NATIONAL INSTITUTE OF TECHNOLOGY DURGAPUR

MAHATMA GANDHI AVENUE, DURGAPUR-713209

TENDER DOCUMENT FOR MESS CATERING SERVICES TO HOSTELS OF NIT DURGAPUR

Through GeM Portal Only

November, 2024

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 HIRING OF AGENCY FOR PROVIDING HOSTEL MESS SERVICE AT NIT DURGAPUR
CAMPUS
1. Introduction

1.1 National Institute of Technology Durgapur (NIT Durgapur) is an institution of National

Importance under an Act of Parliament (The National Institute of Technology (Public-Private
Partnership) Act, 2017).
1.2 NIT Durgapur intends to engage agencies to provide mess services at the Boy’s and Girl’s Hostels
on the NIT Durgapur campus. The primary purpose is to cater to the dietary needs of the students
at the institute.
2. Scope of services
2.1 Mess Service are to be operated at given hostels within the NIT Durgapur campus, to undertake
on-site cooking and serving of food to inmates of the Hostels during the contract period. The
details are as given below:

NIT Durgapur Boys’ Hostel Mess: with full-fledged cooking Service

Sl. Type of Category Student Particulars Cooking Food to be

No Service of Users Strength location served
(approx.)

1 Hall- 11 Students 500-750 Breakfast, Hall-11 (Boys Hall-11 (Boys

Lunch, Hostel) Hostel)
Dinner

2.2 The menu for the Student’s Mess is given at Annexure-II.

a. Food to be prepared at the student Hall of Residence at Mess service provider’s own cost. Cooked food to
be served to the students in the Dining Hall of Residence. Mess area has to be maintained and cleaned by
the Mess service provider. Cooking is permitted with LPG gas only.
b. The lights, fans and running water for the kitchen, store room, dining hall and the wash area will
be provided by the Institute. License fee and maintenance charges of Rs.15,000/- per month for a
year will be deducted from the mess bills submitted by the contractor for maintenance of lights,
fans and pumps & motors for supply of water in the area as mentioned above.
c. Vendor has to arrange own filter water for cooking food in the kitchen area to avoid any infection
or health issues.
d. For consumption of electricity by the electrical appliances/gadgets installed in the kitchen or
stores, electric charges will be paid by the concerned mess contractor on actual consumption
basis. A storage space is available in each mess.
e. Contractor must make his own arrangements for frequent housekeeping of the dining, store,
bathroom and kitchen area allotted and disposal of the kitchen and dining waste materials. For
housekeeping of the surrounding area and cleaning of the drains has to be cleaned by the
contractor.
f. The contractor should ensure that there is no wastage of water and electricity inside the Mess.
The water taps should be closed when not in use. Tube lights, fans and other electrical appliances
should be switched off when not required.
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g. Institute will provide furnished dining hall.
h. All Cooking raw stuff/materials (the food items or ingredients) as per menu and meal
specification should be Food Safety and Standards Authority of India (FSSAI) certified (as
applicable).
i. Ensuring that the procured raw materials are fit for cooking with proper washing and cleaning in
a hygienic environment.
j. Arranging Utensils for cooking sufficient in numbers.
k. The raw materials to be used for cooking must have FSSAI marked, wherever applicable.
Standard brand or quality ingredients should be used for preparing food items as per the menu,
recommended by the authorized body of the hall in consultation with the service providers, out of
items mentioned therein.
l. Serving the prepared food in hot condition as applicable 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.
m. There must be provision for serving of food for sick persons as per the Institute Doctor's
prescription within the limit of the rate per day.
n. Persons who will remain involved in different activities within the canteen must wear a
disposable head cover, apron, gloves, and mask.
o. Thorough washing and cleaning of all the items and space used for the purpose should be done
after each meal.

3. Mandatory Pre-Qualification Criteria

Certification required: Bidder must have valid and up to date
 FSSAI Certificate
 ISO 9001:2015 Certification
 ISO 22000:2018 Food Safety Management System Certification
 HACCP (Hazard Analysis Critical Control Point) Certification
4. Qualifying Criteria
The bidders should meet the qualifying requirement as mentioned below of the tender document.
Bidders not meeting the qualifying requirements and incomplete in any aspect shall be summarily
rejected. Tenders of those bidders, which are found to be meeting the qualifying requirement, shall
be taken up for detailed evaluation.
4.1 Experience Criteria: The bidder should have the following qualifying experience criteria;
a. Minimum one (01) year experience in providing Mess/Catering services to Institute of
National Importance/ Centrally Funded Technical Institutes (CFTIs)/ Central or State
Universities/Central Government Authority/ PSUs/ State Government authority during the last
03 (three) years as on 15.11.2024. Detailed list of Service provided at Institutional level needs
to be submitted with supporting documents.
b. Letter of Recommendation: The bidder should provide Letter of Recommendation from the
Organization/ Institute mentioning that the services provided by the vendor is satisfactory.
c. The bidders should provide a self-certified undertaking letter (Annexure-I) mentioning they
have not been blacklisted or debarred from any contract anytime during the past five years.

