Specialized Healthcare & Medical Education Department Government

Specialized Healthcare & Medical Education Department Government of the Punjab

(Procurement is done in this department under Punjab Procurement Rules 2014)

Tender #

Tender Doc. Fee: Rs. 1000 Only

(Rupees One Thousand Only)

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Outsourcing of Janitorial Services in Tertiary Hospitals

CONTENTS 1. INTRODUCTION / SCOPE OF WORK ...... 3 2. OBJECTIVES ...... 3 3. INSTRUCTIONS TO BIDDERS ...... 4 3.1 General Instructions ...... 4 3.2 Minimum Eligibility Criteria ...... 6 3.3 Bidding Method and Evaluation ...... 6 3.3.1 Bidding Method ...... 6 3.3.2 Rejection of Bids ...... 7 3.3.3 Performance Security ...... 7 3.3.4 Bid Evaluation ...... 7 3.3.4.1 Technical Evaluation ...... 7 3.3.4.2 Financial Evaluation ...... 8 3.3.5 Redressal of Grievances ...... 8 3.4 Joint Venture ...... 8 4 GENERAL CONDITIONS OF CONTRACT ...... 9 4.1 Approach and Methodology ...... 9 4.2 Roles and Responsibilities ...... 9 4.2.1 Primary Responsibilities of the Firm ...... 9 4.2.2 Responsibilities of Supervisor(s) ...... 10 4.3 Responsibilities of the Client ...... 11 4.4 Materials ...... 11 4.5 General Guidelines ...... 12 4.6 Performance Specifications ...... 12 4.7.1 Monitoring, Evaluation and Corrective Plan ...... 19 4.7.2 Penalties ...... 20 4.8 Termination of the Agreement ...... 21 5 SPECIAL CONDITIONS OF CONTRACT ...... 21 ANNEXURES...... 23 Page | 1 Specialized Healthcare & Medical Education Department Government of the Punjab

Outsourcing of Janitorial Services in Tertiary Hospitals

ANNEXURE – I ...... 23 ANNEXURE – II ...... 24 ANNEXURE – III ...... 41 ANNEXURE –IV ...... 46 ANNEXURE – V ...... 50 ANNEXURE – VI ...... 51 ANNEXURE-VII ...... 67 ANNEXURE-VIII ...... 70 ANNEXURE-IX...... 79

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Specialized Healthcare & Medical Education Department Government of the Punjab

1. INTRODUCTION / SCOPE OF WORK

Lady Willingdon is a purely Maternity & Gyne 235-bed Hospital established in 1930. It is spread over approximately 120 Kanals. It offers services to over 1,00,000 patients per year of whom 1/3 are admitted.

Lady Willingdon Hospital requires firms to provide janitorial services for 24 hours a day and 365 days a year for the General Store, Surgical Store, CSSD, Tunnel, Out Door etc of the hospital. The total calculated square meters of the proposed area for which the janitorial services are required are as follows:

Sr. No. Shift Area Area to be Tentative work covered in force per shift Square Meter 1. Morning General Store, Surgical Store, Nursing 33513 34 Janitors School, Admin Block, Blood Bank, + 1 supervisor Laboratory, Office, Laundry Linen Store, CSSD, Oxygen Cylinder, Tunnel, Doctor Hostel, Ground Floor, Upper Floor, Out Door Doctor Flat area, Kitchen Nursing Hostel and Dai Ahata 2. Evening General Store, Surgical Store, Nursing 26277 26 Janitors School, Doctor Hostel, Out Door, Doctor + 1 supervisor Flat, Water Tanki, and Dai Ahata 3. Night General Store, Surgical Store, Nursing 26277 26 Janitors School, Doctor Hostel, Out Door, Doctor + 1 supervisor Flat, Water Tanki, and Dai Ahata Total 86067 89 *1000 Square meter to be covered by per janitorial worker

The firm will be required to provide supplies and equipment as required (Annexure I & Annexure III). The bids will be made on lump sum basis factoring in all the required inputs and management costs. Annexure IX mentions all required areas/ departments along with their respective area and timings.

2. OBJECTIVES

The Hospital 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.

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3. INSTRUCTIONS TO BIDDERS

3.1 General Instructions

According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.

1. The bidders are hereby invited to submit a technical and financial proposal for the Outsourcing Janitorial Services in Tertiary Hospitals. The proposal could form the basis for future negotiations and ultimately a contract between the firm and the Client. Please note that (i) the costs of preparing the proposal and of the contract are not reimbursable as a direct cost of the Assignment; and (ii) the Client is not bound to accept any of the proposals submitted. 2. At any time before the submission of proposals, the Client may, for any reason, whether at its own initiative or in response to a clarification requested by an invited consulting firm, modify the Documents by amendment. The amendment shall be sent via email, in writing or by fax to all bidders and will be binding on them. The Client may at its discretion extend the deadline for the submission of proposals. 3. For the purpose of preparing the bid, the bidders will be allowed to visit the hospital during office hours to conduct survey and relevant assessments – However, basic details about various Hospital departments, square meters of the respective departments, and their timings are mentioned as Annexure IX. 4. The bidders shall submit technical and financial proposals in separate sealed envelopes in one sealed envelope before 11.00AM, 31-07-2017 at the Office of the Medical Superintendent, Lady Willingdon Hospital, Ravi Road, Lahore. In preparing the technical proposal, the bidders are expected to examine all terms and instructions included in the Documents. Failure to provide all requested information shall be at bidder’s risk and may result in rejection of the proposal. 5. The technical proposals shall be opened at 12.00Noon on the same date in the presence of bidders and/ or their authorized representatives. Representatives shall have a signed authority letter from the bidder to be present in the bid opening 6. Financial proposal should be prepared using the formats attached in Annex IV. Financial proposals of only the technically qualified bidders will be opened after due notification and procedure as laid down by the pertaining PPRA rules. 7. The technical proposals should contain: a. Filled ANNEXURE VIII b. Covering Letter on Company letter-head c. Company profile (including status, services offered, projects (along with certificates), equipment owned, equipment rented, and proof of all points in the “Eligibility” criteria. d. Company registration document with the relevant authority e. National Tax Number copy f. Company Financial position (proof of minimum annual turnover of Rs. 15 Million as stated in the “Eligibility” criteria) g. Methodology to perform the Assignment Page | 4 Specialized Healthcare & Medical Education Department Government of the Punjab

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h. Procedure adopted for Facility Management (Guidelines) i. Experience letters along with contact details for existing/ previous contracting companies j. Supporting documents/ proof for all filled information k. Detailed Plan of Facility Management including work procedures, Standards, Schedules and number of workforce. l. An execution and operational strategy for the maintenance with clearly defined standards. m. Proper and well-thought-out models for analytical understanding of the work needed to be carried out. n. Complete understanding of the social, cultural, political and institutional factors that might affect Facilities Management. 8. The Financial Proposal should contain: a. Filled ANNEXURE IV b. Covering letter on Company letter-head c. Break-down of taxes separately. d. Bid Security – in the form of a Pay Order / Demand Draft / Call deposit Receipt equivalent to 2% of the annual contract price in the name of “Medical Superintendent, Lady Willingdon Hospital, Lahore. 9. The contract validity shall be of three years from the signing of the contract subject to satisfactory performance of services. 10. The procuring agency shall evaluate the technical proposal in a manner prescribed ahead in the document, without reference to the price and reject any proposals that do not conform to the specified requirements. 11. After submission, no amendments in the technical or financial proposal shall be permitted. 12. After the evaluation and approval of the technical proposal, the procuring agency, shall at a time within the bid validity period, publicly open the financial proposals of the technically responsive bidders, on a time, date and venue announced and communicated to the bidders in advance in the presence of the bidders or their representatives. The financial bids of the technically non-responsive bidders shall be returned un-opened to the respective bidders. 13. Conditional discounts shall not be considered in evaluation. 14. The offer must be valid for 90 days from last date of submission of bids. 15. The quoted prices shall be treated as firm and final till the duration of the contract (3 years) 16. The organization must quote the Contract Title and include the following declarations: a. We have examined the information provided in your terms of reference and offer to undertake the work described in accordance with requirements as set out in the TOR. b. The proposal (Technical & Financial) has been arrived independently and without consultation, communication, agreement or understanding (for the purpose of restricting competition) with any other potential investor invited to submit proposal for this contract. c. We confirm that the enclosed hard copy/ electronic versions of the technical proposal are true and have complete copies of these documents. d. We confirm that all personnel and/consortium partners named in the proposal will be available to undertake the services.

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e. We confirm that there are no personal, financial and business activities that will, or might, give rise to a conflict of interest, if we were awarded this contract. f. We confirm that the Service Provider or its sub-contractors: i. Are not or have not been the subject of any proceedings or other arrangements relating to bankruptcy, blacklisting, insolvency or financial standing. ii. Have not been convicted of any offence concerning professional misconduct. iii. Have not been convicted of corruption including the offence of bribery. iv. We agree to bear all costs incurred by us in connection with the preparation and submission of this proposal and to bear any further pre-contract costs. g. I confirm that I have the authority of [name of Service Provider’s company] to submit proposal and to clarify any details on its behalf.

3.2 Minimum Eligibility Criteria

A. Bidders shall meet the following minimum eligibility criteria: a) Be a registered Janitorial/ Facility Management Firm or a Company in Pakistan since at least one year b) Have a minimum average annual verifiable turnover of at least Rs. 15 million rupees in the last year B. In addition, the eligible bidders shall meet the following qualifying criteria: a) Experience as prime Service Provider in the provision of at least one service contract of a nature, complexity and value comparable to the value of jobs mentioned for schedule/schedules which is/are being applied for by the bidder; over the last three years. b) Experience of rendering mechanized services in Public Access building of not less than 20,000 sq meters. c) Ability to provide all the machinery/ equipment as per Annexure III (proof of provision and experience of using machinery previously) C. Bidder must provide experience certificate for mechanized cleaning/ housekeeping/ gardening (or mechanized services) from any reputed institutions /organizations/ hospitals where they provided similar services.

3.3 Bidding Method and Evaluation

3.3.1 Bidding Method

According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.

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3.3.2 Rejection of Bids

1. The Procuring Agency may reject all bids at any time prior to the acceptance of a bid. The Procuring Agency shall upon request communicate to the Bidder who participated in the process seeking the reasons for its bid’s rejection, but is not required to justify those grounds. 2. The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 32.1 towards bidders who have submitted bids. 3. Notice of rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids.

3.3.3 Performance Security

The successful bidder shall furnish a Performance Security in the shape of a Bank Guarantee from a recognized bank operating in Pakistan on the format attached as Annexure VI of the amount equivalent to 10% of the total annual quote, with annual validity before the signing of the contract. The performance guarantee shall be renewed at least one month before its expiry for renewal of the contract.

3.3.4 Bid Evaluation

1. The total points allocated for the Technical and organizational strength component of the Bid is 100. 2. If the technical component achieves 70% points (of 100 Points), the bid will be considered technically responsive. Those bids scoring less than 70% will not be considered for financial bid opening. 3. Financial bids of technically responsive bidders shall be opened at a date and time fixed and notified in advance to the bidder. The contract will be awarded to the lowest financial bid of the technically qualified bidders (bidders scoring 70% or more in the technical evaluation)

3.3.4.1 Technical Evaluation

The technical evaluation of the bid shall be according to the criteria given in Annexure V. All compliance certificates need to be submitted with the technical bid along with all lists and other requirements with proofs.

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3.3.4.2 Financial Evaluation

The financial evaluation of the bid shall be according to the financial evaluation I as given in Annexure IV. Incomplete bids shall stand rejected.

3.3.5 Redressal of Grievances

1. The Procuring Agency shall constitute a committee, according to Rule 67 of Punjab Procurements Rules 2014, comprising odd number of persons, with proper powers and authorizations, to address the complaints of bidders that may occur during the procurement process. 2. Any bidder feeling aggrieved by any act of the Procuring Agency after the submission of their bid may lodge a written complaint concerning his grievances till the award / signing of procurement contract by the Procuring Agency. 3. The committee shall investigate and decide upon the complaint within fifteen (15) days of the receipt of the complaint but prior to the entry into force of the procurement contract. 4. Mere fact of lodging of a complaint shall not warrant suspension of the procurement process.

3.4 Joint Venture

Bids submitted by a joint venture/ Association of two (2) or more firms shall comply with the following requirements:

1. The bid and in case of a successful bid, the Form of Contract Agreement shall be signed so as to be legally binding on all partners; 2. One of the joint venture partners shall be nominated as being in charge; and this authorization shall be evidenced by submitting a power of attorney signed by legally authorized signatories of all the joint venture partners; 3. The partner-in-charge shall always be duly authorized to deal with the Employer regarding all matters related with and/or incidental to the execution of Works as per the terms and Conditions of Contract and in this regard to incur any and all liabilities, receive instructions, give binding undertakings and receive payments on behalf of the joint venture; 4. All partners of the joint venture shall at all times and under all circumstances be liable jointly and severally for the execution of the Contract in accordance with the Contract terms and a statement to this effect shall be included in the authorization mentioned under Sub-Para (b) above. 5. A copy of the agreement entered into by the joint venture partners shall be submitted with the bid stating the conditions under which it will function, its period of duration, the persons authorized to Page | 8 Specialized Healthcare & Medical Education Department Government of the Punjab

Outsourcing of Janitorial Services in Tertiary Hospitals

represent and obligate it and which persons will be directly responsible for due performance of the Contract and can give valid receipts on behalf of the joint venture, the proportionate participation of the several firms forming the joint venture, and any other information necessary to permit a full appraisal of its functioning. No amendments / modifications whatsoever in the joint venture agreement shall be agreed to between the joint venture partners without prior written consent of the Employer. 6. One firm can submit one bid only along with a Joint Venture,

4 GENERAL CONDITIONS OF CONTRACT

4.1 Approach and Methodology

The Bidder shall explain his plan for performing the janitorial services as per the terms of the references and overall scope of this document. Use Annexure VII to provide detailed approach and methodology.

4.2 Roles and Responsibilities

4.2.1 Primary Responsibilities of the Firm

1. The service provider shall be responsible for maintaining a completely clean and pleasant hospital premises including but not limited to emergency, outdoor building(s), operation theaters, corridors, admin block, lawns, sewers and all uncovered areas including entrance road, staff offices, wards and any other area as required by the Procuring Agency. 2. The service provider shall provide cleaning services 24 hours per day, 365 days per year as per the requirement set out in the Service Specific Specifications and Annexure II relevant to the delivery of desired cleaning services. 3. The firm must abide by the prevailing labour laws including but not limited to Minimum wages, social security and EOBI. The Procuring Agency reserves the right to seek proof if the same is being paid to the janitors, the failure of which can lead to the Termination of the Contract. 4. The firm must provide uniform-kits, shoes, identification cards, personal protective equipment etc. to its entire staff deployed at the hospitals and ensure proper maintenance of it. Each uniform set will comprise of grey shirt and loose grey trousers for male sweepers and grey shalwar qameez with dupatta for female sweepers. All staff would be required to be in clean uniform at all times. 5. Ensure 100% staff attendance, required as per contract. 6. Provide the required equipment mentioned in Annexure III. The successful bidder shall have to make all this equipment physically available in the hospital before starting the work and these should always remain in working condition during the period of contract.

