tender for selection of overall facility management … tender for selection of overall facility...

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Tender

For selection of

Overall

Facility Management Services

at

Mahatma Mandir, Gandhinagar.

Client

INDUSTRIAL EXTENSION BUREAU (iNDEXTb),

Block No 18, 2nd Floor, Udhyog Bhavan

Gandhinagar – 382010

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Sub: Bid for selection of an agency for Overall Facility Management Services at

Mahatma Mandir Convention Centre, Gandhinagar, Gujarat.

Industrial Extension Bureau (iNDEXTb)

Industrial Extension Bureau (iNDEXTb) is a Government of Gujarat Organization,

registered under the Societies Act 1856. The organization is under the Industries and

Mines Department (IMD) of the Government of Gujarat (GoG).

iNDEXTb makes various efforts for promoting investment in infrastructure and industrial

sector in the State of Gujarat and attracts various investors. In efforts to promote

investment and the State as ideal investment destination, it has been acting as the nodal

agency for organizing mega event s such as Vibrant Gujarat Global Summits, since 2003.

Sensing the need to have the permanent structures to organize the mega events such as

Vibrant Gujarat Summit and also to have infrastructure related to organizing the

exhibitions, conferences, seminars and other events related to business and government

functioning, the Government of Gujarat decided to have facilities / infrastructure in the

permanent form, by building a Convention and Exhibition Center in Gandhinagar.

Mahatma Mandir

The Father of the Nation – Shri Mohandas Karamchand Gandhi, is also known with

reverence as Mahatma. Gandhinagar – the Capital City of State of Gujarat –derives

name from Father of the Nation. Since Gandhinagar did not have any major structure

related to Mahatma Gandhi, it was considered to have a memorable and iconic complex

build in the remembrance and homage to Mahatma Gandhi and was called as Mahatma

Mandir. The total area of Mahatma Mandir is approximately 34 acres.

Mahatma Mandir, is planned to house facilities such as photo gallery, meditation hall,

Garden with installation of Multimedia enabled artifacts on the life and philosophy of

Mahatma Gandhi, etc. The facilities of international standards with all modern amenities,

for organizing conventions and exhibitions, are also planned within Mahatma Mandir.

Convention and Exhibition Centre within Mahatma Mandir.

The Construction work for Mahatma Mandir began in the year 2010, and various facilities

are completed including Convention and Exhibition Center within Mahatma Mandir.

Currently various functions – conventions, conferences, seminars, exhibitions – are

taking place at Mahatma Mandir, which are attended by various dignitaries from India and

Abroad having variety of security needs.

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To take up the security of the premises of Mahatma Mandir in the professional manner,

iNDEXTb on behalf of the Government of Gujarat proposes to invite the interested

agencies, meeting the qualifying criteria and having request experience to provide

security services (within Mahatma Mandir).

We are looking for professional Security Agencies being run by a reputed company

having trained manpower and adequate experience, proper training personnel; having

own office in the field of security and safety measures at Ahmedabad / Gandhinagar

which can operate around the clock for any emergency and assistance.

The agency would have to provide top-class complete spectra of security services, which

includes but not limited to security of premises, material, furniture, fixture, etc:, any

sabotage activities, screening of people visiting Mahatma Mandir and baggage, etc.

In addition, the agency may also be equipped to provide with services such as

coordination with bomb squad, dog squad, fire department, emergency services, etc.

The State hosts various events and functions for public purpose at Mahatma Mandir,

Convention Center in Gandhinagar, Gujarat which is owned and operated by the State.

In the coming two months, the State is organizing Annual General Meeting - African

Development Bank – 2017 and would also include overall housekeeping services to the

delegates attending the said functions at the Mahatma Mandir, Gandhinagar.

Scope of Work:

1. The agency shall perform / render the Facilities Management Services to the State at the

aforesaid Convention Center as are customarily provided to such events consistent with

the standard and services.

2. The general scope of Facilities Management Services to be rendered by Agency shall be

as follows:

a) Providing supervision on the existing Agency for Housekeeping and other related

areas.

b) Overall housekeeping Services – each & every corner of Mahatma Mandir.

3. In the course of rendering the Facilities Management Services, Agency shall depute such

number of staff at the Convention Center during the tenure of the Agreement as may be

deemed fit by Agency.

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4. Agency should have considerable experience and expertise and is possessed of skilled

and expert manpower and organizational infrastructure for offering advice and rendering

services relating to planning, conducting, supervising, directing and managing the

operation.

5. While Mahatma Mandir Convention Center is equipped with necessary infrastructure and

necessary equipment required to host the aforesaid events through its existing facility

management contract. In order to achieve and ensure the objective of smooth and efficient

hosting of aforesaid functions/ events at the said Convention Center, the State has

approached and requested Agency to advise on the planning, conducting, supervising,

directing and managing the facilities, primarily, engineering services and overall

housekeeping services for a period of one months commencing from 26th May 2017.

6. Agency has acceded to the request of the State for managing the aforesaid facilities at

the Mahatma Mandir, Gandhinagar for a period of 1 months commencing from 26th May

to 27th May, 2017 on the terms and conditions as a recorded herein.

