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1. Selection Criteria: Concerned firms are required to fill all the particulars with proofs asper Annexure-I. Failure to do so or any incomplete information would disqualify the firm

for further processing.

2. Earnest money deposit (EMD): Rs. 10,000/- (rupees ten thousands only) by crossed

Demand Draft / Pay Order / Bankers Cheque of any scheduled bank in favor of IIM Ranchi and

payable at Ranchi. EMD amount deposited will be refunded (without any interest) to the

unsuccessful bidders after the award of the contracts to successful firm.

3. Security Deposit (SD) : The successful firm will be required to deposit

Rs.1,00,000/- (Rupees One Lacs only) as interest free security deposit in the form of a crossed

demand draft drawn in favor of IIM Ranchi and payable at Ranchi, within 15 days of the

award of the services contract. EMD deposited at the time of submission of the EOI

documents can be adjusted against the security deposit. The SD will remain at the disposal ofIIM

Ranchi. The authority reserves the right to recover the losses/damages caused to the

instruments/ articles/ building/ fittings etc. by the contractors or their employees and

realization of damages arising out of any deficient services over and above any other

punitive step/ civil action as the authority deems fit.

4. Validity period of the EOI: The accepted EOI will remain valid for 01 (one) month from

the date of assigning of the contract.

5. Period of contract: The contract will be assigned initially for a period of 1 (one) year,

preferably from the date of awarding with a provision for normal extension for 2 (two) more years

subject to satisfactory performance and approval of the competent authority of the Institute. In

exceptional cases where the service of the provider is extremely satisfactory, the authority may

extend the contract period by another one year.

6. Termination of contract: The contract can be terminated by the contractor by giving 02

(two) months clear notice. However, the authority reserves the right to terminate the contract

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without assigning any reason if it appears to the authority at any point of time that the services,

quality of food, maintenance of hygiene of any of the mess services are deteriorated to suchan extent that it is detrimental to the interests of the hostel boarders and their health.

7. Agreement: The successful parties shall sign an agreement with IIM Ranchi, which will be

executed as per the provisions of the stamp act and shall be duly registered.

8. Legal dispute: Any dispute, which may necessitate legal redressal will be restricted to the

jurisdiction of the civil courts at Ranchi (Jharkhand) only.

9. Payment terms: Details are given in Annexure-II

10. Inspection authority: Authorized representatives of the Institute will carry- out periodic

inspection and surprise checks to ensure quality of food, services, hygiene, and cleanliness.

11. Canvassing: Any attempt to canvass for the candidature of any bidder directly or indirectly

will lead to disqualification of such bidder/firm from the whole process.

12. Rejection clause: The firm who does not fulfill any of the above conditions or submit

incomplete documents in any respect is liable to be rejected summarily.

13. Modifications: The IIM Ranchi reserves the right to modify/add any clause to the

agreement, during the period of the contract, for any essential item, services etc.

14. Medical fitness: The mess staff including cooks, serving member, and cleaners have to be

medically reviewed. The fitness certificate should be obtained from a registered medical practitioner

once in a month to the satisfaction of the hostel authorities, failing which suitable action may be

initiated.

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15. EOI should be addressed to: The Purchase Officer, IIM Ranchi, 5 th Floor, Suchana

Bhawan, Audrey House Campus, Meurs Road, Ranchi, Jharkhand. PIN - 834008.

16. The Bidder/ Firm should sign on each and every page of the EOI documents.

Vice PresidentAdministration

IIM Ranchi

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Procedure and Conditions of the Contract

1. Invitation of EOI

Sealed Expression of Interest are invited by the IIM Ranchi from the registered firms formess

services in the hostels having at least 01 (one) year of relevant experience in providing such

indoor mess services in large capacity hostels.

