NOTICE INVITING TENDER FOR PROVIDING HOUSEKEEPING SERVICES
Sealed Tenders are invited by the EPFO, Regional Office, Chennai from reputed experienced and registered Agencies/Firms/Companies/Institutions having valid license under Contract Labour Regulation & Abolition Act, 1970 for providing Housekeeping services for its Regional Office premises at Royapettah, Chennai 600 014 and its staff quarters premises located at Nungambakkam, Chennai 600 034 on contract basis for a period of one year.
TENDERING PROCESS Tender is invited in two parts i.e. (1) qualifying bid and (2) financial bid. The tender form for qualifying bid prescribed in Annexure-I and the tender form for the financial bid prescribed in Annexure-II filled in all respects should be enclosed in two separate sealed covers and both these sealed covers must be put inside a single sealed cover and should reach the Regional Provident Fund Commissioner, No. 37, Royapettah High Road, Chennai-600014, on or before 28.8.2017 by 3.00 pm either by SPEED POST/REGD.POST or by personal delivery in the Tender Box kept for this purpose at Regional Office, Chennai. The tenders received after this deadline under any circumstances whatsoever will not be entetained. The inner sealed covers shall be super scribed with "Qualifying Bid” and "Financial Bid" separately and outer sealed cover shall be super scribed with “Bid - Contract for providing Housekeeping Services for EPFO, RO,Chennai & Staff Quarters at Nungambakkam". The Tenders will be opened by a Committee of Officers of EPFO on 28.8.2017 at 04:00 p.m. in the presence of bidders in the Conference Hall in the main building. The qualifying bids will be scrutinised by the Department to shortlist the eligible bidders and thereafter the financial bids of the short listed bidders will be opened. The date of opening of Financial bid will be intimated to the successful bidders. The Tender documents with complete details of tender including experience required, scope of the work and terms and conditions can be obtained in person from the “G” Section, Regional Office,Chennai from 4.8.2017 to 24.8.2017 on all working days except Saturday and Sunday between 10.00 am and 5.00 pm on payment of Rs.500/- by means of Demand Draft in favour of the Regional Provident Fund Commissioner, Chennai 600 014. The Tender can also be downloaded from website www.epfindia.gov.in under the head “Tenders”. If the tender form is downloaded from website then bank draft of Rs.500 in favour of The Regional Provident Fund Commissioner,Chennai -14 may invariably be attached with the tender at the time of submission. Earnest Money Deposit of Rs.1,80,000/- (Rupees o n e l a k h s a n d e i g h t y t h o u s a n d o n l y ) per application in the form of Demand Draft / Banker's Cheque of Nationalised Bank drawn in favour of “ The Regional Provident Fund Commissioner, Chennai-14 ” should accompany the qualifying bid.
EMD in any other form is not acceptable. No interest is payable on the EMD to either the successful tenderer or the unsuccessful tenderer. Qualifying bids without Earnest Money Deposit will summarily be rejected. EMD will be forfeited in case the eligible bidder withdraws during the tender selection process. The EMD of the unsuccessful bidders will be returned immediately after scrutiny of the proposals. Tender without documents, as above/incomplete tenders are liable to be rejected. The Tenderors should ensure that the qualifying Bid contain: Annexure - I (duly filled-in), EMD for Rs.1,80,000/- All the required documentary proof (all pages signed ) Signed copy of Terms and Conditions. Similarly the financial Bid should contain the duly filled in Annexure – II and Annexure III are submitted. The Regional Provident Fund Commissioner, Regional Office, Chennai reserves the right to accept or reject any or all the tenders without assigning any reasons thereof.
Sd/xxx (B. RAHUL KUMAR)
Assistant Provident Fund Commissioner (F&G)
TECHNICAL REQUIREMENTS
1. The Bidder may be a proprietary firm, partnership firm, limited company, corporate body legally constituted and registered who possess the required licenses, registrations etc as per law valid at least for 12 months from the date of opening of tender.
2. The bidder shall have atleast 5 years experience of providing Housekeeping Services in State Government / Central Government /PSU/Autonomous Body under Government/Govt. Institutions/Educational Institutions. The list of clients along with satisfactory performance certificate in which the agency worked should be attached.
3. The Agency should have atleast 50 employees on its roll, for which documentary evidence
should be produced along with quotation.
4. Having successfully completed at least one work of similar nature of work of value not less than Rs.72 lakhs or two similar works of value each not less than 54 lakhs (or) three similar works of value not less than Rs.36 lakhs in the past three years in State/Central Government/PSU/Autonomous Body under Central Government/Govt. Institutions/Educational Institutions of repute and to produce Performance Certificate for the same.
5. The bidder should have average annual financial turnover during the last 3 years ending 31st
March of the previous financial year should be minimum Rs.75 lac.
