TERMS & CONDITIONS OF JANITORIAL SERVICES NISHTAR … · 5) Firm will be bound to abide by all the terms & conditions of tender documents IPL-11086 dated 30-11-2019 as well as the

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NISHTAR MEDICAL UNIVERSITY & HOSPITAL, MULTAN.

BIDDING DOCUMENT FOR THE PROVISION OF JANITORIAL SERVICES

FOR THE FINANCIAL YEAR 2019-2020

ADVERTISED TENDER ENQUIRY NO: IPL- 11086 DATED 30-11-2019

SCHEDULE OF INVITATION OF ADVERTISED TENDER

Tender fee Rs: 2000/= (non-refundable)

Earnest Money(Bid value) Rs: 15,00,000/= (in shape of call deposit)

Selling date up to 16-12-2019

Pre-bid Meeting 18-12-2019 at 10:30 A.M

Date & Time of Receipt of tender 21-12-2019 at 11:00 AM

Date & Time of opening 21-12-2019 at 11:30 AM

Note: Any offer not fulfilling terms and conditions of tender enquiry shall straight away be

ignored.

All the certificate present in the tender should be filled in and signed by the bidder, on the

official seal.

TERMS & CONDITIONS OF JANITORIAL SERVICES NISHTAR

MEDICAL UNIVERSITY & HOSPITAL MULTAN

ELIGBILITY FOR BID OF CONTRACT

Only those bidding firms will be eligible to take part in the competition who will fulfill the following

terms: 1) Nishtar Medial University and Hospital requires to provide janitorial services for 365 days a year for:-

i. Accident & Emergency Department 03 shifts. (24 hours a day)

ii. OPD / Gynae OPD Block 01 shift. (Only morning shift)

iii. All the Bathrooms of the hospital 03 shifts. (24 hours a day)

iv. The services of inner and outer 02 shifts. (Morning & Evening shift)

Areas of ground and first floor of

Admin Block of the hospital. (Including entrance hall)

2) Nishtar Hospital, Multan aims to outsource janitorial services to a reputable and capable janitorial

service provider for a clean and pleasant hospital environment which would result in focus on

healthcare delivery. The hospital believes that the current situation leads to administration problems and undue complexities, overcoming limit the focus on healthcare delivery of the hospital.

3) Firms should be income Tax & PST registered.

4) The firm/agency will establish its main or branch office in the city of Multan within 02 weeks after the

award of contract.

5) Firm will be bound to abide by all the terms & conditions of tender documents IPL-11086

dated 30-11-2019 as well as the terms and conditions of the award contract issued to successful bidder

subsequently.

6) The firm will be bound to submit an undertaking that the rates charged are not in excess of charged

from any other Government Institution under the functional unit of the Health department Government

of the Punjab. In case the rates are charged in excess or exorbitant rates, the firm will be bound to

refund the same to the Government Exchequer.

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7) The contractors who have already been awarded contract for Janitorial services at Government /

Private Hospitals or Private Organizations (currently or completed), costing at least 2,00,000/- per

month shall be eligible to participate in tendering.

8) The contractor who has been working with hospitals/ Health institutions will be given preference.

9) The bidder will submit Rs.15,0,0000/- (Rs. Fifteen Lakh)as security deposit (refundable) with the bid

in the form of bank draft in the name of Medical Superintendent, Nishtar Hospital, Multan from any

scheduled Bank.

10) The firms are required to quote the rates for Janitorial Services for all the areas i.e (1) washrooms of

the wards, (2) Emergency block (3) OPD block (4) Administrative block, separately. The contract for

each area will be awarded separately to the firm quoting the lowest rate for that area. However, one

firm may win contract for one, two, three or for all for areas it their quoted rates are lowest and they

meet all the required conditions in the contract.

11) The contractor will quote the rates for Janitorial services with materials/chemicals per square foot area.

GENERAL TERMS AND CONDITIONS:

12) The Bidding procedure shall be governed by the Punjab Procurement Rules, 2014 (Amended) of the

Government of Punjab.

13) Hospital waste (plastic waste/ empty cartons) will be the property of hospital.

14) Successful contractor will not sublet the contract to other at any stage of contractual period.

15) Deduction penalties imposed by the hospital Administration for misconduct or unsatisfactory

performance of the workers shall be borne by the contractor. The amount of penalties shall be

deducted from the monthly bills.

16) In case of ward wash rooms, satisfactory work will be certified by the ward sister/senior Nurse for

each shift on a pre designed performa. This will be counter signed in the form of a monthly janitor

certificate issued by Admin Registrar of that ward. Final certificate for payment will be issued by

AMS (Admin) on basis of this monthly janitor certificate. In case of A&E and OPD departments,

instead of Admin Registrars, certification will be done by Director A&E and AMS (OPD)

respectively. While, for admin block certification will be done by Sanitary Inspector and final

certificate will be issued by AMS (Admin).

