Tele: 011-23019151 Engineer-in-Chief’s Branch Military Engineer Services Dte of Contract Management Kashmir House, Rajaji Marg New Delhi-110 011 66546/Manual/M&O Tender/ \ le8 Is Jun 2021 All MES Formations (Through MES website) INSTRUCTIONS FOR TENDERS FOR OUTSOURCING OF SERVICES FOR MANNING AND OPERATION/MAINTENANCE AND OPERATION INCLUDING OUTSOURCING OF MAINTENANCE OF MARRIED & OTHER THAN MARRIED ACCOMMODATION 1. References this HQ letter Nos:- (2) 66546/Manual/M&O Tender/64/E8 dated 20 Aug 2020 (b) 66546/Manual/M&O Tender/TUE/E8 dated 24 Nov 2020. (c) _A/37696/12-158/PoVE2W(PPC) dated 31 Mar 2021 2 ele ty instructions for outsourcing for various types of services through contracts were issued under this HQ letter quoted at Para 1(a). However, the desired purpose of the policy was not achieved and therefore, the policy instructions were held in abeyance vide {his #10 letter at Para 1(b) above. The matter has been examined in view of the policy Instructions have been issued by MoD to comply with Rule 149 of GFR 2017 and ensure procurements of Goods and Services on GeM by MES. All exceptions for making procurement outside GeM have been withdrawn and even in case of urgency, the buyer Gas 10 obtain concurrence of associated finance authorities. Accordingly, the regulatory directives for procurement of goods and services through GeM have been issued vide this HA letter at Para 1(c) above. For outsourcing of services for Manning and Operations, further instructions and guidelines are issued in succeeding paragraphs. Suitable Provisions in the tender documents shall be included and existing provisions shall be amended wherever applicable. 3. Items of Work To Be Included Under Scope of Work (@) | Such tenders are primarily for outsourcing of services requiring employment of manpower/labour. The outsourcing may be for normal services like housekeeping, security services, office/ staff work and the likes or for outsourcing of technical services like manning and operation of DG sets, A/C Plants, STP, WIS & E/M installations, lifts etc. In tenders of this type, there may also be requirement of providing routine consumables and routine repairs in addition to manpower. () a ceeender for outsourcing of normal services like house keeping, security Services, office/ staff work and the likes shall have outsourcing service in its Scope of work. Such tenders shall include in the scope of work deployment of manpower for outsourcing services and may include manpower and consumables, as decided by Accepting Officer. (c) __ However tender for outsourcing of technical services like manning and operation of DG sets, A/C plants, STP, W/S & E/M installations, lifts ete shall include items of ordinary repairs and/or comprehensive maintenance also.oe Such items of ordinary repairs and comprehensive maintenance pertaining to the E/M installation/equipment shall be included in the scope of work provided such items are for repair of the installation/equipment etc covered in the outsourcing operation. (d) _ Incase of tenders containing only items of outsourcing, list of consumables and repairs to be included in scope of work, as applicable, shall be decided by Accepting Officer. These shall be included in the tender as part of scope of work of the relevant items of BOQ and quoted rate is to be inclusive of cost towards such elements. In case of tenders containing items of repair/comprehensive maintenance, list of items to be considered as routine repairs/comprehensive maintenance shall also be identified and decided in such manner. Accepting Officer may order a Board of Officers comprising of officials of appropriate subject/sub-division and concerned Engineer-in-Charge for this purpose and finalize the inventory of consumables and items of repairs/comprehensive maintenance. 4, Procurement of Services through GeM. (2) Various items and services are now available on GeM and detailed guidelines for procurement of such items/services through GeM have been issued from time to time by this HQ. In this connection, this HQ letter at Para 1(c) may be referred (b) Outsourcing of services through GeM only shall be procured. For the services to be outsourced outside GeM, if urgent in nature, concurrence of associated finance authority will need to be obtained. The procurement of services through GeM shall be done on GeM portal (https://gem.gov.in) by selecting the service "manpower outsourcing through minimum wage’. All requisite details shall be provided and the estimated value shall be derived by selecting daily minimum wages (except GST), Provident Fund (PF), ESI charges and contractor's overhead and profit. The final estimated value is calculated by the GeM portal by adding GST and contractor's profit. The minor charges like Employee Linked Deposit Insurance (ELD!) and EPF admin charges shall be deemed to be included in contractor's overhead and profit. The Bid shall be created by including the scope of work under the tab “Scope of Work and Job Description’. The scope of work shall include the description of items and relevant terms and conditions. The GeM portal provides standard terms and conditions which shall be included in the bid document as per requirement. The same is included in the Bid Document by the GeM portal automatically. (c) __ It may be noted that various agencies including MSMEs are registered on GeM portal for various typesicategories of services. While uploading the documents/placing requirement for services on portal, the relevant categories of services shall be mentioned as essential criteria so that appropriate agencies/ MSME working