tender form - employees' state insurance · medical college & hospital, sanathnagar,...

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Signature of the Tenderer with Date & Seal

EMPLOYEES’ STATE INSURANCE CORPORATION

MEDICAL COLLEGE & HOSPITAL

SANATHNAGAR, HYDERABAD-500038

TENDER FORM

PROVIDING CATERING SERVICES TO STUDENTS HOSTEL MESS

Not Transferable Tender Sl.No. Receipt No. Date:

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Date: 19-12-2017

Tender for providing catering services to students hostel mess

Tender Notification No:____________ -MC SNR (Students Hostel Mess) , Date: 19.12.2017

Sealed tenders are invited by the Dean, ESIC Medical College & Hospital Sanathnagar,

Hyderabad from the registered, reputed, and licensed Agencies / Contractors, who are having

permanent place of business in twin cities Hyderabad / Secunderabad and also having

experience of minimum three years in providing catering services in reputed organizations /

Institutions (viz. PSUs, Govt units, Semi Govt. units, Corporate offices, Corporate hospitals etc.).

Suitable documentary evidence to be supported along with the Tender application for estimated

value of 63,00,000/-.

The scheduled dates for the tender are as follows:

S.No. Description Schedule

I E-Tender document available at ESIC website / e-procurement portal https://esictenders.eproc.in

From dt:17-01-18 to dt:-05-02-2018

II Last date and time for submission of completed Tender forms for both on-line and off-line mode

Upto 2:30 P.M on dt:05-02-2018

III Date of pre bid conference 10:30AM on 24-01-2018 IV Date and Time for Opening of Technical

Bids of all the departments At 10:30AM on dt:06-02-2018

The tender document can also be downloaded from the ESIC website www.esic.nic.in .

The Dean, reserves the right to accept or reject any/all tenders without assigning any reason

whatsoever.

A Pre Bid meeting shall be held at ESIC Medical College Hospital, Sanathnagar, Hyderabad-

38 to clarify queries of the tenderers.

Any corrigendum to this tender will be notified through our website www.esic.nic.in only.

Sd/-

DEAN

http://www.esic.nic.in/

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Annexure-I

1. Eligibility criteria:

i. The bidder/ Catering Agency should have a working experience of atleast three

years in providing Catering Services satisfactorily to reputed organizations namely Central

Govt. Units / STATE GOVERNMENT UNITS / PSU’s / AUTONOMOUS BODIES/

CORPORATE OFFICES/BANKS/ Medical Institutions. The firm offering tender should

furnish Suitable documentary evidence to be supported along with the Part –I of Tender

application.

ii. The Catering Agency should have minimum annual turnover of Rs. 80 lakhs, 1 crore & 1

crore 20 lakhs (Rupees only), in Catering in FY 2014-15, 2015-16 & 2016-17 respectively. As

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

2014-15, 2015-16 & 2016-17 be attached with technical bid Part – 1.

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

the proforma given in Part I.

iv. The Catering Agency has to provide by himself the Utensils, fuel, gas and all other

ingredients for cooking purposes.

v. The capability of the Catering Agency in running the Mess shall be verified by the

Committee nominated by the Dean and only such successful bidder’s financial bid will be

opened. ESIC reserves the right to obtain Feedback from previous / present clients of the

tenderer and also depute its nominated committee to inspect the site/s at present contract/s

for on the spot first-hand information regarding the quality of food and services provided

by the tenderer. The decision of ESIC in this regard will be final and binding on all the

bidders.

vi. Should be registered with Statutory authorities in Telangana (as indicated below)

documentary proof may be affixed.

a. Registrar of Companies under the Companies Act 1956, if it is a company

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

c. GHMC Hyderabad(Trade License) valid for current period

d. Employees State Insurance Corporation registration certificate

e. Regional Provident Fund Commissioner registration certificate

f. Valid License from Labour Department

g. ISO Certification/any other credentials if available

h. GST Registration no.

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

viii. Should provide clearance certification for ESIC Medical College, Sanathnagar, Hyderabad

from empanelled national and international food safety audit agencies like DNV, Bureau

Veritas, Intertek, MS Certification, IRCLASS, SGS, BIS, TUV OR Indocert.

2. Earnest Money Deposit

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

Rs.3,15,000/-(Three lakh fifteen Thousand Rupees only) in the form of Demand Draft, drawn in

favour of “ESI Fund Account No.1” payable at Hyderabad or Exemption Certificate as per GFR

2017. Tender forms not accompanied by the EMD (or) Exemption Certificate shall be summarily

rejected.

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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 bidder’s EMD will be discharged upon the bidder signing the contract

and furnishing the performance security deposit or shall be allowed to be adjusted towards

performance security Deposit.

The EMD shall be forfeited:

1. If the bidder withdraws his bid after closure time of submission of tender.

(OR)

2. In case of a successful bidder, if the bidder fails to sign the contract and/or to furnish performance

security on or before the due date

3. Performance security Deposit: On acceptance of the tender, within the period specified by the Dean,

the contractor shall deposit as security a sum of Rs.6,30,000- (Rupees Six lakhs thirty thousand

only) as security deposit. The competent authority shall be entitled to forfeit the Security Deposit or

any part thereof in case of any lapse in performance or to recover any loss or damage to the property

or to the institution due to the act of catering Agency or his staff without prejudice to any other

remedies provided in the contract or available under law, The security shall be in the form of

Demand Drafts in favour of “ESI saving Fund A/C No.1”, ESIC Medical College Hospital

Sanathnagar, Hyderabad” payable to at Hyderabad.

i. If the contractor fails in fulfilling above mentioned terms and conditions, such failure will

constitute a breach of the contract and the Dean shall be entitled to make other arrangements at

the risk and expense of the contractor.

ii. On due performance and completion of the contract in all respects, the Security Deposit will be

returned to the contractor without any interest on presentation of an absolute „No Demand

Certificate‟ in the prescribed form and upon return in good condition of all the property and

articles belonging to the purchaser, which may have been issued to the contractor.

4. TENDER SUBMISSION, EVALUATION CRITERIA

The tenderers are required to submit bid in two separate bid i.e. Technical bid (Part – I) and Financial

bid (Part – II), as per prescribed proforma. The two Bids should be submitted in two separately sealed

envelopes superscribed

Part –I “TECHNICAL BID FOR PROVIDING CATERING SERVICES TO STUDENTS HOSTEL MESS ESIC Medical College & Hospital, Sanathnagar, Hyderabad” and

Part –II “PRICE BID FOR PROVIDING CATERING SERVICES TO STUDENTS HOSTEL MESS ESIC Medical College & Hospital, Sanathnagar, Hyderabad”.

Both sealed envelopes should be put in a third sealed envelope superscribed “Tender for providing catering services to students hostel mess ESIC Medical College & Hospital, Sanathnagar,

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Hyderabad” addressed to The Medical Superintendent, ESIC Medical College & Hospital,

Sanathnagar, Hyderabad-500038.

All envelopes should be super scribed with

Tender Number: ________________

Due Date_________ Time________

Name and address of the Tenderer _____________

Tenders are to be dropped in the Tender Box available in the Medical Superintendent office of ESIC

Medical College & Hospital, Sanathnagar, Hyderabad.” on any working day during office hours

and within the specified date and time.

