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Government of India Ministry of Commerce and Industry

Department of Industrial Policy and Promotion Controller General of Patents, Designs and Trademarks

Rajiv Gandhi National Institute of Intellectual Property Management TENDER NO: RGNIIPM/PIS/CATERING/2017/01

TENDER DOCUMENT

FOR

Providing VegetarianCatering Services to Officers&Trainees at

Rajiv Gandhi National Institute of Intellectual Property Management/ Patent Information System (RGNIIPM/PIS), Nagpur

SCHEDULE OF TENDER

Date of issue of tender document :31/05/2017

Last date for issue of tender document : 21/06/2017upto 5 pm

Last date & time for submission of Tender document :22/06/2017upto 5 Pm

Date & time of opening of Pre-qualification &Technical Bids: 23/06/2017 11 am onwards

Date & time of opening of Financial Bids :23/06/2017 11 am onwards

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1. GENERAL

Sealed tenders are invited by the Controller General of Patents, Designs and Trademarks (hereinafter referred to as CGPDTM) on behalf of the President of India from reputed and experiencedagency, caterers having work experience of providing food to organizations of national and International repute, under Two Bid System i.e. Pre-qualification and Technical Bid (in one envelop)and Financial Bid (in separate sealed envelope)for providing Cateringservices at Rajiv Gandhi National Institute of Intellectual PropertyManagement/Patent Information System located at Plot No.3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur - 440001 for two years ( as and when required) from the date of commencement of the contract, unless extended further, by mutual consent of the Competent Authority and the service provider, on the terms and conditions mentioned in the tender document or which can be extended by another one year.

2. PARTICULARS OF THE TENDER (a) NAME AND ADDRESS OF THE AUTHORITY

The Controller General of Patents, Designs and Trademarks, BoudhikSampadaBhawan, S. M. Road, Antop Hill, Mumbai-400037.

(b) Location for which the catering services required Rajiv Gandhi National Institute of Intellectual Property Management/Patent Information System located at Plot No.3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur -440001

(c) ADDRESS FOR THE DISTRIBUTION OF TENDER DOCUMENT

The tender document can be purchased from the Account section of the Rajiv Gandhi National Institute of Intellectual Property Management/ Patent Information System (RGNIIPM/PIS), Nagpur situated at the address given in para 2 (e) below or alternatively the same can be downloaded from the following websites: http://www.ipindia.nic.in http://www.tendergov.in

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(C )CONTACT PERSONS

For any Clarifications; Smt. C.D. Satpute, Senior Documentation Officer/DDO,PIS/RGNIIPM, Nagpur Phone No. 0712-2540920

(D) COST OF TENDER: 1)TENDER FEES:

The tender document can be purchased from the accountsection of the Office of Patent Information System/Rajiv Gandhi National Institute of Intellectual Property Management (RGNIIPM), Nagpur, situated at the address given in para 2 (e) below by paying the tender document fee of Rs 500 /- (RUPEES FIVE HUNDRED ONLY), either through Demand draft or Pay order or cashin favorof “Patent Information System”, payable at Nagpur. The receipt for payment of tender fees shall be attached along with the Pre-qualification Bid. In case the tender document is downloaded from the website, the tender fee shall be submitted along with Pre-qualification Bid in the form of Demand draft or Pay order in favor of “Patent Information System”, payable at Nagpur. The tender document fee is NON- REFUNDABLE. Any tender submitted without the requisite fee will be rejected summarily. Cost of Rs.500/- (Rupees Five hundred) towards tender documents is not refundable.

2)EARNEST MONEY DEPOSIT (EMD)

The Earnest Money Deposit (EMD) of 50000/- (Rupees fifty thousandOnly), (refundable without interest) shall accompany the Prequalification bid in the form of Demand Draft/Pay Order drawn in favor of “Patent Information System” payable at Nagpur, failing which the tender shall be rejected summarily. Earnest Money Deposit of Rs.50000/-(Rupees fifty thousand Only) will be returned to the unsuccessful tenderers. Tenders not accompanied by Earnest Money Deposit, shall be summarily rejected.

Earnest Money of Successfultenderer will be forfeited if he does not fulfill any of the following conditions:- • Furnishing of performance security deposit of Rs.50,000/- (Rupees fifty thousandonly) by

means of a Bank guarantee from Nationalized Bank in favour of "Patent Information System, NAGPUR” and payable at NAGPUR, within 5 days of the receipt of the letter awarding the contract, which will be in addition to the EMD furnished.

• Execution of the agreement within 5 days of the receipt of the letter of award of contract.

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• Commencement of the contract within 7 days of the signing of the agreementor as directed by RGNIIPM.

• To comply with all the terms and conditions of the tender document, letter of award of contract and agreement of contract.

3)PERFORMANCE SECURITY DEPOSIT

The successful bidder will have to deposit a Performance Security Deposit of 50,000/- (Rupees Fifty thousandOnly),in the form of Bank Guarantee with The DDO, Patent Information System /Rajiv Gandhi National Institute of Intellectual Property Management, Plot No.3, Hislop College Road, Opposite Maharashtra State Education Board, CivilLines, Nagpur - 440 001, having validity of two years and additional sixty days. In case the contract is further extended beyond the initial period of two years, the performance security deposit will have to be accordingly renewed by the successful bidder. After submission of the performance security by the successful Bidder, the corresponding EMD shall be released.

