भारत सरकार, श्रम एवं रोजगार मंत्रालय

GOVT. OF INDIA, MINISTRY OF LABOUR AND EMPLOYMENT

कममचारी भववष्य विवि संगठि
EMPLOYEES’ PROVIDENT FUND ORGANISATION
क्षेत्रीय कायामलय, भुविेश्वर/REGIONAL OFFICE, Bhubaneswar
यूविट/UNIT-9,जिपथ/JANPATH,
भुविेश्वर/BHUBANESWAR,ओविशा/ODISHA -751 022
Telephone:(0674)2543269,2541557, MailID:-ro.bhubaneshwar@epfindia.gov.in
OR/BBS/ADMIN-I/OFFBLDG/DO, CTC-ZO, OD/455/2022/I/138819/2023 Date: 09.10.2023

TENDER NOTICE FOR HIRING OF OFFICE ACCOMODATION AT CUTTACK

EPFO, Regional Office, Bhubaneswar requires office building for rent for
its District Office, Cuttack with carpet area of about 2222 Sq. Ft. (2500 Sq. Ft.
approximately) in area easily approachable to public. The interested State
/Central Govt./Public Sector Undertakings / institutions / organisations /
authorities may send their offer in two Bid System (Technical Bid & Financial
Bid) through offline mode only in the prescribed format on or before 20.10.2023,
2.00 PM to Ms Maushumi Lata Padhi, APFC (Admin) at the address noted above.

Opening Date of issuing EOI : 09.10.2023

Last Date and Time of receipt of EOI: 20.10.2023 (at 2 PM)
Date and Time of opening of EOI : 20.10.2023 (at 3 PM)
Place of opening Tender : EPFO, Regional Office, Bhubaneswar

Sd/-
(MAUSHUMI LATA PADHI)
ASSISTANT P.F. COMMISSIONER (Admn.)
A. TERMS AND CONDITIONS TO BE SATISFIED:

1. The successful party will be declared as ‘the lessor’ which means and includes not only
the party but also his legal heirs, successors, successors in office, legal representatives.

2. Any change in the ownership of the premises shall be notified forthwith by the lessor to
the lessee in writing and such change shall not relieve the succeeding owner of liabilities
under this contract.

3. In case a particular party owns more than one premises and he wishes to submit EoI in
respect of those premises, he should submit separate EoI containing technical document
and price quotation in respect of each premises.

4. In case of co-owners/joint owners, the technical document & Price quotation should be
signed by all the co-owners/joint owners. In case any one of the owners chooses to sign
the EOI documents, he should invariably submit an authorization to do so from the
remaining owners.

5. The building in which office space is offered shall have all basic amenities like proper
water connection/facilities, adequate fire protection system as per local authority
requirements etc. The building should have separate electricity and water connections.
Sufficient wiring and meters should be in place to take up electricity load for air
conditioning of the premises. EPFO shall bear actual charges for consumption of electricity
and water. Owner should undertake to provide separate electricity/water meters for this
purpose.

6. In case of damage to the leased property due to any natural calamities, rioting etc,
EPFO, Regional Office, Bhubaneswar will not undertake to compensate the loss or damage
incurred by the owner of the property.

7. The EOI will be acceptable from the original owner/lease holder/power of attorney
holder of the building/property or their authorized agents. The lease deed would however
be executed by the original owner / lease holder. The lease deed would be executed after
the verification of documents and physical inspection of the premises offered for hire by
EPFO, Regional Office, Bhubaneswar. The building should be legally free from all
encumbrances. The owner has to submit a certificate stating that no case is pending
against the property for which offer is given.

8. The premises should have adequate parking facility.

9. The owner shall mention whether he/she is ready to bear the cost of registration of the
Lease deed.

10. The owner shall sign all the papers of tender documents in token of having
understood the terms and conditions.

11. A non- encumbrance Certificate issued by Registrar Authority for the Last 15 year
must be provided.
 12. No advance/ deposit will be made by EPFO.

13. Rent shall be payable from the date of handing over vacant possession of the
premises for DISTRICT OFFICE of EPFO, after completion of necessary, repairs, renovation,
addition etc.

14. Rent will be payable for the month on or before the 10th of each month following the
month for which the same shall become due.

15. A key plan of the building should be enclosed along with the offer.

16. The premises should have separate Toilets for Ladies and Gents or should undertake
to make arrangements. Sufficient water supply should be available. Source of water supply
needs to be mentioned.