6. The bidder should have an office at Chennai and there should be no case pending with Police against the Proprietor/Firm/Partner or the Company (Agency)
7. The tenderer should furnish the following information with documentary evidence along with
Technical Bid. i) Company profile indicating the details of address, website, fax, email address, telephone
both land line and mobile numbers ii) EPF registration iii) ESI registration iv) Service Tax /GST Registration no, PAN no and its related documents v) Valid Contract Labour Licence issued by Regional Labour Commissioner, Govt. of India
or should give an undertaking that the bidder would obtain it positively within 30 days(thirty) of award of the work.
vi) Banker’s name and address vii) Balance sheet for the last three years viii) List of clients including the name of the contact person & tel. numbers ix) Details of work orders for works carried out during the last five years (enclose work order
copy) x) An affidavit duly certificed by notary that the partners of the firm are sole proprietor or
company have never been blacklisted by any Department. They should also certify that there is no Police case/enquiry and /or ever been punished by the Hon. Court
(The submission of the bid without the documents mentioned above is liable for rejection. If the tenderer gives wrong information deliberately to create conditions for acceptance of the tender, the tender/bid is liable for rejection)
8. The bidder should submit Earnest Money Deposit (EMD) by way of Demand Draft of Rs.1,80,000
(Rupees one lakh eighty thousand only) drawn in favour of “The Regional Provident Fund Commissioner, Chennai -14 along with the quotations failing which the tender will be outrightly rejected. EMD in any form other than stated above shall not be accepted.
9. The successful bidder of the contract has to submit a Security Deposot ( Performance Guarantee/Security) @ 10% of the total value for one year either by way of Fixed Deposit or Bank Guarantee Receipt within 15 days from the day of award of the contract. The EMD and Performance Guarantee will be refunded after completion of the contract period.
10. In case of breach of any terms and conditions attached to this contract, the performance security
deposit of the agency will liable to be forfeited by this organisation besides annulments of the Contract.
11. A Team of officials from EPFO will visit the sites of the Contractor, if felt necessary to inspect the
present contract(s) for on-the-spot first hand information regarding the Security Services provided etc.
12. All tenderers are advised to visit the site and inspect the duty points and acquainting themselves
with the proposed work to be carried out before submission of their tenders during office hours with prior appointment.
13. All entries in the tender form should be legible and filled clearly. If the space for furnishing
information is insufficient, a separate sheet duly signed by the authorised signatory may be attached.
14. No overwriting is permitted in the Financial Bid Form and any correction should be attested by the authorised signatory. Under any circumstances correction fluid should not be used in the Financial Bid.
NATURE OF HOUSEKEEPING WORKS IN THE REGIONAL OFFICE PREMISES IS AS BELOW:
I. DAILY ATTENTION
1. The Contractor shall ensure that the EPFO premises are kept in a perfect state of cleanliness and hygiene at all times.
2. Sweeping, cleaning, vacuuming and wiping of floors of different types including carpet surfaces, staircases, corridors, lifts and lobbies, Conference Hall, parking area, recreation club, creche, Cabins etc.
3. Sweeping the open area of the entire Office Building and its premises. Cleaning inside the office, rooms, conference hall shall be completed before 9.15 AM.
4. All the materials required for cleaning the office premises & staff quarters will be supplied by the department. The Contractor should only deploy the required personnel for carrying out the work.
5. Waste paper collected from the premises shall be stored on the place identified by the Care Taker
and other garbage swept materials should be cleared everyday and not to be stored in the premises.
6. Cleaning and mopping of the floor should be done by fibre mope / sponge mope using detergents mixed with perfumed phenyl. Carpets shall be cleaned with vacuum cleaners only. No brooms shall be used.
7. Cleaning / dusting should be done daily on the following things: Tables, Chairs & Stools, Trays, Telephones, Steel Racks, Sofa Set , Computer and Keyboards, Cup- Boards, Filling cabinets, Dust bins, Modular Furnitures, Thin clients and Printers, Venetion blinds and any other office Equipments.
8. Daily Brushing / Sweeping and cleaning the main staircase and fire escape staircase with long handle fibre mope.
9. Cleaning of toilest using cleansing agent – platforms, mirrors, washbasins, flush tanks, urinal partitions, commodes, flooring, drains, nahani traps and ceramic tiles. Refill of liquid soap to soap dispensers and soaps, placing of napthalene balls, de-odorant cakes – daily.
10. Wet Cleaning and drying of the toilets should be done for at least three times a day. There should not be any stains on the pots and washbasins and foul smell. Wet cleaning shall be of perfumed phenyl.
11. Availability of sanitary materials such as Naphthalene Balls, Odonil, Liquid Soap (Soap, Freshener,
Toilet Paper, Towel and Covered Waste baskets) inside the toilet throughout the year shall be ensured.
