Notice Inviting Tender Notice No: IIM-R- 1043 Date: 11-06-2013

Expression of Interest (EOI) for Hostel Mess Services

The EOI document consists of:
i. ii. General Information for Expression of Interest for Hostel Mess Services including Procedure and Conditions of the Contract Expression of Interest Form (Annexure-I) iii. Detail Regarding expected Mess Services (Annexure-II) iv. Expected Rate and Various Items of different meals (Annexure-III)

Last date of EOI submission : Up to 4:00 PM on 18-06-2013

General Information for Expression of Interest for Hostel Mess Services
The institute is essentially looking for outsourcing the Hostel Mess Services. (a) EOI are invited from experienced firms for providing the Mess Services in IIM Ranchi & hostels situated at two different locations in Ranchi (Jharkhand) as per the following details: (b) Sl 1 2 3 Student Girls Boys PGEXP Strength 78* 393* 180* Location Suchana Bhawan/Khel Gaon Suchana Bhawan/Khel Gaon Suchana Bhawan/Khel Gaon

* Note: Subject to change EOI should comprise a technical bid along with filled up annexures-I, II & III providing information about culinary capabilities, mode, and system of cooking and cleaning, experience of similar services, list of organizations with work orders where such services are/were provided, testimonials/certificates, manpower available and willingness to offer the services at expected price rates.

1.

Selection Criteria: Concerned firms are required to fill all the particulars with proofs as

per Annexure-I. Failure to do so or any incomplete information would disqualify the firm for further processing. 2. Earnest money deposit (EMD): Rs. 10,000/- (rupees ten thousands only) by crossed

Demand Draft / Pay Order / Bankers Cheque of any scheduled bank in favor of IIM Ranchi and payable at Ranchi. EMD amount deposited will be refunded (without any interest) to the unsuccessful bidders after the award of the contracts to successful firm. 3. Security Deposit (SD) : The successful firm will be required to deposit

Rs.1,00,000/- (Rupees One Lacs only) as interest free security deposit in the form of a crossed demand draft drawn in favor of IIM Ranchi and payable at Ranchi, within 15 days of the award of the services contract. EMD deposited at the time of submission of the EOI documents can be adjusted against the security deposit. The SD will remain at the disposal of IIM Ranchi. The authority reserves the right to recover the losses/damages caused to the instruments/ articles/ building/ fittings etc. by the contractors or their employees and realization of damages arising out of any deficient services over and above any other punitive step/ civil action as the authority deems fit. 4. Validity period of the EOI: The accepted EOI will remain valid for 01 (one) month from

the date of assigning of the contract. 5. Period of contract: The contract will be assigned initially for a period of 1 (one) year,

preferably from the date of awarding with a provision for normal extension for 2 (two) more years subject to satisfactory performance and approval of the competent authority of the Institute. In exceptional cases where the service of the provider is extremely satisfactory, the authority may extend the contract period by another one year. 6.

Termination of contract: The contract can be terminated by the contractor by giving 02

(two) months clear notice. However, the authority reserves the right to terminate the contract

without assigning any reason if it appears to the authority at any point of time that the services, quality of food, maintenance of hygiene of any of the mess services are deteriorated to such an extent that it is detrimental to the interests of the hostel boarders and their health. 7. Agreement: The successful parties shall sign an agreement with IIM Ranchi, which will be

executed as per the provisions of the stamp act and shall be duly registered. 8. Legal dispute: Any dispute, which may necessitate legal redressal will be restricted to the

jurisdiction of the civil courts at Ranchi (Jharkhand) only. 9. 10. Payment terms: Details are given in Annexure-II Inspection authority: Authorized representatives of the Institute will carry- out periodic

inspection and surprise checks to ensure quality of food, services, hygiene, and cleanliness. 11. Canvassing: Any attempt to canvass for the candidature of any bidder directly or indirectly

will lead to disqualification of such bidder/firm from the whole process. 12. Rejection clause: The firm who does not fulfill any of the above conditions or submit

incomplete documents in any respect is liable to be rejected summarily. 13. Modifications: The IIM Ranchi reserves the right to modify/add any clause to the

agreement, during the period of the contract, for any essential item, services etc. 14. Medical fitness: The mess staff including cooks, serving member, and cleaners have to be

medically reviewed. The fitness certificate should be obtained from a registered medical practitioner once in a month to the satisfaction of the hostel authorities, failing which suitable action may be initiated.

15. EOI should be addressed to: The Purchase Officer, IIM Ranchi, 5 th Floor, Suchana Bhawan, Audrey House Campus, Meurs Road, Ranchi, Jharkhand. PIN - 834008. 16.

