TENDER DOCUMENT FOR CONTRACT OF MANAGEMENT OF MORMUGAO PORT TRUST TRADE PROMOTION CENTRE-CUM- LIAISON OFFICE-CUM-GUEST HOUSE AT 22, VAJU KOTAK MARG, BALLARD PIER, FORT MUMBAI - 400 001. Tender Notice No.: MPT/PR/20/08 Tender Copy No.: ____ Issued to M/s ………………………………………………… …………………………………………………… …………………………………………………… THE SECRETARY General Administration Department MORMUGAO PORT TRUST HeadLand, Sada, Goa-403 804. Tel. No. (0832) 2521120 Fax No. (0832) 2521125 MORMUGAO PORT TRUST General Administration Department Headland, Sada, Goa-403 804. TENDER FOR MANAGEMENT OF TRADE PROMOTION CENTRE CUM LIAISON OFFICE CUM GUEST HOUSE AT 22, VAJU KOTAK MARG, BALLARD PIER, FORT, MUMBAI - 400 001. TENDER NOTICE Sealed Tenders in the prescribed forms for providing hospitality services equivalent to 3 stared hotel at Trade Promotion Centre cum Liaison Office cum Guest House at 22, Vaju Kotak Marg, Ballard Pier, Fort, Mumbai - 400 001 are hereby invited by Secretary, Mormugao Port Trust from the reputed organizations having minimum experience of five years in management of VIP Guest House of a Major Port Trust, Central Government or management of VIP Guest House of State Government. Tender Notice No. MPT/PR/20/08 Name of the work MANAGEMENT OF TRADE PROMOTION CENTRE CUM LIAISON OFFICE CUM GUEST HOUSE at 22, Vaju Kotak Marg, Ballard Pier, Fort, Mumbai - 400 001 a VVIP Guest house (equivalent to 3 Star Hotel) Tender is available Accounts Officer(Cash), Administrative Building, Mormugao Port Trust, Head Land, Sada, Goa-403 804 or Trade Promotion Centre cum Liaison Office, Mormugao Port Trust, 22 Vaju Kotak Marg, Ballard Pier, Mumbai- 400 001 or can be downloaded from website www.mptgoa.com (tenderer has to pay tender cost separately). Cost of Tender Rs. 2,500/- in the form of cash or Pay order/ Demand Draft of a scheduled bank, in favour of Mormugao Port Trust, payable at Vasco-da-Gama (or payable at Mumbai in case of purchasing the Tender set from T.P.C., Mumbai). Earnest Money Deposit Rs. 50,000/- in the form of pay order / Demand Draft of a Scheduled Bank, in favour of Mormugao Port Trust, payable at Vasco-da-Gama, Goa. Security Deposit Rs. 2,00,000/- in the form of DD in favour of Mormugao Port Trust, payable at Vasco-da-Gama, Goa or a Bank Guarantee issued by a Scheduled Bank. Date of Sale of the Tender 17-07-2008 to 30-07-2008 Last date & time of 31-07-2008 at 12.00 hrs. Submission of tender Date of Opening of tender 31-07-2008 at 15.00 hrs. ( technical bid ) Estimated Contract Value Rs. 13,20,000/- per annum (Rs. 1,10,000/- per month) -2- MORMUGAO PORT TRUST General Administration Department Headland , Sada, GOA -403 804 Tender Instructions Sealed tenders in prescribed forms for providing hospitality services of the standard 3 Stared Hotel at Trade Promotion Centre cum Liaison Office cum Guest House, 22, Vaju Kotak Marg, Fort, Ballard Pier, Mumbai - 400 001 are hereby invited by Secretary, Mormugao Port Trust from the reputed organizations having experience minimum experience of five years in management of VIP Guest House of Major Port Trust, Central Government or management of VIP Guest House of State Government. Detailed tender document will be issued by the Accounts Officer(Cash), Administrative Building, Mormugao Port Trust, Headland, Sada, Goa – 403 804 or by Trade Promotion Centre cum liaison Office, Mormugao Port Trust ,22, Vaju Kotak Marg, Ballard Peir, Mumbai – 400 001 on payment of prescribed fees of Rupees 2,500/- (Two thousand & Five hundred only) in the form of cash or pay order / Demand Draft of a scheduled bank in favour of Mormugao Port Trust payable at Vasco-da-Gama (or payable at Mumbai in case of purchasing the tender set from TPC Mumbai) from 17-07-2008 to 30-07-2008. The sealed offers as per the tendering procedure in the tender document shall be accepted at the office of the Secretary, MPT, Headland Sada, Vasco-da-Gama, Goa on or before 31-07-2008 up to 12.00 hrs. 1- Mormugao Port Trust will not be responsible for loss of Tender or delay caused by postal department or courier service agencies in delivering the Tender. Tenders received after 12.00 hrs. on 31-07-2008 will not be accepted. 2- Right to give preference or accept or reject any or all the offers without assigning any reason whatsoever is reserved with Secretary, Mormugao Port Trust. 3- Rate quoted by bidders will remain valid for 120 days from opening of the tender. 4- Tender document is not transferable. 5- The bidders are advised to read the tender set carefully before submission of bid. All documents should be submitted as per the tender set. 6- Offers received without EMD as prescribed shall be treated as invalid and rejected. 7- Conditional offers shall be liable for rejection, so also offers which are not responsive to the requirement of tender document are liable for rejection. 8- The bidders are advised to visit the site/property in advance at their own cost and collect all information that will be necessary for preparing the tender. 9- The prospective bidders requiring any clarification on the tender document may seek the same from Secretary, Administrative Office Building, Mormugao Port Trust, Headland, Sada, Goa – 403 804. 