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REQUEST FOR PROPOSAL (RFP)







for







RUNNING THE CANTEEN AT IMG












INSTITUTE OF MANAGEMENT IN GOVERNMENT
THIRUVANANTHAPURAM

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TABLE OF CONTENTS
General Notice 4
1. Instructions for bidders 5
1.1 Eligibility criteria 5
1.2 Schedule of submitting proposal 5
1.3 Purchase of RFP document 5
1.4 Packaging and identification 6
1.4.1 First Cover General and Technical Bid 6
1.4.2 Second Cover Commercial Bid 6
1.4.3 Common cover 6
1.5 Clarifications on RFP document 6
1.6 Amendment to RFP document 6
1.7 Proposal format 7
1.8 Part I : General and Technical Bid 7
1.9 Part II : Commercial bid 7
2 Vender Selection 7
2.1 Evaluation of Commercial Bid 8
2.2 Negotiation with Successful Bidder 8
2.3 Disqualifications 9
3 General Conditions of the Contract 9
3.1 Payment Schedule 9
3.2 Suspension 9
3.3 Signing of Contract 9
3.4 Performance Bank Guarantee (PBG) 9
3.5 Liquidated damage 9
4 Qualifying Information 10
4.1 Scope of the work 10
4.2 Items provided by IMG 13
4.3 Allotment of Trainees 13
4.3.1 Timing 14



4 .3.2. Nature of Service in the Dining Halls 14
4.3.2a Non AC Dining Hall at ETC and Non AC Dining Hall at Old Block 14
4.3.2b AC Dining room at New ETC 15
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4.3.3 Health and Hygiene 15
4.4 Disputes 17
4.5 Special Conditions 17
4.6 Security Deposit 18
5 Contractual Terms & Conditions 19
6 Formats for Information Required from Bidders 20
6.1 Form I – Covering Letter 21
6.2 Form II – Applicant Information Form 22
6.3 Form III – Format for Technical Proposal 23
6.4 Form IV : Commercial Bid Format 29

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General Notice
Institute of Management in Government (IMG) the Apex Training Institute for the
state of Kerala, for imparting training, invites sealed RFPs with detailed proposals
from interested applicants to run their canteen for providing food and refreshments
for a period of one year starting from the date of finalisation of the successful
bidder.

Interested applicants are invited to submit their proposal (technical bid) with
commercial bid on or before 18.12.09 at 3 PM on the address mentioned below.
Interested organisations can contact IMG for a detailed scope of work and the
facilities available at the below mentioned contact details. Documents may be
obtained from the O/o the Director, IMG on cash payment of Rs.5300/- + 12.5%
VAT on all working day during office hours. The amount so paid is not refundable.
Those bidders who have not paid for RFP document have to procure a Demand
Draft from nationalised bank in favour of Director, IMG, Thiruvananthapuram for
the cost of RFP document and include it in the RFP as a separate cover as first
document. RFPs of those bidders who have not paid their RFP cost will not be
entertained.

The successful bidder will be required to sign an agreement in a form approved by
IMG for the finalisation of the contract. But the written aspects of the RFP by the
owner will be binding agreement between the Institute and the bidder, whether
such contract is not subsequently entered into.
Interested organizations can contact IMG for a detailed scope of work,
guidelines for submitting the proposals at the below mentioned contact details.
Administration Division, O/o the Director, IMG
Phone Number : 0471-2304229 (O)
Fax No. : 0471-2302391 (Fax)
E-Mail : [email protected]
Website : www.img.kerala.gov.in
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1. Instructions for bidders
1.1 Eligibility criteria :
1.1.1 The bidder should be a registered company under the company’s Act
1956 or under partnership Act/proprietorship act for catering work.

1.1.2 The vendor should have minimum of 5 years experience in running an
institutional canteen of which 2 years of service should be in an
academic/training/research institutions.

1.1.3 The firm should have at least one member/employee who have degree
or diploma in catering technology/hotel management.

1.1.4 The firm should have at least an annual turnover of Rs.40 lakhs for the last 2
years.

1.2 Schedule of processing proposal
Sl.
No
Event Date Time Venue
1. Date for opening of eligible technical bid 18.12.09 3.30 pm IMG, Tvpm
2. Evaluation of bids by the Committee 23.12.09 3.30 pm IMG, Tvpm
3. Pre-qualification of bidders 23.12.09 4.30 pm IMG, Tvpm
4. Opening of commercial bids 24.12.09 3.30 pm IMG, Tvpm
5. Commissioning of selected bid 30.12.09 3.30 pm IMG, Canteen
1.3.Purchase of RFP document :
The document can be obtained from the O/o the Director, IMG on
cash payment of Rs.5300 + 12.5% VAT on all working days during office
hours. The amount so paid is not refundable. The RFP of those bidders who
have not paid RFP cost would not be entertained. All proposals shall be
addressed and submitted to Director, IMG, Vikas Bhavan P.O,
Thiruvananthapuram.
Applicants are not permitted to modify, substitute or withdraw the proposal
after submission.

