Various Buildings Under R&B Sub Division, Siddhpur (Supplying Of Various Skilled, Semi Skilled And Unskilled Labours)

1. Name of Tendering Company / Firm / Tenderer

2. Name of Bidders/ Partners/ Directors

3. Full Particulars of Office

(b) Telephone No

(d) E-mail Address

4. Full Particulars of the Bankers of Company / Firm / Tenderer, With Full Address /

Tel. No. Providing Solvency Certificate

(a) Name of the Bank

(b) Address of the Bank

(c) Telephone No.

(e) E-mail address

(f) Solvency Certificate

5. Registration Details (Document required to be submitted by scanning through online)

(a) PAN/TAN No.

(b) GST Registration No.

(c) Shop Establishment Registration Certificate

(renewal) (Gumashtadhara) of any district in

(e) E.P.F. Registration No.

(f) E.S.I. Registration No.

6. Details of Earnest Money Deposit and Tender Document Fee Deposit

(a) EMD Amt. ( Rs. 1,00,000/-)

(b) Tender Document Amt. (Rs.2,400/-)

COMPLETED PAST CONTRACTS (2021-22 to 2025-26)

Sr. Name and Details of Duration of Contract Work

Address the Value of Completion

of the contract Contract From To or 3A

organization, including (in Rs.) Certificate

Name, manpower DD/MM/YYYY DD/MM/YYYY attached

Designation and deployed Yes/No

Telephone/ (in Nos.)

email address of

Information, If any

DECLARATION ON THE LETTER HEAD OF THE BIDDER

1. I/we, the undersigned certify that I/we have gone through the terms and conditions mentioned

in the tender documents and undertake to comply with them.

2. The rates quoted by me/us are valid and binding on me during the period of validity of the tender.

3. I/we, the undersigned hereby bind myself/ ourselves to the DEPUTY

EXECUTIVE ENGINEER , ROADS AND BUILDING SUB DIVISION [STATE],NEAR TALUKA

PANCHAYAT,SIDDHPUR during the period of contract.

4. The Performance Security deposited by me/us shall remain in the custody of the DEPUTY

EXECUTIVE ENGINEER , ROADS AND BUILDING SUB DIVISION [STATE],NEAR TALUKA

PANCHAYAT,SIDDHPUR subject to settlement of all dues on either side. The performance

Security Deposit will not carry any interest.

5. The conditions herein contained shall form part of and shall be taken as included in the

agreement itself.

6. I/we will be wholly responsible for Various Buildings Under R & B Sub Division Siddhpur

[Supplying Of Various Skilled , Semi Skilled And Unskilled Labours].

7. I/we shall be responsible to provide all benefits i.e Bonus, ESI and E.P.F. etc. if applicable to

eligible employees employed by me for the said assignment/ works/ project..

8. I/we shall abide by the provisions of Minimum Wages Act, 1948 as amended upto date and

Contract Labour Act, 1970 and other Labour Laws applicable from time to time. Also, I shall be

responsible for the payment of wages as per the revision of wages from time to time under the

provisions of Minimum Wages Act,

9. Should any lapse occur or any unprofessional service by me/us or on my worker’s part, while

discharging services, the Client may cancel the contract and award the work to another agency

and the cost difference may be recovered from me.

10. There is no vigilance/CBI or court case pending against the firm as on the date of submission

11. The decision of the bid Opening Committee regarding acceptance/rejection of Tender shall be

final & binding on me.

1. I, Son / Daughter of Shri Partner / Director / Authorized Signatory of

affirm that I am competent to sign this declaration and execute

this tender document.

2. I have carefully read and understood all the terms and conditions of the tender and hereby

convey my acceptance of the same.

3. The information / documents furnished along with the above application are true and authentic

to the best of my knowledge and belief. I am aware of the fact that furnishing of any false

information / fabricated document would lead to rejection of my tender at any stage besides

liabilities towards prosecution under appropriate law.

Date: Signature of Bidders / Managing Partner / Director

Place: Name: Seal:

N.B. The above declaration, duly signed and sealed by the authorized signatory of the Company, should be enclosed

with Technical Bid.

INSTRUCTIONS TO THE BIDDERS

1. GENERAL INSTRUCTIONS

1.1 For Bidding / Tender Document Purposes, 'OFFICE OF THE DEPUTY EXECUTIVE

ENGINEER, R & B SUB DIVISION [STATE], SIDDHPUR shall be referred to as 'Client' and

the Bidder / Successful Bidder shall be referred to as 'Agency/ Contractor' and / or Bidder

interchangeably.

1.2 The tender documents may be downloaded from Road and Building Department web portal

https://tender.nprocure.com/ and submit the same with EMD of Rs. ………………/- by way

of Demand Draft or FDR valid for 180 days of any Nationalized or Scheduled Bank in favour

of the “THE DEPUTY EXECUTIVE ENGINEER, R & B SUB DIVISION [STATE], SIDDHPUR

” and Tender Fee of Rs.……………/- to be submitted by way of a Demand Draft in favour of

the THE DEPUTY EXECUTIVE ENGINEER, R & B SUB DIVISION [STATE], SIDDHPUR.

Tender Fee and EMD to be kept in one envelope and the Technical bid in another

envelope then, both these envelopes to be kept in one envelope.

1.3 While all efforts have been made to avoid errors in the drafting of the tender documents, the

Bidder is advised to check the same carefully. No claim on account of any errors detected in

the tender documents shall be entertained.

1.4 The Bidder shall attach the copy of the authorization letter / Power of Attorney as the proof of

authorization for signing on behalf of the tendering company/ firm/ tenderer.

1.5 All Bidders are hereby explicitly informed that conditional offers or offers with deviations from

the conditions of Contract, the bids not meeting the minimum eligibility criteria, technical bids

not accompanied with EMD and tender document fee of requisite amount/format, or any other

requirements, stipulated in the tender documents, are liable to be rejected.

1.6 The parties to the Bid shall be referred to as the 'Bidders' /Agency (to whom the work has

been awarded) and the THE DEPUTY EXECUTIVE ENGINEER, R & B SUB DIVISION

[STATE],SIDDHPUR. shall be referred to as ‘Client’.

1.7 For all purposes of the contract including arbitration there under, the address of the Bidder

mentioned in the bid shall be final unless the Bidder notifies a change of address by a

separate letter sent by registered post with acknowledgement due to the OFFICE OF

THE DEPUTY EXECUTIVE ENGINEER, R & B SUB DIVISION [STATE],SIDDHPUR. The

Bidder shall be solely responsible for the consequences of any omission or error to notify

change of address in the aforesaid manner.

1.8 The requirements of personnel as specified in Section-6 of tender document is

tentative and may increase or decrease at the sole discretion of the competent

authority of the Client.

1.9 Pre- Bid Meeting

The purpose of the pre-bid meeting will be to clarify issues and to answer questions on any

matter concerning bids that may be raised at that stage or for any clarification in connection with

the bid documents. The bidder may submit any queries in writing or by e-mail, to reach the Dy.

Executive Engineer before such meeting. Proceeding of the pre-bid meeting, including copies

of the queries raised and responses given, will be furnished expeditiously to all those attending

the meeting (and subsequently to all purchasers of the bidding documents). Any modification of

the biding documents which may become necessary as a result of the pre-bid meeting or

otherwise shall be made by the Deputy Executive Engineer through the issuance of an

Addendum (or Amendment) to the bid documents and shall form part of the resultant contract.

2. EARNEST MONEY DEPOSIT:

3.1 Bidders are required to deposit Earnest Money of Rs.1 , 0 0 , 0 0 0 /- in the form

of FDR of any Nationalised or Scheduled Bank in favour of “Deputy Executive

Engineer, R & B Sub Division [State], Siddhpur” payable at Siddhpur to be enclosed

along with the Technical Bid.

3.2. EMD of Bidders who do not qualify on the technical parameters, shall be returned without

opening their financial bids.

3.3. Earnest Money Deposit of technically qualified Bidders shall remain deposited with

Deputy Executive Engineer, R & B Sub Division [State], Siddhpur. The Earnest

Money Deposited by the Bidder would be returned to unsuccessful Bidders after opening

of financial bids. The EMD of the successful bidder will be returned after submission of

the Security Deposit.

3.4 No request for transfer of any previous deposit of earnest money or security deposit or

adjustment against any pending bill held by the Client in respect of any previous work in

Gujarat Government shall be entertained.

3.5 The Bidder shall not be permitted to withdraw their offer or modify the terms & conditions

thereof. In case the bidder fails to observe and comply with the stipulations made herein

or backs out after quoting rates, the EMD submitted by him shall be forfeited to the Client.

3.6 The bids without Earnest Money Deposit shall be summarily rejected.

3.7 No claim shall lie against the Client in respect of erosion in the value or interest on the

amount of Earnest Money Deposit or Performance Guarantee Deposit.

3.8 The EMD may be forfeited under the following:

(i) If the Bidder withdraws his bid during the period of bid validity specified by the Bidder

in the bid form; or

(ii) In case of successful Bidder, if the Bidder

(a) Fails to sign the contract in accordance with the terms of the tender document.

(b) Fails to furnish required SECURITY DEPOSIT in accordance with the terms of tender document

within the time frame specified by the client.