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7. Waste management according to the hospitals waste management rules 2014 and other SOPs as communicated by the Procuring Agency. 8. The service provider shall develop and implement a maintenance plan for cleaning all types of surfaces, consistent with the manufacturer’s maintenance recommendations or internationally accepted cleaning industry standards to extend the life of the surfaces through extensive periodic and restorative cleaning processes. 9. Biometric machine and android application for time recording by janitors and supervisors will be installed by the service provider. 10. The service provider will ensure that the no smoking environment rules in the hospital are respected. Violations will attract a fine of at least Rs. 1500 for each violation. 11. No materials or methods that are environmentally unfriendly may be used 12. In case of absence of a janitor or supervisor from duty, the service provider shall be responsible for providing a replacement. In case such is not done a fine of RS.2000 will be imposed for each instance. 13. The service provider will be responsible for paying his employees in the institution in the first 5 days of every month. Such payment will not depend on the payments made by the institution to the service provider. The service provider will pay his employees from his own resources. Any protest or strike observed by the janitors etc. will be considered a breach of contract and a minimum fine of Rs. 5000 will be imposed for every incidence and will be doubled every 24 hours (Rs. 5000 for first 24 hours, Rs. 10,000 for 24 – 48 hours, Rs. 20,000 for 48 – 72 hours and so on). If the strike continues for more than 5 days, the process for termination of contract may be initiated after the generation of an official report by the designated authority. 14. The service provider shall ensure that no member of the staff takes financial compensation or benefit from the patients or their attendants of any sort. A minimum fine of Rs.5000 shall be levied for every instance of a proven or reportedly correct complaint of the same. 15. The cleaning of the sewer lines up to the main Pipe shall be the responsibility of the service provider. 16. The service provider, after discussion with the Procuring Agency/ Hospital management, shall employ female staff in areas where female patients are treated, and male staff where male patients are treated. Male staff shall be made available in labor intensive areas like corridors and outer areas etc. 17. The Supervisors shall be employed by the service provider for 24 hours as per requirements of the Procuring Agency/ Hospital administration. These supervisors are to perform the following roles:

4.2.2 Responsibilities of Supervisor(s)

1. Responsible for overall cleanliness / maintenance of the Hospital premises. 2. Act as an interface between the Client, Janitorial staff and the facility/ facilities staff. 3. Maintaining duly signed electronic daily audit sheets and complaint registers to record requests and feedback from the client from time to time and appropriate actions taken. 4. Coordinate any kind of transfers / relocations of the janitorial staff and the same shall also be reported to the Client. Page | 10 Specialized Healthcare & Medical Education Department Government of the Punjab

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5. Responsible for the turnout of the entire janitorial staff. 6. Decide the workload and janitorial staff deployment on a daily basis. 7. Determine and coordinate all the work schedules for all janitorial staff. 8. Maintain attendance for all the janitorial staff. 9. Ensuring presence of the janitorial staff at their respective stations and the completion and compliance of the various duties assigned to them. 10. Help induce a sense of responsibility, discipline and hygiene in all janitorial staff. 11. Ensure that all staff deployed for waste collection duties understand practices regarding waste collection for infection control including proper segregation, labeling, packaging (as per HWM rules 2014) and weight recording at collection and submission at the infectious waste room / temporary storage point. 12. Help the service provider in submitting the required reporting forms. 13. Maintain electronic inventory of the disposables and issue the same according to the needs in collaboration with the client/ hospital administration.

4.3 Responsibilities of the Client

1. Facilitate the service provider in smooth provision of services. 2. Periodical performance monitoring of the service provider. 3. Timely payment of service provider invoices after generation of monthly report. 4. Provide office space/ storage for inventory and machinery and miscellaneous tasks by the Service Provider

4.4 Materials

1. The bidder, after surveying the Hospital, should propose the quantities and brands of the disposables as required in Annexure I of this document in the Methodology for Services (Annexure VII). The price of all disposables should be in-built in the financial quote per meter sq. (Annexure IV). However, if excess material is required to maintain the standard of cleanliness, the cost of the same shall be adjusted as per allowed variations. All material should be of acceptable quality of standard brands. The client/ Hospital administration reserves the right to get the brand changed if substandard material is being used without any increase in cost. 2. Service provider will store the materials of the required brands along with all required machinery in the store of the hospital and maintain electronic inventory at all times as agreed by the hospital administration. 3. Supervisor nominated by the service provider will indent the material on daily basis after approval by the authorized officer / Deputy Medical Superintendent. 4. Material will be inspected by the Inspection Committee (defined by the client & service provider), nominated for the purpose, prior to depositing into the store. Page | 11 Specialized Healthcare & Medical Education Department Government of the Punjab

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5. Materials should be deposited on the 27th of each month in the hospital store. 6. Authorized officer/ Deputy Medical Superintendent will sign the indent and will verify the stock register on daily basis. It will be the responsibility of the Service Provider to maintain the stock register, get the stock inspected and the inspection committee will verify it in time.

4.5 General Guidelines

1. In the event of any illness/ injuries resulting from any accident to their staff, the service provider shall take all responsibility for the same and provide necessary compensation towards medical care and meeting all medical expenses incurred for the same. 2. In case of any labor disputes regarding their employees, resolve the same at the earliest to ensure scheduled work is completed satisfactorily and on time. 3. No employer – employee relationship between hospital staff and facility management staff shall be maintained. 4. Ensure that all staff assigned to the hospital be adequately immunized against all types of communicable diseases and periodically monitored through health check-ups. 5. The services provider shall provide the names, address, age and a fresh medical certificate of the workers to be deployed at the Hospital well in advance (a week). 6. The age limit of the provided staff shall be in the following range: i. Sweepers – 18 to 40 ii. Supervisors – 25 to 45 7. Working hours of janitorial staff and supervisors will be shift Wise divided into three shifts per day (8 hour shift)

4.6 Performance Specifications

A) Cleaning Schedule

All functional areas in the hospital have been assigned one of three risk areas based on below mentioned criteria:

1. The risk of infection to patients. 2. Occupational health and safety risk to staff and visitors 3. Aesthetics e.g. reception areas, grounds 4. Value for money

The risk category shall determine cleaning frequencies as mentioned below under the cleaning schedule:

Table 11.1: Categorization of Risk Page | 12 Specialized Healthcare & Medical Education Department Government of the Punjab

Outsourcing of Janitorial Services in Tertiary Hospitals

Category Status Functional Areas included Emergency – Surgica l and Medical I solation Rooms 1 High Risk Dialysis Unit

Operation Theater Labor Rooms Wards (those inside an OPD building) Pharmacy – OPD & Emergency

L aboratories, including Pathology M ortuary 2 Moderate Risk R adiology O PD, including treatment rooms & clinical consultation rooms

Patient washrooms Corridors Waiting Areas Stairs / Ramps A dministrative areas Stores 3 Low Risk

Record storage and archives External areas Staff Changing Rooms

Each janitor will be required to perform his duty in the assigned work area with following minimum frequency of cleaning1 against each element’s Service Standards and Requirements mentioned in Annexure II.

Table 11.2: Minimum Frequency of the Cleaning

No. Moderate Element High Risk Low Risk Risk

Overall 1 n/a n/a n/a appearance

2 O dour Control n/a n/a n/a

1 Apart from the cleaning schedule mentioned above, cleaning services should be provided by the service provider as and when needed or as directed by the Hospital authorities from time to time.

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No. Moderate Element High Risk Low Risk Risk

Commodes, Clean contact points Clean contact 2 weighing scales, each use, 1 full clean points each use, 1

manual handling daily & between full clean daily & 3 equipment patient use between patient use n/a

1 full clean daily 1 full clean Patient and between patient daily and washbowls 4 use between patient n/a

use

1 full clean Bedside oxygen 1 full clean daily daily and and suction and between 5 between n/a connectors patient use patient use

1 full clean daily 1 full clean and between patient daily and 6 Patient Fans use between patient n/a use 1 full clean weekly 1 full clean 7 Drug trolley n/a weekly

2 full cleans daily, 4 full cleans daily, dust dust control as control as required, 1 required, 1 machine 8 Entrance / Exit machine clean weekly clean weekly n/a

2 full cleans daily, 2 full cleans daily, dust dust control as control as required, 1 required, 1 machine Stairs (internal and machine clean weekly 9 external) clean weekly n/a

3 full clean daily 1 full clean 10 External areas n/a daily

2 Full Clean – is where all aspects of the element are fully cleaned on each occasion in accordance with a documented specification

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No. Moderate Element High Risk Low Risk Risk

Switches, sockets 1 full clean 11 and data points 1 full clean daily 1 full clean daily daily

Check clean daily Check clean daily Check clean daily and and 1 full clean and 1 full clean 1 full clean weekly 12 Walls weekly weekly

Wash every third 1 Full clean year or replace as 1 Full clean weekly 13 Ceiling weekly required

1 full clean daily 2 full clean daily and and check clean as 1 full clean check clean as required 14 All doors required weekly

All internal Check clean daily Check clean daily and glass and and 1 full clean 1 full clean 1 full clean weekly 15 glazing weekly weekly

All external 1 full clean every 1 full clean every 16 glass and glazing 1 full clean yearly second year third year

1 full clean daily 1 full clean daily 1 full clean daily and and check clean as and check clean as check clean as required 17 Mirrors required required

18 Ventilation grilles, 1 full clean weekly 1 full clean weekly 1 full clean weekly extracts and inlets

5 full cleans daily, 1 check 1 full clean weekly, 1 full clean daily, 1 clean daily dust control as 1 check clean daily, dust control required, machine clean machine clean 19 daily,machine clean Floor -polished weekly quarterly monthly

5 full cleans daily, 1 check 1 full clean weekly, clean daily dust control as 1 full clean daily, 1 check clean daily,

required, machine clean machine clean machine clean 20 Floor - Non-slip weekly monthly quarterly

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No. Moderate Element High Risk Low Risk Risk

1 check clean Electrical items, e.g. 1 check clean daily and 1 1 check clean daily weekly and 1 full 21 overhead lights full clean monthly and 1 full clean clean monthly monthly 1 full clean and 1 check 22 Chairs clean daily 1 full clean daily 1 full clean weekly

Bedframe, including all Bedframe, including component parts daily, all component parts mattresses weekly and on daily, mattresses

discharge, total full weekly and on

Beds/ 23 clean on discharge discharge, total full n/a Trolleys clean on discharge

/Mattresses

1 check clean daily Lockers/Ward 1 full clean daily and 1 full clean robes/ Drawers 24 weekly n/a

1 check clean daily Tables / Bed 1 full clean daily and 1 full clean 25 n/a tables weekly

1 full clean daily 1 full clean 1 full clean daily All dispensers / and daily as daily and daily and daily as 26 holders required as required required

1 full clean daily and 27 Waste 1 check clean daily 1 full clean 1 full clean receptacles/bins and 1 deep clean daily and 1 deep weekly and deep weekly clean weekly clean monthly

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No. Moderate Element High Risk Low Risk Risk

Daily check system Daily check system in Daily check system 28 Wash Basins in operation to operation to include 3 in operation to include 3 full full cleans and 2 check include 3 full cleans and 2 check cleans cleans and 2 check cleans cleans

Daily check system Daily check system in Daily check system 29 Toilets / Urinals in operation to operation to include 4 in operation to /Bidet include 3 full full cleans and 2 check include 3 full cleans and 2 check cleans cleans and 2 check cleans cleans

Computers / Telephones / 1 full clean daily 1 full clean 1 full clean 31 Office Equipment daily weekly

1 full clean and 1 Dirty Utility / 1 full clean 1 full clean daily 32 check clean daily Sluice Room daily

Bedframe, including all Bedframe, including component parts daily, all component parts mattresses weekly and on daily, mattresses

discharge, total full weekly and on

Beds/ 23 clean on discharge discharge, total full n/a Trolleys clean on discharge /Mattresses

1 check clean daily Lockers/Ward 1 full clean daily and 1 full clean 24 robes/ Drawers n/a weekly

1 check clean daily Tables / Bed 1 full clean daily and 1 full clean 25 n/a tables weekly

1 full clean daily 1 full clean 1 full clean daily All dispensers / and daily as daily and daily and daily as 26 holders required as required required

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No. Moderate Element High Risk Low Risk Risk

1 full clean daily and 27 Waste 1 check clean daily 1 full clean 1 full clean receptacles/bins and 1 deep clean daily and 1 deep weekly and deep weekly clean weekly clean monthly

Computers / Telephones / 1 full clean daily 1 full clean 1 full clean 31 Office Equipment daily weekly

1 full clean and 1 Dirty Utility / 1 full clean 1 full clean daily 32 check clean daily Sluice Room daily

Bedframe, including all Bedframe, including component parts daily, all component parts mattresses weekly and on daily, mattresses

discharge, total full weekly and on

Beds/ 23 clean on discharge discharge, total full n/a Trolleys clean on discharge

/Mattresses

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4.7.1 Monitoring, Evaluation and Corrective Plan

The service provider’s performance will be monitored on a daily basis by the assigned Focal Person. An appropriate senior member, ideally DMS/AMS Infection Control will be assigned as the focal person for this task. On any one of the seven days of a week, the Focal Person will score cleanliness as per the weekly cleaning review sheet given in Annexure II. In addition, the Focal Person will also crosscheck each washroom’s toilets and compare its fixtures against the handing over list of fixtures.

After every visit an overall percentage score will be calculated for each risk category. This score will be an average of the individual percentages of each indicator area. For example, for High Risk, overall percentage cleanliness will be calculated as:

Table 11.3: Scoring Against Risk Category

High Risk Area Score obtained Percentage Score Isolation Room (3+3+3+3+3+3)/24 = 18/24 75% Dialysis Unit (4+4+4+4+4+4)/24 = 24/24 100% Medical Emergency (3+3+3+3+3+3)/24 = 18/24 75% Surgical Emergency (3+3+3+3+3+3)/24 = 18/24 75% Operation Theater (3+3+3)/12 = 9/12 75% Labor Rooms (2+2+2+2+2)/20 = 10/20 50% Average Score 75%

Every time an area is found to be below 80% it will be given the following time for corrective action.

