Operation & Management of Shelter for Urban Homeless (SUH) under Deendayal Antyodaya Yojana-National Urban Livelihood Mission (DAY-NULM) in Surat Municipal Corporation T.P. NO-23, (GORAT) F.P.NO-73 in Rander Zone, Surat - Capacity 372.

8. Opening of Technical Bid Dt.16/06/2026

(Tentative Date)

 Tender documents are available on https://smctender.nprocure.com

 Bidders must submit price bid in electronic format only on https://smctender.nprocure.com website till the last

date & time for submission. Offers in physical form shall not be accepted in any case.

 Submission Tender fee, EMD & All necessary documents mentioned in Technical Bid etc. in hard copy to above

mentioned address by R.P.A.D. / Speed Post. S.M.C. shall not be responsible for any postal delay.

 The cover containing hard copy of Tender fee, EMD & other document shall be super scribed as "Name of Work

Ref. e-Tender (Online)_ Notice No. AMC/UCD/No.01/2026-27

 Tender Participating fee of Rs. 1,062/- and EMD Rs.16,200/- by way of demand draft (DD) from any Scheduled/

Nationalized bank, drawn in favour of Commissioner, Surat Municipal Corporation, payable at Surat should

be paid as per mention date & time.

 The Surat Municipal Corporation (SMC) reserves the right to accept or reject any or all the Tender to be received

without assigning any reasons thereof

 In case bidder needs any clarification or if training required for participating in online tender, they can contact the

following office.

(n)Code Solutions - Division of GNFC Ltd.,

(n)Procure Cell

501, GNFC Infotower, S.G. Road

Bodakdev, Ahmedabad - 380054 (Gujarat)

Toll Free : 7359 021 663 (9:30 AM to 8:00 PM) Email : [email protected]

For further particulars contact above office/ or visit on following website https://smctender.nprocure.com

No. UCD/ Asst. Muni. Commissioner

Date: / /2026 Surat Municipal Corporation

6. INSTRUCTION TO BIDDERS:

6.1.1. The Bidders are invited online to submit Technical and Financial proposals as per

the given formats to be uploaded for consulting services required for the

assignment at http://smctender.nprocure.com.

6.1.2. A member of the joint bid or consortium is not allowed to take part.

6.1.3. Bidder shall be entity registered under Companies Act, or Societies Registration

Act 1860 or The Indian Trust Act 1882 or the Indian partnership act, 1932, or

organization registered under any similar law/rules, Nehru Yuya Kendra,

Resident Welfare Associations, Self Help Groups and committees, City Level

Federation, Area Level Federation and City Livelihood Centre recognize by the

State govt/ Urban Self Governments, Homeless persons’ collectives, Youth and

Women’s community based groups, Universities and Institutions, Unorganized

workers’ trade unions.

6.1.4. Unless the context otherwise requires, the terms not defined in this RFP, but

defined in the Agreement/MoU for the Project shall have the meaning assigned

thereto in the Agreement/MoU.

6.1.5. Notwithstanding anything to the contrary contained in this RFP, the detailed

terms specified in the Agreement/MoU shall have overriding effect; provided,

however, that any conditions or obligations imposed on the Bidder hereunder

shall continue to have effect in addition to its obligations under the

6.1.6. The Bid should be furnished in the format specified in this RFP, duly signed by

the Bidder’s authorized signatory.

6.1.7. The Bidder should submit a Power of Attorney in proper format, authorizing the

signatory of the Bid to commit the Bidder.

6.1.8. Any condition or qualification or any other stipulation contained in the Bid shall

render the Bid liable to rejection as a non-responsive Bid and no further queries

or claims, of any nature whatsoever, shall be entertained or maintainable against

the SMC in that regard.

6.1.9. The Bid and all communications in relation to or concerning the Bidding

Documents and the Bid shall be in English language.

6.1.10. The Bidding Documents including this RFP and all attached documents are and

shall remain the property of the SMC and are transmitted to the Bidders solely for

the purpose of preparation and the submission of a Bid in accordance herewith.

Bidders are to treat all information as strictly confidential and shall not use it for

any purpose other than for preparation and submission of their Bid. The

provisions of this Clause shall also apply mutatis mutandis to Bids and all other

documents submitted by the Bidders, and the SMC will not return any Bid or any

information provided along therewith.

6.1.11. A Bidder shall not have a conflict of interest (the “Conflict of Interest”) that

affects the Bidding Process. Any Bidder found to have a Conflict of Interest shall

be disqualified. In the event of disqualification, the SMC shall be entitled to

forfeit Bid Security, as the case may be, as mutually agreed genuine pre-

estimated loss and damage likely to be suffered and incurred by the SMC and not

by way of penalty for, inter alia, the time, cost and effort of the SMC, including

consideration of such Bidder’s proposal (the“ Damages”), without prejudice to

any other right or remedy that may be available to the SMC under the Bidding

Documents and/ or the Shelter Management Agreement or otherwise.

6.1.12. A Bidder shall be liable for disqualification and forfeiture of Bid Security if any

legal, financial or technical adviser of the SMC in relation to the Project is

engaged by the Bidder, its Members or any Associate thereof, as the case may be,

in any manner for matters related to or incidental to such Project during the

Bidding Process or subsequent to the (i) issue of the LOA or (ii) execution of the

Shelter Management Agreement/MoU. In the event any such adviser is engaged

by the Selected Bidder or Shelter Management Agency, as the case may be, after

issue of the LOA or execution of the Shelter Management Agreement for matters

related or incidental to the Project, then notwithstanding anything to the contrary

contained herein or in the LOA or the Shelter Management Agreement and

without prejudice to any other right or remedy of the SMC, including the

forfeiture and appropriation of the Bid Security or Performance Security, as the

case may be, which the SMC may have thereunder or otherwise, the LOA or the

Shelter Management Agreement, as the case may be, shall be liable to be

terminated without the SMC being liable in any manner whatsoever to the

Selected Bidder or Shelter Management Agency for the same. For the avoidance

of doubt, this disqualification shall not apply where such adviser was engaged by

the Bidder, its Member or Associate in the past but its assignment expired or was

terminated 6 (six) months prior to the date of issue of RFP for the Project. Nor

will this disqualification apply where such adviser is engaged after a period of

(one) year from the date of issue of LOA.

6.1.13. This RFP is not transferable.

6.1.14. Any award of Project pursuant to this RFP shall be subject to the terms of

Bidding Documents.

6.1.15. Notwithstanding anything stated elsewhere in the RFP document, SMC shall

have the right to seek updated information from the Bidders to ensure their

continued eligibility. Bidders shall provide evidence of their continued eligibility

in a manner that is satisfactory to the SMC. The Bidders may be disqualified if it

is determined by the SMC, in its sole discretion, at any stage of the process, that

the Bidder will be unable to fulfill the requirements of the Project or fails to

continue to satisfy the qualification criteria. Supplementary information or

documentation may be sought from Bidders at any time and must so be provided

within a reasonable timeframe as stipulated by the SMC.

6.1.16. Any entity which has been barred by the Central/ any State Government, or any

entity controlled by them, from participating in any project, and the bar subsists

as on the Bid Due Date, would not be eligible to submit a Bid.

6.1.17. A Bidder should, in the last 3 (three) years, have neither failed to perform on any

contract, as evidenced by imposition of a penalty by an arbitral or judicial

authority or a judicial pronouncement or arbitration award against the Bidder, the

case may be, nor been expelled from any project or contract by any public entity

nor have had any contract terminated by any public entity for breach by such

6.1.18. The following conditions shall be adhered to while submitting a Bid:

a. Bidders should attach clearly marked and referenced continuation sheets

if the space provided in the prescribed forms in the Annexes is

insufficient. Alternatively, Bidders may format the prescribed forms

making due provision for incorporation of the requested information;

b. information supplied by a Bidder must apply to the Bidder, Member or

Associate named in the Bid and not, unless specifically requested, to

other associated companies or firms;

c. Bidders should demonstrate their capacity in accordance with Clause

"Evaluation of Bid”; and

6.2. Number of Bids and the Cost thereof

6.2.1. No Bidder shall submit more than one Bid for the Project. Any Bidder who

submits or participates in more than one Proposal for a Project, will be

6.2.2. The Bidders shall be responsible for all of the costs associated with the

preparation of their Bids and their participation in the Bid Process. The SMC will

not be responsible or in any way liable for such costs, regardless of the conduct

or outcome of the Bidding Process.

6.3. Site visit and verification of information

6.3.1. Shelter at T.P. NO-23, (GORAT) F.P.NO-73 in Rander Zone, Surat (Capacity

Zone : West Zone (Rander)

6.3.2. The Bidders are encouraged to submit their respective Bids after visiting the

Shelter site and ascertaining for themselves the shelter site conditions, location,

and any other matter considered relevant by them.

6.4. Acknowledgement by Bidder

6.4.1. It shall be deemed that by submitting a Bid, the Bidder has:

(a) made a complete and careful examination of the Bidding Documents;

(b) received all relevant information requested from the SMC;

(c) satisfied itself about all matters, things and information including matters

referred to in (Clause 6.3 detail) hereinabove necessary and required for

submitting an informed Bid, execution of the Project in accordance with

the Bidding Documents and performance of all its obligations thereunder;

(d) accepted the risk of inadequacy, error or mistake in the information

provided in the Bidding Documents or furnished by or on behalf of the

SMC relating to any of the matters referred to in (Clause 6.3 detail) above;

(e) acknowledged and agreed that inadequacy, lack of completeness or

incorrectness of information provided in the Bidding Documents or

ignorance of any of the matters referred to in (Clause 6.3 detail)

hereinabove shall not be a basis for any claim for compensation, damages,

extension of time for performance of its obligations, loss of profits etc.

from the SMC, or a ground for termination of the Shelter Management

Agreement by the Shelter Management Agency;

(f) acknowledged and agreed that any claim for compensation, damages,

extension of time for performance of its obligations, loss of profits etc.

from the SMC, shall not be entertained by the SMC;

(g) acknowledged that it does not have a Conflict of Interest;

(h) agreed to be bound by the undertakings provided by it under and in terms

6.4.2. SMC shall not be liable for any omission, mistake or error on the part of the firm

in respect of any of the above or on account of any matter or thing arising out of

or concerning or relating to this invitation document or the selection process,

including any error or mistake therein or in any information or data given by the

6.5. Right to accept and to reject any or all Bids

6.5.1. SMC reserves the right to accept or reject any Proposal, and to annul the Proposal

process or reject all Proposals at any time prior to award of contract, without

thereby incurring any liability to the affected Proposer(s) or any obligation to

inform the affected Proposer(s) of the grounds for such decision. No bidder shall

have any cause of action or claim against SMC for rejection of his proposal.