The Bidder/ Firm should sign on each and every page of the EOI documents.

Vice President Administration IIM Ranchi

Procedure and Conditions of the Contract

1. Invitation of EOI

Sealed Expression of Interest are invited by the IIM Ranchi from the registered firms for mess services in the hostels having at least 01 (one) year of relevant experience in providing such indoor mess services in large capacity hostels.

EOI will be received up to 4 PM of the last date for submission. IIM Ranchi will not be responsible for any delay or loss of EOI sent by post. Sealed EOI should be sent by registered post/courier or dropped in the office of IIM Ranchi, 5 th floor, Suchana Bhawan, Audrey House Campus, Meurs Road, Ranchi (Jharkhand) - 834008. 2. Signing of the EOI

Individuals signing the EOI and other related documents/attachments related to the contract must specify the nature and authority of the signatory, a. whether signing as a sole proprietor of the firm or its attorney. b. In case of companies, registered firms registered under the Companies Act/Indian Partnership Act/Trust Act, should specifically mention on what capacity the EOI is signed i.e. as Secretary, Partner or their Attorney. 3. Filling up of the EOI 1. EOI terms should be as per the enclosed EOI format (Annexure-I to III) 2. Must be legibly written in English. 3. Overwriting may render the EOI invalid. 4. The EOI will remain valid for 01 (one) month from the date of assigning of the contract.

4. Any improper entry should be stroked off completely and duly authenticated by full signature alongside. 5. Complete postal address with contact no. must be stated on the EOI form. 4. Compliance clause

The selected mess service provider shall have to comply with all the EOI document conditions fully and repeated failure to do so in spite of reminders may result in termination of the services. The bid should invariably contain the following attachments having self-attested photocopies along with the annexures of the EOI: a. Proposal letter with complete address etc. b. Up-to-date sales tax clearance certificate c. Registration of the firm d. Documents regarding present business e. Certificates showing experience (Number of 3 meals per day in Govt. / P.S.U departments) in executing similar services, their duration supported by attested copies of documents from the competent authority (experience in running mess services in hostels of educational institution will be given preference). f. Testimonials/certificates from competent authority regarding the quality of service provided in each case. g. Earnest money deposit amounting to Rs. 10,000/- (Rupees ten thousand only) in favour of IIM Ranchi, payable at Ranchi in the form of a crossed Demand Draft/ bankers cheque/bank PO, as the case may be. h. Audited balance sheet showing yearly turn-over per annum minimum 1.5 crore in each year for the last 03 (three) financial years duly signed and certified by a registered chartered and certified accountant. i. E.S.I / P.F Registration. j. Labour License.

5. Conditions to acceptance: a) The IIM Ranchi does not bind itself to assign the EOI to any party and reserves the right to accept/reject the whole or any part of the EOI without assigning any reason thereof. b) Acceptance of the offer by the IIM Ranchi will be conveyed by a letter of acceptance from the Office of the Director, IIM Ranchi. 6. Deposit of Earnest Money (EMD): a) EMD of Rs. 10,000/- as specified should be payable with the duly completed EOI documents. EOI without the full EMD will be summarily rejected. No cheque or Bank guarantee shall be accepted towards EMD payment. b) EMD of unsuccessful bidders will be refunded after awarding the contract to the successful bidder and no interest will be paid for the interim period. 7. Security deposit (SD): The firms to whom work contract may be awarded will have to deposit SD amount of Rs. 1,00,000/(Rupees one lakh only) by a crossed DD/Bankers cheque from any Nationalized bank in favour of IIM Ranchi payable at Ranchi within seven days of the issue of the work contract.

On expiry of the contract the security deposit will be returned to the mess service provider within 06 (six) months of the expiry date of the contract. The contract awarding office shall deduct dues, if any, payable to IIM Ranchi. 8. List of employees The successful bidders need to submit the list of his/her employees to the Institute.

9. Failure and termination: If the performance of the mess and cleaning service provider is not satisfactory, the IIM Ranchi may cancel the awarded contract, and subsequently, arrange another service provider from waiting list prepared for the purpose. IIM Ranchi shall not be responsible for any loss, damages, etc. suffered by the service provider as a result of such termination of contract. 10. Legal jurisdiction: Legal disputes that may arise out of this bilateral contract are subject to the jurisdiction of civil courts at Ranchi (Jharkhand) only. 11. Rates and taxes: The suggestive quote for different items/services should be inclusive of all taxes/charges levied by the Central Govt./State Govt, wherever applicable. 12. Taxes and labor: a. PAN, VAT Clearance Certificates, PF Registration No. if any, Service Tax Registration No. must be attached. b. If provision of laborers attracts labor act, then the firm shall have to obtain license from the competent authority as and when required, and it will also be the sole responsibility of the firm to meet all the laws of labor act in force. I/We accept all the general terms and conditions stated above.

