ALAGAPPA UNIVERSITYKARAIKUDI 630 003T E N D E R D O C U M E N TFOR GARDEN MAINTENANCE ATALAGAPPA UNIVERSITYKARAIKUDI 630 003FACE SHEET ACCOMPANYING THE TENDER SCHEDULE NAME OF THE WORK : Garden Maintenance work at Alagappa University at Karaikudi. To be submitted in a sealed cover addressed to the Registrar, Alagappa University, Karaikudi 630 0031.Cost of Tender Schedule:Rs.1,000/- plus 5% VAT2.Last Date & Time for submission of Sealed Tenders:22.08.2013 - 3.00 P.M3.Technical Bid opening Date & Time:22.08.2013 - 4.00 P.M4.1. EMD to be deposited along with the Tender2.:Rs.30,000/- (Rupees Thirty thousand only)5.EMD DD Number, DateName of the Bank and Amount.:Tender issued to :Signature of the TendererSignature of Registrar, Alagappa University, Karaikudi - 3.ALAGAPPA UNIVERSITYKARAIKUDI 630 003ALU/EDM/GOM/17/2013-14 Date: 30.07.13 NOTICE INVITING TENDER No.17/2013Sealed Tenders are invited by the Registrar, Alagappa University, Karaikudi for Garden Maintenance work at Alagappa University campus, Karaikudi under “Two cover system” i.e., one for Technical Bid containing EMD and Technical qualification and another for Commercial bid containing Tender schedule. The contractors/tenderers should have experience in Garden Maintenance work in Central/State Govt. Departments/Public Sector Undertakings/Autonomous bodies/CSIR laboratories/Large Industrial/Educational Campus/reputed Companies. The tenderer must have carried out one work for annual value of Rs. 15.00 lakh or two works each for annual value of Rs. 9.00 lakh or three works each for annual value of Rs. 7.00 lakh during the last three years.Tender documents can be obtained from Registrar, Alagappa University, Karaikudi 630 003, in person on payment of Rs.1,050/-(Cost of Tender form + VAT 5 %) by DD (non refundable) drawn in favour of The Registrar, Alagappa University, Karaikudi on any working day between 12.08.13 to 22.08.13 (1.30 P.M.) during the period. Tender document may be obtained by post on payment of Rs.1150/- (Cost of tender Rs.1000+VAT Rs.50+ Postage charges Rs.100/-). Tender form can also be downloaded from website www.alagappauniversity.ac.in and in such case cost of tender in the form of Demand Draft for Rs.1050/- towards the cost of tender + 5% VAT (Rs.1000+Rs.50) is to be attached, while submitting the tender.Tender along with EMD of Rs.30,000/- by means of Demand Draft in favour of the Registrar, Alagappa University at Karaikudi on any Nationalised/Scheduled bank payable at Karaikudi with technical qualification. Technical bid cover containing with Demand Draft number, date, amount and technical qualification put in a separate cover (1) and another cover (2) containing tender rate along with tender schedule. These two covers should be put in one cover with superscribing the name of the work with sealed envelope should reach the Registrar, Alagappa University, Karaikudi at 3.00 p.m. on 22.08.13 which Technical bid will be opened at 4.00 p.m. on the same day in the presence of the tenderers.Signature of the TendererSchedule of issue and submission of Bids :Sl NoItem Time and Date1Issue of tender documents12.08.13 to 22.08.13 (10.00 AM -2.30 PM)2.Last date for submission of tender22.08.13 - 3.00 PM3.Tender opening 22.08.13 - 4.00 PMTenderers are required to quote not less than the minimum wages, fixed by Central Government / State Government, whichever is higher. Tenders received after the due date and time will not be considered.The Registrar, Alagappa University reserves the right to accept or reject any or all the tenders without assigning any reason whatsoever and his decision shall be final and binding. NIT is also available in Alagappa University website www.alagappauniversity.ac.in. REGISTRARSignature of the TendererALAGAPPA ALAGAPPA UNIVERSITY, KARAIKUDI 630 003TERMS AND CONDITIONS FOR THE AWARD OF CONTRACT FOR GARDEN MAINTENANCE WORK AT ALAGAPPA UNIVERSITY, KARAIKUDI.1.The prospective tenderers may satisfy themselves about the requirements by visiting the Alagappa University, Karaikudi 630 003, on any working day between 10.00 A.M. and 3.30 P.M. before submitting their tenders. The number of persons required under this contract is approximately 20. Number may vary depending on the requirements.2.The tenders should be submitted in the specified form (Non-transferrable) as given in format in price bid in a sealed cover with the name of the contract on the inner envelope.3.The tenderer shall enclose copies of certificates of experience, registration certificates with respect to ESI/PF/Service Tax/PAN. Tenders without the above documents will not be considered for evaluation. 4.The tenderer must have carried out one work for annual value of Rs.15.00 lakh or two works each for annual value of Rs. 9.00 lakh or three works each for annual value of Rs.7.00 lakh during the last three years.5.While submitting the tender, the Contractor shall deposit an earnest money of Rs.30,000/- by Demand Draft drawn in favour of “THE REGISTRAR, ALAGAPPA UNIVERSITY, KARAIKUDI 630 003” (on any Nationalised Banks payable at Karaikudi), Please note that cheque will not be accepted in lieu of Demand Draft. The EMD will be refunded to the unsuccessful tenderer after tender is finalized through cheque.6.Tenders without EMD and incomplete tenders are liable to be rejected.7.EMD will be liable to be forfeited if the Contractor selected for the work fails to accept and sign the formal agreement or to start the work on the date stipulated in the work order.8.If any relative of the tenderer is an employee of the Alagappa University, the name, designation and relationship of such employee shall be intimated to the Registrar, Alagappa University in writing while submitting the tender.9.The tender submitted shall remain valid for 90 days from the date of opening for the purpose of acceptance and award of work. Validity beyond 90 days from the date of opening shall be by mutual consent.Signature of the Tenderer10.Last date for receipt of tenders in the office of the Registrar, Alagappa University, Karaikudi will be 3.00 P.M on 22.08.13 and the Technical bid will be opened at 4.00 p.m. same day in the presence of the tenderers or their representatives present.11.Before signing the agreement, the Contractor shall deposit 10% of the annual value of contract (adjusting the EMD) as Security Deposit in the form of Bank Guarantee from any of the Nationalized/Scheduled Banks payable at Karaikudi, which would be released on expiry/termination of the contract after adjustment of dues, if any.(i)No interest on Security Deposit and EMD shall he paid by Alagappa University to the Tenderer.12.The contract is for a period of ONE YEAR and can be terminated at any time by giving one month notice, if the services are found not satisfactory. The contractor shall execute an agreement on a non-judicial stamp paper worth Rs.100/- before taking up the contract agreeing to abide by all the terms and conditions mentioned therein.13.Police Verification of the antecedents of the persons to be engaged at Alagappa University, will be obtained by the Contractor in advance and made available to Alagappa University.14.The contractor shall ensure that the persons are punctual, disciplined and vigilant in performance of their duty. The Registrar shall engage medically and physically fit persons and they shall be duty bound to display the same at the time of providing the service.15.The Contractor shall communicate the names, parentage, residential address, age etc., of the persons deployed by him. The Contractor shall issue Identity Cards to the persons and they shall be duty bound to display the same at the time of providing the service.16.The Registrar of the Institute or any person authorized by the Registrar shall be at liberty to carry out surprise check on the persons deployed by the Contractor in order to ensure that required numbers of persons are deployed and that they are providing the service properly.17 (a)The persons deployed by the Contractor for the work shall be the employees of the contractor for all intents and purposes and in no case, shall a relationship of employer and employee between the said persons and the Alagappa University, Karaikudi accrue implicitly or explicitly.(b)The persons so deployed shall remain under the control and supervision the contractor and he shall be liable for payment for their wages etc. and all other dues which the contractor is liable to pay under various labour regulations and other statutory provisions.Signature of the Tenderer(c)The Contractor shall ensure that all the employees get minimum wages as per the Minimum Wages Act, 1948 read with Minimum Wages (Tamil Nadu) Rules, 1953 or Minimum Wages (Central) Rules for Karaikudi C region, whichever is higher and such other benefits as are admissible under various labour laws. He shall provide full information in respect of wages etc., paid to his employees so deployed in conformity with the provisions of contract Labour (Regulation and Abolition) Act, 1970. He shall furnish license from the Labour Commissioner, Government of India or Government of Tamil Nadu.(d)The Contractor shall deploy his persons in such a way that the persons get weekly rest, the working hours/leave for which the work is taken from them, under relevant provisions of Minimum Wages Act, and such other Acts as applicable. The contractor shall in all dealings with the persons in his employment have due regard to all recognized festivals, days of rest and religious or other customs. In the event of contractor committing a default or breach of any of the provisions of the Labour Laws including the provisions of Contract Labour (Regulation & Abolition) Act, 1970, as amended from time to time or furnishing any information, or submitting or filing any settlement under the provision of the said regulations and rules which is materially incorrect, they shall without prejudice to any other liability pay to the Registrar of the Alagappa University a sum as may be claimed by the University. (e)The working hours of the persons engaged under the contract would be from 8.00 A.M. to 5.00 P.M. with one hour lunch break between 12.30 P.M. and 1.30 P.M. The work should be carried out on all days except Sundays and National Holidays. 18.Income-tax at the prevailing rate will be deducted form the monthly bill of the Contractor. Service Tax 12.36% is applicable in addition to the quoted rates.19.Extra manpower, if required, should be provided on the same terms and conditions.20.The Contractor shall submit the proof of having deposited the amount of contribution claimed by him on account of ESI and EPF towards the persons deployed in their respective names before submitting the bill for the subsequent month. In case the Contractor fails to do so, the amount claimed towards ESI and EPF contribution will be withheld till submission of required documents. 