tender document for providing catering services … catering tender 2016.pdf · page 1 of 19 tender...

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TENDER DOCUMENT FOR PROVIDING

CATERING SERVICES TO

DR.MCR HRD INSTITUTE

Tender Notification No:F2/31/2016, Date:06.02.2016

Dr.MCR HRD Institute of Telangana, Hyderabad is inviting sealed Tenders from various competent

and eligible Agencies for providing Catering services in Dr.MCR HRD Institute of Telangana,

Hyderabad. Detailed schedule is as follows:

1. Commencement of sale of Tender Forms : 11-02-2016, 11.00 A.M.

2. Closing date & time of sale of Tender Forms : 20-02-2016, 05.00 P.M.

3. Date & Time for Pre-bid meeting : 22-02-2016, 11.00 A.M.

4. Publication of minutes of Pre-bid meeting : 22-02-2016 04.00 PM

5. Receipt of sealed tenders : 24-02-2016, Upto 03.00 P.M.

6. Date and Time of opening of sealed tenders :

For providing catering Services : 24-02-2016, 03.30 P.M.

7. Place of opening of tenders : Dr.MCR HRD Institute

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I – ELIGIBILITY CRITERIA

1. The Catering Agency should have at least Five(5) years of experience in providing Catering

Services satisfactorily to reputed organizations. The firm offering tender should furnish proof

to that extent.

2. The Catering Agency should have a minimum annual turnover of Rs.1crore (Rupees One

Crore only), in Catering.

As a proof, Audited balance sheets pertaining to catering for the last three financial years i.e

2012-13,2013-14, 2014-15 be attached with technical bid Part – 1.

3. Profile of the company / Agency : The company / agency should give their details as per the

proforma given in Part I.

4. Should be registered with Statutory authorities inTelangana (as indicated below).

Registrar of Companies under the Companies Act 1956

License issued by Food & Safety Standards Authority of India under FSS Act 2006

GHMC Hyderabad(Trade License)

Employees State Insurance Corporation

Regional Provident Fund Commissioner

Commercial Taxes Department Govt. of Telangana for VAT

Commissioner of Central Excise & Customs for Service Tax

Valid License from Labour Department

ISO Certification/any other credentials if available

5. Earnest Money Deposit

The Tenderer should enclose, with the Technical Bid (Part I), an Earnest Money Deposit

(EMD) of Rs.2,00,000/-(Rupees Two Lakhs only) in the form of Demand Draft, drawn in

favour of “Accounts Officer, Dr.MCR HRD Institute of Telangana, Hyderabad”.

Tender forms not accompanied by the EMD shall be summarily rejected. This amount will be

returned interest – free to the unsuccessful tenderers after three months from the closing date

of the Tender or after one month of the award of the Contract, whichever is earlier. No

interest will be paid on the EMD under any/repeat circumstances.

In the case of successful tenderers, the EMD will be returned on fulfilling the other conditions such as

payment of Catering security Deposit etc.

II – TENDER SUBMISSION, EVALUATION CRITERIA

Following is the tender submission, evaluation criteria applicable to catering Services

The Tenderer has to submit the tenders in two parts viz. Part I & Part II enclosed in separate

envelopes the Part – I & Part – II sealed and duly super-scribed as follows:

Part – I : Technical Tender document for Providing Catering Services

to Dr.MCR HRD Institute of Telangana, Hyderabad.

Part – II : Financial Tender document for Providing Catering Services

to Dr.MCR HRD Institute of Telangana, Hyderabad.

NOTE: Please see the proformae at the end of the tender form.

Sealed envelopes of both Part – I & Part – II are to be kept in a common envelope, super-scribed

“Tender document for Providing Catering Services” and addressed to: “The Director

General, Dr.MCR HRD Institute of Telangana, Road No. 25, Jubilee Hills, Hyderabad –

500033.

Tenders are to be dropped in the Tender Box available in the Facilities Block, office of the Director

General “Dr.MCR HRD Institute of Telangana” within the specified date and time.

Tenders received after the specified date and time would be rejected.

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III – DOCUMENTS TO BE SUBMITTED ALONG WITH TECHNICAL TENDER

(PART – I) FOR PROVIDING Catering Services

(Certificate from Statutory Authorities in Telangana)

a. Registrar of Companies under the Companies Act 1956

b. License issued by Food & Safety Standards Authority of India under FSS Act 2006

c. GHMC Hyderabad(Trade License)

d. Employees State Insurance Corporation

e. Regional Provident Fund Commissioner

f. Commercial Taxes Department Govt. of Telangana for VAT

g. Commissioner of Central Excise & Customs for Service Tax

h. Valid License from Labour Department

i. ISO Certification/any other credentials if available

j. Income Tax Department (PAN Card of the Firm/Proprietor/Managing Director) be

attached

k. I.T. returns for the last 3 financial years i.e. 2012-13, 2013-14 & 2014-15

IV – OPENING OF TENDERS:

Part I the Technical Tender Document shall be opened first to analyse & assess the credentials,

capabilities and experience of the firm/organization to provide Catering Services.

