:: KV Gandhinagar Cantt ::

Website : www.kvgandhingarcantt.org, Email : kvgno3_principal@yahoo.com
Phone: 23200266, KV Code : 1022, CBSE Code: 03043

F.NO. /KVGC/2011-12/ Date: 24.02.2011

To,
________________________________________
________________________________________
________________________________________
________________________________________

Sub: "Inviting Bid for engaging Service Provider Firm for providing Manpower through service contract.

Sir/Madam,

Kendriya Vidyalaya Gandhinagar Cantt. run by Kendriya Vidyalaya Sangathan, a centrally funded Autonomous Body, (a Society registered under Societies’ Registration Act, 1860). The Sangathan administers the Scheme of Kendriya Vidyalayas set up for imparting education to the children of transferable Central Govt. Employees among others.

2.         Sealed competitive Bids are invited by Kendriya Vidyalaya Gandhinagar Cantt. from the reputed/registered Consultant/Service Provider Firm for providing Manpower through service contract initially for a period of 01 (one) year w.e.f 01-02-11 which may be extended by another one year, as indicated below:-

A.        Area of the Building                                    : Bidder must physically verify Vidyalaya
                                                                  Building and campus to estimate the total
                                                                  quoted area for the job.
Address/Location of the                  Kendriya Vidyalaya Gandhinagar Cantt.
            Building                                             Army Cantt, Chiloda, Gandhinagar.

B. Man power required:-

S. No.	Category of Manpower	Minimum qualifications or/and experience	Number of personnel required in the shifts
1.	Security Guards	Middle Standard	03 (three)
2.	Workers for cleanliness- Including one Lady worker	Primary Standard	04 (four)
3	Workers for Maintaining gardens with material without material	Primary Standard, Skilled	02 (Two)

An outline of tasks to be carried out by different category of manpower provided is detailed as under:-

S. No.	Category of Manpower	Responsibilities
1.	Security Guards	To provide round the clock security to the vidyalaya and guard the campus,
2.	Workers for cleanliness	To clean the entire vidyalaya and its campus
3	Workers for maintaining gardens	To Develop & maintain the gardens of the vidyalaya

C. Material for cleanliness to be used as per attached Annexure –B. The cost of material, however, will be charged extra by the Contracting Agency by showing rate of the same in attached Annexure -A :-
D. Work will have to be got done in the following way by the contractor in respect of cleaning work :

Sweeping of entire area of the building and surroundings of building and collection of all waste material and disposal of the same as per instructions of the vidyalaya. The two assembly grounds and approach roads must be ready before 6.30 p.m. daily.
Cleaning of the floor area with wet floor dusters and detergent disinfectants etc. once in the morning before opening the vidyalaya and thereafter every 2 hours specially in the areas like corridors, stairs and reception etc. Spraying of flit/anti-termite treatment & rodent control etc. are to be made daily and whenever necessary, for keeping the rooms/corridors etc. free from mosquitoes, flies, termite/pests/rats etc. The contractor shall also provide mosquito repellants in the offices.
Cleaning and washing of toilets and urinals using deodorants, detergent and disinfectants once in the morning and after every two hours thereafter.
Cleaning of computers with vacuum cleaner to be provided by the Contractor.
Sweeping and cleaning of open areas, roads, passage, lawns, auditoriums/meeting halls/corridors etc. within the boundary of the vidyalaya’s wall surroundings to this building.
Regular dusting/cleaning of vidyalaya furniture and equipments, telephones, book cases, filing cabinets, almirahs and doors and windows including removal of cobwebs everyday.
Provisions of soap and liquid soap of good quality in the toilets and placing sufficient quantity of naphthalene balls/cakes and odonil cakes in the urinals. The Contracting Agency will ensure that the toiletries mentioned above are always available near each washbasin in the building.
List of items/cleaning material required is attached vide Annexure-B.
The choking of the sanitary installations e.g. w.c’s Traps, Bottle traps, gully traps etc. is to be cleared within 24 hours of noticing the complaint.
All complaints of leakage in the GI & CI pipes etc. are also to be attended within 24 hours.

FOR CLEANING -ITEMS OF WORK TO BE DONE ONCE IN A WEEK ON
EVERY SATURDAY

Washing and Scrubbing of floor areas with detergents and dirt removing agent.
Acid cleaning of sanitary wares, without damaging their shines.
Removing stains from floors, doors and partitions by using surf or

any suitable detergent as are found necessary without leaving any
undesirable post cleaning marks.

Cleaning of filled surfaces in the corridors and staircases.
Cleaning of water storage tanks, water coolers, desert coolers.
Polishing of name plates and number plates with brasso (on each floor)

and cleaning of all other name plates/Boards.
v) Dusting and cleaning of fans, electrical fittings, window panes with
glass cleaning chemical/agents and cleaning of partition, paneling etc. including removal of cobwebs.

3. Quoted Price:

The Bidder shall quote unit rate which shall comprise of monthly remuneration, EPF, ESI & other statutory costs and Service Charges in the format of quotation only attached (Annexure - A).
The service tax and any other such tax liable to be paid by the client shall be quoted by the bidder separately.
The rate quoted shall be fixed for the duration of the contract and shall not be subject to adjustment except the statutory provisions, if amended.
The Bidder shall deposit Rs.10,000/- in the form of Bank Guarantee valid for 135 days after the date of submission of bids or DD / Pay Order drawn in favour of Kendriya Vidyalaya Gandhinagar Cantt., payable at Gandhinagar as earnest money along with the Bid. The earnest money (without interest) shall be returned to the unsuccessful bidders after the award of the contract.
The selected firm has to furnish performance security in the form of Bank Guarantee/DD for an amount of Rs.___________@ 10% of bid amount valid for fourteen months from the date of award of the contract. The Performance security shall be submitted within 10 days from the date of Notification of Award. The earnest money shall be returned only after the Performance security is submitted by the Contracting Agency.

(f)       Telex or Facsimile Bids are not acceptable.
4.         Each Bidder must submit only one Bid.
5.         Validity of Bid:
The Bid shall remain valid for a period not less than 90 days after the deadline fixed for submission of Bids.
6.        Terms and Conditions:

The remuneration shall be disbursed through cheque at Kendriya Vidyalaya Gandhinagar Cantt. premises in the presence of representative of the vidyalaya.
The Contracting Agency will ensure payment by the 5th of every succeeding month to their employees provided to the vidyalaya as per the monthly remuneration quoted without any deduction.
The Contracting Agency will submit the invoice/bill alongwith proof of disbursement in triplicate after making the payment to the employees provided to the vidyalaya supported with the following documents :-

(i) Details of disbursement made to the staff furnishing cheque details for each payment,
(ii) Proof of payment of statutory obligation such as EPF, ESI, Service Tax and any other applicable tax.

Payment to the Contracting agency will be released within 15 days from the date of the receipt of the invoice/bill. Income tax will be deducted at source.

The Contracting Agency will provide Identity Card to all his employees deputed as per the format suggested by the Indenting Office valid for the period of contract.
The Contracting Agency shall comply with all statutory obligations. Minor variations as per actual calculation will be borne by the Indentor/Client.
The normal school hours of vidyalaya is from 7.25 am to 1.40 pm during summer and 8.00 am to 2.10 pm during winter six days from Monday to Saturday. However, the Contracting Agency will provide the security services round the clock all the days in a month. Kendriya Vidyalaya Gandhinagar Cantt. also reserves the right to request for the services of additional/extra manpower. The Contracting agency will be compensated, for the extra manpower provided, by the Indenting Agency as per the rate quoted. For cleaning/sweeping work, the number of persons/material required will decrease during summer vacation and autumn and winter breaks. Hence, proportionate payment will be made accordingly during vacation and breaks. During Sundays/holidays , extra classes, In-service courses, programmes organized by KVS, competitive exams are generally held in the vidyalaya for which no extra payment will be made to the agency.
In case of absence on any working day, the monthly remuneration will be regulated as per the following formula:

Total Monthly Remuneration = Monthly remuneration -A1
           where A1   =         Monthly remuneration      X Nos. of days of absence
Nos. of days in the month
(h)       The Candidates/Manpower provided by the Contracting Agency shall be accepted only after scrutiny by the vidyalaya. Therefore, minimum three-four bio-data shall be made available against each slot in each category. The candidate may be invited for personal discussion also. No Conveyance or any other charges will be paid by the vidyalaya. In case, none is found suitable then additional bio-data shall be made available by the Contracting Agency, promptly i.e. within 24 hours. The replacement of a Candidate on account of absence /unsuitability for vidyalaya shall be made within 24 hours.
(i)         The contracting Agency will be required to sign a contract with the Kendriya Vidyalaya Gandhinagar Cantt. for all the three services separately as per the Model Contract enclosed for ready reference. The other terms and conditions specified in the Bid document and accepted bid will also form the part of the Model Agreement.
(j)         In case of any loss, theft / sabotage caused by/attributable to the personnel deployed, the vidyalaya reserves the right to claim and recover damages from Contracting Agency.
(k)        The antecedents of all the workers will be got verified from the police by the Contracting Agency before deployment for work.
(l)         The Contracting Agency will deploy the trained/professional security guards/security supervisor, preferably ex. servicemen, who are below the age of 50 years as well as physically fit and mentally alert. Preference will be given to the Ex. servicemen. For cleaning work, the agency will deploy trained and sufficient workers who are below the age of 50 years as well as physically and mentally fit. The Contracting Agency will also ensure that the security guards/cleaning workers are free from Aids or any other infectious disease before deployment for work.
(m)        The Contracting Agency shall provide to their security personnel and workers with impressive summer uniform as well as winter uniform with insignia.

