1 Global Tender

7/31/2019 1 Global Tender

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RFP for Housekeeping RFP for Housekeeping RFP for Housekeeping RFP for Housekeeping and and and and Sanitation Services Sanitation Services Sanitation Services Sanitation Services – –– – Rajiv Gandhi Government General Hospital Rajiv Gandhi Government General Hospital Rajiv Gandhi Government General Hospital Rajiv Gandhi Government General Hospital

(RGGGH) (RGGGH) (RGGGH) (RGGGH)

Sl.

No

Contents Page No.

1 Tender notice 2-3

2 Check list 5-6

3 Bidder’s Acceptance Letter 7-8

4 Bidder Information 9-11

5 Memorandum 12-14

6 Bid Forms and Price Schedules 15-38

7 Bidder’s Performance Statement 39-40

8 Bidder’s Confidential Letter 41-43

9 Bidder’s Contract Form 44-47

10 Bidder’s Letter of Undertaking / Declaration 48-49

11 Performance Security Form 50-52

12 Bidder’s Bid Security 53-55

13 Bidder’s Proforma for Bank Guarantee 56-58

14 Bidder’s Declaration 59-61



RFP for Housekeeping Sanitation Services – Rajiv Gandhi Government General Hospital

(RGGGH)

Confidential 2/61

GOVERNMENT OF TAMIL NADU

DEPARTMENT OF MEDICAL EDUCATION

TENDER NOTICE

Ref No: 33553 / P&D1 / RGGGH / 2011 / Dt.: 14. 01.2012

For and on behalf of the Governor of Tamil Nadu sealed tenders are invited by the

Dean, Rajiv Gandhi Government General Hospital (RGGGH), Chennai – 600 003 for

House Keeping and Sanitation Services to the Tower Block I, II and Entire Campus

(Open Space) of Rajiv Gandhi Government General Hospital , Park Town, Chennai – 600

003 upto 3.00 pm on 20.02.2012.

• The vendor shall be submitted in the form and in accordance with the terms

and conditions specified in the bid documents.

• The bid document may be downloaded free of cost through website

www.mmc.tn.gov.in.

• If the bid documents is required by post, the request letter shall accompany

with a Demand Draft for Rs.200/- (Rupees two hundred only) obtained

from a National Bank/Scheduled Bank drawn in favour of The Dean, Rajiv




(RGGGH)

Confidential 3/61

Gandhi Government General Hospital (RGGGH), Chennai – 600 003 and

payable at the Chennai.

Tenders received after the due date and time specified elsewhere in the bid-document will

be rejected summarily.

Dean

Rajiv Gandhi Government General Hospital (RGGGH)

For and on behalf of the Governor of Tamil Nadu

Place : Chennai 600 003.

Date : 14 .01.2012




(RGGGH)

Confidential 4/61

TENDER FORM (Non-transferable)FOR

HOUSEKEEPING AND SANITATION SERVICES TO RAJIV

GANDHI GOVERNMENT GENERAL HOSPITAL (RGGGH)

(TOWEER BLOCK I, II AND ENTIRE CAMPUS)

TENDER REFERENCE NO.:33553/P&D1/RGGGH/2011/

DT : 14.01.2012

RAJIV GANDHI GOVERNMENT GENERAL HOSPITAL

(RGGGH),

Park Town, Chennai – 600 003Phone No. 25305111

Website : www.mmc.tn.gov.in

E Mail Id: [email protected]




(RGGGH)

Confidential 5/61

SCHEDULE OF CHECKLIST




(RGGGH)

Confidential 6/61

CHECKLIST

Sl.

No List of Important Documents

Enclosed

(Yes/No)

Annexed

as

1 Cover Letter

2 Details of authorized contact person of the bidder

3 The proposed project team structure with roles and

responsibilities of top management & technical staff

4 Documentation showing the proof of fulfillment of

eligibility conditions as per schedule

5 Feedback from existing clients in prescribed formats

6 Earnest Money Deposit

7 A declaration of any actual or potential conflict of interest

8 Proposed Methodology Method Statement

9 Any general information which bidders wish to provide

being attached separately

10 Annual reports / audited financial statements for the last 3

consecutive years

11 Certificate of Incorporation / Articles of Association /

Partnership Deed etc.

