FINANCIAL YEAR - __________

GUIDELINES FOR BIDDING DOCUMENTS

[OUTSOURCING OF JANITORIAL SERVICES] (Ver-2)

[Insert Name of the

Hospital/Institution]
BID REFERENCE NO.
_______________
Table of Contents

SECTION-I: INVITATION TO BIDS .................................................................................................................... 4

SECTION-II: INSTRUCTIONS TO BIDDERS (ITB) ............................................................................................ 5
2.1. INTRODUCTION .................................................................................................................................................. 5
2.1.1 Scope of Bid .......................................................................................................................................... 5
2.1.2 Source of Funds .................................................................................................................................... 5
2.1.3 Eligible Bidders ..................................................................................................................................... 5
2.1.4. Cost of Bidding ................................................................................................................................. 7
2.1.5. One person one bid .......................................................................................................................... 7
2.1.6. Work Plan/ Deployment Plan .......................................................................................................... 7
2.2. THE BIDDING DOCUMENTS ......................................................................................................................... 7
2.2.1. Content of Bidding Documents ....................................................................................................... 7
2.2.2. Clarification of Bid Documents .......................................................................................................... 8
2.2.3. Amendment of Bidding Documents ................................................................................................... 9
2.3. PREPARATION OF BIDS ............................................................................................................................. 10
2.3.1. Language of Bid .............................................................................................................................. 10
2.3.2. Bid Form .......................................................................................................................................... 10
2.3.3. Bid Prices ........................................................................................................................................ 10
2.3.4. Bid Currencies.................................................................................................................................... 11
2.3.5. Documents Establishing Bidder’s Eligibility and Qualification .................................................... 11
2.3.6. Bid Security ..................................................................................................................................... 12
2.3.7. Period of Validity of Bids ............................................................................................................... 13
2.3.8. Format and Signing of Bid ............................................................................................................. 13
2.3.9. Minimum Wage rates/all applicable taxes ................................................................................. 13
2.4. SUBMISSION OF BIDS ............................................................................................................................... 13
2.4.1 Sealing and Marking of Bids ......................................................................................................... 13
2.4.2 Deadline for Submission of Bids ................................................................................................... 14
2.4.3. Late Bids ............................................................................................................................................. 14
2.4.4. Modification and Withdrawal of Bids .............................................................................................. 15
2.5. OPENING AND EVALUATION OF BIDS ....................................................................................................... 15
2.5.1. Opening of Bids by the Procuring Agency .................................................................................... 15
2.5.2. Confidentiality.................................................................................................................................... 16
2.5.3. Clarification of Bids........................................................................................................................... 16
2.5.4. Preliminary Examination................................................................................................................... 17
2.5.5. Examination of Terms and Conditions; Technical Evaluation ...................................................... 18
2.5.6. Correction of Errors ........................................................................................................................... 18
2.5.7. Conversion to Single Currency ......................................................................................................... 19
2.5.8. Post-qualification & Evaluation of Bids .......................................................................................... 19
2.5.9. Contacting the Procuring Agency .................................................................................................... 20
2.5.10. Grievance Redressal ....................................................................................................................... 20
2.6. AWARD OF CONTRACT............................................................................................................................... 21
2.6.1. Notification of Award ........................................................................................................................ 21
2.6.2. Performance Guarantee.................................................................................................................... 21
2.6.3. Signing of Contract / Issuance of work Order ................................................................................ 22
2.6.4. Award Criteria .................................................................................................................................... 22
2.6.5. Procuring Agency’s Right to Vary Quantities at Time of Award ................................................... 22
2.6.6. Procuring Agency’s Right to Accept or Reject All Bids ................................................................. 23
2.6.7. Re-Bidding .......................................................................................................................................... 23
2.6.8. Corrupt or Fraudulent Practices ...................................................................................................... 23
SECTION-III. SCOPE OF SERVICES .............................................................................................................. 25
3.1 SCOPE OF SERVICES ........................................................................................................................................ 25

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 1 OF 78
 3.1.1 Background ......................................................................................................................................... 25
3.1.2 Contextual Information ...................................................................................................................... 25
[Insert details here] ...................................................................................................................................... 25
3.1.3 Scope of Services ............................................................................................................................... 25
3.1.4 Operational Responsibilities ......................................................................................................... 25
3.1.5 Janitorial Staff Requirements ....................................................................................................... 34
3.1.6 Qualification of Janitorial Personnel ............................................................................................ 35
SECTION-IV: BID DATA SHEET ..................................................................................................................... 43
4.1. BID DATA SHEET (BDS) .............................................................................................................................. 43
Technical Evaluation Criteria ...................................................................................................................... 44
i. (Knockdown Criteria) .......................................................................................................................... 44
SECTION-V: GENERAL CONDITIONS OF CONTRACT ....................................................................................47
1. DEFINITIONS ...................................................................................................................................................... 47
2. APPLICATION ..................................................................................................................................................... 47
3. COUNTRY OF ORIGIN ........................................................................................................................................... 47
4. STANDARDS ....................................................................................................................................................... 48
5. USE OF CONTRACT DOCUMENTS AND INFORMATION; INSPECTION AND AUDIT BY THE PROCURING AGENCY. ................ 48
6. PERFORMANCE GUARANTEE ............................................................................................................................... 48
7. INCIDENTAL MATERIAL ................................................................................................................................... 49
8. PAYMENT ..................................................................................................................................................... 49
9. PRICES ........................................................................................................................................................ 49
10. CHANGE ORDERS ..................................................................................................................................... 49
11. CONTRACT AMENDMENTS ......................................................................................................................... 50
12. ASSIGNMENT ................................................................................................................................................... 50
14. DELAYS IN THE SERVICE PROVIDER’S PERFORMANCE ................................................................................. 50
15. LIQUIDATED DAMAGES.............................................................................................................................. 50
16.TERMINATION FOR DEFAULT .............................................................................................................................. 50
17. FORCE MAJEURE ..................................................................................................................................... 52
18. TERMINATION FOR INSOLVENCY ......................................................................................................................... 53
19. TERMINATION FOR CONVENIENCE ...................................................................................................................... 53
20. RESOLUTION OF DISPUTES ........................................................................................................................ 53
21. GOVERNING LANGUAGE............................................................................................................................. 54
22. APPLICABLE LAW ..................................................................................................................................... 54
23. NOTICES .................................................................................................................................................. 54
24. TAXES AND DUTIES ................................................................................................................................... 54
SECTION-VI. SPECIAL CONDITIONS OF CONTRACT ................................................................................... 55
1. Definitions (GCC Clause 1) ................................................................................................................. 55
GCC 1.1 (g)—The Procuring Agency is: [Insert Name Of Hospital] ........................................................... 55
GCC 1.1 (h)—The Procuring Agency’s country is: Pakistan ...................................................................... 55
GCC 1.1 (i)—The Service Provider is: ____________ .................................................................................. 55
2. Performance Guarantee (GCC Clause 6) .......................................................................................... 55
3. Incidental Materials (GCC Clause 7)................................................................................................. 55
4. Payment (GCC Clause 8) .................................................................................................................... 55
5. Prices (GCC Clause 9) .............................................................................................................................. 56
6. Liquidated Damages (GCC Clause 15) ................................................................................................... 56
7. Resolution of Disputes (GCC Clause 20) ............................................................................................... 56
8. Governing Language (GCC Clause 21) ................................................................................................... 56
9. Applicable Law (GCC Clause 22) ............................................................................................................ 56
10. Notices (GCC Clause 23) ....................................................................................................................... 56
11. Duration of Contract (GCC Clause 26)................................................................................................. 56
SECTION-VII. SCHEDULE OF REQUIREMENTS/ DEPLOYMENT PLAN ........................................................ 57
SECTION-VIII: FORMS .................................................................................................................................. 60

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 2 OF 78
8.1 BID FORM ....................................................................................................................................................... 60
8.2. GENERAL INFORMATION FORM......................................................................................................................... 62
8.3. AFFIDAVIT ...................................................................................................................................................... 63
8.4. PERFORMANCE GUARANTEE FORM .................................................................................................................. 64
8.5. TECHNICAL BID FORM ..................................................................................................................................... 65
8.6. CONTRACT FORM ............................................................................................................................................ 66
8.7. FINANCIAL BID FORM/PRICE SCHEDULE .......................................................................................................... 67
8.8. BID SECURITY FORM ....................................................................................................................................... 71
ANNEXURE – A ............................................................................................................................................72
FINES & PENALTIES .................................................................................................................................... 72
ANNEXURE – B ............................................................................................................................................75
SALARY VERIFICATION CERTIFICATE BY HOSPITAL ADMINISTRATION .................................................... 75
ANNEXURE – C ............................................................................................................................................76
MONTHLY ATTENDANCE PRO-FORMA AND PENALTY CALCULATION SHEET ERROR! BOOKMARK NOT DEFINED.
ANNEXURE – D ............................................................................................... Error! Bookmark not defined.
EQUIPMENT PENALTY CALCULATION SHEET............................................... Error! Bookmark not defined.
SECTION IX- CHECK LIST ............................................................................................................................. 77

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 3 OF 78
 SECTION-I: INVITATION TO BIDS

Subject: PROVISION OF JANITORIAL SERVICES IN [Insert Name of

Hospital /Institution]
1. The [Insert Name of Hospital] invites sealed bids from the bidders for provision of
Janitorial Services for [Insert Name of Hospital] for round the clock (365 days /24
Hours a Day including Sundays & Holidays), as per details mentioned in the Schedule of
Requirement. The contract will be signed for a period of one year (extendable for
further one year on same terms & conditions).
2. The bidding document can be acquired by contacting the designated officer of [Insert
Name of Hospital] or may be downloaded from the website of Procuring Agency. A
complete set of Bidding Document containing detailed terms & conditions and scope of
services is readily available and can be downloaded from the websites
(www.ppra.punjab.gov.pk) & (https://health.punjab.gov.pk/).
3. The bidders are required to submit bid security of 1% of estimated cost in the form of
CDR / Demand Draft / Pay Order / Bank Guarantee with 100% encashment warranty,
duly confirmed by the concerned Bank within three days of the claim, with minimum
validity period of 180 days, issued by any scheduled Bank of Pakistan, in the name of
[Insert Name of Hospital]. No conditional bank guarantee shall be accepted. A copy of
the bid security shall be attached with the Technical Bid and the original bid security
shall be attached with Financial Bid along with the confirmatory correspondence with
the concerned bank.
4. The bidding process is being conducted under Single Stage – Two Envelopes bidding
procedure as envisaged under Rule 38(2)(a) of Punjab Procurement, Rules, 2014 (as
amended). All the prospective bidders shall be evaluated technically as per the
Knockdown criteria given in this bidding document and only the bidders who comply
this knockdown criteria will be declared as technically responsive bidders.
5. Sealed Bids are required to be submitted by [Insert Date and time] in the office of
[Insert Name of Hospital & venue]. The bids received till the stipulated date and time
shall be opened on the same day after 30 minutes of the bid submission time, in
presence of the bidder(s) or their representatives who choose to be present. The bids
received after the closing time and date shall not be entertained.
6. In case of any official or local holiday, falling on the last date for submission of the bids,
the next working day will automatically be the last date for submission and opening of
the bids.
7. The prospective bidders requiring any further information or clarification regarding the
bidding documents may contact the Procuring Agency’s designated officer in writing or
by visiting the office of [Insert Name and address of Hospital],.

Medical Superintendent / Head of Institution

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 4 OF 78
 [INSERT NAME, ADDRESS AND CONTRACT DETAILS OF HOSPITAL]
Section-II: Instructions to Bidders (ITB)
2.1. Introduction
2.1.1 Scope of Bid The Procuring Agency (PA), as indicated in the Bid Data Sheet
(BDS) invites Bids from Bidders for Provision of Janitorial Services
in [Insert Name Of Hospital] as specified in Section-IV, Bid Data
Sheet (BDS) and Section VII- Schedule of Requirements. The
successful Bidders will be expected to provide the services for the
specified period and timeline(s) as stated in the BDS.

2.1.2 Source of Government of the Punjab.

Funds

2.1.3 Eligible i) The Invitation to Bids is open to all Service Providers i.e.
Bidders association of persons/companies/sole proprietor,
registered with relevant Registration Authorities and Tax
Departments/Authorities (Income Tax, Sales Tax & Punjab
Sales Tax etc.), except as provided hereinafter.

ii) Bidders should not be associated, or have been associated

in the past, directly or indirectly, with a firm or any of its
affiliates which have been engaged by the Procuring
Agency to provide consultancy services for the preparation
of the design, specifications, and other documents to be
used for the procurement of the services to be purchased
under this Invitation to Bids.

iii) Government-owned enterprises may participate only if they

are duly/legally authorized in this regard by the
respective/relevant competent forum/authority.

iv) Bidders shall not be under a declaration of blacklisting by

the Procuring Agency.

v) The invitation for Bids is open to all prospective

bidder/service providers subject to any provisions or
licensing/regulatory requirements issued by the respective
national/ provincial professional statutory body
established for that particular trade or business.

vi) A Bidder shall not have a conflict of interest. All Bidders

found to have a conflict of interest shall be disqualified. A
Bidder may be considered to have a conflict of interest
with one or more parties in this Bidding process, if they:

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 5 OF 78
 a) are associated or have been associated in the past,
directly or indirectly with a firm or any of its affiliates
which have been engaged by the Procuring Agency to
provide consulting services for the preparation of the
design, specifications and other documents to be
used for the procurement of the services to be
purchased under this Invitation for Bids.
b) have controlling shareholders in common; or
c) receive or have received any direct or indirect subsidy
from any of them; or
d) have the same legal representative for purposes of
this Bid; or
e) have a relationship with each other, directly or
through common third parties, that puts them in a
position to have access to information about or
influence on the Bid of another Bidder, or influence
the decisions of the Procuring Agency regarding this
Bidding process; or
f) submit more than one Bid in this Bidding process.

vii) A Bidder may be ineligible if –

(a) the Bidder is declared bankrupt or, in the case of

company or firm, insolvent;
(b) payments in favor of the Bidder is suspended in
accordance with the judgment of a court of law other
than a judgment declaring bankruptcy and resulting,
in accordance with the national laws, in the total or
partial loss of the right to administer and dispose of
its property;
(c) legal proceedings are instituted against such Bidder
involving an order suspending payments and which
may result, in accordance with the national laws, in a
declaration of bankruptcy or in any other situation
entailing the total or partial loss of the right to
administer and dispose of the property;
(d) the Bidder is convicted, by a final judgment, of any
offence involving professional conduct;
(e) The Bidder is debarred and blacklisted due to
involvement in corrupt and fraudulent practices in
accordance with the provision of section 17A of PPRA

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 6 OF 78
 Act, 2009 and Rule-21, read with Schedule appended
with, Punjab Procurement Rules, 2014.
(f) The Bidder is debarred and blacklisted in general (i.e.
to the extent of all public procurement) due to
consistent performance failure in accordance with
the section 17A of PPRA Act, 2009 and Rule-21, read
with Schedule appended with, Punjab Procurement
Rules, 2014.
(g) The firm/Service Provider is blacklisted/ debarred by
any international organization.

viii. Bidders shall provide to the Procuring Agency evidence of

their eligibility, proof of compliance with the necessary
legal requirements to carry out the contract effectively.

ix) Bidders shall provide such evidence of their continued

eligibility satisfactory to the Procuring Agency, as the
Procuring Agency shall reasonably request.

x) Bidders shall submit proposals relating to the nature,

conditions and modalities of sub-contracting wherever the
sub-contracting of any elements of the contract amounting
to more than ten percent of the Bid price is envisaged.

