1. EXPRESSION OF INTEREST DOCUMENT
FOR PROCUREMENT OF IFMS IN
HOSTELS
Date of EoI Online : 5th Nov 2021
Date of Submission on E Tender Website : 22nd Nov 2021 before 3 pm.
Date of Submission of Hard Copies after Uploading on E Tendering Website : 22nd Nov 2021 before 12 pm
Pre Bid Meeting : 16th Nov 2021 at 3 pm ( Google Meet / Conference Room )
COMPLETE BIDDING DOCUMENT
EXPRESSION OF INTEREST (EOI)
INTEGRATED FACILITY MANAGEMENT SERVICES FOR HOSTEL MESS, MECHANIZED
HOUSE KEEPING, SECURITY & VALUE-ADDED SERVICES
BIRLA INSTITUTE OF TECHNOLOGY
MESRA, RANCHI -835215
2. `EXPRESSION OF INTEREST (EOI)
INTEGRATED FACILITY MANAGEMENT SERVICES FOR HOSTEL MESS, MECHANIZED
HOUSE KEEPING, SECURITY & VALUE-ADDED SERVICES
Request for Quotation
1. Introduction
Birla Institute of Technology, Mesra is a Deemed to be University. Its main campus is at Mesra,
Ranchi is having 14 hostels for students. Birla Institute of Technology looks after the housekeeping,
security, building maintenance etc. in all hostel buildings. However, the mess in all the hostels is
operated by BIT Welfare Society which is a student body and is a registered society. The Governing
Body of BIT Welfare Society has authorised Birla Institute of Technology and sought help from it
for carrying out the process of vendor selection. The selected vendor will have to enter into two
separate agreements. One agreement with Birla Institute of Technology for housekeeping, security,
building maintenance etc. and the other agreement with BIT Welfare Society for mess operation.
BIT MESRA is desirous to have integrated hostel and mess management services for the smooth
and quality operations of hostel and mess at BIT MESRA. For this purpose BIT MESRA intends to
appoint an innovative and visionary integrated management services vendor for the “Integrated
Hostel and Mess Management services at BIT MESRA & considering to bring in a WoW Experience
among Students”
Date of Issue/Publishing 5th
Nov 2021
Document Download/Sale State Date
Document Download/Sale End Date
Last Date and Time for 22nd
NOV 2021
Submission of Bids Before 3 PM
Date of Time of Opening of
Technical Bids 23rd
NOV 2021 at 3:30 pm
Pre-bid meeting 16th
NOV 2021
EMD 3 LAKHS
BANK GUARANTEE 10% BG
No. of Covers (1/2/3/4) 3 ENVELOPS
Bid Validity days 120 DAYS from Submission
Email Address
IMPORTANT NOTE FOR COMPANIES WILLING TO PARTICIPATE:
• No Subletting of any kind
• Companies willing to bring in a WoW Factor are encouraged to participate
• No Compromise on any Legal Compliance Related policy / act
• All Employees of the Vendor to be covered under Insurance
3. • No Act of Safety Breach will be entertained
• Bank Guarantee of 10% of estimated 1 Month bill to be submitted in case the Contract is awarded
• All Vendors have to give a Presentation based on which the Result will be finalized.
HOSTEL DEMOGRAPHY
Sl.No Service Description Boys/Girls
Total
Rooms
Head Count
capacity
1 Hostel -1 Boys 136 140
2 Hostel -2 Boys 140 144
3 Hostel-3 Boys 153 156
4 Hostel-4 Boys 154 160
5 Hostel-5 Boys 333 344
6 Hostel-6 Boys 300 300
7 Hostel-7 Boys 312 312
8 Hostel-8 New Block Girls 340 449
10 Hostel-9 Old Block Girls 339 663
12 Hostel -10 Boys 426 509
13 Hostel -11 Boys 426 509
14 Hostel -12 Boys 262 272
15 Hostel -13 Boys 285 295
16 Hostel- 14 Boys 112 112
3,718 4,365
Brief Scope of work
The integrated hostel and mess management services must be applicable for 4000+users. This work
primarily includes Hostel operations: Hostel housekeeping, care-taking operations, Mess and
Value-added services and Hostel safety and security.
2. Eligibility criteria
The bidder must be a reputed and experienced integrated hostel and mess management service
provider’s i.e.