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 4.2 Financial Criteria. The bidder should have the following qualifying financial criteria;
a. The bidder should have achieved average annual turnover of at least Rs. one crore during the
last three years.
b. The bidder should have successfully carried out at least one work for annual value of Rs. One
crore or two works each for annual value of Rs.50 Lakhs in providing Mess Services to
Institute of National Importance/ Centrally Funded Technical Institutes (CFTIs)/ Central or
State Universities/Central Government authority/State Government authority/ PSUs.
c. Profit & Loss Statement of bidder should show profit for last three Financial Years.
5. Statutory Requirements
5.1 The following mandatory valid documents are to be submitted along with the tender:
a) GST Registration Certificate & PAN Number.
b) ESI & EPF Registration Certificate.
c) Company Registration Certificate.
d) Registration under labor laws.
Above statutory registrations/licenses must be under the jurisdiction of local government,
wherever applicable.
6. General Information and Instructions for the Bidders
6.1 The complete tender documents can be downloaded from the GeM Portal. Information on issuance
of corrigendum, if any, related to this tender will also be available on GeM Portal. Please read all
the Terms & Conditions carefully before filling up the document. Incomplete Tender
documents will be summarily rejected. All pages of the tender document must be signed by the
authorized signatory and sealed with the stamp of the bidding firm as token of having accepted all
the Terms and Conditions of this Tender.
6.2 Inspection of Site: Interested parties is/are allowed to visit and examine the site and its surroundings
at their own cost on the day of pre bid meeting mention in the tender documents.
6.3 Pre-Bid Meeting: Attending pre-bid meeting is mandatory for consideration of participation in the
bidding otherwise bid will not be entertained.
6.4 Two-Bid system: The offers/bids should be submitted in two-bid system (i.e.) Technical bid and
Financial bid. The Technical bid should consist of all the details as specified in the schedules
along with commercial terms and conditions. There should be no cost indication in the Technical
bid.
6.5 Forwarding of Bids: Bids should be submitted by Bidders furnishing details like valid GST
registration number, Bank account details with address, contact details and complete postal address
of their office & e-mail ID.
6.6 Clarification regarding contents of the Bids: During evaluation and comparison of bids, NIT
Durgapur may, at its discretion, ask the bidder for clarification of their bid through GeM Portal.
The request for clarification will be given in writing and no change in prices or substance of the
bid will be sought, offered or permitted. No post-bid clarification on the initiative of the bidder
will be entertained.
6.7 Rejection of Bids: Canvassing by the Bidder in any form, unsolicited letter and post-tender
correction may invoke summary rejection. Conditional tenders will be rejected.
6.8 Validity of Bids: The Bids should remain valid for 90 days. However, in case of any delay due to
genuine reasons, the validity period maybe extended further for additional period of 30 days.
6.9 Earnest Money Deposit (EMD)
(a) Earnest Money Deposit of Rs. 3,60,000/- (Rupees Three lakhs Sixty thousand only) shall
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 be submitted by way of Demand draft or Banker’s pay order drawn in favour of “NIT
Durgapur” and payable at Durgapur (West Bengal).
(b) EMD EXEMPTION: The bidder seeking EMD exemption, must submit the valid
supporting document for the relevant category as per GeM GTC with the bid. Under
startup/MSME category, only manufacturers for goods and Service Providers for Services
are eligible for exemption from EMD or as per the Government of India norms.
7. General Conditions of contract:
7.1 Terms and conditions: Matters pertaining to running and operating of Catering Services are listed
in Terms and Conditions as Annexure III. The Bidder/Vendor is required to go through this
document and understand the statutory compliance and the functioning and operations of the mess
before applying for the tender.
7.2 Submission of Tender / Bid: Vendors are requested to submit the Tender/ Bid in two parts, as
follows:
i. Part I (Technical Bid)
ii. Part II (Financial Bid)
Part I (Technical Bid): The following documents will form part of the technical bid-
i. Annexure IV : Organization Details and Financial Profile of the Bidder.
ii. Annexure V : Details of clients.
iii. Annexure VI : Data for Evaluation of Technical Bids.
iv. Annexure VII : Details of Manpower Proposed to be deployed
v. Annexure VIII : Exceptions and deviation statement.
All the tender documents, supporting documents including the above Annexures should be duly signed &
stamped on each page by the bidder.
Part II -Financial Bid
The Financial bid should be in attached format as per Annexure-IX. The bidder will quote rate
by considering menu in Annexure II.
7.3 Evaluation of Tenders
i. Quality and Cost Based Selection (QCBS) method of Bid Evaluation would be adopted to select
the most competent bidder with the best value solution offering. Under QCBS, the technical
proposals will be allotted weightage of 60% while the financial proposals will be allotted
weightages of 40%. Details on the evaluation methodology and illustration is explained in the
Terms of Reference (TOR) at Annexure-X.
ii. The bidders should meet the qualifying requirement as well as statutory requirements as
mentioned in NIT (Notice Inviting Tender). Tenders not meeting the Qualifying and Statutory
requirements shall be summarily rejected. Tenders of those bidders, which are found to be
meeting the qualifying requirement, shall be taken up for detailed evaluation.
iii. In case the bidder does not fully comply with the requirement of Tender Document and in case
the Bidder continues to stipulate exceptions and deviation to the clauses of Tender Document
and if the same is not acceptable to NIT Durgapur, then the tender will be rejected.
iv. Proposed deployment of resources like manpower shall be complied with as per the
requirements specified and will be completed prior to the commencement of work.
v. The bidders shall not mention their rate of any items or total quoted price anywhere in the
Technical Bid (Part-I) part of the Tender. If bidder specifies rate of any items or total quoted
price in the Technical Bid (Part-I) part of the tender, then his/her bid shall be rejected
summarily.

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vi. The bidders shall submit documentary evidence in support of the all qualification criteria.
vii. For the purpose of ascertaining the experience and financial criteria, the experience and financial
criteria of the tendering entity shall alone and not of its sister concerns or others will be taken
into consideration.
viii. Joint ventures/Consortium based offers shall not be accepted.
ix. There shall neither be any case or charge under investigation/ enquiry / trial against the bidders,
nor convicted in a Court of Law nor suspended / black listed by any organization on any
grounds.
x. NIT Durgapur reserves the right to use in-house information for assessment of capability of
bidders including rejection of tender(s) in the technical evaluation/ Price Bid evaluation stages.
This will include past performance in the Institute, feedback from other concerned
institutions/organizations etc. The decision of NIT Durgapur regarding the tender will be final
and binding. If the performance of the bidders is / has been found to be unsatisfactory for any
reasons, whatsoever, in any organization including NIT Durgapur, then NIT Durgapur reserves the
right to reject the tenders submitted by such bidders at the technical scrutiny/ Price Bid Evaluation
stages.
xi. Technical evaluation of bids will be carried out as per the mention below table:
Table: A

Parameters Attributes Marks/Score

(Max. 100)

Part-A

5 years and above 20

Greater than 3 years and less than 5 years 15

Experience of the firm
3 years and not less than 01 year 10

Above 10 crores 20
Annual turnover of Bidder
Greater than or equal to 5 crore and less than or 15
equal to 10 crores

Greater than or equal to 1 crore and less than 5 crores 10

Annual value of the single Above 1 Crore 20

largest contract for running
Mess Services (Attach Proof Greater than 75 Lakh and less than or equal to 1 crore 15
of Bills/CA certified income
certificate through mess
service) One work of One Crore or two works of Rs 50,00,000 10

Letter of Recommendation 3 letters and above 20

2 letters 15

1 letter 10

Total 80

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 Part-B

Presentation/Interaction on 20
10/12/2024 by shortlisted
bidders from Part-A

Grand Total 100

xii. Only those bidders who are shortlisted after due verification of all the qualification criteria and
achieve at least 80% of total marks allotted for Part-A of Table A will be called for
Presentation/Interaction. The date of presentation will be on 10/12/2024 onwards in offline
mode. The shortlisted bidders will be intimated accordingly for the presentation.
xiii. Only those bids which achieve total 70 or more marks/score in Table A (Part-A + Part-B) will
be eligible for financial bid evaluation.
xiv. The financial bid received through GeM portal only would be scrutinized by a duly constituted
committee or nominated officials for the purpose. The quoted prices shall be checked to
determine the arithmetical accuracy of the same.
xv. The financial bids of the technically qualified bidders will be evaluated following QCBS
method (Details on the evaluation methodology and illustration is explained in the Terms of
Reference (TOR) at Annexure-X).
xvi. NIT Durgapur reserves the right to accept or reject any or all the tenders without
assigning any reason whatsoever and the decision shall be final and binding on the bidder/
mess service provider.

Final Selection of Vendor(s)

i. The Successful Bidder, whose Combined Technical and Financial Score (CTFS) is the
highest, shall be issued a work order by NIT Durgapur. The Successful Bidder shall confirm
acceptance by returning a signed copy of the work order.
ii. NIT Durgapur shall not be obliged to furnish any information / clarification / explanation to the
unsuccessful bidders, the Institute shall correspond only with the successful Bidder.
iii. No Bidder will be awarded more than two separate tender for hostels mess which are
circulated through GeM. The institute has right to allot any one but not more than two
mess tenders to successful bidder.

7.4 Award of Contract (General conditions for award of Contract).

i. The Successful Bidder will be awarded Contract for a period of one year from the date of award
of work. Further, the period of contract may be extended for another period of two years based
on the performance of the Contractor and approval of the competent authority.
ii. The Contractor shall mobilize his/her resources and take up operations immediately on receipt of
Work Order and the contract shall commence from the dates mentioned in the work order.
iii. Within one week from the date of acceptance of the work order, the Bidder shall execute an
Agreement on non-judicial stamp paper of appropriate value with NIT Durgapur in a format
prescribed by NIT Durgapur. The successful bidder shall commence operation within one week
from the date of acceptance of the Contract or date as specified by NIT Durgapur.
iv. Performance Security as required vide para 7.6 below is required to be submitted along with the
agreement. Agreement without Performance Security will be considered invalid.
v. The Contractor shall observe all the existing rules and regulations regarding labour employment
and shall indemnify and keep the Institute indemnified from all the claims in this respect.
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 vi. The successful Bidder shall make his own arrangements for the services as specified in the
Tender Document.
vii. If at any point of time, it is found by NIT Durgapur, that the Bidder has furnished false
information, NIT Durgapur may reject the tender/contract.
viii. Initial three months will be considered as trial period. If the performance during the trial period
is found to be unsatisfactory, the Institute is in liberty to terminate the agreement without notice
or further increase the duration of the trial period after due warnings for improvement.
The Bidder is responsible for sourcing his vendors for supply of provisions, vegetables, milk,
soft drinks, snacks etc. The Bidder is solely responsible for the agreements, contracts payments
to these vendors and shall keep the institute indemnified from any liabilities to these vendors.
The Bidder will issue a written undertaking to each his/her vendor that the bidder is solely
responsible for all matters pertaining to the supplies and payments being made and NIT
Durgapur is indemnified form any liabilities to these vendors. Original copies of the same will
be deposited at the Institute.

