employees’ state insurance corporation hospital, · maintenance of lift/elevator, ... labour...

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Tender Documents

Medical Superintendent ESIC Hospital, Manesar invites sealed Tender from reputed

agencies under two bid system for Annual Maintenance , Operation & Housekeeping Work at

ESIC Hospital, Manesar for the period of one year . The site of above said work will be,

(A) 100 Bedded ESIC Hospital, Manesar.

(B) 14 Numbers Staff Quarters situated at Hospital Campus.

Phone No. 0124-2290191/2290192,

(Dr. ANJU AGNIHOTRI)

Medical Superintendent

ESIC Hospital, Manesar (Haryana)

Employees’ State Insurance Corporation Hospital, (Ministry of Labour and Employment, Govt. of India)

IMT Sector-03, Plot No- 41Manesar

Haryana- 122050.

Tel:0124-2290191/2

E-mail- ID- [email protected]

tel:0124-2290191/2

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ANNEXTURE- A

NOTICE INVITING TENDER

Invitation of bids for Annual Maintenance , Operation & Housekeeping work at ESIC HOSPITAL,

MANESAR and Staff Quarters.

Sealed tenders under two bid system are invited from the eligible contractors for providing

Annual Maintenance services listed under scope of work in the bid document. The details of which are

as follows:-

1. Details of Plinth Area 3120 sqm. Staff qtrs. 14 Nos.

2. Name & Scope of work Maintenance of civil & electrical work including operation & maintenance

of two Nos. 11 KV/440 volts electric sub-station, operation & maintenance of D.G. Sets, operation &

Maintenance of Lift/elevator, maintenance & operation of fire protection system, maintenance &

operation of HVAC system at ESIC Hospital Manesar and Adjacent Staff Quarters. Housekeeping

services for ESIC Hospital.

3. Estimated Cost: - Rs. 105 Lakh Approximately.

4. Period of Contract: - Twelve Months

5. Eligibility criteria.

(i) The tenderers should have minimum two years experience as on 28.05.12 in works of similar nature.

(ii) Preference will be given to agencies having experience in the field of maintenance &

operation work of Govt. Department, Hospitals/Hospital Govt. offices/Staff Qtrs. In Delhi/NCR areas.

(iii) They should have undertaken/completed the following work in the last 7 years.

(a) One similar work of value not less than Rs. 80.00 Lakhs per annum (Equal 75% of the value

of the work to be executed), or

(b) Two similar works, each of value not less Rs. 50.00 lakhs per annum (Equal 50% of the value

of work to be executed), or

( c ) Three similar works of value not less than Rs. 35.00 Lakhs per annum (Equal of 35% of the

value of work to be executed),

(iv) The total turn over of the agency must not be less than Rs. 15.00 Crore (Rupees Fifteen crores

only)

Employees’ State Insurance Corporation Hospital, (Ministry of Labour and Employment, Govt. of India)

IMT Sector-03, Plot No- 41Manesar

Haryana- 122050.

Tel:0124-2290191/2

E-mail- ID- [email protected]

tel:0124-2290191/2

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(iv) (a) Audited Balance Sheet of last three years i.e. 2008-09 ,2009-10 and 2010-2011. With Income

and Expenditure statement and Profit and Loss Account & Audit report of last three years. (b) Income

tax statement of last three years with income tax clearance certificate. (c) Service Tax Registration

certificate, (d) PAN No. (e) ESIC and EPF registration numbers /certificates (f) Registration certificates

under contract labour (R & A) Act 1970 with Central Labour Law authorities as applicable to ESIC (g)

Labour licence for applicability of Minimum Wages Act 1948. Minimum wages certificate from

Labour Commissioner should be submitted.

All payments pertaining to, service tax, ESIC , EPF should have been paid up to date. Last two

years details may be enclosed.

6. Earnest Money: - Rs. 3,50,000/- (Rupees Three lakh Fifty thousand only) to be deposited along

with tender, through DD/Bankers Cheques favoring ESI Fund A/C No. 1, payable at Manesar. Bids

received without EMD will not be considered and summarily rejected.

7. Cost of Tender: - Rs. 2000/- (Non refundable) by DD/Banker's cheque/Pay order in favors of 'ESI

Fund A/c No. 1'. Payable at Manesar.

8. Tender Document:- Tender documents containing terms & conditions can be obtained in person

from Medical Superintendent, ESIC Hospital Manesar, IMT Sec-03, Plot No.-41 Haryana. on submission

of a demand draft/Banker's cheque/pay order of Rs. 2000/- (non-refundable) in favour of “ESI Fund

A/c No. 1” on all working days (except Sunday closed/Public Holidays) between 9 AM to 4 PM w.e.f.

10.05.2012 to 27.05.2012 and up to 1 PM on 28.05.2012 & saturdays.

The tender document can also be downloaded from the website www. esic.nic.in And the cost

of tender document can be deposited through a separate demand draft/Banker's cheque/pay order of

Rs. 2000/- payable at Manesar in favour of the “ESI Fund Account No.1” towards cost of tender while

submitting the tender.

9. Date of submission of Tender: - Up to 1:00 pm on 28.05.2012 in the tender box kept in Medical

Superintendent Office ESIC Hospital, Manesar (Haryana).

10. Date of opening of Tender: - The tenders shall be opened in the presence of the tenderers who

choose to be present on 28.05.2012 at 2:30 PM in the conference room ESIC Hospital, Manesar. In case,

28.05.2012 is declared a public holiday, tenders shall be received & opened as per above schedule on

next working day.

11. Incomplete conditional or delayed bids will not be considered & summarily rejected.

12. The competent authority reserves the right to accept or reject any or all tenders without assigning

any reason.




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TECHNICAL – BID (PART- A)

MAINTENANCE OF CIVIL & ELECTRIC WORKS INCLUDING LABOUR AND MATERIALS.

OPERATION SCOPE OF SERVICES TO BE PROVIDED BY THE AGENCY.

1. Internal Electrical works.

2. Water supply, sanitary and plumbing works.

3. Storm water drainage, rain water harvesting & sewage disposal works including sewer pumps.

4. Building repair and maintenance of civil works in ESIC Hospital, Manesar & 14 Numbers Staff

Quarters situated at ESIC Hospital Manesar campus.

5. Land scaping and horticulture work in above premises.

6. Operation & maintenance of Electric substations HT/LT Sub Station (11 KV/440 V), HT/LT

Transformers & HT/LT Panels, Capacitors UPS, Relays, CC TV, PA System, Fire Alarm & Fighting System,

Pump Room, RO Plant, HVAC system, Epabx system, Laundry Services, Solar Boiler Manifold Room, Lifts

Services, & other equipments & servo stabilizer at ESIC Hospital Manesar.

7. White Wash and Painting of Hospitals, offices and Residential Colonies as per CPWD norms.

8. Maintenance of External Wiring Stairs case wiring and Street light & high mast lights of the Hospital

and Staff Quarters.

9. Cleaning of Sewer lines of the Hospital and Staff Quarters.

10. Cleaning of Storm water drains and rain water harvesting pipe and structures.

11. Uninterrupted water/electric services in the Hospital and Staff Quarters.

12. Water supply to be arranged through tankers in case of shortage of water supply which may be due

to any reason. The supply of tankers to be made from MCG, Jal Board or other sources.

13. Water should be tested from Shree Ram Lab or any Govt. approved Lab on the Quarterly basis.

14. U/G tanks O/H tanks are required to be cleaned periodically.

15. Man power Attendance Register is to be maintained.

16. Civil or Electric Engineers should be available at site.

17. Uniform, Identity Cards, Name Plates and identity cards have to be provided to each and every Staff

by the contractor. Bio- data of each staff should be maintained and whenever asked will have to be

shown immediately.

18. All Tools, Plants and materials to carry out the ARM work at site are to be provided by the

Contractor.

Signature of Contractor

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19. Operation and Maintenance of the existing Water Tube -well for uninterrupted water supply.

20. Operation and Maintenance of the existing sewage disposal pump in the Hospital Complex.

21. The Agency shall have to display on notice board, the name of maintaining agency along with

Supervisor’s name to be contacted with Telephone Nos. for lodging the complaints.

22. The agency shall be responsible to depute their supervisor in Hospital to meet MS/DD/Drs/

IMO/Engineers or Maintenance In charge’s and note complaint on weekly basis.

23. Operation and Maintenance of Diesel Generator Sets & Regular update log book when power cut

and should be checked & verified by ESIC authorized person.

24. Lift operations & maintenance and Fire Fighting Operation always be updated at 24 hours.


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INSTRUCTION TO THE TENDERERS

1. Sealed offers under two bids systems in the prescribed forms are

invited from eligible tenderers for providing Annual Repair and Maintenance services listed under scope

of services in the bid documents.

2. The amount of earnest money deposit (EMD) shall be Rs. 3,50,000/- (Rupees Three lakh Fifty

thousand only) in the form of DD/Bankers cheque /Pay Order, drawn in favour of ESI Funds A/C No. 1

payable at Manesar.

3. Tender form shall be completed in all respect. Incomplete tender or tenders without E.M.D shall be

treated as invalid.

