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ANNEXURE – I

HIRING OF UNARMED GUARDS FOR THE PURPOSE OF SECURITY DUTIES AT

NPOL, KOCHI( NPOL ZONE –I) & UARF , KULAMAVU, IDDUKKI DISTRICT (NPOL ZONE-2 )

SCOPE OF WORK

Quotations from DGR sponsored/ empanelled security agencies are required to

provide six unarmed security personnel each at the Naval Physical & Oceanographic
Laboratory (NPOL), Kochi, Ernakulam District ( NPOL ZONE –I) and Underwater Acoustic
Research Facility (UARF), Kulamavu, Idukki District, (NPOL ZONE-2)

Out of six guards required for NPOL Zone-I, three guards will be required to be deployed at
NPOL main campus located at Thrikkakara, Kochi, while the other would be required at the
NPOL’s building asset located inside the Naval Base, Kochi.

1. Broad nature of duties of the required security personnel at Zone-I (NPOL/Naval

Base, Kochi) as follows:
2. To attend with compliments the distinguished visitors, VIPs and Officers.

a. Check, control and restrict entries to staff/workers/authorized personnel of

organization/firm and others by valid passes or searching, if required and
movement of vehicles and Incoming/outgoing materials (with gate passes) and
time keeping.
b. Regulate entry & exit of all visitors, vendors, casual & contract labourers and the
personnel coming for maintenance work at NPOL.
c. Screen everyone who enter the area and permit entry only after proper
verification of credentials.
d. Establish identity of all DRDO and service personnel and facilitate smooth entry
of authorized employees.
e. Monitor entry & exit of information material namely PCs, Laptops, tablets,
notebooks, CDs, Pen Drives etc in accordance to the security instructions issued
by the Security Department.
f. Check vehicles and stores entering and exiting the NPOL premises by scrutinizing
the material gate passes/ vehicle passes after due approval of the Officer in-
charge/ Security Officer. Permit only authorized vehicles and record details,
including kilometer readings.
g. Prevent acts of espionage, subversion & sabotage and safeguard the NPOL from
theft and pilferage of material and information by manning the main gate,
pedestrian gate & pedestrian path guard post and also regularly patrolling the
technical complex and berthing site boundary wall and fence during day and
prevent any unwarranted activity as well as gather intelligence on unauthorized
movements and activities.
h. Operate the installed security/electronic surveillance equipment.
i. Restrain trespassers and intruders and immediately inform SSO/Director, NPOL.
j. Carry out search of items/holdings being taken in or out and frisk if necessary.
k. Accompanying visitors to the designated places in NPOL.
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l. Receive orders and directions from the Director NPOL & SSO for day-to-day
performance of job and ensure implementation of proper security measures.
m. Any other assignments that may arise in future or based on directives from the
Director, NPOL or any designated officer by the Director.
n. In case of strikes and such other unexpected developments, the Security
Personnel should take all precautionary measures to protect and safeguard the
property and interest of NPOL.

2.1 Duty Timings:

2.1 (a) At NPOL Main Campus location (Thrikkakara, Kochi)

Contractor to ensure presence of three of his security personnel at a time in single shift
from 0830 hours to 1700 hours including Sundays and holidays, with one half an hour lunch
break between 1300 hrs to 1330 hrs.

2.1 (b) At Naval Base, Kochi

Contractor to ensure presence of one security personnel for24 hours on shift basis. The shift
timings will be 0800 hrs to 1600 hrs to 2400hrs and 2400 hrs to 0800 hrs including Sundays
and holidays.

