BIDDING DOCUMENT

Service, Repair and Maintenance Contract of HVAC System Phase-III Building, LGH, Lahore.

OFFICE OF THE MEDICAL SUPERINTENDENTLAHORE GENERAL HOSPITAL, LAHORE.

PH.99264092-98Service, Operation and Maintenance Contract of HVAC System Phase-III Building

TENDER PRICE Rs. 1000.00 (NON-REFUNDABLE)

Scheduled to invitation to advertisement tender:Last Date and Time for Purchase of Tender 14-04-2018 At 02:00 PMLast Date and Time for Submission of Tender 16-04-2018 At 11:00 AMTender Opening Date & Time 16-04-2018 At 11:30 AM

1. Tender fee is Rs.1000/-(Non-refundable).2. The tender documents may be purchased from the Cashier of this hospital during working days, against

valid receipt, from 8:00 am to 2:30 pm after cash payment of Tender fee. 3. The detail of tender enquiry and terms & conditions will be received till 11:00 AM of 16-04-2018 which

will be opened on the same day at 11:30 AM in the presence of intending tenderers in the office of undersigned, by the committee nominated by the undersigned.

4. SINGLE STAGE TWO ENVELOPES BIDDING PROCEDURE:5. As per PPRA Rule No.38 (2) (a) “Single stage, two envelopes” bidding procedure shall be adopted as

follows:-6. The bid shall be a single package consisting of two separate envelopes, containing separately the financial

and the technical proposals: as per tender.7. The envelopes shall be marked as “FINANCIAL PROPOSAL” AND “TECHNICAL; PROPOSAL”,

separately, as per tender.8. In the first instance, the “Technical Proposal “shall be opened and the envelope marked as “Financial

Proposal” shall be retained unopened in the custody of the procuring agency:9. The procuring agency shall evaluate the technical; proposal in the manner prescribed in advance, without

reference to the price and shall reject any proposal which does not conform to the specified requirements;10. During the technical evaluation, no amendments in the technical proposal shall be permitted;11. After the evaluation and approval of the technical proposal, the procuring agency shall open publically the

financial proposal of the technically accepted bids, at time, date & venue announced and communicated to the bidders in advance, within the bid validity period.

12. The financial bids found technically non-responsive shall be returned un-opened to the respective bidders; and

13. The lowest evaluated bidder shall be awarded the contract.14. Repair/Procurement shall be governed by the Punjab Procurement Regulatory Rules (PPRA) 2014.15. The tenderers shall submit a deposit at call of 2% in the shape of CDR of the bid/ quoted/ estimate/ whole

price of the tender in the name of Medical Superintendent, Lahore General Hospital, Lahore along with the tender enclosed with the Financial Proposal, as per PPRA rules clause NO.27.The deposit at call shall be defaced/ without price photocopy enclosed in technical proposal.

16. The Firms are directed to quote their final rates, with detail of scope of work for repair and replacement parts.

17. The firm shall also be bound for warranty of repair & replaced parts for a period as decided of repair committee, duration would be started from the date of certificate of satisfactory performance by the End-User and In-charge of concerned department.

18. 02% CDR of the work order / Supply order value would be retained by this office and shall be released after completion of warranty period.

19. The Service, Repair Operation and Maintenance of HVAC System Phase-III Building may be examined on the spot by intended bidder after having appointment with In-charge of concerned department during working hours.

20. In case the date of opening or last date of sale is declared as a Public Holiday by the Government or Non- Working day due to any reason, the next official working day shall be deemed to be the date of sale and submission and opening of tenders accordingly. The time & venue shall remain the same.

21. The firm must submit the tender quotation with page marking. 22. The Attested Photostats copies of following documents must be attached with technical proposal.

a. CNICb. National Tax No. Certificate c. Punjab Sale Tax (PST)d. CDR/Bank Drafte. Undertaking Certificate Regarding Blacklisting

23. Tax deductions etc. will be according to Government Rules.

Medical Superintendent,

Lahore General Hospital, Lahore. PH.042-99264092-98

KNOCK OUT CLAUSES

1 Original receipt for purchase of tender.    

2An affidavit on legal stamp paper of Rs. 100/- that their firm has not been blacklisted in the past on any ground by any Government ( Federal , Provincial)

3 Acceptance of terms and conditions, tender documents duly signed and stamped.   

4 Company profile    

5 Price should not be mentioned on technical bid.    

6 Bank statement/ Balance sheet.

7 The bidder shall submit the authority letter in favor of person or persons with their cell numbers, who will sign the bid and attend the relevant meetings.

