Tender Document for selection of implementation supply of food under PM POSHAN SCHEME for the children of age group 6-14 years [from Standard-1st to Standard 8th] studying in the Govt., Govt.-Aided, Local body, Gujarat schools

Marks in Technical bid.

d) The venue, date and time for opening the Pre-qualification Proposal are mentioned

in the Tender Notice in the RFP Volume I. The date and time for opening the

Financial Proposals would be communicated to the qualified bidders.

e) The Bidder’s representatives who are present shall sign a register evidencing their

attendance. In the event of the specified date of Bid opening being declared a

holiday for GOVERNMENT, the bids shall be opened at the same time and location

on the next working day. In addition to that, if the representative of the Bidder

remains absent;GOVERNMENT will continue process and open the bids of the all

f) Pre-qualification proposal:GOVERNMENT shall open Cover 1 marked “RFP Document

Fee and Earnest Money Deposit (EMD)”. If the contents of the Cover 1 are as per

requirements of the RFP, GOVERNMENT shall open Cover 2 marked “Pre-

Qualification Proposal”. Each of the Pre-Qualification condition mentioned inRFP is

MANDATORY. In case the Bidder does not meet any one of the conditions, the

bidder will be disqualified.

g) Technical Proposal Evaluation: The Bidders are required to submit all required

documentation in support of the evaluation (e.g. Detailed PM POSHAN SCHEME

citations and copy of work order, client contact information for verification, and all

others components) as required for technical evaluation. GOVERNMENT shall inform

to the technically

Shortlisted Bidders about the date and venue of the opening of the financial

Technical Evaluation will be out of 100 marks and that will be evaluated as

per ANNEXURE - I. The financial bid will be taken into consideration if the bidder

obtains at least 60 marks in Technical Bid.

h) Financial Proposal Evaluation:Financial Proposals for the technically qualified bidders

will then be opened online on the notified date and time. Financial Proposals that

are not meeting the condition mentioned RFP shall be liable for rejection.

(I) Desire and willingness of centralized kitchen operators to add voluntarily

additional calories / protein per meal per child over and above 525 Cal /

gmsprotein for Primary Student and 743 Cal/19.5 gms protein for Upper

Primary student.

(II) Desire and willingness of centralized kitchen operators to add voluntarily

additional cost per meal per child per cost over and above 6.78Rs. for

Primary Student and 10.17Rs. for Upper Primary student.

As mentioned in Scope of Work Point No.6 Government will give food

grains cooking cost per child per meal over and above this how much

contribution is given by NGO/C.S.O. for per meal per child will be

considered in Financial Bid.Financial Bid contains 50 marks and that will be

evaluated as per ANNEXURE - VI.

(III) As the Scheme provides mid-day meals to school children and Government

provides wheat, rice etc. plus financial cost per meal, instead of “L1”, “H1”

shall be considered. i.e. the party who is technically strong and willing to

contribute maximum towards extra calories and extra financial help shall

( IV ) Overall evaluation of Bidder (NGO/C.S.O) in terms of H1..H2..H3..will be

evaluated as below.

60 % of Technical Bid and 40 % of Financial Bid value will be considered as

overall evaluation marks.

4. Pre-requisite for selection of CSO/NGO

The District Collector/Municipal Commissioner should keep the followingaspects in mind

while determining the suitability of a CSO/NGO for supply of cooked mid day meal:

1. The CSO/NGO should be registered under the Societies Registration Act or the

Public Trust Act, and should have been in existence for a minimum period of two

2. The CSO/NGO should have a properly constituted management and Governing

Body with its powers and duties clearly defined in its constitution.

3. Name of all office bearers involved in the establishment and management of

such organization should be disclosed along with their roles and responsibilities in

the organization. If any of the office bearers hold a public office, then details of that

office should also be mentioned specifically.

4. Operation of the Centralized Kitchens should be entrusted under the PPP

model to NGO. The NGO should be aware of local presence and should have

familiarity with the needs and culture of the State.

5. The CSO/NGO should have a valid license under Food Safety and Standards

GOVERNMENT of India (FSSAI).

6. CSO/NGO should give a commitment to supply nutritional, fresh and hot cooked

meals to the cluster of schools on 'No-Profit' basis within limits of 40 Kms. from

central kitchen to the PM POSHAN SCHEMEcentre/School.

7. CSO/NGO should give a commitment to abide by the PM POSHAN SCHEME

Guidelines issued by MHRD from time to time.

8. CSO/NGO should give willingness to work with PRIs/Municipal bodies in

accordance with relevant guidelines of the State Government.

9. The CSO/NGO should have financial and logistic capacity to supply the mid day

meal on the requisite scale.

10. The CSO/NGO should have a robust transport system for carrying the cooked mid

day meals from Centralized Kitchen to schools which can maintain hot chain from

Centralized Kitchen to last point.

