PRIMARY AND SECONDARY HEALTHCARE DEPARTMENT INVITATION FOR BIDS Reference to the Advertisement published in print media i.e., The Express Tribune (IPL-11040) and on websites i.e. PPRA (www.eproc.punjab.gov.pk) and Primary and Secondary Healthcare Department (www.pshealth.gov.pk) on September 11, 2016, the dead line for submission and opening o f b i d d i n g document has been extended (the amended bidding documents in available on PPRA as well as on P&SH Department's websites) as follows:- Name Of Project Submission deadline for Proposals Opening of Proposals Hiring of firms for providing Cafeteria and Catering Services in DHQs/THQs of Punjab October 25, 2016 by 1:00 PM October 25, 2016 by 1:30 PM ADDITIONAL SECRETARY (ADMINISTRATION) PRIMARY AND SECONDARY HEALTHCARE DEPARTMENT 1-Birdwood Road, Lahore/Phone No. +92 (42) 99205822 Focal Person: Dr. Yadullah/M: +92 (0) 324-4453477 Email: [email protected]CORRIGENDUM
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PRIMARY AND SECONDARY HEALTHCARE DEPARTMENT
INVITATION FOR BIDS
Reference to the Advertisement published in print media i.e., The Express Tribune (IPL-11040)
and on websites i.e. PPRA (www.eproc.punjab.gov.pk) and Primary and Secondary
Healthcare Department (www.pshealth.gov.pk) on September 11, 2016, the dead line for
submission and opening o f b i dd i n g document has been extended (the amended bidding
documents in available on PPRA as well as on P&SH Department's websites) as follows:-
Part I – Bidding Procedures....................................................................................................5 Section I. Instructions to Bidders ............................................................................................6
Section II. Bidding Data Sheet ...............................................................................................24 Section III. Bidding Forms ....................................................................................................29 Section IV. Scope of Services ................................................................................................43 Section V. Drawings and Specifications ................................................................................52
Part II – Conditions of Contract and Forms .......................................................................53 Preface ....................................................................................................................................57 Letter of Acceptance ..............................................................................................................58
Form of Contract ....................................................................................................................59 Section A: General Conditions of Contract (GCC) ................................................................61
Section B. Special Conditions of Contract ............................................................................71 Section C: Scope of Services ..................................................................................................73
Part III – Appendices.............................................................................................................81
Part 1: Bidding Procedures 5
Part I – Bidding Procedures
6 Section 1: Instruction to Bidders
Section I. Instructions to Bidders
Table of Clauses
A. General ................................................................................................................................8 1. Definition .............................................................................................................................8 2. Scope of Bid .........................................................................................................................9 3. Eligible bidder ......................................................................................................................9 4. Conflict of Interest .............................................................................................................10
5. One Bid per Bidder ............................................................................................................11 6. Cost of Bidding ..................................................................................................................11 7. Site Visit.............................................................................................................................11
B. Bidding Documents ..........................................................................................................11 8. Content of Bidding Documents .........................................................................................11 9. Clarification of Bidding Documents ..................................................................................12
10. Amendment of Bidding Documents .................................................................................12
C. Preparation of Bids ..........................................................................................................12 11. Language of Bid ...............................................................................................................12 12. Documents Comprising the Bid .......................................................................................12 13. Bid Prices .........................................................................................................................12
14. Currencies of Bid and Payment ........................................................................................13 15. Bid Validity ......................................................................................................................13 16. Bid Security ......................................................................................................................13
17. Alternative Proposals by Bidders .....................................................................................14
18. Technical and Financial Proposal Format and Content ....................................................14
D. Submission of Bids ...........................................................................................................15 19. Sealing and Marking of Bids ............................................................................................15
20. Deadline for Submission of Bids ......................................................................................16 21. Late Bids ...........................................................................................................................16
22. Modification and Withdrawal of Bids ..............................................................................16
E. Bid Opening and Evaluation ...........................................................................................17 23. Bid Opening .....................................................................................................................17 24. Technical Proposals Evaluation .......................................................................................17 25. Opening of Financial Proposals .......................................................................................18
26. Financial Proposal Evaluation ..........................................................................................18 27. Process to Be Transparent ................................................................................................19
28. Clarification of Bids .........................................................................................................19 29. Examination of Bids and Determination of Responsiveness ...........................................19 30. Correction of Errors ..........................................................................................................20 31. Non-Preferential Treatment ..............................................................................................20
F. Award of Contract ............................................................................................................20 32. Award Criteria ..................................................................................................................20
Part 1: Bidding Procedures 7
33. Procuring Agency‟s Right to Accept or Reject all Bids ...................................................21
34. Notification of Award and Signing of Agreement ...........................................................21 35. Performance Security .......................................................................................................21 36. Arbitration ........................................................................................................................22
37. Corrupt or Fraudulent Practices .......................................................................................22
8 Section 1: Instruction to Bidders
Instructions to Bidders (ITB)
A. General
1. Definition 1.1 “Affiliate(s)” means an individual or an entity that directly or
indirectly controls, is controlled by, or is under common
control with the Bidder.
1.2 “Applicable Rules” means the Punjab Procurement Rules
2014 (amended Jan, 2016)) governing the selection and
Contract award process as set forth in this RFP.
1.3 “Applicable Law” means the laws of Islamic Republic of
Pakistan, as they may be issued and in force from time to
time.
1.4 “Client” means the procuring agency that signs the Contract
for the Services with the selected Bidder.
1.5 “Bidder” means a legally-established professional firm or an
entity that may provide or provides the Services to the Client
under the Contract.
1.6 “Contract” means a legally binding written agreement
signed between the Client and the Bidder and includes all the
attached documents listed in its General Conditions of
Contract (GCC), Special Conditions of Contract (SCC), and
the Appendices.
1.7 “Data Sheet‖ (BDS) means an integral part of the
Instructions to Bidder (ITB) that is used to reflect specific
conditions to supplement assignment, but not to over-write,
the provisions of the ITB.
1.8 “Day” means a calendar day.
1.9 “Government” means the Government of the Punjab.
1.10 “Joint Venture (JV)” means an association with or without
a legal personality distinct from that of its members, of more
than one Bidder where one member has the authority to
conduct all business for and on behalf of any and all the
members of the JV, and where the members of the JV are
jointly and severally liable to the Client for the performance
of the Contract.
1.11 “ITB” means the Instructions to Bidder that provides the
shortlisted Bidders with all information needed to prepare
their Proposals.
1.12 “LOI” means the Letter of Invitation being sent by the Client
to the Bidders.
Part 1: Bidding Procedures 9
1.13 “Proposal” means the Technical Proposal and the Financial
Proposal of the Bidder.
1.14 “RFP” means the Request for Proposals to be prepared by
the Client for the selection of Bidders.
1.15 “Services” means the work to be performed by the Firm
pursuant to the Contract.
1.16 “Sub-Bidder” means an entity to whom the Bidder intends to
subcontract any part of the Services while remaining
responsible to the Client during the performance of the
Contract.
1.17 “TORs” means the Terms of Reference that explain the
objectives, scope of work, activities, and tasks to be
performed, respective responsibilities of the Client and the
Bidder, and expected results and deliverables of the
assignment.
2. Scope of Bid 2.1 The Procuring Agency, as defined in the Bidding Data Sheet
(BDS), invites bids for the Services, as described in the
Appendix IV – scope of services to the Contract. The name
and identification number of the Contract is provided in the
BDS.
2.2 The successful Bidder will be expected to commence the
performance of the Services by the Intended commencement
Date provided in the BDS.
3. Eligible
bidder
3.1 All bidders shall provide in Section III, Bidding Forms, a
statement that the Bidder (including all members of a joint
venture and subcontractors) is not associated, nor has been
associated in the past, directly or indirectly, with the
consultant or any other entity that has prepared the design,
specifications, and other sections of this bidding document. A
firm that has been engaged by the Procuring Agency to
provide Consultant Services for the preparation or supervision
of the Services, and any of its affiliates, shall not be eligible to
bid.
3.2 Government-owned enterprises may only participate if they
are legally and financially autonomous, operate under
commercial law, and are not a dependent agency of the
Government.
3.3 Bidders shall not be under a declaration of blacklisting by any
Government department or Punjab Procurement Regulatory
Authority (PPRA)
3.4 The Procuring Agency permits Bidders, including
10 Section 1: Instruction to Bidders
Consortiums, Joint Ventures and their individual members to
offer services.
4. Conflict of
Interest
4.1 The Bidder is required to provide professional, objective, and
impartial advice, at all times holding the Client‟s interests
paramount, strictly avoiding conflicts with other assignments
or its own corporate interests, and acting without any
consideration for future work.
4.2 The Bidder has an obligation to disclose to the Client any
situation of actual or potential conflict that impacts its
capacity to serve the best interest of its Client. Failure to
disclose such situations may lead to the disqualification of the
Bidder or the termination of its Contract and/or sanctions by
the Procuring Agency.
4.3 Without limitation on the generality of the foregoing, and
unless stated otherwise in the Data Sheet, the Bidder shall not
be hired under the circumstances set forth below:
Conflicting
activities
Conflicting
assignments
Conflicting
relationship
4.3.1 A firm that has been engaged by the Client to provide
goods, works or services other than Services for a
project, and any of its affiliates, shall be disqualified
from providing Services related to those goods, works
or services. Conversely, a firm hired to provide Services
for the preparation or implementation of a project, and
any of its affiliates, shall be disqualified from
subsequently providing goods or works or services other
than Services resulting from or directly related to the
firm‟s Services for such preparation or implementation.