8 The Bidder will attach 2% CDR/ Bank Guarantee/Pay Order/Demand Draft with the financial bid and also attach the defaced photocopy with the technical bid.

9 Registration with Pakistan Engineering Council (PEC) in relevant category

FORM OF CONTRACT:This CONTRACT “Service, Repair Operation and Maintenance of HVAC System Phase-III Building” is made for one year w.e.f to , with BOM Approval vide letter No

.

Medical Superintendent, Lahore General Hospital, Lahore and M/S __________________, having its registered office at ______________________, Lahore.

The Lahore General Hospital and the M/S ___________________________.

WHEREAS

(a) the Procuring agency has requested the Service Provider to provide certain services as defined in the Scope of Services attached to this Contract “Service, Repair, Operation and Maintenance of HVAC System Phase-III Building.

(b) the M/S ___________________, having represented to the Lahore General Hospital, Lahore that they have the required professional skills, technical and financial resources, have agreed to provide the Services on the terms and conditions set forth in this Contract for amount of Rs. _______________ for one year

NOW THEREFORE the parties hereto hereby agree as follows:

The mutual rights and obligations of the Lahore General Hospital, Lahore and the M/S ___________________ shall be as set forth in the Contract, in particular:

(a) The M/S ____________________shall carry out the Services in accordance with the Scope of Service and provisions of the Contract; and

(b) The Lahore General Hospital, Lahore shall make payments, if any, to the Service Provider in accordance with the provisions of the Contract.

.

Section A: General Conditions of Contract (GCC)

1. General Provisions

1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:

a) Not used.

b) “Contract” means the Contract signed by the Parties, to which these General Conditions of Contract (GCC) are attached, together with all the documents listed in Clause 1 of such signed Contract;

c) “Contract Price” means the price to be paid for the performance of the Services, in accordance with Clause 6;

d) “Procuring agency” means the party who employs the ServiceProvider

e) “Foreign Currency” means any currency other than the currency of the country of the Procuring agency;

g) “GCC” mean these General Conditions of Contract;

h) “Government” means the Government of the Punjab;

i) “Local Currency” means Pak Rupee (PKR);

j) “Member” in case the Service Provider consist of a joint venture of more than one entity, means any of these entities; “Members” means all these entities, and “Member in Charge” means the entity specified in the Special Conditions to act on their behalf in exercising all the Service Provider’ rights and obligations towards the Procuring agency under this Contract;

k) “Party” means the Procuring agency or the Service Provider, as the case may be, and “Parties” means both of them;

l) “Personnel” means persons hired by the Service Provider as employees and assigned to the performance of the Services or any part thereof;

m) “Service Provider” is a person or corporate body who’s Proposal to provide the Services has been accepted by the Procuring agency;

n) “Service Provider’s Proposal” means the completed Proposal document submitted by the Service Provider to the Procuring agency

o) “SCC” means the Special Conditions of Contract by which theGCC may be amended or supplemented;

p) “Specifications” means the specifications of the service included in the Proposal document submitted by the Service Provider to the Procuring agency

q) “Services” means the work to be performed by the Service Provider pursuant to this Contract, as described in Section C – Scope of services, Proposal document and attached Annexures

1.2 Applicable Law The Contract shall be interpreted in accordance with the laws ofIslamic Republic of Pakistan.

1.3 Language This Contract has been executed in the language specified in the SCC, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.

1.4 Notices Any notice, request, or consent made pursuant to this Contract shall be in writing and shall be deemed to have been made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent by registered mail, telex, telegram, or facsimile to such Party at the address specified in the SCC.

1.5 Location The Services shall be performed at such locations as are specified in Section C – Scope of services and/or Appendix D, in the specifications and, where the location of a particular task is not so specified, at such locations, whether in the Government’s country or elsewhere, as the Procuring agency may approve.

1.6 AuthorizedRepresentatives

Any action required or permitted to be taken, and any document required or permitted to be executed, under this Contract by the Procuring agency or the Service Provider may be taken or executed by the officials specified in the SCC.

1.7 Inspection and Audit by the Procuring Agency

The Service Provider shall permit the Procuring Agency to inspect its accounts and records relating to the performance of the Services and to have them audited by auditors appointed by the Procuring Agency, if so required.

