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Requirement of Agency/ Contractor for supplying Tea/Coffee

Sealed Quotations are invited from Caterers / Canteen Contractors of repute and  having an experience of 03 years in Govt. / PSUs / PSBs  to provide tea/coffee to Bank Officers / staff etc. in the National Housing Bank, Core 5A, India Habitat Centre, Lodhi Road, New Delhi-110 003. The contract shall be initially be for a period of One Year which would be renewed further for a period of one year at the discretion of the Bank. However, continuance of contract will be subject to Performance Review done by appropriate Authority/ Committee during the contract period i.e. Half Yearly.

2. Interested Caterers / Contractors may call AGM / Regional Manager (Admn.) to know the further details, terms and conditions besides inspecting the Pantry of the Bank and other infrastructure facilities provided in the Bank. Thereafter, if they are interested, they can collect the application form having all details from the Administration Department of National Housing Bank, 4th Floor at address stated above from 11.00 a.m. to 4.00 p.m. till July 29, 2009.  The application form will consists of two parts contains of application subscribed “TECHNICAL BID FOR CATERING ARRANGEMENT” on Ist Cover and FINANCIAL BID FOR CATERING ARRANGEMENT” on 2nd Cover. These Bids to be dropped in the Tender Box kept in the Diary Section located on 4th Floor in the Bank on or before 29th July, 2009 (up to 5.00 PM).

The quotations will be opened on 30th July, 2009 at 3.30 PM in Chintan Kaksh, 4th Floor. The tenderer / authorized representative of caterers may attend at the time of opening, if they so desire.

The form can also be downloaded from our website www.nhb.org.in

3. The Bank reserves the right to accept or reject any or all offers without assigning any reason/thereto and its decision shall not be open to challenge anywhere.

Annexure I
 
Pre-qualification Criteria
 

The caterers should be located in Delhi.

The Caterer could be a sole proprietary concern, partnership firm or a company of repute, wherever applicable and should be in operation for the last 03 years. The Agency should have minimum 03 years experience in providing catering services to Govt. Organizations / PSUs/ PSBs.

The agency should have achieved Annual Sales turnover of Rs.7.5 lakhs in one of the last three years i.e. 2006-07, 2007-08, 2008-09.

The caterer will have to produce, on demand, license/permit/approval etc .from the concerned statutory authority to the local office of NHB or any other authority concerned for carrying out this type of work. The caterer/Agency will have to abide by all applicable laws/rules including minimum wages/PF etc. The caterer will be solely responsible for violation of any laws.

The Caterer will have to prepare the tea/coffee in the kitchen in the Bank, necessarily, except in the circumstances approved by Bank.

The Caterer should have personnel with relevant experience

The Caterer will have to provide tea/coffee with or without ginger to officers as demanded by the officers. Besides the caterer will be required to serve snacks, etc. in the meetings of the Bank. They will also have to organize Special Lunch / Dinner as per requirement of the Bank at the rates mutually agreed upon.

The caterer will be required to accept the payment terms decided by the Bank. However, normally endeavor will be made to make payment of monthly bills.

The fuel (gas cylinder)/Hot Plate, crockery, cutlery, serving dishes and pantry facility etc. as approved by Bank shall be provided by the Bank for routine day-to-day catering. It shall be the duty of the Caterer to properly handle the cups, utensils, etc. provided by the Bank .The decision of the Bank will be final in this regard. For meetings, special lunch if the caterer is asked to provide separate crockery etc. as required by the Bank, the mutually agreed rate will become payable.

The terms and conditions of the catering contract is given in the Appendix.

The agency qualifying the above pre-qualification criteria and agreeing to abide by the terms and conditions given in the Appendix may submit the “Technical Bid” in a separate sealed cover subscribing – ‘TECHNICAL BID FOR CATERING ARRANGMENT’ The technical bid will be opened first and only those caterer/contactor who qualify/found suitable in the technical bid their Financial bid will be opened. The bank’s decision in this regard will be final and will not be disputed.

An Earnest Money Deposit (refundable) of Rs. 20,000/- by way of Demand Draft / Pay order drawn in favour of National Housing Bank, New Delhi payable at New Delhi be submitted along with Technical Bid. The unsuccessful bidders will be refunded the E.M.D. money within 45 days from the date of final decision of Bank regarding the contract except for exigencies beyond Bank control. Tenders not accompanied by EMD will be summarily rejected.
 
Appendix to Annexure I
 
Detailed Terms and condition for providing
Daily Catering Services in the Bank Premises
 

1. Period contract

Initially for one year subject to satisfactory performance which will be reviewed half yearly. The contract will be renewable.

2. Rates 

The rates quoted would be valid for a period of one year which may be reviewed after one year. The taxes as applicable would be paid at actuals. All the payments shall be subject to TDS as applicable at the time of payment.

No request for upward revision in the rates/subsidy will be considered during the validity period of the contract.

3. Venue 

The Pantry service should be provided on the premises of the Bank at 3rd, 4th & 5th floor of NHB. New Delhi or at any other place as approved by the Bank within the Bank’s premises. The building has been provided with pantry and dining halls.

 4. Tea/Coffee Timings & deployment of personnels 

Officers would generally be served Tea/Coffee on their seat in office timings or as prescribed by Bank from time to time. Agency will deploy minimum 06 service boy (02 Service boys each on the 3rd, 4th & 05th Floor) for making and supplying the tea/Coffee. Tea/ Coffee would be prepared separately on each floor of the Bank.