Applicable Bidding Procedure.

17) Single stage – two envelop procedure of open competitive bidding will be adopted according to PPRA

rules 2014(amended).

18) The bid shall comprise a single package containing two separate envelopes. Each envelope shall

contain separately the financial proposal and the technical proposal.

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19) The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and

legible letters to avoid confusion, having the full name of the firm & telephone number of the Bidder.

20) Documents required to be attached with the bid / offer (technical offer).

20.1) Covering letter on letterhead pad of the firm.

20.2) Complete profile of the firm.

20.3) Past performance / Experience certificate.

20.4) NTN certificate of the firm.

20.5) The registration certificate issued firm the relevant competent authority.

20.6) Financial status of the firm (at least 10 Million shown by Bank Statement).

20.7) Complete detail of the Janitors, Supervisors, schedule of work, scope of work and No. of workers.

20.8) Copy of valid CDR in the name of Medical Superintendent, Nishtar Hospital, Multan be attached with technical offer and the original with the financial offer.

20.9) Complete profile of the firm showing

i) Name of the contractor

ii) Complete address

iii) Copy of CNIC

iv) Contract No. viz Cell No. Email, Landline No. etc.

v) Letter for any tax imposed by Govt. like PST etc.

20.10) The certificate of non-Blacklisting of the firm on affidavit with Rs.100/-.

20.11) Complete detail regarding the management and carrying out / provisions of the services in the proposed areas upto the entire satisfaction of the Hospital Management.

20.12) Emergency response plan.

20.13) Staff Deployment Strategy.

20.14) Any other information with may deem necessary for the provisions of janitorial services the proposed areas.

20.15) The firm will be bound to complete the data as Annexures A, B, C, D & E.

20.16) The technical evaluation will be done as per Annexure C& D.

20.17) The participating firm will be bound to submit the technical bid/offer in tape binding duly page marked and signed and stamped on each paper by the authorized person of the firm.

20.18) The financial bid should not be hand written. It must be computerized / typed.

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TERMS AND CONDITIONS FOR AWARD OF JANITORIAL SERVICES CONTRACT

21) Contract period will be one year from the date of Award of the contract, which can be extended for upto 03

Months by Medical Superintendent, Nishtar Hospital, Multan on satisfactory performance. The bid validity

period will be 305 days.

22) Attendance register of the workers will be maintain by the contractor or his supervisor and will be counter

checked by the monitoring officer nominated by the Medical Superintendent, Nishtar Hospital, Multan i.e.

Sanitary Inspector and DMS(Admin) of the respective shift.

23) The firm will be bound to pay all the applicable taxes including 16% PST.

24) The Successful bidder of Janitorial Services will have no concern with the clinical waste of the hospital from

main theater block , Family ward block & Wards in main hospital block. The contractor of lifting of clinical

waste (already in operation) will continue lifting of clinical waste etc.

25) The Janitors of the successful bidders will collect the garbage and shift it to main disposable of this hospital

using their own sources according to the policies dictated by the hospital administration.

26) All the clinical waste of the A&E & OPD Department will be shifted to main disposal of the hospital by the

Janitors of the successful bidders.

27) The contract will be as per square foot area basis and the bill will be submitted as per square foot area of the

all the areas included in the tender accordingly.

28) Successful bidder will not be allowed to sublet the contract to anyone else other at any stage of contractual

period.

29) The Bid security in shape of CDR will be released on the expiry of total period of contract.

30) The successful firm will be bound to deposit 5% performance gurrantee with each bill in shape of call deposit

in the name Medical Superintendent, Nishtar Hospital, Multan.

31) Fitness certificate in respect of each worker will be provided by the contractor before deployment in the

hospital. The fitness certificate will be issued by the Medical Superintendent Multan. Hospital will not bear

the expenses during Medical check up of each sanitary worker.

32) All the sanitary workers provided by the contractor will wear proper company’s uniform with proper shoes

and company’s insignia approved by MS/ Medical Superintendent, Nishtar Hospital, Multan. The contractor

will be bound to provide 04 different colored uniforms (as approved by the MS) one for each area e.g. if a

Janitor appointed in A&E Department is wearing Orange uniform he cannot be sent to work in OPD or ward

washrooms in the same uniform.

33) The sanitary staff and supervisor will work under the direct supervision of MS / Medical Superintendent,

Nishtar Hospital, Multan.

34) The contractor shall be responsible for personal conduct of all his employees.

