tender notice निविदा सूचिा notice / न व द स च medical superintendent...

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F. No. - 133/D/34/11/44/2014-15/Housekeeping Tender Date: 30/07/2014

Tender Notice / निविदा सूचिा Medical Superintendent ESIC Hospital, Manesar invites sealed Tender from reputed

agencies under two bid systems for Annual Housekeeping Services at ESIC Hospital, Manesar for a

period of one year. The site of above said work will be,

(A) 100 Bedded ESIC Hospital, Manesar&

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

Sl. No

Name of Work Earnest Money

Cost of Tender

Estimated Value

Performance Security Money

1 Providing Annual Housekeeping services at ESIC Hospital, Manesar(Haryana)

Rs. 1,50,000/-

Rs. 1,000/-

Rs. 60,00,000/-

Rs. 3,00,000/-

Details of the Tender Document can be seen at ESIC's website www.esic.nic.in at Tenders.

Phone No./ Tel:0124-2290190

Medical Superintendent

ESIC Hospital, Manesar (Haryana)

Employees’ State Insurance Corporation Hospital, Manesar

(Ministry of Labour and Employment, Govt. of India)

Plot No-41, Sector-03, IMT,

Haryana- 122050. Tel:0124-2290189

E-mail- ID- [email protected]

Tel:0124-229019

Tel:0124-2290189

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NIT No. - 133/D/34/11/44/2012-13/Housekeeping Tender Date: 30/07/2014

NOTICE INVITING TENDER ANNEXTURE- A

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

Housekeeping services listed under scope of work in the bid document. The details of which are as follows:-

SR. Description Details

1 Name of work:- Annual Housekeeping Services at ESIC Hospital, Manesar and Staff Quarters for a period of one year.

2 Details of Plinth Area 3120 sqm. & 14 nos. Staff Quarters.

3 Estimated Cost: Rs. 60 Lakh Approximately.

4 Period of Contract: - Twelve Months (12)

5 Earnest Money

Deposit : -

Rs. 1, 50,000/- (Rupees one lakh fifty thousand only) to be deposited along with

tender, through Demand Draft in favour of ESI Fund A/C No. - 1, payable at

Manesar. Bids received without EMD will not be considered and summarily

rejected.

6 Cost of Tender: - Rs. 1000/- (Non refundable) by Demand Draft in favor of 'ESI Fund A/c No. - 1'

Payable at Manesar.

7 Date of submission of

Tender: -

Up to 1:00 pm on 21-08-2014 in the tender box kept in Medical Superintendent

Office ESIC Hospital, Manesar (Haryana).

8 Date of opening of

Tender:

The tenders shall be opened in the presence of the tenderers who choose to be

present on 21-08-2014 at 2:30 PM in the conference hall ESIC Hospital, Manesar.

In case, 21.08.2014 is declared a public holiday, tenders shall be received &

opened as per above schedule on next working day.

9 Tender Document:- Tender documents containing terms & conditions can be obtained in person from

Medical Superintendent, ESIC Hospital, Manesar, Plot No- 41, Sector-03, IMT,

Haryana on submission of a demand draft of Rs. 1000/- (non-refundable) in favour

of “ESI Fund A/c No. 1” payable at Manesar on all working days (except Sunday

closed/Public Holidays) between 9 AM to 4 PM w.e.f. 30-07-2014 to 21-08-2014

and up to 1:00 PM on 21-08-2014.

The tender document can also be downloaded from the website

www.esic.nic.in and the cost of tender document can be deposited through a

separate demand draft of Rs. 1000/- payable at Manesar in favour of the “ESI

Fund A/c No.1” towards cost of tender while submitting the tender.

10 Minimum Eligibility

Criteria:-

The Agency should submit following documents -

(a) EMD in the form of Bank Draft for Rs. 1,50,000 /-

(b) Bid documents fee in the form of bank draft for Rs. 1,000/- in case bid

documents have been download from the website

(c) Copy of PAN & TAN,

(d) Clause by Clause compliance demonstrating substantive responsiveness to the

commercial condition by signing and stamping on all the pages of the original

bid document.

Employees’ State Insurance Corporation Hospital, Manesar

(Ministry of Labour and Employment, Govt. of India)

Plot No-41, Sector-03, IMT,

Haryana- 122050. Tel:0124-2290189

E-mail- ID- [email protected]

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

Tel:0124-2290189

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(e) Labour License under the Contractor Labour Act (R & A, Act 1970 ),

(f)Certificate of Incorporation/ Registration of Firm Certificate/ Memorandum and

Articles of Association/Partnership Deed/ Proprietorship Deed/ Declaration of

Proprietorship etc. as the case may be,

(g) Copy of Income Tax Return for last two Financial Years,

(h) Copy of Service Tax Certificate along with challans,

(i) Copy of ESI Certificate along with challans,

(j) Copy of EPF Certificate along with challans,

(k) Sealed, Signed & Separate Price/Financial Bid Form,

(l) Sealed, Signed & Separate Bid/Tender Form

(m) Letter of Authorization to attend bid opening,

(n) Experience certificate of similar work / Agreement / Work Order,

(o) Satisfactory Certificate of similar nature of work,

(p) Undertaking should be typed on agency letter head as per Tender.

(q) Annual Turnover of company should be stamped by Chartered Accountant.

(r) Filled Format I to IX by agency

(s) Details of last two years Balance Sheet and Profit/Loss account.

(t) ISO Certificate, if any

11 Technical Eligibility

criteria

(i) The tenderers should have minimum two years experience as on 31.05.2014 in

works of similar nature.

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

Housekeeping works of Central Government Hospitals/Semi Govt. Hospital/PSUs

fields/State Govt.) in Delhi/NCR /Haryana areas.

(iii) They agency should have at least-

(a) One running contract of value not less than Rs. 45.0 Lakhs per annum

(Equal 75% of the value of the work to be executed), or

(b) Two running contract, each of value not less Rs. 30.0 Lakhs per annum

(Equal 50% of the value of work to be executed), or

(c) Three running contract, of value not less than Rs. 21.0 Lakhs per annum

(Equal of 35% of the value of work to be executed),

12 General Instruction All the documents submitted along with the bid should be self attested photocopy

& must be legible and signed and stamped by authorized signatory, otherwise the

bid is likely to be rejected.

