1

Tender Document

Hostel Mess

(Hostel: 2, 6, 10 & 12-13-14)

Indian Institute of Technology Bombay

 We are in the process of selection of catering contractors for the mess in the Hostels : 2, 6, 10 & 12-13-14
on the campus. The terms and conditions on which the contract is to be awarded are given in the
following pages and are divided under the following headings:
 Catering contract Hostel mess terms and conditions along with responsibilities of caterer.
 Rules pertaining to the daily functioning of the mess.
 General structure of the menu.
 Penalties for violation of mess rules.
 Brands of consumables permissible.
 Proforma for Technical and Commercial Bids
 Annexures

Interested caterers are welcome to participate in a pre‐bid meeting and inspection of the Hostel mess
premises (the specific hostel you are bidding for) on 22nd May, 2018 at 3:00PM. Please be present at
Respective Hostel Mess for this purpose. For more information or if you prefer a different time or
date, then please send an email to [email protected] and [email protected] OR call at
+91-7738692865

The agenda of the pre‐bid meeting is as follows:

1. Students will tell the caterer about the ground realities of the operation of the mess.
2. One of the wardens will tell them about salient points of the terms and conditions and also the
procedure of selection.
3. Wardens and students will respond to queries of the prospective caterers, if any.
4. The caterers will then inspect the facilities of the mess and kitchen of the respective hostels.

Prospective bidders are encouraged to attend this meeting, but it is not mandatory. The deadline for
submission of technical and commercial bids, containing documents stated in later part of this tender
document, along with an EMD of Rs. 15 lakh is 4th June, 2018 5:00PM. Demand draft of this amount
should be made in favor of Registrar, IIT Bombay payable at Mumbai. The EMD amount will be
refunded to unsuccessful bidders at the time of the award of the contract.

Address for submission of the bids is:

Dean (Student Affairs)
1st Floor, Main Building,
IIT Bombay,
Powai Mumbai-400076

Please note that the average mess bill in hostels with privatized mess ranges from Rs. 99 to Rs. 132 per
head per day. No bid below Rs.118 will be accepted. In case of a tie the priority order given as per
student feedback and visit will be followed.
Technical and commercial bids must be submitted in SEPARATE sealed envelopes. Interested caterers should
submit a single technical bid, mentioning the hostels in which they are interested. Separate commercial
bids should be submitted for each hostel.

The technical bids will be opened on 5th June, 2018 4:00PM in the office of Dean (Student Affairs). Names
of the parties shortlisted on the basis of technical bids and site visits will be published on the same
website by the evening of 18th June, 2018 in the order of priority as per student feedback and visits.
Shortlisted parties will be invited to attend the opening of the commercial bids on 20th June, 2018,
4:00PM, at the same venue.
 TERMS AND CONDITIONS ALONG WITH RESPONSIBILITIES OF CATERER

The Mess in each of the hostels consists of a kitchen and a dining hall. The important terms and
conditions are listed below:

1. Legal Terms are as follows:

(a) The Contract Agreement would be for a period of twelve months and subsequently, may be
renewed for additional period of one year or part thereof, subject to satisfactory
performance.
(b) After 45 days of operation the caterers will be evaluated on the basis of the guidelines and rules
detailed in this document and in the leave and license agreement to be drawn. If the caterer fails
to meet the expectation and promises made, then the leave and license agreement can be
cancelled at that time.
(c) Within 15 days of execution of the agreement, the caterer will be required to provide a Bank
Guarantee of Rs. 30 lakhs for which agreement is entered into. This Bank Guarantee should be
from a scheduled nationalized bank, and will be held against in default in performance and
violations of terms and conditions. This Bank Guarantee shall be effective for a period of 13
months.
(d) The catering contractor has to pay license fee of Rs. 1000/‐ per month for the first year and at
such rate as may be fixed by the Institute for the subsequent years.
(e) The catering contractor will pay Rs. 500/‐ towards water charges every month. Wastage of water
must be avoided.
(f) Electricity shall be provided free of cost.
(g) Contractor must submit all necessary statutory documents, as stated in later part of this
document.
(h) In the event of award of the contract, the contractor should register themselves with the
Regional Labour Commissioner (Central), Mumbai as a contractor under the Contract Labour
Regulation Act and obtain a Labour License and complete all required formalities, as applicable
to a central government establishment.

2. Labourer Rules and regulation:

(a) The caterer should adhere to all the labour laws of the land, which include the provisions of the
Provident Fund Act, the Minimum Wages Act, stipulated work hours, bonus payments issue of
salary slip, experience letters, ID cards, Gate Pass and other such acts which are applicable to a
central government establishment. Penalty may be enforced on the caterer for not following the
guidelines and complaint be registered with higher authorities.
(b) The caterer should ensure that the payment is made to the laborers as per Minimum wages act to
the satisfaction of IITB at the rates prescribed. The payment is to be made into the bank
accounts of the employee's latest by 7th of every month and the statement of the accounts
is to be deposited with the hall managers every month / every week. EPF and ESI facilities must
be provided to the workers and proof of doing so must be submitted to the hostel on a
monthly basis.
(c) The Caterer shall not employ child labourer. Upon violation of this requirement, legal action
would be taken.
 3. Mess Related Terms:
(a) Engagement of required staff, providing uniforms etc. shall be done by the caterer. The workers
should always use hand gloves and caps while working (hair found in food is not acceptable).
Caterer should provide required number of uniforms to the workers and ensure that workers
report for duty in clean uniforms.
(b) The approximate strength of mess members for different Hostels during regular semester
(January to April and mid‐July to November) and also during summer and winter vacations is as
mentioned in Annexure A.
(c) The timings, menu and price of extra items may be found in Annexure A. The right to make any
changes lie solely with the Hostel Council and warden of the respective hostels. The extra
items must be available during regular mess timings.
(d) The caterer shall, at their cost, maintain adequate stock of food grain, grocery. The caterer shall be
responsible for proper hygienic storage of all raw materials.
(e) No food cooked in the mess may be taken out of the premises without prior permission of the
Mess Council of the concerned hostel.
(f) Vegetarian and Non Vegetarian food will be cooked and served separately.
(g) The owner of the firm shall attend a monthly meeting of the mess committee, failing which a
penalty will be imposed. This meeting shall be attended by the owner himself or a senior
representative, who is authorized to take policy & monetary decisions.
(h) Compulsory facility of first aid box with adequate capacity, to be provided to the mess workers.

