JK SCIENCE CONGRESS, 14-16,March 2015
University of Jammu, Jammu
SHORT TENDER NOTICE
For and on behalf of the University of Jammu, Sealed Tenders/Quotations are invited from reputed and
experienced Vendors/firms for Food & Catering services required during the 10th JK Science Congress to
be held from 14-16 March, 2015 at University of Jammu. The tender document details can be
downloaded from the University website www.jammuuniversity.in. Tenders/Quotations, duly filled in,
should be submitted along with all necessary papers & credentials to the office of the undersigned
through speed post on or before 2nd March by 4.00 P.M.
Sd/Prof. Kuldeep Sharma
Organizing Secretary
10th JK Science Congress
No. JU/JKSC/10/36
Dated: 23-02-2015
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10th JK SCIENCE CONGRESS, 14-16, March 2015
University of Jammu, Jammu
DETAILED TENDER NOTICE FOR CATERING SERVICES
To
"Inviting quotations for engaging Caterers/Service Provider Firm for providing
Food and Catering Services to the participants of 10th JK Science Congress at University of Jammu,
Jammu.
Subject:
For and on behalf of the University of Jammu, Sealed Tenders/Quotations are invited from reputed and
experienced Caterers/ contractors/ Firms for providing (as per detailed specification given in Annexure –2. I)
for the 10th JK Science Congress -2015 to be organized from 14-16th March, 2015 at University of Jammu.
The tender complete in all respect be sent by Speed Post/Courier only in a sealed cover with wax/transparent
fixing tape so as to reach the office of the Organising Secretary, 10th JK Science Congress, Department of
Zoology, University of Jammu, Jammu 180006 on or before 2nd March, 2015 at 4.00 p.m.
The tender
must be accompanied by earnest money deposit of Rs.20000/- in shape of Bank Demand Draft from any
scheduled bank in favour of the Registrar, University of Jammu and payable at Jammu along with other
required documents and terms & conditions (given in Annexure 2. II) duly signed by bidder. These will be
opened on 3rd March, 2015 at 04.30 PM in the Office of undersigned in the presence of the tenderers or
their representatives who may wish to be present.
The complete tender document details, terms and conditions can also be downloaded from the
University website www.jammuuniversity.in.
Sd/Prof Kuldeep Sharma
Organizing Secretary
10th JK Science Congress
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10th JK SCIENCE CONGRESS, 14-16, March 2015
University of Jammu, Jammu
Short Term Tender Notice for Food and Catering Services
Address/Location for the programme to be organized :
University of Jammu, Jammu
A - Total No. of participants : 800 ( + 20%) for lunch & Session tea, 500 (+ 20%) for breakfast & dinner. The number may
vary for lunch and dinner and on days to be informed by the organizers on day to day basis.
B - Menu/Food chart for the participants
Sl.No
1
Secession
Break fast
Menu
Bread with butter & jam/Sandwich and Puri-Chana/ Stuff paranthaSabji/ Upma or Idely/Pau-Baji + Tea + water
2
Veg Lunch/Dinner
i).Chapati/nan & Basmati Rice ii). Dal/Rajma/Channa, iii).
Seasonal mixed vegetable/Dum Aloo/NadruYakhni, iv)
Paneer/Mushroom/Kofta variety/Munchurian vi) salad, papad,
pickles and Chatni vii) curd/Raita viii)Sweet Dish( IceCream/Gulab
Jamun/Halwa/Rasmalai etc.
3.
Non veg lunch/dinner
Veg Lunch/Dinner
4.
Sessional Tea
i)
Chapati & Basmati Rice/Fried rice ii). Dal/Rajma/Channa,
ii)
Chicken/ Meat (Butter Chicken/ Rogan Josh). Paneer/
Mushroom/ Kofta variety/Munchurian vi) salad, papad, pickles
and Chatni vii) curd/Raita viii) Sweet Dish( Ice Cream/Gulab
Jamun/Halwa/Rasmalai etc.
Tea with Biscuits
NOTICE INVITING TENDER
For and one behalf of the university of Jammu, tenders are invited by the Organising Secretary, 10th JK Science
Congres, Department of Zoology, University of Jammu, Jammu from reputed firms/agencies for providing food and
catering services for the 10th JK Science Congress- 2015 to be organized from 14-16, March, 2015 at University
of Jammu.