(1) The bidder or its parent organization should have at least 05 years’ experience in carrying out
similar works i.e., hospitality and dining services (hostel/ guest houses/hotels).
(2) The bidder or its parent organizations should have average turnover of Rs. 50 (Fifty) crore
during the last five years.;
(3) The bidder or its parents organization should not have been blacklisted by any central
Govt./State Govt./PSU/Govt. bodies.
(4) The bidder must be registered with Commercial Tax Department, having valid GSTIN
number;
4. (5) Recommendation Letter from atleast 1 Similar Institute with IFMS Service of the same
magnitude as of this EOI.
(6) For Mess Operations & Food Services; the Service Provider must have FSSAI Registration
Certificate.
3. Selection Process
The selection is two stages evaluation process based on the QCBS (quality and cost based selection)
having 70% weightage for technical bid and 30% for financial bid.
3.1. First Stage: The evaluation of technical bid:
(1) The technical bid will be opened first. The evaluation of the technical bid will be based on
the following compliance categories. The maximum marks for each category is indicated.
The minimum qualifying marks will be 60% in each of the section. Technical
qualification will be on the basis of minimum qualifier followed by online technical
presentation.
For evaluation.
Compliance Categories Maximum
Score
A. Vendor Operational Experience 40
B. Mess and Value-Added Services 40
C. Hostels Housekeeping 40
D. Hostels Safety and Security 20
E. Automated Maintenance & Horticulture 10
F. Technology Driven Efficient and Transparent hostel/ Operations 20
G. Implementation and Work Plan 20
H. Recommendation Letter from Similar Institute / Institute of Repute
(Atleast 2) Signed by either Registrar or VC or Director
10
200
A. Vendor Operational Experience (Maximum Score: 40)
S.
No.
Criteria Maximum
Score
Additional Details and
Supplementary Evidence
1. The bidder or its parent organization should be
in the business of providing all aspects of
hospitality services (F&B, Housekeeping,
Facilities management, Safety and Security)
10 Experience > 5 years-5 points
Experience > 7 years-7 point
Experience > 10 years-10 point
2. The bidder or its parent organization turnover
during last five financial years
10 > INR-50 crore – 5 point
> INR-70 crore –7 point
> INR-100 crore & above – 10 point
3. The bidder should have experience in managing
and operating a minimum of 3000 BEDS
10 > 3000 beds – 5 points
> 5000 beds – 7 points
> 10000 beds – 10 points
4. If the Vendor is handling atleast 3 similar
institution/s or Institute of Repute
10 Yes / No ( minimum 3)
B. Mess and Value-Added Services (Maximum Score: 40):
Applicant vendors are instructed to attach a detailed document covering the following technical
requirement for mess operation. (Please refer the mess menu and specific term and conditions for
mess operation as given at point no. 6)
S.
No.
Criteria Max Marks
01 Please attach of Mess Operation/SOP/Working Plan Methodology from food
preparation to disposal (To ensure quality food, sensible waste 10 – Good)
7 – Satisfactory
5. management & Monthly Student Satisfaction Report )Focus Mainly on
Food Quality & Taste
5 – Acceptable
02
Please attach details of Key Performance Indicators for a Robust Mess
Management ensuring Hygiene, Quality, Taste & Complain Resolution.
10 – Good)
7 – Satisfactory
5 – Acceptable
03 Please provide your plan for implementing Value Added Services such as
● Day and Night Canteen (with online delivery/takeaway option)
● Self-Service Vending Machines
● Travel Desk
● Food Festivals & Engagements
Considering to bring in a WoW Factor among Students
10 – Good)
7 – Satisfactory
5 – Acceptable
04 Vendor is expected to implement a digital mess attendance system to ensure
there is no leakage against (perpetrators and trespassers) and to ensure proper
accounting of food consumed.
5 Y/N
05 Please provide organization chart for the mess and worker student ratio to
ensure smooth operation of the mess per Hostel. (Total Workers for Mess
management hostel wise ) Kindly attach Excel Sheet of all Mess Worker –
Manpower Hostel Wise Count with Designation
5 Y/N
C. Hostel Housekeeping (Maximum Marks: 40)
S.
No.
