Tender No. 02/2014 – 15 Date: 09-07-2014

TENDER DOCUMENT

(Includes both Technical & Financial bid documents)

Name of Work

Providing Ambulance, Hearse Van, Freezer Box, Wellness van

Services at ESIC Hospital, Vannarpettai,

Tirunelveli.

Issued To:

M/s...............................................................

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

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

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

PH/Mb No..................................................

Signature of the issuing authority with seal

E S I C Hospital

EMPLOYEES’ STATE INSURANCE CORPORATION

- 627 003

Vannarpettai, Tirunelveli, Tamil Nadu - 627 003

Office:0462-2502199

Fax:0462-2502399

Email :ms-tirunelveli@esic.in Website : www.esic.nic.in

Table of Contents

Sl.No. Description Page No.

1 Tender Notification 1

2 Introduction and Scope of work 2

3 General conditions of contract 3 & 4

4 Eligibility criteria 5

5 Instruction to Tenderers on filling Tender document 6 & 7

PART-A (Technical Bid)

7 Cover page 8

8 Annexure “A” 9

9 Annexure “B”, “C” & “D” 10

PART-B (Financial Bid)

10 Cover page 11

13 Financial bid 12

14 Check list of documents 13

Signature of contractor with seal.

E S I C Hospital

EMPLOYEES’ STATE INSURANCE CORPORATION

- 627 003

Vannarpettai, Tirunelveli, Tamil Nadu - 627 003

Office:0462-2502199

Fax:0462-2502399

Email :ms-tirunelveli@esic.in Website : www.esic.nic.in

{1} TENDER NOTIFICATION

Applications are invited from competent & interested Registered Ambulance service providers for providing Ambulance, Hearse van, Freezer box and wellness van services at ESIC Hospital, Vannarpettai, Tirunelveli. The bid documents under two envelope system will be issued to the bidder who meet the stipulated requirements.

Sl. No

Name of the Work Providing Ambulance, Hearse van, Freezer box and wellness van services at ESIC Hospital, Vannarpettai, Tirunelveli – 627 003.

1. Duration of Work One Year

2.

Amount of E.M.D – details provided as below. DD in favor of “ESIC Fund Account No.I”

payable at Tirunelveli, returnable without any interest to the unsuccessful bidders.

A. Ordinary Ambulance with driver & stretcher bearer with Oxygen Cylinder & Mask.

1(One) Ambulance on PARKING BASIS round the clock (24 x 7 x 365) at our hospital.

EMD amount for both A and B - Rs.10,000(Rupees Ten Thousand Only) B. Ambulance with driver &

stretcher bearer ICU Ambulance – ON CALL BASIS

C. Hearse Van with driver ON CALL BASIS EMD Rs.1000/-(Rupees One Thousand only)

D. Freezer Box PER HOUR BASIS EMD Rs.1000/-(Rupees One Thousand only)

E. Wellness van ON CALL BASIS EMD Rs.1000/-(Rupees One Thousand only)

3. Cost of tender document

Rs.210/-(Rupees Two Hundred and ten Only) inclusive of VAT (DD in favor of 'ESIC fund A/c No.I Payable at Tirunelveli) (Contractors downloading tender document from the website shall submit the DD along with the Sealed technical bid)

4. Date of issue of tender applications

*From 09-07-2014 to 23-07-2014

On all working days between 9.00 AM and 2.30 PM

5. Last date for receipt of completely filled tender applications

* 24-07-2014, 01.00PM(Tender box placed in the chamber of the Medical Superintendent)

6. Date and Time of opening of Tender(Technical Bid)

* 24-07-2014, 03:00 PM

7. Date and Time of opening of Tender(Financial Bid)

* Will be communicated through suitable media after completion of Technical bid analysis.

Note: *In case the said date/s, happen to be a holiday for any reason, the activity will be held on the immediate next working day at the same time & place & as a consequence any change/s in the date/s of the subsequent activities will be informed through suitable media to all concerned.

Selection of the agency will be at the sole discretion of the competent authority of the ESIC who reserves its right to accept or reject any or all the proposals without assigning any reasons.

