Tender for Annual Maintenance Contract for various services for … · 2019-02-20 · SHIVAJI...

1 Signature and Seal of the Tenderer

Tender for Annual Maintenance Contract for various services for NABARD, Maharashtra Regional

Office, Pune

Maharashtra Regional Office 54, Wellesley Road, Shivaji Nagar, Pune - 411005

Date of issue of tender document 15 February 2019

Pre Bid Meeting with bidders 22 February 2019 at 11.00 am

Due date for submission of tender 04 March 2019 by 2.00 pm

Date and time of opening technical bids 04 March 2019 at 3.00 pm

Issue and Opening of BOQ/ price bid Will be communicated


INDEX

S.No. Particulars Page No.

PART 1 (TECHNICAL BID)

1 Notice Inviting Tender 4-8

2 Form of Tender 9-10

3 Pre-qualification criteria 11

4 General conditions of the contract 12-19

5 special conditions of the contract 20-21

6 Scope of work 22-42

7 Proforma for electronic payment 42

8 Basic Information about bidder 43

9 Work Experience 44-47

10 Affidavit on a non-judicial stamp paper of Rs.100/- Duly Notarized 48-49

PART 2 – Price Bid

Bill of Quantities 52


Part 1- Technical bid


1. NOTICE INVITING TENDER

Ref.No. NB.MRO.DPSP/ 7192 / AMC/ 2018 -19 15 February 2019

M/s Dear Sir Notice inviting tender – Annual Maintenance Contract for various services for

NABARD, Maharashtra Regional Office, Pune

NABARD invites tenders for Annual Maintenance Contract (AMC) for various services to be

provided at its following three locations:

a. Maharashtra Regional Office, 54, Wellesley Road, Shivaji Nagar, Pune 411005.

b. NABARD Officers Quarters, Narangi Baug Lane, 9A Boat Club Road, Pune-411001.

c. NABARD Staff Quarters, Salisbury Park, Gultekdi, Pune-411037.

This NIT (tender document) can be downloaded from our website at

https://www.nabard.org/English/Tenders.aspx. No separate hard copy of this tender shall be

issued by NABARD.

2. This contract will be for the year 2019-20 and is renewable (One year at each time) for

2020-21 and 2021-22 subject to the satisfactory performance of the contractor during

2019-20 and other mutually agreed terms and conditions of the contract.

3. Following services are to be provided under AMC:

a. Civil/ Plumbing

b. Electrical

c. Organic waste composting

d. VOF (Visiting Officers Flats), VEF (Visiting Employees Flat) management and

maintenance.

e. Housekeeping

f. Carpentry

g. Split ACs MAintenance

h. Door frame metal detector.

i. Photocopier services

j. Pest Control

k. Fire fighting system

l. CCTV Office Premises

https://www.nabard.org/English/Tenders.aspx


AMC Contract shall be done for individual service. Bidder may quote for any or all of the

above services individually in the Price bid.

4. You are requested to submit your offer in sealed envelope for the aforesaid work(s) as per

detailed specifications and other requirements as mentioned more specifically elsewhere

in this tender document.

5. Sealed Bids in TWO separate sealed Envelopes indicating clearly ‘'Envelop - No.1 -

Technical bid' and 'Envelope No.2 – Price bid', shall be submitted to CHIEF GENERAL

MANAGER, NABARD, MAHARASHTRA REGIONAL OFFICE, 54, WELLESLEY ROAD,

SHIVAJI NAGAR, PUNE – 411005 and Envelops should also be super scribed “Tender for

Annual Maintenance Contract for Various Services for NABARD, Maharashtra Regional

Office Pune.” Last date for the submission of tender is 04 March 2019 by 2.00 pm and the

technical bids shall be opened on same day at 3.00pm in our office premises.

Representatives of the bidders may be present during the tender opening process. Price

bids shall be opened after scrutiny of the Technical bids. Price bids shall be opened in

respect of only those firms who are found to be eligible in the Technical bid.

6. Bidder shall submit earnest money deposit (EMD) as per the amount mentioned here:

Services Estimated Annual Cost (Rs.) EMD amount (Rs.)

1. Civil/Plumbing 5,00,000.00 10,000.00

2. Electrical 5,00,000.00 10,000.00

3.Organic Waste Composting 4 5,00,000.00 10,000.00

4.Carpentry 5,00,000.00 10,000.00

5.Door Frame metal Detector 5,00,000.00 10,000.00

6.Photocopier services 5,00,000.00 10,000.00

7.CCTV office 5,00,000.00 10,000.00

8.Split ACs 5,00,000.00 10,000.00

9.Pest Control 10,00,000.00 20,000.00

10.VOF/ VEF management and

maintenance

10,00,000.00 20,000.00

11.Fire fighting 20,00,000.00 40,000.00

12.Housekeeping 20,00,000.00 40,000.00

Bidder has to submit separate EMDs, as per above table, individually for all the services

out of the 12 services, for which he is applying. EMD amount shall be credited to our

Current Account as per the details given below:-

Payee Name : NABARD

Current Account No : 062102000005654

Name of the Bank : IDBI BANK LTD.

Address : Aundh Branch, Pune.

IFSC Code : IBKL0000062


Payment receipt shall be enclosed in envelope-1. The Quotation without EMD shall be

rejected out rightly. No interest shall be paid on the EMD thus collected. EMD of the

successful bidder shall be refunded after the successful completion of the work, whereas

EMD of the unsuccessful bidders will be refunded upon the issuance of work order to and

acceptance of the same by the successful bidder.

7. Envelope no. 1 shall contain:

a) “Technical bid” of tender with every page signed and stamped.

b) Payment Receipt of EMD submitted.

c) List of services for which vendor has quoted its price.

d) Power of attorney authorizing the person to sign the tender.

Envelope No.2 shall contain

a. Price Bid.

b. Envelope No.2 shall not contain any condition whatsoever and any

conditional bids shall be rejected.

c. Envelope No.2 will be opened on some suitable date, which will be communicated

later on, after scrutiny of the documents submitted by tenderers in envelope 1.

Price Bid envelopes shall be opened only in respect of those tenderers who is

found to be eligible as per the prequalification criteria specified by NABARD and

have complied with all the requirements in tender document.

6. If the last date of receipt or opening of the tenders happens to be a holiday for

NABARD, then the receipt and opening of the tenders shall be shifted to next working

day without change of time and venue.

7. A pre-bid meeting will be held at NABARD, MAHARASHTRA REGIONAL

OFFICE, 54 WELLESLEY ROAD, SHIVAJI NAGAR, PUNE – 411005 at 11.00

am on 22 February 2019 with the prospective bidders, to clarify any issues pertaining

to the tender. The bidders are expected to thoroughly read the tender document before

being present for the pre-bid meeting, so as to understand all aspects of the work.

8. The bids shall remain valid and open for acceptance for 03 months from the date of

opening of Envelope No.1. If the tenderer withdraws his tender before the expiry of the

said period or makes any modifications in terms and conditions of the tender which are

not acceptable to the Bank, then the bank without prejudice to any other right or remedy

will be at liberty to forfeit the earnest money.


9. The tenderer should quote the rates in figures as well as in the words. In case,

discrepancy is found in the rates in words and figures, then the rates quoted in words

shall be taken as correct.

10. The tender document must be filled in English. If any of the documents are missing or

un-signed in price bid, the tender shall be considered invalid. In case of technical bid,

the details of incomplete or missing documents will be intimated to the tenderer and the

tenderer has to submit all those documents within 4 days after communicating the same,

in case the tenderer fails to submit the required documents within 04 days the tender will

be rejected.

11. The tender may be rejected if any bidder proposes any deviation from the prescribed

requirement NABARD reserves the right to accept or reject any /all tender/s in part or

whole of any firm / firms without assigning any reasons for doing so.

12. Canvassing in connection with tenders is strictly prohibited and the tenders submitted by

the tenderer who resort to canvassing will be liable to rejection.

13. Before quoting, the tenderer shall inspect the site, to fully acquaint himself about the

condition in regard to accessibility of the site, working condition of site, locality

including installations of tools and plants (T&P) and local authority regulations /

restrictions if any , conditions affecting accommodations and movement of personnel etc.

required for the satisfactory execution of the work contract. No claim whatsoever on such

account shall be entertained by the NABARD in any circumstances.

14. NABARD does not bind itself to accept the lowest or any tender at all. NABARD also

reserves the right to negotiate or partly accept any tender or all tenders received

without assigning any reasons thereof.

15. Any discrepancies, omissions, ambiguities in the tender documents, if any, or any

doubt as to their meaning should be reported in writing to CHIEF GENERAL

MANAGER, NABARD, MAHARASHTRA REGIONAL OFFICE, 54 WELLESLEY ROAD,

SHIVAJI NAGAR, PUNE, 411005 who will review the queries and if information sought is

not clearly indicated or specified, NABARD will issue clarifications to all the tenderers

which will become part of the Tender Document. NABARD will not be responsible if the

discrepancies, omissions, ambiguities in the tender documents or any doubts as to their

meaning are not brought to the notice of NABARD before three working days prior to

the last date of submission of the tender.

16. NABARD also reserves the right to divide and distribute the work to more than one

tenderer at its sole discretion.


17. The successful bidder(s) shall execute an agreement at its own cost on non-judicial

stamp paper of Rs.500/- with NABARD in accordance with the standard format

provided by NABARD within 10 days from date of issue of work order.

