Garden Reach Shipbuilders & Engineers Ltd.

( A Government of India Undertaking ) 43/46, Garden Reach Road, Kolkata- 700024.

INVITATION TO TENDER
Date: 25.11.2011.

To
ENQUIRY NO. GM (IE&P) / FIRE / TE-03/11/

Please quote this in all correspondence. DUE DATE

26.12.2011 at 02:00 PM

Please quote in duplicate for the following on delivered free to Garden Reach Shipbuilders & Engineers Ltd. or F.O.R. dispatching Station Basis, as per terms/conditions enclosed. Item No. Description. To provide Fire Fighting Personnel and allied fire-safety services at GRSE Main Unit, Fitting Out Jetty Unit, Raja Bagan Dock Yard Unit & 61 Park Unit in Kolkata in accordance with the Annexure-I (Technical Requirements) and Annexure-II (General Terms & Conditions) Encl: (1) Annexure-I (Technical Requirements) (2) Annexure-II (General Terms & Conditions) (3) Declaration form regarding PF & ESI Unit Quantity

For & On Behalf of Garden Reach Shipbuilders &Engineers Ltd.

( K.S.VERMA ) GENERAL MANAGER (INDUSTRIAL ENGG. & PROCESS) 43/46 Garden Reach Road , Kolkata -700 024, Tel Ph.:- [033] 2469 8100-15 [15 Lines] Fax No.: [033] 2489 3957, 2469 8150

Annexure- II Enclosure to Tender Enquiry No. GM (IE&P) / FIRE / TE- 03/11 dt. 25.11.2011.

GENERAL TERMS & CONDITIONS 1. Procedure for submission of tender:A. Sealed quotation to be sent in Two Part One part for Technical Cum Commercial bid and other part for Price Bid in two separate sealed envelops. Those two envelops to be put in another envelope which is also to be in sealed and to be dropped at tender box at GM (IE&P)s Office. Name of job and tender enquiry no. must be clearly written on each envelope. (i) Techno-Commercial bid (ii) Price bid must be clearly marked on relevant envelops. EMD to be accompanied with technocommercial bid only. Price should not be mentioned in techno-commercial bid. Please note that deviation from these and combined bid will cancel the offer. B. (i) Earnest Money:- The EMD of Rs.20,000/- (Twenty thousand only) in the form of Crossed Demand Draft / Bankers Cheque/ Pay Order payable at Kolkata in favour of Garden Reach Shipbuilders & Engineers Ltd., Kolkata from any Nationalized/Schedule Bank (other than Cooperative Bank) should be accompanied with Techno-commercial Bid. Earnest Money in the form of Bank Guarantee is also acceptable. Without EMD bid will be cancelled. (ii) Return of EMD:-

(a) (b) (c)

(d) (e)

EMD of unsuccessful bidder will be returned once order is finalized. EMD of successful bidder will be returned after submission of security deposit
towards successful execution of the work or after recovery of S.D from monthly bill.

No interest will be given on EMD.

SSI units registered under single point registration with NSIC will be exempted from the Earnest Money Deposit. Photo copy of updated valid certificate must be attached for that. Withdrawal or modification of a bid between the dead line for submission of bid and the expiry of the original period of bid validity (or subsequently extended) may result in forfeiture of Earnest Money.

C. Price Bid:- Price Bid must be submitted as per following format:

PRICE BID (To be submitted in separate sealed envelope)

Sl. No. Description Unit Rate (Rs.) Quantity (Month) Total (Rs.) 1. Charges for full time deployment of 12 Nos. qualified & experienced Fire Fighting personnel as per NIT (inclusive of all but excluding Tax) Charges for imparting Fire-Safety Training by the Senior Executive of the firm / Competent Personality (inclusive of all but excluding Tax): Total 01 no./month 3. 4 Total Price in figure Total Price in words Rs. Rupees Month 12 (Twelve)

2.