21.The Contractor should be paid not below Rs.175/- per each employee as per the minimum at Wage Act for Karaikudi C region.22.The Gardens at the Alagappa University, Karaikudi will be entrusted to the contractor on AS IS WHERE IS CONDITIONS for maintenance.Signature of the Tenderer23.No additions, alterations, modifications to the existing garden shall be made inany manner without prior written consent of the Registrar, Alagappa University. The contractor shall maintain the garden / plants entrusted to him in good condition and shall handover the same in good condition at the end of contract period. The contractor shall compensate for any damage or loss of plants with the replacement value.24.The Contractor shall posses tools, sprayers, and supply the required pesticides & manure etc. The contractor shall compensate for any damage or loss of articles / tools / equipments with the replacement value.25.The Agencies having experience in cultivation & maintenance of garden need only apply. The Registrar, Alagappa university may if considered necessary have the places run by Tenderer whose quality of maintenance of work is found substandard.26.The agency may visit the garden at Alagappa University site and inspect the requirement of materials. The existing electric motors can also be used by the Agency. The materials required such as pipes for transportation of water from bore well to the garden / site should be arranged by the agency at his cost and its maintenance/ repairs if any (motors etc) should be carried out by agency.27.Bids should be made in the separate sealed covers marked as“TENDER FOR MAINTAINING UNIVERSITY GARDENS(i)The Bids should give details of technical qualification with sufficient proof.(ii)The list of organization for which such services were undertaken in the lastthree years should be furnished in the following format.Name of the PostNo. of persons suppliedName of the Institution201020112012Documentary proof for the information given above should be furnished. The Registrar, Alagappa University reserves the right to reject the Tenders whose experience is considered inadequate.iii)The bidders are asked to enclose the latest audited report, sales tax and income tax clearance certificate (were ever applicable) along with bid documents.iv)While furnishing the bid the bidders are expected to furnish the following additional documents without which the bidders will stand disqualifiedSignature of the Tenderer1. Area of Business and qualifications of bidders.2. Whether the bidder has a licence from the local Government agencies at the place of operations.28.The bid should indicate the monthly amount quoted for providing the Services for garden maintenance. The bid for materials and labours should be furnished separately. The bidder should write the monthly value for garden services both in words and figures in cases of dispute, the amount written in words will be taken as the bid value.29.Bidders should quote for the monthly value of garden maintenance for entire garden at Alagappa University, Karaikudi.30.A Self certified copy for the No. of employees in the garden maintenance operations should be furnished.31.The contractor should not sublet the work to any other agencies.32.The contract will be valid for a period of one year. However if the Registrar, Alagappa University so desires he may extend the contract for more than one year subject to completion of satisfactory service on recommendations of monitoring committee. 33.The contract can be terminated by the Registrar for unsatisfactory service. The loss to Alagappa University if any incurred on account of such termination will be recovered from the contractor. The decision of the Registrar, Alagappa University shall be final in this regard.34.No Child labour should be employed. It may also be mentioned whetherAgency will provide labourers on Sundays at the Garden.35.On expiry of the contract period, the contractor shall handover the articles if any entrusted to him in good condition 36.The tenderer should provide suitable uniforms for his personnel at his cost, and he shall on his own responsibility appoint all the necessary staff and employees who should be proficient in garden maintenance. The Registrar, Alagappa University, Karaikudi shall have no responsibility or any obligation legal or otherwise in respect of the affairs of such staff and employees, including their appointment, conduct, discipline, termination, wages and terms & conditions of work etc. which is the sole obligation of the tenderer. The tenderer shall ensure that staff employed by him are properly, cleanly and neatly dressed and shall be “Disciplined and polite to the Alagappa University at all times. He shall furnish fitness certificate issued by the medical officer periodically of the employees and their antecedents should be verified by the police authorities.Signature of the Tenderer37.Any dispute between the parties will be referred to the Registrar, Alagappa University for adjudication. The decision of the Registrar, Alagappa University will be binding on both the parties and shall be final.38.In case of any breach of this contract and any term and conditions therein bythe Tenderer, the Registrar, Alagappa University may cancel the contract for the remaining period of the contract after giving a show cause notice of a reasonable time as deemed fit by the Registrar, Alagappa University in writing to the contractor, in the event of such cancellation, security deposit amount of the Contractor will be forfeited to the Alagappa University. The decision of the Registrar, Alagappa University shall be final in the matter.39.The contractor shall be provided with a small room, free of cost for keeping his materials for carrying out his duties with the coordination of Registrar, Alagappa University administration. No other accommodation for stay or rest of his personnel will be provided by University.40.The Contractor and their personnel shall wear a uniform as approved by the Registrar, A