Criteria Max Marks
01 Please provide Housekeeping Standard Operating Procedures (SOP) that
explicitly cover standards to be maintained for:
1. Rooms
2. Corridors, Stairways and Lobbies
3. Common Washrooms
4. Dining and Mess Area
5. Common room and Recreation Area
6. Garden Area & Surroundings
Please specify cleaning frequency for each of these cleaning areas and use of
housekeeping automation to drive efficiency.
10
10 – Good)
7 – Satisfactory
5 – Acceptable
02 Please provide Key Performance Indicators (KPIs) that you will monitor for
Housekeeping including corrective actions that will be taken when KPI’s are
not met considering the emphasis on WoW Factor among Students . Please
provide details of any Support and Complain Resolution System (To ensure
good service throughout the year) to address student complaints.
10
10 – Good)
7 – Satisfactory
5 – Acceptable
03 Please provide a detailed List of Machines & Chemicals you will deploy at the
site for House Keeping . ( No Machine Owner Ship by BIT)
10
10 – Good)
7 – Satisfactory
5 – Acceptable
04 Please provide the Excel Sheet of Hostel Wise Manpower for House Keeping
Minimum Frequency: Washroom Cleaning Twice a Day, Common Areas Once a
day, Student Room Once a Week,
10
10 – Good)
7 – Satisfactory
5 – Acceptable
6. D. Safety and Security (Maximum Marks:20)
S.
No.
Criteria Max Marks
01 Please attach safety and security SOP (standard Operating Procedure) for
the safety and security of the students at boys’ and girls’ hostel respectively
5
5 – Good)
3 – Satisfactory
2 – Acceptable
02 Please provide Key Performance Indicators (KPIs) that you will monitor
for Safety and Security of student and hostels, including corrective actions
that will be taken when KPI’s are not met.
5
5 – Good)
3 – Satisfactory
2 – Acceptable
03 Please attach a detailed plan about technology utilization in ensuring
security of hostels and student safety (including personal safety).
5
5 – Good)
3 – Satisfactory
2 – Acceptable
04 Please provide a man-power plan (clearly stating the number of security
staff deployed) for meeting the Hostel Level Security.
5
5 – Good)
3 – Satisfactory
2 – Acceptable
E. Automated Maintenance & Beautification/Horticulture of Hostels (Maximum Marks:10 )
S.
No.
Criteria Max Marks
01 Vendor is expected to take up the Beautification & Basic Maintenance of the
Hostel Equipment, eg Lights, Fans, Water Purifiers, Curtains, etc
● Hostel Front Office / Reception
● Reading room
● Dining Hall
● TV room / Recreational area
● Common Room
Please Include your Proposal considering to bring in a WoW Experience
5
5 – Good)
3 – Satisfactory
2 – Acceptable
02 Vendor is expected to take up the Horticulture of the Hostel Surroundings -
Please include your Proposal considering to bring in a WoW Experience
5
5 – Good)
3 – Satisfactory
2 – Acceptable
F. Integration & Implementation Plan for initiating the IFMS in BIT MESRA (Maximum Marks:
20)
S.
No.
Criteria Max Marks
01 Please provide your plan for Implementing the IFMS in BIT MESRA After
conducting thorough analysis and considering to bring in a WoW Experience
10
10 – Good)
07– Satisfactory
05– Acceptable
7. 02 Please provide a Gantt Chart for Implementation Milestones – Date Wise 10
10 – Good)
07– Satisfactory
05– Acceptable
G. Technology Enabled Service (Maximum Marks:20)
S.
No.
Criteria Max Marks
01 Use of Tech to Manage the IFMS and to bring in a WoW Factor 10
10 – Good)
07– Satisfactory
05– Acceptable
02 Additional Services if any applicable where the Service Provider wants to Invest
for the Institute to bring in a WoW factor ( Cameras, Robots, Equipment,
Machines, Proprietary Software etc )
10
10 – Good)
07– Satisfactory
05– Acceptable
H. Recommendation Letter ( Mandatory) Failure to bring in recommendation letter shall
lead to immediate Rejection of participation. :
S.
No.
Criteria Max Marks
01 Mandatory Recommendation Letter from a similar organization addressed to
BIT Mesra’s Registrar / VC from the recommending institutes Registrar / VC /
Director or same capacity )
Minimum 1 to Qualify in the EOI – Tender
10 – on 4 or more
07 – on 3 Reco
05– on 2 Reco
03 – on 1 Reco
3.2. Stage 2: Final Evaluation
(1) The Financial bid of those bidders will be opened who will be shortlisted qualified bidders
after site inspection.