(c) Fails or refuses to honor his own quoted prices for the services or part thereof.

3. VALIDITY OF BIDS

3.1 Bids shall remain valid and open for acceptance for a period of 120 days from the last

date of submission of Bids.

3.2 The Deputy Executive Engineer, R&B Sub Division, Siddhpur and the bidder may

mutually agree to extend the validity period of the bids, if so required.

4. SUBMISSION OF BIDS

4.1 The Bidder shall submit his Technical Bid online. There are two parts of the online bid

i.e (i) Technical Bid and (ii) Financial Bid. Bidders are required to submit a hard copy of the

technical bid together with other documents as submitted online. Minimum eligibility criteria and

EMD and tender fee should be submitted in one envelope and technical bid submitted in

another envelope and both envelopes placed in a single envelope. Financial Bids would be

submitted online.

The technical bid shall contain the following documents:

4.1.1 Cost of tender documents and EMD (by way of DD/FDR)

4.1.2 Technical Bid details along with all supporting documents with Declaration & Affirmation

(Section-1 of tender document).

4.1.3 Letter of Authorization (Section-2, Para 6 of tender document)

4.1.4 All Forms (Section-8 of tender document)

4.1.5 Check List (Section-9 of tender document)

The Financial bid shall contain the following document:

Financial Bid (Section-7 of tender document)

4.2 The Bid shall be submitted not later than Scheduled time & Date given in Time Table of E-

tender Activities.

5 BID OPENING PROCEDURE

5.1 The Technical Bids shall be opened as per the Scheduled time & Date given in Time Table

of E-tender Activities in the presence of such Bidders who may wish to be present or in

presence of their authorized representatives.

5.2 Absence of the Bidder or their representative shall not impair the legality of the opening

5.3 The date fixed for opening of bids, if subsequently declared as holiday by the Government,

the revised date of schedule will be notified ON LINE. However, in absence of such

notification, the bids will be opened on next working day. Time and venue remain unaltered.

6 CLARIFICATION ON TECHNICAL BID EVALUATION.

The technical bids shall be evaluated based on the available documents submitted by the

Bidder. To assist in the examination, evaluation, and comparison of the bids, and qualification

of the bidders, the Client may, at its discretion, ask any Bidder for a clarification of its bid

online. Any clarification submitted by a Bidder on line that is not in response to a request by

the Client shall not be considered.

The Client shall seek all such clarifications online and it will be binding on the bidder to

submit his clarification online within the stipulated time.

6.1 If the Bidder does not provide clarifications within specified time given by the client, his bid

shall be rejected.

6.2 Client also reserves right to seek confirmation/clarification from the issuer agency, on the

supporting documents submitted by the Bidder as per clause 2.1.

7 TECHNICAL BID EVALUATION

7.1 The Client shall follow two bid system where the Technical Bid and Financial Bid shall be

evaluated separately.

7.2 The technical bid evaluation shall be done based as per following table:-

7.3 During the technical evaluation stage, each bidder shall be assigned marks out of a total of

marks, as per the criteria specified below:

Sr. Items of Evaluation Max. Marks

No. Mark Awarded

(i) Number of Years in Operations (Based on Shop Establishment

Certificate or IT return or Labour License or GST Registration)

(a) 1 to 3 Years

(b) Over 3 to 6 years

(c) Over 6 to 9 years

(d) Over 9 years

(ii) Turnover (Last 5 Year 2021-22 to 2025-26) in Rupees (As Per

CA Certificate which is described As per Form-II

(a) 7.5 to 30 lakh

(b) Over 30 lakh to 60 lakh

(c) Over 60 lakh to 1 crore

(d) Over 1 crore

(iii) Number of Employees on roll of Agency (Payroll with

Authorized Sign / PF Challan) (Last 5 Year 2021-22 to 2025-26)

(iv) Organizations worked (Last 5 Year 2021-22 to 2025-26)

(Form 3-A / Completion Certificated Only)

(a) VVIP Government Establishments/ VVIP Guest Houses /Circuit

House/Vishram Gruh

(b) Government/PSUs office Buildings (Central or State)

(c) Embassies, High Commissions & 3 star Hotels & above

(d) Reputed Corporate Premises.

(v) Facility Management / House Keeping Services Experience

value of 5 lac (10% of tender cost) or more (Completed or

Ongoing) either category as under (last 5 yrs.) Form 3-A /

Completion Certificate Only

(a) Upto 2 Govt. Department /organizations

(b) Over 3 to 5 Govt. Department /organizations

(c) Over 5 to 10 Govt. Department /organizations

(d) Over 10 Govt. Department /organization’s

7.3.1 A Bidder should secure a minimum of 50% marks (i.e. 50 marks out of total

marks as per Para 7.3) in Technical Evaluation in order to be a technically qualified

Bidder for being eligible for financial bid evaluation.

7.4 The Bidder meeting the minimum eligibility criteria (i.e. 50% marks) and with the Lowest

rates shall be deemed as the successful Bidder and shall be considered eligible

Bidder for further process.

7.4.1 If Rates / Percentage Quoted by two bidders are same than Bidder securing higher

marks in Technical Bid shall be considered eligible Bidder for further process.

7.4.2 If Rates / Percentage Quoted and Marks secured are same than Bidder having higher

number of completed / In progress work in Government Guest Houses shall be

considered eligible Bidder for further process.

7.4.3 If Rates / Percentage Quoted ,Marks secured and number of works in Government

Guest Houses are same than Bidder having higher turnover shall be considered

eligible Bidder for further process.

7.4.4 If all above criteria are same than Bidder will be decided by draw as decided by

competent authority.

7.4.5 The Bidders who qualified in the Technical Evaluation stage shall only be called for

opening of Financial Bids. Client shall intimate the technically qualified Bidders, the

time/ venue for the Financial Bid opening online.

7.4.6 Turn Over Weightage :-

YEAR FINANCIAL ENHANCEMENT

8 FINANCIAL BID OPENING PROCEDURE

8.1 The Financial Bids of all the technically qualified Bidders shall be opened online on

the appointed date and time in presence of the qualified Bidders/ their authorized

representatives, who choose to be present at the time of opening of the Financial

8.2 Absence of Bidders or their authorized representatives shall not impair the legality

of the process.

9 RIGHT OF ACCEPTANCE:

9.1 The Deputy Executive Engineer , R & B Sub Division [State] , Siddhpur the

Competent Authority reserves all rights to reject any bid including of those Bidders

who fail to comply with the instructions without assigning any reason whatsoever

and does not bind itself to accept the lowest or any specific bids. The decision of

the Competent Authority or The Deputy Executive Engineer , R&B Sub Division

[State], Siddhpur in this regard shall be final and binding.

9.2 Any failure on the part of the Bidder to observe the prescribed procedure and any

attempt to canvass for the work shall render the Bidder's bids liable for rejection.

9.3 The competent authority of the OFFICE OF THE DEPUTY EXECUTIVE

ENGINEER , R & B SUB DIVISION [STATE] , SIDDHPUR reserves the right to

award any or part or full contract to any successful agency (ies) at its discretion

and this will be binding on the Bidders.

9.4 In case of failure to comply with the provisions of the terms and conditions

mentioned, by the agency that has been awarded the contract, the competent

authority of the Office of the The Deputy Executive Engineer , R & B Sub Division

[State] , Siddhpur reserves the right to award the contract to the next higher Bidder

or any other outside agency and the difference of price shall be recovered from the

defaulter agency who has been awarded the initial contract and this will be binding

on the Bidders.

9.5 The Deputy Executive Engineer , R & B Sub Division [State] , Siddhpur may

terminate the Contract if it is found that the Contractor is black listed on previous

occasions by any of the Government Departments / Institutions / Local Bodies /

Municipalities / Public Sector Undertaking etc.

10 NOTIFICATION OF AWARD BY ISSUANCE OF “LETTER OF ACCEPTANCE'

10.1 After determining the successful evaluated Bidder, Client shall issue a Letter of

Acceptance (LoA) in duplicate, who will return one copy to Client duly

acknowledged, accepted and signed by the authorized signatory, within Five (5)

working days of receipt of the same by him.

10.2 The issuance of the Letter of Acceptance to the Bidder shall constitute an integral

part and it will be binding to the contract.

10.3 The time taken between the date of issue of LoA and Notice to Proceed shall not

prevent the Contractor either to mobilize the man power or to complete other

10.4 The award of work order, when issued to the successful bidder, shall constitute the

contract with collateral support from the terms and conditions of the tender,

besides the invitation notice as well as formal agreement, all of which shall finally

form the contractual obligations to be adhered to and performed by the bidder and

non-performance of any of such obligations shall make the bidder liable for all

consequential effects.

11 RETURNING OF EARNEST MONEY DEPOSIT (BID SECURITY AMOUNT)

11.1 The Earnest money Deposit of the unsuccessful bidders shall be returned after

evaluation of Financial bids.

11.2 The Earnest Money Deposit of the successful Bidder shall be returned after

submission of Security Deposit.

GENERAL CONDITIONS OF CONTRACT (GCC)

In this Contract including the Schedules the following words and expressions shall

(unless the context requires otherwise) has the meaning assigned to them in this

"Agreement" The word "Agreement" and "Contract" has

been used interchangeably.

