Govt. of West Bengal

Office of the Principal, Govt. College of Art & Craft, Calcutta.
28, Jawaharlal Nehru Road, Kolkata- 700016.
Phone no: 2252-2186, 2252-0329 and 2252-2479(Fax)
Email ID: [email protected]


Memo no.: 254/A7-3 SEC IV

Date: 11.05.2022

Quotations are hereby invited by the Principal, Govt. College of Art & Craft, Calcutta. 28, Jawaharlal Nehru Road, Kolkata-700 016. from reputed Firms/Suppliers for providing of the following categories of services through adhering to the guidelines of e-tendering:

1.Name of work:Providing: Total 03 (Three) Security Guards (without guns), for guarding the premises of Govt. College of Art & Craft, Calcutta. 28, Jawaharlal Nehru Road, Kolkata-700 016.
2.Name and address of the office:Office of the Principal College of Art & Craft, Calcutta. 28, Jawaharlal Nehru Road, Kolkata-700 016
3.Eligibility to submit quotations:Bonafide, reputed, resourceful and Government registered Agencies having valid Registration certificate, EPF, ESI and Service Tax registration certificates and considering the nature of work minimum 1 year experience in any Government College. The address of the Bidder’s registered office  must be at Kolkata or its adjoining areas / districts in order to smooth running of mutual communication, prompt and timely submission of bills and daily dealings etc. 
4.Bid submission start dateMay 13, 2022 from 09:00 hrs.
4.Last date and time of submitting of quotations:May 23, 2022up to 17:00 hrs.
5.Date and time of opening of Technical Bid:
May 26, 2022at 13:00 hrs.
6.Date and time of opening of Financial Bid:To be notified online
7.Documents to be uploaded:Technical bid must contain self attested documents in the following manner. PAN card of the bidder. Up to date Trade Licensee, ESI Up to date Income Tax return. Up to date Profession Tax clearance certificate. Valid license for business of private security agency. Certified copies of credentials of similar nature of works i.e. at hostel   (at least one year).Failure of submission of any of the above documents may render the tender liable to be summarily rejected / canceled.
8.Earnest Money Deposit (EMD)Earnest Money amounting to Rs. 10,000.00 (Rupees Ten  thousand only) will be deposited by the bidder electronically: online – through his net banking enabled bank account, maintained at any bank or through any bank by generating NEFT/ RTGS challan from the e-tendering portal. Intending Bidder will get the Beneficiary details from e-tender portal with the help of Digital Signature Certificate and may transfer the EMD from their respective Bank as per the Beneficiary Name & Account No., Amount, Beneficiary Bank name (SBI) & IFS Code and e-Proc Ref No. Intending bidder who wants to transfer EMD through NEFT/RTGS must read the instruction of the Challan generated from Procurement site. Bidders are also advised to submit EMD of their bid, at least 3 working days before the bid submission closing date as it requires time for processing of Payment of EMD to the Account.

Exemption: MSMEs registered with NSIC under Single Point Registration scheme/DIC (District Industries Centre)/Udyog Aadhar are exempted from depositing  Earnest Money for which copies of valid MSME’s Certificate along with NSIC Certificate/DIC Certificate/ Udyog Aadhaar Acknowledgement/Udyog Aadhar Memorandum issued by MoMSME, Documentary evidence must be uploaded for claim of such exemption, failing which their tender would be summarily rejected.
  1. Instructions to the bidders– 
  • No bidder will allowed depositing their financial bid with zero service charges for providing manpower under security or housekeeping category
  • All Technical Bids must be supported with the following information & documents: 
    1. List of Government establishments where security services have been provided in the last five years (5 years) with the respective ‘Work Orders’ &  ‘Satisfactory Report’
    2. Total number of years the Security Agency provided services to the Govt institutions till date.
    3. Annual turnover of the agency with supporting documents for the last three years.
    4. Number of security personnel and House Keeping personnel employed under the agency at present with supporting documents.
  • As per observation of Finance Dept. if there is tie in financial bid, TIA (Tender Inviting Agency) may select the agency on the basis of highest technical credential. {Number of Employs (10 = 1 point), highest  annual turnover out of last three financial year (Rs.1 cr = 1 point), 5 yr working experience in Govt. organizations (1 credential = 1 point)}

NOTE: Once selected, the credentials of the Agency will be sent to Higher Authorities for approval, the work order will be issued as and when the College receives the final approval from the appropriate authority.

