BID DOCUMENT

NOTICE INVITING E-TENDER

Tender No. IG/Manpower/2018

Dated: 7th August, 2018

Online bids (Technical & Financial) from eligible bidders are invited for providing Manpower
(Skilled-Un-skilled) on daily wage basis in IGNOU Head Quarter, its Regional Centers and
other locations at New Delhi/ Delhi NCR.

Particular Description
Name of Work Providing Manpower (Skilled & Un-skilled)
in IGNOU Head Quarter, its Regional
Centers and other locations at New Delhi
and NCR.
Estimated Cost Rs.30.00 Crore
Earnest Money Deposit to be submitted Rs.60.00 Lakh
Date of Publishing of tender 07/08/2018 (10:00 Hrs)
Clarification Start date and time 07/08/2018 (12:00 Hrs)
Clarification End date and time 16/08/2018 (12:00 Hrs)
Queries (if any) No queries will be entertained after
clarification end date and time.
Pre-bid meeting for clarification 17/08/2018 (11:00 Hrs)
Committee Room, Block – 8
IGNOU, Maidan Garhi,
New Delhi – 110068.
Bid Submission Start Date 23/08/2018 (13:00 Hrs)
Last Date and time of uploading of Bids 12/09/2018 (11:30 Hrs)
Last Date and time of physically 12/09/2018 (13:00 Hrs)
submitting , EMD and other documents
at IGNOU
Date and time of opening of Technical 14/09/2018 (15:00 Hrs)
Bids
Date and time of opening of Financial Will be separately notified for
Bids Technically qualified bidders

Interested parties may view and download the tender document containing the detailed terms
& conditions from the website http://eprocure.gov.in/eprocure/app

MANUAL BIDS SHALL NOT BE ACCEPTED

except for the original documents/instruments as mentioned in this tender.
Bidders should regularly visit the website to keep themselves updated.

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INSTRUCTION FOR ONLINE BID SUBMISSION

The bidders are required to submit soft copies of their bids electronically on the Central Public
Procurement (CPP) Portal i.e. http://eprocure.gov.in/eprocure/app, using valid Digital Signature
Certificates. The instructions given below are meant to assist the bidders in registering on the CPP
Portal, prepare their bids in accordance with the requirements and submitting their bids online on the
CPP Portal.

REGISTRATION
(i) Bidders are required to enroll on the e-Procurement module of the Central Public
Procurement Portal (URL:https://eprocure.gov.in/eprocure/app)by clickingon the link
“Online Bidder Enrollment” option available on the home page. Enrolment on the
CPP Portal is free of charge.
(ii) During enrolment/ registration, the bidders should provide the correct/ true
information including valid email-id & mobile no. All the correspondence shall be
made directly with the contractors/ bidders through email-id provided.
(iii) As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.
(iv) For e-tendering possession of valid Digital Signature Certificate (Class II or Class III
Certificates with signing key usage) is mandatory which can be obtained from SIFY
/nCode/eMudra or any Certifying Authority recognized by CCA India on eToken/
SmartCard.
(v) Upon enrolment on CPP Portal for e-tendering, the bidders shall register their valid
Digital Signature Certificate with their profile.
(vi) Only one valid DSC should be registered by a bidder. Bidders are responsible to
ensure that they do not lend their DSCs to others which may lead to misuse and
should ensure safety of the same.
(vii) Bidders can than log into the site through the secured login by entering their userID/
password and the password of the DSC/ eToken.

SEARCHING FOR TENDER DOCUMENTS

(i) There are various search options built in the CPP Portal to facilitate bidders to search
active tenders by several parameters. These parameters could include Tender ID,
organization name, location, date, value, etc. There is also an option of advanced search
for tenders, wherein the bidders may combine a number of search parameters such as
organization name, form of contract, location, date, other keywords, etc., to search for a
tender published on the CPP Portal.
(ii) Once the bidders have selected the tenders they are interested in, they may download
the required documents / tender schedules. These tenders can be moved to the
respective ‘My Tenders’ folder. This would enable the CPP Portal to intimate the
bidders through SMS / e-mail in case there is any corrigendum issued to the tender
document.
(iii) The bidder should make a note of the unique Tender ID assigned to each tender, in case
they want to obtain any clarification / help from the Helpdesk.

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PREPARATION OF BIDS:

(i) For preparation of bid Bidders shall search the tender from published tender list
available on site and download the complete tender document and should take into
account corrigendum if any published before submitting their bids.
After selecting the tender document same shall be moved to the ‘My favorite’
folder of bidders account from where bidder can view all the details of the tender
document.
(ii) Bidder shall go through the tender document carefully to understand the documents
required to be uploaded as part of the bid. Bidders shall note the number of covers in
which the bid documents have to be submitted, the number of documents – including
the names and content of each of the document that need to be submitted. Any
deviations from these may lead to rejection of the bid.
(iii) Any pre-bid clarifications if required, then same may be obtained online through the
tender site, or through the contact details given in the tender document.
(iv) Bidders should get ready in advance the bid documents in the required format
(PDF/xls/rar/dwf/jpg formats) to be uploaded as indicated in the tender
document/schedule. Bid documents may be scanned with 100 dpi with black and
white option which helps in reducing size of the scanned document.
(v) Bidders can update well in advance, the documents such as experience certificates,
annual report, PAN, EPF & other details etc., under “My Space/ Other Important
Document” option, which can be uploaded as per tender requirements. This will
facilitate the bid submission process faster by reducing upload time of bids.

SUBMISSION OF BIDS:

(i) Bidder should log into the site well in advance for bid submission so that he/ she
upload the bid in time i.e. on or before the bid submission time. Bidder will be
responsible for any delay due to other issues.
(ii) Bidder should prepare the and EMD as per the instructions specified in the NIT/
tender document. The details of the DD/BC/BG/ others physically sent, should tally
with the details available in the scanned copy and the data entered during bid
submission time. Otherwise the uploaded bid will be rejected.
(iii) While submitting the bids online, the bidder shall read the terms & conditions (of CPP
portal) and accepts the same in order to proceed further to submit their bid.
(iv) Bidders shall select the payment option as offline to pay the / EMD and enter details
of the DD/BC/BG/others.
(v) Bidder shall digitally sign and upload the required bid documents one by one as
indicated in the tender document.
(vi) Bidders shall note that the very act of using DSC for downloading the tender
document and uploading their offers is deemed to be a confirmation that they have
read all sections and pages of the tender document without any exception and have
understood the complete tender document and are clear about the requirements of the
tender document.
(vii) Bid documents may be scanned with 100 dpi with black and white option which helps
in reducing size of the scanned document. For the file size of less than 1 MB, the
transaction uploading time will be very fast.

