BIDDING DOCUMENTS PROCUREMENT OF IT EQUIPMENT ...

DHQ/ Teaching Hospital, Gujranwala

Specialized Healthcare & Medical Education Department Government of the Punjab Page 1 of 5

Specialized Healthcare & Medical Education Department

Government of the Punjab

DHQ TEACHING HOSPITAL, GUJRANWALA

BIDDING DOCUMENTS PROCUREMENT OF IT EQUIPMENT ITEMS

FOR THE FINANCIAL YEAR 2022 - 2023.



Invitation for Bids

1. The Medical Superintendent, DHQ Teaching Hospital Gujranwala invites sealed bids from registered

bidders to meet the requirement of DHQ Teaching Hospital Gujranwala. Detailed description and

quantities of different of Items are attached with the Bidding Documents.

2. Interested Eligible Bidders may get the Bidding Documents form the office of the undersigned on the

submission of written application along with payment of non-refundable fee of Rs. 5,000/- (Five

Thousand Rupees only). Bidding Documents are available up to 06-07-2022.

Sr.

No. Detail Call Deposit Tender Fee

Receiving &

opening Date

Total Estimated

Amount

1. Repairing od IT Equipment 2% of estimated

amount Rs. 5,000/- 06-07-2022 Rs: 3,500,000/-

Note: Bid Security shall be 2% of estimated amount of quoted items.

1. A copy of the Bidding Documents is also available for information only on the website of Punjab

Procurement Regulatory Authority (www.pprapunjab.gov.pk) until the closing date for the submission of

bids.

2. Bidding will be conducted through Single Stage-Two Envelopes bidding procedure as per Rule 38 2(a) of

Punjab PPRA-2014 (Amended 2016).

3. 2 % Bid Security will be forfeited in case of refusal of supply of items/services by the lowest bidder then

the second lowest bidder will be awarded the contract.

4. Bids must be delivered to the DHQ Teaching Hospital in the office of Medical Superintendent Office

before 10:00 AM on above mentioned dates. Must be submitted along. Late bids will be rejected. Bids

will be opened in the presence of the bidders’ representatives.

5. All the pages of Technical & Financial Bid should be marked (i.e. 1, 2, 3).

6. The Firm is bound to Attach CDR with Financial Bid.

7. Substandard, Broken Seal & substitution will not be acceptable.

8. If the price being found excess than in any other District of the Punjab Province then the Firm will be

bound to refund the excess amount.

9. Firm is bound to supply the items within mentioned time in the supply order. In case of failure, authorities

have rights to take action against the Firm under the Terms & Conditions.

10. The Bidders should quote price of above mentioned Tender Items according to the enclosed list of items

and submit the Sealed Tender at the requisite place by given dates in the advertisement.

11. If the last date falls on a holiday the validity shall be extended to the next first working day.

12. In the event that the successful Bidder refuses or fails to honor its Bid, the Authority shall be at liberty to

forfeit the Bid Security.

13. The Bidder shall deliver the Items strictly according to the delivery terms prescribed by the Authority in

the Advance Approval Letter.

14. The Authority shall only accept the items after they have been duly inspected by the Verification

Committee in presence of the Bidder.

15. The successful Bidders have to signed the contract and furnish 5% Performance Guarantee in the shape of

Cash Deposit Receipt (CDR) / Bank Guarantee / Bank Draft / Pay Order in the name of Medical

Superintendent, DHQ Teaching Hospital, Gujranwala.

16. The samples of all unbranded items must be provided at the time of submission of bid or within 10 days

from the date of opening of the technical bids, otherwise the bid of the concerned items will not be

considered and assumed rejected.

17. In case of late delivery of goods beyond the periods specified in the Schedule of Requirements,

penalty/liquidated damage of the cost not exceeding of the purchase order value for late delivered supply

shall be imposed upon the Supplier.

18. The stamp duty in the shape of stamp papers will be paid by the bidders at the time of issuance of supply

orders equal to 0.25% of awarded amount.

19. The Committee reserves the right to reject items that do not confirm to the Specifications mentioned in

the Tender. In the event of rejection of all or any item, the Bidder shall collect such rejected items within



one (1) week from date of inspection, failing which, the Authority shall be entitled to dispose of those

items. The Bidder shall be liable for any costs that the Authority may incur on storing or disposing of the

rejected items.

20. Firm is bound to accept all the terms & conditions mentioned in the Advertisement & Tender Documents.

In case of failure Purchase Committee has right to cancel the Tender & will not be challenged in the court

or office.

21. The validity of offer of rates of items would be till 30-06-2023.

22. All purchases would be done strictly according to PPRA Rules 2014 (Amended 2016).

23. The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold

and legible letters to avoid confusion. Similarly, the Bidder shall seal the proposal/bids in separate

envelopes. The envelopes shall then be sealed in an outer envelope.

24. The inner and outer envelopes shall:

a). Be addressed to the Procuring Agency at the address given in the advertisement:

b). Bid Reference No. indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN

BEFROE,” the time and the date specified in the Bid Data Sheet for opening of Bids.

25. 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”.

26. The envelope must also clearly show the Bid title and Bidder’s name & address. Failure to comply with

this requirement may result in rejection of the Bid & the Committee decision in this regard shall be final.

Bids submitted after prescribed time shall not be entertained.

27. Procuring Agency has a right to return bid related to any item of any Bidder un-opened in case the item is

declared as ineligible or non-responsive.

28. Bids must be submitted by the Bidder and received by the Procuring Agency at the address on the time

and date specified in the tender advertisement. Bids received later than the time and date specified in the

tender advertisement will stand summarily rejected.

29. The Authority reserves the rights to increase or decrease the quantity of the items.

30. For Life Saving Material the Firms are bound to supply the items round the clock. 31. All purchase would be done strictly according to PPRA Rules 2014 (Amended 2016).

32. Committee has all the rights to accept or reject one or all tenders and will not be challenged in the court of

Law or office.

REQUIREMENTS

Attested Computerized National Identity Card (CNIC).

Attach Original Tender Sale Receipt. (@ Rs: 5,000/- Non-Refundable).

Call Deposit in the Name of Medical Superintendent DHQ Teaching Hospital, Gujranwala.

Attested copy of NTN Certificate.

Affidavit on Rs. 50/- Stamp Paper that the firm is not Black Listed.

Latest Tax Paid / Balance Sheet / Audit Inspection Report.

Bidder is bound to provide their Mobile No. & Latest Bank Statement.

Contractor / Bidder Should Submit an affidavit worth Rs: 100/- that he has accepted all Terms &

Conditions of Tender Documents & PPRA RULES 2014 (Amended 2016) and shall continue the same in

future and undersigned will be competent to change the terms & Conditions time to time.

Attach Company Profile.

Previous Performance certificates. Tender Documents should be Signed / Stamped & Must Attached

with Technical Bid (all Pages) and registration of firms with Govt. Institution according to Government

rules must attach for participation in tender. Otherwise Committee has right to reject the tender.

EVALUATION CRITERIA



Sr. # Parameters Details Maximum/

Total Marks Remarks

1.

Market

Experience in Quoted Items

i. Less than 01 Year 0

15

Bidders having less than 01-year experience are ineligible. Experience will be confirmed from the date

of issuance of Supply/ Work order and this will be verified on the basis of documentary evidence provided by bidder.

ii. 2-3 years 05

iii. 4-5 year 10

iv. Above 5 year 15

2.

Previous

Experience with

Govt. Intuitions/

Hospital during

last two years.

i. No institution served 0

15 Institution means Government Institution and experience will be verified on the basis of

documentary evidence (supply order/ work order).

ii. 1 to 2 05

iii. 3 to 4 10

iv. 5 to 6 15

3. Financial Position i. Bank Statement 05

10 All provided documents can be verified by the Department.

ii. Tax Registration 05

4. Technical Capabilities and

Storage Capacity

iii. Company Profile and

Employee Details

03

10 Company Profiles and employees in the form of CV’s. The firm has to furnish the certificates

regarding ISO Certification/ SECP Certification.

02

iv. ISO Certification/ SECP

Certification 05

Total marks: 50 Qualifying marks: 60% and above The financial bids of technically accepted bidders will be opened publicly by the Procuring Agency and the financial bids found technically non-responsive shall be returned un-opened to the respective bidders.

SR# Name of Items/ Description Estimated Cost /-

LIST OF REPLACEABLE PARTS /REPAIRABLE ITEMS FOR IT EQUIPMENT(COMPUTER)

1 Hard Drive (500 GB) 8000

2 RAM (4GB DDR3) 5000

3 VGA Card (1GB) 5500

4 Mother Board (CORE i3 2ND

GEN) 7000

5 Proccssor ( CORE TM i3) (3.40GHz) 3500

6 Power Supply 4500

7 LCD Panel(17 inch) (A+) 6500

8 DVD Rom 1500

LIST OF REPLACEABLE PARTS/REPAIRABLE ITEMS FOR IT EQUIPMENT (PRINTERS)

1

Refilling of

Toner

Large 2800

Medium 2400

Small 1800

2

Drum Large 1750

Medium 1350

Small 1150

3

Cleaner Blade Large 1450

Medium 1250

Small 1050

4

PCR Large 2300

Medium 1800

Small 1500

5

Duplexer Blade Large 1500

Medium 1300

Small 1100



6

Fuser Large 13000

Medium 10000

Small 8500

7 Sleave for

Printer

Large (Orginal Metal) 8300

Medium 4000

8 Fuser Gayer 1200

9 USB ports 1000

10 Service of Printers 1000

11 RM Bush 900

12 Fuser Strip 4200

13 Earth board 1350

14 Pressure Ruler 4000

15 Gate Repair 1250

16 Magnet for Toner 1500

17 Formater Card Replace 2500

18 Scanner for Printers 1250

-SD-

END USER DHQ TEACHING HOSPITAL

GUJRANWALA

-SD-

DIRECTOR PURCHASE DHQ TEACHING HOSPITAL

GUJRANWALA

-SD- MEDICAL SUPERINTENDENT

DHQ TEACHING HOSPITAL GUJRANWALA



Page 1 of 8

DHQ TEACHING HOSPITAL

GUJRANWALA

BIDDING DOCUMENTS FOR REPAIR AND MAINTENANCE

(ANNUAL SERVICE CONTRACT) OF ELECTRO MEDICAL EQUIPMENT FOR THE FINANCIAL YEAR 2022-23.

(DHQ/TEACHING HOSPITAL GUJRANWALA)



Page 2 of 8

INVITATION FOR BIDS

BIDDING DOCUMENTS FOR REPAIR AND MAINTENANCE (ANNUAL SERVICE CONTRACT) OF ELECTRO MEDICAL EQUIPMENT FOR THE FINANCIAL YEAR 2022-23.

(DHQ TEACHING HOSPITAL GUJRANWALA)

Sr. No. Detail

Call Deposit

Tender Fee

Receiving Date & Time

Opening Date & Time

Total Estimated Amount

1.

Repair And Maintenance (Annual Service Contract) of Electro Medical Equipment

2% of estimated amount

Rs. 5,000/- 06-July-2022

10:00 AM 06-July-2022

10:30 AM Rs:

15,000,000/-

Note: CDR shall be 2% of estimated amount of quoted items.

Please submit the technical and financial bids in separate sealed envelopes as per PPRA Rules,

2014. (Single stage, two envelopes)

Sealed tender shall be addressed to the Medical Superintendent, DHQ Teaching Hospital,

Gujranwala Tender Name and opening date should be written on outer envelope.

TENDER AND CONDITIONS

1. Offer shall be valid for 180 days from the date of opening of technical tender inquiry.

2. Contract will be effective from the date of award, up to One Year and extendable for

further one year if required.

3. Any offer not received as per terms and conditions of the tender inquiry is liable to be

ignored.

4. Sole Distributor / Sole Proprietor will be preferred for the repair of Electro-Medical

Equipments.

5. No offer shall be considered if: -

● Received without call deposit (CDR)

● Received after the date and time fixed for its receipt.

● The tender is unsigned/unstamped.

● The offer is ambiguous.

● The offer is conditional.

● The offer is by telegram.

● The offer is from a firm black lister, suspended, or removed from the

approved list.

● The offer received with shorter validity than required in the tender

inquiry.

● The offer not conforming to the specifications indicated in the tender

inquiry.

6. In case the award is issued to successful bidder during the offered validity period and not

accepted by the tender, the Earnest Money shall be forfeited.



Page 3 of 8

7. In case the contractor fails to execute the contract strictly in accordance with the terms

and conditions laid down in the contract, and to the satisfaction of hospital authority, the

award may be cancelled the security deposit therefore shall be forfeited.

8. If it is proved at any time during the period of agreement and thereafter that contractor

has claimed and paid excess amount, any taxable amount not claimed by the firm, the

firm will be blacklisted and recovery will be made and the institution reserves the right to

get repair of machinery from the open market at the risk and cost of the defaulting firm.

The hospital also reserves the right for the suspension/ cancellation of

contract/blacklisting of the defaulting firm.

9. The successful tender will have to deposit security fee 5% of the total amount in form of

Deposit at Call in the name of the Medical Superintendent, DHQ/ Teaching Hospital,

Gujranwala within 07 days. This amount will be refunded after successful completion of

contract period.

10. At the time of award, the firm will have to submit price reasonability certificate.

11. Income tax and other applicable taxes at the time of award will be deducted as per

Government instructions.

12. Any further instructions from the Government will also be applicable. Successful tender

will have to submit an agreement on judicial paper of Rs.100/- for accepting all the terms

and conditions of the contract before the award of contract.

SPECIAL INSTRUCTIONS

1. Interested bidders / firms should quote their monthly rates against the scope of work. The

rates will be in figure and words on the prescribed Performa / tender form. (Hand written

tender forms will not be accepted)

2. Any erasing / cutting / crossing etc. appearing on the offer must be properly signed by the

person signing on the tender. Moreover, all pages of the tender must also be properly

signed and stamped.

3. The bidders are required to enclose/furnish along with their offer, the following: -

● Tender Receipt.

● Tender Documents Stamped / Signed Properly.

● Price reasonability certificate.

● National Tax Number Certificate.

● Certificate of General Sales Tax.

● Copy of the National Identity card.

● Sole Distributor Certificate if applicable.