ELIGIBILITY CRITERIA
1. The firm should have minimum 5 years of experience in successfully providing the catering services for
the events of similar magnitude.
2. The firm should have handled atleast 600 people each year in a single event of similar magnitude for the
last 2 years. Certificate should be submitted along with endorsement of host organizer.
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10th JK SCIENCE CONGRESS, 14-16, March 2015
University of Jammu, Jammu
3. The firm should have a cumulative turnover of Rs. 3 Lakh for the last three consecutive years. For
Hotelier, a cumulative turnover should be Rs. 5 Lakh for the last three consecutive years for catering
services only. Supporting documents (balance sheet/return file) should bear the endorsement and seal of
the firm. In case the returns are not filed for the financial year 2013-14 then the audited balance sheet by
Chartered Accountant should be submitted.
4. Firm should have a valid PAN No./Service Tax Registration ( if applicable).
5. Venues shall be provided by the University of Jammu. Interested firms may visit the University of Jammu
of inspection.
6. Firm should not have been blacklisted/debarred by University of Jammu/ any government
organization/PSU. An undertaking/Certificate to this effect should be attached.
GENERAL TERMS AND CONDITIONS
1. Interested firms are required to submit their financial bid alongwith documents in compliance to eligibility
requirements, technical specification and compliance to all terms and conditions. The sealed envelope
should be superscribed “TENDERS FOR FOOD AND CATERING SERVICES FOR 10 th JK Science
Congress - 2015 along with the TENDER NOTICE No. and Date”, addressed to Organising Secretary, 10th
JK Science Congress, Department of Zoology, New University Campus, Dr. B.R. Ambedkar Road, Jammu180006, J&K and submitted in the office of the undersigned through Registered /Speed Post/ only. Tenders by
hand shall not be accepted.
2. The Tenderers shall be required to submit the EMD of Rs. 20,000/- in form Demand Draft in favour of
Registrar, University of Jammu. The bid without EMD will be considered as non responsive
and shall be out rightly rejected. EMD of the unsuccessful bidders shall be returned at the earliest after the
expiry of final BID validity and latest by 30th day after the award of the contract.
3. All pages of the Tender document should bear endorsement and sealed of the firm.
4. The interested firms may submit the Tender on or before 2nd March 2015 by 4.00 p.m. In case of holiday,
next working day shall be considered as last date of receipt of tender documents. Tenders received after
the stipulated date and time shall not be entertained.
5. Tenders shall be opened on 3rd March,2014 at 4.30 p.m. in the office of Organising Secretary, 10th JK
Science Congress, Department of Zoology, New University Campus , University
of Jammu, Jammu. The firm who would like to be present during the opening of the Tenders may
remain present as per the scheduled date and time or may depute their representative to remain present for
the same.
6. Power is vested with the University of Jammu to accept or reject any or all the tenders (either in part or
full) without assigning any reason whatsoever.
7. Arbitration: The Vice Chancellor, University of Jammu shall be the Arbitrator. In case of any dispute
arising out of the contract, the same shall be referred to the Arbitrator, University of Jammu. The decision
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10th JK SCIENCE CONGRESS, 14-16,March 2015
University of Jammu, Jammu
of the Arbitrator shall be final and binding upon the parties concerned. The arbitration for any dispute and
jurisdiction for the purpose shall be Jammu, under the prevailing Indian Law.
8. In case the firm fails to provide quality service and food, he shall be liable for payment of damages to the
University as per the decision of the Vice Chancellor, University of Jammu besides forfeiture of his
earnest money without prejudice to any legal action which may be taken against him.
9. Successful bidder shall be required to submit the performance security at the rate of 10% of the contract
value in the shape of Fixed Deposit Receipt pledged to the, University of Jammu.
EMD shall be refunded to the successful bidder on receipt or performance security.
10. Rates should be valid till the completion of the above mentioned festival. An agreement shall have to
drawn between the University and successful bidder and before the contract is awarded.
11. The rates quoted by the firm shall be inclusive of all the prevailing and applicable taxes and service
charges of the government at the central and state level. The university will perform such duties in regard
to the deduction of such taxes at source as per law applicable.
