Special Terms and Conditions

Hiring of Sanitation Service

1. AGREEMENT OVERVIEW

This Agreement represents a Service Level Agreement (“SLA” or “Agreement”) between the Buyer and Sanitation Services provider. The purpose of this agreement is to facilitate implementation of Sanitation Measures at the Buyer’s premises. This Agreement outlines the scope of work, Buyer’s Obligations and Special Terms and Conditions of Services covered as they are mutually understood by the stakeholders.

2. Objective And Goals

The objective of this Agreement is to ensure that the proper elements and commitments are in place to provide consistent delivery of service to Buyer by Service Provider.

The goals of this Agreement are to:
1. Present a clear, concise and measurable description of service provision to the customer.
2. Establish Terms and Conditions for all the involved stakeholders.
3. To ensure that both the parties understand the consequences in case of termination of services due to any of the stated reasons.
4. To provide clear reference to service ownership, accountability, roles and/or responsibilities.

3. Service Scope

The scope includes requires the Service Provider to provide manpower and resources for the Buyer
Department to maintain cleanliness and hygiene of the mentioned area. The buyer will have option to outsource sanitation service depending upon the area or event. Requirement of cleaning agent & consumables and machineries requirement may be indicated by the buyer separately as “Add-on”
Here we are classifying the Areas into following parts:

All Areas specification will include - Indoor, Outdoor, High Intensive, Exterior of the Building, Seating
Area or any other are as per Buyer's requirement. The Scope of the Area will be as per the area type/ job description.

3.1 Common Areas (Entrance Lobbies/ Reception/ Conference Hall)

1. Wiping of the glass doors on all the entrances.
2. Cleaning the entire common area at a convenient time without hindering the occupants movement which includes Sweeping, Mopping, Scrubbing, buffing etc.
3. Periodical wiping of the entire side walls – Marble / Granite / Tiles/ Wooden Panels.
4. Periodical dusting or vacuuming and wiping of all fixtures and furniture in all the entrance lobbies
5. Keep the signage clean and visually clear.
6. Sweeping and smooth brushing of the lift floors – removal of all dirt etc. throughout the day.
7. Dusting and Wiping of all the lift doors.
8. Collection of all waste material and its disposal as per instructions of the Buyer Department.
9. Cleaning of rugs and carpets on floors with vacuum cleaner
10. Cleaning of water cooler tanks, Air conditioning grills and space underneath water coolers.
11. Dusting and cleaning of fans, electrical fittings, windows, panes with glass cleaning chemicals/agents and cleaning of partitions and other furniture, paneling etc.
12. Cleaning of wall, ceiling for dust, cobwebs etc.

3.2 Staircase And Fire Staircase

1. Sweeping of all the staircases and common landings.
2. Removal of dust etc. from the skirting top.
3. Ensuring signage are clean and visually clear.
4. Cleaning of all the fire escape doors.
5. Cleaning of all the ceilings and walls for dust, cobwebs, etc.
6. Thoroughly wipe all door handles, latches, tower bolts, etc.

3.3 Pantry/Cafeteria

1. Cleaning of water cooler tanks and space underneath water coolers.
2. Check & clean water dispenser & vending machines.
3. Cleaning of refrigerators, tea/coffee vending machines and furniture if any, in the pantry.
4. Cleaning of cobwebs, wax polishing of walls, floor areas etc.
5. Maintain hygiene in the pantry all times.

3.4 Basement/ Parking Area/ Service Areas

1. Removal of grease and dirt stains from the surfaces.
2. Cleaning of machine rooms and other sensitive areas floors, walls and ceilings (in the presence of the operators in these areas). The machinery itself will not be touched by the cleaning staff since the operators will clean their own equipment, cleaning of ceilings and walls so that cobwebs, stains etc. are taken care of.
3. Cleaning of the car parking area.
4. Cleaning of Substation, HVAC Plant Room, Pump Room, AHU Rooms, Ventilation Rooms and Other Service Rooms without affecting the Operation of the Equipment.

3.5 Restrooms

1. Sweeping and mopping the floor and keeping the floor without stains throughout the day.
2. Mopping all glazed tiles and keeping them clean.
3. Washing and mopping of floor areas with detergents.
4. Acid cleaning of sanitary wares without damaging their shine/lusters.
5. Washing of all the urinals, closets and washbasins with mild soap solution / cleaning solutions.
6. Ensuring clean and visually clear mirror throughout the day by periodic cleaning using glass cleaner.
7. Replace toiletries such as fresheners, naphthalene balls, hand soap, tissue papers etc. as and when required.
8. Clean all toilet fixtures and fittings.
9. Urinals should always have disinfectant naphthalene balls.
10. Clearing of the dustbins in the toilets periodically.

