Tele: 0124- 2252001

Fax: 0124-2255133

Employees’ State Insurance Corporation

E.S.I. C. MODEL HOSPITAL, Haryana

Sector-9-A, GURGAON - 122001

(An ISO -9001:2008

CERTIFIED)

TENDER NOTICE FOR PROVIDING HOUSE KEEPING AND FACILITY MANAGEMENT SERVICES

Sealed quotations are invited from registered reputed housekeeping a nd fa ci l i ty

ma n ag eme n t servi ce s p rov i di ng agencies having three years experience of providing

such services in hospital with bed strength of 100 or above run by the Central

Government/State Government/ Public or Private Sector Companies/undertaking,

Autonomous Bodies, for providing round-the-clock Housekeeping and Facility Management

Services in the ESIC Hospital Gurgaon Premises on contractual basis for a period of one year

under two bid system.

The terms and conditions of the tender along with the prescribed forms may be

obtained from the Office of the Medical Superintendent, ESIC Hospital Gurgaon on any

working day from 21/05/2012 to 11/06/2012 between 10.00 AM to 04.00 PM and on

Saturday from 10.00 AM to 01.00 PM at a cost of Rs. 1,000/- (Rupees One Thousand only)

payable by non-refundable demand draft/Banker Cheque of State Bank of India or any

nationalised bank drawn in favour of “ESI Fund Account No. 1” payable at Gurgaon. The

tender documents can also be downloaded from ESIC website www.esic.nic.in and such

downloaded forms should be accompained by a non-refundable Bank Draft/Banker Cheque of

State Bank of India or any nationalised bank of Rs. 1,000/- drawn in favour of ESI Fund

Account No. 1” payable at Gurgaon with the technical bid as cost of the form. Complete

tender documents with all enclosures and earnest money of Rs. 3 . 6 La c (Rs. Three Lac

Sixty thousand only) in the form of refundable demand draft/Banker cheque of State Bank

of India or any nationalised bank drawn in favour of “ESI Fund Account No. 1” payable at

Gurgaon (one envelope containing technical bid and EMD & the other for financial bid and

both the envelopes should be sealed in third envelope superscribed as tender for House

Keeping & Facility Management Services) can be dropped in sealed tender Box kept in the

Office of Dy. Director (Admn.) E.S.I.C. Hospital, Gurgaon during working hours 09 :0 0am t o

04: 00pm & 11/06/2012 upto 01.00 PM. Tenders received after the date and time given

above will not be considered. Tenders will be opened on the same day i.e. 11/06/2012 at

02.30 PM in the presence of tenderers, who wish to be present in that. If 11/06/2012 is

declared a Gazetted Holiday, the same will be accepted and opened on the next working day

at the same time.

The Medical Superintendent reserves the right to reject any or all the tenders without

assigning any reason.

Medical Superintendent

Tele: 0124- 2252001

Fax: 0124-2255133

Employees’ State Insurance Corporation

E.S.I. C.HOSPITAL

Sector-9-A, GURGAON

(An ISO -9001:2008 CERTIFIED)

TENDER NOTICE FOR PROVIDING HOUSE KEEPING AND FACILITY MANAGEMENT

SERVICES TO ESIC HOSPITAL, GURGAON

1. Sealed tenders are invited for housekeeping services in ESIC Hospital, Gurgaon.

Name of Work Area of Complex Cost of Tender Earnest Money

Facility

Mangement

services i.e

Operation &

Maintenance,

Mechanized

Cleaning and

House Keeping in

ESI.C. Hospital,

Gurgaon and

Residential

Colony

Hospital Covered Area-15192

Sq. Mtrs. (Approx.)

Open Area-6348 Sq. Meter

Sweeping around Residential

Colony Area ______Sqm.

Rs. 1,000/- Rs. 3,60,000/-

2. Eligible agencies may visit/inspect the site on any working day from between 10.00 AM

to 04.00 PM and on Saturday from 10.00 AM to 01.00 PM by contacting the Estate Branch in

E.S.I.C. Hospital, Gurgaon.

3. Tender documents consist of the following:-

I. Tender Notice including eligibility criteria.

II. Instructions to Tenderers

III. General Conditions of Contract

IV. Scope of Work (Annexure 'A')

V. Additional scope and Special Condition of Contract for Hospital

VI. Resource requirement. (Annexur 'B')

VII. Technical Tender

VIII. Financial Bid

IX. Declaration (Annexure 'C')

X. Performance Guarantee Format

XI. Check List

4. A set of tender documents can be purchased from the Office of the Medical Superintendent,

ESI Hospital, Gurgaon on any working day from 12/05/2012 between 10.00 AM to 04.00 PM and

on Saturday from 10.00 AM to 01.00 PM at a cost of Rs. 1,000/- (Rupees one thousand only) payable

by non-refundable demand draft//Banker cheque of State Bank of India or any nationalised bank

drawn in favour of “ESI Fund Account No. 1.

5. Sealed tenders with separate Technical and Financial bids filled in the specified proforma

and addressed to the Medical Superintendent, E.S.I.C. Hospital, Gurgaon should reach latest by

11/06/2012 upto 01.00 P.M.

6. The Tender may be dropped in the Tender Box captioned “Tender for providing House

Keeping & Facility Management Services” placed in the room of Dy. Director (Admn.), E.S.I.C.

Hospital, Gurgaon by the stipulated date and time. Tender, if dropped in any box other than the

specific tender box will not be considered for selection.

7. Details of the Tender Document can be seen at ESIC's website www.esic.nic.in

8. The Technical Bids shall be opened at 02.30 PM on 11/06/2012 in Committee Room

E.S.I.C. Hospital, Gurgaon in the presence of such tenderers or their authorized representatives

who may wish to be present.

9. The Tenderers whose technical bids are accepted will be informed about the date of the

opening of financial bids.

10. Tenders received after the closing date and time shall not be considered.

A. Eligibility Criteria:

1. ELIGIBILITY CRITERIA

1. The Tenderer must have an average annual turnover of Rs.20,00,00,000/- (Rupees

Twenty crores only) and should be profit making during the last three years. Copies of the

following documents should be submitted along with the Technical Bid.

a) Audited Balance Sheet of last three years i.e. 2008-09, 2009-10 and 2010-11.

b) Audited Income and Expenditure statement of last three years .i.e., 2008-09, 2009-10 and

2010-11.

c) Audited Profit and Loss Account of last three years i.e. 2008-09, 2009-10 and 2010-11.

d) Audit report of last three years i.e. 2008-09, 2009-10 and 2010-11 .

e) Service Tax Certificate.

f) Registration Certificate under central labour law authorities. Copy of valid labour licence.

g) PAN No.

h) EMD

i) ESI and EPF Registration certificate copy. with last payment details.

j) Contractor or its associated should have License for providing Pest control services and

storing chemicals used for pest and rodents control. Copy to be attached.

k) Attested photocopy of ISO–9001 certified for Housekeeping Services.

l) Declaration as per Annexure C.

The tenderer should have the Registered/Branch Office in Gurgaon.

2. The Tenderer should have sufficient employees as detailed in Annexure 'B' on its rolls or

rolls of its associates specifically trained for housekeeping work and other facility

management services. Full list of the employees, viz., name, age, employee code,

designation, experience in the required fields, PF, ESI details etc. should be attached

with the technical Bid. Document in support of ESI, EPF deductions should be attached

with the Technical Bid. Details of the health and safety measures, the tenderer takes

for his workers should also be attached with the technical bid.

3. The Tenderer/Sub Contractor/Associate should have a valid labour license and license

for providing other facility management services as applicable.

4. The Tenderer should possess valid ISO-9001 certification for Housekeeping Services. Copy

of certificate has to be attached with the Technical Bid.

5. The Tenderer should have minimum three years experience in doing similar nature of

work and have successfully completed.

a) One similar work of value not less than 2 crores

b) Two similar works of value 1.0 crore.

c) Three similar works of value 60 Lacs in the last financial year.

Tenderer to submit satisfactory performance certificate from the Client/Employer in support

failing which the information is liable to be treated as invalid.

II INSTRUCTION TO TENDERERS

1. The tenderers are required to submit two separate Bids i.e. – Technical and Financial,

as per prescribed proforma. The two Bids should be submitted in two separately

sealed envelops superscribed “Technical Bid for Housekeeping & F a c i l i t y

M a n a g e m e n t Services in ESIC Hospital Gurgaon” and “ Financial Bid

for House Keeping and Facility Management Services In ESIC Hospital

Gurgaon”. Both sealed envelopes should be put in a third sealed envelope

superscribed as “Tender for House Keeping & Facility Management Services in

ESIC Hospital”.

2. The declaration in the prescribed proforma (Annexure A) enclosed should be submitted

alongwith the Technical Bid.

3. The Technical Bid should be accompanied by an Earnest Money Deposit (EMD) of

Rs.3,60,000/-In the form of Demand Draft/Pay Order from a

nationalised/commercial bank drawn in favour of “ ESIC Fund A/c No.1” payable at

S B I , N e w C o lo n y , Gurgaon. It should remain valid for a period of 03(Three)

months from the last date of submission of the Tender. In the absence of EMD, the

tender shall be rejected summarily. The earnest money shall be refunded to the

unsuccessful Tenderers after finalization of the contract. It shall be refunded to

successful Tenderer on the receipt of performance security deposit. No interest is

payble on the EMD.

4. All entries in the tender form should be legible and filled clearly. Any overwriting or

cutting which is unavoidable shall be signed by the authorized signatory.

5. The bid shall be valid for 180 (One Hundred Eighty) days from the date of opening.

6. The tenderers shall quote for all works failing which the bid shall be considered non

responsive.

7. Tender incomplete in any form will be rejected outright. Conditional Tenders will be

rejected outright.

8. The closing date and time for receipt of tenders will be 01.00P.M.on 11/06/2012.

Signature of tenderer with seal

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9. The Technical Bid shall be opened at2.30.P.M. on 11/06/2012 in the Administrative

Block of E.S.I.C. Hospital, Gurgaon in the presence of the authorized representatives

of tenderers, who wish to be present at the time. All the Technical Bids will be

scrutinized, relevant documents checked for their authenticity and the Tenderer

whose Technical tenders are accepted will be informed about the date and time for

opening the Financial Bids.

10. No Tenderer will be allowed to withdraw after submission of the tenders within the

bid validity period otherwise the EMD submitted by the tendering firm would

stand forfeited.

11. In case the successful Tenderer declines the offer of Contract, for whatsoever

reasons(s), his EMD will be forfeited.

12. A formal contract shall be entered into with the successful tenderer. In this contract,

the successful tenderer shall be defined as Contractor.

13. The successful tenderer will have to deposit a Performance Security Deposit of

Rs.9,00,000/- by way of Fixed Deposit Receipt (FDR) from a commercial bank and

hypothecated in favour of E.S.I.C.A/c No.1 SBI, New Colony, Gurgaon. Valid for 60 days

beyond the expiry of period of One year contract and further renewable. If

required alternatively the Performance Security Deposit may be in the form of an

unconditional Bank Guarantee from a scheduled bank in the format approved by

ESIC with validity of 60 days beyond the expiry of contract.

14. The successful Tenderer will have to deposit the Performance Security Deposit and

commence the work within 15 days of acceptance of tender. Otherwise the contract will

be cancelled and EMD will be forfeited.

