tender document (includes both technical & · pdf fileno.492/w/17/11/2013 ser page no...

EMPLOYEES’ STATE INSURANCE CORPORATION HOSPITAL(Under the Ministry of Labour & Employment, Govt. of India)

Sy. No. 11-55-1, Plot No.1, 5th Main Road, (FTI Campus), Yeshwanthpur Industrial Suburb, Bengaluru - 560022.

Ph.no:080 23579467 emai l : – ms-peenya.ka@esic. in

No.492/W/17/11/2013 18.02.2013

TENDER DOCUMENT(Includes both Technical & Financial bid documents)

Name o f Work

Housekeeping, Non-medical Waste Management, Laundry, Electro-Mechanical Maintenance, Fire Safety, Gardening, Pest Control Services at

ESIC Hospital, Peenya, Bengaluru.

Issued To:

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

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

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

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

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

Signature of the issuing authority with seal



Ph.no:080 23579467 emai l : – ms-peenya.ka@esic. in

Table of Contents

Sl.No. Description Page No.

1 Tender Notification 1-2

2 General conditions of contract 2-3

3 Eligibility criteria 4

4 Instruction to Tenderers 5-6

5 Scope of Work – Housekeeping & Non-Medical Waste Management 6-8

- Laundry 8-9

- Electro-Mechanical 9-11

- Fire Safety 11

- Gardening and Maintenance of Lawn 11

- Pest Control 12

6 Pre Bid Visit 12

PART-A (Technical Bid)

7 Cover page 13

8 Brief description of firm 14

9 Details of staff deployment 15

10 Details of Machineries, Details of Materials 16

11 Details of Existing contract, Declaration 17

PART-B (Financial Bid)

12 Cover page 18

13 Man Power deployment schedule 19-21

14 Consolidated statement of Financial bid 21

Signature of contractor with seal.

No.492/W/17/11/2013 Ser Page No -1- TENDER NOTIFICATION

Applications are invited from competent & interested Registered Companies / Firms / Organizations / Contractors for Housekeeping, Non-medical Waste Management, Laundry, Electro-Mechanical Maintenance, Fire Safety, Gardening, Pest Control Services at ESIC Hospital, Peenya, Bengaluru. The bid documents under two envelope system will be issued to the bidder who meet the stipulated requirements.Sl.No

Name of the Work Housekeeping, Non-medical Waste Management, Laundry, Electro-Mechanical Maintenance, Fire Safety, Gardening, Pest Control Services at ESIC Hospital, Peenya, Bengaluru - 560 022.

1 Duration of Work One Year

2 Amount of E.M.D (DD in favor of “ESIC Fund Account No.1” payable at Bengaluru)

1. Housekeeping and Non-Medical Waste Management – Rs.3,50,000/-2. Laundry – Rs.40,000/- 3.Electro-Mechanical – Rs.1,50,000/-4. Fire Safety – Rs.40,000/-5. Gardening and Maintenance of Lawn – Rs.10,000/-6. Pest Control – Rs.10,000/- (refundable without any interest to the unsuccessful bidders)

3 Cost of tender document Rs1,000/- (DD in favor of 'ESIC fund A/c No.1 Payable at Bengaluru)(Contractors downloading tender document from the website shall submit the DD along with the Sealed technical bid)

4 Eligibility Criteria 1. The Contractor should have a minimum of three years' experience in successfully executing works of similar nature.2. No recovery out standing in respect of any government dues like Contribution to ESIC, Contributions to EPFO, Service tax, Income tax, etc.3 The Contractor shall also enclose the audited financial statements for the last three financial years, along-with auditors reports & all schedules, and proof of VAT, ESI-PF registration if any.4. Contractor should furnish the credentials in support of the work experience claimed in having executed contracts and other eligibility criteria along with their application.5. Contractors having ESI-PF registration will be preferred.

5 Date of issue of tender applications *22.02.2013 On all working days between 9.00 AM to 3.00 PM6 Last date for issue of tender

applications*04.03.2013

7 Date/s for hospital visit by Contractors *11.03.2013 & *12.03.2013 (Between 10.00 AM & 1.00PM)

8 Date for pre-bid conference *13.03.2013 (In the conference hall of the ESIC Hospital, Peenya, Bengaluru, at 11.00 AM

9 Last date for receipt of completely filled tender applications

*25.03.2013, 3.00 PM (Tender box placed in Room.No.0092, I Floor of the hospital)


No.492/W/17/11/2013 Ser Page No -2-10 Date and Time of opening of

Tender(Technical Bid)*26.03.2013 (In the conference hall of the ESIC Hospital, Peenya, Bengaluru, at 11.00 AM)

11 Date and Time of opening of Tender(Financial Bid)

*27.03.2013 (In the conference hall of the ESIC Hospital, Peenya, Bengaluru, at 11.00 AM)

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 the Caretaker, ESIC Hospital, Peenya, Bengaluru or can also be downloaded from www.esickar.gov.in OR www.esic.nic.in OR www.cpp.nic.in

Details of hospital premises in Sq.ft.