11. The CSO/NGO should not discriminate in any manner on the basis of religion,

caste and creed and should not use the programme for propagation of any

religious practice

5.SCOPE OF WORK/TERMS AND CONDITIONS

1) The organization/NGO has to arrange the hot cooked good quality meals according to

the Gujarati taste as per liking of children in the school campus. The organization has to

make his own arrangements of cooking, transportation to the schools, manpower,

kitchen equipments, serving utensils to include crockery and cutlery, gas cooking, RO/UV

drinking water supply etc services and facility on turnkey basis.

2) To set up the centralized kitchen for providing Mid Day Meal to school students as per

the decided measurement and menu through its own resources and as per the

requirement of services.

3) To provide the service of transportation with containers to provide hot meal to all

concerned schools on time on its own cost.

4) The organization/NGO should maintain all records of their daily consumption of food

and cost as required by the government.

5) The organization/NGO will have to arrange for oils, vegetables, fuel etc., according to

the decided appropriate menu in consultation with Collector / Commissioner according

to the criteria decided by the government.

6) All infrastructural facilities, cooking vessels and related equipments, kitchen etc. will

have to be arranged by the organization/NGO on its own cost.

7) The organization/NGO will have to maintain cleanliness in the kitchen , storage rooms

and will have to use hygienic and clean water in the cooking procedure.

8) The taste of the food should be strictly maintained according to the likeness and taste of

9) The quality of the food should be maintained as per the rules of Health and Family

Welfare Department.

10) The organization/NGO will have to supply hot cooked meal per child per day having

requisite of at least 525 kilo calories and 13 grams protein with the free permissible

allocation of food grains (180 gram for primary and 265 grams for upper primary per

child per day) as per menu prescribed for children studying in classes I-V and at least

K. calories and 19.5 grams protein to children studying in classes VI-VIII, in the schools

covered under Mid Day Meal Scheme of Gandhinagar (Taluka – Mansa, Gandhinagar,

Kalol). Subject to change in food norms of meals by State Government.

11) The indicative chart of food grains and calories for the different age of children are

Sr. Items Requireme Energy Protein Requiremen Energy Protein

no nt under content content t under PM content content

PM (in (in gms) POSHAN (in (in gms)

POSHAN calories) SCHEME calorie)

SCHEME(i (in gms)

grain(Rice/Wh 100 340 6 150 510

5 Salt & As per

Condiments - --- As per Need --- ---

12) The healthy and hygienic food contains mandatory fresh vegetables, fruit and salad etc

13) The periodic medical checkup of the kitchen and serving staff shall have to be ensured

by the organization/NGO

14) Separate dish washing unit with sanitizer / hygienic dish washing arrangements have to

15) Daily garbage disposal must be taken care all time during and after the cooking

16) Water purification system to be installed in dining hall/PM POSHAN SCHEME Centre.

17) Water testing report is compulsory every three months

18) The regular fumigation and pest control is required to be carried on regular interval of

time as per usage of storage area to protect against rudest and pests.

19) Use of LPG to be properly secured through a piping system

20) Use of gloves and headgear and apron is compulsory

21) Fire protection measures to be taken to protect against any untoward incident

22) Proper water arrangements for cooking, cleaning and heating.

23) Proper water disposal arrangements for waste water

24) Adequate lighting arrangements inside and outside the kitchen premises according to its

25) Time, quality & quantity of food will be determined by competent GOVERNMENT.

26) The NGO should have properly constituted management / Governing body with its

power and duties clearly defined in its NGO. Name of all persons involved in

operation/implementation of program should be disclosed along with their roles and

responsibilities in the organization.

27) The NGOshould give commitment to supply meals to the cluster of schools on time as

decided by the competent GOVERNMENT.

28) The NGOmust provide commitments to abide by the PM POSHAN SCHEME guidelines

issued by State / Central Government from time to time.

29) The NGOshould have financial and logistic capacity to supply the mid-day meal on the

requisite scale.

30) The NGOmust have robust transportation system for carrying the cooked mid-day meals

from kitchen place to various schools as per time table decided by competent

31) The NGOshould not discriminate in any manner on the basis of religion, caste, area and

should not use program other than its purpose.

32) The duration of contract period is of 3 Years from the date of commencement of work

order. Each year will have minimum 240 working days.

33) The NGOhas to follow the prescribed food and nutrition norms by MHRD/State

Government from to time.

34) The NGOshould furnish a monthly report on lifting and utilization of food grains, funds

as well as number of children covered along with documentary evidence.

35) The performance of the NGOin serving PM POSHAN SCHEME to children should be

assessed at any time during the contract period through credible system of evaluation.

36) Continuation of MOU with an NGO for the second and third year shall depend on its

performance being found satisfactory in the current year.

6. TECHNICAL PROPOSAL

Following documents are required as a part of Technical proposals

( a ) Organization Profile

S No Information Details Required

1 Name of Bidding firm:

2 Address and contact details of organization:

3 Organization Registration Number and Year of Registration

4 Web Site Address

5 Status of Organization (Public Ltd., Pvt. Ltd.,/ NGO / CSO

6 Organization certification

7 EPF Registration No

8 Company’s Service Tax Registration No. /GST Reg. No.

9 Company’s Permanent Account Number (PAN)

10 Organization’s Turnover for the last 3 years (Year wise)

11 Name, Designation and Address of the contact person to

whom all references shall be made regarding this RFP:

12 Telephone number of contact person:

13 Mobile number of contact person:

14 Fax number of contact person:

15 E-mail address of contact person:

Note: Technical evaluation bid will be evaluated as mentioned per ANNEXURE - I.

All necessary documents supporting this evaluation should be attached.

( b ) Organization Technical Strength:

Bidders are required to provide a detailed approach & methodology to execute the entire

PM POSHAN SCHEME. Bidder has to provide the below required information in details

separately along with documentary evidence.

1. Understanding of requirements and overall implementation approach to fulfill the

requirement stated in the RFP

2. Details of proposed architecture, PM POSHAN SCHEME plan to execute the PM

3. Work plan/Methodology and its adequacy

4. Robustness and Quality

5. End to end integrated approach and execution plan

6. Equipment/material deployment plan

7. Timeline and modalities for overall implementation in a time bound manner

8. PM POSHAN SCHEME planning for the fallback strategy and planning during the

9. Quality control plan – Bidder’s approach to ensure quality of work and deliverables

10. Risk management plan – Bidder’s approach to identify, respond, / manage and

11. PM POSHAN SCHEME monitoring and communication plan : Bidder’s approach to PM

POSHAN SCHEME monitoring and communication among stakeholders.

12. Details about Mobilization of resources, training, deployment of manpower

13. Escalation matrix during the PM POSHAN SCHEME execution

14. Details regarding any other area relevant to the scope of work and other

requirement of the PM POSHAN SCHEME.

15. Experience Details: The bidder is required to use following format to showcase the

experience of executing similar assignments.

Sr No Item Details Documents attached

1 Name of the PM POSHAN

2 Date of Work Order

3 Client Details

4 Scope of Work

5 Contract Value

6 Start Date / End Date

Note: (Fill the data for each PM POSHAN SCHEME separately)

( c ) Documents Required

Sr. Document description Document Attached

1 Registration under ESIC / WC

2 Proof of experience of preparing food by centralized kitchen in

more than one district/across state.

3 Copies of Income tax certificate for last 5 years

4 If NGO has land for construction of kitchen proof of ownership of

5 Payment Certificate of employees for NGO

6 Proof of laboratory facility

7 Proof ofTransportation facilities and drivers for supplying cooked

food from kitchen to schools

8 Proof ofAutomatic centralized kitchen facility

9 Registration under payments & wages act

10 Availability of fire safety equipments

11 Storage facility for food grains, pulses, oils & vegetables

12 Storage details during the transportation mode

13 Cooking water availability & quality as per IS 10500 standard

14 Health check up / vaccination of food handlers

15 Food testing by NABL accredited Laboratory

16 Quality of Raw material as per FSSAI guideline

17 Details of food safety management system

18 Availability of Supplier quality management system

19 Background details of Cooks, Helper and other staff

20 Hygienic Precaution taken by Cooks and Helpers while cooking

21 Cleanliness of Centralized kitchen

22 Food serving experience / demo case details

23 Ready to Eat Packed Food experience

24 List of awards / appreciation / achievements received in last 5 years

( d ) Responsibilities of the CSO/NGO

The organization/NGO has to provide the compliance matrix for each of the following

1. The CSO/NGO shall keep the food grains and other materials in hygienic conditions,

free of pests, dust, insects, fungus etc.

2. Drinking water should be tested for its portability as per schedule decided by the

3. Only packed dals, salt, spices, condiments and oil with AG-MARK / FSSAI quality

symbol should be used for cooking mid day meal.

4. The CSO/NGO shall ensure that the food articles shall be used in FIFO basis. Shelf life

of the food articles needs to be checked from time to time.

5. In case the State has provision of egg/milk/fruit in the Menu and the CSO/NGO is not

willing to provide the same, the State should make alternative arrangements to

supply egg / milk/ fruit as prescribed in the menu.

6. The CSO/NGOshould supply the cooked meal in good quality sealed insulated /

stainless steel containers. Temperature of the mid-day meal when served should be

maintained at or above 65˙ C.

7. The CSO/NGOshould have adequate fire safety measures in the centralized kitchen.

8. Cooked Mid-day meal is fit for human consumption for four hours after cooking and

it should be transported to schools and consumed by children within that time.

9. The CSO/NGO should ensure that cooked meal is transported and delivered at the

school under the supervision of authorized person.

10. The CSO/NGO shall carry out training of CCHs on health, food safety, hygiene and

methods of cooking at regular intervals.

11. CSO/NGO shall also ensure that CCH working at centralized kitchens are free from

any disease particularly contagious diseases. CSO/NGO shall arrange medical check-

up of CCH at least once in six months.

12. The CSO/NGO shall ensure that CCH are provided aprons, head gears, hand gloves

during the cooking of mid-day meal.