4. In case the firm fails to execute the agreement satisfactorily with the hospital, its call

deposit and security will be forfeited.

5. A certificate to the effect that the prices quoted are not more than the prices charged

against same quality and services from any agency (Govt. or Private) in Punjab and in case

of any discrepancy, the supplier shall undertake to refund the payment charged in excess,

whenever detected.

6. The contractors must submit:

i. List of their workers along with qualification certificate/degree.

ii. List of their clients attach relevant work orders.



Page 4 of 8

iii. List of machinery and tools.

iv. Name and address of the workshop.

7. In case of any dispute between head of hospital administration and firm the decision of the

Medical Superintendent, DHQ Teaching Hospital, Gujranwala shall be final, and not

challengeable in any court of law.

8. TECHNICAL CRITERIA FOR EVALUATION OF FIRMS

S. No.

Parameter Details Maximum Marks

Remarks

1

Past Performance (last Five year) of Institution

I. No Institution Served 0

25

Institution include Govt. and Private organization. Attach attested copies of relevant certificates

II. 1 to 2 Institution Served 10 III. 3 to 5 Institution Served 18

IV. 6 and above Institution Served 25

2

Market Experience in Quoted Assignment

I. No Market Experience 0

20 Attach attested copies of relevant certificates from organization.

II. 1 to 2 Years 5 III. 3 to 5 Years 10 IV. Above 5 Years 20

3

Credibility and Certificate

I. No valid Certification 0

15 Attach attested copies of relevant certificates.

II. Any reputed Certificate 10 III. Valid ISO Certificate 15

4

Financial Status I. Registered with income tax department 4

15

N.T.N Number Copy. Photocopies of Income Tax Return. Sale Tax Certificate. Copy of bank Statement Year 2013-14.

II. Tax Returns (last 3 years) 4 III. Bank Statement 3

IV. Sales Tax Certificate 4

5

Technical Staff Electronics / Bio Medical Engineer

13

The bidders is required to attach attested copy

of the relevant degree and appointment letter of concerned technical staff.

I.

Nil 0

One 4

More Than 2 7 Electronics / Bio Medical Technician

II.

Nil 0

1 to 2 3

More Than 2 6

6 Workshop Status I.

List of Tools / Instruments and Equipment

12 12 Attach list if Tools / Instruments / Equipment.

Total Marks=100

Qualifying Marks=70%

The financial bids of technically accepted bidders will be opened publically at a time to be

announced by the Hospital and the financial bids found technically non-responsive will be returned

un-opened to the respective bidders.



Page 5 of 8

List of Annual Service & Maintenance Contract for

Medical & Lab Equipment Financial Year 2022-23

Sr # Packages Equipment Type Detail

1 Package-1 Dialysis Units and R.O Plant

Annual Contract of Service and Maintenance

Make Model Qty

Fresenius Haemodialysis Machines

4008S

4008B

4008H

17

R.O Plant Local (1 Ton & 250 Ltr)

03

2 Package-2

Echo Machine & Color Doppler Ultrasound Machines


MAKE MODEL QTY

Toshiba, Japan Aplio 300 Xario 200

02 02

3 Package-3

HD Video Gastroscope, HD Video System Center, Imported Storage Endoscopes, Capsule Endoscope Set, Colonoscope, Gastroscope (Upper)


MAKE MODEL QTY

Olympus Japan

GIF-4190 GIF-HQ190 GIF-HQ190L CF-H190L PCF-PH190L TJF-Q180V CV-190 ENDO-1 MAJ-2027,

MAJ-2029 CFQ-160L-

2517497

GIF-160-2102111

11

4 Package-4 Dental Unit


MAKE MODEL QTY

Belmont Japan 2007 05



Page 6 of 8

Tender for the Repair & Maintenance of Medical & Lab Equipment for Financial Year 2022-23 of

DHQ Teaching Hospital Gujranwala.

Sr Packages Equipment Details

1 Package-1 Gestro Videoscope

Make Model Scope of work Qty Estimated Price

Olympus Japan

GIF-HQ190

Air Water Channel faulty

01 Job

Rs: 325,000/-

Per Unit

Air Water Nozzle faulty

Auxiliary Channel faulty

A Rubber damage

Glue faulty

2 Package-2 Echo Machine


Toshiba Japan

Power Vision 6000

Main Power Supply Unit faulty 01

Job Rs: 450,000/-

Per Unit Echo Probe faulty

Overall Service

3 Package-3 Anesthesia Machine


Dixion Germany

Pratice 3200

Bellow Unit damage

01 Job

Rs: 450,000/- Per Unit

Oxygen gauge damage

Nitrous gauge damage

Oxygen Cell faulty Touch panel faulty Ventilator Calibration required Overall service (with paintwork)

4 Package-4 X-Ray Machine


Toshiba Japan

500 mA X-Ray Tube Faulty 01 Rs:

1,000,000/- Per Unit

5 Package-5 Defibrillator


Toshiba Japan

Nihon Kohden: 5521K

Main Board faulty 01 Rs:

540,000/- Per Unit

Battery Pack faulty

Paddle set faulty

6 Package-6 ICU Ventilator


USA

Neumovent, Graphnet Advance Model: 30071

Master Calibration required

02 Nos

Rs: 450,000/-

Per Unit Oxygen Cell faulty

Battery faulty

7 Package-7 Cpap with Humidifier


Hungary SLE – 1000

Master Calibration required

05 Nos

Rs: 170,000/-

Per Unit

Oxygen Cell faulty

Breathing Circuit damage



Page 7 of 8




8 Package-8 Baby Incubator


Ohmeda Ohmeda

Ohio Care Plus 200

Main Unit faulty 01 Job

Rs: 350,000/-

Per Unit Front Door damage/broken

9 Package-9 Baby Incubator


Ohmeda Andromeda Glass Door Damage

01 Nos

Rs: 200,000/-

Per Unit Fan motor faulty

10 Package-

10

RO Treatment Plant


Local 1 Ton

Vessel Damage-----01 Nos 01

Nos

Rs: 275,000/-

Per Unit RO Membranes----04 Nos

Pipe work----------01 job

11 Package-

11

RO Treatment Plant


Local 250 ltr Vessel Damage------01

01 job

Rs: 140,000/-

Per Unit Vessel media replace----01

Pipe work----------01 job

12 Package-

12

Operating Microscope for ENT


Germany ZEISS Lens Fougi 01 Rs:

550,000/- Per Unit

Lamp replace 01

Overhauling 01

13 Package-

13 Electric OT Table


IGM Germany

IG-TAB

Hydraulic shock faulty----01

01 Nos

Rs: 220,000/-

Per Unit

High & Low motor gear---01

Break wheel faulty-----01

Slide gear damage-------02

Poshish rusty-----complete

Batteries faulty-----01

14 Package-

14 Electric OT Table


Maquet Electric

Hydraulic

Hydraulic Pump faulty---01

01 Nos

Rs: 220,000/-

Per Unit

Hydraulic shock faulty---01

Remote faulty----------01

Main Board faulty----01

Poshish rusty-----Complete

Batteries faulty------01



Page 8 of 8




15 Package-

15 OT Table


Local Manual

Hydraulic Table

Main Hydraulic faulty

02 tables

Rs: 95,000/- Per Unit

Overalling Service

9. Quoted rates will be considered as final and there will no price negotiation.

NOTE: If any other part which is not mentioned in the aforementioned list goes out of order. The

firm will be responsible for rectifying the problem and Repair / replacement of the

part.

-SD-


GUJRANWALA

-SD-


GUJRANWALA







DHQ TEACHING HOSPITAL, GUJRANWALA

BIDDING DOCUMENTS PROCUREMENT OF REPAIRING OF PLANT & MACHINERY

FOR THE FINANCIAL YEAR 2022 - 2023.



Invitation for Bids

1. The Medical Superintendent, DHQ Teaching Hospital Gujranwala invites sealed bids from registered

bidders to meet the requirement of DHQ Teaching Hospital Gujranwala. Detailed description and

quantities of different of Items are attached with the Bidding Documents.


submission of written application along with payment of non-refundable fee of Rs. 5,000/- (Five

Thousand Rupees only). Bidding Documents are available up to 06-07-2022.

Sr.

No. Detail Call Deposit Tender Fee

Receiving &

opening Date

Total Estimated

Amount

1. Repairing Of Plant

Machinery 2% of estimated

amount Rs. 5,000/- 06-07-2022 Rs: 5,000,000/-

Note: Bid Security shall be 2% of estimated amount of quoted items.

1. A copy of the Bidding Documents is also available for information only on the website of Punjab

Procurement Regulatory Authority (www.pprapunjab.gov.pk) until the closing date for the submission of

bids.



3. 2 % Bid Security will be forfeited in case of refusal of supply of items/services by the lowest bidder then

the second lowest bidder will be awarded the contract.

4. Bids must be delivered to the DHQ Teaching Hospital in the office of Medical Superintendent Office

before 10:00 AM on above mentioned dates. Must be submitted along. Late bids will be rejected. Bids

will be opened in the presence of the bidders’ representatives.




8. If the price being found excess than in any other District of the Punjab Province then the Firm will be

bound to refund the excess amount.

9. Firm is bound to supply the items within mentioned time in the supply order. In case of failure, authorities

have rights to take action against the Firm under the Terms & Conditions.


and submit the Sealed Tender at the requisite place by given dates in the advertisement.



forfeit the Bid Security.

13. The Bidder shall deliver the Items strictly according to the delivery terms prescribed by the Authority in

the Advance Approval Letter.



15. The successful Bidders have to signed the contract and furnish 5% Performance Guarantee in the shape of

Cash Deposit Receipt (CDR) / Bank Guarantee / Bank Draft / Pay Order in the name of Medical

Superintendent, DHQ Teaching Hospital, Gujranwala.

16. The samples of all unbranded items must be provided at the time of submission of bid or within 10 days

from the date of opening of the technical bids, otherwise the bid of the concerned items will not be

considered and assumed rejected.

17. In case of late delivery of goods beyond the periods specified in the Schedule of Requirements,

penalty/liquidated damage of the cost not exceeding of the purchase order value for late delivered supply

shall be imposed upon the Supplier.

18. The stamp duty in the shape of stamp papers will be paid by the bidders at the time of issuance of supply

orders equal to 0.25% of awarded amount.

19. The Committee reserves the right to reject items that do not confirm to the Specifications mentioned in

the Tender. In the event of rejection of all or any item, the Bidder shall collect such rejected items within



one (1) week from date of inspection, failing which, the Authority shall be entitled to dispose of those

items. The Bidder shall be liable for any costs that the Authority may incur on storing or disposing of the

rejected items.


In case of failure Purchase Committee has right to cancel the Tender & will not be challenged in the court

or office.

21. The validity of offer of rates of items would be till 30-06-2023.

22. All purchases would be done strictly according to PPRA Rules 2014 (Amended 2016).


and legible letters to avoid confusion. Similarly, the Bidder shall seal the proposal/bids in separate

envelopes. The envelopes shall then be sealed in an outer envelope.


a). Be addressed to the Procuring Agency at the address given in the advertisement:

b). Bid Reference No. indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN

BEFROE,” the time and the date specified in the Bid Data Sheet for opening of Bids.

25. 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”.




27. Procuring Agency has a right to return bid related to any item of any Bidder un-opened in case the item is



and date specified in the tender advertisement. Bids received later than the time and date specified in the

tender advertisement will stand summarily rejected.


30. For Life Saving Material the Firms are bound to supply the items round the clock. 31. All purchase would be done strictly according to PPRA Rules 2014 (Amended 2016).


Law or office.

REQUIREMENTS

Attested Computerized National Identity Card (CNIC).

Attach Original Tender Sale Receipt. (@ Rs: 5,000/- Non-Refundable).

Call Deposit in the Name of Medical Superintendent DHQ Teaching Hospital, Gujranwala.

Attested copy of NTN Certificate.

Affidavit on Rs. 50/- Stamp Paper that the firm is not Black Listed.

Latest Tax Paid / Balance Sheet / Audit Inspection Report.

Bidder is bound to provide their Mobile No. & Latest Bank Statement.

Contractor / Bidder Should Submit an affidavit worth Rs: 100/- that he has accepted all Terms &

Conditions of Tender Documents & PPRA RULES 2014 (Amended 2016) and shall continue the same in

future and undersigned will be competent to change the terms & Conditions time to time.

Attach Company Profile.

Previous Performance certificates. Tender Documents should be Signed / Stamped & Must Attached

with Technical Bid (all Pages) and registration of firms with Govt. Institution according to Government

rules must attach for participation in tender. Otherwise Committee has right to reject the tender.



EVALUATION CRITERIA Sr. # Parameters Details

Maximum/

Total Marks Remarks

1.

Market

Experience in Quoted Items


15

Bidders having less than 01-year experience are

ineligible. Experience will be confirmed from the date

of issuance of Supply/ Work order and this will be verified on the basis of documentary evidence provided by bidder.

ii. 2-3 years 05

iii. 4-5 year 10

iv. Above 5 year 15

2.

Previous

Experience with

Govt. Intuitions/

Hospital during

last two years.


15 Institution means Government Institution and experience will be verified on the basis of

documentary evidence (supply order/ work order).

ii. 1 to 2 05

iii. 3 to 4 10

iv. 5 to 6 15

3. Financial Position i. Bank Statement 05

10 All provided documents can be verified by the Department.

ii. Tax Registration 05

4. Technical Capabilities and

Storage Capacity

iii. Company Profile and

Employee Details

03

10 Company Profiles and employees in the form of CV’s. The firm has to furnish the certificates

regarding ISO Certification/ SECP Certification.

02

iv. ISO Certification/ SECP

Certification 05

Total marks: 50 Qualifying marks: 60% and above The financial bids of technically accepted bidders will be opened publicly by the Procuring Agency and the financial bids found technically non-responsive shall be returned un-opened to the respective bidders.

LIST OF REPLACEABLE PARTS / REPAIRABLE ITEMS FOR 01-TON SPLIT TYPE AIR CONDITIONERS.