4. Infrastructural and equipment related terms:

(a) Major civil and electrical works will be attended by IIT Bombay. Minor maintenance jobs such as
replacement of light bulbs, tube lights etc. are the responsibility of the catering contractor.
(b) Kitchen equipment, cooking gas bank and dining hall furniture, service Counters, cooking
utensils, crockery, cutlery etc. will be provided by IIT Bombay / Hostel. Upkeep of all items
provided by the IIT Bombay / Hostel will be the sole responsibility of the caterer.
(c) Refilling of cooking gas cylinders provided and procurement of good quality provisions and
other consumables is the responsibility of the caterer.
(d) Security of licensed premises, equipment, fittings and fixtures, furniture etc. is the responsibility of
the catering contractor.
(e) Caterer is supposed to take care of all the utensils and equipment handed over to him by the
hostel. Mess manager/ Caterer is responsible if anything is stolen or taken by any student
with permission.
(f) No accommodation, except a changing/resting room, will be provided to the workers of the
caterer.
(g) Maintenance of kitchen equipment will be covered to the scope of service contract entered into
by IIT Bombay with equipment suppliers, but catering contractor should inform service
contractor of maintenance requirements. Additional expenses on repairs and maintenance of
equipment, if any, shall be borne by the caterer.
(h) Any damage to the cooling equipment, gas pipeline etc by the caterer team will be charged 5
times the repair or replacements of the part damaged.
5. Contract terms and conditions:
(a) As per policy decision, no caterer will be allowed to run more than four mess in the institute.
(b) Only those caterers who have establishment in Mumbai and adjoining areas shall be considered.
(c) The caterer should preferably have experience of catering in a registered establishment of a
minimum of 700 meals per day.
(d) If Hostel wants to terminate the contract before the signed duration, Caterer will be given 1
month notice by the Hostel Council. In case Caterer wants to quit before the contract
termination, Caterer must give 3 month's’ notice to the Hostel Council, or must stay till the time
the next caterer take over the mess.

6. Issues related to Hygiene in the Mess and the Kitchen:

(a) Cleaning and Housekeeping of kitchen and dining area will be the sole responsibility of the
caterer.
(b) Cleaning of utensils, cutlery, crockery, kitchen equipment, furniture, mess water cooler is also
responsibility of the caterer. The highest possible standards are expected in this regard.
(c) All possible measures must be taken to ensure hygiene in the kitchen and mess. These
include the provision of ample Liquid soap for hand wash at basin, clean towels to clean hand,
hand gloves for mess workers who handle items like salad, pani puri etc., head caps for mess
workers and other measures as advised by the council. Maintaining soap for hand wash at
the students’ wash basin is also responsibility of the caterer.
(d) Highest levels of hygiene must be maintained in the mess workers' toilet, with provisions for
soap, towels etc;
(e) Mess workers should be provided the necessary training so as to maintain the highest possible
standard of hygiene, as is expected.
(f) IIT Bombay / Hostel would reserve the right to check on cleanliness and upkeep of premises and
quality of provisions, and quality of the food.

7. No price hike will be provided to Caterer for any reason during the entire duration of the Tender Contract,
except Government imposed additional taxes applicable.

8. Services to be provided in the mess:

(a) Contractor must implement and follow the Dabbawala System that is decided by the institute.
Please read the terms and conditions of the system in ANNEXURE C
(b) The contractor always need to keep a counter for extras. The menu and suggestive prices for the
extras in different meals is available in ANNEXURE D. The final decision on the rates, however,
may be decided in consultation with the Hostel Mess Council.
 RULES PERTAINING TO THE DAILY FUNCTIONING OF THE MESS

Timings for the mess:

Actual timing will depend upon the decision of the respective hostel’s council and caterer would be obliged
to adhere to the council’s instruction regarding it. Following is a tentative timing.

Weekdays Weekends
Breakfast 7:30 AM to 9.45 AM 7:45 AM to 10:00 AM

Lunch 12:00 noon to 2:15 PM 12:00 noon to 2:15 PM

Tiffin 4:30 PM to 6:15PM 4:30 PM to 6:30 PM

Dinner 7:30 PM to 9:45 PM 7:30 PM to 9:45 PM

Rules pertaining to food:

1. Adequate Salad will be provided during lunch and dinner. It will comprise of lemon, green chillies (both
raw and fried). Either tomato or onion must be there in the salad. It will also contain any two of the
following in every meal: cucumbers, beetroots, carrots and radish except when Groundnut, Corn,
Sprouts, Minced or Cabbage Salad is being served. The choice of salads is completely with the Mess
council irrespective of their rates in the market.

2. Mouth freshener (Fennel seeds and sugar) and Pickle to be provided with every meal.

3. The composition of a vegetable item should be exactly as specified by the council. E.g. if the council
requires that onion or potato should not be mixed to an item, then it should be strictly followed.

4. Seasonal drinks must be served in the mess as per requirement given by the mess committee.

5. Special chutney and Sambar should be served with all south Indian dishes (like idli, dosa, etc.)

6. Raita to be served when dishes like Biryani is served. Plain rice has to be served in addition when there is
biryani or pulav.