If the envelopes are not sealed and marked as required above, the Institute will assume no

responsibility for the any misplacement or premature opening of the submitted bid. In such cases,

bids received in open condition within the due date and time will be accepted for evaluation only at

the risk of the Tenderer.

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

Note: The Tender form and all requested documents should be duly filled, signed, stamped and

serially numbered on each page by the tenderer or authorized signatory has to be submitted in sealed

envelope with the desired earnest money, required documents (as enlisted in eligibility criteria),

and sealed Price Bid.

All the tenders received will first be scrutinized to see whether the tenders meet the basic

requirements as incorporated in the tender document. The tenderers, who do not meet the basic

requirements, will be treated as non-responsive and rejected. The following are some of the important

points, for which a tender may be declared as non-responsive and will be rejected, during the initial

scrutiny:

i. The Tender document is unsigned

ii. The Tenderer is not eligible

iii. Tenderer has not paid Tender Fee

iv. The Tender document validity is shorter than the required period

v. Tender document is without EMD of required amount

vi. Tenderer has not agreed to give the required performance security

vii. The tenderer has not agreed to some essential condition(s) incorporated in the tender.

viii. In case of authorized signatory the tenderer must provide the full particulars of the person

authorized to sign the tender on his behalf.

ix. Conditional Tenders will be rejected outright.

5. OPENING OF TENDERS:

The tender shall be opened as per schedule. In case this dated is declared a holiday then tender

opening shall take place on the next working day at the same time. The Tenderers/ his representative,

if so desire, may be present at the time of opening of the tender. Dean reserves the right to accept or

reject any or all tenders at any time without assigning any reason thereof what so ever and his

decision shall be final on this account.

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

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

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shall be scrutinized, first-hand information regarding the quality of food and services provided by the

tenderer shall be assessed by the nominated committee.

Part II of tender schedule i.e Financial Tenders : Part II shall be checked and kept in safe custody,

Financial bid 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.

6. Financial BID:

i. Duties, taxes including service tax if any, paid or payable, must be mentioned clearly both on

percentage as well as on actual figures.

ii. Prices quoted by the bidder shall be unchangeable during the contract period except any

variation in case of statutory payments. A bid submitted with an adjustable price quotation will

be treated as non-responsive and will be rejected.

iii. All prices must be mentioned both in figures and words. The bidder must make sure that there is

no discrepancy between the two. In case of any discrepancy between the two the interpretation

of the Purchaser on this account shall be final and binding. If the bidder does not accept the

correction of errors as per purchaser’s interpretation his bid will be rejected.

iv. The Catering Agency is expected to pass on the benefit of free accommodation, electricity and

water in the form of reduced cost of food items while quoting the rates.

Note: The Catering Agency has to quote the price for all the items mentioned in the Annexure-V and the

contract shall be awarded to the bidder who has the sufficient work experience and the capability in

running the Hostel Mess and whose grand total quoted for the items mentioned in the Annexure-IV is

lowest in comparison to the other tenderers shall be considered as the lowest tenderer.

7. PERIOD OF VALIDITY OF BIDS: Bids shall remain valid for acceptance for a period of 180 days

from the date of opening of tender prescribed by the purchaser. Bid valid for a shorter period shall

be rejected by the purchaser as non-responsive.

8. PURCHASER’s RIGHT TO ACCEPT OR REJECT ANY BID: The Purchaser reserves the right to

accept or reject any bid without assigning any reason at any time prior to award of contract, without

thereby incurring any liability to the affected bidder or bidders or any obligations to inform the

affected bidder or bidders of the grounds for purchaser’s action.

9. DECLARATION OF SUCCESSFUL TENDERER AND AWARD OF CONTRACT:

Tenderer quoting the lowest rates which should be justifiable with market price of the items 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 of

receipt of the contract form, the successful bidder shall sign and date the contract on non-judicial

stamp paper of requisite denomination and return it to the Institute.

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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The Contract /tender, if awarded, shall be valid initially for a period of one year from the date of

award of contract subject to continuous satisfactory performance and on failure on this aspect by the

Catering Agency, the competent authority will reserve the right to terminate the contract. The period

of contract can be extended for such further period at the discretion of the competent authority on

same terms and conditions as mentioned in the tender document. The approved rates as indicated

below shall be valid for the contract period. The contractor is liable to provide services till settlement

of next tender or end of the two years contract period whichever is earlier.

10. TERMINATION: The Institute, by written notice of 30 days (Thirty days) sent to the Tenderer, may

terminate the contract, in whole or in part at any time 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, ESIC Medical College & Hospital is the final

authority and its decision shall be final. However, the legal jurisdiction for all matters would be

Hyderabad only.

11. RESOLUTION OF DISPUTES: In case of a dispute or difference between the Purchaser and the

Supplier relating to any matter arising out of or connected with this agreement such dispute or

difference shall be referred to an arbitrator to be nominated by the Dean. The award of the

arbitrator shall be final and binding on the parties of this contract.

12. RIGHT TO MODIFY OR RELAX : The Purchaser reserves the right to modify and /or relax any of

the terms and conditions of the tender / contract.

13. PAYMENT TERMS & CONDITIONS: Students will pay the mess bill in advance at the beginning

of every month & the record of payments must be maintained by the Service Provider.

There should be 24X7 internet facility in the mess and cafeteria area so that all the payments would

be online.(paytm/ other online mode of payment).

14. FILLING OF TENDER FORM–PART-I & PART-II

i. 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.

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

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

liability in respect of the contract.

iii. The Tender form should be complete in all respects, written in English language only and

giving correct and relevant data.

iv. The Tenderer shall bear all costs of translation, if any, to the English language and bear all risks

of the accuracy of such translation, for documents provided by the Contractor.

v. All Entries in the Tender form should be legible and filled clearly. Any overwriting or cutting

which is unavoidable shall be attested by the authorized signatory.

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vi. 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.

vii. Each page of the tender should bear the page no., 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.

viii. 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.

ix. Conditional Tenders will be rejected outright.

15. Corrupt or Fraudulent Practices:

The Institution requires that Tenderers/ Service Providers observe the highest standard of ethics

during the tendering period and execution of the contracts. In pursuance of this policy, ESIC

defines, for the purposes of this provision, the terms set forth as follows:

i. “corrupt practice” means the offering, giving, receiving or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution;

and

ii. “fraudulent practice” means a misrepresentation of facts in order to influence a procurement

process or the execution of a contract to the detriment of the ESIC, and includes collusive

practice among Tenderers (prior to or after tender submission) designed to establish tender

prices at artificial non-competitive levels and to deprive the ESIC of the benefits of free and

open competition;

iii. This institution will reject a proposal for award if it is noticed that the Tenderer recommended

for award has engaged in corrupt or fraudulent practices in competing for the contract in

question;

iv. This institution will declare a firm ineligible, either indefinitely or for a stated period of time,

to be awarded a financed contract if it at any time finds that the firm has engaged in corrupt or

fraudulent practices in competing for, or in executing, a contract by ESIC.

v. Coercive practice : Means harming or threatening to harm, directly or indirectly, persons or

their property to influence their participation in the procurement process or affect the

execution of a contract.