Risk Category Time Frame for Corrective Action High Risk Area 1 hours of reporting of problem to the service provider M oderate Risk Area 3 hours of reporting of problem to the service provider L ow Risk Area 6 hours of reporting of problem to the service provider

The focal person will visit the site once again after the stipulated time and in case the identified problem is not corrected; the following fines will be imposed right away.

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4.7.2 Penalties

In case of inability to address identified problem by focal person within the allotted times, the focal person will hand out the following fines immediately:

Table 11.4: Daily Penalty Criteria

Risk Category Fine High Risk Area Rs. 2500 M oderate Risk Area Rs. 1 500 L ow Risk Area Rs. 1000

Once all areas are scored, their scores will be scaled with respect to their risk category using the following weights and an overall weekly score will be obtained.

Table 11.5: Weekly Penalty Imposition Criteria

Risk Category Weightage High risk 50% Moderate risk 30% Low risk 20%

i. For examples, using the already obtained 75% in High Risk category, if a certain hospital receives 67% in Moderate Risk category and 80% in Low Risk category, it will obtain an overall score of 75% x 0.5 + 67% x 0.3 + 80% x 0.2 = (37.5 + 20+16)% = 73.5% ii. This will be the overall score for this week’s performance. Averaging all weekly performances of the month, a monthly score will be calculated. iii. Service providers will be expected to maintain an average minimum score of 80% as well as 80% in each respective category at all times. If the service provider scores less than 80% in the monthly score, another fine worth Rs. 2500 will be placed. If this continues for another month, the second month’s fine will be doubled to Rs. 5000 and then doubled again to Rs. 10,000. iv. After a month of score below 80%, the monthly score is not restored to 80% the following month, punitive action may be taken against the service provider including financial penalties, suspension or cancellation of the contract.

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4.8 Termination of the Agreement

a) Without prejudice to any other available rights / remedies, the Hospital shall have the right to terminate this agreement at its option for any reason specifically provided hereunder or otherwise in case of any breach of this agreement by Service Provider. b) The performance of services by the Service Provider under this agreement shall remain under observation during the whole period of the agreement, in case the services are found non satisfactory, below the specified standard or nonperformance due to strike of the Service Provider staff / manpower, this contract shall be terminated by the Hospital at any time with immediate effect] c) In such events e.g. nonperformance due to strike or violation of contract, the Service Provider shall be BLACKLISTED as per the prevailing PPRA rules and performance security will be encashed or the cleaning equipment may be confiscated (cost of whichever is higher) d) Notwithstanding anything contained in this agreement, each party shall have the right to terminate this agreement upon 180 days’ written notice to the other party and upon written/ recorded reasons for the same. e) The Procuring Agency shall be entitled to terminate this agreement forthwith at any time upon serving notice in the event of misconduct either on the part of the Service Provider or its employees or nonperformance of responsibilities and services by the Service Provider. f) The termination shall be without prejudice to the acquired rights and liabilities of either party prior to termination.

4.9. Renewal of Contract a) The contract will be signed between the hospital and the service provider for a period of three years with annual renewal. The prices shall be locked for the same period (3 years). The annual renewal shall be based on the following (not limited to) conditions: 1. Performance review of the service provider 2. Approval of the Board of Management 3. Mutual consent of both parties 4. Approval of budget for the services 5. Renewal of the performance security by the service provider

5 SPECIAL CONDITIONS OF CONTRACT

1. The service provider shall be liable to pay compensation for any loss and damage caused to the property of the Procuring Agency or its patients by the Service Provider or its workers. The Service Provider can also partner with an insurance company that will pay to compensate for the damage on behalf on the Service Provider. Page | 21 Specialized Healthcare & Medical Education Department Government of the Punjab

Outsourcing of Janitorial Services in Tertiary Hospitals 2. The Service Provider shall be fully responsible for safekeeping all the bathroom fittings and fixtures throughout the contract period. The current state of each bathroom will be recorded at the time of handing over and signed off by both parties to be maintained at that level at all times. 3. The Service Provider shall be entirely responsible for the conduct of its staff and in case of any complaint against any staff, Service Provider will be under obligation to take necessary action to replace any staff (under the clause of persona non grata) when instructed in writing by the Focal Officer appointed by the client. The Service Provider shall observe all the laws and will responsible for any prosecution or liability rising from breach of labor laws & HWM rules 2014. The Client shall not be responsible for any such action with regard to staff on the rolls of the Service Provider whatsoever. 4. In such circumstances when the service provider is unable to provide the required services, the client has the right to withhold payment and procure the services of any other service provider for the same financial amount.

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ANNEXURES

ANNEXURE – I

Necessary Cleaning Supplies

S. No. Cleaning Supplies Required

1 Brooms 2 Buckets 3 Furniture dusters 4 Toilet cleaning agents 5 Hand wash liquid 6 Hand sanitizer liquid 7 6 Air freshener 8 Floor cleaning towels 9 Kitchen cleaning towels 10 Disposable hand wash paper-towels 11 Floor polishes 12 Wipers 13 Brushes 14 Floor mops 15 Vim 16 Liquid Bleach 17 Phenyl (ordinary) 18 Phenyl (balls) 19 Sweep acid

(Any other material deemed necessary for the purpose of maintaining cleanliness should be added to the list by the Hospital)

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Outsourcing of Janitorial Services in Tertiary Hospitals ANNEXURE – II

Weekly Cleaning Review Sheet

Cleaning Review Sheet Name of designated hospital staff Date 1 2 3 4

CLEANLINESS Very Dirty Dirty Acceptable Clean Isolation Room Functional Risk Category High

Floor More than quarter of the Less than quarter of the Less than quarter of the Floor is clean, free of dust and dry floor is dusty or wet floor is dusty or wet AND floor is dusty or wet AND AND OR No litter More than 2 pieces of litter 1-2 pieces of litter No litter Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Bed sheets/Macintosh More than 1 bed sheets in More than 1 bed sheets in bed sheets in the room is All bed sheets are clean and the room are dirty the room are dirty (leftovers dirty present (1 or more big stains or 3 of food/medicine leaflets) (1 or more big stains or 3 small stains of blood, vomit, small stains of blood, vomit, motion,) motion, or leftovers of food/medicine leaflets) Side tables More than 2 side tables are 2 side tables are dusty 1 side table is dusty All side tables are clean dusty

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Atmosphere Bad smell Bad smell No smell No smell AND OR OR

Dialysis Unit Functional Risk Category High

Floor More than quarter of the Less than quarter of the Less than quarter of the Floor is clean, free of dust and dry floor is dusty or wet floor is dusty or wet AND floor is dusty or wet AND AND OR No litter More than 2 pieces of litter 1-2 pieces of litter No litter Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans All fans are clean are dusty dusty are dusty Bed sheets/Macintosh More than 1 bed sheets in More than 1 bed sheets in bed sheets in the room is All bed sheets are clean and the room are dirty the room are dirty dirty present (1 or more big stains or 3 (left overs of food/medicine (1 or more big stains or 3 small stains of blood, vomit, leaflets) small stains of blood, vomit, motion,) motion, or left overs of food/medicine leaflets) Side tables More than 2 side tables are 2 side tables are dusty 1 side table is dusty All side tables are clean dusty Atmosphere Bad smell Bad smell No smell No smell

Medical Emergency Functional Risk Category High

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Outsourcing of Janitorial Services in Tertiary Hospitals

Floor More than half of the floor Quarter to half of the floor Less than quarter of the Floor is clean and dry is dusty or wet is dusty or wet floor is dusty or wet No litter OR OR OR More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Bed sheets/Macintosh More than 1 bed sheets in More than 1 bed sheets in bed sheets in the room is All bed sheets are clean and the room are dirty the room are dirty dirty present (1 or more big stains or 3 (left overs of food/medicine (1 or more big stains or 3 small stains of blood, vomit, leaflets) small stains of blood, vomit, motion,) motion, or left overs of food/medicine leaflets) Side tables More than 2 side tables 2 side tables are dusty 1 side table is dusty All side tables are clean are dusty Atmosphere Bad smell Bad smell No smell No smell

Surgical Emergency Functional Risk Category High

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Outsourcing of Janitorial Services in Tertiary Hospitals

Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Bed sheets/Macintosh More than 1 bed sheets in More than 1 bed sheets in bed sheets in the room is All bed sheets are clean and the room are dirty the room are dirty dirty present (1 or more big stains or 3 (left overs of food/medicine (1 or more big stains or 3 small stains of blood, vomit, leaflets) small stains of blood, vomit, motion,) motion, or left overs of food/medicine leaflets) Side tables More than 2 side tables 2 side tables are dusty 1 side table is dusty All side tables are clean are dusty Atmosphere Bad smell Bad smell No smell No smell

Operation Theater Functional Risk Category High

Floor Blood spillage Blood spillage Only dust No trace of blood, medical waste or (observe when no AND OR dust operation is underway) Medical waste Medical waste Operation table (observe Heavily stained Lightly stained Very slightly stained No stains when no operation is (1 big stain or 4-5 small (3 to 4 small stains) (1 to 2 stains) underway) stains) Atmosphere Bad smell Bad smell No smell No smell Labor Room Functional Risk Category High

Floor Blood spillage AND Medical Blood spillage OR Medical Only dust No trace of blood, medical waste or waste waste dust

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Outsourcing of Janitorial Services in Tertiary Hospitals

Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Bed sheets/Macintosh More than 1 bed sheets in the More than 1 bed sheets in the bed sheets in the room is All bed sheets are clean and room are dirty room are dirty dirty present (1 or more big stains or 3 (left overs of food/medicine (1 or more big stains or 3 small stains of blood, vomit, leaflets) small stains of blood, vomit, motion,) motion, or left overs of food/medicine leaflets) Atmosphere Bad smell Bad smell No smell No smell Wards/OPD rooms Functional Risk Category High

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean, free of dust and dry dusty or wet dusty or wet floor is dusty or wet AND OR OR OR No litter More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Bed sheets/Macintosh More than 1 bed sheets in the More than 1 bed sheets in the bed sheets in the room is All bed sheets are clean and room are dirty room are dirty (leftovers of dirty present (1 or more big stains or 3 food/medicine leaflets) (1 or more big stains or 3 small stains of blood, vomit, small stains of blood, vomit, motion, or leftovers of

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motion) food/medicine leaflets)

Side tables More than 2 side tables are 2 side tables are dusty 1 side table is dusty All side tables are clean dusty Atmosphere Bad smell Bad smell No smell No smell Pharmacy Functional Risk Category Moderate

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the floor is Floor is clean, free of dust and dry dusty or wet dusty or wet dusty or wet AND OR OR OR No litter More than 5 pieces of litter 3-5 pieces of litter 1-2pieces of litter Pharmacy counter More than half the counter is Quarter of the counter is Less than quarter of the Counter is free of dust and dry dusty dusty counter is dusty Windows and vents More than half the windows Quarter to half windows and Less than quarter windows All windows and vents are clean (glass, net and window and vents are dusty vents are dusty and vents are dusty sill) Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Atmosphere Bad smell Bad smell No smell No smell Pathology Lab Functional Risk Category Moderate

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More than 3 pieces of litter 1-2 pieces of litter No litter

Work counter More than a quarter of the 1 square foot on the counter is Dust is visible in small Counter is free of dust and dry counter is dusty dusty patches but less than 1 square foot area AND OR OR OR No materials are spilled Materials spilled over more Materials spilled over 1 than a quarter of the counter square foot of the counter Materials are spilled at 1-2 places leaving very small marks Equipment More than 3 pieces of 2-3 pieces of equipment are 1 piece of equipment is No piece of equipment is dusty equipment are dusty or have dusty or has grime settled on it dusty grime settled on them AND AND No piece has grime settled on it No piece has grime settled on it Windows and vents More than half the windows Quarter to half windows and Less than quarter windows All windows and vents are clean (glass, net and window and vents are dusty vents are dusty and vents are dusty sill) Fans More than half of the fans Quarter to half fans are Less than one-fourth fans All fans are clean are dusty dusty are dusty Air conditioners More than half of the vents One quarter of the vents and the Some dust on one AC No dust on the AC and the outside shell of one outside shell of one AC is dusty AC is dusty Atmosphere Bad smell Bad smell No smell No smell

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Radiology Lab Functional Risk Category Moderate

Floor More than a one third of the Quarter to one third of the Less than quarter of the floor is Floor is clean, free of dust and dry floor is dusty or wet floor is dusty or wet dusty or wet AND OR OR OR No litter More than 3 pieces of litter 1-2 pieces of litter No litter Work counter More than a quarter of the 1 square foot on the counter is Dust is visible in small Counter is free of dust and dry counter is dusty dusty patches but less than 1 square foot area AND OR OR OR No materials are spilled Materials spilled over more Materials spilled over 1 than a quarter of the counter square foot of the counter Materials are spilled at 1-2 places leaving very small marks X-ray machine Looks overall dusty Has some dust Appears clean and dust-free Appears clean and dust-free

OR OR AND AND

Has old layers of dust Has some areas of gathered Has some areas of gathered No layers of old dust settled on it dust dust Equipment More than 3 pieces of 2-3 pieces of equipment are 1 piece of equipment is No piece of equipment is dusty equipment are dusty or have dusty or has grime settled on it dusty grime settled on them AND AND No piece has grime settled on it No piece has grime settled on it

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Windows and vents More than half the windows Quarter to half windows and Less than quarter windows All windows and vents are clean (glass, net and window and vents are dusty vents are dusty and vents are dusty sill) Fans More than half of the fans Quarter to half fans are Less than one-fourth fans All fans are clean are dusty dusty are dusty Air conditioners More than half of the vents One quarter of the vents and the Some dust on one AC No dust on the AC and the outside shell of one outside shell of one AC is dusty AC is dusty Atmosphere Bad smell Bad smell No smell No smell Patient washroom Functional Risk Category Moderate

Floor (cubicle) More than half of the floor Quarter to half of the floor Less than quarter of the Floor is clean and dry (no sign of is wet, dusty or littered is wet, dusty or littered floor is wet, dusty or littered wetness, dust or litter) Toilet (cubicle) Feet place/commode dirty Feet place/commode dirty Feet place/commode clean Feet place/commode clean AND OR AND Inside of toilet clean Inside of toilet dirty Inside of toilet dirty Inside of toilet clean Flush (tanky) clean AND Flush (tanky) is dirty Wash basin Tap and Sink are dirty Tap and Sink aredirty (spots) Tap and Sink aredirty (spots) Tap and Sink are clean (washroom) (drainage blocked) OR AND AND AND No soap Soap present Soap present No soap Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty

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Atmosphere Bad smell Bad smell No smell Pleasant smell (washroom) OR AND OR AND No bulb installed Bulbs installed Bulbs installed Bulbs installed Waiting area Functional Risk Category Moderate

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean and dry dusty or wet dusty or wet floor is dusty or wet No litter OR OR OR More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter (including cigarette butts or bird excreta) Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Furniture More than half the seats Quarter to half of the seats are Less than quarter seats are All seats are clean are dusty dusty dusty Atmosphere Bad smell Bad smell No smell Pleasant smell AND OR AND AND Mosquitoes or houseflies Mosquitoes or houseflies No mosquitoes or houseflies No mosquitoes and houseflies flying around Corridor Functional Risk Category Moderate

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean and dry dusty or wet dusty or wet floor is dusty or wet No litter AND OR OR Spit marks 4-6 pieces of litter 1-3 pieces of litter OR More than 6 pieces of litter (including cigarette butts or

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bird excretes)

Stairs Floor is dusty Floor is dusty Floor is not dusty Floor is clean and dry AND OR AND No litter Spit marks 4-6 pieces of litter 1-3 pieces of litter OR More than 6 pieces of litter (including cigarette butts or bird excreta) Handrails of stairwells More than half of the Quarter to half of the Less than quarter of the Handrail is free of dust handrail is dusty handrail is dusty handrail is dusty Ramp Floor is dusty Floor is dusty Floor is not dusty Floor is clean and dry AND OR AND No litter Spit marks 4-6 pieces of litter 1 -3 pieces of litter OR More than 6 pieces of litter

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(including cigarette butts or bird excreta) Mortuary Functional Risk Category Moderate

Floor Blood spillage Blood spillage Only dust No trace of blood, medical waste or AND OR dust Medical waste Medical waste Table Heavily stained Lightly stained Very slightly stained No stains (1 or more big stains or 5 or (3 to 4 small stains) (1 to 2 stains) more small stains) Windows and vents (glass, More than half the Quarter to half windows Less than quarter windows All windows and vents are clean net and window sill) windows and vents are and vents are dusty and vents are dusty dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Atmosphere Bad smell Bad smell No smell No smell Administrative Areas Functional Risk Category Low

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sill) dusty and vents are dusty and vents are dusty

Fans More than half of the fans are Quarter to half fans are Less than one-fourth fans are All fans are clean dusty dusty dusty Furniture More than half the Quarter to half of the Less than quarter of the All the furniture is clean (seats/tables/shelves) furniture is dusty furniture is dusty furniture is dusty Atmosphere Bad smell Bad smell No smell No smell Record Room Functional Risk Category Low

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean and dry No dusty or wet dusty or wet floor is dusty or wet litter OR OR OR More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter Windows and vents (glass, More than half the Quarter to half windows Less than quarter windows and All windows and vents are clean net and window sill) windows and vents are and vents are dusty vents are dusty dusty Fans More than half of the fans are Quarter to half fans are Less than one-fourth fans are All fans are clean dusty dusty dusty Furniture More than half the Quarter to half of the Less than quarter of the All the furniture is clean (seats/tables/shelves) furniture is dusty furniture is dusty furniture is dusty Atmosphere Bad smell Bad smell No smell No smell Storage Room Functional Risk Category Low

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean and dry dusty or wet dusty or wet floor is dusty or wet

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OR OR OR No litter More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Furniture More than half the Quarter to half of the Less than quarter of the All the furniture is clean (seats/tables/shelves) furniture is dusty furniture is dusty furniture is dusty Atmosphere Bad smell Bad smell No smell No smell Record Room Functional Risk Category Low

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean and dry dusty or wet dusty or wet floor is dusty or wet No litter OR OR OR More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Furniture More than half the Quarter to half of the Less than quarter of the All the furniture is clean (seats/tables/shelves) furniture is dusty furniture is dusty furniture is dusty Atmosphere Bad smell Bad smell No smell No smell

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Staff changing room Functional Risk Category Low

Floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean and dry dusty or wet dusty or wet floor is dusty or wet No litter OR OR OR More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter Windows and vents More than half the Quarter to half windows Less than quarter windows All windows and vents are clean (glass, net and window windows and vents are and vents are dusty and vents are dusty sill) dusty Fans More than half of the fans Quarter to half fans are Less than one-fourth fans are All fans are clean are dusty dusty dusty Furniture More than half the Quarter to half of the Less than quarter of the All the furniture is clean (seats/tables/shelves) furniture is dusty furniture is dusty furniture is dusty Atmosphere Bad smell Bad smell No smell No smell External areas Functional Risk Category Low

Hard floor More than half of the floor is Quarter to half of the floor is Less than quarter of the Floor is clean and dry dusty or wet dusty or wet floor is dusty or wet No litter OR OR OR More than 6 pieces of litter 4-6 pieces of litter 1-3 pieces of litter

(including cigarette butts or bird excreta) Lawns Fallen tree leaves are Litter in Fields Fallen tree leaves are strewn No Litter or Fallen Leaves in strewn all around the all around the trees Lawns trees and litter in trees

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Drains Two or more drains are One drain is choked No drain is choked No drains are choked choked OR AND AND OR Two drains have leaves One drain has leaves No drain has leaves gathered More than two open drains gathered inside gathered inside inside have leaves gathered inside

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Page | 40 Specialized Healthcare & Medical Education Department Government of the Punjab

ANNEXURE – III Required Equipment

Type Minimum

and numbers S. No. Name of Equipment for Mechanized Cleaning Model required

1 Floor cleaning and polishing machine

2 Ride on sweeping machine OR

Walk behind sweeping machine

Push sweeper 3

4 Scrubber dryer

5 Walk behind scrubber 6

6 Window glass cleaning kit 6 7 Waste Buckets as per requirements of the HWM rules 2014

8 Water sucking pump system

9 Pressure gun Note: Each hospital will fill the required equipment according to their area / requirement along with any other machinery that is required.

ANNEXURE –IV

FINANCIAL EVALUATION I

Offer – in PKR Sr. Description Inlc. Of all taxes & Contingencies

1 Monthly quoted amount per meter sq.

2 Yearly quoted amount per meter sq.

3 Total Monthly quoted amount for hospital

4 Total Yearly quoted amount for hospital

5 Total Janitors proposed

6 Total Supervisors proposed

7 2% Earnest Money

Number of Janitors proposed for the mentioned 1 Janitor for 1000 amount per sq. meter sq. meter Number of Supervisors proposed for the 1 Supervisor for mentioned amount per sq. meter 10,000 sq. meter

ANNEXURE – V

TECHNICAL EVALUATION

Max Sr.# Description Marks

Experience Record Three projects of similar nature (mechanized services offered in hospitals/ public 1 access buildings with covered area of 20,000 sq meters or more) and having 30 financial value of at least Rs. 5 million each.10 marks for each project 10 marks for each project

ANNEXURE – VI

Financial Capabilities

 20 Marks will be given in case average annual turnover for the last year is Rs.30 Million or more.

2  For Average Annual Turnover for the last year of less than Rs. 30 Million, but 20 not less than Rs. 15 Million, following weightage shall be used: 20x (B /30)

B= Average annual turnover for the last year.

Human Resource (Proposed Team)  Project Manager with experience in HR management/ Project management of at least 10 years or above (5 Marks). 20 3.  Two supervisors with minimum experience of 5 years each in similar capacity (5 marks for each supervisor)  Minimum of 100 Janitors with the firm (10 Marks) -10 Marks for 100 janitors Form of Performance Security

- For Janitors less than 100 but not less than 50, following weightage shall be used 10 x (C /100)

C= Number of the Janitors Methodology / Management Plan 30 4. The Bidder shall provide the details about how to plan and manage the services specific to the proposal (according to Annexure VII)

100 Total Marks …………………………. 20

To:

The Medical Superintendent,

Lady Willingdon Hospital,

Ravi Road, Lahore

PERFORMANCE SECURITY NO...... (the Guarantee)

We, [●]3, being the Guarantee issuing bank (the Issuing Bank) understand that [●] a company incorporated under the laws of [●] having its registered office located at [●] (the Service Provider) has been selected as the successful bidder following a tendering process for the Outsourcing of Janitorial Services for **Hospital Name**.

3Insert name of Issuing Bank;

Further, we understand that pursuant to such tender process, the Service Provider is required to provide **Hospital Name** with a performance bond equal to PKR ______(10% of annual quoted price of contract).

The above premised, We (the Issuing Bank) hereby undertake irrevocably and unconditionally to pay to **Hospital Name**, without any notice, reference or recourse to the Service Provider or to any other entity or without any recourse or reference to the Contract, any sum or sums (or any part thereof) equivalent in aggregate up to but not exceeding a maximum amount of:

PKR______

(The Guaranteed Amount) at sight and immediately, however not later than within five (5) business days from the date of receipt of the **Hospital Name** first written demand (the Demand) at the Issuing Bank’s offices located at [●], such Demand shall state that the Service Provider

is entitled to make a demand under the Guarantee and shall set out the total amounts demanded.

The Demand shall only be honoured by us, if it is made by and bears the signature of the Medical Superintendent of **Hospital Name**.

We, the Issuing Bank, shall unconditionally honour a Demand hereunder made in compliance with this Guarantee at sight and immediately on the date of receipt of your Demand, as stated earlier, and shall transfer the amount specified in the Demand to the

bank account, as notified in the Demand, in immediately available and freely transferable funds in the currency of this Guarantee, free and clear of and without any set-off or deduction for or on account of any present or future taxes, levies, imposts, duties, charges, fees, deductions or withholdings of any nature whatsoever and by whomsoever imposed.

This Guarantee shall come into force and shall become automatically effective upon the signing of the contract between **Hospital Name** and Service Provider.

After having come into force, this Guarantee and our obligations hereunder will expire on [Insert date and time] (the Guarantee Expiry Hard Date) (6-months after the expiry of the contract) provided that, in the event that the Hospital issues a Demand to the Issuing Bank on or immediately prior to the Guarantee Expiry Hard Date, the Issuing Bank shall honour that Demand.

Upon expiry, this Guarantee shall be returned to the Service Provider without undue delay. Multiple Demands may be made by **Hospital Name** under this Guarantee but our aggregate liability will be restricted up to the Guaranteed Amount.

We hereby agree that any part of the Contract may be amended, renewed, extended, modified, compromised, released or discharged by mutual agreement between **Hospital Name** and the Service Provider without in any way impairing or affecting our liabilities hereunder without notice to us and without the necessity for any additional endorsement, consent or guarantee by us.

This Guarantee for its validity period shall not be affected in any manner by any change in our constitution or of the Service Provider’s constitution or of their successors and

assignees and this Guarantee shall be legally valid, enforceable and binding on each of their successors and permitted assignees.

All references to any contract or other instruments are by way of reference only and shall not affect our obligations to make payment under the terms of this Guarantee.

**Hospital Name** may not assign / transfer or cause or permit to be assigned or transferred any of its rights, title, interests and benefits of this Guarantee without our prior written consent, which consent shall not be unreasonably withheld or delayed.

If one or more of the provisions of this Guarantee are held or found to be invalid, illegal, or unenforceable for any reason whatsoever, in any respect, any such invalidity, illegality, or unenforceability of any provision shall not affect the validity of the remaining provisions of this Guarantee.

We hereby declare and confirm that under our constitution and applicable laws and regulations, we have the necessary power and authority, and all necessary authorizations, approvals and consents thereunder to enter into, execute, deliver and perform the obligations we have undertaken under this Guarantee, which obligations are valid and

legally binding on and enforceable against us under the applicable laws and under the laws of the jurisdiction where this Guarantee is issued. Further, that the signatory (ies) to this Guarantee is/are our duly authorized officer(s) to execute this Guarantee.

**Signed by authorized signatory**

ANNEXURE-VII

DESCRIPTION OF APPROACH AND METHODOLOGY FOR PERFORMING THE SERVICES

The bidder shall explain the approach and methodology for performing the services under the following head

 Deployment of the Janitors along with their Job Description (10% of Marks)  Logistics Deployment Management Plan (20 % of Marks)  Available Equipment and Deployment Plan (20 % of Marks)  Proposed quantities and brands of Material to be used (10% of Marks)  Performance Monitoring of the Janitors (40% of the Marks)

ANNEXURE-VIII

Marks Sr.# Description Total Marks Obtained

(to be filled by procuring agency)

Experience Record

1 Project 1 Description: 30

Financial Value:

Project 2 Description:

Financial Value:

Project 3 Description:

Financial Value:

Financial Capabilities 2 20 Average Annual Turnover

Human Resource (Proposed Team)

20 3. Project Manager - Experience in years:

Supervisor 1 – Experience in years in Similar Capacity:

Supervisor 2 – Experience in years in Similar Capacity:

Number of Janitors with the Firm:

Methodology / Management Plan 30 4. The Bidder shall provide the details about how to plan and manage the services specific to the proposal (according to Annexure VII)

ANNEXURE-IX

Sr. Hospital Department Department Department name area – Square Timings meters 1. All areas excepting Indoor Block

NOTE: HOSPITAL NEEDS TO FILL ACCORDING TO REQUIREMENT

TENDER CHECKLIST

Documents S. # Tick Attached at DESCRIPTION Annexure Yes / No

1 Copies of Purchase / Work Orders (if any)

2 Copy of the Proprietor’s CNIC

3 Copy of Valid Tax Clearance Certificate

Affidavit regarding non-involvement in any 4 arbitration/ litigation with any government agency / department and not blacklisted as well.

List of satisfied customers along with their contact 5 numbers

Detailed specification / brochure by the 6 Manufacturer

7 Copy of Income Tax Registration certificate

8 Copy of Sales Tax Registrations certificate

Note: Bidders must fill-up above mentioned checklist / table and attach copies of required documents with proper annexures along with tender document.

BIDDERS INFORMATION

Name of Firm/Company

Complete Postal Address

Phone

Contact Person / Designation

Cell Number

E-Mail

Date of Submission / opening:

Fax Number

Receipt of tenders : 31-07-2017 till 11:00 AM

Opening of tenders : 31-07-2017 at 12:00 Noon

Venue : Lady Willingdon Hospital, Lahore.

BIDDING DOCUMENT for the procurement of Diet, Hospital infectious waste for incineration & Medical Gases,

for the year 2017-18

LADY WILLINGDON HOSPITAL, LAHORE

Ph. No. 042-37659001

ENSURE 100% THAT ALL THE RELEVANT DOCUMENTS IN THE BID HAVE BEEN PROPERLY ARRANGED, ATTACHED

AND SEQUENTIALLY NUMBERED FAILING WHICH THE OFFER MAY BE TREATED AS NON SERIOUS LIABLE

TO BE RECJECTED.