2.1.4. Cost of The Bidder shall bear all costs associated with the preparation
Bidding and submission of its Bid, and the Procuring Agency named in the
Bid Data Sheet, hereinafter referred to as “the Procuring Agency,”
will in no case be responsible or liable for those costs, regardless
of the conduct or outcome of the Bidding process.

2.1.5. One person As per Rule 36A of Punjab Procurement Rules 2014, a Bidder
one bid shall submit only one Bid in the same bidding process

2.1.6. Work Plan/ The Bidder shall be responsible for the provision of bids as per
Deployment Plan work plan/ deployment plan formulated by the procuring agency
and procuring agency may also, from time to time amend the
same as per its requirement.

2.2. THE BIDDING DOCUMENTS

2.2.1. Content of i) The services required, Bidding procedures, and contract
Bidding terms are prescribed in the Bidding documents. The
Documents Bidding documents, inter alia, include:

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 7 OF 78
 (a) Invitation to Bids
(b) Instructions to Bidders (ITB)
(c) Scope of Services
(d) Bid Data Sheet
(e) General Conditions of Contract (GCC)
(f) Special Conditions of Contract (SCC)
(g) Schedule of Requirements
(h) Bid Form
(i) General Information Form
(j) Affidavit
(k) Bid Security Form
(l) Technical Bid Form
(m) Contract Form
(n) Financial Bid Form / Price Schedule
(o) Performance Guarantee Form
(p) Check List
ii) The Bidder is required to examine all instructions, forms,
terms and conditions, and scope of services in the Bidding
documents. Failure to furnish all information as 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.
iii) In case of discrepancies between the Invitation to Bid and
the Bidding Documents listed in ITB 2.2.1 (i) above, the
said Bidding Documents, not in conflict with any provision
of PPR-14, will take precedence.
iv) The Procuring Agency is not responsible for the
completeness of the Bidding Documents and their
addenda, if they were not obtained directly from the
Procuring Agency or from its website or website of PPRA.
Re-confirming from the Procuring Agency that all pages/
contents have been properly and clearly received is the
prime responsibility of the Bidder.

2.2.2. Clarification i) A prospective Bidder requiring any clarification of the

of Bid Documents Bidding documents may notify the Procuring Agency in
writing or by email at the Procuring Agency’s address
indicated in Invitation to Bid. The Procuring Agency will
respond in writing to any request for clarification of the

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 8 OF 78
 Bidding documents which it receives no later than seven
(7) days prior to the deadline for the submission of Bids
prescribed in the Bid Data Sheet. Written copies of the
Procuring Agency’s response (including an explanation of
the query but without identifying the source) will be sent to
all prospective Bidders that have received the Bidding
documents.
ii) A prospective Bidder requiring any clarification of the
Bidding Documents may notify the Procuring Agency in
writing or in electronic form that provides record of the
content of communication at the Procuring Agency's
address indicated in the BDS.
iii) The Procuring Agency will within three (3) working days
after receiving the request for clarification, respond in
writing or in electronic form to any request for clarification
provided that such request is received not later than seven
(7) days prior to the deadline for the submission of Bids, as
prescribed in ITB 2.2.2 (i), above.
iv) Copies of the Procuring Agency's response will be
forwarded to all identified Prospective Bidders through an
expeditious identified source of communication, e.g.: e-
mail etc., including a description of the inquiry, but without
identifying its source
v) Should the Procuring Agency deem it necessary to amend
the Bidding Documents as a result of a clarification, it shall
do so following the procedure under ITB 2.2.3.
vi) If indicated in the BDS, the Bidder’s designated
representative is invited at the Bidder’s cost to attend a
pre-Bid meeting at the place, date and time mentioned in
the BDS. During this pre-Bid meeting, prospective Bidders
may request clarification of the schedule of requirement,
the Evaluation Criteria or any other aspects of the Bidding
Documents.

2.2.3. Amendment i) At any time prior to the deadline for submission of Bids,
of Bidding but not later than three (3) days before the closing time of
Documents the submission of Bid, the Procuring Agency, for any
reason, whether at its own initiative or in response to a

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 9 OF 78
 clarification requested by a prospective Bidder, may
modify the Bidding documents by amendment. Any such
change/amendment in the Bidding documents shall be
provided in a timely manner, preferably through electronic
means also, not later than three (3) days, and on equal
opportunity basis as per Rule-25(3) of PPR-14.
ii) All prospective Bidders that have received the Bidding
documents will be notified of the amendment in writing or
by email, and will be binding on them.
iii) Before the deadline for submission of Bids, the Procuring
Agency for any reason, whether at its own initiative or in
response to a clarification requested by a prospective
Bidder or pre-Bid meeting may modify the Bidding
Documents by issuing addenda.
iv) Any addendum issued including the notice of any
extension of the deadline shall be part of the Bidding
Documents and shall be communicated in writing or in any
identified electronic form, e.g. email that secures record of
the content of subject communication.
v) In order to allow prospective Bidders reasonable time in
which to take an addendum into account in preparing their
Bids, the Procuring Agency, at its discretion, may extend
the deadline for the submission of Bids, as per rule 29 of
PPR-14, in the similar manner , so as to avoid any
inconvenience and to doubly ensure level playing field for
all prospective bidders.

2.3. PREPARATION OF BIDS

2.3.1. Language The Bid prepared by the Bidder, as well as all correspondence and
of Bid documents relating to the Bid exchanged by the Bidder and the
Procuring Agency shall be written in the language specified in the
Bid Data Sheet. Supporting documents and printed literature
furnished by the Bidder may be in same language.
The Bidder shall complete the Bid Form and the
2.3.2. Bid Form
appropriate Price Schedule (Financial Bid) furnished in the
Bidding documents.
2.3.3. Bid Prices
(i) The Bidder shall indicate on form 8.7 the unit prices
(where applicable) and total Bid price of Janitorial staff,

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 10 OF 78
 the services of which it proposes to provide under the
contract.

(ii) Prices indicated on the Price Schedule shall be as per

prescribed format
(iii) The Bidder’s separation of price components in
accordance with ITB Clause 2.3.4(i) below will be solely for
the purpose of facilitating the comparison of Bids by the
Procuring Agency and will not in any way limit the
Procuring Agency’s right to contract on any of the terms
offered.

(iv) Prices quoted by the Bidder shall be fixed during the

Bidder’s performance of the contract and not subject to
variation on any account, unless otherwise specified in the
Bid Data Sheet. A Bid submitted with an adjustable price
quotation will be treated as non-responsive and may be
rejected.
2.3.4. Bid
i) Prices shall be quoted in PKR unless otherwise specified in
Currencies
the Bid Data Sheet.

ii) The Bidders must adhere to the minimum wage rate

(notified by Labour & Human Resource Department) and
all applicable taxes (imposed by FBR/PRA/any other
government organization) while preparing financial bid.
2.3.5. Documents
i) Pursuant to ITB Clause 2.1.3, the Bidder shall furnish, as
Establishing
part of its Bid, documents establishing the Bidder’s
Bidder’s Eligibility
eligibility to Bid and its qualifications to perform the
and Qualification
contract if its Bid is accepted.

ii) The documentary evidence of the Bidder’s eligibility to Bid

shall establish to the Procuring Agency’s satisfaction that
the Bidder, at the time of submission of its Bid, is eligible
as defined under ITB Clause 2.1.3.
iii) The documentary evidence, of the Bidder’s qualifications
to perform the contract if its Bid is accepted, shall
establish to the Procuring Agency’s satisfaction:

(a) that the Bidder has the financial, technical capability

necessary to perform the contract;
(b) that the Bidder meets the qualification criteria listed in

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 11 OF 78
 the Bid Data Sheet.
2.3.6. Bid Security
i) The Bidder shall furnish, as part of its Bid, a Bid security in
the amount specified in the Bid Data Sheet.
ii) The Bid security is required to protect the Procuring
Agency against the risk of Bidder’s conduct, which would
warrant the security’s forfeiture Pursuant to ITB Clause
2.3.6. (vii).
iii) The Bid security shall be in Pakistan Rupees and shall be
in one of the following forms:
(a) Bank Guarantee, Bank call-deposit (CDR), Demand
Draft (DD), Pay Order (PO) valid for thirty (30) days
beyond the bid validity period prescribed in BDS.
iv) Any Bid not secured in accordance with ITB Clauses 2.3.7
(i) and (iii) may be rejected by the Procuring Agency as
non-responsive.
v) Unsuccessful Bidders’ Bid security will be discharged or
returned as promptly as possible, upon written request,
after the expiration of the period of Bid validity prescribed
by the Procuring Agency pursuant to ITB Clause 2.3.7 (iii)
(a) or along with unopened financial proposal as per rule
38(2)(a)(vii) of PPR-14, which shall take precedence, and
is as under:

“38(2)(a)(vii) the financial proposal of the Bids found

technically non-responsive shall be retained unopened and
shall be returned on the expiry of the grievance period or
the decision of the complaint, if any, filed by the non-
responsive Bidder, whichever is later:
provided that the Procuring Agency may return the sealed
financial proposal earlier if the disqualified or non-
responsive Bidder, contractor or consultant submits an
affidavit, through an authorized representative, to the
effect that he is satisfied with the proceedings of the
Procuring Agency”
vi) The successful Bidder’s Bid security will be discharged
upon the Bidder signing the contract, pursuant to ITB
Clause 2.6.1, and furnishing the Performance Guarantee,
pursuant to ITB Clause 2.6.2.
vii) The Bid security may be forfeited:

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 12 OF 78
 a. if a Bidder withdraws its Bid during the period of Bid
validity specified by the Bidder on the Bid Form; or
b. in the case of a successful Bidder, if the Bidder:
i. fails to sign the contract in accordance with ITB
Clause 2.6.3; or
ii. fails to furnish Performance Guarantee in
accordance with ITB Clause 2.6.2; or
iii. is blacklisted under relevant provisions of PPRA
Act, 2009 and PPR-14.
2.3.7. Period of
i) Bids shall remain valid for the period specified in the Bid
Validity of Bids
Data Sheet after the date of Bid opening prescribed by the
Procuring Agency. A Bid valid for a shorter period may be
rejected by the Procuring Agency as non-responsive.
ii) In exceptional circumstances, the Procuring Agency may
solicit the Bidder’s consent to an extension of the period of
validity (as per rule-28 of PPR-14). The request and the
responses thereto shall be made in writing (or by email).
The Bid security provided under ITB Clause 2.3.7 shall also
be suitably extended. A Bidder may refuse the request
without forfeiting its Bid security. A Bidder accepting the
request will not be required nor permitted to modify its
Bid.
2.3.8. Format and
i) The Bidder shall submit typed Bid in original and shall be
Signing of Bid
signed by the Bidder to bind the Bidder to the contract. All
pages of the Bid, shall be initialed and stamped by the
person signing the Bid.
ii) Any interlineation, erasures, or overwriting shall not be
valid and such Bid shall be rejected.
2.3.9. Minimum
The Bidders must adhere to the minimum wage rate (notified by
Wage rates/all
Labour & Human Resource Department), all applicable taxes
applicable taxes
(imposed by FBR/PRA/GST/any other government organization)
and contributions (PESSI, EOBI) while preparing financial bid.

2.4. SUBMISSION OF BIDS

2.4.1 Sealing and i) The mode of procurement is Single Stage---Two Envelopes.

Marking of Bids The Bid shall be submitted in sealed envelope, comprising
two envelopes submitted simultaneously, one called the
Technical Proposal and the other Financial Proposal. Both

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 13 OF 78
 envelopes to be enclosed together in an outer single
envelope called the Bid.
ii) Bids shall:
a. be addressed to the Procuring Agency at the address
given in the Bid Data Sheet; and
b. bear the title of procurement Activity indicated in the
Bid Data Sheet, the Invitation to Bids (ITB) title and
number indicated in the Bid Data Sheet, and a
statement: “DO NOT OPEN BEFORE [Insert Bid Opening
Date Here]”
iii) 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 “late”.
iv) If all the envelopes are not sealed and marked as required
by ITB Clause 2.4.1, the Procuring Agency will assume no
responsibility for the Bid’s misplacement or premature
opening.
Note: The envelopes shall be sealed and marked in
accordance with the bidding procedure adopted as referred
in Rule-38 of PPR-2014, which shall have precedence.
2.4.2 Deadline
i) Bids must be received by the Procuring Agency at the
for Submission of
address specified under BDS no later than the time and
Bids
date specified in the Bid Data Sheet.
ii) The Procuring Agency may, at its discretion and as per rule
29 of PPR-14, extend this deadline for the submission of
Bids by amending the Bidding documents in accordance
with ITB Clause 2.2.2 & 2.2.3 in which case all rights and
obligations of the Procuring Agency and Bidders previously
subject to the deadline will thereafter be subject to the
deadline as extended.
iii) Bids shall be received by the Procuring Agency at the
address specified under BDS no later than the date and
time specified in the BDS.
2.4.3. Late Bids i) Any Bid received by the Procuring Agency after the
deadline for submission of Bids prescribed by the Procuring
Agency pursuant to ITB Clause 2.4.2 will be rejected and
returned unopened to the Bidder.
ii) The Procuring Agency shall not consider for evaluation any

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 14 OF 78
 Bid that arrives after the deadline for submission of Bids.
iii) Any Bid received by the Procuring Agency after the
deadline for submission of Bids shall be declared late,
recorded, rejected and returned unopened to the Bidder.
2.4.4. Modification i) Not allowed after deadline prescribed for submission of
and Withdrawal of Bids
Bids
ii) No Bid may be withdrawn in the interval between the
deadline for submission of Bids and the expiration of the
period of Bid validity specified by the Bidder on the Bid
Form. Withdrawal of a Bid during this interval may result in
the Bidder’s forfeiture of its Bid security (along with other
remedies available under PPR-14)

2.5. OPENING AND EVALUATION OF BIDS

2.5.1. Opening of i) The Procuring Agency will open the Technical Proposals in
Bids by the public at the address, date and time specified in the BDS
Procuring Agency in the presence of Bidders` designated representatives
who choose to attend and other parties with a legitimate
interest in the Bid proceedings. The Financial Proposals
will remain unopened and will be held in custody of the
Procuring Agency until the time of their opening, as
specified in BDS. The Bidders’ representatives present
shall sign a register/Attendance sheet as proof of their
attendance.
ii) The envelopes holding the Technical Proposals shall be
opened one at a time, and the following read out and
recorded: (a) the name of the Bidder; (b) Any other details
as the Procuring Agency may consider appropriate.
iii) Bids not opened and not read out at the Bid opening shall
not be considered further for evaluation, irrespective of the
circumstances. In particular, any discount offered by a
Bidder which is not read out at Bid opening shall not be
considered further.
iv) Bidders are advised to send in a representative with the
knowledge of the content of the Bid who shall verify the
information read out from the submitted documents.
Failure to send a representative or to point out any un-read
information by the sent Bidder’s representative shall