18. For any clarification you may please contact Shri D. S. Sonawane (Manager) at 020-

25500109.

Sd/-

(U. D. Shirsalkar)

Chief General Manager


2. FORM OF TENDER

The Chief General Manager

National Bank for Agriculture and Rural Development

Maharashtra Regional Office

54, Wellesley Road, Shivaji Nagar

Pune - 411005

Dear Sir/Madam

Notice inviting tender – Annual Maintenance Contract for various services for

NABARD, Maharashtra Regional Office, Pune

1 I / We have examined the Scope of Works, Schedule of Quantities and Terms and

Conditions relating to the tender for the said works after having obtained the Tender

document invited by you and are submitting our offer for the following services:

a. __________________

b. __________________

c. __________________

etc.

2 I / We have visited the site, examined the site of works specified in the Tender

Document and acquired the requisite information relating thereto as affecting the

Tender.

3 I / We hereby offer to execute and complete the works in strict accordance with the

Tender Document at the item rates quoted by me / us in the attached Schedule of

Quantities in all respects as per the specifications and Scope of Works described in the

Tender Document and the Annexures containing Terms and Conditions.

4 In the event of this tender being accepted, I/We agree to enter into and execute the

prescribed Agreement with NABARD as per the prescribed format.

5 I/ We agree to pay all applicable Government Taxes prevailing from time to time.

6 The rates quoted by me / us are firm and shall not be subjected to variations on account

of fluctuation in the market rates, taxes or any other reasons whatsoever during the

period of contract.


7 Should this tender be accepted, I / we hereby agree to abide by and fulfill all the Terms

and Conditions and Provisions of the said Contract Document annexed hereto.

Name of the person authorized to sign and submit the Tender

I)…………………………………………………………………………………………………………

II)…………………………………………………………………………………………………………

Yours faithfully

Place

Date Signature

Seal


3. PRE-QUALIFICATION CRITERIA

Service wise Minimum Eligibility Criteria for pre-qualification of tenderers is

as follows:

The Bidding Firm/Company:-

1. Should have experience during the last 05 years of experience in the respective field(s)

individually in which bidder is quoting.

2. Should have successfully completed or currently providing services in last 05 Year, in

the respective field individually, in which bidder is participating, for government

buildings, Banks/FIs premises, reputed private organizations etc:

i. Three similar works whose value is not less 40% each of the estimated annual

cost mentioned in Table 1 below or

ii. Two similar works whose individual value is not less than 50% each of the

estimated annual cost mentioned in Table 1 below or

iii. One similar work whose value is not less than 80% of the estimated annual cost

mentioned in Table 1 below

Services Estimated Annual Cost (Rs.)

Civil/Plumbing

Electrical

Organic Waste Composting Carpentry

Door Frame metal Detector

Photocopier services

CCTV office

Split ACs

5,00,000.00

Pest Control

VOF/ VEF management and maintenance

10,00,000.00

Fire fighting

Housekeeping

20,00,000.00

3. Work/Purchase orders and Completion certificates issued by the client should be

enclosed and need to be produced before NABARD, whenever called for verification purposes.

4. Should have annual turnover of atleast 30% of the estimated annual cost (mentioned in

Table 1 above) individually in the last three years in the each of the respective field in

which the bidder is participating.

5. Should submit audited balance sheets / P&L account and Income Tax Return certificates

for the last 3 financial years.

6. Should submit list of all tools and plants and Technical personnel employed.

Note: Any false and/or inadequate information may result in rejection of

the tender.


4. GENERAL CONDITIONS OF THE CONTRACT

1. Tenderers are advised to visit the sites and thoroughly understand the nature and scope

of the works and be familiar with the site conditions before quoting.

2. Quoted rates should be workable, reasonable and should include incidental and all

overheads and profits. The Tenderer will furnish Rate Analysis for scrutiny of the rates

by NABARD, if required.

3. Materials used should conform to relevant BIS Codes. BIS and CPWD Specifications and

method of measurements shall be followed as applicable. However, in the absence of the

same, the decision of NABARD will be final.

4. Monthly/ Quarterly/ Periodical payments will be made based on the bills submitted

by the Contractor and certified by the concerned ACT/Site Supervisor to the effect that

the works / complaints recorded in the registers/software are attended and rectified as

per the scope of the work. The Contractor has to get the Signature of the ACT/CT

(Assistant Caretaker/ Caretaker) after completion of the respective works on the formats

enclosed/given for respective work and should submit all these with the bill.

5. Any discrepancy in settlement of bills may be brought to the notice of NABARD within a

period of one month after the settlement of the Bills. NABARD will not entertain any

claim regarding any dispute in settlement of the bills after stipulated time.

6. Income Tax, GST-TDS and other taxes, as applicable, will be deducted from total

payment due to the Contractors.

7. All works, complaints / instructions given by the respective authorities covered under

the Annual Maintenance Contract are to be attended on the same day. In case of delay in

attending the work in time, NABARD will be at liberty to get the work done through any

other agency and the cost therefor shall be recovered from the Contractor at the

discretion of NABARD.

8. If any work or material used at site is found to be unsound, imperfect or inferior from

what is specified in the contract, the Contractor shall be advised to rectify or re-execute

the work or remove the material as the case may be, within a reasonable time depending

upon the nature of work. If the Contractor fails to do so, the work shall be got redone or

rectified or the material replaced through any other agency at the risk and cost of the

Contractor.


9. The Contractor should have valid license relating to his Contract as per the existing laws

and the workmen employed by the Contractor should also have the experience in their

trade.

10. The Contractor should arrange to obtain necessary insurance cover i.e. (i)

Workmen Compensation policy and (ii) Contractors All Risk Policy (CAR

policy) for his employees at his cost and should be responsible for the safety of persons

employed by him. The original Insurance Policy should be submitted to NABARD

immediately after award of work. The CAR policies are required to be at least 1.25 times

of the contract value.

11. The Contractor shall be fully responsible and shall indemnify NABARD with suitable

Insurance cover in the event of any damage to men or material, injury / damage or death

as the case may be, caused directly or indirectly due to the negligence of the Contractor

or his agents and / or his employees or workmen. The decision of NABARD in this

regard shall be final and binding.

12. The contractor shall pay the personnel deployed in NABARD premises, their wages in

accordance with the Minimum Wages Act, 1948 (amended time to time) on a

monthly basis. The contractor shall also make PF contribution, ESI contribution and or

any other statutory contribution in respect of the personnel deployed by them in

NABARD. Contractor shall indemnify NABARD for this. Contractor shall present the

proof of the same along with the bill.

13. The contractor will be responsible and ensure timely payment to its personnel deployed

in the premises and compliance of all statutory provisions relating to minimum wages,

Provident Fund and Employees State Insurance, etc. in respect of the persons deployed

by them in NABARD and under intimation/in the presence of NABARD officer. The

Contractor shall be responsible to fulfill all the obligations in connection with the

workers employed by it for the purpose of the Contract and all the Statutory and other

liabilities if any including minimum wages of Central/ State Govt. (whichever is higher

shall be applicable) , leave, salary, uniform, identity cards, ex-gratia, ESI, Provident

Fund, Workman Compensation, if any, etc. (as applicable) in connection therewith shall

be on the Contractor account and payable by the concerned Contractor. The contractor

shall liaise with Labour Deptt. of State Govt. / Central Govt. and comply with all

necessary regulations/instructions in this regard.


14. All the Standard Conditions of the Contract shall be binding on the parties as per Indian

Contract Act and prevailing Rules.The Contractor shall comply with all the applicable

Acts, Rules, Regulations and Law (s) for entering into Maintenance Contract and the

Bank will not in any way be liable or responsible for any default / irregularities /

penalties on the Contractor's part.

The following requisites are to be fulfilled by the contractor:

a. Time schedule of works.

b. Presence of required number of the persons at the site as per contract.

c. Maintain desired quality of the work as per specification

The penalties for not complying with the above are indicated in Special

Conditions of contract.

15. The contractor shall, for all intents and purposes, be the “Employer” within the meaning

of different Labour Legislations in respect of skilled and unskilled personnel so

employed and deployed in NABARD and the manpower so employed and deployed in

NABARD shall remain under the overall control and supervision of the contractor. The

persons deployed by the contractor in NABARD shall not have claims of Master and

Servant relationship (implicitly or explicitly) between him/her/them and NABARD nor

have any principal and agent relationship with or against the NABARD. The contractor's

personnel shall not claim any benefit/ compensation /absorption /regularization of

services under the provision of the Industrial Disputes Act, 1947 or Contract Labour

(Regulation & Abolition) Act, 1970.

16. The Contractor shall comply with the provisions of Contract Labour (Regulation and

Abolition) Act, 1970, Minimum Wages Act and all other Labour Laws and other

Statutory Regulations (both Central and States) that may be enforced from time to time

by the Appropriate Authorities. NABARD shall not be responsible for any penalty on

failure on the part of contractor to comply with any Labour Regulations. The contractor

shall maintain attendance register of his staff employed at various sites and wage

register for payment (at least minimum wages as per Center or State Govt. whichever is

higher shall be paid) with all records up to date as per the labour regulations. The

contractor shall submit the monthly payment records to the staff employed by him.

17. The contractor shall ensure that the payment is regularly credited to the

bank account of the individual labour employed at Bank’s premises and pay

slips for respective payments are duly issued regularly. NABARD will ask

for present/past pay slips and payment records related to ESI/PF to be


submitted along with the monthly bill. In extraordinary case of wages being

disbursed in cash, the same may be done in the presence of authorized representative of

NABARD as required as under relevant law.