4. Last date of submission of tenders is 28.05.2012 up to 1:00 P.M.

5. Date and time of opening of tender is 28.05.2012 at 2.30 P.M.

6. (i) Each and every page of the tender documents should bear the stamp and signature of the

authorized representative/quoting firm. Format I, II & III enclosed shall be filled without exception.

(ii) Self attested copies of valid ESIC Registration/ Employer Number and valid Employees

Provident Fund Registration number should also be enclosed with Technical Bid.

7. The rates for each and every item shall be quoted in Figure and words. In case of any discrepancy in

rates, the rates written in words shall prevail.

8. The envelope containing tender document shall be sealed and bear the name of work and the name

and address of the tenderer.

9. The work site that is Hospital & staff quarters can be visited on any working day during office hours

by contacting Engineers /Estate Branch in order to have Idea of Work.

10. The Competent Authority of ESIC, reserves the right to accept or reject any tender or all tenders

without assigning any reason thereof.

11. Conditional tenders are liable to be rejected.

12. The tender for the work shall remain open for acceptance for a period of sixty days (60) from the

date of opening of tender.

13. These instructions shall form a part of the contract document.

14. The EMD of unsuccessful tenderers shall be refunded within one month after the award of work to

the successful tenderer.

15. Rates quoted shall be firm and fixed and are inclusive of cost of manpower, material,

machinery, tools and plant etc., all taxes (including service tax), duties and levies, insurance etc. no

escalation of whatsoever nature shall be payable.

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16. Fraud and Corruption

The Bidders, Suppliers, Contractors and Consultants, shall observe the highest standard of ethics during

the procurement and execution of such Contracts. In pursuit of this;

(a) Defines, for the purposes of this provision, the terms set forth below as follows:

(i) “Corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly,

of anything of value to influence the action of a public official in the procurement process or in contract

execution.;

(ii) “Fraudulent practice” means a misrepresentation or omission of facts in order to

influence a procurement process or the execution of a contract;

(iii) “Collusive practice” means a scheme of arrangement between two or more Bidders, with

or without the knowledge of the borrower, designed to establish bid prices at artificial, no competitive

levels

(iv) “Coercive practice” means harming or threatening to harm, directly or indirectly, person

or their property to influence their participation in the procurement process or affect to execution of a

contract.

(b) Will reject a proposal for award if it determines that the Bidder recommended for aware has,

directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practice in competing

for the Contract in question.

17. Eligibility criteria: (i) The tenderer should have minimum two years experience in works of similar

nature.

(ii) The tenderers should have undertaken/completed the following work in the last 7 years.

a) One similar work of value not less than Rs. 80.00 Lakhs per annum (Equal 75% of the value of

the work to be executed) , or

(b) Two similar works, each of value not less Rs. 50.00 lakhs per annum (Equal 50% of the value

of work to be executed), or

( c ) Three similar works of value not less than Rs. 35.00 Lakhs per annum (Equal of 35% of the

value of work to be executed),or

18. The contractor on his own may divide sub groups for deployment of different categories of

manpower for ARM work for such sub-group.


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19. (i) Minimum Nos. of workers to be deployed for AR&M work for attending day to day complaints for

maintenance purpose has been shown category wise in format III A. Workman requires on 24 hours

notice have been shown in format III A. Workers with technical Qualification and experience required

for operation maintenance and repairs of electric sub-station, have been shown in format III A.

(ii) The tenderer should have minimum man power to cover the requirement of format III A & B.

(iii) Average annual financial turnover during the last 3 financial years should be at least 30% of the

value of the work to be executed. (Copy of balance sheet signed by Chartered Accountant to be

submitted).

(iv) The tenderer would be required to establish its office with telephones within the site of the work in

the space provided by the ESIC.

20. Submission of bids: Proposals should be submitted in two separate envelopes namely, Technical

Bids and Financial Bids. The technical and financial bids duly sealed in separate envelopes must be kept

inside a single third envelope and clearly super scribed as Annual Maintenance & Operation work of 100

Bedded Hospital & 14 Nos. Staff qtrs. and works contingent there to at Manesar Envelop should be

clearly marked as Technical Bid (Envelope -I) and Financial Bid (Envelope -II). This third envelope shall

also contain the EMD.

21. Evaluation of Technical Bids: Bids received and found valid will be evaluated by the ESIC to ascertain

the best-evaluated bid for the complete work/ services under the specifications and documents. The

tenderer should take care to submit all the information sought by the ESIC in prescribed formats I & II.

a. Firm’s relevant experience and strength – Profile of agency, registration details,

experience of similar works, annual turnover, total manpower employed.

b. Qualification/ Related experience.

c. In case photo state copies of certain documents are submitted in respect of profile of the firm

in the format I & II original documents will have to be produced by the biding firm /contractor for

verification & evaluation of Technical Bid.

22. Financial Bid: The financial bid of the tenderers, whose technical bid is found to be suitable, will be

opened in the presence of only those successful tenderers, who choose to attend the opening of

financial bid. Minimum two-day notice will be given to tenderers for this purpose.

23. Award of Work: - (i) The selection of the agency will be at the sole discretion of the ESIC who

reserves its right to accept or reject any or all the proposals without assigning any reason thereof.

(ii) The contract for the Annual Repairs and Maintenance shall be awarded to the best qualified

responsive tenderer.

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(iii) Upon evaluation of offers the notification on award of contract will be intimated to the successful

tenderer.

24. Duly filled Tender Document shall be deposited by hand delivery in the Tender Box kept in Admin

Block on or before 28.01.2012, 1.00 PM at following address:

Medical Superintendent, ESIC Hospital Manesar, IMT Sec-03, Plot No.-41 Manesar, (Haryana)

25. OBLIGATIONS OF THE CONTRACTOR:

25.1. The contractor shall ensure full compliance with tax laws and labour laws of India with regard to

this contract and shall be solely responsible for the same. The contractor shall submit copies of

acknowledgements evidencing filing of returns every year and shall keep the Employer fully indemnified

against liability of levies/ taxes, interest, penalty etc. of the contractor in respect thereof, which may

arise.

25.2 The contractor will be under obligation to submit a certificate that he has cleared/paid all the

monthly dues of its/his employees within first fortnight of every month to their Bank A/c through ECS.

(Certificate as per annexure). Bank account of every employee of contractor deployed at ESIC Hospital

shall be furnished by the contractor. Payment of wages/salary in cash will not be allowed under any

circumstances

25.3 Medical Superintendent, ESIC Hospital Manesar shall depute officers from time to time for physical

verification of employees deployed by contractor at ESIC Hospital Premises and during verification if it is

found out that less numbers of persons are deployed at Hospital then salary of such persons shall be

deducted from date of last physical verification.

25.4 The contract with the agency which do not provide proof of payment of statutory dues will be

terminated right away by giving one months written notice.

25.5 The Managers, Supervisors & working staff to be professionally qualified and must be trained. This

work force should be on the pay roll of the Agency. The number of manpower must be atleast four times

the number of estimated work force required.

26. Delayed /late tenders for whatever is the reason will summarily be rejected.

Tender form issued to:-

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IMT SEC-03, PLOT NO.-41, HARYANA-122050


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ANNEXURE – B

SCOPE OF HOUSEKEEPING WORK

Area of work: All open and covered area within the boundary of the ESIC Hospital, Manesar including

the basement and roof will be in the scope of housekeeping services to be provided by the contractor.

Cleaning Services: The aim and objective is to provide a high level of a clean, hygienic and presentable

look to the entire area. The contractor and his management team will supervise the awarded work. The

Contractor has to ensure that the staff deployed is dressed in neat and clean uniform approved by the

ESIC Hospital, Manesar. Officials of ESIC will also monitor the entire work and staff.

General Instructions:

1. All collection, storage, transportation and disposal of hospital waste shall be in accordance with Bio-

Medical Waste (management and Handling Rules of India, 1998 amended in 2000 and any other

amendments or other regulations, in this regard).

2. A detailed Hospital Waste Management Plan shall be prepared and get approval from ESIC before

start of work.

3. All infected, chemical, Radiation, Cytotoxic Health care Waste shall be segregated, collected, stored,

transported and disposed in accordance with set guidelines in safety, ensuring that it at no stage gets

mixed with general waste. Unscientific burning shall not be permitted. Different coloured

bags/containers namely green, red, yellow and puncture proof or stainless steel, lead containers shall be

used depending on the category of waste.

4. The waste shall be carefully secured or pre-treated for transportation to a common facility for

disposal.

5. Waste shall not be transferred from one bag to another. Bags should be tied when three fourths full

and then placed in a bigger bag/container for transporting.

6. Covered Trolleys should be used for transportation. Before final disposal/treatment waste should be

kept in specified location and in specific liners and containers.

7. The scope includes segregation, collection, and storage, transportation within and outside the

hospital until final disposal. All statutory rules and regulations and legal requirements are to be followed

at each stage.

General Requirements and Documentation

• Organisational structure and line of authority

• Housekeeping manual and all SOP (Standard Operating Procedures)

• List of equipments used

• Colour coding

• On job training and documentation

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• Description for each category of housekeeping

• Hospitable and polite with patients and hospital staff.

• PPE wherever necessary

• HBV vaccination of all the staff

• Maintaining records of

(a) Needle sticks injuries

(b) Amount of waste going out to outsourced agency

(c) Memorandum of understanding

(d) Complaint book

• Maintaining logs and checklists

• Both male and female staff should be posted in areas like wards, ICUs, casualty and OPD

• Female patients should be attended by female staff only.