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Those bidders who have not paid for RFP document cost have to procure a
Demand Draft from nationalised bank in favour of Director, IMG,
Thiruvananthapuram for the cost of RFP document and include it in the RFP
as a separate cover as first document. RFPs of those bidders who have not
paid their RFP cost will not be entertained.
1.4 Packaging and identification: Each proposal submitted by the bidder shall
have 2 parts.
1.4.1 First Cover - General and Technical bid :The bid shall contain all
documents mentioned in the eligibility criteria for selection along with an
EMD for Rs. 87,500/- in the form of demand draft drawn in favour of
Director, IMG payable at Thiruvananthapuram along with Technical
proposal. The bidder shall submit Technical proposal with EMD in one
envelope sealed and labelled "General and Technical bid for IMG
Canteen"
1.4.2 Second Cover - Commercial Bid : This bid shall contain commercial bid in
the form as mentioned in Form No. IV. Bidder shall submit the bid in
another envelope. The envelope should be sealed and labelled “Commercial
bid for running IMG Canteen".
1.4..3. Common Cover : Both covers shall be enclosed in a sealed common cover
labelled “Bid for running canteen for IMG”.

The bidder shall bear all cost associated with preparation and submission of
bids and presentation of the proposal if bid is technically qualified.
The RFP document is not transferable. Only the party who has purchased
this RFP document shall be entitled to submit their quote and proposals.

1.5 Clarifications on RFP document: IMG shall make best efforts to respond
to any clarification on RFP document. Such requests can be made in
writing.
1.6. Amendment to RFP document : At any time before the bid time for
submission of bids IMG may have any reason whether it is own initiative or
in respect to a clarification required by a prospective bidder modify
the RFP document by amending, modifying and or supplementing the same.
All prospective bidders who have received this RFP document
shall be made notified of any amendments in writing or by e-mail
and/or post and all such amendments shall be binding on them
without any further Act or deed on IMG’s part. In
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the event of any amendment IMG reserves the right to extent the date for
submission of the RFP document to allow prospective bidders reasonable
time in which to take the amendment into account while preparing the RFP
documents.
1.7 Proposal format : The bidder is expected to examine all the instructions,
guidelines, terms and conditions and formats in RFP. Failure to furnish all
the necessary information as required by the RFP or on submission of a
proposal not substantially responsive to all the aspects of RFP shall be at
bidder’s own risk and may be liable for rejection.

The proposal as mentioned shall be submitted in 2 parts. Each part shall
include the following information.
1.8 Part I : General and Technical bid : This bid shall contain the following
documents.
a. Form I - Covering letter
b. Form II & III along with documents to prove eligibility criteria
c. The procedure by which you intend to do the work of running the
canteen (Technical bid).
1.9. Part II : Commercial bid : Applicant shall clearly mention unit rates and
total amount if applicable for each item. Any discrepancy between words
and figures noted against each item of RFP document and between unit
rates and total amount, the decision of IMG will be final and binding on the
proposals. Total of each item and grand total, if any shall be clearly
written. Clerical and arithmetical mistake may result in rejection of RFPs.
The rates quoted by the bidder shall be fixed and no variation will be
allowed under any circumstances during the entire period of the project.
No open bid shall be entertained and the same is liable to be rejected
straight away. Price quoted shall be inclusive of all taxes. All prices
should be quoted in Indian rupees.

2. Vender selection : All evaluation will be carried by IMG
approved evaluation committee. The evaluation committee will
prepare a list of firms based on the compliance to all the terms
and conditions of the RFP document. The applicants who do not
confirm to the RFP document conditions and proposal from firms
without adequate capabilities as per RFP document requirement
shall be straight away rejected (without specific reason.). All
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eligible applicants will be considered for further evaluation. The decision of
IMG will be final in this regard.
Depending on the evaluation criteria mentioned below, each technical bid
will be assigned a technical score out of a maximum of 90 points and 10
points for the financial bid. The bidder who get technical score of more
than 50 will qualify for the evaluation of commercial bid. Weightage
assigned during technical evaluation shall be as follows :

Experience of bidder in running canteen for
Govt. owned academic Institutions - 25%
Evaluation of proposal for
running the canteen - 25%
Onsite facility evaluation - 20%
Catering competence as evidenced by
technically qualified and experienced personnel - 15%
Any other the committee feel appropriate - 5%
2.1. Evaluation of Commercial bid : All prices shall be inclusive of taxes. Total
value of the price shall be arrived at based on the total value quoted under
each cateogory other than STP and the proportion of the gross value derived
from each category (NLP, GOI and OSP) of programme. For this purpose
the proportion is as follows :
STP - Standard and fixed
NLP - 0.04
GoI - 0.025
OSP - 0.025
Individual items - only indicative
2.2. Negotiation with successful bidder : IMG reserves the right to negotiate
with the successful bidder. Successful bidder may be called for negotiation
for improvement of terms and references, scope of work and commercial
terms
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2.3. Disqualifications : IMG in its sole discretion and at any time may disqualify
any vender from the bid process if the applicant is found to have record of
poor performance such as abandoning work, not properly completing contact,
inordinately delaying in completion, being involved in litigation or financial
failures.
3. General Conditions of the Contract
3.1. Payment schedule : Payment will be made on completion of training
programme, and within two weeks from the submission of bill approved by
facilitator/Departmental Co-ordinator

3.2. Suspension : IMG may by written notice suspend all payments to the vender
hereunder if he fails to perform any of his obligations under this contract
including the carrying out of the service provided. Such notice of suspension
shall specify the nature of failure and shall request the vendor to remedy such
failure within a period not exceeding 30 days after the receipt of such notice.
3.3. Signing of Contract : On acceptance of the bid the qualified bidder and
IMG shall promptly and in no event later than 7 days from the date of
acknowledgement of the letter of acceptance, sign the contract. This shall be
subject to the furnishing of performance bank guarantee.

3.4. Performance Bank Guarantee (PBG): A Performance Bank Guarantee
(PBG) amounting to Rs.3.5 lakhs has to be furnished by the successful bidder
within 2 weeks of entrustment of assignment. This amount is reduceable to the
extent of EMD by the bidder. The PBG format shall be communicated to the
successful bidder, at the time of entrustment of the assignment by IMG.
The PBG is required to protect IMG against the risk of selected vendor’s
conduct, which would warrant the PBGs forfeiture. Upon furnishing of the
Performance Guarantee by the successful bidder, IMG shall notify the other
Bidders that their Bids have been unsuccessful and shall discharge the EMD
to unsuccessful Bidders.

3.5. Liquidated damage :
In the event of delay in starting the canteen, irregular conduct/ furnishing all
deliverables, the bidder shall be liable for a penalty at the rate of 2%
10
of the contract value due for that week and up to a maximum of 10% depending
on the nature of the irregularity and after which IMG shall be at liberty to cancel
the award. For this purpose, part of a week shall be considered as a full week.

4. Qualifying Information
Sl.No Details requested by IMG Documents/Details
furnished
1. Status of ownership of the firm (whether proprietary
partnership or company)

2. Statutory Registration
3. No. of Manpower (Qualified skilled and unskilled) with
experience available with the firm as on date as per the
muster roll

4. Annual turnover of the firm for the last 5 years
5. No. of years of experience in similar contract execution
(clientele details to be provided)



4.1 Scope of the work
Institute of Management in Government (IMG), an autonomous body constituted
by the Government of Kerala and designated as the Apex Training Institute for the
state of Kerala, is entrusted with the responsibility of training the government
officials. Hospitality of trainees form part of our responsibility and IMG has the
obligation to provide Breakfast, Lunch and Dinner (as the case may be) for its
trainee population

IMG main campus, Vikas Bhavan, Thiruvananthapuram has 80 employees and more
than 250 trainees using the canteen on an average. IMG has setup a modern canteen
with modern kitchen, kitchen equipments and amities to cater to the needs of its
staff and trainees at the ETC and a kitchen at Barton Hill to cater to the need of the
trainees staying at Hostel. The kitchen at ETC has to cater to the needs of
following 5 dining facilities.
a. Common a/c dining hall with a seating capacity of 80 for staff and
trainees of STP & OTH (in new ETC).

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b. Common non A/C dining hall with seating capacity of 110 for staff
& trainees of STP & OTH (in the old block).
c. AC dining hall for externally funded/ GOI programmes with 80
seating capacity (in new ETC).
d. VIP AC dining room for VIPs and guests (in new ETC).
e. Two mini dining hall adjacent to dining
hall at Old Block exclusively ear marked
for the staff and faculty.
f. A dining facility at the hostel to serve breakfast and dinner for
trainees staying in the hostel (At hostel at Baton Hill).