For the purpose of this paragraph, services other than
Services are defined as those leading to a measurable
physical output, for example surveys, exploratory drilling,
aerial photography, and satellite imagery.
4.3.2 Service Provider (including its Personnel and Sub-
Service Provider) or any of its affiliates shall not be
hired for any assignment that, by its nature, may be in
conflict with another assignment of the Service Provider
to be executed for the same or for another Client
4.3.3 A Service Provider (including its Personnel and Sub-
Service Provider) that has a business or family
relationship with a member of the Client‟s staff who is
directly or indirectly involved in any part of (I) the
preparation of the Terms of Reference of the assignment,
(ii) the selection process for such assignment, or (iii)
supervision of the Agreement, may not be awarded an
Agreement, unless the conflict stemming from this
relationship has been resolved in a manner acceptable to
Part 1: Bidding Procedures 11
the Client throughout the selection process and the
execution of the Agreement
5. One Bid per
Bidder
5.1 Each Bidder shall submit only one Bid, either individually or
as a partner in a joint venture. A Bidder who submits or
participates in more than one Bid (other than as a
subcontractor or in cases of alternatives that have been
permitted or requested) will cause all the proposals with the
Bidder‟s participation to be disqualified.
6. Cost of
Bidding
6.1 The Bidder shall bear all costs associated with the preparation
and submission of his Bid, and the Procuring Agency will in
no case be responsible or liable for those costs.
7. Site Visit 7.1 The Bidder, at the Bidder‟s own responsibility and risk, is
encouraged to visit and examine the Site of required Services
and its surroundings and obtain all information that may be
necessary for preparing the Bid and entering into a contract
for the Services. The costs of visiting the Site shall be at the
Bidder‟s own expense.
B. Bidding Documents
8. Content of
Bidding
Documents
8.1 The set of bidding documents comprises the documents listed in
the table below and addenda issued in accordance with ITB
Clause 10:
Section I Instructions to Bidders (ITB)
Section II Bidding Data Sheet
Section III Bidding Forms
Section IV Scope of Services
Section V Drawings and Specifications
Part II Conditions of Contract and Forms
Section A General Conditions of Contract
Section B Special Conditions of Contract
Part III Appendices
8.2 The Bidder is expected to examine all instructions, forms, terms,
and specifications in the bidding documents. Failure to furnish
all information required by the bidding documents or to submit a
bid not substantially responsive to the bidding documents in
every respect will be at the Bidder‟s risk and may result in the
rejection of its bid. All sections should be completed and
12 Section 1: Instruction to Bidders
returned with the Bid in the number of copies specified in the
BDS.
9. Clarification
of Bidding
Documents
9.1 A prospective Bidder requiring any clarification of the bidding
documents may notify the Procuring Agency in writing or by
email at the Procuring Agency‟s address indicated in the
invitation to bid. The Procuring Agency will respond to any
request for clarification received earlier than 10 days prior to the
deadline for submission of bids. Copies of the Procuring
Agency‟s response will be forwarded to all purchasers of the
bidding documents, including a description of the inquiry, but
without identifying its source.
10. Amendment
of Bidding
Documents
10.1 Before the deadline for submission of bids, the Procuring Agency
may modify the bidding documents by issuing addenda.
10.2 Any addendum thus issued shall be part of the bidding
documents and shall be communicated in writing or by email to
all purchasers of the bidding documents. Prospective bidders
shall acknowledge receipt of each addendum by email to the
Procuring Agency.
10.3 To give prospective bidders reasonable time in which to take an
addendum into account in preparing their bids, the Procuring
Agency shall extend, as necessary, the deadline for submission
of bids, in accordance with ITB Sub-Clause 20.2 below.
C. Preparation of Bids
11. Language of
Bid
11.1 The bid prepared by the Bidder, as well as all correspondence
and documents relating to the bid exchanged by the Bidder and
the Procuring Agency shall be written in the language specified
in the BDS. Supporting documents and printed literature
furnished by the Bidder shall be in same language.
12. Documents
Comprising
the Bid
12.1 The Bid submitted by the Bidder shall comprise the following:
12.1.1 Technical and Financial form of Bid (in the format indicated
in Section III);
12.1.2 Bid Security;
12.1.3 and any other materials required to be completed and
submitted by bidders, as specified in the BDS.
13. Bid Prices 13.1 The Contract shall be for the Services, as described Section IV
Scope of services of contract and in the Specifications, Section
V, based on the priced Activity Schedule, Section V.
13.2 The Bidder shall fill in rates and prices, if applicable, for all
items of the Services described in the Specifications (or Terms of
Reference), and Appendices.
Part 1: Bidding Procedures 13
13.3 All duties, taxes, and other levies payable by the Service
Provider under the Contract, or for any other cause, as of the date
28 days prior to the deadline for submission of bids, shall be
included in the total Bid price.
13.4 If provided for in the BDS, the rates and prices quoted by the
Bidder shall be subject to adjustment during the performance of
the Contract in accordance with and the provisions of Clause 6.6
of the General Conditions of Contract and/or Special Conditions
of Contract. The Bidder shall submit with the Bid all the
information required under the Special Conditions of Contract
and of the General Conditions of Contract.
13.5 For the purpose of determining the remuneration due for
additional Services, a breakdown of the cost shall be provided by
the Bidder in the form of Appendices C to the Contract
14. Currencies of
Bid and
Payment
14.1 The price shall be quoted by the Bidder in the following
currencies:
14.1.1 for those inputs to the Services which the Bidder expects
to provide from within Pakistan, the prices shall be quoted
in Pak Rupees (PKR), unless otherwise specified in the
BDS;
15. Bid Validity 15.1 Bids shall remain valid for the period specified in the BDS.
15.2 In exceptional circumstances, the Procuring Agency may request
that the bidders extend the period of validity for a specified
additional period. The request and the bidders‟ responses shall be
made in writing or by email. A Bidder may refuse the request
without forfeiting the Bid Security. A Bidder agreeing to the
request will not be required or permitted to otherwise modify the
Bid, but will be required to extend the validity of Bid Security
for the period of the extension, and in compliance with ITB
Clause 16 in all respects.
16. Bid Security 16.1 The Bidder shall furnish bid security, as part of the Bid as
specified in the BDS.
16.2 The Bid Security shall be in the amount specified in the BDS
and denominated in Pak Rupees (PKR) and shall:
16.2.1 at the bidder‟s option, be in the form of either a letter of
credit, or a bank guarantee from a banking institution, or a
bond issued by a surety;
16.2.2 be issued by a reputable institution selected by the bidder.
If the institution issuing the bond is located outside
Pakistan, it shall have a correspondent financial institution
located in Pakistan to make it enforceable.
14 Section 1: Instruction to Bidders
16.2.3 be substantially in accordance with one of the forms of Bid
Security included in Section III, Bidding Forms (TECH 2),
or other form approved by the Procuring Agency prior to
bid submission;
16.2.4 be payable promptly upon written demand by the
Procuring Agency in case the conditions listed in ITB Sub-
Clause 16.5 are invoked;
16.2.5 be submitted in its original form; copies will not be
accepted;
16.2.6 remain valid for a period of 28 days beyond the validity
period of the bids, as extended, if applicable, in
accordance with ITB Sub-Clause 15.2;
16.3 If a Bid Security or a Bid- Securing Declaration is required in
accordance with ITB Sub-Clause 16.1, any bid not accompanied
by a substantially responsive Bid Security or Bid Securing
Declaration in accordance with ITB Sub-Clause 16.1, shall be
rejected by the Procuring Agency as non-responsive.
16.4 The Bid Security of unsuccessful Bidders shall be returned as
promptly as possible upon the successful Bidder‟s furnishing of
the Performance Security pursuant to ITB Clause 35.
16.5 The Bid Security may be forfeited:
16.5.1 if a Bidder withdraws its bid during the period of bid
validity specified by the Bidder on the Bid Submission
Form, except as provided in ITB Sub-Clause 15.2; or
16.5.2 if the successful Bidder fails to:
16.5.2.1 sign the Contract in accordance with ITB Clause 34;
16.5.2.2 Furnish a Performance Security in accordance with
ITB Clause 35.
16.6 The Bid Security of a JV must be in the name of the JV that
submits the bid. If the JV has not been legally constituted at the
time of bidding, the Bid Security shall be in the names of all
future partners as named in the letter of intent to constitute the
JV.
17. Alternative
Proposals by
Bidders
17.1 Unless otherwise indicated in the BDS, alternative bids shall
not be considered.
18. Technical and
Financial
Proposal
Format and
18.1 The Technical Proposal shall not include any financial
information. A Technical Proposal containing material financial
information shall be declared non-responsive.
