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PENSION FUND REGULATORY & DEVELOPMENT AUTHORITY
(PFRDA)
TENDER DOCUMENT
For providing House Keeping Services at office of Pension Fund
Regulatory and Development Authority (PFRDA), New Delhi
Address: E-500, Tower E, 5th Floor, World Trade Centre, Nauroji
Nagar, New Delhi-110029
Page 1 of 28CONTENTS OF TENDER DOCUMENT
Section No. Description of contents Page No.
I General instructions for bidders 3
II Scope of Work 8
III Minimum Eligibility Criteria for the service provider 11
IV Terms and Conditions 15
V Bidder Details Form 23
VI Price-Bid-Format 25
Annexure I 29
Page 2 of 28SECTION-I
GENERAL INSTRUCTIONS FOR BIDDERS
1. Pension Fund Regulatory and Development Authority (PFRDA is a statutory
body, which operates within the legal framework of PFRDA Act, 2013, with an
objective to promote old age income security by establishing, developing, and
regulating pension funds, to protect the interests of subscribers to schemes of
pension funds and for matters connected therewith or incidental thereto. The
website of PFRDA is www.pfrda.org.in.
2. The PFRDA Head Office is presently located at E-500, Tower E, 5th Floor,
World Trade Centre, Nauroji Nagar, New Delhi-110029.
3. The contract for providing the aforesaid Housekeeping Services is likely to
commence from 01st April 2026 and would continue till 31st March 2028 (for the
period of 2 (Two) years. The empanelment shall be for an initial period of two
years, which can be extended by one more year with mutual consent on same
terms and conditions. The contract may be curtailed/ terminated before the
contract period, inter alia owing to deficiency in service or substandard quality
of services by the selected agency etc. as may be specified in the contract to
be signed between the parties. The PFRDA, however, reserves right to
terminate this initial contract at any time after giving one month’s notice to the
selected Service Provider with or without assigning any reasons. Where a
contract is terminated by PFRDA on account of the defaults committed by the
agency, it shall have the right to award the contract to any other agency at the
cost, risk and responsibilities of contractor and excess expenditure incurred on
account of this will be recovered by PFRDA from its Security Deposit or pending
bill or by raising a separate claim.
4. The validity period of the bid will be three months from the date of opening of
tender documents, which may be extended by the bidders for such period as
may be requested by PFRDA. The bidders shall ensure that timelines are
adhered to and any bids received later than the specified time and date shall
not be entertained.
Page 3 of 285. The various crucial dates relating to “Tender for Providing Housekeeping
Services to the PFRDA” are cited as under:
(a) Date of Issue 06th February 2026
13th February 2026 at 1100
(b) Pre-Bid Clarification meeting
Hrs at PFRDA Office, New
Delhi
Last Date and time for submission of Tender 27th February 2026 till 03:00
(c)
Document PM
27th February 2026 at 03:30
(d) Opening of Bids
PM
By 10th March 2026 after
(e) Likely date for Award of Contract
approval of the competent
authority
Likely date of Commencement of deployment
(f) 1st April 2026
of required manpower
6. The tender is being invited under Single bid system i.e., price bid basis. The
interested agencies are required to submit the price bid in a separate sealed
envelope super scribing “Price Bid for Providing Housekeeping Services to
PFRDA” along with the required documents as mentioned in the Section-
III. All these are to be kept in a sealed envelope super scribing “Tender for
Providing Housekeeping Services to PFRDA”. Bids received in any
manner other than as prescribed above are liable to be rejected
summarily.
7. The Earnest Money Deposit (EMD) of 1,00,000/- (Rupees One Lac Only)
should be necessarily accompanied with the price bid of the service provider,
in the form of Demand Draft drawn in favour of PFRDA, New Delhi, failing
which the tender shall be rejected summarily. The EMD can also be
transferred electronically to PFRDA Bank Account, the details of which are
provided below:
Name of Beneficiary: Pension Fund Regulatory and Development Authority
Bank Account No: 159901000000855
Bank Name & Branch Address: Indian Overseas Bank,
F-75, Poorvi Marg, Vasant Vihar, New Delhi
IFSC: IOBA0001599
8. In the event, the successful bidder fails to sign the agreement with PFRDA for
provision of services as sought in the tender, subsequent to its bid being
accepted, the EMD is liable to be forfeited. The firms registered under MSME
for providing Housekeeping Services are exempted from submitting the
Earnest Money Deposit (EMD).
9. Intermediaries registered with PFRDA are not eligible to participate in this
tender process.
Page 4 of 2810. The bid of the bidders who submit their bid in the proper format and with the
required EMD (unless exempted category) only will be evaluated. The bids of
the non-conforming bidders shall be rejected without evaluation. The price bid
of bidders who are eligible based on the eligibility criteria as mentioned in
Section III shall only be opened.
11. The successful bidder who is awarded the contract shall be required to deposit
a Performance Security Deposit @ 5% of the total value of the contract in the
form of Bank Guarantee from any Scheduled Commercial Bank drawn in favour
of PFRDA, New Delhi covering the period of contract and 180 days beyond the
contract period. The PBG is required to be submitted within 15 days of issuance
of Letter of Intent (LOI) to the successful bidder. In case, the contract is further
extended beyond the initial period, the Bank Guarantee will have to be
accordingly extended/renewed by the successful housekeeping service
provider. All incidental charges whatsoever such as premium, commission etc.
with respect to the Bank Guarantee shall be borne by the successful bidder.
