Bid Number/बोली मांक ( बड सं या) :

GEM/2025/B/5899393
Dated/ दनांक : 01-02-2025

Bid Document/ बड द तावेज़

Bid Details/ बड ववरण

Bid End Date/Time/ बड बंद होने क तार ख/समय 22-02-2025 09:00:00

Bid Opening Date/Time/ बड खुलने क

22-02-2025 09:30:00
तार ख/समय

Bid Offer Validity (From End Date)/ बड पेशकश

30 (Days)
वैधता (बंद होने क तार ख से)

Ministry/State Name/मं ालय/रा य का नाम Ministry Of Defence

Department Name/ वभाग का नाम Department Of Military Affairs

Organisation Name/संगठन का नाम Indian Army

Office Name/कायालय का नाम ***********

े ता ईमेल/Buyer Email [email protected]

Manpower Outsourcing Services - Minimum wage -

Item Category/मद केटे गर
Unskilled; Not Required; Others

Contract Period/अनुबंध अविध 2 Year(s)

Minimum Average Annual Turnover of the

bidder (For 3 Years)/ बडर का यूनतम औसत 341 Lakh (s)
वा षक टनओवर (3 वष का)

Years of Past Experience Required for

same/similar service/उ ह ं/समान सेवाओं के िलए 3 Year (s)
अपे त वगत अनुभव के वष

Past Experience of Similar Services

required/इसी तरह क सेवाओं का पछला आव यक Yes
अनुभव है

MSE Exemption for Years of Experience and

No
Turnover/ अनुभव के वष से एमएसई छूट

Startup Exemption for Years of Experience

No
and Turnover/ अनुभव के वष से टाटअप छूट

Experience Criteria,Bidder Turnover,Certificate (Requested

in ATC)
Document required from seller/ व े ता से मांगे *In case any bidder is seeking exemption from Experience /
गए द तावेज़ Turnover Criteria, the supporting documents to prove his
eligibility for exemption must be uploaded for evaluation by
the buyer

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 Bid Details/ बड ववरण

Do you want to show documents uploaded

by bidders to all bidders participated in Yes
bid?/

Bid to RA enabled/ बड से रवस नीलामी स य कया No

Type of Bid/ बड का कार Two Packet Bid

Time allowed for Technical Clarifications

during technical evaluation/तकनीक मू यांकन के 2 Days
दौरान तकनीक प ीकरण हे तु अनुमत समय

Estimated Bid Value/अनुमािनत बड मू य 42672768

Evaluation Method/मू यांकन प ित Total value wise evaluation

Arbitration Clause No

Mediation Clause No

EMD Detail/ईएमड ववरण

Advisory Bank/एडवाईजर बक State Bank of India

EMD Amount/ईएमड रािश 1280000

ePBG Detail/ईपीबीजी ववरण

Required/आव यकता No

(a). EMD EXEMPTION: The bidder seeking EMD exemption, must submit the valid supporting document for the
relevant category as per GeM GTC with the bid. Under MSE category, only manufacturers for goods and Service
Providers for Services are eligible for exemption from EMD. Traders are excluded from the purview of this
Policy./जेम क शत के अनुसार ईएमड छूट के इ छुक बडर को संबंिधत केटे गर के िलए बड के साथ वैध समिथत द तावेज़ तुत करने है ।
एमएसई केटे गर के अंतगत केवल व तुओं के िलए विनमाता तथा सेवाओं के िलए सेवा दाता ईएमड से छूट के पा ह। यापा रय को इस नीित के
दायरे से बाहर रखा गया है ।

(b). EMD & Performance security should be in favour of Beneficiary, wherever it is applicable./ईएमड और संपादन
जमानत रािश, जहां यह लागू होती है , लाभाथ के प म होनी चा हए।

Beneficiary/लाभाथ :
Stn Cdr
Station Headquarters Kapurthala, Department of Military Affairs, Indian Army, Ministry of Defence
(Station Commander)

MII Compliance/एमआईआई अनुपालन

MII Compliance/एमआईआई अनुपालन Yes

MSE Purchase Preference/एमएसई खर द वर यता

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 MSE Purchase Preference/एमएसई खर द वर यता Yes

1. The minimum average annual financial turnover of the bidder during the last three years, ending on 31st
March of the previous financial year, should be as indicated above in the bid document. Documentary evidence in
the form of certified Audited Balance Sheets of relevant periods or a certificate from the Chartered Accountant /
Cost Accountant indicating the turnover details for the relevant period shall be uploaded with the bid. In case the
date of constitution / incorporation of the bidder is less than 3-year-old, the average turnover in respect of the
completed financial years after the date of constitution shall be taken into account for this criteria.
2. Years of Past Experience required: The bidder must have experience for number of years as indicated above in
bid document (ending month of March prior to the bid opening) of providing similar type of services to any
Central / State Govt Organization / PSU. Copies of relevant contracts / orders to be uploaded along with bid in
support of having provided services during each of the Financial year.
3. Purchase preference to Micro and Small Enterprises (MSEs): Purchase preference will be given to MSEs as
defined in Public Procurement Policy for Micro and Small Enterprises (MSEs) Order, 2012 dated 23.03.2012 issued
by Ministry of Micro, Small and Medium Enterprises and its subsequent Orders/Notifications issued by concerned
Ministry. If the bidder wants to avail the Purchase preference for services, the bidder must be the Service
provider of the offered Service. Relevant documentary evidence in this regard shall be uploaded along with the
bid in respect of the offered service. If L-1 is not an MSE and MSE Service Provider (s) has/have quoted price
within L-1+ 15% of margin of purchase preference /price band as defined in the relevant policy, then 100% order
quantity will be awarded to such MSE bidder subject to acceptance of L1 bid price. The buyers are advised to
refer to the OM_No.1_4_2021_PPD_dated_18.05.2023 for compliance of Concurrent application of Public
Procurement Policy for Micro and Small Enterprises Order, 2012 and Public Procurement (Preference to Make in
India) Order, 2017. Benefits of MSE will be allowed only if the credentials of the service provider are validated on-
line in GeM profile as well as validated and approved by the Buyer after evaluation of submitted documents.
4. Estimated Bid Value indicated above is being declared solely for the purpose of guidance on EMD amount and
for determining the Eligibility Criteria related to Turn Over, Past Performance and Project / Past Experience etc.
This has no relevance or bearing on the price to be quoted by the bidders and is also not going to have any
impact on bid participation. Also this is not going to be used as a criteria in determining reasonableness of
quoted prices which would be determined by the buyer based on its own assessment of reasonableness and
based on competitive prices received in Bid / RA process.
5. Past Experience of Similar Services: The bidder must have successfully executed/completed similar Services
over the last three years i.e. the current financial year and the last three financial years(ending month of March
prior to the bid opening): -
1. Three similar completed services costing not less than the amount equal to 40% (forty percent) of the
estimated cost; or
2. Two similar completed services costing not less than the amount equal to 50% (fifty percent) of the estimated
cost; or
3. One similar completed service costing not less than the amount equal to 80% (eighty percent) of the estimated
cost.

Additional Qualification/Data Required/अित र यो यता /आव यक डे टा

Scope of work & Job description:1738417350.pdf

Buyer to upload undertaking that Minimum Wages indicated by him during Bid Creation are as per
applicable Minimum Wages Act:1738417507.pdf

Manpower Outsourcing Services - Minimum Wage - Unskilled; Not Required; Others (

112 )

Technical Specifications/तकनीक विश याँ

Specification Values

Core

Skill Category Unskilled

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 Specification Values

Educational Qualification Not Required

Type of Function Others

List of Profiles Sweeper

Specialization Not Required

Post Graduation Not Required

Specialization for PG Not Applicable

Experience 0 to 3 Years

State NA

Zipcode NA

District NA

Addon(s)/एडऑन

Additional Details/अित र ववरण

Designation Conservancy Safaiwala

Additional Specification Documents/अित र विश द तावेज़

Consignees/Reporting Officer/परे षती/ रपो टग अिधकार

Consignee
S.No./ . Reporting/Officer/ Number of Additional
परे षती/ रपो टग Address/पता Resources to Requirement/अित र
सं. be hired आव यकता
अिधकार

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 Consignee
S.No./ . Reporting/Officer/ Number of Additional
परे षती/ रपो टग Address/पता Resources to Requirement/अित र
सं. be hired आव यकता
अिधकार

Minimum daily
wage (INR)
exclusive of GST :
526
Bonus (INR per
day) : 0
EDLI (INR per day)
:0
EPF Admin Charge
(INR per day) : 0
Optional
Allowances 1 (INR
per day) : 0
Optional
Allowances 2 (INR
per day) : 0
Optional
Allowances 3 (INR
per day) : 0
Estimated Number
1 *********** ***********Kapurthala 112 of Overtime Hours
per Resource per
Month : 0
Remuneration per
resource per hour
for Overtime Hours
(Including all
applicable
allowance etc &
excluding GST) : 0
ESI (INR per day) :
17.09
Provident Fund
(INR per day) :
68.38
Number of working
days in a month :
25
Tenure/ Duration of
Employment (in
months) : 24

Buyer Added Bid Specific Terms and Conditions/ े ता ारा जोड़ गई बड क वशेष शत

1. Generic

OPTION CLAUSE: The buyer can increase or decrease the contract quantity or contract duration up to 25
percent at the time of issue of the contract. However, once the contract is issued, contract quantity or
contract duration can only be increased up to 25 percent. Bidders are bound to accept the revised
quantity or duration

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Disclaimer/अ वीकरण

The additional terms and conditions have been incorporated by the Buyer after approval of the Competent
Authority in Buyer Organization, whereby Buyer organization is solely responsible for the impact of these clauses
on the bidding process, its outcome, and consequences thereof including any eccentricity / restriction arising in
the bidding process due to these ATCs and due to modification of technical specifications and / or terms and
conditions governing the bid. If any clause(s) is / are incorporated by the Buyer regarding following, the bid and
resultant contracts shall be treated as null and void and such bids may be cancelled by GeM at any stage of
bidding process without any notice:-

1. Definition of Class I and Class II suppliers in the bid not in line with the extant Order / Office Memorandum
issued by DPIIT in this regard.
2. Seeking EMD submission from bidder(s), including via Additional Terms & Conditions, in contravention to
exemption provided to such sellers under GeM GTC.
3. Publishing Custom / BOQ bids for items for which regular GeM categories are available without any
Category item bunched with it.
4. Creating BoQ bid for single item.
5. Mentioning specific Brand or Make or Model or Manufacturer or Dealer name.
6. Mandating submission of documents in physical form as a pre-requisite to qualify bidders.
7. Floating / creation of work contracts as Custom Bids in Services.
8. Seeking sample with bid or approval of samples during bid evaluation process. (However, in bids for
attached categories, trials are allowed as per approved procurement policy of the buyer nodal Ministries)
9. Mandating foreign / international certifications even in case of existence of Indian Standards without
specifying equivalent Indian Certification / standards.
10. Seeking experience from specific organization / department / institute only or from foreign / export
experience.
11. Creating bid for items from irrelevant categories.
12. Incorporating any clause against the MSME policy and Preference to Make in India Policy.
13. Reference of conditions published on any external site or reference to external documents/clauses.
14. Asking for any Tender fee / Bid Participation fee / Auction fee in case of Bids / Forward Auction, as the
case may be.
15. Any ATC clause in contravention with GeM GTC Clause 4 (xiii)(h) will be invalid. In case of multiple L1
bidders against a service bid, the buyer shall place the Contract by selection of a bidder amongst the L-1
bidders through a Random Algorithm executed by GeM system.

