Near High Court, PB Road, Dharwad-580011

TEL NO: +91 836 2212 839

TENDER FOR PROVIDING

MANPOWER SUPPORT TO IIT DHARWAD

Tender no.: IIT DH/C&S/2019-20/19/MS

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 Notice Inviting Tender (NIT)

1 Date of Tender Publishing on website 06 Aug 19

Pre-bid meeting and site visit at IIT
Dharwad
09 September 2019 at 1100 hrs
2 (Attending pre-bid meeting & site visit
is a mandatory condition for (Mandatory for participation)
participating in this tender)
Date of publishing pre-bid queries (to be
3 uploaded on the website) and publishing 17 September 2019
revised RFP (as the case may be)
Last Date and Time for Submission of 04 October 2019 at 1100 hrs
4 Tender (No late bid will be accepted)
5 Opening of Technical Bid 04 October 2019 at 1130 hrs
The Assistant Registrar (C&S)
IIT Dharwad
Address for submission of
6 Pune Bengaluru Highway
bid documents
Near High Court Dharwad bench
Dharwad, Karnataka – 580011
7 Venue for opening of Technical Bid Same as above
Initially 01 year from the date of issue of
8 Duration of Contract work-order (Subject to further extension
as per tender terms)
Rs.6,00,000.00
(Rupees Six lakh only)
9 EMD
( Firms having valid NSIC / MSME
certificate may be exempted)
10 Estimated tender value Rs. 3 Crore approx.
Schedule for opening of Commercial Bid will
be notified only to the bidders qualifying the
Technical Bid.
11 Schedule of Opening Commercial Bids
Presence of the bidder or his/her authorized
representative at the time of opening of the
Commercial bid is highly preferable.

Detailed tender notice can be downloaded from the website of the Institute at:
http://iitdh.ac.in/announcements_tenders.php

The right to suspend the tender process or part of the process, to accept or reject any or all
the tenders at any stage of the process and/or to modify the process or any part thereof at
any time without assigning any reason thereto vests with IIT Dharwad without any obligation
or liability whatsoever.

Sd/-
Assistant Registrar (C&S)
IIT Dharwad

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 GENERAL INSTRUCTIONS TO TENDERERS/BIDDERS

1. Tenders are invited under Open Tender Enquiry and two bid system for providing
manpower support to IIT Dharwad. Te c h ni c a l Bid along-with supporting documents,
Earnest Money Deposit (in form of DD/Bankers Cheque in favour of Registrar, IIT Dharwad
payable @ Dharwad) shall be submitted in separate sealed envelopes and then encased
inside one sealed envelope super scribed ‘Technical Bid for providing manpower
support to IIT Dharwad’ All the pages of this tender document along with necessary
Appendices (as applicable) duly signed and stamped, will form the technical bid.

2. The Price Bid as per the format annexed with this tender document, should be duly
filled, stamped and signed by the authorized signatory of the agency/firm/company and
sealed in a separate envelope super scribing ‘Price Bid for providing manpower support
to IIT Dharwad’.

3. The Technical bid and the Price bid shall be sealed in one envelope super scribing
‘Tender for providing manpower support to IIT Dharwad’

4. The technical bids shall be opened as per schedule placed at Notice Inviting Tender
(NIT). The vendors who are short listed after qualifying technical bid evaluation will be
intimated the date of opening of price bids subsequently through proper means. IIT Dharwad
reserves the right to reject any or all the tenders/bids without assigning any reason thereof.

5. The tender for providing manpower support to IIT Dharwad shall initially be
awarded for a period of one year from date of award of contract. However, the tender may
further be extended for a period of two more years (on year to year basis) on mutual
agreement subject to providing satisfactory service to IIT Dharwad and annual performance
review. It may also be noted that the rates quoted by the firm, terms & conditions of the
tender document shall remain unchanged during the currency of contract and extension
period, if any.

6. For any query/Clarification please contact IIT Dharwad during working hrs and days
on [email protected]. Bidders are requested to seek all clarifications through mail at the said
id within the stipulated timeframe only (i.e. up to pre-bid meeting scheduled as per the NIT).
Please note that no query / input from bidders will be addressed from the point of view of
modification in IIT Dharwad requirement after the pre-bid is over.

7. Bidders are invited to participate in a pre-bid meeting scheduled as per the NIT. In
case the pre-bid meeting is not held on the due date due to unavoidable reasons, it will be
held on the very next day. Attending Pre Bid meeting and site visit is mandatory. Only
those firms who will attend the Pre Bid meeting will be eligible to participate in the
Tender. Please be present in the Conference Room of IIT Dharwad, WALMI Campus,
Dharwad-580011 for this purpose. All inputs / queries will be submitted to [email protected]
before start of the meeting. The agenda of the pre-bid meeting is as follows: -

(a) Elaboration of terms and conditions and procedure of selection.

(b) Response to the queries.
(c) Site visit.

8. The detail of information to be provided along-with bid, tentative penalties and other
instructions are appended at Appendix A - G to this document.

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 SCOPE OF WORK

The details of the scope of Manpower Support to be provided is as mentioned below: -

1. The Indian Institute of Technology Dharwad (IIT Dharwad) is an autonomous body

under the Ministry of Human Resource Development, Government of India. IIT
Dharwad currently operates from about 135 acres WALMI (Water and Land
Management Institute) Campus with various facilities spread across a large area and
other leased buildings in and around Dharwad town.

2. This tender document provides for requirement of Providing Manpower Support

Service at IIT Dharwad (which shall include WALMI campus and other buildings leased
by IIT Dharwad) to the entire satisfaction of the Institute authorities. The scope of work
is enumerated in succeeding paragraphs.

3. It is to be explicitly understood that the manpower deployed shall remain as manpower

of the contractor and IIT Dharwad shall have no liability whatsoever towards the
manpower so engaged. However, it is to be noted that IIT Dharwad will fix the
remuneration payable to the manpower commensurate to the qualification and
experience.

