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CONTRACT MANAGEMENT CELL

Indian Institute of Science


Bangalore – 560 012

TENDER DOCUMENT

Tender No. R (CMC) GH/Dated 23/11/2015

( http://www.iisc.ernet.in/tender/GuestHouse.htm )

Specification/Requirements for
Providing House Keeping and Catering Services for
Main Guest House with 50 Rooms and
Centenary Visitors’ House with 108 Rooms
SCHEDULE OF EVENTS

Schedule A

Tender No. R (CMC) GH/Dated 06/07/2015

Download the tender Document from http://www.iisc.ernet.in/tender/GuestHouse.htm

Tender Release Date Nov. 23, 2015

Site Visit Nov. 30, 2015

Pre bid Clarification Nov. 30, 2015, 4.00 p.m.

Last date for receipt of bids Dec. 16, 2015, 5.00 p.m.

Validity of bid: 3 months


Tender Fee (non-refundable) Rs. 1000/-
Rs.2,50,000/-
Earnest Money Deposit

Date & Time for opening of Technical


Dec. 16, 2015, 5.30 p.m.
Bid:
Office of the Deputy Registrar,
Contract Management Cell,
Place of opening the bids:
Indian Institute of Science,
Bangalore-560 012
Date & Time for opening of
To be announced
Commercial Bids
Contract Commencement Date: Jan. 15, 2016
Contract Duration: 3 years (renewable each year after review)
Performance Security Deposit 10% of the annual contract value
Rs.1crore perannum for the last 3 financial years,
exclusively from Hospitality Services alone,
Financial Turn-over of Bidders and a total turnover of Rs. 2.5 crores per
annum for the last 3 financial years
TENDER NOTICE

1. Sealed tenders are invited under Two-Cover Bid System i.e. Technical Bid and Commercial Bid in
separate covers from reputed, experienced and financially sound Companies/Firms/Agencies for

Providing Facility Management inclusive of housekeeping,


catering and maintenance of both the Main Guest House
(MGH) and the Centenary Visitor’s House (CVH) at the
Indian Institute of Science (IISc) Bangalore-12.

2. The tender documents can be downloaded from the


website: http://www.iisc.ernet.in/tender/GuestHouse.htm

3. Interested agency should submit theirbid for both guest housesin the prescribed format
(Annexure III-A to Annexure III-H). Incomplete or partial responses are liable to be rejected. A
consortia of agencies (maximum of 2) can together bid for the tender. The bid should clearly
state the roles and responsibilities for the individual agencies in providing the house-keeping,
catering and facility management services. The agency responsible for house-keeping and
facility management, which forms a major part of the tender, will be called the primary bidder,
or simply the bidder. The primary bidder has to take the overall responsibility of the contract
and should meet the bidder’s eligibility criteria for the (primary) bidder stated in Section 3A. The
consortia partner, if any,(for providing catering services) should meet the eligibility criteria
stated in Section 3B. In the techno-commercial evaluation (see Annexure I), the agencies will be
evaluated for the respective roles/responsibilities. If an agency is bidding for the tender by
itself, it should meet the eligibility criteria stated in sections, Section 3A and 3B. In this case the
techno-commercial evaluation would be only for the single agency for all roles/responsibilities.

4. Interested Companies/ Firms/ Agencies may deposit bid documents, complete in all respects
along with Earnest Money Deposit (EMD) and other requisite documents, in the Tender Box
kept at the Office of the Deputy Registrar, Contract Management Cell, located in Central Lecture
Hall Complex, IISc, Bangalore-12, on or before the deadline indicated in Schedule A.
DOCUMENTS TO BE SUBMITTED

Technical Bid : Annexure – II


(Attach all documents, declarations, details etc. )

Price bid : Annexure – III-A to III-H


(Attach documents, details/bills of quantities etc.)

Check List : Annexure – VI

FEES TO BE DEPOSITED
(ATTACH SEPARATE DEMAND DRAFTS WITH THE TECHNICAL BID)

Tender Fee : Rs.1,000/-

E.M.D : Rs.2,50,000/-

Note: Bidders must submit the Technical and CommercialBids in separate sealed envelopes, each
superscribed as “Technical Bid” and “Commercial Bid” respectively and putthem in a bigger sealed
cover, subscribing “Tender Notice No. R (CMC) GH/Dated 06/07/2015 and “Tender for Maintenance,
Housekeepingand Catering at theMain Guest House & Centenary Visitors House”. The tender fee and
EMD, drawn on any nationalized bank in favor of “The Registrar, Indian Institute of Science, Bangalore
560012”, as separate demand drafts, should be enclosed in the Technical Bid.

PROCESS OF SELECTION OF AGENCY FOR OUTSOURCING OF SERVICES

1. Release of web and newspaper advertisement inviting proposals from reputed registered
companies engaged in providing services in guest houses of reputed Government Institutions /
PSUs or other equivalent establishments.
2. Bidders are required to submit the complete proposal (in two-cover format) on or before the
deadline given in Schedule A.
3. The technical bids will be opened on the day and time indicated in Schedule A in the presence of
authorized representatives of the company. Representatives of the companies invited for
technical bid opening maybe asked to give presentations on their strengths and suitability to
meet our standards, before the technical committee appointed by the Institute.
4. The technical committee will evaluate the proposals on various parameters (as defined in
Annexure I); Agencies meeting the bidder’s eligibility criteria and scoring a minimum of 30 marks
(out of 50) will be technically qualified. The evaluation of the technicalcommittee is final and
binding.
5. The commercial bid of technically qualified bidders will be opened in the presence of
representative ofthe technically qualified agencies at a date and time to be communicated later.
6. A techno-commercial evaluation (50 marks for technical and 50 marks for commercial) would be
used in deciding the successful bidder. The techno-commercial evaluation scheme is detailed in
Annexure I.
1. INTRODUCTION

Indian Institute of Science (IISc) is an Autonomous Scientific Institution established in the year 1909,
now under the Ministry of Human Resource Development, New Delhi. This prestigious Institution is
looking for Facility Management at its two Guest Houses.

1. TheMain Guest House (MGH) consists of 50 guest rooms, out of which, 16 are executive rooms.
A fewadditionalrooms are in the process of being upgraded to executive rooms. The details of
room chart of MGH & CVH and other areas are highlighted inSection 1. Apart from these rooms,
the reception area, office, kitchen, dining area, storage area, lounge & VIP lounge, open party
area, etc. are to be maintained by the contractor. Anew, covered dining area of about 165
sqmtrs. at the MGH (outside the building complex) is also now ready. (All the) The cooking
facilities at both the Guest Houses are required to be maintained by the agency.

II. CENTENARY VISITORS HOUSE(CVH) consists of 108 rooms including 72 studio apartments, 20 single
bedded rooms and 16 double bedded rooms with attached bathrooms, (associated, remove it) dining
rooms, reception counters, kitchen, store room, office room, lounges, corridors, staircases, lifts and
other public areas.The kitchen and dining area in the Centenary Visitors House is being planned and will
be ready in about two months.
CENTENARY VISITORS’ HOUSE

DOUBLE ROOMS

(Ground Floor) (First Floor) (Second Floor) (Third


Floor)
121 122 128 129 221 222 228 229 321 322 328 329 413 414 420 424

SINGLE ROOMS

(Ground Floor) (First Floor) (Second Floor) (Third


Floor)
123 124 125 126 127 223 224 225 226 227 323 324 325 326 327 415 416 417 418

STUDIO APARTMENT (GROUND FLOOR)

101 102 103 104 105 106 115 116 117 118 119 120 107 108 109 110 111 112 113 114

STUDIO APARTMENT (FIRST FLOOR)

201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220

STUDIO APARTMENT (SECOND FLOOR)

301 302 303 304 305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320

STUDIO APARTMENT (THIRD FLOOR)

401 402 403 404 405 406 407 408 409 410 411 412
A pre-bid meeting with the tenderer will be held as indicated in Schedule A to appraise them about the
Guest House operation, expectations of the Institute and to familiarize them about the scope of work
and obligation in the proposed contract. The prospective tenderers expressing interest must visit the
Main Guest House and Centenary Visitors House and acquaint themselves about the scope and schedule
of work, supervision and commitment needed on the dates indicated in Schedule A.

IIScBangalore expects the Main Guest House and the Centenary Visitors House to be maintained as a
high end facility for our visiting academic community, ensuring state-of-the-art hospitality and service
management at the level of (a Three Star standard) the standard of a Three Star Hotel.

2. DEFINITIONS

Unless repugnant to the subject or context of usage, the following expressions used shall carry the
meaning hereunder respectively assigned to them:

1. The expression “Owner” and/or “Institute” occurring in the tender document shall mean IISc,
Bangalore.
2. The expression “Bidder” shall mean the tenderer who submits the tender for the work and shall
include the successor and permitted assigns of the tenderer.
3. The expression “Contractor” shall mean the successful tenderer selected by the Institute for
carrying out the subject work, and shall include the successor and permitted assigns of the
contractor
4. “The Deputy Registrar” shall mean any representative of the Institute authorized to act as the
Deputy Registrar of the work or any specified part thereof.
5. “Work” and “Scope of work” shall mean the totality of the work/services and supplies of food
and other materials by expression or implication envisaged in the contract and shall include all
materials, equipment and labour required for commencement, performance, provision or
completion thereof.
6. “IISc” shall mean Indian Institute of Science, Bangalore.
7. “Contract” shall mean the contract for the work and shall include the tender document, the
specification, general or special conditions of contract of IISc, the letter of acceptance and the
acceptable rates/bill of quantities in price bid etc.
8. “Course” shall mean regular academic program and short term management/executive
development program, including academic/scientific training program or events, seminars,
workshops, conference, summer or winter school etc. which are being conducted or allowed to
be conducted by the Institute from time to time on residential or non-residential basis.
9. “Meals” shall include all input from the dining hall/kitchen, including bed tea, breakfast, lunch,
dinner and evening tea-snacks, bottled water etc., including those served by the contractor
under special arrangements on various occasions.
10. “Guest House” shall mean in present tender, the Main Guest House and Centenary Visitors
House, IISc Bangalore.
11. “Competent Authority” shall mean the Director, IISc Bangalore or any other Officer/ Registrar
designated by him for the purpose of this work/tender pertaining to the Main Guest House and
Centenary Visitors House, maintenance thereof and powers delegated thereto, for the conduct
of the defined work and smooth running of the Main Guest House and Centenary Visitors
House.
SPECIAL NOTE

The agency should specify the manpower required for housekeeping, kitchen, catering (Food and
Beverage (F&B)) service and maintenance for each of the Guest Houses (MGH & CVH) separately
depending on the occupancy level.In particular, the agency should specify the number of personal
deployed for twobands of occupancy viz., 1-60% andmore than 60%and shall deploy personnel
accordingly during the contract. For the purpose of calculating the contract value, 15days in each of the
band will be assumed.

