REQUEST FOR PROPOSAL (RFP)

for

RUNNING THE CANTEEN AT IMG

INSTITUTE OF MANAGEMENT IN GOVERNMENT THIRUVANANTHAPURAM

TABLE OF CONTENTS General Notice Instructions for bidders Eligibility criteria Schedule of submitting proposal Purchase of RFP document Packaging and identification First Cover General and Technical Bid Second Cover Commercial Bid Common cover Clarifications on RFP document Amendment to RFP document Proposal format Part I : General and Technical Bid Part II : Commercial bid Vender Selection Evaluation of Commercial Bid Negotiation with Successful Bidder Disqualifications General Conditions of the Contract Payment Schedule Suspension Signing of Contract Performance Bank Guarantee (PBG) Liquidated damage Qualifying Information Scope of the work Items provided by IMG Allotment of Trainees Timing 4 5 5 5 5 6 6 6 6 6 6 7 7 7 7 8 8 9 9 9 9 9 9 9 10 10 13 13 14

1. 1.1 1.2 1.3 1.4 1.4.1 1.4.2 1.4.3 1.5 1.6 1.7 1.8 1.9 2 2.1 2.2 2.3 3 3.1 3.2 3.3 3.4 3.5 4 4.1 4.2 4.3 4.3.1

4 .3.2. Nature of Service in the Dining Halls 4.3.2a Non AC Dining Hall at ETC and Non AC Dining Hall at Old Block 4.3.2b AC Dining room at New ETC

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4.3.3 4.4 4.5 4.6 5 6 6.1 6.2 6.3 6.4

Health and Hygiene Disputes Special Conditions Security Deposit Contractual Terms & Conditions Formats for Information Required from Bidders Form I Covering Letter Form II Applicant Information Form Form III Format for Technical Proposal Form IV : Commercial Bid Format

15 17 17 18 19 20 21 22 23 29

General Notice Institute of Management in Government (IMG) the Apex Training Institute for the state of Kerala, for imparting training, invites sealed RFPs with detailed proposals from interested applicants to run their canteen for providing food and refreshments for a period of one year starting from the date of finalisation of the successful bidder.

Interested applicants are invited to submit their proposal (technical bid) with commercial bid on or before 18.12.09 at 3 PM on the address mentioned below. Interested organisations can contact IMG for a detailed scope of work and the facilities available at the below mentioned contact details. Documents may be obtained from the O/o the Director, IMG on cash payment of Rs.5300/- + 12.5% VAT on all working day during office hours. The amount so paid is not refundable. Those bidders who have not paid for RFP document have to procure a Demand Draft from nationalised bank in favour of Director, IMG, Thiruvananthapuram for the cost of RFP document and include it in the RFP as a separate cover as first document. RFPs of those bidders who have not paid their RFP cost will not be entertained.

The successful bidder will be required to sign an agreement in a form approved by IMG for the finalisation of the contract. But the written aspects of the RFP by the owner will be binding agreement between the Institute and the bidder, whether such contract is not subsequently entered into. Interested organizations can contact IMG for a detailed scope of work, guidelines for submitting the proposals at the below mentioned contact details. Administration Division, O/o the Director, IMG Phone Number : 0471-2304229 (O) Fax No. E-Mail Website : 0471-2302391 (Fax) : imgtvpm@hotmail.com : www.img.kerala.gov.in

1. Instructions for bidders

1.1 Eligibility criteria : 1.1.1 The bidder should be a registered company under the companys Act 1956 or under partnership Act/proprietorship act for catering work. The vendor should have minimum of 5 years experience in running an institutional canteen of which 2 years of service should be in an academic/training/research institutions. The firm should have at least one member/employee who have degree or diploma in catering technology/hotel management. The firm should have at least an annual turnover of Rs.40 lakhs for the last 2 years.

1.1.2

1.1.3

1.1.4

1.2 Schedule of processing proposal

Sl. Event No
1. 2. 3. 4. 5. Date for opening of eligible technical bid Evaluation of bids by the Committee Pre-qualification of bidders Opening of commercial bids Commissioning of selected bid

Date

Time

Venue

18.12.09 23.12.09 23.12.09 24.12.09 30.12.09

3.30 pm 3.30 pm 4.30 pm 3.30 pm 3.30 pm

IMG, Tvpm IMG, Tvpm IMG, Tvpm IMG, Tvpm IMG, Canteen

1.3.Purchase of RFP document : The document can be obtained from the O/o the Director, IMG on cash payment of Rs.5300 + 12.5% VAT on all working days during office hours. The amount so paid is not refundable. The RFP of those bidders who have not paid RFP cost would not be entertained. All proposals shall be addressed and submitted to Director, IMG, Vikas Bhavan P.O, Thiruvananthapuram. Applicants are not permitted to modify, substitute or withdraw the proposal after submission.