4. The scope of work generally consists of providing Skilled, Semiskilled, Unskilled and
specialized manpower on a monthly basis in accordance with the labour and other
concerning law. The requirement is approximately 100 numbers. However, in case of
additional requirement, the contractor shall supply additional manpower at the quoted
rates on prior notice.

5. Skilled (Specialised) Manpower.

Persons possessing Master’s Degree, Equivalent degree in Medical or Engineering,

PhD in relevant fields along with suitable experience identified as specialized skills by
IIT Dharwad from time to time. The requirement of specialized skilled manpower will
be intimated to the contractor as and when required. The scope of work will include the
following:-

(a) Academic and administrative work related activities

(b) Engineering/infrastructure work related activities
(c) Engineering administration/management related activities
(d) Finalization of accounts and statutory compliance
(e) Lab and equipment maintenance
(f) Scientific data processing and analysis
(g) Preparation of detailed project report
(h) Assistance in Clinical / Health Services
(i) Development of Software and application in the activities of the Institute
(j) Arrangements for High Level meetings / Seminars including preparatory work
(k) Student development related activities.
(l) Outreach, extension, public relation activities, etc.

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 (m) Any other work as defined/assigned from time to time.

6. Skilled Manpower.

Persons possessing Graduate Degree, Equivalent Diploma of three years in relevant

fields along with suitable experience identified as skilled by IIT Dharwad from time to
time. The requirement of skilled manpower will be intimated to the contractor as and
when required. The scope of work will include the following: -

(a) Support and supervision in the areas of academics, educational establishment

services, secretariat services, infrastructure maintenance and support, health
services, scientific and engineering services, Front Office Maintenance,
computer and Information Technology / ICT / ITES operations.

(b) Support and supervision in the areas of financial accounting, vendor

management, Government purchases including imports, store handling, general
administration support etc.

(c) Support and supervision in the areas of liaison, public relations, front office
management etc.

7. Semi-Skilled Manpower.

Persons who have passed 12 standard or equivalent, ITI or Equivalent Diploma of two
years in relevant fields along with suitable experience identified as semi-skilled by IIT
Dharwad from time to time. The requirement of semi-skilled manpower will be intimated
to the contractor as and when required. The scope of work will include the following: -

(a) Civil Works:

All required work of masonry (i.e. tiling, repairs, maintenance of buildings, other
brick or stone structures, sewage, carpentry and related civil works.
(b) Electrical Works
i. Fixing of fans, lights and attending to minor repairs.
ii. Making provision for electrical lines wherever required.
iii. Routine maintenance of generator set.
iv. Attending to minor repairs of all electrical gadgets and appliances in IIT
Dharwad.
(c) Plumbing Works.
i. Rectifying the defects of flush, tanks and arresting of leakage in
pipelines, wash basins etc.
ii. Removal of blockage from PVC/Stoneware pipes (open and concealed)
PVC lines and washbasins, urinals, sewerage lines, nahani trap,
Inspection chamber and SW pipes.
iii. Maintenance of water pumps, RO plants and sewage pumps.
(d) Guest House Maintenance

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 General upkeep and maintenance of guest houses of the Institute as assigned
by the Institute authorities from time to time.

(e) Office Maintenance

I. Front Office Reception/Maintenance, EPABX maintenance

II. Data entry including Hindi, tally accounting and administrative assistance
III. Vendor management, import/export management, stores and purchase
activities.
IV. Secretarial Assistance
V. Outreach, extension, public relation activities, etc.
VI. Rendering assistance to various sections
VII. File/Paper movement internally and externally
VIII. Scanning and photocopying
IX. Maintenance or records, files etc.
X. Handing over of documents at banks, post office, income tax office and
various other departments.
XI. Making arrangements for meetings, attending to hospitality needs in the
office.
XII. Any other work as assigned from time to time by Institute authorities.

8. Unskilled Manpower.

Persons who have passed 10 standard or equivalent along with suitable experience
identified as unskilled by IIT Dharwad from time to time. Persons in this category will
be assisting other categories of Manpower and rendering assistance to various
functions of IIT Dharwad. The scope of work shall be identified and modified by IIT
Dharwad from time to time.

9. Periodic monitoring of contract.

This document makes provision for joint monitoring of contract deliverables wherein
the contractor / a suitable representative (Authorised by the contractor with power of
attorney) shall meet IIT Dharwad authorities on a monthly basis to manage the
contract. Deviation from this will attract penalty as per Appendix ‘C’.

10. The manpower shall generally be deployed on all working days (Monday to Saturday)
from 0830 hrs to 1730 hrs with variations in shifts as per requirement. One weekly off
will be admissible in addition to the national holidays declared for IIT Dharwad. The
contractor shall provide necessary manpower on closed/public holidays whenever
required. In case of unscheduled absenteeism, IIT Dharwad shall levy penalty as per
Appendix ‘C’.

11. The manpower supplied by the contractor shall be interviewed by the IIT Dharwad
authorities for fitness of deployment and authentication. Bio data of the individual is

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 required to be submitted to IIT Dharwad along with passport size colour photograph
and certificates in support of age, educational qualification and experience at the time
of award of work.

12. The manpower support so approved by IIT Dharwad authorities should not be
withdrawn for any reason whatsoever without prior written consent of the authorities.
A suitable substitute has to be provided with the approval of IIT Dharwad authorities.

13. If the contractor fails to provide the manpower for a particular period, penalty will be
levied as per relevant clause under this document. However, such recoveries shall not
liquidate or dissolve other liabilities of the contractor under the agreed terms and
conditions of contract. All consequent responsibilities for such lapses shall be
undertaken only by the contractor.

14. The character and antecedents of all the manpower is to be verified from the police by
the contractor. Police Verification of the manpower is to be submitted at the time of
award of work as per relevant clause of this tender Document.

15. The contractor shall make all necessary arrangements for the deployed manpower for
any medical issue or emergency while at work. In case such arrangements are made
by IIT Dharwad the expenditure will be recovered from the Contractor.

16. The monthly wages payable to the manpower shall be fixed by IIT Authorities as per
scope of work. There is no scope for any alteration/modification of such wages by the
contractor.