• Immediate replacement of on leave staff.

• Rotation of staff if required.

(A) Daily Services:

Housekeeping/ cleaning services should be provided round the clock on all days including

holidays, so that all areas are spic and span all the time. Working hours should be adjusted in such a

manner that cleaning work in the morning should be completed well before 8.30 A.M in rooms where

work will start at 9 am. Contractor will arrange manpower for special VIP visits at no extra cost and

provide full support and cooperation during Hospital accreditation process.

Housekeeping staff has to do following activities for all of the hospital rooms of all

the departments, stores, canteen, kitchen, consultants chambers, wards, ICUs, operation theatres

,CSSD, laundry, labs, blood bank, all corridors and all covered and open areas.

(1) Cleaning, scrubbing and disinfecting bathrooms, toilets, wash basins, sanitary fittings, floors etc. of

all the areas including wards, ICUs, OT and all other departments at regular intervals on daily basis.

(2) Cleaning, sweeping, mopping with disinfectant stair cases, cabins, lobbies, reception, pantries,

kitchen, canteen, CSSD, Laundry, corridors, ceilings, office rooms, training rooms at regular intervals on

daily basis.

(3) Vacuum cleaning of all carpets and upholstered furniture

(4) Cleaning and disinfecting kidney trays, urinals, bed pans, sputum mugs, humidifiers, suction bottles

and emptying urine and drain bags whenever required.

(5) Cleaning blood spills and others such as human excrement, urine vomitus, and sterile body fluids

when required.

(6) Cleaning, dusting electrical switch boards, light fixtures, fans, air conditioner vents, name plates,

door mats, fire fighting equipments, computer systems, phones, doors, windows, furniture, window

glasses, grills, curtains etc.

(7) Cleaning of dust bins, waste paper baskets, cobwebs etc. and disposing off all collected refuse on

daily basis at regular intervals i.e. 3 times.

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(8) The dust bins shall be washed and garbage bags need to be placed in all garbage bins to avoid stains

and clear them when it is full.

(9) Collect garbage in specified colour coded bags from all dust bins and garbage bins existing inside the

premises and shall dispose at the designated area within the hospital.

(10) Refilling, replacing and emptying of sharp containers at all stations.

(11) Offering and assisting the patient with kidney tray, urinals, bed pans, sputum cups when required

and disposing the contents in the sluice room, clean, disinfect and keep it ready for next use.

(12) Cleaning the patients who have soiled themselves with stool, urine, vomitus with assistance

of Patient attendant / Nursing orderly / Staff nurse / Nursing sister.

(13) Washing linen which are soiled by urine, vomitus, faeces and others with 1% hypochlorite

solution and send to laundry.

(14) Spraying room fresheners in all rooms on daily basis at regular intervals.

(15) Assist in transporting dead bodies to mortuary and dispose off dead fetus and amputated limbs or

other parts to BMW collection point.

(16) Assist in fumigation of ICUs as per schedule.

(17) Cleaning, mopping, disinfecting OT floors, walls, ceilings/OT lights morning before starting case, in

between cases and terminal cleaning at the end of the day.

(18) Clean the patient’s bed, lockers, trolleys, wheel chairs and surrounding areas twice a day or when

client is discharged or when soiling occurs.

(19) Cleaning and carbonization of ICU beds, OT beds between cases.

(20) Washing of slippers in ICU’s, OT, dialysis etc.

(21) Scrubbing / cleaning of toilets, wash basins, sanitary fittings, glasses, toilets, floors, etc.

(22) Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals, sinks, toilet seats,

containers etc. Brush thoroughly to include below water level and under rims including areas at hinges

and cistern handles. Re-stock toiletries, which include liquid hand soap, toilet rolls, air fresheners,

sanitary cubes, naphthalene balls in toilets, etc. after daily check-ups in the morning, afternoons and on

call basis during daytime.

(23) Cleaning of all open areas between the building and boundary including sweeping of roads, lawns,

paths, cleaning open drains etc. as directed by the ESIC official In charge.

(24) Any additional work assigned by the sister I/C of the area where the house keeping staff has been

placed on duty. Once assigned an area the house keeping staff will be under the control and supervision

of the sister I/C on duty of that area.

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(B) Waste Disposal Management (Including Bio Medical Waste):

1) The contractor will prepare a flowchart indicating the method of collection / disposal, etc.

2) The contractor will teach and train his staff for the collection / disposal work. The garbage will have

to be disposed of at least thrice a day.

3) The contractor will make arrangement to collect garbage in specified colour coded bags from all

dustbins and garbage bins existing inside the premises and shall dispose the garbage at the designated

area within the hospital.

4) Supervision of collection of BMW by the outsourced agency and documenting the same.

5) Ensure that the GHMC bin is cleared daily.

(C) Weekly Services:-

The deep cleaning of the entire area will be done by the Contractor once a week as under:-

1. Dusting of entire area including windows / windowpanes/ doors / ledges, etc.

2. Thorough cleaning/sweeping/washing/mopping with disinfectant cleaners of all floors, staircases and

toilets. Scrubbing of all floors and ceramic tiles base. Cleaning of ceilings and high walls, removal of wash

stains on walls, cleaning of roofs, porches etc.

3. Cleaning of sanitary fittings, toilet drain pipes etc. in the toilets with standard cleaning material.

4. Cleaning of all windows glasses and grills with detergent/ cleaning agents.

5. Washing of outside area with High Pressure Jet machine.

6. Clean all chrome fittings, glass frames, soap holders etc. to a shiny finish.

7. The Tenderer will make a cleaning program and submit to ESIC for weekly cleaning so that ESIC’s

concerned official / In charge for the particular area can be deputed on the day of cleaning to make the

area available and supervise the cleaning work.

8. The Contractor will work in the specified area mentioned in the scope of work.

9. The Contractor will provide the duty register to ESIC as required.

(D) Pest and Rodent Control Services:

1. The Contractor shall take effective measures for Rodent and Disinfection Services including

fogging etc. in the area under contract.

2. The Contractor shall use chemicals that are harmless to humans and machines and treated area.

MSDS report of these chemicals should also be attached. These chemicals, tools required for pest and

rodent control and man power needed has to be arranged by the contractor himself.

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3. The Contractor will be responsible for any damage to human/machinery by any chemicals used by

him. Any damage caused to machinery/books due to rodent and disinfection services in the areas

covered under contract shall be made good by the Contractor.

4. The Contractor will submit a detailed plan for carrying out the Pest and Rodent Control Services for

the approval of ESIC Hospital Manesar.

(E) Housekeeping Monitoring and Control:

For better management and smooth services, the following monitoring mechanism will be adopted by

the Contractor:-

1. Toilets Checklist: This is to be attached on the back of the toilet door. It is to be filled up by the

Contractor supervising staff on duty daily.

2. Management / Housekeeping Service Requirements/ Complaints Report:

This is to be filled up by the management and administrative staff of the Contractor who

receive/observe the complaints/requirements for any of the services. All suggestions, complaints related

to services or staff deployed by the Contractor will be registered at site on the computer provided to the

Contractor and reported to Caretaker, ESIC. The Contractor will take immediate action to resolve the

same failing which the Penalty Clause will be invoked.

3. Housekeeping Services Complaint Register:

This register is to be completed on the basis of information received by the Housekeeping

Manager from ESIC officials through the inspection of the site, material on site, attendance sheet of the

staff, weekly report, client letter/fax/e-mail, verbal complaints from ESIC, etc. and necessary action is to

be taken.

ADDITIONAL SCOPE PERTAINING TO HOSPITAL:

1. House keeping in the hospital conditions is different than the house keeping services in other

commercial organisations. Housekeeping staff has to work between the infected patients and has to

handle dangerous infected materials and waste. Along with the routine housekeeping activities the

house keeping staff has to show his /her humanitarian concern towards the patient and provide him all

types of required help and services. Such services may be need bases and might not been included in

the general scope of work but they have to be provided by the house keeping staff if needed.

In view of the above Any work assigned by the sister I/C for the patients benefit like cleaning of

vomits, urine, stool, blood or any undesired material produced by the ill patient or helping him in

change of soiled cloths / linen or any type of need in emergency and Helping the ill patient in any type

of need is included in the scope of work.

The house keeping staff shall maintain cleanliness in the patient rooms/ward throughout the day and

shall clean the room thoroughly on patient’s discharge and keep it ready for the next arrival.

2. OPERATION THEATERS:

Operation theatres are the most important place in the hospital which needs maximum care and

cleanliness by the house keeping staff.

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Repeated cleaning and disinfection of the operation theatres after every operation , removal of the

biomedical waste including human body parts and soiled waste, cleaning the used soiled linen as per

SOPs of the Operation theatres and any other type of work assigned by the sister I/C of operation

theatre to the house keeping staff has to be performed efficiently.

• All the dustbins washed and lined with colour-coded bags in the morning. The trash bag shall be

changed as per schedule.

• Operation theatre walls shall be thoroughly cleaned using a specialize soap/disinfectant solution

before and after every operation.

• Floor shall be washed thoroughly mopped with a specialized soap/disinfectant solution. The entire

operation theatre floor area shall be scrubbed once a day.

