ANDHRA PRADESH STATE ROAD TRANSPORT CORPORATION
Office of the Managing Director
Bus Bhavan : Hyderabad-624
No:SA1/255(94)/2010-PO.III
Sub: OUTSOURCING – Outsourcing of Security Guards at Depots/Units & Bus Stations in APSRTC – Guidelines issued – Reg.
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1) Of late, it has been observed that the shortage of Security Guards is steadily increasing on account of Retirements/Promotions. Shortage of Security Guards is resulting in inconvenience at Depots/Units & Bus Stations to safeguard the properties of Corporation.
2) In order to tide over the situation, it is decided to outsource the activities of Security Guards at Depot/Units along with the Bus Stations by engaging Retired Security Guards through Man Power Agencies, till such time the vacancies are filled by Direct Recruitment, since the retired Security Guards have gained lot of experience in work during their career in APSRTC.
3) The following guidelines are issued for Outsourcing the activities of Security Guards:
i) The Dy.Chief Personnel Manager /Zones shall assess the vacancy position of Security Guards Region wise for the Depots/Bus Stations and Non-Operational Units as against the sanctioned posts communicated by Corporate Office and get approval of Director(V&S) and communicate the permission to the Regional Manager concerned to Out source the activities.
ii) The Dy.CPM/HZ shall include the vacancy position of Security Guards in respect of all Units of Head Office as against the sanctioned posts in consultation with Joint Director(V&S):HO and communicate the permission to RM/RR to include the same along with vacancies of Rangareddy Region to Out Source the activities .
iii) Tenders shall be called for by the Regional Managers for the required number of Security Guards to be outsourced at Depots/Bus Stations & Non-Operational Units of the Regions. The number of Security Guards to be outsourced at each Depot/Unit shall be specified in the Tender Notification and in the Terms and Conditions of the Tender Application.
iv) The minimum value of the contract shall be assessed based on the following three components:
a) The minimum remuneration payable to the Security Guards (Retired) is Rs.6260/- per month
b) No statutory contribution like PF, EDLIF and ESI shall be paid in respect of retired Security Guards who fall under the definition of exempted employee as per PF Act.
c) Over and above the value of the aforesaid components, a minimum profit margin of 7% may be considered to be allowed for the Contractor/Agency.
v) It should be clearly mentioned in the Notification that, if any Contractor quotes more or less than the above estimated value, such a quotation will automatically be disqualified and the Tender Committee shall not consider such quotation at any cost.
vi) In case, there are more than one Tenderer quoting the same lowest amount, allotment of contract shall be made on the basis of the Lottery.
vii) The Tenderer should pay EMD amount @ 2.5% of the total notified value of the work-contract along with Tender Application through DD.
viii) Successful Tenderer shall have to pay Security Deposit equivalent to One months’ contract amount within fifteen days from the date of allotment of tender.
ix) The Retired Security Guards deployed by the Contractor/Agency are entitled for wages on Weekly Offs and they have to strictly follow the timings allotted to them. The Unit Officers /Security Officer(V&S) /Asst.Director(V&S)/ Joint Director(V&S) are authorized to change the timings based on the day to day requirement.
x) The Contractor/Agency should provide additional Security Guards as and when required on the same terms and conditions during the period of agreement. In such cases the Security Deposit shall be enhanced and the differential Security Deposit shall be collected.
xi) The Successful Contractor/Agency should produce the following while submitting the tender:
a) Bio-data of the persons to be deployed.
b) His willingness letter to work with Contractor/Agency.
xii) In case the Contractor/Agency deploys any of his family members who are covered under the term “Family Members” as defined under Sub-Section 3 of Section 26 of the Minimum Wages Act, 1948, an Affidavit explaining the relationship and dependency shall be submitted, both by the Contractor/Agency as well as the reported family member of the Contractor individually.
xiii) The Contractor/Agency shall not change the Security Guards without prior approval of Regional Managers concerned.
xiv) The Security Guard outsourced working in the Depots/Units are empowered and responsible to attend all nature of duties attached to the post on par with Security Guards working on regular basis.
xv) The working period of outsourced activity may be reckoned as 21st of previous month to 20th of the current month and take necessary steps to present the bill by the Contractor/Outsourcing Agency in time and ensure that the remuneration of the contract /outsourced persons shall be paid on 1st of every month.