17. In case of an additional requirement not originally covered in the scope of work, the
contractor shall provide such manpower as and when need arises as per the terms of
this tender document.

18. IIT Dharwad shall reimburse the contractor to the extent of the amount of variation
arising out of the upward revision in minimum wages as per Minimum Wages Act, 1948
by Govt. of India (Central Govt.) from time to time.

19. The contractor shall have one point of interaction with IIT Dharwad authorities (i.e.
Assistant Registrar (Contract & Services). The contractor shall not have any direct
dealing with any other officials at IIT Dharwad. Violation of above will be viewed
seriously.

20. Prior approval is to be obtained from the IIT authorities before sending the personnel
on leave.

21. In case of objection from IIT Dharwad, the contractor shall remove any manpower
deployed by him who may, in the opinion of the IIT Dharwad worthy of such removal.
Any claim by such workmen shall be fully discharged by the contractor. For security
reasons, the removal / replacement of personnel should be done within an hour of
decision by IIT Dharwad.

22. The successful bidder will be required to enter into an agreement with IIT Dharwad as
per the prescribed format and execute a notarized indemnity bond on non-judicial
stamp paper of appropriate value at his own cost to indemnify IIT Dh against possible
or unforeseen eventualities arising out of or flowing from the contract awarded. Terms
and conditions in this Tender Document will form the Contract agreement.

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23. The bidders have to make a declaration in writing that they are not related to any
employee of IIT Dharwad, if any relative of the contractor is an employee of IIT
Dharwad, the name, designation and relationship of such employee shall be intimated
while submitting the tender as per Appendix ‘G’.

24. Contractor shall not assign or sublet the work in whole or in part to anybody else.

25. Manpower requirement. The agency will be required to deploy the following
manpower: -

Description Nos Minimum Qualification

Un-Skilled 10 As per para 8 of the scope of work of the Tender
Manpower Document
Semi-Skilled 20 As per para 7 of the scope of work of the Tender
Manpower Document
Skilled 40 As per para 6 of the scope of work of the Tender
Manpower Document
Specialised 30 As per para 5 of the scope of work of the Tender
Skilled Document
Manpower

26. The number of manpower is indicative. The actual numbers required may differ at the
sole discretion of IIT Dharwad.

27. The manpower deployed by the contractor at IIT Dharwad will be employees of the
contractor and any disputes between contractor and his employees will have no
bearing whatsoever on IIT Dharwad.

28. The contractor shall be equally and squarely responsible for discharging of all the legal
obligations under various labour legislation/ statutory laws/acts/rules and regulations
as may be in force from time to time in so far as the manpower engaged by the
contractor is concerned.

29. In case of theft or damage to the property and assets (movable and immovable) of IIT
Dharwad by the manpower deployed, it shall be the sole responsibility of the contractor
to make good the loss caused due to such theft or damage. If there is any loss to the
IIT Dharwad on account of dishonesty, connivance and/or due to any cause attributable
to such services, the contractor shall make good the loss to the IIT Dharwad on
demand.

30. IIT Dharwad shall be free to cancel the tendering process at any stage without any
liability whatsoever and reserves the right of accepting and / or rejecting the whole or
any part of the bids without assigning any reason whatsoever.

31. IIT Dharwad is a total alcohol and tobacco free campus, therefore none of the
manpower deployed at the campus should be possessing or consuming alcohol and/or
tobacco products such as bidi, cigarette, chewing tobacco, gutkha, masala, pan etc.
Violation will attract penalty.

32. Minimum eligibility criteria: - IIT Dharwad has set up minimum eligibility criteria
(09 points to be read with note) for the bidding purposes. All bidding parties must
meet following criteria before they apply for the bid. The bidding parties meeting the
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 criteria must enclose their supporting documents along with the technical bid: -

Sl. Criterion Documents to be provided

No.
The bidder shall be a firm/ company/ partnership/
Copy of Certificate of incorporation
proprietorship firm registered under the Indian
(a) Companies Act, 1956/ the partnership Act, 1932 and/or Partnership Deed. (As the
case may be)
and who have their registered offices in India.
The bidder should be in supply of manpower
support business for not less than five years
before 31/07/2019. Bids of firms which are not in
(b) existence / supply of manpower support business
for 5 years as mentioned above shall not be
considered. To be certified & validated by
Bidder should have a minimum average Chartered Accountant (CA) of the
turnover of Rs. Two crore each in last three bidder’s organization with name of
years exclusively from providing manpower CA, registration number, signature
(c) and stamp.
support. For this purpose last financial year would
be considered as the one ended on 31.03.2018
and not any prior period.
The Bidder has to be profitable and should not have
(d) incurred loss in any of the last 3 consecutive
Financial Years (FY 2018-19, 2017-18 & 2016-17)
(a) Attested copy of PAN/GIR Card
(b) Attested copy of Goods & Service
Bidder should be registered with Income Tax and
(e) Goods & Service Tax departments Tax registration certificate in respect
of Providing Manpower support
Services
(a) Attested copy of the Employee
Bidder should be registered with appropriate Provident Fund registration letter /
authorities under Employees Provident Fund and certificate.
(f) Employees State Insurance Acts or any other
(b) Attested copy of the Employee
Labour authorities including under the Contract State Insurance registration letter /
Labour (Regulation and Abolition Act). certificate.
The bidder or any of its partners/directors etc.
should not have been black listed/debarred by
any of the government agencies or department or
should not have been found to be guilty of moral Self-Declaration in the format in
(g)
turpitude or convicted of any economic offense or Appendix-‘D’
with violation of any labour laws etc. by any court
or any authority appointed to enforce any labour
laws or regulations.
Relevant document verifying
ownership or legal lease of the
The bidder should have a registered Office for registered office as per list of valid
Manpower support at Hubali-Dharwad or should address proof documents mandated by
open a registered office in Hubali-Dharwad at the Unique Identification Authority of India
(h)
time of award of contract so as to attend to IIT (UIDAI). Or in case the bidders are
Dharwad calls within 30 Minutes and resolve at presently not having office at above
the earliest. mentioned location then they should
provide an undertaking to open a
registered office within 30 days of
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 award of contract. Relevant document
verifying ownership or legal lease of the
registered office as per list of valid
address proof documents mandated by
Unique Identification Authority of India
(UIDAI) be provided within the
stipulated time.
Bidder should have provided manpower support
or similar service to at least three (3)
Government clients/ PSU/ Public Sector
Companies/ Banks/ Central & State Educational
Institutes of repute.
Certified Work/ Supply Orders
In addition, the bidder must have carried out /Agreements for award of Manpower
following manpower support or similar support service in support of past
assignment of minimum indicated value: - orders / contracts with Government
clients / PSU / Public Sector
(a) Three completed annual Manpower support Companies / Banks / Central & State
or similar services costing not less than the Educational Institutes of repute.
(i)
amount equal to 40% (Forty per cent) of the The contractor will have to furnish
estimated cost (i.e. Rs 120 lakh each); or satisfactory work completion
certificate of concerned contract
(b) Two completed annual manpower support or concluding authorities from concerned
similar services costing not less than the amount organization for verification of
equal to 50% (Fifty per cent) of the estimated cost successful / satisfactory completion of
(i.e. Rs 150 lakh each); or such Manpower support work.
(c) One completed annual Manpower support or
similar service costing not less than the amount
equal to 80% (Eighty per cent) of the estimated
cost (i.e. Rs 240 lakh).
Note: -

