Government of West Bengal

Gandhi Memorial Hospital

(Nursing Training School)
P.O.- N.S.S Kalyani, Nadia
Phone No (033-65183545/65622092)
E mail : [email protected]
SECTION I: NOTICE INVITING TENDER (NIT)
E-TENDER NOTICE FOR OUTSOURCING OF CLEANING AND HOUSE-
KEEPING SERVICES FOR THE YEAR OF 2015-2017 BYTHE SURGEON
SUPERINTENDENT, GANDHI MEMORIAL, P.O.-N.S.S, KALYANI,
NADIA-741251
(Through Pre-qualification)
(Submission of Bid through NIC e- tender portal)

Memo No. – NTS/GMH/14/352 Dated 22.12.2014

Subject: Change of Published Date in WB Tender Portal

Tender ID - 2014_HFW_31205_1

NIT No. - GMH/NTS/14/01/2014-2015

The Tender which was scheduled to be published on 17-12-2014, has been published on 22-12-2014
due Technical Problem. The Tender Document will be available 13.00 Hrs on 22-12-2014 Onwards.
Please go to the WB e-Tender Portal [https://wbtenders.gov.in]

Sd/-

Surgeon Superintendent
Gandhi Memorial Hospital,
Kalyani, Nadia
 Government of West Bengal
Gandhi Memorial Hospital
(Nursing Training School)
P.O.- N.S.S Kalyani, Nadia
Phone No (033-65183545/65622092)
E mail : [email protected]
SECTION I: NOTICE INVITING TENDER (NIT)
E-TENDER NOTICE FOR OUTSOURCING OF CLEANING AND
HOUSE- KEEPING SERVICES FOR THE YEAR OF 2015-2017 BYTHE
SURGEON SUPERINTENDENT, GANDHI MEMORIAL, P.O.-N.S.S,
KALYANI, NADIA-741251
(Through Pre-qualification)
(Submission of Bid through NIC e- tender portal)

NIT No : GMH/NTS/14/ 01/2014-2015

In pursuance to G.O. No. HNG/4T-63-2014/864 dated 18.8.2014 and 201/HNG-
4T-30-2004/Pt.III dated 29.9.2014, the Surgeon Superintendent, Gandhi Memorial
Hospital, Kalyani, Nadia invites e-tender from reputed organization holding valid
license for providing of 04 Security Guards, 02 Cooks, 01 Cleaning Worker and 02
Menial Workers cum Helper for NURSING TRAINING SCHOOL for a period of 03
years from the date of signing the contract or further instruction, whichever is earlier.

In the event of e-filling, intending bidder may download the tender documents
from the website:https://wbtenders.gov.in directly with the help of Digital Signature
Certificate & earnest money may be remitted to the office of the Sister Tutor-in-Charge
Nursing Training School attached to Gandhi Memorial Hospital, Kalyani, Nadia
through Demand Draft payable at Kalyani drawn in favour of Accounts Officer,
Gandhi memorial Hospital ,Kalyani, Nadia also to be documented through e-filling.
Scanned copy of Demand Draft should be uploaded for EMD and Original Demand
Draft and hardcopy of Technical Documents (Statutory & Non-Statutory) along with
Technical specification compliance and one copy equipment catalogue / literature for
quoting equipment should be submitted physically under sealed cover before the date &
time mentioned in NIT. Technical Bid in Technical (Statutory & Non-Statutory) folder
and Financial Bid in Financial folder both duly digitally signed are to be submitted
concurrently in the website https://wbtenders.gov.in.

The Technical documents and Financial Bid should be submitted online on or

before 13.1.2015 up to 1400 P.M.

Page 1 of 44
 The Financial Bid of the prospective Bidder will be considered only if the
Technical Documents (Statutory & Non-Statutory) and equipment specification of the
Bidder found qualified by the Tender Selection Committee of Gandhi Memorial
Hospital, Kalyani, Nadia. The decision of the Tender Selection Committee will be the
final and absolute in this respect.

1. Important information
DATE & TIME SCHEDULE OF IMPORTANT EVENTS

Sl No. Particulars Date & Time

1. Date of Publishing N.I.T. & Other Documents 17.12.2014.

2. Online documents download start date 17.12.2014 at 16.00 Hrs
3 Online documents download end date 13.1.2015 up to 1400 Hrs.
4. Online Bid submission start date 17.12.2014 at 16.00 Hrs
5. Dates for submission of Earnest Money Deposit 26.12.2014 to 13.1.2015 at
in sealed cover offline at Office of Nursing 1100 am to 1500 pm except
Training School, Gandhi memorial Hospital, Saturday, Sunday &
Kalyani, Nadia Holiday.
6. Online Bid Submission Closing date 13.1.2015 up to 1400 Hrs.
7. Online Bid Opening date for Technical proposal 14.1.2015 after 1100 Hrs..
8. Date of online uploading list for Technically 14.1.2015 onwards
Proposals
9. Date of Online opening of Financial Proposal To be Notified Later

Any subsequent notice regarding this tender shall be uploaded on the website only.