12. Perfumed disinfection spray should be sprayed daily in the rooms, cabins and visitors area of the
office.
13. Cleaning of ACC (HQrs.) & RPFC-I Chambers shall be strictly done under the supervision of the Supervisor
II. WEEKLY ATTENTION: 1. Cleaning and maintenance of sanitary inspection chambers – (or) as and when required and as per
the instructions of the Caretaker)
2. Removal of grass, unwanted plants and other accumulations on the roads, culvert/drains in and around the office premises
3. Shifting of furniture and other items from one floor to another floor or within the floor as and when required by the administration and as per the instructions of the Caretaker
4. Cleaning of Doors and windows, window glasses, glass panes, gates, thoroughly by using wet cloth, anti bacterial liquids, soap water and or detergents.
5. Cleaning and dusting of electrical switch boards, light fixtures, fans, airconditioner vents, over head light fixtures, firefighting equipment, name plates, artifacts, plant boxes etc.
6. Cleaning of Venetian Blinds.
7. Cleaning of steps rails and maintenance rust free.
8. All other works which are listed in Daily cleaning Section but not mentioned in this Section will be attended.
III. MONTHLY ATTENTION: 1. Cleaning of windows from outside with soap and water.
2. Sweeping and dusting of entire Ceiling, Walls, Pillars and partitions with vacuum cleaners only.
3. Sweeping and cleaning with vacuum cleaners by shifting the furniture etc.
4. Cleaning and dusting of racks by removing files and papers and replacing the same in order.
5. Cleaning and removing stains from rexine or leathers of sofa, Chairs with necessary chemicals.
6. Removing stains from the painted walls, wall edges, furniture etc.
7. Wet cleaning the terrace of both building with soap water.
TELEPHONE OPERATORS:
1. The telephone operator engaged should be preferably ladies, with educational qualification of degree standard.
2. The operator should have computer knowledge and should speak English and Tamil fluently.
3. The operator should be able to communicate with the members and able to resolve the issues of the
members.
4. The operator should do any other work assigned by the Caretaker if necessary.
LIFT OPERATOR
1. The Lift operator engaged should be preferably male with educational qualification of SSLC passed.
2. The operator should have prior experience in the operation of Lifts in Govt/Semi Govt. Organisations and and he should speak English and Tamil fluently.
3. The Lift operator should behave with the staff and subscribers politely and work in a responsbile
manner.
4. The Lift operator should do any other work assigned by the Caretaker if necessary.
5. The Lift operator should coordinate with the AMC vendor for the trouble free smooth operation of Lift.
GARDEN MAINTENANCE WORKS – NATURE & SCOPE OF SERVICE
1. Providing expeienced male gardners for maintenance of garden, making flower beds, planting of seasonal flower plants, pruning of plants for its full growth, cutting the hedges, knowledge of grafting, trimming the trees, providing manure, mowing the lawns, sprinkling/spraying pesticides etc as required and as per the instructions of the Caretaker of respective premises.
2. Maintenance of lawns, in and around of the open yard, walk way to the houses, service road in front of the Office and Staff quarters, in and around the office and open space, repotting of the plants, maintaining of the indoor plants.
3. Watering of plants regularly and cleaning the drains, shifting of the debris (dry leaves and branches of trees which are cut or broken due to various reasons) to a nearby designated dumping yard using office provided trolley.
4. Floral arrangments in flower vases and placing the same in designated locations and maintenance of indoor plants on daily basis as per the instructions of the Caretaker of respective premises.
5. The EPFO shall provide water, fertilizers, pesticides, red soil, manure, garden tools and implements that are required for carrying out the job. The Contractor shall handle the same with care and keep them in the safe custody and return the same to the company as and when required.
NATURE OF HOUSEKEEPING WORKS IN THE EPF STAFF QUARTERS, NUNGAMBAKKAM PREMISES IS AS DETAILED BELOW:
1. To sweep all internal roads in the Staff Quarters premises and dispose off the swept materials to the garbage pit.
2. To sweep the staircases of all the blocks, Garages/Sheds, Pump Room and Maintenance Office
Room every day.
3. To remove the Cob-Web in the Staircases of all the blocks, Garages/Sheds, Pump Room, Maintenance Office Room and wet clean the Staircase once in a week.
4. To clean the premises all-round the blocks every day.
5. To sweep the terrace and clean the sunshades of all the blocks once in a month.
6. To clear the bushes and jungle growth as and when instructed by the Caretaker.
7. It is the responsibility of the Contractor to clean the drainage blockade in the Kitchen/Sanitary
chambers whenever required and as instructed by the Caretaker. No separate payment will be made in this regard.
