HALL

MANAGEMENT AND ADMINISTRATION

CENTRE

INDIAN INSTITUTE OF ENGINEERING SCIENCE AND TECHNOLOGY,

SHIBPUR

TENDER DOCUMENT

(Number HMAC-20161021-01)

for

SELECTION OF AGENCY FOR PROVIDING CATERING SERVICES IN HOSTEL-13, A-

39, DOWNING AND Lt. WILLIAMS HALL OF RESIDENCE OF THE INSTITUTE

Chairman, HMAC
Indian Institute of Engineering Science and Technology, Shibpur

1
 INDEX

NO. DESCRIPTION PAGE

1. Tender Notice 3

2. Important information 4

3. Section I- Brief description of the scope of works 5

4. Section II- General condition of the contracts 8

5. Section III- Information and instruction to applicants 14

6. Section IV- Pre-qualification and technical information 17

7. Section V- Basic Menu 20

8. Section VI- Items and Rates of Add-on menu 21

9. Section VII-Forms 25

2
HALL MANAGEMENT AND ADMINISTRATION CENTRE
INDIAN INSTITUTE OF ENGINEERING SCIENCE AND TECHNOLOGY, SHIBPUR

NO. HMAC-20161021-01 DATE: 21 October 2016

TENDER NOTICE

The Hall Management and Administration Centre (HMAC), Indian Institute of Engineering,
Science and Technology (IIEST), Shibpur invites applications in the prescribed format from
reputed restaurants owners and mess catering agencies having relevant experience in running
canteens, hostels, messes, restaurants and mass catering services etc., for providing dining
services to the students of various Halls of Residence of the Institute. The applicant must fulfill
the minimum pre-qualification criteria.

The selected agency shall be empanelled initially for a period of one year, which can be
extended for another two more years on yearly basis based on satisfactory performance. During
this period, the work of providing catering services in different Halls of Residence shall be
awarded as per criteria mentioned separately.

Interested agencies can download the tender document from the institute website
(www.iiests.ac.in). The cost of Tender Rs. 1000/- and Earnest Money Deposit (EMD) Rs.
5,000/- should be submitted along with relevant documents for pre-qualification. The last date
of submission of tender is 04 November 2016 up to 15:00 h. The Chairman, HMAC reserves
the right to accept or reject any tender or part thereof without assigning any reason whatsoever.

3
INFORMATION SHEET

Tender Number HMAC-250816-01

Date 21 October 2016

Cost of tender documents INR 1000/-

Earnest Money Deposit INR 5000/-

Last Date of Submission of Tender 04 November 2016 till 15:00 h

Opening of Tender 04 September 2016 at 15:30 h

Contact Person and Address Chairman, HMAC,

Office of Dean (Students’ Affairs)

Sixth floor, Science and Technology

Building, IIEST Shibpur, Howrah-711103

Contact Phone Number(s) (Extn-276/475) M:9433524339

E-mail Address deanstd@iiests.ac.in

Website http://www.iiests.ac.in/

SECTION I

BRIEF DESCRIPTION OF THE SCOPE OF WORKS

1. The Institute is presently having sixteen (16) Halls of Residence for students. In the current
session, catering services of Hostel-13, A-39, Downing, and Lt. Williams Hall of
Residence will be outsourced with student strength of around 300.

2. The agency providing catering service in the hostel and Hall of Residence shall be required
to provide three meals per day, that is, breakfast, lunch and dinner. The Mess Committee of
the respective Hostel and Hall of Residence shall provide weekly menu within the meal
plan. Representative basic menu is mentioned in Section-V. In addition, the agency shall be
required to provide extra items at fixed rate mentioned in Section-VI against additional
payment, which are not covered under the Basic Menu.

3. The mess premises comprising cooking and dining facilities, furniture, food/raw material
containers, appliances, utensils, electricity and water shall be provided by the Institute.
However, raw materials, food articles, cooking fuel, cleaning/washing materials/tools and
man power shall be provided by the agency at its own cost. The service ability and the
repairing of the utensils, furniture and appliances shall be done and ensured by the agencies
at their own costs.

4. The contractor shall procure food articles of good quality in consultation with and to the
satisfaction of the Mess Committee of the respective Halls of Residence. The quality or
brand of some of the items is specified below:

Brand of some of the mess commodities to be used for the catering

Salt TATA/Annapurna for all purposes

Spices MDH/Everest/Sunrise/I. Shakti/Ashirwad

Ketchup Maggi/Kissan/wiekfield

Oil (Sunflower) Sundrop/Saffola/Fortune

Oil (Mustard) Dhara/Fortune/Ganesh/Ruchi

Pickle Priya/Mothers/Nilons

5
Atta Ashirwad /Annapurna/Ganesh

Instant Noodles Top Ramen/Yippee

Papad Madhuri/Lijjat

Butter Amul/Mother Diary/Britannia

Bread Modern/Britannia

Jam Kissan

Ghee Amul/Mother Dairy/Everyday

Milk Amul/Mother Dairy/Metro

Paneer and Curd Amul/Mother Dairy

Tea Brook Bond/Lipton/TATA (Gold)

Coffee Nescafe/Classic/BrookBond

5. The mess committee shall have the right to change any brand provided the cost does not
exceed the specified brand and in case if the brand is not available in the market.