Part II of tender schedule i.e Financial Tenders of only those qualified in Technical Tender Part I,

shall be opened in the presence of tenderers at a date & time notified in advance by the Institute.

V – PROCESSING OF TENDERS – TECHNICAL EVALUATION:

Sealed tenders shall be opened in the presence of Tenderer or his/her authorized

representative.

Envelopes containing sealed financial tender (Part – II) shall be checked and kept in safe

custody.

Envelopes containing technical tender (Part – I) shall be opened and checked for correctness

of documents.

Technical documents shall be scrutinized as per eligibility criteria to assess eligibility.

A committee may, if found necessary, visit premises of the agency established for handling

the business to verify capacity, address etc.

Financial Tenders of only those qualified in technical tender shall be, processed further.

VI – PROCESSING OF FINANCIAL TENDERS –

Financial Tenders, Part – II of only qualified tenderer of Technical Tender Part – I shall be opened in

their presence or in the presence of their authorized representative at a date & time notified well in

advance.

VII – DECLARATION OF SUCCESSFUL TENDERER AND AWARD OF CONTRACT:

Tenderer quoting the lowest rates along with relevant parameters will be considered as the successful

Tenderer and may be called for further negotiations. The successful Tenderer has to execute an

agreement with the Institute within 15 working days. However, the Institute is under no obligation to

accept the lowest or any tender received in response to this tender notice and is entitled to reject any

or all tenders without assigning any reason whatsoever.

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VIII – SECURITY DEPOSIT:

An amount ofRs.10/- Lakhs (Rupees Ten Lakhs only) shall be the security deposit to be submitted in

the shape of Bank Guarantee (in favour of Accounts Officer, Dr MCR HRD Institute of Telangana,

Hyderabad) obtained from any public sector undertaking bank valid for a period of two years

duration. EMD of the successful Tenderer shall be returned on receipt of the bank guarantee for the

specified amount.

IX – FILLING OF TENDER FORM – PART-I & PART-II

1. Tenderers are requested to carefully study the terms and conditions and may visit the Institute

to understand the job involved before submitting the tender documents. No clarifications shall

be entertained after receiving the tenders.

2. Omission, neglect or failure on the part of the Tenderer to obtain requisite reliable and full

information on any matter affecting his tender, shall not relieve the Tenderer, from any

liability in respect of the contract.

3. The Tender form should be complete in all respects giving correct and relevant data.

4. The Tender document must be signed by the authorised signatory or by a person holding a

power of attorney authorised to do so. Under this clause “the delegate not re-delegate” shall

be followed.

5. Each page of the tender should bear the signature, date, name and title of the person signing

the tender and affixing a rubber stamp indicating the name of the firm and enclosed with

Technical tender Part – I or Financial Tender Part – II as the case may be.

6. Incomplete tenders/tenders not complying with the terms and conditions of the tender

document; tenders received after the closing date; suppression/falsification of

information/influencing or intimidating other tenderers shall entail disqualification of the

tender.

X-NATURE & SCOPE OF WORK

Dr MCR HRD Institute is a residential training Institute of Govt of Telangana having facilities for

about 1000 participants in various hostels. A weekly training schedule indicating the number of

participants likely to attend on daily basis is issued towards end of previous week. The Caterer will

be informed about the daily strength of the participants from the by each cc. Caterer has to make

necessary arrangements for catering.

CATERING: The Caterer is required to provide the following services:

a. Morning Coffee/Tea 5.30 – 6.00 am

b. Breakfast 8.00 – 9.00 am

c. Mid - Morning Tea/Coffee 10.45 – 12.00(variable)

d. Lunch 1.00 pm - 2.30 pm (variable)

e. Afternoon Tea/Coffee 3.30pm – 4.00 pm (variable)

f. Dinner 8.00 pm - 9.30pm (beyond 9.30 on prior

intimation on rare occasions)

Note: All timings and services are subject to change depending on circumstances at the discretion of

the Institute but caterer will be informed in advance. The caterer may also note that the requirement

for catering services may increase/decrease based up on the activity level and requirements of the

Institute. Thus, the requirement for man power and other services may go up or come down

accordingly.

Generally buffet service is provided in the dining areas. However a sit down/table service for a

limited number of guests may be required to be arranged in case of dignitaries/ VIPs visiting the

Institute catering service required to be organised in the Institute is as follows:

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1. Trupti canteen with main kitchen & attached dining hall in Tungabhadra Hostel: Trupti

canteen, with central kitchen and dining hall has a seating capacity of 200 persons in

Tungabhadra Hostel. All items of breakfast, lunch and dinner can be prepared in the central

kitchen and subsequently served to the participants at the respective dining halls already

intimated as per schedule. Hot food is to be served from all buffet counters. Guests will help

themselves with self-service. It is the responsibility of the caterer to keep the tables and chairs

ready for service, to clear the plates kept by the participants in the plate-rack in the dining halls,

wash and store the same.