7.5 Contract Document

i. The bidder, whose tender has been accepted by NIT Durgapur, shall enter into formal agreement
with NIT Durgapur at the date and place to be notified by the Institute.
ii. Contract documents for agreement shall be prepared after award of works as intimated to the
successful bidder by a letter of acceptance. The Agreement and tender documents together with
the annexed documents and bidder’s acceptance thereof shall constitute a binding contract
between the successful bidder and the Institute. Contract documents to be signed between NIT
Durgapur and successful bidder shall consist of following:
a) Original tendering document.
b) Corrigendum issued, if any.
c) Letter of acceptance.
d) Detailed letter of award/acceptance along with agreed variation / amendment and
other enclosures.
e) Different types of menu and accepted rates.
f) Performance Security as explained in subsequent paras.
g) Agreement on stamp paper of appropriate value.
h) Any other instructions/orders/notes etc. issued from time to time
7.6 Performance Security
Within 03 weeks from the date of receipt of work order, the contractor shall deposit with the
Institute a sum of 5% of the value of the contract as Performance Security by way of Demand
Draft for the due performance of the contract. The Institute will be at liberty to forfeit the
deposit if the Contractor fails to honour his/her commitments in any manner whatsoever. The
deposit will not bear any interest and the same shall be refunded to the Contractor on due
performance of the contract after adjusting dues, if any, on this account.
7.7 Penalty Clause
i. Contractor will be required to maintain a complaint register for each Mess, which will be put up
to Mess Office on weekly basis, along with details of corrective action taken. Hostel Mess
Committee will look into recurring and serious complaints. Based on recommendations of Mess
Committee, Warden (s) will issue statutory notice to the Contractor. Penalty will be imposed as
per scheduled mentioned in the Point no.-F (i) of Annexure III of this document.

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 ii. Damages to institute property will be charged on actual basis.

7.8 Subletting of Contract:

The contractor/vendor shall not assign and or sub-let the contract or any part thereof or any
benefit or interest therein or there-under without the prior written consent of competent
authority of NIT Durgapur and such consent shall not relieve the contractor/vendor from any
liability or obligation under the contract and the contractor/vendor shall be fully responsible for
the acts / defaults and neglects of his agent's, servants or workmen as if they were the acts,
defaults or neglects of the contractor/vendor, his Agencies, servants or workmen.
7.9 Performance of Vendors:
NIT Durgapur shall assess the contractor/vendor’s overall performance with respect to quality
and adherence to time schedule of work done at regular interval and take a decision regarding
assigning further work in case the performance of the contractor/vendor is found to be
unsatisfactory by NIT Durgapur. The decision of the Competent Authority of NIT Durgapur or
any other officer authorized by him shall be final and binding on the contractor/vendor for the
purpose of determining “satisfactory services”.
7.10 Termination of Contract
i. NIT Durgapur reserves its right to terminate the contract for any reason at its absolute discretion
including, but not limited to the following:
a) If the contractor/vendor is adjudicated insolvent by a Competent Court of Law or files for
insolvency or the contractor/vendor Company is ordered to be wound up by a Competent
Court.
b) Contractor/vendor commits any material breach of the terms of this contract with NIT
Durgapur or if found guilty of any malpractice in the performance of the contract.
c) If any charge-sheet is filed by the Competent Authority against the contractor/vendor or
its company or the contractor/vendor is convicted by a criminal court on grounds of moral
turpitude.
d) In the event of unsatisfactory service or failure on the part of the contractor/vendor or if
the contractor/vendor shall neglect to execute the work with due diligence or expedition
or shall refuse or neglect to comply with any reasonable order given to him by NIT
Durgapur in connection with work or shall contravene the provisions of the contract, NIT
Durgapur shall have the option to declare the contract as cancelled and may get the work
executed by any alternate sources at the contractor/vendor risk and cost. In such an event
the contractor/vendor shall have no claims whatsoever against NIT Durgapur in
consequence of such termination of the contract. The decision of NIT Durgapur in
terminating the contract will be final and binding on the contractor/vendor.
e) In case the vendor fails to comply with all the statutory compliances. The vendor will
ensure payment of wages as per Minimum Wages laid down by the Government, timely
payment of wages to their employees, Opening and subscribing to EPF, ESI etc. for the
employees engaged at NIT Durgapur and timely and correct payments of the same.
ii. NIT Durgapur reserves its right to remove from the list of approved contractor/vendor or to ban
business dealings with the contractor/vendor if found to have committed fraud, deception,
misconduct etc. and also to suspend business dealings pending investigation.
7.11 Force Majeure:
If either party is prevented from the performance of its obligations in whole or in part for
reasons of Force Majeure, viz., acts of God, acts of Government, acts of public enemy, war,
hostility, civil commotion, blockade, sabotages, riots, fire floods, earthquake, explosions,
epidemics, strike and lawful lockout, the period of Force Majeure shall be excluded accordingly.
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 If force Majeure event(s) continue beyond the period of three months, the parties shall hold
consultation to chalk out the further course of action. Neither party can claim any compensation
from the other party on account of Force Majeure.
7.12 Conciliation: Any dispute or difference whatsoever arising between the parties relating to or
arising out of Contract, shall be settled first by Conciliation in accordance with the Govt. Rules
and settlement so rendered between the parties.
7.13 Further, any legal dispute arising out of any breach of contract shall be settled in the court of
competent jurisdiction located within the local limits of Durgapur, West Bengal.
7.14 In pursuance thereof shall be final and binding on the parties. Reference to Arbitration shall be
made only when the Conciliation has failed. All disputes will be subject to Durgapur Jurisdiction
only. All disputes or differences whatsoever between the Mess service provider and the Institute
related to the contract will be settled by the Director NITD, failing which arbitration as per the
provisions of the Indian Arbitration and Conciliation Act, 1996 and shall be binding for all purpose.
7.15 NIT Durgapur reserves the right to modify/add any clause to the agreement, during the period
of the contract, for any essential item, services, etc.
Executing Authority: The Competent Authority of NIT Durgapur or his authorized representative
shall be the Executing Authority for this job. All the Bills pertaining to the work order shall be
submitted to the concerned office for processing for release of payment.
7.16 The Contractor shall hand over the allotted space along with infrastructure, if any, in original
condition to NIT Durgapur, on termination or expiry of the Contract.
7.17 Accommodation, Gate Pass etc.: NIT Durgapur will provide a few rooms for mess workers to
stay in the NIT Durgapur, Boys‟ Hostel Kitchen Block, the rent of which is defined in
Annexure XI. The Contractor/vendor shall be responsible for maintaining the rooms and if extra
rooms are required, they will be arranging of their own. NIT Durgapur shall provide necessary
assistance to obtain gate passes to the mess workers.

Sd/-
Dated: 14/11/2024 Registrar In-charge

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 Annexure- I
UNDERTAKING REGARDING BLACKLISTING

It is hereby certified that, I/we……………………………………………… are not blacklisted by Govt.

of India & its undertaking as on date.

