Telephone: (0821) 2455880 Fax: (0821)2459000

E-mail: sro.mysore@epfindia.gov.in

chcR~,~~~~ EMPLOYEES' PROVIDENT FUND ORGANISATION

(Ministry of Labour & Employment,Govt. of India ~ lJci ~ ~. 3l'Rn mcl'i"R)

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E-mail: sro.mysore@epfindia.gov.in

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(Ministry of Labour & Employment,Govt. of India ~ 'QcT ~ ~. lRffi'f ~

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Ph:(0821)2455880 Fax: (0821)2459000

E-mail: sro.mysore@epfindia.gov.in

EMPLOYEES' PROVIDENT FUND ORGANISATION {Ministry of Labour, Govt. of India),

Regional Office, "Bhavishya Nidhi Bhavan"

2nd Stage, Gayathripuram, Mysore - 570 019

No.KN/PF/MYS/ Adm/CT /14/2017-18 Dtd; 29.05.2017

TENDER NOTICE

The Employees' Provident Fund Organization under the Ministry of

Labour and Employment, Govt. of India having its Regional Office at No. 109-

128, 2nd Stage, Gayathripuram, Mysore - 570 019 invites sealed quotations on

two bid system from reputed agencies for providing Security Guards on contract

basis for the period 01/07/2017 to 30/06/2018. Date of closing of Tender is

27/06/2017 (5:00 pm). For details please visit www.epfindia.gov.in

The RPFC, RO Mysore reserves the rights to either accept or reject any or

all quotations without assigning any reasons.

~"4:-.. [Assistant P.F. Commissioner]

Regional Office, Mysore

Ph:(0821)2455880 Fax: (0821)2459000

E-mail: sro.mysore@epfindia.gov.in

EMPLOYEES' PROVIDENT FUND ORGANISATION (Ministry of Labour, Govt. of India),

Regional Office, "Bhavishya Nidhi Bhavan"

2nd Stage, Gayathripuram, Mysore - 570 019

No.KN/PF/MYS/ Adm/CT /14/2017-18 Dtd; 29.05.2017

TENDER NOTICE

1. Employee's Provident Fund Organization (herein after called as the "Organisation"}, a

Statutory Body under the Ministry of Labour and Employment, Government of India,

having its Regional Office at No. 109-128, 2nd Stage, Gayathripuram, Mysore -570 019

invites sealed quotations from reputed agencies for supply of Security Guards for the

period from 01/07/2017 to 30/06/2018.

2. Quotations in the sealed cover super scribed with "Tender for supply of Security

Guards" addressed to Regional Provident Fund Commissioner, Employees Provident

Fund Organisation, Regional Office, No. 109-128, 2nd Stage, Gayathripuram, Mysore -

570 019 may be delivered in person or sent by post, so as to reach latest by 05:00 PM

on 26/06/2017.

3. Quotations received after the prescribed time and last date will not be entertained.

However, on the basis of response, date may be extended in the form of amendment

to this tender.

4. Quotation should be based on detailed Terms and conditions as mentioned in the

Tender Document.

5. Tender Form can be obtained from Caretaker Section, Employees Provident Fund

Organisation, Regional Office, Mysore - 570 019. Tender Form can also be

downloaded from www.epfindia.gov.in . Application Fee of Rs. 500/- (Rupees Five

Hundred only} in the form of Demand Draft drawn in favour of "Regional Provident

Fund Commissioner, Mysore", drawn on any nationalized/ scheduled bank payable at

Mysore is to be enclosed along with the Technical Bid. Any application received

without the mandatory application fee will be summarily rejected.

6. The schedule of receipt and opening of quotations is as follows:

Last date of issue of Tender Forms 27/06/2017 by 05:00 PM

Last date and time for receipt of quotations Date and time of opening of quotations

27/06/2017 by 05:00 PM 28/06/2017 by 03:00 PM

INVITATION OF THE BID

Name of the Service No. of Persons Age Qualification/ Required Eligibility

Security Guards 3-To be Minimum 18 yrs & Preferably ex-deployed round maximum 50 yrs serviceman and the clock having sound health,

and well trained

NATURE OF WORK TO BE PERFORMED BY SECURITY GUARDS:

Three shift uninterrupted security duties at the administrative office building and Staff

Quarters at Employees' Provident Fund Organization, Regional Office, Mysore. Their duties in

general are:

(a) Regular checking, recording and reporting as applicable in the incoming and

outgoing personnel including visitors etc ..