(2) The lowest price bid will be awarded as 100 marks in the evaluation of financial proposal,
other bidders will get the marks in reverse proportion to their price bid proportional to the
lowest price bid.
e.g.
The lowest price bid of vendor P = INR X
The price bid of vendor Q = INR Y
The Score of vendor P in financial proposal = 100
The score of vendor Q in financial Proposal = 100 * X/Y
(3) The total score will be computed on the basis of QCBS (70% weightage to technical bid score
and 30% weightage to financial bid score).
(4) The work will be awarded to the highest scorer bidder.
8. 4. Period of validity of Bids
The bid shall be valid for a period of 120 days from the date of opening of bid and the rates will be
applicable for a period of one year from date of award of contract. The quoted rates should take into
account inflation and no increase in prices would be allowed during the said one-year period from
date of award of contract.
5. General Terms & Conditions:
i) Prices shall be quoted in Indian Rupees (INR) only;
ii) The amount is required to be quoted both in figures and in words, in case of a
discrepancy, the amount quoted in words will be taken as final;
iv) A complete set of Contract forms will be returned after duly filled in with signature on all
pages; additional sheets, if required, may be attached duly signed to following address:
● If the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent
practices in competing for or in executing the Contract.
● For the purpose of this Clause:
● “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value
to influence the action of a public official in the procurement process or in contract
execution.
● “Fraudulent practice” means a misrepresentation of facts in order to influence a
procurement process or the execution of a contract to the detriment of the Borrower, and
includes collusive practice among Contracted (prior to or after bid submission) designed
to establish bid prices at artificial non-competitive levels and to deprive the Borrower of
the benefits of free and open competition;”
● In the event the Purchaser terminates the Contract in whole or in part, the Purchaser
may procure, upon such terms and in such manner, as it deems
● BIT Welfare society has 141 Employees as on Date; Any Vendor who is awarded the
Mess Operation should Integrate the BIT Welfare Society Employees for an efficient
execution of the contract.
Appropriate, Goods or Services similar to those undelivered, and the Supplier shall be liable
to the Purchaser for any excess costs for such similar Goods or Services. However, the
Supplier shall continue the performance of the Contract to the extent not terminated.
6. Mess Operation: PLEASE SHARE YOUR OWN PROPOSAL
6.1. Mess Menu (JUST A SAMPLE MENU ONLY. REPLACE IT WITH YOUR OWN
INSTITUION PROPOSED MENU:
The menu for breakfast, lunch, dinner and evening tea and snack is as follows.
Breakfast: The contractor would provide following mandatory items in breakfast:
Everyday:
Item Quantity
White/Brown Bread Maximum 6 pieces
Butter 10 Gms.
Jam 10 Gms.
Unadulterated Milk 250 ml.
Sprouts Unlimited
Only Butter if no Jam 15 Gms.
Only Jam if no Butter 20 Gms.
Tea and Coffee 150ml.
● Dalia and Oats (Namkeen/Sweet) will be served twice a week in unlimited quantity.
9. ● Corn/Choco Flakes will be served 50 Gms. thrice in a week.
● The contractor will provide 4 items in a week from list-1 and 6 items in a week from list-2 in
breakfast in unlimited quantity but not item should repeat more than 2 times in a week.
● The choice of item will be decided by consulting with Mess Committee Members.
List-1: Aloo Paratha, Veg Sandwich, Besan Chilla, Aloo Pyaz Pakode, Pav Bhaji, Kachori, Fruits, Boiled
egg, Omlete, Black Chana Chaant, Bread Rolls, Veg Cutlets, Aloo Puri, Bread Pakora, Methi Daal Paratha.
List-2: Poha, Jalebi, Samosa, Pasta, Fried Idli, Idli Sambhar, Upma, Chola Kulcha, Nutri Kulcha, Sevaiyan,
Vada Sambhar, Uttapam.
