Buyer Added text based ATC clauses 1.0 The Contractor shall ensure commencement of Outsource Manpower Services within 10 (ten) days from the date of issuance of the Work Order/Contract, unless otherwise specified in the Letter of Aw ard. 1.1 DURATION OF THE CONTRACT: The contract will be initially for a period of 1 year which may be renewed on negotiated terms & co nditions annually for a further period by the National Forensic Sciences University, Dharwad Campu s depending on the requirement of the University and performance of the vendor/contractor/service provider. 1.2 TERMS OF PAYMENT: 1.2.1 Goods and Services Tax (GST): GST shall be reimbursed by NFSU, Dharwad Campus, subject to submission of authentic and verifiable evidence of payment, duly attach ed with the monthly bill. 1.2.2 Submission of Monthly Bills: The Contractor shall submit monthly bills in duplicate, acco mpanied by the following supporting documents: · Attendance sheet of deployed personnel · EPF and ESI deposit slips · GST challan · Salary sheet and RTGS/Bank transaction statement confirming payment of monthly w ages to all deployed personnel at NFSU, Dharwad · A printout of the banking transaction confirming wage transfer must be submitted alo ng with the wage bill for processing of payment. · Any other documents required by the Competent Authority of NFSU, Dharwad Campu
- s.1.2.3 Tax Deduction at Source: In accordance with the provisions of the Income Tax Ac t and any other applicable statutory laws, NFSU, Dharwad Campus shall deduct Income Tax and applicable surcharges at the prevailing rates from the gross bill amount. 1.2.4 Mode and Timing of Payment: · All payments shall be made strictly on a reimbursement basis. No advance payment s hall be made under any circumstances. · Payment shall normally be released within 30 (thirty) days from the date of submissio n of the complete and duly verified bill, subject to scrutiny and approval. 1.2.5 Incomplete or Disputed Bills: Any bill not accompanied by the prescribed supp orting documents, or any bill found to be incorrect, incomplete, or disputed for any reason, s hall not be considered due or payable until the deficiency/dispute is resolved to the satisfacti on of the Institute. 1.2.6 Employee Documentation: The Contractor shall issue appointment letters an d monthly salary slips (in bilingual format – Hindi & English) to each deployed personnel. Each salary slip shall, at a minimum, contain the following particulars: · Name of the Agency · Name of the Employee · Father’s Name of the Employee · Employee Code (issued by the Agency) · ESI Number of the Employee · EPF Number of the Employee · Detailed break-up of wages and allowances 1.3 PERFORMANCE & SECURITY DEPOSIT: 1.3.1 Standard of Performance: The Contractor shall perform all obligations and services with d ue skill, diligence, efficiency and care, in accordance with sound industry practices, to the sa tisfaction of NFSU, Dharwad Campus, and shall be fully responsible for quality, timeliness, an d satisfactory execution of the services. 1.3.2 Submission of Performance Security:
- i.The Contractor shall be required to submit a Performance Security Deposit within 3 0 (thirty) days from the date of issuance of the GeM Contract. ii. In the event of failure to submit the Performance Security Deposit within sixty (60) day s from the date of GeM Contract, the contract shall be liable for termination. The Contr actor shall further stand debarred from participation in any re-tender process for the sa me work/item. Submission of a Performance Guarantee Bond is mandatory. 1.3.3 Amount and Mode of Security:
- i.The Performance Security Deposit shall be equivalent to Five percent (5%) of the tota l contract value. ii. The Performance Security shall be submitted prior to the commencement of services or wi thin 30 days from the date of acceptance of the Purchase Order, whichever is earlier. iii. The Performance Security may be furnished as Demand Draft (DD), Fixed Deposit Receipt (FDR), or Bank Guarantee (BG), strictly in the prescribed format. 1.3.4 Validity of Performance Security: The Performance Security shall remain valid for a perio d extending at least sixty (60) days beyond the contract period, calculated from the da te of issuance of the GeM contract. Such validity shall ensure that NFSU, Dharwad Campus is secured against any default, non-performance, or breach by the Contractor during the contr actual obligations or within the claim period 1.3.5 Forfeiture of Performance Security:
- i.If the Contractor defaults in performing its obligations under this Contract, or in case of any outstanding dues towards NFSU, Dharwad Campus (including fines, penalties, dam ages, or other recoveries), NFSU, Dharwad Campus shall be entitled to invoke and appr opriate the Performance Security, in full or part, without prejudice to its other rights un der law or contract. ii. In the event that the recoverable losses or damages exceed the Performance Security a mount, NFSU, Dharwad shall be entitled to recover the balance from the Contractor by legal proceedings or any other mode permissible under law. 1.4 PENALTY: 1.4.1 Whenever a lapse occurs, a Committee constituted by the Competent Authority of NFSU, Dha rwad Campus, with representation from both the University and the Contractor, shall examin e the matter. Based on the recommendations of the Committee/University Authority, the Co mpetent Authority may impose an appropriate fine on the Contractor. 1.4.2 Delay in Wage Payment: The Contractor shall disburse wages to its personnel on or before the 7th day of each month without fail. In the event of any delay beyond this date, a pen alty of ₹250 (Rupees Two hundred and fifty only) per day of delay shall be impose d on the Agency until the payment is made in full. 1.4.3 Shortfall in Manpower Deployment: If the Contractor fails to provide the required numbe r of manpower as per the contract specifications on any given day, a penalty of ₹500 (Rupee s Five Hundred only) per head per day of shortfall shall be levied. Such penalty shall be ded ucted directly from the Contractors’ monthly bill. 1.4.4 In addition, penalties shall be levied in accordance with the provisions of the GeM Service L evel Agreement (SLA), as applicable. 1.5 COMPLIANCE WITH LAWS 1.5.1 Sole Responsibility of the Contractor: The Contractor shall be solely responsible for ensu ring compliance with all applicable labour and industrial laws concerning the personnel deplo yed at NFSU, Dharwad Campus. This shall include, but not be limited to, compliance regardi ng wages, allowances, compensation, EPF, ESI, Bonus, Gratuity, insurance, and any liability a rising from accidents or injuries. NFSU, Dharwad Campus shall not be liable for any ex pense, claim, or liability in this regard. 1.5.2 Payment of Wages:
- i.The Contractor shall disburse monthly wages to its workers on or before the 7th da y of each month, regardless of any delay in settlement of bills by NFSU, Dharwad. ii. No deduction or commission shall be made from workers’ wages, except stat utory deductions towards PF and ESI. iii. Wages must be transferred directly to individual savings bank accounts of workers thro ugh online transfer/net‑banking only, with a certified copy of the bank transfer statem ent attached to the monthly wage bill. 1.5.3 Working Days Restriction: The Contractor shall ensure that no worker is required or allowed to discharge duties for more than 26 (twenty-six) days in any given month, irrespect ive of the total number of days in that month. 1.5.4 Mandatory License Requirement: The Agency shall obtain the necessary license from the Appropriate Labour Commissioner (Central), Bangalore (ALC(C)), within the stipulated time fr om the commencement of work at NFSU, Dharwad Campus. Submission of a valid copy of thi s license is mandatory. 1.5.5 Insurance Coverage:
- i.The Contractor shall ensure that all deployed personnel are adequately insured. NFSU, Dharwad Campus shall bear no liability in respect of such insurance coverage. ii. Group Insurance / Medical Insurance: All outsourced personnel deployed at NFSU, Dhar wad Campus shall be covered under an adequate Group Insurance or Medical Insuran ce scheme arranged solely by the Agency. iii. NFSU, Dharwad Campus shall bear no financial liability or obligation whatsoever in this regard. The Agency shall be fully responsible for making the necessary insurance arra ngements and ensuring continuous coverage of all deployed staff throughout the cont ract period. 1.5.6 Applicable Laws: The Agency shall ensure strict adherence to, and compliance with, all statutory provisions, including but not limited to the following Acts, along with their re-enactments, amendment s, modifications, and any other applicable laws:
- i.The Minimum Wages Act, 1948 ii. The Employees’ Provident Fund & Miscellaneous Provisions Act, 1952 iii. The Contract Labour (Regulation & Abolition) Act, 1970 iv. The Payment of Bonus Act, 1965
- v.The Payment of Gratuity Act, 1972 vi. The Employees’ State Insurance Act, 1948 vii. The Child Labour (Prohibition & Regulation) Act, 1986 viii. The Pradhan Mantri Rojgar Protsahan Yojana ix. The Inter-State Migrant Workmen (Regulation of Employment & Conditions of Service ) Act, 1979.
- x.Any other labour laws that may be introduced or amended from time to time shall be made applicable as per the notifications issued by the Government of India. xi. any other applicable laws relevant to the services and personnel engaged under this contract. 1.6 ASSIGNMENT AND SUBLETTING 1.6.1 The Agency shall not assign, transfer, or sublet this contract or any part thereof to any third p arty. 1.6.2 Furthermore, the tender is non-transferable, and each tenderer shall submit only one tender. 1.7 CONTRACTOR TO PROVIDE FOR ALL TOOLS, MACHINERY, EQUIPMENTS AND MANPOWER: 1.7.1 The Contractor shall deploy the minimum required manpower in the respective categories (su ch as administrative support, technical staff etc.) as necessary to ensure effective service de livery across all NFSU, Dharwad Campus facilities. . 1.7.2 The Contractor shall provide all tools, consumables, uniforms and equipment necessary for t he assigned services (e.g. office utilities for data entry, etc.) at its own cost, as per standard s prescribed by NFSU, Dharwad Campus and GeM for the respective service category 1.8 SAFETY, SECURITY AND PROTECTION OF THE ENVIRONMENT 1.8.1 The Contractor is responsible for the safety of all its activities on the Site 1.8.2 The contractor shall be responsible for proper maintenance of decorum, punctuality, disciplin e and work output of the outsourced personnel. NFSU Dharwad Campus has the right to ter minate the contract on unsatisfactory grounds of the service. 1.8.3 Smoking, consumption of alcohol or use of any prohibited drugs within the entire area of NFS U Dharwad Campus is strictly prohibited. Violations of this rule shall be prosecuted as per la