6.5.2. Fraud and Corruption: SMC requires that Proposer selected through this Tender

must observe the highest standards of ethics during the performance and

execution of such contract. In pursuance of this policy, SMC defines for the

purposes of this provision, the terms set forth as follows:

i. "Corrupt practice" means the offering, giving, receiving or soliciting of

anything of value to influence the action of SMC or any personnel of

Proposer(s) in contract execution.

ii. "Fraudulent practice" means a mis-presentation of facts, to influence a

procurement process or the execution of a contract, to SMC and includes

collusive practice among Proposers (prior to or after Proposal

submission) designed to establish bids at artificially high or non-

competitive levels and to deprive SMC of the benefits of free and open

iii. "Unfair trade practices" means supply of services different from what

iv. "Coercive practices" means harming or threatening to harm, directly or

indirectly, persons or their property to influence their participation in the

execution of contract.

(a) Will reject a proposal for award, if it determines that the Proposer

recommended for award engaged in corrupt, fraudulent or unfair

trade practices.

(b) Will declare a proposer ineligible, either indefinitely or for a stated

period, for awarding the contract, if it at any time determines that

the company has engaged in corrupt, fraudulent and unfair trade

practice in competing for, or in executing, the contract.

6.5.3. SMC reserves the right to reject any Bid and appropriate the Bid Security if:

(a) at any time, a material misrepresentation is made or uncovered, or

(b) the Bidder does not provide, within the time specified by the SMC, the

supplemental information sought by the SMC for evaluation of the Bid.

Such misrepresentation/ improper response shall lead to the disqualification of

the Bidder. If such disqualification / rejection occurs after the Financial Bids

have been opened and the Highest Bidder gets disqualified / rejected, then the

SMC reserves the right to take any such measure as may be deemed fit in the

sole discretion of the SMC, including annulment of the Bidding Process

6.5.4. In case it is found during the evaluation or at any time before signing of the

Shelter Management Agreement or after its execution and during the period of

subsistence thereof, including the Project thereby granted by the SMC, that one

or more of the qualification conditions have not been met by the Bidder or the

Bidder has made material misrepresentation or has given any materially incorrect

or false information, the Bidder shall be disqualified forthwith if not yet

appointed as the Shelter Management Agency either by issue of the LOA or

entering into of the Shelter Management Agreement, and if the Bidder has

already been issued the LOA or has entered into the Shelter Management

Agreement, as the case may be, the same shall, notwithstanding anything to the

contrary contained therein or in this RFP, be liable to be terminated, by a

communication in writing by the SMC to the Bidder, without the SMC being

liable in any manner whatsoever to the Bidder or Shelter Management Agency,

as the case may be. In such an event, the SMC shall forfeit and appropriate the

Bid Security or Performance Security, as the case may be, as mutually agreed

genuine pre-estimated compensation and damages payable to the SMC for, inter

alia, time, cost and effort of the SMC, without prejudice to any other right or

remedy that may be available to the SMC

6.5.5. SMC reserves the right to verify all statements, information and documents

submitted by the Bidder in response to the RFP. Failure of the SMC to undertake

such verification shall not relieve the Bidder of its obligations or liabilities

hereunder nor will it affect any rights of the SMC there under.

6.6. Clarifications

6.6.1. Bidders requiring any clarification on the RFP may notify the SMC in writing.

They should send in their queries within mentioned period in detail tender notice.

If the SMC deems it necessary to give clarifications regarding the query raised by

bidder, the replies will be sent through e-mail. SMC shall forward all queries and

their replies to all bidders without identifying the source of the queries.

6.6.2. The SMC shall endeavour to respond to the questions raised or clarifications

sought by the Bidders. However, the SMC reserves the right not to respond to

any question or provide any clarification, in its sole discretion, and nothing in this

Clause shall be taken or read as compelling or requiring the SMC to respond to

any question or to provide any clarification. No extension of any time and date

shall be granted on the basis or grounds that the SMC has not responded to any

question or provided any clarification.

6.6.3. The SMC may also on its own motion, if deemed necessary, issue interpretations

and clarifications to all Bidders. All clarifications and interpretations issued by

the SMC shall be deemed to be part of the Bidding Documents. Verbal

clarifications and information given by SMC or its employees or representatives

shall not in any way or manner be binding on the SMC.

6.7. Amendment of Bidding Document

6.7.1. At any time prior to the Bid Due Date, the SMC may, for any reason, whether at

its own initiative or in response to clarifications requested by a Bidder, modify

6.7.2. At any time before the submission of Proposals, SMC may amend the RFP by

issuing an addendum. The addendum shall be a part of the original RFP and shall

be uploaded online.

6.7.3. In order to afford the Bidders a reasonable time for taking Amended RPF into

account, or for any other reason, the SMC may, at its own discretion, extend the

7. PREPARATION AND SUBMISSION OF BIDS

7.1. Language, Currency and Communication

a. The Bids and all related correspondence and documents in relation to the Bidding

Process shall be in English language. Supporting documents and printed

literature furnished by the Bidder with the Bid may be in any other language

provided that they are accompanied by appropriate translations of the pertinent

passages in the English language, duly authenticated and certified by the Bidder.

Supporting materials, which are not translated into English, may not be

considered. For the purpose of interpretation and evaluation of the Bid, the

English language translation shall prevail.

b. The currency for the purpose of the Bid shall be the Indian Rupees (INR).

c. All correspondences between the SMC and the Bidder shall be in writing sent

through registered mail or by registered post/speed post.

7.2. Format and Signing of Bid

a. The Bidder shall provide all the information sought under this RFP. The SMC

will evaluate only those Bids that are received in the required formats and

complete in all respects. Incomplete and/or conditional Bids shall be liable to

b. The Bid and its copies shall be typed or written in indelible ink and signed by

the authorized signatory of the Bidder who shall also initial each page in blue

ink. In case of printed and published Documents, only the cover shall be

initialled. All the alterations, omissions, additions or any other amendments

made to the Bid shall be initialled by the person(s) signing the Bid. The Bid

shall contain page numbers and shall be bound together in hard cover.

7.3. Sealing and Marking of Bid

7.3.1. Technical and Financial proposal must be uploaded online e-tendering procedure

at https://smctender.nprocure.com by bidder.

7.3.2. The Bidder shall submit the Bids in cover comprising the documents as per

Annexure - 09 (Checklist) and marked as “Technical Bid” for Operation and

Management of Shelter for Urban Homeless in Surat, Tender Notice No.

AMC/UCD/No.01/2026-27

7.4. The envelopes shall be addressed to :-

Designation : Chief Accountant

Address : 2nd floor, Account Section,

Surat Municipal Corporation

"Surat Mahanagar Seva Sadan"

Gordhandas Chokhawala Marg,

Muglisara, Surat-395003, Gujarat, India

Telephone : Tel.:- +91-261-2423751-56

7.5. If the envelope is not sealed and marked as instructed above, SMC assumes no

responsibility for the misplacement or premature opening of the contents of the Bid

7.6. Bids submitted by fax, telex, telegram or e-mail shall not be entertained and shall be

7.7. Modifications/ Substitution/ Withdrawal of Bids

a. The Bidder may modify, substitute or withdraw its Bid after submission provided

that written notice of the modification, substitution or withdrawal is received by

the SMC prior to Bid Due Date. No Bid shall be modified, substituted or

withdrawn by the Bidder after the Bid Due Date.

b. The modification, substitution or withdrawal notice shall be prepared, sealed,

marked, and delivered in accordance with “Sealing and Marking of Bid”

Clause, with the envelopes being additionally marked “MODIFICATION”,

“SUBSTITUTION” or “WITHDRAWAL”, as appropriate.

c. Any alteration/ modification in the Bid or additional information supplied

subsequent to the Bid Due Date, unless the same has been expressly sought for

by SMC, shall be disregarded.

7.8. Rejection of Bids

a. Notwithstanding anything contained in this RFP, the SMC reserves the right to

reject any Bid and to annul the Bidding Process and reject all Bids at any time

without any liability or any obligation for such acceptance, rejection or

annulments, and without assigning any reason thereof. In the event that the SMC

rejects or annuls all the Bids, it may, in its discretion, invite all eligible Bidders to

submit fresh Bids hereunder.

b. The SMC reserves the right not to proceed with the Bidding Process at any time,

without notice or liability, and to reject any Bid without assigning any reasons.

7.9. Validity of Bids

a. The Bids shall be valid for a period of 180 (one hundred and eighty) days. The

validity of Bids may be extended by the Bidders on specific request by the SMC

for extension of the validity of Bids. The SMC reserves the right to reject any Bid

that does not meet this requirement.

b. Any Bidder may refuse to extend the period of validity of its Bid without

forfeiting its Bid Security. A Bidder extending the period of validity of its Bid

will not be allowed to modify its Bid, but would be required to extend the validity

of its Bid Security for the period of extension and comply with “Bid Security”

Clause of this RFP in all respects.

c. The Selected Bidder shall be required to extend the Bid validity period till the

date of execution of the Shelter Management Agreement.

a. Information relating to the examination, clarification, evaluation and

recommendation for the Bidders shall not be disclosed to any person who is not

officially concerned with the process or is not a retained professional advisor

advising the SMC in relation to, or matters arising out of, or concerning the

Bidding Process. The SMC will treat all information, submitted as part of the Bid,

in confidence and will require all those who have access to such material to treat

the same in confidence. The SMC may not divulge any such information unless it

is directed to do so by any statutory entity that has the power under law to require

its disclosure or is to enforce or assert any right or privilege of the statutory entity

and/ or the SMC or as may be required by law or in connection with any legal

7.11. Correspondence with the Bidder

a. Save and except as provided in this RFP, the SMC shall not entertain any

correspondence with any Bidder in relation to acceptance or rejection of any Bid.

8. BID SECURITY

8.1. Bid Security

a. The Bidders shall have to provide Bid Security in the form of Demand

Draft/Pay Order issued by a Scheduled/Nationalized Bank in India, drawn

in favour of the Commissioner, Surat Municipal Corporation payable at

b. The Bidders shall submit Bid Security of @1% of the annual Bid Amount.

c. The SMC shall not be liable to pay any interest on the Bid Security deposit

so made and the same shall be interest free. The SMC would have the right

to encase the Bid Security

d. Any Bid not accompanied by the Bid Security shall be summarily rejected

e. The Bid Security of unsuccessful Bidders will be returned by the SMC,

without any interest, as promptly as possible on acceptance of the Bid of the

Selected Bidder or when the Bidding process is cancelled by the SMC.