Further, if any seller has any objection/grievance against these additional clauses or otherwise on any aspect of
this bid, they can raise their representation against the same by using the Representation window provided in
the bid details field in Seller dashboard after logging in as a seller within 4 days of bid publication on GeM. Buyer
is duty bound to reply to all such representations and would not be allowed to open bids if he fails to reply to
such representations.

All GeM Sellers / Service Providers are mandated to ensure compliance with all the applicable laws /
acts / rules including but not limited to all Labour Laws such as The Minimum Wages Act, 1948, The
Payment of Wages Act, 1936, The Payment of Bonus Act, 1965, The Equal Remuneration Act, 1976,
The Payment of Gratuity Act, 1972 etc. Any non-compliance will be treated as breach of contract
and Buyer may take suitable actions as per GeM Contract.

This Bid is governed by the General Terms and Conditions/सामा य िनयम और शत, conditons stipulated in Bid and
Service Level Agreement specific to this Service as provided in the Marketplace. However in case if any condition
specified in General Terms and Conditions/सामा य िनयम और शत is contradicted by the conditions stipulated in
Service Level Agreement, then it will over ride the conditions in the General Terms and Conditions.
In terms of GeM GTC clause 26 regarding Restrictions on procurement from a bidder of a country which shares a land border with India, any bidder from a country which
shares a land border with India will be eligible to bid in this tender only if the bidder is registered with the Competent Authority. While participating in bid, Bidder has to
undertake compliance of this and any false declaration and non-compliance of this would be a ground for immediate termination of the contract and further legal action

in accordance with the laws./ जेम क सामा य शत के खंड 26 के संदभ म भारत के साथ भूिम सीमा साझा करने वाले दे श के बडर से खर द
पर ितबंध के संबंध म भारत के साथ भूिम सीमा साझा करने वाले दे श का कोई भी बडर इस िन वदा म बड दे ने के िलए तभी पा होगा

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जब वह बड दे ने वाला स म ािधकार के पास पंजीकृ त हो। बड म भाग लेते समय बडर को इसका अनुपालन करना होगा और कोई भी
गलत घोषणा कए जाने व इसका अनुपालन न करने पर अनुबंध को त काल समा करने और कानून के अनुसार आगे क कानूनी कारवाई
का आधार होगा।

---Thank You/ ध यवाद---

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 REQUEST FOR PROPOSAL

Station Headquarters
Kapurthala (Punjab)
Pin – 900150
C/o 56 APO

3016/OC/25-27/Q Jan 2025

To

_______________________
(Firm/Contractor Concerned)

INVITATION OF ONLINE BIDS FOR OUTSOURCING OF CONSERVANCY SAFAI KARAMCHARI

REQUIRED TO PROVIDE CONSERVANCY SERVICES TO NON-CANTONMENT MILITARY
STATION KAPURTHALA WITH EFFECT FROM 01 APR 2025 OR ACTUAL DATE OF
COMMENCEMENT OF THE CONTRACT TO 31 MAR 2027

1. This tender is being issued as per provision of DPM 2009 (available at

www.mod.nic.in/ DPM 2009). The subsequent paras will only elaborate relevant articles.

2. Online Bids under open tender enquiry are invited for supply of items listed in Part II
of this ‘Request For Proposal’ (RFP) by Station Headquarters Kapurthala for and on behalf of
the President of India. The tender can be viewed at GeM Portal only.

3 The address and contact numbers for sending bids or seeking clarifications regarding
this RFP are given below:-

(a) Bids/queries to be addressed to : Station Commander

Station Headquarters
Kapurthala, (Punjab)

(b) Name/designation of the contact personnel : Head Clerk,

Station Headquarters
Kapurthala (Punjab)

(c) Postal address for sending the Bids : Station Headquarters

Kapurthala, (Punjab)
PIN-900150

(d) E-mail IDs of contact person : [email protected]

4. This RFP is divided into five Parts as follows:

(a) Part I. Contains General Information and Instructions for the Bidders about
the RFP such as the time, place of submission and opening of tenders, validity period
of tenders, etc.
 2

(b) Part II. Contains essential details of the items required, such as the Schedule
of Requirements (SOR), Technical Specifications, Delivery Period, Mode of Delivery
and Consignee details.

(c) Part III. Contains Standard Conditions of RFP, which will form part of the
Contract with the successful Bidder.

(d) Part IV. Contain Special Conditions applicable to this RFP and which will also
form part of the contract with the successful Bidder.

(e) Part V. Contains Evaluation Criteria and Format for Price Bids.

5. Placement of Order. The purchase order will be place on successful conclusion of

negotiations (if required) with L1 firm.

6. This RFP is being issued with no financial commitment and the Buyer reserves the
right to change or vary and part thereof at any stage. Buyer also reserves the right to
withdraw the RFP, should it become necessary at any stage.

7. Price bid should be as per minimum wages as mandated by the Central Labour
Commissioner (Central Govt) or the State Govt for the area whichever is higher / as
applicable. Service charges are to be quoted as such which may includes various
components like stationary, pay bill, cost of uniform and implements as mentioned at part-II
of RFP. The profit (including uniform and implements) calculated should be in terms of
percentage. Contractor’s service charge percentage is not subject to change irrespective of
change in minimum wages. ESI & EPF will be calculated on the minimum wages at laid down
percentage. Any deviation on this account will render the price bid invalid.

Yours faithfully,

Sd/- x x x x x
Colonel
Administrative Commandant
For Station Commander

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 3

PART I – GENERAL INFORMATION

1. Critical Dates. The critical dates with respect to the Tender as follows:-

CRITICAL DATE SHEET

S Events Date Time
No
(a) Published Date As uploaded on GeM As uploaded on GeM
Portal Portal
(b) Bid document As uploaded on GeM As uploaded on GeM
download start Portal Portal
(c) Bid document As uploaded on GeM As uploaded on GeM
download end Portal Portal
(d) Clarification Start As uploaded on GeM As uploaded on GeM
Date Portal Portal
(e) Bid Submission Start As uploaded on GeM As uploaded on GeM
Portal Portal
(f) Pre-Bid Meeting As uploaded on GeM As uploaded on GeM
Portal Portal
(g) Clarification End date As uploaded on GeM As uploaded on GeM
Portal Portal
(h) Bid Submission End As uploaded on GeM As uploaded on GeM
Portal Portal
(j) Bid Opening Start As uploaded on GeM As uploaded on GeM
Portal Portal

2. Manner of Depositing the Bids. The bids will be submitted online on the Gem
Portal. No offline bid will be accepted. The bids will be submitted in the following manner:-

(a) Cover-I.

(i) Documents to be Scanned and Uploaded. Cover-I will contain the

Technical Bids consisting of following documents which are to be scanned
and uploaded online:-

(aa) Copy of PAN Card.

(ab) Copy of Aadhar Card.

(ac) Valid Labour License for number of personnel not less than
80% of the required numbers of conservancy staff i.e. 90 persons.

(ad) Minimum three years experience in providing conservancy

service to contract Govt/Army/Navy/Airforce organization (enclose
supporting documents).

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 4

(ae) Copy of EPF & ESI Registration (Firm should have latest EPFO
Registration for EPF).

(af) EPF, ESI and GST challan of last one year for at least 80% of the
total manpower, ie 90 persons (ie, 80% of 112) in respect of
employees of latest contract concluded, duly verified by a Certified
Chartered Accountant to be be attached as proof of EPF and ESI
compliance.

(ag) GST number along with GST annual return of the previous
financial year, FY 2024-25.

(ah) Income Tax returns for the past Two Financial Years 2023-24 &
2024-25.

(aj) Balance sheet of last three financial year i.e. 2022-23, 2023-24
& 2024-25.

(ak) Turnover Agency should have an average annual turnover for

last three years of Rs 3.41 crore for the last three financial year i.e.
2022-23, 2023-24 & 2024-25.

(al) EMD of Rs 12.80 Lakhs in shape of FDR in favour of Station

Headquarters Kapurthala.
(am) Tender Conditions Acceptance Certificate. The bidder shall
certify the acceptance of all the tender conditions of the online RFP
and furnish a certificate as per Appendix ‘A’ to RFP. The certificate
duly signed shall be scanned and uploaded. In case of any deviations,
the bid will be rejected. If the certificate is signed by legally
authorized signatory, a copy of the authorization letter be enclosed/
uploaded.

(an) ECS mandate as per format attached as per Appendix B.

(ao) Technical offer sheet duly authenticated with company seal

and signatures of authorized authority as per Appendix C attached to
this RFP.

(ap) Bank Solvency Certificate of Rs 3.41 Crore issued by bank in

favour of Station Headquarters Kapurthala (80% of total contract
value of the contract)
(aq) “Not Blacklisted” certificate on own company letter head as
per Appendix D attached to this RFP.

(ar) Power of attorney (if applicable) as per Annexure I of

Appendix D.

(as) Copy of ISO certificate (ISO 45001:2018, ISO 14001:2015)

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 5

(at) Fidelity Insurance certificate issued by bank in favour of

Station Headquarters Kapurthala.
(ii) Documents to be Submitted Physically. The following documents
mentioned in Cover-I will be submitted physically in a sealed envelope in the
Tender Box or sent by registered post to Station Headquarters Kapurthala
(Punjab), before the date of opening of tender:-

(aa) EMD of Rs 12.80 Lakhs in shape of FDR in favour of Station

Headquarters Kapurthala.

(ab) Bank Solvency Certificate of Rs 3.41 Crore issued by bank in

favour of Station Headquarters Kapurthala (80% of total contract
value of the contract).

Note. The above documents should reach prior to bid submission closing
date, i.e. on or before 22 Feb 2025 upto 0900 AM. No responsibility will be
taken for postal delay or non-delivery/non-receipt of documents. Bids will be
rejected if it doesn’t reach by due date and time. The tender Number &
Project Name must be clearly mentioned on the top of the sealed envelope.

(b) Cover-II. Commercial bid will be submitted online only.

3. Location of the Tender Box. “TENDER BOX-CONSY SERVICES” is kept near the
Main Gate Station Headquarters Kapurthala.

4. Time and Date for Opening of Technical Bids. On or after 22 Feb 2025 at 1000 AM
at Station Headquarters Kapurthala as per critical date sheet mentioned in this tender
document. If due to any exigency, the due date for opening of the bids is declared a closed
holiday, the bids will be opened on the next working day at the same time or on any other
day/time, as intimated by the Buyer.

5. Place of Opening of the Technical Bids. Station Headquarters Kapurthala. The

Bidders may depute their representatives, duly authorized in writing to attend the opening
of Bids on the due date and time. This event will not be postponed due to non-presence of
bidders representative.

