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TENDER DOCUMENT
TENDER FOR
Integrated facility Management (Comprehensive Annual Maintenance Contract) for NABARD Bhawan
AT
NABARD WEST BENGAL REGIONAL OFFICE
DP-2, Sector-V, Salt Lake, Kolkata-700091
NABARD
Phone No.033-22552523/22552522
2
NABARD
TABLE OF CONTENTS
Sr No: Particulars Annexure Page No:
1 Notice Inviting Tender 3
2 Form of Tender 4-5
3 Minimum Eligibility Criteria 6-7
4 Bid related information & List of Documents to be submitted- Technical Bid Matrix etc
8-16
5 Scope of work-Building details Annexure-I 17
6 Scope of work-Plumbing/sanitary/Civil/Carpentry 1 18-20
7 Scope of work-Electrical/HVAC/BMS/Lift/ Fire Fighting/Substation etc
2 21-24
8 Scope of work-Security Services 3 25-30
9 Scope of work-VOF and Pantry services 4 31-33
10 Scope of work-House keeping/sweeping 5 34-37
11 Scope of work-Pest Control Services 6 38
12 Scope of work-Garden/lawn and Potted Plants etc 7 39-40
13 Detailed instructions to Bidders Annexure-II 41-43
14 General Conditions of Contract Annexure-III 44-50
15 Special Conditions of Contract Annexure-IV 51-53
16 Model Service Agreement Annexure-V-A 54-56
17 Pre Contract Integrity Pact code Annexure-V-B 57-62
18 Safety Code Annexure-V-C 63
19 Letter of Indemnity Annexure-V-D 64
20 Financial Bid (Part-II) Annexure-VI 65-74
21 Summary of Financial Bid Annexure-6 75-76
22 Schedule rates for Replacement of Materials-Plumbing/Civil and Carpentry
Annexure-VII 77-81
23 Schedule rates for Replacement of Materials- Electrical, HVAC, Fire, Lift, BMS etc
Annexure-VIII 82-85
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NOTICE INVITING TENDER
Sealed tenders are invited from eligible contractors/Service providers for carrying out/ executing/providing Integrated Facility Management services as detailed by NABARD,West Bengal Regional Office at DP-2, Sector-V, Salt Lake, Kolkata-700091.
The details in this regard are given below:
1. Basic details:-
Description of work/Services
Integrated facility management and Annual Maintenance Contract for Services–Security Guards, House-keeping/ sweeping,Plumbing/Sanitary/Carpentry/minor civil
works, Lounge and VOF, Electrical works, HVAC, Fire
Fighting, BMS, Lift, Gardening/Potted plants, Pest
Control Services at NABARD WB RO, DP-2, Sector-V, Salt
Lake, Kolkata-700091
Amount of EMD Bid should be accompanied with a sum of Rs 2,00,000/- towards EMD in the form of DD drawn in favour of NABARD, Kolkata.
Tender Document will be available
From 15.03.2019 to 26.03.2019 at NABARD WB-RO, 6, Royd Street , Kolkata -700016
Prebid meeting 15 Hrs on 28.03.2019
Closing Date & Time for Tender Submission
15.00 Hrs on 05.04.2019
Date & time of Opening Tender (Technical Bid)
15.00 Hrs on 09.04.2019
Date & time of Opening Tender
(Financial Bid) 15.00 Hrs on 12.04.2019
Bid Validity up to 90 days from the date of opening of bid & extendable by mutual consent for another 60 days.
NABARD has constructed the New Regional Office Building at Plot No: 2, DP Block, Street
No: 11 Sector V, Salt Lake, near College More which will become operational from 2019.
NABARD now wants to engage an INTEGRATED FACILITY MANAGEMENT service provider
to take care of the daily functioning of the building and provide high standards of working
atmosphere to the employees of NABARD.
RFP Terminology: Definitions - Throughout this RFP, unless inconsistent with the subject matter or context: a. Bidder/Service Provider/ Contractor - An eligible entity/firm submitting a Proposal/Bid in response to this RFP. b. Supplier / Contractor/ Vendor - Selected Bidder under this RFP. c. The Bank/NABARD/Owner/Buyer - Reference to the “the Bank”, “Bank” and “NABARD” shall be determined in context and may mean without limitation “NABARD”. d. Proposal/ Bid - the proposal submitted by the Bidder duly filled in response to this RFP e. RFP - the request for proposal (this document) in its entirety, inclusive of any addenda that may be issued by the Bank. f. Annual Maintenance Contract (AMC) - It would be the annual cost of operation and maintenance for providing Services indicated above ie Integrated Facility Management(as detailed in scope of work). g. Works / services means all the services mentioned in this RFP anywhere. ******************
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FORM OF TENDER
The Chief General Manager
NABARD, Regional Office, Kolkata-700016 Place: Date :
Dear Sir,
Name of Work : Integrated facility management and Annual Maintenance Contract for
Services–Security Guards, House-keeping/ sweeping, Plumbing /Sanitary/ Carpentry /minor
civil works, Lounge and VOF, Electrical works, HVAC, Fire Fighting, BMS, Lift,
Gardening/Potted plants, Pest Control Services at NABARD WB RO, DP-2, Sector-V, Salt Lake,
Kolkata-700091
Mode of Submission : Sealed tenders By hand in the tender box kept in NABARD Regional Office, at Plot No: 02, DP Block, Sector-V, Salt Lake, Kolkata-700091. Part tender will not be
considered.
2. Having examined the specifications and schedule of quantities relating to the work/
services specified in the memorandum hereinafter set out and having visited and examined
the site of the work/s specified in the said memorandum and having acquired the requisite
information relating thereto as affecting the tender, I/We hereby offer to execute the
works/services specified in the said memorandum within the time specified in the said
memorandum at the rates mentioned in the attached schedule of quantities and in
accordance in all respects with the specifications and instructions in writing referred to in
conditions of tender, the Articles of Agreement, Special Conditions, Schedule of Quantities
and General Conditions of Contract and with such materials as are provided for and in all
other respects in accordance with such conditions so far as they may be applicable.
3. Should this tender be accepted, I/We hereby agree to abide by the terms and provisions of
the said Conditions of Contract annexed hereto so far as they may be applicable or in default
thereof the Earnest Money Deposit may be forfeited.
4. Details of the Firm/ Company/ Individual
i. Name of our firm / Company / Individual : ii. Address of our firm / Company/ Individual :
iii. Telephone No.: ______________, Mobile No. _________________ iv. E-mail address ______________________________
v. a) Bank a/c no. is _______________ with ____________________ Bank.
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b) Type of account: Current A/c OR Saving A/c ------------------------------------ c) IFSC Code of bank branch: _______________________ (For receiving payments
against bills of works/services) (ii) Address of bank branch: _______________________________
5. The names of partners of our firm are (if applicable): (i) (ii)
Name of the partner of the firm authorised to sign tender / agreement ___________________________________ (Specimen Signatures)
OR Names of person having Power of Attorney to sign the contract.
(Specimen Signatures) (Certified true copy of the Power of Attorney should be attached)
Yours faithfully
Signature of Contractor/Authorised person (Signature and addresses of witnesses)
(1) (2)
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2. Eligibility Criteria for empanelment of Contractor /Firm /Agency Following conditions must be fulfilled for evaluation of agency /bidder. Sr No:
Certificates/Documents Particulars
1 Registration of firm, agency/Proprietorship : The intending bidder should be registered firm in India under company/society registration act as applicable, capable of carrying out the subject work as stated above. They should also be registered with Central/Sate Govt, semi Govt/PSUs / Local Govt body etc
The bidder should submit self attested photocopy
2 The bidder should possess Registered Power of Attorney
The bidder should submit self attested photocopy
3 Registration of GST
The bidder should submit self attested photocopy
4 PAN card with ITCC certificate for the last 3 years
The bidder should submit self attested photocopies
5 Valid ESI registration
The bidder should submit self attested photocopy
6 Valid EPF registration
The bidder should submit self attested photocopy
7 Labour license from Labour Deptt, GOI/ State Govt : The organization has to submit a valid labour license with the state or central labour department, in a single contract, for a minimum 1000 manpower.
Copy of Certificate of Registration under Contract Labour (Regulation & Abolition) Act 1970 may be submitted.
8 Food license from the concerned Deptt. This is needed for running Guest house where food and beverages will be served.
The bidder should submit self attested photocopy.
9 Pest Control license : Services License and Chemical license as required
Self attested photocopy to be submitted.
10 Plumbing, Electrical and other related License : Plumber, electricians, HVAC, BMS, Fire warden, solar Panel man, lift man etc should have relevant license required in their fields.
Self attested photocopy to be submitted.
11 PSARA Certificate for Security Guards- PSAR Act 2005 : PSARA license/certificate for the bidder agency and security guards may be produced.
Self attested photocopy to be submitted.
12 Professional Tax Registration
The bidder should submit self attested photocopy
13 The firm should be a profit making entity for the past 3 years.
Audited A/c statement- balance sheet and P/L A/c of the firm for the last 3 years shall be submitted along with the tender documents.
14 Average annual turnover of the agency for the last three years should not be less than Rs 25.00 crore per year.
A certified document by the chartered accountant stating the Net Worth and average annual turnover of the bidder has to be submitted.
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15 (a) The agency should have minimum 3 (three)
years of experience ending on 31/3/2018 towards providing annual maintenance services of multi storied office buildings (preferably Green building) of Central or State Govt/PSU/Autonomous body etc.
(b) The firm should have done at least 03 similar works whose value is not less than Rs 80.00 lakh each or
(c) 02 similar works whose value is not less than Rs 125.00 lakh each or
(d) 01 similar work whose value is not less than Rs 200.00 lakh.
(e) The Organization must be successfully executing integrated facility management services or maximum part of the contemplated services like environmental upkeep and management, security management, electromechanical support and management, waste management, façade cleaning, Solar System with Grid connectivity, HVAC, Fire system, BMS, office support services at high rise building under authority of state/central Govt. or undertaking or statutory bodies directly without subcontracting any activity.
The bidder should submit self attested photocopy for proof under each of the items mentioned from (a) to (e).
16 Satisfactory performance Certificate- issued by the present and past clients along with details such as Name, Address, nature of work and contact number etc
Copy of self attested certificates may be enclosed for verification.
17 Infrastructure- Physical and Manpower: (a) The firm should have proper infrastructure,
experience and skilled/semiskilled/unskilled labourers to execute the said works at NABARD Regional Office at Salt Lake, Kolkata-91.
(b) The organization should have necessary materials, Tools and Tackles, equipments & machines
The agency should produce list of Manpower and necessary materials, Tools and Tackles, equipments & machines currently owned by them as per last audited balance sheet to ensure that they are are capable of doing the business.
18 The firm should have Office in Kolkata and presence across the country (minimum 10 states).
Self attested proof may be enclosed for verification.
19 Quality related marks (ISO Certification) Copy of certificates to be enclosed. ISO (5-10 Years) SA 8000:2014 ISO 45001-2018 OHSAS 18001 others
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Bidders must submit the documentary proof (Photo copies) in support of meeting the minimum qualification criteria. All documentary proof must be listed on the letter pad of the company/firm and enclosed in a cover and must be submitted with the EOI (Expression of Interest) proposal.
3. PERIOD OF CONTRACT:- Initial period of contract is 02 (Two) years approximately and is co-terminus with 31 March.( For a period upto 31 March 2021).
After initial contract period of 02 (Two) years or less, on satisfactory performance of the
Contractor, the contract may be renewed for a term of further one/two years at Bank’s
discretion, on same or mutually agreed upon amended terms & conditions.
4. SCOPE OF SERVICES/WORKS
Detailed description of services/work is given at annexure -1
5. PAYMENT TERMS:-
1. No advance payment will be made for any services/work at any stage of the work. Monthly bills of AMC shall be paid against the claim by 7th of succeeding month. Applicable GST will be paid as claimed in the bills. Income Tax and other taxes if any will be deducted as per the rates in vogue. (present rate is @ 2% IT and 1% on actual value towards CGST and 1% on actual value towards SGST)
2. Attendance sheet, proof of remittance of minimum wages, ESI, PF etc are to be enclosed along with monthly bills.
6. Cancellation of Contract
The Bank shall have the right to cancel/terminate the contract (including part termination)
with the selected bidder at any time during the contract period, by giving a written notice of
at-least one (1) month, without assigning any reason. However, if the contractor wishes to
terminate the contract he/she shall give 3 months’ notice to facilitate the Bank for making
alternate arrangements.
7. Liquidated Damages and Penal Provisions If the vendor fails to perform services with the requisite quality, minimum qualification of the
manpower and within stipulated time schedule, the Bank shall, without prejudice to its other
remedies under the contract, deduct from the contract price, as liquidated damages or
imposing penalty, the quantum of liquidated damages per week shall be 0.25% of the
estimated cost, subject to a maximum of 5% of the accepted tender amount. The fraction of a
week’s delay will be taken as a delay of one week.
If the damage is made to the Bank’s property by any of the workers/personnel deployed by
the contractor then recovery will be made from the amount payable to the contractor. No
payment shall be made for the labourer/ workers found absent on any day. Substitute has to
be provided by the contractor for such absence.
8. INSTRUCTIONS TO BIDDER :-
Detailed instructions are given at annexure 2. Further various conditions (both general
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conditions and special conditions) relating to the tender are given in annexure 3 & 4
respectively.
9.Model agreement to be executed by successful bidder:-
Model format of Agreement is provided at Annexure-5 which is required to be executed on a
non judicial stamp paper of value not less than Rs 100/- within 30 days from the date of
award of work/services. 9A. Integrity Pact : A Code of Integrity pact to be signed by the Contractor. The prospective
bidders have to enter into a Pre-Contract Integrity Pact with the Bank, making them eligible to
participate in the tendering process for the purpose of procurements estimated to cost Rs.25
lakh or more. A specimen of the Pre-Contract Integrity Pact is enclosed as Annexure-
10. Submission of Financial bid document : Detailed formats are given at
Annexure- 6 which forms Part-II of the tender.
11. Procedure for obtaining Bid documents 1. The bid document can be obtained from the office of Chief General Manger, NABARD, 6, Royd Street, Kolkata-16 on payment of Rs 1000/- in cash or can be down loaded from the website. The bidders are advised not to make any corrections, additions, alterations in the bid documents. In case, any corrections, addition, alterations are made in the bid documents; such bid shall be summarily rejected. 2. The Earnest Money Deposit (EMD) of Rs 2,00,000/- (Rupees two Lakh only) shall be deposited in the form of demand draft drawn in favour of NABARD Kolkata payable at Kolkata The EMD for all the unsuccessful bidders shall be returned without accruing any interest thereon after the contractor is finalised by NABARD Kolkata. No exemption from depositing the EMD shall be allowed to any participating bidder/firm irrespective of registration as SSI or with NSIC. The EMD of the successful bidder shall be kept as security deposit during the currency of the contract and no interest shall be payable in this regard. The EMD will be forfeited for breach of contract by the contractor. EMD shall be refunded without any accrued interest only after the completion or termination of the contract. 3. The prospective bidders expressing interest must visit the NABARD Bhawan site and acquaint themselves about the works/services. Clarifications, if any, may be obtained from DPSP, NABARD, RO, Kolkata.
12. Instructions for submission of Bid Documents
Pre-Bid Meeting : The Bank shall organise a pre-bid meeting as per scheduled date at
NABARD, West Bengal Regional Office, 6, Royd Street, Kolkata : 700016 or at the place
advised later on to the bidders. The queries may be clarified in the meeting itself. The queries
which could not be replied then and there shall be given in writing to ‘The Deputy General
Manager (DPSP), NABARD, West Bengal Regional Office’ at above mentioned address. The
clarification on the queries shall be communicated to the bidders through the Bank’s email:
The bids shall be invited in two Bid system; Technical Bid and Financial Bid. 12.1 Technical Bid – Part-I: It consists of following:
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Tender form duly filled and signed on each page along with all the documentary evidence in support of all the eligibility criteria and requisite EMD in the form of DD. 12.2 Financial Bid- Part-II: All the bidders are required to quote their rate in Rupees, menu wise as given in Annexure-6. It may be noted that Financial Bid of only those bidders, who score overall 60% or more in their technical bid evaluation, shall be opened. 12.3 Instructions for submission of Technical & Financial bid: i. Envelope-1: Envelope 1 should contain two envelops; (a) number one: containing DD towards EMD, super
scribed as “EMD”, (b) number two: Tender form-Part-I duly filled in and signed on each page
alongwith all requisite documents. The second envelope shall also contain duly filled in check-
list as per the format given at the end of the document. This second envelope should be super
scribed as “Documents for Technical Bid”. Both these envelops should be placed in a cover
envelope (Envelope -1) which should be super scribed as “Envelop-1: Technical Bid”. In case of
no deposit of EMD, the technical bid of the firm shall not be evaluated and the firm shall be
kept out of consideration in further evaluation process.
1. Envelope-2: Financial bid as per the formats mentioned in the Annexure-6 should be kept in a signed &
sealed envelope and super scribed as “Envelop-2: Financial Bid”. Financial bid of only those
firms shall be opened who qualify in the technical bid.
2. Envelope-3:
The bigger Envelop-3 will contain Envelope-1 and Envelope-2 and shall be signed & sealed.
This envelope should be super scribed with the name of the work and may be either hand
delivered to the NABARD Kolkata office or be sent by regd. Post/speed post/ courier to reach
Chief General Manager, National Bank for Agriculture and Rural Development. West Bengal
Regional Office, NABARD Bhawan, Plot No:2, DP Block, Sector-V, Salt Lake, Kolkata-700091
which should reach within prescribed time of submission.
13. Selection Process
13.1 The Contractor/Firms will be selected on the basis of QCBS (Quality and Cost Based
Selection) as recommended by the Selection/Tender Evaluation Committee constituted by
NABARD, Kolkata. The evaluation will be done on the basis of the highest combined score
obtained in the technical bid evaluation and the lowest rate quoted in the financial bid.
13.2 Evaluation Process
Preliminary examination
The bids will be examined by the Bank to determine whether they are complete and whether
required EMD has been furnished. A bid determined as not substantially responsive will be
rejected. The Bank may, at its discretion waive any minor non conformity or irregularity in a
bid which does not constitute a material deviation.
The Technical bid shall be evaluated for 100 marks as below: (Technical evaluation of the contractors/firms will be done only when the Contractors /firms
fulfill the eligibility criteria as mentioned in 2.0) The bidder should fill the table below and
submit documentary evidence for all the particulars mentioned.
