Ref No.

47631/CCEESTS/HYD/TF-13/2024-25 30 Apr 2024

NOTICE INVITING E-TENDER/ TENDER ENQUIRY

MANAGEMENT SERVICES TO TRANSIT FACILITY AT PCDA, KANCHANBAGH,
HYDERABAD
TENDER ENQUIRY NO:CCEESTS/ENQ/HYD/TF-13/35/2024-25
DATED 30 APR 2024
Dear Sir(s),
1. On behalf of President of India, e-Tenders are invited for the subject work as per the
scope of work and terms & conditions given in the tender enquiry. E-tenders are to be
submitted online on the Central Public Procurement Portal web site https://eprocure.gov. in
as per the dates mentioned in the tender enquiry. The Scope of Work & Estimated Cost of
Tender is attached at Appendix ‘B’ & ‘F’.

a Name of Work : Management Services to Transit Facility at PCDA,

Kanchanbagh, Hyderabad
b Tender Enquiry : CCEESTS/ENQ/HYD/TF-13/35/2024-25
No. Dated 30 Apr 2024

c (i) NIT amount Rs. 18,82,608/- (Agency to quote the over head & profit
% over this amount). For details refer Appendix - F of
Tender Enquiry.
(ii) Estimated cost Rs. 27,51,836/- (Rupees Twenty Seven Lakhs Fifty One
of work (Without Thousand Eight Hundred Thirty Six Only) for details
Contractor’s
Refer Appendix - F to Tender enquiry.
Profit)
d Type of contract / : Open Tender
work order (Percentage tender).
e Cost of tender : NIL
documents
f Amount of : Amount of Earnest Money: Rs. 55,100.00
earnest money Refer Para 2 for exemption and further details
NOTE: - Tender submitted by agencies without EMD or
exempted from submission of EMD as per Para 2 will be
rejected
The Earnest Money shall not earn any interest. Copy of
EMD to be uploaded online and original to be submitted
before closing date and time as given below.
The Earnest Money will be in favour of: -
CHIEF CONSTRUCTION ENGINEER (R&D) ESTATES
SOUTH, KESAVAGIRI POST, CHANDRAYANAGUTTA,
HYDERABAD-500 005.

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CRITICAL DATES:
g Publishing date and time of tender : 30 Apr 2024 at 1730 hrs
documents
Starting date & time of downloading of : 30 Apr 2024 at 1730 hrs
tender documents
Starting date and time of bid submission : 30 Apr 2024 at 1730 hrs
(Covers No 1, 2)
Closing date and time of bid submission 21 May 2024 at 1400 hrs
(Covers No 1, 2)
Closing date of submission of hard Copies 21 May 2024 at 1500 hrs
of Cover-1 (Technical bid including all
eligibility criteria documents (Appendix - A)
at office of CCE (R&D) Estates South (see
Para 16 (a) below)
h Date and time of : 22 May 2024 at 1400 hrs
opening of In case the bidder has any queries regarding his eligibility or
technical bid otherwise, the same should be got clarified before opening
(Cover-1) of technical bid.

j Date and time of : Will be made available online to the eligible bidders after
opening of price completion of evaluation of Technical Bid.
bid (Cover-2)
k Accepting : CCE (R&D) Estates South, Hyderabad
Authority
l Next Higher : DCW&E HQ, New Delhi
Engineer
Authority
m Duration : 12 (Twelve) Months

n Procedure for (a) The bidder will upload the tender in two covers in
submitting ONLINE mode.
Tender
(i) Cover-1 - Technical bid consisting of Eligibility
criteria documents as per Table-A, EMD (as
applicable), undertaking (as per Annexure-I) Bid
security declaration for agencies registered with
MSME/ NSIC and not submitting EMD (as per
Annexure -II) Performance Certificate (as per
Annexure-III) & Annexure-IV to VII (as applicable) and
Technical Evaluation documents as per Table-B of
Appendix ‘A’
(ii) Cover-2 - Financial bid/ Price bid.
(b) On the due date & time of bid opening of the Cover-1,
Technical Bid i.e., ‘Eligibility Criteria documents only will
be opened and processed.

NOTE:
(a) ONLY documents of COVER-1 TO BE SUBMITTED IN
HARD COPY in office of Accepting Authority before the
prescribed due date and time.

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 Prequalification evaluation & Technical Evaluation will be
only on the Basis of Documents Submitted by the bidder.

(b) No documents pertaining to Cover-2 (Price Bid) shall

be submitted in hard copy. Bids with hard copy of price
bid will be rejected.
2. Earnest Money Deposit (EMD):
(a) Two (2) % of the estimated value of Tender specified shall be submitted as EMD
in the form of DD/Bank Guarantee / Bankers Cheque / FDR from the Schedule /
Nationalized bank in favour of “Accepting authority as defined and payable at
his office location i.e. CCE(R&D) Estates South Hyderabad. Copy to be up-
loaded online in Cover No.1 and original to be forwarded offline to this office be-
fore the due date i.e., before the opening of Eligibility Criteria & Technical Evalua-
tion Bid (Cover No. 1) otherwise the tender will be treated as non - bonafide and
will not be opened. A part of earnest money is acceptable in the form of bank
guarantee also. In such cases 50% of earnest money or Rs. 20.00 lakhs whichev-
er is less, will have to be deposited in the shape of DD / BC / FDR and balance
can be accepted in form of bank guarantee issued by a scheduled bank.

(b) Forfeiture of Earnest Money: - If any Bidder withdraws his Tender before the ex-
piry of the validity period of tender, or before the issue of letter of acceptance,
whichever is earlier, or makes any modification in the terms and conditions of the
Tender which are not acceptable to the department, then the Government shall,
without prejudice to any other right or remedy, be at liberty to forfeit 50% of the
Earnest Money absolutely. If contractor fails to furnish the prescribed Security De-
posit within the prescribed period, the earnest money is absolutely forfeited to the
President automatically without any notice. In case of forfeiture of Earnest Money
as prescribed above, the Bidder shall not be allowed to participate in the e-
tendering process of the work. Tender not accompanied with required Earnest
Money shall be liable to rejection.

(c) Exemption of submission of EMD for MSME / NSIC Registered Firms: -

 The firm registered in respective/relevant field under MSME/ NSIC are exempted
from depositing EMD, but the firm should submit Bid Security Declaration as
per Annexure-II of Tender Enquiry.
 Firms registered under Micro & Small Enterprises are exempted from depositing
Earnest Money deposit and tender cost as per GO Gazette No. 503 dated 26
Mar 2012 subject to the condition that the firm should qualify the PQ criteria. The
firm should submit a valid registration certificate of MSME/ NSIC. The firm also is
required to submit hard copies of the requisite documents in time as specified in
the NIT. Bidder to note and ensure that MSME/NSIC exemption, the nature of
services and goods/items manufactured mentioned in MSME or NSIC certificate
matches with the nature of the services and goods/items to be supplied as per
tender.

 EMD Exemption: Agencies registered with MSME are exempted from

submission of EMD. Bid Security Declaration as per Annexure - II to be
submitted along with MSME in lieu of EMD. For MSME exemption for this
tender, the firm should be registered under division - 55, sub group - 55102
and a copy of registration certificate shall be attached. If the MSME

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 registration certificate pertains to some other category of work and /or does
not have validity, the bid will be summarily rejected. No representation in
this regard will be entertained.

(d) The Bidder, who does not meet the eligibility criteria, and / or does not qualify in the
technical bid, there EMD will be returned after completion of the tender process.

3. Value of Tender:
The value of tender mentioned, is the estimated cost which includes the minimum fair
wages, statutory payments, employee insurance, GST, other taxes (if any), TPMs, Personal
Protection Equipment, Uniforms, AMCs (Management Services), Stores and Contractor
Profits & Overheads (CP&OH). The EMD shall be calculated on this value only. In
percentage based BOQ, the cost of BOQ shall exclude the cost of VDA, CP&OH and
Stores. It shall be quoted by bidder or paid separately as per the terms and conditions.
4. Value of Contract:
The value of contract shall include the quoted price of tender plus Reimbursement amount
towards EPF, ESI, Bonus, stores (if any) etc., and any other amount excluded from the
BOQ but have been included in the tender enquiry as a part of the estimated cost of tender.
This has been done to avoid issuance of various amendments during the currency of
contracts due to changes in Minimum Fair Wages (MFW) rates. However, the payments
during the currency of contracts shall be made only on actuals as per prevailing MFW and
the total payment shall be limited to the value of work order / CA, and amendments, if any.
Monthly bills shall be prepared on the basis of prevailing MFWs, and other items included in
the BOQ. No amendment for the work order shall be issued for change in the rate of MFW,
taxes and other statutory payments, if the updated amount remains within the value of the
work order. An amendment to the contract shall be issued by the competent authority only
in the case when the total amount of bills exceeds Contract/Job the existing work order
value. In case of any changes in MFW and other statutory payments, a general information
shall be circulated by competent authority for remaining period of the work.

5. GENERAL GUIDELINES:
All bids (Technical and Financial) should be uploaded in the Central Public
Procurement Portal (e-procurement) (https://eprocure.gov.in) only. No manual price
bids will be accepted. Corrigendum and addendum (if any) will be uploaded on
Central Public Procurement Portal (e-procurement) (https://eprocure.gov.in). Bidders
are advised to visit web page and update themselves. All revisions, clarifications,
Corrigendum/addendum are the part of tender documents and bidders are supposed to
upload the same, duly digitally signed by the legal owner of the Firm or the person
authorised by him to do so as per the guidelines given in the tender enquiry.

6. Bid Submission :
(a) Any agency willing to take part in the process of e-Tendering will have to be en-
rolled & registered with the Government e-Procurement portal
https://eprocure.gov.in.

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 (b) Bidders to be obtained Digital Signature Certificate, from the approved service
provider of the National Information’s Centre (NIC) on payment of requisite de-
tails and available at the Web Site.
c) Bids shall be submitted online only at CPP Portal web site:
https://eprocure.gov.in by the time specified in the tender enquiry. Prospective
Contractors are advised to start uploading process well in time and not leave it to
the last minute as same may take time because of the data involved. If the date
of opening of tenders happens to be a public holiday, then the tenders will be
opened on next working day at the same time and place. Manual bids shall not
be accepted. Bidder / Contractors are advised to follow the instructions provided
in the “Instructions to Bidder’ for the e-submission of the bids online through
the Central Public Procurement Portal for e-Procurement at
https://eprocure.gov.in before proceeding with the tender.
(d) Bidders should quote as per the Price Bid format in excel sheet and in the
allotted space only. In no case, price Bids shall be submitted in Hard Copy.
7. Expenses for Tender Preparation:
For the preparation and submission of tender, bidder shall Not be entitled to any
cost expenses or other claims whether the tender is accepted, or rejected or invi-
tation to tender withdrawn or cancelled.
8. Incomplete Tenders:
The scope of work, terms and conditions and other details have been specified
in the tender documents. Bidder shall prepare and submit his tender keeping in
mind the completeness of works indicated in the tender documents. Any tender
Not quoting for the complete work as per tender documents or is otherwise in-
complete or is Not in compliance with the tender documents shall be liable to re-
jection.
9. Tenderer Not to Resile:
(a) Bidder shall not resile from this technical, commercial and price offer. Should the
bidder resile from his tender in any manner whatsoever the tender submitted
by him shall be liable to rejection. Bidder shall be allowed to revise his offer only
if specifically, so requested by the owner.

(b) If any discrepancy is noticed between the Eligibility documents as uploaded at

the time of submission of Bid and hard copies as submitted physically in the of-
fice of Tender Inviting Authority by due date and time, the evaluation will be done
on the basis of uploaded documents only. However, if any requisite document
is not found in hard copy, the same may be referred from the uploaded docu-
ment in the Portal.

(c) Clarifications, if any required to be sought on the submitted documents may be

obtained through email or through portal regarding eligibility of agencies.

(d) Bidder / Bidders should submit / upload in the Portal, the entire Tender Enquiry
document, digitally signed along with all corrigendum / addendums, if any pub-
lished later on, as it is downloaded from the Portal, as a token of acceptance, in
the appropriate given cover only.

(e) Tender document in which the Tender is submitted by a Bidder shall become the
property of the Employer and the Employer shall have no obligation to return
the same to the Bidder.

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10. Site Inspection/ Clarifications:
Bidders are advised to visit the site and understand the site conditions and security
restrictions and requirements for the manpower to be engaged for the work and
acquaint themselves with the working conditions including constraints, if any, and collect all
necessary information for estimating the exact quantum/ nature of work involved for
carrying out the work satisfactorily before quoting their rates. The bidders shall submit their
intention in writing along with Nos of persons, their details and proposed dates of visit
(minimum two such dates to be given). It is intimated that organising such site visit by the
bidders may take a few days for the department. The bidders may contact the tender
issuing authority, whose contact details; e-mail, address and contact numbers are given
below for any clarifications:
For Site Visit Clarification regarding tender
Name: Dr. Shaik Ghouse Mohiddin, Addl CCE Name: C. Mohana Kumar, T.O. ‘D’
Estate Manager, EMU (R&D), Hyderabad Phone -: 040-24401031
Phone Office: 040 24340655/ 24584895/ 96 Office 040-24449901/02
Mobile - +91 9490752477 Email id:ccerndestts.hq-ts@nic.in
Email id - emurnd.hyd-drdo@gov.in

11. Modification and Withdrawal of Bids. A bidder may modify or withdraw his bid
online till deadline prescribed for submission of bids. Withdrawal of a bid after last date of
submission and physical receipt of the EMD will call of forfeiture of the EMD as per
respective clauses.
12. No request for transfer of any previous deposit of earnest money or security
deposit or payment of any pending bill held by the Office of Chief Construction
Engineer (R&D) Estates South, Hyderabad in respect of any previous work will be
entertained.
13. Bidder shall not be permitted to withdraw his offer or modify the terms and conditions
thereof. In case the bidder fails to observe and comply with the stipulations made herein or
backs out after quoting the rates, the aforesaid bank guarantee / demand draft will be
forfeited and bidder may be declared as defaulter and liable for black listing / ban.
14. Rejection of Bids: Canvassing by the Bidder in any form, unsolicited letter and
post-Tender correction may invoke summary rejection with forfeiture of EMD.
Conditional Tenders will be rejected.
15. Bidders may note that they are liable to be disqualified at any time during tendering
process in case any of the information furnished by them is not found to be true. EMD of
such bidder shall be forfeited. The decision of Chief Construction Engineer (R&D) Estates
South, Hyderabad in this regard shall be final and binding.