Non deposit of PBG within the stipulated time shall render the award of contract
invalid at the discretion of PFRDA.
12. Any conditional bids received shall not be considered and will be summarily
rejected in very first instance without any recourse to the bidder and shall not
be evaluated.
13. All entries in the tender form should be legible and filled clearly. If the space for
furnishing information is insufficient, a separate sheet duly signed by the
authorized signatory may be attached. No overwriting or cutting is permitted in
the Price Bid Form. In such cases, the tender shall be summarily rejected.
14. The price bids shall be opened on the scheduled time and date as per schedule
mentioned in para 5 in PFRDA’s Office located at E-500, Tower E, 5th Floor,
World Trade Centre, Nauroji Nagar, New Delhi-110029, India, in the
presence of the representatives of the Housekeeping Service Providers
(restricted to two persons from the side of each bidder), if any, who wish to be
present on the spot at that time.
15. The Price Bid of only those bidders will be opened whose bids have been found
eligible as per the criteria mentioned in the Section III. All eligibility conditions
have to be satisfied on the respective dates specified in such condition and not
on a later date.
16. The Competent Authority of the PFRDA reserves the right to annul all bids or
discontinue this tender process, without assigning any reason, at any time prior
to signing of agreement with the successful bidder.
17. This document does not constitute nor should it be interpreted as an offer or
invitation for the appointment of the House Keeping Service Provider described
herein.
18. This document is meant to provide information only and upon the express
Page 5 of 28understanding that recipients will use it only for the purposes set out above. It
does not purport to be all inclusive or contain all the information about the
Housekeeping Service Provider or be the sole basis of any contract. No
representation or warranty, expressed or implied, is or will be made as to the
reliability, accuracy or the completeness of any of the information contained
herein. It shall not be assumed that there shall be no deviation or change in any
of the herein mentioned information on the Housekeeping Service Provider.
While this document has been prepared in good faith, neither PFRDA, nor any
of their officers or subscribers make any representation or warranty or shall
have any responsibility or liability whatsoever in respect of any statements or
omissions here from. Any liability is accordingly and expressly disclaimed by
PFRDA and any of their officers or subscribers even if any loss or damage is
caused by any act or omission on the part of PFRDA or any of their officers or
subscribers, whether negligent or otherwise.
19. By acceptance of this document, the recipient agrees that any information
herewith will be superseded by any subsequent written information on the same
subject made available to the recipient by or on behalf of PFRDA. PFRDA and
any of their respective officers or subscribers undertake no obligation, among
others, to provide the recipient with access to any additional information or to
update this document or to correct any inaccuracies therein which may become
apparent, and they reserve the right, at any time and without advance notice,
to change the procedure for the selection of or any part of the interest or
terminate negotiations or the due diligence process prior to the signing of any
binding agreement.
20. Accordingly, interested recipients should carry out an independent assessment
and analysis of the requirements and of the information, facts and observations
contained herein.
21. This document has not been filed, registered or approved in any jurisdiction.
Recipients of this document should inform themselves of and observe any
applicable legal requirements.
22. This document constitutes no form of commitment on the part of the PFRDA.
Furthermore, this document confers neither the right nor an expectation on any
party to participate in the proposed House Keeping Service Provider selection
process.
23. When any proposal is submitted pursuant to this RFP, it shall be presumed by
PFRDA that the bidder has fully ascertained and ensured about its eligibility to
render service as a House Keeping Service Provider, in the event of the same
being selected ultimately to act as such, under the respective governing laws
and regulatory regime and that there is no statutory or regulatory prohibition or
impediment to acting as such Housekeeping Service Provider and it has the
necessary approvals and permissions and further suffers no disability in law or
otherwise to act as such.
24. By acceptance of this document, the recipient agrees that any information
Page 6 of 28herewith will be superseded by any subsequent written information on the same
subject made available to the recipient with access to any additional information
or to update this document or to correct any inaccuracies, therein, which may
become apparent, and PFRDA reserves the right at any time and without
advance notice, to change the procedure for the selection of service provider.
25. PFRDA reserves the right to vary/alter/amend the eligibility criteria for the
Housekeeping Service Provider at any time, in its discretion, before the last
date of submission of proposals.
26. The Service providers shall comply with and abide by such directions that
PFRDA may issue from time to time.
27. The proposal and all correspondence and documents shall be written in
English. All proposals and accompanying documents received within the
stipulated times shall become the property of PFRDA and will not be returned.
28. The proposal shall be valid for a period of three months from the date of opening
of proposals. A proposal valid for a shorter period may be rejected as non-
responsive.
29. Once the PFRDA notifies the successful bidder that its proposal has been
accepted, PFRDA shall enter into separate agreement with the successful
bidder and the terms and conditions of provisions of service etc shall be
specified therein.
30. Site Visit: The bidder is advised to visit the premises to get the onsite
assessment of the work on any working day between 10:00 AM to 5:00 PM by
taking permission and acquaint himself with the operational system prior to the
submission of the tender documents. The costs of visiting shall be borne by
the bidder.
31. Any matter relating to the appointment of Housekeeping Service Provider
or the procedure for the appointment of Housekeeping Service Provider shall
be governed by the Laws of Union of India. Disputes, if any arising under the
said process shall be subject to the exclusive jurisdiction of courts at New
Delhi. Any disputes arising after the signing of the agreement shall be
resolved in the manner as mentioned in such agreement.
