Desk top/ Hostel/House keeping INDIAN INSTITUTE OF PUBLIC ADMINISTRARION (An autonomous body under DoPT, Govt. of India) Indraprastha Estate, Ring Road, New Delhi-110002 NOTICE INVITING TENDER Sealed tenders under two-bid system (Technical and financial Bid) are invited latest by 27.02.2015 up-to 4.00 p.m for the following services in IIPA campus. 1. Cleaning Housekeeping and plumbing/Sanitation/sewerage/drainage service in IIPA campus excluding Hostel Building. 2. Cleaning Housekeeping and plumbing / Sanitation/sewerage/drainage service in IIPA Hostel Building. 3. Providing round the clock Security services in IIPA campus. 4. Providing Catering Service for Hostel Mess & Office Staff Canteen. Tender documents on payment of Rs. 500/-(for each tender) through cash/ Bank Draft can be obtained from the office of Executive Engineer, IIPA from 16.02. 2015 to 27.02. 2015 on all working days up-to 3.00 p.m. Tender documents can also be down loaded from website www.iipa.org.in and can be used for filing the tender, provided the cost of tender form is enclosed with the earnest money through bankers cheque /Demand Draft drawn in favour of the Director Indian Institute of Public Administration, New Delhi. The last date for receiving the completed tender along with all the testimonials and EMD is 27.02.2015 by 04.00 p.m. Registrar
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INDIAN INSTITUTE OF PUBLIC ADMINISTRARION(An autonomous body under DoPT, Govt. of India)Indraprastha Estate, Ring Road, New Delhi-110002
NOTICE INVITING TENDER
Sealed tenders under two-bid system (Technical and financial Bid) are invited latest by
27.02.2015 up-to 4.00 p.m for the following services in IIPA campus.
1. Cleaning Housekeeping and plumbing/Sanitation/sewerage/drainage service in
IIPA campus excluding Hostel Building.
2. Cleaning Housekeeping and plumbing / Sanitation/sewerage/drainage service in
IIPA Hostel Building.
3. Providing round the clock Security services in IIPA campus.
4. Providing Catering Service for Hostel Mess & Office Staff Canteen.
Tender documents on payment of Rs. 500/-(for each tender) through cash/ Bank Draft
can be obtained from the office of Executive Engineer, IIPA from
16.02. 2015 to 27.02. 2015 on all working days up-to 3.00 p.m.
Tender documents can also be down loaded from website www.iipa.org.in and can be
used for filing the tender, provided the cost of tender form is enclosed with the earnest
money through bankers cheque /Demand Draft drawn in favour of the Director Indian
Institute of Public Administration, New Delhi. The last date for receiving the completed
tender along with all the testimonials and EMD is 27.02.2015 by 04.00 p.m.
Registrar
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INDIAN INSTITUTE OF PUBLIC ADMINISTRATIONNEW DELHI
TENDER NOTICE
FOR HOUSE KEEPING ,PLUMBING,SANITARY, SEWERAGE & DRAINAGE SERVICES CONTRACT OF THEIIPA CAMPUS.
The Director, Indian Institute of Public Administration, New Delhi, an autonomousbody under the DoPT, Govt. of India primarily engaged in research And impartingtraining to Senior and Middle level Officers of the Central & States Governments andthe Officers of the Public Sector Undertakings etc. in the area of Public Administration,invites sealed tenders for providing House Keeping/Plumbing /Sanitary/sewerage/drainage Services for its campus, from the established and registeredagencies having minimum of five years experience in the line with a turnover of atleast 1.00 crore per annum.
The IIPA campus is situated over a plot of about seven acres having officebuilding, auditorium, Director’s residence, Hostel, C, D and H type quarters.
The General conditions for submitting the tenders are as follows:
1. Submission/Opening of the tenders:
The tenders in sealed cover containing three separate envelops i.e. (1) Theearnest money deposit (2) Technical bid (Appendix ‘I’) along with required testimonialsand (3) Financial bid (Appendix ‘II’).may be submitted by post to or Registrar or drop inthe box placed in the room of the Executive Engineer latest by 4.00 P.M. upto27.02.2015. The duly sealed envelope of the tenders should be prescribed “TenderDocument for House Keeping/Plumbing /Sanitary/sewerage/drainage Services for IIPAcampus”. The technical bids of only these firms shall be opened who have submittedthe required EMD, in presence of the representatives of the firms. The Financial bids willbe opened only in respect of qualified technical bidders’. The dates and time ofopening of bids will be informed to the bidders telephonically in advance. The decisionof the Authorized Committee for Opening and Evaluation of Tenders constituted by theDirector, IIPA shall be final and binding in this regard. Financial bid will be opened inthe presence of the tenderers and/their representatives who wish to be present.