6. The contractor shall ensure that sufficient man power is deployed for preparation and
service of each meal including cleaning, washing and overall upkeep of mess assets and
premises. The above workmen shall be placed at all times under exclusive supervision of
the contractor.

7. The service provider should submit the list of manpower engaged for the contract to the
Chairman, HMAC. Any changes of manpower should also be informed to the Chairman,
HMAC and effected only after receiving the chairman's written permission to do so. It is
also mandatory that the service provider keeps a complete record of background, origin and
contact information of workers utilized by him which should be producible upon request.

8. The mess shall normally function throughout the academic year. During the academic
session, the messes will not be allowed to be closed on any day, including holidays, for any
reasons whatsoever.

9. In case of sub-standard quality of food items, malpractice, adulteration, misconduct, lack of

hygiene or violation of any of the conditions of the contract, The Warden-in-Charge of the
Hostel and Hall shall be authorized to impose a fine on the agency subject to a maximum
penalty of 10 (ten) percent of the daily bill of the contractor for each day.

6
10. Breakfast, Lunch and Dinner are to be served as per the Menu agreed upon with the Hostel
and Hall Authority/Hall Management and Administration Centre.

11. The food cooked in the dining facility shall not be taken out to other places beyond the
respective hall premises.

12. No outsider should be allowed to take food in the hall unless otherwise permitted by the
hall mess committee authority.

13. When circumstances warrant, the Contractor shall be required to cater large number of
students at a very short notice.

The tentative mess timing:

Breakfast: 07:00 am to 09:00 am
Lunch: 12:00 am to 02.00 pm
Dinner: 08:30 pm to 10:30 pm

The hall authority shall have the power to reschedule the mess timing in consultation with
the Contractor. Late start of mess or inability to provide food before scheduled mess
closure time invites huge fine to the contractor.
14. Cleaning of utensils after dinner must be done on the same day.

15. Aprons, scrubs, gloves, uniforms and appropriate shoes/gumboots must be provided by the
contractor and he/she should be responsible for proper usage of it by the mess workers, if
proper safety guidelines are not followed by the contractor then heavy fine will be imposed
on the contractor.

16. Adequate water will be made available in the kitchen and dining hall for the purpose
cooking, drinking, and washing purposes.

17. The Contractor shall be responsible for arrangement of gas refills and their safety and
supply of milk etc. from his/her own source. Use of domestic gas cylinders is not permitted.

18. Cleaning/Washing of utensils and crockery items and keeping the mess premises neat,
clean, and hygienic are the responsibilities of the Contractor. The kitchen(s) are to be well
maintained. Hygiene, cleanliness and presentation of not only venue, but also the staff
should be given top most priority.

19. Maintenance of the Institute provided furniture and fixtures will be the responsibility of the
Contractor at their own cost.

20. The Hall Management and Administration Committee reserves the right to add, delete and
modify the terms and conditions at any point of time.

7
SECTION – II

GENERAL CONDITIONS OF THE CONTRACT

1. The tenderer submitting the tender would be deemed to have considered and accepted all the
terms and conditions of contract. No verbal or written enquiries will be entertained in respect
of acceptance or rejection of the tender.

2. Duration of Contract: The Empanelment shall be valid initially for one year and which
may be extended for a further period of two years on yearly basis on satisfactory
performance. During this process, the authority may change the service provider among the
Halls based on the recommendation of a performance review and evaluation committee.

3. Statutory Compliances: It will be the sole responsibility of the Contractor to abide by the
provisions of the acts i.e., Employment of Children Act, Workmen Compensation Act,
Employment of Labour/Contract Labour Act, Contract Labour Abolition & Regulation Act
1970, Minimum Wages as per Central Government, Employee Provident Fund Act and
Employee State Insurance Act, Bonus Act, and any other Act or Legislation brought from
time to time, which may govern the nature of the contract as may be applicable from time to
time as to the workers engaged by him/her for performance of this contract. The Contractor
shall comply with all requirements under central and local sale taxes laws and shall be
responsible for payment of all taxes and other statutory payments to the respective authorities
Any liability arising on the Halls of Residence/Hall Management and Administration Centre
shall be deducted from the bills of the Contractor first and if the full amount is not recovered
then the same will be recovered from the Security deposit of the Contractor. There would be
no liability towards the workers of the Contractor by the Hall Management and
Administration Centre, IIEST Shibpur.

4. Dress Code: The Service Provider should enforce the workers to wear shirt with the name
of the worker and logo of the company or the contractor.

5. Dining Facility: Dining facilities consisting of kitchen with all necessary vessels for
cooking and fully furnished dining halls with Water Coolers, Refrigerator, Freezer, Plates,
Cups, Tumblers, and spoons etc. for serving food will be provided to the available extent. The
Contractor must cook food in the kitchens and food shall be served in dining halls.
Prospective tenderer may inspect available facilities with prior appointment. However, hall
authority is not bound to provide all the required items as per demand of the contractor.

6. Mess Duty: The mess committee in the Halls of Residence shall have a system of Mess
Duty by the students. The students on Mess Duty will check the quality and quantity of the

8
 materials as would be used by the Contractor. The students on Mess Duty will also check
quality and quantity of food items and other services as would be distributed and/or rendered
by the Contractor concerned to the student boarders of the respective halls. The student on
Mess Duty will certify the quality of services of the Contractor which will be taken into
account before clearance of the monthly bill of the Contractor. A register will be maintained
by the Hall office for the purpose. The Hostel Council will intimate the name of the students
to be put on Mess Duty to the Contractor well in advance.

