RESERVE BANK OF INDIA,

Protocol & Security Cell Human Resources Management Department

Sector 17, Chandigarh -160017 www.rbi.org.in

TENDER FROM VENDORS FOR PROVIDING SECURITY GUARDS IN RESIDENTIAL

PREMISES OF RESERVE BANK OF INDIA, CHANDIGARH Reserve Bank of India, Chandigarh invites Tenders in Part-I and Part-II for providing Security Guards to the Bank’s residential premises in Chandigarh on contract basis. Tender forms are available at 3rd floor, Protocol & Security Cell, Reserve Bank of India, Central Vista, Sector 17, Chandigarh, 160017, from April 18, 2017 to May 08, 2017 between 11 AM to 3 PM on payment of non-refundable fee of Rs. 1500/- in the form of DD only. Tender Form can also be downloaded from our Website www.rbi.org.in. Tender Forms will have to be submitted in a sealed cover at the above address up to 14:00 Hrs. on or before May 23, 2017. The Bank reserves the right to reject any or all the tenders without assigning any reason thereof. Regional Director

Cost of Form: ` 1500

RESERVE BANK OF INDIA CENTRAL VISTA, SECTOR 17 A CHANDIGARH – 160017

PART-I (TECHNICAL BID) …………………………………………..................................................................................

NOTICE FOR INVITING TENDER FROM VENDORS FOR PROVIDING SECURITY GUARDS IN RESIDENTIAL PREMISES OF RESERVE BANK OF INDIA,

CHANDIGARH. 1.1. Reserve Bank of India, Chandigarh invites tenders from reputed and experienced agencies having experience in the trade of supplying trained Security Guards for guarding Residential Premises of the Bank, on contract basis for an initial period of one year as per laid down contractual obligations. However, contract can be extended further for a period of one or two years at the discretion of Reserve Bank of India and subject to satisfactory performance of duties of the staff and proper fulfillment of all terms and conditions of the contract. The estimated number of Security Guards to be deployed in the Bank’s residential premises, located at Sectors 16 A, 30 A & 44 B, Chandigarh, will be as follows:

I. Sector – 16 A: 06 Security Guards

II. Sector – 30 A: 16 Security Guards

III. Sector – 44 B: 13 Security Guards

The Bank reserves the right to increase or decrease the number of persons to be deployed before awarding the work or any time during the currency of contract.

Firms having minimum 5 years’ experience in this field as mentioned in the Part-I of the tender form are eligible to apply.

1.2 The tender forms in two part (technical and financial bid with details) can be obtained from Protocol & Security Cell, Third Floor, Reserve Bank of India, Central Vista, Sector 17, Chandigarh on any working day (Monday to Friday) from April 18, 2017 to May 08, 2017 between 10 AM to 3 PM on a non-refundable payment of Rs. 1500/- in in the form of DD only favoring Reserve Bank of India payable at Chandigarh.

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1.3 The tender form can also be downloaded from the "Tender" module of the RBI website (http://www.rbi.org.in). In case of downloaded documents, the said non-refundable payment of Rs 1500/- in the form of Demand Draft favoring Reserve Bank of India payable at Chandigarh will have to be submitted in a separate sealed cover attached to the envelope containing Part-I of the Tender and superscribed Demand Draft of Rs 1500/- favoring Reserve Bank of India.

Tender submitted without the demand draft of Rs 1500/- would be considered as ineligible.

1.4 Tenders shall be submitted in two parts, i.e., Technical bid and Financial bid and submitted in separate sealed envelopes superscribed as “Part-I” and “Part-II”. Both these sealed covers should be further sealed in another sealed envelope superscribed “TENDER FOR AWARD OF CONTRACT FOR SECURITY SERVICES 2017” and addressed to The Regional Director, Reserve Bank of India, Protocol & Security Cell, Human Resource Management Department, Third Floor, Central Vista, Sector 17, Chandigarh – 160017. The Tender forms complete in all respects may be submitted latest by 2.00 P.M on May 23, 2017 in the Tender Box kept at the Reception Counter of the office at Ground floor. 1.4 Part-I (Technical Bid) of the tender document should be duly filled and submitted along with the documents as mentioned therein along with an EMD of Rs 1,20,000 (Rs One Lakh Twenty thousand only) in the form of Demand Draft favoring Reserve Bank of India payable at Chandigarh. All the pages of Part I, along with its annexure and enclosures should be signed and stamped by the Company/ Firm. 1.5 Part-II (Financial Bid) should only contain Quoted rates in the enclosed Format-II duly signed and stamped by the Company/ Firm. 1.6 Any Tender not accompanied by EMD of Rs. 1,20,000/- shall be rejected. 1.7 Bid Security (EMD) shall be forfeited if the bidder withdraws his bid during the period of Tender validity or fails to execute the contract or award of work. 2. ELIGIBILITY CRITERIA FOR TENDERERS

The tenderers should satisfy the following conditions and shall enclose the following documents in Part I for examining their credentials. Opening of Part II (Price Bid) will be subject to satisfying the prescribed eligibility criteria

a. Composition of the tenderer Full particulars of the composition of the tenderer (whether the tenderer is an individual or a partnership firm or a company etc.) in detail should be submitted along with the name(s) and address (es) of the individuals/ proprietors/ directors/ partners as the case may be. A copy of the Articles of association/ power of Attorney/ board resolutions (authorizing the person to sign and submit the tender on behalf of the tenderer) along with any other relevant document.