Month

12 (Twelve)

Note:

i) Charge for individual item of job to be given and not as a lump sum basis. ii) In case of any discrepancy between amount mentioned in words & figures, the same mentioned in words shall be considered for acceptance.
D. Contractor must mention clearly in price bid whether they want Service Tax and / or any other Tax / Duty/Cess extra from GRSE. E. Only deviations from the technical requirement and Terms & Conditions of Tender Enquiry is to be projected by the Contractor in their bid mentioning serial no. of technical requirement and terms & conditions of tender enquiry. For other terms & conditions it is to be clearly written All other terms & conditions of T. E. are accepted by us. F. Contractor must fill up one declaration form related to PF & ESI (Format given) and submit with the techno-commercial bid. 2. Security Deposit: a) Security Deposit will be taken as guarantee towards successful execution of the awarded work. 10% of the contract amount should be submitted within 28 days from the date of order in the form of Crossed Demand Draft or Bank Guarantee by successful tenderer or 10% of each monthly bill will be deducted and will be retained as Security Deposit, if the vendor does not submit Security Deposit. b) This Guarantee shall be refunded to the contractor after the entire work has been accepted as completed within specific time and also virtual work completion certificate has been issued by appropriate authority and within 14 days of that. c) SSI units registered under single point registration with NSIC will be exempted from the Security deposit. Photo copy of updated valid certificate must be attached for that.

d) No interest will be given on security deposit. e) GRSE reserves the right to forfeit the security deposit in the event of failure of due performance of the contractors obligation under the contract. 3. Deduction:a) In case of absenteeism of Fire Fighting personnel, deduction from monthly bill will be done as follows: Total no. of days absent by all fire personnel

Monthly charge for one person calculated from Sl.No.1 (Excluding Tax) of Price Bid on proportional basis

x
No. of days in the month (Excluding Weekly Off Days)

b) In the event of not imparting of fire-safety training as per contract, 100% deduction will be done from monthly bill for the item as per Sl. No. 2 of price bid. 4. Penalty :Penalty will be imposed, in addition to the deduction, for non-compliance of contractual terms and conditions. a) In case of absenteeism of any individual for more than 06 (six) working days in a

month due to the reason of whatsoever, a penalty shall be imposed @ 10% of the monthly order value for the item as per Sl. No. 1 of the price bid for each absentee personnel for such absenteeism. They will continue till resuming his duties or replacement, as the case may be ( e.g. for 2 such absentee 20%, 3 such absentee 30% & so on). b) In case the agency fails to impart monthly fire-safety training program as per contract

for once in a month, a penalty @ 10% of the monthly order value for the item as per Sl. No.2 of the Price Bid will be deducted from the monthly bill. c) Penalty amount will be deducted from the monthly bills. To realise penalty amount, GRSE

will have the right to en-cash/ revoke the Security Deposit / Bank Guarantee. 5. Relaxation in penalty:Penalty clause will not be imposed under following circumstances; a) In the event of General Strike when there is complete disruption of public transport system. b) Strike in GRSE for any reason. In both cases, the program for Training will be rescheduled by Chief Fire Officer / Unit Works Manager with intimation to the vendor. 6. Overtime:- In the event any personnel is required to stay beyond the normal working hours due to exigency of services, GRSE will not make any extra payment as stipulated in Sl. No. 3 of Technical Requirements. Procedure for submission of Bank Guarantee:- Bank Guarantee must be furnished in GRSE format from a nationalized/schedule Bank (except Co-operative Bank). Bank Guarantee should be executed on the non-judicial stamp paper of Rs.50.00 which should be obtained in the name of the executing Banker. In case a single stamp paper of Rs.50.00 is not available, stamp paper of multiple denominations is acceptable provided serial no. of such stamp paper are consecutive and are purchased on the same date. Bank Guarantee should be executed strictly as per GRSEs format. Any alteration in the writing is required to be authenticated by the signatory executing the Bank Guarantee under official seal. B.G. must be submitted in Bankers sealed envelope directly to our Finance Department.

7.

8.

Validity of Quotation:- Offer must remain firm and open for acceptance for 06 months from due date of opening of tender. Terms of Price: - Price shall remain firm and final for the total actual duration of the contract period with no escalation whatsoever including its extended period, if any.

9.