16. All entries in the tender forms / annexures should be legible and filled clearly. If the
space for furnishing information is insufficient, a separate sheet duly signed by the author-
ized signatory may be attached. Minor correction, if any, made in the form will be allowed
only if the same is endorsed by the bidder with his signature.

17. No modification or substitution of the submitted bids shall be allowed. The Office of
Accepting Authority reserves the right to retain bids once submitted. It is clarified that bids
once submitted will not be returned to the bidder.

18. A bid (Price bid) submitted without the cost and incomplete or conditional bids shall
also be not considered and will be out rightly rejected in the very first instance.

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19. If any bidder is found to have business or family relationship with any employ-
ee DCW&E (CCE’s / EMU’s included), his bid will be rejected. A declaration to this ef-
fect shall be provided by the bidder along with Prequalification Bid.

20. The Bids shall be opened on the Central Procurement Portal (e-procurement) on the
scheduled date and time as specified. No separate intimation shall be sent to bidders for
the same.
21. Validity of Offer:
The validity of the offer shall be 120 days from the last date of submission of bid. If any
bidder withdraws his tender within the validity period or makes any modifications in terms
and conditions of the tender and / or rates after submission of tender does not start the
work within stipulated period from the date of issue of letter of acceptance, then Chief
Construction Engineer (R&D) Estates South, Hyderabad shall without prejudice to any other
right or remedy, be at liberty to forfeit the earnest money deposited (EMD) by the bidder. In
case of forfeiture of EMD, the bidder shall be debarred from bidding in case of re-invitation
of the tenders.
22. Period of Completion:
The entire work under this contract / Job Work Order is to be completed within Twelve (12)
Months from the date of commencement as given in Contract Agreement / Job Work Order
, which is further extendable for a desired period with mutual agreement between bidder
and Accepting Authority as per existing terms and conditions.

23. Bid Submission at Office of the Accepting Authority:

Submission of Hard Copy Documents: -
(a) In order to consider e-bids for the subject work, the following documents are to be
submitted in hard copy by bidders in the office of Accepting Authority by due date
and time positively, failing which the firm shall be rendered ineligible for the opening
of financial bid.
(i) Earnest Money Deposit to be submitted to this office in case of non-availability
of MSME / NSIC certificate of subject category.
(ii) Proof of Enlisted Category in DCW&E, New Delhi / CCE (R&D) Estates South,
Hyderabad.
(iii) All requisite applicable documents pertaining to Eligibility Criteria and Technical
Evaluation as required for eligibility as stated in Respective clauses of this
tender enquiry.

(b) The hard copy of eligibility criteria & Technical bid shall be submitted in one
sealed envelope.

(c) The envelope shall be superscribed Technical bid for (Name of Work & Enquiry
No.) “Technical Bid” shall contain documents pertaining to eligibility criteria and tech-
nical evaluation. Please note that many documents required as per Table-A and Ta-
ble-B could be common but are required to be submitted in the above cited envelope
for ease of verification & evaluation.

(d) The envelope and the covering letter accompanying the tender document (includ-
ing all the documents), duly signed on each page with seal by the authorized repre-
sentative of the bidder, should be enclosed in a bigger envelope, which shall be
scribed the name of subject work as mentioned and should reach the following ad-
dress on or before the expiry of the prescribed time limit. Tenders will not be
accepted after the prescribed time and date as set out in the Tender Notice or subse-

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 quent extensions, if any, notified by the office. The office of Accepting Authority
takes no responsibility for delay, loss or non-receipt of the bid sent by
post/courier. Bid / documents sent through Fax or Email shall not be accepted.

CCE (R&D) Estates South,

Chandrayangutta,
Keshvagiri Post,
Hyderabad – 500 005.
24. Amount to be quoted & acceptance of tender:
(a) The bidder shall quote only contractor’s profit and over heads (in percentage) over
the the Minimum Wages (BOQ Item No.1) of tender or in item rates form as
mentioned in percentage BOQ (Appx G) uploaded in excel format. Any other
obligatory charges which are not considered in estimated cost of tender to be
considered by bidder in the percentage quoted.
(b) The bidder shall quote more than or equal to 3.85% (minimum) Percent
charges over Minimum wages (BOQ Item No.1) of tender for service charges /
contractor profits and overheads and any other charges for satisfactory
execution of work as per the scope of work and term and conditions. If a
bidder / firm quotes “Less than 3.85%” charges / consideration, the bid shall
be treated as unresponsive and will not be considered for acceptance.
(Approved Minimum Services Charges for the procurement of manpower
outsourcing services as per Govt. of India, Ministry of Finance, and Office
Memorandum No. F.6/1/2023-PPD dated 06 Jan 2023). No representation in
this regard will be entertained.
(c) In the Bill of Quantities (BOQ), while quoting, the bidders shall select the ‘Excess
(+)’ balloon and after entering their quoted percentage value ensure that the value
in the “Total Amount” column is increased from the estimated value of the tender.
Entry up to ONLY two decimal points in the quoted percentage is desirable &
restricted as the lower percentage value is automatically rounded off to two decimal
points in display by the system while preparation of CST. In case of any
discrepancy between the displayed values of “Quoted Percentage” and “Quoted
Rate” in the CST prepared by the system, the value of quoted percentage, as
displayed in the excel sheet uploaded by the bidders will be treated as final and
binding.

25. Financial Commitment

This Tender Enquiry is being issued with no financial commitment and the Accepting
Authority reserves the right to change or vary any part thereof at any stage including
withdrawal of the Tender Enquiry, if it becomes necessary at any stage.

26. Criteria for Evaluation of Tender:

Evaluation of the Tender documents will be done in following manner;

(a) Meeting the minimum eligibility criteria.

(b) Securing minimum qualifying marks as required in the technical bid

evaluation.

(c) Evaluation of the financial proposals on “L1” basis in totality. In the case of
calculation errors submitted by excel sheet the rates quoted by the bidders shall be
taken into consideration, for the calculation of total value of bid.

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A. Eligibility Criteria Bid:

(a) In the first phase, the proposal shall be evaluated on the basis of minimum eligibil-
ity criteria as specified in the Technical bid documents submitted (As per Table A
of Appx – A enclosed).

(b) The bidders are required to MANDATORILY fill the details in the Column-VII in Table-
A of Appx-‘A’. The documentary evidences (hard copies) in respect of the details
provided by the bidders in Column-VII have to be linked with reference page nos.
and to be mentioned in Column-VIII in Table-A of Appx-‘A’.

(c) Bidders fulfilling all eligibility criteria specified in the bid shall be shortlisted for the
technical bid evaluation.

B. Technical Bid Evaluation:

(a) In the second phase, the firms, which satisfy the minimum eligibility qualification
criteria shall be given marks based on Table-B of Appx A of this tender enquiry.
The bidders are required to self-assess the marks by themselves and
MANDATORILY fill the Column-V in Table-B of Appx-‘A’. The documentary
evidences (hard copies) in respect of the marks assessed by the bidders in
Column-V have to be linked with reference page nos. and to be mentioned in
Column-VI in Table-B of Appx-‘A’.

(b) Technical Score (TS): The bidders meeting the criteria as defined in the Table-B
shall be awarded marks based on the supporting documents enclosed by the
bidders. The capacity, capability and eligibility of the Bidder shall be determined
based on the information provided by the Bidder i.e., work experience in the
subject field, financial soundness, technical capability, manpower strength, etc.
CCE (R&D) Estates South, Hyderabad may constitute a panel of experts for the
evaluation of the technical bid. The Bidder may be required to give a
presentation on the date and time to be fixed by the Department, if
required/asked before the opening of the price bid.

(c) Qualifying Marks: The bidder has to score minimum 70 or more marks,
scrutinised & assessed by the department to qualify in the similar works.

(d) In Technical evaluation, score will be allotted to the agencies based upon their
credentials as per the evaluation matrix and the agency(s) securing 70 or more
marks out of 100 marks shall be considered as Technically qualified.

(e) The Financial bid / Price bid of all firms found valid based on technical
parameters/technical evaluation stage will be opened on the date & time to be
intimated by the Accepting Authority.

Note: The minimum qualifying marks in the technical evaluation shall be 70 or more.
The bids not securing a minimum of 70 or more marks in technical bid evaluation
shall not be considered for financial evaluation. In case, if minimum three bidders do
not get 70 or more marks in technical evaluation, then the minimum marks may be
reduced by the Evaluation committee for wider participation & better competition
among the bidders.

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C. Financial Evaluation:

(a) In the third phase, the financial bid of only those firms shall be opened, who
qualify in the technical evaluation i.e., score of 70 or more marks in the
technical bid as per above.

(b) Selection of successful bidder shall be based only on the comparison of financial
proposal submitted by those bidders qualified in technical evaluation. Financial
evaluation shall be based purely on the total price quoted, which includes
all components, as specified in the Bill of Quantities and the bidder quot-
ing, overall, the lowest price shall be awarded the work.

(c) The total amount indicated in the Financial Bid shall be unconditional, unequivo-
cal, final and binding on the bidder. If any assumption or condition is indicated in
the Financial Proposal, it shall be considered as non-responsive and the bids
shall be rejected.

(d) The agency who quoted the lowest overall rates including Contractor’s
Profit & Overheads and fulfilling other conditions shall be considered for
award of work. In case, the lowest rates quoted by two or more bidders
are same, the following methodology will be adopted for award of the
work:

(i) The bidder scoring more marks (technical score) in technical bid
will be considered for award of work subject to award of maximum 05
(five) similar works by the office of Accepting Authority on account of the
more marks in a financial year.

(ii) In case of tie among 02 or more bidders having the same marks in
technical bid evaluation then, the bidder having higher average annual
financial turnover in last 03 (three) financial years will be considered for
award of work subject to award of maximum 05 (five) similar works by the
office of Accepting Authority on account of the higher average annual
turnover in a financial year.

(iii) Total number of similar works awarded to an agency under para (i)
& (ii) above on account of higher marks /average annual financial turnover
will be limited to 05 (five) similar works under the office of accepting
authority in a financial year.

(iv) The subsequent bids falling under para (i) & (ii) above will be
awarded to the bidder having next higher marks in the tender and / or
average annual financial turnover in the last 03 (three) years in the
sequential order and so on.
27. The work will be executed in accordance with the provisions of this Tender Enquiry
and relevant clauses of “General Conditions of Contract (GCC) as applicable to R&D
Construction Establishment (GCC 2023)”, Terms & Conditions (Appendix ‘C’) &
“Special Conditions of Contact” (Appendix-‘D’) respectively. In case of any ambiguity,
the terms and conditions (Appendix-‘C’) will take precedence over other conditions. CCE
(R&D) Estates South Hyderabad reserves the right to amend / cancel or modify any terms /
conditions of contract, partially / fully during the currency of the contract due to any reason.

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28. Clarifications/ Interpretations:
The bidder shall carefully study the complete quotation/ tender documents and other
connected documents including general and special conditions etc. and completely
acquaint themselves with all documents and their contents therein. Clarifications required, if
any shall be obtained from the Department before submitting the bid, so as to avoid
misinterpretation of facts by the contractor. Ambiguity, if any, shall be got clarified from the
Chief Construction Engineer, Accepting Authority, well in advance. In case of any query /
clarification, the same may please be got clarified well before quoting for the tender. No
presumption/ assumption / misinterpretation shall be accepted if contrary to the tender
condition. No representation/ explanation will be entertained in this regard at later
stage. Bidders are advised to seek clarifications if required, well before submission
of the bid.
Please note that conditional quotations will be rejected, and no representation will be
entertained. The decision of the Chief Construction Engineer (R&D) Estates South,
Accepting Authority will be final and binding in this regard.

29. Accepting Authority, shall have the right to amend, delete / add to the various
provisions in the Tender documents or withdraw / cancel the invitation to tender without
assigning any reason. The amendments / errata issued by the Accepting Authority, shall
be read carefully in conjunction with the Tender documents and shall be submitted along
with Tender documents as a part thereof. The contract price / rate / amount shall be
deemed to have been worked out considering amendment / errata also.

30. Acceptance of Tender by Accepting Authority:

Accepting Authority shall Not be bound to accept the lowest or any tender or to assign rea-
sons for Non acceptance of any Tender. Accepting Authority also reserves the right to ac-
cept a tender either in whole or in part. Breakup of prices/ items rates shall be binding on
the bidder even in the case of acceptance of a tender in part.
Yours faithfully,

(C. Mohana Kumar)

Technical Officer ‘D’
for CCE (R&D) Estates South

Enclosure:
(i) Appendix ‘A’ - Eligibility criteria (Table A-Eligibility documents) &
Technical bid Evaluation details (Table-B)
(ii) Appendix ‘B’ - Scope of Work
(iii) Appendix ‘C’ - Terms & Conditions
(iv) Appendix ‘D’ - Special Conditions of Contract for Management
Services
(v) Appendix ‘E’ - Employee Profile Form
(vi) Appendix ‘F’ - Estimated Cost of Tender
(vii) Appendix ‘G’ - Percentage Bill of Quantity (BOQ)

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 APPENDIX-A
ELIGIBILITY CRITERIA FOR BIDDERS

1 Eligibility Criteria:

(a) All agencies enlisted with CCE (R&D) Estates, Hyderabad under TF-2 and
above category are eligible for participation in the tender. Copy of enlistment
letter along with mandatory documents as required vide Table-A are to be
uploaded in Cover-I.