13 Details of work of

Scope

a. Details of the scope of work are enclosed at Annexure “B”.

b. Details of Equipments to be used, Number of Manpower and liveries to be used

at each of the premises for housekeeping job are given at Annexure “C”.

c. The numbers given in Annexure ‘C’ are the minimum. The contractor shall

provide resources, to meet the contractual obligations.

14 Bid/Tender Validity The prices quoted shall remain valid for 60 days from the date of opening of the

Bid and in respect of accepted bid the prices quoted shall remain valid for 60 days.

15 Annual Turnover The Annual turnover of the agency must not be less than Rs. 02.00 Crore (Rupees

two crores only).

16 For Financial Bid Services charges quoted by the agency should not be less than Tax Deducted at Source (TDS) otherwise the bid is likely to be rejected

The Competent authority reserves the right to accept or reject any or all tenders without

assigning any reason whatsoever. Incomplete, conditional or delayed bids will not be considered &

summarily rejected.

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ANNEXTURE- B

SCOPE OF HOUSEKEEPING WORK

1. The Tenderer/ should have a valid labour license and license for providing Housekeeping and storing

chemicals used for the same including Waste Management (Hazards Waste) services as applicable.

2. The agency shall ensure cleaning of terrace of hospital & staff quarters .

3. All hospital & staff quarters are required to be cleaned periodically.

4. Man power Attendance Register is to be maintained.

5. The Tenderer should have sufficient employees on its Rolls specifically trained for housekeeping work.

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

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

immediately.

7. All Tools & Tackles to carry out the housekeeping work at site are to be provided by the Contractor free of

cost.

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

Manager/Supervisor’s name to be contacted on Telephone Nos. for lodging the complaints.

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

AD/OS/Caretaker or Maintenance In charge’s and note complaint on daily basis.

IMPORTANT SERVICES

Area of work: All open and covered area within the boundary of the ESIC Hospital, Manesar roof will be in

the scope of housekeeping services to be provided by the contractor.

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

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

has to ensure that the staffs deployed are dressed in neat and clean uniform approved by the ESIC Hospital,

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

General Instructions:

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

Medical Waste (management and Handling Rules of India, 1998 as amended from time to time)

2. A detailed Hospital Waste Management Plan shall be prepared and has to be approved from ESIC Hospital

Manesar before start of work.

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

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

with general waste. Unscientific burning shall not be permitted. Different coloured bags/containers namely

green, red, yellow and puncture proof or stainless steel, lead containers shall be used depending on the

category of waste.

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

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

then placed in a bigger bag/container for transporting.

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

in specified location and in specific liners and containers.

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

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

stage.

General Requirements and Documentation

• Organisational structure and line of authority

• Housekeeping manual and all SOP (Standard Operating Procedures)

• List of equipments used

• Colour coding

• On job training and documentation

• Description for each category of housekeeping

• Hospitable and polite with patients and hospital staff.

• PPE wherever necessary

• HBV vaccination of all the staff

• Maintaining records of

(a) Needle sticks injuries

(b) Amount of waste going out to outsourced agency

(c) Memorandum of understanding

(d) Complaint book

• Maintaining log book and checklists

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

• Female patients should be attended by female staff only.

• Immediate replacement of staff on leave.

• Rotation of staff if required.

(A) Daily Services:

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

that all areas are spic and span all the time. Working hours should be adjusted in such a manner that cleaning

work in the morning should be completed well before 8.30 A.M in rooms where work will start at 9 am .

Contractor will arrange manpower for special VIP visits at no extra cost and provide full support and

cooperation during Hospital accreditation process.

Housekeeping staff has to do following activities for all rooms of all the departments, stores,

canteen, kitchen, consultants chambers, wards, ICUs, operation theatres ,CSSD, laundry, labs, blood bank,

all corridors and all covered and open areas.

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

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

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

canteen, CSSD, Laundry, corridors, ceilings, office rooms, training rooms at regular intervals on daily basis.

(3) Vacuum cleaning of all carpets and upholstered furniture

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

emptying urine and drain bags whenever required.

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

required.

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

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

curtains etc.

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

basis at regular intervals i.e. 3 times.

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

clear them when it is full.

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

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

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

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

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

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

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

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

and send to laundry.

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

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

other parts to BMW collection point.

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

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

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

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

is discharged or when soiling occurs.

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

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

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

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

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

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

naphthalene balls in toilets, etc. after daily check-ups in the morning, afternoons and on call basis during

daytime.

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

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

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

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

I/C on duty of that area.

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

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

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

disposed of at least thrice a day.

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

and garbage bins existing inside the premises and shall dispose the garbage at the designated area within the

hospital.

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

5) Ensure that the GHMC bin is cleared daily.

(C) Weekly Services:-

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

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

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

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

stains on walls, cleaning of roofs, porches etc.

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

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

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

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

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

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

available and supervise the cleaning work.

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

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

(D) Housekeeping Monitoring and Control:

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

Contractor:-

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

supervising staff on duty daily.

2. Management / Housekeeping Service Requirements/ Complaints Report:

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

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

services or staff deployed by the Contractor will be registered at site by the Contractor and reported to

Caretaker/ESIC Engineer. The Contractor will take immediate action to resolve the same failing which the

Penalty Clause will be invoked.

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2.1. The agency will maintain Daily Roster displayed at each floor at a prominent area with supervisor name

& contact details.

3. Housekeeping Services Complaint Register:

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

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

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

ADDITIONAL SCOPE PERTAINING TO HOSPITAL:

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

organizations. Housekeeping staff has to work between the infected patients and has to handle dangerous

infected materials and waste. Along with the routine housekeeping activities the house keeping staff has to

show his /her humanitarian concern towards the patient and provide him all types of required help and

services. Such services may be need based and might not be included in the general scope of work but they

have to be provided by the house keeping staff as and when required.

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

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

soiled cloths / linen or any type of need in emergency and Helping the patient in any type of need is included

in the scope of work.

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

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

2. OPERATION THEATERS:

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

by the house keeping staff.

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

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

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

house keeping staff has to be performed efficiently.

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

changed as per schedule.

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

after every operation.

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

operation theatre floor area shall be scrubbed once a day.