7. Agency shall render the services relating to planning, conducting, supervising, directing

and managing the facilities, primarily engineering services and overall housekeeping

services for a period of one months commencing from 26th May to 27th May, 2017 to the

State this Agreement, it is hereby expressly declared that Agency shall have the following

powers while rendering the Facilities Management Services:

a) Training and assignment of duties of all personnel engaged at the Convention

Center.

b) The discretion to seek removal from engaging in any services of any personnel

found unfit by Agency for any position, function or task relating to the Convention

Center which are supervised by Agency and the said personnel shall be replaced

by the State within such period as may be desired by Agency.

c) Recommendations necessary or desirable in connection with the Facilities

Management Services including for appointment of company/ persons for

providing of any specialized service/s and/ or providing any services required to

be rendered herein by Agency.

d) Recommending the purchase of such inventories, supplies and equipment as

Agency may deem reasonably necessary in order to effectively render the

Facilities Management Services.

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e) Generally, to perform all acts reasonably necessary in connection with the

rendering of Facilities Management Services in an efficient and proper manner.

8. Agency shall designate a Coordinator on special assignment at Mahatma Mandir, to

interact, coordinate, and liaise with the iNDEXTb for all information, issues and details

about the functions / events to be hosted at the said Convention Center during the term of

this Agreement. Similarly, the iNDEXTb shall depute and designate a ‘Coordinator’ to

interact, coordinate, liaise and provide to Agency all the information, issues, details,

events, protocol, list of VIPs and such other details as may be required, from time to time

well in advance for the events to be organized during the term of this Agreement. Both the

Coordinators shall meet once a week and such other intervals as may be required to

coordinate the rendering of Facilities Management Services by Agency for the events to

be hosted at the said convention Center during the term of the Agreement. The minutes

of the said meeting shall be recorded and exchanged between the parties.

9. Equipment’s to be provided by the agency

Sr.

No.

Name of equipment Quantity

1 Swingo Machine 4

3 Vacuum Cleaning Machine 10

5 Vapor cleaning Machine 2

6 Scrubber Machine (for policing) 2

8 High Jet pressure Machine 4

9 Ladders 2

10 Ride-on (Floor Sweeper-Scrubber) 3

11 Telescopic poll 10

12 Scissors lift (high rise cleaning) 1

13 Boom Lift (high rise cleaning) 1

14 Others (suggested by agency 1.2.3…)

http://www.tennantco.com/am-en/equipment/sweeper_scrubbers

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Others

Sr.

No.

Manual items Sr. No

Manual items

1 Nylon Brush 19 Dusters check

2 Hand Gloves 20 Scotch bright

3 WC Brush 21 Floor duster

4 Dust Pan 22 Cobweb brush

5 Mug 23 Scrubbing pad

6 Hand Brush 24 Cleaning sine board

7 Glass wiper 25 Sponge

8 Scraper 26 T-brush

9 Mop Trolley 27 Wet mop refill

10 Wet Mop 28 Dry mop refill

11 Dry mop 29 Wet mop Clamp

12 Soft broom 30 Dry mop Clamp

13 Hard broom 31 Small wiper

14 Caddy 32 Carpet brush

15 Spray Gun 33 Road brush

16 Wiper 34 Glass duster

17 Toilet Cleaners 35 Buckets

18 Toilet Pump

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10 Manpower requirement/allocation

Sr. No. Housekeepers/janitors Supervisor Manager/In -charge

1May to 7 May 50 5 1

8 May to 15 May 100 10 2

16 May-20 May 150 15 3

21May-26 May 250 25 5

27 May-30 May 50 5 1

Total Man-days 600 60 12

for consumable item kindly refer annexure 1

10. Tasks and Responsibilities

To ensure standards of cleanliness, hygiene and tidiness in all areas of complex.

Supervising the daily cleaning of assigned areas to the highest standards. This

includes cleaning bathrooms thoroughly, vacuuming, mopping and dusting daily.

Supervising on dust removing, vacuuming, shampooing and washing of carpet.

Resolving any problems or complaints when possible and ensuring management

are kept informed.

Managing stock control and ordering system to ensure availability of stock.

Wearing a clean and suitable uniform and name badge all times.

Carrying out any other duties as may be reasonably required by management.

11. Payment scheduled: -

30% of the after having materializing resources on site and approval of team deployment.

70% of the Fee on successful closer of the event certificate by the iNDEXTb

Areas comes under facility management services

I. Convention Centre (in three Floors) housing

i. Convention Hall (5000 seating capacity)

ii. Seminar Rooms (four: SR-1 to SR-4) (3 Halls of 500 seating capacity and 1 hall of 1000

seating capacity,

iii. Conference Rooms (Three: CR-1 to CR-3),

iv. Business Meeting Rooms (BM-1 to BM-10),

v. Administration Rooms (three: AR-1 to AR-3))

vi. Simultaneous Interpretation System (SIS) Rooms

vii. Viewing Galleries

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Area Details of Convention Centre.

Sr.No: Description Unit. Nos.

Approx.