In the hostel, adjacent to the dining hall, there is a kitchen space where the
caterer will have to cook bed-tea breakfast and dinner to the inmates for which
gas cylinders will be made available along with kitchen utensils. As and when
required special dinner will have to be arranged in the IMG premises,
quadrangle, etc. as instructed by IMG for which negotiated prize will prevail.
The caterer will have to serve food in all the 5 dining halls. Requirement of
quantity of food and quality of service vary from programme to programme.
Irrespective of the programme, standard breakfast and dinner is to be provided in
the dining hall in the Hostel at Barton Hill.

For special programme as per the requirement of IMG, the caterer has to provide
high tea, high quality breakfast/ dinner as per the mutually agreed rate.

IMG has the mandate for rolling out nearly 2000 training programmes per year
under 5 categories of which 600 are conducted in Head quarters itself and this
proposal is for catering to the needs of the same. The categories of program are
1. State Training Policy (STP) - Programmes coming under State Training Policy
2004 – 92% programmes are under this category.

2. National Level Programmes (NLP) – National Level Programmes with instate



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participants nearly 3-5%
3. Government Of India Sponsored Programme(GOI/DoPT sponsored TDPs) – Nearly 2-
3% programmes with outside state participants
4. Other Sponsored Programmes (OSP) – Nearly 2-3% programmes funned
by external agency.
5. Others (OTH) – other training programmes run by IMG using our fund.
Infrastructural establishment facilities like space, furniture, utensils, crockery,
various storage facilities will be provided to the caterers by IMG. The caterer's
main liability will be on material cost and labour cost. Contractor may please
note that around 75 breakfasts, 300-400 lunches and 75 dinner are to be served on
an average per day.

For the state training policy programme the contractor have to abide by a
standard rate as approved by Government and serve Kerala style veg./non-
veg. menu. This rate will be subject to change as per Govt. policy. This is
applicable for STP training programme only.
The contractor has to provide specific menu with rate as per the requirement
except for the STP programmes (option rests with bidder).

• National Level Programme with participants - Kerala style special meals will
from inside State have to be provided with
additional items
• Sponsored National Level Programmes (GOI) - 3 star menu
with outside State participants
• Other special programmes which is paid by external
agencies with its rate depending on the
funding pattern. - 2 star to 3 star menu
• OTH - same as STP menu
Appraisal of Quality
Quality of food and service will be evaluated from the course-end evaluation
proforma filled by the participants .


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4.2 Items provided by IMG
• One full fledged kitchen, kitchen space at hostel and six dining areas
• Space - 80 seats each in A/C dining, 100 seats non AC dining at old block,
and 8 VIP dining room.
• Electricity
• Furniture
• Food lines
• Water
• Kitchen equipments such as boilers, steamers
• Plates, Glasses, Spoons, cutlery, crockery and utensils
• Exhaust fans
• Fly removers/Pesto flash
• Refrigerator
• Cold storage
• Liquid soap dispenser (liquid soap to be provided by caterer)
• Tissue paper holder (tissue paper to be supplied by caterer)
4.3 Allotment of Trainees
There will be a permanent mechanism for allotment of STP trainees to the 2
Dining Halls.
In the ETC AC Dining Hall where there is a seating capacity for 80
participants trainees from Lecture Halls 4, 5, 7 and Computer Lab 2 and staff
members shall be provided lunch and two mid session tea – snacks, etc.

a. Dining room at old block - Seating for 110 participants. Here Trainees from
LH 3, 6, 8 and Computer Labs 1, 3 & 4.
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b. Dining for Staff
Adjacent to the dining hall at old block, a separate
portion is earmarked for staff with a seating capacity of
25. Here, lunch is to be provided from 1.00 pm to 1.45 pm
for which the caterer can decide whether they should
serve themselves from the food line in the Old Block
dining hall or else they should provide separate bowl
with food inside the dining area. Staff members are
eligible for a subsidy for which they will be producing the
coupon issued by the Institute for different servings.
Based on the coupon given back to the office the total
cost will be reimbursed by the Institute. Tea + snacks
during mid Forenoon and mid Afternoon have to be
served at their seats based on availability of the staff at
site.
4.3.1. Timing :
Since we are expecting not less than 250 – 300 trainees per day the
trainees lunch time will be in a staggered manner. 3 shifts timing ranging
from 12:45, 1 and 1.15 should be sticked on to. Course Secretaries of
courses concerned may arrange the same with the caterer. Any change in
timing will be intimated sufficiently early.
4.3.2. Nature of Service in the Dining Halls

4.3.2a. AC dining hall II at ETC and Non AC dining hall at old block.

