TENDER AND BID DOCUMENT
1.
Receipt No………..
2.
Date………..
PROCUREMENT OF
SERVICES
DUE ON
8.1.2008
LAST DATE
FOR RECEIPT OF BID
8.1.2008 UPTO 3.00 PM
BID OPENING ON
8.1.2008 AT 3.30 PM
SECRETARY
H.P. ELECTRICITY REGULATORY COMMISSION
KEONTHAL COMMERCIAL COMPLEX, KHALINI
SHIMLA-171002
TEL. NO. 2627263, 2627907, 2627908
Cost of tender document Rs. 500/-
TENDER DOCUMENT FOR SERVICES
SCOPE AND GENERAL CONDITIONS
The following general conditions shall govern the contract for the following services to be provided:
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Upkeep of offices/parking
Security Services
Receptionist services
Services of drivers
1.
The rates shall be quoted for the entire scope of the work complete in all respect and shall include
all layout charges, material charges, duties, taxes and other levies.
2.
The payment of minimum wages of labourers/employees shall be made as per provision of law or
as notified by the State Government from time to time in the presence of authorized officer of the
Commission and it shall be certified that the payment is being made strictly as per the terms
quoted by the bidder and not less than minimum wages as also that the deduction being made on
account of EPF etc. have been duly accounted for and paid to the concerned authority etc.
3.
The rates quoted shall be based upon the minimum wages for various categories of workers
approved vide letter dated 15th December 2006 by the Govt. of Himachal Pradesh w.e.f.
1.1.2007. Any increase in the minimum wages by the Govt. of Himachal Pradesh shall be
reimbursed to the contractor as per details below: a)
If the minimum wage is increased by an absolute amount, the contract amount will be
increased by such absolute amount plus EPF, ESI contribution as per existing law.
b)
If the minimum wage is increased by any other method or formula, other than an absolute
amount, such increase will be converted or expressed in an equivalent absolute amount,
and the contract amount will be increased by such absolute amount plus EPF, ESI
contribution as per existing law.
4.
The contractor must possess valid license for engaging the required manpower for different trade
under Contract Labour (Regulation & Abolition Act) 1970. The contractor shall follow all rules
and regulations prescribed from time to time by HPERC and also follow all statutory regulations
as applicable for workers regarding wages, compensation, disputes and maternity benefit etc. and
shall indemnify HPERC against all liability on account of acts done by workers of the contractor.
The contractor’s licenses and registration should be from statutory bodies as required by law and
as per rules in force. The contractor will have to initially bear the charges for provident fund/ESI
etc. in respect of his employees.
5.
The contractor shall be responsible for any loss or damage to the property of HPERC caused by
his employees or by his employee’s carelessness and such loss shall be replaced/made good by
the contractor at his own cost.
6.
The contract may be terminated by HPERC by giving a notice of 30 days in writing, in the event
of failure of contractor to execute the works as per contract provisions. The contract can be
further extended upto a period of one year on the same terms, by giving a notice of 15 days prior
to the expiry of the contract.
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7.
The contractor shall ensure that his employees do not have any criminal record and bear good
moral character and conduct themselves in good orderly manner. Any unauthorized use by his
employees, of the Commission’s facilities such as computer, photocopier, telephone, fax machine
etc. either during office hours or thereafter shall amount to misconduct.
8.
The Officer-in-Charge (OIC) shall be designated in writing by the Secretary, HPERC who shall
act as authorized representative of HPERC.
9.
The OIC shall be at liberty to object to the presence of any person employed by the contractor,
who in the opinion of OIC, mis-conducts himself or is incompetent or negligent in the
performance of his duties. Such a person shall be removed from the work and shall be replaced
immediately by the contractor.
10.
The names, permanent address (residence proof), photographs and telephone numbers of persons
to be deputed under various services should be informed and submitted in advance to the
Commission. Any change of personnel due to any circumstances, too, has to be notified to the
OIC well in advance.
11.
The contractor or his authorized representative will contact the OIC at least once in a week to
take any other important instruction regarding the works.
BIDDING PROCESS:
12.