Area **

(sq. mt)

1 Atrium Sq.Mt. 1 853.43

2 Pre-function Sq.Mt. 1 926.73

3 Corridor 1 Sq.Mt. 1 67.29

4 Corridor 2 Sq.Mt. 1 69.35

5 Seminar Hall 1 Sq.Mt. 1 586.09

6 Seminar Hall 1 Pantry Sq.Mt. 1 12.17

7 Seminar Hall 2 Sq.Mt. 1 541.93

8 Seminar Hall 2 Pantry Sq.Mt. 1 12.17

9 Conference Room 1 C1 Sq.Mt. 1 17.70



12 Conference Room B1 Sq.Mt. 1 18.58

13 Conference Room B2 Sq.Mt. 1 18.58

14 Storage Room Sq.Mt. 1 36.22

15 Retail Sq.Mt. 1 101.75

16 Comm room 1,2,3 Sq.Mt. 3 52.60

17 Dish wash room 1,2,3 Sq.Mt. 3 49.46

18 VIP Entrance Foyer Sq.Mt. 1 88.48

19 VIP Room 1 Sq.Mt. 1 17.20

20 VIP Room 1 Toilet Sq.Mt. 1 9.80

21 VIP Room 2 Sq.Mt. 1 22.88

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Approx.

Area **

(sq. mt)

22 VIP Room 2 Toilet Sq.Mt. 1 9.10

23 VIP Lobby Sq.Mt. 1 39.32

24 VIP Lobby Pantry Sq.Mt. 1 6.84

25 Main Convention Hall Sq.Mt. 1 5816.77

26 Seminar Hall-3 Sq.Mt. 1 520.00

27 Seminar Hall-4 Sq.Mt. 1 1000.00

28 Lobby 1 Sq.Mt. 1 34.68

29 Pantry & Dish Wash Sq.Mt. 1 31.01

30 Lobby 2 Sq.Mt. 1 34.68


32 Lobby 2 Sq.Mt. 1 34.68


34 RHS - Storage 1 Sq.Mt. 1 52.54



37 South side corridor Sq.Mt. 1 125.93

38 Toilet Blocks on GF and FF Sq. mt 2 49.00

39 Toilet Blocks on GF and FF Sq. mt 2 88.00

TOTAL Sq.Mt. 11776.85

** Areas mentioned here are for reference only, bidders to review the same during site visit.

Architectural Character of the Convention Centre – Mahatma Mandir:

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Structure - Frame Structure and exposed RCC Precast Panels

Basic Finishes -

Flooring consists of Granite, Kota Stone, IPS, Ceramic & Glazed tiles.

Carpet (imported) in the Main Convention Hall, Seminar Rooms, Meeting Rooms,

Conference Rooms, Viewing Gallery, etc.

Glass Glazing of double height towards entrance area. Glazing is of sheet glass, plate glass,

and translucent glass

Internal wall surfaces are plastered, coloured, covered with MDF Board, Sound Reinforced

with fabric material,

External wall surfaces are of exposed RCC

Ceilings: Gypsum Board, False Ceiling, etc.

Doors: Acoustic Doors, Glass Doors and Fire Doors

External areas are paved with paver block granites, stone, pavers block along with soft and

hard landscaping

Roads alongside the Convention Hall are of bituminous carpet

II. Exhibition Centre (Single Floor Double Height) housing

i. Exhibition Hall -1

ii. Exhibition Hall – 2

iii. Exhibition Hall – 3

Area Details of Exhibition Center:


Approx.

Area **

(sq. mt)

Exhibition Hall 1 & 2

1 Exhibition Hall 1 Sq.Mt. 1 3790.00

2 Indoor Sq.Mt. 1 200.00

3 Store Sq.Mt. 1 26.50

4 Indoor Sq.Mt. 1 200.00

5 Store Sq.Mt. 1 26.50

6 First aid Sq.Mt. 1 23.50

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Approx.

Area **

(sq. mt)

7 Indoor Store Sq.Mt. 1 97.00

8 Exhibition 2 Sq.Mt. 1 3475.00

9 VIP Gallery Sq.Mt. 1 113.00

10 VIP Gallery Sq.Mt. 1 105.00

11 UPS Room Sq.Mt. 1 78.50

12 VIP Lounge Sq.Mt. 1 150.00

13 Toilets Sq.Mt. 1 25.00



Exhibition Hall 3

1 Exhibition Hall 3 Sq.Mt. 1 1715.00


3 Electrical + BMS Sq.Mt. 1 45.00

EXTERNAL HARD / SOFTSCAP AREA

1

EXTERNAL

HARD/SOFTSCAPES Sq.Mt. 1 56095.00



Architectural Character of the Exhibition Centre:

1. Structure - Works are of exposed RCC Precast Panels

2. Basic Finishes -

Flooring consists of VDF Flooring in all three exhibition halls with provision of cable

trenches.

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Glass Glazing of double height towards entrance area. Glazing is of sheet glass, plate glass,

and translucent glass

Internal wall surfaces are of acoustic treated gypsum board and coloured with paint

Sound Reinforced with wool and fabric material

External wall surfaces are of exposed RCC

Ceilings: Double Height

Doors: Acoustic Doors, Glass Doors and Fire Doors.

Lobby area is of granite floors

Area between Convention Centre and Exhibition Centre is paved with paver blocks.

Surrounding Road is of bituminous carpet.

III. Service Building (in three Floors) housing

a) PUMP House, RO Plant etc., in Basement

b) Electrical Panels on Ground Floor.

c) Chiller Plant on First Floor

Information about tanks in service building.