When combined, 190 lunch have to be served at a time in both the halls.
Courteous and polite behavior of serving staff and clean environment is to
be ensured by the caterer. All curries except the special items (non-veg and
curd) should be served again on demand. The table once used, should
immediately be cleaned.
Mid session tea and snacks can be provided in the same place.



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4.3.2b. AC Dining room I at New ETC

This is earmarked exclusively for GOI sponsored programme, Other
Sponsored Programmes, and Trainer Development Programmes with
national participants (ie. Trainees attending classes in ETC training halls,
new seminar hall, old seminar hall and lecture hall II of old block). Here
also mid session tea and snacks can be provided in the dining room. But,
when there is a seminar, or on demand by Course Director/faculty, tea,
snacks, etc. should be provided near the Seminar Hall/ Class room (this will
be intimated to the caterers in advance. Here, IMG will be providing tables
and chairs, one food line, a trolley for removing waste and good quality
tablemats. The vendor should provide frilled skirting to the table, soup/
fruit juice should be served in the seat. Polite and courteous manner of serving
should be ensured.

4.3.2.c. It is the responsibility of the caterer to see that participants allotted to
specific dinning halls only dine from that facility. Any guest or
accompanying person other than participants should dine only with the
permission of concerned Course Director for which he / she will make
arrangements for payment of the same to the contractor.

4.3.3 Health and hygiene

4.3.3.1 IMG would like to have the workers medically certified from approved
Registered Medical Practitioner recognized by Indian Medical Council, to
be free from communicable and contageous diseases in addition to general
fitness.
4.3.3.2 On the basis of medical examination, IMG will provide canteen staff
with identity cards. Only those with IDs will be permitted to enter IMG
premises.
4.3.3.3. The Contractor will be responsible for the cleanliness and proper
maintenance of crockery, cutlery, cooking utensils, furniture, fixtures etc.
including that of kitchen & canteen halls.



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4.3.3.4.(a) A very high standard of hygiene must be maintained in all
respect. Quick, day-to-day disposal of waste material and
refuge shall be maintained. Failure in quick disposal of waste
will make the Contractor liable to pay fine, which may extend
upto Rs. 100/- per such occurrence when reported by the
Caretaker or any other IMG authority for the 1
st
two
occurrences and there after Rs.250/- per occurrence. IMG
reserves its right to take samples of all stores including
edibles/raw materials both perishable and non-perishable from
the canteen for the purpose of Inspection & Investigation and
get the same tested in laboratory with a view to maintain the
requisite standard of quality. Any irregularity or providing sub
standard items will lead to penalty including criminal
prosecution.
4.3.3.4(b) Cleaning of the dining spaces (at ETC
and hostel) and 3 wash areas (ETC,
Hostel and Old Block) are the mandate
of the caterer. As and when a table is
used and left, it should be cleaned.
Wash area should be cleaned once in
every 30 minutes when in use in order to
avoid chocking of waste. In case of
chocking there should be facilities
including manpower for rectifying it
with in one hour. The caterer has to
empty the waste bins kept at the wash
areas for disposal of tissue papers. When
the dining room is in use for lunch/
dinner, basket should be emptied twice.
Good quality cleaning detergent should
be used for cleaning washbasins and
floor of dining area and kitchen.
4.3.3.5. Canteen staff should have Uniform as a part of ensuring
cleanliness. Polite and respectable manner should be maintained
by all employees engaged by the bidder and as specified by
IMG from time to time.
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4.4. Disputes :
Every dispute, differences or question which may at any time arise
between the parties here to or any person claiming under them, touching or
arising out of or in respect of this agreement, or subject matter shall be
referred to the Director, IMG whose decision shall be final and binding on
all concerned.

4.5. Special Conditions:
4.5.1. The canteen shall be working for catering services during office hours on all
working days. The canteen will also function on Saturdays and remain closed
on SUNDAYS and other holidays unless specifically desired otherwise by
IMG. In case, the canteen is to be opened either on Sundays and Holidays
or is to be kept open beyond office hours, IMG has the option to direct
specifically to do so to the contractor based on the requirements of
conducting programmes.

4.5.2.a. IMG will periodically inspect functioning of canteen in all respect, with a
view to ensure hygiene and efficient services as well as in regards to
fulfillment of terms and conditions of this contract. Any, instructions issued
by the Inspecting Authority should be complied immediately and
compliance report be submitted to the IMG authorities. In case of repeated
failures or serious lacuna noticed on account of the contractor, right to
impose fine which may extend to count at one time for such lapses which
should be paid immediately by the contractor (as on 4.3.3.4). Not supplying
timely food/ low quality/rotten food etc. may reduce bill for such serving
from minimum 2 to maximum 10% of the bill for those programmes at that
time based on the decision of the Programme Committee. In case of
dispute, Director, IMG will take the final decision. On repeated instances
IMG may score a termination notice wherein the Contractor may be liable
for all the cost and damages for entrusting a new Contractor.