3.MINIMUM QUIALIFICATION REQUIRED FOR BIDDING

3A. Eligibility Criteria for Primary Bidder

The primary bidder should fulfill the following bidders’ eligibility criteria:

1. Minimum 3 (three) years of experience in providing housekeeping services, reception and room
allotment, general maintenance services, catering,, hospitality of guests etc., for a minimum of
50 room guest house or 100 guests.
2. Preference will be given to companies having national presence and ISO 9001-2000 certification.
3. Preference will be given to companies who have experience in running a three star or above
facility in the last 3 years.
4. The agency shall have 2 ongoing contracts of which at least 1 shall be with a capacity of 50 or
more rooms.
5. The agency shall have an annual turnover of minimum Rs.1crore (in hospitality services only)
and a total of Rs. 2.5 crores per annum for the last 3 financial years.
6. The bidder /Company / Firm / Agency should have experience (at least 3 contracts in the last 3
years) in providing similar services to Public Sector Companies/Government Departments /
Research Organizations / Reputed Private Sector Companies.
7. The bidder/ Company / Firm / Agency should be registered with the appropriate registration
authority (labour commissioner etc.).
8. The bidder /Company / Firm / Agency should be registered with Income Tax and Service Tax
departments;
9. The bidder /Company / Firm / Agency should be registered with appropriate authorities under
Employees Provident Fund and Employees State Insurance Acts.
10. Either the Registered Office or one of the Branch Office’s of the bidder should be located in
Bangalore.
11. The bidder /Company / Firm / Agency should have its own Bank Account;

Bidders must submit the documentary proof in support of meeting the minimum qualification criteria. A
simple undertaking by the bidder for any of the stated criteria will not suffice the purpose. All
documentary proof must be listed on the letter pad of the company and enclosed in a cover, to be
submitted with the proposal.

3B. Eligibility Criteria for Consortia Partner (Catering Services)

The consortia partner (or the sole bidder) should fulfill the following bidders’ eligibility criteria:
1. Minimum 3 (three) years of experience in providing catering services, for a minimum of 50
guests in a single session/meal.
2. Preference will be given to companies having national presence and ISO 9001-2000 certification.
3. Preference will be given to companies who have experience in running catering services in a
three star facility or above in the last 3 years.
4. The agency should have 2 ongoing contracts, each with a capacity of 50 or more guests per
session/meal.
5. The agency shall have an annual turnover of minimum Rs. 1 crore (in hospitality services only)
and a total of Rs. 2.5 crores per annum for the last 3 financial years.
6. The bidder /Company / Firm / Agency should have experience (at least 3 contracts in the last 3
years) in providing similar services to Public Sector Companies/Government Departments /
Research Organizations / Reputed Private Sector Companies.
7. The bidder/ Company / Firm / Agency should be registered with the appropriate registration
authority (labour commissioner etc.).
8. The bidder /Company / Firm / Agency should be registered with Income Tax and Service Tax
departments;
9. The bidder /Company / Firm / Agency should be registered with appropriate authorities under
Employees Provident Fund and Employees State Insurance Acts.
10. Either the Registered Office or one of the Branch Office’s of the bidder should be located in
Bangalore.
11. The bidder /Company / Firm / Agency should have its own Bank Account;

The agency must submit the documentary proof in support of meeting the minimum qualification
criteria. A simple undertaking by the bidder for any of the stated criteria will not suffice the purpose. All
documentary proof must be listed on the letter pad of the company and enclosed in a cover, to be
submitted with the proposal.

4. SCOPE OF SERVICES TO BE PROVIDED BY THE CONTRACTOR

4.1 Housekeeping and Facility Management

1. Receiving and allotting (accommodation) roomsto the guests coming to stay at Main Guest
House and Centenary Visitors House as per the direction from the institute; services include
manning the reception and office (For details refer Annexure – V), round the clock, on all the
days of the year, maintenance of allotment register, billing, allotment and opening of rooms for
bonafide occupants and perfect upkeep of rooms by good housekeeping and room service
(which includes provision of bottled drinking water and waiter service).
2. Maintenance and cleaning on daily basis of all the rooms (with toilet cum bath), kitchen, dining
hall, glass window pane, venation blinds and all fixtures/furniture at the Guest House including
the office/meeting rooms on the ground floor/first floor and other rooms belonging to the
Guest House, shall be the duty of contractor.A status report on day to day basis will be
maintained by the supervisor as a permanent record and may be sent to the office daily.
3. Bedroom linen and Bathroom towels shall be changed as per the schedule given in Annexure V
whenever the rooms are in use. In case of higher requirement (during high occupancy) fresh
linen, towel etc should be provided as per requirement. A floor register for this purpose shall be
maintained by the contractor and will be scrutinized by IISc official from time to time.Requests
of guests should be accommodated, such as for more towels, and logged in the floor register.
4. Floors of the rooms and corridor/wings will be cleaned daily with ISI mark detergent/phenyl
(harmless WHO certified chemicals) and will be kept clean at all times. Carpets wherever
available, shall be cleaned daily by vacuum cleaner and dry cleaning will be done on quarterly
basis or earlier, as per requirement. Cleaning of sofa set, covers, curtains will also be done on
monthly/quarterly basis, as per the schedule given in Annexure V. The contractor at his own
expense shall arrange all consumable and cleaning materials for cleaning and dry cleaning.
Mosquito repellent, anti-mosquito spray/fumigation, rodent and pest control, fly/ultrasonic
repugnant, etc., shall be done as per the schedule given in Annexure V.
5. Bathroom/toilet shall be cleaned thoroughly every dayand mopped up with ISI marked phenyl.
Air filters of Split/Window type air conditioner will be thoroughly cleaned (every month?).
Deodorant/Colin/Room Spray shall be used for better results. Liquid Soap Dispenser/ Bath Soap,
tissue rolls, toilet paper, bathroom freshner (odonil or equivalent), naphthalene balls, room
freshener, toilet cleaner, duster brooms and the cleaning/sanitary materials etc. will be
provided by the contractor at no extra cost (For details see Annexure – V).
6. The contractor should be responsible for quality cleaning of bed and bath linens as per industry
norms. The contractor should also provide laundry services to the guest(s) on payment basis at
rates approved by IISc Authority. Reception Desk should assist the guests’ requirements.
7. Toiletries items from reputed brand(s) to be supplied daily in a sachet (shampoo, oil, soap) etc..
Daily supply can be on the basis of usage of room i.e. one sachet per person per day. A liquid
hand wash from a reputed brand and a pair of slippers, be also kept as reserved in each rooms.
8. The contractor should provide electricianand/or plumber to address minor repairs when
reported. The contactor should send the technician within 1 hour from the time of request. The
charges for providing this service should be indicated in the financial bid as a separate line item.
9. The contractor shall ensure overall general maintenance, like drainage, cleaning, garbage
disposal (dry and wet garbage/plastic and non-plastic waste disposal etc., in an eco-friendly
manner, using protective/closed bins), services and repairs (electrical, plumbing, HVAC etc.),
breakdowns, emergency relief and help on urgency basis. To ensure that managers/ Supervisors
are sufficiently trained and equipped with mobile phones.
10. The agency has to provide the necessary contract labourers (housekeeping, room boys,
supervisors and facility manager) as required for the two guest houses (MGH and CVH).
11. The agency shall commit to making the employees undergo a refresher course at least every 3
months in order to ensure that the quality of service consistently remains at the level of a 3 star
hotel or above.
12. The contractor should keep a small inventory (25 units each)of (good quality) toothbrush,
toothpaste, razor, shaving cream, combs, sewing kits, ear buds, facial tissues (small packs)
which may be provided to guests, if needed, at MRP in both guest houses.
4.2 Catering (Food & Beverages)

The agency shall take up the responsibility of supplying and serving breakfast/lunch/dinner as well as
morning/evening coffee/tea for the guests. The sample menu for breakfast/lunch/dinner is enclosed in
Annexure IV.

1. The agency shall supply additional lunch/dinner as requested by the departments/units on a


chargeable basis. Such requests will be placed, as for as possible, 1 day in advance.
2. The agency shall also be asked to supply and serve special lunch/dinner for departments/units
and served in the Guest House premises, as requested, on fixed rates.
3. The agency shall be responsible for cleaning and washing of the cutleries, crockeries and other
utensils used for preparing and serving coffee/tea/break-fast/lunch/dinner. The agency shall
ensure high standards in the food service. Broken/chipped and stained plates/bowls/cutleries
must not be used.
4. The agency is permitted to utilize the kitchen and store available in the twoguest houses for the
purpose of cooking/storing the necessary vegetables/groceries. Cooking for regular
breakfast/lunch/dinner must be done in the Guest House kitchens. The agency shall keep the
store-room, kitchen, and dining area clean.
5. The agency shall maintain the account of the number of breakfast/lunch/dinner provided on a
per day basis and submit the bill to the Institute at the end of every month.
6. The agency is responsible for charging the guests for the number of breakfast / lunch / dinner /
coffee / tea they have ordered. (b) The contractor has to arrange himself all the provision items
for cooking, cleaning materials, labourers for cooking (assistants, skilled, and supervisory staff).
The Guest House will be available for operation in as is where iscondition, for maintaining it in
upright, spic and span good condition.
7. Dining hall/Kitchen/Cafeteria service shall be rendered in hygienic condition by trained chefs,
cooks, cleaners etc., details of which may be indicated as required in the Annexure –III.
Appropriate pest-control treatment in kitchen/store- room areas must be undertaken
periodically (once a week).
8. Meals should be provided as per the agreed menu and the rates as fixed. The menu details are
given in Annexure–IV for which the rate is to be mentioned in Annexure–III. Menu/rates should
also be indicated for events or special occasions (viz., seminars, workshops, conferences,
summer/winters schools etc.) on per head basis for Lunch / Dinner, for vegetarian and non-
vegetarian dishes.
9. Kitchen items and utensils available in the guest house are listed in Annexure VII. The contractor
will arrange for any others that may be required at no extra charge. Refilling of gas cylinder,
repair and maintenance of the items under contractor control like gas stoves, refrigerator, water
cooler, water purifier, bread toaster, mixer/grinder and other housekeeping and electrical
equipment’s etc., will be done by the contractor at no extra charge.
10. Sanitation in case of outbreak of an epidemic or any such special circumstances will be the sole
responsibility of the contractor.
11. The agency has to provide the necessary contract labourers (chef, cooks, assistant cooks,
waiters, and other assistants) as required for the two guest houses (MGH and CVH).
12. The Agency shall ensure that the contract labourers(chef, cooks, assistant cooks, waiters, and
other assistants) undergoes periodic (once in 6 months) health check and certification for the
same must be submitted to IIScby the agency.
Note: The contractor needs to maintain records for various departments (as per Annexure – V) which
shall be subject to examination by the designated officer of the guest house, IISc Bangalore. Any
deterioration in providing above services shall attract the provision of deduction, penalty or fine,
pertaining to payment. Adequate monitoring and control system should be put in place for best services.

