Selection of an Agency for providing Comprehensive Facility Management & Catering Services at SPIPA Campus, Ahmedabad

Form 2: Format for Power of Attorney for Authorised Representative ..............................................................

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

1. The Request for Proposal (RFP) is issued by Sardar Patel Institute of Public Administration

(SPIPA) or the “Authority”

2. The information contained in this RFP is selective and is subject to updating, expansion, revision and

amendment. It does not, and does not purport to, contain all the information that a Bidder may require.

Neither Authority nor any of their officers; employees nor any of its advisors / consultants undertakes

to provide any prospective bidder with access to any additional information or to update the

information in this RFP or to correct any inaccuracies therein which may become apparent. Each

prospective bidder must conduct its own analysis of the information contained in this RFP or to correct

any inaccuracies therein that may this RFP and is advised to carry out its own investigation into the

proposed Project, the legislative and regulatory regime which applies thereto and by and all matters

pertinent to the proposed Project and to seek its own professional advice on the legal, financial,

regulatory and taxation consequences of entering into any agreement or arrangement relating to the

proposed Project.

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

other person. The purpose of this RFP is to provide interested parties with information that may be

useful to them in making / submitting their Bids (technical and financial bids) pursuant to this RFP.

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

Authority in relation to the Project. Such assumptions, assessments and statements do not purport

to contain all the information that each Bidder may require. This RFP may not be appropriate for all

persons, and it is not possible for the Authority, its employees or advisors to consider the investment

objectives, financial situation and particular needs of each Bidder who reads or uses this RFP. The

assumptions, assessments, statements and information contained in the Bidding Documents, may

not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own

investigations and analysis and should check the accuracy, adequacy, correctness, reliability and

completeness of the assumptions, assessments, statements and information contained in this RFP

and obtain independent advice from appropriate sources.

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

depend upon interpretation of law. The information given is not intended to be an exhaustive account

of statutory requirements and should not be regarded as a complete or authoritative statement of law.

The Authority accepts no responsibility for the accuracy or otherwise for any interpretation or opinion

on law expressed herein.

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

liability to any person, including any applicant or Bidder under any law, statute, rules or regulations

or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or

expense which may arise from or be incurred or suffered on account of anything contained in this

RFP or otherwise, including the accuracy, adequacy, correctness, completeness or reliability of the

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

RFP and any assessment, assumption, statement or information contained therein or deemed to form

part of this RFP or arising in any way for participation in this bid stage.

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

howsoever caused arising from reliance of any Bidder upon the statements contained in this RFP.

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

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

contained in this RFP at any time during the Bidding Process.

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

Preferred Bidder, as the case may be, for the Project and the Authority reserves the right to reject all

or any of the Bidders or Bids without assigning any reason whatsoever. Mere submission of a

responsive Bid does not ensure appointment of the bidder as Preferred / Selected Bidder.

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

Bid including but not limited to preparation, copying, postage, delivery fees, expenses associated

with any demonstrations or presentations which may be required by the Authority or any other costs

incurred in connection with or relating to its Bid. All such costs and expenses will remain with the

Bidder and the Authority shall not be liable in any manner whatsoever for the same or for any other

costs or other expenses incurred by a Bidder in preparation or submission of the Bid, regardless of

the conduct or outcome of the Bidding Process.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

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

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

defined in the singular has the corresponding meaning used in the plural and vice versa.

2. Reference to any gender includes the other genders;

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

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

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

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

exhibits, schedules, appendices, and the like incorporated therein, as the same may be amended,

modified, supplemented, waived, varied, added to, substituted, replaced, renewed, or extended, from

time to time, in accordance with the terms thereof;

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

whether or not so followed;

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

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

reproducing words in a visible form;

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

the terms of this RFP;

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

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

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

refer to this RFP and not to any particular Article, Clause or Section of this RFP. The terms “Article”,

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

of this RFP so specified;

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

provisions of the Agreement shall prevail over and supersede the provisions of other documents;

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

and are not intended as complete or accurate descriptions of content thereof and shall not be used

to interpret the provisions of the Agreement; and

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

meaning as ascribed to them in the Agreement.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

1 Information to Bidders

1.1.1 Sardar Patel Institute of Public Administration (SPIPA), hereinafter referred to as “Authority”

was established by the Government of Gujarat in 1962 as the apex Training Institution of the

state. The Institute was renamed as Sardar Patel Institute of Public Administration in 1974. It

became on autonomous body (registered under the Societies Registration Act, 1860) in October

2004, so as to gain that essential flexibility in fulfilling its role and meeting the expectations of the

State Government.

1.1.2 SPIPA is established to impart training to all the departments and offices of the State

Government; and for this purpose, it assesses the training and skill up-gradation needs for

various categories of officers. It acts as a think tank for the government in matters of

administrative reforms, good governance, rural development and panchayati raj institutions,

amongst other sectors, and ploughs back solutions to the same. The institute also conducts

various symposia and conferences, on its own or on behalf of the Central and State

Governments. The Authority has several campuses across the State to support these activities,

with the main campus being opposite ISRO, Satellite Road, Ahmedabad.

1.1.3 The Authority now intends to engage an experienced agency (singly or a consortium of

members) for providing Comprehensive Facility Management & Catering Services at the

main SPIPA Campus, Ahmedabad. The campus is spread over about an area of 8 acres. The

Agency shall be responsible for providing food and beverage services, overall operation,

maintenance, housekeeping, and upkeep of the campus, ensuring high standards of efficiency,

safety, hygiene, and service delivery throughout the Agreement Period.

1.1.4 The Authority expects the Agency to deliver a consistently high standard of service to the

students, trainees, officers, and staff of SPIPA, ensuring that all service benchmarks are

maintained at a level which are as per the best industry practices benchmarked at a

minimum of three-star hotel level.

The broad scope of work to be provided by the Agency shall be as below:

a) Provide overall facility management services and maintenance contracts (without parts

replacement) for various electrical and electronic fittings, like- lifts (3 nos.), computer (about

150 nos.) and peripherals (like Projectors), geysers, AC (VRV, cassette AC, Split AC etc.),

solar rooftop system and RO water purifier.

b) Provide overall housekeeping and sanitation services of the entire campus including

hostel and office area, across shifts. The Agency shall provide services towards cleaning of

rooms, offices, furniture, walls, windowpanes, dining areas, toilets etc. The Agency shall

also provide laundry services including changing of linen in hostel and guesthouse, curtains,

towels etc. The Agency may, at its discretion, extend additional laundry services to guests

on a chargeable basis, with payments to be settled directly by the guests as and when

c) Provide Food and Beverage services including

• Mess services (only lunch and dinner) for the hostel students

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

• F&B Services for other students, visitors, trainees across various cadres, officials etc.

• Tea / Coffee for SPIPA Officials

• Catering services during training events

• Setting up of a Tuck shop in the garden area – revenues from the same shall accrue

d) Provide support during training events, conferences and lectures through assistance

in venue set up, banners, stage, bouquet, catering services, training kits etc.

e) Provide landscaping services, including pruning, mowing, planting, watering in the garden

The scope of work towards routine maintenance would include minor repairs, general

maintenance but exclude any replacement of parts. In case there is a requirement of

replacement, the same shall be done by the Agency, and the cost (which has been pre-approved)

shall be reimbursed by the Authority. The scope of work doesn’t include any civil work. The

Authority shall provide a store and office space for the Agency.

1.1.5 The detailed scope or work, along with details of various resources to be provided is included in

1.2 General Conditions

1.2.1 Bidders who wish to participate in online tender will have to procure / should have legally valid

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

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

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

Government of India.

1.2.2 In case Bidders need any clarifications or if training required to participate in online tenders, they

can contact (n)Procure Support team: -

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

(n)Procure Cell

304, GNFC Infotower, S. G. Road,

Bodakdev, Ahmedabad – 380 054 (Gujarat)

Contact Details:

TOLL FREE NUMBER: 7359 021

E-mail: [email protected]

1.2.3 The Bidder may be a Single Entity or a Consortium of two parties (including the Lead

Member). Bidders shall furnish all relevant information, as per the formats provided in the

Request for Proposal (the “RFP”).

1.2.4 Bids submitted by a consortium of up to maximum two members (including the Lead Member)

shall comply with the following requirements:

i. Consortium Agreement, as per Format placed in Form 7, duly signed by all the members of

the Consortium shall be submitted along with the Bid. The members of the consortium shall

nominate one of the members of the consortium thereof as the Lead Member (subject to

fulfilling the conditions stipulated in the RFP).

ii. The Consortium Agreement shall clearly state the roles & responsibilities, proposed to be

shared, among the members of consortium during the Project implementation.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

iii. The Lead Member shall be authorized by all members of the consortium to act for and on

behalf of the Consortium including interacting with Authority, receive instructions etc.

iv. The Lead Member and other Consortium member shall be jointly and severally liable for the

implementation of the Project in accordance with the terms of the Draft Consultancy

Agreement and a statement to this effect shall be included in the Consultancy Agreement.

v. All the information as per the requirements of the RFP shall be provided to the Lead Member

of the Consortium by the Authority.

vi. The Bid shall be legally binding on all the members of the Consortium.

1.2.5 Bidders shall furnish all relevant information, as per the formats provided in the Request for

Proposal (the “RFP”).

1.2.6 Bids, as submitted by the Bidders, shall have a Bid Validity of 180 Days (or “Calendar Days”)

from the last date of Technical Bid Submission. The Authority will make its best effort to complete

negotiations within this period. Should the need arise, however, the Authority may request

Bidders to extend the validity period of their Bids.

1.3 Clarifications and Amendment of RFP Documents

1.3.1 Bidders may request clarification on any of the points contained in RFP documents up to the

number of days as indicated below. Any request for clarification must be sent in writing by paper,

mail and electronic mail to the Authority's address as indicated. The Authority will upload

response to all such requests received by it on the website https://tender.nprocure.com/.

1.3.2 Queries, if any, proposed to be raised at the pre-bid conference by the Bidders should be

submitted in writing (over email or a letter) least two (2) working days before the date of the Pre-

Bid Conference to the Official as below:

Address: Director General

Sardar Patel Institute of Public Administration (SPIPA)

Opp ISRO, Satellite Road,

Satellite, Ahmedabad-380

Email: [email protected]

1.3.3 A maximum of two representatives of each Bidder shall be allowed to participate on production

of Authorization letter from the Bidder.

1.3.4 At any time before the submission of Bids, the Authority may for any reason, whether at its own

initiative or in response to a clarification requested by a Bidder, modify the RFP documents by

amendment. Any such amendment shall be issued in writing through Corrigenda. Corrigenda

shall be uploaded on the website as mentioned above and shall be binding on all Bidders. The

Authority may at its discretion extend the deadline for the submission of Bids.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

1.4 Bidding Schedule

S. No Event Key Date and Time

1 Issue of RFP (Bid) Document 15/07/2026

2 Site Visit 22/07/2026 from 1100 to 1200 Hrs.

Venue: Sardar Patel Institute of Public

Administration (SPIPA), Opp. ISRO, Satellite,

3 Pre-Bid Meeting 22/07/2026 at 1200 noon

Venue: Board Room, Sardar Patel Institute of

Public Administration (SPIPA), Opp. ISRO,

Satellite, Ahmedabad -

Link for online meeting:

https://meet.google.com/opr-ehru-rqd

4 Last Date for Online 14/08/2026 up to 1500 Hrs

Submission of Technical and

5 Last Date for Submission of 17/08/2026 up to 1500 Hrs

Physical Copy of Technical Bid

6 Opening of Technical Bid 17/08/2026 up to 1530 Hrs

7 Presentation by the Bidders Will be intimated to the Qualified Bidders

8 Opening of Financial Bids Will be intimated to the Qualified Bidders

1.5 Preparation of Bids

1.5.1 The Bidders are required to submit the Bid in two parts in two separate envelopes / parts and put

together in one single outer envelope. The two parts shall be captioned as follows on the

respective envelopes:

(a) Part 1: Bid Processing Fee & EMD and

(b) Part 2: Technical Bid

The Financial Bid needs to be submitted online on https://tender.nprocure.com/ only

1.5.2 The Bid shall be written in English only. If the supporting documents and printed literature

furnished with the Bid are in a language other than English, official translated documents shall

be provided and should be duly authenticated and certified by the respective Bidder. Supporting

documents and printed literature submitted with the Bid, which are not translated into English,

may not be considered, for the purpose of interpretation and evaluation of the Bid.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

The Part-1 submission (Cover-1) shall contain the following information as described in ensuing

PART 1: Bid Processing Fee and EMD as per details provided in RFP.

1.5.3 Bids submitted without Bid Processing Fee and / or EMD shall be summarily rejected and will not

1.5.4 In preparing the Technical Bid, Bidders are expected to examine the submission documents /

format / enclosures etc., comprising this RFP in detail. Material deficiencies in providing the

information requested may result in rejection of the Bid.

1.5.5 The Technical Bid must provide the following information, using but not limited to the formats as

indicated below:

- Form 1: Technical Bid Submission Form

- Form 2: Format for Power of Attorney for Authorised Representative

- Form 3: Financial Summary of the Bidder

- Form 4: Format for Letter of Undertaking

- Form 5 (a), (b) & (c): Format for Showcasing Experience

- Form 6: Format for Bank Guarantee (if applicable)

- Form 7: Format for Consortium Agreement (if applicable)

1.5.6 The Technical Bid must not include any financial information.

PART 3: FINANCIAL BID – to be strictly submitted online only

1.5.7 In preparing the Financial Bid, Bidders are expected to take into account the requirements and

conditions of the RFP documents. It should include all costs associated with the Project, including

(a) remuneration to the staff (onsite and offsite) and (b) rentals / fixed rates / reimbursable such

as subsistence (per diem, housing), transportation (for mobilization and demobilization), services

and equipment (vehicles, office equipment, furniture, and supplies), office rent, insurance,

printing of documents, training, software license, own staff training program, etc. as components

of this Project. The Financial Bid should clearly identify and include all the taxes, duties, fees,

levies and other charges imposed under the applicable law, on the Bidders, and their personnel,

and include as part of their offer, and show only GST separately.

1.5.8 Bidders have to express the price of their services in the format as indicated in the sample format

placed at Annexure 1: Financial Bid Submission Form (to be submitted online only on

https://tender.nprocure.com/).

1.5.9 Conditional Tenders / bids shall not be accepted.

1.6 Submission, Receipt and Opening of Bids

1.6.1 The original bid shall be prepared in indelible ink. It shall contain no inter-lineation or overwriting,

except as necessary to correct errors made by the Bidder. Any such corrections must be initialled

by the person who signs the Bids.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

1.6.2 Each of the bids, along with their relevant enclosures should be bound, paginated, with an index

of submission on the first page.

1.6.3 An authorized representative of the Bidder shall initial all pages of Technical Bid. The

representative's authorization shall be in the form of a written Power of Attorney accompanying

the Bid, or in any other form demonstrating that the representative has been duly authorized to

1.6.4 The Bid Processing Fee and the EMD must be in one Envelope (Cover-1) and Technical Bid

must be in another Envelope (Cover-2). The envelope must be clearly marked on top as

"Technical Bid”. A soft copy of Technical Bid, in PDF format on pen drive, should also be placed

in the cover containing the Technical Bid.