17. Rent will be paid on carpet area. The carpet area means area of the premises less,
wall/columns, staircases, verandah, lobby, balcony, toilets etc. even though the same is
given for EPFO’s use in built up area.

18. The owner of the building has to clearly mention whether she/he is ready to accept
the fair rent to be fixed by the CPWD/PWD or the rent which he/she quotes or whichever
is less.

19. EPFO, RO, Bhubaneswar will not make any security deposit or any brokerage for the
offered property under any circumstances.

20. The lease rental shall be subject to TDS as per the provisions of the Income Tax Act in
force along with all statutory laws as applicable from time to time.

21. All existing and future/enhanced Municipal Corporation taxes, and other taxes, fees
will be paid by owner/ renewal fees towards obtaining NOC from COMPETENT LOCAL
AUTHORITY for commercial use of the premises will be borne by owner of the premises.

22. For the floor area measurement a certificate from the registered architect or any
government authority should be submitted along with the technical document.

23. EOI not conforming to these requirements shall be rejected and no correspondence
will be entertained in this regard whatsoever.

24. After opening of the technical document and before evaluation of the same, the
Committee constituted by the lessee (EPFO, RO, Bhubaneswar) shall inspect the premises
and ascertain its suitability for the purpose of setting the office. In case the Committee
finds the premises not suitable for the purpose of setting up of the office, the technical
document submitted by such a owner will not be evaluated and the Price quotation of the
owner will not be opened. The decision of the committee in this matter willbe final.

25. EPFO, Regional Office, Bhubaneswar reserves the right to shortlist any offer or reject
any offer or cancel the requirement altogether without assigning any reason.

26. Overwriting, alterations, if any, in the document should be signed by the authorized
signatory.
27. The building should be ready to occupy immediately.

28. EPFO, Regional office, Bhubaneswar may, at any time during the period of the rent
/extended rent Period make such structural alterations to the existing buildings such as
partitions, office fixtures and fittings as may be easily removable.

29. Lease Period

A period of 5 (five) years from the date of handing over vacant possession and thereafter
option of further extended period on mutually agreed consent of both the parties with
enhancement of rent at as per DISTRICT OFFICE OF EPFO policy. However, rent may be
revised after the period of 5 year up to 15% on the existing rent or on fair rent certification
from CPWD/PWD of the state Govt. on subsequently on mutual consent. Further, on 3
Month’s Notice, the proposed premises may be vacated by the either party.

30. The Following documents should be submitted along with EOI Document:

i. Copy of ownership certificate.

ii. Copy of latest Tax paid receipt for the commercial use of the building.
iii. Latest encumbrance certificate.
iv. No legal case is pending certificate from owner.
v. Copy of approved plan from local body.
vi. Copy of completion/occupancy certificate from local body.
vii.Fire clearance from the fire department.
viii. Key plan of the premises.
ix. Details of availability of Electrical load.
x. Copy of the latest electrical bill.
xi. Copy of the fair Rent to be issued by CPWD/PWD of the state Govt.
xii. Whether owner is willing to sign EPFO Standards Lease Deed with the condition to renew
the rent after every five year with 15% enhancement.
xiii. Certificate for validity of offer for 6 months.
xiv. Agreement to be registered with the expense of owner. Certificate in this regard if agrees
for the same to be submitted.

i) TECHNO-COMMERCIAL BID -
Interested parties should submit the complete Expression of Interest document,
including Annexure – I, Annexure – II and Annexure - III duly filled in and ink signed at the
bottom of each page, in token of having accepted the terms and conditions. These
documents as well as additional information and the documents called for in EOI document
should be sealed in an envelope superscripted: TECHNICAL DOCUMENT FOR OFFICE
 ACCOMMODATION “EMPLOYEES PROVIDENT FUND ORGANISATION, DISTRICT OFFICE,
CUTTACK”.

ii) PRICE BID

Price Quotation for monthly rent (both in figures and words), in lump sum
strictly as per Annexure-II, may be put in second envelop duly sealed and superscripted:
PRICE QUOTATION FOR MONTHLY RENT FOR ACCOMMODATION “EMPLOYEES
PROVIDENT FUND ORGANISATION, DISTRICT OFFICE, CUTTACK”

Both the envelopes may then be put in another bigger separate cover. This third cover
mayalso be sealed and bear superscription:
“EOI FOR OFFICE ACCOMMODATION FOR “EMPLOYEES PROVIDENT FUND
ORGANISATION, DISTRICT OFFICE, CUTTACK””.