2. Pusti dining hall: It is in Tungabhadra hostel 1st floor with 160 seating capacity. There are 3

bain-maries newly purchased and installed. The required vessels, plates, spoons, glasses are

purchased in the month of November/December 2015 and kept there.

3. Executive lounge cum dining hall Godavari Guest House: Godavari Guest House

comprising of fully furnished Deluxe suites is earmarked for providing accommodation to

VVIPs/VIPs, Senior Govt Officials visiting the Institute for various events of

National/International importance that are regularly held in the Institute. An Executive lounge

cum Dining hall having a seating capacity for about 30 persons along with a fully equipped

pantry with necessary cooking equipment is situated in the 2nd

floor. The Caterer shall be

informed well in advance about the type of menu and time of service to be provided to the

guests scheduled to stay in Godavari Guest House for which all necessary arrangements shall

be made well in advance. Room service is required to be provided to the guests staying in

Godavari Guest House. Similarly table service is required to be provided to the guests

whenever meals are organised in the Executive lounge cum dining hall. The Caterer shall,

therefore, ensure trained & experienced waiters are employed to handle VIP catering service.

The caterer may use the facilities provided in the pantry such as micro-wave oven, fridge, gas

stove etc to keep the food fresh and warm. Further caterer must ensure that catering service in

Godavari Guest House shall in no way affect the service in the other hostels. Extra service staff

if necessary shall be engaged.

4. Arrangement of Executive Meals for visiting dignitaries/ VIPs: The Caterer shall be

required to arrange executive meals at short notice for visiting VIPs/ dignitaries. Certain dishes

as required by VIPs may be arranged from outside sources with prior approval of competent

authority of the Institute. The caterer may make payments and claim the same subsequently

through a regular bill.

5. Sick persons on campus may be served with special diet on Doctor’s Prescription. No extra

charges are payable on this account.

6. Vamsadhara dining hall: The Vamsadhara dining hall along with a pantry is situated in the

Vamsadhara Residency. Seating capacity of the dining hall is 180 persons at a time. Buffet

service is to be provided here. Certain items need to be made here in the temporary kitchen

while most items have to come from Trupti.

7. Chapatti making machine: The Institute proposes to purchase separate chapathi making

machine of capacity 900 no’s per hour for each dining hall.

8. Cafeteria - 2nd

Floor Administrative Block: Has capacity for about 200 persons. Buffet

service is to be provided.

9. Board Room Annexe: Annexe to the Board Room on 2nd

floor Administrative Block is

suitable for providing catering for about 25 persons.

10. Fluctuations in the daily strength of participants for catering: The total strength of the

participants is likely to increase/ decrease at short notice. The caterer, therefore, must be able

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to make suitable arrangements accordingly ensuring availability of food with adequate

manpower to serve the participants.

11. Catering Equipment provided by the Institute: Serving equipment such as Bain-Maries

and certain other items like cutlery & crockery, gas stoves, micro-ovens, refrigerators are

installed/provided in dining halls of Trupti Canteen, Pusti dining hall &Vamsadhara Dining

Hall. The caterer is responsible for proper handling and maintenance. Loses/damages if any to

the equipment provided by the Institute shall be made good at the expense of the caterer.

12. Cutlery & Crockery: Caterer is responsible to arrange and maintain separate sets of

necessary cutlery, crockery and cooking utensils for Godavari Guest House, Vamsadhara

Residency, Tungabhadra Hostel, Cafeteria and Board Room in Admin Block. Items required

are:

a. Full size dinner plates

b. Quarter plates

c. Cups & saucers for tea & coffee

d. Drinking water glasses

e. Spoons & forks

f. Serving dishes

g. Sheffen-dishes

13. Utensils Veg & Non-veg cooking: The caterer shall ensure that separate utensils/ vessels

are used for preparing vegetarian and non-vegetarian items.

14. Raw materials and other cooking ingredients: Caterer shall ensure that all food items

used are of standard/ established brands with ISI/ AGMARK/FPO markings. All raw

materials and cooking ingredients items like vegetables/ milk products meat, fish etc should

always be fresh. Similarly cooking oils of reputed brands, such as sunflower, sun drop,

saffola, rice rich oil should be used while rotating them once in a fortnight. Stale and life

expired items shall not be used under any circumstances. The caterer is responsible for

serving a healthy and Hygienic food.

15. Quality of Rice: For everyday use good quality sona-masoori rice and for special rice

preparations such as biryani good quality basmati rice shall be used.

16. Preparation of chapathis: Caterer shall ensure good quality chapathis preparation such

as Hyderabad special and served hot at all times.

17. Cold Room:Cold room facility for perishable/ short shelf life items is available. Caterer is

responsible for its regular maintenance including repairs if necessary.

18. Use of LPG gas for cooking: The caterer will use LPG cooking gas only for cooking.

Caterer shall make suitable arrangements for procurement of Gas cylinders.

19. Weekly Menu: Caterer shall prepare weekly basis, in consultation with Institute officials

which shall be strictly followed. Changes if any shall be with the prior approval of the

concerned authority. Penalty may be levied for non-adherence to the approved menu.

