TENDER DOCUMENTIndividuals signing the tender and other documents connected with the contract must specify - a) The signatory authority of the firm/company should sign the tender for

Page 1 of 49 Signature of the tenderer with seal

TENDER DOCUMENT

NIT No: IITG/ Estb/NIT-01/2018/Cleaning Services/ Group-A, Dated 28/03/2018

T E C H N I C A L B I D

PROVIDING CLEANING SERVICES IN THE INSTITUTE ACADEMIC, ADMINISTRATIVE &

OTHER ACADEMIC ACTIVITY PREMISES

(Group –A)

Indian Institute of Technology Guwahati GUWAHATI -781039 (Assam)

NOTE: The cost of the downloaded Tender Document (of Rs. 15,000/-) should be deposited at time

of submission with the technical bid.

INDIAN INSTITUTE OF TECHNOLOGY GUWAHATI Guwahati - 781 039 (Assam)

Phone : (0361) 2582043 Fax : (0361) 2690762


NOTICE INVITING TENDER

NIT No. IITG/Estb/NIT-01/2018 /Cleaning Services/Group-A, Date 28/03/2018

SECTION-I

Instructions to Bidders

Sealed tenders are invited in a two-bid system (viz. Technical Bid & Price Bid) from

experienced firms/ agencies having their own Head Office or Branch Office at Guwahati,

Assam for “Providing Cleaning Services in the Institute Premises at the IIT Guwahati

campus” as per the requirement indicated in the Bid document on Contract Basis.

1 Name of the Work : Providing CLEANING SERVICE in the Institute Academic,

Administrative & other Academic Activity Premises

including supply of manpower for other actives.

Cleaning Service Area includes : Administrative Building,

Academic Complex, Lecturer Halls & Central Workshop,

Computer & Library Building, Auditorium Building &

Conference Centre, Technology Complex, Power House,

Director’s Bungalow, Akshara Pre-School, Staff Community

Halls & Commercial Complex

Other activities includes: Controlling Audio & Video

machineries, activities in classrooms areas in in Academic

activities areas, maintenance of furniture etc.

2 Scope of Work/

Service

: As per Schedule in the tender document which may be

extended at the discretion of the Competent Authority purely

on grounds of Institute’s exigency.

INDIAN INSTITUTE OF TECHNOLOGY, GUWAHATI Guwahati - 781 039

Phone : (0361) 2582043 Fax : (0361) 2690762


3 Qualifying Criteria :

(i) The bidder has to be registered under the Company’s Act, or Partnership Act or Society’s

Act. or a proprietorship firm.

(ii) The bidder should have a minimum experience of three years in similar works/services

under Central/state Universities, or any reputed educational Institute with a

student & employees base of not less 5000 (five thousand) including hostels,

library cleaning certificate in housekeeping from at least one organization where they

have been providing similar services during last five years .

(iii) The bidder shall have the following Registrations and details of the same be provided

a) PF Registration

b) ESI Registration

c) Goods & Services Tax (GST) Registration

d) Up to date Labour License

(iv) The bidder must possess Income tax clearance certificates issued to update.

(v) The bidder must have its Head Office or a Branch Office in Guwahati.

(vi) The annual turnover of the tenderer for each of the last three financial years (FY

2017-18, FY 2016-17, FY-2015-16, or FY 2014-15) shall not be less than Rs. 2.00

Core (Rupees One crore only). Audited financial statements duly certified by the

Charted Accountant (CA) for the past three years shall be enclosed. (for total

Group-A).

(vii) The tenderers/bidders should have minimum three years experience in doing

similar nature of work in reputed institutions preferably in Govt. organizations and

have successfully completed at least during last five years:

a) One similar work of annual value equal to Rs 1.40 crore (excl. GST/ ST and

Cess)

b) Two similar works of annual value equal to Rs. 1.50 crores-in total (exc.

GST/ST and Cess)

c) Three similar works of annual value equal to Rs. 1.60 crores in total (excl.

GST/ST and Cess).

(in any each year) within the last three financial years.

The qualifying criteria may be relaxed at the discretion of the Institute’s Authority.

3. Last date for submission of

the tender

: Upto 2.00 p.m. 25/04/2018. The tenders received after

stipulated date and time will be rejected.

4. Pre Bid Meeting : At 3.00 p.m. on 20/04/2018. The bidders/ tenderers

may appear Pre Bid to clarify any queries regarding

scope of work, quantum of work or any terms &

conditions of the tender documents.


5. Date of Opening of the

Technical Bid

: At 3.30 pm on 25/04/2018. In case the date of tender

opening is declared to be holiday by the Central/State

government or local administration, then it will be

opened on the next working day. However,

opening/closing time of tender will remain the same.

6. Date of Opening of the

Price Bid

: The price bids of only those firms, who are found

qualified on evaluation of the technical bids, shall be

opened on a later date with intimation to the

bidders.

7. Place of opening the tender : In the Conference Room at Administrative Building,

IITG Campus, Guwahati-781039 (Assam).

8. Earnest Money Deposit : The bidder shall have to deposit Rs. 2,00,000/-

(Rupees Two lakhs only) as Earnest Money (for each

Group) by Demand Draft/ Pay Order./ Banker’s

Cheque of any scheduled bank in favour of “ I.I.T

Guwahati” payable at “Guwahati” which will be

refunded to the unsuccessful bidders after awarding

the service contract to the successful bidder.

9. Security Deposit : The successful bidder will be required to deposit a

security deposit of Rs. 8,00,000/- ( Rupees Eight lakhs

only for the Group -A in the form of demand draft or

Bank Guarantee (of Nationalised Bank) within 15

(fifteen) days after the award of outsourcing service.

10. Tender Validity : 90 (ninety) days from the date of opening.

11. Payment terms Payment will be made after successful completion of

work on a monthly basis, which may be released

within 15days after submission of bill.

12 Contract Period : Initially 02 (two) years from the date of issue of

work order with a provision for extension by one or

more years up to a maximum of 5 years ( including

original contract of 2 years) subject to satisfactory

service and at the discretion of the Institute.

12 Inspection Authority : The Deputy Registrar, Establishment Section, IIT

Guwahati, Guwahati – 781039, Assam.

13 Cost of Tender Rs. 15,000/- (Rupees Fifteen Thousand only) non-

refundable by Demand Draft/ Pay Order./ Banker’s

Cheque of any scheduled bank in favour of “ I.I.T

Guwahati” payable at “Guwahati”. The cost of the

downloaded Tender Document should be deposited at


time of submission with the technical bid.

14 Tender to be addressed to : The Deputy Registrar, Establishment Section, IIT

Guwahati, Guwahati – 781039, Assam.

15 Availability of Tender

Document

: Office of the Deputy Registrar, Establishment

Section, IIT Guwahati, Guwahati –781039, Assam.

16 The issue of tender paper to a bidder does not mean that the bidder/tenderer is considered

qualified for the bid.

17 The bidders can submit tenders for Group -A. Evaluation of the tender will be done

separately for Group -A. IIT Guwahati has right to allot to one bidder or different bidders

as per decision made by the Competent Authority of the Institute.

18 The Institute reserves the right to accept or reject any application for issue of tender

document without assigning any reasons.

Deputy Registrar (Estb.)

IIT Guwahati, North Guwahati

PIN –781039, Assam


SECTION - II

PROCEDURES AND CONDITIONS OF CONTRACT

1 Tender Invitation :

Sealed Tenders in a two bid system (i.e. Technical Bid and Price Bid) are invited by

Indian Institute of Technology Guwahati from registered firms/ agencies/

companies having the necessary experience as given in the Instructions to Bidders.

The price bids of only those firms who are found qualified on evaluation of the

technical bids, shall be opened at a later date (to be intimated to the bidders) in the

Conference Room at Administrative Building, IITG Campus, Guwahati in the

presence of the authorized representatives of the bidders.

In case the opening date of the tender is declared to be a Holiday by the

Central/State Govt. or Local administration, then the last date of receiving tenders

and the date of opening will the next working day with the times remaining the

same..

2 Signing of the Tender :

Individuals signing the tender and other documents connected with the contract

must specify -

a) The signatory authority of the firm/company should sign the tender for bidder.

b) A tender shall contain the name, residence and place of business of person or

persons making the tender and shall be signed by the bidder with his/her usual

signature. Partnership firms shall furnish the full name of all partners. It should be

signed in the partnerships’ name by all the partners or by duly authorized

representative followed by the name and designation of the person signing. Tender

by corporations shall be signed by an authorized representative and a power of

attorney in that behalf shall accompany the tender.

c) When the bidder signs a tender in a language other than English, the amounts in the

price bid must be written in English. The signature should be attested by at least

one witness.

d) Witnesses and sureties shall be persons of status and property and their name,

occupation and address shall be stated below the signature

3 (i) Filling up of the Tender :

a) All forms in the tender document must be filled up.

b) The tender must be written or typed legibly in English only (except for 2(c) above).


c) Overwriting in the tender may render the tender invalid.

d) Corrections should be made after scoring out the incorrect entry. All corrections

should be duly attested with the full signature of the person signing the tender.

e) The bidder must state his complete postal address and telephone numbers on the

tender form.