CHECK LIST

Please (√) on the relevant options below:

 Are all the documents in the bid are sequentially numbered?

Yes If Yes, Total number of pages in bid are NO.

Pages

 Have you attached a valid C.D.R. as bid security, as required in newspaper’s advertisement?

Yes If Yes, mention its page NO. NO.

 Have you attached a valid photocopy of CNIC of the authorized official of your company?

Yes If Yes, mention its page NO. NO.

 Have you attached a valid affidavit declaring that your firm had never been black listed by any of the Government institution/agency etc on account of breach of contract or malpractices or any other cause?

Yes If Yes, mention its page NO. NO.

 Is you firm/company registered with Federal Board of Revenue (FBR) for income tax and sales tax purpose?

Yes NO.

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 If your firm /company registered with FBR, have you attached valid Income tax and sales tax registration certificates duly issued by tax authorities?

Yes If Yes, mention its page NO. NO.

 Have you attached a list of Governmental institutions served along with the supply orders/award letters?

Yes If Yes, mention its page NO. NO.

 Are you manufacturer, authorized distributor, sole agent or any other, please specify your status with reference to the quoted product(s)?

Manufacturer Authorized distributor Sole agent Any other, please, specify

 If your are manufacturer, have you attached a valid manufacturing license from the competent authority?

Yes If Yes, mention its page NO. NO.

 If you are authorized distributor or sole agent of the manufacturer, have you attached a valid letter of authorization from the manufacturer?

Yes If Yes, mention its page NO. NO.

 Have you attached a valid certification like FDA, GMP, CE, ISO issued in favor of manufacturer?

Yes If Yes, mention its page NO. NO.

 Have you attached a valid certification like ISO or any other issued in favor authorized distributor or sole agent etc?

Yes If Yes, mention its page NO. NO.

 Is/are your offered product(s) registered with drug registration authority of Pakistan, if yes, and then have you attached a valid registration certificate duly issued by Government?

Yes If Yes, mention its page NO. NO.

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 Have you attached a valid drugs sales license duly issued by the Government?

Yes If Yes, mention its page NO. NO.

 Have you attached a certificate from your banker, issued in favor of your market credibility?

Yes If Yes, mention its page NO. NO.

 Have you attached last 3 years income tax and sales tax returns?

Yes If Yes, mention its page NO. NO.

 Have you attached last year audited financial statements duly audited by a chartered accountant?

Yes If Yes, mention its page NO. NO.

 Have you attached a list of your technical and marketing staff along with their particulars duly accompanied by the photocopies of their respective testimonials?

Yes If Yes, mention its page NO. NO.

 Have you provided the samples of the offered product(s) for the technical evaluation process?

Yes NO.

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A. Instructions to Bidders (ITB)

General Instructions:

1. Content of Bidding Document 1.1 The goods required, bidding procedures, and Contract terms are prescribed in the bidding documents. In addition to the Invitation for Bids, the bidding documents include:

(a) Instructions to Bidders (ITB); (b) General Conditions of Contract (GCC); (c) Special Conditions of Contract (SCC); (d) Schedule of Requirements; (e) Technical Specifications; (f) Contract Form; (g) Manufacturer’s Authorization Form; (h) Performance Guaranty Form; (i) Bid Form; and (j) Price Schedule.

1.2 The “Invitation for Bids” does not form part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Bidding Documents listed in 1.1 said Bidding Documents shall take precedence.

1.3 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect shall be at the Bidder’s risk and may result in the rejection of its bid.

2. Source of Funds 2.1 The Government of Punjab has allocated funds to the Lady Willingdon Hospital, Lahore for purchase of Medicine and other items under the relevant head of Account during the financial year 2017-18 (herein referred to as the “Procuring Agency”).

3. Eligible Bidders 3.1 This Invitation for Bids is open to all original Manufacturers/authorized Sole Agents of Foreign Principals in Pakistan for supply of goods.

3.2 The bidder must possess valid authorization from the Foreign Principal / Manufacturer and in case of Manufacturer; they should have a documentary proof to the effect that they are the original Manufacturer of the required goods.

3.3 Bidders should not be under a declaration of ineligibility for corrupt and fraudulent practices issued by any Government (Federal, Provincial), a local body or a public sector organization.

Note: Above clause No. 3.1 and 3.2 will not be applicable in case of Diet and Hospital infectious wase for incineration.

4. Eligible Goods and Services 4.1 All goods and related services to be supplied under the contract shall have their origin in eligible source Countries and all expenditures made under the contract shall be limited to such goods and services.

4.2 For the purpose of this clause, (a) the term “Goods” includes any Goods that are the subject of this Invitation for Bids and (b) the term “Services” includes related services such as transportation, insurance, after sale service, spare parts availability, etc. For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. Goods are produced when, through manufacturing or processing, or substantial and major

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assembly of components, a commercially recognized product is produced that is substantially different in basic characteristics or in purpose or utility from its components.

5. Cost of Bidding 5.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

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6. Clarification of Bidding Documents 6.1 A prospective Bidder requiring any clarification of the bidding documents may notify the Procuring Agency in writing at the Procuring Agency’s address indicated in the Invitation for Bids. The Procuring Agency shall respond in writing to any request for clarification of the bidding documents, which it receives not later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective Bidders that have received the bidding documents.

7. Amendment of Bidding Documents 7.1 At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment.

7.2 All prospective Bidders that have received the bidding documents shall be notified of the amendment in writing or by cable or by phone, and shall be binding on them.

7.3 In order to allow prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. Amendment notice to that effect shall be communicated in the same manner as the original invitation to bid.

8. Qualification and Disqualification of Bidders 8.1 In the absence of prequalification, the Procuring Agency shall determine to its satisfaction whether the Bidder that is selected as having submitted the lowest evaluated responsive bid is qualified to perform the Contract satisfactorily, in accordance with the criteria listed in ITB Clause 29.2.

8.2 The determination shall take into account the Bidder’s financial, technical, and production capabilities. I t shall be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, pursuant to ITB Clause 29.2, as well as such other information as the Procuring Agency deems necessary and appropriate.

8.3 An affirmative determination shall be a pre-requisite for Award of the Contract to the Bidder. A negative determination shall result in rejection of the Bidder’s bid, in which event the Procuring Agency shall proceed to the next lowest evaluated bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily.

8.4 The Procuring Agency, at any stage of the procurement proceedings, having credible reasons for or prima facie evidence of any defect in Supplier’s capacities may require the Suppliers to provide information concerning their professional, technical, financial, legal or managerial competence.

8.5 The Procuring Agency shall disqualify a Bidder if it finds, at any time, that the information submitted by him concerning his qualification as Supplier was false and materially inaccurate or incomplete.

8.6 Bidders that are found to consistently fail to provide satisfactory performances or are found to be indulging in corrupt or fraudulent practices shall be black listed.

9. Corrupt or Fraudulent Practices 9.1 The Procuring Agency requires that all Bidders/ Suppliers/ Contractors observe the highest standard of ethics during the procurement and execution of such Contracts. In pursuance of this policy, the Procuring Agency:

a. defines, for the purposes of this provision, the terms set forth below as follows:

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I. “corrupt practice” means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in Contract execution; and II. “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Procuring

Agency, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and

to deprive the Procuring Agency of the benefits of free and open competition;

b. shall reject a proposal for Award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract in question; shall declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a Contract.

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Preparation of Bids

10. Language of Bid

10.1 The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Procuring Agency shall be written in English. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in English, in which case, for purposes of interpretation of the Bid, the translation shall govern.

11. Documents Comprising the Bid

11.1 The bid prepared by the Bidder shall comprise the following components:

(a) A Bid Form and Price Schedule completed in accordance with ITB Clauses 12 and 13 (to be submitted along with financial proposal); (b) Documentary evidence established in accordance with ITB Clause 15 that the Bidder is eligible to bid and is qualified to perform the Contract if its bid is accepted;

(c) Documentary evidence established in accordance with ITB Clause 15 that the goods to be supplied by the Bidder are eligible goods and conform to the bidding documents.

12. Bid Form and Price Schedule

12.1 The Bidder shall complete the Bid Form and an appropriate Price Schedule furnished in the bidding documents (Annexure A Form), indicating the goods to be supplied, a brief description of the goods, specifications, taxes, quantity, and prices.

13. Bid Prices

13.1 The Bidder shall indicate on the Price Schedule the unit prices and total bid price of the goods, it proposes to supply under the Contract.

13.2 Form for Price Schedule is to be filled in very carefully, and should be typed. Any alteration/ correction must be initialed. Every page is to be signed and stamped at the bottom. Serial number/ bid number of the quoted item may be marked or highlighted with red/yellow marker.

13.3 The Bidder should quote the prices of goods according to the technical specifications. The specifications of goods, different from the demand of enquiry, shall straightway be rejected.

13.4 The Bidder is required to offer competitive price. All prices must include relevant taxes and duties, where applicable. If there is no mention of taxes, the offered/ quoted price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the GST or other taxes shall be passed on to the Procuring Agency.

13.5 Prices offered should be for the entire quantity demanded; partial quantity offers shall straightaway be rejected. Conditional offer shall also be considered as non-responsive Bidder.

13.6 While tendering your quotation, the present trend/ inflation in the rate of goods and services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained after the bid has been submitted.

14. Bid Currencies

14.1 Prices shall be quoted in Pak Rupees in case of free delivery basis (DDP).

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14.2 State Bank of Pakistan’s foreign currency selling rate will be considered from the date of opening of financial bid (Import Cases).

15. Documents Establishing Bidder’s Eligibility and Qualification

15.1 The Bidder shall furnish, as part of its technical bid, documents establishing the Bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted.

15.2 The documentary evidence of the Bidder’s eligibility to bid shall establish to the Procuring Agency’s satisfaction that the Bidder, at the time of submission of its bid, is an eligible as defined under ITB Clause 3.

15.3 The documentary evidence to be submitted in the Technical Proposal for the purposes of qualification and technical evaluation shall include:

(a) The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in case of Manufacturer, documentary proof to the effect that they are the original Manufacturer of the required goods shall be provided. (b) National Tax Number (NTN) and General Sales Tax Number (if applicable) with documentary proof shall have to be provided by each Bidder in the tender.

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(c) The Bidder/ Manufacturer shall submit an affidavit on legal stamp paper of Rs. 20/- that their firm has not been blacklisted in the past on any ground by any Government (Federal, Provincial), a local body or a public sector organization. On account of submission of false statement the Bidder shall be disqualified forthwith and subsequently black listed. (d) The Bidder should have minimum one-year experience in the market which will be counted from the date of Authorized Letter of Principal/Local Manufacturer. Similarly it is mandatory that the item to be quoted by the Bidder/ Manufacturer should have already been used in different public/ private Institution/ hospitals. Documentary proof shall have to be provided in this regard. (e) The Bidder is required to provide with the technical proposal the name of item(s), tender number and serial number in the exact manner as quoted in the financial proposals. (f) The Bidder must indicate the country of origin of the goods, capacity of production of the firm (in case of manufacturer), its financial status, necessary assurance of quality production, Certificate(s) for conformity with International standards of Quality (original or attested certification) and list of qualified (attested degrees or certification) technical persons along with qualification and trainings (including details of CNIC), payroll details of staff, list of main service, testing and calibration tools and supervisory staff working in the production and quality control departments in the manufacturing plants. (g) The Bidder (in case of manufacturer) shall provide a list of plant, major machinery and equipment installed in the factory. All necessary equipment must be calibrated and validation certificate to be included in the technical bid. (h) In case of non-local manufacturers the list of Countries in which the specific product is available and is in use. Information to be duly certified by the appropriate Punjab Chapter of the Chamber of Commerce. (i) The Bidder shall provide firms balance sheet, latest tax paid, audit inspection report (if undertaken) and at least one year bank statement. (j) The Bidder shall provide total list of products it supplies in the market. The Bidder shall also supply attested copy of the first invoice for the specific product for which bidding is being undertaken. The Bidder shall also be responsible for providing up to date and authentic contact details of both private and public hospitals to which it has supplied over the last two years. Bidder shall also provide supply order details over last one (01) year with complete and up to date details of its distribution sub-offices or/and representatives.

16. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents 16.1 Pursuant to ITB Clause 11, the Bidder shall furnish along with technical proposal, as part of its bid, documents establishing the eligibility and conformity to the bidding documents of all goods, which the Bidder proposes to supply under the Contract. 16.2 The documentary evidence of the eligibility of the goods shall consist of a statement in the Price Schedule of the country of origin of the goods offered, with a certificate of origin issued by the Manufacturer.

16.3 Submission of sample (where demanded): If so required by the technical committee, to be recorded in writing, the bidder shall provide a sample or demonstration as the case may be.

17. Bid Security 17.1 Bid security of 2% of the total estimated value in the shape of CDR required to be submitted with the financial bid and copy of CDR may be attached with technical offer.

18. Bid Validity 18.1 Bids shall remain valid for a period of Sixty (90) days after opening of Technical Bid prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive.

18.2 The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However, under exceptional circumstances and for reasons to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity. Such extension shall not be for more than the period equal to the period of the original bid validity.

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18.3 Bidders who,

(a) agree to the Procuring Agency’s request for extension of bid validity period shall not be permitted to change the substance of their bids; and (b) do not agree to an extension of the bid validity period shall be allowed to withdraw their bids, if any.

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Submission of Bids

19. Format and Signing of Bid 19.1 The bid shall be typed and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the bid shall initial all pages of the bid.

19.2 Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.

19.3 All biding documents to be duly attested (signed and stamped) by the authorized person of company.

20. Sealing and Marking of Bids 20.1 The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. The envelopes shall then be sealed in an outer envelope.

20.2 The inner and outer envelopes shall:

a) be addressed to the Procuring Agency at the address given in the Invitation for Bids; and b) bear the Institution/Hospital name and number indicated in the Invitation for Bids, and shall be inscribed by the following sentence: “DO NOT OPEN BEFORE,” to be completed with the time and the date specified in the invitation for Bid. 20.3 The inner envelopes shall also indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared as non-responsive or late.

20.4 If the outer as well as inner envelope is not sealed and marked properly, the Procuring Agency shall assume no responsibility for the bid’s misplacement or premature opening.

21. Deadline for Submission of Bids 21.1 Bids must be submitted by the Bidder and received by the Procuring Agency at the address specified under ITB Clause 19.1 not later than the time and date specified in the Invitation for Bids.

21.2 The Procuring Agency may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with ITB Clause 7 , in which case all rights and obligations of the Procuring Agency and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

22. Late Bid 22.1 Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency pursuant to ITB Clause 21 shall be rejected and returned unopened to the Bidder.