(b) Agencies enlisted with DCW&E / CCE (R&D) Estates, Hyderabad or enlisted in
lower category as per Para above and participating in the tender shall meet the
following eligibility criteria and submit self-attested documents along with other
mandatory documents as required vide TABLE A & TABLE B are to be uploaded
in Cover-I: -

(c) Agencies not enlisted as per Para 1(a) and (b) above and participating in the
tender shall meet the following Pre Qualification (PQ) criteria and submit self
attested documents as per Para Table A & B of Appendix A below for provisional
enlistment for this tender. :-

2 Eligibility Criteria for agencies enlisted in lower category and Un-enlisted

bidders:

(A) Financial Soundness:

(a) Average annual financial turnover during the last 3 years out of last 5 years
ending 31 Mar of the previous financial years (i.e., up to 31 Mar 2023) should be at
least 30% of the estimated cost, i.e., Rs. 8.25 Lakhs. Copies of the balance sheets
duly certified by the Statutory Auditors shall be attached. The value of the Annual
Turnover figures shall be brought to the current value by enhancing the actual
turnover figures at simple rate of 7% per annum, which will be applicable for both
Eligibility Criteria and Technical Bid Evaluation.

(b) The applicants / firm should not have incurred any loss (i.e., profit after tax
should be positive) in more than two years during the last 05 (Five) consecutive
years ending up to previous financial year i.e., 31 March 2023. Profit & loss
accounts duly verified by the Chartered Accountant shall be attached.

(B) Qualifying Work:

(a) Experience of having successfully and substantially completed similar works
during last Seven (7) years {Annexure III (A)} ending last day of month previous
to the one in which applications are invited should be either of the following: -

i. Three similar completed works costing not less than the amount equal
to 40% of estimated cost, i.e., Rs. 11.01 Lakhs or above.
OR

ii. Two similar completed works costing not less than the amount equal to
50% of estimated cost, i.e., Rs. 13.76 Lakhs or above.

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 OR

iii. One similar completed works costing not less than the amount equal to
80% of estimated cost, i.e., Rs. 22.01 Lakhs or above.

AND

iv. Out of the above experience as per para (a) (i) to (iii) above at least 01
similar work of value not less than the amount equal to 40% of the estimated
cost put to tender (i.e., Rs. 11.01 lakhs) should have been successfully
completed with some Central Government Department / State Government
Department/ Central Autonomous Body / State Autonomous Body / Central
Public Sector undertaking / State Public Sector undertaking / City
Development Authority / Municipal Corporation of City formed under any act
by Central / State Government and published in Central / State Gazzette.
Note:-
(i) Should not have incurred any loss (profit after tax should be positive) in
more than two years during the last five consecutive years ending 31 Mar of
previous financial year i.e 31 Mar 2023 duly certified by a Chartered
Accountant.

(ii) “In case, any of the Pre qualification criteria given in the above para
2(A) & (B) are not fulfilled due to the effect of COVID Pandemic during the
FY 2020-21 and FY 2021-22, the period of two additional preceeding years
may be taken into account.

(b) Definition of similar work is Management Services to Transit Facilities / Guest

House etc for a period of 12 months by providing skilled / unskilled manpower
having good experience in hospitality/ management of Transit facilities /Guest
houses. Hence, for the purpose of eligibility criteria, the work done for a continuous
period of 12 months will only be considered (Amount shall be proportionately worked
out if the contract period is more than 12 months). However, extension period if any
beyond the original PDC of 12 months will not be considered.
(c) Agency not fulfilling the criteria shall not be considered eligible even though
they may have done other works elsewhere. Also, ongoing work in any
establishment will not be considered for eligibility.

(d) Copies of the work order / contract of works meeting eligibility criteria as above
(Refer Annexure – III (A) and Copies of completion and performance certificate
(Refer Annexure – III (B) as per paras above shall be submitted or else the
tender will be rejected. The completion certificate / performance certificate shall
invariably contain the duration of the work including extended period, if any, and
value of work done (year wise / part thereof).

(e) Value of executed work shall be brought to current costing level by enhancing
the actual value of the work at simple rate of 7% per annum, calculated from the
date of completion to previous day of last date of submission of bid, which will be
applicable for both Eligibility Criteria and Technical Bid Evaluation.

(f) The works completed with poor performance, with levy of compensation
for delay in completion shall not be qualified in the Eligibility Criteria.

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 (C) Other Conditions:
(a) The bidder shall submit a Certificate for Acceptance of terms and conditions of
tender. It shall be uploaded online (As per Annexure- I).

(b) Condition of Banned Business – State / Central Government Department or

State / Central Autonomous Body / Central Public Sector Undertaking or any
other Government entity or local body should not have suspended / debarred /
blacklisted (either permanently or temporarily) the bidder from participating in
any bid or doing any business, as on last date of submission of the bid. No
contract of the bidder executed either individually or in a JV / Consortium should
have been rescinded / terminated by any Central / State Government
Department or Central / State Autonomous Body or Central State Public Sector
undertaking or any other Government entity or local body after award during
previous three years (from the last date of submission of the bid) due to non-
performance of bidder. Bidder shall submit an undertaking to this effect. (as per
Annexure- ‘V’).

(c) Joint Ventures / consortiums are not permitted for the bid.

(d) Any firm having any foreign national / citizen / Partner as Director are not eligible
for bidding. The bidder has to submit the Partners / Directors names and their
address and also shall submit declaration / undertaking to the effect that no
foreign national is the Director / Partner of the firm on company letter head. (Nil
report to be submitted if not applicable).

(e) No engineers or any other official employed in engineering or administrative

duties in any engineering department of the Government of India / State
Government / Central and state PSUs is allowed to participate as a bidder or as
an employee of the bidders for a period of one year after retirement from service
unless he has obtained prior permission of his employer Government to do so.

3. List of mandatory enclosures to qualify in the eligibility criteria (Cover-I)

(a) All the bidders (Enlisted / Un-enlisted / enlisted under lower category),
participating in the bid are required to submit hard copies of the following
mandatory documents as per Table-A & Table-B on or before the opening of
the Technical bid (Cover-I).

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 TABLE-A to Appx-‘A’
LIST OF ELIGIBILITY DOCUMENTS TO BE SUBMITTED

(Column Nos. VII and VIII in the Table below are MANDATORY to be filled by the bidders)

Sl. Description of Documents Enlisted Bidders as per Un-enlisted Enclosures to be Documents Documentary
No. Bidders as attached as attached by the Evidence attached &
Para 1(a) of Para 1(b) of per para (c) hardcopy Bidders Reference Page
Appx ‘A’ Appx ‘A’ of Appx ‘A’ Nos.
I II III IV V VI VII VIII
1. Copies of Enlistment letters with DCW&E / CCE (R&D) Estates, √ √ NA Copies of Enlistment
Hyderabad in required category & class Letters
2. Undertaking for Accepting terms & conditions of the Tender √ √ √ Annexure-I
Enquiry
3. Valid documents for exemption of EMD i.e., copy of MSME / NSIC √ √ √ Annexure-II (Copy of
Certificate under specified Division/ group (If exemption relevant MSME /
claimed) with Bid security declaration duly signed NSIC Certificate)
4. Original demand draft towards earnest money (for bidders not √ √ √ Demand Draft
claiming exemption of EMD under MSME / NSIC micro & small
category)
5. Copy of JWO/CA of similar works completed and required to meet √ √ √ Annexure-III (A)
eligibility criteria
6. Performance certificate of similar works as per Annexure–III (A) √ √ √ Annexure-III (B)
7. Average Annual Financial turnover of the firm for five years duly √ √ √ Annexure-IV (By
audited and certified by the statutory auditors Statutory Auditor)
8. Undertaking for banned business stating that the firm has not √ √ √ Annexure-V
been debarred / blacklisted by any other Central Government
Department / State Government / Central Autonomous Body /
State Autonomous Body / Central Public Sector undertaking / City
Development Authority / Municipal corporation of City formed
under any Act by Central / State Government and published in
Central / State Gazette
9. Certificate for Provisional Enlistment X √ √ Annexure-VI
10. Details of work executed during last 7 (Seven) years √ √ √ Annexure-VII
11. Proof of the Constitution of the Firm: X X √ Relevant documents
(b) In case of sole proprietorship, an affidavit executed before the and an Undertaking
Magistrate not below the rank of Executive Magistrate/First class that no foreign
Magistrate that applicant is the sole proprietor of the firm. national is Director /
(c) In case of Partnership firm, Certification of Registration, Partner of the firm
Partnership Deed.
(d) In case of Limited firm Liability Partnership, Certificate of
Incorporation, Partnership Deed.
(e) In case of Private/Public Limited Company, Certificate of
Incorporation & Articles of Association.
(f) Power of attorney, if any or Board Resolution, if any
12. Proof of EPF registration X X √ EPF registration
certificate
13. Proof of ESI registration X X √ ESI registration
certificate
14. Proof of Income Tax registration X X √ Copy of PAN Cards
15. Proof of GST registration X X √ GST registration
certificate
16. Proof of Identity of sole proprietorship / all partners / directors, as X X √ Copy of Aadhar
applicable Cards
17. Declaration that the bidder does not have business or family X X √ On Company letter
relationship with any employee of DCW&E / CCE’s / EMUs head
18. Any other supporting documents √ √ √ As per bid
documents
Notes: -

a. Scanned Copy of Eligibility Documents, “EMD’’ / “MSME (in relevant field) / NSIC Certificate”, EPF Registration, ESI
Registration, PAN Card Copy, GST Registration and Enquiry Documents etc. as per Table A are to be uploaded by the
bidder in Cover No. 1.

b. All Bidders (Enlisted / un-enlisted / enlisted in lower category) will have to submit copies of documents (copy of
CA / JWO / Completion Certificate / Performance Certificate / self-attested documents etc., as applicable) in
support of above Eligibility criteria documents as per Table-A.

c. The bidders are required to MANDATORILY fill the details in the Column-VII in Table-A above of Appx-‘A’. The
documentary evidences (hard copies) in respect of the details provided by the bidders in Column-VII have to be
linked with reference page nos. and to be mentioned in Column-VIII in Table-A above of Appx-‘A’.

d. Further, please note that the provisional enlistment of the successful L1 bidder, if done by CCE (R&D) Estates, South
Hyderabad shall be valid ONLY for the tender for which the Contractor’s bid is to be accepted and the successful bidder
cannot claim regular enlistment on the basis of the provisional enlistment granted in such case. The successful un-
enlisted bidder, if provisionally enlisted by CCE (R&D) Estates, South Hyderabad cannot claim exemption of submission
of documents for any other or further tenders being issued by any CCE / EMU and has to submit the above said
documents for each and every tender published by any CCE / EMU.

e. Hard copy of price bid shall not be submitted in any case. If so, tender will be rejected.

Note: The bidders who qualify above mandatory eligibility criteria shall be only eligible for further Evaluation of
Technical Bid.
 TABLE-B to Appx-‘A’
TECHNICAL BID EVALUATION

(Column Nos. V and VI in the Table below are MANDATORY to be filled by the bidders)

Sl. Description Max Supporting Marks allotted by the Bidders or Tick Documentary
No. . documents to be  at Appropriate given marks Evidence &
Mar submitted for Reference
ks evaluation of marks Page Nos.