The tender documents for the above work can be obtained from ESIC Hospital, Tirunelveli, Tamil Nadu or can also be downloaded from www.esichennai.org OR www.esic.nic.in

Sd/- MEDICAL SUPERINTENDENT

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INTRODUCTION

ESIC Hospital, Vannarpettai, Tirunelveli is a 50 – 50 bedded multi-disciplinary hospital

under the Ministry of Labour & Employment, Govt. of India.

The hospital is in need of ambulances, hearse vans & freezer box services on

PARKING, ON CALL & PER CASE BASIS, as applicable, on 24 x 7 x 365 basis, for our

hospital towards rendering service to our insured persons.

Interested parties may apply by downloading the application and other details from our website.

SCOPE OF WORK

The aim and objective is to provide a quality service of Ambulance, Hearse van, Freezer box

and Wellness van services to our hospital. The contractor has to ensure that the staff deployed by them

is dressed in neat and clean uniform with the name & logo of the service provider. The staff deputed for

work should not have any kind of criminal or adverse record and they should be well-behaved with both

the hospital staff & the insured people/visitors to the hospital. The Corporation reserves it's rights to

monitor, make surprise checks & verifications on all aspects of the work and the service provider shall

cooperate with the officials so authorized by the Corporation and furnish to them all records and

materials for inspection without demur. Details of the services needed are as mentioned below:

Sl.No. Particulars of Service Description

1.

Ordinary Ambulance(Tempo Traveler) with the driver & stretcher bearer with Oxygen Cylinder & Mask.

1(One) Ambulance on PARKING BASIS round clock(24 x 7 x 365) at our hospital.

2. ICU Ambulance(Tempo Traveler) with driver & stretcher bearer

ICU Ambulance – ON CALL BASIS

3. Hearse Van with driver ON CALL BASIS

4. Freezer Box PER HOUR BASIS 5. Wellness van ON CALL BASIS

Note:

The wellness van should have a seating capacity of 7 (seven) passenger besides the

seat for an attendant. It should be fitted with a patient examination couch along with

mattresses and have an under couch refrigerator of 100Lt.capacity. It should have enough

space available for keeping the posters/charts for information, education and counseling

purpose. It should also be fitted with rack for microscope and other small laboratory

equipments.

{3}

GENERAL CONDITIONS OF CONTRACT 1. Ambulance service should be provided to ESI beneficiaries as prescribed in scope of work above. 2. Tenderers may apply for all or any of the services described elsewhere in the tender document. 3. The vehicle Registration book, Insurance copy, Emission Certificate, Road Tax payment

certificate and Driver license should be available with the vehicle at all times. 4. One Ordinary Ambulance with driver & stretcher bearer with oxygen cylinder & mask should

be provided on parking basis at our hospital round the clock(24 x 7 x 365). 5. On call services should be provided on demand at any time of the day within 10 minutes

and Hearse van should be provided within 1 hour from the time of booking/calling. 6. No extra charges are paid nor should the amount be collected from IP’s/patients/relatives. 7. In case the vehicles are not provided within specified time, the cost of alternative

arrangements made will be deducted from the bills submitted for payment. 8. Payments will be made only after satisfactory completion of service every month. 9. Successful tenderer shall bear the costs of fuel, salaries of his driver, stretcher bearer,

repair and maintenance of all the vehicles provided and shall also maintain the vehicles in good working condition fit for 24 x 7 x 365 days use by patients.

10. Under extreme exigencies, if more than one patient has to be carried simultaneously in one vehicle, the charges shall be considered as one trip only.

11. Only patients along with authorized attendants/staff referred in writing by Casualty Medical Officer on duty shall be transported in required type of ambulance as requested by the Casualty Medical Officer.

12. The staff provided by the contractor shall not be entitled to get any amount from the ESIC Hospital as allowances, wages, bonus, gratuity or retrenchment compensation etc., such persons will purely be engaged by the contractor only and this hospital will not undertake any responsibility with regard to their employment, welfare, payment of wages etc.