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TECHNICAL BID EVALUATION (MATRIX)
Sr. no.
Particulars Maximum
Marks Marks
obtained
Details of documents/
papers submitted
1 Average annual turnover of the Company as per Audited Balance Sheets as on 31st March 2016, 2017 and 2018
>200.00 crores 20
> 100.00 crores but <= to 200.00 crores
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>50.00 crore but <= to 100.00 crores 6
> 25 crores but <= 50.00 crore 4
2
Floor area in square feet serviced in any single organization for housekeeping, maintenance & facility management contract in commercial complex located at Kolkata as on 31st March 2016, 2017 and 2018 (Last 03 years)
> 3.00 lac sq.ft 10
> 2.00 lac sq.ft but <= 3.00 lac sq.ft 8
> 1.00 lac sq.ft but <= 2.00 lac sq.ft 6
3
No. of Employees on payroll in housekeeping, maintenance & facility management contracts as on 31-03-2018
> 3000 10
> 2000 but <= 3000 8
> 1000 but <= 2000 6
<= 1000 4
4
Number of years of experience in housekeeping, Plumbing, security, electricity, AC, BMS, maintenance & Integrated facility management services (As on 31.03.2018)
> = 7 15
> = 5 but < 7 10
> = 3 but < 5 5
5 Quality related marks (ISO Certification)
ISO (5-10 Years) 10
SA 8000:2014 5
ISO 45001-2018 5
OHSAS 18001 3
others 2
6 Whether the Bidder had provided services in
Govt /PSU + Private 10
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Govt / PSU 5
Private 3
7
Value of single largest annual contract in the past three year in Housekeeping, Maintenance & AC, BMS, Fire, Solar Plumbing/electrical etc: Integrated Facility Management in commercial complexes located at Kolkata (As on 31-03-2018)
>5.00 crore 5
>2.00 crore but <= 5.00 crore 4
<= 2.00 crore 2
8 Pan India Presence 5
10 states 2
9 Complaint registration and response
(a) Online (electronic, web-based)
system available with the Contractor 5
(b)Manual system available with the
Contractor 2
(c) No system used by the Contractor 0
10 Client Report Assessment
(a) Very Good and more (three) 5
(b) Good (Three) 3
(c) Satisfactory (Three) 2
Total
Maximum Score for Technical Bid Evaluation : 100 marks Minimum marks required for qualifying in Technical Bid Evaluation : 60 marks
Signature of Authorized Representative : ______________________________
Name of Authorized Representative : ______________________________ Date: ______________________ Place: _____________________
[Authorized Signatory]
The opening of Financial Bid of only those bidders shall be considered who score 60% i.e. 60 marks or more in their technical bid evaluation as evaluated by the Committee, whose decision in this regard shall be final and binding.
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B. Financial bid: Before opening of financial bid of the successful bidders in the technical evaluation, their marks obtained shall be made public before them or their authorized representatives. Financial bid shall be given score as below: The bidder who has quoted the lowest price will be assigned a score of 100 in the financial bid. The other bidders will be allotted score relative to the score of bidder with the lowest quote as below:
Fs = 100 * Fl /F
Where:
Fs = The financial score of the Financial Proposal (tender value) being
evaluated
Fl = The price of lowest quoted Financial Proposal (tender value) F = The quoted price of Financial Proposal (tender value) under consideration C. Combined evaluation The score of technical proposal would be given 70% weightage, and the financial proposal would be given 30% weightage. The weighted combined score of the Technical bid (Ts), and Financial bid (Fs) shall be used to rank the bidders on the basis of formula as given below: Combined Score = 70% * Ts+ 30% * Fs Ts = Technical bid score, Fs= Financial bid score The first ranked i.e. the highest scoring bidder is eligible for award of the tender for comprehensive Service Contract/Integrated facility Management. *************************************************************************************
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14. CHECK LIST FOR DOCUMENT SUBMISSION: Sr No:
Certificates/Documents YES/NO
1 Registration of firm, agency/Proprietorship : The intending bidder should be registered firm in India under company/society registration act as applicable, capable of carrying out the subject work as stated above. They should also be registered with Central/Sate Govt, semi Govt/PSUs / Local Govt body etc
2 The bidder should possess Registered Power of Attorney
3 Registration of GST
4 PAN card with ITCC certificate for the last 3 years
5 Valid ESI registration
6 Valid EPF registration
7 Labour license from Labour Deptt, GOI/ State Govt : The organization has to submit a valid labour license with the state or central labour department, in a single contract, for a minimum 100 manpower.
8 Food license from the concerned Deptt. This is needed for running Guest house where food and beverages will be served.
9 Pest Control license : Services License and Chemical license as required 10 Plumbing, Electrical and other related License : Plumber, electricians, HVAC,
BMS, Fire warden, solar Panel man, lift man etc should have relevant license required in their fields.
11 PSARA Certificate for Security Guards- PSAR Act 2005 : PSARA license/certificate for the bidder agency and security guards may be produced.
12 Professional Tax Registration
13 The firm should be a profit making entity for the past 3 years. 14 Average annual turnover of the agency for the last three years should not be
less than Rs 25.00 crore per year. Audited A/c statement (annual Turnover) for: (Balance sheet and P& L)
(a) FY 2017-18 – Rs. …………. (b) (a) FY 2016-17 – Rs. …………. (c) (a) FY 2015-16 – Rs. ………….
15 (a) The agency should have minimum 3 (three) years of experience ending on 31/3/2018 towards providing annual maintenance services of multi storied office buildings (preferably Green building) of Central or State Govt/PSU/Autonomous body etc.
(b) The firm should have done at least 03 similar works whose value is not less than Rs 80.00 lakh each or
(c) 02 similar works whose value is not less than Rs 125.00 lakh each or (d) 01 similar work whose value is not less than Rs 200.00 lakh. (e) The Organization must be successfully executing integrated
facility management services or maximum part of the contemplated services like environmental upkeep and
15
management, security management, electromechanical support and management, waste management, façade cleaning, Solar System with Grid connectivity, HVAC, Fire system, BMS, office support services at high rise building under authority of state/central Govt. or undertaking or statutory bodies directly without subcontracting any activity.
16 Satisfactory performance Certificate- issued by the present and past clients
along with details such as Name, Address, nature of work and contact number etc
17 Infrastructure- Physical and Manpower: (a) The firm should have proper infrastructure, experience and skilled/
semiskilled/unskilled labourers to execute the said works at NABARD Regional Office at Salt Lake, Kolkata-91.
(b) The organization should have to f necessary materials, Tools and Tackles, equipments & machines
18 The firm should have Office in Kolkata and presence across the the country (minimum 10 states).
19 Quality related marks (ISO Certification) ISO (5-10 Years) SA 8000:2014 ISO 45001-2018 OHSAS 18001 others 20 An undertaking by the proprietor/financial director of the
company/firm/agency indicating that no criminal case/legal proceeding or industrial dispute is pending or contemplated against the company/firm/agency
21 A copy of company profile 22 Pre Contract Integrity Pact as per format page-57-62 on a Rs 100/- Non
judicial Stamp Paper signed by the Agency/Contractor
Note: 1. All the documents should be attached with bid document as per sequence mentioned
in the above check list.
2. No technical evaluation will be done in absence of any of the listed documents as above.
Place : Kolkata
Date :
Signature of Bidder with Seal
*******************************
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Electromechanical services:-
This services is of great importance to manage the day to day functioning of the building and
will include specialized services like Electrical maintenance, Plumbing and Sanitary
maintenance, Civil, carpentry work and maintenance, DG operations and maintenance,
HVAC/ Air conditioners operations and maintenance, Fire fighting detection and prevention
system operations and maintenance, Lift operation and maintenance, Water Cooler cum RO
operation and maintenance, Glazier operation and maintenance, Solar System operations and
maintenance, Solar Heater operations and maintenance, Audio visual system operations and
maintenance, EPABX system operations and maintenance, Photocopier- telephones-
computers cleaning and maintenance. The scope has been detailed as annexure-I.
The specialised periodical maintenance of Electrical and AC equipments like Lift, DG sets,
HVAC System, Fire Fighting, CCTV, PA system, Water Cooler, UPS, EPABX, Computers etc
will be done by Original Manufacturers(OEM) which will be contracted by NABARD
separately.
15. Inspection: The Bank shall have the right to inspect duties being performed by the personnel and the
quality of materials used, to ensure that the Contractor is effectively carrying out the
obligations under this Maintenance Contract. All questions relating to the performance of the
obligations under this Maintenance Contract, and all the disputes and differences which shall
arise either during or after the agreement period or other matters arising out of or relating to
this agreement or payment to be made in pursuance thereof shall be decided by the Bank,
whose decision shall be final, conclusive and binding on the Contractor.
The Bank may also require that the Contractor should get the quality and quantity of material
used by him, and the jobs completed/executed by him, certified by an official of the Bank,
before the bills related to those items/jobs are paid by the Bank. However, merely payment of
bills will not constitute that all the work was in order.
Place : Kolkata
Date :
Signature of Bidder with Seal
*******************************
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Annexure- 1
SCOPE OF WORK Details of the Building Plot Area= 43564 sq ft
1 Total building area in sq. ft.
76000 sq.ft. (Approx.) [including corridor, lift lobby, main passage] plus basement-27000 sq ft, non-FSI and terrace areas.
2 No. of floors Basement, Ground plus 8 floors
3 Total occupancy 120 Approx
4 No. of staircases,
01 main and other Fire exit staircase (Basement to terrace)
5 Type of flooring in occupied areas
Vitrified Tiles in majority areas. In VIP/Sr Executive Chambers/areas, Conference Hall etc- Wooden floorings
6 No. of Toilets VIP toilets : 03 Gents: 20 Ladies: 19 Handicapped : 05
7 Water Tanks Overhead: 3 Underground: 4
8 No. of workstations Approx. ( 78 + 36 ) on 3rd to 5th floors 9 No. of Conference Room /
Cabins etc (Some are carpeted and some have vitrified flooring)
Conference Rooms: 01, Auditorium-01 Meeting Rooms : 05
10 Total ducts Main building : 12
11 Canteen and lounge Staff Canteen, Officers Lounge, Executive lounge. Pantry on each floor
External Facade, including glass area, to be cleaned
43500 Sq ft
12 Area of Garden/ greenery 1200 Sq ft
13 HVAC - VRF Ground to 8th Floor (27 outdoor units-18 to 20 HP, AHU-19 Nos: 1500 cfm to 12600 cfm, 13 Cassete Type Ceiling AC units)
14 Fire Fighting System 2 Main Pump, 01 Diesel Pump and 01 Jockey Pump, Hydrants, wet risers and related items etc
15 Solar System Solar Photo voltaic Power system 40 KW and Water heating system
@Entire NABARD Bhawan premises which also includes front & rear wings in all the floors, compounds, basement, external boundary walls, terraces, substation/s, security cabins, walkways, driveways & open spaces are under housekeeping area.
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(1) Plumbing and Sanitary/Civil/Carpentry etc
The Contractor will depute plumbers as mentioned in Schedule to the site to operate and
maintain entire Plumbing and sanitary Installations in the building and within the compound.
He should also be able to attend to most of the minor civil works mentioned in the scope of
work and replacement of materials/items as per the schedule. One Carpenter will also be
deputed for the related works.
1. Maintenance of plumbing and sanitary installations covers both internal and external
works, minor civil and minor carpentry works.
2. The Plumber will collect the complaints in the form of work slip (Printed work slip to
be provided by the Contractor at site as per the format to be provided by NABARD) more
particularly for replacement of materials/items from the Assistant Caretaker or Caretaker or
from the complaints book and attend to the same on the same day & obtain certification from
the respective department or from CT/ACT of Office Premises as proof of having executed the
work.
3. The complaints of complicated nature and beyond the scope shall be reported back
immediately to the ACT/CT/Bank’s Official.
4. Plumbing & Sanitary and minor civil works :
a) Cutting holes, chases, trenches, etc and making good the same with cement
concrete/mortar at any place/location which may be necessary for proper maintenance of
plumbing and sanitary installations.
b) Changing glazed tiles in floor and dado of bathroom, toilet/wash basin area etc in
association with civil work, changing washer, inner parts like spindle of various types of taps,
replacement of gate valves, G.I/PVC Pipes, G.I/PVC Fittings, flush tanks, connector pipes, fixing
of Geysers on walls with nut bolts,, refixing WHB with GI/CI brackets, sink waste pipe, CP Jallies,
ball valves, stoppage of leakages/cleaning chokages in the plumbing and sanitary lines,
application of white cement, filling tile joints, replacement of taps, flush pipes, ball cock, waste
coupling, bottle trap, connector pipes for Aqua Guard, RO system, Water coolers etc.
c) Cleaning of PVC and GI water pipes (main/branch) with all types of PVC/GI fittings and
valves including opening and refixing the same to restore normal condition and if necessary, steel
wire, pressure pump may be used. After every work cleaning the site thoroughly and disposing off
the debris unserviceable items to safe location outside KMC limit.
d) Patch repairing of any damaged surface on walls, compound walls, tanks, columns ,
beams, , chajjas, pump rooms, parapet etc with cement concrete and plaster finish up to 2 sq ft
at a time.
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e) Cleaning of SWR/down take PVC/CI pipes, sewer line, drainage/waste line
bends/tee/Yee with necessary tools and tackles.
f) Providing and fixing scaffolding (to be paid separately) up to desired height upto 8th floor
plus , cleaning the chokage in down take lines of Toilet, bath, kitchen, rainwater lines etc, cutting
and finishing the holes through walls, removal of trees on down take soil/bath room lines,
replacement of PVC/CI Pipes, bend, connector, Tee, Y junction etc junction fittings of 75 mm to
150 mm diameter.
g) Providing and fixing scaffolding (to be paid separately) up to desired height upto 8th
floor plus , cleaning the chokage in PVC/GI water lines lines of Toilet, bath, kitchen pantry lines
etc, replacement of PVC/GI Pipes, bend, Nipple, elbow, union, Tee , reducer etc fittings of 15 mm
to 75 mm diameter.
h) Replacement of bend, fittings, foot valve, gate valves etc of water pump lines/Pump
House.
i) Replacement of EWC/IWC pan with /without flushing cistern if required with connected
works complete as directed by Bank official.
j) Application of OPC (Cement) and Birla/JK white cement to cracks /joints of Door,
window frames, glazed tiles, floors, Sanitary joints, wall gaps etc at Toilet, bath, WC, Kitchen,
external walls, internal walls etc as per the requirements.
5. Underground and Over head tank Cleaning : The Contractor shall be required to
clean the under ground tanks on half yearly basis and over head RCC/PVC tanks quarterly. The
Fire fighting Tank may be cleaned on yearly basis. Rate for this item may be quoted separately in
schedule of rates. Separate set of additional labour may be deputed for this work for which no
extra charge will be paid. The plumbers will assist on this work also.
Procedure for tank cleaning : 1. PVC- OH Tank (Syntex etc) : The internal surface of the
Tank is to be thoroughly scrubbed with coconut string , wire brush etc all dirt, sand may be
removed, tank to be washed with fresh water , allowed to dry for 3-4 hours and bleaching
powder to be applied. PVC Tanks are there over Guard cabins etc.
6. RCC/Masonry Tanks (UG and OH) : The internal surface of the tank is to be thoroughly
scrubbed with coconut string , wire brush etc all algae, fungus, dirt, sand may be removed, tank
to be washed with fresh water, apply slurry mix coat of Jaggery, cement and water (1 Jaggery : 4
Cement) proportion to all internal surfaces of RCC Tanks (sides and Bottom).The Tank may be
allowed to dry for 4-5 hours then water may be filled. The internal cobwebs in ceiling of tanks
may also be removed completely.
6-A. Test of Materials /Water : The Contractor shall at his own cost, arrange for and/or carry
out any test of any materials which the NABARD may require/specify. Chemical and biological
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examination of Drinking water is to be done on yearly basis.
7. Carpentry work : Minor repairs to all wooden/PVC/Aluminium doors and
wooden/Aluminium windows, replacement of fittings, glass panes, locks, floor springs, door
closer etc, brass polishing, name plate fixing, chiseling, levelling of Doors, windows etc.
8. Cost of items required to be replaced during the course of maintenance contract will be paid
separately on Monthly basis to the contractor on submission of bills along with work
slip containing the signature of ACT/Care Taker. For this purpose, contractor shall
furnish to us rates of normal / routine items which are required on day to day basis. Spare
parts replaced shall be of standard quality and manufactured by leading brands and should
have ISI mark certification/BIS Standards. Schedule rates for materials are enclosed on
basis of which the replaced materials/fittings/fixtures will be paid.
9. These rates will hold good for entire period of contract. No request for enhancement in the
approved rates will be entertained under any circumstances during the currency of contract.
10. Contractor shall extend necessary help to other contractors if any engaged by Bank under
separate contract who are allowed to use permanent installations like plug power/ lights for
their respective work.
11.The above list of items/works is illustrative only and the maintenance contractor is
supposed to carry out all the jobs related thereto.
12. The Contractor shall provide to the Plumber engaged for providing services to the premises
with necessary tools and tackles always used materials like Chisels, hammers, Grey/white cement,
String, screw driver, Simple/Pipe Wrinch/washer, Jute, plier etc on regular basis.(This may be
treated as compulsory)
13. The duty hours of the Plumber/ Carpenter shall normally be as per the following schedule : 9.00 hr to 17.00 hr on all week days excluding Saturdays/Sundays and holidays except whenever required for any exigencies of works in the premises. The normal duty hours of the plumber/Carpenter shall be as per the above schedule. However,
in the case of emergency, work will have to be continued/done with additional work force and
tools and plants/tackles, as per the requirement till the same is completed and for which no
extra charges will be paid.
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2. Electrical related works including HT/LT, Transformer/Substation, DG sets, HVAC, Fire Fighting, Lift
1. The Contractor will depute electricians, HVAC man, fire fighting system personnel
(Fire Warden), BMS men at site to operate and maintain entire electrical and electronics Installations like HVAC system, Fire Fighting system, Fire Pumps, Diesel Pump, Water coolers, DG Set, Dry Transformer, Water pumps, Lights, Fans, Solar system, CCTV, PA System, LAN, EPABX etc in the building.
2. Operate and maintain the water supply pumps to fill up the overhead storage tanks and ensure that the overhead tanks are adequately filled at the beginning of the day.
3. Operation and monitoring of Diesel Generator (DG) set, as and when required in working hours, including maintenance of DG set operation register. Diesel will be provided by the Bank as per requirement upon intimation.
