Kandi, Sangareddy(Dist), Telangana-502284

Tele: 040-23016773; e-mail: office.admin@iith.ac.in

Ref: IITH/103/MS/Tender/HKS/2024, dated.25.04.2024

NOTICE INVITING TENDERS

Indian Institute of Technology Hyderabad invites online bids in a two-bid system for
providing ‘Housekeeping services at IITH campus, Kandi, Sangareddy’.

The Tender Document can be downloaded from https://eprocure.gov.in/eprocure/app. OR

Central Public Procurement (CPP) Portal https://eprocure.gov.in/eprocure/app.
OR Institute website- https://iith.ac.in/tenders.

The bid is to be submitted online only through the E-procurement portal of

https://eprocure.gov.in/eprocure/app. up to the last date and time of submission of
tender.

A. Tender Schedule:
S.No Particulars Date Time
1 Date of Online Publication/Download of 25.04.2024 17:00 Hrs
Tender
2 Bid Submission Start Date 25.04.2024 17:30 Hrs
3 Bid Submission Close Date 15.05.2024 15:00 Hrs
4 Opening of Technical Bids 16.05.2024 15:00 Hrs

B. Pre-Bid Clarifications: The prospective bidders may send their queries to

office.admin@iith.ac.in in the following format on or before 02.05.2024.
Tender page No. Clause Query

C. Before filing the bids, the bidders are requested to consider all the amendments/
clarifications, if any, issued by this Institute and placed on its website and CPP
Portal.

D. Other Important Limits:

Tender Processing Fee
1 Rs.1,180/- incl. of GST
(Non-refundable)
Earnest Money Deposit (EMD)
2 Rs.24,00,000/-
(refundable without interest)
90 days from the date of
3 Bid Validity period
opening of Price bids
4 Estimated Value of Contract Rs.12.00 Cr. Per annum (±20%)
5 Performance Security Value 5% of the Annual contract value.
6 Period of Signing the Contract Within 7 days

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E. No manual bids will be accepted. All quotations (both Technical and Financial) should
be submitted online through CPP portal of https://eprocure.gov.in/eprocure/app.
F. Any queries relating to the process of online bid submission or queries relating to CPP
Portal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact details
of the helpdesk are +91 0120-4711 508, +91 0120-4200462, +91 0120-4001002, +91
0120-4001005 and support-eproc@nic.in .

Registrar
IIT Hyderabad

Page 2 of 40
 INSTRUCTIONS FOR ONLINE BID SUBMISSION
The bidders are required to submit soft copies of their bids electronically on the CPP
Portal, using valid Digital Signature Certificates. The instructions given below are meant
to assist the bidders in registering on the CPP Portal, prepare their bids in accordance
with the requirements and submitting their bids online on the CPP Portal.
More information useful for submitting online bids on the CPP Portal may be obtained
at: https://eprocure.gov.in/eprocure/app.

Registration:
1) Bidders are required to enroll on the e-Procurement module of the Central Public
Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking on
the link “Online bidder Enrollment” on the CPP Portal which is free of charge.
2) As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.
3) Bidders are advised to register their valid email address and mobile numbers as
part of the registration process. These would be used for any communication from
the CPP Portal.
4) Upon enrollment, the bidders will be required to register their valid Digital
Signature Certificate (Class III Certificates with signing key usage) issued by any
Certifying Authority recognized by CCA India (e.g. Sify / nCode / eMudhra etc.),
with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the bidders
are responsible to ensure that they do not lend their DSC’s to others which may
lead to misuse.
6) Bidder then logs in to the site through the secured log-in by entering their user
ID / password and the password of the DSC / e-Token.

Searching For Tender Documents:

1) There are various search options built in the CPP Portal, to facilitate bidders to
search active tenders by several parameters. These parameters could include
Tender ID, Organization Name, Location, Date, Value, etc. There is also an option
of advanced search for tenders, wherein the bidders may combine a number of
search parameters such as Organization Name, Form of Contract, Location, Date,
Other keywords etc. to search for a tender published on the CPP Portal.
2) Once the bidders have selected the tenders they are interested in, they may
download the required documents / tender schedules. These tenders can be
moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal
to intimate the bidders through SMS / e- mail in case there is any corrigendum
issued to the tender document.
3) The bidder should make a note of the unique Tender ID assigned to each tender,
in case they want to obtain any clarification / help from the Helpdesk.

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Preparation of Bids:
1) Bidder should take into account any corrigendum published on the tender
document before submitting their bids.
2) Please go through the tender advertisement and the tender document carefully
to understand the documents required to be submitted as part of the bid. Please
note the number of covers in which the bid documents have to be submitted, the
number of documents - including the names and content of each of the document
that need to be submitted. Any deviations from these may lead to rejection of
the bid.
3) Bidder, in advance, should get ready the bid documents to be submitted as
indicated in the tender document / schedule and generally, they can be in PDF /
XLS / RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with
black and white option which helps in reducing size of the scanned document.
4) To avoid the time and effort required in uploading the same set of standard
documents which are required to be submitted as a part of every bid, a provision
of uploading such standard documents (e.g. PAN card copy, annual reports,
auditor certificates etc.) has been provided to the bidders. Bidders can use “My
Space” or ‘’Other Important Documents’’ area available to them to upload such
documents. These documents may be directly submitted from the “My Space”
area while submitting a bid, and need not be uploaded again and again. This will
lead to a reduction in the time required for bid submission process.
Note: My Documents space is only a repository given to the Bidders to ease the
uploading process. If Bidder has uploaded his Documents in My Documents space,
this does not automatically ensure these Documents being part of Technical Bid.

Submission of Bids:
1) Bidder should log into the site well in advance for bid submission so that they can
upload the bid in time i.e. on or before the bid submission time. Bidder will be
responsible for any delay due to other issues.
2) The bidder has to digitally sign and upload the required bid documents one by
one as indicated in the tender document.
3) Bidder has to select the payment option as “offline” to pay the tender fee / EMD
as applicable and enter details of the instrument.
4) Bidder should prepare the EMD as per the instructions specified in the tender
document. The original should be posted/couriered/given in person to the
concerned official, latest by the last date of bid submission or as specified in the
tender documents. The details of the DD/any other accepted instrument,
physically sent, should tally with the details available in the scanned copy and
the data entered during bid submission time. Otherwise the uploaded bid will be
rejected.
5) Bidders are requested to note that they should necessarily submit their financial
bids in the format provided and no other format is acceptable. If the price bid
has been given as a standard BoQ format with the tender document, then the
same is to be downloaded and to be filled by all the bidders. Bidders are required
to download the BoQ file, open it and complete the white coloured (unprotected)
cells with their respective financial quotes and other details (such as name of the
bidder). No other cells should be changed. Once the details have been completed,
the bidder should save it and submit it online, without changing the filename. If
the BoQ file is found to be modified by the bidder, the bid will be rejected.

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 6) The server time (which is displayed on the bidders’ dashboard) will be considered
as the standard time for referencing the deadlines for submission of the bids by
the bidders, opening of bids etc. The bidders should follow this time during bid
submission.
7) All the documents being submitted by the bidders would be encrypted using PKI
encryption techniques to ensure the secrecy of the data. The data entered cannot
be viewed by unauthorized persons until the time of bid opening. The
confidentiality of the bids is maintained using the secured Socket Layer 128 bit
encryption technology. Data storage encryption of sensitive fields is done. Any
bid document that is uploaded to the server is subjected to symmetric encryption
using a system generated symmetric key. Further this key is subjected to
asymmetric encryption using buyers/bid opener’s public keys. Overall, the
uploaded tender documents become readable only after the tender opening by
the authorized bid openers.
7) Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid
Submission” in the portal), the portal will give a successful bid submission
message & a bid summary will be displayed with the bid no. and the date & time
of submission of the bid with all other relevant details.
8) The bid summary has to be printed and kept as an acknowledgement of the
submission of the bid. This acknowledgement may be used as an entry pass for
any bid opening meetings.

Assistance to Bidders:
1) Any queries relating to the tender document and the terms and conditions
contained therein should be addressed to office.admin@iith.ac.in .
2) Any queries relating to the process of online bid submission or queries relating to
CPP Portal in general may be directed to the 24x7 CPP Portal Helpdesk. The
contact details of the helpdesk are +91 0120-4711 508, +91 0120-4200462, +91
0120-4001002, +91 0120-4001005 and support-eproc@nic.in .

**

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 TENDER SCHEDULE

1. Tender Form: The tender document can be downloaded from the Institute’s website
https://iith.ac.in/tenders/ and also from CPP Portal. Bids are to be submitted online
through CPP portal only.

2. Scope of Work: In brief the job function is to maintain the aesthetic looks in the IITH
buildings i.e. academic buildings, hostel buildings, SNCC, works shops, garden, etc. and
all their premises and surrounding areas by maintaining pleasant odour and
cleanliness, keeping the building & the surrounding area neat, clean & tidy every day
keeping them in hygienic & sanitary conditions of high standard as per contract. The
detailed scope of work mentioned in the General Terms & Conditions.

3. Period of Contract: The contract will be for a period of one year initially with a trial
period of 3 (three) months. If the services during the trial period are satisfactory, the
contract will be renewed for the remaining period of 9 (Nine) months. In case the
services during the trial period are not satisfactory, the contract will be terminated
with two weeks’ notice. In any case, the contract will not be extended beyond one
year.

