TAMILNADU NATIONAL LAW SCHOOL, TIRUCHIRAPPALLI – 620 009

TENDER DOCUMENT FOR RUNNING THE MESS

IN THE MEN’S AND WOMEN’S HOSTEL

1. SCOPE OF WORK

To run the mess in men’s and women’s hostels of Tamil Nadu National Law School
(hereinafter referred to as TNNLS) , situated at Navalurkuttapattu,Trichy 620009 for a period of
one year in accordance with the conditions laid down hereunder and under the overall guidance and
supervision of the Mess Committee of TNNLS. Through this bid, a catering contractor (hereinafter
referred as the ‘caterer’) on the basis of the lowest quote on “per head per day” will be selected by
following the two cover tender system. The student strength of TNNLS at present is 307. It may
increase by 100-200 from July, 2016. TNNLS cannot give any commitment as to student strength.
During vacation period, very few or no student may be staying in the hostel. During Saturday and
Sunday, the student strength may be much lesser. Bidders are requested to take into account of the
academic calendar before giving their bids.
The Mess facility in Men’s Hostel/Women’s hostel in TNNLS, Tiruchirappalli -620 009
consists at present of a common kitchen located in the Men’s hostel for both Men’s and Women’s
hostels and separate dining halls in the respective hostels. The caterer must transfer the food cooked
in the common kitchen to the respective dining halls. TNNLS may advice the caterer to do a part of
the cooking especially of items that needs to be served hot in the Women’s hostel as well.

2. SUBMISSION OF BID

Interested caterers are invited to submit their bids in two covers in the following manner:
1. Technical bid in the Performa provided in Annexure 1 and containing documents as
stated in Annexure 2. Technical bid must include the Earnest Money Deposit (EMD) of

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 Rs.1,00,000. Demand draft of this amount should be drawn in favour of
“Registrar, TNNLS, Tiruchirappalli -620 009 payable at Trichy”. The EMD amount
will be refunded to unsuccessful bidders after the mess contract is awarded to the
successful bidder.
2. Commercial bid mentioning the rates (per head per day) to be charged, presented in the
format provided in Annexure 3. The total rate quoted must include all applicable taxes
and any changes in tax rates will not affect the payments to be made to the Caterer.

Technical and Commercial Bid must be sealed in separate envelopes super-scribed as

“Technical Bid” and “Commercial Bid” respectively and both the envelopes must be put in a
common envelop and must reach the “Office of Registrar, TNNLS, Tiruchirappalli” by
15.00 hours ( 03.00 p.m.) on 30.11.2015.

Note: Submission of Technical and Commercial Bid in a single envelope or sent in open
cover/fax/mail shall lead to disqualification.

3. QUALIFICATION CRITERIA

1. Caterer should have minimum experience of three years in running the hostel mess
in educational institutions in Tamil Nadu.
2. The caterer should have run a mess in at least two hostels having an inmate strength of
more than 500 in the last two years.
3. The caterer should have an annual turnover of Rs.2 Crore or above in the last two financial
years.
4. The caterer should possess the PAN card and must possess VAT and Service Tax
registration.
5. The caterer must possess a valid license to carry on the business of food catering in
Tamil Nadu.
6. The Caterer must have necessary registrations under the EPF and ESI Acts.
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 7. The Caterer’s official establishment should be within Tamil Nadu.
8. The Caterer should not have black listed or terminated for any non-performance and
violation of rules by any Governmental institution.
9. TNNLS reserves the right to inspect the present business venues of the bidders and if it is
found to be unsatisfactory, the bidder may be disqualified.

4. SCHEDULE OF TENDER PROCESS

Date of
Tender process Time fixed Proposed place
happening
Opening of Technical bid 30.11.2015 3 PM Conference
hall,TNNLS,Trichy
Opening of Commercial bid 30.11.2015 3 PM Conference
hall,TNNLS,Trichy
Interested Caterers are welcome to inspect the premises of TNNLS with prior permission of
Registrar, TNNLS, Trichy before bidding.

