(ISO 9001:2008 CERTIFIED)

Transcription

1 कर मच र र ज य ब र न गर अस पत ऱ, एज क, क ल ऱर, क रऱ EMPLOYEES STATE INSURANCE CORPORATION HOSPITAL, EZHUKONE, KOLLAM, KERALA E mail: ms-ezhukone.ke@esic.in, esihekn@gmail.com Website: Ph: , , Fax No: (ISO 9001:2008 CERTIFIED) TENDER FOR SUPPLY OF MANPOWER FOR HOUSEKEEPING SERVICES The Medical Superintendent, ESIC Hospital, Ezhukone,, Kollam invites sealed tenders in a two bid system in the prescribed proforma from reputed agencies for supply of manpower for housekeeping for an year commencing from the date of execution of the agreement which can be extended based on satisfactory services for next two years (Yearly extension basis). Decision of extension of contract will be sole decision of Medical Superintendent. PROCEDURE FOR SUBMISSION OF TENDERS / BIDS: I. The tender should be submitted in TWO BID SYSTEM:- 1. TECHNICAL BID: a) TECHNICAL BIDS in one separate envelope, sealed, super scribed with the wordings TECHNICAL BID. b) The original copy of tender duly completed and signed, should be submitted/returned back, enclosed along with the TECHNICAL BID. c) The TECHNICAL BID shall contain Earnest Money, in the form of demand drafts as prescribed, and all the technical details & documents. d) Prices / Costs should not be indicated anywhere in the Technical Bid. This should be followed meticulously failing which the tender is liable to be cancelled. 1. PRICE (FINANCIAL) BID: PRICE (FINANCE) BID is to be submitted in SEPARATE sealed envelope, super scribed with the wordings PRICE (FINANCIAL) BID. This should be followed meticulously failing which the tender is liable to be cancelled. II. Both the Technical Bid envelope and the Price (Financial) Bid envelope, prepared as above, are to be kept in a larger single envelope super-scribed with TENDER (TWO BID SYSTEM) FOR ANNUAL SERVICE CONTRACT FOR HOUSEKEEPING OF ESIC HOSPITAL, EZHUKONE, KOLLAM. III. The outer cover should also be sealed and addressed to the Medical Superintendent, ESIC Hospital, Ezhukone, Kollam, Kerala, Pin IV. Tenders submitted without following the 'Two Bid' System procedure will be rejected.

2 TERMS AND CONDITIONS 1. The Agency should have at least one running contract equal to 75% or two running contract equal to 50% or three running contract equal to 35% of the estimated annual cost of the work to be awarded. Estimated value is Rs. 50 lakhs per year. 2. The total turnover of the agency should not be less than Rs.50 Lakh per annum and must have atleast 3 years of experience in Housekeeping services 3. One Big envelope must contain 2 separates sealed envelopes of Technical Bid and Financial Bid marked on top of the envelope as Technical Bid & Financial Bid respectively while submitting the tender. 4. Each tenderer must remit earnest money deposit of Rs.75,000/-Rupees seventy five thousand only) by means of a Demand Draft drawn in favour of ESI Fund Account No. 1 payable at Keralapuram Ezhukone, Kollam and the Demand Draft should be enclosed within the technical bid of the tender. 5. The contract will normally be valid for a period of one year but can be extended upto a maximum of two more years, one year at a time, on mutual consent and subject to the decision of Medical Superintendent, ESIC Hospital, Ezhukone. 6. The selected tenderer should sign an agreement with the Medical Superintendent, ESIC Hospital, Ezhukone. 7. The Medical Superintendent, ESIC Hospital, Ezhukone, reserves the right to terminate the contract at any time, before the expiry of one year, by giving one month notice. 8. The selected tenderer should deposit an amount equal to 5 % of value of the estimated tender value for one year as performance security deposit within 7 days from the date of signing of the contract. The amount will be refunded after satisfactory completion of contract, without interest. EMD amount is adjustable towards the Security deposit in case of successful tenderer. 9. The Number of cleaning staff required is 30 (including supervisor). The number of staff required may increase/decrease in future depending on the variation of work load. Contract must comply and ensure this change. 10. The security deposit should be paid within one week from the date of receipt of intimation of acceptance of his tender failing which the ESI Corporation reserves the right to cancel the acceptance of the tender. 11. The tenderer should have valid PAN / TAN No. Copy of the same should be attached with the tender document. Income tax and other taxes due to the Government will be deducted from the holding charges payable to the contractor every month at the prevailing rate as per rules. 12. The contractor s personnel/staff deployed in this Hospital, shall have to maintain strict discipline as per the rules of the Hospital and maintain absolute integrity at all times. Contractor will be personally and financially responsible for the acts of his personnel so deployed. 13. Agency should ensure periodical rotation of the deployed contract staff and supervisor once every six months.

3 14. Any loss to ESIC on account of non performance of the contract, deficiency in performance due to lack of quality, non performance in time or similar deficiencies, will be recovered from the contractor and contract shall be liable for termination / forfeiture of security. 15. All disputes arising out of or in any way connected with the agreement for the contract shall be deemed to have arisen at Ezhukone, Kollam, Kerala and only courts in Kollam district of Kerala State shall have Jurisdiction to determine the same. 16. The Agency must be registered with the following statutory authorities and also to furnish attested copies of the documents:- a. ESI, EPF, Income Tax & Service Tax. b. Contract Labour (R&A) Act, 1970, (Central contract labour license and State labour contract license) c. Any other registration which is mandatory as per Central/ State Govt./Local Authority for such Agencies, from time to time. d. All other statutory compliance and registration as applicable to the agency must be complied and proof in that respect to be submitted. 17. The following documents are also required:- a. Income Tax returns for the last 3 years along with Income Tax clearance Certificate. b. ESI & EPF up to date (cut off date to be mentioned) payment details for the last 2 years. c. Financial statement (Balance Sheet, Income & Expenditure a/c, etc) for the last 3 years duly certified by Chartered Accountant. 18. Tender should be submitted complete in all respects and based on monthly rates and not on daily rates. Tenders are to be invited on two bid system and all the columns in the financial bids are to be filled up in terms of Rupees/Currency only. 19. The tenders will be opened in the afternoon on the closing day itself, in the presence of tenderers / representatives who choose to be present. 20. Tenders received and found deficient on account of registrations, documents or required information are liable to be rejected summarily. Even after contract signed if it is found that contractor s licence, registration and statutory compliance are deficient, the contract will be terminated and amount of all penalty interest and damages will be recovered from contractor. 21. All pages of the tender are to be numbered & stamped/signed. 22. Tender containing false, misleading information will be rejected and may also be liable for consequences for submitting false information. 23. ESI Corporation reserves the right to accept or reject any or all the tenders without assigning any reason thereof. 24. Any attempt to negotiate directly on the part of the tender with authority competent to finally accept the tender, or influence the acceptance of the tender by any means will result his tender debarred from consideration.

4 GENERAL INSTRUCTIONS:- The billing cycle would be calendar month and the agency should submit the bill complete in all respects by 3rd of each month and would be cleared before 7th of the same month. However, the Agency must make the payment to their workers through Bank transactions on or before 7th of each month and this payment is not linked to the clearing of the bill by ESIC office. The bill to be submitted with the following documents:- a. The wages of workers for last month credited to their Bank Account on and the detail of payment along with bank Account No. No cash payment is permissible & such payments are to be treated at par with non-payment of wages. There must be no deviation whatsoever in this regard, b. Proof of payment of ESI / EPF / Service Tax / other statutory dues for the previous month) (copy of challan to be enclosed). Non submission of proof of payment of statutory dues will result in termination of contract. c. Employee-wise details of ESI, EPF contribution paid is to be submitted every month. d. Undertaking that all statutory Labour Laws including Minimum Wages Act is being complied with. Before passing the bill it will be ensured that all the statutory liabilities are being correctly discharged by the Agency. Agencies are obliged to:- 1. Make compliance to all the provisions of Labour Laws and all other applicable statutory law provisions applicable. 2. Workers to get wages on 7t h day of each month. This payment of wages is not linked to payment of the bill by ESIC. However, endeavor shall be made to make the payment to the agency in time. 3. All the payment to the workers to be made by the Agency through Bank transactions only. Cash payment is strictly prohibited. Instructions in this regard have already issued which are to be followed strictly. Agreement with the Agencies, who does not make payment to its workers, through Bank is liable to be terminated and fresh tender process is to be initiated. 4. House Keeping staff should be conversant with the layout of the building, fire safety system along with telephone Nos. of nearest Police Station, Fire Station, Hospital, Estate Officer, etc. 5. House Keeping staff should follow the instructions of the administrative authority of the office. 6. The housekeeping agencies engaged for sweeping & cleaning are to keep the whole office/wards premises along with precincts thereof in neat & tidy condition without disturbing the routine working of the office/wards and cleaning should be to the satisfaction of authorities. All the cleaning process is to be made with the help of modern machines including vacuum cleaner (Compulsory), using appropriate detergent & liquids so that the floor, furniture fixture is not damaged due to use of inappropriate materials. Chappals used in various special wards/icu are also to be kept in clear and tidy condition after every use.

5 The Agency also to ensure a. Pest & rodent free environment in the premises. b. Managers, Supervisors & the staff are professionally qualified & trained for their job. C. Garbage disposal arrangement i.e. dustbins, poly bags & disposal to be done in a professional manner without violating the eco norms prescribed by the concerned authority. d. Contractor must employ adult & skilled personnel having good antecedents. The Agency shall be fully responsible for the conduct of their staff. e. The staff shall be in proper uniform with Identity cards & name plates while on duty, to be ensured and provided by the contractor. f. The Contractor at all times must indemnify ESIC against all claims, damages or compensation under all the statutory laws and rules prevailing there under from time to time & also for any loss due to improper handling of movable / immovable properties or use of improper material / equipments for cleaning, etc. 7. The cleaning staff should properly handover / takeover the keys of rooms of the building to/from security post. The Agency shall also ensure that al l the electrical equipments / instruments / lights and fans must be switched off after cleaning the office/wards or part of the office to minimize the wastage of resources. 8. Any complaints by the contract staff or supervisor must be given in writing to the contractor and intimated to the Medical Superintendent of this hospital for perusal. 9. Any loss caused to the life & property due to negligence or dereliction of duty of the engaged staff is to be indemnified by the Agency upto the entire satisfaction of the concerned office. 10. House Keeping staff can be engaged in other work as well as per need of hospital on direction of hospital authority. OTHER SPECIAL CONDITIONS i. The House keeping work shall include all work related to hygiene and sanitation of the premises which will include sweeping, cleaning, dusting, pest control, rodent control etc., in and around the said premises. ii. The premises include the covered area of the building and outside of the building, within the boundary of the ESIC Hospital Premises. iii. iv. The Contractor shall be solely responsible for the payment of wages and other admissible allowances to the workers engaged by them. Contractor should comply with all labour welfare enactments and other statutory provisions governing employment of persons, working hours, payment of minimum wages, bonus and similar benefits. The Contractor shall ensure the payment of Minimum wages as per the State/Central Government rules & orders on the subject. v. The Contractor shall specifically ensure compliance of the ESI and EPF Rules and Regulations as applicable to the workers engaged by them.

6 vi. vii. viii. ix. The Contractor shall have registration with the relevant Government Departments which inter alia include registration with ESIC and EPF, Income Tax, Service Tax as per provisions of the relevant Acts. The Contractor shall provide the uniform with prior approval of the ESIC and badges bearing names of the workers and shall also be responsible for proper maintenance and upkeep of the uniforms. The personnel supplied by the contractor shall always remain the employees of the contractor. In case of removal of an employee, termination/completion of contract, it is responsibility/ contractor to ensure take away the employees. Hospital administration will not be responsible for any agitation/resentment/demonstration and all such matter must be solved by contractor. For all objections of Labour commissioner, ESIC, EPF and other statutory authorities, police matters, disputes involving housekeeping staff the responsibility will be of contractor to ensure resolution and Hospital administration will not be responsible for any such issue. Contractor must agree to all these. The contractor shall provide only those workers whose antecedents have been verified by the Police and the contractor shall solely be responsible for all their acts in the premises of the ESIC. x. The Contractor shall also be responsible for cleaning drains, roofs, sewages, holes, gutters etc. xi. xii. xiii. xiv. xv. xvi. xvii. The Contractor shall prepare a time schedule for the cleanliness of the toilets and bathrooms etc., with the approval of competent authority of the ESIC and will display the name of the workers and supervisor who will be responsible for the cleanliness of the toilets and bathrooms etc. The Contractor shall maintain such other records as may be prescribed by ESIC from time to time. The Contractor shall produce monthly challan for deduction and deposit of ESI and EPF contribution in respect of all the workers and furnish copies of periodical returns as and when they are submitted or due to the various Government Departments. The Contractor shall be responsible for the registration under contract and Labour (Abolition) Act in respect of employees/ workers engaged by them. The Corporation shall have a right to ask for the replacement of a worker who is not found suitable for the work or adjudged undesirable worker by the Corporation. The Contractor shall provide a list of the workers with their ESI and EPF registration numbers. The Contractor shall provide a supervisor who will be responsible for all the activities of their workers and he should be competent to deal with the subject. A person with a diploma in hygiene and sanitation will be preferred.