Bidders may provide specific instructions in writing to the SMC about the

address of the person, where the said demand draft/cheque or

correspondence of any kind shall be drawn by the SMC. In case of failure to

provide information for refund, it shall be mailed to the address given on

The SMC shall be entitled to forfeit and appropriate the Bid Security as

Damages inter alia in any of the events specified in Clause herein below.

The Bidder, by submitting its Bid pursuant to this RFP, shall be deemed to

have acknowledged and confirmed that the SMC will suffer loss and

damage on account of withdrawal of its Bid or for any other default by the

Bidder during the period of Bid validity as specified in this RFP. No

relaxation of any kind on Bid Security shall be given to any Bidder.

f. The Bid Security will be forfeited and retained by the SMC as damages,

without limiting any other rights or remedies available to the SMC, under

the following circumstances;

a) A Bidder engages in corrupt, fraudulent, coercive, undesirable, or

restrictive practices as specified in this RFP;

b) A Bidder withdraws its Bid during the period of Bid validity as

specified in this RFP and as extended by the Bidder from time to time;

c) In the case of Selected Bidder, if bidder Fails to sign the Shelter

Management Agreement within the specified time limit, or Fails to

furnish the Performance Security within the period prescribed in the

Shelter Management Agreement.

d) Any other case specified under this RFP

g. The Selected Bidder’s Bid Security will be returned, without any interest,

upon the Shelter Management Agency signing the Shelter Management

Agreement and furnishing the Performance Security in accordance with the

provisions thereof. The SMC may, at the Selected Bidder’s option, adjust

the amount of Bid Security in the amount of Performance Security to be

provided by him in accordance with the provisions of the Shelter

Management Agreement.

8.2. As per City Engineer Note No. 61, dtd.05/02/2025

 A scanned copy of the Earnest Money Deposit (EMD) and Tender Fee

Demand Draft/Pay Order must be uploaded online in electronic format

while submitting the bid.

 The original Demand Draft/Pay Order must be submitted through

Registered Post (RPAD) or Speed Post to the Chief Accountant, Account

Department within the time period specified in detail tender notice

 Punitive actions will be taken as per the table below if first time the original

Demand Draft/Pay Order for Tender Fee and EMD are not submitted within

the specified time.

Sr. Tender Amount (Rs.)

01 Up to Rs. 01.00 Crore 10,000/-

02 above Rs. 01.00 Crore to Rs.10.00 Crore 20,000/-

03 Above Rs. 10.00 Crore to Rs.50.00 Crore 30,000/-

04 Above Rs. 50.00 Crore to Rs.100.00 Crore 70,000/-

05 Above Rs. 100.00 Crore 1,00,000/-

 If the bidder fails to pay the penalty within 10 days or if the bidder fails to

submit the original Demand Draft/Pay Order for the second time within the

specified period, the bidder's registration will be put in abeyance for

months, and their e-tendering code will be cancelled for 6 months.

 All documents supporting the bid must be submitted in electronic format only

through online scanning during the bidding period. Hard copies will not be

accepted separately.

9. EVALUATION OF BIDS

9.1. Opening and Evaluation of Bids

a. The SMC shall not open the Bids for which it has received request for withdrawal

by the Bid Due Date.

b. To facilitate evaluation of Bids, the SMC may, at its sole discretion, seek

clarifications in writing from any Bidder regarding its Bid. Such clarification

shall be provided within the time specified by the SMC for this purpose. Any

request for clarification(s) and all clarification(s) shall be in writing. However,

the Bidders are advised that evaluation of the Bids will be entirely at the

discretion of the SMC. The Bidders will be deemed to have understood and

agreed that no explanation or justification on any aspect of the Bidding Process

or selection will be given. If the Bidder does not provide clarification sought by

the SMC within the prescribed time, its Bid shall be liable to be rejected. In case

the Bid is not rejected, the SMC may proceed to evaluate the Bid by construing

the particulars requiring clarification to the best of its understanding, and the

Bidder shall be barred from subsequently questioning such interpretation of the

c. Any information contained in the Bid shall not in any way be construed as

binding on the SMC, its agents, successors or assigns, but shall be binding

against the Bidder if the Project is subsequently awarded to it under the Bidding

Process on the basis of such information.

d. The SMC reserves the right not to proceed with the Bidding Process at any time

without notice or liability and to reject any or all Bid(s) without assigning any

e. To assist in the examination, evaluation and comparison of Bids, the SMC may

utilize the services of consultant(s) or advisor(s).

f. If any information furnished by the Bidder is found to be incomplete, or

contained in formats other than those specified herein, the SMC may, in its sole

discretion, exclude the relevant project from evaluation of such Bid. In the event

that a Bidder claims credit for an experience, and such claim is determined by the

SMC as incorrect or erroneous, the SMC shall reject such claim and exclude the

same from evaluation of the Bid. Where any information is found to be patently

false or amounting to a material misrepresentation, the SMC reserves the right to

reject the Bid as per terms of this RFP.

9.2. Bid evaluation methodology:

9.2.1. The technical proposal In the first phase the Technical Proposals shall be

evaluated based on minimum eligibility criteria as mentioned in below. Refer

table 1 below for evaluation criteria. (Detail of marking calculation/analysis is as

per Annexure 07)

Table 1: Technical bid evaluation criteria

Summary of Technical Proposal Evaluation Forms

Years of existence:

(Minimum 3 Years completed, 10 Marks)

Operational Presence in Gujarat

(Presence in Gujarat before bid issue date, 10 Marks)

Experience of O&M of NULM Shelter

(Per 01 project (Completed or Continue) 05 Marks, Maximum 10 Marks)

Experience of O&M of Non-NULM Shelter for homeless

(Per 01 project (Completed or Continue) 05 Marks, Maximum 10 Marks)

Experience of O&M of Special Shelters (Government funded/having

Government recognitions/approval to run special shelter)

Special Shelters like Old age home/Orphanage home/ Beggar home/Child Care

Institutes / Mahila Kalyan Kendra (Nari Sarakshan Gruh)/ Special shelters/de-

addiction center etc.

(Per 01 project (Completed or Continue) 05 Marks, Maximum 10 Marks)

Experience of Community Development Work

Experience in Issues- Such as Economic Opportunities, Education, Healthcare,

Water and Sanitation, Socio-economic Disadvantages groups, Human Rights,

06 Policy and research, Any welfare project for vulnerable groups or any deprived

(01 Project (Completed or Continue) 10 Marks, 05 marks for each additional

project, Maximum 30 Marks)

Organizational Financial strength:

07 10 marks for average turnover of Rs.20 lakhs for last three years- 2 marks for

each additional Rs. 05 lakhs turn over, maximum 20 marks.

9.2.2. The Financial proposal.

a) The bidder shall submit their per month financial proposal online only as per

b) The rate quoted by the bidder shall remain fixed and shall not be increased

under any circumstances

9.2.3. Opening of Financial Proposal: The financial proposals shall be open only of

those bidders who get score 60 and above in technical bid evaluation criteria.

9.2.4. Final Evaluation and selection of agency

9.2.4.1. The agency quoting the minimum amount among these bids will be

selected as L1 Agency.

9.2.4.2. If two or more agencies quote the same amount, the agency with the

higher technical score will be selected.

9.2.4.3. If two or more agencies quote the same amount and have the same

technical score, the agency with the higher average turnover for the last

3 years will be selected.

9.2.4.4. The Selected Applicant shall be the First Ranked Applicant (having the

quoted lowest amount). The Second Ranked Applicant shall be kept in

reserve and may be invited for negotiations in case the first ranked

Applicant withdraws or fails to comply with the requirements specified

in the RFP document.

9.3.1. Financial Criteria: Minimum annual average turnover of the Applicant shall be

INR 20 lakhs or more during the last 3 audited financial years i.e. 2022-23, 2023-

24, 2024-25, (Last 3 Audited Financial Years in sequence) The bidders need to

provide audited statements to support their claim.

i. Bidder must submit a Proof of registration of the legal entity.

ii. Audited Balance Sheets of the last three financial years must be submitted in

support, without which the bid may not be considered. The calculation sheet for

average annual turnover must be certified by a Chartered Accountant.

iii. Bidder must submit copy of work orders / completion certificates /work

experience letter/ work extension letter/agreement etc.

iv. Bidder may ask for verifying all original documents which were put in tender

9.3.2. Essential Criteria:

1. An Bidder must not have been blacklisted or placed under funding restriction by

any Ministry or Department of the Government of India or CAPART or by a

State Government (or its agency).

2. The Bidder must not have any political affiliation in any form.

3. Resolution of Executive/ Governing committee meeting authorizing the person to

sign tender document.

9.3.3. General Criteria:

1. Should be registered under the Indian Societies Act / Indian Trust Act / Indian

Religious and Charitable Trusts Act / or as a not for profit Company under the

Companies Act or the relevant state Acts or organisation mentioned in Shelter for

Urban homeless guideline.

2. Should have valid registrations such as Permanent Account Number (PAN) of the

Income Tax Dept, GST; Registration No. of the Agency/Firm, 12 A registration

certificate or other related documents.

1. In the event that the Highest Bidder withdraws or is not selected for any reason,

the SMC reserves the right to take any such measure as may be deemed fit in

the sole discretion of the SMC, including annulment of the Bidding Process.

2. After selection, a Letter of Award (the "LOA") will be issued to the selected

bidder for the project(s). Within 7 (seven) days of receiving the LOA, the

selected bidder must sign and return an acknowledgement of the LOA. In the

event the duly signed acknowledgement by the Selected Bidder as mentioned

above is not received by the stipulated date, the SMC may, unless it consents to

extension of time for submission thereof, appropriate the Bid Security of such

Bidder as mutually agreed genuine pre-estimated loss and damage suffered by

the SMC on account of failure of the Selected Bidder to acknowledge the LOA.

3. After acknowledgement of the LOA as aforesaid by the Selected Bidder, it shall

execute the Shelter Management Agreement within the period of 15 (fifteen)

days from date of issuance of LOA. Further, before execution of the Shelter

Management Agreement, the Selected Bidder shall furnish the Performance

Security as per the provisions of the RFP/LOA.

4. In the event the Selected Bidder as mentioned above, does not execute the

Shelter Management Agreement within the stipulated timeframe, the SMC

may, unless it consents to extension of time for submission thereof, forfeit the

Bid Security of such Selected Bidder as genuine pre-estimated loss and damage

suffered by the SMC on account of failure of the Selected Bidder to execute the

Shelter Management Agreement.