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b. License The firm Should hold valid license under Private Security Agency Regulation Act 2005 (PSARA).

c. Location of Office The tenderer should have an office/Sub-office in Chandigarh / Mohali / Panchkula. Full address along with the details of a contact person should be given.

d. Registrations Copy of various registrations such as PAN, TIN, VAT, Service Tax, Employee State Insurance Act, EPF registration, registration under labour laws must be submitted as documentary evidence.

e. Qualification and Experience of Security Personnel

The Security Personnel should be minimum 10th Standard Pass and should preferably be ex-servicemen or ex-paramilitary personnel or properly trained security personnel. Must have good working knowledge of Hindi, Punjabi and English.

f. Rotation of Staff The security personnel deployed by the tenderer should NOT be rotated/shifted within one year of deployment until he is found wanting in performance as per RBI’s expectation or he ceases to be in the employment of the tenderer.

g. Should have experience of five years in the field as on March 31, 2017. The tenderer must have experience of successfully completing similar works (providing security services) during the last 5 years ending March 31, 2017.

Details of work experience shall be supported by experience certificates from the clients. The client-wise names of work(s), year(s) of execution of work(s) awarded, Date of Start and Finish of the work(s) of executed work(s), names and full contact details of the officers/ authorities/ departments under whom the work(s) was/were executed should be furnished. Applicant should furnish their client reports showing the details of work carried out during the last 5 years. In respect of Departments other than Government Departments/Public sector Undertakings apart from the experience certificate above the TDS certificates matching with the payments related to the work executed shall also be enclosed.

h. Name(s) and address(es) of the Bankers and contact particulars of their present executives.

Written information about the names and address of their bankers along with full details like names, postal addresses, e-mail IDs, telephone (landline and mobile) Nos., Fax Nos., etc. of the contact executives (i.e. the persons who can be contacted at the office of their bankers by the Bank, in case it is so needed) should be furnished.

i. Details of bank accounts & undertaking for receiving payments through NEFT

Full particulars of their bank accounts, like account No., type, when opened, IFSC Code etc. should be given. Tendering firms/companies should have current account in scheduled banks and should give an undertaking that they are ready to receive the payments through National Electronic Funds Transfer (NEFT).

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j. Name(s) and address (es) of the Clients and the contact particulars of their present executives.

Written information about the names and address of their clients along with full details like names, postal addresses, e-mail IDs, telephone (landline and mobile) Nos., Fax Nos., etc. of the contact executives (i.e. the persons who can be contacted at the office of their clients by the Bank, in case it is so needed) should be furnished.

3. GENERAL TERMS AND CONDITIONS

The estimated number of security guards to be deployed in the Bank’s residential premises will be 35 Security Guards as follows: (i) Residential Premises at Sec-30A – Total 16 Security Guards. 15 Security Guards @ 8 hours duty per shift in a day on all the seven days in a week (i.e. 5 Security Guards would be deployed per shift) and one security guard will be in the morning shift (7 am- 3pm) only. (ii) Residential Premises at Sec-44 – Total 13 Security Guards. 12 Security Guards @ 8 hours duty per shift in a day on all the seven days in a week (i.e. 4 Security Guard would be deployed per shift) and one security guard will be in the morning shift (7 am- 3pm) on all seven days in a week. (iii) Residential Premises at Sec-16 – 06 Security Guards @ 8 hours duty per shift of 8 in a day on all the seven day in a week (i.e. 2 Security Guards would be deployed per shift). 4. SCOPE OF WORK 4.1 Work to be performed by Security Guards at Residential Premises at Sec-30 and Sec-44, Chandigarh (i) Access Control: Keeping watch on the persons entering/existing the premises. Making entries in the registers kept at the gate for the purpose. (ii) Patrolling along the perimeter throughout the day in a cyclic manner. During night patrolling, carry out relay communications by means of whistle, torch etc. (iii) Carry out fire-fighting, if required using fire extinguishers made available in the residential blocks/ Security Guards posts. (iv) At any point of time manning of Guard Posts by at least one security guard. (v) Switching on/off of lights of peripheral/ areas and building blocks as per the prescribed time.

