Tender Document for Catering Services for Hostels 5, 7, 10, IIT Bombay

We are in the process of selection a catering contractor for the mess in the Hostel 5,
Hostel 7 & Hostel 10 on the campus. The caterer may also run the canteen in
respective hostel premises, depending on the circumstances. 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:
1. Catering contract Hostel 5, 7 & 10 mess terms and conditions along with
responsibilities of contractor.
2. Application for Contract for Hostels 5, 7 or 10, to be submitted to the undersigned
on a separate sealed envelope mentioning H (name of hostel) Mess Quotation
3. Rules pertaining to the daily functioning of the mess
4. General structure of the menu.
5. Representative mess menu (Details)
6. Penalties for violation of mess rules.

You are welcome to inspect the Hostel mess premises with prior appointment with our
Hall managers of Hostel 5, 7 and 10, who can be contacted on Telephone Nos.
25765705, 25765707 & 25765710 respectively.

In case you are interested in the above mess contract your-sealed envelopes
superscribing Technical Bid and Commercial Bid should reach the Office of Dean,
Student Affairs, 1st Floor, Main Building, IIT Bombay, Powai, Mumbai-400 076 by
3.00p.m. on March 27th 2009.

Opening of Technical Bid will be on 27th March 2009 and opening of Commercial Bid
will be on 8th April 2009 at 2pm. Names of the parties shortlisted on the basis of
technical bid will be published on http://www.iitb.ac.in/students/hostels.html If you are
shortlisted you may attend the opening of commercial bid on the above mentioned date
and time at such venue as may be given on the webpage.

Page 1 of 9
 MESS CATERING CONTRACT.HOSTEL 5, 7 & 10 - TERMS & CONDITIONS

We are in the process of selecting a catering contractor for the Mess in the Hostels 5, 7 & 10 on
the campus. The facility consists of a kitchen and a dining hall. The important terms and
conditions are listed below for convenience:

1) The Contract Agreement would be for a period of one year and may be renewed every year
for a further period of two years subject to satisfactory performance.

2) A refundable interest free Bank Guarantee of Rs.5 lakhs from a scheduled nationalized bank
would be required from the catering contractor.

3) The 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.

4) The catering contractor will pay Rs.500/- towards water charges every month.

5) Electricity shall be provided free of cost.

6) The timings, menu and price would be determined by the Committee and the Student Council.

7) The approximate strength of mess members is expected to be 300 students (for hostel 5 & 7)
and 250 students (for hostel 10) for 9 months and 150 students (for hostels 5 & 7) and 100
students (for hostel 10) for the remaining 4 months approximately.

8) The contract for the canteen might be awarded to the caterers, depending on the circumstances.

9) Major civil and electrical works will be attended to by IIT. Minor maintenance jobs such as
replacement of light bulbs, tube lights etc. are the responsibility of the catering contractor.

10) Kitchen equipment, gas (industrial cylinder) bank and dining hall furniture, service counters,
cooking utensils, crockery, cutlery etc. will be provided by IIT / Hostel. Upkeep and
maintenance of such furniture provided in the dining hall by the lIT Hostel will be the sole
responsibility of the contractor.

11) Maintenance of kitchen equipment will be covered within the scope of service contract
entered into by IIT with equipment suppliers, but catering contractor should inform service
contractor of maintenance requirements.
Page 2 of 9
12) Cleaning of the premises, utensils, cutlery and crockery, kitchen and other equipment,
furniture and consumables are the responsibility of the Contractor.

13) Procurement of gas, high quality provisions and other consumables is the responsibility of the
contractor.

14) Engaging of required staff, providing uniforms etc. shall be by the contractor with approval of
lIT / Hostel.

15) a) IIT / Hostel would reserve the right to check on cleanliness and upkeep of premises
and qualify of provisions, and quality of the food

b) The contractor shall attend all meetings of the mess committee, failing which a penalty
may be imposed

16) Security of licensed premises, equipment, fittings and fixtures, furniture etc. is the
responsibility of the catering contractor.

17) Contractor should submit all necessary statutory documents.

18) In the event of award of the contract, the contractor should register himself 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.

19) a) The contractor should adhere to the provisions of the Provident Fund Act, the
Minimum Wages Act and other such acts which are applicable.

b) The Contractor should ensure that the payment is made to the labourers as per
Minimum wages act to the satisfaction of the licensee.

20) No caterer would be awarded the charge of more than two hostels. If the caterers of H 5, 7 and
10 would turn out to be selected for the other hostels, then they would be awarded the charge
of no more than one hostel. This clause would be mentioned explicitly in the tender
document.

21) Only female staff would be allowed for Hostel 10.

Page 3 of 9
From:

Date:

To
Dean, Student Affairs
Indian Institute of Technology,
Bombay Powai, Mumbai-400 076
Sub: Mess Catering Contract for Hostel 5/7/10, IIT Bombay

Name of the party:

With reference to your enquiry the following information is provided for our consideration:
1. Name of the Proprietor:
2. Contact Address:
3. Contact Phone, Fax, emails, Cell phone: Signature of the Proprietor/
Authorized persons
Stamp:
Our quotation for the mess is: Rs.___________ (in words
_______________________) /day/student.
The above quotation includes all applicable taxes. Justification of taxes and prices should be
given.

