Security Manpower Service (Version 2.0) - Office/Commercial/Institutions/ Residential; Security Supervisor, Security Manpower Service (Version 2.0) - Office/Commercial/Institutions/ Residential; Unar…

OPTION CLAUSE 50% : The buyer can increase or decrease the contract quantity or contract duration up to 50 percent at the time of issue of the contract. However, once the contract is issued, the contract quantity or contract duration can only be increased up to 50 percent. Bidders are bound to accept the revised quantity or duration. For lumpsum-based service contracts, the buyer may increase the scope of work and contract value up to 50 percent with the consent of the service provider

• 2.Buyer Added Bid Specific SLA Text Clause(s) Additional Terms and Conditions (ATC) - Security Services Tender, BNCA Biswanath Chariali
• 1.Scope of Work 1.1 The tender covers round-the-clock security services at AAU’s B.N. College of Agriculture (BNCA), Biswa nath Chariali, including:
• i.Watch & ward; preventing entry of unauthorized persons/vehicles; regulating and recording entry , exit and parking of vehicles, men and material (maintaining Foreign Visitor, Regular Visitor, Vehic le Movement, Service Provider Movement and Material-In registers, and any others required). ii. Preventing theft, loss or damage to BNCA property; constant patrolling of the premises, including hostels (boys’ and girls’) and staff quarters, day and night. iii. Participating in fire-fighting/rescue operations during emergencies; driving away stray animals; sa fety of movable and immovable property. iv. Monitoring all installed CCTV cameras, reporting trespass and any camera malfunction promptly t o the concerned officer.
• v.Reporting to, and cooperating with, BNCA Officers on all security matters. vi. Access control at all gates — preventing misuse of BNCA grounds by outsiders/neighbouring villagers, trespassing, unauthorized parking or construction, squatting, vandalism, tree damage an d littering — and ensuring cleanliness of the premises. vii. Night patrolling with whistles across the campus, with torches and vehicle support, providing eme rgency night support. viii. Checking vehicles without a BNCA sticker at the main gate and recording registration number, visitor name, contact and purpose; opening/closing the main gate and tea-garden gate as directed , with registers maintained at both. 1.2 The scope also covers induction and deployment of trained personnel, monitoring of check-posts, surpr ise checks, and recommending security improvements. The Service Provider must independently handle al l security requirements of the Institute. 1.3 The number of security personnel required may increase or decrease during the contract term; a male guard must be replaced with a lady guard if BNCA so requires. 1.4 The Service Provider is fully responsible for deploying experienced personnel across all shifts, training them (vigilance, fire-fighting with extinguishers, basic lifesaving) at regular intervals, and providing an ar med guard/gunman if required. Additional manpower deployed on BNCA’s instruction will be paid at the qu oted Price Bid rates. 1.5 The Service Provider must liaise with the State Police in case of any breach of peace or theft, and assist BNCA in lodging complaints for any loss or damage. A Proprietor/Director or deputy must meet the c oncerned BNCA officer at least once a month, and the Provider is responsible for any lapses of deployed p ersonnel on or off the premises. 1.6 Weekly off for security personnel shall follow statutory provisions.
• 2.Pre-Qualification Criteria 2.1 Bidder must be a company/proprietorship/partnership registered under applicable Indian law, with doc umentary proof (certificate of incorporation/registration, etc.). 2.2 Minimum three year’s experience running security services at a reputed educational institute (Central/ State University or equivalent), with at least one single contract covering 40+ security personnel, support ed by purchase orders/agreements/certificates. 2.3 Sound working capital sufficient to meet at least three months’ gross billing. 2.4 Solvency of Rs. 20 lakh or more (40% of tender value), certified by a nationalised bank; non-submissio n results in rejection. 2.5 At least 50% of deployed personnel must be ex-servicemen; the remainder must be trained security g uards. 2.6 Valid GSTIN (Assam), PAN/TAN, ESI code and EPF code, with documentary proof. If exempted under la w, a self-certified declaration with proof is required, and the exempted party must still include EPF, ESIC an d Bonus components in the quoted amount. Bids omitting these statutory components will not be evaluate
• d.2.7 EMD of Rs. 1,20,000 by DD favouring Associate Dean, BNCA, Biswanath Chariali (refundable to unsucce ssful bidders; exempted for MSME-registered firms). 2.8 Successful bidder must deposit an interest-free performance security (5% of contract value) as bank g uarantee/TDR before the final order is issued. 2.9 Average annual turnover of Rs. 1 crore or more over the last three financial years, with documentary p roof. 2.10 Valid PSARA licence. 2.11 An office in Biswanath Chariali/Guwahati/anywhere in Assam, with proof. 2.12 All tender documents and annexures shall be duly filled in, signed, and submitted in the p rescribed format and proper sequence. Failure to comply with these requirements may render the bid liable for rejection.