4. In case the tender opening date happens to be declared as closed holiday, the tender
will be opened on the following working day, without any change in timings.

5. Bid Validity Period: The tenders shall be valid for a period of 90 days from the date
of opening of price bids.

6. Visit of the Campus: Interested bidders are advised to visit the IITH premises on any
working day between 10:00Hrs to 17:00Hrs and ascertain the nature and quantum of
work before bidding.

7. Tender Processing Fee:

7.1. Bidders should transfer non-refundable tender processing fee of Rs.1,180/-
(Rupees One Thousand One Hundred and Eighty only) including GST, to the
following Bank Account and furnish the receipt along with their Bid.
Bank Name: SBI
Bank Account No. : 30412797764
Account Name: Indian Institute of Technology Hyderabad
IFSC Code: SBIN0014182
Branch: IITH Kandi.
7.2. Tender processing fee in any other form will not be accepted as valid.
7.3. Only the firms having valid registration with NSIC/MSME for providing of
housekeeping services are exempted from payment of Tender Fee.

8. Earnest Money Deposit (EMD):

8.1. Bidders should transfer EMD of Rs.24,00,000/-(Rupees Twenty Four Lakh
only) to the following Bank Account and furnish the receipt along with their Bid.
Bank Name: SBI
Bank Account No. : 30412797764
Account Name: Indian Institute of Technology Hyderabad
IFSC Code: SBIN0014182
Branch: IITH Kandi.
8.2. EMD in any other form will not be accepted as a valid EMD.

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 8.3. The EMD of the successful bidders will be returned on receipt of Performance
Security Deposit.
8.4. EMD of the unsuccessful bidders will be returned without any interest after the
finalization of the contract.
8.5. Only firms having valid registration with NSIC/MSME for supplying of
skilled/unskilled manpower are exempted from payment of EMD.

9. Performance Security Deposit: For due performance of his/their obligations under

the contract, during the validity, the successful tenderers shall have to deposit a
Security Deposit equivalent to 5% of annual contract value, which will be free of
interest, before commencement of the contract. This security deposit is to be
furnished in the form of Bank Guarantee as per the format furnished by the Institute,
from any of the Nationalized or scheduled banks. The security deposit will be forfeited
in case of a breach of contract. After successful completion of the contract, the security
deposit will be refunded without interest within 60 days after adjusting dues if any to
the IITH from the Contractor.

10. Eligibility Criteria:

10.1. The tenderer should be a registered contractor/firm/company/co-operative
society having a valid license under The Contract Labour Act and should
furnish proof of his experience of providing sanitation/housekeeping services
in Government/Private Organizations/Public Sector Undertakings/large
hospital or any other similar organization of repute.

10.2. Bidder should have an average annual turnover of Rs.10.00 Cr. during the last
three Financial years. A certificate from the Chartered Accounts for bidder’s
turnover for the last three financial years along with audited balance sheet is
to be furnished.

10.3. Experience: The tenderer should have experience of having executed/

completed similar works during the last 5 years commencing on
01.04.2019 and ending on 31.03.2024 preferably in Govt., PSU, R&D
organizations, any large Hospitals or educational institution of repute, etc.

The experience should be one of the following:

Three similar completed works during the last 5 years, each costing not less
than the amount equal to Rs.4,80,00,000/-, OR

Two similar completed works during the last 5 years, each costing not less
than the amount equal to Rs.6,00,00,000/-, OR

One similar completed work during the last 5 years costing not less than
the amount equal to Rs.9,60,00,000/-.

Note: i) Experience prior to 01.04.2019 and later than 31.03.2024 will not
be considered as experience.

ii) “Similar work” means execution of cleaning, housekeeping, sanitary

works and guesthouse maintenance works. The tenderer must produce
work done certificate from the clients. The work done certificate should
mention the details of work executed, the value of work done, Number
and category of Manpower deployed, date of commencement and date
of completion of the work.

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 iii) Bidder should submit Certificate of Experience and Quality
Assessment sheet from their clients. Experience without QAS and
QAS without Experience will not be considered for evaluation of the
tender.

iv) Bidder should produce the Certificate of Experience from the

clients on the client’s letterheads with signatures, stamps and seals.
The certificate should clearly mention the following details:
1 Name of the client and full address
2 Telephone and FAX number of the client
3 Official Email ID of the client
4 Details of work performed
5 Number and type of Manpower supplied
6 Period of work (starting and ending)
7 Value of work completed in Contract for providing housekeeping
services.
8 Date of issue

v) Copy of work order and/or self-certified certificate will not be accepted

as a certificate of experience. If any document other than a certificate of
experience is produced, such document will not be accepted as relevant.
Tenders not accompanied by the certificate of experience issued by the
client will automatically stand disqualified.

vi) The certificate of experience should be exclusively for supply of

Housekeeping services.

vii) The certificates not clearly specifying the value of the work of providing
housekeeping services during the period of contract, WILL NOT BE
ACCEPTED.

viii)Those bidders having experience with IITH during the period

01.04.2019 to 31.03.2024 should mandatorily obtain Experience
and QAS certificate from IITH and include the same in their bid,
failing which the bid stands disqualified.
ix) The bidder with more number of eligible works will be given
additional marks

10.4. Bidder should have registered PAN and GST numbers.

10.5. Bidder should have a Registered/Branch office at Hyderabad. The labour

license / ESI / EPF registration shall be with this address. [proof to be
enclosed in the technical bid]

10.6. The bidder should have valid Labour License, EPF and ESI registrations.
10.7. The bidder should submit duly signed and stamped tender document in the
Technical Bid as a token of acceptance of all the tender terms.

Note: All the copies of mandatory documents submitted by the tenderer should be
attested by the Contractor. Failure to comply with these conditions renders the
tender/bid automatically disqualified. The original documents should be
produced for verification at any stage of tender process as and when sought
for, failing which; the bids are liable for disqualification.

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11. Bid preparation:

11.1. Part-I (Technical Bid) : should contain Annexure-I, Quality Assessment

Sheet, the proof of transferring of Tender Processing Fee, and Earnest Money
Deposit (EMD). The tenders should be accompanied also by copies of the
documents stated in Annexure-I.

11.2. Part-II (Financial Bid) : should contain only the price Bid as per Annexure-
III(BoQ) and Annexure-IV. Bidders have to download the BoQ file from CPP
portal and fill the required fields and upload the same on portal. Annexure-IV
should be supported by the proper estimates/quotations. Bids without
enclosures (Estimates/quotations from suppliers) to Annexure-IV stand
automatically disqualified.

11.3. Failure to fulfil any of the conditions given above shall render the tender liable for
rejection.

12. Bid Evaluation Process

12.1. Part-I (Technical Bid) : Only the Technical Bid will be opened and evaluated by
the Tender Committee at the time of Technical Bid meeting.

12.2. After verification of Part-I (Technical Bid), Part-II (Price bid) of only those
tenderers who satisfy all the eligibility criteria laid down in part-I and this
notification will be opened. In case any document produced in support of
eligibility criteria turns out to be not genuine, EMD stands automatically forfeited,
whether before award of work or otherwise.

12.3. Evaluation of tender: 70% weightage will be assigned to the price bid and 30%
weightage will be assigned to ‘Quality Assessment’.

12.4. Quality Assessment (QAS): Proforma has been prescribed [ANNEXURE-II] and
all the tenderers have to obtain Certificates from the Clients, separately for each
of the contracts. Contracts for which Quality Assessment Certificates are not
produced by the tenderer; such contracts will not be considered for any purpose.
If no Certificate is produced no marks will be assigned for Quality
Assessment. Maximum possible score of QAS is 50 i.e. 5 mark each for the 10
factors. Arithmetic average of the total marks scored in all the contracts will be
worked out and marks will be assigned in proportion to maximum marks.

12.5. Marks for Technical Evaluation:

Max.
Description Marking
Marks
QAS (Average QAS Score) Average of the QAS of all eligible
contracts submitted in support of 50
eligibility
Turnover of the bidder in 1 Mark each for each additional 2 Crore
similar works of the average annual turnover over
20
and above the minimum required
turnover of Rs.10 Cr.

Page 9 of 40
 No. of Contracts 2 marks each for each eligible contract
of Housekeeping Services with
20
minimum of 150 Manpower and Rs.
4.80 Cr. Annual turnover.
No. of Manpower 1 mark each for each 100 employees
engaged over and above 300
employees.
Supporting documents:
10
1.March 2024 EPF ECR and challan is to
be enclosed.
2. Experience Certificate to be enclosed
duly mentioning the No of Manpower.
Total Technical Score 100
No scores will be awarded without proper supporting documents.

The total Technical Score obtained by the bidder will be normalized to 30 marks.
For example, if the total Technical Score of the Bider is 60, Technical score will be
60 x 30 / 100 = 18 marks.

12.6. Marks for price bid: Price bid carries 70% weightage. The tenderer who quotes
the lowest price; (a) subject to compliance with Minimum Wages, ESI and EPF
contributions, Bonus; will be given a score of 100 for price bid. The bids that are
not compliant with (a) stand automatically disqualified and therefore
consideration will be based on Service Charge. The tenderers will be allotted
score relative to the score of the lowest tenderer, as below:

FS = (100 X L1) / L
Where:
FS = Marks for the price bid.
L1 = Service Charge of the lowest tenderer.
L = the Service Charge quoted by the tenderer under evaluation.

This will be normalized to 70% which is the maximum marks for price bid.