Sr. No. NAME OF ITEMS /DESCRIPTION QUANTITY UNIT

PRICE LABOR

1 Providing and fixing of Compressor 01 No. 17500 2500

2 Providing and fixing of Capacitor 01 No. 850 1050

3 Providing and fixing of Condenser 01 No. 13900 1050

4 Providing and fixing cooling coil 01 No. 12500 1050

5 Providing and fixing of fan motor inner unit 01 No. 5800 1250

6 Providing and fixing of fan motor outer unit 01 No. 6000 1250

7 Providing and fixing of power supply kit for inner unit 01 No. 7700 1250

8 Providing and refiling of Gas (USA) 01 Kg - 2900

9 Providing and fixing of copper pipe ½ Dia 01 Feet 230 80

10 Providing and fixing of copper pipe ¼ Dia 01 Feet 160 80

11 Providing and fixing of copper pipe 5/8 Dia 01 Feet 330 80

12 Complete Cabinet Service (washing inner, outer, filter and drain) 01 No. - 2650

13 Cabinet AC Fitting include outer frame set 01 No. - 1850

14 Providing and fixing of Circuit Breaker 2 pole 20 Amp with Cover 01 No. 650 300

15 Providing and fixing of Power plug 35 Amp 01 No. 450 300

16 Providing and refill Compressor Oil 01 No. 1050 400

17 Providing and fixing of Gas Valve 01 No. 850 1050

18 Providing and fixing of Magnet contactor Rely 01 No. 950 1050

19 Providing and fixing of flexible drain pipe 01 No. 50 -

20 Providing and fixing of copper cable 3 core 110/.076 01 Meter 200 100

21 Providing and fixing of PVC Pipe 1” for Drainage 01 Length 380 200

22 Providing and fixing of Outer fan motor Capacitor 01 No. 200 1050

23 Providing of remote for AC 01 No. 1000 -

24 Providing and fixing of compressor leads 01 No. 350 1050

25 Repair and fixing of Power Supply Kit 01 No. - 1800



LIST OF REPLACEABLE PARTS / REPAIRABLE ITEMS FOR 1½-TON SPLIT TYPE AIR CONDITIONERS.


PRICE LABOR


























LIST OF REPLACEABLE PARTS / REPAIRABLE ITEMS FOR 2-TON SPLIT TYPE AIR CONDITIONERS.

Sr.

No. NAME OF ITEMS /DESCRIPTION QUANTITY

UNIT

PRICE LABOR





















Sr.

No. NAME OF ITEMS /DESCRIPTION QUANTITY

UNIT

PRICE LABOR








LIST OF REPLACEABLE PARTS / REPAIRABLE ITEMS FOR 04-TON CABINET TYPE AIR CONDITIONERS.


PRICE LABOR








8 Providing and refiling of Gas (USA) 01 Kg 11500 -













21 Providing and fixing of PVC Pipe 1” for Drainage 01 Length 380/ 200





-SD-


GUJRANWALA

-SD-


GUJRANWALA



S

BIDDING DOCUMENTS OF ANNUAL RATE CONTRACT OF

JANITORIAL SERVICES IN DHQ TEACHING HOSPITAL

GUJRANWALA FOR THE FINANCIAL YEAR 2022-23.

Page | 0 Specialized Healthcare & Medical Education Department Government of Punjab

Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala CONTENTS

1. INTRODUCTION / SCOPE OF WORK ............................................................................................................... 2 2. OBJECTIVES ........................................................................................................................................................ 2

3. INSTRUCTIONS TO BIDDERS ........................................................................................................................... 2

3.1 General Instructions ............................................................................................................................................... 2

3.2 Minimum Eligibility Criteria .................................................................................................................................. 3

3.3 Bidding Method and Evaluation ............................................................................................................................. 4 3.3.1 Bidding Method...................................................................................................................................................... 4

3.3.2 Rejection of Bids .................................................................................................................................................... 4

3.3.3 Performance Security ............................................................................................................................................. 4

3.3.4 Bid Evaluation ........................................................................................................................................................ 4

3.3.4.1 Technical Evaluations ............................................................................................................................................ 4

3.3.4.2 Financial Evaluation .............................................................................................................................................. 4 3.3.5 Redressal of Grievances ......................................................................................................................................... 4

4 GENERAL CONDITIONS OF CONTRACT ....................................................................................................... 4

4.1 Approach and Methodology ................................................................................................................................................ 4

4.2 Roles and Responsibilities ...................................................................................................................................... 4

4.2.1 Primary Responsibilities of the Firm ...................................................................................................................... 4

4.2.2 Responsibilities of Supervisor(s) ............................................................................................................................ 5 4.3 Responsibilities of the Client ................................................................................................................................. 6

4.4 Materials ................................................................................................................................................................. 6

4.5 General Guidelines ................................................................................................................................................. 6

4.6 Performance Specifications .................................................................................................................................... 6

4.7.1 Monitoring, Evaluation and Corrective Plan ........................................................................................................ 11 4.8 Termination of the Agreement ............................................................................................................................. 12 a) The contract will be signed between the hospital and the service provider for a period of One year initially but extendable upto further 3 financial years. The prices shall be locked for the same period (3 years). The annual renewal shall be based on the following (not limited to) conditions: ............................................................................................................ 12

5 SPECIAL CONDITIONS OF CONTRACT ........................................................................................................ 12

ANNEXURES ........................................................................................................................................................................ 13 ANNEXURE – I ................................................................................................................................................................. 13

ANNEXURE – II................................................................................................................................................................ 14

ANNEXURE – III .............................................................................................................................................................. 27 ANNEXURE –IV ............................................................................................................................................................... 27

Number of Janitors proposed for the mentioned amount per sq. meter .............................................................................. 28

1 Janitor for 1000 sq. meter ................................................................................................................................................ 28 Number of Supervisors proposed for the mentioned amount per sq. meter ........................................................................ 28

1 Supervisor for 10,000 sq. meter ....................................................................................................................................... 28

ANNEXURE – V ............................................................................................................................................................... 28

ANNEXURE – VI .............................................................................................................................................................. 28

ANNEXURE-VII ............................................................................................................................................................... 30

DESCRIPTION OF APPROACH AND METHODOLOGY FOR PERFORMING THE SERVICES ............................. 30 ANNEXURE-VIII .............................................................................................................................................................. 30

ANNEXURE-IX ................................................................................................................................................................. 31

Page | 1 Specialized Healthcare & Medical Education Department Government of the Punjab

1. INTRODUCTION / SCOPE OF WORK

(DHQ TEACHING HOSPITAL GUJRANWALA, LOCATED AT CIVIL LINES, GUJRANWALA)

- DHQ Teaching Hospital requires firms to provide janitorial services for 24 hours a day and 365 days a year

for this hospital. - The proposed area for where the janitorial services are required is mentioned in Annex-IX to be outsourced). - 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 as per

formula given in Annex-IV. - (Annexure IX) mentions all required areas / departments along with their respective area and timings. - The total area to be covered for janitorial service may be increased or decreased by the Hospital

Administration. 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. 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 DHQ/Teaching Hospital, Gujranwala. 2. For the purpose of preparing the bid, the bidders will be allowed to visit the hospital before 04-08-2020 to

conduct survey and relevant assessments. 3. The bidders shall submit technical and financial proposals in separate sealed envelopes in one sealed

envelope before 10:00 AM, 06-07-2022 at the Office of the Medical Superintendent, DHQ Teaching

Hospital, Gujranwala. 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. 4. The technical proposals shall be opened at 10:30 AM 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

5. 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.

6. 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. 25 Million as stated in the

“Eligibility” criteria)

g. Methodology to perform the Assignment

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.

Page | 2

7. 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 Call deposit Receipt equivalent to 2% of the estimated price

in the name of “Medical Superintendent , DHQ Teaching Hospital, Gujranwala” (Estimated Price: 50,000,000/-)

8. The contract validity is of till 30-06-2023 which may be extendable up to three years with ten percent annual increment from the signing of the contract subject to satisfactory performance of services.

9. 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.

10. After submission, no amendments in the technical or financial proposal shall be permitted. 11. 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.

12. The offer must be valid for 90 days from last date of submission of bids.

13. The quoted prices shall be treated as firm and final till the end of the contract. 14. Estimated Price is Rs. 50,000,000/-

15. 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.

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 with SECP since at least three year.

b) Have a minimum average annual verifiable turnover of at least Rs. 150 million rupees in the last year.

c) Registration Certificate of FBR & PRA. d) Registration Certificate of EOBI & PEESI.

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)

Page | 3

Specialized Healthcare & Medical Education Department Government of the Punjab

Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala 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 Biding Method According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.

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 CDR / Bank Guarantee / Bank

Draft etc. from a recognized bank operating in Pakistan on the format attached as Annexure VI of the amount equivalent to 5% 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 60% points (of 100 Points), the bid will be considered technically

responsive. Those bids scoring less than 60% 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 60% or more in the technical evaluation)

3.3.4.1 Technical Evaluations 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.

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 Five (05) 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. 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

emergency/Trauma Centre. 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 labor 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.


Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala 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 yellow shirt and loose dark blue 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.

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 for attendance of 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. The minimum monthly payment should be according to Punjab Govt. rule. 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 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. 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 hospital administration.


Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala 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 Hospital 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 given by the hospital to service provider and maintain electronic inventory at all times as agreed by the hospital administration.

3. Material will be inspected by the Inspection Committee (defined by the client & service provider), nominated for the purpose, prior to depositing into the store.

4. Materials should be deposited on the 27th

of each month in the store given by the hospital to service provider.

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 year to 35 year

ii. Supervisors – 25 year to 45 year 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:


Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala Table 11.1: Categorization of Risk

Category Status Functional Areas included

Emergency / Trauma Centre (All Floors)

Dialysis Unit

1 High Risk Operation Theater

Labor Rooms

Wards

Pharmacy – OPD & Emergency

Laboratories, including Pathology

2 Moderate Risk

Mortuary

Radiology

OPD, including treatment rooms & clinical consultation rooms

Patient washrooms

Corridors

Stairs / Ramps

3 Low Risk Administrative areas

Stores

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. Element High Risk

Moderate Risk Low Risk

1 Overall

n/a n/a n/a appearance

2 Odour Control n/a n/a n/a

Clean contact points each

Clean contact points

Commodes, weighing each use, 1 full clean

3 use, 1 full clean2 daily & n/a

scales, manual daily & between between patient use

handling equipment patient use

Patient 1 full clean daily and 1 full clean daily

n/a washbowls between patient use and between 4

patient use

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.

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


Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala



Bedside oxygen 1 full clean daily and 1 full clean daily

5 and suction between and between n/a

connectors patient use patient use

1 full clean daily and

1 full clean daily

Patient Fans and between n/a between patient use 6 patient use

1 full clean weekly

1 full clean

7

weekly n/a Drug trolley

4 full cleans daily, dust 2 full cleans daily,

Entrance / Exit control as required, 1 dust control as n/a 8 machine clean weekly required, 1 machine

2 full cleans daily, dust 2 full cleans daily,

control as required, 1 dust control as n/a machine clean weekly required, 1 machine

10 External areas 3 full clean daily 1 full clean daily

n/a

Switches, sockets

11 and data points 1 full clean daily

1 full clean daily 1 full clean daily

Check clean daily and 1 Check clean daily Check clean daily

full clean weekly and 1 full clean and 1 full clean 12 Walls weekly weekly

Wash every third

1 Full clean weekly 1 Full clean year or replace as 13 Ceiling weekly required

2 full clean daily and 1 full clean daily and

check clean as required check clean as 1 full clean weekly 14 All doors required

All internal glass Check clean daily and 1 Check clean daily

15 and glazing full clean weekly and 1 full clean 1 full clean weekly weekly

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

1 full clean daily and 1 full clean daily and 1 full clean daily

check clean as required check clean as and check clean as 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 clean daily dust control as 1 full clean daily, 1 dust check clean daily,

19 required, machine clean control daily, machine machine clean

5 full cleans daily, 1 check 1 full clean daily, machine

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

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

1 check clean weekly Electrical items, e.g. 1 check clean daily and 1 full 1 check clean daily and 1 and 1 full clean

21 overhead lights clean monthly full clean monthly monthly





1 full clean and 1 check clean

22 Chairs daily 1 full clean daily 1 full clean weekly

Beds/ Trolleys Bedframe, including all Bedframe, including

/Mattresses component parts daily, all component parts n/a mattresses weekly and on daily, mattresses

1 check clean daily

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

1 check clean daily

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

1 full clean daily and 1 full clean daily 1 full clean daily

All dispensers / daily as required and daily as and daily as 26 holders required required

1 full clean daily and 1

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

Daily check system

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

Daily check system

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

Computers /

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

1 full clean and 1 check

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

Bedframe, including all Bedframe, including

component parts daily, all component parts

mattresses weekly and on daily, mattresses

1 check clean daily

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

1 check clean daily

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

1 full clean daily and 1 full clean daily 1 full clean daily

All dispensers / daily as required and daily as and daily as 26 holders required required

1 full clean daily and 1

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

Daily check system

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

Daily check system

29 Toilets / Urinals Daily check system in Daily check system in operation to

/Bidet operation to include 4 in operation to include 3 full cleans





Computers /

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

1 full clean and 1 check

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

Bedframe, including all Bedframe, including

component parts daily, all component parts

mattresses weekly and on daily, mattresses


Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala 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

Moderate Risk Area 3 hours of reporting of problem to the service provider

Low 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. 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

Moderate Risk Area Rs. 1500

Low 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%


Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwala 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.

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) 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.

e) 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 One year initially

but extendable up to further 3 financial years. 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. Mutual consent of both parties

3. Approval of budget for the services 4. 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.

2. The Service Provider shall be fully responsible for safe keeping 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.


Outsourcing of Janitorial Services in DHQ/Teaching Hospital, Gujranwal

ANNEXURES

ANNEXURE – I

MINIMUM USAGE OF NECESSARY CLEANING SUPPLIES Sr. No.

CLEANING SUPPLIES REQUIRED Total Used Frequency of

usage

1 AIR FRESHENERS 80 Monthly

2 CLORIN SOLUTION 20 Monthly

3 DRY MOP 20 Weekly

4 DRY MOP REFILL 30 Weekly

5 FLOOR DUSTING BRUSH 20 Monthly

6 FLOOR WASH 10 Daily

7 GLASS CLEANER 20 Monthly

8 HARPIC 20 Weekly

9 PHENYLE ORDINARY 20 Daily

10 PERFUME SPRAY 60 Monthly

11 PHENYLE BALLS 20 Weekly

12 SURF 40 Daily

13 BROOMS 06 Weekly

14 SWEAP ACID 10 Daily

15 OIL SPRAY (TYPHONE) 08 Monthly

16 TOWEL/FURNITURE DUSTER 20 Monthly

17 VIM / LIME POWDER 20 Weekly

18 WET MOP 20 Weekly

19 WET MOP REFILLS 70 Weekly

20 WASROOM BRUSH 20 Monthly

21 WIPER 40 Monthly

22 WASHING BRUSH 20 Monthly

Note:- The quantity of above said items will be increased as per site requirements.

