Terms and Conditions for Security Services

A) Eligibility Criteria for Security Agency

1. Security Agency may be a proprietary firm/Partnership / Company who possess

the following statutory documents:

(a) License to engage in the business of Private security agency under Private
Security Agency (Regulation) Act 2005 and relevant Rules, issued from time
to time.
(b) Contract Labour license issued by the competent authority of Govt. of India
(c) Establishment Registration Certificate
d) Must have valid ISO Certificates 9001 – 2015 issued by NABCB and
45001:2018 & UDYAM Certificates;
(e) Code numbers allotted by ESIC and EPF Commissioner
(f) GST Registration Certificate having address of Principal / Head office at
Ranchi only.
(g) PAN card
(h) TAN

2. The Security Agency must have Registered Principal / Head office in Ranchi only
(documentary proof to be submitted).

3. The Security Agency must have minimum five (05) years of experience as Security
Service Provider in Central / State Government Organizations or Public Sector
Undertakings.

4. At least three satisfactory performance Certificate from Central / State Government

organizations or Public Sector undertaking, where they have provided Security
personnel during last five years.

5. There should be no case pending with the police against the Proprietor/
Firm/Partner or the Company (Agency). The Security Agency should have not been
blacklisted by any organization/Govt. Department. A sworn and signed affidavit in this
respect is required to be given by the Agency. In case any adverse information is
received, which is in contrary to the sworn and signed Affidavit, during the bid
process and thereafter, the committee reserves the right to cancel / reject the bid
without affording any further opportunity.

6. Copies of Income Tax returns for last three years.

7. The Agency should have a minimum annual financial turnover of Rs. 2 crores
(Rupees Two Crores) from Security services during the last three financial years.
Audited or CA certified statement of accounts, documents to this effect shall be duly
submitted.

B) Estimated manpower requirement (including relievers)

1. The Security Agency shall be able to deploy 14 (Fourteen) unarmed Security

Personnel and these numbers may vary depending on the requirements.

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2. The Security Agency shall at all times maintain full strength of Security Personnel
specified above. Failure to provide full contingent of Security Personnel by the
agency on any given day or the designated post is left vacant will result in
imposition of a penalty of 5% on the monthly charges.

3. The Agency shall also provide extra Security Personnel as and when required during
emergency for a short term or long term on the same terms and conditions.

4. The Agency shall be responsible for replacement of any Security Personnel falling
sick, proceeding on leave or otherwise absent at no additional cost to this
department. Failure on the part of Agency to maintain daily flow of Security
Personnel to the full strength for all shifts (24x7) will attract reduction in service
charges along with 5% penalty.

5. The manpower deployed by the agency shall be required to work in shifts as

detailed below for 6 days in a week and avail 7th day as paid weekly off. The normal
shift timings for security duties are as follows:-

1. 1st Shift : 06:00 hrs. to 14:00 hrs. (08 hours)

2. 2nd Shift : 14:00 hrs. to 22:00 hrs. (08 hours)
3. 3rd Shift : 22:00 hrs. to 06:00 hrs. (08 hours)
4. General Shift : 09:00hrs. to 17:30 hrs. excluding ½ hrs. lunch break.

Shift timings may vary according to the requirement.

6. The Agency shall ensure that security personnel provided for the security work have
to work six days a week and avail seventh day as paid weekly off. The Security
Agency shall deploy additional Personnel as to enable each of the Personnel to
compulsorily avail paid weekly off in each week.

7. The duty hours should not exceed eight hours at a stretch in any given day.
Continuous shifts by the same person should be avoided and no post should remain
unmanned. Odd duties /shifts may be required according to exigencies, which are to
be provided by the agency.

C) Minimum Standards of Security Personnel to be deployed:

1. Eligibility Criteria for Security Personnel:-

(a) Minimum education of 10th pass.

(b) He should not be on trade men in active service.
(c) Age of Security Personnel should not exceed 60 years.
(e) Ability to read, write and speak in Hindi and local language.
(f) Knowledge of maintaining visitor pass system, verification of identity
proof material movement records, Lock & key management system
firefighting and usage of fire extinguishers and emergency response
system.

