Office of the Dy. General Manager (Nwo)/Ambattur

OFFICE OF THE DY. GENERAL MANAGER (NWO)/AMBATTUR

CHENNAI TELEPHONES

AMBATTUR TELEPHONE EXCHANGE BUILDING

C.T.H. ROAD, AMBATTUR, CHENNAI 600 098

TENDER NO.DE/AMB/HOUSE KEEPING TENDER/15-16/ DATE : 24.02.2016

********

LAST DATE OF SUBMISSION OF TECHNICAL BID : UP TO 14.OOHRS. ON 21.03.2016

TIME OF BID OPENING : AT 14.30HRS. ON 21.03.2016.

Cost of Tender Document: Rs.525/-(Rs.500/- plus 5% VAT)

Issued to Shri/Smt./M/s.

Issued on :

TOTAL PAGES : 29

1 TENDER DOCUMENT FOR HOUSE KEEPING SERVICES IN THE ADMINISTRATIVE OFFICE OF AMBATTURTELEPHONE EXCHANGE BUILDING/C.T.O.,/C.S.C. BUILDING/PANNEER NAGAR DLC/10 RSUs of AMBATTUR DIVISION OF BSNL, CHENNAI TELEPHONES

Table of Contents

S.No. Details Page Section – I 1. Notice Inviting Tender 3

2. Services 6

3. Instruction to Bidders 7-15

Section – II 1. General (Commercial) Conditions of Contract 16-18

2. Special Conditions of Contract 19-20

Section – III I. Bid Form 21

II Performance of Security Bond Form 22-23

III Authorization Letter for attending Bid opening 24

IV Certificate – (Non participation of near relative) 25

V Form –V ( Undertaking) 26 Section-IV I Financial Bid II Form II – List of Consumables 28 ANNEXURE-1 –n Schedule of Cleaning Activities 29

2 CHENNAI TELEPHONES O/o Deputy General Manager(AMB)

Ambattur Telephone Exchange Building

C.T.H. Road, Chennai – 600 098

TENDER NO.DE/AMB/HOUSE KEEPING TENDER/15-16/01 DATE :_24.02.2016

Notice Inviting Tender for provision of House keeping services

1. The General Manager (North) on behalf of BSNL, Chennai Telephones, invites wax Sealed Tenders for House Keeping of the Ambattur Telephone Exchange Building, the office of Deputy General Manager (NWO), Ambattur, D.E. (Internal) office, Commercial and A.O. (TR) offices, D.E. (External) Office building, D.T.O./C.S.C. Building and 10 (Ten) RSU Exchange buildings, Panneer Nagar DLC building under Deputy General Manager (NWO), Ambattur, for a period of one year. The scope of work as detailed in section - I. The interested bidders shall quote their rates for the above services in the enclosed tender offer proforma in section – IV form I, Materials to be used in section – IV form IIand an undertaking to be submitted in Form V of section - III.

2. Tender should be accompanied with an EMD of Rs.14,805/- (Rupees Fourteen Thousand Eight Hundred and Five only) by crossed Bank Demand Draft from any of the Nationalized Bank of India drawn in favour of Accounts Officer (Cash) North Business Area, Chennai Telephones, No.1,-NSC bose road, FBR Tele. Exchange Building, Chennai, 600001. The estimated annual cost of the work is Rs. 7,40,269/- (Rupees Seven lakhs Forty Thousand Two Hundred Sixty Nine only). The sealed tenders for the above, superscribed as “Tender for House Keeping Services in Administrative office Buildings/Office buildings/RSUs under the control of the Deputy General Manager (NWO), Ambattur, Chennai 600 098, shall be deposited in the Tender Box kept at the ground of the Telephone Exchange Building up to 14 -00.Hrs. of 21.03.2016 and the same will be opened at 14-30 Hrs of the same day in the presence of the authorized representatives of the participants of the tender.

3. Cost of the Tender Form is Rs.525-00 (inclusive of VAT 5%) and the tender form is available at the cash counter in the O/o A.O (C&A), NBA), No.1, NSC Bose Road, FBR

3 Tele. Xge, Chennai, 600001, with effect from 29.02.2016. The tender document can also be down loaded from website www.chennai.bsnl..co.in. In such case, the cost of the document Rs.525/= (Rupees Five hundred twenty five only) may be submitted in the form of Demand Draft drawn in favour of Accounts Officer (Cash) North Business Area, Chennai Telephones in addition to the EMD as described in S.No.2 above.

4. Firms registered with National small scale industries corporation/SSI/ (A Govt of India undertaking) Micro, small and medium enterprises development Act, 2006 (MSMED) under single point registration scheme for the item tendered may not be required to pay cost of the tender document if the value of the procurement is less than their monetary limit and exempted from Bid security (EMBF) up to the amount equal to this monetary limit subject to maximum of Rs.50,00,000 (Rs.Fifty lakhs only) provided on submission on documentary evidences viz., the attested Photostat copy of the current NSIC registration certificate. The NSIC which contain a without limit (no limit) as monetary limit is not considered as a valid certificate and the firm is not exempted from paying the cost of the tender document and also bid security (EMD).

5. GM (North) reserves the right to accept or reject any or all the tenders without assigning any reason whatsoever. Incomplete tenders and tenders received after the due date/time will not be entertained. Tender will be opened in the presence of the tenderers or their authorised representatives.