Page 7 of 28SECTION-II
SCOPE OF WORK
1. The details of the area for Housekeeping Services to be provided is as mentioned below:
PFRDA has occupied an area of 30,045 Sq.ft carpet area at E-500, Tower E, 5th
Floor, World Trade Centre, Nauroji Nagar, New Delhi-110029, India. Its proper
cleanliness and general upkeep shall be ensured by the contractor and the area
occupied by the PFRDA in the Tower E, 5th Floor, World Trade Centre, Nauroji Nagar
are kept in a perfect state of cleanliness and hygiene at all times to the entire satisfaction
of the officers in charge of PFRDA. For this purpose, the number of cleaning staff and
supervisor sought, along with the required relevant experience, is mentioned in Section
IV.
2. Housekeeping services will be comprehensive in nature relating to all areas within the
premises and shall include the following:
a. Sweeping, Vacuum Cleaning/Cleaning and wiping of floors of different types
including carpet surfaces, Staircases, corridors, lifts and lobbies. Cleaning
activity shall start in the morning at 7.00 AM so as to complete all the dusting/
cleaning/ moping work before 9.30 AM.
b. Cleaning and dusting of entire furniture, partitions, wooden cabin walls, railings,
doors, blinds, windows, computers, printers, telephones, curtains, photocopiers,
signages etc. with dry/wet cloth, feather brush and duster.
c. Thorough cleaning and scrubbing of toilets, wash basins, sanitary fittings &
mirrors and toilet floors. Cleaning and disinfecting all vitreous fixtures including
toilet bowls, urinals, sinks, toilet seats, containers etc.
d. Replenishing all toiletries including hand towels (M-fold/C-fold), Liquid soap,
toilet rolls/GRD air freshener and tissue boxes after daily check-ups in the
morning, afternoons and on call basis during daytime.
e. Upkeep and maintenance of the pantry area to operate the necessary
equipments such as fridges, Microwave Oven, Water coolers, Water Dispensers,
Tea Vending Machine etc.
f. Maintenance of Proper registers/records for the jobs carried out on daily, weekly
and monthly basis.
g. The contractor has to supply all the necessary, equipment, tools and vacuum
cleaners of appropriate make to the satisfaction of the PFRDA. And shall also
supply labour and supervisors for the activity specified under this Tender. The
consumable items and other materials for daily, weekly and monthly activities
shall be provided by the PFRDA.
Page 8 of 283. Jobs to be carried out daily:
• Sweeping, Cleaning, vacuuming and wiping of floors of different types including carpet
surfaces, Staircases, corridors, lifts and lobbies, meeting areas, cabins etc.
• Dusting and polishing/brushing of Low high partitions, Glazed & Paneled partitions glass
panes, venetian blinds, Door Mats, Tables, chairs, Workstations, conference rooms, Library,
Visitors’ rooms etc.
• Acid Cleaning and scrubbing of toilets, wash basins, sanitary fittings & mirrors and toilet
floors. Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals, sinks, toilet
seats, containers etc. Brush thoroughly to include below water level and under rims including
area at hinges and cistern handles. Restock toiletries, which include Liquid hand soap, toilet
paper, air freshener, and Sanitary cubes hand towels (M-fold/C-fold) and Naphthalene balls in
toilets after daily check-ups in the morning, afternoons and on call basis during daytime.
• Dusting of Telephone Sets, PC, Printers, Photocopier machines, Fans, Network Equipment
Pantry Area:
• Sink, Khurra, draining boards, platforms, dado, cabinets, coolers, hot case exposed surfaces
shall be cleaned and washed with approved quality liquid detergents, soap, air purifier, acids,
stain removers, mopping, dusting all as directed (One time daily and also as and when required
due to exigencies)
• Fridges, Microwave Oven within the areas should be kept clean inside and out, and defrosted
when appropriate.
• Tea/Coffee Machines should be cleaned every day in the morning.
• Check & clean water dispenser & vending machine functioning every hour.
• Dirty glasses/Cups/Bottles should be removed immediately from conference/meeting
rooms/cabins and workstations.
• Removal of waste papers and any garbage and blockage/choking from the entire area
covered under the tender.(Two times daily and as and when required)
• Cleaning of baskets, bins, and disposing off all the collected refuse at designated site on daily
basis(Two times daily and as and when required)
Conference room / Meeting Rooms / Discussion rooms to be checked on regular intervals
/ call basis. Water bottles, tea cups, paper plates, crockery etc., be cleared regularly so that
the area never looks dirty, Tables, cabinets, switchboards, white boards, doors and partitions
etc. should be cleaned every day, water Bottles to be replenished and kept clean, Face tissues,
notepads to be arranged.
• Spraying room Freshners / Air Freshners daily at regular intervals.
Page 9 of 28• Shifting of furniture and other items from one floor to another or within the floor as and
when required by the administration.
4. Jobs to be carried out Weekly:
• Vacuuming, brushing and shampooing of all carpet area, chairs and sofas (Once in a
week and as and when required)
• Cleaning and dusting of electrical switch boards, light fixtures, fans, air conditioner
vents, overhead light fixtures, firefighting equipment, name plates, artifacts, plant boxes,
etc(Once in a week)
• Thorough Cleaning of Water Dispensers and Water coolers (Once in a week and as
and when required)
• All other works which are listed in Daily Cleaning Section but not mentioned in this
section will be attended.
