INDIAN INSTITUTE OF SCIENCE

BANGALORE - 560 012

TENDER DOCUMENT
FOR
PROVIDING FACILITIES MANAGEMENT SERVICES
AT
STUDENTS HOSTEL BLOCKS

Tender No. : R(SH)/MESS/2009-1641 Dated 04.05.2009

Issued to
M/s.
...............
...............

STUDENTS HOSTEL
INDIAN INSTITUTE OF SCIENCE
BANGALORE 12

Telephone No. : 2293 2399 / 2427 /

2293 2428 / 2620
Tele Fax
: 23602436
Email : hostel@admin.iisc.ernet.in

IMPORTANT INSTRUCTIONS
1)

This Tender Document contains 27 Pages.

2)

Read the tender documents carefully before filling and

submission.

3)

Sign each page with seal.

4)

PART A should contain

a)
Profile, with all relevant signed documents as mentioned
in Terms and Conditions (General) in Page No. 5 to 8.
b)
EMD
Sealed cover with superscription TENDER FOR PROVIDING
FACILITIES MANAGEMENT SERVICES AT STUDENTS
HOSTEL, IISc. PART A .

5)

PART B should contain only Commercial Bid.

Seal the cover with superscription COMMERCIAL BID FOR
FACILITIES MANAGEMENT SERVICES AT STUDENTS
HOSTEL, IISc. PART B.

6)

Put PART A and PART B in separate sealed covers and put

both the sealed cover in one cover addressed to The Chairman,
Council of Wardens, Students Hostel, Indian Institute of Science,
Bangalore-560 012 with superscription on the cover as
TENDER FOR FACILITIES MANAGEMENT SERVICES
AT STUDENTS HOSTEL, IISc., BANGALORE, No.
R(SH)/MESS/2009-1641 Dated 04.05.2009 and send it to us and
it should reach before the last date.

7)

Application forms can be downloaded. Completed application

should be accompanied by Demand Draft for Rs. 1000/-, drawn in
favour of The Registrar, Indian Institute of Science, Bangalore
12, towards the cost of the Tender Documents.
Application without the prescribed fee will not be considered.

Assistant Registrar (Hostel)

CONTENTS OF TENDER DOCUMENT

Sl. No.

Particulars

1.

Scope of Work

2.

Job Specifications

Page Numbers
1
2-4

3.

Terms & Conditions (General)

4.

General Definitions

5.

Manpower

10-11

6.

Building Details

12-14

7.

Terms & Conditions as part of Agreement

15-20

8.

Other Conditions

9.
10.

Penalty Clause
Part A- Profile of the Tenderer

11.

Part A - List of Materials

12. Part B- Commercial bid

5-8
9

21
22
23-24
25
26-27

Assistant Registrar (Hostel)

1.

SCOPE OF WORK

Students Hostels consist of 15 various blocks with common bathrooms and toilets
and 18 guest rooms in various hostel blocks.
Tenderer should carry out all work as per Job Specification like cleaning, washing
all the rooms, (daily) utility rooms, lounges, corridors, terraces, staircases,
bathrooms, toilets, urinals, all Plinth Area of the Students Hostels and its
surroundings up to the adjoining service roads daily, including collection of
garbage, dry leaves, twigs, paper and plastic wastes, all organic and non organic
material, solid waste, litter etc., over areas specified and depositing in the dustbins.
I.

New Hostel Complex:

1)

All Bathrooms, Toilets in Block I & Block - II in all the floors will be
cleaned between 8.00 a.m. to 11.00 a.m. and 2 p.m. to 5.00 p.m. daily.

2)

All student rooms in both the blocks in all the floors will be cleaned
between 11.00 a.m. to 1.00 p.m..

3)

Cleaning of Solar pannels every 15 days.

II. Old Hostel Blocks:

1)

All Bathrooms, Toilets will be cleaned between 8.00 a.m. to 11.00 a.m.
and 2 p.m. to 5.00 p.m. daily.

2)

All students rooms will be cleaned on request between 11.00 p.m. to 1.00
p.m. daily.

3)

On all Saturday and Sunday students rooms will be cleaning on request

between 8.00 a.m. to 5.00 p.m. apart from cleaning of terrace, windows,
chajjas, common areas etc.