a. Failure on the part of the bidder to participate in the mandatory pre-bid

meeting and site visit will result in rejection of his bid as nonresponsive.

b. Kindly refer the minutes of pre-bid meeting as part of this tender document
(uploaded on our website on 17.09.2019) for inclusion in the bid.

b. Any firm/bidder not fulfilling any of the above mentioned criteria duly
supported by the indicated documents shall be out-rightly rejected and the bid
shall not be considered for further evaluation.

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33. Evaluation Criteria: -

(a) Technical bids will be opened first and evaluated based on the documentary
validation and evaluation criteria (including minimum eligibility criteria)
stipulated in the tender document. Commercial bids of only technically
suitable/ qualified bidders will be opened. Unopened commercial bids along
with EMD of technically unsuitable bidders will be given back to the bidders.
Bidders will have to collect the same by submitting a requisition.

(b) As provided in the price bid format, the bidders will have to quote the price
and the L-1 firm will be awarded with the tender. Service charge on the
emoluments would be the sole factor of evaluation for identifying L1
firm. Service charges prima facie appearing to be untenable or quoted with
a disruptive intent will be liable to be rejected. The decision of the
Procurement Committee IIT Dharwad will be final and binding in this regard.

(c) Wages payable to the manpower supplied under this contract shall not be
lower than Minimum Wages for Zone ‘B’, as prescribed by Central
Ministry of Labour & Employment, Govt. of India, as applicable on the
date of issue of this Tender.

(d) In order to ensure compliance with statutory payments, IIT Dharwad will
indicate the wage payable to each category of manpower supplied. Such
payment of wages will be claimed by the contractor in his monthly bills (with
proof of payment of wage, ESI and EPF against each manpower) along-
with his service charge for manpower support service.

(e) The price bid shall be unambiguous and strictly be as per the price bid
format. Conditional offers or the proposals not furnished in the format
attached at Appendix ‘E’ shall be considered non-responsive and will
be rejected.
34. Award of Contract: -
(a) Contract will be awarded to the tenderer whose tender has been determined
to be substantially responsive and who has been adjudged L1 bidder.
(b) IIT Dharwad reserves the right to increase or decrease the requirement of
manpower indicated at the time of award of contract.
(c) Successful bidder shall execute the contract on a stamp paper of adequate
cost as given in this document. The terms and conditions of this tender
document will be part and parcel of the contract agreement.

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 Special Terms and Conditions

1. The bidding firms are advised to study carefully the various clauses contained in the Special
Terms and Conditions before submitting their bids. Firms willing to participate in the tender may also
visit IIT Dharwad, Dharwad and acquaint themselves with the nature and quantum of work involved
before submitting the bids.

2. Minimum Wages and Social Security Provisions. The minimum wages payable
and other statutory obligations related to social security on the part of the contractor (employer) will
be as under:

(a) Minimum Daily Wages: Minimum wages are to be paid as prescribed/notified by

Central Labour Commissioner (Central) or as by Labour Commissioner (Karnataka)
from time to time, whichever is higher.

(b) Variable DA: As revised/applicable from time to time based upon CPI or any other
basis specified by the concerned office.

(c) Social Security: The EPF and ESI shall be payable to the workmen as per rates
prescribed by the concerned authority from time to time. The contractor can deduct
workmen’s contribution from the wages payable to the workmen. The employer’s
contribution is to be paid by the contractor himself. Contractor will submit necessary
proof for claiming contributions against EPF & ESIC along with bills.

(d) The minimum liability of payment on the part of the contractor to the workmen or to
their respective accounts will be the total of:

(i) Minimum daily wages

(ii) Variable DA on daily wages.
(iii) EPF
(iv) ESI
(v) Other mandatory charges applicable to the services as prescribed by the
relevant authorities in Govt. from time to time.

(e) TDS @ 2% shall be made from the amount payable to the contractor. The TDS
certificate will be issued by IIT Dharwad. Payment of income tax on profits of the firm
is the sole responsibility of the contractor

3. Contract Implementation.

(a) Sub-contracting of the work will not be allowed.

(b) Persons below the age of 18 years shall not be engaged for the work. The contractor will
submit medical certificate/any other certificate as age proof of the workmen deployed by
him. The contractor will also submit medical certificate to the effect that the workmen
deployed by him are fit for work and are not suffering from any contagious disease.

(c) Working hours will be 8 hours per day for the workmen excluding break period. The timings
and the break period will be indicated by the authorised rep. of the institute.