(E) ADDRESS OF THE OFFICE:

Rajiv Gandhi National Institute of Intellectual Property Management /Patent Information System (RGNIIPM/PIS) Plot No.3, Hislop College Road, Opposite Maharashtra State Education Board, Civil Lines, Nagpur - 440 001 Phone : 0712-2540913/2540969 Fax No. 0712-2540916 E-mail :rgniipm.ipo@nic.in

(F) VALIDITY OF TENDER:

Tender should be valid for a period of 90 days from the date of Opening of the Financial bid.

(G) SCOPE OF WORK:

This tender is intended for providing Cateringservices (as and when required) during the training programme forthe trainees and officers deputed for training at RGNIIPM, Nagpur and also during short term public training programme i.e. of half day, 1, 2, 3, 5 days period or more days as required by the office. In addition to that, the services would be required on other occasion(s) or as and when intimated by the O/o.RGNIIPM, such as Awareness programme/Seminar etc. Number of trainees may vary from 10 to 150 or more

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(H) ELIGIBILITY CRITERIA & DOCUMENTS REQUIRED TO OPEN FINENCIAL BID

(i)The following requirements should be fulfilled in the Pre-qualification andtechnical Bid. (Self-attested copy of all documents shall be provided)

a) The organization having valid registered license for providing Catering by food

safety standards(FSSAI)

b) Agency should have a yearlyturnover (specifically catering)of more than Rs 10

lakhfor any 3 years (during 2013-14, 2014-2015, 2015-16& 2016-17) for rendering

only Catering services.

(Supporting certified documents from chartered accountant (CA) shall be submitted for

each year)

c) Shop establishment registration Certificate of the caterer byNagpur authority

d) Service Tax/GST Registration Certificate.

e) PAN/TAN Number

f) Income Tax Return for the any 3 years (during 2013-14, 2014-15, 2015-16, 2016-17)

ii)Technical Competence Experience:- (Self-attested copy of all documents shall be provided)

(g) The party should be a reputed caterers having at least 4 year work experience for

providing catering contracts of minimum 6 months/one year in each year to various

organizations like Govt. /PSUs / Private organizationsfrom 2012 onwards (attach

certificates, work orders for every year)

(h) Number of contractswhere the catering Agency having experience for providing catering

services to Govt. /PSUs / Private organizations having

i)at least one contract of each worth Rs 5 lakhsin any 2 years (during 2014-15,

2015-16, 2016-17) OR

ii)at least two contracts of each worth Rs 2 lakhs, in any 2 years(during2014-15,

2015-16, 2016-17)

(Supporting Experience certificates/ relevant documents shall be produced).

(i)The party should provide at least twocontracts for providing continental catering

services during last 3 years (during 2014-15, 2015-16, 2016-17)

(work orders/completion certificate specifically mentioning “continental /International food”

issued by the concerned organization shall be provided)

(j)at least 4 parties/clientswhere serviceswere given (from 2012 onwards)

(work orders/completion certificate issued by the concerned organization shall be provided)

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EVALUATION CRITERIA AND METHODOLOGY:

1. Pre-qualification & technical bid to be submitted in single sealed envelope only. 2. Firstly, the envelopes containing Pre-qualification & technical Bids shall be opened in

respect of all the bidders. 3. The evaluation committee shall evaluate the Pre-qualifications&technical Bids. 4. Only the successfully qualified bidders in the Pre-qualification&technical stage will

reach the Financial Bid evaluation stage. 5. The Financial Bid of only the qualified bidders in Pre-qualification&technical stage

will be opened. 6. The Financial Bid of unsuccessful bidders in Pre-qualification& technical stage shall

NOT be opened. 7. Evaluation of the bidder, as per marks/rating by the RGNIIPM committee,based on

the documentary evidences and the overall reputation of the service provider, fulfilling all the requirementsof tender document, shall be accepted.

8. The criteria adopted for technical evaluation shall be as follows: Criteria Evaluation unit Marks Documents to be

submitted Experienceof the Bidder in the field of Catering from 2012onwards for providing catering contracts of minimum 6 months/one year in each year to various organizations

Years of experience

5 marks for each year but Maximum 25 Marks

List of work orders / certificates/ credentials from clients from 2012 onwards for each year

Number of contracts where the catering agency having experience for providing catering services to Govt. /PSUs / Private organizations having i)at least one contract of each worth Rs 5 lakhs in any 2 years (during 2014-15, 2015-16, 2016-17) OR ii)at least two contracts of each worth Rs 2 lakhs, in any 2 years(during 2014-15, 2015-16, 2016-17)

Number of contracts

5 marks for each single contract /site but Maximum 25 Marks

Details of amount should be mentioned at various sites /various work orders Name &Address of the organization at each site along with the details of contract for each location

The party should provide at least two contract for providing continental catering services during last 3 years (during 2014-15, 2015-16, 2016-17)

Number of contracts

5 marks for each Single contractbut Maximum 15 Marks

work orders/completion certificate specifically mentioning “continental /International food” issued by the concerned organization shall be provided

At least 4 parties/clients where services were given (from 2012 onwards)

Number of Party /clients

5 marks for each party but Maximum 25 Marks

work orders/completion certificate issued by the concerned organization shall be provided

Methodology, work plan(5 marks) & Bidder’s 10 Marks Presentation by Bidder’s

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ISO certification (5 marks)

capability to perform the contract based on bidder’s client experience and competitive advantage over other companies& ISO etc.

(to be evaluated by a Technical Committee)

authorized representative. The bidder may also cite certifications of quality, experience&ISO certificate.

TOTAL 100Marks

Note: 1)The minimum qualifying marks in technical evaluation shall be at least 80. Bidders/ Proposals not securing a minimum of 80 marks in technical evaluation shall not be considered for financial bid evaluation. If, at least three bidders are not shortlisted for financial evaluation, the minimum qualifying marks in technical evaluation may be reduced by the RGNIIPM committee at their discretion.