2. In the event of any of the above mentioned dates being declared as a holiday for the
Gandhi Memorial Hospital, Kalyani, Nadia the tenders will be opened on the next
working day at the appointed time.

Page 2 of 44
SECTION II: PREAMBLE: Definitions and abbreviations

PREAMBLE

The following definitions which have been used in these documents shall have the -
meanings as indicated below:

1.1 Definitions:

(i) "Purchaser" means the organization purchasing goods and/ or services as

incorporated in the Tender Enquiry document. The purchasing organization is the
Gandhi Memorial Hospital, Kalyani, Nadia represented through Surgeon
Superintendent.

(ii) "Bid" means Proposal/ Quotation received from a Firm / Bidder against the tender.

(iii) "Bidder" means the Individual or Firm submitting Bids/ Quotation.

(iv) "Contractor" means the individual or the firm supplying the goods and/ or services
as incorporated in the contract.

(V) “Institution” shall mean Surgeon Superintendent, Gandhi Memorial Hospital,

Kalyani, Nadia,,for the time being holding that office and also his successor and shall
include any officer authorized by him.

(vi) ."Earnest Money Deposit" (EMD) means Bid Security/ monetary amount or
financial guarantee to be furnished by a bidder along with its bid.

(vii) "Contract" means the written agreement entered into between the purchaser and
the Contractor, together with all the documents mentioned therein and including all
attachments, annexure etc. therein.

(viii) "Performance Security" means monetary amount or financial guarantee to be

furnished by the successful bidder for due performance of the contract placed on it.
Performance Security is also known as Security Deposit.

(ix) "Specification" means the document/ standard that prescribes the requirement with
which goods and/ or service has to conform.

(x) "Inspection" means activities such as measuring, examining, testing, gauging one or
more characteristics of the goods and/ or service and comparing the same with the
specified requirement to determine conformity.

(xi) "Bill of Quantity" is the name for price schedule in e-tender software.

(xii) “Annexure” referred to in these conditions shall means the relevant annexure
appended to the Contract.

Page 3 of 44
(xiii) "Goods" means the articles, material, commodities, consumables, stationeries,
printing, items of clothing, raw material, spares, machinery, computer, electronics items
etc. which the Contractor is required to supply to the purchaser under the contract.

(xiv) "Day" means calendar day.

1.2 Abbreviations:

(i) "TE Document" means Tender Enquiry Document

(ii) "NIT" means Notice Inviting Tender

(iii) "GIB" means General Instructions to Bidders

(iv) "GCC" means General Conditions of Contract

(v) "ESIC" means Employees' State Insurance Corporation

(vi) "EPFO" means Employees' Provident Fund Organization

(vii) "VAT" means Value Added Tax

(viii) "CST" means Central Sales Tax

(ix) "BMW" means Bio-Medical Waste

(x) "DSC" means Digital Signature Certificate

(xi) “NTS” Nursing Training School

(xii) “GMH” Gandhi Memorial Hospital, Kalyani, Nadia

1.3 The Tender Enquiry (TE) documents include:

Section I: Notice inviting Tender (NIT)

Section II: PREAMBLE: Definitions and abbreviations

Section III: Consignee List

Section IV: General Instructions to Bidders (GIB)

Section V: General Conditions of Contract (GCC)

Section VI: Requirements and EMD

Section VII: Specifications

Section VIII: Tender Application Form

Section IX: Proforma for Performance Statement

Section X: Price Schedule/ Bill of Quantity (Directions for quoting prices online)

Section XI: Contract Form

Page 4 of 44
Section XII: Proforma of monthly-bill to be submitted by Bidder

Section XIII: Checklist for the Bidders

SECTION III: CONSIGNEE LIST

(When the Surgeon Superintendent, Gandhi Memorial Hospital, Kalyani, Nadia invites
the tender)

The Surgeon Superintendent,

Gandhi Memorial Hospital

Kalyani, Nadia

Sl. Address Contact Person Contact Email id

No. number
1. Gandhi Memorial Dr. Nirupam Biswas
Hospital (Surgeon Superintendent) (033)25828298 [email protected]
,Kalyani, Nadia
2. --Same--- Adhir Kr Sarkar 9433164103 Sarkar-
Accounts Officer [email protected]
3. Nursing Training Alpana Bhattacharya 9804669593 [email protected]
School Sister Tutor-in-Charge
GM Hospital
Kalyani, Nadia

Page 5 of 44
 Government of West Bengal
Gandhi Memorial Hospital, Kalyani, Nadia
Phone No (033) 25828298
E mail : [email protected]
SECTION- IV: GENERAL INSTRUCTION TO BIDDERS. (GIB)

1. Introduction

Before formulating the bid and submitting the same to the purchaser, the bidder should
read and examine all the terms, conditions, instructions, checklist etc. contained in the
TE documents. Failure to provide and/or comply with the required information,
instructions etc. incorporated in these TE documents may result in rejection of its bid.