5. The bidder has to provide workforce in sufficient numbers to maintain the premises as
required and to the satisfaction of the Authority at the same cost, as stipulated in the contract
6. The bidder shall, however, survey the area and make assessment of the manpower
requirement on its own to maintain the premises as required by PFRDA. A Housekeeping
supervisor has to be deployed by the agency who will be single point of Contact for PFRDA for
all the housekeeping related matters as prescribed in this contract.
Page 10 of 28SECTION-III
MINIMUM ELIGIBILITY CRITERIA FOR HOUSEKEEPING
SERVICE PROVIDER
The PFRDA has set up minimum eligibility criteria for the bidding purposes. All
bidding parties must meet following criteria before they apply for the bid. The
bidding parties meeting the criteria must enclose their supporting documents along
with the proposal.
Minimum Eligibility Criteria:
Documents to be
Sl. No. Criteria
provided
The entity should either be a registered Certificate of Incorporation
Company under Companies Act 1956/ 2013 or in respect of the applicant
a registered Partnership under Partnership organization issued by
Act, 1932 or be an LLP registered under LLP Registrar of Companies or
Act, 2008 as the case may be and should be a partnership deed duly
in existence for not less than five years before registered under the
31/03/2025 as a company or firm as the case Partnership Act.
may be.
1
i. Certificate of
Commencement
of business (in
case of
company)
ii. Certificate
consequent to
change of name, if
applicable
The Registered Office or one of the Branch Self-Attested copy of
Offices should be located either in Delhi / New Telephone bill/Electricity
Delhi or in National Capital Region for at least Bill/Registered Lease Deed
2 last 2 years. supporting the address at
Delhi / New Delhi or in
National Capital Region.
Tenderer should have a minimum turnover of Turnover Certificate
Rs.50 lakhs each in last three years issued by the statutory
3 exclusively from housekeeping services/ auditor of the company, for
facility management services. For this housekeeping services
purpose, last financial year would be / facility management
considered as the one ended on 31.03.2025 services
and not any later period.
Page 11 of 28Documents to be
Sl. No. Criteria
provided
Tenderer should have provided similar Certified
services to at least five Government clients / documents/Agreements in
4 PSU/ Public Sector Companies support of past contracts
/Banks/Statutory Bodies/Central and State with Govt /PSUs/Other
Government Departments during last three establishments.
years
The tenderer should have ISO 9001:2000 or Copy of the ISO 9001
5 9001:2008 Certification. valid as on 31st Certificate of the Bidder
January 2026
i) Certified extracts of the
6 Bidders should have their own Bank Account; Bank Account evidencing
account existence for last
three years
ii) Certified extracts of the
Bank Account containing
transactions during last six
months of the bidder in
relation to Housekeeping
services.
Bidders should be registered with Income Taxi. i. Self Attested copy of
and GST; PAN Card
7
ii. Self Attested copy of GST
registration certificate in
respect of Housekeeping
Services
Bidders should be registered with appropriate i. Self Attested copy of
authorities under Employees Provident Fund the Employee
and Employees State Insurance Acts or any Provident Fund
other Labour authorities including under the registration letter /
8 Contract Labour (Regulation and Abolition certificate.
Act).
ii. Self Attested copy of
the Labour License
under the Contract
Labour(Regulation &
Abolition) Act.
iii. Self Attested copy of
the Employee State
Insurance registration
letter / certificate.
Page 12 of 28Documents to be
Sl. No. Criteria
provided
The agency or any of its partners/directors etc i. Self-Declaration in the
should not have been black listed/debarred by format in Annexure-I
8 any of the government agencies or department
or should not have been found to be guilty of
moral turpitude or convicted of any economic
offense or with violation of any labour laws etc
by any court or any authority appointed to
enforce any labour laws or regulations.
The tenderer should have satisfactorily i. Copies of the work Order
provided housekeeping support and starting from 2022-2023,
maintenance services for Organizations such 2023-2024, 2024-25
as; specifying value and
9 i. One Centre of minimum 30000 Sq.ft period of contract.
carpet area
ii. Two Centres of minimum 15000 s.ft
carpet area
during the last three years as on 31st March
2025.
10 The bidders should have the rating of 5- Self-attested document
star on GeM portal on the date of from GeM portal.
submission of bid.
Page 13 of 28SECTION: IV
REQUIREMENTS FOR HOUSE KEEPING STAFF TO BE DEPLOYED IN PFRDA BY THE
SUCCESSFUL BIDDER
1. He / She should be above 18 years of age;
2. The approximate present requirement and the minimum eligibility criteria under different
categories for the personnel to be deployed will be as under:-
S. Name of the Post No. of Qualification (Academic &M inimum Experience
N. Posts Professional)
SUPPORT STAFF
1 House Keeping 01 Semi -Skilled 0-3 years
Supervisor
2 House Keeping 06 Un-skilled 0-3 years
Staff
3. His / her antecedents should have been verified by the agency from the local police authorities.
Page 14 of 28SECTION-V
TERMS AND CONDITIONS
1. The contract shall commence from 01.04.2026 and shall continue till 31.03.2028
unless, it is curtailed or terminated by PFRDA inter alia owing to deficiency of service, sub-
standard quality of manpower deployed, breach of contract and/or as provided under the
contract including. Non-compliance with any relevant labour laws, or change in requirements
of the PFRDA or for any other reasons as stipulated in the contract to be entered into with
successful bidder.
2. The contract shall automatically expire on 31.03.2028, unless extended further by the
mutual consent of contracting agency and PFRDA for another period of one year on the same
terms and conditions or with some additions / deletions / modifications, as mutually agreed
between the parties.