ANNEXURE – II Weekly Cleaning Review Sheet

Name of designated Date

hospital staff

1 2 3 4

CLEANLINESS

Very

Dirty Dirty Not Dirty Clean

Isolation

Room

Functional

Risk Category High

Floor

More than quarter of the

Less than quarter of the floor


Floor is clean, free of dust and dry

floor is dusty or wet is dusty or wet is dusty or wet AND

OR AND AND No litter

More than 2 pieces of 1-2 pieces No litter

litter of litter

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

and vents are

dusty

vents are

dusty

and vents

are dusty

window sill)

Fans

More than half of the fans are

Quarter to half fans are dusty

Less than one-fourth fans are All fans are clean

dusty dusty

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

AND OR OR Not humid

Very

humid Very humid Slightly

humid

Dialysis Unit

Functional

Risk Category High

Floor

More than quarter of the




floor is dusty or wet is dusty or wet is dusty or wet AND

OR AND AND No litter

More than 2 pieces of

litter

1-2 pieces

of litter No litter





(glass, net and

and vents are

dusty

vents are

dusty

and vents

are dusty

window sill)

Fans




dusty dusty

Side tables





dusty


hospital

staff

1 2 3 4

CLEANLINESS

Very


Isolation

Room

Functional Risk

Category High

Atmosphere

Bad smell

Bad smell No smell

No smell

AND OR OR

Not

humid

Very

humid Very

humid Slightly

humid

Medical

Emergency

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 Floor is clean and dry

dusty or wet dusty or wet is dusty or wet

No

litter

OR OR OR

More than 6 4-6 pieces of 1-3 pieces of

pieces of litter litter litter





(glass, net and

and vents

are dusty

vents

are

dusty

and vents are

dusty

window sill)

Fans



Less than one-fourth fans are

All fans are clean

dusty dusty

Side tables

More than 2

side tables

are 2 side tables are dusty



dusty

Atmosphere Bad smell Bad smell No smell No smell

AND OR OR

Not

humid

Very

humid

Very

humid

Slightly

humid

Surgical

Emergency

Functional Risk

Category High

Floor





No

litter

OR OR OR

More than 6

pieces of litter

4-6 pieces of

litter 1-3 pieces of

litter





(glass, net and

and vents

are dusty

vents

are

dusty

and vents are

dusty

window sill)

Fans




All fans are clean

dusty dusty


hospital staff

1 2 3 4

CLEANLINESS

Very


Isolation Room

Functional Risk

Category High

Macintosh Sheets 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)

Side tables

More than 2

side tables

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

(observe when no AND OR or dust

operation is

Medical

waste

Medical

waste

underway)

Operation table Heavily stained Lightly stained Very slightly stained No stains

(observe when no

(1 big stain or 4-5

small stains)

(3 to 4

small


operation is

underway)

Atmosphere Bad smell Bad smell No smell No smell AND OR OR Not humid

Very

humid

Very

humid Slightly humid

Labor Room

Functional Risk

Category High

Floor Blood spillage Blood spillage Only dust


AND OR or dust

Medical

waste

Medical

waste





(glass, net and

and vents are

dusty

vents are

dusty

and vents are

dusty

window sill)

Fans




All fans are clean

dusty dusty


hospital staff

1 2 3 4

CLEANLINESS

Very


Isolation

Room

Functional

Risk

Hig

h

Category

Atmosphere Bad

smell Bad

smell No smell

No

smell

AND OR OR Not humid

Very

humi

d

Very

humi

d Slightly humid

Wards

Functional

Risk

Category Moderate

Floor





dusty

o

r wet dusty or wet is dusty

o

r 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 windows


than quarter

windows


(glass, net and

and vents

are dusty

vents

are

dusty

and vents are

dusty

window sill)

Fans




dusty

dust

y

Side tables





dusty

Atmosphere Bad

smell Bad

smell No smell

No

smell

AND OR OR Not humid

Very

humi

d

Very

humi

d Slightly humid

Pharmacy

Functional Risk Category Moderate

Floor



Less than quarter of the floor is


dusty

o

r wet dusty or wet

dust

y

o

r wet AND

OR OR OR No litter

More than 5

pieces of litter

3-5

pieces of

litter

1-2 pieces of

litter

Pharmacy counter More than half the counter is

Quarter of the counter is dusty

Less than quarter of the counter Counter is free of dust and dry

dusty is dusty


hospital staff

1 2 3 4

CLEANLINESS Very Dirty

Dirt

y Not Dirty Clean

Isolation

Room

Functional Risk

Category High

Windows and vent

s More than half the windows

Quarter to half windows and

Less than quarter windows and


(glass, net and

and vents are

dusty

vents are

dusty

vents are

dusty

window sill)

Fans


Quarter to half

fans are dusty


All fans are clean

dusty dusty

Atmosphere Bad

smell Bad smell No

smell No

smell

AND OR OR

Not

humid

Very humid Very humid

Slightly

humid

Pathology Lab

Functional Risk Category

Moderate

Floor More than a one third of the Quarter to one third of the floor



floor is

dust

y or wet is

dust

y

o

r

we

t dusty

o

r 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 patches

Counter is free of dust and dry

counter is dusty dusty

but less than 1

square foot area AND

OR OR OR

No

material

s are

spilled

Material

s spilled

ove

r more

Materials spilled over 1

square

Materials are

spilled at 1-2

than a quarter of the counter foot of the counter

places leaving very

small marks

Equipment More than 3 pieces of

2-3 pieces of equipment are

1 piece of equipment is dusty

No piece of equipment is dusty

equipment are dusty or

have

dusty or has grime

settled on it AND AND

grime settled on

them

No piece has grime

settled on it

No piece has

grime settled on

it

Windows and vent

s More than half the windows




(glass, net and

and vents are

dusty

vents are

dusty

vents are

dusty

window sill)

Name of

designated Date

hospital staff

1 2 3 4

CLEANLINESS Very Dirty Dirty Not Dirty Clean

Isolation Room

Functional Risk

Category High

Fans More than half of the fans are Quarter to half

fans are dusty


All fans are clean

dusty dusty

Air conditioners More than half of the vents and

One quarter of the vents and the

Some dust on one AC

No dust on the AC

the outside shell of one AC is

outside shell of one AC

is dusty

dusty

Atmosphere Bad smell Bad smell No smell No smell AND OR OR Not humid

Very humid Very humid

Slightly

humid

Radiology Lab


Floor More than a one third of the Quarter to one third of the floor



floor is dusty or wet 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 patches

Counter is free of dust and dry

counter is dusty dusty

but less than 1

square foot area AND

OR OR OR

No materials

are spilled

Materials spilled over more

Materials spilled over 1

square

Materials are

spilled at 1-2

than a quarter of the counter foot of the counter

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 settled

Has some areas of

gathered dust

Has some areas of

gathered dust

No layers of

old dust

on it

Equipment More than 3 pieces of 2-3 pieces of equipment are

1 piece of equipment is dusty

No piece of equipment is dusty

equipment are dusty or

have

dusty or has grime

settled on it AND AND

grime settled on them

No piece has grime

settled on it

No piece has grime

settled on it

Name of

designated Dat

e

hospital

staff

1 2 3 4

CLEANLINES

S Very Dirty

Dirt

y

Not

Dirty

Clea

n

Isolation

Room

Functional Risk

Category

Hig

h

Windows

and

vents





(glass, net and

and vents

are dusty

vents are

dusty vents are dusty

window

sill)

Fans




All fans are clean

dusty

dust

y

Air conditioners

More than half of the vents and

One quarter of the vents and the

Some dust on one AC

No dust on the AC

the outside shell of

one AC is

outside shell of one AC is

dusty

dusty

Atmosphere Bad

smell Bad

smell No smell No

smell

AND OR OR Not humid

Very humid

Very


Patient washroom


Moderate

Floor (cubicle)




Floor is clean and dry (no sign of

wet, dusty or

littered

wet, dusty or

littered

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

AN

D

Insid

e of toilet

clea

n

Inside of

toilet dirty

Inside of toilet

dirty

Insid

e of

toile

t clean

Flush (tanky)

clean

AN

D

Flush (tanky) is

dirty

Wash

basin

Sink is dirty (drainage blocked) Sink is dirty

(spots) Sink is dirty

(spots) Sink

is

clean

(washroom

) AND OR

AN

D

AN

D

No soap No soap

Soap

present

Soap

present

Windows

and

vents


Quarter to half windows and Less than

quarter windows


(glass, net and

and vents

are dusty

vents are

dusty

and vents are

dusty

window

sill)

Name of

designated Date

hospital

staff

1 2 3 4

CLEANLINESS

Very


Isolation

Room

Functional

Risk Category

Hig

h

Atmosphere Bad smell Bad

smell No smell

Pleasant

smell

(washroom) OR AND OR AND

No bulb installed

Bulbs

installe

d

Bulbs

installed Bulbs installed

Waiting area


Floor



Less than quarter of the floor Floor

is

clean

and dry

dusty or wet dusty or wet is

dust

y

o

r wet

No

litter

OR OR OR


litter

4-6 pieces

of litter

1-3 pieces

of litter

(includin

g

cigarett

e butts or

bird excreta)

Windows

and

vents



than quarter

windows


(glass, net and and vents are vents and vents

dusty are

dusty

are dusty

window sill)

Fans




All fans are clean

dusty

dust

y

Furniture

More than half the seats are

Quarter to half of the seats are

Less than quarter seats are

All seats are clean

dusty dusty

dust

y


smell No smell

Pleasant

smell

AND OR

AN

D AND

Mosquito

es or

housefli

es

Mosquitoe

s or

houseflies

No mosquitoes or

houseflies

No mosquitoes and

houseflies

flying around

Corridor


Floor


Quarter to half

of the floor is Less than quarter of the floor Floor

is

clean

and dry


dust

y

o

r wet

No

litter

AND OR OR

Spit marks

4-6 pieces

of litter

1-3 pieces

of litter

OR


litter

(includin

g

cigarett

e butts or

bird excreta)

Name of

designated Date

hospital

staff

1 2 3 4

CLEANLINESS

Very

Dirty

Dirt

y Not Dirty Clean

Isolation

Room

Functional

Risk

Category

Hig

h

Windows

and

vents



Less than

quarter

windows


(glass, net and

and vents are

dusty

vents

are

dusty

and vents are

dusty

window sill)

Fans




All fans are clean

dusty

dust

y


smell No smell

Pleasant

smell

AND OR

AN

D AND

Mosquito

es or

housefli

es

Mosquito

es or

houseflie

s

No mosquitoes or

houseflies

No mosquitoes and

houseflies

flying around

Stairs/Ramp


Moderate

Stairs Floor is dusty Floor is dusty

Floor is

not dusty Floor

is

clean

and dry

AND OR

AN

D

No

litter

Spit marks

4-6

pieces of

litter

1-3 pieces of

litter

OR


litter

(includin

g

cigaret

te butts or

bird excreta)

Handrails of stairwells

More than half of the handrail

Quarter to half of the handrail

Less than quarter of the

Handrail is free of dust

is dusty

is

dusty

handrail is

dusty

Ramp Floor is dusty Floor is

dusty

Floor

is

not dusty Floor

is

clean

and dry

AND OR

AN

D

No

litter

Spit marks

4-6

pieces of

litter

1 -3 pieces of

litter

OR


litter

(includin

g

cigaret

te butts or

bird excreta)

Mortuary


Moderate


hospital staff

1 2 3 4

CLEANLINESS

Very


Isolation

Room

Functional Risk

Category

Hig

h

Floor Blood

spillage Blood

spillage Only dust


AND OR or dust

Medical waste

Medic

al

waste

Table Heavily

stained Lightly

stained

Very

slightly stained No stains

(1 or more big stains or

5 or

(3 to 4

small


more small

stains)

Windows and

vents



than quarter

windows


(glass, net and

and vents are

dusty

vents

are

dusty

and vents are

dusty

window sill)

Fans




All fans are clean

dusty dust

y

Atmosphere Bad smell Bad smell No smell No smel

l AND OR OR Not humid

Very

humid

Very


Administrative

Lo

w

Areas

Functional Risk

Category

Floor




Flooriscleanand dry

dusty or wet dusty

o

r wet is dusty

o

r wet No litter

OR OR OR


litter

4-6

pieces of

litter

1-3 pieces of

litter

(includin

g

cigarett

e

butts

or

bird excreta)

Windows and

vents



than quarter

windows


(glass, net and

and vents are

dusty

vents

are

dusty

and vents are

dusty

window sill)

Fans




All fans are clean

dusty dust

y

Furniture

More than half the furniture is

Quarter to half of the furniture


All the furniture is clean

(seats/tables/shelves) dusty

is

dusty

furniture is

dusty


hospital staff

1 2 3 4

CLEANLINESS

Very


Isolation

Room

Functional Risk

Category High


AND OR OR

Not

humid

Very

humid Very

humid Slightly

humid

Record Room

Functional Risk Category Low

Floor





No

litter

OR OR OR

More than 6

pieces of litter

4-6 pieces

of litter

1-3 pieces of

litter





(glass, net and

and vents

are dusty

vents

are

dusty

and vents

are dusty

window sill)

Fans




All fans are clean

dusty dusty

Furniture





(seats/tables/shelves) dusty is dusty

furniture is

dusty


AND OR OR

Not

humid

Very

humid Very

humid Slightly

humid

Storage Room


Floor





No

litter

OR OR OR

More than 6

pieces of litter

4-6 pieces

of litter 1-3 pieces of

litter





(glass, net and

and vents

are dusty

vents

are

dusty

and vents

are dusty

window sill)

Fans




All fans are clean

dusty dusty

Furniture






furniture is

dusty


hospital staff

1 2 3 4

CLEANLINESS

Very


Isolation

Room

Functional Risk

Category High


AND OR OR

Not

humid

Very

humid Very

humid Slightly

humid

Record Room


Floor





No

litter

OR OR OR

More than 6

pieces of litter

4-6 pieces

of litter

1-3 pieces of

litter





(glass, net and

and vents

are dusty

vents

are

dusty

and vents

are dusty

window sill)

Fans




All fans are clean

dusty dusty

Furniture






furniture is

dusty


AND OR OR

Not

humid

Very

humid Very

humid Slightly

humid

Staff changing room


Floor





No

litter

OR OR OR

More than 6

pieces of litter

4-6 pieces

of litter

1-3 pieces of

litter





(glass, net and

and vents

are dusty

vents

are

dusty

and vents

are dusty

window sill)

Fans




All fans are clean

dusty dusty

Furniture






furniture is

dusty

Name of

designated Date

hospital staff

1 2 3 4

CLEANLINES

S

Very


Isolation Room

Functional Risk

Category High

Atmosphere Bad

smell Bad smell No smell No

smell

AND OR OR Not humid

Very

humid Very

humid Slightly

humid

External areas Functional Risk Category Low

Hard floor More than half of the floor is



Flooriscleanand dry


dust

y

o

r wet No litter

OR OR OR


litter

4-6 pieces of

litter

1-3 pieces of

litter

(includin

g

cigarett

e

butts

or

bird excreta)

Lawns Fallen tree leaves are strewn


than quarter

windows


all around the

trees

vents are dusty

and vents are dusty

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

hav

e

leave

s

One drain has leaves

gathered

No drain has

leaves gathered

More than two open

drains

gathere

d inside

insid

e inside

have leaves gathered

inside

ANNEXURE – III

Required Equipment

Sr.