10. FRAUD AND CORRUPT PRACTICES

10.1. The Bidders and their respective officers, employees, agents and advisers shall

observe the highest standard of ethics during the Bidding Process and subsequent to

the issue of the LOA and during the subsistence of the Shelter Management

Agreement. Notwithstanding anything to the contrary contained herein, or in the

LOA or the Shelter Management Agreement, the SMC shall reject a Bid, withdraw

the LOA, or terminate the Shelter Management Agreement, as the case may be,

without being liable in any manner whatsoever to the Bidder or Shelter Management

Agency, as the case may be, if it determines that the Bidder or Shelter Management

Agency, as the case may be, has, directly or indirectly or through an agent, engaged

in corrupt practice, fraudulent practice, coercive practice, undesirable practice or

restrictive practice in the Bidding Process. In such an event, the SMC shall forfeit

and appropriate the Bid Security or Performance Security, as mutually agreed

genuine pre-estimated compensation and damages payable to the SMC towards, inter

alia, time, cost and effort of the SMC, without prejudice to any other right or remedy

that may be available to the SMC hereunder or otherwise.

10.2. Without prejudice to the rights of the SMC under above Clause, hereinabove and the

rights and remedies which the SMC may have under the LOA or the Shelter

Management Agreement, if a Bidder or Shelter Management Agency, as the case

may be, is found by the SMC to have directly or indirectly or through an agent,

engaged or indulged in any corrupt practice, fraudulent practice, coercive practice,

undesirable practice or restrictive practice during the Bidding Process, or after the

issue of the LOA or the execution of the Shelter Management Agreement, such

Bidder or Shelter Management Agency shall be punishable as per the direction given

by the competent authority of SMC.

11.1. Tender Document Fee: Non-refundable Tender Document (downloaded from

https://www.suratmunicipal.gov.in) cost in shape of Demand Draft/Pay Order issued

by a Scheduled/Nationalized Bank in India, drawn in favor of Commissioner, Surat

Municipal Corporation payable at surat of Rs. 1,062/- (Rupees One thousand sixty

two only) is to be furnished by the bidder along with the technical Bid. Bid without

the requisite tender Document cost shall be treated as non- responsive and rejected.

11.2. Bid Security/Earnest Money Deposit (EMD):EMD in shape of Demand Draft/Pay

Order issued by a Scheduled/Nationalized Bank in India, drawn in favor of

Commissioner, Surat Municipal Corporation payable at Surat of Rs.16,200/-

(Rupees Sixteen Thousand Two Hundred Only) is to be furnished by the bidder

along with the Technical Bid. Bid without the requisite EMD shall be treated as non-

responsive and rejected (as per 8.2 City Engineer Note No. 61, dtd.05/02/2025). No

exemption from submission of EMD is allowed. No adjustment of EMD with respect

to other works previously lying in SMC is allowed. Unsuccessful bidder’s EMD will

be discharged / returned after the date of execution of the work by the selected firm.

11.3. No interest will be paid on EMD. The EMD may be forfeited in following

(a) If a Bidder withdraws its Bid during the period of validity of the Bid,

(b) In case of a successful bidder, if the bidder fails to execute the work assigned.

11.4. Performance Security/Security Deposit: The successful Bidder i.e. the awardees

Shelter Management Agency shall place furnish as part of its Proposal, a Security

Deposit [SD] calculated @ 04.00% (Four Percent) of the consideration of the

contract awarded by a Demand draft or Pay Order of any Scheduled/ Nationalized

Bank payable at Surat drawn in Favor of “Commissioner, Surat Municipal

Corporation” within 15 Days from the date of notice of award of contract, failing

which a penalty @ 0.065% of the amount of security deposit will be imposed for

delay of each day. EMD placed may be converted into Security Deposit [SD]. The

Security Deposit will be returned as soon as possible after the fulfilment of

obligation created under the contract awarded.

12. ARBITRATION CLAUSE: In case dispute arising between the SMC and the Bidder,

which has not been settled amicably, the Bidder can request the SMC to refer the dispute for

Arbitration under Arbitration and Conciliation Act, 1996. Such disputes shall be referred to

the Commissioner, Surat Municipal Corporation. The Indian Arbitration and Conciliation

Act, 1996 and any statutory modification or reenactment thereof, shall apply to these

arbitration proceedings. Arbitration proceedings will be held at Surat. The decision of the

arbitrator shall be final and binding upon both the parties. All arbitration awards shall be in

writing and shall state the reasons for the award. The expenses of the arbitration as

determined by the arbitrator shall be borne by the Bidder. However, the expenses incurred

by each party in connection with the preparation, presentation shall be borne by the party

13. BLACKLISTING CLAUSE: - The bidder has submit Affidavits as per annexure-

14. MISCELLANEOUS

14.1. The Bidding Process shall be governed by, and construed in accordance with, the

laws of India and the Courts at Surat shall have exclusive jurisdiction over all

disputes arising under, pursuant to and/ or in connection with the Bidding Process.

14.2. Notwithstanding anything contained in this RFP and/or Shelter Management

Agreement, the SMC, in its sole discretion and without incurring any obligation or

liability, reserves the right, at any time, to;

(a) suspend and/ or cancel the Bidding Process and/ or amend and/ or supplement

the Bidding Process or modify the dates or other terms and conditions relating

(b) consult with any Bidder in order to receive clarification or further information;

(c) retain any information and/ or evidence submitted to the SMC by, on behalf

of, and/ or in relation to any Bidder; and/ or

(d) independently verify, disqualify, reject and/ or accept any and all submissions

or other information and/ or evidence submitted by or on behalf of any Bidder.

14.3. It shall be deemed that by submitting the Bid, the Bidder agrees and releases the

authority, its employees, agents and advisers, irrevocably, unconditionally, fully and

finally from any and all liability for claims, losses, damages, costs, expenses or

liabilities in any way related to or arising from the exercise of any rights and/ or

performance of any obligations hereunder, pursuant hereto and/ or in connection

herewith and waives any and all rights and/ or claims it may have in this respect,

whether actual or contingent, whether present or future.

PART B : SHELTER OPERATION AND MANAGEMENT PROCESS

15. DURATION OF THE CONTRACT

The contract with the selected Firm will be valid for an initial period of 12 months from

the date of contract execution. Subject to satisfactory performance, the contract may be

extended up to a maximum of 48 months. Performance will be reviewed every

months to determine eligibility for contract extension

a. The Shelter Management Agency requires hiring qualified personnel/professionals to

operation and management of Shelter for Urban Homeless as mentioned in below

Sr Post No. Category Education Qualification

1 Shelter Manager 01 Skilled Bachelor’s Degree in any stream

with special knowledge and

experience in relevant fields at least

2 years’ experience

2 Caretaker 03 Semi-skilled Matriculate

3 Sweeper 03 Unskilled -

4 Security 03 Unskilled -

b. The SMA will responsible to follow all rules and regulations of Govt. for Manpower

higher by them.

c. in case of any vacant post from above mention, SMA will responsible to fill vacant

post Sr. No 01 in 15 days, and Sr. No.02, 03 and 04 immediately.

d. The total monthly payment for manpower, including salary and allowances, must be

equal to or exceed the minimum wage rates notified from time to time by the

Directorate of Labour - Labour, Skill Development and Employment Department,

e. All employees must receive their salaries and allowances timely. Employers must

remit all social security contributions and deductions from employees' salaries to the

relevant agencies by the stipulated deadline. Furthermore, salary payments must be

made directly to the employee's bank account via cheque or NEFT/RTGS only.

f. All employees will receive a one weekly off, scheduled in a way that ensures

continuous and uninterrupted delivery of our shelter services.

17. MODE OF PAYMENT

17.1. Payment Terms

 Payments will be made monthly.

 Monthly payments will be based on the quoted amount by the SMA.

17.2. Payment Method

 Payments will only be made to the SMA's bank account.

17.3. Invoice and Documentation Requirements

 The SMA shall raise an invoice based on the rate mentioned in the work

order, accompanied by the following documents monthly:

i. Beneficiaries Occupancy Reports

ii. Attendance sheet of employees

iii. Salary slips

iv. Bank Statement regarding Salary Payment to employees

v. Electricity Bill/Other Bills paid Receipt

vi. PF/ESI payment Receipt (of Previous Month)

vii. Other (demanded by SMC)

17.4. Payment Adjustments

 The final payment amount will be paid after deductions, including:

i. Penalty for default of service/s if any;

ii. Taxes if any;

iii. Bills paid by SMC on behalf of the SMA if any;

18. RESPONSIBILITIES AND OBLIGATIONS OF THE SMA

The Shelter Management Agency shall:

Responsibility as per Guideline

18.1 Operate & Manage the Shelter as per the Standard Operating Procedure (SOP)

for Shelter for Urban Homeless, DAY-NULM Guideline and as per instructions

from SMC and GULM.

17.2 Support to ULB in constitute Shelter Management Committee (SMC), Give

necessary information to Shelter Management Committee (SMC) and follow all

instructions given by Shelter Management Committee (SMC).

18.3 The Shelter Management Agency shall maintain a comfortable, safe, and

peaceful environment at the shelters and treat all the users with respect and

18.4 In Shelter, people of every caste/social group /religion should be allowed to use

without any discrimination.

18.5 All legal procedure related to rescue to reintegration process to be taken as per

legal provisions, DAY-NULM Guideline and Amendments and Instruction by

Surat Municipal Corporation and Government.

18.6 Conduct Awareness programs for Shelter for Urban Homeless regarding its and

its Centre address & its services through Leaflets, Posters, Wall painting, Banner,

Hoardings, FGD, Area Sabha/meetings in Surat City.

18.7 Conduct rescue operation of Urban Homeless in Surat city on a regular basis.

18.8 SMA shall also maintain a rescue registry comprising of rescue date, time, venue

and photo of rescue venue (with a nearby land mark) as well as name and number

of the people rescued and submit the same to the SMC.

18.9 SMA should inform local police stations during process of rescue.

Admission of Homeless in Shelter

18.10 The Shelter Management Agency shall identify homeless people on the road and

persuade them to come to Shelter.

18.11 The Shelter Management Agency shall provide the following services to all the

Users: (1) Retiring area (2) Bed sheets/ pillows / blankets (3) Bathing/ showers

area, (4) First aid box, and (5) Drinking water.

18.12 Do arrangement of required equipment’s at Ground floor for old, disabled and

recovery patients.

18.13 Locker facility provides to beneficiaries as per DAY-NULM Guideline and

Amendments and Instructions by SMC or Government.