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

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

theatre shall be swept and mopped in the morning and at regular intervals to keep them clean.

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

operations and movements in that area.

3. CLEANING OF OFFICES/CONSULTANT ROOMS

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

closing hours.

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

• Vacuum cleaning shall be done on carpets and upholstery.

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

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

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

4. CLEANING OF LABORATORY AND OTHER CRITICAL AREAS

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

changed when it is full.

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

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

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

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

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

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

PROVISIONAL CLEANING SCHEDULE

S.No ACTIVITY FREQUENCY AGENTS USED

1. OT AREA/ VERY HIGH RISK AREA

1 Garbage Removal After every case As per the BMW

guidelines

2 1st mopping Before starting 1st patient and

after ever case

Germicide

3 2nd mopping Before starting 1st patient and

after ever case

1% Sodium Hypochlorite

4 Garbage removal from the OT

corridor

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

Guidelines

5 Mopping of the OT Corridor Thrice a day Flat mop

6 Dusting of doors and windows in OT

corridor

Once a day Z colour duster

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

end of the day

Bacillocid/Virux

8 Washroom & wash basins Cleaning Thrice a day and when required Germicide

9 Washing of Slippers Once a day Detergent

10 Washing of OT Once a week Detergent

2. ICU / HIGH RISK AREA

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

full

As per the BMW

Guidelines

2 Dry mop Thrice a day Feather brush

3 Dusting Thrice a day Z colour duster

4 Mopping Thrice a day Germicide

5 Washroom & wash basins Cleaning Thrice a day and when required Germicide

6 Washing of Slippers Once a day Detergent

7 Assist in carbonization / Fumigation When required Bacillocid

8 Scrubbing of floor/ Walls Once a month

Detergents

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3. MODERATE RISK AREA WARDS


full

As per the BMW

guidelines




5 Washroom & wash basins

Cleaning

Thrice a day and when required Germicide

4. CANTEEN AND KITCHEN


full

As per the BMW

Guidelines



4 Mopping Thrice a day and when required Germicide

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

5. PUBLIC AREA WASHROOM

1 Cleaning Every 2nd hourly Germicide

2 Washroom & wash basins

Cleaning

Thrice a day and when required Germicide

6. LOBBY


full

As per the BMW

Guidelines




7. OPD AREA

1 Garbage Removal Thrice a day/ When bags are

3/4th full

As per the BMW

guidelines

2 Dry mop Twice a day Feather brush

3 Dusting Twice a day Z colour duster


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

8. STORES (MEDICAL, SURGICAL, NON-MEDICAL)

1 Garbage Removal Thrice a day/ When bags are

3/4th full

As per the BMW

guidelines



4 Mopping Twice a day Germicide

9. MORTUARY

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

full

As per the BMW

guidelines




10. ADMINISTRATION


full

As per the BMW

guidelines

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2 Dry mop Once a day /when required Feather brush

3 Dusting Once a day/ when required Z colour duster

4 Mopping Once a day/ when required Germicide


11. CSSD/LAUNDRY


full

As per the BMW

Guidelines

2 Dry mop Twice a day /when required Feather brush

3 Dusting Twice a day /when required Z colour duster

4 Mopping Twice a day /when required Germicide

5 Mopping sterile storage area (CSSD) Once a day Virux Solution

6 Washing of sterile area (CSSD) Once a week (Saturday afternoon) Virux Solution

7 Assist in Fumigation(CSSD) When required Virux Solution

12. RADIOLOGY

1 Garbage Removal Twice a day/ When bags are

3/4th full

As per the BMW

Guidelines

2 Dry mop Twice a day /when required Feather brush

3 Dusting Twice a day /when required Z colour duster

4 Mopping Twice a day /when required Germicide


13. LABORATORY


full

As per the BMW

Guidelines




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


7 Assist in Fumigation Once a month Bacillocid

8 Washing of Slippers Once in a week Detergent

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

Cleaning of spillage of Blood/Body fluids

1. Use disposable gloves.

2. Cover area with 1% Sodium Hypochlorite

3. Leave for 20 minutes

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

5. Wash surface with detergent and dry.

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

Buckets – Detergent wash and dry

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

Body packing services:-

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

Caretaker.

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ANNEXURE – C

RESOURCES REQUIREMENT

A. AGENCY WILL PROVIDE FOLLOWING MATERIALS:

CLEANING MATERIALS: All the cleaning material, soap solutions, room fresheners, naphthalene balls,

disinfectants, deodorants, etc. will be provided by the contractor.

B. THE CONTRACTOR HAS TO PROVIDE THE FOLLOWINGS:

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

pertaining to housekeeping services ( except the daily used consumable/ bins/ bags for waste collection).

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

output from the house keeping force provided to the hospital. Teaching and training for the same has to be

done by the contractor. The man and material needed for the management of the house keeping staff will be

the responsibility of the contractor.

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

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

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

financial bid.

S.No Description Number required

(Mandatory)

1 SCRUBBING MACHINE 1

2 WET/ DRY VACCUM CLEANER 1

3 HIGH PRESSURE JET 1

4 WRINGER TROLLEY 10

5 CADDY BASKET 10

6 GLASS CLEANING KIT 5

7 WET MOPS KENTACKY Minimum 15

8 WET MOPS ROUND( FOR BATH ROOMS) Minimum 15

9 SWEEPING BRUSHES ( DRY DUST CONTROL MOPS) Minimum 15

10 HARD BROOMS FOR GROUND SWEEPING Minimum 03

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

squeezers

As per requirement

The minimum Numbers of items given above is to be maintained by agency and replacement is to be made

whenever required.

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

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

5. MAN POWER REQUIRMENT:

S. No Manpower Description Number

1 HOUSEKEEPING SUPERVISOR 3

2 HOUSEKEEPING PERSON (MALE & FEMALE) 42

3 Total 45

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6. List of Cleaning Materials & Aids

Sl. No Items Qtys.

1 Air freshener premium

As per requirement

on Monthly Basis.