No.

Name of Equipment for Mechanized Cleaning Type and Model Minimum Numbers

Required

1. Push Sweeper 1

2. Scrubber dryer 1

3. Walk behind scrubber 1

4. Window glass cleaning kit 1

5. Waste Buckets as per requiirements of the HWM

rules 2014

4

6. Water sucking pump 1

7. Pressure Gun 1

ANNEXURE – IV

FINANCIAL EVALUATION - I

Sr.

No.

Description Offer in Pak Rupee Inclusive of all applicable taxes,

Government Contributions & Contingencies(Materials)

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 amount per sq. meter 1 Janitor for 1000 sq.

meter

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

meter meter

Rates quoted must be according to the prevailing market rate / minimum wage rate of

Government of the Punjab including all applicable taxes i.e. income tax, Punjab sale tax,

EOBI, PESSI and minimum cost of material as specified above etc. the minimum cost of

material to be added is Rs. 2000 per month per janitor. (The minimum wage rate per month

for civilian security guard as notified by labor and HR department vides point (b) of first

paragraph of notification NO. SO (D-II) MW/2011(VOL-VI) dated. 17th

June, 2022. The

other applicable taxes and contributions as cited above will be included at the notified

applicable rates.) Any bidder quoting rates below the notified rate will be knocked out.

Following to be ensured:- Minimum wage rate as notified by the Government of Punjab

income tax

Punjab sale tax

EOBI

PESSI

Minimum cost of material as specified above Rs. 2000 per month per janitor.

In case, two firms quote the same financial rate, the lowest bidder will be determined on the

basis of greater marks in technical evaluation criteria. Moreover, the firms quote the same

rate in the financial bid and have equal marks in technical evaluation criteria, the lowest

bidder will be determined on the basis of having greater number of contracts (minimum fifty

or above janitors) with government institutions during last two financial years.

08 Waste handlers and at least 01 supervisor are required to maintain the chain of waste

management. And the responsibilities of waste handlers is as given

Proper weighing of waste.

Proper record keeping in ward’s register.

Transport infectious waste from ward to yellow room with proper PPEs, avoid

spillage,

He will responsible to clean the waste transport trolley at the of his duty with 1 %

chlorine solution.

He will responsible for the maintenance of the equipment.

He will look after yellow room properly during his shift.

He will follow the schedule of cleaning of the yellow room.

He will responsible to lift the infectious waste from yellow room to Private Company

as per the agreement.

In case of any violation of SOPs penalty must be given to the concerned Waste

handler as well as company by hospital administration.

4. Proper Yellow uniform and personal protective equipment of waste handlers are the

responsibility of company.

5. Supervisor will be the responsible of following

He will supervise all the waste handlers on above said points.

He will supervise the process of loading of waste from yellow room to private

company's vehicle.

He will maintain waste record on daily basis and submit the report.

Any negligence must be reported and treated with penalty to the concern person and

company.

The rate offered for waste handler will be according to minimum wage rate &

applicable Tax’s and Contributions excluding cost of material as stated above.

Sr.

No. Description

OFFER IN PAK RUPEE INCLUSIVE OF ALL APPLICABLE TAXES &

GOVERNMENT CONTRIBUTIONS

1. Monthly quoted amount per waste handler

ANNEXURE – V

KNOCK OUT CRITERIA

Note: The firm did not qualify the knock down criteria / clauses considered rejected for further

evaluation and scoring. Sr. No. Description

1. Orignal Tender Sale Receipt

2. Copy of the Proprietor’s CNIC

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

4. Copy of Income Tax Registration certificate

5. Copy of Sales Tax Registrations certificate

6. Copy of Punjab Revenue Authority Registration Certificate

7. Copy of ISO Certification QMS 9001

8. Copy ISO Certification EMS 14001

9. Valid Registration Certificate of SECP

10. Valid Registration Certificate of PEESI

11. Valid Registration Certificate of EOBI

TECHNICAL EVALUATION CRITERA

SR. NO. DESCRIPTION MAXIMUM MARKS

Three projects of similar nature (hospitals/ public access buildings

with covered area of 20,000sq meters or more) and having

financial value of at least Rs. 5 million each. 05 marks for each

project

15

Copy of ISO Certification QMS 9001 (05)

Copy ISO Certification EMS 14001 (05)

Valid Registration Certificate of SECP (05)

Valid Registration Certificate of PEESI (05)

Valid Registration Certificate of EOBI (05)

25

25 Marks will be given in case average annual turnover for the last

year is Rs.300 Million or more.

For Average Annual Turnover for the last year of not less than Rs.

150 Million, following weightage shall be used 20x (B /30)

Last year audited Financial Statement from Chartered Accountant;

Or

One Year bank statement

25

Project Manager with experience in HR management/ Project

management of at least 10 years or above (5 Marks)

Two supervisors with minimum experience of 5 years each in

similar capacity (2.5 marks for each supervisor) (5 Marks)

Minimum of 100 Janitors with the firm (5 Marks)

5 Marks for 100

janitors

For Janitors less than 100 but not less than 50, following weightage

shall be used 12x (C /100)

C= Number of the Janitors

15

Methodology / Management Plan

The Bidder shall provide the details about how to plan and manage

the services specific to the proposal for the DHQ Teaching

Hospital Gujranwala (according to Annexure VII)

20

Total Marks 100

ANNEXURE – VI

Form of Performance Security

To:

The Medical Superintendent,

**Hospital Name**

**Hospital Address*

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**. 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 3Insert name of Issuing Bank;

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)

Equipment 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

Documents

S. # DESCRIPTION

Tick Attached at

Yes / No

Annexure

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 arbitration/ litigation

4 with any government agency / department and not blacklisted as

well.

5 List of satisfied customers along with their contact numbers

6 Detailed specification / brochure by the Manufacturer

7 Copy of Income Tax Registration certificate

8 Copy of Sales Tax Registrations certificate

ANNEXURE-IX

Sr. Hospital Department name Department area –

Department Timings Square meters

i. Trauma Surgical + O.T

ii. Trauma Medical

iii. Trauma Medical ICU

iv. Trauma X-Ray + CT Scan v. ENT Ward

vi. Urology Ward

vii. Eye Ward + Eye OT

viii. Dialysis Ward

ix. Gastro Unit

x. Zaib ICU

Round the clock – 24 1. xi. Dengue Ward 82000 Sqr mtr

Hours xii. Main Operatiojn Theatre

xiii. Private Ward + Renal Transplant Unit

xiv. Medical Ward No. 05

xv. Medical Ward No. 06

xvi. Surgical War No. 07

xvii. Surgical Ward No. 08

xviii. Neuro Ward No. 17

xix. Ortho Ward No 09

xx. Chest Ward

xxi. MRI Department

TENDER CHECKLIST

Documents

S. # DESCRIPTION

Tick Attached at

Yes / No

Annexure

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 arbitration/

4 litigation with any government agency / department and

not blacklisted as well.

5 List of satisfied customers along with their contact

numbers

6 Detailed specification / brochure by the Manufacturer

7 Copy of Income Tax Registration certificate

8 Copy of Sales Tax Registrations certificate

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 Fax Number

-SD- MEDICAL SUPERINTENDENT DHQ/ TEACHING HOSPITAL

GUJRANWALA

P a g e 1 | 23



DHQ/ TEACHING HOSPITAL, GUJRANWALA

BIDDING DOCUMENTS FOR

PROCUREMENT OF WASTE

MANAGEMENT SERVICES,

FOR THE FINANCIAL YEAR 2021-22

P a g e 2 | 23

Invitation for Bids

1. The Medical Superintendent, DHQ Teaching Hospital, Gujranwala invites sealed bids from the eligible bidders

for Provision of Waste Management Services to meet the requirement of DHQ Teaching Hospital,

Gujranwala.


submission of written application and duly attested authorization from the company along with payment of

non-refundable fee of Rs. 5,000/- (Five Thousand Rupees only). Bidding Documents are available up to 06-07-

2022.

Sr. No.

Detail

Call Deposit

Tender Fee Receiving &

opening Date

Total

Estimated

Amount

1. Waste Management

Services

2% of estimated

amount Rs. 5,000/-

06-07-2021

Rs. 20

Million

3. However a copy of the Bidding Documents is also available for information only on the websites of Punjab

Procurement Regulatory Authority (www.ppra Punjab.gov.pk) until the closing date for the submission of

bids.



5. Bid Security mentioned above will be forfeited in case of refusal of provision of services by the lowest bidder

then the second lowest bidder will be awarded the contract.

6. Bids must be delivered personally to the DHQ Teaching Hospital, Gujranwala in the office of Medical

Superintendent Office before 10:00 AM on above mentioned dates. Bid security mentioned in the

Advertisement, must be in the shape of Call Deposit required to be supported with the financial bid. Late bids

will be rejected.

7. Bids will be opened in the presence of the bidders’ representatives.

8. Hand written financial bids will not be accepted and hence rejected.


10. The Index facing the page No. must be attached with the Technical Bid, otherwise Bid will not be accepted.

11. The Firm is bound to attach original CDR with Financial Bid and the copy of same must be attached with

Technical Bid, failing thereof will be rejection of Bid.


13. If the price being found excess than in any other District of the Punjab Province then the Firm will be bound to

refund the excess amount.

14. Firm is bound to provide the Waste Management Services within mentioned time in the supply order. In case

of failure, authorities have rights to take action against the Firm under the Terms & Conditions.

15. The Bidders should quote price of above mentioned Tender Demand and submit the Sealed Tender at the

requisite place by given dates in the advertisement.



forfeit the CDR.

18. The Bidder shall provide the Waste Management Services strictly according to the prescribed Scheduled by

the Authority in the Advance Acceptance Letter/ Contract.

18. In case of late provision of Waste Management Services beyond the periods specified in the Schedule of

Requirements, penalty/liquidated damage of the cost not exceeding of the Contract value for late delivered

supply shall be imposed upon the Supplier.

19. The stamp duty in the shape of stamp papers will be paid by the bidders at the time of issuance of supply orders

20. The Committee reserves the right to terminate the contract of service if it is not according to the standards

mentioned in the Tender. In the event of rejection of services by hospital.


In case of failure, Purchase Committee has right to cancel the Tender & will not be challenge.

P a g e 3 | 23

22. The validity of offer of rates of items would be till 30-06-2023 and further extendable for three months.

23. All purchases would be done strictly according to PPRA Rules 2014(Amended).


and legible letters to avoid confusion. Similarly, the Bidder shall seal the proposal/bids in separate envelopes.

The envelopes shall then be sealed in an outer envelope.


a) Be addressed to the Procuring Agency at the address given in the invitation for Bids:

b) A statement: “DO NOT OPEN BEFORE,” the time and the date specified in the Bid Data Sheet for opening

of Bids.

26. 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”.

27. The envelope must also clearly show the Bid title and Bidder’s name & address. Failure to comply with this

requirement may result in rejection of the Bid & the Committee decision in this regard shall be final. Bids

submitted after prescribed time shall not be entertained.

28. Procuring Agency has a right to return bid related to any item of any Bidder un- opened in case the item is


29. Bids must be submitted by the Bidder and received by the Procuring Agency at the address on the time and date

specified in the Bid Data Sheet. Bids received later than the time and date specified in the Bid Data Sheet will

stand summarily rejected.

30. The Authority reserves the rights to increase or decrease the quantity of the items up to any extent.

31. Previous Performance certificates. Tender Documents should be Signed / Stamped & Must Attached with

Technical Bid (all Pages) and registration of firms with Govt. Institution according to Government rules

must attach for participation in tender. Otherwise Committee has right to reject the tender.

P a g e 4 | 23

COMPULSORY PARAMETERS FOR BID EVALUATION /

KNOCK DOWN CRITERIA

Failure to comply with any compulsory parameter will result in non-responsive

(Technical disqualification) of the bidder. Following are the compulsory parameters for

the evaluation of the technical bids.

Sr. # Description Mandatory/

Optional

1. Attested Computerized National Identity Card (CNIC). Mandatory

2. Attach Original Tender Sale Receipt.

(@ Rs: 5,000/- Non-Refundable). Mandatory

3. Attested copy of NTN Certificate. Mandatory

4.

Letter of approval of operation issued by Environment Protection Department of

Collection, Transportation, Storage, Disposable of

hazardous waste and non-hazardous waste.

Mandatory

5.

Experience of Provision of Waste Management Services of five years-from the

issuance of License by Environment Protection Department-to at least three

public sector hospitals

(documentary evidence in the form of Supply Order/ Contract).

Mandatory

6.

