HEADQUARTERS' OFFICE

EMPLOYEES' STATE INSURANCE CORPORATION

PANCHDEEP BHAWAN: CIG ROAD: NEW DELHI

(ISO: 9001-2008 Certified)

TENDER DOCUMENTS

INVITATION OF BIDS FOR MAINTENANCE WORK OF HQRS. OFFICE &

ESIC COLONY, SECTOR-56, NOIDA

Sealed tender offers under two bids system ( in separate covers) are invited fromeligible Agenciesfor providing Annual repair & Maintenance Services at following places:-

1. Hqrs. Office

A) Panchdeep Bhawan, CIG Marg, New Delhi

Total area of the Complex - 1.25 acres.

Covered area - 7,713 sq. mtr. (aporox.) spread in 5 floors.

B) Ground & 4th Floor ofIndian Express Building, Bahadur Shah

Zafar Marg

Total area / covered area - 12,280 sq. ft.

2. ESIC staff Colony, Sec.56, Noida

Total area of Complex - 8.20 acres

Total number of buildings with area - 364 qtrs. + 7 Ancillary

Building with total covered area 25,090 sq. mtr.

Period of Contract - 2 years subject to satisfactory performance withtermination notice of one month from either party.

Scope of Services to be provided:-

The Agency will be responsible for Repair, Maintenance and running offollowingitems of work:

I. Electrical works including H.T., L.T. Panels, relays, substation, street lights,internal wiring, sin ages, staircase lights, etc.

2. Fire safety equipment, pump house, etc.

3. Water supply, Sanitary & Plumbing work.

4. Storm Drainage & Sewage Disposal work.

5. Civil repair and maintenance work,

6. Cleaning and maintenance of common area of residential colony at Sec.56,Noida

7. Landscaping and horticulture.

8. Repair and day to day maintenance and running of DG Set (Generators),pumps, tube well.

9. Air conditioning system ofHqrs. Office area.

10. Lifts of Hqrs. Office building.

11. Appropriate Whitelcolour wash and paint etc once in two years includingboundary walls

12. Maintenance, running ofRo water plants including material.

13. Maintenance of Sound System ofHqrs. Office & including providing ofmike, speaker, etc.

14. Any other work directly related to maintenance.

The above work will require deployment of following category of manpower.

1. Plumber 7. Pump Operator

2. Electrician 8. Mali

3. Carpenter 9. Lift Technician

4. Sewer men : 10. Boiler Operator

5. Mason 11. Helpers

6. Generator Operator 12. Any other category of specializedmanpower required.

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Only licenced/certified electricians/operators shall be deployed. Preferably theother skilled worker deployed shall also be licensed / certified. Licence ofelectricians to be enclosed. Other certificates of technical qualification also to beenclosed. It must be ensured the service in above respect should be availableround the clock and sufficient number of manpower / supervisors are deployed.

Eligible agencies may visit / inspect the site on any working day to collect allinformation that will be necessary for preparing the Tender and entering into a Contract forthe services to be rendered between 10.00 a.m. to 12.30 p.m. and 3.00 p.m. to 4.30 p.m. onany working day from 2nd Jan., 2012 to 23rd Jan., 2012 by contacting the following official.

Sh. Vijay Bokolia, Asstt. Director, for Hqrs. office - 0-9868342862

Sh. Arun Kumar, Caretaker for ESIC Staff Colony, Sec.56, Noida - 0-9818226502

Tender document can be purchased from 2.1.2012 to 27.01.2012 from 10.00 a.m. to4.00 p.m. on any working day on payment of a non refundable cost of Rs. 5,000/- in the formof a Demand Draft/Banker's Cheque payable to ESI Fund A/c No. I

Sealed Tenders with separate Technical and Financial bids filled in the specifiedproforma and addressed to the Jt. Director (Genl.), ESI Corporation, Panchdeep Bhawan,c.I.G. Road, New Delhi should reach latest by 1.00 P.M. of 30th Jan., 2012. Tender receivedafter this stipulated period will not be accepted. .

