Dated : 27.07.2021.
Subject : Sanitization of office spaces of Election Commission of India – regarding.
Sealed quotations are invited from registered firms of vendors under Rule 162 of GFR 2017 (Limited Tender Inquiry) for carrying out sanitization of office space/residence offices of the Secretariat of Election Commission of India to contain the spread of Coronavirus (Covid-19). The locations of office/residence offices and corresponding total area is as per the detail given below :-
Area (in sq.ft.)
Nirvachan Sadan, Ashoka Road,
New Delhi – 110 001
Jeevan Tara Bldg., New Delhi
Ashoka Hotel, New Delhi
Residence Office of
Chief Election Commissioner
Residence Office of
Residence Office of
Residence Office of
Chairperson, Delimitation Commission
Vehicle (Staff Cars)
2. The quotation in typed form on Company’s letter-head duly signed and having Company’s stamp/seal on prescribed Performa (Annexure-B) including details of GST, if any, in a sealed envelope clearly super scripting “Quotation for Sanitization of office space in Election Commission of India” The quotation should be submitted in the Receipt & Issue Section located at the ground floor of the Nirvachan Sadan building during normal working hours. The bid submitted at any other place or in open condition or without required documents will be rejected summarily. The date of opening of bid is 19.08.2021 at 4.00 p.m. in the presence of the Committee duly constituted for this purpose. Tenderers who may wish to present themselves, are requested to present themselves in Room No.209-E during opening the bids.
3. The Bidder shall submit a declaration (Annexure-A) in their Letter Head in lieu of submitting Earnest Money Deposit (EMD).
4. Terms and conditions of the contract will be as under :
a) All the office locations mentioned at pre-page must be thoroughly sanitized.
b) The Bidder shall use Virex-II 256 from diversey, a broad spectrum environmental cleaner & disinfectant and Ultra Low Volume (ULV) cold foggers to sanitize all the sites.
c) The chemicals, equipments and other items required for carrying out the sanitization must be brought by the vendor himself and shall not be provided by the Commission. All materials to be used for cleaning and other consumables shall be in conformity with the specifications/brand/make of Government approved standards.
d) No vehicle shall be provided by the Commission for carrying out the sanitization at all the locations. The vendor shall have to make their own arrangements to reach the locations with their equipments to carry out the sanitation.
e) The tender is for a period of one year which may be extended further, if required. However, the Commission reserves the right to close the tender at any time before the expiry of tender by giving one week notice.
f) The quoted rate of the firm shall remain same for the tender period and no change shall be made in the rate.
g) The Commission, at its discretion, increase or decrease the area to be sanitized.
h) The Service Provider would submit a daily monitoring report to the buyer office.
i) The said office spaces include Rooms, Committee rooms, corridors, stairs, lifts, washrooms, cars etc.
j) The Service Provider will have to deploy experienced and skilled workers for the job of sanitation.
k) The Service Provider would submit a list of all employees’ alongwith full addresses for security to the buyer office at the time of contract. The employees deployed should be medically fit. The body temperature of all the employees undertaking sanitization must be done daily. Any employee who has symptoms of cough, cold, high temperature etc. must be replaced by another employee to prevent the possible spread of Coronavirus.
l) If required, a particular area/room/committee rooms etc. may be sanitized multiple times depending on the requirement. The same must be adhered to and carried out.
m) The payment shall be made as per the area actually sanitized (in sq.ft.) on monthly basis for which the bill, complete in all respect, must be submitted by 5th of next month. The payment shall be made online through PFMS.
n) The Agreement shall commence w.e.f. the date of effectiveness of the agreement unless it is curtailed or terminated by the authority owing to deficiency of service, sub-standard quality of manpower deployed, breach of contract etc. or change in requirements.
o) The Service Provider shall not engage any sub-Service Provider or transfer or sub-let the contract to any other person in any manner.
p) The Commission shall have the right to inspect the cleaning site at any time and also to issue such orders and direction to the organization as may be considered necessary. The organization shall ensure that such orders are compiled forthwith.
q) In all matter of dispute relating to this contract, the decision of the Commission will be final and binding upon the Company.
r) While submitting the quotation, the bidder will be deemed to have read, understood and accepted all the terms and conditions stated in this document and no change, whatsoever desired, will be entertained by the Commission.
s) Firm should have annual turnover of more than Rs. Ten Lakhs for last three Financial Years.
t) The successful bidder will have to deposit Performance Security for an amount of 3% of the estimated value for one year period on the basis of rate quoted by the bidder. No interest is payable on this deposit.
u) This Performance Security is liable to be forfeited, if the services of the company are found to be unsatisfactory in any respect and/or if any of the conditions of the contract is contravened/breached and/or towards any damage is caused to Govt. property due to the negligence or otherwise of the firm or its employees.
v) This Performance Security is also liable to be forfeited, if the company backs out of the contract mid-term without any express consent of the Commission.
w) After award of the work, if the bidder fails or refuses to perform the work, the Commission may ban the agency for this work for 3 years in future.
5. Following documents (self-attested) must be provided by the vendors:
i) The firms should furnish a copy of GST Registration Certificate.
ii) Self –attested copy of PAN Card.
iii) Self-certification to the effect that the firm has not been banned/black listed by any Ministry/Department in the past.
iv) Annual Turnover proof for last 3 financial years duly certified by Chartered Accountant.
v) A duly signed statement indicating the combination of materials and machineries to be used for sanitisation.
vi) Duly filled up the proforma at Annexure-A.
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