The Firm will immediately inform to Client (NIT Durgapur) in case of any change in the situation any
time here in after.

Name of the Bidder/Authorized Signatory:

Signature of the Bidder/Authorized

Signatory: Company/Firm Seal/Stamp:

Date:

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Annexure-II

Item list for Breakfast, Lunch, and Dinner

(A) For Breakfast: Breakfast (the possible combinations of items to be served to an adult. The sign “/” denotes
“or” and “,” denotes “and”).
Following alternative combinations as ordered, to be arranged along with a cup of Milk/tea/coffee :

Item

(I) Indian Dish and banana (good quality, 1 Piece)

and
(II) Any one of the following with 1 Banana (good quality and proper size)-
Slices of toasted bread (05 slices) with butter/jam, 1 piece boiled egg / 1 piece Omelette/1 piece
Moong Dal Chilla/1 piece Besan Chilla / Milk (200 ml) with cornflakes
*
Student can opt any one option out of option I and Option II as mentioned in table.

(I) Indian dish may include:

 Vada (04 pieces)/ Idli (04 pieces)/ Uttapam (2 pieces) of standard size with fresh Sambhar and chutney
OR
 Variety of stuffed (Aaloo, Paneer, Dal etc.) Paratha (02 pieces) of standard size with pickle /sauce, curd
(100gm), and butter (20 gm)
OR
 Chola Bhatura (02 pieces)/ Poori (06 pieces) of standard size with a vegetable/Matar Ghoogni and pickles
OR
 PavBhaji (04 pieces)/ Poha (200 gms.)/Namkeen sewayain (200gm)/ Veg Sandwithches (02
Pieces)/Kachori subji
OR
 Veg Roll /Chicken Roll /Egg Roll (standard size, 1 Piece)

(B) For Lunch and Dinner

Combination 1:-
a. Fresh hot/warm rice and hot chapatti.
b. Musur Dal/Moog Dal etc.
c. Seasonal Vegetable (Ful gobi / Bandha gobi or bhindi or Patal etc)
d. Chicken ( for non-veg only)
e. Chilly Panner (for veg only)

Combination 2:-
a. Fresh hot/warm rice and hot chapatti.
b. Vegetable Mug Dal
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c. Aloo capsicum
d. Fish curry (for non-veg only)
e. Veg kofta (100 gm) (for veg only)

Combination 3:-
a. Fresh hot/warm rice and hot chapatti.
b. Sambar
b. Dhokar Dalna 3 pcs
c. Crispy fry of any seasonal vegetables
d. 100 gm curd (sour) + sugar

Combination 4:-
a. Fresh hot/warm rice and hot chapatti.
b. Masala Musur Dal
c. Seasonal Vegetable. (Ful gobi / Bandha gobi or bhindi or Patal etc)
d. fish curry (for non-veg only)
e. Kadai Panner (for veg only)

Combination 5:-
a. Fresh hot/warm rice and hot chapatti.
b. Musur Dal.
c. Seasonal Vegetable. (Ful gobi / Bandha gobi or bhindi or Patal etc)
d. Chicken (for non-veg only)
e. Palak Panner (for veg only)

Combination 6:-
a. Fresh hot/warm rice and Roti
b. Sambar Dal
c. Seasonal Vegetable (Ful gobi / Bandha gobi or bhindi or Patal etc)
d. Egg curry 2pcs (for non-veg only)
e. Soyabean items (for veg only)
f. Papad

Combination 7:-
a. Fresh hot/warm fried rice and Roti
b. mixed dal
c. Seasonal Vegetable(Ful gobi / Bandha gobi or bhindi or Patal etc)
d. Egg curry 2 pcs (for non-veg only)
e. Veg Manchurian (for veg only)
f. Papad

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Combination 8:-
a. Khichdi
b. Chutney
c. crispy fry of any seasonal vegetables
d. Aloo choka
e. papad + sour curd

Combination 9:-
a. Fresh hot/warm rice and hot chapatti
b. Musur Dal/Moog Dal etc
c. Seasonal Vegetable (Ful gobi / Bandha gobi or bhindi or Patal etc)
d. Egg curry (2 pieces) (for non-veg only)
e. Butter Panner Masala (for veg only)

Combination 10:-
a. Fresh hot/warm rice and hot chapatti.
b. Mug Dal.
c. Seasonal Vegetable. (Ful gobi / Bandha gobi or bhindi or Patal etc)
d. Tomato-capsicum fry.
e. Double Egg Omlet with Curry. (for non-veg only)
f. Sahi Panner Masala (for veg only)

Combination 12:-
a. Fresh hot/warm rice and hot chapatti.
b. Tarka Dal (Chana-tomato-dhania)
c. Egg bhujia with onion & potato (for non-veg only)
d. Veg Manchurian (for veg only)
e. Gulabjamun 1 piece of Rs. 10/-

Special Dinner:-
a. Fried rice and Radhaballavi
b. Chicken Curry (for non-veg only)
c. Panner Manchurian (for veg only)
d. Fruit Custurd
e. Nabaratna
f. Chatni
g. Papad
h. Coldrinks 200ml. Glass
i. Rasogolla or kalakand or Rasmalai 1 piece of Rs. 10/-

Page 14 of 35
 Ideal Dinner:-
a. Fried rice/ Jeera rice and Radhaballvi
b. Mutton Curry (3pc. standard size)
c. Chili Panner (150 gm) (veg only)
d. Mushroom/Baby corn (100 gm)
e. Aloo Dam
f. Gulabjamun/ Rasmalai 1Piece of Rs. 10/-
g. Kalakand 1 piece of Rs. 10/-/
h. Coldrinks 200ml. Glass
i. Ice Cream 1 piece of Rs. 10/-

Note: - *Quantity
Egg Item : 3 meals per week (2pcs per meal)
Chicken Item : 3 meals per week (140 grams per meal without gravy)
Fish Item : 3 meals per week ( 75 grams per meal without gravy)
Paneer Items: 6 meals per week (70 grams per meal without gravy)
a) Fresh Green Salad (including Onions, Lemon, and Seasonal Vegetables like carrot, cucumber, cabbage, radish,
etc.) and pickles are must for Lunch and Dinner.
b) For Rice, Chapatti, Dal, Vegetables, and Salad: the amount/quantity to be provided as required by an adult
student.
c) The combinations for the breakfast, lunch and dinner as defined above can be applicable to any day (lunch or
dinner), subjected to decision that will be taken by the mess committee along with wardens of individual hostels.
d) Special dinner (SD) needs to be served every Wednesday.
e) The combinations can be further added/ subtracted according to the decision of the Hall mess committee and
wardens of individual hostels from time to time.
f) Ideal dinner (ID) needs to be served once a month. However, SD will not be served in that particular week of the
month.
g) Breakfast should contain an optional toast bread+ butter/jam other than the menu decided by the students.

h) Tentative Mess Timings:

Breakfast+ Tea/Coffee Lunch Dinner

07:00 AM to 09:00 AM 12:00 noon to 2:00 PM 8:00 PM to 10:00 PM

However, this timing will be finalized by the individual Hall Mess Committee in consultation with Wardens and it
will be communicated to the Mess Service Provider.

Page 15 of 35
GENERAL SPECIFICATIONS OF ITEMS

All Cooking raw stuff/materials (the food items or ingredients) as per menu and meal specification should
be Food Safety and Standards Authority of India (FSSAI) certified (as applicable)
Only the certified cook from any recognized organization is allowed to cook food at different halls of NIT
Durgapur.
1) Rice: Rice may be (Both Raw Rice and Boiled Rice will be read) superfine or fine, unbroken, stone and dust-
free, free from bad smell. Some of the types of the rice are Minikit, Baskanthi, Dudheswar, Katrani Bhog,
Basmoti, Kalam Kati, etc. on rotation and it must be FSSAI certified.