4.5.2.b The Course Directors will consolidate the course evaluation proforma
and report the programme committee, the rating regarding the
quality of food and serving, cleanliness of canteen and behaviour
of staff of canteen. Irrespective of the rating of the participants,
IMG may also device mechanisms for getting direct feedback from
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the participants about the quality, quantity and nature of service as
and when required. Any complaint/dissatisfaction will be
immediately brought to the notice of the bidder. Repeated failure (2
instances) may reduce the bill from minimum 2 to maximum 10%
of the bill for those programmes at that time based on the decision
of the Programme Committee.
4.5.3. The contractor will ensure that hazardous or inflammable item or
any other intoxicating materials are not stored in the canteen and its
premises.
4.5.4. The contractor/licensee shall not sub-let the contract to anybody. He
shall not use the space provided for stocking or keeping
goods/articles other than those needed for use in the canteen nor
shall he do any structural additions & alterations to the premises
without written sanction of the IMG management. The Licensee
shall not stock or sell any spirituous Liquors or any other intoxicants
within the said premises.

4.6. Security Deposit
The Licensee shall be responsible for all damages or losses to IMG
property made either by the licensee or his staff/worker and shall be
liable to make good any such loss or damages immediately failing
which the IMG will recover the same from the Security Deposit
and/or from his dues and intimate the contractor to re-imburse the
Security Deposit immediately.
4.6.1. The contractor shall display at a conspicuous place in canteen, the
list of items to be served for each meal in the dining space.
4.6.2. The contractor shall keep a complaint book duly numbered and get
the round seal of IMG affixed on each page to lodge the
complaint/suggestion, if any in regards to the services of the canteen.
The IMG authorities may inspect the complaint book from time to
time and issue instructions to rectify to contractor who will have to
submit his compliance report to IMG authorities.

4.6.3. Whenever a complaint or suggestion is lodged in the said
complaint book, the contractor will send the copy of the
same along with his compliance on it. Serious
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complaints may be viewed seriously and fine upto Rs.250/- per count can
be imposed by the IMG authorities which should be paid immediately,
failing which IMG shall be entitled to recover any losses, expenses or fines
imposed etc. from the dues of the contractor or from the Security Deposit
and the Contractor will have to reimburse short-fall Security Deposit due
to recovery, immediately.

4.6.4. The Bidder/Contractor must fulfill all the conditions mentioned above
failing which, the offer will be rejected summarily and the bidder will
have no right to question the same in any way.


5. Contractual Terms & Conditions

5.1 Canteen will be managed by a Committee including the officials and staff
of IMG.

5.2 The contractor shall comply with all the provisions as required under the
appropriate acts of Government and also statutory requirements as
applicable.
5.3. The contract will be initially for a period of 12 Months commencing from
the date of award of contract. IMG reserves the right to extend the
duration of contract for further period of a maximum of 12 months at a
time on mutually agreed terms and conditions if the service of the
contractor is found efficient.
a. Income Tax at source as applicable will be recovered from the
Running Account Bills.

b. The tentative menu is as listed in the commercial bid. Considering all
the items provided by IMG as mentioned, the contractor should
provide us more economical rates for our consideration and the
rates are negotiable if IMG feels so. Also the contractor has to
include any other item/s which IMG suggests to be included in the
menu at a mutually agreed basis.
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6 FORMATS FOR INFORMATION REQUIRED FROM BIDDERS

6.1 Form I – Covering Letter

Form I
Covering Letter
To
……………………
……………………
Proposal No:………………………………

We, the undersigned, wish to apply for the above referred project and declare the
following:

1. We have read the provisions of bid and confirm that these are acceptable to
us.
2. Having examining the proposal document, the receipt of which is hereby
acknowledged, we the undersigned offer to take canteen contract mentioned
in Scope of Work in full conformity with the mentioned terms of reference as
per proposal document.
3. We undertake, if bid is accepted, to commence work on this contract of the
canteen in accordance with ties scope of work.
4. If our bid is accepted, we undertake to provide a Performance Bank
Guarantee in the form and amounts within the timelines specified in the
Proposal.
5. We agree to abide by this bid, consists of this letter, the Price Schedules, the
Bid Security, the duly notarized written power of attorney, and Attachments
[specify : the number of attachments] to this proposal, for a period of bid
validity from the data fixed for submission of bids as stipulated in the
Proposal, and it shall remain binding upon us and may be accepted by you at
any time before the expiration of that period.
21

6. Until the formal final contract is prepared and executed between us, this bid,
together with your written acceptance of the bid and your notification of
award, shall constitute a binding contract between us.