6. Opening of Two-Bid System (Technical and Commercial).

(a) The evaluation of technical bid will be carried out off-line and the results of
the evaluation will be uploaded on the GeM Portal. The following conditions will be
applied:-

(i) The physical receipt of document mentioned in Para 2(a) (ii) shall be
mandatory prior to bid opening on or before 22 Feb 2025 by 0900 AM.

(ii) The non receipt of the physical documents in tender box shall render
non acceptance of the technical bid.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 6

(iii) Only those document specified in the tender document dropped in

the tender box will be opened.

(iv) Specified documents (Bids) dropped in the wrong Tender Box will be
rendered invalid.

(v) No post-bid clarification on the initiative of the bidder will be

entertained.

(b) The Commercial Bids of only those Bidders whose Technical bids meet all the
stipulated technical requirements shall be opened. The date of opening of
commercial bids will be intimated to the Bidders through GeM Portal.

7. Forwarding of Bids.

(a) The technical bids will be submitted online on the GeM. Also the documents
specified in Para 2 (a) (ii) to be deposited physically will be dropped in the sealed
tender box. The physical receipt of these documents is mandatory. The technical
bids shall not be accepted if these documents are not received prior to bid opening.

(b) The COMMERCIAL bid will be submitted “Online” only.

(c) The COMMERCIAL BID should be submitted by the bidder duly digitally signed
by the legal owner of the firm or the person authorized by him to do so.

8. Clarification Regarding Contents of the RFP. A prospective bidder who requires

clarification regarding the contents of the bidding documents shall notify to the Buyer in
writing about the clarifications sought during the pre-bid meeting or at least before 10 (ten)
days of opening of the Bids. Copies of the query and clarification by the purchaser will be
uploaded as corrigendum for all prospective bidders who have received the bidding
documents.

9. Modification and Withdrawal of Bids. A bidder may modify or withdraw his bid
after submission provided that the written notice of modification or withdrawal is received
by the Buyer prior to deadline prescribed for submission of bids. A withdrawal notice may
be sent by fax but it should be followed by a signed confirmation copy to be sent by post
and such signed confirmation should reach the purchaser not later than the deadline for
submission of bids. No bid shall be modified after the deadline for submission of bids. No
bid may be withdrawn in the interval between the deadline for submission of bids and
expiration of the period of bid validity specified. Withdrawal of a bid during this period will
result in Bidder’s forfeiture of bid security.

10. Rejection of Bids. Canvassing by the Bidder in any form, unsolicited letter and post-
tender correction may invoke summary rejection. Conditional tenders will be rejected.

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11. Unwillingness to Quote. Bidders unwilling to quote should ensure that intimation
to this effect reaches before the due date and time of opening of the Bid, failing which the
defaulting Bidder may be delisted for the given range of items as mentioned in this RFP.

12. Validity of Bids. The bids should remain valid till 120 days from the date of
submission of the bids.

13. Description of Work.

(a) Conservancy services in the form of cleaning of following from all places of
Non Cantonment Military Station Kapurthala for the period from 01 April 2025 to
31 March 2027 :-

(i) The cleaning and lifting of garbage (filth and rubbish) from collection
points, garbage bins and entire earmarked areas.

(ii) The collection and removal of sullage water.

(iii) Sweeping and cleaning of roads and drains, pavements and open
areas adjoining the roads.

(iv) Cutting and removal of undergrowth and foliage on drain, roads and
trimming of trees.

(v) Lifting of dead animals on occurrence.

(vi) Leveling of minor water pits.
(vii) Periodic desilting of drains.
(viii) Cohesive and meaningful conservancy drives for periodic hygiene and
sanitation launched centrally or on even basis depending upon need and
urgency.

(ix) Any other road/ drain inside or outside unit line specified by Station
Commander for reasons of administration.

(x) Removal of Non-bio degradable waste such as polythene/ plastic bags

and items.

(xi) Cleaning of blockages in sewerages line and soak pits or manholes.

(b) The contractor shall provide a total of 112 Nos of Safai Karamcharis to
execute the above work and the quoted unit rate by the contractor against items
shall demand to include the cost of aforesaid manpower.

14. Earnest Money Deposit. The Earnest Money Deposit (EMD) should be in
separate envelope. Bidders are required to submit Earnest Money Deposit (EMD) for
amount of Rs 12.80 Lakhs (Rupees Twelve Lakh Eighty Thousand only) pledged in favour of
Station Headquarters Kapurthala along with their bids. The EMD will be submitted in the

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form of an Account Fixed Deposit Receipt from any of the public sector banks or a private
sector bank authorized to conduct government business as per Form DPM-13 (available in
MoD website and can be provided on request). EMD is to remain valid for a period of six
months beyond the final bid validity period. EMD of the unsuccessful bidders will be
returned to them at the earliest after expiry of the final bid and latest on or before would be
returned, without any interest. EMD is not required to be submitted by those Bidders who
are registered for the same item/ range of products/ goods or services with the Central
Purchase Organization like DGS&D, National Small Industries Corporation (NSIC) or any
Department of MoD or MoD itself and MSME certificate holders shall be exempted from
submission of EMD. The term “Department of MoD or MoD itself would mean either the
Ministry of Defence itself of Departments functioning under MoD i.e. Dept of Defence, Dept
of Defence Production, Dept of Ex Servicemen Welfare, Dept of Defence Research &
Development and Defence Finance Only. The EMD will be forfeited if the Bidder withdraws
or amends, impairs or derogates from the tender in any respect within the validity period of
their tender. “In case of non receipt of EMD documents, bids are liable to be rejected at TEC
stage”.

15. Submission of Bids. Vendors are requested to put their offers as follows:-

(a) Vendors should ensure that their bids are complete in all respects.

(b) The tender to be filled online and to be uploaded at GeM.

(c) Complete technical specifications will be attached with the Technical Bid, it is
reiterated that only the original literature from OEM will be attached.

(d) An offer received incomplete or ambiguous is likely to be rejected at the

discretion of the Station Headquarters Kapurthala without recourse to further
clarifications. Station Headquarters Kapurthala also reserves the right to seek
clarifications with one or more vendors if considered necessary and also not accept
any offer at all in case they are not reasonably priced.

(e) Any conditions/terms given in the technical or commercial bids by vendors

will not be binding on Station Headquarters. All terms and conditions for the supply,
delivery, testing and acceptance, payment, warranty, penalty will be as given herein
and no change in any term and condition by the vendors will be acceptable.
Alternations, if any, in the tender documents should be attested properly by the
vendor, failing which the tender will be rejected. Vendor will not make any
assumptions while submitting their bids. If, required, clarifications will be sought in
writing prior to submission of bids.

(f) All terms, for which custom/excise duty, Service Tax, Entry Taxis applicable,
will be specified in the commercial bid. Vendor will be responsible to produce excise
duty certificate in respect of all such items, whether manufactured by the vendor or
otherwise.

16. Pre-Bid Meeting. No pre bid meeting will be held.

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PART II

ESSENTIAL DETAILS OF ITEMS/SERVICES REQUIRED

1. Schedule of Requirements. The following manpower and equipment is required to

provide conservancy services to Non Cantonment Military Station Kapurthala from
01 Apr 2025 or actual date of commencement of the contract to 31 MAR 2027 for
performance of tasks as mentioned in Para 13 of Part-I of RFP: -

(a) Provision of 112 Conservancy Safai Karamcharis (with uniform, & conservancy
equipment required to execute the task).

2. Technical Details.

(a) Manpower & Conservancy Equipment to be provided by Contractor.

(i) Number of : 112

Conservancy Safai
Karamcharis
(ii) Age : 18 to 45 yrs

(iii) Medical Condition : Should be medically fit. Should not have any
congenital or communicable disease.
(iv) Uniform & : (aa) Should wear identifiable jackets carrying
Personal insignia of the firm/agency
Equipment
(ab) Canvas/rubber shoes on required basis.

(ac) Hand Gloves on required basis.

(ad) One broom with stick, per Safai Karamchari

every month
(v) Equipment (as per : (aa) Iron Talwar for grass cutting.
requirement of (ab) Panja.
task specified by (ac) Kassi.
the Buyer) (ad) Khurpi.
(ae) Mechanical Brush cutters.
(af) Mechanical Hedge cutters.
(ag) Mechanical pruners for tree branches.
All above equipments to be provided once in six
months to (80% of the total manpower)
(vi) Duty Timings : 0730 hrs-1530 hrs on working days.
Mustering time 0700-0715
(vii) Security : Should be Indian national. Character and
antecedents must be verified from Police
Authorities, within 30 days of commencement
of contract.
(viii) Entry Passes/ : Should be in possession of Identity Card during

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Identity Card working hours (To be provided by the vendor)

(ix) Record of : Agency will maintain a record of all its
Labourers employees with photograph and all essential
detail and supply a soft copy to First Party.
Change of employee will be recorded and First
party updated each time.

Should not be convicted by any court of law or

have legal proceedings pending against him.
3. Technical Evaluation.

(a) Format of TEC. As per Technical Evaluation Committee.

(b) Part-1 of the quotations will be evaluated by Technical Evaluation Committee

for technical evaluation and evaluation of documents as required vide Para 2 (a) (i)
of Part-I of this document.

(c) The services provided will be on trial for a period of sixty days and evaluated
after delivery before final acceptance. In case of failure to deliver the services, the
contract will be conferred to the vendor next in line. Technical Specifications of all
items is to be attached.

4. Commercial Evaluation.

(a) The commercial bids of only those vendors will be opened whose technical
bids are found to be complete in all respects by the TEC and whose services offered
conforms to the specifications as laid out by the purchaser. The said commercial bids
will be evaluated by Procurement Committee (PC) which shall be constituted by the
competent financial authority. PC will recommend the vendor whose offer is
commercially acceptable, henceforth referred to as the L-1 vendor. The discussion of
the purchaser will be final in this respect.

(b) The L-1 tender shall be considered further for placement of contract/supply
order after complete clarifications and price negotiations, if considered necessary, by
the competent authority.

5. Delivery.

(a) Delivery Period. The services will be placed with effect from the date
contract is concluded with the service provider. Due date as mentioned in supply
order should be strictly followed.

(b) Mode of Delivery. The delivery of services of Safai Karamcharis required to

the representative(s) of Station Headquarters will be carried out by the service
provider by physically handing over at Non Cantonment Military Station, Kapurthala
(Places physically shown to the service provider by the buyer). Please note that the
supply order can be cancelled unilaterally by Station Headquarters in case items are

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not received with the due date as mentioned in the supply order. Extension of
delivery period will be at the sole discretion of the buyer with applicability of LD
clause (Liquidated Damages Clause).

(c) Consignee Details. The details of consignee as given below:-

Station Commander
Station Headquarters, Kapurthala (Punjab)
(d) Penalty Clause (LD). Purchaser reserves the right to recover from the firm
liquidated damages. In case the vendor is not able to provide the manpower as per
contract agreement then LD of each absent day will be Rs 5/- per day per person. In
case the firm further fails to provide the manpower, the supply order may be
cancelled. The decision of the principal employer to hire the manpower at the risk
and payment of the vendor shall be final and binding.