7. Mess Rebate:

Residents in the Halls of Residence who will be expecting to remain away from the hall for
any length of time but not less than three (03) consecutive days and not more than 15 days in
a continuous mode, will intimate the office in the hall at least one (01) days prior to their
leaving the hall. Any such application will have to be forwarded by the competent authority,
as the case may be and to be submitted to the hall office along with the Mess Card. Such
application will then be forwarded to the Contractor after having a record of the same in a
register. In such cases, a rebate of 100 % on the mess bill for the period of absence will be
awarded to the resident and pro rat deduction of the same will be made from the bill of the
Contractor.

8. Rent:

During the period of contract, the Contractor shall have to pay a rental @ INR 10 /- per
student per month.

9. Depending on the requirement the Service Provider should shift the workers among the
Halls time to time for smoothly running the mess.

10. If it is observed at any stage that the quality of the work is not satisfactory, the
contract/work order as a whole may be terminated and the Security Deposit will be forfeited.
The Contractor will have no claims whatsoever on Hall Management and Administration
Committee. The Contractor/Service Provider shall, unless otherwise provided in the Contract,
make his/her own arrangements for the engagement of all workers and the workers should be
healthy and not suffering from any contagious diseases.

11. It will be the responsibility of the Contractor/Service Provider that the workers engaged by
him/her for catering services will be present in the hall premises for the entire period of their
duties.

12. It will be the responsibility of the Contractor/Service Provider that the Supervisor engaged
by him/her will also be present in the hall premises for the entire period of duties and report
9
 to the Warden/ Assistant Warden (Mess)/General Secretary (Mess) of the Halls of Residence
at least once in a day.

13. The Contractor/Service Provider should be in constant touch of the hall authority.

14. The Contractor/Service Provider will not allow or permit his/her/their workers to
participate in any Trade Union activities or agitation in the hall premises, violation of which
may result in the termination of the contract immediately.

15. No right, much less a legal right, shall vest in the contractor workers to claim/have
employment or otherwise seek absorption in the Hostel and Hall Management and
Administration Centre, IIEST Shibpur nor the contractor workers shall have any right
whatsoever to claim the benefits and/or emoluments that may be permissible or paid to the
employees of the Hostel and Hall Management and Administration Centre, IIEST Shibpur.
The workers will remain the employees of the Contractor and this should be the sole
responsibility of the Contractor to make it clear to their workers before deputing on work in
the Hostel and Halls of Residence.

16. Contractor will be fully responsible for any accident or mishaps involving workers engaged
by the Contractor and the Contractor would pay claims made by the victims. The Contractor
shall indemnify the Hostel Management and Administration Committee from any claims
arising out of the accidents, disabilities of any nature or death or arising out of provisions
under law, or any other nature in respect of all workers engaged by the Contractor.

17. The Contractor is required to depute his authorized representative at the work site who
shall receive the instructions from the hall authority from time to time. All such instructions
received by the authorized representative on behalf of the Contractor shall
be deemed to have been received by the Contractor within the scope of the contract.

18. The Contractor shall be liable to pay compensation for any loss and damages caused to the
property of the Hall or its staff members/visitors by the contractor of his workers.

19. The Contractor shall be personally responsible for the conduct of his/her workers and in
case of any complaint against any of his staff, the Contractor will be under obligation to
change the worker concerned when instructed by authority. The Contractor shall observe all
the relevant laws and will be responsible for any prosecution or liability arising from breach
of any of those laws. The Hostel Management and Administration Committee will not and
cannot hold any responsibility with regard to worker on the role of the Contractor
whatsoever.

10
20. The Contractor and his/her workers shall follow the rules and regulations of the Hostel
Management System in force and instructions issued from time to time. Hostel Management
and Administration Committee will be free to take action against the Contractor for violating
the same.

21. Contractor has to ensure that no mess worker should remain in the hall after the closure of
the mess, such as staying and sleeping in the hall overnight. Also, mess workers are not
allowed in the residential blocks and other common areas (TV room, common room, sports
room, etc.).

22. The Security Deposit shall be forfeited in the event of premature withdrawal by the
Contractor from the job assigned.

23. If the Contractor fails to provide the services under the contract, the agreement shall stand
terminated without any notice and in such cases the Contractor would be liable to compensate
the Hall Management and Administration Committee for any losses caused to it due to non-
fulfillment of the contractual obligations in addition to forfeiture of Security Deposit.

24. The Hall Management and Administration Committee reserve the right to terminate the
contract without assigning any reason by giving a notice of two months. The Contractor will
also have to serve a notice of two months, if he/she wishes to terminate the contract.
30. At any time during the period the contract, if it comes to the notice of the Hall
Management and Administration Committee that the Contractor has mislead this office by
way of giving false/incorrect information which has been material in award of the contract,
the contract shall be liable to termination without any notice besides other legal action as per
law.