S.N Particular No of

Tanks

Dimensions ( Meter) Capacity

of tank in

liters Length Width Height

1 Rain Water Sump 1 21.200 8.200 4.600 799664

2

HVAC Treated Water

Sump 1 13.425 3.390 3.500 159288

3

Domestic Treated Water

Sump 1 5.510 3.290 3.500 63448

4 Raw Water Sump 1 10.665 10.665 3.500 398098

5 Fire Water Sump-1 1 7.835 6.625 3.500 181674

6 Fire Water Sump-2 1 7.835 6.575 3.500 180303

7 Treated Water Tank 1 8.000 5.200 3.500 145600

8 Oil & Gas Chamber -1 1 3.660 1.800 3.500 23058

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9 Oil & Gas Chamber -2 1 3.000 1.800 3.500 18900

10 Sludge Holding Tank 1 3.660 2.000 3.500 25620

11 Sump 1 3.000 2.000 3.500 21000

12 Aeration Tank 6 2.200 1.900 5.000 20900

13 Filter Feed Tank 1 4.500 3.200 3.500 50400

14 Up flow Filter-1 1 5.150 3.200 3.500 57680

15 Up flow Filter-2 1 5.150 3.200 3.500 57680

Total Capacity in liters 2203312


IV. Food Court (in Two Floors) having

i. Food Court Seating area

ii. Shops (9 Nos on ground floor)

iii. Service Area

iv. Infotainment Zone

v. Wash Area

vi. Kitchen Area

vii. Toilets

Area Details of Food Court Building:


Approx

Area** (in

Sq. mt)

Ground floor


2 Shops 6-9 + Staircase Sq.Mt. 1 145.50

3 Shops 1-5 + Corridor Sq.Mt. 1 145.00

4 Food Court Seating Sq.Mt. 1 1385.00

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5 Service Corridor Sq.Mt. 1 135.00

6 Pot wash/Dish Wash / Store Sq.Mt. 1 150.00

7 Rest Rooms Sq.Mt. 1 67.00


9 Corridor Sq.Mt. 1 110.00

10 Infotainment Zone Sq.Mt. 1 980.00


First floor

12 Food Court Seating Sq.Mt. 1 1805.00

13 Toilets + Wash Sq.Mt. 1 120.00

14 Restaurant Kitchen + Corridor Sq.Mt. 1 307.00

15 Food Court Kitchen Sq.Mt. 1 185.00


17 Mezzanine Toilets Sq.Mt. 1 100.00

TOTAL Sq.Mt. 5984.5


Architectural Character of the Food Court:

1. Structure -Works are of exposed precast RCC Panels, block masonry, glass gazing

2. Basic Finishes -

Flooring consists of vitrified tiles

Glass Glazing of double height of about 12 mt towards entrance area. Glazing is of sheet

glass, plate glass, and translucent glass

Internal wall surfaces are of cement plaster and coloured with paint

Ceilings: Gypsum Board



Surrounding area is of bituminous carpet and paver blocks.

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V. Photo Gallery (in Two Floors) having

i. Shops (10 Nos on ground floor)

ii. Photo Gallery Main Area currently housing exhibition “Gandhi to Mahatma “on Ground

Floor.

iii. Office Area with Meeting Rooms (both floors)

iv. Toilet Blocks

v. Workshop Area

Area Details of Photo Gallery Building:


Approx

Area** (in

Sq. mt)

Ground Floor

1 Shops Sq.Mt. 1 305.00


3 Photo Gallery Sq.Mt. 1 1780.00


5 Meeting + Admin Sq.Mt. 1 80.00

6 Workshop + Store Sq.Mt. 1 82.00

7 Services + Corridor Sq.Mt. 1 100.00

First Floor

8 Photo Gallery Sq.Mt. 1 2025.00



11 Workshop Sq.Mt. 1 88.00

12 Service Corridor Sq.Mt. 1 110.00

13 Mezzanine Sq.Mt. 1 100.00

VIP Office Area (Ground Floor)

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Approx

Area** (in

Sq. mt)

1 Lobby Sq.Mt. 1 300.00


3 Office Sq.Mt. 1 355.00

VIP Office Area (First Floor)

4 Lobby Sq.Mt. 1 245.00


6 Office Sq.Mt. 1 355.00

Parking area (Beside Photo gallery room)

1 Parking – Phase 1B Sq.Mt. 1 3764.00



Architectural Character of the Photo Gallery:

1. Structure -Works are of exposed precast RCC Panels, block masonry, glass gazing

2. Basic Finishes -

Flooring consists of vitrified tiles

Glass Glazing of double height of about 12 mt towards entrance area. Glazing is of sheet

glass, plate glass, and translucent glass

Internal wall surfaces are of cement plaster and coloured with paint

Ceilings: Gypsum Board



Surrounding area is of bituminous carpet and paver blocks.

Area between Exhibition Centre & Food Court as well as Convention Centre & Photo Gallery is

called Central plaza which is double heighted, cleaning of the same shall be done from floor

level to ceiling level including light fixtures.