Note:-2)The marks obtained in the technical evaluation will only serve for screening the agencies for financial evaluation and will not form a criteria in the final evaluation for selection of the agency

4. INSTRUCTIONS FOR SUBMISSION OF BID :

All the Tenders shall be prepared and submitted in accordance with the instructionsas follows. Any proposal which is not submitted in accordance withthese instructions will be summarily rejected without any communication in this regard.

(i) The parties whose contract was terminated for non-satisfactory services by RGNIIPM should not be considered upto 2019& their bids shall be disqualified.

(ii) The bidder should be based at Nagpur.

(iii)The rates quoted in tender should be inclusive of cost of materials and ingredients for Tea, Biscuits, Lunch, disposable glasses during tea, lunch and the service charges, any other taxes etc.

(iv) The bid shall be submitted in two separate sealed envelopes. The first envelope shall be super-scribed “Prequalification& Technical Bid with all necessary documents” and shall contain Annexure-Iincorporating the information regarding eligibility criteria and the second envelope super-scribed “Financial Bid” shall contain Annexure II& III.

(v) Pre-qualification & technical bid shall be submitted in singlesealed envelope only. (vi) Financial bid shall be submitted in separate sealed envelop (vii) Both these envelopes and the covering letter accompanying the tender

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document (including all the Annexures), duly signed on each page with seal by the authorized representative of the bidder, should be enclosed in a bigger third envelope, which shall be super-scribed “Bid for providing Catering Services at Rajiv Gandhi National Institute of Intellectual Property Management/Patent Information System (RGNIIPM/PIS) at Nagpur” and should reach the address mentioned above on or before the expiry of the prescribed time limit.Final Selection of successful bidder shall be based only on the comparison of “financial bids” submitted by those qualified bidders in “prequalification & technical evaluation”.

(viii) No tender will be considered which is not in printed/typed form.

(ix) The bidders should ensure that each page of the tender is signed by the person authorized to sign

the tender document, affixing the seal of the Bidder.

(x) All entries in the tender forms should be legible and filled clearly. If the space for

furnishing information is insufficient, a separate sheet duly signed by the authorized

signatory may beattached. No corrections including overwriting or striking out will be

permitted in the Financial Bid. In such cases, the tender shall be summarily rejected.

(xi) If any bidder is found to have business or family relationship with anyemployeeof

RGNIIPM/PIS, the bidder should give declaration of the same from time to time.

(xii) No modification or substitution of the submitted bids shall be allowed.

(xiii) The Bids shall be opened on the scheduled date and time at RajivGandhi National Institute of

Intellectual Property Management/Patent

Information System, Plot No. 3, Hislop College Road, Opposite

Maharashtra State Education Board, Civil Lines, Nagpur - 440 001 in

the presence of the representatives of the bidders, if any, who are

present on the spot at that time. No separate intimation shall be sent

to bidders for the same.

(xiv) The bidders are required to enclose photocopies of thesupporting documents, self-

certified by the authorized representative of the bidder.If the supporting documents are not

enclosed, the tender shall be rejected and bidder shall be disqualified.

(xv) A bid submitted without the cost (tender fees and EMD) and the incomplete

or conditional bids shall not be considered and the same will be

rejected.

(xvi) Tenders will not be accepted after the prescribed time and date as set out in the Tender Notice

or subsequent extensions, if any, notified by the office. RGNIIPM/PIS take no responsibility

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for delay, loss or non-receipt of the bid sent by post/courier. Bid sent through Fax or Email

shall not be accepted.

(xvii) Interested parties may submit their tender after inspection of the Rajiv Gandhi National Institute of Intellectual Property Management/Patent Information System at the above location. The inspection of the Cateringpremises can be made between 10.00 A.M. and 5.00 P.M. on all working days (Monday to Friday except Government holidays) from the date of issue of notification till the date of closure oftender.

(xviii) There should be no cutting/overwriting in the SubmittedTender. (xix) The RGNIIPM/PIS reserves the right to accept or reject any Tender in full or in part in

case of incomplete quotations and also withoutassigning any reason thereof. In case of any dispute, decision of the RGNIIPM/PIS/CGPDTM will be final and binding. The CGPDTM reserves the right to retain bids once submitted.

(xx) The contractor, whom all the terms and conditions mentioned below are

acceptable, shall submit the completed tender forms to this office in

sealed cover as mentioned in the tender document at RGNIIPM.

(xxi) Every tender should be accompanied by a Demand Draft for Rs.

50,000/- as earnest money drawn in favor of Patent Information System, Nagpur. This

amount will be refunded to all unsuccessful bidders after the

contract is awarded to the successful bidder. No interest will be payable on this amount.

The unsuccessful bidders need to take back their earnest money deposit, within not more

than three weeks from the date of opening of tender. Theamount of EMD shall be returned

to successful bidder on submission of performance/bank guarantee in the name of security

deposit.

(xxii)Conditional & incomplete tenders, in any sense will not be accepted and will be summarily

rejected. Bids not in compliance with tender conditions or with incomplete information /

documents are liable for rejection (xxiii) Falsification/suppression of information shall lead to disqualification of the bidder /

cancellation of contract even after award of work, during the contract.

(xxiv) On payment of the security deposit, the contracting firm will be required to enter into an

Agreement/Contract on 500 Rsstamp paper in the form to be approved by RGNIIPM, containing

inter-alia all the terms and conditions of the contract.

(xxv) The contractor should quote rates on "Per plate, per day" basisin Financial Bid.