We have read and agree to

1. Terms and conditions of Mess Catering contract
2. Rules pertaining to the daily functioning of the mess
3. Fines.

Fax: ___________
Phone: _____________

Enclosures :
1. Details of Experience of handling large institutional/corporate cafeteria/food
outlet: Current and Earlier (during last 10 years)
2. Any other pertinent information.
3. Two References.
4. Xerox copy of the following documents:
Page 4 of 9
a) Bank solvency certificate, b) Income tax clearance certificate -last three years c) Catering, food
outlet & labor license, d) Municipal license e)Registration Certificate f) PF/ESIC information, g)
Balance Sheet - last 3 years, h) Partnership deed i) Sales Tax certificate, j) Shop & Establishment
Registration k) Municipal Certificate, I) Work orders from other organizations

Hostel 5, 7 & 10 Mess

IIT Bombay

Rules pertaining to the daily functioning of the mess:

1. Unlimited salad will be provided during lunch and dinner. It will comprise of any four of the
following in every meal::
Tomatoes, cucumbers, onions, beetroots, carrots, cabbage and lemons.
2. Paneer is to be served twice a week if so decided in the menu.
3. During 18 weeks of the year, Rasna will be served in unlimited quantity during lunch for 4
days of the week. On 2other days, chaas will be served in unlimited quantity during the
lunch. Lassi (about 300 ml) will be served on the remaining day of the week. Curd or Raita
will be served on all days that lassi is not served
4. Coconut chutney will be served with all south Indian dishes(like idli, dosa ,uttappa, etc)
5. Proper Bengali sweets like Rasgulla will be served 3 times a week. The other days, kheer,
Custard etc may be provided.
6. Whenever butter is provided, the following protocol should be adopted. Students will be
served 2 cubes of butter to start with. However, on demand, more butter will be provided.
7. Non messing be allowed with the rules:-
- A person can join the mess at any time but will have to continue for at least one month.
(one billing cycle)
- A person will have to continue messing till the end of the month if he wishes to end it.
- The caterer will be informed about non-messing by the 25th of the preceding month
8. Boiled Food will be served separately in a counter.
9. At least 4 counters should be operational during breakfast lunch and dinner for the whole
duration, except for the first and last 15 minutes, during which minimum 2 counters should
be operational
10. Menu as decided by the mess committee will be strictly followed.

Page 5 of 9
11. Coupons for guest meals and extra will be sold (given) to the customer either on the basis of
a student writing for it in the register maintained or against cash payment for the same to the
caterers.
12. Hostels will get 80% on any surplus amount paid for the guest meals.
13. Menu can be revised in consultation with the Mess council only.

IIT-Bombay Hostel 5, Hostel 7 and Hostel 10 Mess Menu

The following is the general structure of the menu. The detailed menu (subject to small
modifications during the tenure of the contract) is given in the table that follows.

Breakfast: Will consist of the following:

Indian Dish (e.g. Upma + Chutney / Poha / Idli / Puri-Bhaji / Onion Uttapam / Alu
Paratha / Methi Paratha etc.) OR 4 Slices of Toasted Bread with Butter and Jam
AND
One Glass (200ml) of Milk with Cornflakes or bournvita/complan OR Double Omlette
OR 2 Boiled Eggs
Unlimited Tea and Coffee
(Only the Indian dish is mentioned in the table that follows)
Lunch: Will consist of the following:
Unlimited Rice and Chapatti (with and without Ghee) Unlimited Dal or Sambar
One Unlimited Curry (the representative Curries are given the the table that follows)
Salad consisting of lime and any three of the following Onions, Cucumbers, Tomatoes,
Carrots, Beetroots, Cabbage
One bowl of Curd / Raitha / One glass Lassi (details given in table below) One Papad
Pickle
(Only the Curry and Dal or Sambar dish is mentioned in the table that follows)
Tiffin: Will consist of the following:
Unlimited Tea and Coffee
Some snack item (the representative snacks are given the table that follows)
OR
4 Slices of Toasted Bread with Butter and Jam
(Only the snack item is mentioned in the table that follows)
Dinner: Will consist of the following:
Unlimited Rice and Chapatti (with and without Ghee) Unlimited Dal or Sambar
One Unlimited Curry (the representative Curries are given the the table that follows)
Salad consisting of lime and any three of the following Onions, Cucumbers, Tomatoes,
Carrots, Beetroots, Cabbage
Sweet Dish (the representative sweet Dishes are given the table that follows) One
Page 6 of 9
 serving of Fruit out of banana, mango, apple, watermelon, pineapple, papaya, pears,
grapes, orange etc with at least 4 varieties a week.
Pickle
(Only the Curry, Dal or Sambar dish, sweet dish and fruit is mentioned in the table that
follows)
Rasna will be served during lunch for 18 weeks during the year

Representative Mess Menu (Details)