2 Dettol Soap 1 Lts

3 Dust Control Mop Set (Conta-60 cm, Blue)

4 Floor Duster (26*26)

5 Dettol Hand wash 250 ml

6 Hand Wash Liq. Soap

7 Hit Black 250 ML

8 R1 5Ltr (Can) – Bathroom Cleaner

9 R2 5Ltr (Can) – Glass Cleaner

10 R3 5Ltr (Can) – Furniture Cleaner

11 R5 5Ltr (Can) – Toilet Cleaner

12 Wizard

13 Prill Dish Wash (Pcs)

14 Room Freshener Glamic

15 Scotch Brite Big (3-M)

16 Dettol Soap

17 White Duster Big

18 Yellow Duster Small (24*24)

19 Black Finayal

20 Kent Mop Set

21 Collin

22 Hard Broom

23 Naphthalene Ball

24 Odonil

The required quantities of cleaning material and aids for the month shall be procured and shall

be stored in the store room and shall be issued to the staff daily as per requirement. Computerized

records shall be maintained which will be open to inspection by ESIC officials during working hours.

Covered trolleys, Dustbins, dustpan, mops, buckets, wipers, gloves, dusters, scrubbers,

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

7. DEPLOYMENT OF HOSEKEEPING STAFF

SHIFT – A (Timing: 06:00 am to 02:00 pm)

AREA LOCATION QTYS. TOTAL NOS. HOSEKEEPING SUPERVISOR 01 Total Nos. 01

GROUND FLOOR

KITCHEN 01

Total Nos. 05

A & B BLOCK (CSSD/LAUNDRY/STORE/ GARBAGE ROOM) 01

CASUALTY AREA 01

RECEPTION, CANTEEN & MAIN ENTRANCE AREA 01

OUTER & BASEMENT AREA 01

FIRST FLOOR

X- RAY & PATHOLOGY AREA 01 + 01 Total Nos. 04 GENERAL OPD 01

PLASTER & PHYSIOTHERAPY 01

SECOND FLOOR

PAEDS & GYANE OPD AREA 01 Total Nos. 04 LABOUR DEPARTMENT 01

WARD AREA 01+01

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THIRD FLOOR WARD AREA 01 + 01 Total Nos. 02

FOURTH FLOOR ADMIN & PANTRY AREA 01 Total Nos. 01

SHIFT – B (Timing: 02:00 pm to 10:00 pm)

HOSEKEEPING SUPERVISOR 01 Total Nos. 01

GROUND FLOOR

KITCHEN 01 Total Nos. 03 CASUALTY AREA 01

RECEPTION, CANTEEN & MAIN ENTRANCE AREA 01

FIRST FLOOR

X- RAY & PATHOLOGY AREA 01 Total Nos. 02 GENERAL OPD, PLASTER & PHYSIOTHERAPY 01

SECOND FLOOR

PAEDS & GYANE OPD AREA & LABOUR DEPARTMENT 01 Total Nos. 03 WARD AREA 01 + 01


SHIFT – C (Timing: 10:00 pm to 06:00 am)

GROUND FLOOR CASUALTY 01 + 01 Total Nos. 02

SECOND FLOOR WARD AREA 01 + 01 Total Nos. 02


SHIFT – GENERAL (Timing: 08:00 am to 04:00 pm)

ALL FLOOR ALL TOILET 01 + 01 Total Nos. 02

FOURTH FLOOR PANTRY AREA 02 Total Nos. 02

ALL FLOOR ALL STAIR CASE 01 + 01 Total Nos. 02

THIRD FLOOR OT’S AREA 03 + 01 Total Nos. 04 ALL AREAS HOSEKEEPING SUPERVISOR 01 Total Nos. 01

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ANNEXTURE- D

INSTRUCTION TO THE TENDERERS

1. Sealed offers under two bids systems in the prescribed format are invited from eligible Tenderers for

providing Annual Housekeeping Services listed under scope of services in the bid documents.

2. The amount of earnest money deposit (EMD) shall be Rs. 1,50,000/- (Rupees one lakh fifty thousand only)

in the form of Demand Draft drawn in favour of ESI Funds A/C No. 1 payable at Manesar.

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

summarily rejected.

4. Last date of submission of tenders is 21-08-2014 up to 1:00 P.M.

5. Date and time of opening of tender is 21-08-2014 at 2.30 P.M.

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

representative/quoting firm. Format I to VIII enclosed shall be filled without exception.

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

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

(iii) In case agency is unable to prove by documentary evidence compliance regarding ESI Act, EPF Act,

Minimum Wage Act, Service Tax Act any other Act as applicable, the ESIC shall be at liberty to terminate the

contract at any time at the risk and cost of agency.

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

rates, the rates written in words shall prevail.

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

address of the tenderer.

The Tenders are to be submitted as per two bid system i.e. - Technical bid and Financial bid ,.The

technical bid should contain the papers to fulfil all the eligibility criteria, certificate of experience, satisfactory

performance certificate, undertakings as per instructions, work plan and list of the equipments, tools and

tackles required for the job. Financial bid should contain the rates quoted for the services to be provided as

per instructions given in the tender document. Both the bids should be submitted in two separate sealed

envelopes super scribed as “Technical Bid for House Keeping Services” and “Financial Bid for House Keeping

“. Both sealed envelopes should be put in a third sealed envelope and should be super scribed “Tender for

House Keeping Services. Sealed tenders should be addressed to the Medical Superintendent ESIC Hospital,

Manesar. The completely filled Tender should be dropped in the Tender Box kept in the office of the Medical

Superintendent ESIC Hospital, Manesar by the stipulated date and time. No tender submitted or received

after the closing date and time will be considered.

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

contacting MS/DMS/DD/AD/Engineer/Care Taker/General Branch in order to have an Idea of Work.

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

without assigning any reason whatsoever.

11. Conditional tenders are liable to be rejected.

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12. The tender for the work shall remain open for acceptance for a period of ninety days (90) from the date

of opening of tender.

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

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

successful tenderer.

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

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

nature shall be payable.

16. Fraud and Corruption

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

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

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

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

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

execution;

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

procurement process or the execution of a contract;

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

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

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

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

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

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

Contract in question.

17. Eligibility criteria:

(i) The tenderer should have minimum two years experience in works of similar nature.

(ii) They agency should have at least running contract-

a) One similar work of value not less than Rs. 45.0 Lakhs per annum (Equal 75% of the value of the

work to be executed), or

(b) Two similar works, each of value not less Rs. 30.00 lakhs per annum (Equal 50% of the value of


(c) Three similar works of value not less than Rs. 21.0 Lakhs per annum (Equal of 35% of the value of


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

for Annual Housekeeping work.