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 15 OF 78
 indemnify the Procuring Agency against any claim or
failure to read out the correct information contained in the
Bidder’s Bid.
v) No Bid will be rejected at the time of Bid opening except
for late Bids which will be returned unopened to the
Bidder, pursuant to 2.4.3 (i).
vi) The Procuring Agency shall prepare minutes of the Bid
opening. The record of the Bid opening shall include, as a
minimum: the name of the Bidder and the Bidders’
representatives who are present shall be requested to sign
on the attendance sheet. The omission of a Bidder’s
signature on the record shall not invalidate the contents
and affect the record. A copy of the record shall be
distributed to all the Bidders upon request.
vii) A copy of the minutes of the Bid opening shall be
furnished to individual Bidders upon request.
2.5.2. i) Information relating to the examination, clarification,
Confidentiality evaluation and comparison of Bids and recommendation
of contract award shall not be disclosed to Bidders or any
other persons not officially concerned with such process
until the time of the announcement of the respective
evaluation report in accordance with the requirements of
rule 37 of PPR-14.
ii) Any effort by a Bidder to influence the Procuring Agency
processing of Bids or award decisions may result in the
rejection of its Bid.
iii) Notwithstanding ITB Clause 2.2.2 from the time of Bid
opening to the time of contract award, if any Bidder wishes
to contact the Procuring Agency on any matter related to
the Bidding process, it should do so in writing or in
electronic forms that provides record of the content of
communication.
2.5.3. Clarification i) As per rule 33(2) of PPR-14, to assist in the examination,
of Bids evaluation and comparison of Bids and post-qualification
of the Bidders, the Procuring Agency may, at its discretion,
ask any Bidder for a clarification of its Bid including
breakdown of prices. Any clarification submitted by a
Bidder that is not in response to a request by the Procuring

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 16 OF 78
 Agency shall not be considered.
ii) The request for clarification and the response shall be in
writing or in electronic forms that provide record of the
content of communication. No change in the prices or
substance of the Bid shall be sought, offered, or permitted.
iii) The alteration or modification in The Bid which in any way
affect the following parameters will be considered as a
change in the substance of a bid:
a) evaluation & qualification criteria;
b) required scope of janitorial services and related
materials.
c) all securities requirements;
d) tax requirements;
e) Terms and conditions of bidding documents.
f) change in the ranking of the Bidder
iv) From the time of Bid opening to the time of Contract
award if any Bidder wishes to contact the Procuring
Agency on any matter related to the Bid it should do so in
writing or in electronic forms that provide record of the
content of communication.
2.5.4. Preliminary i) The Procuring Agency will examine the Bids to determine
Examination whether they are complete, whether any computational
errors have been made, whether required sureties have
been furnished, whether the documents have been
properly signed, and whether the Bids are generally in
order.
ii) Arithmetical errors will be rectified on the following basis:-
a. If there is a discrepancy between the unit price and
the total price that is obtained by multiplying the
unit price and quantity, the unit price shall prevail,
and the total price shall be corrected. If the Service
Provider does not accept the correction of the
errors, its Bid may be rejected, and its Bid security
may be forfeited.
b. If there is a discrepancy between words and figures,
the amount in words will prevail.

iii) Prior to the detailed evaluation, the Procuring Agency will

determine the substantial responsiveness of each Bid to
the Bidding documents. For purposes of these Clauses, a

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 17 OF 78
 substantially responsive Bid is one which conforms to all
the terms and conditions of the Bidding documents
without material deviations. Deviations from, or
objections or reservations to critical provisions, such as
those concerning Bid Security (ITB Clause 2.3.7),
Applicable Law (GCC Clause 30) Taxes and Duties (GCC
Clause 32) & mandatory Registrations/ Renewals will be
deemed to be a material deviation.
iv) If a Bid is not substantially responsive, it will be rejected by
the Procuring Agency and may not subsequently be made
responsive by the Bidder by correction of the non-
conformity.
v) Prior to the detailed evaluation of Bids, the Procuring
Agency will determine whether each Bid:
a) meets the eligibility criteria defined in ITB 2.1.3;
b) has been prepared as per the format and contents
defined by the Procuring Agency in the Bidding
Documents;
c) has been properly signed;
d) is accompanied by the required securities; and
e) Is substantially responsive to the requirements of the
Bidding Documents.
The Procuring Agency's determination of a Bid's responsiveness
will be based on the contents of the Bid itself.
2.5.5. Examination i) The Procuring Agency shall examine the Bid to confirm
of Terms and that all terms and conditions specified in the GCC and the
Conditions; SCC have been accepted by the Bidder without any
Technical material deviation or reservation.
Evaluation ii) The Procuring Agency shall evaluate the technical aspects
of the Bid submitted to confirm that all requirements
specified in Section VII – Schedule of Requirements &
Evaluation Criteria as provided in BDS, have been met
without material deviation or reservation.
iii) If after the examination of the terms and conditions and
the technical evaluation, the Procuring Agency determines
that the Bid is not responsive in accordance, it shall reject
the Bid.
i) Bids determined to be substantially responsive will be
2.5.6. Correction
checked for any arithmetic errors. Errors will be corrected

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 18 OF 78
of Errors as follows: -
a) 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, unless in the opinion of the
Procuring Agency there is an obvious misplacement of
the decimal point in the unit price, in which the total
price as quoted shall govern and the unit price shall be
corrected;
b) if there is an error in a total corresponding to the
addition or subtraction of sub-totals, the sub-totals
shall prevail and the total shall be corrected; and
c) Where there is a discrepancy between the amounts in
figures and in words, the amount in words will govern.
d) Where there is discrepancy between grand total of
price schedule and amount mentioned on the Form of
Bid, the amount referred in Price Schedule shall be
treated as correct subject to elimination of other errors.
ii) The amount stated in the Bid will, be adjusted by the
Procuring Agency in accordance with the above procedure
for the correction of errors. The concurrence of the Bidder
shall be considered as binding upon the Bidder. If the
Bidder does not accept the corrected amount, its Bid will
then be rejected, and the Bid Security may be forfeited or
the Bid Securing Declaration may be executed in
accordance with ITB 2.3.7.
2.5.7. Conversion Not applicable
to Single Currency
2.5.8. Post- i) In the absence of prequalification, the Procuring Agency
qualification & will determine to its satisfaction whether the Bidder is
Evaluation of Bids qualified to perform the contract satisfactorily, in
accordance with the evaluation criteria listed in BDS &
pursuant to ITB Clause 2.1.3.
ii) The determination will take into account the Bidder’s
financial, technical, and production/ supplying capabilities.
It will be based upon an examination of the documentary
evidence of the Bidder’s qualifications submitted by the
Bidder, as well as such other information required for
eligibility/qualification expressed in Bid Data Sheet as the

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 19 OF 78
 Procuring Agency deems necessary and appropriate.
iii) The Procuring Agency will technically evaluate and
compare the substantially responsive Bids, as per the
Evaluation Criteria in the BDS.
iv) The financial evaluation of a Bid will be on the basis of form
of Price Schedules/ Financial Bid Form to be decided by
the Procuring Agency, inclusive of all prevailing taxes,
duties, fees along with observance of minimum wages,
contributions of PESSI, EOBI, etc.
2.5.9. Contacting i) Subject to ITB Clause 2.5.3, no Bidder shall contact the
the Procuring Procuring Agency on any matter relating to its Bid, from
Agency the time of the Bid opening to the time the evaluation
report is made public i.e. 10 days before the contract is
awarded. If the Bidder wishes to bring additional
information or has any grievance, they will do so in writing.
ii) Any effort by a Bidder to influence the Procuring Agency
during Bid evaluation, or Bid comparison may result in the
rejection of the Bidder’s Bid.
2.5.10. Grievance i) As per Rule-67 of PPR-14, Procuring Agency shall
Redressal constitute a Grievance Redressed Committee (GRC)
comprising of odd number of persons with proper powers
and authorization to address the complaints. The GRC
shall not have any of the members of the Procurement
Evaluation Committee. The Committee may preferably
have one subject specialist depending upon the nature of
the procurement in addition to one person with legal
background as per their availability to the Procuring
Agency.

ii) Any Bidder feeling aggrieved can file its written complaint
against the eligibility parameters or any other terms and
conditions prescribed in the Bidding documents found
contrary to provision of Rule 33, and the same shall be
addressed by the GRC well before the proposal submission
deadline.

iii) Any party can file its written complaint against the
eligibility parameters or any other terms and conditions
prescribed in the bidding documents found contrary to
provision of Rule 34 and the same shall be addressed by
the GRC well before the proposal submission deadline.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 20 OF 78
 iv) Any Bidder feeling aggrieved by any act of the Procuring
Agency after the submission of his Bid may lodge a written
complaint concerning his grievances not later than ten
days after the announcement of the Final evaluation
reports. In case of single stage - two envelope bidding
procedure any bidder feeling aggrieved from technical
evaluation may file a grievance within 05 days of
announcement of the technical evaluation report. After
completion of the technical evaluation process, the
procuring agency shall immediately upload the technical
evaluation report on the website of PPRA for obtaining/
receiving grievance petitions from the prospective bidders
(if any).

v) In case, the complaint is filed after the issuance of the

final evaluation report, the complainant cannot raise any
objection on technical evaluation of the report. Provided
that the complainant may raise the objection on any part
of the final evaluation report in case where single stage
one envelop bidding procedure is adopted.

vi) The GRC shall investigate and decide upon the complaint
within fifteen days of the receipt of the complaint. Mere
fact of lodging of a complaint shall not warrant suspension
of the procurement process.

2.6. AWARD OF CONTRACT

i) Prior to the expiration of the period of Bid validity, the
2.6.1. Notification
Procuring Agency will notify the successful Bidder in
of Award
writing by registered letter or by email to be confirmed in
writing by registered letter, that its Bid has been accepted.
ii) The notification of award will constitute the formation of
the Contract.
iii) Upon the successful Bidder’s furnishing of the
Performance Guarantee pursuant to ITB Clause 2.6.2 (i),
the Procuring Agency will promptly notify each
unsuccessful Bidder and will discharge its Bid security.
2.6.2. i) Within Ten (10) Days of the receipt of notification of award
Performance from the Procuring Agency, the successful Bidder shall
Guarantee furnish the Performance Guarantee in accordance with the
Conditions of Contract, in the Performance Guarantee
Form provided in the Bidding documents.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 21 OF 78
 ii) Failure of the successful Bidder to comply with the
requirement of ITB Clause (i) above or ITB Clause 2.6.3
shall constitute sufficient grounds for the annulment of the
award and forfeiture of the Bid security along with other
remedies available under PPR-14. After that, the Procuring
Agency may decide to award the contract to the next
lowest evaluated Bidder, keeping in view the Bid validity
time, or call for new Bids keeping in view the concept of
value for money as defined under rule-2(ae) read with
Principles of Procurement as enunciated in rule-4 of PPR-
14.
2.6.3. Signing of
i) At the same time as the Procuring Agency notifies the
Contract /
successful Bidder that its Bid has been accepted, the
Issuance of work
Procuring Agency will send the Bidder the Contract Form
Order
provided in the Bidding documents, incorporating all
agreements between the parties.
ii) Under rule-63 of PPR-14, within Three Days (03) days of
receipt of the Contract Form, the successful Bidder shall
sign and mention date of the contract and return it to the
Procuring Agency.
iii) Where no such formal signing is required by the procuring
agency, the procuring agency shall issue purchase order
after the receipt of required performance guarantee, as
per rule 55 of PPR-14.

2.6.4. Award Subject to ITB Clause 2.6.2, under rule-55 of PPR-14, the
Criteria Procuring Agency will award the contract to the successful Bidder
whose Bid has been determined to be substantially responsive
and has been determined to be the lowest evaluated Bid,
provided that the Bidder has been determined to be qualified to
perform the contract satisfactorily. The Lowest shall be
determined on the basis of Lowest Management Charges/
month.

2.6.5. Procuring The Procuring Agency reserves the right at the time of contract
Agency’s Right to award to increase or decrease the quantum of Janitorial services
Vary Quantities at originally specified in the Schedule of Requirements without any
Time of Award change in unit price or other terms and conditions, on the analogy
of rule-59 (iv) of PPR-14 (not more than 15%).

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 22 OF 78
2.6.6. Procuring i) As per rule 35 of PPR-14, the Procuring Agency reserves
Agency’s Right to the right to accept or reject all Bids or proposals (and to
Accept or Reject annul the Bidding process) at any time prior to the
All Bids acceptance of any Bid or proposal, without thereby
incurring any liability towards the Bidders.
ii) The Bidders shall be promptly informed about the rejection
of the Bids, if any
iii) The Procuring Agency shall upon request communicate to
any Bidder, the grounds for its rejection of all Bids or
proposals, but shall not be required to justify those
grounds.
2.6.7. Re-Bidding
i) If the Procuring Agency rejects all the Bids under rule 35, it
may proceed with the process of fresh Bidding but before
doing that it shall assess the reasons for rejection and
may, if necessary, revise specifications, evaluation criteria
or any other condition for Bidders.
2.6.8. Corrupt or
i) The Procuring Agency requires that Bidders observe the
Fraudulent
Practices highest standard of ethics during the procurement and
execution of contracts.
“Corrupt practices” in respect of procurement process,
shall be as given in S-2 (d) of PPRA, Act, 2009, which is as
follows:
“(d) “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, collusive practices among bidders (prior to or
after bid submission) designed to establish bid prices at
artificial, noncompetitive levels 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; it may include any of the following:
i. coercive practice by impairing or harming, or threatening
to impair or harm, directly or indirectly, any party or the
property of the party to influence the actions of a party to

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 23 OF 78
 achieve a wrongful gain or to cause a wrongful loss to
another party;
ii. collusive practice by arrangement between two or more
parties to the procurement process or Contract execution,
designed to achieve with or without the knowledge of the
procuring agency to establish prices at artificial,
noncompetitive levels for any wrongful gain;
iii. offering, giving, receiving or soliciting, directly or indirectly,
of anything of value to influence the acts of another party
for wrongful gain;
iv. any act or omission, including a misrepresentation, that
knowingly or recklessly misleads, or attempts to mislead,
a party to obtain a financial or other benefit or to avoid an
obligation;
v. obstructive practice by harming or threatening to harm,
directly or indirectly, persons or their property to influence
their participation in a procurement process, or affect the
execution of a Contract or deliberately destroying,
falsifying, altering or concealing of evidence material to
the investigation or making false statements before
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 inspection and audit process.”
ii) Blacklisting & Debarment:
Blacklisted Firms and those found involved in “Corrupt Practices”
are not allowed to participate in bidding.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 24 OF 78
 Section-III. SCOPE OF SERVICES
3.1 Scope of Services
3.1.1 Background
[Brief introduction of Hospital]
3.1.2 Contextual Information
[Insert details here]
3.1.3 Scope of Services
[Insert Name of Hospital] requires firms to provide Janitorial Services round the clock
(365 days a year, 24 hours a day including Sundays & Holidays) in the [Insert Name Of
Hospital]. The firm will be required to provide supplies as mentioned in the Schedule of
Requirement.
3.1.4 Operational Responsibilities

3.1.4.1 The service provider shall provide Janitorial Services in 03 shifts (8 hours per
shift i.e. Morning, Evening and Night ) round the clock (365 days a year / 24
hours a day including Sundays & Holidays) , for the contract period as per the
requirements set out in the service specifications, detailed later in this
section. It is to be noted that Janitorial services should not be compromised /
interrupted under any case / circumstances.

3.1.4.2 The janitorial staff is responsible to clean and disinfect the biomedical and
non-biomedical equipment including ICU and ward beds after use under the
supervision of hospital staff as per international standards.

3.1.4.3 The service provider must abide by prevailing labour laws including but not
limited to payment of Minimum wages, Social Security and EOBI to its
employees concerning janitorial services. The Procuring Agency reserves the
right to seek proof if the same is being paid to the personnel, the failure of
which can lead to the Termination of the Contract and/or forfeiture of
Performance Guarantee as per PPRA Rules.