12Copies of relevant certificates of registration with ESI,

EPF, Insurance & ISO (if any)

13 Standard operating procedures with resource details

14 Address of the Bidders office

15 Copies of invoices as proof for previous / running projects

16 Signing authority documents

17 Details of outsourced / sub-service provider agencies

Signature & Seal of the tenderers




(RGGGH)

Confidential 7/61

BIDDER’S ACCEPTANCE LETTER




(RGGGH)

Confidential 8/61

To

The Dean,

Rajiv Gandhi Government General Hospital (RGGGH),

Park Town,

Chennai – 600 003.

Sir,

We hereby unconditionally accept the tender terms and conditions in its entirety

for Tender No. dated…………………….

We accept the payment schedule as specified in the terms of payment.

Technical Bid (Envelope A) duly filled and signed is enclosed with this tender

form along with the Terms & conditions as token of acceptance.

Financial bid (Envelope B) of this tender document is enclosed in a separateenvelope duly signed and sealed.

We also confirm that payment of Earnest Money Deposit has been made in the

form of Demand Draft and the same is enclosed where applicable.

We understand that if RATES against the tender are not WRITTEN in both

FIGURES and in WORDS, the tender will stand rejected.

Dated:____________________

----------------------------------------------------------------------------------------

SIGNATURE OF THE TENDERER WITH RUBBER STAMP




(RGGGH)

Confidential 9/61

BIDDER’S INFORMATION




(RGGGH)

Confidential 10/61

I. BIDDER’S INFORMATION

1 Name of the Bidder

2 Name of the Contact Person

3 Registered Office Address

4 Year of Establishment

5 Type of Firm Public Ltd. Private Ltd.

6 Telephone Number(s)

7 Email Address/Website

8 Fax. No.

9 Area Of Specialization in Facilities

Management

10 Is it a Consultancy Firm or

Management Firm or Service Providing

Firm




(RGGGH)

Confidential 11/61

II. DETAILS OF VALUE ADDED SERVICES

Sl

NoService Description

III. TAX CELARANCE CERTIFICATES

Sl

NoType of Tax

Tax Clearance Certificates

Enclosed (Yes / No)

Certificates

Number




(RGGGH)

Confidential 12/61

M E M O R A N D U M




(RGGGH)

Confidential 13/61

Brief Statement of Work

The Service Providers are required to provide a solution for the Housekeeping and

Sanitation Cleaning Services at Rajiv Gandhi Government General Hospital (RGGGH),

Chennai towards various services like Cleaning, Maintenance of minor

Electromechanical Assets, Plumbing & Sanitation, Horticulture & Gardening, Linen

Services, Front office Management, Waste Management and Kitchen Catering Services

with a Centralized Helpdesk, Monitoring of PA / CCTV systems etc., as indicated in

the detailed work description of the Service Level Specifications and complying with the

minimum Key Performance Indicators of the Service Level Agreement incorporated inthis RFP document. The Service Providers shall be responsible for a Single Point Contact

for each service towards all administrative and maintenance issues of the entire Hospital

Premises.

Period of Contract

The Contract Period shall commence latest from the 30 th day of issuance of the Letter of

Intent by The Dean, Rajiv Gandhi Government General Hospital, Chennai and the period

of contract shall be for 2 years from the date of commencement.

Acceptance Confirmation

Name of the person having Power of Attorney to sign the contract (Certified true copy of

the power of attorney shall be attached)

__________________________________________________________________

Designation: ___________________________________

Yours faithfully,

Signature of the Service Providers with Company Seal




(RGGGH)

Confidential 14/61

Witnesses:

1. Signature:______________________________________

Occupation: _____________________________________

Address:

__________________________________________________________________

_________________________________________________________

2. Signature:______________________________________

Occupation: _____________________________________

Address:

__________________________________________________________________

_________________________________________________________

Authorized Signatory: _______________________________________________




(RGGGH)

Confidential 15/61

BID FORM AND PRICE SCHEDULES




(RGGGH)

Confidential 16/61

BID FORMS AND PRICE SCHEDULES

(On the Letterhead of the bidder)

Date:......................20

Contract No……...............

To

The Dean,


Tower Block,

Chennai – 600 003.

Sir,

Having examined the Bidding Documents including Addenda Nos......................,

the receipt of which is hereby duly acknowledged, we, the undersigned, offer the services

and perform in conformity with the said Bidding Documents for the sum

of.............................. (Total Bid amount in Words and Figures) or such other sums as

may be ascertained in accordance with the Schedule of Prices attached herewith andmade part of this bid.