7. Ketchup, Butter, Jam (of mention brands), Curd and Chutney has to be provided along with all dishes
which need them and as decided in the menu.

8. For dishes like instant noodles, samosa, paratha (as requested by council) chilli garlic sauce should
also be provided.

9. In case a special event is organized in the hostel for which food is arranged from another
caterer/restaurant, the students will get a discount corresponding to food charges for that meal. This is
expected to happen no more than twice a semester. Cost decided in consent with mess council.

10. Special food on days of fasting should be served, as decided by the mess council, at no extra cost.

11. Food should be served and maintained warm at all times.

12. Paper napkin should be provided when fried food is served. Butter paper should be used to keep the
fried items.

13. No use of Vanaspati Ghee and monosodium glutamate (ajinomoto) is strictly prohibited.

14. Different quality of rice should be used for Biryani and normal rice. Kolam rice should be there during
normal meal and for special dinner / lunch, biryani branded basmati rice should be used.

15. Water should be served on the tables and filled salt dispensers must be available on the table at all
times.

16. Cleanliness of the dining area to be maintained by the caterer at all times.

17. On duty Security Personnel should be given all four meal a day, and charges for the same shall be
borne by the caterer.

18. Curd to be served with Parathas at all times.

19. Curry Maggi/ Poha / Maggi and Tea /Coffee should be served in disposable plates during End‐Semester
and Mid‐ Semester Examination (40‐45 Days in a Year). The charge for the same will be paid by
students as extra (not included in daily cost).

20. The dishes/items with their frequency is given below:

Dish/ Item Minimum Frequency
Paneer Twice a week
Adequate Rasna, Khus Sharbat, Lemon water, 5 days in a week, other than the
Roohafza, Jal zeera, Aam Panna is to be served in days of Chaas, Lassi
lunch

Soups is to be served in dinner Twice a week

 Adequate Chaas, Lassi is to be served in lunch Twice a week

Banana is to be served in breakfast 5 days in a week

Fruit other than Banana is to be served in breakfast Twice a week

fruits must be served in tiffin / dinner 7 days a week

Cornflakes/Oats/Chocos must be served in breakfast / tiffin 7 days a week

Plain curd will be served, plain curd should be made from four times a week
non‐toned full cream milk.

Fruit custard is to be served in dinner Once a week

Sweets (including ice‐cream) is to be served in dinner 6 days a week

One glass of milk (200ml) is to be served in breakfast / 7 days a week

tiffin
60gm of Shrikhand / yoghurt Once a week

Slice of cheese Once a week

** The composition of the dishes/items will be decided by the council, and also their position in the
menu will be decided by the council.

Other Rules:‐
1. Boiled Food must be served as per requirement, which is to be decided by the mess council on separate
counters.

2. Menu as decided by the mess council should be strictly followed. Failing in which penalty would be
imposed as mentioned on “Penalties and Violation” page.

3. A sufficient number of counters, as decided by the Mess Council, should be operational. No mess worker
should stay/sleep in the mess during night time after 10:30/11:00 PM except when midnight
snacks(midnight maggi) is requested by the council.

4. A list of management or supervisory position must be given by the caterer to the mess council, which
states the name of person whom the mess council should contact for a particular issue in the mess. This
list should be maintained formally and given to mess council. Any changes in these positions should be
told beforehand, unless there is an emergency.

5. Caterer should maintain a complaint and suggestion register and every complaint should be responded
by taking corrective measures in consultation with hostel council.
6. Catering services for institute and any other events held within the premises of the hostel may be
undertaken only after obtaining a written permission from the mess council at least three days prior to
the event.

7. Coupons for guest meals and extra items will be sold to the customer either on the basis of the requisition
of a resident of the hostel or against cash payment for the same to the caterers. The price of the same
shall be decided by the mess council in consultation with the Caterer.

8. For every guest meal through coupon the hostel will get 60% of 1/3 rd of the amount charged to guest for
that meal. i.e Hostel will get 20% share for every guest meal.

9. Students approved for the rebate should get 100% rebate 30 days in an academic year. Rebate application
will be submitted to hostel office online/offline and mess office will be informed online/offline at least
before 2PM of the previous day as per rule. The caterer must submit an email id to receive the rebate
application.

10. Pest control in the Kitchen area, Dining area and the Storage area should be carried out through licensed
agencies at least once a month by the caterer. In case if the hostel council contacted and paid the pest
control agency, full amount of the Pest control contract should be reimbursed to hostel.

11. In case the mess is closed on any occasion or for pest control then special dinner / lunch shall be
provided, in lieu of the missed meals, at no extra cost, if mess council requests. For every two pest
control there would be one special Dinner/lunch.

12. In case special Dinner / lunch is not provided as per clause number 12, full refund for the missed meals
has to be given to all students.

13. Distribution and order of pizza, burger, Mod from dominos, McD and fish to be done by the contractor as
per the list given and instructed by council. It is the sole duty of contractor to provide workers who will
distribute these items.

14. Caterer should use fresheners regularly in mess dining, kitchen and washing area to avoid foul smell.

15. Disposable Glasses and plates, spoons or any other disposable items, as instructed by mess
council, should be provided to students at no extra cost at the time of breakfast and tiffin

17. No stale (not fresh, items used in a meal) items should be found in mess after 36 hours of it preparation.
Fine will be imposed as decided by mess council & Warden.

18. Food wastage should be weighed daily for all meals and should be displayed in the mess. With
mutual agreement, the surplus mess food from each meal will be collected by an NGO arranged by the
Hostel Affairs council. An MOU will be signed between the caterer and NGO for the same. A complete
digital record must be maintained for all meals which should include the quantity of various
ingredients used in the meal, the amount wasted by the students as well as the amount donated to
the NGO.