7. Evaluation of Bid:

The indenter will evaluate and compare the Bids determined to be substantially responsive i.e. which are properly signed, and conform to the terms & conditions in the following manner:

(i)         The bid will be treated as non-responsive if following documents are not attached :-
(a)       Brief profile of the company and evidence to establish that the bidder has successfully executed contracts of similar nature and magnitude in the last 3 (three) years.
(b)       Audited Balance Sheet & Profit and Loss Account.
(c)        List of clientele during last 3 years along with cost of assignment.
(d)       PAN No. and Current IT clearance certificate.
(e)       Attested copy of proof of EPF registration.
(f)        Attested copy of proof of ESI registration.
(g)      Attested copy of proof of Service Tax Registration.
(h)       The Bidder shall deposit Rs.10,000/- in the form of Bank Guarantee valid for 135 days after the date of submission of bids or DD/Pay Order drawn in favour of Kendriya Vidyalaya Gandhinagar Cantt. payable at Gandhinagar as earnest money alongwith the Bid for each of the service. The earnest money shall be returned to the unsuccessful bidders after the award of the contract.

(ii) Remuneration of staff, quoted below minimum wages applicable for Un-skilled, Semi-skilled, Skilled, Clerical and Non-technical supervisory staff, in the Govt. of Gujarat shall render the Bid disqualified for evaluation.

(iii) The evaluation will be done for all the three services put together. Indenting Office will award the contract to the lowest evaluated responsive bidder. Hence, the bidder shall have to quote rates for all the three services.

8. Award of Contract:

(a) The Indentor will award the contract to the bidder whose Bid has been determined to be substantially responsive and who has offered the lowest price for the three services combined together as per para 7.

(b) The Indentor reserves the right at the time of award of contract to increase or decrease the requirement of manpower
(c) The indentor prior to the expiration of the Bid validity period will notify the bidder whose Bid is accepted for the award of contract. The terms of the accepted offer shall be incorporated in the contract.

(d) Notwithstanding the above, the Indentor reserves the right to accept or reject all Bids and to cancel the biding process and reject all Bids at any time prior to the award of the contract.

9. Last date and time of receipt of Bids

You are requested to submit the Sealed Bids super scribed on the envelope as "Bids for providing Outsourcing Services in Kendriya Vidyalaya Gandhinagar Cantt. on service charge basis" Up to 11th March ,2011 by 12.00 Noon by registered/speed post only. An earnest money of Rs.10, 000/- (Rupees Ten Thousand only) is to be deposited along with tender document.

The Indentor looks forward to receive the Bid in the format of Bid attached only and appreciate the interest of the service provider in the KVS.

Yours faithfully,

                                                                 Signature
Name: Dr.(Mrs.)Nutan Punj
                                                  Designation: PRINCIPAL
For & On behalf of Kendriya Vidyalaya Gandhinagar Cantt.,

Encls: Annexure A & B

LIST OF ITEMS/CLEANLINESS MATERIAL REQUIRED FOR SAFAI ETC.
ANNEXURE-B

1	Phenyle (Liquid)
2	Cleanze Sanitizer
3	Pixol Sanitizer
4	Odonil
5	Liquid Soap
6	Soap Cakes
7	Vim Powder
8	Nirma
9	Surf
10	Acid
11	Tat
12	Duster White
13	Floor Duster (Mops)
14	Room Freshner
15	Nep Balls
16	Teepol
17	Thinner
18	Scasso (Polish)
19	Mansion Floor Polish
20	Flit with Flit Pump\Chemical for anti-termite treatment/rodent control
21	Homocol Cake
22	Hariyali Jhadoo
23	Phool Jhadoo
24	Bandco Jhadoo
25	Rehdi for collection of Kuda
26	Dustbin with Lid
27	Buckets
28	Plastic Jugs
29	Plastic Mugs
30	Cob Web’s Remover
31	Sweeping Brush
32	Sling Brush
33	Comando Brush
34	Scrubbing Brushes of various sizes
35	Markin Cloth
36	Plastic PVC Water Pipes with Jet/Nozzel – required to fill water in desert coolers and for cleaning/sweeping work etc.
37	Cleaning Powder
38	Yellow Dusters
39	Plastic Drums
40.	Kerosene Oil
41.	Any other items required for cleanliness/sweeping and filling of water in desert coolers etc.