Sl.No. Details of Properties Area in Sq.ft.

1 Basement Floor

Total area approx. 2,37,572 Sq.ft

2 Ground Floor

3 First Floor

4 Second Floor

5 Third Floor

6 External area 76,345 Sq.ft.

Sd/- MEDICAL SUPERINTENDENT

End of Section***>>><<<***End of section

GENERAL CONDITIONS OF CONTRACT[GCC]1. The persons deployed by the contractor should have requisite educational qualification, experience

and skills for carrying out the assigned maintenance task using appropriate materials and tools/equipments.

2. The contractor should ensure that health and safety of the deployed staff is ensured by providing the best available safety gear/s to meet the highest standards of safety & health of his deployed staff. They should ensure regular medical check-up of their workers. Besides, ESIC may also conduct health check up of the staff deployed at regular intervals and if the health & fitness of any of the worker is found to be wanting, the contractor is liable for action as provided under the law.

3. Workers engaged by the contractor shall receive their entitled wages on last day of the completed month, through cheque or ECS or RTGS only and the contractor should file a certificate detailing the names of the workers, amounts paid, date of payment, mode of payment, details of statutory deductions like ESI/EPF, etc., contributions deducted & paid to the concerned statutory authorities, etc. by enclosing copy/ies of challan/s etc.

4. The Contractor will be responsible for supply/installation/refilling/maintenance of all such materials/chemicals/items/equipments/machineries, etc., used in various facilities of the hospital.


http://www.esickar.gov.in/

http://www.cpp.nic.in/

http://www.esic.nic.in/

No.492/W/17/11/2013 Ser Page No -3-

5. The contractor must employ only 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 workers, 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.

6. The contractor at all times indemnify ESIC against all claims, damages or compensation under the provisions of payment of Wages Act, 1938; the Workmen Compensation Act, 1923, Industrial disputes Act, 1974; Maternity Benefit Act, 1961; Karnataka Shops and Establishments Act with any amendment/s or any modification thereof or any other law relating thereto and rules made thereunder from time to time. ESIC will not own any responsibility in this regard.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.

7. 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.

8. Bills to be submitted before 10th of every month for early processing and payment of the same.9. All statutory requirements under various statutes like Minimum Wages Act, The Contract Labour

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

10. Holidays / Off-days / relievers : The Contractor should allow the holidays, off-days & relievers as per the existing statute and they should provide a complete list of holidays that they follow for the entire year, continue to manage the maintenance services without any interruption during such days.

11. The wages for the work done on holidays, over-time etc., shall be paid by the contractor as per the existing provisions of the Labour Act.

12. All the staff deployed on any facility shall wear clean & neat uniform, with their name badge on the chest & the facility they are deputed on printed on the back of their uniform or in any suitable way in Kannada or Hindi or English.

13. THE CONTRACTOR SHOULD ENSURE THAT THE TOTAL COST PER STAFF OR PER FACILITY QUOTED SHOULD INCLUDE ALL THE ABOVE AND ANY OTHER INCIDENTAL COST/S AND THE HOSPITAL SHALL NOT BEAR ANY OTHER COST/S OTHER THAN THE QUOTED RATE/COST.

14. Hospital will provide space for setting up a control room of the contractor in the premises. The contractor will arrange for all items, viz. Time keeping machine, inventory of stores, daily duty roster chart, etc. The housekeeping staff will first report to the manager/supervisor of the contractor in the control room and subsequently be deployed for duty after having received all the materials, equipments, uniform, etc., for discharging their duties.

15. ESIC will provide space for a store room to the contractor in the premises. The store keeper/supervisor deployed by the contractor will store all their liveries, materials, equipments in the store room, and maintain a record of the stores which shall be open to inspection by the hospital on any day and time.