(xxvi) Bidders must submit all relevant documentary evidence required to qualify for the financial bid in the above tender.

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(xxvii) The rates quoted by the Bidder should be inclusive of all taxes, charges, statutory liabilities at the time of entering the contract.

(xxviii) No multiple bids are allowed by single proprietor or different firms owned or run by single entity.

(xxix) Bids containing deviations from bidding document terms and other requirements may be rejected.

(xxx) Bids not accompanied by bid security (Earnest Money Deposit) and Tender cost shall be summarily rejected.

(xxxi) All the bidders should submit complete bid in the given formats with required documents.

(xxxii) Bid should be kept valid for acceptance for a period of 90 days from the day of opening of the bid.

(xxxiii) PIS/RGNIIPM will not be responsible for Negligence of the bidder in preparing or submitting the bid.

(xxxiv)The bidding document shall be governed and interpreted according to the laws, as specified by the government rules.

(xxxv) Bid should be responsive to the instructions to bidders and the conditions of contract in the bid document.

(xxxvi) Head of Office, RGNIIPM/PIS, Nagpur reserves the rights to accept or reject any or all bids.

(xxxvii) Selected bidders should bring all original documents for verification after financial bid is opened

5. TERMS AND CONDITIONS

i. Payment against Bill shall be made only after satisfactory services to be certified by the Administration /Accounts. No interest will be payable on delayed payment for any reasons. No advance payment will be made. The payment will be made by E-payment/bank transfer as per the Government procedure.

ii. The Income Tax (T.D.S.) shall be deducted at prevailing rate from the monthly bills, as amended form time to time, in accordance with the provisions of Income Tax Department, and a certificate to this effect shall be issued by RGNIIPM to the agency.

iii. The rates quoted in tender should be inclusive of cost of materials and ingredients for Tea, Biscuits, Lunch, disposable glasses during tea, lunch and the service charges, any other taxes etc.

iv. The contractor will have to deposit 50,000/- as performance Security guarantee in the form of D.D./Pay order/Bank Guarantee Drawn in favor of Patent Information System, Nagpur. No interest will be paid on this amount. The same will be refunded when the

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contract is over and Catering premises are handed over to the Institute and all dues from the contractor have been settled.

v. On payment of the security deposit the successful tenderer will have to make agreement with RGNIIPM broadly covering scope of work, terms and conditions of the services to be provided to the RGNIIPMandcontaining inter-alia all the terms and conditions of the contract on a judicial stamp paper of Rs. 500/- or as per the prevailing requirement, the cost of which will be borne by the contracting agency/firm/company (format is attached).

vi. No advance payment will be made. Payment will be made by the PIS/RGNIIPM after submission of original bills in triplicate as per government procedure. No interest will be paid. Applicable taxes will be deducted at source at the time of settlement of bills

vii. CGPDTM/RGNIIPM reserves rights to cancel the contract or tender at any time. viii. Falsification/suppression of information shall lead to disqualification of the bidder /

cancellation of contract, even after award of work, during the contract. ix. The bidder should be based at Nagpur x. Number of trainee participants will vary from 10 to 150 and number of trainings also may

vary as per RGNIIPM requirements. xi. Rate once quoted will not be increased for the period of contract in any circumstances.

xii. The contract may be terminated by CGPDTM/RGNIIPM by giving only one notice in writing for improvement of services and on failure of the same, the contract can be immediately terminated by giving final termination letter without specifying any reason(s) therefor. The contractor, if he/she so desires, may seek termination/withdraw of the contract by giving written notice of not less than one month duration during the agreement period, which shall enable RGNIIPM for forfeiture of security deposit. On termination of the contract in above any case, the contractor shall take steps to withdraw the services provided in a smooth and orderly manner, with forfeiture of security deposit/EMD/Bank Guarantee.

xiii. The rates quoted by the Bidder should be inclusive of all taxes, charges, statutory liabilities at the time of entering the contract.

xiv. The successful bidder will be intimated by the office whereupon he/she will enter into agreement with the O/o RGNIIPM/PIS and commence the work immediately thereafter not later than 5 days from issuance as per the intimation by office. The contract shall begin from the date of actualcommencement of the work at the site. The contract shall continue fortwo years unless it is curtailed or terminated by the office owing to deficiency of services, sub-standard quality of food, breach of contract, negligence of work, non-compliance of statutory requirements/obligations by the bidder or any such ground as may be deemed fit by the Controller General of Patents, Designs & Trademarks/RGNIIPM. The CGPDTM/RGNIIPM requires that successful bidder under this contract to observe the highest standard of ethics and should not engage in activities that conflict with the interest of the office under this contract.

xv. It may be noted that in case the successful tenderer does not accept the offer within 5days from the date of receipt of offer, the Earnest Money Deposit of the successful tenderer shall be forfeited

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and the tenderer shall be debarred for future participation in any of the tender invited by the RGNIIPM.

xvi. The contract will be awarded for two years. It will be started from the date of signing the agreement (as attached) and the agreement may be renewed by the Institute on such terms and conditions as may mutually be agreed upon between the parties.

xvii. The contract will remain valid for a period of 2 (two) years from the date of awarding of contract. If any party withdraws during the validity period, his/her Performance Guarantee will be forfeited.

xviii. It may be noted that the contract awarded be applicable only during training period as and when required and intimated by RGNIIPM. The contract will not be applicable for continuous period of two years.

xix. All the above Terms and Conditions will form part and parcel of the Notice Inviting Tender.

xx. No separate furniture will be provided for cooking of foods, serving water, preparation of food. Refrigerator will be provided for storing milk products.