I II III IV V VI

1. FINANCIAL SOUNDNESS 10 Certificate from CA Rs.8.25 to Rs.16.49 Lakhs: 05 Marks

Average Annual financial turnover during the last three years for annual turnover ________
(30% of Estimated cost) or copies of audited Rs.16.50 to Rs.24.74 Lakhs: 7.5 Marks
IT Return for last 5 ________
(a) i.e., Rs. 8.25 Lakhs - 05 Marks
Financial years duly Above 24.75 Lakhs: 10 Marks
(b) For every Additional Rs. 8.25 Lakhs - 2.5 Marks certified by CA ________
(Max. Upto 10 Marks) (As per Annexure -
IV)

2. WORK EXPERIENCE 15 Copies of CA / Work Marks Obtained

Work experience during the last 07 (Seven) years. (successfully Order signed by = _______
completed Management Services work for Transit Facility / Guest competent authority
House etc) (copies of CA/WO
(a) One Work (costing 80% of estimated cost) for the works
required to meet PQ
i.e., Rs. 22.01 Lakhs or above
Criteria only to be
OR enclosed)
(b) Two Works (each costing 50% of estimated cost) (As per Annexure –
i.e., Rs.13.76 Lakhs or above III(A) & VII)
OR
(c) Three works (each costing 40% of estimated cost)
i.e., Rs.11.01 Lakhs or above
3. EXPERIENCE OF WORK IN MOD/DEFENCE PSU etc. 30 Copies of CA / Work 1st Work: _____ Lakh-10 Mark
Experience in execution of Management Services for Transit Facility Order signed by the 2nd Work: _____ Lakh-05 Mark
/ Guest House etc of value Rs. 11.01 Lakhs (40% of estimated cost) competent authority. 3rd Work: _____ Lakh-05 Mark
in Ministry of Defence including DRDO / DAE / BARC etc., or (As per Annexure -
4th Work: _____ Lakh-05 Mark
Ministry of Defence under taking / PSU like BDL, HAL etc. VII)
5th Work: _____ Lakh-05 Mark
Work with Completion cost
Total Marks Obtained
= _______
(a) Rs. 11.01 lakhs or above - 10 Marks
(b) For every additional work, costing - 05 Marks
Rs. 11.01 lakhs or above
(Separate Additional Four Works)
(Max. Up to 30 Marks)

4. EXPERIENCE IN OTHER GOVERNMENT ORGANISATION / PSU 20 Annexure-VII duly 1st Work: _____ Lakh-10 Mark
Experience in Management of Transit Facility / Guest Houses of filled with 2nd Work: _____ Lakh-02 Mark
other Govt. Organisation / PSU supporting details 3rd Work: _____ Lakh-02 Mark
(a) Work with Completion cost 4th Work: _____ Lakh-02 Mark
Rs. 11.01 lakhs or above - 10 Marks 5th Work: _____ Lakh-02 Mark
(b) For every additional work, costing - 02 Marks 6th Work: _____ Lakh-02 Mark
Rs. 11.01 lakhs or above Total Marks Obtained
(Separate Additional Five Works) = _______
(Max. Up to 20 Marks)
5. EXPERIENCE IN MANAGEMENT SERVICES 10 Annexure-VII duly Work executed in:
(a) Agency with experience in providing - 5 Marks filled with FY 16-17: ______ - 05 Mark
Transit Facility Management Services supporting details FY 15-16: ______ - 06 Mark
for more than 07 (Seven) years, FY 14-15: ______ - 07 Mark
Starting Financial Year (FY) 2016-17 FY 13-14: ______ - 08 Mark
FY 12-13: ______ - 09 Mark
(b) For every Additional year of experience - 1 Mark FY 11-12: ______ - 10 Mark
(Max. Up to 10 Marks) (Oldest to be given)
 6. MANPOWER STRENGTH 15 ESI / EPF challan 14 Persons: 10 Marks ____
Strength of Manpower under payroll of agency: showing total 21 Persons: 12.5 Marks ___
(a) Double the strength required as - 10 marks Number of 28 Persons: 15 Marks ____
manpower engaged
per the tender, i.e. 14 Nos.
(3 months preceding
(b) For every additional strength of 7 persons - 2.5 marks to NIT date) and GST
(Max. 15 Marks) statement

TOTAL 100

Notes:
(1) All Bidders (Enlisted / un-enlisted / enlisted in lower category) will have to submit copies of documents (copy of
CA / JWO / Completion Certificate / Performance Certificate / self-attested documents etc., as applicable) in support
of above Eligibility criteria documents as per Table-A and Technical Bid Evaluation as per Table-B of Appx-‘A’.

(2) The bidders are required to self-assess the marks by themselves and MANDATORILY fill the Column-V in Table-
B of Appx-‘A’. The documentary evidences (hard copies) in respect of the marks assessed by the bidders in Column-
V have to be linked with reference page nos. and to be mentioned in Column-VI in Table-B of Appx-‘A’. Marks will not
be allowed for the items for which supporting documents / details are not submitted.

(3) Technical Score (TS): The Technical marks of bidders shall be as per the above scoring methodology. CCE (R&D)
Estates, South, Hyderabad may constitute a panel of experts to evaluate the technical bid.

(4) Qualifying Marks: The bidder has to score minimum 70 or more marks, scrutinised & assessed by the
departmentto qualify in the technical bid. However, CCE (R&D) Estates South, Hyderabad reserves the right to lower
the qualifying marks in case reasonable number of bids are not received
 APPENDIX - ‘B’

MANAGEMENT SERVICES TO TRANSIT FACILITY AT PCDA, KANCHANBAGH,

HYDERABAD

SCOPE OF WORK

Scope of work under this contract includes “Management Services to Transit

Facility at PCDA, Kanchanbagh, Hyderabad” by engaging the following manpower &
items/ materials as given under the scope of work & terms and conditions of the tender
enquiry:-

Sl. No. Description/Category Skill Level A/U Qty Remarks

1 Manager /Supervisor Highly Skilled No 1
2 Cook Skilled No 1
3 Waiters Semi Skilled No 2
4 Masalchi Un Skilled No 1
5 Helper/ Safaiwala Un Skilled No 1
6 Room Bearer/ Room Boy Un Skilled No 1
Total 7
7 Day to day cleaning of the Transit Facilities.
Refer Special Conditions for Management Services (Appx – D)

8 Provision of Uniforms (02 sets for each person) including shoes Refer Para
for all TFs staff (including winter clothing wherever applicable) as No. 4(s) of
approved by the Estate Manager / Engineer-in-Charge. Terms &
conditions
(Appx-C)
9 Duration of Work 12 (Twelve) Months

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 APPENDIX - ‘C’
TERMS & CONDITIONS

MANPOWER
EMPLOYEES AND STAFF

(1) The contract shall supply manpower for the services required as per the Tender docu-
ments from the date as mentioned in the Letter of Intent / Job Work Order / Contract
Agreement and shall continue till one year / specified time period unless it is curtailed
or terminated by the Office of Accepting Authority or a person authorized by him owing
to deficiency of services, sub-standard quality of skilled and unskilled manpower de-
ployed, breach of contract, reduction or cessation of the requirements etc. This contract
may be renewed for a further period of one year on the terms and conditions mentioned
in the tender document and the contract agreement. The Service Provider must have
valid registration from the concerned Govt. Authorities, i.e., Labour Commissioner,
Provident Fund Authorities, Employees State Insurance Corporation etc., and a copy of
all the registration should be submitted.
(2) Continuation of manpower as per GeM guidelines (Deployment of Existing work-
ing / deployed resources): The existing working / deployed resources having job sat-
isfactory certificate, will be continued by the successful service provider under the new
contract also.
(3) The contractor shall employ persons of good moral character and repute. The persons
employed shall have the desired professional qualifications, experience and competen-
cy in the specified field / area of work to perform the entrusted duties properly. The per-
sonal Bio-data of all persons employed shall be submitted to this office on assumption
of contract along with the complete details of their qualifications, ESI, EPF, Bank Ac-
count and other relevant key information. Copies of Aadhar Card along with EPF / ESI
Enrolment Nos / E-Pehchan card of Individuals shall also be submitted along with other
details.
(4) The duly filled Employee Profile Form as per proforma given in Appx-E must be sub-
mitted by the contractor for all the personnel employed for the purpose. The contractor
shall also obtain the verification of the character antecedent of the personnel employed
by him through the commissioner of police / competent civil authority / Police station by
paying the prescribed fee from the place of origin of the individuals or from the con-
cerned Dept. of respective state Govt. The verification forms from the concerned au-
thority shall be submitted to the concerned Estate Management Unit (R&D) / Project
Manager under whom the area of Operation & Maintenance falls, under intimation to
this office, within one month from the date of issue of the work order. The Contractor
shall be personally responsible for the conduct of his employees throughout the dura-
tion of this work order. In case the contractor fails to submit the verified form of the em-
ployees within the prescribed period, a notice to that effect shall be issued to the con-
tractor by the Engineer-in-Charge or Accepting Authority / his authorized Representa-
tive, to submit the forms within 30 days. In the meantime, the contractor shall submit an
undertaking that he will be responsible for the conduct of the staff employed by him,
personally till submission of the above forms by the revised due date. Even after the
above notice period, if the verification forms are not submitted, the services of the un-
verified staff shall be terminated and they be marked as absent till suitably verified relief
is provided by the contractor and the contract shall be liable for termination. No repre-
sentation will be entertained in this regard and the decision of the CCC (R&D) Estates
South, Hyderabad shall be final and binding.

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(a) All employees employed by the agency shall be in the age group defined as
per labour laws with good health and sound mind. The employees of the agency shall
be liable to security screening by the Security Staff/ Agencies.

(b) The persons deployed should be polite, cordial, and efficient while handling
the assigned work and their actions should promote good will and enhance the image
of the Office of Accepting Authority. The Service Provider shall be responsible for any
act of indiscipline on the part of the persons deployed. The persons deployed by the
Service Provider should have good police records and no criminal case should be
pending against them.

(c) For all intents and purpose, the persons deployed by the Service Provider for
execution of the contract shall be the employees of the service provider. The Service
Provider shall be the “Employer” within the meaning of different Rules & Acts of differ-
ent Labour Legislations in respect of the manpower employed and deployed in this De-
partment. The persons deployed by the Service Provider for execution of the contract
shall be the employees of the service provider & the persons deployed by the Service
Provider shall not have any claim whatsoever like employer and employee relationship
with Accepting Authority either implicitly or explicitly. The persons deployed by the
agency in the Office of Accepting Authority shall not have claims of Master and Servant
relationship nor have any principal and agent relationship with or against the competent
authority of the Office of Accepting Authority.

(d) The entire financial liability in respect of Manpower Services deployed in the
service contract shall rest with the respective Service Provider and the Office of Accept-
ing Authority will in no way be liable. It will be the responsibility of the Service Provider
agency to pay to the person deployed a sum not less than minimum wage fixed and
adduce such evidence as may be required by the Office of Accepting Authority in that
behalf.

(e) The persons so deployed shall be under the overall control & supervision of
the service provider, who shall be liable for payment of their wages etc. and all other
dues within the stipulated time, which the service provider is liable to follow the various
labour resolution and other statutory provision. No additional payment shall be released
for labour / conveyance, transportation, etc. Decision of the Office of Accepting Authori-
ty in this matter shall be final and binding on the contractor. Office of Accepting Authori-
ty shall not be a part of any such liability.

(f) The persons deployed by the Service Provider shall not claim nor shall be entitled to
pay, perks and other facilities admissible to casual, ad-hoc, regular/ confirmed employ-
ees of the Office of Accepting Authority during the currency or after expiry of the con-
tract.

(g) The Service Provider shall be solely responsible for the redressal of grievanc-
es or resolution of disputes relating to persons deployed. The Office of Accepting Au-
thority shall, in no way, be responsible for settlement of such issues whatsoever.
(h) In case of termination of this contract on its expiry or otherwise, the persons
deployed by the service provider shall not be entitled to and will have no claim for any
absorption nor for absorption nor for any relaxation for absorption in the regular other-
wise capacity in the Office of Accepting Authority. Undertaking from the person de-
ployed to this effect shall be required to be submitted by the Service Provider.
(i) All personnel will be treated as contractor’s employees for all purposes and the Ac-
cepting Authority shall have no liability in any respect. The Accepting Authority / his au-

Page 23 of 46
thorized representative will not be responsible for any injury or loss of limb or loss of life
of any of the contractor’s employees that may take place while on duty. Any compensa-
tion or expenditure towards treatment for such injury or loss of limb or loss of life shall
be the sole responsibility of the contractor. Legal cases, if any, shall also be dealt by
the contractor and the department has no liability in this regard.
(j) No permanent / temporary employment by Department shall be demanded by
any person employed by the contractor at any stage as they are contractor’s em-
ployees for all purposes. Such demands will not be entertained at any cost. Con-
tractor shall be solely responsible to deal with such cases including legal cases,
if any, arise in those circumstances. The Contractors’ personnel are not entitled for
any facility / amenities that are extended to the employees of the Laboratories / Estab-
lishments. The contractor should provide the authorized amenities to their employees
as per rules at his own cost.
(k) Identity Cards: Identity Cards for the contractor’s employees will be issued
by the contractor or his authorized representative. In case any employee is proceeding
on long leave or suspended / dismissed from service or leaves the job, identity cards in
respect of such employee, must be withdrawn and taken back by the contractor and / or
by his authorised representatives so as to avoid misuse. All the entry passes shall be
surrendered when they are no more required or on completion of the contract period. In
case the employees of the contractor have to work in restricted areas, the contract
manager / contract supervisor / his authorized representative shall arrange to make en-
try of all employees at respective gates and collect tokens issued by the security office
and then issue them to the labourers. Such tokens shall be accounted for and shall be
returned back to the issuing authority at the end of the day as per procedure. The con-
tractor will be solely responsible for such action. Verification documents may also be
required to be submitted to the security sections of the Laboratories / Establishments
as and when demanded by them to facilitate smooth entry for provision of various ser-
vices. Persons provided as relief to the existing employees shall also be security veri-
fied as above and no persons will be employed without verification.
(l) Attendance: (i) The contractor shall employ required manpower, as per the terms
and conditions of the work order. Proper attendance register shall be maintained, which
will be subjected for verification as and when required by Accepting Authority or his au-
thorized representative. Replacement for persons proceeding on leave or sick etc. shall
be catered by the contractor. No person will be sent on leave without proper relief. The
attendance of the staff will be verified by the Estate Manager by way of inspection, sur-
prise checks, etc. If manpower deployment by the contractor is not as specified in the
contract, a notice will also be issued to the contractor and if the same thing is repeated,
the contract will be liable for termination as per para below.
(ii)Recovery of Absentees: If any of the manpower (up to and including 10% of num-
ber of employees to be engaged under this contract) is found to be absent on any par-
ticular day, an amount equal to the minimum wages shall be deducted from the monthly
bill of agency. If the number of absentees are more than 10% of employees engaged,
amount equal to minimum wages +25% penalty will be deducted.
(m) Insurance cover protecting the agency against all claims applicable under the
Workmen’s Compensation Act, 1948 shall be taken by the Contractor. The Contractor
shall arrange necessary insurance cover for any persons deployed by him even for
short duration. The office of Accepting Authority shall not be responsible for any dam-
ages, losses, claims, financial or other injury to any person deployed by service provid-
ing agency in the course of their performing the functions/duties, or for payment to-
wards any compensation during their deployment period. This office shall not entertain
any claim arising out of mishap, if any that may take place. In the event of any liability /
claim falling on this office, same shall be reimbursed / indemnified by the Contractor.