25. The Contractor shall not appoint any Sub Contractor to carry out any obligation under the
contract.

26. Dining and Kitchen Area should be cleaned by Mess workers (Kitchen Staff) only.

27. PENALTIES: A fine will be imposed on the Contractor in case of violation of the
following:

a. Unavailability if the complaint register on the counter and/or discouraging the complaint
would impose to a fine of Rs. 1000/. Complaint of insects found in any prepares food will
invite a fine of 50% of the cost of the item.

b. Packaged items should not be charged above MRP, If found so a fine of 2000/- should be
imposed.

11
c. Complaints of unclean utensils in a day would impose a fine of Rs. 2,000/-
d. If mess committee agrees that certain food was not properly cooked, then a fine of Rs. 90 %
of cost of that item would be imposed.

e. If the food gets exhausted within the mess timings due to any reason or waiting time is more
than 30 minutes, then a fine of 80 % total meals cost.

f. Change in menu without permission of the hall authority would result to a fine of Rs.
10,000/-. The same clause applies for any discrepancy in quantity.

g. Discrepancy on personal hygiene of workers, kitchen area, dining hall etc. will call a fine of
Rs. 5,000/-

h. If the service provider found to have used unbranded/bad/duplicate quality of any mess
commodities then following fine will be imposed; (i) if the strength of the hostel and hall is less
than 500 a fine of Rs. 10,000/- be imposed for every occasion of such happening and, (ii) if the
strength of the hall is greater than 500 a fine of Rs. 20,000/- will be imposed for every occasion
of such happening.

i. If the service is affected for shortage of workers, a fine will be imposed as per rules.
j. For any violation in the agreement: first violation will imply fine as per rules. Second
violation of the same rule in same calendar month will attract triple the initial amount of fine
and all subsequent violation of the same rule in the same calendar month would invite five
times the initial amount of fine.

k. Non-compliance of the safety norms will invite a fine of Rs. 1,000/- per offence.
l. The total fine amount collected from the contractor will be compensated in the mess bill of
the respective hall.

m. If Non-veg cooking oil is being reused for cooking veg item then a fine of 100% of total cost
of the meal should be imposed.

n. As and when a fine is imposed, it will be informed within a maximum of 4

working days to the representative of the Contractor and fine will be imposed by
the Warden/Assistant Warden (Mess) ONLY.

o. In case of any dispute, the same may be carried out in consultation with the Coordinating
Warden (Mess) / Chairman, Hall Management and Administration Committee.

(For any violation in the agreement: first violation will imply fine as per rules. Second
violation of the same rule in same calendar month will attract triple the initial amount

12
of fine and all subsequent violation of the same rule in same calendar month would invite
five times the initial amount of fine)

28. Security Deposit: Security deposit equal to 5% of the Annual contract value (i.e. Total
number of student getting the catering service X total number of days catering service
expected in a year X rate of Basic Menu) refundable without interest after two months of
completion of contract) in the form of Pay Order/Demand Draft or Bank Guarantee shall be
furnished at the time of signing of the Agreement. The security deposit can also be realized
from the running bill of the contractor till the 5% on annual value of the contract is recovered.

29. Payment Terms: Payments will be made within sixty days through cheque/ECS/NEFT/
RTGS after receipt of invoice/bills. The bills shall be submitted in triplicate in the following
month for payment. The proof of payment of salary, deposit of PF, ESI, Service Tax, weekly
off, etc. for manpower deputed for catering service has to be provided to IIEST, Shibpur for
verification every month. The bills will not be processed if documentary evidence in respect
of the above is not submitted.

30. Income Tax: IIEST, Shibpur will deduct Income Tax at source as per Income Tax Act
from the contractor’s bill at the prevailing rates of such sum as income.

Disputes and Jurisdiction

a. Settlement of Disputes: It is incumbent upon the bidder to avoid litigation and disputes
during the tenure of the contract. However, if such disputes take place between the parties,
efforts shall be made to settle at the level of IIEST, Shibpur. The Bidder shall make request in
writing to the Director for settlement of any dispute within 30 (thirty) days of arising of the
cause of dispute failing which no disputes/claims shall be entertained by IIEST Shibpur. The
decision of the Director, IIEST Shibpur will be final and binding on the parties. If differences
still persist, the settlement of the dispute may be sought in the court of law in Kolkata
jurisdiction.

b. Jurisdiction: The Court of Kolkata in the State of West Bengal only will have the
jurisdiction to deal with and decide any legal matters or disputes what-so-ever arising out of
this contract.

13
SECTION III

INFORMATION AND INSTRUCTION TO APPLICANTS

1. Letter of transmittal and forms for pre-qualification and empanelment are attached.

2. All information called for in the enclosed forms should be furnished against the respective
columns in the forms. If information is furnished in a separate document, reference to the
same should be given against respective columns in such cases. If any particulars/ query is
not applicable in the case of an applicant, it should be stated as ’Not Applicable’. However,
the applicants are cautioned that not giving complete information called for in the application
forms or not giving it in clear terms or making any change in the prescribed forms or
deliberately suppressing the information may result in the applicant being summarily
disqualified. Applications made by telegram, telex or e-mail and those received late will not
be entertained.

3. The application should be typewritten. The applicant’s name, signature and official stamp
should appear on each page of the application.

4. Overwriting should be avoided. Correction, if any shall be made by neatly crossing out,
initialing, dating and rewriting. All pages of the pre-qualification document shall be signed,
numbered and submitted as a package with signed letter of transmittal.