4. Timely switching ON & Switching OFF of lights, fans, air conditioners, & other
electrical equipment as per Bank’s directions.
5. Weekly cleaning of air filters and periodic adjustment of temperature set point as per
Bank’s direction.
6. The contractor shall make his own arrangements to provide alternative skilled workers
on the day when regular worker is absent.
7. Daily/Weekly routine checks/critical checks of electrical installation duly recorded in
prescribed formats.
8. Day to day upkeep and maintenance of Temperature, VRF system of HVAC on all floors
including ventilation fans etc.
9. Day to day supervision and maintenance of Solar System generating Electricity and for
use of Hot water system.
10. The contractor shall also provide necessary screws, batten clips, fuse wire, insulation
tape, etc., required for the repair works and supply all necessary materials / tools and tackles
required for periodic cleaning of all electrical light fittings, fans / bus bar ducts / DBs / MCCBs,
AHUs, Outdoor Units, boards, ducts, Coolers etc. The persons shall be available for duty (8
Hours each including lunch/snacks break) as per the timing decided by the Bank. He will
collect the complaints in the form of work slip more particularly for replacement of
materials/items from the Assistant Caretaker or Caretaker or from the complaints book and
attend to the same on the same day & obtain certification from the respective department or
from CT/ACT of Office Premises. Regular and periodical works are to be attended to without
any complaint or waiting for instructions from Bank.
11. The complaints of complicated nature and beyond the scope shall be reported back
immediately to the ACT/CT/ Bank Official for further directions.
12. The jobs includes quarterly cleaning / tightening of LT panel connections, ACDBs,
lighting / Power DBS, monthly cleaning / tightening of LED tube lights / CFL / spot light
fittings, fans, switch boards, staircase lights; half yearly cleaning of lift lights.
13. The electrician, AC, fire fighting, Lift personnel so deputed by the contractor shall be
22
capable of minor/urgent repairs of all electrical gadgets like fans, exhaust fans, fittings,
heaters, geysers, wiring, cabling, switch gears, junction box, luminary fittings, switch boards,
Power sockets and all related items. He should have primary knowledge of
functioning/operation/repair of H.T. Lines, transformers, ACB, ELCB, L.T. Panels including
AMF panel, PFC, DG set, AC systems (Central / Packaged / Ductable AC Units & Split/Window
AC), UPS including microprocessor panels. He should also have preliminary knowledge of water
lifting submersible and Centrifugal (mono block/coupling) Pumps.
14. The contractor will provide experienced staff/ workers in the eventuality of any
breakdown in the power system. He should restore the supply in the shortest possible time. It
shall be the duty of the contractor to do liaison work with WBSEDCL as and when necessary
and required. No additional payment of any kind shall be made for such an eventuality. The
incidental charges to be paid to the WBSEDCL by the contractor shall not be reimbursed by
the Bank .
15. Cost of items required to be replaced during the course of maintenance contract will be paid
separately on Monthly basis to the contractor on submission of bills along with work
slip containing the signature of the ACT/CT. For this purpose, schedule of rates for
different items are enclosed . Materials/fittings/fixtures/Spare parts to be replaced shall be of
standard quality and manufactured by leading brands and should have ISI mark
certification. These rates will hold good for entire period of contract.
16. The work area shall broadly include the following : Entire office areas consisting of
basement, ground and 8 floors, terrace, compound area, Visiting Officers’ flats (VOFs),
dispensary, staircases, common areas, various chambers/cabins/halls, Canteen, lounge etc,
guard rooms, ACT office, compound/lawn lights, pump house, fire pumps, UPS, Server room etc.
and any other electrical fittings and / or fixtures inside the periphery of NABARD office.
a. Repairs and replacement of switches, sockets, control accessories, lamp shades, wires
and required electrical accessories in Banks premises.
b. Cleaning/ Repairing /Replacement of light fittings, ceilings and pedestal fans, exhaust
fans, switches, distribution boards, street and compound lights. Replacement of main switches,
regulators, chokes, starters, tubes, LED lights, distribution boards, control switches, socket
outlets, holders, motor starters, spare parts, etc
c. Detection of faults in the LED light fittings, other light fittings, fans, exhaust
fans/pedestal fans, regulators, main panel, other panels including rising mains DB’s, MCB’s,
ELCB’s, MCCBs, Capacitors etc. Detection of faults in all types of wiring such as CTS, surface
conduit, cables, etc. and rectifying them by removing the defective wiring as required. In
concealed circuit system of wiring where old conduits are damaged rewiring shall be carried
out either through surface conduits or wiring as directed under cables fault and its repairs.
Termination / gladding of power cables including joint making will be included in contractor’s
scope.
d. Repairs to Mercury / Sodium vapor / Halogen fittings mounted on the building/ poles
including replacement of MV / Sodium / Halogen lamps, accessories and repairs of cables.
e. Watering of all the Earth pits on periodical basis and maintaining the earth resistance
within permissible limits for smooth/trouble-free operation of the entire electrical installation
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including the computer/networking systems. Earth resistance to be measured quarterly in the
presence of Bank’s officer in single mode.
f. The contractor shall carry out preventive maintenance of the electrical rising main
system and major DBs and panels as per the schedule to be given by the Bank.
g. Preventive maintenance of electrical installation including 415 Volt/440 volt, three
phase supply and 11 KV bulk HT supply..
17..Failure of Staff to report for Duty: All complaints shall be attended to immediately on
receipt of complaints/information. If, however, a complaint remains unattended merely due
to negligence of contractor’s staff, the same shall be got done through a different agency at
contractors risk and cost and recovered from his bill.
18. It is the responsibility of contractor to provide necessary tools/tackles, measuring
instruments, drill machine including safety gadgets and consumable like PVC tapes, fuse
wires at his own Cost.
19.Contractor shall extend necessary help to other contractors if any engaged by Bank under
separate contract who are allowed to use permanent installations like socket/power/ lights
for their respective work.
20.The duty hours of the personnel shall normally be as per the following schedule :
9.00 Hr to 17.00 hr and 17.00 hr to 22.00 Hr on All week days excluding Saturdays and
Sundays/holidays as directed by the Bank officials.
21. The materials/items for which rates are not available in the schedule of material rates
provided, then the payment will be made on the basis of following formula :
Purchase price + Taxes + 20 % towards (transportation/overhead and contractors profit.)
22.The Contractor must have a valid electrical Contractors license. The workmen/electrician
employed by the contractor should also have valid electrician’s/AC or other required license for
handling HT/ LT and MV upto 440 volt, HVAC, Fire Fighting, Lifts, Solar system etc.
DG set operations and maintenance : This activity comes under the scope of
electrical maintenance hence special attention has been given to ensure that the DG set is in
good running condition every moment. Attention should be taken to check the performance of
the set daily and preventive maintenance needs to be ensured through the AMC service
provider by liaisoning. Health and performance report should be shared with the NABARD
authority once every month for review. Cost of AMC(OEM) and consumables (diesel/grease
etc) for this activity will be paid by the client.The operators have to maintain operation log
book for DG set indicating the time of switch ON and OFF, fuel supply, time of breakdown etc.
HVAC/ Air conditioner units operations and maintenance-All the outdoor
units-27 Nos: (air cooled) are installed at terrace The service provider will have to engage
qualified persons to ensure that the desired level of air conditioning temperature is
maintained at the office complex all throughout the working hours. The operators will have to
ensure switching on the system before office hours, monitor the performance of the units
throughout the day, switch off the units post office hours. Preventive maintenance and break
down maintenance needs to be provided by the AMC (OEM) service provider. Cost of
AMC(OEM) and consumables for this activity will be paid by the client. Liaison with the OEM
AMC provider is also to be kept.
Sub Station : The successful bidder will have to take care of the Day-to-day Operation
of the Electrical Substation. Monitoring and manning of the Electrical Substation round the
24
clock by making supervisory visits to related machinery. In case of electrical substation, the
successful bidder shall ensure regular maintenance through the qualified electricians. The
replacement of comsumables, spare parts or any part of the substation would be carried out
with the explicit approval of NABARD. The cost of spare part material would be borne by
NABARD. If the contractor is advised to procure the material such costs would be reimbursed
on market rate basis with transportation cost and service charge etc on production of material
bills by the contractor. Any servicing etc. shall be part of AMC and shall not be paid separately.
If any specialist or expert duties are required, the same can be provided separately at
prevailing market rates, provided the requirement is acceptable to NABARD.
Fire fighting detection and prevention system operations and maintenance
This scope includes monitoring of the system and ensuring the best level of service
performance at any given point of time. The service provider will have to engage fire wardens
who will check the performance to the total system everyday including the Fire pumps and the
reservoir conditions and update reports. They will also ensure that training is being provided
to all staff of the service provider for emergency situations and evacuation. The successful
contractor shall have to take care of the Day-to-day Fire fighting system operation and
maintenance. For this, the contractor has to deploy 1 trained fire fighting workers with
requisite qualification in fire fighting. These workers should be trained in monitoring and
operation of fire alarm panel, smoke detectors, heat sensors, use of fire extinguishers, wet
riser system, fire pumps (2 nos.), jockey pump, hose pipes, sprinkler system, fire diesel pump
etc. Log books shall have to be maintained for fire operation / maintenance. Once a month the
wet hydrant system has to be tested for operation. Any material consumption, spare parts in
these works shall be paid separately on market rates as specified earlier. The fire workers
should be provided with safety equipment like helmets, gum boots, etc. the cost of which shall
be borne by the contractor. The evacuation tools, regular uniform, etc. shall be provided by the
contractor. Annual maintenance of all pumps and other devices needs to be done by the
AMC(OEM) service provider as per schedule. Cost of AMC and consumables for this activity
will be paid by the client.
Lift maintenance- The office building is having 02 passenger lifts of Kone make in
the front side and one fire/emergency lift (Kone make) in the backside of the building. The
responsibility of service provider will include safety of the passengers using lift, evacuation if
the lift gets stuck, ensure the lifts are in the best of running conditions at any given point of
time. The service provider will ensure that AMC (OEM) services are provided by the agencies
as per agreement. Cost of AMC and consumables for this activity will be paid by the client.
Building Management Systems : The scope includes monitoring of the system and
ensuring the best level of service performance at any given point of time. The service provider
will have to engage skilled personnel who will check the performance to the total system like,
PA system, CCTV, ACS, Boom barriers, Sensors, EPABX, ILL, Internet, LAN, TV sets etc
everyday including the update reports. They will also ensure that training is being provided to
all staff of the service provider for emergency situations. The successful bidder will have to
ensure hassle free functioning of the EPABX/CCTV system by liaising with the manufacturer
for maintenance requirements and breakdown calls. The contractor will also need to maintain
the intercom wiring network, attend to shifting of intercoms from one location to the other..
Annual maintenance of all systems and other devices needs to be done by the
AMC(OEM)service provider as per schedule. Cost of AMC and consumables for this activity
will be paid by the client.
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3. Security Guard Services :
The contractor shall have to provide round-the- clock security services in the NABARD Office
Building at Plot No:2, Street No: 11, DP Block, Sector-V, Salt Lake, Kolkata-700091. Tenderer
needs to employ the following manpower for the above job at NABARD Office premises-
Total of 16 guards in 3 shifts (8+5+3) including one Lady Security Guard for reception area.
The agency shall ensure protection of the staff & property of the Bank, prevent trespass
with/without arms, perform watch and ward functions including night patrol on the various
points, regulate vehicles in the basement and at entry/exit points and to prevent the entry of
stray dogs and cattle and anti-social elements, unauthorized persons and vehicle inside the
Building.
3.1 Contractor shall provide atleast 01 Lady Guard (during normal working hours) &
a total as mentioned in schedule of Quantity, uniformed, trained and Certified Male Guard
in shifts round the clock to the Bank for providing safety, monitoring and surveillance services
at its properties. Only Security Guards duly trained and certified by PSARA Institute, engaged
in providing such training to Security Guards will be deployed. Further the agency should have
supervisor to supervise the works regularly.
The agency will quote the rates per shift of eight hours per person per day. In case of revision in
wage structure of Guards by the Central Government, the incremental wages as applicable, will
be payable automatically to ensure minimum wages.
The strength of the Security Personnel can be increased or decreased at any stage depending
upon the actual requirements by the Bank.
3.2. The security personnel provided shall be the employees of the Contractor and all statutory liabilities will be paid by the contractor such as ESI, PF, Workmen’s Compensation Act, etc. The list of staff going to be deployed shall be made available to the Bank and if any change is required on part of the Bank, fresh list of staff shall be made available by the agency after each and every change.
3.3. The contractor shall abide by and comply with all the relevant laws and statutory requirements covered under various laws such as Minimum Central Wages Act, Contract Labor (Regulation and Abolition) Act 1970, EPF Act, ESI Act and various other Acts as applicable from time to time with regard to the personnel engaged by the contractor for the Bank.
3.4. The antecedents of security staff deployed shall be verified by the Contractor from local
police authorities and an undertaking in this regard is to be submitted to the Bank.
3.5. The Contractor will maintain an attendance register in which day to day deployment of personnel will be entered. While raising the bill, the deployment particulars of the personnel engaged during each month, shift wise, should be shown. The register shall remain available round the clock for inspection by the authorized representatives of the Bank.
3.6. All liabilities arising out of accident or death while on duty shall be borne by the
contractor.
3.7. Adequate supervision will be provided to ensure correct & effective performance of the security services as per para 3.13 of this scope and in accordance with the assignment instructions agreed upon between the two parties. The security personnel shall ensure that
26
there is no unidentified/unclaimed/suspicious objects/person in the buildings/premises. The vehicles that enter into the premises must be identified, noted in the register and parked at designated places.
3.8. The contractor shall do and perform all such Security services, acts, matters and things
connected with the administration, superintendence and conduct of the arrangements as per
the directions enumerated herein and in accordance with such directions, by the authorized
representatives of the Bank may issue from time to time and which have been mutually agreed
upon between the two parties.
3.9. The Bank shall have the right, within reason, to have any person removed that is
considered to be undesirable or otherwise and similarly Contractor reserves the right to change
the Labouerers/workmen/staff with prior intimation to the Bank.
3.10. The contractor shall be responsible to protect all properties and equipment of the Bank
entrusted to it.
3.11. The personnel engaged by the contractor shall be smartly dressed in neat and clean uniform and are required to display photo identity cards, failing which it will invite a penalty of Rs.500/- each occasion. The penalty on this account shall be deducted from the Contractor’s bills.
3.12. The personnel engaged should be of robust physique and project an image of utmost
discipline. They should be preferably between the ages of 21 and 45 yrs old but not more than
50 years in any case. The Bank shall have right to have any person removed in case the security
personnel is not performing the job satisfactorily. The contractor shall have to arrange the
suitable replacement in all such cases.
a. They should be able to handle all security measures like fire extinguisher, ACS,
emergency first aid and should be available 15 minutes before start of duty hours.
b. They should be polite with the Bank Staff and visitors.
c. They should be vigilant physically and mentally, have normal mental status. They
should be honest and duty bound and show good gesture.
d. 25% of the Guards deployed should be ex- service man.
3.13. The eight hours shift will normally commence from 0600 hrs. up to 1400 hrs. 1400 hrs.
up to 2200 hrs. and 2200 hrs. up to 0600 hrs. But the timings of the shift are changeable and
can be fixed by the Bank from time to time depending upon the requirements. Prolonged duty
hours (more than 8 hrs. at a stretch and continuous double duty) shall not be allowed.
No payment shall be made by the Bank for double duty, if any. A fine of Rs. 500/-is liable in
such cases from the Contractor’s bill. Authorised Manager must organize surprise visits, at
least 1 visit during day and 1 surprise visit during nights (between 12 am and 04 am) every
month, to check the alertness and attentiveness of the security guards. A separate register to
this effect should be kept at the premises and produced for inspection by the authorized
representatives of the Bank. Failure to carry out the minimum prescribed checks as above, will
27
attract penalty of Rs. 500/- per missed visit. The above will be closely monitored through
Closed Circuit Television (CCTV) and false claims will lead to immediate termination of
contract.
3.14. The security personnel deployed by the Contractor shall work under overall supervision &
direction of the Protocol and Security Officer and DPSP, NABARD Kolkata. They shall specify
the services of guards to be obtained in each shift.
3.15. During the course of contract, if any contractor’s personnel are found to be indulging in
any corrupt practices or causing any loss of property in the Bank Colonies,
the Bank shall be entitled to terminate the contract forthwith duly forfeiting the contractor’s
Performance Guarantee (Security Deposit).
3.16. The Bank shall not be responsible for providing residential accommodation to any of the
Security Guards/ employee of the contractor.
3.17. The Bank shall not be under any obligation for providing employment to any of the
worker of the contractor after the expiry of the contract. The Bank does not recognize any
employee employer relationship with any of the workers of the contractor.
3.18. In the event of any breach/violation or contravention of any terms and conditions
contained herein by the Contractor, the Security Deposit/EMD of the Agency shall stand
forfeited.
3.19. Any liability arising out of any litigation (including those in consumer courts) due to any act of contractor’s personnel shall be directly borne by the contractor including all expenses/fines. The concerned contractor’s personnel shall attend the court as and when required.
3.20 The Contractor/Agency shall comply with the provisions of “the Sexual Harassment of
women at work place (Prevention, Prohibition and Redressal) Act, 2013”.
a)The contractor Agency shall be solely responsible for full compliance with the provisions of
the “sexual harassment of women at workplace (prevention prohibition and Redressal) Act
2013” in case of any complaint of sexual harassment against its employee within the premises
of the Bank, the complaint will be filed before the internal complaints committee constituted
by the contractor/ agency and the contractor/ agency shall ensure appropriate action under the
said act in respect of the complaint.
b) Any complaint of sexual harassment from any aggrieved employee of the contractor against
any employee of the bank shall be taken cognizance of by the Regional Complaints Committee
constituted by the Bank.
c) The contractor shall be responsible for any monetary compensation that may need to be
paid in case the incident involves the employees of the contractor, for instance any monetary
relief to Banks employee, if sexual violence by the employee of the contractor is proved. d) The contractor shall be responsible for educating its employee about prevention of sexual
harassment at workplace and related issues.
28
e) The contractor shall provide a complete and updated list of its employees who are deployed
within the Banks premises.