3.1.4.4 The service provider shall provide two uniforms and one pair of shoes every
six months, identification cards (ID), Personnel Protective Equipment (PPE)
etc. to its entire janitorial staff deployed at the hospitals free of cost and
ensure its proper usage by the janitorial staff. Each uniform will comprise of
trousers, shirt, pair of socks, pair of shoes, disposable face masks,
disposable gloves etc. Supervisors shall ensure that disposable items and

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 25 OF 78
 the uniform are made available to the janitorial staff as per weather
requirements (vest, Covid-19 care essentials like gloves & masks and
standard labor shoes), identification cards; personal protective equipment
etc. to its entire staff deployed at the hospital and ensure proper
maintenance of it. Further, the staff would be in clean uniform at all the
times.

3.1.4.5 Dress code of Janitorial Staff must be as per below mentioned descriptions:

Sr.# Specification Description

Good Quality Janitorial Suit (Trouser Shirt) as per approved
1. Type
sample
2. Color Yellow
Logo / Tag “Janitorial Staff” as Tag Line must be mentioned on the
3.
Line Back of the Shirt
Identification shall include display of valid company ID,
4. Identification containing name and picture of the person, at all times
while in the hospital as part of their uniform requirements

3.1.4.6 Security Clearance of the staff from the concerned Law Enforcement
Agencies (LEAs) provided to procuring agency / hospital will be the
responsibility of Service Provider.

3.1.4.7 The firm / company have to deploy Staff (HR) at site as per Schedule of
Requirement.

3.1.4.8 The contact details of every deployed staff member to be provided by the
firm / company in first month of the contract execution to procuring agency /
hospital.

3.1.4.9 The janitorial staff shall be allowed the leaves as per relevant labour laws.
However, service provider shall ensure 100% availability of janitorial staff for
duty round the clock.

3.1.4.10 The service provider will ensure provision of the janitor as mentioned in
Schedule of Requirement. The Hospital administration will order the supplies
of next month (as per BOQ / UOM mentioned in the Schedule of
Requirement) by 15th of each month and the same shall be provided by the

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 26 OF 78
 service provider maximum by 25th of same month. However, before
commencement of services the Service Provider shall top-up the one month
inventory of Janitorial Consumables as per BOQ / UOM mentioned in the
Schedule of Requirements.

3.1.4.11 The Inventory of Janitorial Consumables for at least one month shall always
be maintained by Service Provider in the hospital premises and Hospital
administration will issue the purchase order accordingly. The Hospital will
facilitate the service provider for safe storage of supplies.

3.1.4.12 Service Provider shall submit a sample of each Janitorial Consumables /

Supplies for approval by the hospital. All the supplies shall be as per
approved samples. The inspection committee will inspect the supplies and
may reject if found substandard.

3.1.4.13 The payments for supplies shall be made only for those quantities ordered by
the Hospital and supplied by the Service Provider, which will be as per the
approved quality of the sample / specifications. These supplies will be
considered property of the hospital after expiration of contract. The hospital
administration shall issue the items to the person designated by the Service
Provider for use in the hospital. Service provider must ensure 24/7
availability of these supplies at each station and non-availability of these
supplies may result in punitive action against the Service Provider.

3.1.4.14 The daily inventory will be provided to the nominated supervisor of firm for
use after appropriate defacing of the item and entry in distribution / stock
register. The same shall be signed by Hospital Administration and Supervisor
of firm.

3.1.4.15 The service provider shall also provide wet floor signage written in URDU as
per requirement of hospital.

3.1.4.16 The service provider shall also provide following equipment / items as per
following schedule;

PROPOSED
Sr # Items Specifications QUANTITIES

01 Walk behind Electric Motor based washer with Vacuum To be

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 27 OF 78
 Floor cleaning and cleaning having Motor Capacity 1300W indicated by
Machine or better, Brush Size width 450mm - or the Hospital
more, cleaning tank capacity 30 L or more,
Battery Operated (2 or 3 hours) or Main
Power operated
Ride on sweeping machine with Vacuum
and cleaning, Scrub width 450 mm or more,
Ride on Floor To be
Brush Speed 150 rpm (approximate), Water
02 Cleaning indicated by
50 L or more, water flow rate upto 3L /
machine the Hospital
minute (adjustable), Battery Operated (2 or
3 hours)
Floor Scrubbing machine
Floor Scrubbing Capacity 1300W or better, Brush Size width To be
03 Machine indicated by
450mm - or more, Plastic Cleaning Tank,
(Single Disc) the Hospital
Electric Cable 30 meter or more
Floor Polishing machine
Floor Polishing Capacity 1300W or better, Brush Size width To be
04 Machine indicated by
450mm - or more, Plastic Cleaning Tank,
(Single Disc) the Hospital
Electric Cable 30 meter or more
For transporting a mop bucket, brushes,
cloths and more To be
05 Janitor Trolley Mobile indicated by
Dimensions: ~500 x 970 x 1140 mm (+- the Hospital
05% Variation is permissible)
Pressure Washer
Pressure Flow Rate 500 L / H or more , Hose 20 ft or To be
06 Washer more , Pressure 150 Bar or more indicated by
the Hospital

Window Glass Cleaning Kit To be

Window Glass
07 indicated by
Cleaning Kit With height adjustable as per requirement
the Hospital
Any other equipment/item which the hospital administration To be
08 indicated by
deems necessary
the Hospital
The above mentioned equipment / items shall be provided as per
requirement of the hospital by the service provider. Service Provider shall
ensure functionality of above mentioned items during the execution of the
contract. After the completion of the contract the above mentioned items
will remain the property of service provider. Service Provider will submit the
details of above items for its acceptance by the procuring agency.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 28 OF 78
3.1.4.17 The Service Provider shall be fully responsible for safekeeping all the
bathroom fittings and fixtures throughout the contract period. The current
state of each bathroom will be recorded at the time of handing over and
signed off by both parties to be maintained at that level at all times.

3.1.4.18 The service provider shall be bound to provide trainings as deemed

necessary by the hospital administration, to its janitorial staff for cleanliness
of hospital.

3.1.4.19 The service provider shall monitor and provide information about public
events or other activities in the geographic area that may impact Hospital
Operations.

3.1.4.20 The service provider shall be liable to pay compensation for any loss and
damage caused to the property of the Procuring Agency/Hospital or its staff
by the Service Provider or its workers.

3.1.4.21 The Service Provider shall be entirely responsible for the conduct of its staff
and in case of any strikes by its personnel or any complaint against any staff,
Service Provider will be under obligation to take necessary action including
but not limited to replace any staff (under the clause of persona non grata)
when instructed in writing by the Focal Officer appointed by the Procuring
Agency. The Service Provider shall observe all the laws and will be
responsible for any prosecution or liability rising from breach of labour laws.
The Procuring Agency shall not be responsible for any such action with
regard to staff on the rolls of the Service Provider whatsoever.

3.1.4.22 The service provider will perform cleaning duties in both the covered and
uncovered areas including lawns, open spaces, walkways, roads, and roofs
situated inside the boundary walls of the hospital. At least two dedicated
Janitorial Personnel must be deputed to look after the horticultural aspects
of the hospital. However, cleaning of residential areas of the hospitals is not
in scope of services of service provider.

3.1.4.23 Any other duties/responsibilities assigned by the Hospital Administration

may be incorporated in the agreement. The same shall also be binding on
the Service Provider.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 29 OF 78
3.1.4.24 The Service Provider shall install its own Bio-Metric Machine(s) (as per
requirement of the hospital) (Installed & Maintained by Service Provider)
under the supervision of hospital administration having the dual Biometric
Measurements: Face & Fingerprint. Provision of Internet and integration with
the central dashboard of the hospital /any other will be provided by
Procuring Agency / Hospital. The Hospital Administration on daily basis will
verify the record of the same. The specification of bio-metric machine is
tabulated below;

Sr. # Specification Description

1. Face Capacity Minimum 300
2. Identify mode Face, Fingerprint and password
3. Maximum Attendance Log 100,000
4. Display Language English
5. Battery Built in Battery Backup
6. U-disk Supported
7. Communication TCP/IP, 4G (Operational)
8. Attendance Software Centre cloud based attendance software
*The procuring agency reserves the right to require the sample of biometric
attendance machine.
3.1.4.25 All janitorial staff will be enrolled on the bio-metric devices installed at the
hospital. Service provider shall ensure that its janitorial staff uses these
devices for attendance marking. Their attendance will be monitored duly by
the hospital administration through the biometric devices. Bio-Metric
Attendance Sheet shall be a mandatory part of monthly Invoice from the
second month of commencement of services.

3.1.4.26 However, in case of non-availability / non-functionality of Bio-Metric Machine,

the service provider is bound to ensure availability / functionality within 03
Days. Subject to clause 3.1.4.23 procuring agency shall only consider
manual attendance sheet for maximum of 05 Days for a given month.

3.1.4.27 In special circumstances and for reasons to be recorded in writing by

Hospital Administration requirement of biometric attendance for a hospital
for a specific month / time period can be dispense with.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 30 OF 78
3.1.4.28 Service provider shall be bound to pay its staff before 10 th day of each
month as per minimum wage notified by the Government and salaries shall
not be linked to any other payment which Service Provider is entitled to
receive from the Procuring Agency.

3.1.4.29 Salary Disbursement Report will be considered as a Mandatory part for

invoice processing.

3.1.4.30 The service provider shall have sufficient amount/bank balance to pay the
salaries of its staff for a period of three months at least.

3.1.4.31 Service Provider shall pay its personnel not less than the minimum wages as
notified by Government of Punjab and any other Labor Laws of Pakistan
including other benefits mandated by the law.

3.1.4.32 Service Provider shall disburse salaries through E-Channel i.e. Bank Account
/ Easy Paisa / Jazz Cash etc. and attach E-channel Receipt with the same
month Invoice. However, E-channel receipt is exempted for first month of the
contract only.

3.1.4.33 Service Provider is liable to pay contributions of EOBI and PESSI of Janitorial
Personnel employed against the instant contract. The cost incurred by the
service provider on account of EOBI and PESSI will only be reimbursed by the
procuring agency on submission of the deposit slips pertaining to the
deployed staff in this hospital.

3.1.4.34 The service provider shall provide the names, address, CNIC, age, Security
Clearance Certificate and Medical Certificate of the Janitorial Personnel to
procuring agency / respective hospital. File of Janitorial Personnel will be
maintained by Service Provider at the Hospital. The service provider shall
provide the names, address, age and a fresh medical certificate of the
workers to be deployed at the Hospital well in advance.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 31 OF 78
3.1.4.35 The Procuring Agency reserves the right to direct the service provider for
replacement of Janitorial Staff and the service provider shall be bound to do
the same. Non-compliance may result in punitive action against the Service
Provider.

3.1.4.36 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 without making Procuring Agency a party to
it.

3.1.4.37 In case of any disputes among the Janitorial Staff, the service provider
shall resolve the same at the earliest to ensure that there is no
interruption in the provision of janitorial services to the hospitals.

3.1.4.38 The janitorial staff and their affairs relating to their employment will be the
sole responsibility of the service provider and in this regard no extraneous
influence will be brought to bear upon the hospital management or the
Procuring Agency.

3.1.4.39 The service provider will ensure that all janitorial staff deputed at the
hospital is adequately immunized against all types of communicable
diseases (Hepatitis B&C, HIV etc.) and preventively monitored through
health check-ups. The Service Provider will submit screening reports to the
Procuring Agency / Hospital in this regard. Further, the service provider shall
submit the medical fitness certificates of all the janitorial staff on quarterly
basis, issued from any Public sector tertiary care hospital in Punjab. The
hospital administration will help for their immunization.

3.1.4.40 Supervisors shall also be employed by the service provider for 24 hours in
the hospital.

3.1.4.41 The Service Provider shall ensure that female janitorial staff hired for female
and children wards/departments or other place required by the hospital. The

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 32 OF 78
 ratio of male and female janitorial staff will be determined by the hospital as
per their requirement.

3.1.4.42 During the term of this Agreement, Hospital Administration shall process the
monthly Invoice after Salary disbursement Verification (E-Channel) to each
janitorial staff.

3.1.4.43 All janitorial staff will be allowed leave(s) as per the relevant labor laws.
However, the service provider shall ensure that 100% janitorial staff is
available for duty all the time.

3.1.4.44 The Service Provider is required to arrange for the relievers to ensure the
services for 365 days/24 hours. The cost of these relievers shall be included
in the Management Cost while preparing the Financial Bid.

3.1.4.45 Any leave by any worker violating the SOPs notified by the Procuring agency
shall also constitute as breach of the contractual provision.

3.1.4.46 Daily duty hours of every worker shall be 8 hours for (03 shifts) morning,
evening and night shift respectively, provided that if any worker is arriving
late, up to fifteen minutes and leaving early up to fifteen minutes, shall not
be considered as deductible and early and late working, up to fifteen
minutes, shall not be considered as chargeable / deductible.

3.1.4.47 Verification of the particulars, reference check and criminal record check, of
the workers, shall be the responsibility of the Service Provider.

3.1.4.48 Service Provider in the performance of its services shall secure, maintain at
its own expense all registration, licenses or permits required by law, and
shall comply with all pertinent rules and regulations of the hospital.

3.1.4.49 Service Provider will be responsible to provide quality human resource with
demonstrable experience in each hospital as per Qualification & Experience
of human resource in first month.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 33 OF 78
  The Human Resource (HR) may increase or decrease as per the
requirement of the hospital.

3.1.4.50 In case, a Janitorial Staff is not performing his duties well, he/she shall be
served a warning letter by Hospital administration and if, after one week,
he/she is still not able to perform his/her duty, service provider will replace
the said staff. However, hospital administration reserves the right to ask
Service Provider to replace any janitorial personnel without any reason.

3.1.4.51 Service Provider shall immediately upon receipt of request replace any
service personnel who may be considered undesirable and incompetent by
the procuring agency / hospital administration.

3.1.4.52 After joining, the janitorial staff will be on probation of seven (7) days, who
upon the recommendation of the hospital may continue his/ her services for
a period as per contract agreement.

3.1.5 Janitorial Staff Requirements

3.1.5.1 Service Provider will supply all the staff necessary to complete the duties as
mentioned in the Documents. Service Provider will supply all the staff /
Janitorial Personnel’s necessary to complete the duties as mentioned in this
document.
3.1.5.2 The Janitorial Personnel on duty shall not leave the premises during duty
hours.
3.1.5.3 An authorized representative of the Service Provider shall ensure his/her
presence at short notice when required by the administration.
3.1.5.4 Service Provider will provide additional staffing, as requested by the Hospital,
for special events. These special events can require the Service Provider to
provide staffing outside of our normal working hours.
3.1.5.5 The Service Provider shall be responsible for all acts done by the personnel
engaged by it. The Service Provider shall at all-time use all reasonable efforts
to maintain discipline and good order amongst its personnel and ensure that

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 34 OF 78
 all its personnel are aware of the code of conduct governing the services
including the Janitorial Services.
3.1.5.6 The Service Provider shall ensure that it does not engage or continue to
engage any personnel with criminal record/ conviction/ drug addiction or
otherwise, undesirable persons and shall bar such person from participating
directly or indirectly in the provision of Janitorial Services.
3.1.5.7 Minimum desired standards documents of personnel shall be required as
below:

a) Physical Fitness Certificate (Clear of Morbidity) from any Government

Teaching Hospital
b) Psychological Fitness Certificate from any Government Teaching Hospital

3.1.5.8 All Janitorial Staff assigned must be alert, punctual, physically fit, in good
health, without physical/mental abnormalities/defects which could interfere
with the performance of his/her duties including good vision without color
blindness. They should possess good physique, necessary skills, knowledge,
expertise and experience to satisfy the requirements of janitorial work
involved. They should not be suffering from any contagious/major diseases.
3.1.5.9 The Service Provider’s staff appearance will be influential in creating a good
image of Hospital. Their appearance shall set a good example. The Service
Provider shall ensure that janitorial personnel at all times present a neat and
clean appearance, paying particular attention to their personal hygiene,
bearing and uniform.
3.1.5.10 If the assigned Janitorial Personnel does not report on duty on time, the
Service Provider is required to send replacement personnel immediately,
without jeopardizing the cleanliness of hospital.
3.1.5.11 The Service Provider shall nominate a focal person (Supervisor), to engage
regularly with the Hospital administration. The Service Provider shall ensure
round the clock availability of such focal person. Hospital administration will
engage this focal person to resolve day-to-day queries/issues/problems.