2) Atta: Aashirvaad/ fortune/ Patanjali/ Ganesh etc. and it must be FSSAI certified.

3) Mustard Oil/ Sunflower Oil: It should be of reputed brands like Ganesh, Fortune, Emami Healthy and Tasty,
Engine, Dhara, etc. with good quality and free from any adulteration. The sealed container must be FSSAI
certified.

4) Dal / Pulses: Musur, Sona Mug, Chhola, Urad, Arahar, Chana, Rajma, etc. on rotation: All varieties of Dal/
Pulses should be of good quality, fresh, clean, stone& dust free and must be FSSAI certified.

5) Sugar: Good quality, crystal clear coarse grain, and free from any adulteration and must be FSSAI certified.

6) Spices: Good Quality branded spices (Tata, Sunrise, Cookme, JK etc.) are to be supplied. It should be fresh,
clean, and free from dust. It must be FSSAI certified.

7) Potato: Good quality potato to be supplied and it should be big and medium size only without surface damage
& blemish.

8) Adrak/ Ginger: Fresh and big size.

9) Onion: Fresh, good quality, and big size only.

10) Garlic: Fresh and big size only.

11) Vegetable: Good quality, fresh/ green, clean and free from pests.

12) Chicken: Only dry live chicken to be dressed in the hostels. The weight of the chicken should not be more
than 2 kg.

13) Meat: Live ‘he' goats preferably castrated to be supplied and then be dressed outside the kitchen area of the
respective hall of residence.

14) Fish: Fishes (Rohu and Katla) to be supplied not less than weight of one Kg. without head and stomach and
must be fresh (without lead, collarbones, tail, viscera and fins). Tail is to be cut up to a depth of one inch from fish
end.
15) Eggs: Fresh, big size poultry chicken eggs are to be supplied.

16) Bread: Good quality, fresh, and FASSAI marking fresh sliced bread to be supplied.

17) Ice Cream: Preferably Kwality Walls, Metro, Amul, Cream Bell, Vadilal. It must be FSSAI certified.
18) Other Confectionary: Cake, Biscuit are to be supplied fresh and good quality. Make and weights are to be
mentioned while quoting rates. All items must be FSSAI certified.

19) Breakfast/Lunch/Dinner: Breakfast/Lunch/Dinner to be prepared at the kitchen of respective Halls of

Residence at the cost of suppliers and served to the students. It should be hot and good quality. All foods must be
properly covered.
Page 16 of 35
 A. Site Particulars
TERMS AND CONDITIONS
Annexure-III
National Institute of Technology Durgapur is situated at M.G. Avenue, Durgapur-713209, Durgapur, West
Bengal.
a) The bidder is advised to visit and examine the site and its surroundings and obtain for himself
/herself all information that may be necessary for preparing the tender and entering into a
contract for execution of the work.
b) The bidder may also enquire about the availability and supply of provisions to enable the
vendor to obtain timely and correct supplies.
c) The Service available in the campus and the respective messes will be made available on as is
where is basis. The bidder can examine the same before submitting their tenders. The contractor
shall bring their own cooking and serving utensils.
d) Vendors shall maintain all the above equipment and weekly maintenance to be carried out as
per the schedule indicated by the in-charge of the Mess Committee during the service period.
e) It is understood and agreed that the above factors have properly been investigated and
considered by the Bidder before submitting the Tender.
f) No claim for financial or any other adjustments to contract price, on account of lack of clarity
of such factors shall be entertained.
g) The cost of visiting the site shall be borne by the Bidder.
h) The list of inventory of the kitchen will be made available to prospective bidders during the time of
Pre-bid meeting.

B. Catering infrastructure availability-

Below mentioned infrastructure is available, which can be utilized by the catering contractor for
provision of services: -

Name of Mess Service Cooking Food to be Available Facilities

location served

Hall -11 (Boys) Hall -11 (Boys Hall-11 (Boys A Kitchen with modern kitchen
Hostel) Hostel) equipment. One dining hall with
seating capacity of 250 students.

The contractor will be responsible for routine upkeep and maintenance of above infrastructure. However, the
repairs/maintenance to buildings, exhaust system, and the electrical and plumbing infrastructure will be the
responsibility of NIT Durgapur.

C. Electricity/Water/Miscellaneous Charge:
 The monthly electricity bill will be paid by the contractor on actual basis along with
pro-rata fixed charges levied by the Electricity Board for which sub-meter shall be
provided by NIT Durgapur. The electricity charges will be paid on or before 5th of every
month on monthly reading basis. Any damage/loss due to misuse on the part of
contractor's staff will be recovered at actuals, as decided by competent authority of NIT
Durgapur.
Page 17 of 35
  The Contractor shall try his best to save energy by using the latest technology in catering
service areas.
C. Use of Machines/Equipment
The contractor is permitted to bring in, install and use additional equipment’s or appliances or
vehicles required for cooking or serving or delivery. However, prior clearance/permission
from Estate Officer / Mess Committee of NIT Durgapur is mandatory before installing any
additional equipment or appliance. Prior permission/information to the Security Section of
NIT Durgapur is mandatory for using any vehicles inside the Campus.
It will be mandatory for the contractor to install and use the following
machines/equipment: -
1. Dough Cutter
2. Vegetable Peeler/cutter/washer.
3. Dish/plate washing machine.
4. Commercial SS Hot case counter for food serving
D. Disposal of Waste Food
i. The vendor will take the responsibility for necessary waste segregation and be
compliant with all the relevant government standards of waste management.
Whenever possible, the vendor will actively explore alternatives to produce compost
by utilizing organic waste generated in the mess inside of NIT Durgapur campus or
disposal of waste originating from Mess/Kitchen to suitable location.
ii. The vendor will maintain substantial inventory of dustbin bags, cleaning equipment
and chemicals for at least 2 cycles of deep cleaning and 2 weeks of daily cleaning.
iii. Daily and weekly food assessment should be provided and shared with the Mess
committees to reduce wastage of food.
E. Monitoring/Penalty:
i. Periodic food testing will be made by appropriate testing agency as decided by the competent
authority.
ii. The quality of ingredients as well as cooked items and the hygiene level will be checked
randomly by the Competent Authority. In the event of use/serving of any substandard item,
stale/spoiled food item and non-serving of approved item(s), use of unclean utensils as certified
by the Hostel Mess Committee, formal complaint shall be recorded against the Contractor and
appropriate penalty will be levied by the Institute on Contractor. Repeated complaints of this
kind from the said authorities can result in the termination of the contract after appropriate
inquiry by the Coordinator, Hostel Affairs Board and the decision of the Institute Competent
Authority will be final in this regard.
iii. The caterer will be fined in case of violation of the following rules on the recommendation of
Mess Committee:

Minimum Fine per

Rule Violation
complaint

Non-availability of complaint register on the counter/discouraging students

Rs. 2,000/-
from registering complaints (Two or more complaints in a week)

Insects cooked along with food (Two or more complaints in a month) Rs. 10,000/-

Soft objects like hair, rope, plastic, cloth etc. in food (Two or more
Rs. 5,000/-
complaints in a month)

Page 18 of 35
 Any complaint of stones/pebbles of diameter more than 2 mm (Two or
Rs. 3,000/-
more complaints in a month)

Hard and / or sharp objects like glass pieces, nails,hard plastic etc. Rs. 5,000/-

Three or more complaints of unclean utensils in a week Rs. 5,000/-

If mess committee in consultation with students in present mess agrees that

certain item of a meal was not cooked properly / overcooked / extra spicy / Rs. 3,000/-
extra oily (Two or more complaints in a month)

Upto Rs 2,00,000
Food poisoning of substantial number of students Depending upon
severity

Timings mentioned in the tender or decided with the respective mess

Rs 3,000/-
committee should be followed strictly (Two or more complaints in a month)

If food for any meal gets over within timings of mess and waiting time is
more than 15 minutes for lunch, dinner, and breakfast (Two or more Rs. 3,000/-
complaints in a month)

Changes in menu of any meal without permission of mess committee. Rs. 3,000/-

If the quality of milk/curd is not found to be appropriate, or it is diluted. Rs 3,000/-

Inappropriate mess area hygiene or personal hygiene of workers including

Rs. 5,000/-
their dress and / or misbehavior by workers etc.