3.21 Requirement of Secrecy - The Agency shall not disclose directly or indirectly any
information, materials and details of the Bank’s infrastructure / systems/ equipment’s etc.,
which may come to the possession or knowledge of the Agency during the course of discharging
contractual obligations in connection with this agreement, to any third party and shall at all
times hold the same in strictest confidence. The Agency shall treat the details of the contract as
private and confidential, except to the extent necessary to carry out the obligations under it or
to comply with applicable laws. The Agency shall not publish, permit to be published, or
disclose any particulars of the works in any trade or technical paper or elsewhere without the
previous written consent of the Bank. The Agency shall indemnify the Bank for any loss
suffered by the Bank as a result of disclosure of any confidential information. Failure to
observe the above shall be treated as breach of contract on the part of the Agency and the Bank
shall be entitled to claim damages and pursue legal remedies. The Agency shall take all
appropriate actions with respect to its employees to ensure that the obligations of
nondisclosure of confidential information under this agreement are fully satisfied. The
Agency’s obligations with respect to non-disclosure and confidentiality will survive the expiry
or termination of this agreement for whatever reason.
3.22 Ensure that all persons employed by it, for the purposes of rendering the services required
by the Bank, are insured with authorized insurance companies, for which no extra payment will
be made by the Bank. The Bank will not be liable for any damages/injuries to persons as a part
of execution of this contract. The Agency shall be responsible for any injury or damages to any
persons, animals or any other things and any claims made on account thereof.
3.23 DUTIES AND RESPONSIBILITIES OF SECURITY STAFF
1. The Security Agency will be responsible for overall security arrangements of the Bank’s
Office Premises covered in the contract. 2. Security Agency will ensure that all instructions of the Bank are strictly followed and there
is no lapse of any kind. 3. No items are allowed to be taken out without proper Gate Passes issued by the competent officers as laid down in the contract or authorized by the Bank for in-out movement of stores. The specimen signatures and telephone numbers of the above stated officers will be available with the Security personnel. 4. Deployment of Guards will be as per the instructions of the authorities of the Bank from
time to time and the security agency will be responsible for their optimum utilization.
29
5. The Security Guard will also take round of all the important and sensitive points of the
premises as specified by the Bank.
6. Security personnel shall also ensure door keeping duties (opening of office and closing at
appropriate time as directed by the authorities).
7. The Guards on duty will also take care of vehicles, scooters/motor cycles/bicycles parked in
the parking sites located in basement an few on the open ground areas of the premises.
8. Entry of the street-dogs and stray cattle into the premises is to be prevented. They should
be at once driven out.
9. The Guards on patrol duty should take care of all the water taps, valves, water hydrants,
Street lights/lawn lights etc. installed in the open all over the premises.
10. It should be ensured that flower plants, trees and grassy lawns are not damaged either by
the staff or by the outsiders or by stray cattle.
11. The Security Guards/Supervisors should be trained to extinguish fire with the help of fire
extinguishing cylinders and other firefighting material available on the spot. They will also
help the firefighting staff in extinguishing the fire or in any other natural calamities. 12. In emergent situations, security staff/supervisor deployed shall also participate and they
should be sensitized for their role in such situations. 13. The Security Supervisor/Guards are required to display mature behavior, especially
towards female staff, female and elderly visitors. 14. The Security Guard on duty shall not leave the premises until his reliever reports for duty. 15. Any other duties/responsibilities assigned by the Bank may be incorporated in the
agreement or will be conveyed in the form of letter. The same shall also be binding on the
contractor.
16. To lodge complaints with police authorities regarding any unwarranted occurrence in and around the premises in consultation with P & SO of Bank and as per the Instructions of the competent authority of NABARD. 17. To conduct any internal investigation required in the interest of the Security of the NABARD. 18. To attend to fire-fighting and assist in disaster evacuation in case of emergencies. 19. To switch on/off electrical points and AHU’s etc. before/after office hours in the premises. 20. To open/lock all the doors of buildings before/after office hours and as per directions of NABARD officials regularly on working days and whenever required on holidays. 21. A CCTV camera/Access Control system are installed in the office. The DVR/NVR and
30
monitor of the system will be located at main gate. The scope of work also includes the basic
operation, for keeping surveillance of such a device by the guards at no extra cost. The
Guards shall be adequately trained for this purpose by the successful Bidder at no extra cost.
1. Security Surveillance:-
The agency will have to provide manpower for access control at the Entry and Exit
gates.
The gates will have to be kept closed at every point of time and opened only during the
time of entry and exit of vehicles, staff and visitors.
All movements of visitors and vehicles needs to be recorded at the main gates.
Movement of materials in & out of the building needs to be recorded at the main gates.
Under carriage mirror checking of all vehicles needs to happen at the entry gate
including checking of the vehicle with detectors.
The vehicle needs to be checked thoroughly at the exit gate to control unauthorised
movement of materials.
Security staff needs to be engaged for opening and closing of the reception lobby area
glass door during office hours.
Security staff need to ensure that the cars moving inside the basement parking and
coming out of the same through the ramps are driven at regulated speed.
Car parking at designated places by the officials needs to be monitored and maintained
by the security.
Any abnormality identified by the security staff needs to be reported to NABARD
authority immediately by the on duty Security/ Supervisor through the Facility Manager.
All registers are to be maintained by the security team diligently and monthly MIS
needs to be shared with the client.
The security team will be responsible to operate the boom barriers where ever they are
present and functional.
Intruders in the building needs to be stopped by the security team.
Post-closing of office hours they will have to ensure that all the lights in the office
building are switched off and all the gates are closed properly.
The security team must be well versed with all types of fire fighting gadgets and will
have to operate the devices at the time of need.
The best of the staff who can handle the responsibility needs to be engaged by the
service provider for this job.
The night shift security team will have to ensure hourly patrolling of the complete
building and share online reports to the service provider regularly. The same report needs to
be kept on record for monthly review.
Enhanced Security arrangement (a) All non-staff members including courier delivery
boys, staff on contract etc will be allowed entry into the Bank’s premises after through
checking of their bags/delivery items by Hand Held Metal Detectors(HHMD) and physical
checking.
(b) All delivery vehicles including tempos etc will be thoroughly searched/scanned before
allowing entry into office Premises. Outside vehicles in any case will be allowed only on receipt of request from the concerned Departments.
***************
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4. VOF Maintenance and Pantry Tea service :
1. Reception arrangements, maintenance and upkeep of VOF (06 Rooms and 01
Executive suite with Lounge and Dining area at 8th floor, DP-2, Sector V, Salt Lake, Kolkata-
700091) cleaning common/attached toilets of Rooms along with balconies, Kitchen, Hall,
dining, store etc of 8th floor including cleaning materials. Operation, maintenance and
supervision of kitchen and dining hall which include every day dusting, swabbing and serving
food to the guests in the dining hall as well as rooms. Providing the services of trained and
experienced cooks/helper well versed in preparation of North & South and East Indian
cuisines (veg. and non-veg.). Services provided should be in tune with 3 Star hotel
Category. Arrangement of commercial Cooking Gas and refilling etc. are to be done by the
contractor at their cost. Continuous operation of kitchen including cleaning and maintenance
of kitchen equipment and kitchen area provided by the Bank. The cost of lunch and dinner
will be paid by the occupants/visitors @ Rs 100/- per lunch/dinner (Veg.) and @ Rs 120/- per
lunch/dinner (non-veg.) @ Rs.40/- for breakfast, @ Rs.10/- for dip/prepared tea and Rs.12/-
for coffee as per the menu enclosed (Rate may be revised from time to time on request from
Contractor at the instance of the bank).
Maintaining the accounting of stock register for the inventory items like curtains, linens,
towels, cutlery, crockery, utensils, equipments etc. The bank will fix the menu of breakfast,
lunch and dinner in consultation with Officer-in-charge and lounge committee.
Lunch/dinner/breakfast orders will be taken from guests and food served to them at
appropriate times. Only quality (trade mark where available) ingredients like grains, cereals,
grocery, spices, tea, coffee, etc. should be used in preparation.
2. (i) Washing and Ironing of bed linens, bed covers, pillow covers, towels will be done
at regular basis by the agency from reputed dry cleaners. These items should be cleaned/
changed upon every change of occupancy or on every third day of usage.
(ii) Dry cleaning of blankets: Once in two months from a reputed dry-cleaner.
(iii) Dry cleaning of curtains: Once in six months from a reputed dry-cleaner.
(iv) Shampoo cleaning of furniture upholstery and beside rugs/carpets, etc. once in six
months.
CHARGES FOR THE ABOVE (2-i to 2-iv) WILL BE REIMBURSED BY THE BANK ON PRODUCTION OF
BILL AND VERYFICATION BY THE ACT/CT/NODAL OFFICER.
3. Supply of toilet kit per room:-
One toiletery kit containing one tooth brush, one small size tooth paste (soft), one bath soap
(medium size), two shampoo sachet, one comb, coconut oil (50 ml.), shaving gel or one
disposal pack/small tube of face scrub of good quality for lady officers, 01 talcum powder (50
32
gms), shaving razor. Further 01 aftershave lotion of very good quality is to be provided for
very Senior officials of Bank (CGM & above).
Note: All the items should be of very good brand which shall be communicated from time to
time. Sufficient quantity of face wash and face scrub may be stored for issue to lady officers in
lieu of shaving cream and shaving razor.
CHARGES FOR THE TOILETORY KIT WILL BE REIMBURSED ON ACTUAL BASIS BY THE BANK ON
PRODUCTION OF BILL AND VERYFICATION BY THE ACT/CT/NODAL OFFICER.
4. English newspaper to be supplied in the occupied rooms only on daily basis. Charges for the same will be reimbursed by the Bank. 5.Supply of tea/coffee kit : The contractor will also supply good quality branded
tea/coffee/sugar/milk sachets in each occupied room on daily basis for self service in Tea
maker.(03 Tea/03 Coffee, 03 Dairy milk and 03 Sugar free powder/Sugar sachets in each
room per day)-Contractor to bear the expenditure 6. Provision of mosquito repellent machines (liquid refill) in each occupied room on regular
basis. -Contractor to bear the expenditure
7. The Dish TV/cable connection charges for TVs in hall/Dining area and 07 Rooms of VOF,
CGM’s Chamber, Auditorium, Conference Hall shall be reimbursed to the contractor on
production of bills and verification by ACT/CT/Nodal officer.
8. Dress Code:- The Cook and Attendant will be required to observe a dress code which will include sky blue or
any other approved colour shirt, trousers, apron and black shoes, etc. Accordingly, the dresses
will be issued by the contractor at his own cost at least once a year.
9. All utensils, oven, storage, linens, Water purifier, Freeze, Chimney/exhaust, Casseroles,
crockery, cutlery, Iron etc. shall be provided by NABARD.
10. Gas Cylinder with Chullah shall be arranged by the Contractor. Gas refill charges is also
to be borne by the Contractor.
11. Breakfast/snacks, lunch and dinner for guest will be arranged and served on payment basis
at the approved rate.
12. House keeping and janitorial services :
All systems and processes in Soft Services should be designed to achieve the highest standards
of hygiene and cleanliness through Innovative approaches and integration of trained and
qualified human resources, state-of-art equipment, eco-friendly cleaning products and proven
processes. The results should be of a superior quality performance levels.
(A) To ensure that all the rooms, fixture and fittings attached to the rooms are kept well
cleaned, regularly as specified in the cleaning service (Record to be maintained for
verification).
(B) To ensure that all rooms are provided with following items at any point of time (Record to
be maintained for verification):
Bed Sheet Coasters
Bed Cover Mosquito repellants
Pillow Covers Flower Pot
Blanket Ashtray
Blanket linen Toilet Tissue paper (Roll)
Bath Towel Mug
Hand Towel Dustbin
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Tumblers (Glass) Naphthalene Balls
Water Jug Milton 2 Ltrs. Foot Mat
Hangers Bucket Note :
Cleaning materials are to be provided by the Contractor. • All items mentioned above should be of superior / branded quality • The Service provider should maintain at least 4 complete sets of additional linen (par stock) item per room in reserve.(the Linens will be provided by the Bank) 13. Storage : The Service Provider has to ensure proper storage of dry provisions and it should be kept at
least one foot above the grounds and adequate hygienic conditions are to be maintained in the
store and kitchen areas. The Service Provider shall comply with the Food Safety regulations,
bye Laws relating to preparation, preservation, and sale of food stuffs, soft drinks and fresh
meals and disposal of garbage, left over’s etc.
14. Pantry Services : The Tea/Coffee may preferably be prepared floor wise in pantry
and cleaning of crockeries may also be done floor wise as per the quality and service
convenience and quick hot supply. Prepared/cooked tea/coffee will be served to Officers @
03 Cups per day on all working days at 10.00 AM, 12.00 Noon and at 3.00 PM as directed by
the Bank. Required number of attendant/boys may be engaged for this purpose. Extra
tea/coffee for guests and served in meetings halls/visitors areas shall be paid extra on per cup
basis.
15. Menu for various Items
Break fast 1. Double egg Omlate 2. Bread toasted-04 Or 1. Paratha-02 2. Curd – 01 Bowl 100 gm Or 1. Puri- 4 2. Vegetable (Subji)
Lunch/Dinner (Veg) Lunch/Dinner ( Non- Veg) 1. Rice 1. Rice 2. Tawa Roti 2. Tawa Roti 3. Dal 3. Dal 4. Vegetable-1 4. Fish/Chicken/Egg- 01 Bowl 5 Curd-1 Bowl 5. Curd-1 Bowl
6. Salaad 6. Salaad
7. Sweet-1 7. Sweet-1
*********************************
34
5. House Keeping/Sweeping/Cleaning : The contractor shall provide the sanitation /housekeeping services in
NABARD office as per the details given below.
5.1 Service Standards :
Basic Standard : Maintain at all times in good condition - office areas, service areas,
public areas, utility areas , fire exits, stairways, terrace, lifts , car parking and external areas.
Prestige Standard : High standard of cleanliness and appearance at all times
including maintaining higher floor gloss levels – VIP Suites , Conference room, Banquet area,
Dining area, Pantries , Reception areas , Lobbies and VIP floors etc.
Hygiene Standard : Areas where a high hygiene standard is mandatory –Toilets ,
kitchens , Officers lounge, Staff canteen , pantry , vending areas , Waste bins , hidden surfaces
, hinges, underside of work stations etc. to be maintained free of dirt, stains, waste matter,
watermarks and scale using appropriate cleaning and sanitizing materials.
5.2 Types of Cleaning:
Routine Cleaning: Cleaning tasks to ensure that offices, toilets, meeting areas, public areas
& all other routine work areas, furniture & floor spaces are maintained to a high level of
general cleanliness and remain presentable and fit for their intended purpose.
Reactive Cleaning: Reactive service to maintain full & safe use of facilities – response to
spillages, replenishing consumables & monitoring the cleanliness of all sanitary facilities.
The contractor shall ensure hygienic atmosphere and clean environment in its premises
5.3 DUTIES AND RESPONSIBILITY OF SANITATION STAFF: CLEANING SERVICES
It is necessary to maintain the environment of the office in a healthy and hygienic condition round-the-clock. All living areas are to be kept clean and tidy and effective waste collection and disposal arrangements shall be made. The following jobs are to be carried out under Cleaning Service: 5.3.1 Daily Cleaning: a) Sweeping of the entire premises;
b) Damp moping of tiles, vitrified floors, staircases, sidewalls, corridors, passages;
c) Dusting of desk, table, chair and furniture located in the office areas and cabins on all
floors except 8th floor VOF area;
d) Special attention will be paid to the cleaning of wash basins, Urinals, WC Pans and counter
Wash basins
e) Thorough cleaning and sanitization of the toilets, wash basins, mirrors, dustbins and WC
facilities using suitable non- abrasive cleaners and disinfectants;
35
f) All the wash basins, toilets pans should be kept stain free using harpic/sanifresh etc; g) All surfaces shall be free of germs, soap and mud at the wash rooms/WCs;
h) Replacement of bathing towels/hand towels on a daily basis in all the WC facilities/wash-
up area; (these linens will be provided by the Bank)
i) Cleaning of Door mats; aluminium doors, aluminium Fish plates, floor spring, handles of doors of all rooms, cabins, Fire Doors, passage doors etc.
j) Naphthalene balls, urinal cubes, should be supplied sufficiently in the toilets;
k) Emptying all waste paper baskets, ashtrays from all rooms and washing or wiping them clean with damp cloth, replacing plastic waste paper basket linings and returning of items where they were located;
l) All waste wet and dry from waste paper baskets, lounge, canteen, kitchen, Pantry, dining
halls etc will be collected and disposed off as per the local NDITA guidelines every day.
m) Cleaning of bath fittings with silvo. 5.3.2Weekly Cleaning:
a) a)All glass doors, windows of the premises would be cleaned using damp and dry method; b)
b) Glass tabletops, doors partitions and glass accessories would be cleaned using solvent;
c) Cleaning of photos, sculptures, panels, glass/board partitions etc; d) Wipe/clean/polish of all staircases/ metal railings, passages, corridors with detergents/
brasso/ silvo etc. e) Dusting /cleaning of Vertical/Venetian blinds
f) Cleaning of Gates, Syntex water tanks, External Pipes 5.3.3 Monthly/Quarterly Cleaning: a) To remove cobwebs from the entire premises Basement to 8th floor and terrace including
Lift Machine Rooms etc wherever they exist; b) Scrubbing of all floor areas; c) Carpets in Chambers/Rooms/Visitors areas, Theatre type Hall, conference hall etc if any, to
be cleaned with shampoo by an experienced personnel ; d) All wooden/leather furniture to be dusted, polished, cleaned with solvent and maintained in
good condition; e) Washing/dry cleaning, ironing and refitting of Roller curtains/vertical blinds.
f) External Façade Cleaning Services-
The service provider will have to provide this service once in a month to ensure that all
external facades including framed glasses are sparkling clean throughout the year.
36
The team will also have to clean the atrium lobby area Bimonthly or as per the requirement to
ensure that all glass panels/Wooden panels and wall finishes are clean always.
The service provider will have to engage trained staff for the job. Separate payment shall not
be made for this work and should be included in the house keeping charges.
All required scaffoldings, ladders, materials and machines (Gandola etc) needs
to be provided/arranged by the service provider at their own cost.
Safety is of paramount importance at NABARD and the service provider will have to establish
that all safety measures are being followed at the time of execution of this work.
The service provider will have to cover his staff with adequate insurance benefits and
documents of the same needs to be submitted.
5.3.4 All the below listed items(illustrative) should be available with the housekeeping team
of the contractor.