19. All the coupons purchased shall be punched properly and shouldn’t be reused in any circumstances,
failing to do so council has rights to take strict actions against the caterer.

20. A bifurcation of prices of each meal should be done and shared with the hostel council
GENERAL STRUCTURE OF THE MENU
The following is the general structure of the menu. The detailed sample menu for respective hostels is
provided in Annexures.
Breakfast
● Indian dish
● Adequate Toasted Brown Bread and normal bread with butter, jam and ketchup
● Sprouts/Boiled Pulses/Corn
● Milk (one Glass of 200 ml) with Bournvita/Complan/Horlicks OR Juice(200 ml)
● Cornflakes/Oats/Chocos
● The egg/banana/paneer burji system that is to be followed is number of eggs + number of bananas =
3. For eg: Boiled egg (1 egg = 1 item worth), Omelette (1 egg omelet = 1 item worth), egg burji (1 cup
= 1 tem worth), banana (1 banana = 1 item worth), fruit other than banana(1 piece fruit = 2 items
worth), paneer burji (1 cup = 2 items worth). The caterer is supposed to serve 3 items worth of
either egg/banana/fruit/paneer burji.
● Adequate Tea and Coffee

Lunch
● Unlimited plain Rice on all 7 days along with any other special rice items as mentioned in the menu (eg.
Dum biryani, tomato rice, jeera rice, curd rice etc.
● Unlimited Chapatti (with and without Ghee)
● Adequate Dal, Sambar and Rasam
● One unlimited vegetable curry and one unlimited dry vegetable
● Adequate Salad and pickle
● Fried Papad (adequate) – 5 days a week, roasted papad‐ 2 days a week
● Fryums, Chutney as mentioned in the menu.
● Curd/Raita/Lassi/Chaas/Rasna/Nimbu Pani/Jaljeera/Kokum as mentioned in menu

Tiffin
● One snack item
● Adequate toasted brown/ white bread with butter, jam and ketchup. Peanut butter should be served
twice a week, if the mess council so desires.
● Adequate Tea and Coffee to be served on all 7 days of the week

Dinner
● Adequate plain Rice on all 7 days along with any other special rice items as mentioned in the menu (eg.
Dum biryani, tomato rice, jeera rice etc.)
● Adequate Chapati (with and without Ghee)
● Adequate Dal, Sambar and Rasam
● One Adequate vegetable curry and one adequate dry vegetable
● Adequate Salad
● Pickle
● Fried Papad (adequate) – 5 days a week, roasted papad‐ 2 days a week
● Sweet Dish (2 pieces of premium sweet or equivalent quantity as decided by the mess council), (either in
lunch or in dinner)
● Curd/Raita as mentioned in the menu
● One Fruit
 PENALTIES FOR VIOLATION OR RULES, TERMS AND CONDITIONS

The caterer will be fined in case of violation of the following rules:

Rule Violation Minimum Fine per complain

Non‐availability of complaint register on the counter / Rs. 5,000/‐
discouraging students from registering complaints

Insects cooked along with food Rs. 25,000/‐

Soft objects like hair, rope, plastic, cloth etc. Rs. 5,000/‐
in food
Any complaint of stones / pebbles of diameter more than 2 Rs. 8,000/‐
mm

Hard and / or sharp objects like glass pieces, nails, hard Rs. 10,000/‐
plastic etc.

Three or more complaints of unclean utensils in a day week Rs. 5,000/‐

If mess council in consultation with students in present Rs. 5,000/‐

mess agrees that certain item of a meal was not cooked
properly / overcooked / extra spicy / extra
Oily

Food poisoning Atleast Rs. 2 lakhs or more

Timings mentioned in the tender or decided with the Rs 8,000/‐
respective council should be followed strictly

If food for any meal gets over within timings of mess and Rs. 5,000/‐
waiting time is more than 15 minutes for lunch and
dinner, and
10 minutes for breakfast and Tiffin
Changes in menu of any meal without permission of mess Rs. 8,000/‐
committee

If the quality of milk is not found up to be appropriate, Rs 10,000/‐

or it is diluted. It should have 3‐4% fat content or as
recommended by council.

Inappropriate personal hygiene of workers including their Rs. 15,000/‐

dress and / or misbehavior by workers etc.
Failure to maintain a proper health checkup of the workers Rs. 10,000 /‐

Using brands not mentioned in the contract without At least Rs 50,000/‐

prior permission and adulteration

Any tampering with gas cylinders / gas At least 10,000/‐

Pipelines

Use of newspapers to keep fried items or any cooked food At least 1,000/‐
will be fined severely

Please Note‐
1. Food Poisoning shall invoke a hefty fine of at least Rs. 2 lakhs or more, along with cancellation of contract
and possible blacklisting of the caterer. The security money deposited by the institute will not be
refunded to caterer in case contract is cancelled for the above reason.

2. For any rule stated in the agreement first violation of the rule implies fine as per the rule. Second and
subsequent violations of the same rule on a different day within 30 days of previous will attract 5 times
the initial amount of fine on the caterer.

3. Absence of proprietor or his representative empowered to take decision from mess council meetings
(which will be held once every month) on due invitation will attract a fine of Rs.
20,000/‐ on caterer.

4. As and when mess council proposes a fine it will inform the representative of the caterer or mess
manager and fine will be imposed with consent of the wardens.