The Tender may be sent by post to the 'above mentioned address or dropped in theTender Box captioned "Tender for repair & maintenance services two bid system.

Details of the Tender Document can be seen at ESIC's website www.esic.nic.in

The Technical Bids shall be opened at 3.00 PM on 30th Jan., 2012 in the presence ofsuch tenderers or their authorized representatives who may wish to be present.

The Tenderers whose Technical Bids are accepted will be informed about the date ofthe opening of financial bids.

Tenders received after the closing date and time shall not be considered.

ELIGIBILITY CRITERIA

1. The Tenderer must have an average annual turnover of

i) Rs.I00 Crores (Rupees one hundred crores) during 20 I0-11ii) Rs.50 crores (Rupees fifty Crores) during 2009-10

and should be profit making during the last two years. Copies of the followingdocuments should be submitted alongwith the Technical Bid.

(a) Audited Balance Sheet oflast two years i.e. 2D09-10, and 2010-11.

(b) Audited Income and Expenditure statement of last two years i.e. 2009-10 &20 10-11.

(c) Audited Profit and Loss Account of last two years i.e. 2009-10 & 2010-11.

(d) Audit report of last two years i.e. 2009-10 and 2010-11.

(e) Service Tax certificate.

(t) Copy of Registration/licence under Contractual Labour (R&A) Act, ESI, EPF and otherstatutory law required for providing maintenance services.

(g) PAN No.

2. The Tenderer should have the Registered / Branch Office in Delhi / NCR.

3. The Tenderer should have sufficient employees on its roll and paid directly by theAgency, specifically trained for repair & maintenance work. Full list of the employees, viz.,name, age, employee code, designation, experience in the field of housekeeping, PF, ESIdetails (technical bid page 2) etc. should be attached with the technical Bid.

4. The Tenderer/Associate should have a valid labour license and license for providingPest control.

5. The Tenderer should possess valid ISO - 9001 certification & a certificate in thisconnection has to be attached with the Technical Bid.

6. The Company / tenderer must have All India presence.

7. The Tenderer should have during last two years:-

a) One work of value of 4 crores or more from any Govt. /Semi-Govt./PSUs/Govt. Undertakings, etc.b) Two works of value of 2 crores or more & one of them shou Id be from anyGovt. /Semi-Govt./PSUs/Govt. Undertakings, etc.c) Three works of value of 1.0 crores or more one of them should be fromany Govt. /Semi-Govt./PSUs/Govt. Undertakings, etc.

8. The tenderer has to submit satisfactory performance certificates from at least threePSUs / Govt. Departments where he has worked during last two years.

9. The tenderer must enclose a list of employees on their pay roll along with theirqualification, designation & .location.

INSTRUCTIONS TO TENDERERS

I. The Tenderers are required to submit two separate Bids i.e. - Technical and Financial,as per prescribed proforma. The two Bids should be submitted in two separately sealedenvelopes superscribed "Technical Bid for Repair & maintenance Services in ESIC Hqrs"and "Financial Bid for Repair & maintenance Services in ESIC Hqrs". Both sealed

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envelopes should be put in a third sealed envelope superscribed "Tender for Repair &maintenance Services in ESIC Hqrs".

2. The declaration in the prescribed proforma (Annexure A) enclosed should besubmitted alongwith the Technical Bid.

3. The Technical Bid should be accompanied by an Earnest Money Deposit (EMD) ofRs. 5.00 lakhs (Rupees five lakhs only) in the form of Demand Draft/Pay Order from acommercial bank drawn in favour of ESI Fund Ale No.I, payable at New Delhi". In theabsence of EMD, the tender shall be rejected summarily. The earnest money shall berefunded to the unsuccessful Tenderers after finalization of the contract. It shall be refundedto the successful Tenderer on receipt of performance security deposit. No interest is payableon the EMD.