3.1.6 Cleaning Schedule

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 35 OF 78
3.1.6.1 All functional areas in the hospital have been assigned one of three risk
areas based on below mentioned criteria:
 The risk of infection to patients.
 Occupational health and safety risk to staff and visitors.
 Aesthetics e.g. reception areas, grounds.
3.1.6.2 The risk category shall determine cleaning frequencies as mentioned below
under the cleaning schedule:

Category Status Functional Areas included Scoring Criteria

Emergency – Surgical and Medical
Isolation Rooms 4=Good
Dialysis Unit 3=Satisfactory
1 High Risk Operation Theater 2=Unsatisfactory
Labor Rooms 1=Poor
Wards
Laboratories, including Pathology
Pharmacy – OPD & Emergency
Mortuary
Radiology
OPD (treatment rooms & clinical
Moderate consultation room)
2
Risk Patient washrooms
Corridors
Waiting Areas
Stairs / Ramps
Staff Changing Rooms
Administrative areas
Stores
3 Low Risk
Record storage and archives
External areas

Sr Moderate Risk
Element High Risk Areas Low Risk Areas
No. Area
Overall As required, to As required, to As required, to meet
1
appearance meet performance meet performance performance
As required, to As required, to As required, to meet
2 Odour Control
meet performance meet performance performance

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 36 OF 78
 Commodes, Clean contact Clean contact
weighing points each use, 1 points each use, 1 As required, to meet
3 scales, manual full clean 6 daily & full clean daily & performance
handling between patient between patient specification
equipment use use
1 full clean daily 1 full clean daily As required, to meet
Patient
4 and between and between performance
washbowls
patient use patient use specification
Bedside
1 full clean daily 1 full clean daily As required, to meet
oxygen and
5 and between and between performance
suction
patient use patient use specification
connectors
check clean as check clean as check clean as
6 Patient Fans required required required
1 full clean every
7 Drug trolley 1 full clean daily 1 full clean daily
shift
4 full cleans daily, 2 full cleans daily,
As required, to meet
dust control as dust control as
8 Entrance/Exit performance
required, 1 machine required, 1 machine
specification
clean weekly clean weekly
2 full cleans daily, 2 full cleans daily,
As required, to meet
Stairs (internal dust control as dust control as
9 performance
and external) required, 1 machine required, 1 machine
specification
clean weekly clean weekly
10 Electrical 1 check clean daily 1 check clean daily 1 check clean weekly
items, e.g. and 1 full clean and 1 full clean and 1 full clean
overhead lights monthly monthly monthly
11 Chairs 1 full clean and 1 1 full clean daily 1 full clean weekly
check clean daily
12 Beds/Trolleys Bedframe, including Bedframe, including As required, to meet
Mattresses all component parts all component parts performance
daily, daily, specification
mattresses weekly mattresses weekly
and on discharge, and on discharge,
total full clean total full clean
13 Lockers/Ward 1 full clean daily 1 check clean daily As required, to meet
robes/ Drawers and 1 full clean performance
weekly
14 Tables/ Bed 1 full clean daily 1 check clean daily As required, to meet
tables and 1 full clean performance
weekly
15 All dispensers/ 1 full clean daily 1 full clean daily 1 full clean daily and
holders and daily as and daily as daily as required

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 37 OF 78
 required required

16 Waste 1 full clean and 1 1 full clean daily 1 full clean weekly
receptacles / check clean every and 1 deep clean and deep clean
bin shift and 1 deep weekly. monthly.
clean weekly. Replace Monthly if Replace Monthly if
Replace (On need necessary necessary
basis)
17 Wash Basins Daily check system Daily check system Daily check system in
in operation to in operation to operation to include 3
include 3 full cleans include 3 full cleans full
and 2 check cleans. and 2 check cleans Clean and 2 check.
18 Toilets/ Daily check system Daily check system Daily check system in
Urinals in operation to in operation to operation to include 3
/ Bidet include 4 full cleans include 3 full cleans full cleans and check
and check cleans and check cleans cleans after each
after each after each patient/staff use
patient/staff use patient/staff use
19 Computer / Tel 1 full clean daily 1 full clean daily 1 full clean weekly
/ Office Equip.
20 Dirty Utility/ 1 full clean and 1 1 full clean daily 1 full clean daily
Sluice check clean daily
Room
21 Windows and 1 full clean every 1 full clean daily, 1 1 full clean
Windows Net shift, 1 check check clean, and 1
clean, and 1 equipment clean daily and 1
equipment clean weekly equipment clean
weekly weekly
Full Clean – is where all aspects of the element are fully cleaned on each occasion in
accordance with documented performance specification later in this section.
3.1.6.3 Each worker will be required to perform his / her duty in the assigned work
area with following adequate frequency of cleaning against each element’s
Service Standards and Requirements mentioned in performance
specifications
3.1.6.4 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.

3.1.7 Daily Monitoring

3.1.7.1 The service provider’s performance will be monitored on daily basis by the
assigned Focal Person. The designated officer of the Hospital will be
assigned as the focal person for this task. The Focal Person at any time will

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 38 OF 78
 visit and check the cleanliness of the indicator (s) of any/ all areas of the
Hospital as per weekly cleaning review sheet given in performance
specification later in this section. The Focal Person will identify and record
the non-conformances in Daily Activity Log and following time will be given
for corrective action.

Risk Category Time Frame for Corrective Action

High Risk Area Immediately after reporting of problem to the service provider
Moderate Risk Area 15 Minutes after reporting of problem to the service provider.
Low Risk Area 30 Minutes after reporting of problem to the service provider

3.1.7.2 The focal person will visit the site once again after the stipulated time and
in case the identified problem is not corrected; the fines will be imposed as
mentioned in the Fines & Penalties section.

3.1.8 Weekly Score

3.1.8.1 On any one of the seven days of a week, the Focal Person (AMS/ DMS/
Admin Officer) will score cleanliness as per the weekly cleaning review
sheet.
High Risk Area Random Monitoring /week
Isolation Room 6
Dialysis Unit 6
Medical Emergency 7
Surgical Emergency 7
Operation Theater 6
Labor Rooms 7
Similarly, the random monitoring frequency for Moderate Risk Areas and
Low Risk Areas, will be devised by the Hospital.
3.1.8.2 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:

High Risk Area Score obtained Percentage Score

Isolation Room (4+4+4+4+4+4)/24 = 24/24 100%
Dialysis Unit (3+3+3+3+3+3)/24 = 18/24 75%
Medical Emergency (4+4+4+4+4+4+4)/28 = 28/28 100%

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 39 OF 78
Surgical Emergency (3+3+3+3+3+3+3)/28 = 21/28 75%
Operation Theater (3+3+3+3+3+3)/24 = 18/24 75%
Labor Rooms (2+2+2+2+2+2+2)/28 = 14/28 50%
Similarly, the score will be calculated for Moderate Risk Areas and Low Risk Areas.
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.
Risk Category Weightage
High risk 50%
Moderate risk 30%
Low risk 20%
For example, using the already obtained 75% in High Risk Category (average of
75+100+75+75+75+50), 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%. This will be overall score for this week’s
performance.

3.1.8.3 In addition, the Focal Person will also cross-check each washroom’s toilets
and compare its fixtures against the handing over list of fixtures.

3.1.9 Monthly Score

3.1.9.1 Averaging all weekly performances of the month, a monthly score will be
calculated. Service providers will be expected to maintain an average
minimum score of 85% as well as 85% in each respective category at all
times. the fines will be imposed as mentioned in the Fines & Penalties
section.

3.1.10 Qualification and Experience of Janitorial Personnel

Sr. # Description Qualifications & experience

1 Supervisor
 Responsible for overall cleanliness / maintenance of the
Hospital premises, staff deployment and maintain attendance
on daily basis.
 Act as an interface between the service provider and the
Hosptial Administration.
 Maintaining duly signed daily audit sheets and complaint
registers to record requests and feedback from the contracting
authority from time to time and appropriate actions taken.
 Coordinate any kind of shifting/ relocations of the hospital staff

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 40 OF 78
 and the same shall also be reported to the contracting
authority.
 Responsible for the turnout / grooming of the entire staff.
 Determine and coordinate all the work schedules and to induce
a sense of responsibility, discipline and hygiene in all
employees.
 Ensuring presence of the staff at their respective stations and
the completion/ compliance of the various duties assigned to
them.
 Ensure that all staff deployed for waste collection duties
understand and practices regarding waste collection for
infection control including proper segregation and weight
recording at collection and submission at the infectious waste
room.
 Help the service provider in submitting the required forms.
 Maintain cleaning inventory, requisition new supplies when
needed.
 Should be medically and physically fit.
 Should ensure that all the janitorial staff is trained as per
demands of procuring agency / hospital.
Minimum experience: 03 years or more
Minimum Qualification: Intermediate / Capable of Doing
Documentary Work
Age: 25-50 Years
2 Janitor  Responsible to clean assigned building areas.
 Regularly check premises and perform necessary maintenance
tasks.
 Collaborate with other staff members.
 Disinfect commonly used items like desks, door handles, side
railings etc.
 Maintain outdoor grounds, cut grass and trim bushes etc.
 Remove debris
 Empty trash and recycling bins
 Vacuum, sweep and mop floors
 Washing and clean windows and mirrors
 Notify supervisors of unsafe conditions
 Operate floor scrubbers and other equipment
 Dust furniture and fixtures
 Knowledge of safety guidelines when working with chemical
cleaners
 Knowledge of various cleaning products and when to use them
 Follow health and safety regulations.
 Should be medically and physically fit.

Age: 18-45 Years

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 41 OF 78
 3 Sewer Man  Removes obstructions from external sewers with sewer rods
with the precautions to not to damage the existing sewer.
 Cleaning of sewer by Pumping out cellars or excavations that
have become flooded as the result of storms.
 May, under direction, operate pumps, motors and other
machinery and equipment of pumping station.
 Should be medically and physically fit.
Age: 18-45 Years

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 42 OF 78
 SECTION-IV: BID DATA SHEET
4.1. BID DATA SHEET (BDS)
The following specific data for the services to be procured shall complement,
supplement, or amend the provisions in the Instructions to Bidders (ITB) Section-II.
Whenever there is a conflict, the provisions herein shall prevail over those in ITB.

A. INTRODUCTION
BDS
ITB Amendments of, and Supplements to, Clauses in the
Clause
Number Instruction to Bidders
Number
1. 2.1.1 NAME OF PROCURING AGENCY:
[Insert Name of Hospital / Procuring Agency]

SUBJECT OF PROCUREMENT:
PROVISION OF JANITORIAL SERVICES IN [Insert Name Of
Hospital]

The Contract shall be valid for One Year from the date of
signing of the contract, which may be further extended for the
term as decided by mutual consent upto maximum of One
Year.
2. 2.1.2 Financial year __________

NAME OF FINANCING INSTITUTION:

[Insert Name of Hospital / Procuring Agency]

NAME AND IDENTIFICATION NUMBER OF THE CONTRACT:

PROVISION OF JANITORIAL SERVICES IN [Insert Name of
Hospital]

BID REFERENCE NO. ( ______ )

B. BIDDING DOCUMENTS
6. 2.2.2 The address for clarification of Bidding Documents is [Medical
Superintendent with Name of Hospital, address]
8. 2.3.8 The Bidder shall submit typed Bid in original and shall be
signed by the Bidder to bind the Bidder to the contract. All
pages of the Bid, shall be initialed and stamped by the person
signing the Bid.
BID PRICE, CURRENCY, LANGUAGE & COUNTRY OF
C.
ORIGIN

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 43 OF 78
 9 2.3.1 English
10 2.3.4 The price quoted shall be in PKR.
11. 2.3.4 & In case of change in Minimum Wage Rate through official
2.3.9 notification; the contract price based on minimum wage rates
shall be adjusted on prorate basis by the procuring agency.
In case of increase or decrease of taxation by the Government
at any stage during the execution of the contract; the same
shall also be adjusted accordingly by the procuring agency /
hospital.
D. PREPARATION AND SUBMISSION OF BIDS
13. 2.1.3 & Technical Evaluation Criteria
2.5.8 i. (Knockdown Criteria)
The bidder must comply with all the mandatory parameters.
In case of noncompliance of any mandatory parameter, the
bidder shall be declared as non-responsive.

a) The Bidder shall be a legally registered entity with the

formal intent to enter into an agreement.
b) The bidder must have at least three years’ experience
as a legally approved janitorial services provider.
c) The Bidder must be an active income tax payer.
d) The Bidder must have active National Tax Number
(NTN), Punjab Sales Tax (PST) Number and active
General Sales Tax (GST) Registration Number with
documentary proof.
e) The Bidder shall have a valid registration with EOBI and
PESSI /IESSI.
f) Bidder shall submit an affidavit to the effect that:
 Bidder is not blacklisted by the procuring agency.
 The documents/photocopies provided with Bid are
authentic. In case of any fake/bogus document
found at any stage, the Bidder shall be blacklisted
as per Law/ Rules.
 The provided information is correct.
g) The copy of the Bidding Document shall be duly signed,
stamped on each page, submitted by the bidder.
ii. (Marking Criteria)
It is mandatory for the Service providers to get at least 65 %
marks in the marking criteria to qualify for further
procurement process; the financial proposal opening. Copies

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 44 OF 78
 of all the required documents shall be attached;
Max
Sr.# Description
Marks
EXPERIENCE RECORD
Three projects of similar nature (Similar services
offered in hospitals / public access buildings
(public or private sector) with minimum
1 deployment of 50 or more janitorial staff/project. 30
10 marks for each project

(Purchase orders / supply orders / completion

certificates must be attached)

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

 For Average Annual Turnover for the last 03

years of less than Rs. 30 Million, but not less
2 than Rs. 15 Million, 10 marks will be given. 20

 For Average Annual Turnover for the last 03

years of less than Rs. 15 Million, but not less
than Rs. 10 Million, 05 marks will be given.
(Audit statement of last three financial years must
be attached)

PAST PERFORMANCE
Satisfactory past performance certificate from
3 head of the organization 10
One certificate= 02 marks

3. HUMAN RESOURCE MANAGEMENT

Project Manager (with 16 years
education) with experience in HR
05
management/ Project management of
at least 10 years or above
Supervisors with minimum experience
of 5 years each in similar capacity
10 30
(2.5 marks for each supervisor)

 Minimum of 150 Janitors with

the firm (15 Marks)
 10 Marks for 100 janitors 15
 For Janitors less than 100 but
not less than 50= 05 marks

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 45 OF 78
 Methodology / Management Plan
The Bidder shall provide the details about how to
plan and manage the services specific to the
4. 10
proposal The procuring agency will assess the plan
and will rate it as satisfactory, unsatisfactory or
good.
Total Marks 100
14 2.1.1 Bids shall be submitted to [Insert Name & Complete Address
Of Hospital]
15 2.4.2 The deadline for Bid submission is [Insert Date And Time
Here].
16. 2.5.1 [insert Date & Time Here i.e. At least 30 Minutes After Closing
Time Of Bid Submission], and [Insert Name and address of
Hospital]
17. 2.6.2 Amount of Performance Guarantee is 05% of the contract
amount.
18. 2.3.6 Estimate Contract Price is ________________