13. The CSO/NGO shall ensure that premises should be clean, adequately lighted and

ventilated and have sufficient free space for movement. Floor ceilings and walls

must be maintained in a sound condition. The floor and skirted walls should be

washed as per requirement with an effective disinfectant. The premises should be

kept free from all insects. No spraying should be done during the cooking of mid-day

meal, but instead of fly swats/flaps should be used to prevent flies getting into the

premises. Windows, doors and other openings should be fitted with net or screens,

as appropriated to make the premises insect free.

Note: All compliances are mandatory for organization/NGO.

7.Instructions:

 Food grain/cooking cost shall be provided by the Government as per actual number of

beneficiaries and as per prevailing rules/order of Government.

 Value quoted as total price must contain all the components required for the successful

implementation of the PM POSHAN SCHEME. Nothing extra will be paid by the

GOVERNMENT beyond the value quoted in the above form, until the change is

approved by GOVERNMENT.

 Price to be inclusive of all adjunct / ancillary services and works, whether specifically

mentioned or not

 Taxes as applicable at the time of invoicing shall be considered. Any changes (upward or

downward) in the taxes/duties shall be accordingly revised at the time of actual

payments and paid. GST tax/Service Tax &Cess will be paid by GOVERNMENT as per the

norms defined by Government of India at the time of actual payment.

 Bidder is requested to check final figure in all the totals of all sheets. GOVERNMENT is

not responsible for errors in the financial bid document.

 Bidder should provide all prices as per the prescribed format specified in this RFP Only.

 All the prices are to be entered in Indian Rupees ONLY.

 GOVERNMENT shall take into account all Taxes, Duties & Levies for the purpose of

 The Bidder needs to account for all Out of Pocket expenses, no additional payment shall

be made by GOVERNMENT whatsoever.

 Bidder should refer the RFP for details on the technical requirements of the system and

the benchmark specifications for the items mentioned in the financial formats.

8. LIABILITY / PENALTY CLAUSE

1. The CSO/NGO will be responsible for any untoward incident such as food poisoning

of children due to serving of adulterated, contaminated or stale meal and

entire responsibility for any civil and criminal liability arising out of that shall rest

entirely with the NGO.

2. If the quality of meal is found to be sub standard or not fresh for human

consumption, the school shall have the right to return the whole/entire or part of

the cooked meal supplied to the children. No claim for compensations for such

meals from the CSO/NGO shall be reimbursed.

3. The mid day meal should be supplied at the fixed time on every school day. In case

the CSO/NGO fails to supply the hot cooked meal on a given day, the authorities

shall have the option to procure the supply from any other suppliers/market and the

cost of the same shall be deducted from the bills of CSO/NGO.

4. Contingency Plan for Medical Emergency: The State/CSO/NGO should have a

Contingency Plan for any untoward incident. The names and telephone numbers of

the nearest hospitals, Primary Health Center, Ambulance, Police Fire Brigade should

be displayed at prominent places

In the event of any dispute arising out of the arrangements the same shall be referred to the

sole arbitration of the state governments or any other officer appointed by the state

governments on its behalf. The proceedings held by arbitrator in making award will be in

accordance with the provision of Indian Arbitration and Conciliation act 1996 or any

statutory amendments thereof. The award of arbitrator shall be final and bindings on both

10. Renewal / Termination

The renewal of contract shall be subject to outcome of evaluation by a credible third party

authorized by State Government. The evaluation study report should be submitted

months prior to the closure of the agreement period.

1. In the event, organization desires to stop the supply of the meals for any reason, it shall

give three months’ prior notice in writing to the District Collector Gandhinagar failing

which the organization shall be liable for penalties as decided by the Government norms

2. The state government shall be at the liberty to modify or terminate the agreement at

any time during the contract period by giving 30 days’ notice.

3. The state government can terminate the agreement by giving 3 months’ notice if the

MHRD, Government of India does object this arrangement

11. Assets created through assistance from State Government

CSO/NGO should give written commitment to return to the State Government the

permanent/semi-permanent assets, if any, acquired by it through the grants received

under the PM POSHAN SCHEMEprogramme, once the agreement/MOU expire.

1. The CSO/NGO will furnish to the Government an Annual Report along with audited

statement of accounts in terms of all grants received from the State Government

and donations received in the name of Mid Day Meal Scheme, both in cash and kind,

duly certified by an approved Auditor

2. All accounts, stock and registers maintained by the CSO/NGO should be open to

inspection by officers appointed by the State Government / Central Government.

ANNEXURE-TECHNICAL BID EVALUATION

SR Evaluation MarksObtai

Evaluation Procedure

Has the non government organization 10 Marks

1 done the following necessary

registrations?(one mark on each

registration /certificate)

1. Registration under income tax 12A?

2. Certificate of tax exemption under

3. Audited account of last three financial

Years are ready?

4. Income tax return of last three

Financial years are filled up?

5. Do they posses License under factory

6. Has they been Registered under a

provident fund Act?