2. Tenders are not transferable.
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3. Each Tender must be accompanied by a Bank Draft of Rs.75,000 from aNationalized/Reputed Pvt. Bank (Bank Draft of Cooperative Banks not acceptable)drawn in favour of the Indian Institute of Public Administration, payable at New Delhi inseparate envelop as earnest money. This amount will be refunded without anyinterest in due course to the unsuccessful bidders. Tenders not accompanied byearnest money shall be summarily rejected.
4. The earnest money of successful bidder will be forfeited if he does not fulfill any ofthe following conditions:-
a) Furnishing of interest free Security Deposit for 5 % of total tender cost bymeans of a Bank Draft of any Nationalized/Reputed Pvt. Bank, exceptCooperative Banks, in favour of Indian Institute of Public Administrationpayable at New Delhi within 15 days of the receipt of letter awarding thecontract.
b) Execution of the agreement within 15 days of the receipt of award letter.
c) Commencement of contract within 7 days of the signing of the Agreement
d) To comply with all the terms and conditions of the award letter andagreement.
5. The tenderer would furnish all information and documents as mentioned in thetechnical bid (Appendix ‘I’) in a separate envelop duly signed and stampedalong with the Financial Bid and EMD in separate envelopes.
6 Only those tenders/contractors who meet all the terms and conditions in allrespect should submit their tenders after perusing the enclosed terms andconditions.
7. Visit to the site can be arranged before submitting the tender, if so desired by thetenderer.
8. The Director, IIPA has the sole right to fix or modify the date, time and venue foropening of the tenders.
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9 No counter conditions or deviations from the terms and conditions of TenderDocument should be included in the tender submitted by the tenderer. Suchtenders will be summarily rejected.
10 The Director, IIPA reserves the right to reject the lowest tender or any other tenderor all the tenders and /or to accept any tender either in whole or in part withoutassigning any reason whatsoever and to annul the bidding process at any timeprior to award of contract without thereby causing any liability to the affectedbidder or bidders or any body else.
11. The Complete set of Tender Document can be obtained from the office of theExecutive Engineer, Indian Institute of Public Administration, I.P. Estate, Ring Road,New Delhi, from 16.02.2015 to 27.02.2015 during the normal /usual working hoursup to 3.00 P.M. every day (except on Saturdays and Sundays and PublicHolidays), on payment of a sum of Rs.500/-, through Cash/Bank Draft in favour ofIndian Institute of Public Administration, payable at New Delhi.. It can also bedown loaded from website www.iipa.org.in and can be used for filling thetender, provided the cost of the tender form is enclosed with the tenderdocument while submitting the tender, through Banker’s cheque/Demand draftdrawn in favour of the Indian Institute of Public Administration, New Delhi.
12. The Successful tenderer agency shall submit an Indemnity Bond duly executedon non-Judicial Stamp paper. The contractor will furnish an undertaking toindemnify the institute against any financial or other claim due or dispute withregard to the performance of this agreement any cash and kind loss/theft of anykind from the Institute Campus. The Indemnity Bond shall not be for less than avalue of rupees two lakh. The contractor is strictly prohibited from engaging anySub-contractor for the performance of this Contract. In the event, it is found thathe has so engaged a Sub-contractor without the specific concurrence of theInstitute in writing, the Contractor shall be liable for breach of contract that maybe computed for an amount up to rupees four lakh.
13. The contractor will provide the service of the staff engaged as per mutuallyagreed timetable throughout the seven days of the week including holidays.
14. The Contract will be awarded initially for a period of one year. However, onsatisfactory performance, the contract may be renewed on annual basis for afurther period upto two years, or so on the same terms and conditions and ratesas mentioned in the Financial Bid (APPENDIX ‘II’)
15. The contract may be terminated any time by giving one month’s notice if theservices are not found satisfactorily. If the contractor so desires to leave theservices of IIPA, he may do so by giving a 3 months advance notice in writing.
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Eligibility Criteria (Document of evidence to be provided)
1. The bidding firms should have a turn over of Rs. 75 lakhs in each of the past 03
years.
2. Should have experience of at least 05 years in House Keeping/Campus
Maintenance for similar organizations.