Those bidders who have not paid for RFP document cost have to procure a Demand Draft from nationalised bank in favour of Director, IMG, Thiruvananthapuram for the cost of RFP document and include it in the RFP as a separate cover as first document. RFPs of those bidders who have not paid their RFP cost will not be entertained. 1.4 Packaging and identification: Each proposal submitted by the bidder shall have 2 parts. 1.4.1 First Cover - General and Technical bid :The bid shall contain all documents mentioned in the eligibility criteria for selection along with an EMD for Rs. 87,500/- in the form of demand draft drawn in favour of Director, IMG payable at Thiruvananthapuram along with Technical proposal. The bidder shall submit Technical proposal with EMD in one envelope sealed and labelled "General and Technical bid for IMG Canteen" 1.4.2 Second Cover - Commercial Bid : This bid shall contain commercial bid in the form as mentioned in Form No. IV. Bidder shall submit the bid in another envelope. The envelope should be sealed and labelled Commercial bid for running IMG Canteen". 1.4..3. Common Cover : Both covers shall be enclosed in a sealed common cover labelled Bid for running canteen for IMG.

The bidder shall bear all cost associated with preparation and submission of bids and presentation of the proposal if bid is technically qualified. The RFP document is not transferable. Only the party who has purchased this RFP document shall be entitled to submit their quote and proposals. 1.5 Clarifications on RFP document: IMG shall make best efforts to respond to any clarification on RFP document. Such requests can be made in writing. Amendment to RFP document : At any time before the bid time for submission of bids IMG may have any reason whether it is own initiative or in respect to a clarification required by a prospective bidder modify the RFP document by amending, modifying and or supplementing the same. All prospective bidders who have received this RFP document shall be made notified of any amendments in writing or by e-mail and/or post and all such amendments shall be binding on them without any further Act or deed on IMGs part. In

1.6.

the event of any amendment IMG reserves the right to extent the date for submission of the RFP document to allow prospective bidders reasonable time in which to take the amendment into account while preparing the RFP documents. 1.7 Proposal format : The bidder is expected to examine all the instructions, guidelines, terms and conditions and formats in RFP. Failure to furnish all the necessary information as required by the RFP or on submission of a proposal not substantially responsive to all the aspects of RFP shall be at bidders own risk and may be liable for rejection.

The proposal as mentioned shall be submitted in 2 parts. Each part shall include the following information. 1.8 Part I : General and Technical bid : This bid shall contain the following documents. a. Form I - Covering letter b. Form II & III along with documents to prove eligibility criteria c. The procedure by which you intend to do the work of running the canteen (Technical bid). 1.9. Part II : Commercial bid : Applicant shall clearly mention unit rates and total amount if applicable for each item. Any discrepancy between words and figures noted against each item of RFP document and between unit rates and total amount, the decision of IMG will be final and binding on the proposals. Total of each item and grand total, if any shall be clearly written. Clerical and arithmetical mistake may result in rejection of RFPs. The rates quoted by the bidder shall be fixed and no variation will be allowed under any circumstances during the entire period of the project. No open bid shall be entertained and the same is liable to be rejected straight away. Price quoted shall be inclusive of all taxes. All prices should be quoted in Indian rupees.

2.

Vender selection : All evaluation will be carried by IMG approved evaluation committee. The evaluation committee will prepare a list of firms based on the compliance to all the terms and conditions of the RFP document. The applicants who do not confirm to the RFP document conditions and proposal from firms without adequate capabilities as per RFP document requirement shall be straight away rejected (without specific reason.). All

eligible applicants will be considered for further evaluation. The decision of IMG will be final in this regard. Depending on the evaluation criteria mentioned below, each technical bid will be assigned a technical score out of a maximum of 90 points and 10 points for the financial bid. The bidder who get technical score of more than 50 will qualify for the evaluation of commercial bid. Weightage assigned during technical evaluation shall be as follows :

Experience of bidder in running canteen for Govt. owned academic Institutions Evaluation of proposal for running the canteen - 25% - 25%