• Toilets/bathrooms will be cleaned with soap solution and kept odour free using deodorizer cubes.

• The common areas, doctor’s lounge, nurses lounge, Change rooms, waiting lounge and

Inside operation theatre shall be swept and mopped in the morning and at regular intervals to keep

them clean.

• The floor scrubbing will be done in the night or as and when asked for according to the scheduled

operations and movements in that area.

3. CLEANING OF OFFICES/CONSULTANT ROOMS

• The Contractor shall remove trash from office dustbins and change the trash liner every evening

before closing hours.

• The offices shall be dry dusted and swept after the closing hours.

• Vacuum cleaning shall be done on carpets and upholstery.

• The worktables shall be cleaned with soap solution in the morning.

• The office shall be mopped with soap solution in the morning.

• Office staff rest rooms/toilets shall be cleaned using soap solution and kept odour free using

deodorizer.

4. CLEANING OF LABORATORY AND OTHER CRITICAL AREAS

• All the dustbins shall be washed and lined with colour coded bags in the morning. The trash bag shall

be changed when it is full.

• Walls shall be thoroughly cleaned using a specialized soap/disinfectant solution in the morning.

• The floor shall be thoroughly mopped with a specialized soap solution.

• The entire laboratory area shall be scrubbed at least twice in a week.

• Toilets/bathrooms shall be cleaned with soap solution and kept odour free using deodorizer cubes.

• The common areas shall be swept and mopped in the morning and at regular intervals to keep them

clean. Rotation of staff in critical areas like OT, Laboratory, and ICU & Wards may be kept at minimum.

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PROVISIONAL CLEANING SCHEDULE

S.No ACTIVITY FREQUENCY AENTS USED

1. OT AREA/ VERY HIGH RISK AREA 1 Garbage Removal After every case As per the BMW

guidelines

2 1st mopping Before starting 1st patient and after ever case

Germicide

3 2nd mopping Before starting 1st patient and after ever case

1% Sodium Hypochlorite

4 Garbage removal from the OT corridor

When bags are 3/4th full As per the BMW Guidelines

5 Mopping of the OT Corridor

Thrice a day Flat mop

6 Dusting of doors and windows in OT corridor

Once a day Z colour duster

7 Mopping in the OT walls Twice a day before starting and the end of the day

Bacillocid/Virux

8 Washroom & wash basins Cleaning

Thrice a day and when required

Germicide

9 Washing of Slippers Once a day Detergent

10 Washing of OT Once a week Detergent

2. ICU / HIGH RISK AREA 1 Garbage Removal Thrice a day/ When bags are

3/4th full As per the BMW Guidelines

2 Dry mop Thrice a day Feather brush

3 Dusting Thrice a day Z colour duster

4 Mopping Thrice a day Germicide



Germicide

6 Washing of Slippers Once a day Detergent

7 Assist in carbolization / Fumigation When required Bacillocid

8 Scrubbing of floor/ Walls Once a month Detergents

3. MODERATE RISK AREA WARDS

1 Garbage Removal Thrice a day/ When bags are 3/4th full

As per the BMW guidelines






Germicide

4. CANTEEN AND KITCHEN 1 Garbage Removal Thrice a day/ When bags are




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4 Mopping Thrice a day and when required

Germicide

5 Rodents and pest control Once a day Gum pads, Rat cages

6 Washing kitchen and canteen Once a week (Sunday) Detergent

5. PUBLIC AREA WASHROOM 1 Cleaning Every 2nd hourly Germicide



Germicide

6. LOBBY 1 Garbage Removal Thrice a day/ When bags are





7. OPD AREA

1 Garbage Removal Thrice a day/ When bags are 3/4th full

As per the BMW guidelines

2 Dry mop Twice a day Feather brush

3 Dusting Twice a day Z colour duster


5 Washroom and wash basin Cleaning Thrice a day and when required

Germicide

8. STORES (MEDICAL, SURGICAL, NON-MEDICAL) 1 Garbage Removal Thrice a day/ When bags are

3/4th full As per the BMW guidelines



4 Mopping Twice a day Germicide

5 Rodents and pest control Once a day Gum pads, Rat cages

8. MORTUARY 1 Garbage Removal Once a day/ When bags are





9. ADMINISTRATION RECORD 1 Garbage Removal Once a day/ When bags are


2 Dry mop Once a day /when required Feather brush

3 Dusting Once a day/ when required Z colour duster

4 Mopping Once a day/ when required Germicide

5 Washroom and wash basin Cleaning Thrice a day and when required

Germicide

10. CSSD/LAUNDRY

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1 Garbage Removal Once a day/ When bags are 3/4th full

As per the BMW Guidelines

2 Dry mop Twice a day /when required Feather brush

3 Dusting Twice a day /when required Z colour duster

4 Mopping Twice a day /when required Germicide

5 Mopping sterile storage area (CSSD)

Once a day Virux Solution

6 Washing of sterile area (CSSD)

Once a week (saturday afternoon)

Virux Solution

7 Assist in Fumigation(CSSD) When required Virux Solution

RADIOLOGY

1 Garbage Removal Twice a day/ When bags are 3/4th full


2 Dry mop Twice a day /when required Feather brush

3 Dusting Twice a day /when required Z colour duster

4 Mopping Twice a day /when required Germicide

5 Washroom and wash basin Cleaning

Thrice a day and when required Germicide

LABORATORY

1 Garbage Removal Once a day/ When bags are 3/4th full





5 Cleaning of work benches Twice a day /when required 0.25% Hypochlorite

6 Washroom and wash basin Cleaning

Thrice a day and when required Germicide

7 Assist in Fumigation Once a month Bacillocid

8 Washing of Slippers Once in a week Detergent

Dilution of Wizard in all areas = 40 ml in 1 litre of water

Cleaning of spillage of Blood/Body fluids

1. Use disposable gloves.

2. Cover area with 1% Sodium Hypochlorite

3. Leave for 20 minutes

4. Collect residue with disposable paper. Wipe and discard in bag.

5. Wash surface with detergent and dry.

6. All waste, gloves, wipe, discard, seal and dispose as clinical waste/ Mops cleaning – Detergent wash and

dry.

Buckets – Detergent wash and dry

(if contaminated 1% Sodium Hypochlorite overnight rinse and dry).

Body packing services:-

The consumables shall be provided by ESIC, the Contractor shall carry out the body packing services as

directed by ESIC In charge.

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ANNEXURE – C

RESOURCES REQUIREMENT

A. HOSPITAL WILL PROVIDE FOLLOWING MATERIALS:

1. CLEANING MATERIALS: ALL THE CLEANING MATERIAL, SOAP SOLUTIONS, ROOM FRESHNERS,

NAPHTHALINE BALLS, DISINFECTANTS, DEODORANTS WILL BE PROVIDED BY THE HOSPITAL.

2. ALL DUST BINS AND COLOURED WASTE DISPOSABLE BAGS WILL BE PROVIDED BY THE

HOSPITAL.

B. THE CONTRACTOR HAS TO PROVIDE THE FOLLOWINGS:

1. The Contractor have to provide all the manpower, equipments, tools and tackles , their accessories

/refills pertaining to housekeeping services ( except the daily used consumable/ bins/ bags for waste

collection).

2. The contractor has to provide supervisory and management support by his own staff to get the

maximum output from the house keeping force provided to the hospital. Teaching and training for the

same has to be done by the contractor. The man and material needed for the management of the house

keeping staff will be the responsibility of the contractor. The hospital will only pay the management fee

or service charges.

3. For Pests and rodent control the contractor has to procure manpower, equipment and chemicals

used. The hospital will only pay for the services.

4. Minimum No. of Equipments, tools, tackles etc to be maintained in the hospital.

Following equipments, tools and tackles are minimum and mandatory to be provided to the

housekeeping staff by the contractor. Numbers can be increased as per requirement but payment will

only be done as per financial bid.

S.No Description Number required (Mandatory)

1 SCRUBBING MACHINE 1

2 WET/ DRY VACCUM CLEANER 1

3 HIGH PRESSURE JET 1

4 WRINGER TROLLEY 10

5 CADDY BASKET 10

6 GLASS CLEANING KIT 5

7 WET MOPS KENTACKY Minimum 15

8 WET MOPS ROUND( FOR BATH ROOMS) Minimum 15

9 SWEEPING BRUSHES ( DRY DUST CONTROL MOPS) Minimum 15

10 HARD BROOMS FOR GROUND SWEEPING Minimum 03

11 Nylon scrubbers, dusters, hard and soft brooms, buckets, squeezers

As per requirement

12 Equipments for Pest control and Rodents control As per slandered guide lines

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The minimum Numbers of items given above is to be kept maintained by replacement whenever

required.

Uniforms of housekeeping staff, I- Cards ,Covered trolleys, dustpans, mops, buckets, wipers, gloves,

dusters, scrubbers, sponge, brooms, brushes, safety gear etc. to be provided by the Contractor as per

requirement.

5. MAN POWER REQUIRMENT:

S. No Manpower Description Number

1 HOUSEKEEPING SUPERVISOR 3

2 HOUSEKEEPING PERSON (MALE & FEMALE) 42

3 Mali 1


MEDICAL SUPERINTENDENT

ESIC HOSPITAL MANESAR,

IMT SEC-03 PLOT NO.-41 GURGAON-122050


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Format I

DETAILS OF TENDERER

Name of Work: Maintenance and Operation Work of ESIC Hospital, Manesar , GURGAON (HARYANA).