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(vi) Operation of water pump at residential Premises. (vii) Viewing and manning of CCTV operations as and when installed. (viii) Any other task which may be assigned by the Security-in-Charge of the Bank. 4.2 Work to be performed by the Security Guards at Residential premises at Sec-16 (i) Be available at designated place of duty. (ii) Maintain various registers at the place of duty. (iii) Viewing and manning of CCTV operations as and when installed. (iv) Any other task which may be assigned by the Security-in-Charge of the Bank. 5. Interested Tenderers shall submit the tenders in prescribed form in two parts. Part-I tender will contain the covering letter, tenderers additional conditions, if any, documents mentioned under “Eligibility Criteria” and the Demand Draft for EMD and be sealed in one cover, super scribing “Part-I of the Tender from vendors providing Security Guards at Residential Premises of Reserve Bank of India, Chandigarh”. 6. Part II of the tender will contain no conditions but tenderer’s price bid only and be sealed in a separate cover, super-scribing “Part-II of the Tender from vendors providing Security Guards at Residential Premises of Reserve Bank of India, Chandigarh”. Both these sealed covers should further be sealed in another envelope super scribing “Tender from vendors for providing Security Guards at Residential Premises of Reserve Bank of India, Chandigarh” and Sealed tenders should be addressed to The Regional Director, Reserve Bank of India, Protocol & Security Cell, Human Resource Management Department, Third Floor, Central Vista, Sector 17, Chandigarh – 160017 and sent so as to reach this office not later than 2:00 PM on May 23, 2017 in the manner enumerated in the tender form. The tender can also be dropped in the QUOTATION BOX kept at the Reception, Reserve Bank of India, Central Vista, Sector 17, Chandigarh. 7. The Vendor understands that he/it fulfils all the requirements of the tender documents. Upon receipt of in-principle approval from the Bank, the Vendor shall be bound to produce the required number of qualified security guards, as specified in para 3 above, within three days of the receipt of the letter from the Bank and before the final award of the work. The personal so produced should meet the eligibility criteria stipulated in paragraph 2 at above. In case any of the security guard is not meeting the requisite eligibility criteria for deployment, the Vendor shall arrange for the substitute arrangement and produce such person on the same day. It is agreed by the Vendor that mere receipt of in-principle approval does not guarantee award of work, the work will be finally awarded upon satisfaction of the Bank that the Vendor is/will be in a position to meet the requirements of the tender.

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8. Opening of Tender:- 8.1. The Part-I (Technical Bids) will be opened on the same day (May 23, 2017) at 3.00 P.M. in the presence of the tenderers or their representatives who are present at the time of opening of the tender. No separate intimation will be given in this regard. 8.2. The tender which does not comply with the conditions prescribed in the tender form will be summarily rejected. 8.3. Conditional bids will also be summarily rejected. 8.4. The Part-II (Financial bids) of only those tenderers who qualify in the Technical Bid (Part-I) will be opened on a subsequent date, for which the intimation would be given to the qualified tenderers. 9. Right to accept any Tender and to reject any or all Tenders:- 9.1. The Bank is not bound to accept the lowest or any tender and may at any time terminate the tendering process without assigning any reason. 9.2. The Bank may terminate the contract, if it is found after award of the work, that the contractors black listed during last 5 years by any of the Govt. Departments/Institutions/Autonomous bodies/Local Bodies/Municipalities/Public Sector Undertakings, etc. 9.3. The Bank may terminate the contract in the event the successful bidder fails to furnish the Security Deposit / Performance Security or fails to execute the agreement within specified period. 9.4 The tenders which are not in consonance with Minimum Wages Act and / or any other Labour laws will be treated as invalid.

9.5 The Bank shall call for the client report from the organizations in which the contractor has provided similar services. If any of the client report is not found satisfactory, the Tender shall be rejected outright and its Part II shall not be opened.

10. Award of Contract:- 10.1. The Bank will award the contract to the successful evaluated bidder whose bid has been found to be eligible and qualified to perform the contract satisfactorily as per the terms and conditions incorporated in the tender document. 10.2. The Bank will communicate the successful bidder by letter transmitted by Registered post/ Speed post that his bid has been accepted. (Hereinafter and in the condition of contract called the “Letter of Award”) 10.3. The successful bidder will be required to execute an agreement within a period of two weeks from the date of issue of Letter of Award until extended by the Bank up to a maximum of another two weeks.

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10.4 The Contract shall come into full force and effect on the date of issue of the Letter of Award. The costs of stamp duties and similar charges (if any) imposed by law in connection with the Contract Agreement shall be borne by the Contractor.

10.5 The tender submitted on behalf of a firm shall be signed by all the partners of the firm or a partner who has the necessary authority on behalf of the firm to enter into the proposed contract. Otherwise the tender may be rejected.