1.6.5 The two separate envelopes containing the Bid Processing Fee and EMD and Technical Bid,

should be placed in one cover and addressed to Authority (as per the given detailed address)

and labelled the Project name clearly. The Bid shall be sent at the following address:

Director General,

Sardar Patel Institute of Public Administration (SPIPA)

Opp. ISRO, Satellite Road,

Satellite, Ahmedabad-380

1.6.6 The completed Bids must be delivered / submitted on or before the submission time and date as

stated in Bidding Schedule. The Authority shall not be responsible for misplacement, losing or

pre-matured opening, if the outer envelope is not sealed and / or not marked as stipulated.

After the deadline for submission of Bids, the Technical Bid envelope shall be opened in the presence of

the Bidders / their Authorized Representatives who choose to attend on the date and time indicated in

the Bidding Schedule

Important Note:

a. Bidders are required to be upload Technical as well as Financial bid on n-procure website

as per terms of this RFP.

b. The complete set of the Technical Bid (including Forms, Letters, various documentary

proofs etc), as being uploaded by the Bidder shall also be submitted in the Hard copy,

along with a copy of the same in a pen drive along with the Bid Submission.

c. Financial Bids are to be uploaded on the website only as mentioned in the RFP.

• The Financial Bid shall not be submitted with the Technical Bid. Submission of

Financial Bid along with Technical Bid will lead to the disqualification of the Bidder.

1.7 Bid Evaluation

1.7.1 The responsive Bids shall be evaluated on the principal of Quality cum Cost basis in the ratio

of 60 (technical) and 40 (financial). Technically eligible bidder scoring the highest marks shall

be the Preferred Bidder.

1.7.2 The Price Bid or the “Net Fee” shall be calculated based on the difference between the Total

Annual Fee being sought by the bidder across various sub-components and Total Annual

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Premium (accruing from food kiosks, other value added services, and catering services to be

provided to other department training) that the bidder proposes to share with the Authority.

1.7.3 Authority or any of its agencies reserves the right to seek additional information and/or

clarification from the Bidders, if found necessary, during the course of evaluation of the Bids.

Non-submission, incomplete submission or delayed submission of such additional information

and / or clarifications sought by Authority or any of its advisors / consultants, may be a ground

for rejecting the bid or evaluation of the Bid as the Authority deems fit.

1.7.4 The following procedure shall be adopted in evaluating the bids:

Stage 1: Test of Responsiveness

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

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

be considered responsive only if:

▪ It is received by the Bid due date including any extensions thereof.

▪ The Part-1 submission (Cover-1) shall contain the Bid Processing Fee and EMD as defined

o Bid Processing Fee: Bidder has to furnish, as part of its submission, non-refundable

Bid Processing Fee amounting to Rs. 5,000/- (i.e. Rupees Five Thousand only).

The Bid Processing Fee shall be submitted in the form of a Demand Draft drawn in

favour of Sardar Patel Institute of Public Administration, payable at Ahmedabad.

o Earnest Money Deposit: Bidder has to furnish, as part of its submission, Bid Security

/ Earnest Money Deposit amounting to Rs. 15,00,000/- (Rupees Fifteen Lakhs only)

in the form of either Bank Guarantee (BG) (Refer to Annexure 2 for List of Banks

and format placed at Form 6, in case Bid Security is being submitted in the form

of Bank Guarantee) or a Demand Draft. The EMD of the unsuccessful bidders shall

be returned, without any interest, by the Authority preferably within 15 days of the

signing of the Agreement with the Successful Bidder. The EMD of the successful

bidder shall be returned upon submission of the Performance Guarantee.

o Bidders must ensure that the purchaser of the DD towards Bid Processing Fee and

Earnest Money Deposit should be the Bidder (or any member of the consortium) only.

DDs purchased under the hand/in the name of any purchaser other than the Bidder

(or any member of the consortium) may render the bid non-responsive.

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

Responsive Bids, fulfilling the criteria as given above, shall be evaluated as per Stage 2 given

Note: Bidders must take utmost care that the submission made by them shall also adhere

to the following:

▪ The validity period of the Bid Security, in case of DD, shall not be less than 60 (Sixty) days

from the Bid Due Date (which shall be extended on mutual agreement) and in case of a

BG, shall not be less than 180 (one hundred and eighty) days from the Bid Due Date,

and may be extended as may be mutually agreed between the Authority and the Bidder

from time to time.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

▪ The validity period of the Bid Processing Fee, in the form of Demand Draft, shall not be

less than 60 (Sixty) days from the Bid Due Date

▪ It is signed, sealed, bound together and marked as stipulated in this RFP document.

▪ It is received as per the formats prescribed in the Section 3 – Technical Bid Forms of the

▪ It contains information in formats same as those specified in this RFP Document.

▪ It contains the necessary documentary proof as specified in the checklist mentioned in

Stage 2: PQ Evaluation

1.8 Pre-qualification Criteria

1.8.1 Sole Bidder / both members of the Consortium should be a legal entity in the form of Company

registered under the Companies Act of India, 1956 (or later) OR a Partnership Firm (including

LLP) OR Proprietorship Firm. Sole Bidder / Lead Member of the Consortium should be in

existence for at least five years, in India as on the Bid issue date. Individuals are not allowed

to participate in this tender.

1.8.2 Sole Bidder / Lead Member of the Consortium must have recorded a Minimum Average Annual

Turnover (standalone turnover, net of GST) of Rs. 5.00 Cr. (Rupees Five crores only) in three

consecutive financial years in the last four financial years (2022-23 to 2025-26).

1.8.3 Sole Bidder / any Member of the consortium, must have provided services (completed or

ongoing with a minimum continuous period of 12 months), during the last 7 years, in India

as on the bid issue date towards either Catering Services to Government Clients and / or

Mess / Canteen Services to Institutions (Educational Institutions / Hospitals / Offices –any

▪ One similar work with a total fee not less than Rs. 1.28 crores (exclusive of taxes)

▪ Two similar works with a total fee not less than Rs. 0.80 crores (exclusive of taxes)

▪ Three similar works with a total fee not less than Rs. 0.64 crores (exclusive of taxes)

1.8.4 The Bidder (Sole Bidder / any Member of the consortium) must have provided at least two

services (completed or ongoing with a minimum continuous period of 12 months), related

to 1) operation & maintenance and / or 2) housekeeping and / or 3) facilities management and /

or 4) landscaping, during the last 7 years, in India as on the bid issue date as below, for

Government Clients:

▪ One similar work with a total fee not less than Rs. 1.28 crores (exclusive of taxes)

▪ Two similar works with a total fee not less than Rs. 0.80 crores (exclusive of taxes)

▪ Three similar works with a total fee not less than Rs. 0.64 crores (exclusive of taxes)

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

a. For prequalification criteria 1.8.3 & 1.8.4, projects that:

▪ Include scope / elements beyond those explicitly listed above,

▪ Operate on a financial model where the net payable amount to or by the bidder is calculated

as revenue minus fee, or

▪ Are structured as Public-Private Partnership (PPP) projects wherein overall Operations &

Maintenance (O&M)—including any of the aforementioned activities—is part of the scope.

The bidder must furnish documentary evidence from the client’s clearly substantiating the

fee component attributable solely to eligible services. Only upon such substantiation

shall the project be considered eligible for evaluation.

b. Bidders who have provided eligible services as per the pre-qualification criteria 1.8.3 and 1.8.4,

within the same mandate and subject to the terms and conditions of these criteria, may submit

the same project for qualification and marking under both criteria. However, the fee component

for each service must independently satisfy the respective criterion. Bidders are also requested

to take note that in an event, the bidder is not able to establish the fee breakup through

documents from the client’s side, only in a scenario same project is submitted under the pre-

qualification criteria 1.8.3 and 1.8.4, they may submit a CA certificate, strictly as per the format

included at point c under Form

c. Standalone Manpower mandate, albeit towards providing resources for operation &

maintenance and / or housekeeping and / or facilities management and / or landscaping, shall

not be considered eligible.

d. For prequalification criteria 1.8.3, at least one eligible project should be for a Government

e. Members of the Consortium may pool in their projects for pre-qualification criteria 1.8.3 and 1.8.4.

f. Decision of the Authority towards adjudging similar projects shall be final and binding on the

Bids qualifying as per the PQ Criteria, given above, will be eligible for the next stage of evaluation, i.e.

Stage 3: Technical Bid Evaluation.

Stage 3: Technical Bid Evaluation:

1.8.5 The Authority will carry out evaluation of Technical Bids, based on the point / marks system as

specified in the Table below. Each pre-qualified bid shall be attributed a Technical Score.

1.8.6 The Technical Qualification would carry marks as below:

Sr no Aspects Max Marks

1 Average Annual Turnover for the Bidder as per the requirements

of pre-qualification criteria 1.8.2:

▪ > Rs. 5.00 crore & < Rs. 7.50 crores: 15 marks

▪ > Rs. 7.50 crores & < Rs. 10.00 crores: 17.5 marks

▪ > Rs. 10.00 crores: 20 marks

2 Total fee from eligible projects (as per prequalification criteria

1.8.3) being undertaken by the Bidder or Any / both Member of the

▪ If Y is > Rs. 1.28 Crores & < Rs. 1.92 Crores = 15 marks

▪ If Y is > Rs. 1.92 Crores & < Rs. 2.24 Crores = 20 marks

▪ If Y is > Rs. 2.24 Crores = 25 marks

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Sr no Aspects Max Marks

Where Y is the fee from eligible projects.

3 Total fee from eligible projects (as per prequalification criteria

1.8.4) being undertaken by the or Any / both Member of the

▪ If Y is > Rs. 1.28 Crores & < Rs. 1.92 Crores = 15 marks

▪ If Y is > Rs. 1.92 Crores & < Rs. 2.24 Crores = 20 marks

▪ If Y is > Rs. 2.24 Crores = 25 marks

Where Y is the fee from eligible projects.

4 Technical Presentation

▪ Detailed methodology for O&M for all project components

and scope mentioned in the RFP document

▪ Proposed innovation in services (eg. healthy meals,

technology-based monitoring of services, feedback

mechanism, similar)

▪ Use of technology, mechanized cleaning and other such

▪ Proposed service levels in F&B and FMS – detailed menu

and presentation, FMS standards etc.

▪ Experience of the bidder in providing similar services in

VIP / VVIP buildings like - (Rajya Sabha / Vidhan Sabha /

Rashtrapati Bhavan / Raj Bhawan / State Bhawans /

Consulates / Airports / Similar)

▪ Proposed Team Members

▪ Awards, accolades and certifications

TOTAL MARKS 100 marks

1. For all the submitted projects, it is mandatory to submit documentary evidence to substantiate

the scope of work, duration, successful completion, performance, project type, fee, and any

other aspect for which marks are being sought and the same shall be submitted in the form

of Work Order, Agreement, Completion / Performance Certificate from the Client.

2. Decision of Authority towards adjudging similar projects shall be final and binding on the

3. The Bidders must ensure that they submit Form 5 diligently as per the following

i. Bidder must note that eligible projects as per the criteria mentioned in this RFP

(type, cost, duration etc) shall only be listed under Form

ii. All projects as listed under Form 5 must be duly backed by the documentary

iii. Additional certificates / Workorder/ Agreements etc included in the bid but not

listed under Form 5 may not be considered towards evaluation.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

4. While Bidders are not required to include the Technical Presentation, with their Technical Bid

submission, they must take note that the Authority may invite for technical presentation at a

short notice and Bidders should be prepared with the same. No extension in this regard shall

be given at a later stage.

5. It is advised that Senior Member/s from the Pre-Qualified Bidder’s Organization to remain

present for making the Technical Presentation to the Committee. Further the presentation

should be concise and should not exceed more than 15 minutes (~30 slides). Failure of the

bidder to be available for the Technical Presentation as per the schedule, may lead to

disqualification of the Bidder, forfeiting of the EMD and blacklisting for further tenders.

Stage 4: Financial Bid Evaluation:

1.8.7 After the evaluation of technical proposal is completed, the Authority may at its discretion, notify

those Bidders whose Technical proposals were considered non-responsive and not qualifying as

per the conditions of the RFP, indicating that their Financial Proposals will not be opened.

1.8.8 To qualify for Financial Bid Evaluation, the Bidder should have scored at least

a) 70 marks out of 100 marks in the technical evaluation and

b) 15 marks out of 30 marks in the Technical Presentation.

Such Bidders shall be called “Technically Eligible Bidders”.

1.8.9 The Price Bid or the “Net Fee” shall be calculated based on the difference between the

Fee being sought by the bidder across various sub-components and Premium (accruing

from food kiosks, meals taken by the staff / visitors directly, catering, event management

and laundry services to be provided to other departments / guests etc) that the bidder

proposes to share (Fixed Monthly Premium) with the Authority.

For the sake of clarity, “Fee” is being defined as the payment being sought by the Agency from

the Authority for providing services as per the requirements of this tender, and “Premium” is

being defined as the amount being paid by the Agency with the Authority, for the revenue being

earned by it, from selected services as per this tender

1.8.10 The price bid to be considered for evaluation shall exclude GST, but shall include all the other

1.8.11 The Evaluation Committee shall consider the evaluated “Financial Bid” and calculate the

“Financial Score” in the following manner.

Sf= 100 x Fm/F in which,

Sf is the 'Financial Score' of the Financial Bid being evaluated.

Fm is the computed lowest financial Bid (inclusive of all taxes but excluding GST).

F is the Computed Price of the Bidder under evaluation (inclusive of all taxes but

excluding GST).

The Technical Score (St) shall be equal to the marks received in the Technical Evaluation as

The weights given to the Technical and Financial Proposals are:

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Proposals will be ranked according to their combined Technical Scores (St) and Financial Scores

(Sf) using the weights indicated above. Final scores will be calculated as under:

T = the weight given to the Technical Proposal;

P = the weight given to the Financial Proposal; and

The bids shall be evaluated based on the principles of QCBS in the ratio of 60 (technical) and

(financial). Technically eligible bidder getting Highest Score (technical plus financial) shall be

the Preferred Bidder and would be awarded the bid.

1.8.12 In the event of two or more bidders have the same Price Bid, the Authority may invite those

bidders to submit a fresh/revised price offer, which shall not be higher than the previous offer,

within a stipulated time / mode, for the purpose of identifying the final H1 bidder.

1.9 Negotiations

1.9.1 Prior to the expiration of period of validity of Bid, Authority shall notify the Preferred Bidder who

has emerged the H1 bidder and invite them to negotiate.

1.9.2 The Authority at its discretion may seek the breakup of the financial bid from the Preferred Bidder.

The Authority also reserves the right to negotiate on individual item of the Price Bid.

1.9.3 If negotiations fail, Authority will invite the second ranked bidder (H2), to negotiate.

1.10 Award of Work

1.10.1 After completion of negotiations with the Preferred Bidder, the Authority shall award the work to

the Preferred Bidder by issuing a Letter of Award.

