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Department of Medical & Health Government of Uttar Pradesh
BIDDING DOCUMENT FOR
Out Sourcing of Cleaning (Housekeeping) and Gardening Services in 110
Government District Hospitals
Bid Reference. No. : 8F / RFQ cum RFP – 810/3056
Directorate General, Medical & Health, Govt. of Uttar Pradesh
Office of the Director General, Medical & Health Services, Uttar Pradesh, Lucknow
(C.M.S.D SECTION-8) PHONE: 0522-2625809 EMAIL-ID: [email protected]
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NATIONAL COMPETITIVE BIDDING FOR OUTSOURCING OF MECHANIZED CLEANING (HOUSEKEEPING)
AND GARDENING SERVICES IN 110 DISTRICT HOSPITALS BID REFERENCE NO. : 8 F / RFQ cum RFP – 810 /3056
DATE OF COMMENCEMENT OF SALE OF BIDDING DOCUMENT : 30 / 08 / 2016 PRE BID MEETING
(DATE, TIME AND PLACE) : 07 / 09/ 2016 at 02:30 PM in Office of the Director General of Medical and Health Services, Uttar Pradesh, Lucknow (C.M.S.D SECTION-8)
PHONE: 0522-2625809 LAST DATE FOR DOWNLOADING OF BIDDING DOCUMENT : 29 / 09/ 2016
LAST DATE AND TIME FOR : 30 / 09/ 2016 at 2:30 PM RECEIPT OF BIDS
TIME AND DATE OF OPENING : 30 / 09/ 2016 at 3:00 PM OFBIDS
PLACE OF OPENING OF BIDS : Office of the Director General of Medical
and Health Services, Uttar Pradesh, Lucknow (C.M.S.D SECTION-8) PHONE: 0522-2625809
ADDRESS FOR COMMUNICATION: Director (CMSD), Office of the Director
General of Medical and Health Services, Uttar Pradesh, Lucknow (C.M.S.D SECTION-8) PHONE: 0522-2625809 EMAIL-ID: [email protected]
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Invitation for Bids (IFB)
National Competitive Bidding (NCB)
Date – 26/08/2016
Bid Reference No: 8F / RFQ cum RFP – 810 / 3056
1. Director General, Medical & Health Services invites sealed bid for performance based
(Clause 6 section V) Outsourcing of Mechanized Hospital Cleaning (Housekeeping) and
Gardening Services as per given schedule (Government District Hospitals (Clause 4 IFB)
from eligible Bidder.
2. Bidding will be conducted through National Competitive Bidding (NCB) procedures
3. The initial contract period will be for one year and extended to maximum of 2 terms of one
year each (1+1+1) which shall be based on satisfactory performance on same terms and
conditions with an average increase of cost by 5% every year.
4. The district hospitals are divided into 9 schedules as mentioned below in Table no. 1 based
on geographical proximity, no. of beds, case load and estimated project cost per schedule.
The following information such as no. of beds, no. of outpatients, no. of inpatients and area
of cleaning and gardening for each hospital is mentioned in the table to estimate the
volume and cost of the services required in each hospital. The bidder may quote for one
schedule or more than one schedule.
Qualifying Annual Turnover from similar type of services and Bid Security of services is
also indicated in the table for the schedule for which the bidder is quoting. If the bidder
quotes for more than one schedule, the amount of qualifying annual turnover and Bid
Security will be summed up accordingly and should be submitted separately for each
Schedule.
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Table no. 1
Schedule Name of the Hospital Bedd
ed
Set of equipme
nt needed
per hospital
Total Approximate
Hospital Cleaning Area
(Sq. Mt.)
Total Approximate Gardening
Area(Sq. Mt.)
Schedule wise
requirement of Bid
Security (INR)
Schedule wise
requirement of Turnover
(INR)
1 District Combined Hospital- Shikohabad 100 1 6044.92 1500.00
3,10,000.00
3,10,00,000.00
District Hospital (Female)-Firozabad 100 1 4986.39 365.50
District Hospital (Female)-Mainpuri 30 1 42878.00 14379.00
District Hospital (Male)-Mathura 118 1 23495.00 2400.00
District Hospital (Female)-Mathura 87 1 22625.00 100.00
Malkahn Singh District Hospital (Male)-Aligarh 334 3 13508.32 526.00
M.L.G. Government Hospital (Female)-Aligarh 110 1 1970.00 100.00
District Hospital (Male)-Etah 117 1 6719.86 100.00
District Hospital (Female)-Etah 34 1 1872.91 100.00
Bagla Civil Hospital-Mahamayanagar 76 1 35800.00 3620.00
Sindhari Female Hospital-Mahamayanagar 30 1 19939.02 914.63
M.DH. T.B. Hospital-Mahamayanagar 30 1 10885.00 4916.45
District Combined Hospital-Kasganj 30 1 2198.00 100.00
2 Government T.B. Hospital-Allahabad 152 1 64702.00 10529.82
3,82,000.00
3,82,00,000.00
Moti Lal Nehru Hospital-Allahabad 166 2 7386.77 130.00
M.D.I. Eye Hospital-Allahabad 88 1 7015.00 252.00
District Hospital (Female)-Fatehpur 162 2 7779.00 300.00
District Combined Hospital-Kaushambi 100 1 3680.00 500.00
District Hospital (Male)-Pratapgarh 190 2 15650.00 305.00
District Hospital (Female)-Pratapgarh 62 1 6277.05 100.00
District Hospital (Female)-Banda 34 1 2904.34 400.00
District Hospital, Karvi, Chitrakoot 100 1 8579.53 100.00
District Hospital (Female)-Hamirpur 30 1 4925.46 123.25
District Combined Hospital-Mahoba 70 1 8500.00 100.00
District Hospital (Female)-Mahoba 30 1 1465.84 100.00
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Schedule Name of the Hospital Bedd
ed
Set of equipme
nt needed
per hospital
Total Approximate
Hospital Cleaning Area
(Sq. Mt.)
Total Approximate Gardening
Area(Sq. Mt.)
Schedule wise
requirement of Bid
Security (INR)
Schedule wise
requirement of Turnover
(INR)
District Hospital (Female)-Mirzapur 62 1 65555.00 1850.00
Maharaja Chetsingh Hospital, Gyanpur, Sant Ravidas Nagar
100 1 4000.00 400.00
M.B.S. Hospital, Bhadohi 30 1 4991.00 1000.00
District Combined Hospital-Sonbhadra 100 1 5999.00 1000.00
3 District Hospital (Male)-Ballia 176 2 14577.00 1080.00
2,27,000.00
2,27,00,000.00
District Hospital (Female)-Ballia 65 1 3639.51 100.00
District Combined Hospital-Mau 70 1 7202.00 1302.00
District Hospital (Female)-Mau 30 1 1496.00 100.00
Combined Hospital-Chatrapati Sahuji Maharajnagar 100 1 1200.00 100.00
District Hospital (Male)-Barabanki 140 1 13235.00 2500.00
District Hospital (Female)-Barabanki 63 1 3865.00 100.00
District Hospital (Female)-Faizabad 168 2 4893.52 147.47
District Hospital (Female)-Sultanpur 82 1 3775.73 100.00
4 District Hospital (Female)-Bareilly 114 1 3442.63 287.00
2,48,000.00
2,48,00,000.00
Mental Hospital, Bareilly 300 3 12855.00 1220.00
District Hospital (Female)-Badaun 114 1 5789.82 369.65
District Hospital (Male)-Piliphit 130 1 22615.00 4550.00
District Hospital (Female)-Piliphit 70 1 16732.00 1325.00
District Hospital (Male)-Shahjahanpur 204 2 19814.35 1000.00
District Hospital (Female)-Shahjahanpur 100 1 13653.00 650.00
5 District Hospital (Male)-Basti 300 3 16138.53 570.00
4,55,000.00
4,55,00,000.00
V.R.T. Kuwari Female Hospital-Basti 125 1 20236.88 100.00
District T.B. Hospital-Basti 108 1 2593.00 3040.00
District Combined Hospital-Santkabirnagar 30 1 12934.01 2165.00
District Combined Hospital-Sidharthnagar 64 1 44489.00 3500.00
District Hospital (Female)-Bahraich 92 1 2797.00 1400.00
District Memorial Hospital-Balrampur 112 1 6465.00 1200.00
District Hospital (Female)-Balrampur 30 1 9740.00 1000.00
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Schedule Name of the Hospital Bedd
ed
Set of equipme
nt needed
per hospital
Total Approximate
Hospital Cleaning Area
(Sq. Mt.)
Total Approximate Gardening
Area(Sq. Mt.)
Schedule wise
requirement of Bid
Security (INR)
Schedule wise
requirement of Turnover
(INR)
District Combined Hospital-Balrampur 100 1 11320.00 450.00
District Hospital (Female)-Gonda 134 1 4000.00 360.00
Combined Hospital-Shrawasti 100 1 21612.50 2000.00
District Hospital (Male)-Deoria 230 2 13301.00 24125.00
District Hospital (Female)-Deoria 94 1 8566.00 3228.00
District Hospital (Female)-Gorakhpur 200 2 7124.45 137.40
District Combined Hospital-Maharajganj 100 1 12156.00 16208.00
6 District Hospital (Male)-Jalaun (Orai) 183 2 14814.00 110.00
3,47,000.00
3,47,00,000.00
District Hospital (Female)-Jalaun (Orai) 60 1 2749.00 500.00
District Hospital (Female)-Jhansi 47 1 798.00 100.00
Manyawar Kanshiram Combined Hospital-Lalitpur 140 1 21905.18 1360.00
District Hospital (Female)-Lalitpur 60 1 6107.00 2099.00
Combined Hospital-Auraiyya 50 1 3000.00 100.00
District Hospital-Auraiyya 100 1 23200.00 16080.00
Dr. B. R. Ambedekar Hospital (Female)-Etawah 43 1 1672.25 111.50
T.B. Hospital-Etawah 60 1 23000.00 22000.00
Dr. Ram Manohar Lohia (Male) Hospital-Farrukhabad 200 2 26179.58 140.00
District (Female) Hospital-Farrukhabad 100 1 13702.38 250.65
District Combined Hospital, Akbarpur-Kanpur Dehat 70 1 7083.79 3117.00
District (Female) Hospital-Kanpur Dehat 30 1 3322.05 431.00
Kanshiram Combined Hospital, Ramadevi, Kanpur 70 1 7703.58 100.00
District Combined Hospital, Chhibramau-Kannauj 100 1 7325.00 2000.00
7 District Hospital (Male)-Hardoi 210 2 2325.00 100.00
4,70,000.00
4,70,00,000.00
District Hospital (Male)-Lakhimpur Khiri 167 2 8360.75 50.00
District Hospital (Female)-Lakhimpur Khiri 52 1 3535.75 1261.00
Dr. Ram Manohar Lohia Combined Hospital-Lucknow 481 4 33312.00 300.00
B.R.D. Combined Hospital, Mahanagar, Lucknow 60 1 111.40 100.00
T.B. Hospital, Thakurganj- 175 2 8940.00 1500.00
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Schedule Name of the Hospital Bedd
ed
Set of equipme
nt needed
per hospital
Total Approximate
Hospital Cleaning Area
(Sq. Mt.)
Total Approximate Gardening
Area(Sq. Mt.)
Schedule wise
requirement of Bid
Security (INR)
Schedule wise
requirement of Turnover
(INR)
Lucknow
Ram Sagar Mishra Combined Hospital, BKT-Lucknow 100 1 3038.00 1500.00
District Hospital (Male)-Raibareilly 266 3 30110.00 1220.00
District Hospital (Male)-Sitapur 213 2 10763.00 320.00
District Hospital (Female)-Sitapur 132 1 1420.00 140.00
Umashankar Dixit District Hospital-Unnao 110 1 12143.54 670.00
8 Combined Hospital-Bagpat 30 1 3300.00 1600.00
3,61,000.00
3,61,00,000.00
Combined Hospital-Sikandrabad 50 1 11427.00 1200.00
K.M.C. Female Hospital-Bulandshahar 100 1 22878.00 1000.00
S.S.M.J. Combined Hospital-Khurja, Bulandshahar 68 1 14255.00 3000.00
Babu B.D. Gupta District Hospital-Bulandshahar 177 2 41136.60 2000.00
MMG Female Hospital-Ghaziabad 68 1 1987.00 150.00
Combined Hospital, Sanjaynagar-Ghaziabad 100 1 11157.00 1550.00
District Combined Hospital-Amroha 100 1 12002.25 3000.00
District Combined Hospital-Bijnor 169 2 7216.35 1685.00
District Hospital (Female)-Bijnor 75 1 3255.00 844.00
District Hospital (Female)-Moradabad 92 1 5546.40 1205.90
District Hospital (Female)-Rampur 50 1 4129.28 100.00
Combined Hospital-Sambhal 100 1 10294.00 5200.00
District Hospital (Male)-Muzaffarnagar 172 2 8468.18 582.00
T.B. Sanotorium-Saharanpur 60 1 5150.00 2500.00
9 Pt. K.P. Tripathi Combined Hospital-Chandauli 100 1 11287.50 500.00
3,34,000.00
3,34,00,000.00
Combined Hospital, Chakia, Chandauli 100 1 5982.00 425.00
District Hospital (Male)-Ghazipur 150 1 2792.76 100.00
District Hospital (Female)-Ghazipur 150 1 5061.00 100.00
District Hospital (Female)-Jaunpur 110 1 1653.00 100.00
T.B. Hospital-Jaunpur 48 1 902.25 330.00
Lal Bahadur Shahtri Hospital. Ramnagar, Varanasi 153 1 29049.00 186.00
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Schedule Name of the Hospital Bedd
ed
Set of equipme
nt needed
per hospital
Total Approximate
Hospital Cleaning Area
(Sq. Mt.)
Total Approximate Gardening
Area(Sq. Mt.)
Schedule wise
requirement of Bid
Security (INR)
Schedule wise
requirement of Turnover
(INR)
Mental Hospital-Varanasi 331 3 64245.00 45265.00
District Hospital (Female)-Varanasi 210 2 21395.00 100.00
5. Each bidder has to provide prices for all the hospitals separately which are listed under a
specific schedule. The price bids will be evaluated schedule wise. The contract will be
awarded to the bidder quoting the lowest price per schedule. However, the lowest bid
price will be evaluated on the basis of total cost per month worked out for each schedule
on the basis of rates quoted by the bidder multiplied by the indicative area in sqm. as
specified in the bid. So total price quoted by bidder should be inclusive of all applicable
taxes excluding Service Tax (See Price Activity Schedule Section V for details). The contract
with lowest evaluated responsive bidder of the schedule will be eligible for Award of
Contract. The contract with lowest evaluated responsive bidder of the schedule will be
signed by the In- charge of each hospital (s) SIC/ Director / CMS.
6. Bidder has to fill in cost break up details in Annexure – VIII for each Schedule separately.
For ex: If a bidder is keen to bid for Schedule 1 and Schedule 4, in this case bidder needs to
submit separate details for Schedule 1 and separate details for Schedule 4.
7. Bidders shall meet the minimum eligibility criteria as mentioned in Clause 4 of Section I
and the eligible bidders shall meet the following qualifying criteria (Section II):
(a) Experience as prime contractor in two similar contracts of similar nature, complexity
and value of INR 1 Crore each in any of the last 3 years in mechanized cleaning
(Housekeeping) and gardening services rendered at Govt. Institution / Pvt
Institutions. Bidders should also attach the completed contract (completed before bid
submission date) of the above-mentioned value.
(b) Bidder should provide experience certificate for mechanized cleaning* /
housekeeping /gardening (or mechanized services) from any reputed institutions
/organizations/hospitals where they provided similar services.
Bidder shall have following automatic cleaning equipment for carrying out the mechanized cleaning. The successful bidder shall have to make all these equipment physically available in the hospital before starting the work and these should always remain in working condition during the period of contract. The minimum numbers of set of equipment required per hospital is according to bed strength of hospital i.e.Number of
minimum equipment required are less. For instance one dry vacuum cleaner and one wet vacuum cleaner
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may not be adequate for an average District Hospital having less than 150 beds, the standard practice is
to have three-bucket system, at least one for each ward, OPD and other functional area.
Below 150 beds - One set 150 to 250 beds - 2 sets 251 to 400 beds - 3 sets 401 to 600 & above beds - 4 sets
S. No. Name of Equipments (in working condition and physically available in hospitals) for Mechanised Cleaning/Gardening
1 Vacuum Cleaners Wet and Dry– 1
One set
2 Floor cleaning and polishing machine cum Floor scrubbing machine – 1
3 Window glass cleaning kit – 1
4 High pressure Jet cleaner - 1
5 Two bucket system device – 2
6 Lawn Mover – 1 (if garden available)
7 Caddy Basket -2
8 Any other equipment required as per need
* Mechanized Cleaning means use of machines like automatic floor cleaner cum Scrubber,
Window glass cleaning kit, High Pressure Jet, Vacuum Cleaners etc.
8. The Bidders are requested to visit the hospitals in the schedule they are quoting to assess
the Building space and Gardening Area of each hospital as mentioned in the Bidding
Document in Price Activity Schedule. The department will not be in any case
responsible or liable to pay the cost incurred during the assessment of area by the
Bidder. However, the Employer will notify in advance the respective authorities in district
hospitals regarding the visits of bidders in 110 district hospitals.
9. Bid document can be downloaded from department website www.dghealth.up.nic.in &
www.uphealth.up.nic.in . A fee of each bid documents of Rs 60,375 (Sixty Thousand Three
Hundred and Seventy Five) must be deposited by means of demand draft issued in favor
of Director General, Directorate of Medical & Health Services U.P., at Lucknow at the time
of submission of tender failing which bid will be rejected and will be treated as “Non
Responsive”. Bid document will be received up to 30/09/2016, 2:30 PM & shall not be
accepted beyond this time. The bid shall be opened at 3:00PM on 30/09/2016 in the
presence of bidder‟s representatives who choose to attend on the specified date and time at
CMSD section of Directorate of Medical & Health Services.
10. A pre-bid meeting will be held on 07/09/2016 at 02:30 PM at the office of , to clarify the
issues and to answer questions on any matter that may be raised at that stage as stated in
Clause 10.2 of „Bid Data Sheet‟ of the bidding document.
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11. The amount of Bid Security shall be, as mentioned in table given above, in the form of
either a bank guarantee/Fixed Deposit Receipt from a nationalized/scheduled bank
payable in favour of Director General Medical & Health Services, Uttar Pradesh Lucknow
and payable at Lucknow UP valid up to 180 days from the date of the Bid submission,
submitted and attached to the bid envelop.
12. In the event of specified date for the submission of bids being declared a holiday for the
Purchaser‟s office, the due date for submission will be the following working day at the
appointed time.
13. All the pages in Bid submitted must be numbered serially without any sub paging in spiral
binding /hard bound form and should be serially arranged as per Check list, failing to
which bidder will be treated as non responsive.
14. Tenderer must have valid registration on opening date of the tender in Directorate Medical
& Health Services, UP.
15. Director General, Medical & Health Services, UP reserves the right to reject anyone or all
bids without assigning any reason thereof.
DIRECTOR GENERAL, MEDICAL & HEALTH SERVICES
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Table of Contents
Part I – Bidding Procedures ............................................................................................ 1
Section I. Instructions to Bidders ............................................................................ 3
Section II. Bidding Data Sheet ................................................................................ 27
Section III. Bidding Forms ..................................................................................... 35
Part II – Activity Schedule ................................................................................................. 49
Section V. Activity Schedule .................................................................................. 50
Part III – Conditions of Contract and Contract Forms
Section VI. General Conditions of Contract ...................................................... 115
Section VII. Special Conditions of Contract ...................................................... 135
Section VIII. Performance Specifications and Drawings .................................. 147
Section IX. Contract Forms .................................................................................. 153
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Part I – Bidding Procedures
3
Section I. Instructions to Bidders
Table of Clauses
A. General ...............................................................................................................................5 1. Scope of Bid ......................................................................................................5 2. Source of Funds ...............................................................................................5 3. Corrupt or Fraudulent Practices ...................................................................5 4. Eligible Bidders ...............................................................................................6 5. Qualification of the Bidder ............................................................................7 6. One Bid per Bidder .........................................................................................9 7. Cost of Bidding ................................................................................................9 8. Site Visit ............................................................................................................9
B. Bidding Documents .........................................................................................................9 9. Content of Bidding Documents ....................................................................9 10. Clarification of Bidding Documents...........................................................10 11. Amendment of Bidding Documents ..........................................................10
C. Preparation of Bids ........................................................................................................11 12. Language of Bid ............................................................................................11 13. Documents Comprising the Bid ..................................................................11 14. Bid Prices ........................................................................................................11 15. Currencies of Bid and Payment ..................................................................12 16. Bid Validity ....................................................................................................12 17. Bid Security ....................................................................................................13 18. Alternative Proposals by Bidders ...............................................................14 19. Format and Signing of Bid ...........................................................................15
D. Submission of Bids .......................................................................................................15 20. Sealing and Marking of Bids .......................................................................15 21. Deadline for Submission of Bids .................................................................16 22. Late Bids .........................................................................................................16 23. Modification and Withdrawal of Bids .......................................................16
E. Bid Opening and Evaluation ........................................................................................17 24. Bid Opening ...................................................................................................17 25. Process to Be Confidential ...........................................................................17 26. Clarification of Bids ......................................................................................18 27. Examination of Bids and Determination of Responsiveness ..................18 28. Correction of Errors ......................................................................................19 29. Currency for Bid Evaluation .......................................................................19 30. Evaluation and Comparison of Bids ..........................................................20 31. Preference for Domestic Bidders ................................................................21
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F. Award of Contract...........................................................................................................21 32. Award Criteria...............................................................................................21 33. Employer‟s Right to Accept any Bid and to Reject any or all Bids ........21 34. Notification of Award and Signing of Agreement ...................................21 35. Performance Security ...................................................................................22 36. Advance Payment and Security ..................................................................23 37. Adjudicator ....................................................................................................23
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Instructions to Bidders
A. General
1. Scope of Bid 1.1 The Employer, as defined in the Bidding Data Sheet
(BDS), invites bids for the Services, as described in the Appendix A to the Contract. The name and identification number of the Contract is provided in the BDS.
1.2 The successful Bidder will be expected to complete the performance of the Services by the Intended Completion Date provided in the BDS.
2. Source of Funds
2.1 National Health Mission, UP
3. Corrupt or Fraudulent Practices
3.1 It is required that the Employer as well as Bidders/Suppliers/Contractors observes the highest standard of ethics during the procurement and execution of Contracts. In pursuance of this policy, the Employer:
(a) defines, for the purposes of this provision, the terms set forth below as follows:
(i) “corrupt practice”1 is the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party;
(ii) “fraudulent practice”2 is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation;
(iii) “collusive practice”3 is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;
1 For the purpose of these SBDs, “another party” refers to a public official acting in relation to the
procurement process or contract execution]. In this context, “public official” includes DGM&H staff and
employees of other organizations taking or reviewing procurement decisions. 2 For the purpose of these SBDs, “party” refers to a public official; the terms “benefit” and “obligation”
relate to the procurement process or contract execution; and the “act or omission” is intended to influence
the procurement process or contract execution. 3 For the purpose of these SBDs, “parties” refers to participants in the procurement process (including public
officials) attempting to establish bid prices at artificial, non competitive levels.
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(iv) “coercive practice”4 is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party;
(v) “obstructive practice” is
(aa) deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Bank investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation, or
(bb) acts intended to materially impede the exercise of the Employer‟s inspection and audit rights provided for under Government‟s Procurement Guidelines.
(b) will reject a proposal for award if it determines that the Bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive, coercive or obstructive practices in competing for the contract in question;
3.2 Furthermore, Bidders shall be aware of the provision stated in Sub-Clauses 1.7 and 2.6.1 of the General Conditions of Contract.
4. Eligible Bidders
4.1 This Invitation for Bids is open to all bidders from eligible countries as defined in the Procurement Guidelines. Any materials, equipment, and Services to be used in the performance of the Contract shall have their origin in eligible source countries.
4.2 All bidders shall provide in Section III, Bidding Forms, a statement that the Bidder (including all members of a joint venture and subcontractors) is not associated, nor has
4 For the purpose of these SBDs, “party” refers to a participant in the procurement process or contract
execution.
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been associated in the past, directly or indirectly, with the consultant or any other entity that has prepared the design, specifications, and other documents for the Project or being proposed as Project Manager for the Contract. A firm that has been engaged by the Borrower to provide Consultant Services for the preparation or supervision of the Services, and any of its affiliates, shall not be eligible to bid.
4.3 Government-owned enterprises in the Employer‟s country may only participate if they are legally and financially autonomous, operate under commercial law, and are not a dependent agency of the Employer.
4.4 Bidders shall not be under a declaration of ineligibility for corrupt and fraudulent practices issued by the Employer in accordance with ITB Sub-Clause 3.1.
5. Qualification of the Bidder
5.1 All bidders shall provide in Section III, Bidding Forms, a preliminary description of the proposed work method and schedule, including drawings and charts, as necessary.
5.2 In the event that prequalification of potential bidders has been undertaken as stated in the BDS, only bids from prequalified bidders shall be considered for award of Contract, in which case the provisions of sub-clauses 5.3 to 5.6 hereafter shall not apply. These qualified bidders should submit with their bids any information updating their original prequalification applications or, alternatively, confirm in their bids that the originally submitted prequalification information remains essentially correct as of the date of bid submission. The update or confirmation should be provided in Section IV.
5.3 If the Employer has not undertaken prequalification of potential bidders, all bidders shall include the following information and documents with their bids in Section IV, unless otherwise stated in the BDS:
(a) copies of original documents defining the constitution or legal status, place of registration, and principal place of business; written power of attorney of the signatory of the Bid to commit the Bidder;
(b) total monetary value of Services performed for each of the last five years;
8
(c) experience in Services of a similar nature and size for each of the last five years, and details of Services under way or contractually committed; and names and address of clients who may be contacted for further information on those contracts;
(d) list of major items of equipment proposed to carry out the Contract;
(e) qualifications and experience of key site management and technical personnel proposed for the Contract;
(f) reports on the financial standing of the Bidder, such as profit and loss statements and auditor‟s reports for the past five years;
(g) evidence of adequacy of working capital for this Contract (access to line(s) of credit and availability of other financial resources);
(h) authority to the Employer to seek references from the Bidder‟s bankers;
(i) information regarding any litigation, current or during the last five years, in which the Bidder is involved, the parties concerned, and disputed amount; and
(j) proposals for subcontracting components of the Services amounting to more than 10 percent of the Contract Price.
5.4 Not Applicable
5.5 To qualify for award of the Contract, bidders shall meet the following minimum qualifying criteria:
(a) annual volume of Services of at least the amount specified in the BDS;
(b) experience as prime contractor in the provision of at least two service contracts of a nature and complexity equivalent to the Services over the last 5 years (to comply with this requirement, Services contracts cited should be at least 70 percent complete)as specified in the BDS;
(c) proposals for the timely acquisition (own, lease, hire,
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etc.) of the essential equipment listed in the BDS;
(d) a Contract Manager with five years‟ experience in Services of an equivalent nature and volume, including no less than three years as Manager; and
(e) liquid assets and/or credit facilities, net of other contractual commitments and exclusive of any advance payments which may be made under the Contract, of no less than the amount specified in the BDS.
A consistent history of litigation or arbitration awards against the Applicant may result in disqualification.
5.6 Not Applicable.
6. One Bid per Bidder
6.1 Each Bidder shall submit only one Bid. A Bidder who submits or participates in more than one Bid (other than as a subcontractor or in cases of alternatives that have been permitted or requested) will cause all the proposals with the Bidder‟s participation to be disqualified.
7. Cost of Bidding
7.1 The Bidder shall bear all costs associated with the preparation and submission of his Bid, and the Employer will in no case be responsible or liable for those costs.
8. Site Visit 8.1 The Bidder, at the Bidder‟s own responsibility and risk, is encouraged to visit and examine the Site of required Services and its surroundings and obtain all information that may be necessary for preparing the Bid and entering into a contract for the Services. The costs of visiting the Site shall be at the Bidder‟s own expense.