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 2. Training /Physical & Medical Fitness

(a) Security Personnel must be medically fit, physically well-built and

possessing robust health;

(b) The Agency shall impart periodical training in Industrial security,

Firefighting, handling of security equipment and other changing security
and safety environment as per the requirement;

(c) The Security Agency shall ensure that at any point of time the age of the
Security Personnel deployed during the contract shall not exceed 60 years.

D) Scope of work:

1. Security personnel provided by the Agency shall safeguard the material and
properties of the Income Tax Department and the work means all security work in a
broad sense including, but not necessarily limited to:

i. Security of the men, material and other assets of the Department;

ii. Visitors Control and maintenance of proper records;
iii. Proper checking of all the incoming/ outgoing materials by keeping proper
records of Gate Pass Systems for men and material movements.
iv. Controlling the movements of vehicles through guarding and intensive
patrolling in the areas.
v. Checking of locks of all the buildings, rooms, offices etc. and switching off/
on all lights, Fans, power points, etc. after office hours;
vi. Round the clock vigilance and surveillance in the Income Tax Office campus
/Income Tax Colony / Bunglow / Electrical sub-stations.
vii. Any other security functions required for the security of this office /
residential premises
viii. Safeguarding CCTV fixtures and other equipment.

2. Round the clock security arrangements, including on Saturdays & Sundays and
holidays, to be provided in Income Tax Offices and residential premises in Ranchi.

3. Uniform and Clothing:- The agency shall provide complete uniform to the
deployed security personnel at its own cost.

4. Sleeping on Duty /Absence from duty post :- If security personnel found sleeping
/absent from the duty post / found under the influence of Alcohol /Bad turnout/
Shabby uniform during the checking by IT personnel, a fine equal to one day wages
against that security staff may be deducted from the salary bill of the agency.
Further, defaulters need to be replaced immediately.

5. In the event of theft or pilferage of departmental material or the properties, the

Agency’s personnel should actively assist the Security –In- charge of the department
and follow up the same. In case it is found that any theft, pilferage, loss or damage
has occurred to the person, property or premises of the Department due to
negligence of Security personnel, in performing his duty and /or absence from the
place of duty and / or not providing substitute by the agency or any other reason,
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 the cost of such losses or damage as assessed by the Department shall be recovered
from the agency’s monthly bill or from the Performance Security Deposit.

6. Security personnel shall be deployed in the Dept. with approval of the authorized
Officer. The work force shall be under the supervision of the Security Officer / Chief
Administrative Officer /Administrative Officer or any other official authorized by
Income Tax Department.

7. The Security personnel shall carry occasional random checks of 2 wheelers and 4
wheelers of staff while leaving the campus, in case instructed by the Authorized
Officer of the Department to ensure that none of the property of the Department is
being taken out unauthorizedly.

8. All the incoming and outgoing entities and goods should be thoroughly checked by
the Security personnel. The security personnel must ensure that Department’s
property, whether equipment or materials, are not allowed to be taken out of the
campus without proper gate-pass duly signed by the authorized officials. To keep
proper records of incoming and outgoing materials the proper register should be
maintained.

9. Any security personnel of the agency do not come up to the mark or does not
perform his duties properly, commits misconduct or indulges in any unlawful riot or
disorderly conduct, the Agency shall immediately withdraw and take suitable
action against such person on the report of the Department. Further, the Agency
shall immediately replace the particular Security Guard so deployed as directed by
the Controlling Officer / Administrative Officer of the Department in case of any of
the aforesaid acts on the part of the concerned Security Guard.

10. Deployed Security Personnel should deal with Officers / officials and visitors,
politely and courteously, while enforcing discipline and shall not indulge in
unwarranted talks. If the Personnel found to have been misbehaved or indulged in
misconduct of any nature, the Agency shall replace the Personnel immediately

11. The selected agency shall ensure that any information related to operational process
security arrangements, and administrative/ organizational matters are not divulged
or disclosed to any person /organization by the Security Personnel deployed at the
Department.