4. All entries in the Tender form should be legible and filled clearly. Any overwriting orcutting which is unavoidable shall be signed by the authorized signatory.

5. The bid shall be valid for 180 days from the date of opening.

6. The tenderers shall quote lump sum annual amount for the whole job failing which thebid shall be considered non-responsive.

7. Tender incomplete in any form will be rejected outright. Conditional Tenders will berejected outright.

8. No Tenderer will be allowed to withdraw after submission of the tenders within thebid validity period otherwise the EMD submitted by the tenderding firm would standforfeited.

9. In case the successful Tenderer declines the offer of Contract, for whatsoeverreason(s), his EMD will be forfeited.

10. A formal contract shall be entered into with the successful tenderer. In this contract,the successful tenderer shall be defined as Contractor.

1 I. The successful tenderer will have to deposit a Performance Security Deposit ofRs.IO.OO lakhs /- (Rupees ten lakhs only) by way of Fixed Deposit Receipt (FOR) from acommercial bank and hypothecated in favour of ESIC, Hqrs. Office, New Delhi" valid for60 days beyond the expiry of period of two years contract and further renewable.

12. The successful Tenderer will have to deposit the Performance Security Deposit andcommence the work within 15 days of acceptance of tender. Otherwise the contract will becancelled and EMD will be forfeited.

13. Each page of the Tender document should be signed and stamped by authorizedrepresentative of Tenderer in acceptance of the terms and conditions laid down by ESIC.

14. The competent authority of ESIC reserves the right to reject all or any tender inwhole, or in part, without assigning any reason thereof.

15. The agency to employ adult and skilled / trained workers. only.

16. The agency to ensure timely payment of all statutory dues like ESI, EPF etc. andensure compensation as per payment of Wages Act, Minimum Wages Act etc. Payment ofwages to the workers shall be made only through bank transactions and proof thereof to besubmitted along with the bill for next month

17. The financial bid & technical bid received without the signature of authorized personwill not be entertained and will be rejected.

18. The rates quoted for maintenance work should be inclusive of cost of manpower,machine, tools, plant & insurance, etc. but excluding taxes.

19. However, the cost of small & usual items like cement, nut boles, switches,electrical work requiring use of small size of electric wire, greasing, oiling, stoppers, etc.will be borne by the Contractor. The cost of other items like electric tubelights, glass,washbasins, taps, etc. may be claimed from ESIC while producing certified bills. The billsin this connection must be certified by the authorized officer of ESIC. The payment forcost of material/electrical items used by the Contractor may be claimed along with themonthly bills.

GENERAL CONDITIONS OF CONTRACT (GCC)

I. The persons deployed by the Contractor should be properly trained, haverequisite experience and skills for carrying out the work assigned to him.

2. The Contractor should ensure the Health and safety measures of theemployees. ESIC may also conduct health check up of the staff deployed atregular intervals.

3. The Contractor must employ adult and skilled labour only. Employment ofchild labour will lead to the termination of the contract. The Contractor shallengage only such workers, whose antecedents have been thoroughly verified,including character and police verification and other formalities. TheContractor shall be fully responsible for the conduct of his staff.

4. The Contractor at all times should indemnify ESIC against all claims, damagesor compensation under the provisions of Payment of Wages Act, 1936;Minimum Wages Act, 1948; Employer's Liability Act, 1938; the WorkmenCompensation Act, 1923; Industrial Disputes Act, 1947; Maternity BenefitAct, 1961; Delhi Shops and Essential Act or any modification thereof or anyother law relating thereto and rules made hereunder from time to time. ESICwill not own any responsibility in this regard.

5. In case of breach of any terms and conditions attached to the contract, thePerformance Security Deposit of the Contractor will be liable to be forfeitedby ESIC besides annulment of the contract.

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6. The staff shall be in proper uniform as approved by ESIC and with theiridentity properly displayed.