3. Broad nature of duties of the required security personnel at Zone-2 (UARF,

KULAMAVU, IDUKKI) is as follows:
a. Control access and monitor entry & exit of personnel, material and
transport through the authorized point at the technical complex and the
watercraft berthing site of the UARF.
b. Regulate entry & exit of all visitors, vendors, casual & contract labourers
and the personnel coming for maintenance work at the UARF.
c. Screen everyone who enter the area and permit entry only after proper
verification of credentials.
d. Establish identity of all DRDO and service personnel and facilitate smooth
entry of authorized employees.
e. Monitor entry & exit of information material namely PCs, Laptops,
tablets, notebooks, CDs, Pen Drives etc in accordance to the security
instructions issued by the security department.
f. Check vehicles and stores entering and exiting the UARF premises by
scrutinizing the material gate passes/ vehicle passes after due approval
of the Officer in-charge/ Security Officer. Permit only authorized vehicles
and record details, including odometer readings.
g. Prevent acts of espionage, subversion & sabotage and safeguard the
UARF from theft and pilferage of material and information by manning
the security posts round the clock, regularly patrolling the technical
complex and berthing site boundary wall and fence during day and night
and prevent any unwarranted activity as well as gather intelligence on
unauthorized movements and activities.
h. Operate the installed security/electronic surveillance equipment.
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i. Carry out search of items/holdings being taken in or out and frisk if

necessary.
j. Restrain trespassers and intruders and immediately inform OIC UARF,
authorities/contract manager/Director, NPOL.
k. Receive orders and directions from the Director NPOL, OIC UARF, and
their authorized representatives, Contract Managers for day-to-day
performance of job and ensure implementation of proper security
measures.
l. Any other assignments that may arise in future or based on directives
from the Director, NPOL or any designated officer by the Director.

3.1 Duty Timings at UARF:

Contractor to ensure presence of two security personnel at a time for 24

hours on shift basis. The shift timings will 0800 hrs to 1600 hrs, 1600 hrs to
2400 hrs and 2400 hrs to 0800 hrs.

Guidelines for offering the quote:

1) The price bids should be in the format given along with the tender
enquiry. Bids offered in any other format will not be accepted. Bids
should be offered separately for Zone-I and Zone-2 and to be enclosed
together in the single price bid envelope. The quoted prices should be as
per the latest revision of minimum wages by Ministry of Labour and
employment for employment of personnel of the central sphere, for
watch and ward duties by DGR sponsored security agencies. Contractor
should also ensure that, the quoted price is an applicable to the specified
‘areas’. For information, it may be noted that, the Zone-I and Zone-2 of
the referred tender enquiry falls under Area- B and Area- C respectively.
Any tender not in compliance with these terms and conditions will be
liable for rejection.
2) The order will be placed on the overall lowest bidder considering the
quotes for both Zone-I and Zone-2 who complies with the scope of work
of the tender enquiry and comply with sponsorship guidelines for Security
and allied services by DGR. At no circumstances, the order will be spilt to
two of more firms.

GENERAL TERMS AND CONDITIONS

1. Personnel employed by the contractor for performance of contracted duties shall be

ex-serviceman within the age group of 21 to 45 years. All should be physically fit,
able bodied, with good eye sight and hearing power. The security guards shall be
sufficiently educated so as to have reading and writing capabilities in local language/
Hindi/English. They should be fully trained, skilled, and have specialized experience
in the field of security and be able to operate security/ electronic surveillance
systems.
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2. The Security Agencies shall furnish the bio-data and photograph of the personnel to
be deployed in NPOL for security services for approval. After approval of the same,
deployment can be made.

3. Character and antecedents of all personnel employed by the Contractor for the ibid
should be verified and cleared by the Contractor through the local police authorities
and from the police authorities of their native places prior to commencement of the
contract. If any security personnel are found to be guilty of his conduct in any
matter, the concerned personnel will be replaced within 24 hours. Such persons shall
not be redeployed in NPOL.

4. The Agency should ensure replacement of their staff as necessary at their own
expenses. In case of sickness, absenteeism and leave or for any reason, what so ever,
the agency should ensure that required no. of personnel is maintained at all times by
way of posting suitable alternative personnel with the concurrence of the Contract
Manager. Adjustment to provide relief for such absents will not be made from within
the strength of the personnel guards provided originally by the Contractor.
Absence of personnel from duty on any day or part thereof will invite a penalty of Rs.
500/- per day per individual in addition to the deduction from wages.

5. The Agency should not deploy any Guards worked in one shift to another shift in a
day without sufficient reasons, except under inevitable circumstances. In particular,
Guards who work in night must not be continued for the day shift.