3. The contracting Service provider shall not be allowed to transfer, assign, pledge or sub-
contract its rights and liabilities under this contract to any other agency without the prior written
consent of PFRDA.
4. The bidder will be bound by the details furnished by him/ her to PFRDA while submitting
the tender or at subsequent stage. In case, any of such documents furnished if found to be
false at any stage, it would be deemed to be a breach of terms of contract making him / her
liable for legal action besides termination of contract.
5. PFRDA reserves right to terminate the contract at any time after giving a one month’s
notice to the selected Housekeeping Service Provider with or without assigning any reason
and shall be under no obligation whatsoever to continue the contract.
6. The Service provider must employ adult and skill labour only. Employment of child
labour will lead to the termination of the contract.
7. The Tenderer shall engage reliable person after doing the proper character and police
verification and other formalities, impose any conditions as per prevailing contractual labour
law for such engagements, take any disciplinary actions against any such person or reward
any such person for efficiency at work etc., at its sole costs, risks and responsibilities.
8. The contractors/agency’s personnel shall follow and adhere to all procedures and
processes as laid down by PFRDA.
9. Working hours:
i. All the housekeeping services shall be provided for five days a week including on
intervening holidays.
ii. Housekeeping staff deployed by the agency shall be required to work in for five days
Page 15 of 28a week from Monday to Friday from 07:00 hrs. to 17:00 hrs. with half an hour lunch break.
The manpower will also be called upon to perform duties on Saturday/Sunday and other
holidays where required.
iii. Cleaning activity shall start in the morning at 7.00 AM so as to complete all the dusting/
cleaning/ moping work before 9.30 AM.
10. For the manpower deployed, the agency will keep with them, their present and permanent
address, education qualification details, specimen signature and two passport size
photographs and furnish this details/information to PFRDA, as and when required. The bidder
will provide identity cards to the manpower deployed to work at PFRDA.
11. The staff deployed by the agency will maintain office decorum. They will be courteous, polite,
cooperative, in good health and character and be able to discharge their responsibilities of
housekeeping work. The bidders will verify the character antecedents before deploying any
person at PFRDA.
12. The agency will ensure that the services rendered by its deployed manpower are perfectly
valid, legal and not in violation of any civil, criminal, labour, municipal or industrial law
including the provisions of The Code on Wages, 2019, The Industrial Relations Code, 2020,
The Code on Social Security, 2020 and The Occupational Safety, Health and Working
Conditions Code, 2020. PFRDA stands indemnified for any default caused by the bidder in
the discharge of housekeeping services. The agency shall deal with and settle the matters
related with working conditions and sure that no labour disputes/problems are referred to
PFRDA or make PFRDA a party to the same. It shall totally indemnify PFRDA and its officers
in this regard.
13. The agency would be under obligation to replace any manpower, whose conduct
/performance/ health / habit is found to be unsatisfactory, at its own costs, risks and
responsibilities immediately, with written intimation to PFRDA.
14. The manpower deployed for housekeeping service will remain available at the place of their
duty roaster and would report to supervisor posted by the agency. The supervisor will ensure
that tender specified manpower is available at the place of duty all times.
15. If PFRDA finds that the tender specified manpower is not able to provide satisfactory service,
the agency will have to provide additional hands without any increase in the monthly bill.
16. The selected agency upon request shall furnish the names of the persons engaged along
with their detailed medical report. These medical tests have to be carried out on the personnel
at least once in a year and these have to be submitted as and when the same is carried out
at the cost of the agency without any additional cost.
17. The selected agency shall ensure proper conduct of his personnel in office premises, and
enforce prohibition of consumption of alcoholic drinks, chewing of pan smoking, loitering
without work. The staff deployed should always be disciplined, properly dressed and be
presentable all the time during duty.
Page 16 of 2818. The agency should provide the details of all the Manpower proposed to be deployed at the
PFRDA site. All the personnel deployed by the agency should always carry the identity card
provided by the agency. Agency’s personnel would be frisked by the security personnel
appointed by PFRDA both while entering and leaving the premises.
Checklist Maintenance:
19. Checklists has to be maintained for Toilets, general cleanliness etc. and would be
under administration of the supervisor. He would sign the checklist after random physical
inspection of these areas.
20. The agency will be responsible for any indiscipline, damage to equipment property and
third party liabilities caused by acts on part of its deployed manpower at PFRDA premises for
housekeeping services.
21. The agency must provide necessary standard liveries to its housekeeping staff
/supervisors with their identity properly displayed. No extra payment shall be claimed from
PFRDA for such items.
22. In the event of any theft/loss of PFRDA property due to established negligence of the
agency’s deployed manpower, the bidder will make good the loss as decided by PFRDA.
Decision of PFRDA on the compensation will be final.
23. Statutory Requirements
i. The agency shall adhere and pay all contributions, subscriptions, premium, fee and dues
to statutory norms as per the law and as stipulated by PFRDA and this includes Contract
Labour (Regulation and Abolition) Act 1970, Shops and Commercial Establishments Act, The
Employees Provident Funds and Miscellaneous Act 1952, The Employees State Insurance
Act 1948, The workmen’s Compensation Act 1923, The payment of gratuity Act, The payment
of Wages Act 1936, The payment of Bonus Act 1965, The minimum wages Act 1948 etc.,
including modifications up to date of tender. The agency shall comply with the provisions of
The Code on Wages, 2019, The Industrial Relations Code, 2020, The Code on Social Security,
2020 and The Occupational Safety, Health and Working Conditions Code, 2020, upon coming
into effect of the said Codes.
