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RE-TENDER FOR LAUNDRY SERVICES CONTRACT IN ESIC

HOSPITAL, VARANASI (U.P)

NAME OF WORK:-

Date & Time of Floating Tender 12-06-2020 TO 04-07-2020

Last Date & Time of Online uploading of bid 04-07-2020 UPTO 01.00 PM

Date & Time of Online Opening 06-07-2020 10.00 AM

EMD Amount Rs. 25,000/- (Rs. Twenty Five Thousand Only)

EMPLOYEES’ STATE INSURANCE CORPORATION

HOSPITAL, PANDEYPUR, VARANASI, U.P. 221002

Email: ms-varanasi.up@esic.nic.inWebsite: www.esichospitals.gov.in

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INDEX

Sl. No. Description Page No.

A. Notice inviting E-TENDER (NIT) 2

B. Instruction regarding online submission 3-4

C. Instructions/Guidelines for Tender 5-6

D. Undertaking by tenderer- Annexure -II 7

E. General terms and condition Annexure -III 8-12

F. Technical Bid- Profile of Bidder (Annexure-I) 13

G. Experience certificate 14

H. Price Bid – Annexure IV 15

I Check List 16

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NOTICE INVITING RE-TENDER FOR LAUNDRY SERVICES

CONTRACT IN ESIC HOSPITAL, VARANASI (U.P)

RE-Tenders in two bid system through 'e’ procurement solutions are invited for

Laundry Service Contract in 150bedded ESIC Hospital , Varanasi (U.P) for 2 Years which can be further extendedfor one year on same terms and condition. Tender documents are available on line at https://eprocure.gov.in/eprocure/app.www.esic.nic.in

Bidders have to deposit the Earnest Money Deposit (EMD) of Rs. 25,000

(RsTwenty five Thousand Only) in the form ofDemand Draft from a scheduledbank drawn in favour of “ESICFund A/c. no.1”, payable at Varanasi.

EMD should be dropped in EMD box placed in MS office, 2ndFloor along with relevant documents as per check list. The interested bidders should upload their bids along with duly signed scanned copies of all the relevant certificates, documents, etc. in support of their technical & price bids on the https://eprocure.gov.in/eprocure/applatestbyscheduled Date. The technicalbids will be opened online on scheduled date and Time.

Tender documents are also available for viewing on the website of Employees'State Insurance Corporation i.e.www.esic.nic.in

EMPLOYEES’ STATE INSURANCE CORPORATION

HOSPITAL, PANDEYPUR, VARANASI, U.P. 221002

Email: ms-varanasi.up@esic.nic.inWebsite: www.esichospitals.gov.in

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Instruction for online Bid Submission

The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal. More information useful for submitting online bids on the CPP Portal may be obtained at: https://eprocure.gov.in/eprocure/app

REGISTRATION:-

1. Bidders are required to enrol on the e-Procurement module of the Central Public Procurement Portal (URL:https://eprocure.gov.in/eprocure/app) by clicking on the link “Online bidder Enrolment” on the CPP Portal which is free of charge. 2. As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts. 3. Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal. 4. Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify / TCS / nCode / eMudra etc.), with their profile. 5. Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSC’s to others which may lead to misuse. 6. Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the DSC / e-Token.

SEARCHING FOR TENDER DOCUMENTS

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

tenders by several parameters. These parameters could include Tender ID, Organization Name,

Location, Date, Value, etc. There is also an option of advanced search for tenders, wherein the

bidders may combine a number of search parameters such as Organization Name, Form of Contract,

Location, Date, Other keywords etc. to search for a tender published on the CPP Portal.

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

required documents/ tender schedules. These tenders can be moved to the respective ‘My Tenders’

folder. This would enable the CPP Portal to intimate the bidders through SMS / email in case there is

any corrigendum issued to the tender document.

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

want to obtain any clarification / help from the Helpdesk.

PREPARATION OF BIDS

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

submitting their bids.

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

the documents required to be submitted as part of the bid. Please note the number of covers in which

the bid documents have to be submitted, the number of documents – including the names and content

of each of the document that need to be submitted. Any deviations from these may lead to rejection

of the bid.

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

document / schedule and generally, they can be in PDF / XLS/RAR / DWF/JPG formats. Bid

documents may be scanned with 100 dpi with black and white option which helps in reducing size of

the scanned document.