7. Has they been registered under E.S.C.I

8.Do they posses Food Safety Certificate

9. Have they obtained a license /

registration under the Foreign

10. Any other registration necessary for

NGO Providing centralized kitchens

2 Does an NGO have an experience of 15 Marks

preparing food by centralized kitchen in

more than one district/across state.

1) If five years of experience with PM

POSHAN SCHEME 15 Marks

Scheme in more than one

a) For every one year of experience 3 Marks

with PM POSHAN SCHEME Scheme in

more than one district/state

2) Five years’ experience with any

other Government Department of 10 Marks

Government for supply of food.

a)For every one year of experience

with any other Government

institute/Department

in more than one district/state of 3 Mark

supply of food as good as PM

3 Financial stability and strength of an NGO 5 Marks

(By I.T certificate)

1)For every yearly financial turnover of 1 Mark per

Rs.50 Lakh or more year

2) In addition, for Income Tax Return of Marks

last 3 continuous financial years

4 In what duration an NGO will complete 10 Marks

the construction of centralized kitchen

and establishment of machineries, vessels

etc for providing PM POSHAN SCHEME?

1) If an NGO can complete the above 10 Marks

necessity within six months then,

2) on delay of every one month (deduction of

deduction of one mark Marks for delay

3) If an NGO takes it to complete more

5 Can an NGO sustain on its own expenses? 15 marks

(If in case immediately grant is not

provided by government)

Capacity of obtaining donation in one year

1) 1 crore or more 15 Marks

2) Between 50 lakhs to 1 crore 10 Marks

3) Between 25 lakhs to 50 lakhs 5 Marks

4) Less then 25 lakhs 3 Marks

For how much duration an NGO can

sustain on its own expenses? 10 marks

If it can sustain for one year then…. -1 Mark / month

for every one month less (e.g. 11,10,9 1 mark)

6 Does an NGO possess its own land for 10 Marks

centralized kitchen?

If yes then where?

1) if two or more acres of land is 10 Marks

2) If less than 2 acres land is possessed ------

than proportionate marks accordingly……

3) If no land is owned then…… 00 Marks

7 How much employees are currently 5 Marks

working in an organization?

1) If there are more than 100 employees 5 Marks

2) For every 10 less employees…… -0.5 Marks

3) If no employees are working then….

8 Cleanliness of centralized kitchen and 05 Marks

hygienic precautions taken by cook cum

helper before, during and after (on every

preparation of food. precaution one

(e.g. Hand gloves, apron, face mask, hair mark and its

cap, hand sanitizer, non insecticide facility, lacking 1 marks

lighting facility etc.) deduction)

9 Installation of fire safety/proper lighting 03 Marks

equipment in centralized kitchen

10 Storage facility 03 Marks

11 own laboratory facility with latest

equipments for tastings of food and

12 If own Transportation facilities for 10 Marks

supplying cooked food from kitchen to

1) If an NGO have 20 or more close

vehicles with temperature maintenance

facility and drivers then

2) if an NGO have less than 20 close 05 Marks

containers vehicles with temperature

maintenance facility and drivers then(one

mark for such two vehicles)

13 Automatic centralized kitchen facility 15 Marks

1) If fully automatic latest machineries for 15 Marks

cooking Procedure will be made

available then,

2) If Semi automatic machineries for 10 Marks

cooking Procedure will be made

available then,

3) If Manual cooking Procedure will be 05 Marks

made available then,

Note: The Financial bid will be taken into consideration if the bidder obtains more than 60 marks in

Bid Covering Letter

Subject: Selection of implementing agency for PM POSHAN SCHEMEIn district:

______________________ on Turnkey basis

Reference: __________________

With reference to your Selection of implementing agency for PM POSHAN SCHEME In

District:______________________ on Turnkey basis, we hereby submit our Prequalification

Proposal, Technical Proposal, and Financial Proposal, for the same.

We hereby declare that:

a) We hereby acknowledge and unconditionally accept that the GOVERNMENT can at its

absolute discretion apply whatever criteria it deems appropriate, not just limiting to those

criteria set out in the RFP and related documents, in short listing of bidder for providing

b) We have submitted EMD of INR [_____________ ] in the form of [__________________]

and Tender fee of INR [Rs. __________] herewith.

c) We hereby declare that all information and details furnished by us in the Bid are true and

correct, and all documents accompanying such application are true copies of their

respective originals.

d) We agree to abide by our offer for a period of 180 days from the date of opening of pre-

qualification bid prescribed by GOVERNMENT and that we shall remain bound by a

communication of acceptance within that time.

e) We have carefully read and understood the terms and conditions of the RFP and the

conditions of the contract applicable to the RFP. We do hereby undertake to provision as

per these terms and conditions.

f) In the event of acceptance of our bid, we do hereby undertake:

I. To supply the products and commence services as stipulated in the RFP document

II. To undertake the PM POSHAN SCHEME services for entire contract period from the

date of signing of the contract as mentioned in the RFP document.