5. OBLIGATIONS OF IISc BANGALORE

The Institute shall provide following inventory:

1. Furnishing of Rooms.
2. Air Conditioners, Voltage Stabilizers, TVs, Geysers, etc.
3. Provision of curtain, blanket, looking mirror, towels, bed sheet, bed cover, mattress, protector
cover, pillow, pillow cover, wall clock, table lamp, wall hangings etc. as one time support.
4. Telephone instruments and extensions, computer/ modem/TCPIP connection.
5. Electrical fittings, tube lights, bulbs, fans, etc., as aggregate level infrastructure will be provided.
6. Payment of electric charges, water charges, telephone bills, house/municipal tax shall be taken
care of by IISc.
7. Renovation/ addition to the building, solar water heating, firefighting equipment’s, emergency
power line etc. shall be taken care of by the institute.
8. Matter related to civil or major electrical works of E&M Department etc. shall be taken care of
by the institute.
9. Racks, Almirah, Room Locking arrangements, shoe/luggage rack etc. as one time support.
10. IISc will provide a comprehensive computing software and room reservation/ allotment system,
networked connection/interface, billing, inventory management and complaint redressal
mechanism through the said software.

IISc will hand over to the Agency materials like beds, cots, linen chairs, tables, mixer/grinder, fridges,
kitchen equipment’s, machineries’ etc. and the Agency has to agree to keep proper acknowledgement
and Agency shall take care to maintain these items properly. Malfunctioning of any equipment shall not
be entertained as an excuse for unsatisfactory services. Upon end of contract / termination thereof, the
Agency is liable to return the same to IISc in good working condition barring normal wear and tear. For
shortage/misplacement/theft, replacement cost of the items will be recovered from the final bill or
security deposit.

6. TERMS AND CONDITIONS

GENERAL

1. Bids submitted after the deadline shall not be accepted under any circumstances whatsoever.
2. Any conditional bid shall not be considered and will be out rightly rejected in the very first
instance.
3. The bidder shall quote the Technical and Commercial bids as per the format enclosed as
Annexure II and III respectively.
4. The Earnest Money will be forfeited if the bidder rescinds from the offer.
5. The bidder should include the list of firms where they have provided similar services at least in
the last 3 years, along with name, phone and fax number of the contact person there, so that
references for their services can be obtained, if required.
6. All entries in the bid form should be legible and clear. If the space for furnishing information is
insufficient, a separate sheet duly signed by the authorized signatory may be attached. No
overwriting or cutting is permitted in the Commercial Bid Form. In such cases, the tender shall
be summarily rejected. Cuttings, if any, in the Technical Bid must be initialed by the person
authorized to sign the bid.
7. IISc being an Educational Institution, the contractor will not allow or permit his employees to
participate in any trade union activities or agitation in the premises of the owner.
8. All personnel/employees/workmen employed by the agency shall be, preferably,in the age
group of 21 – 50 with good health and sound mind. The personnel/employees/workmen of the
agency shall be liable to security screening by the Security Staff/Agencies deployed by IISc.
9. The agency shall not be allowed to transfer, assign, pledge or sub-contract its rights and
liabilities under this contract to any other agency without the prior written consent of IISc.
10. The agency shall appoint fully qualified and competent workers; appropriate operations-in-
charge personnel should be deployed by the agency, at their own cost, to ensure that the
services rendered by them are at the level of a three starhotel and the responsibility and
obligations undertaken by them are carried out to utmost satisfaction of the IISc. The agency as
an employer of its employees/workmen shall have exclusive right to appoint, substitute,
suspend and terminate the services of any of their employees / workmen to fulfill their
obligations under this agreement with enough reasons for doing so, with approval of the
institute authority.
11. The employees/workmen employed by the agency shall always be under the direct and
exclusive control and supervision of the agency and the agency may transfer its employees /
workmen and in accordance with their needs, provided in consultation with the Assistant
Registrar, Guest House/the officer designated by the Director, IISc. Adequate and necessary
numbers of employees / workmen are deployed by the agency for fulfillment of their
contractual obligations under this agreement. It shall be the sole responsibility of the Service
Provider to ensure that employees/workmen, deployed by him, fulfill the obligations
undertaken by the Service Provider under this agreement and the Service Provider shall provide
such employees/workmen at his own cost, with such equipment and other paraphernalia as
may be considered necessary.
12. The number and composition of staff required for MGH and CVH should be given separately in
Annexure – III (as prescribed in the forms) . The tenderer should have sufficient number of
permanent employees on roll, specifically qualified and trained for housekeeping and allied
work as per tender requirement (For details refer to Annexure – V).
13. The successful bidder shall furnish the following documents in respect of the individual
manpower who will be deployed by IISc, before the commencement of work:
a. List of Manpower short listed by agency for deployment at IISc, containing full details
i.e. date of birth, marital status, address etc;
b. Bio-data of the persons with passport size photograph
c. Character certificate from a Gazetted officer of the Central / State Governmentor
certificate of verification of antecedents of persons by local police authority.
d. Their deployment will be only after the approval of the Assistant Registrar, Guest
House/the designated officer.
14. The selected agency shall provide name badges and identity cards, bearing the photograph of
the personnel and personal information such as name, date of birth, age and identification mark
etc. to the personnel deployed at the guest houses
15. Services will be provided by presentable, neatly attired and well-mannered qualified and trained
Attendant/personnel as per their functional designation, mentioned in Annexure – III-. The
personnel deployed (preferred age group: 21-50 years) of certified character and antecedents
be Indian national and must display name badges and identity card signed by the
agency/contractor and be conversant in speaking Hindi, English and local languages.
16. The agency should provide at least two sets of uniforms to all personnel employed by them. The
staff should wear formal, clean, and pressed uniforms as per their job assignments. Staffs
working without uniform are liable to be turned down from being engaged in work in the guest
houses. The specified uniforms are as follows:
a. Waiter - Black full Trousers & White Shirts with black Bow and Black Shoes.
b. Cooks - Appropriate uniform with Apron and Cap
c. Housekeeping staff – Appropriate uniform for gents and ladies.
17. The contractor should ensure to maintain adequate number of manpower to meet the
contractual obligation and also arrange a pool of standby manpower for special occasions with
prior approval of Assistant Registrar, Guest House / the designated officer. A proper record and
register should be maintained and presented for checking purpose of the Assistant Registrar,
Guest House / the Designated Officer.
18. Any theft or damage caused due to negligence of the contractor shall be borne by the
contractor. Appropriate amount of penalty after due consideration and hearing will be imposed
by Director, IISc Bangalore or an officer nominated by him on his behalf, and the same will be
deducted from the monthly bill of the contractor.
19. All personnel and their bags and baggage deployed with the contractor shall be liable for
physical security check both at the time of entry and leaving the Guest House campus. The
institute may introduce a system of Bio Metric/ RFID attendance/ GIS checking system, bar
coding or any other technology solutions, which will be binding and applicable on all such
personnel engaged by the contractor or agencies, rendering service to the Guest House.
20. The services will be provided round the clock on all days of the year (24 x 7 x 365) with sufficient
number of manpower required to run the operation. Leaves of the contractemployees of the
agency should be strictly as per the statutory norms. Any unauthorized leave availed would be
subject to penalty to the contractor.
21. No items will be taken out of the Guest House without written permission of the Assistant
Registrar, Guest House or the designated officernominated by the Director,IISc. Normally no
inventory will be shifted from one room/ place to another, without approval of Assistant
Registrar, Guest House/designated officer and making valid entry in the stock register of the
inventory.
22. The allotment of rooms (accommodation), in the Guest House will be done by a nominated
official of IISc Bangalore. The institute will introduce a web/IT based room reservation
system/billing etc. which will be binding and acceptable to the contractor.
23. Room and catering charges will be collected by the contractor and the same will deposited with
the official nominated by IISc. Room charges including advance collected during Saturdays,
Sundays and notified holidays should be deposited on next working day, failing which 24%
interest will be charged on the withheld amount from the contractor.
24. The contractor or his representative will not allow any unauthorized person including company
officials to stay in the guest house. If at any time or during surprise check it is found that any
unauthorized person is staying in the guest house, the contractor will be directly responsible
and a financial penalty of Rs.20,000/- per day will be imposed on the contractor for the damage
and the same will be recorded in the complaints precedence register.
25. IISc will not be responsible for any injury, accident, disability, or loss of life to the contractor or
to any of its personal that may take place while on daily or conservancy duties. Any
compensation or expenditure towards treatment of such injury, accident or loss of life shall be
the sole responsibility of the contractor. The contractor has to make his own arrangements
towards health insurance, accidental and disability coverage and domiciliary treatments of all
personal engaged by them under their pay roll and submit a proof to this effect.
26. Compliance of policy regulation viz., payment of central government minimum wages act,
employers liability act, contract labour (regulation & abolition) act, the workmen compensation
act, industrial dispute act, maternity benefit act, employee state insurance act, provident fund
act, miscellaneous provision act and labour license of state and central government, as on the
date in existence or revised/changes in the future, will be whole sole responsibility of the
contractor. In this regard the contractor at all-time should indemnify IISc Bangalore against all
claims and will maintain necessary books, logs, register, verification, returns, receipts,
computerized database etc., mandatory as per the law and as per the government rules and
make its available for inspection/verification to the concerned government officer/labour
enforcement officer/regional provident fund commissioner, as and when required. Failure to
comply such instructions will lead to imposition of fine by State/Government machinery and
summary termination of contract and/or such other action as the state me deem fit. A copy of
all such compliances, statements, payments made to the statutory authorities etc., including
registration number shall be provided to the IISc authority for verification and record.
27. The contract is for a period of 3 years, renewable after each year, subject to satisfactory services
by the agency.
28. The contractor will be exclusively responsible to meet and comply with all legal requirements
with respect to food items prepared and sold by him to the guest house, IISc Bangalore,
including with respect to raw material and ingredients incorporated therein, and shall be
exclusively responsible for any infraction of the provisions of any applicable law with regard to
preparation, storage, service and sale of food, including the provision of the Prevention of Food
Adulteration Act, The Essential Commodities Act, The Weight & Measures Act and all rules,
regulation and order framed there under, including safety and health of all consumers/residents
under the said contract. The contractor should keep the owner indemnified from and against
any claim of infection, food poisoning or illness arising from any bad, stale or defective food or
materials provided as meals during the entire contract period.
29. The Cable Network / Dish TV will be provided by IISc in all rooms.

LEGAL

For all intents and purposes, the bidder shall be the “Employer” within the meaning of different Labour
Legislations in respect of manpower so employed and deployed at IISc, for contractual services.