18.2 The Financial Proposal shall be prepared using the attached
Part 1: Bidding Procedures 15
Content Section III – Bidding Forms (FIN 1-3). It shall list all costs
associated with the assignment. If appropriate, these costs should
be broken down by activity and, if appropriate, into foreign and
local expenditures. All activities and items described in the
Technical Proposal must be priced separately; activities and
items described in the Technical Proposal but not priced, shall be
assumed to be included in the prices of other activities or items
18.3 The Service Provider may be subject to local taxes (such as:
value added or sales tax or income tax/sales tax, duties, fees,
levies) on amounts payable by the Client under the Agreement.
Service Provider will include and clearly state all such taxes ,
which it is subject to pay, in the proposal
18.4 Service Provider should express the price of their services in
Pakistani rupees (PKR)
D. Submission of Bids
19. Sealing and
Marking of
Bids
19.1 The Bidder shall submit a signed and complete Proposal
comprising the documents and forms in accordance with Clause
12 (Documents Comprising Proposal). The submission can be
done by mail or by hand. If specified in the Data Sheet, the
Bidder has the option of submitting its Proposals electronically.
19.2 An authorized representative of the Bidder shall sign the original
submission letters in the required format for both the Technical
Proposal and, if applicable, the Financial Proposals and shall
initial all pages of both. The authorization shall be in the form of
a written power of attorney attached to the Technical Proposal.
19.3 A Proposal submitted by a Joint Venture shall be signed by all
members so as to be legally binding on all members, or by an
authorized representative who has a written power of attorney
signed by each member‟s authorized representative.
19.4 Any modifications, revisions, interlineations, erasures, or
overwriting shall be valid only if they are signed or initialed by
the person signing the Proposal.
19.5 The signed Proposal shall be marked ―Original”, and its copies
marked ―Copy” as appropriate. The number of copies is
indicated in the Data Sheet. All copies shall be made from the
signed original. If there are discrepancies between the original
and the copies, the original shall prevail.
19.6 The original and all the copies of the Technical Proposal shall be
placed inside of a sealed envelope clearly marked “Technical
Proposal”, ―[Name of the Assignment]―, reference number,
name and address of the Bidder, and with a warning ―Do Not
16 Section 1: Instruction to Bidders
Open until [insert the date and the time of the Technical
Proposal submission deadline].”
19.7 Similarly, the original Financial Proposal (if required for the
applicable selection method) shall be placed inside of a sealed
envelope clearly marked “Financial Proposal‖ followed by the
name of the assignment, reference number, name and
address of the Bidder, and with a warning ―Do Not Open
With The Technical Proposal.‖
19.8 The sealed envelopes containing the Technical and Financial
Proposals shall be placed into one outer envelope and sealed.
This outer envelope shall bear the submission address, RFP
reference number, the name of the assignment, Bidder’s
name and the address, and shall be clearly marked ―Do Not
Open Before [insert the time and date of the submission
deadline indicated in the Data Sheet]”.
19.9 If the envelopes and packages with the Proposal are not sealed
and marked as required, the Client will assume no responsibility
for the misplacement, loss, or premature opening of the Proposal.
20. Deadline for
Submission of
Bids
20.1 Bids shall be delivered to the Procuring Agency at the
submission address specified in the BDS no later than the time
and date specified in the BDS.
20.2 The Procuring Agency may extend the deadline for submission
of bids by issuing an amendment in accordance with ITB Clause
10, in which case all rights and obligations of the Procuring
Agency and the bidders previously subject to the original
deadline will then be subject to the new deadline.
21. Late Bids 21.1 The Procuring Agency will not receive any bid submitted after
the deadline prescribed in ITB Clause 20.
22. Modification
and
Withdrawal
of Bids
22.1 Bidders may modify or withdraw their bids by giving notice in
writing before the deadline prescribed in ITB Clause 20.
22.2 Each Bidder‟s modification or withdrawal notice shall be
prepared, sealed, marked, and delivered in accordance with ITB
Clauses 18 and 19, with the outer and inner envelopes
additionally marked “Modification” or “Withdrawal,” as
appropriate.
22.3 No Bid may be modified after the deadline for submission of
Bids.
22.4 Withdrawal of a Bid between the deadline for submission of bids
and the expiration of the period of Bid validity specified in the
BDS or as extended pursuant to ITB Sub-Clause 15.2 may result
in the forfeiture of the Bid Security pursuant to ITB Clause 16.
Part 1: Bidding Procedures 17
E. Bid Opening and Evaluation
23. Bid Opening 23.1 The Client‟s evaluation committee shall conduct the
opening of the Technical Proposals in the presence of the
shortlisted Bidders‟ authorized representatives who choose
to attend (in person, or online if this option is offered in the
Data Sheet). The opening date, time and the address are
stated in the Data Sheet. The envelopes with the Financial
Proposal shall remain sealed and shall be securely stored
with a reputable public auditor or independent authority
until they are opened in accordance with Clause 19 and 24
of the ITB.
23.2 At the opening of the Technical Proposals the following
shall be read out:
23.2.1 the name and the country of the Bidder or, in case of
a Joint Venture, the name of the Joint Venture, the
name of the lead member and the names and the
countries of all members;
23.2.2 the presence or absence of a duly sealed envelope
with the Financial Proposal;
23.2.3 any modifications to the Proposal submitted prior to
proposal submission deadline; and
23.2.4 any other information deemed appropriate or as
indicated in the Data Sheet.
24. Technical
Proposals
Evaluation
24.1 Subject to provision of Clause 19 of the ITB, the evaluators
of the Technical Proposals shall have no access to the
Financial Proposals until the technical evaluation is
concluded.
24.2 The Bidder is not permitted to alter or modify its Proposal
in any way after the proposal submission deadline except as
permitted under Clause 22 of this ITB. While evaluating
the Proposals, the Client will conduct the evaluation solely
on the basis of the submitted Technical and Financial
Proposals.
24.3 The Client‟s evaluation committee shall evaluate the
Technical Proposals on the basis of their responsiveness to
the Terms of Reference and the RFP, applying the
evaluation criteria, sub-criteria, and point system specified
in the Data Sheet. Each responsive Proposal will be given
a technical score. A Proposal shall be rejected at this stage
18 Section 1: Instruction to Bidders
if it does not respond to important aspects of the RFP or if
it fails to achieve the minimum technical score indicated
in the Data Sheet.
25. Opening of
Financial
Proposals
25.1 After the technical evaluation is completed, the Client shall
notify those Bidders whose Proposals were considered non-
responsive to the RFP and TOR or did not meet the
minimum qualifying technical score (and shall provide
information relating to the Bidder‟s overall technical score,
as well as scores obtained for each criterion and sub-
criterion) that their Financial Proposals will be returned
unopened after completing the selection process and
Contract signing. The Client shall simultaneously notify in
writing those Bidders that have achieved the minimum
overall technical score and inform them of the date, time
and location for the opening of the Financial Proposals.
The opening date should allow the Bidders sufficient time
to make arrangements for attending the opening. The
Bidder‟s attendance at the opening of the Financial
Proposals (in person, or online if such option is indicated in
the Data Sheet) is optional and is at the Bidder‟s choice.
25.2 The Financial Proposals shall be opened by the Client‟s
evaluation committee in the presence of the representatives
of those Bidders whose proposals have passed the
minimum technical score. At the opening, the names of the
Bidders, and the overall technical scores, including the
break-down by criterion, shall be read aloud. The Financial
Proposals will then be inspected to confirm that they have
remained sealed and unopened. These Financial Proposals
shall be then opened, and the total prices read aloud and
recorded. Copies of the record shall be sent to all Bidders
who submitted Proposals.
Taxes 25.3 The Bidder‟s Financial Proposal shall include all
applicable taxes in accordance with the instructions in the
Data Sheet.
26. Financial
Proposal
Evaluation
26.1 In the case of QCBS, the total score is calculated by
weighting the technical and financial scores and adding
them as per the formula and instructions in the Data Sheet.
The Bidder achieving the highest combined technical and
financial score will be invited for negotiations.
26.2 In the case of Least-Cost Selection (LCS), the Client will
select the Bidder with the lowest evaluated total price
among those Bidders that achieved the minimum technical
score, and invite such Bidder to negotiate the Contract
26.3 In the case of case of Quality Based Selection (QBS), the
Part 1: Bidding Procedures 19
Client will select the Bidder that submitted the highest-
ranked Technical Proposal, and invite such Bidder to
negotiate the Contract
26.4 In the case of case of Build-Operate-Transfer Selection
(BOT), the Client will select the Bidder with the least time
period for transfer among those Bidders that achieved the
minimum technical score, and invite such Bidder to
negotiate the Contract. In case, two or more bidders bid for
same least time period, the client will select the bidder with
higher technical score to break the tie
27. Process to Be
Transparent
27.1 Information relating to the technical evaluation and
comparison of bids and recommendations for the award of
a contract shall be disclosed to bidders 10 days before the
award to the successful Bidder is notified.
28. Clarification
of Bids
28.1 To assist in the examination, evaluation, and comparison of
bids, the Procuring Agency may, at its discretion, ask any
Bidder for clarification of the Bidder‟s Bid, including
breakdowns of the prices in the Activity Schedule, and
other information that the Procuring Agency may require.
The request for clarification and the response shall be in
writing or email, but no change in the price or substance of
the Bid shall be sought, offered, or permitted except as
required to confirm the correction of arithmetic errors
discovered by the Procuring Agency in the evaluation of
the bids in accordance with ITB Clause 30.