III. We affirm that the prices quoted are inclusive of all services required to implement

the Mid-Day Meal programme as per Government guidelines.

g) We do hereby undertake, that, until a formal contract is prepared and executed, this bid,

together with your written acceptance thereof and notification of award of contract, shall

constitute a binding contract between us.

h) We understand that the GOVERNMENT may cancel the bidding process at any time and that

GOVERNMENT is not bound to accept any bid that it may receive without incurring any

liability towards the bidder.

i) We fully understand and agree to comply that on verification, if any of the information

provided in our bid is found to be misleading the selection process, we are liable to be

dismissed from the selection process or termination of the contract during the PM POSHAN

SCHEME, if selected to do so.

In case of any clarifications please contact on ____________________ or email at

Name of signing GOVERNMENT

Organization Name:

Format for Declaration by the bidder for not being Blacklisted / Debarred

Subject: Selection of implementing agency for PM POSHAN SCHEME(MID MEAL

PROGRAMME) In district: _____________________ on Turnkey basis

Reference: __________________

I, authorized representative of ________________________________ hereby

solemnly confirm that the organization “______________________________” is not

debarred / black-listed by any Central / State Government / PSU / any other Government

entity in India or similar agencies globally for unsatisfactory past performance, corrupt,

fraudulent or any other unethical business practices or for any other reason as on last date

of submission of the Bid. In the event of any deviation from the factual information/

declaration, GOVERNMENT reserves the right to reject the Bid or terminate the Contract

without any compensation to the successful bidder.

Name of signing GOVERNMENT

Organization Name:

(Format for Pre-bid queries)

I. GOVERNMENT will host a Pre-Bid meeting as per the date mentioned in the NIT sheet.

The representatives, limited to 2, of the interested organizations may attend the pre-bid

conference at their own cost. The purpose of the conference is to provide bidders with

information regarding the RFP and the proposed services required in reference to the

scope of work in RFP. Pre-Bid meeting will also provide each bidder with an opportunity

to seek clarifications regarding any aspect of the RFP and the PM POSHAN SCHEME.

II. All Bidder shall e-mail their queries to _______________________in the prescribed form

and manner as shown below.

Organization Name of org:

detail Address:

Sr No Clause no Page no Content of RFP requiring Change requested

clarification / Clarification

Name of the Authorized signatory:

Date and Stamped

The response to the queries will be published on https://tender.nprocure.com. No

telephonic queries will be entertained thereafter. This response of GOVERNMENT shall

become integral part of RFP document.

III. GOVERNMENT shall endeavour to respond to the questions raised or clarifications

sought by the Bidders. However, GOVERNMENT 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 GOVERNMENT to respond to any

question or to provide any clarification.

IV. GOVERNMENT may also on its own motion, if deemed necessary, issue interpretations

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

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

clarifications and information given by GOVERNMENT or its employees or

representatives shall not in any way or manner be binding on GOVERNMENT.

Format for Financial Proposal Cover Letter

Subject: Selection of implementing agency for PM POSHAN SCHEME In district:

Gandhinagar (Taluka – Kalol, Mansa, Gandhinagar) on Turnkey basis

Reference: __________________

We, the undersigned bidder, Having read & examined in detail, the Bidding

Document, the receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer

to supply/ work as mentioned in the Scope of the work, Bill of Material, Technical

Specifications, Service Level Agreement & in conformity with the said bidding document for

I. I / We undertake that the prices are in conformity with the requirement prescribed. The

quote/ price are inclusive of all cost likely to be incurred for executing this work. The

prices are inclusive of all type of govt. taxes/duties as per financial bid.

II. I / We undertake, if our bid is accepted, to deliver the goods & services in accordance

with the delivery schedule specified in the RFP.

III. I/We undertake to successfully operationalize the entire solution as per scope of work

mentioned in the RFP document.

IV. I/ We have examined and have no reservations to the Bidding Documents, including any

corrigendum/addendums issued by competent GOVERNMENT.

V. I/We understand that any additional hardware and software required to make the entire

solution operational shall have to be provided by us.

VI. I/ We hereby declare that in case the contract is awarded to us, we shall submit the

contract performance bank guarantee as prescribed in the RFP.

VII. I / We agree to abide by this bid for a period of 180 days from the date of bid submission

and it shall remain binding upon us and may be accepted at any time before the expiry

of that period.

VIII. Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract

IX. I/ We hereby declare that our bid is made in good faith, without collusion or fraud and

the information contained in the bid is true and correct to the best of our knowledge

We understand that you are not bound to accept the lowest or any bid you may

receive. We agree to all the terms & conditions as mentioned in the RFP document and

submit that we have not submitted any deviations in this regard.

In witness thereof, I/we submit this Bid under and in accordance with the terms of

the RFP document.

Name of signing GOVERNMENT

Organization Name:

FINANCIAL BID EVALUATION

SR Additional MarksObtaine

Evaluation Procedure

Desire and willingness of centralized

kitchen operators to add voluntarily

additional calories / protein per

meal per child as follows,

over and above 525 Cal /

13gmsprotein for Primary Student

Cal/19.5gmsprotein for Upper

Primary student.

per child extra 10 calories 1 mark

Maximum 25 marks

Desire and willingness of centralized

kitchen operators to add voluntarily

additional cost per meal per child as

cost per child over and above

5.45Rs. for Primary Student

Cost per child over and above

8.17Rs. for Upper Primary student.