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(viii) If price quotes are required in XLS format, utmost care shall be taken for
uploading Schedule of quantities & Prices and any change/ modification of the
price schedule shall render it unfit for bidding. Bidders shall download the
Schedule of Quantities & Prices i.e. Schedule-A, in XLS format and save it
without changing the name of the file. Bidder shall quote their rate in figures in
the appropriate cells, thereafter save and upload the file in financial bid cover
(Price bid) only.
If the template of Schedule of Quantities & Prices file is found to be
modified/corrupted in the eventuality by the bidder, the bid will be rejected and
further dealt as per provision of clause no 23.0 of ITB including forfeiture of
EMD.
The bidders are cautioned that uploading of financial bid elsewhere i.e. other
than in cover 2 will result in rejection of the tender.
(ix) Bidders shall submit their bids through online e-tendering system to the Tender
Inviting Authority (TIA) well before the bid submission end date & time (as per
Server System Clock). The TIA will not be held responsible for any sort of delay
or the difficulties faced during the submission of bids online by the bidders at the
eleventh hour.
(x) After the bid submission (i.e. after Clicking “Freeze Bid Submission” in the portal),
the bidders shall take print out of system generated acknowledgement number, and
keep it as a record of evidence for online submission of bid, which will also act as an
entry pass to participate in the bid opening.
(xi) Bidders should follow the server time being displayed on bidder’s dashboard at the
top of the tender site, which shall be considered valid for all actions of requesting, bid
submission, bid opening etc., in the e-tender system.
(xii) All the documents being uploaded by the bidders would be encrypted using PKI
(Public Key Infrastructure) encryption techniques to ensure the secrecy of the data.
The data entered cannot be viewed by unauthorized persons until the time of bid
opening. The confidentiality of the bids is maintained using the secured Socket Layer
128 bit encryption technology.

ASSISTANCE TO BIDDERS:

(i) Any queries relating to the tender document and the terms and conditions contained
therein should be addressed to the Tender Inviting Authority for a tender or the
relevant contract person indicated in the tender. The contact number for the IGNOU
helpdesk is 011-29533591, 29573328 between 10:30 hrs to 17:00 hrs or the queries
may be emailed to admnestt3@ignou.ac.in.

(ii) Any queries relating to the process of online bid submission or queries relating to CPP
Portal in general may be directed to the 24X7 CPP Portal Helpdesk. The 24 x 7 Help
Desk Number 0120-4200462, 0120-4001002 and +91-8826246593. The helpdesk
email id is support-eproc@nic.in

(iii) If any technical query is not resolved by CPP Portal Help Desk, you may contact
Nodal Officer (eProcurement), IGNOU at 9868258158.
Toll Free Number 1800-3070-2232. Mobile Nos. 91-7878007972 and 91-7878007973.
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 INDIRA GANDHI NATIONAL OPEN UNIVERSITY
MAIDAN GARHI, NEW DELHI-110068.

Sub: Bids for Providing Manpower in IGNOU Head Quarter and its Regional Centers
located in New Delhi and NCR.
Sir,

eBid under two bid system (Technical & Financial) are hereby invited from the interested
agencies for providing Manpower in IGNOU Head Quarter and Regional Centers located in
New Delhi/NCR. The outsourcing agency will be awarded the job initially for a period of
one year extendable for one more year on mutual consent. The detail of the approximate
requirement and skill is as under:

1. DETAILS OF MANPOWER REQUIRED

S.No. Category Qualification Job Description Approx. Man

hrs/per day
requirement
1. Skilled Essential: Typing, stenography, 4800 man-hours
- 10+2 or its equivalent data entry work in (600 skilled
with typing speed of 40 computer, personnel)
w.p.m. in English or 35 diary/dispatch/ filing
w.p.m. in Hindi on
Computers.
- Knowledge of Computers
applications

Desirable:
i) A Bachelor’s degree
from a recognized
University
ii) Shorthand speed @80
w.p.m.

2. Unskilled Essential: Physical maintenance of 4800 man-hours

A. 8th Pass who can read write records, photo-copying, (600 Un-skilled
in Hindi/English sending of FAX etc., personnel) per
delivery of dak, opening day
Desirable: 10th Pass and closing of rooms,
cleaning/dusting of
room etc.

Earnest Money : Rs. 60.00 Lakh (Rupees sixty lakh only)

Scanned Copy of EMD must be uploaded online on CPP Portal:-
http://eprocure.gov.in/eprocure/app
And
Original Physical EMD separately must be uploaded on or before due
date and time i.e. 12/09/2018 before 01.00 P.M. in the office of the
Officer, Room- 15, Block No. 8, Administration Division,
Establishment – III, IGNOU, Maidan Garhi, New Delhi-110068
IGNOU Campus, Maidan Garhi, New Delhi -110 068.

5
INSTRUCTION FOR e-PROCUREMENT

(i) Preparation and Submission of Bids

a) The detailed tender documents may be downloaded from

http://eprocure.gov.in/eprocure/app till the last date of submission of tender.
The Tender may be uploaded online through CPP Portal
http://eprocure.gov.in/eprocure/app

b) The bidder should submit the bid online in two parts viz. Technical Bid and
Commercial Bid. Technical Bid, EMD should be uploaded online in cover 1
and Commercial Bid in “.zip” or “.rar” should be upload online in cover-2

(ii) Submission of the Bid: All interested eligible bidders are requested to
submit their bids online on CPP Portal:
http://eprocure.gov.in/eprocure/app as per the criteria given in this
document:

a) Technical Bid, EMD etc. should be uploaded online in cover-1.

b) Commercial Bid should be uploaded online in cover-2.
c) Both Technical and Commercial Bid covers should be placed online on the
CPP Portal (http://eprocure.gov.in/eprocure/app ).

(iii) Technical Bid:

a) Authorised representative of Agency should sign and sign Scanned copies of

the Technical bid documents (as under) and it must be uploaded online on
CPP Portal: http://eprocure.gov.in/eprocure/app.

b) List of Documents to be scanned and uploaded (Under Cover-1) within

the period of bid submission:-

(i) Scanned copy of EMD.

