BHARAT SANCHAR NIGAM LIMITED (A Govt. of India Enterprise) Office of the Principal, RGM TTC, Meenambakkam, Chennai 600 027

TENDER DOCUMENT

Tender for

Mess Contract / Catering Services at

Hostels in RGMTTC

TENDER NO: T6/Mess Contract/2009-2010/4 dated 07/12/2009.

Document Number:

Rajiv Gandhi Memorial Telecom Training Centre, Meenambakkam, Chennai - 600027.

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TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

BHARAT SANCHAR NIGAM LIMITED (A GOVERNMENT OF INDIA ENTERPRISE) Office of the Principal, RGM TTC, Meenambakkam, Chennai 600 027

TABLE OF CONTENTS

Sl. TITLE ANNEXURE PAGE No No 1 Notice Inviting Tender 3 2 Terms and Conditions for MESS/CATERING SERVICES ANNEXURE - I 6 ANNEXURE II - 3 Work specifications for MESS/CATERING SERVICES Schedule-I 18-19

ANNEXURE II - 4 Weight of food items Schedule-II 21 ANNEXURE II - 5 Rate List for the Food items Schedule-III 22

6 Rate Bid form for MESS/CATERING SERVICES ANNEXURE III 23

7 Declaration of Near relatives of BSNL Staff ANNEXURE IV 25

8 Specimen Form of Agreement for MESS/CATERING SERVICES ANNEXURE V 26-27

Read, understood and agreed 2

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TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

9 Checklist for bidders 28

BHARAT SANCHAR NIGAM LIMITED (A GOVT. OF INDIA ENTERPRISE) Office of the Principal, RGM TTC, Meenambakkam, Chennai 600 027

Notice Inviting Tender

For and on behalf of the CMD, Bharat Sanchar Nigam Limited, Principal, RGM TTC, BSNL, Meenambakkam, Chennai 600 027, invites Sealed (Wax or Packing PVC Tape) Tenders from reputed and experienced mess contractors for the following work.

1 Name of the work Mess/Catering Service for running vegetarian mess at Ramanujan Hostel in RGMTTC, Meenambakkam,Chennai-600 027.

2 Office of issue Office of the Principal, RGM TTC, BSNL, Meenambakkam, Chennai 600 027

— — 3 Contact information Tel 044-22327383---Fax 044-22313526

4 Cost of Tender form Rs 520/- (Rs500/ + 4 % VAT) Rs 2400/- (Rupees Two thousand Four hundred 5 Earnest Money Deposit (EMD) only) 6 Security Deposit Three times the Quoted bid rate (licence fees)

Read, understood and agreed 3

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

7 Sale of document from 10.00 hrs on 07/12/2009

8 Last date for issue of Tender 16.00 hrs on 29/12/2009 Forms

9 Last date & time for receipt of 14.30 hrs on 30/12/2009 Tender (filled up form with bid)

10 Tender opening Date & time 15.00 Hrs on 30/12/2009

1. The cost of tender form and EMD is to be produced in the form of crossed Demand Draft drawn on any Nationalised Bank in favour of Senior Accounts Officer (Cash), BSNL, Tamilnadu Circle, Chennai-2.

2. The complete set of tender document may also be down loaded from our web site http://www.tamilnadu.bsnl.co.in. The application made on such a form shall be considered valid for participating in the tender process. Such application forms should be accompanied along with a crossed DD for Rs.520/-(Rupees Five Hundred and Twenty only) drawn in favour of Senior Accounts Officer (Cash), BSNL, Tamilnadu Circle, Chennai-2.

3. All the participants or their authorised representative have to attend a pre tender meeting, which will be intimated to the applicants.

4. Any queries regarding the scope of work and other details of the tender document may be clarified from this office on all working days.

Principal, RGM TTC, MEENAMBAKKAM, – CHENNAI 27.

Read, understood and agreed 4

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

Tender, Work , Place and Scope

RGM TTC is a Training unit of BSNL at Chennai. BSNL officers and staff, herein after referred to as Trainees, from all over India come here for various trainings of different durations. Also, RGM TTC trains employees of various Govt./public sector/private organisations.

To provide accommodation during the training for the trainee, RGM TTC has three hostels namely 1) Sir. C.V. Raman Hostel, 2) Ramanujan Hostel and 3) Rani Laxmi Bai Hostel. Collectively, these three ‘ ’ hostels would be referred to as Hostels in this document. Necessary infrastructure needed for cooking and serving have been procured and kept at Ramanujan Hostel. Serving halls are available in Sir. C.V.Raman Read, understood and agreed 5

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

‘ ’ Hostel and Ramanujan Hostel. This arrangement would be herein after referred to as Mess Normally all the trainees would be taking their food in this mess only. Normally, any training course would commence on Monday. There are training courses having duration less than a week. The duration of Seminars and Work shops would span from one day to three days.

Apart from the hostels RGMTTC houses four Inspection suites, for accommodating BSNL officers with their family during their visit to Chennai. The occupants of these suites may also require food from the Mess. Food will be supplied at the guest rate to the occupants of the inspection suites.

During seminars/work shops/meetings as per requirement the food items are to be supplied from Mess, with in the campus of RGMTTC. Food will be served at the guest rate to the participants at the locations within the campus of RGM TTC.

At the end of every training course, there will be an evaluation session where the quality of mess, food supplied and service would be evaluated.

– This tender is for running vegetarian mess in RGMTTC, Meenambakkam, Chennai 27.

