e-tender for mechanised house-keeping services · house-keeping services name of work:- e-tender...

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E-TENDER FOR MECHANISED

HOUSE-KEEPING SERVICES

NAME OF WORK:- E-TENDER FOR MECHANISED HOUSE-KEEPING SERVICES OF ESIC

HOSPITAL, ALWAR

Last Date & Time of submission 22/07/2020 at 2:00 PM.

EMD Amount Rs. 1,50,000 (one lakh Fifty thousand only)

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INDEX

Sl. No. Description Page No.

1) Notice inviting E-TENDER (NIT) 3

2) Terms and conditions of tender 4-5

3) Other terms and conditions 6

4) General Conditions of Contract (GCC) 7-9

5) Scope of Work 10-20

6) Technical bid form 21-22

7) Financial Bid Form 23-25

8) List of Equipments (Annexure-A), Tools & Tackles

(Annexure-B)

26-27

9) Declaration (Annexure-C) 28

10) Check list of documents (scanned copies) 29

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NOTICE INVITING E-TENDER

E-Tenders in two bid system through 'e-procurement’ solution are invited from

housekeeping agencies for mechanized housekeeping work on contractual basis in a

50 beded ESIC Hospital, Alwar- 301030 for a period of one year. Tender documents

are available on line from 01/07/2020 at https://eprocure.gov.in/eprocure/app.

Bidders have to deposit the Earnest Money Deposit (EMD) of Rs.1,50,000 /- (Rupees

one lakh fifty thousand only) in the form of Demand Draft/Banker Cheque drawn in

favour of "ESI Fund A/c No.1" payable at State bank of India, MIA, Alwar.

The interested tenderers should upload duly filled tender form and their bids along with

attested scanned copies of all the relevant certificates, documents, etc. in support of

their technical & financial bids - all duly signed on the website

https://eprocure.gov.in/eprocure/app latest by 22/07/2020 till 2:00 P.M. The technical

bids will be opened online on 23/07/2020 at 2:00 PM.

Tender documents are also available for viewing on the websites of Employees' State

Insurance Corporation i.e. www.esic.nic.in & https://www.esichospitals.gov.in

The EMD amount along with Annexure(C) (declaration) in original should be

submitted / deposited in the designated tender box, which is kept in the office of

Medical Superintendent, ESIC Hospital, Alwar within the stipulated time and date

i.e. 22/07/2020 till 2:00 PM.

Sd/-

Medical Superintendent

https://eprocure.gov.in/eprocure/app

https://eprocure.gov.in/eprocure/app

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

https://www.esichospitals.gov.in/rourkela-odisha-home

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Terms and Conditions of E-Tender

A. Estimated Tender Value:-Rs. 70 lakhs (approx.) (Rupees seventy lakhs) (approx) for a

period of one year.

B. Period of Contract:-The Contract shall initially be for a period of one year and may be

extended further for a period up to one year subject to satisfactory performance, on the

same terms and conditions and proportionate value / cost basis. The rates quoted by the

bidder shall remain unchanged during the contract period except change in minimum

wages as per the notification of Government and corresponding changes in ESI, PF

contribution and bonus. ESIC, however, reserves the right to terminate the contract by

serving one months notice, in writing. The Contract may be terminated with mutual

consent by giving two months notice.

C. Earnest Money: Rs.150000 /- (Rupees one Lac Fifty thousand only) to be deposited,

in the form of Demand Draft / Bankers Cheque favoring ''ESI FUND A/C No. 1’’ payable at

State Bank of India, MIA Alwar. The EMD along with Annexure (C) in original must

be submitted / deposited in the E-TENDER Box captioned “E-TENDER for providing

Housekeeping service” placed at the office of Medical Superintendent ESIC

Hospital, Alwar, before last date and time of uploading of bids. EMD, if dropped in

any other box other than the specific TENDER box will not be considered for

selection.

D. Last date of submission: Last Date of uploading of Tender is 22/07/2020 up to 2:00

pm.

E. Date of opening of Tenders: Technical bid will be opened on 23/07/2020 at 2:00

PM. The tender shall be opened in presence of the bidder who chooses to be Present

during opening of bids. If the date of opening of bid is declared a holiday, bid will be

opened on next working day at 2:00 P.M.

F. Pre Bid Meeting: A pre bid meeting shall be held on 08/07/2020_at 2:00 P.M at ESIC

Hospital Alwar, to clarify issues connected with the tender. Prospective bidders may

attend the said meeting.

Eligible agencies may visit / inspect the site on any working day between 9:00 a.m. To

4:00 p.m. by contacting the Asst. Director (Genl.) (By prior appointment only) to collect

any information that may be necessary for preparing of the E-TENDER and entering into a

Contract for the services to be rendered.

ELIGIBILITY CRITERIA:

1. The bidder should have completed the following work in the last 3years:

(i) One similar work of value not less than Rs. 1 Crore per annum.

Or

(ii) Two similar works each of value not less than Rs. 70 Lakhs per annum.

Or

(iii) Three similar works each of value not less than Rs.50 Lakhs per annum.

2. The bidder must be registered with GST, ESIC & EPFO.

3. The bidder must have a valid PAN number.

4. The Bidders should possess experience of at least 2 years of executing mechanized

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Housekeeping work In Government departments out of which 1 year should be in Govt./ESI hospital consisting of 300 beded capacity.

5. Average Annual turnover of the Agency atleast two financial years out of last three year should be minimum 70 Lakhs in the field of Housekeeping work.