6. Frequent changes of security personnel during the contract period will not be
entertained. In case of replacement of security personnel or during substitution, the
contractor to ensure character and antecedents of the personnel
replace/substituted. It is recommended to submit a panel of security personnel to
NPOL whose character and antecedents verified through police prior to initiation of
the contract from the substitution may be made.

7. The contractor will not further subcontract the contract, to any other person or
persons or third parties. If this is done, then the Director reserves the right to
terminate the contract forthwith and the Contractor shall forfeit the security
deposit, without prejudice to any other rights available under the terms of contract
or under law.

8. Originally the contract is for a period of one year. However, if found satisfactory and
DGR guideline permits at that point of time, the contract can be extended further for
a period of one or two years under the discretion of Director, NPOL.

9. The Agency shall provide proper uniform, which consist of pant. Shirt, cap and line
yard with whistle, belt, shoes, socks, badges, identification card and batons. Other
facilities/ equipments required are cycles, torches with cells.

10. The contract shall prepare his monthly bills based on the price agreed upon and
submit it to the Director, NPOL on or before a predetermined date of every month
with bank details duly signed by the branch manager with every bill.
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11. Any version of minimum wages to be brought to the notice of Director, NPOL or
designated Officer, within one month from the date of revision of the wages and
arrears due to the revision to be claimed without any delay. Undue delay in
submitting the claims/bills to be avoided.

12. The Security Agency shall ensure & pay the wages and other statutory dues in
respect of his employees during working hours within the first seven days of every
succeeding month of wages period positively in the presence of authorized
representatives of NPOL. The Security Agencies shall disburse the wages with prior
notice to their employees in presence of the authorized representative of NPOL.

13. Any loss, theft or damage occurring due to any security lapse of contract‘s
men/guard will be made up by Contractor. Decision of Director of Lab/Estt. shall be
final and binding in this regard.

14. Contractor or his authorized representative shall inform the Director/Contract

Manager of the Lab by the fastest means regarding any untoward incident or theft or
pilferage or sabotage or intruder or trespasser or any other unwarranted activities
taking place in or around the Lab.

15. Contractor’s personnel shall not involve themselves in any type of unnecessary
discussions, arguments, quarrel, or fighting with any of the workers or staff or
officers of NPOL. They shall always behave politely and firmly while adhering to their
duties. Any matters creating hindrance to carrying out the duty shall immediately be
brought to the notice of the Director NPOL or the Contract Manager.

16. Individuals employed by contractor to complete the job shall not participate in any
trade union activities /agitation. Undesirable individuals will be replaced forthwith
by the contractor whenever requested to do so by the Director NPOL/Contract
Manager without seeking detailed justification.

17. The agreement shall be liable for termination on giving one month’s notice by either
side. During the period of notice both the parties shall continue to discharge their
duties and obligations. Any dispute arising out of or relating to this tender shall be
deemed to have arisen in Kochi and shall be under adjudication of a Court at Kochi
only.

18. Director, NPOL, reserves the right to cancel the contract without assigning any
reasons at any time by giving 30 days notice in advance in case simple termination
of contract but in case of breach of the terms of the of contract may be terminated
forthwith.

19. NPOL shall in no way be held responsible for any bodily injuries sustained/ death of
any security guard while in duty. The security agency shall alone be liable to pay all
statutory compensations which may be awarded or payable to a security guard or his
dependents due to any premature disability or death while in performing his duties.
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20. The successful bidder will be requires to execute an agreement within 7 days of issue
of work order with Director, NPOL, in a non-judicial stamp paper amounting to Rs.
100/- (Rupees hundred only) before execution of the work.

21. As part of the offer, the agency shall confirm in writing that each of the above
mentioned terms and conditions are acceptable.

a. The quotation shall be at latest DGR rates. The offer will be disqualified if the current
revision of rates is not used. The contract performance guarantee shall be as per
DGR guidelines.

b. The Contractor shall not be entitled for any additional payment during the tenure of
this contract on any account.

c. Income tax will be recoverable from the contractor’s monthly bills as per rules.

d. Baggage of the contracted personnel under this contract will not be permitted inside
the Lab/Estt. Individuals shall be allowed to carry inside the Lab /Estt. Only those
items or stores which are required for performance of assigned duty duly approved
by the Contractor Manager.