2. CORRUPT OR FRAUDULENT PRACTICES:

The INSTITUTION requires the contractor under this contract to observe the highest
standards of ethics during the tender process and in the execution of such contract.
Without prejudice the rights and remedies which the Institution may have under the
Contract, if a Contractor, is found by the Institution to have directly or indirectly, or
through an agent, has/had engaged or indulged in any corrupt practice, fraudulent
practice, coercive practice, undesirable practice or restrictive practice during the
Tendering/Bidding Process, or in the execution of the Contract, such Contractor shall
not be eligible to participate in any tender issued by the Institution during a period of 1
(one) year from the date such Bidder, as the case may be, is found by the Institution, to
have directly or indirectly, or through an agent, engaged or indulged in a such
practices.
For the purposes of this Clause:
“corrupt practice” means (i) the offering, giving, receiving, or soliciting, directly or
indirectly, of anything of value to influence the actions of any person connected with the
Bidding process (for avoidance of doubt, offering of employment to, or employing or
engaging in any manner whatsoever, directly or indirectly, any official of the Institution
who is, or has been associated in any manner, directly or indirectly, with the Bidding
Process, or in the Letter Of Intent, or has dealt with matters concerning the Contract
agreementarising there from, before or after the execution thereof, at any time prior to
the expiry of one year from the date such official resigns or retires from, or otherwise
ceases to be in the service of the Institution, shall be deemed to constitute influencing
Page 6 of 44
the actions of a person connected with the Bidding Process); or (ii) engaging in any
manner whatsoever, whether during the Bidding Process or after the issue of the Letter
Of Intent, or after the execution of the Contract Agreement, as the case may be, any
person in respect of any matter relating to the tender, or the Contract Agreement, who,
at any time, has been, or is a legal, financial or technical adviser of the Institution in
relation to any matter concerning the tender or
the work, or the contract;
“Fraudulent practice” means a misrepresentation or omission of facts or suppression of
facts or disclosure of incomplete facts, in order to influence the Bidding Process ;
“Coercive practice” means impairing or harming, or threatening to impair or harm,
directly or indirectly, any person or property, to influence any person’s participation,
or action in the Bidding Process;
“Undesirable practice” means (i) establishing contact with any person, connected with
or employed by the INSTITUTION, with the objective of canvassing, or in any manner
influencing or attempting to influence the Bidding Process; or (ii) having a Conflict of
Interest; and
“Restrictive practice” means forming a cartel, or arriving at any understanding or
arrangement among Bidders, for restricting or manipulating competition in the Bidding
Process.
The INSTITUTION will reject a proposal for award, or cancel a contract unilaterally, if
it finds, at anytime, that the Contractor has engaged in corrupt or fraudulent or
coercive or undesirable or restrictive practices in competing for, or in execution of the
Contract. In such a case, the INSTITUTION will hold the Contractor ineligible, either
indefinitely, or for a stated period of time, for Contract.

3. Availability of Funds
3.1 Expenditure to be incurred for the proposed purchase will be met from the funds
available with the purchaser/ consignee. The procurement will be in terms of
procurement rules of the Government of West Bengal.

4. Eligible Goods and/ or Services

4.1 All goods and/or services to be supplied under the contract shall have their origin in
India or any other country with which India has not banned trade relations. The term
“origin" used in this clause means the place where the goods are grown, produced,
mined or manufactured or from where the services are arranged and supplied.

5. Eligible and Qualified Bidders

5.1 The bidder should have supplied in last 3 (three) years from the date of tender
opening, at least 100% of the quoted quantity of the similar goods and/ or services
meeting major specification parameters, which has/ is functioning satisfactorily,
preferably, in a government or corporate NTS/ hospital of similar size in India.

6. Bidding, Contracting and Billing Expenses

6.1 The bidder shall bear all costs and expenditure incurred and/or to be incurred by it
in connection with its bid including preparation, mailing and submission of its bid and

Page 7 of 44
for subsequent processing the same. The purchaser will, in no case be responsible or
liable for any such cost, expenditure etc. regardless of the conduct or outcome of the
tendering process.

6.2. The bidder shall bear all costs, including the cost of stationery and printing, for
signing of the contract and submission of bills for payment.

7. Assignment
7.1 The Contractor shall not assign, either in whole or in part, its contractual duties
,responsibilities and obligations to perform the contract, except with the Purchaser's
prior written permission,

8. Clarification of TE documents
8.1 A bidder requiring any clarification or elucidation on any issue of the TE documents
may take up the same with the purchaser in the pre-bid meeting.