8. To collect the Garbage from each flat and dispose off the same in the dustbin kept in the premises
daily.
9. To dispose off the garbage to the Corporation Vehicle in the specified time.
10. To develop the garden and to maintain the same as per the instructions of the Caretaker. To pour water to the plants every day.
11. The Gardener posted should also carry out the sweeping as well as gardening work as and when
instructed by the Caretaker.
12. The Sweeper and Gardener should also carry out the bush cleaning work as and when instructed by the Caretaker.
13. To clean the Officers’ and Staff Guest Houses available at Nungambakkam every day. The Guest
Houses should be cleaned, mobbed and vacuum cleaned every day. The glasses of the window panes, tables, chairs and other furniture should be dusted and cleaned every day. The toilets and bathrooms should be wet cleaned with scented phenyl followed by dry mobbing every day.
14. The Electrician should rectify all the day-to-day electrical complaints in all the Flats in the Staff
Quarters premises. Further, he should attend the faults in the Streetlights, stair case lights and the cable fault etc. as and when required. He should acquaint the knowledge to operate all kinds of Motor pumps. He should take care of the cleaning of the Motor Pump sets and providing grease every week. He should also properly maintain the Electrical fittings in the Motor Pump room, Feeder Pillars, Electrical room.
15. The Plumber should rectify all the day-to-day plumbing complaints in all the Flats in the Staff
Quarters premises. The Plumber should have the knowledge to put thread for both GI and PVC pipes using die set, as and when required. Further he should attend to the assembling, fitting, installation, maintenance and repair of pipes, fixtures and fittings (both GI and PVC pipes) for water supply and for sanitary and drainage system. He should acquaint the knowledge to operate all kinds of Motor pumps. He should take care of cleaning the motor pump sets and provide grease every week.
16. In case of emergency, the Electrician and Plumber should report at the Staff Quarters within half-
an-hour.
17. The Plumber and Electrician should coordinate and complete the work as and when their services are required jointly. The tools and plants required for the plumber and Electrician should be provided by the Contractor.
18. If any tools and plants pertaining to the Office will be lost by the Technicians the cost of the same
will be recovered from the monthly bill.
19. Separate persons should be posted as Electrician and Plumber and the persons are not allowed to
continue in more than one shift.
20. If any person deployed for the above said works find unfit for the work assigned to them, the persons will be immediately terminated from the work and the Agency should immediately replace him/her with suitable persons.
Sd/xxx ASSISTANT P.F. COMMISSIONER (F& G)
Accepted the above nature of the works. SIGNATURE OF THE CONTRACTOR WITH SEAL
TERMS AND CONDITIONS
The Agency will be considered for award of contract only if they agree to abide by the following terms & conditions:
1. The sweepers and gardeners engaged for the work should wear uniform with Identity Card.
2. The Sweepers and Gardeners should be available from 7.30 AM to 4.30 PM with one hour lunch break for Regional Office, Chennai and from 8.00 AM to 5.00 PM with one hour lunch break for the Staff quarters.
3. The Agency should engage persons who are physically fit and have good moral characters
and must be above the age of 21 years and below the age of 50 years. Employment of child labour will lead to the termination of the Contract.
4. The Tenderer shall engage reliable persons after doing the proper character and Police
verification and other formalities, impose any conditions as per prevailing contractual labour law for such engagements, take any disciplinary action against such person or reward any such person for efficiency at work etc at its sole costs, risks and responsibilities.
5. For the manpower deployed, the agency will keep with them , their present and permanent
address, education qualification details, specimen signature and two passport size photographs and furnish these details/information to EPFO.
6. The staff deployed by the agency will maintain office decorum. They should be courteous,
polite, cooperative, in good health and character and be able to discharge their responsibilities of housekeeping work. The bidders will verify the character antecedents before deploying any person at EPFO.
7. The persons engaged for the works will not be allowed to stay in the premises after
completion of the work and the persons should not take bath or misuse the water.
8. Any absenteeism in manpower will be noted down on a daily basis and would be debited proportionally at the time of payment at the end of every month.
9. The staff at work and the supervisor are in charge for all the items such as rubber mats,
nylon mats, taps, water hosepipes etc. and in case any breakage / loss of these items will lead to deduction of the actual cost of the items from the bills of the agency.
10. The supervisor of the agency should report to the caretaker & JE (C) everyday twice (i.e.) in
the morning and in the evening and report the compliance of the work. The attendance of the employees engaged should be got certified by the caretaker/staff of G section and Caretaker/Staff Qrs. every day.
11. The EPFO shall have no connection with the persons engaged by the Agency and such persons shall not be on the rolls of EPFO at any point of time.
