HOTEL CORPORATION OF INDIA LTD

(CORPORATE PURCHASE SECTION)

CENTAUR HOTEL, IGI AIRPORT-II
NEW DELHI - 110037.

TEL.NO.25607613, FAX NO.25654242

TENDER NO. DEL/32/2010
08.11.2010

Date:

PURCHASE ENQUIRY
Sub: Providing Pest Control Services at Centaur Hotel & Chefair Flight
Catering,
IGI Airport, New Delhi.
Hotel Corporation of India Limited, a wholly owned subsidiary of Air India
invites sealed quotations in two envelope system for Providing Pest
Control Services at Centaur Hotel & Chefair Flight Catering, IGI
Airport, New Delhi as per Terms and Conditions mentioned in the
Tender Document.
Tender Enquiry No.
Last date of submission of tender
Date of opening of bid
S.No. Particulars
GENERAL INFORMATION &
1
TERMS
2
Technical Bid Format
3
Certificate
4
Specification
of
Bid

DEL/32/2010
08.12.2010 by 1430 hrs.
08.12.2010 at 1500 hrs.
Annexure
STANDARDS I
II
III
PriceIV

ESTIMATED VALUE : RS. 9,50,000 (APPROX.) WHICH MAY VARY AS PER

OUR ACTUAL REQUIREMENTS.
METHOD OF SUBMISSION OF QUOTATIONS IN TWO ENVELOPE SYSTEM
FIRST ENVELOPE - Technical Bid contents following:(a) Subscribe on FIRST ENVELOPE Technical Bid for Tender DEL/32/2010 Due
Date 08.12.2010 and write your Company Name & Address at the bottom of
envelope for identification.
(b) EMD by Demand Draft/Pay Order or by Cash equivalent of Rs. 4800/-. EMD
paid by way of Cheque not acceptable. Please enclose the Receipt/DD in
original favoring Hotel Corporation of India Ltd. If you are depositing Cash then
enclose Original Cash Receipt in to this envelope and retain a photocopy of the
Cash Receipt with you.
(c) The Tenderers Status form (Annexure II) is enclosed with this Enquiry. The form to
be filled in indicating your Company profile and signed by your authorized
representative and to be attached in the First Envelope - Technical Bid.
(d) Please note that, Tax related concessional forms like 2B/C/3D/D will not be provided
by us.
(e)

Please mention whether you are registered with NSIC. (For details, visit
www.nsic.co.in/go.asp). If YES, please attach a photo copy of Registration
Certificate. If NO, your bid / quote will not be Technically rejected, based on this
point.

(f) Please attach photocopy of PAN Card.

(g) Mention all present Taxes, Excise, Octroi, which you have considered, their
percentage and Amount in Rupees. Also mention transportation charges, handling
charges, packing charges etc.
(h) Please confirm that the total amount mentioned in the Commercial Details includes
all the taxes, excise, octroi and any other cost due to packing, transportation,
handling, insurance etc.

(i) Please confirm that the quote / price for all the ITEMS has been mentioned
in the Price Bid.
(j) Please confirm that the amount mentioned, in the Price Bid (Kept in the
Envelope Two) is unconditional in nature. Accordingly, it shall be treated
as Unconditional Offer.
(k) Please confirm that the price is not to be mentioned in the Technical Bid.
(l) The format of Declaration/Acceptance undertaking (Annexure III) is also
enclosed with this enquiry. The same should be signed by your authorized
representative and attached with Technical Bid.
Note: As part of/along with your Technical Bid, please submit Registration Certificates,
Trade and Industry Accreditation, if any as applicable. HCI may visit the facility of
Bidders to assess suitability as part of Technical Evaluation of bids.
SECOND ENVELOPE Price Bid will have following:(a)

On the SECOND ENVELOPE - write Tender No. DEL/32/2010 Due date

08.12.2010 and also mention your Companys Name & Address at the bottom of the
envelope.

(b) You can use your Company letter head for Price Bid
CORRECTIONS / OVERWRITINGS IN BIDS: Bidder needs to sign at all these places
THE TWO SEPARATE SEALED ENVELOPES (i.e. ONE ENVELOPE FOR THE TECHNICAL
DETAILS, AND SECOND ENVELOPE FOR THE PRICE DETAILS) MAY BE INSERTED IN A
MASTER ENVELOPE SUPERSCRIBED WITH "BID FOR TENDER ENQ. NO. DEL/32/2010
DUE FOR OPENING AT 1500 HRS. ON 08.12.2010 and should be submitted at the
following address up to 1430 hrs. on or before 08.12.2010.
EXECUTIVE MANAGER,
CORPORATE PURCHASE SECTION,
HOTEL CORPORATION OF INDIA LTD.,
CENTAUR HOTEL,
IGI AIRPORT,
NEW DELHI-110037.
QUALIFICATION CRITERIA OF BID - BID MAY BE REJECTED, BASED ON ANY ONE
OF THE FOLLOWING REASONS :
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)

Only single Envelope (Technical Bid or Commercial Bid) received.