10- All corrections and additions should be initialed. -3- 11- In the event of the tender being submitted by a firm, it must be signed by each partner thereof and in the event of the absence of any partner it shall be on his behalf by a person holding a power of attorney authorising him to do so. 12- The bidder is expected to examine carefully all instructions, forms, general rules in the tender document. Failure to comply with the requirement of the tender submission will be at bidders own risk. Tenders which are not responsive to the requirement of the tender document will be rejected. 13- Tenders which do not full fill all or any condition or incomplete in any of the conditions or incomplete in any respect are liable for rejection. 14- FEES / EMD / DEPOSTS TO BE PAID BY THE BIDDER Cost of Tender Documents The Tender document would be made available to the prospective bidder on submission of written request on payment of Rupees 2,500/- in the form of cash or pay order/ demand draft of a scheduled bank in favor of Mormugao Port Trust, payable at Vasco-da-Gama or payable at Mumbai in case of purchasing the tender set from Trade Promotion Centre, 22, Vaju Kotak Marg, Ballard Pier, Mumbai – 400 001. The cost of Tender Documents is non refundable. Earnest Money Deposit Bidder shall furnish earnest money deposit of Rupees 50,000/- (Fifty thousand only) along with the tender in the form of Pay Order/Demand Draft of a Scheduled Bank, in favour of Mormugao Port Trust payable at Vasco-da-Gama only. A Tender submitted without Earnest Money Deposit shall be treated as invalid and rejected. The amount of earnest money deposit will be refunded to the unsuccessful bidder on completing all formalities in respect of the accepted tender or on expiry of the validity period whichever is earlier. The earnest money deposit amount does not carry any interest what so ever. In case of the successful bidder, earnest money will be refunded on payment of the initial security deposit on completion of required formalities or shall be transferred towards the security deposit to be paid. Incase the successful bidder fails to pay the security deposit, execute the agreement or complete the required formalities with in the stipulated time, his EMD shall be forfeited by Mormugao Port Trust. Security Deposit The successful bidder shall have to pay an amount of Rupees 2,00,000/- (Two lakhs only) as security deposit in form of DD in favour of Mormugao Port Trust payable at Vasco-da- Gama or submit a Bank Guarantee issued by a Scheduled Bank within one month from the date of acceptance of offer and complete the contract documents, failing which the Earnest Money Deposit will be forfeited. -4- All compensation or other sums payable by the bidder under the terms of the contract or any other account may be deducted from his security deposit or from any sums which may become due to him by Momugao Port Trust on any account and in the event of the security deposit being reduced by reason of any such above noted deductions the bidder shall within 10 days of receipt of notice of demand from the concerned authority make good the deficit. There shall be no liability on the Momugao Port Trust to pay any interest on the security deposit. The security deposit shall be refunded after satisfactory completion of this contract after deducting from the deposit any amount that may be payable by the bidder to the Mormugao Port Trust and refund the balance amount to the bidder. I. CONDITIONS OF CONTRACT 1- The period of the Contract to manage the Port guest house at Vaju Kotak Marg, Ballard Pier, Mumbai shall be for three years from the date of commencement, which may be extended for a further period of two years. 2- Mormugao Port Trust may terminate the contract by giving one month notice on the ground of unsatisfactory service. 3- The Contract can be otherwise terminated by either side by giving three month's notice. During the period of notice both parties shall continue to discharge their duties and obligations. 4- The Mormugao Port Trust Officers shall have uninterrupted access to the guest house at any time with the permission of Chairman / Dy. Chairman / Secretary. 5- Quality/standard of services and materials shall not be less than that provided in three starred Hotel. 6- The Tender Documents are not transferable. The bid can only be submitted in the name of the company to whom the bid documents were issued by Mormugao Port Trust. 7- Successful bidders have to submit an operational plan for management of the Port Guest House. Successful bidders are advised to visit the guest house and understand the entire scope of work to exercise due care in detailing the proposed operational plan as well as rate being quoted. No excuse or request for negotiating etc. will be entertained. 8- Successful bidder should keep staff in neat Uniforms. 9- The successful bidder shall keep a complaint / suggestion book at a pre-designated place to record complaint suggestion on services rendered by the successful bidder and such complaint shall be taken note off and acted immediately whenever required. 