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19. (i) Minimum Nos. of workers to be deployed for Annual Housekeeping for attending day to day

complaints for maintenance purpose has been shown category wise in format III. Workman requires on 24

hours notice have been shown in format III. Workers have minimum general qualification and experience

required for housekeeping work been shown in format III.

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

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

space provided by the ESIC.

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

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

single third envelope and clearly super scribed as Annual Housekeeping work at ESIC Hospital, Manesar & 14

Nos. Staff qtrs. and works contingent there to at Manesar Envelop should be clearly marked as Technical Bid

(Envelope -I) and Financial Bid (Envelope -II). This third envelope shall also contain the EMD.

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

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

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

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

of similar works, annual turnover, total manpower employed.

b. Qualification/ Related experience.

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

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

verification & evaluation of Technical Bid.

22. Financial Bid: The financial bid of only those tenderers, who qualify in the technical bid will be opened

in the presence of their representative, who choose to attend the opening of financial bid. Minimum two-

day notice will be given to tenderers for this purpose.

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

Manesar who reserves its right to accept or reject any or all the proposals without assigning any reason

whatsoever.

(ii) The contract for the Annual Housekeeping work shall be awarded to the best qualified responsive

tenderer.

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

tenderer.

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

Superintendent Block on or before 21-08-2014, 1:00 PM at following address:

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

25. OBLIGATIONS OF THE CONTRACTOR:

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

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

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

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

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

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

every employee of contractor deployed at ESIC Hospital shall be furnished by the contractor. Payment of

wages/salary in cash will not be allowed under any circumstances

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

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

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

deducted from date of last physical verification.

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

27. The agency should claim only reimbursement of actual expenses in respect of consumable items (for

Housekeeping & others related to operation services) and should be certified by ESIC responsible person.

28. Captive manpower is also to be made one of the requirements in the technical bid. The Managers,

Supervisors & working staff to be professionally qualified and must be trained. This work force should be on

the pay roll of the agency. The number of captive manpower must be at least four times the number of

estimated work force required.

29. If the agency does not provide proof of statutory dues its service will be terminated after one month

written notice.

The Medical Superintendent reserves the right to withdraw/relax any of the terms and conditions

mentioned hereunder and in such a situation the tenderer shall be given sufficient time to take the changes

into account. However, no relaxation will be given as far as statutory requirements are concerned.

30. All the Technical Bids will be scrutinized, by the evaluation committee constituted by the MS to check all

relevant documents for their authenticity and the Tenderer who qualified in the Technical bid will be

informed about the date and time for opening the Financial Bids.

31. Agency / Firm already debarred/ blacklisted by any of the ESIC Institution /Central Govt. Dept./State Govt.

Dept./Any authority constituted under central or state act need not apply & will be summarily rejected

during the black listed / debarred period.

32. Agency will not employ any staff, transferred/ terminated earlier by any service providing agency on the

basis of complaint by ESIC Institution/ Hospital.

Medical Superintendent

ESIC Hospital, Manesar (Haryana)

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Annexure -E

GENERAL CONDITIONS OF CONTRACT

Definitions and Interpretation 1. Definitions

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

hereby assigned to them except where the context otherwise requires.

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

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

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

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

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

the contract.

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

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

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

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

modification thereof.

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

tender.

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

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

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

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

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

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

“Appendix to Tender” means the appendix comprised in the form of Tender annexed to these

Conditions.

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

commence the works.

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

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

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

the awarded work.

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

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

the provisions of the Contract.

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

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

executed in accordance with the contract.

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

Hospital, Gurgaon.

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

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

2. Sufficiency of Tender

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

on his own inspection and examination of this site conditions.

3. Contractor’s Employees

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

Housekeeping of the Works and the remedying of any defects therein. The minimum staff shall be as per

description of work mentioned in BOQ and format-III.

4. Safety, Security and Protection for the Environment

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

defects therein:

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

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

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

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

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

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

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

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

arising as a consequence of his methods or Repair.

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

(i) During the Housekeeping work for any loss or damage to property and life arising from a

cause for which contractor is responsible.

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

him for the purpose of complying with his obligations.

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

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

contract.

5. Damage to Persons and Property

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

all losses and claims in respect of:

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

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

the Housekeeping Works and the remedying of any defects therein, and against all claims, proceedings,

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

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6. Accident or injury to Workmen:

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

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

keep indemnified the Employer against all such damages and compensation and expenses whatsoever in

respect thereof or in relation thereto.

7. Evidence and Terms of Insurance:

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

him fully. The contractor shall provide evidence to the Employer as soon as practicable after the respective

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

under the Contract have been effected.

8. Compliance with Statutes, Regulations:

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

with the provision of:

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

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

defects therein, and

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

be affected in any way by the works, and the Contactor shall keep the Employer indemnified against all

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

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

9. Time for completion:

The Annual Housekeeping work shall be for a period of One year or as mentioned in the letter of

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

terminated after the expiry of One Year.

10. Extension of Time for Completion:

The Annual Housekeeping contract may be extended on the written mutual consent of both Employer and

Contractor for a further period of one year. However, employer reserve it’s right to terminate the contract by

giving 15 days notice at any time during the currency of the contract if the services of the agency are not

satisfactory as per the opinion of employer or its representative.

11. Defect identification and its rectifications:

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

develop a system for regular Housekeeping work of all the services which includes defect identification and

its immediate rectification so, that services are not affected. It shall be the sole responsibility agency that all

the services are kept in functional condition round the clock during the currency of the contract. Defect

Liability period shall be 12 months from the date of completion of work under BOQ measurable works. The

contractor shall rectify at his own expenses any defect in the work carried out by him during this period. On

failure of the contractor to do so, the same shall be completed by the employer at the risk and cost of the

contractor.

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12. Liquidated damages for delay.

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

delay is on the part of Housekeeping agency, the employer can impose liquidated damages on the

contractor as detailed in the particular conditions.

13. Contractor’s Failure to carry out Instruction.

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

Employer/Administration/General Branch/Engineer and Caretaker shall be entitled to employ and pay other

persons to carry out the same and if such work, in the opinion of the Engineer, the Contractor was liable to

do at his own cost under the Contract, then all costs including penalty for delay in attending to the complaint

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

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

to the Contractor.

