Key Tender Details

The NIB specifically provides an estimated amount of ₹10 lakh, ₹500 tender fee and ₹20,000 EMD, while also specifying reduced EMD amounts for certain categories.

Scope of Work

The tender is for a rate contract for catering, refreshments and food arrangements required during official meetings, conferences and training programmes at designated locations in Jaipur and for facilitating NJJM visits under JJM Support Activities.

Major services covered include:

1. Tea and coffee arrangements.
2. High Tea arrangements.
3. Packed High Tea.
4. Buffet High Tea.
5. Working lunch/dinner in packed format.
6. Working lunch/dinner in buffet format.
7. Supply of food and refreshments at locations specified by the department.
8. Provision of required manpower for catering activities.
9. Use of appropriate catering equipment and materials.
10. Cleaning and removal of food waste after service.
11. Timely delivery of fresh and hot food.
12. Packaging of packed meals in good-quality disposable packaging.
13. Compliance with food-quality and quantity requirements.
14. Supporting catering arrangements for official NJJM visits.

The price schedule specifies different rate categories based on the number of persons, including 1–50 pax, 51–100 pax and 101+ pax. The price bid requires rates to be quoted inclusive of applicable taxes.

The detailed price schedule in Volume-II includes Tea/Coffee Snacks, High Tea, Working Lunch/Dinner (Packed) and Working Lunch/Dinner (Buffet), with the bidder required to quote rates inclusive of all taxes.

Professional Qualification Criteria

Based on the tender document, bidders are required to satisfy the following professional and operational requirements:

1. Catering / Food-Service Experience

The bidder must have at least one year of experience during the preceding five years in the restaurant, food, catering or hotel business located in Jaipur.

The experience must be supported by a satisfactory work certificate from a government organisation or reputed institution located in Jaipur, with the relevant documentary evidence attached to the bid.

2. Food Licence

The firm must possess a valid Food Licence issued by the competent authority as per applicable rules. A copy is required to be submitted with the Technical Bid.

3. GST Registration

The bidder is required to submit its GST registration certificate along with the prescribed GST return documentation for FY 2025-26, as stated in the tender.

4. PAN and Business Registration

The tender requires the relevant registration certificate under applicable business legislation, such as the Rajasthan Shops and Commercial Establishments Act, partnership registration or applicable company registration documentation.

5. Declaration / Affidavit

A bidder must submit the prescribed affidavit on ₹100 stamp paper, confirming that the information and documents submitted with the tender are true and complete.

Eligibility Criteria

The tender's qualification declaration requires bidders to confirm that they possess the necessary professional, technical, financial and managerial resources and competence required by the bidding document.

The bidder must also confirm that:

1. Applicable taxes have been paid.
2. The firm is not insolvent, bankrupt or under winding-up proceedings.
3. Its business activities have not been suspended for the reasons specified in the tender.
4. The bidder and relevant directors/officers have not been convicted for specified professional offences or disqualified through debarment proceedings.
5. There is no prohibited conflict of interest.
6. Required declarations and supporting documents are truthful and complete.

The tender also contains provisions concerning code of integrity, conflict of interest and previous transgressions/debarment. Participation in more than one bid in the same procurement, where prohibited by the stated conflict-of-interest provisions, can result in disqualification.

The bidder is additionally required to submit a declaration regarding blacklisting, as prescribed in the tender documentation.

Financial Criteria

Minimum Average Annual Turnover

Not specified in the tender document reviewed.

The tender does not state a specific minimum average annual turnover threshold in the eligibility/technical requirements.

Net Worth Requirement

Not specified in the tender document reviewed.

No specific minimum net-worth amount or net-worth ratio has been identified in the tender document.

Important Note

The absence of a stated turnover or net-worth threshold should not be interpreted as a waiver of the bidder's general financial capability requirements. The prescribed qualification declaration requires bidders to confirm that they possess the necessary financial resources and competence.

Financial & Eligibility Requirement Table

The EMD provisions and category-specific amounts are stated in the NIB, while the detailed conditions require the bid security to accompany the Technical Bid.

Tender Fee, EMD and Performance Security

Tender Fee

The tender fee is ₹500.

The NIB states that the tender fee may be submitted through Demand Draft / Banker's Cheque in favour of ACE(SA), PHED, Jaipur.

Earnest Money Deposit / Bid Security

The standard EMD is:

₹20,000, equivalent to 2% of the estimated tender value.

The NIB also specifies:

1. ₹5,000 / 0.5% for the specified MSME category.
2. ₹10,000 / 1% for specified sick industrial units, subject to applicable Finance Department rules and conditions.

Accordingly, the tender does not specify a blanket EMD exemption; instead, it provides category-specific reduced EMD requirements.

Performance Security

The tender specifies 5% performance security after acceptance of the bid. Certain category-specific reduced rates are also mentioned, including a 1% rate for Rajasthan small industries and provisions for eligible sick industrial units.

Submission Guidelines

The tender documents state that the complete bid documents can be downloaded from the Rajasthan State Public Procurement Portal (SPPP) at:

https://www.sppp.rajasthan.gov.in

The tender document states that the required documents, technical bid and financial bid are to be submitted in the prescribed offline/physical format.