(e) Purchase/ acceptance authority. President of India

Through Station Commander
Station Headquarters, Kapurthala (Pb)

6. Purpose of Services. The purpose of service is for conservancy duties and services
to include lifting of garbage from all areas within Non Cantonment Military Station,
Kapurthala (Pb).

7 Inspection.

(a) All 112 Safai Karamcharis will be subject to physical inspection by a

representative of Station Headquarters (purchaser) to ascertain that they conform to
the conditions as laid down in the supply order. Authorized representative of the
firms will be present during inspection. In case these are not found to be conforming
to the laid down conditions, the representative of the firm will be intimated by the
representative of Station Headquarter in situ with a copy of such intimation to
Station Commander. The shortfall will be made up by the supplier at his own
expense within a period of 24 hrs from the day of inspection. In case of any dispute,
decision of the purchaser will be final and binding.

(b) The firm would be required to provide the Standard Acceptance Test
Procedure (ATP), which the Board of Officers would have the right to modify.

(c) The Services should conform to the technical specification 100% at the time
of delivery.

8. Acceptance Testing Procedure. Acceptance Testing Procedure for these

services will be completely effective on date of delivery at consignee location. The items will
be subjected to acceptance testing in accordance with the procedure agreed by the buyer.
Modalities of the testing may be worked out by seller and the buyer. Acceptance Testing
Procedure has been carried out be duly certified by board of officers. Specification of the
items supplied shall be checked for conformity with specifications given in the tender

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enquiry, technical quote and supply order. The customer would issue an Acceptance
Certificate on successful completion of acceptance testing and training. In case of non-
completion of delivery and ATP within the stipulated period LD clause will be invoked @
0.5% for delay of every week or part thereof on the balance cost of project.

9. Contract can be cancelled unilaterally by the buyer in case Safai Karamcharies

provided are not within the contracted delivery period. Extension of contracted delivery
period will be at the sole discretion of the Buyer, with applicability of LD clause.

10. Liquidated Damages in case defaulter vendor will be as per Para 10 of Part III.

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PART III – STANDARD CONDITIONS OF RFP

The Bidder is required to give confirmation of their acceptance of the Standard Conditions
of the Request for Proposal mentioned below which will automatically be considered as
part of the Contract concluded with the successful Bidder (i.e. Seller in the Contract) as
selected by the Buyer, Failure to do so may result in rejection for the Bid submitted by the
Bidder

1. Law. The Contract shall be considered and made in accordance with the laws of the
Republic of India. The Contract shall be governed by and interpreted in accordance with the
laws of the Republic of India.

2. Effective Date of the Contract. Normally the contract shall come into effect on
the date of signatures of both the parties on the contract except when some other Effective
date is mutually agreed to and specifically indicated/provided in the contract. The delivery
and supplies and performance of the services shall commence from effective date of the
contract.

3. Terms and Conditions. Terms and conditions are as attached at Appendix ‘E’

4. Commercial Bid. Commercial bid will be uploaded on GeM Portal.

5. Arbitration. All disputes disagreements, questions or differences arising out of or in

connection with the Contract shall be settled by bilateral discussions. Any dispute,
disagreement or question arising out of or relating to the Contract or relating to installation
or performance or maintenance, which cannot be settled amicably, may be resolved
through arbitration. The sole Arbitrator shall have its seal at Headquarters Western
Command. The standard clause of arbitration will be as following:-

(a) All disputes or differences arising out of or in connection with the present
contract including the one connected with the validity of the present contract or any
part thereof should be settled by bilateral discussions.

(b) Any dispute, disagreement of question arising out of or relating to this

contract or relating to construction or performance (except as to any matter the
decision or determination whereof is provided for by these conditions), which
cannot be settled amicably, shall within sixty (60) days or such longer period as may
be mutually agreed upon, from the date on which either party informs the other in
writing by a notice that such dispute, disagreement or question exists, will be
referred to a sole Arbitrator shall be nominated in writing by Headquarters Western
Command.

(c) Within sixty (60) days of the receipt of the said notice, an arbitrator shall be
nominated in writing by Headquarters Western Command.

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(d) The arbitration proceedings shall be conducted under the Indian Arbitration
and Conciliation Act, 1996 and the award of such Arbitration Tribunal shall be
enforceable in Indian Courts only.

(e) The parties shall continue to perform their respective obligations under the
contract during the pendency of the arbitration proceedings except in so far as such
obligations are the subject matter of the said arbitration proceedings.

6. Penalty for use of Undue influence. The Seller undertakes that he has not given,
offered or promised to give, directly or indirectly, any gift, consideration, reward,
commission, fees, brokerage or inducement to any person in service of the Buyer or
otherwise in procuring the Contracts or forbearing to do or for having done or forborne to
do any act in relation to the obtaining or execution of the present Contract or any other
Contract with the Government of India for showing or forbearing to show favour or disfavor
to any person in relation to the present Contract or any other Contract with the
Government of India. Any breach of the aforesaid undertaking by the Seller or any one
employed by him or acting on his behalf (whether with or without the knowledge of the
Seller) or the commission of any offers by the Seller or anyone employed by him or acting on
his behalf, as defined in Chapter IX of the Indian Penal Code, 1860 or the Prevention of
Corruption Act, 1986 or any other Act enacted for the prevention of corruption shall
entitle the Buyer to cancel the contract and all or any other contracts with the Seller and
recover from the Seller the amount of any loss arising from such cancellation. A decision of
the Buyer or his nominee to the effect that a breach of the undertaking had been
committed shall be final and binding on the Seller. Giving or offering of any bribe or
inducement or any attempt at any such act on behalf of the Seller towards any
officer/employee of the Buyer or to any other person in a position to influence any
officer/employee of the Buyer for showing any favour in relation to this or any other
contract, shall render the Seller to such liability/ penalty as the Buyer may deem proper ,
including but not limited to termination of the contract, imposition of penal damages,
forfeiture of the Bank Guarantee and refund of the amounts paid by the Buyer.

7. Agents / Agency Commission. The Seller confirms and declares to the Buyer that he
has not engaged any individual or firm, whether Indian or foreign whatsoever, to intercede,
facilitate or in any way to recommend to the Government of India or any of its
functionaries, whether officially or unofficially, to the award of the contract to the Seller;
nor has any amount been paid, promised or intended to be paid to any such individual or
firm in respect of any such intercession, facilitation or recommendation. The Seller agrees
that if it is established at any time to the satisfaction of the Buyer that the Seller has
engaged any such individual/firm, and paid or intended to pay any amount, gift, reward,
fees, commission or consideration to such person, party, firm or institution, whether before
or after the signing of this contract, the Seller will be liable to refund that amount to the
Buyer. The Seller will also be debarred from entering into any supply Contract with the
Government of India for a minimum period of five years. The Buyer will also have a right to
consider cancellation of the Contract either wholly or in part, without any entitlement or
compensation to the Seller who shall in such an event be liable to refund all payments made
by the Buyer in terms of the Contract along with interest at the rate of 2% per annum above

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LABOR rate. The Buyer will also have the right to recover any such amount from any
contracts concluded earlier with the Government of India.

8. Access to Books of Accounts. In case it is found to the satisfaction of the

Buyer that the Seller has engaged an Agent or paid commission or influenced any person to
obtain the contract as described in clauses relating to Agents/Agency Commission and
penalty for use of undue influence, the Seller, on a specific request of the Buyer, shall
provide necessary information/ inspection of the relevant financial documents/information.

9. Non-disclosure of Contract documents. Except with the written consent of the

Buyer/ Seller, other party shall not disclose the contract or any provision, specification, plan
design, pattern, sample or information thereof to any third party.

10. Liquidated Damages (LD). if the vendor fails to complete in full, all deliveries of all
items and within the stipulated period, the vendor shall pay to the customer Liquidated
Damages at the rate of zero point five percent (0.5%) of the total value of supply order of
the delayed / undelivered items for every week of delay or part week, subject to the
maximum value of the liquidated damages being not higher than ten percent (10%) of the
value of delayed/undelivered items.

11. Termination of Contract. The Buyer shall have the right to terminate this
Contract in part or in full in any of the following cases:-

(a) The delivery of the services is erratic, the manpower provided do not work or
yield desired result of work, indulge in unauthorized congregation, theft, damaging
of Army/ Govt property and any other unauthorized activity which is impediment to
smooth functioning or a security or a fire hazard.

(b) The Seller is declared bankrupt or becomes insolvent.

(c) The delivery of services is not upto the required standard and the manpower
provided do not have sufficient proof of their character and antecedents.

(d) The Buyer has noticed that the Seller has utilized the services of any
Indian/Foreign agent in getting this contract and paid any commission to such
individual/company etc.

(e) As per decision of the Arbitration Tribunal.

12. Notices. Any notice required or permitted by the contract shall be written in the
English language and may be delivered personally or may be sent by FAX or registered pre-
paid, mail/airmail, addressed to the last known address of the party to whom it is sent.

13. Transfer and Sub-letting. The Seller has no right to give, bargain, sell, assign or
sublet or otherwise dispose of the Contract or any part thereof, as well as to give or to let a
third party take benefit or advantage of the present Contract or any part thereof.

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14. Patents and other Industrial Property Rights. The prices stated in the present
Contract shall be deemed to include all amounts payable for Minimum Wages, EPF, ESI,
Contractor’s profit and shall cover all the expenditure encompassing the liabilities of the
contract and no extra costs will paid by the buyer over and above the negotiated/agreed
rates. The Seller shall indemnify the Buyer against all claims from a third party at any time
on account of the infringement of any or all the rights mentioned in the previous
paragraphs, whether such claims arise in respect of services provided or use. The Seller shall
be responsible for the completion of the services irrespective of the fact of infringement of
the supplies, irrespective of the fact of infringement of any or all the rights mentioned
above.

15. Amendments. No provision of present Contract shall be changed or modified in

any way (including this provision) either in whole or in part except by an instrument in
writing made after the date of this Contract and signed on behalf of both the parties and
which expressly states to amend the present Contract.

16. Taxes and Duties. All taxes as applicable will be reflected separately. Any
dispensation will be decided by Army on case to case basis.

(a) In Respect of Indigenous Bidders.

(i) General

(aa) Bidder must indicate separately the relevant Taxes / Duties

likely to be paid in connection with delivery of completed service
specified in RFP. In absence of this, the total cost quoted by them in
their bids will be taken into account in the ranking of bids.

(ab) If a Bidder is exempted from payment of any duty/tax upto

any value of supplies from them, he should clearly state that no such
duty/tax will be charged by them upto the limit of exemption which
they may have. If any concession is available in regard to rate/
quantum of any duty/tax, it should be brought out clearly. In such
cases, relevant certificate will be issued by the Buyer later to enable
the Seller to obtain exemptions from taxation authorities.