(ii) Pre Bid Meeting :

A pre bid meeting will be held at 3.00 pm in the office of the Deputy Registrar

(Establishment) on 20/04/2018. The bidders/ tenderers may appear Pre Bid to

clarify any queries regarding scope of work, quantum of work or any terms &

conditions of the tender documents.

4 Preparation of Bids:

The Technical Bid and Price Bid should be submitted separately in sealed

envelopes mentioning the same on the cover and both the bids should be inside one

envelope, which shall be super-scribed “Techno-Commercial Bid for Group –A.

4 .1 Technical Bid:

Technical Bid should contain

(i) EMD of Rs. 2,00,000/- (Rupees Two Lakh only) in favour of “IIT Guwahati’

payable at Guwahati in the form of Demand Draft/ Pay Order/ Banker’s Cheque.

(ii) Company's/Firm’s/Agency’s Registration Certificate.

(iii) EPF, ESI, Goods & Services Tax (GST) Registration Certificates, Valid Labour

License.

(iv) Up-to-date GST clearance and Income tax clearance certificate.

(v) Company’s up-to-date Balance Sheet for the last three years.

(vi) Document regarding present establishment/ business (self explanation by the bidder

about his/ her establishment) with Company brochure showing its profile (if any).

(vii) Experience of execution of similar services & their duration supported by attested

copies of documents from the competent authority.

(viii) Testimonials / certificates from competent authority regarding the quality

/performance.of service provided in each case (experience).

(ix) Proof of Company/Agency having its own Head Office or Branch Office in

Guwahati.

(xi) Previous credentials to the effect that stipulated rate of wages have been paid by the

agency to its employees as fixed by the Labour Enforcement Office.


(xii) List of present key personnel deployed.

(xiii) List of Key Equipments/ machineries

(xiv) Proposed Plan/ Methodology for proposed work services in the Institute

The Technical Bid document along with legible attested photocopies of all the

required documents as per tender document should be submitted.

Bidder/tenderer has to produce original documents for verification at the time

of opening of technical bid without which the technical bid will be considered

null and void..

4.2 Evaluation of Tender

The tender will be evaluated out of a grand total of 100 marks. Total of 100 marks

will consist of 70 marks for technical bid and 30 marks for price bid.

4.3 Evaluation of Technical Bid :

70% of weightage shall be given to the Technical bid and 30% to price bid. The

Technical bid will carry maximum marks of 70.The maximum mark for each

activity of Technical bid is as under:

The Technical bids will be scrutinized on the basis of basic eligibility criteria.

Thereafter, the shot listed bidders would be required to make presentations and /or

written submissions to a Committee of officers constituted for the purpose. The

presentation will broadly cover the following: -

a) The technical bid for Group -A will be evaluated by an internally constituted

committee of the Institute based on total marks of 70 for each Group on the

following points:

i. Details of such major previous works during the last 5 (five) years and past experience in

carrying out similar work for serving (Specially Cleaning Service) experience (annual

contract value for 3years also taken into account) Max. 25 Marks

Contract done having yearly contract value : (max. 20 Marks)

( Yearly Contract value )

Annual contract value Rs.3.00 cores & above (20 marks)

Annual contract value Rs.2.50 cores less than Rs. 3.00 crores (17 marks)

Annual contract value Rs.2.00 cores less than Rs. 2.50 crores (15 marks)

Annual contract value Rs.1.40 Crore less than Rs. 2.00 crores (12 marks)

The contract/ firm was/is providing the cleaning services having contract value in any

each year since last three years. The calculation will be made on the basis of maximum amount in a

month in any particular organization in last three years with proof thereof.

Contract done for the period : (max. 05 Mark)

(Contract value reflecting no. of years )

Annual contract value Rs.3.00 cores & above for 3years (5 marks)


Annual contract value Rs.2.50 cores less than Rs. 3.00 crores for 3years (4 marks)

Annual contract value Rs.2.00 cores less than Rs. 2.50 crores for 3years (3.5 marks)

Annual contract value Rs.1.40 Crore less than Rs. 2.00 crores for 3years (3 marks)

(proportionate marks allotted for each year by dividing by 3)

ii. Work experience under type of Organization Max. 3 Marks

(Private/ State Govt/ Central Govt/ PSU/ Autonomous Body/ Both Central & State Govts.

etc.)

iii. Satisfactory performance certificates (previous/current organizations and based on

performance certificate Overall grading of service at Annexure –V ) Max. 3 Marks

(Based on rating Excellent/ very Good/ Good/ Average/ Poor on contract value)

iv. Duration of Housekeeping Business (basically Cleaning Services) beyond 3 years Max. 5

Marks

Annual contract value Rs.3.00 cores & above for 3 years (5 marks)

Annual contract value Rs. 2.00 crores less than Rs. 300 crores for 3years (4 marks)

Annual contract value Rs.1.40 crores less than Rs. 2.00 crores for 3years (3 marks)


v. Submission of copy of certificate for EPF Registration, ESI Registration, Labour

Registration, Income Tax Clearance & GST Registration Max. 5 Marks

EPF Regn. : ( 1 Mark), ESI Regn. : ( 1 Mark), Labour Licence Regn. : ( 1 Mark), GST Regn. : ( 1

Mark) Income tax clearance : ( 1 Mark)

vi Annual Turnover during last 3 (three) years Max. 6 Marks

Annual Turnover Rs.4.00 cores & above for 3years (6 marks)

Annual Turnover Rs.3.00 cores to Rs. 3.99 crores for 3years (5 marks)

Annual Turnover Rs.2.00 to Rs. 3.00 crores for 3years (4 marks)


vii Details of Key personnel working presently (Annexure – VI) Max. 10 Marks

(No. of cleaners, No. of superiors & No. of managers )

The deployment of manpower is to be shown in the List of personnel working which is to be reflected in

the ESI/EPF/Salary statement as recorded.

No. of manpower : 200 & more (10 marks)

No. of manpower : 150 less than 200 (8 marks)



viii Details of Key equipment presently available (Annexure – VII) Max. 4 Marks

(floor scrub & auto scrub machines/ higher pressure pump, trolley /thella/ladder, vaccum

cleaner (dry & wet)


ix Details of Inputs and work Plan for proposed services (Annexure –VIII ) Max. 9 Marks

Methodology to be adopted in providing the services (innovation and creativity

Details of materials/equipment to be used and their frequency of use

Methods of dumping the removals/disposal to designated bins

Quality and number of manpower to be engaged

Use of resources (machineries, tools etc)

Supervision methodology

Quality control techniques.

Bidder obtaining 60% (i.e.) 42 marks and more out of a maximum (70 marks) in this

stage of evaluation will be short-listed for the opening of Price Bids.

b) Price bid of unsuccessful bidders (in Technical Bid) may be returned against the formal

letter from the respective unsuccessful bidder.

c) The Institute does not bind itself to disclose the awarded marks obtained in evaluation of

technical bid before the participant bidders.

NOTE :

On closing of tenders, the Bidders may enquire the areas where marks are to be

awarded in details as Para(s) stated above.

The technical bid shall be opened on the scheduled opening date and the price

bid of only the firms/agencies who are found qualified on evaluation of the

technical bid, shall be opened on a later date(working day) with intimation to the

bidders.

4.4 Price Bid:

The Price Bid should be submitted separately in the format mentioned in the NIT

document. The Price Bid showing total amount on job contract basis for Cleaning Services

in the respective building/ premises wise break-up, which will include all mandatory,

statutory payments including other percentage/expenses as per PRICE BID (Schedule of

Rates) at Annexure-A (Part-A, Part-B & Part-C ) for Group-A

.

4.5 Final Evaluation of Tender:

The final marks out of a grand total of 100 marks (70 marks for technical bid and 30 marks

for price bid [(Part-I & II)] derived with the help of the following formula will determine

the overall lowest bidder.

F = [ C low /C x 30 ] + T

Legends :

F = Final Marks T = Marks obtained in the Technical Bid


C low = Lowest Price C = Price of current bid

The bidder with the highest score would be TREATED the Lowest bidder (L 1). As the

area under Housekeeping is quite large, works under Group -A may be allotted to more

than one bidder. If the Institute decides to offer it to two bidders, it will be offered

according to the following logic.

Bidder may be called for justification of rates quoted during the processing of the

price bid. If the rate is found to be unjustified, the bidder may be rejected without any

notification.

5 Acceptance of the Tender Offer:

a) IITG does not bind itself to accept the lowest or any tender and reserves the right to

accept/reject the whole or any Group of the tender without assigning any reason

thereof.

b) Acceptance of the tender offer will be communicated by a letter of acceptance from

the office of the Deputy Registrar (Establishment), IIT Guwahati.