The Contracting Institute will reject a proposal for award if it determines that the Bidder

recommended for award has, directly or through an agent, engaged in corrupt, fraudulent,

collusive or coercive practices in competing for the Contract in question

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16. NATURE & SCOPE OF WORK

CATERING: The Caterer is required to provide the services round the clock 24 x7x 365 days

Designated time for following services for 200 -300 students

a. Breakfast, Tea, Coffee, Milk : 6.00 am – 9.00 am

b. Lunch: 12.30 pm - 2.30 pm

c. Evening - Snacks, Tea/Coffee: 4.00pm – 5.30 pm

f. Dinner: 7.30 pm - 10.30 pm (beyond 10.30 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. 24X7 Services using vending machines should be provided by the caterers so that

students and doctors would accessible to food in case of emergency.

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:

1. Mess with main kitchen & attached dining hall in Hostel: Hostel Mess, with central kitchen and

dining hall has a seating capacity of 200 – 300 persons . All items of breakfast, lunch and dinner can be

prepared in the central kitchen and subsequently served to the STUDENTS at the respective dining

halls -in girls hostel ,nurses hostel and staff canteen already intimated as per schedule. Hot food is to

be served from all buffet counters. Use of plastics and packaging of food is to be avoided

No parcels shall be provided to the outsiders (people who are not registered) to avoid any differences

in quantity of food at any time

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 Students in the plate-rack in the dining

halls, wash and store the same.

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 Medical

College & Hospital when required & in no way affect the service in the hostels. Extra service staff if

necessary shall be engaged.

2. 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.

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

are payable on this account. Sickness Diet must be Cooked / Arranged on request by the students FOR

SICK STUDENT, in case of Sickness.

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4. 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 to make

suitable arrangements accordingly ensuring availability of food with adequate manpower to serve the

participants. The services should be provided only to the registered students and staff through

biometric access and outsiders related to the registered people with notice. Provision of service on

telephone order(registered duty doctors) or through SMS order to hospital.

5. 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. 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.

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

cutlery, crockery and cooking utensils. Items required are:

i. Full size dinner plates

ii. Quarter plates

iii. Cups & saucers for tea & coffee

iv. Drinking water glasses

v. Spoons & forks

vi. Serving dishes

vii. Sheffen-dishes

Crockery & cutlery once used shall not be reused (especially dinner plates, drinking water glasses,

bowls, forks, spoons etc) in the same meal session without proper 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.

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

used for preparing vegetarian and non-vegetarian items.

8. Raw materials and other cooking ingredients: Caterer shall ensure that all food items used are of

standard/ established brands with ISI/ AGMARK/FPO/ FSSAI 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.

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 dead or 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. In

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order to regulate the quality of food being served the service provider shall maintain records of

purchase of meat/chicken/fish and same shall be produced on demand.

Raw Material: with Agmark /FPO/HACCP/ISO/FSSAI/ISI Certifications as applicable and should be

pre-approved by ESIC Medical College & Hospital, Sanathnagar, Hyderabad- 38. The contractor will

use only branded raw material for preparation of items and the decision of the canteen/Hostel

committee shall be final in the matter. The list specifying the preferred brands of ingredients is as

mentioned

1. Maida/Wheat flour/Besan : - of reputed flour mills Aashirwad/ Pillsbury.

2. Rice: Only HMT / SonaMasoori for daily use and Basmati (Dawaat/

India Gate) for biryani / fried rice/pulao

3. Cooking Oil:- Refined good quality cooking oil with i.e. soybean / vegetable

/sunflower / groundnut oil Sun Drop / Gold Drop /

4. Butter / Cheese: - Britania / Amul / Nestle / Vijaya

5. Panneer: - Heritage / Jersey /Amul

6. Pulses& legumes,:- A grade, of reputed suppliers & farms such as TATA/ Agrofresh/ Patanjali

having utmost hygienic conditions.

7. Meat/Poultry (Meat /Chicken / Fish ):- of reputed suppliers & farms having utmost hygienic

conditions. The meat (chicken/mutton) should be tender, without any fibre, broken/ crushed bones.

8. Eggs: - Organic / near organic eggs, Only A grade and fresh eggs to be supplied.

9. Sauces: - Kissan/ Delmonte

10. Chutneys and Pickles : - chutneys should be freshly prepared and pickles should be

of Priya / Ruchi/

11. Custard powder: - Wakefield / Polson

12. Sugar cubes: - reputed brands such as Agrofresh

13. Tea Leaves/tea bags: - Brooke Bond Red/ Tajmahal and Green label

14. Green Tea: - Tetley /Lipton

15. Coffee: - Nescafe-Sunrise/Bru

16. Spices and Condiments: - MTR/Ashirvad

17. Jam : - Kissan

18. Milk : - should be whole milk, Heritage/ Jersey / Amul (along with Boost/Horlicks)

19. Ice cream : - Scoops / Amul/ Kwality- (Minimum 04 different flavours at any time)

20. Biscuits: - Britania/Monacco / Good Day/ Bourbon/ Maska Chaska/Sunfeast

21. Ghee : -Heritage/Jersey

22. Pappad : -Lijjat

23. Sweet Mix Powders :- Bambino/ MTR/Maiyas

24. Salt :- Tata/Aashirwad

25. Fish :- Murrel for curry or Pomfret/ Basa/ thilapia for fry

26. Drinking water :- Kinley/ Bisleri bottle and containers as per our requirement

27. Vegetables :-Fresh organic / near organic

28. Noodles :- of reputed brands.

29. French Fries : Mc Cain

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Preparation: There should be strict quality control in preparing the food items. Prohibited items like

baking soda, chemical colours, adulterated oil or used up oil should not be used for cooking.

Chicken / Mutton preparation:

a) Dry preparation- 90% Chicken / Mutton + 10% Masala

b) With gravy: 75% Chicken .Mutton + 25%

Gravy Paneer preparation:

a) Dry preparation 90% Paneer + 10% Masala

b) With gravy 75% Paneer + 25% Gravy

c) Paneer with other items as Main ingredient: 40 % paneer +40% other item + 20% gravy.

Dhal /Sambar: In thick consistency.

Paratha /Chapathi: with soft texture.

Continental Breads: Bread rolls/ brown bread / whole wheat bread of modern/ Britania bread with

soft texture & properly baked.

Omelette / Fried eggs: To be prepared full done without any residual water.

Filling: whenever any food items with filling /stuffing is provided the weight of such filling should be

minimum 40% of the total weight of the item.

NOTE: FIFO [FIRST IN FIRST OUT to be maintained in stores. Date of manufacture and date of

expiry to be strictly monitored for all food items. Register to be maintained by service provider.

9. All raw material to be thoroughly checked/sorted/washed/cleaned/sifted/sieved, as case may be

depending upon the item, so as to ensure that no foreign matter/insect finds their way into the

final product. All material to be suitably stored so as to remain in optimum condition. Equipment

for these operations should not be broken/ chipped.

10. ESIC Medical College & Hospital mess committee reserves the right to inspect all such raw

material used by the Service Provider from time to time which includes monthly assessment by

two students and would be using a scoring system based on various parameters(like cleanliness,

ingredients, taste, punctuality). Dean shall nominate two students to supervise the Mess on a

daily basis.

11. All waste material/garbage to be put in to garbage disposal bag kept in the designated place and

disposed on daily basis by the Service Provider. The Bins to be washed, liners replaced and

lidded daily.