Read, understood and agreed 6

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

ANNEXURE I

TERMS & CONDITIONS FOR MESS/CATERING SERVICE

1) Tender : For and on behalf of the CMD Bharat Sanchar Nigam Limited, Principal, RGM TTC, Meenambakkam, Chennai-27 invites Sealed (WAX or Packing PVC tape) Tender from reputed and experienced service providing agencies for Catering Services for running vegetarian mess in the Hostels of RGMTTC, Meenambakkam (Ramanujan hostel and Sir C.V.Raman Hostel). Detailed work specification is enclosed at Annexure-II. In this document Hostels refer a) Ramaujan Hostel, b) Rani Laxmi Bai Hostel and c)Sir C.V.Raman Hostel unless specifically mentioned.

2) Eligibility: The tenderer must be a firm, registered with the Sales Tax/Registration Department of State /Central Government. The firm should have good reputation and rich experience in catering services. The firm should have experience in providing Mess/Catering Services for at least one large corporate organization /PSU/Government body/Colleges/Engineering colleges or any Organisation where such Canteen/Mess facility is available to cater to the needs of at least 300 persons. A copy of the experience certificate at least for any one year from 2006, should be attached along with bid.

The near relatives of BSNL employees either directly recruited or on deputation are prohibited from participation and execution of works in the RGM TTC. A declaration in enclosed form (Annexure-IV) is to be enclosed with the tender. Note : 1. Copy of Firm Registration certificate should be attached along with bid. 2. Copy of Experience certificates at least for any one year from 2006 should be attached along with bid.

3) Filling up bid in Tender: The tenderer should go through the tender document thoroughly. The bid forms should be furnished in legible handwriting without any ambiguity in the enclosed Annexure only. If any correction is necessary the same should be made after scoring out the old entry. All the corrections should be duly attested with full signature by the tenderer. Tenderer should quote the license fee (Infrastructure Usage Charges) payable for every four weeks period (called as Mess Period) IN FIGURES AND WORDS. In case of any difference in figures and words, the amount mentioned in words will be taken into account. The tenderer shall supply the food items in the mess only at the rates mentioned in the schedule III of Annexure II. The tenderer need not quote rates for the food items. The tenderer should sign in all the pages of the tender document in the space provided.

4) EMD:

a) EMD of Rs 2400/- (Rupees Two thousand Four hundred only) shall be paid in the form of crossed Demand Draft in favour of Sr. A.O, (Cash), o/o CGM,TN Circle, BSNL, Chennai-2, payable at Chennai and the crossed DD should be enclosed with the tender.

b) The EMD will not bear any interest while in the custody of Sr. Accounts Officer (Cash), O/O CGM, BSNL, Tamilnadu Circle, Chennai - 600 002. The EMD of unsuccessful tenderer will be refunded after the finaliasation of the tender. In the case of successful tenderer EMD, will be adjusted against the Security Deposit payable. Read, understood and agreed 7

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

c) Any tender received without the payment of EMD will be summarily rejected.

5) Submission of Tender (Filled up Bid) :

5.1 The Bid should be submitted in TWO covers. The first cover shall contain the “ ” “ ” Original and duplicate copies of the bid duly marked Original & Duplicate . ’ The second cover shall contain documents establishing Bidder s Eligibility as per clause 2 of Annexure-I along with the EMD as per clause 4 of Annexure-I. Both the “ covers, duly marking the envelope BID AGAINST TENDER ENQUIRY NO: T6/Mess Contract/2009-2010/4 DUE TO OPEN ON 30/12/2009 at 1500 hrs, should be sealed separately by the personal seal of the bidder.

5.2. If the Tender document along with Price Schedule was downloaded from website, then a Demand draft payable at Chennai for Rs.520/- (Rupees Five hundred and twenty only) towards Document cost, from the scheduled Bank drawn in favour of Sr.A.O, (Cash), o/o CGM,TN Circle, BSNL, Chennai-2. should be submitted in a separate cover. In this case the bid should be submitted in THREE covers. The first and second cover shall contain the documents as indicated in 5.1. The third cover “ shall contain the DD drawn towards Document cost and super scribed as Cost of the ” Document If the DD towards document cost is not furnished as above, then the other two covers will not be opened and the Bid will be rejected.

“ 5.3. The outer envelope should be sealed properly and super scribed as TENDER FOR ” MESS/CATERING SERVICE FOR HOSTELS and addressed to

Principal, RGM TTC, BSNL, Meenambakkam, Chennai - 600 027.

And should be sent by registered post with acknowledgement due or may be dropped in the tender box kept in the O/o the Principal, RGM TTC, BSNL, Chennai- 27. In either case the tender should reach this office on or before 14.30 hrs on 30/12/2009. This office will not be responsible for delay in delivery of the registered post. The tender will be opened at 15.00 Hrs. on the same day in the presence of tenderers / authorised representatives present at that time.

6) Tender Evaluation Method:

Submitted Tenders will be thoroughly scrutinised for eligibility and participation. The Principal, RGM TTC, BSNL reserves the right to accept/reject any part or full tender without assigning any reason whatsoever.

a) Rejection of Tender(s):

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TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

The tender offer will be rejected on the following grounds (i) Bid Not sealed properly (ii) Non submission of Firm Registration Certificate (iii) Non submission of Experience Certificate (iv) Failure to enclose EMD. (v) Unsigned and Incomplete bid form. (vi) The rates are not quoted in Words. (vii) The correction is not attested by the authorised signatory. “ ” (viii) Bid amount less than the minimum prescribed License Fee (ix) Failure to enclose the cost of tender form if the tender form is downloaded from website.

b) Finalisation/Selection of Rate bid : The minimum prescribed License Fee is Rs. 10,000/= (Rupees Ten thousand only) for every Four weeks Period and the bid amount should be more than the prescribed license fee to make the tender eligible for consideration of evaluation. Week starts from Monday to Sunday

Tender will be finalised based on the Highest Bid rate quoted for the License Fee only (The Infrastructure usage Charges for every four weeks period) as mentioned in the Bid Form in Annexure-III, fulfilling all the Terms and conditions.

7) Award of Work/Contract :

The Principal, RGM TTC, BSNL reserves the right to award the work to deserving tenderer for the mentioned work. The decision of the Principal is final and binding. The deserving tenderer is “ ” the successful tenderer and hereinafter would be referred to as Contractor . In case of any dispute before and after awarding the tender, the decision of the Principal, BSNL, RGM TTC, Chennai-27 will be the final.

The Bid validity is for 150 days only. The contractor will have to start working from the date ordered by the BSNL.

8) Contract & Agreement :

The period of contract will be One Year from the date of award of the work. The contractor will have to execute an agreement on Non Judicial Stamp paper worth Rs.20/- The specimen agreement form is enclosed in Annexure V.

This contract is between the BSNL and the Contractor only. The contractor has no claim or right whatsoever on BSNL. The award of this contract does not bind the BSNL for any future employment / any benefits for the contractor or his employees.

The agreement, which would be entered into on acceptance of the tender, is terminable for non-adherence of any of the conditions stipulated therein and also for reasons of misconduct and unsatisfactory running of the mess after issuing 15 days notice to the contractor. If the contract is terminated during the period of agreement, the Security Deposit provided by the contractor will be forfeited, in full.

Read, understood and agreed 9

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

BSNL reserves the right to extend beyond the period of contract, with mutual consent on the same terms and conditions.

Proof for Service tax Registration should be submitted during signing of the agreement.

Exemption for the above if any sought from the competent authority, should be produced at the time of agreement.

Failure to produce the above document or the exemptions thereof, will lead to cancellation of the award of the work and forfeiture of the submitted EMD amount.

On signing the agreement the contractor has to apply for and get the labour license from the Labour commissioner and also enroll the contract employees for ESI and EPF subscriptions. Proof for the above in original should be submitted for verification. The contractor should submit a certificate for monthly payment of ESI and EPF subscriptions till the contract ceases.

9) Security Deposit:

a) The successful contractor has to furnish three times the quoted license fee as Security Deposit. (3 x Quoted License Fee), within fifteen days from the date of receipt of the acceptance letter. The SD shall be paid in the form of crossed Demand Draft in favour of Sr. A.O, (Cash), o/o CGM,TN Circle, BSNL, Chennai-2, payable at Chennai.

b) Security Deposit of contractor will be forfeited to the BSNL in the following cases:

(i) If after acceptance of the tender, the contractor fails to carry out the job in accordance with the terms and conditions of the tender as mentioned in the schedule of works. or (ii) After acceptance of the contract, if any / all the terms and conditions of the contract is / are violated, the Principal, RGMTTC, Chennai-27 reserves the right to terminate the contract after issuing 15 days notice and also the forfeiture of Security Deposit.

10) Definition of Mess Charges & Mess Period: The charges paid by the trainees to the Contractor towards the cost of food items, on per day per trainee basis, is herein afterwards called as Mess Charges. Every Four weeks Period is termed as one Mess Period. The week Starts from Monday to Sunday.

11) Definition of License Fee:

BSNL will provide the necessary infrastructure namely steam cooking system and kitchen equipment like utensils, grinder, fridge, mixer, freezer, dining hall furniture and the like

Read, understood and agreed 10

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

belonging to BSNL and electrical fittings installed in the mess. The charges for using the above mentioned and supplied infrastructure by BSNL is termed as License fee.

“ ” Minimum License fee is fixed as Rs.10,000/= (Rupees Ten Thousand only) for every Four weeks period. The week Starts from Monday to Sunday. The Quoted License Fee should to be Paid by the Contractor in advance. It is to be paid on the fourth day (Thursday) of the starting week of every Mess Period. The Actual License Fee for every four weeks period depends upon the occupancy strength of all three (Ramanujam, Rani Laximibai and Raman ) hostels, during the four week periods and will be calculated as follows:- i) If the Occupancy for the four weeks period is 200 or more, then the license Fee for that period will be the Quoted (License Fee) Amount. ii) When the occupancy is 150 or more but less than 200, then the License Fee will be 90% of the Quoted Rate. iii) For the occupancy strength of 100 or above but less than 150, the License fee charged will be 80% of the Quoted rate. iv) If the Occupancy for the four weeks period is less than100, then the license Fee for that period will be 75% of the Quoted Amount.

If the calculated License Fee, as per the calculation stated above, in a four weeks period, is less than the paid (Advance) amount, then the balance will be adjusted in subsequent payment of License fee to be paid by the contractor, for the next period.

12) Contractor and his responsibilities:

(i) On award of Contract (work), the contractor has to obtain Contract Labour License from the competent Labour authority. The PF registration may be complied by the contractor for the contract.

(ii) The contractor should acquire license to run the mess from competent authority and shall pay sales tax or any other tax imposed by the Municipality/ Corporation and others having authority to do so. Such taxes shall be paid by the contractor as and when they become due, to the concerned authorities, without any delay and the BSNL shall be informed about it. Proof of having cleared the sales tax etc., attested Xerox copy of the receipt from proper authority should be produced. He shall ensure that he does not violate any of the provisions of labour laws.

(iii) The contractor shall fully comply with provision of Contract Labour (Regulation and Abolition) Act 1970. He shall obtain the license as necessary as per the provisions of the Contract Labour (R & A) Act. The contract is subject to Service Tax and Service Tax registration is to be complied by the Contractor.

(iv) The contractor should strictly adhere to the Statutory/Acts regulations such as EPF and miscellaneous provisions Act 1952, ESI Scheme etc., and any other rule/ Regulation / Act covering Labour. The contractor will be asked to submit the copies of Registration Certificates in respect of the above, as applicable.

(v) The contractor should also adhere to the PF payment as per the PF Act.

Read, understood and agreed 11

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

’ (vi) The contractor will be responsible for Workman s Compensation and the like arising out of contract for running the mess.

(vii) The BSNL is absolved of any responsibility attached to in respect of the workers engaged by the contractor. All wages, salaries and the like for the workers should be properly disbursed by him and books of accounts should be made available to the office for checking. The wages shall be paid on or before 5th of every month. The statutory payment such as ESI/PF and the like should be remitted before 15th of the following month, to the concerned authorities. The contractor shall conform to all labour regulations that are in force in the State of Tamil Nadu from time to time including the Contract Labour (R&A) Act, E.S.I, E.P.F Act 1952, as and when applicable in respect of all persons employed by him including the labour running the mess and the BSNL shall not in any way be liable or responsible, for any act of omissions or commissions by him in this regard. The contractor shall comply with all statutory provisions, regulations, etc. applicable from time to time for running the mess including the provisions relating to various taxes and shall absolve the BSNL from the provisions of the said act.

(viii) The contractor shall employ adequate number of employees at his expense for smooth and efficient running of mess. He is responsible for proper and polite behaviour of his employees in the mess towards diners and BSNL members / representatives.

(ix) No child Labour shall be permitted. The contractor should not employ children under any circumstance.

(x) Employment of the serving staff / cleaners in the hostel mess, on daily basis is strictly prohibited since it may lead to security problems. Any change in the working staff must be intimated to the BSNL.

(xi) The employees of the mess must dress neatly and maintain personal cleanliness and good health free from diseases such as skin / infectious diseases. The employees of the mess should wear Apron, Hand gloves and Head caps, while on duty.

(xii) In case any workman/workwoman of the contractor suffers injury / damage or meets with an accident during the discharge of duty the entire cost of compensation should be borne by the contractor and the BSNL will stand indemnified against any claims / damage / compensation. (xiii) The contractor shall be responsible for discipline and in the event of any misconduct, Principal RGM TTC and his representative shall have the right to inform the contractor to stop the services immediately and also make necessary immediate rearrangement. The contractor shall ensure that all the services provided by them for the purpose of catering attendant would have decent behaviour and does not indulge in unfair practices like petty thefts, false report.

(xiv) One single room accommodation with minimum facility is made available for overnight stay of employees/contractor in the Ramanujan hostel premises. Two rooms in the Read, understood and agreed 12

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kitchen block for storing mess stores will be made available to the contractor in addition to kitchen and delivery counter. The contractor should take full responsibility for good behaviour of his employees and himself. The employees/contractor are strictly prohibited from using the bedspreads, cotton blankets, pillows, pillow covers etc. owned by the hostel.

(xv) The contractor will take over all the items of stock (both fixed and movable) under acquittance from BSNL and shall be responsible for their maintenance. The contractor should ensure proper operation of Steam cooking system(For cooking Rice, milk boiler and Idly cooker). For Repairing / servicing of any infrastructure items, including Steam cooking system, used in the kitchen is/are to be carried out through the agency approved by BSNL from time to time. The expenses for the same including the cost of spares if any, should be borne by the contractor. The contractor as decided by the undersigned based on their value will make good any loss or damage to the items. Movable property of BSNL and cooked food should not be moved out of the RGM TTC premises.

(xvi) In addition to the infrastructure like Steam Cooking System, Dining hall, kitchen equipments etc., belonging to BSNL, any other materials and consumables required for running the mess, may be purchased and put into use by the mess contractor at his own expenses.

(xvii) Infrastructures of BSNL like steam cooking system, vessels, electricity, electrical appliances etc are given for cooking and running the mess services for RGMTTC, BSNL only. In case it is found by the BSNL that any property or materials of the BSNL is lost or put to loss / damage due to negligence of the contractor, the contractor will be held fully responsible and should reimburse the cost of loss / damage so incurred. The decision of the BSNL as to the quantum of loss and negligence is final.

(xviii) The contractor shall replace or arrange for payment of the costs of furniture, fixture, gas cylinders, kitchen equipment, catering materials, etc. in case of theft, loss, and damage, at the prevailing market price.

(xix) Free Power supply, drinking water (RO) and general purpose Water will be provided by the BSNL for the works mentioned.

(xx) Cost of the gas for cooking should be borne by the contractor, however the gas consumer number will remain in the name of RGM TTC. Only Commercial gas cylinders are to be used for cooking. Use of Domestic gas cylinders is strictly prohibited. Violation in this regard will be viewed seriously and will lead to termination of the contract. BSNL is absolved from any legal issues arising out of such non-conformities.

(xxi) The Advance License Fee has to be paid after every Four Weeks Period, ie. On or before the fourth day of the first week of the corresponding mess period, by DD drawn in favour of Sr. AO (Cash), O/o CGMT(TN circle), Chennai- 2. This has to be submitted to SDE/JTO warden. Failure to pay the License fee within fourth day (ie.Thursday) of the first week of every Four weeks period by the contractor, will lead to forfeiture of the mess charges to the tune of the License fee. This would be adjusted from the second and the subsequent week collection of mess charges. This amount would be collected by mess management committee and remitted to BSNL by SDE/JTO warden. Principal, Read, understood and agreed 13

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

RGMTTC, Chennai, reserves the right to take necessary action as deemed fit up to termination of contract in the event of recurrence of nonpayment of License Fee.

(xxii) The mess premises, dining halls, kitchen and all other associated plant, machinery, apparatus, storage etc. must be kept clean, by cleaning the dinning tables/chairs, plates, cups, utensils and other items aforesaid immediately after breakfast/lunch/dinner or as and when required using suitable cleaning detergents/soaps liquids, and kept in hygienic condition.

(xxiii) Food should be prepared at kitchen in Ramanujan Hostel and kept ready afresh for self service in the dining halls as detailed below, as per the menu shown in Annexure-II (Schedule-I). The contractor will provide the following items to the trainees/diners daily, on each service (Brekfast/lunch/dinner), on self service (Buffet) basis by keeping the food items at 3 or 4 convenient locations in the mess for easy consumption by the trainees.

For trainees staying at Service at (Dining hall) Ramanujan Hostel and Ramanujan Hostel Dining Hall Rani Laxmi Bai Hostel Sir C.V Raman Hostel Sir C.V.Raman Hostel Dining Hall

Item From To Morning coffee/ tea / milk with or without sugar (under 06.00 Hrs. 06.30 Hrs. request) Breakfast 08.30 Hrs. 09.45 Hrs Lunch 13.00 Hrs. 14.10 Hrs. Snacks 17.45 Hrs. 18.30 Hrs. Dinner 20.00 Hrs. 21.30 Hrs.

Above timings are only indicative and subject to change whenever there are seminars or workshops or any meeting or any other contingency as decided by the Principal, RGM TTC. Contractor should not make the trainees to wait for any reason. In exceptional cases, as they may be deemed fit, necessary relaxation should be allowed.

(xxiv) Also the contractor has to supply meals/ tea/coffee/snacks, etc., to BSNL meetings/seminars at the guest rate prescribed in the quotation without any additional charges at the venue of seminar or workshop within RGM TTC Complex.

– (xxv) The contractor should supply food as per the menu spelt out through SCHEDULE I – DAILY MENU of ANNEXURE II. The menu may be altered, without affecting the cost parameters, at any point of time by the Mess Management committee, which would ‘ ’ be constituted by The Principal, RGMTTC .

Read, understood and agreed 14

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(xxvi) The quantity of food items to be served should be as indicated in Schedule II for both the hostels. The contractor should provide variety in taste by changing the vegetables (without repeating the same item during a week). The contractor should use only PONNI BOILED rice.

(xxvii) There will be strict quality control of food. The prohibited items like baking soda, chemical colours, adulterated oils should not be used. Re-use of oil for more than one time is strictly prohibited. Ponni rice and only sunflower-refined oils of well-known brand should be used for preparation of food. The branded food grains and fresh vegetables only should be used. The food supplied should be wholesome, fresh, delicious, and qualitatively good. For any breach of this, the contractor is liable for penalty as decided by the Principal, RGM TTC or liable for termination of the contract. The rate of penalty will commensurate with the loss or damage as decided by the Principal, RGM TTC.

(xxviii) The quality of cooked food will be checked by the mess managing committee daily. The same will be discussed in the weekly mess managing committee meeting and necessary suggestions if any, will have to be implemented immediately, with the consent of SDE(Warden)/JTO(Warden). And also one of the faculty nominated by the Principal, RGM TTC of the BSNL, will check the quality, once in a week by dining in the mess and then certify the quality of the food. The charges for such quality check by the faculty member should be borne by the contractor.

(xxix) Members of the BSNL or any other representative nominated by the Principal will pay surprise check to ensure compliance of all stipulations put forth. The contractor must cooperate with the members/representatives in this regard. He may have to provide two sample tiffin/meals to check the quality/quantity of food free of cost (only when on inspection once in a month or as decided by the Principal, RGM TTC, BSNL).

(xxx) In general, the number of inmates (diners) at a time may vary from 50 to 250 during working days. The contractor should oblige the terms and conditions even if the number reduces to less than 10 during holidays. The final decision of running the mess on such occasion, would be taken by the competent authority, which binds the contractor.

(xxxi) The contractor has to collect the mess charges as per the Rates prescribed in Schedule-III of Annexure-II.

’ (xxxii) The trainees will pay One week s charges in advance at the time of joining hostel to the contractor and subsequent weekly payment to be made by the trainees to the Contractor on every Monday. The contractor shall arrange for collection of charges from trainees under issuance of proper printed serially numbered receipt. The contractor should submit the account for sums received for each month from trainees and staff for mess charges to the BSNL. No mess charges should be collected from those trainees who do not avail mess food on prior approval from competent authority. In the case of dispute, the decision of Hostel Warden is final.

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(xxxiii) Full concession is allowed when the entire batch goes on study tour for more than one day (official trips) as certified by the BSNL or claimed by the trainees under BSNL approval. In the case of dispute, the decision of Hostel Warden is final

(xxxiv) It is the responsibility of the Mess Contractor to collect or refund, as the case may be from / to the trainees respectively before the trainees leave the hostel on relief / discharge. The same procedure should be followed for the trainees who leave the hostel in any of the week days, BSNL is not responsible for any loss due to non-payment of mess charges by the trainees due to mismanagement of the contractor. In case of any dispute between contractor and trainee, the decision of the Principal, RGM TTC is final and binding.

(xxxv) The contractor should maintain accounts for running the mess and get it audited by a Charted Accountant and submit it to the BSNL.

(xxxvi) The mess contractor will abide by any fresh stipulations or alterations put forth by the BSNL with advance intimation.

(xxxvii) In case of Price escalation during the contract period, an addition of 10% increase in the daily Mess charge rate will be fixed by the Mess Managing Committee, , with the approval of competent authority. This increase in daily Mess charge rate will be allowed only once, during the entire Contract period.

(xxxviii) The contractor should ensure that the works listed in Annexure-II (Schedule I, & II) is carried out with utmost care without fail.

(xxxix) The contractor shall attend the BSNL Mess meetings whenever called for or required. Any feasible change in the running the mess/change in menu items may be undertaken on mutual consent without affecting the interest of both parties.

(xl) The Principal, RGMTTC, Chennai-27 reserves the right to terminate the contract by giving 15 days notice without assigning any reason whatsoever. In addition the name of the Agency/Contractor will be black listed. 13) PENALTY: i) Quoted License Fee is to be paid in advance on or before the fourth day (Thursday) of the first week of the corresponding mess period. Delay in payment of the License fee amounts to a penalty of Rs.200/(Rupees Two hundred only) per day.

ii) In case of failure on the part of contractor to provide catering services on any day, a penalty, amounting to 25% of the quoted license fee shall be levied.

Read, understood and agreed 16

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

iii) Deviation/Non-provision of food items as per the menu mentioned vide Schedule I of Annexure II will attract penalty as follows:

Sl. Nature of Deficiency Penalty No 1 Delay in Service Rs.100/- for each instance 2 Insufficient Quantity of Food Rs.100/- for each item per occasion items (deviation from annexures) 3 Non supply of food item/s for the Rs.25/- per item per trainee per part or whole of diners occasion 4 Non-Provision of Menu Item / Rs.500/- for each Occasion Deviation of menu

5 Quality Deterioration Particular day (Whole Day) collection.

iv) The penalties, for the deviations stated above at 13 (ii) and (iii) will be assessed by the Mess managing committee and the penalty amount accrued thus, will be intimated to the contractor on a weekly basis. The total penalties thus calculated by mess managing committee and as decided by the Warden in a particular mess period, should be paid by the contractor along with the License Fee, due for the next mess period.

v) If the contractor fails to remit the penalties in lieu of the above said clauses 13 (i),and (iv), the total Penalty accrued thus, for the whole period of contract will be deducted from the security Deposit due, to be refunded after the expiry of contract Period.

vi) If the accumulated penalty in lieu of the above said clauses13 (i),(ii),(iii) & (iv), reaches 50% of the Security Deposit, a time period of Three weeks will be given to the contractor, within which, the total accrued penalty will have to be paid to BSNL, by the contractor. Failure to remit the said amount will lead to Termination of the Contract.

vii) Clause 14 of Annexure I (Termination ) will be invoked in case of recurrence of the above mentioned failures {(ii) and (iii)}

The occasions tantamount to levy penalty would be assessed by the Mess Managing Committee and as decided by the Warden.

Read, understood and agreed 17

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

14) TERMINATION:

BSNL reserves the right to terminate the contract at any moment after giving 15 days notice on the following grounds. 1. Violation by the Contractor of any of the Terms and Conditions. 2. Recurrence of deficiency in service as stated through clause 13. 3. Total amount of penalty in a month exceeding the License Fee. 4. Based on the report by the Mess Management Committee appointed by the Principal, RGMTTC. 5. Recurrence of nonpayment of License Fee for the third time. 6. Any other circumstances arising due to non-conformity of any mandatory requirements specified in this document.

The decision of the Principal, BSNL, RGM TTC, Chennai will be final in this regard. . 15) ARBITRATION:

In case of any dispute in the execution of the work or in the interpretation of these tender conditions the matter will be referred to an Arbitrator appointed by the CGMT, BSNL, Tamilnadu Circle. The decision of the arbitrator will be final and binding, as both are parties to the agreement of the work. There should be no objection to any such appointment of the arbitrator on the ground that the arbitrator is government servant or that he has to deal with the matter to which the agreement relates to or that in the course of his duties as a Government servant he has expressed his views on all or any of the matters in dispute. The award of the arbitrator shall be final and binding on both the parties to the agreement. In the event of such an arbitrator to whom the matter is originally referred, being transferred or vacating his office or being unable to act for any reason whatsoever, CGM, BSNL, Tamilnadu Circle shall appoint another person to act as an arbitrator in accordance with the terms of the agreement and the person so appointed shall be entitled to proceed from the stage at which it was left out by his predecessor.

The agreement to appoint an Arbitrator will be in accordance with the Arbitration and Conciliation Act 1996. The venue of the arbitration shall be the office of the Principal, RGM TTC, Meenambakkam, Chennai-27 or such other place as the arbitrator may decide.

Principal, BSNL, RGM TTC, Chennai - 600 027. Read, understood and agreed 18

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

(Name & Address of the Tenderer)

ANNEXURE-II WORK SPECIFICATION – SCHEDULE I DAILY MENU

Day Breakfast Lunch Snacks Dinner Rice Chapathi Daal Pongal, Sambar Boiled Green Rice ,Sambar Medhu Vada-1 Rasam gram (sundal) Rasam Monday Sambar Fried curry Tea/coffee/ Fried curry Coconut Chutney Koottu Milk Buttermilk Tea/Coffee/Milk Curd & Buttermilk Pickle Appalam, Mango Pickle Banana -1

Rice Chapathi, Idly, Sambar Veg. kurma Medhu Vada- 1 Rasam Biscuits - 4 Rice ,Sambar Tuesday Coconut chutney Fried curry Tea/coffee/ Rasam Pudhina Chutney Koottu Milk Fried curry Sambar Curd & Buttermilk Buttermilk Tea/coffee/milk Appalam, Lemon Pickle Pickle – Sweet Banana 1

Rice Chapathi, Plain Dosa, Kara kulambu Bread Pakoda-2 Veg Subji Medhu Vada- 1 Rasam Coconut Chutney Rice ,Sambar Wednesday Sambar Fried curry Tea/coffee/ Rasam Coconut Koottu Milk Fried curry Chutney Curd & Buttermilk Buttermilk Tea/coffee/milk Appalam, Ginger Pickle Pickle Banana-1 Read, understood and agreed 19

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

Rice Chapathi Poori, Sambar Onion Daal Potato Masala Rasam Bajji-2 Rice ,Sambar Medhu Vadai- 1 Fried curry Coconut chutney Rasam Thursday Coconut chutney Koottu Tea/coffee/ Fried curry Tea/coffee/Milk Curd & Buttermilk Milk Buttermilk Appalam, Nelli Pickle Banana-1 Sweet Pickle Veg Pulav Chapathi, Onion raitha Veg. kurma Idly, Kesari Rice Rice ,Sambar Medhu Vada-1 Sambar Boiled Black Rasam Tomato Chutney Rasam Channa Fried curry Friday Sambar Fried curry Tea/coffee/milk Buttermilk Tea/coffee/ Koottu Pickle Milk Curd & Buttermilk Appalam Garlic Pickle Banana - 1 Ice Cream (100 ml)

Bisibela Bath Chapathi, Onion Dosa, Rice Veg. Kurma Coconut Chutney Rasam Onion Rice ,Sambar Saturday Pudhina Fried curry Bajji-2 Rasam Chutney Koottu Coconut Chutney Fried curry Sambar Curd & Buttermilk Tea/coffee/milk Buttermilk Tea/coffee/milk Appalam, Mango Pickle Banana-1, Pickle

Rice Chapathi Sambar Daal Masala Dosa, Rasam Potato Bonda-2 Rice Pudhina Chutney Fried curry Coconut Sambar Sambar Koottu Chutney Rasam Sunday Tea/coffee/Milk Appalam Tea/coffee/ Fried curry Curd & Buttermilk Milk Buttermilk Mango Pickle Banana-1 Pickle Read, understood and agreed 20

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

Note : 1. Only PONNI BOILED Rice of good quality, well cleaned, de-stoned should be used. Standard brand Toor/Urad Daal (viz. Udayam) should be used. Standard brand Pulses and grams are only to be used for cooking. Only Annapoorna / Ashirvad / Pillsburry brand atta should be procured and used for preparing pooris and chappathis. Only Branded sunflower(viz. Saffola) refined oil must be procured in sealed tin and used. Good day butter Biscuits are only to be provided. 2. The Mess Contractor should procure the required provisions through purchase from Standard shops, on weekly requirement basis. 3. Only fresh vegetables should be procured and used. 4. Used oil must never be re-used for making Poori etc 5. Sweets served shall be of good quality, fresh and tasty and shall be procured from reputed and standard sweet shops. 6. The Veg. Kurma shall be prepared with at least 3 vegetable combinations out of Carrot/Beans/Potato/Cauliflower/Beet root/Green peas. Fried curry, Koottu and Sambar should be prepared with variety of Vegetables, without repeating the same during a week. 7. Pulses and grams must be added each day in curry to ensure protein content in the meal. 8. Rice/Chapathi/Idly/Poori/Dosa/Onion Dosa/Masal Dosa/Fried Curry/Kootu/Kesari are to be served unlimited. 9. Tea/coffee/milk with or without sugar of good taste only should be provided. 10. The display of the menu of the whole day on the white board daily is a must. The chart showing the ’ entire week s preparation is to be made available in the Mess Menu Register duly got signed by the warden every week. 11. Sick trainees are to be provided with milk/kanji / bread /Milk as per requirement and served at the room without any extra charge. 12. If the trainees happen to arrive a day before the commencement of the training session at RGM TTC, it will be the responsibility of the contractor to provide them food on payment. 13. When trainees arrange field visit/trips on any day for which they have paid for food, it will be the responsibility of the contractor to provide them breakfast, sufficiently early in the morning and also food packets for their use during daytime. During night when they arrive late, the contractor must make arrangements for serving them dinner late by employing enough work forces at his cost.

Read, understood and agreed 21

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

SCHEDULE-II MINIMUM WEIGHT OF FOOD ITEMS TO BE SUPPLIED

Food Item Minimum Weight Vada (each) 80 gm Sundal 80 gm Curd 100 ml Sweet (Gulab Jamun / Laddu / Jangri / 50 gm Baadusha) Coffee/Tea/Milk (with/without sugar) 75 ml Masal Vada/Bajji/Pakoda/Alu Bonda 80 gm Banana 60 gm Ice Cream 100 ml

Read, understood and agreed 22

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

SCHEDULE-III PER DAY CHARGABLE RATE (Daily Mess Charge) (AS PER SCHEDULE-I & II OF ANNEXURE-II)

Sl.No ITEM Rates for Guests Whole Day Rate (As per Scheduled-I &II) Per Trainee for regular inmates 1 Morning Tea/Coffee (with Rs. 5.00 or W/o sugar) (Five only) 2 Break fast Rs. 21.00 (Twenty Only) Rs. 90/- 3 Lunch Rs. 26.00 (Rupees Ninty (Twenty Five only) only) 4. Evening Snacks Rs. 12.00 (Ten only) 5 Dinner Rs. 26.00 (Twenty Five only)

Note :- 1. Whole day Rate includes Morning Tea/coffee, Breakfast, Lunch, Evening Snacks and Night Dinner. 2. During seminars/work shops/meetings as per requirement the food items are to be supplied at the guest rate to the participants at the locations within the campus of RGM TTC. For IQ Occupants also Food items are to be served at the guest Rate. 3. In case of Price escalation, during the contract period, an addition of 10% increase in the daily Mess charge rate will be fixed by the Mess Managing Committee, , with the approval of competent Read, understood and agreed 23

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

authority. This increase in daily Mess charge rate will be allowed only once, during the entire Contract period.

ANNEXURE-III BID FORM for QUOTING LICENSE FEE(Infrastructure usage charges)FOR RUNNING MESS CONTRACT / CATERING SERVICES FOR HOSTELS IN RGMTTC TENDER No. T6 /Tender/Mess Contract/2009-10/4 Dated 07/12/2009.

License Fee

For using the infrastructures like steam cooking system, dining hall furniture, kitchen equipment like utensils, grinder, fridge, mixer, freezer and the like belonging to BSNL and other electrical fittings installed in the mess.

License Fee of Rs.______(In fig)_(Rupees______) (In words) inclusive of all taxes .

Read, understood and agreed 24

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

Certified that I have gone through the terms and conditions of the tender vide Tender No. T6/Tender/Mess Contract/2009-10/4 Dated 07/12/2009 for Mess Contract/ Catering services at Hostels at RGM TTC and abide by all the terms and conditions and abide by the rate quoted by me.

Signature of the Tenderer

(Name & Address of the Tenderer)

BHARAT SANCHAR NIGAM LIMITED (A Government of India Enterprise)

TENDER No. T6/Tender/Mess Contract/2009-10/4 Dated 07/12/2009

Read, understood and agreed 25

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

Sir,

Sub: Participation of near relatives of the BSNL Employees in the Tender – Execution of works in BSNL Units Reg.

The near relatives of the BSNL Employees are prohibited from participation in tender execution of works in BSNL units.

Kindly furnish the following declaration:

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 related to the other in the manner as father, mother, son(s) and son s wife ’ ’ (daughter-in-law)(s), daughter(s) & daughter s husband (son-in-law), brother(s) & brother s wife, ’ sister(s) & sister s husband (brother-in-law).

Principal, RGM TTC, BSNL Chennai - 27.

Read, understood and agreed 26

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

ANNEXURE-IV

DECLARATION OF NEAR RELATIVES OF BSNL EMPLOYEES

“ ……………………………………………… …………………………………………………… I S/o ……… residing ………………………………………………………………………………………………………………… at …………………… .. hereby certify that none of my relative(s) as defined in the tender document 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 .

Place:- Signature of the Tenderer

Date:-

Name of the Tenderer

Address of the Tenderer.

Read, understood and agreed 27

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

ANNEXURE V

FORM OF AGREEMENT (To be executed on a Non-judicial Stamp paper of Rs.20/=) TENDER No. T6/Tender/Mess Contract/2009-10/4 Dated 0712/2009.

Preamble …… ……… This deed of agreement is made on this day month . of 2009 between the Principal, BSNL, RGM TTC, BSNL, Chennai-600 027 (herein after called the BENEFICIARY) on the one part and M/s ……………………………………………

………………………………………………………………………………………………………… . ………………………………………… having their office at (herein after called the OBLIGATOR) on the other part.

Whereas the beneficiary had invited tender for Mess/Catering Services for …………………………………………… . of RGM TTC BSNL Meenambakkam Chennai-27 vide Tender …… …………………………………………… ……………… ………… No . .. opened on ..at . Hrs. and the obligator offered to execute the same to the beneficiary as per Specification. The beneficiary has accepted the offer of the obligator on the terms and conditions here after mentioned under above tender.

1. In this Agreement, words and expression shall have the same meanings as are respectively assigned to them in the conditions of contract hereafter referred to:

2. The following documents shall be deemed to form and be read and constructed as part of this agreement, viz.

a) Notice Inviting Tender (NIT) : Tender No.T6/Tender/Mess Contract/2009-10/4 dated 07/12/2009

b) Tender Information : Tender Document with all Annexures

Read, understood and agreed 28

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

c) Tender offer of the Contractor : As per Schedule

d) Terms and Conditions of Tender : As stipulated in Tender Document

e) Letter of Intent :

………… f) Letter of Acceptance : Letter dated . of the Contractor

……………… g) Security Deposit Amount : Rs (Rupees ……………………………………… only)

Now therefore it is hereby agreed by and between the parties as follows.

This agreement will remain by and between for the period of one year with effect from …………………

In WITNESS whereof, the parties set their respective hands and seals on this day of ………………… …………… . 2009 at (Place)

Signature : Signature : Name: Name: Designation: Designation: with stamp with stamp

For and on behalf of For and on behalf of the obligator the beneficiary (BSNL)

1. In the presence of 1. In the presence of

Read, understood and agreed 29

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

Signature : Signature : Name: Name: (IN BLOCK LETTERS) (IN BLOCK LETTERS) Address Address

2. In the presence of 2. In the presence of

Signature : Signature : Name: Name: (IN BLOCK LETTERS) (IN BLOCK LETTERS) Address Address

CHECK LIST FOR BIDDERS

1. Proof of experience for Mess/Catering Services from at least one large corporate organization /PSU/Government body/Colleges/Engineering colleges in the city. 2. Copy of Firm Registration Certificate obtained from the Sales Tax/Registration Department of State Government. 3. Authenticated copy of Partnership Deed in case of Partnership Firm. – 4. In case of Limited company Memorandum of article of association and certificate for authorised signatory signed by Board of Directors. – 5. In case of Proprietor of concern Proprietor Firm Registration. 6. Crossed Demand Draft for E.M.D. of Rs 2,400/- (Rupees TwoThousand

Read, understood and agreed 30

TENDER NO:T6 /Tender/Mess Contract/2009-2010/4 dt 07/12/2009

Four Hundred and Eighty only) – 7. Annexure-I (Terms and Conditions) – 8. Annexure-II (Work Specification) 9. Annexure-III -- (Rate Bid) 10. Annexure-IV -- (Declaration of near relatives of BSNL Employees) 11. Specimen form of agreement for Mess/Catering services 12. Please ensure that all pages of the documents are duly signed by the authorised signatory with seal.

Read, understood and agreed 31