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VI. Façade Details

Mahatma Mandir has façade for the Convention Center, Exhibition Center, Food Court and Photo

Gallery in combination of use material as Glass (Curtain Glazing), ACP Cladding and Aluminum

Louvers. Of this the cleaning of Glass (Curtain Glazing) and Aluminum Lovers is required to be

carried out, which would require the use of scissor lift to reach to the top height of approximately

17 mts at the maximum limit (at Convention Center and Exhibition Center). Details of area is as

under

S.N Particulars Unit Quantity

Total

Convention and

Exhibition Centre

Food Court and

Photo Gallery

1 Curtain Glazing Sqm 4226.63 1648.73 5875.36

2 ACP Cladding Sqm 946.45 999.99 1946.44

3

Aluminium

Louvers Sqm 1557.74 75.00 1632.74


VII. Storm Water Trench Details:

Mahatma Mandir has peripheral storm water trench of approximate 1000 meter running length

having width of 1.0 to 1.2 meter. The storm water trench has minimum depth of 0.7 meter to

maximum depth of 2.5 meter. Agency appointed need to clean, maintain the trench in running

condition all the time the throughout the year during the contract period. This Trench needs to be

cleaned every three months by removing precast trench covers and laying back the same after

proper cleaning.

VIII. Vegetation Area:

Near the VIP Entrance, the front side of Exhibition Centre, Convention Centre and the area

between Exhibition Centre& Food Court as well as Convention Centre& Photo Gallery, Parking

area etc., has plantation, which needs to be watered, cutting of wild vegetation and weed removal.

An approximate area of 2200 sq.mt has plantation and 3500 sq.mt of area is covered with lawn.

Note:

1. The scope of services may increase from time to time depending on requirements of various

events planned at Mahatma Mandir (during one months).

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2. Owner may include other facilities management services (of the Mahatma Mandir) in the

scope depending upon the performance of the selected bidder.

Mahatma Mandir being developed as state of the art Centre for organizing various seminars,

conventions, exhibitions and other events, therefore manpower requirement would be based on

the nature of the event taking place, there would be variations in the manpower requirement,

which the bidder should be able to meet and fulfill the requirements, both in general and other

shifts.

Bidders are requested to visit the site and understand the scope of work. Bidders are requested

to prepare their own proposal (including presentation to be made to the Committee) and submit

to the Committee when the agencies, qualifying in the first round of qualification (pre-qualification).

(The proposal and the subsequent presentation shall also include brief about their proposed work

force, equipment’s, consumables and other details which they may like to include).

NOTICE INVITING TENDERS AND SCHEDULE OF EVENTS

Sealed tenders under two bid systems are invited from registered, bona fide, experienced

& reputed Hospitality Management Services of sound financial standing, meeting the pre-

qualifying requirement, for the job given below:

NAME OF WORK Facility Management Services at Mahatma Mandir,

Gandhinagar

TENDER SUBMISSION COST Rs. 5,000/- (Rs. Five thousand only) BY DEMAND

DRAFT in favour of Industrial Extension Bureau,

Gandhinagar

EMD Rs. 50,000=00 (Rs. Fifty Thousand only )

CONTRACT PERIOD Total initially period of the Contract would be for One

month.

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ISSUE OF TENDER

The tender can be downloaded from organization’s

website (www.indextb.com) and/or

https://indextb.nprocure.com during 28th March, 2017

to 18th April, 2017

SUBMISSION OF TENDER

ONLINE

Up to 1:00 pm on18th April, 2017

1. Financial bid strictly on the website https://indextb.nprocure.com. No hard copy to be submitted.

2. Technical bid to be submitted only by Hard Copy

Pl. Note that this is the e-tendering process through the

Government of Gujarat’s e-tendering mechanism.

Necessary electronic keys (digital signature

certificates) are required for online submission of the

tenders. For more details, please for visit contact on

[email protected] or contact

(n)Code Solutions (A Division of GNFC Ltd.)

301, GNFC Info Tower, Bodakdev,

Ahmedabad - 380054. India

Sales : 079- 4000 7323

Support : 079- 4000 7300

SUBMISSION OF

TECHNICAL TENDER

(PHYSICAL)

Before the date and time of opening of the tender at

the below mentioned address

Managing Director,


Block No 18, 2nd Floor, Udhyog Bhavan

Sector 11, Gandhinagar 382030

SITE VISITS Site Visits can be undertaken by prospective bidders

on any working day during 28th March to 15th April

2017 between 11:00 AM to 4:00 PM with prior

intimation to contact persons mentioned in the table

below.

https://indextb.nprocure.com/


mailto:[email protected]

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PRE-BID MEETING At 12:00 Noon on 10th April 2017 for clarifications of

queries if any at the below mentioned address:


Block No 18, 2nd Floor, Udhyog Bhavan, Sector 11

Gandhinagar 382010

Phone : 079-23250492/93

If this day happens to be declared as the holiday or is

a non-working day, the pre-bid meeting would be held

on the next working day at the same date and time or

as informed otherwise.

OPENING OF TENDER

Part-1: Technical bid (pre-qualification papers shall be

opened on the same day – 18th April, 2017 at 4:00 pm

in the presence of authorized representatives of

bidders attending the bid opening.

Five star hotels or agencies offering

services to five star hotels would only be

qualified

“Credential certificates are need to be

submitted without that bid may be

rejected”

Pre-qualified bidders would subsequently be informed

about making a presentation on their proposal for

services to the committee. The date, time and venue

would be informed later on to the pre-qualified bidders.

Part- 2: Price Bid shall be opened of the technically

acceptable bidders at a later date or on the date of

technical presentation.

CONTACT PERSONS

(FOR ANY CLARIFICATIONS)

(1) General Manager (MM)

Email : [email protected]


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(2) Managing Director, iNDEXTb

Email : [email protected]

Contact numbers:

Tel: + 91- 79-23250492/93

Fax : + 91- 79-23250490

Bids shall be submitted in two separate sealed envelopes. Part-I shall contain EMD, Tender Fees Cheque / DD and Technical Bid details as mentioned above.

Part –II shall consist of price bid details of the offer.

Price Bid as per the format (without any condition) has to be submitted online only on the

websitehttps://indextb.nprocure.com. No Physical copy of the quotation will be accepted.

TERMS AND CONIDITIONS

a) Tender documents can be downloaded from Organization’s website www.indextb.com and or https://indextb.nprocure.com. Mere obtaining tender document from web site shall, however, not be construed that the bidder is considered qualified.

b) The bidder has to compulsorily submit the information in the hard copy (for technical bid) and online (for the price bid) on the websitehttps://indextb.nprocure.com by the last date and time of the submission mentioned in this tender document. The hard bound copy (technical bid) should reach to our office at the addressed in the duly sealed envelopes before the tender opening date and time.

c) The bidders are required to pay the tender submission cost by Demand Draft at the time of submission of physical papers of their Bid as per the submission procedure mentioned in this bid document. Prior to the physical submissions of the paper, details about the tender submission cost (Demand Draft No, Bank, Date of issue) would have to be filled on-line on the website https://indextb.nprocure.com, which may please be noted by the bidder.

d) Tender/ offers may be sent by post/ courier to the address of the office for tender submission. However, iNDEXTb accepts no responsibility for any loss/ delay/ non-receipt of offers not submitted in person. Offers received late/ incomplete are liable for rejection.

e) EMD as mentioned in the tender document shall be paid separately by DEMAND DRAFT drawn in favour of INDUSTRIAL EXTENSION BUREAU payable at Gandhinagar, Gujarat.

f) During opening of Technical Bid (i.e. Part-1) the name of Tenderer who has submitted their offers along with details of Earnest Money Deposit will only be read out and no other information/ details whatsoever will be read out.



http://www.indextb.com/




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g) The offer of the Tenderer shall be valid for a period of 3 (Three) months from the last date of submission of Tender/ revised offer (if any).

h) In deciding upon the selection of contractors for the work, great emphasis will be put on the ability and competency of contractors to provide high quality services according to the time schedule and in close coordination with concerned Police Department.

i) iNDEXTb reserves the right to accept/ reject any tender in part or full, without assigning any reason whatsoever

j) If the last date of receiving/ opening of the tenders coincide with a holiday, than the next working day shall be the receiving/ opening date.

GENERAL CONDITIONS OF CONTRACT

INFORMATION REQUIRED WITH PRE QUALIFICATION BID

The following documents/ information are required to be submitted along with offer, each

to be filed in separate file covers:

Sr. Copies to be submitted along with the PQ BID document

1 All Documents pertaining to Pre-qualification requirements

2 Service tax registration

3 VAT /TIN/CESS registration

4 Power of Attorney attached in favor of person signed the documents

5 PAN registration

6 MoU or Partnership deed copy

7 Labor/interstate migrant act registration

8 Declaration in the form of an Affidavit that no legal proceeding(s) and / or

Industrial dispute(s) claiming wages or any other payment from or employment

with the Principal employer have been initiated by any present employee or

previous employee of the bidder (if a company or proprietorship however

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previously designated) or of any partner of the bidder (if the bidder is a

partnership firm).

IT CLEARANCE CERTIFICATE/ ASSESMENT ORDER/ IT RETURN

Attested copy of latest valid Income Tax Clearance Certificate/ Latest Assessment

Order/ Latest IT return duly acknowledged by Income Tax authorities should be in the

name of the FIRM/ ORGANIZATION/ INDIVIDUAL quoting for the work.

EXPENSES TO BE BORNE BY BIDDER

All expenses in preparation and submission of bids and visits to the office or any place in

connection with the preparation of Bid shall be borne by Bidder. iNDEXTb in no case shall

be responsible or liable for these costs regardless of the outcome of the Bidding process.

PRICES, TAXES, DUTIES

The Bidder should quote firm prices/ rates taking in to account of all Taxes, Duties, Levies,

Personal Tax, Corporate Tax and all other expenditure required to be incurred by him/her

for providing required services etc. during the contract period as indicated under his

contract and after wards no variation on any account unless otherwise specifically

mentioned will be allowed. The quoted prices for all the items should be only excluding

Service Tax & Cess on Service Tax which shall be reimbursed at actual on production of

documentary evidence.

BID VALIDITY

Bid submitted by bidder shall remain valid for a period of 1 (one) Months from the date of

opening of offer. Bidder shall not be entitled during this period to revoke or vary the content

of Bid or any term thereof. In such case of making any variation subsequent to submission

of bid at their own, the offer shall be treated as “REJECTED” and EMD shall be forfeited

without any reference to the Bidder.