- w.1.9 COST OF REPAIRS: Any loss or damage to public property between the start date and the end of the completion period, arising from acts or omissions of the Contractor or its personnel, shall be made good by the Contra ctor at its own cost. 1.10 TERMINATION: 1.10.1 Termination on expiry of the Contract 1.10.2 Termination on account of Force Majeure- Either party shall have the right to terminate his Contract on account of Force Majeure 1.10.3 Termination on Account of Insolvency. 1.10.4 The Contractor shall be bound by the particulars furnished at tender submission or subsequ ently. Furnishing of false documents at any stage shall be treated as breach of contract, ent ailing termination, forfeiture of Performance Security, and legal action as applicable. 1.10.5 Either party to the contract may terminate the contract on one month’s notice. 1.10.6 In the event of any breach of the terms and conditions of this Agreement/Contract by the Ag ency, the Competent Authority of NFSU, Dharwad Campus shall have the absolute right to te rminate the contract without assigning any reason. Upon such termination, NFSU, Dharwad Campus shall have no obligation to make any further payments to the Agency. Further, the S ecurity Deposit furnished by the Agency shall stand forfeited in full in favor of NFSU, Dharwa d Campus. 1.10.7 The Contractor shall not appoint any sub-contractor to carry out his obligations under the co ntract. Subcontracting will lead to immediate termination of the contract. 1.11 OTHER CONDITIONS 1.11.1 Revision of Wages: The wages paid by the Agency to its personnel shall be revised from ti me to time in accordance with the Minimum Wages Act and related rules prescribed by the C entral Government, including all amendments and notifications issued thereafter. 1.11.2 Responsibility for Labour: The Agency shall be fully responsible for the labour/personnel it employs under this contract, including verification of age eligibility, identity, antecedents, and ensuring timely and proper payment of wages and statutory dues. No person below the age of 18 years or above 50 years shall be engaged for the work in the outsourced manpow er categories under this contract. However, the University reserves the right, at its discretion , to separately avail the services of retired personnel as Officer on Special Duty (OSD) or in a ny similar capacity, outside the scope of this outsourced manpower contract. 1.11.3 Uniforms: The Agency shall compulsorily provide appropriate uniforms to all deployed sta ffs at its own cost, and ensure that such personnel are in proper uniform while on duty. T here shall be no financial liability towards uniforms on the part of NFSU, Dharwad. 1.11.4 Substitute for Leave: In the event any worker is on leave for more than 5 consecutive da ys, the Agency shall arrange a suitable substitute for that worker to ensure uninterrupted ser vice. 1.11.5 Agreement Execution: The Agency shall execute a formal agreement with NFSU, Dharwa d on stamp paper of the value prescribed by law, containing all terms and conditions governi ng the contract. 1.12 ARBITRATION: 1.12.1 In the event of any dispute or difference arising out of or relating to this Agreement, includin g its interpretation or payment obligations, the parties shall first attempt to resolve the matt er through mutual consultation and negotiation. 1.12.2 If such attempts at conciliation fail to resolve the dispute within 30 (thirty) days, either party may request the Campus Director, NFSU, Dharwad Campus, to appoint a Sole Arbitrator to a djudicate the matter. 1.12.3 The Sole Arbitrator shall be appointed by the Campus Director, NFSU, Dharwad. In the event the appointed arbitrator refuses, is unwilling, becomes incapable of acting, or his mandate is terminated under law, a substitute arbitrator shall be appointed in the same manner from a mong a panel of three persons submitted by the claimant. 1.12.4 The arbitration proceedings shall be conducted in accordance with the provisions of the Arbit ration and Conciliation Act, 1996, and any amendments or rules made thereunder, as applica ble. 1.12.5 The award of the Sole Arbitrator shall be final and binding on both parties 1.13 The Campus Director, NFSU, Dharwad Campus reserves the right to withdraw/modify/add/r elax any of the terms and conditions mentioned above to overcome the problem encountered at a l ater stage. In addition to the above Buyer Specific Terms & Conditions, ATC, GTC, SLA and other T&C of GeM shall also be applicable to the contract. .