18. The manpower deployed by the contractor should be polite, cordial, positive and

efficient, while handling the assigned work so that their actions promote goodwill and

enhance the image of NABARD. Necessary grooming should be done by the contractor

before posting the staff at site. He shall also comply with the provisions of all labour

legislations. Receipt of any complaint in this regard shall be viewed seriously.

19. No additional payment shall be made if contractor keeps more staff at site for

completing the pending work or if the minimum staff strength is not able to perform

satisfactorily as per the contract provision.

20. The Contractor or his authorised representative should visit the site as per requirement

and meet NABARD's Engineer with prior appointment for any clarifications and to

receive instructions, etc. at the site.

21. The Contractor’s workmen should report to ACT/ Site supervisor as per timings

mentioned elsewhere in this document.

22. The workers / staff employed should wear colour code uniforms displaying contractor

firm’s name. The Contractor should not employ any person who is prohibited by Law

from being employed for fulfilling obligations under this Contract. Any indecent

behavior / suspicious activities of the staff employed shall be viewed seriously and a

suitable penalty shall be imposed on contractor. The contractor is also required to

submit the list of workers with photo ID, educational qualification, address proof, etc.

before deputing the workers. An attendance register shall be maintained at site

indicating number of persons deployed for the inspection by NABARD

officials/representative.

23. Any act of indiscipline / misconduct / theft / pilferage on the part of any employee

engaged by the Contractor resulting in any loss to NABARD in kind or cash will be

viewed seriously and NABARD will have the right to levy damages or fine and / or even

terminate the Contract forthwith, if necessary.

24. In case of any default or failure on Contractor's part to comply with all / any one of the

Terms / Conditions, NABARD reserves the right to take necessary steps to remedy the

situation including, inter-alia, the deduction of appropriate amount/s from dues

otherwise payable to Contractor and/or by taking recourse to appropriate recovery


proceedings. The contractor shall keep NABARD indemnified against all claims

whatsoever in respect of the manpower deployed by it in NABARD. In case any

employee of the contractor so deployed enters in dispute of any nature whatsoever, it

will be the primary responsibility of the contractor to contest the same. In case NABARD

or its employee is made party and is supposed to contest the case, NABARD will be

reimbursed for the actual expenses incurred towards Counsel Fee and other expenses

which shall be paid in advance by the contractor to NABARD or any person authorized

by NABARD, on demand. Further, the contractor will ensure that no financial or any

other liability comes to NABARD or its employee in this respect of any nature

whatsoever and shall keep NABARD or any employee of NABARD indemnified in this

respect.

(a) For any dispute, the decision of NABARD shall be final and binding upon the

contractor. However, any dispute or difference whatsoever arising on any matter

concerning this contract between the parties out of or relating to the services, meaning,

scope, operation or effect of this contract or the validity or the breach thereof shall be

settled through court of law in Pune.

25. The Contractor should not at any time do, cause or permit any nuisance on the site / do

anything which shall cause unnecessary disturbances or inconvenience to the occupants

/ visitors at site or near the site of work.

26. The personnel deployed by the Contractor can use the common facilities such as

drinking water, toilet, etc. if any, provided at the premises. However, it should be

ensured that the same should be kept in hygienic condition.

27. The work should be carried out with minimum inconvenience to the occupants. The

workmen employed by the Contractor should abide by the Rules and Regulations

maintained by NABARD in the premises, especially in respect of working hours, entry of

the workers to the premises, interpersonal relation with the occupants, etc.

28. The contractor shall promptly and timely obtain all such consents, permissions,

approvals, licenses etc., as may be necessary or required, in accordance with this Tender.

The Contractor should obtain approvals, if any, necessary for the work from the

Statutory Bodies on behalf of the NABARD. The Contractor shall assist the NABARD

fully in respect of any liaison with the Municipal or any other Authority for necessary

approval / permission with regard to the maintenance works. The fees and other

statutory charges, if any, will be reimbursed to the Contractor based on the original

receipts produced to the NABARD.


29. The Contractor shall ensure that the employed staff shall not undertake any private

work inside or outside NABARD’s residential/Office premises.

30. The engaged staff shall also undertake other specific work related with/without

housekeeping works and other works during working hours as per instruction of

ACT/Engineer, if required.

31. Termination of agreement: “If the services of the contractor are not found to be

satisfactory, the contractor will be given a notice, with a notice period of 30 days, to

improve his services. If the contractor fails to improve his services within the Notice

period, NABARD shall have the discretion to terminate the contract either in part or in

whole, on any day after the expiry of the said notice period if

(a) in the opinion of the Bank (which shall not be called in question by the contractor

and shall be binding on the contractor) the contractor fails or refuses to implement this

agreement to the Bank's satisfaction and/or

(b) the contractor commits a breach of any terms and conditions of this agreement and/or

(c) the contractor is adjudged an insolvent or a compromise is entered by him with his

creditors or if distress or execution or other process is levied upon or receiver is

appointed for any part of the assets or property of contractor and/or

(d) for any reason whatsoever, the contractor becomes disentitled in law to perform his

obligations under this agreement and/or

(e) there is any variation in the ownership/partnership or management of the contractor

or his business without the prior approval in writing of the Bank to such variation.

32. In the event of termination of this agreement for any reason whatsoever, the

contractor/or persons employed by him or his agents shall not be entitled for any sum or

sums whatsoever from the Bank by way of compensation, damages or otherwise.

33. In case the Contractor desires to terminate the Contract, he may do so by giving the

Bank a notice period of one month.

34. On site storage space will be provided to the Contractor subject to availability. However,

the Contractor may erect temporary sheds for storage purposes at his cost with the


permission of the NABARD. NABARD will not be responsible for Contractor's materials.

The Contractor may be required to vacate the storage space and sheds as per exigency

without any extra cost to NABARD. If any statutory charges are required to be paid for

erection of sheds, the same should be borne by the Contractor.

35. The Contractor shall provide all necessary Tools & Plants materials or any other

equipment, materials, labour, etc. and no payment in this regard will be made by

NABARD. The Contractor shall supply, fix and maintain all the scaffoldings, jhulla, T&P,

etc., at his cost during the execution of any work and remove them as soon as the work is

completed, without causing any damage to NABARD's property.

36. The Contractor shall not directly or indirectly transfer, assign or sublet the Contract or

any part of it, without written permission of NABARD. But he can engage various

licensed agencies/agencies for carrying out different works.

37. While submitting the monthly bill for AMC, the contractors have to submit all the

required documents / statements as desired by NABARD. Contractor will not link

payments to his labours with the settlement of his bill by NABARD.

38. It is the contractor’s responsibility to coordinate with other service providers viz.

companies, municipality etc. for completion of the work, if required and attending to the

work along with laisioning with local bodies including making payments to statutory

bodies. Bank shall reimburse the payments for such works on production of valid

receipts. No other charges for such works shall be payable.

We / I accept all the Terms and Conditions in all respects without any reservation.

Signature of the Tenderer :

Name and Seal:

Place :


Date :

Address :


5. SPECIAL CONDITIONS OF THE CONTRACT

1. If a bidder / tenderer quotes NIL charges / consideration, the bid shall be treated as

unresponsive and will not be considered”.

2. NABARD does not bind itself to accept abnormally low bids. The rates quoted by the

tenderer/bidder should be able to demonstrate the capability of the tenderer/bidder

to deliver the contract at the offered price. Abnormally low bids/rates will be subject

to analysis by NABARD. If required, NABARD may call written clarification from

bidder, including detailed price analysis of the bid price in relation to scope, schedule,

allocation of risks and responsibilities and any other requirements of the bid

document and tenderer/bidder shall have to furnish Rate Analysis for the scrutiny of

rates by NABARD within stipulated time. NABARD reserves the right to reject the bid

if bid is found to be abnormally low to deliver/perform the contract.”

3. The appointed contractor is required to generate End of the Day (EoD) reports on

status of works, labour deployed, etc. to the concerned officer of the Bank.

4. Contractor shall follow the prescribed formats/procedures for official documentation

like registers, etc. as stipulated by NABARD from time to time.

5. Contractor shall maintain job cards and a proper Record/Register indicating

reasons for not attending to any particular work time schedule. The periodicity and

expected schedules are given in the scope of work. Time is the essence of the contract

and for any pending/incomplete work as well as for any substandard work, the

amount of deduction/penalty per week shall be calculated at 0.25% of the accepted

tender amount, subject to a maximum of 5% of the accepted tender amount.

The responsibility of engaging and maintaining adequate/sanctioned strength of

workers lies with the Contractor in view of timely attention and completion of the

routine works within the given time frame. In case of non-attendance or non-timely

attendance or non-timely completion or below-standard carrying out of any work by

the contractor, the Bank shall get the work satisfactorily carried out through its other

agencies at the risk and cost of the contractor. Apart from making payments to the

said other agencies from the dues of the contractor, the Bank shall also levy a penalty

as above.

6. In case of emergency work, no extra payment for working in odd hour will be made.

7. The property will be handed over to the Contractor on 'as is where is' basis and the

contractor shall ensure proper service to a reasonably satisfactory level.


8. NABARD reserves to change scope of work or the number of labours during the

contract period.