Each bidder shall pay the cost of bid document amounting to Rs. 500/- only (non-refundable) in
the form of Demand Draft in favour of Secretary of the Commission. The proof in form of receipt
or demand draft in this respect may be attached with the technical bid document. The
Commission invites 2 part bids from eligible contractors/service providers for the scope of work
mentioned above. The 2 Part bid shall consist of Part-I-Technical bid and Part-II-Financial bid.
13.
Technical Bid and Finance bid should be submitted in two separate envelops superscribed
“Technical Bid” and “Financial Bid” respectively. The Technical Bid would be opened first. The
Financial Bid would be opened only in the case of those tenderers, who qualify and meet requisite
parameters laid down by the Commission.
14.
HPERC will examine the bids to determine whether they are complete, whether any
computational errors have been made, whether required processing fee has been furnished,
whether the documents have been properly signed, and whether the bids are generally in order.
15.
The HPERC may waive any minor infirmity, nonconformity or irregularity in a bid that does not
constitute a material deviation and that does not prejudice or affect the relative ranking of any
Bidder as a result of the technical and financial evaluation.
16.
Prior to the detailed evaluation, the HPERC will determine whether each Bid is acceptable
qualitatively, is generally complete and is substantially responsive to the Bid Documents. For
purposes of this determination, a substantially responsive Bid is one that conforms to all the
terms, conditions and specifications of the Bid Documents without material deviations,
objections, conditionalties or reservations. A material deviation, objection, conditionality or
reservation is one (i) that affects in any substantial way the scope, quality of performance of the
Contract; (ii) that limits in any substantial way and /or is inconsistent with the Bid Documents or
the HPERC’s rights or the successful Bidder's obligations under the Contract; or (iii) whose
rectification would unfairly affect the competitive position of other Bidder's who are presenting
substantially responsive Bids.
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17.
If a Bid is not substantially responsive, it will be rejected by the HPERC, and may not
subsequently be made responsive by the Bidder by correction of the non- conformity.
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The bids will be evaluated by HPERC to ascertain the technically and commercially responsive
bid for the complete scope of work, as detailed in the Bid Documents. The evaluation shall be
carried out based upon Quality and Cost Based System (QCBS).
TECHNICAL PROPOSAL
19.
The technical proposals shall be evaluated on the basis of their responsiveness to the Terms of
Reference, applying the evaluation criteria and point system as fixed by the Commission.
Each proposal will be given a technical score (St). A proposal shall be rejected at this stage if it
does not respond to important aspects of the Terms of Reference or if it fails to achieve the
minimum technical score of 65 out of 100.
20.
After the technical evaluation is completed, HPERC shall notify those bidders whose proposals
meet the minimum qualifying criteria and are considered responsive to the bid documents and
Terms of Reference, indicating also the date and time when the financial bids shall be opened in
the presence of the successful bidders or their authorised representatives, who may choose to
attend the bid opening.
The bidders who do not qualify the technical evaluation shall be informed separately and their
EMD and unopened financial bid shall be returned after award of the contract.
FINANCIAL PROPOSAL
21.
The Evaluation Committee of the Commission will assess the financial bids of the bidders who
have been declared eligible after technical evaluation. The lowest Financial Proposal (Fm) will be
given a financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial
Proposals will be computed in inverse proportion to the lowest bid, proposals will be ranked
according to their combined technical (St) and financial (Sf) scores using the weights (T = the
weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P =
1) indicated in the Data Sheet: S = St * T% + Sf * P%. Technical bid shall be assigned 60%
weightage and Financial bid shall be assigned 40% weightage. The firm achieving the highest
combined technical and financial score will be invited for negotiations.
NEGOTIATION/AWARD OF CONTRACT:
22.
Before the award of work, HPERC may hold negotiations with the bidder, whose bid has been
determined to be substantially responsive to the bid documents and whose offer has achieved
highest combined technical and financial score. The aim is to reach agreement on all points and
sign a contract.
23.
The negotiations will conclude with a review of the draft form of the contract. After negotiations,
HPERC and the firm will initial the agreed contract. If negotiations fail, the HPERC will invite
the bidder whose proposal received the second highest score to negotiate a Contract, failing
which the Commission may invite the next 3rd ranked bidder to negotiate and sign the agreed
contract.
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24.
All the bids should have following attachments: a. Part I Technical Bid document alongwith Part IA and Part IB Annexures, duly signed
by the bidder
b. Part II i.e. Financial Bid Document signed by the bidder
c. Proof of Earnest money deposit as per clause 54 of the Tender Document
d. Attested copy of the Income Tax clearance returns for last three years, VAT/Sales
Tax/Service Tax Returns of last three years. Registration certificate of engagement of
workers issued by the Department of Labour and Employment, Government of
Himachal Pradesh, Regional Provident Fund Commissioner Registration and ESI
Registration etc. in H.P.
25.
Bids must be received in the HPERC on or before 15.00 hours of 8th January, 2008. In the
event of date of submission of bids being declared as holiday, the bids will be received up to the
appointed time on the next working day.
26.
Bidder has the option of sending the Bid by Registered post/courier or by submitting the bids in
person. Bids submitted by fax/telegram/e-mail shall not be accepted.
27.
Bids shall be submitted in a sealed envelope bearing the identification “Bid for office services”.
Do not open before 15.30 hours of 8th January, 2008.
28.
Bids submitted after the time date fixed for the receipt of Bids shall be rejected and such Bids, if
so desired by the said Bidder, may be permitted to be collected back by such Bidder.
UPKEEP OF OFFICE SERVICES
(a) Upkeep of HPERC Office Building/Complex /Parking Lot & maintenance job.
29.
The Upkeep of office of HPERC and any maintenance job shall be carried out on all working
days, except for Sundays and National holidays (26th January, 15th August and 2nd October). All
material required for such maintenance works and upkeep shall be supplied by the contractor and
is deemed to be included in the rates quoted. The disposal of the garbage shall be done by the
contractor before the beginning of the office hours and shall be completed by 9.30 AM daily.
The garbage shall be disposed off at the appropriate site earmarked by the municipal corporation
at no extra cost to the HPERC. Besides the cleaning of floors, the cleaning of stairs, corridors
and toilets shall also be done regularly.
30.
The upkeep of the offices shall be completed before 9.30 AM daily and at regular intervals at
11.00 AM and 3.00 PM or as and when required.
31.
The contractor shall be responsible for arranging all tools and plants and consumables necessary
for the execution of works to the satisfaction of OIC. He shall be responsible for arranging all
ladders, platforms, scaffoldings, supports and other facilities required for the work.
32.
Electricity and water will be provided by HPERC free of cost. However, the electricity
connection will be drawn only with the approval of OIC. In case of any mishap on account of
any reasons whatsoever, HPERC shall not be held responsible for damages or compensation.
33.
The contractor shall also be responsible for arranging the placement of flowerpots in the office
complex as per instructions imparted from time to time.
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34.
The present floor area at the location is 7500 (6000+1500) sq. ft. apart from parking area of 3000
sq.ft., which may change (increase/decrease) and upkeep of office shall have to be carried out
accordingly.
(b) Office Help Services
35.
The office help services shall cover the providing of 4 numbers uniformed manpower from 9.30
AM to 6 P.M. on all working days. No extra payment shall be due on account of any extra work
required of the staff deputed beyond the duty hours indicated above. No extra payment shall also
be due to the contract in case the office help is required on holidays.
36.
The manpower deployed on office help duties should preferably be those belonging to the state of
Himachal Pradesh.
37.
The rates for upkeep of office services and for office help services shall be quoted on lump sum
monthly basis for the office complex for providing the services.
38.
The works to be assigned to the deployed manpower of the contractor shall be decided by the
OIC whose decision shall be final and binding on the contractor.
SECURITY SERVICES
39.
The security services shall cover the providing of uniformed manpower round the clock to ensure
proper watch and ward. The responsibilities of the contractor will be to protect the property of
HPERC from any harm, to take all precautions to protect the premises of the office complex, to
open the office complex before the commencement of office and closure of office after the staff
has left the office. The security personnel should strictly ensure that no person or visitor
enters/remains inside the office premises after office hours and after the staff has left, except for
the person(s) deployed by the contractor, unless otherwise instructed by any staff.
40.
The manpower deployed on security duties should preferably be ex-serviceman and will be
provided with proper torches and T &P as per requirement, by the contractor.
41.
The rates shall be quoted for providing the services of security personnel on lump sum monthly
basis for the office complex.
RECEPTIONIST SERVICES
42.