Details received by fax.
Unsigned Offer.
If you mention Total Amount in First Envelope - Technical Bid. (Total Amount
must appear in Annexure IV only).
If your Organization does not have PAN issued by Income Tax authority.
If the list of your existing Customers is NIL for this Item.
If the EMD (Bank Draft or Cash Receipt) is not kept in the first envelope.
The turnover set as qualifying criteria should be 1/3 rd of the estimated contract
value.
The experience set as qualifying criteria should be minimum of 2-3 years of
experience.

CLARIFICATIONS:

a) For any clarification please contact:

Manager Housekeeping,
Centaur Hotel,
IGI Airport-II,
New Delhi-110037.
Tel.No. 25607722

VALIDITY OF QUOTES/FIRM RATES/PERIOD OF CONTRACT.

Your quotation must be valid for at least 120 days from the due date for our
consideration and acceptance.
The Purchase Order/Contract once released, the rates therein will remain firm / valid
for a period of at least one year.
The Purchase Order/Contract will initially be for a period of One year/quantity
mentioned, and can be extended further by one more year or for period/quantity/terms
as mutually agreed upon.

EXIT CLAUSE/PENALTY:
H CI reserves the right to terminate the Contract/cancel the Purchase Order by giving
one month written notice but without assigning any reason. However in case of
persistent complaints on quality/delivery etc., HCI reserves the right to cancel the
Contract/Purchase Order at a short notice and make alternative arrangement, with a
right reserved, to recover the additional cost etc. from the defaulting venders. HCI also
reserves the right to impose penalty @ % per week subject to a maximum of 1% for
the delayed delivery.
FORFEITURE OF EMD: - EMD will be forfeited, if the bidder withdraws their bid, within
120 days, from the Due date of this PURCHASE ENQUIRY.
Validity of PO:- The contract may be awarded for one year from the date on which
Financial Bids will be opened.
GENERAL INFORMATION AND STANDARD TERMS:
The Printed sheet is enclosed (Annexure I). Please go through this document for the
General terms & conditions mentioned thereof.
You may send your offer in sealed envelope through messenger or through courier
services so as to reach us at our below mentioned address on or before 08.12.2010 by
1430 hrs.
The tender closes on 08.12.2010 at 1430 hrs. The closing date may be extended
subject to receipt of minimum three quotations. Initially the Technical Bid will only be
opened and the vendors may attend the opening if so desire. The Commercial Bids of
only technically suitable vendors will be opened thereafter and date/time will be advised
to the qualifying vendors who may attend the opening, if so desire.
You are requested to confirm your intention to quote or regret to Corporate Purchase,
Centaur Hotel, Hotel Corporation of India Ltd.
Thanking you,
Yours faithfully,
Sd/Executive Manager-Catering
(Corporate Purchase) - HCI
Encl: 1) General Information & Standards Terms. Annexure I
2) Tenderers Status Form (to be attached with Technical Bid along with EMD)
Annexure II
3) Declaration/Acceptance undertaking. (To be attached with Technical Bid along
with EMD)
Annx. III
4) Specification of Price Bid (to be attached with Price Bid).

Annexure-I
HOTEL CORPORATION OF INDIA LTD.

CORPORATE PURCHASE DEPARTMENT

Centaur Hotel, I.G.I. Airport, New Delhi 110 037.
Tel.: 25607613, 25607606 Fax: 25652239
TENDER FORM

M/s

IN REPLY PLEASE QUOTE

Tender No. DEL/32/2010 dt. 08.11.2010
Due on 08.12.2010
at
2.30 PM
Open on 08.12.2010
at
3.00 PM

Dear Sirs,
PROVIDING PEST CONTROL SERVICES
Sub: Tender for
SEALED / CLOSED TENDERS are invited for the supply of items indicated in the attached schedule
to Tender form, to be valid for a period of 12/24 months from the date of acceptance of your
quotation on terms and conditions mentioned hereunder. Rates must be quoted bearing in mind the
Company requires nothing but the best quality supplies at the lowest possible price.
IMPORTANT STANDARD TERMS AND CONDITIONS:
STATUS:

1.