28.2 No Bidder shall contact the Procuring Agency on any
matter relating to its bid from the time of the bid opening to
publication of evaluation report. If the Bidder wishes to
bring additional information to the notice of the Procuring
Agency, he should do so in writing.
28.3 Any effort by the Bidder to influence the Procuring Agency
in the Procuring Agency‟s bid evaluation or contract award
decisions may result in the rejection of the Bidder‟s bid.
29. Examination
of Bids and
Determination
of
Responsivenes
s
29.1 Prior to the detailed evaluation of bids, the Procuring
Agency will determine whether each Bid:
29.1.1 Has been properly signed;
29.1.2 Is accompanied by the required securities;
29.1.3 And is substantially responsive to the requirements
of the bidding documents.
29.2 A substantially responsive Bid is one which conforms to all
the terms, conditions, and specifications of the bidding
documents, without material deviation or reservation. A
20 Section 1: Instruction to Bidders
material deviation or reservation is one:
29.2.1 Which affects in any substantial way the scope,
quality, or performance of the Services; or
29.2.2 Which limits in any substantial way, inconsistent
with the bidding documents, the Procuring Agency‟s
rights or the Bidder‟s obligations under the Contract;
or
29.2.3 Whose rectification would affect unfairly the
competitive position of other bidders presenting
substantially responsive bids.
29.3 If a Bid is not substantially responsive, it will be rejected by
the Procuring Agency, and may not subsequently be made
responsive by correction or withdrawal of the
nonconforming deviation or reservation.
30. Correction of
Errors
30.1 Bids determined to be substantially responsive will be
checked by the Procuring Agency for any arithmetic errors.
Arithmetical errors will be rectified by the Procuring
Agency on the following basis:
30.1.1 If there is a discrepancy between unit prices and the
total price that is obtained by multiplying the unit
price and quantity, the unit price shall prevail, and
the total price shall be corrected;
30.1.2 If there is an error in a total corresponding to the
addition or subtraction of subtotals, the subtotals
shall prevail and the total shall be corrected;
30.1.3 If there is a discrepancy between the amounts in
figures and in words, the amount in words will
prevail.
30.2 The amount stated in the Bid will be adjusted by the
Procuring Agency in accordance with the above procedure
for the correction of errors and, with the concurrence of the
Bidder, shall be considered as binding upon the Bidder. If
the Bidder does not accept the corrected amount, the Bid
will be rejected, and the Bid Security may be forfeited in
accordance with ITB Sub-Clause 16.5.
31. Non-
Preferential
Treatment
31.1 No bidder (domestic or foreign) shall be eligible for any
margin of preference in Bid evaluation.
F. Award of Contract
32. Award 32.1 The Procuring Agency will award the Contract to the Bidder
Part 1: Bidding Procedures 21
Criteria whose Bid has been determined to be substantially responsive to
the bidding documents and who has offered the lowest evaluated
Bid price, provided that such Bidder has been determined to be:
32.1.1 Eligible in accordance with the provisions of ITB Clause
3, and
32.1.2 Qualified in accordance with the provisions of ITB Clause
24.
33. Procuring
Agency’s
Right to
Accept or
Reject all Bids
33.1 Notwithstanding ITB Clause 32, the Procuring Agency reserves
the right to accept all Bids, or to cancel the bidding process and
reject all bids, at any time prior to the award of Contract, without
thereby incurring any liability to the affected Bidder or bidders
or any obligation to inform the affected Bidder or bidders of the
grounds for the Procuring Agency‟s action.
34. Notification of
Award and
Signing of
Agreement
34.1 The Bidder whose Bid has been accepted will be notified of the
award by the Procuring Agency prior to expiration of the Bid
validity period by email, confirmed by registered letter from the
Procuring Agency. This letter (hereinafter and in the Conditions
of Contract called the “Letter of Acceptance”) will state services
and other particulars that the Procuring Agency will deliver to
the Service provider in consideration of the execution,
completion, and maintenance of the Services by the Service
provider as prescribed by the Contract
34.2 The notification of award will constitute the formation of the
Contract. Expected data and address for award of contract is
specified in BDS.
34.3 The Contract, in the form provided in the bidding documents,
will incorporate all agreements between the Procuring Agency
and the successful Bidder. It will be signed by the Procuring
Agency and sent to the successful Bidder along with the Letter of
Acceptance. The successful bidder shall sign the Contract and
return it to the Procuring Agency, together with the required
performance security pursuant to Clause 35. Furthermore, the
selected bidder shall commence the services by the date specified
in BDS.
34.4 Upon fulfilment of ITB Sub-Clause 34.3, the Procuring Agency
will promptly return the bid security of unsuccessful Bidders as
soon as possible.
35. Performance
Security
35.1 After receipt of the Letter of Acceptance, the successful Bidder
shall deliver to the Procuring Agency a Performance Security in
the amount and in the form stipulated in the BDS, denominated
in the type and proportions of currencies in the Letter of
Acceptance and in accordance with the General Conditions of
Contract.
22 Section 1: Instruction to Bidders
35.2 If the Performance Security is provided by the successful Bidder
in the form of a Bank Guarantee, it shall be issued either
35.2.1 At the Bidder‟s option, by a bank located in the country of
the Procuring Agency or a foreign bank through a
correspondent bank located in the country of the Procuring
Agency, or
35.2.2 With the agreement of the Procuring Agency directly by a
foreign bank acceptable to the Procuring Agency.
35.3 Failure of the successful Bidder to comply with the requirements
of ITB Sub-Clause 35.1 shall constitute sufficient grounds for
cancellation of the award and forfeiture of the Bid Security.
36. Arbitration 36.1 Chief Secretary, Government of the Punjab will be the Arbitrator.
The decision of the Arbitrator will be final and binding on the
agency and the bidders.
37. Corrupt or
Fraudulent
Practices
37.1 For the purpose of this provision, the terms set forth below define
corrupt or fraudulent practices:
37.1.1 ―corrupt practice‖ means the offering, giving, receiving,
or soliciting of anything of value to influence the action of
a public official, bidder or contractor in the procurement
process or in contract execution to the detriment of the
procuring agency; or misrepresentation of facts in order to
influence a procurement process or the execution of a
contract;
37.1.2 ―fraudulent practice‖ is any act or omission, including
misrepresentation, that knowingly or recklessly misleads,
or attempts to mislead, a party to obtain financial or other
benefit or to avoid an obligation;
37.1.3 ―collusive practices‖ is an arrangement among bidders
(prior to or after bid submission) designed to establish bid
prices at artificial, non-competitive levels for any wrongful
gain, and to deprive the procuring agency of the benefits of
free and open competition, and any request for, or
solicitation of anything of value by any public official in
the course of the exercise of his duty;
37.1.4 ―coercive practices‖ is impairing or harming, or
threatening to impair or harm, directly or indirectly, any
person or the property of the person (participant in the
selection process or contract execution) to influence
improperly the actions of that person;
37.1.5 ―obstructive practice‖ is deliberately destroying,
falsifying, altering or concealing of evidence material to
the investigation or making false statements before
Part 1: Bidding Procedures 23
investigators in order to materially impede an investigation
into allegations of a corrupt, fraudulent, coercive or
collusive practice; or threatening, harassing or intimidating
any party to prevent it from disclosing its knowledge of
matters relevant to the investigation or from pursuing the
investigation, or acts intended to materially impede the
exercise of the Client‟s inspection and audit rights.
37.2 The Procuring Agency will reject a proposal for award if it
determines that the Bidder recommended for award has, directly
or through an agent, engaged in corrupt, fraudulent, collusive,
coercive or obstructive practices in competing for the contract in
question;
37.3 The Procuring Agency will declare misprocurement if it
determines at any time that its representatives were engaged in
corrupt, fraudulent, collusive, coercive or obstructive practices
during the procurement or the execution of that contract,;
37.4 The Procuring Agency will sanction a firm, in accordance with
prevailing Blacklisting procedures under Punjab Procurement
Rules 2014, if it at any time determines that they its
representatives, directly or through an agent, were engaged in
corrupt, fraudulent, collusive, coercive or obstructive practices in
competing for, or in executing, a contract; and
37.5 The Procuring Agency will have the right, requiring bidders,
suppliers, contractors and consultants to permit the Procuring
Agency to inspect their accounts and records and other
documents relating to the Bid submission and contract
performance and to have them audited by auditors appointed by
the Procuring Agency.
24 Section II: Bidding Data Sheet
Section II. Bidding Data Sheet
A. General
ITB
clause
reference
2.1 The Procuring Agency is:
Primary and Secondary Healthcare Department, Government of Punjab
2.2 The Intended Date for commencement of services is:
10th
November, 2016
2.1 The name and identification number of the Contract is:
Hiring of firms for providing Cafeteria and Catering Services in
DHQs/THQs of Punjab
Bid / Contract Number No:
PSH-PMU-RVMP-07-01
3.3 Service provider shall provide affidavit/undertaking that it is not blacklisted by
any government or private institute A list of debarred/blacklisted is available at
PPRA‟s website: www.ppra.punjab.gov.pk
B. Bidding Documents
8.2 and
19.5
The number of copies of the Bid to be completed and returned shall be:
One (1) original, and one (1) copy
C. Preparation of Bids
11.1 This document has been issued in the English language. Proposals shall be
submitted in English language. All correspondence exchange shall be in English
language.