12. The Security Personnel should not consume alcohol/ smoking /chewing tobacco
product while on duty.

13. The agency shall ensure the character and antecedent verification of the personnel
deployed at its own cost and shall submit ‘Undertaking’ in this regard alongwith the
copies of their identity and address proof to the department.

14. The Security Agency shall ensure that no criminal case is pending or contemplated
against the Security personnel deployed on duty.

15. A senior level representative of the Agency shall visit office and residential
premises at least one day and two nights in a month and review the performance of
Security Personnel. During the visit, the representative of the Agency shall also
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 check the turnout and alertness of the deployed, personnel and submit a report to
the Controlling Officer. Further, the representative of Agency shall also meet the
Controlling Officer once in a month in person, for feedback regarding the
performance of the services and removal of service deficiencies.

E). Statutory Provisions

1. The Agency shall be solely responsible for all accidents or personal injuries to the
Security Personnel employed by it in the Department. The Agency shall at its own
cost, take necessary insurance cover in respect of the services rendered to the
Department. The Agency shall comply with the statutory provisions of:

a. Private Security Agency (Regulation) Act, 2005

b. Contract Labour [Regulation and Abolitions] Act, 1970
c. The Minimum Wages Act, 1948
d. Workman’s Compensation Act, 1923
e. The Employee's Provident Fund (and Miscellaneous Provisions) Act, 1952
f. Employee's State Insurance Act, 1948

2. Any other rules / regulations and / or statutes that may be applicable from time to
time.

3. The Agency shall comply with the statutory remittances like ESI & EPF and the
mandatory contributions of the employer i.e. Agency and their deployed personnel
shall be remitted regularly and the proof of remittance (separate challan for guards
deployed in Department) shall be mandatorily produced along with the monthly
bill.

4. In case, the service provider fails to comply with any statutory / taxation liability
under appropriate law, and as a result thereof Dept. is put to any loss / obligation,
monetary or otherwise, the Dept. will be entitled to recover such damage/loss out
of the outstanding bills or from the Performance Security Deposit of the agency.

F) Financial

1. The successful Agency shall furnish a Performance Security Deposit (or Bank
Guarantee from a nationalized bank (valid from the date of awarding of contract up
to 30 days beyond the contract period) to Dept. for due performance of the contract
for an amount equal to 1.5% of the value of the contract, till final settlement of all
dues for which no interest will be paid by Department.

2. Service Charges:
Service Charges in Rupees per guard/per month shall be quoted by the Agency.
The Service Charges so quoted will be fixed throughout the entire contract period,
even in case of extension of Contract as well as the wage revision from DGR.
Quotations received with Service charges quoted as percentage of wages will be

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 rejected. The Bids quoting unusually low service charges will be declared as not
qualified and liable to be rejected.

3. The selected agency shall be required to pay wages as per DGR wage structure
including periodical revision as notified by DGR from time to dine. The wages and
other entitlements shall be paid through bank transfer to their respective accounts of
the security personnel.

4. The financial bid document should contain the following:

Sl.No. Description Amount in Rs.
1. Daily Wages (Basic + VDA) Per person per day
2. EDLI per day @.......... %
3. EPF Administration Charge per day @............%
4. ESIC per day @ …………….%
5. PF per day ………….%
6. Total Wages per day for one Security Guard
7. Total wages for 30 days for one Security Guard
8. Service charges per head per day
9. Total wages for 30 days with Service Charge for 1 Security
Guard
10. Total wages for 30 days with Service Charge for 14 Security
Guard
11. GST @ ………..%
12. Total wages for 30 days including GST
13. Total 12 months cost including GST

5. No overtime will be reimbursed by the Department in case the Security Personnel is

deployed on overtime and the agency shall be responsible to make such payments.

6. The Security Agency should deploy full strength of manpower as specified in the
Clause ‘B’ - Manpower requirement of terms and conditions of Security Service.