We undertake, if our bid is accepted, to deliver the Services in accordance with the

delivery schedule specified in the Schedule of Requirements.

If our bid is accepted we will obtain the guarantee of a bank for a sum equivalent

to 5% of the Contract Price for the due performance of the Contract, in the form

prescribed by the Tendering Authority.

We agree to abide by this bid for a period of ................(Number) days from the

date fixed for bid opening under Clause 19 of the Instruction to Bidders and it shall

remain binding upon us and may be accepted at any time before the expiration of that

period.




(RGGGH)

Confidential 17/61

Until a formal contract is prepared and executed, this bid, together with your

written acceptance thereof and your notification of award, shall constitute a bindingContract between us.

We understand that you are not bound to accept the lowest or any bid you may

receive.

Dated this................. day of ...................... 200..

Signature : .........................................(in the Capacity of) : .........................................

Duly authorised to sign bid for and on behalf of

..........................................................................




(RGGGH)

Confidential 18/61

PRICE SCHEDULE




(RGGGH)

Confidential 19/61

I. PRICE SCHEDULE

(1) (2) (3) (4) (5)

Sl.No.

Description of work Quoted Amount

per month(Rs.)

Service tax(Rs.)

Total Amount

per month(Rs.)




(RGGGH)

Confidential 20/61

II. BID FORMAT – OVER ALL MANAGEMENT

The following are the sample formats through which the competent bidders can quote for

the Overall Management / Operational Services with reference to all stated standards and

specifications.

Manpower Requirement for Overall Management / Monitoring Services

(To be appointed only by Government-not to be quoted by bidders except for the last 5 rows)

RGGGH Chennai

Designation Strategic DeploymentSub Total

Head

Rate/

month

Amount/

month

Amount/

Year

1st

Shift

(Day)

2nd

Shift

(Day)

3rd

Shift

(Night)Housekeeping

Executives

Housekeeping

Supervisors

Help Desk Executives

Housekeeping Workers

Patient Counselors

House BoysHouse Maids

Sub Total

Rupees in words:

Number of Shift for Housekeeping

• Two Shift for Day Time

• One Shift for Night Time




(RGGGH)

Confidential 21/61

Resource Requirement

S.No.

Particulars Numbers Rate/Month

Amount/Month Amount/Year

1

2

3

4

5

6

7

8

9

10

Sub Total

Rupees in words:

Note: In case the Service Providers are willing to include any requirements in the above

resource requirement, the same shall be included and highlighted separately in the

supporting document submitted along with this Bid Document.

The Service Providers are advised to provide manufacturer specifications for all the

equipments and consumables to be provided for performing the Overall Management/

Operational Services at RGGGH,Chennai.

The cost of consumables should be assessed for annual consumption. The cost of

equipments should be amortized for 2 years and annual costs to be specified in

summary sheets.




(RGGGH)

Confidential 22/61

Summary Sheet

Sl

NoParticulars I-Year Cost II-Year Cost

A Overall Management Services

Manpower

Resource

Total

This summary sheet contains the pattern of deployment of resources as required by

respective service category. All the services heads shall be calculated based on the

applicable taxes as per the TN State Govt. or Central Govt. regulations.




(RGGGH)

Confidential 23/61

III. BID FORMAT – HOUSEKEEPING / CLEANING

The following are the sample formats through which the bidder can quote for the service

with reference to all stated standards and specifications.

Manpower Requirement for Hospital Cleaning Services - RGGGH Chennai

Sl

No.Designation Strategic Deployment

Sub

Total

Head

Rate/

Month

Amount

/ Month

Amount

/ Year

1st

Shift

(Day)

2nd

Shift

(Day)

3rd

Shift

(Night)

1. Housekeeping

Executive2.

Housekeeping

Supervisor

3.

Housekeeping

Mechanized

Cleaner –

Outside

4

Housekeeping

Mechanized

Cleaner –

Inside

5. House Boys

6. House Maids

Sub Total

Rupees in words:







(RGGGH)

Confidential 24/61


S.