(d) Contractor shall not change any employee without consent of the authorised rep. of the
institute. He shall also ensure physical availability of his supervisors for mustering in/out
the workmen at the institute gate and supervise their work on daily basis.

(e) The contractor(s) shall maintain a register of all his employees and the work assigned to
them on daily basis. He should be in a position to produce the same at any given time.
The register shall be authenticated by the authorized representative(s) of institute on daily
basis before closing of the shift.
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 (f) Contractor will provide his telephone numbers of his office/residence/mobile on
which he can be accessed / approached by institute.

(g) The contractor will be accountable for any accident, injury and loss of life to the workers
deployed by him and shall be responsible for payment of compensation as per law. If need
arises, the institute will recover such amount form the contractor to effect payment to the
affected person(s).

4. Termination of Contract.

(a) Institute reserves the right to terminate the contract at any time without assigning any
reason.

(b) The contract can be terminated with two months’ notice on either side.

(c) In case the contractor fails to respond to the instructions given by IIT Dharwad authorities
even after 48 hours, the contract may be summarily terminated by IIT Dharwad without
any notice.

(d) In case of violation of any of the terms and conditions under this contract by the contractor,
IIT Dharwad shall terminate the contract and the security deposit of the contractor shall
be forfeited to the extent of loss, damage, penalty against such violation. In case the loss,
damage, etc, suffered by IIT Dharwad is over and above the quantum of amount of
security deposit, IIT Dharwad shall have the right to recover the balance amount by lawful
means.

(e) In case of any default in remittance of statutory dues like EPF, ESI and GST by the
contractor or non-compliance of provisions under the Labour Act, the contract is liable to
be terminated. Any expenditure incurred by IIT Dharwad attributable to the fault of the
contractor or the manpower deployed by him, such expenditure will be adjusted out of the
security deposit and IIT Dharwad shall have the right to recover the balance amount by
lawful means.

(f) In case of any loss suffered by IIT Dharwad due to gross negligence and dereliction of
duty by the manpower deployed by the contractor, the contractor shall take action forthwith
and make good such loss incurred by IIT Dharwad. Besides, the contractor shall terminate
such manpower and take remedial measures to avoid recurrences. A report on the action
taken by the contractor shall be submitted to IIT Dharwad authorities within a week. Failure
to adhere to the above, the contract shall be summarily terminated and loss will be
recovered from the contractor.

(g) The successful agency / firm / company will have to deposit a refundable interest free
Bank Guarantee @ 10% of the contracted value of service at the time of award of
work. This Bank Guarantee should be from a scheduled/ nationalized bank in the form of
Performance Bank Guarantee (PBG) in favour of Registrar, IIT Dharwad. This PBG shall
cover entire period of contract and shall remain valid for a period of 60 days beyond the
period of contract. If contract is further extended beyond the initial period, the PBG shall
have to be renewed for the extended period also with a grace period of 60 days.

5. Payment to the contractor.

(a) The contractor shall disburse wages to all deployed manpower on the last working day of
the month without fail. Absentee payment will be made within 2 days of the scheduled
payment day. The bill shall be submitted to IIT Dharwad on or before the last working day
of each month, so as to enable IIT Dharwad to release payment by 7th of the following
month. The monthly payment to the manpower deployed shall be claimed by the
contractor and paid by IIT Dharwad.

(b) The contractor shall submit one consolidated bill in duplicate with all supporting
13 | Page (Modified after pre-bid meeting)
 documents. IIT Dharwad shall make payment to the contractor within 7 (Seven) days of
receipt of the original bill complete in all respects from the contractor. The bills shall be
submitted along-with following documents: -

(i) Copy of pay slip and acquittance roll for the payment duly signed by deployed
manpower.

(ii) Copy of attendance duly certified by IIT Dharwad authorities for the month

(iii) EPF and ESI payment challans including detail of EPF and ESI remittance along-
with names of persons deployed in IIT Dharwad.

(iv) Proof of GST payment as per prevailing rates.

(v) The contractor shall pay the bonus to the deployed manpower in accordance with
the provisions of payment of Bonus Act.

(vi) Monthly summary regarding recovery / penalty etc. and action taken report by the
contractor or a nil report (as the case may be).

(c) The contractor will maintain all registers as required under the relevant acts/rules and shall
get inspected by the authorized representative of the institute every month before
payment.

(d) The contractor will issue wage slips and employment cards as per relevant Act.

(e) The contractor will make payment to his employees either through A/c payee cheque in
presence of authorized representative of the institute as directed or through NEFT and
produce the necessary documents in proof of payment.

(f) In case of delayed / short supply of manpower, penalty / liquidated damages @ 0.5% of
annual value of contract will be deducted for every day of deficiency in performance
subject to a maximum of 5% of annual value of contract.

(g) Payment to the contractor is liable to be held back if the contractor fails to make payment
due to the workmen engaged by him within statutory time period.

(h) Deductions shall also be made from contractor’s bills during implementation of the
contract that may be become due as penalties for violation of rules, terms and
conditions, damages, liabilities or for other causes.

(i) It may also be noted by the contractors that the payment of the first month bill may be
considered for release if the firm to whom the contract has been awarded is in the process
of obtaining all the statutory documents like EPF, ESI, Labour Office registration etc., but
the same shall be at the sole discretion of Competent Authority and will also depend on
the level of satisfactory services provided by the firm. The contractor will be required to
submit a formal request for the same to IIT Dharwad Authorities.

6. Variation in minimum wages during currency of the contract

Any increase/ revision in the minimum wages or in the rates of social security provisions
during currency of the contract shall be payable to the workmen. The contractor will make
payment to his employees at the revised rates without waiting for a formal confirmation from
the institute. The difference in payment shall be paid/recovered by the institute. The contractor
shall present the necessary supporting documents to claim the variation.

7. Safety & Insurance.

(a) The contractor shall follow safety procedures in all respects.

14 | Page (Modified after pre-bid meeting)

 (b) The contractor will adhere to safe working practices and will take all safety measures
necessary for safety of his workmen. He will remain responsible for the safety of his
engaged persons. The contractor should provide all necessary safety instructions,
personal protective safety equipment to the persons engaged by him as applicable
and required.