12.7. Total marks scored will be marks for price bid and marks for Technical
Evaluation, after assignment of weightage.

12.8. In case two or more tenders are equal in marks/monetary terms, work will be
awarded to the contractor who has executed more contracts in Centrally Funded
Institutes. The decision of the Director, IITH shall be final in this regard.

13. Reasonability of Service Charge:

13.1. Uniform, etc.: For each year, the workers must be provided with [a] two sets of
uniform, [b] two pairs of footwear (immediately after commencement of
service). Entire expenditure towards [a] and [b] should be borne by the
contractor from his service charges.

13.2. Quoting unduly lower rate of Service Charge: The contractor has to quote
service charge that takes care of TDS, expenditure towards items stated in 12.1.
expenditure towards identity card, all the statutory charges relating to this
contract, etc.; and reasonable margin thereafter. The Institute has
responsibilities as Principal Employer and would like to ensure that unduly
lower rates of service charge will not lead to complaints from workers regarding
Page 10 of 40
 delay in payment, improper reduction in wages, seeking monetary return by the
contractor from the workers, etc. thereby affecting the performance of the
workers.

13.3. Details of expenditure vis-à-vis service charges: With a view to prevent

instances briefly stated in 12.2 above, the contractor has to submit details of
expenditure in Annexure-IV along with documentary evidence like Estimates in
support of expenditure, along with the price bid.

13.4. Decision on reasonability of service charge: Institute reserves right to take a

view on the reasonability of the rate of service charge. The decision of the
Institute in this regard shall be final and binding. No representation will be
entertained and replied to.

13.5. If the Institute considers that the service charge of the tenderer who has quoted
the least rate is not feasible, such tender shall be treated as non-responsive and
the quotation with the next higher rate shall be evaluated, and this process will
be iterated till a quotation with reasonable service charge is found and the work
will be awarded to such tenderer only.

14. The Director, IITH reserves the right to:

14.1. Reject any or all the tenders without assigning any reason whatsoever.
14.2. Not bind himself to accept the lowest or any tender; and
14.3. Accept the whole or any part of the tender and the tenderer shall be bound
to perform the same at the rates quoted.

15. Canvassing in connection with tender/quotation is strictly prohibited.

Registrar
IIT Hyderabad

Page 11 of 40
 GENERAL TERMS & CONDITIONS
(Please read the following carefully and give acceptance for the same in the prescribed
format and submit it with the Technical Bid).

A. GENERAL INSTRUCTIONS:

1. The tenderer submitting tender would be deemed to have inspected the premises,
considered and accepted all the terms and conditions of contract. No verbal or written
enquiries will be entertained in respect of acceptance or rejection of the tender.

2. In case the tender opening date happens to be declared as a closed holiday, the
tenders will be received and opened on the next working day without any change in
timings.

3. All works shall be executed as per detailed specifications and as directed by an

officer/official nominated by the Director.

4. The areas of cleaning indicated are purely approximate and likely to vary on either
side up to any limit.

5. In case the Contractor fails in fulfilling the obligations fully and in time, the IITH shall
have the absolute right to take up the work at the Contractor’s cost and risk and
recover any and all such expenses from the amounts due to the Contractor including
Security Deposit. The Institute shall have right to impose penalty commensurate with
the fault and amount towards damages if any, shall be recovered from the bill.

6. The Contractor shall abide by all laws and regulations and statutory obligations in
force from time to time including labour laws and shall indemnify the IITH from any
claims in this regard.

7. The Contractor will be required to post skilled manpower as may be needed to

supervise and guide the workers skilled, semi-skilled and unskilled for proper
execution of the work as per directions of the Officer-in-charge nominated by Director
of the Institute to administer the contract.

8. All letters posted to Contractor at the address given by him will be considered to have
been delivered in time.

9. If it is observed at any stage that the quality of the work is not satisfactory, the
contract/ work order as a whole may be terminated and Security deposit forfeited.
The Contractor will have no claims whatsoever on the IITH.

10. In case it is found at a later date that the work done is of inferior quality and proper
action was not taken at the time of execution of the work, the Contractor shall remain
liable to pay compensation to the Institute for the inferior works as determined by
the IITH and in case all payments have been made to the Contractor for this work, this
amount may be deducted from any sum due to the Contractor on any other work
within the Institute.

11. Contractor will be fully responsible for any accident or mishaps involving workers
engaged by the Contractor and the Contractor would pay claims made by these

Page 12 of 40
 victims. The Contractor shall indemnify the IITH from any claims arising out of
accidents, disabilities of any nature or death or arising out of provisions under law,
or any other nature in respect of all workers engaged by the Contractor. The
contractor will fully indemnify IITH against all claims in this regard.

12. The contractor shall identify the personnel to be deployed exclusively for the cleaning
of all the toilets. The contractor shall be responsible for cleaning as well as security of
the toilet fixture handed over at the time of commencement of the contract. In case of
items/fixtures stolen/broken due to the fault of the contract personnel from the
toilets, either the penalties to recover the cost shall be imposed or the contractor shall
have a choice to replace these fixtures of the same quality & under approval from
nodal officer appointed by the Director of the IITH.

13. It will be the sole responsibility of the contractor to abide by the provisions of the
following acts as to the workers engaged by him for performance of this contract:
Employment of Children Act
Workmen compensation Act
Contract Labour (Regulation & Abolition) Act 1970.
Minimum Wages Act
Employee Provident Fund Act
ESI Act
THE INTER-STATE MIGRANT WORKMEN (REGULATION OF EMPLOYMENT AND
CONDITIONS OF SERVICE) ACT, 1979
Any other act or legislation as may be applicable in force from time to time.

14. Any liability arising on the IITH shall be deducted from the bills of the contractor and
if the full amount is not recovered then the same shall be recovered from the security
money of the contractor. There would be no liabilities towards the workers of the
contractor by the IITH.

15. The IITH through its officers, reserves the right of altering the specifications of works
of adding to or omitting any items of work or of having portions of the same carried
out in the Institute by others and such alterations and variations shall not violate this
contract.

16. The Contractor is required to post his authorized representative at the site of the
work who shall receive the instructions from the Officer to be nominated by the
Director of the Institute from time to time. All such instructions received by the
authorized representative on behalf of the Contractor shall be deemed to have been
received by the Contractor within the scope of this work order.

17. In the event of the contractor failing to execute the work under contract in whole or
in part an alternative arrangement will be made by the IITH totally at the cost & risk
of contractor besides any suitable fine /penalty.

18. The contractor shall be liable to pay compensation for any loss & damage caused to
the property of the IITH or its Staff Members/Students/Visitors by the contractor or
his workers.

19. The contractor shall be personally responsible for the conduct of his staff and in case
of any complaint against any of his staff; the contractor will be under an obligation to
replace the worker concerned within 24 hours when instructed by IITH authority.
The contractor shall observe all the laws and will be responsible for any prosecution

Page 13 of 40
 or liability arising from breach of any of those laws. The IITH will not have any
responsibility with regard to staff on the role of the contractor whatsoever.

20. The IITH reserves the right to terminate the contract without assigning any reason by
giving a notice of three months. The contractor will also have to serve a notice of three
months, if he wishes to terminate the contract.

21. In the event of any dispute arising out of or in connection with this contract, whether
during the subsistence of the contract or thereafter, the matter shall be referred to
the Director, IITH or any other officer nominated by the Director, IITH for arbitration
whose decision shall be final and binding on the parties. The contractor agrees that
the arbitrator could be an employee of the Institute & shall not have any objections in
this regard. The proceedings before the arbitrator would be governed by the
provision of the Arbitration Act 1996.

22. The personnel of Contractor should observe only 10 (ten) closed holidays in a
calendar year irrespective of number of the holidays observed by the Institute. The
closed holidays normally cover Republic Day, Independence Day, and Mahatma
Gandhi’s Birthday. In addition, they will be entitled to one day paid leave for every
twenty days of work.

23. The service of the workers is required on all days in a month irrespective of holidays
and they should be prepared to work on shifts as may be required. The Contractor
has to ensure proper attendance and proper weekly off of the personnel deployed.

24. The persons deployed by the contractor should be reliable, trustworthy, alert and
efficient.

25. The persons deployed for work should not be involved in any police case or any case
should not be pending against them.

26. A verification report in respect of all the personnel of contractor from the police
station of concerned residential areas should be submitted and also list of employees
with bio-data of each employee posted to the Institute along with photo and thumb
impression should be handed over to the Registrar of the IITH. Any changes should
be informed immediately.

27. The contract personnel shall undergo medical examination at the expense of the
contractor to ensure that they are free from any communicable diseases and medical
examination certificate to be furnished as and when called for as and when required
by the Institute.

28. The personnel engaged by the contractor should have minimum literacy level i.e. a
pass in Standard VIII to the extent possible.

29. The Contractor shall be fully responsible for providing leave benefits, weekly off,
National & Festival holidays etc., to the personnel deployed and as and when any of
personnel comes late or proceeds on leave or absents himself/herself, it will be the
prime responsibility of the contractor to provide a suitable substitute.

30. The contractor should not be employee of IITH, or any other central/state
Government. He should submit a declaration to this effect.

Page 14 of 40
31. The contractor and his staff will make their own residential arrangement outside the
premises of the IITH. No one will be granted permission to stay in the
Institute/Hostels during night or during non-functional hours.

32. The contractor shall not lease or sub-contract the whole or any part of the contract to
anybody without the prior permission of the Director, IITH.