12.1 The bidding document to be submitted shall comprise of following:
Attachment If the Proposal is submitted by a joint venture, attach a letter of intent or a copy of an existing agreement.
N/A
“√” If applicable
Power of Attorney
No pre-set format/form. In the case of a Joint Venture/consortium, several are required: a power of attorney for the authorized representative of each JV member, and a power of attorney for the representative of the lead member to represent all JV members
N/A
√ TECH 2 Bid Security Form N/A √ TECH 6 Firm’s Organization and Experience. N/A √ TECH 4 Description of the Approach, Methodology, and
Work Plan for Performing the Assignment N/A
√ TECH 5 Work Schedule and Planning for Deliverables N/A √ TECH 3 Team Composition, Key Experts, admin staff etc N/A
Part 1: Bidding Procedures 39
FIN 1: Financial Proposal Submission Form
{Location, Date}
To: [Name and address of Client]
Dear Sirs:
We, the undersigned, offer to provide the services for [Insert title of assignment] in
accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal.
Our attached Financial Proposal is for the amount of {Indicate the corresponding
amount(s) currency(ies)} {Insert amount(s) in words and figures}, inclusive of all taxes in
accordance with Clause 25.3 in the Data Sheet. The estimated amount of taxes is {Insert
currency} {Insert amount in words and figures} which shall be confirmed or adjusted, if
needed, during negotiations. {Please note that all amounts shall be the same as in Form FIN-
2}. Furthermore, as part of BOT model; we propose to transfer the property (along with
all equipment and fittings) to the employer in {insert number of months in words and
figures} months which shall be considered as EET time as described in Bidding data
sheet.
Our Proposal shall be binding upon us subject to the modifications resulting from
Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before the
date indicated in Clause 15.1 of the Data Sheet.
No commissions or gratuities have been or are to be paid by us to agents or any third
party relating to this Proposal and Contract execution.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature {In full and initials}:
Name and Title of Signatory:
In the capacity of:
Address: E-mail: _________________________
{For a joint venture, either all members shall sign or only the lead
member/Consultant, in which case the power of attorney to sign on behalf of all
members shall be attached}
40 Section III: Bidding Forms
FIN 2: Financial Model
Item
Cost
{Bidder must state the proposed Costs in accordance with Clause 14
of the Data Sheet}
{Insert Currency}
Total Cost of the Proposal:
Expected Revenue during the project tenure
(i) Income Tax
(ii) Sales Tax
TOTAL NET AMOUNT (PKR)
Breakdown of Cost and Revenue:
{Construction}
{Equipment and Fitting}
{Human Resource for Operations (per annum)}
Expected Revenue (per annum)
Earliest Event Time (EET) for Transfer of Cafeteria along-with equipment and fittings
<No. of Months/Years whichever is appropriate>
Part 1: Bidding Procedures 41
FIN 3: Breakdown of Costs
A. HR Cost
Sr.
#
Description of
Staff No. of
Staff
Service
period
(Months)
Minimum Salary
per worker per
month (Rs.)
Total Rate per
worker per month
(inclusive of all taxes,
and Insurance) (Rs.)
Total Cost
for 1 Year
(Rs.)
(1) (2) (3) (4) (5) (6) (6)x (4) x(3)
1 Supervisor 12
2 Cook 12
3 ….
B. Supplies Cost
Sr.
#
Description of
Supplies
Min Supplies per
Month
(Rs.)
Service
period
(Months)
Total Cost of supply per month
(inclusive of all Taxes).
(Rs)
Total Cost
for 1 Year
(Rs.)
(1) (2) (3) (4) (5) (5)x(4)
1 <Supply Name> 12
C. Equipment Purchased/Rent
Sr. #
Description of
Equipment
(Purchased)
Quantity
Purchased
Cost per
Unit
(Rs)
Total Cost per Unit
(Inclusive of al l Taxes) (Rs.)
Total Cost
(Rs)
(1) (2) (3) (4) (5) (5)x(3)
1 <Equipment Name>
42 Section III: Bidding Forms
D. Expected Revenue Generated (from sale of food items and amenities)
Grand Total With all Applicable Taxes (A+B+C-D)
Part 1: Bidding Procedures 43
Section IV. Scope of Services
44 Section IV: Scope of Services
1. Background:
The Primary and Secondary Health Department is the key department entrusted by
the people of Punjab with responsibility for the health of communities and the population.
The Primary and Secondary Health Department delivers promotive, preventive and curative
health services from the Primary to the Tertiary Health Care level.
Over the last few years, The Primary and Secondary Health Department of Punjab has
taken many initiatives to improve the primary and secondary healthcare facilities all over
Punjab. However, in spite of these initiatives, many districts of the Punjab are not delivering
healthcare services to the standard expected.
In order to improve healthcare facilities in the province, the Primary and Secondary
Health Department is revamping 25 district headquarter hospitals and 15 tehsil headquarter
hospitals in the province.
2. Contextual information
a. District Head Quarter Hospitals
The District Head Quarters (DHQ) Hospitals are located at District headquarters level
and serve a population of 1 to 3 million, depending upon the category of the hospital. The
DHQ hospital provides promotive, preventive and curative care, advance diagnostics,
inpatient services, advance specialist and referral services.
DHQs provides referral care to the patients including those referred by the Basic
Health Units, Rural Health Centers, Tehsil Head Quarter hospitals along with Lady Health
Workers and other primary and secondary care facilities
b. Tehsil Head Quarter Hospital
Tehsil Head Quarter (THQ) hospitals are located at each THQ and serve a population
of 0.5 to 1.0 million. At present, the majority of THQ hospitals have 40 to 60 beds. The THQ
hospital provides promotive, preventive and curative care, diagnostics, inpatients, referral
services and also specialist care. THQ hospitals are also supposed to provide basic and
comprehensive Emergency Obstetric and Newborn Care. THQ hospital provides referral care
to patients, including those referred by the Rural Health Centers, Basic Health Units, Lady
Health Workers and other primary care facilities.
3. Scope of Service
The project is to construct cafeteria and provide catering services in hospitals. The
scope and description of the cafeteria services to be provided by an interested party bidding
for this tender are given below:
Part 1: Bidding Procedures 45
i. Establishment of Kitchen and Cafeteria area as per design specified by the
Department. Construction of the Project will include all components of the
project in accordance with Specifications and quality control standards
conforming to the standards of design, construction, maintenance and
operation as laid down by the procuring agency.
ii. Operating kitchens and cafeteria to ensure preparation of three meals a day as
well as snacks and beverages around the clock.
iii. Provision of food items as per agreed rate list. The procuring agency will have the
right to collect revenue to generate income based on approved rate list for food
items
iv. Provision of general amenities such as toothpaste, soap, diapers, mobile
accessories, etc. The procuring agency will have the right to collect revenue to
generate income based on approved rate list for each amenities
v. Ensure highest levels of hygiene and cleanliness in order to ensure safe and
healthy food is provided to patients and hospital visitors.
vi. The contract will be based on the BOT (Build-Operate-Transfer) model and the
contractor bidding the least number of time period (years/month) before
transferring the cafeteria to the procuring agency shall be awarded the contract.
vii. At the end of the Contract Period, the cafeteria is to be returned to the procuring
agency in a properly maintained and operational condition with all equipment and
fittings, at no cost to the Employer
4. Terms of Reference
The Hospital requires two types of services for its cafeteria and kitchen facilities, namely
construction/establishment and operations & maintenance.
i. Establishment:
The service firm shall develop the kitchen and cafeteria area as per one of
three plans developed by the department, depending upon the size of the space.
ii. Operations and Maintenance:
These are general cafeteria services which will be provided on all days and
depending upon the workload the staff will be expected to operate in multiple
shifts
4.1. Establishment of Cafeteria:
4.1.1. Construction:
i. The department has prepared three designs for hospital cafeteria areas
according to three different size specifications – 1500 sq ft, 2000 sq ft and
2500 sq ft.
ii. In addition to the kitchen , a sitting area shall also be prepared to provide a
ambient and hygienic environment for hospital staff and visitors
46 Section IV: Scope of Services
iii. A set of precise and clear specifications, BOQs, and structural diagrams
for each cafeteria building design are shared in Section V (Specifications
and drawings).
iv. For Bidders to respond realistically and competitively to the requirements
of the client, Construction design and cafeteria site at each of the 40
Hospitals are also attached in the Section V (Specifications and
drawings).
v. location of project, all related major/minor structures and the standards
shall conform to the standards of design, construction, maintenance and
operation requirements as described in Section V and Annexures to the
contract
vi. Wherever reference is made in the Contract to specific standards and
codes to be met by the goods and materials to be furnished, and Services
or work performed or tested, the provisions of the latest current edition or
revision of the relevant standards and codes in effect shall apply, unless
otherwise expressly stated in the Contract. Where such standards and
codes are national, or relate to a particular country or region, other
authoritative standards that ensure a substantially equal or higher quality
than the standards and codes specified will be accepted subject to the
Procuring Agency‟s prior review and written consent. Differences
between the standards specified and the proposed alternative standards
shall be fully described in writing by the Service Provider and submitted
to the Procuring Agency at least 28 days prior to the date when the Service
Provider desires the Procuring Agency‟s consent. In the event the
Procuring Agency determines that such proposed deviations do not ensure
substantially equal or higher quality, the Service Provider shall comply
with the standards specified in the documents
vii. All materials to be incorporated in the construction shall be new, unused,
of high quality, and incorporate all recent improvements in design and
materials unless provided otherwise in the Contract
viii. Specifications and drawings describing the design and layout of the
Scheme are included within these Bidding Documents in section V and
Annexures. These are provided for the Bidders‟ guidance and information.