31. The EOI offer should be sent either by speed post or may be submitted in drop box so as
to reach Employees Provident Fund Organisation, Bhavishya Nidhi Bhawan, Regional Office,
Janpath, Unit-IX, Bhubaneswar-751022 on or before 2 PM on 20.10.2023. The EOI should be
submitted by name to Maushumi Lata Padhi, APFC(Admn.).

32. Requests received against the EOI shall be processed in two parts. All information and
documents furnished in response to this invitation including Annexure – I shall be deemed to
be a technical offer. In the event prices are indicated by the party in the Technical document,
the EOI request shall stand rejected. Details furnished in the Technical Offer shall be assessed/
evaluated. Price quotation of only those bidders/Parties shall be opened on a later date whose
Technical Offers are found acceptable and suitable by the committee.

33. Rent charges shall be paid at the fixed rate at the end of each month or as per the Lease
Agreement entered into with the party on the Terms & conditions mutually agreed.

34. In the event of Technical offer being found acceptable, the selected party will be required
to furnish the original copy of the Title Deed of the Property along with proof of identity of the
owner along with photograph(s) before the price bids are opened. Original Documents shall be
returned after decision is taken to open price bids or otherwise.

35. Quoting parties may keep their offer valid for a period of 06 months. (Written statement
should be enclosed).
36. The “Price quotations for monthly rent for accommodation EMPLOYEES PROVIDENT FUND
ORGANISATION, DISTRICT OFFICE, CUTTACK” of the selected technical offers only will be
opened.

37. The decision of EPFO, Regional office, Bhubaneswar will be final and cannot be challenged.

38. If any special offers, additional facilities are there from the owner’s side that may be
mentioned as separate attachment.
 Annexure-I (TECHNICAL BID)

1. Name of Person / Party holding Title to the Property:

2. Nationality of the Owner:
3. Full Postal Address of Property with PIN code:
4. Total Carpet Area in Sqr feet (Floor wise)
5. Contact Details Name:

Mobile No:
Fax:
E-mail:

6. Essential Documents Furnished (please tick mark the correct option)

i. Copy of ownership certificate. YES/NO

ii. Copy of latest Tax paid receipt for the commercial use of the building. YES/NO
iii. Latest encumbrance certificate. YES/NO
iv. No legal case is pending certificate from owner. YES/NO
v. Copy of approved plan from local body. YES/NO
vi. Copy of completion/occupancy certificate from local body. YES/NO
vii.Fire clearance from the fire department. YES/NO
viii. Key plan of the premises. YES/NO
ix. Details of availability of Electrical load. YES/NO
x. Copy of the latest electrical bill. YES/NO
xi. Copy of the fair Rent to be issued by CPWD/PWD of the state Govt. YES/NO
xii. Whether owner is willing to sign EPFO Standards Lease Deed with the condition to renew
the rent after every five year with 15% enhancement. YES/NO
xiii. Certificate for validity of offer for 6 months. YES/NO
xiv. Agreement to be registered with the expense of owner. Certificate in this regard if agrees
for the same to be submitted. YES/NO
 Annexure -II (PRICE BID)

a) Name:
b) Address (office & residence):
c) Address of Property offered:

Sl. No Brief Description Total Carpet area Rent quoted per square Total amount
foot /Month in Rs.

1 Property offered
2 Taxes if any
3 Any other charge
Total

Total Monthly rental (in figures inclusive of every

charge): Rs.Total Monthly rental (in words inclusive of
every charge): Rs.
Incremental/Decremented rates of rent for the extended
period inpercentage:

Signatures:
Name:
Designation:
Note:
a. Quote should be covering all taxes and duties.
b. Total Monthly rental shall be the amount payable by Employees Provident Fund
Organisation, District Office, Cuttack monthly as rent.
c. Rates should be quoted in figures and words without any errors, overwriting or corrections
and should include all applicable taxes etc. In case of any discrepancy between the amount
mentioned in number and words, the amount mentioned in words shall prevail.
 Annexure-III

DECLARATION

I …………….......s/o …………………. here by offer the premises stated in the Annexure I for

rent to Employees Provident Fund Organisation, Regional office, Bhubaneswar. Whatever

is stated in the EoI documentis true to the best of my knowledge and ability. I have not

changed the contents of the EoI document and have duly verified and signed the same.

Yours faithfully,

Name & signature with stamp (if

any) of party or
Authorized Signatory