6 Earnest Money Deposit(EMD):

a) Earnest Money Deposit as specified in the tender notice is payable with the tender

and the amount is to be paid only by Demand Draft/Pay Order/Banker’s Cheque

issued by any Nationalised Bank in favour of “I.I.T. Guwahati” payable at

“Guwahati”. EMD paid by cheque will be rejected.

b) No Bank Guarantee will be allowed.

c) No intimation shall be sent to the unsuccessful bidders.

d) EMD shall be refunded after awarding the contract to the unsuccessful bidder and

no interest is payable on EMD.

7 Security Deposit:

a) The successful bidder will be required to deposit a security deposit of

Rs. 8,00,000/- ( Rupees Eight lakhs only) for the Group –A in the form of demand

draft or Bank Guarantee (of Nationalised bank) within 15 (fifteen) days after the

award of outsourcing service. Earnest Money deposited at the time of submission of

the tender can be adjusted against the security deposit, by depositing the balance

amount.

b) The Security Deposit will be refunded or released after expiry of Contract

Agreement subject to satisfactory service of contract.

c) No interest is payable on the Security Deposit.


8 Submission of Tender:

a) Tender must be submitted in original and without making any additions, alterations

and as per details given in other clauses in tender document. The requisite details

shall be filled in by the bidder in the tender document. The rate shall be filled in the

Schedule given in this tender document. Reservations, if any, regarding the tender

conditions and schedule rates should be clearly brought out in a separate letter.

b) Addenda/Corrigenda to this tender document, if issued, must be signed and

submitted along with the tender document.

c) Out of two copies marked “Original Copy” and “Bidder Copy” contained in each

set, copy marked “Original” duly completed and signed on each page should be

submitted along with the offer. The copy marked “Bidder” will be retained by the

bidder.

9 Rates and Taxes:

(a) This Bidder shall have quote to the fixed charge against the items as mentioned in

the PRCICE BID of Part-A where the rates/amounts for all the services should

be inclusive of cost of manpower as mentioned in the items which is inclusive of

wage, EPF, ESI, Bonus, etc. and cost of equipment/ machineries, cleaning

materials & chemicals. tools, transportation, uniforms etc. Tax under IT Act (TDS)

will be deducted at source. . The Institute is not liable to pay any other charges/

taxes not mentioned in the tender except relevant Goods & Services Tax (GST).

The GST will be paid to the agency at the applicable rate by the Institute and it

will be the responsibility of the agency to deposit the same with the concerned

authorities within stipulated time and proof of which is to be submitted to the

Institute within one month from the date of release of such tax by the Institute or

raising of the next bill whichever is earlier. (Part-A : FIXED CHARGE &

ADDITIONAL CHARGE FOR ESCALATION ON LABOUR WAGE).

(b) If the Institute requires the additional manpower for any other activities in future

therefore the bidder shall have to quote in the PRICE BID of Part-B for

administrative changes/ contractor’s profit against the supply of supply of

manpower of other activities. (as per Sl No. 1). The Institute will reimburse the

amount of labour wages based on (days) actual work done during the particular

month. The Institute will reimbursement the wage/ labour payment as per

Minimum wages of Govt. of India notification issued by the officer of Chief

Labour Commissioner under Ministry of Labour & Employment which is

applicable in Guwahati City, Assam.

Details category of manpower :

Cleaners/ Safaiwala falls under the Employment of Sweeping, and

Cleaning excluding, activities prohibited under the Employment of Manual

Scavengers and Construction of Dry Latrines (Prohibition), Act, 1993 for

Grade-B City.

Cleaner Supervisor/ Supervisor/ Carpenter fall under the Maintenance


Work which will be treated as “Skilled” category for Grade-B City.

Sorting & Computer Assistants/ Manager fall under the Maintenance

Work which will be treated as “Highly Skilled” category for Grade-B City

(Part-B : Supply of Manpower).

(c) The bidders shall have to supply the toiletry items as required for the official use

viz. Odonils, Room Fresheners, Toilet Papers, Liquid Soaps, Plastic Buckets,

Mugs dustbins etc. as mentioned below under the Cleaning Services. The cost of

same shall be reimbursed by the Institute therefore the bidders shall have to quote

the rate of discount/charges on the Max. Retail Price (MRP) which is menitonoed

in the PRICE BID of Part-C. The toiletry items are to be supplied based

indent/ formal letter issued by the concerned section/ the Establishment

Section of the Institute.

10 Taxes & Labour :

a) PAN, IT Clearance certificate, Provident Fund Registration No., Goods & Services

Tax (GST) Registration No., Professional Tax Registration etc. must be attached.

In the absence of the said documents, bidder/tenderer may not be awarded the

work tendered for in the light of Central Govt. directives/instructions.

b) Since provision of labourers/employees attracts under Labour Laws, therefore the

bidder shall have to valid a license under the Valid Contract Labour (R&A) Act.

1970) has to obtain license from the competent authority as and when required and

this will be the sole responsibility of bidder. The Bidder/Contractor will be

responsible and liable for the implementation of all the statutory provisions as

regards personnel to be deployed by him in respect of minimum wages, Provident

Fund, and ESI etc. as and when they become applicable under the Labour Laws. The

Bidder/Contractor shall maintain all the statutory registers under the law. The

Bidder/Contractor shall produce the same on demand to Institute’s authority or any

other authority under law. In case the Bidder/Contractor fails to comply with any

statutory obligation under any Labour Laws, and as a result thereof the Institute is

put to any loss or obligation, monetary or otherwise, the Institute will be entitled to

get itself reimbursed out of the bills or the security deposit of the

Bidder/Contractor, to the extent of the loss or obligation in monetary terms.

It shall be the responsibility of the company/firm/agency to satisfy Labour Laws

and others laws(as applicable) in force in India.

11 Period of Contract :

Initially 02 (two) years from the date of issue of work order with a provision for

extension by one or more years up to a maximum of 5 years (including original 2

years of contract) subject to satisfactory service and at the discretion of the

Institute.


12 Agreement :

The successful agency shall sign agreement with the Institute on Govt. Stamp

Paper (non judicial) of Rs. 100/- for the execution of work.

13 Negotiation :

Any attempt to negotiate directly with authority to accept the tender or influence

the acceptance of the tenders by any means will render the tender liable to

exclusion from consideration.

14 Communication :

All communications sent to the last known postal address of the bidder shall be

deemed to be delivered to him. So, if there is any change in address, the bidder

should immediately intimate it to along with email ID & contact numbers (which

are active)

The Deputy Registrar, Establishment Section,

IIT Guwahati, Guwahati, PIN- 781039,

Phone : +91-361-2582043, E-mail- [email protected],

Fax No. 91-361-2690762

15 “NO DUES” Certificate :

Any tenderer/bidder who currently has or in past had any financial dealings with

the other organizations shall submit a “NO DUES” certificate from the said

organizations otherwise his/her tender will be rejected.

16 Rejection of Tender :

Tenderer/bidder will be bound by the details and documents as furnished by him to

the Institute while submitting the tender or at any other time. In case any of the

details of such documents furnished by him/her, is found to be false at any stage or

incomplete, this will be treated to be a breach of the terms of Contract, making

him/her liable for action and also the tender will be rejected.

17 Modification in Agreement :

a) IIT Guwahati reserves the right to modify/ add any clause to the agreement during

the period of the contract, for any essential matter, on mutually agreed terms.

b) In case of breach of any of the terms of Agreement, the security deposit of the

Contractor will be liable to be forfeited by the Institute. In addition, the Contract/

Agreement will also be liable to be terminated. Any sum of money due or payable to

the Institute including the security deposit refundable to him under the contract can

be appropriated by the Institute against any amount which the Contractor may owe to

the Indian Institute of Technology Guwahati.

mailto:[email protected]


18 Responsibility for executing the Contract :

The agency shall be responsible in all respects for the services & is bound to abide

by the terms and conditions as specified in the tender document.

19 Subletting of Contract :

The successful bidders shall not sublet/ transfer the contract. Any subletting will

result in the immediate termination of the contract and the security deposit is liable

to be forfeited.

However, for supply/purchase of cleaning materials/agents, the agency may offer/

engage other contractors/firms. Before engaging the sub contractor for the supply

of cleaning materials/ third party agency for Pest Control, the agency shall have to

take the approval from the Competent Authority of the Institute. The agency will

be solely responsible to the Institute for the services provided by the sub-

contractors/ firms.

20 Interpretation of Contract Documents :

Except if and to extent otherwise provided by the contract, the provisions of the

contract shall prevail over those of any other documents forming Group of the

contract. Several documents forming the contract are to be taken as mutually

explanatory. If there be any discrepancy, inconsistency, error or omission in the

contract or any of them, the matter may be referred to Competent Authority who

shall give his decision and issue to bidder instructions directing in what manner

the work is to be carried out. The decision of Competent Authority of the Institute

shall be final and conclusive and the bidder shall carry out work in accordance

with this decision.