15. Each page of the Tender document should be signed and stamped by Authorized

representative of Tenderer in acceptance of the terms and conditions laid down by

ESIC.

16. The competent authority reserves the right to withdraw/relax any of the terms and

conditions mentioned above. In such a situation the tenderer shall be given

sufficient time to take the changes into account.

17. The competent authority reserves the right to reject all or any tender in whole, or in part,

without assigning any reason thereof.

18 For finalization of contract, the Tenderer whose rates, i.e. Grand total of A+B+C+D as

given in the Financial Bid, are the lowest in comparison to other Tenderers will be

considered as the Lowest Tenderer.

19. The agency or the tenderer has to ensure timely payment of all statutory dues like ESI,

EPF etc. and ensure compensation as per payment of wages Act, Minimum Wages Act,

etc.

20. Payment of wages to the workers shall be made only through Bank transactions.

21 The financial bid and technical bid received without the signature of authorized person

will not be entertained and will be rejected.

Signature of tenderer with seal

-4-

GENERAL CONDITIONS OF CONTRACT (GCC)

1. The persons deployed by the Contractor should be properly trained, have requisite

experience and skills for carrying out a wide variety of housekeeping work using appropriate

materials and tools/equipments.

2.. The Contractor should ensure the Health and safety measures of the employees. ESIC may

also conduct health check up of the staff deployed at regular intervals.

3. The Contractor will be responsible for supply/installation/refilling/maintenance of all such

items/equipments used in wash rooms and other areas for housekeeping purposes.

4. The Contractor must employ adult and skilled labour only. Employment of child

labour will lead to the termination of the contract. The Contractor shall engage only such

workers, whose antecedents have been thoroughly verified, including character and police

verification and other formalities. The Contractor shall be fully responsible for the conduct

of his staff.

5. The Contractor at all times should indemnify ESIC against all claims, damages or

compensation under the provisions of Payment of Wages Act, 1936; Minimum Wages Act,

1948; Employer’s Liability Act,1938; the Workman Compensation Act, 1923; Industrial

Disputes Act, 1947; Maternity Benefit Act,1961; Delhi Shops and Essential Act or any

modification thereof or any other law relating thereto and rules made thereunder from

time to time. ESIC will not own any responsibility in this regard. The contract shall

initially be valid for period of One year and may be extended further for a period of

One year subject to satisfactory performance, on the same terms and conditions.

The rates quoted by the bidder shall remain unchanged during the initial period of One

year contract. ESIC, however, reserves the right to terminate the contract by serving one

months notice, in writing. The Contract may be terminated with mutual consent by giving

one month notice.

6. In case of breach of any terms and conditions attached to the contract, the

Performance Security Deposit of the Contractor will be liable to be forfeited by ESIC

besides annulment of the contract.

7. The Contractor must provide standard liveries to its housekeeping

staff/supervisors/managers. The staff shall be in proper uniform with their identity

properly displayed. Samples of liveries will have to be submitted by the Contractor for

approval of ESIC.

ESIC will provide space for setting up a control room of the Contractor in the premises.

The control room will have seating arrangements for the Manager and/or Supervisor and

will be equipped with a computer work station. The contractor will arrange for all other

items, viz, time keeping machine, computerized inventory of stores computerized daily

duty roster chart, etc. The housekeeping staff will first report to the Manager/supervisor in

the control room and subsequently deployed for duty after having been checked for

liveries, upkeep, issue of material and equipments, etc.

Signature of tenderer with seal

-5-

ESIC will provide space for a store room to the Contractor in the premises. The

storekeeper/supervisor deployed by the contractor will store all their liveries,

materials, equipments in the store room and maintain a computerized record of the stores

which shall be opened to inspection by ESIC staff during working hours.

8. ESIC will ensure that the office rooms, committee rooms, hospital rooms etc. are

open at designated hours for cleaning/housekeeping work.

9. The Contactor shall:

a. Ensure Pest/Animal and Rodent free environment in the premises.

b. Provide tissues boxes and hand towels in Officers rooms.

c. Provide toiletries, steel body liquid soap dispensers, jumbo toilet roll dispensers,

etc. in wash rooms, toiletries, C-Fold Towel dispensers, Jumbo Roll dispensers,

Soap dispensers etc. in all designated wash rooms and garbage bins/bags, etc.

in all work station wash rooms and pantries.

d. Ensure that their manager/supervisor are equipped with mobile phones.

e. Arrange for garbage disposal vehicle, bins and other material required for

segregation and disposal of waste in a professional manner.

f. Provide Hospital Waste Management Services where applicable including all

equipment, disposables containers, trolleys etc. complete in all respects.

g. Plan; manage collection, mechanized screening/segregation of dry and wet

garbage in the earmarked area and efficient transport and disposal of the

garbage in the disposal area. The work should be carried out in an eco friendly

manner. The Contractor will arrange for required resources, including

manpower, machinery, disposal bags, bins, van, etc. The contractor will also

ensure that the garbage collection work does not adversely affect the

surroundings or personnel deputed for the work. Protective gear including

boots, gloves etc. shall be provided by the Contractor to the housekeeping staff.

Scope of work and services of the premises:

a. Details of scope of work are enclosed at Annexure “A”

b. Details of Equipments to used, Number of Manpower and liveries to be used at each of

the premises for housekeeping & facility management jobs are given at Annexure “B”

c. The numbers given in Annexure “B” are the minimum. The contractor shall provide

resources, to meet the contractual obligations.

Signature of tenderer with seal

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Variations

The ESIC official incharge may order variations in the scope or quantum of work through a written

variation order. The payment for the variation shall be worked out on the basis of contract

rates for manpower and prorate for additional areas for equipments, toiletries etc.

Payment Procedure:

Payment will be made in the first week of the succeeding month upon submission of the bill in

triplicate. Payment of the bill will be based on computerised print outs in standardized proforma

approved by ESIC along with computer generated attendance sheet in respect of the persons

deployed. Physical verification of the man power employeed will be done by ESIC Officials.

The Billing cycle would be calendar month and the agency is to submit the bill complete in all

respects upto 3rd of each month. However, the Agency must make the payment of their workers

through Bank Transactions on or before 7th of each month and this payment is not linked to the

clearing of the bill by respective ESIC Offices. The bill is to be submitted with the following

documents :-

a. The wages of workers for last month credited to their Bank Account on _______ and the

details of payment alongwith bank Account No. to be uploaded by the Agency on the

website, if there is no website of the Agency, it is to be sent by mail to the appropriate

authority for uploading on the website. No cash payment is permissible and such

payments are to be treated at par with non-payment of wages. There must be no

deviation whatsoever in this regard.

b. ESI/EPF/ Service Tax/ other statutory dues amounting to Rs._______ for the month of

(previous month) deposited on _____ (copy of challan to be enclosed).

c. Employee-wise details of ESI, EPF contribution paid is to be submitted every quarter.

d. Undertaking that all statutory Labour Laws including Minimum Wages Act is being

complied with.

Liquidated damages:

Whenever

and wherever it is found that the cleanliness is not up to the mark, it will be brought to the notice

of the supervisory staff of the Contractor by ESIC and if no action is taken within ONE hour,

liquidated damages @Rs.500/- per complaint shall be imposed. The decision of ESIC

official incharge shall be final, in this regard.

Signature of tenderer with seal

Manpower

a. Any misconduct/misbehavior on the part of the manpower deployed by the contractor will

not be tolerated and such person will have to be replaced by the contractor at his own

costs, risks and responsibilities immediately, with written intimation to ESIC.

b. The Contractor should ensure to maintain adequate number of manpower as per

Annexure “B” and also arrange a pool of stand by housekeeping & facility management

staff/supervisors. In-case any housekeeping staff/supervisor absences from the duty, the

reliever of equal status shall be provided by the Contractor from an existing pool of

housekeeping & F.M. staff. If the required numbers of workers/supervisor/manager are

less than the minimum required as per Annexure “B” a penalty @Rs.500/- per worker

per day will be deducted from the bill.

Materials

Any deviation in the material quality and quantity quoted will invoke penalty as decided by the

competent authority. For proper maintenance, suitable cleaning material which are environment

friendly, not harmful to humans and property should be used.

Risk Clause

The Contractor shall at all times have standby arrangements for carrying out the work under the

Contract in case of failure of the existing arrangement.

ESIC reserves the right for termination of the contract at any time by giving one month Written

notice, if the services are found unsatisfactory and also has the right to award the contract to any

other selected tenderers at the cost, risk and responsibilities of Contactor and excess expenditure

incurred on account of this will be recovered by ESIC from the Contractor Security Deposit or

pending bill or by raising a separate claim.

• All necessary reports and other information will be supplied on a

mutually agreed basis and regular meetings will be held with the ESIC.

• Contractor and its staff shall take proper and reasonable precautions to

preserve from loss, destructions, waste or misuse the areas of

responsibility given to them by the ESIC and shall not knowingly lend to any

person or company any of the effects or assets of the ESIC under its

control.

• In the event of loss/damage of equipments etc. at the premises of the ESIC

due to negligence/carelessness of Contractor staff, if established after a joint

enquiry, then the Contractor shall compensate the loss to ESIC.

Sig. of the tenderer with seal

• The Contractor or its representative/s shall meet ESIC representative/s

regularly to take feedback regarding the Housekeeping & facility

management services. The Contractor will also maintain a suggestion

book for comments on the services rendered by it.

• The Contractor shall, in performing its part of this Agreement, ensure the

safety of the building and the persons working in or visiting the ESIC’s

premises and shall indemnify ESIC for any loss or damage caused by any act

of the Contractor or its employees or staff etc.

• The Contractor shall not assign or sublet this Agreement or any part

thereof to any third party without the approval of the ESIC. However, he

may use the services of associates for providing the services in which case

the contractor shall be responsible for the performance and all acts of the

associates as though they were his own.

• In every case the Contractor shall make alternative arrangements for

meeting his contractual responsibilities of the Sub

Contractor/Associate.

• Measure of success will be based on the feedback from External

Customers (direct and through TCEQ), Clinicians and staff which will be

recorded and action report needs to be submitted every month by the

Contractor

• Appointment of Supervisors will be done in consultation with ESIC’s

representatives and must be approved by them.

• Training on behavior aspects and ethics must be done regularly.

ESIC’s ways of working should be communicated to all contract staff.

Training report of the same must be submitted once in a month.

• Licenses if any required for Housekeeping & Facility Management services

at the site will be procured by the Contractor.

Dispute Settlement :

It is mutually agreed that all differences and disputes arising out of or in connection with this

Agreement shall be settled by mutual discussions and negotiations if such disputes and

differences cannot be settled and resolved by discussions and negotiations then the same shall

be referred to the Sole Arbitrator appointed by the MS, ESIC whose decision shall be final and

binding on both the parties.

Signature of tenderer with seal

-9-

ANNEXURE – A

IV. SCOPE OF WORK

The ESIC Hospital has planned to outsource the mechanized House Keeping and Up

keeping Services as well as Facility Management Services at the ESIC Hospital Gurgaon

(Haryana) and its premises to a reputed and ISO Certified Facility Management Service

Agency with requisite qualifications mentioned in this tender document.

The Facility Management Agency is required to maintain and manage various Techno-

administrative Services of ESIC Hospital Gurgaon (Haryana), and its premises, such as

Electrical services including 11 KV substation, Diesel Generating (DG) Sets, Mechanical

and HVAC Systems, Centralized Helpdesk, Elevators/lifts, Fire Fighting Systems and

Public Address/Close Circuit Television (CCTV)/Audio Visual (AV) Systems, Intelligent

Lighting, Fire-detection system and Fire-hydrants, Sprinklers, Plumbing, Carpentry,

Horticulture, Environmental Services including Sweeping and cleaning, Pest Control,

Office furnishings and Waste Management etc. Some other services of office/ asset

management nature are also included in the services under this tender document.

The contractor shall carry out and complete the works in every respect in accordance with this

contract and in accordance with the directives and to the satisfaction of the Employer.

INVENTORY OF INSTALLATIONS AND EQUIPMENTS:-

The inventories of various installations like civil installations, Electro-mechanical

installations, etc. in the ESIC Hospital Gurgaon (Haryana) shall be handed over to successful

tenderer after award of contract. However, tenderer is advised that before quoating their

rates, they may visit the site and no representation / request shall be entertained at later

date.

DRAWINGS & SCHEDULE OF QUANTITIES

One complete set of layout Drawings and Specifications and Schedule of Quantities as

available with ESIC shall be furnished by the authorized representative to the contractor for execution of works at site and which shall be kept on works for perusal at all reasonable

times for being produced as and when required or the contractor. The contractor shall

return these documents to the Employer before expiry of the Contract.

CONTRACTOR TO PROVIDE EVERY THING NECESSARY FOR PROPER EXECUTION OF WORK :

The contractor shall provide all necessary items for the proper execution of the works in

accordance with the intent and meanings of the drawings, priced Schedule of jobs and

Specifications taken together whether the same may or may not be particularly shown or

described therein provided that the same can reasonably be inferred there from and if the contractor finds any discrepancy therein, he shall immediately and in writing refer the same

to the Employer whose decision shall be final and binding.

The contractor shall supply, fix and maintain at his own cost, during the execution of any

works, the entire necessary infrastructure. The contractor shall also fully reinstate and make

good all matters and things disturbed during the execution of the works to the satisfaction of

the Employer without any extra cost.

AUTHORITIES, NOTICES AND PATENTS:

The contractor shall strictly abide by the provisions of any Acts of the legislature relating to

the works and also conform to the regulations and Bye-laws of any authority dealing with

Facility Management Services Works. The contractor shall also arrange to give all notices required by the said Acts, Regulations or By-laws to be given to any Authority, and to pay to

such Authority or to any public office, all fees that may be properly chargeable in respect of

the works and lodge the receipts with the Employer. The contractor shall also indemnify the

Employer against all claims in respect of Patent rights and shall defend all actions arising

from such claims which he has informed the Employer before any such infringement and

received their permission to proceed, and shall himself pay all royalties, license fees,

damages, costs and charges of all and every sort that may be legally incurred in respect

thereof.

DAMAGES TO PERSONS & PRORERTY INSURANCE.

The contractor shall be responsible for any type of injury to the persons or to animals and

any damage to the structural or decorative part of property of the Principal Employer (which may happen due to the operation or negligence of contractor or of his sub-contractor or to

any of his or some contractor’s employees). The injury or damage may arise during course of execution of work because of carelessness accident or any other cause. This clause shall be

considered as valid & held to include inter-alia any damage to buildings, whether

immediately adjacent or otherwise, any damage to road/streets, footpaths or structure in the

complex. The contractor shall indemnify the Principal Employer and Employer and hold them

(Principal Employer and Employer) harmless/ not responsible in respect of all & any expenses arising from any such injury or damage to persons or property as aforesaid and also

in respect of any claim made in respect of injury or damage under any Acts of Government otherwise and also in respect of any award of compensation of damages consequent upon

such claim.

INSURANCE.

The contractor shall indemnify the Principal Employer against all claims which may be made

against the Principal Employer by any member of the public and shall at his own expenses

arrange within 30 (thirty days) to effect and maintain, until the virtual completion of the

contract with an approved office a policy of insurance worth annual cost of work, in the joint names of the Principal Employer, and the contractor against such risks and deposit such

policy with the Employer with in the 30 (Thirty) days of the start of the contract. The contractor shall also indemnify the Principal Employer and in respect of any costs, charges or

expense arising out of any claims or proceedings and also in respect of any award of compensation of damage arising there from, the Employer shall be at liberty and hereby

empowered to deduct the amount of any damages, compensation cost, charges and expenses

arising or from or in respect of any such claim or damage from any sums due or to become due to the contractor. The contractor will himself be responsible for any payment or claim of

his employee or sub contractor for his contract. He will ensure that such litigations do not affect this contract in any way.

Unless otherwise instructed by the Employer, the contractor on signing the contract shall

insure works and keep them insured, until the virtual completion of the work against loss or

damage by fire and/or eartuake or all other natural calamity by purchasing a Contractor’s all

risk policy including the workmen compensation for an overall amount equivalent to annual

cost of work, from any office of the insurance company of Govt. of India in the joint name of

the Employer, Principal Employer and the Contractor. The premium to the insurance

company shall be borne by the Contractor. Such policy shall cover the property of the

Principal Employer, his service and shall not cover any property of the Contactor. Contractor

shall deposit the policy and receipts for the premium with the Employer within 30 (Thirty)

days from the date of singing the contract. The contractor has to assign that policy in favour of Principal Employer.

In default of the contractor insuring as provided above, the Employer may so insure and

deduct the premiums paid from any money due, or which may become due to the contactor.

V. ADDITION SCOPE AND SPECIAL CONDITIONS OF CONTRACT FOR HOSPITAL

(A) Mechanised Housekeeping & Horticulture

1 The contractor shall take all necessary precautions to prevent any nuisance or inconvenience

to the owners, tenants or occupiers of adjacent properties and to the public in general and to

prevent any damage to such properties and any pollution of smoke, streams and waterways.

He shall make good at his cost and to the satisfaction of the Engineer in charge of ESIC, any

damage to roads, Paths, Cross drainage works or public or private property whatsoever

caused thereon by the contractors. All waste or superfluous material shall be carried away by

the contractor without any reservation entirely to the satisfaction of the Engineer in charge.

2 Utmost care shall be taken to keep the noise level to the barest minimum so that no

disturbance as far as possible is caused to the occupants/users of building.

3 Daily upkeep, dusting and cleaning of all the floor areas (as mentioned in sectional) including

rooms, reception, security rooms, halls, corridors, conference rooms, pantries, library, lock-

ups, washbasins, walls, grills, railings, doors, windows, fixtures and fittings including, lights,

passages on regular need basis by providing proper tools, cleaning equipments,

detergents/cleaning agents, disinfectants, scrubbers, naphthalene balls, repellents, sprayers,

liquid soap, bucket, baskets, broom etc. of reputed brands like Johnson Diveray/Ecolab

Hankel or similar brands shall be used.

4 In case of cleaning agents as specified above not available then equivalent material of same

quality/specifications as approved by authorized officer of ESIC / ESIC i.e. Deputy Director

(Admin.) shall be used. The consumption/mixing ratio of chemicals shall be regulated as per

manufacturer’s specifications.

5 The make of Tissue Paper and Toilet Paper shall be Seafold/Kleenex/ Snowtouch/Kleenex

respectively or similar.

6 At room / cabins / corridors / balconies / doors / windows / almirahs / waste basket / room

furniture / fittings / fixtures etc. shall be cleaned daily once or more on need basis by

scrubbing / mopping and by using good quality cleaning agents as above.

7 The cleaning equipments to be used by the contractor shall be of Nilfisk or Taski make or

similar only. In case the machinery / equipment required to be used is not available,

equivalent of the same quality as approved by the authorized officers of the ESIC.

8 All the cleaning agents used for the project shall be biodegradable and environmental

friendly so that it does not cause any harm to employees, workers and the object for it is

used. It shall follow all the mandatory National and International Standards of Chemicals.

Essential ecological requirements for all the cleaning agency

Should conform to International detergent legislation.

• Should be Phosphate Free.

• Should not be combustible liquid according to the regulations governing combustible

liquid.

No inflammable material including P.O.L. shall generally be allowed to be stored inside ESIC H.QR. However, reasonable quantity may be permitted for storage subject to the compliance

of all rules / instructions issued by the competent authorities and as per the direction of Engineer in charge.

9 In the event of any restrictions being imposed by the security agencies, Traffic or any other

authority having jurisdiction in the working or movement of labour/material, the contractor

shall strictly follow such restrictions and nothing extra shall be payable to the contractor on

this account. The loss of time on this account, if any, shall have to be made by generating

additional resources etc. General security restrictions are give as under:

a) The movement of trucks and vehicles shall be regulated in accordance with rules and

regulation as approved by competent authority.

b) The contractor shall inform in advance, the truck/vehicle registration numbers,

ownerships of the trucks, names and address of the drivers for necessary action by

the security agency.

c) Labour huts/stay of workmen will not be allowed at site.

d) Names and address of labour/housekeeper/staff etc. working at site shall be

furnished for security verification.

e) The labourer/housekeeper/staff should not be changed too frequently once the

verification of the character and antecedents is done.

f) After verification of antecedents of workers, identification badges will be issued to

them by the contractor through ESIC under the seal of the Engineer in charge

Gurgaon (Haryana) or his representative. The cost of badges would be borne by the

contractor. The contractor shall provide reasonably good uniform with name badges

to its personnel deployed at ESIC at its own cost and ensure that they are used by

the personnel deployed by him and contractor may ensure that dresses/badges are

maintained in good condition.

g) As and when there will be security requirements, certain additional restriction(s) can

be imposed as per requirement of the situation.

h) No claim whatsoever will be entertained by the department on account of

restriction(s) imposed by the security agencies in execution of work including

temporary suspension of work due to VVIP movement.

i) The contractor shall be responsible for behavior and conduct of his

employees/workers. No workers with doubtful integrity or having a bad record shall

be engaged by the contractor.

10 The contractor is to execute the different items of housekeeping and facility management

work of all floor heights & levels for which nothing extra shall be paid over & above the

quoted rates for different items as per Schedule of Jobs/Quantities. Unless otherwise

provided in the Schedule of Jobs/Quantities, the rates tendered by the contractor shall be all

inclusive and shall apply to all heights, lifts, leads and depths of the building and nothing

extra shall be payble to him on this account.

11 No payment shall be made for any damage caused by rain, snowfall, flood or any other

natural calamity, whatsoever during the execution of the work. The contractor shall be fully

responsible for any damage to the govt. properly and he shall make good the risk and cost.

12 The meetings, cultural & various other activities takes places in the campus, the contractor

has to ensure that the above programmes / activities are not hindered in any manner while

executing the work.

13 If for any reason, any area in whole or part of work is not available for work, the agreed

execution schedule shall be suitably modified. However, under no circumstances the

contractor shall be entitled to any claims of financial damage, whatsoever, on this ground &

he shall re-organise his resources to suit the revised schedule within the stipulated time of

completion.

14 The detailed technical schedule for mechanized housekeeping alongwith the details of

machines & chemicals to be used (with specified brands & makes) and frequency of various

cleaning operations required to be carried out shall be adhered as per the details available in

the tender document.

15 The contractor shall have to clean the area as per minimum frequencies mentioned. However,

the cleaning shall have to be done more frequently if required for proper housekeeping upon

the instruction of the ESIC Officer ESIC , for which nothing extra shall be paid.

16 It must be born in mind that hospital functioning need to be started early in the morning and

completed well before the start of OPD’s. Similarly some other activities can be done after the

OPD’s or during holidays to avoid inconvenience to the patients.

17 The work shall be carried out on all days including Sundays & holiday and the rate shall be

inclusive of the same. Hence no extra cost shall be payable by ESIC.

18 The contractor shall submit daily housekeeping and facility management plan so as to ensure

the ESIC/ ESIC officers to monitor and check the housekeeping and facility management

work being done by him.

19 If at any time, it appears to that cleaning standards are not adhered by the contractor, the

contract can be closed by giving one month notice without any compensation.

20 The contractor shall in close coordination with officials working in various rooms, committee

rooms, canteens, pantries etc. and modify working schedule if required as per user’s

convenience. No claim whatsoever on this account shall be entertained.

21 The department shall work provide space for storage of machines, material and chemicals as

per availability for which no rentals for space will be recoverable. However, no extra payment

shall be admissible for carriage/shifting etc.

22 The existing building has very costly and intricate finishing on walls, ceiling and floors etc.,

the contractor shall make necessary arrangements at his own cost to prevent any damages to

existing work due to his activities and shall make good the same at his own risk and cost. The

decision of Engineer in charge ESIC/ ESIC authorities regarding cause and cost of damage

shall be final. In case the contractor fails to make good the damage to the entire satisfaction of

Engineer in charge ESIC/ ESIC authorities, the same shall be done at his risk and cost. The

Decision of above authorities shall be final & binding on the contractor and the recovery as

per executed work shall be made on that account from his Running Account/Final Bills.

23 The information and site data mentioned in the tender documents are being furnished for

general information & guidance only. ESIC, in no case shall be held responsible for the

accuracy thereof or any interpretations or conclusion drawn there from. The contractor shall

verify such data to his entire satisfaction before quoting the rates.

24 All materials, T & P shall be arranged by the contractor at no extra cost.

25 The contractor shall dispose of garbage, rubbish & other unserviceable materials and waste

at their own cost to the notified/specified MCG dumping ground and under no circumstance

these shall be stacked/dumped even temporarily within the building or the surrounding

premises.

26 Quoted rates shall be for completed work inclusive of cost of all materials, labour, carriage,

machinery and equipment, tools and plants, transportation, risk, overheads and general

liabilities/obligations as mentioned and profits, royalties, fees, rent, excise duty, custom duty,

sales tax, value added tax, octroi, entry tax, wages etc. as per prevailing rules. The contractor

shall pay necessary taxes, such as VAT, central excise duty and custom etc. as above to

relevant authorities. In case of any dispute, the contractor shall submit to Engineer in charge,

ESIC the proof of having discharged all the statutory obligations for consideration.

27 Cleaning Material Tools and Aids required shall have to be brought by the contractor in

advance for each month at his own cost. It may be noted that the material and chemicals

required shall have to be brought at site and shall be kept in the safe custody of the

contractor. The material brought by contractor can be randomly checked by the Employer or

his authorized representative and in case it is considered that housekeeping works are not

properly executed by the contractor with the material so brought by him, ESIC shall be at

liberty to make recoveries as decided by the Engineer in charge.

28 The standard of sanitation/cleanliness shall always be to the satisfaction of the ESIC

authorities or their authorized representative, whose decision in this regard shall be final and

binding on the contractor. In case of default, ESIC may get the improvement done at the cost

of agency without any notice.

29 The sweeping, cleaning, scrubbing, vacuum cleaning, buffing etc. shall be carried out by

Machines only. However, in exceptional cases where cleaning is not possible with machines,

manual will be permitted with the specific approval by the competent at authorities.

30 The contractor shall appoint exclusively for this work one Manager who shall attend the site

daily and shall be at site of work during all the time, the work is being carried out.

31 The contractor shall spray mosquito repellents and or resort to FOGGING with chemicals as

per frequency chart enclosed in Annexure-D and for this nothing extra shall be payable. The

contractor has to carry out regularly treatment for control of mosquito/insect/cockroaches

and rodent/lizards with ISI marks odorless chemicals/spray in whole building.

32 If Crockroach / Rodent / Lizards / Insects are found during inspection, a fine of Rs. 1000/-

(Rupees one thousand) per default will be imposed and will be deducted from any amount

payable to the agency.

33 The contractor shall deploy minimum number of staff as per details in eligibility document. In

case the contractor fail to deploy services of minimum staff as mentioned, the recovery shall

be made at the rate as specified against each. The staff in uniform, only shall be allowed for

duty. The workers shall have to be supplied with sufficient sets of uniform by the contractor

so that they wear them at all times and keep them clean.

34 The contractor shall take at his own cost necessary insurance cover in respect of staff and

other personnel to be deployed or engaged by him in connection with the afore mentioned

services to be rendered in ESIC and shall comply with all relevant labour laws as applicable

during the contract period. Further the contractor shall indemnify ESIC all acts of omissions

fault, breaches and for any claim or demand, loss injury and expenses to which ESIC/ ESIC

may be party or involved as a result of the contractor’s failure to comply and obligation under

the relevant act / law.

35 The room fresheners shall be provided and sprayed in the OPDs, Doctor Rooms &

Administrative Offices, Conference Hall and other important areas.

36 Machinery/equipment of Nilfish and/or Taski of similar only are to be used

Machines/maintained by agency are the property of the contractor and will be

operated/maintained by contractor at his own cost. In case, the machinery/equipment

required to be use is not marked by Nilfish or Taski, equivalent equipment of the same

quality duly approved by Engineer in charge ESIC/ ESIC , authorities shall be used.

37 The contractor should deploy minimum number of machines and labours as per details in

tender document. The machines brought on site will not be allowed to be taken away till

completion of work without specific written permission of Engineers in charge ESIC/ ESIC

authorities except for repairs for which permission shall also be required. The register

indicating machines numbers etc. for identification will be prepared on the date of start of

work and will remain open for inspection by the officers of ESIC/ ESIC . In case of any short

fall on a particular day, the recovery shall be made at the rate as specified in tender

document.

38 The contractor shall procure the required number of equipment/machines for housekeeping

within thirty days of issue of work order.

39 Machines/equipments brought by the contractor should be brand new for this project and

always be in working conditions and shall be used exclusively for ESIC Hospital Gurgaon

(Haryana).

40 The running and maintenance charges of machines i.e. cost of fuel, battery, lubricants,

replacement of parts etc. shall be borne by the contractor and nothing extra shall be payable.

41 During the conference/meeting in ESIC Office, the contractor has to ensure that workers

and supervisory staff as per requirements are present within the Complex till the end of

function / meeting for which nothing extra shall be payable.

42 The contractor shall submit to the ESIC, the documentary evidence of payments/deposits to

appropriate Govt. authority/individuals as applicable towards statutory requirements i.e.

P.F., E.S.I., Bonus, Gratuity etc. in respect of his employees engaged in the work at every

quarter of the calendar year.

43 ESIC shall be fully empowered to withhold from the contractor’s bill a sum equal to the

amount required to meet the provisions of statutory requirements without giving any notice

to the contractor, if the employer finds at any stage that contractor has failed to submit the

evidence of payment/deposits and on demand from the statutory authorities, the amount

shall be paid by the employer to concerned statutory authorities.

44 The contractor will be fully responsible for all the activities to be carried out round the clock

in the campus handed over to him for cleaning as well as maintenance works entrusted to

him. Any failure in cleaning as well as maintenance will result in forfeiture of Performance.

Guarantee and Securities as per relevant clauses of the contract.

45 The costly/priceless Art Objects and Paintings are displayed at various places. The contractor

shall be responsible of their proper cleaning with due care without causing any

harm/damages. The contractor shall also be responsible of keeping them at

appropriate/designated places and in the proper position after cleaning etc

46 Washing/cleaning of Artificial Plants shall be done regularly.

47 Resetting of Paintings, Art Objects, Furniture Items and Artificial Plants shall be done after

each security check.

48 The frequencies for cleaning listed in the tender document are minimum required, however,

in addition to above other cleaning works such as cleaning roads & pavements etc. shall be

done regularly. The Building is to be maintained as dust free & stain free including all edges,

projections etc.

49 The contractor shall produce documentary evidence in support of having procured the

materials from manufacturers/genuine sources.

50 The service tax is to be paid by the contractor and will be reimbursed as actual on production

of Challan.

51 The EPF and ESI will also be deposited directly by the contractor to the concerned

authorities. The receipt should clearly indicate name of work and list of workers with their

names, durations and other required information. The contractor shall be bound with the

labour regulations.

52 Labour Cess as applicable will be deducted from each running bill on gross value of work

done following clause of GCC shall either remain deleted or party deleted as mentioned

against each.

53 The housekeeping/cleaning services should be carried out daily from Monday to Saturday

and it must be borne in mind that some activities need to be started early in the morning and

completed before 9:00 AM. Similarly some other activities can be done only on Saturdays and

Sundays or other Holidays so as to avoid inconvenience to the users of the building. The work

on Saturday, Sunday or Holidays as required shall be carried out at no extra cost & with the

specific permission of ESIC/ ESIC , however, deep cleaning of all the housekeeping related

services will be done by the contractor once a week.

54 All the material/chemical/consumables brought to site shall be protected suitably, duly

wrapped/packed and stored so as to avoid any damage during

loading/transportation/unloading and handling due to weather conditions etc. at any large.

55 If any material is not mentioned but required at site for housekeeping work shall be brought

by contractor with prior approval of ESIC/ ESIC .

56 The agency shall ensure that water taps/lights/AC’s are not left open/on after close of

working hours on normal working days as well as on off days, as the case may be.

57 The full particulars of the personnel to be deployed by the agency including their names and

addressed shall be furnished to ESIC/ ESIC by the contractor who can verify the same that

actually they have been deployed for the job.

58 The agency shall not deploy or shall discontinue the person(s), if so desired by the ESIC at

any time without assigning any reason whatsoever.

59 Quality of Work

The contractor must strictly ensure the proper quality of work by deploying suitable

technically qualified persons. A log book should be maintained for the purpose and

contractor must obtain the signature of the authorized officer ESIC daily in respect of

individual works undertaken. However, Management Information System Reports as per ISO

are to generated on monthly basis by the contractor for reference of Employer and Principal

Employer.

(B) Lifts

1. The scope of work comprises running and operation of the lifts installed in ESIC Hospital.

2.The agency has to be depute staff in shift duty round the clock for operation of at least one lift in

each of the two cores. For all remaining lifts in block the duty timing shall be 8 am. to 8 pm.

However, the duty hours can be changed as per direction of ESIC. One lift operator/technical staff

will be on duty in each lift machine rooms. They shall attend immediately when the lift is stuck-

up or on the alarm calls of the passengers from any of the lifts.

3. The installations shall be maintained on all days of the month including Sundays a holidays and weekly rest of the staff shall be given by making alternative arrangement for which no extra

payment shall be made.

4. In case of emergency the staff may have to work beyond normal working hours for which no

extra payments shall be made by the ESIC.

5. In case of absence of staff from duty, the recovery at double the rates of the lift operators/staff on

pro rata basis for the period of the absence shall be made.

6. The log book, complaint register, maintenance records and MIS reports shall be maintained by

the staff of the agency. All the registers shall be supplied by the firm/agency.

7. The Medical Superintendent has the right to remove/ terminate the services of any worker and

even the contract can be terminated at anytime without assigning any reason. The agency shall not claim on such account.

8. The workers can be deployed in shift duty as per requirement & as per direction of the Medical

Superintendent.

9. lf the behavior of the Worker/staff is not found satisfactory, the agency has to change

worker/staff within 3 (three) days failing which, the Medical Superintendent has the power to

cancel the contract, and the agency shall have no claim of compensation.

10. The watch and ward of the lifts installations and materials will be responsible of the agency.

11. The general cleaning of the lift, machine room shall be the responsibility of the agency.

12. The lift operator should operate and maintain the lifts as per provisions of operating manual of

the lifts as supplied by manufacturer. Only those persons are to be employed who have requisite

experience in Operation & Maintenance of automatic lifts and capable of reading / writing in

Hindi/English.

13. The safe custody of plant and machinery shall be the responsibility of agency. The up-keep of the

machine room will have to be under the scope of this work.

14. Any accident involving damage to human life, lift machinery, equipment due to maloperation of

lift by the staff of agency will be responsibility of the contractor. The contractor has to make good the losses, by way of replacement of machinery, equipment or compensation to the person etc.

Medical Superintendent decision in this regard shall be final and the binding on the firm.

15. The lift operator should wear uniforms and name plates which shall be supplied by the agency.

16. The agency has to arrange all the material for machine room & lift car like wire

MCCBs/MCBs/Tube/CFL/chokes, repairing/ replacement of the fans, switches, wires, cables etc.

Painting of motor, accessories installed in machine room of the lifts are to be painted by the

agency once in a year. Servicing/repairing of above installation has to be carried out free of cost and nothing extra shall be paid.

17. In case of break down or stopping of lifts between the landings on account of any interruption in

power supply the rescue operation shall have to be performed by the lift operator.

18. Any loss due to maloperation of the lift shall be responsibility of the agency and the loss of the damages to the lift equipments shall recoverable.

19. The agency has to arrange all consumable like detergent, cloth, soap bar, duster etc.

20. The agency has to maintain the record/register of staff and to be produced to Engineer-in-Charge

or representative as & when required.

before start of the work.

(D) DG SETS

> The manpower to be employed by the contractor have been describe in Annexure - B of this

tender and contractor has to depute the staff in general as well as shift duties as per

requirements of Engineer in charge ESIC. The duty hours have to be finalized by the

contractor in consultation with Engineer in charge ESIC.

> The staff has to wear set of uniforms with name plate which is to be provided by the

contractor for which no extra cost shall be payable by ESIC.

> The agency has to arrange the consumable like batteries, cotton waste, cloth, soap bar, duster,

fuse wire, black tape, battery acids etc. all another spares. HSD, Lubricating oil and spares of

all the mandatory checks as recommended by the manufacturers etc. for bonafide use in the

work. Nothing extra shall be paid to the agency by the deptt. In case of any misuse the agency

shall have to replenish the same, failing which. recovery will be made at double the market

rate.

> The agency has to ensure that sufficient fuel (HSD) is available at all the times in all the tanks

including the main tank. The payment for diesel shall be made on actual basis.

> Safety of the staff employed will be the responsibility of the agency who must insure the staff

adequately. This office will not be responsible for any mishap, injury or death of the staff.

> All the equipments and installations will be maintained in neat and clean condition. Watch

and ward for the installations and materials will be the responsibility of the agency.

> DG set installations operation shall be maintained round the clock on all days of the month

Including Sundays & holidays and weekly rest of the staff shall be given making alternative

arrangements for which no extra payment shall be made.

> The agency shall submit the attested photocopy of wireman/electrician/ other relevant

license & show the license in original of operators employed by them to the Engineer in

charge before the start of the work.

> The consumables/ materials will be replaced by the same make/model. Hepreventive

maintenance of all the equipments in this sub head shall be strictly as per the OEM prescribed

schedule which shall be got approved from the Engineer in Charge before start of work.

> In case of absence of staff from duty, recovery at double the rates of the wages of staff for the

period of absence on prorate basis shall be made.

> The agency shall submit the name, address & character certificate of the worker/ staff

employed by them at the site of work to the Engineer in charge before start of the work.

(E) LOW VOLTAGE AND PUBLIC ADDRESS SYSTEM

1. The installations shall be maintained round the clock on all days of the month including

Sundays & holidays and weekly rest of the staff shall be given making alternative

arrangement for which no extra payment shall be made. On no account the installation will be

left unattended.

2. The scope of work includes Low Voltage System containing 440V electric supply as well as

supply required for EPABX system including public address system complete in all respect

with comprehensive maintenance of Lift Intercom System including works such as repair /

replacement of EPABX system. Push button on desk / band free / KTS phone desk telephone,

resistance, cables etc. & other parts required for proper maintenance of Lift Intercom system.

The scope under 440V system has been describe in para (C) - Electrical Installations/Street

Light/Outdoor Lighting and the same may be refered.

(F) Intercom System

The repair/ replacement of intercom system installed in the lift cars/ machine rooms / enquiry

office/reception etc. shall have to be maintained by the agency and periodically check up or the

installation has to be carried out & for which nothing extra will be paid to the firm.

(G) MANIFOLD ROOM

Maintenance of Medical Gases to the whole Hospital including suction.

Maintaining of records of manifold room.

Service Level for Electrical, HVAC, FireFighting Plumbing, Sewage, Water Treatment Plants,

Landscaping and Façade Lighting works

S.

No.

Service to be

provided or

items to be

maintained

Responsibility of

the service

provider/ FMS

agencies

Frequency of

the services

Required service level

1 DG Set

complete setup

including aux.

system, cooling

towers, fuel

tanks, pumping

systems etc.

All in all operation

maintenance of

the DG Set as per

the manufacturers

guidelines, Service

Book, POL etc,

Actual

Consumption of

POL will be Paid

The Service

Provider has to

keep the trained

Operators and

Helpers in Shifts

for Proper

upkeep and

Operation of the

DG Set

Minimum down time, coordination

with the power Successful Bidder for

uninterrupted power supply round the

clock.

• Log Electrical Meter Readings

• Carry out NO LOAD testing of DG

Set daily

• Check DG Set ON LOAD on a

weekly basis

• Keep records of diesel

consumption

• Ensure adequate Diesel in the fuel

tank at all times

• Ensure all batteries are healthy

2

Electrical

substation, 11

KV including all

HT/LT panels,

synchronizatio

n panel, AMG,

APFC, Change

over,

Transformers,

Cables, and

associated

Earthing

Systems etc.

complete setup

installed in

Basement i.e.

service block/

at ground level

& all block

panels, floor

Panels,

distribution

boards, rising

mains, bus

ducts, UPS

system and

other LT

electrical

system setup

etc.

All in all operation

maintenance of

the various

Electrical

installation

Specified

including all

Spares, T & P,

manpower

The Service

Provider has to

keep the trained

Operators for

Proper

operation and

Observation

round the Clock

Minimum down time, coordination

with the power Successful Bidder for

uninterrupted power shupply round

the clock.

Job Responsibilities

• Track the consumption of all

consumables

• Ensure all indication bulbs in panels

are functional

• Ensure ventilation in LT/

Tranformer/ DG room is proper and

adequate

• Ensure all ACB’s/ MCCB are healthy

• Ensure that Capacitor panels are functional

• Ensure all batteries are healthy

• All alarms to be checked and logged

• Check all electrical installation viz. Panel rooms, LT/HT Room/ DG

Room for any abnormality

3

Lifts and

Escalators

All in all

maintenance and

operation of the

Lifts and

escalators as per

manufactures

Guidelines.

The Service

Provider has to

keep the trained

Operators for

Proper

operation round

the Clock

Minimum down time, coordination

with the original equipment

manufacturer for uninterrupted

services round the clock

4 Fire Detection

Systems, Fire

Hydrant and

Sprinklers

Systems, CO2

flooding

system,

portable fire

extinguisher

and other fire

fighting

equipments

including all

fire fighting

pumping and

allied systems

etc.

All in all

maintenance and

operation of the

various Fire

Detection

Systems, Fire

Hydrants and

Sprinklers

Systems etc.

Specified

including all

Spares.

The Service

Provider has to

keep the trained

Operators for

Proper vigilance

round the Clock

100% working

of the system all

the time,

Minimize false

alarm, periodic

routine testing

Minimum down time, coordination

with the original equipment

manufacturer for uninterrupted

services round the clock

Ensure that it is operational & always

useable always

Fire Alarm System

oRound the clock monitoring of

the equipment & systems installed.

oCarrying out the necessary

scheduled operations, testing

and maintenance of the system

and it’s various components as

per OEMs recommendations

and recording the same.

oChecking of all equipment as per

schedules & checklists.

oCleaning of all Equipment &

Systems

oAttending to alarm calls and co-

coordinating with the relevant

security/ fire fighting team.

oRecommending necessary changes/ updates to the

system as and when warranted regarding the

Property’s insurance interests and

value enhancement.

Fire Extinguishers

• Regular checking of all the

extinguishers

• Refilling of the equipment as per

the specification provided by OEM

• Check availability of all the extinguishers in different location

of the premises

• Check visibility of the

extinguishers

• Coordinate to arrange for proper

signage

• Coordinate to annual Maintenance

Contract

5

Central Air

Conditioning

Plant including

chillers, Hot

water

generators,

AHUs, FATUs,

pumps, all

ducting,

ventilation

system and all

other

equipments in

HVAC plant

setup including

BMS system

complete in all

respect.

All in all operation

maintenance of

the various

Central Air

Conditioning Plant

as Specified by the

original

manufacturer

including all

Spares Scheduled

Operation &

maintenance,

follow-up with

OEM/ third party

service providers,

maintain

scheduled check

lists, formats,

attend customer’s

service

requisition.

Temperature 23

deg +/- 1 deg or

as decided by

ESIC, response

and resolution

time less than

24 hrs. Ensure

proper essence

of the contract

with OEM. The

Service Provider

has to keep the

trained

Operators for

Proper

operation

During the

working hours

and as and when

required.

Availability of the equipment in

working condition at all times starts

up the plant as required, carries out

the operation of the plant during the

day, monitors the operating

Parameters and logs the relevant

Parameters, reports any operational

snags and abnormalities to the A/C

supervisor. Maintenance of the cooling

towers and periodical physical

verification of the temperature at the

office spaces and data logging.

Job Responsibilities includes

• Ensure overall health of the all

equipment

• Ensure all critical Parameters as

per OEM requirement and as per operation manual are maintained

• Ensure proper daily operation of system

• Carry out routine maintenance of

all equipment

• Physical condition of the chiller

plant and the surrounding is clean

• Start at scheduled time

• Ensure proper running

• Monitor the temperature at all

locations (regular intervals)

• Shut down at designated time

• Any request for operating of

equipment other than normal time

+to be entertained as per approved

and agreed guidelines

• Maintain logbooks, checklists and

PPM activities chart

6

Internal Wiring

Work up to DB

and all Fixtures

Intelligent

Lighting

All in all

maintenance

including the

manpower for

The Service

Provider has to

keep the trained

Operators for

Proper vigilance

Availability of the equipment in

working condition at all times

Job Responsibilities

Controls

installed at site,

Earthing

proper operation round the Clock.

Any

Consumables

will be paid

extra as per

actual

• Ensure the entire electrical

distribution system is healthy

• Ensure lighting in all areas is

adequate

• Ensure all the fused bulbs/ tube

lights are replaced as and when

required

• Maintain proper inventory of all

bulbs/ tube lights/ spares

• Track the consumption of all

consumables

• Ensure all exhaust fans are in running condition

• Ensure all emergency lights are functional

Operation of all office area lights as

per requirements

7 All

electromechani

cal and other

allied Sewage

and water

treatment plant

& RO

equipments

complete in all

respect.

All in all

maintenance

including the

manpower for

proper operation

The Service

Provider has to

keep the trained

Operators for

Proper vigilance

round the Clock.

Any

Consumables

will be paid

extra as per

actual

Availability of the equipment in

working condition at all times

Job Responsibilities

• Ensure the entire electrical mechanical

System is healthy

• Ensure water availability in all

areas is adequate

• Ensure all the components of

system is attended as and when

required in addition to routine

preventive maintenance.

• Track the consumption of all

consumables/ spare.

• Ensure exhaust system is in

running condition.

8

Landscape and

facade lighting

All in all

maintenance

The Service

Provider has to

keep the system

healthy. Any

Consumables

will be paid

Extra as per

actual.

Availability of the equipment in

working condition at all times

Job Responsibilities

• Ensure the entire electrical

distribution

System is healthy

• Ensure the lighting in all areas is adequate

• Ensure all the fused lamps/ tube lights are replaced as and when

required

• Maintenance proper inventory of all lamps/ tube lights/ spares

• Track the consumption of all consumables

Operation of all lights as per

requirements/ aesthetics

9 Solar Panels

Note: The agency has to necessarily ensure that all equipment/ installation must be maintained and

operated as per standard/ laid down procedure as suggested by respective original equipment

manufactures.

(H) PLUMBING AND DRAINAGE WORKS

1. The manpower for this work to the deployed by the contractor has been described in Annexur-B

of this tender.

2. The work to be carried out as per CPWD specifications as amended upto date and as per site

requirements.

3. The pump operator shall be deployed in three shifts daily & fitter in General shift i.e. 9.00 AM to

5.30 PM or as per site requirement on all days or month i/e Sunday & Holidays.

4. The water pumps have to run daily as per requirement of water in the campus.

5. The operational staff has to make entries in the log book, daily where as the maintenance has to

maintain the register which shall be provided by the contractor. The specimen for the performas

shall be made available by the Engineer in charge to the contractor after award of the work.

6. The contractor shall have to deploy trained and experienced staff suitable for water supply

pumping installation.

7. The scope of work includes complete comprehensive maintenance of installations including

works such as overhauling and repair of hydro pneumatic system, pumps, motors, main panel board

replacement of valves, Pipes and switches, replacement of defective/damaged water level indicators,

top up of filter media, air blower, automation system, ammeter, voltmeter, phase preventer etc, or

other major/miner repair for which part of the machine is to be sent out for repairs/ testing will be

arranged by the firm. The decision of the Engineer in charge shall be final and binding and nothing

extra shall be paid by the ESIC.

(I) Waste Disposal Management

The contractor will ensure collection, mechanized screening / segregation of dry and

wet garbage in the earmarked area. The contractor will also ensure segregation of

bio degradable and non bio degradable garbage. Finally, the contractor will arrange to

suitably transport and dispose garbage from the earmarked area to the nearest

corporation bin outside.

The contractor shall keep suitable size and specification bins at the collection area.

The contractor will employ his staff for the collection / disposal work. The garbage will

have to be disposed off at least twice a day. The contractor will also arrange for the

garbage bags, prepare a flowchart indicating the method of collection / disposal, etc.

(J) Weekly Services

The deep cleaning of the entire area will be done by the contractor once a week as under:-

1. Dusting of entire area including windows / windowpanes / doors / ledges, etc.

2. Thorough cleaning / sweeping / washing / mopping with disinfectant cleaners of all

floors, staircases and toilets. Scrubbing of all floors and ceramic tiles base. Cleaning

of ceiling and high walls, removal of wash stains on walls, cleaning of roofs, porches

etc.

3. Cleaning of sanitary fittings, toilets drain pipes etc. in the toilets with standard cleaning

material.

4. Cleaning of all windows glasses and grills with detergents / cleaning agents.

5. Washing of outside area with High Pressure Jet Machine.

6. Clean all chrome fittings, glass frames, soap holders etc. to a shiny finish.

7. The Tenderer will make a cleaning programme and submit to ESIC for weekly cleaning

so that ESIC’s concerned official / Incharge for the particular area can be deputed on

the day of cleaning to make the area available and supervise the cleaning work.

8. The contractor will work in the specified area mentioned in the scope of work.

9. The contractor will provide the duty register to ESIC as required.

-11-

Sig. of the tenderer with seal

( K ) Pest and Rodent Control Services

1. The Contractor shall take effective measures for Rodent and Disinfection Services including

fogging etc. in the area under contract.

2. The contractor shall use chemicals that are harmless to humans and machines and are WHO

specifications. Further, the chemicals should not leave any spot in the treated area, MSDS

report of these chemicals should also be attached.

3. The contractor will be responsible for any damage to human / machinery by any chemicals

used by him. Any damage caused to machinery / books due to rodent and disinfection

services in the areas covered under contract shall be made good by the contractor.

4. The contractor will submit a detailed plan for carrying out the Pest and Rodent Control

Services for the approval of ESIC

.

( L ) Housekeeping Monitoring and Control

For better management and smooth services the following monitoring mechanism will be

adopted by the contractor.

1. Toilets Checklist This is to be attached on the back of the toilet door. It is to be filled up by the contractor

supervising staff on duty daily.

2. Management / Housekeeping Service Requirements / Complaints

Report This is to be filled up by the management and administrative staff of the contractor who receive

/

observe the complaints / requirements for any of the services. All suggestion, complaints

related to services or staff deployed by the contractor will be registered at the on the computer

provided to the contractor and reported to caretaker, ESIC. The contractor will take immediate

action to resolve the same failing which the penalty clause will be invoked.

3. Housekeeping Services Complaints

Register

This register is to be completed on the basis of information received by the housekeeping

Manager

from ESIC through the inspection of the site, material on site, attendance sheet of the staff, weekly

report, client letter / fax / e-mail, verbal complaints from ESIC, etc. and necessary action is to be

taken.

ADDITIONAL SCOPE AND PARTICULAR CONDITIONS FOR HOSPITAL

In case of any differences, these particular conditions of contract supersede the General

conditions of contract. The services shall be provided round the clock on all days, including

holidays:-

The Services include:-

(i) Cleaning of the whole premises including toilets and open areas.

(ii) Wet moping of covered areas.

(iii) Cleaning of window panes and door panels. (iv) Cleaning and dusting of furniture and fittings.

(v) Any other work within the scope of the specialized services.

(vi) Vacuum cleaning of all carpets and upholstered furniture.

-12-

Sig. of the tenderer with seal

1. PATIENTS ROOM : The contractor shall be responsible for routine cleaning of the

patient room ward everyday in the morning and evening. The contractor shall also

maintain cleanliness in the patient rooms/ward throughout the day and shall clean the room

thoroughly on patient’s discharge and keep it ready for the next arrival.

(a) THE ROUTINE CLEANING WILL INCLUDE

• Dusting of the furniture in the room including bed, chair, table TV, fridge, etc.

• Sweeping and mopping the entire room with disinfectant solution.

• Cleaning of Toilet and bathroom with a bathroom cleaning solution. (b) CLEANING OF DISCHARGE OF AN INPATIENT WILL INCLUDE

• Wiping of the furniture and fixtures in the room with a soap solution.

• Sweeping and mopping the entire room with a disinfectant solution.

• Cleaning of Toilet and bathroom with a disinfectant/bathroom cleaning solution.

• Reporting any maintenance required in the room.

2. CLEANING THE PATIENT COMMON AREAS

• Dusting the walls, furniture and fixtures in the corridor and lobby.

• Sweeping and mopping the floor with a disinfectant

• Cleaning public toilet with soap solution and keeping them odour free using deodorizer cubes / odonils.

• Cleaning doors and windows with soap solution.

• Cleaning consulting room, dressing room, laboratory and other similar areas.

The cleaning pattern will be same as cleaning patient rooms.

3. OPERATION THEATRE

• All the dustbins washed and lined with colour-coded bags in the morning. The trash bags

shall be changed when it is full.

• Operation theatre walls shall be thoroughly cleaned using a specialize soap /

disinfectant solution before and after every operation.

• Floor, shall be washed thoroughly mopped with a specialized soap / disinfectant solution.

The entire operation theatre floor area shall be scrubbed once a day.

• Toilets / bathrooms will be cleaned with soap solution and kept odour free using

deodorizer cubes.

• The common areas, doctor’s lounge, nurses lounge, change rooms, waiting lounge and

inside operation theatre shall be swept and mopped in the morning and at regular

intervals to keep them clean.

• The floor scrubbing will be done in the night or as and when asked for according to the

scheduled operation and movements in that area.

4. CLEANING OF OFFICES / CONSULTANT ROOMS

• The contractor shall remove trash from office dustbins and change the trash liner every

evening before closing hours.

• The offices shall be dry dusted and swept after the closing hours.

• Vacuum cleaning shall be done on carpet and upholstery.

• The worktables shall be cleaned with soap solution in the morning.

• The office shall be mopped with soap solution in the morning.

• Office staff rest rooms / toilets shall be cleaned using soap solution and kept odour free

deodorizer.

-13-

Sig. of the tenderer with seal

5. CLEANING OF LABORATORY and OTHER CRITICAL AREAS

• All the dustbins shall be washed and lined with colour coded bags in the morning. The

trash bags shall be changed when it is full.

• Walls shall be thoroughly cleaned using a specialized soap / disinfectant solution in the

morning .

• The floor shall be thoroughly mopped with a specialized soap solution.

• The entire laboratory area shall be scrubbed at lease twice in a week.

• Toilets / bathrooms shall be cleaned with soap solution and kept odour free using

deodorizer cubes.

• The common area shall be swept and mopped in the morning and at regular intervals to keep them clean.

6. GLASS WINDOWS and DOORS

• The contractor shall have his staff to clean glass with appropriate soap solution on weekly

basis.

• Internal Glasses shall be wiped with dry cloth to remove fingerprints at regular intervals.

7. GARBAGE DISPOSAL

The contractor shall collect garbage in specified colour coded bags from all dustbins and garbage

bins existing inside the premises and shall dispose the garbage at the designated area within

the hospital.

Signature of tenderer with seal

-14-

CLEANING SCHEDULE

VERY HIGH RISK AREA

S.No. Activity Frequency Agents Used Responsibility

1. OT AREA LABOUR ROOM

1 Garbage removal After every case As per the BMW

guidelines

Room Boy

2 Feather brushing After every case Feather brush Room Boy

3 1st Mopping Before start 1st

patient and

after every case

Wizard Room Boy

4 2nd

Mopping Before start 1st

patient and

every case

1% Sodium Hype

Chlorite

Room Boy

5 Garbage removal from

the OT corridor

-------- As per BMW guidelines Room Boy

6 Brushing in the OT

Corridor

In continuation Flat Mop Room Boy

7 Dusting of doors and

windows in OT

corridor

After every 1 hour X Colour Duster Room Boy

8 Mopping with wizard

in OT Corridor

After every 1 hour Wizard Room Boy

9 Mopping with sodium

Hypochlorite in OT

Corridor

After every 1 hour 1% Sodium

Hypochlorite

Room Boy

Signature of Tendrer with Seal

-15-

2. ICU, NICU, PICU

1 Removal of Garbage 5.00 a.m., 2.30 p.m.,

7.30 p.m.

As per the BMW

guidelines

Room Boy

2 Brushing Thrice a day

9.00 a.m., 3.00 p.m.,

9.00 p.m.

Feather Brush Room Boy

3 Dusting After every 1 hour X colour Duster Room Boy

4 Mopping with wizard After every 1 hour Wizard Room Boy

5 Mopping with sodium

Hypochlorite

After every 1 hour 1% sodium

Hypochlorite

Room Boy

6 Washroom Cleaning

with Wizard

Cleaning after every

half an hour

Wizard Room Boy

7 Washroom Cleaning

with sodium

Hypochlorit

Room Boy

3 HIGH RISK AREA

I Removal of Garbage 5.00 a.m., 2.30 p.m.

and 7.30 p.m.

As per the BMW

guidelines

Room Boy

II Brushing Thrice a day

9.00 a.m., 3.00 p.m.,

9.00 p.m.

Feather Brush Room Boy

III Dusting After every 2 hours as

and when required

Wizard Room Boy

IV Mopping with wizard After every 2 hours as

and when required

Wizard Room Boy

V Mopping with sodium

Hypochlorite

After every hour as

and when required

1% sodium

Hypochlorite

Room Boy

VI Washroom cleaning

with wizard

Cleaning after every

half an hour

Wizard Room Boy

-16-

Signature of Tendrer with Seal

4. MODERATE RISK AREA

IPD ROOMS / WARDS

I Removal of Garbage Thrice in a day 7.30 am,

2.30 pm, 7.30 pm as and

when required

As per the BMW

guidelines

Room Boy

II Brushing Thrice in a day 7.30 am,

2.30 pm, 7.30 pm as and

when required

Feather Brush Room Boy

III Dusting Thrice in a day 7.30 am,

2.30 pm, 7.30 pm as and

when required

Z Colour Duster Room Boy

IV Mopping with wizard Thrice in a day 7.30 am,

2.30 pm, 7.30 pm as and

when required

Wizard Room Boy

V Mopping with sodium

Hypochlorite

Thrice in a day 7.30 am,

2.30 pm, 7.30 pm as and

when required

1% Sodium

Hypochlorite

Room Boy

VI Washroom Four times a day 1st

start

from 7.30 am, 2nd

start from 11.00 am, 3rd

start from 2.30 pm, 4th

start from 1.30 pm, as

and when required

Wizard and 1% Sodium

Hypochlorite

Room Boy

Brushing in the

corridor in the

moderate

In continuation Flat Mop Room Boy

Dusting in the

corridor area

Twice in a day it starts

from 7.00 am, onwards

Z colour duster Room Boy

Mopping with wizard In continuation Wizard Room Boy

Mopping with sodium

Hypochlorite

After every 8 hours 1% Sodium

Hypochlorite

Room Boy

After 7.30 pm in the

evening housekeeping

services will be

provided on call, if

there is request from

the attendant,

patient and from

Nursing

Room Boy

Signature of Tendrer with Seal

-17-

5. CAFETERIA

1 Removal Of Garbage Twice in a day 2.30

pm and 7.30 pm.

Black Garbage Bag Room Boy

2 Brushing Thrice in a day 8.00

am, 12.00 pm, 6.00

pm as and when

required

Flat Mop and feather

brush

Room Boy

3 Dusting Thrice in a day 8.00

am, 12.00 pm, 6.00

pm as and when required

Z colour duster Room Boy

4 Mopping with wizard After every three

hours and after every

meal as and when

required

Wizard Room Boy

6. PATHOLOGY LAB

1 Removal Of Garbage Thrice in a day 5.00

am, 2.30 pm, 7.30

pm as and when

required

As per BMW guidelines Room Boy

2 Dusting / Brushing Twice in a day 8.00

am and 5.00 pm as

and when required

Y Colour Duster Room Boy

3 Mopping with wizard After every three

hours as and when

required

Wizard Room Boy

4 Mopping with sodium

Hypochlorite

After every 8 hours

as and when required

1% Sodium Hypochlorite Room Boy

7. DIAGNOSTIC AREA

1 Removal of Garbage Twice in a day 2.30

pm and 7.30 pm as

and when required

As per BMW guidelines Room Boy

2 Dusting Twice in a day 8.0

am and 5.00 pm as

and when

required

Z Colour Duster Room Boy

3 Brushing Twice in a day 8.00

pm and 5.00 pm as

and when required

Z Colour Duster Room Boy

4 Mopping with wizard After every 3hours

as and when required

Wizard Room Boy

5 Mopping with sodium

Hypochlorite

After every 8 hours

as and when required

1% Sodium Hypochlorite Room Boy

-18- Sig. of tenderer with seal

8. PUBLIC AREA WASHROOM

1 Cleaning with wizard Cleaning will be

done after half and

hour and boy will be

stationed there

Wizard Room Boy

2 Washroom cleaning

with sodium

hypochlorite

Cleaning will be

done after every 8

hours as and when

required

1% Sodium Hypochlorite Room Boy

9. CORRIDOR

1 Mopping with dry

mop

In continuation Flat Mop Room Boy

2 Mopping with wizard After every 3hours

as and when required

Wizard Room Boy

3 Mopping with sodium

Hypochlorite

After every 8 hours

as and when required

1% Sodium Hypochlorite Room Boy

10. LOBBY

1 Dusting In continuation Z Colour Room Boy

2 Brushing with dry

Mop

In continuation Flat Mop Room Boy

3 Mopping with wizard After every 3hours

as and when required

Wizard Room Boy

4 Mopping with sodium

Hypochlorite

After every 8 hours

as and when required

1% Sodium Hypochlorite Room Boy

11. OPD AREA

1 Removal of Garbage Twice in a day 2.30 pm,

and 7.30 pm, as and when

required

As per the

BMW

guidelines

Room Boy

2 Brushing Twice in a day 7.30 pm,

and 8.00 pm, as and when

required

Feather Brush Room Boy

3 Dusting Twice in a day 7.30 pm,

and 8.00 pm, as and when

required

Z Colour

Duster

Room Boy

4 Mopping with Wizard Twice in a day 7.30 pm,

and 8.00 pm, as and when

required

Wizard Room Boy

5 Mopping with sodium

hypochlorite

After every 8 hours as and

when required

1% Sodium

Hypochlorite

Room Boy

6 Mopping in the

-19-

Sig. of the tenderer with seal

12. PHARMACY

1 Removal of Garbage Thrice in a day 5.00 am,

and 2.30 pm and 7.30 pm

as and when required

As per the

BMW

guidelines

Room Boy

2 Brushing Twice in a day 8.00 am,

and 8.00 pm, as and when

required

Feather Brush Room Boy

3 Dusting Twice in a day 8.00 am,

and 8.00 pm, as and when

required

Z Colour

Duster

Room Boy

4 Mopping with Wizard After every 3 hours as and

when required

Wizard Room Boy

5 Mopping with sodium

hypochlorite

After every 8 hours as and

when required

Sodium

Hypochlorite

Room Boy

13. PROCEDURE / TREATMENT ROOM

1 Removal of Garbage Thrice in a day 7.00 am,

and 2.30 pm and 8.00 pm

as and when required

As per the

BMW

guidelines

Room Boy

2 Brushing Thrice in a day 7.00 am,

and 2.30 pm, 8.00 pm as

and when required

Feather Brush Room Boy

3 Dusting Twice in a day 8.00 am,

and 8.00 pm, as and when

required

Z Colour

Duster

Room Boy

4 Mopping with Wizard After every 3 hours as and

when required

Wizard Room Boy

5 Mopping with sodium

hypochlorite

After every 6 hours as and

when required

Sodium

Hypochlorite

Room Boy

14. MORTUARY

1 Brushing In the month in presence of

security as and when required

Feather

Brush

Room Boy

2 Mopping with Wizard In the morning in presence of

security as and when required

Wizard Room Boy

3 Mopping with sodium

hypochlorite

After every 6 hours as and

when required

1% Sodium

Hypochlorite

Room Boy

15. MINIMAL RISK AREA

ADMINISTRATION RECORD ROOM / STORAGE ROOM ENGINEERING OFFICE

1 Brushing Once in a day it starts from

7.30 am as and when

required

Feather Brush Room Boy

2 Mopping with Wizard Once in a day it starts from

7.30 am as and when

required

Wizard Room Boy

16. Kitchen

1 Removal of Garbage Thrice in a day after every

meal as & when required

As per BMW

Guidelines

Room Boy

2 Brushing Twice in a day 8AM & 8PM,

as & when required

Feather Brush Room Boy

3 Dusting Twice in a day Z

colour duster

Room Boy

4 Mopping with Wizard After every 3 hours as and

when required

Wizard Room Boy

5 Washing of Floor & Shelves At the end of the day Water &

detergent

Room Boy

-20-

Sig. of tenderer with seal

Dilution of wizard in all areas = 40 ml in 1 liter of water

Cleaning of spillage of Blood / Body fluids

1. Use disposable gloves.

2. Cover area with 1% sodium Hypochlorite

3. Leave for 20 minutes

4. Collect residue with disposable paper. Wipe and discard in bag.

5. Wash surface with detergent and dry.

6. All waste, gloves, wipe, discard, seal and dispose as clinical waste.

Mops cleaning – Detergent wash and dry.

Buckets – Detergent wash and dry.

(If contaminated 1% Sodium Hypochlorite overnight rinse and dry.)

1. All collection, storage, transportation and disposal of hospital waste shall be in accordance

with Bio-Medical Waste (management and Handling Rules of India, 1998 and any

amendments or other regulations, in this regard.

2. A detailed Hospital waste management plan shall be prepared and got approved from ESIC

before start of work.

3. All infected, chemical, radiation, Cytotoxic Health Care waste shall be segregated,

collected, stored, transported and disposed in accordance with set guidelines in safety,

ensuring that it at no stage gets mixed with general waste. Unscientific burning shall not

be permitted. Different coloured bags / containers namely white, green, red, yellow, blue,

black and transparent, puncture proof or stainless steel, lead containers shall be used

depending on the category of waste.

4. The waste shall be carefully secured or pretreated for transportation to a common

facility for disposal.

5. Waste shall not be transferred from one bag to another. Bags should be tied when three

fourth full and then placed in a bigger bag / container for transportating.

6. Cover Trolleys should be used for transportation. Before final disposal / treatmen waste

should be kept in specified location and in specific liners and containers.

7. The scope includes segregation, collection, storage, transportation within and outside the

hospital until final disposal. All statutory rules and regulations and legal requirements

are to be followed at each stage.

Sig. of tenderer with seal

-21-

DISPOSAL OF BIO-MEDICAL WASTE

DEFINITIONS

• Categories of waste

• Anatomical waste – Tissues, organ, body parts.

• Soiled waste ( Solid waste ) – blood and body fluids, stained dressings, swabs, cotton etc.

solid plaster costs.

• Plastic Waste – IV sets and tubing, gloves, catheters, vacutainers and syringes ( without needles ), urine bags, blood bags.

• Microbiology waste – lab cultures.

• Sharps – Syringes with needles, burnt needles, stylets, scalpels, lancets, blades, broken

ampoules.

• Liquid waste – waste from laboratory and washing, cleaning and disinfection.

• Expired Medicines.

• General waste – paper, cardboard, unbroken glass bottles.

RESOURCES REQUIRED

• Yellow Bag

• Red Bag

• Blue Bag

• Black Bag

• Puncture Proof of sharp containers.

METHOD AND PROCEDURE

• Anatomical waste will be collected in yellow bag and will be given to centralized waste

management contractor.

• Soiled waste ( Solid waste ) – will be segregated and colleted in red bags and will be given

to centralized waste management contractor.

• Plastic waste will be collected in blue bags and will be autoclaved chemically disinfected

and then shredded.

• Sharps will be collected in puncture proof container and will be given to centralized waste

management contractor.

• Microbiology waste will be autoclaved.

• Liquid waste will be disinfected with hypochlorite solution before disposal.

• Expired Medicines will be sent to pharmacy for return.

• General waste will be collected in black bag and will be disposed as normal waste.

Sig. of tenderer with seal

-22-

The following shall be followed:-

I. Segregation will be done at source.

II. Bins will have bio-hazardous sign on them.

III. Housekeeping personal will wear gloves and masks before collecting the garbage.

IV. Bags will be secured when they are 3/4th

full and will be clearly labeled with the date,

time and respective floor.

V. While handling the bag it must be held at the closed top and away from the body.

VI. If a bag is found broken or not completely sealed then it should be double bagged into a

second bag.

VII. Garbage will be transported in designated trolley to the storage area.

VIII. Cleared daily at designated time.

IX. Access to waste storage area is limited to authorized persons.

X. Waste storage area must be inspected every week for spills and contained

deterioration and the inspection must be documented.

XI. Before the collection by the outside vendor the garbage bags has to be weighed and

the details like date, time floor, weight will be entered in the garbage register by the

housekeeping boy in the presence of security,

XII. If for any reason, it becomes necessary to store the waste beyond such period, the

authorized person must take permission from the authorities and take measure to

ensure that the waste doesn’t adversely affect human health and environment.

Bio-Medical Waste Management and Handling Rules, 1998 amended in 2000 shall and

subsequent amendments, if any be adhered to.

Sig. of tenderer with seal

-23-

Page - 1

VII. TECHNICAL TENDER

For House Keeping and Facility Management Services in ESIC.

Technical Tender

Page: 1

1 Name of Tendering Company /

Firm / Selected Tenderers

2 Name of owner / Partners /

Directors

3 Full Particulars of Office

(A) Address

(B) Telephone No.

(C ) Fax No.

(D) E-mail Address

4 FULL PARTICULARS OF THE BANKERS OF COMPANY / FIRM /

SELECTED TENDERERS, WITH FULL ADDRESS / TEL. NO.

(A) Name of the Bank

(B) Address of the Bank

(C ) Telephone No.

(D) Fax No.

(E) E-mail address

5 Registration Details :-

(A) PAN/GIR No.

(B) Service Tax Registration No.

(C ) E.P.F. Registration No.

(D) E.S.I. Registration No.

6 Details of Earnest Money

Deposit

(A) Amount ( Rs.)

(B) D.D./P.O. No. and Date

(C) Drawn on Bank

(D) Valid upto

7 Labour License

8 ISO Certificate

The above format may be used to provide requisite details.

7. (i). Audited Balance Sheet for 2008-09, 2009-10, 2010-11.

(II). Audited Income / Expenditure Statement for 2008-09, 2009-10 and 2010-11.

(III). Audited Profit and Loss Account Statement for 2008-09, 2009-10 and 2010-11.

(IV).Audited Report Statement for 2008-09, 2009-10 and 2010-11.

Signature of owner / Managing Partner / Director

Date: Name:

Place: Seal:

-24-

Page - 2

Details of Staff

Name, ESI

No., P.F. No.

Qualification Employee

Code

Designation Experience

in House-

Keeping

Training Health

Check

The above format may be used to provide employee details.

Signature of owner / Managing Partner / Director

Date : Name:

Place: Seal:

-25-

Technical Tender Page - 3

ANNEXURE-C

DECLARATION

1. I, Son / Daughter of

Shri Proprietor / Partner / Director / Authorised

Signatory of an competent to sign this declaration and execute

this tender document.

2. I have carefully read and understood all the terms and conditions of the tender and

hereby convey my acceptance of the same.

3. The information / documents furnished along with the above application are true and

authentic to the best of my knowledge and belief. I / we, am / are well aware of the fact

that furnishing of any false information / fabricated document would lead to rejection

of my tender at any stage besides liabilities towards prosecution under appropriate law.

Signature of authorized person

Date: Full Name:

Place: Company’s Seal:

N.B.: The above declaration, duly signed and sealed by the authorized signatory

of the Company, should be enclosed with Technical tender.

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Technical Tender Page – 4

Details of the existing contracts

Name and Address of

the organization,

Name, Designation

and Telephone / Fax

No. of the officer

concerned

Details

regarding

the contract

including

manpower

deployed

Value of

Contract

( Rs. )

Duration of Contract

From To

DD/MM/YY DD/MM/YY

A

B

C

Additional

information, if any

The above format may be used to provide requisite details.

Signature of owner / Managing Partner / Director

Date : Name:

Place: Seal:

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RESOURCES REQUIREMENT ANNEXURE --B

1. The Contractor should have following machines and equipments at the ESIC

premises. Use of manpower for operations where suitable equipment is identified shall

not be permitted for weekly/deep cleaning

Sl.No. Description Nos. required

1. SCRUBBING MACHINE (TASKI) 2

2. AUTO SCRUBBER MACHINE (TASKI) 2

3. WET/DRY/VACCUM LEANER (TASKI) 1

4. HIGH PRESSURE JET (TASKI) 1

5. WRINGER TROLLEY 4

6. CADDY BUCKET 8

7. SIGNAGES

Number of manpower to be deployed - 108

Sl. No. Manpower Description No. of staff required

1. Facility Manager 1

2. Housekeeping Supervisors 2

3. Housekeeping Boys 60

4. Technical Supervisors 3

5. Electricians 4

6. HVAC Operator 3

7. Multi-Technicians 3

8. DG Operator 3

9. Carpenter 1

10. Plumber 3

11. Gas Technicians (Manifold Room) 3

12. Fire Officers 1

13. Fire Technicians 2

14. Mason 1

15. Boiler Operator 3

16. Fitter 1

17. Helper 2

18. Gardener 2

19. Laundry Supervisor 1

20. Laundry Boys 6

21. Solar Boiler Operators 2

Sig.of tenderer with seal

Annexure-D

List of Cleaning Materials & Aids

Sl. No. Items Qty.

1. Airfreshner premium (Glamic) 50

2 Dettol Soap 1 Lts 6

3. Dust Control Mop Set (Conta-60 cm, Blue) 6

4. Floor Duster (26*26) 72

5. Dettol Handwash 250 ml 20

6. Garbage Bag (B) kg 50

7. Garbage Bag (S) kg 50

8. Hand Wash Liq Soap (fem) 30

9. Hit Black 250 ML 30

10. R1 5Ltr (Can) – Bathroom Cleaner 10

11. R2 5Ltr (Can) – Glass Cleaner 50

12. R3 5Ltr (Can) – Furniture Cleaner 10

13. R5 5Ltr (Can) – Toilet Cleaner 10

14. Wizard --

15. Prill Dish Wash (Pcs) 6

16. Room Freshner Glamic 30

17. Scotch Brite Big (3-M) 40

18. Dettol Soap 100

19. White Duster Big 84

20. Yellow Duster Small (24*24) 100

21. Black Finayal 10

22. Kent Mop Set 74

23. Collin 15

24. Hard Broom 10

25. Napthalene Ball 10

26. Odonill

10

The required quantities of cleaning material and aids for the month shall be

procured and shall be stored in the store room and issue to the staff daily as

required. Computerized records shall be maintained which shall be opened to

inspection by ESIC staff during working hours.

Covered trolleys, Dustbins, dustpan, mops, buckets, wipers, gloves, dusters,

scrubbers, sponge, brooms, brushes, safety gear etc. to be provided by the

Contractor as required.

Sig. of tenderer with seal

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Annexure II

VIII. FINANCIAL BID FOR HOUSE-KEEPING AND FACILITY MANAGEMENT

SERVICES

I. Name of the Tenderer: ……………………………………………………

I. MAN POWER CHARGES

Rate per Month* Total Amount per

Nos.

month

Type of man power

(Rs.)

Trained Housekeeping Staff etc.

A

(male/female)

II. MACHINES, EQUIPMENTS, TOOLS AND EQUIPMENTS

CHARGES

Amount per month

Charges for providing and maintaining machines,

B

equipments, tools and tackles ,small or big , cleaning

materials and aids any other

item(s) that may be required for fulfilment of the contract

(refer Annexure ‘D’) / month

III. PEST AND RODENT CONTROL SERVICES:

Charges for providing the services for Pest and Rodent

C control including man power, equipment and consumable

chemicals./month

IV. Management/ Service Charges:

Service charges/ fee which should include:

All expenditure on providing managerial /supervisory/

D administrative services by all means to get the work done

through deployed house keeping staff.

Total of A + B +C+D (Rs. / Month)

* The above rates are inclusive of all taxes, levies including ESI contributions, EPF etc. but excluding only service tax which shall be reimbursed on actual on production of documentary evidence.

Signature of Authorised Person

Date: Full Name:

Place: Company’s Seal:

29

XI. CHECK LIST OF THE DOCUMENTS TO BE SUBMITTED WITH THE TENDER

Confirm the enclosure of all the below listed documents without which tenderer may not be eligible to participate in the tender.

S. No. Items Confirm

1. EMD 2. Tender form with complete technical bid and Financial bid, with all

pages serially numbered , signed and stamped on each page 3. Audited Balance sheet of last three years with details of annual

turnover , profit/loss account etc.

4 Income tax statement of last three years with income tax clearance

certificate.

5. Attested Photo copy of PAN Card 6. ESI Registration certificate copy. with last payment details. 7. EPF Registration certificate copy. With last payment detail. 8. Service Tax registration certificate with details of the last payment .

9. Registration certificate under central labour law authorities. Copy of

valid labour licence.

10 Minimum wages payment certificate from LEO.

11. Documents in support of contracts fulfilled in last 3 years along with their

values in support of the experience and financial credibility.

12 Satisfactory completion of contract certificate from previous

organizations. ( Minimum three

13. License for providing Pest control services and storing chemicals used

for pest and rodents control. Copy to be attached. 14. Attested Photocopy of ISO-9001 certificate for Housekeeping Services

Signature of Authorised Person

Date: Full Name:

Place: Company’s Seal:

15.

Declaration as per Annexure C.