in the relevant field can bid/express interest. (4) _ The bidding starts on the portal after Bid duration of minimum 10 days. The Bid Life Cycle is automatically provided by the GeM portal as 90 days from the date of publication of Bid, within which the order must be placed on the Bidder. As such, the Bid offer validity will be 80 days. However, the Bid offer validity should be kept 60 days as per e-tender policy.3 (e) _ The average Annual Turnover for three consecutive years is required to be stipulated while creating Bid on the GeM portal. The GeM portal gives option of Turnover upto 50% of the estimated cost. However, as per CVC guidelines the same shall be 30% of the estimated cost of the work. () The past experience of similar services during last seven years is required to be stipulated on the GeM portal. The past experience of successful completion of similar services is based on CVC guidelines i.e. one work of 80% value or two works of 50% value or three works of 40% value. (g) The time to be allowed to the Bidder for technical clarification during Technical Evalution of the Bid shall be kept as seven days excluding the day of opening of Technical Bid. (h) The GeM portal allows setting of minimum price for the Bid, Therefore, the minimum price shall be set based on the final estimated value as mentioned in Para 4(b) above so that the Bidder is not able to quote the price less than the minimum wage for a particular tradesman. ()__ The selection of L-1 Bidder is done by the GeM portal automatically. For this purpose the tab “Run L-1 Section” shall be used. (k) The splitting of items of outsourcing is not allowed by GeM portal. 5. Custom Bid for Services The GeM portal allows to make the “Custom Bid" by stipulating the description of services as per the requirement of user if the service required is not available on GeM. However, the GeM availability Report (GAR) is required to be uploaded on the GeM portal mandatorily while creating the “Custom Bid’. 6. GST Liability. The tenders for outsourcing of services may fall under the category of works contract or services contract depending on nature of items included in the BOQ. In case tender contains both types of items viz items of outsourcing of services and also items for ordinary repairs and/or comprehensive maintenance to be paid as ‘material & labour’ under separate parts of BOQ, GST may be at the higher of applicable rates corresponding to different types of items. However GST rate at which the contractor closes his GST liability afterwards on closure of his account will not be known to the Department. Therefore, it is considered prudent to specify that the GST is included in the rates quoted against items of outsourcing as well as items of repairs/comprehensive maintenance to be paid separately under ‘material and labour’ parts. Necessary stipulation about inclusion of GST in the quoted rates shall be prominently included under Notes to Schedule ‘A/BOQ. Any variation in tax (including variation in GST rate) shall be adjusted and reimbursed to/recovered from the contractor as mentioned hereinafter. 7. Performance Security/Performance Guarantees. The Performance Security shall be 5% of contract amount as per instructions issued vide this HQ letter No 66546/Manual/924/E8 dated 18 Feb 2019 vide which corresponding amendments to GCC (IAFW-2249) were circulated. However, for the tenders and contracts issued/concluded till 31 Dec 2021, the Performance Security shall be 3% as per this, HQ letter No 66546/P-2/44/E8 dated 16 Feb 2021igs ellaneous (@) Accepting Officer shall ensure that a proper analysis of the tender is made and kept on record, to ensure that the tender of lowest Bidder is reasonable. In this respect, the instructions contained in Chapter 3 of Manual on Contracts, as applicable shall also be complied with. (b) Contractors not enlisted with MES will be required to upload copy of Police Verification/Police Clearance certificate from Police Authority of the area where registered office of the firm is located/notarized copy of valid passport of Proprietor, each Partner or each Director, as applicable (c) _ EPF/UAN (Universal Account Number) for each workmen shall be mandatory for each successful Bidder. (d) Successful Bidder shall be required to submit fortnightly labour returns showing location wise deployment to the Engineer-in-Charge. (e)_ Payment to the deployed workmen shall be made through RTGS/NEFT to the Aadhar linked bank account of the workman and evidence thereof/shall be produced to Engr-in-charge and GE at the time of claim of RAR/Final Bill (f) The contractor will be required to submit copy of valid labour license from Labour Commissioner or proof of applying for obtaining labour license, if applicable, within fifteen days of commencement of work. If the contractor fails to submit the same within this stipulated period, the contract shall be liable to be cancelled and the Performance Security of the firm shall be forfeited accordingly. Reference is also invited to this HQ letter No A/37696/Gen/Pol /E2W(PPC) dated 27 Jul 2017 as amended vide letter of even No dated 09 May . 2018 9. __ These instructions shall be read in conjunction with other policy guidelines on the subject issued by E-in-C’s Branch and Gol from time to time and the latest provisions as available on the GeM portal. 10. The above instructions shall be followed strictly with immediate effect. f+ (J S Verma) Jt DG (Contracts) For E-in-C Coy HQ-CGDA - For info please. lan Batar Road Palam, New Delhi -10 Internal:- E2W (PPC), E4/(Utilty), E2W (Army), E2 (Navy), E2 (Air), E2W(TC)