8. Submission of bills: The Agency shall submit the bills for payment to the Dept.
where they are providing Security Services. The Dept. will reimburse the disbursed
wages as per DGR rates along with statutory contributions and service charges after
deducting TDS as per the rules subject to the provisions of contract. The Agency
shall be required to submit the bill in duplicate along with following documents:

a. Attendance sheet of the personnel performed duties for the month

duly Certified by the Agency.

b. Salary sheet of Security personnel with all earnings and deductions

along with following information:
i. EPF & ESI number of Security Guard
ii. Number of duties performed and weekly off availed

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 iii. Salary earned during the period on different heads and
deduction towards ESI, EPF Professional tax and others.

c. Statutory remittance Copies of PF, ESI, Professional tax and GST etc.

d. Detailed statement of employees and employer's contribution of each

Security personnel towards ESI and EPF and its bank transfer
statement.

7. The Tax Deduction at Source (T.D.S.) shall be enforced as per the provisions of the
Income Tax Act 1961 by the Dept. and TDS Certificate shall be issued to the Agency
accordingly.

8. The selected agency shall also be liable for depositing all taxes, levies, Cess etc. to the
concerned tax authorities from time to time as per the rules and regulations in the
matter.

G). Contract Tenure:

Initially contract will be awarded for Twelve (12) months. On the basis of performance of
Twelve (12) months contract, it may be extended for another two years on the same terms
and conditions of contract.

H). Penalty and liability clause:-

1. The Agency shall be responsible to faithful compliance of the terms and conditions.
In the event of any breach of this terms and condition, the order may be terminated
and the performance security deposit will be forfeited and further the work may be
got done from another agency at the risk and cost of the Agency on whom the order
is placed.

2. If the Agency violates any of the terms and conditions or commits any fault or the
services are not to the entire satisfaction of the authorized officer of the Income Tax
Department, in his behalf, a penalty leading to deduction up to 5% of the bill
amount.

I) Termination of contract:

The contract can be terminated by the Department by giving Three (03) months (90 days)
prior notice without assigning any reasons thereof. However, in the event of breach of any
of the terms and conditions mentioned in this contract and or failure in rendering
satisfactory services, the contract can be terminated by giving one month prior notice.

J) Legal
1. The manpower deployed by the selected agency shall not have any claims of Master
and Servant relationship vis-a-vis, Department nor have any principal and agent
relationship with or against the Department. Deployed manpower shall not be
treated or considered as employees of the Department under any circumstances.
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2. On all matters pertaining to this tender and with regard to interpretation of the
Terms & Conditions and the Agreement, the decision of the Department shall be
final and binding.

3. The successful bidder, shall be required to enter into an Agreement on Stamp Paper
of Rs.1000/- in the format approved by Department containing, inter-alia, all the
terms and conditions of the contract within 15 days.

K) Other terms and conditions:

1. The Bidder shall submit duly signed Bid Security Declaration form accepting that
in case of withdrawal or modification of the bids during the period of validity, or if
they are awarded the contract and fail to sign the contract or to submit a
performance security deposit before the deadline defined, in the bids, they may be
disqualified from bidding for any contract with Department for a Period of one year
from the date of notification.

2. The Agency shall be required to maintain Attendance register / Attendance roll in

Department which will be open for inspection and checking by the authorized
officers of the Department.

3. The selected agency shall furnish the following documents in respect of each
Security personnel deployed at Department before the commencement of contract:

List of security personnel identified/selected by agency for deployment in

the Department with Bio data, proof of date of birth, age, qualification,
residential address with Contact number/s etc.

4. Selected Agency shall issue identity cards to the Security personnel deployed,
bearing their photographs/ identifications etc. and the Personnel shall wear their
identity cards at the time of duty.

5. Dept. is not liable to provide accommodation, transport, food, medical and any
other requirement for the personnel deployed at the Institute.

6. Submitting of Security Services to the third party is not permitted which will attract
immediate termination of Contract.

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