(ac) Any changes in levies, taxes and duties levied by

central/State/Local governments such as excise duty, VAT, Service tax,
Octroi/entry tax, etc on final product upward as a result of any
statutory variation taking place within contract period shall be
allowed reimbursement by the Buyer to the extent of actual quantum
of such duty / tax paid by the Seller. Similarly, in case of downward
revision in any such duty/tax, the actual quantum of reduction of such
duty/tax shall be reimbursed to the Buyer by the Seller. All such
adjustments shall include all reliefs, exemptions, rebates, concession
etc, if any, obtained by the Seller. Section 64-A of Sales of Goods will
be relevant in this situation.

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(ad) Levies, taxes and duties levied by Central/State/Local

governments such as excise duty, VAT, Service tax, Octroi/entry tax,
etc on final product will be paid by the Buyer on actual, based on
relevant documentary evidence. Taxes and duties on input items will
not be paid by Buyer and they may not be indicted separately in the
bids. Bidders are required to include the same in the pricing of their
product.

(b) Octroi Duty & Local Taxes.

(i) Normally, materials to be supplied to Government Departments

against Government Contracts are exempted from levy of town duty, Octroi
Duty, Terminal Tax and other levies of local bodies. The local Town/Municipal
Body regulations at times, however, provider of such Exemption only on
production of such exemption certificate from any authorized officer. Seller
should ensure that items ordered against contracts placed by this office are
exempted from levy of Town Duty/Octroi Duty, Terminal Tax or other local
taxes and duties. Wherever required, they should obtain the exemption
certificate from the Buyer, to avoid payment of such local taxes of duties.

(ii) In case where the Municipality or other local body insists upon
payment of these duties or taxes the same should be paid by the Seller to
avoid delay in supplies and possible demurrage charges. The receipt obtained
for such payment should be forwarded to the Buyer without delay together
with a copy of the relevant act or by laws/ notifications of the Municipality of
the local body concerned to enable him to take up the question of refund
with the concerned bodies if admissible under the said acts or rules.

17. Pre-Integrity Pact Clause. Not Applicable.

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PART-IV SPECIAL CONDITION OF RFP

The Bidder is required to give confirmation of their acceptance of Special Conditions of the
RFP mentioned below which will automatically be considered as part of the Contract
concluded with the successful Bidder (i.e. Seller in the Contract) as selected by the Buyer,
Failure to do so may result in rejection of Bid submitted by the Bidder

1. Performance Bank Guarantee (PBG)/ Security Deposit. The vendor shall furnish a
Bank Guarantee equal to 3% of the total value of the contract within seven days of the
receipt of supply order. In case of non adherence to the delivery schedule for all
deliverables of the items i.e. Due Date liquidated damages will be deducted from this
amount. Bank Guarantee will be valid for a period of sixty days beyond the date of
completion of contractual obligations. The sample format of PBG is attached as Appendix ‘F’
to RFP.

2. Payment Terms. The delivery of services of the required number of Conservancy

Services will be for each working day for the total period of the Contract and bills of the
contractor will be submitted after completion of each calendar month to Officer-in-Charge,
Station Headquarters Kapurthala. The payment will be made after completion of services for
every month through Area Account Office (Pay), CDA Western Command Jalandhar Cantt.
The contractor will make the payment of minimum wages, EPF and ESI contribution into
bank accounts of all the outsourced conservancy staff through electronic mode and nominal
roll of all the beneficiaries alongwith details of payment made will be submitted to the
Officer-in-Charge, Station Headquarters Kapurthala in the first week of the succeeding
month. In case of non submission of the details, three notices within 30 days will be issued
to the firm for providing the same thereafter the firm will be debarred and his contract
share will be distributed among the other L-1 bidders or re-tendering to be carried out in
case only one bidder was awarded the contract.

3. Advance Payments. No advance payment(s) will be made.

4. Paying Authority. Payment will be made by Area Account Office (Pay), CDA
Western Command, Jalandhar Cantt. The payment of bills will be made on submission of the
following documents by the Seller / Contractor to the Paying Authority along with the bill:-

(a) Ink-signed copy of contractor bill / seller’s bill.

(b) Ink-signed copy of Commercial invoice / Seller’s bill.
(c) Copy of Supply Order/ Contract with U.O. number and date of IFA’s
concurrence, where required under delegation of power.

(d) Inspection Note.

(e) Attendance details for the month in duplicate to be coordinated with user.
(f) EPF deposition details alongwith Muster Roll (as per format attached) of the
affected employees – ECR and challan.

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(g) ESI deposition details alongwith Muster Roll of the affected employees – ECR
and challan. (Proof of payment for basic rate of minimum wages/EPF/ESIC
contribution with nominal roll of beneficiaries, etc as applicable) will be submitted
by the contractor to the Station Headquarters in the first week of the succeeding
month.

(h) Performance Bank guarantee / Indemnity bond where applicable.

(j) Details for electronic payment viz Account holder’s name, Bank name, Branch
name and address, Account type, Account number, IFSC code, MICR code and copy
of PAN Card (if these details are not incorporated in supply order/ contract).

(k) Acceptance of Supply Order.

(l) Exemption certificate for Excise duty/ Customs duty, if applicable.

(m) DP extension letter with CFA’s sanction, U.O. number and date of IFA’s
concurrence, where required under delegation of powers, indicating whether
extension is with or without LD.

(n) GST Deposition challan.

(o) Any other document/ certificate that may be provided for in the Supply
Order/ Contract.

(p) Certificate to the effect that payment has been made as per Minimum Wages
Act 1948.

(Note:- From the above list the documents may be required depending upon the
peculiarities of the procurement being undertaken, may be included in RFP).

5. Fall Clause. The following Fall clause will form part of the contract placed on
successful Bidder:-

(a) The price charged for the items supplied under the contract by the Seller shall
in no event exceed the lowest prices at which the Service Provider provide the
services or offer to sell items of identical description to any persons / Organization
including the purchaser or any department of the Central government or any
Department of state government or any statutory undertaking the central or state
government as the case may be during the period till performance of all supply
orders placed during the currency of the rate contract is completed.

(b) If at any time, during the said period the Seller reduces the sale price, sells or
after to sell such items to any person / organization including Headquarters Western
Command or any Deptt. Of Central Government or any Department of the State
Government or any Statutory undertaking of the Central or State forthwith notify

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such reduction or sale or offer of sale to the Director General of Supplies & sale shall
stand correspondingly reduced. The above stipulation will, however, not apply to:-

(i) Exports by the Seller.

(ii) Sale of items as original at price lower than the prices charged for
normal replacement.

(iii) Sale of items at lower price on or after the date of completion of

sale/placement of the order of goods by the authority concerned under the
existing or previous Rate Contracts as also under any previous contracts
entered into with the Central or State Government Departments, including
their undertakings excluding joint sector companies and /or private parties
and bodies.

(c) The seller shall furnish the following certificate to the Paying Authority along
with each bill for payment for supplies made against the Supply Order – “We certify
that there has been no reduction in sale price of the items of description identical to
the items supplied to the Government under the contract herein and such items
have not been offered/sold by me/us to any person/organization including the
purchaser or any Department of Central Government or any Department of a State
Government or any Statutory Undertaking of the Central or State Government as the
case may be upto the date of bill/the date of completion of supplies against all
supply orders placed during the under the contract except for quantity of items
categories under sub-clauses 9a),(b) and (c) of sub-para (ii) above details of which
are given below-………..”

6. Risk & Expense Clause.

(a) Should the services/items or any month thereof not be delivered within the
Due Date as mentioned in the Supply order, or if lesser delivery is made in respect of
the items or any installment thereof, Station Headquarters shall after employing the
services from other sources at the risk and cost of the service provider ask the
service provider to make up the deficit within 24 hrs or at the earliest. The breach,
be at liberty, without prejudice to the right to recover Liquidated Damages as a
remedy for breach of contract, to declare the contract as cancelled either wholly or
to the extent of such default.

(b) Should the services provided thereof not perform in accordance with the
specification /parameters provided by the SELLER as per Supply Order, Station
Headquarters shall be at liberty, without prejudice to any other remedies to cancel
the contract wholly or to the extent of such default.

(c) In case of an the services are not restore or supplied in full Numbers within
the time stipulated , Station Headquarters shall having given the right of first refusal
to SELLER be at liberty to purchase, manufacture, or procure from any other source
as he thinks fit, other items of the same or similar description to make good:-

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 21

(i) Such default.

(ii) In the event of the contract being wholly determined the balance of
the items remaining to be delivered there under.

(iii) Any excess of the purchase price, cost of manufacturer, or value of

any items procured from any other supplier as the case may be, over the
contract price appropriate to such default or balance shall be recoverable
from the SELLER.

7. Force Majeure Clause.

(a) Neither party shall bear responsibility for the complete or partial non-
performance of any of its obligations (except for failure to pay any sum which has
become due on account of receipt of goods under the provisions of the present
contract). If the non-performance results from such Force majeure circumstances as
Flood, Fire, Earth Quake and other acts of God as well as War, Military operation,
blockade, Acts or Actions of State Authorities or any other circumstances beyond the
parties control that have arisen after the conclusion of the present contract.

(b) In such circumstances the time stipulated for the performance of an

obligation under the present contract is extended correspondingly for the period of
time of action of these circumstances and their consequences.

(c) The party for which it becomes impossible to meet obligations under this
contract due to Force Majeure conditions, is to notify in written form the other party
of the beginning and cessation of the above circumstances immediately, but in any
case not later than 10 (Ten) days from the moment of their beginning.

(d) Certificate of a Chamber of Commerce and Industry or other competent

authority or organization of the respective country shall be sufficient proof of
commencement and cessation of the above circumstances.

(e) If the impossibility of complete or partial performance of an obligation lasts

for more than 06 (six) months, either party hereto reserves the right to terminate
the contract totally or partially upon giving prior written notice of 30 (thirty) days to
the other party of the intention to terminate without any liability other than
reimbursement on the terms provided in the agreement for the goods received.

(f) First party (Station Headquarters) reserves the right to decrease the
manpower strength during the contract period on administration reasons/Govt
orders, if any.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 22

8. Employees Provident Fund Clause.

(a) The second party (contractor) shall abide by the provisions of Employees
Provident Fund and Miscellaneous Provisions Act, 1952 and also any other
Enactments of the State Governing hiring/ Outsourcing/Welfare of labour.

(b) The second party (contractor) shall register with local EPF Commissioner and
shall obtain registration number and endorse the same in the contract agreement.

(c) The second party (Contractor) shall in person or through an authorized agent
attend the office of the officer operating the contract as and when required.

(d) No compensation shall be claimed by the second party (contractor) if labour

under any circumstances is not required during the currency of the contract.

(e) The second party (contractor) shall deposit Provident Fund contribution with
the EPF Commissioner in respect of employees engaged by him or any other
contribution in pursuance of the Insurance Scheme or any other mandatory welfare
schemes in the geographical jurisdiction of the area and should produce the ECR
(Electric Challan Return) of EPF challan of previous month.

(f) The second party (contractor) agrees that the amount due to him shall be
released subject to production of proof regarding payment of EPF amount in respect
of employees engaged through this contract for the previous month to the EPF
Commissioner.