DEPUTY GENERAL MANAGER (AMB) AMBATTUR

4 SECTION I

1. Scope of Work

1.1 Quantum of work:-

Maintenance of the office premises neat and clean, cleaning of all toilets, washbasins and urinals at the office of D.G.M. (NWO), Ambattur, Ambattur RSU Telephone

Exchange, all Internal Offices, the office of the Divisional Engineer (External), the RSU buildings of Kallikuppam, Ambattur OT, Mogappair West, Mogappair East, Padi, Kolathur,

Kumaran Nagar, Ayyapakkam, Korattur, ILP, the buildings of D.T.O./C.S.C., located within the premises of Ambattur Telephone Exchange complex and the Panneer Nagar DLC

buildings under the control of the Division:- t t s t LOCATION F F

. h q q g s i S S

Mopping and sweeping of Carpet and open area. i n n s i i s s l

t s a a a a e n b l e e n

i a i r r h r o F A A s T

U t a n e e W p p r O a C 1 Ambattur MSU Exchange Building 25,800 5,200 7 12 10 320 30

2 D.E. (External) Ambattur Office Building 2,765 1,200 8 3 9 70 24

3 Kallikuppam RSU Office Building 6,000 2,600 4 0 4 37 14

4 Ambattur OT RSU Offce Buidling 2,946 480 4 0 1 120 17

5 Mogappair West RSU Office Building 2,700 0 2 0 2 11 14

6 Mogappair East RSU OfficeBuilding 2,350 4,800 2 3 4 40 0

7 Padi RSU OfficeBuilding 3,400 100 1 0 0 12 0

8 Kolathur RSU OfficeBuilding 1,050 400 2 0 2 19 4

9 Kumaran Nagar RSU OfficeBuilding 1,300 600 2 0 3 24 18

10 Ayyapakkam RSU OfficeBuilding 1,200 350 2 0 2 25 6

11 Korattur RSU OfficeBuilding 1,600 150 2 0 2 0 0

12 ILP RSU Office Building 1,086 0 0 0 0 0 0

13 Panneer Nagar DLC Building 300 3,600 0 0 0 0 0

14 D.T.O./C.S.C. Office premises 2,150 900 3 2 4 24 11

Grand Total 54,647 20,380 39 20 43 702 138

5 2. Services:-

2.1 The House keeping services cover the entire cleaning and upkeep of office premises as listed at 1.1 of section I. The scope of work in detail includes:-

. Sweeping and mopping of all floors daily/ as and also when required during the day. . Removal of garbage/ packing material from all the rooms/ halls / staircases daily. . Removal of cobwebs. . Cleaning of toilets/ washbasins twice a day (with detergent). . Cleaning of Windows/doors/ balconies/roof once in a week/as and when required. . Cleaning of dustbins, and buckets with detergent at least once a week and as and when required during the week. . Cleaning of carpet, sofa sets and curtains with vacuum cleaner once in a week. . Proper cleaning of brass doors knobs and name plates with brassoo – once in a week.

2.2 Toiletries and other cleaning materials to be provided should be of high quality and branded one. 2.3 The schedule of activities are enclosed in Annexure I in this section.

2.4Period of Contract:-

The contract is initially for a period of one year and is extendable for a further period one year or part thereof on mutual agreement. In such a case, additional Security Deposit shall be paid by the Contractor for the extended period @ 10% of the extended value.

2.5Penalty:-

If the quality of House Keeping Service is not satisfactory:

a) A penalty of Rs. 0.75 per sq. ft./day for the affected area shall be imposed by BSNL (or) a penalty of Rs. 500/- (Rupees five hundreds only) will be deducted for each day/per floor or for open areas or toilets/urinals in any floor, if general cleaning is not carried out satisfactorily.

b) A penalty of Rs. 300/-(Rupees three hundreds only) per person will be deducted in case of non-availability of required number of HK staff on any day in the office/building.

c) Bills should be submitted within 15 days on completion of every month. Non submission of monthly bills in time will invite 5% of bill amount as penalty for the delay beyond one month and up to 2 months. Bills submitted after three months are liable for rejection and the claim will be forfeited.

d) Non-payment to the House Keeping Staff in time is liable for legal actions as per the existing labour acts and also liable for forfeiture of the Security Deposit. Further, such failure to pay the salary to the House Keeping Staff does not make liable to

6 BSNL in any manner and all liabilities in respect of any payment to the HK staff shall be on the Tenderer.

e) The above penalties will be made by way of deductions in monthly bill amount by the A.O. (Cash), North Business Area. Such deductions by way of penalty do not devolve the liability of the Tenderer making payment to the HK staff under the labour laws. The decision of the Dy. General Manager (NWO)/Ambattur will be final in all the above matters either for the whole day or part thereof.

3.Instructions to Bidders

3.1. Eligibility Conditions

(a) Registered Office or one of the branch office of the bidder should be located in Chennai.

(b) The bidder must be in possession of requisite license which is valid and current as required under the laws of land for running the House keeping service from the specified address. A copy should be enclosed in proof of the same.

(c) The bidder should have experience of minimum period of two years (during last 4years) for similar type of contract of providing house keeping services to Govt. Organization or any large public sector (central/state)

(d) The bidder should be registered with Income Tax and Service Tax Depart- ments. Relevant copy should be enclosed in proof of the same like PAN card STR Number.

(e) The bidder should be registered with Department of Labour under Emp- ployees Provident Fund and Employees State Insurance Acts. Relevant copy(ies) should be enclosed.

(f) A copy of the Licence obtained from the Central Labour Commissioner for engaging labourers specifially for the House Keeping works.

3.2. Cost of Bidding

The bidders shall bear all costs associated with the preparation and submission of the bid. BSNL shall in no case be responsible for these costs regardless of the conduct or outcome of the bidding process.

3.3. Bid Document

3.3.1 Bid document includes

a. *Notice Inviting Tender. b. *Instruction to bidders. c. *General (Commercial) conditions of the Contract. d. *Special conditions of contract, if any. e. *Bid Form. f. EMD Form. g. Performance Security Bond Form.