DAY BREAKFAST LUNCH TIFFIN DINNER
MONDAY Upma with Chatni Alu Mutter, Veg Burger PaneerMutter,
Other items as Masur Dal Other items as mentioned Moong Dal.
mentioned earlier Curd earlier Banana.
Other items as Other items as mentioned
mentioned earlier earlier
TUESDAY Poha and lime Ussal Sprouted, Kadi Masala dosa Coconut Veg-Biriyani,
Other items as Pakora, Other items as Chatni, Sambhar, Other Bhindi -DoPayaza,
mentioned earlier mentioned earlier items as mentioned earlier Tur Dal, Semia- Payasam,
Pineapple Slice,
Other items as mentioned
earlier
WEDNESDAY Idli, CabbageMutter, 2 Dhabeli, Other items as Razma Masala,
Other items as Dal Fry, Raita, mentioned earlier Masoor Dal,
mentioned earlier Other items as Ltd. - Sheera, Banana
mentioned earlier Other items as mentioned
earlier
THURSDAY Puri Bhaji Soyaban Manchurian, Mix Pakoda Panner kadai / Shahi
Other items as Dal Makhani, Sweet (Alu, Mung Dal, Palak) panner, Panner
mentioned earlier Lassi (300ml) Other items as mentioned Makhanwala / Panner
Other items as earlier Burji. Akka Massor Dal,
Seosonal Fruit &
mentioned earlier Rasgulla
Other items as mentioned
earlier
FRIDAY Onion Uttapam, Alu Gobi, Sambher, Bhel-Puri, Other items as Chole, Puri, Tomato Rice,
Coconut Chatni, Curd mentioned earlier Dal, Boondi Raita, Rice
Sambher Other items Other items as Kheer, Banana, Other
as mentioned earlier mentioned earlier items as mentioned earlier
Dum Alu,Tur Dal,
SATURDAY Alu Paratha, Curd, Curd. Pav Bhaji, Mix-Veg Dry, Jeera Rice,
Other items as Other items as Other items as mentioned Papaya / Guava & Jalebi.
mentioned earlier mentioned earlier earlier Other items as mentioned
earlier

SUNDAY Methi Paratha with White-pumpkin Kofta, 10 pcs Pani Puri Veg Fried Rice, Veg
Curd, Pickle and Dum Biriyani, Dal Other items as mentioned Manchurian , Veg Soup,
Tomato Sauce. Tadka, Tandur Salad. earlier Veg -Noodles, One piece
One Bowl Fruit Gulab Jamun & One
Other items as Custard Fruit.
mentioned earlier Curd.
Other items as
mentioned earlier

Page 7 of 9
Penalties for violation or rules, terms and conditions

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

1. Unavailability of complaint register on the counter/discouraging the complaint would lead to

a fine of Rs. 1000/- on the caterer.
2. 3 or more complaints of insects found in any meal would invite a fine of Rs. 2000/- on the
caterer.
3. 10 or more complaints of unclean utensils in a day would lead to a fine of Rs. 2000/- on the
caterer.
4. If mess committee agrees that certain meal was not cooked properly then a fine of Rs. 1000/-
would be imposed on the caterer.
5. If food for any meal over within timings of mess and waiting time is more than 20 minutes,
then a fine of Rs. 1000/- would be imposed on the caterer.
Mess timings:: Breakfast: 7:30 to 9:00 am
Lunch : 12:00 to 1:45pm
Tiffin : 4:30 to 6pm
Dinner : 7:30 to 9:30pm
6. Changes in menu without permission of mess committee would result in a fine of Rs. 2000/-
on the caterer.
7. Fine on any discrepancy (personal hygiene of workers, Kitchen area, dining area etc) will
lead to fine of Rs. 2000/- on caterer.
8. For any rules stated in the agreement,
- First violation of the rule implies fine as per the rule.
- Second violation of the same rule in the same calendar month will attract triple the initial
amount of fine for the caterer.
- All subsequent violations of the same rule would invite five times the initial amount of
fine.
9. Absence of proprietor from mess council meeting (which will be held once every month) will
attract a fine of Rs. 20,000/- on caterer.
10. 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 warden.

Page 8 of 9
Brands of consumables permissible in H-5, 7 & 10 mess

Item Brand
salt Tata, Annapurna, Nature fresh
spices M.D.H. Masala, Satyam, Badshah, Everest
Chicken Venky's Chicken, Godrej Real good
Ketchup Maggi, Kissan, Heinz
Oil (Sunflower) Sundrop, Godrej, Saffola, Fortune
Pickle Mother's or Pravin or Priya or Bedekar or Nilons
Atta Ashirvad, Pillsbury, Annapurnna
Instant Noodles Maggi
Flavoured fruit drinks Rasna
Papad lijjat
Butter amul, Brittania, mother dairy
Bread Modern, Kwality, Wibs
jam Kisan or Maggi
Ghee Amul, Mother Dairy, Britannia, Gits, Everyday
Shrikhand Warana or Amul
Cow Milk Mahananda, Amul, Mother Dairy (Without Water)
Paneer amul
Tea Brook bond, Lipton, Tata
coffee Nescafe

The contractor may use any other brands only if permitted by the Mess Council, in writing.

Page 9 of 9