5. References, information and certificates from the respective clients certifying suitability,
technical know-how or capability of the applicant should be signed by a responsible person.

6. The applicant is advised to attach any additional information, which he thinks is necessary in
regard to his capabilities to establish that the applicant is capable in all respects to
successfully complete the envisaged work. He is however, advised not to attach superfluous
information. No further information will be entertained after pre-qualification document is
submitted, unless the Institute calls it for.

7. Prospective applicants may seek clarification regarding the work and/ or the requirements
for pre-qualification, in writing within a reasonable time. Any clarification given by the
Institute will be hosted in the website of the Institute. No request for clarification will be
considered after receiving the pre-qualification documents.

Method of Application:
1. The Tender Response shall be in two parts: (a) COVER A -Technical bidding and (b)
COVER B –Financial bidding. The response shall be submitted in two separate envelopes,

14
 which shall be addressed to the Chairman, HMAC, Office of Dean (Students’ Affairs), 6th
Floor, Science and Technology Building, Indian Institute of Engineering Science and
Technology (IIEST), Shibpur, Howrah, West Bengal, PIN-711103. Cover-A shall contain the
technical bidding and Cover-B shall contain financial bidding.

2. Both cover-A and cover-B shall be named as mentioned above and shall be sealed separately
and put in an outer sealed COVER C. The outer sealed Cover-C shall be marked as
“TENDER FOR PROVIDING CATERING SERVICES IN HOSTEL-13, A-39, DOWNING
AND Lt. WILLIAMS HALL OF RESIDENCE” addressed to the Chairman, HMAC, Office
of Dean (Students’ Affairs), 6th Floor, Science and Technology Building, Indian Institute of
Engineering Science and Technology- IIEST, Shibpur, Howrah, West Bengal, PIN-711103.
Tenders once submitted shall be final and no amendment shall be permitted after the close of
the tender. Tenderer are solely responsible for timely delivery of their proposals to the
location set forth herein prior to the stated Proposals Submission due date.

Technical bidding Cover A – Technical Bid shall contain

 The original tender document (Except Schedule – B Financial Bidding) signed in each
and every page with seal.

 The documents in proof of the Tenderer’s qualification of Eligibility Criteria signed in

each and every page with seal.

 Technical Proposal.

 E.M.D.

 Tender fee.

Financial bidding Cover B – shall contain

 Schedule – B, Financial Bidding of the Original Tender.

3. If an individual makes the application, it shall be signed by the proprietor above his full
typewritten name and current address.

4. If the application is made by a proprietary firm, it shall be signed by the proprietor above his
full typewritten name and the full name of his firm with its current address.

5. If the application is made by a firm in partnership, it shall be signed by all the partners of the
firm above their full typewritten names and current address, or alternatively by a partner

15
 holding power of attorney for the firm. In such a case, a certified copy of the power of
attorney shall accompany the application. A certified copy of the partnership deed and current
address of all the partners of the firm shall also accompany the application.

6. If the application is made by a limited company or a corporation, it shall be signed by a duly

authorized person holding power of attorney for signing the application. In such a case, a
certified copy of the power of attorney shall accompany the application. Such limited
company or corporation may be required to furnish satisfactory evidence of its existence
before the pre- qualification application is filed.

Particulars of the Work:

1. The particulars of the work given in SECTION-I are provisional and must be considered
only as advance information to assist the applicant.

2. Site Visit: The applicant is advised to visit and examine the site of work (mess of the Halls
of Residence) and its surroundings and obtain for himself on his own responsibility, all
information that may be necessary for preparing the pre- qualification application. The cost of
visiting the site shall be at applicant’s own expense.

16
SECTION IV

Eligibility for Pre‐Qualification:

1. The applicant should be in catering business for a minimum period of five years as on the
last date of submission of the tender.

2. Experience of having successfully run the catering services in Govt. organization/PSU/Govt.

funded educational Institute during the last three years ending as on the last date of
submission of the tender.

3. The applicant’s average annual financial turn-over (gross) in catering services during the last
three years, duly audited by Chartered Accountants, should not be less than 50 Lakh during
last preceding five financial years.

4. Solvency certificate minimum of Rs. 50 Lakh in a prescribe format is required from any
scheduled bank.

5. The service provider shall ensure that sufficient man power is deployed for preparation and
service of each meal including cleaning, washing and overall upkeep of mess assets and
premises. The applicant should submit a list of these employees stating clearly how these
would be involved in this work.

6. The service provider should have valid Trade License/Society Registration Number, Labour
License and Registration Number, Permanent Account Number, EPF Registration Number,
ESI registration Number, Proof for payment of last three years Income Tax and proof of last
three months challan in support of the deposit of the contribution made both with the EPFO
and ESIC. PAN/TAN, IT and ST clearance (copy of the certificate/returns be submitted)

7. A certificate (Affidavit) to be signed by MD / CEO of the company in the Court of a First

Class Magistrate that they haven't been debarred or blacklisted for any services, supplies or
products dealing in, by any organizations or educational institute/ university or state/ central
government and no criminal case/legal proceeding or industrial dispute is pending or
contemplated against them.

8. Rate of the basic meal (breakfast, lunch, and dinner- reference Section V) per person
per day should not exceed Rs. 85/- (Eighty Five only).

