E-Tender for Providing Laundry Services & Linen At ESIC ... · 2. Date and Venue of Pre-Bid meeting 13/11/2019 at 2.30 PM, ESIC Model Hospital, Chandigarh 3. Last date and time for

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कर्मचारी राज्य बीर्ा निगर् र्ॉडल अस्पताल चचिंता से र्ुक्तत E.S.I CORPORATION MODEL HOSPITAL

इिंडक्स्ियल एररया,फेज-II रार् दरबार,चिंडीगढ़-160002 Ph : 0172-2639641 INDUSTRIAL AREA,PHASE-II,RAMDARBAR,CHANDIGARH-160002 0172-2639643

(ISO 9001:2015 CERTIFIED आई.एस.ओ. 9001:2015 प्रर्ाणित) Fax : 0172-2639642

E-Tender for Providing Laundry Services & Linen

At

ESIC Model Hospital, Chandigarh.

NIT Issue Date : 05/11/2019

NIT No. : 172-D/23/22/12/19/ESICMHCHD

Pre-Bid Meeting Date : 13/11/2019 at 02:30 PM

Last Date of

Submission

: 26/11/2019 up to 1:00 PM

Date & Time of opening of : 27/11/19 at 02:30 PM

Technical Bid

चचिंता से रु्क्तत

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E-TENDER DOCUMENTS FOR PROVIDING & WASHING OF

HOSPITAL LINEN AND LAUNDRY SERVICES AT ESIC HOSPITAL,

CHANDIGARH

Table of Contents

Sr No Description Page No

1. E-tender notice 3-5

2. Checklist 6

3. Instructions for online submission 7-11

4. Eligibility Criteria 12-13

5. Instructions to bidders 14-16

6. General conditions of contract 17-21

7. Specific terms and conditions 22-23

8. Quality of linen required 24

9. Annexure I, II, III, IV, V. VI, VII 25-31

10. Schedule of requirements 32-34

11. Financial bid 35-36

12. Pattern of VIBGYOR sheet 37-38

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कर्मचारी राज्य बीर्ा निगर् र्ॉडल अस्पताल चचिंता से र्ुक्तत E.S.I CORPORATION MODEL HOSPITAL इिंडक्स्ियल एररया,फेज-II रार् दरबार,चिंडीगढ़-160002 Ph : 0172-2639641 INDUSTRIAL AREA,PHASE-II,RAMDARBAR,CHANDIGARH-160002 0172-2639643

(ISO 9001:2015 CERTIFIED आई.एस.ओ. 9001:2015 प्रर्ाणित) Fax : 0172-2639642 --------------------------------------------------------------------------------------------------------------------------------

No. 172-D/23/22/12/19/ESIC MHCHD Dated: 05/11/19

Subject: E-Tender notice for Providing Laundry Services at ESIC Model Hospital,

Ramdarbar, Industrial Area, Phase II, Chandigarh

MEDICAL SUPERINTENDENT, ESIC MODEL HOSPITAL, RAMDARBAR-CHANDIGARH,

invites E-Tenders under Two-Bid system through e-procurement solution from reputed,

experienced, financially sound Agencies/firms/companies for Providing Laundry Services at

ESIC Model Hospital, Chandigarh, as per description mentioned in the tender document.

The contract will be valid for one year. The contract may be further extended up to two years,

on the same terms & conditions or with some addition/deletion/modification depending on

performance of the Agency and mutual consent of both parties.

E-TENDER SCHEDULE:

Validity of E-NIT: 90 days

S.NO DESCRIPTION SCHEDULE

1. Date of online availability of E-Tender

document

05/11/2019

2. Date and Venue of Pre-Bid meeting 13/11/2019 at 2.30 PM, ESIC Model

Hospital, Chandigarh

3. Last date and time for submission of

completed tender forms –Both online &

Offline

26/11/2019 Up to 1:00 PM

4. Date and time for opening of online E-

Tender and Tender Box.

27/11/2019 at 2:30 PM

5. Earnest Money Deposit Thirty thousand rupees only

6. Performance Security Deposit One lakh rupees only

The objective of the pre-bid meeting inter alia is, to answer the clarifications/questions/queries

related to e-tendering of this tender.

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In the event of the above-mentioned date/s being declared as a holiday, the tender will be

opened on the next working day at the appointed time and place.

The tender document containing eligibility criteria, scope of work, terms & conditions and

draft agreement etc. are available online on:

a) https://eprocure.gov.in

b) www.esic.nic.in

Sr.

No.

Name of the Work

1) Supply of linen on a daily basis in a timely manner as per time

asked for by respective departments. Linen to be collected from

laundry station by the DNS/ ward N/S

2)

Collection of dirty linen from laundry station of hospital and supply

of washed linen at time asked for by respective departments as

and when required.

The interested agencies/firms/companies are required to upload duly signed and stamped

technical bid and financial bids in chronological order with scanned copies of all relevant

certificates, documents etc in correct resolution on the e-tender portal.

In addition to online submission, bidders are also required to submit hard copy of

DOCUMENTS as described below:

a) Envelope : Sealed Cover containing EMD of Rs30,000/ (Rupees thirty thousand only)

in the form of Demand Draft/Pay Order in favor of ESIC Fund Account No. 1, payable

at Chandigarh or MSME Certificate

b) Affidavit for non- blacklisting

The envelope containing above documents should be duly super scribed “Tender for

Providing Laundry services and Linen at ESIC Model Hospital Chandigarh”, E -

Tender I.D Number : … and should be dropped in the Tender box kept in the

Administrative Block, ESIC Model Hospital, Industrial Area Phase-II, Ramdarbar,

Chandigarh - 16002, on or before closing time of submission i.e. Up to 1:00 pm,

26/11/2019.

In the event of the above mentioned dates being declared as a holiday, the tender will be

opened on the next working day at the appointed time and place.

Tenders received after the specified date and time shall not be accepted. Proof of Postage or

courier shall not be accepted as a claim for timely submission of Tender.

Tender submitted without EMD will be summarily rejected.

Any future clarification and/or corrigendum(s) shall be communicated only through the website

www.esic.nic.in and https://eprocure.gov.in

https://eprocure.gov.in/http://www.esic.nic.in/http://www.esic.nic.in/

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Medical superintendent, ESIC Model Hospital, Chandigarh, reserves the right to accept any

tender in full or in part and to reject all tenders at any time without assigning any reason thereof.

Medical Superintendent

Declaration by the Bidder:

This is to certify that, I/We, before signing this tender, have read and fully understood all the

terms and conditions contained herein and undertake myself/ourselves to abide by them.

Enclosures:

1. DD/Pay Order No.

Place:………………………………… (Signature of Bidder with seal)

Date:…………………………………

Name:

Address

Phone No (O):

Fax No.(O):

E-mail

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CHECK LIST

Sr. No. Particulars Mark (√) (N.A.) or (X)

whichever is applicable

1 Earnest Money Deposit of Rs 30000/ as a Crossed DD/Pay order in favor

of “ESIC Fund A/c No. 1” payable at Chandigarh, (soft copy uploaded+

hard copy) /MSME certificate

[ ]

2 Proof of Registration under Factory/Shops and Establishment. Act

[ ]

3 Undertaking regarding authorized signatory

4 Copy of ESI& EPF Registration. [ ]

5 Copy of PAN Card.

[ ]

6 Copy of GST Registration Certificate.

7 Copies of 3 years Annual Income Tax Return and audited Balance Sheets

for the years 2015-16, 2016-17, 2017-18. Average turnover must be

15 Lakhs per annum each during these 3 financial years.

[ ]

8 Advance pre-receipt [ ]

9 Affidavit on non-judicial stamp paper for non-black listing of company (in

original) (soft copy uploaded+ hard copy)

[ ]

10 Experience certificate for 3 years 2016-17, 2017-18, 2018-19.

[ ]

11 Proof of workshop/factory address within 20kms from ESIC Hospital,

Chandigarh

[ ]

12 Copy of valid Labour License under Labour Law authorities. [ ]

13 Complete Tender Document duly signed and stamped by the bidder. [ ]

14 Undertaking as per clause 20 of instructions to bidders [ ]

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Instruction for online Bid Submission

The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal.

More information useful for submitting online bids on the CPP Portal may be

obtained at: https://eprocure.gov.in/eprocure/app

REGISTERATION:-

1. Bidders are required to enroll on the e-Procurement module of the Central Public Procurement Portal (URL:https://eprocure.gov.in/eprocure/app) by clicking on the link “Online bidder Enrolment” on

the CPP Portal which is free of charge.

2. As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts.

3. Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal.

4. Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify / TCS / nCode / eMudra etc.), with their profile.

5. Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSC’s to others which may lead to misuse.

6. Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the DSC / e-Token.

https://eprocure.gov.in/eprocure/app

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SEARCHING FOR TENDER DOCUMENTS

1. There are various search options built in the CPP Portal, to facilitate bidders to

search active tenders by several parameters. These parameters could include Tender ID,

Organization Name, Location, Date, Value, etc. There is also an option of advanced search

for tenders, wherein the bidders may combine a number of search parameters such as

Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a

tender published on the CPP Portal.

2. Once the bidders have selected the tenders they are interested in, they may

download the required documents/ tender schedules. These tenders can be moved to the

respective ‘My Tenders’ folder. This would enable the CPP Portal to intimate the bidders

through SMS / email in case there is any corrigendum issued to the tender document.

3. The bidder should make a note of the unique Tender ID assigned to each tender, in

case they want to obtain any clarification / help from the Helpdesk.

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PREPARATION OF BIDS

1. Bidder should take into account any corrigendum published on the tender

document before submitting their bids.

2. Please go through the tender advertisement and the tender document carefully to

understand the documents required to be submitted as part of the bid. Please note the

number of covers in which the bid documents have to be submitted, the number of

documents – including the names and content of each of the document that need to be

submitted. Any deviations from these may lead to rejection of the bid.

3. Bidder, in advance, should get ready the bid documents to be submitted as

indicated in the tender document / schedule and generally, they can be in PDF / XLS

/ RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with black and white

option which helps in reducing size of the scanned document.

4. To avoid the time and effort required in uploading the same set of standard

documents which are required to be submitted as a part of every bid, a provision of

uploading such standard documents (e.g. PAN card copy, annual reports, auditor

certificates etc.) has been provided to the bidders. Bidders can use “My Space” or ‘’Other

Important Documents’’ area available to them to upload such documents. These

documents may be directly submitted from the “My Space” area while submitting a bid,

and need not be uploaded again and again. This will lead to a reduction in the time

required for bid submission process

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SUBMISSION OF BIDS

1. Bidder should log into the site well in advance for bid submission so that they can

upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any

delay due to other issues.

2. The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document.

3. Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter details of the instrument / scan copy.

4. Bidder should prepare the EMD as per the instructions specified in the tender document. The details of the DD/any other accepted instrument, physically sent, should

tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.

5. Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no other format is acceptable. If the price bid has been

given as a standard BOQ format with the tender document, then the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BoQ file, open it and complete the white coloured (unprotected) cells with their respective

financial quotes and other details (such as name of the bidder). No other cells should be changed.

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Once the details have been completed, the bidder should save it and submit it online, without

changing the filename. If the BoQ file is found to be modified by the bidder, the bid will be

rejected.

6. The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the

bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission.

7. All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit encryption technology. Data

storage encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key.

Further this key is subjected to asymmetric encryption using buyers/bid opener’s public keys. Overall, the uploaded tender documents become readable only after the tender opening by the authorized bid openers.

8. The uploaded tender documents become readable only after the tender opening

by the authorized bid openers.

9. Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of

the bid with all other relevant details.

10. The bid summary has to be printed and kept as an acknowledgement of the

submission of the bid. This acknowledgement may be used as an entry pass for any

bid opening meetings.

ASSISTANCE TO BIDDERS :-

1. Any queries relating to the tender document and the terms and conditions contained therein

should be addressed to the Tender Inviting Authority for a tender or the relevant contact person

indicated in the tender.

Any queries relating to the process of online bid submission or queries relating to CPP Portal in

general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the helpdesk

is 1800 233 7315. Foreign bidder can get help at +91-79-40007451 to 460.

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I. ELIGIBILITY CRITERIA 1. The agency/bidder should be registered under competent authority and must possess all

relevant license(s) and documents applicable to perform the contract.

(Registration Certificate / Deed of incorporation of Firm/Agency/Organization is to be

submitted with the tender)

2. The Bidder should have an experience of at least two years in providing Laundry Services to

the Govt./ Corporate/ private Hospitals. (Submit Certificate signed by the Medical

Superintendent/Competent Authority of the hospital on the Institute’s letter head with

period for which services were provided).

3. The Bidder should have an annual turnover of Rs.15 Lakhs in the last three financial years.

(Submit attested balance sheet from CA). This turnover should be from Laundry services only.

Income from other sources should not be included in the turnover and will not be considered for

determining the eligibility.

4. The Bidder should not be black listed by Central Government/State Government/E.S.I.C. or

any other autonomous institution presently nor any proceedings for blacklisting has been initiated

by Central Government/State Government/E.S.I.C. or any other autonomous institution against

the bidder and should not have been convicted for any criminal offence. (Affidavit as per

Annexure II)

5. The bidder should have a office in tri-city or within 20 km of ESIC Model Hospital Chandigarh

in the state of Punjab and Haryana and operate laundry services from there. Bidder should

submit address with documentary evidence.

6. EMD of amount Rs. 30,000/- (Rupees Thirty Thousand Only) is to be submitted in the form of

DD/Banker’s Cheque only from any scheduled/Nationalized bank in favour of “ESIC FUND A/C

NO.1” PAYABLE AT CHANDIGARH. Tenders without EMD will be summarily rejected.

However, Exemption for depositing the Earnest Money will be allowed to Micro and Small

Enterprises (MSEs) as defined in MSE Procurement Policy issued by Department of Micro, Small

and Medium Enterprises (MSME) or bidders who are registered with the Central Purchase

Organisation or the concerned Ministry or Department. Documents in support of the exemption of

EMD, must be submitted with the Tender to claim the exemption. Validity of this certificate

should not expire during the validity of contract.

7. Certificates of satisfactory performance report from hospitals (Govt, Private, corporate any

other autonomous institution) signed by the Medical Superintendents/Competent Authority of the

hospital on the Institute’s letter head should be submitted along with the experience certificate.

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8. Lowest Rate certificate: That the firm is not providing the services to Central

Government/State Government/E.S.I.C. or any other autonomous institution below the rates

quoted in this tender document.

9. Conditional tender will be summarily rejected.

10. Bidders has to submit ITR of last 03 (Three) years filed by firm.

11. Bidders has to submit PAN Number of firm/owner of firm as on ITR

12.. Bidders has to submit Registration Details, registration with Company’s act/Shops and

establishment act and proof of business.

13. Bidder should have GST Registration, if applicable

14. Bidder should have Labour Licence and ESI/EPF registration, if applicable.

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INSTRUCTIONS TO THE BIDDERS

Related to submission of bids:

1) Firms intending to participate in the tender should first ensure that they fulfill all the

eligibility criteria.

2) Bid quotations are to be submitted only if the terms and conditions as mentioned in the

tender are acceptable in its entirety.

3) The tender document containing eligibility criterion, scope of work, terms & conditions and

draft agreement etc. are available online on:

https://eprocure.gov.in/eprocure/app and www.esic.nic.in.

4) All the pages of the tender should be signed by the owner of the firm or his

Authorized signatory. In case the tender is signed by the Authorized signatory, a

copy of the power of attorney/authorization should be enclosed along with tender.

5) The interested agencies/firms/companies are required to upload duly signed and

stamped technical bid and financial bids in chronological order with scanned copies of all

relevant certificates, documents etc. in correct resolution on the E-Tender portal

https://eprocure.gov.in

6) In addition to online submission, bidders are also required to submit hard copy of the bids

as described below:

a) Sealed Envelope containing EMD of Rs 30,000/-(Thirty Thousand only) in the form of

Demand Draft/Pay Order in favour of “ESIC Fund Account No. 1”, payable at Chandigarh.

OR

Documents in support of the exemption of EMD (MSME)

Validity of this document should not expire during the validity of contract

b) Undertaking as per “Annexure II”.

c) Advance pre-receipt affixing revenue stamp along with the full particulars of Bank

details in order to refund the EMD amount of unsuccessful bidders through ECS.

Please note that the sealed envelope should only contain EMD, pre-receipt and Annexure-

II only. Any additional document shall be summarily rejected.

The envelope should be in a sealed cover duly super scribed “E-Tender for providing Laundry

Services and Linen for ESIC MH, Chandigarh” E Tender ID No.----- and should be dropped in

the Tender box kept in the Administrative Block, ESIC Model Hospital, Ramdarbar, Ph II,

Chandigarh- 16002, on or before closing time of submission i.e. upto 1:00 PM on 26/11/2019.

7) The Technical bids shall be opened on the 27/11/19 at 2:30PM in Conference Hall, ESIC

MH Chandigarh in presence of the bidders or their authorized representatives who choose

to remain present.

8) Technical Bids will be scrutinized by an evaluation committee as constituted by the

Medical Superintendent to check all requisite and relevant documents and their

authenticity. The bidders, whose Technical Bids are found eligible in all respect and

accepted will be informed about the date and time of opening of Financial Bid.

https://eprocure.gov.in/eprocure/apphttp://www.esic.nic.in/

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9) EMD of amount Rs. 30,000/- (Rupees Thirty Thousand Only) is to be submitted in the

form of DD/Banker’s Cheque only from any scheduled/Nationalized bank in favour of

“ESIC FUND A/C NO.1” PAYABLE AT CHANDIGARH. Tender without EMD will be

summarily rejected. However, Exemption for depositing the Earnest Money will be allowed

to Micro and Small Enterprises (MSEs) as defined in MSE Procurement Policy issued by

Department of Micro, Small and Medium Enterprises (MSME) or bidders who are

registered with the Central Purchase Organization or the concerned Ministry or

Department. Documents in support of the exemption of EMD, must be submitted with the

Tender to claim the exemption. Validity of this certificate should not expire during the

validity of contract.

10) EMD of unsuccessful bidders shall be returned back without accrual of interest within 30

days of Award of Contract. All bidders are requested to submit an advance Pre-Receipt

affixing Revenue stamp along with full particulars of bank details in order to process the

refund through NEFT/ECS

11) The EMD shall be forfeited if:

a) Bidder withdraws his participation after opening of Price Bid.

b) If at any stage of tender processing, any information given by the bidder is found to be

false.

c) Successful Bidder fails to undertake the work after award of contract.

12) Only those bidders who have successfully qualified the Technical Bid will be informed

about the date and time of opening of Price bids.

13) As a guarantee towards due performance and compliance of the contract work, the

successful bidder/contractor will have to deposit an amount of Rupees 100,000/- ( one

lakh rupees) towards Security Deposit by Pay Order/Demand Draft drawn on any

nationalized bank/Scheduled Bank in favor of “ESI Fund Account No. 1, payable at

Chandigarh”. This Security Deposit should be valid for 60 days beyond the date of

completion of all contractual obligations of the contractor including statutory obligations.

Any pending amount/recovery towards the Contractor on any account of the contract shall

be recovered through the performance security.

14) The Security Deposit shall be forfeited if the successful bidder fails to comply with any of

the terms & conditions of the contract or is implicated of indulging in any fraudulent

practices/concealment of information/providing false information/blacklisted at any time

during the validity of contract.

15) The work shall be started by the Successful Bidder within seven (7) days of acceptance of tender otherwise the contract may be cancelled and EMD will be forfeited

16) All entries in the tender form should be legible and filled clearly. If the space for furnishing

information is insufficient, a separate sheet duly signed by the authorized signatory may

be attached. Authorized signatory must countersign all cuttings in the Technical Bid

application.

17) After evaluation, the work shall be awarded to the Agency fulfilling all the conditions

and who has quoted the lowest rate (inclusive for all categories) after complying with

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the all the Acts / provisions stated / referred to for adherence in the tender. In case two

or more agencies are found to have quoted the same rates, Medical Superintendent,

ESIC MH Chandigarh, shall decide about the Agency to which the offer shall be

granted based on the report of the past performance of the firm, and length of

experience etc. Such decision by the authority shall be final.

18) Medical Superintendent, ESIC MH Chandigarh, reserves the discretionary right to

award on the same rate, parallel contract to the next eligible agency, in case, the

agency with lowest rate, at any stage after award of contract, fails to perform

successfully / satisfactorily.

19) Canvassing in any form is strictly prohibited and the bidders who are found canvassing

are liable to have their tenders rejected out-rightly.

20) Family members of officials working in ESIC cannot take part in this E-Tender. Each

Bidder will have to give an undertaking to this effect on a Non-Judicial stamp paper

of appropriate value. This will also apply to officials who have resigned/retired from the

services of ESI Corporation within one year of date of opening of this e-tender.

21) Evaluation of the tender and finalization of the laundry services Contract will be done

online on the e-bid submitted by the bidder. It will be the sole responsibility of the bidder to

scan and upload clear and legible documents including the complete tender document

duly signed and stamped by authorized signatory, failing which the tender will be liable for

rejection.

22) Rates quoted will be all inclusive of cost of manpower, material, machinery, tools etc. No

escalation of cost of any kind shall be permitted within the validity of the contract.

23) Medical Superintendent, ESIC MH Chandigarh reserves the right to accept or reject

any or all bids without assigning any reasons. M.S, ESIC MH Chandigarh also reserves

the right to reject any bid which is non- responsive or violating any of the

conditions/specifications without any liability to any loss whatsoever it may cause to the

bidder in the process.

24) Conditional tenders will be rejected. Contractor shall not sublet any portion of the contract.

25) These instructions shall form a part of the contract document.

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GENERAL CONDITIONS OF THE CONTRACT:

1. The Contract shall initially be valid for a period of one year from the date of commencement of

Agreement. Contract may be extended for further period of two years based on satisfactory

performance and with mutual consent, on the same rates, terms and conditions depending on

performance of the Agency.

2. ESIC Model Hospital, Chandigarh reserves the right to terminate the contract by serving one

month’s notice, in writing if the services of the agency are not found satisfactory. The Medical

Superintendent may ask agency to provide services till the alternative arrangement is made.

3. The Agency has to ensure the payment of at least minimum wages applicable under Central

Govt. or U.T.(Chandigarh) Minimum wages Act, whichever is higher at the time of award of

contract. The basic rate quoted shall be all inclusive wages , statutory expenses like EPF,ESIC,

leave wages, and holiday wages, weekly off, uniform expenses etc. any other incidental charges

to meet the requirement of contract.

4. The Agency/contractor shall be solely responsible for compliance with all statutory laws like

ESI, EPF, GST, and Contract Labor Act but not limited to these.

5 .All statutory contributions (ESI, EPF, IT, GST etc.,) should be deposited to the respective

departments within the due dates. Delay in payment of contribution resulting in penalty

should be borne by the agency and no payment will be made for such claims of the

agency.

6. GST claimed by the agency should be supported by GST paid challan failing which GST

amount will not be paid or released by ESIC.

7. The persons deployed by the Agency/contractor shall not claim nor shall be entitled to pay,

perks and other facilities admissible to regular/confirmed employees of this institute

during the current or after expiry of the contract.

8.In case of termination of this contract on its expiry or otherwise, the persons deployed by the

service providing Agency shall not be entitled to and will have no claim, for any

absorption nor for any relaxation for absorption in the regular/ other capacity at the

Hospital.

9. The bidder will be bound by the details furnished by it to ESIC MH Chandigarh, while

submitting the tender or at subsequent stage. The agency will be fully responsible for ensuring

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the correctness of the documents submitted by the persons being engaged against various

posts. In case, any of such documents furnished by it is found to be false at any stage, it would

be deemed to be a breach of terms of contract making it liable for legal action besides forfeiting

of security money and termination of contract.

10. The Agency shall ensure fulfillment of skills, experience, age limit and other engagement

conditions. The Agency will get their antecedents (Police Verification), identity proof,

character and conduct and medical health suitability verified and submit related

documents within 15 days of Award of contract.

11. The Agency shall furnish documents of the personnel to be deployed at ESIC MH

Chandigarh along with their date of birth, marital status, address, identity proof before

commencement of work.

12. A representative/ supervisor of the Agency shall visit ESIC MH Chandigarh at least once-a-

week and review the service performance of its personnel. During the weekly visit,

Agency’s representative will also meet M.S, ESIC MH CHD Chandigarh for mutual

feedback regarding the work performed by his personnel and removal of deficiencies, if

any, observed in their working.

13Contractor will intimate his e-mail ID/ phone no., for contact in emergency conditions. Any

message given on e-mail will be considered as message delivered and action requested is to

be deemed completed.

14The contractor will provide mobile phone of the Supervisor posted at ESIC Model Hospital,

Chandigarh to the Caretaker and designated officers at the Hospital. Contractor shall have to

attend this office as and when informed by the Competent Authority.

15 The deployed persons at ESIC MH Chandigarh shall be the employees of the Agency

and it shall be the duty of the Agency to pay their salaries before 7th of every month.

Though ESIC MH Chandigarh shall maintain timely reimbursements through ECS,

nonetheless payment of wages to workers by the agency shall in no way be dependent on

this.

16The Agency shall ensure proper conduct of personnel deployed. The personnel

deployed at all times should be polite, courteous and efficient while handling the assigned

work such that their actions shall promote goodwill and enhance the image of this Hospital.

The Agency shall be solely responsible for any act of indiscipline on the part of personnel

deployed at ESIC MH Chandigarh.

17. The Agency shall provide reasonably good uniform, name badges with Photo Identity

Cards to its personnel deployed at ESIC MH, Chandigarh at its own cost and ensure that

[Type text]

19

these cards are to be constantly displayed, maintained in good condition and their loss

should be reported immediately. Incidentals for the respective categories of manpower

shall be borne / supplied by the Agency at its cost.

18. The responsibility of transportation, food and other essential requirements in respect of

each deployed personnel will be solely with the agency.

19. The Contractor shall ensure that any replacement of the personnel, as required by the

M.S, ESIC MH Chandigarh, for any reason specified or otherwise, shall be effected

promptly without any additional cost to ESIC MH Chandigarh. If the agency wishes to

replace any of the personnel, the same shall be done with prior permission of M.S,

ESIC MH Chandigarh at Contractor’s own cost. In the event of any personnel being on

leave/absent, the agency shall ensure suitable alternative arrangement to make up for

such absence. To meet such eventualities, the agency shall make provision for

adequate leave reserve.

20. The Agency will strictly ensure that any sensitive / confidential nature of information

related to the organization is not divulged or disclosed to any person by the personnel

deployed by it.

21. The Agency shall be contactable at all times and message by phone/mail/fax/special

message from this hospital shall be acknowledged immediately on receipt, the same

day. The Agency shall strictly adhere and implement all instructions issued by this

Hospital, failure of which shall be taken as breach of contract making it liable for legal

action besides termination of contract.

22. ESIC MH Chandigarh shall not be responsible for any loss, damage, theft, burglary or

robbery of any personal belongings, equipment or vehicles of the deployed personnel.

23. That the agency on its part and through its own resources shall ensure that the goods,

materials and equipment etc at ESIC MH Chandigarh are not damaged in the process

of carrying out the services undertaken by personnel deployed.

24. The Agency shall be responsible for all acts of commission or omission on the part of

its staff or personnel deployed. If ESIC MH Chandigarh suffers any loss or damage on

account of negligence, default or theft on the part of the personnel deployed, the

Agency shall be liable for reimbursement of the pecuniary value of the loss besides

imposition of penalty as decided by MS, ESICMH, Chandigarh.

25. The Agency shall keep ESICMH, Chandigarh fully indemnified against all claims,

damages or compensation under all statutory laws and rules prevailing there under

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20

from time to time. Any loss caused to life & property due to negligence or dereliction of

duty of the deployed staff is to be indemnified by the Agency up to the entire

satisfaction of the concerned office.

26. FAILURE AND TERMINATION: If the contractor fails to deliver the stores or any

instalments thereof within the period prescribed for such delivery in the contract or any

time liquidate the contract before the expiry of such period, Medical Superintendent

may without prejudice to his right to recover damages for breach of the contract, be

entitled at his/her option to do recovery as per performance matrix.

27. All the disputes relating to the tender shall be subject to the territorial jurisdiction of

Chandigarh.

28. The successful bidder will enter into an agreement (Stamp duty to be borne by the

bidder-Second Party) with ESIC MH Chandigarh (First party) for providing laundry

services as per the requirement on these terms & conditions.

29. The Agency shall disburse the wages to its staff every month through ECS and shall

furnish a consolidated statement of such deposit. The Agency shall ensure that all staff

has valid bank account and the same is to be communicated while giving acceptance

for the Contract.

30. The decision of the M.S, ESIC Hospital, Ramdarbar, Chandigarh in regard to

interpretation of the Terms & Conditions and the Agreement shall be final and binding on

the Agency.

31. The Agency shall not be allowed to transfer, assign, pledge or sub-contract its rights and

liabilities under this contract to any other Agency.

32.The agency shall be solely responsible for the redressal of grievances/ resolution of

disputes relating to persons deployed. The Hospital shall, in no way, be responsible for

settlement of such issues whatsoever.

33. PAYMENT TO THE SUCCESSFUL BIDDER :

The contractor shall be required to submit his bill in triplicate month-wise by the 7th of the

subsequent month for further action and payment shall be released as per the terms &

conditions, less deduction at source of Income Tax and TDS on GST at prevailing rates.

The bills shall have to be submitted with logbook signed by the Sister in Charge of user

wards/ units.

In case the contractor fails to abide by any statutory law, the competent authority reserves

the right to impose any penalty so as to make good such lapse or delay the payment,

thereof, without prejudice to any statutory penalty under law. The Tenderer shall have no

right to claim any interest on the delayed payments.

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21

34. The payment to the contractor will be made mandatorily by electronic mode such

as RTGS/NEFT etc. The contractor is instructed to supply the following information

along with the tender.

(i) Name of the Bank

(ii) Name of the branch

(iii) Account Number

(iv) IFSC Code

35. Any violation of instructions/agreement or suppression of facts will attract cancellation of

agreement without any reference.

36 . All the disputes and differences arising out of and in any way touching the concerning this

contract (except for which specific provision has been made herein) shall be referred to the Sole

Arbitrator to be appointed by the ESIC Model Hospital Chandigarh. The Arbitrator so appointed

shall be a Government Servant who has dealt with matters not related to this contract and in the

course of his duties not expressed on all or any of the matters in dispute. The award of the

arbitrator so appointed shall be final and binding on both the parties to this contract subject to the

provision of the Arbitration and conciliation Act, 1996 as amended time to time.

[Type text]

22

SPECIFIC TERMS AND CONDITIONS :

1. The selected contractor/agency/Tenderer shall be required to provide and wash hospital linen,

which are being used at various departments/units/wards/wings of the hospital.

2. The Tenderer shall be required to collect the used linen everyday from laundry station in the

hospital, and such times as may be advised to him from time to time.

3. Such linen after being washed, dried and ironed shall have to be delivered back, at such

intervals that may be prescribed to him, and in case of linen belonging to the Operation Theatre,

Labour Room, Minor Operation Theatre, Casualty, the same shall have to be delivered back as

fast as possible, but not later than one day.

4. The Agency shall arrange for and keep at least four sets of all types of linen. Out of these one

set shall be kept in the hospital in four use in case of exigency so as to maintain the essential

services

5. The Agency shall maintain a backup of at least 30 % of overall linen to replace damaged linen.

6. DNS or Sister-in-charge of respective areas will sign the Log book during exchange of dirty

linen with clean linen.

7. The Agency shall incorporate feedback about the services being provided by it in its regular

feedback mechanism and collate such feedback from the ward in-charge (or any other person

responsible for collection of cleaned linen) on a regular basis.

8. The Tenderer/ agency shall use highest grade of washing materials, reagent, disinfectants,

colouring agents, whitening agents, etc. for maintaining proper washing durability of the linen and

attaining adequate disinfection.

9. Woollen items and blankets shall essentially be dry washed and any other items requiring

special treatments due to the nature of fabric shall have to be treated accordingly.

10.If any item/linen is delivered damaged/deteriorated/torn after being

handled/washed/dried/treated/ironed by the Tenderer/agency, the same shall be rejected by the

user unit of the hospital. In such cases the Tenderer /agency shall have to replace the items with

fresh ones of the same quality on same day, failing which the decision of the competent authority

in this regard shall be final and binding.

11.If there is delay in the supply of linen and the hospital has to make alternate arrangement for

supply and washing of linen, the cost incurred on the same shall be deducted from the bill of the

contractor along with appropriate action as deemed necessary by the competent authority

12.The list of linen which are currently required in the hospital and is to be provided, washed,

dried and ironed, are appended herewith in the schedule, and the Tenderer /agency shall have

to quote the rate against each item without which the tender shall be rejected.

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23

13. The Tenderer /agency shall be liable to provide/wash/dry/iron etc. newer linen/newer types of

linen which may be introduced in the hospital, time to time, on comparable terms and conditions.

14. The Tenderer/agency shall use his own tools, machines and other appliances for washing,

drying, ironing, etc. of the linen.

15. The successful Tenderer should have workshop within 20 kms from the ESIC Hospital,

Chandigarh, to save delay in transit. Existence of such works may be verified by the hospital

authority, after issuing of provisional work order.

16. Tenderer should have mechanical washing and drying facilities. Washing and drying by hand

will not be acceptable.

17. The hospital authority reserves the right to inspect the premises of the agency where the

work is being carried out and also to verify the quality of materials used for washing as well as

the entire process of carrying out the work. The dispute, if any, shall be dealt with as per the

modality described in the tender paper.

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24

QUALITY OF LINEN REQUIRED

• Proper moisture repellency

• Quick drying

• Surface soft

• Good tensile strength

• Poorly static

• Low flammable

• Easy to sanitize

• Good visual appearance

• Microbial repellant

• Non-irritant

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25

ANNEXURE I

PROFILE OF THE

FIRM

1 Name of the firm:-

2 Year of Registration

3 Type of Firm

A Full Postal Address:-

B Cell Phone No.

4

C Telephone No:-

D Fax No.

E Email Id:

Register Details

A

PAN No

5

B GST Registration No

C E.S.I

E.P.F Registration

Name and Address of your

Bankers stating

i. Name of Bank

6 6 ii. Name of Branch

the name in which the Account

stands:- iii. A/c. No.

iv. IFSC Code

7

Are you in the list of approved

contractors of any other

organizations

/institutions, if any, give details:-

6 Any other information which you

consider necessary to furnish:

[Type text]

26

ANNEXURE II

UNDERTAKING

I, ............................................................................................. Son / Daughter of

Shri..........................................................................Authorised signatory

of................................................................................... Is / am competent to sign this declaration

and execute this tender document.

I have carefully read and understand all the terms and conditions of the tender and hereby

convey my acceptance of the same.

The information / documents furnished along with the above application are true and authentic to

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

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

forfeit of EMD/Performance Security besides liabilities towards prosecution under appropriate

law.

I further declare that my Company/agency is not blacklisted by any Government organization

and no CBI/ or any criminal case is pending against me. I further declare that I have never been

convicted for any criminal offence by any court of law.

The firm is not providing the services to Central Government/State Government/E.S.I.C. or any

other autonomous institution below the rates quoted in this tender document.

The contractual staff will always be an employee of contractor and never a staff of E.S.I.C. hence

will never claim such benefit like claim of permanency, medical benefit etc

I hereby undertake to supply the items as per directions given in the tender document/supply

order within stipulated period.

.

Date: - Sign and Stamp

Place:

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27

ANNEXURE III

PERFORMANCE MATRIX

S.

No

Performance

Indicators

Expected

Level

Measurement

protocol

Penalty in

case of non-

compliance

1 Collection of dirty linen at

the time fixed by the

Health Facility (9am-

11am)

100% of time

within a month

on time.

To be verified

from daily

Log Book

1% of the total

monthly invoice

for the respective

facility, for each

day (for delay

beyond 24 hrs)

2 Timeliness of handing

over cleaned linen back

to Health Facility (9am-

11am)

100% of time

within a month

on time

To be verified

based on

handover/

takeover time

fixed at the

Health Facility

and entered in

the daily Log

Book

1% of the total

monthly invoice

for the respective

facility (for delay

beyond 24 hrs) +

cost incurred on

making alternate

arrangements

3 Linen delivered is in good

condition ( not torn)

99% of the

delivered linen

should not be

torn

To be verified

from log book

1% of the total

monthly invoice

for the respective

facility

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28

ANNEXURE IV

LINEN EXCHANGE RECORD

Maintain separate logs for different departments (such as OT, Delivery Room, Ward etc.)

S

No.

Department

(OT, ward,

labor room)

Date Number

of dirty

linen

collected

Number

of clean

linen

delivered

Signature Signature Remarks

(by

agency)

(by

agency)

Agency’s

representative

Authority’s

department

DNS/ N/S

Any torn,

dirty

linen

received,

pending

items

etc.

1

2

3

4

5

6

7

[Type text]

29

ANNEXURE V

MAINTENANCE COMPLAINT REGISTER

S.No. Date &

Time

Complainant Nature of

complaint

Complaint attended

Date & Time

Remarks Signature of

Contractor

30

ANNEXURE VI

AUTHORIZATION CERTIFICATE To, The Medical Superintendent, ESICMH, Chandigarh Dear Sir/Madam, Authority letter against Tender No.----------------------for providing Laundry Services We,---------------------------------------------, who are established and reputed owner/proprietor of---------------------------------------------having Office at--------------------------------------------- hereby authorize M/s------------------------------------------------------------------------------(Name and address of agent) to bid, negotiate and conclude the contract with your institution against above tender. Further, it is confirmed that we will be solely responsible for providing Laundry Services during contract period even when the Agent is changed. Our other responsibilities include:

1. The services to be rendered by us are as under: - (Here specify in detail firms’ responsibilities) 2. The services to be rendered by our authorized agent, M/s------------------------------are as under a. ------------------------------------- b. -------------------------------------- (Here specify the services to be rendered by the agent) Yours faithfully, (Signature) (Name & designation of the signatory) (Seal of the Proprietor)) (Signature) (Seal of the authorized agent as witness) Note: Authorization letter must be issued by the Original trader, on the letterhead and should be signed by the authorized signatory. No mailed copy/notarized copy will be accepted

31

Annexure VII

EXPERIENCE CERTIFICATE (On the letter head of issuing organization) It is certified that M/s ___________________________________________ has

been providing/has provided Operation, maintenance and running of Laundry

Services to our organization since _________ to _________/for __________ years

from ___/20___ to ___/20___ and his/their services have been found to be

satisfactory.

Further certified that the company/firm has never been indicted/debarred for any

criminal, fraudulent or anti competition activity and have never been black-listed or

debarred or both and his/their contract has never been prematurely terminated ever

by our department/Ministry/Organisation/Hospital.

Date: (Competent authority)

Place: Seal of the Officer

Phone no

32

SCHEDULE OF REQUIREMENTS

List of items to be supplied on daily basis

Note: The following list is not exclusive and addition or deletion will be made at the discretion of

the institute. The following list comprises one set of linen.

S. No Item Dimensions Quantity reqd

1 Bed sheet VIBGYOR (Sunday to

Saturday)

150 x 225 cm 90 for each colour

4 sets

2 Draw sheet (green) 58”x 36” 80

3 Stitched pillowcase VIBGYOR (Sunday

to Saturday)

Size 80x 55cm 90 for each colour

4 sets

4 Stitched, surgeon kurtas (sky blue) Medium size- length 28”

Chest 46”, sleeves 10”,

width 7”

Large size- length 30”


width 7”

X-Large size- length 36”


width 8”

XX-Large size- length 38”


width 9”

20

05

02

02

5 Stitched surgeon pajamas (sky-blue)

(with string tie)

Small size- length 34”, waist

50”, thigh 24”, assan 13”

Medium size- length 36”,

waist 50”, thigh 24”, assan

13”

Large size- length 38”, waist


X-large size- length 42”,


17”

XXL size- length 45”, waist


02

20

05

02

02

6 Stitched operation room gown (wrap

around type) for surgeons (dark

GREEN)

Length 47”, chest 52”, 14”

width at wrist, sleeve26”

Large gown: length 50”,

chest 54”, 14” width at wrist,

sleeve 30”

50

10

7 Stitched, nurses kurtas (light green) Medium size: length 28”, 20

33

chest 46”, sleeves 10”, width

7”

Large size: length 30”, chest

48”, sleeves 10”, width 7”

x-Large size: length 36”,

chest 50”, sleeves 10”, width

8”

XX-Large size- length 38”


width 9”

10

05

02

8 Stitched, nurses pajamas (light green)

(with string tie)

Small size- length 34”, waist


Medium size- length 36”,


13”

Large size- length 38”, waist




17”

XXL size- length 45”, waist


20

10

05

02

02

9 Stitched, ward attendant kurtas (brown) Small size: length 34”, chest

46”, sleeves 7”

Medium size: length 36”,

chest 48”, sleeves 8”,


52”, sleeves 8”

02

02

04

10 Stitched, ward attendant pajamas (

brown) (with string tie)

Small size: length 38”, waist




17”

Large size: length 44”, waist


02

02

04

11 Stitched, patient coats (violet in check)

with front overlapping

Small size : length 30”,

chest 45”


chest 50”


55”

X-large size: length 42”,

chest 60”

XXL size: length 44”, chest

10

40

30

20

10

34

65”

12 Stitched ,patient pajamas (violet in

check)

Small size: length 38”, waist

50”, thigh 25”, assan 16”,

bottom circle 17.5”



17”, bottom 18.5”

Large size: length 44”, waist

60”, thigh 28”, assan 17”,

bottom 20.5



17”, bottom 22”

10

40

30

30

13 Stitched, ladies petticoat(violet in check) Waist with string tie,

standard size

10

14 Stitched, children’s shirt (pink color) Size: 19” chest, 24” length,

front overlapping with 4”

cover

20

15 Stitched, children’s pajama with mayani

( pink color)

Size 85cm x 85cm 20

16 Stitched baby frock (pink color) standard 10

17 Hand towel (white color) Size: 18”x 39” 50

18 Towel (white color) Size 28”x 58” 15

19 Stitched, legging bag of bleached

casement cloth (green color)

Length 75-110cm

Top width 45-85cm

Bottom width 30-45cm

4 pairs

20 OT towel 18”x 12” 50

21 Central hole sheet for OT 48”x 48” 25

22 Small hole sheet (for eye surgery) 60x 60cm, incise area

6x8cm

02

23 Spinal sheet 36”x 36” 10

24 OT drape sheet large (green) 57”x 86” 40

25 OT drape sheet medium(green) 46”x56” 80

26 OT drape sheet small (green) 36”x 36” 80

27 OT sheet green (for wrapping) with tie 36”x36” 60

28 Blankets (of hospital supply, only

washing)

29 Curtains (of hospital supply, only

washing)

35

FINANCIAL BID

Bidders have to quote for all items (S.no 1 to 29). Inability to quote even one item

will lead to disqualification of the bid

S. No Item Amount per

unit for

washing

GST Total cost

1 Bed sheet VIBGYOR

(Sunday to Saturday)

2 Draw sheet (green)

3 Stitched pillowcase

VIBGYOR (Sunday to

Saturday)

4 Stitched, surgeon kurtas (sky

blue)

5 Stitched surgeon pajamas

(sky-blue) (with string tie)

6 Stitched operation room

gown (wrap around type) for

surgeons (dark GREEN)

7 Stitched, nurses kurtas (light

green)

8 Stitched, nurses pajamas

(light green) (with string tie)

9 Stitched, ward attendant

kurtas (brown)

10 Stitched, ward attendant

pajamas ( brown) (with string

tie)

11 Stitched, patient coats (violet

in check) with front

overlapping

12 Stitched ,patient pajamas

(violet in check)

13 Stitched, ladies

petticoat(violet in check)

14 Stitched, children’s shirt

(pink color)

15 Stitched, children’s pajama

with mayani ( pink color)

16 Stitched baby frock (pink

color) for newborns

17 Hand towel (white color)

36

18 Towel (white color)

19 Stitched, legging bag of

bleached casement cloth

(green color)

20 OT towel

21 Central hole sheet for OT

22 Small hole sheet (for eye

surgery)

23 Spinal sheet

24 OT drape sheet large

(green)

25 OT drape sheet

medium(green)

26 OT drape sheet small

(green)

27 OT sheet green (for

wrapping) with tie

28 Blankets (of hospital supply,

only washing)

29 Curtains (of hospital supply,

only washing)

Total X

* L1= ‘X’ ( in Rs)

* For operative convenience, a single agency which is technically suitable and has quoted for all the items will be selected on the basis of lowest amount at the column X (‟Grand Total‛).

1. I/we have gone through the terms and conditions as stipulated in the tender and confirm to

accept and abide by the same.

2. No other charges would be payable by the hospital.

3. Quantity mentioned above is tentative. It may increase or decrease as per requirement.

4. The bidders have to quote for all the items. 5. GOI policy regarding MSME holders will be followed as per guidelines of GOI and ESIC

HQ.

Signature of the bidder

37

SAMPLE OF VIBGYOR SHEET COLOUR OF STRIPES IN THE CENTRE SHOULD BE OF VIBGYOR PATTERN FOR EACH DAY OF THE WEEK PILLOW COVERS TO BE ON SAME PATTERN.