xxi. Furniture available in canteen premises will be used only by trainee participants xxii. All the arrangement of servicing and arrangement of best quality

Crockery, utensils, plates and disposable glasses, paper cups to be done by the contractor without any extra cost.

xxiii. The contractor shall arrange for items i.e. Crockery, utensils, commercial Gas Cylinder, ISI marked best quality Cooking Stove etc. and items of similar nature of best quality without any extra cost.

xxiv. Use of Kerosene oil is prohibited and the heating system/Gas for cooking has to be with best safety standards, the same shall be shown to the RGNIIPM or his representative before it is put to use.

xxv. Only in emergency, the cooking gas is to be used by the Caterer for preparing hot drinks & for cooking, if any.

xxvi. VegetarianMenu of the working lunch will be provided to the contractor, as and when needed by the RGNIIPM team.

xxvii. Order for High tea (Vegetarian)will be as and when required and menu will be decided by RGNIPM

xxviii. In addition to the standard menu list (enclosed at Annexure), the RGNIIPM may decide rates for number of new items/food dishes/cold drink/snacks etc. to be prepared, served and supplied through caterer, if any such situation arises. In case of requests from the organizers, to meet their special requirement which is not part of main menu list, caterer will ensure such supply at rates duly approved by the RGNIIPM and bill for the said items shall be submitted.

xxix. The contractor may be asked by the organizers to meet the catering requirement of International guests. Accordingly, the caterer should have expertise in continental Veg. cuisines, vegetarian and also should provide service in quality crockery of International Standard.

xxx. The contractor shall arrange for items i.e. crockery, utensils, cooking gas cylinders etc. and items of similar nature of bestISI quality, at his own cost and maintain the said

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items in proper and hygienic conditions, for due discharge of obligations in respect of running of Catering.

xxxi. The catering contractor should have to bring the ready-meals except chapatti/puri and their own Crockeries (including empty water cans as required, best quality disposalglasses for drinking water during tea and lunch& best quality medium sizepaper cups). It is to be noted that there is no arrangement/provision for preparation of meals in the kitchen Hall of the Institute. So prepared meals have to be supplied by the caterer. For preparation of Tea only they may use office canteen. They are required to serve hot meals to the trainees in decent manner and in time.

xxxii. Arrangements to be made for Tea with biscuits on regular basis for about 10 to 150 persons and working Lunch, as per the requirement, during trainings. No. of trainees may vary as per requirement.

xxxiii. Working lunch menu may vary as per RGNIIPM requirement xxxiv. The food should be served hot. All the arrangements for cooking and keeping “ hotfood”

and “supply of cold water from RGNIIPM ”will be made by the contractor without any extra cost and labour.

xxxv. All the edible items should be of best quality, prepared in fresh reputed branded refined oil andOil should not be reused.The Institute reserves the right to inspect the materials at any time. If it is found that raw material for food of inferior quality is used, the contract would be terminated immediately and the tenderer would be blacklisted.Materials used for cooking purpose Tea, Spices, Food stuffs, Vegetable, Oil etc. should be of best & reputed branded quality only and any deviation shall lead to termination of contract.

xxxvi. The contractor/Agency shall be responsible for their hygiene and safety. Milk and milk products such as curd, yoghurt, cheese etc. shall be of good quality and should be prepared and served fresh. All the items being used shall be stored properly and to be used before the expiry date.

xxxvii. Before awarding the contract the Head RGNIIPM, may depute a team to inspect the quality of food, upkeep, cleanliness etc. at one of the place where the caterer is providing the catering facility.

xxxviii. The contractor will ensure that no additive/preservative banned by the Govt. will be used in any of the food preparations, if any such act comes to the knowledge of the RGNIIPM, the contract is liable to be cancelled and the security deposit shall be forfeited.

xxxix. The contractor will ensure that all fruits and vegetables and other ingredients are of standard quality.

xl. The contractor will have to make arrangement for cleanliness of Catering/serving area and its surroundings to the satisfaction of the Institute. The contractor shall also be responsible for the safe and hygienic disposal of the Catering waste daily without fail. It is necessary to ensure that the Kitchen and the canteen premises is left neat and clean, immediately after the Tea/working lunch is over. They should bring the necessary crates/cleaning materials with them with workers. Washing of utensils/crockery/vessels will notbe permitted in RGNIIPM Kitchen/office premises.

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xli. Washing of used utensils/plates etc. are strictly prohibited in the office premises of RGNIIPM.

xlii. The contractor will have to provide employees in proper uniforms, ID card for service in theCatering as also for the service in rooms.

xliii. The timings of the Catering will be as prescribed by the Institute from time to timesubject to change. Catering Services will also be provided beyond office hours as and when required.

xliv. The contractor will be required to provide Catering service in the Catering premises and also in various rooms of the Institute as and when required.The Contractor may also on some occasions, have to arrange catering tables/chairs for proving catering services on ground floor of RGNIIPM, in case of huge gatherings.

xlv. Furniture provided to the contractor will be maintained properly. The contractor will be fully responsible for the repair/maintenance, cleanliness, breakage and damage done to the building and sanitary, electrical, furniture, cooking gas and any other fittings and fixtures installed in theKitchen providedto him by the Institute for the purpose of preparingLunch, Tea. Any loss/damage (including repairs) to the same will have to be borne by the Contractor, at his own cost.

xlvi. The contractor should take the insurance for any damages, any accident etc. during providing catering services.The contractor will take all necessary precautions against fire hazards and comply with rules and regulations as laid down by concerned local authorities and to the satisfaction of the Institute.