(ii) Copy of board resolution/ Power of Attorney/ Authorization letter indicating
that the person signing the Bid has the required authority to sign on behalf of
the Bidder and Copy of Memorandum of Association & Article of
Association of the Bidder
(iii) The following documents should be scanned, signed (if required) and
uploaded online with the bid in respect of proof of satisfaction of the
eligibility conditions laid down in the Tender document:

1. Demand Drafts/ Pay orders or Banker`s Cheques of any Scheduled

Bank against EMD.
2. Valid license issued by statutory authority such as Labour
Department. Labour Commissioner, ESIC, EPF etc. and as per the
Technical bid at Annexure-‘I’
3. Certificate of Registration for GST, etc.
4. Acknowledgement of up to date filed return.
5. Registration certificate of PAN No. and TIN No., Affidavit etc.
6. Last three year turnover duly signed by the Chartered Accountant.
7. Experience certificate for the work done during the last 3 years. The
award letter should not be counted as Experience Certificate.

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 Performance and amount of work done should be treated as
successful completion of work issued by concerned department.
8. Documents to be submitted physically
➢ EMD
➢ The bidder shall seal the original Bank Drafts/ Pay orders towards
EMD in an envelope. The Bidder shall mark its name and tender
reference number on the back of the Bank Draft/ Pay order before
sealing the same. The address of Tender process officer, name and
address of the bidder and the Tender Reference Number shall be
marked on the envelope. The envelope shall also be marked with a
Sentence “NOT TO BE OPENED BEFORE the Date and Time of Bid
Opening”. If the envelope is not marked as specified above, IGNOU
will not assume any responsibility for its misplacement, pre-mature
opening etc.
➢ The bidder shall deposit the envelope in the tender box kept in the
office of Section Officer, Administration Division (E- III), Block
08, Room No- 8 at IGNOU Campus, Maidan Garhi, New Delhi-
110068 on or before 12.09.2018, 13.00 hrs, on bid submission date. In
case EMD is sent through Speed Post etc. in the name of Tender
Process Office, please ensure that it must reach on the above
mentioned address as per date and time mentioned in the bid
document.
➢ EMD not meeting above deadlines will not be accepted and the bid
will be rejected.

(iv) Financial Bid

a) The currency of all quoted rates shall be Indian Rupees. All payment shall be
made in Indian Rupees. IGNOU for all its purposes will prefer Indian
Manpower Agency/ Company over the foreign Agency/ Company.

b) In preparing the financial bids, bidders are expected to take into account the
requirements and conditions laid down in this Tender document. The financial
bids should be uploaded online as per the specified “.xls” format i.e.
BOQ_XXXX.xls in Excel sheet attached as ‘.xls’ with the tender and based
on the scope of work, service conditions and other terms of the Tender
document. It should include all costs associated with the Terms of
Reference/Scope of Work of the assignment.

c) The Financial Proposal should be inclusive of all applicable taxes, duties,

fees, levies, and other charges imposed under the applicable laws. The rates
quoted in the Tender are inclusive of all applicable taxes, duties etc. IGNOU
is exempted by the department of Service tax being an educational
institution by way of auxiliary service. (Applicable by only be see in light
of GST, 2017).

d) The Financial bid should be according to the format given in the Tender
Document.

(v) Last date for Submission of Tender:

a) Online bids complete in all respects, must be uploaded on or before the last
date and time specified in the schedule of events.

7
 The IGNOU may, at its own discretion, alter/extend the last date for submission of
tenders.

2. TERMS AND CONDITIONS (GENERAL)

Indira Gandhi National Open University (IGNOU) is established under the act of Parliament
(ACT No.50 of 1985) and is having its offices at Maidan Garhi, New Delhi-110068 and
Regional Centres at various cities of India. IGNOU being an educational institution is
currently exempted from paying GST as per guidelines of Ministry of Finance/ Goods
and Service Tax Authorities or applicability of this is subject to notification of Govt. of
India from time to time.

2.1 Minimum Eligibility Criteria

a) The Bidders should be registered under Companies/Partnership/Societies Act etc., as

applicable.

b) The Bidders should have at least three years of experience as on the last date of
issuing of tender for providing manpower in Govt. Organizations/ Autonomous
Institutions/University etc.

c) The Bidders should have approvals from concerned regulatory authorities as

applicable for carrying out the outsourced work.

d) The bidders’s annual turnover should not be less than Rs. 5 crore during the last three
financial years in the books of Account.

Terms and Conditions

a) The successful bidder (hereinafter referred to as ‘Outsourcing Agency’) so engaged will

provide the services as defined above through its employees under direct supervision of
IGNOU.

b) The outsourcing agency shall be the employer of the skilled and un-skilled personnel so
deployed in the University under the contract and responsible for payment of wages etc. to
the said personnel according to wage rules and regulations of Govt. of India, Ministry of
Labour & Employment as and regards Wages/ EPF/ ESI and other benefits to their employees
deployed at IGNOU. IGNOU shall reimburse to the Outsourcing Agency towards wages etc.
and pay Service Charges to the Outsourcing Agency. The wages etc., will be reimbursed as
per minimum wages as prescribed by Ministry of Labour and Employment as notified from
time to time.

c) The outsourcing agency shall comply with all the legal provisions pertaining to line of
business including but not limited to Labour Commissioner, Account in ESI/ EPF and
Income Tax Department for TDS.

d) No payment other than reimbursement of wages and service charges will be

payable to the Outsourcing Agency. The Outsourcing Agency being the employer
of the skilled and un-skilled personnel, shall ensure weekly off/holidays/leave as
per existing laws.

8
 e) The agency shall be required to provide additional manpower as and when
required by IGNOU.

f) Violation of minimum wages act, Contract labour act, Govt. of India, Ministry of
labour and Employment Order and such other statutory provisions shall make the
Outsourcing agency be liable for disqualification and such tenders shall not be
considered and rejected summarily without assigning any reasons. No
communication will be entertained in this regard.

g) The bidder may wish to inspect the site and satisfy himself before submitting the
bid. The bidder will be deemed to have full knowledge of the site whether he
inspects it or not and no claims or objections due to ignorance shall be considered.

h) The bidder should submit the attested copies of PAN No. /Valid EPF/ESI
Registration No./ Licence number under Contract Labour Act, proof of average
annual turnover duly supported with audited balance sheet for the last three years,
experience certificate supported by documents from the concerned departments
along with Tender Document.