Page 24 of 46
The Agency shall cover its personnel for personal accident and / or death while per-
forming the duty.
(n) The Service Provider shall provide a substitute well in advance if there occurs
any probability of the person leaving the job due to his / her own personal reasons. The
payment in respect of the overlapping period of the substitute is the responsibility of the
Service Provider. The Service Provider shall be responsible for timely deposit of Provi-
dent Fund and Employees State Insurance.
(o) MISBEHAVIOUR OF EMPLOYEES: The employees of the contractor shall
maintain strict discipline and not use any violent, absence or offensive languages while
inside the premises. Smoking and consuming alcohol inside the premises is strictly
prohibited. In the case of misbehaviour, the office of Accepting Authority has the right to
terminate the contract. It will be mandatory for the conducting agency to brief their per-
sonnel in advance and apprise them of the conduct, expected for them, while working
in an institution of national importance. Nothing prevents the office of Accepting Au-
thority to advise the contractor about any such issue, or any erring personnel engaged
by the contractor, which warrant urgent action, in the interest of work and its fast dis-
posal.
(p) Any personnel deployed by the agency, refuses work, or creates indiscipline
would have to be immediately replaced with the consent of the office of Accepting Au-
thority, who reserves the right, to ask the Agency to terminate the services of any of the
Agency's employees immediately on grounds of noncompliance of duties or if found
guilty of misconduct. The office of Accepting Authority will in no way be held responsi-
ble or liable for any loss, caused by negligence or any other harmful action on the part
of the employee of the Agency.
(q) In case, the person employed by the successful bidder commits any act of
omission / commission that amounts to misconduct /indiscipline/ incompetence / securi-
ty risks, the successful bidder will be liable to take appropriate disciplinary action
against such persons, including their removal from work, immediately after being
brought to notice, failing which it would be assumed as breach of contract which may
lead to cancellation of contract.
(r) Undesirable Activities: The contractor will not allow or permit the employees to par-
ticipate in any trade union / Labour Union activities or agitation in the premises or the
CCE R&D Estates South, Hyderabad. It must be ensured by the contractor that none of
the workers are in intoxicated condition while on duty. If any individuals employed are
found to be in intoxicated state, they will be marked absent and their services will be
terminated forthwith. The contractor shall provide relief immediately.
(s) Uniforms:
(a) Provision: The responsibility of providing approved uniforms to the
employees for identification shall be that of the contractor. It may be ensured
that all contractor’s employees irrespective of type of service shall be in uni-
form while performing duties. Aprons shall be provided to all Conservancy &
Area Clearance contract labour.
(b) Approval: The uniform shall be got approved by the concerned Estate
Manager. For default by the contractor in providing uniforms, an amount as
specified in the para (c) below shall be deducted on monthly basis. If such in-
stances are repeated, the accepting officer reserves the right to terminate the
contract and the contractor shall have no claim whatsoever on this matter. A
penalty register shall be maintained by the concerned Estate Manager / or his
authorized rep under whose jurisdiction the services are being executed.
(c) The penalty amount shall be calculated on the following basis: -

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 i) Normal uniform @ Rs. 4000/- per annum per head for all areas.

5. SECURITY DEPOSIT: Security deposit @ 2.5% (Min as per GFR-2017) of the

value of the job work order / contract agreement shall be submitted by the L1 bidder in
the form of BGB / FDR issued by a scheduled bank within 10 days from the issue of job
work order/ LOI, valid up to 15 months from the state date of the job work order /
contract as mentioned in LOI/ Work Order. The BGB / FDR shall be in favour of
Accepting Authority. The security deposit shall be returned to the contractor after
successful completion of the work and proper fulfilment of the obligations under the
contract for which the CCE (R&D) Estates, South, Hyderabad shall be the sole judge
and on production of “No Demand Certificate” during the submission Final Bill. Firms
are bound to transfer EPF account in respect of contractual Employees on expiry of
contract period to the next successful Firm.
Note: If the CA / JWO is extended beyond three (3) months, additional security
deposit for the increased value of CA / JWO and the extended period is
required to be submitted by the contractor in the following manner:
i. In case of Bank Guarantee (BG), revised BG with revised value and validity.
ii. In case of Fixed Deposit (FD), FD for differential value with validity.

(a) The BID Security (EMD) of the successful bidder shall remain with Accepting
Authority until the receiving of performance security deposit of value defined above.
However, the BID Security of Unsuccessful bidders/parties will be released after
completion of the tender process. Bid security of the successful bidder will be converted
into performance security.

(b) No interest will be paid on the security deposit amount by the Office of
Accepting Authority.

(c) The Performance Security can be forfeited by order of the Office of Accepting
Authority, in the event of any breach or negligence or non-observance of any
terms/condition of contract or for unsatisfactory performance or for non-acceptance of
the work order. On expiry of the contract, such portion of the said Bank Guarantee/
demand draft as may be considered by the Office of Accepting Authority sufficient to
cover any incorrect or excess payments made on the bills to the firm, shall be retained
until the final audit report on the account of firm’s bill has been received and examined.
6. PAYMENT TERMS
(a) Guidelines for Statutory Payments: - It is mandatory for the principal employer as
well as the contractor to timely make the payment of the statuary and regular dues
related to the contractual employees. The prevailing rates of such known regulatory /
statuary payments have been listed in subsequent paras below. However, any change
in the rates of statutory payment rates may subsequently be deducted / paid during
currency of contracts. Further, any such regulatory payments which are not listed below
and not known to tender inviting authority should be taken into the account by the
bidder. The bidder should quote according, and no additional reimbursement shall be
done.

(i) Payment of EPF: On behalf of Principal Employer, the service provider will
deposit the employers’ share of EPF payments @13% of the salary up to ceiling limit
of ₹15000/- per month on account of respective employees of a particular job work
order through the appellate / statutory authority (through e-payment) at the
periodicity as laid down in the respective governing acts / rules of the Government of
India.

Page 26 of 46
 (ii) Payment of ESI. On behalf of Principal Employer, the service provider will
deposit the employers’ share of ESI payments @ 3.25% of the salary up to ceiling
limit of ₹21000/- per month on account of respective employees of a particular job
work order through the appellate / statutory authority (through e-payment) at the
periodicity as laid down in the respective governing acts / rules of the Government of
India. If the wage of an employee exceeds the wage limit of ₹21,000 after April or
October for the respective contribution periods*, then the employee continues to be
an employee till the end of that contribution period. Hence, the contribution is to be
deducted and paid on the total wages earned.

(iii) Bonus: - The bonus shall be paid by the contractor on behalf of the principal
employer as laid down in the respective act. This amount shall be paid to the
workers distributed over 12 months. If there is any change in Govt. policy regarding
increase / decrease in the amount, the same shall be reimbursed / recovered
accordingly. As per clause 10 of Payment of bonus act 1965, the payment of
minimum bonus shall be made 8.33% of the salary subject to celing limit prescribed
by CLC (i.e., presently Rs. 21,000/-) or Rs. 7000/- whichever is higher. The bonus
shall be reduced proportionally for the days employee does not work. (Clause. 13 of
Bonus Act- 1965).

(iv) GST: - The Contractor shall pay the GST as per periodicity and rate as laid
down by the Government and as amended from time to time. The amount quoted by
the contractors on the wages amount (Part A) of Appx ‘F’ shall be all inclusive and as
such no separate payment / reimbursement will be made in this regard. GST shall be
considered for all type of payments made by department through contractor whether
Statutory payments or any regular or store payments. The rates of TDS for the GST
to be deducted as per the rules of GoI published time to time. The present rate of
payment of GST on MFW, Stores, EPF, ESI & Bonus etc. Is @ 18%.

(b) VDA as and when promulgated by Ministry of Labour and Employment and
Bonus paid will be reimbursed through supplementary bill. Contractor shall pay the VDA as
and when revision takes place. The element of GST on VDA will also be admissible subject
to submission of documentary proof of payment.

(c) Any variation in the above elements promulgated by the government from time to
time shall be paid or deducted accordingly.

(d) Non-payment of EPF, ESI and Bonus will amount to violation of laid down /
agreed conditions of the tender. The CCE (R&D) Estates South, reserves the right to cancel
the work order without any notice and also black list the Firm for default, as the case
maybe. No representation will be entertained in this regard.

(e) Income Tax as applicable shall be deducted from bills. Income tax deduction certificate
will be issued by the department.

i) The mandatory payments of EPF (Employer’s Share only), ESI (Employer’s

Share only), Bonus & GST wherever applicable will be paid by the contractor as and
when due as stated above and payment receipts / proof of payment issued by
concerned appellate / statutory authorities including breakup details of payments
(Nominal Roll of employees, wages paid, period of mandatory payments, amount
paid and their account detail thereof) in respect of above obligatory payments / taxes

Page 27 of 46
 shall be submitted to Accepting Authority through respective Engineer-in-charges on
monthly basis along with the bills with an undertaking in an approved format, duly
countersigned by the Engineer-in-charges (Estate Managers) stating that the
minimum fair wages and these statutory payments are being paid by him to his
employees employed for this work, regularly.

ii) GST number of the service provider, CCEs / EMUs and place of service /
supply should be mandatorily mentioned on monthly bill. The GST number of
CCEs / EMUs for corresponding state and place of work should be mentioned on
each Job Work Order / Contract Agreement.

Iii) The EPF (UAN) and ESI account numbers of all employees employed for any
particular work shall be submitted to the engineer-in-charge in a reasonable period of
time but not more than 45 days from the date of issue of work order. All other
connected documents like Form-‘C’ and Form-‘D’ etc., as required by the department
duly certified and signed by the Engineer-in-Charge / Estate Manager shall also be
submitted.

iv) Labour Licence: As per Contract Labour (Regulation and Abolition) Act,1970,
to every establishment in which 20 (Twenty) or more workmen were employed on
any day of the preceding twelve months as contract labour, itis mandatory to obtain
labour licence from the Labour department in the respective states. In such case,
Form III will be issued by the principal employer to the firm for applying the Labour
licence. All the Estate Managers are requested to obtain the Labour licence of their
jurisdictions to avoid CTE and Audit objections.

(f) Monthly bills in the form of RAR (in triplicate) for payment along with the mandatory
documents i.e. Invoice (GST), Satisfactory Certificate from the user / Engineer-in-charge,
Contractor Bills (IAFA-68), Wages Calculation Sheet, Attendance register, monthly wages
register as per prescribed format of Ministry of Labour & Employment duly verified by the
Engineer-in- Charge or representative, Bank Statement / Proof of Payment paid to the
employees, Proof of Statutory Payments, i.e. EPF / ESI / GST Challans and Bonus
Payment (Half Yearly), reimbursement of uniform, daily newspapers, weeklies, fortnightly
magazines , hygiene Chemicals, Internal Flower Plant arrangements, Washing materials for
napkins, bath towels, hand towels, bed sheets and other small items bill shall be paid on
submission of documentary proof duly verified by Engineer-in-Charge etc., will be submitted
by the contractor after every month’s on satisfactory completion of services. All the
payments by the contractor to the employees shall be made through bank account
only and cash disbursal shall not be made in any case. Proof of the same in the form of
copy of bank account statements shall be enclosed along with monthly bills. No ad-hoc
deductions like advance against salary, food advance, rental charges for rooms etc., shall
be made from the payments of the employees by the contractor.

(g) The Contractor shall timely pay the employees latest by 07th of every month strictly
as per the prevailing Labour Laws regardless of when the Contractor submits the monthly
bills for payments from the department. The onus of timely and correct submission of
monthly bills shall be of the Contractor and shall have no bearing on timely payment to be
made to the hired employees.

(h) The contractor may claim the bill in following either of two ways:
i. The contractor may submit the wages bill of manpower along with proof of the
statutory payment (e.g., EPF/ESI/GST etc.) for payment of the complete bill equal to
the monthly amount after making the payment of all statutory payment i.e.,

Page 28 of 46
 EPF/ESI/GST/Bonus and other taxes (if any). The proof of payment in the form of
challans with payment receipt (ECR Statements) to be enclosed.
ii. If the contractor not claim the statutory payments bill along with monthly
wages bill, he can also claim the payment towards the statutory taxes, levies in the
form of supplementary bill (EPF/ESI/GST etc.) by attaching proof of statutory
payments in the form of challan / paid voucher on quarterly basis.
iii. Claim for bonus amount will be submitted on half yearly (once in a six month)
basis with proof of payments with connected documents like Form- ‘C’ and form- ‘D’.
iv. All agencies / firms shall make sincere efforts either to submit workwise
challans for all the statutory payments or bifurcation of the combined challans should
be enclosed with bills for the works awarded by CCE & EMUs of all the employees
working with agency. This will help in faster and proper scrutiny and processing of
bills, as well as greatly reduce the voluminous paper works attached with bulk
manpower.
v. The employers and employee share of EPF and ESI to be calculated on sum
of Basic Wages and dearness allowance only and rates & limits are mentioned in the
Appendix ‘A’, attached.
vi. In any case the contractor shall ensure that before submission of the 4th
monthly bill, the statutory payments for the previous three months have been made
by him and proof of the statutory payments submitted along with 4th month bill.