20. Quality & quantity: The caterer shall ensure that all food items are of a very high quality

with adequate quantity sufficient for all the participants, for each meal. There will be no

restriction on main course items such as rice, chapattis, vegetables/ curries and dals.

However a general scale suggested for certain items are as follows.

(a) Eggs for breakfast Qty 2

(b. Milk Qty 200 ml

(c) Non-Veg Dish Qty 150 gms (without bones & gravy)

(d) Curd Qty 100 ml (1 Cup) set in individual bowls

(e) Sweet Dish One cup/2 nos

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21. Standard Breakfast: Breakfast shall comprise of milk, sugar, corn-flakes with Indian

vegetarian breakfast & tea/ coffee as per menu of the day.

22. Special Breakfast: Comprises of milk, sugar, corn flakes, bread, butter, jam, eggs with

Indian vegetarian breakfast as per menu of the day along with tea/coffee.

23. Special Executive Breakfast: Special Executive Breakfast comprises of fruit juice

(Tropicana/ Real), milk, sugar, corn-flakes, bread, butter, jam, eggs with Indian vegetarian

breakfast as per menu of the day with tea/coffee.

24. Standard Lunch (Vegetarian):Green salad, phulka, plain rice, vegetable curry-wet, veg

curry-dry, sambhar/dal, rasam, curd (set in individual bowls), fresh chutney, pickle,

papad/vadiyalu and fresh fruit.

25. Standard Dinner (Non-vegetarian):Green salad, phulka, rice, vegetable curry

dry,panneer/ mushroom dish (for Vegetarians) or non-vegetarian dish, dal/ sambhar,

rasam, curd (set in individual bowls), pickle, dessert.

26. Executive Meal:Soup, salad, roti item, plain rice, one special rice preparation –non-veg

biryani (for non-vegetarians)/vegetable biryani (for vegetarians), non-vegetarian dish,

panneer/mushroom dish (for vegetarians) vegetable curry (wet), vegetable curry (dry),

sambhar/dal, curd set in individual bowls, pickle, papad, dessert/ice cream and fruit

salad(16 items).

27. Western Region Meal: Soup, salad, chapathi, plain rice, pao-bahji, non-veg dish (cutlets

or any other variety), veg dish with paneer/ mushroom (cutlets or any other

variety),Rajma/chana/Dal,rasam, curd set in individual bowls, pickle, papad dessert.

Dishes to be combination of western/ northern region.

28. Chinese meal: Soup, veg noodles, veg fried rice, rajma, veg Manchuria wet/veg sweet &

sour, non-veg dish of Chinese variety, veg dish with panneer/ mushroom for vegetarians,

dessert.

29. Hyderabadispecial:Chicken/ mutton biryani, veg biryani, mirch-ka-salan, raita, ice-cream

30. Tea/ Coffee and Biscuits: Tea/ coffee with good quality biscuits both salted & sweet will

be served to all participants during tea break in the morning & afternoon sessions.

31. Tea and snacks: Tea & snacks (pakora, samosa, bajji, bondaetc) as per order.

32. High Tea: High tea shall be served on special occasions comprising of following items:

a. 1 Piece pastry/ Brown cake/ Christmas cake/ Plum cake

b. Samosa/ Veg curry puff/ Veg Cutlet/ Kachori/ Dhokla

c. Ajmer kalakand/ milk burfi/ kaju burfi

d. Bakery Biscuits salt & sweet

e. Tea/ Coffee – one Standard Cup 100 ml

33. Sweet – 4 times a weel (Indian/continental) (rasgulla/gualbjamun/gajjarkahalwa/fruit

custard/fruit salad/cream carmel/trifle pudding), kwality/amul ice cream

(vanilla/strawberry/chocolate) 5 times a week, 5 times a week seasonal fruits(

papaya/orange/apple/pineapple/banana/seedless grapes/water or musk

melon/mango/custard apple/chikko, etc.,)

(No similar fruit shall be served twice on the same day)

Note:

1. There shall be variation in seasonal fresh fruit served. No fruit can be served twice on the same day.

Seasonal fresh fruits are (papaya/orange/apple/pineapple/banana/seedless grapes/water or musk

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melon/mango/custard apple/chickoo, etc.,) for international participants in place of grain sprouts,

fresh fruit juice may be supplied as per demand.

2. Saunf, nut powder, misri, lavang, elachi and toothpicks – Allammurrappa of good quality to be

supplied after Break fast, lunch and dinner.

XI-HYGEINE &CLEANLINESS:

Caterer shall ensure a high standard of hygiene and cleanliness at all times.

Floor of dining areas shall be mopped/ cleaned daily and from time to time.

Dining tables shall be wiped clean dry immediately after completion of a meal by

participants and also before next set of participants/guests have their meals.

The Caterer shall arrange for cleaning of the Dining Hall, hand-wash areas, the kitchen area,

toilets and washing area at least 3 times daily and also immediately after any service / as and

when enquired.

Caterer is responsible to provide liquid hand wash soap, paper tissues, room fresheners etc

for the benefit of the participants in the wash areas/ toilets.