1 NAME OF TENDERING COMPANY / FIRM / TENDERER:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_________________________________________________________________________

2 NAME OF OWNER / DIRECTORS:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_________________________________________________________________________

3 FULL PARTICULARS OF OFFICE:

(a) Address:

_____________________________________________________________________________________

_____________________________________________________________________________________

____________________________________________________________________________

(b) Telephone No.:__________________________________________________________________

(c) Fax No.:________________________________________________________________________

(d) E-Mail Address._________________________________________________________________

4 FULL PARTICULARS OF THE BANKERS OF COMPANY / FIRM /.

(a) Name of the Bank: _______________________________________________________________

(b) Address of the Bank:

_____________________________________________________________________________________

_____________________________________________________________________________________

____________________________________________________________________________

(c) Telephone No. __________________________________________________________________

(d) Fax No.:________________________________________________________________________

(e) E-Mail Address:__________________________________________________________________

5 REGISTRATION DETAILS:

(a) PAN / GIR No.___________________________________________________________________

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(b) Service Tax Registration No._______________________________________________________

(c) E.P.F. Registration No.____________________________________________________________

(d) E.S.I. Registration No._____________________________________________________________

6 DETAILS OF EARNEST MONEY DEPOSIT:

(a) Amount (Rs.):___________________________________________________________________

(b) D.D. / P.O. No. and Date:__________________________________________________________

(c) Drawn on Bank:__________________________________________________________________

(d) Valid up to:_____________________________________________________________________

The above format may be used to provide requisite details

Date:

Place:

Name: Seal: Signature of Tenderer

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Format II

EXPERIENCE OF COMPANY

(Experience of relevant and similar work of construction, pipe laying/annual Repair and Maintenance

completed during last three years preceding March, 2010 and ongoing works) Use separate sheet for

each work.

1. Project title and Location

2. Name of the Client and Address

3. Describe area of Participation (Specific Work done/Services rendered by the applicant)

4. Period of Work Done/Services rendered for the project

5. Total cost of work/AMC cost

6. Date of start of the work and the present status

7. Any other details

NOTE:

Supporting documents like certificates from the clients in support of each of the above projects to be

furnished.


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Format - III

MINIMUM MAN POWER TO BE AT SITE FOR HOSPITAL WORKS.

A. The following minimum manpower is to be deployed in daily day time shift as mentioned

against each.

S.NO CATEGORY QUALIFICATION & EXPERIENCE

Nos. DUTY HOURS.

1 Technical Engineer Diploma or Degree in Civil / Electrical Engineering with more than 2 years experience

1 Regular check and general shift duty hour.

2 Supervisor 12th pass with more than 2 years experience of ARM work

3 Regular check & Each at every shift.

3 Multi skill technician

ITI in electrical & electronics /mechanical/Fitter/welder with more than 2 years experience to related field.

3 Quick short out the problem & regular present at every shift.

4 HVAC Operator ITI in HVAC/ ELECTRONICS with more than 2 years experience to related field.


5 D.G Operator ITI in electrical & electronics with more than 2 years experience to related field.


6 Electrician ITI in electrical & electronics with more than 2 years experience to related field.


7 Plumber ITI in Plumber or with more than 2 years experience to related field.


8 Mason An Educated with more than 2 years experience to related field.


9 Mate More than 2 years experience to related field.


10 Lift Operator ITI or Diploma in Lift Technology or electrical & electronics with more than 2 years experience to related field.

4 Quick short out the problem & regular present at every shift

11 Fire Officer Diploma or Degree in Fire Alarm & Fire Fighting Course with more than 2 years experience to related field.


12 Fire Technician Fire Alarm & Fire Fighting Course & with more than 2 years experience to related field.


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13 Laundry operator Matriculate with more than 2 years experiences at laundry services

2 Wash the Cloth neat & clean & clear the all related equipments regular present at every shift.

14 Gas Technician 12th pass with more than 2 years experience of ARM work And Manifold or Gas cylinders works.


16 Public Addresse Operator/ CC TV Operator

Diploma in Computer App./Info. Technology & update latest technology /knowledge of CCTV or electronics things with more than 2 years experience to related field.

1 Operate & runs all equipments & timely checked regular present at every shift.

17 Helper Matriculate with more than 2 years work experiences at ARM Works.


18 Boiler Operator ITI in electrical & electronics with more than 2 years work experience to related field.


The man power may be increased or decreased by the order of Medical Superintendent.

Official working hours of Hospital is from 09.00 A.M. to 04.00 P.M. for 5 days in a week &

Saturday from 09.00 A.M. to 01.00 P.M.

Therefore, weekly rest to such workers may also to be arranged by the contractor.

The above manpower shall be available on call round the clock.

(B). whenever the need of carpenter or welder or any related person arises the same may be

arranged by the contractor. The payment of all such additional work will be on the basis of wage

Analysis and on the certificate of representative of ESIC deputed by Medical Superintendent.

NOTE: - Only Licensed/Certified Electrician & ITI qualified electrician, Pump Operators who preferably

have gained experience in similar work shall be deployed.

Preferably the other skilled worker deployed shall also be Licensed/certified. License of the

electricians to be enclosed. Other certificates of the technical qualification also to be enclosed. All the

above Staff on the Contract shall wear uniform and batches identifying their category and name in

English and Local Hindi Language.


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FORMAT - IV

DETAILS OF STAFF:

S. No

Name Employee Code

Qualification ESI No P.F. No Experience in House- keeping

The above format may be used to provide employee details.

Signature of Tenderer

Date: Name: Place:

Seal:

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FORMAT - V

DECLARATION

1. I, …………………………………….……………………………. Son / Daughter of Shri …………………………………………...

.............................................Proprietor / Partner / Director / Authorised Signatory of ...…………………....

.......................................am competent to sign this declaration and execute this tender document.

2. I have carefully read and understood all the terms and conditions of the tender and hereby convey

my acceptance of the same.

3. The information / documents furnished along with the above application are true and authentic to

the best of my knowledge and belief. I / we, am / are well aware of the fact that furnishing of any false

information / fabricated document would lead to rejection of my tender at any stage besides

liabilities towards prosecution under appropriate law.

Signature of Authorized Person

Date: Full Name:

Place: Company’s Seal:

N.B.: The above declaration, duly signed and sealed by the authorized signatory of the company,

should be enclosed with Technical tender.

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FORMAT - VI

CHECK LIST OF THE DOCUMENTS TO BE SUBMITTED WITH THE TENDER

Confirm the enclosure of all the below listed documents without which tenderer may not be eligible to

participate in the tender.

S. No

Items Confirm

1 EMD

2 Tender form with complete technical bid and Financial bid, with all pages serially numbered , signed and stamped on each page

3 Audited Balance sheet of last three years with details of annual turnover , profit/loss account etc.

4 Income tax statement of last three years with income tax clearance certificate.

5 Attested Photo copy of PAN Card

6 ESI Registration certificate copy. with last payment details.

7 EPF Registration certificate copy. With last payment detail

8 Service Tax registration certificate with details of the last payment

9 Registration certificate under central labour law authorities. Copy of valid labour licence

10 Minimum wages payment certificate from LEO.

11 Documents in support of contracts fulfilled in last 3 years along with their values in support of the experience and financial credibility.

12 Satisfactory completion of contract certificate from previous organizations.

13 Declaration as per format IV

Signature of Authorised Person

Date: Full Name:

Place: Company’s Seal:

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FINANCIAL BID (PART B)

Name of work: Annual Maintenance and Operation of ESIC Hospital, Manesar IMT Sec- 03 Plot No.

- 41 Gurgaon Haryana-122050.

BILL OF QUANTITY

Estimated cost:-Rs. 105.00 Lakh Earnest Money:- Rs. 3,50,000/-

Time Period:- Twelve months (12) Cost of B.O.Q.- Rs. 2000/-

SL. NO.

OPERATION & MAINTENANCE SERVICES

NOS. OF MANPOWER

COST PER HEAD PER MONTH

COST (Rs.) Per Month

1 TECHNICAL ENGINEER 1

2 TECHNICAL SUPERVISOR 3 3 HVAC OPERATOR 3 4 DG OPERATOR 3 5 ELECTRICIAN 3 6 PLUMBER 2 7 MULTI SKILL TECNICIAN 3 8 MASON 1 9 MATE 1 10 LIFT OPERATOR 4 11 FIRE OFFICER 1 12 FIRE TECHNICIAN 3 13 LAUNDARY OPERATOR 2 14 GAS TECHNICIAN 3 15 PA SYSTEM OPERATOR 1 16 HELPER 3 17 BOILER OPERATOR 2 TOTAL= 39

A=

for 12 months total Rs.

SL. NO.

HOUSEKEEPING / SOFT SERVICES NOS. OF

MANPOWER COST PER HEAD PER MONTH


1 HK SUPERVISOR 3

2 HOUSE KEEPER (MALE & FEMALE) 42

3 MALI 1 TOTAL= 46

B=


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SL. NO.