18.14 All the Users should be registered upon arrival at the shelter. The format of

registration shall be finalized by the Surat Municipal Corporation. The

information about the Users should be shared with SMC within 12 (twelve) hours

or as and when asked by SMC.

18.15 All the Users should be provided basic information on the facilities to be

provided at the shelter.

18.16 The rules and regulations to be adhered to by the Users during their stay in the

shelter shall also be intimated to the Users at the time of registration.

18.17 SMA will have to keep complaint Register in Shelter. Besides this, keep the

complaint box too.

User Fee Collection

18.18 The Surat Municipal Corporation will issue separate, detailed guidelines to the

SMA regarding user fee collections.

18.19 The SMA will be responsible for collecting user charges from beneficiaries and

depositing them with the SMC, as per the instructions of the SMC.

18.20 Upon collecting user fees for shelter usage, the SMA must issue receipts for

transactions and maintain appropriate records.

18.21 No additional charges can be collected from users by the Shelter Management

Agency beyond the specified user fees.

Keep Hygiene Environment

18.22 Clean Shelter 3 to 4 times in a day (or more time if required) with acid/phenyl.

18.23 Clean toilers/Bathrooms 3 to 4 time in day (or more time if required) with

18.24 Cleaning compound and surrounding side of Building to reduce fly nuisance and

mosquito breeding and bed bug infestation.

18.25 Clean water tank once in month and water cooler every fort night

18.26 "Collect garbage separately "Sukho kachro" Bhino Kacharo" and dispose it daily.

18.27 Mattress, sheets and blankets should be kept clean and washed in every seven

days and if the need arises.

Provide Food to beneficiaries

18.28 Arrangement of food for beneficiaries as per DAY-NULM Guideline and

18.29 SMA should arrange for 100% free food to the residents such as old, infirm,

disabled person & all children.

18.30 For other residents, SMA has to tie up with such charitable, religious or any other

organization which could provide free/subsidized meal for inmates. The SMA

must have to secure permission of the SMC regarding above said collaborations.

18.31 SMA need to take necessary permissions/licenses regarding the kitchen

operations at Shelter premises.

18.32 The organization has to arrange for the kitchen's utensils.

18.33 The organization's exclusive utilization of the shelter kitchen should be to prepare

meals for Shelter beneficiaries or other SMC's shelter's beneficiaries. The

organization ought not to utilize the shelter's kitchen for another purposes.

18.34 Operating & managing the Shelter (24x7) for Urban Homeless by engaging

personal decided as per the staff pattern in this RFP.

18.35 Salary of the staff appointed by the SMA must be equal or more than minimum

wages decided by the government from time to time.

18.36 Provide training to employees for the purpose of implementation of the scheme.

18.37 Remain present staff for training/orientation at SMCs suggest places and time.

18.38 The SMA shall be responsible for any act of indiscipline on the part of the

manpower deployed for work.

18.39 The SMA shall have all statutory license/registration for carrying out such work.

The SMA shall ensure that all the relevant licenses/registrations/ permissions

which may be required for providing the services are valid during the entire

period of the contract.

18.40 The SMA shall be solely responsible for the redressal of grievances/ resolution of

disputes relating to persons deployed. The SMC shall, in no way be responsible

for settlement of such issues whatsoever.

18.41 The manpower appointed by the SMA for this work shall not be deemed

employees of the SMC hence the compliance of the applicable acts/ laws will be

the sole responsibility of the SMA

18.42 All manpower shall wear Uniform and Identity Card provided by the SMA every

day during working hours.

18.43 The attendance of the manpower shall be entered in the register regularly

18.44 The SMA is required to provide the Surat Municipal Corporation with all

employee/staff details in the format specified. Any change in appointment or

resignation from the SMA must be reported right away to the Surat Municipal

Health and Emergency medical Support

18.45 In the Health concern of residential of shelter, SMA will have to arrange of first

aid kit at Shelter. The SMA will need to periodically refill or replace the first aid

18.46 In case of illness of beneficiaries take them to nearest health Centre or Hospital

and further course of action may be taken as advised by the Doctor.

18.47 Organize free of cost health camps at shelter with support of SMC, District

Health Department, and Private hospitals.

18.48 Organized Vaccination Camps at shelter to vaccinate all eligible age group -

category wise beneficiaries.

18.49 In order to stop contagious diseases from spreading within the shelter, the SMA

will need to take extra precautions.

Services and Entitlement

18.50 According to the guidelines of the DAY-NULM, all the admitted beneficiaries of

the Shelter should be provided information of various governments' welfare

schemes and planning to provide benefit of those schemes.

18.51 Use IEC Material to inform beneficiaries regarding government schemes

18.52 Help beneficiaries to get entitlements and benefits of government schemes as per

DAY-NULM Guideline and Amendments and Instructions by SMC/Government.

18.53 Organize awareness camps regarding schemes/entitlements/services

18.54 SMA will have to be linked beneficiaries with various Ministry’s

schemes/entitlements/ services like Education, health and family welfare, Women

and child development, Labor & Employment, public distribution, social justice

and empowerment, skill development, etc.

Registers and Record Maintenance

18.55 The SMA needs to do Registration of all the beneficiaries coming to the shelter

as per prescribed format provided by the Surat Municipal Corporation as well as

online on SUH portal of the GULM.

18.56 at time of registration the SMA has to obtain identity proof related documents

from the beneficiaries as per the instructions of the Government as per the

guidelines of the scheme. Even if beneficiary has not any identity proof, it will

have to be admit him/her in shelter.

18.57 Maintain all needed registers as per DAY-NULM Guideline and Amendments

and Instruction by SMC or Government and submit reports regularly.

18.58 The organization will have to available all registers at the shelter and it will be

regularly maintained. that will be produced before the SMC Officials, Shelter

management Committee or other SMC appointed officers-Agencies.

18.59 SMA will have to keep complaint/Suggestions Register in Shelter. Besides this,

keep the complaint/Suggestions box too.

18.60 The SMA is required to submit data on services and other activities of a regular

basis to the SUH Portal.

18.61 The Shelter Management Agency shall submit to the Monitoring Agency

fortnightly progress report (for each calendar month or part thereof) within first

calendar days of the report period inter alia, including the following:

a. Review of milestones set out in Operations Plan and reasons for delay/

deviations, if any;

b. Details of equipment’s purchased.;

c. Suspension of Services in the Service Area or part thereof, if any, its

reasons, duration and the steps undertaken to resume the same;

d. Notes of meetings between the Shelter Management Agency and SMC

highlighting critical decisions taken or agreements reached;

e. Disagreements/ disputes, if any and proposed measures to be taken;

f. Brief report of any accident/incident related to the Project, injury/ fatality,

property damage, cause of accident and actions taken to avoid recurrence;

g. Any litigation or material claims, disputes or actions, threatened or filed,

concerning the Project Facilities or the obligations to be performed by the

Shelter Management Agency under the Agreement;

h. Copies of any reports submitted for purposes of regulatory compliance and of

notices received or reports or notices submitted to any Competent Authority

or otherwise; and

i. Any other report that may be reasonably required by SMC for itself or to

fulfill any regulatory compliance.

18.62 Formats for the reports shall be finalized in consultation with the SMC. SMC

may from time to time specify any changes to be made to the format of any report

or information required there under.

Financial Responsibility

18.63 The Agency has to pay gas, light, water, internet, telephone (helpline no), etc

bills and submit it receipt to SMC.

18.64 The agency will have to submit accounts of the expenditure with bills every

month. Apart from this, the audited Report of the entire financial year will be

presented at the end of the year.

18.65 All financial records pertaining to the management of the shelter must be kept up

to date by the SMA, and it must be turned up for verification whenever SMC asks

Infrastructure Management

18.66 The Shelter Management Agency shall be responsible for physical custody for all

the Infrastructure Facilities and Equipment’s installed/provided by SMC at

18.67 The building / infrastructure and equipment that given to the SMA by the

Municipal Corporation, the organization cannot make any change without the

written permission of the corporation.

18.68 If the building is damaged due to negligence by the SMA or their manpower,

then the SMA will have to pay the charge of damages according to the Surat

Municipal Corporation. If this amount is not reimbursed by the organization, then

this amount will be deducted from the amount of Security Deposit/O&M Charge.

18.69 All the electrical appliances are meant for the complete usage of the

beneficiaries. Based on the utility of the same, the SMA must oblige by not

laying any restriction on the usage. At the same time, there must be a judicious

utilization of the electrical appliances.

18.70 In the event of loss/theft and robbery of any asset and equipment from the shelter,

the SMA must fulfil the requisites by replacing the lost items. In case of failure in

doing so, SMC shall retain full right to deduct money from the security deposits

or sanctioned payment amount.

18.71 All the electrical and electronic appliances installed within the shelter must be

handled with extreme care and precaution. The responsibility to sensitize the

beneficiaries about the discrete and efficient usage lies within the hands of the

SMA. SMA will be hold accountable in the event of an unfortunate incident

seeded by careless or ignorant attitude.

18.72 All the gas appliances installed within the shelter must be handled with extreme

care and precaution. It is the first and foremost responsibility of the SMA, to

educate, sensitize the beneficiaries as well as the SMA staff on using the gas

appliances with utmost caution and care. SMA will be hold accountable in the

event of an unfortunate incident seeded by careless or ignorant attitude.

18.73 In case of failure or requirement for repair or replacement of any electrical or

electronic instruments installed by SMC, the SMA shall immediately inform

SMC to repair or replace the instrument for the convenience of homeless

beneficiaries living in shelters.

18.74 In case of requirement for repair or replacement or service or renovation of any

part of shelter’s infrastructure or equipment’s, the SMA shall immediately inform

SMC to repair or replacement or service or renovation of any part of shelter’s

infrastructure or equipment’s for the convenience of homeless beneficiaries

living in shelters.

Safety Management

18.75 A Safety Plan should be developed for shelter and the staff of the shelter should

be trained to execute the same in case of emergency.

18.76 The shelter management Agency must keep the terrace door locked, close an

underground tanks, overhead tanks and other outlet/inlet lids. This shall ensure

the safety of the children as well as adults of the shelter.

18.77 The Shelter Management Agency should liable to refiling of the installed fire

extinguisher to be done before the expiry. the Agency need to conduct fire safety

and awareness camps to learn to combat the fire. Inspection of the appliances

must be conducted on a timely basis.

18.78 organize safety/Fire safety mock drills with staff and beneficiaries as per

SMC/Government Notifications.

18.79 The SMA will have to periodically train its staff, beneficiaries and other

concerned regarding the use of equipment’s such as gas, electric equipment, fire

safety equipment, etc. at Shelter.