9. Items in the add-on menu must be provided as per the rate mentioned in Section VI.
Additional branded items may be provided at MRP.

17
Tender Fees and Earnest Money Deposit:
Cost of the Tender document is Rs. 1000.00. The Tender document can be downloaded from
the website of the Institute i.e., www.iiests.ac.in. The tender fee should be paid by way of
demand draft in favour of “Chairman, HMAC, IIEST SHIBPUR” payable at HOWRAH.
The Demand Draft should be submitted along with the Prequalification-cum-technical
information i.e PART-A.

Earnest Money Deposit of Rs. 5000/- also be paid by way of Demand draft in favour of
Chairman, HMAC, IIEST SHIBPUR payable at HOWRAH should be submitted along with
the Prequalification-cum-technical information i.e PART-A. The EMD amount will be returned
to unsuccessful firms after finalization of the bid. In respect of the successful bidder the EMD
will be returned after acceptance of the offer letter along with the performance security. No
interest will be paid on the Earnest Money Deposit.

Acceptance of bids & withdrawals:

The right of final acceptance of the tender is entirely vested with the Chairman, HMAC, IIT
Shibpur who reserves the right to accept or reject, any of the tenders in full or in parts without
assigning any reason whatsoever. There is no obligation on the part of IIEST, Shibpur to
communicate with rejected bidders. After acceptance of the tender, the bidder shall have no
right to withdraw his tender. The tender acceptance authority may also reject all the tenders for
reasons such as change in scope of work, lack of anticipated financial resources, court orders,
accident, calamities etc. and other unforeseen circumstances

Last date of submission of Prequalification documents:

04 November 2016 till 15:00 h.

Date of Opening of Tender:

04 November 2016 at 15:30 h.

In case if the due date for any event related to this tender happens to be a holiday, the same will
be held on the next working day. The timings will however remain unchanged. Please note that
the Institute remains closed during Saturdays & Sundays.

Signed copy of the whole tender document, with company seal, agreeing to the terms &
conditions and declaration should be submitted.

18
Award of Contract:
Selected agency will be issued an work order from the Chairman, HMAC, IIEST Shibpur.
Before award of the work, the agency selected for a Hall of Residence shall be required to sign
an agreement with IIEST Shibpur.

Letter of Transmittal:
The applicant should submit the letter of transmittal attached with pre-qualification document.

19
SECTION V

Basic Menu
Breakfast Lunch Dinner

[Toasted Slice Bread (Unlimited), [Rice, Chapati, Sambar, Dal, Seasonal [Rice, Chapati, Sambar, Dal,
Butter (20 g), Jam (20 g)] or vegetable]- unlimited, Pickle or Chutney, Seasonal vegetable]-unlimited,
[Cornflakes (50 g)], Singapuri Banana Salad, Curd (100 g) Pickle or Chutney, Salad, Sweet
(one pc.), [Milk (150 ml) with
Bournvita (10 g) or Complan (10 g)] or
[Tea or Coffe]

OR OR OR
Any menu equivalent to the price of the Any menu equivalent to the price of the above Any menu equivalent to the price
above items as per the instruction of the items as per the instruction of the mess of the above items as per the
mess committee. committee. instruction of the mess
committee.

Important note:
1. Required amount of salad is to be provided during lunch and dinner. It will comprise of at
least any four of Tomatoes, Cucumbers, Onions, Beetroots, Carrots, and Lemon.

2. Brown and White bread should be served as decided by the mess committee of the
respective hall.

3. Proportion of potato in the curries should not be more than 30%.

20
SECTION VI

ITEMS AND RATES OF AD ON MENU

Sl. No. Items Unit Rate (INR)

1. Plain Dosa with Sambar & Chatni 1Pcs 08.00

2. Masala Dosa with Sambar & Chatni 1 Pcs. 09.00

3. Omelet Egg - 1 Pcs. 07.00

4. Boiled Egg 1 Pcs. 05.00
5. Milk with Sugar Milk - 250 ml 11.00
6. Milk without Sugar Milk - 250 ml 10.00
7. Cornflakes 50 gms 16.00
8. Halawa 1 Plate 08.00
9. Upma with Chatni 1 Plate 07.00

10. Plain Paratha with Sabji Paratha – 2Pcs. 10.00

11. Utthapam with Chatni Utthapam – 1 08.00
12. Puri with Sabji Puri – 4 Pcs. 12.00
13. Hing Kachuri with Sabji Kachuri – 4 Pcs. 12.00
14. Idly with Sambar & Chatni Idly – 1 Pcs 05.00
15. Sambar Vada Vada – 1 Pcs. 04.00
16. Alu Paratha with Sabji Alu Paratha – 1 10.00
17. Dal Puri with Sabji Dal Puri – 3 Pcs. 12.00
18. Onion Pakoda with Chatni Pakoda 07.00