xlvii. In the event of any incident of food poisoning due to consumption of food item supplied by the Catering Contractor, the Catering Contractor shall be solely responsible for the same. The CGPDTM/RGNIIPM/PIS, Nagpur shall not pay any claim or charges incurred thereupon. On account of hospitalization of such person (s) who has consumed the food, so offered, the payment of claim or charges incurred on account of hospitalization of such person (s) shall be borne by the Catering Contractor.

xlviii. The contractor will be fully responsible for the repair/ maintenance, cleanliness, breakage and damage done to the building and sanitary, electrical and any other fittings and fixtures installed in the space provided to the contractor.

xlix. In case of any accident or untoward incident occurs while providing catering services for e.g. Damage/ breakage/casualty to any person, the caterer shall be wholly responsible and all the costs shall be borne by the caterer

l. The contractor may sell other food items like Cold Drinks, packed snacks not more than market rates.

li. The contractor will have to employ the required staff at his own cost and bear all the statutory and other liabilities for running the Catering services.No employees claims/complaintdeployed by the contractor will be entertained by CGPDTM/RGNIIPM/PIS.

lii. The RGNIIPM/CGPDTM shall not in any manner be treated as the employer of these employees as deployed by Contractor or concerned with the termsof their employment or conditions of their services, since the relationship of employer and employees shall always be considered to be between the contractor and such persons, as will be

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employed by him. While engaging these employees the contractor will make these conditions clear to them categorically.

liii. The contractor shall obtain license under the Contractor Labor (Abolition and Regulation) Act 1970 (hereinafter referred as the contractor labor Act) and all other requisite licenses at his own cost from the Appropriate Authorities and comply with the terms and conditions of the license(s) and all other relevant and necessary provisions of the contractor labor Act and the Rules framed thereunder, all such other provisions of laws in any enactment or otherwise laid down by an authority from time to time, it being clearly understood and agreed upon that the entire responsibility for compliance thereof shall always be of the contractor. The contractor shall be solely &fully responsible for any compensation etc. in case of any injury/casualty or mishap to any employee of the Catering agency during working at RGNIIPM.

liv. Under no circumstances any of the contractor's employees will stay in the Institute premises beyond working hours/beyond training time. The agency will ensure that the room provided for keeping their items are properly locked andsecured during closed hours of the Institute. The access to the space allotted to the contractor will be as per the conditions and in the mode as prescribed and regulated by the Institute from time to time which will be binding on him and his employees. The Institute reserves the right to inspect the premises allotted to the contractor including the Catering store at any time.

lv. The contractor shall not entertain any outside orders or supply eatables from RGNIIPM.

lvi. The contractor will at all times, ensure discipline, decent and courteous behavior by his employees while they remain in premises of RGNIIPM. In case any of his employee indulges in any act of indiscipline, misbehavior or slogan shouting or indulges in violent act(s) or abets others in doing so and it is prima facie proved, the contractor shall remove the employee concerned from the premises immediately on receipt of written communication from the RGNIIPM authorities, which will be duly acknowledged by the contractor.

lvii. Under exceptional circumstances the Institute reserves the right to change any term and condition as and when warranted.

lviii. In case of any dispute arising out of the interpretation of the terms and conditions of the contract, the decision of the CGPDTM/ Head, RGNIIPM, will be final and binding.

lix. The contractor shall not further sub-contract the contract to any other party. In case the contractor is found having sub-contracted this contract, the contract will be terminated without any notice and security deposit shall be forfeited.

lx. If in any case, the contract violates the terms & conditions of the contract, the Security Deposit/Performance guarantee will be forfeited.

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lxi. All workers engaged by the Catering contractor at RGNIIPM/PIS, Nagpur must be medically fit and must bear personal hygiene. No such employee will be below 18 years of age. The contractor must ensure that a periodical medical checkups in respect of all his workers engaged in RGNIIPM/PIS, Nagpur are carried out at his own cost and interest. A medical fitness certificate from Govt. Hospital/ Clinic in respect of all his workers engaged at this Institute is required to be produced by the contractor as and when required by this office.

lxii. Any complaint from the trainees & if the quality of the working lunch is found not up to the standard, the services of the caterer may be terminated after being reviewed by the RGNIIPM committee.

lxiii. CGPDTM/Head of Office, RGNIIPM, Nagpur reserves the rights to accept or reject the tender(s) without assigning any reasons what so ever at any time.

Details of space provided for the Catering of RGNIIPM Building first Floor

1. Catering Hall - First Floor

2. Kitchen / Pantry, adjacent to Catering Hall – First floor

3. Kitchen Store: space provided to keep store material below working platforms available in

Catering hall and kitchen.

4. Washroom which is available at ground floor (outside) shall be used by catering employees

6. INDEMNITY

1. The contractor shall keep RGNIIPM/PIS/ CGPDTM and all officials of these offices indemnified from and against all suits, losses, claims, demands, proceedings, and liability of any nature or kind including costs and expenses, injuries to any person, damages to any property whatsoever, levy of fees or consequences which they may be put to or suffer on account of the services undertaken by the contractor.

2. The Contractor shall keep the RGNIIPM/PIS/ CGPDTM and all officials of these offices indemnified from and against all suits, losses, claims, demands, proceedings, and liability of any nature brought or instituted against them by any of contractors’ employees or any other third party in connection with, relating to or arising out of the performance of the services or non-compliance, deficiency, non- implementation of various provisions of statutory requirements.

3. The contractor shall also execute an indemnity bond in favor of

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CGPDTM/RGNIIPM, in the standard format, in this regard. 4. Decision of the Controller General of Patents, Designs and Trademarks

regarding performance of contract shall be final and binding on the contractor. However, any dispute arising out of this contract can be referred to an Arbitrator appointed by the CGPDTM.