Amount of Bid Security is ________________

Amount of Bid security is 1% of the estimated price

19. 2.3.7 Bid validity period after opening of the Bid is: 180 Days
20. 2.3.8 Not Applicable
E. OPENING AND EVALUATION OF BIDS

21. 2.5.1 The Bid opening shall take place at:

[Insert Date & Time Here i.e. 30 Minutes More Than
Submission Time], and [Insert Name and address of Hospital]

22. 2.3.4 Not applicable

G. Award of Contract
24. 2.6.5 Percentage for quantity increase or decrease is: 15%
25. 2.6.2 The Performance Guarantee shall be: 05% of the Contract
Amount
26. 2.6.2 The Performance Security (or guarantee) shall be in the form
provided in the Bidding documents

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 46 OF 78
 Section-V: General Conditions of Contract
1. Definitions 1.1 In this Contract, the following terms shall be interpreted as
indicated:

(a) “The Contract” means the agreement entered into

between the Procuring Agency and the Service Provider,
as recorded in the Contract Form signed by the parties,
including all attachments and appendices thereto and
all documents incorporated by reference therein.
(b) “The Contract Price” means the price payable to the
Service Provider under the Contract for the full and
proper performance of its contractual obligations.
(c) “The Goods” means all of the equipment, machinery,
and/or other materials which the Service Provider is
required to perform janitorial services under the
Contract.
(d) “The Services” means those services {as provided in
Scope of Services by the Procuring Agency as per its
requirements} and other such obligations of the Service
Provider covered under the Contract
(e) “GCC” means the General Conditions of Contract
contained in this section.
(f) “SCC” means the Special Conditions of Contract.
(g) “The Procuring Agency” means the organization
purchasing the Services, as named in SCC
(h) “The Procuring Agency’s country” is the country named
in SCC.
(i) “The Service Provider” means the Bidder or firm
supplying the Services under this Contract.
(j) “The Project Site” where applicable, means the place or
places named in SCC.
(k) “Day” means calendar day.
2. Application 2.1. These General Conditions shall apply to the extent that they
are not superseded by provisions of other parts of the Contract.
3. Country of Origin 3.1. All Services supplied under the Contract shall have their
origin in Pakistan.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 47 OF 78
4. Standards 4.1. The services supplied under this Contract shall conform to
the standards mentioned in the Scope of Services.
5. Use of Contract 5.1. The Service Provider shall not, without the Procuring
Documents and Agency’s prior written consent, disclose the Contract, or any
Information; provision thereof, or information furnished by or on behalf of the
Inspection and Procuring Agency in connection therewith, to any person other
Audit by the than a person employed by the Service Provider in the
procuring agency. performance of the Contract. Disclosure to any such employed
person shall be made in confidence and shall extend only so far as
may be necessary for purposes of such performance.
5.2. The Service Provider shall not, without the Procuring
Agency’s prior written consent, make use of any document or
information enumerated in GCC except for purposes of executing
the Contract.
5.3. Any document, other than the Contract itself, enumerated in
GCC shall remain the property of the Procuring Agency and shall
be returned (all copies) to the Procuring Agency on completion of
the Service Provider’s performance under the Contract if so
required by the Procuring Agency.
5.4. The Service Provider shall permit the Procuring Agency to
inspect the Service Provider’s accounts and records relating to the
performance of the Service Provider and to have them audited by
auditors appointed by the Procuring Agency.
6. Performance 6.1. Within Seven (07) days of receipt of the notification of
Guarantee Contract award, the successful Bidder shall furnish to the
Procuring Agency the Performance Guarantee in the amount
specified in SCC/Bid Data Sheet & ITB.
6.2. The proceeds of the Performance Guarantee shall be payable
to the Procuring Agency as compensation for any loss resulting
from the Service Provider’s failure to complete its obligations
under the Contract.
6.3. As per Rule-56 of PPR-14, the performance guarantee shall
be denominated in the currency of the Contract acceptable to the
Procuring Agency and shall be in one of the following forms:
(a) a bank guarantee or an irrevocable letter of credit issued by
a reputable bank located in the Procuring Agency’s country,
in the form provided in the Bidding documents or another
form acceptable to the Procuring Agency;

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 48 OF 78
 6.4. The performance guarantee will be discharged by the
Procuring Agency and returned to the Service Provider not later
than thirty (30) days following the date of completion of the
Service Provider’s performance obligations under the Contract,
including any warranty obligations, unless specified otherwise in
SCC.

7. Incidental 7.1. The Service Provider may be required to provide any of the
material incidental material if any, specified in SCC.

8. Payment 8.1. The method and conditions of payment to be made to the

Service Provider under this Contract shall be specified in SCC.
8.2. The Service Provider’s request(s) for payment shall be made
to the Procuring Agency in writing, accompanied by an invoice
describing, as appropriate, Services performed, and by documents
submitted and upon fulfillment of other obligations stipulated in
the Contract.
8.3. As per rule-62 of PPR-14, payments shall be made promptly
by the Procuring Agency, but in no case later than thirty (30) days
after submission of an invoice or claim by the Service Provider,
provided the work is satisfactory.
8.4. The currency of payment is as specified in BDS/SCC
9. Prices 9.1. Prices charged by the Service Provider and Services
performed under the Contract shall not vary from the prices
quoted by the Service Provider in its Bid, with the exception of any
price adjustments authorized in SCC / BDS.
10. Change 10.1.The Procuring Agency may at any time, by a written order
Orders given to the Service Provider, make changes within the general
scope of the Contract, only if required for the successful
completion of the job.
10.2.If any such change causes an increase or decrease in the
cost of, or the time required for, the Service Provider’s
performance of any provisions under the Contract, an equitable
adjustment shall be made in the Contract Price, or both, and the
Contract shall accordingly be amended. Any claims by the Service
Provider for adjustment under this clause must be asserted within
thirty (30) days from the date of the Service Provider’s receipt of
the Procuring Agency’s change order. But, in no case, the overall

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 49 OF 78
 impact of the change should exceed 15% of the contract cost and
no provisions of PPR-14 should be violated.
11. Contract 11.1.Subject to GCC Clause 10, no variation in or modification of
Amendments the terms of the Contract shall be made except by written
amendment signed by the parties.
12. Assignment 12.1.The Service Provider shall not assign the whole or any part of
the contract to anybody else.

13. Subcontracts Subcontracting is not allowed

14. Delays in the 14.1.Performance of Services shall be made by the Service
Service Provider’s Provider in accordance with the Schedule of Requirements/Work
Performance Plan/ Deployment Plan as prescribed by the Procuring Agency in
Section VII.
14.2.If at any time during performance of the Contract, the
Service Provider encounter conditions impeding timely
performance of Services, the Service Provider shall promptly notify
the Procuring Agency in writing of the fact of the delay, its likely
duration and its cause(s). As soon as practicable after receipt of
the Service Provider’s notice, the Procuring Agency shall evaluate
the situation and may at its discretion extend the Service
Provider’s time for performance, with or without fines and
penalties.
14.3.Except as provided under GCC Clause 17, a delay by the
Service Provider in the performance of its contractual obligations
shall render the Service Provider liable to the imposition of fines
and penalties.
15. Liquidated 15.1.Subject to GCC Clause 17, if the Service Provider fails to start
Damages providing the Services as per requirement/ within the period(s)
specified in the Contract, the Procuring Agency shall, without
prejudice to its other remedies under the Contract, deduct from
the Contract Price, as liquidated damages, a sum equivalent to
the percentage specified in SCC of the unperformed Services for
each week or part thereof of delay until actual performance, up to
a maximum deduction of the 05% of the contract price. Once the
maximum is reached, the Procuring Agency may consider
termination of the Contract pursuant to GCC Clause 16 along with
other remedies available under PPR-14.
16.Termination for 16.1.The Procuring Agency, without prejudice to any other remedy

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 50 OF 78
Default for breach of Contract, by written notice of default sent to the
Service Provider, may terminate this Contract in whole or in part:
(a) if the Service Provider fails to deliver any or all of the
services within the period(s) specified in the Contract, or
within any extension thereof granted by the Procuring
Agency pursuant to GCC Clause 14;
(b) if the Service Provider fails to perform any other
obligation(s) under the Contract; or

(c) if the Service Provider, in the judgment of the Procuring

Agency has engaged in corrupt practices in competing for
or in executing the Contract. For the purpose of this clause,
corrupt practices will be defined as per Section-2 (d) of The
PPRA Act, 2009.

(d) “Corrupt practices” in respect of procurement process,

shall be as given in S-2 (d) of PPRA, Act, 2009:

“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, collusive practices among bidders (prior to or
after bid submission) designed to establish bid prices at
artificial, noncompetitive levels 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; it may include any of the following:
i. coercive practice by impairing or harming, or
threatening to impair or harm, directly or indirectly,
any party or the property of the party to influence
the actions of a party to achieve a wrongful gain or
to cause a wrongful loss to another party;

ii. collusive practice by arrangement between two or

more parties to the procurement process or
Contract execution, designed to achieve with or
without the knowledge of the procuring agency to
establish prices at artificial, noncompetitive levels

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 51 OF 78
 for any wrongful gain;

iii. offering, giving, receiving or soliciting, directly or

indirectly, of anything of value to influence the acts
of another party for wrongful gain;

iv. any act or omission, including a misrepresentation,

that knowingly or recklessly misleads, or attempts
to mislead, a party to obtain a financial or other
benefit or to avoid an obligation;

v. obstructive practice by harming or threatening to

harm, directly or indirectly, persons or their property
to influence their participation in a procurement
process, or affect the execution of a Contract or
deliberately destroying, falsifying, altering or
concealing of evidence material to the investigation
or making false statements before 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
inspection and audit process.

16.2.In the event, the Procuring Agency terminates the Contract in

whole or in part, the Procuring Agency may procure, upon such
terms and in such manner as it deems appropriate, Services
similar to those undelivered, and the Service Provider shall be
liable to the Procuring Agency for any excess costs for such similar
Services. However, the Service Provider shall continue
performance of the Contract to the extent not terminated.
17. Force 17.1.Notwithstanding the provisions of GCC Clauses 14, 15, and
Majeure 16, the Service Provider shall not be liable for forfeiture of its
Performance Guarantee, liquidated damages, or termination for
default if and to the extent that its delay in performance or other
failure to perform its obligations under the Contract is the result of
an event of Force Majeure.
17.2.For purposes of this clause, “Force Majeure” means an event

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 52 OF 78
 beyond the control of the Service Provider and not involving the
Service Provider’s fault or negligence and not foreseeable. Such
events may include, but are not restricted to, acts of the Procuring
Agency in its sovereign capacity, wars or revolutions, fires, floods,
epidemics, quarantine restrictions, and freight embargoes. Both,
the Procuring Agency and the Service Provider, may agree to
exclude certain widespread conditions e.g.: epidemics, pandemics,
quarantine restrictions etc. from the purview of “Force Majeure”.
17.3.If a Force Majeure situation arises, the Service Provider shall
promptly notify the Procuring Agency in writing of such condition
and the cause thereof. Unless otherwise directed by the Procuring
Agency in writing, the Service Provider shall continue to perform
its obligations under the Contract as far as is reasonably practical,
and shall seek all reasonable alternative means for performance
not prevented by the Force Majeure event. Any difference of
opinion concerning “Force Majeure” may be decided through
means given herein below.
18. Termination for 18.1.The Procuring Agency may at any time terminate the
Insolvency Contract by giving written notice to the Service Provider if the
Service Provider becomes bankrupt or otherwise insolvent. In this
event, termination will be without compensation to the Service
Provider, provided that such termination will not prejudice or
affect any right of action or remedy which has accrued or will
accrue thereafter to the Procuring Agency.
19. Termination for 19.1.The Procuring Agency, by written notice sent to the Service
Convenience Provider, may terminate the Contract, in whole or in part, at any
time for its convenience. The notice of termination shall specify
that termination is for the Procuring Agency’s convenience, the
extent to which performance of the Service Provider under the
Contract is terminated, and the date upon which such termination
becomes effective.
19.2.The Services that are complete (if applicable) within thirty
(30) days after the Service Provider’s receipt of notice of
termination shall be accepted by the Procuring Agency on the
Contract terms and prices.
20. Resolution 20.1.After signing the contract, the Procuring Agency and the
of Disputes Service Provider shall make every effort to resolve amicably by
direct informal negotiation any disagreement or dispute arising
between them under or in connection with the Contract.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 53 OF 78
 20.2.If, after thirty (30) days from the commencement of such
informal negotiations, the Procuring Agency and the Service
Provider have been unable to resolve amicably a Contract dispute,
either party may require that the dispute be referred for resolution
to the formal mechanisms specified in SCC. These mechanisms
may include, but are not restricted to, conciliation mediated by a
third party, adjudication in an agreed and/or arbitration as per
rule 68 of PPR-14 and in accordance with Arbitration Act-1940.
21. Governing 21.1.The Contract shall be written in the language specified in
Language SCC. Subject to GCC Clause 30, the version of the Contract written
in the specified language shall govern its interpretation. All
correspondence and other documents pertaining to the Contract
which are exchanged by the parties shall be written in the same
language.
22. Applicable 22.1.The Contract shall be interpreted in accordance with the laws
Law of Punjab (Pakistan) unless otherwise specified in SCC.

23. Notices 23.1.Any notice given by one party to the other pursuant to this
Contract shall be sent to the other party in writing or by any
information technology mean for the time being in use and
acceptable in ordinary course of business to the other party’s
address specified in SCC.
23.2.A notice shall be effective when delivered or on the notice’s
effective date, whichever is later.
24. Taxes and 24.1.Service Provider shall be entirely responsible for all taxes,
Duties duties, license fees, etc., incurred until provision of the contracted
Services to the Procuring Agency.

25. Change in 25.1. If during the continuation of the service contract, minimum
minimum wage wage rate is revised by the competent authorized forum, then the
rate ongoing contract shall be revised as per percentage increased in
minimum wages declared for such category.

26. Extension Extension in the contact agreement shall be the discretion of the
in Contract period procuring agency and the service provider has no right to claim
further extension as a matter of right in the contract. The
Extension of Contract shall be as specified in SCC.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 54 OF 78
 Section-VI. Special Conditions of Contract
1. Definitions (GCC Clause 1)
GCC 1.1 (g)—The Procuring Agency is: [Insert Name Of Hospital]
GCC 1.1 (h)—The Procuring Agency’s country is: Pakistan
GCC 1.1 (i)—The Service Provider is: ____________
2. Performance Guarantee (GCC Clause 6)
GCC 7.1—As per rule 56 of PPR-14, the amount of Performance Guarantee, as a
percentage of the Contract Price, shall be: 05% of the Contract Amount.
3. Incidental Materials (GCC Clause 7)
GCC 7.1—Incidental materials to be provided as in Scope of Services
4. Payment (GCC Clause 8)
GCC 8.1—The method and conditions of payment to be made to the Service Provider
under this Contract shall be as follows:
Payment for Services provided:
i. Payment will be made in Pak. Rupees.

ii. The Invoice of the Service Provider shall be submitted as follows;

Invoice Checklist (to be attached with invoice)

Sr. Description Annexure Attached
1. A.
Request of the Service Provider on Covering Letter
2. B.
Original Invoice/Bill(s)
3. C.
Separate Corrected Invoice, if required.

4. Penalties Calculation Sheet signed by Hospital and must be D.

shared with the Service Provider for their record.