Declaration by the Contractor

We / I have read and understood the Scope of Work and special terms and conditions

for the Housekeeping AMC works in the entire Office premises / Colony (both inside

and outside ) and we / I have taken into account the above while quoting the rates. We /

I accept all the above points without any reservation from our / my side, in all respects.

Further, we / I also declare that no prohibitive things/banned chemicals will be used,

which are harmful to human life.

Sign

Date & Place

Address


6. Scope of Work 1. Civil / Plumbing

a. The Annual Maintenance Contract for Civil/Plumbing will be for maintenance of all 03

premises of NABARD in Pune i.e. Maharashtra Regional Office at Shivaji Nagar and

residential colonies at Boat Club Road and Salisbury Park, Pune.

b. Contractor has to carry out all types of repairs pertaining to masonry work, plastering,

painting, welding, plumbing etc.

c. The contractor will have to arrange for all types of tools etc. at their own cost for

undertaking such maintenance and repairs.

d. The contractor will make necessary arrangements for procurement of all necessary

materials such as cement, sand, stone aggregate, bricks, hardware etc. for the purpose

and cost thereof shall be initially borne by them at the time of execution of work.

However, the same (actual expenditure towards purchase of material) shall be

reimbursed by the Bank on production of bills/cash memos/receipts along with “work

completion receipt/report” from the occupants at the end of each fortnight/month. The

rates of the material should be as per prevailing market rates and acceptable to the

bank. The overhead charges equivalent to service charge quoted by the contractor shall

be paid for the purchase of material by the contractor and for additional work not

covered under scope of work.

e. Extra Payment will be made for new civil and plumbing work, and repair work of

buildings will be paid for material to be used as per Banks approved rates from time to

time as per actuals as certified by Banks officials.

f. Attending the breakdown calls whenever required.

g. Attending to work like cleaning of drainage line, remove chock up of drainage line in

the premises of bank and its 02 residential colonies

h. Plumbing services should be available in office premises from 9.00 am to 6.00 pm from

Monday to Friday. In case of office exigencies services shall be available on odd hours,

holidays and Sundays also at no extra cost.

i. Plumbing services should be available for both the residential colonies from 9.00 am to

6.00 pm from Monday to Saturday. In case of office exigencies plumber need to work

on odd hours, Sundays and holidays at no extra cost.

j. Qualified plumber with helper as per requirement shall attend day to day maintenance

and repair / replacement of the water supply and sanitary fittings in three premises, as

detailed hereunder:

1. Taps and accessories fixed in latrines, bathrooms, kitchens / common areas etc.

2. Cistern and accessories

3. Toilet seats and accessories

4. Washbasin and accessories


5. Overhead tanks related accessories like Ball cock, Float valve etc.

6. Connecting plumbing lines, piping work repairing / replacing necessary standard

materials.

7. Miscellaneous items in bathroom like showers, mirrors, towel rods etc.

k. Any other works necessary for sanitary maintenance task.

l. The Plumbing and Sanitation services should be available as and when required by

bank.

m. Efforts shall be made to repair the defective fittings and replacing the articles should be

taken only as the last resort after banks (NABARD) approval.

n. Any other civil maintenance works not covered under this contract shall not be carried

out without approval of the bank and bank reserves the right to carry out extra work

through other agency, if considered necessary.

o. If the services / repairs are not attended on the same day/ next day a pro-rata recovery

will be effected as per Special conditions of this tender.

p. Debris/waste generated during the repair/maintenance works shall be disposed out

from NABARD Premises to the designated municipal areas with the prior permission of

NABARD.

2. Electrical works

a. The Annual Maintenance Contract (AMC) shall include day to day electrical

repairs/replacement works necessary to maintain safe and uninterrupted electrical

supplies at all 03 premises of NABARD in Pune i.e. Maharashtra Regional Office at

Shivaji Nagar and residential colonies at Boat Club Road and Salisbury Park, Pune.

b. Contractor shall have PWD registration.

c. Maintenance and repairs of all electrical wiring & cabling, telephone wiring, fittings and

fixtures including water pumps at all three premises of Bank. Contractor shall also be

responsible for switching on and off the ACs in office premises as per the time schedule

provided by the Bank as well as operation of fire alarm panel & office lighting panel etc.

d. The contractor will have to arrange for all types of tools & plants etc. at their own cost

for undertaking such maintenance and repairs.

e. Extra Payment will be made for new wiring work, repair/replacement work of electrical

equipment’s i.e. fans, motors etc., other than routine servicing and will be paid for

material to be used as per Bank’s approved rates from time to time as per actuals as

certified by Banks officials.

f. Attending to breakdown calls whenever required.

g. Attending works like operation, fuel filling, general upkeep etc. of DG (Diesel

Generator) set owned by NABARD.

h. Comprehensive maintenance of EPABX installed at Residential colony located at Boat

Club Quarters.


i. Electrician services should be available in office premises from 9.00 am to 8.00 pm

from Monday to Friday. In case of office exigencies electrician need to work on odd

hours, holidays and Sundays also without any extra payment.

j. Electrician services should be available for both the residential colonies from 9.00 am

to 6.00 pm from Monday to Saturday. In case of office exigencies plumber need to

work on odd hours, Sundays and holidays without any extra payment.

k. Contractor shall ensure that HT Panels, ACBs, Transformer, LT Panels, Capacitor

Panels and connecting cables/ducts are maintained in healthy and clean condition.

l. Monitoring on continuous basis, power factor, load (KW, KVA, KVAR), voltage,

current, frequency and ensuring that these are maintained within limits to avoid

penalty or damage to installation.

m. Maintaining log books.

n. Attending and servicing PA system/Conference system installed in office including

general upkeep of any new public address system/conference system.

o. If the services / repairs are not attended on the same day/ next day a pro-rata recovery

will be effected as per Special conditions of this tender.

3. Organic waste composting

a. The Annual Maintenance Contract includes Kitchen and Garden Waste Management at

all o3 premises and operation & maintenance of Organic Waste Composting (OWC) at

office premises.

b. Collection of kitchen, garden and open area waste at office as well as Collection and

transportation of kitchen, garden and open area waste from both residential quarters

(Boat Club Road & Salisbury Park) to Bank’s OWC plant installed at Office are to be

done twice a week (i.e. Wednesday and Sunday). Cost for collection and

transportation of this waste to OWC will be borne by you. If the waste collected in

residential quarters is not transported to OWC on the prescribed days , pro-rata

recovery will be effected as per the penalty clause mentioned in Special conditions of

this tender.

c. Treatment of all the waste collected at OWC and disposal of treated waste out of the

Bank’s office premises. You have to purchase manure produced from organic waste at

the rate of Rs.10.00 per Kg subject to revision by Bank. Details of amount of manure

produced per month shall be provided along with the bill submitted by the contractor.

Manure produced shall be disposed off from the office premises as and when required

or directed by the Bank’s engineer/ACT without accumulation of the same in the office

premises.

d. OWC plant shall be operated by you and need to work in office premises from 9.30 am

to 6.00 pm from Monday to Friday. In case of office exigencies, OWC needs to be

operated on Holidays and Sundays also at no extra cost.


e. Emergency complaints at staff quarters and office premises to be attended on all days

including odd hours.

f. This is only a work contract. The agency should comply with all statutory obligations

on compensation to staff deployed for the purpose, Provident Fund, accident insurance

and other requirements.

g. Cost of required raw material to produce manure from organic waste will be borne by

you.

h. Cost of comprehensive maintenance of OWC machine will be borne you.

i. If the above services are not attended as per the above mentioned time period pro-rata

recovery will be effected as per Special conditions of this tender.

4. Housekeeping

Office

a. Cleaning of all toilets 19 in number (both ladies and gents) and passage outside the

toilets including sweeping/moping/wet cleaning of floors, clearing and cleaning of litter

bins, cleaning of mirrors etc. minimum four times daily or more. Cleaning of washbasin

and W/C from inside and out with specified chemicals and soap four times during their

shift and whenever else need arises.

a. Cleaning (sweeping/moping) of the passage outside the toilets thrice daily. All cleaning

tools and material shall be provided by the contractor at no extra cost.

b. Sweeping and mopping would automatically include cleaning cobwebs, tiles flooring,

wall tiles and skirting in the said areas.

c. Sweeping and wet sponge cleaning all staircases twice daily and moping / wet

cleaning/scrubbing bi-weekly.

d. Cleaning of roof terrace atleast once per week and washing as directed by the Bank

engineer/ACT.

e. Daily sweeping of parking space (ground floor) and weekly washing and drying.

f. Sweeping of open areas and pedestrian strips twice daily and washing as directed by the

Bank engineer/ACT.

g. Cleaning of all the glasses of windows from outside of all the floors (Ground+ 4 Floors)

at Office Premises (Monthly). Contractor shall provide for all jhulla and abseiling kit

etc. for cleaning of windows.

h. Proper safety equipment as per relevant IS Codes should be used by the agency for

cleaning glasses of the windows including material for cleaning.

i. Cleaning as per the need in all above places. No extra payment will be made for the

same.


j. Any other cleaning works in the office building as per the instructions of the Bank. If

the works are not attended on the same day/ next day a pro-rata recovery will be

effected as per Special conditions of this tender.

k. Collection of waste and disposal on daily basis.

l. Providing towels in each toilet (ladies/gents), cleaning and changing of towels every

day in all toilets and providing hand wash liquid soap in each toilet, of high quality (BIS

Mark.

m. If the above services are not attended as per the above mentioned time period pro-rata


Special Instruction:

b. You will provide sufficient manpower both males and females as well as supervisor to

ensure that the items indicated in the scope of work are attended to and executed to the

satisfaction of the Bank, so that first sweeping / cleaning is completed before 9.00 AM

in the morning.

c. You will provide sufficient number of supervisors to ensure proper and effective

supervision of the cleaning work.

d. Sufficient number of lady sweeper may be deployed for cleaning of ladies toilets.

e. The manpower provided by you should be available from 07.30 Hrs to 19.30 Hrs with

proper splitting of work hours. While majority of the manpower will be deployed upto

the close of Office i.e. 17.15 Hrs, a few personnel should be available upto 19.30 Hrs.