Place: Date:

Signature of the firm/bidder with seal, if any

ANNEXURE - I EOI FORM

1. Name of the firm (As registered):- .. 2. Address of the firm:- . .. 3. Phone Number: .... 4. Proprietors name: ... 5. Address of Proprietor: . 6. Proprietors Phone No.: .. 7. Details of the firm:(a). Date from which the firm is operating: (b). Turnover of the firm during: FY 2009-10 (Rs.) ... FY 2010-11 (Rs.) FY 2011-12 (Rs.) (Please attach documentary evidence) (c) PAN . (d). TAN (e) PF Reg.No.: . (f) Service Tax Registration No.:

Note: For any other information attach extra sheet.

ANNEXURE II Details Regarding Expected Mess Services Responsibility for executing the contract The contractor shall be responsible in all respects for providing mess services in the hostels as per the strict time schedule agreed upon. Name of the work Providing (cooking, serving, cleaning, and day to day maintenance) 04 (four) main meals of the day viz., breakfast, lunch, evening snacks and dinner (as per the menu to be fixed in advance) for each hostel. Brief specification of the services a. Procuring good quality raw materials, both dry and wet rations, from the open market. b. Ensuring that the procured raw materials are fit for cooking with proper washing and cleaning in a hygienic environment. c. Cooking the raw stuff as per menu and meal specification using ISI branded cooking materials, wherever applicable. Standard brand or quality of ingredients should be used for preparing food items as per the menu recommended by authorized body of the hostel in consultation with the service providers (contractor). d. Serving the prepared food in hot condition using service utensils on pre-cleaned dishes, tumblers, cups (small bowls), as the case may be. Food is to be served during fixed time periods as per meal schedule in a well maintained and clean environment in the dining halls of the hostel. e. Thorough washing and cleaning of all the items and space used for the purpose should be done after each meal. f. Interested parties also to provide coffee/soup/tea vending machines along with stall for light snacks on payment basis. g. Interested parties have also to extend services to other employees and staff of the Institute as and when required.

Subletting of contract Under any circumstances, the contractor cannot sublet or transfer the contract to any third party. Any deviation from this clause may invite spot termination of the contract. Hostel building The entire activity of the mess service provider/contractor shall be limited within a marked area (to be notified separately to the successful firm) of each hostel meant for dining, cooking, storing, cleaning, and preparation areas. Scope of work The contractor/mess service provider of the hostel(s) shall have to procure the raw materials viz. rice, pulses, flour, cooking medium, vegetables, etc. of good quality and quantity as per the requirement and shall arrange for proper storage within the space provided. The employees of the mess service provider viz. cooks and the helpers of required number should prepare the items with proper washing, cutting, and cleaning before the edible preparation. The cooked food, which will be ready to be served shall be kept with proper cover, keeping it hot using specified storing articles provided for the purpose. It should not be made ready so early that it requires reheating and should never be served cold. Once the cooked items are ready, these shall be shifted to servicing utensils that are maintained clean and covered under a hygienic condition for serving the hot food items.

The pre-fixed menu for each meal will be communicated by mess committee of hostel for the coming month and will be followed throughout the month. Accordingly, the mess service provider shall prepare and serve the meals in the allotted hostel.

It is also the duty of the mess service provider and their employees to keep the dining area totally clean by mopping the area with proper cleaning agent after each meal. The dining tables and benches will also be mopped and kept clean to avoid collection of dirt, dust, and flies etc.

The wash basins, water coolers, servicing utensils and mess/kitchen equipment will also have to be kept clean and dust free. The institute will provide the kitchen room and furniture apart from necessary electrical equipments for hostel mess and kitchen, such as water coolers/ water purifiers/geysers etc.

The cooking and preparation areas including trays will have to be washed after the completion of the activities everyday. The mess service provider shall ensure that there is no water logging within the premises where the dining, washing, cooking preparation areas are located in order to stop breeding of insects, mosquito etc. Other General Conditions Uniforms In order to bring uniformity amongst the service boys in the dining hall, mess service provider shall arrange to provide them with a pair of Shirt/T-shirt, which should be common for his/her entire team. In order to coordinate the activity for smooth discharge, manager(s) shall be appointed by the mess service provider for hostels who will keep a check on the food prepared inside the kitchen, servicing in the dining hall, and all aspects of hygiene, etc. staff posted on duty should always bear a clean appearance, complete in uniform and should carry a photo identity card.