Financial bid must contain-

  • Service charge on Basic Wages Rate Per Month only as per Labour Dept. WB  as revised time to time (26 Working Days + 4 Holydays)
  • EPF- 13%
  • ESI- 3.25%
  • Bonus- 8.33%

During scrutiny, if it comes to the notice of the tender inviting authority that the credential or any other papers of any bidder is incorrect/fabricated/manufactured, the bidder will not allowed to in the tender and the application will be rejected outright.

  1. Site

Govt. College of Art & Craft, Calcutta. 28, Jawaharlal Nehru Road, Kolkata-700 016

  1. Scope of services – 

For Security Guards– The service shall consists of providing security personnel, safeguarding all kinds of property belonging to and under custody of the Govt. College of Art & Craft, Calcutta. barring unauthorized entry and exit of goods and materials, guarding against trespassing and all other duties relating to security arrangements including reporting.

The authority shall have the right to allot such other duties relating to security as may be necessary from time to time in addition to what has been prescribed herein above.

  1. Dismissal of personnel

The selected contractor shall dismiss/withdraw from the work or take appropriate action against any person employed there on, who may be found incompetent or guilty of misconduct or unsuitable in the interest of the college, and place a suitable substitute immediately. Tenure- of engagement From 1st July-2022 to 31st March-2023.

  1. Liability of statutory Payments and compliances

The selected contractor is liable to pay statutory payments viz. EPF, ESI, Bonus etc. and also liable to comply with statutory obligations on the aspect of the engagement of personnel timely and regularly.

  1. Selected contractor to provide

Uniforms, Torch, umbrella, shoes and other such requirements which are essential for discharge the services.