General Guidance for e-Tendering:-

Instruction /Guidelines for tenders for electronic submission of the tenders online have
been annexed for assisting the contractors to participating in e-Tendering.

1. Registration of Bidder:-
Any Bidder willing to take part in the process of e-Tendering will have to enrolled and
Register with the Government e-procurement system and they can do so by visiting
https://wbtenders.gov.in (herein after mentioned as the ‘prescribed website’ or ‘website’
or ‘e-tender website’) and following link on e-tendering site (herein mentioned as ‘the
prescribed web portal ‘or ‘web portal’ or ‘e-tender web portal’ ).

2. Digital Signature Certificate (DSC):-

Each bidder is required to obtain Class –II or Class – III Digital Signature Certificate
(DSC) for submission of tenders from the approved service providers of the National
Informatics Centre (NIC) on payment of requisite amount; the details of which are
available at the web site as stated above. The DSC is given as a USB e-Token.

3. The bidder can search and download NIT & Bid Document electronically from the
above website once he/she/they log(s) on to the website mentioned in clause using the
Digital signature Certificate. This is the only mode of collection of Tender/Bid
Document.
4. Submission of bids.
Both Technical bid and Financial Bid, duly signed digitally signed, are to be submitted
Concurrently in the ‘prescribed website’. All the documents, to be scanned and
Uploaded in the web portal, must be in English language.
The Bids are to be submitted online in the website/web portal in two folders at a time,
one each for Technical Bid and for Financial Bid, before the prescribed date & time
using the Digital Signature Certificate (DSC) .The documents to be uploaded are to be
scanned for viruses are and are to be duly Digitally Signed. The documents will get
encrypted (transformed into non readable formats).The Technical proposal should
contain scanned of the following further two covers (folders)

Statutory Cover:-
Bank Draft towards the Earnest Money (EMD) amounting to Rs.30, 000.00 (Rupees
thirty thousand) in favour of Accounts Officer, Gandhi Memorial Hospital, Kalyani,

Page 8 of 44
Nadia. Tender items Schedule, Technical Specification along with compliance & NIT
(Properly Filled& uploaded the same Digitally Signed except quoting rate, quoting rate
will only Encrypted in the B.O.Q. under Financial Bid. In case quoting any rate in
others paper the Bid liable to summarily rejected.

SUBMISSION OF THE TENDERS: The tender is to be submitted in a two Bid System.

Technical Proposal :

(A). Statutory Cover Containing the following documents:

“BID A”: PART- I (SINGLE FILE MULTIPLE PAGES SCANNED)

1. Copy of Demand Draft of Rs. 30,000/- in favour of Accounts Officer, Gandhi

Memorial Hospital, Kalyani, Nadia .as Earnest Money for the whole tender.

2. APPLICATION (Pre-Qualification Application Format) (SECTION-VIII)

3. Letter Head of the Tenderer /Bidder.

4. Performance Statement as per (SECTION-IX) along with documentary

evidence.

5 A certificate issued by Chartered Accountant verifying the annual Turnover in

the last three years on 31.03.2014 should be not less than Rs.10.00 Lakh
Average. (Form A)
6. Solvency Certificate from a reputed bank for an amount not less than Rs.
15.00 lakh. The Banker should be any of the Scheduled Bank as per RBI Act.
(Form B)
7. No Conviction Certificate in the prescribed format given in (Annexure I)
8. CHECK LIST in the prescribed format below.

(B) Non-Statutory Cover:

1. Click the check boxes beside the necessary documents in the My Document list and
then click the tab "Submit Non Statutory Documents' to send the selected documents to
Non-Statutory folder.

2.Next Click the tab "Click to Encrypt and upload" and then click the "Technical"
Folder to upload the Technical Documents using: (a) multiple scan (b) black and white
scan (c) scan resolution should be within 250.

Page 9 of 44
3. Non Statutory Cover will contain following documents:

Sl. Category Name Sub Category Details

No Description
A. Certificate(s) Certificate(s) I. Income Tax PAN
II. Professional Tax Registration
III. Service Registration
IV. ESIC Code Number Allotment
Letter(refer GIB 12.6)
V. EPFO Registration (refer 12.7)
Vi. Contract Labour (Registration &
Abolition) Act Registration(Refer
GIB 12.8)

B. COMPANY COMPANY I. Certificate of Incorporation

DETAIL(S) DETAILS II. Trade Licence

III. Power of Attorney refer GIB

12.3)
C. CREDENTIAL CREDENTIAL- 1 Performance Statement as per Section
CREDENTIAL- 2 IX along with documentary evidence

D. Documents Documents I. Audited Balance Sheet & Profit &

Loss A/c of last 3 years.
II. Name, address of banker, account
number.
III Bank Solvency Certificate as per
GIB 12.5.
IV. Bidder’s Undertaking as per GIB
Clause 12.4
V. Bidder”s undertaking to provide
House keeping equipment as per
section XII for the job

5. Financial Proposal: Bill of Quantities

The financial proposal (cover) or prices quoted should be uploaded online through the
Bill of Quantities (BOQs). The bidder shall quote the price online in the space marked
for quoting prices in the BOO. Only downloaded copies of the BOQs are to be uploaded,
virus scanned & digitally signed by the bidder. Please refer Section X: 'Price Schedule/
Bill of Quantity' for directions on quoting prices online.