MISCELLANEOUS NOS. OF

MANPOWER COST PER MONTH


1 HOUSEKEEPING, PEST CONTROL, LAUNDARY FAÇADE, CLEANING EQIUPMENT COST ETC.

L.S Not exceeding 30,000

2 For RO Material


3 HORTICULTURE, MANURE, PLANTS, INPLEMENTS, SEASONAL PLANTS & FLOWERS, SEEDS, SEEDLINGS, ETC.


4 REPLACEMENT OF LAMPS, PLUMBERING ITEMS, ELECTRICALS ITEM, CIVIL ITEMS, & OTHER ITEMS.


TOTAL=

C=


A. Supply and Services of Workers as per schedule Format III-A

B. Supply of workers on call: - The workers listed in format III B shall be available round the clock

at the rates mentioned against each.

Maintaining an office in space provided by ESIC and attending to Repair and Maintenance work with

the above maintenance staff listed at Sl. No. 1 to 18 of format-111A with all required helpers Tools and

plant in attendance six days in the week.

Note: (i) The Contractor shall maintain an inventory and use common miscellaneous sundry materials

(Screws, nails, washers, internal fitting of taps, cap and valves, tanks, plumbing thread, safeda, clamps,

hooks, cement, and patch repairs etc.) which are required for the work the cost of which is included in

the above item.

ii) The above rates shall include the cost of any assistance of unskilled/semi skilled persons required by

the skilled workers.

Iii) Payment shall be made for the actual days of employment. Attendance will be verified by the In

charge of the ESIC Hospital where the work has been actually got done.

In case of absence of any of the above mentioned workers without providing suitable

replacement, an amount of Rs. 301 per day shall be recovered as liquidated damages per person per day

of absence.

Signature of Contractor: Seal:

Name and Address : Date:

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Annexure -D

GENERAL CONDITIONS OF CONTRACT

Definitions and Interpretation 1. Definitions

a) In the Contract (as hereinafter defined) the following words and expressions shall have the

meanings hereby assigned to them except where the context otherwise requires.

(I) “Employer” means the ESIC and the legal successors in title to ESIC.

(ii) “Engineer” means the person appointed by ESIC to act as Engineer for the purposes of

the Contract.

(iii) “Contractor” means an individual or firms (proprietary or partnership) whether

incorporated or not, that has entered into contract (with the employer) and shall include his/its heirs,

legal representatives, successors and assigns. Changes in the constitution of the firm, if any shall be

immediately notified to the employer, in writing and approval obtained for continued performance of

the contract.

(b) (i) “Contract” means these conditions, the Specification, the Bill of Quantities, the Tender,

the Letter of acceptance, the Contract Agreement (if completed) and such further documents as may be

expressly incorporation in the letter of Acceptance or Contract Agreement ( if completed).

(ii) “Specification” means the specification of the Works included in the Contract and any

modification thereof.

(iii) “Drawings” means all the completion drawings, calculations and technical information of

a like nature provided by the Engineer to be Contractor under the Contract and all drawings,

calculations, samples, patterns, models, Repair and Repair and Maintenance manuals and other

technical information of a like nature submitted by the Contractor and approved by the Engineer.

(iv) “Bill of Quantities” means the priced and completed bill of quantities forming part of the

tender.

(v) “Tender” means the Contractor’s priced offer to the Employer for the execution and

completion of the works and the remedying of any defects therein in accordance with the provisions of

the Contract, as accepted by the Letter of Acceptance. The word Tender is synonymous with “Bid “and

the words “Tender Documents” with “Bidding Documents”.

(vi) “Letter of Acceptance” means the formal acceptance of the tender by ESIC.

(vii) “Contract Agreement” means the contract agreement (if any) referred to in Sub Clause6

(viii) “Appendix to Tender” means the appendix comprised in the form of Tender annexed to

these Conditions.


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(c) (i) “Commencement Date” means the date upon which the Contractor receives the notice to

commence the works.

(ii) “Time for completion” means the time period for which the contract of Repair and

operation and Maintenance has been awarded by the employer to the contractor.

(d) “Taking over Certificate” means a certificate issued by employer evidencing successful

completion of the awarded work.

(e) (i) “Contract Price” means the sum stated in the Letter of Acceptance as payable to the

Contractor for the execution and completion of the Works and the remedying of any defects therein in

accordance with the provisions of the Contract.

(ii) “Retention Money” means the aggregate of all monies retained by the Employer.

(f) (i) “Works” means the Permanent Works and the Temporary Works or either of them

to be executed in accordance with the contract.

(ii) “Site” means the places provided by the Employer for Repair and Maintenance of ESI

Hospital, Manesar.

(Iii) “Cost “means all expenditure properly incurred or to be incurred, whether on or off

the site, including over head and other charges but does not include any allowance for profit.

2. ENGINEER

Engineers Duties and Authority

a) The Engineer shall carry out the duties specified in the Contract.

3. Custody and Supply of Drawings and Documents

The Drawings shall remain in the sole custody of the employer/Engineer, but copies as required thereof

as per availability in the record shall be provided to the Contractor free solely for the purpose of this

contract.

4. Sufficiency of Tender

The Contractor shall be deemed to have based his Tender on the data made available by the employer

and on his own inspection and examination of this site conditions.

5. Contractor’s Employees

The Contractor shall provide on the site qualified and experienced technical staff in connection with the

Repair and Maintenance of the Works and the remedying of any defects therein. The minimum staff

shall be as per description of work mentioned in BOQ and format-III.


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6. Engineer at Liberty to object.

The Engineer shall be at liberty to object to and require the contractor to remove forthwith from the

Works any person provided by the contractor who, in the opinion of the Engineer, misconducts himself,

or is in incompetent or negligent in the proper performance of his duties, or whose presence on Site is

otherwise considered by the Engineer to be undesirable, and such person shall not be again allowed

upon the Works without the consent of the Engineer. Any person so removed from the works shall be

replaced as soon as possible by a qualified person approved by the Engineers.

7. Safety, Security and Protection for the Environment

The Contractor shall, throughout the execution and completion of the Works and the remedying of any

defects therein:

(i) Have full regard for the safety of all persons entitled to be upon the Site and keep the

Site ( so far as the same is under his control) and the Works ( so far as the same are not completed or

occupied by the Employer) in an orderly state appropriate to the avoidance of danger to such persons,

and

(ii) Provide and maintain at his own cost all lights, guards, fencing, warning signs and

watching, when and where necessary or required, by the Engineer or by any duly constituted authority

for the protection of the Works or for the safety and convenience of the public or others, and

(iii) Take all reasonable steps to protect the environment on and off the Site and to avoid

damage or nuisance to persons or to property of the public or others resulting from pollution, noise or

other causes arising as a consequence of his methods or Repair.

(a) Insurance of work by the Contractor for his liability:

(i) During the Repair and Maintenance period for loss or damage to property and life arising

from a cause for which contractor is responsible.

(ii) For loss or damage occasioned by the Contractor in the course of any Repairs carried out

by him for the purpose of complying with his obligations.

It shall be responsibility of contractor to notify the Insurance Company of any change in the nature and

extent of the works and to ensure the adequacy of the Insurance cover at all times during the period of

contract.

8. Damage to Persons and Property

The Contractor shall, except if and so far as the Contract provides otherwise, indemnify the Employer

against all losses and claims in respect of:


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(a) Death of or injury to any person, or

(b) loss or damage to any property (other than the Works):Which may arise out of or in consequence

of the Repair and Maintenance of the Works and the remedying of any defects therein, and against all

claims, proceedings, damages, costs, charges and expenses whatsoever in respect thereof.

9. Accident or injury to Workmen:

The Employer shall not be liable for or in respect of any damages or compensation payable to any

workman for death or injury resulting from any act or default of the contractor. The Contractor shall

indemnify and keep indemnified the Employer against all such damages and compensation and

expenses whatsoever in respect thereof or in relation thereto.

10 Evidence and Terms of Insurance:

The Contractor shall take out appropriate insurance to cover his work and workers and staff employed

by him fully. The contractor shall provide evidence to the Engineer/Employer as soon as practicable after

the respective insurance have been taken out but in any case prior to the start of work at the Site that

insurance required under the Contract have been effected.

11. Compliance with Statutes, Regulations:

The Contractor shall conform in all respects, including by the giving of all notices and the paying of all

fees, with the provision of:

a. Any national or State Statute, ordinance, or other law, or any regulation, or bye-law of any local or

other duly constituted authority in relation to the execution and completion of the works and the

remedying of any defects therein, and

b. The rules and regulations of all public bodies and companies whose property or rights are affected or

may be affected in any way by the works, and the Contactor shall keep the Employer indemnified gainst

all penalties and liability of every kind for breach of any such provision.

c. Any changes required for approval due to revision of the local laws.

12. Time for completion:

The Repair and Maintenance work shall be for a period of One year or as mentioned in the letter of

commencement and shall start from the date issue of letter commencement and shall stands

terminated after the expiry of One Year .

13. Extension of Time for Completion:

The Repair and Maintenance contract may be extended on the written mutual consent of both Employer

and Contractor for a further period may be up to one year. However, employer reserve it’s right to

terminate the Repair and Maintenance contract by giving 15 days notice at any time during the currency

of the contract if the services of the agency are not satisfactory as per the opinion of employer or its

representative.


