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TAMIL DEVELOPMENT & INFORMATION DEPARTMENT,
Secretariat, Chennai – 600 009.
SHORT TENDER NOTICE (RE-TENDER) FOR OUTSOURCING OF HOUSEKEEPING, GARDENING, SECURITY, PLUMBING AND ELECTRICAL SERVICES IN
PERARIGNAR ANNA MEMORIAL & BHARAT RATNA DR.MGR MEMORIAL, CHENNAI
Tender Document Fee - Rs. 1,000 + VAT 5% Rs. 1,050/-
(non-refundable)
Last date and time for Receipt of Bid: 27.01.2014, upto 03.00 PM.
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SHORT TENDER NOTICE (RE-TENDER) NOTICE
Sealed tenders are invited from reputed agencies for providing
manpower for Housekeeping, Security, Gardening, Plumbing and
Electrical services at the Perarignar Anna Memorial and Bharat Ratna
Dr.M.G.R. Memorial on outsourcing basis. The tender document may be
obtained from the office of the Director of Information and Public
Relations during office hours on payment of Rs. 1,000 +VAT 5%= Rs. 1,050/-
either in cash or by Demand Draft in favour of the Director, Information
& Public Relations payable at Chennai or may be downloaded from the
website www.tenders.tn.gov.in (in such cases the tender document
should be accompanied with a Demand Draft of Rs. 1,000 +VAT 5%=
Rs. 1,050/- in addition to EMD amount). Tender form completed in all
respects as mentioned, should be submitted to the Director, Information
and Public Relations Department, Secretariat, Chennai-600 009 on or
before 27.01.2014 upto 3:00 PM.
DIRECTOR OF INFORMATION & PUBLIC
RELATIONS, SECRETARIAT, CHENNAI – 600 009.
Email : [email protected], URL :www.tndipr.gov.in; Phone: 044 25671300; Fax : 044 25671300
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Ref. no.: 4847/M/2013, Date: __.__.2014
To
M/s._________________________ ____________________________ ____________________________
Sub: Re-Tender for outsourcing of Housekeeping, Gardening, Security, Plumbing & Electrical Services at Perarignar Anna Memorial and Bharat Ratna Dr.MGR Memorial, Chennai
Sealed tenders are invited from reputed agencies for providing
manpower for housekeeping, security, gardening, plumbing and
electrical services at the Perarignar Anna Memorial and Bharat Ratna
Dr.M.G.R. Memorial on contract basis. The bidder firm/agency must
have an average annual turnover of not less than Rs.1.5 crores in the last
three financial years. The tender document with detailed terms and
conditions are attached herewith.
1. The tender documents may be obtained from the office of the
Director of Information and Public Relations during office hours on
payment of Rs. 1050/- (Rs.1000+ VAT 5%) either in cash or by DD in
favour of the Director, Information and Public Relations payable at
Chennai or may be downloaded from the website
www.tenders.tn.gov.in (in such cases the tender document should be
accompanied with a DD of Rs. 1,050/- (Rs.1000+ VAT 5%) (non-
refundable)
2. The bidders are required to submit their offer in person or send
by registered post with acknowledgement due addressed to
"The Director, Information and Public Relations Department,
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Secretariat, Chennai-600 009" along with demand draft towards
EMD @ 1% of the annual total value of the bidded amount and tender
document fee (if downloaded from website) in sealed envelope
superscribed with “Annual Contract for outsourcing of various
Services at Perarignar Anna Memorial and Bharat Ratna Dr.MGR
Memorial, Chennai”, so as to reach upto 27.01.2014 till 3.00 PM and will
be opened at 3.30 PM on the same day in the presence of interested
bidders.
3. Please, read the instructions and terms & conditions of the
tender document, before submitting the bid.
4. Tenders without EMD and those submitted after due date shall
be summarily rejected.
Director of Information & Public Relations, Secretariat, Chennai – 600 009.