5. All disputes are subject to jurisdiction of Nagpur Courts.

7. Force Majeure

1. Neither party shall be in breach of any obligation under this contract if it is unable to perform that obligation in whole or part by reason of Force Majeure. If either party seeks to rely on this clause, it shall immediately give notice to the other with full particulars of the matter claimed as a Force Majeure event. The parties so affected shall take all reasonable steps to remedy the failure to perform and to keep the other party informed of the steps being taken to mitigate the effects of Force Majeure.

2. In the event of Force Majeure lasting for more than three months, either party may, following consultation with the other, give a notice of termination.

SIGNATURE OF THE TENDERER ____________________________________________ NAME IN BLOCK LETTERS _________________________________________________ FULL ADDRESS WITH TELEPHONE NUMBERS __________________ OFFICIAL STAMP

Page 18 of 23

Annexure-I

PROFORMA FOR PRE-QUALIFICTION & TECHNICAL BID (To be enclosed in a separate in sealed envelope)

Sl.

No.

Particulars Documents

submitted

1 Name of Tendering Company/ Agency / Proprietor / Director/

Full Address of Registered Office at Nagpur

Telephone No.,

E-Mail

Mobile/ Website

Encl No.1

2 Bidder company /agency/firm is registered and shall submit Shop establishment

registration Certificate of the caterer by Nagpur authority

(self-attested copy of certificate shall be attached)

Encl No.2

3 Cash Receipt/DD/Pay order of Tender Fee Encl No.3

4 Demand Draft/Pay Order of EMD Encl No.4

5 Copy of PAN/TAN(attached self-attested photocopy ) Encl No.5

6 Copy ofService Tax/GST Registration(attached self-attested photocopy ) Encl No.6

7 Income Tax Return for the any 3 years (during2013-14, 2014-15, 2015-16,

2016-17)(attached self-attested photocopy )

Encl No.7

8 Valid registered license for providing Catering by food safety standards

(FSSAI)(Self-attested copy of relevant documents)

Encl No.8

9 Contractor/ Agency should have a yearly turnover (specifically catering) of more than Rs 10 lakhfor any 3 years (during 2013-14, 2014-2015, 2015-16 & 2016-17) for rendering only Catering services. Certificate from chartered accountant stating following 2013-14 = Turnover of catering is Rs

2014-15 = Turnover of catering Rs 2015-16 = Turnover of catering Rs 2016-17= Turnover of catering is Rs

(self-attested Charted accountant(CA) certified copy shall be enclosed)

Encl No.9

10 Whether the agency is been black listed or contract is terminated by RGNIIPM/

Centre /State Government /PSU/ Society/Trust/ Public Ltd. / Private Company

Yes/No

11 Has your firm, its subsidiaries or its parent companies, ever filed for bankruptcy

within last 5 years?

Yes/No

12 Are there any judgments, claims, arbitration proceedings or suits pending or Yes/No

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outstanding against your firm or its officers within last 5 years?

13 Has your firm filed any lawsuits or requested arbitration with regard to any

contract(s) within the last 5 years? Provide details

Yes/No

14 Has your firm ever failed to complete work awarded to it within last 5 years? Yes/No

15 A statement to have read, understood and agreed to the terms and condition of

this tender together with a copy of this tender documents signed and stamped on

each page by the bidder/authorized representative

Yes /No

16 I agree and accept all the terms and conditions of the tender document Yes/No

17 All pages of Tender Document is signed by authorized person Yes/No

18 Any additional information (please attached sheet)

19 The party should be a reputed caterers having at least 4 year work experience

for providing catering contracts of minimum 6 months/one year in each year to

various organizations like Govt. /PSUs / Private organizations from 2012

onwards (attach certificates, work orders for every year)

Encl No.10

20 Number of contracts where the catering Agency having experience for providing

catering services to Govt. /PSUs / Private organizations having

i)at least one contract of each worth Rs 5 lakhs in any 2 years (during 2014-15,

2015-16, 2016-17)

OR

ii)at least two contracts of each worth Rs 2 lakhs, in any 2 years(during 2014-

15, 2015-16, 2016-17)

(Supporting Experience certificates/ relevant documents shall be produced)

Encl No.11

21 The party should provide at least two contracts for providing continental

catering services during last 3 years (during 2014-15, 2015-16, 2016-17)

(work orders/completion certificate specifically mentioning “continental

/International food” issued by the concerned organization shall be provided)

Encl No.12

22 At least 4 parties/clients where services were given (from 2012 onwards)

(work orders/completion certificate issued by the concerned organization shall

be provided)

Encl No.13

23 Declaration by agency for Quality of Materials used by the catering Agency/Contractor I hereby declare that I will provide following best quality items to RGNIIPM

catering services for period of 2 years failing to which my contact may be

terminated after review by RGNIIPM committee

Yes/ No

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(i)Rice (Daily best quality and weekly once Basmati Yes/ No

(ii)Dal &PULSES -Tur and Variety– Best Branded Quality Yes/ No

(iii)Wheat /Atta -MP Boat - best branded quality Yes/ No

(iv)Oil -Refined filtered branded oil (like Gemeni, Dhara, etc.) Yes/ No

(v)Fresh Vegetables, spices, other preparations Yes/ No

(vi)Fresh sweets, fresh Curd & other items Yes/ No

(vii)Quality Biscuits (krackjack /Monaco/Good day) Yes/ No

24 Give details of recent contracts, of similar catering services being rendered by you and which will be available for inspection by RGNIIPM officials:-

as below

24.Give details of recent contracts, of similar catering services being rendered by you in organizations of national and international repute, which will be available for inspection by RGNIIPM officials:- Details Of Previous Contracts Period of Contract

From - To

Name of the Contact person& Name and Address of the

Organization

Value of Contract Rate per plate and Menu provided

2013-2014

2014-2015

2015-2016

2016-2017

Selected bidders should bring all original documents for verification after financial bid

It is certified that the information furnished above is true and correct to the best of my knowledge. In case, it is found that the information submitted is wrong or there has been a misrepresentation of facts, I shall have no objection for my proposal to be rejected, or the Contract to be terminated even if the Contract has been signed.