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

are required to be submitted as a part of every bid, a provision of uploading such standard documents

(e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders.

Bidders can use “My Space” or ‘’Other Important Documents’’ area available to them to upload such

documents. These documents may be directly submitted from the “My Space” area while submitting

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

bid submission process

SUBMISSION OF BIDS

1. Bidder should log into the site well in advance for bid submission so that they can upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.

2. The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document. 3. Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter details of the instrument / scan copy.

4. Bidder should prepare the EMD as per the instructions specified in the tender document. The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected. 5. Bidders are requested to note that they should necessarily submit their financial bids in the

format provided and no other format is acceptable. If the price bid has been given as a standard BOQ format with the tender document, then the same is to be downloaded and to be filled by all the

bidders. Bidders are required to download the BoQ file, open it and complete the white coloured (unprotected) cells with their respective financial quotes and other details (such as name of the

bidder). No other cells should be changed. Once the details have been completed, the bidder should save it and submit it online, without changing the filename. If the BoQ file is found to be modified by

the bidder, the bid will be rejected. 6. The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission.

7. All the documents being submitted by the bidders would be encrypted using PKI encryption

techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized

persons until the time of bid opening. The confidentiality of the bids is maintained using the secured

Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system

generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid

opener’s public keys. Overall, the uploaded tender documents become readable only after the tender

opening by the authorized bid openers. 8. The uploaded tender documents become readable only after the tender opening by the authorized bid openers.

9. Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details. 10. The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings.

ASSISTANCE TO BIDDERS :-

1. Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.

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Any queries relating to the process of online bid submission or queries relating to CPP Portal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the helpdesk is 1800 233 7315. Foreign bidder can get help at +91-79-40007451 to 460.

INSTRUCTION/GUIDELINES FOR TENDER

1. Online E-tender is must for this tender. EMD is to be submitted in sealed tender box

placed in MS office 2nd

floor within scheduled time.

2. An affidavit as per Annexure II should accompany the Etender.

3. A copy of the terms and conditions is enclosed as Annexure III

4. This tender form along with Annexure should be signed in original. Infringement of this

condition shall render the tender liable to rejection.

5. Each page of tender document and Annexure should be signed by the tenderers with rubber

stamp of the firm affixed on each page.

6. Conditional tenders and tenders without EMD or not on the prescribed format shall not be

entertained.

7. Tenders must be accompanied with earnest money deposit Rs.25000/-in the name of the

‘ESIC Fund A/C No.-1’ in the shape of Demand Draft payable at Varanasi.

8. No firm is exempted from furnishing the EMD in any case.

9. EMD deposited with this hospital in connection with any other tender will not be

considered/ adjusted against this tender.

10. Rates must be mentioned in the BoQ format online only.

11. Tender will be regarded as constituting an offer open for acceptance in whole or in parts

at the discretion of the Medical superintendent for a period of six months from the date of

opening of the Price Bid fixed for the receipt of the tender.

12. The last date and time of receipt of tenders is as per schedule. Tenders received after the

due date will not be considered.

13. The tenderer will be responsible for timely submission of e-tender complete in all

respect along with EMD to the Medical Superintendent,ESIC Hospital,Varanasi.

14. In case the date of opening of tenders is declared a Govt. holiday then the next date of

opening of the tender will be the next working day at the same time.

15. The tenderer may inspect the areas, where the services are to be provided, to assess the

work involved, in consultation with the officers of this Office.

16. The tenderer may also inspect the laundry machinery installed in the hospital to have an

idea about its working and the consumables that may be required for its running.

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17. The tenders will be opened on scheduled time.

18. The tenders will be opened in the presence of intending tenderer or their representatives

who may wish to be present at that time.

19. The tenderer should also attach an allotted photocopy of the ESI and EPF No. and PAN

Card as well as their GST number.

20. Medical Superintendent reserves all rights to accept or reject any or all tenders without

assigning any reason and to impose/relax any term and condition of the tender in the public

interest.