23. Withdrawal of Bids 23.1 The Bidder may withdraw its bid prior to the deadline specified in the invitation to bid. 23.2 No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in ITB Clause 18.2 Withdrawal of a bid during this interval will make the bidder eligible to be debarred for further procurements for a period as deem necessary by the Procuring Agency.

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The Bidding Procedure

24. Single stage – two envelopes bidding procedure 24.1 Single stage – two envelopes bidding procedure shall be applied:

The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal; the envelopes shall be marked as “FI NANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion;

initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened;

the envelope marked as “FI NANCIAL PROPOSAL” shall be retained in the custody of Procuring Agency without being opened;

the Procuring Agency shall evaluate the technical proposal, without reference to the price and reject any proposal which do not conform to the specified requirements; during the technical evaluation no amendments in the technical proposal shall be permitted;

the financial proposals of bids shall be opened publicly at a time, date and venue to be announced and communicated to the Bidders in advance;

After the evaluation and approval of the technical proposal the Procuring Agency shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective Bidders; and

The bid found to be the lowest evaluated bid shall be accepted.

Opening and Evaluation of Bids

25. Opening of Bids by the Procuring Agency 25.1 The Procuring Agency shall initially open only the envelopes marked “TECHNICAL PROPOSAL” in the presence of Bidders’ representatives who choose to attend, at the time, on the date, and at the place specified in the Invitation for Bids. The Bidders’ representatives who are present shall sign the Attendance Sheet as evidence of their attendance. However, the envelope marked as “FINANCIAL PROPOSAL” shall remain unopened and shall be retained in safe custody of the Procuring Agency till completion of the evaluation process.

25.2 The Bidders’ names, item(s) for which they quoted their rate and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced at the opening of technical proposal. No bid shall be rejected at technical proposal/ bid opening, except for late bids, which shall be returned unopened to the Bidder pursuant to ITB Clause 21. However, at the opening financial proposals (the date, time and venue would be announced later on), the bid prices, discounts (if any), and the presence or absence of requisite bid Security and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced.

25.3 The Procuring Agency shall prepare minutes of both the technical proposal as well as the financial proposal bid opening.

26. Clarification of Bids 26.1 During evaluation of the bids, the Procuring Agency may, at its discretion, ask the Bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted.

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27. Preliminary Examination 27.1 The Procuring Agency shall examine the bids to determine whether they are complete, whether any computational errors have been made (at the time of opening the financial proposal), whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order.

27.2 In the financial bids (at the time of opening the financial proposal) the arithmetical errors shall be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the Bidders/Suppliers do not accept the correction of the errors, its bid shall be rejected. If there is a discrepancy between words and figures, the amount in words shall prevail.

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27.3 The Procuring Agency may waive any minor informality, nonconformity, or irregularity in a bid which does not constitute a material deviation (or changes the substance of the bid), provided such waiver does not prejudice or affect the relative ranking of any Bidder.

27.4 Prior to the detailed evaluation, pursuant to ITB Clause 27 the Procuring Agency shall determine the substantial responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially responsive bid is one, which conforms to all the terms and conditions of the bidding documents without material deviations. Deviations from, or objections or reservations to critical provisions shall be deemed to be a material deviation for technical proposals. The Procuring Agency’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.

27.5 If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not subsequently be made responsive by the Bidder by correction of the nonconformity.

28. Evaluation and Comparison of Bids 28.1 The Procuring Agency shall evaluate and compare the bids, which have been determined to be substantially responsive, pursuant to ITB Clause 25.

28.2 The Procuring Agency’s evaluation of technical proposal/ bid shall be on the basis of previous performances, test reports, inspection of plant/ factory/ premises, previous experience, financial soundness and such other details as already highlighted. However, the evaluation of financial proposal shall be on the basis of price inclusive of prevailing taxes and duties in pursuant to ITB Clause 13, 14.

28.3 All bids shall be evaluated in accordance with the evaluation criteria (ITB Clause 29) and other terms and conditions set forth in these bidding documents.

28.4 In case of procurement on C&F/ CIP/ CIF basis; for the purpose of comparison of bids quoted in different currencies, the price shall be converted into Pak Rupees in pursuant to ITB Clause 13. The rate of exchange shall be the selling rate, prevailing on the date of opening of bids specified in the bidding documents, as notified by the State Bank of Pakistan/ National Bank of Pakistan on that day.

28.5 A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.

29. Evaluation Criteria 29.1 For the purposes of determining the lowest evaluated bid, facts other than price such as previous performances, previous experience, engineering/ technical capabilities, financial soundness and such other details as the Procuring Agency at its discretion, may consider appropriate shall be taken into consideration. The following evaluation factors/ criteria will be employed on technical proposals. The number of points allocated to each factor shall be specified in the Evaluation Report. Only bids securing minimum of 70% marks would be declared technically accepted.

After technical evaluation is completed, the Procuring Agency shall notify the date, time and location for opening of the financial proposals. Bidders’ attendance at the opening of financial proposals is optional.

Financial proposals shall be opened publicly in the presence of the bidders’ representatives who choose to attend. The name of the bidders and the technical score of the bidder shall be read aloud. The financial proposal of the bidders who met the minimum qualifying mark shall then be inspected to confirm that they have remained sealed and unopened (financial proposals o those Bidders failing

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to secure minimum marks in the technical evaluation shall be returned unopened). These financial proposals shall be then opened, and the total prices read aloud and recorded.

29.2 Evaluation Criteria:

1. Compulsory Parameters: For All (subject to the applicability of a parameter (s).

S. No. Parameters Documents required

1. CNIC Copy of Valid CNIC issued by NADRA 2. The Bidder/ Manufacturer shall submit an affidavit on Original stamp paper should be attached legal stamp paper of Rs. 100/- that their firm has not been blacklisted in the past on any ground by any Government (Federal, Provincial), a local body or a public sector organization. 3. Specifications quoted in the technical offer will be Samples of quoted item. verified from samples provided with the bid. Product that comply 100% with the advertised specifications and fulfill the requirements as per labeling and packing Rules 1986 and satisfactory reports of samples evaluation by the end users, shall be considered for evaluation. 4. Tender purchase receipt Original receipt should be attached with technical offer The bidder must possess valid Tax registration with FBR Photocopy of certificate should be 5 (Sales tax and Income Tax) attached.

Technical and financial offers must be typed/ composed Hand written Technical and financial offers 6 on computer. will be rejected.

Note: : Only eligible firms from compulsory parameters will be scrutinized further for Part-B

Part-B for medical gases only S. Parameters Detail Total Remarks No. Marks

1 Past Major institutions served: 15 Institutions include Performance government departments and (Last one private hospitals year) i No any institution served 0

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As per Bid ii 1 3 Form 4 iii 2 to 3 5

iii 4 to 5 8

iii 6 to 7 12

iii 8 and above 15

2 Market 10 Bidders having less experience in i 1 - 3 years 4 than 1 year quoted items experiences are ii 3 - 5 years 6 ineligible. Experience will be iii Above 5 years 10 confirmed from the date of Registration with FBR (Income Tax)

3 Credibility & 10 GMP certificate Certification i Valid GMP Certification 5 issued by the concerned Drug ii Valid ISO Certification 3 Regulatory Authority is Any other international required iii reputed certification 2

4 Financial 20 Bank Statements status Last year Audited Balance are not required. i Sheet 7 Bidder can provide more than one Tax Returns (3 marks for Bank certificates ii each for last 3 years 9

iii Bank Certificate4 4

5 Technical 10 The bidder is Staff i Plant Manager B. Pharm 2 required to attach attested copy of the PhD/M. Phil 3 relevant Degree B. Pharm 2 and appointment Production letter of concerned ii Manager PhD/M. Phil 3 technical staff

Quality Control B. Pharm/MSc iii Manager Chemistry 2

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Quality Assurance B. Pharm/MSc iv Manager Chemistry 2

6 Production Per day production capacity of quoted items 10 Capacity against the total advertised quantity:

i Less than 1% 0

ii 1% 5

iii 1.1% - 1.5% 7

iv 1.6% - 2% and above 10

Part-B-1

Evaluation criteria for Diet and Hospital Infectious waste for incineration

S. Parameters Detail Total Remarks No. Marks

1 Past Major institutions served: 20 Institutions include Performance government departments and (Last one private hospitals year) i No any institution served 0

As per Bid ii 1 3 Form 4 iii 2 to 3 5

iii 4 to 5 8

iii 6 to 7 12

iii 8 and above 20

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2 Market 15 Bidders having less experience in i 1 - 3 years 2 than 1 year quoted items experiences are ii 3 - 5 years 10 ineligible. Experience will be iii Above 5 years 15 confirmed from the date of Registration with FBR (Income Tax)

3 Financial 20 Bank Statements status Last year Audited Balance are not required. i Sheet 7 Bidder can provide more than one Tax Returns (3 marks for Bank certificates ii each for last 3 years) 9

iii Bank Certificate5 4

4 Product Samples will be examined per following 20 Product that 100% Sample parameters: comply with the advertised i Excellent 20 specifications will be considered for ii Good 15 evaluation iii Satisfactory 10

iv Unsatisfactory 0

Total marks: 75 Qualifying marks: 65% (48.75) and above

The financial bids of technically accepted bidders will be opened publicly at a time to be announced by the Procuring Agency and the financial bids found technically non-responsive shall be returned un-opened to the respective Bidders.

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29.3 Financial proposals would be evaluated as follows:

i) Incomplete bid shall stand rejected.

ii) Minor oversight, clerical mistakes, other minor inconsistencies that do not alter the substances of the financial bid may be corrected by the Procuring Agency.

30. Contacting the Procuring Agency 30.1 No Bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded.

30.2 Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract Award will result in the rejection of the Bidder’s bid and subsequent black listing. Canvassing by any Bidder at any stage of the Tender evaluation is strictly prohibited.

31. Rejection of Bids 31.1 The Procuring Agency may reject any or all bids at any time prior to the acceptance of a bid. The Procuring Agency shall upon request communicate to any Bidder who submitted a bid, the grounds for its rejection of any or all bids, but is not required to justify those grounds.

31.2 The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 30.1 towards Bidders who have submitted bids.

31.3 Notice of the rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids.

32. Re-Bidding 32.1 If the Procuring Agency rejects all bids in pursuant to ITB Clause 30, it may call for a re-bidding or if deems necessary and appropriate the Procuring Agency may seek any alternative methods of procurement.

32.2 The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for Bidders, as it may deem necessary.

33. Announcement of Evaluation Report 33.1 The Procuring Agency shall announce the results of bid evaluation of a report giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement Contract.

Award of Contract

34. Acceptance of Bid and Award criteria 34.1 The Bidder with technically evaluated lowest financial bid, if not in conflict with any other law, rules, regulations or policy of the Government, shall be awarded the Contract, within the original or extended period of bid validity.

35. Procuring Agency’s right to vary q uantities at time of Award 35.1 The Procuring Agency reserves the right at the time of Contract award to increase or decrease, the quantity of goods originally specified in the Price Schedule and Schedule of Requirements without any change in unit price or other terms and conditions.

36 Limitations on Negotiations

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36.1 Save as otherwise provided there shall be no negotiations with the bidder having submitted the lowest evaluated bid or with any other bidder: provided that the extent of the negotiation permissible shall be subject to the regulations issued by the PPRA.

37. Notification of Award 37.1 Prior to the expiration of the period of bid validity, the Procuring Agency shall notify the successful Bidder in writing by registered letter that its bid has been accepted.

37.2 The notification of Award shall constitute the formation of the Contract.

38. Signing of Contract 38.1 At the same time as the Procuring Agency notifies the successful Bidder that its bid has been accepted, the Procuring Agency shall send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the Parties.

38.2 Within ONE week of receipt of the Contract Form, both the successful Bidder and the Procuring Agency shall sign and date the Contract on the legal stamp paper. The Procuring Agency shall issue Purchase Order on the same date of signing of Contract. If the successful Bidder, after completion of all codal formalities shows inability to sign the Contract then their bid Security/ earnest money to the extent of proportionate percentage shall be forfeited and the firm shall be blacklisted minimum for two years for future participation. In such situation the Procuring Agency may make the Award to the next lowest evaluated Bidder or call for re-bidding.

39. Performance Guarantee 39.1 On the date of signing of the Contract, the successful Bidder shall furnish the Performance Guarantee/Security in accordance with the Special Conditions of Contract, in the Performance Guarantee/Security Form. The Performance Guarantee will be 05% of the contract amount. The performance security shall be deposited in the shape of deposit at call (CDR)/Bank Guarantee.

39.2 Failure of the successful Bidder to comply with the requirement of ITB Clause 37 or ITB Clause 38.1 shall constitute sufficient grounds for the annulment of the Award, in which event the Procuring Agency may make the Award to the next lowest evaluated Bidder or call for re-bidding.

40. Schedule of Requirement 40.1 The supplies shall be delivered within 30 to 45 days w.e.f the next date after the date of issue of Purchase Order (without penalty), and with prescribed penalty, as per following schedule of requirement:

Mode of Penalty Delivery Period Grace Period Total delivery period Without Penalty 30 days 15 days 45 days

40.2 In case of late delivery of goods beyond the periods specified in the Schedule of Requirements, penalty @ 0.066% per day of the cost not exceeding 10% of the purchase order value for late delivered supply shall be imposed upon the Supplier.

41. Redressal of grievances by the Procuring Agency 41.1 The Procuring Agency shall constitute a committee comprising of odd number of persons, with proper powers and authorizations, to address the complaints of bidders that may occur prior to the entry into force of the procurement contract.

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41.2 Any bidder feeling aggrieved by any act of the Procuring Agency after the submission of his bid may lodge a written complaint concerning his grievances not later than fifteen days after the announcement of the bid evaluation report under rule35.

41.3 The committee shall investigate and decide upon the complaint within fifteen days of the receipt of the complaint.

41.4 Mere fact lodging of a complaint shall not warrant suspension of the procurement process.

B. General Conditions of Contract (GCC)

1. Definitions

1.1 In this Contract, the following terms shall be interpreted as indicated:

a. “The Contract” means the agreement entered into between the Procuring Agency and the Supplier, as recorded in the Contract Form signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. b. “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations. c. “The Goods” means el electro-medical equipment which the Supplier is required to supply to the Procuring Agency under the Contract. d. “The Services” means those services ancillary to the supply of above goods, such as printing of special instructions on the label and packing, design and logo of the Institute/ Hospital, transportation of goods up to the desired destinations and other such obligations of the supplier covered under the Contract. e. “GCC” mean the General Conditions of Contract contained in this section. f. “SCC” means the Special Conditions of Contract. g. “The Procuring Agency” means the Medical Superintendent, Lady Willingdon Hospital Lahore. h. “The Procuring Agency’s Country” is the country named in SCC i. “The Supplier” means the individual or firm supplying the goods under this Contract. j. “Day” means calendar day.