9. Special Conditions for Hired Labour to be Employed for Conservancy Services.

(a) In the case of any dispute between me/ us and the office operating the
contract regarding supply of labour under this contract I/ we agree to abide by the
decision of the Station Commander, / Administrative Commandant, Station
Headquarters Kapurthala.

(b) Nothing herein contained shall render the government/ Station Headquarters
liable for any accident that may happen to any person through the negligence of any
individual or due to any other cause whatsoever and I/ We indemnify the
Government/ Government officials against all such claims.

(c) I/ We agree that no enhancement of rates will be applied for consideration

during or after the period of this contract.

(d) If, however, cost of operations of the contract is increased or decreased on

account of legislation during the currency of the contract, rates will be
correspondingly varied.

(e) Acceptance of the contract is subject to the conditions and services rendered
and payment under this contract will take place within the State of India.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 23

(f) I/ We agree that if labour is not demanded from me/us under any particular
clause in the contract, during the currency of the contract, we will not be entitled to
claim any compensation on that account.

(g) I/ We agree that labours engaged by me/ us shall be paid wages as per latest
wage rates notified by the Central/ State Government (whichever is high) under
minimum wages Act. Incase during the currency of contract the minimum wages are
revised, I/We ensure payment of revised minimum wages alongwith EPF and ESI on
immediate on issue of notification by the Government of India and only arrear to be
paid to the contractor post revised sanction from Competent Financial Authority. I
shall be liable to pay Liquidated Damages at the rate of zero point five percent (0.5%)
of the total value of payment arrears due for every week of delay or part thereof,
subject to the maximum value of the liquidated damages being not higher than ten
percent (10%) of the total wage arrears due.

(h) I/ We agree that when labour is employed on monthly basis under this
contract, I/ we will have no objection to supply labour on Sunday/ Holiday, if
demanded by the officer operating the contract. Such employment on Sunday and
Holidays will be included in the monthly rates and no extra payment will be included
in the monthly rates and no extra payment will be demanded by me/ us on this
account.

(j) Notwithstanding anything to the contract or any indent or demand the

Government/ Station Headquarters shall always be entitled to claim the benefit of
the item as the schedule of rates rest favorable to the Government even after the
services have been performed by the contractor.

(k) Indemnity. The contractor shall indemnify the customer against all claims
for death or injury caused to any person, whether workman or not, while engaged in
any process connected with the contractor’s work or for dues of any kind
whatsoever, and the customer shall not be bound to defend any claim brought
under the Workmen’s Compensation Act, 1923 or Payment of Wages Act 1936, or
any other statutory Act or Law in force from time to time and applicable to the said
work unless the contractor first deposits with the customer a sum sufficient to cover
any liability which customer may have to incur in relation to such proceedings.

(l) The contractor is liable to provide immediate first aid/ hospitalization in case
of accident/ sudden illness to personnel.

(m) I/ we also agree that if at any time, the Government/ Station Headquarters
want to employ Ministry personnel for work as working parties etc in addition to my/
our labour, I/we will not be entitled to claim any compensation on that account.

(n) I/we agree that I/we shall furnish a certificate in support of my/ our bills to
this effect that labour is being paid at rates not less than the as specified by the
Central/ State Government nerrick rates (whichever is higher).

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 24

(o) In the event of my/ our continuous failure and defaults to carry out terms of
this contract, this contract can be rescinded and security deposit forfeited. I/ we
shall be charged the following in addition:-

(i) Difference of costs of contract and rates of alternative arrangement

made at our risk and expense.

(ii) Transportation charges incurred.

(iii) Compensation for all incidental expense for extra work for
establishments made at our risk and expenses.

(iv) Compensation for all incidental expense for extra work for
establishment.

(p) As per requisite to conclusion of contract, power of attorney in original in

respect of the person authorized to sign contract documents on behalf of my/ our
firm together with his specimen signature will be forwarded with the tenders.

(q) I/ We shall immediately on acceptance of my/ our tender, contact the

contract operating officer or his representative and obtain demand for labour
required by him. I/ we shall arrange to collect their demand regularly during the
period of the contract.

(r) I/ we agree that the antecedents of labour employed will be verified by the
police. Those adversely reported will not be employed by me/ us.

(s) In the event of my/ our failure, declining, neglecting any requisition or
otherwise not executing in accordance with the terms of contract, the officer,
operating the contract shall be at liberty (without prejudice) to any other remedy.
The government/ Station Headquarters may have on account of any claim for
compensation against loss and inconvenience caused by such breach or non
performance of the contract to produce to arrange at my/ our expense such services
as may have been rejected or that I/we may have failed, neglected or delayed to
supply, the officer operating the contract. Excess cost, so incurred over the contract
together with all incidental charges or expenses incurred in procuring the terms or
arranging for such services shall be recoverable from me/ us on demand.

(t) That any loss or damage suffered by the Government/ Station Headquarters
due to negligence, misconduct or default of labourers shall be recovered by the
Government/ Station Headquarters from me/ us.

(u) I/we agree that the provisions of the Indian contract labour (Regulation and
Abolition) Act, 1970 and Contract Labour Rules 1971 will be applied.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 25

(v) I/ we shall be responsible for making necessary remittances towards

Employees Provident Fund. I/ we further pledge that a monthly receipt to this effect
will be maintained by me/ us and submitted to the Contract Operating Officer,
whenever required.

(w) I/ We shall abide by the provisions of the Child Labour (Prevention and
Regulation) Act 1986. No labour below the age of 18 years will be employed on the
work.

10. Transportation. All the items will be delivered at the consignee address. Seller will
bear the costs and freight.

11. Quality. The quality of the items delivered according to the present Contract shall
correspond to the technical specifications enumerated as per RFP and shall also include
therein modification to the items suggested by Station Headquarters. Such modifications
will be mutually agreed to. The seller confirms that the items to be supplied under the
contract shall be new i.e. not outside the contents of the Contract for the year 2025-27. The
bidder will ensure the availability of the material for the contract period. The seller should
also be committed to provide items with correct specifications in case the offered item
becomes obsolete or newer version is available without any change in the terms &
conditions and prices quoted.

12. Quality Assurance. The services will be as per the services required by the buyer
and as spelt out in the RFP , Contract and the rules and regulations governing the instant
Contract and should be conforming to 100%, at the time of delivery.

13. Inspection Authority. The inspection will be carried out by board of officers on
behalf of Headquarters Western Command. The mode inspection will be done by Board of
Officers, Station Headquarters.

14 Franking Clause. The following Franking clause will form part of the contract placed
on successful Bidder:-

(a) Franking Clause in the case of Acceptance of manpower/services. “The fact

that the services have been inspected after the delivery period and passed by the
Board of Officer will not have the effect of keeping the contract alive. The
manpower/services are being passed without prejudice to the rights of Station
Headquarters under the items and conditions of the contract”.

(b) Franking Clause in the case of Rejection of manpower/services. “The fact

that the services have been inspected after the delivery period and rejected by the
Board of Officer will not bind Station Headquarters in any manner. The
manpower/services are being rejected without prejudice to the rights of Station
Headquarters under the terms and conditions of the contract”

15. Claims. The following Claims clause will form part of the contract placed on
successful Bidder:-

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 26

(a) The claims may be presented either:-

(i) On quantity of the items, where the quantity does not correspond to the
quantity shown in the Packing list/Insufficiency in packing.

(ii) On quality of the items, where quality does not correspond to the quality
mentioned in the contract.

(b) The quantity claims for deficiency of quantity shall be presented on

completion of opening board of officers and acceptance of goods. The quantity claim
shall be submitted to the seller as per FORM DPM-22 (Available in MoD website and
can be given on request).

(c) The quality claim for defects or deficiencies in quality noticed during the
inspection by Board of Officers shall be presented on completion of inspection and
acceptance of goods. Quality claims shall be presented for defects or deficiencies in
quality noticed during warranty period earliest but not later than 45 days after expiry
of the guarantee period. The quality claims shall be submitted to the seller as per
Form DPM-23 (Available in MoD website and can be given on request).

(d) The description and quantity of the items are to be furnished to the seller
along with concrete reasons for making the claims. Copies of all the justifying
documents shall be enclosed to the presented claim. The seller will settle the claims
within 15 days from the date of the receipt of the claim at the seller’s office, subject
to acceptance of the claim by the seller. In case no response is received during this
period the claim will be deemed to have been accepted.

(e) The Seller shall collect the defective or rejected goods from the location
nominated by Station Headquarters deliver the repaired or replaced goods at the
same location under Seller’s arrangement.

(f) Claims may also be settled by reduction of cost of goods under claim from
bonds submitted by the seller or payment of claim amount by seller through demand
draft drawn on an Indian Bank, in favour of Principal Controller/Controller of
Defence Accounts concerned.

(g) The quality claims will be raised solely by Station Headquarters and without
any certification/countersignature by the Seller’s representative stationed in India.

16. Repeat Order. The Buyer can order additional service amounting to 50% of the
contracted value under the present contract within 6 months from the date of successful
completion of the contract subject to terms & conditions remaining the same. The Bidder is
to confirm the acceptance of the same for inclusion in the contract. Except for the change
in Minimum Wages and allied deductions as promulgated by the Govt from time to time.

17. Annual Maintenance Contract (AMC) is Not Applicable.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 27

PART V : EVALUTION CRITERIA & PRICE BID ISSUES

“All questions and column for part V of RFP need to be answered and mentioned clearly
and failure to do so may result in disqualification and rejection of Bid”

1. Evaluation Criteria. The broad guidelines for evaluation of Bids will be as follows:-

(a) Only those Bids will be evaluated which are found to be fulfilling all the
‘eligibility and qualifying requirements’ of the RFP both technically and
commercially.
(b) In respect of Two-Bid System, the technical Bids forwarded by the bidder will
be evaluated by the buyer with reference to the technical characteristics of the
product as mentioned in the RFP. The compliance of Technical Bids would be
determined on the basis of the parameters specified in the RFP. The price bids of
only those bidders will be opened whose Technical Bids would clear the technical
evaluation.

(c) The lowest Bid will be decided upon the lowest price quoted by the particular
Bidder as per Commercial bid submitted online by the Bidder. The consideration of
taxes and duties in evaluation process will be determined by excluding levies, taxes
and duties levied by Central/State/Local governments such as excise duty, VAT,
Service Tax/GST, Octroi/entry tax, etc on final product, as quoted by bidders.

(d) The Bidders are required to spell out the rates of Customs duty, Excise duty,
VAT, Service Tax etc in unambiguous terms. Stipulations like, excise duty was
presently not applicable but the same will be charged if it becomes livable later on,
will not be accepted. Online quotes of the vendors in BoQ.xls will be considered as
final.

(e) The bid will be considered unresponsive and will be summarily rejected
without assigning any reasons in any or all the following conditions :-

(a) if any vendor quotes rates less than minimum wage notified by the
Central or State Govt whichever is higher.

(b) If any vendor quotes Nil or Negative service charges / profit that is any
rate quoted below Abnormally Low Rate (ALR) may be rejected.