III. Guest Room

1) Guest Room working hours is 24 hours with three shift duties @ 8 hours
per person.
This schedule is subject to change, depending upon the convenience of the
students and requirements.

Tenderer

Assistant Registrar (Hostel)

1

2.

JOB SPECIFICATIONS:

1. CLEANING OF ROOMS
a. All the rooms and balconies have to be cleaned using appropriate type
of brooms and washed with water added with ISI branded detergent
solution, scented phenyl and hand swabbed with clean cloth, twice in a
week as per a Schedule.
b. Doors, windows & electrical fittings (fan & tube light etc.,) to be
cleaned once in a month.
c. Water spouts in balconies and corridor to be cleaned once in a month.
d. Schedules for carrying out each job will be provided by the Assistant
Registrar (Hostel) IISc.
2. CLEANING OF SURROUNDING AREA
The paved areas and courtyards in the front and surrounding areas and
approach road to the building should be cleaned daily.
3. WINDOW PANES AND CLEANING (GLASS)
a. Cleaning to be carried out as per daily/weekly/monthly schedule. The
frames are to be cleaned with appropriate detergent.
b. The dust from the window platform outside and inside area to be
removed with least disturbance to the persons in the rooms.
c. Glass of the window to be cleaned with appropriate ISI branded
chemicals meant for cleaning the glass. There should not be any
scratch on the glass and the glass should be neat and sparkling. The
cleaning of the glass should be done by modern method and the
method of using newspaper and old cloth for cleaning the same should
be avoided.

Tenderer

Assistant Registrar (Hostel)

2
4. CORRIDOR, STAIRCASE AND TERRACE:

a. The area has to be mopped once a day with water added with ISI
branded detergent solution, scented phenyl and hand swabbing the
area with clean cloth.
b. The area (floor and hand rails etc.) has to be washed as per schedule,
specially by using ISI branded chemicals (which should not affect the
floor and painted surfaces) to maintain the original colour of the
Granite/kota/shabhas floor. After cleaning, floor and railings should
look alike.
c. Perfume to be sprayed around the area.
d. The terrace of each block should be cleaned once in every 15 days.
5. TOILETS, BATHROOMS AND FITTINGS
a. Toilets, Bathrooms, wash basins, urinals and fittings to be cleaned
with water added with ISI branded disinfectant twice, daily-once in
morning and once in the evening. Toilet fittings, glazed tiles,
washbasins and floors to be cleaned meticulously and kept spick and
span.
b. Toilet floor to be washed with soap and ISI branded Phenyl/Iteol.
Phenyl, which forms sediments at the bottom, should not be used.
The floor is to be wiped with cloth.
c. Glazed tile walls to be washed with ISI branded soap to maintain the
glow of the shining surface of glazed tiles and wipe it with white
cloth.
d. Toilet, washbasin, urinals, and bathrooms fittings should be cleaned
every Wednesday in order to maintain the original shining by using the
chemicals to avoid formation of residues and stains.
e. Putting urinal cakes and naphthalene balls cleaning the soap bowls, as
and when required.

Tenderer

Assistant Registrar (Hostel)

3
6. OTHER JOBS

a. Cleaning the doors and sides of rooms and removal of cobwebs once a
week inside the rooms and the corridor.
b. On the 15th of every month cleaning of non-solar area; of the terrace of
the entire building should be done and kept clean to avoid blockage of
water, on the roof and chajjas.
c. Intensive cleaning of basement floor to be carried out every month.
d. Solar pannels to be cleaned carefully by a trained person.
e. Cleaning the cobwebs in the entire area and keep the area free from
cobwebs.
f. Cleaning of electrical fittings, such as tube lights/fans/regulators
(inside and outside the rooms) as per schedule.
g. The waste material/garbage collected from designated dustbins have
to be transported outside the complex and disposed to identified
dustbins/garbage bins every day.
h. The water pond is to be cleaned by removing fallen leaves, twigs etc.
on weekly basis.
i. The tree branches protruding on all hostel blocks will be trimmed once
in a month.
j. 18 guest rooms in Hostel Blocks, is to be maintained on 24 hours basis
including handing over and taking over of keys to and from students.
k. Housekeeping of Hostel Office including cleaning of three toilets in
Hostel Office.
l. Pumping water to the overhead tanks in P and PD Blocks by switching
on the pump and switching off after filling up the water, in two shifts.
m. All the water coolers in all hostels have to be cleaned twice in a week
by a trained person.
n. Filters provided in the water purifiers are to be cleaned as per the
instructions of the suppliers in all the hostels.
The work done by the Contract labourers and their Supervisors will be monitored
by persons assigned by the Hostel Office to oversee the deployment of labour and
the quality of the work. Their observations and reports will be recorded in a
register and produced to the Assistant Registrar (Hostel). The contract Supervisor
will keep a register for each floor and block and get the signature of the students
after cleaning their rooms and also get the signature of the students after cleaning
of bathrooms and toilets daily and produce the register before the Assistant
Registrar (Hostel). Feed back reports will be called by Students about the quality
of work done by the contractor from time to time. All the above inputs shall be
taken into consideration during renewing the contract or otherwise.