10. Payment Terms: (a) No advance payment will be given.

(b) 100% payment (if the vendor submit the security deposit) for each monthly bill will be paid within 30 days (after submission of bill in Finance Department) duly cleared/certified by HR department towards compliance of statutory requirement like payment of PF and ESI. Bill in 4 copies and filled in checklist, work done certificate certified by appropriate authority for satisfactory work, proof for payment of PF, ESI, salary disbursed to the personnel employed by them and monthly attendance sheet of personnel deployed in units certified by GRSE Officer to be submitted with the bill to Chief Fire Officer for Main Yard while for other units, it is to be submitted to Chief Fire Officer through the Unit In-charge / Works Manager of the respective Unit or his authorized representative. OR 10% of each monthly bill will be deducted from each monthly bill and will be retained as Security Deposit, if the vendor does not submit Security Deposit. (c) Payment of the bill will depend on actual deployment of personnel and their attendance. For this purpose, agency shall maintain an attendance register for their personnel at the Units and same shall be verified & certified by Works Manager / his authorized representative of the concerned unit.

11. Mode of Payment:- Payment will be done through ECS only. 12. Method of submitting bills:For all GRSE Units: For items(a.) Fire Fighting personnel deployed at Main Yard & other Units & (b.) No. of Training Program conducted in all GRSE Units, bills to be submitted to Chief Fire Officer, Main Yard, duly certified by respective Works Manager / Concerned Person from that particular Unit. 13. Basis of order:- Order will be placed on lowest quoted price basis in total for all the items from technically & commercially accepted offers. GRSE reserves the right to cancel the total work order without assigning any reason and do not bind themselves to accept the lowest or any tender or to assign any reason thereof.

14. Force Majeure : Standard Force Majeure condition at the contractors own Work/establishment shall only be accepted. 15. Arbitration : a) If, at any time, before, during or after the contract period, any unsettled claim, question, dispute or difference arises between the parties upon or in relation to or in connection with or in any way touching or concerning the order, the same shall be referred to the Chairman & Managing Director (CMD in short) or the Managing Director (MD in short), as the case may be of Garden Reach Shipbuilders & Engineers Ltd., (GRSE Ltd. in short) for adjudication of the said disputes or differences, as Sole Arbitrator, in accordance with the provisions of the Arbitration and Conciliation Act, 1996. b) The CMD or MD, GRSE Ltd. it He so desires, may nominate/appoint another Officer of GRSE Ltd. or a person, whom he thinks fit and competent, for adjudication of the dispute or difference, referred to him as the Sole Arbitrator. c) Such arbitration shall, in all respect, be conducted in accordance with the provisions of the Arbitration and Conciliation Act 1996 and the rules framed there under or any statutory modification or re-enactment thereof for the time being in force. d) The Award of the Sole Arbitrator shall be final, conclusive and binding upon the parties. e) In the event of the death or resignation for any reason whatsoever of the said Sole Arbitrator, appointed by the said CMD or MD of GRSE Ltd., the CMD & MD of GRSE Ltd. on an application from either of the parties in this behalf, shall act himself as the Sole Arbitrator or nominate / appoint, in place of the outgoing Arbitrator, another Officer of GRSE Ltd. or a person whom he thinks fit and competent to adjudicate the said dispute and difference in accordance with law. f) Also, in the event of an arbitration award is set aside by a competent court on an application from either party and unless otherwise ordered by the said court, the CMD or MD of GRSE Ltd., on an application from either party, shall himself act as Sole Arbitrator or nominate/appoint another Officer of GRSE Ltd. or a person whom he thinks fit and competent to adjudicate the dispute and difference in accordance with law. g) The cost of the arbitration, fees of the arbitrator, remuneration of the stenographer and clerk, stamp paper etc. as shall be decided by the Sole Arbitrator, shall be shared equally by the parties. The venue of arbitration, unless otherwise decided by the parties or by the Sole Arbitrator himself, shall be the premises of Garden Reach Shipbuilders & Engineers Ltd. located at 43/46, Garden Reach Road, Kolkata-700 024. 16. Reduction in contract period:- Contract period, no. of personnel to be deployed may be reduced at any time during the contractual period in case of necessity giving two months notice to the contractor. Monthly value of the order will be reduced accordingly on proportional basis. 17. Employment of GRSE Officer by the Contractor:- During the pendency of the order, the Contractor shall not employ any Officer of GRSE without GRSEs written consent. GRSE reserves the right to terminate the order in case of breach of this stipulation.