Key submission instructions

1. Download the complete tender documents and annexures.
2. Complete the Technical Bid and prescribed forms.
3. Attach all required eligibility and registration documents.
4. Submit the required Tender Fee.
5. Submit the applicable EMD/Bid Security.
6. Sign/initial the tender pages and prescribed declarations as required.
7. Submit the Technical Bid with all supporting documents.
8. Submit the Price/Financial Bid in the prescribed separate format/envelope.
9. Ensure the bid reaches the specified office before 11:00 AM on 8 October 2026.
10. Late bids will not be accepted.

The tender specifically advises bidders not to wait until the last moment for submission because internet, website or technical issues may affect timely processing.

Important Tender Dates

The Rajasthan SPPP record confirms the bid publish date as 28 September 2026, with bid submission ending on 8 October 2026 and bid opening on 8 October 2026.

The NIB gives the more detailed timings of 11:00 AM for bid receipt/submission and 11:30 AM for opening.

Document Checklist for Bidders

The Technical Bid checklist in the tender should be used as the primary document checklist. The tender specifically identifies the following documents/items.

Mandatory / Prescribed Documents

1. Firm/agency name and bidder details.
2. Tender Fee proof of ₹500.
3. EMD/Bid Security proof.
4. GST Registration Certificate – certified copy.
5. Valid Food Licence / food registration certificate.
6. Permanent address of the firm.
7. Correspondence address.
8. Contact details, including telephone/mobile and email.
9. Name and designation of authorised person.
10. Bank details and IFMS code.
11. Passbook/bank statement copy or self-attested cheque copy, as prescribed.
12. PAN Card of proprietor/partners, as applicable.
13. Aadhaar Card copies, as prescribed.
14. Signed copy of tender terms and conditions.
15. Annexure A – Code of Integrity and No Conflict of Interest.
16. Annexure B – Declaration by Bidder regarding Qualifications.
17. Annexure C – Grievance Redressal documentation, where applicable.
18. Annexure D – Additional Conditions of Contract, as applicable.
19. Annexure E – Declaration by Bidder.
20. Annexure F – Non-Blacklisting affidavit.
21. Annexure G – Technical Undertaking.
22. Annexure H – Financial Undertaking.
23. Annexure I – Affidavit regarding compliance with Terms & Conditions.
24. Registration certificate under applicable Rajasthan Shops & Commercial Establishments / Partnership / Companies or other applicable law.
25. Rajasthan Food Safety and Standards Act/registration documentation, as applicable.
26. Bidder's prescribed declaration.
27. Financial Undertaking.
28. Statement of Past Suppliers and Performance.
29. Affidavit regarding complex/conflict of firms, as prescribed.

The checklist on pages 11–12 of the Technical Bid specifically includes GST registration, food licence, bank details, PAN/Aadhaar documents, signed tender conditions, Annexures A–I, business registration, food-safety registration, bidder declaration, financial undertaking and past supplier/performance statement.

Experience Document

1. At least one year of qualifying experience within the preceding five years.
2. Experience should relate to restaurant/food/catering/hotel business in Jaipur.
3. Satisfactory work certificate from a government organisation or reputed institution in Jaipur.
4. Self-attested/documentary evidence of the experience.

This experience condition is expressly specified under the tender's minimum qualification requirements.

Food & Catering Service Requirements

The successful bidder will be expected to supply food and refreshments according to the department's requirements and at the specified locations.

The tender requires the food to be supplied hot and fresh and specifies quality requirements for packed meals, buffet arrangements, catering materials and manpower. The contractor is also responsible for cleaning and removal of waste after food service.

The department retains provisions for checking food quality and quantity. The tender states that deductions can be made from payments where quality or quantity requirements are not satisfactorily met, with the specified deduction potentially ranging from 25% to 100% of the applicable rate depending on the determination.

The tender also provides for inspection/testing of supplies where required and places testing-related charges on the bidder where applicable.

Contract Period and Important Commercial Conditions

The contract period is one year, with the tender indicating that the period may be extended by three months in accordance with the applicable RTPP provisions.

Other notable conditions include:

1. Rates are to be quoted inclusive of applicable taxes.
2. The bidder is responsible for required taxes and associated statutory obligations.
3. The contractor cannot assign/sublet the awarded contract to another agency or firm.
4. The department may reject or cancel a bid/part of the tender in accordance with the tender conditions.
5. The bidder is responsible for maintaining food quality, quantity and timely supply.
6. The department can inspect the bidder's kitchen during the contract period.
7. Bills are required to be submitted within seven working days of execution of the respective order.

Tender Authority and Contact Details

Office: Additional Chief Engineer (Support Activities), PHED, Rajasthan, Jaipur

Office Address:
ESTI Building, Behind KV-3, Jhalana Bypass,
Jaipur – 302004, Rajasthan

Contact Person: Mr. Satish Jain

Email: dir.wsso.phed@rajasthan.gov.in

The SPPP record identifies the procuring entity as the Additional Chief Engineer, Support Activities, and provides the Jaipur office/contact information.

Important Note for Prospective Bidders

Prospective bidders should carefully read the complete NIB, Technical Bid, Price Bid, annexures, amendments/addenda and applicable procurement rules before submitting an offer. The tender states that the bidder is responsible for complying with all conditions and that bids containing additional or unilateral conditions may be rejected.

The information above is a website-oriented summary of the uploaded tender documents. In case of any discrepancy between this summary and the official tender, the official NIB and bidding documents issued by PHED Rajasthan should be treated as controlling.

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