xvi) The Contractor / Outsourcing Agency has to pay the wages to the Security Guard as prescribed at paras No.3 (iv)(a) without deducting any statutory contributions like PF, EDLIF and ESI etc. as they fall under the definition of exempted employee as per employee Act. Any deductions made by the Contractor/Outsourcing Agency in violation of the instructions shall result in stringent action including termination.
xvii) The Contractor/Outsourcing Agency shall pay the remuneration through Bank Accounts or by Cheque to the Security Guards outsourced. The Security Guards shall invariably furnish their Bank Account Numbers, so that in case of complaints it can be verified for improper payments.
xviii) The Unit Officer shall maintain the Attendance of the Security Guards engaged by the Contractor/Agency.
xix) The Unit Officer shall certify the claim submitted by the Contractor/ Agency with reference to the Attendance of the Security Guard.
xx) If any Security Guard absents on a particular day, the corresponding wages have to be deducted from the Contractor in monthly remuneration bill.
xxi) The Tools & Plants required for attending the assigned duties during the Night shifts will be supplied by the Corporation.
xxii) In the event of the Contractor continuously defaulting and not supplying prescribed number of Security Guards regularly, the RM concerned can terminate the contract with a month’s notice. In order to bridge the intervening gap of engaging another Contractor, the Director (V&S) is empowered to engage any other Contractor/Agency on nomination basis at the old rates upto 6 months or till such time fresh tenders are called for and finalized whichever is earlier.
xxiii) The outsourced Security Guards shall be kept under the constant supervision of the In-charge of the Depot/Non-Operational Unit concerned.
xxiv) The format of Tender Notice, Tender Condition and Deed of Contract communicated vide Circular No.22/2007, dt.25.4.2007 may be adopted duly carrying out the modifications wherever the outsourcing of Security Guards is resorted to.
xxv) The general duties and responsibilities of Security Guards at Depots, Workshops & Bus Stations are at Annexures. If any change in nature of work to be performed at Depots / Non-Operational Units & Bus Stations, the same may be incorporated in the Tender conditions.
5) TENDER COMMITTEE:
a) The following Committee shall be constituted to examine the Tenders and negotiate with Tenderers after short listing the tenders based on the total remuneration quoted and technical background of the Tenderer and finalizing the same. The decision of the Committee is final.
Committee: Regional Manager .. Chairman
Asst.Director (V&S) .. Member
Dy.CAO/AO of the Region .. Member
Personnel Officer .. Member/Convenor
b) The Tender Committee may observe the following while finalisation of Tenders.
i) The Agency shall supply APSRTC Retired Security Guards only.
ii) The agency who ever supplies more no. of Retired APSRTC Security Guards shall be selected as successful Tenderer.
Note: Approval of Director (V&S) shall be obtained on the recommendations of Tender Committee Proceedings before allotting the work to the Contractor/Agency.
6) The retired Security Guards shall possess the minimum qualifications as prescribed for the post in APSRTC Employees’ (Recruitment) Regulations 1966.
7) The retired Security Guard deployed by the Contractor/Agency must be below 65 years of Age as on date of filing Tender. They must produce a fitness certificate issued from SMO/MO of APSRTC Dispensaries.
8) Director (V&S) is authorized to accord sanction for the allotment of the above work contract to the successful contractor, recommended by the Tender Committee. The minimum period of contract shall initially be for a period of ONE year and extendable for two more years on similar terms and conditions and satisfactory performance of the Contractor/Agency.
9) The other instructions issued from time to time in calling for and finalizing of tenders for awarding of work-contracts shall be followed accordingly.
10) Either party reserves the right to terminate the contract agreement without assigning any reason whatsoever duly giving one month’s notice to the other party provided such notice is not issued within six months of commencement of the agreement. This clause shall in no way be interpreted to be in derogation of para 4(xxi).
Necessary action shall be taken accordingly.
Encl: Duties & Responsibilities
of Security Guards
Sd/- (B.PRASADA RAO)
VICE-CHAIRMAN &
MANAGING DIRECTOR
To
All Officers of the
Corporation
//ATTESTED//
CHIEF PERSONNEL MANAGER
Copy to: AG:RTC Branch, Mushirabad,
Copy to: Secretary to Corporation, Board Office
Copy to: Secretary to Chairman / PA to VC&MD
Copy to: Dy.CAO(TA&INS) (10 copies)
Copy to: PRO/HO
Copy to: Training Officer/HO, for inclusion in monthly index of Circulars-(4 copies)
Copy to: General Secretary, APSRTC National Mazdoor Union, 20/1,
Vigyanpuri, Vidyanagar,
Copy to: General Secretary,
APSRTC Employees’
Reddy Marg.,
Azamabad,
Copy to: General Secretary, APSRTC Staff & Workers Federation, H.No.1-1-60/4,
N.V.Bhaskara
Rao Smaraka Kendram,
Copy to: General Secretary, APSRTC Security Staff Welfare Association, Hyd.