Only manufacturers or their authorized distributors, agents, representatives in each line, as the
case may be, are allowed to quote. The offer of middlemen and those who are not in the line will
not be entertained. Please specify your status and furnish the details on page 4 of this tender form.
Price and Period:

2. Your prices should remain fixed for a period of 12 months from the date of our acceptance of your
quotation and no increase in price, whatsoever, will be allowed, irrespective of the change in our
requirements. VAT to be mentioned for each item additionally.
QUANTITY:

3. The quantities indicated are approximate requirements and are subject to increase / decrease
without notice and the Tenderer will be bound to supply the increased/decreased requirements at
the quoted rates as per specifications, and if the materials are not supplied as per ordered
requirements, we reserve the right to purchase goods from other sources and defaulting Tenderer
will unconditionally arrange to reimburse us a sum equal to the difference between the rate
tendered by him and that at which some item is procured from any other source(s), or we will be
forced to deduct such difference from current bills.
DELIVERY:

4. Time will be the essence of the contract and if the materials are not delivered within the specified
period, we reserve the right to purchase the goods from other sources and the defaulting tenderer
will on demand, unconditionally arrange to reimburse us a sum equal to the difference between
the rate tendered by him and that at which the same item is procured from any other source(s), or
we will be forced to deduct such difference from current bills.
5. The exact daily / weekly / monthly / requirements in case of term contracts will be communicated
12 hours in advance either in writing or over the telephone to the supplier. However, the
successful tenderer should be prepared to make delivery at a shorter notice.
6. Deliveries will be accepted only in completely hygienic packings and containers as may be
suggested by us and confirming to international standards. These will be carried out by the
supplier at no extra cost.

7. Instructions as given by the Company or its receiving department from time to time for improving
the quality and presentation will be carried out by the supplier at no extra cost.
8. Your quotation shall include free delivery to our designated location(s) or any other place in
Delhi.
9. The deliveries of items called for may be required at night in an emergency and successful
Tenderers /contact representative should be available on the telephone round the clock where the
deliveries are to be effected when required.
QUALITY AND SPECIFICATIONS:

10. The quality and presentation of the items supplied will be in keeping with international standards.
The items supplied should be hygienically prepared and best quality raw materials and
ingredients will be used.
11. We reserve the right to inspect the successful Tenderers premises through our representatives and
shall be the final judge of the suitability of the premises and the manufacturing conditions.
12. In case of food items, such as the personnel of the successful Tenderer as are engaged in the
preparation of the items mentioned in this tender shall be properly attired to meet the hygienic
standards required in the handling food. The premises of tenderer shall also meet the required
standard of hygiene.
13. A sample shall be submitted free of charge with the quotation when called for and it is of utmost
importance that supplies conform strictly to the final approved sample/specifications.
(Specifications are attached in the schedule for the items you are interested to submit your
tender.)
14.1 IMPORTANT: To ensure that the highest standard of quality controls is maintained by the
supplier, he shall be responsible for hundred percent inspection of his product(s) prior to packing
and delivery as once the Item is packed, it is not practicable for the receiver to carry out hundred
percent inspection on receipt.
14.2 IMPORTANT: The Tenderer when quoting is specifically instructed to ensure that this important
condition is not overlooked and in the event of transpiring that the material delivered is not in
accordance with the approved sample, the entire quantity will be rejected and the Tenderer will be
responsible for replacing the rejected material with supplies conforming to proper specification
and /or reimbursing the Company for loss sustained on this account.
14.3 IMPORTANT: Company reserves the right to reject any supplies for not confirming to the final
approved sample/required standard /specification at its discretion and such a decision shall be
final and binding on the Tenderer. The entire lot will be rejected if ten percent of the supply is not
found up to the standard. The Tenderer shall have to collect the rejected goods from the Company
failing which we reserve the right to purchase the goods from any other source and recover the
cost from the Tenderer.
15. A written valid warranty shall be given by the successful Tenderer as described in P.F.A. rules for
food articles.
16. Supplies other than packed / tinned / canned items which do not conform to our
standards/specifications shall be rejected on the spot and replacement for the rejected supplies
shall be made immediately or with the next delivery as required by the Company, failing which
we reserve the right to purchase the goods from any other source and recover the cost from the
Tenderer.
17. If the specifications of the goods mentioned in this tender are changed at a later date or the
materials supplied are not in accordance with the required specification and are accepted by the
Company the prices will be settled mutually.
DEPOSITS:

18. The successful Tenderer shall furnish a Bank Guarantee or cash equivalent of 5% or Rs.50, 000
whichever is less towards security deposit. The deposit will be free of interest and is liable to be
forfeited in whole or in part as may be determined by the Company at its sole discretion in the
event of any laps or unsatisfactory performance, affecting the reputation of HCI and / or the
regularity and efficiency of its service.
19. A Crossed Bank Draft in favour of Hotel Corporation of India Ltd. or cash equivalent for 0.5% or
Rs. 4,800/- whichever is less towards Earnest Deposit shall accompany this tender, otherwise,
it is likely to be rejected. The earnest money of the unsuccessful tenderer will be refunded
immediately on taking a decision on the Tenderer and that of the successful tenderer on receiving
the security deposit.
20. PAYMENT 30 days credit.
TERMINATION:

21. We during the said period, reserve the right to cancel the contract without giving notice / giving a
months notice but without assigning any reason for cancellation.
22. The company reserves the right to accept or reject in part, or in whole, any or all the tenders
received without assigning any reasons whatsoever, nor the Company is bound to accept the
lowest Tender.
GOVERNMENT LEVIES:

23. Tenderers should specifically State Sales Tax and other levies, e.g. VAT if any, applicable as
extra / or separately and the rate at which the same are chargeable, failing which, the price quoted
will be deemed to be inclusive of such levies. If a particular tenderer is not registered under the

Sales Tax Act, the prices quoted by him will be treated as NETT and inclusive of all taxes and
any future claims made by him for reimbursement of these levies on account of retrospective
registration under the Sales Tax Act will in no circumstances be entertained by the Company and
the liability for payment of these levies will be wholly and exclusively that of tenderer.

INDEMINITY:

24. The seller will indemnify the purchaser for all expenses and damages resulting from patent
infringement. The successful Tenderer shall indemnify the Company and keep the same
indemnified against all suits, claims, demands.
25. In the event of any dispute arising out of this contract with the party, the decision of the Managing
Director of the Corporation shall be final and binding on the party and the Corporation.
Yours faithfully,
for Hotel Corporation of India Ltd.
Sd/Executive Manager-Catering
(Corporate Purchase) - HCI

ANNEXURE II
TECHNICAL BID FORMAT

TENDER NO. DEL/32/2010

Name of Contract

Name of the Bidder / Co.

Address

Telephone No. / Mobile No.

Fax No.

Email ID

Name of Contact Person

The bidder must be in this or similar

business for Providing Pest Control
Services for the last 2-3 years. In case
of authorized dealer, he must be in
the similar business for the last 2-3
years. Please attach current
authorization certificate.
Attach photo copy of latest Income
Tax Return

9
10

Sales Tax / TIN Number / C.S.T.

(Attach photo copy)

11

Attach photo copy of Annual Turnover

for last two years

12

Certificate accepting all the terms

and conditions unconditionally of the
tender on the Bidders letter head in
the format as given at Annexure- I.

Required Documentary proof submitted

Yes / No

Certificate accepting all the terms and conditions

unconditionally of the tender on the Bidders letter
head in the format as given at Annexure- I enclosed
YES / NO
YES / NO

SKILLED
13

UNSKILLED

Number of Employees
Also mention PF No. of your
Organization

14

Details of institutional Customers.

(Please attach proof)

15

Mention all types of taxes

considered/applicable i.e. VAT, Octroi,
transportation, handling charges,
insurance, etc. and their percentage.

16

Are you registered with N.S.I.C. ? (For

details, visit www.nsic.co.in/go.asp ) If
yes, please attach photo copy.

17

Attach photo copy of latest Electric

Bill of your Organisation.

18

Are you already doing business with us or

any of our Unit under some other name ? If
so, what name?

19

Any other information which you feel would

qualify you to be enlisted in our list of
suppliers.

DATE: _________________
PLACE : ________________

AUTHORISED SIGNATORY & COMPANY SEAL

ANNEXURE III

ON TENDERERS LETTER HEAD

CERTIFICATE
To,
The Executive Manager Catering,
Corporate Purchase Section,
Hotel Corporation of India Ltd,
Centaur Hotel,
IGI Airport-II,
NEW DELHI-110037
Sir,
It is certified that we have studied and understood the terms and conditions of the
tender for Providing Pest Control Services at Centaur Hotel & Chefair Flight Catering, New
Delhi.