1.10.2 The Preferred Bidder with whom the Agreement (the “Agreement”) is signed is expected to

commence the Project on the date as indicated by the Authority during the negotiation meeting.

1.10.3 The Preferred Bidder shall be required to submit a Performance Guarantee which shall be equal

to 5% of the Total Annual Fee (for that particular year), in the form of a Bank Guarantee as

a pre-requisite to signing of the Agreement. The Performance Guarantee shall be submitted

within 30 days of the issue of the Letter of Award (the “LoA”) and shall be kept valid for

months from the date of signing of Agreement. Failing to adhere to the said conditions might

lead to the withdrawal of the Letter of Award, in addition to forfeiture of the EMD and blacklisting

from further tenders. Additionally, 5% retention money from each bill shall be deducted and

released back on an annual basis, without any interest and provided there are no pending

dues of any nature.

1.10.4 The Performance Guarantee, as submitted, shall have to be renewed by the Agency on an annual

basis, during the Agreement Period.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

1.11.1 Information relating to evaluation of Bids and recommendations concerning awards shall not be

disclosed to the Bidders who submitted the Bids or to other persons not officially concerned with

the process without the consent of the appropriate Authority.

1.11.2 The Agency, its Sub-Agencies and the Personnel of either of them shall not, either during the

term or within two years after the expiration or termination of this Agreement disclose any

proprietary information, including information relating to reports, data, drawings, design software

or other material, whether written or oral, in electronic or magnetic format, and the contents

thereof; and any reports, digests or summaries created or derived from any of the foregoing that

is provided by the Authority to the Agency, its Sub- Agencies and the Personnel; any information

provided by or relating to the Authority, its technology, technical processes, business affairs or

finances or any information relating to the Authority’s employees, officers or other professionals

or suppliers customers, or contractors of the Authority; and any other information which the

Agency is under an obligation to keep confidential in relation to the Project, the Services or this

Agreement ("Confidential Information"), without the prior written consent of the Authority.

1.11.3 Notwithstanding the aforesaid, the Agency, its Sub-Agencies and the Personnel of either of them

may disclose Confidential Information to the extent that such Confidential Information:

i. was in the public domain prior to its delivery to the Agency, its Sub-Agencies and the

Personnel of either of them or becomes a part of the public knowledge from a source

other than the Agency, its Sub-Agencies and the Personnel of either of them;

ii. was obtained from a third party with no known duty to maintain its confidentiality;

iii. is required to be disclosed by Applicable Laws or judicial or administrative or arbitral

process or by any governmental instrumentalities, provided that for any such disclosure,

the Agency, its Sub-Agencies and the Personnel of either of them shall give the Authority,

prompt written notice, and use reasonable efforts to ensure that such disclosure is

iv. is provided to the professional advisers, agents, auditors or representatives of the

Agency or its Sub-Agencies or Personnel of either of them, as is reasonable under the

circumstances; provided, however, that the Agency or its Sub-Agencies or Personnel of

either of them, as the case may be, shall require their professional advisers, agents,

auditors or its representatives, to undertake in writing to keep such Confidential

Information, confidential and shall use its best efforts to ensure compliance with such

1.12 Right of Rejection

1.12.1 Authority reserves the right to reject any or all Bids, to waive any informality in such Bids, to

request new Bids, to revise the RFP prior to, and including, the pre-bid meeting date, to proceed

to do the work otherwise, withdraw this RFP, not award the work, or not award a portion of work

1.12.2 The receipt of bids shall not in any way, obligate the Authority to enter into an Agreement, or any

other agreement of any kind with the Bidder. All submitted copies of the bids shall become the

property of Authority.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

1.12.3 The bid will be rejected for award if it is determined that the Bidder recommended for award has,

directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in

competing for the project in question.

1.12.4 A Bidder will be declared ineligible, either indefinitely or for a stated period of time, to be awarded

a project if Authority at any time determines that the Bidder has engaged in corrupt or fraudulent

practices in competing for or in executing, a project; and

1.12.5 A Bidder may be declared ineligible and/or blacklisted from further bidding with Authority for a

period as deemed fit by Authority, in case any misrepresentation of facts / details is found in the

bid as submitted by them at any point of time.

1.13 Documents prepared by the Agency to be the property of the Authority

1.13.1 The Agency shall treat all matters in connection with the Agreement as strictly confidential and

undertakes not to disclose, in any way, the information, documents, technical data, and know-

how given to him by the Authority without the prior written consent of the Authority.

1.13.2 The Agency further undertakes to limit the access to confidential information to those of its

employees, implementation partners who reasonably require the same for the proper

performance of the services provided however that Agency shall ensure that each of them has

been informed of the confidential nature of the confidentiality and non-disclosure provided for

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

2 Terms of Reference

2.1.1 The SPIPA complex, opposite ISRO in Ahmedabad, is spread over an 8-acre campus, located

in Ahmedabad. The campus has modern infrastructure constituting of:

• Main building constituting of a 250-seat auditorium,

• Computer labs – 2 nos.

• Seminar Halls – 5 nos.

• Lecture rooms – 17 nos.

• Administrative offices spread across 2 units

• Hostel rooms – 84 nos. for both boys and girls (including rooms for Officers / VIPs / VVIPs)

• Support infrastructure like - Dining hall, kitchen, garden area, parking, walkways etc.

2.1.2 The overall aim of this tender by the Sardar Patel Institute of Public Administration (SPIPA) is to

engage a qualified and experienced Agency for delivering comprehensive facility management

& catering services in a professional, efficient, and integrated manner, aligned with the

institutional requirements and operational standards of the campus at Ahmedabad. The tender

seeks to ensure that all services are executed with a high degree of quality, reliability, and

compliance, while maintaining a safe, hygienic, and well-managed environment for students,

trainees, officials, and visitors. The level of facility management (including housekeeping and

sanitation services) and catering should be benchmarked at a minimum of three-star hotel level.

2.1.3 The Agency shall be responsible for establishing a holistic and performance-driven service

delivery framework covering key components such as Food and Beverage services (including

mess, catering, tea/coffee services, and kiosk operations), housekeeping and sanitation of the

entire campus, maintenance and AMC of electrical, electronic and IT infrastructure, support

services during training programs and events and landscaping and gardening services. ensuring

seamless coordination, efficient resource deployment, and adherence to defined service

standards across all these functional areas.

2.1.4 The Agency must ensure that the Food & Beverage (F&B) services and the Facility Management

Services (FMS) of the campus are maintained at the highest standard, benchmarked as per the

best industry practices for a similar facility elsewhere.

2.2 Agreement Period

2.2.1 The Agreement Period shall be for a duration of 2 years, from the date of signing of the

2.2.2 The Authority shall conduct a periodic performance review and continuation of engagement shall

be subject to the sustained satisfactory performance of the Agency.

2.2.3 The Agency shall be required to initiate services, within a maximum period of 30 days from

the signing of the Agreement.

2.2.4 The Licence Period may be extended in increments of two (2) years on each occasion, subject

to a maximum of three (3) such extensions, and only upon mutually agreed terms and

conditions, provided the performance of the Agency shall be satisfactory and administrative

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

reasons. For the sake of clarity the aggregate Licence Period shall not exceed eight (8)

years. The decision of Director General SPIPA, shall be final and binding in this regard.

2.3 Scope of Work

2.3.1 Provide Food and Beverage Service

1. The Agency shall be required to provide F&B services across four major categories as

A. Mess services for the hostel students, other students, visitors, trainees

across various cadres, officials etc.

B. Tea / Coffee / selected beverage for SPIPA Officials

C. Catering services during training events

D. Setting up of a F&B Kiosk in the garden area – revenues from the same

shall accrue to the Agency

A. Mess Services

1. The Agency is expected to provide mess services (lunch and dinner) to the hostel

students / officers. The tentative timings shall be as below:

i. Lunch: 12:00 noon to 3:00 pm

ii. Dinner: 7:00 pm to 10:00 pm

2. The Menu shall be decided in consultation with the Authority. An indicative menu is

included in Annexure 3 of the RFP.

3. For the mess meals, the Agency shall cook and supply meals of wholesome quality and

in sufficient quantity as per the menu prescribed. There shall be no restriction or limitation

on the portion size of any of the items (barring desserts) as per the menu. All meals shall

be served in a buffet pattern.

4. The Agency shall display the menu for the week prominently at a designated location.

5. The Agency shall be required to prepare the food only at the kitchen area provided to

them. The Agency Shall be required to set up the kitchen, including all equipment

required for the same.

6. The Agency shall clearly demarcate spaces for putting used dishes, food wastes etc.

The Agency shall put up signages towards the same if required.

7. The Agency shall maintain a record of the meals consumed as a part of the mess

services, in a format and manner which shall be decided in consultation with the

Authority/ and submit a detailed breakup to support the invoices being raised by them.

B. Food and Beverage Services to students, visitors and staff

1. The Agency is free to provide F&B services to students, officers and visitors.

2. For mess meals (lunch and dinner), being availed specifically by SPIPA staff, the Agency

shall be required to charge at 50% of the rates as per approved financial bid for the

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

same. The rates of the meals which are a part of the mess services, if being availed by

others, shall be as per the financial bid.

3. Other items, along with their rates, being provided in the dining area, shall be discussed

and pre-approved by the Authority. The rates shall be displayed at prominent locations

4. The Agency shall directly charge under this head and retain the revenues so accrued.

C. Tea / Coffee / selected beverage services to SPIPA Officials

1. The Agency shall be required to provide tea / coffee to the staff of SPIPA at their offices

/ classrooms at least twice a day.

2. The Agency may also be required to provide green tea, lemonade, buttermilk, if so

required to the officers.

3. The standard quantity shall be 70 ml for tea, green tea and coffee and 200ml for

lemonade, buttermilk

4. The Authority shall make monthly payments towards the same.

D. Catering Services during training programs

1. The Agency may be required to provide catering services for Special Function / Events

/ Training Programs / similar as and when required by the Authority.

2. As directed by the Competent Officer from the Authority, the Agency shall be required to

provide complete catering services, including providing food & beverages, serving,

cutlery and all associated infrastructure. The menu, rates and other aspects of such

services shall be discussed and pre-decided, and a separate work order, on case-to-

case basis, in such regard shall be issued, if so required.

3. The Agency, in a special circumstance, may be required to provide food from outside as

per the requirement of institute / Authority. The scope of services for such situations shall

be discussed with the Agency and work order shall be issued for reimbursements of food

bills and any other service as required, for such cases.

4. For events which are organized by other departments at SPIPA, the Agency shall be

required to provide catering services, if so desired by them. The Agency shall work out

the rates, menu and all such items with the respective department.

5. The licence to provide this service, shall be offered to the Agency on a non-exclusive

E. Setting up a Tuck Shop in the Garden area

1. The Agency shall be required to set up a Tuck Shop in the garden area including interior

works, equipment, fitting and fixtures. Tuck Shop is being defined as the small on

premises retail outlet to be set up by the Agency in the designated space, that provides

light snacks, packaged food, beverages, stationery, and everyday utility items for

convenient access by staff, students, or visitors, at market driven rates

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

2. The Agency shall be free to offer snacks and beverages at a market driven rates and

retain the revenue so accrued.

3. The Tuck Shop shall be operated strictly in the designated area.

4. The items and rates shall be discussed and pre-approved by the Authority.

F. Quality of Food and Raw Materials

1. The Agency must ensure that raw materials & spices are of high quality, pure,

unadulterated and pest free. The Agency shall endeavour to use products from FSSAI

approved brands only.

2. The Agency shall use the following brands or similar only for the basic raw materials

Salt Tata, Annapurna, Nature fresh, Ashirvaad

Spices Everest, MDH, Catch, MTR, Patanjali

Oil (sunflower) refined Sundrop, Saffola, Fortune, Nature Fresh, Dhara. Use of

hydrogenated (Vanaspati) oil is strictly prohibited

Pickle Nilon’s, Priya, Tops, MTR, Bedekar

Atta/Maida/Suji Aashirvad, Pillsbury, Annapurana, Samrat, Nature Fresh,

Patanjali, Shakti Bhog

Instant Noodles Maggi, Top Ramen, Yippee, Ching’s secret, Patanjali

Flavoured Drink Rasna, Roohafza, Patanjali, Mapro

Papad Lijjat or any other reputed brand

Butter Amul, Mother dairy, Patanjali, Kwality (use of margarine of

any other butter substitutes are prohibited)

Bread Modern, Kwality, Wibs, Britannia, Bonn, Harvest Gold

Cornflakes Kellogg’s, Patanjali

Jam Kissan, Topsrozen, Cremica

Ghee Amul, Patanjali, Mother Dairy, Britannia, Gits, Nestle,

Everday, Dynamix, Vadilal, Warana

Frozen Yogurt Amul, Mother Dairy

Cow Milk (Half Cream/ Amul, Mother Dairy, Sangam, Vijaya, Model

Paneer Amul, Mother Dairy

Tea Tajmahal, Brooke Bond, Lipton, Tata, Tetley

Coffee Nescafe, Bru, Tata

Ice Cream Amul, Mother Dairy, Kwality wall’s, Nautral’s, Havmor, Vadilal

Basmati Rice India Gate, Dawat, Royal, Donur, Kohinoor, India Gate,

Sauce (Chilli, garlic, Soya, Chings, Heinz, Maggi, Kissan,

Manchurian, Tomato)

Pulses Brand Packed materials from Tata, India gate, MTR,

Patanjali, Fortune from / D-mart / Reliance / Star Bazaar / Big

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Sugar Brand Packed materials from Tata, India gate, MTR,

Patanjali, Fortune from / D-mart / Reliance / Star Bazaar / Big

Cornflour/Rava/ Besan Brand Packed materials from Tata, India gate, MTR,

Patanjali, Fortune from / D-mart / Reliance / Star Bazaar / Big

All other items (non- The items must be best in class as available in Market.

branded) The Service provider will be responsible for the quality and

hygiene of non-branded items.

In an event, the above-mentioned items are not available in market due to any

circumstances, other branded item of equivalent quality will be provided by the Agency

only after approval of the Authority.

3. The Agency shall, at his own cost, maintain adequate stocks (minimum one week

running stock of non-perishable items) of food-grain, grocery and other such eatables.

4. The Agency must ensure that all perishable items are freshly procured and are of high

quality. Only fresh fruits and vegetables shall be used / served.

5. The Agency must ensure that no items be used after their expiry / use before date.

6. The Agency must ensure that ghee / oil is being applied on all chapattis / rotis. Option of

taking non ghee / oil chapattis/ rotis should also be kept.

7. The Agency must ensure that the food being served is of high quality in both taste and

appearance, is healthy and hygienic and freshly prepared at the designated area only.

G. General Terms & Conditions for F&B services

1. The Agency must ensure that the food and beverage services consistently meet

high standards, with preparation and serving styles aligned to the requirements

of the Authority. All food provided shall be hygienic, wholesome, and appetizing,

prepared in a healthy manner and presented attractively. Service must include

proper cutlery, tissue papers, drinking water, and other essentials to ensure a

complete and pleasing dining experience.