EMD Earnest Money Deposit

GST Goods & Services Tax

Contractor/Party The word "Party" means the Successful Bidder/Contractor/

Agency to whom the work of Various Buildings Under R & B

Sub Division Siddhpur [Supplying Of Various Skilled , Semi

Skilled And Unskilled Labours] has been awarded by the

Client The Deputy Executive Engineer , R & B Sub Division

[State] , Siddhpur or by his authorized Representative on

behalf of the Client.

PBG Performance Bank Guarantee

Letter of Acceptance (LoA) Shall mean the intent of the Client to engage the successful

bidder for Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And

Unskilled Labours]

Notice to Proceed Shall mean the date at which the Various Buildings Under R&B

Sub Division Siddhpur [Supplying Of Various Skilled , Semi Skilled

And Unskilled Labours] are to commence in Client’s premises.

“Confidential Shall mean all information that is not generally known and

which is Information” obtained/ received during the

tenure of the contract and relates

directly to the business / assets of Client including the

information having the commercial value.

Termination Shall mean the date specified in the notice of Termination

given by Date either Party to the other Party, from

which the Contract shall stand terminated.

Termination Shall mean the notice of Termination given by either Party

to other Party.

Client Shall mean The Deputy Executive Engineer , R & B

Sub Division [State] , Siddhpur or his authorized

representative.

CH Circuit House

CA Competent Authority

1.2.1 The Contractor shall take all precautions not to disclose, divulge and / or disseminate

to any third party any confidential information, proprietary information on the Client's

business or security arrangements (including but not limited to the Assignment

Instructions, Schedules and other subsequent Agreements) and/or business of the

Client. The obligation is not limited to any scope and the Contractor shall be held

responsible in case of breach of the confidentiality of Client's information.

1.2.2 If the Contractor receives enquiries from Press / News / Media/ Radio / Television

or other bodies / persons, the same shall be referred by the Contractor to Client

immediately on receipt of such queries.

2 SECURITY DEPOSIT

2.1 The successful bidder shall execute a Security Deposit within fifteen days of the

acceptance of the LoA of sum o f R s . 5 , 0 0 , 0 0 0 / - ( R s . F i v e L a k h s )

in the form of FDR of any Nationalized or Scheduled Bank in favour of Deputy

Executive Engineer, R & B Sub Division [State], Siddhpur, payable at Siddhpur.

2.2 The Security Deposit can be forfeited by order of the competent authority of the

DEPUTY EXECUTIVE ENGINEER,R & B SUB DIVISION [STATE], SIDDHPUR,in

the event of any breach or negligence or non-observance of any terms/condition

of contract or for unsatisfactory performance or for non-acceptance of the work

order. On expiry of the contract, such portion of the said Security Deposit as may

be considered by the DEPUTY EXECUTIVE ENGINEER, R & B SUB DIVISION

[STATE], SIDDHPUR, sufficient to cover any incorrect or excess payments made

on the bills to the firm, shall be retained until the final audit report on the account of

firm's bill has been received and examined.

a) If the Contractor is called upon by the competent authority of the OFFICE OF

THE DEPUTY EXECUTIVE ENGINEER , R & B SUB DIVISION

[STATE],SIDDHPUR to deposit Security and the Contractor fails to provide the

security deposit within the period specified, such failure shall constitute a breach of

the contract and the OFFICE OF THE DEPUTY EXECUTIVE ENGINEER , R & B

SUB DIVISION [STATE],SIDDHPUR, shall be entitled to make other

arrangements at the risk, cost and expense of the Contractor.

b) On due performance and completion of the contract in all respects, the Security

Deposit will be returned to the Contractor without any interest on presentation of an

absolute No Demand Certificate in the prescribed form and upon return in good

condition of any specifications, samples or other property belonging to the Client,

which may have been issued to the Contractor

3. NOTICE TO PROCEED

After the acceptance of the LoA and securing Security Deposit from the

successful Bidder, Client shall issue the 'Notice to proceed', to the Contractor

authorising him to provide personnel at the specified locations for Various Buildings

Under R & B Sub Division Siddhpur [Supplying Of Various Skilled , Semi Skilled And

Unskilled Labours] in the Client’s premises.

4. SIGNING OF CONTRACT AGREEMENT

4.1 The successful Bidder shall enter into contract and shall execute and sign the

Contract Agreement in accordance with the Articles of Agreement before

commencement of the services.

4.2 Client shall prepare the draft Articles of Agreement in the Proforma to be given,

duly incorporating all the terms of agreement between the two parties.

4.3 The successful Bidder shall execute the contract agreement on a stamp paper

(Non- Judicial), duly adjudicated by the registrar of stamps where the contract is

proposed to be executed.

4.4 The competent authority of the Client shall sign the Contract agreement and

return a copy of the same to the successful Bidder.

5. ASSIGNMENT INSTRUCTIONS

5.1 The Contractor shall be providing Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled

Labours] in Client's premises as per the details given herein, or any other

location as required by the Client to be read with the Special Conditions of

Contract, Assignment Instructions and Schedule of Requirements.

5.2 The Client shall pay the charges as agreed between the Client and the Contractor

at the time of bidding process. A schedule of charges shall be annexed to the

Articles of Agreement after finalizing the amount at the conclusion of Bidding

5.3 The Contractor shall provide Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled

Labours] in the Client's premises to its entire satisfaction and it is the sole

responsibility of the Contractor that the work is executed in all respects in

accordance with the Contractor's obligations.

6. COMMENCEMENT OF SERVICES

The Contract shall become legally binding and in force only upon:

6.1 Submission of Performance Security Deposit in accordance with Clause-2

6.2 The Contractor shall commence Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled

Labours] in Client's premises within 30 days from the date of receipt of Notice to

Proceed as set out in Clause 3 (Section 3)

7. CONTRACTOR'S OBLIGATIONS

7.1 The Contractor shall provide Various Buildings Under R & B Sub Division Siddhpur

[Supplying Of Various Skilled , Semi Skilled And Unskilled Labours] at Client's

premises as per Scope of Work / Requirements (Section-5& 5.1) which may be

amended from time to time by the Client during the Contractual period and it shall

always form part and parcel of the Contract. The Contractor shall abide by such

assignments as provided by the Client from time to time.

7.2 The Contractor shall provide Various Buildings Under R & B Sub Division Siddhpur

[Supplying Of Various Skilled , Semi Skilled And Unskilled Labours] through its

uniformed and trained personnel for the performance of its services hereunder and

these personnel deployed shall be employees of the Contractor only and the Client

shall not in any manner be liable and all statutory liabilities (such as ESI, PF&

Bonus etc.) shall be paid by the Contractor.

7.3 The Contractor shall produce to the Client the details of payments of statutory

benefits like bonus, leave, relief etc. from time to time to its personnel.

7.4 The Client shall have the right, within reason, to have any personnel removed who

is considered to be undesirable or otherwise and similarly the Contractor reserves

the right to remove any personnel with prior intimation to the Client, emergencies

7.5 The Contractor shall cover its personnel for personal accident and death while

performing the duty and the Client shall own no liability and obligation in this regard.

7.6 The Contractor shall exercise adequate supervision to ensure performance of

Services in accordance with Scope of Work/ Requirements.

7.7 The Contractor shall issue identity cards / identification documents to all its

personnel who will be instructed by the Contractor to display the same.

7.8 The personnel of the Contractor shall not be the employees of the Client and they

shall not claim any salary or allowances, compensation, damages or anything

arising out of their deployment/duty under this Contract. The Contractor shall make

them known about this position in writing before deployment under this agreement.

7.9 The Contractor shall also provide at its own cost all benefits statutory or otherwise

to its personnel and the Client shall not have any liability whatsoever on this

account. The Contractor shall also abide by and comply with the Labour laws,

Workmen Compensation Act, EPF Laws, ESIC Laws, Income tax laws, GST

Provisions, Minimum Wages Laws, Bonus Act, Contract Labour (Regulations

Abolition Act) or any other law in force.

7.10 The Contractor shall provide minimum of two sets uniform (As per Work) to its

personnel at its own cost.

7.11 The Contractor shall cover all its personnel under the relevant laws of EPF, Labour,

ESIC etc. Proof of the same needs to be submitted by the Contractor on monthly

7.12 The Contractor shall submit a copy of wages sheet showing monthly wages paid in

accordance with the provisions of Minimum Wages Act to its personnel.

7.13 Adequate supervision shall be provided to ensure correct performance of the

services in accordance with the prevailing requirements agreed upon between the

7.14 All necessary reports and other information shall be supplied immediately as

required and regular meetings will be held with the Client.

7.15 The Contractor shall not deploy any person below the age of 18 years and beyond

the age of 60 years. Persons engaged for the purpose should be pre-trained in

requisite fields.

7.16 The Contractor shall at all times ensure that it has sufficient, suitable and qualified

personnel to supervise the Client’s premises at the Client’s Site and in sufficient

number to undertake the responsibilities imposed upon the Contractor under the

Contract and to provide full attention for executing the work thereof.