12. The Procurer is absolved of all responsibilities arising out of any eventualities such as food

poisoning etc., due to consumption of food at the Canteen. Preparing and serving safe and

healthy food is the sole responsibility of the Service Provider.

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13. Maintenance jobs of plumbing, carpentry, electrical and civil to be executed after intimation.

Failure to maintain the premises would lead to termination.

14. Housekeeping Supervisors to ensure cleaning of all above mentioned areas maintain records of

daily, weekly & other periodical cleaning. These are to be presented to Caretaker’s office

whenever demanded. Health card of house keeping supervisors to be inspected regularly(once

in a week).

15. Quality of Rice: For everyday use good quality HMT Rice and for special rice preparations such

as biryani good quality basmati rice shall be used.

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

Hyderabad special, tandoori rotis ,naans and served hot at all times.Cold Room: Cold room

facility for perishable/ short shelf life items is available. Caterer Is responsible for its regular

maintenance including repairs if necessary with information to the administration.

17. 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.

18. Weekly Menu: Caterer shall adhere to weekly menu as enclosed, changes if any shall be only in

consultation with concerned officials and students of mess committee which shall be strictly be

followed, failure to adhere to instruction would attract a penalty and termination of contract.

Changes if any shall be with the prior approval of the concerned authority.

19. TERMINATION OF SERVICES for non-adherence to the approved menu.

17. CLEANLINESS AND HYGIENE: Regular Cleaning of food processing area: Dining hall to be

cleaned daily and special rigorous cleaning to be done on weekends.

i. Cleaning of Kitchens, Dining Halls, pantries, stores, utensil wash areas, food processing

areas kitchen counters, tiles, flooring, exhaust fans, hand wash rooms to be thoroughly

cleaned with appropriate detergents as specified. Refrigerators, Mixers, Grinders to be

cleaned regularly.

ii. All food processing equipment to be cleaned using suitable detergents.

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

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

v. Dining tables shall be wiped clean dry immediately after completions of a meal by

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

vi. Dustbins with Garbage covers: The Caterer should provide required dustbins and

garbage covers at all the locations at food serving area and the disposal of garbage on

daily basis is the responsibility of the Caterer only.

vii. 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 required.

viii. 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.

14


ix. 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.

x. 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.

xi. Materials/equipments should be arranged by the Caterer.

xii. Agency must conduct a self hygiene audit as per Annexure I on a monthly basis and

submit to the Committee for evaluation.

18. GENERAL GUIDELINES FOR SERVICE PROVIDER: The essence of the contract is timely

supply of sufficient quantity of quality food and maintenance of hygiene and healthy sanitary

conditions.

1. Accommodation will be made available for running Mess free of cost.

i. It is the responsibility of Catering Agency to maintain facilities provided to him in proper

condition.

ii. In case any damage is caused to the Hospital property, the amount assessed will be

recovered from the Security Deposit of the contractor. In all such cases, the decision of the

Dean will be final and binding on the part of the Catering Agency. The decision of the Dean

on these matters will be final.

iii. The interior decoration and the wall paintings shall be done by the contractor on his own

with the prior approval of the Dean.

2. Utensils and equipment for processing and storing vegetarian and non-vegetarian items to be

separate.

3. Vegetarian and Non-Vegetarian processing areas to be separate

4. Used Oil not to be recycled. Leftover food not to be used / recycled but disposed off

appropriately on a daily basis.

5. Broken/Chipped and discoloured crockery/cutlery/cooking equipment to be replaced

immediately and handing over the utensils which were provided back to the concerned authority

6. Torn, shabby, soiled table linen to be discarded / replaced immediately.

7. Sufficient stocks of all items to be maintained by Service Provider.

8. There shall be no compromise on the quality of food supplied by the tenderer and if any such

incidence or food adulteration is found, action deemed fit, including black listing the firm, shall

be taken by the Competent Authority and all the rules of Prevention of Food Adulteration Act

(PFA Act) will apply.

9. The Hospital Campus is a "NO SMOKING ZONE", hence sale and use of tobacco and use of

Liquor (alcohol) is strictly prohibited.

15


10. Surprise Inspections will be conducted by Officers/ Inspection Team constituted by Dean, Dean

shall nominate two students to supervise the Mess on a daily basis.

11. Suggestion box should be made available to students/staff of Hospital at an accessible and

conspicuous area.

12. Staff/personnel :

i. The staff engaged or planned to be deployed for subject work will have to be declared

medically fit from any Government hospital at the Cost of Agency (The workers must be

screened for HIV, HB SAG, CBP, CUE, STOOL for OVACYST, STOOL C/S) and documentary

proof may be submitted to the hospital authorities initially before commencement of Mess

contract. Thereafter, health check up of the workers will be done twice in a year i.e. after every

six months at the cost of the Agency and shall get them examined for medical and physical

fitness by this hospital doctor. Staff afflicted with communicable disease / infectious diseases

have to be kept away from work till he / she has recovered. Immunization of the workers for

different infective diseases and any other tests as per hospital recommendations shall be done

by the Agency at his own cost.

ii. All manpower required for cooking, serving and cleaning work shall be under own

arrangements of the caterer. Caterer shall provide identity cards and uniforms to all personnel

at their own cost

iii. The caterer shall arrange one serving point for every 50participants in the dining halls.

Similarly there will be one worker for every 25 participants. In addition, adequate staff shall

be provided for cooking, cleaning of utensils, cleaning of dining halls and 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.

iv. 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.

v. 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.

vi. 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.

vii. The Service Provider shall ensure that the engaged staff shall always be neatly turned out

with hair, nails, beards trimmed and in proper uniform & footwear (uniform-dress code, caps,

name badges and gloves while serving). Serving staff should preferably wear black trousers,

white full sleeves shirts, white gloves, white cap & black shoes

viii. Torn, worn out, dirty shabby uniforms are not acceptable. Same to be replaced, failing which

the staff will not be allowed to undertake duty and may attract penalty.

16


ix. The Catering Agency must employ adult and skilled labour only. Employment of child

labour will lead to the termination of the contract. The Contractor shall be fully responsible

for the conduct of his staff.

x. The personnel so appointed should have the basic knowledge of personal hygiene, safe &

clean methods of food handling. They should be of good character, good conduct and of

cheerful disposition.

xi. The Agency will be responsible for such conduct of the persons engaged by him in the

hospital, which will be conducive for maintaining the harmonious atmosphere in the Medical

College and will be responsible for any act commission & omission of such persons.

xii. The caterer shall be responsible for his employees in observing all security and safety

regulations and instructions as May be issued by the Institute from time to time. The

contractor shall have the right to appoint and to take appropriate disciplinary actions against

his workers to fulfill his obligations under this agreement, provided that, action should be

taken in accordance with Labour law and Industrial Employment (Standing Order) Act, 1946

and the Mess Committee/ Chief Warden/Warden should be informed at every point of time.

xiii. The Catering Agency will be responsible for maintaining adequate number of personnel as

per norms/requirement engaged in cooking, distribution of food and housekeeping (incl.

disposal of garbage and left over food). No unauthorised person except for declared staff of

contractor shall be present in the Cooking area.

xiv. The Catering Agency shall be responsible for payment of wages and allowances to their staff

members in compliance with prevailing rates as per statutory norms. ESIC shall in no way be

responsible for any default/ dispute with regard to statutory obligation related to manpower

engaged by the agency.