2.2 Compliance with the technical specifications

a) The services offered shall be in accordance with the requisite terms &
conditions/eligibility criteria contained in the Tender Document and in accordance with the
minimum statutory requirement covered under Govt. of India Rules including Labour Act,
Minimum Wages and Contract Labour (Regulation & Abolition Act 1970), EPF/ESI etc. with
regard to Manpower engaged by the outsourcing agency and which includes maintenance of
Attendance Register, maintenance of Payment Register, Overtime Register etc. However,
additional information/deviation from the IGNOU’s requirement, if any, shall be clearly
indicated alongwith the explanation.

b) The university reserves the right to fix the requirement and other aspects as per its
actual requirement. The decision of the Tender Opening and Evaluation Committee duly
constituted by IGNOU shall be final in this regard and representation of any kind shall not be
entertained. Any attempt by any outsourcing agency to bring pressure of any kind may
disqualify the bidder for the present tender and the outsourcing agency may be liable to be
debarred from bidding for tenders in future for a period of three years besides forfeiture of the
EMD.

c) The outsourcing agency shall be responsible for the payments to manpower employed
for the performance or carrying out the said work and that IGNOU shall in no event be liable
for the same. The outsourcing agency shall keep IGNOU indemnified against the same and
from all proceedings in respect thereof. The outsourcing agency shall open Saving Bank
Account for each of the personnel in any nationalized bank.

9
d) The outsourcing agency will pay to each personnel the specified wages as notified by
the Govt. of India from time to time by 7th of every month but not later than 10th of every
month through Electronic transfer/A/c payee cheques and submit the bill for the amount so
disbursed for reimbursement by the University. The outsourcing agency has to provide the
proof of wages paid to the personnel engaged by the agency to IGNOU. The outsourcing
agency shall submit the proof giving detail of deduction of ESI and EPF to each individual as
a pay slip.

e) The outsourcing agency shall be responsible and shall pay all compensation to its
employees payable under the provisions of the workmen’s compensation Act and
amendments thereto.

f) The outsourcing agency shall be responsible for and pay the expenses for providing
medical treatment to the manpower deployed by it, who may suffer any bodily injury during
the course of their service as a result of any accident or otherwise while in the University
premises.

g) The Manpower shall be deemed to be the employees of the outsourcing agency for
all purposes including but not limited to the payment of wages, and all other obligations
under labour laws, rules and regulations there under.

h) The IGNOU reserves the right to check the actual payment of the wages register
maintained by the outsourcing agency and also the connected documents in respect of the
above.

2.3 Submission of Tender:- Through e-Procurement module System only.

2.4 DUTY DAYS/ HOURS

i. Working hours will be 8 ½ hours between 9.30 A.M. and 6.00 P.M. including half an
hour lunch break normally from 1.30 p.m. to 2.00 p.m. Actual amount per hour would
be calculated for the personnel deployed on duty for any extra duty based on rates
finalized.
ii. The personnel may be called on beyond office hours, if required. They will be paid
extra as per the rates approved by the office based on per hour rate.

2.5 RESPONSIBILITIES OF THE OUTSOURCING AGENCY (Successful

Bidder):

i. The outsourcing agency (firm) should take utmost care not to leak/divulge any
information of the IGNOU, to any third party and full confidentiality shall be
maintained.
ii. The outsourcing agency shall maintain all the relevant records of manpower
deployed by it in the University.
iii. The transportation, food, medical facility, residential accommodation, bonus and
other requirements in respect of each personnel of the outsourcing agency shall be the
responsibility of outsourcing agency. The University will not provide any of the
above facilities or any other facility to the personnel of the outsourcing agency.
iv. The losses sustained to the IGNOU due to negligence of the services of the
outsourcing agency in the form of loss/damage of property will be recoverable from
the outsourcing agency as per the estimation in terms of money value by the
IGNOU and the decision of the IGNOU in this regard shall be final and binding on
the outsourcing agency.

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 v. The Outsourcing Agency will ensure the character and antecedents of outsourced
personnel to be deployed in IGNOU should have been got verified from the local
police before deployment, at the cost/ instance of the outsourcing agency. In case of
doubt on any personnel the IGNOU reserves the right to get police verification of
these personnel done if necessary and reject those not cleared by the Police.

vi. The outsourcing agency shall be responsible for the behaviour/conduct of persons
deployed by the agency. IGNOU shall have the right to ask the outsourcing agency
for removal of any person of the Agency who is not found to be competent and
orderly in discharge of his/her duty.

vii. The outsourcing agency shall make payments to its employees (manpower deployed
in the University) in strict observance of Labour law Minimum Wages Act and other
statutory requirements with regard to ESI/EPF/Gratuity/Paid holiday in respect of
manpower deployed in the University etc. Any failure on the part of the outsourcing
agency in this regard will entail termination of the contract and forfeiture of the
Security Deposits in addition to other penal action as per law.

viii. The outsourcing agency shall not engage/deploy the Child Labour which is
prohibited under Child Labour (Prohibition and Regulation) Act 1986. Employment
of such Labour and violation of the said Act will lead to the termination of the
outsourcing agency and legal action deemed fit by the IGNOU.

ix. The outsourcing agency shall not charge any fee/ gratification from the Manpower
deployed by the agency in any manner in the name of Registration or Entry fee etc. In
case the same is brought under the notice of the University appropriate action shall be
initiated by the University and the decision so taken shall be binding to the Agency.

x. There should not be any legal/ criminal proceedings pending against the outsourcing
agency or any staff of the agency.

xi. The personnel deployed by the outsourcing agency at IGNOU shall at no time be
treated as the employees of the University and also shall have no claim to be
regularized in the services of the University.

xii. IGNOU shall not be responsible for any claim of whatsoever nature against the
outsourcing agency from third party including claims, if any, from the personnel
employed by the outsourcing agency and deployed at IGNOU offices.

xiii. The outsourcing agency should indemnify the IGNOU at all times against all claims,
damages or compensation under provision of Payment of Wages Act, 1936, Minimum
Wages Act, 1948, Employers Liability Act, 1938, the Workmen Compensation Act,
1923, Industrial Disputes Act, 1947, The Maternity Benefit Act, 1961, Delhi Shops
and Essential Commodities Act, including any amendments to the said Acts or any
other laws relating to such contracts made hereunder form time to time by Central or
State Governments or any other Authorities. IGNOU shall not be subjected to own
any responsibility under the provisions of any such Act, Law or Rules.

xiv. The outsourcing agency has to ensure that the personnel deployed are not forming
any Association/Forum in respect of IGNOU matter nor they should be allowed to
join in any Association/Forum of IGNOU.