The deployment of manpower may be flexible and could be changed depending upon

the work requirements.

f. You will provide substitute in case of absentees.

g. The rate quoted by you for the housekeeping work will include the cost of manpower

(including supervisors), cost of equipment/machinery/brooms, mops, sticks, gloves,

gum boots etc. and the cost of cleaning and other materials. The cleaning materials of

high quality (BIS Mark) to be provided are :

i. Phenyl solutions

ii. Deodorised detergent for moping

iii. Odonil in Bathrooms

iv. Urinal screen mats.

v. Naphthalene balls

vi. Sanitary cubes

vii. Toilet Rim Blocks

viii. Liquid soap

ix. Any other cleaning material required.

h. Housekeeping staff must be suitably trained and must be in proper uniform all the

time.


i. The housekeeping staff shall be responsible for cleaning of the washrooms/toilets to

ensure that the same is spic-and-span.

Residential Colonies

a. Collections of waste from each flat and disposal on daily basis.

b. Daily sweeping and mopping/wet cleaning/scrubbing of all staircases in all the

buildings. Washing of staircases as directed by Bank.

c. Sweeping and Cleaning of parking spaces daily. Washing the parking spaces once in

fifteen days.

d. Sweeping of all open areas garden etc. daily,

e. Cleaning, Sweeping & mopping of the ACT Room / Gymnasium daily.

f. Daily Cleaning of Common toilets.

g. Cleaning of terrace weekly.

h. Any other item of cleaning work as advised by ACT / other Bank officials.

i. Monthly cleaning of vacant flats / SRAs / Record Room.

j. Weekly cleaning of toilets in all residential occupied flats.

k. Cleaning of Fans, cobwebs inaccessible spots and Netlon mesh – Quarterly

l. Cleaning of Room in occupied flats – Yearly.

m. Cleaning, sweeping, moping of vacant flats and make them ready for possession as and

when required.

n. If the above services are not attended as per the above mentioned time period pro-rata


o. Cleaning, Sweeping and mopping would automatically include cleaning cobwebs, tiles

flooring, walls, wall tiles, windows, railings and skirting in the said areas.

Special Instructions

1. You will provide as many workers and atleast one supervisor in each colony for above

work as may be required to complete the above works to the satisfaction of NABARD.

2. You will supervise the above work on a daily basis.

3. You will provide substitute in case of absentees.

4. You will provide necessary cleaning material (as BIS standard) at your own cost.

5. You shall provide necessary registers to keep record of day to day progress of work.

The above list is illustrative and not exhaustive.

Gardening (Office and both the Residential Colonies)

1. The total area of the garden and lawn to be maintained at NABARD Office premises

and residential colony is approximately 11000 Sq./Ft.

2. The following works are to be done under AMC for the captioned work :


I. Spreading of earth, manure, sludge etc. to the required thickness and leveling and

dressing the area as and when necessary or as desired by the bank, either inside garden

area or outside garden area.

II. Renovating lawns including de-weeding, cheeling the grass, forking the ground, top

dressing with sludge or manure, mixing the same with forked soil, watering, mowing

etc. as and when necessary or as desired by the Bank.

III. Uprooting rank vegetation, other plant growths and weeds by digging the area, forking

repeatedly, breaking clods etc. all complete as and when necessary or as desired by the

bank.

IV. Preparation of beds for hedging and shrubbery by proper excavation, breaking clods,

mixing with sludge, manure etc. as required or as desired by the bank.

V. Maintaining the existing garden and plants conditions to the satisfactory level of Bank,

if necessary, by planting additional seasonal plants, perennial flowering plants, grass

etc. with proper soil preparation and application of manures etc. from time to time as

required or as desired by the Bank.

VI. Cutting the branches of live trees and plants to keep them in proper shape, from the

entire colony and Office Premises as and when necessary and as desired by the Bank

and taking away those out of the colony. Ladder or crane required for cutting the

branches shall be brought by the you without any extra cost to the bank.

VII. Uprooting and cutting the dead trees, plants, unwanted shrubs from the entire

colony/premises and taking those away from the colony from time to time as and when

necessary or as required or as desired by the bank.

VIII. Erecting bamboo curden including supplying of bamboo etc. in and around the

garden area or the area alongside the existing garden to protect the garden from foreign

invasions, as directed.

IX. Provide all the tools, tackles, such as lawn mowers, rollers, sickles, knives, scissors, PVS

flexible pipe for watering, water jugs for sprinkling water on plants and all other

relevant accessories generally required for gardening and horticulture jobs.

X. Provide the manure fertilizers, fungicides, pesticides etc. or any other relevant

chemicals to the lawn, garden or flowing pots, as and when necessary.

XI. Removing dead leaves, polythene bags, papers and any other foreign materials from

inside the garden and lawn area every day and up keeping the garden and lawn.

XII. Laying the loose bricks on edge cum end and half inserted inside the ground (in and

inclined position) around the plants or in line as desired/directed.)

XIII. Painting of the bricks laid inside garden, flower pots or any other portion

inside/outside garden or lawn as and when necessary with color as directed by Bank.

XIV. Regular maintenance of plants in the flower pots including watering daily,

manuring, adding extra earth etc. all complete for healthy growth of plants in the pots.

XV. Any work (as described above) not done properly shall be redone to the satisfaction

of NABARD, for which no extra payment is admissible.


XVI. In case of failures to complete a job within specified time, the same may be got

executed through another agency at the contractors risk and cost without giving further

notice and penalty will be imposed as per the Special conditions of this tender.

XVII. All the rubbish, debris, unusable materials, dead tree trunks, plant etc. removed

from inside the Colony/ Premises should be disposed off in the municipal dumping

yard or any other suitable place not objectionable to municipal or any other statutory

authority. The disposed material should not create any environmental nuisance.

NABARD shall not take any responsibility with regard to the above. Any penalty

imposed on NABARD by municipal or any other statutory authority on this account

shall be directly recovered from contractor’s any bill or earnest money deposited with

NABARD. The contractor shall indemnify the municipal/statutory authority of any

responsibility on this account.

XVIII. The gardeners must report to the Caretaker/ACT daily at 09.00 AM for taking any

instructions.

XIX. Water shall be supplied free of cost by the bank at the selected points inside the

colony and Office Premises. The Contractor should arrange for sufficient long PVC

flexible pipe for watering or have sufficient buckets to carry water from the tap. No

additional taping of water shall be permitted. Contractor shall ensure efficient use of

water.

XX. The cost of bricks and any other material (if specially asked by the bank), shall be

paid extra after getting approval for the supply of the items concerned.

XXI. The Contractor shall send appropriate (i.e. at least one for each premises) number of

skilled gardeners every day for aforesaid wok, which includes the scope of work.

XXII. The property shall be handed over to the Contractor for maintenance of the

aforesaid work on “as is where is” basis and Contractor shall be required to do pending

work (if any) without any extra cost.

XXIII. Charges will be deducted in case of absence or unsatisfactory work.

5. Carpentry services

Providing the services of skilled carpenters as and when required along with essential

tools to attend to day to day maintenance and repair/ replacement of carpentry fittings

at 03 premises of NABARD in Pune i.e. Maharashtra Regional Office at Shivaji Nagar

and 02 residential colonies at Boat Club Road and Salisbury Park, as detailed

hereunder:

a. Attending to all the complaints mentioned in complaint Register/received in writing

relating to carpentry and allied works and rectifying the defects wherever necessary

including cost of minor materials (with necessary tools and minor items like adhesives,

screws, nails, nut & bolt, washer, bracket, clips, grease, mobil, M-seal, rubber for


stopper, rubber buffer etc. as well as items/works costing individually upto Rs. 50/-)

replaced in the premises.

b. Repairing wooden paneled/glazed/louvered, flush windows, doors, ventilators,

cabinets, shelves, cupboards, pelmets and other wooden members, etc. by cutting and

removing the worn out portions, replacing with suitable II class teak wood sections for

frames, styles and rails, attending to necessary repairs and adjustments for easy

operation of shutters using necessary mongaries similar to the existing one for filling

up the holes, if any, in the frames. Replacement of wood, veneer, laminates, door closer

and glass will be paid extra. No payment will be made for nails, screws, adhesives etc.

c. Repairing aluminum windows, doors, ventilators, cutting and removing the damaged

sections, replacing with suitable aluminium sections for frames, styles and rails,

gaskets, attending to necessary repairs and adjustments for easy operation of shutters

using necessary mongaries similar to the existing one for filling up the holds, if any, in

the walls, Replacement of aluminium section, laminates, door closer and glass will be

paid extra. No payment will be made for nails, screws, adhesives, rubber gasket etc.

d. Repairing MS doors, gates, collapsible doors by cutting and removing the damaged

portions, replacing with suitable MS sections for frames, shutters, attending to

necessary repairs and adjustments for easy operation of shutters using necessary

mongaries similar to the existing one for filling up the holes, if any, in the frames.