33. The solid waste collected from the said buildings shall be disposed of in areas
assigned by IITH for solid waste disposal.

34. All the workers engaged by the contractor should give their attendance through the
designated biometric machines installed in the campus. Apart from this the
contractor must maintain daily attendance registers to keep record of the personnel
on duty and a record of the work done at IITH.

35. The Contractor shall provide replacement of personnel, in case of absenteeism,

casual/sick leave, etc., so as to ensure full staff at all times. In case of absence/leave
by any particular person, the Contractor shall make alternate arrangement
immediately (Maximum two hours).

36. Warden and Student Coordinator and Hostel staff are free to inspect the work being
done by the personnel of the Contractor at any time of the day in Hostel areas. All the
assigned work shall be done to the complete satisfaction.

37. That payment on account of enhancement/escalation charges on account of revision

in wages and statutory payments like EPF/ESI contributions, service tax only by the
appropriate Govt. (Central/State) from time to time shall be payable by the IITH to
the contractor. No escalation of percentage of Contractor’s Service Charges shall be
admissible during the term of the contract.

38. Force Majeure :

In the event of either party being rendered unable by Force Majeure to perform any
obligation required to be performed by them under this agreement, the relative
obligation of the affected party by such force majeure shall be suspended for the period
during which such cause lasts. The term “force majeure” as employed here in shall
mean, acts of god, war revolt, riots, fire, flood, epidemic, plagues and act and
regulations of the Government of India or any of its authorized agencies. Time for
performance or relative obligation suspended by the Force Majeure shall be extended
by the period for which cause lasts or condoned by the Institute without any penalty.
If the performance in whole or in part or in any obligation under this contract is
prevented/suspended or delayed by any reason of Force Majeure for a period
exceeding 90 days, either party may have its option to terminate the contract without
any financial repercussion on either side.
39. Jurisdiction: This Contract including all matters connected therewith, shall be
governed by the laws of India (both substantive and procedural) for the time being in
force and shall be subject to exclusive jurisdiction of the Indian Courts at Sangareddy/
Hyderabad.

B. MODIFICATION OF TERMS AND CONDITIONS:

The IITH with the consent of the contractor may modify terms and conditions of the
contract as and when necessary without affecting the basic nature of his contract.

Page 15 of 40
C. IITH OBLIGATIONS:

The IITH will not charge any amount from the contractor for water or/and electricity
supplied for housekeeping services.

D. CONTRACTOR’S OBLIGATIONS:

Area of operation for providing of Housekeeping services is as follows:

Sl. No. Description of Work

IITH main building Academic Blocks, Residential buildings including MSH
A and Quarters, common areas - toilets and surroundings, roads
– Daily cleaning.
IITH other buildings: workshops, boys hostels, girls hostels, common
B
areas, toilets and surroundings, roads – Daily cleaning.
C Watering plants in hostel and other areas - once a day.

Note:

a) The floors of the above-mentioned buildings shall be mopped daily with

chemicals. Bathrooms and all the toilets shall be mopped and cleaned with
disinfectants every one hour i.e. 8 (eight) times a day; water closets shall be
thoroughly cleaned 8 (eight) times a day daily using suitable material. All the
utility areas and area within the compound on all sides of the buildings shall be
swept and shall be kept clean all the time and on a daily basis.

b) The contractor shall pay his workers wages not less than the higher of the
minimum wages fixed by the Central Govt. or State Govt. and all other statutory
dues like EPF, ESI, bonus, etc., throughout the tenure of contract.

c) In the event of local problems arising while discharging the functions at IITH
the contractor will deal with them appropriately and he will not bring IITH
on the scene for such matters.

d) The contractor will issue identity cards to his workers/supervisors after getting
them verified by the IITH. Any worker found without identity card will not be
permitted to enter the premises. He will post a supervisor at a specific point to
receive & manage complaints & instructions.

e) Every year, the workers must be provided with two sets of uniform, footwear and
other materials for safety and safe handling of chemicals, etc. (as approved by the
IITH Authority) by the contractor out of his service charge, within 15 days of
engagement of the worker. It will be strictly monitored and penalty will be
imposed if any worker is found without uniform.

f) The contractor shall supply all the ground cleaning tools such as grass cutter, axe,
soil knife, digging shovel, soil and garbage carrying baskets. The repairs and
maintenance of tools will be borne by the contractor.

g) The workers should maintain personal hygiene and wear prescribed uniform
while on duty. They should maintain highest discipline and behave politely with
the faculty, staff, students and guests. They should not argue with anyone.

Page 16 of 40
 h) If in the opinion of the IITH authorities, the performance of any of the persons
deployed is not satisfactory or he/she is not amenable to discipline or their
behavior is not conducive to retain them for the work, he/she should be replaced
immediately within 24 hours of receipt of intimation from the Institute.

i) Purchase of Uniforms: The uniforms and footwear shall be purchased on the

recommendations of a Committee constituted by the contractor with the members
of the staff/supervisors working under this contract.

E. REPORT:

1. The Contractor should deploy his representative/field officer at IITH, whose wages
shall not be less than the minimum wages under skilled category. These wages are to
be borne by the contractor from their service charges.

2. The contractor or his representative shall daily report to the Management Services
Section, IITH to supervise the work under the contract and take instructions every
day for the work on a Book/Register maintained by the contractor exclusively for the
purpose. He shall preserve the said book and produce the same as and when required.
For Hostel areas the contractor or his representative shall daily report to the Hostel
Office to take instructions every day. Daily report will be taken by the Hostel office
against the account of work given.

3. The contractor will prepare a schedule of the works to be carried out in the areas of
works allotted before commencement of actual works.

4. The contractor will prepare a list of protocol and daily checks for housekeeping works
and displaying the same on all areas of work to be carried out.

5. The contractor or his representative should approach the Management Services

Section, if he needs any instructions/help or has any difficulties.

6. The contractor or his representative should all the time be available at work site
during the course of his work.

7. Sufficient number of staff shall be posted by the contractor to attend the works on two
shift basis and shifting of materials / instruments from one place to other, loading and
unloading of materials / instruments from truck with in IITH as and when required in
the exigencies of work without any additional payment.

8. Shift timings are 7-30 am to 4-00 pm, with half an hour lunch recess from 12:30
pm to 1:00 p.m. In Hostel shift timings are 8:30 am to 5:00 pm with half an hour
lunch recess from 1:30 p.m. to 2:00 p.m.

F. MACHINERY/EQUIPMENT:
1. IITH provides the following Machinery for effective cleaning:
a. Battery operated ride on scrubber and Driers -2 No’s
b. Battery operated Walk-behind Scrubber and Driers – 10 No’s
C. Wired Wal-behind scrubbe ad driers -2 No’s
d. Walk behind auto scrubber and driers (mini) – 2 No’s
e. Backpack vacuum cleaner – 1 No’s.

Page 17 of 40
2. It is the responsibility of the contractor to maintain and utilize the machinery for
cleaning purposes. Cost of damages/repairs caused, if any, due to misutilization /
improper use of the machinery, shall be borne by the Contractor.

3. The contractor has to return the machinery in the same condition at the end of the
contract period except for normal wear and tear caused due to normal utilization.

4. The contractor has to train his supervisors and the HK staff assigned to the machine
cleaning on the proper utilization of the machinery, regular cleaning of the parts of
the machinery and its upkeep.

j) SCOPE OF WORK:

1. In brief the job function is to maintain the aesthetic looks in the IITH buildings, all
hostel buildings, works shops and all their premises and surrounding areas by
maintaining pleasant odour and cleanliness, keeping the building & the surrounding
area neat, clean & tidy every day keeping them in hygienic & sanitary conditions of
high standard as per contract.

2. Effective cleaning of rooms and bathrooms has to be ensured taking into account the
convenience of the occupant. Unoccupied rooms should be cleaned every day.

3. The contractor’s workers will be present in the premises and carry out duty for entire
eight hours of a shift excluding lunch recess in shifts / staggered duties as assigned by
competent authorities.

4. The contractor shall maintain area-wise maintenance registers. The register should
specify the work allotted and completed with date and time duly signed by the
Supervisor of the contractor. The registers should be submitted to Administration In-
charge/Hostel In-charge for perusal and signature on daily basis.

5. The contractor’s staffs are not allowed to eat in the hostel mess at any point of time.

6. The guidelines of cleaning process are as under:-

(a) DAILY – House Keeping:

1. Twice daily: proper sweeping and mopping of all floors in the buildings, cleaning
of walls, railings, corridors, entry roads of various buildings etc. covering the
entire constructed areas. No betel stains or cob webs etc. should be visible
anywhere.

2. Thrice daily: Cleaning of main staircases, entrance lobby area. Cleaning of Waste
Paper Baskets, Sanitation Bin & Spittoon set & disposing of garbage/refuse as
directed.

3. Dusting IITH main building, hostels, almirahs, cupboards, phones, partition walls,
doors, windows, Notice Boards, Flower Vases & pieces of decoration and other
materials available in the IITH and other buildings.

4. Cleaning glasses of windows, doors, partitions etc and removal of cob-webs.

5. Toilets & urinals including all floors/blocks to be cleaned regularly and

continuously at every one hour throughout the day with phenyl and other

Page 18 of 40
 disinfectants. Suitable number of female cleaners should be deployed for taking
care of cleaning works of ladies toilets and ladies rooms. Only male workers
should be deployed to clean the Gent’s toilets in the premises and only female
workers to clean ladies toilets. The toilets should be cleaned every day with
utmost care.