1. Dusting Cloth 2. Scrubbers with handle
3. All Purpose Cleaner 4. Dust pan
5. Window Glass Cleaner 6. Dust brushes
7. Window Applicator 8. SS Scorch pads/steel wool
9. Window Squeeze 10. Nylon brooms with sticks
11. Garbage bags large 12. Floor dust mops with holder
13. Garbage bags medium 14. Feather duster
15. Garbage bags small 16. Spray bottles
17. Air Freshener 18. Toilet brush
19. Insect Killer 20. Hand brush
21. Naphthalene Ball 22. Plastic buckets
23. Dettol 24. Extension pole for glass cleaning
25. Deodorant / fresheners 26. Garbage bins of different colours of 100 ltrs
27. Toilet paper rolls 28. Harpic/Flush Clean
29. Single Disk Scrubber
30.
Gandola for cleaning outside
façade (owned or hired basis)-
Cost to Contractor
Date: Place: Seal & Signature of the Contractor
Note : 1. Cleaning materials supplied will be paid separately as per actual quantity supplied at
quoted rates.
2.Cleaning materials are to be supplied as per the requirement.
37
5.3.5 : Waste Management Services-
The service provider will have to engage staff for collecting of all dry and wet wastes
from the building floors, work stations before starting of office hours.
The waste needs to be segregated and sorted as per norms into dry and wet waste. The
possibility of organic waste compactor and use of so converted manure in Garden may be
explored. Compactor hire charges will be paid extra at mutually agreed rate.
The same needs to be kept in the designated place within in the premises.
The service provider will have to engage government authorities responsible for
collection of these waste for disposal of the same outside the premises. Any legitimate
payments for collection of these waste by the Government approved agency will be paid by
NABARD. Waste disposal shall be the responsibility of Service provider.
Date: Place: Seal & Signature of the Contractor ***********************************
38
6. Pest Control & Disinfection Services
carrying out the anti fungal, anti termite, anti bacterial , anti viral operation
and other control of pests which will include all types of insects including termites,
white ants, mosquitoes, flies, seasonal insects (like ‘shyama poka’), beetles, rodents,
serpents, weeds, etc. in NABARD Regional Office at DP-2, Sector-V, Salt Lake,
Kolkata-700091.
Major locations which will require pest control services are : dispensery, Toilets,
canteens/lounge/executive lounge, Halls, Chambers/cabins office areas, VOF, Kitchen
areas of VOF, Pantries, Staircase, shafts of drains, Stores, AHU Rooms,
Conference/Meeting halls, Wet risers, basement and drainage systems.
Monthly Spray of Pesticides / Insecticides / Chemicals for effective control of vectors/
pests, Rodents, Serpents, Lizards etc.
Spray of chemicals on the affected (and surrounding) wooden, cellulose and other
structures for effective control of termites, etc.
Fortnightly fogging for control of mosquitoes in basement and outside building (within
the compound area).
Cost of Chemicals and equipments to be used should be inclusive in the rates quoted.
Others :
a) The firm/agency/tenderer should have the appropriate Govt. License for Pest Control /
Pesticides/Insecticides / chemicals (appropriate Poison License/Trade license) for the purpose
of Pest Control. (Copy of License should be submitted along with the quotations).
b) The firm should have at least 3 years experience in pest control in big Hospitals
/Commercial establishments like multistoreyed offices /institutions of repute and Credentials
in this regard should be submitted along with the quotations.
Note : (1) The contractor will provide the list of chemicals proposed to be used in the work
Special treatment required as and when like injecting chemicals to wooden paneling
etc shall be paid separately.
************************************
39
7. Maintenance of Garden/Lawn and supply of Potted plants :
A. The Lawn with Maxican grass turf in front of office building of NABARD including
preparation of soil like digging and applying cow dung and manures as required from time to
time is to be maintained. Fertile soil may also be provided from time to time as per the
requirement.
B. The newly developed lawn should be maintained by supplying and applying :
(i) Manures (cow dung compost) monthly, Fertilizers: Urea and Suphala as per
requirement.
C. Insecticides , fungicides and other pesticides as required.
D. The supply report of the above ie Quantum has to be provided to CT/ACT, DPSP after
getting the security check in to falilitate proof of materials used.
E. Damaged patch of Mexican grass if any,to be replaced as per requirement within five
days without any extra cost.
F. Gardener should be deputed for routine maintenance work at NABARD.
(i) Daily watering the lawns/garden before 09.00 am through adjustable sprinkler system
covering small as well as larger area of garden as required .
(ii)Water required for carrying out the work will be supplied by NABARD through the
existing water supply network. Required PVC rigid and flexible pipes and adjustable sprinkler
to be assessed and provided by the service provider.
(iii)Weekly weeding, cleaning and removing dry leaves from the garden/lawns .
(iv)Protection against and control of insects, pests and diseases by spraying insecticides,
fungicides etc once in every month or as per requirement.
(v) Weeding and Mowing of lawns by using Mechanical Lawn Mover regularly to maintain
the grass height not exceeding two inches from ground, so as not to allow grass to grow wild.
(vi) Trimming and replacing spoiled patches of lawns with fresh grass of same nature.
II. Supply of flowers in Vase/glass container : Supply to be made in cabins of 09 Sr
Officers (DGM-6, GM-2 and CGM-1) and at Conference hall, Visitors area, CGM Secretariat,
Reception and replacement thereof on alternate days regularly. The Glass potted bouquet of
flowers should be bunch of minimum 6 flowers of 2-3 varieties having sizes from 6” to 12”.
Additionally the flower arrangements/ bouquet will be required for special occasions which
are to be supplied by the contractor and the same will be paid for separately.
40
III. Supply and maintenance of Potted Plants
Supply and maintenance of potted plants at the open areas around the fountain and lawns in
the front sides, entrance, reception area, near lift lobby, at various floors(location to be told by
Nodal officer of Bank), near CGM’s Chamber lobby, front balconies of building, near officers
lounge, outside conference hall, meeting rooms, Visitors area, CGM’s Secretariat, VOF Lounge
and Dining areas, lobby and staircase landing from 3rd to 8th floor and in ground floor at
appropriate locations. The earthen pots should be kept in Plastic container of suitable size to
prevent water splashing/leakage. Maintenance by regular watering, keeping them in sunlight
as required, keeping them in healthy condition, Protection against and control of insects, pests
and diseases by spraying insecticides, fungicides etc as per requirements. The Plant average
heights of 3 to 4 feet from the floor is desired for good look.
IV. Equipments/Tools :
Particulars of equipments (but not limited to below mentioned equipments) to be provided by the Contractor to execute the awarded maintenance work effectively :
Sr.
No.
Name of Equipment Number of
equipment
1. Electric Lawns Mowers with high capacity collection bags
having excellent work condition.
1 No.
2. Long Hose (25 meter ) with rain wand/sprinklers 1 No.
3. Bush Cutter having excellent work condition. 1 No.
4. Axe 1 No.
New hose pipe (1 inch/0.5 inch/) for watering 30 Mtrs
5. Weeder Fork
As per
Requirement
6. Twist Fork
7. Pruning Shear
8. Hedge Shear
9. Grass Shear
10. Looper
11. Pruning Saw
12. Hoe
13. Garden Tool Kit
14. Digging Fork and Spade
15 Insecticide Sprayer
41
Annexure - 2
DETAILED INSTRUCTIONS TO BIDDER
1.0 LOCATION 1.1 Bidders must get acquainted with the proposed and other conditions carefully before
tendering. No request of any change in rates or conditions for want of information on any
particular issue shall be entertained after receipt of tenders. The Regional Office Building
where services are required to be provided is located at DP-2, Sector-V, Salt Lake, Kolkata-91.
1.2 Site Visit
The bidder must obtain for himself at his own responsibility and at his own expenses, all
the information which may be necessary for the purpose of filling this tender and for
entering into a contract for the execution of the same and must examine the building and
inspect the site of the work/services to know the nature and extent of work/services and
acquaint himself with all local laws, regulations and practice.
2.0 Submission of Tender :
The language of submission will be English. Sealed tenders in the prescribed tender form duly
filled up in all respect, alongwith the required amount of Earnest Money – ( Rs 2,00,000/-
in the form of DD / Pay order) and superscribed as “Tender for Integrated Annual
Maintenance Contract at Regional Office, DP-2, Sector-V, Salt Lake, Kolkata-91 , to be
submitted within due date indicated above.
a. Each page of the tender document to be signed, with date, by the bidder or by a person
holding power of attorney authorizing him to sign on behalf of the bidder before submission
of tender. (A letter authorizing the signatory should accompany the tender)..
b. Tenderer to quote strictly as per the terms and conditions, specifications, standards, given
in the tender document and not to stipulate any deviations.
c. Rates to be in filled in figures in such a way that interpolation is not possible.
d. The amount for each item should be worked out and entered and requisite totals
given of all items.
e. When the rate quoted by the bidder does not tally with the amount a s worked
out , the rate quoted by the bidder shall be taken as correct and not the worked out
amount.
f. All corrections, and alterations in the entries of tender papers should be signed and
dated in full by the bidder. Corrections with fluid and overwrit ing are not permitted.
g. Witness:- Witness and sureties shall be persons of status and propriety and their
names, occupation and address shall be stated below their signatures
42
3. TRANSFER OF TENDER DOCUMENTS
Transfer of tender documents purchased by one intending bidder to another is not permitted.
4.0 EARNEST MONEY
The bidder must pay the amount of Earnest Money Deposit of Rs 2,00,000/- as
mentioned in clause 1 of Form of Tender. Earnest Money Deposited by Tenderers will not
carry any interest.
(a) The earnest money of unsuccessful contractors/bidders will be returned/paid back within
a reasonable time/ after the decision to award the work is taken by the competent authority .
(b) The Earnest Money Deposit paid by the successful bidder when he submitted his tender
shall be held by Employer NABARD as security for the execution and due fulfillment of the
contract. No interest shall be paid on the said deposit for the period of contract. The Earnest
Money deposit shall be forfeited in case the successful bidder fails to commence the
services/work by deploying the workers, awarded to him within the prescribed time limit or
fails to execute the agreement within one month.
I The tenderers must submit Earnest Money with the Tender, failing which tender will not be
considered.
5.0 VALIDITY : Tenders submitted by bidders shall remain valid for acceptance for period
of 03 Months from the date of opening. The bidders shall not be entitled during the period
of validity, without the consent in writing of NABARD to revoke or cancel his tender or to
vary the tender rates/amount given or any terms thereof.
6.RIGHT TO ACCEPT OR REJECT TENDER
The acceptance of a tender will rest with the NABARD who do not bind themselves
to accept the lowest tender and reserve to themselves authority to reject any or all the
tenders received without assigning any reasons. They also reserve the right of accepting the
whole or any part of the tender and the Bidders shall be bound to perform the same at the
rates quoted. All tenders in which any of the prescribed conditions are not fulfilled or are
incomplete in any respect or there is any correction not duly signed and dated by the bidder
are liable to be rejected.
7.RATES
Bank is not concerned with any rise or fall in the prices of any materials. The rates quoted
shall be firm and include all costs, allowances, taxes, or any other charges, which may be
enacted from time to time by the State or the Central Government. However minimum
wages will be paid for the labourers as and when the rate is increased/revised by the Central
Govt with notification (labour Commissioner) keeping the service charge percentage fixed
43
during the currency of contract. However with the increase in minimum wages, the service
charge will also increase in absolute terms.
8. WATER AND ELECTRICITY
Electricity will be made available to the contractor at available point for services/work
without any charge. They have to make arrangement for use at the appropriate point/site.
Water may will be made available free of cost at site at the appropriate point, the contractor
has to make his own arrangement for use in the work.
9. SIGNING OF THE CONTRACT The successful bidder shall be required to execute an agreement in the Proforma attached
with this Tender document within 30 days from the date of issue of Work Order. In the event
of failure on the part of the successful bidder to sign the agreement within the above
stipulated period, the earnest money will be forfeited and the acceptance of the tender shall
be considered as cancelled.
10. On acceptance of the tender, the name of the accredited representative of the
Contractor, who would be responsible for taking instructions from the Bank’s officials/Care
Taker/P&SO, shall be communicated to NABARD.
All compensation or other sums of the money payable by the Contractor to the NABARD
under the terms of this contract may without prejudice to the NABARD rights under Law be
deducted from the Bills payable to Contractor/ Security Deposit if the amount so permits and
the Contractor shall, unless such deposit has become otherwise payable, within ten days
after such deduction make good by credit with the NABARD by a/c payee cheque for the
amount so deducted, failing which the Employer shall be entitled to deduct the same from
any money due to the Contractor.
DECLARATION BY THE CONTRACTOR
I/We hereby declare that I/We have read and understood the General Instructions of contract
and hereby agree to abide by them.
Date: Place: Seal & Signature of the Contractor
44
Annexure-3
GENERAL CONDITIONS OF CONTRACT
1.Interpretations In construing these conditions and the specifications, Schedule of Quantities, Instructions to bidders and Contract Agreement, the following words, shall have the meanings herein assigned to them except where the subject or context otherwise requires : a) “Owner”/”Client”/”Bank” shall mean NATIONAL BANK FOR AGRICULTURAL AND RURAL DEVELOPMENT (NABARD) with its Head Office at Plot No:C-24, G Block, Bandra-Kurla Complex, Bandra I, Mumbai-400051 and present Regional Office at A bhilasha-I, 6, Royd Street, Kolkata-700016, future Regional office at DP-2, Sector-V, Salt Lake, Kolkata-91 and shall include their heirs, legal representatives, assignees and successors. b) “Bank’s Officials” shall mean officer of NABARD authorized by the Regional Office, NABARD, Kolkata to supervise and monitor the progress of the said services/work. c) “Contractors” shall mean the person, or persons, firm or company whose tender has been accepted by the Owner and shall include his/their heirs, and legal representatives, and the permitted assigns. d) “Works or services” shall mean the works to be executed and services to be rendered in accordance with the Contract and include all extra or additional or altered or substituted works as required and recorded for the performance of the Contract and “Site” shall mean the office area/Stairs/lobby/terrace/building/basement /area within compound and other places on which the works are to be executed or carried out, services to be provided or places provided by the NABARD for the purposes of the Contract. e) “Contract Documents” shall include the Notice Inviting Tenders, the Articles of Agreements, the General Conditions of Contract, Special Conditions of Contract, the Schedule of Quantities, Specifications for Materials and description pertaining to the work/services. All s e c t i o n s of t h i s Co nt ract Document are to be read together.
f) “Notice in Writing” or written notice shall mean a notice in written, typed or printed
characters, sent (unless delivered personally or otherwise) proved to have been received by
registered post, email communications to the last known private or business address or
registered office of the addressee and shall be deemed to have been received when in the
ordinary course of post it would have been delivered.
g) “Act of Insolvency” shall mean any Act of Insolvency as defined by the Presidency Towns
Insolvency Act, or the Provincial Insolvency Act or any Act amending such original.
h) Words importing persons include firms and Corporation : Words importing the singular only also include the plural and vice versa where the context requires. Headings and marginal notes to these conditions shall not be deemed to form a part there of or be taken into consideration in the interpretation or construction thereof or of the contract. 2. SCOPE OF CONTRACT The scope of work/services is described in Schedule of Quantity (SOQ) of Contract briefly and
detailed descriptions are given under the heading “Scope of Work/Services”. The Contractor
shall carry out and complete the said works/services in every respect in accordance with this
Contract and with the directions of and to the satisfaction of the Bank’s officials. The Bank’s
45
officials may in their absolute discretion and from time to time issue further written/oral
instructions, details, directions and explanations which are hereafter collectively referred to
as “Instructions” reflected either in the minutes or in any other form in regard to:
a. The variation or modification of the quality or quantity of works or the addition or
omission or substitution of any work services.
b. Any discrepancy in or divergence between the instructions/directions or between the Schedule of quantities/services and/or description and/or specifications.
c. The removal from the site of any material brought thereon by the Contractor and the substitutions of any other materials thereof.
d. The removal and/or re-execution of any works executed by the Contractor.
e. The postponement of any work to be executed under the provisions of this Contract.
f. The dismissal from the works of any person employed thereupon.
g. The opening up for inspection of any work covered up.
h. The amending and making good of any defects.
i. Coordination of work with other agencies.
j. The NABARD shall have a right to delete any item of work from the scope of contract
and contractor shall not make any extra claim on this account.
k. Samples for Approval: Contractor, before supply of material should show the samples of all the materials to the bank’s officials and get it approved. The contractor shall forthwith comply with and duly execute any work comprised in such
Bank’s officials instructions provided always that verbal instructions, directions and
explanations given to the contractor or his representative upon the works by the Bank’s
officials shall be, if involving a variation, be confirmed in writing by the Contractor within 7
working days, and if not dissented from in writing within a further 7 days by the Bank’s
officials such shall be deemed to be the Bank’s officials instructions within the scope of the
contract. Where extra work cannot properly be measured and valued, the contractor shall
be allowed day work prices, provided that a written authority for day work is obtained by the
contractor before the execution of the extra work and provided that in any case vouchers
specifying the time daily spent upon the work countersigned by the Bank’s officials and the
materials deployed, shall be delivered for verification to the Bank’s officials not later than
the end of the week following that in which the work has been executed.
If the contractor fails to comply with Bank’s officials instructions within a week after the
written notice from the Bank’s officials requiring compliance with such instructions, the
Bank may employ some other agency to execute any work whatsoever which may be
necessary to give effect to such instructions. Instruction to the Contractor shall be generally issued through Bank’s officials and/or Care
Taker.
3.TERMINATION OF CONTRACT (a) If the services of the contractor are not found satisfactory they will be issued three months’
notice for improvement by the NABARD Kolkata. If satisfactory improvement is not found
even after this notice, a final one months’ notice will be issued to the contractor by the
NABARD to terminate the contract without prejudice to any rights or privileges accusing
46
to either party prior to such termination. During the period of notice both parties shall
continue to discharge their duties and obligation.
(b) In case the contractor is required to (or decide otherwise) to discontinue the contract, he/she should give at least three months’ notice to NABARD and shall remain essentially working for the said period of notice, till alternate arrangements are made.
(c) In case or situation, beyond the control of either party, the contract may be terminated
with mutual consent by giving one month notice.
(d) The NABARD in any/either situation will not be under any obligation to pay compensation
or make good the payment for the notice period, for which services are not rendered.
(e) In case of breach of any terms and condition attached to the contract, the Performance
Security Deposit of the contractor will be liable to be forfeited, beside annulment of the contract or other lawful action that may be taken against the contractor.
(f) The contractor will remove all his labourers and equipments/tools/tackles from the
premises of NABARD Kolkata and return all the Equipments/fixtures and other items, facilities etc owned by NABARD once the contract period is over or terminated.