1. The selected agency shall be solely responsible for the redressal of grievances / resolution of
disputes relating to person deployed. IISc, shall in no way, be responsible for settlement of such
issues whatsoever. IISc shall not be responsible for any damages, losses, FINANCIAL or other
injury claims to any person deployed by service providing agency in the course of their
performing the functions/duties, or for payment towards any compensation.
2. The manpower deployed by the contractor shall not have any claims of Master and Servant
relationship vis-à-vis IISc nor have any principal and agent relationship with or against IISc.
3. The manpower deployed by the contractor for the contract job shall not be entitled for claim,
pay, perks and other facilities which may be admissible to casual, ad-hoc regular / confirmed
employees of IISc, during the currency or after expiry of the contract. In case of termination of
the contract also, the persons deployed by the contractor shall not be entitled to or and will
have any claim for absorption or relaxation for absorption in the regular / otherwise capacity in
IISc. The Contractor should communicate the above to all the manpower deployed in IISc by the
contractor.
4. The selected agency will be required to pay minimum wages as prescribed under the Minimum
Wages Act of Central Government. The bidder will maintain proper record as required under
the Law / Acts. The contractor shall be responsible for fulfilling the requirement of all the
licenses and other statutory provisions of Minimum Wages Act. The authorized representative
of Institute& officials of the concerned ministries shall be entitled to inspect these records at
any time. In general, the contractor shall be responsible for strict compliance of all statutory
provisions of the relevant laws applicable from time to time for carrying out the contract job. If
due to any reason whatsoever, Institute is made liable to pay any liabilities payable by the
contractor under any of the said laws and enactments etc. for any reason whatsoever, the
Institute shall recover the same from any dues payable by Institute to the contractor and/or
from the security deposit of the contractor.
5. The selected agency will be responsible for compliance of all statutory provisions relating to
Provident Fund, and Employees State Insurance etc. in respect of the persons deployed by it at
IISc.
6. The selected agency shall also be liable for depositing all taxes, levies, Cess etc. on account of
service rendered by it to IISc to concerned tax collection authorities from time to time as per
extant rules and regulations.
7. The selected agency shall maintain all statutory registers under the applicable Law. The agency
shall produce the same on demand to the concerned authority of IISc or any other authority
under Law.
8. The Tax Deduction at Source (T.D.S.) shall be deducted as per the provisions of the Tax
Department, as amended from time to time and a certificate to this effect shall be provided to
the agency by IISc.
9. In case, the service provider fails to comply with any statutory / taxation liability under
appropriate law, and as a result thereof IISc is put to any loss / obligation, monetary or
otherwise, IISc will be entitled to get itself reimbursed out of the outstanding bills or the
Performance Security Deposit of the agency, to the extent of the loss or obligation in monetary
terms
10. The selected agency will indemnify IISc from all legal, FINANCIAL, statutory, taxation, and
associated other liabilities.
11. To resolve any dispute/legal issue matter will be referred to sole arbitrator i.e., Director, IISc or a
person nominated by him. If any dispute/legal issues are not settled through arbitration, then
legal jurisdiction would be Bangalore only.

FINANCIAL

1. The EMD in respect of the agencies which do not qualify the Technical Bid (First Stage) /
Commercial Bid (Second competitive stage) shall be returned to them without any interest.
However, the E.M.D. in respect of the successful bidder shall be adjusted towards the
Performance Security Deposit. Further, if the agency fails to deploy manpower against the initial
requirement within 15 days from date of placing the order the EMD shall stand forfeited without
giving any further notice and the contract will be terminated.
2. Bids offering rates which are lower than the minimum wages for the pertinent category would
be rejected.
3. The proof of remittance of statutory contribution of PF, ESI of the employer and employee to
the appropriate agency, for those employed at IISc, must be provided by the selected agency to
IISc every month along with the claim bill, failing which the claim bill shall not be settled.
4. The successful bidder will have to deposit a Performance Security Deposit of 10% of the total
value of contract amount for one year, subject to the revision at the time of placing the work
order, within 15 days of the receipt of the formal order. The performance security will be
furnished in the form of an account payee Demand Draft or Bank Guarantee drawn in favour of
The Registrar, IISc, Bangalore 560012, payable at Bangalore. The performance security should
remain valid for a period of 60 days beyond the date of completion of all the contractual
obligations of the service provider.
5. In case of breach of any terms and conditions attached to this contract, the Performance
Security Deposit of the agency will be liable to be forfeited besides annulment of the contract.
6. The agency shall raise the bill, in duplicate, along with the following documents in respect of the
persons deployed and submit the same to The Section Officer, Guest House, IISc, in the third
week of the subsequent month or earlier, but after disbursement of wages to the contract
laborers. As far as possible the payment will be released within two weeks from the date of
submission of bills in all respects.
a. Current month Invoice Copy
b. Current month Acquittance (Wage) Register duly signed by the individual contract
Laborers
c. Current month Attendance Register
d. Current month ESI remittance challan with consolidate breakup details
e. Current month EPF remittance challan, as applicable, with consolidated breakup details
f. In addition Half yearly returns submitted to EPFO & ESIC are also to be submitted
whenever due.
7. The claims in bills regarding service Tax, if applicable, should be necessarily accompanied with
documentary proof pertaining to the concerned month bill. A requisite portion of the bill /
whole of the bill amount shall be held up till such proof is furnished, at the discretion of IISc.
8. During the course of the contract, any increase in the minimum wages as announced by the
Central Government (and applicable increase in ESI, PF), and correspondingincrease in
administrative charges will be borne by the Institute, subject to producing documents for
disbursing the increased wages.
9. The rate/price quoted for catering (Annexure III-B and III-D) are subject to a nominal escalation
each year (upto a maximum of 10%) ; the exact increase will be negotiated by the contract
management cell/guest house committee on the basis of All India Consumer Price Index.
10. All other charges (other than statutory levies) will remain fixed during the duration of the
contract.

7.EXPERIENCE AND QUALIFICATION OF STAFF

The experience, qualification of the staff being deployed by the Agency should be:
1. The Facility Manager should have minimum 5 years of Industry experience and Diploma/Degree
in Hotel Management and Catering Technology from recognized Institute or Catering College.
Fluency in English, Hindi and at least one local language is essential.
2. Facility Supervisor should have 3 to 5 of years experience in a reputed hotel, large industrial
canteens, establishment or Institution. One year craft course in F&B service is desirable.
Fluency in English, Hindi and at least one local language is essential.
3. The Chief Cook (Chef) should have at least 3-5 years experience in a reputed hotels, large
industrial catering in multi-cuisine preparation. One year craft course in cooking is desirable.
Fluency in English, Hindi and at least one local language is essential.
4. Cooks and Assistant cooks should have at least 2-3 years in reputed hotel and large institutional
cooking experience. Fluency in English, Hindi and at least one local language is essential.
5. Other contract personnel for house-keeping, room-boy, and waiters for dining area, being
engaged by the agency should have minimum experience of 2-3 years experience in their
respective fields.
6. The service personnel being engaged by the Agency should be polite, smart and physically
sound.
7. All the personnel being engaged by the Agency should wear the formal dress. Formal dress
means white full-sleeves shirt, bow tie, and black trouser and black shoes. They should be
provided with hand gloves while serving the food.

8. HANDING / TAKING OVER

The fittings, fixtures, furniture’s, furnishings, linen, gadgets and all other items will be properly handed
over after making separate kit inventory/bar coding and details of each items giving specification, duly
signed by institute representative of the Guest House, IISc Bangalore and the contractor for the Guest
House. Each room shall display the inventory list and be reconciled on quarterly basis with compulsory
annual inventory verification of the complete Guest House.

9.TENDER FEE AND EMD

1. The tender document, terms and condition and qualification required can be obtained from the
Institute website (http://www.iisc.ernet.in/tender/housekeeping.htm). A tender fee of
Rs.1,000/- by Demand Draft drawn in favour of ‘The Registrar, Indian Institute of Science,
Bangalore’, payable at SBI, IISc Bangalore Branch (Branch Code: 002215), from any
nationalized/scheduled bank, should be enclosed with the proposal. The tender fee is non-
refundable.
2. The proposal complete in all respect be submitted along with an Earnest Money Deposit (EMD)
of Rs.2,50,000/- to be paid by Demand Draft drawn in favour of ‘The Registrar, Indian Institute
of Science, Bangalore’, payable at SBI, IISc Bangalore Branch (Branch Code : 002215), from any
nationalized/scheduled bank.
3. The EMD deposit via demand draft should remain valid for at least 90 days (three months) from
the last date of submission of tender.
4. No interest is payable on refund of EMD.
5. The tender fee and the EMD should be enclosed in the Technical Bid.
10. TERMS OF PAYMENT

1. The agency should deploy the manpower as mentioned in the Special Note (Section 2, Page
No.8)and may claim as per the 2bands.
2. The contractor will be paid as per approved rate (award of contract/work order) on monthly
basis by IISc for the services provided on receipt of pre-receipted bill (in triplicate, at accepted
bill of quantities), after invoice entry and certification the satisfactory services have been
rendered during the month.
3. Attendance sheet, with signature/attendance status of persons deployed and verified (by the
identified person of the Institute) shall be enclosed with the bill. A copy of challan in proof of PF
and ESI deposited and any other payments thereto contractual and statutory obligation, made
in respect of such engaged employees from the previous month deputed for this work, be
enclosed by the contractor, with the monthly bills. A certificate that previous month payments
of the employees under the contract and payment to the supplier/general order vendors has
been made and cleared in all respect shall be enclosed, along with the list/details of such
disbursement. It is mandatory that all such disbursements be done by cheque/pay order or
bank-e –transfer.
4. Monthly payment will be made within 15 days of submission of bills, in favour of the contractor
(in the name of the firm/agency, as per award of contract and agreement) after making
necessary deductions (Income Tax/TDS, surcharge, other statutory taxes, losses, penalty etc.).
The Sale Tax/VAT and Service Tax (if applicable, as per rules) shall be paid on submission of
documentary proof.
5. The contractor need to provide details of his Bank Account number, name and address of the
bank, Branch and Branch Code and IFSC code etc., to facilitate payment through bank (e-
payment process).
6. If the scope of service increases (as per written communication and record) and/or at the time
of award of the contract, including extension of 1year and part thereof, including complete
month, after the period of contract or otherwise, same will be extended on mutually agreed
terms and condition.
7. IISc authority will have the right to inspect the books of accounts of the firm/agency.

11. PERFORMANCE SECURITY DEPOSIT

The contractor shall submit a Bank Guarantee or Demand Draft (@10% of the total contract value) in
favour of “Indian Institute of Science, Bangalore”, drawn on any nationalized/scheduled bank, towards
Performance Security Deposit. The security deposit shall not carry any interest and shall be forfeited in
case the contractor, who fails to discharge its duties/commitments or whose contract is terminated pre-
maturely. The security money so deposited with the Institute will be released after three months of
expiry of agreement period [viz. 39 months] if not extended otherwise.