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14. Defect identification and its rectifications:

Agency shall immediately attend the defects and complaints noticed at site. The agency shall provide

and develop a system for regular Repair and Maintenance of all the services which includes defect

identification and its immediate rectification so, that services are not affected. It shall be the sole

responsibility of the Repair and Maintenance agency that all the services are kept in functional condition

round the clock during the currency of the contract. Defect Liability period shall be 12 months from the

date of completion of work under BOQ measurable works. The contractor shall rectify at his own

expenses any defect in the work carried out by him during this period. On failure of the contractor to do

so, the same shall be completed by the employer at the risk and cost of the contractor.

15. Liquidated damages for delay.

If the Contractor fails to attend any complaint or defect in due course of time and if in the opinion of

engineer delay is on the part of Repair and Maintenance agency, the employer can impose

liquidated damages on the contractor as detailed in the particular conditions.

16. Contractor’s Failure to carry out Instruction.

In case of default on the part of the Contractor in carrying out defect rectification works, the

Employer/Engineer and IMO Incharge shall be entitled to employ and pay other persons to carry out the

same and if such work, in the opinion of the Engineer, the Contractor was liable to do at his own cost

under the Contract, then all costs including panelty for delay in attending to the complaint consequent

thereon or incidental thereto shall be determined by the Engineer and shall be recoverable from the

Contractor by the Employer, and may be deducted by the Employer from any monies due or to become

due to the Contractor.

17. Instructions for Variations

(a) Quantities given in the BOQ are estimated quantities.

The quantity of any particular item may vary to any extent. Variation in quantity in particular

items or total exclusion of certain items of BOQ from the work executed or overall cost, does not entitle

contractor to claim any extra cost.

(b) Notice to be given by the contractor for execution of Planed civil and electric works :-

It shall be duty of the contractor to give notice of at least three working days for execution of

planned civil Works like whitewashing, painting, replacement of window glass panes which is other than

day to day maintenance jobs so that prior sanction may be obtained to start the work and also to check

the quality of materials to be used. If no notice is given, the work executed will not be considered for

payment.


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MEASUREMENT

18. Works to be measured

The Engineer shall determine by the measurement of the value of actual work done in accordance with

the Contract and the Contractor shall be paid proportionately. Part rate shall be made for any part of

BOQ items not fully executed. Engineer shall be at liberty to decide the breakup of Lump Sum items

and to decide the part rate for any particular item. Incase overtime working of staff under item no. 1 is

required, specific instructions of the engineer is to be obtained. Payment shall be made at applicable

overtime rates.

19. Method of Measurement

The works shall be measured net, notwithstanding any general or local custom, except where otherwise

provided in the Contract.

CERTIFICATES AND PAYMENTS

20. Monthly Statements

The contractor shall submit a bill in 3 copies to the Engineer by 7 th day of each month for the work

executed up-to the end of previous month in tabulated form approved by the Engineer, showing the

amounts to which the Contractor Considers himself to be entitled. The bill must be supported with the

following documents:-

a. Attendance sheets duly verified by ESIC’s In charge along-with salary certificates, wages sheets of all

the workers and staff deployed against item No.’ A’.

b. Certified bills miscellaneous materials purchased under different head against item no. ‘A’. c.

Details of defects/complaints attended and rectified within time.

d. Details of complaints attended late.

e. Test certificate of materials used and tests carried out for quality control as required by the

specification and the Engineers.

f. Monthly certificates from ESIC’s In charges of Hospital regarding satisfactory attending of complaints

on the format enclosed as enclosure –V.

21. Deduction of Income Tax

The amount to be deducted towards the advance income tax shall be at the rate applicable.

22. Monthly Payments

After submission of monthly bill complete in all respects by the contractor, Engineer shall check the bill

with the help of contractor and certify for payment within 15 days.


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23. Performance Guarantee

Within two weeks of award of work, the Contractor shall submit a Performance Security for proper

performance of the contract in the format enclosed as Enclosure –III for an amount of Rs.7,50,000/- (Rs.

Seven Lakh Fifty Thousand Only/-). The performance guarantee shall be valid for the duration of the

contact period plus 60 days.

The performance security can be encashed by the Employer to recover any amount which is

payable by the contractor to the Employer on any account for a cause arising out of the contract.

24. Correction of certificates

The Engineer may issue Interim Payment Certificate and can make any correction or modification in any

previous interim payment Certificate which has been issued by him, and shall have authority, if any work

is not being carried out to his satisfaction, to omit or reduce the value of such work in any Interim

Payment Certificate.

25. Final Certificates

Within 28 days after receipt of the Final Statement, and the written discharge, the Engineer shall issue

to the employer (with a copy to the Contractor) a Final Certificate stating:

a. The amount which, in the opinion of the Engineer, is finally due under the contract, and

b. After giving credit to the Employer for all amounts previously paid by the Employer and for all sums

to which the Employer is entitled under the Contract.

26. Default of Contractor

26.1 If the performance of the contract and is not satisfactory and not corrected within 15 days of

receiving notice, then employer shall be at liberty to terminate the contract and get the work executed

through other means at the risk and cost of the Contractor.

26.2 Payment on Termination

In the event of termination of the contract, employer shall be at liberty to get balance work done at the

risk and cost of the contractor and due payment of the contractor, if any, shall be released after the

completion of whole of the works.

27. Amicable Settlement of Dispute

The party shall use their best efforts amicably all disputes arising out of or in connection this contract or

the interpretation thereof.


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28. Arbitration

Any dispute and differences relating to the meaning of the specifications, designs, drawings and

instructions herein before mentioned and as to the quality of workmanship of materials used in the

work or as to any other question, claim, right, matter or thing whatsoever in any way arising out of or

relating to the contract, designs, drawings, specifications, estimates, instructions or these conditions or

otherwise concerning the works or the execution or failure to execute the same whether arising during

the progress of the work or after the completion or abandonment thereof in respect of which:- Amicable

settlement has not been reached.

Shall be referred to the Sole Arbitration of the Medical Superintendent, ESICH, Manesar who shall

proceed as per the Arbitration Act.

28.1. The work under the contract shall continue, during the Arbitration proceedings.

28.2. The award of the Arbitrator shall be final, conclusive and binding on both the parties.


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ANNEXURE- E

Particular Conditions of Contract

CPWD specifications shall be followed. Where not available, BIS/Engineering practice as

directed by the Engineer shall be followed.

Complaints shall be made in the format(Enclosure-1)

A complaint register (format at Enclosure-II) shall be maintained in the Repair and Maintenance

Office of the contractor in which all complaints received shall be documented.

Formats of Performance Guarantee and Contract Agreement are at Enclosure III and IV

respectively.

All emergent Repair and Maintenance related complaints shall be attended to within twenty

fours and routine/non emergent repairs shall be attended within 48 hours hour failing which a

recovery of Rs. 100 per event per day shall be made from the subsequent payment certificate of

the contractor.

In the event of failure to attend the complaint within 3 days IMO In charge will get the work

done at the risk and cost of the agency who has been allotted the AR & M work. The

expenditure for the repair & maintenance including cost of material and incidental expenditure

incurred for such repairs and penalty levied on account of failure of Agency will be deducted

from the subsequent payment/pending dues/security deposit of the AR&M agency.

The Sewer-man shall ensure that all lines are maintained in a clean condition by carrying

out preventive cleaning of all lines at least once each month.

As the work will have to be carried out in building and area in use the contractor shall ensure:-

1. That the normal functioning of ESIC activity is not effected as far as possible.

2. That the work is carried out in an orderly manner without noise and obstruction to flow of traffic.

3. That all rubbish etc. is disposed off at the earliest and the place is left clean and orderly at the end of

each day’s work.

4. The Contractor shall ensure that his Repair and Maintenance staff is qualified and licensed for their

part of work. He shall be responsible for their conduct. The staff should behave in a courteous

manner. The contractor is held responsible for any loss or damage to ESIC property.

5. The contractor shall ensure safety of his workers and others at site of work and shall be responsible

for any consequence arising out of execution of the Repair and maintenance work.

6. When instructed to do so, the contractor shall ensure proper record keeping and storing of

irreparable/dismantled material.

7. Water and electricity shall be made available free of cost at nearby source of work. The contractor

has to make his own arrangement for use of the same including drawing temporarily lines etc. The

responsibility for following relevant rules, regulations and loss in the regard shall be entirely that of the

contractor.


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ADDITIONAL PARTICULAR CONDITIONS OF CONTRACT

For the services to be operated and maintained by the Contract for which lump sum amounts

have been quoted, the following shall apply:-

Operation and Maintenance of 11 KV/440 Volts Sub-stations, Pumping Systems etc.

All the above plant and equipments etc. shall be taken over after recording the complete details of

make, date of manufacture etc. including their running conditions.

During the contract period, the same shall be operated and maintained by the Contractor including

supply of all spares, materials, labour, T&P etc. and including consumables like Engine oil, transformer

oil etc. complete. The maintenance and operation shall meet all the requirements of the concerned

statutory authorities. At the end of the Contract Period, the equipments/system shall be handed over

back to ESIC in the condition in which they were taken over, normal wear and tear accepted.

Note:- All breakdowns/faults shall be attended to immediately and rectified promptly.

Only genuine/original spare parts shall be used while carrying out the maintenance work. Any major

repair involving overhaul of engine, rewinding of motors, replacement of major

Components like compressor etc. are excluded from the scope of work and shall be paid for on actual.

However, if the repairs/replacement arises out of negligence of the Contractor or his staff, the same

shall be carried out by the Contractor at his own cost. Prior approval of the Engineer is to be obtained

for any such major repair/replacement skilled & safety devices are to be used for operation &

maintenance of Elect stairs & equipments & pumps and all electrical accessories. In case of lapse in

performing above duties & negligence in operation of equipments resulting in accidents/loss of life/

damage to equipments etc. It will be responsibility of the contractor to bear all losses at his own risk &

cost.

The contractor shall depute qualified and experienced staff for running and maintenance of the

Systems/Equipments.

The contractor shall follow all instructions conveyed to him by the concerned ESIC officials

regarding maintenance of the above.

Horticulture:-

The garden, lawn, potted plant etc. shall be taken over after listing out the same. The same shall be

maintained for the contract period. During this period, all inputs like manure, replacement of plant,

watering, clearing weeds, trimming, housekeeping etc. including all material labour and tools,

replacement plants etc. shall be provided so that the garden is maintaining in a neat and healthy

condition. The same shall be handed back to ESIC in such condition at the end of the contract period.


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ENCLOSURE - I

COMPLAINT REGISTRATION FORM

Date: _____________

Time: _____________

Nature of complaint: ___________________________________________________________________

Signature of Contractor: ___________________

Name and Address: ______________________

_____________________________

Complaint attended.

Date: ___________

Time: __________ From: ______________ To: ________________________

Certified that the complaint has been satisfactorily attended.

Contractor Complainant

Date:

To be submitted along with running bills.


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Enclosure -II

MAINTENANCE COMPLAINT REGISTER

Sl.No. Date & Time

Complainant Nature of complaint

Complaint attended Date & Time

Remarks Signature of Contractor


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Enclosure – III

Monthly report in respect of attending of the complaints

Name of Hospital……………………………….

It is hereby certified that M/s ……………………………………………………. has attended all the complaints sent to

the agency up to the month of …………………. 2012/2013.

Complaints received during the previous month of...……… ……2012/2013 have been attended to

satisfactorily and no complaints is pending.

Date…………

SIGNATURE OF ESIC/ENGINEER-INCHARGE

Stamp


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Enclosure –IV

Monthly Attendance in Daily Wise

Shift:

Shift Timing: DD/MM/YYYY:

Sl. No.

Name Designation IN time Out time Rmks.

Supervisor Technical Engineer/Head ESIC IN Charge

Note (i) Indicates ESIC/ Engineer /Maintenance In charge who will verify the attendance of staff

deployed for category 1 to 18 listed in format -IIIA.

(ii) Always check the Man power every & each Shift who will present in shift in charge & verified by ESIC.

(iii) When the manpower not came the duty cross (absent) the attendance sheet.


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Enclosure - V

FORM OF PERFORMANCE SECURITY BANK GUARANTEE BOND

1. In consideration of the ESIC having agreed under the term and conditions of the Agreement No.-

……………………… dated ……………………….made between ESIC and Second Party (hereinafter the said

Construction Agency ………………………………………………………………….. for the work …………………...here in after

called the said agreement ) to production of irrevocable bank guarantee for Rs……………………………………….

(Rupees…………………………………………………………………………………………………………………………………………) as a

security/Guarantee from the Construction Agency for compliance of his obligations in accordance

with the terms and conditions in the said agreement, We…………………………………………………………………………

(Hereinafter referred as to “the Bank” hereby) (Indicate the name of the bank)Undertake to pay to the

ESIC an amount not exceeding Rs…………………………………….. (Rupees ………………………………………………………

……………………………………………………………………… only) on demand by the ESIC.

2. We ………………………………………………………………………. do hereby undertake to pay the amounts due and

payable under this Guarantee without any demure, merely on a demand from the ESIC stating that the

amount claimed is required to meet the recoveries due or likely to be due from the Second Party. Any

such demand made on the Bank shall be conclusive as regards the amount due and payable by the bank

under this Guarantee. However, our liability under this guarantee shall be restricted to an amount not

exceeding Rs…………………………… (Rupees………………………………………………………………………………………….only).

3. We, the said bank further undertake to pay to the ESIC any money that is demanded

notwithstanding any dispute or disputes raised by the Second Party in any suit or proceeding pending

before any court or Tribunal relating thereto, a liability under this present being absolute and

unequivocal.

The payment so made by us under this bond shall be a valid discharge of a liability for payment there

under and the Second Party shall have no claim against us making such payment.

4. We ………………………………………………………………………………….. further agree that the guarantee herein

contained shall remain in full force and effect during the period that would taken for the performance of

the said agreement and that it shall continue to enforceable till all the dues of the ESIC under or by

virtue of the said agreement have been fully paid and its claims satisfied or discharged or Engineer-in-

Charge on behalf of the ESIC certified that the terms and conditions of the said agreement have

been fully and properly carried out by the said Second Party and accordingly discharges this guarantee.

5. We………………………………………………………………………………(indicate the name of Bank) further agree with

the ESIC that. The ESIC shall have the fullest liberty without our consent and without effecting in any

manner our obligations hereunder to very any of the terms and conditions of the said agreement or to

extend time of performance by the said contractor(s) from time to time or to postpone for any time or

from time to time any of the powers exercisable by the ESIC against the said Second Party and to bear or


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enforce any of the terms and conditions relating to the said agreement and we shall not be relieved

form our liability by reason of any such variation, or extension being granted to the said contractor or

for any forbearance, act of omission on the part of the ESIC or any indulgence by the ESIC to the said

contractors or by any such matter or thing whatsoever which under the law relating to sureties would,

but for this provision, have effect of so relieving us.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or the

contractor.

7. We ……………………………………………………………………………lastly undertake not to revoke this guarantee

except with the previous consent of the ESIC in writing.

8. This guarantee shall be valid up to ………………………………………..Unless extended on demand by ESIC.

Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs…………

………………….. (Rupees ……………………………………………………………………………………………………………………….only)

and unless a claim in writing is lodged with us within six months of the date of expiry of the extended

date of expiry of this guarantee all our liabilities under this guarantee shall stand discharged.

Date the …………………………………………… Day of ………………………………For …………………………………………………….

……………………………………………………… (Indicate the name of bank).


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Enclosure – VI

DETAILS OF THE EXISTING CONTRACTS:

Name and Address of the Organization, Name, Designation and Contact Telephone / Fax No. of the Officer concerned

Details regarding the Contract Including total Manpower deployed

Value of Contract (Rs.)

Duration of Contract

From

To

DD/MM/YYYY

DD/MM/YYYY

A

B

C

Additional information, If any

The above format may be used to provide requisite details.

Signature of Tenderer

Date: Name:

Place: Seal:

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Enclosure – VII

CONTRACT AGREEMENT

1. This CONTRACT (hereinafter called the “Contract”) is made the….......................... Day of the

month of …....................... 2012 between Employees’ State Insurance Corporation , Hospital Manesar

Gurgaon, IMT Sector- 03, Plot- 41 Haryana- 122050 on the one hand (hereinafter called the Employer)

and on the other hand …........................................................................................... (Hereinafter called the

Contractor).

Whereas

a. The Client has accepted the offer of the Contractor to provide certain services for the maintenance

of ……………………………………..….........................................................................................................................

….....................................................................................................................................................................

........................................................................................................................................................................

........................................................................................................................................................................

b. The Contractor, having represented to the client that they have the required professional skills,

personnel and technical resources, have agreed to provide the services on the terms and conditions set

forth in this Contract Agreement.

Now therefore the parties hereto hereby agree as follows:

c. The following documents attached hereto shall be deemed to form an integral part of this Contract:

1

Notice Inviting Tender & Instructions to Tenderers.

Annexure ‘A’

2 Scope of work. Annexure ‘B’

3 Resources Requirement. Annexure ‘C’

4 General Conditions of Contract. Annexure ‘D’

5 Particular Conditions of Contract along with Enclosure I, II , III, IV, V, VI & VII.

Annexure ‘E’

6 Details of Tenders, Experience of company, Minimum Manpower, Details of Staff, Declaration, Checklist.

Format I, II, III, IV, V, & VI.

7 Bill of Quantities for Operation & Maintenance, Housekeeping, & Miscellaneous works.

Financial Bid (Part B)


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2. The mutual rights and obligations of the Employer and the Contractor shall be as set forth in the

Contract, in particular:

a. The Consultants shall carry out the services in accordance with the provisions of the provisions of the

contract; and

b. The Client shall make payments to the Consultants in accordance with the provisions of the contract.

In witness whereof, the parties hereto have caused this contract to be signed in their respective names

as of the day and year first above written

FOR AND ON BEHALF OF [CLIENT]


MEDICAL SUPERINTENDENT

ESIC HOSPITAL MANESAR,

IMT SEC-03 PLOT NO.-41 GURGAON-122050

FOR AND ON BEHALF OF [CONTRACTOR]

………………………………………………………………………….

…........................................................................

…………………………………………………………………………

Witness Person

1. ……………………………………………

2. ………………………………………………

3. ………………………………………………