2. The Agency shall have to maintain high standards of cleanliness, courtesy and manners

by its staff and shall set high standards of quality of food and hygiene, serving standards.

3. The Agency shall arrange for cooking gas at his own cost at all times. Payment towards

the same shall be borne by the Agency.

4. The operations of mess and cafeteria including the kitchen, stores and other food

handling areas should be as per the Food Safety and Standards Act (FSSA) 2006, Food

Safety and Standards Rules 2010 and various Food Safety and Standards regulations

or any other relevant rules / regulations / norms as applicable from time to time. The

Licensee shall solely be liable for any damages / criminal liability consequent to violation

of any of the provisions of FSSA, 2006 or any issue arising out of food contamination,

poisoning and related issues and licensee is alone liable to all third-party claims.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

5. The Agency shall be required to obtain License under Prevention of Food and

Adulteration Act from the Local Health Authority. The Agency will be responsible for all

requisite approvals, license, and permissions etc. to provide services as per the

requirements of this RFP. Authority will grant in a timely manner all such administrative

assistance, approvals, permissions and authorisations which the Agency may require or

is obliged to seek from in connection with execution of the work and the performance of

the bidder obligations.

6. The Agency shall obtain adequate insurance policy in respect of his resources engaged

by it towards meeting the liability of compensation arising out of injury / disablement /

risk of snake bite, accidental shock, electrical shock, fire exploration, in case of death, at

work and submit a copy to Authority within 30 days. All responsibilities and expenses in

this regard shall be borne by the Agency

7. The Agency will be responsible for all requisite approvals, license, and permissions etc.

required for operations.

8. The Agency shall be required to create a feedback mechanism in consultation with the

Authority and collect feedback as per an agreed schedule from the students and users.

9. The Authority shall bear charges towards electricity and water supply. However,

the use of water and electricity will be closely monitored for excess use / misuse and can

be regulated if the Authority deems necessary to do so.

10. The Agency shall supply RO treated drinking water only.

11. The Agency shall be required to procure all cutlery, cooking utensils, plates and other

such items at its own cost. The food must be served in steel utensils only. All cutleries

shall be branded, of high-quality stainless steel and the same shall be got duly pre-

approved by the Authority. Tea / coffee and other beverages shall be served in

chinaware and glass as applicable.

12. The Agency shall be required to cook all the food being served at the campus only in the

kitchen handed over to them. Serving pre-cooked items, barring items like ice cream, or

unless a specific prior approval is taken from the Authority, shall not be permissible.

13. The Agency shall ensure that all packaged food and beverages shall have to be charged

14. The Agency may be required to cater to special food requirements like Jain food,

Swaminarayan food etc. in case the request for the same is made through the Authority.

15. Agency shall ensure that materials known to be harmful to health in general and as

decided by the Authority from time to time such as food colouring, MSG, similar etc. are

16. The Agency shall be required to maintain high standards of cleanliness and hygiene at

all places being operated, served by it. The cleaning agents being used shall be of high

quality and provide high levels of food hygiene.

17. The Authority through its authorized representatives, shall undertake regular tasting of

the food being prepared by the Agency, to ensure quality of the food being prepared /

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

18. The packaging materials being used and disposable cutlery, if used, should be of high

quality and of environment friendly material.

19. The Agency shall be allowed to use areas handed over to them, for providing catering

services for the Authority’s use only.

20. Any liabilities, legal or other and / or damages, arising out of the carelessness of the

Agency or the staff employed by it, will be recovered from the Performance Guarantee

and Monthly Bill.

21. In the case of any dispute whatsoever the decision of Director General, SPIPA,

Ahmedabad, will be final and binding authority for Agency.

22. It would be the sole responsibility of the Agency to take necessary license from

competent authorities for the disposal of waste generated from providing services as per

the requirements of this RFP.

23. The Agency shall be responsible for segregating and disposing all kitchen waste (Dry /

wet / any other category) on a daily basis as per the statutory norms.

24. The Agency shall conduct regular training programs for deployed staff on

hospitality standards, hygiene practices, soft skills, and safety procedures to

maintain service quality benchmarks.

2.3.2 Overall Housekeeping and Sanitation Services

1. The Agency shall ensure that housekeeping and sanitation services are maintained

to impeccable standards, with all areas kept spotlessly clean at all times. All surfaces

and linen must be regularly cleaned and presented in a pristine condition, free from

stains, blemishes or odour. The housekeeping standards should be at least to the

level as per the best industry practices for a similar facility elsewhere.

2. The details of the campus is placed in Annexure 4 of the RFP. The site shall be handed

over, for the purpose of providing services as per the requirements of this tender, in

an as is where is basis.

3. The Agency shall be required to provide complete housekeeping, cleaning and sanitation

services in the campus, including office buildings, reading rooms, lecture halls, auditorium,

students’ accommodation (84 rooms including VIP and Suite Rooms), canteen, and all

common areas and facilities, to ensure cleanliness and proper upkeep during the Agreement

period. These timing of providing these services shall be decided in consultation with the

Authority, such that the Authority’s operations are not affected.

4. The Agency shall be required to provide housekeeping services for maintaining cleanliness

and hygiene in the hostel areas, including changing of bedsheets, curtains, towels and other

linen, dusting, sweeping and wiping. The bathrooms shall be cleaned on a daily basis.

5. The Agency shall be required to provide laundry services on a chargeable basis for the

hostel occupants including residents of VIP and suite rooms, as well as guests, as and when

requested. The Agency shall ensure timely collection, washing, ironing, and delivery of

clothes while maintaining proper hygiene and quality standards. The charges for such

services shall be determined by the Agency and directly paid by the users. The rates shall

be prominently displayed.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

6. The Agency shall take special care towards cleaning and maintaining the VIP and Suite

Rooms ensuring the linen is fresh and regularly changed and laundered, provide ironing and

dry-cleaning services, if so required, refill consumables like liquid soap, room fresheners,

toilet paper, tissue paper etc. The consumables shall be procured by the Agency. The linen

(limited to curtain, upholstery, bed sheets, blankets, towels, pillowcases) shall be provided

by the Authority.

7. The Agency shall provide a personal care kit comprising of toothbrush, toothpaste, comb,

shampoo, conditioner, bodywash, hair oil, cotton swabs and other such items in the VIP and

suite rooms. These items shall be replaced on a daily basis. The brand of toiletries and the

design and branding on the kit shall be gotten pre-approved by the Authority.

8. The Agency shall undertake regular sweeping and wet mopping of the area handed over to

them. The Agency shall wipe all the furniture on a regular basis.

9. The Agency shall undertake regular cleaning and maintenance of all the drains within the

premises and ensure there are no blockages.

10. The Agency shall undertake the removal of beehives and cobwebs / honey webs from the

Campus and its premises.

11. The Agency shall provide suitable and adequate number of dustbins at designated locations

allowing source segregation of waste as per the norms. The Agency shall be responsible for

regular cleaning of dustbins and removal / disposal of collected garbage to an approved

12. The Agency shall ensure collection, screening and segregation of dry and wet garbage.

Appropriate disposal as approved by applicable authority shall be the responsibility of the

13. The Agency shall undertake periodic pest control, mosquito control including winged pests,

termite, larva control and rodent control of the entire campus in all covered and open area

as per good industry practices in general and kitchen area including store in particular.

14. Cleaning of all equipment available in the area handed over to it in terms of the RFP with

dusting or wet mopping or vacuum cleaning or any other suitable method.

15. The Agency shall undertake periodic cleaning of all lighting and electrical fixtures, indoor as

well as outdoor.

16. The Agency shall undertake periodic cleaning and upkeep of building facades, stonework,

walls, furniture, partitions, railings, lobby areas including lift lobbies, outdoor seating areas,

recreation rooms, library spaces, and other common areas

17. The Agency shall regularly clean the drinking water coolers, water filters, if any.

18. The Agency shall maintain proper attendance records (online manner) of all deployed

workers across different shifts and shall ensure regular monitoring and documentation of the

work carried out, including verification of whether the assigned tasks have been completed

satisfactorily.

19. The Agency shall be required to provide maintenance and management services of the

Solar rooftop system (65KW, grid connected solar PV system) installed in the campus.

The details of the system are as below:

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Particular Detail

Make Topsun Energy Limited

Capacity (WP) 295 (WP)

Number of modules

Total capacity 65 kWp

Capacity 1*60kW, 1*6kW

No. of Inverters

Voltage 1000VDC/415 VAC

Serial number 1) 60.OTL.01477585 & 2) 3.00TL.01483197

20. The Agency shall undertake complete maintenance of the system including regular cleaning

of the solar panels, inspection for any damages, discoloration etc., check wirings and

connections including any corrosion, wearing, undertake preventive maintenance like

lubricating, monitor generation to identify any lapses / reduction, check wiring and

connections etc.

21. The Agency shall be required to provide maintenance and management services of the fire

prevention and firefighting equipment installed in the campus, including but not limited to –

signages, keeping evacuation routes obstruction free, maintain the first aid hose reel, wet

riser system, fire water storage tank, pumps, automatic fire detection and alarm system,

refilling / replacement of the portable fire extinguishers etc. There are a total of 26 nos. CO2

Fire Extinguishers, with a capacity of 4.5 kg and 39 nos. ABC Fire Extinguishers, with a

capacity of 6 kg, installed in the campus. The Agency shall be required to ensure that all

the equipment and consumables in this regard are well maintained and functional at

all times. The Agency shall be required to replace / refill the portable fire extinguishers as

per the norms, at its own cost.

22. The Agency shall be responsible towards procuring, store and use all consumables and

equipment for the purpose of housekeeping. Indicative details of the consumables are as

a) Dust Control Refill, Mop Refill

b) Fresheners: Urinal Cubes, Naphthalene Balls, Auto Janitors etc.

c) Cleaning Agents: Phenyl, Glass Cleaner, Toilet Cleaner, Brass Cleaner, Bathroom

Floor Cleaner, Multi-Purpose Cleaner, Wood surface cleaner, Stainless steel polish,

d) Antiseptic Hand wash, liquid soap

e) Vacuum Pump, Dustbins, Ladders, Harness

f) Toilet roll, tissue paper, paper towels, garbage bin liners

g) Pesticide sprays, fly catchers

h) Brushes, Brooms, wipers

i) Hand gloves, face masks and any other PPE

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

j) Any specific cleaning agent and equipment that may be required in cleaning the

k) Any other relevant items

23. An indicative schedule of housekeeping and maintenance along with penalty provisions

works is as below:

S. No Service Level Requirement

Routine housekeeping (including sweeping and wet

1. mopping as per the scope of work) of all the premises Twice in a day

in the premises

2. Cleaning of Toilets Twice in a day

Cleaning of the dining area, including sweeping, Twice in a day - after

mopping and cleaning of floor and furniture every meal

Cleaning of dustbins / waste bins and disposing the

4. same up to the main container or garbage collection Twice in a day

Dusting / cleaning in the project facility of all furniture,

5. sills, counters, screens, light fittings, signage, doors, Once in a day

door frames, fittings and glass panes etc.

Inside- Once in a day

Cleaning of fenestrations from inside & outside

6. Outside- Once in a

including door, windows, louvers etc.

7. Sweeping, wet mopping, dusting of common areas Once in a day

Cleaning and Upkeep of all parking, service and

8. Once in a day

maintenance areas

Cleaning and upkeep of lobbies, lift lobbies, corridors,

9. outdoor seating areas, recreation rooms and library Once in a day

Landscaping and gardening maintenance including

10. watering, pruning, trimming and upkeep of lawns and Once in a day

11. Removal of beehives, cobwebs Once in a week

Changing and providing fresh set of bed & bath linen in

12. (fresh set to be provided

students’ hostel

at every check-in)

Changing and providing fresh set of bed & bath linen in

13. (fresh set to be provided

at every check-in)

14. Cleaning of drains and channels Once in a fortnight

15. Maintenance of submersible pumps. Once in a fortnight

Cleaning of External surface including glass façade,

16. Once in a month

stone façade, external building surface etc.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

S. No Service Level Requirement

17. Cleaning and disinfection of all water tanks Once in three months

Laundering curtains, carpets and deep cleaning of sofa

18. Once in a quarter

and such upholstery

19. Pest control, fumigation As required

Note: The standards specified above represent the minimum and routine requirements. The

Agency shall be obliged to increase the cleaning frequency, without additional payment, in

the event of higher footfalls, training sessions, special events, adverse weather conditions,

or any other circumstances necessitating enhanced service levels. No additional payment

shall be made for the same.

2.3.3 Landscaping services

1. The Agency shall provide landscaping and gardening services within the campus, including

maintenance of lawns, gardens, trees, shrubs, and other landscaped areas by deploying trained

2. The scope of services shall include regular watering, pruning, trimming, mowing of lawns,

plantation, removal of weeds, and upkeep of plants to ensure proper growth and aesthetic

maintenance of the campus landscape.

3. The Agency shall arrange for procurement and supply of manure, fertilizers, saplings, pots,

gardening tools, equipment, and machinery required for effective maintenance of landscaped

4. The Agency shall ensure regular cleaning of garden areas, removal of dry leaves and horticulture

waste, and proper disposal of the same to maintain cleanliness within the campus.

5. The Agency shall deploy adequate gardening staff in appropriate shifts, as required, to ensure

continuous upkeep and proper maintenance of the campus landscaping.

2.3.4 Overall Maintenance Services

1. The Agency shall design, develop, implement, and maintain a digital dashboard for managing

day-to-day operations of the hostel facilities, in consultation with the Authority, and shall

provide access to the Authority at all times. The dashboard shall be developed on an open-source

software and shall be transferred to the Authority free of cost upon termination.

2. The dashboard shall include an overview of occupancy (Students / Guests / VIPs), room

availability, check-ins/check-outs, and alerts, along with modules for registration, ID

management, room allocation, fee payment and attendance for students, programme

management for trainees, and billing and payment tracking (paid/pending/overdue) for all

categories etc. The Agency shall ensure regular updates, maintain data accuracy, and submit

periodic reports to the Authority as required.

3. The Agency must take note that several senior officers will be attending the training programs as

distinguished guests. The Agency shall ensure appropriate support and coordination to facilitate

their participation and engagement on campus.

4. The Agency shall ensure that all the installations (indoor as well as outdoor), equipment, IT

related and other electronic fittings and fixtures, firefighting system, plumbing fixtures,

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

landscaping elements, lifts, computers and their peripherals, geysers, air conditions etc. are

maintained and in working condition.

5. The Agency shall purchase at its own expense, Maintenance Contracts for the Air

conditioners, Lifts, Computers and their peripherals including printers, RO water purifiers,

geysers, preferably through the OEM. The maintenance contracts would include routine

maintenance and upkeep. Replacement, if so required shall be undertaken by the Agency,

following prior approval of the Authority including the cost towards the same. The replacement

cost shall be reimbursed, as per actuals, to the Agency on a monthly basis, upon submission of

valid documentary evidence.