Tenderer
3.

Assistant Registrar (Hostel)

4
TERMS AND CONDITIONS: (GENERAL)

1.

Tenderer should be a registered and licensed contractor. Appropriate

documents/Certificates issued from appropriate authorities should be
enclosed to support this.

2.

a)

Tenderer should have a minimum five years experience in

providing similar type of services. The tenderer should have
worked with Government/Public Sector Undertaking/Large
Private Sector Institutions and a Certificate of Performance
should be enclosed duly indicating the value of contract period
and payment received.

b)

The tenderer should have a minimum annual turnover of

Rs.30,00,000/- (Rupees Thirty Lakhs Only) for the last five
years.

3.

The tenderer should have KST/CST/VAT/TIN/PAN Registration.

4.

Tender should be accompanied with an EMD of Rs.50,000/- (Rupees

Fifty Thousand only), by way of Cross Demand Draft drawn in favour
of The Registrar, Indian Institute of Science, Bangalore-560 012.
EMD will not carry any interest and the same will be refunded to the
unsuccessful tenderer within 30 days from the date of tender opening
or finalisation of the tender whichever is later. Any tender without
EMD in PART-A will not be considered.
EMD of successful Contractor will be retained as a part of security
deposit and is refundable after termination of the contract without any
interest after deducting dues if any, to the Institute.

5.

The tender document is non-transferable.

6.

Tender covers consists of Part A & Part B:

Part- A
a) Profile of the Tenderer
b) Tender Documents
c) EMD
Part-B
a) Commercial Bid

Tenderer
7.

Assistant Registrar (Hostel)

5
SUBMISSION OF TENDER:

The tender should be submitted under Two Cover System, the first
cover is termed as part A with Tender documents, profile of the
tenderer, necessary EMD of Rs.50,000/- (Rupees Fifty Thousand only)
with superscription on the cover as TENDER FOR PROVIDING
FACILITIES MANAGEMENT SERVISES AT STUDENTS
HOSTEL, IISc., BANGALORE PART A and the second cover is
termed as Part B, sealed with COMMERCIAL BID FOR
PROVIDING FACILITIES MANAGEMENT SERVISES AT
STUDENTS HOSTEL, IISc., BANGALORE PART B. Both
covers should be placed in a bigger cover with superscription
TENDER FOR PROVIDING FACILITIES MANAGEMENT
SERVISES AT STUDENTS HOSTEL, IISc., BANGALORE
addressed to The Chairman, Council of Wardens, Students
Hostel, IISc., Bangalore-560 012 and submitted before the last date.
8.

Quoted price should be inclusive of all taxes and duties.

tax/duty should be indicated separately.

9.

The offer should be valid for a period of atleast 60 days from the date
of the tender opening.

10.

The Contract will be for a period of two years, which could be

extended further, on mutual consent of either party at the end of one
year.

11.

IISc., reserves the right to reject any or all the tenders, wholly or
partly without assigning any reason thereof. In all matters pertaining
to this tender, the decision of the Director, Indian Institute of Science,
Bangalore, shall be final and binding.

12.

All tenders and covers should bear the name and address of the
tenderer and all the pages of the tender document must bear the seal
and signature of the tenderer.

13.

The tenderer should be prepared to come to IISc., to take part in

discussions, if required at a short notice.

14.