7.17 The Contractor shall submit its Organisation Chart, showing therein the details of

key personnel with their full contact details. The Contractor shall also keep informing

the Client of any change in its organization or its personnel

7.18 The personnel engaged by the Contractor shall be dressed in neat and clean

uniform with tie and hand gloves (including proper name badges).

7.19 The staff deployed within the CH premises shall be provided with uniform by the

contract as per their job assignments and they shall wear it compulsorily while on

duty. The colour and style of uniform shall be got approved by the Client. The staff

should wear clean and properly ironed dress while on duty. The contractor shall

employ only adult trained staff with good health and sound mind, not below the age

of 18 years. He shall also nominate qualified and experienced supervisors

acceptable to the Circuit House to take orders/ instructions from CH’s internal and

external stakeholders.

7.20 The contractor shall be responsible for all his employees in observing

Housekeeping and safety regulations and instructions as may be issued by the

office from time to time. The contractor shall have the exclusive right to appoint,

substitute, suspend, transfer and terminate the services of any of his employees/

workmen to fulfil his obligations under the agreement. However, the contractor shall

not in any capacity deploy any person(s) of bad character or any person whose

antecedents are not acceptable to the Client. Police verification of all the workers to

be deployed is a must.

7.21 If the furniture/ furnishing/ fixtures and any other article is damaged due to misuse

or mishandling or careless act by the contractor or his employees, except normal

wear and tear, the contractor shall be liable to repair or replace the item at his own

cost, failing which the repair/ replacement shall be done by the Client’s Office and

the cost shall be deducted from the bills of the contractor.

7.22 In case, the Government suffers any loss of any nature on account of contractor or

his employees not following Housekeeping/ safety regulations/ instructions, the

contractor shall be liable to make the loss good as determined by the office at its

sole discretion and the office shall have the right to recover such losses etc. from

the dues payable to the contractor if any.

7.23 Contractor shall not engage any sub-contractor for the work assigned to him.

7.24 In the event of substandard performance or non-performance during the contract

period, the client shall have the right to foreclose the contract and forfeit the Security

8. CONTRACTOR'S LIABILITY

8.1 The Contractor shall completely indemnify and hold harmless the Client and its

personnel against any liability, claims, losses or damages sustained by it or them by

reason of any breach of contract, wrongful act or negligence by the Contractor

or any of its personnel engaged in the provision of the Various Buildings Under R &

B Sub Division Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled

Labours] to the Client.

8.2 Cause resulting from or in connection with any loss, damage, destruction, distortion,

erasure, corruption or alteration of Electronic Data from any cause whatsoever

(including but not limited to Computer Virus) unless such loss, damage, destruction,

distortion, erasure, corruption or alteration of Electronic Data was due to the negligence

or default of the Contractor or any of its employees engaged in the provision of the

Various Buildings Under R & B Sub Division Siddhpur [Supplying Of Various Skilled

Semi Skilled And Unskilled Labours] to the Client.

8.3 The Contractor shall not Sub-Contract or Sub-let, transfer or assign the contract or any

other part thereof. In the event of the Contractor contravening this condition, Client

shall be entitled to place the contract elsewhere on the Contractors risk and cost and

the Contractor shall be liable for any loss or damage, which the Client may sustain in

consequence or arising out of such replacing of the contract.

8.4 The contractor shall supply the articles for housekeeping as per the schedules.

9. CORRUPT & FRAUDULENT PRACTICES

The Deputy Executive Engineer , R & B Sub DIvision [State] , Siddhpur: requires that bidders

under this contract observe the highest standard of ethics during the period of contract. In

pursuance of this policy, The Deputy Executive Engineer , R & B Sub DIvision [State]

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

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

value to influence the action of a public servant; and

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

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

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

prices as artificial non-competitive levels and to deprive the Employer of the benefits

of free and open competition.

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

recommended for award has engaged in corrupt or fraudulent practices in competing

for the contract in question.

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

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

has engaged in corrupt or fraudulent practices in competing for, or in executing the

10. CLIENT'S OBLIGATIONS

10.1. The Client shall notify the Contractor of any dishonest, wrongful or negligent acts or

omissions of the Contractor's personnel or agents in connection with the Services as

soon as possible after the Client becomes aware of them.

10.2 To enable the Contractor to provide the Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled Labours], the

Client shall ensure that their staff is available to provide such assistance as required.

10.3 The Client shall not be under any obligation for providing empanelment to any of the

personnel of the Contractor after the expiry of the contract. The Client does not

recognize any employee employer’s relationship with any of the workers of the

11. VALIDITY OF CONTRACT

The contract, if awarded, shall be initially for a period of One years from the date of

award extendable by one year subject to continuous satisfactory performance. In case

of breach of Contract or in the event of not fulfilling the minimum requirements /

statutory requirements, the Client shall have the right to terminate the contract

forthwith in addition to forfeiting the performance security amount deposited by the

contractor and initiating administrative actions for black listing etc. solely at the

discretion of the competent authority of the office of the Client. The contract period

of 1 year can be further extended by 1 year term subject to satisfactory services

and as decided by Engineer In Charge.

annexed to the Articles of Agreement according to which all payments shall be made

to the Contractor by the Client for the Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled Labours].

education cess, secondary and higher education cess or any other applicable taxes as

may be levied by the Government from time-to-time on service contracts) excluding

12.3 The Contractor shall raise invoice per month and submit the same to Client by 10th of

every following month. The payments will be made subject to availability of grant.

12.4 In addition to the Contract payments, the client shall pay at mutually agreed rates for

any additional services required by the Client, which are not specified in the Price

12.5 All payments shall be made in Indian Currency by means of Govt of Gujarat rules in

the account of the Contractor.

12.6 Client shall be entitled to deduct in accordance with Applicable Law, Income Tax, GST

or withholding tax or other deductions (as the case may be), from any payments made

to the Contractor, and the amount so deducted shall be deemed to be a payment made

to the Contractor. Client shall provide a certificate certifying the deduction so made.

12.7 No payment shall be made in advance nor any loan from any bank or financial

institution recommended on the basis of the order of award of work.

13 FORCE MAJEURE - OBLIGATIONS OF THE PARTIES

13.1. "Force Majeure" shall mean any event beyond the control of Client or of the Contractor,

as the case may be, and which is unavoidable notwithstanding the reasonable care of

the party affected, and which could not have been prevented by exercise of reasonable

skill and care and good industry practices and shall include, without limitation, the

(i) War, hostilities, invasion, act of foreign enemy and civil war;

(ii) Rebellion, revolution, insurrection, mutiny, conspiracy, riot, civil commotion and terrorist

(iii) Strike, sabotage, unlawful lockout, epidemics, quarantine and plague;

(iv) Earthquake, fire, flood or cyclone, or other natural disaster.

13.2 As soon as reasonably practicable but not more than 48 (forty-eight) hours following the

date of commencement of any event of Force Majeure, an Affected Party shall notify

the other Party of the event of Force Majeure setting out, inter alia, the following in

reasonable detail:

(i) The date of commencement of the event of Force Majeure;

(ii) The nature and extent of the event of Force Majeure;

(iii) The estimated Force Majeure Period,

(iv) Reasonable proof of the nature of such delay or failure and its anticipated effect upon

the time for performance and the nature of and the extent to which, performance of any

of its obligations under the Contract is affected by the Force Majeure.

(v) The measures which the Affected Party has taken or proposes to take to

alleviate/mitigate the impact of the Force Majeure and to resume performance of such

of its obligations affected thereby.

(vi) Any other relevant information concerning the Force Majeure and / or the rights and

obligations of the Parties under the Contract.

This Contract may be terminated by giving written notice to the contractor if:

14.3 The contractor is in material breach of its obligations under this Agreement and /

or, in the case of such breaches capable of being remedied, fails to remedy that

breach within thirty days of receiving notice of such breach; or

14.4 The Contract may be terminated forthwith by the Client by giving written notice to

the Contractor, if:

14.4.1 In case of breach of any of terms and conditions of the Contract by the Contractor,

the Competent Authority of the Client shall have the right to cancel the Contract

without assigning any reason thereof, and nothing will be payable by the Client

and in that event the security deposit in the form of Security Deposit shall be

forfeited and encashed.

satisfactorily as per the requirements of the Client or / and as per the Scope of

Work / Requirements

14.4.2 The Contractor goes bankrupt and becomes insolvent.

The Contract is terminable after giving one month notice in writing by client in the

normal course in case of underperformance or non – performance or violation of

terms of contracts.

The relatives / near relatives of employees of the Client are prohibited from participation

The near relatives for this purpose are defined as:

(a) Members of a Hindu Undivided Family.

(b) Their husband or wife.