6. It shall be the responsibility of the Agency to ensure that breakdown of any nature is reported to

the Authority immediately through the Manager, and the same is fixed within the agreed

7. The Agency shall be responsible to carry out all the regular / normal upkeep, and maintenance

including but not limited to following.

a) Attending blockage of drainpipes, gully trap, and manholes.

b) Water supply, Storm Drainage & Sewage Disposal work.

c) Plumbing related maintenance work related to attending the leakage from taps and

valves, sanitary fixtures, fixtures for water supply etc.

d) Cleaning of shafts, if any and keeping the same functional.

e) Occasional replacement of water supply fittings / sanitary fixtures on need basis

8. The Agency shall be required to bring it to the notice of the Authority any major damage, to the

properties leading to serious threats to property / human being and surrounding. Authority will

take appropriate decision on the matter.

9. The Agency shall be required to undertake maintenance of existing Infrastructure (including

Electrical and Electronic Works / Equipment / Fittings and Fixtures etc.),

10. The Agency shall be required to undertake routine / emergency plumbing works pertaining to

water supply, distribution and checking of leakages etc.

11. The Agency shall be required to undertake periodic inspection and preventive maintenance of

various fittings and fixtures.

12. The Agency shall also provide routine Operation and Maintenance (O&M) support services for

IT infrastructure available at the campus, including computers (approximately 150 nos.),

projectors, printers and CCTV systems (including those proposed to be installed). The services

shall include routine troubleshooting, checking and upkeep to ensure smooth functioning of the

13. The Agency shall take utmost care that no damage occurs to existing structures as well as

outdoor installations during the tenure of the Agreement.

14. The Agency shall ensure regular cleaning and proper upkeep of the RO and drinking water

facilities installed within the premises to maintain hygiene and ensure their smooth and safe

15. The Agency shall be required to provide overall parking management services, ensuring that

vehicles are being parked in an orderly manner and in designated spots only.

16. The time frame for attending and closing the complaints unless agreed and approved by the

Competent Officer otherwise should be followed as below:

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

a. Emergency complaints – 03 hours

b. Minor complaints – 2 days

c. Major complaints – 7 days

17. The decision regarding Emergency/Minor/Major/Periodical Complaints shall be of the Competent

Officer and shall be binding on the Agency.

2.3.5 Support during training events and other programs

1. The Agency shall be responsible for making necessary arrangements during training

programmes, including stage setup, arrangement of bouquets for guests / speakers, and other

related logistical arrangements as required for the smooth conduct of the programmes.

2. The Agency shall be responsible for providing photography and videography services for the

events conducted by the Department / Authority, including capturing, editing, and submission of

the required audio-visual records, as may be necessary.

3. The Agency shall be responsible for preparation and provision of training kits for the participants

for the various Training Programmes. The training kit shall include a customized leather laptop

bag, notepad, diary, pen, pen drive, and steel water bottle, as per the specifications, instructions,

and design approval of the Authority.

4. The Agency shall also provide Food and Beverage (F&B) services during training programmes.

The menu, rates, and related arrangements for such services shall be finalized in consultation

with and with the prior approval of the Authority, unless the same is part of the negotiated financial

5. The Agency shall ensure cleaning and housekeeping services during training programmes

conducted at the campus, including maintaining cleanliness of training halls, lecture rooms,

common areas, and related facilities before, during, and after the sessions to ensure a hygienic

and well-maintained environment.

6. The Agency shall make necessary arrangements for conducting the lectures, including seating

arrangements, audio-visual support, registration and coordination of participants, and other

logistical requirements.

7. The Agency shall also arrange for hospitality services for the invited speakers and guests,

including serving tea/coffee, refreshments, and other necessary arrangements during the

lectures/events.

8. The Agency shall be free to offer its services on a mutually agreeable rate, for services beyond

the scope of this tender, to other departments conducting training programs and events at SPIPA

2.3.6 Deployment of staff

A. Deployment of resources for various activities under this tender

1. The Agency shall depute a Campus Manager, who shall form a point of contact between the

Authority and the Agency. The Manager should be a professional have a minimum qualification

of Graduate in any stream, be conversant with Hindi, English and Gujarati have an experience

of at least 10 years in Administration / Management / Similar works. The Authority shall provide

an office space for the person so deployed.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

2. The Campus Manager shall be responsible for coordinating and facilitating effective

communication between the Authority and the Agency, and other relevant stakeholders, and for

overseeing the day-to-day activities being performed by the Agency as per the scope of work.

3. The Agency shall deploy one dedicated Hostel Manager at the campus for overall supervision

of hostel operations. The Hostel Manager should have the minimum qualification of Masters’ in

Hotel Management from a recognized university / college. The Hostel Manager shall be

responsible for day-to-day management, coordination with hostel attendants, coordination and

support to the VIP guests, monitoring cleanliness and maintenance, addressing occupant

concerns, and reporting all issues to the Authority to ensure smooth functioning.

4. The Campus Manager and Hostel Manager shall coordinate their weekly off & leaves, in such a

manner that at least one of them remains present on campus on all days.

5. The Agency shall deploy at least 2 hostel attendants, two each for boys and girls hostel, in

all three shifts, for round-the-clock assistance and supervision in the hostel premises. A female

staff shall be deployed at the girls’ hostel. The hostel attendants, shall coordinate their weekly

off & leaves, in such a manner that at least one of them remains present on campus on all days.

6. The deployed hostel staff shall regularly coordinate with SPIPA and promptly report any issues,

disruptions, or grievances arising within the hostel premises to ensure timely resolution and

smooth functioning of hostel operations.

7. The categories of staff being mentioned above, shall be entitled to 11 days casual leave (per 11-

month agreement period) subject to prior sanction from their respective supervisor. The Agency

shall ensure that such leave is duly intimated to the Authority in advance so as not to adversely

affect the functioning of the department.

8. In addition to the staff explicitly mentioned above, the Agency shall be required to estimate and

deploy staff on its own towards the other services to be provided under this tender including but

not limited to housekeeping staff, gardeners, electrician, plumber, laundry service provider etc.

B. Conditions for Resources to be deputed

1. The Agency shall make all efforts to deploy local staff such as to offer better employment

opportunities to locals.

2. Additionally, the Agency shall depute resources during the events as per the requirement

estimated by it.

3. The Agency shall not deploy any person below the age of 18 years old. Manpower engaged for

the purpose should be pre-trained in requisite fields.

4. The Agency shall make sure that the manpower so provided by them shall be with Photo identity

card issued by the Agency. These cards are to be constantly displayed and their loss reported

5. The staff deployed within the campus shall be provided with uniform (minimum of two sets each

of summer and winter uniform) by the Agency as per their job assignments and they shall wear

it compulsorily while on duty.

6. The colour and style of uniform shall be got approved by the Authority. The staff should wear

clean and properly ironed dress while on duty. The Agency shall employ only adult trained staff

with good health and sound mind, not below the age of 18 years and above the age of 58 years.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

7. The Agency and his employees shall obtain medical certificate of physical fitness from Registered

Medical Practitioner. If in the opinion, any of the Agency’s employee is identified on accord of

misconduct, the authorised officer shall have the right to ask the Agency to remove such

employee(s) without questioning the decision of the authorised officer.

8. The Agency 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.

9. The Agency shall be responsible for providing the staff deployed with personal protective

equipment like gloves, masks, reflective jackets, harness etc. as required.

10. The personnel of the Agency shall not be the employees of the Authority and they shall not claim

any salary or allowances, compensation, damages or anything arising out of their deployment /

duty under this Agreement. The Agency shall make them known about this position in writing

before deployment under this agreement.

11. Authority shall have the right, within reason, to have any personnel removed who is considered

to be undesirable or otherwise and similarly the Agency reserves the right to remove any

personnel with prior intimation to the Authority, emergencies exempted.

12. In case of any other accident or injury and disability/death of the employees of the agency while

working, it will be the full responsibility of the agency. In this regard, the laws of Employee

Provident Act, Payment of Salary, Labor Act, Bonus, Minimum Wages have to be strictly followed.

2.3.7 Other conditions

1. The Agency shall undertake works as per the scope of services and good industry Practices and

taking into consideration the Opening / closing hours.

2. The Authority shall constitute a Committee comprising representatives from students and

staff members to oversee the performance of the Agency. It shall be the responsibility of

the Agency to comply with the recommendations issued by the Committee. The views and

suggestions of the Committee shall be duly considered while processing payments and

in the imposition of penalties, wherever applicable.

3. The Authority shall also install signages, QR codes, or similar mechanisms to enable

stakeholders to lodge complaints regarding the service levels of the Agency. Any such

complaints shall be treated with utmost seriousness, and appropriate penalties shall be

enforced accordingly.

4. The Agency shall exercise adequate supervision to ensure performance of Services in

accordance with Scope of Work / Requirements.

5. The Agency shall be responsible for any loss or damage caused or suffered at campus on any

account of negligence (by any act or omission) of the personnel / equipment supplied for by the

Agency. This shall include any physical, financial and vicarious losses including thefts. In the

event of such occurrence of loss or damage, the enquiry shall be made by the officers of the

Agency in consultation with the officer of Authority. The decision of the Authority shall be treated

as final in this regard after the said enquiry.

It is further clarified that the above stated scope of work has tried to cover the scope of work as

anticipated by the Authority. Bidders are advised to examine the RFP in detail to understand the

exact scope of work that is required to be undertaken over and above the scope as mentioned in

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

2.4 Liability of the Agency

2.4.1 The Agency shall completely indemnify and hold harmless SPIPA and its personnel against any

liability, claims, losses or damages sustained by it or them by reason of any breach of Agreement,

wrongful act or negligence by the Agency or any of its personnel engaged in the provision of the

Services to the SPIPA under this Agreement.

2.4.2 The Agency shall not be liable in any way whatsoever and the SPIPA hereby expressly waives

any right to, any loss, injury, damage, cost or expense of whatsoever nature directly or indirectly

caused by, resulting from or in connection with any Act of Terrorism or any Biological or Chemical

Contamination or any Nuclear Risks;

2.4.3 The Agency shall not Sub-Contract or Sub-let, transfer or assign the works or any other part

thereof. In the event of the Agency contravening this condition, SPIPA shall be entitled to place

the contract elsewhere on the Agency’s risk and cost and the Agency shall be liable for any loss

or damage, which the SPIPA may sustain in consequence or arising out of such replacing of the

2.4.4 The Agency shall at all times indemnify and keep the Authority indemnified against all claims /

damages etc. for any infringement of any Intellectual Property Rights (IPR) or copyright issues

or user data breach, if any, while providing its services under this mandate.

2.5 Deliverables & Payment Terms

2.5.1 A maximum period of 30 days, from the signing of the Agreement, is being provided for

undertaking preparatory activities including mobilization of resources for providing services under

2.5.2 Following the initiation of services, the Agency shall be paid on a Monthly Basis. The Premium

being shared by the Agency with the Authority, shall also be paid by the Agency to the Authority

on a monthly basis (latest by 3rd for the previous month).

2.5.3 The Agency shall be required to submit invoices with a detailed breakup of F&B consumption (for

the components being paid by SPIPA), attendance of staff deputed on an outsourcing basis,

attendance of housekeeping and gardening staff, O&M services, and other services being

provided by it etc. The format of submitting the details shall be finalized in consultation with the

2.5.4 An annual escalation of 5%, on both Fee (only towards components under point number

Catering Services) and Premium shall be applicable.

2.5.5 The payments to the Agency shall be released only following the payments being made by the

Agency towards the Fixed Monthly Premium Component.

2.6 Penalty Provisions

The penalty provisions for each service are detailed below. These penalties shall apply in addition to

withholding payment for the respective lapses

2.6.1 Penalty for Non-Compliance in Food and Beverage Service

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

1. The details of penalty and accounts of violation is as below:

Occurrence/Violation Minimum Fine on

1. Non-availability of complaint register / feedback mechanism on Rs.

2. Rate card not displayed Rs.

3. Food / Beverage is deficient in quality / quantity Rs.

4. Objects like hair, thread, plastic, cloth, stones, metal pieces, Rs.

glass pieces, etc in food

5. More than three complaints of unclean utensils in a week Rs.

6. Usage of utensils, serve ware, cutlery of substandard / Rs.

unapproved quality

7. Inadequate setup in the dining area- cutlery, tissues, table Rs.

arrangement, hand wash, furniture, etc.

8. Non-adherence of time schedule for serving of meals / Rs.

beverages to staff

9. Alteration in menu of any meal without permission from the Rs.

10. Non-appropriate storage of cooked / uncooked food (eg. Rs.

Newspaper, plastic for hot food, similar)

11. Inappropriate conduct by the staff Rs. 2,000 per staff

a. no /inadequate uniform and / or per violation

b. personal hygiene and / or

c. misbehaviour and / or

d. Inadequate staffing

12. Inadequate cleanliness / sanitation in the kitchen and / or Rs.

13. Infestation found in cooked food or raw material to be used Rs.

14. Using brands not mentioned in the RFP without prior Rs.

15. Poor quality of raw material (vegetables, fruits etc) being Rs.

16. Reusing Oils and left-over cooked food Rs.

17. Food poisoning Rs. 10,000 with

the cost of medical

18. Using raw materials after their use by date Rs.

19. Any tampering with gas cylinders/gas pipelines Rs.

20. Failure to comply with food safety regulations and licenses Rs.

21. Charging beyond approved rates as per the RFP Rs.

22. Delay in initiating services as per the conditions of RFP Rs. 1,00,000 per

2. For any violations beyond those mentioned above, the Authority shall be at liberty of applying

penalty provisions, as it deems fit. The decision of Director General, SPIPA, shall be final and

binding in this regard.

3. For violation of serious nature, posing health risk arising from food poisoning, serving of

adulterated, spoilt or infested food, allergic reactions, the Agency shall be fully

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

responsible for bearing all legal actions and Authority shall be at the liberty to terminate

the Agreement and execute all remedies available to it under the same. The Agency shall

indemnify the Authority for all such damages and legal actions.