18. Fire Prevention:- The contractor shall take all reasonable precautions to prevent fire of any nature in the general vicinity of his operations and shall be held responsible for all damages from fire directly or indirectly for his own activities or his employees. 19. Accommodation:- No living accommodation inside GRSE premises will be allowed. 20. Uniforms & Safety Gears:- Safety Gears such as Khaki Uniform & Liveries such as Leather/ Web Belt, Black Shoe / Safety Shoe, Socks, Lanyard with Whistle, Name Plate, Berette Cap, Safety Helmet, etc. are to be provided by the Contractor at his own expense prior to deployment of their Fire Fighting personnel at site. This is very important. No one will be allowed to attend duty without Uniform and Safety Gears. 21. Damage of GRSE Property:- The contractor will be responsible for any damage caused by his personnel to GRSE property arising out of execution of the work. 22. Cancellation of Order & Risk Purchase:- GRSE reserves the right to cancel the Work Order in case of poor performance of work and get the work done through any other agency at the risk, responsibility and cost of the contractor. Any extra cost incurred in getting the job done from alternative source will be recovered from security deposit and if the value of job/service under risk purchase exceeds the amount of security deposit, the same may be recovered, if necessary, by other means. Also that will affect the Contractors further business with GRSE. 23. Jurisdiction:- All disputes arising out of the contract, if required to be referred to a court of law, jurisdiction of the case would be under Kolkata Court irrespective of the location of the Vendor. 24. Security Regulation:- The contractor will have to abide by the security regulation of GRSE for entry and exit for men and material to and from GRSE. Photo passes in approved proforma are to be arranged for men working more than two weeks at a time. 25. Secrecy Clause:(a) No information in respect of contracts/orders shall be released to the national or international media or any one not directly involved in its execution without the express written approval of the Integrated Headquarters, MOD (Navy) [DND/DSP]. (b) All information given to the contractor for the execution of the order is to be treated as SECRET/CONFIDENTIAL. The technical information, drawings, specification and other related documents forming part of this order are the property of GRSE and shall not be used for any other purpose except for the execution of order. Any information / drawing etc shall not be copied, transcribed, traced or reproduced in any other form or otherwise in whole / part or duplicated, modified, divulged and / or disclosed to a third party and not misused, used in any other form whatsoever without GRSEs prior consent in writing except to the extent required for the execution of the order. The Contractor has to give an undertaking in favour of G.R.S.E. that in the event of any breach of the above provisions, he would make good for any loss / cost / damage / any other claim whatsoever preferred by anybody to G.R.S.E. in this respect. 26. Compliance with Laws:- Bidder is warranted that all services purchased against the order shall conform with all applicable City, States and Central Laws, Ordinance & Regulations. Further, vendor shall indemnify / defend / relieve GRSE harmless from loss, cost of damage, by reason or any actual or alleged violation thereof. 27. GRSEs Liability for Workmens compensation:- GRSE shall not be liable under the Workmens Compensation Act of 1923, in case any employee or workmen of any contractor receives injury while actually serving his employer in connection with the latters work inside the compound of GRSE Ltd.

28. Extra claim by the bidder :- The submission of tender by the bidder implies that he/she has made himself / herself aware of the scope of work to be performed, local conditions and other factors which may have a bearing on the execution of work. After acceptance of contract, GRSE will not entertain any extra claim for any reason whatsoever in case the bidder has found latter to misjudge site conditions and requirements. 29. Miscellaneous:a) Responsibility for providing Fire Fighting Services shall not be off- loaded or sub-contracted or assigned to a third party by the agency. b) The bidder shall constantly monitor the conduct and behavior of its employees deputed at GRSE. If any one is considered undesirable by GRSE, the decision of GRSE shall be final and binding on the bidder and the bidder shall replace such personnel without questioning. 30. Presence of bidder during opening of tender:- The contractor may send his representative during opening of tender at GM (IE&P)s office on 26.12.2011 at 02:00 PM.

( K.S.VERMA ) General Manager (Industrial Engg. & Process)

ANNEXURE I TECHNICAL REQUIREMENTS Enclosure to Tender Enquiry No. GM (IE&P)/FIRE/TE- 03 / 11 Dt. 25.11.2011. 1. SCOPE OF WORK: A. Fire Fighting Personnel:

The agency shall depute a Total of 12 (Twelve) nos. qualified & experienced Fire Fighting personnel as detailed in Sl. No. (1) for full time engagement at following units of Garden Reach Shipbuilders & Engineers Ltd. in Kolkata for rendering Industrial Fire Fighting Services at following units of GRSE i) Main Unit (43/46, Garden Reach Road, Kolkata - 24),

ii) Fitting Out Jetty Unit (P-70, Karl Marx Sarani, Kolkata 43), iii) 61-Park Unit (61, Garden Reach Road, Kolkata - 24), iv) R.B.D Unit (44, Garden Reach Road, Kolkata 44). The job of Fire Fighting personnel is: a) i) Daily activities: Day to day Fire Prevention & Fire Protection activities at Workshops, Vessels under Construction/Repair, Yard Modernization activity, Cranes, Electrical Substation, Gas Manifolds, Stores & Offices, Liasoning with the shop I/cs or nominated Officers towards adhering to corrective action against prevailing unsafe practice/unsafe conditions identified. Suggesting additional requirement of First-Aid Fire Fighting Equipments at different shops/vessels. ii) Maintaining register on regular basis indicating location of visit, unsafe practice/conditions observed & action taken with recommendation/suggestions for remedial measures to avoid recurrence. iii) Checking of Hot Work Permit specially in Confined Space as issued by the concerned Department. iv) Running of Fire Pumps of all types (Electrical, Diesel & Petrol driven); Carrying those to different locations as per need, Testing of Fire Detection Systems. v) Fire Fighting / Attending Distress Calls/ Rescue Casualties, in case of need. b) i) Weekly activities: Maintaining of all Fire/ Accident/ Emergency Call Records & Registers, as required. Fire Protection systems.

ii) Liasoning / Co-ordinating with the user Department for checking status of Fire Prevention &

iii) Checking the condition and working of Fire Extinguishers, Fire Hoses, First Aid Hose Reel Hoses, Fire Pumps etc. placed at different shops and vessels as per schedule. iv) Maintaining registers regarding checking of equipments/ condition of pumps.

c)

Fortnightly activity: Senior Executive of the agency shall visit in all units of GRSE at least once in a fortnight for monitoring & co-ordination with GRSE Officers B. Other Allied Activities: Demonstration of Fire

Practical demonstration of Fire Fighting Equipments; Operation & Fighting Training.

Imparting Monthly Fire Fighting Training by any Competent Senior Executive of the firm / an Experienced & Qualified Trainer for all Categories of employees (total 01 no. in a month, each 3 hrs. duration) in any of the GRSE units. Including the venue of training and time will be decided by Chief Fire Officer / Unit Fire Officer or Works Manager of the respective unit in consultation with the Agency, as convenient. All facilities and equipments pertaining to the training program will be arranged by GRSE.

C.

Deployment of Additional Manpower / Additional Work

Agency shall, on demand, provide additional manpower and carry out additional Fire Prevention & Fire Fighting training as and when required by GRSE. In such cases, additional charges shall be payable on pro-rata basis of the order value of the items.

2.

QUALIFICATION & EXPERINCE OF FIRE FIGHTING PERSONNEL: a) Academic Qualification: School Final Pass from any Board recognized by the State Govt. / Central Govt. b) Professional Qualification: Must have a Certificate Course in Fire Fighting or Diploma Course in Fire Fighting of 2 to 6 months duration recognized by the State Govt./ Central Govt. c) Additional Qualification: Possession of a valid Heavy Vehicle Driving License will be treated as an additional advantage.(It is not mandatory). d) Working Experience in Fire Fighting : Desirable. e) Working knowledge in Hindi: The person must understand and speak in Hindi.

NOTE: Prior to deployment of Fire Fighting personnel at GRSE site, agency shall send BIO-DATA of all Fire Fighting personnel to Chief Fire Officer for clearance / acceptance from GRSE. The persons selected shall be deployed in units as per direction & control of the Chief Fire Officer. 3. WORKING HOURS: The personnel will have to work as per the working hours of GRSE including Shift as per requirement. Personnel engaged may have to work on Sunday (Weekly Holiday) on demand subject to adjustment of weekly holiday accordingly. For exigency of services, personnel may have to stay beyond working hours up to 06 (six) hours per week maximum. GRSE shall not reimburse for such overstay. After deployment of the personnel in units, agency shall identify one Site-In-Charge amongst the personnel engaged for each unit. Following duty hours may be noted: G Shift : 8.00 A.M. to 5.06 P.M (Monday to Friday) 8.00 A.M. to 1.00 P.M (Saturday) A Shift B Shift C Shift : 6.00 A.M to 2.00 P.M : 2.00 P.M to 10.00 P.M :10.00 P.M to 6.00 A.M

4.

PERIOD OF CONTRACT: The Contract Period shall be for one (01) year.

5.

CREDENTIAL OF THE BIDDER: Intending agencies must furnish the following with photocopy of documents as applicable: a) List of clients. b) Job orders executed in last 3 years for work of providing manpower services with satisfactory Job Completion Certificates & monetary value from organization served. c) Name of person(s) with designation including address, phone & Fax no. / e-mail from whom reference can be made. d) Qualification and experience of the key personnel of the firm. e) Information regarding

i)

Job(s) in hand.

ii) Current litigation, if any. iii) Orders regarding exclusion / expulsion or black listing, if any. f) Financial standing as certified by banks in sealed envelope. g) Audited profit & loss a/c and balance sheet for last 3 years. Annual turnover in last three years. h) Photocopy of Income Tax return for last three years. i) j) Service Tax, ESI, PF, PAN registration certificate, copies of Trade Licence. Registration with State or Central Govt./ PSU/ other reputed organizations, if any.

k) Constitution and legal status of Firm. Photocopy of certificate as incorporated as company.

6.

STARTING OF THE JOB: Vendor will be informed through LOI after completion of

internal formalities at GRSE. Total deployment of Fire Fighting personnel to be completed within 45 days from the date of LOI.
For the purpose of study of the manufacturing process at GRSE, the bidders may contact Chief Fire Officer, GRSE Ltd., 43/46, Garden Reach Road, Kolkata 24 on any working day (From Monday to Friday) between 10 AM to 12 Noon, with prior appointment.

( K.S.VERMA ) General Manager (Industrial Engg. & Process)

DECLARATION FORM REGARDING PF & ESI 1. (Address) I / We hereby declare that our Firm M/s . ..is

having / not having own PF and ESI Codes. l) Firm having PF & ESI Codes Numbers: i) ii) PF Code Number ESI Code Number

m) Firms not having their own PF & ESI Codes: (i) I / We hereby declare that I / we will deduct PF & ESI contribution of our labourers from wages who are deployed on contractual engagement every month and deposit the PF contribution (Employers & Employees) under code No. WB / 301 (Unexempted) of GRSE and ESI contributions (Employers & Employees) Under ESI Code No.41 3771 of GRSE in each month and produce duly acknowledge copies of challans by the authorities concerned to the Retainer of GRSE for verification of compliance. (ii) We also authorize GRSE Ltd. to retain the bills payable to us till we furnish the challan, depositing PF & ESI dues. GRSE is also authorize to deduct all such statutory dues from our bills in case of our continued default in depositing PF & ESI dues and deposit the same with the respective statutory authorities. 2. Our Labour License number / Date is . Labour License is valid up to (Date) . 3. I / We shall follow the Companys regulation on deployment of contract labour and shall comply with the statutory provisions as envisaged under the CL(R&A) Act 1970 read with Central rules / Jharkhand (Bihar) Rules. The Factories Act 1948, West Bengal Factories Rules 1958, Bihar Factory Rules, 1950, EPF (MP) Act 1948 and Minimum Wages Act and the Rules there under as applicable including payment of contributions (Employer & Employees) in respect of each of our workmen.

Place: ____________ Date _____________

Signature of the Proprietor ____________________________ Name of the Proprietor _______________________________

Stamp / Seal of the Firm ______________________________