Replacement of MS sections, members and glass will be paid extra as well as for

arrangement of welding machines & welder. No payment will be made for nails, screws,

adhesives etc.

e. Making holes in stone/brick masonry and RCC wall of any size, roofs, chajjas, etc. to

facilitate Civil, plumbing and carpentry works and making good the same wherever

necessary.

f. Rectifying and replacing peepholes, safety chains, hooks, hinges, aldrops, tower bolts,

knobs, handles, door stoppers, hold fasts, bearing, clamps, picture hooks, nails, screws,

nylon rope and brackets for cloth drying arrangement etc. , with suitable material like

the existing one. For a completely new work or old item replacement costing more than

Rs. 50/- each, extra payment will be made.

g. Leveling of doors and window surfaces to ensure proper functioning of doors, windows

ventilators etc.

h. Wooden repair works in the quarters including associated plaster masonry work, if any.

i. Fixing and replacement of glass panes to windows ventilators of different sizes at all

places including fixing of putty to existing glass panes of windows.

j. Any other work not covered above but related to carpentry.

k. All the old/unusable/scrap material (which will be created during repair/maintenance

work) will belong to contractor and the contractor may give buyback value for these

scrap materials in the monthly AMC charges as well as ensure removal of same after


settlement of its material bill/extra items bill, in case the bill is raised or as directed by

the Bank..

l. The carpenter services should be available as and when required by bank.

6. CCTV Office Premises

a. AMC for the CCTV system shall be comprehensive

b. AMC shall cover 15 cameras, DVR, Power supply, accessories, wires, cables etc.

c. Periodic maintenance shall be carried out once in every three months during the

contract period to ensure proper functioning of the system. Quarterly maintenance

report shall be submitted. Maintenance shall include:

1. Checking the Date/Time of all cameras and Synchronize with the server.

2. Cleaning of all outdoor and indoor cameras with soft cloth and Colin.

3. Cleaning of the server rack with a blower/Vacuum cleaner.

4. Check for video clarity of all cameras and take necessary corrective action if the video is

not proper/hazy.

5. Check the recording quality of all cameras and the back-up period of recordings.

6. Dressing of loose cables, if required, in the LAN switches, CCTV control room and any

camera points.

7. Cleaning of all LAN switches.

d. In case of technical snag it shall be attended and repaired within 24 hours. After

rectification of the fault, the quality and performance of the system should be checked

by the firm’s service technician. A service report has to be submitted by the firm’s

technician /service engineer to NABARD after rectifying the fault. The performance of

the system shall be same as original and it shall be up to the satisfaction of the Bank.

e. Attending the breakdown calls on urgent basis with all possible spares and tools.

f. Free replacement should be provided in case of defect/fault/failure in any part or

spares related to CCTV systems.

7. Split ACs

a. The AMC will be on comprehensive basis (including all parts) for 22 nos. split Air-

conditioners of 1.5 tons of capacity each and may vary as per the discretion of the bank.

ACs are installed in Office and two residential quarters.

b. Contractor shall attend day to day complaints and up keep of air-conditioner.

Technician engaged by the contractor shall be a qualified (ITI/License holder for AC &

water coolers). They will maintain a log book and wear uniform.

c. Contractor will provide the necessary tools and machinery.

d. Contractor should ensure bi weekly visit of a supervisor for inspection of maintenance

work and furnish report to Bank.


e. Contractor will provide spares and cleaning materials like knobs, acids, cloths,

chemicals, blowers etc. and clean the filters and grills weekly. Cost to be included in

rates quoted.

f. In case of burnout of compressor/motors etc. Contractor will replace the defective

machine and get it repaired after obtaining approval from the competent

authority/engineer in charge of the Bank on payment basis at prevailing market rates.

Contractor will arrange his own transport for AC transportation to workshop etc.

g. Contractor will have to give at least 01 year guarantee for the repaired

compressor/motors.

h. There will be penalty as per the special conditions of this tender if the work/complaint

remains unattended for more than 02 days.

i. Payment will be made every month after making necessary and statutory deductions

within 10 days from the date of submission of bill and certification of satisfactory work

done by the engineer-in charge/competent authority.

j. In case, the heating coil/reversible compressor need replacement repairing. The

contractor shall inspect and inform the Bank before taking over the job.

k. Maintaining a logbook for service of machines and submit a copy of the logbook duly

verified by ACT alongwith the bill.

8. Pest Control

Pest & Rodent Control Treatment / chemical spraying / Gel Treatment /

Fogging Note:-

Pest Control Works approved by WHO or approved by / registered with concerned

Deptt. of State Govt. and Central Insecticide Board of India).

Copy of the Valid Pest Control Operators License issued by Department of Agriculture,

Government of Maharashtra may be enclosed.

Contractor will submit the Material Safety Data Sheet (MSDS) for all the gels/chemicals

proposed to be used by them. Material conforming to safety sheet, shall be shown to

ACT/NABARD Officer before using the same in the premises

Details of the properties are as under:

Sr. No.

Premises and address Area of the premises (Approx) sq.ft.

No. of flats

1 Office premises – 54 Welleselly Road, Shivaji Nagar, Pune 411 005

42679 Ground + 4 floors

contributing of 2 wings each

2 Boat Club Road Officers Quarters – 9A, Boat Club Road, Pune – 411 001

38900 41

3 NABARD Staff Quarters – 459 Salisbury Park, Gultekadi, Pune 411 037

47804 66


General guidelines and scope of work :

1. Pest Control should aim at eradication of Cockroaches, Mosquitoes, Flies, Lizards,

bedbugs, other bugs, insects etc. through application of permitted insecticides/

pesticides as per Government of India and WHO norms.

2. The Contractor has to treat all the areas inside the office building and residential

colonies, as necessary and/ or as decided by NABARD for treatment of ants, mosquitoes,

rodents, cockroaches, bedbugs, spiders, silver fish, wasps, lizards, etc. so as to keep the

premises free from pests.

3. The Pest control treatment in office areas / residential colonies should cover all the

places like under the tables, chairs, almirahs, on and around the pile of files, on wooden

furniture, on and above the false ceiling, on all staircases, Ducts, drain/sewage/gutter

Chambers, lift lobby, on all toilets drain ducts, on all pantry rooms, in all stores and any

hidden space under the furniture and should leave no space unattended. Agencies must

ensure that the pest control once done shall remain effective up to next pest control

failing which it shall have to be done again without any extra cost.

The treatment for ants, cockroaches, mosquitoes, bugs / bedbugs, spiders, silver fish,

wasps, lizards, rats etc. inside the flats should be treated preferably with Gel treatment.

The concentrated mix of gel chemical with water or any other solvent (like Biflex etc.)

may be used wherever necessary inside the flats/ACT office, etc. Old chemicals/gel may

be removed from the premises at the time of fresh treatment. The material composition

of the Gel treatment shall not contain any banned chemicals which are harmful for

human health. Applying the gel chemical inside the flats shall be done at strategic

locations to get rid of all the household pests such as cockroaches, bugs/bedbugs,

spiders, silver fish, wasps, lizards, etc.

The date and time of pest control treatment may be decided after discussion with the

occupant. The treatment in flats should be carried out in the most effective manner and

in a hygienic way with best possible combination of spray/gel leaving no room for

complaints from the occupants. Chemical sprays shall be used for mosquito control.

4. Rodent Control: Rodent controlling should be done as per the prescribed intervals (viz.

monthly) or as per orders and instructions on the subject. The treatment should be done

in such a way that it remains effective up to next pest control period failing which the

same shall have to be done again without any cost. Rodent control treatment should be

carried out by trapping, poison baits, fumigation, glue pads depending on the location in

and around the premises to keep it free of rats. Rodent control should commence with


strategic placement of bait and at suitable interval of time to bring the rodent population

under control.

Subsequently, periodic visits / treatments should be made by the Contractor to continue

baiting as per the specification and keep constant vigil on rodent population. A separate

register shall be maintained for the same to assess the effectiveness of the treatment.

5. Pest / rodent control inside chambers: Contractor has to spray chemicals inside the

drains, damp areas, manholes, sewer lines, etc. regularly to destroy the cockroach and

mosquito breeding.

6. Necessary pest control treatment should also be carried out in vacant flats in

coordination with the ACTs of the residential colony/ies.

7. For treatment of White ants/termite, extra payment will be made by Bank as and when

required.

8. Fogging: The fogging has to be done in the external areas for reducing the mosquito/fly

menace has to be done as and when necessary.

Nature of work and periodicity:

SN Particulars Location Periodicity

A Disinfestation Treatment using baits / chemical spray internal:

Carrying out bait treatment in the flats by using non-toxic (harmless to human beings) products. Keeping sufficient nos. of baits in each room which should be effective till next treatment falls due. The treatment shall aim to control house-hold pests like, cockroaches, silver fish, bed bugs, red and black ants, spiders, flies, fleas, mosquitos, similar other crawling/flying insects, etc. and lizards. The treatment includes removal and disposal of old baits etc. Complete.

If treatment is not found effective, additional treatment at no extra cost will have to be carried out.

The Job-card should be got filled in and signed

by the end users and should be enclosed with

the bills for making payments.

Colonies

(Flats)

Once in 03

Months for flats.