Onsite facility evaluation - 20% Catering competence as evidenced by technically qualified and experienced personnel - 15% Any other the committee feel appropriate - 5% 2.1. Evaluation of Commercial bid : All prices shall be inclusive of taxes. Total value of the price shall be arrived at based on the total value quoted under each cateogory other than STP and the proportion of the gross value derived from each category (NLP, GOI and OSP) of programme. For this purpose the proportion is as follows : STP - Standard and fixed NLP - 0.04 GoI - 0.025 OSP - 0.025 Individual items - only indicative 2.2. Negotiation with successful bidder : IMG reserves the right to negotiate with the successful bidder. Successful bidder may be called for negotiation for improvement of terms and references, scope of work and commercial terms

2.3. Disqualifications : IMG in its sole discretion and at any time may disqualify any vender from the bid process if the applicant is found to have record of poor performance such as abandoning work, not properly completing contact, inordinately delaying in completion, being involved in litigation or financial failures. 3. General Conditions of the Contract

3.1. Payment schedule : Payment will be made on completion of training programme, and within two weeks from the submission of bill approved by facilitator/Departmental Co-ordinator

3.2. Suspension : IMG may by written notice suspend all payments to the vender hereunder if he fails to perform any of his obligations under this contract including the carrying out of the service provided. Such notice of suspension shall specify the nature of failure and shall request the vendor to remedy such failure within a period not exceeding 30 days after the receipt of such notice. 3.3. Signing of Contract : On acceptance of the bid the qualified bidder and IMG shall promptly and in no event later than 7 days from the date of acknowledgement of the letter of acceptance, sign the contract. This shall be subject to the furnishing of performance bank guarantee.

3.4. Performance Bank Guarantee (PBG): A Performance Bank Guarantee (PBG) amounting to Rs.3.5 lakhs has to be furnished by the successful bidder within 2 weeks of entrustment of assignment. This amount is reduceable to the extent of EMD by the bidder. The PBG format shall be communicated to the successful bidder, at the time of entrustment of the assignment by IMG. The PBG is required to protect IMG against the risk of selected vendors conduct, which would warrant the PBGs forfeiture. Upon furnishing of the Performance Guarantee by the successful bidder, IMG shall notify the other Bidders that their Bids have been unsuccessful and shall discharge the EMD to unsuccessful Bidders.

3.5.

Liquidated damage : In the event of delay in starting the canteen, irregular conduct/ furnishing all deliverables, the bidder shall be liable for a penalty at the rate of 2%

of the contract value due for that week and up to a maximum of 10% depending on the nature of the irregularity and after which IMG shall be at liberty to cancel the award. For this purpose, part of a week shall be considered as a full week.

4. Qualifying Information Sl.No Details requested by IMG 1. 2. 3. Status of ownership of the firm (whether proprietary partnership or company) Statutory Registration No. of Manpower (Qualified skilled and unskilled) with experience available with the firm as on date as per the muster roll Annual turnover of the firm for the last 5 years No. of years of experience in similar contract execution (clientele details to be provided) Documents/Details furnished

4. 5.

4.1 Scope of the work Institute of Management in Government (IMG), an autonomous body constituted by the Government of Kerala and designated as the Apex Training Institute for the state of Kerala, is entrusted with the responsibility of training the government officials. Hospitality of trainees form part of our responsibility and IMG has the obligation to provide Breakfast, Lunch and Dinner (as the case may be) for its trainee population

IMG main campus, Vikas Bhavan, Thiruvananthapuram has 80 employees and more than 250 trainees using the canteen on an average. IMG has setup a modern canteen with modern kitchen, kitchen equipments and amities to cater to the needs of its staff and trainees at the ETC and a kitchen at Barton Hill to cater to the need of the trainees staying at Hostel. The kitchen at ETC has to cater to the needs of following 5 dining facilities. a. Common a/c dining hall with a seating capacity of 80 for staff and trainees of STP & OTH (in new ETC).

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b. Common non A/C dining hall with seating capacity of 110 for staff & trainees of STP & OTH (in the old block). c. AC dining hall for externally funded/ GOI programmes with 80 seating capacity (in new ETC). d. VIP AC dining room for VIPs and guests (in new ETC). e.

Two mini dining hall adjacent to dining hall at Old Block exclusively ear marked for the staff and faculty.

f. A dining facility at the hostel to serve breakfast and dinner for trainees staying in the hostel (At hostel at Baton Hill).