5. TERMS AND CONDITIONS FOR MESS CATERING CONTRACT

The important terms and conditions of this mess catering tender and the subsequent
contract with the successful bidder are listed below:
1. The Mess Contract Agreement would be for a period of one year from date of
commencement of service and subsequently, it may be renewed by competent authority for
an additional period of one year or part thereof on satisfactory performance.
2. The successful bidder/caterer must enter into a contract with TNNLS for providing catering
services within 15 days of communication of work order. This tender document and the
terms and conditions under this tender document shall be considered as part and parcel of
this contract.
3. The Caterer must commence mess services within 15 days of communication of work order.
4. Both parties will be free to terminate the contract by giving 60 days written notice without
assigning any reasons.
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5. TNNLS will be free to impose fines on the caterer for minor unsatisfactory performances. In
the event of continued unsatisfactory performance or in the case of major lapses, TNNLS
may terminate the contract and claim damages from the caterer for any additional cost
incurred by it on account of such termination in addition to the forfeiture of security deposit.
Major lapses mean failure to supply catering services for a period exceeding 48 hours;
violation of any of the applicable laws relating to catering, labour and other aspects of
business and recurring substantial deviation from the approved menu, approved quantity and
approved quality.
6. Before commencement of mess service , Security Deposit for sum of Rs.5 Lakhs should be
remitted to TNNLS in way of Demand draft by the caterer. . Out of security deposit ,EMD
shall be adjusted being part there of on request of contractor. Against any damages and loss
of property of TNNLS by the contractor during the course of mess service or/and violation
of conditions governed the tender agreement amount of expenditure with penalty shall be
deducted from the security deposit for restoration.
7. License fee for sum of Rs.1000 /per month for one year shall be realized from mess bill
submitted by the contactor every month irrespective of vacation. On extension of contact
License fee shall be revised by TNNLS.
8. Water and electricity, solely for cooking purposes, shall be provided free of cost. TNNLS
will provide some part of the cooking and serving infrastructure which include stoves,
grinders, utensils and furniture as well as minor civil works. The supply of gas for cooking
will be the responsibility of the Caterer. Procurement of good quality cooking inputs like
grains, vegetables, meat, eggs, milk, oil and also other consumables for cooking and
cleaning will be the responsibility of the Caterer.
9. The supply or engagement of labour for cooking and serving will be the responsibility of the
Caterer. The cooking and serving staff must be clearly demarcated. It is mandatory to have 1
helper (server) per 25 members and 1 cook per 100 members. A supervisor must be present
in campus during cooking and serving. At least one cook must have special knowledge of
cooking north Indian items.

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10. The Caterer must comply with all applicable food business and labour related legislations
and must retain live registrations under these laws during the entire period of the contract.
This would include compliance under Food Safety and Standards Act, Employees Provident
Fund Act, Employees State Insurance Act and the Minimum Wages Act, provided the
nature of business and the number of employees come under the limits prescribed by these
Acts. The Caterer shall not employ child labour. The Caterer should also maintain live
licenses issued by the local bodies, if applicable, for carrying on the business of catering
during the period of the contract.
11. Cleaning and Housekeeping of Kitchen and Dining area and cleaning of kitchen
equipments, will be the sole responsibility of the caterer. The kitchen must be cleaned after
every round of cooking. All mandatory 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 and head caps for mess workers who handle
cooking and serving and other measures as advised by TNNLS. TNNLS reserves the right to
check the cleanliness, upkeep of premises and ensure the quality of provisions, and quality
of the food.
12. No accommodation, except a changing/resting room, will be provided to the workmen of the
caterer.
13. Vegetarian and Non Vegetarian food should be cooked separately.
14. The caterer must strictly comply with the Menu given in Annexure 4. Any variation shall
be done only with the approval of the Mess Committee. In case the caterer or the Mess
Committee desires to introduce extra items based on demand from students, the price of the
same will be fixed based on mutual agreement between the caterer and the Mess Committee.
15. The Meal Timings for breakfast, mid morning snack refreshment, lunch, evening snack and
dinner will be fixed by the Mess Committee.
16. Except for those items for which a volume and quantity restriction is stated in the Menu or
hereunder, all other items must be given in unlimited quantity to students. It must be
ensured that 100 g of chicken and 100 g of vegetarian special dish in lieu of chicken for
vegetarians is served.
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17. The following items must not be used in cooking in any form: Ajinomoto, maida, baking
soda, dalda / vanaspathi. In the case of certain food items, the permissible brands that may
be used is listed in Annexure 5. No other brand/unbranded quality may be used in respect
of these items without the permission of the Mess Committee.
18. No food cooked in the mess may be taken out of the premises without prior permission.
19. The caterer shall attend a monthly meeting of the mess committee, failing which a penalty
will be imposed.
20. The Caterer must enable the medical checkup of its staff regularly for communicable
diseases.
21. The Caterer will be responsible for pest control and rodent control in the cooking and dining
area.
22. The Caterer must make own arrangement of disposal of cooking waste as well as wasted
cooked food outside the campus. On no account should such waste be dumped inside the
campus.