ix. In considering these proposals the Bidder should note that the procuring
agency, its Consultants and its advisers will take no responsibility for the
accuracy or practicality of the proposals, and that it is the Bidders‟
responsibility to verify or replace the information, assumptions and
projections that are contained within these Bidding Documents and
elsewhere; In the event that errors or omissions are found, to correct and
supplement data as appropriate
x. In order to demonstrate their understanding of the form, scope and
complexity of the Project, Bidders shall prepare a `Project
Appreciation Statement (annexure-i to the contract) setting out the
Part 1: Bidding Procedures 47
construction, operation and maintenance philosophy that is to be adopted
for each significant element of the Project. This statement will include, but
not be limited to, details of:
a. The construction method and operations management and
maintenance of the project;
b. The construction methods to be adopted in the construction
of all major components of the Infrastructure/Facility.
c. The construction material requirements of the Project and
their availability, the location of borrow pits and spoil areas
and the implications of importing any raw or finished materials;
d. The machinery, Plant and labour needs of the Project and the
requirement for associated working and accommodation areas;
e. Any particular problems that might be experienced during
construction and the measures to be taken to overcome these;
such problems might include poor soil conditions, contaminated
land and flood susceptibility during the monsoon season; and
f. The proposed maintenance regime including the organizational
system that will be adopted for routine maintenance and
repair, longer-term inspection, monitoring and rectification of
identified defects and normal deterioration of
Infrastructure/Facility
xi. In the event that the Bidder should decide to adopt the Scheme as laid
out in Section V and Annexures, without amendment, a statement to
this effect should be given in project appreciation statement
xii. In the event that the Bidder shall conclude, as a result of its `Project
Appreciation Statement‟, or otherwise, that it wishes to modify the
proposals contained in the Section V and Annexures, either materially
or otherwise, the Bidder shall provide supporting drawings and
calculations to justify the proposed deviations from the Conforming
Scheme
xiii. Such deviations shall be communicated to procuring agency in writing,
in sufficient detail as to indicate, as a minimum:
a. Any changes in the layout, line and level for the
Infrastructure/Facility or its ancillary features;
b. Any changes in the land requirements for the proposal;
c. Any changes in the choice of materials; and
d. Any consequential changes in terms of the design life,
operational characteristics and maintenance needs of the facility
xiv. The procuring agency will negotiate the final scheme at time of award
of contract
48 Section IV: Scope of Services
xv. The Bidder shall complete the construction work in 100 – 120 days (~ 4
months). The cafeteria shall be operational after the construction phase.
4.1.2. Equipment procurement and fitting:
i. The established kitchen should have basic kitchen equipment and
utensils, cutlery items, and kitchen fitting in order to ensure 24/7
functionality of cafeteria
ii. The bidder shall ensure at the very least , but not limited to, provision of
equipment items listed in the Section V (Specifications and drawings
iii. All goods and materials to be incorporated in the Services shall be new,
unused, of the most recent or current models, and incorporate all recent
improvements in design and materials unless provided otherwise in the
Contract
4.2. Operations and Maintenance:
4.2.1. Service firm shall provide and render the entire kitchen & cafeteria services
through fully equipped kitchen and stores comprising of procurement of raw
materials, preparation and serving of three meals a day: Breakfast, Lunch
and Dinner. In addition to this tea and snacks shall also be served.
4.2.2. Moreover the service provider should also sell general amenity items such as
toothpaste, soap, diapers, calling cards etc that may be needed by patients and
visitors to the hospital. Service firm and procuring agency shall finalize list of
such amenity items at the time of commencement of service.
4.2.3. Rate list for food items and amenities shall be decided beforehand in
consultation with PMU and focal person in hospital. The service provider
must adhere to these rates strictly.
4.2.4. Service provider should maintain proper sanitation and cleanliness in food
preparation, service and Service areas and use fresh food and raw materials in
preparation of foods.
4.2.5. All procurement in terms of raw material, vegetables, grocery, dairy, bakery
products, cleaning agents etc to run the kitchen and cafeteria services, would
be arranged and paid for directly by service provider.
4.2.6. All transportation and vehicle costs required for service provider„s operations,
and all applicable taxes and insurance costs, shall be borne by the service
provider.
4.2.7. Service provider‟s supervisors shall maintain a daily awareness of its
employees and in specific areas paying particular attention to the signs and
symptoms of communicable diseases that can be transmitted by food products.
Part 1: Bidding Procedures 49
If an employee is suffering from gastrointestinal illness, boils, infected
wounds etc, shall be temporarily removed of his duties till cured.
4.2.8. Annual medical checkup of all staff do be done by Service provider at its own
cost including the following tests, and submit a copy of these to the hospital‟s
focal person:
a) Chest X RAY b) CBC (Hb, TLC, DLC)
c) Routine Urine Test d) Routine Stool Test
e) Routine Blood Test
4.2.9. Cleanliness of cafeteria and kitchen area shall be the responsibility of the
service provider.
4.2.10. The service provider shall also wash all dishes, pots and pans that it uses to
prepare and serve the food.
4.2.11. Remove all trash and garbage to waste receptacles inside the premises of the
hospital.
4.2.12. The Service provider shall provide Staffs as per the category and quantity, if
specified, in the Appendix-B. However, the deployment of staff may vary on
dynamic basis based on varying requirement of the client with its prior
approval. Service provider must share rates of hiring additional staff for each
category.
4.2.13. The Service provider shall maintain the upkeep of all the equipment for the
set-up of services.
4.2.14. The monthly schedule of meals to be prepared shall be decided with the
hospital‟s focal person in advance.
4.2.15. The Service provider shall provide list of all its‟ personnel scheduled to
work in the premises of the hospital.
4.2.16. Service provider shall ensure that the raw material being used in the
preparation of food for patients and the Cafeteria meet the quality specifications and guidelines.
4.2.17. The service provider shall provide all the equipment and appliances in the kitchen for carrying out the food services. Crockery, cutlery and glassware
shall also be provided by the service provider.
4.2.18. Repair and maintenance of all kitchen equipment and cafeteria fittings will
be the service provider‟s responsibility.
4.2.19. In case of loss to any hospital installation/property due to activities of the
service firm, the cost of the same shall be recovered from the service firm.
50 Section IV: Scope of Services
4.2.20. Service provider shall be responsible for all its staff uniforms – a minimum
of 2 sets of uniforms to all its employees is to be provided with a pair of shoes.
4.2.21. Service provider shall ensure regular training of its staff on hygiene, patient interaction and other trainings as may be deemed necessary by the
procuring agency.
4.2.22. The service provider has to use its own equipment to provide the catering
service. The hospital will not be responsible for providing equipment to the bidding firm.
4.2.23. The Hospital will provide space to the service provider within the Hospital's
premises for its operations and to provide the Services.
4.2.24. Ensuring the general safety and fire safety of the space and accommodation provided by the Hospital shall be the responsibility of the service firm.
4.3. Utilities and billing
4.3.1. The service provider shall ensure provision of utilities (gas, electricity,
water) for proper functioning of cafeteria, and make his own arrangements in case the same are not available in the facility.
4.3.2. The service provider shall have a sub meter installed with the main electricity connection of hospital, and shall be responsible for the electricity bill.
4.3.3. The service provider shall have a sub meter installed with the main water supply, and shall be responsible for the water bill.
4.3.4. The service provider shall have a sub meter installed with the main gas
supply, and shall be responsible for the gas bill.
4.3.5. Maintaining backup options such as LPG cylinders, power generators, UPS or stored water shall be the responsibility of the service provider.