No.492/W/17/11/2013 Ser Page No -4-

ELIGIBILITY CRITERIAA. Eligibility Criteria:-

1. The Contractor must have an average annual turnover of the value quoted by him for respective facility quoted and should be profit making during the last three years. They should have executed atleast one contract of atleast 50% of the value quoted, within the last two financial years. Copies of the following documents should be submitted along with the Technical Bid.

a. Complete audited Financial Statements (including income & expenditure, P&L, balance sheet, audit reports, all schedules) for the last three years i.e. 2009-10, 2010-11, 2011-12.b. Service Tax Registration Certificate.c. Shops & Establishment License.d. Registration certificate with RoF or RoC, etc., as the case may be.e. PAN No.f. Memorandum & Articles of Association or Partnership deed as the case may be. g. Details of staff (Annexure “B”)h. Detailed list of Machinery/Equipments that will be used (Annexure “C”)i. Detailed list of Cleaning material and aids that will be used (Annexure “D”)j. Details of existing contract (Annexure “E”)

Prospective Contractors are requested to send their queries, if any and their comments on the contents of the tender documents to The Medical Superintendent, ESIC Hospital, Peenya, Bengaluru, BEFORE PRE-BID CONFERENCE. Any communication received later than this date will be summarily rejected. Amendment, if any, to the tender documents shall be sent to all purchasers of the tender documents. Sufficient time shall be given for taking the amendment into account.

2. The Contractor should have a Registered/Branch Office in Karnataka.3. The Contractor should have sufficient employees/trained employees, required machines as detailed

in Annexure 'B' on its rolls, specifically trained for handling & maintaining the various facilities as delineated in the tender document. Full list of employees, viz, name, age, employee code, designation, experience in the relevant field, PF, ESI details(Annexure “B”) etc. should be attached with the technical bid. Document in support of ESI, EPF deductions, health and safety measures should be attached with the Technical Bid Details of the Contractor.

4. The Contractor should possess valid ISO-9001 certification for as many offered services as possible. Copy of certificates have to be attached with the Technical Bid.

5. The Contractor should have minimum three years experience in doing similar nature of work and completed successfully.Contractor should submit satisfactory completion certificates from the

Client s /Employer s in support of successful completion of contract/s or continuation of the contract failing which the bid liable to be rejected .

6. The Contractor should be a Registered contractor having a valid license under the Contract Labour Act and furnish the proof of his experience of providing manpower for the maintenance of various facilities as delineated in this tender document in Govt./Semi Govt./PSU/Private organization or any other similar organization/s of repute.



No.492/W/17/11/2013 Ser Page No -5-II. INSTRUCTIONS TO TENDERERS

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 superscribed “Technical Bid for maintenance of various facilities in ESIC Hospital” and “Financial Bid for maintenance of various facilities in ESIC Hospital”. Both sealed envelopes should be put in a third sealed envelope superscribed “TENDER FOR MAINTENANCE OF VARIOUS FACILITIES IN ESIC HOSPITAL, PEENYA, BENGALURU”.

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(Annexture“F”)should be enclosed with the Technical Bid.4. The Technical Bid should be accompanied by an Earnest Money Deposit (EMD) as notified

elsewhere in the document in the form of Demand Draft / Pay Order issued by any nationalized bank drawn in favor of “ESIC Fund A/c No.1” payable at Bangalore. 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.

5. 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.

6. The bid shall be valid for 180 days from the date of opening.7. The Contractor may quote for all or any facilities. However, tender in respect of each facility should

be complete in all respects failing which the bid shall be considered non-responsive. EMD in respect of each facility should be submitted separately.

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 contract 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 Bangalore.

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


No.492/W/17/11/2013 Ser Page No -6-

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. The competent authority of the hospital reserves it's right to reject all or any tender in whole, or in part or cancel the entire tender process, without assigning any reason thereof.

19. 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.


SCOPE OF WORKHOUSEKEEPING:Cleaning Services:-

The aim and objective is to provide a high level of clean, hygienic and presentable look to the entire area. Pre-designated supervisor of the contractor will supervise the awarded work in-situ, on a day to day basis. 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, name & designation badge of the staff and the name of the work they are entrusted with, etc. 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 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.

(a) Daily Services:Housekeeping services should be provided on a 24X7X365 basis and cleaning service should be done at regular/required intervals, so that the areas covered under the contract remain clean & disinfected at all times. Working hours should be scheduled in such a manner that the cleaning work does not in any way interferes with the regular functioning of the hospital.

1. All the staff deputed should be provided with appropriate safety gear like gloves, aprons, shoes, masks, etc., besides the required tools & tackles, materials, etc., to enable them to do their assigned tasks, safely & efficiently.