6. Porcelain fixtures to be cleaned with suitable cleanser.

7. To place naphthalene balls, toilet rolls, liquid soap, air-fresheners, etc.

8. To spray room fresheners/ perfume to maintain pleasant odour as and when

required at important locations.

9. To attend, clean and remove chocking of drains including CI pipes, sanitary

fixtures, manholes and underground sewer lines, whenever required for smooth
functioning and as directed by Supervisor/Officer-in-charge.

10. Thorough cleaning of rooms with Odorex, dettol, carbolic acid, disinfectant etc. as
may be required and as directed by Supervisor/Officer-in-charge.

11. Through cleaning of dirty passages, approach road, and entrances of buildings.

12. Daily collection of waste from the IITH and proper dumping in specified place as
per instruction of the Supervisor/Officer-in-Charge.

(b) WEEKLY – House Keeping:

1. Cleaning of carpets, curtains, venetian/vertical blinds, phones and electrical
fittings on walls in rooms, passage and corridors in the building, and terraces in
all buildings.

2. Cleaning of fans, tube-lights, false ceiling, ceiling, false ceiling sheets, and walls.

3. Polishing of steel and other metal surfaces.

(c) FORTNIGHTLY – House Keeping:

1. Cleaning of ceiling with electrical fitting & roofs.

2. Washing and scrubbing of floor with automatic machines with required cleaning
material.

3. Cleaning storm water drains, water pipes, and overhead tanks.

(d) MONTHLY – House Keeping:

1. Sweeping and cleaning of service ducts, Service Rooms, Service Shafts and all
drainage pipes including those of toilets.

2. Cleaning of drains and manhole lines connected from all types of buildings to the
main drains and sewer line and underground sewer lines.

3. Washing of building from outside with prior permission from Supervisor/Officer

–in-charge.

Page 19 of 40
k) SUPERVISING – House Keeping:

1. The Supervisor employed by the Contractor shall be responsible to extract work,

manage work, maintenance of accounts of cleaning items, and for interaction with
office-in-charge for the upkeep of the campus. He should maintain account of
materials taken outside the premises and brought back. These materials can be taken
outside only with the approval of Officer In-charge or higher authorities. The
Supervisor shall also be responsible to allocate duties and extract the work from the
workers. The Supervisor shall be of a graduate level person having qualified in
cosmetic maintenance course, fluent in English and regional language, both writing
and spoken. Knowledge of Hindi is preferred.

l) REQUIREMENT OF WORKERS/MAN POWER:

The present requirement of manpower is as follows. The requirement may vary by

±20% during the currency of this tender.

1. Supervisors/ Skilled workers: 17

2. Semi-skilled worker: 01
3. Unskilled workers: 328

m) PENALTY FOR INADEQUATE PERFORMANCE:

Sl. No. Type of lapse Penalty in Rupees

100 per person per
1 Worker not in Uniform (per person)
day
2 Wrong attendance record 500 per day
3 Lapse in maintaining wash room (per wash room) 200 per day
200 per person per
4 Shortfall in staff by more than 10% in a day
day
Rude and unpleasant behavior of contractor’s 200 per person per
5
personnel with Faculty/Staff/Visitor incident
6 Rowdiness and/or rioting in campus 500 per person
7 Theft and/or carrying of items unauthorizedly 500 per person
8 Inaction of supervisor to complaint 100 per complaint
9 Damage to the Institute property due to negligence Book value
Delay in payment of wages to workers within 100 per person per
10
prescribed period day

Note:
The penalty shall be deducted from the Service Charge of the Contractor from the monthly
Bills or from the Security Deposit.

For any act of inadequate performance of contract not specifically stated herein, the
person authorized by the Institute will determine the penalty based on the merits of each
act after providing an opportunity to the contractor.

In case of Sl.No.5 the person(s) involved should be adequately warned by the contractor
and in case of second occurrence, the person should be discontinued from the workforce
of the Institute.

Page 20 of 40
In case of Sl.No.6, the person(s) involved should be adequately warned by the contractor
and in case of second occurrence, the person should be discontinued from the workforce
of the Institute.

In case of Sl.No.7, the person in involved in theft and/or carrying item unauthorizedly
should be discontinued from the workforce of the Institute.

n) PAYMENT TERMS:

1. The Contractor will be responsible for making the payment of wages directly to
its workers by 7th of each month from his own sources and subsequently raise
the bill for reimbursement which will be verified on the basis of actual amount
disbursed and attendance etc. The Contractor shall make payment to the
workers by depositing the payment towards the wages in their bank accounts
and submit the bank details/ECS statement duly certified by the bank, to the
office with the bill for verification. The bill shall also carry the duly certified copy
of EPF and ESI challans for the same month for which the bill has been raised for
payment. The claim bill shall be submitted to the Officer-in charge of the Institute for
certification for pro-rata payment. The officer on the receipt of the bill will check the
work record and there after accordingly certify the bill for payment.

2. All bills should be submitted on printed forms, duly signed and pre-receipted in
triplicate.

3. Based on the requirement bidder has to raise multiple invoices based on the location
of services/source of funds.

4. Payment will be made by the Institute to the contractor on monthly basis on

submission of bills in triplicate along with the attendance sheets and certificate of
satisfactory performance of work from the concerned officer of the IITH. A certificate
to the effect that all labour laws including EPF, ESIC payments, etc., are being followed
has to be furnished with proof along with the bill for payment.

5. Income Tax and other statutory levies as applicable from time to time will be deducted
from the bills of the Contractor.

6. The contractor would be required to ensure the payment of its workers by 7th of
every month and there should be no linkage between this payment and settlement of
the contractor’s bill from the IITH.

7. The contractor should arrange to deposit the wages of his workers in to their
respective bank accounts preferably through ECS and tender a copy of the ECS
statement to the Institute as proof of payment of wages failing which the bill of the
current month will not be paid. The contractor shall facilitate his workers in opening
bank accounts. Under no circumstances, payment of wages in cash shall be made.

o) COMMENCEMENT OF WORK:
The Contractor is required to start the works of housekeeping with effect from the
date indicated by the Institute. In case it is found that the work has not been taken
up from the date as indicated, the IITH at its sole discretion may cancel the work
order and the EMD Security Deposit shall be forfeited without any further reference
to the Contractor.

Page 21 of 40
p) CANCELLATION OF CONTRACT:
1. Notwithstanding any other provisions in this contract, the IITH reserves the absolute
right to terminate the contract forthwith if it is found that continuation of the
contract is not in public interest. The contractor is not eligible for any compensation
or claim in the event of such cancellation.

2. If at any later date, it is found that the documents and certificates submitted by the
Contractor are forged or have been manipulated, the work order issued to the
Contractor shall be cancelled and Security Deposit issued to the IITH shall be
forfeited without any claim whatsoever on IITH and the contractor is liable for action
as appropriate under the extant laws.

Page 22 of 40
 ANNEXURE-I
Technical Bid

A. Documents/details to be mandatorily submitted:-

Submit Pg.
S.
Particulars Fill in the details ted? No.
No.
(Y/N)
Name of Firm/Tenderer/Company
1 (in block letters)
[Firm registration certificate to be attached]
Permanent Address &
2
Telephone No.
Full Postal Address,
3 Telephone/Fax No.
E-mail:
Details of infrastructure, persons employed, and
4 number of offices/branches available
[Attach separate sheet]
Name of the bank, address, account number, IFSC
5
code
6 PAN No. [copy to be attached]
7 TAN No. [copy to be attached]
8 GST No. [copy to be attached]
Valid labour license issued by the State/Central
9 Labour Department under Contract Labour Act duly
attested by the Contractor. [copy to be attached]
10 EPF Registration [copy to be attached]
11 ESI Registration [copy to be attached]
12 Professional Tax [copy to be attached]
Tender Processing Fee (Transaction ID and Date)
13
[copy to be attached]
14 EMD (Transaction ID and Date) [copy to be attached]
Annual turnover during last 3 financial years i.e. FY
15 20-21, 21-22 and 22-23
[CA certificate along with ato be attached]
Income Tax Returns (for the last thee Financial years)
16 FY 20-21, 21-22 and 22-23
[copies to be attached]
EPF and ESI Challans along with ECR copies for the
17
month of March 2024.
Tender document with bidders sign & seal on each
18
page [to be attached]
19 Declarations at Annexures-V to IX
20 Integrity Pact [Annexure-X]
21 Any other relevant information

I/We certify that the above information is true to the best of my/our knowledge and I/We
do not have any relative of the rank of Under Secretary or equivalent working in IITH.

Signature of the Bidder

along with Seal

Page 23 of 40
B. Details of Experience: Bidder should furnish the following data along with supporting documents in support of their eligibility.
Experience during the period 01.04.2019 to 31.03.2024 only (Bidders can add more clients if required):
Experience
Official Phone Value of the No. of QAS
Name and Address of the Official e-mail Period of Certificate
S.No. Number of the Contract in workers enclosed at
Client Id of the Client Experience enclosed at
Client Rs. engaged Pg. No.
Pg. No.
1
2
3
4
5
6
7
8
9
10
Important: Only certificates issued by the clients on letterhead with date of issue and containing requisite details will be considered. Copies
of work orders, agreements, extension letters and bills will not be considered.