5. Salary Verification and E-channel Receipt signed & stamped E.

by Service Provider

6. F.
Bio Metric Attendance as mentioned in Scope of Services

7. Details of Supplies & its Inspection / acceptance by the G.

hospital
8. H.
Any other document if required for processing of payments.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 55 OF 78
 Note:
a) The Service Provider must submit the Invoice in proper File Cover so that the
documents to be attached by Hospital Administration don’t get spoiled and
disintegrated.
b) Biometric Attendance singed by hospital.
c) The page numbering of the whole Invoice must be done adequately and documents
must be attached in the same sequence / order as mentioned in the table.

5. Prices (GCC Clause 9)

GCC 9.1—Prices shall be fixed and shall not be adjusted. However, in case of change
in minimum wage rate and taxes through official notification; the contract price
based on minimum wage rates and taxes shall be adjusted on prorate basis, as
decided by the Procuring Agency.
6. Liquidated Damages (GCC Clause 15)
As per GCC 15.1
In addition to that, details of Fines and Penalties are attached as per Annex-A
7. Resolution of Disputes (GCC Clause 20)
GCC 20.2—The dispute resolution mechanism to be applied pursuant to GCC Clause
20.2 shall be as follows:
As per rule-68 of PPR-14, in the case of a dispute between the Procuring Agency and
the Service Provider, the dispute shall be referred for Arbitration in accordance with
the Arbitration Act 1940.
8. Governing Language (GCC Clause 21)
GCC 21.1—The Governing Language shall be English
9. Applicable Law (GCC Clause 22)
GCC 22.1-The Contract shall be interpreted in accordance with the laws applicable in
the jurisdiction of the province of Punjab (Pakistan):
10. Notices (GCC Clause 23)
GCC 23.1—Procuring Agency’s address for notice purposes: [Insert Address Of
Hospital / Procuring Agency]
Service Provider’s address for notice purposes: [Insert Address Of Service Provider]
11. Duration of Contract (GCC Clause 26)
GCC 26. The contract shall come in to force from the date of signing of contract or
date of commencement of services whichever is earlier. Initially the contract will be
for one (1) year. However, the same would be extended by the competent authority,
on the satisfactory performance by the contractor for further a period of one year on
the same rate & TORs. Extension in the contact agreement shall be the discretion of
the procuring agency and the contractor has no right to claim further extension as a
matter of right in the contract.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 56 OF 78
Section-VII. Schedule of Requirements/ Deployment Plan

PROVISION OF 365 DAYS /24 HOURS JANITORIAL SERVICES

IN [INSERT NAME OF HOSPITAL]

DETAILS OF JANITORIAL SERVICES/HUMAN RESOURCE REQUIRED

Janitor Nos.
Supervisor Sewer man Total Human
Bid Ref No.
Nos. Nos. Resource
Male Female

[Details to be [Details to be [Details to [Details to [Details to be [Details to be

inserted by inserted by be inserted be inserted inserted by inserted by
Hospital] Hospital] by Hospital] by Hospital] Hospital] Hospital]

 Service Provider will supply all the staff necessary to complete the duties as
mentioned in the documents. Service Provider will supply all the staff /Janitorial
Personnel’s necessary to complete the duties as mentioned in this document.

 The Service Provider is required to deploy 100% Human Resource as per above
table at [Insert Name Of Hospital] round the clock (365 days/ 24 Hours a Day
including Sundays & Holidays).

 The service provider shall deploy the Janitorial Staff as per above table for
commencement of the services within one week after signing of contract.

LIST OF JANITORIAL SUPPLIES

Unit rate
Estimated inclusive of all
Sr.# Items Specifications
Quantity taxes/delivery
charges
[Details to be
Brooms (Not less ~ Weight = 1kg. -Hand grip with To be quoted by
1 inserted by
than 3 feet) per kg clip for gripping bristles Service provider
Hospital]
High Quality base rubber with [Details to be To be quoted by
2 Wiper 2.5 ft width
solid handle (plastic) inserted by Service provider

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 57 OF 78
 Hospital]

[Details to be
Normal waste HPDE Polyethylene 40/60 To be quoted by
3 inserted by
bags rate per kg Microns Service provider
Hospital]
[Details to be
Color coded waste HPDE Polyethylene 40/60 To be quoted by
4 inserted by
bags per kg Microns Service provider
Hospital]
Microfiber cloth for critical
surfaces & Cotton Cloth for
[Details to be
Furniture dusters non-critical surfaces of To be quoted by
5 inserted by
(Rate per meter) Maximum size (Different color Service provider
Hospital]
cloth for biomedical and non-
biomedical equipment)
Phenyl or equivalent
Quaternary Ammonium
compounds(QACs) Germicidal
Disinfectant for [Details to be
disinfectant Solution ~3% or To be quoted by
6 floor (Rate per inserted by
0.5% enhanced (accelerated Service provider
Liter) Hospital]
formulation) Hydrogen
peroxide 3% Certification from
PCSIR
6-8 PH Easily soluble in cold
Hand Wash liquid [Details to be
water/hot water having PCSIR To be quoted by
7 with wall mounted inserted by
Certification for germicidal Service provider
container Hospital]
qualities
[Details to be
Air Freshener To be quoted by
8 CFCs free inserted by
(300-500 ml) Service provider
Hospital]
[Details to be
Hand wash towels High quality soft and absorbent To be quoted by
9 inserted by
(Medium) towel 400-600 GSM Service provider
Hospital]
Sodium Hydro Chlorite/
Liquid Toilet Hydrochloric acid having PCSIR [Details to be
To be quoted by
10 Cleaner Certification for germicidal inserted by
Service provider
Rate per liter qualities / equivalent (packing Hospital]
of 250 ml or more)
Handle bar length not less than [Details to be
Floor Mops To be quoted by
11 45”(extendable) with washable inserted by
Standard Service provider
coarse strings bundle Hospital]
Chloroxylenol (~ 5 %) /
Surface Liquid [Details to be
equivalent having PCSIR To be quoted by
12 Cleaner Rate per inserted by
Certification (for critical surface Service provider
liter Hospital]
cleaning)

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 58 OF 78
 [Details to be
Floor cleaning High cotton content and To be quoted by
13 inserted by
towels (small size) absorbent towel 400-600 GSM Service provider
Hospital]
[Details to be To be quoted by
Plastic bucket 30 Liter, foot
14 Buckets inserted by Service provider
opener(local) with lid
Hospital]
Hand sanitizer To be quoted by
[Details to be
liquid with wall Service provider
15 Packing of 500 ml or more inserted by
mounted
Hospital]
container
[Details to be
Any other items which the hospital administration To be quoted by
16 inserted by
deems necessary Service provider
Hospital]

 The quantities as mentioned in the table are tentative and can be increased or
decreased as per requirements
 Above mentioned quantities with unit of measurement (UOM) will be considered
as benchmark with respect to price and quantity.
 The inspection report of supplies, provided by the Service Provider, will be duly
signed by the Hospital Administration before submission of invoices by the
service provider for payment.
 The stock register will be maintained by the Hospital Administration properly
reflecting inbound and outbound quantity of each supplies / item.
 Service Provider shall ensure optimum utilization of the above mentioned
consumables / cleaning items.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 59 OF 78
 Section-VIII: Forms
8.1 Bid Form
[To be signed & stamped by the Service Provider and reproduced on the letter head.]
[To be attached with the Financial Bid]

Date:

To
Medical Superintendent
[Insert Name of Hospital]

Having examined the Bidding documents including Addenda Nos. [Insert Numbers], the
receipt of which is hereby duly acknowledged, we, the undersigned, in conformity with the
said Bidding documents for the sum of [total Bid amount in words and figures] or such
other sums as may be ascertained in accordance with the Schedule of Prices attached
herewith and made part of this Bid.

We undertake, if our Bid is accepted, specified in the Schedule of Requirements.

If our Bid is accepted, we will obtain the guarantee of a bank in a sum equivalent to 05%
of the Contract Price for the due performance of the Contract, in the form prescribed by the
Procuring Agency.

We agree that our Bid will be valid for a period of 180 Days from the date fixed to Bid
opening under Clause 2.3.7 of the Instructions to Bidders, and it shall remain binding upon
us and may be accepted at any time before the expiration of that period.

Until a formal Contract is prepared and executed, this Bid, together with your written
acceptance thereof and your notification of award, shall constitute a binding Contract
between us.

The Composition of our bid consists on separate Technical and financial bids, detail of
which is as follows:

Technical bid includes the following:-

All documents required in the Bidding Documents

Financial bid includes the following:-

a) Original Bid form (as per form 8.1 of Bidding documents) on letter head of
the firm, duly signed and stamped.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 60 OF 78
 b) Price schedule / financial form (as per form 8.7) to be reproduced on the
letter head of the bidder duly signed and stamped.

c) Original Bid Security Form (as per form attached) along with Original Bid
Security (Bank Guarantee / Bank call-deposit (CDR) / Demand Draft (DD) /
Pay Order (PO) ] valid for 180 Days.

d) Any other document required by the procuring agency not inconsistent with
PPR-14.

We understand that you are not bound to accept the lowest or any Bid you may receive.

Dated this ________________ day of ________________ 20______.

[signature] [in the capacity of]

Duly authorized to sign Bid for and on behalf of

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 61 OF 78
 8.2. General Information Form
[To be signed & stamped by the Bidder and reproduced on the letter head.]
[To be attached with Technical Bid]

PARTICULARS

Company Name

Abbreviated Name

Sales Tax Registration

National Tax No.
No

PRA Tax No.

Company’s Date of
Formation
No. of Employees

*Please attach copies of NTN, PST Registration & Professional Tax Certificate

Registered Office
State/Province
Address

City/Town Postal Code

Phone Fax

Email Address Website Address

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 62 OF 78
 8.3. Affidavit

[To be printed on PKR 100 Stamp Paper, duly attested by Oath Commissioner.]
[To be attached with Technical Bid]
Name: ______________________________________
(Bidder)
I, the undersigned, do hereby certify that all the statements made in the Bidding document
and in the supporting documents are true, correct and valid to the best of my knowledge
and belief and may be verified by the procuring agency, at any time, deems it necessary.
The undersigned hereby authorize and request the bank, person, company or corporation
to furnish any additional information requested by the [Insert Name of Hospital] deemed
necessary to verify this statement regarding my (our) competence and general reputation.
The undersigned understands that we have to comply with the Minimum Wage Rate
Notification of the Government of the Punjab and shall pay the personnel accordingly.
The undersigned understands and agrees that further qualifying information may be
requested and agrees to furnish any such information at the request of the [Insert Name of
Hospital]. The undersigned further affirms on behalf of the firm that:
(i) We are not blacklisted by the procuring agency.
(ii) We have provided authentic documents/photocopies with our Bid. In case, any
fake/bogus document is found at any stage, the firm shall be blacklisted as per Law/
Rules.
(iii) We declare that information contained in our bid is correct.
(iv) We shall have sufficient amount/bank balance to pay the salaries of our staff for a
period of three months at least in case of delay of payment from the hospital.
(v) We undertake to treat all information provided as confidential.
Signed by an authorized Officer of the company

Title of Officer: _______________________

Name of Company: _______________________

Date: _______________________

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 63 OF 78
 8.4. Performance Guarantee Form

To,
Medical Superintendent / Head of Institution
[Insert Name and Address Of Hospital]

WHEREAS (Name of the Service Provider) ______________________________________

hereinafter called "the Service Provider" has undertaken, in pursuance of “INVITATION TO BID
FOR THE “PROVISION OF JANITORIAL SERVICES IN [Insert Name and Address Of The
Hospital]” for procurement of Janitorial Services.

AND WHEREAS, it has been stipulated by you in the Contract that the Contractor shall furnish
you with a bank guarantee by a scheduled bank for the sum specified therein as security for
compliance with the Contractor's performance obligations in accordance with the Contract;
AND WHEREAS, we have agreed to give the Contractor a Guarantee;
THEREFORE, WE hereby affirm that we are Guarantor and responsible to you, on behalf of the
Contractor, up to a total of ___________________________________(Amount of the guarantee
in words and figures), and we undertake to pay you, upon your first written demand, and
without cavil or argument, any sum or sums as specified by you, within the limits of
___________________________(Amount of Guarantee) as aforesaid without your needing to
prove or to show grounds or reasons for your demand or the sum specified therein.

[NAME OF GUARANTOR]

Signature __________________________________
Name __________________________________
Title __________________________________
Address __________________________________
Seal __________________________________
Date __________________________________

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 64 OF 78
 8.5. Technical Bid Form
[To be signed & stamped by the Bidder and reproduced on the letter head]
[To be attached with Technical Bid]

Insert Details Of Technical Offer Here

Stamp & Signature of Bidder ______________________

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 65 OF 78
 8.6. Contract Form

THIS AGREEMENT made on the _____ day of __________ 20_____ between [Insert Name of
Hospital], (hereinafter called “the Procuring Agency”) on the one part and [name of Service
Provider] of [city and country of Service Provider] (hereinafter called “the Service Provider”)
on the other part:
WHEREAS the Procuring Agency invited Bids for Janitorial Services at [Insert Name of
Hospital] and has accepted a Bid by the Service Provider for the supply of those services in
the sum of [contract price in words and figures] (hereinafter called “the Contract Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as
part of this Agreement, viz.:
(a) the Bid Form and the Price Schedule submitted by the Bidder;
(b) the Schedule of Requirements;
(c) the Scope of Services;
(d) the General Conditions of Contract;
(e) the Special Conditions of Contract; and
(f) the Procuring Agency’s Notification of Award.
(g) the Performance Bank Guarantee
(h) Complete Bidding document
(i) Any other document deemed necessary by the Procuring Agency.
3. In consideration of the payments to be made by the Procuring Agency to the Service
Provider as hereinafter mentioned, the Service Provider hereby covenants with the
Procuring Agency to provide the services in accordance with the provisions of the Contract
and as required under Section VII Schedule of Requirements/ Deployment Plan.
4. The Procuring Agency hereby covenants to pay the Service Provider in consideration
of the provision of services, the Contract Price or such other sum as may become payable
under the provisions of the contract at the times and in the manner prescribed by the
contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year mentioned above.
Signed, sealed, delivered by the (for the Procuring
Agency)
Signed, sealed, delivered by the (for the Service
Provider)

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 66 OF 78
 8.7. Financial Bid Form/Price Schedule

[To be signed & stamped by the Bidder and reproduced on the letter head]
[To be attached with Financial Bid]
[Please follow the Minimum wage rate, which should be strictly adhered to as per
prevailing rates in addition to Management Charges]

{Location, Date}
To
Medical Superintendent / Head of Institution
[Insert Name and Address Of Hospital]

We, the undersigned, offer to provide the services for tender of Procurement of Janitorial
Services for [Insert Name Of Hospital] in accordance with your Bidding Document dated
[Insert Date] and our Technical Bid.
Our attached Financial Bid(s) are hereby submitted as per bid form for the accumulative
amount {Indicate the corresponding amount(s) currency (ies)} [Insert Amount(s) In Words
and Figures], inclusive of all taxes. The estimated amount of taxes is [Insert Currency]
[Insert Amount In Words and Figures]. Our Bid shall be binding upon us up to expiration of
the validity period of the Bid.
No commissions or gratuities have been paid or are to be paid by us to agents or any third
party relating to this Bid and Contract execution.
We understand you are not bound to accept any Bid you receive.
We remain,

Yours sincerely,

Authorized Signature {In full and initials}:

Name and Title of Signatory:
In the capacity of:
Address:
E-mail:

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 67 OF 78
 Financial Bid Form 8.7.2
[To be signed & stamped by the Bidder and reproduced on the letter head]
[To be attached with Financial Bid]

JANITORIAL SERVICES FOR [Insert Name Of Hospital]

Name of Bidder:

Mailing Address:

Income Tax Registration No.