1.8 Taxes andDuties

The Service Provider and their Personnel shall pay such taxes, duties, fees, and other impositions as may be levied under the Applicable Law

2. Commencement, Completion, Modification, and Termination of Contract

2.1 Effectiveness ofContract

2.2 Commencement of Services

2.2.1 WorkProgram

2.2.2 StartingDate

2.3 IntendedCompletion Date

This Contract shall come into effect on the date the Contract is signed by both parties and such other later date as may be stated in the SCC.

Before commencement of the Services, the Service Provider shall submit to the Procuring agency for approval a Work Program showing the general methods, arrangements, order and timing for all activities.

The Services shall be carried out in accordance with the approved Work Program as updated.

The Service Provider shall start carrying out the Services seven (07) days after the date of the Contract becomes effective, or at such other date as may be specified in the SCC.

Unless terminated earlier pursuant to Sub-Clause 2.6, the Service Provider shall complete the activities by the Intended Completion Date, as is specified in the SCC. If the Service Provider does not complete the activities by the Intended Completion Date, it shall be liable to pay liquidated damage as per Sub-Clause 3.8. In this case, the Completion Date will be the date of completion of all activities.

2.4 Modification Modification of the terms and conditions of this Contract, including any modification of the scope of the Services or of the Contract Price, may only be made by written agreement between the Parties.

2.5 Force Majeure

2.5.1 Definition For the purposes of this Contract, “Force Majeure” means an event which is beyond the reasonable control of a Party and which makes a Party’s performance of its obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances.

2.5.2 No Breach of Contract

2.5.3 Extension of Time

The failure of a Party to fulfill any of its obligations under the contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event.

Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.

2.6 Termination2.6.1 By the

Procuring agency

The Procuring agency may terminate this Contract, by not less than thirty (30) days’ written notice of termination to the Service Provider, to be given after the occurrence of any of the events specified in paragraphs (a) through (d) of this Sub-Clause 2.6.1:

(a) if the Service Provider does not remedy a failure in the performance of its obligations under the Contract, within twenty-one (21) days after being notified or within any further period as the Procuring agency may have subsequently approved in writing;

(b) if the Service Provider become insolvent or bankrupt;

(c) if, as the result of Force Majeure, the Service Provider is unable to perform a material portion of the Services for a period of not less forty-five (45) days; or

(d) if the Service Provider, in the judgment of the Procuring agency has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this sub-clause, the terms set forth constitute corrupt or fraudulent activity:

i. “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official, service provider or contractor in the procurement process or in contract execution to the detriment of the procuring agency; or misrepresentation of facts in order to influence a procurement process or the execution of a contract;

ii. “fraudulent practice” is any act or omission, includingmisrepresentation, that knowingly or recklessly misleads,

2.6.2 By the Service Provider

or attempts to mislead, a party to obtain financial or other benefit or to avoid an obligation;

iii. “collusive practices” is an arrangement among service providers (prior to or after proposal submission) designed to establish proposal prices at artificial, non-competitive levels for any wrongful gain, and to deprive the procuring agency of the benefits of free and open competition, and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty;

iv. “coercive practices” is impairing or harming, or threatening to impair or harm, directly or indirectly, any person or the property of the person (participant in the selection process or contract execution) to influence iscussion the actions of that person;

v. “obstructive practice” is iscussion destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements before investigators in order to materially impede an investigation into iscussion of a corrupt, fraudulent, coercive or collusive practice; or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation, or acts intended to materially impede the exercise of the Client’s inspection and audit rights.

The Service Provider may terminate this Contract, by not less than thirty (30) days’ written notice to the Procuring agency, such notice to be given after the occurrence of any of the events specified in paragraphs (a) and (b) of this Sub-Clause 2.6.2:

(a) NOT USED

(b) if, as the result of Force Majeure, the Service Provider is unable to perform a material portion of the Services for a period of not less than sixty (60) days

2.6.3 Suspension of Payment

NOT USED

3. Obligations of the Service Provider

3.1 General The Service Provider shall perform the Services in accordance with the Specifications and Scope of Services, and carry out its obligations with all due diligence, efficiency, and economy, in accordance with generally accepted professional techniques and practices, and shall observe sound management practices, and employ appropriate advanced technology and safe methods. The Service Provider shall always act, in respect of any matter relating to this Contract or to the Services, as faithful adviser to the Procuring agency, and shall at all times support and safeguard the Procuring agency’s legitimate interests in any dealings with Subcontractors or third parties.

3.2 Conflict ofInterests

3.2.1 Service Provider Not to Benefit from Commissions and Discounts.

3.2.2 Service Provider and Affiliates Not to be Otherwise Interested in Project

The remuneration of the Service Provider pursuant to Clause 6 shall constitute the Service Provider’s sole remuneration in connection with this Contract or the Services, and the Service Provider shall not accept for their own benefit any trade commission, discount, or similar payment in connection with activities pursuant to this Contract or to the Services or in the discharge of their obligations under the Contract, and the Service Provider shall use their best efforts to ensure that the Personnel, any Subcontractors, and agents of either of them similarly shall not receive any such additional remuneration.

The Service Provider agree that, during the term of this Contract and after its termination, the Service Provider and its affiliates, as well as any Subcontractor and any of its affiliates, shall be disqualified from providing goods, works, or Services (other than the Services and any continuation thereof) for any project resulting from or closely related to the Services.

3.2.3 Prohibition of Conflicting Activities

Neither the Service Provider nor its Subcontractors nor the Personnel shall engage, either directly or indirectly, in any of the following activities:

(a) during the term of this Contract, any business or professional activities which would conflict with the activities assigned to them under this Contract;

(b) during the term of this Contract, neither the Service Provider nor their Subcontractors shall hire such public employees, in active duty or on any type of leave, which would conflict with the activities assigned to service provider to perform any activity under this Contract;

(c) after the termination of this Contract, such other activities as may be specified in the SCC.

3.3 Confidentiality The Service Provider, its Subcontractors, and the Personnel of either of them shall not, either during the term or within two (2) years after the expiration of this Contract, disclose any proprietary or confidential information relating to the Project, the Services, this Contract, or the Procuring agency’s business or operations without the prior written consent of the Procuring agency.

3.4 Insurance to be Taken Out by the Service Provider

3.5 Service Provider’s Actions Requiring Procuring agency’s Prior Approval

3.6 ReportingObligations

3.7 Documents Prepared by the Service

The Service Provider (a) shall take out and maintain, and shall cause any Subcontractors to take out and maintain, at its (or the Subcontractors’, as the case may be) own cost but on terms and conditions approved by the Procuring agency, insurance against the risks, and for the coverage, as shall be specified in the SCC; and (b) at the Procuring agency’s request, shall provide evidence to the Procuring agency showing that such insurance has been taken out and maintained and that the current premiums have been paid.

The Service Provider shall obtain the Procuring Agency’s prior approval in writing before taking any of the following actions:

(a) entering into a subcontract for the performance of any part of the Services,

(b) appointing such members of the Personnel not listed by name in Scope (“Key Personnel”),

(c) changing the Program of activities; and

(d) any other action that may be specified in the SCC.

The Service Provider shall submit to the Procuring agency the reports and documents specified in Scope in the form, in the numbers, and within the periods set forth in the said scope.

All plans, drawings, specifications, designs, reports, and other documents and software submitted by the Service Provider in accordance with Sub-Clause 3.6 shall become and remain the

Provider to Be the Property of the Procuring agency

property of the Procuring agency, and the Service Provider shall, not later than upon termination or expiration of this Contract, deliver all such documents and software to the Procuring agency, together with a detailed inventory thereof. The Service Provider may retain a copy of such documents and software. Restrictions about the future use of these documents, if any, shall be specified in the SCC.

3.8 LiquidatedD

amages/Penalties

3.8.1 Payments of Liquidated Damages / Penalties

2 Correction for Over- payment

.3 Liquidated Damages due to Lack of performance

3.9 PerformanceSecurity

3.10 Provision of Utilities

3.11 Site Inspection

If the Service Provider has not corrected a Defect within the time specified in the Procuring agency’s notice, a liquidated damage or penalties for lack of performance will be paid by the Service Provider. The amount to be paid will be specified in the SCC.

The Service Provider shall provide the Performance Security to the Procuring agency no later than 07 days of the issuance of Letter of Acceptance or any other date specified in the Letter of acceptance. The Performance Security shall be issued in an amount and form a bank or surety acceptable to the Procuring agency, and denominated in the types and proportions of the currencies in which the Contract Price is payable. The performance Security shall be valid until a date 28 days from the Completion Date of the Contract in case of a bank guarantee.

The Service Provider shall be responsible for the provision of utilities like electricity, water and sanitation for his staff and labour.

The Service Provider shall be responsible for the inspection of Site at its own risk and cost. The Service Provider shall satisfy himself for the adequacy, sufficiency and correctness of data provided by the Procuring agency and in no case Procuring agency shall be held responsible for such data.