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

Institute have to be paid in the 1st week of every month and 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 delays/lapses/ violations/non-

compliance.

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

be strictly followed by the service provider. 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.

xvii. 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.

xviii. The caterer may obtain adequate insurance policy (workmen’s compensation insurance) for

all his staff to be engaged for the work, in addition to ESIC towards meeting the liability of

17


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. He shall also obtain

from his underwriter of such insurance a waiver of subrogation in favour of the Institute.

13. Sufficient quantities of food grade containers with lids to be used in dining halls / stores /

kitchens.

14. Sufficient quantities of stock to be maintained of the following :

i. Chef’s Aprons / Caps

ii. Gloves and Caps - Cotton / Disposable

iii. Waist coats, ties, bow ties of stewards and supervisors

iv. Dusters, mops, swipes, kitchen towels and all cleaning material/equipment

15. PENALTY CLAUSE : . 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.

i. An Officer / committee authorized by Dean shall check the quality of food and hygienic

condition and a fine of Rs. 1000/- would be charged for every occasion of non-compliance.

ESIC Medical College Hospital reserves the right to send the food samples served at the Mess

to relevant testing laboratories and take appropriate action on the contractor, if required.

ii. Vegetables/Fruits used should be fresh and of good quality. If vegetables /Fruits kept for use is

found to be rotten or of poor quality, a fine of Rs. 2000/- for each occasion will be imposed.

iii. If poor quality of rice is used for preparation of food items, a penalty of Rs. 1000/- for each

occasion will be imposed.

iv. Oil once used should not be reused. If reuse of oil is noticed, penalty of Rs. 1000/- for each

occasion would be levied.

v. Service Provider failing to provide a breakfast/meal or food, Double the cost incurred by

providing the breakfast/lunch/dinner by making alternate arrangements or Rs.5000/- per day

whichever is more. shall be levied.

vi. Delay beyond 30 minutes in serving items at the appointed time mentioned in 'Nature and

scope of work' Rs.1,000 in each case of delay in serving i.e. breakfast/ lunch / dinner.

vii. Improper catering – substitution or deletion of menu items prescribed with out consent of the

competent authority and also serving lesser quantity/lower quality of any item of any meal a

Penalty of Rs.5000/- per day / occasion would be levied.

viii. Employee of the Service Provider without proper uniform or ID card. a penalty of Rs.50 per

day of default per person.

ix. If it is found that there is a shortage of food for any meal, Rs.5,000 per day per item shall be

levied.

x. Any complaint by students/ staff if not attended within prescribed time of 48 hrs may attract a

penalty of Rs. 500/- for each complaint to the Agency as decided by Institution.

18


xi. Any complaints of insects and/or foreign object (hair, rope, cloth, plastic, etc) cooked along

with food found in any food item would invite a fine of Rs. 5,000/- on the caterer.

xii. Non-availability of complaint register on the counter/discouraging members from registering

complaints would lead to a fine of Rs. 2,500/- on the caterer.

xiii. Food poisoning, shall invoke a hefty fine beyond the limit of any fine mentioned above, along

with cancellation of contract and possible blacklisting of the caterer.

xiv. If the quality of milk is not found up to be appropriate, or it is diluted, a fine of 2,000/- would

be imposed.

xv. Absence of proprietor or his representative empowered to take decision from mess committee

meetings on due invitation (which will be held once every month) will attract a fine of Rs.

10,000/- on caterer.

xvi. Severity of hygiene failure shall be assessed and decided by the mess committee and fined

appropriately. In case of gross failure/negligence a severe penalty will be imposed, which

could be a hefty fine as cash and/or summarily Termination of the Contract.

xvii. A penalty of Rs. 5000/- separately will be imposed on the Agency for each day of unauthorized

closing of Mess. If Mess remains closed for a week continuously, this agreement is liable to be

cancelled and the Contractor shall be blacklisted and required to vacate the premises within 48

hours as per directions of Dean and shall forfeit the security deposit.

xviii. The Contractor will vacate the Mess and hand over the possession of the premises on

the expiry of the term of the contract or on termination of the contract. If the Contractor fails to

vacate the Mess premises on stipulated date or on direction then damage charges for overstay

at the rate of Rs. 10000/- (Rupees ten thousand) per day will be recovered from the Contractor

out of the Security Deposit. If Security deposit is insufficient to recover damage charges then

the same will be recovered through the Courts of law.

xix. Competent Authority shall take final decision regarding implementation and amount of all

penalties mentioned in the document.

16. The Pest & Rodent control also stray animals & Hygiene of Mess area is “Zero Tolerance Zone”

and therefore, the Agency is entirely responsible for proper pest, rodent control and stray animals

in the whole Mess area (control in food storage, processing, preparation areas, pantries, Vessel

wash / Utility areas and staff rooms) and the Service Provider will at his own cost arrange for

daily pest control check and an intensive, professional thorough pest control service during the

night time at least once a fortnight. Report regarding such pest control carried should be

submitted to Care takers Office. Non-compliance with respect to undertaking pest control or

submission of requisite report will attract termination of service. Use of Professional Pest control

services by the Service provider shall not be construed as subletting, in such case conduct of the

persons engaged for pest and rodent control shall be the responsibility of service provider for any

act commission & omission of performed by such persons. The Contractor shall make proper

arrangement for spraying with appropriate World Health Organization (WHO) approved pest

19


control materials in and around all the dining halls on a daily basis/regularly to avoid fly /

mosquito menace. The impute chemicals will be inspected by the Mess – in – Charge/ authorized

official of the Institute at their discretion before use. At Mess, Mess and Dining areas and in and

around the Mess, fly control / mosquito control measure are to be carried out by the Contractor on

alternate days or on daily basis during seasons.

17. The Service provider shall ensure that all flammables, disinfectants, cleaning agents, pesticides are

stored in a separate demarcated area under lock & key at all the times with restricted access.

18. The Service provider shall bear all the expenses for running the Mess and the hospital shall not in

any manner be liable for any damage caused on incidents like theft, burn, fire, electric shock or

bear any compensation for damage or injury caused to the workmen during discharging of their

duties. ESIC is absolved of all responsibilities for any accidents due to fire or otherwise and with

regard to the safety and life of the persons employed by the Service Provider.

19. The Service provider shall not be entitled to use the accommodation allotted by the ESIC for any

other purpose or business other than hostel Mess. The service provider shall not act in any

manner as to cause any nuisance or annoyance to the institute or the participants of the Institute.

20. The Service provider shall not use the name of the ESI Corporation in business dealing with other

persons or traders.

21. Weekly Cleaning Procedure

In addition to the daily cleaning routine, normally some special cleaning chores that are of a time-

consuming nature have to be done.

i. Scrubbing of bathroom tiles.

ii. Pest control.

iii. Scrubbing of buckets, mugs, dustbins.

iv. Cleaning of window panes.

v. Scrubbing of balconies/terraces.

vi. Vacuuming of carpets under heavy furniture.

vii. Changing paper under liners in guest closets and drawers.