EOI will be received up to 4 PM of the last date for submission. IIM Ranchi will not be

responsible for any delay or loss of EOI sent by post. Sealed EOI should be sent by registered

post/courier or dropped in the office of IIM Ranchi, 5th floor, Suchana Bhawan, Audrey House

Campus, Meurs Road, Ranchi (Jharkhand) - 834008.

2. Signing of the EOI

Individuals signing the EOI and other related documents/attachments related to the contract must

specify the nature and authority of the signatory,

a. whether signing as a sole proprietor of the firm or its attorney.

b. In case of companies, registered firms registered under the Companies Act/Indian

Partnership Act/Trust Act, should specifically mention on what capacity the EOI is

signed i.e. as Secretary, Partner or their Attorney.

3. Filling up of the EOI

1.EOI terms should be as per the enclosed EOI format (Annexure-I to III)2. Must be legibly written in English.

3. Overwriting may render the EOI invalid.

4. The EOI will remain valid for 01 (one) month from the date of assigning of the contract.

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4. Any improper entry should be stroked off completely and duly authenticated by full

signature alongside.

5. Complete postal address with contact no. must be stated on the EOI form.

4. Compliance clause

The selected mess service provider shall have to comply with all the EOI document

conditions fully and repeated failure to do so in spite of reminders may result in termination of

the services.

The bid should invariably contain the following attachments having self-attested photocopies

along with the annexures of the EOI:

a. Proposal letter with complete address etc.

b. Up-to-date sales tax clearance certificate

c. Registration of the firm

d. Documents regarding present business

e. Certificates showing experience (Number of 3 meals per day in Govt. / P.S.U departments)

in executing similar services, their duration supported by attested copies of documents

from the competent authority (experience in running mess services in hostels of

educational institution will be given preference).

f. Testimonials/certificates from competent authority regarding the quality of service

provided in each case.

g. Earnest money deposit amounting to Rs. 10,000/- (Rupees ten thousand only) in favour of

IIM Ranchi, payable at Ranchi in the form of a crossed Demand Draft/

bankers cheque/bank PO, as the case may be.

h. Audited balance sheet showing yearly turn-over per annum minimum 1.5 crore in each

year for the last 03 (three) financial years duly signed and certified by a registered

chartered and certified accountant.

i. E.S.I / P.F Registration.

j. Labour License.

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5. Conditions to acceptance:

a) The IIM Ranchi does not bind itself to assign the EOI to any party and reserves the

right to accept/reject the whole or any part of the EOI without assigning any reason

thereof.

b) Acceptance of the offer by the IIM Ranchi will be conveyed by a letter of acceptance

from the Office of the Director, IIM Ranchi.

6. Deposit of Earnest Money (EMD):

a) EMD of Rs. 10,000/- as specified should be payable with the duly completed EOI

documents. EOI without the full EMD will be summarily rejected. No cheque or Bank

guarantee shall be accepted towards EMD payment.

b) EMD of unsuccessful bidders will be refunded after awarding the contract to the

successful bidder and no interest will be paid for the interim period.

7. Security deposit (SD):

The firms to whom work contract may be awarded will have to deposit SD amount of Rs. 1,00,000/-

(Rupees one lakh only) by a crossed DD/Bankers cheque from any Nationalized

bank in favour of IIM Ranchi payable at Ranchi within seven days of the issue of the work

contract.

On expiry of the contract the security deposit will be returned to the mess service provider within

06 (six) months of the expiry date of the contract. The contract awarding office shall deduct dues, if

any, payable to IIM Ranchi.

8. List of employees

The successful bidders need to submit the list of his/her employees to the Institute.

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9. Failure and termination:

If the performance of the mess and cleaning service provider is not satisfactory, the IIM

Ranchi may cancel the awarded contract, and subsequently, arrange another service provider

from waiting list prepared for the purpose.

IIM Ranchi shall not be responsible for any loss, damages, etc. suffered by the service

provider as a result of such termination of contract.