PRE-BID MEETING

Pre-bid meeting has been scheduled on 10th April 2017 at12:00 Noon at office of

iNDEXTb.Bidders are required to send their query in writing at least 24 hour ahead of Pre-

bid meeting

PLACE & ADDRESS FOR SUBMISSION OF BIDS

The Managing Director

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Block No 18, 2nd Floor, Udhyog Bhavan,

Sector-11, Gandhinagar,

Gujarat (India) 382010

OPENING OF BIDS

Un-priced Part of the offer (i.e. Part – I: Tech. BID) shall be opened on same day of

submission of offer after 04:00 PM at same office. During the opening only name of Bidder

and whether EMD is furnished, shall be informed and no other details/ information shall

be given.

Presentation on the technical proposal by the qualified bidders will be made to the

Committee at a later date to be communicated after evaluation of pre-qualification offers.

Part – 2 – Price Bid of the technically acceptable bidders only shall be opened after the

technical presentation or at a later date to be communicated after evaluation of technical

bids.

During opening of Priced Part name of Bidder and Total prices shall be read. No other

details/ information shall be given.

EVALUATION OF BIDS AND AWARD OF WORK

I.EARNEST MONEY DEPOSIT

The bid without requisite Earnest Money and/ or not in the prescribed Performa

will not be considered & bids of such Bidders shall be rejected.

II.DETAILED EVALUATION

(Please refer BID EVALUATION SYSTEM given in page no. 27)

Further examination/ evaluation of only such bids, accompanying requisite EMD

mentioned as above, shall be taken up as per the PQ Criteria. Technical Bid

discussions, if considered necessary, will be held with such Bidders to determine

the Technical acceptability of the bids.

EVALUATION OF PRICE BID

The price bids of only those bidders shall be considered for opening and evaluation whose

bid is determined to be technically acceptable to iNDEXTb.

Evaluation of price bid shall be taken up to determine the competitive prices of the

technically acceptable bids and include the following:

I. The quoted prices shall be checked to determine the arithmetical

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correctness of the same.

II. iNDEXTb reserves the right to accept/ reject any tender in part or full, without assigning an Reason whatsoever.

III. iNDEXTb reserves their right to negotiate the quoted price.

CONTRACT AGREEMENT

The successful Bidder shall be required to execute a contract Agreement with iNDEXTb

on the non-judicial stamp paper of Rs. 100/- (Rupees one hundred only). The cost of stamp

paper shall be borne by successful Bidder.

iNDEXTb reserves the right to amend the terms & conditions of contract after mutual

discussions and shall only be in writing.

CONTRACT PERIOD

The PERIOD OF contract shall be One Month.

The Contract period may be extended for two more months, on or before expiry of

the Contract, at the absolute discretion of Owner on the same terms and

conditions, depending on the Contractor’s performance during the currency of the

Contract.

WORK AT RISK AND COST

The owner reserves the right to get the whole or part of the work executed by some other

agency at the risk and cost of the contractor if it is found that the quality and/or the progress

in respect of whole or part of the work is not satisfactory.

INSURANCE

The successful bidder (Contractor) shall take third party insurance to cover any accident

or accidents of any nature, for an amount AS REQUIRED FOR this type of work against

damage/loss/injury to property or persons or loss of life during the complete period of the

contract. A copy of the Insurance Policy will be handed over by the Contractor to the

officer in charge designated by Owner or to the Office of the Owner before Starting Date

of the work as specified in the Work Order/Letter of Intent. In case the Contractor fails to

take the insurance policy, the owner would arrange for the same at the cost of the

Contractor, alternatively, the Institute may stop payment of bills to the Contractor till

Insurance is arranged by the Contractor or terminate the contract at the risk and cost of

the Contractor.

INDEMNITY

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The Contractor shall indemnify and keep indemnified the owner against all losses and

claims for injuries and or damages to any person or property. The Contractor shall abide

by and observe all statutory laws and regulations in matters of Labour Law, Factory Act,

Explosive Act, Workmen Compensation Act, Sales Tax, Royalty, Excise Duty, Works

Contract etc. and shall keep the owner indemnified against all penalties and liabilities of

every kind for breach of any such statute ordinance or law/regulations or Bylaws. The

Contractor shall not employ child labour. Payment to workers must be according to

Minimum wages act.

COMPLIANCE WITH THE OWNER RULES & REGULATIONS

The Contractor shall comply with all norms stipulated by the Owner such as Gate passes,

Checking, Maintenance of Cleanliness, and Discipline & Decency at and around the work

site, Safety Precautions and Safety Regulations.

ARBITRATION

All disputes regarding quality, specifications and rates shall be tried to be settled mutually

by making references to conditions of contract documents or prevailing local practices

etc., but if not settled mutually, shall be referred to arbitration subject to Arbitration Act of

1940 and its amendments, modifications to-date. Arbitration cost to be shared equally by

the owner and the contractor.

GOVERNING LAWS

The Contract shall be governed by the laws of India and the courts of Ahmadabad, Gujarat

(India), shall have exclusive jurisdiction.