Page 10 of 44
6. Earnest Money Deposit (EMD)

a) Earnest money amounting to Rs.30,000.00 (Rupees thirty thousand) only in the shape
of demand draft, payable at Kolkata, drawn on any scheduled nationalized commercial
bank in India, in favour of Accounts Officer, Gandhi Memorial Hospital, Kalyani,
Nadia.

b) The Bidder shall seal the EMD envelope separately, suitably super scribe on the
cover, writing the address of the purchaser and the tender reference number on that
and submit it physically to the Institution.

c) The scanned copy of the EMD shall be uploaded online under Statutory Cover of
Technical Proposal.

d) The earnest money shall be retained for a period of forty-five (45) days beyond the
bid validity period of the tender. As bid validity period of Tender as per Clause 17 is
120 days, the EMD shall be retained for 165 days from Technical Bid opening date.

e) Unsuccessful bidders' earnest money will be returned to them without any interest,
after expiry of the tender validity period, or after conclusion of the resultant contract,
whichever is earlier. Successful bidder's earnest money shall be returned without any
interest, after receipt of performance security from that bidder.

f) Earnest Money is required to protect the purchaser against the risk of the Bidder's
conduct, which would warrant the forfeiture of the EMD. Earnest money of a bidder
will be forfeited, if the bidder withdraws or amends its bid or impairs or derogates from
the bid in any respect within the period of validity of its bid or if it comes to notice that
the information/documents furnished in its bid is incorrect, false, misleading or forged
without prejudice to other rights of the purchaser. The-successful bidder's earnest
money will be forfeited without prejudice to other rights of Purchaser if it fails to
furnish the required performance security within the specified period.

7. Preparation of Bid Documents

a) The bid shall either be typed or written in indelible ink and the same shall be signed/
digitally signed by the bidder or by a person(s) who has been duly authorized to bind
the bidder to the contract. The letter of authorization shall be by a written power of
attorney, which shall also be furnished along with the bid.

b) All the documents of the bid shall be duly signed/ digitally signed at the appropriate
places as indicated in the TE documents and all other pages of the bid including printed
literature, if any shall be initialled by the same person(s) signing the bid. The bid shall
not contain any erasure or overwriting, except as necessary to correct any error made
by the bidder and, if there is any such correction; the same shall be initialled by the
person(s) signing the bid.

c) It is the responsibility of bidder to go through the TE document to ensure furnishing

all required documents in addition to above, if any. Wherever necessary and applicable,
the bidder shall enclose certified copy as documentary evidence to substantiate the
corresponding statement.

Page 11 of 44
d) A bid, which does not fulfil any of the above requirements and/or gives evasive
information/ reply against any such requirement, shall be liable to be ignored and
rejected.

e) Bid sent by paper/fax/telex/cable/email etc shall be ignored.

8. Tender Prices

a) The bidder shall quote a 'Management Fee' for providing goods and for services, as
applicable in the tender. The Management Fee shall be quoted as a percentage of the
total Statutory Monthly Emoluments payable to the total number of (unskilled + semi-
skilled + skilled) workers deployed for housekeeping services in the NTS, GMH,
Kalyani. Here 'Statutory Monthly Emoluments' shall mean amount payable as per Row
12 of Schedule of Payment under Section XII: Proforma of Monthly Bill to be submitted
by the Bidder. Service Tax as applicable from time to time shall be paid extra. No
additional charges, taxes etc. will be paid. The bidder may quote up to a maximum of 10
% (ten percent) as Management Fee.

b) The bidder shall bear all charges for providing 2 (two) sets of uniforms per year, I-
Cards to all workers; gum boots, hand gloves, safety goggles, masks, safety gears etc. to
those required. The quality and colour code of such items of attire shall be as per
approval of competent authority of NTS, GMH, Kalyani.

c) The bidder shall bear all charges for providing Machines, equipment, tools and
tackles; small or big, covered trolleys, other items required for the job.

d) Also, the Bidder shall bear all charges like packing and forwarding, transportation,
insurance, storage, loading/ unloading; expenses of his service personnel, including their
health and safety measures and any other expenses necessary in compliance with the
requirement of goods and/ or services; ex-factory/ ex-warehouse/ ex-registered or
branch office to the consignee site for a period including three months beyond date of
delivery.

e) The bidder shall pay the staff deployed by it for housekeeping in the NTS, GM
Hospital, Kalyani, Nadia at least the minimum wages as fixed by the state government,
bonus, dues, entitlements etc. as per the relevant statutes in vogue and revised from
time to time. These Statutory Charges claimed by the bidder shall be reimbursed by the
NTS authority on basis of submission of documentary evidence of actual payment made
by the bidder to its housekeeping staff deployed at the NTS, GM Hospital, Kalyani,
Nadia.

f) The bidder shall quote the prices online through the Bill of Quantities (BOQs) in the
space marked for quoting prices against each item in the BOQ. Downloaded copies of
the BOQs are to be uploaded, virus scanned and digitally signed by the bidder.

