TENDER DOCUMENT For providing House Keeping Services at office of Pension Fund Regulatory and Development Authority (PFRDA), New Delhi

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