10.6 The EMD of the successful bidder shall be kept as Security Deposit by the bank for the period of the contract on which the bank shall not pay any interest. 10.7 The Security Deposit shall be returned within two months after the expiry of contract and completion of all contractual obligations. In case the contract period is extended further, the old Security Deposit will be returned back and a new security deposit of not less than 2% of contract amount has to be deposited by the vendor before renewal of the contract. 10.8. Failure of the successful bidder to comply with the requirements of above clauses shall constitute sufficient grounds for the annulment of the award and forfeiture of Security Deposit. 11 The security guards shall be deployed by the contractor/Security Agency (hereinafter used interchangeably) to the Bank from out of his pool of security staff who shall be the direct employees of the contractor for all purposes and object under the labour and welfare laws in force from time to time, including contract labour legislations.

12 The security guards deployed by the contractor for posting at the Bank's premises/Premises shall be the direct employees of the contractor for all legal purposes and shall be under his direct and complete control. The contractor shall supervise over them at all times and ensure that they carry on the work properly and faithfully to the Bank's satisfaction. For the purposes of ensuring this satisfaction, the Bank may from time to time at the prescribed periodicity or by surprise do inspections of Security Guards etc. through its own Security Officials or any other officer designated for the purpose.

13 The Contractor shall comply with the statutory provisions of Contract Labour (Regulation & Abolition) Act, 1970; Employees State Insurance Act 1948; Workman’s Compensation Act, 1923; Payment of Wages Act, 1936; The Employees Provident Fund(and Miscellaneous Provisions) Act, 1952; Payment of Bonus Act 1965; The Minimum Wages Act, 1948; Employees Liability Act, 1938; Employment of Children Act 1938; Maternity Benefit Act 1961, and/or any other rules/regulations and/or statutes that may be applicable to them and as amended from time to time. Bank reserves the right to call for proof of such compliance when deemed necessary and Contractor shall abide by the same. The contractor shall be solely responsible for any violation of provision of the above mentioned legislative enactments or any other statutory provisions and shall further keep RBI, Chandigarh indemnified from all acts of omission, fault, breaches and / or any claim, demand, loss, injury and expense arising out from the non-compliance of the aforesaid statutory provisions. Contractor’s failure to fulfill any of the obligations hereunder and / or under the said Acts/rules/ regulations/ or any bye-laws or rules framed under or any of these, the RBI, Chandigarh shall be entitled to recover any of such loses or expenses, which it may have to suffer or incur on account of such claims, demand, loss or injury, from the contractors monthly payment and Security Money Deposit.

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14 The Bank shall deal only with the Contractor and it shall be for the Contractor to assign the work to the security guards posted / appointed by him at the Bank's premises from time to time in accordance with the Bank's instructions. In the event of the Bank considering the act/conduct of any of the security guards posted / appointed by the Contractor to be derogatory to and not in due discharge of the duties and responsibilities entrusted to him and reporting such act / conduct to the Contractor, the Contractor shall forthwith take appropriate action to protect the Bank's interest. Further, upon the Bank reporting and demanding withdrawal of any of the security guard posted at its said premises for the reason that their conduct and behavior or the performance of the duty entrusted to them is not considered satisfactory by the Bank or for any other reason, the Contractor shall forthwith replace the said guard by / with suitable guard. The decision of the Bank in this regard shall be final, conclusive and binding upon the Contractor, who shall ensure that the services provided by him are to the satisfaction of the Bank. Subject to this clause, the contractor has the right to transfer in the discharge of its obligations under the Agreement and in its absolute discretion any of the security guards as it may determine, posted by him on the premises, provided however that he shall keep the Bank informed of the same, and any other changes contemplated by him will be duly communicated to the Bank, as far as possible in advance.

15 It shall be the responsibility of the contractor to ensure that the Security Guards deployed by him are physically & medically fit, active, healthy, smart, and intelligent with good bearing, honest and competent, free from any disease contagious or otherwise. The responsibility of their discipline will be that of the Contractor. The persons provided should have proper knowledge of their job. Persons so engaged by the contractor shall be properly trained Security personnel of high integrity and good conduct and preferably below the age of 50 years. In no circumstances, guards below 18 years of age should be employed. 16 The Contractor shall ensure that the guards are always in proper uniform, to be supplied by the Contractor, while on duty. In this regard, the Contractor shall at his cost provide to the security guards sets of uniform, boots, caps, jerseys for winter, belts, badges and other security equipment like lathis/batons, torches, cells, whistle, registers and stationery as approved by the Bank and for the proper maintenance of the same the contractor alone shall be responsible or liable.

17 The Contractor will maintain an attendance register in which day to day deployment of personnel will be entered. While raising the bill, the deployment particulars of the personnel engaged during each month, shift wise, should be shown. The register shall remain available round the clock for inspection by the authorized representatives of the Bank.

18 The Bank shall not be responsible for payment of any compensation for death of or injury or accident to any of the Security Guards which may arise out of and in the course of their duties and employment. It is agreed and understood that the Contractor shall alone be liable to pay such damages or compensation to such Security Guards.