(c) The contractor will ensure that the workmen maintain good personal hygiene and
shall need to be free from any contagious diseases. The workforce will be subjected
to medical check-up of appropriate medical authority identified by IIT Dharwad. Unfit
personnel will not be deployed by the contractor. The expenditure on this effect will
be paid by the Contractor.

(d) The contractor shall be liable to bear all expenses/damages/compensation in the

event of any injury or loss of life of the personnel engaged by him while on duty.

8. Security

(a) The contractor and the persons engaged by him should not have any adverse police
record and should bear good character. The Police Verification and security
clearance initiation for all the workmen and supervisory staff is to be ensured by the
contractor at the time of placement of supply order. The receipt of the verification
forms by the concerned Police Department will be furnished within 45 days of signing
the contract.

(b) The security office will maintain register for the contractor’s workmen and obtain their
signature/thumb impression while coming “IN” and going “OUT” or as the case may
be. Mobile phones will not be allowed to be carried while on duty. The same will be
deposited with the security at the gate.

(c) The contractor shall be bound by all security procedures followed at IIT Dharwad and
abide by security instructions for all purposes. Workmen engaged by him will be liable
for check and search by the security on duty while mustering in and out and also at
the other random places and timings. Any breach/violation of security regulations in
the work premises by any of the contractor’s persons shall be contractor’s
responsibility.

(d) The contractor will be responsible for good conduct of his workmen. If any workman
is found indulging in undesirable activities, he will have to be withdrawn immediately
as asked by the institute and replaced with a new person.

(e) Institute reserves right to disallow any or all of the contractor’s men from being
deployed inside the institute campus without assigning any reason.

(f) In the event of any damage to the property of the institute or life of its employees
and/or their dependents the contractor shall be liable for payment of compensation
and/or prosecution in accordance with applicable law and provisions. Compensation
for damage to the property of the institute will be as assessed by authorized
representative(s) of the institute and shall be recoverable from the contractor at
market value out of his monthly bill or PBG.

9. Statutory Obligations

(a) The contractor shall abide by and comply with the provisions of all the Acts, Rules and
notifications issued by Central/State Govt. as applicable from time to time in respect of
the contracted work and all staff employed by him at his own cost and risk, including the
following:

(i) Contract Labour (Regulation and Abolition) Act 1970

15 | Page (Modified after pre-bid meeting)

 (ii) Contract Labour (Regulation & Abolition) Central Rules 1971

(iii) Payment of Wages Act 1936, Payment of Wages (Amendment) Act 2005

(iv) Minimum Wages Act 1948

(v) Minimum Wages (Central) Rules 1950

(vi) Employees’ Compensation Act 1923

(vii) The E.P.F. and Miscellaneous Provisions Act 1952

(viii) Employees State Insurance Act 1948

(ix) The Child Labour (Prohibition and Regulation) Act 1986

(b) Liability arising due to failure to adhere to statutory or other legal provisions attributable
to the contractor shall be borne by the contractor himself.

(i) The contractor shall maintain up to date records required for compliance with the
provisions of all the Acts and Rules made by Central/State Govt. as applicable
from time to time in respect of the contracted work. The authorized representative
shall be entitled to inspect these records at any time.

(ii) If a bidding firm/contractor is found violating any statutory provisions concerning

labour laws or has given incorrect/false/misleading information, affidavit or
documents at any stage of tender or contract, necessary action as deemed fit, that
may include debarring of the firm, shall be initiated.

(c) Indemnity Clause. The contractor shall indemnify IIT Dharwad against any
litigation arising from violation of statutes, laws and rules during operation of the contract.
The contractor shall conduct all legal proceedings as may be necessary without any cost
to the Institute. If due to any reason whatsoever, IIT Dharwad management is made liable
to pay any liabilities of the contractor under any of the said laws etc, the same shall be
recovered from the dues payable by IIT Dharwad to the contractor and/or from the security
deposit(s) furnished by him. The contractor has to execute an indemnity bond stating "The
Contractor indemnifies IIT Dharwad of any issues arising on account of providing
manpower support to IIT Dharwad" at the time of signing the contract.

10. General

(h) The persons employed by the contractor, will have no right whatsoever to claim
permanent/temporary employment in this organization. There will be periodical as well as
surprise checking of the services provided by the contractor for the subject job by the
representative of the institute. In case of default, the contract will be liable for short closure
of supply order forfeiting the security deposit.

(i) If any employee of the contractor is found to have committed misconduct or misbehaviour,
the institute at its sole discretion, may direct the contractor to remove such employee and
the contractor shall remove such employee(s) without questioning the decision of the
institute. Any claim by such workmen shall be fully discharged by the contractor.

(j) The personnel deployed by the contractor will not become member of any trade union of
the Institute. If the personnel employed by the contractor indulge in union activities which
affect the service obligation of the contractor or safety and security of the Institute, the
contract will be liable for termination. In the event of violation, they will be debarred from
entering Institute premises and contract can also be considered for termination.

16 | Page (Modified after pre-bid meeting)

 (k) Further, the personnel deployed by the contractor shall not engage themselves in any
undesirable activities within the institute premises. They shall not indulge in any business
dealings with any agency directly or indirectly associated with Institute or in trade union
activities. In the event of violation, they will be debarred from entering the Institute and
contract can also be considered for termination and forfeiture of the security deposit.

(l) The personnel deployed by the contractor shall be available at the place of work defined
for them. They must not visit undesignated places without valid authorization by Institute.

(m) No housing/accommodation will be provided by the institute to the personnel deployed by

the contractor unless otherwise specifically provided in the contract.

11. Force Majeure.

Neither the IIT Dharwad nor the contractor shall be considered in default in performance
if such performance is prevented or delayed because of war, hostilities, revolution, civil
commotion, strike, epidemic, accident, fire, wind, flood, earthquake or because of any
Government action or of any act of God or of any other cause whether similar or dissimilar
nature beyond the reasonable control of the party affected. Should one or both the parties
be prevented from fulfilling their contractual obligations by a State of Force Majeure lasting
continuously for a period of six months, the two parties shall consult with each other
regarding the future implementation of the agreement.