Pre-bid meeting: A pre-bid meeting would be held on 21st May

2009. The tenderers who require any clarifications of the tender
documents are invited for the meeting.

Tenderer

Assistant Registrar (Hostel)

6

Rate of

15.

The completed tenders should reach the Assistant Registrar, Students

Hostel, Indian Institute of Science, Bangalore-560 012, on or before
25th May 2009 by 3.00 p.m..

16.

No request for any further extension of the above deadline shall be

entertained.
Delayed and/or incomplete tenders shall not be
considered.

17.

The Tenders will be opened at 3.30 pm on 25th May 2009 at the

Hostel Office. Representatives of the tenderers are welcome.

18.

On the above date, only Part-A i.e., the Profile of the tenderer will be
opened.
Tenders will be short-listed based on the information
provided in Part-A. Part-B submitted by the short listed tenderers
(Only who has fulfilled the condition of Part-A) will be opened at a
later date under intimation to such tenderers.

19.

The Contractor shall fulfill all statutory requirements pertaining to

minimum wages and other statutory benefits like ESI, EPF, MWA etc.,
and proper account of payments including minimum wages being
made to the workers of the agency. The Contractor shall be solely
responsible for any failure to fulfill the statutory obligations and shall
indemnify the Institute against all such liabilities, which are likely to
arise out of the agencys failure to fulfill such statutory obligations.

20.

Where counter terms and conditions, printed or cyclostyled conditions

have been offered by the Contractor, the same shall not be accepted by
the Institute, unless a specific written acceptance thereof is obtained.

21.

If the Contractor fails to carry out the Jobs as per the terms and
conditions agreed upon, he is liable for forfeiture of EMD/Security
Deposit in additions to penalty.

22.

The Contractor shall be solely responsible either for any injury,

damage, accident to the workman employed by the agency or for any
loss or damage to the equipment/property in the areas of work as a
result of negligence/carelessness of its workers.

Tenderer

Assistant Registrar (Hostel)

23.

The workers employed by the Contractor shall wear uniform and

name badge, which is provided by the Contractor and the agency, shall
be responsible for the discipline of their workers. The workers are
not employees of the Institute and shall not have any claim
whatsoever on the Institute and shall not act detrimental to the interest
of the Institute. The workers shall have to follow the security
regulations as directed by Watch and Ward Unit of the Institute.
Workers shall not form union or carry out trade union activities in the
campus.

24.

No accommodation will be provided in the campus for the workers

and the Contractor shall make their own arrangements.

25.

The Institute reserves the right to terminate the contract on 2 months

notice, if the performance is not satisfactory. The Contractor can also
terminate the contract by giving 2 months notice and clearing all the
dues to the Institute, if he is not willing to continue the contract.

26.

All the documentation in the tender should be in English.

27.

This tender document consists of 27 Pages.

28.

Sub-letting/Sub contracting the work is not permissible under any

circumstances.

29.

Successful Contractor shall execute an agreement on a prescribed

format.

30.

The Tender should be complete in all respects.

Tenderer

Assistant Registrar (Hostel)

4. GENERAL DEFINITIONS
1.

IISc., or Institution means the Indian Institute of Science, Bangalore.

2.

Director, means the Director of Indian Institute of Science or his

authorized representative.

3.

Registrar means the Registrar of Indian Institute of Science or his

authorized representative.

4.

Areas means areas specified in this tender in general and in case of doubts,
areas specified by the Chairman, Council of Wardens or his authorized
representative.

5.

Tenderer also means the contractor who would be the successful bidder.

6.

The Chairman, CoW means, the Chairman, Council of Wardens, or his

authorized representative.

Tenderer

Assistant Registrar (Hostel)

5.