24. PFRDA stands indemnified from any legal or financial issues the bidders may have with
its deployed manpower for housekeeping services. PFRDA also stands indemnified for any
damages/personal injury/death caused to the deployed manpower in the discharge of bidder’s
contract with PFRDA for housekeeping services.
Page 17 of 2825. The agency is fully responsible for obtaining licenses, insurances of employees,
transportation, payment of salaries / wages to all concerned in respect of this contract and the
PFRDA will not be responsible in any manner.
26. Storage of Housekeeping equipment
PFRDA will provide a space to the agency from its existing space for storing the equipment,
materials during the contract period. The water and electricity will be provided by PFRDA from
its existing resources. In case of disruption in supply of water or electricity, agency will arrange
the same at its costs, risks and responsibilities.
27. Compensation clause:
i. The agency shall disburse the salary to its deployed manpower, inclusive of other allowance
between 5 to 7th of every month, failing which compensation of Rs. 5000/-per day will be
payable to PFRDA up to date of actual payment.
ii. Whenever and wherever it is found that the cleanliness is not up to the mark, it will be
brought to the notice of agency’s supervisor by PFRDA and if no action is taken within One
hour, penalty of INR 75/- per day per complaint till the complaint is satisfactorily addressed
is payable/ recoverable from the agency to PFRDA as compensation.
iii. The agency has to ensure to maintain the adequate number of manpower, Scope of work
and services and also arrange a pool of standby housekeeping staff/supervisor. In case any
housekeeping staff/supervisor is absent from duty, a reliever shall be deployed by vendor in
time from an existing pool of housekeeping staff. If the required number of workers / supervisor
are less than the specified number, a compensation of INR 300/- per absentee per day will
be taken/deducted from the bill(s) of the agency.
iv. The housekeeping staff including supervisors must be in proper, full and clean uniform with
name plates (badges) at all times failing which a compensation of Rs.100/- per day per person
will be payable/recoverable from the agency.
v. The vendor shall ensure full strength of housekeeping staff during the working hours failing
which a penalty of Rs. 100/- per day per person will be imposed.
vi. Agency shall ensure that the staff deployed by it does not wander here and there and sit idle
in groups during working hours. Due Discipline will have to be maintained by the staff and they
shall not hinder the working of other employees/staff. If any violation to aforementioned
is found, a compensation of Rs. 100/- per worker shall be sought from the agency, for any
instance observed of this kind.
28. For all intents and purposes, the service provider shall be the “Employer” within the
meaning of different Labour Legislations in respect of manpower deployed by it. There shall
be no claim by such deployed persons of any employment in PFRDA. The persons deployed
by the service provider in the PFRDA shall be the employees of agency at all times and not
have any stake or claims like employer and employee relationship against PFRDA.
Page 18 of 2829. The PFRDA shall not be responsible for any financial loss or any injury to any of the staff
deployed by service provider in the course of their performing the functions/duties, or for
payment towards any compensation.
30. The staff deployed by the service provider shall not claim nor shall been titled to pay, perks
and other facilities admissible to regular / confirmed employees of the PFRDA during the
currency or after expiry of the contract.
31. The service provider shall also be liable for depositing all taxes, levies, cess etc. on account
of service rendered by it to PFRDA to the concerned tax collection authorities from time to time
as per extant rules and regulations in the matter failing which its payments are liable to be
withheld and contract terminated, as may be deemed appropriate.
32. In case, the service provider fails to comply with any statutory /taxation liability under
appropriate law, and as a result thereof the PFRDA is put to any loss / obligation, monetary or
otherwise, the PFRDA will be entitled to get itself reimbursed out of the outstanding bills or the
Performance Security Deposit of the service provider, to the extent of the loss or obligation in
monetary terms or shall be entitled to recover the same by legal recourse.
33. The PFRDA reserves the right to withdraw / relax any of the terms and condition mentioned
above so as to overcome the problem encountered at a later stage for the smooth and timely
provision of services.
34. Any delay or forbearance on the part of PFRDA or any waiver of its rights or condonation of
any acts, on the part of PFRDA shall not be construed as a waiver of the obligations of the
agency and it shall continue to be liable for all such acts or defaults.
35. The selected bidder shall act as an independent contractor. Nothing contained in this RFP
or the resulting contract shall be deemed to create any employer–employee relationship
between the Authority and the personnel deployed by the bidder.
36. The contents of this RFP are confidential and shall be used by bidders solely for the purpose
of participation in the bidding process. No part of the RFP shall be disclosed to any third party
without prior written consent of the Authority.
37. Dispute Resolution:
Any and all disputes between the successful bidder and PFRDA arising out of or in connection
with the Contract entered into for provision of housekeeping services, or its performance, or
touching any aspect thereof shall, so far as possible, be settled amicably among the parties.
In case the Parties fail to reach an amicable settlement, any and all disputes between the
Parties arising out of or in connection with this contract or its performance, or touching any
aspect thereof shall be settled by way of arbitration to be conducted under the provisions of
the Arbitration and Conciliation Act, 1996, as amended from time to time, by a sole arbitrator
to be appointed with the consent of both the parties. Failing any agreement to appoint a sole
arbitrator as aforesaid, each party shall appoint one arbitrator, and the two appointed
arbitrators shall appoint a third arbitrator, who shall act as the presiding arbitrator. Any further
Page 19 of 28proceedings out of or in relation to such arbitration proceedings, which either party to this
agreement may wish to initiate against the other, shall be instituted in courts at New Delhi only.