21 Damage to Property :

a) The tenderer/bidder shall be fully responsible for making good or making

necessary payment for any loss or damage caused to any structures, properties etc.

belonging to the Institute if such loss or damage is due to the faults and or

negligence or willful commissions of the bidder, his/her employees, agency

representatives or sub-bidders, as per investigation report of the Institute and

whose assessment shall be final and binding on the bidder.

b) Tenderer/Bidder shall ensure that trees, flowers, plants and grassy lawns are not

damaged by the staff deployed/employed.

22 Deployment :

a) The bidder/contractor shall be responsible for recruitment and deployment of staff

for service and the staff so recruited and deployed by him shall be under his direct

control/supervision. The bidder/contractor shall exercise total superintendence,

control and supervision over the staff and their work.

b) The bidder/contractor shall not deploy any minor as labourer/worker.

c) That all intents and purposes the contractor will be the “EMPLOYER” within the

meaning of different labour legislations in respect of the staff for services so


employed and deployed.

d) The employees appointed by the agency for the above job shall have no rights to

claim for absorption in the services of IITG and shall also have no claim for

continuation with the existing job if the agency is replaced.

e) The bidder/contractor shall issue identity cards to all staff engaged for

housekeeping activities engaged by the bidder/contractor for deployment in IIT

Guwahati. The staff should not have any criminal or police cases and the

bidder/contractor has to verify the same in writing and submit the same to the

Institute’s Authority. The bidder shall deploy only those whose antecedents have

been verified by the police authorities.

23 Discipline

a) The staff for housekeeping services deployed by the bidder/contractor should

behave in a proper and courteous manner with all the members of the faculty, staff,

and students and will be bound to observe all instructions issued by the Institute’s

Authority concerning general discipline and behaviour.

b) In case, the staff for housekeeping deployed by the bidder/contractor commit any

act of omission or commission constituting misconduct or indiscipline, the

bidder/contractor will be liable and responsible to take disciplinary action against

the staff, including suspension, dismissal from service etc. or remove from

Institute’s premises/campus.

c) The staff for housekeeping services will be allowed to stay in the campus for a

specific period in a day for execution of work. It will be the responsibility of the

contractor to ensure the staff vacates the campus after their specified period of

work. Few staff with supervisors may be allowed to take care of any emergency

cleaning work as assigned by the Institute. For this, the staff must stay in the

campus during office hours only.

d) Co-ordination with agencies/departments: The bidder/contractor will have to

maintain close co-ordination and co-operation with different departments/centres/

sections of IITG as well as with other agencies at the campus. No extra claim on

this account shall be payable by the Institute.

24 Uniforms :

Staffs/ Cleaners are to wear the uniform and carry Identity Cards during their

working hours. The bidder/contractor will be responsible for arrangement of

uniform and Identity Cards for their staff. No payment for the cost of uniform will

be made from the Institute’s end. Staff posted on duty should always be in neat

and clean complete uniform and carry photo identity card duly signed by the

agency. Giving due regard to the safety & hygienic working condition of the

cleaning, apart from the 2(two) pairs of dress, the agency/ contractor shall also

provide hand gloves, caps and 2 (two) sets of working shoes, masks which the

cost of same should be included in the fixed cost.


25 Facilities provided by IITG :

The Institute will provide certain Amenities to the employees for the purpose of

this service such as a) provision of canteens, b) rest rooms/area, c) drinking water

d) First Aid facilities etc.

26 Transportation :

The supervisors of the agency may use IITG Buses for commuting to and from

IITG Campus by paying bus fare or procuring monthly/ three monthly Bus-Passes.

However, other employees of the agency are not allowed to avail the Institute

transport.

The contractor has to obtain the GATE PASS for his labourers/workers for entry

into the campus, which has to be surrendered on termination from work.

Otherwise, final payments will not be released.

27 Accommodation :

The Institute will not provide any accommodation to the employees who are

engaged in the Housekeeping Services. It shall be the responsibility of the

bidder/contractor to provide accommodation to the employees.

28 Safety Measures :

a) The bidder/contractor shall carry out all works in accordance with statutory

requirement of Safety Regulations and other rules/Acts as applicable.

b) The bidder/contractor or his/her representative must take immediate corrective

measures whenever any unsafe conditions/practices are detected.

c) The bidder/contractor or his/her representative shall report any accident to

appropriate Authority and also to the Institute Authority. The cause of all minor

and or major accidents that occur in their job shall be reported and immediate

remedial measures shall be taken to prevent recurrence of such accidents and also

the responsibilities solely lie on the contractor/bidder.

Use of matchbox, lighters & smoking or other such acts, which may cause fire/

accident, are strictly prohibited.

d) Institute shall not be responsible for any injury to the staff for housekeeping and

caused in course of their performing the duties or for payment of any

compensation.

29 Penalty :

a) If the agency fails to perform the work as per specification of work and not

keeping the place clean, IITG shall impose penalty, which will be a sum of 10%

the amount of the Particular work or as per the order from the Institute’s

Authority or as may be deemed by the Competent Authority not exceeding the said

10%.

b) Non availability of any of the declared services shall lead to imposition of penalty

as per the order from Competent Authority of the Institute.


30 Failure and Termination :

If the performance of the agency is not satisfactory, the competent authority may

take any action which is as follows:

a) To cancel the contract

b) To engage another agency from the wait list.

c)

NOTE : Feedback against the services provided by the contractor may be

collected from the respective depts./sections/centre internally. Based on the

same, the performance of the contractor will be justified.

31 Warranty :

The successful bidder shall ensure that the quality of service is prompt and is in

accordance with the specifications mentioned. Quality of materials shall be of

good grade and acceptable standard.

32 Force Majeure :

In the event of any force majeure causing the agency for delay in the service,

Institute authority shall not be liable for any legal obligation.

Force majeure shall mean and be limited to the following :

a) War/Hostility

b) Riot or Civil Commotion

c) Earthquakes, fire tempest, lightening or other natural physical disaster.

d) Restriction imposed by the GOVT (Central or State) or other statutory

bodies which prevent or delays the execution of service.

The Agency shall advise the IITG authority through a registered letter duly

certified by the local Chamber of Commerce or statutory authorities, the beginning

and end of the above cause of delay within 21 (twenty one) days of the

occurrences and cessation’s of such force majeure condition. In the event of

delay lasting over one month , if arising out of force majeure the IITG authority

reserves the right to cancel the Contract and the provisions governing termination

stated under relevant clauses shall apply.

33 Arbitration :

All disputes or differences whatsoever arising between the parties out of or

relating to the work will be settled by arbitration of the Indian Council of

Arbitration and the award made in pursuance there of shall be binding on the

parties. Such arbitration shall be governed by the Arbitration & Conciliation Act .


34 Recovery of Sum Due :

Whenever any claim for the payment of a sum of money has arisen out of or under

this contract against the agency, the Contract awarding authority shall be entitled

to recover such sum by appropriating in Group or whole from the security money

deposited by the agency. In case the amount to be deducted at any time exceeds

the security deposit, the agency shall pay to IITG on demand the balance due.

35 Payment :

a) Unless otherwise agreed the agency shall have to submit the monthly bills to the

Institute in duplicate. The bill shall contain offer letter and contract agreement.

The payment of monthly will be released within 15days from the date of

submission of bill. The cheque shall be issued for the passed amount by the

Registrar, IIT Guwahati.

b) Bills shall be submitted monthly against the actual execution of work (as per

Schedule of Rate) by the bidder/contractor. The bill shall be paid after satisfaction

of the authority in respect to the services rendered by the bidder/contractor.

c) The contractors/ firms shall have to submit the Monthly Bills to the HOS

(Establishment Section) on competition of particular month’s services . However,

the releasing of the monthly bill will be made subject to satisfaction of services

provided by the contractors/ firms (of Group-A) for the respective/ designated

areas. In this regard, the Institute may collect the monthly feedback from the

Depts./Centres/Sections/ (for Group-A) internally for rating the service.

d) Income Tax at the prevailing rate on gross amount of the bill shall be deducted

from the bidder’s bill as per rule.

e) Entire contract (Group-A) shall be considered as SERVICE and the Goods &

Services Tax (GST) at applicable rate shall be paid extra at the rate in force against

each bill as per rule.

f) The bidder/contractor will ensure that he/she pays minimum wages including

overtime pay (as per Minimum Wages Act and as per Govt. of India notification

from time to time) ) to all his/her employees at all times along with statutory

obligations like EPF, ESI etc. as mentioned in the tender document. A certificate/

self decalration with regard to the payment made to labourers/workers engaged in

work on each time has to be furnished by the contractor along with the next bill

submitted. While submitting the bill, the same have to be attached with the bill.

g) The agency shall have to maintain the various registers for deployment of

labourers/workers, working hours, payment of wages, etc. which has to be duly

signed by the contractor and the officer-in charge. On demand, the

agency/contractor shall have to produce before the Inspecting Authority of the

Institute for official purposes.


36 Termination of Contract:

a) The Institute has the absolute right to terminate the contract at any time by giving

one month’s notice in writing without assigning any reason whatsoever and

Institute shall not be responsible for any loss, damage etc. suffered by the

firm/agency/company as a result of such termination of contract.

b) In the event of the bidder/contractor desiring an earlier termination of contract,

he/she shall have to give 3 (three) months advance notice to the Institute.

c) In case of termination of this contract/agreement on its expiry or otherwise, the staff,

or personnel engaged and deployed/deputed by the bidder/contractor, will not be

entitled to and will not claim any absorption in the regular or otherwise services of

the Institute. The personnel of the bidder/contractor will not claim and will not be

entitled to pay, perks or any other facilities as admissible to the regular/ confirmed

employees of the Institute during the subsistence of the contract/agreement and even

after the expiry of the Contract/Agreement.

d) Without prejudice to any of the rights or remedies under this contract, if the

bidder/contractor dies, the competent authority shall have the option of terminating

the contract without compensation to the bidder/contractor.

37 Acceptance of Tender and Signing of the contract :

The Institute reserves the right to reject any or all the tender forms without

assigning any reasons. The Institute does not bind itself to accept the lowest rate

of tender nor does it undertake to assign reasons for the decision taken in this

matter. Tenders in which any of the particulars and prescribed information are

missing or are incomplete in any respect and or the prescribed conditions are not

fulfilled are liable to be rejected. Acceptance of tendered rates will be

communicated by a formal hard copy to the bidder/contractor.

The bidder/contractor whose tender is accepted shall be required to appear at the

office of the Deputy Registrar, Establishment Section , Indian Institute of

Technology Guwahati, Guwahati – 781039, in person or, if the bidder/contractor

are a firm, company or a corporation, a duly Authorized representative shall so

appear and execute the contract agreement/ documents as stipulated in the

conditions of lease within 10 days of the date of issue of the Letter of Intent/

Work Order from the Institute. In the event of failure on the Group of successful

bidder/contractor to sign the agreement within the above stipulated period, the

earnest money shall be forfeited and the acceptance of the tender shall be

considered as cancelled.

38 Legal Jurisdiction:

The contractor shall abide by all the rules, regulations, by-laws and statues etc. as

exists in the Institute. . That, any matters of disputes arising out of contract

agreement will be subject to jurisdiction of the Courts located at Guwahati, Assam.

I/ We accept all the General Terms & Conditions mentioned in the tender

document.


SECTION - III

DETAILS REGARDING EXPECTED SERVICES

1 Responsibility for executing the contract:

The agency shall be responsible in all respects for the Cleaning Service under

Group-A is bound to abide by the terms and conditions as specified in the tender

document. The institutes premises comprises of Administrative Building,

Academic Complex, Computer & Library Building, Auditorium Building,

Lecturer halls & Conference Centre, Technology Complex, Power House,

Director’s Bunglow, Akshara Pre-School, Day Care Centre, Central Workshop,

Staff Community Halls Commercial Complex etc.

2 SCOPE OF THE WORK :

The agency shall have to provide “The Housekeeping (cleaning) services including

cleaning with cleaning materials towards the Institute premises and collection and

dumping garbage and waste to the garbage bins located at specific

places/buildings/units under the scope of service in the IIT Guwahati campus (at

various units)”.

Group-A : Providing CLEANING SERVICE in the Institute Academic,

Administrative & other Academic Activity Premises

Area includes : Administrative Building, Academic Complex (including

additional services for supervising, Controlling Audio & Video machineries in

Academic activities areas), Lecturer Halls & Central Workshop, Computer &

Library Building, Auditorium Building & Conference Centre, Technology

Complex, Power House, Director’s Bungalow, Akshara Pre-School, Staff

Community Halls & Commercial Complex

JOB SPECIFICATIONS:

The cleaning and upkeep work shall include cleaning of rooms/ chambers, floors,

corridors, passages, staircases, doors, windows, panel/glazed aluminum portions,

toilets/urinals, and removal of cobwebs, sweeping roads, terrace etc. and removal

of garbage & dumping the same at the respective garbage bins & dustbin sites of

the above mentioned units.

The details of works (Under Group-A) are as follows:

Sweeping/cleaning of floors and staircase using soft brooms and swabbing with

swabbers drenched with cleaning powder/fluid, cleanser etc. once or more per day


as per requirement and using machinery where applicable.

All the rooms and balconies have to be cleaned using appropriate type of brooms

and washed with water added with ISI branded detergent solution, scented phenyl

and hand swabbed with clean cloth, twice in a week as per a Schedule.

Toilets, Bathrooms, wash basins, urinals and fittings to be cleaned with water

added with ISI branded disinfectant twice, daily-once in morning and once in the

evening. Toilet fittings, glazed tiles, washbasins and floors to be cleaned

meticulously and kept spick and span.

Toilet floor to be washed with soap and ISI branded Phenyl, citronella, etc.

Phenyl, which forms sediments at the bottom, should not be used. The floor is to

be wiped with cloth and denied by machine where feasible.

Putting urinal cakes and naphthalene balls cleaning the soap bowls, as and when

required.

Electrical fittings (fan & tube light etc.etc.) to be cleaned once in a month.

Cleaning and dusting of doors, partitions, doorframes, windows & windows glass,

ventilators etc. once in a day as per requirement. Glass of the window to be

cleaned with appropriate ISI branded chemicals meant for cleaning the glass.

There should not be any scratch on the glass and the glass should be neat and

sparkling. The cleaning of the glass should be done by modern method and the

method of using newspaper and old cloth for cleaning the same should be avoided.

All floors should be cleaned &washed with liquid cleaning material (e.g. Harpic,

Sanfresh etc.) once or more daily as per requirement. Besides standard quality

perfumed white phenyl, citronalla shall be applied to floor as per need. Stains of

pans etc., on washbasins shall be cleaned by permitted cleaning agents. Floors

cleaned/ washed by using ISI branded chemicals which should not affect the floor

and painted surfaces to maintain the original colour of the Granite/kota/shabhas

floor/other stones floors.

The area ( corridors/staircases/ terraces ) has to be mopped once a day & more (as

required) with water added with ISI branded detergent solution, scented phenyl

and hand swabbing the area with clean cloth.

Placing of naphthalene balls and air freshener cakes in urinals/commodes of toilets

twice a week on a regular basis and on particular occasions as per requirement.

All the exposed porcelain surfaces shall be kept sparkling clean. No dirty

stains/spots must be seen on the walls or floors.

Removal of cobwebs using cobweb brush inside and outside the building once in a

week or as per requirement.

Sweeping/Cleaning common area/basement/parking of the Institute premises once


in a day on a regular basis and on particular occasions as per requirement.

Sweeping/cleaning of community halls six days a week on a regular basis and on

particular occasions as per requirement. Moreover, the same should be cleaned on

demand made by HOSs (Establishment).

The parking areas and courtyards in the front and surrounding areas and approach

road to the building should be cleaned daily.

Water spots in floor, balcony and corridor to be cleaned once in a month.

After sweeping/cleaning, all the garbage are to be collected and dumped in the

garbage bins located at various specified places of the building/units daily.

Cleaning, arrangement and placing of dustbins at various locations.

Frequency for sweeping/cleaning will be also decided by the Institute’s Authority

as per requirement from time to time on special occasions.

Methods of cleaning and disposal of different types of wastes should be

ascertained from the In-charge concerned and the instructions issued by him shall

have to be strictly adhered to.

The supervisor deployed by contractor/ agency should physically supervise all the

works. Further, the Institute Authority may reserve the power to check/inspect all

the work whether service provided by agency/company is satisfactory or not.

Auditorium and Conference Centre are to be cleaned in all respective areas (as per

Schedule of work). During the Institute programme (Convocation, Alchreinga,

Techniche etc.), special care in terms of cleaning should be taken on priority basis

(under Group-A)

Upkeep of Class Rooms and Lecture Halls that is, cleaning/ dusting of black

boards, tables & chairs and benches include electrical fittings (switch board & fan

etc) daily including supply of chalks and dusters as per requirement (under Group-

A).

All chairs, desks, benches, stages, table, other furniture placed in the Auditorium,

Conference Centre, Conference halls in the different Depts./ Centres/ Section/

officer are to be cleaned once in a day. However, the Vacuum Cleaning in the

areas covered by carpet (carpet/ clothes) are to be done once in a week (under

Group-A).

Sweeping/Cleaning of the Commercial Complex once in a day on a regular basis

and on particular occasions as per requirement (under Group-A).

Additional services required in Academic Activity Areas (Under Group-A),

“Miscellaneous works such as fitting/removal of pencil batteries in the clock and

remote control of LCDs, PA systems, switching off and on of LCDs, PA system,


light and fans during and after the class of classroom located in Core-I, Core-II,

Core-II and Core-IV of the Academic Complex” which will be provided by the

agency under scope of work of Group-A. All of manpower deployed for this

additional service shall have to report the HOS of Academic Section for providing

the services towards the Institute.

Register/Check list of cleaning/upkeep schedule verified by the supervisor of the

agency will be submitted to the Institute’s In-charge or designated official. This

register can be checked by the Institute designated official at any time on weekly/

monthly basis. This will form the basis of payment. Also registers will be

maintained for upkeep schedule. In case there are any complaints regarding the

performance of cleaners/ workers with regard to the tasks mentioned above from

any HOD/HOC/HOS, a penalty which will be a sum of 10% of the amount of the

particular work or as per the order from the Institute’s Authority will be imposed.

The agency/contractor will be responsible for supplying and using standard quality

of cleaning materials/agents which are to be certified by the concerned staff of the

Institute. The Institute Authority shall have the power to change the product

brands if the supplied and used products are found to be unsatisfactory.

Odour & Pest control should be done by the agency/contractor (or through Third

party Agency specialised in the Odour & pest Control Service) from time to time

as per requirement of the Institute. Only material cost will be paid by the

Institute after submitting of the bill by the agency/firm. However, prior

permission for this work may be sought from the concerned authority/officer of the

Institute.

Other cleaning equipment such as vacuum cleaner and other essential

machineries etc. shall be provided by the bidder as per necessity of the

cleaning work. For these items, no payment will be made from IITG. The same

will be treated as agency’s items. Maintenance expenses of such cleaning

equipment will be borne by the agency.

Depending on requirements, IITG reserves the right to increase some or more

areas within the premises. Extra payment for these will be made based on

mutual agreement (based on area included @ rate/amount taken into account

proportionately).

The bidder shall not be permitted to transfer or assign his rights and obligations

under the contract to any other organization or otherwise.

The bidder shall keep the entire premises clean and beautiful in all respects.


Before tendering, the bidder is advised to inspect and survey the Institute campus

and familiarize himself/herself by checking the quantum of work. For any

clarification, the bidder may contact the Deputy Registrar (Establishment) during

office hours on working days.

The details of scope work as mentioned above for various activities related to

housekeeping are as under:

SCHEDULE OF WORK

Works Details Frequency of Cleaning

Entrance (All Buildings)

Wet mopping/ Sweeping of the Floor (Dry & Wet) Thrice in a day

Dust/wipe clean walls. Twice in a day

Office Rooms/ Faculty Chambers/ Laboratories/ Other

Closed Area

Wet mopping/ Sweeping of the Floor (Dry & Wet) Once in a day

Dusting of the Furniture & Fixtures Once in a day

Cleaning of the doors Once in a day

Removal of the Cobwebs Once in a week

Dusting of the verticals Once in a week

Cleaning of Electrical Switches Once in a week

Spot cleaning of the walls As required

Dusting of Windows Once in a day

Dust/wipe clean walls, ceilings including lighting, air

grilles and fittings.

As required

Cleaning of windows Once in a week

Scrubbing of the skirting Once in a week

Dusting of other article in the room Once in a day

Telephone. Fax & Xerox machine and Computer

Cleaning

Once in a day

Trash Removals As required

Emptying of Dustbins Twice in a day

Vacuum Cleaning of Carpets Twice in a week

Spotting of Carpet As required

Cleaning of the Doormat Once in a day

Toilets / Bathrooms:

Cleaning of doors and windows Once in a day

Scrubbing of the Urinals Thrice in a day


Scrubbing of the sinks Thrice in a day

Washing of Toilet walls and floor Thrice in a day

Changing of the Urinal Cubes As required

Changing of the Odonil cubes As required

Cleaning of the Doormat Once in a day

Trash Removals As required

Refilling of the Soup dispenser As required

Refilling of the Toilet paper rolls As required

Refilling of the face tissues As required

Cleaning of Toilet Fittings Once in a day

Cleaning of Washbasin Once in a day

Cleaning of Mirrors Once in a day



As required

Stairs :

Dry Mopping of Stairs Twice in a day

Scrubbing of Stairs Once in a day

Wet Mopping of stairs Once in a day

Passage/ Corridor / Terrace / Verandah :

Wet mopping/ Sweeping of the Floor (Dry & Wet) Twice in a day

Scrubbing of front entrance tiles Once in a week



As required

Parking Area/ Basement of outside the Buildings

Dusting Once in a Day

Sweeping/ Mopping (if required in the respective)) Once in a Day

Thrashing removals/solid garbage

Ceilings

Dusting/ cleaning Once in a week

Cobweb cleaning As required

Thrashing Garbage & Disposal

Removal of paper, litter, garbage, packing material

and other solid waste from all floors

/rooms/chambers/labs./ etc and to be dumped to

respective bins (already placed in the designated

areas of the buildings )

As required

Additional services in Academic Activities areas


(Under Group-A)

Fitting/removal of pencil batteries in the clock and

remote control of LCDs, PA systems, switching off

and on of LCDs, PA system, light and fans during

and after the class of classroom located in Core-I,

Core-II, Core-II and Core-IV of the Academic

Complex.

As per direction of the HOS,

Academic Section

Arrangement of chairs & tables, desks & benches

before & after class session.

-Do-

Cleaning of block and other miscellaneous works as

per instruction of Dean/ HOS of the Academic

Section

-Do-

3. (A) AREAS OF RESPECTIVE UNITS FOR HOUSEKEEPING (CLEANING)

UNDER GROUP-A

Sl.

No.

Complex/ Building

(Pl. see the enclosed sketch

marked )

Total Area

(sq.m)

approx.

No. of Floors No. of Toilets

1 Academic Complex (including

Faculty Rooms, Office Rooms,

Labs Galleries, Workshops

Lecture Halls etc.)

1,30,000.00 3 floors 137

2 Computer Centre & Library

Building including office rooms,

closed Library & Lab area,

common area etc.

15,500.00 Basement

(parking space) +

3 floors

18

3 Administrative Building

Complex office rooms,

common area etc.

11,000.00 Basement

(parking space) +

3 floors

22

4 Auditorium Building including

Conference Halls, common area,

offices etc.

8,000.00 3 floors 24

5 Power House 500.00 One floor 01

6 Akshara pre-primary School 1,000.00 One floor 04


7 Day Care Centre 300.00 One floor 02

8 Director’s Bunglow 450.00 02 floors 07 +

1 bathroom

9 Technology Complex 14,000.00 Ground floor Toilets -05

10 Staff Community Hall - 1 No. 1,000.00 Ground floor Toilet-cum-

Urinal -04

11 Commercial Complex

(where allotted/ occupied rooms

not taken into account)

1,000.00 Ground +

1 floor +

surrounding

grounds (common

areas only)

Toilets -02

The details of scope work as mentioned above for various activities related to

housekeeping are as under:

NOTE : Bidder may kindly ready the following before quoting the

rates/amounts in the price bid (for Group-A) :

The time of duty (tentative) is specified as given under:

Day Shift : 07:00 hrs to 17:00hrs.

(Tentative break-up timing : 07:00 hrs to 12:00 hrs. and 14:00hrs to 17:00 hrs) or

as per direction/instruction of the Institute Authority.

However, the timings of Housekeeping (cleaning) services for classrooms,

laboratories, faculty chambers & HoD/HoC Chambers including office rooms etc.

in the Academic Complex shall be done as per the instruction of the Competent

Authority/Head of the Department/Section/Centre.

The cleaning services are required FOR SIX DAYS IN A WEEK UNDER

Group-A.

Housekeeping includes collection of garbage and dumping the same in the garbage

bins located as specified places of the buildings etc.

Cleaning materials/agents viz. Harpic/ sanifressh, phenyl, bleaching powder, all

types of cleaning brushes including broom, coco/fool jharu, ceiling jharu,

naphthalene balls, chemical & acid, chitronala oil, dusting & mopping clothes,

rubber mopping, etc including machineries/equipments are to be supplied by the

contract at their own cost.(Agency’s cost) which should be included in the fixed

Charge of Part-A in the Price Bid.

The necessary toiletry items ( luxuries items) viz. Room freshener, toilet soap,

toilet liquid soap, toilet papers, odonil, bucket & mug for toilets, chalk and duster


are to be provided from the Institute end which will be handed over to supervisors/

team leaders respective areas/ buildings to place items to proper areas at their

responsibilities.(Institute’s cost). The contractor will have to supply all the

toiletry items and the cost of the same will be reimbursed as per quoted rate as

mentioned in the Part-C of the Price Bid

Odour & Pest control should be done by the agency/contractor (or through the

Third party Agency specialized in Odour & Pest Service) from time to time as per

requirement of the Institute. Only material cost will be paid by the Institute

after submitting of the bill by the agency/firm. However, prior permission for this

work may be sought from the concerned authority/officer of the Institute.

Bidder may visit the campus/premises for seeing the quantum of actual work

before submitting the tender.


ANNEXURE - I

Submission of Tender

From,

……………………..

To,

The Deputy Registrar (Establishment)

Indian Institute of Technology Guwahati

Guwahati -781039.

Sir,/ Madam,

I/We hereby tender for execution of work “Providing CLEANING SERVICE in the Institute

premises” under :

Group-A

And I/We agree to provide the services in the IITG Campus, Guwahati as per tender document and

accepted by me/us, at the schedule of rates quoted by me/us for the whole work in accordance with

the terms and conditions in the tender document.

1. I/We agree to pay the earnest money and accept the terms and conditions laid down in the

memorandum below in this respect.

MEMORANDUM

(a) General Description of Work:

Group-A : Providing CLEANING SERVICE in the Institute Academic,

Administrative & other Academic Activities Premises

Area includes : Administrative Building, Academic Complex (including additional

services for supervising, Controlling Audio & Video machineries in Academic activities

areas), Lecturer Halls & Central Workshop, Computer & Library Building, Auditorium

Building & Conference Centre, Technology Complex, Power House, Director’s

Bungalow, Akshara Pre-School, Staff Community Halls & Commercial Complex.

(b) Earnest Money:

Rs. 2,00,000/-(Rupees Two lakhs only).

The Earnest Money is payable in the manner set out in the tender document. The

Earnest Money, if the tender is accepted, will be retained against the security deposit.

(c) Time allowed for execution of :

7(seven) days from the date of issue of work Works order

2. I/we hereby pay the earnest money of Rs…………………….. (Rupees ………..............

………………………………………….) in the form of Banker’s cheque/Demand Draft /

…………….(Name and Office of the of the Bank) in favour of Indian Institute of

Technology Guwahati payable at Guwahati


3. If I/We fail to commence the work specified in the memorandum in para (2) above or as

mentioned in the tender document, or fail to deposit security amount specified in the

Memorandum in the para (2) above, I/We agree that the said owner and its successors

without prejudice to any other right or remedy be at liberty to forfeit the said earnest

money in full otherwise the said money shall be retained by owner, towards the security

deposit specified in para (2) above. The said owner shall also be at liberty to cancel the

notice of acceptance of tender if I/We fail to deposit the said security amount as aforesaid

or to execute an agreement or start work as stipulated in the tender documents.

I/We enclose herewith evidence of my/our experience of execution of work of similar

nature and magnitude carried out by me/us and also all the essential/relevant documents

mentioned in the tender document.

Signature of Signature of

Witness :

Bidder with seal:

Name in Block Letters:

Name in Block Letters:

* NOTE : Please strike out which is not applicable

Date ………..Day of ………….2018


ANNEXURE – II

PARTICULARS OF THE BIDDER

1 Bidder’s /Tenderer’s Name :

Postal Address :

Telephone No. & Fax No :

Contact Person :

E-Mail Address :

Headquarter Office Address :

Local Assam Branch Office

Address with Telephone No. &

Fax No

:

2 Name and Address of the Directors/

proprietor /partners

:

3 Registration No. of Company/Firm :

4 Type of organization (Whether

proprietorship, partnership, private

limited, limited company)

:

5 Year of formation of the company/

experience as a house keeping

(specially Cleaning Service)

agency

:

6 Branches in other cities in India and

contact details

:

7 Total Number of Employees of the

Firm

:

8 Whether the firm has be associated

with any financial dealings with IIT

Guwahati in the past or present. If

yes, attach attested copy of “No

Dues” certificate from IIT

Guwahati Authority

:

9 Annual turnover for the last three

financial years (Please enclose

copies of ITR/audited balance sheet

and P&L A/c /etc.) 2014-15, 2015-

16, 2016-17 or 2017-18

:

10 GST Number/ Certificate :


11 PAN Number :

12 EPF Registration Number :

13 ESI Registration Number :

14 Experience of Similar Work in the

field during the last three years

(attach the proof of the same)

:

15 Specimen signature of the

bidder/contractor

: 1……………………………

2. …………………………..

3. …………………………..

(Copies of relevant documents are to be enclosed in support of above information.)

Undertaking: I hereby certify that all the information’s furnished above are true to my

knowledge. I have no objection to Institute verifying 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 hereby accept the same completely.

Signature of the Tenderer with official seal/ stamp

Date :..........................



ANNEXURE – III FINANCIAL STATEMENT

(to be given separately for each partner in case of Joint Venture/ Consortium)

1. Name of the Agency/ Firm :

(partner in case of Joint Venture/ consortium)

2. Financial Position

a) Cash

b) Current assets

c) Current Liabilities

d) Working capital

e) Net Worth

f) Annual turnover for last three year.

3. Applicant’s financial arrangements

a) Own resources :

b) Bank credits :

c) Others (specify) :

4. Details and value of property owned by the Applicant

5. Audited Balance sheets during last three year : submitted / not submitted

The profit and loss statements have been certified by.........………....

1. Year 2014-2015 :

2. Year 2015-2016 :

3. Year 2016-2017:

4. Year 2017-2018(Or Latest) :


Date :____/_____/2018

Place :______________

Signature of Authorized Signatory

Seal


ANNEXURE – IV

WORK EXPERIENCE

Work performed as prime contractor (in the same on service of a similar of nature during the

last three years and more years

(Please use a separate sheet with duly signed & sealed if required)

No. Name of the

organization

with complete

postal address

Private

Sector/

Govt.

Body/

PSU/

Education

Institute

Name and

Designation

of the

contract

person with

Tel. /Mobile

No(s).

Description/

Nature of

work

Contract/

WO No.

& date

Value of

(Rs. In

lacs)

No. of

persons

deployed

by the

firm

Contract

period

(w.e.f.

upto)

Remarks on

performance

report

** Attach authentication certificate(s) from the Employer.

Date :____/_____/2018

Place :______________



Seal

ANNEXURE – V

FORMAT FOR PERFORMANCE CERTIFICATION (please this information for each individual work from the employer for whom the work was

executed

1. Name of the contract and location :

2. Agreement No./ Work Order No. :

a) Scope of Contract :

b) Contract Cost :

c) Date of start :

d) Contract period :

e) Amount of compensation levied, if nay :

f) Average development of staff in a month :

g) No. of rooms/ areas covered under the scope of work :

h) Overall grading of service : Excellent/ Very good/ Good/ Average/ Poor

i) Compliance f all statutory requirements: Yes/ No.

Date :____/_____/2018

Place :______________



Seal

ANNEXURE – VI

Details of Key Personnel Presently Deployed

Sl. No. Name of the

Employee

Position Qualifications Experience in

similar job

EPF No. ESI No. Remarks

NOTE : The name of the employees/manpower should be displayed in the last three month’s EPF/ESI/ Bank statement

against a/c numbers.

Date :____/_____/2018

Place :______________



Seal

ANNEXURE – VII

Details of Key Machineries/ Equipments Presently Available

No. Types of

Equipment &

Name

Used for Make Quantity Year of

Manufacturing

Owned/

Leased/ To

be

purchased

Proof/ Invoice

of

Ownership/

declaration

Remarks on

performance

report

Date :____/_____/2018

Place :______________



ANNEXURE – VIII

TECHNICAL INPUTS AND WORK PLAN

(Please use separate sheet with duly signed and sealed if required)

Information on the following items.

1. Methods of Cleaning:

2. Materials to be used:

3. Availability of manpower to be engaged:

4. Availability of resources( machineries, tools etc):

5. Methods of collection of removals/ disposal & dumping to bin :

6. Supervision methodology:

7. Quality control:

8. Newness & creativity in Cleaning Service :

9. Newness & creativity in collection &dumping of garbage to bins:

Note: Please attach support documents if required.

Date :____/_____/2018

Place :______________


Seal


ANNEXURE – IX

Details of Litigations / Ineligibility for corrupt or fraudulent practices / Blacklisted with any of

the Government or Public Sector Units (To be submitted on the Letterhead of the responding firm)

To

The Deputy Registrar (Establishment)

Indian Institute of Technology Guwahati

Guwahati 781039

India.

Subject: Declaration for not involved in any litigation, not being under an ineligibility for

corrupt or fraudulent practices or blacklisted with any of the Government or Public

Sector Units

Dear Sir,

We, the undersigned, hereby declare that

We are not involved in any litigation with any client

We are not under a declaration of ineligibility for corrupt or fraudulent practices

We are not blacklisted with any of the Government or Public Sector Units.

Thanking you,

Yours faithfully,

(Signature of the Tenderer)

Name:

Designation:


ANNEXURE –X

CHECK LIST FOT TECHNICAL EVALUATION

1. Do you have a Registration/ License .

If yes, attach attested copy of registration/License certificate.

Yes/No

2. Do you have experience in dealing Cleaning Services under private/public

organizations or Autonomous Bodies?

If yes, attach a list of your earlier clients/organizations and also attach attested copy

of all relevant documents viz. Experience Certificate, Work Orders, Testimonials

etc. from the respective competent authority. (as per ANNXURE-IV)

Yes/No

3 Do you have submitted the Performance Certificates from the earlier employers in

support of experiences in the similar works (as per ANNXURE-V).

Yes/No

Do you have summated the Technical Inputs & Plan for Cleaning Services(in

separate sheet) as per ANNEXURE-VIII

Yes/No

5. Do you have the Audited Balance sheet? If yes, attach copy of Balance Sheet (as

per ANNXURE-III). Yes/No

6. Do you have PAN card for the Agency/Company/Firm?

If yes, attach copy of the PAN card.

Yes/No

7. Do you have EPF, ESI and GST Registration.? Yes/No

9. Do you have Income Tax clearance certificate?

If yes, attach copy of the certificate.