I/We certify that the above information is true to the best of my/our knowledge and I/We do not have any relative of the rank of Under
Secretary or equivalent working in IITH.
Signature of the Bidder
along with seal
Date:
Note: Bidders have to fill all the details in Annexure-I (Part A & B) (information, submission status and Pg. No.) and furnish the supporting
documents (PREFERABLY IN A SINGLE PDF FILE). The bidders must ensure to fill the page numbers of the supporting documents in Annexure-
I (Part A & B).

Page 24 of 40
 ANNEXURE-II
QUALITY ASSESSMENT SHEET
(TO BE PRINTED ON THE OFFICIAL LETTERHEAD OF THE CLIENT)

Important: The marks scored in this will be used in the Technical evaluation of
tender.

Name of the Agency: _______________

Period of service availed from Agency: _____________ to ______________________
(Please tick √ numerical assessment – 5 being the maximum score)

Sl. Remarks/
Description 1 2 3 4 5
No. Justification
The Agency’s response has been prompt and
01
as required by the administration

02 All the workers were professionally trained.

The agency ensured proper dawning of

03 uniform by workers to protect the image of
organisation
Supervisors employed by the agency have
04 been competent and ensured proper service
by workers
All the workers have been punctual and
05 performed their duties with complete
responsibility
There have been no removals/ replacements
06 of workers on the grounds of indiscipline,
negligence etc.
Agency has been prompt in taking action
07 against any complaints or suggestions of the
management.
All the workers employed have been as per
08
the age prescribed by the organization.
All the workers employed have possessed the
09 required educational qualification as
prescribed by the organisation
The agency did comply with labour laws by
ensuring timely contributions to EPF, ESI etc
and provided salary slips, PF slips, ESI cards
10
etc to individuals and the confirmation data
on the same to organization on a regular
basis.

Signature of Head of Organization, Seal & address

Date:

Page 25 of 40
 (on the official letterhead of the firm)

ANNEXURE-III
PRICE BID

Tender Ref. No. IITH/103/MS/Tender/HKS/2024, dated.25.04.2024

Minimum Number of workers to be engaged as assessed by IITH for Housekeeping and

other works:

Skilled: 17 (Seventeen), Semi-skilled Worker-1 (one), and Unskilled workers: 328 (Three
Hundred and Twenty Eight).

TO BE FILLED BY THE CONTRACTOR: Please refer to rates pertaining to ‘A’ Area as

contained in Order No.1/7(3)/2023-LS-II dated 01.04.2024 (in building operations)
issued by Govt. of India, Ministry of Labour & Employment, Office of the Chief
Commissioner ©, New Delhi.

RATE PER PERSON PER MONTH:

Contractor’s Service Charge to be ____________%

mentioned in percentage (%) on In words __________________________________
total monthly gross wages ___________________________Percentage

Note:
1. Rate of Basic Wage shall not be less than the rate notified in Memorandum cited
above.
2. Contractor’s Service Charges should not be less than TDS and should include salary
of Field officer, uniform and footwear to be issued to the workmen. Separate rate
or amount should not be quoted for uniform and footwear failing which the
tender stands automatically disqualified.
3. Contractor’s Service Charges should be quoted only in percentage failing which the
tender stands automatically rejected as invalid.
4. GST will be reimbursed by the Institute after actual payment by the contractor, and
on production of documentary evidence.
5. Bidders are advised to go through the OM No. F.6/1/2023-PPD dated 06.01.2023 of
Ministry of Finance regarding minimum floor price for minimum wage-based
Manpower outsourcing services.
6. A Sample wage calculation sheet is provided at Annexure-XII of this tender document.

BIDDERS HAVE TO DOWNLOAD THE BOQ FILE FROM THE CPP PORTAL AND FIL THE
REQUIRED DETAILS AND UPLOAD THE SAME ON THE PORTAL.

Signature of the Tenderer with Seal &Address

Date:

Page 26 of 40
 (on the official letterhead of the firm)
ANNEXURE-IV
Statement of details of expenditure
Details of Expenditure like uniform, footwear, ID card etc.
[a] Two sets of uniform and [b] two pairs of footwear for all workers :
Total
Estimated No. of
Description Material Estimated
Cost (Rs.) workers
Cost (Rs.)
Cloth for 2 pairs of pants 8
Stitching charges for 2 pairs of
8
pants
Male
Cloth for 2 pairs of shirts 8
Supervisors
Stitching charges for 2 pairs of
8
shirts
2 pairs of footwear 8
Cloth for 2 pairs of sarees 3
Cloth for 2 blouses 3
Female
Petticoats 2 No’s 3
Supervisors
Stitching charges for 2 blouses 3
2 pairs of Footwear 3
Cloth for 2 pairs of pants 6
Stitching charges for 2 pairs of
6
pants
Life Guards
Cloth for 2 pairs of shirts 6
and Pump
Stitching charges for 2 pairs of
operators 6
shirts
2 pairs of footwear 6
2 Sets of Swim Suit for Life
4
guards
Cloth for 2 pairs of pants 200
Stitching charges for 2 pairs of
200
pants
Male
Cloth for 2 pairs of shirts 200
Workers
Stitching charges for 2 pairs of
200
shirts
2 pairs of footwear 200
Cloth for 2 pairs of sarees 128
Cloth for 2 blouses 128
Female
Petticoats 2 No’s 128
Workers
Stitching charges for 2 blouses 128
2 pairs of Footwear 128
Identity Card ID card 346
Field Officer Annual Salary 1
Ground cleaning tools & its maintenance
Total Expenditure (Rs.)
Note: Estimates from suppliers for each of the item must be enclosed with this statement.
Bids without enclosures (Estimates/quotations from suppliers) to Annexure-IV
stand automatically disqualified.

Signature of the Tenderer with Seal and Address

Date:

Page 27 of 40
 ANNEXURE-V

(on the official letterhead of the bidder)

UNDERTAKING BY CONTRACTOR

I/We hereby certify that:

Full manpower will be engaged on daily basis for the Services sought under this contract
on rotation basis (if required) as per given schedule or as per instructions issued by IITH.
On holidays, Saturdays and Sundays the deployment will be restricted to fifty percent of
the strength.

I/we have made the site visit in order to evaluate their level of services to be rendered
and quoted accordingly.

I/We have specified the number of persons to be engaged daily (man-power) to execute
all the works as mentioned above at IITH.

I/We agree that the payment will not be made for the work not carried out in any of the
areas mentioned.

I/We will provide staff for shifting of furniture and small equipment as and when
required by IITH.

I/We agree to pay minimum wages, EPF, ESI, bonus, and other statutory payments on or
before 7th day of every month. Further, I/We agree to submit proof of payment of wages
i.e. ECS statement, ESI and EPF contributions along with the bill for the current month.

Substitute workers/Supervisor will be made available as and when required. Extra

manpower if any called during conference/meetings, shifting of materials from one
location to another, etc. will be provided at short notice.

Two sets of Uniforms, Identity Card, and 2 pairs of footwear will be issued to all the
workers within 15 days of engagement of workers and it will be replaced as and when
required and all the expenditure will be borne by me/us.

Contractor’s Signature and seal

Place:

Date:

Page 28 of 40
 ANNEXURE-VI

(on the official letterhead of the bidder)

LETTER OF CONSENT
Date: ____________
To
The Director
IIT Hyderabad

Tender Ref. No. IITH/103/MS/Tender/HKS/2024, dated. .04.2024

Name of Work: Providing Housekeeping Services at IITH premises.

Sir,

I/We understand the nature and quantum of work to be carried out. I/we have read the
various conditions to tender including general conditions and hereby agree to abide by
the said terms and conditions. I/We also agree to keep this tender open for acceptance
for a period of 90 (Sixty) days from the date fixed for opening the Part II and in case the
tender is withdrawn within the validity period or the contract if awarded is not accepted,
I/We understand that my/our “Earnest Money Deposit” submitted along with the tender
will be liable for forfeiture. The rate quoted is firm and I/we will execute the work as per
the rates quoted in the attached schedule and hereby bind myself/ourselves to carry out
the work during the entire contract period as per the letter of acceptance of the
tender/contract. I/We also hereby agree to abide by the rules and regulations of the IITH,
general conditions of the contract as amended from time to time and to carry out the work
according to the conditions of the contract laid down by IITH.

The full value of the Earnest Money Deposit (EMD) shall stand forfeited without prejudice
to any other right to remedies if:-
I /We do not execute the contract documents within 7 (seven) days after getting
information from IITH, or
I / We do not commence the work within 15 (fifteen) days after getting
information from IITH.

Until a formal agreement is prepared and executed, acceptance of this tender shall
constitute a binding contract between us subject to modifications, as may be mutually
agreed between us and indicated in the letter of acceptance of my/our offer for this work.

Signature of Tenderer(s) with Stamp, Address:

Page 29 of 40
 ANNEXURE-VII

NO RELATIONSHIP CERTIFICATE
(to be submitted on letter head of the firm)

1. I/We hereby certify that I/We* am/are* related/not related (*) to any officer of IIT
Hyderabad. (If related provide the details of the employee)

2. I/We* am/are* aware that, if the facts subsequently proved to be false, my/our* contract
will be rescinded with forfeiture of E.M.D and security deposit and I/We* shall be liable
to make good the loss or damage resulting from such cancellation.