5. Monitoring and Quality Assurance
5.1.1. During construction phase, “Construction Supervision” will be carried out by the Procuring Agency (Director Infrastructure) who will certify
construction activity at four stages:
5.1.1.1. At Footings (before back-filling)
5.1.1.2. Columns up to roof-level
5.1.1.3. Pouring of slabs
5.1.1.4. Finishing
Part 1: Bidding Procedures 51
5.1.2. The hospital‟s focal person shall conduct daily rounds of kitchen and cafeteria area in order to monitor cleanliness and hygiene. The service
provider shall not obstruct daily rounds of hospital focal person
5.1.3. In case the contractor is not meeting the required standards fines shall be
imposed as follows:
Violation Fine (Amount in PKR)
Selling items in excess of agreed rate 1000
Litter or spillage in sitting area 500
Litter or spillage in cooking area 500
Improper storage of items 1000
Missing equipment 1000 per week
Unclean uniforms/improper trimming of hair or nails 200 per employee
Unclean dishes or utensils 1000
Unavailability of supervisor 1000
5.1.4. Hospital may send any food sample for testing in medical laboratory in order to ascertain quality.
5.1.5. Procuring agency and service provider shall mutually agree upon mechanism, to regularly test food taste, at the time of commencement of
services. Both parties shall ensure that neither of the parties has to bear substantial expenditure to setup this taste monitoring mechanism
1 Rate List, Equipment list and Staff requirement Annexure – B 2 Hospital Wise – Canteen Construction size Annexure – D 3 Hospital Wise – Canteen Proposed Site Annexure – E 4 Architectural/Electrical/Layout/Sewerage/Cross-
sectional/Water Supply/Working Plans - Annexure – F
5 Structural Drawing/ Reinforcement Plan of Slab / Beam Layout Plan/ Foundation Layout Plan/OH Water Tank Plan etc
Annexure –G
6 BOQ Annexure –H
7 Project Appreciation Statement Annexure –I
Section A- General Conditions of Contract (GCC) 53
Part II – Conditions of Contract and
Forms
Part II: Conditions of Contract and Forms 54
D R A F T C O N T R A C T
Cafeteria construction and
Catering Services Build-Operate-Transfer
Section A- General Conditions of Contract (GCC) 55
Contents
Part II – Conditions of Contract and Forms ...................................................................... 53
Letter of Acceptance ............................................................................................................. 58
Form of Contract................................................................................................................... 59
Section A: General Conditions of Contract (GCC) ........................................................... 61 1. General Provisions ............................................................................................................ 61
1.2 Applicable Law ............................................................................................... 62 1.3 Language ......................................................................................................... 62
1.6 Authorized Representatives ............................................................................ 62 1.7 Inspection and Audit by the Procuring Agency .............................................. 62 1.8 Taxes and Duties ............................................................................................. 62
2. Commencement, Completion, Modification, and Termination of Contract ..................... 63 2.1 Effectiveness of Contract ................................................................................ 63
2.3 Intended Completion Date .............................................................................. 63 2.4 Modification .................................................................................................... 63
2.5 Force Majeure ................................................................................................. 63 2.6 Termination ..................................................................................................... 64
3. Obligations of the Service Provider .................................................................................. 65
3.1 General ............................................................................................................ 65 3.2 Conflict of Interests ......................................................................................... 66
3.3 Confidentiality ................................................................................................ 66 3.4 Insurance to be Taken Out by the Service Provider ........................................ 67 3.5 Service Provider‟s Actions Requiring Employer‟s Prior Approval ................ 67
3.6 Reporting Obligations ..................................................................................... 67 3.7 Documents Prepared by the Service Provider to Be the Property of the
4.1 Description of Personnel ................................................................................. 68 4.2 Removal and/or Replacement of Personnel .................................................... 68
5. Obligations of the Employer ............................................................................................. 68
5.1 Assistance and Exemptions ............................................................................. 68 5.2 Change in the Applicable Law ........................................................................ 69 5.3 Services and Facilities ..................................................................................... 69
6. Payments to the Service Provider ..................................................................................... 69 6.3 Payment for Additional Services .................................................................... 69
Part II: Conditions of Contract and Forms 56
7. Quality Control ................................................................................................................. 69 7.1 Identifying Defects .......................................................................................... 69 7.2 Correction of Deficiencies, and Non-Performance Penalty .......................... 69
8. Settlement of Disputes ...................................................................................................... 70
Supplements to, Clauses in the General Conditions of Contract
1.6 The Authorized Representatives are:
For the Employer: Project Director, PMU
For the Service Provider:
2.1 The date on which this Contract shall come into effect is _______________.
2.2.2 The Starting Date for the commencement of Services is ________________.
2.3 The Intended Completion Date is:
As proposed by the service provider in his accepted bid as Earliest event
time (EET).
3.4 The risks and coverage by insurance shall be:
(i) Third Party motor vehicle
(ii) Third Party liability
(iii) Employer‟s liability and workers‟ compensation
(iv) Professional liability
(v) Loss or damage to equipment and property
3.8.1 The liquidated damages rate is 0.1% per day
The maximum amount of liquidated damages for the whole contract is PKR
500,000 (performance security submitted in form of CDR/PO/DD).
6, 6.2(a) The amount in Pak Rupees is:
This is BOT contract. Procuring agency will not pay any money against
the services provided by service provider
7.1 The Defects Liability Period is: 4 Months
Section C: Scope of Service 73
Section C: Scope of Services 1. Background:
The Primary and Secondary Health Department is the key department entrusted by
the people of Punjab with responsibility for the health of communities and the population.
The Primary and Secondary Health Department delivers promotive, preventive and curative
health services from the Primary to the Tertiary Health Care level.
Over the last few years, The Primary and Secondary Health Department of Punjab has
taken many initiatives to improve the primary and secondary healthcare facilities all over
Punjab. However, in spite of these initiatives, many districts of the Punjab are not delivering
healthcare services to the standard expected.
In order to improve healthcare facilities in the province, the Primary and Secondary
Health Department is revamping 25 district headquarter hospitals and 15 tehsil headquarter
hospitals in the province.
2. Contextual information
a. District Head Quarter Hospitals
The District Head Quarters (DHQ) Hospitals are located at District headquarters level
and serve a population of 1 to 3 million, depending upon the category of the hospital. The
DHQ hospital provides promotive, preventive and curative care, advance diagnostics,
inpatient services, advance specialist and referral services.
DHQs provides referral care to the patients including those referred by the Basic
Health Units, Rural Health Centers, Tehsil Head Quarter hospitals along with Lady Health
Workers and other primary and secondary care facilities
b. Tehsil Head Quarter Hospital
Tehsil Head Quarter (THQ) hospitals are located at each THQ and serve a population
of 0.5 to 1.0 million. At present, the majority of THQ hospitals have 40 to 60 beds. The THQ
hospital provides promotive, preventive and curative care, diagnostics, inpatients, referral
services and also specialist care. THQ hospitals are also supposed to provide basic and
comprehensive Emergency Obstetric and Newborn Care. THQ hospital provides referral care
to patients, including those referred by the Rural Health Centers, Basic Health Units, Lady
Health Workers and other primary care facilities.
3. Scope of Service
The project is to construct cafeteria and provide catering services in hospitals. The
scope and description of the cafeteria services to be provided by an interested party bidding
for this tender are given below:
Part II: Conditions of Contract and Forms 74
i. Establishment of Kitchen and Cafeteria area as per design specified by the
Department. Construction of the Project will include all components of the
project in accordance with Specifications and quality control standards
conforming to the standards of design, construction, maintenance and
operation as laid down by the procuring agency.
ii. Operating kitchens and cafeteria to ensure preparation of three meals a day as
well as snacks and beverages around the clock.
iii. Provision of food items as per agreed rate list. The procuring agency will have the
right to collect revenue to generate income based on approved rate list for food
items
iv. Provision of general amenities such as toothpaste, soap, diapers, mobile
accessories, etc. The procuring agency will have the right to collect revenue to
generate income based on approved rate list for each amenities
v. Ensure highest levels of hygiene and cleanliness in order to ensure safe and
healthy food is provided to patients and hospital visitors.
vi. The contract will be based on the BOT (Build-Operate-Transfer) model and the
contractor bidding the least number of time period (years/month) before
transferring the cafeteria to the procuring agency shall be awarded the contract.
vii. At the end of the Contract Period, the cafeteria is to be returned to the procuring
agency in a properly maintained and operational condition with all equipment and
fittings, at no cost to the Employer
4. Terms of Reference
The Hospital requires two types of services for its cafeteria and kitchen facilities, namely
construction/establishment and operations & maintenance.
i. Establishment:
The service firm shall develop the kitchen and cafeteria area as per one of
three plans developed by the department, depending upon the size of the space.
ii. Operations and Maintenance:
These are general cafeteria services which will be provided on all days and
depending upon the workload the staff will be expected to operate in multiple
shifts
4.1. Establishment of Cafeteria:
4.1.1. Construction:
i. The department has prepared three designs for hospital cafeteria areas
according to three different size specifications – 1500 sq ft, 2000 sq ft
and 2500 sq ft.
ii. In addition to the kitchen , a sitting area shall also be prepared to provide a
ambient and hygienic environment for hospital staff and visitors
Section C: Scope of Service 75
iii. A set of precise and clear specifications, BOQs, and structural diagrams
for each cafeteria building design are shared in Section V (Specifications
and drawings).
iv. For Bidders to respond realistically and competitively to the requirements
of the client, Construction design and cafeteria site at each of the 40
Hospitals are also attached in the Section V (Specifications and
drawings).
v. location of project, all related major/minor structures and the standards
shall conform to the standards of design, construction, maintenance and
operation requirements as described in Section V and Annexures to the
contract
vi. Wherever reference is made in the Contract to specific standards and
codes to be met by the goods and materials to be furnished, and Services
or work performed or tested, the provisions of the latest current edition or
revision of the relevant standards and codes in effect shall apply, unless
otherwise expressly stated in the Contract. Where such standards and
codes are national, or relate to a particular country or region, other
authoritative standards that ensure a substantially equal or higher quality
than the standards and codes specified will be accepted subject to the
Procuring Agency‟s prior review and written consent. Differences
between the standards specified and the proposed alternative standards
shall be fully described in writing by the Service Provider and submitted
to the Procuring Agency at least 28 days prior to the date when the Service
Provider desires the Procuring Agency‟s consent. In the event the
Procuring Agency determines that such proposed deviations do not ensure
substantially equal or higher quality, the Service Provider shall comply
with the standards specified in the documents
vii. All materials to be incorporated in the construction shall be new, unused,
of high quality, and incorporate all recent improvements in design and
materials unless provided otherwise in the Contract
viii. Specifications and drawings describing the design and layout of the
Scheme are included within these Bidding Documents in section V and
Annexures. These are provided for the Bidders‟ guidance and information.