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2.6 Opening & Evaluation of Tender

a) The technical bids shall be downloaded & evaluated in the first instance as per terms
of the tender based on Universities parameters and participating outsourcing agencies.

b) If considered necessary, the Committee may decide to visit and inspect the main
office/ branches of the Bidder and other related sites, as it may find worth, in order to gather
further information leading to evaluation of bids. Bidder will be bound to provide all
necessary information as desired by the Committee.

c) The IGNOU reserves the right to select the Bidder on the basis of best possible bids
received. The decision of the Tender Opening & Evaluation Committee arrived at, in this
regard shall be final and representation of any kind shall not be entertained. Any attempt by
any Bidder to bring pressure of any kind may disqualify the Bidder for the present tender and
the Bidder may be liable to be debarred from bidding for all tenders in IGNOU for a period
of three years.

d) The University reserves the right to have a panel made out of the tenders uploaded
and in case the Agency selected fails to do the job successfully or leaves the job in middle of
the contract period, or decline to accept the award due to some reason the next agency will be
offered the job on same rates/terms and conditions. However, the validity of the panel will be
for the period of the award of contract to the first panelist and in case the second in the panel
is offered the job the time-span for this will be the remaining period of the first awardee of
the contract. In case the successful bidder decline to accept the award or to provide the
services, the EMD/ Security Deposit made by him shall be forfeited and may also be black
listed.

e) The University reserves the right to cancel/reject full or any part of the tender which
Bidder(s) do not fulfill the condition stipulated in the matter.

f) The IGNOU reserves the right to award the contract to any of the bidders in the
interest of the University irrespective of not being lowest and in this respect, the decision of
the University shall be final.

2.7 Performance Evaluation

a) The Bidder and all his personnel deployed will work under the supervision of the
officials assigned for this task by the University.

b) The Bidder shall be responsible to maintain all property and equipment of the
department entrusted to it.

c) The personnel engaged should be extremely courteous and have very pleasant
mannerism in dealing with the IGNOU officials/visitors and should project an image of
utmost discipline. The Bidder shall have to remove any person in case of complaint or as
decided by the University, if any person is not performing the job satisfactorily or otherwise.
The Bidder shall have to arrange suitable replacement in all such cases.

d) All liabilities arising out of accident or death while on duty shall be borne by the
Bidder.

e) The Bidder and its staff shall take proper and reasonable precautions to preserve the
property from loss, destruction, waste or misuse in the areas of responsibility given to them

12
by the University and shall not knowingly lend to any person or company any of the effects
of the University under its control.

f) The IGNOU shall have the right, within reason, to have any person removed who is
considered to be undesirable or otherwise and similarly the Bidder reserves the right to
change the staff with prior intimation to IGNOU.

g) The selected Bidder shall have to provide the proof of deposit of Salary, ESI, EPF to
the individual account of the staff deployed each month along with the bill for
reimbursement. The Bidder shall furnish the EFT reports/ bulk wages transfer record
generated by banker so as to ensure the actual credit of wages in the respective saving bank
accounts of personnel.

2.8 Earnest Money Deposit

a) Earnest Money deposit (EMD) for an amount of Rs. 60,00,000/- (Rupees Sixty Lakhs
Only) shall be uploaded in the form of a Demand Draft from any nationalized/ commercial
Bank in favour of IGNOU payable at New Delhi having validity upto a minimum period of
three months from the last date of submission of tender/bid.

b) The EMD will be refunded to unsuccessful bidder(s) within 30 days after finalization
of the tender. However, in case of successful bidder it will be refunded only on receipt of
Security Deposit.

c) No interest will be paid on EMD.

2.9 Security Deposit

a. The successful bidder shall, before executing the order, within 15 days of dispatch of
letter intimating acceptance of the offer in the form of Letter of Intent, deposit an
amount equivalent to 5% of the estimated annual value of the contract in INR as
security deposit for the due performance of the contract. The security deposit may be
furnished in the form of Demand Draft/ Bank Guarantee (as per Annexure-v)/FDR
duly pledged in favor of IGNOU payable at New Delhi from a
nationalized/commercial bank.
b. Such Security Deposit will not bear any interest whatsoever.
c. The Security Deposit should remain valid for a period of sixty days beyond
the date of completion of contract. Failure to furnish Security Deposit shall be
treated as breach of contract and shall entail cancellation of the contract forfeiture of
EMD. If the outsourcing agency is not able to provide the services completely within
the specified period to the complete satisfaction of IGNOU, the necessary action
would be initiated in terms of relevant Clauses of Tender which includes forfeiture of
security deposit/EMD and even blacklisting of outsourcing agency.

2.10 Effect and Validity of Offer

The contract shall be initially valid for a period of one year from the date of award of the
contract, which can be extended for one more year after the expiry of one year on satisfactory
performance on mutually agreed terms or for such period and on such terms and conditions as
may be deemed fit and proper by the University.

2.11 Assignment

13
 The University shall specify its exact requirement by providing full details of the work
for which the Manpower is required and, in particular, by notifying the outsourcing agency
the required special skills of such work when placing its order. The University shall assign
the duties to the personnel deployed by the outsourcing agency.

The outsourcing agency has to ensure timely deployment of manpower as required by

IGNOU and fulfill other obligation stated in the above said terms and conditions failing
which penalty will be imposed by the University on case to case basis from time to time. The
decision of the University shall be final. The outsourcing agency shall not engage any sub-
outsourcing agency or transfer the contract to any other person or agency in any manner.