For volunteering addition 0.5 Rs.

per meal per5 Marks child

Maximum 25 marks

NOTE: The financial bid will be taken into consideration if the bidder obtains more than

60 Marks in technical bid.

This Agreement is executed at ............ (Place) on ……. (DAY), the…

(Date-Month-Year)

………………………….(nameoftheState)hereinaftercalledasFirstParty.

………………..(NameofNGO/Trust/Societyalongwithitsfulladdress)hereinafterc

Second Party, for a period of Three years w.e.f. ................(date).

Now it is hereby agreed by and between the parties as follows for the

Hereinafter mentioned:

1. WHEREAS the First Party is desirous of serving cooked mid

day meal to the school children in the cluster of schools (list

of schools enclosed at Schedule - I) covered under Mid

Day Meal in ................ (Name of District / Districts).

2. ANDWHEREAStheSecondPartyisdesirousandagreed

forproviding&serving

hotcookedmiddaymealtothechildrenstudyinginclassesI-

VIIIintheschools

coveredunderMidDayMealin................(NameofDistrict/Districts

3. Tenure/Duration - The agreement is effective with effect

from......... (Date) to ………….. (Date). The agreement shall

come to an end on the expiry of the said period i.e...............

(Date) and no separate notice shall be served in this regard.

4. The supply shall be made from........... (Date) on all school

days to the allotted schools.

5. The meals are to be supplied to the above mentioned schools

during recess time on all school working days subject to

provisions of clause

6. Food Temperature and Time Norm - The centralized kitchen is

to be located near the cluster of schools, so that the Cooked

meal shall be delivered at schools in such a manner that the

time between cooking and consumption shall always be less

than 4 hours and the temperature of food at the time of

serving shall be at or above 65o C.

7. The Second Party shall supply the cooked meal in food grade

insulated/stainless steel containers of good quality.

8. The Second Party shall provide the name, address and

telephone number(s) of the person / persons who shall be

responsible for supply of hygienic, whole some and cooked

meal; and in case of any negligence in the supply of the cooked

meal, the Second Party shall be accountable.

Food and Nutrition Norms -

9. The Second Party, shall supply hot cooked meal per child per

day having requisite at least 525 kilo calories and 12 grams

protein with the free permissible allocation of food grains (180

grams for primary and 265 grams for upper primary per child

per day) as per menu prescribed for per child per day for

children studying in classes I -V; and at least 742.05 K. calories

and 20 gramsgrams protein to children studying in classes VI -

VIII; in the schools covered under Mid Day Meal Scheme of

.............(Name of District / Districts). In case of any change in

food norms of meals by State Government from time to time,

the second party shall adhere to changed menu.

10. The second Party shall supply the cooked meal having 525 K.

calories and 13 grams of protein for children studying in

classes I-V and 743 K. calories and 19.5 gramsprotein for

students of classes VI-VIII. In case of any change in menu, the

second party shall adhere to the revised menu, with the

prescribed norms of calories and protein and other micro

nutrients. The second party has no right to alter or change the

menu prescribed by First Party. The details of menu to be

supplied is at Schedule-II)

11. The second Party shall adhere to the weight norms for the per

meal cooked food in accordance with the menu finalized by the

first party so as to ensure adequate supply of hot cooked food

as per the norms. (Details of weight norms at Schedule-III)

12. Cooking Cost – The First Party will reimburse the cooking cost to

the second party @ Rs.6.78 (per meal cooking cost) per child per

school day for primary school children and Rs.10.17 (per meal

cooking cost) per child per school day for upper primary school

children (or as per the instructions /norms of GOI/State

Government issued from time to time).

13. Supply of Food grains

13.1 The second party shall lift the food grains from FOOD

CORPORATION OF INDIA godown on the basic of Release

order issued by the First Party based on allotted number of

children and working days. Subsequently transportation charges

will also be reimbursed to the Second Party as per the rates fixed

by the Government of India or by the State Government. Or

13.2 The First party shall make arrangement for delivery of food grains

at the centralized kitchen on the basis of allotted number of

children and working days.

14. Monthly Report / Bill – The second party shall furnish a monthly

report to First Party on lifting and utilization of food grains, number of

children covered for onward transmission to the state Government /

Central Government. The Second party will also submit the duly

verified bills on 7 of the next month. The First Party will ensure

payment within one week upon receipt of duly verified bills from the

15. The supply of cooked meal shall contain 525 K. calories and 12 grams of

protein for children studying in classes I-V and 742.05 K. calories and

grams protein for children studying in classes VI-VIII. In case more than

5% deviation is found in the preparation / specification and the supply is

otherwise not fit for consumption, the bill of such supply claimed by the

second party shall be deducted proportionately; the testing fee if, any

shall be borne by second party for the testing of the sample.