5. Severity of hygiene failure shall be assessed and decided by the mess council and fined appropriately. In
case of gross failure/negligence a severe penalty will be imposed, which could be a hefty fine as cash
and/or summary termination of the Contract.
 BRANDS OF CONSUMABLES PERMISSIBLE

Item Brand

Salt Tata, Annapurna, Nature fresh, Ashirvaad, Nirma, Saffola, Captain cook

Spices M.D.H. Masala, Knorr, Catch, Everest, Mothers, Nilons, MTR, Priya, Patanjali,
Ramdev, K-Pra

Chicken Venky's Chicken, Godrej Real good, Zorabian, Suguna, Al Kabeer

Ketchup Maggi, Kissan, Heinz, Del Monte, Surabhi, Sam’s, Ching

Oil (Sunflower)- Sundrop, Godrej, Saffola, Fortune, Nature Fresh, Dhara

Refined use of Hydrogenated (vanaspati) oil is strictly prohibited

Pickle Mother's, Priya, Tops, Nilon’s, MTR, Bedekar

Atta/ Maida Ashirvaad, Pillsbury, Annapurna, Samrat, Nature fresh, Patanjali, Shakti, Bhog

Instant Noodles Maggi, Top Ramen, Yippee, Ching’s secret, Patanjali

Flavoured drinks Rasna, Roohafza, Mapro

Papad Lijjat, Ganesh, Shreeji, Ramdev, Mothers

Butter Amul, Mother dairy, Govardhan, Britannia, Kwality, Warana

(use of margarine or any other butter substitutes are prohibited)

Bread Modern, Kwality, Wibs, Britannia, Bonn, Harvest Gold

Cornflakes Kellogg’s, Patanjali

Chocos Kellogg’s

Jam Kissan, Tops, Cremica, Mapro, Druk, Maggi, Surabhi, Mother’s

Ghee Amul, Mother Dairy, Britannia, Gits, Nestle, Everyday, Dynamix, Vadilal, Warana

Shrikhand AmulWarana, Chitale

Frozen yogurt Mother dairy

Cow Milk (Half Amul, Mother Dairy, Govardhan, Warana, Kwality

Cream/non-toned)

Paneer Amul, Mother Dairy, Warana, Gowardhan

Tea Brooke bond, Lipton,Tata, Tetley, Godrej

Coffee Nescafe, Bru, Tata, MR

Ice Cream Amul, Mother Dairy, Kwality wall’s, Natural’s, Havmor, Vadilal, Patanjali.
Dinshaw’s, Cream bell

Soya Nutrela

Frozen Peas Safal (offseason), Al kabeer, Vadilala

Cheese Amul, Mother Dairy, Britannia, Warana, Govardhan

Kolum Rice Royal, Donur, Kohinoor, India gate

Basmati Rice for Everyday, Daawat
special rice

Custard Powder Brown & Polson

Sauce (Chilli , Chings, Heinz, Maggi, Kissan , Sam’s, Cremica, Tops

Garlic , Soya,
Manchurian,
Tomato)

Toor Dal / Masoor Tata, India gate, MTR

Dal / Urad Dal / Packed materials from Metro / Dmart / Big Bazaar / Bigbasket
Chana Dal

Sugar Madhur, Mantra, Satyam, MTR

Packed materials from Metro / Dmart / Big Bazaar / Bigbasket

Cornflour / Rava Satyam

Packed materials from Metro / Dmart / Big Bazaar / Bigbasket

All non Branded As decided by the Mess committee

Caterer may use any other FSSAI approved brands only if permitted by Mess Council, in writing.
 APPLICATION FOR CONTRACT FOR HOSTELS IS TO BE SUBMITTED TO THE UNDERSIGNED ON
SEPARATE SEALED ENVELOPE MENTIONING THE HOSTEL NUMBER

Proforma for the Technical Bid

Hostels for which the bid is being made: ______________________
Name of the Party:

1. Name(s) of the Proprietor(s)/Partner(s):

2. Contact Adress:

3. Contact Number: Fax:

Email Address:
Cell Phone:

4. Major establishment in/around Mumbai:

1. 2.

3. 4.

Signature of the Proprietor(s)/Partner(s) or Authorized Representative

Date: Name of the signatory:

Place: Designation:

Stamp:
 Information to be provided with the Technical Bid

1. Details of Experience of handling large institutional/corporate cafeteria/food outlet: Current and

Earlier (during last 7 years).
Please include copies of work orders for values of Rs. 30 lakhs and above for contract periods of
one year. For the purpose of evaluation it is necessary that the caterer must have executed 1
work order of 80% or 2 work orders of 60% or 3 work orders of 40% of a notional value of Rs.
1 crore over one year period in last 7 years.

2. Any other pertinent information.

Documents to be provided with the Technical Bid

1. Two References establishment where caterer has provided service in the past or present

2. Photocopy of the following documents:

a. Bank solvency certificate

b. Income tax return certificate •last three years and PAN card copy
c. Catering (from FDA), food outlet & labor license
d. Registration Certificate
e. Municipal license by Public Health Officer
f. Details about PF/ESIC registration
g. Balance Sheet • last 3 years
h. Partnership deed (If applicable)
i. Sales Tax certificate
j. Shop & Establishment Registration from municipality

Please note that bids without the information and documents mentioned above will be rejected without
further consideration.
 Proforma of Commercial Bid

Hostel for which the bid is being made: Hostel

Dean, Student Affairs

Indian Institute of Technology Bombay, Powai, Mumbai• 400076

Sub: Mess catering contract for Hostel , IIT Bombay.

Name of the Party:

Our quotation for the mess of Hostel is: Rs (In words:

)
per day per student. The above quotation includes all applicable taxes as detailed below:

Catering Charges per day per person for Inclusive of all taxes. (In Rs.)

We have read and agreed to:

1. Terms and conditions pertaining to mess tendering contract
2. Rules pertaining to daily functioning of the mess.
3. Penalties for violation of rules, terms and conditions.