The receptionist services shall cover the providing of one person (preferably female) who will be
stationed at the reception counter on all working days to perform the duties of Receptionist/Dairy
and Dispatch of HPERC. The timings to be adhered to by the receptionist will be from 9.30 AM
to 5.30 PM, with lunch break from 1.30 PM to 2.00 PM.
SERVICES OF DRIVER
43.
The sponsored driver must possess a valid driving license issued by competent authority.
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44.
The driver must be proficient in driving most of the models of cars in general and the
Esteem/Ambassador cars in particular.
45.
The driver must have at-least one year experience of driving vehicles.
46.
The driver must not be suffering from any disease.
47.
Driver sponsored must be a resident of Himachal Pradesh.
48.
The Remuneration must be paid to the driver according to the provisions of Minimum Wages
Act. Commission will not own any responsibility in this regard. Haltage charges as fixed by the
Commission will be payable in case the driver has to go on outside tours.
49.
The services must be provided at a notice of 12 hours.
50.
No extra charges shall be paid except those identified at Sr. No. 48.
51.
The Commission shall not be liable to pay any compensation or damages or any other charges in
case of injury/death of the driver while driving the vehicle of the Commission. All claims arising
out of any such incidence shall be to the contractor’s account.
52.
The sponsored candidate should preferably be matriculate.
53.
The services of additional drivers may be taken on call basis and the sponsored candidate shall be
called for driving vehicles of the Commission as and when required.
COMMERCIAL TERMS
54.
All offers shall be accompanied with an Earnest Money Deposit of Rs.15000/- (Rupees Fifteen
thousand only) in the form of draft in the name of Secretary, HP Electricity Regulatory
Commission, Shimla. The EMD deposited by the unsuccessful bidder shall be refunded after the
finalization of the contract.
55.
The rates for the services shall be quoted on the format of Part-II enclosed and the rates shall be
quoted on man day/per month/annual basis, wherever applicable.
56.
The bid offer shall be valid and binding for three calendar months from the date of opening.
57.
The successful bidder, within twenty eight (28) days of the award of contract shall provide a
security for the performance of the contract for an amount equivalent to fifteen percent (15%) of
the annual contract price, with a validity of up to three (3) months, beyond the date of expiry of
the contract.
58.
The Contractor shall claim full payment of the monthly charges for the services rendered by
submitting the bill in triplicate to the Secy. by the 1st week of succeeding month. All the bills
shall be accompanied with the Challan of PF deposited from the RPFC office of the previous
month in respect of the employees deployed by him in the Commission.
59.
All disputes shall be settled within the jurisdiction of the Courts of Shimla.
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60.
Within thirty (30) days of receipt of letter of award of contract, the contractor shall enter into an
agreement with HPERC for providing the services for a period of one year as per the terms of bid
document. Failure on the part of the successful Bidder to comply with the requirements of this
clause will constitute sufficient grounds for the annulment of the award and forfeiture of the Bid
Security.
61.
The Commission shall be competent to interpret any provisions or clauses of the bid documents.
The Commission, for reasons to be recorded in writing may prescribe additional conditions or
procedures to be followed by the bidders, till the award of the contract. The decision of the
Commission in this regard shall be final and binding on the bidders.
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FORM FOR TECHNICAL BID
PART - I
S.
Description
No.
1
2
1.
Bidders Past Experience and track
record
(a)
Experience
and
performance
certificate from previous employer in
respect of upkeep of office, security
services, services of receptionist/drivers
and office help is to be submitted as
under:(i)
(ii)
(iii)
(iv)
2.
The name and address of client,
Work order No., value of the
order and date
Description of work done may
be stated
Experience
and
work
performance
certificate
including running contract can
also be quoted.
Other particulars of the firm and total
No. of employees employed by it :
(a) Whether the firm or agency is of a
person belonging to the State of H.P.
and is registered with the Department
of Labour & Employment, Himachal
Pradesh and if so the details of numbers
of employees belonging to the State of
H.P. employed by it in the past in any
department/organization and attach
proof thereof.
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Relevant details to be submitted by
the bidder
3
(b) Whether the firm or agency is of a
person belonging to State other than
H.P., if so, its registration with H.P.
Labour Department and number of
employees belonging to the State of
H.P. employed by it in the past in any
department/organization and attach
proof thereof
3.