3. Should have staff strengths of at least 30 employees.
4. Should be registered firm under EPF/ESI and Shops & Establishment Act.
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ON THE LETTER HEAD OF THE FIRM/CO.
APPENDIX ‘I’
TECHNICAL BID
DOCUMENTS ESSENTIALY REQUIRED IN A SEPARATE ENVELOPE
1. Duly completed tender document set (consisting of total number ofpages____ duly serial numbered and signed including with terms andconditions and the Schedule I & II by the tenderer on all its pages besidesTechnical bid (Appendix ‘I’) and Financial bid (Appendix ‘II’).
.2. Duly signed notice inviting tender in token of proof to have read all the terms
and conditions mentioned therein.
3. Demand draft/pay order for Rs.500/- in favour of IIPA payable at New Delhi(as the cost of the tender document, if the same was downloaded from thewebsite www.iipa.org.in ) or cash receipt No.__________ date________ ( Ifthe cost of the same deposited with the Cashier, IIPA ) must be enclosed withthe Technical bid.
4. (i) Registration No. of the firm (under Shops & Establishment Act or RegistrationNo. of the company (under Companies act. 1956) as applicable (attachattested copy of the certificate) and year of enlistment.
(ii) Whether the firm is Proprietorship/Partnership/Pvt. Ltd. Co._________________.
5. PAN No. of the Firm/Company (attach attested copy of the PAN Card)
6. Earnest money deposit Rs. 75,000/- through Demand Draft / Pay OrderNo._________and date__________drawn on________________Bank /Branch___________ in favour of IIPA payable at New Delhi.
7. Provident Fund Account No. of firm/Company (attach attested copy of theCertificate).
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8. ESI No. of Firm/Company (attach attested copy of the certificate)
9. Documentary evidence certifying annual turnover of at least one crore perannum each for the last three financial years..
10. Income Tax return copy for financial years 2011-12 to 2013-14.
11. Financial bid on the letter head of the Firm /Company.
12. Testimonials from the Head of the Institutions/Organization at which thetenderer has provided/providing housekeeping services/Plumbing Sanitaryand drainage Services during the last three years as per detail given below:
Sl.No. Name of the institute/organization
Nature of work/contract
Period AnnualContract cost.
13. Service Tax No._______________(attach attested copy of the certificate)
14. Vat Tax No.___________________(attach attested copy of the certificate)
15. Name & Designation of the authorized signatory :
FINANCIAL BIDTender for house keeping, Plumbing, Sanitary, sewerage & drainage services
contract of the IIPA campus.
Sl.No.
Description Rate Per month (Rs.in figures) allinclusive taxes etc.
Total amount for 12(Twelve)months (Rupees in figure andwords)
a. Providing housekeeping and hospitality servicesincluding the cost of manpower, equipmentsmaterials and consumables required forproviding services as per Schedule No.1, II andthe agreement for complying all the aforesaidterms and conditions at IIPA, I.P. Estate, RingRoad, New Delhi.
b. Providing round the clock plumbing/sanitary,sewerage, drainage, rain water systemmaintenance servicesincluding the cost of manpower, equipmentsmaterials and consumables required forproviding services as per Schedule No.1(a), IIIand the agreement for complying all theaforesaid terms and conditions at IIPA, I.P. Estate,Ring Road, New Delhi.
Signature of Authorized Signatory
Name _______________________
Designation____________________
Stamp of the Firm/CO____________________________Date____________
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Minimum number of staff that must be deployed by the Contractor at IIPA Hostel
1. The Contractor’s staff should wear immaculate dress with Company’s logo namebadges and photo-identity card.
2. Within the charges for house-keeping services quoted by him, the contractor shallprovide excellent quality of naphthalene balls, odonil, phenyl, room freshener/roomspray, Mosquito Repellent , toilet Soap, Liquid Soap, Toilet paper, mugs andVim/detergents etc. and all cleaning equipments for cleaning of floors/toilets andcarpets. No extra/additional payment will be made by the IIPA to the Contractor forthese items.
3. Washing of linens such as towels /curtains/cushion covers/sofa covers and table coversand cleaning of PVC chairs, tables and cleaning of glass panes etc. will be managed bythe agency/contractor itself including arranging for ladder including cleaning materialetc. and no extra or additional payment will be made by the IIPA to contractor for thiswork.
4 In case it is observed that the cleaning material used is of inferior quality or insufficientquantity is used, IIPA will reserve the right to purchase the same itself and deduct thecost thereof from the monthly bill payable to the contractor.