4 . Service Provider’s Personnel

4.1 Description ofPersonnel

4.2 Removal and/or Replacement of Personnel

The titles, agreed job descriptions, minimum qualifications, and estimated periods of engagement in the carrying out of the Services of the Service Provider’s Key Personnel are described in Scope of services

(a) If the Procuring agency finds that any of the Personnel have (i) committed serious misconduct or have been charged with having committed a criminal action, or (ii) have reasonable cause to be dissatisfied with the performance of any of the Personnel, then the Service Provider shall, at the Procuring agency’s written request specifying the grounds thereof, provide as a replacement a person with qualifications and experience acceptable to the Procuring agency.

(b) The Service Provider shall have no claim for additional costs arising out of or incidental to any removal and/or replacement of Personnel.

5. Obligations of the Procuring Agency

5.1 Assistance andExemptions

5.2 Changes in the Applicable Law

5.3 Services andFacilities

The Procuring agency shall use its best efforts to ensure that the Government shall provide the Service Provider such assistance and exemptions as specified in the SCC (if any).

If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties which increases or decreases the cost of the Services rendered by the Service Provider, then the remuneration and reimbursable expenses otherwise payable to the Service Provider under this Contract shall be increased or decreased accordingly by agreement between the Parties, and corresponding adjustments shall be made to the amounts referred to in Sub-Clauses 6.2 (a) or (b), as the case may be.

The Procuring agency shall make available to the Service Provider the services and facilities listed under Section – C, Scope of Services.

6. Contract Price and Payments Terms

6.1 Contract Price The Procuring Agency shall pay to the Service Provider lump sum fixed Contract Price, as mentioned in Appendix-A [Contract Price and Payment Schedule] of the Contract, and as full and complete remuneration for performance of the Services as per terms and conditions of the Contract and up to entire satisfaction of the Procuring Agency.

The Contract Price is inclusive of all taxes, duties, fees, levies and other government caused costs as applicable of Effective Date.

6.2 Payment Terms Payments to the Service Provider shall be made as per schedule specified in the Appendix- A [Contract Price and Payment Schedule] of the Contract.

The Service Provide shall submit invoices as per Appendix-A [Contract Price and Payment Schedule] of the Contract, which will be duly verified by the Client Representative within seven (7) days. Payment against the verified invoice will be made within forty five (45) days of receipt of the correct monthly invoice after deduction of Income tax and other applicable taxes as per Government rules.

6.3 Payment for Additional Services

as may be agreed under Sub-Clause 2.4, a breakdown of theprice is to be provided in Appendix C.

7. Quality Control

7.1 IdentifyingDefects

7.2 Correction of Deficiencies, and Non- Performance Penalty

The principle and modalities of inspection of the Services by the Procuring agency shall be as indicated in the SCC and scope of services. The Procuring agency shall check the Service Provider’s performance and notify him of any Defects that are found. Such checking shall not affect the Service Provider’s responsibilities.

The Procuring agency may instruct the Service Provider to search for a Defect and to uncover and test any service that the Procuring agency considers may have a Defect.

(a) The Procuring agency shall give notice to the Service Provider of any Defects before the end of the Contract. The Contract period shall be extended for as long as Deficiencies remain to be corrected.

(b) Every time notice of Deficiency is given, the Service Provider shall correct the notified Deficiency within the length of time specified by the Procuring agency’s notice.

(c) If the Service Provider has not corrected a Deficiency within the time specified in the Procuring agency’s notice, the Procuring agency will assess the cost of having the Deficiency corrected, the Service Provider will pay this amount, and a Penalty for Non- Performance calculated as described in Sub- Clause 3.8.1

8. Settlement of Disputes

8.1 Amicable Settlement The Parties shall use their best efforts to settle amicably all disputes arising out

of or in connection with this Contract or its interpretation.

8.2 DisputeSettlement If the Parties are unable to settle Dispute within 28 days, either Party shall have the

right to provide written notice of the Dispute to the other Party. Upon a receipt of such notice, the senior management officials of the Parties (the “Resolution Committee” – consisting of two senior level officials from each Party), shall confer with one another and attempt to resolve the same by amicable discussion. If the Resolution Committee fails to resolve the issue within the 21 working days, the same shall be referred to the Grievance Redressal Committee formed by Specialized Healthcare and Medical Education Department, Government of Punjab (the “Grievance Redressal Committee”). Such Grievance Redressal Committee shall resolve the dispute within 21 working days. The decision of Grievance Redressal Committee shall be final and binding on both the Parties

Section B. Special Conditions of Contract

Number ofGC Clause

Supplements to, Clauses in the General Conditions of Contract

1.1 The Service Provider name is:

M/S _____________________________

1.1 The Procuring agency is :

Lahore General Hospital, Lahore

1.2 The Applicable Law is:

L a w s o f Is l a m ic Re pu b l i c of P a k istan

1.3 The language is:

E n gl i s h

1.4 The addresses are:

Procuring agency:

Lahore General Hospital, Lahore.Attention: Medical Superintendent

Tel: 04299264036

Service Provider: M/S ___________________________.