ix. In considering these proposals the Bidder should note that the procuring
agency, its Consultants and its advisers will take no responsibility for the
accuracy or practicality of the proposals, and that it is the Bidders‟
responsibility to verify or replace the information, assumptions and
projections that are contained within these Bidding Documents and
elsewhere; In the event that errors or omissions are found, to correct and
supplement data as appropriate
x. In order to demonstrate their understanding of the form, scope and
complexity of the Project, Bidders shall prepare a `Project
Appreciation Statement (annexure-i to the contract) setting out the
Part II: Conditions of Contract and Forms 76
construction, operation and maintenance philosophy that is to be adopted
for each significant element of the Project. This statement will include, but
not be limited to, details of:
a. The construction method and operations management and
maintenance of the project;
b. The construction methods to be adopted in the construction
of all major components of the Infrastructure/Facility.
c. The construction material requirements of the Project and
their availability, the location of borrow pits and spoil areas
and the implications of importing any raw or finished materials;
d. The machinery, Plant and labour needs of the Project and the
requirement for associated working and accommodation areas;
e. Any particular problems that might be experienced during
construction and the measures to be taken to overcome these;
such problems might include poor soil conditions, contaminated
land and flood susceptibility during the monsoon season; and
f. The proposed maintenance regime including the organizational
system that will be adopted for routine maintenance and
repair, longer-term inspection, monitoring and rectification of
identified defects and normal deterioration of
Infrastructure/Facility
xi. In the event that the Bidder should decide to adopt the Scheme as laid
out in Section V and Annexures, without amendment, a statement to
this effect should be given in project appreciation statement
xii. In the event that the Bidder shall conclude, as a result of its `Project
Appreciation Statement‟, or otherwise, that it wishes to modify the
proposals contained in the Section V and Annexures, either materially
or otherwise, the Bidder shall provide supporting drawings and
calculations to justify the proposed deviations from the Conforming
Scheme
xiii. Such deviations shall be communicated to procuring agency in writing,
in sufficient detail as to indicate, as a minimum:
a. Any changes in the layout, line and level for the
Infrastructure/Facility or its ancillary features;
b. Any changes in the land requirements for the proposal;
c. Any changes in the choice of materials; and
d. Any consequential changes in terms of the design life,
operational characteristics and maintenance needs of the facility
xiv. The procuring agency will negotiate the final scheme at time of award
of contract
Section C: Scope of Service 77
xv. The Bidder shall complete the construction work in 100 – 120 days (~ 4
months). The cafeteria shall be operational after the construction phase.
4.1.2. Equipment procurement and fitting:
i. The established kitchen should have basic kitchen equipment and
utensils, cutlery items, and kitchen fitting in order to ensure 24/7
functionality of cafeteria
ii. The bidder shall ensure at the very least , but not limited to, provision of
equipment items listed in the Section V (Specifications and drawings
iii. All goods and materials to be incorporated in the Services shall be new,
unused, of the most recent or current models, and incorporate all recent
improvements in design and materials unless provided otherwise in the
Contract
4.2. Operations and Maintenance:
4.2.1. Service firm shall provide and render the entire kitchen & cafeteria services
through fully equipped kitchen and stores comprising of procurement of raw
materials, preparation and serving of three meals a day: Breakfast, Lunch
and Dinner. In addition to this tea and snacks shall also be served.
4.2.2. Moreover the service provider should also sell general amenity items such as
toothpaste, soap, diapers, calling cards etc that may be needed by patients and
visitors to the hospital. Service firm and procuring agency shall finalize list of
such amenity items at the time of commencement of service.
4.2.3. Rate list for food items and amenities shall be decided beforehand in
consultation with PMU and focal person in hospital. The service provider
must adhere to these rates strictly.
4.2.4. Service provider should maintain proper sanitation and cleanliness in food
preparation, service and Service areas and use fresh food and raw materials in
preparation of foods.
4.2.5. All procurement in terms of raw material, vegetables, grocery, dairy, bakery
products, cleaning agents etc to run the kitchen and cafeteria services, would
be arranged and paid for directly by service provider.
4.2.6. All transportation and vehicle costs required for service provider„s operations,
and all applicable taxes and insurance costs, shall be borne by the service
provider.
4.2.7. Service provider‟s supervisors shall maintain a daily awareness of its
employees and in specific areas paying particular attention to the signs and
symptoms of communicable diseases that can be transmitted by food products.
Part II: Conditions of Contract and Forms 78
If an employee is suffering from gastrointestinal illness, boils, infected
wounds etc, shall be temporarily removed of his duties till cured.
4.2.8. Annual medical checkup of all staff do be done by Service provider at its own
cost including the following tests, and submit a copy of these to the hospital‟s
focal person:
a) Chest X RAY b) CBC (Hb, TLC, DLC)
c) Routine Urine Test d) Routine Stool Test
e) Routine Blood Test
4.2.9. Cleanliness of cafeteria and kitchen area shall be the responsibility of the
service provider.
4.2.10. The service provider shall also wash all dishes, pots and pans that it uses to
prepare and serve the food.
4.2.11. Remove all trash and garbage to waste receptacles inside the premises of the
hospital.
4.2.12. The Service provider shall provide Staffs as per the category and quantity, if
specified, in the Appendix-B. However, the deployment of staff may vary on
dynamic basis based on varying requirement of the client with its prior
approval. Service provider must share rates of hiring additional staff for each
category.
4.2.13. The Service provider shall maintain the upkeep of all the equipment for the
set-up of services.
4.2.14. The monthly schedule of meals to be prepared shall be decided with the
hospital‟s focal person in advance.
4.2.15. The Service provider shall provide list of all its‟ personnel scheduled to
work in the premises of the hospital.
4.2.16. Service provider shall ensure that the raw material being used in the
preparation of food for patients and the Cafeteria meet the quality specifications and guidelines.
4.2.17. The service provider shall provide all the equipment and appliances in the kitchen for carrying out the food services. Crockery, cutlery and glassware
shall also be provided by the service provider.
4.2.18. Repair and maintenance of all kitchen equipment and cafeteria fittings will
be the service provider‟s responsibility.
4.2.19. In case of loss to any hospital installation/property due to activities of the
service firm, the cost of the same shall be recovered from the service firm.
Section C: Scope of Service 79
4.2.20. Service provider shall be responsible for all its staff uniforms – a minimum of 2 sets of uniforms to all its employees is to be provided with a pair of
shoes.
4.2.21. Service provider shall ensure regular training of its staff on hygiene, patient
interaction and other trainings as may be deemed necessary by the procuring agency.
4.2.22. The service provider has to use its own equipment to provide the catering service. The hospital will not be responsible for providing equipment to the
bidding firm.
4.2.23. The Hospital will provide space to the service provider within the Hospital's premises for its operations and to provide the Services.
4.2.24. Ensuring the general safety and fire safety of the space and accommodation provided by the Hospital shall be the responsibility of the service firm.
4.3. Utilities and billing
4.3.1. The service provider shall ensure provision of utilities (gas, electricity, water) for proper functioning of cafeteria, and make his own arrangements
in case the same are not available in the facility.
4.3.2. The service provider shall have a sub meter installed with the main
electricity connection of hospital, and shall be responsible for the electricity bill.
4.3.3. The service provider shall have a sub meter installed with the main water
supply, and shall be responsible for the water bill.
4.3.4. The service provider shall have a sub meter installed with the main gas supply, and shall be responsible for the gas bill.
4.3.5. Maintaining backup options such as LPG cylinders, power generators, UPS or stored water shall be the responsibility of the service provider.
5. Monitoring and Quality Assurance
5.1.1. During construction phase, “Construction Supervision” will be carried out by the Procuring Agency (Director Infrastructure) who will certify construction activity at four stages:
5.1.1.1. At Footings (before back-filling)
5.1.1.2. Columns up to roof-level
5.1.1.3. Pouring of slabs
5.1.1.4. Finishing
Part II: Conditions of Contract and Forms 80
5.1.2. The hospital‟s focal person shall conduct daily rounds of kitchen and cafeteria area in order to monitor cleanliness and hygiene. The service
provider shall not obstruct daily rounds of hospital focal person
5.1.3. In case the contractor is not meeting the required standards fines shall be
imposed as follows:
Violation Fine (Amount in PKR)
Selling items in excess of agreed rate 1000
Litter or spillage in sitting area 500
Litter or spillage in cooking area 500
Improper storage of items 1000
Missing equipment 1000 per week
Unclean uniforms/improper trimming of hair or nails 200 per employee
Unclean dishes or utensils 1000
Unavailability of supervisor 1000
5.1.4. Hospital may send any food sample for testing in medical laboratory in order to ascertain quality.
5.1.5. Procuring agency and service provider shall mutually agree upon mechanism, to regularly test food taste, at the time of commencement of
services. Both parties shall ensure that neither of the parties has to bear substantial expenditure to setup this taste monitoring mechanism