4.SCHEDULE OF QUANTITIES The Schedule of the Quantities/ Services unless otherwise stated shall be deemed to have
been prepared in accordance with the standard procedure by the Bank’s officials and shall
be considered to be approximate and no liability shall attach to the Bank’s officials for any
error that may be discovered therein.
5.SUFFICIENCY OF SCHEDULE OF QUANTITIES/SERVICES The Contractor shall be deemed to have satisfied himself before tendering as to the
correctness and sufficiency of his tender for the works/services, and of the prices stated in the
Schedule of Quantities and/or Schedule of Rates and prices, which rates and Prices all
cover all his obligations under the Contract, and all matters and things necessary for the
proper completion of the works/services. 6.CONTRACTOR TO PROVIDE EVERYTHING NECESSARY The Contractor shall provide everything necessary for the proper execution of the
works/services according to the true intent and meaning of the Specifications and Schedule
of Quantities/services taken together whether the same may or may not be particularly
shown or described therein, provided that the same can be inferred there from and if the
Contractor finds any discrepancy in the description or between the Specifications and
Schedule of Quantities/services he shall immediately refer the same in writing to the
NABARD, who shall decide which shall be followed, and their decision shall be final and
binding on all parties.
47
A small space in basement will be given by the Bank to the contractor for keeping
materials/equipments temporarily which is not to be construed as right. 7.AUTHORITIES, NOTICES, PATENTS, RIGHTS & ROYALTIES The Contractor shall conform to the provisions of all the statutes relating to the works, and to
the Regulations and bye-laws of any local Authority and of any Water, Lighting of other
Companies or Authorities with whose systems the structure is proposed to be connected, and
shall before making any variation from the specifications that may be necessitated by so
conforming, give to the Bank’s officials written notice, specifying the variations proposed to
be made and the reason for making it, and apply for instruction thereon. In case the
Contractor shall not within ten days receive such instructions, he shall proceed with the work
conforming with the provisions, Regulations or Bye-laws in question. The Contractor shall bring to the attention of the Bank’s officials all notices required by
the said Acts, Regulations of Bye-laws to be given to any Authority by the NABARD and
pay to such Authority, or to any Public Officer, all fees that may be properly chargeable
in respect of the works, and lodge the receipts with the Bank’s officials for reimbursement . The Contractor shall indemnify the NABARD against all claims in respect of patent
rights, design, trademarks of name or other protected rights in respect of any plant, machine
work or material used for or in connection with the works or temporary works and from
against all claims, demands, proceedings, damages, costs, charges and expenses whatsoever
in respect thereof or in relation thereto. The Contractor shall defend all actions arising from
such claims, unless he has informed the Bank’s officials, before any such infringement
and received their permission to proceed, and shall himself pay all royalties, license fees,
damages, costs and charges of all and every sort that may be legally incurred in respect
thereof.
8.MATERIALS AND WORKMANSHIP TO CONFORM TO DESCRIPTION All materials and workmanship shall, so far as procurable, be of the respective kinds specified
in the Schedule of Quantities/services/rates and/or specifications and in accordance with the
Bank’s officials /NABARD’s instructions and the Contractor shall upon the request of the
Bank’s officials furnish to them all invoices, accounts, receipts and other vouchers to prove
that the materials comply therewith. The Contractor shall at his own cost arrange for
and/or carry out any test of any materials which the Bank’s officials (NABARD) may
require. If the Contractor contends that any of the material, goods or workmanship specified
as aforesaid, is unobtainable, he shall submit to the clients, his grounds for his contention,
and thereupon, the Bank’s officials (NABARD) shall decide whether the same is unobtainable
in fact. If the Bank’s officials (NABARD) shall decide that any of the materials, goods or
workmanship is in fact unobtainable, they shall issue an order in writing as what is to be
substituted thereof and such order shall be deemed to be an order for variation; such order
shall however be got approved by the client before issue.
9.SETTING OUT The Contractor shall at his own expense, set out the works, accurately in accordance with the
plans and to the complete satisfaction of the B a nk ’ s officials. The Contractor shall be
solely responsible for the true and perfect setting out of the works, and for the correctness of
the position, levels, dimensions and alignment of all parts thereof. If at any time any error
48
shall appear during the progress or on completion of any part of the work, the Contractor
shall at his own cost, rectify such error if called upon, to the satisfaction of the Bank’s
officials. The work shall from time to time be inspected by the Bank’s officials and/or his
representatives but such inspections shall not exonerate the Contractor in any way from his
obligations to remedy any defects which may be found to exist at any stage of the work or
subsequently after the same is completed.
10. CONTRACTOR’S SUPERINTENDENCE AND REPRESENTATIVE ON WORKS The Contractor shall give all necessary personal superintendence during the execution
of the works/services and as long thereafter as the Bank’s officials may consider it
necessary until the expiration of the service contract.
Any directions, explanations, instructions or notices given by the Bank’s officials to
contractor/Supervisor shall be deemed to be given to the Contractor and shall be binding
as such on the Contractor.
11 DISMISSAL OF WORKMEN
The Contractor shall on the advice of the Bank’s officials immediately dismiss from the
works/services any person Employed thereon by him who may, in the opinion of the Bank’s
officials, be unsuitable or incompetent or who may misconduct himself and such person shall
not again be employed or allowed on the works/services without the permission of the Bank’s
officials.
12.ACCESS TO WORKS
The Bank’s officials and any person authorized by them shall at all reasonable times have
free access to the works, and to the store or other places where materials are being prepared
for the Contract and also to any place where the materials are lying or from which they
are being obtained. The Contractor shall give every facility to the Bank’s Bank official and
their representative for inspection and examination and test of the materials and
workmanship. No person unless authorized by the Bank’s official, except the
Representatives of Public Authorities, shall be allowed on the site of services/works at any
time.
13.REMOVAL OF IMPROPER WORK AND MATERIALS The Bank’s officials shall, during the progress of the works/services, have power to order
from time to time the removal from the works, the inferior quality of materials used, within
such reasonable time as may be specified in the order, which in the opinion of the Bank’s
officials are not in accordance with the specifications or the instructions of the Bank’s
officials and the substitution of proper materials and the removal and proper re-execution of
any such work which has been executed with materials or workmanship, not in accordance
with the Specifications or instructions, and the Contractor shall forthwith carry out such
order at his own cost. In case of default on the part of the Contractor to carry out such
order the N A B A R D shall have power to employ and pay other persons to carry out the
same and all expenses consequent thereon or incidental thereto shall be borne by the
Contractor, and shall be recoverable from him on behalf of the NABARD or may be deducted
by the Bank’s officials from any money due or that may become due to the Contractor. If
the correcting works are not done in accordance with the contract, the Bank’s officials in
consultation with the Bank’s Senior officials
49
14.DELAY AND EXTENSION OF TIME
If in the opinion of the Bank’s officials the works be delayed a) by force majeure or b) by reason of any exceptionally inclement weather or c) by reason of proceedings taken or threatened by the dispute with adjoining or neighboring
owners or public authorities arising otherwise than through the Contractor’s own default or
d) by the works or delays of other Contractors or tradesmen engaged or nominated by the NABARD and not referred to in the Schedule of Quantities and/or Specifications or
e) by reason of Bank’s officials instructions, or f) by reason of civil commotion, local commotion of workmen or strike or lock-out
affecting any of the building trades or g) in consequence of the Contractor not having in due time necessary instructions from the
Bank’s officials for which he shall have specifically applied in writing, ahead of time,
giving the Bank’s officials reasonable time to prepare such instructions, the Bank’s
officials shall make a fair and reasonable extension of time for completion of the
Contracted works. In case of such strike or lock-out, the Contractor shall, as soon as may
be, given written notice thereof to the Bank’s officials, but the Contractor shall
nevertheless constantly use his endeavors to prevent delay and shall do all that may
reasonably be required to the satisfaction of the Bank’s officials to proceed with the work.
The Contractor shall take all practicable steps to avoid or reduce any delay in the
execution and completion of the works.
15.Keeping Site Clean
The contractor shall at all times keep the Site clean and shall dispose of all rubbish,
packaging materials and offensive material in a manner as per local Municipal requirements
immediately after the completion of the work/services and as approved by the NABARD.
16.Avoidance of Nuisance
The Contractor shall take all necessary precautions in reducing noise of dismantling, tools
and tackles by means of mufflers, silencers, screens, etc. Work liable to create dust shall be
well wetted before being executed.
The work/services shall be carried out strictly in accordance with the time schedule and
other instructions given by the taking care to cause minimum amount of noise, dust and
other nuisance at the site.
17.Vendor’s Obligation The vendor is obliged to work closely with NABARD’s staff, act within its own authority and abide by directives issued by NABARD from time to time. The Vendor is responsible for managing the activities of its personnel and will hold itself responsible for any misdemeanors on the part of its personnel.
18.Arbitration
Any and all disputes, controversies and conflicts (“Disputes”) arising out of or in connection
with the Tender Document or Maintenance Contract or breach of contract or the performance
or non-performance of the rights and obligations set forth herein, or the breach, termination,
invalidity or interpretation thereof shall be referred for arbitration in terms of the Arbitration
50
and Conciliation Act, 1996 (Arbitration Act) or any amendments thereof. Prior to submitting
the Disputes to arbitration the parties shall make all endeavours to settle the dispute/s
through mutual negotiation and discussions. In the event that the said dispute/s are not settle
within 30 days of the arising thereof as evidenced through the first written communication
from any party notifying the other regarding the disputes, the same finally be settled and
determined by arbitration as above. The place of arbitration shall be at Kolkata and the
language used in the arbitral proceedings shall be English, Arbitration shall be conducted by a
mutually appointed sole arbitrator. If the Parties are unable to agree upon a sole Arbitrator,
each Party shall appoint one arbitrator and the two arbitrators so appointed by the Parties
shall appoint the third arbitrator, who shall be the Chairman of the Arbitral Tribunal. The cost
of such arbitration shall be shared by both the parties, i.e. bank and contractor, in the ratio of
50:50.
The arbitral award shall be in writing and subject to the provisions of the Arbitration and
Conciliation Act, 1996 Act shall be enforceable in any court of competent jurisdiction.
Pending the submission to arbitration and thereafter, till the Arbitrator or the Arbitral
Tribunal renders the award or decision, the Parties shall, except in the event of termination of
this Agreement or in the event of any interim order/award is granted under the afore stated
Act, continue to perform their obligations under this Agreement.
DECLARATION BY THE CONTRACTOR
We / I have read and understood all the instructions / conditions made
above and we / I have taken into account the above Instructions / general
Terms and Conditions while quoting the rates. We / I accept all the above
Terms and Conditions without any reservation, in all respects.
Seal and Signature of the contractor
Place : Date :
51
Annexure-4
SPECIAL TERMS AND and CONDITIONS
1) The tenderer must obtain for himself on his own responsibility and at his own expenses
all the information which may be necessary for the purpose of making a tender for entering
into a contract and must examine and must inspect the site of the work to know the existing
condition and the extent of work involved and acquaint himself with all local conditions,
means of access to work, nature of the work and all matters pertaining thereto.
2) The rates quoted in the tender shall include all charges for transportation, ladder, hire
charges for Gandola, any tools and plants, marking out and clearing of site as mentioned
in the specification.
3) Tenders will be considered only from bonafide eligible contractors.
4) The Contractor shall not be entitled to any compensation for any loss suffered by him on
account of delays in commencing or executing the work, whatever the cause of delays may
be, including delays arising out of modification to the work/services entrusted to him or in
any sub- contract connected therewith or delays in awarding contracts for other trades of the
project or in commencement or completion of such works or in procuring Government
controlled or other building materials or in obtaining water and power connections,
possession/completion certificate for newly constructed building or for any other reason
whatsoever and the NABARD shall not be liable for any claim in respect thereof. The
NABARD does not accept liability for any sum besides the tender amount, subject to such
variations as are provided for herein.
5) The successful tenderer must co-operate with the other contractors engaged by the
NABARD so that the work shall proceed smoothly with the least possible delay and to the
satisfaction of the NABARD.
6) The EMD/Security Deposit of the successful tenderer will be forfeited if he fails to comply
with any of the conditions of the Contract.
(7) The contractor shall indemnify and keep indemnified the Employer against all losses and
claims, damages or compensation under the provision of the payments of Wages Act 1936,
Minimum Wage Act 1948, Employer’s Liability Act 1938, Workmen’s Compensation Act
1923, the Maternity Benefit Act 1961, Kolkata Shops and Establishment Act 1947, Industrial
Dispute Act 1947, and the Contractor Labour (Regulation and Abolition) Act, 1970 and
Employee’s State Insurance Act or any modification thereof or any other law relating thereto
and rules made there under from time to time or as consequence of any accident or injury to
any workmen or other person in or about the work whether in the employment of the
employer or Contractor or not, and also against cost, charges and expenses of any suit, action
or proceedings whatsoever out of such accident or injury of combination or any such claim.
(8) Before commencing the work/services, the Contractor shall without limiting his
obligations and responsibilities under this condition, insure against any loss of life or
injury to any personnel in the Employment of Contractor/sub-Contractor. For this purpose
an insurance shall be taken by the contractor. Such an insurance shall be taken to include
both employees/workmen covered by Workmen’s Compensation Act 1923, as well those
employees/workmen not covered by the said Act. Separate insurance policies shall be taken
for employees/workmen covered by Workman’s Compensation Act 1923, and Employees
52
/workmen not covered by the said Act. All the premia shall be paid by the Contractor.
Policy/policies taken under this clause for the personnel in employment with the Contractor.
In the event of any loss or injury to the personnel in employment with the contractors,
the Employee and the Contractor shall recover directly from the Insurance Company and
ensure that payment of the same is made to the affected parties. The policy in original shall be
deposited with the NABARD. The Contractor shall at all- time indemnify and keep
indemnified the NABARD against all losses and claims for injuries or damage to any person
or any property whatsoever which may arise out of or in consequence of the
rehabilitation/repair/services all claims, demands, proceedings, damages, costs, charges and
expenses whatsoever in respect of and in relation thereto.
(9) The Contractor shall provide the NABARD with documentary evidence from time to time,
that he has taken all the insurance policies mentioned in the foregoing paragraphs and that
he has paid the necessary premia for keeping the policies valid till the currency of the
Contract.
(10) The contractor will supervise the work through a trained and effective supervisor regularly to ensure proper and effective services. (11) The contractor will provide necessary substitutes in case of absentees. In case the employees deputed by the contractor are absent, contractor should ensure to provide substitutes for smooth conduct of work/services. In case no substitute is provided by the contractor, no payment will be made for that day. The amount will be deducted on a pro-rata basis.
(12) All staff must be suitably trained and experienced to perform duties entrusted to them, and must be in proper uniform at all times. In the event of contractor’s staff not attending to a specific item of work/services required under the contract, pro-rata amount will be deducted from contractor’s bills.
(13) In the event of breach of the aforesaid Terms & Conditions, NABARD shall be at liberty to terminate the contract summarily by giving one month notice in the event of which Contractor shall not be entitled for any compensation whatsoever. (14) The contractor will be responsible for compliance to all statutory provisions which may be applicable viz. ESIC, Provident Fund, minimum wages, Bonus, Gratuity, Labour act 1970, accident /death insurance, license etc. for coverage of all the employees under his charge. NABARD shall not be held responsible for any penalty for non compliance of any Labour regulations. The contractor is required to pay minimum wages as per the extant rules. NABARD shall have the right to inspect the wage Register and for physical verification of salary/wages paid to the staff for ensuring compliance with minimum wages Act./other benefits etc. (15) NABARD being an Development Finance Institution, the contractor will not allow or permit his employees to participate in any trade union activities or agitation in the premises of the owner/NABARD.
(a) All personnel/employees/workmen employed by the Service Provider shall be adults (no child labour to be deployed in the work/services) with good health and sound mind. The personnel/employees/workmen of the Service Provider shall be liable to security search by the Security Staff/Agencies deployed / NABARD Staff. (b) The Service Provider shall appoint fully qualified competent and skillful workers in their services, supervisors and employees/workmen to ensure that the services rendered by them and the responsibility and obligations undertaken by them are carried out to the satisfaction of the NABARD. The Service Provider as an employer of its
53
employees/workmen/supervisor shall have exclusive right to appoint, substitute, suspend and terminate the services of any of their employees / workmen to fulfil their obligations under this agreement. (c) The employees/workmen employed by the Contractor/Service Provider shall always be under the direct and exclusive control and supervision of the Service Provider and the Service Provider may transfer/replace its employees / workmen in accordance with their needs, provided in consultation with NABARD. Adequate and necessary number of employees / workmen as required by owner/ NABARD is to be deployed by the Service Provider for fulfillment of their contractual obligations under this agreement. (d) It shall be the sole responsibility of the Service Provider to ensure that employees/workmen, deployed by him fulfill the obligations undertaken by the Service Provider under this agreement and the Contractor/Service provider shall provide such employees/workmen at his own cost, with such equipment and other paraphernalia as may be considered necessary.
(16) The contractor will be exclusively responsible to meet and comply with all legal requirements with respect to food items prepared and sold by him to the guest house, NABARD Kolkata, including with respect to raw material and ingredients incorporated therein, and shall be exclusively responsible for any infraction of the provisions of any applicable law with regard to preparation, storage, service and sale of food, including the provision of the Prevention of Food Adulteration Act, The Essential Commodities Act, The Weight & Measures Act and all rules, regulation and order framed there under, including safety and health of all consumers/officials/guests under the said contract. The contractor should keep the owner indemnified from and against any claim of infection, food poisoning or illness arising from any bad, stale or defective food or materials provided as meals during the entire contract period. (17) The fittings, fixtures, furniture’s, furnishings, linen, gadgets and all other items will be properly handed over after making separate kit inventory/bar coding and details of each items duly signed by representative of NABARD, Kolkata and the contractor for the Guest House/VOF. Each room shall display the inventory list and be reconciled on quarterly basis with compulsory annual inventory verification of the complete Guest House. (18) COMPLAINTS The contractor shall keep a suggestion box to be provided by NABARD Kolkata to record any suggestion/complaints, on performance of services, by the guest and produce to NABARD or its representatives for perusal during their visit to ensure that prompt action has been taken on such complaints and measures taken to avoid their reoccurrence. The contractor shall attend to all the complaints and address as early as possible to the satisfaction of the NABARD Kolkata. The contractor will provide guest feedback forms in each room and collect it to tabulate/display the observations/feedback, grievances or risk and attend monthly/quarterly meetings with the NABARD. 19) Increase/decrease of Personnel : The strength of personnel/workmen required and as indicated in the schedule of quantities/rate may be increased or decreased at any stage depending upon the actual requirement as assessed subsequently by NABARD. The payment shall be made accordingly. No compensation shall be admissible/payable towards reduction in workmen strength to the Contractor.