(j) Submission of the Bills and PAYMENT TO CONTRACTOR:

Late submission of bill does not absolve the contractor of the responsibility of timely
payment of salaries to his staff. Necessary pre-receipted bill is to be submitted in
triplicate along with the claim on IAFA-68, in duplicate and attendance sheet / mus-
ter roll, in duplicate through the concerned Estate Manager duly endorsed by him to
Accepting Authority for making necessary payments. Deduction on account of ab-
sence of staff will be as per the daily wages of the absentee staff. Monthly bill shall
be submitted with proof of payment of salaries of previous month to the employed
workers. For proof of payment, the following documents will be accepted: -
(a) Statement of details of employees’ names, account number, amount credited
duly stamped by bank as proof of payment of salary to them or internet banking
statement clearly reflecting transfer of salary into individual accounts.
(i) Non-submission of the proof of payment of salary or payment of salary be-
low the minimum specified wages will deemed to be a violation of contract
conditions and bills without proof of payment will be returned forthwith. Re-
turning of bills due to non-submission of requisite documents will not be ac-
cepted as ground for delayed payment of wages to staff. Some of the ser-
vice providers are deducting “Food Charges” from salary of labour and then
depositing less amount in their bank account which is not acceptable. Salary
shall be paid as per MFW without any deduction.
(ii) TDS for Income Tax and GST as applicable will be recovered from the bills
of the contractor as per Govt. rules and regulations. TDS certificate to this
effect will be issued by the department.
(6). For maintenance purposes the consumables / accessories and other replaceable
items which are not covered in scope shall be procured on prior permission from
Accepting Authority or Engineer-in-Charge. Cost of the procured items/services will be
paid along with the monthly maintenance bill on production of purchased bills with profit

Page 29 of 46
 of 10% (Ten Percent) over the purchase bills. All replaceable shall be of standard make
or approved by the Authorised Rep. / Engineer-in-charge of Accepting Authority.

(7) PERFORMANCE OF CONTRACTORS:

(1) Irrespective of payment of monthly bills including supplementary bills, the contractors
should ensure timely payment of wages, EPF, ESI, Bonus and GST as applicable.
Delay in payment, if any, of monthly bills by CCE office shall not be reason to be
quoted by contractor for delayed payment to labours. The contractors shall be
financially sound to cater for such eventualities. The details of contractors who
default on the payment issue shall be communicated by the Estate Manager / Project
Manager from time to time so that suitable action(s) including imposing of Ban or
Downgrading the class of the contractor shall be implanted. Further, if the
performance of contractor is not found satisfactory or due to violation of terms and
conditions by the contractor and failure to deliver the obligations during the period of
the contract, will entail forfeiture of the security deposit and / or banning.

(8) PENALTY
(a) In the event of the Contractor’s failure to execute the work entrusted to it under this
Agreement satisfactorily and the Office of Accepting Authority shall have to make
alternative arrangements to do it then the difference of cost incurred by the Office of
Accepting Authority thereby shall be recovered from the Contractor’s unpaid bills and
Contract Security deposit.

(b) Since the contractor is being paid all-inclusive monthly payment, non-payment of
EPF, ESI, Bonus and GST will amount to violation of laid down / agreed conditions
as per work order / agreement. CCE (R&D) Estates South reserves the right to
cancel the work order without any notice and also ban / blacklist the firm for default,
as the case may be. Also, CCE (R&D) Estates South reserves the right to recover
any over payment or any payment due to any employee of the contractor till
cancellation of work, either from the same work bill or from any other bill due to the
contractor from any Government source.

(c) If the contractor regularly fails to release the wages for the preceding month on or
before 7th of every month (for three months during the currency of the contract) then
a penalty @ Rs. 500/- per day for a week and Rs. 1,000/- per day thereafter will be
imposed after the stipulated time mentioned (i.e., 07th of each month).

(d) The powers of the Accepting Authority under these conditions shall in no way effect
or prejudice the powers in certain events to terminate the contract vested in him as
herein provided nor forfeiture of deposit mentioned under clause above.

(e) Accepting Authority reserves the right to levy a penalty, on a contractor found paying
less than minimum wages prescribed by the Government of India, Ministry of Labour
& Employment, Office of the Chief Labour Commissioner (C), New Delhi from time to
time and wages decided by the Office of Accepting Authority in such cases for which
minimum wages are not prescribed by the Government.

(f) In case the selected service provider leaves the work before completion of the
period of contract then Office of Accepting Authority shall be entitled to forfeit
the performance security.

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9. DAMAGES AND LOSSES / BREAKAGE
(a) All the equipment and the items at site stands at the risk and sole charge of the con-
tractor who shall deliver in proper condition at the time of annual stock taking to be
done by the officials of Accepting Authority. Any shortfall shall be immediately made
good by the contractor by replacement. If the same is not replaced within one month
of stock taking, the amount shall be recovered from the dues/bills of the contractor.
The contractor or his representative shall be present during the stock taking. If the
contractor or his representative does not make themselves available, the stock tak-
ing shall be conducted in their absence, which will be binding on them. For losses, if
any due to natural calamity or any other act of God, beyond the control of either par-
ty, the Office of Accepting Authority will replenish the same, as per obligation men-
tioned above.
(b) All damages / breakage to the equipment / inventory in the charge of the contractor,
if caused due to negligence of the contractor’s employee, the cost or repair / re-
placement of the equipment will be borne by the contractor. Whether the damage /
breakage has been caused due to negligence or normal wear and tear shall be
heard and will be decided at sole discretion of the officials of Accepting Authority.
(c) Assistance in procurement of men and materials: - Except as otherwise provided, all
personnel, materials, equipment, licenses, transport, and any other thing required for
the execution of the contract shall be managed by the contractor under his own ar-
rangement and the Accepting Authority shall not be responsible for the same in any
way, what so ever. Any assistance required may however, be considered and given
on receipt of a requisition in writing.

10. CONTRACT MANAGEMENT:

(a) Closure by Mutual Agreement: In case of any administrative or technical rea-
sons, natural calamities, force-majeure or any other issue which necessitates closure
of any O&M work or either of the parties which desire foreclosure of work shall serve
one-month notice to the other party stating the reasons for such closure. During the
notice period, both parties shall discharge their obligations without fail. Necessary
handing / taking over of assets shall be done at the end of the notice period. In case
the Accepting Officer desires further extension due to any of the above reasons, the
contractor shall accept such demand of the Department by which time, alternate ar-
rangements as required shall be made by the Department to take over the assets. In
such eventualities, the decision of the accepting officer shall be final and binding.
(b) Failure to execute / perform the obligatory works becoming L1 bidder:
i) The L1 bidder is bound to accept the tender and execute / perform the work as
envisaged in the tender documents. In case of unwilling to perform / execute the
work or withdraw his L1 offer due to any reason including incorrect / wrong quoting.
The Firm will be debarred to participate in any future tender for a minimum duration
of one year or period as decided by accepting authority.
ii) Apart from the above, the complete EMD amount will be forfeited and the
same will be deposited into Government treasury accordingly. No representation
will be entertained in this regard. The decision of the accepting authority is final and
binding.

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(c) Handing / Taking Over:
i) The contractor shall on receipt of work order take over the systems (assets /
facilities / infrastructure / equipment etc.) in serviceable and running conditions
signing of proper handing / taking over documents.
ii) Similarly, on expiry of period of the contract, he shall hand over all the systems
in serviceable / running condition to the succeeding contractor / department. The
contractor at his own cost shall provide the deficiencies / shortcomings and carry
out all repairs / maintenance required for the purpose.
(d) Notice to Local Authorities during Execution
(i) The contractor shall be responsible for giving all necessary notices to the local au-
thorities while the work is in progress. He shall also be responsible for the ade-
quate lighting at any place and clear any heap of materials or other obstacles
which may be dangerous or nuisance to the public.
(e) Stamp Duty: The stamp duty as applicable shall be payable only by the
contractor.

(f) Payment of Minimum Fair Wages (MFW):

(i) All statutory payments shall be responsibility of the contractor. The contractor
shall pay his employees, the rate of Minimum Fair Wages (MFW) as approved by
Government of India Min of Labour & Employment or as approved by the local
authorities for the respective area of work being executed, whichever is higher,
and as per Rules and Acts as amended by Government from time to time. If the
minimum wages are revised by Government of India Min of Labour & Employ-
ment, the incremental wages, if applicable will be paid and contract value will be
amended accordingly.
(ii) The MFW shall comprise of basic rate and variable dearness allowance
(VDA) and no other factor. The change in variable DA announced (generally eve-
ry six months) during the currency of the work order shall also be payable to the
employees which will be paid by department as applicable.
(iii) The payment registers and other documents as specified by the governing
authorities shall be maintained by the contractor. Default on payment of MW will
lead to cancellation of the contract. In case of default, the contractor shall be lia-
ble for penalty and legal actions by competent labour authorities as per rules.
(iv) The contractor shall comply with the provisions of the Payment Wages Act,
Minimum Wages Act, Bonus Act, Employment Liability Act, Workmen Compensa-
tion Act, Industrial Disputes Act 1947, Maternity Benefits Act 1961 and the Con-
tract Labour (R&A), Bonus Act or the modification / amendments thereof and oth-
er laws relating thereto and the rules made thereunder from time to-time.
Note: - The minimum wages for all Operation, Maintenance & Maintenance ser-
vices including Conservancy & Area Clearance and Arboriculture services to
be paid by the contractor to the employees shall be as per Government of In-
dia, Ministry of Labour & Employment Order category for “Construction or
Maintenance of Roads or Runways or in Building Operations Including laying
down Underground Electric, Wireless, Radio, Television, Telephone. Telegraph
and Overseas Communication cables and Similar Other underground Cabling
work. Electric Lines. Water Supply Lines and Sewerage Pipelines.”
The above note will be applicable for all Operation, Maintenance & Mainte-
nance work services including conservancy, area clearance and arboriculture.

Page 32 of 46
 (a) Any lapse in this regard may lead to temporary / permanent de-enlistment or ban
as decided by the Enlisting Authority. The decision of the Enlisting Authority is fi-
nal and binding on the contractor. No representation in this regard will be enter-
tained. In case of any injury / loss of life to the contractor’s staff inside or outside
the Laboratories / Establishment, it shall be the sole responsibility of the contrac-
tor in respect of payments towards any treatment or compensation or legal mat-
ters arising therefrom. The payment towards the group insurance shall also be
made by the contractor.
(g) Technical Examination of Works: All works are subjected to technical examination
by the Technical Examination and Design Cell (TEDC) of DRDO, New Delhi. All docu-
ments as required and as demanded by the inspecting officer shall be produced for veri-
fication. Observations raised by the inspecting officer shall be attended to by the con-
tractor immediately. Recovery, if any, due to default or other reasons shall be payable by
the contractor immediately. The same shall be deducted from the monthly bills, as and
when due or from any other dues and in case the said contract is completed the recov-
ery is made from the security deposit.
(h) Engineer-in-Charge: Generally, the Estate Manager of the concerned EMU (R&D)
shall function as Engineer-in-Charge for all the O&M works, unless specified otherwise.
They must ensure the following:
(a) Operation & Maintenance of all O&M works as per contract conditions and as per
general enquiry practice.
(b) Monitor / maintain attendance, deployment of labour, ensure quality of work etc.,
(c) Ensure firmly payment of wages and EPF, ESI, Bonus etc. to labour as per con-
tract conditions / statutory provisions.
(d) Issue notices to the contractor in case of failure of payment of wages by contrac-
tor or payment not made as per minimum fair wages and other provisions given
in the contract.
(e) Periodic audit of MRO deposits of revenue collection of Transit tariffs by the con-
tractor.
(f) Surprise check of performance of works, hygiene, uniforms etc.
(g) Planning and execution of various checks and balances as per rules / periodicity.
(h) Obtain bills from contractor along with supporting documents as listed, in time
and forward to CCE for payment.
(i) Thorough check of all bills and supporting documents including checking of
online payment of EPF, ESI, GST etc.,
(j) He will be the overall in-charge of execution of all O&M works matters in consul-
tation with CCE or his rep.
(k) Preparation and submission of replies to CTE / Test audit and other agencies
when required.

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 APPENDIX-D

SPECIAL CONDITIONS OF CONTRACT - FOR MANAGEMENT SERVICES

TENDER FOR FACILITY MANAGEMENT SERVICES

1. INTRODUCTION

(a) Accepting Authority, is functioning under the control of Directorate of Civil Works &
Estates, Defence Research & Development Organisation (DRDO), Ministry of De-
fence (MOD), Government of India.

(b) With a view to outsource the operation and maintenance of the Transit facilities /
Guest Houses at various locations of DRDO, this tender is floated. The successful
bidder has to provide transit facility / guest house management services (front office,
housekeeping, kitchen, food & beverage services). DRDO expects that it’s Transit
Facilities / Guest Houses to be maintained at very high standards with high end fa-
cility for our visiting scientific, academic and industrial community, ensuring state-of-
the-art hospitality through efficient front office management, top notch housekeeping,
catering and service management of the highest-level standards.

(c) The bidder shall have proven capabilities of providing total such services, on turnkey
basis.

2. OBLIGATIONS OF THE DEPARTMENT

A) The office of Accepting Authority will meet the following obligations in respect of the
transit facilities and provide the following inventory / facilities:
i. The Civil & Electrical infrastructure, furniture along with all the utility services.

ii. The office of EMU (R&D) Concerned will hand over to the Agency materials like
beds, cots, linen, chairs, tables, mixer/grinder, televisions, fridges, kitchen equip-
ment, machinery etc. and the Agency has to agree to keep proper acknowledge-
ment and Agency shall take care to maintain these items properly. Malfunctioning
of any equipment shall not be entertained as an excuse for unsatisfactory ser-
vices. Upon end of contract / termination thereof, the Agency is liable to return the
same to the office of EMU (R&D) in good working condition barring normal wear
and tear. For shortage/misplacement/theft, replacement cost of the items will be
recovered from the final bill or security deposit.

iii. Air Conditioners, Voltage Stabilizers, Geysers, UPS, Inverters, Power back (DG
Sets) etc.

iv. Furnishing of rooms; curtains, blankets, looking mirrors, towels, bed sheets, bed
covers, mattresses, protector covers, pillows, pillow covers, wall clocks, table
lamps, wall hangings, buckets, mugs etc.

v. EPBAX and extensions, Telephone connections, internet, wi-fi routers, modem,

extensions, telephone instruments, computer, printer.

vi. Electrical fittings, tube lights, bulbs, fans, etc., as aggregate level infrastructure will
be provided.