Dated ………………….


Authorized Signatory (in full and initials):

Name and title of signatory :

Duly authorized to sign this Proposal for and on behalf of




















22

6.2. FORM II – APPLICANT INFORMATION FORM

Form II

General Information Form

Date…………………..

Sl.No Particulars Details to be furnished
Details of Primary Applicant
1 Name
2 Address
3. Telephone

4. E-mail
5. Fax
6. Website
Details of Authoriszed Personnel of Primary Applicant
7. Name
8. Address
9. Telephone

10. E-mail
Information about the agency
11 Status of Company (Public, Private partnership)
12. Registration details Date-
Ref No.-
13 Details of staff
14 Locations and address



23

6.3 Form III

Format for Technical Proposal

The canteen is having an area of 1000 sq.ft and infrastructure for cooking,
boiling, cold storage etc. In order to ensure quality of service by the caterers, the
following details desired by IMG may be furnished in the format given below.


1. Your interest in taking up the running of IMG canteen









2. How are you planning to run the canteen in terms of the following items.
A. Support to manage routine day to day working.










24


B. Making available expertise in varied types of ( Kerala, South Indian,
North Indian, Continental, Chineese etc.) cooking expertise













C. How are you arranging the manpower required for routine
functioning of canteen.
(please also specify the age group of people, educational background,
health statues, etc.)















D. How are you arranging the serving of materials during different
menu services?
Breakfast
25

Mid session tea





Lunch






Dinner






E. Also specify how different dishes like curries, pickles etc. are
served and the method of repeat serving






F. How will you undertake the cleaning activities of the
following? Please give the materials /process used and
frequency also.


1. Kitchen



26
2. Kitchen Utensils







3. Floor






4. Dining area




Tables/Chairs



Floor




Counter





Wash basins
27






Sink


G. How are you planning to dispose different waste coming out of kitchen
a. Kitchen waste



b. Dining waste



H. Give an account of the procuring method you would like to
follow for the following items.

1. Fuel for Kitchen


2. Non Perishable Item such as coffee, tea, Groceries)


3. Perishable items



Sl.No Item Mode of procurement Periodically
1. Fruits
2. Fish
28
3. Meat
4. Egg
5. Flour – rice, wheat, maida etc.


I. General cleanliness and health standards.
Please explain the method by which you will be able to provide a feeling
of cleanliness among the people who come for dining.












Also describe the procedure for periodical health check-up of all the
personnel employed in the canteen.








There is a requirement that the canteen staff should have proper uniform
with apron, cap, gloves etc. The bidder have to give details regarding
periodicity of cleaning/washing of uniforms.


29


6.4 FORM IV - COMMERCIAL BID FORMAT


Form IV
Commercial Bid Format


To,
The Director
Institute of Management in Government
Vikas Bhavan P.O
Thiruvananthapuram, Kerala

Proposal No: ………………………….
We, the undersigned, wish to apply for the above referred project and bid at
following price/cost:


















30
COMMERCIAL BID FORMAT
Rate/PlateCup
(inclusive of all taxes
& service charges)
(Rs) as quoted by bidder
Type of programme
Sl
No
Catering Item Rate/ Plate/
Cup(inclusive
of all taxes &
service
charges)
(Rs.)permissibl
e as per STP
guidelines/
OTH
Rate/ Plate/Cup
(inclusive of all
taxes & service
charges) (Rs.) for
programmers
quoted by bidder
NLP
(State
parti-
cipants)
GOI
(Naion
al parti-
cipants)
OSP
(Exter-
nally
funded)
1 Morning bed:
(a) Tea
(b) Coffee
(c) Milk

2 Breakfast
2.1 Eddli+ sambar+ chutney+
tea/coffee+ plantain or

Dosha+ sambar+ chutney+
tea/coffee+ plantain
or

Puttu+papad+kadala
curry+Plantain/steamed
banana
+tea/coffee or

Puri/Chapatti+Veg
Kuruma+tea/coffee
1 and 2
Rs 25/-*

2.2 1+2+bread/butter/jam+egg
(boiled/omelet/bulls
eye)+fresh juice **

2.3 2.2 with table arrangement
and egg(boiled/omelet/bulls
eye) at the choice of the person












31
3 Mid session tea
3.1 Tea/coffee (inclusive in the
rate for item 4)

3.2 Mid session tea+2 cream
biscuts


3.3 biscuits/cake + tea bag, hot
water, coffee sachet, sugar
cubes and lime pieces