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TABLE OF CONTENTS
S. No. Contents Page No.
1 General instructions 6
2 Technical bid 8
3 Commercial bid 11
4 General terms and conditions 13
5 Annexure 19
6 Check list 21
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GENERAL INSTRUCTIONS
1. Qualifying conditions/Eligibility:
1.1 The tenderer firm/agency must have minimum 5 years experience in the relevant outsourcing services.
1.2 The tenderer firm/agency must have an average annual turnover of not less than Rs.1.5 crores in the last three financial years in this business.
1.3 The tenderer firm/agency must have all respective mandatory registrations with concerned Central/State Govt. departments such as Income Tax/Service Tax/Labour /EPF/ESI/PF etc.
1.4 The company shall have atleast 75 persons/employees in its pay roll for the last three financial years.
2. The tenderer should go through the conditions laid in the tender form carefully and submit the tender as per conditions laid. Any deviation, if any, be clearly stated. 3. Tender document should have two parts, namely (i) Technical bid (ii) Commercial (Price) bid. Both of these bids should be sealed separately in Envelopes A and B respectively and submitted together in an Envelope C, referring enquiry number & Due date. 4. If this document is downloaded from the website www.tenders.tn.gov.in, a Demand Draft of Rs. 1050/- (Rs.1000+ VAT 5%) in favour of the Director, Information and Public Relations Department, Chennai towards tender fee, must be submitted along with the tender. Offers and documents without tender fee will be rejected. 5. A compulsory EMD @ 1% of the annual total value of the bidded amount in the form of a Demand Draft in favour of the Director, Information and Public Relations Department, Chennai should be submitted along with the lowest offer on or before 27.01.2014 upto 3.00 PM. in the office of the Director, Information and Public Relations Department, Chennai. 6. Offers submitted after due date/time or submitted without tender fee or submitted without EMD fee will be rejected.
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7. Tender document should be accompanied with: 7.1. Demand Draft towards Earnest Money Deposit 7.2. Demand Draft towards tender document fee (if downloaded from the website) 7.3. Technical Bid in a sealed envelope - A 7.4. Catalogue/ Brochures of the agency about services of experience offered preferably in places of interest with considerable public movement. (Envelope - A) 7.5. Relevant documents related to the firm (Envelope – A) 7.6. List of reputed clients (Envelope – A) 7.7. The tenderer should not have been black-listed by any Government Department/Government undertaking etc., and an undertaking in this regard should be furnished. (Envelope – A) 7.8. Commercial Bid in a sealed Envelope – B
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RE-TENDER DOCUMENT FOR OUTSOURCING OF HOUSEKEEPING, GARDENING, SECURITY, PLUMBING AND ELECTRICAL SERVICES IN PERARIGNAR ANNA MEMORIAL &
BHARAT RATNA DR.MGR MEMORIAL, CHENNAI
TECHNICAL BID
(To be sealed in Envelope-A marked as ‘Technical Bid’)
Ref. No.: 4847/M/2013 DO-319 Date: ________
From
M/s. ------------------------------------------------- ------------------------------------------------------- ------------------------------------------------------ To
The Director, Information and Public Relations Department, Secretariat, Chennai-600009
Sir, With reference to your above tender notice, I/We hereby offer to supply the
manpower for housekeeping, security, gardening, plumbing and electrical services at the Perarignar Anna Memorial and Bharat Ratna Dr.M.G.R. Memorial as per your tender document.
I/We have understood the terms and conditions given in the Tender Document and am/are fully aware of the types of services required and my/our offer is to provide the manpower strictly in accordance with the requirements and terms & conditions. 1. Name and address of the Firm/Agency/Organization ………………………………………………………………………………………………….. ………………………………………………………………………………………………….. Tel/Fax/Mobile Nos,………………………………………………………………………… Email ………………………………………………………………………………………… 2. Nature of Organization (Private/Public Sector undertaking/Sole Proprietor/ Partnership/Cooperative Society etc.) (In case of firms attach copy of resolution passed by the Executive body authorizing the specific officer/partner for signing the documents for this tender)
Page No…… ………………………………………………………………………………………………… …………………………………………………………………………………………….. 3. Details of experience including maximum no. of manpower provided by the firm/agency/organization in a single contract in any Central/State undertakings/Corporations/Offices/ Departments/Reputed corporate Houses etc., during the last three years?