MANPOWER

The following minimum No. of Manpower of the specified category should

be available daily in New Hostel Blocks & Old Hostel Blocks
Sl
No
01
02
03
04
05
06
07
08
09
10
11
12
13
14

Name of the Hostel Block

LA
LB
LK
LM
LR
E
F
N
U
R
S
PD
P
Hostel Office
I. Total of Old Hostel Blocks
14 NHC I
Basement
Ground Floor
First Floor
Second Floor
Third Floor
Road Cleaning
1. Total of NHC I
15 NHC II
Basement
Ground Floor
First Floor
Second Floor
Third Floor
Cooler & Other Cleaning
2. Total of NHC II
II. Total of NHC (1+2)
III. Manager
IV. Guest Room
Total Manpower (I+II+III+IV)

No. of
Ladies
1
1
1
5
3
0
0
0
0
0
0
2
0
0
13

No. of
Gents
0
0
0
0
0
1
1
2
2
1
1
4
1
4
17

0
1
1
1
1
3
7

1
2
2
2
2
0
9

0
0
0
0
0
0
0

0
1
1
1
1
0
4
11
--1
25

1
1
1
1
1
2
7
16
--2
35

0
0
0
0
0
0
0
0
----1

1
2
--1
4

Tenderer

No. of
No. of
water man Supervisor
0
0
0
0
0
0
0
0
0
0
0
1
0
0
1
1

Total
Manpower

32

29
1
4
66

Assistant Registrar (Hostel)

10

(i)
(ii)

Only lady labourers are to be sent for five ladies hostels.

Timings for different daily operation will be as follows which can be
changed to suit the convenience of the students:

Toilet cleaning
Bathroom cleaning
Corridor cleaning
Room cleaning as per Schedule
Other areas and other jobs

Twice daily (Morning & Afternoon)

Once daily
Morning
Afternoon
Afternoon

This schedule is subject to change, depending upon the convenience of the

students and requirement.

Tenderer

Assistant Registrar (Hostel)

11

6.

BUILDING DETAILS
DETAILS OF BATH ROOMS AND TOILETS IN DIFFERENT BLOCKS

1.

OLD HOSTEL BLOCKS:

Sl
No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16

Hostel
Block
E
F
N
U
R
S
PD
P
LA
LB
LK
LM
LR
Total
NHB I
NHB II
Guest Room
F Block
F Block
LR Block
LA Block
E Block
Total

Total
Rooms
No. of
Utility No. of
No. of Used by
Bath
Rooms Toilets
Rooms Students
Rooms
102
89
13
22
23
51
46
5
12
12
189
188
1
36
36
95
95
35
36
84
83
1
28
28
85
82
3
18
18
182
178
4
68
67
34
33
1
12
12
65
61
4
12
12
68
62
6
12
12
92
89
3
17
17
126
123
3
24
30
124
117
7
50
51
1297
1246
51
346
354
Details in page no. 13 & 14
Details in page no. 13 & 14
6
4
6
1
1
18

6
4
6
1
1
18

Tenderer

6
6
1
1
14

6
6
1
1
14

No. of
Wash
Basins
17
12
54
36
29
27
65
12
13
22
17
30
43
377

6
6
1
1
14

No. of
Urinals
10
8
36
14
14
9
65
6
162

6
1
7

Assistant Registrar (Hostel)

12

2.

NEW HOSTEL COMPLEX

DETAILS OF STUDENTS ROOMS (BLOCK I)

Sl.
No.

Description

1
2
3
4
5
6

Staircase
Recreation Room
Reception
Entrance Lobby
Hostel Office
Students Room

Floors
Basement Ground First Second Third
Total
Floor
Floor Floor Floor Floor
3
8
9
8
8
36
1
1
1
1
4
1
1
1
1
2
1
1
30
107
114
124
124
499

DETAILS OF STUDENTS ROOMS (BLOCK II)

Sl.
No.

Description

1
2
3
4
5
6

Staircase
Recreation Room
Reception
Entrance Lobby
Hostel Office
Students Room

Floors
Basement Ground First Second Third
Total
Floor
Floor Floor Floor Floor
3
7
8
8
8
34
1
1
1
1
4
1
1
1
1
2
1
1
0
85
94
105
105
389

Tenderer

Assistant Registrar (Hostel)

13

DETAILS OF TOILETS/BATHROOMS/ WASH BASINS/URINALS

AT NEW HOSTEL COMPLEX
Sl.
No.