14. Instructions for Variations

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

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

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

to claim any extra cost.

MEASUREMENT

15. Works to be measured

The ESIC Hospital, Manesar shall determine by the measurement of the value of actual work done in

accordance with the Contract and the Contractor shall be paid proportionately. Part rate shall be made for

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

items and to decide the part rate for any particular item. In case overtime working of staff under Format

no. III is required, specific instructions of the ESIC is to be obtained. Payment shall be made at applicable

overtime rates.

CERTIFICATES AND PAYMENTS

16. Monthly Statements

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

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

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

Following documents:-

a. Attendance sheets duly verified by Caretaker along-with salary certificates, wages sheets of all the

workers and staff deployed.

b. Certified bills of miscellaneous materials purchased under different head. Details of defects/complaints

attended and rectified within time.

c. Details of complaints attended late.

d. Every month the agency shall provide documentary evidence in support of payment of ESI, EPF & Service

Tax dues as applicable.

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e. The agency shall make payment to its employee only through Cheque/NEFT/ECS & payment shall be made

in the presence of representative of ESIC Hospital as nominated by the Medical Superintendent.

17. Deduction of Income Tax

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

18. Monthly Payments

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

the help of contractor and certify for payment within 7 days.

19. Performance Guarantee/Security Money:

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

performance of the contract in the format enclosed as Bank Guarantee or Demand Draft of an amount of

Rs. 3,00,000/-. The performance guarantee shall be valid for the duration of the contact period plus 60 days.

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

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

20. Default of Contractor

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

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

means at the risk and cost of the Contractor.

21. Payment on Termination

In the event of termination of the contract, due to any shortcoming on the part of agency, employer shall be

at liberty to get balance work done at the risk and cost of the contractor and due payment of the contractor,

if any, shall be released after the completion of whole of the works.

22. Amicable Settlement of Dispute

The parties shall use their best efforts to amicably settle all disputes arising out of or in connection with this

contract or the interpretation thereof.

23. Arbitration

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

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

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

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

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

the work or after the completion or abandonment thereof in respect of which: - Amicable settlement has not

been reached. Shall be referred to the Sole Arbitration of the Medical Superintendent, ESIC Hospital,

Manesar who shall proceed as per the Arbitration Act.

24. The Caretaker of ESIC Hospital shall verify the monthly bill submitted by the agency. He will ensure

that the contractor has deployed the Housekeeping Staff as per agreement. He will also ensure that

payments of wages are made in his presence. All the raw material used by the agency for Housekeeping

purpose shall be verified by the Caretaker. He will also attest the daily attendance sheet. It is also his

responsibility to verify the complaint register & monthly report regarding disposal of complaint.

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Format - I

DETAILS OF TENDERER

Name of Work: Tender for Annual Housekeeping Work at ESIC Hospital, Manesar (HARYANA) for a period

of one year.

1 NAME OF TENDERING COMPANY / FIRM / TENDERER:

2 NAME OF OWNER / DIRECTORS / PROPRIETOR:

3 FULL PARTICULARS OF OFFICE:

(a) Address:

(b) Telephone No.:

(c) Fax No.:

(d) E-Mail Address

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

(a) Name of the Bank:

(b) Address of the Bank:

(c) Telephone No.

(d) Fax No.:

(e) E-Mail Address:

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5 REGISTRATION DETAILS:

(a) PAN / TAN No:

(b) Service Tax Registration No.

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

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

(e) TIN No. /VAT No. / Sale Tax No.-

6 DETAILS OF EARNEST MONEY DEPOSIT:

(a) Amount (Rs.):

(b) D.D. No. Date: (c) Drawn on Bank:

(d) Valid up to: 7 DETAILS OF TENDER FEES:

(a) Amount (Rs.):

(b) D.D. No. Date: (c) Drawn on Bank:

(d) Valid up to:

The above format may be used to provide requisite details

Date:

Place:

Name: Seal: Signature of Tenderer

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Format II

EXPERIENCE OF COMPANY

(Experience of relevant and similar work of Annual Housekeeping Services completed during last two years

preceeding May, 2014 and ongoing works) Use separate sheet for each work.

1. Project title and Location

2. Name of the Client and Address

3. Describe area of Participation

(Specific Work done/Services

rendered by the applicant)

4. Period of Work Done/Services

rendered for the project

5. Total cost of work

6. Date of start of the work and the

present status

7. Any other details

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

furnished.

Signature of Contractor

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Format - III

MAN POWER REQUIREMENT

The following minimum manpower is to be deployed in different shift as mentioned against each.

S.NO CATEGORY QUALIFICATION & EXPERIENCE Nos. DUTY / DUTY HOURS.

1 Housekeeping

Supervisor

12th pass with more than 2 years

experience of Housekeeping works.

3 Quickly sort out the problem &

regularly present at every shift.

2 Housekeeper

(Male & Female)

More than 2 years experience to

related field/ An Educated with

more than 2 years experience to

related field.

42 Regularly check & clean the

floors, toilets, wards, corridors,

etc. & Available as per duty

roaster chart.

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

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

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

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

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

The cost per head quoted by bidder should include Wages, Employer share of contribution in respect

of ESI & EPF, Reliving charges, Bonus and any other charges/allowances as applicable. Bidder should

provide detail bifurcation of cost per head as quoted by the bidder.

NOTE: - Only Adult man powers who preferably have gained experience in similar work shall be deployed.

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

name in English and Local Hindi Language.

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FORMAT - IV

DETAILS OF STAFF:

S.

No

Name Employee

Code

Qualification ESI No E.P.F. No Experience in Housekeeping

The above format may be used to provide employee details.

Signature of Tenderer

Date: Seal: Name: Place:

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FORMAT - V

DECLARATION

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

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

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

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

acceptance of the same.

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

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

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

towards prosecution under appropriate law.

Signature of Authorized Person

Date: Full Name:

Place: Company’s Seal:

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

enclosed with Technical tender.

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FORMAT - VI

CHECK LIST OF THE DOCUMENTS TO BE SUBMITTED WITH THE TENDER

S.