(b) Security of Property, building, plants, stores, engineering goods, vehicles and any

other belongings within the premises of the Office and Staff Quarters, Bhavishyanidhi

Bhavan, Regional Office , Mysore.

(c) Restricting the entry of the unauthorized persons in the premises.

(d) Keeping vigilance about such information which is vital for security to the premises

and reporting the same to the management/authorities in time.

(e) Any other duty that may be assigned from time to time by the Organization.

BIDDING PROCEDURE

It is proposed to have a Two Bid System in this Tender, i.e. Technical Bid and

Commercial Bid .

1. Technical Bid: The bidder should specifically provide full details ofthe Agency in this

Bid. The Technical Bid is placed at Annexure-1 and the same is to be filled by the bidding

firm . A checklist of documents to be enclosed with the "Technical Bid" is placed at

Annexure-11. The full details are to be put in a sealed cover super scribed with the

words "TECHNICAL BID" and addressed to " Regional Provident Fund Commissioner,

Employees Provident Fund Organisation, Regional Office, No. 109-128, 2nd Stage,

Gayathripuram, Mysore - 570 019". Please note that the prices should not be

indicated in the Technical Bid.

2. Commercial Bid: The-bidder should submit the Commercial Bid as per Annexure-111

in a separate sealed cover, super scribed with the words "COMMERCIAL BID" and

addressed to " Regional Provident Fund Commissioner, Employees Provident Fund

Organisation, Regional Office, No. 109-128, 2nd Stage, Gayathripuram, Mysore - 570

019".

Both the covers, i.e Technical Bid and Commercial Bid are to be put in a single sealed

cover super scribed with II Tender for supply of Security Guards II and addressed to" Regional

Provident Fund Commissioner, Employees Provident Fund Organisation, Regional Office, No.

109-128, 2nd Stage, Gayathripuram, Mysore-570 019" . The cover should clearly indicate the

name and address of the tenderer. The tenders may be submitted in person or sent through

Post so as to reach this office by 05:00 PM on 27/06/2017.

Application Fee: Bidders are to submit Application Fee (non-refundable) of an amount of Rs.

500/- (Rupees Five Hundred only) by way of a Demand Draft drawn in favour of "Regional

Provident Fund Commissioner, Mysore", payable at Mysore. The DD towards Application Fee

is to be enclosed with the Technical Bid. Technical Bids received without the Application Fee

or not fulfilling the prescribed conditions, will be summarily rejected and decision of the

Organisation in this regard shall be final and binding. Those Firms/ Agencies registered under

NSIC are exempted from payment of Application Fees.

Only those bidders, whose technical bids are complete in all respects and satisfy the

laid down conditions, will be considered for financial bids. No further correspondence by the

bidder shall be entertained after the last date of submission of the tender. Technical bids shall

be opened on 28/06/2017 at 03:00 PM by Tender Opening Committee. Commercial Bids of

only those who qualify in the Technical Bid will be opened thereafter.

Note: Tenders submitted through Fax/ E-mail and incomplete offers will be summarily

rejected. The Organisation reserves the right to accept or reject any or all bids in part or full

received at its absolute discretion without assigning any reason whatsoever or any notice.

Bid Security

Tenderers should furnish Bid Security amount of Rs. 25,000/- (Rupees Twenty Five Thousand

only) by way of Demand Draft drawn in favour of "Regional Provident Fund Commissioner,

Mysore" drawn on any Nationalized/Scheduled bank payable at Mysore. Bid Security of the

unsuccessful bidder will be returned to them at the earliest after expiry of the final bid validity

and latest by one month after the award of the contract. Bid Security of successful bidder will

be returned on receipt of Performance Security. Tenders submitted without Bid Security are

liable to be summarily rejected .

Performance Security

The successful bidder is to submit Performance Security amount equal to 5% (five percent) of

the value of contract [i.e. 5% of (Total Wages at SI No. 8 of Annexure Ill x Total No. of staff x

12 months)] within 7 days from acceptance of the bid by the Organisation. The Performance

Security amount is to be furnished by way of Demand Draft drawn in favour of "Regional

Provident Fund Commissioner, Mysore" drawn on any Nationalized/Scheduled bank and

payable at Mysore. The Performance Security will be retained in the Office for a period of

sixty days beyond the date of completion of all contractual obligations of the bidder.

Agency Charges

The agency shall quote reasonable and justifiable Agency Charges separately. The Agency

charges shall be over and above the wages and all Govt. liabilities, viz, PF, ESIC, Bonus,

Retaining/Reliever charges, Uniform Allowance etc.

INSTRUCTIONS TO BIDDERS

1. The bidders quoting for the tender should have at least three years' experience in

undertaking similar works. Agencies having experience with Govt. Organisations will be

given priority and must submit a list of such Department/Ministry concerned.

2. Bidder should submit the Application Fee of Rs. 500/- (Rupees Five Hundred only) by way

of Demand Draft of Nationalized/Scheduled Bank drawn in favour of "Regional Provident

Fund Commissioner, Mysore", payable at Mysore while submitting their tender, else

tender will be summarily rejected. No editing, addition/deletion of matter is permitted. If

such action is observed at any stage, such tenders are liable for outright rejection.

3. Bidders may submit the enclosed formats in original. All sheets need to be submitted after

affixing seal of the Company and signature of the authorized signatory. Additional sheets,

duly authenticated, may be attached to elucidate or clarify the specific issues.

4. Printed terms and conditions of the Tenderers will not be considered as forming part of

their tenders. In case Terms and Conditions of the contract applicable to this Tender are

not acceptable to any Tenderer, he should clearly specify deviation in its Tender.

5. The bidder should not have been blacklisted during last three years in any government

organizations. If it is found at any time during contract period that the firm is blacklisted

then the contract will immediately be cancelled and will result in forfeiture of

Performance Security.

6. Original Tender document copy should be signed and stamped by the bidder on each page

accepting tender terms and conditions.

7. All columns of this bid should be filled. Any additional information should be enclosed

separately and referred to in the relevant column of the bid form .

8. Submission of the tender by a tenderer shall be taken to signify his acceptance of the

above instructions and terms and conditions as specified below. Conditional tenders are

liable to be rejected.

9. Canvassing in any form will be viewed seriously and if any tenderer is found to be resorting

to such practice, the tender of such firm will be rejected.

10. The agency shall quote rate as per Central Minimum Wages Act.

TERMS AND CONDITIONS

1. Bidders are to furnish Bid Security amount of Rs. 25,000/- and Performance Security

amount equal to 5% (five percent) of the total value of the contract as mentioned in the

Tender.

2. The Security Guards supplied shall be physically fit and courageous, Preferably Ex­

Servicemen. They shall be conversant with the languages of Hindi, English, Kannada and

shall be trained in industrial Security, Fire Fighting, First Aid etc. All should possess all such

qualifications that are required for a security guard for discharge of their duties.

3. The Organisation reserves the right to reject the personnel supplied if they are not found

suitable and their performance is not upto the mark.

4. The agency shall provide necessary training to the staff deployed in the office .

5. The Security Guards so deployed for watch & ward duties shall not involve themselves in

any of the activities which are likely to effect the interest of the Organization and shall

maintain high order of trust and confidence.

6. The Security Agency shall provide an the necessary amenities to the Security Guards such

as Uniform, Shoes, Raincoats, Whistles, Lathies, Stocking, Torches and Winter Clothing as

may be decided by the Agency and they shall use them while on duty.

7. The agency shall provide the required number of Security Guards at all times and shall

provide substitute in case the staff are proceeding on leave/termination/resignation.

8. The agency has to accept the responsibilities for all acts of commission or omission of its

employees. In case of any theft/pilferage of Organisation property guarded be the

personnel of the agency, the Organisation shall immediately register register complaints

with the police and inform the contractor for immediate follow up of investigations. It will

be the responsibility of the contractor to pursue the matter with the police. In all cases of

loss or damages occurred due to the negligence or involvement of Security Guards, the

contractor undertakes to guarantee the recovery of the property and payment of

damages to the Organisation.

9. The agency shall furnish the names and addresses of all the men/ women posted in the

respective office and also when there is any change in manpower for police verification.

10. The agency shall be fully responsible for payment of wages, statutory dues to respective

departments and compliance of all labour laws applicable to the staff deployed in

respective offices, failing which, the contract will be terminated forthwith and will result

in forfeiture of Performance Security.

11. The agency, on award of the contract should execute an agreement in Rs. 100/- stamp

paper with Regional Office, Mysore incorporating the relevant terms and conditions.

12. The contractor shall ensure that all persons employed by him shall be efficient, honest

and conversant with their nature of the work.

13. The agency shall be liable for compliance of all statutory obligations.

14. The agency should maintain day to day attendance of the Security Guards.

15. The agency and their staff shall strictly follow the instructions of the Competent Authority.

16. The work has to be done with utmost care and diligence, and the agency should supervise,

inspect and issue instructions to their staff for the proper and efficient discharge of the

work.

17. The Security Guards are expected to be polite and courteous while interacting with

officers, staff and subscribers.

18. The Security Guards shall be well mannered and shall maintain high standard of discipline.

They shall not indulge in drinking, smoking or any other undesirable habit in the office

premises during the duty hours.

19. The agency shall quote rate as per Central Minimum Wages Act. The rates shall remain

firm during the entire contract period subject to changes in the wages as per Central

Minimum Wages Act from time to time.

20. The contract will be initially for a period of 12 months from date of award, which may be

extended further, if the agency agrees to provide the services on the same terms and

conditions, provided the services provided by them are satisfactory. The Organisation

reserves the right to terminate the contract anytime before the expiry of the contract

period without assigning any reasons, by giving one month notice.

21. The Organisation reserves to right to increase or decrease the number of personnel

deployed in the respective offices under prior written intimation to the agency. In case

additional manpower is to be deployed due to increased requirement or certain

contingencies, the agency shall provide them at the same rate, terms and conditions of

the contract in vogue.

22. The agency shall pay the monthly salary of the employees to their respective bank

accounts and submit the bank statement, Salary slip, Attendance Sheet along with PF, ESI,

Service Tax paid challan copy to this office for reimbursement on or before 05th of every

month. Salary slips of each employee shall be produced to the competent authority on or

before 10th of every month.

23. Service Tax will be reimbursed to the Agency only on production of proof of

payment/challan.

Regional om missioner,

Office, Mysore

SI

No.

1. 2. 3.

4.

5.

6.

7. 8.

9. 10.

11.

12.

13.

14.

15.

16.

17.

18.

TECHNICAL BID (To be filled by the bidder)

ANNEXURE I

Name of the work: Supply of Security Guards for Regional Office, Mysore

Description Bidder's Remarks

Name of the Firm/ Bidder Full Postal Address: Telephone No & Fax No.: E-mail id : Whether Sole Proprietor or Partnership Firm or Company Name, Designation and contact number of authorized person of Firm/ Bidder Service Tax Registration No: TAN No:

Provident Fund No: ESI No.: License Number under contract Labour (R & A) Act, 1978

PAN:

Acceptance to carry out the work as per Terms & conditions Price quoted is firm during the entire contract period. Payment as per Terms & Conditions

Whether Application Fee enclosed? If so DD No., date and bank.

Whether Bid Security enclosed? If so, DD No., date and bank. Whether all documents as per checklist at Annexure-11 enclosed?

Signature of Authorised signatory with Seal.

ANNEXURE II

CHECKLIST OF THE DOCUMENTS TO BE ATTACHED ALONG WITH THE TECHNICAL

BID

SI Name of the Document

Whether enclosed No. (Yes/No)

1. List of clients/customers with complete name, address and contact number

2. Minimum three years of experience {documents required) & Documentary proof of experience in supply of Security Guards for Government Offices if any.

3. ITR Acknowledgement with Annexures for the last 3 years

4. Documentary proof of Service Tax/VAT Registration

5. Documentary proof of License Number under contract Labour {R & A) Act, 1978

6. Documentary Proof of TAN/ PAN

7. Original Tender document copy should be signed and stamped by the bidder on each page accepting tender terms and conditions

8. Cost of processing the tender form, i.e. Rs. 500 in the form of DD

9. Bid Security of Rs . 25,000/- in the form of DD. 10. Proof of EPF and ESIC Registration document.

Signature of Authorised signatory with Seal.

ANNEXURE Ill

FINANCIAL BID (To be enclosed in a separate cover)

SI Wages Security Guards Remarks

No.

1. Wages

2. EPF and allied charges @ 13.15% of Wages

3. ESI as per norms @ 4.75 % of Wages

4. Agency Service Charge The agency is expected to

@ % quote reasonable and justified Service Charges.

5. Any other charges

(Please specify)

6. Sub-Total (sum of 1 to 5)

7. Service Tax

8. Grand Total (per person)

Certified that the above quoted rate complies with the Minimum Wages Act and all the

statutory provisions and rules as applicable.

Signature of Authorised signatory with Seal.