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Tender No. 04/2015 – 16 Date: 10-06-2015

TENDER DOCUMENT

Name of Work Providing Ambulance, Wellness Van and Staff Car services at

ESIC Hospital, Vannarpettai, Tirunelveli.

(ISO 9001:2008 Certified)

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Table of Contents

Sl.No Description Page No.

1. Tender Notification 3

2. Introduction and Scope of work 4 3. General conditions of contract 5 & 6

4. Eligibility criteria 7 5. Instructions to Tenderers for filling Tender document 8 & 9

6. Annexure “A” 10 7. Annexure “B” 11

8. Annexure “C” 12

9. Annexure “D” 13 10. Annexure “E” 14

11. Check list of documents 15

Signature of tenderer with seal

(ISO 9001:2008 Certified)

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TENDER NOTIFICATION Applications are invited from competent & interested Registered Ambulance / Wellness van/Staff

Car service providers for providing Ambulance / Wellness van / Staff Car services at ESIC Hospital, Vannarpettai, Tirunelveli.

Sl. No

Name of the Work Providing Ambulance, Wellness Van and Staff Car services at ESIC Hospital, Vannarpettai, Tirunelveli – 627 003.

1. Duration of Work One Year

2.

Amount of E.M.D – details provided as below. DD in favour of “ESIC Fund Account No.I” payable at Tirunelveli, returnable without any interest to the unsuccessful bidders.

A. Ordinary Ambulance with driver, Oxygen Cylinder & Mask.

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

EMD amount - Rs.10,000(Rupees Ten Thousand Only)

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

C. Staff Car ON CALL BASIS EMD Rs.1000/- (Rupees One Thousand only)

3. Cost of tender document

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

4. Date of issue of tender applications *From 10-06-2015 to 02-07-2015 On all working days between 9.00 AM and 2.30 PM

5. Last date for receipt of completely filled tender applications

*03-07-2015, 01.00PM (Tender box placed in the chamber of the Medical Superintendent)

6. Date and Time of opening of Tender

* 03-07-2015, 03:00 PM

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

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

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

Sd/- MEDICAL SUPERINTENDENT

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INTRODUCTION

ESIC Hospital, Vannarpettai, Tirunelveli is a 60 bedded multi-disciplinary hospital under the Ministry

of Labour & Employment, Govt. of India.

The hospital is in need of ambulance on PARKING (on 24x7x365 basis), wellness van and staff car

services ON CALL BASIS for our Hospital.

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

SCOPE OF WORK

The aim and objective is to provide a quality service of Ambulance, Wellness van and Staff Car

services to our hospital. The contractor has to ensure that the staff deployed by them is dressed in neat

and clean uniform with the name & logo of the service provider. The staff deputed for work should not

have any kind of criminal or adverse record and they should behave well with the hospital staff & the

insured people/visitors to the hospital. The Corporation reserves it's rights to monitor, make surprise

checks & verifications on all aspects of the work and the service provider shall cooperate with the officials

so authorized by the Corporation and furnish to them all records and materials for inspection. Details of

the services needed are as mentioned below:

Sl.No. Particulars of Service Description

1. Ordinary Ambulance with the driver, Oxygen Cylinder & Mask (Maruthi Omni/ Eeco)

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

2. Wellness van (Tempo Traveller/Mahindra Tourister/Swaraj Mazda)

ON CALL BASIS

3. Staff Car (TATA Indigo CS/TATA Manza/Maruthi Suzuki Desire/Ford Fiesta/Mahindra Logan/Mahindra Verito)

ON CALL BASIS

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GENERAL CONDITIONS OF CONTRACT 1. Ambulance/Wellness Van/Staff Car services should be provided to ESIC beneficiaries as prescribed in

scope of work above. 2. Tenderers may apply for all or any of the services described elsewhere in the tender document. 3. The vehicle Registration book, Insurance copy, Emission Certificate, Road Tax payment certificate and

Driver license should be available with the vehicle at all times. 4. One Ordinary Ambulance with driver, oxygen cylinder & mask should be provided on parking basis at

our hospital round the clock (24 x 7 x 365). 5. On call services should be provided on demand at any time of the day. 6. No extra charges are paid nor should any money be demanded from IP’s/patients/relatives. 7. In case the vehicles are not provided within specified time, the cost of alternative arrangements made

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

vehicles provided and shall also maintain the vehicles in good working condition. 10. Only patients along with authorized attendants/staff referred in writing by Casualty Medical Officer on

duty shall be transported in required type of ambulance as requested by the Casualty Medical Officer. 11. The staff provided by the contractor shall not be entitled to get any amount from the ESIC Hospital as

allowances, wages, bonus, gratuity or retrenchment compensation etc., such persons will purely be engaged by the contractor only and this hospital will not undertake any responsibility with regard to their employment, welfare, payment of wages etc.

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

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

odometer readings, vehicle number, driver name, starting and ending location, etc should be duly filled

at the end of each trip and certified by the Causality Medical Officer. The draft format of trip sheet shall

be got approved from the hospital before bringing it into effect. 14. The contractor must employ adult labour only. Employment of child labour will lead to the termination

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

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

16. 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 besides annulment of the contract. 17. Bills to be submitted before 10th of every month for processing and payment of the same. 18. All statutory requirements under various Acts should be complied promptly. 19. All the staff deployed shall wear clean & neat uniform, with their name badge on the chest. They

should be decent and cordial to patients and their attendants.

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

should possess not tainted history as rash driving, negligence of traffic rule etc.

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21. The vehicle should be serviced regularly and timely at the sole cost of the tenderer/contractor. 22. The service provider should have requisite license from concerned authorities for providing respective

services commercially. 23. The contractor will be bound by all taxes recoveries as applicable and also comply with all the statutory

requirements. 24. One month notice has to be served by either party before discontinuing this service agreement. 25. Medical Superintendent reserves absolute rights to cancel / reject any or all tenders without assigning

any reason.

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ELIGIBILITY CRITERIA A. Eligibility Criteria:-

1. The tenderer should have sufficient staff to execute the work. Copies of the following documents should be submitted along with the tender.

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

2. The tenderer should have a Registered/Branch Office in Tirunelveli. 3. The tenderer should have sufficient trained staff as delineated in the tender document. 4. The tenderer should have atleast two years experience in doing similar nature of work and

completed successfully. 5. Vehicles with year of manufacturing (make/model) 2010 or after will be preferred.

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INSTRUCTIONS TO TENDERERS ON FILLING THE TENDER DOCUMENT.

1. The tenderers are required to submit Bids as per prescribed proforma. The tender envelope should be sealed and superscribed as “TENDER FOR AMBULANCE / WELLNESS VAN/STAFF CAR SERVICES IN ESIC HOSPITAL, TIRUNELVELI, TAMIL NADU”.

2. Tenders should be submitted separately for Ambulance,Wellness Van and Staff Car Services 3. The declaration in the prescribed proforma should be enclosed with the tender (Annexure – D). 4. The Annexures provided are only indicative of the format in which the details have to be submitted. 5. The Bid should be accompanied by an Earnest Money Deposit (EMD) as mentioned on page no. 3 in

the form of Demand Draft issued by any nationalized bank drawn in favour of “ESIC Fund A/c No.1” payable at Tirunelveli. The Demand draft shall be valid for a period of 3 months from the date of opening of bid. In the absence of EMD, the tender shall be summarily rejected. The earnest money shall be refunded to all the unsuccessful tenderers, without any interest after finalization of the contract. EMD shall be refunded to the successful tenderer on receipt of performance security deposit. No interest is payable on the EMD to either the successful tenderer or the unsuccessful tenderer. Exemption from payment of EMD is applicable as per the existing law if accompanied by the relevant orders/instructions issued by the appropriate authorities.

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

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

outright. 9. The closing date and time for receipt of tenders will be as detailed on page no. 3 in this tender

document. 10. The bid shall be opened at a date & time as mentioned on page no. 3 in this tender document in

presence of the authorized representatives of the tenderer, who wish to be present at that time. All

the bids will be scrutinized technically and financially. 11. No tenderer will be allowed to withdraw after submission of the tenders within the bid validity

period otherwise the EMD submitted by them would stand forfeited. 12. In case the successful tenderer declines the offer of contract, for whatsoever reason(s), his EMD will

be forfeited. 13. The tenderer shall enter into a formal Agreement (Contract) with the hospital within 15 days from

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

14. The successful tenderer for the supply of Ambulance will have to deposit the performance security deposit amounting to Rs.30,000/- (Rupees Thirty thousand only) in the form of DD/Banker's cheque drawn in favour of “ESIC Fund Account No.1” and commence the work within 15 days of acceptance of tender. Otherwise the contract will be cancelled and EMD will be forfeited.

15. Each page of the tender document should be signed and stamped by authorized representative of the tenderer as a token of acceptance of the terms and conditions laid down by the hospital.

16. Medical Superintendent, ESIC Hospital, Tirunelveli, does not pledge himself to accept the lowest or any tender and reserve to himself the right of accepting the whole or any part of the tender or portion of the quantity offered and you shall supply the same / execute the work at the rate quoted by you. You are at liberty to tender for the whole or any part.

17. Acceptance by the hospital authorities shall be communicated in due course. The instructions contained in the said communication should be acted upon immediately / as asked for.

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18. The tenderer will quote the rates in respect of jobs / services described above in various paras and shall fill Annexure - E appended herewith along with the Tender Application form.

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

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ANNEXURE-“A”

Sl.No Brief Description of the Firm

1. Name of the Firm/Tenderer

2. Constitution (Proprietorship/Partnership etc.)

3. Name of owner/Partners/Directors

4. Full particulars of office

(a) Address

(b)Telephone No.

(c ) Fax No.

(d) E-mail address

5. Full particulars of the bankers of the firm

a) Name of the Bank

b) Account type

c) Account No.

d) PAN No.

e) Sales tax Registration No.

6. Ambulance Operator License No.

7. Establishment License No.

8. Service Tax Registration No.

9. CST No

10 Details of Earnest Money Deposit

a) Amount

b) DD/Bankers cheque No.

c) Drawn on bank

d) Valid upto

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Annexure “B”

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

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

Date: Full Name:

Signature of authorized person

Place: Company's seal:

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Annexure “C” Details of Vehicle planned to be deployment

S.No. Type of Service applied Company & Type of

Vehicle Regn. No. Model/Make

1. Ambulance Maruthi Omni/Eeco*

2. Wellness van Tempo Traveller/Mahindra Tourister/Swaraj Mazda*

3. Staff car

TATA Indigo CS/TATA Manza/Maruthi Suzuki

Desire/Ford Fiesta/Mahindra Logan/Mahindra Verito*

*Tick mark the vehicle offered by the Tenderer.

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Annexure “D”

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

Proprietor/Partner/Director/Authorized Signatory of …......................................... am competent to sign this declaration and execute this tender document.

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

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

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

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

liabilities towards prosecution under appropriate law.

Signature of authorized person. Date: Full Name: Place: Company's seal: N.B. The above declaration, duly signed and sealed by the authorized signatory of the company should be enclosed with the tender.

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ANNEXURE-“E” Price bid

Name of the work: Providing Ambulance, Wellness Van and Staff car Services at ESIC Hospital,

Vannarpettai, Tirunelveli – 627 003.

Detailed Description of requirements

Sl.No. Ambulance Type Description Bid Amount both in figures and

words.

1

Ordinary Ambulance with driver, Oxygen cylinder and mask (Maruthi Omni/Eeco)

Ambulance charges for 800 kms/month

Charges per km after completion of 800 kms in a month

2.

Wellness van (TempoTraveller/ MahindraTourister/ Swaraj Mazda)

Charges (minimum of 150 kms) per day (12 hours)

Charges per km after exceeding 150 kms in a trip

Waiting charges per hour beyond 12 hours

3.

Staff Car (TATA Indigo CS/TATA Manza /Maruthi Suzuki Desire/Ford Fiesta/Mahindra Logan/Mahindra Verito)

Charges (minimum of 150 kms) per day (12 hours)

Charges per km after exceeding 150 kms. in a trip

Waiting charges per hour beyond 12 hours

Charges (minimum of 75 kms) for 6 hours

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Checklist of documents submitted

Sl.No. Document Submitted(Yes/No)

1 'Annexure A'

2 'Annexure B'

3 'Annexure C'

4 'Annexure D'

5 Price Bid - 'Annexure E'

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

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

8 Complete audited Financial Statements for last 3 years

9 Income Tax returns for last 3 years

10 Service Tax Registration certificate

11 Ambulance Operator License

12 Sales Tax Registration certificate

13 PAN card (photocopy)

14 Establishment License

15 EMD & Application Fee

16 Each and every page of the tender document should be signed and stamped