The agency shall continue work under the Contract during the arbitration proceedings unless
otherwise directed by PFRDA or unless the matter is such that the work cannot possibly be
continued until the decision of the arbitrator is obtained.
Arbitration proceeding shall be held in Delhi, India, and the language of the arbitration
proceedings and that of all documents and communications between the parties shall be in
English.
Subject to the arbitration clause, only the Courts at New Delhi shall have exclusive jurisdiction
to try any disputes arising between the parties, under this contract or touching any aspect
thereof.
38. Payment Terms
i. The agency will submit a pre-receipted bill, in triplicate, in the name of Pension
Fund Regulatory and Development Authority immediately after making
payment to its deployed staff but not later than 7th of each month. The bill
submitted by the bidder should be duly certified by the concerned officer
of PFRDA.
ii. Bills submitted will be processed and payment will be released within 30 days if
found proper as per and subject to the provisions of the contract.
iii. Bills should consist of following documentary evidence for processing:
a. Complete attendance details with muster rolls as per the Labour Act.
b. Proof of payment of Wages for the previous three (3) months as per
the Central or State Minimum Wages/Labour Act (whichever is
higher),
c. ESI and PF payment Challan Copies of previous three (3) months
d. GST Payment Challan copy of previous three (3) months
e. All payments will be made subject to Tax Deduction at Source.
f. No advance payment of any kind will be given by PFRDA to the
agency
g. Payments, subject to Tax Deduction at Source (TDS) shall be
processed within one month of the submission of the complete
documents.
h. Pre-receipted bills may be submitted in triplicate in the name of
PFRDA, New Delhi along with a copy of the receipted delivery challan.
i. PFRDA reserves the right to deduct amount from the bill towards
compensation for unsatisfactory service as provided under the
contract.
iii. In case of breach of any terms and conditions as specified in the contract and signed
between the parties, the Performance Security Deposit of the Man Power Service Providers
will be liable to be forfeited by the PFRDA besides, annulment of the contract and other
legal resource including blacklisting for a specified period
Page 20 of 2839. Award of Contract
a. In the case of the Bidders whose tenders are not considered, the Earnest Money
Deposit will be refunded without any interest after the finalization of the contract with
successful bidder. In the case of bidder whose tender is accepted, successful bidder shall
give Performance Security Deposit @ 5% of the total value of the contract in the form of Bank
Guarantee from any Scheduled Commercial Bank drawn in favour of PFRDA, New Delhi
valid for the period of empanelment/extended empanelment. Earnest Money Deposit will be
refunded without any interest on receipt of Security Deposit from the bidder. The security
deposit of the successful bidder shall be forfeited in case if any default i.e. unsatisfactory
service or any established reasons of breach of contract or where compensation is sought
from the agency as may be provided in the contract. No interest will be payable for the
Security Deposit.
b. The agency which has been awarded the contract shall not engage any third party for the
performance of contract, or assign the contract to any other party
The successful bidder upon being informed shall confirm its willingness in writing to undertake
the work awarded within one week of such communication from PFRDA failing which its EMD
is liable to be forfeited and PFRDA shall decide suitably the further course of action to ensure
the activity under this tender in a timely manner.
Micro, Small & Medium Enterprises Development Act
a. If a bidder falls under the Micro, Small & Medium Enterprises Development Act,2006,
then a copy of the registration certificate along with Udyog Aadhaar Number must be provided
to PFRDA for relevant domain. Further, the bidder must keep PFRDA informed of any change
in the status of the company.
b. Exemption from payment of earnest money have been extended to the SSI units
registered with NSIC for the products / services asked in this tender.
CRITERIA FOR EVALUATION OF BIDS:
40. The evaluation of the price bid will be considered of only those bidders who meet the
eligibility criteria as mentioned in the Section III of tender document and provide documentary
proof in respect of the same.
41. PFRDA may seek such clarification/information/document as may be required for it to satisfy
the eligibility of the bidders. Failure on the part of the bidder to submit such information within
the stipulated time, may entail cancellation of the bid of such bidder.
42. Bids shall be evaluated on the basis of lowest cost. However bids which in the view of the
Authority are abnormally low such that will impede the effective discharge of the contractual
obligations of the successful bidder, shall be liable to rejected.
Page 21 of 28SECTION-VI
PARTICULARS OF THE BIDDER
The Bidder should furnish the details requested for in the format given below:
Sl. No. Area of the details to be provided Responding Firm’s / Company Details to be
provided
I Basic details
1 Name of the Bidder
2 Correspondence details of the Bidder: Corporate Address Delhi / NCR region
i. Address;
3 Telephone No & E-mail Address
4 Contact person details
Name,
Designation,
Mobile number
to whom all references shall be
made regarding this tender
5 Details of ownership (Name and
Address of the Board of Director,
Partners etc.)