Once in a month for

guest houses

B -Do- but for office buildings (office areas) Office

building

Once in a month

C -Do- but in the kitchen & dining areas of Staff

canteen, Officers lounge, other dining room/s in

office building, garbage rooms/storage rooms.

Office

building

Once in a fortnight.


D Disinfestation / Pest Control in common areas using chemical sprays:

Carrying out Pest Control Treatment in all the

common areas in the residential and office

complexes such as staircase / lobbies / passage

/ corridors / manholes / inspection chambers /

etc. the item of work includes opening of

manholes / inspection chambers / gully traps

etc. covers and replacing the same in position to

restore normalcy after spraying ISI approved

chemicals. If treatment is not found effective,

additional treatment at no extra cost will have

to be carried out. The Job-card should be got

filled in and signed by the Caretaker and should

be enclosed with the bills for making payments.

Colonies /

office

building

Once in a month

E External Rodent Control Treatment:

Rodent Control Treatment for controlling Rats,

Mice & Bandicoots at Bank’s Office building as

well as residential colonies.

Colonies /

office

building

Quarterly/as and

when required

F Internal Rodent Control Treatment:

Rodent Control Treatment for controlling Rats,

Mice & Bandicoots in Office building

Office

building

Quarterly/ as and

when required

H External Fogging Treatment:

Providing and executing the fogging treatment

for Mosquito and other flying insects-control for

all open / common areas etc. complete as

directed by certifying officer.

Colonies /

office

building

Quarterly in office and colonies / as and when required

9. Door Frame Metal Detector

1. AMC will be comprehensive i.e., inclusive of all spare parts including consumables, if

any.

2. On receiving complaint about equipment/ services, the Vendor shall promptly respond

and repair/ replace or provide required services within 48 hours. Repair etc. shall be

carries out at site. In case of any delay penalty will be imposed as per the special

conditions of this tender.

10. VOF (Visiting Officers Flats), VEF (Visiting Employees Flat) management

and maintenance.

The contractor shall provide care taking services, which include the following works:

a. Handing/taking over of keys from/to visitor employees of the Bank for staying at Visiting

Officers Flat.


b. Changing the linen, sweeping, dusting every flat including cleaning of floors, bathrooms,

toilets etc. every day and changing & washing of curtains every three months. Washed

linen should be supplied on allotment of VOF and subsequently changed after four days

(in case the allottee stays beyond the normal allotment period of Three days).

c. Proper care of each and every item in the flat i.e. VOF without deploying additional man

power.

d. Maintenance of Drawing Room/TVs, Reception with holding of charge, issue of toiletries

to guests and other officials.

e. Careful operation of TV/Dish/DTH connection and maintenance/recharge of DISH

connection without any extra charge up to date in co-ordination with DPSP officials.

f. Calling AMC service provider and up to date maintenance of Aqua guard/Water

Purifier/fridge/TVs/ Tata Sky etc.

g. Switching on / off the lights, air conditioners and other electrical appliances in the

building as per requirement.

h. The contractor shall pay the replacement cost of the item if reported

lost/broken/damaged etc.

i. The contactor should collect the allotment advices of VOF from the bank every day.

j. The Contractor shall arrange to provide tea, breakfast, lunch and dinner on advance

intimation to the guests, at reasonable rates to be fixed by the Bank. Supplying the

drinking water for guests in rooms.

General Maintenance of Rooms with attached toilets –

Trained Helper/Workers should

a. Ensure Cleaning, Washing, Sweeping, dusting of guest rooms, attached toilets, lobbies,

staircases, cupboards, beds.

b. Be neatly dressed.

c. Should be courteous and polite & have positive attitude

d. Should ensure that all lights, plumbing fittings, TVs, A/Cs, geysers etc. are in working

condition.

e. Should help the cook for preparation of food

f. Should serve the meals to guests in a clean and hygienic manner

g. Should keep the dining hall and dining tables always clean and presentable

h. Should enquire with guests and provide additional food items on request

i. Should clean utensils/plates thoroughly using appropriate cleaning materials

j. Should not keep guests waiting to be served / unattended.

k. Should guide the guests to safety in case of fire/ other disaster / accident.

l. Should be of good moral character and not suffering from any diseases

Operation, Maintenance and Supervision of Kitchen & Dining halls for

Catering guests – Cook/s

a. Should have adequate experience in handling kitchens.


b. Should be well versed in cooking north and south Indian dishes as well as continental

cuisines for dinner/lunch/breakfast items.

c. Should maintain hygienic condition in the kitchen and washing areas.

d. Should assign works to utility helpers and waiters in kitchen.

e. Should ensure that timely good quality food is served to guests either in rooms or in

the dining hall.

f. Should ensure that all the utensils, crockery, kitchen equipment are properly cleaned

and in working order.

Cleaning of linen, kitchen equipment and cutlery/crockery

a) Should use good quality cleaning material only.

b) Should provide all cleaning material. The cleaning materials i.r.o. kitchen utensils will

not be reimbursed by NABARD.

c) Should arrange to carry out washing/cleaning of linen after every change of

occupancy, or on every third day or if demanded for by the guests, if stained.

d) Washing of linen is done by a separate washer man and charges of washing of linen

will be paid by NABARD.

e) Arrange for all furniture with fabric/rexin to be cleaned with shampoo at least once in

six months.

Provision of toilet kits, water, newspapers, Tea/Coffee/Sugar/Milk Sachets,

etc.

a) Purified water should be provided daily to every occupied room for drinking purpose

b) Required quantity of tea, coffee, milk, cold drinks, etc. shall be served to the guests on

chargeable basis at rates decided by NABARD.

c) Newspapers of Hindi, Marathi, English (General & Economics) each shall be provided

in each guest house.

d) One toilet kit should be provided to each Officer on allotment depending upon length

of stay. (Kit will be provided by Bank as per its arrangement and contractor should

inform DPSP RO well in advance for replacement of VOF kits).

11. Photocopier services

a. Services shall include photocopying, spiral binding etc.

b. You will install at your cost a high speed photocopying machine in our office premises.

c. Bank will provide you the space and power supply at free of cost, while cost towards

labour, Paper (standard quality Xerox paper (A4, A3) not less than 75 gsm),

maintenance, repair and other consumables viz. ink, drum etc. will be borne by you. The

job will have to be done at our office premises at 54, Wellesley Road, Shivajinagar, Pune-

411 005 at your cost during office hours 9.30 hrs. to 18.00 hrs. with provision of lunch

break for operator from 13.30 hrs. to 14.00 hrs.


d. The services will be provided by you during office hours viz. 10.00 A.M. to 05.45 p.m.

from Monday to Friday (except bank holidays) for day to day stray Xeroxing of

documents, while for bulk Xeroxing of documents the work may be completed and

submitted on following day or as per required time lines.

e. The persons deputed by you to our office premises to carry out the work shall be well

disciplined and maintain proper decorum in our office premises. Periodical rotation of

the operator is to be ensured. His identity, background check details etc. shall be

furnished as per the Bank’s requirements.

f. All work has to be done in strict confidence and utmost secrecy has to be maintained in

regard to the matter given for Xeroxing and also regarding any affairs relating to the

Bank.

g. The operator deputed by you shall have to maintain a register for the purpose to be

certified by the Bank’s official on a day to day basis to enable settlement of bill on

monthly basis.

h. Your agency has to give uninterrupted service by way of providing substitute

arrangement whenever necessary.

i. In case of office exigencies your operator may require to sit late or come early or come

even on holidays at times of exigencies, for which no additional charges levied by you.

j. The payment will be made on monthly basis as per meter reading of machine and also for

any extra work done at the premises of the contractor as required.

12. Fire Safety

1. Work Details are as under:

a. The contractor shall be looking after and providing services for the annual maintenance

contract of firefighting system including fire extinguishers etc. at "NABARD 54 Wellesley

Road, Pune and 02 Residential Colonies of the Bank and keep the system upto date and

operational all the time. The contractor should follow the instructions given by the

concerned officer-incharge/P&SO of Bank.

b. The contractor shall arrange to operate the system once in a month regularly by checking

all valves and joints and arrange to organize a mock drill once in a quarter. He should

also make arrangement to train the office staff, security personal, other contract staff as

well as electrician, regarding operation of system at the time of emergency.

2. Building Details:

No. of floors at office premises: Ground plus Four Floors situated at 54, Wellesley Road,

Pune.

Boat Club Road Qtrs, Pune: 4 Buildins with Ground plus Three Floors.

Salisbury Park Qtrs, Pune: Ground + Four Floors.

Fire Protection System: Fire Extinguishers.


3. Equipments/ systems covered under the scope of works:

1. Fire Extinguishers:

Portable fire extinguishers to combat small fire in the initial/ incipient stage have been

provided at various locations inside / outside the buildings.

Charges for refilling and hydraulic testing of fire extinguishers for annual servicing in

your scope of work. No. and type of extinguishers is as under:

Location Type of extinguishers No. of extinguishers

1. Office remises 4kg dry chemical powder, ABC Type 52

4kg Clean agent 01

2. Boat Club road 4kg dry chemical powder, ABC Type 24

3. Salisbury Park 4kg dry chemical powder, ABC Type 48

4. RECORDS: Contractor shall keep record of installed equipments. lnventory

/materials and house keeping of items/ equipments and store, contractor shall ensure

that log report of all the works / jobs carried out and the performance / inspection

reports by the persons deployed for the purpose of this contract is maintained at the

premises of the Bank. This log report should be checked and counter signed by the

contractor on a monthly basis and produces before the officer-in-charge/P&SO of the

Bank, whenever asked to do so. A monthly report of all the works / jobs carried out

(preventive and breakdown maintenance jobs carried out) during the month should

accompany the qurterly bill. Bills without this monthly report will not be entertained.