AUTHORISED SIGNATORY
COMPANY SEAL

Annexure-IV
HOTEL CORPORATION OF INDIA LTD.
CENTAUR HOTEL, IGI AIRPORT, NEW DELHI.
Specification of Pest Control Services at The Centaur Hotel, New Delhi.
An approx. area of operation shall include 374 guest rooms, pantries, trolley
rooms, shafts, kitchens, room service, restaurants, party rooms/halls, lifts,
manholes, shopping arcade, all stores, offices, public area, all corridors, all
toilets, back areas, passages, basement, building outside area, parking, garbage
area, air-conditioning plant, boiler room, service floors, butchery, staf
EDR/cafeteria, health club, swimming pool, lawns, cold storage, staf
lockers/rest rooms, etc.
The specification of inspection shall have to be an appropriate oil
based/baygone formulation to be exclusively used in guest rooms, restaurants,
kitchen, party rooms, halls, pantries, shopping arcade, offices, public area,
man holes, shafts, etc. as per our requirement and also pest control treatment
in the mezzanine floors, pipe areas, main drains, water clogging treatment
outside the Hotel so that mosquitoes can be controlled.
Tenderers shall have to entirely responsible to maintain separate records, duly
signed by the concerned HODs, apart from their challans every month, clearly
indicating minimum frequency of operation as under:

Area

Minimum frequency

Guest Rooms, Restaurants,

Stores, Party Rooms, Halls,
Shopping Arcade, Offices,
Public Area, Manholes, EDR/
Cafeteria, Kitchens, Pantries.

Each of these at least four times in a

month without fail besides intensive
fumigation/spraying will be carried out
in restaurants and kitchen every week
during night hours.

Garbage and Swimming Pool Area

Twice Daily

Other areas

Daily as per our requirement.

Tenderer have to keep at least 01 Supervisor and 04 trained workers with equal
number of pumps every day for round-the clock (24 hours) pest control operation
in the Hotel i.e. 01 Supervisor in general shift, 02 workers in the morning shift, 01
worker in the Afternoon Shift, 01 worker in the Night Shift, in a separate dress
code.
Tenderer must be fully equipped with foggers/mist blowers, dusters,
sprayers, adequate traps to control rats/cats/bats/snacks/lizards, wasp hives and
bee hives, termite treatment, gumboots, etc. which will be frequently used in our
prestigious Hotel and they should have valid insecticide licence & other licences, for
the job. Tenderer must be registered under ESI and Provident Fund Acts.

10

Chefair Flight Catering, Delhi

1.

2.
3.
4.
5.
6.

Daily Spray Insecticide in all areas of Flight Kitchen premises including back
offices and outside area loading / uploading platform and outside of
Receiving area.
On weekly basis the fumigation in operational area.
Fogging of premises in operational area once in fortnight.
Efective Rodent Control.
Provide one worker on daily basis and it should be in uniform.
Should provide equipment for spray.

OTHER TERMS & CONDITIONS

1.

2.

3.
4.

5.

6.

7.
8.

9.

The contractor shall undertake pest control measures through herbal

treatment using high standard herbal non-toxic chemicals/insecticides of
Government approved brands only, on round-the-clock basis, including
termite control. Contractor should ensure that termite check must be done
through electronic device.
Pest control contractor should obtain every prior information to risks
contingencies and other circumstances in their own interest and shall be
deemed to have full knowledge to carry out their most efective service to the
ultimate satisfaction of the Management during any part of the contractual
period.
Non-toxic herbal paste shall be used which is not harmful to human being
and not risky.
Pest Controller shall entirely responsible to maintain separate records duly
signed by the concerned HOD/Section-in-charge apart from their challans
every month clearly indicating minimum frequency of operation.
The payment shall be made monthly on the production of certified bills from
the concerned HOD/Section-in-charge. Management shall have full right to
deduct Security Department shall do a certification of challans of
the insecticide brought and used under proper entries. The quantity of herbal
non-toxic chemicals required will be brought in company sealed containers at
the beginning of the month and stored for use.
The Contractor shall be fully responsible and liable for implementation of
various laws enforce or to be enforced by Government/local authorities during
currency of contract viz. labour laws and social obligations such as Minimum
Wages Act, ESI Act, PF Act, Income Tax, etc. and the management shall have
right to recover the amount from his bills, if any, even after the breach of
contract or termination of the contract, which shall be binding on the
contractor.
Duty meal coupons to be provided by the Contractor to his staf against
payment as no free meal on duty will be provided by the Management.
The management also reserves the right to place initial work order on trial
basis and shall have full right to terminate the services with immediate efect
during any part of the contractual period without assigning any reason, which
will be binding on the successful contractor.
Penalty Clause, deduction of 0.5% per week on monthly basis will be deducted
if services are found unsatisfactory.

11

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12