Number ofGC Clause

Supplements to, Clauses in the General Conditions of Contract

2.1 The tentative date on which this Contract shall come into effect is .

2.2.2 The tentative Starting Date for the commencement of Services is .

2.3 The Intended Completion Date is:1 year Contract from the commencement of Services.

3.8.3Sr. No Description Performance Liquidated

Damages (Pakistani Rupees)1. Maintenance personnel(s)

deployed under the C ontract is (are) absent

PKR 2000 / day per person

2. Un resolved defect after expiry of notice period

PKR. 5000 / day per complaint

3. Any other non-compliance under the contract

PKR 2000 per event

In case of any Liquidated Damages and/or penalties imposed on the Service Provider, the Service Provider upon written instruction of the Procuring Agency shall pay the such amount(s) within 7 days of receipt of such instruction. The payment of Liquidated Damages and /or Penalties shall not release the Service Provider from performance of its obligation under the Contract.

Section C: Scope of Services

I. Service Provider shall be responsible for round the clock operation of complete HVAC and allied systems, including complete servicing and maintenance of all the equipment’s, as well as controls, components and accessories including minor and major repairs, daily, monthly, biannually and annual overhauling, servicing, repair and maintenance.

II. Service Provider shall operate the HVAC System and shall ensure effective air conditioning in all the areas of building 24-hours a day, 7-days a week and 365-days a year with-out any exception or interruption. It is agreed between the parties that the HVAC system shall also operate on Sundays as well as on any public listed and /or gazette holidays.

III. Only water, gas and electricity will be provided by the Procuring Agency.IV. Service Provider shall visit and inspect the hospital’s HVAC’s systems along with allied components

and shall submit in its Financial Proposal.V. Service Provider shall operate and maintain the HVAC system round the clock (24-Hours) and as

scheduled by the hospital authority. VI. Service Provider shall handover all the HVAC systems in satisfactory working condition to the

hospital at the expiry of the contract. VII. Service Provider shall be responsible for rectifying of faults at the earliest possible at their own

expenses any and all defects and faults which may develop at any time during contract period.VIII. The required all kind of parts/consumable items will be provided by the Service Provider at no further

cost and Service Provider guarantees the availability of spare parts and other consumable items required for smooth operation of HVAC systems.

IX. All the replacements will be handed over to the hospital authority.X. The Service Provider shall ensure 24/7.

XI. Service Provider shall, for Procuring Agency’s approval, submit within seven days of the Effective Date to daily, monthly, biannually and annual overhauling, servicing, repair and maintenance schedules for entire HVAC systems (including allied equipment) of the Hospital. The Procuring Agency shall review and comment/approve all such Schedule. Once all comments of the Procuring Agency are incorporated, Procuring Agency approve such schedule. Service Provider shall ensure its compliance with all approved schedules.

XII. Service Provider shall perform all maintenance works asi. Prescribed by the equipment manufacturer’ manual,

ii. per good industry practice,iii. per recommended / approved by the Procuring Agency andiv. as per terms and conditions of this Contract.

XIII. Along with other, the Service Provider shall perform following maintenance and repair works without any additional cost to the Procuring Agency;

XIV. All replaced parts will be handed over to works Department/Store Keeper of this Hospital. General:

(a) Washing and cleaning all kind of filters according to the schedule and replacement at their own cost.

(b) Flushing and cleaning of strainers of water system monthly basis and replacement of their parts/complete valves/strainers at their own cost if required.

(c) Repair/Replacement of parts and Servicing of automatic safety controls of equipment and HVAC System and repair/ replacement of their defective parts at their own cost.

(d) Checking of oil and other lubricant levels and changing the same when required at their own cost for all the equipment components.

(e) Checking of belt driven parts of the equipment, adjustment of belt tension, alignment and replacement of belts at their own cost as and when required.

(f) Checking of water levels and level control valves and repair replacement of these valves.(g) Change of all kind of parts due to normal wear and tear whenever necessary.(h) Adjustment of lubrication/greasing of bearings, glands of the equipment at their own cost.(i) Rewinding of all kind of electric motor replacement of their bearings/pullies at their own cost.(j) Repair replacement of part of all kinds of pumps at their own cost.

Plant Room:(a) Checking for the working of all electrical/electronic and mechanical components of the HVAC

Systems and equipment.(b) Maintenance of daily operation log sheets.(c) Any part of HVAC System which is required to replace/service/maintenance will be rectify by the

Service Provider within response time.(d) Replacement of electrical/electronic/mechanical/HVAC components required for smooth

operation of HVAC System at their own cost.Absorption Chiller:

(a) Chemical and mechanical cleaning of condenser, absorber evaporator tubes.(b) Monthly/weakly chemical dosing (lithium molibidate, ethanol alcohol, lithium hydroxide, lithium

bromic acid, de-scalar, neutralizer, etc) at their own cost.(c) Re-filing of chemical if deemed(d) Repair replacement of electronic/electrical/mechanical components (gasket diaphragms, air

pressure switches, uv sensor, temperature sensor, chillers valves etc) at their own cost.(e) Repair/Replacement of parts and Adjustment/calibration of automatic and safety controls.

Water pumps:(a) Servicing of all water pumps(b) Adjustment of glands and bearings.(c) Repair / replacement of defective parts/pumps at their own cost.

Cooling towers:(a) Servicing of cooling towers.(b) Repair / replacement of parts (tower fan blade, tower electromechanical system, all kind of valves

and etc) of cooling towers.Air handling units:

(a) Flushing and cleaning of water coils at their own cost.(b) Checking and adjustment of dampers(c) Checking and adjustment of fan bearings and belts.(d) Repair replacement of defective parts (compressors, bearings, belts, pullies, rewinding of motors,

digital automatic/manual temperature controllers, thermometer, fan blades, pressure gauges, drier filters, fresh/return air filters and etc ).

Electric Motors and Starters:(a) Cleaning and checking of all components.(b) Cleaning and adjustment of contactor, relays and etc.(c) Checking of earthing.(d) Checking of motor wiring insulation with meager.(e) Repair replacement of defective parts (rewinding, bearing, belts, and their fitting accessories and

etc.)Electric control boards and electric systems:

(a) Checking and servicing of all circuits breakers, fuses, contactors, relays, overload relays and Repair/Replacement of parts and safety devices.

(b) Checking of wiring insulation and connections.(c) Repair replacement of parts (circuits breakers, fuses, contactors, relays, overload relays, phase

sequence relay, timers, connection strips, CT/PT coils, selector switch, ampere/volt meter, bus bars and other safety devices).

Building Control Management System

(a) Repair/Replacement of all components, Motherboards, PLC Cards & etc of building control Management system.

(b) Troubleshooting & reprogramming of building control Management system.(c) Repair Replacement of all kind of safeties.

Piping system: (a) Cleaning and flushing of all piping systems including chemical cleaning at their own cost.(b) Servicing of all valves strainers etc.(c) Repair of insulation jacketing and covering of all insulated piping.(d) Repair replacement of parts (all kind of; valves disk, spindle, handle, socket, elbow, strainer,

gland dories, and etc)AHUs of HVAC System:

(a) Cleaning and flushing of units(b) Servicing of units.(c) Repair replacement of parts (MCCBs, Control breakers, overload relays, magnetic contactors,

refrigerant gas, refrigerant copper pipe, pressure gauges, compressors 4-tons to 56 tons, control kits, PLCs, phase sequence relays, control relays, service main/control electrical wirings, rewinding of motors and etc)

Ducting System:(a) Cleaning of ducts and diffusers.(b) Repair maintenance of duct system.(c) Repair replacement of parts (fabrication of duct, canvas insulation, cladding, glass wool,

diffusers, and etc.).Miscellaneous:

(a) General Service of all Units.(b) Maintenance of cooling tower with adjustment of pullies.(c) Gas charging of HAVC and AC units complete with pressure testing and repair of leakages etc.(d) Recalibration of control panels and adjustment of controls and frequency invertors.(e) Servicing of gate valve and repair replacement of their parts.(f) Repair of water storage tank of cooling towers complete in all respects at their on cost.(g) Anything else required for smooth running of HVAC systems.

2. Up-Time Guarantee:

a) Service Provider shall be ensure to keep down time of the HVAC system to minimum but guarantee a minimum 95% uptime during the period of Contract. Uptime percentage will be calculated by dividing system in service department wise. Should the HVAC systems fail the achieve 95% uptime, then a penalty will be applied according to following schedule;-

UP-Time Penalty95-100% None85-94% Extension of contract at no further cost

By down time x factor 1.584% & Below Extension of contact at no further cost

“By down time x factor 2.0” or “Termination of the Contract and recovery of all losses from the Service Provider” as the Procuring Agency may consider appropriate.

b) Down time will start when the Procuring Agency notifies the defect to the Service Provider verbally or in writing. The response time of 48-hours will be considered as normal.

c) The Procuring Agency jointly with the Service Provider, shall measure system performance after every three (3) months (quarterly basis) during the period of Contract. At the end of quarter during the period of the Contract “uptime percentage” will be calculated as per clause 2(a) above and penalties shall be imposed on the Service Provider. Notwithstanding anything contrary hereinafter, if at any

time during the period of the Contract, the Procuring Agency acting reasonable discovers that the Service Provider may not achieve 84% up time during the year, the Procuring Agency shall notify to the Service Provider to make arrangement to ensure at least 84% up time for the year within 30 days. If the Service Provider remains unable to make such arrangements up to the satisfaction of the Procuring Agency within 30 days, the Procuring may terminate the Contract and shall recovery all losses from the Service Provider.

d) Shutdown of the system for pre-scheduled maintenance with prior approval of the Procuring Agency shells not be treated as down time.

e) For the Avoidance doubts, imposition of such down town penalties shall be in addition to imposition of “Liquidated Damages for Lack of Performance” under Clause 3.8.3 of General Conditions of the Contract and under same clause of Particular Conditions of Contract.

Part III – Appendices

APPENDIX A — CONTRACT PRICE AND PAYMENT SCHEDULE

APPENDIX B — KEY PERSONNEL, RATE LIST AND EQUIPMENT

APPENDIX C — COST BREAKDOWN AND PERFORMANCE GUARANTEE FORM (5% CDR of contract amount.)

3

Appendix A — CONTRACT PRICE AND PAYMENT SCHEDULE

1. Contract Price

Sr. DescriptionUnits (years) Amount (PKR)

1 Annual Maintenance Cost (including parts and consumables) excluding Annex-A

1

Contract Price

2. Payment Schedule

Procuring Agency shall pay Contract Price to the Service Provider in twelve (12) equal monthly installment at the end of each calendar month in which the Service provider will have provided Service accordance with the Contract and up to entire satisfaction of the Procuring Agency. For the avoidance of doubt, such payments will be paid on pro-rata basis for the months in which Services are provided for part of the month.

Appendix B — Key Personnel, Utilities and Equipment

List under: B-1 minimum qualifications of Personnel to be assigned to work, and staff-

months for each.

B-2 Tentative List of Equipment, with specifications, to be provided by serviceprovider. Service providers shall provide brochure/sample at time ofproposal opening. Procuring agency will assess the sample/brochure.Service provider will provide approved sample if the contract is awardedto him

B-1

Sr. # Manpower Description Qualification & Experience Nos.

1.Site Engineer - B.Sc. Mechanical/Mechtronic/Electrical Engineering

having at least 03 year experience of Repair Operation and Maintenance of HVAC. OR

- B-Tech Hons Mechanical/Electrical Engineering having at least 05-year experience of Repair Operation and Maintenance of HVAC.

01

2.Shift Supervisor - DAE Mechanical/Electrical/ HVAC

at least 3 years of relevant experience 1 Per Shift

3 Operator - DAE Mechanical/Electrical/ HVAC at least 2 years of relevant experience

1 Per Shift

4 Electrician - TTC Diploma/Certificate Holder of Electricianhaving at least 2 years of relevant experience

1 Per Shift

B- 2

Sr. Description

Number Required (Mandatory)

Penalty charges in case of non-availability of

equipment/tools (in Rs.)

1 PKR 10,000 per equipment/tools/day

2

3

4

Pleas attached list of tools/equipment.

Annexure-A

S. # NAME OF ITEMS WITH SPECIFICATIONS1. Replacement of Evaporators2. Rewinding of Electric Motor Greater Than 05HP3. Replacement of Main circuit Breakers beyond 100Ampair Capacity.4. Air Circuit Breaker (ACB)

Note:Above mentioned items will be excluded subject to working of all safeties however if found any negligence or safety bypassed by the Contractor/firm/worker of the firm then firm will be responsible for repair/replacement of HVAC System including above mentioned all items. Further penalty will also be imposed to firm as decided by committee.