I / We hereby declare that I / We have read and understood the above conditions for the guidance to tenderers and agree to abide by the same.
Place :
Date: Signature of Bidder/Contractor
54
Annexure-5 A
MODEL SERVICE AGREEMENT (To be signed with successful bidder)
ARTICLES OF AGREEMENT made the day of ,2019 between the
National Bank for Agriculture and Rural Development, a body constituted by the NABARD
Act 1981 and having its Head Office at Plot No:C-24, G Block, Bandra-Kurla Complex,
Bandra I, Mumbai-400051 and Regional Office at DP-2, Sector-V, Salt Lake, Kolkata-
700091 (herein called as ‘NABARD’) which expression shall, unless repugnant to the
context mean and include its successors and assigns of the one part and of M/s ----------------
-------------------------- therein after called “the Contractor”)
which expression shall unless repugnant to the context mean and include its successors and
assigns of the other part.
WHEREAS The NABARD is desirous of getting executed Tender for Integrated Annual
maintenance Contract and schedule of quantities describing the s e r v i c e s / works to be
done. The NABARD to monitor, control and supervise the works and progress thereof.
AND WHEREAS
The Contractor has agreed to execute the same subject to the provisions hereinafter contained
and subject also to the instructions to the Bidders, general conditions of contract, special
conditions, specifications, and the schedule of quantities, all of which are hereinafter
collectively referred to as ‘the said conditions’, strictly in accordance with the said descriptions
and the Specification and Schedule of Quantities referred to above at or for the respective
rates set out in the Schedule of Quantities annexed hereto and marked as Part-II, amounting
to the sum as there under arrived at or such either sum as may become payable
hereunder (herein under referred to as the said contract amount).
NOW THEREFORE THIS AGREEMENT WITNESSETH THAT:-
1.In consideration of the said Contract Amount to be paid by the NABARD to the
contractor at the time and in the manner set forth in the said conditions and in accordance
with the schedule of payments, the Contractor shall upon completion subject to the said
conditions provide for services shown in the said description and described in the said
conditions/Specifications (Part-I) and Schedule of Quantities (Part-.II).
2.The said Conditions and the Annexure thereto shall be read and construed as forming
part of this agreement and the parties hereto respectfully abide by, submit themselves to the
said condition and perform the agreements on their part respectively contained in said
conditions.
3.Tender documents containing notice to the Contractors, Conditions of Contract,
Appendix thereto, Special Conditions of Contract, Technical Specifications and Schedule of
Quantities with the rates entered therein, shall be read and stamped forming part of this
agreement and the parties hereto shall positively abide by and submit themselves to the
conditions and specifications and perform the agreements on their part respectively in
55
conditions contained.
4. This Contract is neither a fixed lump sum Contract nor a p e r c e n t a g e Contract,
but is a Contract to provide integrated Annual maintainance services to be paid for according
to actual item rates contained in the Schedule of rates and probable quantities provided in
the said schedules. Total remuneration of Rs shall be payable by NABARD to the
contractor subject to revision in minimum wages and resultant increase in service charges
thereof.
5.The NABARD reserves to itself the right of altering to a reasonable extent, the nature of
the services/work by adding to, reducing or omitting any items of services /work or having
portions of the same carried out from other agency without prejudice to this Contract.At the
sole discretion of NABARD the wotkmen/labourers deployed may be reduced/increased as
per actual requirement and shall be paid accordingly at the minimum wages plus service
charges quoted.
6. a) The contractors should have experienced and competent staff (Skilled/Semi
Skilled/Un skilled as applicable for the type of work) which will enable them to ensure
proper quality check on the materials/workmanship/services and who will ensure that the
Contractor will supervise the day-to-day working and execution of contract/service works.
7.If the Contractors have any doubt about the quality of any materials or any difficulty
in supervision of the day to day work, it shall be the duty of the Contractors to report
the matter in writing forthwith to the NABARD and for the time being, to suspend that
portion of the work/services about which difficulty is experienced and the Contractors will
abide by the direction of the NABARD.
8.The Contractors covenant and warrant that the services and personnel so provided for the
job will be in conformity with the description and the terms and conditions of Contract and
will be of proper quality and description.
9.Time shall be considered as the essence of this Agreement and Contractor hereby
agrees to complete the work/services the same day and provide uninterrupted services for
proper and smooth functioning of the Bank as directed by Bank officials.
10.The contract herein contained shall comprise not only the services mentioned in the
tender document but all subsidiary works connected therewith within same site as may be
ordered to be done from time to time by the NABARD even if such work /services may not
be indicated or described in the said schedule of specifications and services.
11.All payments by the Employer under this contract will be made at Kolkata through
ECS/NEFT/RTGS.(e-payment.)
12.All disputes arising out of or in any way connected with this agreement shall be deemed to
have arisen at Kolkata and only court at Kolkata shall have jurisdiction to determine the
same.
56
13.This agreement shall be signed in duplicate, the original document shall be kept in
the custody of the NABARD, the duplicate with Contractor. The stamp duty shall be borne
and paid by the Contractor and NABARD in equal proportion.
14.That the several parts of this contract have been read by the Contractor and fully
understood. The replacement of plumbing, electrical fittings/ other materials required for
related works/services shall be paid as per the existing approved schedule of rates. The
enhanced minimum wages shall be paid as and when it is increased by the GOI by notification
in the Gazettee. The material rates will remain same during the currency of the Contract.
15.This contract can be terminated by giving three months notice by either of the parties
under normal circumstances and one month notice under special circumstances like breach
of terms of contract, services are not found satisfactory etc .
IN WITNESS WHEREOF the Employer has set its hands hereunto through its duly
authorized official and the contractor has caused these presents and the duplicates hereof
under its common seal/by its duly authorized representative at the place and on the date
and year first hereinabove written.
As witness our hands are affixed this day of 2019. Signed by the said
In the presence of Witness No.1 : (NABARD) Witness No.2 In the presence of Witness No.1 : Contractor: Witness No.2
57
Annexure-5B PRE CONTRACT INTEGRITY PACT General This pre-bid pre –contract Agreement (hereinafter called the Integrity Pact) is made on
________ day of the month of ____________ between, on one hand, National Bank for
Agriculture and Rural Development (NABARD), represented by Shri __________________
(hereinafter called the “BUYER”, which expression shall mean and include, unless the context
otherwise requires, his successors in office and assigns) of the First Part and M/s __________
represented by Shri _______________, Chief Executive Officer (hereinafter called the
“BIDDER/Seller” which expression shall mean and include, unless the context otherwise
requires, his successors and permitted assigns) of the Second Part.
WHEREAS the BUYER proposes to procure (Name of the Stores/Equipment/Item) and the
BIDDER/Seller is willing to offer/has offered the stores/service providers and
WHEREAS the BIDDER is a private company/public company/Government
undertaking/partnership/registered export agency, constituted in accordance with the relevant
law in the matter and the BUYER is a body corporate established under NABARD Act, 1981
having its Head Office at Plot No.C-24, Block ‘G’, Bandra-Kurla Complex, Bandra (East),
Mumbai.
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and free from any
influence/prejudiced dealings prior to, during and subsequent to the currency of the contract to
be entered into with a view to :-
Enabling the BUYER to obtain the desired said stores/equipment at a competitive price in
conformity with the defined specifications by avoiding the high cost and the distortionary
impact of corruption on public procurement and
Enabling BIDDERs to abstain from bribing or indulging in any corrupt practice in order to
secure the contract by providing assurance to them that their competitors will also abstain from
bribing and other corrupt practices and the BUYER will commit to prevent corruption, in any
form, by its officials by following transparent procedures.
The parties hereto hereby agree to enter into this Integrity Pact and agree as follows :
Commitments of the BUYER
1.1 The BUYER undertakes that no official of the BUYER, connected directly or indirectly with
the contract, will demand, take a promise for or accept, directly or through intermediaries, any
bribe, consideration, gift, reward, favour or any material or immaterial benefit of any other
advantage from the BIDDER, either for themselves or for any person, organization or third
party related to the contract in exchange for an advantage in the bidding process, bid
evaluation, contracting or implementation process related to the contract.
1.2 The BUYER will , during the pre-contract stage, treat all BIDDERs alike, and will provide to
all BIDDERs the same information and will not provide any such information to any particular
BIDDER which could afford an advantage to that particular BIDDER in comparison to other
BIDDERs.
1.3 All the officials of the BUYER will report to the appropriate Government office any
attempted or completed breaches of the above commitments as well as any substantial
suspicion of such a breach.
58
2. In case any such preceding misconduct on the part of such official(s) is reported by the
BIDDER to the BUYER with full and verifiable facts and the same is prima facie found to the
correct by the BUYER, necessary disciplinary proceedings, or any other action as deemed fit
including criminal proceedings may be initiated by the BUYER and such a person shall be
debarred from further dealings related to the contract process. In such a case while an enquiry
in being conducted by the BUYER the proceedings under the contract would not be stalled.
Commitments of BIDDERs
3. The BIDDER commits itself to take all measures to prevent corrupt practices, unfair means
and illegal activities during any stage of its bid or during an pre-contract or post-contract stage
in order to secure the contract or in furtherance to secure it and in particular commit itself to
the following :-
3.1 The BIDDER will not offer, directly or through intermediaries, any bribe, gift, consideration,
reward, favour, any material immaterial benefit or other advantage, commission, fees,
brokerage or inducement to any official of the BUYER, connected directly or indirectly with the
bidding process, or to any person, organization or third party related to the contract in
exchange for any advantage in the bidding, evaluation, contracting and implementation of the
contract.
3.2 The BIDDER further undertakes that it has not given, offered or promised to give, directly
or indirectly any bribe, gift, consideration, reward, favour, any material or immaterial benefit or
other advantage, commission, fees, brokerage or inducement to any official of the BUYER or
otherwise in procuring the Contract or forbearing to do or having done any act in relation to the
obtaining or execution of the contract or any other contract with the Bank for showing or
forbearing to show favour or uthoriz to any person in relation to the contract or any other
contract with the Bank.
3.3 BIDDERs shall disclose the name and address of agents and representatives and Indian
BIDDERs shall disclose their foreign principles or associates.
3.4 BIDDERs shall disclose the payments to be made by them to agents/brokers or any other
intermediary, in connection with this bid/contract.
3.5 The BIDDER further confirms and declares to the BUYER that the BIDDER is the original
manufacturer/integrator/authorized government sponsored export entity of the defence stores
and has not engaged any individual or firm or company whether Indian or foreign to intercede,
facilitate or in any way to recommend to the BUYER or any of its functionaries, whether
officially or unofficially to the award of the contract to the BIDDER, nor has any amount been
paid, promised or intended to be paid to any such individual, firm or company in respect of any
such intercession, facilitation or recommendation.
3.6 The BIDDER, either while presenting the bid or during pre-contract negotiations or before
signing the contract, shall disclose any payments he has made, is committed to or intends to
make to officials of the BUYER or their family members, agents, brokers or any other
intermediaries in connection with the contract and the details of services agreed upon for such
payments.
3.7 The BIDDER will not collude with other parties interested in the contract to impair the
transparency, fairness and progress of the bidding process, bid evaluation, contracting and
implementation of the contract.
3.8 The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair
means and illegal activities.
3.9 The BIDDER shall not use improperly for purposes of competition or personal gain or pass
59
on to others, any information provided by the BUYER as part of the business relationship
regarding plans, technical proposals and business details, including information contained in
any electronic data carrier. The BIDDER also undertakes to exercise due and adequate care lest
any such information is divulged.
3.10 The BIDDER commits to refrain from giving any complaint directly or through any other
manner without supporting it with full and verifiable facts.
3.11 The BIDDER shall not instigate or cause to instigate any third person to commit any of the
actions mentioned above.
3.12 If the BIDDER or any employee of the BIDDER or any person acting on behalf of the
BIDDER either directly or indirectly is a relative of any of the officers of the BUYER, or
alternatively if any relative of an officer of the BUYER has financial interest/stake in the
BIDDER’s firm, the same shall be disclosed by the BIDDER at the time of filling of tender.
The term ‘relative’ for this purpose would be as defined in Section 6 of the Companies Act 1986.
3.13 The BIDDER shall not lend to or borrow any money from or enter into any monetary
dealings or transactions, directly or indirectly, with any employee of the BUYER.
4. Previous Transgression
4.1 The BIDDER declares that no previous transgression occurred in the last three years
immediately before signing of this Integrity Pact, with any other company in any country in
respect of any corrupt practices envisaged hereunder or with any Public Sector Enterprises in
India or any Government Department in India that could justify BIDDER’s exclusion from the
tender process.
4.2 The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be
disqualified from the tender process or the contract, if already awarded, can be terminated for
such reason.
5. Earnest Money (Security Deposit)
5.1 While submitting commercial bid, the BIDDDER shall deposit an amount ____________
(to be specified in RFP) as Earnest Money/Security Deposit, with the BUYER through any of
the following instruments.
i. Bank Draft or a Pay Order in favour of _________________ ii. A confirmed guarantee by
an Indian Nationalised Bank, promising payment of the guaranteed sum to the BUYER on
demand within three working days without any demur whatsoever and without any reasons
whatsoever. The demand for payment by the BUYER shall be treated as conclusive proof of
payment. Iii. Any other mode or through any other instrument (to be specified in the RFP).
5.2 The Earnest Money/Security Deposit shall be valid upto a period of five years or the
complete conclusion of the contractual obligations to the complete satisfaction of both the
BIDDER and the BUYER, including warranty period, whichever is later.
5.3 In case of the successful BIDDER a clause would also be incorporated in the Article
pertaining to Performance Bond in the Purchase Contract that the provisions of Sanctions for
Violation shall be applicable for forfeiture of Performance Bond in case of a decision by the
BUYER to forfeit the same without assigning any reason for imposing sanction for violation of
this Pact.
5.4 No interest shall be payable by the BUYER to the BIDDER on Earnest Money/Security
Deposit for the period of its currency.
6. Sanctions for Violations
6.1 Any breach of the aforesaid provisions by the BIDDER or any one employed by it or acting
60
on its behalf (whether with or without the knowledge of the BIDDER) shall entitle the BUYER
to take all or any one of the following actions, wherever required :-
i. To immediately call off the pre-contract negotiations without assigning any reason or
giving any compensation to the BIDDER. However, the proceedings with the other BIDDER(s)
would continue.
ii. The Earnest Money Deposit (in pre-contract stage) and/or Security Deposit/Performance
Bond (after the contract is signed) shall stand forfeited either fully or partially as decided by the
BUYER and the BUYER shall not be required to assign any reason therefore.
iii To immediately cancel the contract, if already signed, without giving any compensation to
the BIDDER.
iv. To recover all sums already paid by the BUYER, and in case of an Indian BIDDER with
interest thereon at 2% higher than the prevailing Prime Lending Rate of State Bank of India,
while in case of a BIDDER from a country other than India with interest thereon at 2%, higher
than the LIBOR. If any outstanding payment is due to the BIDDER from the BUYER in
connection with another contract for any other stores, such outstanding payment could also be
utilized to recover the aforesaid sum and interest.
v. To encash the advance bank guarantee and performance bond/warranty bond, if
furnished by the BIDDER, in order to recover the payments, already made by the BUYER, along
with interest.
vi. To cancel all or any other contracts with the BIDDER. The BIDDER shall be liable to pay
compensation for any loss or damage to the BUYER resulting from such cancellation/rescission
and the BUYER shall be entitled to deduct the amount so payable from the money(s) due to the
BIDDER.
vii. To debar the BIDDER from participating in future bidding processes of the Government
of India for a minimum period of five years, which may be further extended at the discretion of
the BUYER.
viii. To recover all sums paid in violation of this Pact by BIDDER(s) to any middleman or
agent or broker with a view to securing the contract.
ix. In cases where irrevocable Letters of Credit have been received in respect of any contract
signed by the BUYER with the BIDDER, the same shall not be opened.
x. Forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the same
without assigning any reason for imposing sanction for violation of this Pact
6.2 The BUYER will be entitled to take all or any of the actions mentioned at para 6.1(i) to (x)
of this Pact also on the Commission by the BIDDER or any one employed by it or acting on its
behalf (whether with our without the knowledge of the BIDDER), of an offence as defined in
Chapter IX of the Indian Penal code, 1860 or Prevention of Corruption Act, 1988 or any other
statute enacted for prevention of corruption.
6.3 The decision of the BUYER to the effect that a breach of the provisions of the Pact has been
committed by the BIDDER shall be final and conclusive on the BIDDER. However, the BIDDER
can approach the Independent Monitor(s) appointed for the purposes of this Pact.
7.Fall Clause
7.1 The BIDDER undertakes that it has not supplied/s not supplying similar product/systems or
sub systems at a price lower than that offered in the present bid in respect of any other
Ministry/Department of the Government of India or PSU and if it is found at any stage that
similar product/systems or sub systems was supplied by the BIDDER to any other
61
Ministry/Department of the Government of India or a PSU at a lower price, then that very
price, with due allowance for elapsed time, will be applicable to the present case and the
difference in the cost would be refunded by the BIDDER to the BUYER, if the contract has
already been concluded.
8. Independent Monitors
8.1 The BUYER has appointed Independent Monitors (hereinafter referred to as Monitors) for
this Pact in consultation with the Central Vigilance Commission (Names and Addresses of the
Monitors to be given).
8.2 The task of the Monitors shall be to review independently and objectively, whether and to
what extent the parties comply with the obligations under this Pact.
8.3 The Monitors shall not be subject to instructions by the representatives of the parties and
perform their functions neutrally and independently.
8.4 Both the parties accept that the Monitors have the right to access all the documents relating
to the project/procurement, including minutes of meetings.
8.5 As soon as the Monitor notices or has reason to believe, a violation of this Pact, he will so
inform the Authority designated by the BUYER.
8.6 The BIDDER(s) accepts that the Monitor has the right to access without restriction to all
Project documentation of the BUYER including that provided by the BIDDER. The BIDDER
will also grant the Monitor, upon his request and demonstration of a valid interest, unrestricted
and unconditional access to his project documentation. The same is applicable to
Subcontractors. The Monitor shall be under contractual obligation to treat the information and
documents of the BIDDER/Subcontractor(s) with confidentiality.