10- Allotment of rooms shall be done on the advice of the Secretary/Assistant Secretary(PR), MPT. The successful bidder should not allow any other person who is not allotted guest room. The successful bidder should submit actual daily occupancy position/rooming list every working day by fax 11- The successful bidder will be given free electricity, water and local telephone facility by Mormugao Port Trust. S.T.D. facility is also available to the VVIP guest. The successful bidder has to activate S.T.D. facility as per the instructions of Assistant Secretary(PR), MPT. -5- 12- Misuse of electric, water and telephone facility shall be considered as a breach of contract and the successful bidder shall be liable to make good the same apart from any other action that may be taken under contract. 13- Indemnity: The successful bidder shall be wholly responsible for all damages to property of the Port guest house during the period of contract. The successful bidder shall execute indemnity bond to indemnify the Board towards cost of damages, expenditure claims arising out of any proceedings in respect of aforesaid work. 14- Liquidation/Re-entry: In the event of successful bidder going in to liquidation or passing effective resolution for winding up or upon the successful bidder becoming bankrupt or making an arrangement with or assigning in favour of his creditors or upon his assigning this contract or upon an execution having been levied on the successful bidder's good or upon the Secretary, certifying under his hand to the successful bidder that in his opinion the successful bidder has:- a) abandoned the contract or b) failed to give satisfactory service or c) committed breach of the conditions of the contract. Then the Secretary, after giving fourteen days notice in writing to the successful bidder may enter upon the premises and expel the successful bidder therefrom and employ any other bidder to complete or may himself complete the works and upon such entry the bidder shall be determined save as to the rights and powers conferred upon the Asst. Secretary. Certificate under this clause shall be conclusive proof of the statements contained therein. 16- Income-tax deduction: Income tax at the rate declared by the Government from time to time will be deducted at source from the bill of service charges. 17- No interest payable: No claim for interest shall be entertained in respect of above mentioned bill of service charge with respect to any delay in making monthly service charge to bidder. 18- Workmen's compensation: The successful bidder will be required to indemnify the Board in the event of the Board being held liable to pay compensation to successful bidder's employees under Workmen's Compensation Act, 1923, as amended from time to time and shall take out insurance policy covering all risks and keep it renewed from time to time as necessary for the duration of the contract. 19- Statutory requirements: The successful bidder shall comply with the provisions of all Labour Legislation's of Central and State enactment and any bye-laws, rules, order or notification of any Government, Municipal or local authority for the time being in force affecting the work undertaking by him. The successful bidder will keep the Board indemnified against all claims, penalties, losses that may be incurred by reasons of any breach of the contract statute, bye laws, rules, regulations, notifications, etc. 20- The employees of the successful bidder shall always be his employees and never of the Mormugao Port Trust. The successful bidder shall especially fulfill all the requirements of the Employees State Insurance Act, 1948, Employees Provident Fund and Misc. Provisions Act, 1952, Minimum Wages Act and Workmen Compensation Act 1948, as applicable to his employees and keep the relevant original records available for the inspection by the concerned authorities at any time. -6- 21- Licensee's/Successful Bidder's failure: If the licensee/successful bidder fails to fulfill any of the terms and conditions or the bidder is unable to give satisfactory services, the Board shall have the right to engage other agency at the risk and cost of bidder for the performance of the services for the balance period of the contract. The resultant extra expenditure if any incurred by the Board shall be made good by the successful bidder. 22- The arrangement will not confer any right of tenancy or ownership on the successful bidder for having manage, the Mormugao Port Trust Guest house during the contract period. 23- The successful bidder have to execute an agreement with the Mormugao Port Trust. The agreement will be drawn up by the Secretary, MPT. The stamp duty payable will be borne by MPT. 24- The successful bidder has to pay Security Deposit of Rs. 2,00,000/- (Rupees two lakhs only) in the from of DD issued by a Scheduled Bank payable at Vasco-da- Gama or Bank Guarantee. 25- The employees engaged by the successful bidder will be medically examined. 26- The employees must have high order of discipline as expertise in extending hospitality of top order and any employees found by the Secretary, MPT as incompetent shall be removed from the guest house within 24 hours. 