2.6.2 Penalty for Non-Compliance in Overall Housekeeping and Sanitation Services and

Landscaping Services

1. The details of penalty and accounts of violation is as below:

Occurrence/Violation Minimum Fine on

1. Non-adherence to service frequency from serial number 1 Rs.

to 12, under point 18 in Clause 2.3.2

2. Non-adherence to service frequency from serial number Rs.

13, under point 18 in Clause 2.3.2

3. Non-adherence to service frequency from serial number Rs.

14 & 15, under point 18 in Clause 2.3.2

4. Non-adherence to service frequency from serial number Rs.

16 and 17, under point 18 in Clause 2.3.2

5. Non-adherence to service frequency from serial number Rs.

18 and 19 under point 18 in Clause 2.3.2

6. More than three incidences / complaints of inadequate Rs.

cleaning in a week (other than toilet / VIP rooms)

7. More than one incidence / complaint of inadequate Rs.

cleaning of toilet in a week

8. Inadequate cleaning of VIP rooms Rs.

9. Overflowing or unclean waste bins not replaced or Rs.

10. Non-compliance to waste disposal and segregation Rs.

standards as per local laws

11. Pest infestation and inaction following complaints Rs.

23. Inappropriate conduct by the staff Rs. 2,000 per staff

a. no /inadequate uniform and / or per violation

b. personal hygiene and / or

c. misbehaviour and / or

d. Inadequate staffing

12. Failure to comply with regulations and licenses Rs.

13. Non-submission of staff attendance Rs.

14. Non-availability of paid laundry service Rs. 5,000 per day

15. Clogging / overflowing of drains Rs.

16. Not providing dustbins are designated locations Rs.

17. Usage of hazardous chemicals and agents – cleaning / Rs.

18. Delay in initiating services as per the conditions of RFP Rs. 1,00,000 per

2. For any violations beyond those mentioned above, the Authority shall be at liberty of applying

penalty provisions, as it deems fit. The decision of Director General, SPIPA, shall be final and

binding in this regard.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

3. For violation of serious nature, posing health risk or negatively impacting the image of

the Authority, the Authority shall be at the liberty to terminate the Agreement and execute

all remedies available to it under the same. The Agency shall indemnify the Authority for

all such damages and legal actions.

2.6.3 Penalty for Non-Compliance in Overall Maintenance

1. The details of penalty and accounts of violation is as below:

Occurrence/Violation Minimum Fine on

1. Non-functioning of the portal Rs. 2,000 per day

2. Non-submission of documentary evidence for Rs. 5,00,000 for

Maintenance contracts for Air conditioners and Lifts each item every

3. Non-submission of documentary evidence for Rs. 20,000 for

Maintenance contracts for Computers and their each item

peripherals including printers, RO water purifiers, geysers

4. Delay in addressing Emergency Complaints Rs. 2,000 every

5. Delay in addressing Minor Complaints Rs. 10,000 per

6. Delay in addressing Major Complaints Rs. 10,000 per

7. Inadequate parking management Rs.

8. Failure to comply with regulations and licenses Rs.

9. Delay in initiating services as per the conditions of RFP Rs. 1,00,000 per

10. Non-functioning of the rooftop solar system, for reasons Rs. 1,00,000 per

solely attributable to the Agency day

11. Non-functioning of the automatic fire detection and alarm Rs. 5,00,000 per

system, for reasons solely attributable to the Agency day

12. Delay in refilling the portable fire extinguishers Rs. 5,00,000 per

2. For any violations beyond those mentioned above, the Authority shall be at liberty of applying

penalty provisions, as it deems fit. The decision of Director General, SPIPA, shall be final and

binding in this regard.

3. For violation of serious nature, posing health / life risk or negatively impacting the image

and / or working of the Authority, the Authority shall be at the liberty to terminate the

Agreement and execute all remedies available to it under the same. The Agency shall

indemnify the Authority for all such damages and legal actions.

2.6.4 Penalty for Non-Compliance during Training Events and Other Programs

1. The details of penalty and accounts of violation is as below:

Occurrence/Violation Minimum Fine on

1. Housekeeping and sanitation services – inadequate Rs. 10,000 per

quality / quantity day

2. Food and Beverage services – inadequate quality / Rs. 20,000 per

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Occurrence/Violation Minimum Fine on

3. Major delay in providing services during the event Rs.

4. Minor delay in providing services during the event Rs.

5. Photographic and videographic documentation – Rs. 20,000 in

inadequate quality / quantity addition to non-

6. Training kit – inadequate quality / quantity Rs. 500 per kit

2. The decision of major and minor delays shall vest with the Competent Officer and the same shall

be binding on the Authority.

3. For any violations beyond those mentioned above, the Authority shall be at liberty of applying

penalty provisions, as it deems fit. The decision of Director General, SPIPA, shall be final and

binding in this regard.

4. For violation of serious nature, posing health / life risk or negatively impacting the image

and / or working of the Authority, the Authority shall be at the liberty to terminate the

Agreement and execute all remedies available to it under the same. The Agency shall

indemnify the Authority for all such damages and legal actions.

2.6.5 Penalty for Non-Compliance in Deployment of Staff

1. The details of penalty and accounts of violation is as below:

Occurrence/Violation Minimum Fine on each violation

1. Delay in deputation of resources – campus Rs. 5,000 per day per resource

manager, hostel manager, hostel attendants

2. Unapproved absenteeism – campus Twice the amount equivalent to

manager, hostel manager, hostel attendants average salary and service

3. Inappropriate conduct by the staff Rs. 2,000 per staff per violation

a. no /inadequate uniform and / or

b. personal hygiene and / or

c. misbehaviour and / or

d. Inadequate staffing

4. Deployment of staff below 18 years of age Termination

2. For any violations beyond those mentioned above, the Authority shall be at liberty of applying

penalty provisions, as it deems fit. The decision of Director General, SPIPA, shall be final and

binding in this regard.

3. For violation of serious nature, posing health / life risk or negatively impacting the image

and / or working of the Authority, the Authority shall be at the liberty to terminate the

Agreement and execute all remedies available to it under the same. The Agency shall

indemnify the Authority for all such damages and legal actions.

2.6.6 Cumulative Penalty Ceiling

The penalties specified in the clause above, shall be applicable for each instance of non-

compliance. The cumulative penalties recoverable shall not exceed 10% of the Total Annual

Fee during the Agreement Period.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

In the event that this ceiling is reached, the Authority reserves the right to initiate further

contractual remedies, including but not limited to termination (complete termination or selective

service termination) of the contract, forfeiture of Performance Security, or engagement of

alternate service providers at the risk and cost of the Agency.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

3 Technical Bid Forms

3.1 Technical Submission Checklist

Bids must be accompanied with the following documents:

Sr. Enclosures to the Bid Status Page

No. (Submitted / Number

1. Bid Processing Fee & Earnest Money Deposit

2. Technical Bid Submission Form (As per Form 1)

3. Power of Attorney for Authorized Representative (As

4. Financial Summary of the Bidder (As per the Form 3)

5. Audited Balance Sheet, Profit and Loss Statements

and Annual Reports

6. Letter of Undertaking (As per Form 4)

7. A copy of Registration / Incorporation certificate of

8. A copy of PAN of Firm

9. A copy of Tax Registrations of Bidder

10. Experience details of the Bidder (As per Form 5)

11. Bank Guarantee (if applicable, as per Form 6)

12. Consortium Agreement (if applicable, as per Form 7)

13. Scanned copy of the documents in a Pen drive

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Form 1: Technical Bid Submission Form

(on the letterhead of the Sole Bidder / Lead Member of the Consortium)

Director General,

Sardar Patel Institute of Public Administration (SPIPA)

Opp ISRO, Satellite Road,

Satellite, Ahmedabad-380

Subject: Selection of an Agency for providing Comprehensive Facility Management & Catering

Services at SPIPA Campus, Ahmedabad

1. We are submitting this Bid on our own.

We are submitting this Bid as the Lead Member of a Consortium consisting of the following

members, for and on behalf of the Consortium.

S. No. Names of Consortium Members Address

We are enclosing Consortium Agreement signed by all the members of the Consortium,

nominating and authorizing us to act as ‘Lead Member’ for implementing the Project.

2. This Bid and the LOA issued by the Authority in lieu of its acceptance shall form part of the

Agreement to be signed between the Preferred Bidder (the “Agency”) and the Authority. If

a Bidder is nominated as Preferred Bidder, we understand that it is on the basis of the

technical, financial & organizational capabilities and experience of the Bidder taken

together. We understand that the basis for our qualification will be the complete Bid

documents submitted along with this letter and that any circumstance affecting our

continued eligibility as per RFP or any circumstance which would lead or have lead to our

disqualification, shall result in our disqualification under this Bidding process.

3. We undertake, if our Bid is accepted, to complete the Project within in the stipulated time.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

4. We agree to abide by this Bid for a period of 180 (one hundred and eighty) days from the

Technical Bid Due Date fixed for receiving the same and it shall remain binding upon us

and may be accepted at any time before the expiry of that period.

5. In the event of our Bid being accepted, we agree to enter into a formal Agreement with the

Authority, incorporating the conditions of the Bid including the addendum, if issued.

6. We agree that if we fail to fulfil any of the conditions mentioned at RFP (or any subsequent

modification / addendum / corrigendum), Authority has the right to forfeit the Bid Security

being furnished by us along with this Bid.

7. Notwithstanding any qualifications of conditions, whether implied or otherwise, contained

in our Bid we hereby represent and confirm that our Bid is unqualified and unconditional in

8. We understand that Authority is not bound to accept any or all Bids it may receive.

9. We declare that we have disclosed all material information, facts and circumstances, which

would be relevant to and have a bearing on the evaluation of our Bid and selection as

10. We do also certify that all the statements made and / or any information provided in our Bid

are true and correct and complete in all aspects.

11. We declare that in the event that Authority discovers anything contrary to our above

declarations, it is empowered to forthwith disqualify us and our Bid from further participation

in the Bid evaluation process and forfeit our Bid Security.

12. If negotiations are held during the period of validity of the Bid, we undertake to negotiate

on the basis of the proposed staff. Our Bid is binding upon us and subject to the

modifications resulting from negotiations.

13. We understand you are not bound to accept any Bid you receive.

14. Our organization details are as follows:

S. No Particulars Details

1. Basic Information of Bidder

a) Name of Firm

b) Country of incorporation

c) Address of the corporate headquarters and its branch

office(s), if any, in India

d) Offices in Gujarat, if yes, provide details

e) Date of incorporation and / or commencement of business

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

S. No Particulars Details

Bidder is a Private / Public Limited Company or

Partnership Firm (including LLP) or Proprietorship

Please give details & enclose relevant papers / certificates

g) Details of Income Tax Registration (Enclose PAN and

Ownership of the Organization

h) (List of stakeholders / members who own 10% or more

stocks & their interest in the company

i) List of Current Directors

j) Other key management personnel

2. Brief description of the Company including details of its

main lines of business.

Details of individual who will serve as the point of contact/

communication within the Company:

3. (b) Designation

(c) Telephone Number / Mobile

(d) Official E-Mail Address

(e) Address for Official Communication

Note: In case the Bidder is a consortium, the details under point 1 & 2 in the table

above, shall have to submitted for both Members on their respective letterheads.

Yours Sincerely,

Authorized Signature (in Full and Initials)

Name and Title of Signatory:

Name of Firm: Address:

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Form 2: Format for Power of Attorney for Authorised Representative

(On Requisite Stamp Paper)

Know all men by these presents, we ____________________ (name and address of the registered office

of the Sole Bidder / Lead Member of the Consortium) do hereby constitute, appoint and authorize Mr.

/ Ms. __________________R/o ___________(name and address of residence) who is presently

employed with us and holding the position of ______________, as our attorney, to do in our name and

on our behalf, all such acts, deeds and things necessary in connection with or incidental to the bid of the

consortium consisting of ______________ and ________ (please state the name and address of the

members of the consortium) / ________________________(please state the name of the Sole Bidder),

for Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility

Management & Catering Services at SPIPA Campus, Ahmedabad , including signing and submission

of all documents and providing information / responses to the Authority, representing us in all matters in

connection with our bid for the said Project, including but not limited to:

• To act as the Company’s / Consortium’s official representative for submitting the Bid comprising

Capability Statement, Technical Bid and Price Bid for the said project and other relevant documents

in connection therewith;

• To sign all the necessary documents, papers, testimonials, applications, representations and

correspondence necessary and proper for the purpose aforesaid;

• To tender documents, receive and make inquiries, make the necessary corrections and clarifications

to the Bid and other documents, as may be necessary;

• To do all such acts, deeds and things in the name and on behalf of the Company / Consortium as

necessary for the purpose aforesaid.

We hereby agree to ratify all acts, deeds and things done by our said attorney pursuant to this Power of

Attorney and agree that all acts, deeds and things done by our aforesaid attorney shall and shall always

be deemed to have been done by us.

(Name, Title and Address)

Accepted …………………. (Signature)

(Name, Title and Address of the Attorney / Bid Signatory)

• To be executed by the Sole Bidder or the Lead Member in case of a Consortium.

• The mode of execution of the Power of Attorney should be in accordance with the procedure, if any,

laid down by the applicable law and the charter documents of the executants(s) and when it is so

required the same should be under common seal affixed in accordance with the required procedure.

• Also, wherever required, the executant(s) should submit for verification the extract of the charter

documents and documents such as a resolution / Power of attorney in favour of the Person

executing this Power of Attorney for the delegation of power hereunder on behalf of the executant(s).

o For a Power of Attorney executed and issued overseas, the document will also have to be

legalised by the Indian Embassy and notarised in the jurisdiction where the Power of Attorney is

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Form 3: Format for Financial Summary of the Bidder

(On the letterhead of the Chartered Accountant or Statutory Auditor)

Annual Turnover of the Bidder (Sole Bidder / Lead Member of the Consortium)

S. No Financial Year Standalone Turnover (net of GST)

[Average Annual Turnover] [indicate sum of above divided by 3]

Note: Bidders are required to provide data for any three consecutive years of last four financial years

ending 31st March 2026. Audited Balance Sheets are also required to be submitted for the same.

Unique Document Identification Number (UDIN):

Name of the Statutory Auditor

Name of the Audit Firm

(Seal of the firm)

1. Any withdrawal / revoking / change in the UDIN, leading to material implications may render the

2. The Bidder shall submit audited annual reports (financial statements: balance sheets, profit and

loss account, notes to accounts etc.) in support of the financial data duly certified by statutory

auditor/s. In case, company does not have statutory auditor/s, it shall be certified by the chartered

accountant that ordinarily audits the annual financials of the company.

3. The Document as furnished above shall be verified online through the UDIN and the Balance

Sheets. Bidders are advised to ensure that the details as per this form are reproduced online

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Form 4: Format for Letter of Undertaking

(Same should be furnished by the Bidder / All members of the Consortium on their letter head)

Director General,

Sardar Patel Institute of Public Administration (SPIPA)

Opp ISRO, Satellite Road,

Satellite, Ahmedabad-380

Subject: Selection of an Agency for providing Comprehensive Facility Management & Catering

Services at SPIPA Campus, Ahmedabad

With reference to this tender, I/We confirm the following:

1. Declaration for Not Blacklisted: I/We hereby confirm that our firm has not been banned or

blacklisted by any government organisation / Financial institution / Court / Public Sector Unit /

Central Government / State Government as on the Bid submission Date.

We also undertake that in case of banning or blacklisting of our firm / agency, by any

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

/ State Government after bid submission date but on or before the Bid Due Date, our bids will

not be entertained for evaluation.

2. Indemnity Undertaking:

a. I / We on behalf of our firm, hereby agree and undertake that I / We have understood all the

rules, regulations, guidelines and procedures and all staff Technical & Non-Technical

working on behalf of our firm will abide by all the rules, regulations, guidelines, and

b. I / We also declare that our firm will be responsible for any safety violations / accident etc. in

providing services as per the conditions of the Agreement. Authority will not be responsible

in case of any accident / incident and will not compensate financially or otherwise. I / we

hereby declare that I am / we are sole responsible on behalf of the firm for giving such

3. Anti-Collusion Certificate: I / We hereby certify and confirm that in the preparation and

submission of this Bid, we have not acted in concert or in collusion with any other Bidder or any

other person(s) and also not done any act, deed or thing which is or could be regarded as anti-

competitive, restrictive or monopolistic trade practice.

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

to any person or agency in connection with this Bid.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

4. Litigation: I / We hereby certify and confirm that we do not have any litigation that may impact

/ affect / compromise the delivery of services as required under this RFP and the Agreement.

Dated this ______________ Day of ________________, YYYY

Name of the Bidder

Signature of the Authorized Signatory

Name of the Authorized Signatory

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Form 5: Format for Showcasing Experience

A. Details of Eligible Projects for pre-qualification criteria 1.8.3

Sr. Name of Name of Type of Total Start and End date If client is a

No the the Client Service1 Project (MM/YYYY to government

Project Fee MM/YYYY / client (Y/N)

(exclusive ongoing)

Note: 1) Mention if the project pertains to Catering Services to Government Clients OR Mess / Canteen

Services to Institutions (Educational Institutions / Hospitals / Offices –any client)

2) Add rows as required

3) Each project profile has to be duly supported by documentary evidence from the client’s side like Work

Order, Agreement and Completion / Performance Certificate. Bidders are advised to highlight relevant

sections of the documentary evidence for quick reference of the Authority. Projects without evidence may

be rejected. Only eligible projects (as per terms & conditions as provided in RFP) shall be considered for

4) Bidders are requested to submit the details strictly as per the format

5) In an event, the Bidder is unable to establish the tax component in the project fee with adequate

documents from the client’s side, the Authority shall be at the liberty of deducting 18% from the same

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

B. Details of Eligible Projects for pre-qualification criteria 1.8.4

Sr. Name of the Name of the Type of Total Project Start and End

No Project Client Service1 Fee (exclusive date (MM/YYYY

of taxes) to MM/YYYY /

Note: 1) Mention all the eligible components as per the RFP – 1) operation & maintenance and / or 2)

housekeeping and / or 3) facilities management and / or 4) landscaping,

2) Add rows as required

3) Each project profile has to be duly supported by documentary evidence from the client’s side like Work

Order, Agreement and Completion / Performance Certificate. Bidders are advised to highlight relevant

sections of the documentary evidence for quick reference of the Authority. Projects without evidence may

be rejected. Only eligible projects (as per terms & conditions as provided in RFP) shall be considered for

4) Bidders are requested to submit the details strictly as per the format

5) In an event, the Bidder is unable to establish the tax component in the project fee with adequate

documents from the client’s side, the Authority shall be at the liberty of deducting 18% from the same

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

C. Details only for projects wherein bidder has provided eligible services as per the pre-

qualification criteria 1.8.3 and 1.8.4, within the same mandate

The Bidder __________________(Name of the Bidder) is submitting their bid for the “Selection of

an Agency for providing Comprehensive Facility Management & Catering Services at SPIPA

Campus, Ahmedabad”.

After detailed scrutiny of the work order, agreement, completion certificate and other project related

documents issued by the client, the break-up of the fee (exclusive of taxes) as per pre-qualification

criteria 1.8.3 and 1.8.4 is as below:

Name of the project Client Total Fee Fee towards Fee towards

eligible services eligible services

under criteria under criteria

Add rows as required

Unique Document Identification Number (UDIN):

Name of the Statutory Auditor

Name of the Audit Firm

(Seal of the firm)

1. Any withdrawal / revoking / change in the UDIN, leading to material implications may render the bid

2. The Document as furnished above shall be verified online through the UDIN. Bidders are advised to

ensure that the details as per this form are reproduced online accurately.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Form 6: Format for Bank Guarantee

(On Requisite Stamp Paper)

This Deed of Guarantee is made on this ______day of __________, YYYY at ________________ by

__________________Bank and having its Registered Office at _______and inter alia an operational

Branch Office at _____, Ahmedabad (hereinafter referred to as “the Bank” or “the Guarantor”, which

expression shall unless it be repugnant to the subject or context hereof be deemed to include its

successors and assigns) in favour of ‘Sardar Patel Institute of Public Administration’ (hereinafter

referred to as “SPIPA” which expression shall unless it be repugnant to the subject or context hereof be

deemed to include its successors and assignees).

WHEREAS, SPIPA has undertaken the process of competitive bidding for selection of an Agency for

providing services related to “Selection of an Agency for providing Comprehensive Facility

Management & Catering Services at SPIPA Campus, Ahmedabad” for which purpose SPIPA issued

a Request for Proposal (“RFP”) inviting Bids from the Bidders to execute the Scope of Work specified

therein (“Project”);

WHEREAS, [name of Bidder] (hereinafter called “the Bidder”) has submitted his Bid dated [date] for the

implementation of the Project (hereinafter called “the Bid”).

1. [name of the Bank] at the request of the Bidder, do hereby in terms of the RFP, irrevocably,

unconditionally and without reservation guarantee the due and faithful fulfilment and compliance

of the terms and conditions of the RFP by the said Bidder and unconditionally and irrevocably

undertake to pay forthwith to SPIPA an amount of Rs. __________ (Rupees ________ ________

_________ only) (hereinafter referred to as the “Guarantee”) as our primary obligation without

any demur, reservation, recourse, contest or protest and without reference to the Bidder if the

Bidder shall fail to fulfil or comply with all or any of the terms and conditions contained in the said

2. Any such written demand made by SPIPA stating that the Bidder is in default of the due and

faithful fulfilment and compliance with the terms and conditions contained in the RFP shall be

final, conclusive and binding on the Bank.

3. We, the Bank, do hereby unconditionally undertake to pay the amounts due and payable under

this Guarantee without any demur, reservation, recourse, contest or protest and without any

reference to the Bidder or any other person and irrespective of whether the claim of SPIPA is

disputed by the Bidder or not, merely on the first demand from SPIPA stating that the amount

claimed is due to SPIPA by reason of failure of the Bidder to fulfil and comply with the terms and

conditions contained in the RFP including failure of the said Bidder to keep its Bid open during

the Bid validity period as set forth in the said RFP for any reason whatsoever. Any such demand

made on the Bank shall be conclusive as regards amount due and payable by the Bank under

this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not

exceeding Rs. __________ (Rupees ________ ________ _________ only).

4. We, the Bank, further agree that SPIPA shall be the sole judge to decide as to whether the Bidder

is in default of due and faithful fulfilment and compliance with the terms and conditions contained

in the RFP including, inter alia, the failure of the Bidder to keep its Bid open during the Bid validity

period set forth in the said Bidding Documents, and the decision of SPIPA that the Bidder is in

default as aforesaid shall be final and binding on us, notwithstanding any differences between

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

SPIPA and the Bidder or any dispute pending before any Court, Tribunal, Arbitrator or any other

5. The Guarantee shall not be affected by any change in the constitution or winding up of the Bidder

or the Bank or any absorption, merger or amalgamation of the Bidder or the Bank with any other

6. In order to give full effect to this Guarantee, SPIPA shall be entitled to treat the Bank as the

principal debtor. SPIPA shall have the fullest liberty without affecting in any way the liability of

the Bank under this Guarantee from time to time to vary any of the terms and conditions contained

in the said RFP or to extend time for submission of the Bids or the Bid validity period or the period

for conveying acceptance of Letter of Invitation by the Bidder or the period for fulfilment and

compliance with all or any of the terms and conditions contained in the said RFP by the said

Bidder or to postpone for any time and from time to time any of the powers exercisable by it

against the said Bidder and either to enforce or forbear from enforcing any of the terms and

conditions contained in the said RFP or the securities available to SPIPA , and the Bank shall

not be released from its liability under these presents by any exercise by SPIPA of the liberty with

reference to the matters aforesaid or by reason of time being given to the said Bidder or any

other forbearance, act or omission on the part of SPIPA or any indulgence by SPIPA to the said

Bidder or by any change in the constitution of SPIPA or its absorption, merger or amalgamation

with any other person or any other matter or thing whatsoever which under the law relating to

sureties would but for this provision have the effect of releasing the Bank from its such liability.

7. Any notice by way of request, demand or otherwise hereunder shall be sufficiently given or made

if addressed to the Bank and sent by courier or by registered mail to the Bank at the address set

8. We undertake to make the payment on receipt of your notice of claim on us addressed to [name

of Bank along with branch address] and delivered at our above branch which shall be deemed

to have been duly authorised to receive the said notice of claim.

9. It shall not be necessary for SPIPA to proceed against the said Bidder before proceeding against

the Bank and the guarantee herein contained shall be enforceable against the Bank,

notwithstanding any other security which SPIPA may have obtained from the said Bidder or any

other person and which shall, at the time when proceedings are taken against the Bank

hereunder, be outstanding or unrealised.

10. We, the Bank, further undertake not to revoke this Guarantee during its currency except with the

previous express consent of SPIPA in writing.

11. The Bank declares that it has power to issue this Guarantee and discharge the obligations

contemplated herein, the undersigned is duly authorised and has full power to execute this

Guarantee for and on behalf of the Bank.

12. For the avoidance of doubt, the Bank’s liability under this Guarantee shall be restricted to Rs.

__________ (Rupees ________ ________ _________ only). The Bank shall be liable to pay the

said amount or any part thereof only if the Authority serves a written claim on the Bank in

accordance with paragraph 8 hereof.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

13. This Guarantee will remain in force up to 180 (One hundred and eighty) days from the Due Date

(inclusive of due date) for submission of the Bid, inclusive of a claim period of 60 (sixty) days or

for such extended period as may be mutually agreed between SPIPA and the Bidder, and agreed

to by the Bank, and shall continue to be enforceable till all amounts under this Guarantee have

14. The jurisdiction in relation to this Guarantee shall be the Courts at Ahmedabad, Gujarat and Laws

in India shall be applicable.

IN WITNESS WHEREOF the Guarantor has executed this Guarantee on this _____ day of

_______________and year first herein above written.

SIGNED, SEALED AND DELIVERED

For and on behalf of

(i) The bank guarantee should contain the name, designation and code number of the officer(s)

signing the guarantee.

(ii) The address, telephone number and other details of the Head Office of the Bank as well as of

issuing Branch should be mentioned on the covering letter of issuing Branch.

(iii) Sardar Patel Institute of Public Administration (SPIPA) should be able to invoke the Bank

Guarantee at any of the branch of the Bank located at Ahmedabad.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Form 7: Format for Consortium Agreement

(In case the Bidder being a Consortium)

(On Requisite Stamp Paper)

THIS AGREEMENT is executed at ________ on this _______ day of __________ YYYY between

_____________a Company registered under the Companies Act 1956/2013 / Partnership Firm (including

LLP) / Proprietorship Firm (strike out whichever is not applicable) and having its registered Office

at_____________(hereinafter referred to as “the Party of the First Part”) and ______________also a

Company registered under the Companies Act 1956/2013 / Partnership Firm (including LLP) /

Proprietorship Firm (strike out whichever is not applicable) and having its registered office at

______________ (hereinafter referred to as “the Party of the Second Part”)

I. The Parties hereto propose to participate as a Consortium for the Bid based on the Request for

Proposal (RFP) from Sardar Patel Institute of Public Administration, hereinafter referred to as

“Authority” for the Project of “Selection of an Agency for providing Comprehensive Facility

Management & Catering Services at SPIPA Campus, Ahmedabad by pooling together their

resources and expertise.

II. The Consortium do hereby nominate, constitute, and appoint………………………. [name of the lead

member company] as its true and lawful Attorney to do and execute all or any of the following acts,

deeds and things for the Consortium in its name and on its behalf, that is to say:

• To act as the Lead Member of the Consortium for the purposes of the Project;

• In such capacity, to act as the Consortium’s official representative for submitting the Technical

and Price Bid for the Project and other relevant documents in connection therewith;

• To sign all papers for Bids, offers, Project documents, necessary documents, papers,

applications, representations and correspondence necessary and proper for the purpose

• To tender documents, receive and make inquiries, make the necessary corrections and

clarifications to the Project documents, as may be necessary;

• To sign and execute contracts, relating to the Project, including variation and modification

• To represent the Consortium at meetings, discussions, negotiations and presentations with

Authority, Competent Authorities and other Project related entities;

• To receive notices, instructions and information for and on behalf of the Consortium;

• To do all such acts, deeds and things in the name and on behalf of the Consortium as necessary

for the purpose aforesaid.

III. The Parties hereto are desirous of recording the broad terms of their understanding as set out herein

NOW IT IS AGREED BY AND BETWEEN THE PARTIES HERETO AS FOLLOWS:-

1. The Parties do hereby irrevocably constitute a consortium (the Consortium) for the purposes of jointly

participating in the Bid Process for the Project.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

2. The Parties hereby undertake to participate in the Bid Process only through this Consortium and not

individually and or through any other consortium constituted for the Project, either directly or

indirectly or through any of their Associates.

3. The Parties agree that they have examined in detail and understood the terms and satisfied

themselves regarding the contents of the RFP.

4. The Parties hereby agree that Party of the First Part will be the Lead Member of the Consortium and

will have the power of attorney from all Parties and bind all Parties for and in conducting all business

for and on behalf of the Consortium during the Bid Process and, if the Consortium is declared as the

Selected Bidder, during the execution of the Project.

5. The roles and responsibilities of the Members of the consortium shall be as follow:

(a) The Party of the First Part (Lead Member) shall be responsible for:

(b) The Party of the Second Part shall be responsible for:

(Note: Role & responsibility of all Members of the consortium shall be included in the above paragraph).

6. Each of the Parties shall be liable and responsible jointly and severally for:

(a) Compliance of all statutory requirements as may be applicable in respect of the Project.

(b) Contribute to the joint venture all of its management and business experience, expertise,

competence and acumen for the success of the Project.

7. That the responsibility of all the members of the consortium shall be joint and several during the

implementation of the Project.

8. This Agreement will be effective from the date hereof and will continue in full force for the entire

duration of the Project in accordance with the Consultancy Agreement, in case the Project is

awarded to the Consortium. However, in case the Consortium is not selected for award of the Project,

the Agreement will stand terminated in case the Consortium is not selected as the Selected Bidder

or upon return of the Bid Security by Authority to the Bidder, as the case may be.

9. That nothing in this Agreement shall be construed to prevent or disable any Party hereto to carry on

any business on their own in terms of their respective Memorandum of Association.

10. This Agreement will be governed by the laws of India.

11. The Parties acknowledge and accept that this Agreement will not be amended by the Parties without

the prior written consent of Authority.

12. The competent courts at Gujarat shall have exclusive jurisdiction over all disputes arising under,

pursuant to and/or in connection with this Consortium Agreement.

IN WITNESS WHEREOF the parties have put their respective hands the day and year first hereinabove

Signed and delivered for and on behalf )

of the within named M/s…………….. )

…… by its Director / Partner / Proprietor ………………... )

…....duly authorized in the presence of )

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Signed and delivered for and on behalf )

of the within named M/s………….… )

….by its Director / Partner / Proprietor , ………………….. )

duly authorized in the presence of )

1. The mode of the execution of the Consortium Agreement should be in accordance with the procedure,

if any, laid down by the Applicable Law and the charter documents of the executant(s) and when it is

so required, the same should be under common seal affixed in accordance with the required

2. Wherever required, the executant(s) should submit for verification the extract of the charter

documents and documents such as a resolution / Power of attorney in favour of the Person executing

this document for the delegation of power hereunder on behalf of the executant(s).

3. For a Consortium Agreement executed and issued overseas, the document shall be legalised by the

Indian Embassy and notarized in the jurisdiction where the Power of Attorney has been executed.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Annexure 1: Financial Bid Submission Form

Director General,

Sardar Patel Institute of Public Administration (SPIPA)

Opp ISRO, Satellite Road,

Satellite, Ahmedabad-380

Subject: Selection of an Agency for providing Comprehensive Facility Management & Catering

Services at SPIPA Campus, Ahmedabad

We, the undersigned, offer to provide the services for the above in accordance with your Request

for Proposal dated [Date], and our (Technical and Financial Proposal).

1. Catering Services

Component (A) Annual Unit Rate (C) Total Annual

Quantity (B) Amount (D)

Mess services to Hostel Students (Lunch) – Lunch 36,500 Minimum Rs.

2. Mess services to Hostel Students (Dinner) – Dinner 36,500 Minimum Rs.

3. Catering Service for other SPIPA trainings 7,300 Minimum Rs.

(breakfast) – Breakfast Type

4. Catering Service for other SPIPA trainings (lunch) – 14,600 Minimum Rs.

5. Catering Service for other SPIPA trainings (evening 14.600 Minimum Rs.

snacks) – High Tea Type

6. Catering Service for other SPIPA trainings (dinner) – 7,300 Minimum Rs.

7. Catering Services for VIP / VVIP trainings (breakfast) 180 Minimum Rs.

– Breakfast Type

8. Catering Services for VIP / VVIP trainings (lunch) – 180 Minimum Rs.

9. Catering Services for VIP / VVIP trainings (evening 180 Minimum Rs.

snacks) – High Tea Type

10. Catering Services for VIP / VVIP trainings (dinner) – 180 Minimum Rs.

11. Catering Services for Events and Foundation Course 840 Minimum Rs.

(high tea) – High tea Type

12. Catering Services for Events and Foundation Course 840 Minimum Rs.

(lunch) – Lunch Type

13. Catering Services for Events and Foundation Course 840 Minimum Rs.

(dinner)– Dinner Type

14. Providing Tea to SPIPA staff 19,650 Minimum Rs.

15. Providing Coffee to SPIPA staff 5,240 Minimum Rs.

16. Providing Green Tea to SPIPA staff 1,045 Minimum Rs.

17. Providing Buttermilk / lemonade to SPIPA staff 262 Minimum Rs.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

2. Operation and Management Services

Component (A) Annual Monthly Rate Total Annual

Quantity (B) (C) Amount (D)

1. Monthly fee - Providing housekeeping services

including deputation of staff, use of equipment and

machinery and use of various cleaning agents

2. Monthly fee - Providing Pest control services

3. Monthly fee - Providing services towards O&M and

AMC from OEM for Air conditioners

4. Monthly fee - Providing services towards O&M and

AMC from OEM for lifts

5. Monthly fee - Providing services towards O&M and

AMC from OEM for computers and peripherals

6. Monthly fee - Providing services towards O&M for RO

Water Purifiers

7. Monthly fee - Providing O&M services for other

equipment, fittings are fixtures

8. Monthly fee - Providing O&M services for Solar

9. Monthly fee - Providing O&M services for Fire-fighting

10. Monthly fee - Providing various services which are not

explicitly covered in the heads of the financial bid but

are to be provided by the Agency.

11. Monthly fee - Deployment of total 12 (06 male and

06 female) hostel attendants for three shifts

12. Monthly fee - Deployment of Hostel Manager – 1

13. Monthly fee - Deployment of Campus Manager – 1

3. Event Management Services

Component (A) Annual Quantity Unit Rate (C) Total Annual

1. Event management support for (including

assistance in stage and venue set up, bouquet,

banners, backdrop, podium, flower decoration, red

carpet, standees, photographic and videographic

documentation, etc. – half day session, with about

100 - 150 participants

2. Event management support for (including

assistance in stage and venue set up, bouquet,

banners, backdrop, podium, flower decoration, red

carpet, standees, photographic and videographic

documentation, etc. – full day session, with about

100 to 150 participants

3. Providing custom designed training kits

(comprising of custom designed leather laptop

bag, file folder notepad, diary, pen, pen drive, and

steel water bottle.

4. Photographic and videographic documentation

including edited video recording in a pen drive

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

4. Revenue to be shared with the Authority

Component (A) Annual Quantity Monthly Total Annual

(B) Rate (C) Amount (D)

Monthly Revenue to be shared from the Tuck Shop

Monthly Revenue to be shared from the F&B Services and

other value-added services like laundry, being provided to

other guests, students etc.

▪ The Financial Bid shall be calculated based on the sum total of values under column D.

▪ Bidders are required to fill values in Column C only.

▪ The Authority reserves the right to negotiate on individual item of the Price Bid.

▪ The Financial Bid shall be calculated based on the sum of items (1) to (3) minus (4).

▪ For Catering Services, in case the bidder quotes values which are less than the minimum value,

mentioned in the RFP document, the values as per the RFP document shall be considered for

calculating the financial Bid.

I hereby certify and accept the following:

1. The Agreement shall be for an initial period of 2 years and subject to the terms and conditions of

the RFP and Agreement.

2. I, as a Bidder, have inspected the existing premises and acquainted myself before Bidding for the said

3. I certify that I have gone through the Tender document, and I have understood and agree to the terms

and conditions as mentioned in this Document.

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

error or omission therein, accidental or otherwise, as a result of which our Bid is found to be non‐

responsive, will be sufficient for SPIPA to reject our Bid and forfeit our EMD in full. I abide by the above

offer / quote and terms & conditions of the tender document and the LOA if SPIPA selects us as the

Preferred Bidder.

Yours faithfully,

(Signature of Authorized Signatory/representative of Bidder)

(Name, Title, Address, Date)

1. Financial Bid to be submitted online only on n procure website.

2. The format as given above is for representation purpose only. The format at n procure

might vary. Bidders are requested to review the format as provided at n procure and submit

financial bid after reading it thoroughly.

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Annexure 2: List of Banks

(in case Bid Security is being submitted in the form of Bank Guarantee)

As per the GR No. FD/MSM/e-file/4/2025/2712/D.M.O. dated 1st April 2026, issued by the Finance

Department, Government of Gujarat, Bank Guarantees from the following banks would be accepted:

• Guarantees issued by following banks will be accepted as SD/EMD on a permanent basis.

1) All Nationalised Banks.

• Guarantees issued by following Banks will be accepted as SD/EMD for period up to March

31, 2027. The validity cut-off date in GR is with respect to date of issue of Bank Guarantee

irrespective of date of termination of Bank Guarantee.

1. AXIS Bank 23. South Indian Bank

2. AU Small Finance Bank 24. Standard Chartered Bank

3. Bandhan Bank 25. Tamilnad Mercantile Bank

4. City Union Bank 26. Ujjivan Small Finance Bank

5. CSB Bank 27. YES Bank

6. DBS Bank India Limited 28. Ahmedabad Mercantile Co-op. Bank

7. DCB Bank 29. Nutan Nagrik Sahkari Bank Ltd.

8. Dhanlaxmi Bank 30. Rajkot Nagarik Sahakari Bank Ltd.

9. Equitas Small Finance Bank 31. Saraswat Co-Operative Bank Ltd

10. FEDERAL Bank 32. SBPP Co-operative Bank Ltd.

11. HDFC Bank 33. SVC Co-Operative Bank Ltd.

12. HSBC Bank 34. The Cosmos Co-op Bank Ltd.

13. ICICI Bank 35. The Gujarat State Co-operative Bank

14. IDBI Bank 36. The Surat District Co-op Bank

15. IDFC First Bank 37. The Surat People's Co. Op. Bank Ltd

16. IndusInd Bank 38. The Baroda Central Co-operative Bank

17. Jammu and Kashmir Bank 39. The Panchmahal District Co-operative Bank

18. Jana Small Finance Bank 40. The Kalupur Commercial Co-op. Bank

19. Karnataka Bank 41. The Rajkot Commercial Co-operative Bank

20. Karur Vysya Bank 42. The Banaskantha Mercantile Co-op. Bank Ltd.

21. Kotak Mahindra Bank 43. Gujarat Gramin Bank

All the eligible banks are instructed to collect the original documents / papers of guarantee from the

concerned tendering authority.

GR can be downloaded from the following link:

https://financedepartment.gujarat.gov.in/Documents/DMO_2941_01-Apr-2026_744.pdf

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Annexure 3: Sample Menu

The sample menu for the various meals is as below. The weekly menu for each meal shall be decided in

consultation with the Authority.

Lunch – Type 1 (unlimited)

1. Salad (Green, Tossed, Sprouted, Aaloo chana chat 6. Wheat Roti / Bhakhari / Puri (apply pure Ghee to Roti

etc.) / Bhakhari)

2. Kathod 7. Pickle

3. Lilotaree Shak 8. Papad (Fried/Roasted)

4. Dal/Kadhee/dal fry 9. Butter milk

5. Rice /Veg. Biriyani / Jeera Rice / Veg. pulao 10. Mukhavas

Dinner – Type 1 (unlimited)

1. Salad (Green, Tossed, Sprouted, Aaloo chana chat 5. Wheat Roti / Bhakhari/ Puri (apply pure Ghee to Roti

etc.) / Bhakhari)Pickle

2. Lilotaree Shak 6. Papad (Fry/Roasted)

3. Kadhi/Dal. 7. Butter milk

4. Khichadi/ Rice 8. Mukhavas

Breakfast – Type 2 (unlimited)

2. One Dish (eg. Bataka Poha / Upama / Sev Khaman / Uttapam / Plain Parotha / Stuffed Parotha / Bread Butter / Toast

with Jam or Butter / Idli /Masala Dosa / Plain Dosa / Cornflakes etc. (with Sambhar / Chatani / sauce as per breakfast) –

Lunch / Dinner – Type 2 (unlimited)

1. Salad (Green, Tossed, Sprouted, Aaloo chana chat 7. Rice/Veg. Biriyani/ Jeera Rice/ Veg. pulao

etc.) 8. Wheat Roti / Bhakhari / Puri / Nan / Bhathha Roti

2. Kathod (apply pure Ghee to Roti / Bhakhari)

3. Lilotaree Shak/ Undhiyu 9. Pickle

4. Sweet (eg. Dhudhi Halavo / Gajar Halavo / Chocolate 10. Papad (Fried /Roasted)

Barafi / Mohan Thal / Churma Ladu/ Kopara pak etc.) 11. Butter milk

5. Farsan (eg. Vateli Dal Khaman / Sandwich Dhokala / 12. Mukhavas

Khandavi /Patra / Mix bhajiya / Navatad samosa etc.) 13. Mineral Water Bottle 200 ml.

6. Dal / khadhi / dal fry 14. Paper napkin

High Tea – Type 2 (unlimited)

1. One Farsan/Different Salads eg. Alu Samosa/ Gobi 3. Tea/coffee

Samosa/ Navtad Samosa/ Paneer Cutlets/Paneer 4. Wafers eg. Potato/Banana/ Plain/Masala

Sandwich/ Veg. Sandwich/Veg. Roll /Palak Kachori 5. Mineral Water Bottle 200 ml

etc. (Two pieces if small size) 6. Paper napkin

2. One Sweet / Fruit Dish er. Kaju Sweet / Anjir sweet /

Plum Cake / Pastry /Milk Cake / Bengali Sweet etc.

(Two pieces if small size)

Breakfast – Type 3 (unlimited)

1. Milk / Bournvita, Corn flakes / Oat 3. Bread Butter / Toast with Jam & Butter Fruit dish

2. One Dish (eg. Bataka Poha / Upama/ Sev (Banana /Apple /Papaya /Watermelon /Mango Sweet

Khamani/Uttapam / Grilled Sandwich / Thepla melon/Grapes/Gauva /Kiwi/Chickoo)

(Cheese/Vegetable/Paneer) / Parotha / Stuffed 4. Tea/Coffee

5. Mineral water

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Parotha / Idli /Masala Dosa / Plain Dosa/Chole 6. Paper Napkin

Bhature / Puri bhaji etc. (with Sambhar / 7. Pickle

Chatani/Sauce as per breakfast)

Lunch / Dinner – Type 3 (unlimited)

1. Soup 9. Punjabi Dal (eg. Dal Tadaka/Dal Fry/Dal Makhani

2. Starter Kadhi/Pakoda Kadhi etc.)

3. Salad (Green, Tossed, Sprouted, Russian, 10. Rice/Veg. Biriyani/ Jeera Rice/Veg. Pulao

Aaloochana chat etc.) 11. Wheat Roti/ Bhakhari/kuri/ Nan/ Bhaththa Roti/Rumal

4. Papad (Fried/Roasted) Roti etc. (apply pure Ghee where necessary)

5. Sweet (eg. Dudhi Halavo/ Gajar Halavo/ Chocolate 12. Pickle

Barafi/ Mohan Thal/ Churama Ladu/ Kopara pak etc.) 13. Butter milk

6. Farsan (eg. Vateli Dal Khaman / Sandwich Dhokala / 14. Ice cream

Khandavi / Patra etc.) 15. Mukhavas

7. Lilotari Shak/ Undhiyu 16. Mineral Water Bottle 200 m.l.

8. Punjabi Vegetable 17. Paper napkin

High Tea –Type 4 (unlimited)

1. One Farsan/Different Salads eg. Alu Samosa/ Gobi 3. Tea/coffee

Samosa/ Navtad Samosa/ Paneer Cutlets/Paneer 4. Wafers eg. Potato/Banana/ Plain/Masala

Sandwich/ Veg. Sandwich/Veg. Roll /Palak Kachori 5. Mineral Water Bottle 200 ml

etc. (Two pieces if small size) 18. Paper napkin

2. One Sweet / Fruit Dish er. Kaju Sweet / Anjir sweet /

Plum Cake / Pastry /Milk Cake / Bengali Sweet etc.

(Two pieces if small size)

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Annexure 4: Site Details

Location and Site Context:

SPIPA Floor Plans :

1. Administrative Building

Ground Floor Layout

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

First Floor Layout

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

2. Spipa Boys Hostel

Ground Floor Plan

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

First Floor Plan

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Second Floor Plan

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Third & Fourth Floor Plan

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

Terrace Floor Plan

Request for Proposal (RFP) for Selection of an Agency for providing Comprehensive Facility Management &

Catering Services at SPIPA Campus, Ahmedabad

SPIPA Photographs:

Administrative Building