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SCHEDULE – II
Other house keeping services and their periodicity
A Cleaning of glass panes in commonareas and rooms
Fortnightly
B. Changing of linens in rooms/classrooms i.e. towel, curtains, chair andsofa covers and table covers
Curtain of door and window dry-cleaning/washing thrice in a year.Towel, chairs and sofa covers and tablecovers once in a month or as berequired as per instructions.
C. Arranging washing and moping ofrooms/class rooms/corridors and toilets
Moping daily and washing will bearranged weekly or earlier if required.Toilets will be washed daily.
S.No. Description of Item Quantity Unit Rate Amount1. Providing round the clock plumbing/sanitary,
sewerage, drainage, rain water system maintenanceservices to various toilets, Wash Basin and watercooler sites Pantries, canteen etc. which includeproper functioning of total system without leakage,removing / cleaning of chockage as and whenrequired and to maintain smooth flow of water /waste water at every points including cleaning ofexternal sewerage, drainage and rain water disposalsystem with own arrangement of required T&P andpetty materials such as Sut gola, washers Sapheda,M-seal, cement/white cement etc. and as perdirection of Engineer-in-charge as given below(fittings like Taps, Cistern and other fittings will beprovided by the Institute).
a. Office Building, auditorium, Director’shouse, C-II,D-II flats, H-II type Qtrs. Andwhole campus including roads, terraces andcourtyards & surrounding areas of campus.
One job each - -
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AGREEMENT
This Agreement is made on this______day of________2014 at New Delhibetween:
5. M/s Indian Institute of Public Administration, I.P. Estate, Ring Road, New Delhi,an Institute having its Office at New Delhi (hereinafter called the first party OR IndianInstitute of Public Administration, of the ONE PART) through its authorized signatory.
AND
2. M/s______________________(House Keeping Service Provider) New Delhithrough its authorized signatory _____________________ Mr__________________________(hereinafter called the Agency or Second Party ) of the other part.
Whereas the Party No.1 desires to avail of the Services for House Keepingand Hospitality and plumbing/ sanitary & Drainage services on the terms andconditions set forth hereinafter.
And whereas the Party No.2 has agreed to undertake the said work forHouse Keeping and Hospitality and Plumbing/sanitary & Drainage Services initiallyfor a period of one year w.e.f. the date ______________ on the following terms andconditions:
TERMS AND CONDITIONS
A. Brief of the cleaning/Housekeeping/cleaning and Plumbing/sanitation/drainageServices to be provided at ; office Building,Auditorium,Director House ,C-II,D-IIFlats H-II type Quarters, Garages and Whole campus including roads, terraces,courtyards & surrounding area of Campus.
Cleaning and housekeeping
1. All office rooms with attached both & common bathrooms in office building.
2. All corridors/courtyards/balconies and staircases & terraces.
3. Auditorium including hall, Corridors, Toilets & terraces.
4. Terraces of D-II, C-II, Director House, H-II type Qtrs and Garages.
5. Adjoining Areas of D-II,C-II, Director House,H-II type Qtrs, and garages and all
road portions & surrounding Areas of Campus.
6. Dispose of the garbage and solid waste to the garbage dump outside the
campus.
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7. Cleaning of glass panes in common areas and rooms of office building and
auditorium
8. Washing of linens in room/class room i.e towel, curtain, chair and sofa and table
covers in office building and auditorium.
9. Arranging washing and moping of rooms/class room/corridors and toilets.
10.Arranging of vertical blinds in office building and shifting of furniture as per
requirement.
Plumbing/Sanitary/sewerage & drainage Services.
1. plumbing, sanitary/sewerage and drainage maintenance services of
the campus and in building as per schedule-III
2. To maintain proper functioning of all toilets in office building,
Auditorium, Director house, C-II,D-II Flats and H-II type qtrs. With out
leakage cleaning of chokage, all fittings maintenance and maintain
smooth flow of water
3. To maintain proper functioning of sewerage and drainage system in
the campus including cleaning of external and internal sewerage
drainage points and rain water disposal system with own
arrangement of required T & P.
4. To maintain proper functioning of Plumbing fittings and sewerage
fittings including sewerage and drainage to various washbasins,
watercooler sites, pantries, canteen etc.
5. To clean the under ground and overhead water storage tanks in the
campus with laser techniques at least once in a year or as
instructed
6. To clean the sewerage, SW drains, rain water points at terraces at
least two times in a year or as instructed.