7 h. Documents in the support of eligibility condition as per clause3.1(a) to (e). i. Certificate/undertaking of non-participation of near/close relative of BSNL employees (If there are more than one Owner/Directors, Separate certificate from each is required.). *Each page should be duly signed & stamped by Authorized Signatory. j. NSIC documents as detailed at NIT who is claiming exemption under NSIC.

3.4 The bidder is expected to examine all instructions, forms, terms and specifications in the Bid Documents. Failure to furnish all the information required as per Bid Documents or submission of the bids not substantially responsive to the Bid Documents in every respect will be at the bidder’s risk and may result in rejection of the Bid.

3.5 A prospective bidder requiring any clarification on the Bid document shall notify BSNL in writing. BSNL shall respond in writing to any request for the clarification of bid document, which it receives not later than 3 working days prior to the date of opening of Tender.

3.6 Any clarification issued by BSNL in response to query raised by prospective bidders shall form an integral part of bid documents and it may amount to an amendment of relevant clauses of the bid documents.

4. AMENDMENT TO BID DOCUMENT

(i) At any time, prior to the date of submission of bid, BSNL may, for any reason whether at its own initiative or in response to a clarification required by a prospective bidder, modify the bid documents by amendments.

(ii) The amendments shall be notified in writing to all prospective bidders on the address given at the time of purchase of the Bid Document and these amendments will be binding on them. It would be notified on our website also.

5. DOCUMENTS COMPRISING THE BID

The bid prepared by the bidder shall comprise the following components

a. Documentary evidence established in accordance with clause 3.1 (a) to (e) that the bidder is eligible to bid and is qualified to perform the contract if his bid is accepted. b. EMD furnished is in accordance with clause 8 c. Bid Form and price schedule completed in accordance with clause 6 d. Partnership Deed or proprietorship deed or Articles/Memorandum of Registration/Association as the case may be. e. The bidder shall furnish the particulars of his past performance with PSUs/Government agencies. f. Non-participation of any close relative as per form IV of Section III g. A clause by clause compliance as per clause 9.3

8 h. Original Power of attorney for signing in case where the tender document is signed by other than the proprietor.

6. BID FORM

The bidder shall complete the Bid Form as per Form – I of Section III and the appropriate price schedule (Form-I of Section IV) furnished in the bid document covering the services to be rendered.

7. PRICE BID.

(i) The contractor shall quote as per price schedule for all types of work given in the schedule of requirement (as per Form I) of Section IV, the cost. (ii) A bid submitted with an adjustable price quotation will be treated as non- (iii)responsive and rejected. (iv)Discount or extra charge, if any, mentioned by the bidders shall not be considered unless these are specifically indicated in the price schedule (iv) Prices charged by the contractor for services performed under the contract shall not be higher than the prices quoted by the contractor in his bid.

(v) No revision of price will be permissible on account of revision of necessary items /any in-puts prices or cost of labours etc. No escalation during the period of contract would be allowed on any account.

8. EARNEST MONEY DEPOSIT (EMD)

8.1 The bidder shall furnish, as part of his bid a bid security in favour of ‘BSNL Chennai Telephones’ in the form of D.D for an amount of Rs.14,805/- issued by a Scheduled Bank in India. The EMD may also be paid by cash to AO (CASH) office of Addl. GM (C&A) NBA, CHTD.

8.2 The bid security is required to protect the BSNL against the risk of bidder’s conduct, which would warrant the security’s forfeiture, pursuant to Para 8.6.

8.3 A bid not secured in accordance with Para 8.1 & 8.2 shall be rejected by the BSNL as non-responsive at the bid opening stage and returned to the bidder without opening financial bid.

8.4 The bid security of the unsuccessful bidder will be discharged/returned as promptly as possible as but not later than 30 days after the expiry of the period of the bid validity prescribed by the BSNL.

8.5 The successful bidder’s bid security will be discharged upon the bidder’s acceptance of the Letter of Intent satisfactorily in accordance with clause 18 and furnishing the performance security.

9 8.6 The bid security may be forfeited: (a) If the bidder withdraws his bid during the period of bid validity specified by the bidder in the Bid form; OR (b) In the case of successful bidder, if the bidder i. Fails to sign the contract in accordance with clause 20 Of "INSTRUCTION TO BIDDERS' UNDER Section I; OR ii. Fails to furnish performance security in accordance with clause 2 of "General Conditions of Contract" Section II; OR iii. Fails or refuses to honour his own quoted price for House keeping service or part thereof (c) In both the above cases i.e. 8.6 (a) & (b), the bidder will not be eligible to participate in the tender for one year from the date of issue of Letter of intent. The bidder will not approach the court against the decision of BSNL in this regard. 9. FORMAT AND SIGNING OF BID

9.1 The original bid and all copies of bid shall be typed or printed and all the pages numbered consecutively, shall be signed by the Bidder or a person or persons duly authorized to bind the bidder to the contract. The letter of authorization shall be indicated by written power of attorney accompanying the bid. All pages of the original bid, except for unamended printed literatures, shall be signed by the person or persons signing the bid.

9.2 The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the bidder, in which case the person or persons signing the Bid shall initial such corrections.

9.3 A clause by clause compliance of services to be provided shall be given for all the clauses stipulated in Section I, II, III and IV of the tender document. In case of deviation a statement of deviation shall be given separately.