(c) The one is related to the other in the manner as father, mother, son/s), son's wife

(daughter-in-law), daughter(s) & daughter's husband (son-in-law), brother(s) & brother's

wife, sister(s) and sister's husband (brother-in-law)

16.3 The competent authority of the OFFICE OF THE DEPUTY EXECUTIVE ENGINEER

, R & B SUB DIVISION [STATE] , SIDDHPUR may at any time by notice in writing

summarily terminate the contract without compensation to the Contractor in any of the

following events, that is to say:-

i) If the Contractor being an individual or if firm, any partner in the Contractor's firm, shall

at any time be adjudged insolvent or shall have a receiving order or orders for

administration of his estate made against him or shall take any proceedings for

liquidation or composition under any insolvency not for the time being in force or shall

make any convenience or assignment of his efforts or enter into any arrangements or

composition with his creditors or suspend payment of if the firm be dissolved under

partnership act.

ii) If the Contractor being a company shall pass a resolution or the court shall make an

order for the liquidation of the affairs or a receiver of Manager on behalf of the debenture

holder shall be appointed or circumstances shall have arisen which entitled the court or

debenture holders to appoint a receiver or Manager.

iii) If the Contractor commits any breach of this contract not herein specifically provided for,

such determination shall not prejudice any right of action or remedy which shall have

accrued or shall accrue thereafter to the Client and provided also that the Contractor

shall be liable to pay the Client for any extra expenditure, he is thereby put to but shall

not be entitled to any gain.

17 CURRENCIES OF BID AND PAYMENTS

17.3 The Bidder shall submit his price bid / offer in Indian Rupees and payments under

this contract will be made in Indian Rupees.

18 GOVERNING LAWS AND SETTLEMENT OF DISPUTE

As per clause 30 of FORM B – 1 (PERCENTAGE RATE TENDER AND

CONTRACT FOR WORKS for GUJARAT STATE ROADS & BUILDING

DEPARTMENT / WATER RESOURCES DEPARTMENT).

SPECIAL CONDITIONS OF CONTRACT (SCC)

1. The special conditions of Contract shall supplement the "Instructions to the Bidders"

as contained in Section 2 and General Conditions of the Contract (GCC) as contained

2. INDEMNIFICATION:

The successful bidder is solely liable to fully indemnify and keep Client indemnified

against all loses/ penalties/ awards/ decrees arising out of litigation/ claims/ application

initiated against the Client on account of acts of omission/commission attributable to

the Contractor and which are punishable under the provisions of various State

Government Labour and Employment Acts as amended from time to time. Client shall

be vested with sole discretion to determine damages/ loss suffered on account of

above from the dues payable from security deposit as performance Guarantee or from

either the personal property of bidder or property owned by his firm/ company by way

of initiating suitable legal litigation against the Contractor at any point of time.

3. LABOUR LAW COMPLIANCES

3.1 The engagement and employment of labourers and payment of wages to them as per

existing provisions of various labour laws and regulations is the sole responsibility of

the Contractor and any breach of such laws or regulations shall be deemed to be

breach of this contract. Client may ask the Contractor to produce documents to verify

that these provisions/laws are complied with by the Contractor.

(a) All wages allied benefits such as leave, ESI, EPF, Gratuity (Bonus) etc, shall be paid

by the Contractor and Client shall not incur any liability or additional expenditure

whatsoever for personnel deployed unless specifically provided for.

(b) It is mandatory that the employees must be paid through bank by ECS/cheques.

3.2 The Contractor shall abide by all labour laws, laws related to EPF Organization, ESI

Corporation, Workmen Compensation Act. The details of EPF, ESIC in respect of their

deployed staff shall be submitted by the Contractor to Client every month along with

the bill. The Contractor shall abide including but not limited to, matters relating to

timely payment of wages and allowances, payment of minimum wages, payment of

overtime, grant of leave, payment of workmen's compensation, working hours, safety,

maternity benefits, holidays, framing of standing orders, disciplinary action against

employees, payment of provident fund contributions, payment of gratuities and

payment of bonus.

3.3 The Contractor shall be liable for any legal dispute / case / claims that arise or may

arise during currency of the contract due to non-compliances of labour or other related

3.4 The Contractor shall be responsible for compliance of all the laws rules/ regulations

and Govt. Instructions that are/ will be applicable to and aimed to protect the interest

of the employees/ worker engaged by it and shall ensure payment of all statutory

dues/ liabilities as may have arisen during the past ‘or’ may arise during the course of

performance of contract.

3.5 The Contractor shall submit periodical returns as may be specified from time to time

3.6 The Contractor shall submit the Housekeeping bill of the previous month latest by the

10th of every month to the Administrative Officer of the Client.

4. OFFICIAL RECORDS:

4.1 The Contractor shall maintain complete official records of disbursement of wages /

salary, showing specifically details of all deductions such as ESI, EPF etc. in respect of

all the staff deployed in Client's office.

4.2 The Contractor shall maintain a personnel file in respect of all the staff who is deployed

in Client's office. The personnel file shall invariably consist of personal details such as

name, address, date of birth, sex, residential address (Temporary / Permanent) and all

grievances recorded by the staff vis-a-vis action taken etc.

4.3 The Contractor shall furnish an undertaking that within seven days of the close of every

month they will submit to Client a statement showing the recoveries of contributions in

respect of personnel with Certificate that the same have been deposited with

ESIC/EPFO Commissioners.

4.4 Each monthly bill must accompany the:

(a) List of employees with their date of engagement

(b) The amount of wages (The Contractor shall ensure that minimum wages are paid to all

the employees with all the benefits (such as ESIC/EPF/Bonus)

(c) Copies of authenticated documents of payments of such contributions to EPFO/ESIC.

(d) Copies of Challans regarding payment of EPF /ESIC as contribution.

(e) The copy of the periodical returns of GST.

4.5 The Contractor shall also prepare a register indicating all payments / dues in respect of

all the personnel.

5. CODE OF CONDUCT:

The Contractor shall strictly observe that its personnel:

❖ Are trained in and exhibit international manners and etiquettes.

❖ Are always smartly turned out and vigilant.

❖ Are punctual and arrive at least 15 minutes before start of their duty time.

❖ Take charges of their duties properly and thoroughly.

❖ Perform their duties with honesty and sincerity.

❖ Read and understand their post and site instructions and follow the same.

❖ Extend respect to all Officers and staff of the office of the Client & Guests of Circuit

❖ Shall not drink alcohol while on duty, or come drunk and report for duty.

❖ Will not gossip or chit chat & use mobile while on duty.

❖ Will never sleep while on duty post.

❖ Will not read newspaper or magazine while on duty.

❖ Will immediately report if any untoward incident misconduct or misbehavior occurs, to

Vendor Control and the Client.

❖ When in doubt, approach concerned person immediately.

❖ Get themselves checked by security personnel whenever they go out.

❖ Do not entertain visitors.

❖ Shall not smoke in the office/ Guest House premises.

❖ Report any suspicious activity having security implication to the Client’s

Representative at site.

❖ Have Character and police verification done and ensure the personnel are deployed

not involved in any criminal activity.

❖ The phone number and movement plans of the client shall not be given to anyone.

❖ The following information about the client shall not be given to anyone.

o Make & colour of the Car and registration number of any officer(s)/official(s).

o Telephone no/ any other information.

o Location and movement plans.

o Meetings and conference schedules.

o Site plan of the premises.

o Travel details of the clients.

o Assets of the office

5.2 FRISKING/ CHECKING PROCEDURES

All Contractor’s staff will be thoroughly frisked at the time of entry and their leaving the

office premises.

6.1 The Contractor shall depute full time Supervisor in Client's office, who shall ensure that

all the duties as may be assigned differently by the Client to various categories of

personnel are performed by them in the desired manner of Client, failing which it

shall invite penalties as prescribed in the following paragraphs.

6.2 The Contractor's Supervisor shall be the first line of contact for Client, who shall report to

the designated officers of Client for all requirements.

6.3 The Contractor shall ensure that all statutory / mandatory requirements either related to

wages disbursements or related to deposition of EPF/ESIC with concerned authorities or

providing of ESIC facilities to the personnel are fulfilled through Contractor or its

7. PERIOD OF CONTRACT:

The contract will remain valid for a total period of 1 years extendable by 1 year terms

subject to satisfactory services and as decided by Engineer In Charge from the date of

issue of Work Order as per modalities mentioned at Para 11 of Section 3. An agreement

consisting of all terms and conditions shall be executed by the Contractor immediately

upon receipt of the Work Order.

The Contract can be terminated by The Deputy Executive Engineer , R & B Sub DIvision

[State] , Siddhpur for unsatisfactory performance as against the performance standards

prescribed after giving an opportunity to the Contractor. The decision of The Deputy

Executive Engineer , R & B Sub DIvision [State] , Siddhpur shall be final in this regard.

In case of deficiency of service The Deputy Executive Engineer , R & B Sub Division

[State] , Siddhpur may at any time terminate the agreement. In the event of such

cancellation, Performance Security Deposit amount of the Contractor will be forfeited to

the Government apart from any other payments that may be due. The decision of Deputy

Executive Engineer, R&B Sub Division, Siddhpur shall be final in the matter.

8. PERSONNEL’S ABILITY AND REQUIREMENTS

8.1 The persons deployed by the Contractor should be properly trained, have requisite

Experience and skills for carrying out a wide variety of Facility Management Services

viz. housekeeping work using appropriate materials and tools/equipments.

8.2 The Contractor should ensure the Health and safety measures of the employees.

8.3 The Contractor will be responsible for supply/ installation/refilling/maintenance of all

such items/equipments used in wash rooms and other areas for housekeeping

8.4 The Contractor must employ adult and skilled labour only. Employment of child labour

will lead to the termination of the contract. The Contractor shall engage only such

workers, whose antecedents have been thoroughly verified, including character and

police verification and other formalities. The Contractor shall be fully responsible for the

conduct of his staff.