In the hostel, adjacent to the dining hall, there is a kitchen space where the caterer will have to cook bed-tea breakfast and dinner to the inmates for which gas cylinders will be made available along with kitchen utensils. As and when required special dinner will have to be arranged in the IMG premises, quadrangle, etc. as instructed by IMG for which negotiated prize will prevail. The caterer will have to serve food in all the 5 dining halls. Requirement of quantity of food and quality of service vary from programme to programme. Irrespective of the programme, standard breakfast and dinner is to be provided in the dining hall in the Hostel at Barton Hill. For special programme as per the requirement of IMG, the caterer has to provide high tea, high quality breakfast/ dinner as per the mutually agreed rate.

IMG has the mandate for rolling out nearly 2000 training programmes per year under 5 categories of which 600 are conducted in Head quarters itself and this proposal is for catering to the needs of the same. The categories of program are 1. State Training Policy (STP) - Programmes coming under State Training Policy 2004 92% programmes are under this category.

2. National Level Programmes (NLP) National Level Programmes with instate

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participants nearly 3-5% 3. Government Of India Sponsored Programme(GOI/DoPT sponsored TDPs) Nearly 23% programmes with outside state participants 4. Other Sponsored Programmes (OSP) Nearly 2-3% programmes funned by external agency. 5. Others (OTH) other training programmes run by IMG using our fund. Infrastructural establishment facilities like space, furniture, utensils, crockery, various storage facilities will be provided to the caterers by IMG. The caterer's main liability will be on material cost and labour cost. Contractor may please note that around 75 breakfasts, 300-400 lunches and 75 dinner are to be served on an average per day.

For the state training policy programme the contractor have to abide by a standard rate as approved by Government and serve Kerala style veg./nonveg. menu. This rate will be subject to change as per Govt. policy. This is applicable for STP training programme only. The contractor has to provide specific menu with rate as per the requirement except for the STP programmes (option rests with bidder).

National Level Programme with participants - Kerala style special meals will from inside State have to be provided with additional items Sponsored National Level Programmes (GOI) - 3 star menu with outside State participants Other special programmes which is paid by external agencies with its rate depending on the funding pattern. - 2 star to 3 star menu OTH - same as STP menu

Appraisal of Quality Quality of food and service will be evaluated from the course-end evaluation proforma filled by the participants .

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4.2 Items provided by IMG

One full fledged kitchen, kitchen space at hostel and six dining areas Space - 80 seats each in A/C dining, 100 seats non AC dining at old block, and 8 VIP dining room. Electricity

Furniture
Food lines Water Kitchen equipments such as boilers, steamers Plates, Glasses, Spoons, cutlery, crockery and utensils Exhaust fans Fly removers/Pesto flash Refrigerator Cold storage

Liquid soap dispenser (liquid soap to be provided by caterer) Tissue paper holder (tissue paper to be supplied by caterer)

4.3 Allotment of Trainees There will be a permanent mechanism for allotment of STP trainees to the 2 Dining Halls. In the ETC AC Dining Hall where there is a seating capacity for 80 participants trainees from Lecture Halls 4, 5, 7 and Computer Lab 2 and staff members shall be provided lunch and two mid session tea snacks, etc. a. Dining room at old block - Seating for 110 participants. Here Trainees from LH 3, 6, 8 and Computer Labs 1, 3 & 4.

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b. Dining for Staff Adjacent to the dining hall at old block, a separate portion is earmarked for staff with a seating capacity of 25. Here, lunch is to be provided from 1.00 pm to 1.45 pm for which the caterer can decide whether they should serve themselves from the food line in the Old Block dining hall or else they should provide separate bowl with food inside the dining area. Staff members are eligible for a subsidy for which they will be producing the coupon issued by the Institute for different servings. Based on the coupon given back to the office the total cost will be reimbursed by the Institute. Tea + snacks during mid Forenoon and mid Afternoon have to be served at their seats based on availability of the staff at site.

4.3.1. Timing :
Since we are expecting not less than 250 300 trainees per day the
trainees lunch time will be in a staggered manner. 3 shifts timing ranging from 12:45, 1 and 1.15 should be sticked on to. Course Secretaries of courses concerned may arrange the same with the caterer. Any change in timing will be intimated sufficiently early. 4.3.2. Nature of Service in the Dining Halls 4.3.2a. AC dining hall II at ETC and Non AC dining hall at old block.