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(Attach the name of the Organizations(s), where more than 50 persons were deployed, along with a certificate certifying that the applicant firm has executed the contract satisfactorily) ………………………………………………………………………………………………… ………………………………………………………………………………………………… …………………………………………………………………………….…….Page No ……
4. Details of financial resources and fixed and moveable assets of firm. (Attach a copy of latest audited Balance Sheet) Page No …… ………………………………………………………………………………………………….. …………………………………………………………………………………………………
5. Annual turnover of firm/agency (Attach copy of income tax return filed for last 3 years) …………………………………………………………………………………………………
……………………………………………………………………… ………… Page No ……
6. Income Tax No. of the firm (Attach copy of registration no.) …………………………………………………………………………… ….Page No ……
7. Service Tax Registration No. (Attach copy of registration no.) ……………………………………………………………………………….. Page No ……
8. Registration No. with the labour department (Attach a copy of registration certificate)
…………………………………………………………………………… Page No …..……
9. EPF & ESI code Nos. of the firm (Attach copy of registration certificate)
…………………………………………………………………………… Page No ..……
10. Registration with other Govt. Dept. ……………. (PF Act)………………… …………………………………………………………………………… Page No …...……
11. Name of major clients in Chennai or any other city of Tamil Nadu. (Attach list of clients and type and no. of manpower provided) …………………………………………………………………………… Page No ………
12. Any other information .................................................................................................................... Page No ….……
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13. Details of payment
S. No.
Details of Payment D.D. No. & Date
Name of the Bank and Branch
Amount (Rs.)
1 Cost of Application/Tender Form (If downloaded from website)
1,050/-
2 Details of Earnest Money Deposit (EMD)
Date: Signature of the
Place: Authorized Person
Seal of the Unit
Name
Designation
(Authorized signatory should be the same at all places in the tender/offer)
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COMMERCIAL (PRICE) BID
(To be sealed in Envelope-B marked as ‘Commercial Bid’)
Ref. No.: 4847/M/2013 DO-319 Date: ________ To
The Director, Information and Public Relations Department, Secretariat, Chennai-600009
Sir, The rate schedule for each post/cadre is quoted in the following table, which
includes monthly salary wages of the employee, service charges, TDS, Service tax
and all other Govt. taxes/surcharges, service charges, and statutory charges as
applicable from time to time and which will be paid to our manpower outsourcing
agency by Information and Public Relations Department. The monthly wages
are/and shall not be lower than the minimum wages prescribed by the Labour and
Employment Department.
Table 1: Type of outsourcing manpower services offered
Sl. No.
Category Annual total value
I. House-keeping
II. Gardening
III. Security Officer
IV. Assistant Security Officer
V. Security Guards
VI. Plumber
VII. Electrician
Total
Date:…………………… Signature of Tenderer
Address with Rubber Stamp
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Table 2 :: Rate schedule for Services
Sl.No
Item House Keeping
Gardening Security Officer
Asst. Security Officer
Security Guard
Plumber Electrician
1. Wage per month #
2. EPF 13.61 % *
3. ESI 4.74 % *
4. Total Cost per head
5. Service charges (to be quoted in % on S No.4 above)
6. Total
7. Service Tax (on S.No. 6
above) 12.36% *
8. Gross Total (per worker per month)
# Following Government Orders/Notifications shall be complied with while quoting the wages
1. G.O. (2D) No.19, Labour & Employment Dept. Dt.20.05.2004
2. G.O. (2D) No.38, Labour & Employment Dept. Dt.09.11.2005
3. G.O. (2D) No.30, Labour & Employment (J1) Dept. Dt.29.05.2013
4. Notification No.Z3/9887/2013, Dated 19.03.2013 & 10.07.2013 of Commissioner of Labour, Chennai-6 (Dearness Allowance)
*As per prevailing rates notified by Government
Date:…………………… Signature of Tenderer
Address with Rubber Stamp
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GENERAL TERMS AND CONDITIONS
1. SCOPE OF WORK: - Contract for providing housekeeping, gardening, security, plumbing and electrical manpower requirement as per the needs of the Information and Public Relations Department.