10. SUBMISSION OF BIDS (SEALINGS AND MARKINGS OF BIDS)

10.1 Three envelopes are to be sealed separately and then placed in another bigger envelope and duly sealed. The three envelopes should consist of :

i) First envelope (sealed) consisting Technical and Commercial information along with Form I, III and IV of Section III of the tender document.

ii) Second envelope (sealed) containing Bid Security as per Clause 8 of Section I of bid document.

iii) Third envelope (sealed) consisting the Financial bid as per Form I and II of Section IV of bid document.

10 10.2 (a) The envelopes shall be addressed to the purchaser at the following ` address: Sri. C.K. BHASKARAN DEPUTY GENERALMANAGER(NWO) AMBATTUR AREA Chennai Telephones, BSNL II Floor, Ambattur Telephone Exchange Building C.T.H. Road, Ambattur,CHENNAI 600 098

(b) The envelope shall bear the tender number and the words ‘DO NOT OPEN BEFORE’ (due date and time) and should be deposited in the tender box kept at above address (10.2) before 1430 hrs of………………….

(c) The inner and outer envelop shall indicate the name and address of the bidders to enable the bid to be returned unopened in case it is declared “late” or rejected.

(d) Tender may be sent by Registered Post/delivered in person to/at the address given above at 10.2 (a). The responsibility for ensuring that the tenders are delivered in time would vest with the bidder.

(e) Bids delivered in person on the day of tender opening shall be delivered up to 1430 hours to the address given in 10.2(a) above. The purchaser shall not be responsible if the bids are delivered elsewhere.

(f) Venue of the Tender Opening: Tender will be opened at DE (PML) chamber, at the above same address at 15.00 hours on the due date. If due to administrative reason, the venue of Bid opening is changed, it will be displayed prominently on notice board at Ground Floor Reception Hall of the same building.

10.3 If envelops are not sealed and marked as required at para 10.1 and 10.2, the bids shall be rejected.

11 SUBMISSION OF BIDS:

11.1 The bids must be received by the Purchaser at the address specified under para 10.2 of instructions to the bidders not later than 1400 hours on due date.

11.2 The purchaser may, at its discretion, extend this deadline for the submission of bids by amending the Bid Document in accordance with clause 4 in which case all rights and obligations of the purchaser and bidders previously subject to the deadline will thereafter be subjected to the deadline as extended.

11.3 Not more than one independent and complete offer shall be permitted from the bidder.

11 12 Late Bids: Any bid received by the purchaser after the deadline for submission of bids prescribed by the purchaser pursuant to clause 10.2 (b) shall be rejected and returned unopened to the bidder.

13 Modification and Withdrawal of Bids

13.1 The bidder may modify or withdraw his bid after submission provided that the written notice of the modification or withdrawal is received by the purchaser prior to the deadline prescribed for submission of bids.

13.2 The bidder’s modification or withdrawal notice shall be prepared sealed, marked and dispatched as required in the case of bid submission in accordance with the provision of clause 11. A withdrawal notice may also be sent by FAX but followed by a signed confirmation copy by post not later than the deadline for submission of bids.

13.3 Subject to clause 15 of instructions to bidders, no bid shall be modified subsequent to the deadline for submission of bids.

BID OPENING AND EVALUATION:

14 Opening of Bids by Purchaser:

14.1 The Technical bids and financial bid shall be opened by the Officer designated by BSNL, in the presence of the bidder’s or their authorized representative (Maximum of two representative of any bidder) on the date at DE/PML, No.1, By-pass road, Poonamallee, Chennai-600 056.

14.2 The date fixed for opening of bids, if subsequently declared as holiday by the BSNL, the revised date of schedule will be notified. However, in absence of such notification, the bids will be opened on next working day, time and venue remaining unaltered.

14.3 Before outright rejection of the Bid by Bid-opening team for non-compliance of any of the provisions the bidder company is given opportunity to explain their position, however if the person representing the company is not satisfied with the decision of the Bid opening team, he/they can submit the representation to Bid- opening team immediately but in no case after closing of the tender process with full justification quoting specifically the violation of tender conditions if any.

Bid opening team will not return the bids submitted by the bidders on the date of tender opening even if it is liable for rejection and will preserve the bids in sealed cover as submitted, by taking signatures of some of the desirous representatives of the participating bidder/companies present on the occasion.

The In-charge of the Bid opening team will mention the number of bids with name of company found unsuitable for further processing on the date of tender opening and number of representations received in Bid opening Minutes and if Bid opening team is satisfied with the arguments of the bidder/company mentioned in their representation and feel that there is prima-facie fact for

12 consideration, the incharge of the Bid opening team will submit the case for review to competent authority, as early as possible preferably on next working day and decision to this effect should be communicated to the bidder company within a week positively. Bids found liable for rejection and kept preserved on the date of tender opening will be returned to the bidders after issue of P.O. against the instant tender.

If the reviewing officer finds it fit to open the bid of the petitioner, this should be done by giving three (working) days notice to all the participating bidders to give opportunity to desirous participants to be present on the occasion.

15 Clarification on Bids :

To assist in the examination, evaluation and comparison of bids, the purchaser may, at its discretion ask the bidder for the clarification of its bid. The request for the clarification and the response shall be in writing. However, no post bid clarification at the initiative of the bidder shall be entertained.

16 Preliminary Evaluation:

16.1 BSNL shall evaluate the bids to determine whether they are complete, whether any computational errors have been made, whether required documents have been furnished, whether the documents have been properly signed and whether the bids are generally in order.

16.1.1 The technical bids shall be evaluated initially. The price bid of the technically acceptable bids shall be opened subsequently on a day fixed by BSNL and evaluated separately. The date of opening of the price bid shall be communicated to the technically acceptable bidders individually and they may depute their representative on the day of opening of financial bid.