2. Application 2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract.

3. Country of Origin 3.1 All goods and related services to be supplied under the contract shall have their origin in eligible source countries and all expenditures made under the contract shall be limited to such goods and services.

3.2. F or purposes of this clause, “origin” means the place where the goods are produced, or the place from which the related services are supplied. Goods are produced when, through manufacturing or processing.

4. Standards 4.1 The goods supplied under this Contract shall conform to the standards mentioned in the bidding documents/ Technical Specifications.

5. Use of Contract Documents and Information 5.1 The Supplier shall not, without the Procuring Agency’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Procuring Agency in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person

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shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

5.2 The Supplier shall not, without the Procuring Agency’s prior written consent, make use of any document or information enumerated in GCC Clause 5.1 except for purposes of performing the Contract.

5.3 Any document, other than the Contract itself, enumerated in GCC Clause 5.1 shall remain the property of the Procuring Agency and shall be returned (all copies) to the Procuring Agency on completion of the Supplier’s performance under the Contract if so required by the Procuring Agency.

5.4 The Supplier shall permit the Procuring Agency to inspect the Supplier’s accounts and records relating to the performance of the Supplier.

6. Patent Rights 6.1 The Supplier shall indemnify the Procuring Agency against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the country.

7. Submission of Samples 7.1 The samples shall be submitted as per detail in ITB 16.3.

8. Ensuring Storage/ Installation Arrangements 8.1 To ensure storage and installation arrangements for the intended supplies, the Supplier shall inform end user for pre-requisites well in time for proper installation. In case the Supplier abides by the given time frame he shall not be penalized for delay.

8.2 In case of late delivery of goods beyond the periods specified in the Schedule of Requirements, penalty @ 0.1% per day of the cost not exceeding 10% of the purchase order value for late delivered supply shall be imposed upon the Supplier.

9. Inspections and Tests 9.1 The Procuring Agency or its representative shall have the right to inspect and/or to test the goods to confirm their conformity to the Contract specifications at no extra cost to the Procuring Agency.

9.2 For the purpose of inspections and tests of equipment. The Supplier, all reasonable facilities and assistance, shall be furnished to the inspectors at no charge to the Procuring Agency.

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However, if the Supplier proves an undue delay in conduct of inspection on the part of Procuring Agency, the Supplier shall not be liable for penalty on account of that delay. The cost of such lab tests shall be borne by the Manufacturer/ Supplier.

9.3 The Procuring Agency’s right to inspect, test and, where necessary, reject the goods after the goods have been installed at Procuring Agency’s destinations.

9.4 Nothing in GCC Clause 9 shall in any way release the Supplier from any warranty or other obligations under this Contract.

10. Physical Examination/ Inspection of Goods 10.1 The goods shall be acceptable subject to physical inspection, tests and/ or in accordance with the approved sample as decided by the Procuring Agency.

11. Delivery and Documents 11.1 The Supplier in accordance with the terms specified in the Schedule of Requirements shall make delivery of the goods. The details of documents to be furnished by the Supplier are specified in SCC.

12. Insurance 12.1 The goods supplied under the Contract shall be delivered duty paid (DDP) under which risk is transferred to the buyer after having been delivered; hence insurance coverage is Seller’s responsibility.

13. Transportation 13.1 The Supplier shall arrange such transportation of the goods as is required to prevent their damage or deterioration during transit to their final destination as indicated in the Schedule of Requirement.

13.2 Transportation including loading/ unloading of goods shall be arranged and paid for by the Supplier, and related cost shall be inclusive in the Contract price. The addresses of destinations/ offices shall be provided at the time signing of Contract.

14. Incidental Services 14.1 The Supplier shall be required to provide the incidental services as specified in SCC and the cost of which should include in the total bid price.

15. Warranty 15.1 A warranty of two years will be provided free of cost including parts however in case of high tech equipment if mentioned in the specification, the warranty shall be five years free service and parts at the installation site.

16. Payment 16.1 The method and conditions of payment to be made to the Supplier under this Contract shall be specified in SCC. The currency of payment is Pak. Rupees which will be paid after installation and satisfactory report by the Inspection Committee for Duty Delivered Pay (DDP)/free delivery at the consignee end.

16.2 In case of Import cases the payment will be made 100% via establishing the LC at sight and receiving shipping documents/ Bill of lading, Insurance, Inspection certificate of the manufacturer, Country of origin, compliance of International standards of quality as per bid as per INCOTERMS.

17. Prices 17.1 Prices charged by the Supplier for goods delivered under the Contract shall not vary from the prices quoted by the Supplier in its bid and shall remain the same till expiry of the original bid validity period provided the Procuring Agency’s request for bid validity extension.

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18. Contract Amendments 18.1 No variation in or modification of the terms of the Contract shall be made except by written amendment signed by the Parties.

19. Assignment

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19.1 The Supplier shall not assign, in whole or in part, its obligations to perform under this Contract, except with the Procuring Agency’s prior written consent.

20. Subcontracts 20.1 The Supplier shall not be allowed to sublet the job and award subcontracts under this Contract.

21. Delays in the Supplier’s Performance 21.1 Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Procuring Agency in the Schedule of Requirements.

21.2 If at any time during performance of the Contract, the Supplier should encounter conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Procuring Agency in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Procuring Agency shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Parties by amendment of Contract.

21.3 Except as provided under GCC Clause 8.2, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the application of liquidated damages.

22. Penalties/Liquidated Damages 22.1 In case of late delivery beyond the presented period, penalty as specified in SCC shall be imposed upon the Supplier/ Manufacturer. The above Late Delivery (LD) is subject to GCC Clause 24, including late delivery for reasons beyond control. Once the maximum is reached, the Procuring Agency may consider termination of the Contract pursuant to GCC Clause 23.

22.2 If the firm provide substandard item and fail to provide the item the payment of risk purchase (which will be purchased by the indenter) the price difference shall be paid by the Firm.

23. Termination for Default 23.1 The Procuring Agency, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part:

a. if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract, or within any extension thereof granted by the Procuring

Agency pursuant to GCC Clause 8.2; or

b. if the Supplier fails to perform any other obligation(s) under the Contract. c. if the Supplier, in the judgment of the Procuring Agency has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause: “corrupt practice” means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in Contract execution. “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Procuring Agency, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Procuring Agency of the benefits of free and open competition.

24. Force Majeure 24.1 Notwithstanding the provisions of GCC Clauses 21, 22, and 23, the Supplier shall not be liable for forfeiture of its Performance Guaranty/ bid Security, or termination/ blacklisting for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract

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is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to misplanning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly notify the Procuring Agency in writing with sufficient and valid evidence of such condition and the cause thereof. The Committee of Ministry of Health, constituted for Redressal of grievances, shall examine the pros and cons of the case and all reasonable alternative means for completion of purchase order under the Contract and shall submit its recommendations to the competent authority. However, unless otherwise directed by the

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Procuring Agency in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.

25. Termination for Insolvency 25.1 The Procuring Agency may at any time terminate the Contract by giving written notice of one month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.

26. Arbitration and Resolution of Disputes 26.1 The Procuring Agency and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.

26.2 If, after thirty (30) days from the commencement of such informal negotiations, the Procuring Agency and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration.

26.3 In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. Medical Superintendent or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties

27. Governing Language 27.1 The Contract shall be written in English language. Subject to GCC Clause 28, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English.

28. Applicable Law 28.1 This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction.

29. Notices 29.1 Any Notice given by one party to the other pursuant to this Contract shall be sent to the other party in writing and confirmed to other party’s address specified in SCC.

29.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

SPECIAL TERMS AND CONDITIONS FOR THE PURCHASE OF DIET ITEMS. 1. All perishable articles such as Eggs, chicken, beef, etc must be fresh, sound and according to the laid down standards of the pure food ordinance, 1960. 2. Eggs-Eggs must be of hen they must not float on water but readily sink and weigh 700 gm per dozen. 3. Banaspati Ghee must be supplied in factory sealed containers and must confirm to the standard laid down in pure food ordinance 1960 in all respects. Sample will be forwarded to the government public analysis as quality and purity.

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4. The meat contractor shall be responsible to arrange the supplies to be made punctually at the hours specified by the Medical superintendent and shall be present in the Hospital himself or engage as assistance to do so on his behalf to meet any emergency order from any ward for the supply and in the presence of the office operating the contract or other person deputed by him. Should this office pronounces any article to be of inferior quality it shall be replace by the contractor in time to prevent inconvenience or delay. 5. Milk Sterilized, homogenized and standardized in packing of ½ liter shall be supplied milk should confirm to the standard laid down n pure food ordinance 1960 in all respect. The supplied will confirm to all the directions and instructions to be given from time to time by the Hospital authority. 6. Any supply of milk products that is unsatisfactory or turn bad cause for which attribute to me/us shall be to be replaced by me/us immediately failing which may be obtain from the local market at my/our risk and cost. 7. Any milk supplied which is found adulterated by the Government Public analyst, will not be paid for at all besides fine that may be imposed on me us. 8. If at any stage during the contractual period the supplying contractor will be unable to continue supplying of the Milk due to the cause/reason beyond his control for example the stoppage of production by the manufacturing company etc, the supplying contractor will 100% be responsible to continue the supply of Milk at the approved rates, of same quality milk but of some other prestigious brand available in the market with the prior approval of the committee. 9. The contractor must deposit one months store requirement regularly on 1st of each month of all non-perishable articles to the Hospital Authorities. The contractor should collect the indent on 15th/16th of each month failing which it will be presumed that he does not intend to make supplied and risk purchase will be made. 10. Vegetables including potatoes must be all fresh, and sound and unrotten and of variety as ordered. These articles shall be supplied by Pakistan standard measure and weigh at any hour and any required quantity/quality. Vegetable having thick and many covering like cauliflowers onion etc. will be weighed after removal for the same. I/We will supply vegetable seasonal or imported in strict rotations as ordered from time to time.

C: Special Conditions of Contract (SCC)

Special Conditions of Contract shall be concluded between the Procuring Agency and the successful bidder(s) as per specific requirement of the specific Product. In case where there is a conflict between the general conditions of the contract and the special conditions of contract, the special condition of contract shall prevail.

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OFFICE OF THE MEDICAL SUPERINTENDENT, LADY WILLINGDON HOSPITAL, LAHORE.

Invitation for Bids

1. Lady Willingdon Hospital, Lahore invites sealed bids from the firms having established credentials in terms of Technical, Financial and Managerial capabilities for the items as per details attached during financial year 2017-18 on free delivery to consignee’s end/FOR basis. 2. Interested eligible bidders may get the bidding documents at the address mentioned below on submission of written application and a copy of CNIC along with payment of non-refundable fee as detailed below for each bidding document. Bidding documents including detailed specifications and terms & conditions shall be issued as per detailed given below. Sr. Name of Tender Tender Fee Bid Security Tender Tender Tender No. (Non (Refundable) Purchasing depositing opening date Refundable) Last date & date Time and time Time 1. Janitorial 1000 2% of estimated 31-07-2017 at 31-07-2017 at 31-07-2017 at Services value 10.00AM 11.00AM 12.00Noon

2. Security Services 1000 2% of estimated 31-07-2017 at 31-07-2017 at 31-07-2017 at value 10.00AM 11.00AM 12.00Noon

3 Hospital 1000 2% of estimated 31-07-2017 at 31-07-2017 at 31-07-2017 at Infectious waste value 10.00AM 11.00AM 12.00Noon for incineration 4 Medical Gases 1000 2% of estimated 31-07-2017 at 31-07-2017 at 31-07-2017 at value 10.00AM 11.00AM 12.00Noon

5 Diet Items 1000 2% of estimated 31-07-2017 at 31-07-2017 at 31-07-2017 at value 10.00AM 11.00AM 12.00Noon

3. Single Stage – Two Envelopes bidding procedure shall be applied. The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters. Financial proposal of bids found technically non-responsive shall be returned unopened to the respective bidders. 4. Sealed bids are required to be brought in person by the authorized representative of the interested bidders as per detail above positively in the Lady Willingdon Hospital, Lahore. The bids received till the stipulated date & time shall be opened on the same day at 12:00 Noon in the presence of the bidders or their authorized representatives. 5. The bidders are required to submit the company profile including Technical, Engineering, Managerial capabilities, after-sales services and Past experience/ Performance along with their Technical Bids. 6. The bidders are required to give their best and most competitive prices for the items. 7. The Procuring Agency however, reserves the rights to accept or reject any or all bids with or without assigning any reason. 8. Procurements shall be governed by the Punjab Procurement Rules 2014.

MEDICAL SUPERINTENDENT, LADY WILLINGDON HOSPITAL, LAHORE

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Sample Collection Form

To be filled by Technical Committee Name of Item Make/Model Quantity Reason Date of

Submission

Signature of ------

To be filled by Supplier Name of Item Make/Model Batch Clarification of the Dated

No. Observation

Signature of Bidder

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Performance Guarantee Form

To: [Name & Address of the Procuring Agency]

Whereas [Name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. [number] dated [date] to supply [description of goods] (hereinafter called “the Contract”).

And whereas it has been stipulated by you in the said Contract that the Supplier shall furnish you with a Bank Guarantee by a scheduled bank for the sum of 05% of the total Contract amount as a Security for compliance with the Supplier’s performance obligations in accordance with the Contract.

And whereas we have agreed to give the Supplier a Guarantee:

Therefore we hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [Amount of the Guarantee in Words and Figures] and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of [Amount of Guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

This guarantee is valid until the ______day of ______, 2014__

Signature and Seal of the Guarantors/Bank

Address

Date

Note: It should be valid for a period equal to the warranty period.

The contract will be signed/ issued after submission of this Performance Security.

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Manufacturer’s Autho rization Form

[See Clause 3.1 (a) of the Instruction to Bidders]

To: [name of Procuring Agency]

WHEREAS [name of the Manufacturer] who are established and reputable Manufacturers of [name and/or description of the goods] having factories at [address of factory] do hereby authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against IFB No. [reference of the Invitation to Bid] for the goods manufactured by us.

We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids.

[Signature for and on behalf of Manufacturer]

Note: This letter of authority should be on the letter head of the Manufacturer and should be signed by a person competent and having the power of attorney to bind the Manufacturer. It should be included by the Bidder in its bid.

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Contract Form

THIS CONTRACT is made at on day of 2014, between the Medical Superintendent, Lady Willingdon Hospital Lahore (hereinafter referred to as the “Procuring Agency”) of the First Part; and M/s (firm name) a firm having its registered office at (address of the firm) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”).