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 vii. Payment of electric charges, water charges, telephone bills, house/municipal tax
shall be taken care of by the Dept. Any bills, if received by the contractor on these
accounts shall be forwarded to the concerned Estate Manager, DRDO for arrang-
ing the payment. In case, the due date of such bill is within a short period from
date of receipt of bills, the same should be paid by the contractor in order to avoid
payment of penalty. Original bill along with receipts should be submitted separate-
ly to the Estate Manager, EMU (R&D) for reimbursement of the payment made by
the contractor.

viii. Renovation/ addition to the building, solar water heating, firefighting equipment,
emergency power line etc. shall be taken care of by the institute.

ix. Replacement of items rendered unserviceable due to fair wear and tear will be
provided, whenever required / due.

x. Matters related to civil or electrical works of E&M Department etc. shall be taken
care of by the institute.

xi. Racks, Cupboards, Room Locking arrangements, shoe/luggage rack etc.

xii. The office of EMU (R&D) will provide a comprehensive computing software and
room reservation/ allotment system, networked connection/interface, billing, inven-
tory management and complaint redressal mechanism through the said software,
where ever possible.

xiii. Suitable accommodation for stay of the manpower / staff required for the essential
/ emergency services and / or for management / maintenance of the facility on
24x7 basis will also be provided.

3. OBLIGATIONS OF THE CONTRACTOR

(A) SCOPE OF SERVICES TO BE PROVIDED BY THE CONTRACTOR

(a) The Qualifications / Skill Level, Duties and Responsibilities of the personnel
deployed by contractor are listed as under:

(B) Qualification / Skill Levels of Employees:

(a) Skill level certificates of all personnel employed shall be submitted to the de-
partment on award of contract. The following is the minimum desired educational
qualifications and experience for the personnel contractor’s personnel at site: -

Ser. Designation Skill Level Qualifications / Experience in Relevant Field

No.
A. Management Services
1. Manager / Supervisor Highly Diploma in Hotel Management / Home Science with
Skilled 02 years / 10th with 05 years or 10 years’ experience
in similar field.
2. Special Cook Highly Cooking Course with 02 Years and / or 10th with 05
Skilled Years or 5-10 years’ experience in similar field

3. Cook Skilled Cooking Course with 01 Year and / or 10th with 03

Years or 05 years in similar field

4. Head Waiter (Skilled) Skilled Waiter Services Course / 10th with 3-5 Years or 5-10
years’ experience in similar field

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Ser. Designation Skill Level Qualifications / Experience in Relevant Field
No.
5. Waiter Semi-Skilled Waiter Services Course / 10th with 03 Years or 05
years in similar field
6. Masalchi Un-skilled

7. Safaiwala / Sweeper / Helper Un-skilled

Should be physically fit for disposal of duty
8. Room Bearer / Room Boy / Un-skilled
Helper
9. Dhobi Un-skilled

(C) Periodic Medical Check-up of Employees:

(a) It is Contractor's responsibility to have them periodically checked medically so as to

ensure that medically fit staff only is deployed for the work.

(D) Duties and Responsibilities:

(a) The Management agency selected for the services in the Transit Facilities are
expected to function as per the scope as mentioned below: -
i. Allotting (accommodation) rooms to the guests coming to stay at DRDO Transit
Facility / Guest House as per directions from the booking office; services
include manning the reception and office, round the clock, on all the days of the
year, maintenance of allotment register, billing, allotment and opening of rooms
for bonafide occupants and perfect upkeep of rooms by good housekeeping
and room service.

ii. Reception and accommodation of Officers / NGOs of DRDO or DRDO

sponsored transients / guests in the Transit Facilities as per the reservations /
instructions of the Rep of CCE (R&D) Estates / Estate Manager.

iii. Provision of meals (breakfast, lunch, dinner, etc.,) for the Officers / NGOs of
DRDO or DRDO sponsored transients / guests who are allotted accommodation
in the Transit Facilities as per the rates fixed from time to time by DRDO. The
menu and rates applicable for breakfast, lunch, dinner and other refreshment
shall be fixed by the Estate Manager, EMU (R&D) under whose jurisdiction, the
said Transit Facilities / Guest Houses function, through a Board of Officers the
proceedings of which will be approved by the respective Estate Management
Committees (EMCs). In case of any delay in the process of finalizing the rates,
the old rates which were charged during the previous financial year shall
continue till a revised notification on rates is issued.

iv. Maintenance and cleaning on daily basis of all the rooms (with toilet cum bath),
pantry, dining hall, glass window pane, venetian blinds and all fixtures/furniture
at the Transit Facility / Guest House including the office/meeting rooms and
other rooms belonging to the Facility, shall be the duty of contractor. A status
report on day-to-day basis will be maintained by the manager / supervisor as a
permanent record, which can be verified by officials of the office of CCE (R&D)
Estates, South, Hyderabad/EMU (R&D).

v. Bedroom linen and Bathroom towels shall be changed, whenever the rooms are
in use.

vi. Floors of the rooms and corridor/ wings will be cleaned daily with ISI mark
detergent/ phenyl (harmless WHO certified chemicals) and will be kept clean at

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 all times. Carpets wherever available, shall be cleaned daily by vacuum cleaner
and dry cleaning will be done on quarterly basis or earlier, as per requirement.
Cleaning of sofa set, covers, curtains will also be done on monthly/quarterly
basis, as per the usage / requirement. The contractor at his own expense shall
arrange all consumable and cleaning materials for cleaning and dry cleaning.

vii. Bathroom/toilet shall be cleaned thoroughly and mopped up every day with ISI
marked phenyl/floor cleaner. Air filters of Split/Window type air conditioner will
be thoroughly cleaned (every month). Deodorant/Colin/Room Spray shall be
used for better results. Liquid Soap Dispenser/Bath Soap, tissue rolls, toilet
paper, bathroom freshener (odonil or equivalent), naphthalene balls, room
freshener, toilet cleaner, duster brooms and the cleaning/sanitary materials etc.
will be provided by the contractor at no extra cost.

viii. The contractor should be responsible for quality cleaning of bed and bath linens
as per industry norms.

ix. Toiletry items of reputed brand(s) to be supplied daily in sachets (shampoo, oil,
soap) etc. Daily supply can be on the basis of usage of room i.e., one sachet
per person per day. A liquid hand wash of a reputed brand should be
replenished the rooms regularly.

x. The contractor shall ensure overall general maintenance, like drainage,

cleaning, garbage disposal (dry and wet garbage/plastic and non-plastic waste
disposal etc., in an eco-friendly manner, using protective/closed bins),
emergency relief and help on urgency basis. To ensure that Supervisors are
sufficiently trained and equipped with mobile phones.

xi. The agency has to provide the required contracted manpower (supervisor,
receptionist, cook, waiter, room boy, Safaiwala, etc.) as per BOQ required for
the transit facilities / guest houses, which may be required to provide services
on 24x7 basis, as the need maybe.

xii. The agency can’t utilise the assets / infrastructure & facilities of the Transit
Facility / Guest House for any other business purposes other than those
required for DRDO. Any default in this regard will result in disciplinary action(s),
as deemed fit by the department, including termination of the contract / levying
of penalty along with forfeiture of the security / performance deposits.

xiii. The selected contractor has to obtain the FSSAI licence / registration from
Food Safety & Standards Authority of India within a period of three
months from the date of start of the work, failing which, the contract would
be liable to termination along with banning / blacklisting of the firm for a
minimum period of two years. No payment towards getting the FSSAI licence /
registration would be made by the department.

(b) Hygiene: Regular maintenance and cleaning of the Transit Facility and premises. All
the items of the Transit Facilities that require regular cleaning / washing / ironing like
the linen, napkins, table cloths, hand / bathing towels, pillow covers, bed sheets and
curtains etc., shall be washed and ironed regularly. The blankets shall be dry-
cleaned once a year after the winter season and stored properly with preservatives
like naphthalene balls, etc. The TFs / guest houses including the rooms should be
cleaned by dry and wet mopping each day. The toilets also should be washed every
day. The linens and soft furnishings shall be clean at all time. The Bed sheets and

Page 37 of 46
 pillow covers shall be changed once in two days or as and when change of occupant
takes place. The washing and ironing of linen shall be done by the management
agency at their own cost. The required amounts of washing materials shall be
deemed to have been included in the quoted amount by the contractor. No additional
payment will be made for the same. Ironing facility for clothes of transients shall be
made by the contractor. The contractor shall be liable for penal deduction on non-
compliance of the cleanliness norms prescribed by the Estate Manager.

(c) It will be ensured that all linen items in the room are kept clean at all times. The room
shall be cleaned with detergent / chemicals and shall be kept clean at all the time.
Bathrooms / toilets shall be cleaned daily and mopped with phenol. WCs and WBs
will be thoroughly washed and cleaned using Sani fresh or the like for sparking re-
sults. Anti-mosquito spray will be done whenever required. Bathrooms shall be pro-
vided with Odonil to prevent any bad smell, to prevent bad bugs etc., proper spray
arrangement with Baygon or the like shall be resorted to.

(d) Proper care of fittings, fixtures, furniture, soft furnishing and other items in the Transit
Facility shall be ensured. All the items of furniture and furnishing also fans, light fit-
tings etc., shall be cleaned daily.

(e) Cooking shall be done in hygienic conditions by properly trained cooks and services
done by presentable, well-mannered and trained attendants. The medical check-up
of the employees like cooks, attendants should be ensured in every quarter for their
fitness in the respective work. All the meals like bed tea, breakfast, lunch, evening
tea and dinners will be prepared and served to the transients in the dining room, ex-
cept for bed tea, which shall be given in their rooms by the attendants. The bills for
the meals shall be prepared and collected by the managing agency as per the pre-
scribed rates.

(f) Replacement of cooking gas shall be done by the managing agency as and when
required at his own cost.

(g) The managing agency shall keep the premises of the Transit Facilities as well as the
cook house, dining room surroundings properly cleaned. The shrubs and flower beds
shall be properly maintained.

(h) Pest control of the entire accommodation will be carried out under the arrangement
of EMU. Repairs / replacement of B&R & E/M items will be done through MES / CCE
(R&D) as the case may be. Urgent requirement of above service shall be intimated
to the EMU.

(i) Tariff Collection of Transit Facilities (TF) Accommodation: The tariff for TF Ac-
commodation will be levied as the rates fixed by the Competent Authority. The tariff
so collected is the property of Govt. of India and shall be remitted to Govt. after
adopting the laid down procedure as specified by the Estate Manager. It is reempha-
sized that all tariff collected for various services provided at the TF belongs to the
Govt. Failure to follow these orders will lead to recovery of amount from the bill of the
contractor for which the contractor cannot claim relief for payment of wages to his
employees. Collection of rent as per the prescribed rates from the transients and is-
sue of the receipt on behalf of DRDO will be done by the managing agency. The
amount thus collected with nominal roll of the personnel including occupation / vaca-

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 tion details shall be submitted to the DRDO weekly / biweekly / monthly basis as per
the instructions of the Estate Manager.

(j) DTH Connection Recharge: Existing DTH connections / cable connection in lounge
/ common areas / TV room / Living Rooms / Bedrooms etc. have to be recharged
with the package of required channels. The normal rooms shall have a base pack-
age with minimum number of channels as prescribed at Appendix- ‘F’. For Senior
Scientists / Dignitaries' suites, it has to be ensured that channels of all genres are
available plus channels to be provided on Demand for Senior Scientists / Dignitaries.
The Charges for Recharge of DTH connections for all the TVs in all the Transit Fa-
cilities shall be borne by the agency maintaining that Transit Facility. No reimburse-
ment will be made by the department for the DTH connections. The agency main-
taining the TF shall collect the TV charges i.e., Rs. 25 /- per bed (double occupancy)
/ per room (single occupancy) per day from the visiting transients separately. The
bidder may quote the tender accordingly considering the expenses / income towards
/ from the same.

(k) All the equipment and items of the Transit Facilities will be handed over to the in
charge of the managing agency. Once handed over, the safety and security of the
equipment thus handed over will be the responsibility of the managing agency. In
case of any loss or damage arising from any cause other than the accepted risks will
be made good by the managing agency immediately on its detection. The manage-
ment agency will hand over all the equipment and items in their proper condition at
the expiry of the agreement. The inventory of the same will be made out and signed
by the managing agency and DRDO representative.

(l) The contractor shall keep a suggestion box to be provided by the office of Accepting
Authority to record any suggestion / complaints on performance of services, by the
visiting transients / guests and produce to the office of Accepting Authority or its rep-
resentatives for perusal during their visit to ensure that prompt action has been taken
on such complaints and measures taken to avoid their re-occurrence. The contractor
shall attend to all the complaints and address as early as possible to the satisfaction
of the officials of Accepting Authority. It should be produced to the EMU or Engineer-
in-charge when required.

(m)The agreement/ work order between the managing agency, once selected and
DRDO will be for a period of one year from the date of agreement / award of contract
and could be extended for another one year on mutual agreement. However, the
contract may be terminated with a notice of one month by either parties / party in the
normal course or as per other special conditions stipulated / provisioned in the terms
and conditions, without any prejudice to either party. The Estate Manager reserves
the right to modify the duration of contract due to any reasons and the contractor
shall have no objection whatsoever. The extension could be in full or piecemeal, as
the case may be due to admin or other reasons.