Signature of the Proprietor(s)/Partner(s) or Authorized Representative

Date: Name of the signatory:

Place: Designation:

Stamp:
 ANNEXURE A

Minimum number of students during the semester or during summer/winter breaks

Minimum number of combined students in all Minimum number of combined

hostels during the semester students in all hostels during the
i.e, (July to November) and (January to April) Summer/Winter break
i.e, (December) and (May, June,July)

Hostel 2- 400 Hostel 2- 200

Hostel 6 – 390 Hostel 6 – 180
Hostel 10 - 900 Hostel 10 - 400
Hostel 12:13:14 – 1500 Hostel 12:13:14 – 1000

IMPORTANT NOTE:
These numbers are liable to change. Any student can choose not to register for mess facility
permanently, in such a case Rs.1000/per month will be paid to the caterer for each such student as a
compensation and the student may continue eating by paying for individual meal on normal per day
cost that is applicable for other students.

Bifurcated cost for individual meals to be decided in consultation with the Mess Council.
 ANNEXURE- B
FOR HOSTEL MESS SAMPLE MENU
Representative menu for different hostels can be found in following links. (Please note that this menu is
just for the reference, actual menu may deviate from this one, as per instruction of the council)

Day Breakfast Lunch Tiffin Dinner

Monday Gobi Paratha, Aloo Chatpata, Burger, Bbj, Tea, Veg

Schezwan,Chutney, Rajma, Dal, Coffee, Makkhanwala,
Pickle,Boiled,Egg, Bhurji, Tomato Rice, Milk(Hot/Cold) Gobi matar
Banana, Bbj, Tea, Coffee, Methi Puri, Chhas, Chaman,
Milk(Hot/Cold) Papad, Salad Chapati,
Tuesday Poha + Sev, Boiled Egg, Paneer Tikka Masala Dosa, Malai Kofta,
Omlete, Banana, Bbj, Tea, Masala, Rasam, Cold Coffee, Arbi dry,
Coffee, Dal,Chapati,Masala Sambhar, Chapati, Rice,
Rice, Papad Chutney, Bbj, Dal Makhani,
Milk(Hot/Cold)
Tea, Coffee, salad
Milk(Hot/
Cold)

Wednesday Mix Veg Paratha,, Curd, Chana Masala Dry, Samosa, Ice Tea, Baigan
Pickle, Boiled Egg, Bhurji, Kadi Pakoda, Dal Bharta,
Banana, Bbj, Tea, Coffee, Khichdi, Sada Puri, Bbj, Tea, Tomato
Milk(Hot/Cold) Boondi Raita, Coffee, Carry,
Milk(Hot/
Papad Salad,,Dal,
Cold)
Rice,
Thursday Idli,, Boiled Egg, Omlete, Veg Kolhapuri, Veg Cheese Paneer Butter
Banana, Bbj, Tea, Aloo Gobhi Matar Burger , Bbj, Tea, Masala, Bhindi
Coffee,Milk(Hot/Cold) Dry, Paratha, Jeera Coffee, Fry,Dal, Rice,
Rice, Dal, Papad Milk(Hot/Cold) Chapati, salad

Friday Onion Tomato Corn Matar Noodles, Bbj, Rajma, Paneer

Utpam,Sambhar, Kadhai, Tea, Coffee, bhurji,Dal, Jeera
Chutney, Boiled Egg, Sprouted Dry, Milk(Hot/Cold) Rice, Chapati,
Omlete, Banana, Bbj, Dal , Chapati,
Tea, Rice , Papad
Coffee,Milk(Hot/Cold)
Saturday Puri Bhaji, Boiled Egg, Kala Chana, Dum Pav Bhaji, Bbj, Chhole
Bhurji, Banana, Bbj, Tea, Aloo Gravy, Tea, Coffee, Tariwaala
Coffee,Milk(Hot/Cold) Chapati,Rice, Milk(Hot/Cold) , Aloo gobi,
Papad, salad Chapati, Dal,
Rice,
Sal
Sunday Idli, Sambhar, Chhole Bhature, Bhel Puri, Gatte Ki Sabji,
Chutney, Boiled Egg, Tur Dal, Imli Nimbupani, Missi Roti,
Omlete, Banana, Bbj, Chutney, Rice, Bbj, Tea, Chutney, Pulav,
Tea, Coffee, Salad, papad Coffee,
Milk(Hot/Cold)
Milk(Hot/Cold)
 ANNEXURE C
DABBAWALA SYSTEM
1. The caterer will have to provide the delivery service to the academic area for Lunch.
2. Extra packing charges and nominal delivery charges as quoted by the contractor initially will be paid by
the student for every meal that is being delivered.
3. The items and quantity to be served in the dabba is specified in the ‘General Structure of the items to
be served in Dabba’’
4. The contractor needs to maintain a separate book where the students can ask for the dabba service for
a minimum period of one month, the dates should only start from 5th of the month to the next.
5. The contractor needs to send the dabbas to two fixed places in the academic area as decided by the
council by 12.30 PM in the afternoon from where the students can collect the packed food.
6. The items in the dabba will be same as the menu served in the mess.
7. The food should be packed in steel containers which will be bought by the hostel. The contractor should
provide disposable spoon and tissue paper along with the dabba.
8. The delivery boy should wait at the delivery point for one and half hour , i.e, 12.30 PM to 2 PM or till all
the dabbas have been collected (whichever is earlier). In case a student wants to return the dabba in
the mess later, the provision for the same should be made.

GENERAL STRUCTURE OF ITEMS TO BE SERVED IN DABBA:

LUNCH:

1) Rice (Minimum 100 gms)

2) 4 Chapattis (with and without Ghee)
3) Dal or Sambar (min 100 ml)
4) One vegetable curry and one dry vegetable
5) Salad and Pickle

#The quantity in the dabba may vary according to the need of the student and the hostel council.
 ANNEXURE D
EXTRA ITEMS

Item Maximum Price

1. Cold Drinks & Ice-creams MRP

2.Variety of dosas• Eg. Sada/Onion Dosa; Masala Dosa; Rs.23

Onion/Tomato Uttapam, etc

3. Variety of Frankie's• Eg. Paneer Frankie, Egg Rs.26

Frankie, Veg Frankie

4. MilkShakes• Eg. Rose Milk Shake, Apple Milk Rs.20 or MRP

Shake, Chocolate Milkshake,
Bournvita Milkshake, Cold Coffee, Banana
Milkshake, Butterscotch, Chikoo Shake, Mango
Milk Shake, Badam Lassi, Mango Lassi, etc

5. Sandwiches• Eg. Veg / Aloo / Egg Sandwich, Rs.22

Chicken Sandwich, Bread
Butter

6.Rolls• Eg. Veg Roll, Chicken Roll, Veg Burger, Veg MRP
Patties, Paneer Roll, etc

7.Soups and instant noodles Rs.20

8.Juices Rs.20

9.Parathas• Aloo Paratha, Onion Paratha, Gobi Rs.18

Paratha, Palak Paratha, Mix veg Paratha, Paneer
Paratha, etc.

10. Egg Items (omelette, Egg. Bhrji, Rs.25

Scrambled, Egg curry)

11. Hakka Noodles and fried rice(veg/egg/chicken) Rs.40

and other
Chinese items (Dry Chilly Chicken, Chilly Paneer)

12. Dal Khichdi Rs.35

13. Gravy Items• Eg. Paneer, Chicken, etc Rs.45
14. Chicken Biryani Rs.45
15. Tandoori Items• Eg. Tandoori Chicken, Chicken Rs.55
Tikka, Paneer Tikka, etc

16. Seafood• Eg. Fish Curry, Fish Fry, Prawns Rs.60

Gravy, etc

Note: The prices of the items will be decided in consultation with the Hostel Mess Council. The Upper cap
on the prices will be shared with the council before hand. This should entirely be a separate counter and
should be functional for the entire length of mess timings, could possibly also extend beyond the same.
This is only a suggestive menu with a broad pricing range, the same should be formalized and
changed to implementation as per the directions from the mess council
 ANNEXURE E
HOSTEL 2

1. Gud and Chutney (type to be varied as specified by the council) to be provided in lunch and
dinner daily.

2. One sweet dish shall be served on the festival day (list of festival day to be decided by mess
council)

3. (a) Extra items e.g. non veg. items over and above the decided mess menu can be sold at prices
decided in by the Mess Council in consultation with the caterer.

(b) Twice a month, Non -Vegetarian students should not be charged for their Vegetarian meal if they
opt to take only the Non -veg meal. These students will only pay the difference of Non-veg meal and
Vegetarian meal to the caterer. For example - Chicken biryani (unlimited rice and a reasonable
amount of meat per person, 2 standard pieces or equivalent amount) along with raita and veg meal
could be served in that non-veg meal or any other dish as decided my mess council. The cost of
chicken biryani would be approximately cost of biryani - cost of dinner.

4. Minimum 150 gm of Chicken should be served in extra items in menu as decided by mess Council.

5. Boiled eggs, Egg bhurji and Omelets should be provided in the tiffin as extras.

6. Milk must be boiled before use in any item, whether hot or cold.

7. Sev provided along with any items (poha, etc.) must be Ratlami Sev, or anything specified by the
council.

8. Caterer should provide special Dinner or Lunch on occasions like festivals for eight days in a year,
as decided by the mess council, at no extra cost. Tea parties (once a semester) and regional food
festivals should be organized occasionally at no extra cost, as decided by the mess council. Sample
Special dinner menu could include: 2 starters (veg+non‐veg), 2‐sabji, sweets(2pcs or 1 pc of two
different sweet or equivalent/ice‐cream etc.), dal, rice, drinks, papad, salad etc. Non‐veg can be
served as well, as extras. One sweet dish shall to be served on the festival days (The list of festival
days to be decided by the mess council). Note: This is just a sample format menu, changes are
possible based on decisions of mess council. There is possibility of serving limited non‐veg with no
extra cost as well, if some items from menu are removed by council.

8..Tandoor items to be served twice a week, including Tandoori roti and Naan.
 ANNEXURE F
HOSTEL 6

Breakfast: 1 warm main dish (During poha sheera will also be served), Pulses, Tea, Coffee, Milk(Hot
and Cold)(Milk card), Bournvita and Cornflakes(Chocos 2 times in a week in place of Cornflakes),
Banana(limited), BBJ, Egg item, One Veg Card Item*

Lunch: 1 Gravy dish, 1 dry dish, Dal, Chapati, 1 drink(unlimited), Salad, Rice, Papad/Fryums, Curd
item(few days in a week)

Tiffin: 1 main dish, Fruit/Juice, BBJ, Tea, Coffee, Milk, Bournvita and Cornflakes(Chocos 2 times in a
week in place of cornflakes), Peanut Butter(2 times a week)

Dinner: 1 Gravy dish, 1 Dry dish, Dal, Rice, Chapati, Salad, Dessert(Limited), Soup(2 times a week), 1
Extra item(paid separately by students)

All items in the menu not specified limit will be served on unlimited basis, eg. Gravy, Rice, Roti.