Failure to maintain a proper health checkup of the workers. (Two or more

Rs. 5,000 /-
complaints in a month)

Deviation of mentioned brands without prior permission Rs. 10,000/-

Improper maintenance of gas cylinders / gas pipelines, related services. Rs. 5,000/-

Use of newspapers to keep fried items or any cooked food Rs. 1,000/-

Items like Ajinomoto, artificial colours etc. are banned.

Rs. 5000/-

Other violation of rules (those are not mentioned above) will be handled by respective Hall Mess Committee
and wardens, case to case basis. The Mess service provider will have to deposit the penalty amount in the
respective hostel bank account.

F. Sign out Option

The students will be entitled to mess sign off as per the norms set by the Institute, for which they
will not be charged in the monthly messing.
G. Processing of Mess Bill
The payment for the Mess services/food supplied to the students during semesters shall be made by the
respective mess of NIT Durgapur. No interest will be payable on the non-payment due to delayed
Page 19 of 35
submission of bills and non-satisfactory services. No advance payment will be made.
a) The bidder/mess service provider needs to submit the Bill for a month within 07 (seven) days of the
next month with the student list who have taken food for the month in the Hall Mess (mentioning a
number of days, each student has taken food). The following points must be noted related to the
generation of bill:
i. If any student does not take food for any valid reason (station leave with prior approval/ institute
representation for sports, cultural activity etc. / as per the Institute doctor’s recommendation due
to medical ground) for five days or more continuously, after prior submission (at least three days
before) of the application (forwarded by respective hall manager/ care taker and wardens) to the
mess service provider’s representative, then he/ she will be eligible for a rebate of 100% of his/her
total mess bill for those days only.

Then Mess service provider also needs to submit the other documents as Proof of payment of Minimum
Wages as applicable to their employees working in their respective mess, proof of deposit of all statuary
EPF, ESI contribution at the appropriate organization (as per Govt. Rate), for their employees as per the
category of skilled, semi-skilled, unskilled etc., working in NITD.
The above-mentioned documents need to be submitted in the office of wardens of the respective hall.
Payment will be made on account payee cheque only, within 30 working days from the date of
submission and subsequent acceptance of the bill (subject to certification of competent authority)
along with other relevant documents as mentioned above.
a) The bidder/ mess service provider shall pay the charges for monthly electricity charges etc. (as
applicable from time to time) latest by the 15th of every month, or may submit consent to deduct the
same from outstanding bills.
If the contractor fails to comply with the above-mentioned criteria, then respective hostel
administration of NITD has every right to withhold the bills or even terminate the work
order/contract.
To avail the mess rebate participant should ensure that they give at least 24 hours prior notice in writing
to the mess supervisor. Exemption for mess charges is allowed only for full days. Exemption for part of
a day is not entertained. No other refund is admissible on mess charges.
The Contractor shall pay the monthly charges, if any, through NEFT/RTGS in favour of Registrar NIT
Durgapur in the Institute’s Account and submit the receipt of payment to the respective hostel office
latest by 5th of every Month.
H. Mandatory staff deployment

Sl.No Designation Minimum Sl.No Designation Minimum

Strength
Strength

1 Manager 1 4 Assistant Cook 3

2 Asst. Manager 1 5 Helper 12

3 Head Cook 1

a) Up to 500 students strength, the mandatory minimum staff deployment, as mentioned above
will be ensured by the Contractor. For the student strength above 500, there should be
additional engagement of 3 workers per 100 students must be ensured by the Contractor.
During the rest of the academic year, staff strength may be revised proportionate to the
student strength.
H. Good behaviour and prompt service: The successful bidder shall ensure that the quality of service is
Page 20 of 35
 courteous and prompt and is in accordance with the laid down specification.

I. Recovery of dues: In case of any rightful dues (such as claim, penalty, etc.) the mess 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.