19. Samosa with Chatni Samosa – 1 Pcs. 04.00

20. Jilebi 1Pcs. 03.00
21. Veg Cake 1 Pcs. 06.00
22. Alu Chap with Chatni Alu Chap – 1 Pcs. 03.00
23. Bread Pakoda with Sauce Pakoda – 1 Pcs. 07.00
24. Papri Chat 1Plate 08.00
25. Veg Chowmin 1 Plate 10.00
26. Chicken Chowmin 1 Plate 20.00
27. Egg Chowmin 1Plate with 1 15.00
28. Vegroll 1Pcs. 10.00
29. Chicken Roll 1 Pcs 25.00
30. Egg-Chicken Roll 1 Pcs 30.00
31. Egg Roll 1Pcs with 1 Egg 15.00
32. Pani puri 1Plate – 8 Pcs 10.00
33. Dahi Vada 1Pcs. 06.00
34. Alu Tikkia 1Plate 08.00
35. Vada Pav 1 Plate 08.00
21
36. Samosa Chat 1Plate 08.00
37. Alu Chat 1Plate 07.00
38. Vegetable Chop 1Pc. 05.00
39. Egg Chop 1 Pc 07.00
40. Veg Momo 1 Plate 10.00
41. Non Veg Momo 1 Plate 15.00
42. Veg Muglai 1Pc. 12.00
43. Egg Muglai 1 Pc 15.00
44. Poha 1 Plate 08.00
45. Dhokla 1 Plate 10.00
46. Bread Omlette 2 Pcs. 12.00
47. French Toast 2 Pcs. 12.00
48. Egg Patties 1 Pc. 15.00
49. Fruit Salad 1 Plate 15.00
50. Veg Sandwich 1Pc. 10.00
51. Pesarattu 1 Plate 10.00
52. Chicken momo 1 Plate/4 Pcs 15.00
53. Paw Bhaji I Plate with 2 10.00
54. Sprouted Salad 1 Plate 06.00
55. Paneer Sandwich 1 Pc 15.00
56. Mixed Vegetable 1 Plate (150 gms 08.00
after cooking)
57. Finger Chips 1 Plate (100 gms) 10.00
58. Palang Sak 1 Plate (150 gms 07.00
after cooking)
59. Palang Tomato 1 Plate (150 gms 08.00
after cooking)
60. Stuff Tomato 1 Plate 08.00
61. Cabbage Curry 1 Plate (150 gms 07.00
after cooking)
62. Alu Cauliflower Curry 1 Plate (150 gms 09.00
after cooking)
63. Alu Bhartha 1 Plate (100 gms) 06.00
64. Brinjal Bhartha 1 Plate (100 gms) 08.00
65. Alu Beans Fri 1 Plate (100 gms) 08.00
66. Alu Dopiazza 1 Plate (100 gms) 07.00
67. Alu Safal peas Curry 1 Plate (100 gms) 09.00
68. Alu – Ladies Finger Fry 1 Plate (100 gms) 09.00
69. Alu Beans Curry 1 Plate(100 gms) 08.00
70. Alu Patal Curry 1 Plate (150 gms 08.00
after cooking)
71. Alu Jackfruit Curry 1 Plate (150 gms 08.00
after cooking)
72. Madrasi Curry 1 Plate 07.00
73. Brinjal Fry 1 Pcs. - Slice 03.00
74. French Beans Fry 1 Plate (100 gms) 08.00
75. Red Pumpkin Channa Curry 1 Plate 07.00

22
76. Neutrila Curry 1 Plate 07.00
77. Rajma Curry 1 Plate 09.00
78. Green Matar Masal Tadka 1 Plate 09.00
79. Dhoka Dalna 1 Plate 08.00
80. Chana Masala 1 Plate 08.00
81. Kadhi Pakoda 1 Plate 07.50
82. Mixed Raita 1 Plate 06.00
83. Matar Paneer 1 Plate (Panner 75– 20.00
80 gms)
84. Kaju Paneer 1 Plate (Panner 75 – 25.00
80 gms)
85. Chilly Paneer 1 Plate (Panner 75 – 22.00
80 gms)
86. Paneer Butter Masala 1 Plate (Panner 75 – 22.00
80 gms)
87. Palang Paneer 1 Plate (Panner 75 – 20.00
80 gms)
88. Fried Fish 1 Pc (Fish 65-75 14.00
gms)
89. Mustard Fish 1 Pc (Fish 65-75 15.00
gms)
90. Curd Fish 1 Pc (Fish 65-75 15.00
gms)
91. Chicken Curry 1 Plate (Chicken 150 35.00
gms)
92. Chicken Chilly 1 Plate (Chicken 150 35.00
gms)
93. Chicken Do Piaza 1 Plate (Chicken 150 35.00
gms)
94. Kadai Chicken 1 Plate (Chicken 150 35.00
gms)
95. Muttun Curry 1 Plate (Muttun 125 70.00
gms)
96. Egg Curry 1 Plate (Egg – 2 Pcs) 12.00
97. Egg Bhujia 1 Plate (Egg – 1 Pcs) 08.00
98. Gobhi Manchuria 1 Plate 10.00
99. Veg Manchuria 1 Plate 10.00
100. Veg Kofta 1 Plate 10.00
101. Egg Dopiaza 1 Plate 12.00
102. Onion Koley 1 Plate 07.00
103. Chilli Soyabean 1 Plate 07.00
104. Sweet Curd 1 Plate (Amul/Red 10.00
Cow – 150 gm)
105. Sewai Kheer 1 Plate 12.00
106. Rice Kheer 1 Plate 10.00
107. Gulab Jamun (Big) 1 Pcs. 06.00
108. Chicken Kasa 1 Plate 35.00
109. Chicken Biryani 1 Plate 60.00
110. Veg Biryani (kaju) 1 Plate 40.00