Name of the Hostel

Block

01

New Hostel Block - I

a. Basement
b. Ground Floor
c. First Floor
d. Second Floor
e. Third Floor
f. Opp. A Mess Entrance
Total
New Hostel Block - II
a. Ground Floor
b. First Floor
c. Second Floor
d. Third Floor
e. Ladies Toilet & WB
Total

02

No. of
Toilets

No. of
Bath
Rooms

No. of
Wash
Basins

No. of
Urinals

6
20
24
25
25
2
102

4
19
23
23
23
0
92

8
28
36
36
36
3
147

6
19
23
23
23
0
94

12
19
19
19
2
71

13
17
17
17
0
64

24
30
30
30
3
117

14
18
18
18
0
68

Tenderer

Assistant Registrar (Hostel)

14

7.

TERMS AND CONDITIONS AS PART OF AGREEMENT

a. Disputes: All disputes that may arise shall be referred to the Director,
Indian Institute of Science, Bangalore, whose decision shall be final.
b. Insurance to Employees: All employees engaged by the contractor
shall be comprehensively insured for accidents and injuries by the
contractor at his cost.
c. The duration of the Contract: The duration of this contract is for a
period of Two years, this may be extended further, on mutual consent and
subject to satisfactory performance of the contract.
d. Payment Terms:
The payment will be made monthly on satisfactory
completion of job contract services and related miscellaneous works
mentioned in Scope of Work and Job Specifications and as per actual
manpower supplied. In case of shortfall in supply of manpower, the
payment will be deducted at the rate of 1.25 times of the applicable wages
in addition to the penalty as specified in page no 22 under Penalty
Clause. The bill should be submitted on 5 th of succeeding month and
payment will be made within 30 days from the certification of the bill by
the Supervisor who will supervise the above work and Assistant Registrar
(Hostel)/Chairman, Council of Wardens. The contractor has to indicate
his Bank Account No. for arranging ECS payment.
The works attended to as per job specification and scope of work, vis-vis scheduled work and its satisfactory completion has to be certified by
the nominated Supervisor, and Assistant Registrar (Hostel)/Chairman,
Council of Wardens, before release of payment.

Tenderer

Assistant Registrar (Hostel)

15

e. Indemnity:
The Institute shall be indemnified for all losses due to
commissions and omissions of any person deployed by the contractor.
There shall not be any loss or damage caused to the Institute on account
of any negligence, carelessness, acts of omissions/commissions of
contractors, his employees or staff and the same shall be made good by
the contractor. It shall be made very clear that the employees/staff
engaged by the contractor shall not be treated or considered as employees
of the Indian Institute of Science under any circumstances. The
contractor shall defend, indemnify and hold the Institute harmless from
any liability or damage, law suits, penalties imposed by any State or
Central Government Department or statutory body or by a third party for
reasons of violation of any of their statutory provisions or requirements.
The Institute shall not be liable for any damage or compensation payable
to any workmen or to any person as a consequence of his work and the
Institute shall be completely indemnified accordingly.

Tenderer

Assistant Registrar (Hostel)

16

f. Security Deposit: The contractor has to deposit a Security Deposit of

Rs. 2,00,000/- (Rupees Two lakhs Only) by drawing a demand draft from
the Nationalized Bank in favour of the Registrar, Indian Institute of
Science, Bangalore-12, before the commencement of the contract.
If the contractor fails to carry out the entrusted Job Contract Services and
related miscellaneous works within the stipulated time and as per the
Scope of work and Job Specification. Indian Institute of Science reserves
the right to impose penalty as specified in the Penalty Clause and has the
right of getting the work done through some one else.
The security deposit furnished by the contractor will not carry any
interest and will be refunded:
a) On completion of Job Contract Service entrusted to the contractor
satisfactorily.
If the work is not satisfactory he is liable for
forfeiture of SD amount deposited.
b) The Security Deposit made by the Contractor to be released only
after producing the proof of compliance and Provident Fund,
Minimum Wage etc.
The books of accounts regarding attendance, acquaintance, wages paid,
PF Accounts etc., are to be maintained properly and produced for
inspection to the Institute, whenever asked for and the Institute can take
penal action for non-compliance.
The contractor shall provide the required number of efficient and reliable
workers, in the respective categories for all shifts on all the days of week.
The contractor shall be responsible for the discipline of his workers.
The normal working hours during both the Institute working days and on
holidays will be from 8.00 a.m. to 5.00 p.m. However, the Institute call
for special services beyond these hours on special occasions, without any
additional payments.