J. Child labour prohibited: No child labour shall be employed by the bidder/mess service provider in any
case. Full details of the employed persons will be maintained by the Mess service provider and will be
provided to the competent authority as and when demanded.
K. Intoxicating materials prohibited: The sale, storage or stock, the deposit of narcotics, tobacco, alcohol
and other contraband & dangerous goods/materials in any form is strictly prohibited. Further, Smoking
and consumption of Alcohol/intoxicants in the hall premises are strictly prohibited.
L. Statutory Compliance
i. The contractor shall be responsible for fulfilling the requirement for all statutory provisions
of relevant enactments viz. Minimum Wages Act (Central / State), if applicable and as
applicable, Payment of Wages Act, Industrial Disputes Act, Contract Labour (Regulation &
Abolition) Act, 1970 read with the Central Contract Labour (Regulation & Abolition) Rules
1975, ESI Act, 1948, Workmen Compensation Act, 1923, Employees Provident Fund and
Miscellaneous Provisions Act, 1952, Payment of Bonus Act 1965, Payment of Gratuity Act,
1972, and any other law applicable for the employment of contract workmen as amended
from time to time.
ii. The contractor shall be solely responsible to comply with all Acts, Laws, Rules and
Regulations, as may be applicable from time to time in respect of running of the Mess and
shall pay all taxes, debts and / or levies as may be levied by the appropriate Government /
Local bodies and other authorities in this regard, and the Service Provider shall indemnify
the Institute against all claims, loss, damage and costs thereof in case of any breach of any
of these Acts, Laws, Rules and Regulations.
iii. The Institute shall be indemnified for any action brought against it for any violation/non-
compliance of any of the provisions of any of the acts, etc. Hence, noncompliance or
violation of any of these provisions of any of the Acts would lead to the immediate
termination of the contract. The contractor shall maintain all records required to be
maintained under statutory enactments and the Institute’s authorized representatives shall be
entitled to inspect all such records at any time.
iv. Payment Minimum Wages: The contractor shall not pay less than what is provided under the
law to workmen engaged by him for the work. The wages should also be paid in time i.e., by
the 5th day of the preceding month.
v. The contractor shall be solely responsible as regards salary/ wages and service conditions
and terms extended by the contractor to his/her workmen and shall in this connection
maintain requisite records and comply with all laws/ enactment, rules and regulations and
orders applicable to the contractor’s employees/ workmen in general and in particular laws/
enactments, rules and regulations and orders dealing with employment of contract labour,
payment of minimum wages, fire and safety regulations relating to employment of female
workforce, security arrangements and such other rules and regulations as may be applicable
at present or made applicable hereafter.
vi. Discipline is to be maintained in all respects by the bidder and no outsider other than the Mess
service provider’s recognized worker will be allowed in the Halls. The total employee list
along with their valid identity card (issued by state/central government like voter card, Aadhar
card) have to be submitted by the Mess service provider to the office of the security officer,
NIT Durgapur (with a copy to the chief warden) to acquire GATE PASS for each of them. No
worker will be allowed to enter the NIT Durgapur premises without a valid GATE PASS. The
Page 21 of 35
 Mess service provider will also have to issue separate identity cards to their employees. The
workers must wear this identity card during their working hours.
vii. The Contractor shall enforce the provisions of ESI Act and Scheme framed there under with
regard to all his employees involved in the performance of the Contract, and shall deduct
employee’s contribution from the wages of each of the employees and shall deposit the same
together with employer’s contribution of such total wages payable to the employees in the
appropriate account. Contractor is required to submit documents/challans towards proof of
remittance of ESI for the workers engaged for this work along with every RA bill.
viii. The Contractor should comply with the provision of the Employees Provident Fund Act.
The contractor should promptly deposit PF deduction of the eligible contract employees
plus the employers‟ contribution to the RPFC. For this purpose, agency must submit a
certificate in their Bill that PF amount has been deducted from the eligible employees and
along with the employer’s contribution has been deposited with RPFC. In support of this, the
agency must furnish the challan/ receipt for the payment made to RPFC.
ix. The contractor has to maintain record of all details called for by EPF organization for the
labour employed by them and has to submit the same at any time if called for.
x. The contractor shall have separate ESI/PF code number on their own name and ensure
prompt payment and submission of related returns on time to the authorities concerned and
produce documentary evidence to that effect. The Contractor should have separate EPF and
ESI Code numbers for all workers. The Contractor should ensure remittance of EPF and
ESI, to the respective accounts of the individual contract worker. NIT Durgapur reserves the
right to check the records.
xi. No worker below the age of 18 (eighteen) years shall be employed for the mess work.
xii. The contractor shall pay equal wages for men and women in accordance with the applicable
labour laws.
xiii. All liabilities of the Contract like Salaries, wages and other statutory obligations in respect
of the persons engaged by the Contractor shall be borne by the Contractor. In view of the
provisions of the ESI Act, P.F. and the EPF Act and other Acts, as may be applicable to NIT
Durgapur, the Contractor shall submit proof of such compliance to NIT Durgapur
periodically, or at any date upon such request, as may be made by NIT Durgapur to the
Contractor. In the event of non-compliance with the statute or the provisions thereof,
referred to above, it shall be open to NIT Durgapur to withhold such amount as in its
opinion is due and payable by the contractor in respect of its employees from and out of
dues, payable by the contractor in respect of its employees from and out of dues, payable by
NIT Durgapur to the Contractor and such dues hall be held by NIT Durgapur with it until
proof is submitted by the Contractor to NIT Durgapur indicating compliance with such
statutes within reasonable time, failing which NIT Durgapur shall deposit such amounts
with the authorities concerned on behalf of the Contractor and inform the Contractor of such
deposit or deposits.
xiv. The provision of EPF & MP Act, 1952 and the Rules / Schemes there under shall be
applicable to the Contractor and the employees engaged by him for the work. The
Contractor shall furnish the code number allotted by the RPFC Authority, to NIT Durgapur
before commencing the work.
xv. The institute has the right to withhold the payment of bills in case the wages are not paid by
due date and the ESI and EPF are not remitted in time. Institute also has the right to deduct
the dues with penalty for non-payment and delayed payments of the same.
xvi. Bills for payment will be processed only if the wages for the employees for the month have
been paid and ESI and EPF of the previous month has been cleared. A copy of wages
registers duly signed by the workers and details of individual payment of ESI and EPF of the
previous month with copy of challan of remittances have to be attached to the bills for
processing.
Page 22 of 35
 L. Miscellaneous
i. In case the Institute desires to include any new items in the Contract for food the same will be
negotiated with the Contractor.
ii. Polythene bags/plastic cups shall not be used in the NIT Durgapur premises. Plastic
containers/polythene pouches in which any milk products or eatables are generally sold
should be disposed of as quickly as possible.
iii. NIT Durgapur may organize conferences, schools, workshops etc. from time to time. Catering
for the guests arriving on such occasions may be entrusted with the Contractor. The
Contractor will be given advance intimation in this regard by NIT Durgapur. The Contractor
may modify his activities accordingly, without affecting regular operation of the mess. The
Contractor shall arrange the same at the rates to be mutually agreed upon (provided the items
are outside the rates of the items already included in the Tender).
iv. The Contractor’s personnel shall not indulge in entertaining their guests/outsiders in the NIT
Durgapur premises and shall not loiter in the NIT Durgapur premises and shall not normally
move out of their specified area of operation.
v. All the catering staff should be medically fit. They should be free from any contagious
diseases. The Contractor shall get his employees medically examined once in three months
and submit a fitness certificate to the respective hostel authority.
vi. The Contractor shall submit the medical report and police verification of the newly joined
employees within 7 days of their joining.
vii. In case, the workers employed by the successful bidder commit any act of
omission/commission that amounts to misconduct/indiscipline/incompetence, the
agency/firm/company shall be liable to take appropriate disciplinary action against such
workers, including their removal from the site of work, if required by the NIT Durgapur. The
bidder shall immediately replace any of its workers who are found unacceptable to NIT
Durgapur because of security risks, incompetence, conflict of interest, improper conduct, etc,
upon receiving necessary orders from the competent authority of NIT Durgapur.
viii. NIT Durgapur shall not be responsible for any damages, losses, theft, claims, financial or
other injury to any workers deployed by the bidder in the course of their performing the
functions/ duties, or for payment towards any compensation.
ix. In case of termination of this contract on its expiry or otherwise, the mess workers engaged by
the service provider shall not be entitled to and shall have no claim for any absorption nor for
any relaxation for absorption in the regular / otherwise capacity in NIT Durgapur.
x. The Contractor shall provide appropriate uniform to all their staff engaged by them and
deployed on NIT Durgapur duty in sufficient quantity. The uniforms should be worn during
working hours and should be cleaned at regular intervals.
xi. The employees of the Contractor shall be provided gate passes, which will entitle them to
enter the premises of the Institute. However, they will be subjected to checking at any or
every time of their entry or exit by the Institute's Security Personnel and such checking may
also include physical search.
xii. Issue of gate passes shall be subject to the approval of the concern Authority and such
approval shall be subject to the Contractor furnishing to the Concern Authority, copy of the
letter of appointment issued by the Contractor to each person with respect to whom the gate
passes is sought, signed in acceptance by the persons to whom the letter of appointment is
given. The gate pass may be withdrawn without assigning any reason.
xiii. The gate passes issued to the Contractor’s personnel shall not ordinarily exceed the number
which will be communicated to him by the Institute from time to time except to meet
emergent, casual or temporary requirements.
M. Vacating of Premises and Return of utensils/Fixtures etc:
Page 23 of 35
The bidder/ mess service provider shall hand over the premise and return all furniture, fixtures,
equipment and other items made available by NIT Durgapur in good condition after the contractual
period is over or if the contract is earlier terminated.
Handing over of the premise and equipment etc. shall be effected within 4 (four) days of the
completion of the period of contract or termination of the contract. If the bidder/ mess service provider
fails to do so, the Institute shall be free to take possession of the premises by opening the lock(s), if
necessary, and make out an inventory of all furniture materials, equipment. The Institute shall be free
to deduct from the contractor's bill(s) or security deposit, the cost of any item found to be
missing/defective, as the replacement cost of the material/equipment, furniture etc. (given to the
contractor by the Institute).

signature of the Bidder with official seal

Page 24 of 35
 Annexure – IV
ORGANISATION DETAILS AND FINANCIAL PROFILE OF THE BIDDER
A. ORGANISATION DETAILS

Sl. No Details Remarks

1 Name of Bidder

2 Type Provide copy of

incorporation/registration

3 Year of establishment

4 Brief Description

5 Name of Owner/ List out complete details

Proprietor/Director

Contact details of For this tender/contract.

dealing Owner/ Name, designation, contact
6
Proprietor number and E mail ID may
be provided

7 Address of
Head/corporate
Office

Name, designation, contact

8 Details of contact official number and E mail ID
maybe provided

9 Address of
Regional Office

Name, designation, contact

number and E mail ID may
10 Details of contact official
be provided

11 Address of Durgapur
Office, if any

Power of Attorney in
case tender documents
12
not signed by the
Proprietor/Director

13 EPF Registration Certificate required

No. District & State
Page 25 of 35
 14 ESI Registration No., Certificate required
District & State

15 PAN Copy Required

16 GST No. Certificate required

Note: If details do not fit in the given columns separate sheet(s) may be attached. Organizational
structure: To include details of Proprietor/Directors, managers and other officials both at head offices and
regional offices. Count of staff on roll in each organization should also be provided. Add as a separate
enclosure.
(Stamp & Signature of Bidder)

Page 26 of 35
 B. FINANCIAL PROFILE
Annual turnover statement: Bidder shall indicate herein his annual turnover during the following five
years based on the audited balance sheet / profit and loss account statement.