Transportation of raw materials Transportation of all the consumables, including filling and refilling of the gas cylinders, to the hostel will be the sole responsibility of the mess service provider at his own risk and cost. Penalty Non-availability or short supply of any declared item of the menu of any meal may entail imposition of penalty decided by the competent authority, as and when necessary. Deficient up-keeping and non- maintenance of hygiene in the cooking/cleaning/dining area may also entail imposition of penalty to be fixed by the said authority as deemed fit.

A few of the possible penalty situation under the purview of authorities, which accounts to poor services in the mess, are (for a broad idea to the contractor): Delay in making of food. Shortage of food items before scheduled time. Food item (to be made according to menu) not prepared at all. Poor service and misbehavior of staff or any other case which comes under this category.

Similarly, a few of the standard penalty terms are given below for a broad idea to the contractor: Sr. No. 1 Basis Presence of unwanted items in food: Harmful items (e.g. blade, glass, metal wires, nails, etc.) Other items (e.g. cockroaches, cigarettes, etc.) 2. Use of Stale/ Spoilt ingredients, e.g. rotten Half the price of the day per head Fine Half the price of the day per head multiplied by number of students in the hostel

vegetables, infected grains, etc (Fine will also be multiplied by number of students in imposed if these are about to be used.) Safety measures The mess service provider shall ensure that all safety precautions are properly taken during the process of cooking by his employees. Special emphasis will be laid on fire safety norms and proper operation of electrical gadgets/instrument, and fire-fighting equipment etc. placed at the disposal of the hostel mess. Good behavior and prompt service The successful firm shall ensure that the quality of service is courteous and prompt and is in accordance with the laid down specification. the hostel

Vacations: In case of Durga Puja and Christmas Vacations, when number of students decreases by more than 50%, only 50% of the price will be paid for the absent students Special meals to ailing boarder Special meal (such as boiled food) should be provided to the ailing boarder in hostel. Arbitration All disputes or differences whatsoever between the mess service provider and the Institute related to the contract will be settled by arbitration as per the

provisions of the Indian Arbitration and Conciliation Act, 1996 and shall be binding for all purpose. Recovery of dues In case of any rightful dues (such as claim, penalty etc.) the service provider is supposed to deposit the amount in due time, failing which stern action may be initiated leading to termination and recovery from the security deposit.

I/We accept all the general terms and conditions stated above.

Place: Date:

Signature of the firm/bidder with seal, if any

ANNEXURE III

Rates and various items of different meals

A)Breakfast (Sl.No 1 to 4 denote the four possible combinations of items to be served to an adult. The sign / denotes or and, denotes and) Item No Item Expected Rate 1 Indian Dish Or Slices of toasted bread (04 slices) with butter and Rs 20.00 jam; sprouts / boiled pulses 2. Milk (200 ml) with cornflakes/boiled egg (1 piece/Omelate, 1 egg/bananas (1 piece)/ veg cutlets (02 pieces) 3. Tea/Coffee Indian dish may include : Masala Dosa (1 piece)/Vada (02 pieces)/Idli (02 pieces)/ Uttapam (1 piece) with Sambhar and chutney Variety of stuffed (Aaloo, Paneer, Dal etc) Paratha (01 piece) with picke/sauce, curd (100gm), and butter (10 gm) Chola Bhatura (02 pieces)/Poori (04 pieces) with a vegetable and pickles Pav Bhaji (02 pieces)/ Poha etc As per programme chart B) Lunch Item No 1 2. 3. 4. Item Rice; Chapatti; Dal; Sambhar/Rasam One Vegetable Dry/ Curry Salad; Curd/Raitha/Custard etc Papad/Chips; Pickles Expected Rate Rs 30.00

For Every lunch, Salad will include Onions, Lemon and Seasonal Vegetables (like carrot, cabbage, raddish etc) C)Evening Snacks Item No Item 1 Tea/Coffee 2. Snacks (Samosa/Cutlet/Noodles/Burger/Pakoda/Kachori or other items) Expected Rate

Rs 20.00

D)Dinner (Sl. No 1 to 4 denote the four possible combinations of items to be served to an adult. The sign / denotes or and, denotes and) Item No Item Expected Rate 1 Rice; Chapatti/Poori/Paratha/Bhatura; Dal/Sambhar/Rasam Rs 30.00 2. One Vegetable Dry/Curry Or Special item (to be served thrice a week) For non-vegetarian people : Chicken (02 pieces50 gm each) curry/ Fish (1 piece, 100gm) curry/ Egg curry (01 piece) For Vegetarian people: Paneer (4 pieces, 25 gm each)/ Kofta (02 pieces 50 gm each)/special sabji Salad and pickles Sweet dish (Rasgulla/ Gulab Jamun/Ice cream): 1 pieces or 25 gm whatever is applicable and should be served thrice a week The total mess rate per day per student, as indicated above, including , manpower, raw materials consumables etc (A+B+C+D) = Rs 100.00 I agree to abide by the term and conditions as mentioned in the EOI as well as agree to provide the services as per the rates given in the EOI.

Place: Date: Signature of the firm/bidder With seal, if any

MESS MENU BREAKFAST TIME/DAY SUNDAY 7.30-9:30 A.M. BREAD, BUTTER, JAM/ HOT MILK, BOURVITA IDLI, SAMBHAR, CHUTNEY, TEA LUNCH 1:00-2.30 P.M. STEAMED RICE, DAL TADKA, AALO JEERA, LAUKI KI SABJI , ROTI, RAITA, GREEN SALAD, PICKLE, PAPAD STEAMED RICE, DAL TADKA, AALO GHOBI MASALA, BRINJAL FRY, ROTI, RAITA, GREEN SALAD, PICKLE, PAPAD STEAMED RICE, DAL TADKA, PANEER DO PYAZA, ROTI, RAITA, GREEN SALAD, PICKLE, PAPAD STEAMED RICE, DAL TADKA, , AALOO BEANS, ROTI, DHANIYA CHATNI, GREEN SALAD, PICKLE, PAPAD FRIED RICE, VEG MANCHURIAN, MIX VEG, ROTI, RAITA, GREEN SALAD, PICKLE, PAPAD STEAMED RICE, TADKA DAL, KARELA BHUJIA, AALOO NENUNA CHANA KI SABJI, ROTI, RAITA, GREEN SALAD, PICKLE, PAPAD KICHDI, CHOKHA, ALOO CHANA, ROTI, GREEN SALAD, PICKLE, PAPAD, DHANIYA CHATNI Evening TEA 5.30-6:30 P.M. SAMOSA, TEA/COFFEE DINNER 8.00-10.00 P.M. STEAMED RICE, DAL YELLOW, PANEER BUTTER MASALA/ BUTTER CHICKEN/ FISH(ALTERNATE WEEK)ROTI, GREEN SALAD, PICKLE, PAPAD, JALEBI VEG FRIED RICE, DAL TADKA, VEG KOFTA, AALO BHUJIA, ROTI, GREEN SALAD, PICKLE, PAPAD

MONDAY

BREADS BUTTER, JAM, / HOT MILK, BREAD OMELETTE, TEA/ MILK WITH BOURNVITA

CHHETA PAKODA, TEA/COFFEE

TUESDAY

BREADS BUTTER, JAM,, / HOT MILK, AALO PARATHA/DAHITEA/ MILK WITH BOURNVITA BREADS BUTTER, JAM / HOT MILK, POHA, TEA / MILK WITH BOURNVITA

VEG CUTLET, TEA/COFFEE

JEERA RICE, DAL YELLOW, DUM ALOO, BHINDI BHUJIA, ROTI, GREEN SALAD, PICKLE, PAPAD

WEDNESDAY

BHELPURI, TEA/COFFEE

VEG BIRYANI /CHICKEN BIRYANI, YELLOW DAL, ROTI, GREEN SALAD, PICKLE, PAPAD, SEWAI

THURSDAY

FRIDAY

BREADS BUTTER JAM, / HOT MILK, VADA SAMBHAR, CHUTNEY, TEA/ MILK WITH BOURNVITA BREADS BBUTTER JAM, / HOT MILK, PAV BHAJI, TEA / MILK WITH BOURNVITA

BREAD PAKODA, TEA/COFFEE

DAL MAKHANI, BHINDI MASALA, AALO PARWAL BHUJIA, ROTI, GREEN SALAD, PICKLE, PAPAD, STEAMED RICE GARLIC FRIED RICE, PANEER KADHAI(GRAVY) / EGG MASALA, ROTI , GREEN SALAD, PICKLE, PAPAD, ICE CREAM

PAAPDI CHAT, TEA/COFFEE

SATURDAY

BREADS BUTTER JAM, CHHOLE BHATURE, PICKLE, TEA / HOT MILK WITH BOURNVITA

NOODLES, TEA/COFFEE

STEAMED RICE, TADKA DAL, SOYABEEN, SEASONAL VEG, ROTI, GREEN SALAD, PICKLE, PAPAD,