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6. PENALTIES FOR VIOLATION OF RULES AND TERMS AND
CONDITIONS
The caterer will be fined in the following manner for the following lapses:

1. Non-availability of complaint register on the counter/discouraging members from

registering complaints would lead to a fine of Rs. 2,500/- on the caterer.
2. Any complaints of insects and/or foreign object (hair, rope, cloth, plastic, stone etc) at
any found in any food item would invite a fine of Rs. 500/per instance- on the caterer.
3. Hefty fine shall be imposed in case of food poisoning beyond the limit of fine
mentioned above and it shall be deducted from security deposit, along with cancellation
of contract and possible blacklisting of the caterer as and when requires.
4. Complaint of unclean utensils in a day would lead to a fine of Rs. 100/-per utensil on the
caterer.
5. If mess committee agrees that certain meal was not cooked properly then a fine of
Rs. 3,000/-/per event would be imposed on the caterer.
6. If food for any meal gets over within timings of mess and waiting time is more than
10 minutes for breakfast or lunch or dinner then a fine of Rs. 2,000/- /per event would be
imposed on the caterer. The timing for that meal will be extended equivalent to delay
time.
7. If the quality of milk is not found up to be appropriate, or it is diluted, a fine of 8,000/-
per event would be imposed.
8. Changes in menu of any meal (including fruit/juice/milkshake) without permission of
mess committee would result in a fine of Rs. 5,000/per event to the caterer.
9. Fine on any discrepancy (personal hygiene of workers, misbehaviour by workers etc.)
will lead to fine of Rs. 5,000/- on caterer for every instance.
10. For any rules stated in the terms and conditions;
● First violation of the rule implies fine as per the rule.

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 ● Second and subsequent violations of the same rule within 30 days of previous
penalty will attract triple the initial amount of fine on the caterer in addition to
possibility of termination of agreement.

11. Imposition of fines at the above rates does not preclude the further right of TNNLS to
recover any unjust enrichment by the Caterer on account of any deviation in terms of
quality or quantity or its right to terminate the contract.
12. In the event of food adulteration, TNNLS shall invoke legal provisions to initiate action
against caterer under relevant Food safety and standard act beyond the hefty fine to be
imposed according to gravity of the case which shall be deducted from security deposit.
13. As and when mess committee proposes a fine it will inform the representative of the
caterer or mess manager and fine will be imposed by the Registrar and the fine amount
will be deducted from the mess bill of consequent month.
14. Mess committee reserves the right to inspect the mess areas and make queries to
ensure good quality of food to be provided.

Note: Penalties imposed on the caterer would be deducted from their payment of bill of same
month itself.

7. DISPUTE RESOLUTION
The Civil Courts in the district of Tiruchirappalli shall have exclusive jurisdiction to resolve any
dispute arising out of this tender or the subsequent contract with the successful tenderer.

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 Annexure: 1
Proforma for the Technical Bid

1. Name of the Proprietor:

2. Contact Address:
3. Contact Phone: Fax:
Email: Mobile:
4. Major establishments with in Tamil Nadu:
(i) (ii)

(iii) (iv)

Signature of the Proprietor or Authorized Representative

Date : Name of the Signatory :
Place : Designation :
Stamp :

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 Annexure: 2
Details of Documents to be annexed
Documents to be provided with the Technical Bid

1. Experience certificates to prove experience as per clauses 1 and 2 of the Qualification

Criteria mentioned in Para - 3 of the Tender Document.
2. Certificate from a Chartered Accountant to prove annual turnover in the last three years.
3. Copy of income tax returns in the last three years.
4. Copy of PAN Card
5. Copy of VAT registration
6. Copy of Service Tax Registration
7. Copy of registration under EPF Act and ESI Act.
8. Copy of Catering/food business license
9. Balance sheet for last three years, if it is a company.
10. Certificate of incorporation in the case of company and partnership deed in the case of
partnership.
11. Letter of authorization enabling the signatory of the bid to sign on behalf of the bidder
12. Ernest Money Deposit
13. Self declaration for authentication of not having blacklisted or terminated by any
Governmental body/public institution.

Please note that TNNLS retain the right to seek any additional documents in case of
ambiguity.

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 Annexure: 3

Proforma of Commercial Bid

To
The Registrar,
TNNLS,
Tiruchirappalli – 09.

Sub: Mess Catering Contract for TNNLS, Tiruchirappalli – 620 009.