6 Name of the authorized Signatory who (Power of Attorney, if any to be submitted)
is authorized to sign all the relevant
documents
Contact Number :
Email id :
7 No. of years of experience of providing Supporting relevant documents to be attached
housekeeping services
8 Annual Turnover for last three years FY 2022-23
(INR Lakhs), FY 2023-24
(Documentary proof to be attached) FY 2024-25
9 DD number/Details of transfer and date
of the EMD submitted
10 Name of the Bankers along with
the branch (as appearing in MICR
cheque)
II Details for registration under Companies Act, 1956
11 Registration Number of the Bidder in
case of company/LLP
12 Place of registration
13 Date of registration
14 Product/service for which
tenderer is registered
15 Validity Period, if applicable
Page 22 of 28III Details for registration with appropriate authorities
16 GST registration details
Sl. No. Area of the details to be provided Responding Firm’s / Company Details to be
provided
(Registration number and
details)
17 PAN No.
18 Labour license certificate details
(Registration number and details
19 ISO 9001:2000 or ISO 9001:2008
certificate details
20 Rating on GeM portal
Authorised Signatory Name & Designation
Seal of the Company
Date
Page 23 of 28SECTION-VII
PRICE BID FORMAT
(Date)
The Deputy General Manager
Pension Fund Regulatory and Development Authority
New Delhi
Dear Sir/Madam,
Ref: Tender for Selection of Housekeeping Service Provider for PFRDA
Having examined the Tender documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to provide the services as required and outlined
in the Tender for Selection of Housekeeping Service Provider.
To meet such requirements and to provide services as set out in the tender document, we
attach hereto our response as required by the tender document, which constitutes our
proposal.
We undertake, if our proposal is accepted, to adhere to the terms and conditions put
forward in the tender and the agreement to be entered with PFRDA.
If our proposal is accepted, we will submit a Performance Bank Guarantee issued by a
scheduled commercial bank in India as acceptable to PFRDA.
We agree for unconditional acceptance of all the terms and conditions set out in the tender
document as also in the contract to be signed with PFRDA for provision of Housekeeping
services.
We confirm that the information contained in this proposal or any part thereof, including its
exhibits, schedules and other documents and instruments delivered or to be delivered to
the PFRDA are true, accurate and complete. This bid includes all information necessary to
ensure that the statements therein do not in whole or in part mislead PFRDA as to any
material fact." we understand that if any point of time it is notices/discovered by PFRDA
that as information given by us is false or incorrect or misleading PFRDA shall have the right
to take such necessary action as it may deem fit including cancellation of contract.
It is hereby confirmed that I/we are entitled to act on behalf of our corporation/company/
firm/organization and empowered to sign this document as well as such other
documents, which may be required in this connection.
Page 24 of 28Dated this Day of 2026
(Signature) (In the capacity of)
Duly authorized to sign the bid response for and behalf of:
(Name and
Address of
Company) (Seal/Stamp of bidder) Witness Signature:
Witness Name:
Witness Address:
Page 25 of 28PRICE-BID
1. Name of Bidder :
TABLE-A
Sl. Description Total Manpower Required as Wages Per Total
No. per area Mentioned in para1 person (in Rs.)
A House Keeping of section-II of tender monthly
Services (in Rs. )
i. Supervisor 1
ii. Cleaning Staff 6
Sub Total of (i+ii)
B. Administrative Service
Charge
C. Total Monthly Charges
in figures (A +B) above
i. Total Consolidated monthly amount (including Minimum Wages, ESIC, EPF etc.) per
person should be quoted by the bidder under each of the category separately.
ii. The bidder should quote the details (price-break up) of the monthly consolidated
amount for payment to the workers and supervisors in the Table-B given below
iii. Payments shall be made by the PFRDA as per the terms and conditions of the Tender
Documents
iv. The quoted consolidated monthly amount prices shall be inclusive of all charges
including employer contribution towards ESI, PF, Gratuity, Bonus, Substitutes.
v. It shall also include cost of training and uniform, etc,
vi. The prices in the Price Schedule shall be exclusive of GST or any other applicable
taxes as may be levied by the Government from time-to-time and the same shall be charged
in addition to the applicable rate.
vii. The Bidder shall mandatorily ensure that the cost per head as in Table 'A' and in Table
'B' is paid as monthly wages to their employees who are deployed in PFRDA's premises for
different services.
Page 26 of 28Price Break-up of the quoted prices shall be submitted by the bidder in the following format:
TABLE-B:
Category
S.No Head (Amount in Rs. )
Cleaning
Supervisor
Staff
1 Wage per person
2 ESI
3 EPF
4 Any other Charges
5 Administrative Service charge per worker per
month
6 Cost per Head per month
Page 27 of 28ANNEXURE-I
SELF-DECLARATION – NO BLACKLISTING
(Date)
The Deputy General Manager
Pension Fund Regulatory and Development
Authority New Delhi
Dear Sir/Madam,
Ref: Tender for Selection of Housekeeping Service Provider for PFRDA
In response to the Tender Document for Selection of Housekeeping Service Provider for
PFRDA, I/ We hereby declare that presently our Company/ firm is having unblemished
record and is not declared ineligible for corrupt & fraudulent practices either indefinitely or
for a particular period of time by any State/ Central Government/ PSU/Autonomous Body.
We further declare that presently our Company/ firm is not blacklisted or
debarred and not declared ineligible for reasons other than corrupt & fraudulent practices
by any State/ Central Government/ PSU/ Autonomous Body on the date of Bid Submission
including violation of relevant labour laws.
If this declaration is found to be incorrect then without prejudice to any other action that may
be taken, our security may be forfeited in full and the bid, if any to the extent accepted may
be cancelled at any stage and the contract may be terminated and we shall be barred from
bidding in future against any other tender.
Thanking you,
Yours faithfully,
Place: Signatures
Date: Name
Seal of the Organization
Page 28 of 28