No.Particulars Numbers

Rate/

month

Amount

/ month

Amount/

Year1 Wet & Dry vacuum cleaner

2 Floor scrubbing machine

3 Back Pack vacuum machine

4 Glass cleaning kit

5 Telescopic pole

6 Bucket trolley

7 Safety signage

8 Hi-pressure water jet machine

9 Industrial scrubbing machine

10 Ladders

12' - 0"

8' - 0"

6 ' -0"

4' - 0"

11 Walk behind manual sweeper

12 Consumables

12

(a)

Toiletries (Consumables like Liquid

soaps, toilet rolls, hygiene care unitsetc.) - List including Manufacturer’s

specifications to be provided

Lump

sum

12(b)

Cleaning Chemicals and consumables(List including Manufacturer’s

specifications to be provided)

Lump

sum

12

(c)

Cleaning accessories (List including

Manufacturer’s specifications to be

provided)

Lumpsum

Sub Total

Rupees in words:




(RGGGH)

Confidential 25/61

Note: In case the Service Providers are willing to include any additional requirements

not mentioned in the above resource requirement, the same shall be included and

highlighted separately in the supporting document submitted along with this Bid

Document.


equipments and consumables to be provided for performing the cleaning tasks at

RGGGH,Chennai.


equipments should be amortized for 2 years and annual costs to be specified in summary

sheets.

Façade cleaning shall be done once in weekly / monthly on lump sum basis as per Schedule

attachment for Tower Block I, II & Entire Campus.

Summary Sheet

Sl

NoParticulars I Year Cost II Year Cost

A Cleaning Services

Cleaning Manpower

Cleaning Resource Requirement

Total



applicable taxes as per the TN State Government (or) Central Government regulations.




(RGGGH)

Confidential 26/61

IV. BID FORMAT – ELECTRICIAN / PLUMPER / CARPENDER

The following are the sample formats through which the bidder can quote for the

Landscaping / Horticulture Service with reference to all stated standards and

specifications.

MANPOWER REQUIREMENT FOR ELECTRICIAN / PLUMPER / CARPENDER

SERVICES - (ENTIRE RGGG HOSPITAL PREMISES – CHENNAI

Sl

NoDesignation Strategic Deployment

Sub-

Total

Head

Rate /

month

Amount

/ month

Amount

/ Year

1st

Shift

(Day)

2nd

Shift

(Day)

3rd

Shift

(Night)

1. Electrician

2. Plumber

3. Carpender

Sub Total

Rupees in words:




Document.







(RGGGH)

Confidential 27/61

RESOURCE REQUIREMENT – ELABORATE THE TOOLS AVAILABLE IN THE

TOOL KITS BAG FOR USING ELECTRICAL / PLUMPER / CAREPENDER

Sl

NoParticulars Numbers

Rate /

Month

Amount /

Month

Amount

/ Year

IName of tools available in Electrical

Kit Bag123456

789

101112131415

IIName of the tools available in

Plumbing Tool Kit Bag123456789

101112131415




(RGGGH)

Confidential 28/61

III Carpender Tool Kits Bag

123456789

1011

12131415

Sub total

Rupees in words:




Document.


equipments to be provided for performing the cleaning tasks at RGGGH, Chennai.


equipments should be amortized for 2 years and annual costs to be specified in summarysheets.




(RGGGH)

Confidential 29/61

Summary Sheet

Sl.No

Particulars I Year Cost II Year Cost

A Technical Services

Minor Electrical Maintenance

Manpower

Minor Plumbing Maintenance

Manpower

Minor Carpentry Maintenance

Manpower

Electrical Resource Requirement

Plumping Resource Requirement

Carpentry Resource Requirement

Total


respective service category. All the service heads shall be calculated based on the

applicable taxes as per the TN State Govt. or Central Govt. regulations




(RGGGH)

Confidential 30/61

V. BID FORMAT – HORTICULTURE / LANDSCAPING SERVICES

The following are the sample formats through which the bidder can quote for the

Landscaping / Horticulture Service with reference to all stated standards and

specifications.

MANPOWER REQUIREMENT FOR HORTICULURE / LANDSCAPING SERVICES

- (ENTIRE GH PREMISES) – RGGGH, CHENNAI

Sl

NoDesignation

Strategic

Deployment

Sub- Total

Head

Rate /

month

Amount /

month

Amount /

Year

1st Shift(Day)

1. Gardening

2. Gardeners

3. Helpers

Sub Total

Rupees in words:


• One Shift for Day Time




(RGGGH)

Confidential 31/61


SlNo

Particulars Numbers Rate /Month

Amount /Month

Amount/ Year

1 Spade2 Khudali3 Khurpi4 Hand hoe5 Pruning saw6 Rake7 Rose cane8 Scateur

9 Budding/grafting Knifes10 Sprayer 11 Transplanting shovel12 Measuring tape13 Ro es14 Lawn mowers15 Dusters16 Hedge shears17 Grass shears18 Plastic bucket19 Sprinkler