When combined, 190 lunch have to be served at a time in both the halls. Courteous and polite behavior of serving staff and clean environment is to be ensured by the caterer. All curries except the special items (non-veg and curd) should be served again on demand. The table once used, should immediately be cleaned. Mid session tea and snacks can be provided in the same place.

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4.3.2b. AC Dining room I at New ETC

This is earmarked exclusively for GOI sponsored programme, Other Sponsored Programmes, and Trainer Development Programmes with national participants (ie. Trainees attending classes in ETC training halls, new seminar hall, old seminar hall and lecture hall II of old block). Here also mid session tea and snacks can be provided in the dining room. But, when there is a seminar, or on demand by Course Director/faculty, tea, snacks, etc. should be provided near the Seminar Hall/ Class room (this will be intimated to the caterers in advance. Here, IMG will be providing tables and chairs, one food line, a trolley for removing waste and good quality tablemats. The vendor should provide frilled skirting to the table, soup/ fruit juice should be served in the seat. Polite and courteous manner of serving should be ensured.

4.3.2.c. It is the responsibility of the caterer to see that participants allotted to specific dinning halls only dine from that facility. Any guest or accompanying person other than participants should dine only with the permission of concerned Course Director for which he / she will make arrangements for payment of the same to the contractor.

4.3.3 Health and hygiene

4.3.3.1 IMG would like to have the workers medically certified from approved Registered Medical Practitioner recognized by Indian Medical Council, to be free from communicable and contageous diseases in addition to general fitness. 4.3.3.2 On the basis of medical examination, IMG will provide canteen staff with identity cards. Only those with IDs will be permitted to enter IMG premises. 4.3.3.3. The Contractor will be responsible for the cleanliness and proper maintenance of crockery, cutlery, cooking utensils, furniture, fixtures etc. including that of kitchen & canteen halls.

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4.3.3.4.(a) A very high standard of hygiene must be maintained in all respect. Quick, day-to-day disposal of waste material and refuge shall be maintained. Failure in quick disposal of waste will make the Contractor liable to pay fine, which may extend upto Rs. 100/- per such occurrence when reported by the Caretaker or any other IMG authority for the 1st two occurrences and there after Rs.250/- per occurrence. IMG reserves its right to take samples of all stores including edibles/raw materials both perishable and non-perishable from the canteen for the purpose of Inspection & Investigation and get the same tested in laboratory with a view to maintain the requisite standard of quality. Any irregularity or providing sub standard items will lead to penalty including criminal prosecution. 4.3.3.4(b)

Cleaning of the dining spaces (at ETC and hostel) and 3 wash areas (ETC, Hostel and Old Block) are the mandate of the caterer. As and when a table is used and left, it should be cleaned. Wash area should be cleaned once in every 30 minutes when in use in order to avoid chocking of waste. In case of chocking there should be facilities including manpower for rectifying it with in one hour. The caterer has to empty the waste bins kept at the wash areas for disposal of tissue papers. When the dining room is in use for lunch/ dinner, basket should be emptied twice. Good quality cleaning detergent should be used for cleaning washbasins and floor of dining area and kitchen.
Canteen staff should have Uniform as a part of ensuring cleanliness. Polite and respectable manner should be maintained by all employees engaged by the bidder and as specified by IMG from time to time.

4.3.3.5.

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4.4. Disputes : Every dispute, differences or question which may at any time arise between the parties here to or any person claiming under them, touching or arising out of or in respect of this agreement, or subject matter shall be referred to the Director, IMG whose decision shall be final and binding on all concerned.

4.5. Special Conditions: 4.5.1. The canteen shall be working for catering services during office hours on all working days. The canteen will also function on Saturdays and remain closed on SUNDAYS and other holidays unless specifically desired otherwise by IMG. In case, the canteen is to be opened either on Sundays and Holidays or is to be kept open beyond office hours, IMG has the option to direct specifically to do so to the contractor based on the requirements of conducting programmes.

4.5.2.a. IMG will periodically inspect functioning of canteen in all respect, with a view to ensure hygiene and efficient services as well as in regards to fulfillment of terms and conditions of this contract. Any, instructions issued by the Inspecting Authority should be complied immediately and compliance report be submitted to the IMG authorities. In case of repeated failures or serious lacuna noticed on account of the contractor, right to impose fine which may extend to count at one time for such lapses which should be paid immediately by the contractor (as on 4.3.3.4). Not supplying timely food/ low quality/rotten food etc. may reduce bill for such serving from minimum 2 to maximum 10% of the bill for those programmes at that time based on the decision of the Programme Committee. In case of dispute, Director, IMG will take the final decision. On repeated instances IMG may score a termination notice wherein the Contractor may be liable for all the cost and damages for entrusting a new Contractor.