Veg Card: Veg card item is to be given to Veg students on either Breakfast or tiffin. It includes fruit(3
times a week), Cookie(3 times a week, can be made in baking oven available) and Cheese(1 time a
week). We want to add Paneer Bhurji in Veg Card

Egg Card: Any 1 egg item(as asked by student) to be given on either Breakfast or lunch or tiffin

Milk Card: Number of glasses of Milk given in a month equals to number of days in that month. For
e.g. a student can consume 2 glasses of milk on one day, 3 glasses on other day or 0 glass of milk on
any other day. Note that maximum glasses of milk allowed in a month(e.g. April, 30 days) equals to
number of days in that month(i.e. 30 glasses in April) and no one can consume more than 4 glasses
in a single day

About Special events: There is 1 free Gala Dinner and 1 free Tea party in each semester. There are 6
Special Dinners included for the whole year( both semesters).

Other General Note: In case of Paneer Curry, no other curry or dry sabji will be provided. Also there
will be Pizza twice in a month(can be made in baking oven available). Paneer items are to be
provided 3 times in first week, then 2 times in next week and this process of alternate 3 times & 2
times is repeated. Chole Bhature is given in Lunch every week. No other sabji is provided on that
Lunch. We will add tandoor roti in dinner and it will be provided 2 times a week
 ANNEXURE G
HOSTEL 10

1. Gala Dinner will be provided once in every semester free of cost. Whose menu will be provided by
mess council.
2. In summer and winter holidays, hostel students will be allowed to close their account for any
numbers of days and restart the account as per their need. Moreover they can continue with mess
facility using their own guest account during this period
3. Students fasting during Navratri and Ramzan will be given 100% rebate or if necessary other
arrangements will provided as per council decisions
4. Night snacks will be provided during exam time and during GC/PAF orientations and practice slots
as a part of the contract
5. Any new card (with rate of 110% of regular hostel 10 resident rate) for non-hostel 10 resident will
be issued only if mess council gives permission otherwise fine will be imposed on the bearer.
6. Two guest rates should be followed 1)Students guest rate which will be 125% of regular hostel 10
student rate. 2)Guest rate which will be 150% of regular hostel 10 student rate
7. The charges of extra items (non veg/veg) will vary between Rs.35 to Rs.55 with accurately weighed
150 gm using weighing machine. Where extras will be served everyday in both lunch and dinner
timings as per menu decided by the mess council.
8. An ice cream pack of 750 ml should be sliced equally into 16 parts and should be served one piece
per person. Ice cream will be served once in a week.
9. Cornflakes should be served everyday, chocos should be served thrice a week and muesli once in a
week.
10. Cheese slice should be served once in a week
11. Nutella should be served once in a week
12. Every student can have one glass (200ml) of milk every day. And students choose to have it either in
Breakfast or tiffin or dinner.
13. There should be 3 cards per student -1)Regular messing card 2)Milk card 3) Either Fruit card (where
whole fruits other than cut fruits will be provided everyday as per contract) or Egg card (item of 2
eggs will be provided everyday as per contract)
14. A student can use fruit card in Breakfast/Lunch and Egg card in breakfast/tiffin.
15. Any food item should not be kept more than 24 hours in mess kitchen. Reusing already cooked
meals and salads/sprouts/peanuts in a different meal times is strictly prohibited
16. For pest control, caterer should cooperate with at least 3 of its personnel present during the activity
along with the mess council for its effectiveness.
17. One sweet dish other than the regular sweet dish shall be served on the festival day at free of cost
(list of festival days will be decided by mess council)
18. Caterer should arrange a tea party once a semester (can be on pest control compensation or paid).
19. 11 special dinner/lunches should be served free of cost in a year.
20. Caterer will put board for Hostel mess displaying ISO certification and guidelines etc. Payment will
be made from hostel account. Caterer will strictly follow ISO guidelines while caterer will get full
cooperation from hostel students and mess committee, but on violation by caterer appropriate
action can be taken as decided by mess committee with consent of warden.
21. Caterer should change main cooks after consulting with mess committee.
22. Menu display board will be put by caterer cost will be borne by the hostel.
23. Aamras (200 ml) will be served twice a week during the three months of mango season.
24. At least 1 type of pickle to be served during the meals.
25. Tandoor item ( after tandoor installation) should be served at least 2 times in lunch and 2 times in
dinner in a week.
26. Sweets in dinner will be decided by hostel council
27. Curd to be served with Parathas and everyday in lunch and dinners except when raita, buttermilk
and lassi is served
 ANNEXURE H
HOSTEL 12 : 13 : 14

1. Caterer has to provide milk in morning breakfast as well as evening snacks (tiffin). A student will
have a choice of consuming milk either in the morning or evening. Milk can be also taken as
extra by paying.
2. 5 different fruits to be served in tiffin / dinner per week. Only one fruit among (watermelon,
Muskmelon, papaya, pineapple) is repeatable once in a week. Council to decide on fruits every
month. At least one seasonal fruit has to be served once in a week other than the above
mentioned, which is repeatable
3. Plain curd should be served four times in a week menu (excluding, kadhi, raita, chaas, lassi,
custard and curd served with paratha)
4. No Vanaspati ghee, dalda, eno, baking soda, food color, artificial essence or no added MSG is
allowed. Only vanaspati for samosa-kachori and Eno for dhokla is allowed, if council asked these
in the menu.
5. Caterer should provide special Dinner or Lunch on occasions like festivals for eight days in a year, as
decided by the mess council, at no extra cost. Sample Special dinner menu could include: 1
Welcome drinks, 1 Fruit juice, 2 veg starter, 2 non-veg starters, 2 rice items, 1 daal, 1 veg gravy,
1 dry veg item, 1 special veg, 1 non-veg gravy item, 2 types of desert, 2 types of roti, 3 types of
salad, 1 soup, ketchup, chutney and papad.
6. Jain menu should contain same number of items as in main menu and Jain food should not
contain following vegetables - Potato, Sweet Potato, Radish, Beetroot, carrot, Onion, Garlic,
Suran, Mushroom, Brinjal, Cauliflower and other roots.