22. Daily Housekeeping after close of Dinner Services Housekeeping for Food processing areas,

Kitchens, Pantries, stores, food cutting area, utility Procedure

i. Empty all waste products into the garbage bag in garbage bin, tie and remove to disposal

area for disposal action.

ii. Clean garbage bins and lids, reline with fresh garbage bag

iii. Clean tiles, counters, burners with prescribed detergents and wipe.

iv. Clean all veg /meat cutting /chopping surfaces, blocks with prescribed detergents and wipe.

v. Wash sinks and area below.

vi. Wash floor and tiled area and mop it dry.

vii. Check for insects/pests etc. and eliminate with prescribed product.

viii. Clean utility area after dishes have been cleaned and put away.

ix. Note any plumbing, electrical or carpentry jobs to be done and inform Caretakers office.

20


Cleaning procedure for Kitchen Utility Staff:

i. Remove all used vessels/equipment to utility area for cleaning and clean with prescribed

detergents.

ii. Wash wipe and replace in proper place.

iii. Clean all chopping boards, knives mixers, grinders and wipe with clean hygienic kitchen

iv. cloth and keep in proper place.

v. Supervisor to check if refrigerators /freezers are functional and clean.

vi. If cleaning is required the same to be done by night pantry staff.

vii. After removal of all equipment, crockery, cutlery from utility area, empty waste bins.

Cleaning of Dining halls:

Step 1 Procedure Pantry staff:

i. Remove all used crockery and cutlery from Dining hall. Remove all left over food items to

kitchen for disposal action. Place sauces and condiments in cupboards. Stack unused

crockery /cutlery in proper place.

ii. Ensure no food product is left in Dining hall and crumb down tables. Clean table tops with

approved glass cleaning liquid.

iii. Clear Buffet table and put away all unused crockery and cutlery.

iv. Replace bubble water supplies and remove empty bottles.

v. Ensure all food in refrigerator /deepfreeze is covered.

Step 2. Procedure for cleaning dining halls by Utility staff:

i. Clean Dust from furniture

ii. Sweep and mop area

iii. Arrange furniture

iv. Close all doors and windows

v. Clean area around water cooler dispenser

vi. Switch off fans and lights

vii. Clean attached wash rooms as per procedure. Clean lobby area.

Weekly Cleaning for dining hall and food processing areas:

i. Replace paper liners in drawers

ii. Clean tables, chairs, table tops, replace table linen, buffet frill ect.

iii. Check curtains are properly hung

iv. Clean windows, doors fans, lights, exhausts.

v. Clean refrigerators/deep freezers

vi. Remove broken/unserviceable crockery/cutlery/equipment for repair/disposal action.

vii. Clean gas/ fuel / food and dry stock storage areas.

viii. Clean condiment containers in kitchen and refill

ix. Clean the gas / fuel store rooms

21


x. Check serviceability of kitchen hobs and gas lines .Repair /replace if required.

xi. Check serviceability of electrical points. Inform Caretaker’s office for plumbing, carpentry

electrical repairs and follow up till completed.

23. Complaint Register:

The contractor shall keep a complaint book at the reception area which is duly numbered with

the round seal of ESIC Medical College & Hospital affixed on each page to lodge the

complaint/suggestion, if any in regards to the services.

ESIC Medical College & Hospital authorities may inspect the complaint book from time to time

and issue instructions to rectify to contractor who will have to ensure corrective action

immediately and submit his compliance report.

Whenever a complaint or suggestion is lodged in the said complaint book, the contractor will

send the copy of the same along with his compliance on it.

24. Indicative list of items required to be arranged and supplied by the service provider is as

follows:

i. Vaccum Cleaners

ii. Detergents/Cleaning / Sanitizing material of Johnson Diversy brand.

iii. Soft Brooms

iv. Coconut Brooms

v. Acid

vi. ScrotchBrite – Big & Small

vii. Duster Cloth / Mopping Cloth

viii. Long Handled Mops

ix. LaxmanRekha / Insect Repellent Spray

x. Cobweb Brushes

xi. Silvo

xii. Brasso

xiii. Rubber Wipers

xiv. Toilet Brushes

xv. Floor Scrubbing Brushes with handle

xvi. Garbage bin liners (Large)

xvii. Naphthalene Balls

xviii. Harpic Tablets for Toilets

xix. Hand Wash Liquid

xx. Goodknight mat/ All out - Mosquito Repellent Liquid & Containers,

xxi. Hand Gloves, Head Caps, Dust Collectors

25. Quality &Quantity : should be as per the prescribed menu as affixed in annexure __

26. 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.

22


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

any circumstances. If anything found, ESIC MC administrative action will be initiated against the

caterer.

28. 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.

29. The caterer or his authorized representative shall attend meetings organized from time to time, for

discussion, evaluation of performance of the contract, and compliance of statutory regulations etc.

19. Special Terms and Conditions ;

1. The ESIC Medical College shall provide certain equipments and articles for Hostel Mess.

Tenderer is advised to visit the site and see the equipments available. Rest of the things they have

to procure themselves.

2. The equipments provided by the hospital may be takenover and an undertaking for having

received the items may also be given. All the items should be returned back to hospital intact & in

working condition while vacating the Mess by the contractor. Any damages to the

properties/equipments shall be levied upon the contractor only and deducted from the security

deposit.

3. Water will be supplied free of cost for the usage of (drinking and washing of the utensils) Mess

only when available. The Contractor is instructed to use the water economically. In case of water

shortage contractor shall procure the water at his own cost for the usage as mentioned above.

4. Electricity will be supplied free of cost for general illumination, refrigeration and aeration of the

Mess / store, but no electricity will be permitted for cooking. The contractor is forbidden from

using any additional electrical equipment or appliances without the written permission of the

Dean. Maintenance of lights/fuses/chokes/motors/electrical sockets etc. that are used to supply

electricity to Mess shall be the liability of Catering Agency till the period of contract. All such

maintenance should be done by the Catering Agency at his own cost and details of maintenance

work performed shall be intimated to the Administration ESIC

5. 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.

6. 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.

7. 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.

23


Annexure - I

PROFORMA FOR HYGIENE AUDIT

(I) Quality testing at receiving point (where the raw food/consumable is received/

procured)

1 FIFO principle is applied (first in - first out) Yes No

(II) Food Preparation 2 Food indexing- the menus are being decided to ensure food

variety

Yes No

(III) Food Safety 3 Is the food prepared properly under hygienic conditions Yes No 4 Are the prepared items covered properly Yes No 5 Proper cleaning of the utensils Yes No (IV) Kitchen/Pantry Hygiene

6 Floors are hygienically clean Yes No 7 Walls are dust /damp free Yes No

8 Furniture is regularly cleaned Yes No 9 Washing area provides hygienic environment Yes No 10 Cooking counter is adequately clean Yes No (V) Condition of Equipment in Food Preparation

11 Work worthy Yes No 12 Clean Yes No

13 Safe to handle Yes No

(VI) Food Handler's Health 14 Health check up done or not Yes No 15 Nail are cut clean and healthy Yes No 16 Head gears/caps are worn Yes No 17 Gloves are worn Yes No

18 Smoking, eating or chewing of tobacco, zarda,gutka etc spitting,

are strictly prohibited – Prohibition observed or not

Yes No

(VII) Hygiene of Eating Place

19 Floor is hygienically clean Yes No 20 Walls are dust/damp free Yes No 21 Furniture is regularly cleaned Yes No (VIII) Food Quality

22 Palatability is tasted by the Company's Representative Yes No (IX) General

23 Exhaust System is working Yes No

24 Garbage disposal is done regularly Yes No 25 Drainages system is functioning Yes No 26 Washing area provides hygienic environment Yes No 27 Service counter(s) are adequately clean Yes No

Remarks: Satisfactory/Not satisfactory

Name and Signature of Agency

24


Annexure - II

Undertaking

(To be submitted on Rs. 100/ non judicial stamp paper) I/We undersigned is /are authorized signatory/signatories of the

firm M/s ____________________________________________ Address ____________________________________________ do here by undertake that

1. I the undersigned certify that I have gone through the Terms & conditions mentioned in the

tender document and undertake to comply with them. The rates quoted by me/us are valid and

binding on me/us for the entire period of contract and It is certified that rate quoted by me are

the lowest quoted for any institution/Hospital in India by me. The earnest money of Rs. 50,000

( Rupees Fifty thousand only) deposited by me has been enclosed herewith vide Demand Draft

No .____________ ______ Dt .......................... Drawn on bank

...........................................................................Branch .......................................

2. I/we give the rights to Dean to forfeit the Security money deposited by me/us if any delay

occur on my part for failure to supply the food items within the appointed time or the food

items of desired quality.

3. There is neither any vigilance CBI case or court case pending against the firm nor the firm has

been even black listed by any Government or private organization.

4. I / we understand that Dean, ESIC Medical College Hospital Sanathnagar, has the right to

accept or reject any or all the tenders without assigning any reasons (s) thereof.

Date Signature of the Tenderer Place Full Name

Designation

( Office seal of the Tenderer)

25


Annexure-III

Part-I

TECHNICAL TENDER

PROFILE OF THE COMPANY / AGENCY AND CHECK LIST

1 Name of Tendering Company / Firm

2 Registration details Copy enclosed [ Yes / No ]

3 Name of the Owner / Partners / Directors

4 Full particulars of Office

a Address

b Telephone/ Mobile No.

c Fax No.

d E-Mail id:

6 Total no of Employees:

7

No. of years of Experience in the Field of

Catering Services by your Company / Agency

8 Food License from Competent authority Copy enclosed [Yes / No]

9

What is the annual Turnover of the Agency from

Catering Services for the Financial Years (Attach

Audited Balance Sheets) (2014-15,2015-16,2016-

2017) Copy enclosed [Yes / No]

Registration details

(I) PAN / GIR No. Copy enclosed [Yes / No]

(ii) GST Registration No. Copy enclosed [Yes / No]

(iii) EPF Registration No. Copy enclosed [Yes / No]

(iv) ESI Registration No. Copy enclosed [Yes / No]

(v) ISO Certificate/ Any other Credentials, if

Available Copy enclosed [Yes / No]

10

Details of Earnest Money Deposit / Exemption

Certificate

a Amount (Rs.)

b DD / PO No. & Date

c Drawn on Bank

d Valid upto

11

Whether the firm is blacklisted by any

Govt. Department or any criminal case is

registered against the firm or its owner /

partner anywhere in India. Please

attached an Affidavit stating that the

agency is / has not been black listed by

Centre/ State Government/ PSU etc.

26


12

Any other information which you consider

relevant

Period of Contract

Name of Firm

/Organisation

with whom

worked

Type of

Contract

Undertaken

Value of

Contract

& other

Details Remarks

From To

27


TENDER FOR MESS SERVICES ON CONTRACT CHECKLIST FOR TECHNICAL BID

1 Tender form with complete technical bid and Financial bid, with all pages serially numbered , signed and stamped on each page

Yes/ No.

2 Earnest money deposit (EMD) Rs. 315,000/- Yes/ No.

3 Income Tax number/PAN number (Enclose copy) Yes/ No.

4 Audited Balance sheet of last three years with

details of annual turnover , profit/loss account etc.

Yes/ No.

5 Income tax statement of last three years with

income tax clearance certificate. (Financial year

2014 – 15 2015-16 and 2016-17)

Yes/ No.

6 ESI & PF Registration Certificate (copy) Yes/ No.

7 Experience certificate (Minimum Three years) Yes/ No.

8 Proof of filing latest Income Tax Return (copy) Yes/ No.

9 Labour License, if applicable Yes/ No.

10 Valid Trade License (copy) Yes/ No.

11 Valid Food License (copy) Yes/ No.

12 Undertaking on Non – Judicial stamp paper Yes/ No.

13 Satisfactory performance certificate from previous

employer / institution

Yes/ No.

14 Non black listing certificate Yes/ No.

15 Firm Registration Certificate Yes/ No.

All documents should be self attested by the tenderer with seal of the firm

It is certify that the above mentioned particulars are correct up to the best of my knowledge

and no fact has been concealed. I have no objection to ESIC Medical College & Hospital,

Sanathnagar, Hyderabad 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 company/Agency

28


Annexure-IV

PRICE BID

PART – II

PRICE BID FOR CATERING CONTRACT TO BE ENCLOSED IN SEPARATE

SEALED COVER

Monthly Charges per Student Amount Quoted in words

I am singing this document as an authorized signatory in the capacity of _________________

Name : Signature of the Caterer :

Designation: Seal of the Company/Agency

Date: __________________________

Place: __________________________

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.

29


Annexure-V - MENU

DAYS OF

THE

WEEK

BREAKFAST

LUNCH

SNACKS

DINNER

MONDAY IDLY (3) with

COCONUT CHUTNEY

(2 table spoons-75gm) +

SAMBAR(200 ml

OR

BREAD TOAST(6) with

BUTTER(20gm)

+

MILK/TEA/COFFEE

(200ml) +

BOILED EGG

PLAIN RICE (300 gm)+

CHAPATHI (2)(50gm

each)

DONDA KAYA FRY (1

CUP-100gm)

MEAL MAKER CURRY

(gravy) (2 cups-200gm)

METHI DHAL (150ml)

CUCUMBER SAMBAR

(150ml)

CURD (100ml)

MINT CHUTNEY (1

TBSP)

PAPAD(1) + PAYASAM

ALOO BONDA (2)-

(50GM EACH)

OR

VEG NOODLES (1

PLATE -200GM)

+

RAAGI MALT / TEA /

COFFEE / MILK

PLAIN RICE (300gm) +

CHAPATHI(2-50gms)

DRUM STICK CURRY

(2 CUPS)

SAMBAR (150ml)

CURD (100ml)

CHUTNEY (1 tbsp)

1 FRUIT

TUESDAY VADA (4) each 50g

COCONUT CHUTNEY

(2 tablespoons) +

SAMBAR (200 ml)

OR

VEG SANDWICH (4) &

TOMATO SAUCE () &

MINT CHUTNEY (2

tablespoons)

+

MILK/TEA/COFFEE

(200ml) + BOILED EGG

JEERA RICE (300 g)

CHAPATHI (2)

BHENDI FRY (1 CUP)

CAPSICUM MASALA

(200g)

TOMATO DAL(150 ml)

PUMPKIN SAMBAR

(150ml)

CURD (100 ml)

CORIANDER

CHUTNEY (1

tablespoon)

SAMOSA (2)- each 50g

OR

PASTA (1 PLATE)

+

OATS PORRIDGE/

TEA/COFFEE/

MILK

PLAIN RICE (300g)

CHAPATHI (2)

BRINJAL / SNAKE

GOURD CURRY (2

cups)