The stationary required for maintaining these work records (inventory and log reports)

will be provided by the contractor.

5. Tools Equipments and Uniforms

(a) Successful tenderer shall make available at site the requisite bare minimum tools.

(b) Successful tenderer shall make available at site any tools and tackles including safety

equipment's required to work with electricity, fire, refrigerant, gases under pressure,

places at any height, depth, above false ceiling and in ducts and electrical safety

equipment’s and safety belts, helmets, shoes, rain / water protection equipment's etc.

which may be required for the purpose of any job at no additional charge.

(c) The tenderer will provide identity Card to the person deployed by him for contract

period.

The Bank will not be responsible for maintenance of the uniforms. In absence of these

documents the bill could be withheld.

6.1 Bank will provide water and electricity for carrying out activities for this contract.


MAINTENANCE SCHEDULE

1. FIRE EXTINGUISHERS

A) Dry chemical powder extinguisher (Monthly)

Routine – Monthly

i) Clean the body.

ii) Clean and polish brass parts with metal polish.

iii) Check nozzle and vent holes in the cap.

iv) Clean spring loaded piercer.

Quarterly

i) Ensure that sealing disc is intact.

ii) Check piercing mechanism for its proper working.

iii) Replace the cartridge if there is a loss of more than 1o% of its Contents.

iv) Check the nozzle and clean it, if clogged.

v) Remove the water, clean the body internally and refill it with clean fresh water.

Annually

i) The extinguishers shall be subjected to Pressure Test. The Extinguishers shall be

subjected to a gradually increased Pressure of 17.5 kg/cm and it shall withstand this

pressure for 2 minutes.

And other necessary checks are also as under:

Routine - Monthly

i) Check and lightly grease the threads in the cap.

ii) Check vent holes and clean them, if necessary.

iii) Check the nozzle for clogging.

iv) Check the rubber hose if provided and apply French chalk powder externally.

v) Check the washer in the cap.

vi) Check and weigh the cartridge. If the weight is reduced by More than 1o%, the

cartridge shall be replaced.

vii) Check the powder for caking for granulation.

viii)Clean and polish the body with wax polish.

Annually

i) Discharge Test once in a Year. If any of these extinguishers are found to be leaking, all

the remaining extinguishers shall be subjected to Pressure Test. The extinguishers with,


rusted body shall be subjected to the Pressure Test, without going in for the Discharge

Test. During the Discharge Test, extinguisher shall expel 8o% of its contents within 23 to

3o seconds and the jet shall project to a distance of 5 to 7.5 mts. All the extinguisher

bodies to be subjected to a gradually increased pressure of 31.5 kgs./cm upto 2 minutes.

B) Carbon Dioxide Extinguisher (Monthly)

Routine - Monthly

i) Clean the body, horn and its accessories.

Quarterly

i) Weigh the extinguisher. If the weight of the contents is reduced by more than 1o%, it

shall be sent for recharging.

ii) Clean and polish the body with wax polish.

iii) Check tube, horn, joints, locking pins. Apply French chalk powder for the tube

externally.

Whenever the extinguisher is sent for recharging, it shall be ensured that the same is

Pressure Tested by the gas recharging company.


7. Proforma for electronic payment


8. Basic Information about Bidder

Sr. Particulars Details No.

1 Name of the Applicant/Organisation and

address of their registered office

2 Type of the Organisation (whether Sole Proprietorship/

Partnership/Private Limited/ Limited or Cooperative Body etc)

3 Name of the Proprietor/Partners/Directors of the (a) Organisation/Firm.

(b)

(c)

4 Details of Registration (Whether Partnership firm, Company,

etc.) - Registering Authority, Date, Registration No., etc.

mentioning the business/ activity of the firm

5 Experience in the field of Building Renovation works (Years)

6 Technical personnel available in the organization (Details to be

furnished in Part III)

7 Address of office through which the proposed work of National

Bank for Agriculture and Rural Development will be handled and

the name and designation of the Officer-in-Charge

8 Adequate and satisfactory evidence to indicate financial

capacity of the Organisation to undertake the said work with

names of Bankers and their full address. (Solvency certificate

from the Bank and Income Tax clearance certificate shall

be attached)

9 Details of factory and its location, machinery, Technical Attach a separate sheet

Personnel employed

10 Yearly turnover of the company during last 3 years (Year-wise) –

Attach balance sheet/P&L a/c statement and IT returns of the

firm of last three years.

11 Whether any Civil Suit/Litigation arisen in the contracts executed

during the last 5 years/being executed. If yes, please furnish the

name of the project, employer, nature of work, contract value,

work order and date and brief details of litigation


9. Work Experience

a) Previous Experience

List of important works done in last five years (as per the pre qualiifcation criteria mentioned in this tender)

Sr. Name Cost Name Full Name of Contact no. Email id of Completion Whether Any

No & of of address the of the the contact period the work other

. Location work owner contact contact person was left relevant of work person person of the (Mandatory) inccomplete informati from owner Stipulated Actual (reasons if on

owner’s (Mandatory) any for

side for delay in

whome completion

work was of work) or

executed contract

was

terminated

from either

side (give

full details)

1 2 3 4 5 6 7 8 9 10 11 12

Note:- The supporting documents like experience certificate, completion certificate shall be enclosed mandatorily.


b) Ongoing Projects List of important works on Hand.

Sr. Nam Loca Name Full Name of Phone no. Email id Completion period Whether the Any

No. e of tion of address the of the of the work was left other

work of owner contact contact contact inccomplete releva

work

person person person

(reasons if nt Stipulated Actua

from (Mandator (Manda any for delay infor l

owner’s y) tory)

in completion matio

side for of work) or n

whome contract was

work was terminated

executed from either

side (give full

details)

1 2 3 4 5 6 7 8 9 10 11 12


c) List of available Tools, Plants, available Machineries, Equipment, etc.

Sr. Name of Tools/ Total No. of No. of units/sq.mt. can be

No. Plant/Machinery/Equ units/sq.mt. spared for the proposed ipment and work Accessories


d) Technical personnel and special experience

a). List of your technical personnel, giving details about their technical qualifications and

experience including that in your establishment.

Sr. Name Age Qualifications Work Nature of No. experience works handled


10. AFFIDAVIT ON A NON JUDICIAL STAMP PAPER OF RS.100/-DULY NOTARIZED

DECLARATION

I, ___________________________________ sole proprietor/partner/authorized

signatory of M/s._______________________________________sole

proprietorship/partnership firm/public/private limited company , having its principal place of

business/ registered office at………………………………………………….(Full Address) do hereby solemnly affirm and declare as under:-

That I am the sole proprietor of M/s________________________________

Or

That ours is partnership firm having partners as under:- Full Name of partners.

(a)

(b)

(c)

(d)

Or

That ours is a private limited/public limited company incorporated in terms of the provisions of

the Companies Act,1956/Companies Act,2013.

(Delete which is not applicable while typing affidavit) If proprietorship, a registration certificate for the same/if partnership Firm, partnership deed is

to be enclosed, if private limited/public limited company, Certificate of incorporation and

Memorandum & Articles of association to be submitted. All the partners/ directors should sign

the affidavit or the person authorized by all the partners or one of the Directors duly authorized

by Board Resolution in case of Company can sign with authority letter from all the partners/or

Board Resolution in case of Company is to be enclosed.

2. That I hereby confirm and declare that my/our firm/company M/s……………………………………..

is not blacklisted/delisted or debarred or on Holiday list with any company of Private/Public Ltd.

or Government Company/Govt. deptt. from participating in the tender as on date.

21 Signature and Seal of the bidder


3. I know that to swear a false affidavit is a crime under the law and with such knowledge only

I have swear this Affidavit.

(Signature of the Proprietor/ Managing Partner/Director with Seal )

DEPONENT

Verified at ………………….... on…………………that the contents of paras 1 to 5 of this affidavit are true and correct and no part of this is false and nothing material has been concealed or falsely

stated therein.

(Signature of the Proprietor/ Managing Partner/ Director with Seal)

DEPONENT

(Signature & Seal of Notary)


BLANK PAGE


Part – 2 : Price Bid


Bill of Quantities

Annual Maintenance Contract for various services for NABARD, Maharashtra Regional Office, Pune Sr. No.

Item Monthly AMC charges (All inclusive) (Rs.)

1 Civil/ Plumbing

2 Electrical

3 Organic waste composting

4 VOF (Visiting Officers Flats), VEF

(Visiting Employees Flat)

management and maintenance.

5 Housekeeping

6 Carpentry

7 Split ACs

8 Door frame metal detector.

9 Photocopier services

10 Pest Control

11 Fire safety

12 CCTV Office Premises

Important Notes: 1. Vendor shall quote its rates only against the services it wishes to offer. All

other rows shall be struck off. 2. Vendor can quote its rates for more than one services. 3. AMC charges shall be inclusive of all taxes, duties, charges etc. 4. The contractor shall pay the personnel deployed in NABARD premises, their

wages in accordance with the Minimum Wages Act, 1948 (amended time to time).


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