Name of the Proprietor: _______________________________________________

Our quotation for the TNNLS Mess is: Rs.______ (______________________________________
in words) /day/member.
The above quotation includes all applicable taxes as detailed below:

Rs.
Catering charges per day per head
Taxes (if any )
Total

We have read and agree to

1. Terms and conditions in Para ___ of the Tender Document
2. Rules for functioning of the mess
3. Penalties for violation or rules, terms and conditions
Signature of the Proprietor or Authorized
Representative
Date : ___________ Name of the Signatory : __________________
Place : ___________ Designation : ___________________________Stamp:

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 Annexure-4 Mess menu
DAY MORNING BREAKFAST LUNCH EVENING DINNER
Milk,Tea,Co
Plain Rice, Fried Rice, Paneer
Idly, Vada ffee
Mon Milk, Tea, Coffee Gravy, Tomato Sauce, Roti, Roti, Kurma, Sambar Rice,
Coconut chutney, Veg.
day KadiPakoda, BoondiRaita, Pickle, GulabJamun
Sambar Sandwich
Rasam, Pappad, Pickle
Toasted
Idiyappam, Milk,
Plain Rice, Roti, Bindi Fry,
Sugar, Rose Milk, Gobi/MethiParatta,
Tues Beans Carrot Poriyal, Pepper
Milk, Tea, Coffee Black Channa Bhelpuri/ Tomato Sauce, Curd Rice,
day Rasam, Morkuzhambu, Pappad,
Curry Veg.Puff Banana
Pickle, Curd, Kesari

Poha, Coconut
Plain Rice, Jeera Noodles, Tomato Sauce,
Wed Chutney, Pickle, Milk,Tea,Co
Rice/Veg.Biryani, Chicken Idly, Sambar,
nes Milk, Tea, Coffee Bread, Butter, Jam ffee
Curry, Aloo Gobi Fry, Coconut Chutney,
day With Egg Omelet 2 Cutlet
Roti,Dal Fry, Rasam, Veg. Raita Ice cream
Nos.
Plain Rice, Spinach/Carrot
Pongal, Vada,
Sambar, Tomato Rasam,
Fried Gram Schezwan Rice, Roti,
Thurs Beetroot Poriyal, Mix Veg. Rose Milk,
Milk, Tea, Coffee coconut chutney, Kurma, Tomato Sauce,
day Curry(N.Indian),Pappad, Pickle, Veg. Roll
Sambar Banana
Buttermilk, Milk Peda

Plain Rice, Roti, Cabbage

Milk,Tea,Co Dal Khichdi, Coconut
Poriyal, Dal Fry, Garlic Rasam,
Dosa, Coconut ffee Chutney, Aloo/Gobi
Friday Milk, Tea, Coffee Raddish/Brinjal Sambar,
Chutney, Sambar Potato/Onion Paratta, Tomato Sauce,
Pappad, Pickle, Curd
/ChillyBhajji Pickle, Curd, Carrot Halwa

Plain Rice, Roti, Drumstick

Sambar, Normal Rasam,
Lemon Bread Pulav, Aloo Manchurian,
Satur Potato Poriyal
Milk, Tea, Coffee Sevai,Idly,Coconut Pakoda, Masala Dosa, Sambar,
day Dal Fry, Pappad, Pickle,
Chutney,Sambar Lassi Coconut Chutney, Banana
Buttermilk
Payasam(Parippu/Semiya)

Wheat RavaUpma,
Plain Rice, Chicken Curry, Gobi Milk,Tea,
Coconut Chutney,
Sun Manchurian, Roti, Dal Fry, Coffee Plain Rice, Rajma Curry,
Milk, Tea, Coffee Bread, Butter, Jam
day Rasam, DahiVada Roti, Gobi, Banana
With Unshelled
Pappad, Pickle, Buttermilk
Boiled Egg 2 Nos.

*Rose Milk/Milk/Coffee/Tea- 150 ml*This menu is a tentative one and it is subjected to changes
with authorization of Mess Committee and Administration.
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 Annexure-5

Brand specified for Cooking Items

Salt- Tata, Annapurna

Ketchup- Ohms, Kissan, Heinz
Oil- Fortune, Saffola, Sundrop
Pickle- Aachi, Ruchi, 777
Atta- Aashirvad, Pilsbury
Rose Milk Essence- Guruji
Pappad- Popular, Arul, Dots
Butter- Amul, Aavin
Jam- Ohms, Kissan
Ghee- Udhayakrishna, Amul, GRB, Aachi, Aavin
Milk- Aavin, Aarokya in case of packeted milk is procured
Paneer- Milky Mist, Amul
Tea- Tata, AVT, Nestea, Brookbond
Coffee- Nescafe, Tata, Bru
Ice Cream- Amul, Arun
Soya Sauce- Ohms
Handwash- Lifebuoy, Dettol
All Powders (Chilly, Chicken, Sambar etc.) -Aachi, Sakthi, Everest, MTR, MDF,
Annapurna
*If any other similar brand is used, this may be done only with the permission of the
Mess Committee

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