(n) If the contractor in the opinion of Estate Manager makes a default at any time pro-
ceeding with the management services with due diligence or fails to comply with any
of the terms and conditions as laid down herein or with the orders properly issued
hereunder, then without prejudice to any of the rights the contract shall be cancelled
and security deposit / Bank Guarantee Bond will be forfeited.

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(o) The Telephone connection provided at the Transit Facility shall be strictly used for
official purposes only. Misuse of telephone by staff will lead to penal deductions as
decided by the Estate Manager. STD connections where provided shall be duly
locked using dynamic locking facility by the Supervisor and will be solely responsible
for use of this facility. List of private calls along with payment shall be deposited by
the contractor separately.

4. DETAILED SCOPE OF WORK FOR TRANSIT FACILITIES / GUEST HOUSE

MANAGEMENT

(A) RECEPTION SERVICES:

(a) Manage the Reception counter by a professional and experienced person who will
attend the guest with decent and hospitable manner; Attend to and address any
guest complaint promptly.

(b) Maintain the check-in and check-out in both Registers and in system

(c) Allot the rooms in the Guest house as per the directives received from the authorised
DRDO Officials.

(d) Receiving the guest’s luggage and be present in the reception desk at all times by
the staff deployed by the contractor. Arrange safe handling of baggage of the guest;

(e) To attend the telephones, and maintain a call traffic register

(f) Maintain the Complaint Register (standard Format) which should be available on
demand;

(g) To arrange emergency transport on payment basis as and when required by the vis-
iting transients / guests;

(h) To provide information with regard to rail/air/ timings and information related to cam-
pus to the guests on request;

(i) To ensure overall cleanliness in the surrounding areas of the Reception Counter,
lobby;

(j) To Report the Room-wise Occupancy status every morning and on as and when re-
quired basis to the In-Charge Transit Facility / Guest house;

(k) To Report non-functional electrical gadgets (Geyser, Fan, lights, AC etc.) and other
maintenance issues of the rooms as well as common areas to the Administrative Of-
ficer through Guest house manager. A register to be maintained for this purpose,
room-wise and the same to be brought to the notice of the In charge, Guest house
daily through receptionist.

(l) At the time of check-out, to ensure that all the items provided in the room (like Re-
mote of TV etc.) are available in the room in case of any missing items the contractor
will be solely responsible to replace the same at no extra cost.

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B) CATERING SERVICES:

(a) All the occupants of the Transit Facilities / Guest House are very special for the De-
partment. Hence, they have to be served delicious, neat and healthy food every time
according to the menu and rates.

(b) The menu & rates will be decided for the catering by a board of officers nominated by
the department will be charged by the contractors from the transients / guests. The
food rates will be revised from time to time as per the prevalent market conditions
through the similar process to be initiated either by the department / as per the re-
quest of the contractor. The contractor shall provide tea / coffee, breakfast, lunch and
dinner as a package and other items to the visiting transients / guest at the regulated
rates as mentioned.

(c) The rates for catering in parties shall be fixed on case-to-case basis based on the
menu other than those indicated above.

(d) Provide services to institute official needs in terms of tea/coffee/milk, snacks and
breakfast / lunch / dinner as per requirement.

(e) The contractor shall arrange to provide Bed coffee / tea, breakfast, lunch, dinner by
ensuring the delicious foodstuffs etc. to the occupants in room service (tea etc.) and
rest all in the designated dining hall. In case of food required by the department, it
shall also be served according to the orders either in the Transit Facility / Guest
House or outside Transit facility / guest house like lawn / Conference Room / Train-
ing centre / Common Room etc., wherever indicated. Food items shall be prepared
in the Transit Facility / Guest House. The food charges shall be collected by the con-
tractor from the customers / guests as per the rates finalised in the schedule.

(f) The contractor has to make his own arrangements for the fuel and cooking gas etc.,
at his own cost.

(g) If fermented foods (Idli, Dosa etc.) are being made then timing should be carefully
maintained to prevent growth of pathogens and toxin formation.

(h) Crockery, cutlery and all equipment and utensils should be kept clean, hygienic, dry
and away from toxic and hazardous elements.

(i) Cracked or chipped dishes, utensils, glasses etc. should be brought to the notice of
the department and to be condemned / discarded as per the procedure.

(j) Food handlers should wear clean and proper clothing. They should cover hair and
wear hand gloves while handling food. Food handlers should avoid following practic-
es while handling food :
i. Chewing or smoking tobacco.
ii. Chewing betel nut or gums.
iii. Touching mouth, tongue, nose, eyes or other body parts.
iv. Spitting, sneezing, coughing etc.
v. Touching ready-to-eat food with bare hands.
(k) FSSAI licensed ingredients should be used for the preparation of food items.

(l) FSSAI licensed soft beverages only should be served to the guests.

(m)The Food Safety and Standards Regulations issued by the FSSAI shall be adopted.

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(n) Good quality & branded refined oil should be used. Use of oils with high trans
fats (like vanaspati) should be avoided as far as possible. Re-use of cooking oil is
banned.

(o) Fresh eggs should be procured daily

(p) Vegetables should be procured daily and should not kept for more than 24hours.

(q) The dining areas, kitchen and entry to the kitchen must be kept neat and clean and
free from odours. The Kitchen, Dining hall and stores should be fumigated twice a
week

(r) The cost of provisions and all ingredients for preparation of food items will be borne
by the contractor.

(s) Standard Beverages to be served by the contractor on demand in rooms at rates not
exceeding MRP.

(t) The Catering and room service shall be run on all days in the year as per the timings
approved by the Secretary.

(u) Packaged food products must be checked for “expiry date‟ / “best before‟ / ‟Use by
date”, “packaging integrity” and “storage conditions”.

(v) Proper rotation of all raw materials and finished materials should be undertaken on
FIFO (First in First Out), FEFO (First Expired First Out) and FMFO (First Manufac-
tured First Out) basis.

(w) Ice should be prepared using potable water.

(x) Only permitted food additives may be added within permissible limits.

(y) Single-use / disposable items such as straws, paper towel, disposable cups and
plates shall not be reused.

(z) No one should be allowed to spit or wash hands / face / body near the dining area.

(aa) Juice concentrates must be checked regularly for any fungal growth / change of
colour, odour or gas formation in the bottle

(bb) Clean and disinfected chopping boards/grinding stone/machine should be used

(cc) All garbage cans should be covered, cleaned daily, sanitized and collected at an
assigned collection point at a public garbage collection system

(dd) Food handlers should wear clean and proper clothing. They should cover hair and
wear hand gloves while handling food.

(ee) The food should be cooked in the Guest House premises only.

(ff) Biodegradable and non-biodegradable wastes should be separated right at the

point of putting them into the bins.

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 (gg) Waste should be suitably disposed of as per the direction of the officers concerned.
Food waste should be disposed of in such a way as not to attract insects and ani-
mals, such as flies, dogs, cats and rodents

C) HOUSE KEEPING & JANITORIAL SERVICES

(a) All systems and processes in Soft Services should be designed to achieve the high-
est standards of hygiene and cleanliness through Innovative approaches and inte-
gration of trained and qualified human resources, state of art equipment’s, eco-
friendly cleaning products and proven processes. The results should be of a superior
quality performance level.

(b) Keeping the rooms ready before arrival of new guest, spraying fragrance to impart
freshness, placing bathing soap & hand washing liquid / soap in bathroom and pro-
vide fresh drinking water.

(c) Cleaning of Rooms, Common Room, TV Room, Conference Hall, if any, kitchen, cor-
ridor, dining hall, toilets, etc. every day and whenever the situation warrants. Clean-
ing includes sweeping of floors with broom followed by wet mopping / scrubbing with
disinfectants/cleaning agents, dusting of furniture, wall tiles, doors and windows, etc.
The materials like brooms, brushes, phenyl and other cleaning materials should be
borne by the contractor.

(d) All soft furnishings such as linens, bed covers, pillow covers, curtains, towels, table
cloth, table mats, napkins, etc., will be provided by DRDO. However, the linen should
be changed with washed ones as soon as the guests vacate the room. If the guests
stay for a longer period, the linen should be changed with washed ones once in three
days. Washing charges for linen will be borne by the contractor.

(e) Collection of garbage/wastes from rooms, building premises, kitchen and disposal to
a designated yard.

(f) To ensure that all the rooms, fixture and fittings attached to the rooms are kept well
cleaned, regularly as specified in the cleaning service (Record to be maintained for
verification).

(g) To ensure that all rooms are provided with following items at any point of time (Rec-
ord to be maintained for verification). These items will be provided by the Institute.
i. Bed Sheet
ii. Bed Cover
iii. Pillow Covers
iv. Blanket
v. Bath Towel
vi. Hand Towel
vii. Tumblers (Glass)
viii. Coasters
ix. Hangers
x. Bucket
xi. Foot Mat
xii. Mug
xiii. Dustbin open
xiv. Dustbin closed
xv. Electrical Kettle
xvi. Cups

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 xvii. Telephone

(h) The Agency shall supply the following toiletries and consumable for each room per
new occupant and replenish every alternate day.
i. Bath Soap 50gms
ii. Shampoo Sachet
iii. The Agency shall supply the following consumables for each room per day.

(i) The Agency shall ensure the following items are replenished promptly in each room.

i. Goodnight/All-out mosquito repellent with refills

ii. Toilet Tissue Rolls (2 nos.)
iii. Room fresheners
iv. Naphthalene balls
v. Battery Cells (in working condition) for AC remotes.

(j) Bedroom linen and Bathroom towels should be changed every second day during
occupancy or more frequently, if required.

(k) All items mentioned above should be of superior / branded quality. The Agency
should provide all these items.

(l) Go-green initiatives should be a part of agency’s mission with the usage of eco-
friendly branded cleaning chemicals.

(D) The service of the House-keeping is round-the-clock operation. It includes the follow-
ings:
1. Cleaning Services
(a) It is necessary to maintain the environment of the guest house in a healthy and
hygienic condition round the-clock at the highest level. All living areas are to be
kept clean and tidy and effective waste collection and disposal arrangements shall
be made. The following jobs are to be carried out under Cleaning Service:

2. Daily Cleaning:
(a) Sweeping of the entire premises;

(b) Damp moping of tiles, vitrified floors, staircases, sidewalls, corridors, passages;

(c) Dusting of desk, table, chair and furniture located in the rooms occupied;

(d) Special attention will be paid to the cleaning of wash basins.

(e) Thorough cleaning and sanitization of the toilets, wash basins, mirrors, dustbins
and WC facilities using suitable non-abrasive cleaners and disinfectants;

(f) All the wash basins, toilets pans should be kept stain free using Harpic/ Sanifresh
etc.;

(g) All surfaces shall be free of germs, soap and mud at the wash rooms/WCs;

(h) Replacement of bathing towels/hand towels on a daily basis in all the WC facili-
ties/wash-up area;

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(i) Cleaning of Door mats; aluminium doors, aluminium Fish plates etc.

(j) Naphthalene balls, urinal cubes, should be supplied sufficiently in the toilets;

(k) Emptying all waste paper baskets from all rooms and washing or wiping them
clean with damp cloth, replacing plastic waste paper basket linings and returning
of items where they were located;

(l) All waste wet and dry from waste paper baskets, kitchen, dining halls etc. will be
collected and disposed off as per the guidelines every day.

3. Weekly Cleaning:
(a) Glass table tops, doors partitions and glass accessories would be cleaned using
solvent;

(b) Cleaning of bath fittings with silvo.

4. Monthly Cleaning
(a) All glass doors, windows of the premises would be cleaned using damp and dry
method;

(b) Cleaning of photos, sculptures, panels, glass/board partitions etc.;

(c) Wipe / clean / polish of all staircases / metal railings, passages, corridors with de-
tergents / brasso / silvo etc.

(d) Dusting /cleaning of Venetian blinds.

5. Quarterly Cleaning:
(a) To remove cobwebs from the entire guest house premises wherever they exist;

(b) Scrubbing of all floor areas;

(c) Carpets in Guest Rooms if any to be cleaned with shampoo by experienced per-
sonnel;

(d) All wooden / leather furniture to be dusted, polished, cleaned with solvent and
maintained in good condition;

(e) Washing/dry cleaning, ironing and refitting of curtains.

Page 45 of 46
 APPENDIX-‘E’

EMPLOYEE PROFILE FORM

कमचारी के िववरण का ा प

Name / नाम :
Name of Post / पद का नाम :
Date of Birth / ज ितिथ :
Affix
Aadhaar Card No. / आधार सं ा :
Passport Size
Father / Husband’s Name : Photo
िपता / पित का नाम
Local Address & Mobile / :
ानीय पता तथा मोबाइल नं
Permanent Address & Mobile :
ाई पता तथा मोबाइल नं
Police Verification :
पुिलस स ापन आ या नही ं
Bank Account Details :
बक खाता िववरण

Educational Qualification & :

experience (if any)
शै ि क यो ता तथा काय अनुभव, यिद
है
UAN / EPF Number :
ESI Number :
Date / िदनां क : Signature
Work Order Number & Date :
Contractor’s Name & Address :
Remarks / िट णी :

Date / िदनां क : Contractor’s Signature

Remarks / िट णी :

Date / िदनां क : Officer-in-Charge

कमचारी िनधा रत काय के यो है / यो नही ं है

Employee is suitable / Not suitable for allotted work

Estate Manager

Signature Not Verified

Digitally signed by MOHANAKUMAR
CHERUPPANPULLIL
Date: 2024.04.30 16:13:18 IST
Location: eProcure-EPROC
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