PRA Registration No.

GST Registration No (if applicable).

PESSI/ IESSI Registration No.

EOBI Registration No.

Total Amount on monthly basis (PKR) as per Financial Bid Form 8.7.3:

Total Amount on annual basis (PKR) as per Financial Bid Form 8.7.3:

Sign:

Designation:

Stamp:

Lowest Determination Factor

Aggregate of Management Cost and Janitorial Supplies cost as described in Financial Bid
Form 8.7.3

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 68 OF 78
 Financial Bid Form 8.7.3
[To be signed & stamped by the Bidder and reproduced on the letter head]
[To be attached with Financial Bid]

BREAKDOWN OF COST
Number Minimum PESSI Income Total Cost
EOBI PST Rate (PKR) per
Description of Wage / IESSI Tax (in PKR) for
05% 16% worker per month
Personnel (PKR) 06% 03% one Month

30,089 1,585 1,321 1,190 5,470 39,654

Supervisors A A*39,654=B
(fixed) (fixed) (fixed) (fixed) (fixed) (fixed)

Total Janitorial
Personnel 25,000 1,585 1,321 1006 4,626 33,537
C C*33,537=D
(male (fixed) (fixed) (fixed) (fixed) (fixed) (fixed)
+Female)

25,000 1,585 1,321 1006 4,626 33,537

Sewer man E E*33,537=F
(fixed) (fixed) (fixed) (fixed) (fixed) (fixed)

S
[Total cost of supplies against the
Janitorial
indicative quantities as per details in I.T GST S+ I.T +GST Y
Supplies
the schedule of requirement to
inserted here]
*Management G
Charges (Cost on account of relievers, cost of, K L _ G+K+L=M
biometric attendance machine, uniforms,
/Month profit etc.)

Total Price per month (PKR) B+D+F+Y+M

NOTE :
i. The cost incurred on account of minimum wage will remain same for all bidders and will only
change in case of change in Minimum Wage Rate through official notification; the contract
price based on minimum wage rates shall be adjusted on prorate basis by the procuring
agency.
ii. The lowest evaluated bidder will be determined on the basis of aggregate of Management Cost
and cost of supplies (Y+M) as the other costs are fixed for all the bidders.
iii. The Management Cost will include but not limited to the additional amount being paid to
janitorial staff over and above the minimum wage, cost on account of relievers, cost of
equipment, biometric attendance machine, uniforms etc and profit
iv. The management cost will also be subject to income tax and PST etc.
v. The cost of Janitorial supplies will be subject to Income tax and GST etc.
vi. The Bidder shall quote the management charges on some rationale, which has to be justified
before the procuring agency for its viability; otherwise, the bid shall stand rejected.

Number of JANITORIAL Personnel & Supervisor may be increased or decreased as per

requirement of the procuring agency. However, the approved prices shall remain the same.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 69 OF 78
The requirement /quantity mentioned in the Schedule of Requirement will be used for
evaluation purpose.
The bidder shall have to abide by the circular / instructions issued by Punjab Procurement
Regulatory Authority from time to time. Failing to comply with the said instructions will
result in non-responsiveness of the bidder.
As per aforementioned PPRA circular and clarification letter of PPRA regarding Rules &
Regulations of Labor Law vide No. L&M(PPRA)1-15(SOC)(AB)(LHR)(5)/2014/Com/P4 dated
17-08-2021, the Financial Bid(s) of the Bidder(s) will be declared Nonresponsive if the
rates quoted by the bidder are not justified or do not include minimum applicable prevalent
wage rate, applicable taxes, contributions to EOBI and PESSI.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 70 OF 78
 8.8. Bid Security Form

[To be signed & stamped by the Bidder and reproduced on the letter head]
[To be attached with Financial Bid]

Whereas [name of the Bidder] (hereinafter called “the Bidder”) has submitted its Bid dated
[date of submission of Bid] for the supply of [name and/or description of the services]
(hereinafter called “the Bid”).
KNOW ALL PEOPLE by these presents that WE [name of bank] of [name of country], having
our registered office at [address of bank] (hereinafter called “the Bank”), are bound to
[Insert Name of Hospital], (hereinafter called “the Procuring Agency”) in the sum of
Rs.___________ for which payment well and truly to be made to the said Procuring Agency.
The Bank binds itself, its successors, and assigns by these presents. Sealed with the
Common Seal of the said Bank this _____ day of ____________ 20____.

THE CONDITIONS of this obligation are:

1. If the Bidder withdraws its Bid during the period of Bid validity specified by the Bidder
on the Bid Form; or

2. If the Bidder, having been notified of the acceptance of its Bid by the Procuring
Agency during the period of Bid validity:

(a) fails or refuses to execute the Contract Form, if required; or

(b) fails or refuses to furnish the Performance Guarantee, in accordance with the
Instructions to Bidders;

we undertake to pay to the Procuring Agency up to the above amount upon receipt of its
first written demand, without the Procuring Agency having to substantiate its demand,
provided that in its demand the Procuring Agency will note that the amount claimed by it is
due to it, owing to the occurrence of one or both of the two conditions, specifying the
occurred condition or conditions.

This guarantee will remain in force up to and including thirty (30) days after the period of
Bid validity, and any demand in respect thereof should reach the Bank not later than the
above date.

[signature of the bank]

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 71 OF 78
 ANNEXURE – A

FINES & PENALTIES

Sr.# SUMMARY OF PENALTIES PENALTIES IN PKR

Attendance less than 100% (Absent / Vacant /
Not Deployed) Rs. 500 as penalty in addition
(It should be the responsibility of Service Provider to deduction amount of quoted
to maintain 100% attendance (each day) of HR as daily wage per day per
mentioned in the Contract. In case any of service personnel as per contract
1. provider's personnel(s) as mentioned under the
contract is (are) absent / Vacant / Not-deployed,
for every missing personnel that was required to (Amount of quoted daily wage
stay on duty for that particular day, a penalty as rate will be calculated on the
mentioned in column 03 shall be charged) basis of 30 days per month)

In case of Absent / Vacant / Not Deployed during Rs. 1,000 as penalty in addition
public/local holidays or any other special to deduction amount of quoted
2. occasions daily wage per day per
(penalty at Sr # 01 will not implement for that personnel as per contract
particular day)
Rs. 500 will be charged for each
Staff is found without uniform. Supervisor will such staff for that particular
3.
wear distinctive vest. day.

Penalty of Rs. 200/- per vacant

In case any of service provider's personnel
point / late arrival / early
deployed under this contract is not present at his
4. leaving per shift will be
assigned place of duty during inspection or is a
imposed.
habitual late comer or leaves early.

Rs. 3,000 + (Difference of

If any worker (after performing duties for Amount between paid salary and
complete month) is not paid minimum wage as notified minimum wage rate)
5.
per the number of days he / she performed the shall be imposed as penalty per
duty. person per month.

Janitorial Service provider will ensure the Rs. 100 per staff per day till 30th
6. disbursement of salaries within 10 days of each of same month.
month. The penalty shall not be

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 72 OF 78
 *The service provider will be responsible for imposed / applicable if
paying his employees in the institution in the first payments are delayed to the
10 days of every month. Such payment will not service provider by procuring
agency for more than 90 Days.
depend on the payments made by the institution
to the service provider. The service provider will
pay his employees from his own resources. Partial
Payment will not be considered paid.
Janitorial Equipment (floor Scrubber / Collection
Trolleys / Janitor Trolleys) handed over by the
7. Rs. 3000 per instance for a
Hospital in functional condition at the start of
particular month
the Contract to the Service Provider, if found
broken or non-functional.
Rs. 5,000 will be charged in
addition to termination of
If service provider is found involved in any
8. individual along with punitive
misuse / pilferage / anomaly of Janitorial
action as per law and amount of
Supplies/ consumables.
loss incurred by the hospital as
approved by inquiry committee.
Non-Provision of Supplies within stipulated Time
9. Rs. 3,000 per day for that
(25th of previous month plus five days as a grace
particular month.
period)
Procuring agency may desire to replace any Rs. 2,000 per Day per personnel
10. personnel(s) with justifiable reason and failure will be imposed for non-
to do so in seven (07) days shall be considered a compliance of directions of
breach of contract. procuring agency.
Any protest or strike observed by the staff /
janitors etc. due to reasons not attributable to
procuring agency will be considered a breach of
contract and may lead to issuance of show
11. cause notice / explanation letter in addition to Rs. 50,000 per incident per day
the fine mentioned in column 03. Three show till calling off the strike
cause notices / explanation letters may lead to
blacklisting proceedings along with forfeiture of
performance guarantee, as per discretion of the
procuring agency.
a) Rs. 5,000 for High Risk Area
If Service Provider fails to maintain the situation of
cleanliness as described in Daily Monitoring b) Rs. 3,000 for Moderate Risk
12.
section. Area
c) Rs. 2,000 for Low Risk Area
If the service provider scores less than 85% in the Rs. 25,000 per month (for 1st
month). If this continues for
monthly score.
13. (Service providers will be expected to maintain another month, the second
month’s fine will be doubled to
an average minimum score of 85% as well as Rs. 50,000 and then doubled
85% in each respective category at all times.) again to Rs. 100,000. If the

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 73 OF 78
 score remains below 85% in the
third consecutive month, then
procuring agency may terminate
the contract by serving a one-
month termination notice to the
service provider.
In case any (Public / General) complaint is
received attributable to misconduct /
misbehaviour, financial benefits of service
provider's personnel & is assessed as true by
hospital administration, (depending on the Rs 5,000/- will be charged per
14. severity of the incidence) for each such incident case
shall be levied and the same shall be deducted
from service provider's bill. The service provider
must require to surrender the accused personnel
up till the charge will be proven or otherwise.

IMPORTANT POINTS:
a) Any protest or strike observed by the janitorial staff due to any action of the Service
Provider i.e. Late / Non disbursement of salary, Non-compliance of Minimum Wage
Rate etc. will be considered a breach of contract and may lead to issuance of show
cause notice / explanation letter in addition to the penalty mentioned. Three show
cause notices / explanation letters may lead to termination of contract. In addition to
that procuring agency may initiate blacklisting proceedings along with forfeiture of
performance guarantee, as per discretion of the procuring agency. An occurrence of
strike will be documented by the hospital administration and the reasons of strikes
shall not be attributed to the procuring agency.
b) Penalty should be charged in case the contractor fails to enroll 100% HR on any day as
agreed in the contract. For example if 100 personnel are agreed then there must be
100 person enrolled on each day. If on any day the enrolled personnel are supposed to
be 99 then penalty should be charged for missing 1 personnel.
c) The amount of the penalty will be imposed / approved / recommended by
Administrative Head of the Institution
Note: The administration and service provider shall create a WhatsApp Group to address
the operational issues and complaint management for immediate response. However,
official correspondence shall be made as per Govt. norms. The respective hospital will
share the details of the performance penalties from time to time to the Service Provider.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 74 OF 78
 ANNEXURE – B

SALARY VERIFICATION CERTIFICATE BY HOSPITAL ADMINISTRATION

SALARY VERIFICATION CERTIFICATE

For the Month of __________
(As per Prevailing Labour Laws, Minimum Wage Rate and any other)
Name of Janitorial No. of Days
Sr. CNIC Amount Paid
Staff Worked (Verified / Not Verified)

Signature & Stamp of Authorized Person

Note: The Service provider shall be bound to pay its staff before 10 th of each month
through E-channel only, and the E-channel Receipt (signed & stamped by Service Provider)
must be attached with the Monthly Invoice of the same month for processing. However, E-
channel receipt shall be a mandatory part of monthly invoice from the second month of
commencement of services. It is further clarified that above Salary Verification Certificate
for a particular month should be part of monthly invoice from the day first.

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 75 OF 78
 ANNEXURE – C
Monthly Attendance Pro-forma and Penalty Calculation Sheet
DHQ / TQH HOSPITAL _____________

Monthly Comprehensive Attendance & Penalty Calculation of JANITORIAL Services for the Month of (xxx) (Based on Bio-Metric)

Bio-Metric 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Attendance
Reference /
Shift / Page No.
Sr.# Name CNIC Designation Deployed
Place

1 P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P

2 P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P

3 P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P

4 P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P

5 P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P P

Total

Required / Deployed Personnel per day as per

0
Contract 85% of Total Strength

Total Present on each Day

0

Total Absent / Missing Personnel per day

JANITORIAL Personnel Without Uniform (etc.)

No. of Late Arrivals, Early Leave, Vacant Points per

day
0

Penalty on Absent / Missing Personnel per day 500 +

(Daily Wage Rate of Respective Category)

Penalty on JANITORIAL Personnel Without Uniform

Penalty on Late Arrivals, Early Leave, Vacant Points

per day (200 per incident)

Total HR Penalty on Each Day

Any other violation as mentioned in Annexure-A

*Daily Wage Rate = Quoted Rate (Category Wise) / 30

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 76 OF 78
 SECTION IX- CHECK LIST
The provision of this checklist is essential prerequisite along with submission of tenders
(with technical proposal).
The sequence of Technical Bid must be as per below mentioned table.

MANDATORY REQUIREMENTS
Bid Security of estimated cost of articles / items given by the
1. department. The copy of Bid Security must be submitted with Technical Flag – A
Bid and original shall be attached with the Financial Bid.
Technical Bid Form (as per of Bidding documents) on letter head of the
2. Flag – B
firm duly signed and stamped.
Bid Form (as per Bidding documents) on letter head of the firm, duly
3. Flag – C
signed and stamped.
Performance Guarantee Form (as per of Bidding documents) on letter
4. Flag – D
head of the firm, duly signed and stamped.
General Information Form (as per Bidding documents) on letter head of
5. Flag – E
the firm duly signed and stamped.
Affidavit (as per bidding documents) on non-judicial Stamp Paper of
Rs.100/-
(i) The firm is not black listed by the procuring agency.
(ii) The documents/photocopies provided with Bid are authentic. In
case of any fake/bogus document look at any stage. They shall
6. be black listed as per Rules / Laws. Flag – F
(iii) Affidavit for correctness of information.
(iv) Undertaking that the janitorial personnel shall be given minimum
wage salary notified by the Punjab Government.
Affidavit for correction of information Form (as per form of Bidding
documents) on letter head of the firm, duly signed and stamped.
The Bidder shall be a legally registered entity with the formal intent to
7. Flag – G
enter into an agreement.
8. The Bidder must have an active National Tax Number (NTN). Flag – H
The Bidder must have an active Punjab Revenue Authority (PRA)
9. Flag – J
registration Number.
The Bidder is not barred/ blacklisted or disqualified by Procuring Agency.
10. Flag – K
The Bidder will submit an undertaking in this regard.
The Bidder shall have valid registrations with EOBI and PESSI/ IESSI and
11. Flag – L
ensure that they adhere to the guidelines / laws of the said entities.
The copy of the Bidding Document duly signed and stamped on each
12. page by the Bidder shall be attached with the Technical Bid whose each Flag – N
page must also be signed and stamped by the bidder.
Technical Evaluation Criteria

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 77 OF 78
Experience and past performance of the firm
1. Projects Flag – P
Human Resource and Managerial Strength
2. Number of Janitorial Staff Flag – Q
Financial Capability/strength
3. Audited Financial Statements of the requisite financial years Flag – R
Any other documents required in this Bidding Documents

Stamp & Signature of Bidder ______________________

GUIDELINES FOR BIDDING DOCUMENTS FOR OUTSOURCING OF JANITORIAL SERVICES (VER-2) PAGE 78 OF 78