11. Cleaning of walls, ceiling for dust, cobwebs etc.

3.6 Surroundings

1. Removal of all litter, mud, dust, etc within the periphery of the building as and when felt necessary during the day.
2. Taking necessary precautions to maintain the entrance to the building clean.
3. Sweeping of all the roads, parking area and open area etc.

3.7 Exteriors Of Building

1. Clean the glass and other structures inside and outside with a suitable approved glass cleaner leaving no streaks behind.
2. Clean the metal frame – dust as well as use a mild wet mop so that no stains remain on its surface.
3. Extra care shall be taken of the joints between the glass and the frame so that no dust settles there.
4. Thorough cleaning and buffing so that surfaces are clean and visually clear.
5. Keeping the terrace clean of all litter.
6. Keeping all external signage clean. 7.Cleaning of external wall & Surroundings

3.8 Seating Area Of Stadiums (Indoor/Outdoor)

1. Sweeping of all the staircases and common landings.
2. Removal of dust, stains etc. from the skirting top.
3. Ensuring signage are clean and visually clear.
4. Cleaning of all the fire escape doors.
5. Wiping and removal of dust, stains etc of all seats or sofas and under space of seats.
6. Cleaning of all the ceilings and walls for dust, beehives and cobwebs etc.
7. Thoroughly wipe all door handles, latches, tower bolts etc.

4. Terms And Conditions

4.1 Buyers Obligations

1. This Buyer Department shall provide a small room/space for supervisor & storage of materials etc. to the Service Provider free of cost during the period of contract. No name of agency shall be allowed on the
room and nobody will be allowed to stay in the office unnecessarily after office hours without permission.
2. The Buyer Department shall provide sufficient running water or stored water for cleaning purposes.

3. Price Variation Clause:
"It is advisable to include Price Variation Clause in the long term contracts to take care of the
increase/decrease in prices of various ingredients which majorly affect the overall price of the service. Buyers are therefore advised to include the Price Variation Clause (PVC) in the bid document through ATC for long term contracts. The additional payment, if any, on account of PVC can be done o½ine till such time online functionality is developed on GeM."
4. In case, the Buyer has not included consumables & cleaning agents and machineries in the scope of contract, the Buyer shall provide   consumable & cleaning agents and machines  as and when required for the work.
5. If the consumable materials and machines are to be provided by the service provider, the buyer must choose the same from Add-on and the cost of consumables, materials and machines must be  included by the service provider in charges quoted by him as an add-on charge.

6. In case, a Buyer has selected the option in the bid for retention of existing resources of previous/existing service provider, then the new service provider is required to retain those resources as mentioned in the bid document. In such case, the Buyer shall be responsible for ensuring the compliance with eligibility requirements of those resources as per the contract. Further it is the buyer's responsibility to provide requisite documentation & other details pertaining to EPF, ESIC, etc. required for onboarding of such resources with the new service provider. Police verification of such retained resources, if required, will be the responsibility of the Buyer. The new service provider will not charge anything from the retained resources for onboarding on their payroll.

An indicative list of consumables and equipment which need to be supplied if indicated by the buyer in the bid is listed below:

4.2 Service Providers Obligations

1. The Service Provider would submit a daily monitoring report to the Buyer Department.
2. A weekly log of the services rendered will be maintained and presented to the Buyer Department.
3. The Service Provider will submit a list of all employees along will full addresses for security to the Buyer Department at the time of contract. The employees deployed should be medically fit.
4. The Service Provider will have to deploy experienced and skilled workers for the job of housekeeping.
5. The service provider will have to maintain compliant register at location decided by the concerned  administrator.
6. The employees of the Service Provider should wear uniform along with a name tag and i-card. The Service Provider would provide the necessary equipment required for the mechanize service along with the
equipment listed below at his own cost.

7. The service provider/contractor shall be responsible for paying wages to contract labour at rates not less than the minimum wages as notified by the Appropriate Government.