The Caterer shall ensure that the entire catering premises are kept hygienic and clean.

Caterer is responsible to ensure Preventive pest control measures in the kitchen from time to

time.

Caterer should not allow any garbage, debris or drain water to be let out on the ground in

and around kitchen/dining area and other related areas.

Cleanliness, Maintenance, Garbage disposal of the service areas/ cooking areas and the

Caterer’s staff rest rooms shall be the responsibility of the Caterer. The cleaning

materials/equipments should be arranged by the Caterer.

Crockery & cutlery once used shall not be reused (especially sheffen-dishes dinner plates,

drinking water glasses, bowls, forks, spoons etc) in the same meal session by washing.

Cleaning of the plates and utensils shall be done with hot water, soapy water duly cleaned

and dried.

Caterer will ensure that the cutlery & crockery are not only clean visually but also free from

any residual smell of food items.

Plastic/paper; cups or glasses should not be used.

XII- CATERING MANPOWER REQUIRED FOR SERVICE:

All manpower required for cooking, serving and cleaning work shall be under own arrangements of

the caterer. The Head cook, Asst cooks should be well qualified and experienced in Hotel

Management/ institutional catering capable preparing all kinds of dishes. Similarly the managers and

supervisors should have basic qualification and experience in catering and serving of food. The

catering supervisor appointed by the caterer should be available throughout the production and service

period at the Institute and see that the staff/guests are served by well-trained servers/waiters.

The caterer shall nominate one senior manager for overall supervision & management of all catering

activities along with certain amount of cash for purchases so as to meet urgent requirements.

Institute will have a right to reject one or all catering staff if not found qualified & trained.

Waiters, helpers & cleaning staff: The caterer shall arrange one serving point for every 50

participants in the dining halls. Similarly there will be one waiter for every 25 participants. In

addition adequate staff shall be provided for cooking, cleaning of utensils, cleaning of dining halls and

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wash areas/ toilets attached with the dining halls. The caterer shall employ a minimum number of

persons at all times and bring additional strength whenever required. Caterer will have to supply the

cleaning material and cooking materials, get the cooking gas refilled at his cost, maintain the gas

supply bank and also pay for the electricity utilised in the kitchen area.

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XIII - TERMS AND CONDITIONS

1. The essence of the contract is timely supply of sufficient quantity of quality food and

maintenance of hygiene and healthy sanitary conditions.

2. Tenderers are requested to carefully study the terms and conditions and may visit the

Institute to understand the job involved before submitting the tender documents. No

clarifications shall be entertained after receiving the tenders.

3. Omission, neglect or failure on the part of the Tenderer to obtain requisite reliable and full

information on any matter affecting his tender, shall not relieve the Tenderer, from any

liability in respect of the contract.

4. The Tender form should be complete in all respects giving correct and relevant data.

5. The Tender document must be signed by the authorised signatory or by a person holding a

power of attorney authorised to do so. Under this clause “the delegate not re-delegate”

shall be followed.

6. Each page of the tender should bear the signature, date, name and title of the person signing

the tender and affixing a rubber stamp indicating the name of the firm and enclosed with

Technical tender Part – I or Financial Tender Part – II as the case may be.

7. Incomplete tenders/tenders not complying with the terms and conditions of the tender

document; tenders received after the closing date; suppression/falsification of

information/influencing or intimidating other tenderers shall entail disqualification of the

tender.

8. The Caterer or his authorised representative is authorized to raise bills and to receive the

payments. Payments shall always be made in the name of the catering company in the form

of EFT/ Crossed Cheques/ DDs. No payments shall be made in cash.

9. Income-tax and other applicable taxes shall be deducted at source from every bill by the

Institute at the rate notified by the Government from time to time.

10. The caterer shall be solely and fully responsible to ensure that all the statutory dues are paid

fully in time. The Institute shall in no way to responsible for the lapses, violations and non-

compliance if any.

11. The Institute further reserves the right to delete or reduce any item or section of the bill of

quantities when valid reason exist and no claim shall be entertained in this regard.

12. Institute inventory provided to the caterer. The Institute may also provide certain

inventory such as some important cutlery & crockery items, gas stoves, micro-ovens,

refrigerators, baine-maries etc. The caterer is responsible to maintain the inventory provided

by the Institute, ensuring no loss or damages to the items. The caterer is responsible to make

good the loss or damage at his own cost.

13. The stock-taking of the items supplied by the Institute shall be carried out at periodic

intervals and the Caterer has to pay for the missing items on actual cost basis. Cost of the

crockery shown as broken shall be directly deducted from the monthly bill.

14. Any breakage due to the fault of the Institute staff/ participants shall be brought to the

notice of the authorised representative of the Institute immediately and the breakage

charges for such items shall not be charged to the Caterer.

15. The contract term shall be initially for a period of two years. No price hike shall be

admissible during the contractual period. However on successful completion of the

contractual period, Based on satisfactory performance by the Agency the Institute may at its

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discretion extend the contract for the subsequent year with a price escalation taking due

consideration of the price hike in the market.