18.80 The Shelter Management Agency will be hold accountable and answerable

towards any fatal/unwanted incident caused due to lack of attentiveness and

ignorant behaviour .

18.81 In the event of any illegal activity, theft, robbery, intimidation, etc. in the Shelter

Premises, the SMA is authorized to do legal procedure.

Daily Management

18.82 The SMA shall have ensured that the all facilities provided at the shelter by SMC

are to be available for use of the beneficiaries.

18.83 The Shelter Management Agency shall try to resolve the dispute involving two or

more Users. In case the Shelter Management Agency fails to resolve the issue, it

shall immediately call the police and inform SMC of the same.

18.84 The Shelter Management Agency has to take care of anything prohibited by law,

cannot be used in the Shelter.

18.85 SMA shall tie-up with NGO's, Volunteer Organizations and individual donners to

get donation, volunteer services and assistance. All donations received in favor of

the beneficiaries or any individual from them, a complete record of the data

should be maintained and submitted to the SMC on the timely basis. Moreover,

SMC shall possess complete right towards the property and donations received

on the property during O&M period.

18.86 Make arrangement of vehicle to bring beneficiaries in shelter. (Own/rent)

18.87 The organization will have to arrange computer, printer and internet connectivity

18.88 24x7 Contact Number.

18.89 Stationaries and registers.

18.90 If needed, SMA will have to work with Surat Municipal Corporation to survey of

Homeless people.

18.91 Shelter cannot be used by the SMA to gain personal benefit or income.

18.92 The president / Chairman of the institute will have to regularly takes visit of the

18.93 SMC will own the items received through donation or assistance from donors for

the collective benefit of the beneficiaries living in the shelter.

18.94 SMA Shall send Monthly progress report to SMC by 10th of next month in

prescribe format.

18.95 High resolution photographs-videos of event/activity are to be submit to SMC

within a day after completion of event.

18.96 SMA has not right to publish photographs - Videos without prior permission of

18.97 The SMA should not publish any information of the beneficiaries or other shelter

related parties in any medium. However, the program is to be organized for the

benefit of beneficiaries, it can be published after approval of the Surat Municipal

18.98 The SMA can install their Signboard at Shelter, but the text, Design and size of

board will have to get approval from the Surat Municipal Corporation.

18.99 The SMA will have to provide its complete correspondence detail with phone

number, fax number, e-mail address etc. If there is any change in the future, it

will have to be informed immediately to the Surat Municipal Corporation in

writing. The letter that is being dealt with by the Surat Municipal Corporation at

the address stated by the organization will be exactly considered.

19. SMA HAS TO INSTRUCTS EACH USER TO FOLLOWED BELOW RULES.

18.1 Consumption of alcohol, drugs or smoking shall not be allowed within the shelter.

18.2 Shelter Management Agency may ask any incoming User to have bath/ shower

for personal hygiene.

18.3 No illegal activity or storage of illegal substances shall be allowed in the shelter.

18.4 No firearms or knives shall be allowed in the shelter.

18.5 No violence or threats of violence shall be allowed in the shelter.

18.6 No comments/actions pertaining to someone’s sexual orientation or gender

identity and/or attacking person’s individuality by making offensive remarks shall

be allowed in the shelter.

18.7 No littering, inside or outside the shelter shall be allowed.

18.8 The Users shall not leave the shelter during the period 11.00 p.m. to 4.00 a.m.

next day morning. Even in case of the dispute, the Users shall not be asked to

leave during this period. In exceptional cases, it may be done under intimation to

SMC. However, no restriction must be laid on the entry of the new beneficiary

accessing the shelter.

18.9 In case of any dispute/ violence or any illegal activity, the Shelter Management

Agency shall immediately call the police and inform SMC of the same.

20. PENALTY FOR DEFAULT OF SERVICES

19.1 Deviation and/ or Refusal and/ or non-Performance towards in any of the

obligations described in the “Responsibilities and Obligations of the SMA” and or

any terms mentioned in RFP, Agreement or instruction’s by SMC or Government

consider as default of service.

 Penalty For default of service as Mention in Annexure 01 Service Level

 If the default services are not maintained after 15 Days the payment of that

month will be stopped.

 If needed, any service can be done directly by SMC at shelters. this expense

will be deducted from the payment of the SMA.

 If there are defective services rendered repeatedly, the contract will be

terminated with the SMA.

 Considering the seriousness of the default services, seizure of Security

deposits and subsequent action can also be made by the Surat Municipal

 In the event of total default / failure by the SMA in providing Services, the

ULB reserves the right to get the Services executed by any other SMA at the

cost and risk of the SMA.

21. EMERGENCY TAKEOVER AND TERMINATION

a. Emergency Takeover

In the event that the Shelter Management Agency is unable to provide Services for

any reason whatsoever, including for reason of Force Majeure, SMC may, at its sole

discretion, take over the provision of the Services and may in such circumstances

requisition the use of the Equipment used by the Shelter Management Agency and

the Shelter Management Agency shall allow the use of such Equipment by SMC

(“Emergency Takeover”). An Emergency Takeover pursuant to this provision shall

not extend beyond a period of sixty days. In the event SMC determines to extend the

Emergency Takeover beyond the said period of sixty (60) days, it shall terminate

Agreement and pay the Shelter Management Agency the book value of the

Equipment and the termination payments pursuant to the provisions of Agreement.

b. Breach, Rectification and Termination

In the event that either Party is in material breach of its obligations under Agreement,

the aggrieved Party may terminate Agreement upon notice to the other Party. Any

notice served pursuant to this Clause shall give reasonable details of the material

breach, which could include the following events:

(a) If there is breach which translates into default in providing services by the Shelter

Management Agency pursuant to the Agreement, continuously for more than one

week, then the SMC, will serve a seven days' notice to Shelter Management

Agency for curing such breach. In case the breach continues after the notice

period, the SMC will have the option to terminate Agreement at the end of the

(b) The right of the SMC to terminate Agreement pursuant to this provision shall be

without prejudice to any other rights and remedies available to the SMC

including without limitation invoking the Performance Security.

c. Termination for Shelter Management Agency Default

Without prejudice to any other rights and remedies available to the SMC, the SMC

may serve written notice to the Shelter Management Agency at any time to terminate

Agreement with immediate effect in the following events (“Shelter Management

Agency Event of Default”):

a) The Shelter Management Agency does not commence Services for the Shelters

by Scheduled Service Provision Date and continues to be in default for

(fifteen) days.

b) The Performance Security has been encashed or appropriated and the Shelter

Management Agency fails to replenish or provide fresh Performance Security

within 15 (fifteen) days;

c) The Shelter Management Agency has failed to adhere to the Operations Plan and

continues to be in default for 30 (thirty) days;

d) The Shelter Management Agency has failed to meet the Service Level Standards

as specified in Tender and Agreement and suggested by SMC/Government.

e) The Shelter Management Agency or its representative have carried out and

caused execution of any unlawful activity within the Service Area, for which the

Shelter Management Agency is responsible;

f) In the event of change of Control of the Shelter Management Agency;

g) In the event the Shelter Management Agency has merged, amalgamated, acquired

by any other agency or acquisition such that the net worth of the surviving entity

is less than that of Shelter Management Agency prior to such merger or

h) In the event of a reasonable apprehension of bankruptcy of the Shelter

Management Agency:

a. Shelter Management Agency shall in the event of an apprehension of

bankruptcy immediately inform the SMC well in advance (at least 3 months)

about such a development; and

b. Conversely if the SMC apprehends a similar event regarding the Shelter

Management Agency, SMC can exercise the right of termination in the

manner stated hereinabove.

22. EFFECTS OF TERMINATION

22.1. Notwithstanding anything else contained in Agreement, in the event of termination

of Agreement by SMC pursuant to Clause 21(b), the Shelter Management Agency

shall not be entitled to receive any compensation or any other payments from SMC.

22.2. In the event that the SMC, or the Shelter Management Agency, terminates

Agreement pursuant to this Article, and SMC decides that it would take over the

Equipment being used by the Shelter Management Agency, then in that case in

addition to the payment of any amounts are due and payable to the Shelter

Management Agency in accordance with Agreement, SMC shall also pay the book

value of the Equipment that it decides to take over. The book value of the

Equipment for the purposes of this Clause would be determined by an auditor

appointed by SMC.

22.3. Upon termination of Agreement, the Parties will comply with the Exit Management

22.4. Notwithstanding anything to the contrary contained in Agreement, Termination

pursuant to any of the provisions of Agreement shall be without prejudice to

accrued rights of either Party including its right to claim and recover money

damages and other rights and remedies which it may have in law or contract. The

rights and obligations of either Party under Agreement, including without

limitation those relating to termination payment, shall survive the Termination but

only to the extent such survival is necessary for giving effect to such rights and

23. EXIT MANAGEMENT

23.1. Minimum Contract Period: The SMA must commit to a minimum of 12 months of

service from the commencement of work. If the SMA surrenders the shelter before

completing 12 months, the security deposit will be forfeited, and additional actions

will be taken by SMC

23.2. Surrender Notice: If the SMA wishes to surrender the shelter after completing

months, they must provide written notice to Surat Municipal Corporation at least

120 days prior to the intended surrender date. The Corporation reserves the right to

accept or reject the SMA's surrender request.

23.3. Contract Renewal: Upon contract renewal, the SMA is obligated to complete the

renewed contract period.

24. EXIT MANAGEMENT PLAN

The Shelter Management Agency (SMA) shall ensure a smooth transition of services

upon termination or expiry of the Agreement. The following provisions outline the

SMA's obligations:

24.1 Information Sharing and Access

a. The SMA shall provide the SMC or its nominated agencies with access to

original/copy of all relevant information, including:

i. Service delivery methods

ii. Performance data

iv. Documentation related to suppliers, agents, etc.

b. The SMA shall permit the SMC and/or replacement SMA to access its

employees and facilities for knowledge transfer.

24.2 Data and Documentation

a. The SMA shall supply the SMC with the following information at the

commencement of the exit management period:

i. Current services and performance data

iii. Supplier and agent documentation

iv. Updated data in a readily available format

v. Other necessary information for due diligence

b. The SMA shall deliver updated documentation/information to the SMC

before the expiry of the exit management period.

a. The SMC or its nominated agencies shall return all SMA confidential

information before the expiry of the exit management period.

b. The SMA shall provide the SMC with a list of employees dedicated to

providing services upon reasonable request.

24.4 Employee Transfer

a. The SMA shall not prevent employees from being hired by a replacement

SMA, subject to applicable laws and regulations.