• 3.Terms & Conditions 3.1 General
• a.Submission is a two-bid system: Technical Bid and Financial Bid.
• b.Initial contract term: 1 year from commencement, extendable on the same terms subject to satisfactory performance and approval of the competent authority. Either side may terminate on o ne month’s written notice without compensation beyond dues owed. The Associate Dean, BNCA (w ith Vice Chancellor, AAU approval) may extend or terminate at any time without assigning reasons .
• c.Wages must not be less than the Assam Labour Welfare Dept.’s minimum wage notification curre nt at the time of tender publication, and must be credited to each worker’s bank account by the 7t h of the following month, independent of whether BNCA has cleared the Provider’s bill. Proof must be submitted to the Associate Dean’s office.
• d.Service charge must be at least 1%.
• e.Guards must be Indian citizens, at least 18 years old, physically fit (Govt. Medical Officer certific ate required), and in contractor-supplied uniform with photo ID countersigned by BNCA. Deployed personnel remain employees of the contractor only and cannot claim regularization or benefits fro m BNCA.
• f.All operational material — torches, batteries, uniforms, whistles, vehicles for night patrol — is the contractor’s responsibility; whistles must be blown at regular intervals on night duty, and guards may not carry bedding or sleep on duty.
• g.On receipt of the Letter of Intent/Work Order, the Agency must submit manpower lists (Superviso r, Armed and Unarmed Guards) with IDs for clearance, verify credentials, obtain police clearance a nd a Labour Licence under the Contract Labour (R&A) Act 1970 within one month of commenceme nt, and share authorized contact details.
• h.The Agency and its personnel must follow all BNCA safety/security rules, submit to checks, and ar e liable for any loss BNCA suffers from non-compliance, recoverable from the security deposit or d ues.
• i.BNCA is not liable for injury, loss or compensation to personnel deployed by the Provider in the c ourse of their duties.
• j.Deployed personnel must not be alcoholics or drug addicts, must maintain discipline and good ch aracter, and may not carry smartphones/camera phones on duty. Penalties levied by BNCA may n ot be passed on to individual guards.
• k.The Provider must supply its own patrol vehicle at its own cost; BNCA bears no POL charges. 3.2 Responsibilities of the Service Provider
• a.Hold a valid Contract Labour (R&A) Act 1970 licence throughout the contract, maintain statutory records, and comply with the Child Labour (Prohibition and Regulation) Act 1986.
• b.Ensure weekly rest for deployed staff; any breach of labour-law provisions or submission of mater ially incorrect statutory filings makes the Provider liable to pay BNCA any sum claimed, without pre judice to other liability.
• c.Take reasonable precautions against unlawful conduct by its employees and protect BNCA perso ns/property.
• d.Disputes are settled at BNCA’s discretion by a Sole Arbitrator whose award is final; jurisdiction is Biswanath only.
• e.Employees may not engage in trade union activity/agitation on campus — violation may mean i mmediate termination.
• f.Obtain necessary licences and maintain required statutory registers; the authorized representati ve must visit BNCA when called upon.
• g.No BNCA premises may be used for residential purposes without prior approval; all items in/out a re subject to gate-pass checks; premises may only be used for the contracted purpose.
• h.The Provider must arrange its own transport, accommodation, canteen and medical facilities for i ts staff (BNCA has no liability), may not sublet/assign/sub-contract the work, and must supply liveri es (uniforms, socks, belts, badges, raincoats, gumboots, winter wear, whistles, lathi, torches) at its own cost.
• i.The Provider bears full responsibility for employment-related disputes involving its staff, must ma intain Institute decorum, and — if it abruptly stops work — is liable for BNCA’s additional cost of alt ernative arrangements plus forfeiture of the security deposit.