16.2 Prior to detailed evaluation, BSNL will determine the substantial responsiveness of each bid to the bid document for purpose of these clauses. A substantially responsive bid is one, which confirms to all the terms and conditions of bid documents without material deviation. The BSNL determination of bid’s responsiveness shall be based on the contents of the bid itself without recourse to extrinsic evidence. A bid determined as substantially non responsive will be rejected by BSNL and shall not subsequent to the bid opening be made responsive by the bidder by correction of the non-conformity.

16.3 BSNL may waive any minor infirmity or non-conformity or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any bidder.

13 17 EVALUATION

17.1 BSNL shall evaluate the bids to determine whether they are complete, whether any computational errors have been made whether documents have been properly signed and whether bids are generally in order.

17.2 If there is a discrepancy between words and figures the amount in words shall prevail. Prior to detailed evaluation, BSNL will determine the substantial responsiveness of each bid to the bid document. A substantially responsive bid is one, which confirms to all the terms and conditions of bid documents without material deviation. A bid determined as substantially non-responsive will be rejected by BSNL.

17.3 BSNL shall evaluate in detail and compare the substantially responsive bids and comparison of bids shall be on the price of the services offered inclusive of all levies and charges as indicated in the price schedule in section IV of the bid document.

17.4 The bids shall be evaluated on package basis of the total monthly cost of house keeping of area (Building area, Garage area and Open area) as per Para1 – Quantum of work under Scope of work corresponding to rates quoted under Price Schedule of Form I Sec IV of Tender document.

18. AWARD OF CONTRACT

BSNL shall consider placement of letter of intent to the bidder whose offer has been found technically, commercially and financially acceptable. The bidder shall within 7 days of issue of Letter of Intent, give his acceptance along with performance security in conformity with Form II of Section III of the bid document.

19 RIGHT TO VARY QUANTITIES

BSNL reserves the right during the period of contract to increase or decrease upto 25% of the tendered area of services specified in the scheduled of requirements with private basis in hiring charges of the offered quantity or other terms and conditions. However as stated clause 1.1 of Section I BSNL shall place order as per the actual requirements only from time to time.

20 SIGNING OF CONTRACT

20.1 Signing of Agreement shall constitute the award of house keeping contract on the bidder.

20.2 Upon the successful bidder furnishing the Performance Security in pursuant to clause 2.1 of Section II, the BSNL shall discharge the EMD in pursuant to clause- 8 Section I,

14 21 ANNULMENT OF AWARD

Failure of the successful bidder to comply with the requirement of clause 20 shall constitute sufficient ground for the annulment of the award and forfeiture of the EMD in which event BSNL may make the award to any other bidder at the discretion of BSNL or call for new bids

22. PERIOD OF VALIDITY OF BIDS

(i) The bid shall remain valid for 150 days after the date of opening of bids. A bid valid for a shorter period shall be rejected by BSNL as non-responsive.

(ii) A bidder accepting the request of BSNL for an extension to the period of bid validity, in exceptional circumstances, will not be permitted to modify his bid.

15 Section II.

I. GENERAL (COMMERCIAL) CONDITIONS OF CONTRACT

1. APPLICATION Submission of bid against this offer shall bind the bidder for the acceptance of all the conditions specified herein or in NIT unless otherwise agreed by BSNL

2. PERFORMANCE SECURITY

2.1 The successful bidder shall be required to deposit an amount equal to 10% of annual contract value within 7 days of issue of letter of intent, as performance Security. If the Contract is extended on mutual consent, additional Security Deposit @ 10% of the extended value shall be paid by the Contractor.

2.2 Performance Security shall be submitted in the form of Bank Guarantee issued by a scheduled Bank and the proforma is provided at Form II of Section III of the bid document valid for three years.The contractor shall continue to be liable for balance if any,due to extension of conduct by way of DD.

2.3 Performance Security will be discharged after completion of contractors’ performance obligations under the contract.

2.4 If the contractor fails or neglects any of his obligations under the contract it shall be lawful for BSNL to forfeit either whole or any part of performance security furnished by the bidder as penalty for such failure

3. EXECUTION TIME LIMIT

The time period as stipulated in the contract or letter of intent shall be deemed to be essence of the contract.

4. PAYMENT TERMS

(4.1) The contractor shall submit his bill on monthly basis on the expiry of the calendar month to the designated officer/officers. The designated officer of BSNL shall oversee the work and certify the satisfactory performance of the work of the contractor.

(4.2) Payment will be made after submission of the bill after due verification.

(4.3) Along with the bill, the following information should be furnished. Each bill of the contractor must be accompanied by the, 1. List showing the details of labourers/employees engaged; 2. Duration of their engagement; 3. The receipts of the amount of wages paid to such labourers/employees for the duration in question; 4. Amount of EPF/ESI contribution of both employer and employee for the duration of engagement in question paid to EPF/ESI authorities and 5. Copies of authenticated documents of such payments and a declaration from the contractor regarding compliance of the conditions of EPF ACT 1952.

(4.4) Payment is released through ECS on monthly basis against bills.

16 (4.5) Income Tax shall be deducted against bills submitted.

(4.6) The printed invoices shall indicate the Service Tax Registration number, PAN ESI, EPF CODE.

5. PRICES

5.1 prices charged by the contractor for the services performed under the contract shall not be higher than the prices quoted by the contractor in his bid.

5.2 In the case of reduction of Statutory Levies/Taxes during the finalization period of tender, the BSNL reserves the right to ask for reduction in the prices.

6. TERMINATION OF CONTRACT

6.1 BSNL may without prejudice to any other remedy for breach of contract may terminate the contract in whole or in parts.