19 In case of sickness / leave or absence from duty for whatever cause, of Security Guards, the Contractor shall undertake to replace such Security Guards. On occasion when it is not possible to provide the replacement immediately, the Contractor shall ensure that no post is left unmanned. The Bank will not be liable for payment whatsoever on account of replacement of Security Guard, which shall be the obligation of the Contractor.

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20 In case any of contractor’s personnel deployed under the contract is (are) absent, a penalty equal to double the wages of number of guards absent on that particular day shall be levied by the Bank and the same shall be deducted from the contractor’s bills. 21 The contractor shall submit details, such as names, parentage, residential address, age etc., along with recent photograph of the persons deployed by him. For the purpose of proper identification of the employees of the contractor deployed for the work, he shall issue identity cards bearing their photographs / identification etc. and such employees shall display their identity cards at the time of duty. 22 The Agency/Firm should have an office/Sub- office in Chandigarh, Mohali or Panchkula. 23 The contractor shall alone be liable to pay the salaries / wages through online mode into the bank accounts of security guards at all times and the same are not below the minimum wages prescribed under law, contributory saving fund, Gratuity, Risk Insurance and ESIS to the Security Guards provided to the Bank as and when due and shall maintain all necessary records. It is agreed and understood that such Security Guards shall not be considered employees of the Bank and shall not have any claim or right against the Bank. However, Bank reserves the right to call for and inspect such records, as and when deemed fit by the Bank and Contractor shall supply the same to the Bank within a reasonable time say not exceeding four days.

24 Accommodation for living of the Security guards will be provided by the contractor at his own cost. The Bank shall not bear any responsibility in this regard.

25 The Security Money Deposit deposited by the contractor shall be liable to be forfeited or appropriated in the event of unsatisfactory performance of the Contractor and / or loss/ damage if any sustained by RBI, Chandigarh on account of failure or negligence of the guards deployed by him or in the event of breach of the agreement by the Contractor. 26 The contractor shall ensure that its personnel do not at any time, without the consent of the Bank in writing, divulge or make known any trust, accounts matter or transaction undertaken or handled by the Bank and shall not disclose to anybody information about the affairs of Bank. This clause does not apply to the information, which becomes public knowledge. 27 Guards provided shall be adequately trained in fire safety and security measures including first aid, emergency responses & firefighting operations. 28 RBI, Chandigarh will deduct tax at source and all other statutory taxes/ charges etc. as applicable from time to time from the amount payable to the contractor. 29. Penalty Clause For deficiency in services and serious inconvenience caused to the Bank and its officials, liquidated damages not exceeding. 25% of the estimated bill for the relevant month may become leviable. However, the Bank will levy it only after giving due notice. In case of dispute an appeal may be made to the Regional Director, whose decision will be final in the matter. However, the Bank reserves the right to impose penalty charges up to 10% of the contract amount. In the event of penalty charges

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reaching 10% of the contract amount, the Bank reserves its right to terminate the contract and the Tenderer shall be liable to risk and cost. 30. The successful tenderer shall not disclose directly or indirectly any information, materials and details of the Bank’s infrastructure / systems/ equipment etc, which may come to the possession or knowledge of the successful tenderer during the course of discharging contractual obligations, to any third party and shall at all times hold the same in strictest confidence. The successful tenderer shall treat the details of the contract as private and confidential, except to the extent necessary to carry out the obligations under it or to comply with applicable laws. The successful tenderer shall not publish, permit to be published, or disclose any particulars of the works in any trade or technical paper or elsewhere without the previous written consent of the Bank. The successful tenderer shall indemnify the Bank for any loss suffered by the Bank as a result of disclosure of any confidential information. Failure to observe the above shall be treated as breach of contract on the part of the successful tenderer and the Bank shall be entitled to claim damages and pursue legal remedies. The successful tenderer shall take all appropriate actions with respect to its employees to ensure that the obligations of non-disclosure of confidential information under this agreement are fully satisfied. The successful tenderer’s obligations with respect to non-disclosure and confidentiality will survive the expiry or termination of this agreement for whatever reason. 31 Sexual Harassment of women at work place (Prevention, Prohibition and Redressal) a) The tenderer shall be solely responsible for full compliance with the provisions of “the Sexual Harassment of women at work place (Prevention, Prohibition and Redressal) Act, 2013”. In case of any complaint of sexual harassment against its employee within the residential premises of the Bank, the complaint will be filed before the Internal Complaints Committee constituted by the tenderer and the tenderer shall ensure appropriate action under the said Act in respect to the complaint. b) Any complaint of sexual harassment from any aggrieved employee of the tenderer against any employee of the Bank shall be taken cognizance of by the Regional Complaints Committee constituted by the Bank. c) The tenderer shall be responsible for any monetary Compensation that may need to be paid in case the incident involves the employees of the tenderer, for instance any monetary relief to Bank’s employee, if sexual violence by the employee of the tenderer is proved. d) The tenderer shall be responsible for educating its employees about prevention of sexual harassment at work place and related issues. e) The tenderer shall provide a complete and updated list of its employees who are deployed within the Bank’s residential premises. 32 The Bank will normally make all payments due under this Agreement (the payment of the preceding month) latest by 15th of each month provided the bill is correct in all respects. The payment will be made against the computer generated printed bill which should be properly signed by authorized signatory signed with proper stamp as used by the Contractor. The bill