B. Bidding Documents 9. Content of
Bidding Documents
9.1 The set of bidding documents comprises the documents listed in the table below and addenda issued in accordance with ITB Clause 11:
Section I Instructions to Bidders
Section II Bidding Data Sheet
Section III Bidding Forms
Section IV Eligible Countries
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Section V Activity Schedule
Section VI General Conditions of Contract
Section VII Special Conditions of Contract
Section VIII Performance Specifications and Drawings (if Applicable)
Section IX Contract Forms
9.2 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect will be at the Bidder‟s risk and may result in the rejection of its bid. Sections III, V, and IX should be completed and returned with the Bid in the number of copies specified in the BDS.
10. Clarification of Bidding Documents
10.1 A prospective Bidder requiring any clarification of the bidding documents may notify the Employer in writing or by cable (“cable” includes telex and facsimile or email) at the Employer‟s address indicated in the invitation to bid. The Employer will respond to any request for clarification received earlier than 14 days prior to the deadline for submission of bids. Copies of the Employer‟s response will be forwarded to all purchasers of the bidding documents, including a description of the inquiry, but without identifying its source.
11. Amendment of Bidding Documents
11.1 Before the deadline for submission of bids, the Employer may modify the bidding documents by issuing addenda.
11.2 Any addendum thus issued shall be part of the bidding documents and shall be communicated in writing or by cable to all purchasers of the bidding documents. Prospective bidders shall acknowledge receipt of each addendum by cable to the Employer.
11.3 To give prospective bidders reasonable time in which to take an addendum into account in preparing their bids, the Employer shall extend, as necessary, the deadline for submission of bids, in accordance with ITB Sub-Clause 21.2 below.
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C. Preparation of Bids
12. Language of
Bid 12.1 The bid prepared by the Bidder, as well as all
correspondence and documents relating to the bid exchanged by the Bidder and the Employer shall be written in the language specified in the BDS. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in the language specified in the Bidding Data Sheet, in which case, for purposes of interpretation of the Bid, the translation shall govern.
13. Documents Comprising the Bid
13.1 The Bid submitted by the Bidder shall comprise the following:
(a) The Form of Bid (in the format indicated in Section III);
(b) Bid Security;
(c) Priced Activity Schedule;
(d) Qualification Information Form and Documents;
(e) Alternative offers where invited;
and any other materials required to be completed and submitted by bidders, as specified in the BDS.
13.2 Bidders bidding for this contract together with other contracts stated in the IFB to form a package will so indicate in the bid together with any discounts offered for the award of more than one contract
14. Bid Prices 14.1 The Contract shall be for the Services, as described in Appendix A to the contract and in the Specifications, Section VIII, based on the priced Activity Schedule, Section V, submitted by the Bidder.
14.2 The Bidder shall fill in rates and prices for all items of the Services described in the in Specifications [or Activity Schedule (Section V)], Section VIII and listed in the Activity Schedule, Section V. Items for which no rate or price is entered by the Bidder will not be paid for by the Employer when executed and shall be deemed covered by
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the other rates and prices in the Activity Schedule.
14.3 All duties, taxes, and other levies payable by the Service Provider under the Contract, or for any other cause, as of the date 28 days prior to the deadline for submission of bids, shall be included in the total Bid price submitted by the Bidder.
14.4 If provided for in the BDS, the rates and prices quoted by the Bidder shall be subject to adjustment during the performance of the Contract in accordance with and the provisions of Clause 6.6 of the General Conditions of Contract and/or Special Conditions of Contract. The Bidder shall submit with the Bid all the information required under the Special Conditions of Contract and of the General Conditions of Contract.
14.5 For the purpose of determining the remuneration due for additional Services, a breakdown of the lump-sum price shall be provided by the Bidder in the form of Appendices D and E to the Contract
15. Currencies of Bid and Payment
15.1 The lump sum price shall be quoted by the Bidder separately in the following currencies:
(a) for those inputs to the Services which the Bidder expects to provide from within the Employer‟s country, the prices shall be quoted in the currency of the Employer‟s country, unless otherwise specified
in the BDS; and
15.2 Bidders shall indicate details of their expected foreign currency requirements in the Bid.
15.3 Bidders may be required by the Employer to justify their foreign currency requirements and to substantiate that the amounts included in the Lump Sum are reasonable and responsive to ITB Sub-Clause 15.1.
16. Bid Validity 16.1 Bids shall remain valid for the period specified in the
BDS.
16.2 In exceptional circumstances, the Employer may request that the bidders extend the period of validity for a specified additional period. The request and the bidders‟ responses shall be made in writing or by cable. A Bidder may refuse
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the request without forfeiting the Bid Security. A Bidder agreeing to the request will not be required or permitted to otherwise modify the Bid, but will be required to extend the validity of Bid Security for the period of the extension, and in compliance with ITB Clause 17 in all respects.
16.3 In the case of contracts in which the Contract Price is fixed (not subject to price adjustment), if the period of bid validity is extended by more than 60 days, the amounts payable in local and foreign currency to the Bidder selected for award, shall be increased by applying to both the local and the foreign currency component of the payments, respectively, the factors specified in the request for extension, for the period of delay beyond 60 days after the expiry of the initial bid validity, up to the notification of award. Bid evaluation will be based on the Bid prices without taking the above correction into consideration.
17. Bid Security 17.1 The Bidder shall furnish, as part of the Bid, a Bid Security or a Bid-Securing Declaration, if required, as specified in
the BDS.
17.2 The Bid Security shall be in the amount specified in the
BDS and in the form of bank guarantee or FDR as Security Money to participate in the tender, and shall:
(a) Not Applicable
(b) Not Applicable
(c) Not Applicable
(d) be payable promptly upon written demand by the Employer in case the conditions listed in ITB Sub-Clause 17.5 are invoked;
(e) be submitted in its original form; copies will not be accepted;
(f) remain valid for a period of 28 days beyond the validity period of the bids, as extended, if applicable, in accordance with ITB Sub-Clause 16.2;
17.3 If a Bid Security or a Bid- Securing Declaration is required in accordance with ITB Sub-Clause 17.1, any bid not accompanied by a substantially responsive Bid Security or Bid Securing Declaration in accordance with ITB Sub-
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Clause 17.1, shall be rejected by the Employer as non-responsive.
17.4 The Bid Security of unsuccessful Bidders shall be returned as promptly as possible upon the successful Bidder‟s furnishing of the Performance Security pursuant to ITB Clause 35.
17.5 The Bid Security may be forfeited or the Bid Securing Declaration executed:
(a) if a Bidder withdraws its bid during the period of bid validity specified by the Bidder on the Bid Submission Form, except as provided in ITB Sub-Clause 16.2; or
(b) if the successful Bidder fails to:
(i) sign the Contract in accordance with ITB Clause 34;
(ii) furnish a Performance Security in accordance with ITB Clause 35.
17.6 The Bid Security or Bid- Securing Declaration of a JV must be in the name of the JV that submits the bid. If the JV has not been legally constituted at the time of bidding, the Bid Security or Bid-Securing Declaration shall be in the names of all future partners as named in the letter of intent to constitute the JV.
18. Alternative Proposals by Bidders
18.1 Unless otherwise indicated in the BDS, alternative bids shall not be considered.
18.2 When alternative times for completion are explicitly invited, a statement to that effect will be included in the
BDS, as will the method of evaluating different times for completion.
18.3 Except as provided under ITB Sub-Clause 18.4 below, bidders wishing to offer technical alternatives to the requirements of the bidding documents must first submit a Bid that complies with the requirements of the bidding documents, including the scope, basic technical data, graphical documents and specifications. In addition to submitting the basic Bid, the Bidder shall provide all information necessary for a complete evaluation of the
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alternative by the Employer, including calculations, technical specifications, breakdown of prices, proposed work methods and other relevant details. Only the technical alternatives, if any, of the lowest evaluated Bidder conforming to the basic technical requirements shall be considered by the Employer. Alternatives to the specified performance levels shall not be accepted.
18.4 When bidders are permitted in the BDS to submit alternative technical solutions for specified parts of the Services, such parts shall be described in the Specifications (or Terms of Reference) and Drawings, Section VIII. In such case, the method for evaluating such alternatives will be as indicated in the BDS.
19. Format and Signing of Bid
19.1 The Bidder shall prepare one original of the documents comprising the Bid as described in ITB Clause 11 of these Instructions to Bidders, bound with the volume containing the Form of Bid, and clearly marked “ORIGINAL.” In addition, the Bidder shall submit copies of the Bid, in the number specified in the BDS, and clearly marked as “COPIES.” In the event of discrepancy between them, the original shall prevail.
19.2 The original and all copies of the Bid shall be typed or written in indelible ink and shall be signed by a person or persons duly authorized to sign on behalf of the Bidder, pursuant to Sub-Clauses 5.3(a) or 5.4(b), as the case may be. All pages of the Bid where entries or amendments have been made shall be initialed by the person or persons signing the Bid.
19.3 The Bid shall contain no alterations or additions, except those to comply with instructions issued by the Employer, or as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the person or persons signing the Bid.
D. Submission of Bids 20. Sealing and
Marking of Bids
20.1 The Bidder shall seal the original and all copies of the Bid in two inner envelopes and one outer envelope, duly marking the inner envelopes as “ORIGINAL” and “COPIES”.
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20.2 The inner and outer envelopes shall
(a) be addressed to the Employer at the address provided in the BDS;
(b) bear the name and identification number of the Contract as defined in the BDS and Special Conditions of Contract; and
(c) provide a warning not to open before the specified time and date for Bid opening as defined in the BDS.
20.3 In addition to the identification required in ITB Sub-Clause 20.2, the inner envelopes shall indicate the name and address of the Bidder to enable the Bid to be returned unopened in case it is declared late, pursuant to ITB Clause 22.
20.4 If the outer envelope is not sealed and marked as above, the Employer will assume no responsibility for the misplacement or premature opening of the Bid.
21. Deadline for Submission of Bids
21.1 Bids shall be delivered to the Employer at the address specified above no later than the time and date specified in the BDS.
21.2 The Employer may extend the deadline for submission of bids by issuing an amendment in accordance with ITB Clause 11, in which case all rights and obligations of the Employer and the bidders previously subject to the original deadline will then be subject to the new deadline.
22. Late Bids 22.1 Any Bid received by the Employer after the deadline prescribed in ITB Clause 21 will be returned unopened to the Bidder.
23. Modification and Withdrawal of Bids
23.1 Bidders may modify or withdraw their bids by giving notice in writing before the deadline prescribed in ITB Clause 21.
23.2 Each Bidder‟s modification or withdrawal notice shall be prepared, sealed, marked, and delivered in accordance with ITB Clauses 19 and 20, with the outer and inner envelopes additionally marked “MODIFICATION” or “WITHDRAWAL,” as appropriate.
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23.3 No Bid may be modified after the deadline for submission of Bids.
23.4 Withdrawal of a Bid between the deadline for submission of bids and the expiration of the period of Bid validity specified in the BDS or as extended pursuant to ITB Sub-Clause 16.2 may result in the forfeiture of the Bid Security pursuant to ITB Clause 17.
23.5 Bidders may only offer discounts to, or otherwise modify the prices of their bids by submitting Bid modifications in accordance with this clause, or included in the original Bid submission.
E. Bid Opening and Evaluation 24. Bid Opening 24.1 The Employer will open the bids, including modifications
made pursuant to ITB Clause 23, in the presence of the bidders‟ representatives who choose to attend at the time and in the place specified in the BDS.
24.2 Envelopes marked “WITHDRAWAL” shall be opened and read out first. Bids for which an acceptable notice of withdrawal has been submitted pursuant to ITB Clause 23 shall not be opened.
24.3 The bidders‟ names, the Bid prices, the total amount of each Bid and of any alternative Bid (if alternatives have been requested or permitted), any discounts, Bid modifications and withdrawals, the presence or absence of Bid Security, and such other details as the Employer may consider appropriate, will be announced by the Employer at the opening. No bid shall be rejected at bid opening except for the late bids pursuant to ITB Clause 22; Bids, and modifications, sent pursuant to ITB Clause 23 that are not opened and read out at bid opening will not be considered for further evaluation regardless of the circumstances. Late and withdrawn bids will be returned unopened to the bidders.
24.4 The Employer will prepare minutes of the Bid opening, including the information disclosed to those present in accordance with ITB Sub-Clause 24.3.
25. Process to Be 25.1 Information relating to the examination, clarification,
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Confidential evaluation, and comparison of bids and recommendations for the award of a contract shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful Bidder is notified of the award. Any effort by a Bidder to influence the Employer‟s processing of bids or award decisions may result in the rejection of his Bid.
25.2 If, after notification of award, a bidder wishes to ascertain the grounds on which its bid was not selected, it should address its request to the Employer, who will provide written explanation. Any request for explanation from one bidder should relate only to its own bid; information about the bid of competitors will not be addressed.
26. Clarification of Bids
26.1 To assist in the examination, evaluation, and comparison of bids, the Employer may, at the Employer‟s discretion, ask any Bidder for clarification of the Bidder‟s Bid, including breakdowns of the prices in the Activity Schedule, and other information that the Employer may require. The request for clarification and the response shall be in writing or by cable, telex, or facsimile, but no change in the price or substance of the Bid shall be sought, offered, or permitted except as required to confirm the correction of arithmetic errors discovered by the Employer in the evaluation of the bids in accordance with ITB Clause 28.
26.2 Subject to ITB Sub-Clause 26.1, no Bidder shall contact the Employer on any matter relating to its bid from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of the Employer, he should do so in writing.
26.3 Any effort by the Bidder to influence the Employer in the Employer‟s bid evaluation or contract award decisions may result in the rejection of the Bidder‟s bid.
27. Examination of Bids and Determination of Responsiveness
27.1 Prior to the detailed evaluation of bids, the Employer will determine whether each Bid (a) meets the eligibility criteria defined in ITB Clause 4; (b) has been properly signed; (c) is accompanied by the required securities; and (d) is substantially responsive to the requirements of the bidding documents.
27.2 A substantially responsive Bid is one, which conforms to
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all the terms, conditions, and specifications of the bidding documents, without material deviation or reservation. A material deviation or reservation is one (a) which affects in any substantial way the scope, quality, or performance of the Services; (b) which limits in any substantial way, inconsistent with the bidding documents, the Employer‟s rights or the Bidder‟s obligations under the Contract; or (c) whose rectification would affect unfairly the competitive position of other bidders presenting substantially responsive bids.
27.3 If a Bid is not substantially responsive, it will be rejected by the Employer, and may not subsequently be made responsive by correction or withdrawal of the nonconforming deviation or reservation.
28. Correction of Errors
28.1 Bids determined to be substantially responsive will be checked by the Employer for any arithmetic errors. Arithmetical errors will be rectified by the Employer on the following basis: if there is a discrepancy between unit prices and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected; if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; if there is a discrepancy between the amounts in figures and in words, the amount in words will prevail.
28.2 The amount stated in the Bid will be adjusted by the Employer in accordance with the above procedure for the correction of errors and, with the concurrence of the Bidder, shall be considered as binding upon the Bidder. If the Bidder does not accept the corrected amount, the Bid will be rejected, and the Bid Security may be forfeited in accordance with ITB Sub-Clause 17.5(b).
29. Currency for Bid Evaluation
29.1 The Employer will convert the amounts in various currencies in which the Bid Price, corrected pursuant to ITB Clause 28, is payable (excluding Provisional Sums but including Day work where priced competitively) to either:
(a) the currency of the Employer‟s country at the selling rates established for similar transactions by the authority specified in the BDS on the date stipulated in the BDS;
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or
(b) a currency widely used in international trade, such as the U.S. dollar, stipulated in the BDS, at the selling rate of exchange published in the international press as stipulated in the BDS on the date stipulated in the
BDS, for the amounts payable in foreign currency; and, at the selling exchange rate established for similar transactions by the same authority specified in ITB Sub-Clause 29.1 (a) above on the date specified in the
BDS for the amount payable in the currency of the Employer‟s country.
30. Evaluation and Comparison of Bids
30.1 The Employer will evaluate and compare only the bids determined to be substantially responsive in accordance with ITB Clause 27.
30.2 In evaluating the bids, the Employer will determine for each Bid the evaluated Bid price by adjusting the Bid price as follows:
(a) making any correction for errors pursuant to ITB Clause 28;
(b) excluding provisional sums and the provision, if any, for contingencies in the Activity Schedule, Section V, but including Day work, when requested in the Specifications [or Activity Schedule (Section V)] Section VIII;
(c) making an appropriate adjustment for any other acceptable variations, deviations, or alternative offers submitted in accordance with ITB Clause 18; and
(d) making appropriate adjustments to reflect discounts or other price modifications offered in accordance with ITB Sub-Clause 23.5.
30.3 The Employer reserves the right to accept or reject any variation, deviation, or alternative offer. Variations, deviations, and alternative offers and other factors, which are in excess of the requirements of the bidding documents or otherwise result in unsolicited benefits for the Employer will not be taken into account in Bid evaluation.
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30.4 The estimated effect of any price adjustment conditions under Sub-Clause 7.6 of the General Conditions of Contract, during the period of implementation of the Contract, will not be taken into account in Bid evaluation.
31. Preference for Domestic Bidders
31.1 Domestic bidders shall not be eligible for any margin of preference in Bid evaluation.
F. Award of Contract 32. Award
Criteria 32.1 Subject to ITB Clause 33, the Employer will award the
Contract to the Bidder whose Bid has been determined to be substantially responsive to the bidding documents and who has offered the lowest evaluated Bid price, provided that such Bidder has been determined to be (a) eligible in accordance with the provisions of ITB Clause 4, and (b) qualified in accordance with the provisions of ITB Clause 5.
32.2 If, pursuant to ITB Sub-Clause 13.2 this contract is being let on a “slice and package” basis, the lowest evaluated Bid Price will be determined when evaluating this contract in conjunction with other contracts to be awarded concurrently. Taking into account any discounts offered by the bidders for the award of more than one contract.
33. Employer’s Right to Accept any Bid and to Reject any or all Bids
33.1 Notwithstanding ITB Clause 32, the Employer reserves the right to accept or reject any Bid, and to cancel the bidding process and reject all bids, at any time prior to the award of Contract, without thereby incurring any liability to the affected Bidder or bidders or any obligation to inform the affected Bidder or bidders of the grounds for the Employer‟s action.
34. Notification of Award and Signing of Agreement
34.1 The Bidder whose Bid has been accepted will be notified of the award by the Employer prior to expiration of the Bid validity period by email, cable, telex, or facsimile confirmed by registered letter from the Employer. This letter (hereinafter and in the Conditions of Contract called the “Letter of Acceptance”) will state the sum that the Employer will pay the Service provider in consideration of the execution, completion, and maintenance of the Services by the Service provider as prescribed by the Contract
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(hereinafter and in the Contract called the “Contract Price”).
34.2 The notification of award will constitute the formation of the Contract.
34.3 The Contract, in the form provided in the bidding documents, will incorporate all agreements between the Employer and the successful Bidder. It will be signed by the Employer and sent to the successful Bidder along with the Letter of Acceptance. Within 21 days of receipt of the Contract, the successful bidder shall sign the Contract and return it to the Employer, together with the required performance security pursuant to Clause 35.
34.4 Upon fulfillment of ITB Sub-Clause 34.3, the Employer will promptly notify the unsuccessful Bidders the name of the winning Bidder and that their bid security will be returned as promptly as possible.
34.5 If, after notification of award, a bidder wishes to ascertain the grounds on which its bid was not selected, it should address its request to the Employer. The Employer will promptly respond in writing to the unsuccessful Bidder.
35. Performance Security
35.1 Within 21 days after receipt of the Letter of Acceptance, the successful Bidder shall deliver to the Employer a Performance Security in the amount and in the form (Bank Guarantee and/or Performance Bond) stipulated in the
BDS, denominated in the type and proportions of currencies in the Letter of Acceptance and in accordance with the General Conditions of Contract.
35.2 If the Performance Security is provided by the successful Bidder in the form of a Bank Guarantee, it shall be issued at the Bidder‟s option, by a bank located in the country of the Employer.
35.3 If the Performance Security is to be provided by the successful Bidder in the form of a Bond, it shall be issued by a surety which the Bidder has determined to be acceptable to the Employer.
35.4 Failure of the successful Bidder to comply with the requirements of ITB Sub-Clause 35.1 shall constitute sufficient grounds for cancellation of the award and
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forfeiture of the Bid Security.
36. Advance Payment and Security
36.1 The Employer will provide an Advance Payment on the Contract Price as stipulated in the Conditions of Contract, subject to the amount stated in the BDS.
37. Adjudicator 37.1 The Employer proposes the person named in the BDS to be appointed as Adjudicator under the Contract, at an hourly fee specified in the BDS, plus reimbursable expenses. If the Bidder disagrees with this proposal, the Bidder should so state in the Bid. If, in the Letter of Acceptance, the Employer has not agreed on the appointment of the Adjudicator, the Adjudicator shall be appointed by the Appointing Authority designated in the Special Conditions of Contract at the request of either party.
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Section II. Bidding Data Sheet
Instructions to Bidders Clause Reference
A. General
1.1 The Director General, Medical & Health Services, Uttar Pradesh,
Lucknow (C.M.S.D SECTION-8) PHONE: 0522-2625809 EMAIL-ID:
The name and identification number of the Contract are ;
Name: Outsourcing of Mechanized Cleaning (Housekeeping) & Gardening
Services in 110 District Hospitals
Bid Reference No.: 8F / RFQ cum RFP – 810 / 3056 as mentioned in the IFB
1.2 The initial contract period will be for one year; and renewal for further two years (1+1) shall be based on satisfactory performance (Clause 10 Section V) on same terms and conditions with an average increase of cost by 5% every year.
5.2 Prequalification is not been undertaken
5.3 The Qualification Information and Bidding forms to be submitted are as follows: As mentioned in Para 5.3 Instruction to Bidders
5.4 The information needed for Bids submitted by joint ventures is not allowed / not applicable
5.5 The qualification criteria in Sub-Clause 5.5 are modified as follows:
i. The bidder company should be registered firm/company
incorporated under Company Act 1956 or any other body registered
under the relevant Act.
ii. Experience as prime contractor in two similar contracts of similar
nature, complexity and value of INR 1 Crore in each of the last 3
years in mechanized cleaning (Housekeeping) and gardening
services rendered at Govt. Institution / Pvt. Institutions. Bidders
should also attach the completed contract (completed before bid
submission date) of the above mentioned value.
iii. Income Tax clearance Certificate (returns filed) of last 3 financial
years and the Balance sheet inclusive of Profit and Loss account for
the last 3 years and in any two year qualifying annual turnover as
mentioned in the IFB Table no.1
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iv. Bidder should have minimum experience of 3 years in the field of
Mechanized cleaning and gardening and should provide an
experience certificate for mechanized cleaning from any institutions
/ organizations/ hospitals.
Bidder shall have following automatic cleaning equipments for carrying out the mechanized cleaning. The successful bidder shall have to make all these equipment physically available in the hospital before starting the work and these should always remain in working condition during the period of contract. The minimum numbers of set of equipments required per hospital is according to bed strength of hospital i.e.
Below 150 beds - One set 150 to 250 beds - 2 sets 251 to 400 beds - 3 sets 401 to 600 & above beds - 4 sets
S. No.
Name of Equipments (in working condition and physically available in hospitals) for Mechanised Cleaning/Gardening
1 Vacuum Cleaners Wet and Dry – 1
One set
2 Floor cleaning and polishing machine cum Floor scrubbing machine – 1
3 Window glass cleaning kit – 1
4 High pressure Jet cleaner– 1
5 Two bucket system device – 2
6 Lawn Mover – 1 (if garden available)
7 Caddy Basket -2
8 Any other equipment required as per need
v. The Bidder must have all valid statutory registrations in place
service tax registration, TIN Number, Permanent Account Number
(PAN) of the Income Tax Department, Labour Registration
Certificate, EPF & ESI certificates.
vi. The bidder company/Contractor should have character certificate
issued By District Magistrate /competent authority
vii. The Bidder should not have been barred/blacklisted by the
Government of Uttar Pradesh, any other State Government or
Government of India from participating in any project, and also if
such bar/blacklisting subsists as on the Proposal Due Date, the
bidder would not be eligible to submit the proposal, either
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individually or as member of a Consortium. The bidder or each
Consortium member, as the case may be, shall have to submit a
notarized affidavit to this effect as per format given in section-IX as
part of the Qualification Criteria. Also any
entity/bidder/Consortium Member which has been punished for
any offence or the Director/President/Chairperson/Trustee of that
entity is convicted for any offence or against whom any criminal
cases is/are pending before competent court, shall not be eligible to
submit the proposal. The bidder or each member of Consortium (if
Consortium is bidder), as the case may be, shall have to submit a
notarized affidavit to this effect as per affidavit format given in
section-IX as part of the Qualification Criteria. . If it was found that
the bidder had submitted a false affidavit the bid will be deemed
void (rejected) and due legal / penal proceedings shall be initiated
against the bidder.
5.5(a) To qualify award of the contract bidder should have achieved minimum qualifying financial turnover in each of the financial years from the past 3 financial years {2013-14, 2014-15, 2015-16], from similar type of services as mentioned in Para 4 Table no 1 of IFB.
5.5(b) Experience as prime contractor in two similar contracts of similar nature, complexity and value of INR 1 Crore in each of the last 3 years in mechanized cleaning (Housekeeping) and gardening services rendered at Govt. Institution/Pvt. Institutions. Bidders should also attach the completed contract (completed before bid submission date) of the above mentioned value.
5.5(c) The essential equipment to be made available for the Contract by the successful Bidder shall be as per equipment list in para 8 (b) of IFB.
5.5(d) A Contract Manager for each schedule with five years‟ experience in
Services of an equivalent nature and volume, including no less than three
years as Manager. (Attach Experience Certificate)
5.5(e) The minimum amount of liquid assets and/or credit facilities net of other contractual commitments of the successful Bidder shall be Rs. 50 Lacs per
Schedule and a Solvency Certificate from the bank will be required.
If a bidder is bidding for more than one schedule the minimum amount of liquid assets would be summed up accordingly and submitted as mentioned above. Bids would be considered Non Responsive if the Solvency Certificate from bank is not submitted in ORIGINAL.
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5.6 Subcontractors‟ experience shall not be taken into account.
B. Bidding Data
9.2 and
19.1
The number of copies of the Bid to be completed and returned shall be two
(one original and one copy)
10.2 A Pre-Bid Meeting : Take place at the following date, time and place:
Date: 07/09/2016
Time: 02:30 PM
Place: Office of the Director General of Medical and Health Services, Uttar
Pradesh, Lucknow (C.M.S.D SECTION-8) PHONE: 0522-2625809
Swasthya Bhawan, Kaiserbagh, Lucknow (U.P.) India
C. Preparation of Bids
12.1 Language of the bid: “English”
13.1 The bidder should submit separate sealed envelope for technical and price bid
The Technical Bid submitted by the Bidder shall comprise the following:
(a) The Form of Bid (in the format indicated in Section III);
(d) Bid Security;
(c) Qualification Information Form and Documents;
(d) Alternative offers where invited;
The price bid should be submitted in the price activity schedule separately.
The additional materials required to be completed and submitted along with the technical bid are:
1. The following details shall also be provided by Indian Bidders:
a) Company‟s PAN and Income Tax clearance and ward / circle where it is being assessed,
b) Registration details of the company under VAT, local and Central Sales Tax, Service Tax and other laws as may be applicable
14.4 The Contract “is not” subject to price adjustment in accordance with Clause 6.6 of the Conditions of Contract.
15.1 All payments will be made in Indian Rupees (INR)
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16.1 The period of Bid validity shall be 180 days from the date of submission of the
bid.
17.1 The Bidder shall provide „Bid security‟.
If the bidder quotes for more than one schedule, the amount of the Bid Security shall be the sum of bid securities required for respective schedules quoted, and should be submitted separately for each schedule.
If the amount of bid security furnished is less than the required for total quoted schedules by the bidders, then Bid security will be considered valid only for the quoted schedules (in serial order i.e from Schedule No 1 to Schedule No 9of the Schedule of Requirement). The later schedule(s) for which Bid security fall short, will be treated as non-responsive.
17.2 The amount of Bid Security shall be as mentioned in IFB
18.1 Alternative bids shall not be permitted. Bidder shall quote only one price for each of the line items indicated in the price schedule. If more than one price is quoted for any of the line items, the bid will be rejected for that schedule.
18.2 NOT APPLICABLE& CONSIDERED DELETED
18.4 NOT APPLICABLE & CONSIDERED DELETED
D. Submission of Bids
20.1 The Bidder shall seal the original of the technical bid and price bid separately in two inner envelopes and one outer envelope and this will be enclosed in one outer envelope. Similarly the duplicate copies of technical and price bid should be submitted in two inner envelopes and one outer envelope. The outer envelope consisting of original technical and price bid should be marked ORIGINAL and the outer envelope consisting of duplicate technical and price bid should be marked COPIES.
20.2 The Employer‟s address for the purpose of Bid submission is office of
Director General, Medical & Health Services, Uttar Pradesh, Lucknow
(C.M.S.D SECTION-8) PHONE: 0522-2625809
EMAIL-ID: [email protected]
For identification of the bid the envelopes should indicate:
Contract: Outsourcing of Mechanized Cleaning (Housekeeping) &
Gardening Services in Government District Hospitals
Bid Reference No.: 8F / RFQ cum RFP – 810/ 3056
21.1 The deadline for submission of bids shall be at 2:30 PM on 30/09/2016
32
E. Bid Opening and Evaluation
24.1 Technical Bids will be opened at 03:00 PM of the day 30/09/2016 at the
following address: Office of Director General, Medical & Health Services,
Uttar Pradesh, Lucknow (C.M.S.D. SECTION-8) PHONE: 0522-2625809
EMAIL-ID: [email protected].
The price bids of only the technically qualified bidders will be opened at a
date intimated later-on.
29.1 THIS CLAUSE IS NOT APPLICABLE & CONSIDERED DELETED
30 The evaluation and comparison of Bids will be done in accordance ITB
Clause 27. Each bidder has to provide prices for all the hospitals separately
which are listed under a specific schedule. The price bids will be evaluated
schedule wise. The contract will be awarded to the bidder quoting the
lowest price per schedule. However, the lowest bid price will be evaluated
on the basis of total cost per month worked out for each schedule on the
basis of rates quoted by the bidder multiplied by the indicative area in
sqm. as specified in the bid. So total price quoted by bidder should be
exclusive of Service Tax and other applicable taxes and these taxes will be
paid to successful bidder at the time of monthly payments as per norms
(See Price Activity Schedule Section V for details). The contract with lowest
evaluated responsive bidder of the schedule will be signed by the In-
charge of each hospital (s) SIC/ Director / CMS
F. Award of Contract
35.0 The Performance Security acceptable to the Employer shall be the in the
Standard Form of “Bank Guarantee” A Bank Guarantee for an amount of 5%
of the contract price (in favour of it should be valid till 15 months from the
date of signing of contract. In case the contract is renewed then
fresh/renewal of the Bank Guarantee from a nationalized /scheduled bank
is required for a period of next 15 months.
An example of calculation of the contract price is as below:
Contract Price (one year) = [(Cleaning Area x Cleaning Rate) +
(Gardening Area x Gardening Rate)] x 12
36.1 The Advance Payment shall not be allowed.
37.1 The Adjudicator proposed by the Employer whenever required under the provision of prevailing Indian Law, who will be paid Rs. 5000/day, plus TA/DA as applicable. The above fee & TA, DA will be borne by both
33
Employer & Agency equally.
35
Section III. Bidding Forms
Table of Forms
Service Provider's Bid .........................................................................................................36
Qualification Information ..................................................................................................37
Letter of Acceptance ............................................................................................................40
Form of Contract ...................................................................................................................41
Bid Security (Bank Guarantee) ..........................................................................................44
Bid Security (Bid Bond) ......................................................................................................46
Bid-Securing Declaration ...................................................................................................47
36
Service Provider's Bid
[date] To: [name and address of Employer] Having examined the bidding documents including addenda No …….., we offer to execute the [name and identification number of Contract] in accordance with the Conditions of Contract, specifications, drawings and activity schedule accompanying this Bid for the Contract Price of [amount in numbers], [amount in words] [names of currencies]. The Contract shall be paid in the following currencies:
Currency Amount payable in currency
Inputs for which foreign currency is required
(a) (b)
We accept the appointment of [name proposed in the Bidding Data Sheet] as the Adjudicator. [or] We do not accept the appointment of [name proposed in the Bidding Data Sheet] as the Adjudicator, and propose instead that [name] be appointed as Adjudicator, whose daily fees and biographical data are attached. This Bid and your written acceptance of it shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any Bid you receive. We hereby confirm that this Bid complies with the Bid validity and Bid Security required by the bidding documents and specified in the Bidding Data Sheet.
Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below:
Name and address of agent
Amount and Currency
Purpose of Commission or
gratuity
(if none, state “none”)
Authorized Signature: Name and Title of Signatory: Name of Bidder: Address:
37
Qualification Information 1. Individual
Bidders 1.1 Constitution or legal status of Bidder: [attach copy]
Place of registration: [insert] Principal place of business: [insert] Power of attorney of signatory of Bid: [attach]
1.2 Total annual volume of Services performed in five years, in the internationally traded currency specified in the BDS: [insert]
1.3 Services performed as prime Service Provider on the provision of Services of a similar nature and volume over the last five years. The values should be indicated in the same currency used for Item 1.2 above. Also list details of work under way or committed, including expected completion date.
Project name and country
Name of employer and contact person
Type of Services provided and year of
completion
Value of contract
(a) (b)
1.4 Major items of Service Provider's Equipment proposed for
carrying out the Services. List all information requested below. Refer also to BDS Sub-Clause 5.5(iv) and Para 8 of IFB.
Item of equipment
Description, make, and age
(years)
Condition (new, good, poor) and
number available
Owned, leased (from whom?), or to be purchased
(from whom?)
(a) (b)
1.5 Qualifications and experience of key personnel proposed
for administration and execution of the Contract. Attach biographical data. Refer also to ITB Sub-Clause 5.4(d) and GCC Clause 9.1.
38
Position Name Years of experience (general)
Years of experience in
proposed position
(a) (b)
1.6 Proposed subcontracts and firms involved. Refer to GCC
Clause 7.
Sections of the Services
Value of subcontract
Subcontractor (name and address)
Experience in providing similar Services
(a) (b)
1.7 Financial reports for the last five years: balance sheets,
profit and loss statements, auditors‟ reports, etc. List below and attach copies.
1.8 Evidence of access to financial resources to meet the qualification requirements: cash in hand, lines of credit, etc. List below and attach copies of support documents. We certify/confirm that we comply with eligibility requirements as per ITB Clause 4.
1.9 Name, address, and telephone, telex, and facsimile numbers of banks that may provide references if contacted by the Employer.
1.10 Information regarding any litigation, current or within the last five years, in which the Bidder is or has been involved.
Other party(ies) Cause of dispute Details of litigation award
Amount involved
(a) (b)
1.11 Statement of compliance with the requirements of ITB
Sub-Clause 4.2.
1.12 Proposed Program (service work method and schedule).
39
Descriptions, drawings, and charts, as necessary, to comply with the requirements of the bidding documents.
2. Joint Ventures
NOT APPLICABLE
3. Additional Requirements
3.1 Bidders should provide any additional information required in the BDS and to fulfill the requirements of ITB Sub-Clause 5.1, if applicable.
40
Letter of Acceptance [letter head paper of the Employer]
[date]
To: [name and address of the Service provider] This is to notify you that your Bid dated [date] for execution of the [name of the Contract and identification number, as given in the Special Conditions of Contract] for the Contract Price of the equivalent of [amount in numbers and words] [name of currency], as corrected and modified in accordance with the Instructions to Bidders is hereby accepted by our Agency.
Note: Insert one of the 3 options for the second paragraph. The first option should be used if the Bidder has not objected the name proposed for Adjudicator. The second option if the Bidder has objected the proposed Adjudicator and proposed a mane for a substitute, who was accepted by the Employer. And the third option if the Bidder has objected the proposed Adjudicator and proposed a mane for a substitute, who was not accepted by the Employer.
We confirm that [insert name proposed by Employer in the Bidding Data],
or
We accept that [name proposed by bidder] be appointed as the Adjudicator
or
We do not accept that [name proposed by bidder] be appointed as Adjudicator, and by sending a copy of this letter of acceptance to [insert the name of the Appointing Authority], we are hereby requesting [name], the Appointing Authority, to appoint the Adjudicator in accordance with Clause 37.1 of the Instructions to Bidders You are hereby instructed to proceed with the execution of the said contract for the provision of Services in accordance with the Contract documents. Please return the attached Contract dully signed Authorized Signature: Name and Title of Signatory: Name of Agency: Attachment: Contract
41
Form of Contract [letterhead paper of the Employer]
LUMP-SUM REMUNERATION
This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of [month], [year], between, on the one hand, [name of Employer] (hereinafter called the “Employer”) and, on the other hand, [name of Service Provider] (hereinafter called the “Service Provider”).
[Note: In the text below text in brackets is optional; all notes should be deleted in final text. If the Service Provider consist of more than one entity, the above should be partially amended to read as follows: “…(hereinafter called the “Employer”) and, on the other hand, a joint venture consisting of the following entities, each of which will be jointly and severally liable to the Employer for all the Service Provider‟s obligations under this Contract, namely, [name of Service Provider] and [name of Service Provider] (hereinafter called the “Service Provider”).]
WHEREAS
(a) the Employer has requested the Service Provider to provide certain Services as defined in the General Conditions of Contract attached to this Contract (hereinafter called the “Services”);
(b) the Service Provider, having represented to the Employer that they have the required professional skills, and personnel and technical resources, have agreed to provide the Services on the terms and conditions set forth in this Contract at a contract price* of……………………;
NOW THEREFORE the parties hereto hereby agree as follows:
1. The following documents shall be deemed to form and be read and construed as part of this Agreement, and the priority of the documents shall be as follows:
(a) the Letter of Acceptance;
(b) the Service Provider‟s Bid
(c) the Special Conditions of Contract;
(d) the General Conditions of Contract;
(e) the Specifications;
(f) the Priced Activity Schedule; and
(g) The following Appendices: [Note: If any of these Appendices are not used, the words “Not Used” should be inserted below next to the title of the Appendix and on the sheet attached hereto carrying the title of that Appendix.]
Appendix A: Description of the Services Appendix B: Schedule of Payments
Appendix C: Key Personnel and Subcontractors
42
Appendix D: Breakdown of Contract Price in Foreign Currency
Appendix E: Breakdown of Contract Price in Local Currency
Appendix F: Services and Facilities Provided by the Employer
Appendix G: Performance Incentive Compensation
2. The mutual rights and obligations of the Employer and the Service Provider shall be as set forth in the Contract, in particular:
(a) the Service Provider shall carry out the Services in accordance with the provisions of the Contract; and
(b) the Employer shall make payments to the Service Provider in accordance with the provisions of the Contract.
(c) the hospital cleaning and gardening area mentioned in the price activity schedule was an indicative data for the purpose of submission of the financial bid and its evaluation. However the actual area shall be determined between the contract signing authority and the successful bidder in writing for the purpose of execution of the contract.
o In case of increase or decrease in the area [Maximum to the extent of
25%] from the indicative area as mentioned in the price schedule, the
per square meter price quoted by the bidder in price activity
schedule(s) would be considered for payouts / payments. If the new
building block is not planned previously but is made functional
during the contractual period then the increase in area will be
considered according to the plan beyond the above ceiling.
After signing of the contract the increase or decrease in area would
only be considered for approval by after thorough verification from
the concerned hospital Junior Engineer and Director / SIC / CMS in
the form of signed &stamped document (layout plan depicting
increase or decrease in area).
IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.
For and on behalf of [name of Employer]
[Authorized Representative]
For and on behalf of [name of Service Provider]
[Authorized Representative]
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[Note: If the Service Provider consists of more than one entity, all these entities should appear as signatories, e.g., in the following manner:]
For and on behalf of each of the Members of the Service Provider
[name of member]
[Authorized Representative]
[name of member]
[Authorized Representative]
44
Bid Security (Bank Guarantee)
[The Bank shall fill in this Bank Guarantee Form in accordance with the instructions indicated.]
________________________________
Beneficiary: ___________________
Date: ________________
BID GUARANTEE No.: _________________
We have been informed that ___________ (hereinafter called "the Bidder") has submitted to you its bid dated (hereinafter called "the Bid") for the execution of __________ under Invitation for Bids No. __________ (“the IFB”).
Furthermore, we understand that, according to your conditions, bids must be supported by a bid guarantee.
At the request of the Bidder, we __________ hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of _________ (_________) upon receipt by us of your first demand in writing accompanied by a written statement stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder:
(a) has withdrawn its Bid during the period of bid validity specified by the Bidder in the Form of Bid; or
(b) having been notified of the acceptance of its Bid by the Purchaser during the period of bid validity, (i) fails or refuses to execute the Contract Form; or (ii) fails or refuses to furnish the performance security, if required, in accordance with the Instructions to Bidders.
This guarantee will expire: (a) if the Bidder is the successful bidder, upon our receipt of copies of the contract signed by the Bidder and the performance security issued to you upon the instruction of the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of (i) our receipt of a copy of your notification to the Bidder of the name of the successful bidder; or (ii) twenty-eight days after the expiration of the Bidder‟s Bid.
Consequently, any demand for payment under this guarantee must be received by us at the office on or before that date.
45
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458.
_____________________________ [signature(s)]
46
Bid Security (Bid Bond) [The Surety shall fill in this Bid Bond Form in accordance with the instructions indicated.] BOND NO. ______________________
BY THIS BOND ____________ as Principal (hereinafter called “the Principal”), and ___________________,authorized to transact business in ____________________, as Surety (hereinafter called “the Surety”), are held and firmly bound unto ________________as Obligee (hereinafter called “the Purchaser”) in the sum of ___________5_____________, for the payment of which sum, well and truly to be made, we, the said Principal and Surety, bind ourselves, our successors and assigns, jointly and severally, firmly by these presents.
WHEREAS the Principal has submitted a written Bid to the Purchaser dated the _____ day of ______, 20__, for the construction of ____________(hereinafter called the “Bid”).
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the Principal:
(a) withdraws its Bid during the period of bid validity specified in the Form of Bid; or
(b) having been notified of the acceptance of its Bid by the Purchaser during the period of Bid validity; (i) fails or refuses to execute the Contract Form; or (ii) fails or refuses to furnish the Performance Security, if required, in accordance with the Instructions to Bidders.
then the Surety undertakes to immediately pay to the Purchaser up to the above amount upon receipt of the Purchaser‟s first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser shall state that the demand arises from the occurrence of any of the above events, specifying which event(s) has occurred.
The Surety hereby agrees that its obligation will remain in full force and effect up to and including the date 28 days after the date of expiration of the Bid validity as stated in the Invitation to Bid or extended by the Purchaser at any time prior to this date, notice of which extension(s) to the Surety being hereby waived.
IN TESTIMONY WHEREOF, the Principal and the Surety have caused these presents to be executed in their respective names this ____ day of ____________ 20__.
Principal: _______________________ Surety: _____________________________ Corporate Seal (where appropriate)
_______________________________ ____________________________________ (Signature) (Signature) (Printed name and title) (Printed name and title)
5 The amount of the Bond shall be denominated in the currency of the Purchaser‟s country or the equivalent
amount in a freely convertible currency.
47
Bid-Securing Declaration
[The Bidder shall fill in this Form in accordance with the instructions indicated.]
Date: ____________________ Bid No.: ____________________
Alternative No.: ____________________
To: ____________________
We, the undersigned, declare that:
We understand that, according to your conditions, bids must be supported by a Bid-Securing Declaration.
We accept that we will automatically be suspended from being eligible for bidding in any contract with the Purchaser for the period of time of ____________________ starting on ____________________, if we are in breach of our obligation(s) under the bid conditions, because we:
(a) have withdrawn our Bid during the period of bid validity specified in the Form of Bid; or
(b) having been notified of the acceptance of our Bid by the Purchaser during the period of bid validity, (i) fail or refuse to execute the Contract; or (ii) fail or refuse to furnish the Performance Security, if required, in accordance with the ITB.
We understand this Bid Securing Declaration shall expire if we are not the successful Bidder, upon the earlier of (i) our receipt of your notification to us of the name of the successful Bidder; or (ii) twenty-eight days after the expiration of our Bid.
Signed: ________________________________________
In the capacity of: ________________________________________
Name: ________________________________________
Duly authorized to sign the bid for and on behalf of: ____________________
Dated on ____________ day of __________________, _______ Corporate Seal (where appropriate)
49
Part II – Activity Schedule
50
Section V. Activity Schedule
51
Term of Reference (ToR)
Out Sourcing of Mechanized Cleaning (Housekeeping) and Gardening Services in 110 District Hospitals
1. Background a) Introduction
Providing high quality cleaning services in healthcare facilities is a key component of
delivering modern, effective healthcare. Cleanliness is also of paramount importance to
patients and the public and has a role to play in the prevention and control of healthcare
associated infections. Infection control is an essential (though often under-recognized and
under-supported) part of the infrastructure of health care. Infection control addresses
factors related to the spread of infections within the health-care setting (whether patient-
to-patient, from patients to staff and from staff to patients, or among-staff), including
prevention (via hand hygiene/hand washing, cleaning/disinfection/sterilization,
vaccination, surveillance), monitoring/ investigation of demonstrated or suspected
spread of infection within a particular health-care setting (surveillance and outbreak
investigation), and management (interruption of outbreaks). Control and prevention of hospital infection is one of the most vital functions of hospital
housekeeping. The hospital housekeeping services comprise of activities related to
cleanliness, maintenance of hospital environment and good sanitation services for
keeping the premises free from pollution. Inadequate cleaning and disinfection will result
in health care institutions becoming reservoirs of large number of microorganisms.
Cleaning must not only is effective in removing dirt but also in maintaining low levels of
microorganisms. Cleaning materials and disinfectants are essential components in
ensuring Quality Assurance in housekeeping services. Materials of the right quality,
quantity and used in the appropriate specified frequency will not only supplement the
quality of housekeeping services but also ensure optimum utilization of resources. It will
also enhance patient satisfaction and will facilitate NABH Accreditation.
b) Current Scenario and Needs Assessment A majority of the health care institutions activities related to the housekeeping services
including use of cleaning materials and disinfectants are done by personnel with little or
no formal education. They carry on their jobs without much training, scientific
supervision or direction, they seem to learn everything on the job. In a number of
instances housekeeping activity is a purposeless ritual. Inappropriate dilution and adhoc
formulation is generally resorted to in housekeeping activities. Due to massive number of outpatients, inpatients and surgeries at district hospital level,
there is huge demand for professional cleaning services in the hospitals. As the patients
who are visiting government facilities are not well educated, there are always chances of
cross contamination and infection spread. So, a high quality
52
cleaning and housekeeping services is the need of the hour which will benefit patients and public in control and prevention of hospital acquired infections.
c) Government of Uttar Pradesh (GoUP)’s Strategy The GoUP has adopted a Public Private Partnership (PPP) policy for the health sector.
The over-riding objective of the policy is to utilize the technical, financial and
management resources available in the private sector for strengthening the quality of
services being provided through the public healthcare network. In order to supplement the existing housekeeping services and enhance affectivity, the
employer has proposes to outsource cleaning (housekeeping) and gardening services in
110 Government District Hospitals of Uttar Pradesh mentioned in Appendix A
2. Objectives The Service Provider is required to achieve a high level of environmental cleanliness throughout the hospital facility site. The key considerations are:
Provide a quality driven Cleaning (Housekeeping)and Gardening Service which
achieves an optimum standard of cleaning for all hospital buildings and is held in
high regard by patients, staff and visitors alike;
Provide a standard of Service that helps to provide a positive image of the hospital
and a level of cleanliness which provides a clinical and socially acceptable
environment for patients, visitors and staff, 365 days of the year, 24 hours per day.
Service provider‟s staff encouraged to develop quality routines and to identify
opportunities to improve service delivery. Every member of staff to share a
common objective and subscribe to the process of change and quality
improvement.
The service provider must develop required skills in the staff through trainings for
the mutual benefit of both individuals and the hospitals and to develop staff
relationships between the different departments involved in the cleaning process.
Maintain a safe environment and safe working practices including the use of a recognized management system to ensure that standards of comfort and cleanliness stay high, and that any reduction in the quality of Service is recognized and corrected.
3. Activities to be performed by the Service Provider (Scope of Work) The Bidder should: Provide housekeeping and sanitation services across the hospital covering all areas
and departments within the hospital building and entire campus area. All functional areas in the hospital have been divided into four risk areas based on below mentioned criteria:
The risk of infection to patients. Occupational health and safety risk to staff and visitors
53
Aesthetics e.g. reception areas, grounds Value for money
The risk category is defined into four major categories as mentioned below: 1) Very High Risk Area 2) High Risk Area 3) Moderate Risk Area 4) Low Risk Area
(Detailed description of risk area is given under section VIII – Performance Specification and Drawings) The services includes the following, (A) General:
1. Areas of operations are as follows: Areas of operation will consist of following services for 50 district hospitals as shown in Appendix A: Complete hospital building for cleaning purposes
2. Maintenance of garden and lawns in the premises of district hospital.(Scope of work along with schedule mentioned in section VIII )
3. The service provider shall provide the cleaning (housekeeping) services 24 hours per day. 365 days per year as per the requirements set out in the Service Specific Specifications (Annexure X) relevant to the delivery of desired cleaning services.
4. The Service Provider should submit a training plan of their employee on quarterly basis. Trainings should be frequent and trainer must be qualified for providing training related to special cleaning instructions for hospitals / disaster management in hospitals.
5. The service provider shall execute its work in such a manner that no change is made to the existing structure, if any damage occurred it shall be made good by the service provider.
6. The bidder should meet all the legal requirements (Registrations should have been renewed every year without default)
7. In the event of any illness / injuries resulting from any accident to their staff, take all responsibility for the same and provide necessary compensation towards medical care and meeting all medical expenses incurred for the same.
8. Ensure proper insurance cover of its staff employed within the hospital against medical and third party liability.
9. Be responsible for making alternative arrangement in the case of absenteeism of its personnel for the duty, to ensure scheduled work is completed satisfactorily.
10. In case of any labour disputes regarding their employees, resolve the same at the earliest to ensure scheduled work is completed satisfactorily and on time.
11. Provide all necessary Uniforms, Identification Cards (ID), Personal
54
Protective Equipment etc., to its entire staff deployed at the hospitals and ensure proper maintenance of it.
12. Ensure that all their Staff assigned to the hospital be adequately immunized against all types of communicable diseases and periodically monitored through health check-ups.
13. Make it understood to their staff that there is no employer – employee relationship between them and the hospital and they do not form / engage themselves in any unionized activity.
14. Ensure by checking the antecedents of all the staff, that none have prior police records
15. Ensure that their staff does not have any political affiliations and not a part of any unions.
16. Remove any staff member from their employment on the request of the Hospital, who acts against the interests of the Hospital or the Government.
17. Allow the hospital management to supervise the works carried out by the contract staff and to give any work orders deemed necessary directly to them.
18. Have the staff report for duty strictly as per the detailed scope of work. 19. Ensure that the services of their staff are only for the hospital earmarked to
them. 20. Ensure that their staffs are available for all 7 days of work per week
considering the three shift in hospitals as following: Morning Shift (6:00 AM to 2:00 PM) Evening Shift (2:00 PM to 10:00 PM) Night Shift (10:00 PM to 6:00 AM)
21. Have a “Daily Log” with sufficient copies to get approval from the
relevant department where work is allocated on a daily basis and submit through the Supervisor to the office of the Hospital Superintendent the next day before 10.00 AM for approval of the work carried out the previous day.
22. Ensure accountability and supervision of all their Staff, at all times in the Hospital.
23. The Hospital / signing authority will not be responsible for the loss or damage of any equipment or material brought in by the Agency / used by the service provider at site.
24. Should not accept cash / any favors from any person in the hospital. Behave politely with the Hospital authorities and other officers who may make visits to the hospital from time to time as well as be very helpful and considerate to the patients.
25. The Service Provider shall be liable to pay compensation for any loss and damage caused to the property of the Hospital or its patients by the Service Provider or his workers. The service provider can also empanel with an insurance company that will pay to compensate for the damage; on behalf of service provider.
26. After execution of the work, the service provider shall store the cleaning material, equipment and any tool in proper organized manner so as not to give any ill appearance to the hospital. Wear properly maintained uniform, with cap and shoes all through the duty time. Be clean shaven
55
and well groomed with normal length hair. Not to drink alcohol, smoke, gamble or eat in public while on duty.
27. Have staff sufficiently trained in assisting emergency situations like fire/floods /other natural or man-made calamities / massive causalities etc. and most other common life threatening situations.
28. All the staff employed will need to be provided with Uniforms in pant and shirt (for male), salwar kameez/saree (for female) with proper caps, shoes and necessary Personal Protective Equipments as applicable to the area of work.
29. Any personnel found misfit or including into indiscipline act or found medically unfit shall be immediately removed and immediate replacement accordingly shall be made by the agency at the same time at no extra cost.
30. Report for duty, at least 15 minutes before their duty time to facilitate proper takeover from the previous shift personnel and be available at their posts right through the duty hours.
31. The service provider shall work in close coordination with the officials working in various rooms/halls/wards etc. including other hospital staff members and modify working schedule if required as per authority convenience. No claims whatsoever on this account shall be entertained.
32. The Service Provider will ensure complete services (24 x 7 x 365) during all weekly, gazetted and national holidays
33. The Service provider will clean all the bird droppings inside the premises
of the hospital including roof, shades, terraces (chhajas), windows, glass panes, parking lots etc
(B) Housekeeping: 1. The cleaning activities are to be undertaken as per the schedules/ Annexure
X 2. Service provider shall provide all necessary consumables to carry out the
above mentioned services; which must be of good quality, eco-friendly, biodegradable and having standards specifications of international quality.
3. Also standardized modern equipment and appliances shall be applied for mechanized cleaning and any other tools required providing above mentioned services. The cost of machine maintenance shall be borne by the contractor.
4. Clean on a daily basis all rooms (both inside and outside as per the frequencies mentioned in the cleaning schedule), doors, windows, grills, fittings, furniture, corridors, ceiling (high cleaning) and flooring of the entire hospital using suitable cleaning equipment / chemicals.
5. Clean all the telephones; all critical equipment to be dusted under supervision of the user.
6. Clean properly all equipment used and keep them at the designated places. Return any articles or properties found on the premises, to the Security Staff and record the same in Lost and Found Book.
7. There must also be a collaborative approach to cleaning during and after construction or renovation works. Dust and debris must be kept to a
56
minimum to reduce the risk of healthcare associated infection. 8. Disposal of debris of the construction works will be the responsibility of the
construction agency but if any leftover are there which is hampering the cleaning, the Service Provider should do the needful.
9. Report any malfunctioning of facilities, installations etc., within the premises of the hospital, as soon as it is noticed.
10. Maintain the premises of the Hospital; carry out regular de-weeding, cutting of shrubs, pruning of plants, watering the garden, weeding of grasses and plants which grown up on building walls and roof etc.,
11. Provision of gardening Services – The service provider shall provide desired gardening services as described in the gardening schedule mentioned in Annexure X
12. Should ensure sensitization of patients / attendants indiscriminate disposal of food items / wastages within the premises.
13. Should inform the hospital administrator on the quality of cleanliness. 14. Ensure safekeeping of the hospital equipments and materials and the
patients/visitors/attendants belongings. 15. All floors to be cleaned using suitable safe Disinfectants twice in the morning
and twice in the evening, 16. All the critical areas should be cleaned by Hospital-grade disinfectants as
mentioned in Annexure IX 17. All OP & Wards & Corridors should be cleaned of cob webs fortnightly. 18. All doors & windows should be cleaned once in a week. 19. All Sun shades and roofs should be cleaned once in a month on fixed days 20. Cleaning of the premises daily. Ensure that there is no open air defecation,
urine, spitting, etc., and to keep pollution free environment
(C) Sanitation: 1. Regularly check out the toilets and other washing areas for any taps let
open. 2. Collect the waste generated in the bins provided by the Hospital for the
purpose and transport the same to the BMWM room of the hospital. Maintain the bins cleanly and keep them always covered.
3. Educate their staff on Bio Medical Waste Management practices to ensure collection, storage and disposal of waste is carried out as prescribed according to Biomedical Waste Rules2016.
4. Should provide necessary help in the segregation of different wastes and in the proper disposal of the same.
5. Have a proper sewerage cleaning plan. 6. Clean the drains within the hospital premises regularly and ensure no
clogging. 7. Clean and de-silt on a periodic basis the overhead tanks of the hospital. 8. Keep educating the patients, attendants and visitors on good hygiene and
sanitation practices and instill the habit in them by regular monitoring and counseling.
9. Carry out regular fumigation, spraying and other insect, and pest control measures through approved pest control agency. The provisions of Pesticides
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/ Insecticides to be within the scope of the bidders. The permitted Pesticides / Chemicals to be used as per the guidelines.
10. Should clean on a daily basis all bathrooms, toilets, wash area, wash basin, sinks, etc by using suitable cleaning equipment / chemicals. All toilets should be washed with Disinfectants thrice a day and as required whenever necessary depending upon the footfalls.
11. All toilets should be cleaned with Liquid toilet bowel cleaners of reputed brands (such Harpic, Domex, Commodore, Sani-fresh, etc.) daily6and whenever necessary.
(D) Adequate Staffing: Adequately staffed sanitation department is one of the most
important factors that govern the success of environmental cleaning in a health care organisation. Staffing levels must be appropriate to each department of the health care organisation, with the ability to increase staffing in the event of any exigency. Service provider is supposed to perform their own time management studies to determine appropriate staffing levels for cleaning and gardening staff, taking into consideration the following factors: Building factors
o Area of hospital (cleaning and gardening area) o Age of the facility–older buildings are harder to clean o Surface of cleaning o Frequency of cleaning o Average working hours of deployed staff including leave and sickness o Design of the facility–e.g., amount of walking required to complete a
task o Season o Exposure of facility to outside dust and soil, e.g., construction site o Type of floors and walls
Occupancy factors o Occupancy rate and volume of cases o Patient mix and type of care in the area (e.g., acute care, long-term care,
no of OPDs) o Frequency of cleaning required in area (as defined in work schedule) o Square meters to be cleaned in patient care areas o Square meters to be cleaned in non-patient care areas o Admissions/discharges/transfers by unit/area – more rapid turnover
requires a shorter turnaround time for rooms and equipment and more frequent discharge/ transfer cleaning.
o Equipment factors o Infection control factors o Dedicated staff for toilets (in OPD & IPD)
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These names are suggestive only. However, if the hospital finds any material unsuitable, the service provider would
be obliged to change the brand.
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Service Provider has to submit the work plan alongwith their expected deployed
manpower mandatorily with the bid document (Cost break up -Annexure – VIII) Minimum manpower deployment indicator:
Taking example of 100 bedded hospital for manpower ratio as below: Morning Shift (6:00 AM to 2:00 PM) - 1:10 (10 manpower) Evening Shift (2:00 PM to 10:00 PM) - 0.6:10 (6 manpower) Night Shift (10:00 PM to 6:00 AM) - 0.4:10 (4 manpower)
One supervisor over 15 sanitary staff
(E) Cleaning of spillage:
The Service Provider shall clearly define the assignment of responsibilities for cleaning the spill in each area of the healthcare setting during all hours when a biological spill might occur with timely response.
Removal of stains from health care setting i.e. rust, ink, chewing gums, acid, blood, pan masala etc.
Removal of discard IV fluids bottle from IV stand and disposal off in Bio Medical Waste collection bins.
(F) Rodent control
The Service Provider shall be responsible for rodent control system of entire hospital premises including the surrounding open area within the boundary wall and make the hospital premises free from rodents.
The environment required in entire hospital premise shall be strictly adhered from the Service Provider. All the necessary rodent control measures / inputs required for the same should be included in the total contract price by Service Provider.
The Service Provider shall provide, manage and operate a comprehensive system of rodent control management in accordance with the current industrial standards and the provisions of this service level specification. The Service Provider would be responsible for supporting the hospitals in ensuring that check-points under the Kayakalp initiative are fully complied with in those thematic area, which falls within the purview of deliverables under this contract.
(G)Roles & Responsibilities 1) Roles & Responsibility Contract Manager of Service Provider: Contract Manager, with experience of min 5 years in same type of work,
shall be employed by the service provider for entire schedule and following are the responsibilities of the Contract Manager:
i. Responsible for the overall services of entire schedule. ii. Act as single contact point between Employer, Hospital Authority and
Service Provider. iii. Attend and facilitate all coordination meetings organized by employer
and prepare agenda accordingly for entire schedule.
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iv. Coordinate the procurement and ensure timely delivery of all materials
/consumables required in entire schedule. v. Cross verification of attendance for all the Staff of entire schedule. vi. Coordinating all special requirements in case of any important event. vii. To create self-awareness in staff under control. viii. Report from time to time to seniors for quality maintenance. ix. Responsible for prior Police verification of all employees. x. Assure availability of uniform, identity cards and personal protection
equipments of each employee of Service Provider. xi. Monitor and audit quality checks from time to time xii. Hire new employees, warn employees when policies are violated, and
terminate employees when necessary. xiii. Motivate his/her staff and keep their morale high. xiv. Overall responsible to ensure the provision of proper uniforms, for the
sanitation staff. xv. Offer suggestions to the human resource department of the Service
Provider concerning selection recruitment, replacement, duty alterations, up gradation, and so on.
xvi. Organize and supervise on-the-job and off-the-job training of staff.
2) Roles & Responsibility of Supervisor of Service Provider: Supervisors in adequate number, with experience in same type of work,
shall be employed by the service provider so as to ensure presence of one supervisor in each shift (hours) in each hospital and following are the responsibilities of the supervisors:
i. Responsible for the overall services of the concerned hospital.
ii. Responsible for overall cleanliness/ maintenance of the Hospital premises.
iii. Act as an interface between the Client and the facility staff. iv. Responsible for daily morning gathering for 10 minutes warm up
exercise and give the general and special instruction to the staff with proper instructions of handing over and taking over.
v. Maintaining duly signed daily audit sheets and complaint registers to
record requests and feedback from the contracting authority from time
to time and appropriate actions taken.
vi. Coordinate any kind of shifting/ relocations of the hospital staff and the
same shall also be reported to the contracting authority
vii. Responsible for the turnout/ grooming of the entire sanitary staff.
viii. Decide on the work and staff deployment on a daily basis ix. Determine and coordinate all the work schedules for all cleaning and
gardening staff
x. Coordinate the procurement of all materials required. xi. Maintain attendance for all the Staff.
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xii. Coordinating all special requirements in case of any important event.
xiii. Ensuring presence of the staff at their respective stations and the completion/ compliance of the various duties assigned to them.
xiv. To help induce a sense of responsibility, discipline and hygiene in all
employees. xv. To create self-awareness in staff under control. xvi. Basically the person will be overall Staff Supervisor.
xvii. Report from time to time to seniors for quality maintenance. xviii. Monitor and audit quality checks from time to time
xix. Should have one smart-phone tablet which can be linked the hospital
MIS for online reporting at any point of time. xx. Organize, supervise, and coordinate the work of housekeeping personnel
on a day-to-day basis. xxi. Ensure excellence in housekeeping sanitation, safety, comfort, and
aesthetics for patients, staff and visitors. xxii. Draw up duty rosters for sanitation staff. xxiii. Assure proper communication within the department by conducting
regular meeting with all personnel. xxiv. Hire new employees, take punitive actions which include counseling,
warning, dismissal, employees when policies are violated, and discharge employees when necessary.
xxv. Counsel employees on various duties and on work-related issues. xxvi. Motivate his/her staff and keep their morale high. xxvii. Establish standard operating procedures (SOP) for cleaning under
guidance of Hospital Administrators and maintain them; and to initiate new procedures to increase the efficiency of sanitation staff and product use.
xxviii. Ensure the provision of proper uniforms for the sanitation staff. xxix. Ensure observance of hygiene and safety precautions. xxx. Offer suggestions to the human resource department concerning
selection recruitment, replacement, duty alterations, up gradation, and so on.
xxxi. Organize and supervise on-the-job and off-the-job training of staff.
3) Roles and Responsibilities of Hospital Cleaning Staff by the Service Provider:
i. He/she is responsible for keeping the area neat and clean, assigned to him/her.
ii. He/she will promptly give spotlessly clean urinals and bed pan as and when required by patients.
iii. He/she will assist in cleaning and disinfection of soiled linen, mattresses, articles etc.
iv. Any other cleaning related task assigned by nursing staff, Supervisor of Service Provider and other higher officials of hospital.
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v. He/she will not put enema to patient, however he/she may assist nursing staff.
vi. He/she will not change the bed sheets as it is work of Nursing staff / Ward boy of hospital.
vii. He/she will not change IV fluid bottles or give injections as it is work of Nursing staff of hospital.
viii. He/she will not shift the patients as it is work of Nursing staff / Ward boy of hospital.
ix. He/ she will not handle the patient file, medical reports etc as it is work of Nursing staff / Ward-boy / peon of hospital.
x. He/she will not do registration of patient at any location (OPD/IPD/Diag./Lab etc).
xi. He /she will not give / distribute medicine to patient which is work of hospital pharmacy.
xii. He /she will do segregation of Bio Medical Waste in the assigned bins and disposal of bio medical waste is responsibility of BMW agency.
4. Other Special Conditions of the Contract I. The Service Provider shall be liable to pay compensation for any loss and damage
caused to the property of the Hospital or its patients by the Service Provider or his workers. The service provider can also empanel with an insurance company that will pay to compensate for the damage; on behalf of service provider.
II. In the event of the Service Provider failing to execute the cleaning work under contract in whole or in part an alternative arrangement will be made by the employer totally at the cost and risk of Service Provider.
III. The Service Provider shall be entirely responsible for the conduct of his staff and in case of any complaint against any staff, Service Provider will be under obligation to take necessary actions when instructed orally or written by the Nodal Officer appointed by either employer or contract signing authority. The Service Provider shall observe all the laws and will be responsible for any prosecution or liability arising from breach of any those laws. The employer or contract signing authority shall not be responsible for any such action with regard to staff on the rolls of the Service Provider whatsoever
IV. The service provider & his staff shall follow the instructions of the Contract Signing
Authority/Employer in force and instructions issued from time-to-time; failing which
the employers is They are free to take appropriate action against the Service Provider
for violating the same.
V. Any hospital related maintenance issue affecting the performance of cleaning
services shall be rectified by the Service Provider taking the prior approval of the
contract signing authority and the Service Provider shall be reimbursed for any
additional cost incurred through contingency funds under the Chairman, Rogi
Kalyan Samiti.
VI. The service provider will issue identity cards to his workers/ supervisors within one
month of commencement of the contract. The workers should wear the identity cards
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during their duty hours.
VII. The service provider will provide the uniform and name badges to all his workers at
his own expenses within one month of execution of contract, failing which the same
will be provided by the Contract Signing Authority and double charge will be
recovered from Services Provider.
VIII. The services provider shall provide the names, address, age and full particulars of
the workers to be deployed at the Hospital for House Keeping and Gardening services
well in advances.
IX. The Service Provider shall submit police verification in respect of workers to be deployed to the Contract Signing Authority.
X. Frequent changes in the posting of personnel should not be made so that functioning of Hospitals is not adversely affected. The Hospitals reserves the right to assign duties to any person against absent worker under the contract during this period and expenses related to such deployment shall be deducted from the payments to the contractor. Frequent absenteeism or non-deployment of workers on duty will have compounding penalty in the form of fines.
XI. When any worker of the Services Provider precedes on leave the Services Provider immediately replace the worker without any addition of expenses to the Contract Signing Authority
XII. The staff to be provided has to be fully trained to provide services of required standards and in the eventuality of such staff getting changed due to shift job or attrition, then in such circumstances an alternative arrangement with similar skills is to be ensured.
XIII. The Services Provider shall not change any worker without prior consent of the contract signing authority or employer; and all formalities such as police verification certificate, identity cards should be complied with before deploying a new worker.
XIV. The Contract Signing Authority shall have further right to adjust or deduct any of the amounts on account of damages or loss caused to the Hospital due to negligence of duty of contractual staff etc. deployed by the Service Provider from the payment due under this contract and can also be charged against the performance Bank Guarantee.
XV. Service Provider shall not engage any sub-Services Provider or transfer the contract to any person/ firm.
XVI. Service Provider shall abide by all laws and regulations and statutory obligations in force from time to time and shall indemnify the Contract Signing Authority/Employer from any claims in this regard.
XVII. All letters posted to Service Provider on the address given by his will be considered to have been delivered in time.
XVIII. Income Tax, Trade Tax, Turnover Tax, Service Tax and other statutory levies as applicable from time to time will be borne by the Service Provider and wherever required (TDS) such deduction will be made from the bills of the Service Provider.
XIX. It is the right of the Contract Signing Authority/Employer to inspect the PF/ESI/Service Tax payment challan etc. or wages distribution chart; anytime during the contract period.
XX. It will be sole responsibility of the Service Provider to observe all labour laws in
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force from time to time. The Service Provider shall indemnify the Directorate of Medical & Health Services from any claims arising out of the work in his scope from the Govt. /Local bodies of any third parties.
XXI. Service Provider will be fully responsible for any accident or mishap in involving workers engaged by the Service Provider and any claim made on this part will be paid by the Service Provider. The Service Provider shall indemnify the employer or contract signing authority from any claims arising out of accidents, disabilities of any nature or death or arising out of provisions under law, or any other, nature respect of all workers engaged by the Service Provider.
XXII. The Service Provider will be held fully liable for any kind of strike or other disturbance caused by the workers hired by the Service Provider whether on account of nonpayment of wages by the Service Provider or any other cause. The Service Provider will be penalized for any failure, omission or commission on the part of workers hired by them which may result in disruption of work in the Hospital. If such disruption in work causes losses to the Hospital the Service Provider will be wholly responsible for indemnifying the employer for the losses.
XXIII. It will be the responsibility of the Service Provider to protect his employees engaged in work for occupational hazards such as hospital-acquired infections, injury & various other Diseases. He will have to take the precautionary measures like regular medical checkup, provide protective attire to his workers, vaccination and medical insurance. The service provider has to get all his employees insured properly against these occupational hazards.
XXIV. The Sanitation/ House Keeping Staff as provided by the Service Provider shall always remain employees of the Service Provider for all intents and purposes and the Service Provider alone shall be liable for any dispute which may have any sort of legal repercussions in the court of law. The Employer or the Contract signing authority has no liability for the workers hired / deployed by the service provider. The workers of the Service Provider will have no claims on employment rights with the Employer or contract signing authority at the conclusion / termination of the contract.
XXV. It will be the sole responsibility of the Service Provider to abide by the provisions of the following acts as to the workers engaged by him for performance of this contract:
o Employment of Children Act. o Workmen compensation Act. o Employment of Labour/ Contract Labour Act. o Industrial Employment Act. o Contract Labour abolition and regulation Act 1970. o Minimum Wages Act. o Employee Provident Fund Act. o ESI Act o Any other Act or Legislation, which may govern the nature of the contract
and/ or being issued by Govt. from time to time.
XXVI. It will be the responsibility of Service Provider to print the forms and formats and provide it to the hospital authority. The forms and formats are as following:
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S. No.
Name of Format Estimated min. quantity per month
1 Daily Response Sheet 100 forms
2 Patient feedback form 3% for OPD patients and 100 % patient feedback forms of all admitted IPD patients
3 Weekly cleaning review sheet 16 forms
XXVII. It is responsibility of Service Provider to print and give Patient feedback form and
Weekly review Sheet to the hospital authority in advance on quarterly basis. In case of not providing forms timely to hospitals authority then Hospital authority will print and recover by deducting the amount from the invoice amount of Service Provider.
XXVIII. The Service Provider shall ensure that the persons so deployed will not carry or take out any items/ property of the Hospital outside the Hospital premises without a proper gate pass signed by the designated Officer/Official.
4. Commencement of Work
The Starting Date for the commencement of Services will be within 2 weeks after the signing of contract agreement. In case it is found the work has not been taken up within two weeks from the date of signing of the contract, the Director General, Medical & Health Services at its sole discretion may cancel the contract and forfeit the performance security of the respective hospital.
The Service Provider is required to post his authorized representative at the site of the work all the time, who shall receive the instructions from the contract signing authority from time to time. All such instructions received by the authorized representative on behalf of the Service Provider shall be deemed to have been received by the Service Provider within the scope of this work order.
5. Monitoring, Evaluation and Reporting Any problem encountered on daily basis which means that services are not complying with the required standards shall be recorded as a comment in the format attached in Annexure III and reported to the cleaning staff or supervisor or authorized representative of service provider and the cleaning staff has to rectify the problem in accordance with the time frame mentioned below. Also if any patient send his/her complaint regarding cleanliness in the hospital through IVR or SMS service or written application , a notification shall be sent to the supervisor through his/her mobile and after taking necessary actions the supervisor has to notify back within the same time frame as mentioned below and the same shall be recorded for monitoring purposes: A time log book will be maintained at the office of contract signing authority and a copy of the same shall be maintained by the site supervisor of the Service provider.
Risk Category/ Time Frame for Corrective Action Functional Area
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Very High Risk Area within 15 minutes of reporting of problem to the service provider
High Risk Area within 15 minutes of reporting of problem to the service provider
Moderate Risk Area within 30 minutes of reporting of problem to the service provider
Low Risk Area within 1 hour of reporting of problem to the service provider
I. The designated hospital staff of respective functional area of the hospital
shall fill the weekly cleaning review sheet mentioned in Annexure IV by marking the response in a scale of 0-4 (whether the services are complying to the standards or not) against twenty key elements/criteria. The duly filled review sheet shall be signed by assigned hospital staff (by whom sheet will be filled), counter signed by the contract signing authority and the site supervisor or assigned personnel of service provider. All monitoring reporting formats and notifications should be filled on the Hospital MIS / Online monitoring Web portal, which has already been developed by DIRECTORATE OF MEDICAL & HEALTH SERVICES
II. The authorized representative assigned by the employer or contract
signing authority shall collect all the reports and notifications to data entry operator and payments shall be reimbursed according to that as mentioned in the clause 6.4, section VI.
III. An internal audit shall be conducted on random basis during each
quarter for all schedules by the authority assigned by the employer. The auditor shall decide the cleanliness based on the same format as Weekly Review Sheet of all Risk Zones and shall mark the response in a scale of 0-4 against twenty key elements/criteria (each form contains 80 marks). Internal audit report will be compared with the latest available score of Weekly Review Sheet filled by the hospital authority.
IV. A third party audit shall also be conducted on random basis after every six months to understand the community perception of cleaning services in the hospital, swab tests from very high and high risk functional areas and analysis of the records regarding Hospital Acquired Infections in the hospital and other essential evaluation parameters. The Swab tests will be facilitated to the third party by the employer and the cost of conducting swab tests will be borne by the employer. First swab tests for baseline report of level of infection of the hospital facility will be done by the employer before commencement of work of the Service Provider.
V. If the services not found satisfactory during Surprise visit by designated authority, a penalty upto limit of 10% of the calculated monthly payment shall be deducted on written adverse report by the Govt. official submitted to Hospital authority.
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Guidelines for Monitoring, Data Reporting and Payment for hospital authority
Data collection and cleanliness assessment (Matron / Nurse / others):
Contract signing authority (Dir/SIC/CMS) would designate Nodal Officer /
Hospital Manager / staff to monitor and assess cleanliness level of the facility on
daily and weekly basis, collect information in prescribed formats (explained in
subsequent points) and submit to the data entry staff after appropriate approvals /
Signatures.
Daily Response Sheet – staff should conduct daily round of hospital premise and
look for any cleanliness issues; these issues should be noted down in prescribed
format and share with private service provider for necessary corrective actions.
Staff should check if issues have been addressed within stipulated time frame. Staff
should get this sheet signed by Supervisor of the Service Provider on daily basis.
Patient feedback form to be filled by all the IPD patients on daily basis and at least
3% feedback from OPD patients – staff should explain the patient about the need of
feedback, and options provided in the form. Staff should not influence patient
response. Composite/summed up score (out of 20) of each feedback should be
mentioned at the end of the form before submitting it to data entry staff.
Weekly Cleaning Review Sheet – staff should fill the form at last day of every week
for all four risk areas and submit to data entry staff maximum by next day. Filled
form should also be signed by Supervisor of the service provider and Contract
Signing Authority (Director / SIC / CMS). It is important for the staff to clearly
understand all the 4 risk areas as defined in contract document so that correct data
is captured; this is critical information to facilitate right amount of payment to the
service provide (please refer to Cleaning Schedule from Section VIII. Performance
Specifications and Drawings for details on risk areas).
It is responsibility of Hospital Authority to fix a Patient Grievances/Suggestions
Drop box with ensuring availability of blank paper sheets specifically for Cleaning
and Gardening services of hospital in the main approachable area, where patients
can write their views / Grievances / suggestions etc.
Following two checklist (Cleaning Checklist & Gardening checklist) should be
displayed on whiteboard inside the hospital building and to be daily updated by
the Matron:
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Gardening Checklist
S.no. Specifications Gardening Frequency Date
1
Cutting & cleaning of jungles / unwanted Grasses / Shrubs/Weeds including harmful plants like Parthenium etc. of the entire uncovered land within the hospital complex. All weeds from buildings i.e roofs and walls are to be removed by Service Provider Monthly
2
Trimming & de-weeding is to be done in the entire area covered with grass. All trees, plants and hedges are to be properly maintained throughout the year. Fortnightly
3
Provision of plotted plants in front verandas of all wards and indoor gardening wherever applicable
Care of potted plants including
watering will be an on-going
activity
4
Development and maintenance of the garden/area/space specified by the appropriate authorities; with seasonal flowers and decorative plants with proper arrangement of gullies and channels with suitable spacing and landscaping.
Daily, Uploading of hospital
data on the web-portal cannot
be left to Housekeeping
agency.
Data entry / feeding (Computer Operators)
Contract signing authority would designate a data entry operator, who would be
responsible for feeding the gathered data in web portal (also in computer files for
data back up).
Patient Feedback Review score (for the entire week) and Weekly Cleaning Review
score of each week should be fed in the web portal latest before end of following
(next) week.
Data entry operator will be responsible to check alerts from the web portal and
inform contract-signing authority about issues for her/his action.
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Administration & payment process (CMS / Nodal person):
Overall responsibility of effective implementation of this activity remains with
contract signing authority (Director / SIC / CMS)
Considering significant work load of contract signing authority, she/he may
designate a nodal officer who would be responsible to facilitate admin as well as
payment related matters.
All the payment should be processed as per terms & conditions of the contract.
Formula for making payment based on service provider‟s monthly score should be
understood and followed carefully to avoid any audit issues in future. While
processing the payment on file, it should cross-checked if correct score and
payment amount is mentioned in web-portal as well.
Contract signing authority should also hear any grievance of service provider and
resolve issues amicably to the extent possible.
Escalation Matrix for Grievance Redressal:
Atleast one Progress Review Meeting should be held every month during the life
of the contract, minuted and a record kept alongwith a copy of the contract in each
hospital, where presence of Contract Signing Authority, Nodal Officer, Matron,
Hospital Manager of hospital, Contract Manager and Supervisor of Service
Provider will be mandatory. Date of meeting should be fixed prior a week with
consultation of Service Provider and Hospital Authority. Contract Signing
Authority to share the minutes of the Monthly Review Meeting within 7 to 10 days.
All disputes / issues of either party (Contract Signing Authority / Service
Provider) should be initially discussed & solved by mutual understanding.
If dispute(s) / issue(s) is / are not resolved within 15 days by mutual
understanding, the matter can be escalated to the Director General, Medical &
Health Services. A scan copy of such letter should also be uploaded in the
proposed web portal by either party through their login.
Still, if the dispute(s) / issue(s) is / are not resolved at the level of Director
General, Medical & Health Services the matter can be escalated to the proposed
Adjudicator as per agreement.
7. Dispute
o In the event of any dispute or difference arising between the parties relating or concerning to interpretation of the contract or any alleged breach thereof or any matter relating to this contract, the same shall be settled by the parties as far as possible by mutual discussions and consultation between themselves, whether the same has arisen during the subsistence of this contract or thereafter.
o In the event of any dispute of differences arising in connection with this contract whether during the subsistence of the contract or thereafter not
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being settled in aforesaid manner, an arbitrator shall be appointed by both parties together, whose decision shall be final and binding on both the parties. The proceeding before the arbitrator would be governed by the provision of the ARBITRATION AND CONCILIATION ACT, 1996.
o The Courts of Lucknow shall have exclusive jurisdiction in all matters arising out of this contract.
o No Party shall be allowed to be represented by lawyer during any investigation, enquiry appeal or and other proceeding at the Directorate of General, Medical & Health Services.
8. Stamp Duty
Stamp duty leviable on agreement to be executed between the employer and Service Provider shall be borne by the Service Provider.
9. Termination of the Agreement
After giving opportunity of being heard to the Service Provider, Directorate of Medical & Health Services may terminate/ cancel the agreement on the following grounds:
Breach of any or all terms and conditions of agreement. Non-performance or unsatisfactory performance of work as defined below:
Score (out of 100)
Percentage of Payment to be Reimbursed
Action based on Performance score
0-10 No payment Notice and no payment and warning in notice to score more than 60 marks in next month, failure to achieve 60 marks in next month, lead to termination of contract or any other action found fit to be taken by the competent authority
11-20 20% 20% payment, Notice and warning in notice to score more than 60 marks in next month, failure to achieve 60 marks in next month, lead to termination of contract or any other action found fit to be taken by the competent authority
21-40 40% 60% payment deduction, Notice to Service Provider, three such notices lead to termination of contract
41-60 60% 40% payment deduction, Warning letter by Hospital authority to Service Provider to improve performance in low scoring area
61-80 80% 20% payment deduction only
81-100 100%
The Director General, Medical & Health Services reserves the right to
terminate the contract without assigning any reason by giving a notice of
three months. The Service Provider will have to serve a notice of three
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months, if he wishes to terminate the contract, failing which his performance
security would be forfeited.
10. Renewal of the Contract
As per para 2 (IV & V) Section V, based on the Internal Audit and third party review, the renewal of the contract shall be done.
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Annexure – I General Service Specifications
1. Environment
Element Specification
All areas should be clean, tidy and well-maintained, be free of rust, with no blood or body substances, dust, dirt, debris and spillages and be uncluttered with only
Overall Appearance appropriate, cleanable, well-maintained furniture, fixtures and fittings used.
Fire exit and entrance doors are clear and unhindered. No inappropriate storage of goods or equipment in rooms and corridors The environment and equipment should be clean and free from offensive odours Areas should be adequately ventilated with ventilation units cleaned and serviced
Odour control Accordingly Any deodorisers (wall mounted) should be clean, functional and regularly checked, the use of deodorisers and aerosols should be avoided wherever possible
2. Patient Equipment - Direct Contact
Element Specification
Commodes, weighing Direct contact patient equipment, including all component parts, should be clean
scales, manual and well-maintained with no blood or body substances, rust, dust, dirt, debris and
handling equipment spillages.
Medical equipment including intravenous infusion pumps drip stands and pulse Oximeter
Direct contact patient equipment, including all component parts, should be clean and well-maintained with no blood or body substances, rust, dust, dirt, debris and spillages.
Direct contact patient equipment, including all component parts, should be clean
and well-maintained with no blood or body substances, rust, dust, dirt, debris and
Patient washbowls spillages.
Patient washbowls should be decontaminated appropriately between patients and
should be stored clean, dry and inverted.
Bedside oxygen and Direct contact patient equipment, including all component parts should be should
be clean and well-maintained with no blood or body substances, rust, dust, dirt,
suction connectors
debris and spillages.
Direct / Close contact patient equipment, including all component parts should be
should be clean and well-maintained with no blood or body substances, rust, dust,
Patient fans dirt, debris and spillages.
Fans not recommended in clinical areas, if used a documented cleaning schedule toinclude „blades‟ must be in place.
3. Patient equipment – Close contact
Element Specification
Close contact patient equipment, including all component parts should be Drugs trolley clean and well- maintained with no blood or body substances, rust, dust, dirt,
debris and spillages.
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4. Building - External and Internal Features
Element Specification
All entrance/exit areas (including fire exits) including all component parts should be clean and well-maintained with no blood or body substances, rust,
dust, dirt, debris and spillages.
Entrance/Exit
Entrance matting and mat well if present, should be clean and in good repair
Internal signage should be clean, updated, well maintained and laminated to
enable cleaning.
Stairs (internal and external)
Stairs, steps and lifts, internal and external, including all component parts, should be clean and well-maintained with no blood or body substances, rust, dust, dirt, debris and spillages.
External stairs and steps where appropriate should be salted during the winter
months.
All external areas including grounds, gardens, footpaths, ramps and car parks
should be clean and well-maintained.
External areas Waste bins should be clean, in good repair, covered as appropriate
All signage should be clean, updated, well maintained and laminated to enable
cleaning and should be secured accordingly with due regard for surfaces.
5.
Fixed Assets
Element Specification
Switches, sockets and data points
All wall fixtures such as switches, sockets or data points should be clean with no blood or body substances, rust, dust, dirt, debris and spillages.
Walls All wall surfaces (including skirting) should be clean and well-maintained with no blood or body substances, rust, dust, dirt, debris and spillages.
Ceiling All ceiling surfaces/tiles should be clean and well-maintained with no blood or
body substances, dust, dirt, debris and spillages.
All doors Doors including all component parts should be clean and well-maintained with no blood or body substances, rust, dust, dirt, debris and spillages.
All internal glass and
glazing, including All internal glass should be clean and well-maintained with no blood or body
Partitions substances, dust, dirt, debris and spillages.
All external glass and All external glass should be clean and well-maintained with no blood or body
Glazing substances, dust, dirt, debris and spillages.
Mirrors All mirrors should clean and well-maintained with no blood or body substances, dust, dirt, debris and spillages.
Bedside patient TV TV‟s/radio‟s and controls, including all component parts should be clean with no blood or body substances, rust, dust, dirt, debris and spillages
Ventilation grilles Ventilation units, including all component parts, should be clean
extract and inlets with no blood or body substances, rust, dust, dirt, debris and spillages.
6. Hard Floors
Element Specification
Floor – polished The complete floor should be clean and well-maintained with no blood or body
substances, dust, dirt, debris and spillages.
Floor – non slip The complete floor should be clean and well-maintained with no blood or body
substances, dust, dirt, debris and spillages.
74
7. Fixtures - Electrical Fixtures and Appliances
Element Specification
Electrical items e.g. Electrical items, including all component parts should be should be clean
and well-maintained with no blood or body substances, rust, dust, dirt, debris
overhead lights.
and spillages.
8. Furnishings, fixtures and fittings
Element Specifications
Chairs All surfaces should be clean and well-maintained with no blood or body
substances, rust, dust, dirt, debris and spillages.
Beds / Trolleys / All surfaces should be clean and well-maintained with no blood or body
Mattresses substances, rust, dust, dirt, debris and spillages.
Lockers/wardrobes/d All surfaces should be clean and well-maintained with no blood or body
Rawers substances, rust, dust, dirt, debris and spillages.
Tables / Bed tables All surfaces should be clean and well-maintained with no blood or body
Element Specifications
substances, rust, dust, dirt, debris and spillages.
Dispensers, holders, wall brackets including all component parts should be clean
All dispensers and and well-maintained with no blood or body substances, dust, dirt, debris and
Spillages
Holders
Dispensers should be free of product build-up around the nozzle.
Containers should be replaced when empty; containers that facilitate topping-
up should not be used, to avoid splashes on surfaces splash-backs should be
provided.
The waste receptacle including all component parts should be clean and well-
Waste receptacles &
maintained with no blood or body substances, rust, dust, dirt, debris and spillages.
Bins should be emptied as appropriate, with fresh polythene bags fitted in. Bags
Bins
should be removed and labelled/tagged when no more than ¾ full and stored
appropriately in a secure location.
Curtains (window and Curtains, blinds, and associated fittings and attachments should be clean and well-
cubicle) and blinds maintained, with no blood or body substances, rust, dust, dirt, debris and spillages.
9. Kitchen fixtures and appliances
Element Specification
Fridge and/or freezer The fridge and/or freezer should be clean and well-maintained with no blood or
body substances, rust, dust, dirt, debris and spillages.
Kitchen cupboards and shelving, including all component parts should be clean
Kitchen cupboards and well-maintained, with no blood or body substances, rust, dust, dirt, debris and
spillages.
10. Toilets, sinks, hand-wash basins and bathroom fixtures
Element Specification
Bathroom/Wash Hand Bathroom and Wash Hand Basins should be clean and well-maintained with no
blood or body substances, rust, dust, dirt, debris and spillages.
Basins.
All bathroom fittings including component parts, and all associated fittings, e.g.
tiles, taps, dispensers, toilet brushes etc. should be clean and well-maintained with
no blood or body substances, rust, dust, dirt, debris and spillages, and polished
Accordingly
75
Toilets / Urinals / Toilets, slop hoppers, bidets, urinals etc. should be clean and well-maintained
with no blood or body substances, rust, dust, dirt, debris and spillages.
Bidets / Slop Hoppers
All bathroom fittings including component parts, and all associated fittings, e.g.
/ Sluices etc.
tiles, taps, dispensers, toilet brushes etc. should be clean and well-maintained with
no blood or body substances, rust, dust, dirt, debris and spillages, and polished
Accordingly
Sanitary
accommodation & All sanitary accommodation and sanitary ware should be clean and well-
Sanitary ware-overall maintained with no blood or body substances, rust, dust, dirt, debris and
Appearance spillages.
11. Administrative Areas
Computers / Telephones, computers, fax machines and associated office equipment, including all
Telephones / Office component parts should be clean and well-maintained with no blood or body
Equipment substances, rust, dust, dirt, debris and spillages.
Dirty Utility / Sluice Dirty utility and sluice rooms including all sanitary ware should be clean and well-
Room maintained with no blood or body substances, rust, dust, dirt, debris and spillages.
Annexure – II
Services Specific Specifications
1.
Element Requirement
Fire-exits and stairwells, landings, ramps, stairwells, fire exits, steps, entrances, porches,
patios, balconies, eaves, external light fittings are: free of dust, grit, dirt, chewing gum,
leaves, cobwebs, rubbish, graffiti, cigarette butts and bird excreta
Handrails are clean and free of stains
External Garden furniture is clean and operational
Cleaning flood water drains and water pipes
Features
Proper cleaning of roof top of entire building within the campus of the hospital
Keep stray animals away from the hospital and removal of any dead animal body from
the hospital campus.
Cleaning of choked drains and main hole lines connected to main drains and sewer lines.
Keep check on all kind of mosquitoes and pests
Internal and external walls and ceilings are free of dust, grit, lint, soil, film, graffiti and
Walls, cobwebs.
Skirting Walls and ceilings are free of marks caused by furniture, equipment or hospital users
and Light switches are free of fingerprints, scuffs and any other marks
Ceilings Light fittings are free of dust, grit, lint and cobwebs
Polished surfaces are of a uniform luster
External and internal surfaces of glass are clear of all streaks, chewing gum, spots and
Windows marks, including fingerprints and smudges
Window frames, tracks and ledges are clear and free of dust, grit, marks and spots
Internal and external doors and doorframes are free of dust, grit, lint, chewing gum, soil,
film, fingerprints and cobwebs
Doors and doorframes are free of marks caused by furniture, equipment or staff
Doors Air vents, grilles and other ventilation outlets are kept unblocked and free of dust, grit,
soil, film, cobwebs, scuffs and any other marks
Door tracks and door jambs are free of grit and other debris
Polished surfaces are of a uniform luster
Free of dust, grit, litter, chewing gum, marks and spots,
Water or other liquids
76
The floor is free of polish or other build-up at the edges and corners, or in traffic lanes
The floor is free of spots, scuffs or scratches on traffic lanes, around furniture and at pivotPoints
Hard floors Inaccessible areas (edges, corners, around furniture) are free of dust, grit, lint and spots
Polished or buffed floors are of a uniform luster
Appropriate signage and precautions are taken regarding pedestrian safety on newly cleaned or wet floors
Dust control mats are free from ingrained dust, dirt, stains, and the edges and reverse sideare free from dust and dirt
Ducts, All ventilation outlets are kept unblocked and free of dust, grit, chewing gum, soil, film,
grilles and cobwebs, scuffs and any other marks
Vents All ventilation units are kept clear and uncluttered following cleaning
2.
Element Requirement
Electrical Are free of grease, dirt, dust, deposits, marks, stains and cobwebs
Fixtures Electrical fixtures and appliances are kept free from signs of use or non-use
Element Requirement
And Hygiene Standards are satisfied where the fixture or appliance is used in food
appliances Preparation
Motor vents, etc., are clean and free of dust and lint.
Drinking fountains are clean and free of stains, mineral build-up and litter
Insect-killing devices are free of dead insects, and are clean and functional
Free of spots, soil, film, dust, fingerprints and spillage Soft furnishings are free from
stains, soil, film and dust Furniture legs, wheels and castors are free from mop strings,
soil, film, dust and cobwebs
Inaccessible areas (edges, corners, folds and crevices) are free of dust, grit, lint and spots
All high surfaces are free from dust and cobwebs.
Curtains, blinds and drapes are free from stains, dust, cobwebs, lint and signs of use
or non-use, cords shall be clean and knot free
Equipment is free of tapes/plastic, etc., which may compromise cleaning
Furnishings Furniture has no unpleasant or distasteful odour
Shelves, bench tops, cupboards and wardrobes/lockers are clean inside and out and free
And
of dust, litter
Fixtures
Internal plants are free of dust and litter
Waste/rubbish bins or containers are clean inside and out, free of stains and
mechanically intact
Fire extinguishers and fire alarms are free of dust, grit, dirt and cobwebs, and
mechanically intact
All decorative plants are free of dust and debris
Kitchen Free of grease, dirt, dust, deposits, marks, stains and cobwebs
Fixtures Electrical and cooking fixtures and appliances are kept free from signs of use or non-use
And Motor vents, etc., are clean and free of dust and lint
Appliances Refrigerators/freezers are clean and free of ice build-up
Porcelain, cubicle rails and plastic surfaces are free from smudges, smears, body fluids,
soap build-up and mineral deposits
Metal surfaces and mirrors are free from streaks, soil, smudges, soap build-up and oxide
Deposits
Wall tiles and wall fixtures (including soap dispensers and towel holders) are free of dust,
77
grit, smudges/streaks, mould, soap build-up and mineral deposits
Toilets and Shower curtains and bath mats are free from stains, smudges, smears, odours, mould and
body fluids
Bathroom
Plumbing fixtures are free of smudges, dust, soap build-up and mineral deposits
Bathroom fixtures are free from unpleasant or distasteful odour with polished surfaces of
a uniform luster
Sanitary disposal units are clean and functional
Provision of wall mounted liquid soap near wash basins in all toilets/bathrooms
Sweeping and cleaning of service ducts and all drainage pipes including those of toilets 3. Patient Equipment Element Requirement
Equipment is free from soil, smudges, dust, fingerprints, grease and spillages
Patient Equipment is free of tapes/plastic, etc., which may compromise cleaning
Equipment legs, wheels and castors are free from mop strings, soil, film, dust and
Equipment
Cobwebs
Equipment has no unpleasant or unpleasant odour
4. Environment Element Requirement
The area appears tidy and uncluttered
Overall Floor space is clear, only occupied by furniture and fittings designed to sit on the
Floor
Appearance
Furniture is maintained in a fashion which allows for cleaning
Fire access and exit doors are left clear and unhindered
Odour The area smells fresh
There is no unpleasant or distasteful odour
Control
Room deodorizers are clean and functional
78
Annexure – III
Daily Response Sheet
Name of the Designated Name & Contact
Authority no. of Supervisor
Department/Area Functional Risk
Category9
Date & Time
Date and time of
appropriate action
of reporting
Action
taken and reported
Problem Identified problem to Action Taken
Required back to the
the cleaning
designated hospital
Staff
authorities
Date
Signature Contract Signing Authority
Signature Signature
Designated Hospital Staff
Supervisor/Authorized Personnel of Service
Provider
9 Very High Risk Areas/High Risk Areas/Moderate Risk Areas/Low Risk Areas
79
Annexure – IV Weekly Cleaning Review Sheet
Name of the Designated Hospital Staff Date
Functional Risk Category Very High Risk Area
S.No. Elements
Complies Totally
Complies Mainly
Complies Partially
Mostly doesn't comply
Doesn't comply at all
Scale ------> 4 3 2 1 0
1 Entrance / Exit
2 Stairs and Ramp Area
3 Walls & Ceiling
4 Toilets / Urinals / Washbasins
5 Floor& Furniture
6 Dress / I.D. / Hygiene / Health condition of Staff
7 Beds/Trolley/Mattresses
8 Fans, Switches, sockets
9 Glass and Mirrors
10 External Areas
11 Patient Equipment
12 Fumigation Frequency
13 Waste Receptacles / Bins
14 Ducts/Grills/Vents/Pipes
15 Availability of Staff (Supervisor / Sanitary Staff)
16 Staff Behavior
17 Quantity &Quality of material / consumables
18 Frequency of mechanized cleaning
19 Timely corrective action
20 Rodent Control
Date
Signature
Contract Signing Authority
Signature
Signature
Designated Hospital Staff Supervisor / Authorized Personnel of Service Provider
80
Weekly Cleaning Review Sheet
Name of the Designated Hospital Staff Date
Functional Risk Category High Risk Area
S.No. Elements
Complies Totally
Complies Mainly
Complies Partially
Mostly doesn't comply
Doesn't comply at all
Scale ------> 4 3 2 1 0
1 Entrance / Exit
2 Stairs and Ramp Area
3 Walls & Ceiling
4 Toilets / Urinals / Washbasins
5 Floor& Furniture
6 Dress / I.D. / Hygiene / Health condition of Staff
7 Beds/Trolley/Mattresses
8 Fans, Switches, sockets
9 Glass and Mirrors
10 External Areas
11 Patient Equipment
12 Spillage Control in Wards
13 Waste Receptacles / Bins
14 Ducts/Grills/Vents/Pipes
15 Availability of Staff (Supervisor / Sanitary Staff)
16 Staff Behaviour
17 Quantity & Quality of material / consumables
18 Frequency of mechanized cleaning
19 Timely corrective action
20 Rodent Control
Date
Signature
Contract Signing Authority
Signature
Signature
Designated Hospital Staff Supervisor/Authorized Personnel of Service Provider
81
Weekly Cleaning Review Sheet
Name of the Designated Hospital Staff Date
Functional Risk Category Moderate Risk Area
S.No. Elements
Complies Totally
Complies Mainly
Complies Partially
Mostly doesn't comply
Doesn't comply at all
Scale ------> 4 3 2 1 0
1 Entrance / Exit
2 Stairs and Ramp Area
3 Walls & Ceiling
4 Toilets / Urinals / Washbasins
5 Floor& Furniture
6 Dress / I.D. / Hygiene / Health condition of Staff
7 Beds/Trolley/Mattresses
8 Fans, Switches, sockets
9 Glass and Mirrors
10 External Areas
11 Patient Equipment
12 Computer/Telephones/Office Equipments
13 Waste Receptacles / Bins
14 Ducts/Grills/Vents/Pipes
15 Maintenance of Garden / Potted Plants
16 Availability of Staff (Supervisor / Sanitary Staff / Gardener)
17 Quantity & Quality of material / consumables
18 Frequency of mechanized cleaning
19 Timely corrective action
20 Rodent Control
Date
Signature
Contract Signing Authority
Signature
Signature
Designated Hospital Staff Supervisor / Authorized Personnel of Service Provider
82
Weekly Cleaning Review Sheet
Name of the Designated Hospital Staff Date
Functional Risk Category Low Risk Area
S.No. Elements
Complies Totally
Complies Mainly
Complies Partially
Mostly doesn't comply
Doesn't comply at all
Scale ---------------------> 4 3 2 1 0
1 Entrance / Exit
2 Stairs and Ramp Area
3 Walls & Ceiling
4 Toilets / Urinals / Washbasins
5 Floor& Furniture
6 Dress / I.D. / Hygiene / Health condition of Staff
7 Beds/Trolley/Mattresses
8 Fans, Switches, sockets
9 Glass and Mirrors
10 External Areas
11 Patient Equipment
12 Computer/Telephones/Office Equipments
13 Waste Receptacles / Bins
14 Ducts/Grills/Vents/Pipes
15 Maintenance of Garden / Potted plants
16 Availability of Staff (Supervisor / Sanitary Staff / Gardener)
17 Quantity & Quality of material / consumables
18 Frequency of mechanized cleaning
19 Timely corrective action
20 Rodent Control
Date
Signature
Contract Signing Authority
Signature
Signature
Designated Hospital Staff Supervisor / Authorized Personnel of Service Provider
83
Annexure – VI
84
Template – Performance Measurement – Payment Reimbursement Name of the Designated Hospital Staff
Date
Functional Risk Category High Risk Area
S.No. Elements
Complies
Totally
Complies
Mainly
Complies
Partially
Mostly
doesn't
comply
Doesn't
comply at
all
Scale ------> 4 3 2 1 0
1 Entrance / Exit 4
2 Stairs and Ramp Area 3
3 Walls & Ceiling 2
4 Toilets / Urinals / Washbasins 4
5 Floor& Furniture 2
6
Dress / I.D. / Hygiene / Health
condition of Staff
3
7 Beds/Trolley/Mattresses 0
8 Fans, Switches, sockets 2
9 Glass and Mirrors 3
10 External Areas 2
11 Patient Equipment 4
12 Spillage Control in Wards
2
13 Waste Receptacles / Bins 3
14 Ducts/Grills/Vents/Pipes 3
15
Availability of Staff (Supervisor /
Sanitary Staff)
1
16 Staff Behavior
1
17 Quality of material / consumables
2
18 Frequency of mechanized cleaning 3
19 Timely corrective action
0
20 Rodent Control
2
Each area shall be scored done in abovementioned manner. Either the marks or tick marks can be indicated in the boxes. For every week, the total for each area will be calculated. E.g.
Functional Risk Areas
Total Score
(Out of 80) Time Period
VHRA (80)
HRA (80)
MRA (80)
LRA (80)
Very High Risk Area (VHRA) 30 Week 1 70 65 80 75
High Risk Area (HRA) 25 Week 2 65 70 60 55
Moderate Risk Area (MRA) 35 Week 3 75 40 40 75
Low Risk Area (LRA) 40 Week 4 55 70 60 70
Sub Total 265 245 240 275
Weightage % 50% 25% 15% 10%
Weighted Score 132.5 61.25 36 27.5
Total Weighted Score (Out of 320) 257.25
Average Cumulative weighted score (Out of 80) 64.31
85
The average cumulative weighted score based on weekly review sheet is 64.31 out of total 80, Whereas on the other hand, as per patient feedback review sheet (Annexure V), the average cumulated score will be computed as follows: Z = {(a/x) + (b/y)}/2 Where, Z – Average Cumulative score of IPD and OPD patient‟s response out of total 20 scores. a – Total score of all IPD patients‟ response on feedback sheet in a month x – Total number of IPD patients in a month
b – Total score of all OPD patients‟ response on feedback sheet in a month y – Total number of OPD patients‟ feedback taken in a month So, the patient feedback review sheet average cumulative score and final score will be out of 20 scores. The final score shall be calculated by adding both final average weighted
cumulative scores of weekly monitoring sheet (out of 80 marks)and patient
feedback review sheet (out of 20 marks)and as per GC clause 6.4 in section VI;
the payments shall be released based on the final score pertaining to a particular
scoring range as following:
Score (out of 100) Percentage of Payment to be Reimbursed 0-10 No payment
11-20 20%
21-40 40%
41-60 60%
61-80 80%
81-100 100%
86
Annexure – VII
Indicative Equipment, Tools, and Consumables Required for Mechanized Cleaning and Gardening
S.No Name of Equipment for Mechanised Cleaning
21 Toilet Brush
1 Vaccum Cleaners Wet and Dry 22 Hard stain and grease cleaner
2 Floor cleaning and polishing cum Floor scrubbing machine
23 Bamboo Stick for Hard Broom
3 Window glass cleaning kit 24 Mop Wet & Dry
4 High pressure Jet cleaner 25 Tall Brush
5 Two bucket system device 26 Garbage Bag (Black for general waste)
6 Lawn Mover (if garden available) 27 Table Duster
7 Caddy Basket 28 Liquid Soap
8 Any other equipment required as per need
29 Feather Brush
S.No Cleaning Tools & Consumables 30 Face Mask
1 Wheelbarrow for Garbage (open and
close both) 31
Room Freshener
2 Telescopic Rod - adjustable uptoatleast 30 Ft for Cob Web Cleaning with cob web brush
32 Toilet Bowl Cleaner
3 Wiper Heavy Duty 33 Detergent Powder
4 Dust Control Set
34 Alcohols ( 60-90% ethyl or isopropyl
alcohol )as mentioned in table below
5 Bucket 35 Chlorine
6 Mug 36 o Sodium hypochlorite (‘bleach’)
7 Spray Bottle 37 o Calcium hypochlorite
8 Plastic Dust Pan 38 Phenolics
9 Dust Bin Big and Small
39 Quaternary Ammonium Compounds
(„QUATs‟)
10 Safety Goggle 40 Iodophors
11 Odour remover cake 41 Hydrogen Peroxides
12 Urinal Cubes S.No Gardening Tools & Consumables
13 Rubber Gloves 1 Lawn Mower
14 Naphthalene Ball 2 Hand Trowel and Hand Shovel
15 Plastic Juna 3 Gardening Scissors
16 Broom Stick 4 Insecticides & Pesticides
17 Broom Phool 5 Manure
18 Floor Duster 6 Watering pipes
19 Table Duster S.No Rodent Control
20 Hand scrubber 1 Rat Catcher
87
Use of Hospital-grade Disinfectants and Sporicides
Process Option Uses/Comments
Alcohols (70-95%)
* External surfaces of some equipment (e.g., stethoscopes)
* Noncritical equipment used for home health care
* Disinfection is achieved after 10 minutes of contact.
* Observe fire code restrictions for storage of alcohol.
Chlorines (e.g., sodium
hypochlorite or bleach)
* Hydrotherapy tanks, exterior surfaces of dialysis equipment,
cardiopulmonary training mannequin, environmental surfaces (use
0.1% for surface cleaning and soaking of items)
* Noncritical equipment used for home health care
* Blood spills (use 0.05% sodium hypochlorite for a minor blood
spill and 0.5% for a major blood spill)
Phenolics
* Floors, walls and furnishings
* Hard surfaces and equipment that do not touch mucous
membranes (e.g., IV poles, wheelchairs, beds, call bells)
* DO NOT use phenolics in nurseries
Quaternary ammonium
compounds (QUATs)
* Floors, walls and furnishings
* Blood spills prior to disinfection
Iodophors (Non-antiseptic
formulations)
* Hydrotherapy tanks
* Thermometers
* Hard surfaces and equipment that do not touch mucous
membranes (e.g., IV poles, wheelchairs, beds, call bells)
* DO NOT use antiseptic iodophors as hard surface disinfectants
Hydrogen peroxide
enhanced action
formulation (HP- EAF)
0.5% (7% solution diluted
1:16)
* Isolation room surfaces
* Clinic and procedure room surfaces
* Low-level disinfection is achieved after 5 minutes of contact at
20°C
* Monitoring not required, however test kits are available from
the manufacturer
Hydrogen peroxide
enhanced action
formulation (HP- EAF)
4.5%
* Disinfection of toilet bowls, sinks, basins and commodes in
washrooms of C.difficile patients
* Following cleaning, sterility is achieved with a 4.5% solution
after 10 minutes of contact.
* Do not use on medical devices or equipment or as a general
environmental surface cleaner or disinfectant.
Hydrogen peroxide 3%
(Non-antiseptic
formulations)
* Noncritical equipment used for home health care
* Floors, walls, furnishings
* Disinfection is achieved with a 3% solution after 30 minutes of
contact.
Service provider should have in its possession the above mentioned indicative
equipments, tools and consumables required for Mechanised Cleaning &
Gardening and hospital authority shall provide space to store them.
88
89
Annexure-VIII Cost break up
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
1 District Combined Hospital- Shikohabad
6044.92 1500.00 100
District Hospital (Female)-Firozabad 4986.39 365.50 100
District Hospital (Female)-Mainpuri 42878.00 14379.00 30
District Hospital (Male)-Mathura 23495.00 2400.00 118
District Hospital (Female)-Mathura 22625.00 100.00 87
Malkahn Singh District Hospital (Male)-Aligarh
13508.32 526.00 334
M.L.G. Government Hospital (Female)-Aligarh 1970.00 100.00 110
District Hospital (Male)-Etah 6719.86 100.00 117
District Hospital (Female)-Etah 1872.91 100.00 34
Bagla Civil Hospital-Mahamayanagar 35800.00 3620.00 76
Sindhari Female Hospital-Mahamayanagar 19939.02 914.63 30
90
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
M.DH. T.B. Hospital-Mahamayanagar
10885.00 4916.45 30
District Combined Hospital-Kasganj 2198.00 100.00 30
Total of Schedule
2 Government T.B. Hospital-Allahabad 64702.00 10529.82 152
Moti Lal Nehru Hospital-Allahabad 7386.77 130.00 166
M.D.I. Eye Hospital-Allahabad 7015.00 252.00 88
District Hospital (Female)-Fatehpur 7779.00 300.00 162
District Combined Hospital-Kaushambi 3680.00 500.00 100
District Hospital (Male)-Pratapgarh 15650.00 305.00 190
District Hospital (Female)-Pratapgarh 6277.05 100.00 62
District Hospital (Female)-Banda 2904.34 400.00 34
District Hospital, Karvi, Chitrakoot 8579.53 100.00 100
District Hospital (Female)-Hamirpur 4925.46 123.25 30
District Combined Hospital-Mahoba 8500.00 100.00 70
District Hospital 1465.84 100.00 30
91
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
(Female)-Mahoba
District Hospital (Female)-Mirzapur 65555.00 1850.00 62
Maharaja Chetsingh Hospital, Gyanpur, Sant Ravidas Nagar 4000.00 400.00 100
M.B.S. Hospital, Bhadohi 4991.00 1000.00 30
District Combined Hospital-Sonbhadra 5999.00 1000.00 100
Total of Schedule
3 District Hospital (Male)-Ballia 14577.00 1080.00 176
District Hospital (Female)-Ballia 3639.51 100.00 65
District Combined Hospital-Mau 7202.00 1302.00 70
District Hospital (Female)-Mau 1496.00 100.00 30
Combined Hospital-Chatrapati Sahuji Maharajnagar 1200.00 100.00 100
District Hospital (Male)-Barabanki 13235.00 2500.00 140
District Hospital (Female)-Barabanki 3865.00 100.00 63
District Hospital (Female)-Faizabad 4893.52 147.47 168
92
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
District Hospital (Female)-Sultanpur 3775.73 100.00 82
Total of Schedule
4 District Hospital (Female)-Bareilly 3442.63 287.00 114
Mental Hospital, Bareilly 12855.00 1220.00 300
District Hospital (Female)-Badaun 5789.82 369.65 114
District Hospital (Male)-Piliphit 22615.00 4550.00 130
District Hospital (Female)-Piliphit 16732.00 1325.00 70
District Hospital (Male)-Shahjahanpur 19814.35 1000.00 204
District Hospital (Female)-Shahjahanpur 13653.00 650.00 100
Total of Schedule
5 District Hospital (Male)-Basti 16138.53 570.00 300
V.R.T. Kuwari Female Hospital-Basti 20236.88 100.00 125
District T.B. Hospital-Basti 2593.00 3040.00 108
District Combined Hospital-Santkabirnagar 12934.01 2165.00 30
93
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
District Combined Hospital-Sidharthnagar
44489.00 3500.00 64
District Hospital (Female)-Bahraich 2797.00 1400.00 92
District Memorial Hospital-Balrampur 6465.00 1200.00 112
District Hospital (Female)-Balrampur 9740.00 1000.00 30
District Combined Hospital-Balrampur 11320.00 450.00 100
District Hospital (Female)-Gonda 4000.00 360.00 134
Combined Hospital-Shrawasti 21612.50 2000.00 100
District Hospital (Male)-Deoria 13301.00 24125.00 230
District Hospital (Female)-Deoria 8566.00 3228.00 94
District Hospital (Female)-Gorakhpur 7124.45 137.40 200
District Combined Hospital-Maharajganj 12156.00 16208.00 100
Total of Schedule
6 District Hospital (Male)-Jalaun (Orai) 14814.00 110.00 183
District Hospital (Female)-Jalaun (Orai) 2749.00 500.00 60
94
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
District Hospital (Female)-Jhansi 798.00 100.00 47
Manyawar Kanshiram Combined Hospital-Lalitpur 21905.18 1360.00 140
District Hospital (Female)-Lalitpur 6107.00 2099.00 60
Combined Hospital-Auraiyya 3000.00 100.00 50
District Hospital-Auraiyya 23200.00 16080.00 100
Dr. B. R. Ambedekar Hospital (Female)-Etawah 1672.25 111.50 43
T.B. Hospital-Etawah 23000.00 22000.00 60
Dr. Ram Manohar Lohia (Male) Hospital-Farrukhabad 26179.58 140.00 200
District (Female) Hospital-Farrukhabad 13702.38 250.65 100
District Combined Hospital, Akbarpur-Kanpur Dehat 7083.79 3117.00 70
District (Female) Hospital-Kanpur Dehat
3322.05 431.00 30
Kanshiram Combined Hospital, Ramadevi, Kanpur 7703.58 100.00 70
95
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
District Combined Hospital, Chhibramau-Kannauj 7325.00 2000.00 100
Total of Schedule
7 District Hospital (Male)-Hardoi 2325.00 100.00 210
District Hospital (Male)-Lakhimpur Khiri 8360.75 50.00 167
District Hospital (Female)-Lakhimpur Khiri 3535.75 1261.00 52
Dr. Ram Manohar Lohia Combined Hospital-Lucknow 33312.00 300.00 481
B.R.D. Combined Hospital, Mahanagar, Lucknow 111.40 100.00 60
T.B. Hospital, Thakurganj-Lucknow 8940.00 1500.00 175
Ram Sagar Mishra Combined Hospital, BKT-Lucknow 3038.00 1500.00 100
District Hospital (Male)-Raibareilly 30110.00 1220.00 266
District Hospital (Male)-Sitapur 10763.00 320.00 213
District Hospital (Female)-Sitapur 1420.00 140.00 132
96
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
Umashankar Dixit District Hospital-Unnao
12143.54 670.00 110
Total of Schedule
8 Combined Hospital-Bagpat 3300.00 1600.00 30
Combined Hospital-Sikandrabad 11427.00 1200.00 50
K.M.C. Female Hospital-Bulandshahar 22878.00 1000.00 100
S.S.M.J. Combined Hospital-Khurja, Bulandshahar 14255.00 3000.00 68
Babu B.D. Gupta District Hospital-Bulandshahar 41136.60 2000.00 177
MMG Female Hospital-Ghaziabad 1987.00 150.00 68
Combined Hospital, Sanjaynagar-Ghaziabad
11157.00 1550.00 100
District Combined Hospital-Amroha 12002.25 3000.00 100
District Combined Hospital-Bijnor 7216.35 1685.00 169
District Hospital (Female)-Bijnor 3255.00 844.00 75
District Hospital (Female)-Moradabad 5546.40 1205.90 92
97
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
District Hospital (Female)-Rampur 4129.28 100.00 50
Combined Hospital-Sambhal 10294.00 5200.00 100
District Hospital (Male)-Muzaffarnagar 8468.18 582.00 172
T.B. Sanotorium-Saharanpur 5150.00 2500.00 60
Total of Schedule
9
Pt. K.P. Tripathi Combined Hospital-Chandauli 11287.50 500.00 100
Combined Hospital, Chakia, Chandauli 5982.00 425.00 100
District Hospital (Male)-Ghazipur 2792.76 100.00 150
District Hospital (Female)-Ghazipur 5061.00 100.00 150
District Hospital (Female)-Jaunpur 1653.00 100.00 110
T.B. Hospital-Jaunpur 902.25 330.00 48
Lal Bahadur Shahtri Hospital. Ramnagar, Varanasi 29049.00 186.00 153
Mental Hospital-Varanasi 64245.00 45265.00 331
98
Sch
ed
ule
Ho
spit
al
Cle
an
ing
Are
a (
Sq
mt.
)
Ga
rde
nin
g A
rea
(Sq
mt.
)
To
tal
no
of
Be
ds
in H
osp
ita
l
Cle
an
ing
Ma
np
ow
er
/sh
ift
(8h
rs)
To
tal
Co
st o
f C
lea
nin
g m
an
po
wer
/
ye
ar
Co
st o
f C
lea
nin
g e
qu
ipm
en
t /
Co
nsu
ma
ble
s p
er
yea
r
Pro
fit
%
To
tal
(A)
Ga
rde
nin
g m
an
po
we
r /s
hif
t (8
hrs
)
To
tal
Co
st o
f G
ard
en
ing
ma
np
ow
er
/ y
ear
Co
st o
f G
ard
en
ing
eq
uip
me
nt
/
Co
nsu
ma
ble
s p
er
yea
r
Oth
er
Co
sts(
lik
e S
up
erv
iso
r co
st
etc
, if
any
)
Pro
fit
%
To
tal
(B)
Gra
nd
To
tal
(A+
B)
District Hospital (Female)-Varanasi 21395.00 100.00 210
Total of Schedule
Minimum manpower deployment indicator:
Taking example of 100 bedded hospital for manpower ratio as below: Morning Shift (6:00 AM to 2:00 PM) - 1:10 (10 manpower) Evening Shift (2:00 PM to 10:00 PM) - 0.6:10 (6 manpower) Night Shift (10:00 PM to 6:00 AM) - 0.4:10 (4 manpower)
One supervisor over 15 sanitary staff
Note: Profit margin as quoted by the bidder after taxes should not be on the negative side
99
Annexure –IX
General principles while using a hospital disinfectant
Hospital-grade disinfectants as mentioned below:
Alcohols o 60-90% ethyl or isopropyl alcohol
Chlorine o Sodium hypochlorite („bleach‟) o Calcium hypochlorite
Phenolics Quaternary Ammonium Compounds („QUATs‟) Iodophors Hydrogen Peroxides ICD D125
A General principles while using a hospital disinfectant: It is most important that an item or surface be free from visible soil
and other items that might interfere with the action of the disinfectant, such as adhesive products, before a disinfectant is applied, or the disinfectant will not work.
A hospital-grade disinfectant may be used for equipment that only touches intact skin.
It is important that the disinfectant be used according to the manufacturer‟s instructions for dilution and contact time.
Minimize the contamination levels of the disinfectant solution and equipment used for cleaning. This can be achieved by ensuring proper dilution of the disinfectant, frequently changing the disinfectant solution and by not dipping a soiled cloth into the disinfectant solution (i.e., no „double-dipping‟).
Personal protective equipment must be worn appropriate to the product(s) used.
There should be a quality monitoring system in place to ensure the efficacy of the disinfectant over time (e.g., frequent testing of product).
Annexure – X
100
Cleaning Schedule All functional areas in the hospital have been assigned one of four risk areas based on below mentioned criteria:
The risk of infection to patients. Occupational health and safety risk to staff and visitors Aesthetics e.g. reception areas, grounds Value for money
The risk category shall determine cleaning frequencies as mentioned below under the cleaning schedule:
Category Status Functional Areas included
ICU/CCU/NICU/PICU/ICCU
Special Baby Care Unit
Operating Theatres/Endoscopy/Labour room
1 Very High Risk Renal Dialysis Unit
High risk patient Wards or Area
Immuno-Compromised patient Wards or Area
Special needs areas
CSSD
2 High Risk Emergency
Isolation Rooms
Wards – Maternity & Surgical
Wards – All other ward types
Day Activity Area (non-invasive)
Catering Facilities (includes all kitchens)
Rehabilitation Area
General Pharmacy
Laboratories, including Pathology
3 Moderate Risk Mortuary
Radiology & Medical Imaging
OPD, including Treatment Rooms & Clinical Consult
Rooms
Public thoroughfares
Physiotherapy
Occupational Therapy
Main Stairwells
Administrative areas
4 Low Risk Non-sterile supply areas
Record storage and archives
Engineering workshops
External surrounds
Central Stores
Library
Meeting Rooms
Staff Change facilities Each sanitation worker will be required to perform his duty in the assigned work
area with following minimum frequency of cleaning19 against each element‟s
101
Service Standards and Requirements mentioned in Annexure „I‟ and „II‟.
S.No. Element Very High
High Risk
Moderate Low Risk
Risk Risk
1 Overall
n/a n/a n/a n/a
Appearance
2
Odour Control n/a n/a n/a n/a
Commodes,
Clean contact Clean contact Clean contact
points each points each points each
Weighing
use, 1 full use, 1 full use, 1 full
3
scales, manual n/a
clean20 daily & clean daily & clean daily &
Handling
between between Between
Equipment
patient use patient use patient use
Medical
Equipment
Including 1 full clean 1 full clean 1 full clean
Intravenous
daily and daily and daily and
4 Infusion n/a
between between Between
pumps, drip
patient use patient use patient use
stands and
Pulse
Oximeters
1 full clean 1 full clean 1 full clean
5 Patient daily and daily and daily and
n/a
Washbowls between between Between
patient use patient use patient use
Bedside 1 full clean 1 full clean 1 full clean
6 oxygen and daily and daily and daily and n/a
Suction connectors
Between patient use
Between patient use
Between patient use
19Apart from the cleaning schedule mentioned above, cleaning services should be provided by the service provider as and when needed or as directed by the Hospital Authorities from time to time. 20 Full Clean – is where all aspects of the element are fully cleaned on each
occasion in accordance with a documented specification
Element Very High High Risk Moderate Low Risk
102
No. Risk Risk
1 full clean 1 full clean 1 full clean
7 Patient Fans daily and daily and daily and
n/a
between between between
patient use patient use patient use
8 Drug trolley 1 full clean 1 full clean 1 full clean
n/a
weekly weekly Weekly
4 full cleans 4 full cleans 2 full cleans
daily, dust daily, dust daily, dust
9 Entrance / control as control as control as
n/a
Exit required, 1 required, 1 required, 1
machine clean machine clean machine clean
weekly weekly Weekly
2 full cleans 2 full cleans 2 full cleans
daily, dust daily, dust daily, dust
10 Stairs (internal control as control as control as
n/a
and external) required, 1 required, 1 required, 1
machine clean machine clean machine clean
weekly weekly Weekly
11 External areas 3 full clean 3 full clean 1 full clean
n/a
daily daily Daily
Switches, 1 full clean 1 full clean 1 full clean 1 full clean
12 sockets and
daily daily Daily Daily
data points
1 Full clean Check clean Check clean Check clean
13 Walls daily and check daily and 1 daily and 1 daily and 1
clean as full clean full clean full clean
required weekly Weekly Weekly
Wash every
14 Ceiling 1 Full clean 1 Full clean 1 Full clean third year
weekly weekly Weekly or replace
as required
2 full clean
2 full clean 1 full clean
15 All doors daily and check daily and daily and 1 full clean
clean as required
check clean as required
check clean as required Weekly
All internal 1 full clean daily
Check clean
Check clean daily and 1 full clean weekly
1 full clean weekly
16
glass and Glazing
daily and 1 full clean weekly
All external
1 full clean 1 full clean
1 full clean 1 full clean
17 glass and every second every third
103
yearly Yearly
Glazing Year Year
1 full clean 1 full clean 1 full clean 1 full clean
18 Mirrors daily and check daily and daily and daily and
clean21 as check clean as check clean as check clean
required required required as required
Ventilation 1 full clean 1 full clean 1 full clean 1 full clean
19 grilles, extracts
weekly weekly Weekly Weekly
and inlets
5 full cleans
5 full cleans 1 full clean
daily, 1 check 1 full clean weekly, 1
daily, dust
clean daily daily, 1 dust check clean
Floor - control as
20 dust control as Control daily,
Polished required,
required, daily, machine machine
machine clean
machine clean clean monthly Clean
weekly
weekly quarterly
5 full cleans
5 full cleans 1 full clean
daily, 1 check weekly, 1
daily, dust
clean daily 1 full clean check clean
Floor - Non- control as
21 dust control as daily, machine daily,
Slip required,
required, clean monthly machine
machine clean
machine clean Clean
weekly
weekly quarterly
Electrical
1 check clean 1 check clean
1 check
1 check clean Clean
items, e.g. daily and 1 daily and 1
22 daily and 1 full weekly and
Overhead full clean full clean
clean monthly 1 full clean
Lights monthly monthly
monthly
1 full clean and 1 full clean 1 full clean 1 full clean
23 Chairs 1 check clean and 1 check
Daily Weekly
daily clean daily
21 Check Clean – is where the cleaning operative makes an observational check of all aspects of the element and where they observe aspects of the element that are not up to the required standard they clean those aspects only. The outcome is the same as a full clean, i.e. the element in its entirety is cleaned to the required standard
104
N Element
Very High High Risk
Moderate Low Risk
o. Risk Risk
Bedframe, Bedframe, Bedframe,
including all including all including all
component component component
Beds/Trolleys
parts daily, parts daily, parts daily,
24 mattresses mattresses mattresses n/a
/Mattresses
weekly and on weekly and on weekly and on
discharge, total discharge, discharge,
full clean on total full clean total full clean
discharge on discharge on discharge
Lockers/Ward
1 full clean 1 check clean
daily and 1 1 full clean daily and 1
25 robes/ n/a
check clean daily full clean
Drawers
daily Weekly
1 full clean 1 check clean
26 Tables / Bed daily and 1 1 full clean daily and 1
n/a
Tables check clean daily full clean
daily Weekly
1 full clean
1 full clean 1 full clean 1 full clean
All dispensers daily and daily and daily and
27 daily and daily
/ holders daily as daily as daily as
as required
required required required
1 full clean 1 full clean
Waste
daily and 1 daily and 1 1 full clean 1 full clean
check clean check clean daily and 1 weekly and
28
receptacles/bins
daily and 1 daily and 1 deep clean deep clean
deep clean deep clean Weekly monthly
weekly weekly
29 Kitchen
n/a n/a 1 full clean
n/a
Cupboards monthly
Daily check Daily check Daily check
Daily check
system in
system in system in system in
operation to
Wash Hand operation to operation to operation to
30 include 3
Basins include 3 full include 3 full include 3 full
full cleans
cleans and 2 cleans and 2 cleans and 2
and 2 check
check cleans check cleans check cleans
Cleans
Daily check Daily check Daily check
Daily check
system in
system in system in system in
operation to
Toilets / operation to operation to operation to
31 include 3
Urinals /Bidet include 4 full include 4 full include 3 full
full cleans
cleans and 2 cleans and 2 cleans and 2
and 2 check
check cleans check cleans check cleans
Cleans
105
Computers /
32 Telephones / 1 full clean 1 full clean 1 full clean 1 full clean
Office Daily daily Daily Weekly
Equipment
Dirty Utility /
1 full clean and 1 full clean 1 full clean 1 full clean
33 1 check clean and 1 check
Sluice Room Daily Daily
Daily clean daily
106
Gardening Schedule
The Gardening & maintenance of lawns services to be performed in the premises of District Hospital as per detail given below:
S.no. Specifications Gardening Frequency
1
Cutting & cleaning of jungles / unwanted Grasses / Shrubs/Weeds including harmful plants like Parthenium etc. of the entire uncovered land within the hospital complex. All weeds from buildings i.e roofs and walls are to be removed by Service Provider Monthly
2 Trimming & de-weeding is to be done in the entire area covered with grass. All trees, plants and hedges are to be properly maintained throughout the year. Fortnightly
3 Provision of plotted plants in front verandas of all wards and indoor gardening wherever applicable
Maintenance to be done on fortnightly basis
4 Maintenance of the garden/area/space specified by the appropriate authorities; with seasonal flowers and decorative plants with proper arrangement of gullies and channels with suitable spacing and landscaping. Daily
107
Annexure -XI
Preparation of Chlorine Solution 1. Preparation of Chlorine solution using Hypochlorite Solution
Concentration of commercially available hypochlorite solution
Required chlorine Concentration
To prepare 1000 ml
Solution in ml
Add water in ml
5%
2% 400 600
1% 200 800
0.50% 100 900
10%
0.50% 50 950
1% 100 900
2% 200 800
2. Preparation Chlorine Solution using Bleaching powder Solution
PREPARATION OF DILUTE SOLUTIONS OF BLEACHING POWDER
Strength of SBP (stable bleaching powder)
Volume of water
Desired concentration Bleaching powder in grams per litre
20% 1 litre
0.50% 25
1% 50
2% 100
5% 250
10% 500
25% 1 Litre
0.50% 20
1% 40
2% 80
5% 200
10% 400
30% 1 Litre
0.50% 17
1% 33
2% 67
5% 167
10% 333
Note: Bleach solution becomes unstable rapidly, hence it needs to be freshly prepared daily or changed on becoming dirty/turbid. Chlorine bleach can be corrosive. Protect metal instruments by thoroughly rinsing them with water after soaking for 10 minutes.
108
Priced Activity Schedule7
S
che
du
le
Na
me
of
the
Ho
spit
al
To
tal
Ap
pro
xim
ate
Ho
spit
al
Cle
an
ing
Are
a (
Sq
. M
t.)
To
tal
Ap
pro
xim
ate
Ga
rde
nin
g
Are
a(S
q.
Mt.
)
Un
it R
ate
fo
r C
lea
nin
g p
er
Sq
.
Mt.
/m
on
th o
f th
e C
lea
nin
g A
rea
(I
NR
)
Un
it R
ate
fo
r G
ard
en
ing
pe
r S
q.
Mt.
/ m
on
th o
f th
e G
ard
en
ing
Are
a (
INR
)
To
tal
Cle
an
ing
an
d G
ard
enin
g
Bid
Pri
ce p
er
mo
nth
of
the
Cle
an
ing
& G
ard
en
ing
Are
a
A B C D E F G = [(CxE)+(DxF)] 1 District Combined Hospital-
Shikohabad 6044.92 1500.00
District Hospital (Female)-Firozabad 4986.39 365.50
District Hospital (Female)-Mainpuri 42878.00 14379.00
District Hospital (Male)-Mathura
23495.00 2400.00
District Hospital (Female)-Mathura 22625.00 100.00
Malkahn Singh District Hospital (Male)-Aligarh 13508.32 526.00
M.L.G. Government Hospital (Female)-Aligarh 1970.00 100.00
District Hospital (Male)-Etah
6719.86 100.00
District Hospital (Female)-Etah
1872.91 100.00
Bagla Civil Hospital-Mahamayanagar 35800.00 3620.00
Sindhari Female Hospital-Mahamayanagar 19939.02 914.63
M.DH. T.B. Hospital-Mahamayanagar 10885.00 4916.45
District Combined Hospital-Kasganj 2198.00 100.00
Total of Schedule
2 Government T.B. Hospital-Allahabad 64702.00 10529.82
Moti Lal Nehru Hospital-Allahabad 7386.77 130.00
M.D.I. Eye Hospital-Allahabad
7015.00 252.00
District Hospital (Female)-Fatehpur 7779.00 300.00
109
Sch
ed
ule
Na
me
of
the
Ho
spit
al
To
tal
Ap
pro
xim
ate
Ho
spit
al
Cle
an
ing
Are
a (
Sq
. M
t.)
To
tal
Ap
pro
xim
ate
Ga
rde
nin
g
Are
a(S
q.
Mt.
)
Un
it R
ate
fo
r C
lea
nin
g p
er
Sq
.
Mt.
/m
on
th o
f th
e C
lea
nin
g A
rea
(I
NR
)
Un
it R
ate
fo
r G
ard
en
ing
pe
r S
q.
Mt.
/ m
on
th o
f th
e G
ard
en
ing
Are
a (
INR
)
To
tal
Cle
an
ing
an
d G
ard
enin
g
Bid
Pri
ce p
er
mo
nth
of
the
Cle
an
ing
& G
ard
en
ing
Are
a
A B C D E F G = [(CxE)+(DxF)] District Combined Hospital-Kaushambi 3680.00 500.00
District Hospital (Male)-Pratapgarh 15650.00 305.00
District Hospital (Female)-Pratapgarh 6277.05 100.00
District Hospital (Female)-Banda
2904.34 400.00
District Hospital, Karvi, Chitrakoot 8579.53 100.00
District Hospital (Female)-Hamirpur 4925.46 123.25
District Combined Hospital-Mahoba 8500.00 100.00
District Hospital (Female)-Mahoba 1465.84 100.00
District Hospital (Female)-Mirzapur 65555.00 1850.00
Maharaja Chetsingh Hospital, Gyanpur, Sant Ravidas Nagar 4000.00 400.00
M.B.S. Hospital, Bhadohi
4991.00 1000.00
District Combined Hospital-Sonbhadra 5999.00 1000.00
Total of Schedule
3 District Hospital (Male)-Ballia
14577.00 1080.00
District Hospital (Female)-Ballia
3639.51 100.00
District Combined Hospital-Mau
7202.00 1302.00
District Hospital (Female)-Mau
1496.00 100.00
Combined Hospital-Chatrapati Sahuji Maharajnagar 1200.00 100.00
District Hospital (Male)-Barabanki 13235.00 2500.00
District Hospital (Female)-Barabanki 3865.00 100.00
District Hospital (Female)-Faizabad 4893.52 147.47
110
Sch
ed
ule
Na
me
of
the
Ho
spit
al
To
tal
Ap
pro
xim
ate
Ho
spit
al
Cle
an
ing
Are
a (
Sq
. M
t.)
To
tal
Ap
pro
xim
ate
Ga
rde
nin
g
Are
a(S
q.
Mt.
)
Un
it R
ate
fo
r C
lea
nin
g p
er
Sq
.
Mt.
/m
on
th o
f th
e C
lea
nin
g A
rea
(I
NR
)
Un
it R
ate
fo
r G
ard
en
ing
pe
r S
q.
Mt.
/ m
on
th o
f th
e G
ard
en
ing
Are
a (
INR
)
To
tal
Cle
an
ing
an
d G
ard
enin
g
Bid
Pri
ce p
er
mo
nth
of
the
Cle
an
ing
& G
ard
en
ing
Are
a
A B C D E F G = [(CxE)+(DxF)] District Hospital (Female)-Sultanpur 3775.73 100.00
Total of Schedule
4 District Hospital (Female)-Bareilly 3442.63 287.00
Mental Hospital, Bareilly
12855.00 1220.00
District Hospital (Female)-Badaun 5789.82 369.65
District Hospital (Male)-Piliphit
22615.00 4550.00
District Hospital (Female)-Piliphit 16732.00 1325.00
District Hospital (Male)-Shahjahanpur 19814.35 1000.00
District Hospital (Female)-Shahjahanpur 13653.00 650.00
Total of Schedule
5 District Hospital (Male)-Basti
16138.53 570.00
V.R.T. Kuwari Female Hospital-Basti 20236.88 100.00
District T.B. Hospital-Basti
2593.00 3040.00
District Combined Hospital-Santkabirnagar 12934.01 2165.00
District Combined Hospital-Sidharthnagar 44489.00 3500.00
District Hospital (Female)-Bahraich 2797.00 1400.00
District Memorial Hospital-Balrampur 6465.00 1200.00
District Hospital (Female)-Balrampur 9740.00 1000.00
District Combined Hospital-Balrampur 11320.00 450.00
District Hospital (Female)-Gonda
4000.00 360.00
Combined Hospital-Shrawasti
21612.50 2000.00
111
Sch
ed
ule
Na
me
of
the
Ho
spit
al
To
tal
Ap
pro
xim
ate
Ho
spit
al
Cle
an
ing
Are
a (
Sq
. M
t.)
To
tal
Ap
pro
xim
ate
Ga
rde
nin
g
Are
a(S
q.
Mt.
)
Un
it R
ate
fo
r C
lea
nin
g p
er
Sq
.
Mt.
/m
on
th o
f th
e C
lea
nin
g A
rea
(I
NR
)
Un
it R
ate
fo
r G
ard
en
ing
pe
r S
q.
Mt.
/ m
on
th o
f th
e G
ard
en
ing
Are
a (
INR
)
To
tal
Cle
an
ing
an
d G
ard
enin
g
Bid
Pri
ce p
er
mo
nth
of
the
Cle
an
ing
& G
ard
en
ing
Are
a
A B C D E F G = [(CxE)+(DxF)] District Hospital (Male)-Deoria
13301.00 24125.00
District Hospital (Female)-Deoria
8566.00 3228.00
District Hospital (Female)-Gorakhpur 7124.45 137.40
District Combined Hospital-Maharajganj 12156.00 16208.00
Total of Schedule
6 District Hospital (Male)-Jalaun (Orai) 14814.00 110.00
District Hospital (Female)-Jalaun (Orai) 2749.00 500.00
District Hospital (Female)-Jhansi
798.00 100.00
Manyawar Kanshiram Combined Hospital-Lalitpur 21905.18 1360.00
District Hospital (Female)-Lalitpur 6107.00 2099.00
Combined Hospital-Auraiyya
3000.00 100.00
District Hospital-Auraiyya
23200.00 16080.00
Dr. B. R. Ambedekar Hospital (Female)-Etawah 1672.25 111.50
T.B. Hospital-Etawah
23000.00 22000.00
Dr. Ram Manohar Lohia (Male) Hospital-Farrukhabad 26179.58 140.00
District (Female) Hospital-Farrukhabad 13702.38 250.65
District Combined Hospital, Akbarpur-Kanpur Dehat 7083.79 3117.00
District (Female) Hospital-Kanpur Dehat 3322.05 431.00
Kanshiram Combined Hospital, Ramadevi, Kanpur 7703.58 100.00
District Combined Hospital, Chhibramau-Kannauj 7325.00 2000.00
Total of Schedule
112
Sch
ed
ule
Na
me
of
the
Ho
spit
al
To
tal
Ap
pro
xim
ate
Ho
spit
al
Cle
an
ing
Are
a (
Sq
. M
t.)
To
tal
Ap
pro
xim
ate
Ga
rde
nin
g
Are
a(S
q.
Mt.
)
Un
it R
ate
fo
r C
lea
nin
g p
er
Sq
.
Mt.
/m
on
th o
f th
e C
lea
nin
g A
rea
(I
NR
)
Un
it R
ate
fo
r G
ard
en
ing
pe
r S
q.
Mt.
/ m
on
th o
f th
e G
ard
en
ing
Are
a (
INR
)
To
tal
Cle
an
ing
an
d G
ard
enin
g
Bid
Pri
ce p
er
mo
nth
of
the
Cle
an
ing
& G
ard
en
ing
Are
a
A B C D E F G = [(CxE)+(DxF)] 7 District Hospital (Male)-Hardoi
2325.00 100.00
District Hospital (Male)-Lakhimpur Khiri 8360.75 50.00
District Hospital (Female)-Lakhimpur Khiri 3535.75 1261.00
Dr. Ram Manohar Lohia Combined Hospital-Lucknow 33312.00 300.00
B.R.D. Combined Hospital, Mahanagar, Lucknow 111.40 100.00
T.B. Hospital, Thakurganj-Lucknow 8940.00 1500.00
Ram Sagar Mishra Combined Hospital, BKT-Lucknow 3038.00 1500.00
District Hospital (Male)-Raibareilly 30110.00 1220.00
District Hospital (Male)-Sitapur
10763.00 320.00
District Hospital (Female)-Sitapur 1420.00 140.00
Umashankar Dixit District Hospital-Unnao 12143.54 670.00
Total of Schedule
8 Combined Hospital-Bagpat
3300.00 1600.00
Combined Hospital-Sikandrabad
11427.00 1200.00
K.M.C. Female Hospital-Bulandshahar 22878.00 1000.00
S.S.M.J. Combined Hospital-Khurja, Bulandshahar 14255.00 3000.00
Babu B.D. Gupta District Hospital-Bulandshahar 41136.60 2000.00
MMG Female Hospital-Ghaziabad 1987.00 150.00
Combined Hospital, Sanjaynagar-Ghaziabad 11157.00 1550.00
District Combined Hospital-Amroha 12002.25 3000.00
District Combined Hospital-Bijnor 7216.35 1685.00
113
Sch
ed
ule
Na
me
of
the
Ho
spit
al
To
tal
Ap
pro
xim
ate
Ho
spit
al
Cle
an
ing
Are
a (
Sq
. M
t.)
To
tal
Ap
pro
xim
ate
Ga
rde
nin
g
Are
a(S
q.
Mt.
)
Un
it R
ate
fo
r C
lea
nin
g p
er
Sq
.
Mt.
/m
on
th o
f th
e C
lea
nin
g A
rea
(I
NR
)
Un
it R
ate
fo
r G
ard
en
ing
pe
r S
q.
Mt.
/ m
on
th o
f th
e G
ard
en
ing
Are
a (
INR
)
To
tal
Cle
an
ing
an
d G
ard
enin
g
Bid
Pri
ce p
er
mo
nth
of
the
Cle
an
ing
& G
ard
en
ing
Are
a
A B C D E F G = [(CxE)+(DxF)] District Hospital (Female)-Bijnor
3255.00 844.00
District Hospital (Female)-Moradabad 5546.40 1205.90
District Hospital (Female)-Rampur 4129.28 100.00
Combined Hospital-Sambhal
10294.00 5200.00
District Hospital (Male)-Muzaffarnagar 8468.18 582.00
T.B. Sanotorium-Saharanpur
5150.00 2500.00
Total of Schedule
9 Pt. K.P. Tripathi Combined Hospital-Chandauli 11287.50 500.00
Combined Hospital, Chakia, Chandauli 5982.00 425.00
District Hospital (Male)-Ghazipur 2792.76 100.00
District Hospital (Female)-Ghazipur 5061.00 100.00
District Hospital (Female)-Jaunpur 1653.00 100.00
T.B. Hospital-Jaunpur 902.25 330.00
Lal Bahadur Shahtri Hospital. Ramnagar, Varanasi 29049.00 186.00
Mental Hospital-Varanasi 64245.00 45265.00
District Hospital (Female)-Varanasi 21395.00 100.00
Total of Schedule
9The hospital and gardening area mentioned in the price activity schedule is an
indicative data for the purpose of submission of the financial bid and its evaluation.
However, the actual area shall be determined between the contract signing authority and
the successful bidder in writing for the purpose of execution of the contract. The total
contract price shall be based on actual hospital facility area (excluding residential area
and wild area) and gardening area and bid price per square meter area submitted by the
successful bidder in price activity schedule.
114
Declaration: We agree to deliver above mentioned services in accordance with
the General Conditions of Contract and Description of Services (ToR/Scope of
work) given in the Bidding Document for the prices of Rs. (in words)
………………………………………. as described above up to the period specified
in the Bidding Document.
Place: Name:
Date: Business Address:
Signature of Bidder/Service Provider with
seal
115
Part III – Conditions of Contract and Contract Forms
Section VI. General Conditions of Contract
Table of Clauses
116
1. General Provisions........................................................................................................118
1.1 Definitions ....................................................................................................118
1.2 Applicable Law ...........................................................................................120
1.3 Language ......................................................................................................120
1.4 Notices ..........................................................................................................120
1.5 Location ........................................................................................................120
1.6 Authorized Representatives ......................................................................120
1.7 Inspection and Audit by the Employer ...................................................120
1.8 Taxes and Duties .........................................................................................120
2. Commencement, Completion, Modification, and Termination of Contract ....................................................................................................................120
2.1 Effectiveness of Contract ............................................................................120
2.3 Intended Completion Date ........................................................................121
2.4 Modification .................................................................................................121
2.5 Force Majeure ..............................................................................................121
2.6 Termination ..................................................................................................122
3. Obligations of the Service Provider ..........................................................................124
3.1 General ..........................................................................................................124
3.3 Confidentiality .............................................................................................125
3.4 Insurance to be taken Out by the Service Providers ..............................125
3.5 Service Providers‟ Actions Requiring Employer‟s Prior Approval ......................................................................................................126
3.6 Reporting Obligations ................................................................................126
3.7 Documents Prepared by the Service Providers to Be the Property of the Employer ..........................................................................126
3.8 Liquidated Damages...................................................................................127
3.9 Performance Security .................................................................................128
4. Service Provider’s Personnel ......................................................................................128
4.1 Description of Personnel ............................................................................128
4.2 Removal and/or Replacement of Personnel ...........................................128
5. Obligations of the Employer ......................................................................................129
5.1 Assistance and Exemptions .......................................................................129
5.2 Change in the Applicable Law ..................................................................129
5.3 Services and Facilities .................................................................................129
6. Payments to the Service Provider ..............................................................................129
6.1 Lump-Sum Remuneration .........................................................................129
6.2 Contract Price ..............................................................................................129
6.3 Payment for Additional Services, and Performance Incentive Compensation ..............................................................................................129
6.4 Terms and Conditions of Payment ...........................................................130
6.5 Interest on Delayed Payments ..................................................................131
6.6 Price Adjustment ...............................................................................................132
6.7 Dayworks ...........................................................................................................132
117
7. Quality Control..............................................................................................................132
7.1 Identifying Defects ......................................................................................132
7.2 Correction of Defects, and .........................................................................132
8. Settlement of Disputes.................................................................................................133
8.1 Amicable Settlement ...................................................................................133
8.2 Dispute Settlement ......................................................................................133
118
Section VI. General Conditions of Contract
1. General Provisions
1.1 Definitions Unless the context otherwise requires, the following terms
whenever used in this Contract have the following meanings:
(a) The Adjudicator is to be appointed.
(b) “Activity Schedule” is the priced and completed list of
items of Services to be performed by the Service Provider
forming part of his Bid;
(c) “Employer” means Director General, Medical & Healh
Services
(d) “Completion Date” means the date of completion of the
Services by the Service Provider as certified by the
Employer
(e) The contract name is Out Sourcing of Mechanized
Cleaning (Housekeeping) and Gardening Services in 110
Government District Hospitals;
(f) “Contract Price” means the price to be paid for the
performance of the Services, in accordance with Clause 6;
(g) “Dayworks” means varied work inputs subject to payment
on a time basis for the Service Provider‟s employees and
equipment, in addition to payments for associated materials
and administration.
(h) The Employer is Director General, Medical & Health Services,
Uttar Pradesh who shall be the facilitator during the bidding
process and provide model contracts to the contract signing
authority and the Contract Signing Authority is In- charge
of each hospital (s) SIC/ Director / CMS of the respective
hospitals mentioned in the clause no. 5 of IFB who shall
further sign contracts with the successful bidder.
(i) “Foreign Currency” means any currency other than the
currency of the country of the Employer;
119
(j) “GCC” means these General Conditions of Contract;
(k) “Government” means the Government of the Employer‟s
country;
(l) “Local Currency” means the currency of the country of the
Employer;
(m) The Member in Charge is as per definition given in GCC
clause 1.1(m)
(n) “Party” means the Employer or Contract Signing Authority
or the Service Provider, as the case may be, and “Parties”
means all of them;
(o) “Personnel” means persons hired by the Service Provider or
by any Subcontractor as employees and assigned to the
performance of the Services or any part thereof;
(p) The Service Provider is “Service Provider” is a person or
corporate body whose bid to provide the services has been
accepted by the Employer;
(q) “Service Provider‟s Bid” means the completed bidding
document submitted by the Service Provider to the
Employer
(r) “SCC” means the Special Conditions of Contract by which
the GCC may be amended or supplemented;
(s) “Specifications” means the specifications of the service
included in the bidding document submitted by the Service
Provider to the Employer
(t) “Services” means the work to be performed by the Service
Provider pursuant to this Contract, as described in
Appendix A; and in the Specifications and Schedule of
Activities included in the Service Provider‟s Bid.
(u) “Subcontractor” means any entity to which the Service
Provider subcontracts any part of the Services in
accordance with the provisions of Clauses 3.5 and 4.
120
1.2 Applicable Law The Applicable Law is: Indian Law.
1.3 Language The language is English.
1.4 Notices The addresses are:
Employer: Director General, Medical & Health Services
Government of Uttar Pradesh
Telex: +91-0522- 2625809
Service Provider:
Attention:
Telex:
Facsimile: .
1.5 Location The Services shall be performed at such locations as are specified
in Appendix A, in the specifications and, where the location of a
particular task is not so specified, at such locations, whether in
the Government‟s country or elsewhere, as the Employer may
approve.
1.6 Authorized
Representatives The Authorized Representatives are:
For the Employer: Director (CMSD)
For the Contract Signing Authority–In- charge of each hospital (s) SIC/ Director / CMS
For the Service Provider:
1.7 Inspection and
Audit by the
Employer
1.8 Taxes and
Duties
The Service Provider shall permit the Employer to inspect its
accounts and records relating to the performance of the Services
and to have them audited by auditors appointed by the
Employer, if so required by the Employer.
The Service Provider, Subcontractors, and their Personnel shall
pay such taxes, duties, fees, and other impositions as may be
levied under the Applicable Law, the amount of which is
deemed to have been included in the Contract Price.
2. Commencement, Completion, Modification, and Termination of Contract
2.1 Effectiveness of
Contract
The date on which this Contract shall come into effect is Date
of Signing of Contract.
2.2 Commencement of Services
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2.2.1 Program Before commencement of the Services, the Service Provider
shall submit to the Employer for approval a Program showing
the general methods, arrangements, order and timing for all
activities. The Services shall be carried out in accordance with
the approved Program as updated.
2.2.2 Starting
Date
The Starting Date for the commencement of Services will be
within 4 weeks after the signing of contract agreement.
2.3 Intended
Completion
Date
The initial contract period will be for one year and renewal for
further two years shall be based on satisfactory performance
on same terms and conditions with an average increase of cost
by 5% every year.
2.4 Modification The hospital cleaning and gardening area mentioned in the price activity schedule was an indicative data for the purpose of submission of the financial bid and its evaluation. However the actual area shall be determined between the contract signing authority and the successful bidder in writing for the purpose of execution of the contract.
In case of increase or decrease in the area [Maximum
to the extent of 25%] from the indicative area as
mentioned in the price schedule, the per square meter
price quoted by the bidder in price activity schedule(s)
would be considered for payouts / payments. If the
new building block is not planned previously but is
made functional during the contractual period then
the increase in area will be considered according to
the plan beyond the above ceiling.
After signing of the contract the increase or decrease
in area would only be considered for approval by
DIRECTOR GENERAL, MEDICAL & HEALTH
SERVICES after thorough verification from the
concerned hospital Junior Engineer and Director / SIC
/ CMS in the form of signed & stamped document
(layout plan depicting increase or decrease in area).
2.5 Force Majeure
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2.5.1 Definition For the purposes of this Contract, “Force Majeure” means an
event which is beyond the reasonable control of a Party and
which makes a Party‟s performance of its obligations under
the Contract impossible or so impractical as to be considered
impossible under the circumstances.
2.5.2 No Breach
of Contract
The failure of a Party to fulfill any of its obligations under the
contract shall not be considered to be a breach of, or default
under, this Contract insofar as such inability arises from an
event of Force Majeure, provided that the Party affected by
such an event (a) has taken all reasonable precautions, due
care and reasonable alternative measures in order to carry out
the terms and conditions of this Contract, and (b) has
informed the other Party as soon as possible about the
occurrence of such an event.
2.5.3 Extension
of Time
Any period within which a Party shall, pursuant to this
Contract, complete any action or task, shall be extended for a
period equal to the time during which such Party was unable
to perform such action as a result of Force Majeure.
2.5.4 Payments During the period of their inability to perform the Services as
a result of an event of Force Majeure, the Service Provider
shall be entitled to continue to be paid under the terms of this
Contract, as well as to be reimbursed for additional costs
reasonably and necessarily incurred by them during such
period for the purposes of the Services and in reactivating the
Service after the end of such period.
2.6 Termination
2.6.1 By the
Employer
The Employer may terminate this Contract, by not less than thirty (30) days‟ written notice of termination to the Service Provider, to be given after the occurrence of any of the events specified in paragraphs (a) through (d) of this Sub-Clause 2.6.1:
(a) if the Service Provider does not remedy a failure in the performance of its obligations under the Contract, within thirty (30) days after being notified or within any further period as the Employer may have subsequently approved in writing;
(b) if the Service Provider become insolvent or bankrupt;
(c) if, as the result of Force Majeure, the Service Provider is
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unable to perform a material portion of the Services for a period of not less than sixty (60) days; or
(d) if the Service Provider, in the judgment of the Employer has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.
For the purposes of this Sub-Clause:
(i) “corrupt practice”8 is the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party;
(ii) “fraudulent practice”9 is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation;
(iii) “collusive practice”10 is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;
(iv) “coercive practice”11 is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party;
(v) “obstructive practice” is
(aa) deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Employer investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the
8 For the purpose of this Contract, “another party” refers to a public official acting in relation to the
procurement process or contract execution. In this context, “public official” includes DGM&H staff
and employees of other organizations taking or reviewing procurement decisions. 9 For the purpose of this Contract, “party” refers to a public official; the terms “benefit” and
“obligation” relate to the procurement process or contract execution; and the “act or omission” is
intended to influence the procurement process or contract execution. 10
For the purpose of this Contract, “parties” refers to participants in the procurement process (including
public officials) attempting to establish bid prices at artificial, non competitive levels. 11
For the purpose of this Contract, “party” refers to a participant in the procurement process or contract
execution.
124
investigation, or
(bb) acts intended to materially impede the exercise of the
Employer‟s inspection and audit rights provided for under
the Procurement Guidelines.
2.6.2 By the
Service
Provider
The Service Provider may terminate this Contract, by not less
than thirty (30) days‟ written notice to the Employer, such
notice to be given after the occurrence of any of the events
specified in paragraphs (a) and (b) of this Clause 2.6.2:
(a) if the Employer fails to pay any monies due to the
Service Provider pursuant to this Contract and not
subject to dispute pursuant to Clause 7 within forty-five
(45) days after receiving written notice from the Service
Provider that such payment is overdue; or
(b) if, as the result of Force Majeure, the Service Providers
are unable to perform a material portion of the Services
for a period of not less than sixty (60) days.
2.6.3 Payment
upon
Terminatio
n
Upon termination of this Contract pursuant to Clauses 2.6.1 or
2.6.2, the Employer shall make the following payments to the
Service Provider:
(a) remuneration pursuant to Clause 6 for Services
satisfactorily performed prior to the effective date of
termination, based on the performance clause
calculation.
(b) except in the case of termination pursuant to paragraphs
(a), (b), (d), (e), (f) of Clause 2.6.1, reimbursement of any
reasonable cost incident to the prompt and orderly
termination of the Contract, including the cost of the
return travel of the Personnel.
3. Obligations of the Service Provider
3.1 General The Service Providers shall perform the Services in
accordance with the Specifications and the Activity Schedule,
and carry out their obligations with all due diligence,
efficiency, and economy, in accordance with generally
accepted professional techniques and practices, and shall
observe sound management practices, and employ
appropriate advanced technology and safe methods. The
Service Providers shall always act, in respect of any matter
relating to this Contract or to the Services, as faithful advisers
125
to the Employer, and shall at all times support and safeguard
the Employer‟s legitimate interests in any dealings with
Subcontractors or third parties.
3.2 Conflict of Interests
3.2.1 Service
Provider Not
to Benefit
from
Commissions
and
Discounts.
The remuneration of the Service Providers pursuant to Clause
6 shall constitute the Service Providers‟ sole remuneration in
connection with this Contract or the Services, and the Service
Providers shall not accept for their own benefit any trade
commission, discount, or similar payment in connection with
activities pursuant to this Contract or to the Services or in the
discharge of their obligations under the Contract, and the
Service Providers shall use their best efforts to ensure that the
Personnel, any Subcontractors, and agents of either of them
similarly shall not receive any such additional remuneration.
3.2.2 Service
Provider and
Affiliates
not to be
Otherwise
Interested in
Project
The Service Providers agree that, during the term of this
Contract and after its termination, the Service Providers and
their affiliates, as well as any Subcontractor and any of its
affiliates, shall be disqualified from providing goods, works,
or Services (other than the Services and any continuation
thereof) for any project resulting from or closely related to the
Services.
3.2.3 Prohibition
of
Conflicting
Activities
Activities prohibited after termination of this contract are: No
material/document pertaining to the contract shall be
used without the specific written concurrence of the
contract signing authority.
3.3 Confidentiality The Service Providers, their Subcontractors, and the
Personnel of either of them shall not, either during the term or
within two (2) years after the expiration of this Contract,
disclose any proprietary or confidential information relating
to the Directorate of Medical & Health Services, the Services,
this Contract, or the Employer‟s business or operations
without the prior written consent of the Employer.
3.4 Insurance to be
taken out by the
Service Providers
The risks and coverage by insurance shall be: undertaken by
the agency
(i) Third Party motor vehicle liability insurance in respect of
motor vehicles operated in the Government‟s country by the
126
Consultant or its Personnel or any Sub-Consultants or their
Personnel, with a minimum coverage of : as per The Motor
Vehicles Act, 1988with amendments if any as on date ;
(ii) Third Party liability – with a minimum coverage of as per Applicable Law (iii) employer‟s liability and workers‟ compensation insurance in respect of the Personnel of the service provider , in accordance with the relevant provisions of the Applicable Law, as well as, with respect to such Personnel, any such life, health, accident, travel or other insurance as may be appropriate; (iv) Professional liability –with a minimum coverage of
an amount equivalent to the value of the contract
(v) insurance against loss of or damage to (i) equipment
purchased in whole or in part with funds provided under this
Contract, (ii) the Service Provider property used in the
performance of the Services, and (iii) any documents
prepared by the Service Provider in the performance of the
Services.
3.5 Service Providers’
Actions Requiring
Employer’s Prior
Approval
The Service Providers shall obtain the Employer‟s prior
approval in writing before taking any of the following
actions:
(a) entering into a subcontract for the performance of any
part of the Services,
(b) NOT APPLICABLE & CONSIDERED DELETED,
(c) changing the scope of services or schedule of activities;
and
(d) NOT APPLICABLE & CONSIDERED DELETED.
3.6 Reporting
Obligations
The Service Providers shall submit to the Employer the
reports and documents specified in Appendix B in the form,
in the numbers, and within the periods set forth in the said
Appendix.
3.7 Documents
Prepared
by the Service
Providers to Be th
e Property of the
Restrictions on the use of documents prepared by the Service
Provider are as mentioned in GCC clause 3.7
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Employer
3.8 Liquidated
Damages
3.8.1 Payments of
Liquidated
Damages
The liquidated damages rate is 0.05% per day of the final
Contract Price.
The maximum amount of liquidated damages for the whole
contract is 10 percent of the Contract price.
3.8.2 Correction
for Over-
payment
3.8.3 Lack of
performance
penalty
If the Intended Completion Date is extended after liquidated
damages have been paid, the Employer shall correct any
overpayment of liquidated damages by the Service Provider
by adjusting the next payment certificate. The Service
Provider shall be paid interest on the overpayment, calculated
from the date of payment to the date of repayment, at the
rates specified in Clause 6.5
Penalties will be levied on the Service Provider for poor performance as mentioned in the table below:
Score (out of
100)
Percentage of Payment
to be Reimburse
d
Action based on Performance score
0-10 No payment Notice and no payment and warning in notice to score more than 60 marks in next month, failure to achieve 60 marks in next month, lead to termination of contract or any other action found fit to be taken by the competent authority
11-20 20% 20% payment, Notice and warning in notice to score more than 60 marks in next month, failure to achieve 60 marks in next month, lead to termination of contract or any other action found fit to be taken by the competent authority
21-40 40% 60% payment deduction, Notice to Service Provider, 3 such notices lead to termination of contract
41-60 60% 40% payment deduction, Warning letter by Hospital authority to Service Provider to improve performance in low scoring area
61-80 80% 20% payment deduction only
81-100 100%
If the services not found satisfactory during Surprise visit by
designated authority, a penalty upto limit of 10% of the calculated
monthly payment shall be deducted on written adverse report by the
128
3.9 Performance
Security
Govt. official submitted to Hospital authority.
The Service Provider shall provide the Performance Security
to the Employer no later than the date specified in the Letter
of acceptance. The Performance Security shall be issued in an
amount and form and by a bank or surety acceptable to the
Employer, and denominated in the types and proportions of
the currencies in which the Contract Price is payable. The
performance Security shall be valid until a date 28 days after
the Completion Date of the Contract in case of a bank
guarantee, and until one year from the Completion Date of
the Contract in the case of a Performance Bond
4. Service Provider’s Personnel
4.1 Description of
Personnel
The titles, agreed job descriptions, minimum qualifications,
and estimated periods of engagement in the carrying out of
the Services of the Service Provider‟s Key Personnel are
described in Appendix C. The Key Personnel and
Subcontractors listed by title as well as by name in Appendix
C are hereby approved by the Employer.
4.2 Removal and/or
Replacement of
Personnel
(a) Except as the Employer may otherwise agree, no changes
shall be made in the Key Personnel. If, for any reason
beyond the reasonable control of the Service Provider, it
becomes necessary to replace any of the Key Personnel,
the Service Provider shall provide as a replacement a
person of equivalent or better qualifications.
(b) If the Employer finds that any of the Personnel have (i)
committed serious misconduct or have been charged
with having committed a criminal action, or (ii) have
reasonable cause to be dissatisfied with the performance
of any of the Personnel, then the Service Provider shall,
at the Employer‟s written request specifying the grounds
thereof, provide as a replacement a person with
qualifications and experience acceptable to the Employer.
(c) The Service Provider shall have no claim for additional
costs arising out of or incidental to any removal and/or
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replacement of Personnel.
5. Obligations of the Employer
5.1 Assistance
and
Exemptions
The assistance and exemptions provided to the Service Provider
are: NIL.
5.2 Change in the
Applicable
Law
If, after the date of this Contract, there is any change in the
Applicable Law with respect to taxes and duties which increases
or decreases the cost of the Services rendered by the Service
Provider, then the remuneration and reimbursable expenses
otherwise payable to the Service Provider under this Contract
shall be increased or decreased accordingly by agreement
between the Parties, and corresponding adjustments shall be
made to the amounts referred to in Clauses 6.2 (a) or (b), as the
case may be.
5.3 Services and
Facilities
The Employer shall make available to the Service Provider the
Services and Facilities listed under Appendix F.
6. Payments to the Service Provider
6.1 Lump-Sum
Remuneration
The Service Provider‟s remuneration shall not exceed the Contract
Price and shall be a fixed lump-sum including all Subcontractors‟
costs, and all other costs incurred by the Service Providers in
carrying out the Services described in Appendix A. Except as
provided in Clause 5.2, the Contract Price may only be increased
above the amounts stated in Clause 6.2 if the Parties have agreed to
additional payments in accordance with Clauses 2.4 and 6.3.
6.2 Contract Price (a) The amount in Indian Rupees is __________________________
(b) The amount in foreign currency or currencies is
_________________
6.3 Payment for
Additional
Services, and
Performance
Incentive
Compensatio
6.3.1 For the purpose of determining the remuneration due for
additional Services as may be agreed under Clause 2.4, a
breakdown of the lump-sum price is provided in Appendices
D and E.
6.3.2 NOT APPLICABLE & CONSIDERED DELETED.
130
n
6.4 Terms and
Conditions of
Payment
Payments shall be made according to the following schedule:
Payments Based on Performance12
The payment to the service provider shall be subjected to the performance of the
services provided. The reimbursement of the payment is linked to the
performance in following way:
12
It is the duty of the Service Provider to co-operate with the appropriate authorities as assigned by either Employer or Third Party during the evaluation process.
131
6.5 Interest on
Delayed
The payments shall be linked to the weekly monitoring sheet
(Annexure IV) which will be filled separately for all four functional
risk categories on weekly basis. Thus, there will be total 16 reports
for a month to be submitted to the employer after duly signed by
the contract signing authority, supervisor or assigned personnel by
the service provider and the designated hospital staff (by whom this
sheet will be filled). The average cumulative score of each sheet
corresponding to each risk area will be calculated at the end of each
month (i.e. 4 sheets per risk area per month) and multiplied with
the weightage percentage of each risk area which is based on the
cleanliness requirement from very high risk area to the low risk
area. Finally, an average weighted cumulative score will be
calculated for all the areas.
Similarly, a patient feedback review sheet (Annexure V) shall be
attached with the file of inpatients and filled up by each admitted
patient everyday. The hospital staff shall coordinate with patient or
his/her attendant/relative to fill this sheet and clarify, if there is
any query. The same sheet will also be filled up by 3% of the total
outpatients in a month. The calculations for finding the average
cumulative score based on this review sheet has been pointed out in
Annexure VI.
During the calculation of final score value, 80% of the weightage to
be given to the average cumulative weighted score of Weekly
Review Sheet and remaining 20% shall be given to the average
cumulative score of Patient Feedback Review sheet. The final score
value shall fall in a particular range of score and based on that
particular percentage of full payment will be reimbursed to the
provider*.
Score (out of 100) Percentage of Payment to be Reimbursed
0-20 No payment
21-40 40%
41-60 60%
61-80 80%
81-100 100%
* Refer to Annexure VI for an example showing various calculations for reference.
NOT APPLICABLE
132
Payments
6.6 Price
Adjustment
6.6.1 Price adjustment is not applicable in accordance with Sub-
Clause 6.6.1.
6.6.2 If the value of the index is changed after it has been used in a
calculation, the calculation shall be corrected and an adjustment
made in the next payment certificate. The index value shall be
deemed to take account of all changes in cost due to
fluctuations in costs.
6.7 Dayworks 6.7.1 If applicable, the Day work rates in the Service Provider‟s Bid
shall be used for small additional amounts of Services only
when the Employer has given written instructions in advance
for additional services to be paid in that way.
6.7.2 All work to be paid for as Dayworks shall be recorded by the
Service Provider on forms approvedby the Employer. Each
completed form shall be verified and signed by the Employer
representative as indicated in Clause 1.6 within two days of the
Services being performed.
6.7.3 The Service Provider shall be paid for Day works subject to
obtaining signed Dayworks forms as indicated in Sub-Clause
6.7.2
7. Quality Control
7.1 Identifying
Defects
The principle and modalities of inspection of the services by
the contract signing authority as assigned by the employer are
as per the attached Activity Schedule.
The Defect Liability period is up to Contract Period.
7.2 Correction of
Defects, and Lack of
Performance
Penalty
(a) The Employer shall give notice to the Service Provider of
any Defects before the end of the Contract. The Defects
liability period shall be extended for as long as Defects
remain to be corrected..
(b) Every time notice a Defect is given, the Service Provider
shall correct the notified Defect within the length of time
specified by the Employer‟s notice.
(c) If the Service Provider has not corrected a Defect within
133
the time specified in the Employer‟s notice, the Employer
will assess the cost of having the Defect corrected, the
Service Provider will pay this amount, and a Penalty for
Lack of Performance calculated as described in clause
3.8.
8. Settlement of Disputes 8.1 Amicable
Settlement
The Parties shall use their best efforts to settle amicably all
disputes arising out of or in connection with this Contract or its
interpretation.
8.2 Dispute
Settlement
8.2.1 If any dispute arises between the Employer and the
Service Provider in connection with, or arising out of, the
Contract or the provision of the Services, whether during
carrying out the Services or after their completion, the matter
shall be referred to the Adjudicator within 14 days of the
notification of disagreement of one party to the other.
8.2.2 The Adjudicator shall give a decision in writing within 28
days of receipt of a notification of a dispute.
8.2.3 The Adjudicator will be proposed by the Employer
whenever required under the provision of prevailing
Indian Law, who will be paid a rate of Rs. 5000/- per day
plus TA/DA as applicable. These expenses shall be shared
by Service Provider and Employer equally. Anyhow total
expenditure will be deducted by service provider‟s bill
latter on.
8.2.4 The arbitration procedure of Arbitration and Conciliation
Act, 1996 will be used.
8.2.5 The designated Appointing Authority for a new
Adjudicator is Principal Secretary, Medical, Health and
Family Welfare Department, Government of Uttar
Pradesh.
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135
Section VII. Special Conditions of Contract
Number of GC Clause
Amendments of, and Supplements to, Clauses in the General Conditions of Contract
136
Appendix A
Description of the Services
Mentioned below is the name of the hospitals with indicative area for cleaning
and gardening in sq. mt.:
Schedule Name of the Hospital Total Approximate Hospital Cleaning
Area (Sq. Mt.)
Total Approximate
Gardening Area (Sq. Mt.)
1 District Combined Hospital- Shikohabad 6044.92 1500.00
District Hospital (Female)-Firozabad 4986.39 365.50
District Hospital (Female)-Mainpuri 42878.00 14379.00
District Hospital (Male)-Mathura 23495.00 2400.00
District Hospital (Female)-Mathura 22625.00 100.00
Malkahn Singh District Hospital (Male)-Aligarh 13508.32 526.00
M.L.G. Government Hospital (Female)-Aligarh 1970.00 100.00
District Hospital (Male)-Etah 6719.86 100.00
District Hospital (Female)-Etah 1872.91 100.00
Bagla Civil Hospital-Mahamayanagar 35800.00 3620.00
Sindhari Female Hospital-Mahamayanagar 19939.02 914.63
M.DH. T.B. Hospital-Mahamayanagar 10885.00 4916.45
District Combined Hospital-Kasganj 2198.00 100.00
2 Government T.B. Hospital-Allahabad 64702.00 10529.82
Moti Lal Nehru Hospital-Allahabad 7386.77 130.00
M.D.I. Eye Hospital-Allahabad 7015.00 252.00
District Hospital (Female)-Fatehpur 7779.00 300.00
District Combined Hospital-Kaushambi 3680.00 500.00
District Hospital (Male)-Pratapgarh 15650.00 305.00
District Hospital (Female)-Pratapgarh 6277.05 100.00
District Hospital (Female)-Banda 2904.34 400.00
District Hospital, Karvi, Chitrakoot 8579.53 100.00
District Hospital (Female)-Hamirpur 4925.46 123.25
District Combined Hospital-Mahoba 8500.00 100.00
District Hospital (Female)-Mahoba 1465.84 100.00
District Hospital (Female)-Mirzapur 65555.00 1850.00
Maharaja Chetsingh Hospital, Gyanpur, Sant Ravidas Nagar
4000.00 400.00
M.B.S. Hospital, Bhadohi 4991.00 1000.00
District Combined Hospital-Sonbhadra 5999.00 1000.00
3 District Hospital (Male)-Ballia 14577.00 1080.00
District Hospital (Female)-Ballia 3639.51 100.00
District Combined Hospital-Mau 7202.00 1302.00
District Hospital (Female)-Mau 1496.00 100.00
Combined Hospital-Chatrapati Sahuji Maharajnagar 1200.00 100.00
District Hospital (Male)-Barabanki 13235.00 2500.00
District Hospital (Female)-Barabanki 3865.00 100.00
District Hospital (Female)-Faizabad 4893.52 147.47
District Hospital (Female)-Sultanpur 3775.73 100.00
4 District Hospital (Female)-Bareilly 3442.63 287.00
137
Schedule Name of the Hospital Total Approximate Hospital Cleaning
Area (Sq. Mt.)
Total Approximate
Gardening Area (Sq. Mt.)
Mental Hospital, Bareilly 12855.00 1220.00
District Hospital (Female)-Badaun 5789.82 369.65
District Hospital (Male)-Piliphit 22615.00 4550.00
District Hospital (Female)-Piliphit 16732.00 1325.00
District Hospital (Male)-Shahjahanpur 19814.35 1000.00
District Hospital (Female)-Shahjahanpur 13653.00 650.00
5 District Hospital (Male)-Basti 16138.53 570.00
V.R.T. Kuwari Female Hospital-Basti 20236.88 100.00
District T.B. Hospital-Basti 2593.00 3040.00
District Combined Hospital-Santkabirnagar 12934.01 2165.00
District Combined Hospital-Sidharthnagar 44489.00 3500.00
District Hospital (Female)-Bahraich 2797.00 1400.00
District Memorial Hospital-Balrampur 6465.00 1200.00
District Hospital (Female)-Balrampur 9740.00 1000.00
District Combined Hospital-Balrampur 11320.00 450.00
District Hospital (Female)-Gonda 4000.00 360.00
Combined Hospital-Shrawasti 21612.50 2000.00
District Hospital (Male)-Deoria 13301.00 24125.00
District Hospital (Female)-Deoria 8566.00 3228.00
District Hospital (Female)-Gorakhpur 7124.45 137.40
District Combined Hospital-Maharajganj 12156.00 16208.00
6 District Hospital (Male)-Jalaun (Orai) 14814.00 110.00
District Hospital (Female)-Jalaun (Orai) 2749.00 500.00
District Hospital (Female)-Jhansi 798.00 100.00
Manyawar Kanshiram Combined Hospital-Lalitpur 21905.18 1360.00
District Hospital (Female)-Lalitpur 6107.00 2099.00
Combined Hospital-Auraiyya 3000.00 100.00
District Hospital-Auraiyya 23200.00 16080.00
Dr. B. R. Ambedekar Hospital (Female)-Etawah 1672.25 111.50
T.B. Hospital-Etawah 23000.00 22000.00
Dr. Ram Manohar Lohia (Male) Hospital-Farrukhabad 26179.58 140.00
District (Female) Hospital-Farrukhabad 13702.38 250.65
District Combined Hospital, Akbarpur-Kanpur Dehat 7083.79 3117.00
District (Female) Hospital-Kanpur Dehat 3322.05 431.00
Kanshiram Combined Hospital, Ramadevi, Kanpur 7703.58 100.00
District Combined Hospital, Chhibramau-Kannauj 7325.00 2000.00
7 District Hospital (Male)-Hardoi 2325.00 100.00
District Hospital (Male)-Lakhimpur Khiri 8360.75 50.00
District Hospital (Female)-Lakhimpur Khiri 3535.75 1261.00
Dr. Ram Manohar Lohia Combined Hospital-Lucknow 33312.00 300.00
B.R.D. Combined Hospital, Mahanagar, Lucknow 111.40 100.00
T.B. Hospital, Thakurganj-Lucknow 8940.00 1500.00
Ram Sagar Mishra Combined Hospital, BKT-Lucknow 3038.00 1500.00
138
Schedule Name of the Hospital Total Approximate Hospital Cleaning
Area (Sq. Mt.)
Total Approximate
Gardening Area (Sq. Mt.)
District Hospital (Male)-Raibareilly 30110.00 1220.00
District Hospital (Male)-Sitapur 10763.00 320.00
District Hospital (Female)-Sitapur 1420.00 140.00
Umashankar Dixit District Hospital-Unnao 12143.54 670.00
8 Combined Hospital-Bagpat 3300.00 1600.00
Combined Hospital-Sikandrabad 11427.00 1200.00
K.M.C. Female Hospital-Bulandshahar 22878.00 1000.00
S.S.M.J. Combined Hospital-Khurja, Bulandshahar 14255.00 3000.00
Babu B.D. Gupta District Hospital-Bulandshahar 41136.60 2000.00
MMG Female Hospital-Ghaziabad 1987.00 150.00
Combined Hospital, Sanjaynagar-Ghaziabad 11157.00 1550.00
District Combined Hospital-Amroha 12002.25 3000.00
District Combined Hospital-Bijnor 7216.35 1685.00
District Hospital (Female)-Bijnor 3255.00 844.00
District Hospital (Female)-Moradabad 5546.40 1205.90
District Hospital (Female)-Rampur 4129.28 100.00
Combined Hospital-Sambhal 10294.00 5200.00
District Hospital (Male)-Muzaffarnagar 8468.18 582.00
T.B. Sanotorium-Saharanpur 5150.00 2500.00
9 Pt. K.P. Tripathi Combined Hospital-Chandauli 11287.50 500.00
Combined Hospital, Chakia, Chandauli 5982.00 425.00
District Hospital (Male)-Ghazipur 2792.76 100.00
District Hospital (Female)-Ghazipur 5061.00 100.00
District Hospital (Female)-Jaunpur 1653.00 100.00
T.B. Hospital-Jaunpur 902.25 330.00
Lal Bahadur Shahtri Hospital. Ramnagar, Varanasi 29049.00 186.00
Mental Hospital-Varanasi 64245.00 45265.00
District Hospital (Female)-Varanasi 21395.00 100.00
139
Appendix B Schedule of Payments
(As described in Clause 6.4 Section VI)
140
Appendix C
Key Personnel and Subcontractors
(Not Used)
141
Appendix D
Breakdown of contract price in foreign currency
Not Used
142
Appendix E
Breakdown of contract price in Indian Rupees
Not Used
143
Appendix F
Services & Facilities Provided by the Employer
1. Employer/Contract Signing Authority’s Obligations:
I. The Employer/Contract Signing Authority shall not be responsible for any
loss, breakage or theft of Service Provider‟s material.
II. The Employer/Contract Signing Authority shall not pay any compensation in
respect of any injury or death caused to the workers of the Service Provider. It
will be the sole responsibility of the Service Provider.
III. The Contract Signing Authority at a respective District Hospital shall provide
a room to Service Provider to store the equipment and other material used in
sanitation work.
IV. The Employer/Contract Signing Authority will not charge any amount from
the Service Provider for the water or/and electricity being provided for
cleaning and gardening activities under this contract. However, the service
provider shall arrange the necessary water supply fitting, flexible pipe etc. for
taking water from the water taps provided in the building for the work of
housekeeping at his own cost.
145
Appendix G
Performance Incentive Compensation
Not Used
147
Section VIII. Performance Specifications and Drawings Cleaning Schedule
All functional areas in the hospital have been assigned one of four risk areas based on below mentioned criteria:
The risk of infection to patients.
Occupational health and safety risk to staff and visitors
Aesthetics e.g. reception areas, grounds
Value for money
The risk category shall determine cleaning frequencies as mentioned below under the cleaning schedule:
Category Status Functional Areas included
1 Very High Risk
ICU/CCU/NICU/PICU/ICCU
Special Baby Care Unit
Operating Theatres/Endoscopy/Labour room
Renal Dialysis Unit
High risk patient Wards or Area
Immuno-Compromised patient Wards or Area
Special needs areas
2 High Risk
CSSD
Emergency
Isolation Rooms
Wards – Maternity & Surgical
3 Moderate Risk
Wards – All other ward types
Day Activity Area (non-invasive)
Catering Facilities (includes all kitchens)
Rehabilitation Area
General Pharmacy
Laboratories, including Pathology
Mortuary
Radiology & Medical Imaging
OPD, including Treatment Rooms & Clinical Consult Rooms
Public thoroughfares
Physiotherapy
Occupational Therapy
Main Stairwells
4 Low Risk
Administrative areas
Non-sterile supply areas
Record storage and archives
148
Category Status Functional Areas included
Engineering workshops
External surrounds
Central Stores
Library
Meeting Rooms
Staff Change facilities
Each sanitation worker will be required to perform his duty in the assigned work area with following minimum frequency of cleaning13 against each element‟s Service Standards and Requirements mentioned in Annexure „I‟ and „II‟.
No.
Element Very High
Risk High Risk
Moderate Risk
Low Risk
1 Overall appearance
n/a n/a n/a n/a
2 Odour Control n/a n/a n/a n/a
3
Commodes, weighing scales, manual handling equipment
Clean contact points each use, 1 full clean14 daily & between patient use
Clean contact points each use, 1 full clean daily & between patient use
Clean contact points each use, 1 full clean daily & between patient use
n/a
4
Medical equipment including intravenous infusion pumps, drip stands and pulse oximeters
1 full clean daily and between patient use
1 full clean daily and between patient use
1 full clean daily and between patient use
n/a
5 Patient washbowls
1 full clean daily and between patient use
1 full clean daily and between patient use
1 full clean daily and between patient use
n/a
13Apart from the cleaning schedule mentioned above, cleaning services should be provided by the
service provider as and when needed or as directed by the Hospital authorities from time to time. 14 Full Clean – is where all aspects of the element are fully cleaned on each occasion in accordance
with a documented specification
149
No.
Element Very High
Risk High Risk
Moderate Risk
Low Risk
6
Bedside oxygen and suction connectors
1 full clean daily and between patient use
1 full clean daily and between patient use
1 full clean daily and between patient use
n/a
7 Patient Fans
1 full clean daily and between patient use
1 full clean daily and between patient use
1 full clean daily and between patient use
n/a
8 Drug trolley 1 full clean weekly
1 full clean weekly
1 full clean weekly
n/a
9 Entrance / Exit
4 full cleans daily, dust control as required, 1 machine clean weekly
4 full cleans daily, dust control as required, 1 machine clean weekly
2 full cleans daily, dust control as required, 1 machine clean weekly
n/a
10 Stairs (internal and external)
2 full cleans daily, dust control as required, 1 machine clean weekly
2 full cleans daily, dust control as required, 1 machine clean weekly
2 full cleans daily, dust control as required, 1 machine clean weekly
n/a
11 External areas 3 full clean daily
3 full clean daily
1 full clean daily
n/a
12 Switches, sockets and data points
1 full clean daily
1 full clean daily
1 full clean daily
1 full clean daily
13 Walls
1 Full clean daily and check clean as required
Check clean daily and 1 full clean weekly
Check clean daily and 1 full clean weekly
Check clean daily and 1 full clean weekly
14 Ceiling 1 Full clean weekly
1 Full clean weekly
1 Full clean weekly
Wash every third year or replace as required
15 All doors
2 full clean daily and check clean as required
2 full clean daily and check clean as required
1 full clean daily and check clean as required
1 full clean weekly
150
No.
Element Very High
Risk High Risk
Moderate Risk
Low Risk
16 All internal glass and glazing
1 full clean daily
Check clean daily and 1 full clean weekly
Check clean daily and 1 full clean weekly
1 full clean weekly
17 All external glass and glazing
1 full clean yearly
1 full clean yearly
1 full clean every second year
1 full clean every third year
18 Mirrors
1 full clean daily and check clean15 as required
1 full clean daily and check clean as required
1 full clean daily and check clean as required
1 full clean daily and check clean as required
19 Ventilation grilles, extracts and inlets
1 full clean weekly
1 full clean weekly
1 full clean weekly
1 full clean weekly
20 Floor - polished
5 full cleans daily, dust control as required, machine clean weekly
5 full cleans daily, 1 check clean daily dust control as required, machine clean weekly
1 full clean daily, 1 dust control daily,machine clean monthly
1 full clean weekly, 1 check clean daily, machine clean quarterly
21 Floor - Non-slip
5 full cleans daily, dust control as required, machine clean weekly
5 full cleans daily, 1 check clean daily dust control as required, machine clean weekly
1 full clean daily, machine clean monthly
1 full clean weekly, 1 check clean daily, machine clean quarterly
22
Electrical items, e.g. overhead lights
1 check clean daily and 1 full clean monthly
1 check clean daily and 1 full clean monthly
1 check clean daily and 1 full clean monthly
1 check clean weekly and 1 full clean monthly
23 Chairs 1 full clean and 1 check clean
1 full clean and 1 check
1 full clean daily
1 full clean weekly
15 Check Clean – is where the cleaning operative makes an observational check of all aspects of the
element and where they observe aspects of the element that are not up to the required standard they clean those aspects only. The outcome is the same as a full clean, i.e. the element in its entirety is cleaned to the required standard
151
No.
Element Very High
Risk High Risk
Moderate Risk
Low Risk
daily clean daily
24 Beds/Trolleys/Mattresses
Bed frame, including all component parts daily, mattresses weekly and on discharge, total full clean on discharge
Bed frame, including all component parts daily, mattresses weekly and on discharge, total full clean on discharge
Bed frame, including all component parts daily, mattresses weekly and on discharge, total full clean on discharge
n/a
25 Lockers/Wardrobes/ Drawers
1 full clean daily and 1 check clean daily
1 full clean daily
1 check clean daily and 1 full clean weekly
n/a
26 Tables / Bed tables
1 full clean daily and 1 check clean daily
1 full clean daily
1 check clean daily and 1 full clean weekly
n/a
27 All dispensers / holders
1 full clean daily and daily as required
1 full clean daily and daily as required
1 full clean daily and daily as required
1 full clean daily and daily as required
28 Waste receptacles/bins
1 full clean daily and 1 check clean daily and 1 deep clean weekly
1 full clean daily and 1 check clean daily and 1 deep clean weekly
1 full clean daily and 1 deep clean weekly
1 full clean weekly and deep clean monthly
29 Kitchen Cupboards
n/a n/a 1 full clean monthly
n/a
30 Wash Hand Basins
Daily check system in operation to include 3 full cleans and 2 check cleans
Daily check system in operation to include 3 full cleans and 2 check cleans
Daily check system in operation to include 3 full cleans and 2 check cleans
Daily check system in operation to include 3 full cleans and 2 check cleans
152
No.
Element Very High
Risk High Risk
Moderate Risk
Low Risk
31 Toilets / Urinals /Bidet
Daily check system in operation to include 4 full cleans and 2 check cleans
Daily check system in operation to include 4 full cleans and 2 check cleans
Daily check system in operation to include 3 full cleans and 2 check cleans
Daily check system in operation to include 3 full cleans and 2 check cleans
32
Computers / Telephones / Office Equipment
1 full clean daily
1 full clean daily
1 full clean daily
1 full clean weekly
33 Dirty Utility / Sluice Room
1 full clean and 1 check clean daily
1 full clean and 1 check clean daily
1 full clean daily
1 full clean daily
Gardening Schedule
The Gardening & maintenance of lawns services to be performed in the premises of District
Hospital as per detail given below:
Specifications Schedule
Cutting & cleaning of jungles / unwanted Grasses / Shrubs/Weeds
including harmful plants like Parthenium etc. of the entire uncovered
land within the hospital complex. All weeds from buildings i.e roofs and
walls are to be removed by Service Provider
Monthly
Trimming & de-weeding is to be done in the entire area covered with
grass. All trees, plants and hedges are to be properly maintained
throughout the year.
Fortnightly
Provision of plotted plants in front verandas of all wards and indoor
gardening wherever applicable
Maintenance to be
done on fortnightly
basis
Maintenance of the garden/area/space specified by the appropriate
authorities; with seasonal flowers and decorative plants with proper
arrangement of gullies and channels with suitable spacing and
landscaping.
Daily
153
Section IX. Contract Forms
Table of Forms
Performance Bank Guarantee (Conditional) ................................................................154
Performance Bank Guarantee (Unconditional) ............................................................155
Performance Bond ..............................................................................................................156
Bank Guarantee for Advance Payment..........................................................................158
Non Blaclisting/Debarring Affidavit Form ..................................................................158
154
Performance Bank Guarantee (Conditional) This Agreement is made on the _______ day of _______, _______ between ______________ of ______________ (hereinafter called “the Guarantor”) of the one part and ______________ of ______________ (hereinafter called “the Employer”) of the other part.
Whereas
(1) This Agreement is supplemental to a contract (hereinafter called the Contract) made between ______________ of ______________ (hereinafter called the Service Provider) of the one part and the Employer of the other part whereby the Service Provider agreed and undertook to execute the Services of ____________________________ for the sum of ______________ being the Contract Price; and
(2) The Guarantor has agreed to guarantee the due performance of the Contract in the manner hereinafter appearing.
Now therefore the Guarantor hereby agrees with the Employer that upon receipt of (1) a written notice to the Guarantor from the Service Provider, or (2) a written notice to the Guarantor from the Adjudicator, or (3) a binding arbitration or Court award confirming that the amount of the Guarantee is payable to the Employer, the Guarantor will indemnify and pay the Employer the sum of _______,_______ such sum being payable in the types and proportions of currencies in which the Contract Price is payable, provided that the Employer or his authorized representative has notified the Guarantor to that effect and has made a claim against the Guarantor not later than the date of issue of the Defects Liability Certificate.
The Guarantor shall not be discharged or released from his Guarantee by an arrangement between the Service Provider and the Employer, with or without the consent of the Guarantor, or by any alteration in the obligations undertaken by the Service Provider, or by any forbearance on the part of the Service Provider, whether as to the payment, time, performance or otherwise, and any notice to the Guarantor of any such arrangement, alteration, or forbearance is hereby expressly waived.
Given under our hand on the date first mentioned above.
Signed by for and on behalf of the Guarantor in the presence of Signed by for and on behalf of the Employer in the presence of
155
Performance Bank Guarantee (Unconditional) To: Director General, Medical & Health Services Whereas ..........................................................(Firm Name) (hereinafter called “the Service Provider”) has undertaken, in pursuance of LOA No. ________ dated ________ (LOA No. & Date) to execute Outsourcing of Mechanized Cleaning (Housekeeping) and Gardening
Services in ……………………………………................. (Hospital Name) (hereinafter called “the Contract”); And whereas it has been stipulated by you in the said Contract that the Service Provider shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with his obligations in accordance with the Contract; And whereas we have agreed to give the Service Provider such a Bank Guarantee; Now therefore we hereby affirm that we are the Guarantor and responsible to you, on behalf of the Service Provider, up to a total of ________, ________, (value of PBG) such sum being payable in the types and proportions of currencies in which the Contract Price is payable, and we undertake to pay you, upon your first written demand and without cavil or argument, any sum or sums within the limits of ________________] (value of PBG) as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum specified therein. We hereby waive the necessity of your demanding the said debt from the Service Provider before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the Contract or of the Services to be performed there under or of any of the Contract documents which may be made between you and the Service Provider shall in any way release us from any liability under this Guarantee, and we hereby waive notice of any such change, addition, or modification. This Guarantee shall be valid until a date 28 days from the date of issue of the Certificate of Completion or 28 days from last day of 15th month from the date of signing of the agreement. Signature and seal of the Guarantor Name of Bank Address Date
156
Performance Bond
By this Bond, _______ as Principal (hereinafter called “the Service Provider”) and ________________________ as Surety (hereinafter called “the Surety”), are held and firmly bound unto ____________ as Obligee (hereinafter called “the Employer”) in the amount of ________________________] for the payment of which sum well and truly to be made in the types and proportions of currencies in which the Contract Price is payable, the Service Provider and the Surety bind themselves, their heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents. Whereas the Service Provider has entered into a Contract with the Employer dated the ______day of ______, ______ for ____________ in accordance with the documents, plans, specifications, and amendments thereto, which to the extent herein provided for, are by reference made part hereof and are hereinafter referred to as the Contract. Now, therefore, the Condition of this Obligation is such that, if the Service Provider shall promptly and faithfully perform the said Contract (including any amendments thereto), then this obligation shall be null and void; otherwise it shall remain in full force and effect. Whenever the Service Provider shall be, and declared by the Employer to be, in default under the Contract, the Employer having performed the Employer‟s obligations there under, the Surety may promptly remedy the default, or shall promptly:
(1) complete the Contract in accordance with its terms and conditions; or (2) obtain a Bid or bids from qualified bidders for submission to the Employer for
completing the Contract in accordance with its terms and conditions, and upon determination by the Employer and the Surety of the lowest responsive Bidder, arrange for a Contract between such Bidder and Employer and make available as work progresses (even though there should be a default or a succession of defaults under the Contract or Contracts of completion arranged under this paragraph) sufficient funds to pay the cost of completion less the balance of the Contract Price; but not exceeding, including other costs and damages for which the Surety may be liable hereunder, the amount set forth in the first paragraph hereof. The term “Balance of the Contract Price,” as used in this paragraph, shall mean the total amount payable by the Employer to the Service Provider under the Contract, less the amount properly paid by the Employer to the Service Provider; or
157
(3) pay the Employer the amount required by the Employer to complete the Contract in accordance with its terms and conditions up to a total not exceeding the amount of this Bond.
The Surety shall not be liable for a greater sum than the specified penalty of this Bond. Any suit under this Bond must be instituted before the expiration of one year from the date of issuance of the Certificate of Completion. No right of action shall accrue on this Bond to or for the use of any person or corporation other than the Employer named herein or the heirs, executors, administrators, successors, and assigns of the Employer. In testimony whereof, the Service Provider has hereunto set its hand and affixed its seal, and the Surety has caused these presents to be sealed with its corporate seal duly attested by the signature of its legal representative, this ______ day of______, ______. Signed by on behalf of ____________________________________________________________ Iin the capacity of In the presence of Date Signed by on behalf of ____________________________________________________________ In the capacity of In the presence of Date
158
Bank Guarantee for Advance Payment
To: ______ Gentlemen: In accordance with the provisions of the Conditions of Contract, Sub-Clause 6.4 (“Terms and Conditions of Payment”) of the above-mentioned Contract, __________ (hereinafter called “the Service Provider”) shall deposit with _________ a Bank Guarantee to guarantee his proper and faithful performance under the said Clause of the Contract in an amount of __________________ We, the __________________, as instructed by the Service Provider, agree unconditionally and irrevocably to guarantee as primary obligator and not as Surety merely, the payment to __________________ on his first demand without whatsoever right of objection on our part and without his first claim to the Service Provider, in the amount not exceeding __________________ We further agree that no change or addition to or other modification of the terms of the Contract or of Services to be performed there under or of any of the Contract documents which may be made between __________________ and the Service Provider, shall in any way release us from any liability under this Guarantee, and we hereby waive notice of any such change, addition, or modification. This Guarantee shall remain valid and in full effect from the date of the advance payment under the Contract until __________________ receives full repayment of the same amount from the Service Provider. Yours truly, Signature and seal: Name of Bank/Financial Institution: Address: Date:
159
AFFIDAVIT (To be furnished by the Bidder
In case of consortium to be given separately by each member)
(On Non – judicial stamp paper of Rs.100 duly attested by notary public)
I ………………………………… S/o Shri. …………………………., aged…………years,
working as Proprietor/Managing Partner/ Director of
M/s…………………………………..having its registered office
at………………………………...……………………….. I do hereby solemnly affirm and
declare as under:
1. That neither our Company/Society/Trust M/s………………………………… nor
any of its directors/President/Chairperson/Trustee have abandoned any work
for the Government of Uttar Pradesh or any other State Government during last
five years prior to the date of this Bid.
2. That neither our Company /Society /Trust M /s ………………………………. nor
any of its directors/President/Chairperson/Trustee have been
debarred/blacklisted by Government of Uttar Pradesh, or any other State
Government or Government of India for any work.
3. a) That our Company/Society/Trust ………………. has not been punished for
any offence and
b) the Director/President/Chairman/Trustee of our
company/Society/Trust………have/has neither been convicted of any offence
nor any criminal case(s) is/are pending before any Competent Court.
4. The undersigned hereby authorize(s) and request(s) any bank, person, firm,
Competent Authority or corporation to furnish pertinent information deemed
necessary and requested by Department of Medical, Health & Family Welfare,
Government of Uttar Pradesh, to verify this statement or regarding my (our)
competence and general reputation.
5. The undersigned understands and agrees that further qualifying information
may be requested, and agrees to furnish any such information at the request of
the Department of Medical, Health & Family Welfare, Government of Uttar
Pradesh.
6. That I further undertake that in case any of the facts contained above and in our
application is found other-wise or incorrect or false at any stage, my/our firm/
company/ group/sister concerns/ associate companies shall stand debarred
160
from the present and future tenders of the Department of Medical, Health &
Family Welfare, Government of Uttar Pradesh.
Signed by an authorized Officer of the Company/Society/Trust with Seal
Title of Officer
Name of Company/Society/Trust
Date