No Items Confirm & indicate the

page number

1 EMD in the form of Bank Draft for Rs. 1,50,000 /-

2 Bid documents fee in the form of bank draft for Rs. 1000/- in case bid

documents have been download from the website

3 Tender form with complete technical bid and Financial bid, with all

pages serially numbered , signed and stamped on each page

4 Copy of Permanent Account Number/TAN

5 Labour License under the Contractor Labour Act (R & A, Act 1970)

6 Registration certificate under Shop/company Act

7 Income Tax return for the last two years

8 Balance Sheet & Profit & Loss Account for last two years

9 Service Tax registration certificate with details of the last payment.

10 Copy of Sales Tax/ VAT Certificate/TIN, if any

11 Sealed, Signed & Separate Bid/Tender Form,

12 Sealed, Signed & Separate Price/Financial Bid Form,

13 Filled Format- I to IX

14 Documents in support of contracts of experience fulfilled in last 2

years.

15 Satisfactory completion of contract certificate from previous

organizations.

16 Annual Turnover of company which is stamped by Charted

Accountant.

17 Copy of ESI Code no. alongwith documentary evidence in support of

claim of payment for last two years

18 Copy of EPF Code no. alongwith documentary evidence in support of

claim of payment for last two years

19 ISO Certificate if any,

Signature of Authorized Person

Date: Full Name:

Place: Company’s Seal:

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Enclosure – VII

DETAILS OF THE EXISTING CONTRACTS:

Sr.

No.

Name and Address of the

Organization, Name, Designation and

Contact Telephone / Fax No. of the

Officer concerned

Details of

regarding

the Contract

Value of

Contract

(Rs.)

Duration of Contract

From

To

DD/MM/YYYY

DD/MM/YYYY

A

B

C

D

Additional information, If any

The above format may be used to provide requisite details.

Signature of Tenderer

Date: Name:

Place: Seal:

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FORMAT - VIII

LETTER OF AUTHORISATION FOR ATTENDING BID OPENING

(To reach on or before time of bid opening) To The Medical Superintendent ESIC Hospital Manesar Plot No-41, Sector- 03 Haryana-122050 Subject: Authorization for attending bid opening on______________________________(date) in the

Tender of _______________________________________________________________________.

Following persons are hereby authorized to attend the bid opening for the tender

mentioned above on behalf __________________________________________________________(Bidder) in order of

preference given below.

Order of Preference Name Specimen Signatures I. II. Alternate Representative Signature of Bidder Or Officer authorized to sign the bid Documents on behalf of the Bidder Note: 1. Maximum of two representatives will be permitted to attend bid opening. In case where

entry is restricted to one, first preference will be allowed. Alternate representative will be

permitted when regular representatives are not able to attend.

2. Permission for entry to the hall where bids are opened may be refused in case

authorization as prescribed above is not received.

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FORMAT - IX

(TO BE TYPED ON A LETTER HEAD OF THE AGENCY) UNDERTAKING

CERTFICATE

Certificate of Non-Participation of near Relatives in the tender I_____________________________________________, S/O___________________________________________, R/O _________________________________________________________hereby certify that none of my relative(s) is/are employed in ESIC as per details given in tender document. In case at any stage, it is found that the information given by me is false / incorrect, ESIC Hospital, Manesar shall have the absolute right to take any action as deemed fit / without any prior intimation to me.

Signed______________________________________ For and on behalf of the Tenderer

Name (caps)_______________________________ Position_____________________________________ Date_________________________________________

To,

The Medical Superintendent

ESIC Hospital, Manesar

Plot No-41, Sector- 03, IMT,

Haryana – 122050

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ENCLOSURE - I

COMPLAINT REGISTRATION FORM

Date: _____________

Time: _____________

Nature of complaint: ___________________________________________________________________

Signature of Contractor: ___________________

Name and Address: ______________________

_____________________________

Complaint attended.

Date: ___________

Time: __________ From: ______________ To: ________________________

Certified that the complaint has been satisfactorily attended.

Contractor Complainant

Date:

To be submitted along with running bills.

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Enclosure -II

HOUSEKEEPING COMPLAINT REGISTER

Sl.No.

Date

& Time

Complainant

Nature of

complaint

Complaint

attended

Date

& Time

Remarks

Signature of

Head

Signature of Contractor

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Enclosure – III

Monthly report in respect of disposal of the complaints

Name of Hospital……………………………….

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

agency up to the month of …………………. 2014/15.

Complaints received during the previous month of...……… ……2014/15 have been disposed satisfactorily and

no complaints is pending.

Date…………

Signature of Caretaker

Stamp

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Enclosure –IV

Daily Attendance

Shift:

Shift Timing: DD/MM/YYYY:

Sl.

No.

Name Designation IN time (with

Signature)

Out time with

Signature)

Remarks.

Supervisor Caretaker

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Enclosure - V

FORM OF PERFORMANCE SECURITY BANK GUARANTEE BOND

1. In consideration of the ESIC Hospital, Manesar having agreed under the term and conditions of the Agreement No.- ……………………… dated ……………………….made between ESIC Hospital, Manesar and Second Party (hereinafter the said Construction Agency ………………………………………..…………………… ……………………………………………….………………………………….. for the work …………………...here in after called the said agreement ) to production of irrevocable bank guarantee for Rs………………………………………. (Rupees………………………………………………………………………………………………………………………………………………….) as a security/Guarantee from the Construction Agency for compliance of his obligations in accordance with the terms and conditions in the said agreement, We …………………………………………………………………. ….………………………………………………………………………… (Hereinafter referred as to “the Bank” hereby) (Indicate the name of the bank)Undertake to pay to the ESIC Hospital, Manesar an amount not exceeding Rs…………………………………….. (Rupees………………………..………………………………………………………………………………… ………………………………………………………… only) on demand by the ESIC Hospital, Manesar.

2. We ………………………………………………………………………. do hereby undertake to pay the amounts due and payable under this Guarantee without any demure, merely on a demand from the ESIC Hospital, Manesar stating that the amount claimed is required to meet the recoveries due or likely to be due from the Second Party. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the bank under this Guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs………………………………………….…………………… (Rupees………………………………………………………………………………………….only).