2. PERIOD OF CONTRACT: - The Contract shall be for a period of two years, which may be revised for one/more years subject to satisfactory performance of services and compliance of all terms and conditions of the agreement.
3. The Department may allot the contract in full or a part of such contract to the next firms out of the panel available with it at any time in the event of non- compliance or breach of any terms and conditions of this contract by the working contractor or otherwise if it is deemed fit to do so in the public interest in order to ensure effective performance/supervision of these services by more than one contractor even after the award of contract.
4. The successful tenderer shall be required to execute an Agreement/Deed on the format approved and supplied by this Department on stamp papers of appropriate value.
5. The applicant/firm should be registered under the ‘Contract Labour (Regulation and Abolition) Act, 1970 and Rule of 1971 made there under and have in their possession the EPF/EDLI and ESI Code Numbers’ and other desired registrations.
6. The Director, Information and Public Relations Department, Chennai-9 shall have the right and authority for the suspension/revocation of said security/bank guarantee in case of breach of any clause of the Agreement by giving prior notice.
7. The decision of the Director, Information and Public Relations Department, Chennai-9 with regard to the determining of quality of work/services done by the contractor or his employees shall be final and acceptable to the contractor. The contractor shall, thereafter, rectify the defect so pointed out without any extra payment. The Director, Information and Public Relations Department, Chennai-9 reserves the right to get the work/ Services so rejected done/ replaced at his own level at the risk and cost of the contractor after giving him a notice in writing and the expenditure incurred on this account shall be recovered from the contractor from his outstanding dues or by revocation of any or all parts of the security/ bank guarantee, as he may think proper.
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8. The contractor shall deploy required number of personnel to provide the said services and immediately communicate their names, parentage, residential address, age, etc. to the Department immediately after their deployment.
9. For the purpose of proper identification of the employees of the contractor deployed by him at various places, the contractor shall issue them identity cards at his own cost and his employees are duty bound to display the identity cards during duty hours. The contractor will ensure that his employees are medically fit and free from communicable disease. The antecedents of the person to be provided by the contractor will be got verified from the appropriate authority by the contractor at his own cost and level.
10. The wearing of uniforms and name plates by the employees of the contractor deployed for security/cleaning during duty hours is compulsory.
11. The Director, Information and Public Relations Department, Chennai-9 or any other officer(s) so authorised by him shall be at liberty to carry out any surprise check on the working of the persons so deployed by the Contractor in order to ensure that the required numbers of persons are deployed and that they are doing their duties satisfactorily.
12. The persons deployed by the Contractor for the execution of the Contract shall be the employees of the Contractor for all intents and purposes and in no case, there shall be any relationship of employee and employer between the said persons and the Department either implicitly or explicitly.
13. The persons so deployed shall be under the overall control and Supervision of the Contractor and the Contractor shall be liable for payment of their wages etc. and all other dues within the stipulated time which the Contractor is liable to pay under the various labour regulations and other statutory provisions. The Information and Public Relations Department shall be absolved from any such liability at its own level.
14. WAGES: - The Contractor shall pay minimum monthly wages and Dearness Allowance to the deployed manpower as per the rates notified by the Labour and Employment Department in
G.O. (2D) No.19, Labour & Employment Dept. Dt.20.05.2004
G.O. (2D) No.38, Labour & Employment Dept. Dt.09.11.2005
G.O. (2D) No.30, Labour & Employment (J1) Dept. Dt.29.05.2013
Notification No.Z3/9887/2013, Dated 19.03.2013 & 10.07.2013 of Commissioner of Labour, Chennai-6 (Dearness Allowance)
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15. This obligation is imposed on the Contractor to ensure that the Contractor is fulfilling his commitments towards his employees so deployed under the various Labour Laws. The Contractor shall comply with or cause to be complied with the Contractor’s Labour Regulations made by the department from time to time in regard to payment of wages, wage period deduction from wages, recovery of wages not paid and deductions unauthorised made. He will maintain attendance registers, individual’s ledger/wage book, wage slip, publications of scale of wages and terms of employment.