4.5.2.b The Course Directors will consolidate the course evaluation proforma and report the programme committee, the rating regarding the quality of food and serving, cleanliness of canteen and behaviour of staff of canteen. Irrespective of the rating of the participants, IMG may also device mechanisms for getting direct feedback from

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the participants about the quality, quantity and nature of service as and when required. Any complaint/dissatisfaction will be immediately brought to the notice of the bidder. Repeated failure (2 instances) may reduce the bill from minimum 2 to maximum 10% of the bill for those programmes at that time based on the decision of the Programme Committee. 4.5.3. The contractor will ensure that hazardous or inflammable item or any other intoxicating materials are not stored in the canteen and its premises. 4.5.4. The contractor/licensee shall not sub-let the contract to anybody. He shall not use the space provided for stocking or keeping goods/articles other than those needed for use in the canteen nor shall he do any structural additions & alterations to the premises without written sanction of the IMG management. The Licensee shall not stock or sell any spirituous Liquors or any other intoxicants within the said premises.

4.6.

Security Deposit The Licensee shall be responsible for all damages or losses to IMG property made either by the licensee or his staff/worker and shall be liable to make good any such loss or damages immediately failing which the IMG will recover the same from the Security Deposit and/or from his dues and intimate the contractor to re-imburse the Security Deposit immediately.

4.6.1. The contractor shall display at a conspicuous place in canteen, the list of items to be served for each meal in the dining space. 4.6.2. The contractor shall keep a complaint book duly numbered and get the round seal of IMG affixed on each page to lodge the complaint/suggestion, if any in regards to the services of the canteen. The IMG authorities may inspect the complaint book from time to time and issue instructions to rectify to contractor who will have to submit his compliance report to IMG authorities.

4.6.3. Whenever a complaint or suggestion is lodged in the said complaint book, the contractor will send the copy of the same along with his compliance on it. Serious 18

complaints may be viewed seriously and fine upto Rs.250/- per count can be imposed by the IMG authorities which should be paid immediately, failing which IMG shall be entitled to recover any losses, expenses or fines imposed etc. from the dues of the contractor or from the Security Deposit and the Contractor will have to reimburse short-fall Security Deposit due to recovery, immediately.

4.6.4. The Bidder/Contractor must fulfill all the conditions mentioned above failing which, the offer will be rejected summarily and the bidder will have no right to question the same in any way.

5.

Contractual Terms & Conditions

5.1

Canteen will be managed by a Committee including the officials and staff of IMG.

5.2 The contractor shall comply with all the provisions as required under the appropriate acts of Government and also statutory requirements as applicable. 5.3. The contract will be initially for a period of 12 Months commencing from the date of award of contract. IMG reserves the right to extend the duration of contract for further period of a maximum of 12 months at a time on mutually agreed terms and conditions if the service of the contractor is found efficient. a. Income Tax at source as applicable will be recovered from the Running Account Bills.

b.

The tentative menu is as listed in the commercial bid. Considering all the items provided by IMG as mentioned, the contractor should provide us more economical rates for our consideration and the rates are negotiable if IMG feels so. Also the contractor has to include any other item/s which IMG suggests to be included in the menu at a mutually agreed basis.

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FORMATS FOR INFORMATION REQUIRED FROM BIDDERS

6.1

Form I Covering Letter

Form I Covering Letter To Proposal No: We, the undersigned, wish to apply for the above referred project and declare the following:

1. We have read the provisions of bid and confirm that these are acceptable to us. 2. Having examining the proposal document, the receipt of which is hereby acknowledged, we the undersigned offer to take canteen contract mentioned in Scope of Work in full conformity with the mentioned terms of reference as per proposal document. 3. We undertake, if bid is accepted, to commence work on this contract of the canteen in accordance with ties scope of work. 4. If our bid is accepted, we undertake to provide a Performance Bank Guarantee in the form and amounts within the timelines specified in the Proposal. 5. We agree to abide by this bid, consists of this letter, the Price Schedules, the Bid Security, the duly notarized written power of attorney, and Attachments [specify : the number of attachments] to this proposal, for a period of bid validity from the data fixed for submission of bids as stipulated in the Proposal, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period.