12. The Insurance and accident risks of the workers shall be the responsibility of the Agency.
13. The EPFO reserves the right to order for removal of any worker of the agency from the Staff
Quarters or office premises at any time if it is felt that he/she is undesirable.
14. The Contractor or his representative should visit the site physically and supervise the daily work both morning and afternoon and to carry out the instruction of the Caretaker at Regional Office and Staff Quarters, Nungambakkam.
15. If the agency does not deploy the required number of housekeeping personnel a penalty of Rs. 250/- per person/per day will be levied and deducted from the bill.
16. Agencies should have registration numbers for Employees’ Provident Fund, Employees’ State Insurance, and Central Labour Licences and pay the Provident Fund / Employees’ State Insurance benefits to the employees. The wages paid to housekeeping personnel should strictly comply with Minimum Wages Act and Contract Labour (R & A) Act, 1970. All these statutory liabilities shall be the sole responsibility of the agency. Documentary evidence should be enclosed with the quotation.
17. The agency should be registered under labour laws for providing man power and with the Registrar of firms for at least 3 years before the closing date of tender. Licence from Labour Department as per section 12 of Contract Labour (R&A) Act, 1970 should be obtained for the contract work within 30 days of award of contract.
18. Failure by the contractor to comply with any statutory requirements and / or the terms of the
agreement during the period of contract shall result in termination of the contract and subsequent disqualification from participation in any future tender of the department.
19. The Service charges payable to the Contractor will not be revised and will remain fixed during the entire period of the Contract. In the event of renewal or extension of the Contract the Service charges for Contractor agreed at the time of award of the Contract will remain unchanged.
20. The RPFC reserves the right to increase or decrease the number of Housekeeping personnel during
the contract period and the Contractor shall provide the revised/required number of personnel at the rate approved for theContractor.
21. The contractor shall take due care to comply with the provisions of the Contract Labour (Regulation
& Abolition) Act, 1970 including all other legal obligations, like policy changes made by the Government or legal amendments from time to time, during the period of contract.
22. Any personnel engaged by the Agency if found indulging in illegal and intolerable activities will be
handed over to the police or any other, action deemed fit against him will be taken besides termination of the contract immediately. Agency shall be solely responsible for the conduct and behavior of persons deployed by the agency.
23. The agency shall not replace the housekeeping personnel frequently without proper substitute &
without prior permission of the EPFO. A Senior level representative of the agency shall visit the EPFO premises at least once-a-week and review the service performance of its personnel and also meet the authorised official of EPFO for mutual feed back regarding the work performed by their personnel and removal of deficiencies, if any, observed in their working.
24. The agency shall provide reasonably good uniform with name badges to its personnel deployed at its
own cost and ensure that they are used by the personnel deployed and are maintained in good condition. Housekeeping personnel should have photo identity card having details of Name, Residential Address, Phone Number along with ESI card No. & E.P.F. Numbers.
25. The agency shall be prompt in making replacement in case any person is found unsuitable for Duty.
Agency shall promptly arrange additional staff whenever required by the EPFO. The agency shall ensure that any replacement of personnel as required by EPFO shall be effected promptly. If the agency wishes to replace any of the personnel, the same shall be done with prior concurrence of EPFO.
26. The agency/contractor shall work under the overall supervision and direction of the officer authorized
by the EPFO and shall ensure that the personnel deployed by it are disciplined and do not participate in any activity prejudicial to the interest of EPFO.
27. In case of any theft or pilferages, loss or other offences, the agency will investigage and submit a report to EPFO and maintain liaison with the Police. FIR will be lodged by the EPFO wherever necessary. If need be, joint enquiry comprising of both the parties shall be conducted and responsibility fixed to recover the property and process the case in the Court of Law.
28. In case of any loss that might be caused to EPFO due to lapse on the part of the Housekeeping
Personnel the same will be borne by the agency and in this connection RPFC, EPFO, Chennai-14 shall have the right to deduct appropriate amount from the bill of contracting agency to make good such loss to EPFO besides imposition of penalty. In case of frequent lapses on the part of the Housekeeping personnel deployed by the Contractor, EPFO shall be within its right to terminate the contract forthwith or take any other action without assigning any reason whatsoever.
29. The agency will be responsible for complying with payment of minimum wages and other benefits
including prescribed number of duty hours/leave/ holidays, etc.to its employees deployed in the Ministry, as per Labour Laws in force from time to time. The agency will be responsible to comply with all labour legislations including social security, Service-Tax wherever applicable and such other statutory orders by Government/Municipality, which may be in force from time to time.