Lunch:
Monday,
Tuesday,
Thursday,
Friday,
Sunday
Curd/Raita Unlimited
Rice Unlimited
Green Salad Normal
Roti Unlimited
1 item from list 3 Unlimited
1 item from list 4 Unlimited
Wednesday Biryani/Egg Biryani,
Mix Raita, Roti, Dal
Unlimited
Saturday Chole Bhature, Yellow
Rice, Salad, Kashifal,
Pickle
Unlimited
Dinner:
Monday
Tuesday
Thursday
Friday
Saturday
Sunday
Curd/Raita Unlimited
Rice Unlimited
Green Salad Normal
Roti Unlimited
1 item from List 3 Unlimited
1 item from List 4 Unlimited
Dessert (4 times in a week) 1 piece or 1
spoon
Wednesday Kadhai Paneer (125 gm), Rice,
Mix Veg, Roti, Chicken (125 gm,
paid basis for non-veg.)
Unlimited
except
paneer item
and non-veg
item
Sunday Shahi Paneer (125 gm), Rice,
Veg. Fried, Poori, Kadhai
chicken (125 gm, Paid basis for
non-veg)
Unlimited
except
paneer item
and non-veg
item
List 3: Chhole, Pindi Chhole, Daal Makhni, Rajma, Mushroom, Daal Tadka, Daal Masoor, Dal Chana, Dal
Moong, Chilka, Pav Bhaji, Palak Kofta, Soyabean Chop, Kadhi.
List 4: Palak Kofta, Loki Kofta, Dum Aloo, Aloo Bhurji Fry, Aloo Pyaz, Aloo Gobhi, Pav Bhaji, Loki Kofta,
Dum Aloo, Aloo Bhurji Fry, Rajma Mushroom, Aloo Pyaz Paratha, Aloo Gobhi Mix Veg (without paneer)
10. seasonal veg.
● Papad/Gud Should be provided once in a week.
● Desert will include Banana/Mango Shake, Rasgulla, Gulab Jamun, Ice-Cream, Custard, Kheer or
any other item with mutual consultation of contactor and Hostel Mess Committee such that the
total cost of desert for the week should be about Rs. 70/- (Rupees Seventy only) per person.
● The list of items will be decided by the Mess Committee Members.
Additional items on extra payment basis:
These may include fried rice, halwa (carrot, suji, dal), Ras Malai etc. Additional items on extra-payment
may be made available with prior approval after mutually consulting the Dean of Students/Warden/Mess
Committee along with their rates.
Tea Time/Beverages with lite snacks:
Tea (150ml) with light snacks should be served regularly during winters and cold beverages from following
list should be served during summers accordingly, Contractor might serve both if want after mutually
discussing with Mess Committee Members:
Lemonade Not more than thrice a week 200ml.
Iced Tea/Lemon Tea Not more than thrice a week 200ml.
Rooh Afza/Rasna Once in a week 200ml.
Watermelon sqush Once in a week 200ml.
Note one the Menu:
1. Variety and culture must be ensured in meal.
2. No dal must be served more than twice during a week.
3. Same Vegetable must not be served more than twice during a week.
4.The content of potato must not be more than 25% except when potato vegetable is identified in
menu.
5. The detailed daily meal-wise menu specifying the dals and vegetables to be served will be
identified in the beginning of each month by the students mess Committee in consultation with
the contractor. It will be mandatory for the contractor to serve this menu. In case of any difficulty
in the same, Mess Committee must be informed well in the time.
6. The contractor will be required to provide khichari or any other suitable item including boiled
vegetables etc. for sick resident(s) in lieu of the regular meal.
7. For residents Observing fasts the contractor will provide he substitute item in lieu of the regular
meal after a minimum number of 15 resident ask for the substitute meal.
8. Certain branded items like cold drinks, biscuits, chocolates, chips etc. may be stocked by the
contractor and sold to the residents at the normal market price on payment by cash or coupon
during breakfast, lunch, tea time and dinner.
Quality of Ingredients and other items: The ingredients used must be of reputed brand or high
quality (in case of ordering from locals), some of which have been listed below:
i. Butter will be Amul/Mother Diary brand.
ii. Jam will be of Kissan/ Pan/ Tops/ Safal brand
iii. Oil will be of Dhara/ Sundrop/ Dalda/ Saffola.
iv. Rice will be good Basmati (choice of brands to be pre-approved by the competent Authority/ Hostel
Mess Committee).
v. Wheat flour must be approved by the Dean of Students Affairs/ Hostel Mess Committee.
vi. Coffee will be of Tata /Nescafe/ Bru brand.