2. 12 Signing of Agreement

a) IGNOU will award the Contract to the successful bidder through an offer letter, who,
within 15 days of receipt of the same, shall sign and return a copy as a token of acceptance
of the same to IGNOU.
b) The successful bidder (outsourcing agency) shall be required to execute an
AGREEMENT on non-judicial stamp paper of appropriate value (the cost of stamp paper
(Rs.100/-) shall be borne by the outsourcing agency), within 15 days of the receipt of the
offer letter for acceptance of Tender. In the event of failure on the part of the successful
bidder to sign the AGREEMENT within the above stipulated period, the Bid Security (EMD)
shall be forfeited and the acceptance of the Tender may be considered as cancelled.

2.13 Payment Terms

a) The outsourcing agency will ensure that the wages are paid to each worker
by 7th but not later than 10th of every month through ECS or A/c payee cheques
only and submit the bill for the amount so disbursed for reimbursement by the
University to which he/she is entitled by reason of carrying out work for the
University. The outsourcing agency has to provide, Complete Pay Slips (with ESIC
and EPF No. with contribution deducted) of each Hired Contractual Worker and the
proof regarding the ECS/ Account Payee Cheques of wages paid to the Hired
Contractual Worker deployed by the agency at IGNOU.

b) Reimbursement to the Outsourcing Agency shall be made within twenty

working days from the date of receipt of the bill accompanied with proof for having
made disbursement of wages for previous month. Such payment shall be made
through an Account Payee Cheque only.

c) IGNOU shall pay consolidated sum to the Outsourcing Agency towards wages etc.,
and service charges to the agency. The wages etc., will be reimbursed as per minimum wages
as prescribed by the Ministry of Labour and Employment form time to time. The payment
will be made after deduction of TDS on Service Charge.

d) The outsourcing agency will install a biometric attendance machine (at his cost) at
the main gate to record the presence of manpower on duty. Payment of the bills will be as
per the recordings of the biometric attendance machine. The printout of the attendance sheet
which should be got countersigned every day by the concerned authority of IGNOU.

e) No part of the payment shall become due or payable until the outsourcing agency has
provided the services to the complete satisfaction of IGNOU. Payment shall be made subject
to recoveries, if any.
14
2.14 Penalty for Non Compliance

a) In the event of any damage/loss caused to the IGNOU, as a result of any lapse on the
part of the manpower deployed by the outsourcing agency which will be established after
due enquiry conducted by IGNOU, the said loss can be claimed from the outsourcing
agency upto the value of the loss plus other liquidated damaged as deemed fit by IGNOU.
The decision of IGNOU in this regard will be final and binding on the outsourcing agency.

b) The outsourcing agency has to ensure timely deployment of personnel as required by

IGNOU and fulfill other obligation stated in the above said terms and conditions failing which
penalty will be imposed by the University on case to case basis from time to time. The
decision of the University shall be final.

c) If the provider fails to disburse the wages within stipulated time i.e. 10th of each
month, a penalty @ 0.50% (half percent) per day or maximum upto 10% on the service
charge as may be deemed fit by the Competent Authority shall be imposed by the University.

d) The decision of the University in this regard will be final. If the tenderer does not feel
satisfied with the decision, he will be at liberty to approach the Vice-Chancellor, IGNOU. His
decision in this regard will be binding on the outsourcing agency.

2.15 INCOME TAX/ GOODS AND SERVICE TAX (GST)

The successful Bidder will have to necessarily furnish a copy of the PAN/ TAN and a copy of
GST ID No. / return, ESI/ EPF etc. for the last 3 years. The payment will be made after
deduction of TDS on Service Charge.

2.16 ADDRESS OF THE OUTSOURCING AGENCY FOR THE PURPOSE OF

SENDING NOTICE AND COMMUNICATION ON BEHALF OF THE IGNOU:

For all purpose of the Contract, including legal proceedings thereunder, the address of the
outsourcing agency mentioned in the tender shall be the address to which all
communications addressed to the outsourcing agency shall be sent, letter containing no other
communication and sent by Regd. A/D post, to the Registrar (Administration), IGNOU. The
outsourcing agency shall be solely responsible for the consequences of an omission or error
to notify the change of address in the manner aforesaid. Communication to be sent to the
University shall be addressed to Registrar (Administration) in Room no. 02, Block-4, Indira
Gandhi National Open University, Maidan Garhi, New Delhi-110 068 and be sent by
registered post only.

2.17 EXERCISE OF THE POWER OF IGNOU

Any communication or notice on behalf of the IGNOU in relation to the contract may be
issued to the outsourcing agency by the Registrar, Administration or by any other officer
authorized by him in IGNOU and all such communications and notices may be served on the
outsourcing agency either by Speed Post/ registered post or by hand delivery at the option of
such officer, and posting of the letter will be deemed to have been served on the outsourcing
agency.

15
2.18 CHANGES IN THE FIRM

a) If the outsourcing agency is a partnership firm, no new partners shall be introduced in

the firm, except with the prior consent in writing of the Registrar, Administration,
IGNOU, which will be granted only upon execution of a written undertaking by the new
partner and accept the liabilities incurred by the firm under the Contract prior to the date
of such undertaking.

b) Any person who is in Government service or an employee of the University should not
be made a partner to the contract directly or indirectly in any manner whatsoever.

c) If on the death or retirement of any partner of the firm, the said partnership firm is
dissolved before the complete performance of the Contract, the Vice-Chancellor,
IGNOU, may at his option, cancel the Contract and in such case the outsourcing
agency shall have no claim whatsoever or any compensation against the IGNOU.

d) If the contract is determined as provided in sub-clause (ii) above, notwithstanding the

retirement or death of partner of the firm, the remaining partners shall continue to
remain liable under the contract for acts of the firm until a copy of the public notice
given by him under section 32 of the Partnership Act has been sent by him to the
Registrar, Administration Division, IGNOU, by Regd./AD. Post.

2.19 CONSEQUENCES OF BREACH

a) If the outsourcing agency commits breach of any of the conditions of the contract, it
shall be lawful for IGNOU to cancel the Contract and make alternate suitable
arrangement at the risk and cost of the outsourcing agency.

b) The decision of the IGNOU with regard to any matter or anything concerning or arising
out of the sub-clauses or any question whether the outsourcing agency or any of the
partner(s) of the firm has committed a breach of any of the conditions contained in the
sub-clause shall be final and binding on the outsourcing agency and the outsourcing
agency cannot raise any objection thereto at any point of time.

c) In case of any dispute, during tender process/contract period, the decision of the
Honorable Vice Chancellor or Registrar (Administration), IGNOU, Maidan Garhi, New
Delhi-110068, would be final and binding.