6. The tenderers should not have been blacklisted by any Govt./PSU departments.

7. The Agency should have its Head Office/ Registered Office or Branch Office at Delhi/NCR/Rajasthan for more than one year.

8. The agencies that are registered under MSME Dept. may be exempted from deposit of EMD as per Govt. Rules.

9. The Agency should have valid Labour license / Registration under shops and commercial establishments Act.

G. DOCUMENTS TO BE UPLOADED:

Bidder firms which fulfill the above eligibility conditions may upload the technical bid & financial

bid along with the attested scanned copy of following documents failing which their bids will

be rejected.

1.

Tender document signed and stamped with date in all pages

2. Audited balance sheet (2016-17, 2017-18, 2018-19)

3. Registration / Incorporation certificate

4.

E.M.D.(Scanned copy)

5. GST registration certificate

6. ESIC Registration certificate

7. EPFO Registration certificate

8.

Labor license / Registration under shops and Commercial

establishments Act.

9. PAN certificate

10. Declaration as per annexure-C

11. Completed work order with work completion certificate.

12. Documentary evidence regarding Head / Registered office or Branch office.

13. MSME Registration Certificate (For exemption from deposit of EMD

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OTHER TERMS AND CONDITIONS

Evaluation of technical and financial bid

1. The Tenderers are required to upload two separate Bids i.e. - Technical and Financial, as per Proforma available online.

2. Each attached document should be signed and stamped by the bidder / tenderers or its authorized representative.

3. The competent authority of ESIC reserves the right to reject all or any tender in whole, or in part, without assigning any reason thereof.

4. The financial bid of the bidders, whose technical bid is found to be responsive as per the eligibility and other tender conditions, will be opened in the presence of the bidders, who choose to attend the opening of financial bid.

5. Lowest financial bid will be evaluated based on overall lowest rate quoted by the bidder combining all the three category of financial bid i.e. Rate of manpower along with service charges + Rate of material + Rent for equipment (Excluding GST).

6. The earnest money shall be refunded to the unsuccessful Tenderers after finalization of the contract. It shall be refunded to the successful Tenderers on receipt of performance security deposit. No interest is payable on the EMD.

7. The bid shall be valid for 180 days from the date of opening.

8. Tender incomplete or Conditional in any form will be rejected outright.

9. In case the successful tenderer decline the offer of Contract, for whatsoever reason(s), his EMD will be forfeited.

10. Undertaking that all statutory Labour Laws including Minimum Wages Act is being complied with and the service charges is not less than the TDS amount should be submitted at the time of signing of Contract.

11. A formal contract shall be entered into with the successful tenderers. In this contract, the successful tenderers shall be defined as Contractor.

Performance Security Deposit

The successful tenderers will have to deposit a Performance Security Deposit of 10% of total

tender value by way of Bank Draft or bank guarantee in favor of ESI FUND A/c No. 1 payable at

State Bank of India, MIA, Alwar.

The successful Tenderers will have to deposit the Performance Security Deposit and commence

the work within 15 days of acceptance of tender. Otherwise the contract will be cancelled and

EMD will be forfeited & the contract will be awarded to L2 in that Case.

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GENERAL CONDITIONS OF CONTRACT (GCC)

1. The tenderers would be wholly responsible for the job to be performed.

2. The persons deployed by the tenderers should be properly trained, have requisite experience and skills for carrying out a wide variety of housekeeping work using appropriate materials and tools/equipments.

3. The tenderer must ensure the Health and safety measures of the employees.

4. The tenderers will be responsible for supply / installation / refilling / maintenance of all such items / equipments used in wash rooms and other areas for housekeeping purposes.

5. Employment of child labour will lead to the termination of the contract. The Contractor shall engage only such workers, whose antecedents have been thoroughly verified, including character and police verification and other formalities. The clearance of the local police should be obtained by the contractor before deployment of the personnel. The Contractor shall be fully responsible for the conduct of his staff.

6. The Contractor at all times should indemnify ESIC against all claims, damages or compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages Act, 1948; Employer’s Liability Act, 1938; the Workmen Compensation Act, 1923; Industrial Disputes Act, 1947; Maternity Benefit Act, 1961 or any modification thereof or any other law relating thereto and rules made hereunder from time to time. ESIC will not own any responsibility in this regard.

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 by ESIC besides annulment of the contract.

8. The staff shall be in proper uniform as approved by ESIC and with their identity properly displayed.

9. ESIC will provide space for a store room to the Contractor in the premises.

10. The competent authority of ESIC reserves the right to withdraw / relax any of the terms and conditions mentioned above. In such a situation the Bidder shall be given sufficient time to take the changes into account. The competent authority of ESIC reserves the right to select a competent/ suitable service provider by considering the qualification, experience in providing similar services in a Govt. hospital/Institution Govt. department, and mere quoting of certain rates will not confer any right on the part of Tenderers for automatic selection.

11. In addition to the above any points found omitted in the latter stage the same may be included while scrutinizing the technical bid vis-a-vis financial bid and the same will be also be included while awarding work order.

12. The Contractor shall:

A. Ensure Pest / animal and Rodent free environment in the premises of ESIC.

B. Ensure that their managers / supervisors are equipped with mobile phones.

C. Arrange for a hospital waste/garbage disposal in a professional manner. Technically Sound to use fire extinguisher service.

Variations

The Medical Superintendent, ESIC Hospital, Alwar may order variations in the scope or quantum of work through a written order. The payment for the variation shall be worked out on the basis of contract rates for manpower and for equipments, material etc.

Payment Procedure:

The contractor shall submit bill in triplicate by the 7th day of each month for the executed work up to the end of previous month in a prescribed format as approved by ESIC. Bill must

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be raised based on the rate quoted in tender. However, the payment to workers will not be linked to the release of payment to contractor from ESIC.

The bill must be supported with the following documents:-

a. Attendance sheets along with salary certificates, wages sheets of all the workers and staffs deployed, certified copy of ESI, PF challan along with details of deduction of each employees and GST challan.

b. Certified bills of materials purchased for items not covered under tender.

c. The contractor should be ensured that all the employees engaged by them must mark their attendance in “Aadhar Enabled Biometric Attendance System” (AEBAS) mandatorily and attendance sheet should be attached with their monthly salary bills. The caretaker of the hospital should verify the monthly attendance sheet. Payment of monthly salary bills should be released only after compliance of the same.

After submission of monthly bill complete in all respect by the contractor. ESIC shall accept the bill for payment. All the bills shall be paid on monthly basis. All the statutory responsibilities lie with the contractor and ESIC is not responsible for any statutory non compliance as per labour law.

Liquidated damages:

Whenever and wherever it is found that the cleanliness is not up to the mark, it will be brought to the notice of the supervisory staff of the Contractor by ESIC and if no action is taken within reasonable time, liquidated damages @ Rs.500/- per complaint can be imposed. The decision of Medical Superintendent, ESIC Hospital, Alwar shall be final in this regard.

MANPOWER:

The contractor shall provide the following on contractual basis for ESI hospital & its all

blocks for a period of one year as per specification given below:

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Name of Work E-TENDER for House-Keeping works of ESIC Hospital, Alwar for a period of one year.

2 Period of Work One Year

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a) Safai Karamacharies b) Supervisor

Providing Mechanized House Keeping Services with

Man Power and Material as per E-TENDER Documents.

31 (Thirty one) 01 (One)

4 Area of Campus 1. Hospital covered area

2. Hospital open area 3. Residential colony sweeping area/common area

The Contractor shall pay Minimum Wages, EPF contribution, ESI contribution, statutory bonus,

to the contract employees engaged at ESIC premises. Contractor shall employ adult and

skilled/ trained labour only.

Contractor shall ensure timely payment of all statutory dues like ESI, EPF and Goods and Service

Tax etc. and ensure compensation as per payment of Wages Act, Minimum Wages Act etc.

Payment of wages to the workers shall be made only through bank transactions.

The Contractor shall engage only such workers, whose antecedents have been thoroughly verified,

including character and police verification and other formalities. The Contractor must also ensure

that they are of decent character, sound health and possess general abilities to carry out the

required works and are also able to read instructions written in Hindi.

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The Contractor shall provide photo-identity cards and uniforms to the workers and it should be

ensured that all the workers bear proper uniform and displays identity card throughout the working

hours. The uniform shall be as approved by ESIC. The uniform will necessarily include body

overalls or shirt & trousers, standard design of shoes and socks.

The ESIC reserves the right to bar any worker, employed by the Contractor, for carrying out the

works, if there happens to be any complaint of misconduct / misbehavior on the part of the

manpower deployed by the Contractor. Such person will have to be replaced by the Contractor at

his own costs, risks and responsibilities immediately, with written intimation to ESIC. The

Contractor should ensure to maintain required no. of manpower and also arrange a pool of reserve

housekeeping staff/supervisor. In case any housekeeping staff/supervisor absences from the duty,

the reliever of equal status shall be provided by the Contractor from an existing pool of

housekeeping staff.

If asked by the ESIC Hospital, Alwar, contractor should provide additional manpower at the

same terms and conditions as agreed in the agreement entered into.

Note: - The number of manpower required is likely to increase or decrease depending

upon the actual requirement.

Materials

The quantities of cleaning material and aids for a month as per Annexure-A shall be procured by the Contractor and hand it over to the Caretaker. The material shall be issued to Supervisor of the Agency on weekly basis or as per the requirement. Consumables supplied shall of same brand as mentioned in the Annexure-A and for which bidder has quoted in Financial Bid. However, payment for material shall be made on the basis of actual supply.

Note:- Aforesaid quantities are not exhaustive and may vary depending on requirement. If the above articles are not able to ensure an effective, efficient and timely housekeeping service management, the Contractor will have to provide additional items as per requirement and payment for the same will be made on submission of original invoice/bill.

Tools, tackles &equipments:-

As per Annexure-A, equipments, tools and tackles are minimum and mandatory to be provided to the housekeeping staff by the contractor. These numbers, however, can be increased as per requirement and increased payment will only be made as per the rates quoted item vise in financial bid. Minimum Number of equipments, tools, tackles, etc. have to be maintained in the office at all times. A record of all these items should be kept by the Supervisor. All these equipments may be inspected by designated ESIC official at anytime.

Risk Clause

The tenderers shall at all times have standby arrangements for carrying out the work under the Contract in case of any failure of the existing arrangement. ESIC reserve the right for termination of the contract at any time by giving one month written notice, if the services are found unsatisfactory and also has the right to award the contract to any other contractor at the cost, risk and responsibilities of Contractor and excess expenditure incurred during the Notice period on account of this will be recovered by ESIC from the Contractor’s Security Deposit or pending bill or by raising a separate claim.

All necessary reports and other information will be supplied on a mutually agreed basis

and regular meetings will be held with the ESIC.

Contractor and its staff shall take proper and reasonable precautions to preserve from

loss, destructions, waste or misuse the areas of responsibility given to them by the ESIC

and shall not knowingly lend to any person or company any of the effects or assets of the

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ESIC under its control.

In the event of loss/damage of equipments etc. at the premises of the ESIC due to

negligence/carelessness of Contractor staff, then the Contractor shall compensate the

loss to ESIC.

The Contractor will also maintain a suggestion book for comments on the services

rendered by it.

The Contractor shall, in performing its part of this Agreement, ensure the safety of the

building and the persons working in or visiting the ESIC’s premises and shall indemnify

ESIC for any loss or damage caused by any act of the Contractor or its employees or

staff etc.

The Contractor shall not assign or sublet this Agreement or any part thereof to any third

party without the approval of the ESIC. However, he may use the services of associates

for providing the services in which case the Contractor shall be responsible for the

performance and all acts of the associates as though they were his own.

In every case the Contractor shall make alternative arrangements for meeting his

contractual responsibilities in case of failure of the Associate.

Licenses if any required for Housekeeping services at the site will be procured by the

Contractor.

Dispute Settlement

It is mutually agreed that all differences and disputes arising out of or in connection with this Agreement shall be settled by mutual discussions and Negotiations, if such disputes and differences cannot be settled and resolved by discussions and negotiations then the same shall be referred to the Sole Arbitrator appointed by the Medical Superintendent, ESIC Hospital, Alwar whose decision shall be final and binding on both the parties.

Termination clause During the period of agreement if it is found that the agency is not providing proper

services or charging by fraudulent manner or otherwise, the security deposit of Rs.10% OF TOTAL TENDER VALUE deposited with ESIC or part thereof shall be forfeited in favour of ESIC and agreement will be terminated after giving 30 days notice. In such situations, tender can be allotted to second lowest bidder.

SCOPE OF WORK Area of work:

All open and covered area within the boundary of the ESIC Hospital & Staff quarters, Alwar including the roof will be in the scope of housekeeping services to be provided by the contractor. The scope of work also includes the open area like- Garden, roads, sewerage etc. within the boundary of ESIC Hospital and all its blocks Cleaning Services:

The aim and objective is to provide a high level of a clean, hygienic and presentable look to the entire area. The contractor and his management team will supervise the awarded work. The Contractor has to ensure that the staff deployed is dressed in neat and clean uniform approved by the ESIC Hospital, Alwar. Officials of ESIC will also monitor the entire work and staff. The cleaning shall be done in the following manner:

1. 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 at no stage, it gets mixed with general waste. Unscientific burning shall not be permitted. Different colored bags/containers namely green, red, yellow and puncture proof or stainless steel, lead containers shall be used depending on the category of waste. 2. The waste shall be carefully secured or pre-treated for transportation to a common facility for disposal.

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3. 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.

4. Covered Trolleys should be used for transportation. Before final disposal/treatment waste should be kept in specified location and in specific liners and containers.

5. The scope includes segregation, collection, and storage, transportation within and outside the hospital until its final disposal. All statutory rules and regulations and legal requirements are to be followed at

each stage.

(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 A.M in rooms where work will start at 9 am. Contractor will arrange manpower for special VIP visits at no extra cost and provide full support and cooperation during Hospital accreditation process. Housekeeping staff has to do following activities for all of the hospital rooms of all the departments, stores, chambers, wards, Operation theatres, labs, 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, OT and all other departments at regular intervals on daily basis.

2) Cleaning, sweeping, mopping with disinfectant stair cases, cabins, lobbies, reception, 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 vomits, and sterile body fluids when required.

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

door mats, fire fighting equipments, computer systems, Phones , doors, windows, furniture, window glasses, grills, curtains etc.

7) Cleaning of dust bins, waste paper baskets, cobwebs etc. and disposing off all collected refuse on daily basis at regular intervals i.e. 2 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.

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

14) Assist in transporting dead bodies to dispose of dead fetus and amputated limbs or other parts to BMW collection point.

15) Assist in fumigation of OT/ICUs as per schedule.

16) 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.

17) Clean the patient’s bed, lockers, trolleys, wheel chairs and surrounding areas twice a day or when client is discharged or when soiling occurs.

18) Cleaning and carbolization of ICU beds/ OT beds between cases.

19) Washing of slippers in ICU’s/OT etc.

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

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

22) Containers etc. Brush thoroughly to include below water level and under rims including areas at hinges and cistern handles. Restock toiletries, which include liquid hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls in toilets, etc. after daily check-up in the morning, afternoon 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)/Caretaker 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)/ Caretaker on duty of that area.

(B) Waste Disposal Management: The contractor will ensure collection, mechanized screening / segregation of dry and wet garbage in the earmarked area. The Contractor will also ensure segregation of bio degradable and non bio degradable garbage. Finally, the Contractor will arrange to suitably transport and dispose garbage from the earmarked area to the nearest Corporation bin outside Hospital premises on a daily basis.

The Contractor shall keep suitable size and specification bins at the collection area. The Agency will employ his staff for the collection / disposal work. The garbage will have to be disposed of at least twice a day. The Contractor will also prepare a flow chart 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. 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.

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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 Agency will make a cleaning program and submit to ESIC for weekly cleaning so that ESIC’s Concerned official / in charge for the particular area can be deputed on the day of cleaning to make the area available and supervise the cleaning work.

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

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

(D) Housekeeping Monitoring and Control:

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

1. Toilets Checklist

This is to be attached on the back of the toilet door. It is to be filled up by the Contractor supervising staff on duty daily.

2. Management / Housekeeping Service Requirements/ Complaints Report -

This is to be filled up by the management and administrative staff of the Contractor who receive/observe the complaints/requirements for any of the services. All suggestions, complaints related to services or staff deployed by the Contractor will be registered at site on the computer provided to the Contractor and reported to Caretaker, ESIC. The Contractor will take immediate action to resolve the same failing which the Penalty Clause will be invoked.

3. Housekeeping Services Complaint Register:-

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

Manager from ESIC 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 by the agency immediately.

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4. Body packing services: - The consumables shall be provided by ESIC, the Contractor shall carry out the body packing services as directed by ESIC In charge.

(E) SPECIAL CLEANING OF HIGH RISK AREAS:

The services shall be provided round the clock on all days including holidays. The services include: (I) Cleaning of the whole premises including toilets and open areas.

(II) Wet moping of covered areas.

(III) Cleaning of window panes and door panels.

(IV) Cleaning and dusting of furniture and fittings.

(V) Any other work within the scope of the specialized services.

(VI) Vacuum cleaning of all carpets and upholstered furniture.

PATIENTS WARDS (MALE WARD AND FEMALE WARD):

The Agency shall be responsible for routine cleaning of the patient wards everyday in the morning and evening. The Contractor shall also 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.

(a) THE ROUTINE CLEANING WILL INCLUDE

1. Dusting of the furniture in the room including bed, chair, table TV, fridge etc. 2. Sweeping and mopping the entire room with a disinfectant solution. 3. Cleaning of Toilet and bathroom with a bathroom cleaning solution.

(b) CLEANING OF DISCHARGE OF AN INPATIENT WILL INCLUDE 1. Wiping of the furniture and fixtures in the room with a soap solution. 2. Sweeping and mopping the entire room with a disinfectant solution. 3. Cleaning of toilet and bathroom with a disinfectant/bathroom cleaning solution. Reporting any maintenance required in the room.

CLEANING THE PATIENT COMMON AREAS

1. Dusting the walls, furniture and fixtures in the corridor and lobby.

2. Sweeping and mopping the floor with a disinfectant.

3. Cleaning the public toilets with soap solution and keeping them odour free using deodorizer

Cubes / odonil.

4. Cleaning doors and windows with soap solution.

5. Cleaning consulting room, dressing room, laboratory and other similar areas. The cleaning pattern

wills the same as cleaning patient’s rooms.

OPERATION THEATRE 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.

1. All the dustbins washed and lined with colour-coded bags in the morning. The trash bag shall be changed when it is full.

2. Operation theatre walls shall be thoroughly cleaned using a specialize soap/disinfectant solution before and after every operation. 3. Floor shall be washed thoroughly mopped with a specialized soap/disinfectant solution. The entire operation theatre floor area shall be scrubbed once a day.

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

5. The common areas, doctor’s lounge, nurses’ lounge, changing rooms, waiting lounge and inside operation theatre shall be swept and mopped in the morning and at regular intervals to keep them clean.

6. 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.

(F) CLEANING OF OFFICES AND CHAMBERS

1. The agency shall remove trash from office dustbins and changes the trash liner every evening before closing hours. 2. The offices shall be dry dusted and swept after the closing hours. 3. Vacuum cleaning shall be done on carpets and upholstery. 4. The worktables shall be cleaned with soap solution in the morning. 5. The office shall be mopped with soap solution in the morning. 6. Office staff rest rooms/toilets shall be cleaned using soap solution and kept odour free using deodorizer.

(G) CLEANING OF LABORATORY and OTHER CRITICAL AREAS

1. 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.

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

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

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

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

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

I . GARBAGE DISPOSAL

The Contractor shall collect garbage in specified colour coded bags from all dustbins and garbage bins existing inside the premises and shall put the garbage at the designated area within the Hospital & finally transport it to the nearest corporation bin outside Hospital Premises on a daily basis. The supply of garbage bins, colour coded bags & transportation is in the scope of contractor.

J. CLEANING SCHEDULE:

The Contractor shall submit the schedule for execution of above work and it shall be affixed at all the areas earmarked above. Any deviation found in the schedule may attract penal action over the agency as deemed fit by the Hospital Authority.

16

1. EMERGENCY

Sl. No. Activity Frequency Agents used

1 Removal of Garbage (Thrice in a day)

7.30 am, 2.30pm and 7.30pm As per BMW guidelines

2 Brushing Thrice in a day 7.30am,3.00pm,9.00pm

Feather Brush

3 Dusting After every 2hrs As and when required

'Z' Colour Duster

4 Mopping with wizard After every 2hrs As and when required Wizard

5 Mopping with sodium Hypochlorite

After every 2hrs As and when required

1% Sodium Hypochlorite

6 Washroom cleaning with wizard

Cleaning after every hour Wizard & 1% Sodium Hypochlorite

2. MALE/FEMALE WARD

Sl. No.

Activity Frequency Agents used

1 Removal of Garbage (Thrice in a day)

Thrice in a day 7.30 am, 2.30pm and 7.30pm & as & when required

As per BMW guidelines

2 2Brushing Thrice in a day 7.30am,2.30pm,7.30pm Feather Brush

3 Dusting After every 2hrs & As and when required

'Z' Colour Duster

4 Mopping with wizard After every 2hrs & As and when required

Wizard

5 Mopping with sodium Hypochlorite

After every 2hrs & As and when required


6 Washroom cleaning Cleaning after every hour Wizard & 1% Sodium Hypochlorite

17

3. PATHOLOGY LAB


1 Removal of Garbage

Thrice in a day 7.30 am, 2.30pm and 7.30pm & as & when required

As per the BMW guidelines

2 Dusting /Brushing Twice in a day 7.30 a.m. And 2.30 p.m. & as and when required

Y Colour Duster

3 Moping with Wizard

After every three hrs. as and when required

Wizard

4 Moping with sodium Hypochlorite

After every 8 hrs. as and when required


4. OPD AREA/DIAGNOSTIC AREA


1 Removal of Garbage Twice in a day at 7.30 a.m & 2.30 p.m & as & when required



1 Z Colour Duster

3 Moping with Wizard After every three hrs. as and when required

Wizard




5. PROCEDURE/DRESSING/TREATMENT ROOM


1 Removal of Garbage Twice in a day at 7.30 a. m & 2.30p.m & as & when required



Z Colour Duster


Wizard

4 Moping with sodium hypochlorite



6. PUBLIC AREA WASHROOM


1 Cleaning with Wizard Cleaning will be done after every hour, as & when required

Wizard

2 Cleaning with Sodium Hypochlorite

Cleaning will be done after every 8 hours, as & when required


7. ALL OTHER COMMON AREA OF THE HOSPITAL PREMISES

(CORRIDORS/WAITINGAREAs/PHARMACY/CANTEEN/ATTENDANT SHED ETC.)


1 Removal of Garbage Twice in a day at 8.00 a.m & 2.30p.m & as & when required


2 Dusting /Brushing Twice in a day 8.00 a.m. and 2.30 p.m. & as and when required

Z Colour Duster

18


Wizard




5 Wash room cleaning with wizard

Every one hour Wizard

6 Wash room cleaning with wizard

Twice in a day at 8.00 a.m. & 2.30 p.m

1% sodium hypochlorite

8. WEEKLY SERVICES


1 Booming Rag Picking Every Saturday

2 Bush & Grass Cutting in the Hospital & staff qr. Area

Every Sunday Necessary tools, tackles to be arranged by contractor

3 Drainage/Sewerage cleaning & bleaching

Every Sunday

4 Roof cleaning & cleaning of Rain Water

Every Saturday Wizard/ Kalahit

Any damage occurred due to lack of pest control services, will be recovered from the agency ought rightly.

Note: The schedule may deviate as per the convenience/requirement of User Departments/Hospital Authority.

Dilution of Wizard in all Areas = 40 ml in 1 liter b 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. Mop cleaning–Detergent wash and

dry. Buckets–Detergent washes and dries (If contaminated 1% Sodium Hypochlorite overnight rinse and dry).

a. All collection, storage, transportation and disposal of hospital waste shall be in accordance with Bio- Medical Waste (Management and Handling Rules of India, 1998 and any amendments or other regulations, in this regard.

b. A detailed Hospital Waste Management Plan shall be prepared & got approved from ESIC Model

Hospital, Alwar, before start of work. 7. 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 colored bags/containers namely white, green, red, yellow, blue, black and transparent, puncture proof or stainless steel, lead containers shall be used depending on the category of waste.

8. The waste shall be carefully secured or pretreated for transportation to a common ancillary for disposal.

9. Waste shall not be transferred from one bag to another. Bags should be tied when three fourths full and then place in a bigger bag/container for transporting.

10. Covered Trolleys should be used for transportation. Before final disposal/treatment Waste should be kept in specified location and in specific liners and containers.

11. 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.

19

DISPOSAL OF BIO-MEDICAL WASTE:

DEFINITIONS

a. Anatomical Waste – Tissues, Organ, Body Parts b. Soiled Waste (Solid Waste) - Blood & body fluids, stained dressings, swabs, cotton, solid plaster costs. c. Plastic Waste - IV Sets & Tubing, gloves, catheters, vacutainers & syringes (without needles), urine bags,

blood bags. d. Microbiology Waste - Lab Cultures e. Sharps - Syringes with needles, burnt needles, stylets, scalpels, lancets, blades, broken ampoules f. Liquid waste - Waste from Laboratory & washing, cleaning & disinfection. g. General Waste - Paper, cardboard, unbroken glass bottles.

RESOURCES REQUIRED a. Yellow Bag b. Red Bag c. Blue Bag d. Black Bag e. Puncture proof of sharp containers

METHOD & PROCEDURE

a. Anatomical Waste will be collected in yellow Bag & will be given to Bio Medical Waste disposal contractor.

b. Soiled Waste (Solid Waste) shall be segregated & collected in Red Bags & will be given to Bio Medical Waste Disposal Contractor.

c. Plastic Waste will be collected in blue bags & will be given to Bio-Medical Waste Disposal Contractor.

d. Sharps will be collected in Puncture Proof Container & will be given to Bio Medical waste Disposal contractor.

e. Microbiology Waste will be given to Bio-Medical Waste Disposal Contractor.

f. Liquid Waste will be disinfected with hypochlorite solution before disposal.

g. General Waste will be collected in Black Bag & will be disposed as normal Waste.

I. Housekeeping personnel will wear Gloves and Masks before collecting the garbage.

j. Bags will be secured when they are 3/4th full and will be clearly labeled with the date, time and respective floor.

k. While handling the bag it must be held at the closed top and away from the body.

l. If a bag is found broken or not completely sealed then it should be double bagged into a second bag.

M. Garbage will be transported in designated trolley to the storage area.

N. Cleared daily at designated time & access to waste storage area is limited to authorized persons. Waste storage area must be inspected every week for spills and contained deterioration and the inspection must be documented.

O. Before the collection by the outside vendor the garbage bag has to be weighed and the details like date, time floor, weight, will be entered in the garbage register by the housekeeping boy in the presence of security.

P. If for any reason, it becomes necessary to store the waste beyond such period, the authorized person must take permission from the authorities and take measure to ensure that the waste doesn’t adversely affect human health and environment.

20

Cleaning of Officer’s Rooms

Every evening before closing hours.

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

Vacuum cleaning shall be done on carpets and upholstery.

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

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

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

Free using deodorizer.

Glass Windows and Doors

The Contractor shall have his staff to clean glass with appropriate soap solution on weekly basis.

Internal glasses shall be wiped with dry cloth to remove fingerprints at regular intervals

The required quantities of cleaning material and aids for the month shall be procured & stored in the store room & issue to staff daily as required. Computerized records shall be maintained, which shall be opened for inspection by ESIC during working hours. Mops, buckets, wipers, gloves, dusters, scrubbers, sponge, brooms, brushes, safety gear etc, to be provided by the Contractor as required.

Sd/-

Medical Superintendent

Signature of the Tenderer with Seal

21

TECHNICAL BID FORM- (To be filled online only)

HOUSE KEEPING SERVICES IN ESIC Hospital, Alwar

1.

Name of the Company / Firm

2.

Name of the Owner / Partners/ Directors

3(*)

(A)

(B)

(*)

Address of Head office / Registered

office with Telephone No. & E-mail Id

Address of Branch Office with

Telephone No. & E-mail Id

Either Head Office / Registered Office or

Branch Office should be located at

Delhi/NCR/Rajasthan for a minimum

period of more than one year (Relevant

Documentary evidence in this regard

should be submitted / uploaded along

with the

technical bid )

4. Registration Details :

(A) GST No.

(B) EPF Registration No.

(C) ESI Registration No.

(D) PAN Number

(E) Details of Labor license / Registration

under shops and commercial establishments

Act.

(F) Details of Registration certificate from

MSME department (For claiming exemption

from deposit of EMD )

5.

Bank Details

22

Name & Address of Bank

Account No.

IFSC Code/ MICR NO/Branch Code

6. Audited Financial Statement /

Profit and Loss statement during last three

financial year

7. Details of EMD

Sl.No.

Financial Year

Income (Rs.)

Expenditure (Rs.)

Net Profit

/ Loss

1 2016-17

2 2017-18

3 2018-19

7. Details of (House Keeping ) completed work As Per Eligibility Criteria

Sl. No. Name & Address of

the Organization

Value of

Contract

Duration of Contract

From To

1.

2.

3.

Signature of Owner/Managing Partner/Director

DATE : NAME :

PLACE : SEAL :

23

Financial Bid Form (Sample)- To be filled online only

Mechanized House Keeping Services In ESIC Hospital, Alwar

Name of the Firm (Tenderer) along with Address, E-mail Id & Telephone No:-

Manpower charges per month:-

Description Description

of Wages

& Allowances

Amount Per

person per month

Total amount

per Month (Rs.) Total amount at

S.No.5 X 31 persons and

one supervisor respectively.)

1. 2. 3 4

House-keeping (unskilled)- 31 (Thirty one)

1. Minimum Wages 10920

422644.70

(Basic wages + VDA)*

2. Bonus @ 8.33 (On S.no.1)* 909.64

3. PF @ 13.00% (On S.no.1)* 1419.60

4. ESI @ 3.25 % (On S.no. 1&2) 384.46

5. Total Amount (1+2+3+4) 13633.70

Supervisor (Skilled)-01 (one)

1. Minimum Wages

12792

15970.90

(Basic wages + VDA)*

2. Bonus @ 8.33 (On S.no.1)* 1065.57

3. PF @ 13.00% (On S.no.1)* 1662.96

4. ESI @ 3.25 % (On S.no. 1&2) 450.37

5. Total Amount (1+2+3+4) 15970.90

GRAND TOTAL 438615.60

Service Charges:-

Description In terms of Percentage on Grand Total amount per

Month i.e. Equivalent amount in Rs.

Service Charges …..% Rs.….

Note: - GST on service applicable will be reimbursed on actual basis.

24

COST OF ALL CLEANING MATERIALS

Online only

Sl.No. Description Monthly Total Amount

1. Cost of all cleaning

material (As per

Annexure-A)

Note:- GST if applicable will be reimbursed on actual basis.

C. RENT OF MECHANISED EQUIPEMNTS FOR HOUSEKEEPING

Sl.No. Description Monthly Total Amount

1. Rent for mechanized

equipments (As per Annexure-B)

Note:- GST if applicable will be reimbursed on actual basis.


Date: Name:

Place: Seal:

SERIAL NUMBER TYPE OF FINANCIAL BID MONTHLY AMOUNT WEIGHTAGE

( %) BIDDING

AMOUNT A SERVICE CHARGE 80 %

B MATERIAL COST 10 %

C EQUIPMENT CHARGES 10 %

GRAND TOTAL OF FINANCIAL BID

25

Note:

1. Payment shall be made for the actual man days of employment as per labour law.

Attendance will be verified by Caretaker/authorized official by Medical Superintendent,

ESIC Model Hospital,Alwar. The contractor shall submit the cash memo of the material

purchase along with monthly bills for tender and non-tender items.

2. 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. However, penalty can be waived off by Medical

Superintendent, ESIC Model Hospital, Alwar, in case of natural calamities or situations

beyond the control.

3. All the above workers must be qualified & experienced in their relevant field & capable

to perform their duties.