vii. Tea must be of Tata brand or as decided by consultation of Hostel Mess Committee.
viii. Milk must be daily supply toned milks (48-72 hours validity) of Mother dairy/ DMS/
Parag/Amul/Surya/Verka brand or any other but atleast with 2.5% fat and 8% SNF.
ix. Ketchup and pickles will be of Tops/Nafed/MTR/ Tasty Treat/ Del monte brand.
x. Salt will be iodized branded salt and masalas will be of either MDH or CATCH or BMC or any
other approved brand.
xi. Brand of any other item required or any of the above items, in case of non-availability of above
brands, will be mutually decided by the Hostel Mess Committee and the contractor and approved
by the competent authority.
xii. Flakes will be of Begrry's/ Tops/ Lawrence/ Tasty Treat brand.
11. #Timings : The following timings will be followed:
Breakfast : 7:15 AM to 9:30 AM on weekdays (8:00 AM to 10:00 AM on Sat, Sun and
Institute Holidays)
Lunch : 12:00 Noon to 2:00 PM (We may go for 12:30 to 2:30 PM to avail for those attending classes from
1 to 2PM on weekdays) (8:00 AM to 10:00 AM on Sat, Sun and Institute Holidays)
Tea : 4:30 PM to 5:30 PM on all days
Dinner : 7:30 PM to 9:30 PM on all days
# The above schedule is subject to change by the order of Associated Deans/Dean of students affairs.
Night Canteen: The contractor can run Night Canteen/Mess from 10.30 p.m. to 01.00 a.m. every day.
PROPOSAL FOR NIGHT CANTEEN MENU & RATES TO BE SUBMITTED MANDATORILY.
Infrastructure:
● The institute shall provide EXISTING kitchen equipment in serviceable condition and the vendor
is obligated to return the same to the Institute in good serviceable condition at the expiry of term
of the contract. Any damages caused thereof, shall be borne by the vendor on
revocation/termination of the agreement.
● The vendor will ensure that cleaning of kitchen equipment, food premises are done as per the
cleaning scheduled & cleaning program.
● The vendor will ensure preventive maintenance of equipment and machinery is carried out
regularly as per the instructions of the manufacturer.
● The vendor will ensure that there is a pest control program available & pest control activities are
carried out by trained and experienced personnel. check for records.
● The vendor will ensure that Food handlers are equipped with suitable clothes e.g. aprons, gloves,
headgear, etc; wherever necessary.
● The vendor will ensure no vegetables older than 3 days are used for cooking and should strictly
adhere to FIFO for ingredients and raw material management. Meat or Fish should be in fresh
condition.
● weekly DEEP cleaning of kitchen should be ensured by the vendor including of cleaning of trapped
grease and oil in exhaust fans/ducts, cooking areas and wall corners.
● The Institute shall provide Optimum Electricity & Water to ensure Operational Efficiency of the
Mess.
● Procurement and payment of LPG will be the responsibility of the vendor.
● Cooking utensils as well as plates, tumblers, spoons etc. will be handed over to the Vendor and
Vendor shall bring his own Utensils, cutleries, Dinner sets etc. for any additional requirements.
● Any equipment brought by the vendor into the hostel premises must be registered with the BIT
MESRA's Caretaker/Manager.
12. ● The vendor will be responsible for the cleaning of the kitchen and the dining area, including the
wash basins and the dustbins for maintaining proper hygiene
● The vendor will also provide liquid hand wash for the wash basin.
● The vendor should procure all licenses like FSSAI etc & all labour compliances etc. before starting
the mess.
Employees:
● The vendor will provide uniforms to His/her employees employed in the dining hall at his own cost
and will be not be borne by the institute. The uniforms should be clean and in presentable
condition at all times.
● Also vendor should provided ID card to all employees and supporting documents should be
submitted to DoSA office for record.
● The vendor and their employees shall obtain medical certificate of their fitness from MBBS
Docter/registered Medical Practitioner. the employee should be free from any contagious diseases.
Also, when called upon by the institute, subject themselves to medical examination by the medical
consultant of the institute.
● The vendor will have to register all his employees who will be working in the hostel premises
along with a copy of their photograph, residential details for clearance by BIT Security.
● No person below 18 years of age will be employed by the vendor.
6.3 Disposal of Waste Food
● The vendor will take the responsibility for necessary waste segregation and be complaint with all
the relevant government standards of waste management.