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shall, for this purpose reach this office on 1st of each month. In case, it is a holiday/ non-working day or for any other reason, the payment will be made on next working day. However, if the payment due to the contractor pursuant to this contract is overdue beyond 30 days, contractor shall be entitled to claim interest on the outstanding amount at the rate of 3% per annum as from the date the sum is due until the date payment is made to the Contractor. The Bill will be settled on actual services provided and not on notional basis.

33 This contract will be valid for a period of One year from 01.07.2017 to 30.06.2018.

34 In case, so required by Law/ rules/ regulations, the Contractor shall ensure that a labour licence under the Contract Labour (Regulation and Abolition) Act, 1970 or any other law/rules is renewed as and when required and is kept in force during the period of the contract and that all terms and conditions thereunder are complied by him at all times.

35 The Contract may be terminated by either party giving to the other three months’ notice by registered post AD or payment in lieu thereof. Such termination shall not affect the rights or the obligations of parties arising as a result of or in consequence any act done prior thereto.

36 That personnel provided under the Contract will be the employees of the Contractor for all intent and purposes. They shall not have any claim or right against the Bank, nor can they claim any Association/rights as employee of R.B.I. The Contractor and its employee’s (guards) etc. shall not misuse name of the Bank for publicity purpose or otherwise.

37 That during the tenure of duty the security guards shall protect the property of Reserve Bank of India and do other security duties as assigned through the Contractor by the officer(s) so authorized by the Bank in the normal circumstances. However in case of emergency etc. when the contractor cannot be approached immediately such duties can be assigned to the security guards so deployed directly by such officer(s) authorized by the Bank and such Security Guards will abide by such instructions.

38 As mentioned elsewhere in this tender document, it is clarified here once again that the Bank has no responsibility of enforcing any service condition which the Contractor may have with his own employees / guards / supervisors / officers who may be put on duty to guard the Bank’s residential Premises as they are having no connection with the Bank. However for its own information, research and analysis, budget / administrative measure if the Bank calls for any information from the Contractor he shall be providing the same within 4 days. Bank also expects that they will be good employers to their own employees so that the Bank receives no complaints from them about their own service conditions because of the possible embarrassment caused to the Bank's reputation.

39 The Contractor shall report to the proper authorities of the Bank in case they receive complaints from the Security Guards regarding expected deviations from the laid down security duties structure.

40 The contract shall be deemed to end in any of the following contingencies:-

(i) On the expiry of the contract period or terminations in terms of para 35 of this agreement.

Or

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(ii) A notice at any time 'during the currency of services, in case the services rendered by the contractor are not found satisfactory and in conformity with the general norms and the standard prescribed for the services.

Or

(iii) For committing breach of any of the terms and conditions of the contract by the contractor.

Or

(iv) On assigning the contract or any part thereof any benefit or interest therein or thereunder by the contractor to any third person for sub-letting the whole or a part of the contract to any third person.

Or

(v) On contractor being declared insolvent by the competent Court of Law. During the notice period for termination of the contract, in the situation contemplated above, the contractor shall keep on discharging his duties as before till the expiry of notice period. It shall be the duty of the contractor to remove all the persons deployed by him on termination of the contract on any ground whatsoever and ensure that no person create any disruption / hindrance / problem of any nature to Reserve Bank of India.

41 In the event of exigencies arising due to the death, infirmity, insolvency of the contractor or for any other reason or circumstances, liabilities thereof of the contract shall be borne by the following on such terms and conditions, as the Bank may think proper, namely:

i) Legal heirs in case of sole proprietor ii) The next Directors / Partners in the case of company or firm as the case may be.

42 The Bank may revoke the contract, simplicitor and shall reserve the right to settle the matter according to the circumstances of the case as it may think proper.

43 No party shall be allowed to be represented by a lawyer during any investigation, enquiry, dispute or appeal.

44 In the event of any question, dispute/ difference arising under the agreement or in connection herewith (except as to matters the decision of which is specially provided under the agreement) the same shall be referred to the sole arbitrator appointed by the Regional Director, RBI, Chandigarh or his nominee.

45 The award of the arbitrator shall be final and binding on the parties. In the event of such arbitrator to whom the matter is originally referred is being transferred or vacating his office or resigning or refusing to work or neglecting his work or being unable to act for any reason whatsoever, the Regional Director, RBI, Chandigarh shall appoint another person to act as arbitrator in place of the out-going arbitrator in accordance with the terms of the agreement and the persons so appointed shall be entitled to proceed with the reference from the stage at which it was left by his predecessor.