SAMBAR (150 ml)

CURD (100ml)

CHUTNEY(1 tbsp)

1 FRUIT

30


PAPAD(1) + JALEBI

WEDNESD

AY

PONGAL (1 plate-300g)

GROUNDNUT

CHUTNEY (2

tablespoon)

OR

PAV BHAJI (2 pieces)

WITH BUTTER (20g)

VEG CURRY (150g)

+

MILK/TEA/COFFEE

(200ml)

+

BOILED EGG

PLAIN RICE (300g)

CHAPATH I(2)

CAULIFLOWER FRY

(1 cup)

NON-VEG:CHICKEN/

MUTTON /FISH

(200g)

CHOLE (200g)

PALAK DAL (150 ml)

BOTTLE GUARD

SAMBAR (150ml)

GOGU CHUTNEY

(1 tbsp)

CARROT HALWA

CURD (100 ml)

PAPAD (1)

VEG MANCHURIA

(150g)

OR

MUSELLI

+

TOMATO SOUP/

TEA/COFFEE/

MILK

PLAIN RICE (300g)

CHAPATHI (2)

CHAWCHAW CURRY

(2 cups)

SAMBAR (150 ml)

CURD (100 ml)

CHUTNEY (1 tbsp)

FRUIT (1)

THURSDA

Y

PURI (4)

ALOO CURRY (150g)

OR

ALOO PARATHA (3)-

Each 100g

WITH MIXED VEG

CURRY/CURD

(100 ml)

+

MILK/TEA/COFFEE

(200ml)

+

BOILED EGG

VEG PULAO (300g)

CHAPATHI (2)

ALOO FRY (1 CUP)

CLUSTER BEANS

CURRY (2 cups)

RIDGE GOURD DAL

(150ml)

RADISH SAMBAR

(150 ml)

CURD(100 ml)

DOSKAYA PICKLE

ONION PAKODA

(150g)

OR

MIRCHI BAJJI

+

SAGO PORRIDGE /

FRUIT JUICE / MILK /

TEA / COFFEE

PLAIN RICE (300g)

CHAPATHI (2)

RAJMA CURRY (2 cups)

SAMBAR (150 ml)

CURD (100 ml)

CHUTNEY (1 tbsp)

FRUIT (1)

31


(1 tbsp) + PAPAD(1) +

GULAB JAMUN

FRIDAY ONION/MASALA

DOSA (3) +

TOMATO/

GROUNDNUT

CHUTNEY (2 tbsp)

SAMBAR (200ml)

OR

BREAD OMLETTE – 4

Slices

(2 EGGS)

+ TOMATO SAUCE

+

MILK/TEA/COFFEE

(200ml)

+

BOILED EGG

PLAIN RICE (300g)

CHAPATHI (2)

CABBAGE FRY

(1 cup)

MIXED VEG CURRY

(2 cups)

GOGU DAL(150 ml)

BHENDI SAMBAR

(150 ml)

TOMATO PICKLE

(1 tbsp)

CURD (100 ml)

SUJI HALWA

PAPAD (1)

VEG CUTLET

(100g)- 1 plate

OR

SPROUTS CHAT (1

PLATE)-50g

+

VEG SOUP

/ MILK/

TEA/ COFFEE

PLAIN RICE (300g)

CHAPATHI (2)

BITTERGOURD CURRY

(2 cups)

SAMBAR (150 ml)

CURD (100 ml)

CHUTNEY (1 tbsp)

FRUIT (1)

SATURDA

Y

UTTAPAM (3)

COCONUT CHUTNEY

(2tbsp)

+ SAMBAR (200 ml)

OR

METHI PARATHA (3)-

each 50g+ BUTTER (10g)

CURD (100 ml)

TOMATO SAUCE

+

PLAIN RICE (300g)

CHAPATHI (2)

BRINJAL FRY

(1 cup)

BOTTLE GUARD

MASALA

(2 cups)

DAL MAKHANI (150

ml)

DRUMSTICK SAMBAR

VEG BULLETS (4)- each

100g

OR

BHEL PURI- 1 Plate(75g)

+

LASSI(200 ml) / MILK /

TEA/ COFFEE

PLAIN RICE (300g)

CHAPATHI (2)

BEETROOT CURRY (2

cups)

SAMBAR (150 ml)

CURD (100 ml)

CHUTNEY (1 tbsp)

FRUIT (1)

32


MILK/TEA/COFFEE

(200ml)+ BOILED EGG

(150 ml)

BEERAKAYA

CHUTNEY (1 tbsp)

CURD (100 ml)

ICECREAM /

RASGULLA

PAPAD(1)

SUNDAY POHA / DAHLIA

UPMA (250gm) +

ONION,TOMATO

RAITHA(150ml)

OR

MYSOPRE BHAJJI (4) +

GROUNDNUT

CHUTNEY (2 tbsp)+

GINGER CHUTNEY

(2tbsp) +

MILK/TEA/COFFEE

(200ml)

+

BOILED EGG

PLAIN RICE (300g)

CHAPATHI (2)

CARROT FRY

(1 cup)

NON VEG (MUTTON/

CHICKEN / FISH

(2 cups) PANEER

CURRY (2CUPS)

ANARATH DAL(150

ml)

TOMATO SAMBAR

(150 ml)

COCONUT CHUTNEY

(1 tbsp)

CURD (100 ml)

DOUBLE KA MEETHA

PAPAD(1)

VEG / EGG /

PANNER PUFF

+

MILSHAKE

PLAIN RICE (300g)

CHAPATHI (2)

GREEN PEAS MASALA

(2 cups)

SAMBAR (150 ml)

CURD (100 ml)

CHUTNEY (1 tbsp)

FRUIT (1)

Unlimited salad will be provided during lunch and dinner. It will comprise of lemon, green chillies (both raw and fried) and any three of the

following in every meal: Tomatoes, cucumbers, onions, beetroots, carrots and radish except when Groundnut, Corn, Sprouts, Minced or

Cabbage Salad is being served (to be served 7 times a week).

Mouth freshener (Fennel seeds and sugar) and Pickle to be provided with every meal

33


Important Instructions for Bidders regarding Online Payment All bidders/contractors are required to procure Class-IIIB Digital Signature Certificate (DSC) with Both DSC Components i.e. Signing & Encryption to participate in the E-Tenders. Bidders should get Registered at https://esictenders.eproc.in.

Bidders should add the below mentioned sites under Internet Explorer

Tools

Internet Options

Security

Trusted Sites

Sites of Internet Explorer: https://esictenders.eproc.in https://www.tpsl-india.in https://www4.ipg-online.com

Also, Bidders need to select “Use TLS 1.1 and Use TLS 1.2” under Internet Explorer

Tools

Internet Options

Advanced Tab

Security. Bidder needs to submit Bid Processing Fee charges of Rs. 2495/- (non-refundable) in favour of M/s. C1 India Pvt. Ltd., payable at New Delhi via Online Payment Modes such as Debit Card, Credit Card or NetBanking for participating in the Tender. Bidders can contact our Helpdesk at https://esictenders.eproc.in/html/Support.asp

https://esictenders.eproc.in/

https://esictenders.eproc.in/

https://www.tpsl-india.in/

https://www4.ipg-online.com/

https://esictenders.eproc.in/html/Support.asp

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