Expression of Interest (EOI) For Selection of Cleaning Services …€¦ · Selection of Cleaning Services Agency for Hospitals across Maharashtra 2 Disclaimer The information contained

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Expression of Interest (EOI) For

Selection of Cleaning Services Agency for Hospitals across Maharashtra

Directorate of Medical Education & Research (DMER),

Govt. Dental College & Hospital Building, St. George's Hospital Compound,

Near C.S.T. Station, Mumbai - 400 001 Maharashtra State Tel. No. +91-22-2361-65, Fax No. +91-22-2562/2568

e-mail: [email protected] Website: http://www.dmer.org/contact.htm

http://www.dmer.org/contact.htm


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Disclaimer The information contained in this Expression of Interest document (the “EoI”) or

subsequently provided to Bidder(s), whether verbally or in documentary or any other form by or on behalf of the Authority or any of its employees or advisors, is provided to Bidder(s) on the terms and conditions set out in this EoI and such other terms and conditions subject to which such information is provided

The EoI is not an agreement and is neither an offer nor invitation by the Authority to the

prospective Bidders or any other person. The purpose of this EoI is to provide interested parties with information that may be useful to them in providing the details of their offerings to DMER and work done by them in the past.

This EoI includes statements, which reflect various assumptions and assessments arrived at

by the Authority in relation to the Project. Such assumptions, assessments and statements do not purport to contain all the information that each Bidder may require. This EoI may not be appropriate for all persons, and it is not possible for the Authority, its employees or advisors to consider the investment objectives, financial situation and particular needs of each party who reads or uses this EOI

The assumptions, assessments, statements and information contained in the Bidding

Documents may not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this EoI and obtain independent advice from appropriate sources

Information provided in this EOI to the Bidder(s) is on a wide range of matters, some of which

may depend upon interpretation of law. The information given is not intended to be an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. The Authority accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on law expressed herein.

The Authority, its employees and advisors make no representation or warranty and shall

have no liability to any person, including any Applicant or Bidder under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account


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of anything contained in this EoI or otherwise, including the accuracy, adequacy, correctness, completeness or reliability of the EOI and any assessment, assumption, statement or information contained therein or deemed to form part of this EoI or arising in any way for participation in this Bid Stage

The Authority also accepts no liability of any nature whether resulting from negligence or

otherwise howsoever caused arising from reliance of any Bidder upon the statements contained in this EoI

The Authority may in its absolute discretion, but without being under any obligation to do so,

update, amend or supplement the information, assessment or assumptions contained in this EoI

The issue of this EOI does not imply that the Authority is bound to select a Bidder or to

appoint the Selected Bidder or Concessionaire, as the case may be, for the Project and the Authority reserves the right to reject all or any of the Bidders or Bids without assigning any reason whatsoever

The Bidder shall bear all its costs associated with or relating to the preparation and

submission of its Bid including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the Authority or any other costs incurred in connection with or relating to its Bid. All such costs and expenses will remain with the Bidder and the Authority shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation or submission of the Bid, regardless of the conduct or outcome of the Bidding Process

The words and expressions beginning with capital letters and defined in this document shall,

unless repugnant to the context, have the meaning ascribed thereto herein. The words and expressions beginning with capital letters shall, unless repugnant to the context, have the meaning ascribed thereto therein.


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Table of Contents

1 Introduction ....................................................................................................... 5

2 Overview of locations where cleaning services need to be provided ............................ 5

3 Scope and Requirements ..................................................................................... 7

3.1 Area of work: ..............................................................................................7

3.2 Cleaning Services: ..................................................................................... 8

3.3 Patient care Services: ................................................................................. 8

3.4 General Instructions: .................................................................................. 8

3.5 General Requirements and Documentation ....................................................9

3.6 Attendance ................................................................................................9

3.7 Services (Indicative) ....................................................................................9

3.7.1 Daily Services ......................................................................................9

3.7.2 Waste Disposal Management (Including Bio-Medical Waste): .................. 12

3.7.3 Weekly Services: ................................................................................ 12

3.7.4 Housekeeping Monitoring and Control .................................................. 12

3.8 ADDITIONAL SCOPE PERTAINING TO HOSPITAL ....................................... 13

3.8.1 Housekeeping ................................................................................... 13

3.8.2 Operation Theaters: ............................................................................ 13

3.8.3 CLEANING OF OFFICES/DOCTORS’ ROOMS ...................................... 14

3.8.4 CLEANING OF LABORATORY AND OTHER CRITICAL AREAS ............... 14

4 Qualifying Criteria for Bidder ............................................................................... 15

5 EoI Evaluation Methodology................................................................................ 17

6 EoI Submission Process .................................................................................... 20

7 Queries on EoI .................................................................................................. 20

8 Instructions to the Bidders .................................................................................. 21

8.1 TECHNICAL BID ( Part - I) .......................................................................... 23

8.2 Commercial -Bid (Part -II) .......................................................................... 24

9 Key Events and Dates ........................................................................................ 25

10 Annexure A - EoI Template ................................................................................. 26

10.1 Section 1 - Covering Letter ........................................................................ 26

10.2 Section 2 - Company Profile ...................................................................... 27

10.3 Section 3 – Project Citation Format: .......................................................... 28

10.4 Section - 4: Letter from HR ........................................................................ 29

Annexure B - Financial Details of bidder ...................................................................... 29

10.5 Section 5 - Financial Details of the Bidder .................................................... 29

Annexure C – Scope ................................................................................................ 29

10.6 Section 6 – Technical Approach for providing cleaning services .................... 29


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1 Introduction

Directorate of Medical Education & Research (DMER) is one of the major Directorates under Medical Education and Drugs Department (MEDD) – Government of Maharashtra. DMER supervises the working of 42 institutions including Medical and Dental Colleges, Teaching Hospitals and Health Units under its purview in order to achieve optimum academic standards.

The DMER controls and regulates the administration of 16 Government Medical colleges and more than 27 Hospitals along with Urban & Rural Health centers attached to them. It also regulates 3 Government Dental colleges & Hospitals

The Directorate supervises the Medical Education i.e. Under Graduate, Post Graduate and Super Specialization

It also co-ordinates the Research activities in Fundamental Research, Applied Research & Operational Research in the Institutions under its control and through Out-reach Services.

This enables the Government to improve Health Status of the people in the society. 2 Overview of locations where cleaning services need to be provided

DMER is planning to outsource the Cleaning Services at various hospitals across different locations, details of which are given below, an external agency that has got rich experience in providing janitorial services in the past. DMER is planning to outsource the cleaning services in 3 areas / regions are as follows:

Type Area # College Location S.No

. Affiliated Hospital Location Bed

Strength Medical Rest of

Maharashtra

1 GMC College

Mumbai 1 JJ Hospital Mumbai 1352 2 GT hospital Mumbai 521 3 St. george hospital Mumbai 467 4 Cama hospital Mumbai 505 5 Citizen health

centre Bandra, mumbai

50

6 Aarogya Pathak Palghar 16

2 Govt. Dental College

Mumbai

3 BJMC Pune 7 Sasoon Hospital Pune 1288 8 Aarogya Pathak,

Shirur Pune 17


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Type Area # College Location S.No.

Affiliated Hospital Location Bed Strength

9 Urban health centre

Pune 89

4 GMC Sangli 10 GMC Hospital Miraj 120 11 P.V.Patil general

hospital Sangli 388

12 Aarogya Pathak Sangli 27 5 Shri

Bhausaheb Hire Government Medical College

Dhule 13 Sarvopachar Hospital

Dhule 508

6 Dr. V. M. Government Medical College

Solapur 15 Chhatrapti Shivaji Maharaj Hospital

Solapur 733

7 R.C.S.M. Govt Medical College and CPR Hospital,

Kolhapur 16 Rajshree chatrapti sahu maharaj hospital

Kolhapur 500

Marathwada

8 GMC Aurangabad

17 GMC Hospital Aurangabad

1028

18 Cancer Treatment Hospital

Aurangabad

19 Aarogya Pathak Pethan 30

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Government Dental College

Aurangabad

10 GMC Nanded 20 GMC Hospital Nanded 508


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Type Area # College Location S.No.

Affiliated Hospital Location Bed Strength

11 Swami Ramanand Tirth Rural Govt. Medical College

Ambejogai

21 Swami Ramanand Tirth Rural Govt. Hospital

Ambejogai

518

12 GMC College

Latur 22 GMC Hospital latur 500

Vidharbha

13 GMC Nagpur 23 GMC Hospital Nagpur 1001 24 Superspeciality

Gmc Nagpur 120

25 Aarogya Pathak Savner 40 14 IGMC

hospital Nagpur 26 Indra gandhi

hospital Nagpur 594

27 Baba saheb ambedkar hospital

Nagpur 240

15 Govt. Dental College

Nagpur

16 GMC Chandrapur

28 GMC, Chandrapur Chandrapur

200

17 GMC Gondia 29 GMC, Gondia Gondia 500 18 Shri

Vasantrao Naik Government Medical College

Yavatmal 30 Shri Vasantrao Naik Government Hospital

Yavatmal 580

26 Shri Vasantrao Naik Government women hospital

Yavatmal 80

19 Gmc Akola 27 GMC Hospital Akola 500 3 Scope and Requirements

3.1 Area of work: All open and covered area within the boundary of the Health facility including roof and basement (if any) will be in the scope of housekeeping services to be provided by the contractor. The bidder may submit the EoI response for the entire State or a particular region


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out of the 3 regions. The bidder needs to clearly mention that for which region it is submitting its response for whether its submitting the response for the entire State. 3.2 Cleaning Services: The main objective is to provide a high level of a neat, clean, hygienic and presentable look to the entire area. The contractor and his management team will supervise the awarded work. The contractor has to ensure that the staff deployed is dressed in neat and clean uniform approved by the Health Facility will also monitor the entire work and staff. 3.3 Patient care Services: Apart from housekeeping services as described below, the Housekeeping staff shall also assist the hospital nursing staff in day-to-day patient care such as receiving and dropping patients at the entrance, taking patients to diagnostic / laboratory, sending blood / stool / urine samples to laboratories etc. Housekeeping staff shall also perform minor plumbing work in the health facility to rectify leakage of water, replacement of taps (taps to be provided by the health facility), tap washers, repair of cisterns, cleaning of water head tanks etc. Housekeeping staff shall also inform any breakages in tiles/leakages in roofs to the nodal officer. 3.4 General Instructions:

a. All collection, storage, transportation and disposal of hospital waste shall be in accordance with Bio- Medical Waste (Management and Handling Rules of India, 1998 amended in 2000 and any other amendments or other regulations, in this regard which shall be incorporated from time to time)

b. A detailed Hospital Waste Management Plan shall be prepared and approval shall be sought from the nodal officer at the Hospital Level and DMER Level before start of work

c. All infected, chemical, Radiation, Cytotoxic Health care waste shall be segregated, collected, stored, transported and disposed in accordance with set guidelines of safety, ensuring that at no stage it gets mixed with general waste. Unscientific burning shall not be permitted, different coloured bags/containers namely red, yellow, black, blue and puncture proof or stainless steel, lead containers shall be used depending on the category of waste

d. The waste shall be carefully secured or pre -treated for transportation to a common facility for disposal

e. Waste shall not be transferred from one bag to another. Bags should be tied when three fourths full and then placed in a bigger bag / container for transporting.

f. Covered Trolleys or containers should be used for transportation. Before final disposal/ treatment waste should be kept in specified location and in specific liners and containers.


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g. 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.

3.5 General Requirements and Documentation Organizational structure and line of authority. Housekeeping manual and all SOP (Standard Operating Procedures). List of equipment used Color coding On job training and documentation Description of each category of housekeeping. Hospitable and polite behavior with patients and hospital staff. HBV Vaccination of all staff Maintaining records of the following:

a. Needle stick injuries b. Amount of biomedical waste going out to outsourced agency c. Memorandum of understanding d. Complaint book

Maintaining logs and checklist. Both male and female staff should be posted in areas like wards, ICUs, Casualty and

OPD, CCU & Wards (wherever applicable) Female patients should be attended by female staff only Immediate replacement of on-leave staff. Rotation of staff if required. 3.6 Attendance The Contractor will properly maintain muster roll of the person employed/engaged in connection with the work at the premises of the Health Facility and should use biometric attendance system. 3.7 Services (Indicative)

3.7.1 Daily Services Housekeeping / cleaning services should be provided round the clock on all days including holidays and weekly off, so that all areas are neat and clean all the time. Working hours should be adjusted in such a manner that cleaning work in the morning should be completed half an hour before the start time of normal work. Housekeeping staff has to do following activities for all of the Hospital rooms of all the departments, stores, canteen/kitchen(if not outsourced), consultants chambers, wards,


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ICUs, Operation Theaters, CSSD , Laundry, Labs, Blood Bank, all corridors and all covered and open areas (wherever these departments exists)

a. Cleaning, scrubbing and disinfecting bathrooms, toilets, wash basins, sanitary

fittings, floors etc. of all the areas including wards, ICUs, OT and all other departments at regular intervals on daily basis

b. Cleaning sweeping, mopping with disinfectant stair cases, cabins, lobbies, reception, pantries, kitchen, canteen, CSSD, Laundry, Corridors Ceilings, Office Rooms, training rooms at regular intervals on daily basis

c. Vacuum cleaning of all carpets and upholstered furniture d. Cleaning and disinfecting kidney trays, urinals bed pans, sputum mugs,

humidifiers, suction bottles and emptying urine and drain bags whenever required e. Cleaning blood spills and others such as human excrement, urine vomitus, sterile

body fluids as & when required f. Cleaning, dusting electrical switch boards, light fixtures, fans, air conditioner vents,

name plates, door mats, firefighting equipment, computer systems, phones, doors, windows, furniture, window glasses, grills, curtains etc

g. Cleaning of dust bins, waste paper baskets, cobwebs etc. and disposing off all collected refuse on daily basis at regular intervals i.e. 3 times a day

h. The dust bins shall be washed and garbage bags need to be placed in all garbage bins to avoid stains and clear them when it is full

i. Collect garbage in specified colour coded bags from all dust bins and garbage bins existing inside the premises and shall dispose at the designated area within the hospital

j. Refilling, replacing and emptying of sharp containers at all stations k. Offering and assisting the patient with kidney tray, urinals, bed pans, sputum cups

when required and disposing the contents in the sluice room, clean, disinfect and keep it ready for next use

l. Cleaning the patients who have soiled themselves with stool, urine, vomitus with assistance of Patient attendant / nursing orderly / staff nurse / nursing sister

m. Spraying room fresheners in all rooms on daily basis at regular intervals n. Assist in transporting dead bodies to mortuary and dispose off and amputated

limbs or other parts to bio medical waste collection point o. Assist in fumigation as per schedule p. Cleaning, mopping, disinfecting OT floors, walls, ceilings / OT lights in morning

before starting the case, in between cases and terminal cleaning at the end of the day (as per instruction & direction of OT In charge)


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q. Clean the patients’ bed, lockers, trolleys, wheel chairs and surrounding areas twice a day or when patient is discharged or when soiling occurs

r. Cleaning and carbolization of ICU beds, OT beds between cases (as per instruction & direction of OT In charge)

s. Washing of slippers in ICUs, OT, dialysis etc t. Scrubbing / cleaning of toilets, wash basins, sanitary fittings, glasses, toilets,

floors etc. u. Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals, sinks,

toilet seats, containers etc. Brush thoroughly to include below water level and under rims including areas at hinges and cistern handles. Re-stock toiletries, which include liquid hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls in toilets, etc. after daily check-ups in the morning, afternoons and on call basis during daytime.

v. All the garbage collected at the designated points spread over the health facility premises as well as the Hospital general waste which does not require incineration should be cleared on daily basis to municipality defined yards outside health facility campus. In addition to this the cleaning of garbage points shall also be the responsibility of the contractor.

w. It is the responsibility of the contractor’s deployed housekeeping staff to clear the chocking of sinks, wash basins, floor traps, nahani traps, EWC, IWC, P Traps, Rain water pipes, sewer chamber & sewer lines, the chocking shall be cleaned within 2(Two) hours after reporting the complaint. If there is any loss/ inconvenience to health facility owing to chocking, appropriate penalties shall be imposed on the contractor.

x. Cleaning of all open areas between the building and boundary including sweeping of roads, lawns, paths, cleaning open drains, common areas of Residential Buildings, Pump Rooms, Pump House, AC Plants, Electrical Substation, Nurse Hostel, Main gate etc. as directed by the designated nodal officer of the health facility.

y. Support all Pest & Rodent control activities z. Follow all standard Hospital Infection practices aa. Any additional work assigned by the ward I/C of the area where the housekeeping

staff has been placed on duty. Once assigned an area the housekeeping staff will be under the control and supervision of the sister I/C/Supervisor/Officer on duty of the area.


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3.7.2 Waste Disposal Management (Including Bio-Medical Waste):

a. The contractor will prepare a flowchart indicating the method of collection / disposal, etc.

b. The contractor will teach and train his staff for the collection / disposal work. The garbage will have to be disposed off at least thrice a day

c. The contractor will make arrangement to collect garbage in specified colour coded bags from all designated area within the hospital

d. Supervision of collection of BMW shall be done by the housekeeping staff. e. Ensure that all the bins are cleared daily.

3.7.3 Weekly Services:

The deep cleaning of the entire area will be done by the contractor once a week as under: a. Dusting of entire area including windows / windowpanes / doors / ledges, etc. b. Thorough cleaning / sweeping / washing / mopping with disinfectant cleaning of

all floors, staircases and toilets, scrubbing of all floors and ceramic tiles base. Cleaning of ceilings and high walls, removal of wash stains on walls, cleaning of roofs, porches etc.

c. Cleaning of sanitary fitting, toilet drain pipes etc. in the toilets with standard cleaning material.

d. Cleaning of all windows glasses and grill with detergent/ cleaning agents. e. Washing of outside area with High Pressure Jet Machine. f. Clean all chrome fittings, glass frames, soap holders etc. to a shiny finish. g. The bidder will make a cleaning program and submit to designated nodal officer of

the health facility for weekly cleaning so that the concerned officials / In-charge for the particular area can be deputed on the day of cleaning to make the area available and supervise the cleaning work.

h. The contractor will work in the specified area mentioned in the scope of work. i. The contractor will provide the duty register to the designated nodal officer of the

health facility as required. 3.7.4 Housekeeping Monitoring and Control

For better management and smooth services, the following monitoring mechanism needs to be adopted by the contractor:-

a. Toilets Checklist b. Management/Housekeeping Services Requirements/ Complaints Report. c. Housekeeping Services Complaint Register.


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3.8 ADDITIONAL SCOPE PERTAINING TO HOSPITAL 3.8.1 Housekeeping

Housekeeping in the hospital conditions is different than the housekeeping services in other commercial organizations. Housekeeping staff has to work with the infected patients and has to handle dangerous infected materials and waste. Along with the routine housekeeping activities the housekeeping staff has to show his / her humanitarian concern towards the patient and provide him/her all types of required help and services. Such services may be need based and might not been included in the general scope of work but they have to be provided by the housekeeping staff if needed.

In view of the above, any work assigned by the sister I/C/Supervisor/Officers for the patient

benefit like cleaning of vomits, urine, stool, blood or any undesired material produced by the ill patient or helping him/her in changing of soiled cloths/Linen or any type of need in emergency and helping the ill patient in any type of need is included in the scope of work.

The housekeeping staff shall 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.

The cleaning material used by contractor should not be reactive to kota stone, vitrified tiles,

furniture, upholstery, ceramic fittings of toilets, if it is found that at damages occur due to use of wrong chemicals the same shall be rectified on risk and cost of contractor.

3.8.2 Operation Theaters:

Operation theaters are the most important place in the hospital which needs maximum care and cleanliness by the housekeeping staff.

Repeated cleaning and disinfection of the operation theaters after every operation, removal of the biomedical waste including human body parts and soiled waste, cleaning the used soiled linen as per SOPs of the Operation Theaters and any other type of work assigned by the sister I/C/Supervisor/ Officer of operation theater to the housekeeping staff has to be performed efficiently. All the dustbins washed and lined with colour- coded bags in the morning. The trash

bag shall be changed as per schedule Operation theatre walls shall be thoroughly cleaned using a specialized

soap/disinfectant solution before and after every operation Floor shall be washed and thoroughly mopped with a specialized soap/disinfectant

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


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Toilets/ bathrooms will be cleaned with soap solution and kept odor free using deodorizer cubes

The common areas, doctor's lounge, nurses lounges, change rooms, waiting lounge and inside operation-theater 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 operations and movements in that area

It is to be brought to the notice that if Operation. Theaters walls and floors are coated with epoxy coating materials, during the process of cleaning, mopping, disinfection, fumigation, it is to be ensured by the contractor that epoxy coatings shall not be damaged, scratched or chemically harmed. The cleaning materials shall be epoxy friendly. If any complaint /damage has been observed in the epoxy coatings of operation theaters the same shall be rectified on the risk and cost of contractor.

The disinfectant required for OT, ICU, CCU will be provided by Contractor.

3.8.3 CLEANING OF OFFICES/DOCTORS’ ROOMS The contractor’s housekeeping staff 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 carpets and upholstery The worktables shall be mopped 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

using deodorizer. 3.8.4 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 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 least twice in a week Toilets/bathrooms shall be cleaned with soap solution and kept odor free using

deodorizer cubes The common areas shall be swept and mopped in the morning and at regular intervals

to keep them clean Rotation of staff in critical areas like OT, Laboratory, ICU & Wards may be kept at

minimum.


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4 Qualifying Criteria for Bidder

The Bidder for participation in the Selection Process has to be a single entity (No Consortium are allowed for the bid). No Member at any given point of time, may assign or delegate its rights, duties or obligations under the Agreement except with prior written consent of the Nodal Agency.

S.No. Qualifying Criteria Documentary Evidence Required

1. Bidder Company should be a Limited / Private Limited Company, registered under the Companies act, 1956 / 2013. No Consortium are allowed for the bid

Certificate of incorporation issued by ministry of corporate affairs / relevant authority

2. The Bidder should have a minimum experience of at least 10 years in mechanized housekeeping & cleaning services projects in India.

Copy of Work Order clearly mentioning the year, scope and order value of the project. Satisfactory Completion Certificate from the Client

3. The bidder should have completed or on going at least 5 single works of mechanized housekeeping, having completed minimum 1 (one) year each with completed value of not less than 5 (Five) Crores in the last 7 financial years.

Copy of Work Order clearly mentioning the year, scope and order value of the project. Satisfactory Completion / Ongoing services Certificate from the Client

4. Out of the above 5 (Five) projects quoted by the Bidder minimum 3 (Three) projects should be in Govt / Semi Government / PSU (Central or State) / Municipal Corporations / Councils having bed capacity not less than 500 beds.


5. Out of the above quoted 3 (Three) Hospital cleaning projects quoted by the bidder, 1 (One) should have been completed in the State of Maharashtra.



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S.No. Qualifying Criteria Documentary Evidence Required

6. The Bidder should also be registered with the Income Tax, Service Tax registered under the Labour laws, Employees Provident Fund Organization, Employees State Insurance Corporation and other relevant laws in force.

Relevant Certifications and proofs from authorities

7. The annual average turnover for the previous 3 financial years (2013- 14, 2014-15, 2015-16) should be more than Rs. 25 Crores.

Audited annual turnover statement of last three completed financial years (i.e. 2013- 14, 2014-15, 2015-16) in support of eligibility criteria mentioned above. The bidder should also submit a turnover (achieved from only housekeeping work) certificate from a registered practicing Chartered Accountant.

8. The firm should have a positive net-worth of Rs. 15 Crores in the previous three financial years.

Audited annual turnover statement of last three completed financial years (i.e. 2013- 14, 2014-15, 2015-16) in support of eligibility criteria mentioned above.

9. The bidder should have not been found guilty of malpractice, misconduct, or blacklisted/debarred either by Public Health Department, Govt. of Maharashtra or by any local authority, Other State Government/ Central Government's organizations

An Undertaking on Company’s letterhead from authorized signatory

10. Power of attorney in the name of signatory submitting the EoI

Power of Attorney/ Authorization Letter in favor of signatory authorizing him/her to sign, enter into the contract with vendor


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EoI Evaluation Methodology

S. No. Evaluation Criteria Marks 1. Annual Turnover Overall Sectional score -

10 Marks (min 05 marks)

1.a Annual Turnover: Turnover Marks = 25 Crores 05 Marks > 25 Crores and <= 50 Crores

07 Marks

> 50 Crores 10 marks

2. Past Experience of the Firm Overall Sectional score - 60 Marks (cut-off 30 min. marks)

2.a Number of years of experience of operating (Minimum 5 years) – as on 1st January 2017 in the field of providing housekeeping and janitorial services Number of years of experience

Marks

>= 10 Years and < 10 Years

5 Marks

>= 15 Years 10 Marks

Overall sub sectional score – 10 Marks (min 5 marks)

2.b Relevant housekeeping and janitorial experience

Overall sub sectional Score – 50 Marks (min.25 marks)

2.b.i Overall mechanized housekeeping and janitorial experience services in any sectors of Govt. Establishments, Airports, Railways, Corporations, Govt. Educational Institutes etc. Each such experience should have completed of Rs. 5 Crore in Govt / Semi / Govt / PSU (State or Central) / Municipal Corporations / Council


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Relevant project experience

Marks

> = 10 Projects 10 marks > = 5 Projects and < 10 projects

5 Marks

Each project should qualify on the eligibility criteria # 3 in the above table

2. b. ii. Relevant Hospital Cleaning Experience: Relevant project experience

Marks

> = 7 Projects 15 Marks

= 3 < 7 Projects 10 Marks Each project should qualify on the eligibility criteria # 3 and 4 in the above table

2.b.iii Relevant Hospital Cleaning experience Total Number of beds of all hospitals

Marks

More than 3500 beds 15 marks 3001 to 3500 beds 10 marks

2500 to 3000 beds 5 Marks Each project should qualify on the eligibility criteria # 3 and 4 in the above table

2.b.iv Relevant Hospital Cleaning Projects in Maharashtra in Govt. Semi Govt / PSU / Municipal Corporations / Councils Relevant project experience

Marks

> = 3 single works

10 marks

> = 1 Projects and < 3 projects

7 Marks

= 1 Projects 5 Marks Each project should qualify on the eligibility criteria # 3,4 and 5 in the above table


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3. No. of cleaning staff in the firm on Company Payroll

Overall sectional score 10 Marks (min. 5 marks)

3.a Number of Cleaning Professionals

Marks

> = 1000 Resources < = 5000

10 Marks

>5000 and < 10, 000 Resources

7 Marks

= 10, 000 Resources 5 Marks

4. Approach & Methodology (for cleaning services) Overall sub sectional score - 15 Marks (Sectional Cut off – Min 7.5 Marks)

Proposed approach and methodology for the Hospital cleaning services, providing consumables, use of machinery and mechanised tools, providing manpower, type of cleaning agents, equipment used, approach for handling bio medical waste project

15 Marks

5 ISO Certification ISO 9001: 2008 (or higher) (Documentary evidence required)

Yes – 5 marks No – 0 marks

5 marks

Overall Score 100 marks (Overall cut-off – 70 Marks)

Note: The bidder needs to secure minimum sectional cut off for each individual section as well as it needs to score a minimum overall score of 70 marks to qualify for the EoI stage. Based on the evaluation of the proposals against the EoI, DMER is free to issue a limited RFP to the qualified bidders or issue an OPEN RFP to entire gamut of services providers.


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5 EoI Submission Process

The EoI shall be submitted online through DMER e-Tendering portal only.

i. The EoI document to be attached shall be concise, complete and arranged in an organized and structured manner.

ii. The tenderer shall bear all costs associated with the preparation and submission of their online EoI and the Purchaser will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process.

iii. To prepare and submit the tender/offer online all bidders are required to have e-

token based digital certificate. Digital signature certificate should be obtained from competent authority. However the e tender website or helpline numbers may guide you for obtaining the same.

iv. DMER shall not be responsible for delay in online submission due to any reason. For

this, bidders are requested to upload the complete proposal well advance in time so as to avoid issues like slow speed, choking of web site due to heavy load or any other unforeseen problems.

v. Respondents are also advised to refer “Bidders Manual Kit” available at

http://dmer.maharashtra.etenders.in for further details about the e-tendering process.

6 Queries on EoI A prospective tenderer requiring any clarification of the tender document shall contact the Purchaser by letter or email 10 days prior to last date & time of closing sale of tender. Email ID: [email protected] for e-tendering process related Queries can be sent on email – [email protected]/Help line number available on website – 0-315555 / 022-611117: The response to the queries if any shall be published on DMER e-Tendering portal http://dmer.maharashtra.etenders.in and DMER website www.dmer.org. Telephonic queries will not be entertained. DMER shall hold a pre bid meeting as per the dates mentioned under Section 9 of the EoI Document. This response of DMER shall become integral part of the EoI document. DMER reserves the right to respond to any queries.

http://dmer.maharashtra.etenders.in/


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7 Instructions to the Bidders i. Bidders need to clearly mention on the EoI for which region they are submitting the

response. Whether they are submitting the response for a particular region or the entire State.

ii. Bidders shall study all instructions, forms, terms, requirements and other information in the EOI documents carefully. Submission of the bid shall be deemed to have been done after careful study and examination of the EOI document with full understanding of its implications.

iii. Language of Proposals - The proposals, all correspondence and document enclosed as part of the proposals shall be in English language only.

iv. Proposals received after the due date and the specified time for any reason whatsoever, shall not be entertained and will be rejected without opening.

v. DMER shall, at its discretion, extend the deadline for submission of proposals by publishing the details on the website where the EoI document was made available.

vi. All costs incurred by the respondent in the preparation and presentation of the proposal shall be absorbed entirely by the respondent. All supporting document submitted by the respondent in response to this EoI shall become the property of DMER.

vii. This EoI does not constitute an offer by DMER. No commercial quotes shall be submitted along with the EoI. If found any the proposal shall be rejected.

viii. All proposals and accompanying documentation submitted against this EoI, once opened will become the property of DMER and will not be returned.

ix. The bidder shall not be permitted to sub-contract any of the core activities of the project. x. Other Instructions are given in the below mentioned table:

Table: Instruction to Bidders

1.1 The EoIs shall be submitted online through e-tendering process only. No tender will be accepted manually or through fax etc.

1.2 The EoI form will be available online only. No tender form will be sold/issued manually from Directorate of Medical Education & Research, Mumbai

1.3 The EoI document will be uploaded / released on Govt. of Maharashtra e-tendering website http://dmer.maharashtra.etenders.in The tenderer is required to download the EoI document from this website as per the schedule of activities for online tender document download.

1.4 The tenderer is required to download the tender document within the schedule of activity for online tender document download. After expiry of the date and time for tender document download, the Directorate of Medical Education & Research, Mumbai will not be responsible for any such failure on account of tenderer for not downloading the document within the schedule.


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1.5 During the activity of bid preparation, the tenderer is required to upload all the documents mentioned in the terms & conditions of the technical bid by scanning the documents and uploading it in the PDF. This activity of uploading the documents as well as preparation of commercial bid and other Annexures enclosed with the tender shall be completed within the schedule given for bid preparation.

1.6 After bid preparation, the tenderer is required to submit the bid again during the activity of submission of bid without which the tender will not be submitted.

1.7 The tenders submitted online will be opened on the schedule date before the participant. At the time of opening of technical bid the tenderer should bring all the original documents which have been uploaded along with the technical bid so that same can be verified at the time of opening of technical bid. If the tenderer fails to produce the original documents at the time of opening of technical bid then the decision of the committee taken on the basis of document uploaded will be final and binding on the tenderer

1.8 As the EoIs are invited online, tenderers are required to upload tender as per the schedule given. DMER is not responsible for failure on the part of tenderer to upload tender within the time schedule. In case of any help required for this purpose the tenderer shall contact to help line of etendering agency M/s. Sify Nex Tenders on telephone nos. (020) 2531-5555 /(022)-2661-1117, 2660-3142 Tenderers are requested to go carefully through the process of e-tendering given on the website of http://dmer.maharashtra.etenders.in to avoid disqualification of their tender on any ground.

1.9 The tenderer is required to pay tender processing fee of Rs.1038/- per tender to e-tendering agency, M/s. Sify Nex Tenders at the time of on line submission stage through e-payment (through credit cards/debit card/net banking). Details of different modes of online payment to e-tendering service provider is as per Annexure ‘X. Non-payment of fees will result in non-submission of the tender and Directorate of Medical Education & Research, Mumbai will not be responsible if the tenderer is not able to submit their offer due to non-payment of processing fees to the e-tendering agency.

1.10 Any amendment to the tender will be placed on the e-tendering website of the Govt. of Maharashtra. The tenderer will not be communicated separately regarding the amendment. The tenderer should download the amendment. However if the tenderer fails to upload any of these amendments then it will be presumed that the tenderer has quoted his/ her rates by taking the note of these amendments.

1.11 MANNER OF SUBMISSSION OF TENDER The EoI consists of only 1 part that is the Technical bid and there bidder is not required to enter any details in the Financial Bid section.


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1.12 Technical Bid (Part I)- Contains technical information such as technical specifications, terms & conditions of the tender, qualification criteria, documents required to be submitted to become qualify for opening of commercial bid, general terms & conditions of the tender, instructions to the tenderer for submission of the tender, other Annexures required to be submitted by the tender along with the technical bid, confirmation to tender terms & conditions. Detailed specification of the tendered item shall be as per Annexure ‘III’.

1.13 Commercial Bid (Part- II)- As it is an expression of interest the commercial details shall not be submitted in the bidder’ response

7.1 TECHNICAL BID ( Part - I) Technical bid shall contain following documents duly certified by Notary/Gazetted Officer. These documents shall be in the form of PDF files /, if required in Zip file. These documents needs to be digitally signed by the tenderer and uploaded in the technical bid during online bid preparation stage.

1 Covering Letter To be submitted along-with Technical Bid as mentioned in (Section - 1). Any conditional offer of the tenderer will be rejected

2 Copy of Value Added Tax (VAT)/TIN Registration Certificate.

3 Sales Tax / VAT Clearance Certificate:- Attested copy of Sales Tax / VAT clearance certificate mentioning clearance up to 31st December, 2016 or wherever applicable sales tax exemption certificate from sales tax authority. Challan copy will not be accepted.

4. Power of Attorney in the name of Authorized signatory submitting the bid

5 Project citation format highlighting the details as requested in Eligibility and Evaluation criteria table. The bidders can add columns and rows in order to provide additional / missing information

6 HR Letter mentioning the staff strength on payrolls

7 Audited profit and loss accounts and balance sheets along duly certified by CA 8 Certificate of incorporation 9 Approach and methodology for implementing the project

10 Proof of registration with Income Tax, Service Tax registered under the Labour laws, Employees Provident Fund Organization, Employees State Insurance Corporation and other relevant laws in force.


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11 Original Tender Form:- Tenderer's are required to sign and put official seal of the company on every page of the tender form. They are also required to sign on every page of the specification copy and affix the seal of the company at the right hand corner of the bottom of the page. Authentication for Documents :- The responsibility to produce correct authentication for documents rests with the tenderer. If any documents is detected to be forged, bogus etc., the tender shall be rejected. Any contract entered under such condition shall also be liable to be cancelled at any time during its currency and further penal action like criminal prosecution, blacklisting etc against the said contractor and / or the partners shall be instituted.

12 At the time of submission of Tender documents to this office. All the photo copies of certificates / documents attached with the tender should be duly attested by authorized signatory

13 If ANY OF THE ABOVE DOCUMENTS / INFORMATION AS ENLISTED FROM No.1 TO No.15 IS NOT ATTACHED WITH THE TENDER, THE TENDER IS LIABLE TO BE TREATED AS INVALID.

However if any discrepancy is found in the administrative documents, which have no effects on the cost in price packet Envelope, the tenderer shall have to clarify / comply within the stipulated time, failing which their EMD shall be forfeited and further action of blacklisting them shall be initiated.

7.2 Commercial -Bid (Part -II) As it’s an Expression of Interest the bidder is requested not to provide any financial

details in the Bid. THE DECISION OF THE DIRECTOR OF MEDICAL EDUCATION AND RESEARCH,

MUMABI WILL BE FINAL AND BINDING. THE DIRECTOR OF MEDICAL EDUCATION AND RESEARCH RESERVES THE RIGHTS TO REJECT ANY OR ALL TENDERS WITHOUT ASSIGNING ANY REASON.

I have read all the terms and conditions of the tender carefully and I agree to abide by them.

Signature of Tenderer with Seal


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8 Key Events and Dates

The EOI shall be through online e-tendering portal of DMER only http://dmer.maharashtra.etenders.in.

1. TENDER No. e-tender-01/17-18/G Branch/ Expression of Interest for Selection of Cleaning Services Agency for Hospitals across Maharashtra

2. Name of the Tender

Expression of Interest for Selection of

Cleaning Services Agency for Hospitals

across Maharashtra

3. COST OF TENDER FORM Rs.10,000/-Non-refundable, to be paid

online.

4.

SALE OF TENDER DOCUMENTS

From 30.06.2017 to 09.08.2017 The

prospective bidders will be authorized to download the tender form the website https://dmer. maharashtra. etenders.in only

after the Online purchase of tender form.

5.

LAST DATE FOR

PAYMENT OF AMOUNT TOWARDS COST OF

TENDER FORM

To be paid on or before 09.08.2017 by online payment mode

6. Pre- Bid Meeting

Date 14th July 2017 at the office of Directorate of Medical Education and

Research, Mumbai

Note : All Concerned should note that, Queries regarding EOI should be submitted on or

before 10/07/2017 at 5.00 pm. Only those queries will be discussed at the time of Pre-Bid Meeting.

Sr.

No.

SCHEDULE OF E-TENDERING ACTIVITY

Activities Start Expiry

Date Time Date Time

1 Online Tender Release 30/06/17 10.00 01/07/17 11.00

2 Online Tender documents download

30/06/17 11.00 09/08/17 17.00

3 Online Bid preparation 30/06/17 11.00 09/08/17 17.00

4 Online Technical bid closing

09/08/17 17.00 09/08/17 20.00

5 Online Commercial bid closing

09/08/17 17.00 09/08/17 20.00

6 Online submission of Bid 09/08/17 20.00 10/08/17 17.00

7 Online Tender opening (Technical)

11/08/17 11.00 11/08/17 17.00

http://dmer.maharashtra.etenders.in/


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9 Annexure A - EoI Template Please note: The EoI shall be submitted in the following format. 9.1 Section 1 - Covering Letter (To be submitted on the letterhead of the Lead Bidder) {Location, Date} To Director – DMER, DMER, Govt. Dental College & Hospital Building, St. George's Hospital Compound, Near V.T., Mumbai, Maharashtra 400001 Ref: EoI Reference No. Subject: Submission of proposal in response to the EoI for “Selection of Agency Providing Cleaning services to Government Medical Hospitals” Dear Sir, Having examined the EoI document, we, the undersigned, herewith submit our proposal in response to your EoI Notification number………… for “Selection of Agency Providing Cleaning services to government Medical Hospitals”. We have read the provisions of the EoI document and confirm that we accept these. We further declare that additional conditions, variations, deviations, if any, found in our proposal shall not be given effect to. 1. We agree to abide by this proposal, consisting of this letter, the detailed response to the EoI

and all attachments. 2. We declare that we are not involved in any litigation that may have an impact of affecting or

compromising the delivery of services as required under this assignment, and we are not under a declaration of ineligibility for corrupt or fraudulent practices.

3. We declare that there is no conflict of interest in the services that we will be providing under the terms and conditions of this EoI.

4. We hereby declare that all the information and statements made in this proposal are true and accept that any misrepresentation contained in it may lead to our disqualification.

5. We understand you are not bound to shortlist/accept any or all the proposals you receive. 6. We hereby declare that we qualify and fulfil all the eligibility criteria mentioned in the EoI. 7. We are interested in getting our response evaluated for bidding for Region 1 / Region 2 /

Region 3 / All Thanking you, Yours faithfully (Signature of the authorized representative of the Bidder) Name: Designation: Seal: Date: Place: Business Address:


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9.2 Section 2 - Company Profile Bidder Details:

S No

Information Details

1 Name of responding lead bidder: 2 Address of responding lead bidder: 3 Region for which the bidder is interested:

Region 1: Rest of Maharashtra Region 2: Marathwada Region 3: Vidharbha

4 Name, Designation and Address of the contact person to whom all references shall be made regarding this EoI:

5 Telephone number of contact person: 6 Mobile number of contact person: 7 Fax number of contact person: 8 E-mail address of contact person: 9 Status of Firm/ Company (Public Ltd., Pvt. Ltd., etc.) 10 Company Registration Certificate 11 No. of personnel, having experience of working on Cleaning

Services as on its roll as per Qualifying Criteria. ( Include Self Certification as per Annexure A, Section-5)


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9.3 Section 3 – Project Citation Format: Highlight all relevant project experiences of similar nature carried out for Government or Private Organization – specify projects as per Qualifying Criteria in the Table Format below

Assignment Name:

Approx. Value of Services

Agency name which completed the work and whether Lead Bidder or Other member

Country: Location within country:

Duration of the project (no. of months, start date, completion date, current status)

Name of Client:

Approximate number of target audience:

Category of Client (Government / PSU / Municipal Corporation)

Category of client: Airport, Government, Hospital, Railways, banks etc.

Particular Sector Based (Housekeeping for Corporate, Government Office, Hospital, Bio Hazard Waste handled or not Specify)”

No. of Beds in the Hospital

Contact Person, Title/Designation, Tel. No./Address:

No. of professional staff-months provided by your firm/organization for the proposed project:

Start date (month/year): Completion date & Status (month/year):

Description of Project:

Description of Actual Services provided highlighting each of the areas of scope of work mentioned in Pre-qualification and Qualification section of this EoI document:

Note: Each work experience shall be enclosed with work order/completion certificate. Each citation along with work orders would be evaluated for necessary compliance to meet the qualifying criteria of this EoI


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9.4 Section - 4: Letter from HR Certificate from the HR/ Authorized Signatory on the Company letterhead confirming the number of designers, engineers, researchers and ethnographers employed full time in Pay Roll of Firm as on date of submission of bid.

Annexure B - Financial Details of bidder

9.5 Section 5 - Financial Details of the Bidder

(To be submitted duly singed by Statutory Auditor of the bidder on its letter head)

S. No Years Turnover Details in (INR)

Net worth Details in (INR)

A 2015 – 16 B 2014 – 15 C 2013 – 14 Average Annual Turnover (A+B+C)/3

Audited Balance sheet and Profit & Loss account statement of the Bidder for each of the last 3 audited financial years FY 15-16, FY 14-15 and FY 13-14 shall submitted as supporting evidence. Annexure C – Scope

9.6 Section 6 – Technical Approach for providing cleaning services Proposed approach and methodology for the Hospital cleaning services covering use of

consumables, use of machinery and mechanized tools, providing manpower, approach for handling bio medical waste project

Implementation Plan Approach and Methodology Case studies relevant to the Scope of the EoI Success Stories and Client Testimonials Any other Suggestions The bidder may be asked to make a detailed presentation on the approach and

methodology --x--