Copy to: Notice Board & In charge Record Room.
ANNEXURE
DUTIES AND RESPONSIBILITIES OF SECURITY GUARDS
AT DEPOTS AND WORK SHOPS
1) To safeguard the property of the Corporation
2) To prevent thefts, pilferage, losses, out break of fire
3) To maintain discipline and keep vigil while on duty
4) To act as a SHG in the absence of SHG
5) To maintain all Security Branch records prescribed
6) To check outgoing and incoming vehicles and material as per Log sheet/ Gate Passes/ Vouchers and make entries in the relevant records to prevent pilferages/ Misuse/ losses.
7) To check oil tanker at the time of decanting the HSD/Petrol in the absence of SHG and whenever instructed and to make entries in the concerned registers.
8) To check and restrict the movement of visitors, employees in the premises.
9) To collect information with regard to union activities, Strikes, Dharnas, un towards incidents and activities of unlawful elements and bring to the notice of the superior authorities duly mentioning in the General diary and submit reports before leaving the posts.
10) To obey all instructions of the superior authorities in discharging their duties.
11) Any other duties assigned to them by their superior.
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ANNEXURE
DUTIES AND
RESPONSIBILITIES OF SECURITY GUARDS AT BUS STATION
1) Safeguarding the properties of Corporation against loss, damage and sabotage.
2) Preventing the entry of illicit/ unauthorized vehicles at Main entrance gate and preventing parking of contract carriages, maxi cabs around the bus station.
3) Restrict unauthorized movement and parking of the private vehicles in and around the bus stations so as to facilitate the free movement of RTC Vehicles.
4) Regulating the parking of commuters vehicles.
5) Driving out hawkers, beggars, prostitutes and agents of illicit vehicles trying to take away the passengers from bus station platforms.
6) Identifying the pik packeters, suitcase lifters, snatching offenders and anti-social elements causing inconvenience to the commuters and to hand them over to local police under intimation to the higher officials.
7) Maintaining “Queues” at Advanced/ Current ticket booking counters, Bus Pass Counters, whenever required.
8) Recording of arrival punctuality of buses at Major and Dist. Head Quarters Bus Stations.
9) Assisting the Bus Station Manager. Traffic Supervisors in realization of rents, closure of default stalls etc.,
10) Keeping a close watch on encroachments or illegal occupation of Bus Station sites or vacant space and inform the same to Unit Officers immediately.
11) Reporting of Trade Union Activities and all untoward incidents at Bus Stations including accidents information.
12) Informing about all activities causing loss to Corporation directly or indirectly.
13) Giving proper assistance/ Guidance to the commuters, when required and also behaving with the commuters, crew and officials courteously.
14) Assisting the local Police at the time of frisking of passengers in the Bus Stations and clearing of traffic in front of Bus Stations for free flow of traffic.
15) Checking and restrict the carrying of prohibited articles like petrol, kerosene etc.
16) Inform the fire station, besides carrying out first aid exercise in case of fire accidents in the premises of APSRTC.
17) Provide escort for men, material and valuables as and when requisitioned.
18) On coming to know to the occurrence of any illegal activity inside the premises of APSRTC, by the employees of APSRTC/ Outsider they shall report to the appropriate authorities forthwith without any loss of time and take action to Marshall and prepare the evidence of such illegal activities as desired by APSRTC from time to time.
19) Regulate the movement of men and materials coming into and going out of the premises of APSRTC, duly verifying the relevant documents and duly entering their details in the concerned Register.
20) Report immediately and security treat to the movable and immovable property of the APSRTC and take all measures to protect the same.
21) Report on the inadequacy of lighting and fire extinguishers inside the premises, and to the condition of the compound wall from time to time to Unit Officer.
22) To attend to all the lawful duties pertaining to Security and Vigilance as allotted by the Union Head/ Security and Vigilance Officer/ Authorized officers of APSRTC which may very from unit to unit.
23) Any other specific work/ task other than the above specified duties assigned by the Unit Officer.
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