46 The arbitrator may give interim awards and / or directions, as may be required.

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47 Subject to the aforesaid provisions of the Arbitrator and Conciliation Act, 1996 and the rules made hereunder and any modification thereof from time to time being in force shall be deemed to apply to the arbitration proceedings under this clause. 48 The Courts at Chandigarh only shall have the jurisdiction for the purpose of this agreement. With mutual consensus, even Arbitration machinery may be used for settling disputes.

49 The contractor shall get the antecedents of the Security Guards and agency itself checked / verified through the local police / intelligence agency to ensure that no undesirable person is deployed.

50 CONFLICT OF INTEREST Tenderers shall not have a conflict of interest. All tenderers found to have a conflict of interest as mentioned below will be disqualified. (a) Tenderers in two different applications have controlling shareholders in common. (b) The Tenderers (including their personnel and sub-contractors) that have a family relationship with such members of the RBI Staff who are directly or indirectly involved in the project will not be awarded the contract. 51. Declaration: I/We hereby declare that I/We have read and understood all the above instructions/conditions (1 to 50) and the same will remain binding upon me/us in case the above mentioned Annual Security Services Contract is entrusted to me/us. Place: Signature and seal of the Tenderer Date: Name of Authorized signatory

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FORMAT I

(To be given on Applicant’s letter head)

TENDER FOR PROVIDING SECURITY GUARDS IN RESIDENTIAL PREMISES OF RBI,

CHANDIGARH

In connection with the above and in full agreement with the terms and conditions as stipulated

by Reserve Bank of India Chandigarh, I/We state as under:

a. I/We understand the minimum wages will be required to be paid as per the terms

and conditions stipulated by the Central Government from time to time / other

authorities concerned from time to time. In addition, I/We also understand that all

statutory payments like EPF /ESI /Bonus /Gratuity, etc., also need to be paid as

prescribed under various statutes, by me / us.

b. In case I/We are awarded the contract, I/We is /are agreeable to deposit with

Reserve Bank of India Rs 1,20,000/- as Security Money Deposit.

c. I/We also understand that the Regional Director, Reserve Bank of India,

Chandigarh has the right to accept or reject my/our application without assigning

any reasons whatsoever and his/her decision will be binding on me/us.

d. I / we have valid registration in respect of Employees Provident fund / Employees

State Insurance / Service Tax etc., copies of the above are enclosed herewith.

Authorized Signatory

(With Name & Seal)

15

Particulars of the Company/Firm

(Please submit along with documentary evidence)

S.No Particulars

1 Name of the Company/firm

2 Type of Company whether, Proprietorship, Partnership etc.

3 Name and address of the Proprietor/ Partners/ Directors of the Company

(i)

(ii)

(iii)

4 Registration (firm, company etc.) / Registration Authority, Date, Number etc

5 Registered office address and telephone number & email address

Local Contact address/ Telephone number

6 Office address through which the work will be handled (together with service provider’s email address)

7 Experience in undertaking similar services to other organizations during last five years from the last day of the month preceding the month in which this tender is invited.

S.No No of security Guards

deployed

Cost of deployme

nt per year

Names, full address&

contact no of the

organizations to whom service

provided

16

8 Total value of the services provided to the other organizations during the last 5 years from the last day of the month preceding the month in which this tender is invited.

2011-12 Rs. lakh

2012-13 Rs. lakh

2013-14 Rs. lakh

2014-15 Rs. lakh

2015-16 Rs. lakh

9 Turnover of the company/firm during the last 5 years(furnish Audited Balance Sheet for 5 years)

2011-12

2012-13

2013-14

2014-15

2015-16

10 Whether deployed Security Guards to any of the Government / Semi-Government Undertaking/s as approved service providers and if so, furnish details

11 Indicate if involved in any litigation

12 Any civil suits pending in any of the orders executed, give details

13 Time required to place the service, if engaged.

14. PAN Number

15. Details of Security personnel available in t organization for deployment

i) Ex-servicemen

ii) Other trained person

iii) Total

16. Whether the Firm/company has License from Police authorities under Private Security Agency Regulation Act, 2006

Signature of the applicant with Seal

17

Details of Bankers

(To be given on applicant’s letter head)

Name of the Branch and its complete postal Address

Name and Job-title of the Contract Person along with his/her Telephone No(s) and Fax No.(s) etc.

Type of Account and Account No.

The period from which the service provider has been banking with the Banker.