13. The persons deployed by the contractor should have requisite educational qualification, experience and skills for carrying out the assigned task. Health and safety of the deployed staff should be ensured besides having regular medical check-up of their staff.

14. Trip sheet for each trip having details of Trip sheet number, date, time, IP number, starting and

closing odometer readings, vehicle number, driver name, starting and ending location, etc

should be duly filled at the end of each trip and certified by the Causality Medical Officer. The

draft format of trip sheet shall be got approved from the hospital before bringing it into effect. 15. The contractor must employ adult labour only. Employment of child labour will lead to the

termination of the contract, besides initiating suitable action against him as prescribed under the existing laws. The contractor shall engage only such staff, whose antecedents have been thoroughly verified, including character and police verification and other formalities. The contractor shall be fully responsible for the conduct of his staff.

16. The contract shall initially be valid for a period one year and may be extended for a further period on mutual consent subject to satisfactory performance, on the same terms and conditions AT THE SOLE DISCRETION OF THE HOSPITAL. The hospital however, reserves the right to terminate the contract at any time with a written notice of one month. The contractor is required give a notice of three months, in case he wishes to discontinue the service. He shall be liable for invocation of penalty clauses as per the agreement. The contract may be terminated with mutual consent by giving one month notice.

17. In case of breach of any terms and conditions attached to the contract, the performance security

deposit of the contractor will be liable to be forfeited to ESIC besides annulment of the contract. 18. Bills to be submitted before 10

th of every month for early processing and payment of the same.

19. All statutory requirements under various statutes like Minimum Wages Act, The Contract

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Labour (Abolition & Regulation) Act, 1970, ESI Act, 1948, EPF Act, Service Tax, Income Tax, VAT, etc., should be complied with meticulously.

20. All the staff deployed shall wear clean & neat uniform, with their name badge on the chest.

They should be decent and cordial to patients and their attendants.

21. The vehicle offered for hire should be free from litigation as regards ownership is concerned

and should possess not tainted history as rash driving, negligence of traffic rule etc. 22. The vehicle should be serviced regularly and timely at the sole cost of the tenderrer/contractor. 23. The wellness van should have a seating capacity of 7 (seven) passenger besides the seat

for an attendant. It should be fitted with a patient examination couch along with mattresses

and have an under couch refrigerator of 100Lt.capacity.It should have enough space

available for keeping the posters/charts for information, education and counseling purpose. It

should also be fitted with rack for microscope and other small laboratory equipments. 24. The service provider should have requisite license from concerned authorities for providing

respective services commercially. 25. The contractor will be bound by all taxes recoveries as applicable and also comply with all

the statutory requirements. 26. One month notice has to be served by either parties before discontinuing this service agreement. 27. Medical Superintendent reserves absolute rights to cancel / reject any or all tenders without

assigning any reason.

{5}

ELIGIBILITY CRITERIA A. Eligibility Criteria:-

1. The Contractor must have an average annual turnover of the value quoted by him and should be profit making. They should have sufficient staff to execute the work. Copies of the following documents should be submitted along with the Technical Bid.

a. Service Tax Registration Certificate. b. PAN card photocopy. c. Brief description of the firm(Annexure ''A”) f. Details of drivers and stretcher bearers planned to be deployed at our hospital(Annexure “B”) h. Details of vehicles planned to be deployed at our hospital (Annexure “C”) i. Declaration(Annexure “D”)

2. The Contractor should have a Registered/Branch Office in Tirunelveli. 3. The Contractor should have sufficient trained staff as delineated in the tender

document. 4. The Contractor should have experience in doing similar nature of work and completed

successfully. 5. Vehicles with year of manufacturing(make/model) after 2011 will be preferred.

{6} INSTRUCTIONS TO TENDERERS ON FILLING THE TENDER DOCUMENT.

1. The Contractors are required to submit two separate Bids i.e. Technical and Financial, as per

prescribed proforma. The two bids should be submitted in two separately sealed envelopes

superscripted “Technical Bid for Ambulance and related services in ESIC Hospital,

Tirunelveli” and “Financial Bid for Ambulance and related services in ESIC Hospital,

Tirunelveli”. Both sealed envelopes should be put in a third sealed envelope superscripted

“TENDER FOR AMBULANCE AND RELATED SERVICES IN ESIC HOSPITAL, TIRUNELVELI, TAMIL NADU”.

2. The Financial bids of only those Contractors who qualify in technical bid evaluation by the concerned committee shall be opened. The financial bids of all those Contractors who have failed to qualify in the technical bid will not be opened under any circumstances.

3. The declaration in the prescribed proforma should be enclosed with the Technical Bid. 4. The Annexures provided are only indicative of the format in which the details has to be

submitted. 5. The Technical Bid should be accompanied by an Earnest Money Deposit (EMD) as

notified elsewhere in the document in the form of Demand Draft issued by any nationalized bank drawn in favor of “ESIC Fund A/c No.1” payable at Tirunelveli. The instrument shall be valid for a period of 6 months from the last date for submission of tender. In the absence of EMD, the tender shall be summarily rejected. The earnest money shall be refunded to all the unsuccessful Contractors, without any interest after finalization of the contract. EMD shall be refunded to the successful Contractor on receipt of performance security deposit. No interest is payable on the EMD to either the successful Contractor or the unsuccessful Contractor. Exemption from payment of EMD is applicable as per the existing law if accompanied by the relevant orders/instructions issued by the appropriate authorities.

6. All entries in the tender form should be legible and filled clearly. Any overwriting or cutting which is unavoidable shall be signed by the authorized signatory. Any alterations without authentication will be treated as a 'NIL' entry.

7. The bid shall be valid for 180 days from the date of opening. 8. Tender incomplete in any form will be rejected outright. Conditional tenders will also be

rejected outright. 9. The closing date and time for receipt of tenders will be as detailed elsewhere in this tender

document. 10. The technical bid shall be opened at a date & time as specified elsewhere in this tender

document in presence of the authorized representatives of the Contractor, who wish to be

present at that time. All the technical bids will be scrutinized, relevant documents checked

for their authenticity and the Contractor whose technical tenders are accepted will

participate in the financial bids on date &time as stipulated elsewhere in this tender

document. 11. No Contractor will be allowed to withdraw after submission of the tenders within the bid

validity period otherwise the EMD submitted by the Contractor would stand forfeited. 12. In case the successful Contractor declines the offer of contract, for whatsoever

reason(s), his EMD will be forfeited. 13. The Contractor shall enter into a formal Agreement with the hospital within 15 days from

the date of receipt of intimation of their selection. They shall further get prior approval of the draft copy of the agreement from the hospital.

14. The successful Contractor will have to deposit a performance security deposit of 10% of total value of contract by way of a DD/Banker's cheque drawn in favor of “ESIC Fund Account No.1” payable at Tirunelveli.

{7} 15. The successful Contractor will have to deposit the performance security deposit

amounting to 10% of their total bid for one year in form of DD/Banker's cheque drawn in favor of “ESIC Fund Account No.1” and commence the work within 15 days of acceptance of tender. Otherwise the contract will be canceled and EMD will be forfeited.

16. Each page of the tender document should be signed and stamped by authorized representative

of the contractor as a token of acceptance of the terms and conditions laid down by the hospital.

17. The competent authority of ESIC reserves the right to withdraw/relax any of the terms and conditions mentioned above, under such circumstances the Contractor will be given adequate time to take the changes into account.

18. For finalization of contract, the Contractor who qualifies in Technical bid and such

technically qualified Contractor whose rates in the financial bid, are the lowest in

comparison to other technically qualified Contractors will only be considered as the lowest

Contractor. 19. The tenderers shall bring original documents of the photocopies submitted.

TENDER DOCUMENT

Name Of Work

Providing Ambulance, Hearse Van, Freezer Box and Wellness

van Services at ESIC Hospital, Vannarpettai, Tirunelveli.

TECHNICAL BID

(To be put in separate cover)

{8}

E S I C Hospital

EMPLOYEES’ STATE INSURANCE CORPORATION

- 627 003

Vannarpettai, Tirunelveli, Tamil Nadu - 627 003

Office:0462-2502199

Fax:0462-2502399

Email :ms-tirunelveli@esic.in Website : www.esic.nic.in

{9}

TECHNICAL TENDER FOR VARIOUS MAINTENANCE SERVICES IN ESIC HOSPITAL,

TIRUNELVELI.

(to be put in a separate cover) Annexure “A”

Brief description of the firm

Sl.No

1 Name of the Firm/Contractor

2 Constitution (proprietorship/partnership etc.)

3 Name of owner/Partners/Directors

4 Full particulars of office

(a) Address

(b)Telephone No. (c ) Fax No.

(d) E-mail address 5 Full particulars of the bankers of the firm

Name of the Bank Account type

Account No. PAN/GIR No.

6 Sales tax Registration No. Ambulance Operator License No.

Establishment License No. KST No.

Service Tax No. CST No

7 Details of Earnest Money Deposit (a) Amount

(b) DD/BC No and Date (c )Drawn on bank (d) Valid Upto

The above format may be used to provide requisite details.

{10} Annexure “B”

Details of Staff planned to be deployed Name Qualification Employee Designation Experience in respective

code designation The above format may be used to provide employee details.

Date: Full Name: Signature of authorized person

Place: Company's seal:

Details of Vehicle planned to be deployment Annexure “C”

Type of Service applied(Ordinary Company & Type of Regn. No. Model/Make

Ambulance/ICU Ambulance/Hearse Vehicle

Van/Wellness van/Freezer Box)

Annexure “D”

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

Proprietor/Partner/Director/Authorized 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/document 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.

PART ‘B’

TENDER DOCUMENT

Name Of Work

Providing Ambulance, Hearse Van, Freezer Box, Wellness Van Services at

ESIC Hospital, Vannarpettai, Tirunelveli.

FINANCIAL BID

(To be put in separate cover)

{11}

E S I C Hospital

EMPLOYEES’ STATE INSURANCE CORPORATION

- 627 003

Vannarpettai, Tirunelveli, Tamil Nadu - 627 003

Office:0462-2502199

Fax:0462-2502399

Email :ms-tirunelveli@esic.in Website : www.esic.nic.in

{12}

FINANCIAL BID FOR AMBULANCE, HEARSE VAN, FREEZER BOX,

WELLNESS VAN SERVICES IN ESIC HOSPITAL, TIRUNELVELI. (to be put in a separate cover)

Name of the work: Providing Ambulance, Hearse van, Freezer box, Wellness Van Services

at ESIC Hospital, Vannarpettai, Tirunelveli – 627 003.

Detailed Description of requirements

Sl.No. Ambulance Type Description

Bid Amount both in figures and words.

1

Ordinary Ambulance with

driver, Stretcher bearer, Oxygen

cylinder and mask

Charges per

ambulance vehicle

for 600 kms/month

(minimum fee to be

paid even if the

distance does / does

not reach 600

kms/month)

Charges per km

after completion of

600 kms in a month

2 ICU Ambulance with driver, Stretcher bearer.

Charges per

trip(minimum of 40

kms)

Charges per km

after exceeding 40

kms in a trip.

3 Hearse van on call basis

Charges per

trip(minimum of 40

kms)

Charges per km

after exceeding 40

kms in a trip.

4 Freezer Box Charges Per hour

5 Wellness Van

Charges per

trip(minimum of 40

kms)

Charges per km

after exceeding 40

kms in a trip.

{13}

Checklist of documents submitted

Sl.No. Document Submitted(Yes/No)

1 'Annexure A'

2 'Annexure B'

3 'Annexure C'

4 'Annexure D'

5 'Annexure E'

6 Documents in support of the work experience declared by the firm

7 Documents in support of undertaking one similar work of value quoted by

the firm within the last three years.

8 Complete audited Financial Statements for last 3 years

9 Income Tax returns for last 3 years

10 Service Tax Registration certificate/ KST/ CST

11 Ambulance Operator License

12 Sales Tax Registration certificate

13 PAN card (photocopy)

14 Establishment License

15 ISO 9001 certificate

16 EMD

17 Technical Bid

18 Financial Bid