7. ESIC will provide space for a store room to the Contractor in the premises.The store keeper I supervisor deployed by the contractor will store all theirmaterials & equipments in the store room and maintain a computerized recordof the store items which shall be opened to inspection by authorized officialof ESIC during working hours.

8. The Contract shall initially be for a period of two years and may be extendedfurther for a period of one year subject to satisfactory performance, on thesame terms and conditions. The rates quoted by the bidder shall remainunchanged during the period of contract. ESIC, however, reserves the rightto terminate the contract by serving one months notice, in writing. TheContract may be terminated with mutual consent by giving one month notice.

Variations

The Joint Director (Genl.) may order variations in the scope or quantum of workthrough a written variation order. The payment for the variation shall be worked out on thebasis of contract rates for manpower and prorate for additional areas

Payment Procedure:

Payment will be made in the first week of the succeeding month upon submission ofthe bill in triplicate. Payment of the bill will be based on computerised print outs instandardized proforma approved by ESIC.

The bill must be supported with the following documents>

a. Attendance sheets along with salary certificates, wages sheets of all the workers andstaffs deployed.

b. Certified bills of materials purchased under different heads.

c. Details of defects/complaints attended and rectified within time.

d. Details of complaints attended late.

Liquidated damages:

Whenever and wherever it is found that the service is not up to the mark, it will bebrought to the notice of the supervisory staff of the Contractor by ESIC and if no action istaken within one house on urgent matters liquidated damages @ Rs.5001- per complaint shallbe imposed. The decision of Joint Director (Genl.) shall be final, in this regard.

Manpower

A. Any misconduct I misbehavior on the part of the manpower deployed by theContractor will not be tolerated and such person will have to be replaced bythe Contractor at his own costs, risks and responsibilities immediately, withwritten intimation to ESIC.

B. The Contractor should ensure to maintain adequate no. of manpower and alsoarrange a pool of stand by worker / supervisor. In case any worker /supervisorabsences from the duty, the reliever of equal status shall be provided by theContractor from an existing pool of housekeeping staff.

Risk Clause

The Contractor shall at all times have standby arrangements for carrying out the workunder the Contract in case of any failure of the existing arrangement.

ESIC reserve the right for termination of the contract at any time by giving one monthwritten notice, if the services are found unsatisfactory and also has the right to award thecontract to any other selected tenderers at the cost, risk and responsibilities of Contractor andexcess expenditure incurred on account of this will be recovered by ESIC from theContractor's Security Deposit or pending bill or by raising a separate claim.

• All necessary reports and other information will be supplied on a mutually agreedbasis and regular meetings will be held with the ESIC.

• Contractor and its staff shall take proper and reasonable precautions to preserve fromloss, destruct ions, waste or misuse the areas of responsibility given to them by theESIC and shall not knowingly lend to any person or company any of the effects orassets ofthe ESIC under its control.

• In the event of loss/damage of equipments etc. at the premises of the ESIC due tonegligence/carelessness of Contractor staff, then the Contractor shall compensate theloss to ESIC.

• The Contractor will also maintain a suggestion book for comments on the servicesrendered by it.

• The Contractor shall, in performing its part of this Agreement, ensure the safety of thebuilding and the persons working in or visiting the ESIC's premises and shallindemnify ESIC for any loss or damage caused by any act of the Contractor or itsemployees or staff etc.

• The Contractor shall not assign or sublet this Agreement or any part thereof to anythird party without the approval of the ESIC. However, he may use the services ofassociates for providing the services in which case the Contractor shall be responsiblefor the performance and all acts ofthe associates as though they were his own.

• In every case the Contractor shall make alternative arrangements for meeting hiscontractual responsibilities in case of failure ofthe Associate.

• Measure of success will be based on the feedback from External Customers and staffwhich will be recorded and action 'report needs to be submitted every month by theContractor.

• Licenses if any required for repair & maintenance services at the site will be procuredby the Contractor.

