Key Tender Details

Requested Details and Requirements

Scope of Work

The selected service provider will be responsible for providing outcome-based cleaning and sanitation services at INS Karna for 24 months. The work includes:

1. Cleaning, Mopping, Dusting and Disinfection of Buildings / Workplaces

The contractor will carry out daily dusting, sweeping and wet mopping across identified buildings and work areas covering approximately 16,247 sq. mtr. The scope includes administrative blocks, training blocks, class rooms, workup station, RCC building, MT complex, diving tank and other designated areas.

2. Cleaning of Toilets, Washrooms, Urinals and Wash Basins

The work includes cleaning and sanitation of 293 toilet and washroom-related units, including bathrooms, washrooms, urinals, wash basins and WCs. Cleaning frequency is daily twice as per the detailed scope.

3. Brooming of Hard Standing, Training Area, Roads and Play Fields

The contractor will undertake daily brooming and general cleaning of hard standing areas, training areas, internal roads and play fields covering approximately 1,73,467 sq. mtr.

4. Grass Cutting and Area Maintenance

The service includes grass cutting, bush cutting, trimming/pruning of trees, removal of dry leaves, pest control for ant/termite hills, and disposal of waste near the designated garbage area. The covered area is approximately 1,45,000 sq. mtr. Grass cutting machine is to be supplied by the unit, while fuel, oil and grass cutting wire are to be provided by the vendor as per the scope.

5. Watering and Maintenance of Gardens / Lawn Area

The contractor will maintain plants, gardens, lawns and flower pots covering approximately 31,000 sq. mtr. Activities include watering, pruning, removal of grass around plants, replacement of dried plants, soil loosening, use of fertilizer, and application of geru/chuna during VIP visits or special events, as required.

6. Consumables and Materials

The service provider must provide cleaning consumables every month, preferably on the first day of the month, with delivery challan. Materials include brooms, mops, Harpic, phenol, Lizol disinfectant, bleaching powder, Surf, hand wash, toilet brushes, naphthalene balls, odour control items, floor cleaning cloth, grass cutting wire, fuel and related sanitation materials.

Pre-Qualification and Eligibility Criteria

Bidders should meet the following eligibility requirements:

The bidder must have at least 3 years of past experience in providing same or similar cleaning/sanitation services. Experience must be supported by relevant contracts/orders and uploaded on GeM.

The bidder must have a minimum average annual turnover of ₹28 lakh during the last three financial years. Documentary evidence such as audited balance sheets or a certificate from a Chartered Accountant / Cost Accountant must be uploaded.

The bidder/firm must have a registered office in Visakhapatnam, and the office should have existed for at least the last two years. Valid proof of office address, contact person and telephone number must be uploaded on GeM.

The bidder must provide minimum 15 unskilled personnel on a daily basis to execute the scope of work.

The bidder must comply with minimum wages, EPF, ESI and bonus requirements. Monthly proof of wage payment, bank account vouchers/challans and statutory compliance must be uploaded on GeM for bill processing.

The bidder must submit proof of similar work orders completed/supplied in the past two years.

The bidder must submit proof of Income Tax Returns for the last two years.

Bidders must submit an undertaking accepting all terms and conditions of the contract, including payment of minimum wages to workers.

Bids from similar IP addresses may be disqualified.

Financial Criteria

The estimated bid value is ₹66,23,206. The financial eligibility and past experience evaluation may consider similar completed service values as follows:

Tender Fee and EMD

No tender fee is mentioned in the uploaded GeM bid document. The EMD amount is ₹1,98,696. EMD exemption is available for eligible bidders as per GeM rules, subject to submission of valid supporting documents. Under MSE category, only service providers for services are eligible for exemption; traders are excluded.

The EMD and performance security must be in favour of the beneficiary mentioned in the bid. The bid document also states that EMD shall be accepted in the form of a surety bond.

Submission Guidelines

Bids must be submitted online through the GeM portal under the two-packet bid system. Bidders should upload all required eligibility, financial, technical and ATC documents before the bid closing date and time.

The tender has Reverse Auction enabled. Evaluation will be conducted on a total value-wise basis. Technical clarification time during evaluation is 2 days. The buyer has included an option clause allowing contract quantity or duration to be increased/decreased up to 25% at the time of contract issue, and increase up to 25% after contract issue as per GeM conditions and consent of the service provider.

Important Deadlines

Document Checklist for Bidders

Bidders should prepare and upload the following documents on GeM:

1. GeM seller registration and service provider credentials
2. Experience criteria documents
3. Copies of similar work orders/contracts
4. Proof of completed similar services as per value criteria
5. Bidder turnover documents
6. Audited balance sheets or CA/Cost Accountant turnover certificate
7. Income Tax Returns for the last two years
8. Proof of registered office in Visakhapatnam for the last two years
9. Contact person details, telephone number and office address proof
10. Site visit proof duly signed by the unit official
11. Undertaking accepting all terms and conditions
12. Undertaking for payment of minimum wages to workers
13. EPF, ESI and statutory compliance documents, wherever applicable
14. MSE/Udyam certificate, if claiming MSE purchase preference or EMD exemption
15. Startup recognition certificate, if claiming eligible exemption
16. EMD instrument / exemption supporting documents
17. Certificate requested in ATC
18. OEM annual turnover document, if applicable as per GeM requirement
19. Monthly consumables supply plan / delivery challan format
20. Price breakup / cost component format as per bid attachment
21. Declaration of compliance with labour laws
22. Any other document requested in GeM ATC or bid-specific terms.