AUTHORIZATION

The Contractor shall submit to iNDEXTb or the Governing Organization of Mahatma

Mandirthe names and specimen signatures of the persons authorized by him to draw

receive payments, receive instructions/notices etc. on behalf of the Contractor.

ACCESS TO SITE

The Contractor shall allow unhindered access to iNDEXTb and/or any other party or

person, engaged by iNDEXTb to work at the same site and/or to check/ regulate / watch

/guard/ measure/inspect, solely or jointly with the Contractor.

EXIT CLAUSE

The contract may be terminated by owner by giving a one-month notice to the other.

SAFETY AND SECURITY

Contractor shall abide by the safety code provisions as per safety code framed from time

to time by the government. The owner may penalise the contractor for non-performance

on specific area/instances. it will be decided by in charge officer. The contractor shall not

employ any staff from the previous contractor without permission from owne

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PENALTY

Failure in execution of services under the scope of the Contract due to the reasons

attributable to the Selected bidder, iNDEXTb shall have the right to make the deductions

as per following;

i. For Services: Whenever and wherever it is found that the cleanliness/work is not up to

the mark or any non-compliance observed in any task as per enlisted scope of work,

it will be brought to the notice of the successful bidder by the employer and if no prompt

action will be taken, penalty @ 1% of total monthly cost per complaint shall be

imposed. If it is happened second time in a month then penalty @ 2% of total monthly

cost shall be imposed; and for third time penalty @ 5% of total monthly cost shall be

imposed.

ii. If the deputed workers found are less than the minimum required as per tender

stipulations on the day, penalty @ Rs. 1000/- (Rupees One Thousand only) per worker

per day will be deducted from bill. Payment will be done only for the staff who will be

on duty.

iii. If situation demands, selected bidder shall depute additional manpower at site within

one (01) days of written intimation from iNDEXTb; extra Manpower shall be paid as

per agreed category wise manpower rate. Failing which, a penalty @ Rs. 350/-

(Rupees Five Hundred Only) per day/person shall be imposed & deducted from

monthly RA bill or as decided by Employer.

iv. Any correspondence or Minutes of Meeting shall not be constructed as waiving of

Penalty.

QUALIFICATION CRITERIA AND EVALUATION PROCEDURE

The bids received under these two envelope procedures shall be assessed and evaluated based

on the qualification criteria and evaluation procedure prescribed hereunder:

ASSESSMENT OF BIDS

Bid applications should normally be assessed using a two-stage process:

Stage 1 - Preliminary screening

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Stage 2 - Detailed assessment

Stage 3 - Final assessment based on presentation and opening of price bid

The Committee will select the agency by giving 50% weightage on the Methodology, work

plan, quality of manpower proposed and approach for works based on stipulated scope of

work presented before it and 50% weightage to the Price Bid.

PRELIMINARY SCREENING

Screening Criteria: Preliminary screening should typically establish whether an application meets

the following criteria:

Is application submitted by the applicant a responsive application?

Is the applicant commercially acceptable?

Over and above the bidder being responsive, he will be subject to the following criteria for initial

screening. Detail screening of those bids will be taken up which satisfies the initial screening

criteria.

1. The bidder should be in business of providing Housekeeping /Hospitality services in

the facility of Five Star Hotels and above category

(Five star hotels or agencies offering services to five star hotels would only be

qualified “Credential certificates are need to be submitted without that bid may

be rejected”)

2. The bidder should be a profit making organization during each of the above three

financial years.

3. The bidders shall have to provide PAN no. under income tax act, latest income tax

clearance certificate and Service Tax Number.

4. The bidder must have minimum employee strength of 200 people (on Pay Roll) on

the day of filling the tender. Full list of employees, viz., Name, age, employee code,

designation, experience in the field of housekeeping, PF, ESI details etc. should be

attached with the technical bid.

5. The bidder turns out to be substantially responsive bidder as a result of evaluation of

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Technical Bid.

6. Bidder’s price bid shall be evaluated, accepted with or without negotiations and

decided by the Employer for award of contract.

7. The bidder shall provide a valid Tender Fee & EMD acceptable to Employer.

8. All the staff deployment would be as per following qualification.

Sr

No. Category Qualification and Experience

01 Over all In charge

(Housekeeping Manager)

Degree in Hotel Management and ten

Years’ Experience in all aspects of

Housekeeping in a large, multi-use Five Star

Hotel and Above Category facilities/

institutional buildings/ convention centers

and exhibition halls.

02 Supervisor Degree in Hotel Management and Three

Years’ Experience in hospitality services of

area as mentioned above

03 Housekeepers/ Janitors/

Gardner

Minimum Experience of Three Years in

Housekeeping Services.

The bidders shall furnish along with this bid, CVs (Bio-data) of the key personnel

associated for this work for the execution of the works, duly signed by the

concerned person.

9. The bidders shall furnish along with this bid, CVs (Bio-data) of the key personnel

associated for this work for the execution of the works, duly signed by the concerned

person.

10. The persons to be deployed by the selected bidder should be properly trained, have

requisite experience and skills for carrying out a wide variety of housekeeping work

using appropriate materials and tools/equipment.

11. Bidders must submit the documentary proof in support of meeting the qualification

criteria. Simply undertaking by the bidder for any item of the criteria shall not suffice

the purpose.

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