Key Tender Summary Table

Scope of Work

The selected bidder will be responsible for arranging and serving food items for workshops, meetings, one-day training programs and residential training programs conducted by the District Education Officer, Ujjain / RMSA. The services include:

1. Tea per person
2. Breakfast options such as poha, khaman, fafda with jalebi, samosa with suji halwa, bhajiya with boondi laddu, bread pakoda with besan chakki, or kachori with khoprapak
3. Coffee per person
4. Lunch / dinner including tur dal, basmati rice, seasonal vegetable, roti, sweet, seasonal salad, papad, pickle and boondi raita
5. Serving arrangements at the workshop/training venue
6. Use of branded and Agmark quality spices such as Everest, MDH, Pushp or equivalent quality brands
7. Timely delivery, hygienic preparation and proper serving of food items

Pre-Qualification Criteria

Interested bidders should meet the following basic pre-qualification conditions:

1. The bidder must be a registered firm, agency or institution.
2. GST / PAN / TIN or other applicable registration details must be submitted.
3. The bidder must submit a valid registration certificate.
4. The bidder must have a mandatory FSSAI Food License.
5. The bidder must submit Income Tax Returns for previous years.
6. The bidder should have a minimum turnover of more than ₹1 lakh for the previous three years, as stated in the technical bid format.
7. The bidder must submit an affidavit declaring that the firm/agency/institution has not been blacklisted by any government institution.
8. The bidder should provide proof of previous similar work experience and successful execution with RMSA / District Project Coordinator or other institutions in Madhya Pradesh.

Eligibility Criteria

The tender is suitable for eligible food service providers, caterers, mess operators, agencies and firms having experience in providing food arrangements for government workshops, training programs, institutional events or similar official programs.

The bidder should have the operational capacity to provide food at the event venue, arrange trained labour, maintain cleanliness and hygiene, ensure safe food handling, and deliver services within the prescribed schedule. Any complaint regarding food quality may result in non-payment for that day and repeated complaints may lead to termination of the work order.

Financial Criteria

The tender requires submission of financial and compliance documents as part of the technical bid. The key financial conditions are:

1. EMD / Security Deposit: ₹10,000 must be deposited with the tender.
2. Tender Fee: Amount is not clearly mentioned in the attached document; however, e-tender value payment receipt is required.
3. Turnover: The bidder should have minimum turnover of more than ₹1 lakh for the last three years.
4. Tax Deduction: TDS and GST, as applicable, will be deducted as per rules.
5. Payment Terms: No advance payment or partial payment will be made before completion of assigned work.
6. Additional Charges: No separate payment will be made for transport, delivery or other expenses beyond the quoted rates.
7. Agreement: After approval of the tender, a written agreement will be executed on a ₹200 stamp paper before issuance of the work order.

Tender Fee and EMD Details

Submission Guidelines

Bidders must submit the tender through the MP e-Tender portal at www.mptenders.gov.in within the prescribed timeline. The tender document clearly states that all required documents must be submitted online through the e-tender process.

Important submission instructions include:

1. Submit the tender in the name of District Education Officer, District Ujjain.
2. Enter GST/TIN registration number clearly.
3. Attach registration certificate copy.
4. Attach EMD/payment receipt and UTR details.
5. Submit only the required documents asked by the department.
6. Submit previous years’ ITR copies.
7. Submit the technical bid and BOQ as per tender format.
8. Do not modify or replace the BOQ template.
9. Rates must be quoted strictly as per the given specifications.
10. The department reserves the right to accept or reject any tender fully or partially without assigning any reason.

Important Dates and Deadlines

Document Checklist

Bidders should prepare the following documents before submission:

1. Firm / agency / institution name and profile
2. Registration certificate
3. GST / PAN / TIN or other applicable registration proof
4. Firm / agency address proof
5. FSSAI Food License
6. Income Tax Returns for previous years
7. Turnover proof for the previous three years
8. No-blacklisting affidavit
9. EMD payment receipt / UTR number
10. E-tender value / tender fee payment receipt
11. Previous similar work experience certificate
12. Successful execution / completion certificate from RMSA / District Project Coordinator or other institutions
13. Duly filled technical bid
14. Duly filled BOQ / price bid
15. Acceptance of tender terms and conditions
16. Undertaking for food quality, hygiene, trained labour and safety compliance.