Tender Notice




Cost Rs.100/-










 Sub: "Inviting Bid for engaging Service Provider Firm for providing Manpower without material through service contract.


2. Sealed competitive Bids are invited by the Principal, Kendriya Vidyalaya No.II, Agra Cantt, from the reputed/registered Consultant/Service Provider Firm for providing Manpower without material through service contract initially for a period of 01 (one) year w.e.f.             01-07-2016 which may be extended by another year, as indicated below:-


A.          Area of Building  

The Vidyalaya building is situated in about 12 acres of land  having about 70 class rooms/departments ,offices toilets labs, meeting rooms,departments, corridors,stairsand open areas as well as enclosed surrounding areas in the ground floor.

Parties are advised to see the location

Location : Kendriya Vidyalaya No 2 Agra Cantt.

B.     Man power required:

Sl. No.

Category of Manpower

Number of workers required





Security Staff



Cleaning Staff



D. Work will have to be got done in the following way:-


i)              Sweeping of entire area of the building and surroundings of building and collection of all waste material and disposal of the same as per instructions of the KV No.II, Agra Cantt

ii)            Cleaning of the floor area with wet floor dusters and detergent disinfectants etc. once in the morning before opening the office and thereafter every 2 hours specially in the areas like corridors, stairs and reception etc. Spraying of flit/anti-termite treatment & rodent control etc. are to be made daily and whenever necessary, for keeping the rooms/sections free from mosquitoes, flies, termite/pests/rats etc.

iii)          Cleaning and washing of toilets and urinals using deodorants, detergent and disinfectants once in the morning and again in the afternoon.

iv)          Sweeping and cleaning of open areas, roads, passage, lawns, auditoriums/meeting halls/canteen etc. within the boundary of the KV No.2’s wall surroundings to this building.

v)            Regular dusting/cleaning of office furniture (table and chair) and equipments, telephones, book cases, filing cabinets, almirahs and doors and windows including removal of cobwebs everyday before opening of the office i.e. 9.00 A.M.

vi)          Provisions of soap and liquid soap of good quality in the toilets and placing sufficient quantity of naphthalene balls/cakes and odonil cakes in the urinals. The Contracting Agency will ensure that the toiletries mentioned above are always available near each washbasin in the building.

vii)        The choking of the sanitary installations e.g. w.c's Traps, Bottle traps, gully traps etc. is to be cleared within 24 hours of noticing the complaint.




i)                    Washing and Scrubbing of floor areas with detergents and dirt removing agent.

ii)                  Acid cleaning of sanitary wares, without damaging their shines.

iii)                Removing stains from floors, doors and partitions by using surf or any suitable detergent as are found necessary without leaving any undesirable post cleaning marks.

iv)                Cleaning of filled surfaces in the corridors and staircases.

v)                  Cleaning of water storage tanks.

vi)          Polishing of name plates and number plates with brasso (on each floor) and cleaning of all other name plates/Boards.

vii)     Dusting and cleaning of fans, electrical fittings, window panes with glass cleaning chemical/agents and cleaning of partition, paneling etc. including removal of cobwebs.




3. Quoted Price:

  1. The Bidder shall quote unit rate which shall comprise of monthly remuneration, EPF, ESI & other statutory costs and Service Charges in the format of quotation only attached (Annexure-A)
  2. The service tax and any other such tax liable to be paid by the client shall be quoted by the bidder separately.
  3. The rate quoted shall be fixed for the duration of the contract and shall not be subject to adjustment except the statutory provisions, if amended.


In case of change in rate due to statutory provisions, only such change will be accepted and not any additional liability i.e. %age of profit/service charge/s etc. As such, the bidder while submitting the bid should specifically, quote the rate etc. in this regard.


  1. The Bidder shall deposit Rs.10 , 000/- in the form of Bank Guarantee valid for 135 days after the date of submission of bids or DD / Pay Order drawn in favour of Kendriya Vidyalaya No.II, Agra Cantt payable at Agra as earnest money along with the Bid. The earnest money shall be returned to the unsuccessful bidders after the award of the contract.
  2. The selected firm has to furnish performance security in the form of Bank Guarantee/DD for an amount of Rs.30,000/- (Rupees Fifty Thousand only) valid for fourteen months from the date of award of the contract. The Performance security shall be submitted within 10 days from the date of Notification of Award. The earnest money shall be returned only after the Performance security is submitted by the Contracting Agency.
  3. Telex or Facsimile Bids are not acceptable.



4. Each Bidder must submit only one Bid.


5. Validity of Bid:

The Bid shall remain valid for a period not less than 90 days after the deadline fixed for submission of Bids.


6. Terms and Conditions:


a.       The remuneration shall be directly credited to the bank accounts of the workers by the Agency without any deductions except statutary deductions and a proof to this effect submitted to the Vidyalaya.

b.      The Contracting Agency will ensure payment by the 5th of every succeeding month to their employees provided to the KV No.II's office/premises as per the monthly remuneration quoted without any deduction.

c.       The Contracting Agency will submit the invoice/bill alongwith proof of disbursement in triplicate after making the payment to the employees provided to the KV No.II's office/premises supported with the following documents:-


(i) Details of disbursement made to the staff furnishing proof of crediting the payment to the staff duly signed by the bank outhorities,

(ii) Proof of payment of statutory obligation such as EPF,ESI, Service Tax and any other applicable tax.


Payment to the Contracting agency will be released within 15 days from the date of the receipt of the invoice/bill.


d.      The Contracting Agency will provide Identity Card to all his employees deputed as per the format suggested by the Indenting Office valid for the period of contract.

e.       The Contracting Agency shall comply with all statutory obligations. Minor variations as per actual calculation will be borne by the Indentor/Client.

f.       The normal office hours of KV No.II is from 7.30 am to 3.30 pm six days from Monday to Saturday. However, the Contracting Agency will deploy their workers and provide the services of cleanliness/filling of water in desert coolers for six days in a week from Monday to Saturday according to the duty timing shown at pre-pages/above. KVS also reserves the right to request for the services of additional/extra manpower. The Contracting agency will be compensated, for the extra manpower provided, by the Indenting Agency as per the rate quoted.

g.      In case of absence on any working day, the monthly remuneration will be regulated as per the following formula:


Total Monthly Remuneration = Monthly remuneration-A,


where A, = Monthly remuneration X Nos. of days of absence


                          Nos. of days in the month


h.      The Candidates/Manpower provided by the Contracting Agency shall be accepted only after scrutiny by KVS. Therefore, minimum three-four bio-data shall be made available against each slot in each category. The candidate may be invited for personal discussion also. No Conveyance or any other charges will be paid by KV No.II. In case, none is found suitable then additional bio-data shall be made available by the Contracting Agency, promptly i.e. within 24 hours. The replacement of a Candidate on account of absence/ unsuitability for KV shall be made within 24 hours.

i.        The contracting Agency will be required to sign a contract with the KV No.II Agra Cantt as per the Model Contract enclosed for ready reference. The other terms and conditions specified in the Bid document and accepted bid will also form the part of the Model Agreement.

j.        In case of any loss, theft / sabotage caused by/attributable to the personnel deployed, the KV No.II Agra Cantt reserves the right to claim and recover damages from Contracting Agency.

k.      The antecedents of all the workers will be got verified from the police by the Contracting Agency before deployment for work.

l.        The Contracting Agency will deploy the trained and sufficient SC/ST workers who are below the age of 50 years as well as physically fit and mentally alert. The Contracting Agency will also ensure that the workers/staff deployed are free from Aid or any other infectious disease before deployment for work.

m.    The KV shall provide a small room/space for the workers/staff deployed by the Contracting Agency. No name plate of agency shall be allowed on the room and nobody will be allowed to stay in the office except the staff of Contracting Agency on duty.

n.      The Contracting Agency shall provide to their personnel deployed for cleanliness and for filling of water in desert coolers with impressive summer uniform as well as winter uniform with insignia.


7. Evaluation of Bid:

The indenter will evaluate and compare the Bids determined to be substantially responsive i.e. which are properly signed, and conform to the terms & conditions in the following manner:

(i) The bid will be treated as non-responsive if following terms & conditions are not fulfilled and related documents are not attached :-

  1. Copy of proof of registration of the agency with Labour Department of State/Central Govt.
  2. Brief profile of the company and evidence to establish that the bidder has minimum experience of five years in cleaning/sweeping.
  3. The agency should have 100 personnel including supervisors on their regular rolls, a proof of which is required to be produced.
  4. Audited Balance Sheet & Profit and Loss Account.
  5. PAN No. and Current IT clearance certificate.
  6. Attested copy of proof of EPF registration.
  7. Attested copy of proof of ESI registration.
  8. Attested copy of proof of Service Tax Registration.

The indenter reserves the right to relax any of the above conditions if it is deemed necessary.


(i)                 The Bidder shall deposit Rs.10,000/- in the form of Bank Guarantee valid for 135 days after the date of submission of bids or DD/Pay Order drawn in favour of Kendriya Vidyalaya No.II, Agra payable at Agra as earnest money along with the Bid. The earnest money shall be returned to the unsuccessful bidders after the award of the contract.

(ii)               Remuneration of staff, quoted below minimum wages applicable for Un-skilled, Semi-skilled, Skilled, Clerical and Non-technical supervisory staff, in the Govt. of NCT of Delhi shall render the Bid disqualified for evaluation.

(iii)             The evaluation will be done for all the items put together. Indenting Office will award the contract to the lowest evaluated responsive bidder.


 8. Award of Contract:

a)                 The Indentor will award the contract to the bidder whose Bid has been determined to be substantially responsive and who has offered the lowest price as per para 7.

b)                The Indentor reserves the right at the time of award of contract to increase or decrease the requirement of manpower indicated in para 2 above.

c)                  The indentor prior to the expiration of the Bid validity period will notify the bidder whose Bid is accepted for the award of contract. The terms of the accepted offer shall be incorporated in the contract.

d)                Notwithstanding the above, the Indentor reserves the right to accept or reject any or all Bids and to cancel the biding process and reject all Bids at any time prior to the award of the contract.

e)                 It has been observed that many of the Contracting agencies indulge in  the illegal practice of quoting impracticably low service charge and later deducting money from remunerations payable to the workers on award of the contract. Therefore

            The indenter reserves the right to reject a bid which has quoted zero or impracticably low service charge. Hence bidders are advised to quote appropriate service charges.




9. Last date and time of receipt of Bids


You are requested to submit the Sealed Bids super scribed on the envelope as "Bids for providing Services for cleaning/sweeping etc. in KV No.II, Agra Cantt on service charge basis" latest by       10 AM of 25th  June 2016. The sealed bids/tenders will be opened at 2.00 PM at KV No.II, Agra Cantt in the presence of bidders on last date of submission of tenders i.e. 25th     June 2016. An earnest money of Rs.10,000/- (Rupees Ten Thousand only) is to be deposited along with tender document. The Indentor looks forward to receiving the Bid in the format of Bid attached only and appreciate the interest of the service provider in the KVS.



Yours faithfully,






Designation: PRINCIPAL

For and on behalf of the

Kendriya Vidyalaya No.II

Agra Cantt












Category of Manpower


Unit Monthly remuneration

EPF Rate

ESI Rate

Service Charges / Charges of Uniform / Bonus etc. including overheard profit

Monthly Unit Rate (Col.4+5+6+7)

Total monthly cost

(column 8 x column 3)












Conservancy service










Gardening service










Security service





























NOTE:            In case of discrepancy between unit price and total price, the unit price shall prevail.

We agree to provide the above service of manpower and to abide by the terms & conditions contained in the Bid document and also agree to enter into an agreement with the Vidyalaya.  Bid Security of Rs._____________________ (Rupees ______________________________________________________________________________) is furnished herewith vide Bank Draft No._______________________________ drawn on ______________________________________________