  1. For Security guards- Standard of physical fitness and educational qualifications-
    • Height Male 160 cm and weight according to the height.
    • Chest 80 cm with an expansion of 4 cm
    • A candidate should be free from any contagious or infectious diseases and should be physically fit Medical certificate be enclosed.
    • A candidate should have passed standard class VIII examination.
  2. In the matter of payment towards the engaged personnel the agency will be liable to pay the minimum wages to each individual the rate as should be prescribed by the Labour Department, Govt. of West Bengal, and notification applicable time to time and the said amount has to be deposited by means of e-transfer to bank account of the individual engaged personnel. This must be noted at the time of Tender as declaration. If there be any violation of this, the tender shall be liable for rejection.
  3. Rate to be quoted inclusive of all charges. No other charges other than the contractual amount will be entertained. 
  4. The successful agency should provide an Identity card with recent photo to each personnel and they should wear the uniform and badge (supplied by the agency) during duty hours.
  5. The name, complete profile with identity proof to be put on duty shall have to be communicated to the Principal, Govt. College of Art, Calcutta.
  6. The amount deducted on account of contribution of EPF, ESI etc. shall have to be deposited to the appropriate authority within the stipulated timeframe and document evidencing such deposits shall have to be deposited to the office.
  7. Contractor shall have to comply with provision of the Minimum wage act.  
  8. Successful bidder L1 has to submit the bills in triplicate within 10th day of each month along with documents of
    • EPF and ESI deposited challan of the last month showing the names of the engaged personnel.
    • E-Payment documents to individual engaged personnel through bank showing the amount and date of payment are to be enclosed.
  9. The authority reserves the right to reject any or all the tender at its own discretion without assigning any reason thereof.
  10. The authority reserves the right to alter the terms and conditions of this notice at any time in the interest of public service and in the interest of National Programme.
  11. Before issuing service order to the L1 an agreement in the prescribed format of the college between the college authority and the agency should be signed and an undertaking by the said agency in the prescribed format before the court of Executive Magistrate should be affirmed and submitted to the college.
  12. The participating bidders are required to quote their rate in per head per day both in figures and in words.
  13. The charges to be paid to the Security Agency are to be shown in two parts: (a)Security charges& (b)Service  charges. Security charges are the minimum wage (as per latest order of the Labour Department) of the security personnel plus charges for ESI, EPF and Bonus (as per latest Govt. approved rates).
  14. The responsibility of deposition of contribution for ESI, EPF etc. is to be borne by and shall lie with the Security agency.
  15. The service charge must include all other incidental charges.
  16. As security charges are to be quoted as per latest Govt. order, there will be no variation in security charges. Hence, lowest quotation shall be selected as per rates quoted for service charges only.
  17. The period of contract will be From July-2022 to March-2023 and no enhancement of service charge is Admissible during this period. However, security charge may vary time to time and will be paid as per the latest Govt. notification.
  18. Conditional/incomplete rate will not be accepted under any circumstances.
  19. The agency engaged for this work shall have to maintain regular contact with the college authority.
  20. The persons engaged for the duty will have to wear the same uniform and carry identity card for
    identification at all times. Uniforms shall have to be supplied by the agency for which no additional
    allowance or charges will be entertained.
  21. The duty hours will be 8 (eight) hours for each Security Personnel and specific timings shall be fixed by the College authority.
  22. The College authority shall not bear responsibility to supply rain coat/umbrella/Torch/oil etc. if required. The same are to be supplied by the agency.
  23. The College authority shall not be responsible to compensate or otherwise liable in any manner whatsoever for injury and/or death of Security Guards while on duty.
  24. No claim will be entertained for the permanent services of the guards engaged.
  25. T.A., D.A., Overtime Allowance will not be paid to the security guards by the college authority.
  26. Immediately after receiving the work order, the agency must submit to the college authority a list showing
    the name, signature and L.T.I., passport-sized photograph, Electoral Photo Identity Card (EPIC) in duplicate
    of each security guard deployed duly self-attested. If any change in personnel is made subsequently by the
    agency, the change(s) (in name, signature etc.) is also to be intimated to the college authority as and when
    such change(s) is made.
  27. The agency will be fully responsible for any losses, shortages, damages, of Govt. property and the cost of the same as fixed by the college authority shall be recovered from bills of the agency.
  28. The agency must be prepared to take up the work within seven (07) days from the date of issue of work order or from any other special date as might be decided upon by the college authority.
  29. The agency shall not be entitled to withdraw from the agreement without serving a written notice of withdrawal to the authority prior to three (3) months from the date of withdrawal.
  30. The undersigned reserves the right to terminate the agreement at any time without assigning any Reason whatsoever.
  31. Bill in triplicate on monthly basis as per format given in ANNEXURE-I must be submitted within 10th. of Every month.
  32. Payment to the agency shall be made as per availability of government funds/allotment.
  33. Statutory deductions as applicable shall be made from the bill of the agency.
  34. All bills must be addressed to “The Principal, Govt. College of Art & Craft, Calcutta. 28, Jawaharlal Nehru  Road, Kolkata-700016.
  35. GST TDS will be deducted as per Government rules.
  36. As per Govt. rules, income tax shall be deducted at source for payments against bills submitted.
  37. All quotations shall remain valid up to 31st March,2023.

The Principal Govt. College of Art & Craft, Calcutta, reserves the right to accept or reject any or all of the quotations without assigning any reasons thereof.



1Description of workProviding: Total 03 (Three) Security Guards (without guns), for guarding the premises of Govt. College of Art & Craft, Calcutta. 28, Jawaharlal Nehru Road, Kolkata-700016.
2Security Charge ( per head per shift) Minimum wages (A Zone)TO BE FIXED BY GOVT. ORDER AND NOT TO BE QUOTED BY THE SERVICE PROVIDER
3Service charge (per head per shift)TO BE QUOTED BY THE SERVICE PROVIDER in percentage **
 ** Selection of agency will be made on the basis of Service Charge only. As this tendering exercise

Name of the Agency :
Mailing Address:
Telephone No:
Mobile No:

Signature of the agency authority
(Designation of the signing authority)