27- The successful bidder shall pay wages/allowances to the personnel engaged by him. The MPT shall not be liable/responsible for the staff engaged by the successful bidder during/after completion of the contract. 28- The successful bidder shall be responsible for any breakage/damage by his employees in the process of work and in such an event, the amount as determined by MPT will be recovered from the bidder. However, normal wear and tear are allowed. 29- On expiry of contract or on termination, the successful bidder shall ensure that employees deployed by him are withdrawn immediately from the guest house. It shall be explicitly understood that none of the employees of the bidder will have any right against the Board during or after termination/expiry of this contract as it is the fundamental basis of the bidder only and not of the Board. 30- If after submitting the tender, the successful bidder withdraws his offer or modifies the same or if after acceptance of his tender, the successful bidder fails or neglects to complete the necessary formalities or fails to implement the contract within time stipulated for them without prejudice to any other rights, the MPT shall be entitled to forfeit the full amount of the earnest money deposited by the successful bidder. 31- The right is reserved to revise or amend the tender document fully or in part before the deadline for submission and deviation/amendment if any shall be communicated in the form of corrigendum or by letter as may be considered suitable. 32- The acceptance of the tender shall be communicated to the successful bidder on approval of the competent authority. 33- The tender documents shall be part of the agreement. -7- 34- Any theft or damages caused due to negligence of the successful bidder shall be borne by the successful bidder. Appropriate amount of penalty after due consideration and hearing will be imposed by Mormugao Port Trust and the same will be deducted from the monthly bills of the successful bidder. 35- The services will be provided round the clock on all the days of year. 36- No item will be taken out of the guesthouse without prior written permission of the Secretary of the Port. 37- The successful bidder or his representative will not allow any unauthorized person to stay in the guesthouse without prior written permission of the Secretary. If at any time or on surprise check, it is found that persons staying in the guesthouse without prior written permission, the bidder will be responsible and financial penalty will be imposed on the successful bidder for damages. 38- Mormugao Port Trust will not be responsible for any injury or loss of life of any of the successful bidder’s personnel that may take place while on conservancy duties. Any compensation or expenditure towards treatment of such injury or loss of life shall be the sole responsibility of the successful bidder. 39- Compliance of Rules like Minimum Wages Act, ESI Act, and Maternity Benefit Acts of Government of Maharashtra or Central Government as on date in existence or revised/changes in the future will be the whole responsibility of the successful bidder only. In this regard, the successful bidder will maintain the necessary books, register etc. as per the Govt. rules made it available to the concerned Govt. Officers as and when required. 40- Cost of the Cable Network for all the TVs in each room and common room will be borne by the successful bidder. 41- The fittings, fixtures, furniture, furnishings, lined, gadgets and all other items will be properly handed over after making separate kit inventory and details of each items giving specifications duly signed by representatives of Mormugao Port Trust and the successful bidder for the guesthouse. 42- The successful bidder will be paid as per bid on monthly basis by Mormugao Port Trust for the services on receipted or pre-receipted bill from the successful bidder after verification that satisfactory services have been provided during the month. Payment will be made in favor of the successful bidder by a crossed cheque/electronic transfers. 43- All the equipments and the items at site stand at the risk and sole charge of the bidder who shall deliver in proper conditions at the time of annual stock-taking to be decided by Mormugao Port Trust. Any shortage shall be immediately made good by the successful bidder by replacement. If the same is not replaced within one month of stock-taking the amount shall be recovered from the dues of the successful bidder. The successful bidder or his representative shall be present during the stock-taking. If the successful bidder or his representative does not make them available, the stock-taking shall be conducted in their absence. 44- The successful bidder shall keep a suggestion book to be provided by Mormugao Port Trust to record any suggestion, on performance of services, by the visitors and produce to Mormugao Port Trust or its representatives for perusal during their visit to ensure that prompt action has been taken on such complaints and measures taken to avoid their recurrence. The successful bidder shall attend all the complaints and complete as early as possible to the satisfaction of Mormugao Port Trust. -8- 45- The employees of the successful bidder shall maintain strict discipline and not use any violent, obscene or offensive language while inside the premises. In the case of misbehavior, Mormugao Port Trust has the right to terminate the contract. 