(f) Benchmarking. The benchmarking of reasonability of rate (RR) and ALR will
be decided by the Procurement Committee (PC) before opening of commercial bid.
The percentage of service charge will be automatically converted into absolute value
by the system. L1 will be determined on the final price quoted by the bidder
excluding taxes. If GeM authorities do not take any decisions as per RFP terms and
conditions than L-1 will be finalized manually. The lowest accepted bid i.e. bid equal
to or above ALR will be considered further for placement of contract after complete
classification and price negotiation as decided by the buyer. The buyer also reserves
the right to do apportionment of quantity or award the contract only one bidder if

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 28

rates quoted by two or more bidders are identical. The CFA reserve the right to
award contract to one bidder bases on the recommendation of PC.

(g) The lowest acceptable Bid (L1 bidder) will be considered further for
placement of contract/ supply order after complete clarification and price
negotiations as decided by the Buyer. The buyer will have the right to award
contracts to different Bidders for being lowest in particular items. The buyer also
reserves the right to do Apportionment of quantity, if it is convinced that lowest
bidder is not in a position to supply full quantity in stipulated time.

(h) Rates shall be written in figures as well in words in the tender. In the case of
variation of rates written in words and in figures, the amount in words will prevail for
calculation of price.

2. Commercial Bid. Bidders are required to quotes their offers on GeM as per
instructions on GeM portal.

Yours faithfully

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 29

Appendix ‘A’
(Ref para 2 (a) (i) (am) Part-I of
RFP)

TENDER CONDITIONS ACCEPTANCE LETTER

(To be given on Company Letter Head)

To
_____________________________
_____________________________

SUB: ACCEPTANCE OF TERMS & CONDITONS OF TENDER

Name of Tender/Work : Provision of Conservancy Safai karamcharis services

Dear Sir,

1. I/We have downloaded/obtained the tender documents(s) for the above mentioned
Tender/Work’ from the web sites) namely ____________________________as per your
advertisement, given in the above mentioned website(s).

2. I/We hereby certify that I / We have read entire items and conditions of the tender
documents from Page No. ______ to ______ (including all documents like annexure(s),
schedule(s), etc) which form part of the contract agreement and I/we shall abide hereby the
terms / conditions/ clauses contained therein.

3. The corrigendum(s) issued from time to time by your department/ organizations too
have also been taken into consideration, while submitting this acceptance letter.

4. I/We hereby unconditionally accept the tender conditions of above mentioned

tender document(s) / corrigendum(s) in its totality / entirety.

5. The Technical Bid and its enclosures as submitted in physical form as mentioned in
Para 7 of part I of RFP is the true copy of the documents uploaded on the Gem Portal.

6. In case any provisions of this tender are found violated, your department/
organization shall be at liberty to reject this tender/ bid including the forfeiture of the full
said Earnest Money Deposit absolutely and we shall not have any claim/right against deptt
in satisfaction of this condition.

7. If any dispute arise between the parties to this tender is subject to the jurisdiction of
Kapurthala Court only.

Your Faithfully
(Signature of the Bidder, with Official Seal)

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 30

Appendix ‘B’
(Ref para 2 (a) (i) (an) Part-I of RFP)

MODEL ECS MANDATE FORMAT

Customer’s option to receive through e-payment (ECS/EFT/DIRECT/CREDIT

RTGS/NEFT/Other payment mechanism as approved by RBI)

Credit clearing Mechanism

1. Customer’s Name :
2. Particular’s of Bank Account
(a) Bank Name :
(b) Branch :
(c) Address :
(d) Telephone Number :
(e) IFS Code :
(f) 9 Digit Code number of Bank and Branch appearing on MICR cheque issued
by Bank Account Type (S.B. Account/Current Account or Cash.
(g) Ledger Number :
(h) Ledger Folio Number :
(j) Account number as appearing on cheque Book

3. Please attach a blank cancelled cheque, or photocopy of a cheque or front page of

your saving bank serving bank passbook issued by your ban for verification of the above
particulars.

4. Date of Effect.

I, hereby, declare that the particulars given above are correct and complete.
If the transaction is delayed or not effected at all for reasons of in complete or
correct information. I would not held the use institution responsible. I have read the
option invitation letter and agree to discharge the responsibility expected of me as a
participant under scheme.
___________________
Date : Signature of Customer

Certified that the particulars furnished above are correct as per our record.

Date : Signature of Bank authorities

with bank seal

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 31

Appendix ‘C’
(Ref para 2 (a) (i) (ao) of
Part-I of RFP)

TECHNICAL OFFER : PROVISION OF 112 CONSERVANCY SAFAIWALAS WITH EFFECT FROM

01 APR 2025 OR ACTUAL DATE OF COMMENCEMENT OF THE CONTRACT TO 31 MAR 2027

1. Name of the Agency/Company/firm with full address :

including the registration number of firm/ company
and central/ state VAT record.
2. Name of proprietor/director of company/firm/agency :

3. Father’s Name :

4. Permanent Home Address (in full) :

5. Present Home Address (In full) :

6. Tele No :- :

(a) Office :

(b) Residence :

(c) Mobile :

7. Copy of PAN Card. :

8. Copy of Aadhar Card. :

9. Valid Labour License for number of personnel not less :

than 90 persons as required in this proposal.
10. Minimum three years experience in providing :
conservancy service to contract
Govt/Army/Navy/Airforce organization (enclose
supporting documents).
11. Copy of EPF & ESI Registration (Firm should have :
latest EPFO Registration for EPF).
12 EPF, ESI and GST challan of last one year for at least :
80% of the total manpower, ie 90 persons (ie, 80% of
112) in respect of employees of latest contract
concluded, duly verified by a Certified Chartered
Accountant to be be attached as proof of EPF and ESI
compliance.
13. GST number along with GST annual return of the :

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 32

previous financial year, FY 2024-25.

14. Income Tax returns for the past Two Financial Years :
2023-24 & 2024-25.
15 Balance sheet of last three financial year i.e. 2022-23, :
2023-24 & 2024-25.
Turnover Agency should have an average annual :
16. turnover for last three years of Rs 3.41 Crore for the
last three financial year i.e. 2022-23, 2023-24 & 2024-
25.
17. EMD of Rs 12.80 Lakhs in shape of FDR in favour :
Station Headquarters Kapurthala.
20. Tender Conditions Acceptance Certificate. The :
bidder shall certify the acceptance of all the tender
conditions of the online RFP and furnish a certificate
as per Appendix ‘A’ to RFP. The certificate duly signed
shall be scanned and uploaded. In case of any
deviations, the bid will be rejected. If the certificate is
signed by legally authorized signatory, a copy of the
authorization letter be enclosed/ uploaded.
20. ECS mandate as per format attached as per Appendix :
‘B’.
21. Bank Solvency Certificate of Rs 3.41 Crore issued by :
bank in favour of Station Headquarters Kapurthala
(80% of total contract value of the contract)
22. “Not Blacklisted” certificate on own company letter :
head as per Appendix ‘D’.
23. Power of attorney (if applicable) as per Annexure I of :
Appendix ‘D’.
24. Copy of ISO certificate (ISO 45001:2018, ISO :
14001:2015).

25. Fidelity Insurance of certificate issued by bank in :

favour of Station Headquarters Kapurthala.

It is certified that the information given above is true and correct to the best of my
knowledge.

(Signature of the Bidder, with Official Seal and date)

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 33

Appendix ‘D’
(Refer para 2 (a) (ii) (aq) of Part-I of RFP)

CERTIFICATE OF BLACKLISTED ETC

(To be given on Company Letter Head)

Dear Sir,

“It is certified that our firm is neither blacklisted by any Government

Department/PSUs nor any case of conviction against the firm or its
owner/partners/directors anywhere in India.”

In case if it established or found that our firm has given any false information or facts
or has suppressed facts or manipulated the documents etc, your department/organization
shall be at liberty to reject this tender/bid including the forfeiture of the full said Earnest
Money Deposit or performance security deposit, as the case may be absolutely and we shall
not have any claim/right against deptt in satisfaction of this condition.

Yours faithfully,

Dated : 2025 (Signature of Bidder, with office seal)

Name & Full address of operating branch in or nearby area with Telephone No, Fax No &
Email Address.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 34

Annexure – I to Appendix ‘D’

(Refer para 2 (a) (ii) (ar) of Part-I of RFP)

FORMAT FOR POWER OF ATTORNEY

Know all men by these presents, we……………………………..(name and address of the registered
office) do hereby constitute, appoint and authorize Mr/Ms ……………………………………..(name
and residential address) as our true and lawful attorney, to do in our name and on our
behalf, all such acts, deeds and things necessary in connection with or incidental to
submission of our Tender for “Outsourcing Conservancy Services for offices of Station
Headquarters, , including signing and submission of the Tender and all documents specified
in the Tender Documents, including, undertakings letter, certificates, acceptances,
clarifications, guarantees, etc making representations to the office of Station Commander, ,
representing us in all matters before the Office Station Headquarter and generally dealing
with the office of Station Headquarters in all matters in connection with our Tender for the
said Project.

WE HEREBY AGREE TO RATIFY ALL ACTS, DEEDS AND THINGS LAWFULLY DONE BY OUR SAID
ATTORNEY PURSUANT TO THIS POWER AND THAT ALL ACTS DEEDS AND THINGS DONE BY
OUR AFORESAID ATTORNEY SHALL AND SHALL ALWAYS BE DEEMED TO HAVE BEEN DONE
BYU US.

ALL THE TERMS USED HEREIN BUT NOT DEFINED SHALL HAVE THE MEANING ASCRIBED TO
SUCH TERMS UNDER THE TENDER DOCUMENT.

SIGNED BY THE WITHIN NAMED

________________________(INSERT THE NAME OF THE EXECUTANTS(s)

THROUGH THE HAND OF

MR___________________________
DULY AUTHORISED SIGNATUORY

DATED THIS________DAY OF 2025

BEFORE ME,

Notary accepted

…………………………….(Signature)
(Name, title and address of the attorney)

Note : THE MODE OPF EXECUTION OF THE POWER OF ATTORNEY SHOULD BE IN

ACCORDANCE WITH THE PROCEDURE, IF ANY, LAID DOWN BY THE APPLICABLE LAW AND
THE CARTER DOCUMENTS OF THE EXCUTANTS AND WHEN IT IS SO REQUIRED THE SAME
SHOULD BE UNDER COMMON SEAL. AFFIXED IN ACCORDANCE WITH THE REQUIRED
PROCEDURE.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 35

Appendix ‘E’
(Refer Para -3 of Part-III )

TENDER DOCUMENTS: TERMS AND CONDITIONS FOR PROVISION OF 112 CONSERVANCY

SAFAI KARAMCHARIS WITH EFFECT FROM 01 APR 2025 OR ACTUAL DATE OF
COMMENCEMENT OF THE CONTRACT TO 31 MAR 2027

1. Venue of work shall include areas around Non Cantonment Military Station,
Kapurthala for cleaning of area and drains, removal of sit and obnoxious vegetation from
the nallahs/ drains and lifting of garbage from the site of work to the waste disposal area
and burying the waste. The Contractor shall ensure that there is no blockage or deposit of
slit in nallahs/ drains and ensure cleanliness of all areas to the satisfaction of supervisory
staff of Station Headquarters.