- 2.Buyer Added Bid Specific Scope Of Work(SOW) Text Clause(s) 1.0 Deployment of Manpower: The Contractor shall deploy various categories of outsourced manpower such as Office Assistants/DEOs, A dministrative Staffs, Technical Assistants and Supervisors, as per the requirement communicated by NFSU, Dharwad Campus from time to time. No. of Staff Required Sr. No Name of the Po st Education Qualification Specialization Experience No. of P ost 01 Officer on Special Duty
- (Estate)Graduation in E ngineering with Working experi ence in govern ment organisati on PWD/CPWD Department BE/ B.Tech. (Civil) Retired Gover nment Official working exper ience as Depu ty Engineer a nd above 01 02 Officer on Special Duty
- (Accounts)Graduate Worki ng experience i n Government organisation in accounts depar tment Master degree in Commerce Retired Gover nment Official & working exp erience in fiel d of accounts or administrat ion 01 03 Site Engineer Graduation in E ngineering with experience BE/ B.Tech. (Civil) 5 to 10 years 01 04 Executive Assista nt (Placement) Graduation wit h experience Human Recourse Management or equivalent 0 to 3 Years 01 05 Senior Executive Assistant Graduation wit h experience Science, Econom ics, Commerce 5 to 10 years 01 06 Executive Assista nt Graduate Science, Econom ics, Commerce 5 to 10 years 01 Sr. No Name of the Po st Education Qualification Specialization Experience No. of P ost 07 Technical Assistant (Lab) Post Graduate Science 0 to 3 Years 01 08 Technical Assistant (ICT) Graduation in E ngineering with experience BE/ B.Tech. (Comput er/IT/ Electronics/ E&TC) 3 to 7 Years 01 09 Executive Accoun t Assistant Graduation wit h experience Commerce 3 to 7 Years 01 1.1 Statutory Dues and Service Charges: 1.1.1 All statutory dues/charges in respect of the workers engaged under the scope of this contract shall be borne and paid by the Contractor, and the same shall be deemed to be included in t he consolidated wage. 1.1.2 No separate reimbursement of statutory dues shall be made by NFSU, Dharwad Campus. Th e Contractor shall not make any recovery from the workers’ wage bills beyond statutory ded uctions actually deposited with authorities 1.1.3 Strict adherence to statutory liabilities shall be ensured by the Contractor while quoting the s ervice charge. 1.2 Right to Vary Deployment: 1.2.1 The arrangement, category, and number of deployed manpower shall be subject to variation at any time during the contract, at the sole discretion of the Competent Authority of NFSU, D harwad Campus 1.2.2 NFSU, Dharwad Campus reserves the right to get similar services through any other mode/ag ency, if so required, and the Contractor shall have no claim in this regard. The decision of NF SU, Dharwad Campus in all such matters shall be final and binding. 1.3 Duty Schedule and Shift Work: 1.3.1 Deployed personnel shall work as per duty rosters/schedules approved by NFSU, which may i nclude day, evening, night shifts, staggered shifts, weekend duties and duties on holidays, d epending on operational requirements. 1.3.2 Rotation/shift change shall be managed by the Contractor without any additional remunerati on claimable from NFSU, subject to compliance with applicable labour laws on working hours and weekly rest. 1.4 Employer-Employee Relationship: 1.4.1 No master–servant relationship shall subsist between NFSU, Dharwad Campus and the perso ns engaged through the Contractor. 1.4.2 The Contractor shall remain the sole employer of all such manpower. The deployed personnel shall not claim pay, allowances, or benefits admissible to ad‑hoc, regular, or confirmed empl oyees of the University, either during the contract period or after its expiry. 1.4.3 NFSU, Dharwad Campus shall bear no liability, explicit or implicit, in respect of any loss, injur y, or damage caused to the workers engaged by the Contractor. 1.5 Non-Absorption Clause: On termination or expiry of the contract, the outsourced personnel shall have no claim whatsoever for abs orption, employment, or relaxation in recruitment rules for appointment in NFSU, Dharwad Campus in any capacity. Any such claim if made shall be rejected summarily. 1.6 Manpower: 1.6.1 Engagement of personnel shall be strictly as per the minimum qualifications, skills and exper ience prescribed in the tender/GeM bid for each category (admin, technical etc.) NFSU, Dhar wad Campus reserves the right to require engagement of different categories of manpower at any stage. 1.6.2 NFSU, Dharwad Campus reserves the right at any time to require the Contractor to deploy dif ferent categories/number of manpower, or change the deployment mix, without any extra co st implication to NFSU except for change in remuneration as per GeM. 1.6.3 All personnel shall be medically fit and mentally sound. For categories such as Technical staff the Contractor shall ensure personnel are specifically trained and competent to handle emer gencies and operational risks. 1.6.4 The Contractor shall ensure verification of antecedents, identity, conduct, and medical fitness of personnel through competent authorities. 1.6.5 Any financial loss, damage to property, data or reputation of NFSU caused by acts/omissions of deployed personnel shall be compensated by the Contractor, to the extent determined by NFSU, Dharwad Campus, whose decision in this regard shall be final. 1.6.6 Complete particulars of personnel proposed for deployment, including name, father’s name, address, contact details, ID proof, qualifications and experience, shall be furnished to the Ad min Section, NFSU Dharwad Campus prior to posting. Engagement shall be permitted only fo r candidates cleared by authorized officials. Required manpower shall be provided within tw o days of communication from NFSU Dharwad Campus, failing which the same shall be const rued as a violation of contract conditions. 1.6.7 NFSU, Dharwad Campus may at any time direct discontinuation or replacement of any deploy ed person without assigning any reason. The Contractor shall comply immediately and provi de a suitable replacement within the prescribed time, without any additional cost to NFSU. 1.6.8 All deployed personnel shall work under the day‑to‑day control and functional direction of th e designated NFSU officer/department, while remaining on the rolls and under the overall ad ministrative control of the Contractor. 