24.5 Access to Premises

a. The SMA shall grant reasonable access to premises and facilities to the SMC,

its nominated agencies, and/or replacement SMA during the exit management

24.6 Service Delivery

a. The SMA shall use its best efforts to deliver services during the exit

management period.

Service Level Standards

1.1. The Shelter Management Agency shall be responsible for the complete operation,

management and routine maintenance covering the scope of work that includes consumables,

skilled human resources, facilitate and deliver the desired services to the users including the

incidental activities related thereto.

1.2. The Shelter Management Agency shall give due weightage to the objective of the SMC to

provide a comfortable, safe, and peaceful environment to the homeless persons and

identification of the homeless persons within the Service Area. The conduct of Shelter

Management Agency’s representatives shall assist SMC in meeting objectives of the Project.

1.3. The performance standards shall be measured by the Monitoring Agency through

appropriate measurement tools to be designed by it for the purpose.

1.4. If the performance of the Shelter Management Agency is degraded significantly at any given

point in time during the Term of the Agreement then SMC shall have the right to take

appropriate corrective actions including termination of Agreement.

2. Performance Review

Performance Who would would Penalty for Non-

Sr. Performance Indicator

Parameter check be performance

Cleanliness Project Facilities shall be SMC/Monitoring

1 Daily 10% of Daily payment

kept neat and clean Agency

Access to Project Provide access to Shelter and

2 Facilities its facilities to homeless Weekly 10% of Daily payment

Help line Number Available 24x7 Helpline SMC/Monitoring

3 Daily 10% of Daily payment

Fees: Charging of 10% of Daily payment plus

Fees from Users Fees to be charged by the equal amount that

who are exempted SMA as per the overcharge by agency.

4 from payment of Agreement/ Guideline / Daily Additionally, appropriate

Fees, or suggested by SMC or action by SMC’s Competent

overcharging of Government Authority

Fees from Users

Record Keeping Upload data on Web Portal

(as as well as Maintain proper

per format record of (i)inventory of

prescribed by shelter items; (ii)attendance

SMC) register Men power; (iii) SMC/Monitoring

5 Monthly 10% of daily payment

cleaning register of shelter; Agency

(iv) Cash Book; (v)

Complaint Register and

other suggested by SMC or

Homeless Rescue

As per functional SMC/Monitoring

6 vehicle Daily 10% of daily payment

requirements Agency

In the event of a vacant

position, the following

deductions and penalties

 For Shelter Manager,

Assistant Manager, and

other staff positions, the

SMA payment will be

deducted by an amount

equal to the current

minimum wage (with

allowances) for the

vacant days, up to:

Manpower (Vacant Hire Manpower as SMC/Monitoring o 15 days for Shelter

Post) Mentioned in RFP Agency Manager

o 7 days for Assistant

o Any duration (zero

days) for other staff

 If the vacancy exceeds

the above periods, the

SMA will be charged a

penalty equivalent the

current minimum wage

(with allowances) plus an

additional ₹1,000 per

employee for Billing

In the event of an

employee's absence

following penalties will be

 For absences of 7 days,

the SMA will be charged

a penalty equivalent to the

employee's payable

amount for that period or

the current minimum

Absence of hired manpower wage (with allowances),

Manpower SMC/Monitoring

8 (Weekly off will not be Daily whichever is higher.

(Absence) Agency

considered as absence)  For absences of 8 days or

more, the SMA will be

charged a penalty

equivalent to the

employee's payable

amount for that period or

the current minimum

wage (with allowances),

whichever is higher; plus

an additional ₹1,000 per

The difference amount

If payment is less than

Payment of SMC/Monitoring between the payable amount

9 current minimum wages Monthly

Manpower Agency and the paid amount, plus an

(with allowances)

additional ₹1,000 per person

 The SMA must make Failure to meet this

every effort to achieve full requirement will result in

occupancy of the shelter. SMC/Monitoring the following penalties:

10 Occupancy Daily

 The SMA is liable to Agency  The occupancy falls by

maintain a minimum 80% to 70% a 10%

occupancy of 80% at the penalty on daily payment

 This clause will come into  70% to 60% a 15%

effect 60 days after the penalty on daily payment

commencement of the value

contract period.  and occupancy below

60% a penalty of 25% on

daily payment value.

Reporting Progress Report as per SMC SMC/Monitoring

11 Monthly 10% of daily payment

Instruction Agency

Surrendering Forfeit Security Deposit and

12 Shelter As per Exit Management SMC - appropriate action by SMC’s

Competent Authority

Shelter Property The amount of

any damage caused to the

Damage damages/penalty shall be

shelter property due to SMC/Monitoring

13 - determined by the SMC's

negligence or misconduct by Agency

Competent Authority, based

the SMA or their manpower

on the extent of the damage.

Beneficiaries The amount of

any damage caused to the

Property damages/penalty shall be

beneficiary’s property due to SMC/Monitoring

14 Damage/Loss - determined by the SMC's

negligence or misconduct by Agency

Competent Authority, based

the SMA or their manpower.

on the extent of the damage.

Protection of The SMA and its employees The amount/Penalty of

Reputation must not engage in any damages shall be determined

15 activity that may damage the by the SMC's Competent

reputation of the Authority, based on the

Corporation/ Government. extent of the damage.

Food Provide food to old, ill and

needy beneficiaries (10% SMC/Monitoring

16 Daily 10% of daily payment

beneficiaries of total Agency

Responsibility as O & M as per SUH

17 per Guideline Guideline and instruction Daily 10% of daily payment

given by Govt./SMC

The amount/Penalty for any

other default shall be

As per mention in RFP,

SMC/Monitoring determined by the SMC's

18 Any Other Agreement and instruction -

Agency Competent Authority, based

on the extent of the

default/damage.

Proposal Submission Form

(On Bidder’s letterhead)

Asst. Muni. Commissioner

Surat Municipal Corporation

Sub: Proposal against RFP for engaging Agency to undertake Operation & management of

Shelter for Urban Homeless under SMC.

1. With reference to your RFP document dated _________, I/we, having examined the RFP

Documents and understood their contents, hereby submits our Proposal for Operation &

management of Shelter for Urban Homeless at under SMC through online under SMC notice

2. The Proposal is unconditional and unqualified.

3. All information provided in the Proposal and in the Forms & Annexure is true and correct.

This statement is made for the express purpose of qualifying as an Applicant for undertaking

4. We shall make available to the SMC any additional information it may find necessary or

require to supplement or authenticate the Bid.

5. We acknowledge the right of the SMC to reject our Proposal without assigning any reason or

otherwise and hereby waive our right to challenge the same on any account whatsoever.

6. We certify that in the last three years, we have neither failed to perform on any contract, as

evidenced by imposition of a penalty or a judicial pronouncement or arbitration award, nor

been expelled from any project or contract nor have had any contract terminated for breach

7. We declare that

 We have examined and have no reservations to the Bidding Documents, including any

Addendum issued by SMC.

 We do not have any conflict of interest in accordance with the RFP document;

 We have not directly or indirectly or through an agent engaged or indulged in any

corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive

practice, as defined in the RFP document, in respect of any tender or request for proposal

issued by or any agreement entered into with the SMC or any other public sector

enterprise or any government, Central or State; and

 We hereby certify that we have taken steps to ensure that in conformity with the

provisions of the RFP, no person acting for us or on our behalf has engaged or will

engage in any corrupt practice, fraudulent practice, coercive practice,

8. We understand that you may cancel the Bidding Process at any time and that you are neither

bound to accept any Proposal that you may receive nor to invite the Bidders to Bid for the

Project, without incurring any liability to the Bidders, in accordance with the RFP document.

9. We declare that we have no business relationship with any other firm submitting a Proposal

for the Project.

10. We certify that in regard to matters other than security and integrity of the country, we have

not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory

authority which could cast a doubt on our ability to undertake the Project or which relates to a

grave offence that outrages the moral sense of the community.

11. We further certify that in regard to matters relating to security and integrity of the country,

we have not been charge-sheeted by any agency of the Government or convicted by a Court

of Law for any offence committed by us or by any of our Associates.

12. We further certify that no investigation by a regulatory authority is pending either against us

or against our Associates or against our CEO or any of our Directors/ Managers/ employees.

13. We undertake that in case due to any change in facts or circumstances during the Bidding

Process, we shall intimate the SMC of the same immediately.

14. We hereby irrevocably waive any right which we may have at any stage at law or howsoever

otherwise arising to challenge or question any decision taken by SMC in connection with the

selection of the Bidder, or in connection with the Bidding Process itself, in respect of the

above-mentioned Project and the terms and implementation thereof.

15. In the event of our being declared as the successful applicant, we agree to enter into an

Agreement in accordance with the draft attached in the RFP document.

16. We have studied all the RFP Document carefully. We understand that except to the extent as

expressly set forth in the Agreement, we shall have no claim, right or title arising out of any

documents or information provided to us by the SMC or in respect of any matter arising out

of or concerning or relating to the selection Process including the award of contract.

17. The Assignment Fee has been quoted by us after taking into consideration all the terms and

conditions stated in the RFP.

18. We agree and understand that the Proposal is subject to the provisions of the RFP

Documents. In no case, we shall have any claim or right of whatsoever nature if the Project is

not awarded to me/us or our Proposal is not opened.

19. We agree to keep this offer valid for 180 (one hundred and eighty) days.

20. We agree and undertake to abide by all the terms and conditions of the RFP document. In

witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP

Yours faithfully,

Date: (Signature of the Authorized signatory)

(Name and designation of the of the Authorized signatory)

Name and seal of Bidder

Details of Applicant

(On the Letter Head of the Applicant)

1. Name of the firm/company :

2. Name of the contact person :

3. Designation :

4. Company/Firm :

6. Telephone number :

7. E-mail address :

8. Fax number :

9. Mobile number:

10. Annual Turnover: (Last 3 Audited Financial Years in sequences)

Duly signed by the Authorized Signatory of the Applicant

(Name, Title and Address of the Authorized Signatory)

Partner / Sole Proprietor (Strike out which is not applicable) of (Firm)

______________________________do hereby solemnly affirm and declare that the individual/ firm/

companies are not black listed/ prosecuted by any Central/ State Governments/ Union Territories/

Departments/ Offices/ Statutory Bodies/ Autonomous Organizations/ Research Institutions/ any court

of law or any partner or share holder thereof not directly or indirectly connected with or has any

subsisting interest in business of my/ our firm

Verified that the content of above affidavit is true and correct to the best of my knowledge

and belief. No part of it is false and nothing has been kept concealed there from

Place_______________________ DEPONENT

Note:- The affidavit format as indicated above to be furnished on non-judicial stamp Paper of Rs.