35) Activity of contractor and his man power should not produce any problem for the patients.

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36) Contractor and his employees will not damage any Hospital Property. In case of any damage,

contractor will have to bear the cost of the loss and any repairs necessary in addition to the penalties

as mentioned below.

37) The contractor shall ensure courteous, helpful attitude of his workers towards general public, patients and administration.

38) Contractor will be responsible for any theft or pilferage committed by any of his employees.

39) In case of any complain regarding cleanliness or behavior, a fine of Rs.2000/- to Rs. 5000/- may be imposed at a time besides any other action, which may be deemed appropriate in the matter. In this

matter decision of MS or his representative will be final and amount of fine will be deducted from the contractor’s next bill by the finance wing.

40) The number of sanitary workers needed shall be decided by the authority of NISHTAR MEDICAL

UNIVERSITY & HOSPITAL, Multan, which can be increased or decreased according to the

requirements after mutual consent and feasibility of the work load, between the hospital administration and the contractor.

41) Frequent change of supervisor and sanitary workers will not be accepted, however in pressing circumstances any change will be made after the consultation with AMS (Admin).

42) The contractor will be bound to comply with the instructions issued by the authority of NISHTAR MEDICAL UNIVERSITY & HOSPITAL, Multan.

43) No accommodation will be provided for the sanitary workers and supervisors.

44) In case of absence of any worker, contractor will be bound to provide reliever otherwise pay of that worker will be deducted and fine Rs.1000/- will be imposed to the contractor per person per shift.

LEGAL ASPECTS

45) Medical Superintendent, Nishtar Hospital, Multan reserves the right to cancel the contract at any time/stage on assigning valid reason and in extra ordinary circumstances with one month notice.

46) Medical Superintendent, Nishtar Hospital, Multan has right to accept/reject or cancel the tender completely or partially by assignment the reasons case of any dispute, Medical Superintendent will be arbitrator and his decision will be final and binding on both parties.

47) In case of breach of contract by the firm, security shall be forfeited in favor of Medical Superintendent, Nishtar Hospital, Multan.

MODE OF PAYMENT.

48) Contractor will be given payment on monthly basis subject to satisfactory performance report issued

by the competent authority and submission of receipt of PST of previous month in Government treasury

SCOPE OF WORK

49) Contractor will be fully responsible to maintain round the clock cleanliness of all the area under

contract as mentioned in the map. Contractor will be responsible to clean the below mentioned areas:

floor, stairs, corridors, walls, roofs, patios, terraces, doors, gates, windows, Exhaust Fans, ceiling

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fans, electric button, glasses, cupboards, side boards, all the accessories of wash room, lawns, and

roads up to the entire satisfaction of the administration.

50) Contractor will be responsible to maintain patency of the sewerage system. If the system is chocked,

contractor will be responsible to clean the pipe and Gutter and remove the sludge.

51) Contractor will be responsible for removal of cobwebs & all rubbish materials. He will be responsible

for dusting/sweeping and cleaning of each and every corner of the area under contract on regular

basis, in all the days including holidays.

52) Contractor will be responsible for daily collection of all garbage (infectious and Non infectious) from

the area of the contract of the NISHTAR MEDICAL UNIVERSITY & HOSPITAL, Multan (within

the building and outside the building) and dispose it of (in colored polythene bags) at a suitable and

specified place, as per instructions of Hospital waste Management Committee. He will segregate the

solid waste material at collection/ generation point according to the solid waste Management Rules

2014 and the policy decided by Hospital infection committee from time to time.

53) Contractor will clean the bathrooms/toilets with phenyl or other suitable sanitary material.

54) This staff will be present in all the days including Holidays and the company will also arrange scrub

machine, Grinding Machine, Cleaning Agents and all related material/ Detergents already mentioned

in the tender document.

55) He will wash the tile area with scrub Machine on alternate days. In case of marble/ chips floor, if the

scrub machines are not providing cleanliness upto the satisfaction of hospital administration, the

contractor will be bound to use grinding machine to achieve clean floor followed by polishing of that

area. Roof tops will not be counted as separate square footage area for purpose of payment.

56) Contractor will ensure 24 hours (or as per shift according to the contract) cleanliness of all the areas

of contract of NISHTAR MEDICAL UNIVERSITY & HOSPITAL, Multan.

57) The contractor shall provide washing, cleaning & other hygienic material regularly, as per list given

below etc.

58) LIST OF JANITORIAL MATERIAL / CHEMICAL / MACHINES FOR HOPSITAL

Liquid Bleach

Phenyl white

Phenyl balls

Needle Cutter (one for each nursing station / dressing and sampling area. He will provide one new

needle cutter for each of these areas once every month).