Tenderer

Assistant Registrar (Hostel)

17

g. The workers employed by the contractor:

a) Shall not act in any way detrimental the interest of the Institute.

b) Are not employees of the Institute and shall not have any claim
whatsoever on the Institute.
c) Uniform:

All personnel appointed by the contractor shall wear

approved uniforms provided by the agency during working hours for
proper identification of employees of different agencies

d) The contractor shall provide ID Cards to the staff.

verified and certified by IISc. Security Officers.

It will be

e) Have to follow the security instructions as directed by the Security

Officer of the Institute.
f) They shall not participate in any strike or protest in any form.
g) All Contract workers are required to do their duty maintaining
hygienic, cleaning and safety.
h) The list of workers profile has to be submitted to Assistant Registrar

(Hostel) for approval and should be employed only on the approval

by the Assistant Registrar (Hostel).

Tenderer

Assistant Registrar (Hostel)

18

h. All the required quantity of materials and labourers for Facilities

Management services and related miscellaneous works will be at the cost
of the contractor. He shall furnish the staff position, implements,
equipment, tools and plants for this work as proposed to be deployed by
him.
Whenever any claim for the payment of damage/loss whether liquidated
or not, money arises out of or under this contract against the contractor,
the Institute shall be entitled to recover such sum by appropriating in part
or whole, the security deposited by the contractor. In the event of
security deposit money being insufficient, then the balance or the total
sum recoverable, shall be deducted from any sum then due or which at
any time thereafter may become due to the contract under this or any
Security Deposit shall be withheld till such claims of the Institute or other
contract finally adjudicated upon and paid by the contractor.
The Institute reserves the right to terminate the Facility Management
Services and related miscellaneous work contract within 2 months notice
before its expiry, if the performance is not as per specification. The
contractor can also terminate the contract by giving 2 months notice and
clearing all the dues towards Institute, if he is not willing to continue the
contract.
i. There will be a periodical evaluation of the work done by Contractor
from time to time, and he will be informed of the same.

Tenderer

Assistant Registrar (Hostel)

19

j. The Contractor shall comply with all the requirements under labour and
other relevant laws and maintain the required documents. Any violation
or non-compliance shall be viewed very seriously resulting in penal
action as well as termination of the contract depending on the seriousness
of the violation.
The contractor shall obtain a valid license from the appropriate
authorities.
The rate quoted by the Contractor shall include all component of taxes
leviable as applicable to works and service contract, if any
It is emphasized that the contract is purely a Maintenance Contract
intended for carrying out all the works entrusted in the schedule appended
to this and at no stage this should be interpreted as a LABOUR
CONTRACT.
Where counter terms and conditions, printed or cyclostyled conditions
have been offered by the contractor, the same shall not be deemed to have
been accepted by the Institute, unless written acceptance thereof is
obtained.
k. On all matters pertaining to this work order, the decision of the Director
of the Institute shall be final and binding.

Tenderer

Assistant Registrar (Hostel)

20

8.

OTHER CONDITIONS
a. Adequate number of manpower should be supplied so that the work is
done in specified time. Sufficient number of workers should be available
to carry out the Facility Management Services in the above hostel blocks.
The number should be declared in the Commercial Bid.
b. All records shall be maintained by the agency as a part of record of dayto-day work done, they shall be daily authenticated by the Supervisor or
any authority designated for the work. They shall become the basic
documents for preparation of bills on monthly basis. They shall be
maintained in duplicate, one set with each of the supervisor of the agency
and the Institute.
c. The works as specified in job specifications have to be carried out as per
the schedule and also within the stipulated time given. The contractor
shall employ as much manpower as required and utilize such quality and
quantity of material as required for maintaining high standard of
cleanliness within the stipulated time.

Tenderer

Assistant Registrar (Hostel)

21

9.

PENALTY CLAUSE
Work not done satisfactorily would be recorded and rejected for payment.
Reasons for rejection would also be recorded.
Penalty shall be up to Rs. 500/- per day, per fault/unsatisfactory work.
The cost of execution of the work at the risk and cost as well as the penalty
shall be recovered in the next bill that falls due and if the amount of recovery
exceeds the bill amount, recoveries shall be made from the Security Deposit,
which has to be made good within 15 days of the short fall.