16. The Contractor shall be responsible for fulfilling all his obligations towards the persons deployed under Minimum Wages Act, EPF Act, ESI Act, Bonus Act, Maternity Benefit Act, be responsible for the deposit of employee’s and principle employer’s share of statutory contributions with the ESI/EPF authorities at his own level and maintenance of such record as per rules. He will furnish proof of deposit of such contributions to the appropriate authority along with wage bill for the next month. He will also arrange to open such EPF/ESI accounts etc. of all the employees deployed by him in this Department at Chennai. The contractor shall also remit service tax and any other tax to the respective Government Department due to him towards the services provided to this department. In case of failure on the part of Contractor to deposit EPF/ESI etc. or Govt. taxes, if any, with the concerned authorities within the stipulated period the Contractor shall be liable to pay penalty so imposed by such authority.
17. The contractor will make payment of wages to the staff on/or before 7th of every month. In order to ensure timely payment of wages to the staff, monthly wage bills shall be raised by the contractor by the 3rd working day of the month on the basis of original attendance-cum–work performance report duly verified by the concerned officer being authorised for the purpose. The contractor shall give an undertaking with every salary bill to the institute that he will pay the min. monthly wages to each of the deployed staff and shall follow all mandatory obligations.
18. The payment of salary bill for the given month will be released on submission of valid receipts/documents by the contractor in support of remittance of EPF/ESI amount for the preceding month due to the contract employees in PF/ESI dept.
19. The contractor shall conform to the provisions of various Central/ State Act (s) or the Regulations on the subject as well as terms and conditions of the contract. He will be liable for the deduction of TDS @ 2% on the total bill as Income Tax as per provision of the Income Tax Act, or as applicable from time to time. Apart from this, the contractor shall pay Service Tax on
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the gross bill, if applicable, at the rates as applicable from time to time. The Contractor will submit a copy of the receipt to the office of the Director, Information and Public Relations Department, Chennai-9. Service tax, on the gross bill, may also be deducted at source if there are any instructions from the concerned authorities in this regard.
20. Any obligation and/or formalities which are required to be fulfilled under the contract Labour (Regulation & Abolition) Act, 1970 as amended from time to time or any other Act for the purpose of entering in to and/or execution of this contract shall be carried out by the contractor at his own expenses etc, and the contractor shall report the compliance thereof to the Director, Information and Public Relations Department, Chennai-9. The contractor shall be liable for violation of any provisions of the said Act or any other Act.
21. The contractor shall take all reasonable precautions to prevent any unlawful Act by the deployed personnel in the Memorials.
22. In case any of the persons so deployed by the contractor does not come up to the mark or does not perform his duties satisfactorily or indulge in any unlawful Act or misconduct, the contractor shall take suitable action against such employee on the directions of the Director, Information and Public Relations Department, Chennai-9 or any other officer so authorized by him in this regard.
23. In case of any complaint or defect pointed out by the Department authorities, the Contractor shall immediately replace the person so deployed.
24. In case the quoted rates are found less than minimum wages as prescribed by the LABOUR AND EMPLOYMENT DEPARTMENT then the tender shall be rejected. If the quoted rates are above the minimum wages rates or equal then in that case the Director, Information and Public Relations Department, Chennai-9 reserves the right to offer the tender to any of the eligible firms.
25. LEAVE: - The Contractor shall deploy his employees in such a way that they get weekly rest and other holidays, if admissible under various laws, which may be applicable in this regard.
Leave Reserve in the ratio of 1:6 for weekly rest and other holidays will be provided within the sanctioned strength and no extra charges shall be claimed in this regard. Leave of any kind other than weekly rest is not admissible.
26. The Department shall have further right to adjust or readjust or deduct any of the amount as aforesaid from the payment to be made to the
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Contractor under this Contract or of the security deposits of the Contractor.
27. Termination of the contract:-
The Contract may be terminated in any of the following contingencies: - a. On the expiry of the period, without any notice.
OR b. On giving one month notice at any time during the contract, in case the
services rendered by the Contractor are found unsatisfactory and nonconforming with the general norms and standards prescribed for the services.