WHEREAS the Procuring Agency invited bids for procurement of goods, in pursuance where of M/s (firm name) being the Manufacturer/ authorized Supplier/ authorized Agent of (item name) in Pakistan and ancillary services offered to supply the required item (s); and Whereas the Procuring Agency has accepted the bid by the Supplier for the supply of (item name) and services in the sum of Rs (amount in figures and words) cost per unit, the total amount of (quantity of goods) shall be Rs (amount in figures and words).

NOW THIS CONTRACT WITNESSETH AS FOLLOWS:

1. In this Contract words and expressions shall have the same meanings as are respectively assigned to them in the General Conditions of this Contract hereinafter referred to as “Contract”: 2. The following documents shall be deemed to form and be read and construed as integral part of this Contract , viz:- a. the Price Schedule submitted by the Bidder, b. the Schedule of Requirements; c. the Technical Specifications; d. the General Conditions of Contract; e. the Special Conditions of Contract; f. the Procuring Agency’s Notification of Award; g. the scope of work; h. the Contract; and i. the Bid & its clarifications. j. the contracted specifications (attached as annexure) 3. In consideration of the payments to be made by the Procuring Agency to the Supplier/ Manufacturer as hereinafter mentioned, the Supplier/ Manufacturer hereby covenants with the Procuring Agency to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract. 4. The Procuring Agency hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract. 5. [The Supplier] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit from Government of the Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled by it (Government of the Punjab) through any corrupt business practice. 6. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc, paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of the Punjab, except that which has been expressly declared pursuant hereto.

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7. [The Supplier] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with Government of the Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty. 8. [The Supplier] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Government of the Punjab under any law, Contract or other instrument, be void able at the option of Government of the Punjab. 9. Notwithstanding any rights and remedies exercised by Government of the Punjab in this regard, [The Supplier] agrees to indemnify Government of the Punjab for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Government of the Punjab in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Seller/ Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Government of the Punjab. 10. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. Secretary, Law, Justice and Human Rights or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties. 11. This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction.

IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at (the place) and shall enter into force on the day, month and year first above mentioned.

Signed/ Sealed by the Manufacturer/ authorized Supplier/ authorized Agent Signed/ Sealed by Procuring Agency

1. 1.

2. 2.

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Bid Form

Date: Tender No.:

To: [Name and address of Procuring Agency]

Respected Sir/Madam

Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer the supply and deliver the goods specified in and in conformity with the said Bidding Documents for the sum of [Total Bid Amount], [Bid Amount in words] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this bid.

We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements.

If our bid is accepted, we shall obtain an unconditional guarantee of a bank in the sum of ____ percent of the Contract Price for the due performance of the Contract, in the form prescribed by the Procuring Agency.

We agree to abide by this bid for a period of [number] days from the date fixed for bid opening under ITB Clause 18 of the Instructions to Bidders, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any bid you may receive. Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below:

Name and address of bidder Amount and Currency

(if none, state “none”).”

Dated this day of , 201

Signature

(in the capacity of)

Duly authorized to sign bid for and on behalf of . Attachment

13 5

(Goods to be procured under DDP/Free delivery at consignee’s end basis)

Name of Bidder ______

Tender No. ------

Sr. No. Name of Make/Model Specifications Unit Sale and (As listed Qty other Total Cost Item and country of (Complete Price in taxes (Specify (Rs) invitati1. (As listed in Manufacturer Details) (Rs) on the type and of bid)2. invitation of and origin kind of taxes 3. bid) applied) Grand Total

Sign and Stamp of Bidder ______Note:

In case of discrepancy between unit price and total, the unit price shall prevail

THE LADY WILLINGDON HOSPITAL LAHORE

______(Goods to be procured under LC basis)

Name of Bidder

Tender No. ------

Sr. No. Name of Make/Model Specifications Unit Total Quantity Freight Insurance (As listed in Item and country of (Complete Price Cost Charges (foreign invitation1. of (As listed in Manufacturer Details) (FOB) currency ) bid) 2. invitation of and origin (foreign currenc y) 3. bid)

Grand Total

Sign and Stamp of Bidder ______

Note: In case of discrepancy between unit price and total, the unit price shall prevail. Foreign currency rate will be considered on the date of opening of financial bid as per rate of state bank.

______Ravi Road, Lahore-54000, Pakistan. Tel: 92 42 37659001-4, Fax: 92 42 37662743. E-mail: [email protected] A Teaching Hospital of the Government of Punjab, Specialized Healthcare & Medical Education Department, Lahore. Page 137 of 143

THE LADY WILLINGDON HOSPITAL LAHORE

______TENDER INQUIRY FOR TENDER OF SECURITY SERVICES CONTRACT FOR THE YEAR 2017-18. Tender Fee Non refundable Rs. 1000/- Last Date and Time of purchasing tender 31-07-2017 at 10.00AM Date and Time of depositing Tender 31-07-2017 at 11.00AM Date and Time of opening of Tender 31-07-2017 at 12.00NOON Venue Lady Willingdon Hospital, Lahore. TERMS & CONDITIONS FOR CONTRACT (OUTSOURCING) OF SECURITY SERVICES AT LADY WILLINGDON HOSPITAL (LWH), LAHORE. A. ELIGIBILITY CRITERIA:

1. Only Government registered and approved Security Agencies/ Companies (SA/C) in possession of valid NOC from Federal Interior Ministry/ Punjab Home Department will be allowed to participate in bidding for this Contract. 2. The SA/C must have an established main or branch office in Lahore with postal street address, PTCL landline contact phone and fax numbers. 3. Be able to submit a detailed plan in the technical bid for fool-proof security of the whole of LWH i.e. Indoor and Outdoor Block, all hostels, etc. 4. The SA/C must have the demonstrable capacity to depute Ex-Defense Forces (60%) (Army/Rangers/ Navy/Air Force) personnel and non ex-defence forces personal (40%) with appropriately trained female guards. 5. All ex-Defense Forces personnel must have clearance from Ministry of Defense or Special Branch Punjab 6. The SA/C must possess sufficient valid Licenses of PBLs registered in its name. 7. Be able to provide trained snipers having suitable weapon. 8. The SA/C should have sound financial position with a minimum annual turnover of Rs.30 to 40 million (Attach audited profit and loss account from a chartered accountant), up-to-date NTN, GST, & Social Security Certificates. 9. Be a member of the all Pakistan Security Agencies Association (APSAA). 10. The firm should have been in this particular field for past 10 (ten) years (Attach certificate of registration). 11. Have experience of providing security services to a minimum of 5 (five) Government departments/entities during the last 2 years with listing of clients. 12. Have current armed security guard strength of minimum 300 to 400. 13. All guards must be in Medical Category “A” not older than one year. 14. All guards must be over 30 and under 55 years of age.

THE LADY WILLINGDON HOSPITAL LAHORE

______

B. GENERAL TERMS & CONDITION:

1. The tender will be processed according to PPRA Rules, 2014 Amended January, 2016. 2. This Contract will terminate on 30.06.2018. Initial one month will be probation period. 3. Attach attested photocopies of all supporting documents. In order to prove eligibility for bidding, original documents will have to be produced at the time of opening of tender. 4. Rate should be quoted in the tender both in words and figures. 5. No amendments in the rates quoted in the tender shall be accepted later on. 6. The successful SA/C will not sublet the Contract at any stage of contract. 7. All Federal/Provincial taxes applicable or imposed during the period of the Contract will be adjusted or deducted out of the running bill or from the amount payable. 8. CDR (2% of the estimated value) will be attached with the bid. 9. The relief to staff on account of leave, sickness etc, shall be provided by the SA/C with substitute deployment. 10. Erection/arrangement of cabins or any other facility for the security guards will be responsibility of the SA/C after taking approval from LWH administration. 11. The SA/C will arrange 04 (four) Walk-Through gates at its cost and risk at all entry points. 12. Food and lodging for security guard personnel will not be provided by LWH. 13. Monitoring of CCTV cameras will be responsibility of SA/C. 14. Only female security guard will be deputed outside the Labour Room to be responsible for the safety/security of new born babies. 15. Payment will be made on monthly basis. There will be no advance payment. 16. The deputed security personnel (guards and supervisor) will work in liaison/ under directions of the AMS (Admn.) LWH, Lahore. 17. The SA/C will ensure safety of LWH staff who are on duty/in premises. 18. The contractor will ensure that all the weapons of the guards remain in good firing condition. The weapons must be fired and tested at least once every month. 19. The SA/C will be responsible for the conduct of all its employees. If any employee is found involved in illegal, immoral or criminal activities, it will be answerable. 20. In case of any theft of LWH property or Government assets, the SA/C will pay the amount to the extent of responsibility fixed on it by the LWH administration which would be deemed as final. 21. In case of negligence in performance of duties by the guards, the LWH administration can impose a fine worth Rs. 1000/- to 5000/- at a time besides any other action/ which may be deemed appropriate in the matter. The amount of penalties shall be deducted from the monthly bills.

THE LADY WILLINGDON HOSPITAL LAHORE

______22. The contractor shall ensure helpful attitude towards general public patients and attendants. If any worker is found in taking bribe from patients /relatives, his /her services will be terminated and a fine of Rs.5000/- will be imposed on company. 23. All the security guards/supervisors will be in a neat and clean uniform and any change in the uniform may be made with mutual consent and for approval. 24. Frequent change of supervisor and security guards will not be allowed, however any change will be made after consultation with LWH administration. 25. The SA/C will be bound to comply with instructions issued by LWH from time to time. 26. Contract will be cancelled, if the SA/C pays salaries to its Guards/Supervisors below Punjab Govt. minimum pay standards. 27. Guards on duty shall be properly briefed about duties and they shall possess following:- i. Company I.D Card ii. Authority Letter for carrying Weapon and Weapon License iii. Metal Detector (if required) iv. Whistle v. Torch

28. Use/ misuse of the weapon by the armed guard or any carelessness will be responsibility of the SA/C. 29. All security personnel must provide duly attested passport size photograph and copy of CNIC for hospital record. Qualification of Security Guards should be clearly mentioned. 30. The Sanitary Inspector will maintain a register to cross-check attendance. 31. At least 20% of guards on duty at a time should be armed. 32. The bidders are required to enclose/ furnish along with their offer the following:- i. Tender Receipt. ii. General Sales Tax Certificate. iii. National Tax Number Certificate iv. Tender documents duly signed and stamped. v. Bid Security 2% vi. Technical offer vii. Financial offer viii. All other relevant documents/testimonials/ credentials of the company 33. 5% of contract value in the form of C.D.R favoring Medical Superintendent, Lady Willingdon Hospital, Lahore will be submitted by the successful bidder as “Performance Guarantee”. C. SPECIAL INSTRUCTIONS:

1. Security cover will be provided in 3 shifts of 8 hours each.

THE LADY WILLINGDON HOSPITAL LAHORE

______2. There will be one supervisor and 24 guards in each shift of whom 2 should be snipers, at least 5 should be armed and 5 should be female. 3. LWH administration reserves the right to increase or decrease the number of guards from month to month.

D. INSURANCE RISK:

 SA/C will be responsible for full insurance cover for their staff for loss of life or injury and provide documentary evidence before starting the contract.

E. LEGAL ASPECTS:

1. The Medical Superintendent, LWH, Lahore reserves the right to accept/reject/cancel the tender completely or partially before acceptance or to cancel the contract at any stage if SA/C breaches terms and conditions mentioned in the contract. 2. The Medical Superintendent, LWH, Lahore, also reserves the right to waive off/ relax or impose conditions which are deemed necessary at any stage of the Contract without assigning any reason. 3. In case of breach of contract by the SA/C, the 5% performance guarantee deposited in favor of LWH, Lahore shall be forfeited and the firm may be black listed from future bidding as per law. 4. In case of any dispute, the Secretary, Specialized Healthcare & Medical Education Department or any other officer appointed by hum for such purchase will be the arbitrator and his decision will be considered as final.

Medical Superintendent Lady Willingdon Hospital Lahore

UNDERSTOOD, READ AND AGREED

______SIGNATURE OF AUTHORIZED OFFICER

STAMP OF SECURITY AGENCY/COMPANY

THE LADY WILLINGDON HOSPITAL LAHORE

______

TECHNICAL EVALUATION PERFORMA REGARDING CONTRACT FOR PROVIDING SECURITY SERVICES TO LADY WILLINGDON HOSPITAL, LAHORE. Sr. ATTRIBUTE MARKS No. 1 Weapons License availability (with company) e.g Prohibited Bore 20

2 Provision of security clearance of 40 personnel at the time of 10 technical bid from Competent Authority of Federal Government and Provincial Government should be provided 3 Provision of sniper mention their names with their security 10 clearance with Federal and Provincial both. The above said information should be included in their technical bids. 4 Financial Position / Soundness. Latest Income Tax paid. Financial 10 statement including firms / companies Balance sheet. The firm applying should have financial position with a minimum turnover of Rs.50.00 million, per Annum, Bank Certificate from concerned Branch, (attach proof) 5 Clientage List / contractor Security services experience in any 10 Government Institution / Private Sector ( 50% marks for each category) 6 N.T. N Certificate /GST/PST Certificate / EOBI Certificate /Social 10 Security /ISO Certificate (2 Nos. for each category) 7 All Pakistan Security Agencies Association (APSAA) Certificate 10 8 Reputation of Company / Performance Certificate from other 10 Government Institutions (2 Nos. for each department) 9 The firm should have current Arm Guards & un-Armed Guards / 10 Supervisors strength of minimum 500/ Security Plan/ The firm should have registered & upto date with Home department, Federal & Provincial Govt. TOTAL MARKS (100%) 100 PASSING MARKS= 75 TECHNICAL COMMENTS PASS

The Medical Superintendent Lady Willingdon Hospital Lahore

THE LADY WILLINGDON HOSPITAL LAHORE

______

UNDERTAKING

1. We hereby confirm that we have read carefully all the Terms & Conditions of the tender enquiry for opening on ______, for providing of Security Services to LWH, Lahore and also all the Special Instructions attached with the tender enquiry. We agree to abide by all these instruction/ conditions. 2. We hereby conform to adhere to the laid down terms and conditions. In case of failure, we agree un-conditionally to accept the recovery of liquidated damages on delayed services. 3. Certified that the prices quoted against Tender are not more than the prices charged from any other purchasing Agency in the country in the financial year 2017-18, and in case of any discrepancy the tenderer hereby undertakes to refund the Price charged in excess as and when asked to do so.

Name of the Firm______

Signature ______

Authorized Person: ______

Postal Address: ______Business:______

CNIC No*: ______NTN No*: ______

Attach Photo copy*

COMPANY STAMP