12. TERMINATION OF CONTRACT

1. If the services of the contractor are not found satisfactory they will be issued a written notice for
improvement by the IISc authority. If satisfactory improvement is not found (with 2 weeks) after
this notice, penalty for poor service as specified in the a final two month’s notice will be issued
to the contractor by the IISc authority to terminate the contract without prejudice to any rights
or privileges accusing to either party prior to such termination. During the period of notice both
parties shall continue to discharge their duties and obligation.
2. Independently, IISc reserves the right to terminate the contract by giving a two month’s notice
to the agency.
3. In case the contractor is required to (or decide otherwise) to discontinue the contract, he/she
should give at least three months’ notice to IISC and shall remain essentially working for the said
period of notice, till alternate arrangements are made.
4. In case or situation, beyond the control of either party, the contract may be terminated with
mutual consent by giving two month notice.
5. The Institute in any/either situation will not be under any obligation to pay compensation or
make good the payment for the notice period, for which services are not rendered.
6. In case of breach of any terms and condition attached to the contract, the Performance Security
Deposit of the contractor will be liable to be forfeited, beside annulment of the contract or
other lawful action that may be taken against the contractor.
7. The contractor shall give vacant premises to IISc Bangalore and return all the
equipments/fixtures and other items, facilities etc., once the contract period is over or
terminated.

13. DAMAGES AND LOSSES

Al the equipment’s and the items at site stands at the risk and sole charge of the contractor who shall
deliver in proper condition at the time of annual stock taking to be done by IISc. Any shortfall shall be
immediately made good by the contractor by replacement. If the same is not replaced within one month
of stack taking, the amount shall be recovered from the dues/bills of the contractor. The contractor or
his representative shall be present during the stock taking. If the contractor or his representative does
not make them available, the stock taking shall be conducted in their absence, and which will be binding
on them. For losses, if any due to natural calamity or any other act of god, beyond the control of either
party, IISc will replenish the same, as per obligation mentioned above.

14. COMPLAINTS

The contractor shall keep a suggestion box to be provided by IISc to record any suggestion/complaints
on performance of services, by the guest and produce to IISc or its representatives for perusal during
their visit to ensure that prompt action has been taken on such complaints and measures taken to avoid
their re-occurrence. The contractor shall attend to all the complaints and address as early as possible to
the satisfaction of IISc. The contractor will provide guest feedback forms in each room and collect it to
tabulate/display the observations/feedback, grievances or risk and sit for monthly meetings with
IISc/Guest House authorities.

15. MISBEHAVIOUR OF EMPLOYEES

The employees of the contractor shall maintain strict discipline and not use any violent, absence or
offensive languages while inside the premises. Smoking and consuming alcohol inside the premises is
strictly prohibited. In the case of misbehaviour, IISc has the right to terminate the contract. It will be
mandatory for the conducting agency to brief their personnel in advance and apprise them of the
conduct, expected for them, while working in an institution of national importance. Nothing prevents
IISc to advise the contractor about any such issue, or any erring personnel engaged by the contractor,
which warrant urgent action, in the interest of work and its fast disposal.
The selected agency shall not involve in any bribery or other unethical activities with anyone employed
at the Institute. Involvement in any such activity shall entail a penalty of Rs. 10,000/- for the first
incident. Subsequent occurrence of such incidents will entail in termination of the contract without any
notice.

Any personnel deployed by the Agency, refuses work or creates indiscipline would have to be
immediately replaced with the consent of the Assistant Registrar, Guest House/the designated officer.
IISc reserves the right, to ask the Agency to terminate the services of any of the Agency's employees
immediately on grounds of noncompliance of duties or if found guilty of misconduct. IISc will in no way
be held responsible or liable for any loss, caused by negligence or any other harmful action on the part
of the employee of the Agency.

In case, the person employed by the successful bidder commits any act of omission / commission that
amounts to misconduct /indiscipline/ incompetence / security risks, the successful bidder will be liable
to take appropriate disciplinary action against such persons, including their removal from work,
immediately after being brought to notice, failing which it would be assumed as breach of contract
which may lead to cancellation of contract.

16. BREAKAGE

All damages/breakage to the equipment/inventory in the charge of the contractor, if caused due to
negligence of the contractor’s employee, the cost or repair/replacement of the equipment will be borne
by the contractor. Whether the damage/breakage has been caused due to negligence or normal wear
and tear shall be heard and will be decided at sole discretion of IISc.

17. REPLACEMENT

Replacement of articles (viz. linens, crockery, cutlery, consumables items/inventory etc.), which have
been lost will be done after proper assessment by the competent authority and as per decision/mutual
discussion and shall be borne by the contractor.

18. PENALTY

Deduction on account of unsatisfactory catering services and improperhousekeeping and maintenance


of the guest house, common places/facilities etc., will be made from the monthly bill. The recovery will
be decided by the Assistant Registrar, Guest House/the designated officer. The methodology for
deduction will be as under:

1. In case of shortage of manpower, an amount proportionate to the shortage of manpower,


taking into account number of employees as well as duration shall be deducted from the
monthly bill of the contractor. Further each occurrenceof absenteeism in excess of 20% per
shift for 3 continuous days, will entail a penalty of 1.5% in the administrative charges charged by
the agency, subject to a maximum of 30%. Stern disciplinary action and a fine would be levied if
manpower shortage continues for more than two days.
2. In case of non-maintenance of cleanliness or lapse of services/carelessness, deduction shall be
made @Rs. 500/- per event etc., from the bill of the contractor, taking into account the loss of
goodwill and inconvenience caused to the guest/institute.
3. In case on non-performance and poor service by the Agency, IISc may, at its discretion, recover
Liquidated Damages upon recommendation of In-charge Guest House. In the event of appeal,
the decision of Director, IISc Bangalore shall be final and binding upon the Agency.

The quantum of penalty shall be as follows:

(a) Non-compliance in cleaning of Rooms including Reception, Lobby Rs.500.00/day


(b) Non-compliance with laundry requirements Rs.500.00/ day
(c) Negligence in reporting of non-functioning of Telephone and other amenities
Rs.200.00/day
(d) Non-compliance of environment friendly waste disposal methods. Rs.100.00/day
(e) Not wearing of uniforms by Agency's employees / untidy uniform Rs.500.00/day/Person
(f) Supply of food not as per approved Menu and/or insufficient quantity Rs.1,000.00/meal
/ day
(g) The penalty for unsatisfactory and substandard catering service: Rs.500/- per complaint

4. In case of unforeseen or peculiar circumstances, the decision of the Assistant Registrar, Guest
House/the designated officer, so far as imposition of penalty is concerned, shall be final.
5. If the work is found unsatisfactory and below the expected standard in a particular area,
Including electrical or plumbing/maintenance etc., the Assistant Registrar, Guest House/the
designated officer will have the right to get the same done by another agency. The charges on
account of this shall be deducted from the contractor’s bill. Decision of the Assistant Registrar,
Guest House/the designated officer shall be final in this regard.

19. OTHER CONDITIONS

1. The Director, IIScBangalore may accept or reject any or all the tenders/bids in part or in full
without assigning any reasons. In case of any dispute, pertaining to tender/bids, the decision of
the Director of this institute shall be final and binding on the bidders.
2. The Director IISc Bangalore reserves the right to withdraw/relax/interpret any of the terms and
condition mentioned hereinbefore; in such situation the tenderer shall be given sufficient time
to take the change into account.
3. Notwithstanding the sub-division of the documents into separate sections or otherwise, every
party of each section/part/point or paragraph, shall be deemed to be supplementary to and
complimentary of every other part and shall be read into totality as part and parcel of the
contract.
4. Tenders received after the closing date and time shall not be considered.
5. Each page of the tender document should be signed and stamped by the tenderer in acceptance
of terms and condition, laid down by the institute.
6. While indicating the price/rate of the items or services, the bidder should write the item
value/monthly value, both in words and figure, in case of dispute, or cutting/ overwriting, the
amount written in words will be taken as bid value.
7. Tenderer and his authorized representative (with proper authorization letter) may choose to be
present at the time of opening Technical and Price Bids.
8. The person/officer signing the tender/bid documents on behalf of the contractor should be
delegated with an appropriate power of attorney (Duly endorsed by a notary public) by the
Chief Executive Office / Managing Director of the company to sign such documents. An
appropriate declaration must be enclosed, a sample of which is annexed with this tender
document.
9. Tenders incomplete in any form will be rejected outright; conditional offers will not be
accepted.
10. No tenders will be allowed to withdraw after submission of the tender; otherwise the EMD
submitted by the tendering firm would stand forfeited. In case, the successful tenderer decline
the offer of contract (or refuse to acknowledge or execute the contract/agreement within 15
days of award of work), for what so-ever reasons, his EMD will be forfeited.
11. The contractor should not subcontactthe work to any other agency/contractor. No child labour
should be engaged and human rights as per law shall be protected and adhered to. Person
engaged must undergo a prior character and antecedent check/police verification and must be
medically cleared specially Kitchen staff should undergo a medical examination after every six
month.
12. Validity of the Bid: Bids shall remain valid for acceptance for a period of 90 days from the date of
opening of the price bid. Any benefit for downward reversion of prices, should be extended to
IISc.
13. Companies conferred with latest ISO certification, BVQs, HACCP, special recognition/awards
etc., must mention this in their technical proposal, along with a copy of the said certification.
14. Companies must enclose a Compliance List (or check list) along with the technical bids and
mention how they plan to execute the services, enforce quick response time, customer care,
quality and grievance redressalmechanism etc., settling things on the same business day. The
service escalation matrix shall be mentioned.
15. Tender fees should be enclosed separately in an envelope and attached with the Technical Bid
document. E.M.D should be kept in an envelope and enclosed with the technical bid document.
It is mandatory to enclose the said fees, unless otherwise the agency/organization is entitled for
an exemption while submitting bids to government Institutions/ Offices etc., as evidence from
the authorization letter/ certificate issued by appropriate State/ Central Government Authority
granting such exemptions.
16. The engagement of personnel by the contracting agency/firm/organization will solely be at their
discretion, as per usual norms and qualification and in no way make them entitled for any job or
employment or permanency or any incumbency status in IISc Bangalore.
17. The Deputy Registrar, Contract Management Cell will be the contact point (Nodal Officer), on
and behalf of the Director, IISc Bangalore for any queries related to the tender, and can be
contacted at his phone Numbers 080–22932241/2293/2295 email:drcmc@admin.iisc.ernet.in