Competence of the staff for the services
to be offered in the Commission
(a) Whether
having
educated
and
experienced staff on its rolls for
services to be offered to the
Commission for different jobs as stated
in sr. no. 1 (a) of this bid document.
The name, address, educational
qualification and experience possessed
by the employees to be engaged in the
Commission may be stated job-wise.
4.
Adequacy of documents as prescribed in
the tender document and its enclosures
(a) If the firm/agency is registered with
the Department of Labour and
Employment, Govt. of Himachal
Pradesh under the Contract Labour
(Regulation and abolition) Act 1970
and rules thereunder,
(i) the registration No. and date of
issue alongwith renewal Nos. and
date, if any, be stated
(b) Whether registered with RPFC, Shimla,
the Registration No. and date alongwith
renewal., Nos. and date, if any, be
stated alongwith enclosures.
Or
Whether registered with RPFC office
of other State, the Registration No. and
date alongwith renewal., Nos. and date,
if any, be stated alongwith enclosures.
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(c) Whether registered for the Income
Tax/Value Added Tax/Service Tax/ESI
with the concerned authorities of the
Government, registration nos. and date
including renewal thereof alongwith
enclosures. Details of PAN No. and
copies of previous 3 years income tax
return may also be attached.
(d) The detail of processing fee/EMD
stating therein the amount, No. and date
of demand draft to be stated.
(e) Any other documents as may be
enclosed by the bidder
The details of information provided in column No. 3 above alongwith enclosures are correct and
certified.
Signature of the Bidder
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ANNEXURE PART-I A*
SCHEDULE OF EXECUTION OF ACTIVITIES
Sr. No.
1.
Description of work
UPKEEP OF OFFICE (Minimum four full time
uniformed persons to be deployed daily)
Schedule of execution
Sweeping of vinyl floors with special attention to space
behind and under furniture
Minimum once in a day
Damp mopping of all vinyl floors with disinfectant
cleaner.
Stairs/corridors may have to
be cleaned 3 times a day
(morning,
afternoon,
evening) and dusting of
rooms once in a day.
Dusting and damp wipe of all furniture, fixation and
fillings with damp and dry duster.
Brush cleaning of carpets.
Scrubbing of all WCs with toilet boil cleaner
Dusting and cleaning of skirting
Dusting and cleaning of all door and glass and glass
frames
Toilets including seats and
washbasins etc. to be cleaned
twice a day and as and when
required. The area shall be
sweeped and mopped twice a
day (morning and afternoon).
Cleaning of all waste paper baskets and sanitary bins
(daily in the evening)
Disinfecting and scrubbing of toilets and washrooms
Checking of toilets and washrooms at regular intervals
and keeping them clean and dry at all given times.
Dusting of all toilets fixtures with wet and dry dusters.
Cleaning of daily collected dry garbage in the bins.
Brooming of open area
Dusting and cleaning of office equipments such as
heaters, computers, telephone instruments, fire fighting
equipments etc.
Cleaning of parking area
*To be submitted alongwith Technical Bid
Signature of the bidder
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ANNEXURE PART-I B*
MINIMUM MONTHLY QUANTITY OF MATERIAL WHICH WILL BE PROVIDED
BY THE CONTRACTOR DURING THE MONTH FOR CARRYING OUT THE
CLEANLINESS/UPKEEP OF OFFICE WORKS
Sr.
No.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Description of material
Quantity and make
Dust control mops/dry mop to buff the floors
Kentucky Mops/Hand Mops
White/Yellow dusters
Long handle brooming brushes
Rubber squeezers/sponges
Scrubbing brushes hard and soft
Dustpans
Floor cleaning chemicals (both for hard floor and vinyl
flooring)
Telephone/computer/glass cleaners
Toilet and room disinfectants
Dettol antiseptics
Room fresheners
Detergents
Wipers and other equipments
Buckets, Mugs and bins for cleaning
Harpic
Naphtalene balls
Odonil
Vim powder
Kleenx for toilets
As per requirement of the
Commission for Sr. No. 1 to
15.
6 bottles (Kiwi)
4 kg. Bengal chemicals
2 stick big/Balsara
4 kg. And Vim bar – 4 Nos
10 bottles
*To be submitted alongwith Technical Bid
Signature of the bidder
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