9. Firm Price

The price quoted by the bidder shall remain firm and fixed during the currency of the
contract and not subject to variation on any account. Service Tax shall be paid for by
the purchaser as applicable, from time to time. Minimum wages, bonus, entitlement,

Page 12 of 44
dues etc. as per the relevant statutes in vogue shall be paid for by the purchaser as
revised from time to time.

10. Alternative Bids

Alternative Bids are not permitted.

11. Bid Validity

a) The bids shall remain valid for acceptance for a period of 120 days (One hundred
twenty days) after the date of technical bid opening prescribed in the TE document.
Any “bid valid for a shorter period shall be treated as unresponsive and rejected.

b) In exceptional cases, the bidders may be requested by the NTS, GMH authority to
extend the validity of their bids up to a specified period. Such request(s) and responses
thereto shall be conveyed by surface mail or by fax/ telex/cable/email followed by
surface mail. The bidders, who agree to extend the bid validity, are to extend the same
without any change or modification of their original bid and they are also to extend the
validity period of the EMD accordingly. A bidder, however, may not agree to extend its
bid validity without forfeiting its EMD.

c) In case the day up to which the bids are to remain valid falls on/ is subsequently
declared a holiday or closed day for the NTS, GMH authority, the bid validity shall
automatically be extended up to the next working day.

12. OPENING OF TENDER

a) The Tender selection committee will open the bids after the specified date and time
as indicated in the NIT.

b) Authorized representatives of the bidders may attend the tender opening.

c) The EMD of goods to be supplied shall be evaluated first. Then the Online Technical
bids of EMD-qualified bidders shall be opened and evaluated with reference to
parameters prescribed in the TE document. After this, the Online Price Bids of only the
technically qualified bidders shall be opened for further evaluation.

d) Opening of Technical Proposals: Technical proposals will be opened by members of

the Tender Selection Committee electronically from the website using their Digital
Signature Certificate (DSC).

e) In the Technical Proposal, the Cover (folder) for Statutory Documents will be
opened first and if found in order, the cover (folder) for Non-Statutory Documents will
be opened.

f) IF ANY DOCUMENT REQUIRED TO BE SUBMITTED FOR TENDER BY THE

BIDDER IN HIS TECHNICAL PROPOSAL IS NOT SUBMITTED OR IS FOUND TO
BE DEFICIENT IN ANY MANNER AT ANY STAGE AFTER OPENING OF BID,
THE BID MAY BE SUMMARILY REJECTED.

Page 13 of 44
 SCRUTINY AND EVALUATION OF BIDS

13. Basic Principle

a) Bids will be evaluated on the basis of the terms & conditions already incorporated in
the TE document, based on which bids have been received and the terms, conditions etc.
mentioned by the bidders in their bids. No new condition will be brought in while
scrutinizing and evaluating the bids.

b) The Tender Selection Committee will examine the Bids to determine whether they
are complete, whether any computational errors have been made, whether required
sureties have been furnished, whether the documents have been properly signed,
stamped and whether the Bids are generally in order. The bids, which do not they meet
the basic requirements, are liable to be treated as non — responsive and will be
summarily ignored.

c) Prior to the detailed evaluation of Price Bids, pursuant to Clause 14, The Tender
Selection Committee will determine the substantial responsiveness of each Bid to the TE
Document. For purposes of these clauses, a substantially responsive Bid is one, which
conforms to all the terms and conditions of the TE Documents without material
deviations. Deviations from, or objections or reservations to critical provisions such as
those concerning Performance Security (GCC Clause 8), Terms and mode of Payment
(GCC Clause 6), Force Majeure (GCC Clause 12) and Applicable law (GCC Clause 17)
will be deemed to be a material deviation. The Purchaser's determination of a Bid's
responsiveness is to be based on the contents of the bid itself without recourse to
extrinsic evidence.

d) If a Bid is not substantially responsive, it will be rejected by The Tender Selection

Committee.

e) Decrypted (transformed into readable format) documents of the non-statutory cover

will be downloaded and handed over to the Tender Selection Committee. The
Committee will evaluate technical proposals as per terms laid down in this tender
document.

f) During evaluation the Committee may summon bidders & seek clarification
/information or additional documents or original hard copies of documents submitted
online. If these are not produced within specified time, the bid proposals will be liable
for rejection.

g) The result of evaluation of technical bids, along with information regarding further
steps in evaluation of the tender shall be uploaded online.