10. Legal jurisdiction:

Legal disputes that may arise out of this bilateral contract are subject to the jurisdiction of civil

courts at Ranchi (Jharkhand) only.

11. Rates and taxes:

The suggestive quote for different items/services should be inclusive of all taxes/charges

levied by the Central Govt./State Govt, wherever applicable.

12. Taxes and labor:

a. PAN, VAT Clearance Certificates, PF Registration No. if any, Service Tax

Registration No. must be attached.

b. If provision of laborers attracts labor act, then the firm shall have to obtain license

from the competent authority as and when required, and it will also be the sole

responsibility of the firm to meet all the laws of labor act in force.

I/We accept all the general terms and conditions stated above.

Place: Signature of the firm/bidder

Date: with seal, if any

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ANNEXURE - I

EOI FORM

1. Name of the firm (As registered):- ..

2. Address of the firm:-

.

..

3. Phone Number: ....

4. Proprietors name: ...

5. Address of Proprietor: .

6. Proprietors Phone No.: ..

7. Details of the firm:-

(a). Date from which the firm is operating:

(b). Turnover of the firm during:

FY 2009-10 (Rs.) ...

FY 2010-11 (Rs.)

FY 2011-12 (Rs.)

(Please attach documentary evidence)

(c) PAN .

(d). TAN

(e) PF Reg.No.: .

(f) Service Tax Registration No.:

Note: For any other information attach extra sheet.

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ANNEXURE II

Details Regarding Expected Mess Services

Responsibility for executing the contract

The contractor shall be responsible in all respects for providing mess services in the hostels as per

the strict time schedule agreed upon.

Name of the work

Providing (cooking, serving, cleaning, and day to day maintenance) 04 (four) main meals of

the day viz.,breakfast, lunch, evening snacks and dinner (as per the menu to be fixed in advance)

for each hostel.

Brief specification of the services

a. Procuring good quality raw materials, both dry and wet rations, from the open

market.

b. Ensuring that the procured raw materials are fit for cooking with proper washing

and cleaning in a hygienic environment.

c. Cooking the raw stuff as per menu and meal specification using ISI branded

cooking materials, wherever applicable. Standard brand or quality of ingredients

should be used for preparing food items as per the menu recommended by

authorized body of the hostel in consultation with the service providers

(contractor).

d. Serving the prepared food in hot condition using service utensils on pre-cleaned

dishes, tumblers, cups (small bowls), as the case may be. Food is to be servedduring fixed time periods as per meal schedule in a well maintained and clean

environment in the dining halls of the hostel.

e. Thorough washing and cleaning of all the items and space used for the purpose

should be done after each meal.

f. Interested parties also to provide coffee/soup/tea vending machines along with stall

for light snacks on payment basis.

g. Interested parties have also to extend services to other employees and staff of theInstitute as and when required.

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Subletting of contract

Under any circumstances, the contractor cannot sublet or transfer the contract to any third

party. Any deviation from this clause may invite spot termination of the contract.

Hostel building

The entire activity of the mess service provider/contractor shall be limited within a marked area

(to be notified separately to the successful firm) of each hostel meant for dining, cooking,

storing, cleaning, and preparation areas.

Scope of work

The contractor/mess service provider of the hostel(s) shall have to procure the raw materials viz.

rice, pulses, flour, cooking medium, vegetables, etc. of good quality and quantity as per the

requirement and shall arrange for proper storage within the space provided. The

employees of the mess service provider viz. cooks and the helpers of required number should

prepare the items with proper washing, cutting, and cleaning before the edible preparation. The

cooked food, which will be ready to be served shall be kept with proper cover, keeping it hot using

specified storing articles provided for the purpose. It should not be made ready so early that it

requires reheating and should never be served cold. Once the cooked items are ready, these

shall be shifted to servicing utensils that are maintained clean and covered under a hygienic

condition for serving the hot food items.