Date Signature of the Bidder/Authorized representative

Place With Name & seal

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Annexure-II

PROFORMA FOR FINANCIAL BID (To be enclosed in a separate in sealed envelope)

(Annexure II & III can be given in single envelop)

Sl. No.

Particulars of Vegetarian Menu Total Rates inclusive of all charges and taxes per plate, per day (including tea etc.)

(number of plates may vary) (Rate will be valid for 2 years)

1. Working Veg. Lunch menu should be served fresh:- • Salad, Papad, Achar, mouth freshener or soaf • Rice (best quality as per tender document), • Dal (best quality as per tender document), • Fulka/Chapati/Puri (to be served hot), • Two Veg. Sabji (one dry and one with gravy), • Limited Sweet • Limited Curd/Bundiraita/Kadhi/Mattha/Butter milk

Rs ________________ In words _____________

• Tea with Biscuits(pre-lunch) & • Tea (post-lunch) • Best quality disposable glasses during tea break,

lunch • Best quality mediumsize Paper cup for serving tea

Total cost per plate per day with all taxes and charges

Rs_________ in words _______________

Date Name & Signature of Tenderer.

PlaceWith Seal, Stamp

Note :- • The rates quoted for Total cost of serial number 1 will be compared and L1 will be selected. However

RGNIIPM reserves the right to select different party for serial number 1 and 2. • The above rate will be valid for 2 years • Number of plates per day may vary from 10 to 150 or more as per the number of trainees and will be

intimated by RGNIIPM in advance. Duration of training also may vary. • It may be noted that the contract awarded be applicable only during training period as and when required

and intimated by RGNIIPM. The contract will not be applicable for continues period of two years. • Bidders should bring all original documents for verification after opening of financial bid for verification. • The successful bidder should submit the all the original documents to RGNIIPMfor verification, not later

than by next working day from opening of financial bids, failing which CGPDTM/RGNIIPM has right to select L2.

• The rates quoted by the Biddershould be inclusive of all taxes, statutory liabilities at the time of entering the contract.

• If quality of food supplied by L1 is not upto mark, then CGPDTM/RGNIIPM reserves right to cancel the contract immediately and give work order to L2/ L3 as per decision of RGNIIPM committee.

Page 22 of 23

Annexure-III

PROFORMA FOR FINANCIAL BID (To be enclosed in a separate in sealed envelope)

(Annexure II & III can be given in single envelop)

Sl. No. Particulars of Vegetarian Menu for High Tea Total Rates for One box for High Tea inclusive of all

charges and taxes for two yearsper box,

(number of box may vary) (Rate will be valid for 2 years)

2. Rates for One box for High Tea (to be served in box) - One fresh Snacks (like samosa/vada/cutlet/sandwich etc.) - One piece best quality Sweet - One packed Haldiram/other branded snacks (20 Rs) -Tea with Biscuit -disposable glasses -best quality medium size paper cup for serving tea

Rs_________ in words _______________

Total Rates for One box for High Tea inclusive of all charges and taxes per box

Date Name & Signature of Tenderer.

PlaceWith Seal, Stamp

Note :- • The rates quoted for Total cost of serial number 2 will be compared and L1 will be selected. However

RGNIIPM reserves the right to select different party for serial number 1 and 2. • The above rate will be valid for 2 years • Number of plates per day may vary from 10 to 150 or more as per the number of trainees and will be

intimated by RGNIIPM in advance. Duration of training also may vary. • It may be noted that the contract awarded be applicable only during training period as and when required

and intimated by RGNIIPM. The contract will not be applicable for continues period of two years. • Bidders should bring all original documents for verification after opening of financial bid for verification. • The successful bidder should submit the all the original documents to RGNIIPM for verification, not later

than by next working day from opening of financial bids, failing which CGPDTM/RGNIIPM has right to select L2.

• The rates quoted by the Bidder should be inclusive of all taxes, statutory liabilities at the time of entering the contract.

• If quality of food supplied by L1 is not upto mark, then CGPDTM/RGNIIPM reserves right to cancel the contract immediately and give work order to L2/ L3 as per decision of RGNIIPM committee.

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Format of Agreement (onRs 500 stamp Paper to be done after award of contract)

I/We, hereby agree for providing Catering services (as and when required) during the training

programme for the trainees and officers deputed for training at RGNIIPM, Nagpur and also during

short term public training programme i.e. of half day, 1, 2, 3, 5 days period or more days as required

by the office. In addition to that, we shall provide the catering services on other occasion(s) or as and

when intimated by the O/o. RGNIIPM, such as Awareness program/Seminar etc. for 10-150 or more

trainees for period of 2 years as per the terms and conditions of tender document.

I / we, hereby agree all the terms and conditions of tender document of PIS/RGNIIPM for providing

catering services for period of two years. All the terms and conditions are binding on me/us and failing

to which my/our contract will be terminated.

Date

Place

Name & Signature of Tenderer.

With Seal, Stamp

Signature of witness (name and details)

1)

2)