Registrar
IISc Bangalore
ANNEXURE – I
TECHNO-COMMERCIAL EVALUATIONSCHEME

1. The technical evaluation will be for 50 marks and based on the following scheme.

Description Marking Scheme Max. Min. Marks for


Marks Qualification
No. of years of experience providing 3 marks for 3 years of experience, and 5 3
hospitality services with 100 guest 1 mark for each additional year
rooms or 200 guests subject to a maximum of 5 marks
Experience in facility manangement in 2 marks for 1 such contract, 1 mark 3 0
a 3-star or above facility for an additional contract)
ISO Certification 2 marks for having a valid ISO 2 0
certification
No. of contracts with50guest rooms or 3 marks for 2 such contracts and 1 5 3
100 guests mark for each additional contract,
subject to a maximum of 5marks
Minimum turn-over of 1crores annually 3 marks for minimum turn-over and 1 5 3
in facility managementand a total mark for each additional crore of
turn-over of 2.5 crores per annum for turn-over in facility management ,
the last 3 years in hospitality subject to a maximum of 5 marks
servicesfor the primary bidder
Experience in providing hospitality 3 marks for a minimum two contracts 5 3
services to Govt. organizations/Public in the last 3 years and 1 mark for
Sector Units/large, reputed each additional contract, subject to a
privatecompanies/PSUs maximum of 5 marks
Feedback from Present Clients (from 3 Written feedback obtained directly by 5 3
clients) for facility management the Technical Committee
Catering Experience 3 marks for 3 years of experience, 5 3
and 1 mark for each additional year
subject to a maximum of 5 marks
Feedback from Present Clients (from 3 Written feedback obtained directly by 5 3
clients) for catering services the Technical Committee
Presentation to the technical Evaluation by Technical Committee 5 3
committee
Evaluation of the Response by the Evaluation by Technical Committee 5 3
technical committee and/or site-visit to
the current clients of the bidder
Total 50 35

2. A bidder has to score the minimum marks under each category mentioned above and also an
overallminimum score of 35in the technical evaluation in order to be technically qualified.
3. Only the commercial bids of technically qualified bidders will be opened.
4. The commercial evaluation will be for 50 marks and will be only for the technically qualified
bidders. The lowest qualified bidder will get the maximum commercial score (50) while the
others will have a pro-rated score lower than 50. More specifically, the commercial score of a
technically qualified bidder is calculated as
Commercial score = 50 * (lowest price bid)/(price bid of the bidder)
5. The bidder with the highest total score (technical + commercial) will be declared as the
successful bidder.
ANNEXURE II
TECHNICAL BID
For providing House Keeping, Maintenance and Catering Services at the Guest House

(To be enclosed in a separate sealed envelope)

1. Name of Tendering Company/ Firm / Agency: ________________________________


(Attach certificate of Registration)
2. Name of proprietor / Director: ________________________________
of Company/Firm/agency
3. Full Address of Reg. Office ________________________________
4. Telephone No. : ________________________________
5. Fax. No. ________________________________
6. E-Mail Address ________________________________
7. PAN / GIR /TIN No. (Attach Attested Copy) ________________________________
8. LabourRegn. No. (Attach Attested Copy) ________________________________
9. Service Tax Regn. No. (Attach Attested Copy) ________________________________
10. E.P.F. Regn. No. (Attach Attested Copy) ________________________________
11. E.S.I. Regn. No. (Attach Attested Copy) ________________________________
12. Financial turnover of the tendering Company / Firm / Agency for the last 3 Financial Years: (Attach
Copy of Audited statement)

FINANCIAL Year Amount (Rs. In Lakhs) Remarks, if any


2012-13
2013-14
2014-15

13. Give the list of the major contracts handled by the tendering Company/ Firm / Agency on behalf of
PSUs /Research Organization /Government Departments during the last three years in the following
format. Copies of work orders must be attached.

Name of client along Contract Duration of Contract


Sl.
With name, Organization, address, Value
No. From To
telephoneand FAX numbers (Rs. in Lakhs)

5
14. Details of Tender Fee:
D.D. / P.O. No.& Date & Bank ____________________________

15. Details of Earnest Money Deposit:


D.D. / P.O. No.& Date & Bank ____________________________

16. Additional information, if any ____________________________


(Attach separate sheet, if required)

Certified that all above information’s are correct to the best of my/our information, knowledge and
belief.

Dated Signature & Seal of the Contractor

Note: This is to be submitted in a separate sealed envelope superscribing “Technical Bid”, and name of
the bidder. Attachall relevant documents duly signed and sealed. No Price should be specified in the
technical bid. Including such information will entail rejection of the bid.
DECLARATION

1. I, …………………………………………Son/Daughter of Shri………………………………… Proprietor/ Partner/


Director/ Authorized Signatory of M/s…………………………………….. am competent to sign this declaration
and Execute this tender document.

2. I have carefully read and understood all terms and conditions of the tender and hereby convey my
acceptance of the same.

3. The information/documents furnished along with the above application are true and authentic to the
best of my knowledge and belief.

4. I/We am/are well aware of the fact that furnishing of any false information/fabricated documents
would lead to rejection of my tender at any stage besides liabilities towards prosecution under
appropriate law.

Signature of the Authorised Person

Date:……………………………….. Full Name………………………..

Place………………………………. Company Seal……………………

Note: The above declaration, duly signed and sealed by the authorized signatory of the firm/company, should be
enclosed with the Technical Bid Documents.
ANNEXUREIII-A
Commercial Bid for Housekeeping and Maintenance
At the Main Guest House

Format to be filled up by the Agency tendering for Housekeeping, Reception and Management
1. Name of Firm/Bidder: __________________________________________________________

2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________

ESI PF
(4.75%) (13.36%) Rate per Total
Daily Other
Sl. No. Of on on person Amount
Description of work Wage Allowances
No. Personnels applicable applicable E= for each
(A) (B)
wages wages (A+B+C+D) category
(C) (D)
Providing manpower (for 0 – 60 % Occupancy) – Quote for 15 days for 3 Shifts
1 1.Facility Manager
2. Supervisor
3. Housekeeping
4. Room boy
Providing manpower (for 60 – 100 % Occupancy) – Quote for 15 days for 3 Shifts
2 1. Facility
Manager
2. Supervisor
3. Housekeeping
4. Room boy
4 Cleaning Materials and equipment rental charges* (Quote for the month)
5 Toiletries Supplied to Guests (Rs. ____________ per set for 1000 sets)$
6 Cost for providing Electrician/Plumber to carry out repair work (cost should include
minor repair charges for upto 20 visits/repairs per month, consumables/ spare parts to
be paid by IISc as per MRP)
7 Additional repair calls for Electrician/Plumber (Rs. _____ per call for 30 calls) §
8 Contractors Adm. / Service Charge
Total
* Provide list of cleaning material, brand, and unit rate, quantity required for one month, total cost,
equipment needed for cleaning and its rental cost in a separate sheet.
$ Quote should be for 1000 sets, but monthly billing will be as per actual number of sets given.
§ Quote should be for 30 additional calls, but monthly billing will be as per actual number of repair
calls/visits. A repair call/visit is considered complete only is the reported complaint is fixed.

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”.
ANNEXUREIII-B
Commercial Bid for Catering
At the Main Guest House

Format to be filled up by the Agency


1. Name of Firm/Bidder: __________________________________________________________

2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________

Indicate the no. of personnels that will be deployed by the agency for catering services:
Sl. Description No. of persons to be deployed
No. General Shift I Shift II Shift
1 Chef
2 Cooks
3 Assistant Cooks
4 Helpers
5 Waiters
The above category of labourers must be paid as per the Central Government Minimum Wages.

Sl. No. Description Unit Rate Minimum Total Amount


1 Coffee / Tea Rs. Min. of 150per month@
2 Breakfast Rs. Min. of 200per month@
3 Lunch Rs. Min. of 200per month@
4 Dinner Rs. Min. of 200per month@
5 Special Lunch / Dinner (Veg) Rs. Quote for 100 per month@
6 Special Lunch / Dinner (Non-Veg) Rs. Quote for 100 per month@
7 Snacks (Veg) Rs. Quote for 100 per month@
8 Snacks (Non-Veg) Rs. Quote for 100 per month@
9 Add-onDish (Veg) (for special lunch) Rs. Quote for 100 per month@
10 Add-onDish (Non-Veg) (for special Rs. Quote for 100 per month@
lunch)
Subtotal
Applicable Taxes (if any)
Gross Total
@ Quote should be for the indicated numbers but monthly billing will be as per actual numbers.

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”.
ANNEXUREIII-C
Commercial Bid for Housekeeping and Maintenance
At the Centenary Visitor’s House

Format to be filled up by the Agency tendering for Housekeeping, Reception, and Management
1. Name of Firm/Bidder: __________________________________________________________
2. Address :_____________________________________________________________________
3. Phone/Fax/Mobile/Email:_________________________________________________________

ESI PF
(4.75%) (13.36%) Rate per Total
Sl. Daily Other
No. Of on on person Amount
No Description of work Wage Allowances
Personnels applicable applicable E= for each
. (A) (B)
wages wages (A+B+C+D) category
(C) (D)
Providing manpower (for 0 – 60 % Occupancy) – Quote for 15 days for 3 Shifts
1 1. Facility Manager
2. Supervisor
3. Housekeeping
4. Room boy
Providing manpower (for 60 – 100 % Occupancy) – Quote for 15 days for 3 Shifts
2 1. Facility Manager
2. Supervisor
3. Housekeeping
4. Room boy
4 Cleaning Materials and equipment rental charges* (Quote for the month)
5 Toiletries Supplied to Guests (Rs. ____________ per set for 1000 sets)$
6 Cost for providing Electrician/Plumber to carry out repair work (cost should include
minor repair charges for upto 20 visits/repairs per month, consumables/ spare parts to
be paid by IISc as per MRP)
7 Additional repair calls for Electrician/Plumber (Rs. _____ per call for 30 calls) §
8 Contractors Adm. / Service Charge
Total
* Provide list of cleaning material, brand, and unit rate, quantity required for one month, total cost,
equipment needed for cleaning and its rental cost in a separate sheet.
$ Quote should be for 1000 sets, but monthly billing will be as per actual number of sets given.
§ Quote should be for 30 additional calls, but monthly billing will be as per actual number of repair
calls/visits. A repair call/visit is considered complete only is the reported complaint is fixed.

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”.
ANNEXUREIII-D
Commercial Bid for Catering
At the Centenary Visitor’s House

Format to be filled up by the Agency


1. Name of Firm/Bidder: __________________________________________________________

2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________

Indicate the no. of personnels that will be deployed by the agency for catering services:

Sl. Description No. of persons to be deployed


No. General Shift I Shift II Shift
1 Chef
2 Cooks
3 Assistant Cooks
4 Helpers
5 Waiters
The above category of labours must be paid as per the Central Government Minimum Wages.

Sl. No. Description Unit Rate Minimum Total Amount


1 Coffee / Tea Rs. Min. of 150per month@
2 Breakfast Rs. Min. of 200per month@
3 Lunch Rs. Min. of 200per month@
4 Dinner Rs. Min. of 200per month@
5 Special Lunch / Dinner (Veg) Rs. Quote for 100 per month@
6 Special Lunch / Dinner (Non-Veg) Rs. Quote for 100 per month@
7 Snacks (Veg) Rs. Quote for 100 per month@
8 Snacks (Non-Veg) Rs. Quote for 100 per month@
9 Add-on Dish (Veg) (for special lunch) Rs. Quote for 100 per month@
10 Add-on Dish (Non-Veg) (for special Rs. Quote for 100 per month@
lunch)
Subtotal
Applicable Taxes (if any)
Gross Total

@ Quote should be for the indicated numbers but monthly billing will be as per actual numbers.