16. The successful tenderer whose tender is accepted, shall indemnify the Institute against any

claim by any authority. In the event of the Institute having to pay any individual, statutory

body, or any agency for reasons directly or indirectly attribute this contract, the firm

organisation shall pay such claim/damages and even if the is Institute is called up on to pay

such damages, the firm/organization must reimburse the same immediately.

17. The contract either in full or in part shall not be sublet or assigned by the bidder to others

under any circumstances.

18. In case of any default by the successful tenderer/caterer, causing additional expenditure to

the Institute, the Institute may at its discretion, recover from the caterer an amount equivalent

to that incurred to make alternative arrangements. This right of the Institute shall be without

prejudice to its other rights under the law(civil, criminal liability) including the right to

cancel the contract, without the required notice period and forfeit the Security

Deposit/recover damages for breach of contract. Decision of the Institute in this regard shall

be final.

19. The caterer or his authorized representative shall attend meetings organised from time to

time, for discussion, evaluation of performance of the contract, and compliance of statutory

regulations etc.

20. All payments to the staff employed by the caterer for undertaking the catering contract in the

Institute have to be as per the prevailing minimum wages stipulated from time to time, and

covering benefits such as ESI, EPF, etc. The firm/contractor shall be solely and fully

responsible for any lapses/ violations/ non-compliance.

21. The caterer shall pay the statutory payments such as PF, ESI for the staff employed to

provide the service to the Institute through a separate challan and it should be readily made

available for scrutiny by any statutory body on demand.

22. All applicable acts and the rules related to the labour law as amended from time to time

shall be strictly followed. The Institute shall not be a party to any dispute. The Successful

Tenderers is required to produce documentary proof that the minimum wages, ESI,

contribution to provident fund including paid leaves etc as applicable under the statutory act

are being paid to the staff in the 1st week of the month latest, as required under the contract

labour regulation and minimum wages act as notified by the Government from time to time.

23. The Caterer shall be deemed responsible for all legal and contractual purposes, as the

employer of the staff employed for carrying out the contract and such persons will not have

any claim for employment in the Institute now or at a future date.

24. All catering staff employed by the caterer shall undergo a thorough medical check-up in a

reputed Hospital, be in good health and observe strict personal hygiene. They should be free

from any chronic/ contagious diseases.

25. The staff employed by the caterer should be of good conduct and behaviour.

26. The caterer shall obtain adequate insurance policy for all his staff to be engaged for the

work, towards meeting the liability of compensation arising out of death/injury/disablement

at work etc. The caterer shall show proof to the Institute authorities by submitting Xerox

copies of the same.

27. The caterer or his/her employees shall not use the premises allotted to him/her for any

purpose other than the purposes defined and shall not act in any manner as to cause any

nuisance or annoyance to the institute or the participants of the Institute.

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28. The Caterer shall provide identity cards and uniforms to all personnel at their own cost and

ensure that all the catering staff wear clean uniforms, as prescribed. Serving staff should

preferably wear black trousers, white full sleeves shirts, white gloves, white cap & black

shoes

29. In the event of theft, pilferage or damage to the Institute’s property, and if proved that the

catering staff are responsible, the caterer shall make good all the losses and remove the

concerned person identified from the services.

30. The caterer shall provide additional man power for special events as the work demands,

including substitutes when regular staff employed proceed on leave etc.

31. A mess committee set up by the Institute shall monitor and supervise quality of the catering

services, quality of food & processes adopted in cooking. They will make a report on

catering services once a week and action will be initiated based on such reports.

Further, the course coordinators of training courses shall monitor quality of food,

obtain feedback from participants of each course & forward reports to CGM. Action will be

initiated based on such reports also

32. In case of continued poor quality of catering services, a penalty system will be imposed on

the cater. Unit for considering imposition of penalty shall be a ‘course’.

Penalty levels

% of participants rating catering service poor

(<80%)

% of penalty on bill of a course

Up to 20 No cut

21-25 5

25-30 10

31-35 15

36-40 25

41-50 50

>50 No payment

33. The approved rates as indicated below shall be valid for a period of one year. The next year

increase in rates will be not exceeding the rate of increase in the All India Consumer Price

Index – Industrial workers over the preceding year. The contractor is liable to provide

services till settlement of next tender or end of the two years contract period whichever is

later. There will be no cost escalations on any account what so ever during the said period of

one year.

34. There shall be no re-chauffing i.e. leftover food on one meal shall not be served at the next

meal.

35. The service of all food items/beverages should be “UNLIMITED” as per the requirement of

the participants/guests from the spread available. NO PRE-PORTIOING of any

food/beverages including sweet, ice-cream etc., is permitted.

36. Meat and chicken certified by the municipal or other authorities concerned should only be

used. The sizing of meat and chicken should be appropriate (too big size to be avoided).

Scrupulous care shall be taken to avoid usage of stinking meat, chicken and fish. The

authorized officer will decide the menu schedule in advance on weekly basis and the same is

intimated to the caterer well in time for service accordingly. The authorized officer has the

right to stipulate for any specific occasion any particular variant of the cuisine to meet the

requirement of any guest or guests, at no extra cost.