3. I//We also note that, non-submission of this certificate will render my / our tender liable
for rejection.

Date: Authorized Signatory with seal

Name:

Place: Designation:

Contact No.:

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 ANNEXURE-VIII

DECLARATION REGARDING CLEAN TRACK/NO LEGAL ACTION

(to be provided on letter head of the firm)

I hereby certify that the above firm namely ___________________________ is neither blacklisted
by any Central/State Government/Public Undertaking/Institute nor any criminal case registered
/ pending against the firm or its owner / partners anywhere in India.

I hereby certify that there is no police case/ vigilance enquiry pending against Partners of the
firm or sole proprietor or company as the case may be, and that he has never been punished by
any Hon’ble Court.

I hereby Certify that there are no dues towards income tax as on the date of the affidavit against
Partners of the firm or sole proprietor or company as the case may be.

I also certify that the above information is true and correct in any every respect and in any case
at a later date it is found that any details provided above are incorrect, any contract given to the
above firm may be summarily terminated and the firm blacklisted.

Date: Authorized Signatory

Name:

Place: Designation:

Contact No.:

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 ANNEXURE-IX

Bid Securing Declaration Form

Date:___________________ Tender No. _________________

To
The Director,
IIT Hyderabad,
Kandi, Sangareddy-502284

I/We. The undersigned, declare that:

I/We understand that, according to your conditions, bids must be supported with EMD.

I/We accept that I/We may be disqualified from bidding for any contract with you for a
period of two year from the date of notification if I am /We are in a breach of any obligation
under the bid conditions, because I/We

a) have withdrawn/modified/amended, impairs or derogates from the tender,

my/our Bid during the period of bid validity specified in the form of Bid; or

b) having been notified of the acceptance of our Bid by the purchaser during the
period of bid validity (i) fail or reuse to execute the contract, if required, or (ii) fail
or refuse to furnish the Performance Security, in accordance with the Instructions to
Bidders.

I/We understand this Bid Securing Declaration shall cease to be valid if I am/we are not the
successful Bidder, upon the earlier of (i) the receipt of your notification of the name of the
successful Bidder; or (ii) thirty days after the expiration of the validity of my/our Bid.

Signed: (insert signature of person whose name and capacity are

shown)
in the capacity of (insert legal capacity of person signing the Bid Securing Declaration)

Name: (insert complete name of person signing he Bid Securing Declaration)

Duly authorized to sign the bid for an on behalf of (insert complete name of Bidder)

Dated on _____________ day of ___________________ (insert date of signing)

Corporate Seal (where appropriate).

Page 32 of 40
 ANNEXURE-X

To be signed by the bidder and same signatory competent /

authorized to sign the relevant contract on behalf of IIT Hyderabad.

INTEGRITY AGREEMENT
This Integrity Agreement is made at ........................ on this day Of 20........
BETWEEN

Director, Indian Institute of Technology Hyderabad represented

through the Designation of the Officer, IITH, (Hereinafter referred as the
‘Principal/Owner’, which expression shall unless repugnant to the meaning
or context hereof include its successors and permitted assigns)

AND
......................................................................................
Represented through
..........................................................
(Hereinafter referred to as the (Details of duly authorized signatory)
Bidder/Contractor and which expression shall unless repugnant to the meaning
or context hereof include its successors and permitted assigns)

Preamble
WHEREAS the Principal / Owner has floated the Tender
No…………………
………………….(hereinafter referred to as Tender/Bid) and intends to
award, under lai down organizational procedure,
contract for…………………………………
....................................................................................
hereinafter referred to as the contract.

AND WHEREAS the Principal/Owner values full compliance with all relevant laws
of the land, rules, regulations, economic use of resources and of fairness/
transparency in its relation with its Bidder(s) and Contractor(s). AND WHEREAS
to meet the purpose aforesaid both the parties have agreed to enter into this
Integrity Agreement (hereinafter referred to as Integrity Pact or Pact), the terms
and conditions of which shall also be read as integral part and parcel of the
Tender/Bid documents and Contract between the parties. NOW, THEREFORE, in
consideration of mutual covenants contained in this Pact, the parties hereby
agree as follows and this Pact witnesses as under:

Article 1: Commitment of the Principal/Owner

1. The Principal/Owner commits itself to take all measures necessary to
prevent corruption and to observe the following principles:

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(a) No employee of the Principal/Owner, personally or through any of
his/her family members, will in connection with the Tender, or the execution
of the Contract, demand, take a promise for or accept, for self or third person,
any material or immaterial benefit which the person is not legally entitled to.

(b) The Principal/Owner will, during the Tender process, treat all
Bidder(s) with equity and reason. The Principal/Owner will, in particular, before
and during the Tender process, provide to all Bidder(s) the same information and
will not provide to any Bidder(s) confidential / additional information through
which the Bidder(s) could obtain an advantage in relation to the Tender process
or the Contract execution.

(c) The Principal/Owner shall endeavor to exclude from the Tender

process any person, whose conduct in the past has been of biased nature.

2. If the Principal/Owner obtains information on the conduct of any of

its employees which is a criminal offence under the Indian Penal code
(IPC)/Prevention of Corruption Act, 1988 (PC Act) or is in violation of the
principles herein mentioned or if there be a substantive suspicion in this regard,
the Principal/Owner will inform the Chief Vigilance Officer and in addition can
also initiate disciplinary actions as per its internal laid down policies and
procedures.

Article 2: Commitment of the Bidder(s)/Contractor(s)

1. It is required that each Bidder/Contractor (including their respective
officers, employees and agents) adhere to the highest ethical standards, and
report to the Government / Department all suspected acts of fraud or
corruption or Coercion or Collusion of which it has knowledge or becomes
aware, during the tendering process and throughout the negotiation or award
of a contract.
2. The Bidder(s)/Contractor(s) commits himself to take all measures
necessary to prevent corruption. He commits himself to observe the following
principles during his participation in the Tender process and during the Contract
execution:

(a) The Bidder(s)/Contractor(s) will not, directly or through any other

person or firm, offer, promise or give to any of the Principal/Owners employees
involved in the Tender process or execution of the Contract or to any third person
any material or other benefit which he/she is not legally entitled to, in order to
obtain in exchange any advantage of any kind whatsoever during the Tender
process or during the execution of the Contract.

(b) The Bidder(s)/Contractor(s) will not enter with other Bidder(s) into
any undisclosed agreement or understanding, whether formal or informal. This
applies in particular to prices, specifications, certifications, subsidiary
contracts, submission or non-submission of bids or any other actions to restrict
competitiveness or to cartelize in the bidding process.
(c) The Bidder(s)/Contractor(s) will not commit any offence under
the relevant IPC/ PC Act. Further the Bidder(s)/ Contract(s) will not use
improperly, (for the purpose of competition or personal gain), or pass on to
others, any information or documents provided by the Principal/ Owner as part
of the business relationship, regarding plans, technical proposals and business
details, including information contained or transmitted electronically.

Page 34 of 40
(d) The Bidder(s)/ Contractor(s) of foreign origin shall disclose the
names and ad- dresses of agents/ representatives in India, if any. Similarly,
Bidder(s)/ Con- tractor(s) of Indian Nationality shall disclose names and addresses
of foreign agents/ representatives, if any. Either the Indian agent on behalf of
the foreign principal or the foreign principal directly could bid in a tender but not
both. Further, in cases where an agent participates in a tender on behalf of one
manufacturer, he shall not be allowed to quote on behalf of another
manufacturer along with the first manufacturer in a subsequent/ parallel
tender for the same item.
(e) The Bidder(s)/Contractor(s) will, when presenting his bid, disclose
(with each tender as per proforma enclosed) any and all payments he has made,
is com- mitted to or intends to make to agents, brokers or any other
intermediaries in connection with the award of the Contract.

3. The Bidder(s)/Contractor(s) will not instigate third persons to commit

offences out- lined above or be an accessory to such offences.
4. The Bidder(s)/Contractor(s) will not, directly or through any other
person or firm indulge in fraudulent practice means a wilful misrepresentation
or omission of facts or submission of fake/forged documents in order to induce
public official to act in reliance thereof, with the purpose of obtaining unjust
advantage by or causing damage to justified interest of others and/or to
influence the procurement process to the detriment of the Government
interests.
5. The Bidder(s)/Contractor(s) will not, directly or through any other
person or firm use Coercive Practices (means the act of obtaining something,
compelling an action or influencing a decision through intimidation, threat or the
use of force directly or indirectly, where potential or actual injury may befall
upon a person, his/ her reputation or property to influence their participation
in the tendering process).

Article 3: Consequences of Breach

Without prejudice to any rights that may be available to the Principal/ Owner
under law or the Contract or its established policies and laid down procedures,
the Principal/Owner shall have the following rights in case of breach of this
Integrity Pact by the Bidder(s)/ Contractor(s) and the Bidder/ Contractor accepts
and undertakes to respect and uphold the Principal/Owners absolute right:

1. If the Bidder(s)/Contractor(s), either before award or during execution

of Contract has committed a transgression through a violation of Article 2 above
or in any other form, such as to put his reliability or credibility in question, the
Principal/Owner after giving 14 days notice to the contractor shall have powers
to disqualify the Bid- der(s)/Contractor(s) from the Tender process or terminate/
determine the Contract, if already executed or exclude the Bidder/ Contractor
from future contract award processes. The imposition and duration of the
exclusion will be determined by the severity of transgression and determined by
the Principal/Owner. Such exclusion may be forever or for a limited period as
decided by the Principal/Owner.
2. Forfeiture of EMD/ Performance Guarantee/ Security Deposit: If the
Principal/ Owner has disqualified the Bidder(s) from the Tender process prior
to the award of the Contract or terminated/ determined the Contract or has
accrued the right to terminate/ determine the Contract according to Article 3(1),
the Principal/ Owner apart from exercising any legal rights that may have accrued
to the Principal/ Owner, may in its considered opinion forfeit the entire amount
of Earnest Money Deposit, Performance Guarantee and Security Deposit of the

Page 35 of 40
Bidder/ Contractor.
3. Criminal Liability: If the Principal/Owner obtains knowledge of
conduct of a Bidder or Contractor, or of an employee or a representative or an
associate of a Bidder or Contractor which constitutes corruption within the
meaning of IPC Act, or if the Principal/Owner has substantive suspicion in this
regard, the Principal/Owner will inform the same to law enforcing agencies for
further investigation.