16. If the quality of the product is found sub-standard other than explained

above as specified in clause 15, the school reserves the right to refuse to

take the supply and the school shall have the right to return the whole

or part of the cooked meal supplied to school as the occasion may arise.

No claim for compensation for such supply from the supply from the

second party shall be entertained.

17. Designated authorities from Department of health / Food & Drugs /

Officers of State Government / Head of the school / designated teacher

may pick up sample of cooked meal at any time out of the supply being

made at the school and get them tested for ascertaining the energy and

nutritive value of the food.

18. The First Party shall get the samples tested from Government

recognized/listed reputed laboratory regarding requisite calories and

proteins contents at its own cost at regular intervals.

19. The supply order shall be placed by the head of the school. The number

of children for whom cooked meal is required for the next day shall be

obtained by the second party from the head Teacher / In-charge of

concerned school. Every effortshall be made by both the head of

concerned school and second party that the cooked meal received /

served is in accordance with the attendance of the day.

20. The second party shall not entrust / sub contract the PM POSHAN

SCHEME supply or divert any part of the assistance (food grains/funds)

to any other Organization / agency.

21. The meal shall be supplied at the fixed time on every school day. Late

supply shall not be accepted. In case the second party fails to supply the

cooked meal on any particular day, the authorities shall have the option

to procure the supply from the market and the cost shall be deducted

from the bills the second party.

22. The Second Party shall be solely responsible for any mishap/causality on

account of contaminated cooked meal supplied in the school. In such

an event, action against the Second Party shall be initiated as per the

23. That if, it is found at any stage that the meals supplied by the Second

Party is found to be adulterated, contaminated or substandard in any

manner, in that eventuality, the entire civil and criminal liability arising

out of that shall rest entirely on the Second Party.

24. By Community – The members of the School Management Committee,

Parent Teacher Association and Panchayati Raj Institute / Urban local

bodies shall also have the privilege to supervise the quality and quantity

of supplied meal. If the quality is inferior or the supply is not in

accordance with the schedule given by the First Party / School the

community members may advise the school to refuse acceptance of

25. By Technology - The Second Party shall install IP enabled CCTV cameras

with appropriate recording backup and maintain them in good working

condition at all 24 hours times in the kitchen. The Second Party shall

make available the credentials to the First Party to monitor and review

with a provision of minimum one week data.

26. By Officials - The designated officers of the State Government shall

periodically visit the school in order to ensure hygiene, quality and

quantity of the food being supplied.

27. State Government shall be at liberty to add / alter any of the condition

for supply of cooked meal at any time during the contract period as per

the need/requirement for any day.

28. Annual Audit Report- The second party will furnish an annual audit report

along with audited statement of accounts in terms of all grants received from

the State Government, donation received in the name of Mid Day Meal

Scheme, both in cash and kind, duly certified by an approved Auditor to the

29. The second party shall submit signed commitment to return to the state

Government any permanent /semi permanent assets acquired by the second

party from the grants received under the PM POSHAN SCHEME, once the

second party ceases to undertake the supply work unless and until the

centralized kitchen are constructed solely by the second party.

30. Notice period – That in the event, Second Party desires to stop the supply of

the meal for any reason, it shall give three months notice in writing to the First

Party, failing which the Second Party shall be liable for penalties as decided by

the State Government.

31. Notice period – The First Party shall be at liberty to modify or terminate the

agreement at any time during the contract period by giving 30 days notice.

32. Notice period – The First Party can terminate this agreement, giving 3 months’

notice if the MHRD, Government of India does object to this arrangement.

33. Arbitration – In the event of any dispute arising out of the contract

between the parties here to, the same shall be referred to the sole

arbitration of the State Government or any officer appointed by the

State Government on its behalf. The proceeding held by the arbitrator in

making award will be in accordance with the provisions of Indian

Arbitration and Conciliation Act, 1996 or any statutory amendments

thereof. The award of the arbitrator shall be final and binding on the

34. Second party is bound to follow all instructions of M.H.R.D and

Government Resolutions of Education Department as stated below,

1) Government Resolution of Education Department No.MBY-

2) M.H.R.D Letter No. F-1-7/2010-Desk (PM POSHAN SCHEME) dated

3) G.R. Education Department for appointing Cook cum Helper No.

PM POSHAN SCHEME/102016/415141/R, dated 03/10/2016.

4) G.R. Education Department about Honorarium to Cook-cum-

Helper No. MBY/102009/1496-R, dated 11/11/2016 and G.R.

Education Department about Honorarium to Cook-cum-Helper

5) G.R. Education Department for Cooking cost No.ED/RMR/e-

file/3/2022/3432/R-MDM, dated 18/04/2023.

Both Parties have read the above mentioned clauses and

agreed to the same.

IN WITNESS WHEREOF the parties hereto have set their

respective hands to this Indenture of Agreement on the date,

month & year herein above written.

WITNESSES Parties of theFirst Part

WITNESSES Parties of the Second Part