8. As per the Contract Labour (Regulation & Abolition) Central Rules, 1971, the service provider/contractor shall be responsible for ensuring that wages are paid to the contract labour on time. The principal
employer/buyer shall ensure that the wages are paid on time to the contract labour by the service provider/contractor. In case the service provider/contractor fails to pay the wages on time or makes short-payment, the principal employer/buyer shall be liable to pay the wages to the contract labour directly and recover the amount from the service provider/contractor.

9. The service provider/contractor shall not make any unauthorized deductions from the wages of the contract labour and provide below undertaking:

"The Service Provider hereby undertakes not to charge any money/fees/ deductions in whatever manner, name or form, or take any monetary/non-monetary considerations, or make any unlawful deductions from the
compensation/salary of the manpower/employees/resources engaged by it and, to be deployed at the Buyer’s site. The Service Provider further agrees that it will not indulge in any unethical practices and acknowledges that any non-compliance of the aforesaid undertaking will be treated as a material breach of the Contract, in which
case the Buyer and GeM shall have the right to take appropriate independent actions including termination of the Contract and actions as per GeM Incident Management Policy."

4.3 Special Terms And Conditions

1. The Service Provider shall abide by and comply with all the relevant laws and statutory requirements covered under various Labour Acts, Minimum Wages Act, Contract Labour (Regulation & Abolition) Central Rules, 1971, EPF, ESI
etc. with regard to the personnel engaged by him for providing support services. It will be the responsibility of the Service Provider to provide details of all manpower and resources deployed.
2. As per DoE OM No.F.6/1/2023-PPD dated 6th January 2023, the minimum service charges for Manpower Outsourcing Services has been fixed as 3.85%. The contracts concluded through this service shall be in
compliance with the above mentioned OM.
3. The Agreement shall commence w.e.f the date of effectiveness of the agreement unless it is curtailed or terminated by the authority owing to deficiency of service, sub-standard quality of manpower deployed, breach of contract etc. or change in requirements.
4. The Service Provider shall not engage any sub-Service Provider or transfer the contract to any other person in any manner.
5. The quality assurance and control shall be ensured by the Service Provider in all respects.
6. The requisite supervisory staff shall be provided at all the site of work for effective supervision and quality assurance work.
7. The Service Provider shall take care of lifting, carrying and disposing dead birds, animals, rats and insects.
8. All materials to be used for cleaning and other consumables shall be in conformity with the specifications/brand/make of Government approved standards.
9. The Service Provider shall ensure that the person deployed are disciplined and shall enforce in prohibition of consumption of alcoholic drinks, paan, smoking, loitering and shall not engage in any immoral act.
10. Garbage collection drums should be placed at all suitable points. The drums should be provided with polythene bags, which may be removed so that garbage does not spell out or spoil the drums.
11. Under no circumstances the garbage collected would be kept inside complex and all the arrangements to be made by the agency for its disposal at a suitable place at his own cost as decided by concerned department.
12. The Service Provider shall have his own Establishment/Setup/Mechanism, etc. at his own cost to ensure correct and satisfactory performance of his liabilities and responsibilities under the contract.
13. The employees of the Service Provider should be present on duty as per the Buyer's department instruction.
14. The agency shall maintain a sufficient stock of all items required for cleaning the premise.
15. The Buyer Department shall have the right to inspect the cleaning site at any time and to issue such orders and directions to the organization as may be considered necessary. The organization shall ensure that such orders are compiled forthwith.
16. The Service Provider shall deploy a person to supervise the cleaning and maintenance services, who will report to the concerned Buyer Department on a daily basis.
17. The Service Provider shall ensure all consumables are within the expiry.
18. The service provider/contractor shall be responsible for paying bonus to contract labour in the manner prescribed by the Payment of Bonus Act, 1965 & shall get reimbursed from the buyer.
19. The service provider/contractor shall be responsible for paying proportionate gratuity to contract labour who have rendered continuous service as per the provisions of the Payment of Gratuity Act, 1972.
20. In case of any changes in the minimum wages or any statutory wage component as per the Applicable Laws during the Contract period, the Buyer shall pay the Service Provider the differential amount in wage. It is
clarified that such increase in the wages will not have any impact on the service charges. The total value of the service charge to be paid by the buyer to service provider shall remain same as per the original contract value.

5. Penalty And Termination.

Service Formula:
Wage +(Wage X 18%)+(Wage X Percentage Margin Quoted by bidder) X Number of months of contract X Number of Resource