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6. Until the formal final contract is prepared and executed between us, this bid, together with your written acceptance of the bid and your notification of award, shall constitute a binding contract between us.

Dated .

Authorized Signatory (in full and initials):

Name and title of signatory :

Duly authorized to sign this Proposal for and on behalf of

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6.2. FORM II APPLICANT INFORMATION FORM

Form II

General Information Form

Date..

Sl.No Particulars Details of Primary Applicant 1 2 3. 4. 5. 6. 7. 8. 9. 10. 11 12. 13 14 Name Address Telephone E-mail Fax Website

Details to be furnished

Details of Authoriszed Personnel of Primary Applicant Name Address Telephone E-mail Information about the agency Status of Company (Public, Private partnership) Registration details DateRef No.Details of staff Locations and address

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6.3

Form III

Format for Technical Proposal

The canteen is having an area of 1000 sq.ft and infrastructure for cooking, boiling, cold storage etc. In order to ensure quality of service by the caterers, the following details desired by IMG may be furnished in the format given below.

1.

Your interest in taking up the running of IMG canteen

2. How are you planning to run the canteen in terms of the following items. A. Support to manage routine day to day working.

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B. Making available expertise in varied types of ( Kerala, South Indian, North Indian, Continental, Chineese etc.) cooking expertise

C. How are you arranging the manpower required for routine functioning of canteen. (please also specify the age group of people, educational background, health statues, etc.)

D.

How are you arranging the serving of materials during different menu services? Breakfast

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Mid session tea

Lunch

Dinner

E.

Also specify how different dishes like curries, pickles etc. are served and the method of repeat serving

F.

How will you undertake the cleaning activities of the following? Please give the materials /process used and frequency also.

1. Kitchen

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2. Kitchen Utensils

3. Floor

4. Dining area

Tables/Chairs

Floor

Counter

Wash basins

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Sink

G. How are you planning to dispose different waste coming out of kitchen a. Kitchen waste

b. Dining waste

H.

Give an account of the procuring method you would like to follow for the following items.

1. Fuel for Kitchen

2. Non Perishable Item such as coffee, tea, Groceries)

3. Perishable items

Sl.No Item 1. Fruits 2. Fish

Mode of procurement

Periodically

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3. Meat 4. Egg 5. Flour rice, wheat, maida etc.

I. General cleanliness and health standards. Please explain the method by which you will be able to provide a feeling of cleanliness among the people who come for dining.

Also describe the procedure for periodical health check-up of all the personnel employed in the canteen.

There is a requirement that the canteen staff should have proper uniform with apron, cap, gloves etc. The bidder have to give details regarding periodicity of cleaning/washing of uniforms.

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6.4

FORM IV - COMMERCIAL BID FORMAT

Form IV Commercial Bid Format

To, The Director Institute of Management in Government Vikas Bhavan P.O Thiruvananthapuram, Kerala

Proposal No: . We, the undersigned, wish to apply for the above referred project and bid at following price/cost:

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COMMERCIAL BID FORMAT Sl No Catering Item Rate/ Plate/ Rate/ Plate/Cup Cup(inclusive (inclusive of all of all taxes & taxes & service charges) (Rs.) for service programmers charges) (Rs.)permissibl quoted by bidder e as per STP guidelines/ OTH 1 and 2 Rs 25/-* Rate/PlateCup (inclusive of all taxes & service charges) (Rs) as quoted by bidder Type of programme NLP (State participants) GOI (Naion al participants) OSP (Externally funded)

Morning bed:

(a) Tea (b) Coffee (c) Milk 2 Breakfast 2.1 Eddli+ sambar+ chutney+ tea/coffee+ plantain

or

Dosha+ sambar+ chutney+ tea/coffee+ plantain

or
Puttu+papad+kadala curry+Plantain/steamed banana +tea/coffee

or

Puri/Chapatti+Veg Kuruma+tea/coffee 2.2 1+2+bread/butter/jam+egg (boiled/omelet/bulls eye)+fresh juice ** 2.3 2.2 with table arrangement and egg(boiled/omelet/bulls eye) at the choice of the person

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3 Mid session tea 3.1 Tea/coffee 3.2 Mid session tea+2 cream biscuts

(inclusive in the rate for item 4)