OR c. On assigning of the Contract or any part thereof or any benefit or interest
therein or there under by the contractor to any third person for sub-letting the whole or a part of the contract to any third person, without any notice.
OR d. On contractor being declared insolvent by the competent court of law
without any notice.
28. Quoting merely the lowest salary package does not confer any right to any bidder for award of the contract. The Department reserves the right to select the manpower outsourcing agency from any bid under the grounds of its present and past clients, performance track record, firms brand reputation, service backup support, financial status etc.
29. The successful bidders will be required to submit the security amount of 1% of the bidded amount decided by the Department.
30. In case of same service charges quoted by the bidders for any service category, the Director, Information and Public Relations, Chennai-9 will decide the firm for award of the contract. The decision of the Director in this respect will be final and binding to all.
31. On no circumstance, the stipulated number of persons at respective site should not be reduced, failing which appropriate deduction of amount will be made in the next payment.
32. The Contractor shall provide at his cost necessary Personal Protective Equipment (PPE) such as helmets, boots, gloves etc. If any accident happens, the Department will not be held responsible for any compensation etc. The medical expenses, compensation etc. will be borne only by the contractor.
33. Since it is a comprehensive work, all the spares, consumables, sanitary wares etc. should be supplied by the contractor. All the relevant tools and equipments such as
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• Single Disc Scrubber with accessories
• Mechanical Sweeper with accessories
• Telescopic Poles with accessories
• Double Mop Wringer trolley with accessories
• Lobby Dust Mop steel with accessories
• Garbage Trolley (100 ltrs) with wheels
• Caution cones wherever necessary
• Electric lawn mover 5 HP
• Electric Hedge Trimmer
• Manual Telescopic Pruner
• Garden Tools (Hedge Shear, Grass Cutter, Sickle, Leaf Rake, Pic axe,
Crow Bar and Spade)
pertaining to the maintenance work should be arranged by the contractor adequately.
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Annexure-1
Table: Details of outsourcing services required
Type of Services Sl. No.
Post Desirable Qualification
I. Housekeeping services
These services include sweeping the entire memorial, both floors and lawns, picking up the garbage, disposing of at the places shown, mopping the paved area daily twice with necessary soap oil, chemicals etc., as required, cleaning the walls & floors paved with granite, marble, steel handrails, dewatering the water fountain and cleaning them periodically using suitable chemicals, etc.
1. Sweeper
20 Nos. each
For two memorials – 40 Nos.
Class 8th passed having training & experience in housekeeping job.
II. Gardening services
These services include taking care of gardening such as watering, weeding, trimming of grass, trees, plants etc., as and when required, applying manure, so as to keep the lawns and gardens in clean and green condition in all seasons.
1. Gardener
5 Nos. each
For two memorials 10 Nos.
Class 8th passed having training & experience in gardening and horticulture job work.
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III. Security Services
The memorials have to be guarded against unlawful activities and against used as shelter for unscrupulous anti social elements. Uniformed Security Personnel are required to patrol the entire memorial campus for directing the visiting public and prevention unlawful activities etc., (Security to be provided for 24 hours.)
1. Security Officer
Each 2 Nos.
for two memorials 4 Nos.
Higher secondary passed preferably an Ex-serviceman having minimum 2 years experience of supervising security staff
2. Assistant Security Officer Each 2 Nos.
for two memorials 4 Nos.
Higher secondary passed preferably an Ex-serviceman having minimum 2 years experience of supervising security staff
3. Uniformed Security Personnel Each 20 Nos.
for two memorials 40 Nos.
Class 8th passed having training & experience in security job.
IV. Electrician / Plumber
These labour personnel shall operate the sprinklers, fountains and attend to temporary faults to the Items such as fountains, florals, motors, etc., on day to day basis and maintain the fountain and sprinklers in working condition.
1. >
2.
Plumber – 1 No. each
Electrician – 1 No. each
for two memorials 4 Nos.
High school/ITI certificate (Electrician or plumber course) passed having training and experience as Electrician and Plumber
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Check list
Sl. No.
Documents Page No. Remarks
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.