8.5 The Contractor at all times should indemnify Government against all claims, damages

or compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages

Act, 1948; Employer's Liability Act, 1938; the Workman Compensation Act, 1923;

Industrial Disputes Act, 1947; Maternity Benefit Act, 1961; or any modification thereof

or any other law relating thereto and rules made there under from time to time. The

Client will not own any responsibility in this regard. The contract shall initially be valid

for a period of 1 year and may be extended further by 1 year subject to satisfactory

services and mutual consent of both parties.

8.6 In case of breach of any terms and conditions attached to the contract, the Performance

Security Deposit of the Contractor will be liable to be forfeited by Government besides

annulment of the contract.

8.7 The Contractor must provide standard liveries to its housekeeping staff/ supervisors/

managers. The staff shall be in proper uniform as approved by the Client and with their

identity properly displayed. Samples of liveries will have to be submitted by the

Contractor for approval of The Deputy Executive Engineer , R & B Sub DIvision [State]

8.8 The Client will provide space for a store room to the Contractor in the premises. The

storekeeper/supervisor deployed by the Contractor will store all their liveries, materials,

equipments in the store room and maintain a record of the stores which shall be opened

to inspection by the Client staff during working hours.

8.9 The Client will ensure that the office rooms, committee rooms, etc. are open at

designated hours for cleaning/housekeeping work.

8.10 The Contactor shall:

a) Ensure that their manager/supervisor are equipped with mobile phones.

b) Arrange for garbage disposal vehicles, bins and other material required for segregation

and disposal of waste in a professional manner.

c) Provide Waste Management Services when applicable including all equipment,

disposables containers, trolleys etc. complete in all respects.

d) Plan, manage collection, mechanized screening/segregation of dry and wet garbage in

the earmarked area and efficient transport and disposal of the garbage in the disposal

area. The work should be carried out in an eco friendly manner. The Contractor will

arrange for required resources, including manpower, machinery, disposal bags, bins, van,

etc. The Contractor will also ensure that the garbage collection work does not adversely

affect the surroundings or personnel deputed for the work. Protective gear including

boots, gloves etc. shall be provided by the Contractor to the housekeeping staff.

The Client may order variations in the scope or quantum of work . The payment for the

variation shall be worked out as per section 6 on the basis of Tendered rates for

10. LIQUIDATED DAMAGES:

Whenever and wherever it is found that the cleanliness is not up to the mark, it will be brought

to the notice of the supervisory staff of the Contractor by the Client ’s staff and if no action is

taken within ONE hour, liquidated damages @ Rs.1000/- per complaint shall be imposed.

The decision of the Client shall be final, in this regard.

11. PERSONNEL OF THE CONTRACTOR

a) Any misconduct/ misbehavior on the part of the personnel deployed by the Contractor

will not be tolerated and such person will have to be replaced by the Contractor at his

own costs, risks and responsibilities immediately, with written intimation to the Client

b) The Contractor should ensure to maintain adequate number of personnel and also

arrange a pool of standby housekeeping staff/supervisor. In case any housekeeping

staff/supervisor absents from the duty, the reliever of equal status shall be provided

by the Contractor from an existing pool of housekeeping staff. If the required numbers

of workers/supervisor/manager are less than the minimum required, a penalty @

Rs.1000/- per worker per day will be deducted from the bill. Manpower knowing

Gujarati language will be given preference.

c) The Counter Clerk cum Receptionist cum Telephone Operator should have good

command over spoken English, Hindi and Gujarati and also, well versed with

requirements of hospitality services. She/ he should have qualities of politeness,

courtesy, perseverance and possess a pleasing personality.

d) Before hiring his employees, the contractor shall have to obtain proper clearance from

authorities of the Client in terms of their suitability and credentials.

12.1 Any deviation in the material quality and quantity quoted will invoke penalty as decided

by the competent authority. For proper maintenance, suitable cleaning material which

are environment friendly, not harmful to humans and property should be used.

12.2 The Bidders are advised to quote duly taking care of any escalation in the

Housekeeping material and or any other material.

13. RISK CLAUSE

The Contractor shall at all times have standby arrangements for carrying out the work under

the Contract in case of failure of the existing arrangement.

The Client reserves the right for termination of the contract at any time by giving one month

Written notice, if the services are found unsatisfactory and also has the right to award the

contract to any other selected tenderers at the cost, risk and responsibilities of Contactor and

excess expenditure incurred on account of this will be recovered by the Client from the

Contractor’s Performance Security Deposit or pending bill (s) or by raising a separate claim.

• All necessary reports and other information will be supplied on a mutually agreed basis

and regular meetings will be held with the Deputy Executive Engineer, R & B Sub

division [State],Siddhpur / Assistant. Executive Engineer, R & B Sub division

[State],Siddhpur / Administrative Officer or any authorised representative of The

Deputy Executive Engineer , R & B Sub DIvision [State] , Siddhpur.

• The Contractor and its staff shall take proper and reasonable precautions to preserve

from loss, destructions, waste or misuse the areas of responsibility given to them by

the Client and shall not knowingly lend to any person or company any of the effects or

assets of the Client under its control.

• In the event of loss/damage of equipments etc. at the premises of the Client due to

negligence/carelessness of Contractor staff, if established after a joint enquiry, then

the Contractor shall compensate the loss to the Client.

• The Contractor shall, in performing its part of this Agreement, ensure the safety of

the building and the persons working in or visiting the Client’s premises and shall

indemnify the Client for any loss or damage caused by any act of the Contractor or its

employees or staff etc.

• The Contractor shall not assign or sublet this Agreement or any part thereof to any third

party without the approval of the Client.

• Appointment of Supervisors will be done in consultation with Deputy Executive

Engineer , R & B Sub DIvision [State] , Siddhpur / Administrative Officer or any

authorised representative of The Deputy Executive Engineer , R & B Sub DIvision

[State] , Siddhpur and must be approved by them.

• Training on behavior aspects and ethics must be done regularly. Government's ways

• of working should be communicated to all contract staff.

• Licenses if any required for Facility Management viz. Housekeeping services at the

• site will be procured by the Contractor. The Client shall assist.

14. DISPUTE SETTLEMENT:

As per clause 30 of FORM B – 1 (PERCENTAGE RATE TENDER AND CONTRACT

FOR WORKS for GUJARAT STATE ROADS & BUILDING DEPARTMENT / WATER

RESOURCES DEPARTMENT).

Sr. No. Facility Management Services

1. Mechanized House Keeping

2. Room Services & Pantry service

3. Reception & Front Office Management Services.

4. Laundry services

CLEANING SERVICES

The aim and objective is to provide a high level of a clean, hygienic and presentable look

to the entire area. Pre designated supervisors of the Contractor will supervise the

awarded work. The Contractor has to ensure that the staff deployed is dressed in neat

and clean uniform approved by the Client. The Client will monitor the entire work and

staff deployed by the selected contractor.

1. DAILY SERVICES

Housekeeping / cleaning services should be done daily 7-days a week at regular intervals,

so that the areas covered under the contract remain, spic and span all the time, working

hours should be adjusted in such a manner that cleaning works do not cause

inconvenience to the guests. Contractor will arrange manpower for special VIP visits.

▪ Changing linen in the occupied guest rooms comprising bed sheet, bed cover, night

spread, pillow cover, bath towel and hand towel on alternate days or on the change of

occupancy as the case may be.

▪ Cleaning of vacant rooms of the guest houses, spraying fragrance to impart

freshness, placing deodorant in toilet, candle and match box, paper napkins,and fresh

▪ Cleaning of all corridors and staircases including sweeping with broom followed

by wet mopping with cleaning agent shall be clean every day.

▪ Sweeping of building apron, internal roads walkways and lawns etc. shall be clean

▪ Dusting of staircase railings, Reception area and other public areas shall be clean

▪ Collection of garbage from buildings, its premises, kitchen area etc. and final segregation

and for its disposal to designated waste disposable units/ areas outside the premises.

▪ Cleaning of attached toilets, corridors, twice everyday including disposal of garbage.

Cleaning includes sweeping of floors with broom followed by wet mopping with cleaning

agent, dusting of furniture, wall tiles, doors and windows etc.

▪ Vacuum Cleaning of all Upholstered Furniture at least twice a month Sweeping of floors

with broom followed by wet mopping with cleaning agent.

▪ The agency is required to keep arrangement of suitable scaffolding/ telescopic ladder/

rope and jhoola with enough safety measures to enable cleaning/ dusting of windows,

glass panes, sills/ jambs, shades, louvers and ylights etc. from inside/ outside of the

building up to a height of 15.00 m.

▪ The agency has to collect and dispose off any dead mouse/ bird/ reptiles etc. as and

when found at any place in the campus and applying approved disinfectant immediately

after cleaning as directed by the client.

▪ The contractor shall have to remove, clean and dispose off any beehive or any other kind

of hive of flies found anywhere in the campus as asked by the Department.

1.1 Cleaning, dusting, vacuuming and disinfecting of floors, walls and ceilings, removal of

waste and any other garbage from the entire area covered under the contract ( such as

halls, conferences rooms, committee rooms, office rooms, cabins, cubicles, etc. ).

1.2 Sweeping, cleaning, mopping with disinfectant cleaner of area covered under the contract

including all staircases, cabins, lobbies, reception, training rooms, office rooms, meeting

rooms, security office and other areas as covered in the contract.

1.3 Cleaning of baskets, wastepaper baskets, cob-webs, etc. and disposing off all the

collecting refuse at designated site on daily basis.

1.4 Dusting of computer systems and their peripherals, all doors and windows, furniture,

fixtures, fans, equipments, accessories etc. and cleaning of all window glasses and grills.

Cleaning and dusting of window panes / Venetian blinds/curtains.

1.5 Spraying Room Fresheners in all rooms on a daily basis at regular intervals.

1.6 Scrubbing / cleaning of toilets, wash basins, sanitary fittings, glasses, toilets, floors, etc.

1.7 Cleaning and disinfecting all vitreous fixtures including toilets, bowls, urinals, sinks, toilet

seats, containers etc. Brush thoroughly to include below water level and under rims

including areas at hinges and cistern handles. Re-stock toiletries, which include liquid

hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls in toilets, etc. after

daily check-ups in the morning, afternoons and on call basis during daytime.

1.8 Cleaning and dusting of electrical switchboards, light fixtures, fans, air conditioner vents,

overhead light fixtures, Chandeliers, projectors, fire-fighting equipments, nameplates,

plant boxes, doormats etc.

1.9 Placing garbage bags in all garbage bins to avoid stains and stinks and clear them on

1.10 Check and remove hairs, dust, dirt or any such object from anywhere in area covered

under the contract.

1.11 Cleaning, dusting, scrubbing of pantries, reception, security rooms, training halls,

committee rooms, computer labs, etc.

1.12 Cleaning of all open areas between the building and boundary including sweeping of

roads, lawns, paths, cleaning open drains etc. or anything not mentioned above but

directed by the management on behalf of the Client.

2. WASTE DISPOSAL MANAGEMENT

The Contractor will ensure collection, mechanized screening / segregation of dry and wet

garbage in the earmarked area. The Contractor will also ensure segregation of bio

degradable and non bio degradable garbage. Finally, the Contractor will arrange to suitably

transport and dispose garbage from the earmarked area to the nearest corporation bin

outside each premises.

The Contractor shall keep suitable size and specification bins at the collection area.

The Contractor will employ his staff for the collection / disposal work. The garbage will have

to be disposed off at least twice a day. The Contractor will also arrange for the

garbage bags, prepare a flowchart indicating the method of collection

/ disposal, etc.

3. WEEKLY SERVICES

The deep cleaning of the entire area will be done by the Contractor once a week as

3.1 Dusting of entire area including windows / windowpanes / doors / ledges, etc.

3.2 Thorough cleaning / sweeping / washing / mopping with disinfectant cleaners of all floors,

staircases and toilets. Scrubbing of all floors and ceramic tiles . Cleaning of ceiling and high

walls, removal of wash stains on walls, cleaning of roofs, porches etc.

3.3 Cleaning of sanitary fittings, toilets drain pipes etc. in the toilets with standard cleaning

3.4 Cleaning of all windows glasses and grills with detergents / cleaning agents.

3.5 Washing of outside area with High Pressure Jet Machine.

3.6 Clean all chrome fittings, glass frames, soap holders etc. to a shiny finish.

3.7 The Tenderer will make a cleaning programme and submit to the Client for weekly cleaning

so that the Client’s concerned official / In-charge for the particular area can be deputed on

the day of cleaning to make the area available and supervise the cleaning work.

3.8 The Contractor will work in the specified area mentioned in the scope of work.

C. HOUSEKEEPING MONITORING AND CONTROL

For better management and smooth services the following monitoring mechanism will be

adopted by the Contractor.

(i) Toilets Checklist

This is to be attached on the back of the toilet door. It is to be filled up by the Contractor

supervising staff on duty daily.

(ii) Management / Housekeeping Service Requirements / Complaint Reports

This is to be filled up by the management and administrative staff of the Contractor who receive/

observe the complaints/ requirements for any of the services. All suggestion, complaints related

to services or staff deployed by the Contractor will be registered and reported to caretaker. The

Contractor will take immediate action to resolve the same failing which the penalty clause will be

(iii) Housekeeping Services Complaints Register

This register is to be completed on the basis of information received by the housekeeping

Manager through the inspection of the site, material on site, attendance sheet of the staff, weekly

report, client letter/ fax/ e-mail, verbal complaints from Manager, etc. and necessary action is to

(iv) Cleaning Photographs

Day to day photographs of cleaning with time shall be taken and recorded. It shall be produced

to Engineer In charge as and when required or as directed by Engineer In Charge.

(v) Records to be maintained:

It would be mandatory for the contractor to maintain an exhaustive record for Performance

Monitoring and Personnel Management of its staff and must be made available to the client

for scrutiny on demand. Following is an indicative (not exhaustive) list of records to be maintained

by the contractor:

a) Deployment Sheet of the house keeping staff, technical Staff, peripheral staff.

b) List of items placed in the room before arrival.

c) Daily Cleaning Schedule.

d) Room Cleaning Check list.

e) Toilet Cleaning Check list.

f) Weekly Task planner and compliance.

g) Fortnightly Task Planner and compliance.

h) Stock Registers of Store.

i) Employment Complaint Register.

j) Bio-metric Attendance details.

k) Security clearance Register of the Staff.

l) Monthly Wage sheets in compliance with Minimum wages Act & Contract Labour Act.

ADDITIONAL SCOPE AND PARTICULAR CONDITIONS FOR GUEST HOUSE

In case of any differences, these particular conditions of contract supersede the General

conditions of contract. The services shall be provided round the clock on all days, including

The Services include:-

(i) Cleaning of the whole premises including toilets and open areas.

(ii) Wet moping of covered areas.

(iii) Cleaning of window panes and door panels.

(iv) Cleaning and dusting of furniture and fittings.

(v) Vacuum cleaning of all carpets and furniture upholstered.

(vi) Cleaning/sweeping of the entire complex including open space, lawns and land area

(vii) Maintaining and cleaning drainage system .

(viii) Deploying qualified and trained people for front office management and

Reception/hospitality along with and under the command of Client.

(ix) Any other work within the scope of the Manual prescribed for the purpose.

1. ROOM: The Contractor shall be responsible for routine cleaning of the guest rooms

every day in the morning and evening. The Contractor shall also maintain

cleanliness in the rooms throughout the day and shall clean the room thoroughly

on guest check out and keep it ready for the next arrival.

(a) THE ROUTINE CLEANING WILL INCLUDE

• Dusting of the furniture in the room including bed, chair, table TV, fridge, etc.

• Sweeping and mopping the entire room with disinfectant solution.

• Cleaning of Toilet and bathroom with a bathroom cleaning solution.

2. CLEANING OF OFFICES / COMMON UTILITY SPACE/ ROOMS

• The Contractor shall remove trash from office dustbins and change the trash liner

every evening before closing hours.

• The offices shall be dry dusted and swept after the closing hours.

• Vacuum cleaning shall be done on carpet and upholstery.

• The worktables shall be cleaned with soap solution in the morning.

• The office shall be mopped with soap solution in the morning.

• Office staff rest rooms / toilets shall be cleaned using soap solution and kept odour

free deodorizer.

3. CLEANING OF CRITICAL AREAS

• All the dustbins shall be washed and lined with colour coded bags in the morning.

The trash bags shall be changed when it is full.

• The floor shall be thoroughly mopped with a specialized soap solution.

• Toilets / bathrooms shall be cleaned with soap solution and kept odour free using

deodorizer cubes.

• The common area shall be swept and mopped in the morning and at regular

intervals to keep them clean.

4. GLASS WINDOWS and DOORS

• The Contractor shall have his staff to clean glass with appropriate soap solution

on weekly basis.

• Internal Glasses shall be wiped with dry cloth to remove fingerprints at regular

5. GARBAGE DISPOSAL

• The Contractor shall collect garbage in specified colour coded bags from all

dustbins and garbage bins existing inside the premises and shall dispose the

garbage at the designated area within the specified location.

CLEANING SCHEDULE

S. Activity Frequency Agents Used Responsibility

1 Removal of Twice in a day 2.30 pm Black Garbage Bag Multi Task Staff

Garbage and 7.30 pm

2 Brushing Thrice in a day 8.00 Flat Mop and feather Multi Task

am, brush Staff

and when required

3 Dusting Thrice in a day 8.00 Z colour duster Multi Task

and when required

4 Mopping After every three hours Mopping Instrument Multi Task Staff

and after every meal as like wiper etc.

and when required

PUBLIC AREA WASHROOM

1 Cleaning Cleaning will be done With appropriate Multi Task Staff

after every 2 hour and cleansers &

a person will be equipment’s.

2 Washroom Cleaning will be done With appropriate Multi Task

cleaning with after every 8 hours or cleansers & Staff

phenyl and as and when required equipment’s.

1 Mopping with In continuation Flat Mop Multi Task Staff

2 Mopping After every 4 hours as Mopping Instrument Multi Task

and when required like wiper etc. Staff

1 Dusting In continuation Z Colour duster Multi Task

2 Brushing with In continuation Flat Mop Multi Task Staff

3 Mopping After every 4 hours as

Mopping Instrument Multi Task

and when required like wiper etc. Staff

4 Mopping After every 8 hours as

With appropriate Multi Task

and when required cleansers & Staff

ADMINISTRATION ROOM/STORAGE ROOM ENGINEERING OFFICE

1 Brushing Once in a day it starts Feather Brush Multi Task

from 7.30 am as and Staff

2 Mopping Once in a day it starts Mopping Instrument Multi Task

from 7.30 am as and like wiper etc. Staff

FORM-I CONTACT DETAILS FORM

FORM- II- FORM FOR FINANCIAL

FORM- III- ARTICLES OF AGREEMENT

CONTACT DETAILS FORM GENERAL DETAILS OF BIDDER

1. NAME OF THE COMPANY

2. NAME AND DESIGNATION OF AUTHORISED REPRESENTATIVE

3. COMMUNICATION ADDRESS

4. PHONE NO./MOBILE NO.

PARTICULAR DETAILS OF THE BIDDER'S REPRESENTATIVE

1. NAME OF THE CONTACT PERSON

1. I, the undersigned certify that I have gone through the terms and conditions mentioned

in the bidding document and undertake to comply with them.

2. I give the rights to the competent authority of the OFFICE OF THE DEPUTY

EXECUTIVE ENGINEER , R & B SUB DIVISION [STATE],SIDDHPUR to forfeit the

Earnest Money/Security money deposit by me/us in case of breach of conditions of Contract.

3. I hereby undertake to provide the Mechanised House Keeping, Front Office

Management, Reception as per the directions given in the tender document/contract

Signature of the Authorized Signatory

Place : - Designation

(Office seal of the Bidder)

FORM FOR FINANCIAL CAPACITY

Description Financial years

(Amount in Rs.)

Description Financial Years

To be signed/stamped by CA

FORM- III CONTRACT AGREEMENT

THIS AGREEMENT is made on …………. between The Deputy Executive Engineer , R & B

Sub Division [State] , Siddhpur (hereinafter referred to as "Client" which expression unless

excluded or repugnant to the context be deemed to include his successors and assigns), and

whose principal place of office is at OFFICE OF THE DEPUTY EXECUTIVE ENGINEER , R

& B SUB DIVISION [STATE],SIDDHPUR -384151 of the One Part,

M/s ………………………………………………. having its registered office

at…………………………………………………………. (Hereinafter referred to as "The

Contractor") which expression shall unless excluded by or repugnant to the context be

deemed to include his successors, heirs, executors, administrators, representatives and

assigns) of the other part for providing Various Buildings Under R & B Sub Division Siddhpur

[Supplying Of Various Skilled , Semi Skilled And Unskilled Labours].

M/s ………………………………………………. having its registered office

at…………………………………………………………. (Hereinafter referred to as "The

Contractor") which expression shall unless excluded by or repugnant to the context be

deemed to include his successors, heirs, executors, administrators, representatives and

assigns) of the other part for providing Various Buildings Under R & B Sub Division Siddhpur

[Supplying Of Various Skilled , Semi Skilled And Unskilled Labours].

NOW THIS AGREEMENT WITNESSTH as follows:

I. WHEREAS the Client invited bids through open tender, vide Notice Inviting Tender

dated …………….. for "availing Various Buildings Under R & B Sub Division Siddhpur

[Supplying Of Various Skilled , Semi Skilled And Unskilled Labours] at its office under

Tender No ………….

II. AND WHEREAS the Contractor submitted his bid vide ………………….in accordance

with the procedure mentioned along with the bid documents and represented therein

that it fulfils all the requirements and has resources and competence to provide the

requisite services to the Client

III. AND WHEREAS the Client has selected M/s ……………………………… as the

successful bidder ("the Contractor") pursuant to the bidding process and, awarded the

Letter of Acceptance (LoA) No. ……………………………, to the Contractor

on……………………….. for a total sum of …………………………..[Rupees ..... Only].

IV. AND WHEREAS the Client desires that the Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled Labours] (as

defined in the Bidding Document)be provided, performed, executed and completed

by the Contractor, and wishes to appoint the Contractor for carrying out such services.

V. AND WHEREAS the Contractor acknowledges that the Client shall enter into contracts

with other Contractors / parties for the Various Buildings Under R & B Sub Division

Siddhpur [Supplying Of Various Skilled , Semi Skilled And Unskilled Labours] in cases

the Contractor falls into breach of the terms and conditions as stipulated in the Tender

Document and shall waive its claim whatsoever in this regard.

VI. AND WHEREAS the terms and conditions of this Contract have been fully negotiated

between the Client and the Contractor as parties of competent capacity and equal

VII. AND WHEREAS the Contractor has fully read, understood and has undertaken to abide

by all the terms and conditions as stipulated in the Tender Documents for providing all

services as per the scope of work, penalties, service parameters/ indicators and

payments strictly in terms of such definitions as stated in relevant tender documents and

the contractor by virtue of his signatures on each page of the tender documents. The

contract is liable to be terminated at any time, without assigning any reasons by the Client if

there is any discrepancy in discharge of services as per the scope of services mentioned in

the tender documents. The description regarding enforcing force majeure clause,

arbitration and service parameters/ indicators will also be as per the tender documents.

VIII AND WHEREAS the Contractor shall be responsible for payment of Goods & Service

Tax with Central Excise and Taxation Department. The documentary proof of the

same must be submitted within one month of payment of particular bill for the amount

of Goods & Service Tax Charged in the said bill.

IX AND WHEREAS the Client and the Contractor agree as follows:

1. In this Agreement (including the recitals) capitalized words and expressions shall have

the same meanings as are respectively assigned to them in the Contract documents

2. The following documents shall be deemed to form and be read and construed as part

of this Agreement. This Agreement shall prevail over all other Contract documents.

(a) The Letter of Acceptance (LoA) issued by the Client.

(b) Notice to Proceed (NTP) issued by the Client

(c) The complete Bid, as submitted by the Contractor.

(d) The Addenda, if any, issued by the Client.

(e) Any other documents forming part of this Contract Agreement

till date. (Security Deposit)

(f) Charges - Schedule annexed to this Article of Agreement

(g) Supplementary Agreements executed from time to time.

3. Any changes/modifications/amendments required to be incorporated in the Contract

Agreement at a later stage shall be discussed and mutually agreed by both the parties

and such supplementary agreements shall be binding on both the parties and shall

form the part of this contract agreement.

4. This Contract shall be governed by and construed in accordance with the laws of India.

Each Party hereby submits to the jurisdiction as set out in the Dispute Resolution

Procedure in the Conditions of Contract.

X IN WITNESS WHEREOF the parties hereto have caused this Agreement to be

executed in accordance with the laws of India on the day, month and year indicated

Signed on behalf of the Contactor Signed on Behalf of

Government of Gujarat

(Authorised Signatory) (Authorized Signatory)

ROAD AND BUILDING DEPARTMENT

OFFICE OF THE DEPUTY EXECUTIVE ENGINEER, R&B SUBDIVISION,

NEAR TALUKA PANCHAYAT , SIDDHPUR

Website: https://tender.nprocure.com

Email : [email protected]

Phone No. 02767-223400

Various Buildings Under R & B Sub Division Siddhpur [Supplying Of Various Skilled

Semi Skilled And Unskilled Labours]

Sl. Particulars YES/NO Pg. No.

1 Have you filled in and signed the Contact Details Form?

2 Have you read and understood various

conditions of the Contract and shall abide by

3. Have you paid the cost of Tender Form of – Rs /-

4. Have you paid the EMD on line of Rs. /- in the

5 Have you Uploaded the proof of No. of Years of

Company in Operation ? (Described on Pg.10)

6 Have you Uploaded Turnover Certificate of company

signed by C.A. (Described on Pg.10)

7 Have you Uploaded Number of Employees on roll of

Agency (Payroll with Authorized Sign / PF Challan) (Last

Year 2021-22 to 2025-26)? (Described on Pg.10)

8 Have you Uploaded Organizations worked (Last 5 Year

2021-22 to 2025-26) (Form 3-A / Completion Certificated

(Described on Pg.10)

9 Have you Uploaded Facility Management / House

Keeping Services Experience value of 5 lac (10% of

tender cost) or more (Completed or Ongoing) either

category as under (last 5 yrs.) Form 3-A / Completion

Certificate Only

(Described on Pg.10)

10 Have your Technical Bid been submitted on line as per

the requirements of the Tender?

DOCUMENTS TO BE FURNISHED BY BIDDER

1. TENDER FEE / BID DOCUMENT FEE

2. EARNEST MONEY DEPOSIT (Exemption certificate for EMD shall not be accepted)

3. REGISTRATION CERTIFICATE OF APPROVAL CLASS “ E-2 AND ABOVE”

4. VALID BANK SOLVENCY OF RS. 5,00,000 OR MORE OF CALENDAR YEAR

5. GST REGISTRATION

7. OTHER DOCUMENTS AS PER TENDER (FOR PREQUALIFICATION)