● The vendor will maintain substantial inventory of dustbin bags, cleaning equipment and
chemicals for at least 2 cycles of deep cleaning and 2 weeks of daily cleaning.
● Institute has a compositing system. The vendor will ensure to use and produce compost for
horticulture using organic waste from the mess.
● Daily and Weekly food assessment should be provided and shared with the mess committees to
reduce wastage of food.
7. Hostel housekeeping operation:
The hostel housekeeping operation presume the following
i. The vendor will provide a dedicated on-site Housekeeping Supervisor. The supervisor shall be
deputed to have overall cleaning of the premises done satisfactorily and proper usage of material
shall be monitored.
ii. The vendor will contract the sufficient number of housekeeping cleaning staff to meet the institute's
service level agreement on housekeeping.
iii. The housekeeping staff will be responsible for garbage collection from all floors including hostel
13. rooms.
iv. The vendor will ensure that adequate housekeeping material is ordered according to the size of the
property.
v. The vendor shall have clearly defined key performance indicators for housekeeping.
vi. Vendor will ensure sweeping and mopping of all the tiled areas including the thoroughfares,
common areas, lobbies with environmentally friendly chemicals and equipment.
vii. Vendor will ensure that dustbin and trash receptacles are cleaned and sanitized on daily basis.
viii. Vendor will ensure cleaning of tiled area, whenever required on regular basis.
ix) Vendor will ensure dusting, cleaning and wipe dry of the furniture tables, chairs, side racks,
cupboards, sofas, wood paneling in the common areas.
x) Vendor will ensure regular scrubbing, cleaning and refreshing of the toilets - including disinfectant
treatment of toilet seats and bowl, water closets, urinals and washbasins.
xi) Vendor will ensure cleaning of doors and mirrors clean all the vents and windowsills.
xii) Vendor will ensure that the dustbins are emptied in the washrooms. Minimum Frequency: Washroom
Cleaning Twice a Day, Common Areas Once a day, Student Room Once a Week,
8. Hostel Safety and Security:
This operation presumes the following:
i. The vendor assigned security guard will be responsible for the safety of all the equipment, fixtures
and any other property on the Hostel Premises. They will also have to inform the authorities about
any pilferages noticed on the campus.
ii. The security guards should be personal of high integrity and confidence. A copy of the
antecedent's verification certificate issued by the Police about their staff or the security agency
should be submitted to the institution.
iii. Apart from the security guards, there should be dedicated Operation Managers for Boys and
Girls. The key responsibilities of an operations manager will be :
a) Responsible for supervising the work of the security guards.
b) Responsible for maintaining the discipline, dress and decorum of the guards will be the responsibility.
c) Responsible for arranging for medical help (doctor/ambulance) to the students in case of any medical
emergency.
d) Responsible of duty deployment of security guards, after daily roll call and briefing about duties and
responsibilities.
iv)The vendor will be define and implement hostel safety and evacuation drills on a regular basis.
14. vi) The vendor will provide its security guards with seasonal and protective clothing, torches (with
adequate supply of battery cells on monthly basis), whistle.lathies,rain-coats,gum boots, umbrellas and
cycles as are normally required for patrolling by the security personnel.
vii) The vendor will have to ensure the general discipline of the guards and take up night checks as well
as provide on the job training schedules for the guards to make them acquainted with the security
requirements of the campus as per the academic and administrative schedule of the institute.
viii) The vendor will maintain a daily Attendance register which will be verified by the authorized person
of the institute.
DOCUMENTS TO BE ATTACHED WITH TECHNICAL BID Application:
(1) Company Registration Certificate
(2) Complete Company Profile
(3) Valid GSTN Copy
(4) PAN Card Copy
(5) Turnover Certificate (Annexure-1)
(6) Balance Sheet of Last Five Years & 5-year ITR of the company
(7) Labour Compliance Papers : ESIC, PF, FSSAI
(8) Experience proof documents (completion certificates / previous work /order / POs)
(9) SOP/ work methodology documents for the technical evalution of B, C, D, E and F
(10) EMD paid details
Additional Technical Papers Mandatory
1. Manpower Detail Employed Hostel Wise for Mess Operations
2. Manpower Detail Employed Hostel Wise for House Keeping
3. Manpower Details Employed Hostel Wise for Security
4. Your List of Food Brands to be used in Mess
5. Your List of Chemicals to be used in House Keeping
15. ANNEXURE-1
ON THE LETTER PAD OF CHARTED ACCOUNTANT
This is to certify that the total turnover in the case of M/s.............................................. having PAN
.......................................... is as under
Financial year Amount in Rupees
(Figure)
Amount in Rupees
(Words)
2014-15
2015-16
2016-17
2017-18
2018-19
TOTAL
Average =Total/ = ..........................................................................
It is further certified that the above-mentioned amounts have been derived from accounts
presented before us for the above-mentioned periods.
Name and sign of the authorized person of the firm along with seal.
PLACE :
DATE :
16. Proforma for Application
(on the letter head of the Party/firm)
1. Name of the Party/firm ....................................................................................................
2. Permanent address of the firm/supplier ............................................................................
Tel No. .................................................. Email ..................................................................
Mob.................................................
3. Registration & incorporation particulars of the firm ........................................................
(please attached attested copies of document of registration/incorporation of your firm)
4. Permanent Account Number, Income Tax Circle ..........................................................
5. GSTIN ...............................................................................................................................
Declaration:
I/We hereby declare that the information furnished above true and correct. In case the above information
is found incorrect at any stage, the __________________ of BIT MESRA may take appropriate action as
warranted.
Name and sign of the authorized person of the firm along with seal.
PLACE:
DATE:
17. BID SUBMISSION FORM Date:
LETTER OF BID
To
REGISTRAR
BIRLA INSTITUTE OF TECHNOLOGY,
MESRA RANCHI-835 215 (JHARKHAND) -
INDIA
Ref: Invitation for Bid No. BIT MESRA Tender No. Tender No. 21-22/IW00 677-678
dated 29th October 2021.
1. We have examined and have no reservations to the Bidding Documents, including Addenda issued
in accordance with Instructions to Bidders.
2. We offer to execute in conformity with the Bidding Documents for …………………………………………
of Birla Institute of Technology, Mesra,Ranchi-835215.
3. Our bid shall be valid for a period of 120 days from the date fixed for the bid submission deadline in
accordance with the Bidding Documents and it shall remain binding upon us and maybe accepted at
any time before the expiration of that period.
4. If our bid is accepted, we commit to submit an Unconditional Bang Guarantee of 10% in accordance
with the Bidding Documents.
5. We also declare that any Government of India or any other Government/Private body has not declared
us ineligible or black listed us on charges of engaging in corrupt, fraudulent, collusive or coercive
practices or any failure/lapses of serious nature.
6. We also accept all the terms and conditions of this bidding document and undertake to abide by them,
including the condition that you are not bound to accept highest ranked bid / lowest bid or any other
bid that you may receive.
7. The rates quoted by me are valid and binding upon me for the entire period of contract and it
is certified that the rates quoted are the lowest rates as quoted in any other institution inIndia.
8. I/We give the rights to the competent authority of the office of BIT MESRA to forfeit the Earnest
Money/ Security money deposit by me/us in case of breach of conditions ofContract.
Yours sincerely,
Authorised Signatory
(Authorised person shall attached a copy of Authorisation for signing on behalf of Bidding company)
Full Name and Designation (To be printed on Bidder’s letterhead)
18. BIDDER INFORMATION
(IMPORTANT: Bidders are requested to register at the Vendor Registration Portal of
BIT MESRA: http://purchase.bitmesra.ac.in/VendorPortal (Vendor Registration Portal)
1. Vendor ID (at BIT MESRA Site) :
2. Name of Tendering Firm / Agency :
(Attach certificate of registration)
3. Registration & incorporation particulars of the Firm / Agency
i. Private Limited
ii. Public Limited
iii. Any other – Please specify :
4. Name of Proprietor / Director(s) :
5. Full Address of Reg. Office (Local) :
Telephone No. :
E-Mail Address :
6. Full Address of Reg. Office (Corporate) :
Telephone No. :
E-Mail Address :
7. Bank of Firm / agency :
Current Account Number :
IFSC Code :
8. GST No. :
(Attach attested copy)
9. PAN No :
(Attach attested copy)
10. E.P.F. Registration No. :
(Attach attested copy)
11. E.S.I. Registration No :
(Attach attested copy)