Any other information which the service provider may like to furnish about its Bankers:

IFSC code of the Branch

Authorized Signatory

(With name & Seal)

18

FORM OF BANKERS' CERTIFICATE FROM A SCHEDULED BANK (To be submitted by the Tenderer along with the Tender) 1. Composition of the firm (whether Partnership/ Private Limited/ Proprietorship/ Public Limited.) 2. Name of the Proprietor/ Partners/ Directors of the firm. 3. Turnover of the firm for the last 5 years (year wise). 4. Credit facility/ Overdraft facility enjoyed by the firm. 5. Dealings 6. The period from which the firm has been banking with the bank. 7. Any other remarks. 8. You may also kindly forward your opinion whether the above firm is considered financially sound to be entrusted with the contract for works estimated to cost Rs ----- lakhs. . (Signature) For the Bank Note: 1. Bankers' certificates should be on letter head of the Bank, 2. In case of partnership firm, certificate to include names of all partners as recorded with the

Bank

19

CHECK-LIST FOR PRE-QUALIFICATION BID FOR SECURITY SERVICES AGENCY

Sl. No.

Documents asked for Page number of document placed

1

Earnest money(DD of Rs 120000/-)

2

Authorized person of the firm/agency, with name, designation address and office telephone numbers. If the bidder is a partnership firm/private or limited company, name designation, address and office telephone numbers of partners/Directors also. (Copy of partnership deed/Registration Certificate/MOU/MOA as applicable to be submitted)

3

Undertaking on a letter head (as per format prescribed in).

4

Self-attested copy of the PAN card issued by the Income Tax Department with copy of Income-Tax Return of the last financial year.

5

Self-attested copy of Service Tax Registration No.

6

Self-attested copy of valid Registration number of the firm/agency.

7

Self-attested copy of the License under Contract Labour (R&A) Act 1970, of the employer for whom the Security Agency is currently undertaking the work.

8 Self-attested copy of valid Provident Fund Registration number.

9

Self-attested copy of valid ESI Registration No

10 Proof of experiences of last 5 financial years. 11 Annual turnover of last 5 financial year duly certified by the Chartered

Accountant.

12 Any other documents, if required. 13. Copy of Licence issued under the PSAR ACT, 2005 14. Whether the firm has executed two similar works individually costing

not less than Rs 20 lakh/year during the last 5 years from the last day of the month preceding the month in which the tender is invited.

15. 5 Years’ experience in providing services of security guards to Govt. / Semi-Govt. /other major institutions

16. Turnover of not less than Rs 15 lakhs / annum for the last 5 years

17. Address of the firm/company office/Sub office in Chandigarh /Mohali / Panchkula for proper training facility of Security guards

Signature of the Tenderer (Name and Address of the Tenderer)

20

Checklist for Technical Evaluation

Sl. No.

Information to be provided

To be filled by the Bidder

For office use

1

Annual Turnover for the last 5 years duly certified by the Chartered Accountants.

2

Experience of running Security services (in years).

3

Manpower on roll

4

No. of Supervisory staff and trained Security/Ex- Servicemen on roll. Ex-Servicemen Guards = Security Guards = Supervisory Staff =

5

Names of the Organizations where services have been provided.

6

Training academy location and specifications

7

Training Staff : qualification and duration of service in the agency

8

QRT location and composition

9

Nature of self defence training provided

Note: Photocopies of all necessary documents duly self-attested must be attached for Verification of the information provided. Signature of the Tenderer (Name and Address of the Tenderer) Telephone No.

21

RESERVE BANK OF INDIA CENTRAL VISTA, SECTOR 17 CHANDIGARH – 160017

PART-II (PRICE BID)

(To be given on Applicant’s letter head)

Tender Notice for Empanelment of Private Security Agency (PSA)

In connection with the above and in full agreement with the terms and conditions as stipulated by you, I/We state as under:

Sr No.

Particulars Amount in Figures (in Rs)

Amount in words (In Rs.)

1 Rate for one Security Guard for a Month 2 Rate for one Security Guard for a Year 3 Rate for 35 Security Guards for a Month 4 Rate for 35 Security Guards for a Year 5 Vendor’s service charges for rendering

services for a year (Percentage of total amount (4) quoted for 35 Security guards for a year in Rupees.)

Total (4+5) Instructions: 1. Price quoted at above Sr. No. 1 to 4 should include all statutory obligations of the bidder under various Labour laws Contract Labour (Regulation & Abolition) Act, 1970; The Minimum Wages Act 1948 (Higher of the current and applicable minimum wages (including Variable Dearness Allowance) announced by Central Government or State Government periodically by way of notification); Employee State Insurance Act, 1948; Payment of wages Act 1936; Workman’s Compensation Act 1923; The Employee’s Provident Fund Act (Miscellaneous Provisions) 1952; Payment of Bonus Act 1965; Employer’s Liability act 1938 And or any other rules/regulations and /or statues that may be applicable to them from time to time. Further all the applicable components mentioned above should strictly be included in the rate for one Security Guard. 2. Price quoted above should be inclusive of all applicable taxes. I have gone through the terms and conditions and am agreeable to them.

Authorized Signatory

(With name & Seal)