The pre-fixed menu for each meal will be communicated by mess committee of hostel for the

coming month and will be followed throughout the month. Accordingly, the mess service

provider shall prepare and serve the meals in the allotted hostel.

It is also the duty of the mess service provider and their employees to keep the dining area

totally clean by mopping the area with proper cleaning agent after each meal. The dining

tables and benches will also be mopped and kept clean to avoid collection of dirt, dust, and

flies etc.

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A few of the possible penalty situation under the purview of authorities, which accounts to poorservices in the mess, are (for a broad idea to the contractor):

Delay in making of food.

Shortage of food items before scheduled time.

Food item (to be made according to menu) not prepared at all.

Poor service and misbehavior of staff or any other case which comes under this category.

Similarly, a few of the standard penalty terms are given below for a broad idea to thecontractor:

Sr. No. Basis

1 Presence of unwanted items in food:

Harmful items (e.g. blade, glass, metalwires, nails, etc.)

Other items (e.g. cockroaches,

cigarettes, etc.)

2. Use of Stale/ Spoilt ingredients, e.g. rotten

vegetables, infected grains, etc (Fine will also be

imposed if these are about to be used.)

Fine

Half the price of the day per head

multiplied by number of students in

the hostel

Half the price of the day per head

multiplied by number of students in

the hostel

Safety measures

The mess service provider shall ensure that all safety precautions are properly taken during the

process of cooking by his employees. Special emphasis will be laid on fire safety norms and

proper operation of electrical gadgets/instrument, and fire-fighting equipment etc.placed at

the disposal of the hostel mess.

Good behavior and prompt service

The successful firm shall ensure that the quality of service is courteous and prompt and is in

accordance with the laid down specification.

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Vacations: In case of Durga Puja and Christmas Vacations, when number of students decreases

by more than 50%, only 50% of the price will be paid for the absent students

Special meals to ailing boarder

Special meal (such as boiled food) should be provided to the ailing boarder in hostel.

Arbitration

All disputes or differences whatsoever between the mess service provider and the

Institute related to the contract will be settled by arbitration as per theprovisions of the Indian Arbitration and Conciliation Act, 1996 and shall be

binding for all purpose.

Recovery of dues

In case of any rightful dues (such as claim, penalty etc.) the service provider is

supposed to deposit the amount in due time, failing which stern action may be

initiated leading to termination and recovery from the security deposit.

I/We accept all the general terms and conditions stated above.

Place: Signature of the firm/bidder

Date: with seal, if any

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D)Dinner (Sl. No 1 to 4 denote the four possible combinations of items to be servedto an adult. The sign / denotes or and,denotes and)

Item No Item Expected Rate

1 Rice; Chapatti/Poori/Paratha/Bhatura;

Dal/Sambhar/Rasam

Rs 30.002. One Vegetable Dry/Curry

Or

Special item (to be served thrice a week)

For non-vegetarian people : Chicken (02 pieces-

50 gm each) curry/ Fish (1 piece, 100gm) curry/

Egg curry (01 piece)For Vegetarian people: Paneer (4 pieces, 25 gm

each)/ Kofta (02 pieces 50 gm each)/special sabji

Salad and pickles

Sweet dish (Rasgulla/ Gulab Jamun/Ice cream): 1

pieces or 25 gm whatever is applicable and should

be served thrice a week

The total mess rate per day per student, as indicated above, including , manpower, raw

materials consumables etc (A+B+C+D) = Rs 100.00

I agree to abide by the term and conditions as mentioned in the EOI as well as agree to provide

the services as per the rates given in the EOI.

Place:

Date:

Signature of the firm/bidder

With seal, if any

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MESS MENU

BREAKFAST LUNCH Evening

TEA

DINNER

TIME/DAY 7.30-9:30 A.M. 1:00-2.30 P.M. 5.30-6:30

P.M.

8.00-10.00 P.M.