37. Self finance – sponsored/cm/VVIP/Flag hoisting day function food arrangements include.

38. Penalties & Recoveries: CGM/ Faculty member/ Officer/Food Committee of the Institute/ a

committee nominated by the DG may, from time to time, inspect the kitchen, stores, dining

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halls, the washing areas etc to asses and evaluate neatness of the place, quality of cooking

materials, cooking practises, and the food being served. Penalties will be levied on the

recommendation of inspecting authority.

If > 20% of the participants complaints about quality of food on a particular day the Institute

shall deduct 30% the bill payable on that day.

The agency shall ensure that workers who serve food shall behave courteously with all

participants/guests. Any unruly behaviour of a participant/guest towards workers/waiters shall

be brought to the notice of the CGM

39. Termination of Contract: The contract may be terminated by giving one month notice; by

the Institute if any of the stipulated conditions are not met or service not satisfactory.

However the Institute also reserves the right to terminate the contract at any time, without

giving any notice in case of gross violation of the stipulated terms & conditions. For all

disputes arising out of non-adherence of any terms stipulated above, DG, Dr.MCR HRD

Institute of Telangana., is the final authority and his decision shall be final. However, the

legal jurisdiction for all matters would be Hyderabad only.

Sd/-

Place: Hyderabad Director

Date:

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Part – I

TECHNICAL TENDER

PROFILEOF THE COMPANY/ AGENCY

1 How is your company/ Agency constituted?

Indicate the year of Establishment

2

If registered as a Company enclose copy of certificate of

incorporation under the companies Act 1956, giving following

details

(a) Furnish the name of Chairman/ Managing Director

(b) Names of Directors their Occupation and address

3 License issued by Food & Safety Standards Authority of India

under FSS Act 2006

4 GHMC Hyderabad(Trade License). Enclose copy

5

Is your Company/ Agency carrying out any other trade/

business? If yes, furnish particulars of the other trade/

business.

6

Location and address of the Registered/ Main Office

7

What is the annual Turnover of the Agency from Catering

Services for the financial years(Attach audited balance sheets)

2012-13,

2013-14

2014-15

Attach audited detailed I.T returns and balance sheets, with

acknowledgement copies for the above three years.

8

Please provide the details of Permanent Account Number of

the company / Proprietor / Managing Director issued by

Income Tax authorities.

9 Name & address of your Company’s Bank with the type

facility provided by the bank.

10 No. of years of experience in the field of catering services by

your agency.

Enclose certified copies of experience.

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STATUTORY REQUIREMENTS

11 Have you registered under ESI Act?

Enclose copy of Registration.

12 Have you registered under Employees Provident Fund.

Enclose copy Registration.

13 Furnish registration with Commercial Taxes Dept. for VAT

14 Registration With Central Excise And Customs Dept. for Service Tax.

Enclose copy

15 Valid Licence from Labour Department

Enclose copy

16 ISO Certificate/any other credentials if available

GENERAL DETAILS

17 Who are the major corporate clients of your Company/ Agency to whom

catering services are provided (attach separate sheets)

Period of

Contract

Name of Firm/ Organisation

with whom worked

Type of

Contract

undertaken

Value of

Contract &

Other details

Remarks

From To

18 Any other information. Document which may help Dr. MCR HRD Institute in

assessing your Company’s capabilities, may be enclosed

19 Copy of three income tax returns filed, acknowledgement copies

2012-13, 2013-14, 2014-15

20 References (from two firms) attach separate sheets

21 Details of bank draft for Rs.2,00,000/- enclosed as EMD

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18. The number of workers to be deployed by the bidder along with their qualifications and

experience may please be furnished as hereunder:

S No Category of worker Number of

Workers Qualifications Experience

1 Manager

2 Head cooks

3 Assistant cooks

4 Waiters

5 Cleaning staff

6 Any other staff

I certify that all the information furnished above is true to the best of my knowledge. I have no

objection to Dr MCR HRD Institute of Telangana to verify any or all the information furnished in this

document with the concerned authorities, if necessary.

I also certify that I have understood all the terms and conditions indicated in the Tender document and

in agreeing for the same, I am signing this document as an authorised signatory in the capacity of

___________________________.

Date: __________________________ Signature :

Place: __________________________ Name :

Designation:

Address:

Seal of the Company/Agency

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PART – II

PRICE BID FOR CATERING CONTRACT

TO BE ENCLOSED IN SEPARATE SEALED COVER

S.No Item Amount

quoted in Rs.

1 Tea/Coffee – one standard cup 100ml Hot and of good quality

Use Standard Tea/Coffee powder,

Whole milk of good brand such as Vijaya/ Reliance / Mother Dairy etc.

2 Tea / Coffee with Biscuits (salted & sweet) of STANDARD BRANDS

3 Tea / Coffee with snacks (Pakora/ samosa/bajji/masala vada/ bonda)

4

High Tea items provided from standard shops of pullareddy/almond

house/Karachi bakery etc.