12. Other salient points:

a. The issue of substitute, overtime & leave policy will be discussed during pre-bid
meeting.
b. Decision on annual enhancement of salary of manpower will be intimated at later
stages.
c. Biometric of the manpower engaged will be required for the purpose of release of
salary on monthly basis.
d. The Female manpower will be entitled for leave benefits as per the prevalent labour
laws.

17 | Page (Modified after pre-bid meeting)

 Appendix ‘A’

Information to be provided with the technical bid

Sl Criteria Document Page no of
No produced technical bid
1. The bidder shall be a firm/ company/ partnership/ proprietorship firm
registered under the Indian Companies Act, 1956/ the partnership Act,
1932 and who have their registered offices in India.
2. The bidder should be in manpower support business for not less than
five years before 31/07/2019.
3. Bidder should have a minimum average turnover of Rs. 2 crore each in
last three years exclusively from providing manpower support
services.
4. The Bidder has to be profitable and should not have incurred loss in any
of the last 3 consecutive Financial Years (FY 2018-19, 2017-18 & 2016-
17)
5. Bidder should be registered with Income Tax and Goods & Service Tax
departments
6. Bidder should be registered with appropriate authorities under
Employees Provident Fund and Employees State Insurance Acts or any
other Labour authorities including under the Contract Labour (Regulation
and Abolition) Act.
7. The bidder or any of its partners/directors etc. should not have been
black listed/debarred by any of the government agencies or department
or should not have been found to be guilty of moral turpitude or convicted
of any economic offense or with violation of any labour laws etc. by any
court or any authority appointed to enforce any labour laws or
regulations.
8. The bidder should have a registered Office for providing manpower
support at Hubbali-Dharwad, or should open one at the time of award of
contract.
9. Bidder should have provided annual manpower support service to at
least three (3) Government clients/ PSU/ Public Sector Companies/
Banks/ Central & State Educational Institutes of repute. In addition, the
bidder must have carried out following annual manpower support or
similar assignment of minimum indicated value: -
(a) Three completed annual manpower support or similar services
costing not less than the amount equal to 40% (Forty per cent) of the
estimated cost (i.e. Rs 120 lakh each); or
(b) Two completed annual manpower support or similar services costing
not less than the amount equal to 50% (Fifty per cent) of the estimated
cost (i.e. Rs 150 lakh each); or
(c) One completed annual manpower support or similar services costing
not less than the amount equal to 80% (Eighty per cent) of the estimated
cost (i.e. Rs 240 lakh).
10. Undertaking as per Appendix ‘G’ declaring relation with IIT Dharwad
employees if any.
Declaration

I/We certify that all the particulars furnished above are true and correct and based on documentary
evidence, and I have read all the terms and conditions of the tender document and accept them. It is also
certified that the offer submitted has no deviation from the terms and conditions of the tender document.
I/we understand that if any of the above particulars is found to be false or misleading, our bid is liable to be
summarily rejected at any stage and my/our company is liable to be blacklisted/debarred by IIT Dharwad
for at least 3 years.

Date: Signature with Seal of Authorized Signatory

Place:

18 | Page (Modified after pre-bid meeting)

 Appendix ‘B’

DETAILS ABOUT THE BIDDER

1. Name and address of bidder

2. Telephone No./Fax No./email

address of the bidder
3. Legal status (Attach copies of original
document defining the
legal status).
a) One Person Company
b) A proprietary Firm
c) A Firm in partnership
d) A limited company or
corporation.
4. Particulars of registration with
registrar of companies ESI, EPF,
Goods & Service Tax etc. (Attach
attested photocopies)
a) Registration Number
b) Place of Registration
5. Name and title of Directors and
officers with designation who will be
directly concerned with this work.
6. Have you or your constituent
partner(s) been debarred / black
listed from tendering in any
organization at any time? If so, give
7. details.
Any other information considered
necessary but not included above.

Note -
Complete detail of the bidder must be enclosed with the Technical bid. Bidders’ address,
name of contact person(s) with phone numbers must be listed in the enclosure. The
Procurement Committee may carry out surprise visits to establishments/ facilities of the
tenderers for the short-listing process.

Date: Signature with Seal of Authorized Signatory

Place:

19 | Page (Modified after pre-bid meeting)

 Appendix ‘C’

DETAILS OF PENALTIES
(The penalty will be deducted out of monthly bill payable to the caterer
in case of violation/s)

S.No. Default Penalty

1. Failure or delay in providing manpower liquidated damages @ 0.5% of annual
support as per the contract. value of contract will be deducted for
every day of deficiency in performance
subject to a maximum of 5% of annual
value of contract

Apart from the penalty prescribed, the

Institute authorities shall have the right to
get this work done at the cost of the
agency through any other agency. The
expenses so incurred would be intimated
to the agency and the requisite amount
would be deducted from the monthly bills
of the agency.
2. More than 3 complaints in a month of Rs.5,000/- per complaint exceeding 3
deployed manpower absent from duty without
suitable replacement or uninformed change
of manpower.
3. Violation of any other contractual obligation Rs 5000/- Per violation
not delivered within 07 days
4. Non-payment/disbursement of wages in the 1% of total monthly bill amount will be
bank account of the manpower before deducted for each delayed week in
stipulated date. disbursement of wages to the workers
5. In case of the replacement of manpower Rs 5,000/- on each violation
found unsuitable / untrained or inadequately
skilled
6. Instance of consumption / possession of Rs 5,000/- on each violation
tobacco or alcoholic substance by the
manpower deployed.
7. Failure of contractor or representative (with Rs 5,000/- on each violation
power of attorney) to attend the periodic
meeting for contract management at IIT
Dharwad

Date: Signature with Seal of Authorized Signatory

Place:
20 | Page (Modified after pre-bid meeting)
 Appendix- ‘D’

SELF-DECLARATION – NO BLACKLISTING

(Date)

The Assistant Registrar (C&S)

IIT Dharwad
Dear Sir,

Ref: Tender for providing manpower support to IIT Dharwad

In response to the Tender Document for providing manpower support to IIT Dharwad, I/
We hereby declare that presently our Company/ firm __________________________ is
having unblemished record and is not declared ineligible for corrupt & fraudulent practices
either indefinitely or for a particular period of time by any State/ Central Government/
PSU/Autonomous Body.

We further declare that presently our Company/ firm is not blacklisted or

debarred and not declared ineligible for reasons other than corrupt & fraudulent
practices by any State/ Central Government/ PSU/ Autonomous Body on the date of Bid
Submission including violation of relevant labour laws.

If this declaration is found to be incorrect then without prejudice to any other action that
may be taken, our performance security may be forfeited in full and the bid, if any to the
extent accepted may be cancelled at any stage and the contract may be terminated and
we shall be debarred from bidding in future against any other tender.
Yours faithfully,

Place: Signatures
Date: Name

Seal of the Organization

21 | Page (Modified after pre-bid meeting)

 Appendix - ‘E’

Price bid format for providing manpower support at IIT Dharwad

S. Charge Quoted per manpower*

Description of Work
No. (In percentage terms)
(i) (ii) (iii)
Contractor’s Service charge per
manpower
(a) (to be quoted in percentage terms for
providing the manpower support at IIT
Dharwad as specified in tender document)

*Note- Rate are to be quoted in percentage term only.

i. The bidder must note that GST shall be applicable extra as prevalent under the rules
for the period.

ii. The bidder is requested to acquaint himself with the scope of work, all terms and
conditions & penalty details etc. of the complete tender document before quoting the
rates.

iii. Wages payable to each category of manpower (as per Tender Document) will be fixed
by a competent authority at IIT Dharwad and the contractor will have no scope for any
alteration/ modification of the wages.

iv. EPF, ESI, GST and Bonus will be reimbursed after payment on actual, on production
of proof, according to the terms and conditions of tender.

v. In case, two or more firms have quoted the same percentage as service charge, then
the bidder offering highest rate of discount will be awarded the tender.

vi. It must be noted by all prospective bidders that contractor’s service charge must not
be Nil (after adjusting TDS on monthly bill). Any price bid submitted by the prospective
bidder violating this condition will be rejected and not be considered for evaluation
and award of contract.

Date: Signature with Seal of Authorized Signatory

Place:

22 | Page (Modified after pre-bid meeting)

 Appendix- ‘F’

FORMAT FOR PERFORMANCE GUARANTEE BOND

(To be typed on Non-judicial stamp paper of the value of Indian Rupees of One Hundred) (TO BE ESTABLISHED
THROUGH ANY OF THE NATIONAL BANKS (WHETHER SITUATED AT HUBALI / DHARWAD OR OUTSTATION) WITH
A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT HUBALI / DHARWAD OR ANY SCHEDULED BANK
SITUATED AT HUBALI / DHARWAD. BONDS ISSUED BY CO-OPERATIVE BANKS ARE NOT ACCEPTED.

To,
The Registrar,
Indian Institute of Technology Dharwad
Dharwad, Karnataka– 580011.

LETTER OF GUARANTEE

Whereas, Indian Institute of Technology, Dharwad (Buyer) has invited Tenders vide Tender No
________________ for ‘--------------------’ and whereas, the said tender document requires that any
eligible successful tenderer (seller) wishing to supply the service in response thereto shall establish
an irrevocable Performance Guarantee Bond in favour of “Registrar, Indian Institute of
Technology, Dharwad” in the form of Bank Guarantee for Rs ---------- (Rs (words)---------)(10%
(Ten percent) of the purchase value) and valid till one year or up-to warranty period whichever is
later from the date of issue of Performance Guarantee Bond may be submitted within 15 (Fifteen)
days from the date of Order Acknowledgment as a successful bidder.

NOW THIS BANK HEREBY GUARANTEES that in the event of the said tenderer (seller)
failing to abide by any of the conditions referred in tender document / purchase order / performance
of the service this Bank shall pay to Indian Institute of Technology, Dharwad on demand and without
protest or demur Rs --------- (Rs (words) ------------)

This Bank further agrees that the decision of Indian Institute of Technology, Dharwad (Buyer)
as to whether the said Tenderer (Seller) has committed a breach of any of the conditions referred in
tender document / purchase order shall be final and binding.

We, .................................................. (name of the Bank & branch) hereby further agree that
the Guarantee herein contained shall not be affected by any change in the constitution of the Tenderer
(Seller) and/ or Indian Institute of Technology, Dharwad (Buyer).

Notwithstanding anything contained herein: -

1. Our liability under this Bank Guarantee shall not exceed Rs --------- (Rs in words ------------).
2. This Bank Guarantee shall be valid up to ..........................(date) and
3. We are liable to pay the guaranteed amount or any part thereof under this bank guarantee
only and only if IIT Dharwad serves upon us a written claim or demand on or
before ..........................(date).

This Bank further agrees that the claims if any, against this Bank Guarantee shall be
enforceable at our branch office at ........................................ situated at .............................. (Address
of local branch).

Yours truly,

Signature and seal of the guarantor:

Name of Bank:
Address:
Date:

23 | Page (Modified after pre-bid meeting)

 Appendix ‘G’

Proforma for Undertaking regarding close relative

(To be endorsed on Letter Head of the contractor)

To,

The Assistant Registrar

IIT Dharwad
Dharwad Karnataka

Sub: Undertaking regarding close relative - reg.

Dear Sir,

With Reference to IIT Dharwad tender document inviting quotations for providing manpower
support at IIT Dharwad - this is to undertake that none of my close relation is posted at IIT
Dharwad or following relations are posted at IIT Dharwad: -

Sl No Name of Relative Relation Post / designation

Thanking You,

(Signature with Seal of

Authorized Signatory)

24 | Page (Modified after pre-bid meeting)