2. Cleaning, dusting, vacuuming, Sweeping, Mopping and disinfecting of floors, wooden work and wooden floor, walls and ceilings, removal of waste and any other garbage from the entire area covered under the contract (such as halls, conference rooms, committee rooms, office rooms, cabins, wards, OPD's, OT areas, lobbies, staircases, terrace, reception, security office etc. including the premises of the hospital)

3. Cleaning of dustbins, wastepaper baskets, cob-webs, etc., and disposing-off of all the collected refuse at designated site on a daily basis at the required frequency.

4. Dusting of computer systems and their peripherals, all doors and windows, furniture, fixtures, equipments, accessories etc., and cleaning of all window panes, blinds, screens and grills, etc.

5. Spraying room fresheners in all rooms, on a daily basis at regular intervals.

Signature of contractor with seal

No.492/W/17/11/2013 Ser Page No -7-

6. Scrubbing/cleaning of toilets, wash basins, sanitary fittings, glasses, toilets, floors, etc.,7. Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals, sinks, toilet seats,

containers etc. Brushing thoroughly to include below water level and under rims including areas at hinges and cistern handles. Restocking toiletries which include liquid hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls etc.

8. Cleaning and dusting of electrical switchboards, light fixtures, fans, air conditioner vents, overhead light fixtures, projectors, firefighting equipments, nameplates, pots, potted plants, doormats etc.,

9. Placing garbage bags in all garbage bins to avoid stains and stinks and clear them on daily basis.10. Check and remove hairs, dust or any such object from anywhere in area covered under the contract.11. Cleaning of all open areas between the building and boundary including sweeping of roads, gates and

grills on compound wall, lawns, paths, cleaning open drains etc., as directed by the ESIC official incharge.

The frequency of cleaning & checking the cleanliness should be done based on the actual requirement of various areas covered to ensure absolute cleanliness, covering the entire 24 hours of the day on all 365 days.

(b) Waste Disposal Management:-The contractor will ensure collection, screening/segregation of dry and wet wastes in the earmarked

area, disposal of the same into the designated compost pit. The contractor will also ensure segregation of biodegradable and non-biodegradable garbage. Finally, the contractor will arrange suitable transport and dispose the non-biodegradable waste from the earmarked area as prescribed under the existing law. No additional charges shall be payable for the disposal of non-biodegradable waste.

The contractor shall ensure placement of suitable sized and specified bins at the various collection areas, the locations of which shall be decided by them, based on their experience and assessment, keeping in view the suitability, requirement, accessibility and all other related factors in mind. The contractor will employ his staff for the collection/disposal work. The waste will have to be disposed off at least twice a day or at a higher frequency, if need be. The contractor will also arrange for the garbage bags, prepare a flowchart indicating the method of collection / disposal, etc.

( c) Weekly Services:-The deep cleaning of the entire area will be done by the contractor once a week as under:-

1. Washing of outside area with High Pressure Water/Air Jet, as necessary.2. Thorough cleaning/scrubbing of all floors and Vitrified/Ceramic/Granite/Any other tiles base.

Cleaning of ceilings and high wall, removal of 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 window panes and grills with detergent / cleaning agents.5. The wooden furniture, wooden walls, wooden flooring should be cleaned and special care should be

taken in maintenance, so that they should always be free from stains, dirt etc.,6. The entire hospital should be free from pests / rodents / insects, etc.7. Dusting of entire area including windows/windowpanes/doors/ledges, etc.8. Clean all chrome fittings, glass frames, soap holders etc., to a shiny finish.9. The contractor will schedule the deep cleaning / pest control programme and submit the same to the

caretaker, well in advance so that official incharge of the area or the caretaker can be deputed on the day of execution of the work to their satisfaction.

10. The contractor will provide the duty register to ESIC as and when required.


No.492/W/17/11/2013 Ser Page No -8-

(d) Housekeeping Monitoring and ControlFor better management and smooth services, the following monitoring mechanism will be adapted 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's supervisor on a daily basis.

2. Management/Facilities 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 / facilities. All suggestions, complaints related to services or staff deployed by the contractor will be registered in-situ and reported to Caretaker of the hospital. The contractor will immediately take action to resolve the same, under intimation &/or supervision of the caretaker. Any failure on part of the contractor will lead to invocation of the relevant penalty clause.

3. Housekeeping Services Complaint Register:This register is maintained by the contractor's Housekeeping Manager, on the basis of complaints from ESIC officials through the inspection of the site, material on site, attendance sheet of the staff, weekly report, client letter/fax/email, verbal complaints etc. The contractor should take necessary corrective action immediately.

LAUNDRY SERVICES:Cleaning Services:-

The hospital is equipped with modern, automatic laundry equipment to wash hospital linen like bedsheets, pillow covers, towels of varying sizes, wrappers, leggings, gowns, patients' hospital dress like shirts/pants/kurtas/pyjamas, etc, of various sizes. As the hospital linen frequently has blood and other body fluid stains, appropriate quantities of detergents & stain removers & wash cycles are required to be used. The supervisor & the staff is required to have a thorough knowledge of all the steps of washing, ironing, folding, distribution of linen.

(a) Daily Services:1. Laundry services should be provided daily on all week days and there should be no delay on the part

of laundry in processing the linen received and in returning it to the concerned departments of the hospital.

2. The soiled/washed linen shall be collected/delivered respectively, by the contractor at the prescribed time from all the departments under proper acknowledgment in duplicate(one copy for the concerned department and the other copy for laundry records).

3. The linen items should be collected by the laundry personnel everyday in the morning between 8.00 AM to 9.00 AM, besides delivering the washed linen collected on the previous day. EVERY CARE SHOULD BE TAKEN TO HANDLE THE DIRTY & CLEAN LINEN SEPERATELY, WITHOUT THEM COMING TO CONTACT WITH EACH OTHER UNDER ANY CIRCUMSTANCES.

4. The linen items should be washed using good quality soaps/detergents, all stains removed using good quality stain removers, wherever applicable optical brightening agents are applied, wherever applicable starch is applied, dried properly, pressed without any wrinkles, folded neatly before delivery of the same.


No.492/W/17/11/2013 Ser Page No -9-

5. The contractor is solely responsible for any loss, damage, discoloration, bleeding of colours, fading of prints, wear and tear, etc., caused due to use of inappropriate washing steps / cycles / chemicals / detergents, etc., OR poor quality chemicals & detergents OR inappropriate handling, mixing of colored & white linen, etc., and the cost of the same will be recovered from the payment due to him in first instance and may also be adjusted against the security deposit.

6. Blood-stained linen will have to be washed separately from other normally stained linen and should not be mixed with each other.

7. If the quality of the washed linen items are not found to be complying with the stipulations made above, the same shall be rewashed and will also be treated as a violation of terms and conditions and the cost equal to the extent of rewashing will be recovered from the payment due or payable to the contractor.

8. Security Deposit will be forfeited, if the services are irregular, unsatisfactory, untimely and not of good quality.

Laundry Monitoring and ControlFor better management and smooth services, the following monitoring mechanism will be adopted by

the contractor:1. Log books for collection/ delivery of soiled/ washed linen items: This should be maintained in order to

keep a proper record with acknowledgment of the collected linen as well as delivered linen to different departments of the hospital without any confusions.

2. Stock register of diesel consumption for laundry boiler: to be maintained to record & provide details on number of hours for which the boiler is operated and the quantum of diesel consumed for the same as well as stock of diesel received, consumed and remaining.

3. Stock register of washing chemicals/detergents consumption: stock register to be maintained for different types of chemicals that will be used for washing linen.

4. Log book of quantity of linen(in kgs) washed everyday: Log book of quantity of linen in kilograms washed everyday to be maintained to support the consumption of diesel shown in diesel log book.

All the above registers should be maintained/updated on real-time basis by the Laundry in-charge ready to be inspected by the personnel from ESIC Hospital at any time. Any failure to maintain any of these registers will invite immediate action to recover the cost of unaccounted material, etc., or to even terminate the contract with immediate effect.

ELECTRO-MECHANICAL SERVICES :

The Electro-mechanical infrastructure consists of the following facilities – • Electrical – We have a contracted load of 2400KVA & related infrastructure like transformers,

panels & boards, cabling, earthing, AHU, etc.• Mechanical – All machineries including pumps, DG sets, Chilling plants, Reverse Osmosis

plant, Solar panels & heaters, gas manifold, plumbings, lifts, dumb waiters, all other equipments / machineries, vents & ducts, HVAC, etc.

• Sewerage Treatment Plant & Effluent Treatment Plant.• CCTV cameras with all accessories & recording facilities.• Piped audio / PAS


No.492/W/17/11/2013 Ser Page No -10-

The contractor has to ensure that he deputes only educationally qualified, skilled & experienced electrical / mechanical engineers / maintenance staff.

(a) Daily Services:Electro-Mechanical services should be provided on a 24X7X365 basis and preventive maintenance schedules should be strictly followed without hampering the normal functioning of the hospital. Working hours should be adjusted so as to ensure continuous, unhindered support service.

1. All electrical circuitry, panels, transformers, meters, earthing, electrical room, etc., should be maintained in optimum functional condition and the required preventive maintenance schedule should be followed meticulously.

2. The pumps should be maintained and operated by experienced and qualified pump operators.3. Any leakages/problems in plumbing should be attended to by the plumbers immediately without any

delay.4. Any problems/issues with electrical system/s should be attended to by the electricians immediately

without any delay.5. Any problems with Air Conditioning/HVAC should be taken care of by the technicians immediately.6. Diesel generator should be maintained and operated correctly by the trained DG operators and a

proper log book maintained with strict event to event updating without any delay. The log book should be produced for inspection to the hospital authorities as and when demanded.

7. Lifts to be maintained and operated by qualified Lift operators.8. STP and ETP operators shall ensure proper maintenance of the equipment, materials, etc., and should

ensure that the treated water meets the standards of treatment as stipulated by the Karnataka State Pollution Control Board (KSPCB). Necessary chemicals to be used for complete treatment of sewage/effluent.

(b)Weekly Services:-Weekly maintenance service of the entire electro-mechanical services of the hospital should be done by the contractor once a week as under:-

1. Cleaning all ducts to rid them of dust and foreign particles.2. Cleaning/greasing/servicing of all the pumps.3. Cleaning water tanks / sumps to rid them of dust and debris.4. Cleaning/greasing/servicing of all the moving / stationary parts of the lifts.5. Checking of over all electrical panels and cleaning and servicing of the same.6. Cleaning and servicing of STP and ETP plants and its machineries/pumps etc.,7. Cleaning and servicing of all other electro-mechanical items in the hospital.

(c )Electro-Mechanical services Monitoring and Control: For better management and smooth service, proper & scientific monitoring mechanism shall be adapted by the contractor:

1. The check lists for daily & weekly services is only indicative & the contractor should follow the preventive maintenance schedules meticulously, besides applying the best practices prevailing in the industry. Detailed check list of tasks to be carried out on daily and weekly bases should be maintained by respective employees and the supervisor.

2. Supervisor shall monitor and confirm that the above items of work are completed in time as scheduled.

3. A complaint register is to be maintained logging the complaints received from various departments and attended to by the concerned maintenance department. A certificate of satisfactory attendance of the problems should be obtained in respect of all the complaints attended to by the maintenance department.


No.492/W/17/11/2013 Ser Page No -11-

4. A weekly report should be submitted every Monday to the care taker, before 11.00 AM, enclosing the attested copies of the complaints, rectifications & certificates of satisfactory attendance for the completed week (i.e. Monday to Sunday).

FIRE SAFETY – Fire Control Officer & Fire Control Guards: The Fire safety infrastructure consists of the following facilities –

• Fire detection & alarm system.• Hydrant System.• Sprinkler System.• Extinguisher system.• Public Address system.

The contractor has to ensure that he deputes only properly qualified, skilled & experienced team of Fire safety officers & guards, on a 24X7X365 basis.

The team will be responsible to maintain a strict vigil and to keep all the components in complete readiness like -

1) Availability of water in the Fire tank.2) Periodical checks to ensure that the fire detection & alarm system are functional.3) Periodical checks to ensure that the sprinkler & hydrant systems are in excellent working

order.4) The PAS is functional.5) To maintain a functional relationship with the local governmental fire station for the purpose

of coordination and efficient action in the event of a fire accident.6) To ensure that the extinguishing system is properly placed, all are refilled / replaced within

their due date/s, the existing numbers and types of the extinguishers is adequate, etc.7) To ensure periodical drills are undertaken to test the readiness of the hospital to cope with any

fire accident.8) To ensure that regular training programmes for the staff and interested visitors are conducted

to educate and train them in fire safety.9) To advice the hospital on good fire safety practices.10) To take periodical rounds of the hospital to ensure that the signages, exits, detection systems,

fire extinguishing systems, etc., are all in working order.11) Any other activity as may be prescribed under the fire safety protocol as approved by the

state Fire & Emergency Service department and required to be statutorily followed by the hospital.

12) To advice the hospital from time to time on up-gradation of fire safety measures.

GARDENING AND MAINTENANCE OF LAWN:The hospital has a decorative water fountain with decorative plants, lawns to the extent of 4,000

Sq.Mts.(approximately), with Mexican grass besides various species of flowering plants & trees.

The work includes preparation and maintenance of a compost pit in the designated area, mowing of lawns, pruning of hedges & decorative plants, manuring, watering, disposal of mowed grass & pruned leaves, twigs etc., to the compost pit or any other location identified for the same and any other related activities.


No.492/W/17/11/2013 Ser Page No -12-

PEST CONTROL:The hospital has a kitchen, canteen, vegetable & grain store, drugs & pharmaceuticals store, linen

store, ducts, drains, rest rooms, besides other areas/locations. These areas specifically & the whole of the hospital, generally, will have to be ensured that these are free of pests/insects/rodents by carrying out regular pest/rodent control activities.

Necessary Fumigation, Fogging, Pesticide/insecticide sprays, etc., are to be done for control & eradication of Cockroaches, Lizards, Flies, Ants, Mosquitoes and other insects.

Rodent control should be done using sufficient Glue traps, Rat traps etc., no killing of rodents using poison cakes/paste, chemicals, etc shall be done.

The office should be informed in advance with respect to carrying out of above mentioned pest control activities so that concerned official from the hospital side is present to witness the work done & certify the same.

Fumigation, Fogging, Spraying activities should be carried out on weekends/holidays without hampering regular functioning of the hospital on the proposed day.

The staff involved in Fumigation, Fogging, Spraying shall wear necessary safety gear during the carrying out of the said task.


PRE-BID VISIT TO THE HOSPITAL PREMISESThe Contractors will be permitted to have a pre-bid visit to the hospital (only on the specified

days as contained elsewhere in this notification) to enable them to have a realistic idea of the type & extent of the facilities which they are required to service. The Contractors will have to get the details of the person authorized to visit the hospital registered with the caretaker & obtain a pass for the visit. Contractors who fail to obtain the pass will not be allowed for the visit. PLEASE NOTE THAT EXCEPT ON THE DESIGNATED DAYS, VISIT TO THE FACILITIES WILL NOT BE ALLOWED TO ANY PERSON UNDER ANY CIRCUMSTANCES. BASED ON THEIR VISIT & THE PRE-BID CONFERENCE, THE CONTRACTORS SHOULD SUBMIT THEIR QUOTES IN THE FOLLOWING FORMAT. ANY DEVIATION FROM THE SAID FORMAT WILL ATTRACT REJECTION OF THE BID WITHOUT ANY FURTHER COMMUNICATION IN THE MATTER.



No.492/W/17/11/2013 PART 'A' Ser Page No -13-



Ph.no:080 23579467 emai l :– ms-peenya.ka@esic. in

No.492/W/17/11/2013 12.02.2013

TENDER DOCUMENT

Name Of Work



TECHNICAL BID

Issued To:

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

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

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

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

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


No.492/W/17/11/2013 Ser Page No -14-TECHNICAL TENDER FOR VARIOUS MAINTENANCE SERVICES IN ESIC HOSPITAL,

PEENYA.(to be put in a separate cover) Annexure “A”Brief description of the firm

Sl.No

1 Name of the Firm

2 Constitution

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.

6 Registration Details: (Self-attested copies of all Certificates / Licenses / Permits / Registrations, etc., should be enclosed failing which the application is liable to be rejected outright)

(a) PAN/GIR No.

(b) Service tax registration No.

(c ) EPF registration No.

(d) ESI registration No.

(e) Labour License issued under the Contract Labour Act, 1970

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.


No.492/W/17/11/2013 Ser Page No -15-

Annexure “B”Details of Staff deployment

Name Qualification

Employee code

Designation Experience in respective designation

Health check

ESI No. EPF No.

The above format may be used to provide employee details

Signature of authorized personDate: Full Name:Place: Company's seal:

Signature of the contractor with seal.

No.492/W/17/11/2013 Ser Page No -16-Annexure “C”

DETAILS OF MACHINARIES/EQUIPMENTS THAT WILL BE DEPLOYED BY THE FIRM Sl.No. Name of the machine /

equipment & Year of mfg.Purpose for which used

Facility for which used Nos. to be deployed


Annexure “D”

1. LIST OF MATERIALS AND AIDES THAT WILL BE USED (TO BE FURNISHED FACILITYWISE)The Contractor shall provide a detailed list of cleaning materials and aids that will be used per month for each of the facilities, SEPERATELY, in the following format:

MATERIAL DETAILS FOR THE …................................................................ FACILITY Sl.No. Items Qty Cost Sl.No. Items Qty Cost

1 11

2 12

3 13

4 14

5 15

6 16

7 17

8 18

9 19

10 20

Note: The required quantities of material and aides for one month shall be procured and shall be stored in the store room and issued to the staff daily as required. Computerized records shall be maintained which shall be open to inspection by ESIC staff, on any day/time.