One piece pastry/plum cake/ Christmas cake etc.

Samosa/ veg curry puff/ dhokla/kajupakora etc.

Ajmeerkalakand/ milk burffee/ kajuburffee

Bakery biscuits salt and sweet

Tea/ coffee – 100 ml

5

Standard Break Fast including coffee/tea

One Bowl of Corn Flakes with Milk & Sugar

One Vegetarian breakfast out of the following items as per menu of the day

2 NosIdlies (80 gms each) + 2 NosVada (80 gms each) with Coconut Chutney,

Sambhar, Malagha Power & ghee OR

5 NosIdlies (80 gms each) with Coconut Chutney , Sambhar, Malaga Powder

OR

3 Nos Thin crispy SadaDosa (Standard Size)/ 2 Crispy masala Dosa

(Standard Size)/ 2 Nos Crispy Onion RavaDosa, with Coconut Chutney,

OR

4 NosPoories (Big Size) with vegetable kurma or Potato Curry

OR

2 Bowls Upma with Pesarattu (Standard Size) with ginger & Coconut chutney

OR

2 Bowls Upma& 2 Vada with ginger chutney, Coconut Chutney, SambharOR

2 Bowls Rice Pongal& 2 Vadas with Sambhar, ginger & Coconut Chutney

6

Special Break-fast

In addition to items of standard breakfast as indicated above the following

items are to be served.

Boiled Eggs – 2 Nos / Omellete/Egg variety to order

Brown Bread - Toasted 4 Slices

Butter 10 Gms packet Amul/ Nestle

Jam 15 Gms packet - Kisan

7

SPECIAL EXECUTIVE BREAKFAST

In addition to the items of standard break-fast and special breakfast, fruit

juice – Tropicana (orange/guva/grape/apple) etc.,are to be served

8

Standard Lunch (Vegetarian)

Green Salad

Phulka

Plain Rice

Vegetable Curry- Wet - variety of dishes to be specified by caterer in weekly menu

Vegetable Curry - Dry - variety of dishes to be specified by caterer in weekly

menu

Sambhar/dal using leafy vegetables of different variety everyday

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Rasam

Curd set in individual bowls

Fresh chutney & Pickle and Oaoad/Vadiyalu

Fresh Fruit

9

Standard Dinner(Non-vegetarian)

Green Salad

Phulka

Plain Rice

Vegetable Curry - Dry - variety of dishes to be specified by caterer in weekly

menu

Non – veg dish for non –vegetarians to be specified by caterer in weekly menu

Panneer/ Mushroom/Special curry for vegetarians

Sambhar/dal using leafy vegetables of different variety everyday

Rasam

Curd set in individual bowls of 100 ml

Fresh chutney & Pickle, Papad/Vadiyalu

Dessert - variety of dishes to be specified by caterer in weekly menu

10

Executive meal

Soups - Cream of Tomato/ Sweet Corn Soup/ Veg Clear Soup/ Shorba of

100ml

Salad

Phulka/ Chapathi/ Poori/ Nan/ Tandoori Roti (variety of Indian Breads)

Plain Rice

Non- vegetarian Biryani (for Non-Vegetarians)

Veg Biryani/Veg Pulao/Green peas pulao (for Vegetarians)

Non vegetarian dish for non- vegetarians

Paneer Dish/ Mushroom dish for vegetarians

Vegetable Curry – Wet

Vegetable Curry – Dry

Sambhar/ Dal

Curd set in individual bowls – 100 ml

Fresh Chutney & Pickle

Papad/ Vadiyalu, Desert

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Ice cream or Fresh fruit salad three varieties of fruits(bananas/ apples/ oranges)

11

West Region – Meal (Variety of dishes to be in combinatiom of western &

northern region)

Soup

Salad

Chapathi

Plain Rice

Pao-Bhaji

Non-Vegetarian dish eg cutlets or any other variety dish of western region

Paneer/ Mushroom dish eg cutlets or any other dish for vegetarians

Rajma/Chana/Dal

Rasam

Curd set in individual bowls

Fresh chutney & Pickle

Papad/ Vadiyalu

Dessert -

12

Chinese Meal

Soup Sweet corn/ tomato

Veg Noodles

Veg Fried Rice

Veg Manchuria wet/ Veg sweet & sour

Non-veg dish of Chinese variety for vegetarians

Paneer/ mushroom dish of Chinese variety for vegetarians

Rajma

Dessert

13

Hyderabadi Special

Chicken/ Mutton Biryani(for Non-vegetarians) Veg Biryani (for Vegetarians),

MirchkaSalan&Raita& Ice cream

I am singing this document as an authorised signatory in the capacity of ___________________

Date: __________________________ Signature :

Place: __________________________ Name :

Designation:

Seal of the Company/Agency

Offers of firms quoting same tender amount shall be decided on the following grounds.

1. Upon the annual turnover based on the IT returns.

2. No. of years of experience in the field.

3. Whatever the decision taken by the tender committee shall be final.

I am singing this document as an authorised signatory, in the capacity of _______________

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