7. To open the blockage of traps in kitchens, toilets, etc.in office building,
Auditorium, Director house, C-II,D-II Flats and H-II type qtrs including
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NOTE : It is agreed and accepted by the parties that Hospitality andcleanliness are the essence of housekeeping, plumbing, Sanitary/sewerageand Drainage contract. The Workers & Supervisor appointed by the Agencyneed to be active and soft spoken in nature as top level officers Center /States Governments and the officers of Public Sector Undertakings use tocome to the institute for training & other research & consultancy and to useLibrary. The integrity and trust worthiness of such employees should bebeyond doubt .
B. General Conditions
1. The Agency shall not transfer or assign or share benefits of this Agreement with
anyone without express written permission of the institute.
2. The Agency shall provide round the clock, in shift qualified Supervisor, skilled
Plumber & Helper having good knowledge of Plumbing, Sanitary & Drainage
work as and when required to do such works.
3. The Agency shall obtain all necessary permits/license for running establishment
from authorities such as Municipal Corporation, other Local Authorities, Govt. of
NCT/Central Govt. Department Labour Department, etc. at its own cost. The IIPA
shall not be responsible in any way for any breach of these rules and regulations
by the Agency.
4. The Agency shall be responsible for taking care of all equipment furniture, fixtures
and fittings in office Building, Auditorium & other places included in the Contract.
5. The quality of services at all stages should be as per the standards laid down and
explained to the Agency. In case of lapses on the part of its workers disciplinary
action shall be taken against the defaulter by the Agency. In case the Agency
fails to take any action, against such defaulter, the IIPA reserves the right to take
any action against the Agency.
6. The Agency shall be responsible for upkeep and cleanliness of all office rooms and
Auditorium and premises. If there are lapses on the part of the Agency regarding
cleanliness, the IIPA will levy penalty on the Agency of Rs. 500/- for each defect
/complaint. If such lapses continue for a month, IIPA shall levy 25% deduction from
the monthly bill of the Agency.
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7. It shall be the responsibility of the Agency to store housekeeping materials
purchased for it in a neat, tidy and hygienic manner in the space provided by the
IIPA. If any lapses on this count are found the institute will levy penalty on the
Agency of Rs. 200/- for each occasion/complaint. The security of such material will
be the sole responsibility of the Agency.
8. The Agency has expressly agreed and accepted that it shall at all times, keep
the Institute effectually indemnified against all actions, suits, proceedings, losses,
costs, damages, charges, claims and demands in any way arising out of or by
reason of anything done or omitted to be done by the Agency and against all
costs and expenditure incurred by the Institute. The Agency shall also keep the
institute indemnified against all claims for compensation under the provisions of
any law for the time being in force/brought in to force by or in respect of any
workman deployed by the Agency in carrying out the obligations under the
contract and against all costs and expenditure incurred by the IIPA in
connection therewith. The IIPA shall be entitled to deduct any amount due from
all money paid or payable by way of compensation as aforesaid or of any other
nature and costs and expenses in connection with any claim thereto. For this
purpose an Indemnity Bond will have to be executed by the Agency.
9. Any dispute arising out of the terms of this contract relating to the interpretation
of any clause thereof shall be settled by mutual discussion between the
nominated authorities of the institute and the authorized representatives of the
Agency. Director, IIPA shall be the final authority in resolving such disputes. The
unresolved disputes or differences shall be subject to the jurisdiction of Delhi
Courts only.
10. The Agency shall co-operate with any other agencies working in the Campus
while performing their duties. It shall also ensure that its activities do not disturb
officials, participants and campus residents of IIPA. The Agency shall keep the
maintenance register as directed by the institute to monitor day to day work of
the Agency for the cleaning purposes, Plumbing, Sanitary & drainage
Complaints.
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11. None of the Workers of the Agency will have right to various facilities offered by IIPA to
its own staff and participants in its programmes. They can however, make use of
canteen facilities on payment basis.
12. All the cleaning material such as brooms, detergents, dusters etc. will be acquired by
the Agency at their cost for the cleaning purposes. Acids, detergents, insecticides killers
wipers, mop brush etc along with miscellaneous material for plumbing & Drainage like
shoot gola,safeda,washers,m-seal,cement,white cement and bamboo strips for
opening of sewer will be supplied by the contractor at their cost.
13. Material such as towels, linens, Sofacovers,Table Covers, chair cover etc and other
material for plumbing & Sanitary like Taps, Cistern and G.I Filings etc. will be provided by
the institute. The Agency will have to maintain these and keep a proper record of the
stock thereof.
14 The washing of linens such as towels/ curtains and dry cleaning of Sofas, chair. shall be
managed by the Agency itself and no charges for the same will be paid to the agency
by the IIPA.
15. The Agency will be responsible for safety and security and maintenance of all the
internal and external items of furniture, fixtures, equipment etc.
16. The Agency shall ensure that it fully complies with and observes all the provisions of the
Contract Labour (Regulations and Adoption) Act 1970. The Minimum Wages Act.
1949. Employees Provident Fund and Miscellaneous Provision Act, the Payment of
Wages Act, the ESI Act and such other statutory enactments, rules and regulations laid
down by the Govt. of NCT in force which may apply to this agreement and any liability
on account of non compliance or violation thereof shall be Agency’s responsibility. For
this purpose the Agency shall submit monthly statutory
Compliance Report duly certified by the Authorized Representative of IIPA in Annexure
‘I’ of the Agreement. The IIPA shall have right to hold the payment of monthly bill in
case the Agency fails to comply with the statutory requirements or fails to submit proof
of statutory payments made in respect of employees deployed by them at IIPA. The
said Annexure ‘I’ will be treated as inseparable part of this Agreement.
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17 The workmen deployed by the Agency shall be its own Workers under their exclusive
management, supervision and control and IIPA shall, in no way, be responsible or liable
for their wages, salaries, bonus, gratuity or any other allowance leave salary wages for
holidays or any compensation notice pay etc.
18 The Agency shall regularly make payment of contributions to the Provident Fund. Family
Pension Employees State Insurance Corporation, Deposit Linked Insurance Scheme and
all other statutory dues that may become due or payable by the Agency for the labour
deployed by them and maintain all such records as may be statutorily required and
produce the same to IIPA along with the monthly bill. If the Agency fails to submit all
documents along with the monthly bill. The IIPA shall have a right to withhold the
payment of monthly bill until total satisfaction with regard to compliance by the
Agency.
19 A complete list of Housekeeping workers/supervisors along with their photographs, proof
of residence and Bio-data etc. should be submitted by the Agency to the institute for
security purposes before they are deployed in the following format. Changes should be
notified to the institute forthwith when they take place.
Name
Address Photograph
Age
Nearest Police Station/Name of Chowki
Ration Card No.
20. All the workmen in the employment of the Agency working in IIPA shall abide by
the disciplinary procedures, rules and regulations laid down by the IIPA from time
to time.
21. In the event the Agency is provided with material such as linen items etc, or
equipment belonging to IIPA, the Agency undertakes to return the same in good
conditions failing which the Agency shall be responsible for the cost of the same.
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22. All personnel deployed by the Agency shall at all the time be medically fit and it
shall be the responsibility of the agency to ensure the same. The employees
should be supplied with proper uniforms by the Agency at its costs. Employees
should be in prescribed uniform at all the times during the duty hours and carry
their Photo identity cards along with them.
23. The IIPA shall not accept and entertain any claim in the event of the Agency’s
employees sustaining any injury, damages or loss to either person or property
either inside or outside the IIPA premises. The contractor should provide
insurance cover as per the Workmen/s Compensation Act for all its workers. The
agency shall settle all issues of compensation of their Workers in this regard.
24. The workers/staff of the Agency will have nothing to do with the IIPA and shall
have no presumptive right of absorption in the services of the IIPA.
25. In case, the workers engaged by the Agency have any grievances, they will take
it up with the Agency without creating any disturbance on the campus. If the
Agency Workers resort to any agitation resulting in any damages to property of
the IIPA and or reputation, hindrance to its work, the Agency would be liable for
payment of damages to the IIPA. It will also be construed as breach of contract
Rendering the Agency liable for such action as may be deemed necessary.
Under no circumstances, agitation means are to be resorted to by workers of the
Agency. On expiry of the contract the Agency undertakes to vacate the
premises in peace with all the workers without creating any disturbance.
26. The Agency shall be fully responsible for the articles/items kept in the
office/Auditorium/campus for the use of the office. Agency would give the
acknowledgement of such articles/items. Every year inventory will be carried out
by the agency. The IIPA will have right to deduct (recover) the amount of
shortages and losses other then normal were and tear found during stock
verification/inventory from the monthly bills of the Agency.
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27. If in the course of execution of this contract by the Agency any minor or major
damage is caused by the Agency or his workmen to the persons or property of
the IIPA after joint investigation by the “IIPA” and the “Contractor” any claims
arising from there shall be recovered settled and dealt with directly by the
Agency and the Agency shall render all assistances and co-operation to the IIPA
if any enquiry is held thereon.
C. SCOPE OF CONTRACT
CLEANING AND HOUSE KEEPING
1. All office rooms with attached both & common bathrooms in office building.
2. All corridors/courtyards/balconies and staircases & terraces.
3. Auditorium including hall, Corridors, Toilets & terraces.
4. Terraces of D-II, C-II, Director House, H-II type Qtrs and Garrages.
5. Adjoining Areas of D-II,C-II, Director House,H-II type Qtrs, and garrages and all
road portions & surrounding Areas of Campus.
6. Dispose of the garbage and solid waste to the garbage dump outside the
campus.
7. Arranging washing and moping of rooms/class room/corridors and toilets.
8. Cleaning of glass panes in common areas and rooms of office building and
auditorium
9. washing of linens of rooms/class rooms i.e. towel, curtain, chair, sofa and towel
covers in office building and auditorium.
10.Arranging of vertical blinds in office building and shifting of furniture as per
requirement.
Plumbing/Sanitary & drainage Services.
1. Plumbing, sanitary/sewerage and drainage maintenance services of
the campus and in buildings as per schedule –III.
2. To maintain proper functioning of all toilets in office building,
Auditorium, Director house, C-II,D-II Flats and H-II type qtrs. With out
leakage cleaning of chokage, all fittings maintenance and maintain
smooth flow of water.
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3. To maintain proper functioning of sewerage and drainage system in the
campus including cleaning of external and internal sewerage drainage
points and rain water disposal system with own arrangement of required
T & P.
4. To maintain proper functioning of Plumbing fittings and sewerage
fittings including sewerage and drainage to various washbasins, water
cooler sites, pantries, canteen etc.
5. To clean the under ground and overhead water storage tanks in the
campus with laser techniques at least once in a year or as instructed
6. To clean the sewerage, SW drains, rain water points at terraces at least
two times in a year or as instructed.
7. To open the blockage of traps in kitchens, toilets, etc. in office building,
Auditorium, Director House, C-II, D-II Flats and H-II type quarters
including canteen etc.
D. PAYMENT
1. The appointed Agency will be required to pay security deposit 5% of the tender
cost as per Appendix II, (Interest free), inclusive of earnest money, by means of
Bank Draft in favour of Indian Institute of Public Administration, New Delhi. This will
be refunded subject to deductions, if any, after the satisfactory completion of
the term of the contract. The IIPA shall have the right to forfeit the amount of the
Security, in case of breach of the terms of this contract.
2. The Agency shall execute an Indemnity Bond (value Rs.2 lakhs) indemnifying IIPA
against all claims disputes, damages, costs etc. more particularly with regard to
employees deployed by the Agency.
3. The Agency shall submit its monthly bill on or before 3rd day of succeeding month
along with Statutory Compliance report in Annexure ‘I’ to the Agreement duly
certified by the authorized representative of the institute and all such documents
as may be demanded by the IIPA.
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4. The IIPA will make effort to process monthly bill within 15 working days on receipt
of bills from the Agency. Income Tax and all other Taxes as applicable will be
deducted at source while making this payment. In consideration of the services
to be rendered by the Agency under this contract, the Agency shall be paid at
the rates which are separately annexed at Appendix II to this Agreement which
shall remain unchanged.
5. The IIPA shall have a right to hold the payment of monthly bill in case the Agency
fails to produce the proof of the payments made by them to the Workers
deployed by them and the statutory compliances as mentioned in the said
Annexure. The Agency shall, in no case, hold the payments due to their Workers
for any reason whatsoever including that on account of non-clearance of its bills
by the IIPA.
6. The Agency will have to enter into an agreement with the IIPA within one week
after acceptance of his rates. This agreement shall be made on Non-Judicial
7. Stamp papers of Rs. 100/- only, all cost including Stamp Duty shall be borne by
the Agency.
8. The Agency shall submit authenticated copy of License registration under the
Act under which it is registered, to undertake the activity.
9. Sufficient proof of disbursement salary to its employee and payment of PF to
Regional, P.F. Commissioner, Delhi and payment of service tax to the authorities
will be given each month to IIPA alongwith a copy of challans duly received by
the Treasury and name wise breakup of employees.
10. Income Tax, Service Tax as applicable will be deducted while making every
payment.