12. Conditional tenders will not be accepted but out rightly rejected even though the rates quoted may be the
lowest.
13. Special discounts and concessions, if any, to the university should be clearly specified.
14. The bidder shall bear all costs associated with the preparation and submission of the bid. The University,
in no case, will be responsible or liable for these costs, regardless of the conduct or outcome of the biding
process.
15. The tender document must be signed by authorized signatory or by a person holding a power of autonomy
authorizing him/her to do so.
16. Omission, neglect or failure on the part of the bidder to obtain requisite reliable and full information on
any matter affecting his tender, shall not relief the bidder from any liability in the respect of contract.
17. Canvassing in any form by the agency directly or indirectly may lead to disqualification of bid.
SPECIFIC TERMS AND CONDITIONS
1. The firm/agency should quote the prices separately for i) breakfast ii) Veg Meal (Lunch and Dinner)
(iii) Seesional Tea. However, the bid will be decided on the basis of total price quoted per head per day.
2. A high standard of catering shall be maintained for all items with due regard to quality and purity of food
stuff, quality and quantity of dishes, cleanliness in preparation and handling of food items and utmost
courtesy of services. All the materials used in the preparation for food items should be of standard brands.
All food items should be ISO/AGMARK/ISI certified and branded.
3. The Caterer should be able to provide proper quality crockery, cutlery, buffet, and round tables, with staff in
uniform.
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10th JK SCIENCE CONGRESS, 14-16,March 2015
University of Jammu, Jammu
4. A Catering supervisor or a person so nominated by the Caterer should be available throughout the production
and service period and ensure that the guests are served by well trained servers/waiters.
5. The Caterer should ensure that the entire catering premises are kept hygienic and clean. Preventive pest
control measures will have to be done by the Caterer. Cleanliness, maintains, garbage disposal of the service
areas/production areas shall be the responsibility of the Caterer.
6. The Caterer should provide identity cards and uniforms to all his staff at his cost and ensure that the catering
staff wear clean uniforms. Strict personal hygiene has to be observed.
7. The disposable materials used for service such as napkins, cups, glasses, sweet bowls and the handling
packets etc should be of food grade and hygienic.
8. The Venue for VVIPs and VIPs will be different and they will be served separately on 5 round tables
accommodating 6-8 persons/table
9. The Caterer shall provide sufficient counters each with full menu and sufficient counter each for dessert and
water and shall also provide quality round tables for sit-in-dining.
10. The University reserves the right to increase or decrease the numbers of food stalls to be installed.
11. The tentative no. of participants will be around 800 (+20%) from 14th to 16th March, 2015.
12. It will be the responsibility of the Caterer to have lodging arrangement of its staff at their own
13. The University will not provide any housekeeping staff to the Catering Company.
14. It will be the responsibility of the successful firm to obtain safety clearance certificate for Director Fire
Services and /or the any other agency for kitchen and other allied services.
15. The damage to the lawns and other areas during the function will be corrected by the Caterer before leaving.
16. Arrangement of LPG for cooking purposes shall be the onus of the Caterer.
17. The Catering Co. will supply Mineral water during all breakfasts/Lunches / Dinners and Venues for maximum
of 800 (+)
20%
18. The firm should provide proper lighting in the kitchen area and must have a good and properly installed
electrical backup system for both kitchen and dining area.
19. Penalty as decided by the University will be imposed on the caterer: - If the food supplied by the caterer is substandard/
or in insufficient quantity. - If there is any dereliction/delay in service.
20. The agency shall obtain adequate insurance policy in respect of its staff to be deployed during the event, towards
meeting the liability of compensation arising out of injury/disablement at work/death etc.
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Particulars
Price to quoted per head
Break Fast
2 Veg Meals (Lunch+Dinner)
2 Non-Veg Meals (Lunch+Dinner)
2Sessional teas
Total *
TOTAL PRICE (Per Day Per Head)*
1 Breakfast +2 Meals + 2Sessional Tea
*
The rates should be inclusive of all beverages and with all taxes applicable in the state of Jammu and
Kashmir.
The bid will be decided on the basis of total price quoted per head per day
Sd/Prof Kuldeep Sharma
Organizing Secretary
10th JK Science Congress
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