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”.
ANNEXURE III-E
Commercial Bid for Other Items

Format to be filled up by the Agency


4. Name of Firm/Bidder: __________________________________________________________

5. Address :_____________________________________________________________________

6. Phone/Fax/Mobile/Email:_________________________________________________________

Sl. Description Unit Rate Minimum Total Amount


No.
Bottled water (500 ml) Rs. Quote for 500 per month@
Bottled water (1 Ltr) Rs. Quote for 100 per month@
Coffee/Tea sachet Rs. Quote for 300 per month@
(Should contain 2 sachets each of
coffee, tea, sugar, and milk)
Juice (200 ml) Rs. Quote for 100 per month
Soft Drinks (200 – 300 ml ) Rs. Quote for 100 per month
All-out Unit (with refill) Rs. Quote for 30 per month@
All-out refill Rs. Quote for 100 per month@
Battery Cells (for AC/TV remote) Rs. Quote for 30 per month
Subtotal
Applicable Taxes (if any)
Gross Total

@ Quote should be for the indicated numbers but monthly billing will be as per actual numbers.

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”.
ANNEXURE III-F
Commercial Bid for Laundry

Format to be filled up by the Agency


1. Name of Firm/Bidder: __________________________________________________________

2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________

Please specify the laundry charges for each item below

Sl. Description Unit Rate Minimum Total Amount


No.
1 Bed Sheet/Bed Cover/Blank Linen Rs. Quote for 300 per month@
2 Pillow Cover Rs. Quote for 300 per month@
3 Blanket Rs. Quote for 300 per month@
4 Bath Towel Rs. Quote for 300 per month@
5 Hand Towel / Bath Mat (cloth) Rs. Quote for 300 per month@
6 Curtain (dry cleaning) Rs. Quote for 25 per month@
7 Cleaning of Upholstery (Sofa/chair) Rs. Quote for 25 per month@
8 Drycleaning of Curtains (small) Rs. Quote for 50 per month@
9 Drycleaning of Curtains (Big) Rs. Quote for 25 per month@
Subtotal
Applicable Taxes (if any)
Gross Total

@ Quote should be for the indicated numbers but monthly billing will be as per actual numbers.

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”.
ANNEXURE III-G
Commercial Bid for Uniform Charges

Format to be filled up by the Agency


1. Name of Firm/Bidder: __________________________________________________________

2. Address :_____________________________________________________________________

3. Phone/Fax/Mobile/Email:_________________________________________________________

Please specify the uniform charges per month for each category of contract labourer.

Sl. Category No. of No. of Unit Total Amount


No. Persons in Persons Rate
MGH in CVH
1 Facility Manager Rs.
2 Supervisor Rs.
3 House-keeping Rs.
4 Room-Boys Rs.
5 Chef Rs.
6 Cooks Rs.
7 Assistant Cooks Rs.
8 Helpers Rs.
9 Waiters Rs.
Subtotal
Applicable Taxes (if any)
Gross Total
The number of persons deployed in each category should include persons deployed for all shifts .

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”.
ANNEXURE III-H
Overall Commercial Bid

Sl. Description Total


No.
1. Main Guest House – House-keeping (Annexure III - A)

2. Main Guest House – Catering (Annexure III -B)

3. Centenary Visitors House – House-keeping (Annexure III - C)

4. Centenary Visitors House – Catering (Annexure III -D)

5. Commercial Bid for Other Items (Annexure III-E)

6. Commercial Bid for Laundry (Annexure III-F)

7. Commercial Bid for Uniform Charges (Annexure III-G)

8. Overall Total

Signature of the Authorized Person


Date:……………………………….. Full Name………………………..
Place………………………………. Company Seal……………………
Note: The price bid be submitted in a format, as per illustration given above. The rate/amount be mentioned on
per item/day/month basis. A separate sheet of paper may be attached, if required. Each sheet should be duly
signed. All price bids (Annexures III-A to III-H) should be pinned together submitted in a separate sealed
envelope marked as “Commercial Bid”
ANNEXUREIV

DINING HALL / FOOD ARRANGEMENT

TYPE OF SERVICE: Silver service in dining table for all meals.

BREAKFAST (7.00 AM – 9.30 AM)

(a) 125 ml fresh juice seasonal fruits/125 ml tetrapackfruit juice


(b) Selection of cereals (cornflakes or oat meal with milk/sugar/honey)
(c) Baked Beans/Continental Veg Fresh Fruit (1 number banana/seasonal fruit)
(d) Eggs to order (2 nos. eggs boiled/scrambled/omelette)
(e) 4 nos. slices of bread plain (Brown/White)
(f) Butter and Preserves of Brand as specified (in pouch/sachet)
(g) Milk – 200 ml (hot/cold) or Tea/Coffee/Milk (with separate Milk and Sugar Sachet)
Or
(a) 125 ml fresh juice seasonal fruits/125 ml tetrapackfruit juice
(b) Selection of cereals (cornflakes or oat meal with milk/sugar/honey)
(c) 2 nos. slices of bread plain (Brown/White) with butter and jam
(d) Medium sized puri/paratha/bhatura/kulcha/kachori with aloo tomato bhaj/seasonal vegetables
(e) Fresh Fruit (1 number banana/seasonalfruit)
(f) Tea/Coffee/Milk (with separate Milk and Sugar Sachet)
Or
(a) 125 ml fresh juice seasonal fruits/125 ml tetrapackfruit juice
(b) Selection of cereals (cornflakes or oat meal with milk/sugar/honey)
(c) 2 nos. slices of bread plain (Brown/White) with butter and jam
(d) Masala Dosa/Upma/Uthapam/Idlies/Vadas
(All South Indian Dishes will be served along with their appropriatecomponents)
(e) Fresh Fruits
(f) Tea/Coffee/Milk (with separate Milk and Sugar Sachet)

LUNCH / DINNER (LUNCH: 12.30 PM – 2.30 PM)


(DINNER: 8.00 PM TO 10.00 PM)

(a) Soup
(b) Indian Bread (Roti, Chappathi, Pulka, Parathasetc)
(c) Flavoured Rice (Biriyani, Ghee Rice, Pulao, Tomato Rice etc)
(d) Paneer preparation with gravy, two seasonal vegetables dry
(e) Plain Rice (good quality raw/boiled), sambar, rasam
(f) Dhal (different preparation) Green Salad, Raitha, Curd, Papad, Pickle
(g) Dessert
(h) Non-Veg – Chicken/Fish – 125 grams

**Rice, Dal, vegetables are to be served in sufficient quantity, for full diet.
MISCELLANEOUS

(a) Tea/Coffee (with separate Milk and Sugar Sachet) in pot


(b) Snacks: Sandwiches (Cheese/Chicken/Egg/Vegetables), Pakoda, Samosa, etc. or Pastry
(c) Soft Drinks
(d) Mineral Water

All systems and processes in CateringServices should be designed to achieve the highest standards of
hygiene and cleanliness through Innovative approaches and integration of trained and qualified human
resources, state of art equipment’s, eco-friendly cleaning products and proven processes. The results
should be of a superior quality performance levels. For standard and procedures refer Annexure V.
ANNEXURE V

DETAILED SCOPE OF WORK FOR GUEST HOUSE MANAGEMENT and RECEPTION SERVICES

1. Manage the Reception counter by a professional and experienced person (minimum 1 years of
Diploma and at least one years of experience in Front office operations in similar organization)
who will attend the guest with decent and hospitable manner; Attend to and address any guest
complaint promptly.
2. Maintain the check-in and check-out in both Registers and in system
3. Allot the rooms in the Guest house as per the directive received from Main Guest House office
4. Arrange safe handling of baggage of the guest;
5. To attend the telephones, and maintain a call traffic register
6. Maintain the Complaint Register (standard Format) which should be available on demand;
7. To arrange emergency transport as and when required by the guest;
8. To provide information with regard to rail/air/ timings and information related to campus to the
guests on request;
9. To ensure overall cleanlinessin the surrounding areas of the Reception Counter, lobby;
10. To Report the Room-wise Occupancy status every morning to the In charge Guest house through
Facility Manager of the firm / company;
11. To Report non-functional electrical gadgets (Geyser, Fan, lights, AC etc) and other maintenance
issues of the rooms as well as common areas to the Assistant Registrar, Guest house through
their Facility Manager. A register to be maintained for this purpose, room-wise and the same to
be brought to the notice of the In charge, Guest house daily through Facility Manager;
12. At the time of check-out, to ensure that all the items provided in the room (like Remote of TV
etc) are available in the room in case of any missing items the contractor will be solely
responsible to replace the same at no extra cost.

HOUSE KEEPING & JANITORIAL SERVICES

All systems and processes in Soft Services should be designed to achieve the highest standards of
hygiene and cleanliness through Innovative approaches and integration of trained and qualified human
resources, state of art equipment’s, eco-friendly cleaning products and proven processes. The results
should be of a superior quality performance levels.

1. To ensure that all the rooms, fixture and fittings attached to the rooms are kept well cleaned,
regularly as specified in the cleaning service (Record to be maintained for verification).
2. To ensure that all rooms are provided with following items at any point of time (Record to be
maintained for verification). These items will be provided by the Institute.
a. Bed Sheet
b. Bed Cover
c. Pillow Covers
d. Blanket
e. Blanket linen
f. Bath Towel
g. Hand Towel
h. Tumblers (Glass)
i. Coasters
j. Hangers
k. Bucket
l. Foot Mat
m. Mug
n. Dustbin
o. Bath Mat
p. Dustbin
q. Fridge (In Single & Double rooms)
r. Electrical Kettle
s. Induction Stove
t. TV with Remote
u. Telephone
3. The Agency shall supply the following toiletries and consumable for each room per new
occupant.
a. Bath Soap 50gms
b. Shampoo Sachet
c. Oil Sachet
4. The Agency shall supply the following consumables for each room per day.
a. Coffee, Tea, Milk and Sugar Sachets
b. Two sealed bottles of 1000 ml mineral water (Bailey/Kinley/Aquafina)
5. The Agency shall ensure the following items are replenished promptly in each room.
a. Goodnight/All-out mosquito repellent with refills
b. Toilet Tissue Rolls (2 nos.)
c. Room fresheners
d. Napthaleneballs
e. Battery Cells (in working condition) for TV, Wall Clock and AC remotes.
6. All items mentioned above should be of superior / branded quality. The Agency should provide
all these items.

Service Standards:

 Basic Standard : Maintain at all times in good condition - office areas, service areas, public
areas, utility areas, fire exits, stairways, terrace, lifts, car parking and external areas.
 Prestige Standard : High standard of cleanliness and appearance at all times including
maintaining higher floor gloss levels – VIP Suites, Conference room, Banquet area, Dining area,
Pantries, Reception areas, Lobbies and VIP floors etc.
 Hygiene Standard : Areas where a high hygiene standard is mandatory –Toilets, kitchens,
cafeteria, pantry, vending areas, Waste bins, hidden surfaces, hinges, underside of workstations
etc to be maintained free of dirt, stains, waste matter, watermarks and scale using appropriate
cleaning and sanitizing materials.