23
111. Malai Kofta 1 Plate 18.00
112. Baby Corn Masala 1 Plate 20.00
113. Chicken Fry with separate gravy 1 Plate 35.00
114. Cauliflower Fry 1 Plate 10.00
115. Lauki Kofta 1 Plate 10.00
116. Aloo parwal sabji 1 Plate 07.00
117. Cabbage peas sabji 1 plate 08.00
118. Rasmalai 1 pc. 10.00
119. Cucumber raita 1 Plate 07.00
120. Boondi Raita 1 Plate 06.00
121. Jeera Aloo 1 Plate 07.00
122. Khajoor aamsatt chutney 1 Plate 06.00
123. Raw banana kofta 1 pc 10.00
124. Fruit custard 1 Plate 12.00
125. Shirkhand 1 Plate 08.00

24
SECTION – VII

FORMS

Form‐A: Letter of Transmittal (to be submitted in the organizational

letterhead)
From
(Full Address of the Applicant)
To:
Chairman, HMAC
Indian Institute of Engineering Science and Technology, Shibpur
SUBJECT: Submission of tender document for providing catering services in various halls of
residence of the Indian Institute of Engineering Science and Technology, Shibpur.
Date:
Sir,
Having examined the details given in the Tender Document Ref. No.
…………………………………………for selection of agencies for providing catering services
in various halls of residence of the Indian Institute of Engineering Science and Technology,
Shibpur published in the newspaper and Institute website, we hereby submit the requisite
documents.
1. We hereby certify that all the statements made and information supplied in the enclosed
forms and accompanying statements are true and correct.
2. We have furnished all information and details necessary for qualification and have no further
pertinent information to supply.
3. We undertake that, if any information or document is found to be false or forged, my
application/empanelment is liable to be rejected / canceled by the HMAC, IIEST, Shibpur at
any point of time.

Enclosures: nos.
Date of submission: Signature of Applicant
Name of the Organization
(Company seal)

25
Form‐B:Details of the Organization/Service provider [to be submitted in the
organizational letterhead]

Description Information
Name of the Firm
Year of Establishment
Complete Address with contact number and e - mail id.
Name & Designation of the contact person with mobile
number and e-mail id
Trade License Number / Society Regn. Number (copy
should be enclosed)
Copy should be enclosed
Labour license number/ registration number (copy should
be enclosed)
Permanent Account Number (copy should be enclosed)
EPF Registration Number(copy should be enclosed)
ESI Registration Number(copy should be enclosed)
Proof for payment of Income Tax (last three years)
Copy of the IT Return for last three years.

Declaration: I hereby certify that the information furnished in this document is complete and
correct to the best of our knowledge. I understand that in case any deviation is found in the
above statement at any stage, the company will be black listed and will not be allowed to have
any dealing with the Hostel and Hall Management and Administration Committee, IIEST,
Shibpur in future.

Date:

Signature of the tenderer with seal

26
Form‐C: Technical Data sheet [to be submitted in the organizational
letterhead ]

Sl. No Particulars Data / Value Marking

convention in the
supporting
document
01 Firms Experience in years Annexure C-01

02 Average Annual financial turn-over (gross) of the Annexure C-02

Firm in the last five financial years

03 Bank Solvency in Lakhs [Use enclosed FORM Annexure C-03

for details]

Declaration: I hereby certify that the information furnished in this document is complete and
correct to the best of our knowledge. I understand that in case any deviation is found in the
above statement at any stage, the company will be black listed and will not be allowed to have
any dealing with the Hall Management and Administration Committee, IIEST, Shibpur in
future.

Date:

Signature of the tenderer with seal

27
Form‐D: Details of all Works of Similar Class Completed during the Last Five
Years as on the last date of submission

Sl. Name Owner or Nature Sco Date of End Stipulat Contac Rema
N of sponsorin of the pe commencem date ed t rk
o. work g sponsori of ent as per of period details
and organizati ng wor contract contra of the
locati on organizti k ct referen
on on ce
person

Necessary supporting documents must be attached.

Date:

Signature of the tenderer with seal

28
Form‐E: Solvency Certificate

To
The Chairman
Hall Management and Administration Committee (HMAC)
Indian Institute of Engineering, Science and Technology, Shibpur
Shibpur- 711103
West Bengal

Solvency Certificate

This is to certify that to the best of our knowledge and information,

M/S……………………..(address)…………………….a customer of our bank is respectable and
treated as good for an engagement up to a sum of Rs. ………………(solvency
amount)……………….only as on …………….(date of certificate)

This certificate has been issued without any risk and responsibility on the part of the Bank or any of its
officers. This certificate is issued at the specific request of the customer.

Yours faithfully,

For………………………Bank

Bank Officer with designation

Form‐F: Financial Bid

Particulars Amount (INR) in number Amount (INR) in words

Rate of basic menu

(breakfast, lunch, and
dinner) per person per
day

a) The rates shall be inclusive of all charges.

b) Only one rate shall be quoted. If more than one rate is quoted the tender shall be rejected.
c) The rates to be quoted in figure and words. The rates shall be quoted unconditionally and
conditional tenders shall be rejected.

Date:

Signature of the tenderer with seal