No.492/W/17/11/2013 Ser Page No -17-Annexure “E”

DETAILS OF EXISTING CONTRACTSl.No Name and Address of the

organization, Name, Designation and contact, telephone/fax no. of the authorized contact person in

charge.

Details regarding the contract including

manpower deployed

Value of contract(Rs.)

Duration of the contract

From dd/mm/yy

To dd/mm/yy

A

B

C

Additional information, if any


Annexure 'F'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.



No.492/W/17/11/2013 PART 'B' Ser Page No -18-



Ph.no:080 23579467 emai l :– esichpeenya@gmai l .com ms-peenya.ka@esic. in

No.492/W/17/11/2013 12.02.2013

TENDER DOCUMENT

Name Of Work



FINANCIAL BID

Issued To:

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

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

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

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

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


mailto:[email protected]

No.492/W/17/11/2013 Ser Page No -19-

FINANCIAL BID FOR VARIOUS MAINTENANCE SERVICES IN ESIC HOSPITAL, PEENYA.(to be put in a separate cover)

Name of the work: Housekeeping, Gardening, Electro-Mechanical Maintenance, Laundry, Fire Fighting, Non-medical Waste Management, Pest Control Services at ESIC Hospital, Peenya, Bengaluru-560022.

FACILITIWISE MANPOWER DEPLOYMENT SCHEDULE & RATE QUOTED

CATEGORY: HOUSEKEEPING & NON-MEDICAL WASTE MANAGEMENTSl.No.

Designation Nos. Qualification Rate/Month

(in figures) (in words)

TOTAL MANPOWER COST PER MONTH FOR THE FACILITY (BOTH IN FIGURES & WORDS) -

TOTAL MATERIAL COST PER MONTH FOR THE FACILITY (BOTH IN FIGURES & WORDS) -

Note: You may increase the number of rows as per your requirement.

CATEGORY: LAUNDRYSl.No.







No.492/W/17/11/2013 Ser Page No -20-

CATEGORY: ELECTRO-MECHANICALSl.No.






CATEGORY: GARDENING AND LAWN MAINTENANCESl.No.







No.492/W/17/11/2013 Ser Page No -21-

CATEGORY: PEST CONTROLSl.No.






CONSOLIDATED STATEMENT OF FACILITYWISE FINANCIAL BID SUBMITTED Name of the work: Housekeeping, Gardening, Electro-Mechanical Maintenance, Laundry, Fire Fighting, Non-medical Waste Management, Pest Control Services at ESIC Hospital, Peenya, Bengaluru-560022.

Sl.No.

(A)

Category of work

(B)

Rate per Month (both in figure and words)(sum of both manpower & material costs)

(C)

Total quoted cost for 12 months

(D)

The Rates quoted shall be inclusive of - 1. Total wages & all allowances paid/payable to the deployed manpower as per the existing statutes.2. Contractors Profit and overhead.3. Cost of tools & tackles, equipments, machinery, uniform, conveyance, communication instruments

etc., which will be used by the staff deployed on a day to day basis for maintenance of various facilities.

4. All statutory payments & recoveries.5. Cost of stationary like attendance register, complaint registers, any other registers, formats,

scheduled reports, inks, stamps, writing implements, etc.,***>>>End of document<<<***


Checklist of documents submitted.Sl.No. Document Submitted(Yes/No)

1 Brief description of the firm 'Annexure A'

2 Details of staff deployment 'Annexure B'

3 Details of Machinaries 'Annexure C'

4 List of Materials and Aides 'Annexure D'

5 Details of Existing Contract 'Annexure E'

6 Declaration 'Annexure F'

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

8 Documents in support of undertaking one similar work of value quoted by the firm within the last three years.

9 No recovery outstanding Certificate in respect of any Government dues like ESI/EPF contribution.

10 Complete audited Financial Statements for last 3 years

11 Service Tax Registration certificate

12 Shops & Establishment License.

13 Registration certificate with RoF or RoC

14 PAN card (photocopy)

15 Memorandum & Articles of Associationor Partnership deed.

16 Certificate of Office Registration

17 ISO 9001 certificate

18 ESI Registration

19 EPF Registration

20 Satisfactory completion certificate from Clients/Employers

21 Contract Labor license

22 EMD in respect of - Housekeeping and Non-Medical Waste Management (Rs.3,50,000/-)

23 - Laundry(Rs.40,000/-)

24 - Electro-Mechanical(Rs.1,50,000/-)

25 - Fire Safety(Rs.40,000/-)

26 - Gardening and Maintenance of Lawn(Rs.10,000/-)

27 - Pest Control(Rs.10,000/-)

28 Technical Bid

29 Financial Bid