46- All damages/breakages to the equipment in the charge of the successful bidder, if caused due to negligence of the successful bidder's employees, the cost of repair/replacement of the equipment will be borne by the successful bidder. Whether the damage/breakage has been caused due to negligence or normal wear and tear shall be the sole discretion of Mormugao Port Trust to decide. 47- Deduction on account of unsatisfactory catering services and improper maintenance of guesthouse will be made from the monthly bills. The recovery will be decided by the competent authority of Mormugao Port Trust. 48- All dues of visiting guests in respect of food items supplied shall be collected by successful bidder and Mormugao Port Trust would not be responsible for nonpayment by any visiting guest. The successful bidder would issue receipts for the money so collected to the visiting guests. II. THE PORT TRADE PROMOTION CENTRE CUM GUEST HOUSE: The Mormugao Port Trust Trade Promotion Centre cum Guest House is a Prestigious Guest House situated at 22, Vaju Kotak Marg, Ballard Pier, Mumbai – 400 001. VVIPs, employees of Major Ports Trust, Central Government, State Government, Public Sector Organizations are regular visitors to the guest house. The Guest House is a five storey building with the following descriptions:- Ground floor:- A. Reception lobby with sitting arrangements and one reception counter. B. One aquarium at reception lobby. C. One staff room. D. One visitors toilet. First floor:- A. One cabin/office of the resident manager. B. One reception / waiting hall and TV room. C. One Chairman's office D. One dinning hall. E. One kitchen. F. One visitors toilet. Second floor:- It comprises of four double bedded AC rooms with attached toilet/bathroom. Third floor:- It comprises of four double bedded AC rooms with attached toilet/bathroom. Fourth floor:- It comprises of two VIP suites with AC, each suite having one double bedded room with attached toilet/bathroom and one sitting/TV room. Fifth floor is the terrace with a water tank. -9- II. SCOPE OF WORK : 1 - Management of Trade Promotion Centre cum Liaison Office. Mormugao Port Trust is having a office at Mumbai, where business promotion and other liaison activities. The successful bidder has to provide Resident Manager, who will be incharge of the following responsibilities:- a) Overall supervision of the guest house with the close co-ordination with the PR cell, MPT. b) To make the travelling arrangements such as booking of air/railway/bus tickets for the VVIP guests and arrangement of local transport on instructions from Asst. Secretary(PR)/HoDs. c) To make necessary medical arrangements as and when required by the guests. d) To make necessary arrangement to receive and see-of VIPs. e) To carry out any other related works to the guest house, MPT as per the instructions from MPT. f) To co-ordinate the tour programme of Chairman/Dy. Chairman and other Head of Department (HoD). g) Any other related work as per the instruction of MPT. 2 - Hospitality service at MPT Guest House. Successful Bidder should provide the management services in the Port Guest House in such a manner that the services rendered are of very high quality level to that of a 3 / 4 star category Hotel. The services of the Guests should be of very high standard. The hygienic quality service and behavior of the employees should be courteous and polite. The successful bidder should ensure that they must have an expertise in management of Port guest House. Providing all services that may be relevant in connection with the functioning of the guest house equivalent to three stared hotel. FRONT OFFICE: The successful bidder should provide Reception service manned by experts persons, who will welcome the Guest on their arrival and inform them about the room allotted, charges of Room, facilities provided etc. The Receptionist will provide the service to our guest by keeping / delivering messages, reminder & wake up call, Air / train guidance & other related information about local area etc. CATERING SERVICE: The successful bidder should provide good quality of catering service for which they have to keep experienced cook who can prepare good food i.e. Breakfast, Lunch / Dinner. The successful bidder will look after catering needs of the guests as per the order received from the guests. They should use standard quality of ingredients for cooking. Prescribed menu mentioned in Annex-2. - 10 - The eatable served by the successful bidder to the guest shall be of good quality & completely hygienic Raw material like tea, coffee, masala, Ghee, refined oil and eatable like bread, butter, jam, etc to be served to the guest shall be fresh and of good quality that there should not be any scope to complaint from the guest. The successful bidder should provide the following items for catering services at his / her own