21. Successful tenderer shall be required to execute an agreement on stamp paper of Rs.100/-

duly attested by the Notary the expenses incurred on which will be borne by the contractor

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ANNEXURE-II

Affidavit

1. I /We(Name)................................... ..................... .................. …….

................................................ Contractor/ partner/ sole proprietor (strike out which is not

applicable) of M/S................................................................................do hereby

declare and solemnly affirm that the individual/firm/company has/have not

been black-listed by the Union or any other State Government.

2- I/We __________________________________________________have

carefully gone through and understood the contents of the tender form and

I/we undertake to abide myself/ourselves by the terms and conditions set

forth.

DEPONENT

VERIFICATION

I/we do hereby solemnly declare and affirm that the above declaration is true and

correct to the best of my/our knowledge and beliefs. No part of it is false and nothing

has been concealed therein.

Date

DEPONENT

(Note:-To be furnished on non-judicial stamp paper duly attested by a 1st. Class Magistrate or a Notary Public)

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ANNEXURE-III

GENERAL TERMS AND CONDITIONS

SCOPE OF WORK:-

A- This work involves Laundry Services i.e. washing/dry cleaning, ironing of hospital linen

with all consumables for the purpose. The firm must provide laundry services by using the

laundry machinery installed in the hospital. Hospital linen/material must not be taken outside

the hospital premises.

ELIGIBILITY:-

1- Estimated Value of the Tender – 10Lakh (for One year).

2. The bidder should have successfully completed the following work in the last 05 years :

a) One similar nature of work of value not less than 80 % of Estimated Value of tender.

or

b) Two similar nature of works of value not less than 50 % of Estimated Value of tender.

or

c) Three similar nature of works of value not less than 40 % of Estimated Value of tender..

3. The contractor should have experience of at least 1 year in handling laundry contract of a

Govt /PSU hospital/ Private Setup having 100 beds.

4. The bidder must have an annual turnover of Rs. 6,00,000/- (Rs Six lakhs only) each during

the last two financial years i.e. 2017-18 and 2018-19.

5.The bidder must have its Office/Shop in Varanasi.

PERIOD OF CONTRACT

The contract shall be for a period of Two year extendable for further one year subject to

satisfactory report/ performance of services and compliance of all terms and conditions of the

agreement by the contractor.

GENERAL TERMS AND CONDITIONS:

1. Registration /execution of the agreement:-

The successful tenderer shall be required to execute an Agreement Deed on the format

approved and supplied by this Hospital on the appropriate value of stamp papers to be

registered with the Sub-Registrar, Varanasi, at his own cost. The same shall be submitted to

this office within 7 days so that the case can be pursued for issuance of letter of award of

contract

2. Security deposit:-

The successful tenderer shall be required to deposit Security to the tune of 10% of Annual

Work Order Cost covering two months more than the period of contract in the shape of

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Demand draft duly pledged in the name of ‘ESIC Fund Account No. 1’payable at Varanasi

before signing the Agreement for the faithful performance of the contract.

3. Forfeiture of Earnest Money if any Security/Bank Guarantee. Indemnity Bond:-

The Medical Superintendent ESI Hospital, Varanasi shall have absolute right and power for

the forfeiture of said security/deposit, in case of breach of any clause of this contract, without

any prior notice and no claim whatsoever on this account shall be entertained.

4. Rate of washing linen:-

The rate of Service Tax/ GST , if any, payable by the contractor should be indicated

separately in the Price Bid/Tender documents.

5. Commencement of Work:-

The contractor is required to commence the work at the time and date as mentioned in the

allotment of work letter. In the event of failure, Medical Superintendent has the full right for

any penalty/and other action in the matter and his/ her decision will be final.

6. Non supply of articles:-In case of failure to supply the articles in time, penalty as decided

by the Medical Superintendent will be imposed.

7. Detergent/washing material to be used:-

The contractor shall use only ISI marked detergent/washing material as specified in the

contract agreement. In case it becomes necessary to use any material other than the approved,

prior permission shall be obtained from the controlling authority.

8. Quality of washing of linen and its ironing:-

The contractor shall ensure that the quality of washing of linen & its ironing is to be the

entire satisfaction of the Sister/ Officer In-charge from where the clothes are collected.