30. The agency will ensure that payment of wages to the contractual employees is made by the 7th of
every month and wage slips containing full details of pay and deductions, PF, ESI and UAN numbers etc. are issued to every employee. The Agency shall make payment to the workers by depositing the payment towards the wages in their individual bank accounts and submit the bank statement to the office duly certified by the bank, with the bill for verification and reimbursement. The ageny should ensure that the UAN is activated and seeded with aadhar number, Bank account no. with IFSC code and any other details such as Voter Id, Ration Card, Driving Licence, Pass port etc as KYC and the UAN numbers for each employee should be sent to this office.
31. The agency shall submit its monthly bills for the actual number of duties performed by the
housekeeping personnel with all the relevant documentary proofs within 3 days of close of the billing month and the payment will be done on monthly basis within 10 days of close of the billing month . The payment will be made as per the Attendance Register duly signed by the Field Officer / Supervisor periodically at least once in a week and accepted by Caretaker of this Organisation
32. In case any of the persons so deployed by the Agency does not come up to the mark or does not
perform his duties properly or indulges in any unlawful activites, riot, or disorderly conduct, the agency shall withdraw such person from the premises immediately and he has to deploy new person in his place.
33. In the event of the Agency committing a defult or breach of any of the provisions of the Labour Laws
including the provisions of the Contract Labour Regulation & Abolition Act, 1970 as amended from time to time or furnishing any information, or submitting or filing any statement under the provisions of the said regulations and rules which is materially incorrect they shall without prejudice to any other liability pay to the RPFC, Chennai a sum as may be claimed by the EPFO.
34. The Agency shall be responsible for fullfilling all his obligations towards the persons deployed under
Law, namely under the Minimum Wages Act, EPF Act, ESI Act etc as applicable and amended from time to time. The Agency shall be responsible for deposit of all employees and Principal Employer’s share of statutory contributions towards EPF/ESI with the concerned departments/authorities at his own level and maintenance of such records as per rules.
35. The Agency is required to submit a copy of challan/abstract/ECR (Electronic Challan Receipt)
statement of the amount deposited on account of the statutory contributions along with the bill for reimbursement, failing which the payment of service charges of the following month will be withheld. The payment will be released to him towards his service charges after deduction of income tax or any other Government Dues, after the submission of attested copies of recovery schedules and other statements in the required formats for all employees, copy of Bank challan(s)/Scroll(s) as a
proof of having deposited the said amount for the period concerned before the reimbursement of wages bill of staff is claimed. The Agency shall ensure that the cheques issued by him should not be dishonored under any circumstances. The agency will also arrange to open such EPF/ESI accounts of all employees deployed by him.
36. Any breach of compliance of such formalities during the contract shall invite action for impositionof
penalty, apart from the cancellation of thecontract without any notice. The responsibility for issuance of Annual statement of EPF deposits and ESI card to its employees solely lies with the Agency. The agency should also ensure that a separate challan may be generated for the EPF and ESI contributions remitted for the housekeeping personnel engaged in EPFO premises and submit along with the monthly bill of the following month.
37. The manpower deployed by the Agency are solely employees of the Agency and they have no right
to claim for any compensation or regular appointment/liability whatsoever either for absorption/continuation or for regularisation or compensation etc on whatsoever grounds and/or reasons. The agency should provide a copy of appointment order issued by him to the workers.
38. In case of any eventuality on the health and life of the housekeeping personnel either on duty or
otherwise, all liabilities shall vest in the agency and the EPFO shall have no liabilities whatsoever.
39. In case the contractor withdraws or the department terminates the contract for violation of terms and conditions and / or deficiency in services during the period of contract, notice is to be issued in three months advance by either side. In case the contractor withdraws without issuing any notice the performance guarantee will be forfeited.
40. In case the department terminates or the contractor withdraws for any deficiency in services / violation
of terms and conditions during the period of contract, notice is to be issued in three months advance by either side. In case the contractor withdraws without issuing any notice, the performance guarantee will be forfeited.
41. The payment will be made as per the Attendance Register duly signed by the Supervisor periodically at least once in a week and accepted by Caretaker of this Organisation.
42. In some occasions due to budgetary constraints, the payment may be delayed for one or two
months. The contractor should bear such situation and should not stop the work for want of payment.
43. The successful bidder has to execute an agreement for the above contract with the EPFO
incorporating the prescribed terms and conditions of the contract on a Rs.100/- non-judicial stamp paper before commencing of works.The cost of the stamp paper has to be borne by the Contractor/agency.
44. The tenderer shall sign and stamp each page of this tender document as a token of having read and
understood the terms and conditions contained herein and submit the same along with the qualifying bid.
45. The tenderer should fill up the information in the Annexure I, II & III enclosed at the end of this
document in clear and legible terms. Annexures will also have to be signed and stamped by the firm through its authorised signatory. The tender forms shall be rejected if it is not complete in any aspect.
46. TDS will be deducted as per the prevailing income tax rules on every bill.
47. The workers engaged under the contract should invariably have individual savings bank
account, PF account seeded with UAN & Aadhar No. and the same should be furnished after award of the work to the agency.
48. The EPFO will reimburse the Service Tax, payable if any on the bill by the Contractor to the
authorities concerned and it will be the responsibility of theContractor to pay such an amount only if he is liable to pay Service Tax under the relevant Act/Rule/Orders of the Government of India/State Government.
49. Failure by the contractor to comply with any statutory requirements and / or the terms of the
agreement during the period of contract shall result in termination of the contract and subsequent disqualification from participation in any future tender of the department. Any dispute regarding the contract shall be resolved through the Indian Law and the jurisdiction of the courts located in Chennai.
50. If the contractor violates any of the terms and conditions of this agreement or commits any fault or
their services are not to the entire satisfaction of EPFO, a penalty leading to a deduction upto a maximum of 10% of the total amount of bill for a particular month will be imposed.
51. The agency shall not engage any sub-contractor or transfer the contract to any other person. The
terms and conditions contained herein shall form part of the tender and the tenders will be valid for a minimum period of 90 days from the date of opening.
52. A Penalty of Rs.200/-(Rupees two hundred only) per instance shall be imposed and deducted from
the contractor's /Agency's bill, if: (a) the housekeeping person is not found in proper uniform with displaying photo identity card.. (b) the housekeeping person is found indulging in smoking/drinking/chewing of pan, loitering without work during the duty hours, the persons will not be allowed to enter in the office premises besides the penalty impose. (c) the housekeeping person is found sleeping during duty hours. (d) the housekeeping person is found missing from the place of duty, for any reason. (e) The behaviour of the housekeeping person is found harsh/rude and non-cooperative towards the staff/subscribers (f) The the housekeeping person is found performing the duty by submitting fake name & address.
53. The Contract can be terminated on any of the following contingencies. a) On expiry of the contract period b) By giving one month advance notice by EPFO on account of
i) For committing breach by the Agency of any of the terms and conditions of the Contract.
ii) On assigning the Agency or any part thereof or any benefit or interest therein or there under by the Agency to any third person for sub contracting whole or part of the contract.
iii) On violation of any Labour Laws as per Contract Labour (Regulation & Abolition)Act, 1970, as amended from time to time.
iv) On the agency being declared insolvent by the Competent Court of Law v) The Agency provides unsatisfactory services
54. During the notice period of termination of the Contract in the contingencies contemplated above, the
Agency shall keep on discharging its duties as before till the expiry of the notice period. It shall be the duty of the Agency to withdraw all the persons deployed by him on expiry/termination of the Contract and will ensure that no person creates any disruption/hindrance or problems of whatsoever nature to EPFO.
55. The contract shall remain valid for a period of one year. However, if the service found to be satisfied the contract shall be extended further on mutual agreement on the same terms & conditions for a period not exceeding another 2 years.
56. The Regional Provident Fund Commissioner, RO,chennai reserves the right to terminate the contract without assigning any reasons by giving 30 days’ notice and the decision of the RPFC in all matters of the Contract shall be final and binding on both the parties.
57. Besides the above, an undertaking in the following format should also be furnished:
“The contractor hereby agrees to undertake that he shall abide and conform to the various provisions in so far as they relate to him as specified in Contract Labour (R & A) Act, 1970”.
ASSISTANT P.F. COMMISSIONER (F&G)
Accepted the above terms and Conditions. SIGNATURE OF THE CONTRACTOR WITH SEAL
Details of Enclosures
NAME OF THE WORK :Housekeeping works at Employees’ Provident Fund Organisation, Regional
Office, Chennai – 14 / EPF Staff Quarters, Nungambakkam, Chennai - 34 LIST OF ENCLOSURES: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
I have gone through the terms and conditions and nature of work to be undertaken. I have also visited the site physically and the rate quoted is as per the above.
NAME OF THE AGENCY WITH SEAL
ANNEXURE –I
QUALIFYING BID DOCUMENT 1.Name of the Registered firm/Company
2.Address of the Company: (With tel.no/fax no/Email)
3.Name & address of the Partners/Directors With tel.no/faxno./mob.no/email
4.Contact person(s) with telephone number and mobile number
5.No.of years of experience(*) in providing Housekeeping Services with any Government/PSU organisations
6.List of Clientele(*) along with certificate of appreciation from atleast three important clients
7.PAN/GIR number(*)
8.Service Tax /GSTRegistration no.(*)
9.Bank account details(*)
10.Details of Registration with EPF(*) (attach photocopy )
11 Details of Registration with ESI(*) (attach photocopy )
12.Registration with appropriate authority for providing Houskeeping Services (attach photo copy)
13.Registration under Shops & Estt. Act (attach photo copy)
14.Annual turnoverfor 3 financial years (attach a copy of audited balance sheet for last three years)
15.Income tax returns for the past three years
16.Affidavit in the prescribed format to the effect that the agency has not been blacklisted by Central/State Government (attach copy)
17. Details of Tender document cost paid DD no/Date/Drawn on bank
18.Details of Earnest Money Deposit(EMD) DD no/Date/Drawn on bank
19.Any other relevant information
D E C L A R A T I O N
I hereby certify that the information furnished above is full and correct to the best of my / our knowledge. I understand that in case any deviation is found in the above statement at any stage, the company will be blacklisted and will not have any dealing with the Department in future.
(Signature of Authorized Signatory with seal) * Details in respect of government and non-government organizations may be provided in separate annexures accompanying this qualifying bid.
S C H E D U L E
Name of the work: Providing of Housekeeping services for Employees Provident Fund Organisation, Regional Office,Chennai and Staff Quarters at Nungambakkam. Location Nature of work Category of
employee No of persons required
Duty hours (with lunch break 1.00 hour)
Regional Office, 37, Royapettah High Road, Chennai 600 014
1.Supervisor 2. Sweepers 3.Cleaners (Canteen) (5 days work per week) 4. Gardner 5.Tele. Operators (5 days work per week) 6. Lift operator 7. Cook (5 days work per week) 8. Electrician 9. Plumber 10.Network technician (5 days work per week)
Semi-skilled Un-skilled Un-skilled Un –skilled Un -skilled Semi-skilled Semi-skilled Semi-skilled Semi-skilled Semi-skilled Skilled
Male(or)Female – 1 Male - 7 Female - 8 Male -2 Male - 1 Female - 2 Male - 1 Male – 1 Male - 1 Male -1 Male -1
7.30 am to 4.30 pm 7.30 am to 4.30 pm 7.30 am to 4.30 pm 7.30 am to 4.30 pm 9.00 am to 6.00 pm 9.00 am to 6.00 pm 7.00 am to 4.00 pm 9.00 am to 6.00 pm 9.00 am to 6.00 pm 9.00 am to 6.00 pm
EPF Staff Quarters, Dr.Thirumurthy Nagar, Nungambakkam, Chennai 600 034.
1.Sweepers 2.Gardner 3. Electrician 4. Plumber
Un-skilled Un - skilled Semi-skilled Semi-skilled
Male - 2 Female - 3 Male – 1 Male - 1 Male - 1
7.30 am to 4.30 pm 7.30 am to 4.30 pm 1.00 pm to 9.00 pm 7.30 am to 4.30 pm
Total
34
ANNEXURE – II
FINANCIAL BID
For providing Housekeeping Services in Regional Office,Chennai, Royapettah,Chennai 600 014 and Staff Quarters at Dr.Thirumurthy Nagar, Nungambakkam 600 034.
1. Name of the Firm/Company:________________________________________
2. With reference to the order No.1/13(3)/2017-LS-II, Government of India, Ministry of Labour and Employement, dated 20.4.2017 of Chief Labour Commissioner (C), New Delhi, the rate for the works given tender document is given below:
Sub total (1 to 4) 630.94 699.13 769.87 5. Service charges
per man power per working day (To be quoted by the bidder)
______________%
6. Service Tax/GST on ( 1+ 2+ 3+ 4) payable by this office
Note: Quoting S.No.5 is essential based on which L1 will be evaluated. As per the office of the Chief Labour Commissioner, New Delhi order No. No.1/13(1)/2017-LS-II dated 20.4.2017, the rates prescribed in Sl.No1 & 2. The rates in Sl.No.1 to 4 are applicable from time to time, will be paid.
Date: Signature of Authorised Signatory with Seal
ANNEXURE III FORMAT OF UNDERTAKING, TO BE FURNISHED ON COMPANY LETTER HEAD WITH REGARD TO BLACKLISTING/NON-DEPBARMENT, BY ORGANISATION To The Regional Provident Fund Commisioner-I EPF organisation, 37,Royapettah High Road, Chennai 600 014. Sir, I/We hereby confirm and declare that I / we, M/s._______________________________________________________________________ Is/are not blacklisted/De-registered/debarred by any Government Department/Public Sector Undertaking/Private Sector/ or any other agency for which we have executed/undertaken the works/Services during the last 5 years. In the event of any such information pertaining to the aforesaid matter found at any given point of time either during the course of the contract or at the bidding stage, my/our bid/contract shall be liable for truncation/cancellation/termination without any notice at the sole discretion of the purchaser.
Yours faithfully, Place: Date: (AUTHORISED SIGNATORY WITH SEAL)
![Provident Fund [1]](https://static.documents.pub/doc/80x56/577d29e31a28ab4e1ea82754/provident-fund-1.jpg)