14. Discrepancies in Prices

a) If, in-the price structure quoted by a bidder, there is discrepancy between the unit
price and the total price (which is obtained by multiplying the unit price by the
quantity), the unit price shall prevail and the total price corrected accordingly.

Page 14 of 44
b) If there is an error in a total price, which has been worked out through addition
and/or subtraction of subtotals, the subtotals shall prevail and the total corrected; and

15. Schedule-wise Evaluation

In case the List of Requirements contains more than one schedule/ item, the responsive
bids will be evaluated and compared separately for each schedule. The bid for a
schedule will not be considered if the complete requirements prescribed in that schedule
are not included in the bid.

16. Comparison of Bids

The authorized representatives of the Department will open the Prequalification/

Technical
Bids in the presence of the Bidders or of their representatives who choose to attend at
the appointed place and time.
The bid of any bidder who has not complied with one or more of the conditions
prescribed in the terms and conditions will be summarily rejected.
Conditional bids will also be summarily rejected.
Subsequently, the selected technical bids will be evaluated. Financial bids of only the
technically qualified bidders will be opened for evaluation in the presence of qualified
bidders.

THE DECISION OF TENDER SELECTION COMMITTEE WILL BE FINAL AND

BINDING IN THIS MATTER.
19. Bidder's capability to perform the contract

a) The Tender Selection Committee through the above process of bid scrutiny and bid
evaluation will determine to its satisfaction whether the bidder, whose bid has been
determined as the lowest evaluated responsive bid is eligible, qualified and capable in all
respects to perform the contract satisfactorily.

b) The above-mentioned determination will inter laid, take into account the bidder's
financial, technical and production capabilities for satisfying all the requirements of
The Tender Selection Committee as incorporated in the TE document. Such
determination will be based upon scrutiny and examination of all relevant data and
details submitted by the bidder in its bid as well as such other allied information as
deemed appropriate by The Tender Selection Committee, including inspection of
warehouse/ registered or branch office/ site visit of any current project(s) etc. of the
bidder by authorized representative(s) of MCH authority.

AWARD OF CONTRACT

20. Purchaser's Right to accept any bid and to reject any or all bids

The Tender Selection Committee reserves the right to accept in part or in full any bid or
reject any or more bid(s) without assigning any reason or to cancel the tendering
process and reject all bids at any time prior to award of contract, without incurring any
liability, whatsoever to the affected bidder(s).

Page 15 of 44
21. Variation of Quantities at the Time of Award, Currency of Contract

a) At the time of awarding the contract, The Tender Selection Committee reserves the
right to increase or decrease by up to twenty five (25) per cent, the quantity of goods
and/ or services mentioned in the relevant section(s) in tender (rounded off to next
whole number) without any change in the unit price and other terms and conditions
quoted by the bidder.

b) The quantity of goods and/ or services mentioned in the relevant section(s) in tender
to be procured may be staggered during currency of the contract.

c) The Tender Selection Committee reserves the right to extend the 3 (three) year
contract by another 3 (three) months on same terms and conditions at the end of 3
(three) year contract period. Thereafter, the contract may be extended on same terms
and conditions for further periods on mutual agreement between The Tender Selection
Committee and Contractor.

22. Notification of Award

a) Before expiry of the tender validity period, The Tender Selection Committee may be
notifying the list of successful bidder(s) online. In addition, each successful bidder shall
be notified in writing, by registered/ speed post or by fax/ telex/ cable/ email (to be
confirmed by registered / speed post) that its bid for goods and/ or services, which have
been selected by the Tender Selection Committee, has been accepted, also briefly
indicating therein the essential details like description, specification and quantity of the
goods and/ or services and corresponding prices accepted. The successful bidder must
furnish to ,The Tender Selection Committee the required performance security within
fifteen (15) days from the date of issue of this notification, failing which the EMD will be
forfeited and the award will be cancelled. Relevant details about the performance
security have been provided under Section VII: GCC Clause 8.

b) The Notification of Award shall constitute the conclusion of the Contract and the 3
(three) year contract period shall commence from this date of notification.

c) The successful Bidder shall also physically submit original documents/ duly attested
photocopies of all documents uploaded by him online at the time of bidding.

23. Issue of Contract

Within 7 (seven) days of notification of award, the successful bidder will sign the
contract form as per Section XI with the Purchaser.

24. Non-receipt of Performance Security and Contract by the Purchaser.

a) Failure of the successful bidder in providing performance security and/ or signing

contract in terms of clauses 14 and 15 above shall make the bidder liable for forfeiture
of its EMD and also, for further actions by The Tender Selection Committee against it
as per the clause 10 of GCC: Termination for default.