2. A minimum of 112 Safai Karamcharis, will be required to execute the subject work at
Military Station, Kapurthala.

3. The Contractor will also ensure mass cleaning of all areas in Non Cantonment
Military Station, Kapurthala at least once every week to ensure removal of all wild
vegetation, accumulated garbage/ dry leaves, etc and sweeping of entire area to keep it
neat and clean.

4. Tender is invited from highly reputed, well established & Professional manpower
agencies. The agency should be fulfilling following criterion:-

(a) Agency must have necessary license of Central Govt/State.

(b) Valid Labour License for number of personnel not less than 102 persons as
required in this proposal.

(c) The Agency should be having valid ESI, EPF No, PAN, & GST No.

(d) Copy of ISO certificate.

(e) The Agency should have an average annual turnover for last three years of
Rs 3.41 Crore for the last three financial years i.e. 2022-23, 2023-24 & 2024-25.

(g) The Agency will have to submit Bank Solvency Certificate.

(h) The Agency must have PF record duly verified by a registered CA, of the latest
contract concluded.

(j) The Agency should have valid Fidelity Insurance Certificate

(k) Tender Conditions Acceptance Certificate. The bidder shall certify the
acceptance of all the tender conditions of the online RFP and furnish a certificate as
per Appendix ‘A’ to RFP. The certificate duly signed shall be scanned and uploaded.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 36

In case of any deviations, the bid will be rejected. If the certificate is signed by legally
authorized signatory, a copy of the authorization letter be enclosed/ uploaded.

(l) ECS mandate as per format attached as per Appendix B.

(m) Technical offer sheet duly authenticated with company seal and signatures of
authorized authority as per Appendix C attached to this RFP.

(n) Bank Solvency Certificate of Rs 3.41 Crore issued by bank in favour of Station
Headquarters Kapurthala (80% of total contract value of the contract)

(o) “Not Blacklisted” certificate on own company letter head as per Appendix D
attached to this RFP.

(p) Power of attorney (if applicable) as per Annexure I of

Appendix D.

(q) Copy of ISO certificate.

(r) Fidelity Insurance Certificate.

5. Conservancy staff provided by the contractor will wear uniform/ dress supplied by
the contractor. The contractor will provide this uniform/ dress and requisite accessories as
per the specification and requirements laid down by Administrative Commandant Station
Headquarters Kapurthala or his deputed representatives.

6. Before tendering, the tenderer is advised to take into account fluctuation in market
rates and availability of materials/ trained sanitary staff. No claim shall be entertained on
this account during or after acceptance of the tender. Successful tenderer shall be
responsible for arranging the material, tools and instruments at his/ their own failing which
he/ they shall be liable for cancellation. The tenderer should have no family member/
relation working in the office of Station Headquarters.

7. The labour laws as envisaged in the Industrial Dispute Act, Workman Compensation
Act and Minimum Wages Act shall be observed by the contractor.

8. The labours provisioned by the contractor will be paid daily wages as per nerrick
rates promulgated by the labour commissioner/ authority.

9. The contracted conservancy staff shall be required to work six days in week subject
to max of 26 days in a month. Working hours be 08 hours between 0730 hours to 1530
hours on all working days.

10. The contract will be applicable with effect from the actual date of commencement /
signature of contract to 31 Mar 2027 as decided by the accepting officer. It shall be the
responsibility of the tenderer to show satisfactory progress on every month, failing which

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 37

Station Headquarters has the right to terminate the said contract without assigning any
reasons and the work shall be awarded to other agencies/ contractor.

11. Payment will be made in monthly installments at the end of each month after
satisfactory execution of work and receipt of certificate from the authority who is deputed
to supervise work.

12. All entries by the tenderer should be in one hand. Erasing and overwriting should be
avoided. However all corrections and overwriting should be signed by the tenderer. The
tender document should be signed by the tenderer.

13. Rate shall be written in figures as well in words in the tender. In case of variation of
rates written in words and in figures, the amount is words will prevail for calculation of
prices.

14. Conditional/ incomplete/ unsigned tender is liable to be rejected. The tenderer will
provide all details about himself and his business.

15. In case of firms where there is more than one partner, the tender must be signed by
each partner or by the person holding the legal power of attorney attested by the Gazetted
Officer must accompany the tender.

16. The tenderer must write their correct and complete address in the tender and
arrange for the delivery of all letters. If any letter sent through registered post is received
back undelivered it will be the tenderer’s own responsibility and he shall be bound for
action required through the content of such letter and it shall be deemed to be served.

17. The quantities of work/ services are subject to variation without notice to the
tenderer. In the event of variation in quantities of work/ services, the tenderer shall not be
entitled for any compensation. Tender rates accepted shall be applicable for the contract
period.

18. The contractor will ensure full strength of work force on daily basis. In case the
contractor fails to provide sufficient number of strength, the officer will engage such
manpower from other sources to fulfill the work force strength and the wages of the labour
will be deducted from the security amount. The contractor shall also be fined Rs 500/- per
labourer per day if the contractor fail to provide the same.

19. The tenderer should have full knowledge of the sanitation work and site in Non
Cantonment Military Station, Kapurthala

20. Validity. The period of the contract shall be with effect from 01 Apr 2025 or actual
date of commencement of the contract to 31 March 2027 as agreed to by the CFA.

21. All certified true copy of documents which are required to be uploaded and
physically submitted should be attested by the Notary.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 38

22. Tenderers Liabilities to Pay Compensation. If the tenderer fails to complete the
work within the time allowed by the Administrative Commandant or within such extension
of time as allowed by the Administrative Commandant the work shall be executed through
any other agency and the expenditure incurred thereon, shall be deducted from the
contractor’s dues.

23. If and whenever any dispute hereinafter arises relating to the meaning of
specification and the quality of the work/ services or any other matter relating to the
contract, the decision of the Station Commander, Station Headquarters shall be conclusive
and binding on the both the parties.

24. The site taken on contract shall be misused or used for any work other than specified
in the contract.

25. Any antisocial activity or breach of security or breach of any condition by the
contractor or his staff shall lead to cancellation of contract.

26. Contractor shall vacate the site immediately after the lapse of his allotted period
failing which fine of Rs 2000/- daily shall be imposed on the contractor and his movable/
immovable property on the site and the security deposit shall be forfeited.

27. Contractor will not be allowed to make any construction of temporary or permanent
nature without specific permission of the Administrative Commandant or his refers.

28. Postal/Official address of the firm duly verified by the local police authority should
be uploaded on GeM Portal.

29. Station Headquarters reserves the right to accept/ reject any tender in whole or part
without assigning any reason.

30. Station Headquarters reserves the right to decrease the manpower strength during
the contract period on administration reasons/Govt orders, if any.

31. Technical Offer. Appendix ‘C’ to be filled by the bidder and submitted alongwith
tender documents. The Following documents shall be enclosed alongwith tender :-

(a) Photocopy of PAN, GST No with GST annual return for previous year i.e.
2023-24.

(b) Copy of EPF & ESI Registration (Firm should have latest EPFO Registration for
EPF).

(c) EPF, ESI and GST of last one year for at least 89 numbers of conservancy staff
duly verified by a Certified Chartered Accountant.

(d) GST annual return of the previous financial year.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 39

(e) Details of subscription of EPF & ESI in respect of all employees of latest
contract concluded, duly verified by a certified Chartered Accountant will be
attached as proof of EPF and ESI compliance).

(f) Chartered Accountant Certificate for verification of EPF and ESI compliance.

(g) Minimum three years experience in providing conservancy service to contract

Govt/Army/Navy/Airforce organization (enclose supporting documents).

(h) Income Tax returns for the past Two Financial Years 2023-24 & 2024-25.

(j) EMD of Rs 12.80 Lakhs in shape of FDR in favour of Station Headquarters

Kapurthala.

(k) Copy of Aadhar Card.

(l) Valid Labour License for number of personnel not less than 102 reqd in this
proposal.

(m) Balance sheet of last three financial year i.e. 2022-23, 2023-24 & 2024-25.

(n) Tender Conditions Acceptance Certificate. The bidder shall certify the
acceptance of all the tender conditions of the online RFP and furnish a certificate as
per Appendix ‘A’ to RFP. The certificate duly signed shall be scanned and uploaded.
In case of any deviations, the bid will be rejected. If the certificate is signed by legally
authorized signatory, a copy of the authorization letter be enclosed/ uploaded.

(o) ECS mandate as per format attached as per Appendix ‘B’.

(p) Technical offer sheet duly authenticated with company seal and signatures of
authorized authority as per Appendix C att to this RFP.

(q) Bank Solvency Certificate of Rs 3.41 Crore issued by bank in favour of Station
Headquarters Kapurthala (80% of total contract value of the contract)

(r) “Not Blacklisted” certificate on own company letter head as per Appendix D
att to this RFP.

(s) Power of attorney (if applicable) as per Annexure I of Appendix D.

(t) Copy of ISO certificate.

(u) Fidelity Insurance Certificate.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 40

Appendix ‘F’
(Refer Para 1 of Part-IV )

PERFORMANCE BANK GUARANTEE FORMAT

From:
Bank__________________

To,

The President of India

Ministry of Defence,
Government of India
New Delhi

Dear Sir,

Whereas you have entered into a contract

No.__________dated__________(hereinafter referred to as the said Contract) with M/s
_________________________________, hereinafter referred to as the “seller” for supply of
goods as per Part-II of the said contract to the said seller and whereas the Seller has
undertaken to produce a bank guarantee for (%) of total Contract value amounting to
_____________to secure its obligations to the President of India.

1. We the_________________bank hereby expressly, irrevocably and unreservedly

undertake and guarantee as principal obligors on behalf of the seller that, in the event that
the President of India declares to us that the goods have not been supplied according to the
Contractual obligations under the aforementioned contract, we will pay you, on demand
and without demur, all and any sum up to a maximum of ______________Rupees
_______________only. Your written demand shall be conclusive evidence to us that such
repayment is due under the terms of the said contract. We undertake to effect payment
upon receipt of such written demand.

2. We shall not be discharged or released from this undertaking and guarantee by any
arrangement, variations made between you and the Seller, indulgence to the Seller by you,
or by any alterations in the obligations of the Seller or by any forbearance whether as to
payment, time performance or otherwise.

3. In no case shall the amount of this guarantee be increased.

4. This guarantee shall remain valid for____ months from the date of JRI acceptance of
test consignment in India or until all the store, spares and documentation have been
supplied according to the contractual obligations under the said contract.

5. Unless a demand or claim under this guarantee is made on us in writing or on before

the aforesaid expiry date as provided in the above referred contract or unless this guarantee

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant
 41

is extended by us, all your rights under this guarantee shall be forfeited and we shall be
discharged from the liabilities hereunder.

6. This guarantee shall be continuing guarantee and shall not be discharged by and
change in the constitution of the Bank or in the constitution of M/s____________________.

For and on behalf of the President of India Signature of Tenderer

Sd/-x-x-x
Administrative Commandant