The Firm has to submit undertaking that

i. It will provide the services round the clock in any circumstances.

ii. The firm has its own incinerator.

Mandatory

7. Affidavit on Rs. 100/- Stamp Paper that the firm is not Black Listed. Mandatory

8. Tax Returns of last three years. Mandatory

9. Bidder is bound to provide their Latest Bank Statement. Mandatory

10.

Contractor / Bidder Should Submit an affidavit worth Rs: 100/- that he has

accepted all Terms & Conditions of Tender Documents & PPRA RULES 2014

(Amended) and shall continue the same in future and undersigned will be

competent to change the terms &

Conditions time to time.

Mandatory



EVALUATION CRITERIA

Sr.

# Parameters Details

Maximum/

Total Marks Remarks

1.

Market

Experience in

Quoted Items


15

Bidders having less than 01-year experience are ineligible. Experience will be confirmed from the date of

issuance of Supply/ Work order and this will be verified on the basis of

documentary evidence provided by bidder.

ii. 1-3 years 05

iii. 4-5 year 10

iv. Above 5 year 15

2.

Previous

Experience with

Govt. Intuitions/

Hospital during

last two years.


15

Institution means Government Institution and experience will be verified on the basis of documentary

evidence (supply order/ work order).

ii. 1 to 2 05

iii. 3 to 4 10

iv. 5 to 6 15

3.

Financial Position

i. Bank Statement 05 10

All provided documents can be verified

by the Department. ii. Tax Registration 05

4.

Certificate

i.

Undertaking that firm will

follow Pakistan environment

Protection act 1997 and all the relevant tools.

05

10

The firm has to furnish the certificate that

it will follow Pakistan environment Protection act 1997 & all the relevant

rules and submission of detail plan of provision of services.

ii.

The Bidder shall provide the

details about how to plan and

manage the services specific to

the DHQ/ Teaching Hospital, Gujranwala

05

Total marks: 50

Qualifying marks: 60% and above

The financial bids of technically accepted bidders will be opened publicly by

the Procuring Agency on the date, time and venue communicated to bidders in

advance and the financial bid of technically disqualified firms shall be returned un-

opened to the respective bidders.

AMS SERVICES


GUJRANWALA

DIRECTOR PURCHASE


GUJRANWALA

-----sd-----

MEDICAL SUPERINTENDENT


GUJRANWALA

1

GOVT. OF THE PUNJAB


GUJRANWALA

TENDER NOTICE FOR HIRING OF SECURITY SERVICES F.Y 2022-2023

1. Sealed tenders are required for the Hiring of Security Services in DHQ Teaching Hospital

Gujranwala from reputed security firms / agencies registered with Home Department Government of

the Punjab. The firms participating in bidding must possess valid Government License, fresh NOC

from Ministry of interior or Punjab Home Department, PST& Income Tax Paying/ Registered

security company with Punjab Home Department:-

a) Tender Documents may be obtained from the Office of the undersigned at a cost of

Rs.5,000/-(Five Thousand only) (Non Refundable) issued against official request on

company letter head along with copy of CNIC and NTN certificate on or before 06-07-2022.

b) Sealed bids should reach the Medical Superintendent, DHQ/ Teaching Hospital,

Gujranwala office on 06--07-2022 up to 10:00 AM which will be opened on the same day

at 10:30 AM in the presence of available bidders / representatives.

c) The estimated price of said tender is Rs. 45,000,000/- and bid security 2% of the estimated

price in the shape of CDR/bank guarantee/bank draft/payment order in the name of Medical

Superintendent, DHQ/ Teaching Hospital, Gujranwala must be attached with Financial

bid. In case of failing, technical tender will be considered non-responsive and financial bid

will be returned to the unsuccessful bidders along with CDR.

d) Tender type would be Single Stage - Two Envelops (Technical and Financial) PPRA Rules

2014 class 38(2)(a).

e) Procurement Method: Open Competitive Bidding as per PPRA 2014 (Amended).

Title Tender Documents Fee

Hiring of Security Services from one of the Punjab recognized/

registered company, for DHQ/ Teaching Hospital, Gujranwala.

Rs.5,000/- (Five thousand only)

(Non-refundable)


DHQ TEACHING HOSPITAL,

GUJRANWALA

055-9200110

2

HIRING OF SECURITY SERVICES F.Y 2022-2023

DHQ / Teaching Hospital Gujranwala

OFFICE OF THE MEDICAL SUPERINTENDENT, DHQ TEACHING

HOSPITAL, GUJRANWALA. 055-9200109-110

EARNEST MONEY: - 2% estimated price as mentioned in bidding documents

DOCUMENTS PRICE: - Rs. 5,000/- (Five thousand only) (Non-Refundable)

LAST DATE OF SUBMISSION: - 06-07-2022

BID OPENINGS DATE: - 06-07-2022

ESTIMATED PRICE: - Rs:- 45 million

Issue by: __________________________

Signature: __________________________

Date: __________________________

3

SCOPE OF WORK AND DELIVERABLES:

SECURITY SERVICES

2. Circulation

This documents contains important security information, it is classified and confidential. You are

requested to keep it under lock and key when not actually in use, and please don’t leave it

unattended or make photocopies.

3. AIM

To provide the comprehensive security services to the DHQ/ Teaching Hospital Gujranwala.

4. ELIGIBILITY CRITERIA

The DHQ/ Teaching Hospital Gujranwala intends to hire services of security guards for DHQ/

Teaching Hospital Gujranwala from the reputed security agencies registered with Home

Department, Government of the Punjab, already dealing in business of providing security services

in the province of the Punjab having the following minimum eligibility criteria:-

a) Only those security agencies who meet the guidelines and terms and conditions in all

respects should submit their tender/ bids, along with the following documents:-

b) Company detail.

c) Profile showing experience in similar projects.

d) Start of business.

e) Revenue history.

f) Liquidity balances (bank statement etc.)

g) Any other document (s) to show financial strength of company.

h) At least 2 client testimonials.

i) Profile of staff deployed including their qualifications & experience.

j) Screening and selection procedures.

k) Training facilities to respond to emergencies.

l) Emergency response setup and management.

m) Security services license to operate all provinces of the Pakistan.

n) The security agency should be registered under the relevant act of Securities and

Exchange Commission of Pakistan (SECP).

o) The agency should be registered with Home Department Government of the Punjab as well

as with attached department holding a valid license, National Tax Number.

p) The security agency should possess adequate infrastructure in terms of vehicles, electronic/

non electronic gadgets and basic crowd control devices.

q) The service providing agency must hold valid Income Tax / Sales tax, PRA registration,

Social Security registration and EOBI certificate along with last three years tax returns.

SECURITY SERVICES 5. Duty Hours

4

The duty hours of security guards are fixed, with each guard working 8 hours a shift. This is done,

in order to maintain an efficient security check.

6. Working Hours The timings will be observed as per detailed below and may be changed as per the requirement of

institution:

Office Timings 07:00 to 15:00 (Morning shift), 15:00 to 23:00 Hours (After noon), 23:00 to 07:00

(Night shift)

MANPOWER 7. For DHQ Teaching Hospital Gujranwala.

Sr. # Manpower Morning Shift Noon Shift Night Sift Total

1. Supervisor

2. Armed Security Guards (Male)

3. Security Guards (Male)

4. Security Guard (Female)

The security guards provided should be between the ages of 25 to50 years.

The security guards provided should be medically fit from a recognized Govt. Hospital.

The security guards provided should be at least 5 feet 6 inch tall.(Female 5 feet 4 inches)

A guard deployed at institute should not be deployed anywhere else.

60 percent of guards provided must have an army experience. The civilian guard must be trained

by All Pakistan Security Agencies Association.

Physical fitness and firing test will be arranged by the company twice in a year.

The following equipment in addition to the gun should be provided by the Security Company as

per need basis.

•

16 x 222 Rifle 600 Rounds, 17 x 12 Bore

Rifle 1000 Rounds, 2 x 30 Bore Pistol

250 Rounds. •

Provision of Armorer as and when

require basis for repair and maintain of

weapons free of cost from company

side.

5

• Torches with long range illumination. • Provision of wireless chargers.

• Metal Detector qty 10. • Provision of Bottom View Mirror.

• Whistles of high quality. • Provision of visitor cards.

•

Provision of umbrella in summer season

4x Bullet Proof Jackets •

04 with additional Magazine and Per

Weapon Belt Pouch/Sling.

1x Weapon Box (2x3 ft)

• Wireless sets of Motorola. •

Two sets of new Uniforms for each

person with Jackets, Belts. Caps, Jersey,

All guards will be interviewed and selected by the institute management before signing of

contract.

Any guard to be terminated by the Company should be brought into the knowledge of institute

management, and the termination will be finalized with the consent of the institute management.

The weapons will be randomly inspected by the institution security officer in case of faulty

equipment; repair cost will be bear by company.

Institution management reserve the right to terminate the contract in case of unsatisfactory

services.

One guard will be allowed one shift Eight (8) hours in a day.

The weapons provided to the guards will be inspected randomly by the institution management.

3 days salary will be deducted if guard is found with Old/Rusty/Nonfunctional weapons and

ammunition. Upon discovery of such company will be bound to change/replace the weapon and

ammunition maximum in Four (4) hours. The security company will be liable to 2% deduction in

that month’s total invoiced amount if weapons/ammunition is not replaced within the timeframe

mentioned above.

3x day’s salary will be deducted if a guard is found sleeping on the duty & 7x days in case of

found missing from his duty position without replacement intimation to the institute security

officer/security supervisor.

If a guard reports to duty thirty 30x minutes late with respect to the start of the shift time without

informing the institute security officer for two days, an absent will be marked for a day and

salary will be deducted accordingly.

Security Company will provide the following documents in original for the first time for our

perusal, and later original documents will be returned:

Valid computerized ID card

Police and Special Brach clearance certificate

Weapon License

Medical Fitness Certificate

History/Info of security guards

Security Company will plan leave/rotation of security Guards and inform the institution Security

Officer in advance regarding the leave and the replacement of the security guard, via email.

Even in case of emergency leave, info Email will be required. Not doing the same, the Security

Company is liable to penalty of deduction 5x day’s salary of security guard.

In case of replacement/change of a security guard, every new incoming individual will be in

possession of his original above mentioned documents prior to the commencement of his duty.

6

In case the security company provided any fake Forged or spurious documents/information, they

will be liable to deduction of 1x month’s total salary, the contract will be considered null and

void forthwith.

In case of accident, fire, theft, or any untoward incident, a joint inquiry committee will be

formed to assess the circumstances, causes, amount of loss and to fix the responsibility. In case

the deadlock, institution management would be the decisive authority and their judgment would

be considered final.

In case of leave, absent etc. Security Company is responsible to provide replacement

immediately fulfilling the above mentioned requirement. Not doing this, Security Company will

be charged three 3x days salary penalty.

If a guard is found misbehaving with the patients, attendants, hospital staff, other guards, or any

of resident of hospital colony, the guard will be terminated from duty immediately and a

warning will be issued to the contractor. Upon receiving 2nd

warning for such offenses, 3% of

one month’s bill will be deducted. The contractor will immediately provide a replacement for

the terminated guard.

The institute management reserves the right to terminate the contract if unsatisfactory services

are provided for two months upon issuance of the unsatisfactory certificate by the procuring

agency.

The procuring agency reserves the right to increase or decrease the number of security guards at

the time of purchase.

Complete security plan will be provided to the selected firm/company.

8. DRESS CODE/CONDUCT FOR SECURITY GUARD

The Security Guard should be wearing company designed uniform at all the time.

Security labelled cards will be returned to the person-in-charge after shift hours.

Designated guard will be carrying weapons and ammunition at all time

All guards will carry their personal identification with them at all time.

In case of any emergency /happening the security guards willing form/report to concerned

officials at priority.

TERMS & CONDITIONS:- 9. The tender received up to 06-07-2022 at 10:00 AM, will be opened in the presence of

representative of companies / bidders on the same day at 10:30 AM. 10. Rates quoted must be according to the prevailing market rate / minimum wage rate of

Government of the Punjab including all applicable taxes i.e income tax, Punjab sale tax, EOBI

and PESSI etc. (The minimum wage rate per month for civilian security guard as notified by

labor and HR department vide point (b) of first paragraph of notification NO. SO (D-

II)MW/2011(VOL-VI) dated. 17th

June, 2022. The other applicable taxes and contributions as

cited above will be included at the notified applicable rates.) Any bidder quoting rates below the

notified rate will be knocked out. Following to be ensured :- Civilian Guard: Minimum Daily Wage as per latest Notification.

Armed Security Guard (ex-service man): Minimum Wage of civilian guard plus 2000 per month

(applicable contribution and taxes).

Supervisors: Minimum Wage of civilian guard plus 7500 per month (applicable contribution

and taxes).

11. The contract shall be initially for a period of 01-year in probation. However, the contract terms

would be renewed once or more than one time for further periods on the basis of performance for a

maximum period of three years from the date of commencement of the contract. The contract is

renewable on terms and conditions to be mutually agreed upon. 12. The duty hours for each security guard will be eight hours their deployment and supervision shall

be carried out by contractor and the authority of DHQ/ Teaching Hospital Gujranwala concerned.

7

13.

a. No property / store of DHQ/ Teaching Hospital Gujranwala office of any kind is removed /

taken out by any official / private person without a proper gate pass issued by the concerned

authority of DHQ/ Teaching Hospital Gujranwala concerned.

b. Any loss / damage to the goods or property of DHQ/ Teaching Hospital Gujranwala due to

negligence on the part of the security personnel of the security agencies shall be made

covered / replaced by the security agencies within 07 days of the date of its communication /

intimation by the institution. Non-compliance of the same shall entail forfeiture of the

security deposit along with recovery of the loss in part or in full from the dues and earnest

money of the security agencies and / or termination of the contract. The amount of damages

shall be defined by the aggrieved party i-e contractee.

c. No report for any loss / damage to the property of DHQ/ Teaching Hospital Gujranwala

shall be lodged with police by the security agencies without written approval of authority of

DHQ/ Teaching Hospital Gujranwala concerned.

d. Shall not allowed grazing of any type of animals; disallow firewood or damage any civil or

electrical work / fitting or to scale or damage the boundary wall from in / out side of the

DHQ/ Teaching Hospital Gujranwala.

e. Not allow trespassing,

f. Not allow any unauthorized person to enter the premises.

g. Protect the residence and residents.

h. Authority letter for carrying weapon, weapon license.