Yes/No

10. Do you have any financial dealing in the past or present with IIT Guwahati ?

If yes, give details and a “NO DUES CERTIFICATE” from the Authority.

Yes/No

11. Have you filled up ANNEXURE-I ,II , III, IV,V, VI, VII and VIII and attached

along with supporting documents with the tender document? Yes/No

12. Have you given any other information /documents as mentioned in the tender

document? Yes/No

13. Whether you have enclosed Earnest Money Deposited in the form of Demand

Draft? If yes, mentioned the draft No………….. date ………. and amount

Rs……………….

Yes/No

15. Are you related to any employee of IIT Guwahati. If yes, give details. Yes/No

16. Have you submitted original tender document with signature & seal on each and

every page ? Yes/No

17. Declaration statement about present establishment with brief description (copy

should be attached). Submitted/

Not

submitted.

I/We have read the entire tender document and shall be in a position to render the expected services.


ANNEXURE-A

SCHEDULE OF RATES

PART- A

for

PROVIDING CLEANING SERVICE IN THE INSTITUTE PREMISES

FIXED CHARGE & ADDITIONAL CHARGE FOR ESCALATION ON LABOUR WAGE

Sl.

No.

Complex/ Building (Area)

Unit Rate/

Amount

(excluding

GST)

Rate/ Amount

in Words

Remar

ks( if

any)

1 Academic Complex (including

faculty rooms, office rooms, Galleries,

workshops Lecture Halls basement &

parking etc.)

(Area 1,30,000 sqm+ parking, 3

floors, Toilet 125, Urinal 138 &

Washbasin 275)

Requirement of manpower.

Cleaner : 48

Supervisor (Skilled) : 02 (men) & 01

(woman)

Per

month

2 Computer Centre & Library

Building (CC&LB) including office

rooms, common area etc.

(Area 13,500 sqm, Basement + 3


Washbasin 43)

Requirement of manpower

Cleaner : 05 (Library) & 03(CC)

Supervisor (Skilled) : 01

Sorting & Computer Assistant (highly

skilled) :05

Per

month

3 Administrative Building including

office rooms, common area etc.

(Area 10,000 sqm, Basement + 3


Per

month


Washbasin 35)


Cleaner : 07


Sorting Assistant (highly skilled): 01

4 Auditorium Building including

Conference Halls, common area,

offices etc.

(Area 8,000 sqm, Basement + 3 floors,

Toilet 24, Urinal 26 & Washbasin 10)


Cleaner : 04


Per

month

5 Power House Building

(Area 500 sqm, Ground floors, Toilet

2, Urinal 3 & Washbasin 1)


Cleaner : 01

Supervisor (Skilled) : Nil

Per

month

6 Akshara pre-primary School

Building




Cleaner : 01


Per

month

7 Day Care Centre



Requirement of manpower.

Cleaner : 01

Per

month

8 Director’s Bungalow Per


(Area 450 sqm, Ground+ First floors,

Toilet 07, Bathroom -1 & Washbasin

8)


Cleaner : 02

month

9 Technology Complex (Area 7,000

sqm, Ground floors, Toilet 05, Urinal-

08 & Washbasin 09)


Cleaner : 08


Per

month

10 Staff Community Halls (One AC

near D-type & One Non AC B-type) - 2 Nos.

(Area 2,500 sqm, Ground floors,

Toilet cum urinal 04, & Washbasin

04)


Cleaner : 03

Supervisor (Skilled) :01

Per

month

11 Commercial Complex

only open area of parking, common

area of ground & floor are taken into

account where allotted/ occupied

rooms are not.

(Area 1,200 sqm, Ground floors,

Toilet -04 urinal 04, & Washbasin

04)


Cleaner : 02


Per

month

12 Additional Services in Class/

Academic activities Area.

(as specified in Clause nos. 2 & 3 of

Per

month


Section -III

Operator/ Furniture Arranger : 04

13 Additional Charges / price

escalation in Labour wages:

Only the difference amount will be

paid to the contactor as an additional

charge for labour payment due to

increase of labour wage as per

notification of the GOI from the

effective date which is applicable for

total fixed manpower already

mentioned as above.

NOTE : the original labour wage rates

will prevail at time to awarding

contract w.e.f. 01/04/2018. The

difference amount will be calculated

on Wage, VDA, EPF, ESI, bonus only

but not administrative charge/

contractor’s profit.

As & when

applicable

As & when

applicable

Total (Rs.) per month

(Rupees ……………………………………………………………………………………..Only)

NOTE :

Cost Involvement (from Agency end): Cost of manpower engaged inclusive of Wages,

VDA, EPF, ESI, Bonus, Equipment/ Machineries Cleaning Materials/Chemicals. Tools,

Transportation, Administrative Charge/ Contractor’s Profit, Uniforms (dresses & Shoes)

inclusive of all taxes/ charges such as income tax, professional taxes, etc (as specified

Clause 2 & 3 of Section III of this tender document). The Institute is not liable to pay any

other charges/ taxes not mentioned in the tender except relevant GST.

Giving due regard to the safety & hygienic working condition of the cleaning, apart from the

2(two) pairs of dress, the agency/ contractor shall also provide hand gloves, caps and 2 (two)

sets of working shoes, masks which the cost of same should be included in the fixed cost.

As & when the wage/vda increases as per Minimum wages of Govt. of India notification

issued by the officer of Chief Labour Commissioner under Ministry of Labour &


Employment which is applicable in Guwahati City, Assam, the Institute will make the

payment the difference amount on Wage, VDA, EPF, ESI only accordingly as an

Additional Charge for escalation of price on labour wage.

Housekeeping (Cleaning) Service are to be made under the scope of work (as specified

Clause 2 & 3 of Section III of this tender document)

Housekeeping (Cleaning) Service are required only six days in a week.

Surroundings, pavement & drains of the respective buildings are to be cleaned as part of the

housekeeping service.

If any Odour & Pest control required in the specified location done through the Third Party

Agency by the agency/contractor, only material cost will be reimbursed (by the Institute).

Bidder may appear Pre-bid meeting and visit the campus/premises for seeing the quantum

of actual work before submitting the tender.


Group-A

SCHEDULE OF RATES

PART- B

for

SUPPLYING OF ADDITIONAL MANPOWER FOR THE SERVICES

Sl. No. Particulars

Quoted Administrative

Charge/ Contractor profit

1 Supply of additional manpower for the Cleaning

services including other activity services toward the

Institute under the category as mentioned in the clause

9 (ii) of the Section-II of the Tender Document (as &

when required). The Institute will make the monthly

payment against the supply of the additional manpower

in following format. The quoted rate for

Administrative charge/ contractors profit is applicable

only but not for the manpower engaged under Fixed

charge of Part-A.

…………..% (percent)

The Institute will make the labour payment through the outsourced contractor as per following

format :

Wage, VDA, EPF, ESI, (Wage, VDA, EPF & ESI only given for days except Sundays),

Bonus @8.33% on Eligible wage (max. Rs. 7000- per annum), Contractor’s Profit/

Admn charges (on Wage, VDA but not on EPF, ESI, Bonus ).

It is noted that if Labour wage increases as per GOI Circular, the Institute will make the

payment of the increased amount with other components of pay accordingly

The Institute has right to increase or decrease manpower based on requirement. The

contractor shall have to ensure the utilization of manpower.


Group-A

SCHEDULE OF RATES

PART- C

for

SUPPLYING OF TOILETRY ITEMS

The toiletry items are viz. Odonils, Room Fresheners, Toilet Papers, Liquid Soaps, Plastic Buckets,

Mugs dustbins ect. for respective areas with the quantities (approx..) as mentioned below under the

Cleaning Services. The cost of same shall be reimbursed by the Institute. The toiletry items are to

be supplied based indent/ formal letter issued by the concerned section/ the Establishment

Section of the Institute.

Sl. No. Complex/ Building (Area) Unit Qty. (Approx) per

month

1 Liquid Soap (Dettol/ Lifebuoy/ Santoor) Ltr.

2 Odonil No.

3 Room Freshener No.

4 Toilet papers (occasionally) Roll

5 Plastic Bucket (occasionally) No.

6 Plastic mug (occasionally) No.

7. Small Dustbin with paddle (occasionally) No.

All the above items are to be supplied. Please quote :

(I) Claim Actual total bill amount (on MRP)

(II) Give ………..% on discount on total bill amount(on MRP)

(III) Charge ……...% as a service charge plus total bill amount (on MRP)

If any purchased item is rebelled with any free gift /offer, the contractor will have to supply the

same at free of cost without any arguments.

Please quote the rate carefully which will be taken into account in the Price Bid.

The toiletry items viz. odonil, liquid soap, toilet soap, toilet paper, room freshener (purchase

through the contractor) are to be deposited in the respective to the concerned staff of the


Establishemtn Section. And the same will be distributed to the respective supervisors for

distributing the same among the cleaners for placing necessary items to at the required

toilets/bathrooms.