Tenderer

Assistant Registrar (Hostel)

22

Note: Put in PART A

PROFILE OF THE TENDERER

PART A
TENDER FOR FACILITIES MANAGEMENT SERVICES AT VARIOUS
HOSTEL BLOCKS IN STUDENTS HOSTEL, IISC.
1.

Name of the Firm\Organization

2.

Address

3.

Telephone No. / Mobile No. & Name of the

Contact Person

4.

Fax No.

5.

Email ID

6.

Do you have on office at Bangalore? If so,

Please provide the Address and Telephone No.

7.

Month and Year of establishment

8.

Name of proprietor\partners\directors

9.

No. of years of experience in this field,

with References, Certificates

Annual Turnover during the last five years

(Enclose copies of Audited Financial Statement)

10.

2008 - 09
2007 08
2006 07
2005 06
2004 05

:
:
:
:
:

11.
Whether the firm is an Income Tax Assessee?
If so please give the details of PAN No. and copy
of the latest assessment order
:
12.

Registration No.

13.

EPF No.

14.

ESI No.

15.

KST/CST/TIN No.

16.

Bank Details (Bank Name, No, & Address

(for ECS Payments)

23

Note: Put in PART A

DETAILS OF PREVIOUS CONTRACTS
Period of
Contract
From
To

Name and Address of the

Organization with
reference letters

Name of the
Contact person
& Phone No.

Value of
Contract and
other Details

Remarks

Give details of current contracts, if any, of similar services being rendered by you and
which will be available for inspection by our officials:
Period of
Contract
From
To

Name and Address of the

Organization with
reference letters

Name of the
Contact
person &
Phone No.

Place:
Date:

Value of
Contract and
other Details

Remarks

SIGNATURE OF THE TENDERER

(
)

24

Note: Put in PART A

(PART A)
LIST OF MATERIALS
SL.No.

Material

Brand

Quantity Per
Month

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Black Phenyl
White Phenyl
Iteol
Scented Disinfectant
Bombay Brooms
Coconut Brooms
Swabbing Cloth
Soap Oil
Washing Brush
Mop Stick
Dust Clearing Stick

You can use substitutes also for the above materials subject to quality
approved by AR(H)
The list is only indicative and actual list to be mentioned by the bidder

Tenderer

Assistant Registrar (Hostel)

25

Note: Detach and put in PART B

TENDER FOR FACILITY MANAGEMENT SERVICES
AT
VARIOUS HOSTEL BLOCKS IN THE STUDENTS HOSTEL, IISc.
PART-B
COMMERCIAL BID
Tenderers Name:
Nature of Work : Providing Facility Management Services at various blocks in
the Students Hostel, Indian Institute of Science, Bangalore 12.
Sl.
No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17

Description
Wage
EPF
ESI

Details

Labourer Supervisor

Coordinator

Total

______% of 1
______% of 1
Total (1+2+3)

No. of Staff
Total Cost
Reliever Charges
Total
Service Tax
Total
Service Charge
Total
Material Cost

(4 X 5)
1/6 of 6
(6+7)
10.30% of 8
(8+9)
_____% of 10
(10+11)
As per bill of
materials

Uniform charges
Grand Total In figures
Grand Total In Words
Extra manpower
(for 1 manday)

Date:
Place:

SIGNATURE OF THE TENDERER

26

Note: Detach and put in PART B

(PART B)
BILL OF MATERIALS

SL.No.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Material

Brand

Quantity Per
Month

Cost per
month

Black Phenyl
White Phenyl
Iteol
Scented Disinfectant
Bombay Brooms
Coconut Brooms
Swabbing Cloth
Soap Oil
Washing Brush
Mop Stick
Dust Clearing Stick

Date :
Place :

SIGNATURE OF THE TENDERER

Note: This information should be kept in PART B and Sealed with a

superscription as Commercial Bid for the Facilities Management Services at
various Blocks in the Students Hostel, IISc.. Both covers PART A and
PART B should be sealed in a bigger cover addressed to The Chairman,
Council of Wardens, Students Hostel, IISc., Bangalore-560 012, with
superscription TENDER FOR FACILITIES MANAGEMENT SERVICES
AT VARIOUS BLOCKS IN THE STUDENTS HOSTEL, IISC..

27