14. Subtitled for security guards in case of leaving or guards is not reporting for duty, alternate

arrangements shall be made by the contracting agency in writing, immediately without

jeopardizing the security of the DHQ/ Teaching Hospital Gujranwala concerned.

15. The amount of security deposit will be returned to the contractor along with the earnest money

after satisfactory completion / termination of the contract and after adjusting the dues, if, any

payable by the contractor to the DHQ/ Teaching Hospital Gujranwala concerned.

16. The security agencies or his employees shall not use the premises allotted to him / her for any

purpose other than the purposes defined and shall not act in any manner as to cause any nuisance

or annoyance to the concerned DHQ/ Teaching Hospital Gujranwala.

17. The security agency or his employee shall not aid or participate or support any anti-institutional

activity under any circumstances and shall strictly restrict to the work awarded under the

contract.

18. The contracting agency or his nominee shall ensure his presence at a short notice when required

by the concerned authority of DHQ/ Teaching Hospital Gujranwala concerned.

19. The Medical Superintendent, DHQ/ Teaching Hospital Gujranwala reserves the right to cancel /

terminate the contract at any time / stage during the currency of the contract without assigning

any reason on one month notice or in extra ordinary circumstance without any prior notice.

20. The Medical Superintendent, DHQ/ Teaching Hospital Gujranwala reserve the right to cancel the

tender completely which is not challengeable in any court.

APPROVED SPECIFICATIONS AND REQUIRED DOCUMENTS FOR SCREENING AND

SELECTION OF SECURITY GUARDS.

i. All guards must have served Pakistan Army, FC, Police or any other armed forces with

clean record and history of services.

ii. Civilian guards can only be indicated if they have significant experience in the security with

certification or security training. Their history of services should be clean with good

character record.

iii. Height of guards must not be less than 5 ft 6 inches (can be relaxed with mutual consent in

case of good qualification & experience).

8

iv. Age of guards must not be over 50-years and must not be overweight in comparison to their

height.

23. EDUCATIONAL QUALIFICATION.

i. Snipers (Ex-Military personnel’s) should be matriculate / middle and rest should be able to

read and write Urdu and English.

ii. Civilian guards must be matriculate / middle.

24. MEDICAL FITNESS.

i. All guards must be physically fit with no history of any disease that can affect or limit the

performance of the individual in any given circumstances.

ii. All guards must be certified by authorized medical institute / attendant.

iii. Only medical category ‘A’ personnel’s should be accepted.

iv. Same medical standards for civilian’s guards.

v. Medical examination, psychological profile and drug tests are mandatory.

25. BACKGROUND CHECKS.

i. The security company will be responsible to conduct the background verification of their

staff prior to deployment which must indicate following. Military backgrounds checks

through military records (in case of ex-military personnel).

ii. CINC verification through National Database Registration Authority.

iii. Two references (one reference must be form in serves Government Officer not less than

BPS-18).

26. TRAINING.

i. The service provider must have an established training facility and a team of qualified

trainers to train the security force.

ii. The serves provider will be responsible to arrange agreed trainings to all security staff

before they are employed.

iii. Minimum 40 hours of class room training on various aspects of guarding and security

training module should be approved by the client.

iv. Minimum 30 hours of practical training including firing of weapons and practical handing of

various security gadgets.

v. Complete knowledge and compliance of security procedures of respective locations that will

be provided by client.

vi. The service provider will be required to furnish a written certificate of trainings with details

of subjects imparted to each person.

vii. The service provider will be responsible to arrange firing drills on half yearly basis. The

rules of engagement to be clearly known to every armed person.

27. INSPECTION.

i. All security personnel’s to be inspected by the client’s serenity representative before they

are deputed on duty at any premises.

ii. The DHQ/ Teaching Hospital Gujranwala authorized officers or security supervisor will be

responsible to carry out daily inspection and report discrepancies.

28. STAFF TURN OVER

i. Security personnel’s, once approved by the client, should not be changed /removed without

prior approval of the client.

ii. In case of absentees or leave Security Company will provide qualified reliever to the client

satisfaction (for this purpose a sufficient number of trained relievers must be maintained to

avoid any short comings).

9

iii. The service provider client will furnish and maintain personal dossier of all personnel

independently.

29. ADMINISTRATION

i. The service provider will confirm in writing to the clients regarding the arrangement,

transportation and accommodation of all security personnel employees employed at

various locations.

30. SALARY

i. Bill will be submitted on monthly basis after 25th of each month and shall be payable

by10th of the following months, by the concerned DHQ/ Teaching Hospital Gujranwala

subject to availability of budget released by Government of the Punjab, Lahore.

ii. Salary of all guards must be handed over to guards by the contractor before 10th of every

month by the contract awarded firm by itself.

iii. Security Company must comply with all the applicable laws of Pakistan including Labor

Laws.

31. WEAPON EQUIPMENT

i. The service provider / contractor will ensure worthiness of all weapons and any other

security equipment. Monthly armor inspection and certification should also be carried

out.

ii. A weapon master sheet must be submitted to the client stating cleaning records and

defective weapons or ammunitions.

iii. Weapons, ammunitions and any other equipment should be as per laid down standards.

32. IMPLANTATIONS POLICY

i. Standardized documentation.

ii. External certifications / Audits / Ratings.

iii. In house training facilities and refresher programs.

iv. Pension, schemes / insurance coverage’s.

v. EOBI.

vi. Social Security.

Following criteria must be fulfilled for selection and provision of guards. The vendor will

be completely responsible for screening of personnel and all necessary documentation

must be kept in record and should be provided before deployment of guards with the

concerned DHQ/ Teaching Hospital Gujranwala.

i. All guards must have clean history of service both in Army and other clients they

had served (Not discharged on disciplinary grounds or any behavioral issues). All

necessary documents and character certificates must be submitted and kept in

record to be provided when required.

ii. All guards should possess police verification from the police station of the native

town or present living address. Other clearance from Law Enforcement Agencies

must also be kept and submitted.

iii. All necessary tools must be provided to them that are required to perform their

duties.

33. SPECIAL INSTRUCTIONS

a. Tender should be addressed to the Medical Superintendent, DHQ/ Teaching Hospital,

Gujranwala.

b. Bidders must quote their offers in the prescribed invitation Tender Form. Cash Receipts

(in Original) in token of having purchased the tender must be accompanied with the

bidding documents.

10

c. Bidders should quote their full and final rates in words as well as in figures.

d. In case, two firms quote the same financial rate, the lowest bidder will be determined on

the basis of greater marks in technical evaluation criteria. Moreover, the firms quote the

same rate in the financial bid and have equal marks in technical evaluation criteria, the

lowest bidder will be determined on the basis of having greater number of contracts

(minimum fifty or above guards) with government institutions during last two financial

years.

e. Affidavit on Rs.100/- stamp paper to the effect that the firm is not blacklisted and has no

dispute with any Government Organization shall be furnished.

f. Bidder should specifically indicate their National Tax Number and the General Sales Tax

Number.

g. Erasing / cutting / crossing etc., if any appearing in the offer must be properly signed by

the person signing the tender. Moreover, all pages of the tender must also be properly

signed offers with any over writing shall in no circumstances be accepted.

h. The successful bidder will be required to furnish security deposit (performance guaranty)

@ 5% of the annual contractual value in the form of CDR/bank guarantee/bank

draft/payment in favor of the Medical Superintendent, DHQ/ Teaching Hospital

Gujranwala (by designated only) within the period specified in the letter of acceptance of

the bid.

i. Any offer not received as per terms & conditions of the Tender Enquiry is liable to be

ignored; offer shall not be considered of:

i. Received without earnest money.

ii. Received after the time and date fixed for its receipt.

iii. The tender is unsigned.

iv. The offer is ambiguous.

v. The offer is conditional.

vi. The offer is from a firm / company, which is blacklisted, suspended or removed

from the approved list.

vii. The offer is received by telegram.

j. No incomplete, supplementary or revised offer shall be accepted after opening of the

tender.

k. Tender shall be submitted under the ‘single stage two envelope No.1 should contain the

complete Technical Bid / tender documents along with details of constitution of company

and all testimonials in proof of eligibility, earnest money, other documents as per

mentioned in the list of documents and should be super scribed as Tender Documents for

security services at DHQ/ Teaching Hospital Gujranwala’. The envelopes No.2 will

contain only the price bid including all Govt. taxes. Both the above mentioned envelopes

should be put in one large envelope, super scribed ‘This envelope contain two duly sealed

envelopes containing ‘Tender Document and the price bid for providing security services

–in two separate duly sealed envelopes clearly marked so’.

l. The bidder must quote his price only as per the bid price Performa of the render

document and put it in Envelop 2. The rate (s) quoted by the tenderer should be inclusive

of all kind of taxes of provisional Government as well as federal government. The

tendered must quote the rate in figure as well in words.

m. Canvassing in any form by the tenderer will lead to summary rejection of his render.

n. All pages of the tenser document must be signed by the Chief Executive of the company

or his authorized signatory and the power of attorney, if any, in favor of the authorized

signatory should be enclosed.

11

SPACE ALLOCATION PLAN

34. SPACE ALLOCATION PLAN FOR DHQ/ TEACHING HOSPITAL, GUJRANWALA.

Floor/No. of

Room/Workshop

Total Covered Area

20 Acre

Services Area

50

Details of Area

50

UNDERTAKING

It is certified that the information furnished here in and as per the document submitted is

true and correct and nothing has been concealed or tempered with. We have gone through

12

all the condition of tender and are liable to any punitive action for furnishing false

information/ documents.

Dated this ______________ day of ____________ 20_________

Signature:

(Company Seal):

_______________________________________

In the capacity of:

Duly authorized to sign bids for and on behalf

of:

PRICE SCHEDULE / FINANCIAL COST SHEET

36. MONTHLY SERVICE CHARGES FOR SECURITY SERVICES

1. For DHQ/ Teaching Hospital, Gujranwala

Sr.

No. Description

No. of

Resources

Unit Rate inclusive all

applicable taxes and

other factors/

Months

Rs.

Total Rate inclusive all

applicable taxes and other

factors/

month

Rs. 1. Supervisor 03

2. Armed Security Guards

(Male) 21

3. Security Guards (Male) 86

4. Security Guard

13

(Female)

Total

2% CDR Amount

i. In the mandatory to ensure the minimum wage rate defined by the Government of the

Punjab while quoting the rates.

ii. Total Bid Price = Z will determine the lowest bid among Punjab Home Department

registered Security Company.

iii. Payment will be made every month on monthly and actual basis against the number of

staff member.

iv. The Contract duration is initially for one year from the date of issuance of acceptance

Letter i.e. Letter of intent (I.OI) and extendable up to two years on yearly basis, based on

provisioning of satisfactory services by the service provider and needs, requirements and

approved budgetary provisions of the Purchaser,.

v. Price quoted shall be for a hypothetical volume of staff members / resources under scope

of services. However, the purchaser reserves exclusive right to utilize the staff members /

resources in number less than, equal to or more than the hypothetical volume of staff

members / resources on the unit quoted rate.

The price quoted must be inclusive of all taxes as per applicable laws.

Signature of authorized person

Name:

(Company Seal)

______________________

In the capacity of

Duly authority by

SPECIAL STIPULATIONS

SCHEDULE-A, SPECIAL STIPULATIONS

For case of Reference, certain special stipulations are as under:

Bid Security

(Earnest Money)

The Contractor shell furnish the Bid Security (earnest Money) as

under:

For the whole Tender; A Demand Draft of 2% of quoted value

Must be attached with the Technical bid.

Performance of

Security

The successful contractor shall furnish Performance security as

under:

Within fourteen (14) days of the receipt of the Acceptance Letter

from the Purchaser;

In the form of a CDR, issued by a scheduled bank operating in Pakistan

14

For a sum equivalent to 5% of the total contract value;

Denominated in Pak Rupees;

Delivery of services

(Start operation of

Services)

Within seven (7) days from the issuance of Acceptance letter i.e. letter of

intent (I.OI) or written intimation by the concerned Team of ASTP.

Liquidated damages

for failure / delay in

supply of Services /

Works by the

Contractor

The penalties and liquidated damages given under scope of services shall be

deducted as described therein and If the Contractor fails / delays in

performance of any of the obligations, under the Contracts/violates any of

the provisions of the contract / commits breach of any of the terms and

conditions of the contract the Purchaser may, without prejudice to any other

right of action / remedy it may have, deduct from the contract price, as

liquidated damages, a sum of money @ 0.25% of the contract Price which is

attributable to such part of the Services / the Works as cannot, in

consequence of the failure / delay, be put to the intended use, for every day

between the scheduled delivery date(s), with any extension of time thereof

granted by the Purchaser, and the actual delivery date(s). Provided that the

amount so deducted shall not exceed, in the aggregate, 50% of the Contract

Price.

Award of Contract

In case of non-compliance of terms and conditions of bidding documents by

the lowest bidder, the contract shall be awarded to the 2nd Lowest Bidder.

Subject to the condition that the difference between the rates quoted is

marginal.

Period of Contract The period of contract is valid up to One year which can be extended for

further two year on the basis of satisfactory performance.

EVALUATION CRITERIA The following evaluation criteria shall be used to evaluate the bidders. The bidders must qualify the

knock out criteria followed by minimum 60 marks in Technical Criteria to be considered as technically

responsive.