5. Quality of Raw material

Agency/Contractor will ensure using of -

High quality Tea Bags such as Brooke bond, Taj Mahal brand or its equivalent.
High Quality Coffee such as Nescafe/ Bru etc.  only.
High Quality Milk such as Mother dairy/ Amul etc. only.
                        OR
as specified by Bank time to time.

6. Infrastructure to be provided by the Bank

a. Pantry along with cooking utensils and fuel
b. Electricity connections/points for Electrical Equipment/ Infrastructure being provide by the Bank.

7. Kitchen- Cleanliness & Hygiene

The Catering agency shall ensure that the tea/coffee should be prepared in the Pantry itself. Highest standard of hygiene is to be maintained and Good quality of raw material is to be used for the preparation of tea/coffee.

8. Catering Staff

The Pantry as well as the service staff shall be employed/engaged by the caterer and NHB shall not in any way be responsible for their terms of employment/engagement or violation of any labour law. The caterer shall furnish the personal verification details of the service boys and the service staff so employed/engaged by them. The staff shall be properly dressed in neat and tidy uniform besides being courteous, well mannered and attentive. They should be conversant with the basics of the trade. Catering Staff should be present in the office during the service hours on working days and as per requirement of the Bank on weekends/public holidays.

 9. Notice for Termination of Contract 

The arrangement can be terminated by either party by giving one month notice.

10.  Upkeeps and Maintenance of pantry/dining areas 

The caterer shall not sub-let the contract. If it is violated the Bank reserves the right to terminate the contract without any notice.

11. The caterer shall not engage minors for catering service.

12. The agreement should not be construed to interpret as having got employment for the Bank or claim on Banks property. On completion of the contract or whenever the Bank decides the caterer and his staff will immediately vacate the premises and handover the crockery items/ all items earlier given to them by the Bank.

13. Any other incidental service required by the Bank and not covered in the terms and conditions will be negotiated separately each time.
 
APPLICATION FOR PANTRY ARRANGMENT IN NHB, NEW DELHI.
PART-I
THE FORMAT FOR TECHNICAL BID
 
From:-
 
 
To
AGM (Admn.)
National Housing Bank,
Core 5A,
India Habitat Centre,
Lodi Road
New Delhi 110003.
 
SI. No. Particulars Details to be filled in by the Agency
1. Name of the Agency/Contac tractor/Contact person  
2. Regd. Office/Business address of the Agency  
3. Date of Incorporation/Constitution  
4. PAN/TAN Nos. of the Agency  
5. Service Tax & Sales Tax Registration No. with date of registration.

Service tax Reg. No. – date

- Sales tax Reg. No. –    date -

6. *Years of experience of serving with Govt. /PSU organizations with minimum 120 persons.  

Name of Organization
1.
2.
3.

No. of years
7. **Organizations/Corporations/Departments where the experience has been gained with contact details.  

Name of Organization

Contact details with Phone No.
8. Turnover in the last 3 years. (year-wise)  

2006 - 07   -
2007 - 08   -
2008 - 09   -

Amount in Rs.
9. Whether the caterer/agency has a Bank Account and type of Account. Name of the Bank Type of A/C Account No.
10. EMD Details   DD / Pay order No. dated  

* Bank Reserves right to decide the cut off duration of Experience.
**Bank reserves right to call for proof/do verifications.
 
DECLARATION
 

The above information furnished is true to the best of my knowledge and if any information is found untrue or false I may be debarred from the tender process/being given the contract

2. I /We agree to abide by the terms and conditions stipulated by the Bank and mentioned in the Appendix to Annexure I.
 
SIGNATURE


Name and seal of firm
Contact person
Mobile No.
 
Date:
 
(This format shall be sent in separate sealed cover subscribing ‘TECHNICAL BID FOR CATERING ARRANGMENT’ and dropped in the Box kept in the Diary Cell in NHB New Delhi)
 
PART – II
THE FORMAT FOR FINCIAL BID
(Catering Arrangement)
 
To
AGM (Admn.)
National Housing Bank,
Core 5A,
India Habitat Centre,
Lodi Road
New Delhi 110003.
 
SI. No. Particulars Rate in Rs. (per tea/coffee)
1.

Tea ( with or without ginger/with lemon) / coffee per cup)
(Common rate to be quoted for tea/coffee. No separate quote will be entertained)

(Only Tea Bag will be used )		 Rs.

(Rupees                                  )
2.

Biscuits ( 02 per person/ Plate)

(Good Day or any higher brand of good quality)		 Rs.

(Rupees                                  )
3. Lemon Juice Per Glass Rs.

(Rupees                                  )
 

Please note that Agency/Contractor will ensure use of :

High quality Tea Bags such as Brooke bond, Taj Mahal brand or its equivalent.
High Quality Coffee such as Nescafe/ Bru etc. only.
High Quality Milk such as Mother dairy / Amul etc. only.

The above rates are exclusive of applicable taxes which would be levied at the applicable rates. We are aware that all the payments shall be subject to TDS, as applicable at the time of payment.

I/We agree to abide by the terms and conditions stipulated by the Bank and mentioned in the Appendix to Annexure I at the rate quoted above
 
SIGNATURE


Name and Seal of firm
Date;
 
(The format shall be sent in separate sealed cover “FINANCIAL BID FOR CATERING ARRANGEMENT” and dropped Bank’s Diary Cell at 4th Floor in Delhi Office.)
 
   
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