Article 4: Previous Transgression

1. The Bidder declares that no previous transgressions occurred in the
last 5 years with any other Company in any country confirming to the anti-
corruption approach or with Central Government or State Government or any
other Central /State Public Sector Enterprises in India that could justify his
exclusion from the Tender process.
2. If the Bidder makes incorrect statement on this subject, he can be
disqualified from the Tender process or action can be taken for banning of
business dealings/ holiday listing of the Bidder/Contractor as deemed fit by the
Principal/ Owner.
3. If the Bidder/Contractor can prove that he has resorted / recouped
the damage caused by him and has installed a suitable corruption prevention
system, the Principal/Owner may, at its own discretion, revoke the exclusion
prematurely.

Article 5: Equal Treatment of all Bidders/Contractors/Subcontractors

1. The Bidder(s)/Contractor(s) undertake(s) to demand from all
subcontractors a commitment in conformity with this Integrity Pact. The
Bidder/Contractor shall be responsible for any violation(s) of the principles
laid down in this agreement/ Pact by any of its Sub- contractors/sub-
vendors.
2. The Principal/ Owner will enter into Pacts on identical terms as this
one with all Bidders and Contractors.
3. The Principal/Owner will disqualify Bidders, who do not submit, the
duly signed Pact between the Principal/Owner and the bidder, along with the
Tender or violate its provisions at any stage of the Tender process, from the
Tender process.

Article 6- Duration of the Pact

This Pact begins when both the parties have legally signed it. It expires
for the Con- tractor/Vendor 12 months after the completion of work under the
contract or till the continuation of defect liability period, whichever is more and
for all other bidders, till the Contract has been awarded.

If any claim is made/lodged during the time, the same shall be

binding and continue to be valid despite the lapse of this Pacts as specified
above, unless it is dis- charged/determined by the Competent Authority, IIT
HYDERABAD.

Article 7- Other Provisions

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1. This Pact is subject to Indian Law, place of performance and
jurisdiction is the Head- quarters of the IITH of the Principal/Owner, who has
floated the Tender.
2. Changes and supplements need to be made in writing. Side
agreements have not been made.
3. If the Contractor is a partnership or a consortium, this Pact must be
signed by all the partners or by one or more partner holding power of attorney
signed by all partners and consortium members. In case of a Company, the Pact
must be signed by a representative duly authorized by board resolution.
4. Should one or several provisions of this Pact turn out to be invalid; the
remainder of this Pact remains valid. In this case, the parties will strive to
come to an agreement to their original intentions.
5. It is agreed term and condition that any dispute or difference arising
between the parties with regard to the terms of this Integrity Agreement / Pact,
any action taken by the Owner/Principal in accordance with this Integrity
Agreement/ Pact or interpretation thereof shall not be subject to arbitration.

Article 8- LEGAL AND PRIOR RIGHTS

All rights and remedies of the parties hereto shall be in addition to
all the other legal rights and remedies belonging to such parties under the
Contract and/or law and the same shall be deemed to be cumulative and not
alternative to such legal rights and remedies aforesaid. For the sake of brevity,
both the Parties agree that this Integrity Pact will have precedence over the
Tender/Contact documents with regard any of the provisions covered under this
Integrity Pact.

IN WITNESS WHEREOF the parties have signed and executed this

Integrity Pact at the place and date first above mentioned in the presence of
following witnesses:

..................................................... (For and on behalf of

Principal/ Owner)

................................................... (For and on behalf of

Bidder/ Contractor)

WITNESSES:
1 (signature, name and address)

2 (signature, name and address)

Place:
Date:

Page 37 of 40
 ANNEXURE-XI

BANK GUARANTEE BOND IN LIEU OF SECURITY DEPOSIT

(To be executed by the State Bank of India or any other scheduled Bank
recommended by Reserve Bank of India on non-judicial stamp paper)

To
The Director
IIT Hyderabad
Kandi,
Sangareddy – 502 284.

Dear Sir,

Sub: Your contract award letter no. __________________________dated

_____________ for ______________________________ services” on contract
basis at IIT Hyderabad.

1. The Registrar on behalf of Director IIT Hyderabad, have entered into a

contract vide Agreement dated _____________ with
________________________ Address:
__________________________________________________________________
___ (herein after referred to as the “contractor”) for providing
_____________________________________ services” on contract basis at IIT
Hyderabad (herein after referred to as Principal Employer) for the price and
on the terms and conditions as contained in the said contract.

2. In accordance with the terms of said contract you have agreed to exempt the
security deposit for the due fulfillment by the said contractor of the terms
and conditions contained in the said contract, on production of a bank
guarantee for Rs._____________ (Rupees
)__________________________________ Only) being ____% of the total value
(Rs. ________________) of the said services to be supplied by you.

3. In consideration thereof, we hereby at the request of the contactor,

expressly, irrevocably and unconditionally undertake and guarantee to pay on
written demand, without demur and without reference to the contractor, an
amount not exceeding Rs._______________ (Rupees
__________________________________ Only) against any loss or damage
caused to or suffered or would be caused to you by reason of any breach by
the said contractor of any of the terms and conditions contained in the said
contract or by reason of the contractor’s failure to perform the said
agreement. Your demand shall be conclusive evidence to us as regards the
amount due and payable by the Bank under this guarantee. However, liability
under this guarantee shall be restricted to an amount not exceeding
Rs.__________________ Payment by us to you will be made within thirty (30)
days from receipt of your written request making reference to this guarantee
and on demand.

4. We further agree that the guarantee herein contained shall remain in full
force and effect during the period that would be taken for the performance

Page 38 of 40
 of the said contract and that it shall continue to be enforceable till all your
dues under or by virtue of the said contract have been fully paid and its claims
satisfied or discharged or till you certify that the terms and conditions of the
said contract have been fully and properly carried out by the said contractor
and accordingly discharges the guarantee. Not withstanding anything herein
contained, our liability under this guarantee is restricted to
Rs.______________ (Rupees ________________________________ Only) and
the guarantee shall remain in force up to and including the ____ day of ______
20__ being reported to us by you and returned to us duly discharged.

5. This guarantee shall not be revoked without your express consent and shall
not be affected by your granting any indulgence to the contractor, which shall
include but not be limited to postponement from time to time of the exercise
of any powers vested in you or any right which you may have against the
contractor and to exercise the same in any manner at any time and either to
forbear or to enforce any covenant contained or implied in the said contract
or any other course or remedy or security available to you, and our Bank shall
not be released from its obligations under this guarantee by your exercising
any of your rights with reference to matters aforesaid or any of them or by
reason of any other act or forbearance or other acts of omission or commission
on your part or any other indulgence shown by you or by any other matter or
thing whatsoever which under law would, but for this provision, have the
effect of relieving our Bank from its obligation under this guarantee.

6. Unless a demand or claim under this guarantee is made on us in writing on or

before the aforesaid expiry date as provided above or unless this guarantee
is extended by us all your rights under this guarantee shall be proscribed and
we shall be discharge from the liabilities hereunder.

7. This guarantee shall not be affected by any change in the constitution of our
Bank or of the contractor or for any other reason whatsoever.

Sd.............................…..
Bankers
Seal of the Bank

Date:
Place:

Witness:

1. .......................................

2. .........................................

Page 39 of 40
 ANNEXURE-XII
SAMPLE WAGE CALCULATION SHEET

S.No. Parameters Unskilled Semi-Skilled Skilled

Revised Wage (per person day ) 778 862 948

1 Basic Wage + VDA

20,228.00 22,412.00 24,648.00
2 Leave Wage
778.00 862.00 948.00
EPF @13% on Basic Wage
3 (subject to EPFO minimum wages of 1950
1,950.00 1,950.00
Rs. 15,000)

4 ESI @ 3.25% of Sl.No. (1) 657.41 -- --

5 Bonus @ 8.33% of Sl.No. (1) 1,684.99 -- --

6 Gross (sl.no. 1+2+3+4+5)

25,298.40 25,224.00 27,546.00
7 Service charges @ _______% on (6) _________ _________ _________

8 Total (sl no.6+7) _________ _________ _________

9 GST @18% on 8 _________ _________ _________

10 Per person,Per Month wage (8+9) _________ _________ _________

11 Number of personnels 328 1 17

12 Wages per month (10 *11 )

_________ ___________ __________
Total Wages per month (Unskilled
13 __________________________
+ Semi-skilled + Skilled)

Signature Not Verified

Digitally signed by MOHAMMED JAMEEL
Date: 2024.04.25 15:48:24 IST
Location: eProcure-EPROC
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