(a) If the contractor fails to provide service within the period(s) specified in the contract or any extension there of granted by BSNL;

(b) If the contractor fails to perform any other obligation(s) under the contract.

7. TERMINATION FOR INSOLVENCY

BSNL may also by giving written notice and without compensation to the contractor terminate the contract if the contractor becomes unwilling, bankrupt or otherwise insolvent without affecting its right of action or remedy as hirer.

8. FORCE MAJEURE

If any time, during the continuance of this contract, the performance in whole or in part by either party of any obligation under this contract is prevented or delayed by reason of any war, or hostility, acts of the public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restrictions, Strikes, lockouts or act of God (hereinafter referred to as events) provided notice of happenings, of any such eventuality is given by either party to the other within 3 days from the date of occurrence thereof, neither party shall by reason of such events be entitled to terminate this contract nor shall either party have any claim for damages against the other in respect of such non performance or delay in performance under the contract shall be resumed as soon as practicable after such an event may come to an end or cease to exist and the decision of BSNL as to whether the supplies have been so resumed or not shall be final and conclusive, provided further that if the performance in whole or part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 60 days either party may, at his option terminate the contract.

9. ARBITRATION

17 In the event of any question, dispute or difference arising under the agreement or in connection there with (except as to matter the decision to which is specifically provided under this agreement), the same shall be referred to sole arbitration of the CGM BSNL Chennai Telephones. In case his designation is changed or his office is abolished then in such case to the sole arbitration of the officer for the time being entrusted whether in addition to the functions of the CGM, or by whatever designation such officers may be called (hereinafter referred to as the said officer) and if the CGM. or the said officer is unable or unwilling to act as such, then to the sole arbitration of some other person appointed by the CGM or the said officer. The agreement to appoint an arbitrator will be in accordance with the Arbitration and Conciliation Act, 1996.

The arbitrator may from time to time with the consent of both the parties enlarge the time frame for making and publishing the award. Subject to aforesaid arbitration and conciliation Act, 1996 and the rules made there under, any modification thereof for the time being in force shall be deemed to apply to the arbitration proceeding under this clause.

The venue of the arbitration proceeding shall be the Office of CGM,BSNL Chennai Telephones, Chennai - 10 or such other places as the arbitrator may decide

10. SET OFF

Any sum of money due and payable to the contractor (including Security Deposit refundable to him) under this contract may be appropriated by BSNL and set off the same against any claim of BSNL for payment of a sum of money arising out of this contract or under any other contract made by contractor with BSNL.

11 The Tenderer should give a certificate that none of his/her near relative is working in BSNL Chennai Telephones. In case of proprietorship firm certificate will be given by the proprietor, for partnership firm certificate will be given by all the partners and in case of limited company by all the directors of the company. Any breach of these conditions by the company or firm or any other person, the tender/work will be cancelled and earnest money/security deposit will be forfeited at any stage whenever it is so noticed. BSNL will not pay any damages to the company or firm or the concerned person. The company or firm or the person will also be debarred for further participation in any tender of BSNL Chennai Telephones.

The near relatives for this purpose are defined as:

(a) Members of a Hindu undivided family. (b) They are husband and wife. (c) The one is related to the other in the manner as father, mother, son(s), & son’s wife (daughter in law), daughter(s) & daughter’s husband (son in law), brother(s) and brother’s wife, sister(s) and sister’s husband (brother-in-law).

The format of the certificate is given at Form IV of Section III.

18 II SPECIAL CONDITIONS OF CONTRACT

1. The special conditions of contract shall supplement the “Instructions to the Bidders” as contained in section I and General (Commercial) Conditions of the Contract as contained in section II and wherever there is a conflict, the provisions herein shall prevail over those in section I and General (Commercial) Conditions of the contract.

2 In case the date fixed for opening of bids is subsequently declared as holiday by the BSNL, the revised schedule will be notified. However, in absence of such notification, the bids will be opened on next working day, time and venue remaining unaltered.

3. BSNL reserves the right to disqualify such bidders who have a record of not meeting contractual obligations against earlier contract entered into with BSNL.

4. BSNL reserves the right to blacklist a bidder for a suitable period in case he fails to honour his bid without sufficient ground.

5. If any dispute arises out of or in relation to this contract between BSNL and the contractor the same shall be settled amicably first through conciliation failing which the said dispute shall be referred to Chief General Manager, Chennai Telephones, and in case the said CGM Chennai Telephones is unable to arbitrate the dispute due to pre occupancy or emergency, any legal or financial implication would rest with the contractor.

6. The engagement and employment of labourers and payment of wages to them as per existing provisions of various labour laws and regulations is the sole responsibility of the contractor and any breach of such laws or regulations shall be deemed to be breach of this contract. BSNL may ask the contractor to produce documents to verify that these provisions/laws are complied with by the contractor.

(a) All wages allied benefits such as leave, ESI, PF, Gratuity , Bonus etc, shall be paid by the contractor and BSNL shall not incur any liability or additional expenditure whatsoever for personnel deployed.

7. No sub-contracting is permissible by successful tenderer/contractor.

8. The contractor shall assign the job of providing house keeping service only to qualified experienced licensed workers and also assume full responsibility for the safety and security of the officers/officials as well as essential store items while performing duties. BSNL shall have no direct or indirect liability arising out of such negligent, careless work which is an offence under relevant section under IPC and any loss caused to BSNL have to be compensated by contractor.

9. The contractor shall also ensure effective supervision of the House keeping services for efficient services in all the locations.

10. The contractor would ensure healthy industrial relations with his staff and settle workers grievances without disruption of the House keeping services.

19 11. The contractor shall issue name badges to all its representatives and ensure that they wear them while on duty. Contractor shall issue to all its workers, Identity cards bearing their photographs. This shall be ensured by the contractor, without any extra cost to BSNL.

12. The contractor shall be liable for any legal dispute/case/claims that have arisen or may arise during the currency of the contract, within the jurisdiction of Chennai court only.

13. The contractor shall be responsible for compliance of all the laws rules/regulations and Govt. instructions that are/will be applicable to and aimed to protect the interest of the employees/worker engaged by it and shall ensure payment of all the statutory dues/liabilities as may have arisen during the past ‘or’ may arise during the course of performance of contract.

14. Notwithstanding anything contained in the Bid document, the successful bidder shall have to furnish an unequivocal and unqualified undertaking/declaration to indemnify BSNL at the time of signing of agreement

15. Labour laws: The contractor, when awarded with the work, is required to follow and comply with all the provisions of the contract as well as State legislations. The contractor is also required to satisfy the authorities of BSNL regarding Labour laws,

16. The contractor should obtain labour licence for this work awarded and submit with in 15 days from the date of award of tender as agreed by the bidders undertaking vide form V of section III. 17. Minimum wages act: The contractor will ensure payment as per minimum wages act.

Section III

20 FORM – I

BID FORM

Tender No…………… Date………………

A: (Name & Address of the Purchaser)

Dear Sir,

1 We, undersigned, offer to provide House Keeping Services in conformity with the conditions of contract and specifications for the sum shown in the schedule of prices attached herewith and made part of this Bid.

2 We undertake, to enter into agreement within one week of being called upon to do so and bear all expenses including charges for stamps etc and agreement will be binding on us.

3 If our Bid is accepted, we will obtain the guarantees of a Scheduled Bank for an amount equal to 10% of the contract sum for the due performance of the Contract.

4 We agree to abide by this Bid for a period of 150 days from the date fixed for Bid opening and it shall remain binding upon us and may be accepted at any time before the expiry of that period.

5 Until an agreement is signed and executed, this Bid together with your written acceptance thereof in your notification of award shall constitute a binding contract between us.

6 Bid submitted by us is properly sealed and prepared so as to prevent any subsequent and replacement we have submitted EMD of Rs.14,805/- (Rupees Fourteen Thousand Eight hundred and Five only) in the form of D.D/B.G (D.D drawn in favour of A.O. (NBA), BSNL Chennai Telephones in the prescribed proforma along with the Bid.

7 We understand that you are not bound to accept the lowest or any bid, you may receive.

Dated this …………. Day of ……..2015 Signature of In capacity of Duly authorized to sign the bid for and on behalf of ………..

Witness……………………….

Address………………………………………….

Signature …………………………………….

FORM – II

21 PERFORMANCE SECURITY BOND FORM

1. In consideration of Bharat Sanchar Nigam Limited, Chennai Telephones (here in after called the BSNL, CHTD) having agreed to exempt ______(here in after called the said contractor(s) from the demand of security deposit/earnest money of Rs. ______on production of Bank Guarantee for Rs.______for the due fulfillment by the said contractors of the terms & conditions to be contained in an Agreement dated ______and Tender document no. ______(herein after referred to as Agreement) in connection with the contract for supply of ______we, (name of the bank) ______(hereinafter referred to as “the Bank”) at the request of ______(Contractor (s) do hereby undertake to pay to the BSNL, Chennai Telephones an amount of not exceeding ______, against any loss or damage caused to or suffered or would be caused to or suffered by the BSNL, Chennai telephones by reason of any breach by the said contractor(s) of any of the terms & conditions contained in the said agreement.

2. We (name of the bank) ______do hereby undertake to pay the amounts due and payable under this guarantee without any demur, merely on a demand from the BSNL, CHTD stating that the amount claimed is due by way of loss or damages caused to or would be caused to or suffered by the BSNL, CHTD by reason of breach by the said contractor(s) of any of the terms & conditions contained in the said agreement or by reason of the contractor(s) failure to perform the said Agreement or breach of any terms and conditions of contract. Any such demand made on the bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee where the decision of the BSNL, CHTD in these counts shall be final and binding on the bank. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs…………………...

3. We undertake to pay to the BSNL, CHTD any money so demanded not with standing any disputes raised by the contractor(s)/supplier (s) in any suit or proceeding pending before any court of tribunal relating there to our liability under the present being absolute and equivocal. The payment so made by us under this bond shall be valid discharge of our liability for payment there under and the contractor(s)/supplier(s) shall have no claim against us for making such payment

4. We (name of the bank)______further agree that the guarantee herein contained shall remain in full force and effect initially for a period of one and half year from the date of acceptance and further agree to extend the same from time to time (one and half year at each time). It shall continue to be enforceable till all the dues of the BSNL, CHTD under or by virtue of the said agreement have been fully paid and its claims satisfied or discharged or till BSNL, CHTD certifies that the terms & conditions of the said agreement have been fully and properly carried out by the said contractor(s) and accordingly discharges this guarantee. Unless a demand or claim under this guarantee is made on us in writing on or before the expiry of ONE YEAR from the date hereof, we shall be discharged from all liabilities under this guarantee thereafter.

5. We (name of the bank) further agree with the BSNL, CHTD that the BSNL, CHTD shall have the fullest liberty without our consent and without affecting in any manner our

22 obligations here under to vary and of the terms & conditions of the said agreement or o extend time of performance by the said contractor(s) from time to time or to postpone for any time to time any of the powers exercisable by the BSNL, CHTD against the said contractor(s) and to forbear or enforce any of the terms & conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said contractor(s) or for any forbearance, and or any omission on the part of the BSNL, CHTD or any indulgence by the BSNL, CHTD to the said contractor(s) or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us

6. This guarantee will not be discharged due to the change in the constitution of the Bank or the contractor(s)/supplier(s)

7. We (name of the Bank) lastly undertake not to revoke this guarantee during its currency except with the previous consent.

This guarantee is valid from ______to______

Dated ______

For______(Indicating the name of the bank)

N.B.: this guarantee should be issued on non-judicial stamped paper, stamped in accordance with the stamp act.

FORM - III

23 LETTER OF AUTHORISATION FOR ATTENDING BID OPENING

DEPUTY GENERALMANAGER(NWO) AMBATTUR AREA Chennai Telephones, BSNL II Floor, Ambattur Telephone Exchange Building C.T.H. Road, Ambattur CHENNAI 600 098

Subject: Authorization for attending bid opening on ______(date) in the Tender of ______.

Following persons are hereby authorized to attend the bid opening for the tender mentioned above on behalf of ______(Bidder) in order of preference given below.

Order of Preference Name Specimen Signatures

Alternate Representative

Signatures of bidder or Officer authorized to sign the bid Documents on behalf of the bidder.

Note: 1. Maximum of two representatives will be permitted to attend bid opening. In cases where it is restricted to one, first preference will be allowed. Alternate representative will be permitted when regular representatives are not able to attend.

2. Permission for entry to the hall where bids are opened may be refused in case authorization as prescribed above is not received.

FORM - IV

24 (Certificate on Non Participation of near Relatives in the tender called for House Keeping Services for the District Store Depot Complex, CHTD)

CERTIFICATE

I ______Son of / W /O______R/O ______here bycertify that none of my relative(s) as defined in Section II.1 clause 11 of tender documents is/are employed in BSNL unit as per details given in tender document. . In case, at any stage, it is found that the information given by me is false/ incorrect, BSNL shall have the absolute right to take any action as deemed fit/ without any prior intimation to me.

Signed ______

For and on behalf of the Agency

Name (caps) ______

Position______

Date______

Section – III

FORM V

25 UNDERTAKING

(1) Have you obtained labour license? Yes or No

(i) If yes, give license No. and enclose a copy (ii) If no, do you agree to get the license as soon as the contract is agreed.

(2) Are you employing child labour?

(3) Are you paying EPF contribution to your employees regularly?

(i) If yes, registration particulars under EPF may be furnished and enclose a copy. (ii) If no, are you exempted from EPF as per provision of the EPF act. Do you agree to pay the EPF contribution regularly?

I / We declare the above information is correct and I / We undertake to abide by all labour laws in force.

Sign of bidder : Name : Date: Relationship with thecompany:

********

SECTION – IV

FORM – I

26 FINANCIAL BID I. Description of Basic rate Cost of Contractor’ Contractor’s bid Ser. Tax + Total=amt. work amount per materials s overhead per month surcharges + in col.(D) month of in Rs. (in figures) (exclusive of Cess +amt. in col. the tender in Rs. ser. Taxes) applicable on (E) Rs. (in (in figures) Per month (Col. B + C + Ser. Tax as figures) in Rs. D) applicable on amt. in col. (D) in Rs. (in figures) (A) (B) (C) (D) (E) (F) (G) Rs. Rs. House keeping services as per the specificationa mentioned in 46,890/- 8,000/- tender (quantum & specification as mentioned in clauses 1 & 2 of section 1 )

Col. D in words: Rupees…………………………………………………………………………..only.

Note: 1. Refer clasue (7) of section I for details of “basic rate” of the tender before filling up this form. 2. Ser. Tax will be in addition to the above as per prevailing rate, and shall be borne by BSNL. 3. The col. D will be the financial bid parameter used in the evaluation. 4. The bid value which includes overheads on top of the base rate and excludes ST shall remain unchanged through the period of execution of this contract (including any extension periods)

I hereby agree to abide by all the terms and conditions stipulated in the tender document.

Signature of the tenderer with Seal and Date

SECTION – IV FORM - II

27 LIST OF CONSUMABLES -- MONTHLY REQUIREMENT

Sl.No. NAME OF ITEM Quantity

1. Brooms (for open yard) 35 Nos.

2. Soft Brooms 30 Nos.

3. Moping Stick 20 Nos.

4. Duster Cloth 20 Mtr

5. Brooms for Toilets 30 Nos.

6. Cleaning Powder 40 Kg

7. Soap oil 30 ltrs

8. Phenyl 75 ltrs

9. Napthalin Balls 30 Kg

10. Urinal Cakes 30 Pkts

11. Cleaning Acid (Harpic) 35 Bottles

12 Toilet Cleaning Brush 30 Nos.

Note: The cost of the above consumables is included in the financial bids under form – I/Section – IV, and the receipts are to be produced at any time on demand.

28 ANNEXURE - 1

SCHEDULE OF CLEANING ACTIVITIES IN THE RSUBUILDING AND ADMINISTRATIVE OFFICES OF POONAMALLEE DIVISION:

Sl No Frequency Item Activities Involved Time Area

1 Daily two times Toilets and a) Cleaning of Toilet 0900 Hrs - a day or as Urinals seats, Urine pots, & 1200 required Wash basins, tiles, Hrs wall etc. with water & suitable chemicals such as Harpic, Acid, Phenyl etc. b) Sweeping the floor & mopping with water. c)Putting Naphthalene balls in urine pots &Wash basins. d) Drainage cleaning. 2 Daily Carpet Area Sweeping, mopping 0900 Hrs 13469 and washing with sq.ft soap and eradication of rodents

3 Daily Open Area Sweeping 0900 Hrs 30800 (Man watch sq.ft area)

4 Monthly Buildings Cobweb removal 10 and all buildings electrical fittings inside