E. Duties of Safai Karamcharies/House keeper and Plumber/Helper
1. Cleaning and sweeping and moping all rooms/bathrooms/Tiles/W.C./Stair
cases/Corridors etc. and external areas such as passage, foyers, of all the areas
within the scope of contract every day.
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2. Cleaning and sweeping and moping the common toilets rooms Two times a day
within the scope of the contract.
3. Removal of any type of blockage/water stagnation in the toilets or any other
places
4. Cleaning and maintaining the furniture, fixtures and equipments in common
areas.
5. Occasional packing unpacking of material, loading and unloading of articles
etc.
6. Shifting of furniture and its rearrangement as per requirements.
7. The removal of garbage and its proper disposal out side the campus to the
garbage dump every day at-least twice or as instructed.
8. The Agency will have to arrange for every alternate day or as instructed the
washing of linen as per schedule II.
9. cleaning of glass panes in the office building and auditorium every fortnightly or
as instructed.
10.Washing and moping of room, class rooms, corridors, toilets and stair cases in
office and auditorium twice in a week or as instructed.
11.A removal of curtains, vertical blinds sofa covers and other linens for washing and
re-provides them after washing and arranging the same during the days as per
instructions.
Plumber/Helper
1. To maintain all the plumbing/sanitary/sewerage, drainage and rain water
services as per the scope of the work and schedule-III.
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F. TERMINATION OF AGREEMENT.
i. During the currency of this agreement, the IIPA shall have the right to terminate this
agreement if it is not satisfied with the performance of the firm by giving one month’s
notice in writing. For this purpose the Institute shall be the sole judge to decide
whether the performance of the Agency is satisfactory or not and the decision of the
Director IIPA shall be the final, conclusive and binding on the Agency and the Agency
shall not be entitled to any compensation in this regard. Furthermore, if on account of
non-renewal of the contract and/or termination of the contract, the agency has to
terminate its employees then it shall be the responsibility of the Agency to pay legal
dues to its employees in the event of non-compliance of legal provisions or non
payment of legal dues, the Agency itself shall be liable for all the costs and
consequences. In case, the Agency desires to terminate the contract within the
continuance of the contract period, the Agency will be required to give three months
prior notice to the IIPA and the IIPA in any case, shall not be liable and responsible for
the same. The amount of Security Deposit shall be refunded to the agency, after
satisfactory completion of notice period and due adjustment.
ii. The Agency expressly agrees and accepts that on termination of this contract for any
reason whatsoever, the Agency shall vacate the premises of the IIPA alongwith its men
and material and hand over the vacant and peaceful possession of the property of the
IIPA. In case of failure of the Agency or its employees to do so, the IIPA shall have a
right to get the premises vacated and adopt such course as may be deemed necessary
for the period of overstay, the Agency shall pay damages @ Rs.10,000/- (Ten
thousands )per day.
iii. Any dispute or difference arising in the course of performance of the contract shall be
referred to sole arbitration of the IIPA whose decision shall be final and binding on
the parties.
iv. The parties have signed this agreement in the presence of the witnesses on this
__________day of_________________
WITNESSES (REGISTRAR)1. FOR IIPA
2 ( )FOR M/S____________
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MONTHLY CERTIFICATE OF COMPLIANCE OF STATUTORY OBLIGATIONS – BY THECONTRACTOR
From________________________W.C. No._________________for the month of___________________________________________________________________
1. Whether required strength of the Staff as per Schedule No.I during themonth as per agreement and copy of verified Attendance Muster-cum-wage Register been provided and maintained.
Yes/No2. Have all employees been paid necessary minimum wages prescribed by
the govt. under relevant enactments? (copy of Wage Register to beprovided)
Yes/No3. Have all the Workers been extended coverage of ESI & PF/FPF as per the
eligibility under PF Act (Attach copy of PF/FPF Challan paid).Yes/No.
4. Are all deductions effected from the Salary/wages are as per theprovisions of the payment of Wage Act. (Verified with Attendance Muster-cum Wage Register)
Yes/No5. Are following Register, required under provisions of various statues, maintained up
to-date in prescribed format, kept available at the premises of the agency for theInspection of any Statutory Authority on demand?
Yes/No.A. Register of persons employed.B. Muster rollC. Register of WagesD. Register of Deductions Register.E. Off/OTF. Register of finesG. Register of Attendance.
6. That the License under the provisions of Contractor labour (R&A) Act beenobtained/renewed and kept operative. Half yearly returns are submitted in timeto the Authority under the Act. (Attach Xerox copy)
Yes/No.
After Verification of the above listSignatures by authorized signature of the