20 Sword21 Cans, bottles, jars22 Vine ar enerator if needed23 Wooden ladles24 Forks25 Trimming scissors26 Pruning scissors27 Seeds, saplings, bulbs, rhizomes On actual28 Consumables – Insecticides /

Pesticides / Weedicides / Fungicides /

Manures (okhla khad, gober kahd)

Lump sum

Sub total

Rupees in words:




(RGGGH)

Confidential 32/61


not mentioned in the above resource requirement, the same shall be included andhighlighted separately in the supporting document submitted along with this Bid

Document.


equipments to be provided for performing the cleaning tasks at RGGGH, Chennai.


equipments should be amortized for 2 years and annual costs to be specified in summary

sheets.

Summary Sheet

Sl.


A Environmental Services

Horticulture Manpower

Horticulture Resource Requirement

Total


respective service category. All the service heads shall be calculated based on the

applicable taxes as per the TN State Govt. or Central Govt. regulations




(RGGGH)

Confidential 33/61

VI. BID FORMAT – PEST CONTROL SERVICES

The following are the sample formats through which the competent bidders can quote for

the Pest Control Service with reference to all stated standards and specifications.

PEST CONTROL SERVICES – RGGGH CHENNAI

Service to be ProvidedRequired Area to be

Covered

Rate /

Month

Rate /

Year

General pest and rodent control

treatment for Rajiv Gandhi

Government General Hospital,Chennai. The Pest control service

requires a minimum of two

treatment of vector control and 2

treatment of rodent control every

year, mosquitoes / bees / bugs on

regular routine basis and animals

like cat, dogs etc., with respect to all

stated standards and specification in

the guidelines

Entire premises of Tower Blocks I, II including the

open yards inside the

buildings and entire

RGGGH Campus

environment. The

approximate Sq.ft. area is

53,291.73

Rupees in words:


not mentioned above, the same shall be included and highlighted separately in the



equipments and consumables / pesticides used for performing Pest control services at

RGGGH, Chennai.




(RGGGH)

Confidential 34/61


equipments (if any) should be amortized for 2 years and annual costs to be specified

in summary sheets.

Summary Sheet

Sl.


A Pest Control Services

Pest control charges

Total

All the service heads shall be calculated based on the applicable taxes as per the TN State

Government (or) Central Government regulations.




(RGGGH)

Confidential 35/61

VII. BID FORMAT – WASTE MANAGEMENT SERVICES

The following are the sample formats through which the competent bidders can quote for the service with reference to all stated standards and specifications.

Manpower Requirement for Waste Management Services – (Entire Premises) –

RGGGH, Chennai

Sl

NoDesignation Strategic Deployment

Sub

Total

Head

Rate /

Month

Amt./

Month

Amt /

Year

1st

Shift

(Day)

2nd

Shift

(Day)

3rd

Shift

(Night)Waste Manager

Helpers

Sub Total

Rupees in words :







Document.




(RGGGH)

Confidential 36/61


equipments and consumables to be provided for performing the Waste Management

Services at RGGGH,Chennai.


equipments should be amortized for 2 years and annual costs to be specified in

summary sheets.

Summary Sheet

SlNo

Particulars I Year Cost II-Year Cost

A Waste Management Services

Manpower

Resource

Total



applicable taxes as per the TN State Government (or) Central Government regulations.




(RGGGH)

Confidential 37/61

VIII. BID FORMAT – RECEPTION / FRONT OFFICE SERVICES

RECEPTION / FRONT OFFICE SERVICES - RGGGH CHENNAI

Service to be Provided Required Area to be CoveredRate /

Month

Rate /

Year

Reception / Front Office Services for

(Block I & II) RGGG Hospital -

Chennai. The Reception service

requires to be on a 24- hr basis, round

the clock throughout the year,

including the issue of OP Tickets for

Outpatients on compliance with

hospital formats and maintaining the

registers of the same and taking care

of telecommunication operations

with respect to all stated standards

and specification in the guidelines

Entire RGGGH premises

including all individual

blocks like Neuro, Ortho,

cardiology, Surgical, BIR,

Psychiatry, Specialty,

Cardiothoracic, Tower

Blocks etc.

Rupees in words:


• One Shift for Day Time





(RGGGH)

Confidential 38/61


not mentioned above, the same shall be included and highlighted separately in the



equipment and consumables/pesticides used for performing Reception / Front Office

Services at RGGGH,Chennai.

The cost of equipment should be assessed for annual consumption. The cost of

equipment (if any) should be amortized for 2 years and annual costs to be specified

in summary sheets.

Summary Sheet

Sl


A Reception Services

1 Manpower

2 Resources

Total

All the services heads shall be calculated based on the applicable taxes as per the TN

State Government (or) Central Government regulations.




(RGGGH)

Confidential 39/61

BIDDER’S PERFORMANCE STATEMENT




(RGGGH)

Confidential 40/61

PERFORMANCE STATEMENT(Please see Clause 11.2(a) (ii) Instructions to Bidders)

PROFORMA FOR PERFORMANCE STATEMENT(For the period of last three years)

Bid No....................................

NAME OF THE FIRM / AGENCY

Order

placed by(Full

Address of

Tendering

Authority)

Order

No.and

Date

Descriptio

nof services

Value

of order

Period and

date of Completion

of services

and ongoing,

if any

Remarks indicating

reasons for delayand nonperformance

of the services,

if any

Supporting

documents for the

performances

rendered by the

agency / firm

in previous

assignments

(1) (2) (3) (4) (5) (6) (7)

Signature and Seal of the Bidder ..........................................




(RGGGH)

Confidential 41/61

BIDDER’S CONFIDENTIAL LETTER




(RGGGH)

Confidential 42/61

CONFIDENTIALITY LETTER

(On the letterhead of the bidder)

To

The Dean,


Park Town,

Chennai 600 003.

Sir,

Project Title: Housekeeping and Sanitation Services to Rajiv Gandhi

Government General Hospital (RGGGH), Chennai.

* * *

In consideration of making available its confidential information relating to one of the

prestigious Institute cum Hospital i.e., Rajiv Gandhi Government General Hospital

(RGGGH), Chennai included in the package of this tender document, we acknowledge,

agree, represent and warrant that:

1. All the confidential information is and shall remain the sole property of RGGGH.

2. Neither we, our employees nor our agents shall disclose any confidential

information to any other person, firm or corporation, or use it for our own benefit

or for the benefit or profit of any person, firm or corporation.

This is intended to be a legally binding document between the Service Provider and us.




(RGGGH)

Confidential 43/61

Accepted and Agreed to:

By: ______________________________________________________

For and on behalf of: ________________________________________

Name: ____________________________________________________

Date: _____________________________________________________




(RGGGH)

Confidential 44/61

BIDDER’S CONTRACT FORM




(RGGGH)

Confidential 45/61

CONTRACT FORM

THIS AGREEMENT made the .............. day of ................, 20........ between ...................(Name and Address of Tendering Authority) by the Dean, Rajiv Gandhi Government

General Hospital (RGGGH), ...................... (hereinafter called “Tendering Authority”) for

and on behalf of the Government of Tamil Nadu of one part and ................(Name and

Address of Agency) .................................... (hereinafter called “the Agency”) represented

by ………………………

(Name of the Authorized Signatory and Designation), Aged …..... years, residing at ……

………………………… (Full Residential Address of the Signatory) of the other part:

WHEREAS the Tendering Authority is desirous that Housekeeping and Sanitation

Services should be provided by the Agency, and has accepted a bid by the Agency for

those Services for a sum of ...................... (Contract Price in Words and Figures)

(hereinafter “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract referred to.

2. The following documents shall be deemed to form and be read and constructed as

part of this Agreement, viz.:

(a) Bid Form and Price Schedule submitted by the Bidder;

(b) Scope of Work

(c) General Conditions of Contract;

(d) Instructions for performance on cleaning service for Housekeeping and

Sanitation Work

(e) Notification of Award by the Tendering Authority




(RGGGH)

Confidential 46/61

3. In consideration of the payments to be made by the Tendering Authority to the

Agency as hereinafter mentioned, the Agency hereby covenants with the Tendering

Authority to provide the services and to remedy defects therein in conformity in all

respects with the provisions of the Contract.

4. The Tendering Authority hereby covenants to pay the Agency in consideration of

the provision of the services and the remedying of defects therein, the Contract Price or

such other sum as may become payable under the provisions of the Contract at the times

and in the manner prescribed by the Contract.

5. Brief particulars of the services, which shall be supported and provided by the

Service Provider for the specific services being supplied by them, are:

Sl.

No

Description of Services Monthly

Cost

Annual

Cost

Taxes

Payable

1 Housekeeping and Cleaning

2. Pest Control Services

3. Sundry Expenses

Total




(RGGGH)

Confidential 47/61

6. In WITNESS whereof the parties here to have caused this Agreement to be

executed in accordance with their respective laws the day and year first above written.

Signed, sealed and delivered by the

Said ____________________________________________________ (For Tendering

Authority) in the presence of________________________________

Signed, sealed and delivered by the

Said ______________________________________________________ (For Service /

Provider / Contractor) in the presence of _________________________.




(RGGGH)

Confidential 48/61

BIDDER’S LETTER OF UNDERTAKNG /

DECLARATION




(RGGGH)

Confidential 49/61

Letter of Undertaking / Declaration

(On the Letterhead of the bidder)

We, M/s______________________________________________________ hereinafter

called as “Bidder” complete address_________________________________________

________________________________________________________________________

______________________________________________________________________

Hereby declare in favor of The Dean, Rajiv Gandhi Government General Hospital

(RGGGH), Chennai – 600 003 hereinafter called as “Tendering Authority” and agree to

abide by the following:

1. We are attaching the company constitution details.

2. Certificate of satisfactory Facility Management Service performed has been

enclosed.

3. We have a Facility Management service set up in several of the following sites

with the site organization chart annexed along with details of Educational

Qualification of all personnel with their job description.

4. The annual turnover of our firm is as follows:

2007-2008 2008-2009 2009-2010

Turnover of the firm (in crores): INR

5. We will ensure that the minimum service level for each service shall be achieved.

6. We agree to coordinate with the Annual Maintenance contracts.

7. We ensure 100% satisfactory service to all key customers.

8. We will remain as a single shop supply for all the services sought for.

9. We will try to reduce the burden of the hospital authority enabling them to focus

more in their core business.

10. We will ensure high standards of hygiene, health & safety and infection control

inside the premises of the hospital.

Signature & Seal of the Bidder




(RGGGH)

Confidential 50/61

BIDDER’S PERFORMANCE SECURITY FORM




(RGGGH)

Confidential 51/61

To : ___________________________ (Tendering Authority)

WHEREAS .......................................................... (Name of the Agency) herein called

“the Agency” has undertaken, in pursuance of Contract No................ dated, ................ to

supply ...................................................................... (Description of Services and

Services) hereinafter called “the Contract”.

AND WHEREAS it has been stipulated by you in the said Contract that the Agency shall

furnish you with a Bank Guarantee by a recognised bank for the sum specified therein as

security for compliance with the Agency’s performance obligations in accordance with

the Contract.

AND WHEREAS we have agreed to give the Agency a Guarantee

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on

behalf of the Agency, upto a total of

..............................................................................................................

(Amount of the Guarantee in Words and Figures) and we undertake to pay you, upon

your first written demand declaring the Agency to be in default under the Contract and

without cavil or argument, any sum or sums within the limit of .....................................

(Amount of Guarantee) as aforesaid, without your needing to prove or to show groundsor reasons for your demand or the sum specified therein.




(RGGGH)

Confidential 52/61

This guarantee is valid until the .............. day of .................. 200.

Signature and Seal of Guarantors

............................................

............................................

............................................

Date .................. 20 ............

Address ..........................................................................

............................................




(RGGGH)

Confidential 53/61

BIDDER’S BID SECURITY FORM




(RGGGH)

Confidential 54/61

BID SECURITY FORM

Whereas .......................1 (hereinafter called "the Bidder") has submitted its bid

dated ..........(date of submission of bid) for the …............ ................... (name and/or

description of the

Services) (hereinafter called "the Bid").

KNOW ALL PEOPLE by these presents that WE ......... (name of bank) of ......................

(name of country), having our registered office at ..................... (address of bank)

(hereinafter called "the Bank"), are bound unto ...................... (name of Tendering

Authority)

(hereinafter called "the Tendering Authority") in the sum of Rs.___________ for which

payment well and truly to be made to the said Tendering Authority, the Bank binds itself,

its successors, and assigns by these presents. Sealed with the Common Seal of the said

Bank this _________ day of _____2012.

THE CONDITIONS of this obligation are:

1. If the Bidder

a) withdraws its Bid during the period of bid validity specified by the Bidder on

the Bid Form; or

b) does not accept the correction of errors in accordance with the ITB; or

2. If the Bidder, having been notified of the acceptance of its bid by the Tendering

Authority

during the period of bid validity :

a) fails or refuses to execute the Contract Form if required; or

b) fails or refuses to furnish the performance security, in accordance with the




(RGGGH)

Confidential 55/61

Instruction to Bidders;

We undertake to pay the Tendering Authority up to the above amount upon receipt

of its first written demand, without the Tendering Authority having to substantiate its

demand, provided that in its demand the Tendering Authority will note that the amount

claimed by it is due to it, owing to the occurrence of one or both of the two conditions,

specifying the occurred condition or conditions.

This guarantee will remain in force up to and including forty five (45) days after

the period of the bid validity, and any demand in respect thereof should reach the Bank

not later than the above date.

…..................................................

(Signature of the Bank)

Name of Bidder.




(RGGGH)

Confidential 56/61

BIDDER’S PROFORMA FOR BANK

GUARANTEE




(RGGGH)

Confidential 57/61

(To be produced in an appropriate valued stamp paper as per Stamp Act, of the

State of Tamil Nadu)

Whereas,_______________________(name of the tenderer / bidder) has submitted the

offer for the Selection of an Agency for providing Facility Management Services at the

prestigious institute cum hospital - Rajiv Gandhi Government General Hospital

(RGGGH), hereinafter called “The Bid” KNOW ALL PEOPLE by these presents that

WE_________________________________(name of the bank) of

___________________(country) having our registered office at

__________________________________________________(hereinafter called “The

Bank”) in the sum of Rs.1,00,000/- (Rupees one lakh only) which payment can truly be

made to RGGGH, the Bank binds themselves, their successors and assignees by these

presents.

Sealed with the common seal of the Bank this_____________ day of __________year

The conditions of this obligation are:

a) If the bidder withdraws his bid at any time during the stipulated period of Bid

Validity specified in Request for Proposal

b) If the bidder for a period of Bid Validity

1) In RGGGH’s opinion, commits a material breach of any of the terms

and / or conditions contained in the RFP document and / or

subsequent communication in this regard

2) Fails or refuses to execute the Letter of Award (in the event of award

of project)

3) Fails or refuses to furnish the Performance Security within the

stipulated time




(RGGGH)

Confidential 58/61

We undertake to pay the Tendering Authority up to the above amount upon receipt

of its first written demand, without the Tendering Authority having to substantiate its

demand, provided that in its demand the Tendering Authority will note that the amount

claimed by it is due to it, owing to the occurrence of one or both of the two conditions,

specifying the occurred condition or conditions.

The Guarantee will remain in force up to and including 45 days after the period of

Bid Validity.

Any demand with respect to this guarantee should reach the Bank not later than

the date of expiry of this guarantee.

Signature of Authorized Representative of the Bank_________________________

Name & Designation________________________________________________

Seal of the Bank__________________________________________________

Signature of Witness_______________________________________________

Name & Address of the Witness__________________________________________




(RGGGH)

Confidential 59/61

BIDDER’S DECLARATION




(RGGGH)

Confidential 60/61

D E C L A R A T I O N

1. I / We hereby declare that I/We have read and understood the Conditions of

Contract, Specifications, Drawings, Cleaning Methodology etc., and hereby agree to

abide by them. In token thereof I/We have signed below and at the end of Schedule. I /

We also understand that otherwise this tender is liable to be rejected.

2. I / We understand that our Tender will not be considered, if the rates are not

written both in Figures and Words

3. I / We hereby confirm that only the relevant entries asked for have been made

within the Tender documents issued to us. I/We also confirm that in the event of any

entry in this Tender document, other than the relevant entry, shall make this Tender

invalid.

4. I / We hereby agree to obtain the Registration Number under the Contract Labour

Act by Registering with the Labour Commissioner and furnish the Registration details to

RGGGH.




(RGGGH)

5. I / We hereby agree to obtain Employer’s Number under the Employees State

Insurance Corporation and the Provident Fund Commissioner. In the event of our not

being able to provide the above said numbers, we agree to RGGGH retaining appropriate

amounts at the stipulated percentage rates towards ESIS and PF, RGGGH may remit such

amounts to the appropriate authorities.

6. I / We agree to submit to RGGGH necessary reports and returns as required for

compliance of ESIS & PF regulations.

Place :

Date :

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SIGNATURE OF TENDERER WITH RUBBER STAMP