Sweep acid

Toilet Acid

Vim

Detergent Powder like surf, Ariel/Bonus/ Express.

Floor polish

Broom

Mop wet

Mop dry

Wiper

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Washroom brush

One liquid soap dispenser for each hand wash basin in toilets, outdoors, Nursing stations

Treatment/Procedure rooms and operation theaters. In case of ward washrooms, one dispenser will be provided for each washroom suite as well as one for nursing station. Contractor will ensure that these

dispensers are at least1/3 full and in good working condition all the time.

Colored polythene garbage collection bags (30” x 36” -15 kg capacity) of black, yellow and red color

as per policy of Hospital infection control committee and approved by AMS (Admin) for Emergency, OPD and Administrative block area in the quantities necessary for garbage collection in these areas

with appropriate garbage segregations as per Hospital waste management policy will be provided.

In case of ward wash rooms, the contractor will provide 200 colored polythene garbage collection bag

per ward at start of each month. These bags will be of (30” x 36” -15 kg capacity) each and will be

provided in black, yellow and red color for segregations of waste in a proportion that will be decided by the infection control committee every month ( e.g. for each ward 80 black, 60 yellow, 60 red bags.

Total 200 bags per month).

Any other item/article demanded by authorities for cleanliness.

Clean & unbroken Lota in each toilet.

Provision of waste basket with tilting lid with black shopper in each toilet / toilet suit for disposal of

nappies / sanitary napkins etc.

The company will also arrange:-

Scrub machine

Grinding machine

Waste material trolley

Washing trolley

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ANNEXURE-A

Sr. Hospital Department Name Department area –

Square meters

Department

Timings

1. OPD / Gynae OPD 85924 Sq. ft.

7986 Sq. m

07:00 a.m.

to 03:00 p.m.

(01 Shift)

2. Accident & Emergency Department 48700 Sq. ft.

4526 Sq. m

24 Hours / 7 days

(03 Shifts)

3. Ward Washrooms 20,000 Sq. Ft.

Approx

See Note (A) below

24 Hours / 7 days

(03 Shifts)

4. The services of inner and outer


Admin block of the hospital. (including entrance hall)

20707 sq. ft. 07:00 a.m.

to 10:00 p.m.

( 02 Shifts)

i. Accident & Emergency Department 03 shifts.

ii. OPD / Gynae OPD Block 01 shifts

iii. All the Bathrooms of the hospital 03 shifts

iv. The services of inner and outer 02 shifts


Admin Block of the hospital. (Including entrance hall)

Note “A”:-

Approximately 500-1000 Sq feet area of wash rooms per ward is expected to be contracted (as will be defined by ward Administrative

committee of each ward and will be clearly marked on a drawing of

that ward floor plan by Highlighting it as contracted area and this

drawing will be signed by AMS (Admin), ward incharge and the contractor). All wards (and extra wards eg.7A, 8A, 9A etc.) housed in

east and west wing (ward 1 to 24) are likely to be contracted.

Therefore total expected area is 20,000 square feet.

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ANNEXURE-B

COMPANY PROFILE

Name of Firm/Company

Complete Postal Address

Phone

Contact Person /

Designation

Cell Number

E-Mail

Fax Number

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ANNEXURE-C

Note: Bidders must fill-up above mentioned checklist / table and attach copies of required

documents with proper annexures along with tender document.

S. #

DESCRIPTION

Tick

Yes / No

Documents

Attached at

Annexure

1 Copies of Purchase / Work Orders (if any)

2 Copy of the Proprietor’s CNIC

3 Copy of Valid Tax Clearance Certificate

4

Affidavit regarding non-involvement in any

arbitration/ litigation with any government

agency / department and not blacklisted as

well.

5 List of satisfied customers along with their

contact numbers

6 Detailed specification / brochure by the

Manufacturer

7 Copy of Income Tax Registration certificate

8 Copy of Sales Tax Registrations certificate

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ANNEXURE-E

SAMPLE OF AFFIDAVIT

Note: - Contractor will give this affidavit on the judicial stamp Paper of Rs: 100/=.

AFFIDAVIT FROM BIDDER/CONTRACTOR

Certified that I/ we have read all the instruction, terms & condition of the janitorial

services including evaluation criteria for technical proposals, eligibility for bid of

contract, legal aspects and related rules.

I/we agree to abide by all the instruction/terms and conditions.

I/we are not blacklisted or facing debarment from any Government/Semi Government/

Autonomous organizations.

Name of bidder……………………….… father’s Name …………………...................................

CNIC No……………………………………..

Full Signature Seal ……………………………