Dispute Settlement

It is mutually agreed that all differences and disputes arising out of or in connection with thisAgreement shall be settled by mutual discussions and negotiations if such disputes anddifferences cannot be settled and resolved by discussions and negotiations then the same shallbe referred to the Sole Arbitrator appointed by the DG, ESIC whose decision shall be finaland binding on both the parties.

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RESOURCES REQUIREMENT

The tenderer has to employed / placed a sufficient number of manpower & machines /equipments so as to ensure high quality service. Computerized record of number ofmanpower deputed, machines, equipments & materials used may be maintained andsubmitted to ESIC every month.

TECHNICAL TENDER

Repair & maintenance services in ESIC Hgrs. Office & ESIC Staff Colony, Sec.56,Noida

1 NAME OF TENDERINGCOMPANY / FIRM

2 NAME OF OWNER / PARTNERS/DIRECTORS

3 FULL PARTICULARS OF OFFICE

(A) ADDRESS,

(B) TELEPHONE NO.

(C) FAX NO.

(D) E-MAIL ADDRESS

4. REGISTRA TION DETAILS:

(A) PAN / GJR NO.

(B) SERVICE TAX REGISTRATIONNO.

(C) ESI & E.P.F. REGISTRATIONNO.

,

5. DETAILS OF EARNEST MONEY DEPOSIT

(A) AMOUNT(RS.)

(B) D.D. / P.O. NO. AND DATE

(C) DRAWN ON BANK

(D) VALID UPTO

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The above format may be used to provide requisite details.

6. Turnover of the tenderer during

a) 2009-10 - Rs.

b) 2010-11 - Rs.

7. Work experience

Details of Repair & maintenance contract having value of RsA.OO Crores, Rs.2.00 Crores& Rs.l.0 Crore in following proforma-

S.No. Name & Address of Value of Duration of Contract

the Organisation Contract From To

8.List of clients including PSUs mentioning the period of contract and valuethereof.

9. Any other information.

Date:

Signature of Owner/Managing Partner/Director

Name:

Place: Seal :

Technical Tender Page: 2

Details of existing staff

S.No. Name, Qualification Designation Place of ESI P.F.posting No No.

The above format may be used to provide employee details.

Signature of Owner/Managing Partner/Director

Date: Name:

Place: Seal :

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ANNEXURE' A'

DECLARATION

I. I, Son / Daughter ofShri Proprietor/Partner/Director/ Authorized Signatory of amcompetent to sign this declaration and execute this tender document;

2. I have carefully read and understood all the terms and conditions of the tenderand hereby convey my acceptance of the same.

3. The information / documents furnished along with the above application aretrue and authentic to the best of my knowledge and belief. 1/ we, am / are wellaware of the fact that furnishing of any false information / fabricateddocument would lead to rejection of my tender at any stage besides liabilitiestowards prosecution under appropriate law.

4. I have apprised myself fully about the job to be done during the currency ofthe period of agreement and also acknowledge to bear consequences of non-performance or deficiencies in the services on my part.

Signature of authorized person

Date: Full Name:

Place: Company's Seal:

N.B.: The above declaration, duly signed and sealed by the authorized signatory of thecompany, should be enclosed with Technical tender.

FINANCIAL BID

Financial Bid for Repair & Maintenance in ESIC Hgrs. & ESIC Staff Colony,Sec.56, Noida.

I. Name of Tenderer along with' address, e-mail & telephone Nos.

2. Charges for Repair & maintenance' on lump sum basis per annum (as per the terms &conditions contained in tender document) Rs. + taxes Rs._____ , Total Rs. _

3.Average Monthly Repair & Maintenance charge including taxes (Annual charge dividedby 12) Rs .. _

* The above rates are inclusive of cost of workers deployed for repair & maintenance work &cost of machine & materials used (as. provided in the tender documents).

Signature of authorized person

Date: Full Name:

Place: Company's Seal: