Table of Contents Sl.No. Description Page No. 1 Tender Notification 1 2 Introduction and Scope of work 2 3 General conditions of contract 3 & 4 4 Eligibility criteria 5 5 Instruction to Tenderers on filling Tender document 6 & 7 PART-A (Technical Bid) 7 Cover page 8 8 Annexure A 9 9 Annexure B, C & D 10 PART-B (Financial Bid) 10 Cover page 11 13 Financial bid 12 14 Check list of documents 13 Signature of contractor with seal. 2
INTRODUCTION ESIC Hospital, Varadarajapuram, Coimbatore is a 250 bedded multi-disciplinary hospital under the Ministry of Labour & Employment, Govt. of India. The hospital is in need of ambulance service on PARKING, as applicable, on 24 x 7 x 365 basis, for our hospital towards rendering service to our insured persons. 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 van service 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 be well-behaved with both 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 without demur. Details of the services needed are as mentioned below: Sl.No. Particulars of Service Description Ordinary Ambulance (Tempo 1 (One) Ambulance on Traveler) with the driver & 1. PARKING BASIS round clock stretcher-bearer with Oxygen (24 x 7 x 365) at our hospital. Cylinder & Mask. 4
GENERAL CONDITIONS OF CONTRACT 1. Ambulance service should be provided to ESI beneficiaries as prescribed in scope of work above. 2. Tenderers may apply for the services described 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 & stretcher bearer with oxygen cylinder & mask should be provided on parking basis at our hospital round the clock(24 x 7 x 365). 5. No extra charges are paid nor should the amount be collected from IP s/patients/relatives. 6. In case the vehicle is not provided within specified time, the cost of alternative arrangements made will be deducted from the bills submitted for payment. 7. Payments will be made only after satisfactory completion of service every month. 8. Successful tenderer shall bear the costs of fuel, salaries of his driver, stretcher- b e a r e r, repair and maintenance of all the vehicle provided and shall also maintain the vehicle in good working condition fit for 24 x 7 x 365 days use by patients. 9. Under extreme exigencies, if more than one patient has to be carried simultaneously in vehicle, the charges shall be considered as one trip only. 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 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 THE HOSPITAL. The hospital however, reserves the right to terminate the contract at any time with a written notice of one month. The contractor is required give a notice of three months, in case he wishes to discontinue the service. He shall be liable for invocation of penalty clauses as per the agreement. The contract may be terminated with mutual consent by giving one month notice. 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 to ESIC besides annulment of the contract. 5
17. Bills to be submitted before 10 th of every month for early processing and payment of the same. 18. All statutory requirements under various statutes like Minimum Wages Act, The Contract labour (Abolition & Regulation) Act, 1970, ESI Act, 1948, EPF Act, Service Tax, Income Tax, VAT, etc., should be complied with meticulously. 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 no tainted history as rash driving, negligence of traffic rule etc. 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 parties before discontinuing this service agreement. 25. Medical Superintendent reserves absolute rights to cancel/reject any or all tenders without assigning any reason. 6
ELIGIBILITY CRITERIA A. Eligibility Criteria:- 1. The Contractor must have an average annual turnover of the value quoted by him and should be profit making. They should have sufficient staff to execute the work. Copies of the following documents should be submitted along with the Technical Bid. a. Service Tax Registration Certificate. b. PAN card photocopy. c. Brief description of the firm(annexure ''A ) f. Details of drivers and stretcher bearers planned to be deployed at our hospital(annexure B ) h. Details of vehicle planned to be deployed at our hospital (Annexure C ) i. Declaration(Annexure D ) 2. The Contractor should have a Registered/Branch Office in Coimbatore. 3. The Contractor should have sufficient trained staff as delineated in the tender document. 4. The Contractor should have experience in doing similar nature of work and completed successfully. 5. Vehicle with year of manufacturing (make/model) after 2012 will be preferred. 5
INSTRUCTIONS TO TENDERERS ON FILLING THE TENDER DOCUMENT. 1. The Contractors are required to submit two separate Bids i.e. Technical and Financial, as per prescribed proforma. The two bids should be submitted in two separately sealed envelopes superscripted Technical Bid for Ambulance service in ESIC Hospital, Coimbatore and Financial Bid for Ambulance service in ESIC Hospital, Coimbatore. Both sealed envelopes should be put in a third sealed envelope superscripted TENDER FOR AMBULANCE SERVICE IN ESIC HOSPITAL, COIMBATORE, TAMIL NADU. 2. The Financial bids of only those Contractors who qualify in technical bid evaluation by the concerned committee shall be opened. The financial bids of all those Contractors who have failed to qualify in the technical bid will not be opened under any circumstances. 3. The declaration in the prescribed proforma should be enclosed with the Technical Bid. 4. The Annexures provided are only indicative of the format in which the details has to be submitted. 5. The Technical Bid should be accompanied by an Earnest Money Deposit (EMD) as notified elsewhere in the document in the form of Demand Draft issued by any nationalized bank drawn in favor of ESIC Fund A/c No.1 payable at Coimbatore. The instrument shall be valid for a period of 6 months from the last date for submission of tender. In the absence of EMD, the tender shall be summarily rejected. The earnest money shall be refunded to all the unsuccessful Contractors, without any interest after finalization of the contract. EMD shall be refunded to the successful Contractor on receipt of performance security deposit. No interest is payable on the EMD to either the successful Contractor or the unsuccessful Contractor. Exemption from payment of EMD is applicable as per the existing law if accompanied by the relevant orders/instructions issued by the appropriate authorities. 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 elsewhere in this tender document. 10. The technical bid shall be opened at a date & time as specified elsewhere in this tender document in presence of the authorized representatives of the Contractor, who wish to be present at that time. All the technical bids will be scrutinized, relevant documents checked for their authenticity and the Contractor whose technical tenders are accepted will participate in the financial bids on date &time as stipulated elsewhere in this tender document. 11. No Contractor will be allowed to withdraw after submission of the tenders within the bid validity period otherwise the EMD submitted by the Contractor would stand forfeited. 12. In case the successful Contractor declines the offer of contract, for whatsoever reason(s), his EMD will be forfeited. 13. The Contractor shall enter into a formal Agreement with the hospital within 15 days from the date of receipt of intimation of their selection. They shall further get prior approval of the draft copy of the agreement from the hospital. 14. The successful Contractor will have to deposit the performance security deposit amounting to 10% of their total bid for one year in form of DD/Banker's cheque drawn in favor of ESIC Fund Account No.1 and commence the work within 15 days of acceptance of tender. Otherwise the contract will be canceled and EMD will be forfeited. 15. Each page of the tender document should be signed and stamped by authorized representative of 6
the contractor as a token of acceptance of the terms and conditions laid down by the hospital. 16. The competent authority of ESIC reserves the right to withdraw/relax any of the terms and conditions mentioned above, under such circumstances the Contractor will be given adequate time to take the changes into account. 17. For finalization of contract, the Contractor who qualifies in Technical bid and such technically qualified Contractor whose rates in the financial bid, are the lowest in comparison to other technically qualified Contractors will only be considered as the lowest Contractor. 18. The tenderers shall bring original documents of the photocopies submitted. 7
TENDER DOCUMENT Name Of Work Providing Ambulance Service at ESIC Hospital, Varadarajapuram, Coimbatore. TECHNICAL BID (To be put in separate cover) 8
Sl.No ESIC HOSPITAL,EMPLOYEES STATE INSURANCE CORPORATION TECHNICAL TENDER FOR AMBULANCE SERVICE IN ESIC HOSPITAL, COIMBATORE. (to be put in a separate cover) Annexure A Brief description of the firm 1 Name of the Firm/Contractor 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 Name of the Bank Account type Account No. PAN/GIR No. 6 Sales tax Registration No. Ambulance Operator License No. Establishment License No. KST No. Service Tax No. CST No 7 Details of Earnest Money Deposit (a) Amount (b) DD/BC No and Date (c )Drawn on bank (d) Valid Upto The above format may be used to provide requisite details. 9
Name Annexure B Details of Staff planned to be deployed Qualification Employee Designation Experience in respective code designation The above format may be used to provide employee details. Date: Full Name: Place: Company's seal: Signature of authorized person Type of Service applied(ordinary Ambulance) Details of Vehicle planned to be deployment Company & Type of Vehicle Regn. No. Annexure C Model/Make 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. Date: Place: Full Name: Company's seal: Signature of authorized person. 10
N.B. The above declaration, duly signed and sealed by the authorized signatory of the company should be enclosed with Technical tender. TENDER DOCUMENT Name Of Work Providing Ambulance Service at ESIC Hospital, Varadarajapuram, Coimbatore. Financial BID (to be put in separate cover) 11
ANNEXURE E FINANCIAL BID FOR AMBULANCE SERVICE IN ESIC HOSPITAL, COIMBATORE. (to be put in a separate cover) Name of the work: Providing Ambulance Service at ESIC Hospital, Varadarajapuram, Coimbatore 641 015. Sl.No. Ambulance Type 1 Ordinary Ambulance with driver, Stretcher bearer, Oxygen cylinder and mask Detailed Description of requirements Bid Amount both in figures and Description words. Charges per ambulance vehicle for 600 kms/month (minimum fee to be paid even if the distance does / does not reach 600 kms/month) Charges per km after completion of 600 kms in a month 12
Checklist of documents submitted Sl.No. Document 1 'Annexure A' 2 'Annexure B' 3 'Annexure C' 4 'Annexure D' 5 '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/ KST/ CST 11 Ambulance Operator License 12 Sales Tax Registration certificate 13 PAN card (photocopy) 14 Establishment License 15 ISO 9001 certificate 16 EMD 17 Technical Bid 18 Financial Bid Submitted(Yes/No) 13