cost. - Kitchen Utensils - Crockery - Cutlery - Serving dish LAUNDRY SERVICES: The successful bidder should provide laundry services such as washing / Dry cleaning of the Bed Covers, Bed Sheets, Curtains, Pillow Covers, Cloth Napkins, Towels etc. free of cost. For guest laundry, bidder can recover the laundry charges directly from the guest. NEWS PAPER / MAGAZINES: The successful bidder should provide Newspapers, Magazines etc. as per the requirement on chargeable basis HOUSEKEEPING SERVICES: The successful bidder will ensure clean House-keeping Services to the satisfaction of the guest. House-keeping supervisor will monitor the working of House-keeping staff by checking the standard of cleanliness, i.e. sweeping, cleaning, moping of the floors, dusting the furniture, Vacuum cleaning of the carpets, dusting / sweeping of the windows and its fixtures, cleaning of toilets, changing of bed linen, bath & hand towel. Before arrival of any new guest, House-keeping supervisor will check the room to ensure that Room is O.K. for the guest. (i.e. from hand towel to bed sheet to toiletries item). The successful bidder has to keep the guesthouse hygienic and clean equivalent to 3 starred hotel. The successful bidder should provide good quality of house keeping material, tools, equipments etc. required for the upkeep of the guest house. (as per mentioned in annexure – 1). The successful bidder should provide the following in each room of the guest house at his / her own cost. - Bucket - Bath Mug - Toilet Bucket - Toilet Mug - Bathroom Dustbin - Room Dustbin - Tooth brush, soap stand - Bed Sheet (single or double or as required) - Bed Cover - Towel - Hand Towel - Pillow cover - Mattress, - Pillow - Blanket. - 11 - Besides these bidder should:- - Maintain & replace the curtains of all suits and Rooms. - Maintain the sofa, chairs, etc. in the room, VIP suites and halls. The successful bidder should provide/replace the television sets in all rooms, suits and hall with branded TV sets and maintaining the same to the satisfaction of Management/Guests throughout the contract period. Successful bidders are advised to visit the Guest House and find out the actual position of the TV sets required to be purchased/replaced and/or to be maintained. ITEM OF GUEST COMFORT: The successful bidder should provide guest comfort items of standard quality as mentioned in the Annex-2. SECURITY ARRANGEMENT: Successful bidder should provide security Guard round the clock for the in house security of MPT Guest House at his/her own cost. ROOM RENT COLLECTION: The payment from the guest for the stay as per applicable rate will be collected by the bidder or his representative, issue proper receipt on behalf of Mormugao Port Trust and the collected amount should be deposited to M.P.T. account on daily basis, within next working day and send the copy of deposit slip to Asst. Secretary(PR) monthly. In no circumstance amount so collected should be adjusted towards amount due to successful bidder. IV. FEES / EMD / DEPOSTS TO BE PAID BY THE SUCCESSFUL BIDDER Cost of Tender Documents The Tender document would be made available to the prospective bidder on submission on written request on payment of Rupees 2,500/- in the form of cash or pay order demand draft of a schedule bank in favor of Mormugao Port Trust, payable at Vasco-da-Gama, Goa (or payable at Mumbai in case of purchasing the tender set from Trade Promotion Centre, 22, Vaju Kotak Marg, Ballard peir, Mumbai – 400 001). The cost of Tender Documents is non refundable. Earnest Money Deposit Bidder shall furnish earnest money deposit of Rupees 50,000/- (Fifty thousand only) along with the tender in the form of pay order / Demand Draft of a scheduled bank, in favor of Mormugao Port Trust payable at Vasco-da-Gama, Goa. A Tender submitted without earnest money deposit shall be treated as invalid and rejected. The amount of earnest money deposit will be refunded to the unsuccessful bidder on completing all formalities in respect of the accepted tender or on expiry of the validity period whichever is earlier. The earnest money deposit amount does not carry any interest what so ever. In case of the successful bidder earnest money will be refunded on payment of the initial security deposit on completion of required formalities or shall be transferred towards the security deposit to be paid. - 12 - In case the successful bidder fails to pay the security deposit, execute the agreement or complete the required formalities with in the stipulated time, his EMD shall be forfeited by Mormugao Port Trust. Security Deposit The successful bidder shall have to pay amount of Rupees 2,00,000/- ( Two lakhs only) as security deposit in form of DD in favor of Mormugao Port Trust payable at Vasco-da-Gama or submit a Bank Guarantee issued by a Scheduled Bank within the stipulated time from the date of acceptance of offer and complete the contract documents, failing which the earnest money deposit will be forfeited. All compensation or other sums payable by the successful bidder under the terms of the contract or any other or any account may be deducted from his security deposit or from any sums which may become due to him by Momugao Port Trust on any account and in the event of the security deposit being reduced by reason of any such above noted deductions the successful bidder shall within 10 days of receipt of notice of demand from the concerned authority make a good deficit. There shall be no liability on the Momugao Port Trust to pay any interest on the security deposit. The security deposit shall be refunded after satisfactory completion of this contract after deducting from the deposit any amount that may be payable by the bidder to the Mormugao Port Trust, pay the balance amount to the successful bidder. ELIGIBILITY CRITERIA Technical Bidder should have minimum five years experience in managing at least one V.I.P. Guest house of any Major Port Trust of Central Government or managing at least one V.I.P. Guest House of State Government. The bidder should submit satisfactory proof in this regard - Annexure - 3. Detail of the contract in hand / executed should be mentioned in Performa given in Annexe-3. Bidder should furnish the performance certificate from the principal employer along with the copy of work order. Bidder should have executed at least one single work order of managing a V.I.P. guest house for a value of not less than Rs. 15 lac per year. Financial Should have a Permanent Account Number (PAN). Should have average annual turnover of rupees 1,00,00,000/- (Rupees One Crore) during the last three financial years and submit a certified copy of Balance Sheets and Profit & Loss Account. Bidder should submit solvency certificate of rupees 20 lakhs from a scheduled bank (Annexure-4). - 13 - Statutory Requirement Should have a license under Contract Labour (Regulation & Abolition) Act 1970 issued by Regional Labour Commissioner. Should have valid license under Shops and Establishment Act. Should have Employees Provident code Registration Certificate. Should have E.S.I.C. Registration Certificate. Should have Service tax registration certificate. VI. TENDERING PROCEDURE Manner of submission of tender and its accompaniments Tender is to be submitted in two separate sealed envelops. ENVELOPE NO 1 (TECHNICAL BID) The first envelope clearly marked as “Envelope No. 1 - TECHNICAL BID" shall contain the following documents: 1) EARNEST MONEY DEPOSIT in form of pay order/Demand Draft of a schedule bank for Rupees 50,000/- in favour of Mormugao Port Trust payable at Vasco-da- Gama, Goa. 2) Experience Certificate as mentioned in the Eligibility criteria. List of the similar type of work and magnitude carried out by bidder. 3) Audited Profit and loss Account and balance sheet for the last three financial years. 4) Copy of Permanent Account Number. 5) Copy of valid license under Shops and Establishment Act. 6) Solvency certificate from Scheduled/Nationalized bank for rupees not less than 20 lacs. 7) Copy of a license under Contract Labour (Regulation & Abolition) Act 1970 issued by Regional Labour Commissioner. 8) Copy of Employees Provident code Registration Certificate. 9) Copy of E.S.I.C. Registration Certificate. 10) Operation plan for the management of guest house. 11) Copy of receipt for purchasing tender set. ENVELOPE No. 2 ( PRICE BID ) The second envelope clearly marked as "Envelope No. 2 - PRICE BID" shall contain the bid letter No. 2 as provided in this documents duly typed one and completed in the format given. - 14 - SUBMISSION OF TENDER The two sealed envelopes No. 1 & No. 2 shall be again put together in one common cover and sealed. This sealed cover marked on the left hand top corner “Offer for the work of management of Mormugao Port Trust Trade Promotion cum Guest House at Vaju Kotak Marg, Ballard Pier, Fort, Mumbai - 400 001. Full name & Address of the bidder shall be written on the bottom left hand corner. If submitted by post, the sealed envelope marked as above, shall be enclosed in another cover addressed and shall be sent by Registered Post Acknowledgement due. The date and time for receipt envelope containing tender shall strictly apply in all cases. The bidder should ensure that their tender is received by Assistant Secretary (Public Relation) Administrative Building Mormugao Port Trust, Headland, Sada, Goa on or before the stipulated date and time. - 15 - BLANK FORM OF PRICE BID FOR ENVELOPE NO 2 Bidder’s Name and Address To, The Secretary, Administrative Building, Mormugao Port Trust, Headland, Sada, Goa – 403 804 Subject: Offer for providing Management services at Mormugao Port Trust Trade Promotion Centre cum Guest House at Vaju Kotak Marg, Ballard Pier, Fort, Mumbai - 400 001. ----------------------------- Sir, In response to your Tender Document No.___________ dated ___________ having carefully studied and understood the provisions and terms and conditions, general rules and directions given in the tender Document. I / We _______________________________________ submit my / our offer as below :- Our offer of Monthly Management Fees Applicable for the three years of agreement is Rupees _________ per month.( Rupees __________________________________ per month) inclusive of all taxes, duties & levies for three years from the date of commencement of the work. Thanking You, Yours faithfully, Signature Signature of bidder with Name and Designation where applicable Place: Date: - 16 - ANNEXURE- 1 List of the Guest Comfort Items Bidder should provide following guest consumable items minimum (very high standard quality) for comforts of the guest. Room Spray/Air Freshener Guest Stationary Folder Guest Envelope Guest Letter Pad Guest Message Slip Guest where about slip Odonil Liquid Soap Guest Soap Hair Oil Comb Paper Napkin First – Aid Kit Tooth Brush Kit Candle Mosquito Repellent Garbage Bag Glass Wrappers Glass Cover Glass Coaster Bath robe Toilet Roll Shower Cap Talcum Powder News Paper (English / Hindi) or as required by the guest Shoe shine strip Bathroom slipper - 17 - ANNEXURE- 2 MENU 1 BREAKFAST Rs.30/- Vegetarian Kellogg’s Corn Flakes with a cup of standard Milk. 4 medium slices of bread (Toasted or otherwise) with Butter. Ketchup, Black Pepper powder , salt etc. Non Vegetarian Kellogg’s Corn Flakes with a cup of standard Milk. (Fat content 4%), Sugar & 2 Eggs (Boiled, Fried or Omelet). 4 medium slices of bread (toasted or otherwise) with butter, ketchup, Black Pepper powder, salt, etc. 2 LUNCH / DINNER Vegetarian Rs. 35/- Dal, Vegetable, Curd, Papad, Pikle, Salad, Rice, Chapati and Fruit. Non-Vegetarian Rs. 50/- Chicken / Mutton / fish(additional), Dal, Vegetable, Curd, Papad, Pickle, Salad, Rice, Chapati & Fruits. 3 1 Tray Tea (2 Cups) Rs. 10/- 1 Cup Coffee Rs. 8/- 1 Cup Tea Rs. 6/- 1 Glass Milk Rs. 15/- Soft Drinks As per the Market rate Place: Dtae: Signature: Name : - 18 - ANNEXURE- 3 DETAILS OF SIMILAR SERVICES Full Postal Descripti Location Address and Value Date of Schedul Date of on of the phone nos. of of Commence ed Actual Of the Work client & Name Contra ment Completi Completion Work of Officer-in- ct of Work on Charge Time (Months) Note: (1) Copies of Letter of Awards and Completion Certification for the above works to be enclosed (2) Performance Certificate issued by Principal Employer. (3) The list of work, not of similar nature need not be indicated here. Place: Date: Signature: Name : - 19 - ANNEXURE-4 SPECIMEN FORM OF SOLVENCY CERTIFICATE FROM A NATIONALISED BANK This is to certify that to the best of our knowledge and information M/s. _________________ _______________________ having the marginally noted address, is a customer of our bank and is respectable and can be treated as solvent upto limit of Rs. ____________ (Rupees __________________________________________) Signature of authorized Signatory of the Bank Name of the authorized signatory Designation: Bank & Branch: Address of Bank: - 20 - BIDDER ‘S GENRAL INFORMATION Secretary Mormugao Port Trust Head Land , Sada Goa. Sub: Tender No………………for Management of Port Trust Trade Promotion cum Guest House at Vaju Kotak Marg, Ballard Pier, Fort, Mumbai. 1- Bidder’s Name: ……………………………………………. 2- Status of Firm: ……………………………………………. 3- Registered Address: …………………………………………... …………………………………………... …………………………………………... 4- Telephone Number: …Fax No.: ……………………………. 5- E-mail address & Web Site: …………………………………………… 6- Pan No. ………………………. (Enclose copy of PAN card/Certificate) 7- PF Code No. 8- ESIC Code No. 9- Shops and Establishment Licence: 10- Labour Contract License Issued by- 11- Income Tax Returns – 2007-2008 – (please enclose attested photocopies) 2006-2007- 2005-2006 – 12. Name of Bidder's two largest clients, to whom Bidder provides similar services, and average amount of monthly of bills to such clients. Place: Date: Signature: Name : - 21 - SUPPLY OF MATERIAL A broad list of items is indicated below, which bidder may be requiring to supply under the contract. The list indicative only and by no means exhaustive. The bidder shall also so supply material, which is not indicated below but may be required during the entire scope of work. i. Liquid Soap-Homacol, Lux /Dettol etc ISI mark-as per IS 4199. ii. Phenyl-Bengal Chemicals/Cleanzo or equivalent make in containers of liter / liter as approved by officer-in-charge-ISI mark. iii. Concentrated sulphuric acid in containers of 750 ml. each. iv. Naphthalene balls IS 539. v. Cleaning powder, Surf or equivalent in standard packing of ISI mark. vi. Detergent powder, Surf or equivalent. vii. Odonil or ISI mark air purifier in standard packing of 75 gram each (for common toilet and attached Room.) To be replaced on weekly basis. viii. Soft brush for carpet cleaning ix. Brash or data liquid metal cleaner or equivalent make in standard packing available. x. Glass cleaning agent , colin make or equivalent to be supplied in standard plastic bottles:-as IS 8540. xi. Wax polish of standard makes Mansion/Excel or equivalent. xii. Cloth/ scrubber for floor polishing. xiii. Jute clothes cloth for floor cleaning by phenol & water solution. xiv. Yellow co lour soft with fur for cleaning furniture & delicate objects. xv. Shampoo sachets, clinic/sun silk or equivalent xvi. Liquid mosquito repellent , Baygon/goodnight/casper or equivalent. xvii. Room freshener spray at reception and all rooms on daily basis. xviii. cells for T.V. remote control. xix. Toilet/Tissue paper-Wintex or equivalent. xx. Harpic-Rackitt Benckiser xxi. Teepol-B 300 Rackitt Benckiser.