1.6.9 Attendance registers shall be maintained by the Contractor and enclosed with monthly bills. I f biometric attendance is introduced, compliance shall be mandatory for all deployed person nel. Records shall be made available for inspection by NFSU authorities. 1.6.10 Confidential/sensitive information of NFSU Dharwad Campus shall not be disclosed by deplo yed personnel. 1.6.11 Replacement of personnel, whenever required by NFSU or initiated by the Contractor, shall be carried out with prior concurrence of NFSU, Dharwad Campus, without imposing any addit ional cost on the University. Replacement shall be effected within five working days. 1.6.12 Deployed personnel shall be issued photo identity cards by the Contractor at its own cost, a nd the same shall be prominently displayed and properly maintained at all times. 1.6.13 The Contractor shall provide appropriate uniforms and basic work tools/equipment required for the respective categories (e.g. uniforms and other basic tools/equipment), at no extra co st to NFSU, and ensure they are maintained in usable condition. 1.6.14 The Contractor shall ensure that deployed personnel maintain discipline and refrain from an y activity contrary to the interest of NFSU, Ministry of Home Affairs, State, or Union Governm ent. 1.7 Representative of Contractor: 1.7.1 The Contractor shall nominate a responsible Site/Contract Manager or senior representative who will visit/operate from NFSU, Dharwad Campus on a regular basis (daily or as required) to coordinate with NFSU officials, receive feedback, and ensure prompt corrective actions. 1.7.2 All costs related to the Contractor’s representative, including travel, conveyance, food and ot her expenses, shall be borne solely by the Contractor and no claim shall lie against NFSU on this account. 1.8 Day‑to‑day functioning of services shall be undertaken in consultation with concerned NFSU depart ments. Proposals for improved service delivery may be discussed, approved, and implemented as d irected by competent authority. 1.9 Inspection of Records: 1.9.1 The Campus Director, NFSU, Dharwad Campus or any authorized officer shall have the right t o inspect and/or depute inspection teams to examine records, systems and deployment mai ntained by the Contractor at any time, with or without prior notice. 1.9.2 The Contractor’s accounts and records relating to this contract (attendance, wage register, E PF/ESI registers, deployment records, incident reports, etc.) shall remain open to verification by NFSU or any statutory authority for the duration of the contract and the record‑retention p eriod prescribed under law. 1.10 Deductions for Non-Performance: In the event of any non‑performance, shortfall in manpower, poor quality of service, violation of duty sched ule, non‑compliance with contractual terms or instructions, NFSU, Dharwad Campus may make suitable de ductions from the Contractor’s bills, in addition to penalties and other actions provided under the contract/ GeM terms. 1.11 Liability and Indemnity: 1.11.1 The Contractor shall remain solely liable and responsible for wages, allowances, statutory d eductions (EPF, ESI, etc.), compensation and all other obligations under applicable labour la ws for personnel engaged by it. 1.11.2 NFSU, Dharwad Campus shall be fully indemnified and kept harmless by the Contractor agai nst any claim, demand, loss, damage, liability or proceedings arising out of non‑compliance of statutory provisions, service lapses, or acts/omissions of the Contractor or its personnel. 1.11.3 Any complaint of wage default, non‑deposit of statutory dues or serious violation of labour la ws, if found correct, shall entitle NFSU to terminate the contract forthwith, forfeit Performanc e Security and initiate further legal/ administrative action as deemed fit. 1.12 Final Authority on Interpretation: Interpretation of the contract terms and conditions shall rest with NFSU, Dharwad Campus, and such interp retation shall be final and binding. 1.13 Restriction on Transfer/Sub‑Contracting: The rights and obligations under this contract shall not be transferred, assigned, pledged, or sub-contracte d to any third party. 1.14 Grievance Redressal: The Contractor shall be solely responsible for resolving all grievances and disputes of its deployed staff rel ating to wages, duty allocation, leave, discipline or any service conditions, and NFSU shall have no respons ibility in such matters 1.15 Authorization, Tax Deductions and Certificates 1.15.1 No deployment of manpower shall be made without written requisition/authorization from th e Competent Authority/designated officer of NFSU. Any deployment without such authorizati on shall be at the Contractor’s own risk and cost. 1.15.2 Income Tax, GST and other applicable taxes shall be deducted at source from the Contracto r’s bills as per prevailing laws. 1.15.3 On completion/expiry of the contract, experience certificates, if any, for individuals shall be i ssued by the Contractor only. NFSU will not issue experience certificates directly to outsourc ed manpower. 1.16 Dress Code and Workplace Protocol: 1.16.1 All deployed personnel shall wear neat, decent and appropriate attire. Wherever uniforms ar e prescribed (e.g. Administrative & Technical staff), the same shall be worn during duty hour s without fail. 1.16.2 Deployed staff shall not bring their family members or unauthorized persons into the NFSU premises. They shall maintain decorum, follow campus rules, and respect institutional discip line at all times. SCOPE OF WORK
- a.The agency has to deploy various type of manpower as mentioned in the LOA through outsource b asis. However, the number of employees to be deployed may be increased or decreased as per di scretion of NFSU, Dharwad.
- b.The agency has to pay all statutory dues/charges in respect of the workers as engaged by him und er the scope of this contract which shall be included in the consolidated wage and the University will not reimburse any such dues separately. The agency will not recover any charges more than any statutory charges as deposited by him from the wage bill of its worker. Therefore, the agency has to adhere to all statutory liability and in this aspect should be taken care while quoting the se rvice charge.
- c.The number and arrangement of deployment of the manpower is without prejudice to the right of Authority of NFSU, Dharwad to deploy the personnel as specified in this tender in any other metho ds or manner considered suitable as per requirements and interest of the NFSU, Dharwad. The dec ision of the NFSU, Dharwad in this regard will be final.
- d.The manpower deployed shall be posted to work in the different areas of NFSU will have to follow the schedule of the respective department/office where they are posted and as per the need and as per the University’s requirements. No extra payment will be made in this case.
- e.There shall be no master and servant relationship between NFSU, Dharwad and the person deploy ed by the agency. The agency will be the sole employer and the manpower deployed shall have n o claim for any compensation; neither shall make any claim for employment, absorption or otherw ise directly in admissible at NFSU, Dharwad nor shall have any kind of right and implication of any employment with NFSU, Dharwad. The agency has to indemnify University against any liability or compensation on account of injury or death of any worker while on duty.
- f.In case of termination of the contract or on its expiry or otherwise, the persons deployed by the ag ency shall not be entitled for any claim, right, absorption or regularization for any relaxation for a bsorption in the regular/ other capacity at the University.
- g.The Agency will be bound by the details furnished by it to this University, while submitting the ten der or at subsequent stage. In case, any of such documents furnished by it is found to be false at any stage, it would be deemed to be a breach of terms of contract making it liable for legal action besides termination of contract and forfeiture of the performance security.
- h.The Agency shall ensure fulfilment of qualifications (academic/professional), skills, experience, an d other engagement conditions as mentioned in this tender document in respect of agency worker s to be engaged at NFSU, Dharwad under the scope of the contract. The essential qualification/experience are indicative in nature. However, at the time of engagement these aspec ts shall be decided as per NFSU rule or NFSU, Dharwad may ask the Agency to engage any other c ategory of personnel having prescribed qualification & experience at later date after award of cont ract. The Agency will get their antecedents, identity proof, character and conduct and medical he alth suitability verified from the competent agency as per the law and agency will be responsible f or their conduct. The agency will pay the compensation, if any loss is caused by the workers as en gaged by the Agency while working at NFSU, Dharwad the amount of the compensation as decide d by the NFSU, Dharwad will be final and agency will accept the same and NFSU, Dharwad will ext end no financial or any other benefit in this regard.
- i.The full particulars of the personnel to be deployed by the Agency including their names, addresse s and identity proof shall be furnished to the Assistant Registrar, NFSU, Dharwad along with testim onials before they are actually deployed for the job. The suitability of the workers to be engaged u nder this contract shall be examined by the authorized official(s) of the NFSU, Dharwad and agenc y will only engage those who are cleared by the authorized official(s) as mentioned above. Accordi ngly, the agency will provide sufficient number of workers to be screened for engagement. The co ntractor has to provide required suitable manpower within two days of the intimation received fro m the authorized official of the NFSU, Dharwad failing which the same will be construed as violation of the terms and condition of the contract.
- j.The Agency shall not deploy or shall discontinue deploying the person(s), unless asked for by the a uthorized official(s) of the NFSU, Dharwad, at any time without assigning any reason whatsoever. I n case the authorized official of NFSU, Dharwad intimates to disengage or replace any workers, th e agency will comply the same immediately.
- k.The personnel shall work under direction and guidance of the concerned officials/Departments an d will be answerable to them. This will, however, not diminish in any way, the Agency’s responsibility under the contract to NFSU, Dharwad. An Attendance Register shall be maintained, copy of which shall be enclosed along with the monthly bill by the Agency. In case the NFSU, Dhar wad introduces Bio-metric attendance for these workers as engaged by the agency, the workers of the agency have to follow the same. The agency will make available the attendance registers as maintained by him for cross checking by the NFSU Dharwad Authority.
- l.A senior level representative of the Agency shall visit NFSU, Dharwad at least once-a-day/as and w hen required and comply the requirement. During the visit, Agency's representative will meet the Assistant Registrar, NFSU, Dharwad/officer dealing with the contract for mutual feedback regardin g the work performed by his personnel and removal of deficiencies, if any, observed in their worki ng. The responsibility of transportation, food and other essential requirements in respect of above deployed representative will be solely with the agency. The Agency will strictly ensure that any se nsitive / confidential nature of information related to the NFSU, Dharwad is not divulged or disclos ed to any person by the personnel deployed by it.
- m.The Agency shall ensure that any replacement of the personnel, as required by the authorized offi cial(s) of the NFSU, Dharwad for any reason specified or otherwise, shall be effected promptly wit hout any additional cost to the NFSU, Dharwad. If the agency wishes to replace any of the personn el, the same shall be done with prior concurrence of NFSU, Dharwad at Agency's own cost. Replac ement should be done within 5 working days.
- n.The Agency shall provide reasonably good Photo Identity Cards to its personnel deployed at NFSU, Dharwad at its own cost and ensure that these cards are to be constantly displayed, maintained i n good condition.
- o.The Agency shall ensure that the personnel deployed by it are disciplined and do not participate in any activity prejudicial to the interest of the NFSU, Dharwad/Ministry of Home Affairs / Govt. of Indi a / any State or any Union Territory.
- p.The day-to-day functioning of the services shall be carried out in consultation with concerned dep artments of NFSU, Dharwad. Proposals for efficient functioning shall be discussed, considered and implemented from time to time by the agency with approval of competent authority of NFSU, Dha rwad.
- q.As and when NFSU, Dharwad requires additional manpower strength on temporary or permanent basis, the Agency will deploy such personnel under the same terms and employment conditions. F or the same, a notice of two days or as to be given by the Assistant Registrar, NFSU, Dharwad.
- r.The Campus Director, NFSU, Dharwad has the right to depute a team for inspecting and verifying t he documents and records maintained by the agency at any time. The books verifying the docum ents as regards this outsourcing work shall be open for examination by the University as and whe n required.
- s.In case of non-compliance/non-performance of the services according to the terms of the contract, the Competent Authority of NFSU, Dharwad shall be at liberty to make suitable deductions from t he bill without prejudice to its right under other provisions of the Contract.
- t.The Agency shall be solely liable for all payment/duties of the personnel deployed by clearly specif ying the deductions on account of EPF, ESI and other statutory obligations etc. The Agency shall f ully indemnify NFSU, Dharwad against all the payments, claims, and liabilities whatsoever incurre d or directly arising out of or for compliance with or enforcement of the provisions of any of the la bour or other laws to the extent they are applicable to establishment /work in NFSU, Dharwad. An y complaint towards non-application of wages, other liabilities and statutory obligations will lead t o immediate termination of contract with penalty.
- u.The decision of the NFSU, Dharwad in regard to interpretation of the Terms & Conditions and the A greement shall be final and binding on the Agency.
- v.The Agency shall not be allowed to transfer, assign, pledge or sub-contract its rights and liabilities under this contract to any other Agency without the prior written consent of this University.
- w.The service providing agency shall be solely responsible for the redressal of grievances/ resolution of disputes relating to persons deployed under the scope of this contract. The University shall, in n o way, be responsible for settlement of such issues whatsoever.
- x.No manpower will be deployed without written order of Competent Authority
- y.Any violation of instructions/agreements or suppression of facts will attract cancellation of agreem ent without any reference.
- z.The Income-tax as applicable shall be deducted from the bill unless exempted by the Income-tax D epartment. The GST as applicable shall also be deducted from the bill. aa. NFSU, Dharwad shall pay the agreed amount on production of monthly bill. No other charges of an y kind shall be payable. bb. The visitors shall be regulated as per the directions of the Competent Authority, NFSU, Dharwad a nd procedure and records thereof maintained as stipulated by the Competent Authority. Further, t he visitors shall be attended with due courtesy. cc. The Agency shall issue experience certificate to all employees after completion of contract. NFSU, Dharwad will not issue any experience certificate to the employees engaged through service provi ders..
- a.Any deployed personnel leaving the workplace early, remaining absent without authorization, or e ngaging in misconduct shall be immediately reported to the Agency by the NFSU authority for nec essary action.
- b.One weekly off will be admissible and the manpower will be entitled to 08 days of casual leaves p er year on pro-rata basis, beyond which no earned leave will be allowed.
- c.All the outsource employees has to work on Saturday if required by the university for which no ad ditional pay or compensatory leave shall be granted
- d.Salary calculation of the employees shall be done for 26 days irrespective of the month SCOPE OF WORK FOR FIXED REMUNERATION STAFF
- 1.EXECUTIVE ASSISTANT Independently handle drafting, proof-reading, and issuance of official communications. Management of office files with proper noting/processing. Maintenance of important registers: speed post/business parcel/BNPL, asset register, stock register. Data entry, documentation, digitization, indexing, record management. Coordination of meetings, preparation of agenda, minutes, follow-up action. Academic support: timetable preparation, student record updating, certificate processing, scholarsh ips. Support in procurement: preparation of comparative statements, GeM PRC/CRAC generation, vendo r communication. Assist in budget, pay bill processing, ledger upkeep, petty cash. Prepare reports, statements, presentations as required. Liaison and coordination with departments/stakeholders. Any other clerical or support task assigned by the competent authority.
- 2.SENIOR EXECUTIVE ASSISTANT Independently handle drafting, proof-reading, and issuance of official communications Drafting of high-level letters, notes, proposals, office orders, circulars. File processing, noting, submission to higher authorities. Monitor maintenance of registers, records, and ensure data accuracy. Coordination of major events: guest lectures, academic activities, disciplinary committee support. Oversee admissions, examinations, certificate verification, student record management. Procurement support: commercial evaluation, terms and conditions, contract formulation, purchase orders. Performing payroll processing, expenditure reports, reconciliation. Coordination in the workshops/seminar/skill training related activities of the academic section and a ct as a single point of contact during the time of event. Provide guidance to Assistants and Executive Assistants. Ensure compliance with university rules, UGC/GoI norms, and audit requirements. Any other clerical or support task assigned by the competent authority.
- 3.Executive Account Assistant Preparation and processing of pay bills, personal claims, vendor/civil bills. Calculation and payment of TDS, quarterly filing, income tax computation, Form-16. Maintenance of cash book, ledger, vouchers, bank reconciliation statement (BRS). Monthly/quarterly/annual expenditure reports and financial statements. Budget preparation, allocation, monitoring and RE/BE exercise. Posting of entries in Tally/SAMARTH/ERP. Assist in audit and compliance with financial rules (GFR, PFMS, GST, income tax). Upkeep of financial records and document management. Coordinate with banks, scholarship and fellowship disbursement. Assist in financial planning and advisory to management. Any other clerical or support task assigned by the competent authority.
- 4.OFFICER ON SPECIAL DUTY (Accounts) Supervision of complete accounts section operations. Financial planning, budgeting, monitoring of expenditure and fund utilization. Scrutiny and approval of bills, vouchers, payroll, and financial proposals. Ensure statutory compliance: TDS, GST, PFMS, IT Act, GFR, Audit observations. Review of BRS, ledger, cash flow, reconciliation and financial statements. Coordinate with auditor, finance committee, statutory bodies. Implementation of financial policies, internal controls, and SOPs. Guidance to Accountant and accounts staff. Strategic advisory on cost management and revenue optimization. Liaison with HQ, banks, government agencies. Any other support task assigned by the competent authority.
- 5.Executive Assistant (Placement) Assist in the overall planning, coordination, and execution of placement, internship, and career-dev elopment activities of the Campus. Maintain and regularly update the database of students, including academic details, skills, specializations, resumes, placement status, internship details, and other relevant information. Establish and maintain effective communication with prospective recruiters, industries, organizations, alumni, and other stakeholders for placement and internship opportunities. Assist students in registration for placement drives and coordinate the collection, verification, and s haring of resumes and other required documents with recruiters. Maintain proper records of job offers, internships, recruiter interactions, placement statistics, stude nt participation, and final placement outcomes. Prepare placement-related reports, statistical data, presentations, notices, official communications, and other documentation as required by the competent authority. Liaise with academic departments and faculty members to ensure timely dissemination of placeme nt and internship opportunities to eligible students. Maintain registers, files, correspondence, and digital records related to placement activities in an or ganized and updated manner. Perform any other clerical, administrative, coordination, or support duties related to placement, inte rnship, training, and career-development activities, as assigned by the competent authority from ti me to time.
- 6.Site Engineer (Civil/ Electrical/ Mechanical) Planning, supervision, and monitoring of all construction and maintenance activities. Preparation and vetting of project estimates, designs, BOQs, technical specifications. Technical scrutiny and approval of contractor bills and measurement books. Coordination with architects, consultants, contractors and government agencies. Oversee preventive and corrective maintenance of campus infrastructure. Maintain records of projects, DPRs, NITs, agreements, completion certificates. Guide and supervise Junior Engineers and technical staff. Ensure compliance with CPWD/CPHEEO/IS codes. Any other clerical or support task assigned by the competent authority.
- 7.OFFICER ON SPECIAL DUTY (Estate) Overall, in-charge for planning, execution, and monitoring of engineering projects. Coordinate construction, renovation, electrical, HVAC, water, sanitation, civil works. Strategic planning of infrastructure development and campus maintenance. Approval of estimates, BOQs, tender documents and contract management. Monitor contract performance, penalty enforcement, dispute resolution. Budgeting and resource allocation for engineering works. Oversee safety protocols, annual maintenance contracts, regulatory compliance. Coordinate with HQ, statutory bodies, PWD/CPWD, consultants. Supervise Senior Engineers, Junior Engineers, maintenance staff. Submit periodic reports to Competent Authority. Any other support task assigned by the competent authority
- 8.Technical Assistant (Laboratory/ICT) Provide technical support in laboratory/IT/departmental operations. Preparation of lab setups, equipment calibration, maintenance. Maintain stock of chemicals, consumables, technical inventory. Assist faculty in practical sessions and research activities. Ensure safety protocols, waste disposal, compliance with SOPs. Documentation of experiments, results, technical data. Coordinate AMC/repairs of technical equipment. Support in procurement of lab equipment, comparative statements, vendor follow-up. Maintain digital records, software/system management (for IT). Train students/staff on equipment usage. Any other clerical or support task assigned by the competent authority. General Code of Conduct The contractor shall strictly observe that its personnel · Are always smartly turned out and vigilant · Are punctual and arrive at least 15 minutes before start of their duty time · Take charges of the duties properly and thoroughly · Perform their duties with honesty and sincerity · Read and understand their post and site instructions and follow the same · Remain courteous · Shall not drink on duty, or come drunk and report for duty · Will not gossip or chit chat while on duty · Will not use mobile phone during duty time · Will not read newspaper or magazine while on duty · Will immediately report if any untoward incident/misconduct or misbehaviour occurs, to officer conc erned · When in doubt, approach concerned officer immediately · Get themselves checked by security personnel whenever they go out · Do not entertain visitors · Shall not smoke in the office premises · Must obtain the permission of the concerned officer while going out of office during duty time · Shall not misuse the telephone facility of the Office. · Personnel shall maintain professional conduct and avoid non-work-related activities during duty hou rs.