7 xviii. During the currency of contract period. The Contractor s personnel should be healthy and free from any contagious diseases. xix. Last date for receipt of tender is 04/06/2014 till 1 PM. Tender will be opened on the same day at 03:00 PM in the office of the Medical Superintendent, in the presence of tenderer or their authorised representatives. The tenders will be opened at the scheduled time even if no tenderer is present. In view of this tender notification, the previous Tender/Re-tender under reference no. 544/D/34/15/CHE/10 (Admn) Dated 16/12/2012 and 31/01/2013 for House keeping stands cancelled. All those participated in the previous Tender/Re-tender if interested may participate in this tender by submitting Applications, EMD, other documents etc afresh. The Medical Superintendent, ESIC Hospital, Ezhukone, Kollam reserves the right to accept or reject any or all the tender without assigning any reason whatsoever. The Medical Superintendent reserves the right to amend/add/delete /relax any condition of the tender without any notice at any stage. Selected bidder should sign an agreement with the Superintendent specifying all the terms and conditions of contract before commencement of the contract. Sd/- MEDICAL SUPERINTENDENT

8 FORM-TECHNICAL BID For House Keeping services in ESIC Hospital, Ezhukone A B C D a Name of the Tendering Company/Firm/Selected Tenderer b Name of the Owner/Partners/Directors c Full Particulars of Office d Address e Telephone No f Fax No. g . Address Full Particulars of the Bankers of Company/Firm/Tenders, with full address telephone no. a Name of the Bank b Address of the Bank c Telephone No. d Fax No. e address Registration Details a PAN/GIR No. b Service Tax Registration No c E.P.F. Registration No. d ESI Registration No e Labour Scheme Details of Earnest Money Deposit a Amount (Rs.) b D.D. No. & Date v Drawn on Bank d Valid up to e Proof of payment of Statutory Dues f Details of Machines (Scrubbing, Auto Scrubber, Vacuum Cleaner, High Processor Jet etc) g Captive Power (4x) h 03 year Experience from company letter head i Letter of Satisfactory performance from previous clients J List of existing/running contracts attached in Technical Bid Yes/No The above format may be used to provide requisite details and enclosed in the envelope meant for technical bid. CHECK LIST Signature of Owner / Managing Partner / Director

9 1) EMD 2) Details of Documentary proof in respect of Annual Turnover 3) PAN/TAN No. 4) ESI Registration Details 5) EPF Registration Details 6) Contract Labour Details (Central & State) (should be valid) 7) ESI & EPF payment details for the last two years (upto ) 8) Financial statement/balance sheet for three years ( , , ) 9) Signed copy of Tender Notice 10) Duly signed declaration in prescribed format DECLARATION 1. I, Son/Daughter of Shri Proprietor/Partner/director/authorized Signatory of (Named of Firm/Agency) 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 Full Name Company s Seal Date: Place: N.B. The above declaration, duly signed and sealed by the authorized signatory of the company should be enclose with Technical tender.

10 Details of the existing contracts Name and address of the Organization, Name, Designation and contact telephone number of the officer concerned Details regarding contract including manpower deployed the Value of contract (Rs.) Duration of contract From To dd/mm/yy dd/mm/yy A B C Additional Information, if any The above format may be used to provide requisite details Signature of Owner/Managing Partner/Director Name: Seal: Date:

11 Place: FORM-FINANCIAL BID For House Keeping services in ESIC Hospital, Ezhukone, Kollam 1. Name of the Tenderer: 2. Sl. No Particulars Rate per Month (Rs.) 1 Charges of Manpoer-Supervisor A 2 Charges of Manpower Housekeeping Staff 3 ESI (Mention %) 4 EPF (Mention %) 5 Service Charges (Mention %) Including charges for Machineries & Equipments 6 Service Charges (Mention %) 7 Total of A (Rs.) B Cost of cleaning materials, toiletries and dispensers, garbage bags & bins and any other material required for fulfilling the contract Grand Total of A & B (Rs.) The above format may be used to provide requisite details Signature of Owner/Managing Partner/Director Full Name: Date: Company s Seal: Place: