Deployment and Manpower recruitment, training, supervision and replacement

Management System system

Quality/Food Safety

22. Copies of relevant certifications, if any Yes/No/NA

23. Deviation Sheet Duly filled Deviation Sheet Yes/No

24. No Blacklisting Declaration Declaration in prescribed format Yes/No

Statutory Compliance

25. Undertaking in prescribed format Yes/No

Declaration regarding correctness and authenticity of submitted

26. Authenticity Declaration Yes/No

Signed and stamped unconditional acceptance of the Bidding

27. Unconditional Acceptance Yes/No

28. Other Documents Any other document expressly required under the Tender Yes/No

1. The above checklist is intended to facilitate submission and evaluation and shall not, by itself, limit or modify

any requirement contained elsewhere in the Bidding Document.

2. Where a document is not applicable to the Bidder due to the nature of its legal constitution or Applicable Laws,

the Bidder shall clearly state "Not Applicable" and provide a brief justification wherever required.

3. GNFC may seek clarification regarding any document submitted, provided such clarification does not result in

alteration of the substance of the Bid or creation of a new qualification after the Bid Submission Deadline.

4. Failure to submit any document expressly stipulated as mandatory may render the Bid liable for rejection in

accordance with the Bidding Document.

BID SUBMISSION / COVERING LETTER

[To be submitted on the Bidder's Letterhead]

Gujarat Narmada Valley Fertilizers & Chemicals Limited

Narmadanagar, Bharuch, Gujarat

Subject: Bid for Operation, Management and Provision of Hospitality and Facility Management Services at

GNFC Guest House

Reference: Tender/RFP No. [●] dated [●]

Dear Sir/Madam,

We, the undersigned, having examined and understood the Bidding Document, including all amendments, corrigenda,

clarifications and addenda issued by GNFC, hereby submit our Bid for Operation, Management and Provision of

Hospitality and Facility Management Services at the GNFC Guest House in accordance with the requirements, terms

and conditions stipulated therein.

We hereby confirm that:

1. We have examined the complete Bidding Document and have understood the requirements, Scope of Work,

specifications, service standards, contractual conditions and other requirements applicable to the Services.

2. We have satisfied ourselves regarding the nature and extent of the Services and the conditions under which the

Services are required to be performed.

3. We have submitted our Technical Bid and Financial Bid in the prescribed manner and have enclosed all

documents and information required under the Bidding Document.

4. The information and documents furnished by us in support of our Bid are true, complete and correct to the best

of our knowledge and belief.

5. We satisfy the mandatory Eligibility and Qualification Criteria specified in the Bidding Document and have

enclosed documentary evidence in support thereof.

6. We agree to comply with all Applicable Laws, statutory requirements, food safety requirements, labour and

social-security requirements and other obligations applicable to the Services.

7. We agree that our Bid shall remain valid for the period specified in the Bidding Document.

8. We accept that GNFC shall have the right to verify the credentials, experience, financial information,

certifications and other information submitted by us.

9. We undertake that no false, forged, fabricated or materially misleading document or information has been

submitted by us.

10. We have disclosed all deviations, reservations or qualifications, if any, in the prescribed Deviation Sheet. Except

for such expressly disclosed deviations, our Bid shall be deemed to be in accordance with the requirements of

the Bidding Document.

11. We agree to the terms and conditions of the proposed Contract and, if selected, undertake to enter into the

Contract and commence the Services in accordance with the requirements of the Bidding Document.

12. We understand that submission of this Bid does not create any right in our favour for award of the Contract and

that GNFC reserves the right to accept or reject any Bid or cancel the tender process in accordance with the

Bidding Document.

13. We confirm that the person signing this Bid is duly authorized to bind the Bidder.

For and on behalf of [Name of Bidder]

DEVIATION / RESERVATION SHEET

[To be submitted by the Bidder]

The Bidder shall clearly identify below every deviation, reservation, qualification, exclusion or proposed amendment

to the Bidding Document.

Deviation / Reservation / Reason /

Sr. No. Clause / Section Reference Existing Requirement

Qualification Proposed Remarks

We hereby certify that the above constitutes a complete and accurate disclosure of all deviations, reservations,

qualifications or conditions proposed by us in relation to the Bidding Document.

We understand that any deviation, reservation, qualification or condition which materially affects the Scope of Work,

performance requirements, price, risk allocation or essential terms of the Contract may render our Bid non-responsive.

We further understand that submission of a deviation shall not, by itself, entitle us to any additional marks or

commercial advantage and that acceptance or rejection of any deviation shall be at the discretion of GNFC in

accordance with the Bidding Document.

For and on behalf of [Name of Bidder]

STATEMENT OF RELEVANT EXPERIENCE AND SIMILAR CONTRACTS

A. Relevant Hospitality Experience:

The Bidder shall provide details of assignments relied upon for establishing its relevant hospitality experience.

Sr. Name of Establishment / Nature of Contract No. of Scope of Contract Documentary

No. Client Facility Facility Period Rooms Services Value Evidence

B. Similar Hospitality and Facility Management Contracts:

For each contract relied upon, the Bidder shall indicate the extent to which the assignment involved:

Hygien Linen Manpow

Client / Guest F&B / Kitchen Guest

Housekee e/ / er

Sr. Assign Accommoda Cateri Managem Servic

ping Sanitati Laund Supervis

ment tion ng ent es

The Bidder shall enclose relevant Work Orders, Contract Agreements, Completion Certificates, Client Performance

Certificates or other documentary evidence supporting the information furnished above.

Only experience falling within the definition of relevant hospitality services / Similar Contract under the RFP shall be

considered. The RFP specifically contemplates a combination of accommodation operations, housekeeping,

catering/F&B, kitchen management, guest service, hygiene, linen/laundry and manpower supervision.

C. Largest Similar Contract:

Particular Details

Name / Description of Establishment

Nature of Services

Contract Period

Original Contract Value

Annual Contract Value, if applicable

Total Contract Value for entire contracted period

Whether ongoing / completed

Number of Guest Rooms

Documentary Evidence

CLIENT PERFORMANCE / SATISFACTION CERTIFICATE FORMAT

[To be issued by the Client / Employer]

PERFORMANCE CERTIFICATE

This is to certify that M/s , having its registered office at

, has provided / is providing hospitality and/or facility management services at:

Name of Establishment:

Client / Organization:

Contract / Work Order No.:

Contract Period: From to

Number of Guest Rooms:

Contract Value: ₹

The scope of services performed by the Contractor included, as applicable:

Guest accommodation / guest house operations;

Food and beverage / catering services;

Kitchen management;

Guest services;

Hygiene and sanitation;

Linen / laundry management;

Hospitality manpower deployment and supervision; and

Other related services: .

During the period of the assignment, the performance of the Contractor was:

☐ Unsatisfactory

Brief remarks, if any:

This certificate is issued at the request of the Contractor for submission in connection with a tender / procurement

Name of Authorized Officer:

Contact Details:

DECLARATION REGARDING BLACKLISTING / DEBARMENT

[To be submitted on the Bidder's Letterhead]

Gujarat Narmada Valley Fertilizers & Chemicals Limited

Narmadanagar, Bharuch, Gujarat

We, M/s , having our registered office at

through our authorized signatory, hereby declare that:

1. We have not been blacklisted, debarred, suspended or otherwise prohibited from participating in tenders or

procurement processes by any Central Government Department, State Government Department, Public Sector

Undertaking, Government Company, statutory authority or other public body, except as specifically disclosed

2. No order of debarment, blacklisting, suspension or prohibition currently applicable to us has been concealed

3. We have not been declared ineligible to participate in procurement proceedings on account of any act of fraud,

corruption, misrepresentation or other misconduct, except as specifically disclosed below.

4. We undertake to immediately disclose to GNFC any such order or proceeding arising after submission of the

Bid which may materially affect our eligibility or ability to perform the Contract.

5. We have disclosed below any material instance of termination, debarment, suspension or other adverse

contractual action which may materially affect our ability to perform the Contract:

Details, if any:

If there are no such instances, state: “NIL”.

6. We understand that any false declaration, concealment or suppression of material information may result in

rejection of our Bid and/or such further action as may be available to GNFC under the Tender Documents,

Contract and Applicable Laws.

For and on behalf of [Name of Bidder]

UNDERTAKING FOR STATUTORY AND LABOUR LAW COMPLIANCE

[To be submitted on the Bidder's Letterhead]

We, M/s , hereby undertake that, if awarded the Contract, we shall comply with

all Applicable Laws and statutory requirements relating to the Services and our Personnel.

Without limiting the foregoing, we undertake to:

1. maintain all registrations, licenses, permissions and approvals applicable to the Services;

2. comply with all applicable labour and social-security laws and statutory requirements;

3. pay wages, salaries, overtime, leave wages, bonus and other employment-related dues to our Personnel within

the prescribed timelines;

4. make all applicable statutory contributions and remittances, including EPF, ESIC and other statutory dues, as

5. comply with applicable minimum wage requirements and other employment standards;

6. comply with applicable food safety, hygiene, health, occupational safety and fire-safety requirements;

7. maintain all prescribed statutory registers, records and documents;

8. ensure that our Personnel deployed at the GNFC Guest House possess the required qualifications, training and

verification, wherever applicable;

9. comply with GNFC's applicable security, safety, QEHSEn and other site requirements; and

10. obtain and maintain all statutory licenses and registrations required during the entire Contract Period.

We further acknowledge that responsibility for wages, statutory contributions, benefits and other employment-related

liabilities of Personnel deployed by us shall remain solely with us and that deployment of such Personnel shall not

create an employer-employee relationship between such Personnel and GNFC.

We shall indemnify GNFC against liabilities, penalties, damages, claims and expenses arising from our failure to

comply with Applicable Laws or statutory requirements.

For and on behalf of [Name of Bidder]

MANPOWER DEPLOYMENT SCHEDULE

The Contractor shall deploy adequate manpower, the following categories of Personnel for operation

and management of the GNFC Guest House:

Sr. Minimum Qualification / Number of Manpower

Designation deployment

1. Manager / Site In-charge As specified in Chapter

2. Supervisor As specified in Chapter

3. Receptionist As specified in Chapter

4. Chef / Head Cook As specified in Chapter

Gujarati Cook / Assistant

5. As specified in Chapter

6. Kitchen Helper As specified in Chapter

7. Kitchen Steward / Utility As specified in Chapter

8. Housekeeper As specified in Chapter

9. Waiter / Butler As specified in Chapter

1. The Contractor shall deploy adequate and qualified manpower at all times to ensure efficient and

uninterrupted service delivery.

2. The Contractor shall deploy additional Personnel where reasonably necessary for satisfactory

performance of the Services, subject to the provisions relating to Additional Services and Additional

Manpower under the Contract.

3. Additional Cooking Services and Additional Attendant/Helper Services shall be provided at the

applicable accepted rates where requisitioned by GNFC.