4. Wages should not be less than the prescribed minimum wages by the central Govt.

5. Uniform, Identity Cards, Name Plates have to be provided to each and every Staff.

Bio-Data of each staff should be maintained and whenever asked for will have to be

shown/provided immediately.

6. Increase in minimum wages of workers will be paid extra accordingly as per Minimum

wages Act & corresponding ESI/PF contribution.

7. Wages is excluding of Bonus. The contractor has to pay bonus @8.33% to employees

as per Payment of Bonus Act 1965 and payment for weekly off days of employment

as per Labour Law.

8. Rates as to be quoted in Financial Bid should be excluding of GST. GST as applicable

by Governing Laws will be paid separately.

9. Wages and allowances as shown in Table- A of Financial Bid is base down notification

as issued by Central Labour Commissioner (CLC) that is applicable upto 31-10-2020

and may change further as per CLC notification.

10. Reimbursement of material as to be provided to ESIC beyond MRP should not be

acceptable.

11. In case of lowest quoted prices being same, the committee constituted by Medical

Superintendent, ESIC Hospital Alwar will finalize the tender on the basis of

experience, turnover, infrastructure etc.

26

Resources Requirement

The Contractor has to provide high standard mechanized housekeeping services with latest cleaning

equipments / machines such as, SCRUBBING MACHINE, WET/ DRY VACCUM CLEANER, HIGH

PRESSURE JET, etc.

The tenderer has to employ / place a sufficient number of manpower & machines / equipments so as to

ensure high quality service. Computerized record of number of manpower deputed, machines,

equipments& materials used may be maintained and submitted to ESIC Hospital Alwar every month.

Contractor will maintain biometric records of the attendance of all workers at his own cost and ESIC will

be given access to biometric attendance of the contractor to verify the attendance.

List of Cleaning Materials / Colour Bags as per monthly requirement ANNEXURE-A

Sl. No. Items Brand / Quality

Unit Quantity required (Per Month)

Rate per unit

Total Amount

1 Detergent Surf (Good Quality Brand)

Kg 05

2 Room Spray Premium Good Quality Brand)

Bottle 10

3 Toilet Freshener Odonil piece 30

4 Cleanzo/ Phenyl Trishul Litre 30

5 R3(Glass Cleaner)` Taski Litre 07

6 Bleaching Powder Good Quality Kg 20

7 Sodium Hypochlorite Good Quality Litre 02

8 Wizard Good Quality Litre 01

9 Colour Bag (See Page no. 24) Good Quality Kg 30

10

Pest Control and Rodents Control treatment with material & Equipment ( Twice Monthly)

Good Quality

Nos.

01

11 Mops Good Quality Pieces 10

12 Buckets Good Quality Nos. 10

13 Dusters Good Quality Nos. 30

14 Scrubbers Good Quality Nos. 15

15 Sponge Good Quality Pieces 10

16 Brooms Good Quality Pieces 10

17 Brushes Good Quality Pieces 10

18 MULTI-CLEANER Good Quality Litre 06

19 KENT MOP REFILL Good Quality Pieces 10

20 N. BALL Good Quality Kg 02

21 R1(BATHROOM CLEANER) Good Quality Litre 08

22 R4 (FURNITURE CLEANER) Good Quality Litre 02

23 R6 (TOILET CLEANER) Harpic Litre 08

24 d-7(stainless steel polish) Good Quality Litre ½

25 Anti-Septic Dettol Litre 05

26 Mosquito spray (500 ml) Black Hit Pieces 10

27 Soap (62 gm) Lifebuoy Pieces 50

28 Hand wash Lifebuoy Litre 06

29 R2 (Rooms cleaner of coridoor cleaner)

Good Quality Taski make

Litre 20

Total Amount

27

ANNEXURE-B

Sl. No. Description

Unit Rent / Rate Per Unit (Monthly)

Total Amount

A) WET/DRY VACCUM CLEANER 2 Nos.

B) SCRUBBING MACHINE 1 Nos.

C) HIGH PRESSURE JET 1 Nos.

D) COVERED TROLLY 5 Nos.

Total Amount

Annexure- C

DECLARATION

Shri

Proprietor/Partner/Director/Authorized Signatory of am competent to

Signature this declaration and execute this tender document;

a. I have carefully read and understood all the terms and conditions of the tender

and hereby convey my acceptance of the same.

b. 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.

c. I have apprised myself fully about the job to be done during the currency of

period of agreement and also acknowledge bearing the consequences of non

performance or deficiencies in services on my part.

d. Company/firm has done in past satisfactory/disciplined work and not blacklisted

in past by any client.


Date: Full Name:

Place: Company’s Seal:

N.B.: Scanned copy of the above declaration, duly signed and sealed, should be uploaded with Technical Bid and original to be deposited along with EMD in tender box.

28

Check list of documents (signed and scanned copies to be uploaded along with technical Bid)

Sl. No. Document Yes/No

1.

Tender document signed and stamped with date in all pages

2.

Audited accounts statement (2016-17, 2017-18, 2018- 19)

3. Registration / Incorporation certificate

4.

E.M.D.(Scanned copy) / Latest exemption certificate for deposit of EMD ( As per MSME rule )

5. GST registration certificate

6. ESIC Registration certificate

7. EPFO Registration certificate

8. Labor license / Registration under shops and commercial

Establishments Act.

9. PAN certificate

10. Declaration as per annexure-C

11. Completed work order with work completion certificate.

12.

Documentary evidence regarding Head / Registered office or Branch office at Alwar

13.

MSME Registration Certificate (For exemption from deposit of EMD

29