9. Determination of quality of work/ service:-

The decision of the Medical superintendent with regard to the determining the quality of

work/ Services done by the contractor shall be final and acceptable to the contractor. The

contractor shall therefore rectify the defect so pointed out without any extra payment. In case

of failure, the Medical Superintendent reserves the right to get the work/service done from

some other source at the risk and cost of the contractor. The expenditure so incurred shall be

recovered from the pending bills of the contractor or any other outstanding dues or by all

parts of the security/other deposits as he may think proper.

10. Taking hospital linen outside the Hospital complex:-

The contractor shall not take any hospital linen outside the Hospital complex for washing

under any circumstances, without the prior permission of the Medical Superintendent.

Similarly the contractor shall use only the premises allotted to him for drying the linens.

11. Infected linen:-

The infected linen of the hospital will be disinfected in the ward by submerging it in the

disinfectant solution by hospital staff before handing over to the representative of the

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contractor for washing. Blood stained and infectedclothes will firstly be washed separately

and then washed again in routine wash.

12. Loss/Damage to the linen:-

Any loss/damage to the linen during working process will be indemnified by the contractor,

who shall be liable to pay at the rate of existing book value of the lost/damaged items

13. Penalty:-

The contractor shall be responsible for smooth functioning of laundry services and the

penalty will be imposed which will be recovered from contractor’s bills for unsatisfactory

performance of work, and supplying of wet linen etc. as determined by the Medical

Superintendent. The decision of Medical Superintendent will be final in this regard.

14. Identification:-

The contractor shall supply complete information about the persons deployed by him

regularly i. e. names, fathers name, age residential address, and permanent address,

telephone/mobile no. etc. In case of any change in deployment, he shall also inform the

officeimmediately. The contractor shall also issue identity cards and uniform to his

employees for their identification and they shall be duty bound to display the identity cards at

the time of duty.

15. Relationship between the employer and staff:-

The person deployed by the contractor for work shall be his employees for all intents and

purposes and in no case, there shall be any relationship of employer and employee between

the said person and the Hospital, either implicitly or explicitly. Before employing any person

in the Hospital for Laundry work the contractor should get him/her examined from the ESIC

Hospital, Varanasi and shall submit the certificate of fitness to the Hospital.

16. Supervisory control:-

The persons so deployed by the contractor for washing of linen shall be under the overall

control and supervision of the contractor and the contractor shall be liable for payment of

their wages etc. and all other dues in time i.e. latest by7th of the following month. The wages

that the contractor is liable to pay must include all payments under the various labour laws/

Regulations and other statutory provisions. The Medical Superintendent, ESIC Hospital,

Varanasi shall be absolved of all such liabilities and the contractor shall bear such liabilities,

at his own level. The contractor shall take all reasonable precautions to prevent any unlawful

act or disorderly conduct of his employees so deployed and for the preservation of peace and

protection of persons and property of the Hospital.

17. Raising of Bills:-

The contractor shall raise the charges/bills regularly for payment on monthly basis after

getting the same verified by the officer, so authorized by MS to verify the work and payment.

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18. Release of payment and deduction of tax:-

The payment shall be released on monthly basis after receipt of the bill duly verified by the

deputed officer. Deduction of income tax and other deduction as notified by the Govt. from

time to time, shall be done at the sources.

19. Alternate arrangement in case of deficiency in service:-

If it is found that the services being rendered by the contractor are not satisfactory, the

Medical Superintendent shall be at liberty to make alternate arrangement at any time without

giving any notice to the contractor. Accordingly the contractor will vacate the premises of

laundry within one month from the date and time of issue of such order positively failing

which the Medical Superintendent have the right to constitute a committee or to depute any

officer who will be take measures for recovery from the contractor.

20. Preventive measures to be taken by the contractor:-

The contractor shall take all reasonable measures to prevent any unlawful riots or disorderly

conduct or acts of omission /commissions by his employees so deployed and for the

preservation of peace and protection of persons and property of the Hospital.

21. Termination of contract:-

a) The contract stands terminated on the expiry of contract period.

Or

b) In case of either of the parties does not wish to carry out the obligations under this contract

agreement, the contract can be terminated with a prior notice of three months, at the instance

of either party. However, if the contractor does not serve the requisite notice, his security

deposit shall be forfeited in proportion to the period falling short of the specified notice

period. Provided that during the notice period for termination of the contract, in the situation

contemplated above,the contractor shall keep on discharging his duties as before till the

expiry of notice period

or The contract may be terminated by the Medical Superintendent in any of the following

contingencies:-

I) In case the services rendered by the contractor are found unsatisfactory

II) If there is breach of any terms & conditions of the Contract Agreement with one

month Notice.

III) In case the contractor assigns the contract or any part thereof or benefit or interest

therein or there under to any other person, without any notice.

IV) Or contractor being declared insolvent by the competent Court of law without any

notice.

22. Transfer of Liabilities:-In the event of exigencies arising due to the death, infirmity

insolvency of the contractor or for any other reason or circumstances, liabilities thereof

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arising out of the contract, shall be borne by the following on such terms and conditions, as

the Medical Superintendent may deems fit in public interest, namely:-

I) Legal heirs in case of sole proprietor, Or

ii) The next partner in the case of company or firm

iii) Otherwise the Medical Superintendent shall reserve the right to settle the matter

(including the right to revoke and terminate the Contract Agreement) if he may so deem fit in

circumstances of case.

23. In the event of any dispute or difference arising out of or in any way touching or

concerning this Agreement whatsoever shall be referred to the sole arbitration of the MS,

ESIC Hospital,Varanasi whose decision thereon shall be final and binding on the parties

thereto. The Arbitration and Conciliation Act, 1996, deemed to have come into force on

25/01/1996 shall apply to arbitration proceedings.

24. Jurisdiction:-

The courts at Varanasi (U.P) only shall have the jurisdiction for the purpose of this

agreement.

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ANNEXURE – I

TECHNICAL BID

PROFILE OF THE BIDDER

Sl. No. Description

1 Name of Tendering Company/Firm

2 Name of owner/Partners/Directors

3 Full Particulars of Office/Shop

4 Address

5 Telephone No./Fax Email Address

6 Full Particulars of the Bankers of Company/Firm, with full Address/Tel. No.

I. Name of the Bank

II. A/C No.

III. Branch

IV. IFSC Code

V. Telephone No.

VI. Email Address

7. PAN/GIR No.

8. GST Registration No.

9 Whether covered in ESI act? If so enclose document and number

10 Whether covered in PF act? If so enclose document and number

Date:

Place:

Signature of owner/Managing

Partner/Director

Name:

Seal

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Format for Experience Certificate on Letter head of the

Organization/Institution

It is certified that M/S________________________________ has provided

Laundry services in our hospital from.............to ...............and his

services have been found to be satisfactory.

Further certified that our hospital/ Institute is having a sanctioned strength of 100

Beds or more. He has not been black listed and his contract has not prematurely been

terminated by our department/organization.

Authorised signatory of the hospital

Place:

Date:

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ANNEXURE –IV

PRICE BID FORM

S.no Price Bid for Laundry Service Price per Month

with all Charges

1 Per Month Rate for all washing and consumables

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CHECKLIST FOR SUBMISSION OF TENDER

(TO BE FILLED BY THE TENDERER AND SUBMITTED ALONGWITH THE TECHNICAL BID)

S. Particular To Be Dropped in To Be

No Drop Box Uploaded online

1 Tender Document duly signed and stamped on every page Original Scanned

2 E.M.D. Draft Original Scanned

3 Experience Certificate Photocopy Scanned

4 Copy of PAN Card Photocopy Scanned

5 Copy of Balance sheet and P&L A/c for the financial year Photocopy Scanned

2017-2018& 2018-19.

6 Copy of GST Registration Certificate Photocopy Scanned

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Authorization letter for signing tender documents if signed

by persons other than the Owner, Partner, Managing

Director Original Scanned

8 Declaration (Affidavit) as per Annexure-II Original Scanned

9 ESI Registration of firm Photocopy Scanned

10 EPFO Registration of firm Photocopy Scanned

N.B. Bidders to ensure that all

i) All the above documents are uploaded. Documents that are not uploaded will not be

considered.

ii) All pages of the tender document have been signed and stamped by the authorized persons

iii) Pages have been numbered

iv) Documents are legible (clearly readable)

I/we certify that the information furnished above is true and correct. The terms and

conditions are acceptable to us and I have the authority to bid this E-TENDER.

• Date:

• Place:

Signature of owner/Managing Director

Name:

Seal:

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