3. We, the said bank further undertake to pay to the ESIC Hospital, Manesar any money that is demanded notwithstanding any dispute or disputes raised by the Second Party in any suit or proceeding pending before any court or Tribunal relating thereto, a liability under this present being absolute and unequivocal. The payment so made by us under this bond shall be a valid discharge of a liability for payment there under and the Second Party shall have no claim against us making such payment.

4. We ………………………………………………………………………………….. further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said agreement and that it shall continue to be enforceable till all the dues of the ESIC Hospital, Manesar under or by virtue of the said agreement have been fully paid and its claims satisfied or discharged on behalf of the ESICH Manesar certified that the terms and conditions of the said agreement have been fully and properly carried out by the said Second Party and accordingly discharges this guarantee.

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5. We……………………………………………………………………………… (Indicate the name of Bank) further agree with the ESIC Hospital, Manesar that. The ESIC Hospital, Manesar shall have the fullest liberty without our consent and without effecting in any manner our obligations hereunder to vary any of the terms and conditions of the said agreement or to extend time of performance by the said contractor(s) from time to time or to postpone for any time or from time to time any of the powers exercisable by the ESIC against the said Second Party and to bear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said contractor or for any forbearance, act of omission on the part of the ESIC Hospital, Manesar or any indulgence by the ESIC Hospital, Manesar to the said contractors or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us.

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

contractor.

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

except with the previous consent of the ESIC Hospital, Manesar in writing.

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

Hospital, Manesar. Notwithstanding anything mentioned above, our liability against this guarantee is

restricted to Rs……………………………………………………………….……………………….. (Rupees

……………………………………………………………………………………………………………………….only) and unless a claim

in writing is lodged with us within six months of the date of expiry of the extended date of expiry of

this guarantee all our liabilities under this guarantee shall stand discharged.

Date the……………………………………..……………… Day of ……………………………….………………………………………For …………………………………………………….……………………………………………………… (Indicate the name of bank).

.

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ENCLOSER-VI

(TO BE TYPED ON A LETTER HEAD OF THE HOUSEKEEPING AGENCY)

UNDERTAKING

To,

The Medical Superintendent

ESIC Hospital, Manesar

Plot No- 41, Sector-03, IMT Haryana – 122050

Subject: Tender for providing Housekeeping Services at ESIC Hospital, Manesar.

Sir/Madam,

1. I/We hereby agree to abide by all terms and conditions laid down in tender document.

2. This is to certify that I/We before signing this bid have read and fully understood all the terms and

conditions and instructions contained therein and undertake myself/ourselves abide by the said terms and

conditions.

3. I/We abide by the provisions of Income Tax return/Minimum Wages Act, Contract Labour Act and other

statutory provisions like Provident Fund Act, ESI Act, Bonus, Gratuity, Leave, Relieving Charges, Uniform and

Allowance thereof and any other charges applicable from time to time. I/We will pay the wages to the

personnel deployed as per Minimum Wages Act as amended by the Government from time to time and shall

be fully responsible for any violation.

4. I/We do hereby undertake that complete Annual Housekeeping Services at ESIC Hospital, Manesar shall

be ensured by our Agency, as well as any other assignment considered by the Medical Superintendent, ESIC

Hospital, Manesar.

5. I/We do hereby undertake that in case agency is unable to prove by documentary evidence compliance

regarding ESI Act, EPF Act, Minimum Wage Act, Service Tax Act any other Act as applicable, the ESIC shall be

at liberty to terminate the contract at any time.

(Signature of the Bidder)

Name and Address of the Bidder.

Telephone No.

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FINANCIAL BID

Name of Work: Annual Housekeeping Services at ESIC Hospital, Manesar, Plot No-41, Sector-03, IMT

Haryana-122050 for a period of one year.

BILL OF QUANTITY

Estimated cost:-Rs. 60.00 Lakh Earnest Money: - Rs.1, 50,000/-

Time Period: - Twelve months (12) Cost of B.O.Q. - Rs. 1000/-

I. MAN POWER CHARGES

A

1.

2.

Type of man power NOS. OF

MANPOWER

Rate per

Month (Rs.)

Amount per

month Total Cost Per Year

(Rs.)

HOUSEKEEPING

SUPERVISOR

3

HOUSEKEEPER (MALE &

FEMALE)

42

II. MACHINES, EQUIPMENT, MATERIALS AND TOOLS CHARGES

Lump Sum

B Charges for providing and maintaining

machines, equipments, tools and tackles

,small or big , and any other item(s) that may

be required for fulfilment of the contract

(refer Annexure ‘C’)

Not

Exceeding

Rs. 10000/-

C Charges for providing of Housekeeping

Materials as per list of Cleaning Materials &

Aids (Pg. No.- 14)

Not

Exceeding

Rs. 30000/-

D Charges for Hazardous Waste (Exclude of Bio

– Waste)

Not

Exceeding

Rs. 5000/-

E TOTAL Amount OF( A + B + C + D) Rs. =

IV. Management/ Service Charges

F Service charges/ management fee which should include: All

expenditure on providing of Housekeeping Manpower /

Administrative services by all means to get the work done

through deployed housekeeping staff.

GRAND TOTAL Amount OF (E + F) Rs. =

Total Amount in Words: (......... ......................................)

& Service Tax Extra as per applicable (will pay on actual payment challan basis)

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

B. The workers listed in format III shall be available round the clock at the rates mentioned against each.

C. Maintaining an office in space provided by ESIC and attending to Housekeeping work with the above

manpower listed at Sl. No. 1 to 2 of format- III with all required helpers Tools and plant in attendance

six days in the week.

D. Supervisors/ any staff will be appointee in consultation with ESIC Hospital Manesar.

E. The cost per head quoted by bidder should include Wages, Employer share of contribution in respect of

ESI & EPF, Reliving charges, Bonus and any other charges/allowances as applicable. Bidder should

provide detail bifurcation of cost per head as quoted by the bidder

Note: (I) The above rates shall include the cost of any assistance of unskilled/semi skilled persons required by

the skilled workers.

(ii) Payment shall be made for the actual days of employment. Attendance will be verified by the in charge

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

(iii) In case of absence of any of the above mentioned workers without providing suitable replacement, an

amount of Rs. 500/- per day shall be recovered as liquidated damages per person per day of absence.

Signature of Contractor: Seal:

Name and Address: Date: