Tender Notice








F.4/KV-TLY-2017-18/                                                                                                                              Dated : 26.09.2017







Sub :  "Inviting Bid for engaging Service Provider Firm for providing Manpower  through service contract.




Kendriya Vidyalaya, Thalassery, one of the Kendriya Vidyalaya under the Kendriya Vidyalaya Sangathan, a centrally funded Autonomous Body, is a Society registered under Societies’ Registration Act, 1860. The Sangathan administers the Scheme of Kendriya Vidyalayas set up for imparting education to the children of transferable Central Govt. Employees among others.


2.         Sealed competitive Bids are invited by the Kendriya Vidyalaya, Thalassery from the reputed/registered Consultant/Service Provider Firm/Agencies for providing Manpower through service contract initially for a period of 01 (one) year which may likely to be extended, as indicated below


A.        Area of the Building                                  


           20 rooms and 3 toilet blocks, corridors, stairs and open areas as well as surrounding areas on the ground floor.

           Total area – 1 acres.(Parties are advised to see the location.)

            Address/Location of the               Kendriya Vidyalaya, Thalassery

            Building                                            Po. Dharmadam, Thalassery – 670106

B.        Man power required:-




Category of Manpower


Minimum qualifications or/and experience

Services required by changing person in rotation


Conservancy Services


Primary standard

07.30 am to 05 pm with a break of 90 minutes on rotation basis and as per the requirement of the Vidyalaya









Security Services






03 Gents ( No. of guards will vary as per the requirement of the Vidyalaya) below the age of 65 years.

24 hours by changing 03 persons on rotation of 08 hours and as per the requirement of the Vidyalaya


Data Entry Operator


Essential Qualification

i. Class XII pass or equivalent from recognized board or University.

ii. Typing speed of 35 w.p.m. on computer.

iii. Working knowledge of Hindi.

iv. Knowledge of Computer Applications.

08 hours per day

An outline of tasks to be carried out by different category of manpower provided is detailed as under:-


Category of Manpower




Workers for cleanliness

Cleaning the Vidyalaya classrooms, toilets, other departments and areas and surroundings of the Vidyalaya, removing block in toilets etc. Fans and other fitting in classes, other departments, offices and open areas should be attended once in a month.(Overall cleanliness should be maintained all the time)


Security Services


24 hours security to the Vidyalaya building, putting water to the garden.


Data Entry Operator

Data entry, typing, Inward, Despatch, etc.


C.        Material for cleanliness will be supplied by the Vidyalaya.

D.        Work will have to be got done in the following way:-              


i)             Sweeping of entire area of the building and surroundings of building and collection of all waste material and disposal of the same as per instructions of the KV.

ii)            Cleaning of the floor area with wet floor dusters and detergent disinfectants etc. once in the morning before opening the office and thereafter every 2 hours specially in the areas like corridors, stairs and reception etc.  Spraying of flit/anti-termite treatment & rodent control etc. are to be made daily and whenever necessary, for keeping the rooms/sections free from mosquitoes, flies, termite/pests/rats etc.

iii)           Cleaning and washing of toilets and urinals using deodorants, detergent and disinfectants once in the morning and again in the afternoon.

iv)           Sweeping and cleaning of open areas, roads, passage, lawns, auditoriums/meeting halls/canteen etc. within the boundary of the Vidyalaya wall surroundings to this building.

v)            Regular dusting/cleaning of office furniture (table and chair) and equipments, telephones, book cases, filing cabinets, almirahs and doors and windows including removal of cobwebs everyday before opening of the office i.e. 8.00 A.M.

vi)           Maintain the garden of the Vidyalaya campus, keep the area weeds-free and beautiful.

vii)         Providing 24 hours safety and security to the students, Vidyalaya and surroundings (For security services)





i)             Washing and Scrubbing of floor areas with detergents and dirt removing agent.

ii)            Acid cleaning of sanitary wares, without damaging their shines.

iii)           Removing stains from floors, doors and partitions by using surf or

      any suitable detergent as are found necessary without leaving any

      undesirable post cleaning marks.

iv)           Cleaning of filled surfaces in the corridors and staircases.

v)            Cleaning of water storage tanks, water coolers, desert coolers.

v)         Dusting and cleaning of fans, electrical fittings and window panes


 3.  Quoted Price:

(a)                                The Bidder shall quote unit rate which shall comprise of monthly remuneration, EPF, ESI & other statutory costs and Service Charges in the format of quotation only attached (Annexure A).

(b)              The service tax and any other such tax liable to be paid by the client shall be quoted by the bidder separately.

(c)               The rate quoted shall be fixed for the duration of the contract and shall not be subject to adjustment except the statutory provisions, if amended.

(d)              The Bidder shall deposit Rs.5000/- in the form of Demand Draft drawn in favour of Kendriya Vidyalaya Thalassery payable at Thalassery as earnest money along with the Bid. The earnest money shall be returned to the unsuccessful bidders after the finalization of the contract or within 02 months period.

(e)               The selected firm has to furnish performance security in the form of DD for an amount of 10% of quoted price for the year.  The Performance security shall be submitted within 10 days from the date of Notification of Award.  The earnest money shall be returned only after the Performance security is submitted by the Contracting Agency.

(f)               Sufficient number of supervisory staff has to be engaged by the selected firm

(g)              Telex or Facsimile Bids are not acceptable.

4.         Each Bidder must submit only one Bid.

5.          Validity of Bid:

The Bid shall remain valid for a period not less than 04 months after the deadline fixed for submission of Bids.

6.         Terms and Conditions:

(a)                                The remuneration shall be disbursed through cheque at KV Thalassery premises.

(b)                               The Contracting Agency will ensure payment by the 5th of every succeeding month to their employees provided to KV Thalassery as per the monthly remuneration quoted.

(c)                                The Contracting Agency will submit the invoice/bill alongwith proof of disbursement in triplicate after making the payment to the employees provided to the KV Thalassery supported with the following documents :

(i)      Details of disbursement made to the staff furnishing cheque details for each payment,

(ii)     Proof of payment of statutory obligation such as EPF, ESI, Service Tax and any other applicable tax.

Payment to the Contracting agency will be released within 15 days from the date of the receipt of the invoice/bill.

(d)              The Contracting Agency will provide Identity Card and uniform to all his employees deputed as per the format suggested by the Indenting Office during the period of contract.

(e)                                 The Contracting Agency shall comply with all statutory obligations. Minor variations as per actual calculation will be borne by the Indenter/Client.

(f)                                  The normal office hours of KV Thalassry is from 9.00 am to 4.00 pm     six days from Monday to saturday.  However, the Contracting Agency will deploy their workers and provide the services of cleanliness according to the duty timing shown at pre-pages/above.  KVS also reserves the right to request for the services of additional/extra manpower.  The Contracting agency will be compensated, for the extra manpower provided, by the Indenting Agency as per the rate quoted. 

(g)                                In case of absence on any working day, the monthly remuneration will be regulated as per the following formula:

Total Monthly Remuneration = Monthly remuneration -A1

           where A1   =      Monthly remuneration      X  Nos. of days of absence

Nos. of days in the month

(h)       The Candidates/Manpower provided by the Contracting Agency shall be accepted only after scrutiny by KV.  Therefore, minimum three-four bio-data shall be made available against each slot in each category.  The candidate may be invited for personal discussion also.  No Conveyance or any other charges will be paid by KV.  In case, none is found suitable then additional bio-data shall be made available by the Contracting Agency, promptly i.e. within 24 hours.  The replacement of a Candidate on account of absence /unsuitability for KV shall be made within 24 hours.

(i)         The contracting Agency will be required to sign a contract with the KV as per the Model Contract enclosed for ready reference.  The other terms and conditions specified in the Bid document and accepted bid will also form the part of the Model Agreement.

(j)         In case of any loss, theft / sabotage caused by/attributable to the personnel deployed, the KVS reserves the right to claim and recover damages from Contracting Agency.

(k)        The antecedents of all the workers will be got verified from the police by the Contracting Agency before deployment for work.

(l)         The Contracting Agency will deploy the trained and sufficient SC/ST workers.  The Contracting Agency will also ensure that the workers/staff deployed are free from any infectious disease before deployment for work.


7.         Evaluation of Bid:


The indenter will evaluate and compare the Bids determined to be substantially responsive i.e. which are properly signed, and conform to the terms & conditions in the following manner:


(i)         The bid will be treated as non-responsive if following documents are not attached :-

(a)       Brief profile of the company and evidence to establish that the bidder has successfully executed contracts of similar nature and magnitude in the last 3 (three) years.

(b)       Audited Balance Sheet & Profit and Loss Account.

(c)        List of clientele during last 3 years along with cost of assignment.

(d)       PAN No. and Current IT clearance certificate.

(e)       Attested copy of proof of EPF registration.

(f)        Attested copy of proof of ESI registration.

(g)       Attested copy of proof of Service Tax Registration.

(h)       The Bidder shall deposit Rs.5000/- in the form of DD drawn in favour of Kendriya Vidyalaya Thalassery, payable at Thalassery as earnest money alongwith the Bid.  The earnest money shall be returned to the unsuccessful bidders after the award of the contract within a period of 02 months.


(ii)        Remuneration of staff, quoted below minimum wages applicable for Un-skilled, Semi-skilled, Skilled, Clerical and Non-technical supervisory staff, in the Govt. of Kerala/Government of India(whichever is higher) shall render the Bid disqualified for evaluation.


8.         Award of Contract:


(a)       The Indentor will award the contract to the bidder whose Bid has been determined to be substantially responsive and who has offered the lowest price as per para 7.


(b)       The Indentor reserves the right at the time of award of contract to increase or decrease the requirement of manpower indicated in para 2 above.


(c)        The indentor prior to the expiration of the Bid validity period will notify the bidder whose Bid is accepted for the award of contract. The terms of the accepted offer shall be incorporated in the contract.


(d)       Notwithstanding the above, the Indentor reserves the right to accept or reject all Bids and to cancel the biding process and reject all Bids at any time prior to the award of the contract.


9.         Last date and time of receipt of Bids


You are requested to submit the Sealed Bids superscribed on the envelope as "Bids for providing Services for cleaning/sweeping, Gardening, Security, etc on service charge basis" by post so as to reach the Vidyalaya latest by 02 pm on 16.10.2017.  The tenders will be opened at 03 PM at KV Thalassery in the presence of bidders on 16.10.2017.


The Indentor looks forward to receive the Bid in the format of Bid attached only and appreciate the interest of the service provider in the KV.


Yours faithfully,





Kendriya Vidyalaya Thalassery




















(All figures in Rs.)

S. No.

Category of



Unit monthly remuneration

EPF Rate

ESI Rate

Service charges/ charges of uniforms/bonus  etc. including overhead profit

Monthly Unit Rate (Col.4+5+6+7+8)










Workers for cleanliness








Security Services








Office Clerk









We agree to provide the above service of manpower including material and to abide by the terms & conditions contained in the Bid document and also agree to enter into the agreement in the format enclosed.  Bid Security of Rs._________________ (Rupees_____________________________________________) is furnished herewith vide Bank Draft No._____________ dated ____________drawn on____________________________



                                                                                                                                                                        Signature: _______________                                                                                                                                                                                                 Name:__________________                                                                                                                                                                      (Seal)