• j.The Vice Chancellor, AAU’s decision is final on any dispute over interpretation of contract terms.
• k.Personnel must be free of communicable disease (medically examined at the Provider’s cost, incl uding on BNCA’s direction); anyone committing misconduct may be barred from the premises by B NCA.
• l.The Provider is liable for losses arising from its personnel’s non-compliance with safety rules (rec overable from the deposit/dues), must maintain a first-aid box, and bears sole liability for any accid ent or death of its personnel on duty.
• m.An unfit guard must be replaced immediately on BNCA’s finding, with the Officer-in-Charge’s deci sion final; any change of posted personnel needs the Officer-in-Charge’s prior approval.
• n.BNCA may alter contract terms at its discretion. The Provider must submit, for each guard, bio-da ta with present/permanent address, Aadhaar/Election card, photograph and Police Verification Cert ificate, and issue statutory ID cards.
• o.Should the Provider or personnel be found complicit in theft, BNCA may forfeit the security deposi t and terminate immediately. BNCA is not liable for injury/loss of life of deployed personnel.
• p.No single guard may be posted continuously at one place for more than a month; duty hours follo w current Labour Law.
• q.Once accepted, rates remain fixed for the full contract period (including extensions). Incomplete bids or those failing any condition are liable to rejection; BNCA is not bound to accept the lowest or any bid, and may reject all or part of a bid, or accept a bid as it deems fit, without assigning reason
• s.3.3 Statutory Compliance The Service Provider is solely and fully responsible, at its own cost and risk, for compliance with all applica ble statutory obligations — including the Contract Labour (R&A) Act, Minimum Wages Act, Payment of Wag es Act, Employees’ Provident Fund Act, ESI/Workmen’s Compensation Act, Payment of Bonus Act (as amen ded), Fatal Accidents Act, Gratuity Act, PSARA 2005, Arms Act 1959, and any other applicable law — includ ing payment of Government taxes, levies, duties, GST, and (where not covered by ESIC) equivalent medica l/health-insurance reimbursement and comprehensive insurance. Any liability BNCA incurs due to the Provi der’s non-compliance is recoverable from dues, the security deposit, or the Provider’s assets through due process. Related registers, challans and documents must be produced for verification on demand, and PF/ ESIC (or equivalent) challans must accompany the monthly bill. The Provider shall register all employees w ith PF/ESI authorities before commencing, deposit employer and employee contributions monthly, pay stat utory bonus per the Payment of Bonus (Amendment) Act 2015, and ensure wages for a given month reach each worker’s bank account by the 7th of the next month (facilitating account-opening where needed). Le ave, including maternity leave, must be managed via substitute deployment so security coverage is never compromised. BNCA’s determination on compliance or breach is final and binding. COVID-19 protocols fra med by the Government must be followed, and deployed personnel must be vaccinated. 3.4 Permits and Licences The Service Provider must secure and pay for all licences/permits (including a valid PSARA licence, with pr oof) needed to comply with applicable laws, and must indemnify BNCA against any claim arising from its fa ilure to do so. 3.5 Payment
• a.Monthly bills (duplicate, with supporting documents) must be submitted by the 10th of the following month; BNCA releases payment within 30 days of receipt, verification and certification, a nd may recover any amount due to it from the bill or the security deposit.
• b.Penalties for Service Level violations are computed each payment cycle and adjusted against the following month’s payment.
• c.Salary remittance must be through bank account, with a monthly bank statement furnished alon gside the bill; verified complaints of non/part-payment to guards will be recovered from the Provider and paid to the affected personnel.
• d.No interest claims will be entertained for payments withheld due to discrepancies or administrati ve delay beyond BNCA’s control. The Provider alone is liable for all dues to its manpower; BNCA be ars no liability for these.
• e.From the 2nd month onward, each claim must include: bank deposit statement per guard, EPF c hallan, ESIC/equivalent payment proof, bonus reflected in the wage register/slip (if paid monthly), GST payment proof, and any other substantiating document.
• f.Payment is by Cheque/NEFT/RTGS to the Provider’s furnished bank account; no payment is made without proof of payment, and all bank charges are borne by the Provider. 3.6 Income Tax and Other Deductions Income tax and other statutory deductions are made from the monthly bill as per law; a certificate is issue d after deposit with the Income Tax Department. 3.7 Office Address For 24x7 support, the bidder must maintain an office in Biswanath Chariali (preferred)/Guwahati/anywhere in Assam with landline, mobile and fax, monitored from its local/head office in Assam, and must nominate a point of contact for emergencies. 3.8 Legal Dispute A party with a pending legal issue/dispute/petition against BNCA (or vice versa) is barred from bidding; an y bid submitted in such a case will not be considered. 3.9 Staff 9.1 Personnel must be strong, mentally sound, trained, disciplined and medically fit (preferably normal visi on without glasses). 9.2 All personnel must be 18+, well-trained and of verified high integrity (including police-case checks), wi th basic knowledge of emergency communication, fire-fighting and extinguisher use, and must assist exter nal fire-fighting services during major emergencies as directed. 9.3 Category-wise requirement: Security Supervisor (Highly Skilled) – 1; Armed Security Guard (Skilled) – 2 ; Unarmed Security Guard (Skilled) – 15; Total – 18. Numbers may increase/decrease as per BNCA’s need, with wages adjusted proportionately. 9.4 On commencement, the Provider must furnish staff/Supervisor bio-data and contacts, complete police verification, issue ID cards, and ensure all entries/exits and item movements are properly logged and chec ked; BNCA items may only be moved with a valid document/gate pass. 3.10 Rate Rates quoted in the Price Bid are fixed for the full contract period and deemed inclusive of all expenses of providing the service. Unrealistic or non-profitable bids may be rejected, though the bidder will be given a chance to justify them; BNCA may require any bidder to justify its offer. 3.11 Jurisdiction Courts within Biswanath Chariali’s local limits have jurisdiction, subject to the Arbitration Clause. 3.12 Settlement of Disputes Parties will first attempt amicable resolution through direct negotiation. Failing that, either party may give notice of intent to commence arbitration; no arbitration proceeds without such notice, and it may be com menced before or after delivery of services. 3.13 Arbitration Unresolved disputes go first to the Vice Chancellor, AAU; if still unresolved, to a Sole Arbitrator appointed u nder the Arbitration & Conciliation Act 1996 (as amended, including the 2015 Amendment). 3.14 Confidentiality Confidential Information (BNCA property, equipment, labs, employees, projects, documents, communicatio ns, etc.) may not be disclosed in any form to any outside party; internal disclosure is limited to staff/officer s who need it for their job or security duties. 3.15 No Compensation for Alteration or Restriction of Work If BNCA reduces or discontinues part of the contracted services, it need only give written notice; the Provid er has no claim to compensation for any resulting loss of profit or advantage, nor for any alteration to the original contract. 3.16 Theft and Pilferage On any theft/pilferage, the Provider must investigate with the administration and, if warranted, lodge a poli ce complaint. If its personnel are found guilty, or the loss results from their negligence, the Provider must make good the loss immediately or it will be recovered from the security deposit, in addition to any penalt y BNCA deems fit. 3.17 Indemnity and Guarantee The Provider must indemnify BNCA and its officers/employees/guests/agents against all third-party claims (property loss, theft, damage, personal injury or death) and maintain insurance for all insurable liabilities ( Motor Vehicle Act, Workmen’s Compensation Act, Fatal Accidents Act, Personal Injuries Insurance Act, etc.) throughout the contract. It must also indemnify BNCA against claims/suits from its own employees and an y consequence of labour-law issues or personnel misconduct; the Centre Director, BNCA’s decision is final. 3.18 General A conviction involving moral turpitude against the Provider or its employees during the contract gives BNC A the exclusive right to terminate without any compensation to the Provider. 3.19 Penalty Fines/penalties may be imposed by the Centre Director/Authorized Officer (in addition to GeM SLA penaltie
• s)for lapses, as follows: Deficiency Penalty Failure to comply with any contract term Rs. 1,000 per occasion, plus recovery of any r esulting loss Personnel found negligent, lethargic or sleeping on duty Rs. 1,000 per person per occasion Absence from duty Rs. 500 per duty Any violation/shortcoming affecting service quality or In stitute decorum Rs. 1,000 per occasion Failure to deploy required manpower Price Bid Part II rate recovered, plus Rs. 1,000 per duty Penalties are computed each payment cycle and adjusted against the following month’s payment. Three c onsecutive months with penalties ≥15% of that month’s invoice value entitle BNCA to terminate the contr act and/or forfeit the Performance Bank Guarantee. Total penalty is capped at 30% of the monthly paymen t at any time; exceeding this also entitles BNCA to terminate. 3.20 Termination of Contract The contract terminates: a. On expiry, if not extended. b. At BNCA’s discretion for unsatisfactory performa nce or any other reason, on one month’s notice. c. On one month’s notice for any reason, including orders mandating termination. d. Automatically, if the Provider or its employees file any legal petition against BN CA over labour matters, or if its employees strike/agitate. e. On three months’ advance written notice fro m the Provider, stating reasons, if it wishes to discontinue. f. Immediately, with forfeiture of the full securit y deposit (plus recovery of costs of alternative arrangements), if the Provider suspends services without no tice. g. If any information in the tender is found false/incorrect at any stage. h. Immediately and without no tice, with forfeiture of the security deposit and debarment from future BNCA work, if documents/bills/challa ns relating to mandatory proof of minimum wages, statutory payments or bonus are found manipulated. i. I f the bidder/successful bidder engages in corrupt or fraudulent practice — i.e., offering/giving/receiving an ything of value to influence a public official in procurement/execution (“corrupt practice”), or misrepresent ing facts to influence the process to BNCA’s detriment, including collusive bidding to fix non-competitive p rices (“fraudulent practice”). Annexure 1 — Undertaking (On non-judicial stamp paper of Rs. 100, notarized; printed on company letterhead) I/We, ___________________________, Son/Daughter of ___________________________, resident of ________________ ___________, solemnly pledge and affirm:
• a.That I/we am/are the proprietor/partner/authorized signatory of M/s ___________________________.
• b.I/we have gone through all terms and conditions of the tender document (including GeM SLA, ann exures, schedules) and agree to abide by them.
• c.I/we agree to abide by any further terms enforced by BNCA Authority.
• d.The rates quoted are valid and binding for the full contract period, and are certified as the lowest quoted to any other Institution/University/Office in India.
• e.The EMD of Rs. 1,20,000 (Rupees One Lakh Twenty Thousand) submitted by me is enclosed vide ___________________________ dated ___________________________.
• f.I/We authorize the Associate Dean, BNCA, Biswanath Chariali to forfeit the EMD for delay or failur e to supply the required service/quality within the appointed time.
• g.I/We declare we have never been blacklisted or subject to debarring action by any Central/State Government Department/PSU/Board/Corporation.
• h.I undertake to supply guards/supervisors per the tender/supply order within the stipulated period.
• i.I shall vacate any office space provided before submitting the final bill of the contract period.
• j.I shall not discontinue the Security Service even if payment is delayed by the authority.
• k.M/s ___________________________ has not been prosecuted or declared a defaulter by any Governm ent agency, and no CBI/FEMA/Criminal/Income Tax/VAT/Sales Tax/Labour Law/blacklisting proceedi ngs are pending or contemplated against the firm. Date: ___________ Signature of Bidder: ___________________________ Place: ___________ Full Name: ___________ ________________ Designation: ___________________________ Annexure 2 — Declaration I, ___________________________, Proprietor/Partner/Director/Authorized Signatory of M/S _____________________ ______, competent to sign this Declaration and execute this tender on the agency’s behalf, have carefully r ead and understood all terms and conditions and hereby accept them. The information/documents furnish ed are true and authentic to the best of my knowledge; I am aware that furnishing false information/fabric ated documents will lead to rejection of the tender and possible prosecution. I have read GeM Bid No. _____ ______________________ dated ___________________________, understood its terms, and agree to abide by them . Name of Bidder: ___________________________ Designation: ___________________________ Signature: ___________ ________________ Seal: ___________________________ (To be sealed by the authorized signatory and enclosed with the technical bid.) Annexure 3 — Certificate of Turnover for Last Three Financial Y ears I/We, M/s ___________________________, bidder for Security Services on annual contract, confirm the firm’s to tal annual turnover for 2023-24, 2024-25 and 2025-26 is Rs. ___________________________ or more, with aver age turnover Rs. ___________________________, broken down as: Sl. No Financial Year Annual Turnover (Rs.) 1 2023-2024 2 2024-2025 3 2025-2026 Certificate by Chartered Accountant: I/We, ___________________________, Chartered Accountant, certify t he above turnover figures for M/s ___________________________ are true and correct as per its Books of Accou nts and records. Signature & seal of Chartered Accountant (with UDIN No.) _____________________ Signature of authorized pe rson of firm/bidder _____________________ Annexure 4 — Schedule of Work Done by the Firm/Bidder (Experience providing security service at an educational institute of national repute, with a single contract covering at least 40 security personnel.)
• 1.Name of firm/bidder: 2. Telephone/Mobile No: 3. Official address: List of works completed satisfactorily in the last 3 years, nearest to the tendered amount: Sl. No Name of Work Location/Place Value Name of Organization 1. 2. 3. 4. 5. 6. 7.
• 8.Enclose completion certificates and copies of the relevant work orders/agreements. Signature of authorized person of firm/bidder _____________________ Annexure 5 S
• l.N o Details Docum ents Re quired P a g e N o 1 Name of bidder/firm/security service provider 2 Detailed address with telephone no. of Office/Residence/mobile 3 Professional qualifications relevant to these services (Y/N; enclose certificates) YES/NO 4 Experience providing security service in institutions (including ongoing assignments) 5 Trained personnel team for such services (details, if yes) 6 Worker engagement/pre-induction training details 7 Trade licence for these services (attach copy) 8 Annual turnover for last 3 years (audited) 9 GST registration (mention number) 1 0 Income tax registration (mention number) 1 1 PAN card (mention number) 1 2 Financial strength to invest Rs. 2–4 lakh initially (furnish proof) 1 3 Labour Licence (proof) 1 4 Armed Security Licence 1 5 Self-declaration of financial statement (separately for each partner in a JV/Partnership)
• I.Cash at Bank II. Current Assets III. Current Liabilities IV. Working capital available
• V.Annual turnover, last 3 years 1 6 Applicant’s arrangement for finance 1 7 Own sources 1 8 Borrowed capital, incl. bank/others (specify) 1 9 Enclosures (strike out inapplicable): 1. Professional qualification certificates 2. Experie nce certificate/work order 3. Last 6 months’ bank statement + last 3 years’ audited bal ance sheet 4. Income tax & GST clearance certificates 5. Declaration on present establ ishment (brief description) 6. Audited balance sheet, last 3 years Submit ted/Not submitt ed for e ach Place: ___________ Signature of authorized person of firm/bidder _____________________ Date: ___________ Wit h seal, if any Form of Technical Bid S
• l.N o Particulars To be filled by bidder Pa ge No 1 Name and address of the Agency 2 Detailed cost of tender 3 Details of EMD (refundable) 4 Date of establishment of the Agency/Contractor 5 Registration details of the Agency/Contractor (copy enclosed) 6 Registered and licensed with all concerned authorities — Labour Licence, Trade Lic ence, ESI, EPF, Contract Labour (R&A) Act 1970, PSARA 2005, etc. (copies enclosed ) 7 PAN/TAN/GST certificate (copy enclosed) 8 ESI, EPF and GST payment details, last six months 9 Audited Balance Sheet and ITR, last three years. 1 0 Annual turnover, last three years, per Annexure 5 1 1 Solvency certificate 1 2 Experience providing security service at a reputed educational institute, single con tract of 40+ personnel (proof furnished) 1 3 Track record of catching/preventing unlawful activity during service (records, if any ) 1 4 Other work experience details 1 5 Performance certificate from last institution Non-submission of valid supporting documents may result in rejection of the bid. Signature of the Bidder Full Name: _____________________ Mandatory technical-bid documents:
• 1.Form of Technical Bid
• 2.Registration of Firm/Agency
• 3.Valid Form Q
• 4.Valid PSARA licence
• 5.Duly notarised Undertaking — Annexure 1
• 6.Valid Trade licence
• 7.Valid Labour licence
• 8.Armed security licence
• 9.Declaration — Annexure 2
• 10.Annual turnover certified by CA — Annexure 3
• 11.Proof of providing security to 40+ personnel — Annexure 4
• 12.Solvency certificate from a nationalised bank
• 13.Annexure 5 Place: ___________ Signature of authorized person of firm/bidder _____________________ Date: ___________ Wit h seal, if any