4 Lunch
4.1 Rice one plate+pickle+
thoran+aviyal+sambar
+rasam+parippucurry+
pulisseri/buttermilk+papad+
sweet+fish fry/curry/chicken
curry/fry/curd+payasamOR

Chicken/mutton/fish/veg
Biryani+pickle+raitha +veg
curry/nonveg curry+desert
Rs 50 /-
(inclusive of 3.1
and5.1)

4.2 Rice one plate+pickle+ Green
salad+thoran+aviyal+sambar
+rasam+parippucurry+pulisse
ri/buttermilk+papad+
sweet+fish fry/curry+chicken
curry/fry/curd+ navarathna
khorma/gobi manchriyan
+burfy/ice
cream/gulabjamun/rasgula
OR

Chicken/mutton/veg
Biryani+raitha+buttor
chicken/Kerala
Chicken/Mutton curry+
navarathna khorma/gobi
manchriyan +burfy/ice
cream/gulabjamun/rasgula



4.3 Chapathi /roti/nan+dal
fry/dal makhani +Rice one
plate+pickle+ raitha+
thoran+aviyal+sambar





32
+rasam+parippucurry+pulisse
ri/buttermilk+papad+
sweet+fish fry/curry+chicken
curry/fry/curd+navarathna
khorma/gobi
manchriyan+burfy/ice
cream/gulabjamun/rasgula
4.4 Veg and non veg
soup+Chapathi /roti/nan+dal
fry/dal makhani +Rice one
plate+pickle+
raitha+thoran+aviyal+sambar
+rasam+parippucurry+
pulisseri/buttermilk+papad+
sweet+fish fry/curry+chicken
curry/fry/curd+navarathna
khorma/gobi
manchriyan+burfy/ice
cream/custard/pudding/gulab
jamun/rasgula OR

Veg and non veg
soup+Chapathi /roti/nan+dal
fry/dal makhani/bindi
masala+veg and Non veg
Biryani/fried
rice+Chicken/mutton
curry+fruit salad


5 Evening snacks (included in
rate for item 4)
5.1 1. Biscut***/vada/banana
fry/Veg.bonda + Tea/ coffee
Included in the
rate for item 4

5.2 .Biscuits /vada/banana fry
/Veg.bonda+ vegcutlet / veg
samosa/veg
puffs/cake/Coffee/Tea



5.3 Biscut**** /vada/banana fry
/Veg.bonda+ vegcutlet / veg
samosa/veg
puffs/cake/Coffee Sascet+tea
bag+hotwater+sugar
cubes+lime slice






33


6


DINNER

6.1 Rice one plate+pickle+
thoran+aviyal+sambar
+rasam+parippucurry+pulisse
ri/buttermilk+papad+ fish
OR

Chappatti+kuruma+plantain
OR

Idiyappam+stew+ desert
Rs 25/-

6.2 6.1 +Special non veg fry or
curry/Veg khorma or tomato
fry+fresh
fruit(pineapple/mixed fruit)

6.3 6.1+2 Chapatti +special
nonveg fry or curry/Veg
khorma or tomato fry+fresh
fruit(pineapple/mixed fruit)

6.4 6.1 +Soup Veg+2 chapatti
+special nonveg fry or
curry/Veg khorma or tomato
fry+fresh
fruit(pineapple/mixed fruit)


7
Other items/spl Items

7.1

SWEETS/ICE CREAM
One Piece Burfi - 60 grams
One piece Gulab Jamun - 60
grams

One Piece Rusgulla - 60
grams

Ice-Cream (Any brand and
weight)


7.2

Soups
Cream of chicken
Cream of tomato





34
Sweet corn chicken
Chicken Kabab (2 Nos.)
Clear mutton soup
Non Veg items
Chicken / Mutton Masala
Curry / Plate with 6 pieces
(200 g.)


Chicken Chettinad

Chicken Kabab (2 Nos.)
7.3
Chicken fry
Chicken 65
Fish Tikka
Fish Curry
Egg Curry (2 Nos. of egg)
Mushroom China Masala

Mushroom Curry
7.4 High Tea for Meeting / Conferences:
Sandwich 1 piece/toast
butter jam + Cake / Sweet
+ Cashew+ Coffee /
Tea / Milk


*you may quote a higher rate below if the rate for STP is not affordable by
your firm. Whether to consider it or not will be solely decided by IMG
** Fruit juice should be served at the seat. Table de’ Hotel setting (Full
Silver Service)
***of standard brand such as Britannia, Parle, Good day etc.
****tea and snacks to be served at the site of the class.

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