2.20 CANCELLATION OF CONTRACT

a) The IGNOU reserves the right to cancel the Contract Agreement or to forfeit the
EMD/Security Deposit in the event of non-commencement or unsatisfactory performance of
the work Contract. In such eventuality, IGNOU further reserves the right to get the work done
from the open market or through some other agencies and all the expenditure incurred
including expenditure for identifying such external supplier shall be recovered from the
outsourcing agency.

b) The University shall be entitled to terminate the contract without assigning any
reason merely by giving one month advance notice in writing to the outsourcing agency.
All liabilities of the University from this agreement shall cease on expiry of the said period
of one month.

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2.21 LIQUIDATED DAMAGES

IGNOU reserves the right for termination of the contract at any time by giving one month
written notice, if the services are found unsatisfactory and also has the right to award the
contract to any other agency at the cost, risk and responsibilities of bidder and excess
expenditure incurred on account of this will be recovered by IGNOU from Security Deposit
and/or pending bill or by raising a separate claim. IGNOU shall have right to recover cost of
any damages to its assets/properties/manpower etc. arising out of neglect by the agency.

2.22 PROCEDURE FOR SUBMISSION OF BILLS

After each month of work, the bill in triplicate prepared on the basis of the accepted rates
should be uploaded to the Deputy Registrar (Estt.), Administration, IGNOU for necessary
action together with attendance/ satisfactory work completion certificate from Officer
concerned of the University. The University reserves the right to carry out a post payment
audit of the outsourcing agency’s bill including all supporting vouchers. The IGNOU
further reserves the right to enforce recovery of any overpayment coming to light as a
result of such audit, by any or all the methods prescribed above.

2.23SETTLEMENT OF DISPUTES AND JURISDICTION

In case of any dispute arising out of to this agreement the same shall be resolved
initially by Mutual discussion between the parties with in a period of 30 days, failing
which only courts at Delhi will have the jurisdiction to adjudicate upon the matter.

2.24 NO WAIVER

No act of omission and commission of IGNOU shall constitute or deemed to have the effect
of waiver of any right or entitlements of IGNOU in respect of this contract.

2.25 AUTHORITY
No communication, certificate, letter or other document issued for IGNOU shall have any
effect for this contract unless it is issued by the Registrar, Administration or under his
authority.

17
 Annexure I
FORMAT OF QUOTATION FOR TECHNICAL BID
To be filled in properly, legibly and submit in a separate sealed envelope marked as
“Technical Bid for providing manpower (skilled & Un-Skilled) in IGNOU and its Regional
Centre located in NCR”, alongwith necessary document in confirmation of the details given
below:

1. (a) Name and address of the Registered Firm :____________________

(b) Registration Certificate under Companies Act/ :-------------------------------

Societies Act/Partnership Act etc. (Enclose copy)

(c) Labour License/Registration under the Contract :----------------------------------

Labour (Regulation and Abolition) Act. 1970
(Enclose Copy.)

2. Complete address of the Firm :__________________________

its main office & branch office
with Land Line Tel./Mobile No., Fax & e-mail:

3. Please specify whether the firm is sole proprietor : __________________________

or partnership firm name and address and telephone ___________________________
numbers of Director/Partner should be specify

4. Contact Person(s) with Mobile/Land Line Ph. No. :__________________________

5. Provident Fund Account No. :__________________________

(Enclose copy)

6. ESIC Registration No. :__________________________

(Enclose copy)

7. PAN No. /TAN No. /TIN No. etc. :__________________________

(Enclose copy)

8. Audited Balance Sheet for the last three years. :----------------------------------------

(Enclose copy)

9. Goods & Service Tax No. :__________________________

(Enclose copy)

10. Details of EMD furnished:

a) Amount Rs. :__________________________
Rupees in words :__________________________
b) Bank draft no. :__________________________
c) Date of Issue :__________________________
d) Name of the Bank

11. Experience Certificate of running services :----------------------------------------

Issued from Govt. /Autonomous Body (last 3 years)
(Enclose Copy).

18
12. Minimum turnover of Rs.5. Crore for the last three ;---------------------------------------
Years (Enclose Documents)

DECLARATION

I/We hereby certify that the information furnished above are true, complete and
correct to the best of my/our knowledge. I understand that in case any deviation is found in
the above statement at any stage, my/our Firm is liable to be blacklisted and will not have any
right of dealing with the IGNOU for three years. Moreover, the IGNOU reserves the right to
take any suitable action in accordance with the Tender including forfeiture of Performance
Security/EMD, as the case may be.

Signature of authorized signatory with date & seal

Date :

Place :

19
 Annexure-II

FINANCIAL BID
FORMAT OF QUOTATION FOR FINANCIAL BID FOR OUTSOURCING
OF MANPOWER TO IGNOU Hqrs./REGIONAL CENTRES LOCATED IN
DELHI /NCR

Name & Address of the registered Firm: _______________________________________

Name and Designation of Authorized Signatory: __________________________________________

Land Line Telephone Nos. of the office/ Fax No.__________________________________________

Mobile No./ e-mail: __________________________________________

I/we have inspected the site and surrounding of the work as per the details given in Tender Document
and assessed the scope of works thoroughly and have also gone through the Tender Document and
understood the terms and conditions stipulated their in before quoting the rates hereunder :

I/we shall charge the Service Charges-------------------------% (in figure) --------------------------------

percentage (in words) on the monthly reimbursement bill as per Para 2.13 of the Tender Document.

600 skilled
650 unskilled

20
 Annexure - III

Other forms and formats for submission

(To be duly filled in and sent in sealed envelop no. (1) –Technical Bid)

MONEY DEPOSIT AND DETAILS

Name of the Company___________________________________

i) Total EMD Amount: `_________________(in words)

(Rupees ________________________________in figures)

ii) : ______NIL____________________

(Rupees ______ NIL ___________________ in figure)

Details of each Demand Draft :

S.No. Account EMD Amount Name of the DD No.