300/- and duly notarized.

 I, the undersigned, do hereby certify that all the statements made in the required attachments are

true and correct. I also understand that in case of wrongful / false information, corporation is

entitled to take any civil & criminal punitive action against me / us.

 The undersigned also hereby certifies that neither our firm M/s ________________________

nor any of its constituent partners have abandoned any work in India nor any contract awarded

to us has been rescinded during last five years, prior to the date of this bid.

 The undersigned hereby authorize(s) and request(s) any bank, person, authorities, government or

public limited institutions, firm or corporation to furnish pertinent information deemed

necessary and requested by the SMC to verify our statements or our competence and general

reputation etc.

 The undersigned understands and agrees that further qualifying information may be requested,

and agrees to furnish any such information at the request of the SMC.

 The SMC and its authorized representatives are hereby authorized to conduct any inquiries or

investigations to verify the statements, documents, and information submitted in connection with

this bid and to seek clarification from our bankers and clients regarding any financial and

technical aspects. This Affidavit will also serve as authorization to any individual or authorized

representative to any institution referred to in the supporting information, to provide such

information deemed necessary and requested by representative of Surat Municipal Corporation

to verify statements and information provided in the Tender or with regard to the resources,

experience and competence of the Applicant.

Signed by the Authorize signatory of the firm

Title of the office

Name of the firm

Note:- The affidavit format as indicated above to be furnished on non-judicial stamp Paper of Rs.

300/- and duly notarized.

Self-Declaration / Affidavit

For the Organization having registration outside Gujarat State

We, [Name of Organisation], having registered office at [Head Office Full Address], do hereby

solemnly affirm and declare as under:

1. That our organization [Name of Bidder/Organization] has operational presence in

Gujarat since [DD/MM/YYYY].

2. That the said presence in Gujarat is supported by the following valid documents attached

o ☐ Work Order / Work Agreement / Experience Certificate of projects executed in

o ☐ Lease Deed / Rent Agreement of office premises in Gujarat

(Tick whichever is applicable and attach copies)

3. That as on the date of bid submission (Bid publish date [DD/MM/YYYY]), our organization

has completed ___ years of operational presence in Gujarat.

4. That the above information is true and correct to the best of my knowledge and belief, and

nothing material has been concealed therefrom.

5. I hereby understand that any false declaration may lead to rejection of our bid and may attract

appropriate legal/contractual action.

Declared at: ___________

Signature of Authorised Signatory

(Designation: _______________)

(Seal of Organization)

Note:- The affidavit format as indicated above to be furnished on non-judicial stamp Paper of Rs.

300/- and duly notarized.

Technical Evaluation methodology

Table 1: Evaluation of Technical bid

S. Technical Proposal Score

Technical Proposal Evaluation Method with Example

No. Evaluation Criteria Weight

1 Years of existence: 10 Evaluation base-

(Minimum 3 Years  Organization formal registration with Government under any

completed, 10 Marks) act/scheme.

Evaluation documents-

 Registration Certificate

The bidder shall have a minimum of 3 years of experience as of the bid

publication date.

2 Operational Presence in 10 Evaluation base-

Gujarat  Base on Experience of any work in Gujarat or established office /

(Presence in Gujarat branch / operational setup in Gujarat before the tender issue date.

before bid issue date, 10 Evaluation documents-

Marks)  Registration Certificate (for the organisation having registration in

 Proof of work in Gujarat or Existence in Gujarat – Work order/

Work Agreement/ Experience Certificate/ Lease deed / Rent

03 Experience of O&M of 10 Evaluation base-

NULM Shelter  DAY-NULM Shelter’s O&M Work (Completed or Continued) by

(Per 01 project Agency with any ULBs

(Completed or Continued) Evaluation documents-

05 Marks, Maximum 10  Proof of work – work order/ work Agreement/Work Completion

Marks) Certificate/ Experience Certificate.

04 Experience of O&M of 10 Evaluation base-

Non-NULM Shelter for  Non-NULM Shelters for homeless O&M Work (Completed or

Homeless Continued) by Agency with any ULBs/Gov.

(Per 01 project Evaluation documents-

(Completed or Continue)  Proof of work – work order/ work Agreement/Work Completion

05 Marks, Maximum 10 Certificate/ Experience Certificate.

05 Experience of O&M of 10 Evaluation base-

Special Shelters  Special Shelters O&M Work (Completed or Continued) by Agency

(Government with Government fund or having Government

funded/having recognitions/approval to run special shelter)

Government recognitions/ List of type of Special shelters

approval to run special  Old age home

shelter)  Orphanage home

(Per 01 project  Beggar home

(Completed or Continue)  Child Care Institutes

05 Marks, Maximum 10  Mahila Kalyan Kendra (Nari Sarakshan Gruh)/

 de-addiction Centre

 Garima Greh (for transgender people)

 Other Special shelters serving vulnerable category

Evaluation documents-

 Proof of Project funded by Government or recognised/approved by

 Proof of work – work order/ work Agreement/Work Completion

Certificate/ Experience Certificate

06 Experience of Community 30 Evaluation base-

Development Work  Community Development Work project (Completed or Continued)

Experience in Issues- Such by Agency with Government fund or CSR fund or institutional

as Economic funds from international/national institutes or crowd fund)

Opportunities, Education, Community development projects should be from below category

Healthcare, Water and  Economic Opportunities (Welfare projects to support

Sanitation, Socio- poor’s/weaker sanctions - Employment generation, skill training,

economic Disadvantages financial assistance to promote weaker section’s enterprise, Market

groups, Human Rights, Access, promoting artisanship and other Livelihood Support

Policy and research, Any programme, etc.)

welfare project for  Education (literacy programme for deprived groups, adult literacy,

vulnerable groups or any digital literacy, other education related support to for deprived

deprived person(s) groups, etc.)

(01 Project (Completed or  Healthcare (Community Health Programs, mobile health care,

Continue) 10 Marks, 05 Maternal and Child Health, Disease Prevention and Management,

marks for each additional Elderly health care, mental health, etc.)

project, Maximum 30  Water and Sanitation (Wasmo, Watershed, Sanitation and

Marks) Hygiene related awareness programmes, participatory irrigation,

other relevant projects, etc.)

 Socio-Economic Disadvantages groups (such welfare project for

Disabled, Women, Children, Elders, ST, ST, EBC, Minorities, etc.)

 Human Rights (projects related - Legal Aid, Justice, Human rights

of most vulnerable person(s) – disabled, children, women, old,

labour, migrants, etc.)

 Policy and Research (any research/study project for socio-

economic welfare of vulnerable/deprived groups, socio-economic

impact assessment projects, etc.)

 Any welfare project for vulnerable groups or any deprived

Evaluation documents-

 Proof of work – work order/ work Agreement/ Work Completion

Certificate)/Experience Certificate

07 Organizational Financial 20 Evaluation base-

strength:  Charted Accountant audited annual reports of last three years

10 marks for average Evaluation documents-

turnover of Rs.20 lakhs for  Charted Accountant audited annual reports of last three years

last three years- 2 marks

for each additional Rs.

lakhs turn over, maximum

Note - The project analysis shall be performed based on agency-submitted documents that are self-

explanatory and provide sufficient clarification. Projects with unclear or insufficient documentation

will not be considered. The SMC reserves the sole right to consider or reject any project based on its

best understanding

Specimen of Financial Bid

(Submit online only)

Asst.Muni.Commissioner

Surat Municipal Corporation

Re: Operation & management of Shelter for Urban Homeless under SMC

We, [Name of Organization], having reviewed and fully understood all the information

provided in the Request for Proposal (RFP) document No. [Document Number] for the operation

and management of Shelter for Urban Homeless, hereby submit our Financial Bid in response to

We hereby submit our bid for undertaking the aforesaid work, in accordance with the Bidding

Documents and require the Payment for Shelter Management as follows:

Particular Value in Figures Value in Words

Payment for Shelter

Management per Month

Per Month (In INR) Per Month (In INR)

(TO FILL ONLINE ON (TO FILL ONLINE ON

NPROCURE.COM NPROCURE.COM

Note: Quoted rate should be exclusive of GST and inclusive of all other taxes, duty, levies and

We have reviewed all the terms and conditions of the RFP and undertake to abide by all the terms

and conditions contained therein. We hereby declare that there are and shall be no deviations from

the stated terms in the RFP Document.

We understand that SMC is not bound to accept any Bid they receive.

Note:-The tender shall be cancelled if the bidder attached hard copy of the price bid

along with technical bid or upload soft copy with technical bid

Checklist for Bidders

Sr Particular By Post

1. Tender Fee and EMD Draft/Pay

Online Scanned copy Original

2. Authority Letter/Power of Attorney Online Scanned copy Only

3. RPF Document with Signature and

Online Scanned copy Only

Technical 4. all statutory registration/license/Etc.

Bid (Organization Registration, PAN, Online Scanned copy Only

(scanned GST, PF, ESI, Labour Licence, Etc)

copy to be 5. Documents Related Presence in

Online Scanned copy Only

uploaded) Gujarat

6. Copies of work orders-completion

Online Scanned copy Only

certificates, etc.

7. Latest three years financial

Online Scanned copy Only

statements (Audited Reports)

8. Affidavits Annex-4, 5 & 6 Online Scanned copy Original

9. Other Document (if Any) Online Scanned copy

Fill Online Only

Financial Financial Bid

(do not upload with

Bid (Quote Monthly Amount)

Instructions for Document Submission

To ensure a smooth bidding process, please follow these instructions carefully:

Document Submission Guidelines

1. Sequence and Completeness: Submit all necessary documents in the exact sequence

mentioned in the checklist. Ensure that all required documents are included.

2. Scanning Requirements: Scan documents in color from original copies for online submission.

3. Readability: Ensure that all submitted documents, whether scanned or in hard copy, are clear

and readable. Illegible documents will not be considered in the bidding process.

Language and Translation Requirements

1. Accepted Languages: Documents in Gujarati, Hindi, and English are accepted.

2. Translation Requirements: If documents are submitted in languages other than those

mentioned above, SMC may require translation.

3. Translation Costs: The cost of translation will be borne by the bidder. The translation

expenses will be charged from the Bidder by SMC

4. Translation Acceptance: The translation provided by SMC will be considered final and

binding. No clarification or explanation will be provided by SMC to the bidder regarding the

translated content. The bidder will be deemed to have accepted the translated version as

accurate and final.