Types of Cleaning:

 Routine Cleaning: Cleaning tasks to ensure that offices, toilets, meeting areas, public areas & all
other routine work areas, furniture & floor spaces are maintained to a high level of general
cleanliness and remain presentable and fit for their intended purpose.
 Reactive Cleaning: Reactive service to maintain full & safe use of facilities – response to
spillages, replenishing consumables & monitoring the cleanliness of all sanitary facilities.
 Periodic Cleaning: Activity includes all deep cleaning and periodic cleaning activities of the
communal & public areas and activities that require more frequent cleaning than routine
cleaning including kitchens, vending points and cafeteria.

Zoning:

The Frequency of daily cleaning should be divided into 3 zones:

 Green Zone - Cleaning -mechanically / manually. Frequency – Once a day.


 Red Zone- Cleaning - mechanically / manually. Frequency – Once a day minimum followed by
further cleaning upon requests / instructions.
 Yellow Zone - Cleaning - once at commencement of shift & repeated till the end of the shift.
Busy areas with continued upkeep like Lobby, Dining area, Corridors, Kitchens, Pantry, Passages
etc.

*Colour coded cleaning tools for different areas.

*Colour coding of each type of waste with specific colour bins for easy identification by users.

*Go-green initiatives should be a part of agency’s mission with the usage of eco -friendly branded
cleaning chemicals.

The service of the House-keeping is round-the-clock operation. It includes the followings:

CLEANING SERVICES

It is necessary to maintain the environment of the guest house in a healthy and hygienic condition
round the-clock at the level of a 3-start hotel or above. All living areas are to be kept clean and tidy and
effective waste collection and disposal arrangements shall be made. The following jobs are to be carried
out under Cleaning Service:

Daily Cleaning:

1. Sweeping of the entire premises;


2. Damp moping of tiles, vitrified floors, staircases, sidewalls, corridors, passages;
3. Dusting of desk, table, chair and furniture located in the rooms occupied;
4. Special attention will be paid to the cleaning of wash basins.
5. Thorough cleaning and sanitization of the toilets, wash basins, mirrors, dustbins and WC
facilities using suitable non-abrasive cleaners and disinfectants;
6. All the wash basins, toilets pans should be kept stain free using harpic/sanifreshetc;
7. All surfaces shall be free of germs, soap and mud at the wash rooms/WCs;
8. Replacement of bathing towels/hand towels on a daily basis in all the WC facilities/wash-up
area;
9. Cleaning of Door mats; aluminum doors, aluminum Fish plates etc.
10. Naphthalene balls, urinal cubes, should be supplied sufficiently in the toilets;
11. Emptying all waste paper baskets from all rooms and washing or wiping them clean with damp
cloth, replacing plastic waste paper basket linings and returning of items where they were
located;
12. All waste wet and dry from waste paper baskets, kitchen, dining halls etc. will be collected and
disposed off as per the guidelines every day.

Weekly Cleaning:

1. Glass table tops, doors partitions and glass accessories would be cleaned using solvent;
2. Cleaning of bath fittings with silvo.

Monthly Cleaning

1. All glass doors, windows of the premises would be cleaned using damp and dry method;
2. Cleaning of photos, sculptures, panels, glass/board partitions etc.;
3. Wipe/clean/polish of all staircases/ metal railings, passages, corridors with detergents/
brasso/silvo etc.
4. Dusting /cleaning of Venetian blinds.

QuarterlyCleaning:

1. To remove cobwebs from the entire guest house premises wherever they exist;
2. Scrubbing of all floor areas;
3. Carpets in Guest Rooms if any to be cleaned with shampoo by an experienced personnel;
4. All wooden/leather furniture to be dusted, polished, cleaned with solvent and maintained in
good condition;
5. Washing/dry cleaning, ironing and refitting of curtains.

List of Cleaning Agents to be used:

All the items listed below should be available with the housekeeping dept. of the contractor.

1. Dusting Cloth 2. Scrubbers with handle


3. All Purpose Cleaner 4. Dust pan
5. Window Glass Cleaner 6. Dust brushes
7. Window Applicator 8. SS Scorch pads/steel wool
9. Window Squeeze 10. Nylon brooms with sticks
11. Garbage bags large 12. Floor dust mops with holder
13. Garbage bags medium 14. Feather duster
15. Garbage bags small 16. Spray bottles
17. Air Freshener 18. Toilet brush
19. Insect Killer 20. Hand brush
21. Naphthalene Balls 22. Plastic buckets
23. Dettol 24. Extension pole for glass cleaning
25. Deodorant / freshners 26. Harpic/Flush Clean
27. Toilet paper rolls 28.Single Disk Scrubber

4 GUIDELINES RELATED TO CATERING SERVICES

It is prime responsibility of the Agency to provide excellent catering services as follows:

1. Morning tea/coffee
2. Breakfast
3. Lunch
4. Evening Tea & Snacks
5. Dinner
6. Special lunch and dinner on prior order.

The Agency has to provide best quality food in hygienic conditions, to the in house guests and other
Institute officials, as required from time to time on chargeable basis.

All crockery’s and cutleries etc will be initially provided by IISc, Bangalore for smooth operations.
Thereafter the sufficient quantity of the same should be maintained by the contractor at their own cost.

The timing for serving food, beverages etc. will be as follows:

Session Timings

Morning Tea to be supplied to rooms 06.00-07.00


Breakfast 07.00-09.30
Lunch 12.30-14.30 (or as required in exceptional cases)
Evening tea 17.30-18.00 (Or as required)
Dinner 20.00-22.00 (or as required in exceptional cases)

The Agency shall also provide:

1. Official lunch/dinner at the specified location whenever required on order of the In Charge
Guest House/Designated person for whom payments will be made by concerned
department/sections/schools of IISc.
2. The Agency has to ensure that only freshly prepared food is supplied and the left over are
disposed of every day. Food cooked for the day is not to be served next day. If at any stage, any
complaint is received or it comes to the notice of In Charge Guest House or to his designated
officials/persons that Agency is not following the same, notice will be served to furnish
explanation failing which the penalty will be charged and if repeated will be followed up by
termination of the contract and all outstanding of the Agency to IISc will be seized as penalty.
3. Vegetables and non-veg items (meat) used for cooking should be fresh and good quality.
Proper care should be taken for perishable items which will be procured daily on need basis.
4. The Agency has to ensure proper storage of dry provisions and it should be kept at least one
foot above the grounds and adequate hygienic conditions are to be maintained in the store and
kitchen areas.
5. The Agency shall comply with the Food Safety regulations, bye Laws relating to preparation,
preservation, and sale of food stuffs, soft drinks and fresh meals and disposal of garbage, left
over’s etc. (Same can be checked by the institute authority as and when required).
6. Soup and Dishes served in lunch should not be repeated in Dinner. The items should be rotated
in such a manner so that the food is palatable. Overall quantity of menu shall remain sufficient
to the satisfaction of the IISc Guests. Surplus food should be disposed of and should not be used
in the next meal.
7. The menu shall be displayed in the morning. In case menu cannot be followed due to any
genuine reason, the agency will have to intimate same to the Guest and prior permission shall
be obtained before changing the fixed menu from Guest House Assistant Registrar or the
designated officer.
8. Agency has to provide various items as per following makes or of its equivalent quality as
specified below:-

 Rice-Basmati of Kohinoor/Badsha/Heritage
 Atta-Captain cook/Ashirvad/Annapurna/Pilsburry/Fresh chakki Atta
 Masala-All Masala powder should be Agmark
 Oil-Refined Sunflower oil of postman / Sun drop /Godrej/Sweekar
 Ghee-Britania/Vijaya/Amul / KMF
 Butter & Cheese-Amul/Britania/KMF
 Papad-Lilijat/Anil
 Pickles-Priya/Kisan/Maggie/Mothers
 Jams-Kissan/Sil
 Sauces-Magie/Kisan
 Cornflakes-Kellogs/Wake Field
 Fresh Milk-in Polypack from Local Diary Co./Amul Diary
 Tea-Tajmahal/Society/Tata, Twinings, Tettley (both tea bags + packet tea)
 Coffee-Nescafe/Bru/Filter
 Rasgulla-Haldiram/KC Das (For special orders)
 GulabJamun-MTR/Maiyya
 Biscuits-5-6 verities of Britannia
 Water – Aquafina/Bailey/Kinley

Note: The Agency will be provided with one time crockery / cutlery / frillings etc. by IISc. The Agency will
raise separate bills for supply of hot lunch ordered by different departments of IISc which will be paid by
them on receipt of the bills on the approved given rates plus service taxes as applicable.

5 BROAD OUTLINES OF SPECIAL BREAKFAST / LUNCH / DINNER:

The contractor needs to provide Special Lunch and Dinner as per Official Requests from different
departments of this Institute.

The menu for the same as under shall comprise of Continental / Chinese / different Indian Cuisines.
 Vegetable Soup
 Veg Starter and Non Veg Starter as required
 Salad
 Dal (Different Preparation)
 Seasonal Veg. (3 Types including 1 Paneer Dish)
 2 Non Veg. (Chicken / Mutton / Fish) – Curry / Dry / Tandoor / Baked
 Basmati Rice or equivalent (Different Preparation)
 Indian Breads (Chapati/Tandoori/Nan/Paratha/Poori etc.)
 Dahi/Raita, Papad, Pickle
 Chutney
 Special Deserts / Sweets or Special Seasonal Fruits

Note: The contractor also needs to serve Super Special Menus (as required by the competent
authority) occasionally during several Institutional Events.

4. RECORDS AND REPORTS TO BE MAINTAINED BY THE CONTRACTOR

Log Book Daily / Weekly/ Monthly


Visitor Register Cleaning Checklist
Guest Comment Book Machine Checklist
Check in and Out Reports Key Register
Attendance Register Medical Box Checklist
Lost and Found Register Menu Card Booklet Grooming Register
Food Bill book Staff Training File
Staff personal data file Staff Orientation File
Machine Pre-Maintenance service report
ANNEXURE VI

Check-List
(To be enclosed with the Technical Bid)

Technical bid, sealed in a separate envelope super scribed as


1
“TECHNICAL BID”, Annexure II and Affidavit

2 Commercial Bid, Annexure III-A to III-H

3 Earnest Money Deposit

4 Copy of Registration certificate with Labour Department

5 Copy of PAN / GIR Card

Copy of the IT returns filled for the last three Financial year / Proof of
6
Financial Turn-over for previous 3 years

7 Copies of EPF and ESI certificates

8 Copy of Registration certificate of KST / CST / VAT / Tin

List of clients where similar work was / is carried out and details of contact
9
person(s).

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