SR # KNOCK OUT CLAUSE

1. Bid Performa/undertaking as given in bidding documents (duly signed & stamped in

accordance with PPRA Rules amended 2016)

2. Registration certificate with EOBI and PESSI.

3. Original purchase receipt of bid documents.

4. Home Department Government of Punjab registration.

5. Police Verification of service providing agency.

6. NTN & PRA valid registrations

7. Registration of Securities and Exchange Commission of Pakistan (SECP).

8. Has not been blacklisted by any public or private section organization and proved

satisfactory services through contracts

15

(Submission of undertaking on legal stamp paper is mandatory)

TECHNICAL CRITERIA

1. Tax Returns of last 3 years. (10)

2. Weapons Licensing detail. (10) (1 No for one year and 3 No for further each year)

3. Company with complete “Scope of Services” (5).

4. Logistic chain facility.(5)

5. Employee related arrangements

(i) EOBI Enrollment. (5)

(ii) Death Insurance Policy.(5)

6. Experience with Government Institutions. (five for each experience with minimum 75 guard,

experience will be verified from documentary evidence in the form of contracts) (25)

7. Bank Statement / Balance sheet. (5+5)

8. Training Certificate for APSA .(5)

9. Good performance certificate (Government institutes) (5 for each) (20)

Total = 100 Total marks: 100

Qualifying marks: 60% and above

AMS SECURITY SERVICES


GUJRANWALA

DIRECTOR PURCHASE


GUJRANWALA


DHQ TEACHING HOSPITAL,

GUJRANWALA

Page 1 of 23

BIDDING DOCUMENT

BIDDING DOCUMENTS OF REPAIR & MAINTENANCE

FOR OFFICE BUILDING OF DHQ TEACHING HOSPITAL

GUJRANWALA FOR THE FINANCIAL YEAR 2022-2023.

MEDICAL SUPERINTENDENT DHQ/TEACHING HOSPITAL,

GUJRANWALA

Phone # 055-9200110 email: [email protected]

mailto:[email protected]

P a g e 2 | 23

Invitation for Bids 1. The Medical Superintendent DHQ Teaching Hospital Gujranwala invites sealed bids from the eligible

bidders for Repair and Maintenance work for Office Building of DHQ Teaching Hospital, Gujranwala,

to meet the requirement of DHQ Teaching Hospital Gujranwala. Detailed description along with

conditions of different Items are attached with the Bidding Documents.

2. Interested Eligible Bidders may get the Bidding Documents from the office of the undersigned on the

submission of written application along with payment of non-refundable fee of Rs. 10,000/- (Ten

Thousand Rupees only). Bidding Documents are available up to 06/07/2022.

Sr.

No Name of Work Receiving & opening

Date and time Bid Security Tender Fee Estimated Cost

1. Repair and Maintenance Work for

Office Building of DHQ Teaching

Hospital Gujranwala.

06-07-2021

10:00 am

06-07-2022

10:30 am

2% of

estimated price

Rs: 10,000/-

Rs: 30 million/-

3. However a copy of the Bidding Documents is also available for information only on the websites of

Punjab Procurement Regulatory Authority (WWW.ppra Punjab.gov.pk) until the closing date for the

submission of bids.

4. Bidding will be conducted through Single Stage-One Envelope bidding procedure as per Rule 38 (1) of

Punjab PPR-2014 (Amended).

5. Bids must be delivered to the office of Medical Superintendent, DHQ Teaching Hospital, Gujranwala

before 10:00 AM on above mentioned dates. Bid security mentioned in the Advertisement, must be in

the shape of Call Deposit required to be supported with the financial bid. Late bids will be rejected. Bids

will be opened in the presence of the bidders’ or their representatives.

6. All the pages of Technical & Financial Bid should be marked (i.e. 1,2,3).



9. The only bidders/firms having valid renewed registration license issued by Pakistan Engineering Council

& Punjab Revenue Authority with five-year experience are eligible to participate in bidding process of

annual Rate Contract of Repair & Maintenance of Hospital Building.

10. If the price being found excess than in any other District of the Punjab Province then the Firm will be bound

to refund the excess amount.


and submit the Sealed Tender at the requisite place by given dates mentioned in the advertisement.



forfeit the CDR.



15. Firm is bound to accept all the terms & conditions mentioned in the Advertisement & Tender Documents. In

case of failure Purchase Committee has right to cancel the Tender & this will not be challenged in the court

or office.

16. The validity of offer of rates of items would be till 30-06-2023 and further extendable for three months

30-09-2023.

17. All purchase/ Contract would be done strictly according to PPRA Rules 2014 (Amended).

18. The envelope should 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. Procuring Agency has a right to return bid related to any item of any Bidder un-opened in case the item

is declared as ineligible or non-responsive.


and date specified in the Bid Data Sheet. Bids received later than the time and date specified in the Bid

Data Sheet will stand summarily rejected.


http://www.ppra/

P a g e 3 | 23

23. All purchase would be done strictly according to PPRA Rules 2014 (Amended 2016).


Law or office.

25. The Firm has to provide / submit performance guarantee @ 5% of the value of contract in the shape of

CDR/Bank Guarantee/ Payment Order/Bank Draft in the name of Medical Superintendent, DHQ/Teaching

Hospital, and Gujranwala.

REQUIREMENTS. ➢ Attested Computerized National Identity Card (CNIC). ➢ Attach Original Tender Sale Receipt. (@ Rs: 10,000/- Non-Refundable). ➢ Call Deposit in the Name of Medical Superintendent DHQ Teaching Hospital, Gujranwala. ➢ Attested copy of NTN Certificate. ➢ Affidavit on Rs. 100/- Stamp Paper that the firm is not Black Listed. ➢ Latest Tax Returns /Audit Inspection Report. ➢ Bidder is bound to provide the Latest Bank Statement. ➢ Contractor / Bidder Should Submit an affidavit worth Rs: 100/- that he has accepted all Terms &

Conditions of Tender Documents & PPRA RULES 2014 (Amended 2016) and shall continue the

same in future and undersigned will be competent to change the terms & Conditions time to time.

➢ Valid renewed registration license issued by Pakistan Engineering Council & Punjab Revenue Authority with five-year experience.

➢ Attach Company Profile. ➢ Previous Performance certificates. Tender Documents should be Signed / Stamped & Must Attached

with Technical Bid (all Pages) and registration of firms with Govt. Institution according to

Government rules must be attached for participation in tender. Otherwise Committee has right to

reject the tender.

EVALUATION CRITERIA.

Sr

#

Parameters

Details

Maximum/ Total

Marks

Remarks

1

Past Performance (Last One

Year)

1 No Institution Served 0 15 Institution mean

Government

Institution 2 1 to 2 10

3 3 to 6 15

2

Market Experience in

Quoted Items

1 Less than 01 year 0 10 Bidders having less

than 01 years

experience are

ineligible.

Experience will be

confirmed from the

date of in the shape

of documentary

proof which will be verified.

2 1 – 3 years 4

3 3 – 5 years 6

4 Above 5 years 10

3

Previous Experience with

DHQ Teaching Hospital

Gujranwala or any other

Govt. Hospital.

1 Best Performance 10 10 Performance will be

verified if the

contractor has supplied or dealt

with this hospital.

2 Average Performance 5

3 Poor Performance Rejected

4

Financial Position

1 Bank Statement 5 15 All provided

documents can be

verified by the

Department.

2 Tax Registration 5

3 Tax Return 5

Total Marks: 50

Qualifying Marks: 60% and Above

FINANCIAL PROPOSAL

1. The bidders are required to submit the financial offer in the form of percentage (Below

or above) with reference to the Market rate Schedule (MRS) issued by Finance

department government of the Punjab for financial year 2022 - 2023.

2. If the financial bid (bid percentage) is more than five percent below then the MRS than

the successful bidder is required to submit additional performance security in the form of

CDR/BANK Guarantee/ payment order/bank draft in the name of medical

superintendent DHQ teaching hospital Gujranwala within seven days from the opening

of financial bid otherwise same will be rejected without any further intimation.

----- SD ---- ------ SD -----

SUB ENGINEER (CIVIL) DIRECTOR PURCHASE DHQ Teaching Hospital, DHQ Teaching Hospital,

Gujranwala. Gujranwala.

-----SD----

MEDICAL SUPERINTENDENT DHQ Teaching Hospital Gujranwala.

(Chairman)

Page 1 of 23

BIDDING DOCUMENT

BIDDING DOCUMENTS OF REPAIR &

MAINTENANCE FOR RESIDENTIAL BUILDING OF

DHQ TEACHING HOSPITAL GUJRANWALA FOR

THE FINANCIAL YEAR 2022 – 2023.

MEDICAL SUPERINTENDENT DHQ/TEACHING HOSPITAL,

GUJRANWALA

Phone # 055-9200110 email: [email protected]

mailto:[email protected]

P a g e 2 | 23

Invitation for Bids 1. The Medical Superintendent DHQ Teaching Hospital Gujranwala invites sealed bids from the eligible

bidders for Repair and Maintenance work for Residential Building of DHQ Teaching Hospital,

Gujranwala, to meet the requirement of DHQ Teaching Hospital Gujranwala. Detailed descriptions along

with conditions of different Items are attached with the Bidding Documents.

2. Interested Eligible Bidders may get the Bidding Documents from the office of the undersigned on the

submission of written application along with payment of non-refundable fee of Rs. 10,000/- (Ten

Thousand Rupees only). Bidding Documents are available up to 06/07/2022.

Sr.

No Name of Work Receiving & opening

Date and time Bid Security Tender Fee Estimated Cost

1. Repair and Maintenance Work for

Residential Building of DHQ

Teaching Hospital Gujranwala.

06-07-2021

10:00 am

06-07-2022

10:30 am

2% of

estimated price Rs: 10,000/- Rs: 05 million/-

3. However a copy of the Bidding Documents is also available for information only on the websites of

Punjab Procurement Regulatory Authority (WWW.ppra Punjab.gov.pk) until the closing date for the

submission of bids.

4. Bidding will be conducted through Single Stage-One Envelope bidding procedure as per Rule 38 (1) of

Punjab PPR-2014 (Amended).

5. Bids must be delivered to the office of Medical Superintendent, DHQ Teaching Hospital, Gujranwala

before 10:00 AM on above mentioned dates. Bid security mentioned in the Advertisement, must be in

the shape of Call Deposit required to be supported with the financial bid. Late bids will be rejected. Bids

will be opened in the presence of the bidders’ or their representatives.

6. All the pages of Technical & Financial Bid should be marked (i.e. 1,2,3).



9. The only bidders/firms having valid renewed registration license issued by Pakistan Engineering Council

& Punjab Revenue Authority with five-year experience are eligible to participate in bidding process of

annual Rate Contract of Repair & Maintenance of Hospital Building.

10. If the price being found excess than in any other District of the Punjab Province then the Firm will be bound

to refund the excess amount.


and submit the Sealed Tender at the requisite place by given dates mentioned in the advertisement.



forfeit the CDR.



15. Firm is bound to accept all the terms & conditions mentioned in the Advertisement & Tender Documents. In

case of failure Purchase Committee has right to cancel the Tender & this will not be challenged in the court

or office.

16. The validity of offer of rates of items would be till 30-06-2023 and further extendable for three months

30-09-2023.

17. All purchase/ Contract would be done strictly according to PPRA Rules 2014 (Amended).

18. The envelope should 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. Procuring Agency has a right to return bid related to any item of any Bidder un-opened in case the item

is declared as ineligible or non-responsive.


and date specified in the Bid Data Sheet. Bids received later than the time and date specified in the Bid

Data Sheet will stand summarily rejected.

http://www.ppra/

P a g e 3 | 23


23. All purchase would be done strictly according to PPRA Rules 2014 (Amended 2016).


Law or office.

25. The Firm has to provide / submit performance guarantee @ 5% of the value of contract in the shape of

CDR/Bank Guarantee/ Payment Order/Bank Draft in the name of Medical Superintendent, DHQ/Teaching

Hospital, and Gujranwala.

REQUIREMENTS. ➢ Attested Computerized National Identity Card (CNIC).

➢ Attach Original Tender Sale Receipt. (@ Rs: 10,000/- Non-Refundable).

➢ Call Deposit in the Name of Medical Superintendent DHQ Teaching Hospital, Gujranwala.

➢ Attested copy of NTN Certificate.

➢ Affidavit on Rs. 100/- Stamp Paper that the firm is not Black Listed.

➢ Latest Tax Returns /Audit Inspection Report.

➢ Bidder is bound to provide the Latest Bank Statement.

➢ Contractor / Bidder Should Submit an affidavit worth Rs: 100/- that he has accepted all Terms & Conditions

of Tender Documents & PPRA RULES 2014 (Amended 2016) and shall continue the same in future and

undersigned will be competent to change the terms & Conditions time to time.

➢ Valid renewed registration license issued by Pakistan Engineering Council & Punjab Revenue Authority with five-year experience.

➢ Attach Company Profile.

➢ Previous Performance certificates. Tender Documents should be Signed / Stamped & Must Attached with

Technical Bid (all Pages) and registration of firms with Govt. Institution according to Government rules

must be attached for participation in tender. Otherwise Committee has right to reject the tender.

EVALUATION CRITERIA.

Sr

#

Parameters

Details

Maximum/ Total

Marks

Remarks

1

Past Performance (Last One

Year)

1 No Institution Served 0 15 Institution mean

Government

Institution 2 1 to 2 10

3 3 to 6 15

2

Market Experience in

Quoted Items

1 Less than 01 year 0 10 Bidders having less

than 01 years

experience are

ineligible.

Experience will be

confirmed from the

date of in the shape

of documentary

proof which will be verified.

2 1 – 3 years 4

3 3 – 5 years 6

4 Above 5 years 10

3

Previous Experience with

DHQ Teaching Hospital

Gujranwala or any other

Govt. Hospital.

1 Best Performance 10 10 Performance will be verified if the

contractor has

supplied or dealt

with this hospital.

2 Average Performance 5

3 Poor Performance Rejected

4

Financial Position

1 Bank Statement 5 15 All provided

documents can be

verified by the

Department.

2 Tax Registration 5

3 Tax Return 5

Total Marks: 50

Qualifying Marks: 60% and Above

FINANCIAL PROPOSAL

1. The bidders are required to submit the financial offer in the form of percentage

(Below or above) with reference to the Market rate Schedule (MRS) issued by

Finance department government of the Punjab for financial year 2022-2023.

2. If the financial bid (bid percentage) is more than five percent below then the

MRS than the successful bidder is required to submit additional performance

security in the form of CDR/BANK Guarantee/ payment order/bank draft in the

name of medical superintendent dhq teaching hospital Gujranwala within seven

days from the opening of financial bid otherwise same will be rejected without

any further intimation.

----- SD ---- ------ SD -----

SUB ENGINEER (CIVIL) DIRECTOR PURCHASE DHQ Teaching Hospital, DHQ Teaching Hospital,

Gujranwala. Gujranwala.

SD - -

MEDICAL SUPERINTENDENT DHQ Teaching

Hospital Gujranwala.

(Chairman)