SUNDAY

BREAD, BUTTER,

JAM/ HOT MILK,

BOURVITA IDLI,

SAMBHAR,

CHUTNEY, TEA

STEAMED RICE,

DAL TADKA,

AALO JEERA,

LAUKI KI SABJI ,

ROTI, RAITA,

GREEN SALAD,

PICKLE, PAPAD

SAMOSA,

TEA/COFFEE

STEAMED RICE, DAL

YELLOW, PANEER BUTTER

MASALA/ BUTTER

CHICKEN/

FISH(ALTERNATE

WEEK)ROTI, GREEN

SALAD, PICKLE, PAPAD,

JALEBI

MONDAYBREADS BUTTER,JAM, / HOT MILK,

BREAD OMELETTE,

TEA/ MILK WITH

BOURNVITA

STEAMED RICE,DAL TADKA,

AALO GHOBI

MASALA,

BRINJAL FRY,

ROTI, RAITA,

GREEN SALAD,

PICKLE, PAPAD

CHHETAPAKODA,

TEA/COFFEE

VEG FRIED RICE, DALTADKA, VEG KOFTA, AALO

BHUJIA, ROTI, GREEN

SALAD, PICKLE, PAPAD

TUESDAY

BREADS BUTTER,

JAM,, / HOT MILK,

AALO

PARATHA/DAHITEA/

MILK WITH

BOURNVITA

STEAMED RICE,

DAL TADKA,

PANEER DO

PYAZA, ROTI,

RAITA, GREEN

SALAD, PICKLE,PAPAD

VEG CUTLET,

TEA/COFFEE

JEERA RICE, DAL YELLOW,

DUM ALOO, BHINDI BHUJIA,

ROTI, GREEN SALAD,

PICKLE, PAPAD

WEDNESDAY

BREADS BUTTER,

JAM / HOT MILK,

POHA, TEA / MILK

WITH BOURNVITA

STEAMED RICE,

DAL TADKA, ,

AALOO BEANS,

ROTI, DHANIYA

CHATNI, GREEN

SALAD, PICKLE,

PAPAD

BHELPURI,

TEA/COFFEE

VEG BIRYANI /CHICKEN

BIRYANI, YELLOW DAL,

ROTI, GREEN SALAD,

PICKLE, PAPAD, SEWAI

THURSDAY

BREADS BUTTER

JAM, / HOT MILK,

VADA SAMBHAR,

CHUTNEY, TEA/MILK WITH

BOURNVITA

FRIED RICE, VEG

MANCHURIAN,

MIX VEG, ROTI,

RAITA, GREENSALAD, PICKLE,

PAPAD

BREAD

PAKODA,

TEA/COFFEE

DAL MAKHANI, BHINDI

MASALA, AALO PARWAL

BHUJIA, ROTI, GREEN

SALAD, PICKLE, PAPAD,STEAMED RICE

FRIDAY

BREADS BBUTTER

JAM, / HOT MILK,

PAV BHAJI, TEA /

MILK WITH

BOURNVITA

STEAMED RICE,

TADKA DAL,

KARELA BHUJIA,

AALOO NENUNA

CHANA KI SABJI,

ROTI, RAITA,

GREEN SALAD,

PICKLE, PAPAD

PAAPDI

CHAT,

TEA/COFFEE

GARLIC FRIED RICE,

PANEER KADHAI(GRAVY) /

EGG MASALA, ROTI , GREEN

SALAD, PICKLE, PAPAD, ICE

CREAM

SATURDAY

BREADS BUTTER

JAM, CHHOLE

BHATURE, PICKLE,TEA / HOT MILK

WITH BOURNVITA

KICHDI,

CHOKHA, ALOO

CHANA, ROTI,GREEN SALAD,

PICKLE, PAPAD,

DHANIYA

CHATNI

NOODLES,

TEA/COFFEE

STEAMED RICE, TADKA

DAL, SOYABEEN, SEASONAL

VEG, ROTI, GREEN SALAD,PICKLE, PAPAD,