Bank Date

1 EMD

Date :

21
 ANNEXURE - IV

(Affidavit duly executed before the Notary Public on a Stamp Paper of Rs.50/-)

AFFIDAVIT
(Before Public Notary, _______________)

I, ________________________ (Name of the Deponent), S/o ____________________, Aged

About: ______________ years, Resident of:_ _____________________________
________________________________________________________________________
do hereby solemnly state and affirm as under :
1. That, I am working as _____________________________ (Designation of the
Deponent) with M/s ______________________________________ (Name &
Address of the Firm/ Company) since ___________ years ;

2. That, I am the Authorized Signatory/ have been duly authorized to execute this
affidavit on behalf of the above- named Firm / Company and as such component to
swear this affidavit. The duly certified copy of the Authorization Letter / Board
Resolution to this effect is enclosed an Annexure with this Affidavit.

3. That, being the Authorized Signatory I am conversant with the technical details and
the overall functioning of the Firm / Company applying for the present tender.

4. That, it is uploaded that the Firm / Company shall maintain utmost secrecy and take
utmost care not to leak/ divulge any information of the IGNOU.

5. That, in case any such incident is noticed, penalty as imposed by the Hon’ble Vice-
Chancellor of the Indira Gandhi National Open University shall be payable by us.

6. That, I take oath and solemnly declare/ affirm that the particulars furnished in the
present “Tender Form” are correct and that nothing has been concealed or
misrepresented therein. That, it is uploaded that all the Statements / Submissions /
Declarations / Information, etc. furnished in this “Tendering Form” are true statement.

7. That, I declare that there are no legal / criminal proceedings pending/ contemplated
against our firm or any staff members of our firm. It is further uploaded that the
integrity of the Firm / Company or any of its staff members is not under suspicion /
inquiry / Investigation (As the case may be) before any agency like Police, Crime
Branch, Central Bureau of Investigation, Vigilance Cell, Central Vigilance
Commission, etc. and other such agencies empowered to do so under the extant laws.

8. That, I declare that the Firm / Company here-in-above mentioned has not been black-
listed by any Organization’s/ Company.

22
 9. That, I provide hereunder the following details of penalty imposed * , etc. on the Firm
/ Company by any Organization/ Company by way of monetary penalty or any other
mode :

S.No. Details of Organization/ Details of penalty imposed,

Company, etc. etc.
1.
2.
(*) Strike off whichever not applicable.

10. That, I do hereby swear that my statements under Para’s (1) to (9) are true and correct
and that it conceals nothing and that no part of this is false. In case the contents of
affidavit are found to be incorrect or false, I shall be liable for action under the
relevant provision of the Indian Penal Code and other relevant laws.

DEPONENT

Place:

23
 Annexure-V
BANK GUARANTEE PROFORMA

1. In consideration for the Vice-chancellor, Indira Gandhi National Open University

(hereinafter called the IGNOU) having agreed to exempt
………………………………... (hereinafter called “ the said contractor(s)” from the
demand, under the terms and conditions of an Agreement dated …………………
made between………………….. and …………….. of EMD/ Performance Security
for the due fulfillment of the said contractor(s) of the terms and conditions contained
in the said Agreement, on production of Bank Guarantee for Rs. …………….
(Rupees………………………………………) (indicated the name of the bank) at the
request of ………………………………………... contractor(s) do hereby undertake
to pay to the IGNOU an amount not exceeding Rs. . …………………. Against any
loss or damage caused to or suffered would be caused to or suffered by the IGNOU by
reason of any breach of the said Contractor(s) of any of the terms or conditions
contained in the said agreement.

2. We ………………….. do hereby undertake to pay the amount due and payable under
this Guarantee without any demur, merely or a demand from the IGNOU stating that
the amount claimed is due by way of loss or damage caused to or would be caused to
or suffered by the IGNOU by reason of breach by the said contractor(s) of any of the
terms or conditions contained in the said agreement or by reason of the contractor(s)
failure to perform the said agreement.. Any such demand made on the Bank shall be
conclusive as regards the amount due and payable by the Bank under this guarantee.
However, our liability under this Guarantee shall be restricted to an amount not
exceeding Rs. ……………………….

3. We undertake to pay the IGNOU any money so demanded not withstanding any
dispute or disputes raised by the contractor in any suit or proceeding pending before
any Court or Tribunal relating there to liability under this present being absolute and
unequivocal.

The payment so made by us under this Bond shall be a valid discharge of our liability
for payment thereunder and the contractor(s) shall have no claim against us for
making such payment.

4. We,………………………. Further agree that the guarantee herein contained shall

remain in full force and effect during the period that would be taken for the
performance of the said Agreement/ validity of the offer and that it shall continue
to be enforceable till all the dues of the IGNOU under or by virtue of the said
Agreement have been fully paid and its claim satisfied or discharged or till
………………………… that the terms and conditions of the said Agreement have
been fully and properly carried out by the said Contractor(s) and accordingly
discharges this Guarantee. Unless a demand or claim under this Guarantee is made on
us in writing on or before the ……………. Guarantee thereafter.

5. We ………………………….. further agree with the IGNOU that the IGNOU shall
have the fullest liberty without our consent and without affecting in any manner our
obligations hereunder to vary any of the terms and conditions of the said Agreement
or to extend time of performance by the said Contractor(s) from time to time or to
postpone for any time or from time to time any of the powers exercisable by the
IGNOU against the said contractor(s) and the forbear or enforce any of the terms and
conditions relating to the said Agreement and we shall not be relieved from our

24
 liability by reason of any such variation, or extension being granted to the said
contractor(s) or for any forbearance, act or omission of the part of the IGNOU or any
indulgence by the IGNOU to the said contractors or by any such matter or thing
whatsoever which under the law relating to sureties would, but for this provision,
have effect of so relieving us.

6. Notwithstanding anything contained herein above our liability under the guarantee is
restricted to Rs. …………. And shall remain in force until ………….. Unless
acclaim or suit under this guarantee is filled with us on before………….. ALL OUR
RIGHTS UNDER THE GUARANTEE SHALL BE FORFEITED and Bank shall be
relieved and discharged from all liabilities therein.

7. This Guarantee will not be discharged due to the change in the constitution of the
Bank or the Contractor(s).

8. We ……….. lastly undertake not to revoke this Guarantee during its currency except
with the previous consent of the IGNOU in writing.

Dated the …………… date of …………..2012

For ………………………………………………….
(indicate the name of bank)

Signature
…………………………………………...

Name of the Officer ………………………………..

(in block capitals)

Designation of ……………………………………...

Code no. …………………………………………….

Name of the Bank & Branch………………………………

[To be counter signed by the branch bank of the indenter]

25