8.7 The BUYER will provide to the Monitor sufficient information about all meetings among the
parties related to the Project provided such meetings could have an impact on the contractual
relations between the parties. The parties will offer to the Monitor the option to participate in
such meetings.
8.8 The Monitor will submit a written report to the designated Authority of BUYER within 8 to
10 weeks from the date of reference or intimation to him by the BUYER / BIDDER and should
the occasion arise submit proposals for correcting problematic situations.
9. Facilitation of Investigation In case of any allegation of violation of any provisions of this
Pact or payment of commission, the BUYER or its agencies shall be entitled to examine all the
documents including the Books of Accounts of the BIDDER and the BIDDER shall provide
necessary information and documents in English and shall extend all possible help for the
purpose of such examination.
10. Law and Place of Jurisdiction
This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the
BUYER.
10.Other Legal Actions
The actions stipulated in this Integrity Pact are without prejudice to any other legal action that
may follow in accordance with the provisions of the extant law in force relating to any civil or
criminal proceedings.
11. Validity
11.1 The validity of this Integrity Pact shall be from date of its signing and extend up to 5 years
or the complete execution of the contract to the satisfaction of both the BUYER and the
BIDDER/Seller, including warranty period, whichever is later in case BIDDER is unsuccessful,
62
this Integrity Pact shall expire after six months from the date of the signing of the contract.
11.2 Should one or several provisions of this Pact turn out to be invalid, the remainder of this
Pact shall remain valid. In this case, the parties will strive to come to an agreement to their
original intentions.
12. The parties hereby sign this Integrity Pact at ___________________ on.
BUYER
Name of the Officer
NABARD
Witness
1.
2.
BIDDER
Chief Executive Officer
Designation
Witness
1.
2.
63
Annexure-5C
SAFETY CODE
1. Smoking and chewing pan/tobacco/gutkha/ any other drugs etc. are strictly prohibited in the
building.
2. The Contractor shall maintain in a readily accessible place first aid appliances including
adequate supply of sterilized dressings and cotton wool especially in Electrical Substation area.
3. An injured person shall be taken to a public hospital without loss of time, in case where the
injury necessitates uthorized tion.
4. Suitable and strong scaffolds should be provided for workmen for all works that cannot be
safely be done from ground.
5. Every opening in the floor of a building or in a working platform be provided with suitable
means to prevent the fall of persons or materials by providing suitable fencing or railing whose
minimum height shall be one meter.
6. No floor, roof or other part of the structure shall be so overloaded with debris or materials as to
render it unsafe.
7. Workers employed on mixing and handling material such as acids / cleaning chemicals etc.
shall be provided with protective footwear and rubber hand-gloves.
8. Those engaged in welding works shall be provided with welder’s protective eye-shields and
gloves.
9. Hoisting machines and tackle used in the works, including their attachments anchorage and
supports shall be in perfect condition.
10. The ropes used in hoisting or lowering material / men or as a means of suspension shall be of
durable quality and adequate strength and free from defects.
11. Adequate precautions shall be taken to prevent danger from electrical equipment. No material
on the site of work shall be so stacked or placed as to cause danger or inconvenience to any person
or the public. The Contractor / Agency shall provide all necessary fencing and lights to protect the
public from accident and shall be bound to bear the expenses of defines of every suit, action or
other proceeding at law that may be brought by any person for injury sustained owing to neglect
of the above precaution and to pay any damages and costs which may be awarded in any such
suit, action or proceedings to any such person.
***************
64
Annexure-5D
SPECIMEN OF LETTER OF INDEMNITY AND UNDERTAKING (to be submitted by the successful bidder) The Chief General Manager NABARD WB, RO, Kolkata Dear Sir Subject: Letter of Indemnity and Undertaking for the work / service (Name of work)
WHEREAS the National Bank for Agriculture and Rural Development, a corporation established under the National Bank for Agriculture and Rural Development Act, 1981 (hereinafter referred to as “NABARD”) has expressed desire to avail Integrated Facility Management(type of procurement/service) at Kolkata as per the Schedule hereunder written and which are hereinafter for brevity sake referred to as _______, subject to our furnishing declarations and indemnity as contained hereafter. NOW THEREFORE THIS LETTER OR INDEMNITY WITNESSETH THAT: We, the _______________ (bidder) hereby declare and certify that we are the rightful owners/ licensees of the said article/ service/ solution offered for sale to NABARD and that the sale of the said article/ service/ solution to NABARD by us and the use thereof by NABARD does not infringe the property or other intellectual property or copy rights of any other person and that the same does not infringe the Copy of Rights Act, 1957 or any other Act for the time being in force. We, the said ______________ (bidder) hereby agree to indemnify and keep indemnified and harmless NABARD, its Officers, servants, agents and other authorized persons against any action that may be brought against us for infringement of the right of property or other intellectual property or copy rights in respect of the said systems package supplied by us to NABARD and will defend the same at our cost and consequences and will pay or reimburse NABARD, its officers, servants, agents and other authorized persons from all costs and other expenses that they may be put to or incur in that connection in accordance with the terms as provided for within the end User License Agreement that accompanies the said systems. We, the said _____________ (bidder) hereby also agree to indemnify and keep indemnified and harmless NABARD, its Officers, servants, agents and other authorized persons against any third party claims in respect of any damages or compensation payable in consequences of any accident or injury sustained or suffered by our employees or agents, or by any other third party resulting from or by any action, omission, or operation conducted by or on behalf of us and against any and all claims by employees, workmen, contractors, sub-contractors, suppliers, agent(s), employed, engaged, or otherwise working for us, in respect of any and all claims under the Labour Laws including wages, salaries, remuneration, compensation or like. SCHEDULE (Please list all the hardware/software supplied to NABARD for providing this service) Yours faithfully
65
(Name and Designation) of Authorized Official
Annexure-6
PART-II – Financial BID
Annexure-6 (1) Providing Services of Supervisor at DP-2, Sector-V, Salt Lake, Kolkata-91 (Skilled Supervisor)
Sr No:
Details for one person Rate wef 01.10.2018
1 Minimum wages as per Central Govt Rules including VDA for 22 days @ Rs 679/-plus 25% for supervisor
18673
2 ESI (4.75%) 887
3 EPF (13.15% ) 2455
4 Bonus (8.33%) 1555
5 Reliever (Reserve for leave off days/Holidays) for 4.5 days 3056
6 Sub Total (1+2+3+4+5) 26626
7 Contractors margin/service charge ( -------- % of 6 above)
8 Uniform allowance
9 Washing charges
Total amount per Month in Rs (6+7+8+9)
Note :1. GST- 18% or as applicable % will be paid, 2.Minimum wage will be increased and paid for as and when it is increased by Labour commissioner, GOI. Accordingly the service charge of contractor will be increased as per the % quoted in the tender.
Sign and Seal of the Contractor Date : Name Address Place :
66
Annexure-6 (2)
Providing Services of Plumber/Carpenter at DP-2, Sector-V, Salt Lake, Kolkata-91 (Skilled)
Sr No:
Details for one person Rate wef 01.10.2018
1 Minimum wages as per Central Govt Rules including VDA for 22 days@ Rs 679/-
14938
2 ESI (4.75%) 710
3 EPF (13.15% ) 1964
4 Bonus (8.33%) 1244
5 Reliever Plumber (Reserve for leave off days/Holidays) for 01 day
736
6 Sub Total (1+2+3+4+5) 19592
7 Contractors margin/service charge ( -------- % of 6 above)
Total amount per Month in Rs
Note :1. GST- 18% or as applicable % will be paid, 2.Minimum wage will be increased and paid for as and when it is increased by Labour commissioner, GOI. Accordingly the service charge of contractor will be increased as per the % quoted in the tender.
.
Sign and Seal of the Contractor Date : Name Address Place :
67
Annexure-6 (9) Underground and overhead Water Tank Cleaning Sr No:
Description of work Quantity Rate per service
Total amount in Rs for one year
1 Underground Domestic Tank-@ 35000 Litres -02 Nos. Half yearly
70000 Litres
2 Underground Fire Tank 2 Nos @ 1,00,000 Litres –Yearly
200000 litres
3 OH Tank 2 Nos @ 15000 litres Quarterly
30000 litres
4 OH Fire tank – Yearly 20000 litres Total amount in Rs
GST as applicable shall be paid extra
Amount worked out per month = Total amount for one year/12 = ………………………
Sign and Seal of the Contractor Date : Name Address Place :
68
Annexure-6 (3-4-5-6)
Providing Services of Electrician, HVAC Man, Fire Fighting system (Fire Warden), Lift Man, BMS Man: (Skilled)
Sr No:
Details for one person Rate wef 01.10.2018
1 Minimum wages as per Central Govt Rules including VDA for 22 days @ Rs 679/-
14938
2 ESI (4.75%) 710
3 EPF (13.15% ) 1964
4 Bonus (8.33%) 1244
5 Reliever for work men (Reserve for leave off days/Holidays) for 01 day
736
6 Sub Total (1+2+3+4+5) 19592
7 Contractors margin/service charge ( -------- % of 6 above)
Total amount per Month in Rs
Note :1. GST- 18% or as applicable % will be paid, 2.Minimum wage will be increased and paid for as and when it is increased by Labour commissioner, GOI. Accordingly the service charge of contractor will be increased as per the % quoted in the tender.
.
Sign and Seal of the Contractor Date : Name Address Place :
Annexure-6(7)
69
Security Services
Services of security guards as per minimum wages rates of central Government
The minimum wages as prescribed by the Central Government for Watch & Ward services are applicable under the contract and bank will concurrently revise the minimum wages payable to the guards on furnishing of documentary evidence by the security agency to this effect from time to time. For the purpose of quotation, the currently prevailing and applicable Central Govt. rates may be indicated by the security agency in the following schedule:
Sr. No.
Details W.e.f 01.10.2018 Per Guard
i Minimum wages as per Central Govt. rules including VDA (26 Days) @ Rs 679/-
17654
ii
ESI (4.75 %)
839
iii EPF (13.15 %) 2322
iv Bonus (8.33 %) 1471
v Holiday wages – Per day Wage x 6.7 4549
vi Sub-Total (i + ii + iii +iv+v) 26834
vii Service Charge on vi (..........%)
viii Total amount in Rs.
ix Washing Charge per month
Uniform allowance per month
x Total (viii + ix) Per Month
Note: Sr. No. vii to x may be filled/quoted Note :1. GST- 18% or as applicable % will be paid, 2.Minimum wage will be increased and paid for as and when it is increased by Labour commissioner, GOI. Accordingly the service charge of contractor will be increased as per the % quoted in the tender.
Date : __________ Place : __________ Signature : __________________________ Name of firm/company/agency : With Seal/rubber stamp Signature(s) of the Tenderer(s) with Seal : Name & Designation of Authorized Person : Signing Tender on behalf of the Tenderer(s)
Seal
70
Annexure-6 (10-11)
Annual Maintenance Contract for VOF – Tentative Time Schedule Visiting Officers Flat (VOF) i.e. Guest house
The services should be in commensurate/tune with 3 Star category hotel with adequate
personnel (Cook, attendant/helpers etc) round the clock
Note : (1) The above duty hours are tentative and are most likely to be changed from time to
time in a scattered fashion from time to time by the Bank so that no person is deployed for
more than 08 hours a day.
(2) No overtime/extra hour wages will be paid on the pretext of extended hours of service.
Place : Kolkata Date : Signature and address of the Contractor VOF Maintenance Providing services to guests, House keeping in VOF (8th Floor), cooking, supply and use of cleaning materials, linen management, Crockery/cutlery and other equipments etc
Following may be quoted, based on Scope of work for VOF
1
Amount in Rs. ____________ per month excluding GST (rate/amount to be quoted is excluding rates for Item Nos.2, 3 , 4, and 7 (mentioned in scope of Contract-Page-30 and 31) which will be paid on reimbursement basis)
2 The Contractor’s persons shall also prepare and serve tea/coffee on daily basis (working days)
for 70-80 Officers /staff per day from Monday to Friday except holidays. (Saturday & Sunday
and other Holidays). The washing of cup plates etc are included in this service. A total of 03
Cups per day per officers for 22 days average per officer is to be supplied. The extra tea/coffee
for meetings and guests will be paid additionally on per cup basis.
Amount in Rs._____________ per cup *3*22* No: of officers(70) [excluding GST]
= Per cup rate x3 x 22 x 70 = Rs ………………………………….. Per Month
GST as applicable shall be paid extra
71
Annexure-6(8)
House Keeping :
Schedule of Rates Providing services of sweepers Rate for one person –(unskilled)
Sr
No:
Details for one person Wef 01.10.2018
1 Minimum wages as per Central Govt Rules including VDA for 22 days @ Rs 558/- 14508
2 ESI (4.75%) 689
3 EPF (13.15% ) 1908
4 Bonus (8.33%) 1209
5 Reliever Plumber (Reserve for leave off days/Holidays) for 01 days 2279
6 Sub Total (1+2+3+4+5) 20592
7 Contractors margin/service charge ( % of 6 above)
Total amount per Month in Rs
Note :1. GST- 18% or as applicable % will be paid, 2. Minimum wage will be increased and paid for as and when it is increased by Labour commissioner, GOI. Accordingly the service charge of contractor will be increased as per the % quoted in the tender.
.
Date: Place: Seal & Signature of the Contractor
72
Annexure-6(12)
List of Green Cleaning Materials to be supplied on Monthly basis
Initially adequate Nos of all these items will be supplied at the approved quoted rates
Sr No:
Description of item Quantity per month
(tentative)
Rate Amount
1 Floor Cleaner* 15 Litres 2 Hand wash* 36 Nos
(200 ml)
3 Toilet cleaner* 30 (300 ml) 4 Soft Broom (Big) 03 Nos 5 Hard/spike Broom 02 Nos 6 Bleaching Powder 2 Kg 7 Odonil packet small 36 Nos 8 Cloth Duster-different sizes 24 Nos 9 Napthalin Balls 04 Kg 10 Hand Gloves 04 Pairs 11 Scorch Brite brush 05 Nos 12 Mop with long stick of Plastic/wood 02 Nos 13 Floor wiper Big 02 Nos 14 Dust Cleaning Belcha/Pan 02 Nos
15 Plastic Bucket-15 litres capacity 02 NOs 16 Plastic drum with lid and ears for
Garbage collection 01 No
17 Sponge Mop 02 Nos 18 Common brush 05 Nos 19 Plastic Mug 02 Nos 20 Basin Brush 05 Nos 21 Room Freshner 5 Nos 22 HIT spray for Mosquitoes 04 Nos 23 Rubber Pumper 4 Nos 24 Flushmatic of standard make 120 Nos 25 Tissue Paper Roll 60 Nos 26 MS /Iron Cart for disposal of
Garbage(may be needed one every year or once in two years)
01 No
Total amount in Rs (Monthly)
*Name of Green material may be indicated in bracket at Sr No: 1,2 and 3
GST as applicable shall be paid extra
73
Annexure-6(16)
Pest Control Services :
Providing pest control services including suitable chemicals, equipments etc all
inclusive satisfying the requirement of Green Building (ecofriendly treatment) at the office premises located at DP-2, Sector-V, Salt Lake, Kolkata-91
Sr No:
Description of Job Approximate
Carpet Area
in sq ft
Rate per service
/treatment
(in Rs.)
Quarterly amount in Rs
1 Monthly Spray of Pesticides /
Insecticides / Chemicals for
effective control of vectors/
pests, Rodents, Serpents,
Lizards etc. at lounge, Canteen,
Pantries, Kitchen, Cabins,
basement, halls, office areas,
Toilets etc
83800
2 Monthly Spray of chemicals on the affected (and surrounding) wooden, cellulose and other structures for effective control of termites, etc
4000
3 Fortnightly fogging for control of mosquitoes in basement and toilets and corner areas of different floors and within compound area
56000
Total amount for one quarter in Rs
Monthly worked out amount= Total quarterly amount/3 = Rs per month
Note : GST as applicable will be paid extra.
Date :
Place : Signature of the Tenderer
Company Seal
74
Annexure-6(13-14-15)
Lawn/Garden maintenance :
Sr
No
Description
Unit Estimated
Quantity
Unit Rate
Per month
in Rs.
Total
amount
I.
Maintenance of garden/lawn as detailed in scope of work of the tender document .
Sq ft
1200
II Supply and maintenance of
Potted Plants at various locations
of various floors (Ground to 8th
floors)
Per NoNo
No:
300
III Supply of Potted flowers bouquet
(7-8 flowers per pot)
(to be replaced every alternate
days
No: 20
Grand Total in Rs (Monthly)
GST as applicable shall be paid extra
Place ;
Date (Signature of the bidder with stamp)
75
Annexure-6
Part-II - Financial BID
Summary- Integrated Facility Management/AMC : Monthly Charges Sr No:
Particulars Minimum wages per person per month including service charges
No: of Persons
Total in Rs Per month
A. PROVIDING MANPOWER 1 Supervisor(facility Manager) 01
2 Plumber/Carpenter (2+1) 03
3 Electrician cum Drinking water Pump Operator (02 Electrician)
02
4 HVAC Operator (AC/electrical men) including Solar Panels etc
02
5 Fire Fighting (Fire Warden) 01
6 Building Management System Man 01
7 Security Guards including Reception - Lady Guard
18
8 House keeping-Sweepers (6 Male+2 Female)
08
Sub Total of (A) amount in Rs
B. Providing Materials/Services/Lump sum amount
Description Quantity Rate per month
Total in Rs Per month
9 Water Tank-OH/UG cleaning 07 Tanks
10 VOF Maintenance, Conference . meeting and related works
06 Rooms and 01 Executive suite, Conference/Auditorium Hall etc
11 Prepared Tea Coffee Supply through Pantry
70 Officers- 3 times
12 Cleaning Material for House keeping
Minimum Required Items
13 Supply and maintenance of Potted plants (Indoor and out door)
300 Nos:
14 Supply of Potted flower bouquet to
Sr. officers’ cabin, reception and visitors area etc
20 Nos:
15 Maintenance of Lawn/Garden 1200 Sq ft
16 Pest Control Services- Inside and outside Building including basement
As mentioned in individual schedule
Sub Total of (B) amount in Rs
76
Grand Total amount in Rs (A + B)
Note : * GST as applicable will be paid extra.
* Strength of Personnel indicated from Sr No: (1) to (8) may be increased or
decreased as per requirement at Bank’s discretion.
Date :
Place : Signature of the Tenderer
Company Seal