Financial Year Annual Turnover (Rs.)

2021-2022

2022-2023

2023-2024

Average Annual
Turnover

Note: Copies of audited Balance Sheets with Profit & Loss Account statements for given five years
shall be submitted along with the tender and/or Annual Turnover Certificate from a Chartered
Accountant, duly certified and bearing a Unique Document Identification Number (UDIN).
Any Other Details or Information the Bidder Wishes to Provide.

(Stamp & Signature of Bidder)

Page 27 of 35
 Annexure-V

CLIENT LIST AND DETAILS OF CLIENTS OF BIDDER

Contact Description Number of Number

details of the work persons for of
Sl. Name of Location Annual
of client. and type of whom personnel
No Client & Value of
Email & contract Duration catering deployed Remarks
Contract
Address Mobile services for the
/ period
being contract
provided

Note:
a) If details do not fit in the given columns, separate sheet(s) may be attached.
b) Please provide substantial proof to support each entry as asked for. Entries without proof are
liable to be rejected. In case of doubt additional documentary or other evidences may be called
for if found needed by the concerned officials of the Institute.
c) Bidder shall furnish the experience details as above only of those contracts, which they
consider suitable for meeting the qualifying requirements specified in the Notice Inviting
Tender. NIT Durgapur reserves the right not to evaluate any other contract details. Details of
more contracts may be furnished in the same format, if desired.
d) Bidders may note that non-submission of relevant supporting documents will lead to rejection
of their tender. It shall be ensured that all relevant supporting documents are submitted along
with their tender in the first instance itself. Evaluation may be completed based on the details
so furnished without seeking any subsequent additional information.
e) If the bidder has executed/ completed similar nature of work (as called in Experience Criteria
of Notice Inviting Tender), as a part of combined work order, then it is the responsibility of the
bidder to produce documentary evidence from Client to establish the value and description of
such works and that the bidder meets the experience requirements of tender.
f) Any Other Details or Information the Bidder Wishes to Provide.

(Signature of the Bidder with official seal)

Page 28 of 35
 Annexure-VI

DATA FOR EVALUATION OF TENCHNICAL BIDS

(To be filled after having filled the details given in the Annexure IV &V)

Sl. No Description Details Proof Required

1 Registration of the Bidder Copy of registration/ incorporation

2 Minimum One (01) year experience in

providing Mess/Catering services to Institute
Proof showing the experience to be
of National Importance/ Centrally Funded
attached (Copy of work orders /
Technical Institutes (CFTIs)/Central or State
agreements)
Universities/ PSUs/ Central Government
authority/ State Government authority

3 Details of clients As per Annexure-V

4 Performance certificate or recommendation Proof to be attached

from Institute of National Importance/
Centrally Funded Technical Institutes
(CFTIs)/ Central or State Universities/Central
Government authority/PSUs/ State
Government authority, where they have
been providing
similar services

5 Average Annual Turnover of Bidder (with Certified copy of audited Balance

respect to all Industrial /Institutional sheet and Profit and loss
Mess/Canteen being operated) statement for three years and/or
Turnover Certificate from a
Chartered Accountant, duly
certified or bearing a Unique
Document Identification Number
(UDIN).

6 Annual value of the single largest contract Work Order/Agreement copy

for running in Institutional Mess /Canteen along with work completion
Institute of National Importance/ certificate.
Centrally Funded Technical Institutes
(CFTIs)/ Central or State
Universities/Central Government
authority/State Government authority

7 Details of manpower to be As per Annexure-VII

deployed at NIT Durgapur

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8 Total continuous experience in a single unit in Copy of PO /Experience
running Mess/Canteen on contract basis for letter/Agreements/ Completion
500 users or more in Institute of National Certificates
Importance/ Centrally Funded Technical
Institutes (CFTIs)/ Central or State
Universities/Central Government
authority/State Government authority

(Stamp & Signature of the Bidder)

Page 30 of 35
 Annexure– VII
PROFORMA FOR FURNISHING DETAILS OF MANPOWER TO BE DEPLOYED
AT NIT DURGAPUR MESSES
General Details

Sl. No. of Educational/ Previous

years in Professional Experience
No. Details Nos Remarks
service qualifications

1 Manager

2 Assistant
Managers

3 Chief Chef

4 Assistant Cook

5 Helpers

6 Any Other staff

Proposed to be
deployed may be
provided

Proposed manpower deployment during peak hours and non–peak hours:

(Stamp & Signature of the Bidder)

Page 31 of 35
 Annexure – VIII

EXCEPTIONS AND DEVIATIONS STATEMENT

Bidder may stipulate exceptions and deviations to the tender document, if considered unavoidable as
per the following format:

All exceptional / deviations taken by the Bidder to the stipulations of the tender
document shall be brought out in the Technical Bid (and not in the Price Bid)
strictly as per this format. Any exceptions/ deviations brought out elsewhere in the
tender shall not be construed as valid.

Signature of the Bidder with official seal

Page 32 of 35
 Annexure-IX

Format of Financial Bid*

Particulars Rate per student per No. of days Approximate Total (Per day
day (B) number of rate per student
students ×260 days × 500)
(A)
(C) (D= A×B×C)

Mess charges for 500

students for 260 days
(as per menu
mentioned in NIT (Rs. ) 260
Annexure-II)

GST (5%) in ₹

Grand Total (Including GST) in ₹

Grand total in words:

Note:
(a) The bidder should not quote less than Rs. 140.00 (Including all Taxes) for mess charges
per student per day. If quoted less than Rs. 140.00, the bidder will be disqualified.
(b) The quoted value will be Grand Total (Including GST).

Page 33 of 35
 Annexure-X
Illustration on QUALITY COST BASED SYSTEM Methodology
STAGE 1: TECHNICAL BIDS EVALUATION

*Technical Mark Obtained

Bidder details
Bidder1 85
Bidder2 68
Bidder3 90
Bidder4 65

*Since the eligible technical score should be 70 marks or above, so bidders2, 4 are rejected.

STAGE 2: FINANCIAL BID EVALUATION

Bidder details Financial Bid Amount

(excluding tax) (per student
per day)

Bidder1 140

Bidder3 145

Stage 3: Conversion of financial bid amount to score

Bidder Financial Financial Score

Details Bid (LFB/F*100)
Amount

Bidder1 140 100

Bidder3 145 (140/145) *100=96.55

LFB = Lowest Financial Bid, F = Quoted Amount

Consolidated Technical & Financial Score

Bidder Details Technical Financial

Score Score

Bidder 1 85 100

Bidder 3 90 96.55

Page 34 of 35
Stage 4: Combined Technical and Financial Score (CTFS) with Weightage 30:70, respectively.

Bidder Details Applying weights for the CTFS Rank of the Bidder
Technical Score & Financial
Score

Bidder1 85*(30/100) + 100*(70/100) 95.5 L1

Bidder3 90*(30/100) + 96.55*(70/100) 94.59 L2

Page 35 of 35