3.3 biscuits/cake + tea bag, hot water, coffee sachet, sugar cubes and lime pieces 4 Lunch 4.1 Rice one plate+pickle+ Rs 50 /thoran+aviyal+sambar +rasam+parippucurry+ (inclusive of 3.1 pulisseri/buttermilk+papad+ and5.1) sweet+fish fry/curry/chicken curry/fry/curd+payasamOR Chicken/mutton/fish/veg Biryani+pickle+raitha +veg curry/nonveg curry+desert 4.2 Rice one plate+pickle+ Green salad+thoran+aviyal+sambar +rasam+parippucurry+pulisse ri/buttermilk+papad+ sweet+fish fry/curry+chicken curry/fry/curd+ navarathna khorma/gobi manchriyan +burfy/ice cream/gulabjamun/rasgula OR Chicken/mutton/veg Biryani+raitha+buttor chicken/Kerala Chicken/Mutton curry+ navarathna khorma/gobi manchriyan +burfy/ice cream/gulabjamun/rasgula 4.3 Chapathi /roti/nan+dal fry/dal makhani +Rice one plate+pickle+ raitha+ thoran+aviyal+sambar

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+rasam+parippucurry+pulisse ri/buttermilk+papad+ sweet+fish fry/curry+chicken curry/fry/curd+navarathna khorma/gobi manchriyan+burfy/ice cream/gulabjamun/rasgula 4.4 Veg and non veg soup+Chapathi /roti/nan+dal fry/dal makhani +Rice one plate+pickle+ raitha+thoran+aviyal+sambar +rasam+parippucurry+ pulisseri/buttermilk+papad+ sweet+fish fry/curry+chicken curry/fry/curd+navarathna khorma/gobi manchriyan+burfy/ice cream/custard/pudding/gulab jamun/rasgula OR Veg and non veg soup+Chapathi /roti/nan+dal fry/dal makhani/bindi masala+veg and Non veg Biryani/fried rice+Chicken/mutton curry+fruit salad 5 Evening snacks (included in Included in the rate for item 4) rate for item 4 5.1 1. Biscut***/vada/banana fry/Veg.bonda + Tea/ coffee 5.2 .Biscuits /vada/banana fry /Veg.bonda+ vegcutlet / veg samosa/veg puffs/cake/Coffee/Tea 5.3 Biscut**** /vada/banana fry /Veg.bonda+ vegcutlet / veg samosa/veg puffs/cake/Coffee Sascet+tea bag+hotwater+sugar cubes+lime slice

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6 DINNER 6.1 Rice one plate+pickle+ Rs 25/thoran+aviyal+sambar +rasam+parippucurry+pulisse ri/buttermilk+papad+ fish OR Chappatti+kuruma+plantain OR Idiyappam+stew+ desert 6.2 6.1 +Special non veg fry or curry/Veg khorma or tomato fry+fresh fruit(pineapple/mixed fruit) 6.3 6.1+2 Chapatti +special nonveg fry or curry/Veg khorma or tomato fry+fresh fruit(pineapple/mixed fruit) 6.4 6.1 +Soup Veg+2 chapatti +special nonveg fry or curry/Veg khorma or tomato fry+fresh fruit(pineapple/mixed fruit) 7

Other items/spl Items

7.1 SWEETS/ICE CREAM One Piece Burfi - 60 grams One piece Gulab Jamun - 60 grams One Piece Rusgulla - 60 grams Ice-Cream (Any brand and weight) 7.2 Soups Cream of chicken Cream of tomato

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Sweet corn chicken Chicken Kabab (2 Nos.) Clear mutton soup 7.3 Non Veg items Chicken / Mutton Masala Curry / Plate with 6 pieces (200 g.) Chicken Chettinad Chicken Kabab (2 Nos.) Chicken fry Chicken 65 Fish Tikka Fish Curry Egg Curry (2 Nos. of egg) Mushroom China Masala Mushroom Curry 7.4 High Tea for Meeting / Conferences: Sandwich 1 piece/toast butter jam + Cake / Sweet + Cashew+ Coffee / Tea / Milk

*you may quote a higher rate below if the rate for STP is not affordable by
your firm. Whether to consider it or not will be solely decided by IMG

** Fruit juice should be served at the seat. Table de Hotel setting (Full
Silver Service) ***of standard brand such as Britannia, Parle, Good day etc. ****tea and snacks to be served at the site of the class.

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