Page 16 of 44
SECTION V: GENERAL CONDITIONS OF CONTRACT (GCC)
1. Use of contract documents and information

1.1 The Contractor shall not, without the purchaser's prior written consent, disclose the
contract or any provision thereof including any specification, drawing, sample or any
information furnished by or on behalf of the purchaser in connection therewith, to any
person other than the person(s) employed by the Contractor in the performance of the
contract emanating from this TE document. Further, any such disclosure to any such
employed person shall be made in confidence and only so far as necessary for the
purposes of such performance for this contract.

1.2 Further, the Contractor shall not, without the purchaser's prior written consent,
make use of any document or information mentioned in GCC sub-clause 1.1 above
except for the sole purpose of performing this contract.

1.3 Except the contract issued to the Contractor, each and every other document
mentioned in GCC sub-clause 1.1 above shall remain the property of the purchaser and,
if advised by the purchaser, all copies of all such documents shall be returned to the
purchaser on completion of the Contractor's performance and obligations under this
contract.

2. Patent Rights

2.1 The Contractor shall, at all times, indemnify and keep indemnified the purchaser,
free of cost, against all claims which may arise in respect of goods and/ or services to be
provided by the Contractor under the contract for infringement of any intellectual
property rights or any other right protected by patent, registration of designs or
trademarks. In the event of any such claim in respect of alleged breach of patent,
registered designs, trademarks etc. being made against the purchaser, the purchaser
shall notify the Contractor of the same and the Contractor shall, at his own expenses
take care of the same for settlement without any liability to the purchaser.

3. Housekeeping Staff to be deployed by Bidder at NTS, GM Hospital, Kalyani, Nadia

3.1 The contractor shall employ adult labour only. Employment of child labour shall
render the contractor liable to termination of the contract under GCC Clause 10:
Termination for Default. The contractor shall engage only such workers, whose
antecedents have been thoroughly verified, including character and police verification
and other formalities.

3.2 The contractor at all times should indemnify the NTS, GM Hospital against all
claims, damages or compensation under the provisions of Payment of Wages Act, 1936;
Minimum Wages Act, 1948; Employer's Liability Act, 1938; The Workmen
Compensation Act, 1923; Industrial Disputes Act, 1947; Maternity Benefit Act, 1961 or
any other law relating thereof and rules made hereunder from time to time. The
purchaser/ consignee.....Hospital/ Administrative Department shall not own any
responsibility in this regard.

Page 17 of 44
3.3 The contractor shall pay the staff deployed by it for cleaning/housekeeping in the
NTS,GM Hospital, at least the minimum wages as fixed by the state government, bonus
as per Payment of Bonus act, any other dues, entitlements etc. as per the relevant
statutes in vogue and revised from time to time.

3.4 The cleaning/housekeeping staff deployed through contractor at the NTS, GM

Hospital shall not claim any benefit, compensation, absorption or regularization of their
services in the establishment of the NTS, GM Hospital, either under the provision of
Industrial Disputes Act, 1947 or Contract Labour (Regulation & Abolition) Act, 1970 or
any other law in vogue and revised from time to time. The contractor shall obtain an
undertaking from the deployed persons to the effect that the deployed persons are the
employees of the contractor. The Contractor shall submit the said undertaking to the
GM Hospital. In the event of any litigation on the status of the deployed staff, the GM
Hospital shall not be a necessary party. However, in any event, either by the deployed
persons or on order of a Court of Law, if the NTS, GM Hospital is made necessary
parties in dispute to adjudicate the matter, the contractor shall reimburse the
expenditure borne by the GM Hospital for such.

3.5 The contractor shall be fully responsible for the conduct of his staff.

3.5.1 The cleaning/housekeeping staff shall not divulge or disclose any details of
operational process, technical know-how, confidential information, security
arrangement, administrative matters, to third person(s).

3.5.2 The staff deployed should be disciplined, entailed on enforcing prohibition of

alcoholic drinks, pan, smoking, loitering without work, gambling etc. any illegal,
disruptive, immoral act in the NTS, GMH campus.

3.5.3 The staff should be sensitive in dealing with patients and persons accompanying
patients and also the public at large visiting the NTS, GM Hospital

3.5.4 The contractor and his staff shall take proper and reasonable care and precautions
to prevent loss, destruction, waste or misuse in any area within its scope of
responsibilities in the NTS,GMH and shall not knowingly lend to any person or identity
any of the effects, assets or resources of the NTS GM Hospital, under its control.

3.5.5 Any loss/ damage etc. to the property, persons (including to patient-parties) of the
NTS, GM Hospital due to negligence/ any action on part of contractor or his staff,
established after an enquiry by authorized representative(s) of the NTS, GM Hospital
authority/any higher authority of the Government; shall be recovered from the
contractor through appropriate method without prejudice to any other rights and
remedies available to the NTS, GM Hospital under the contract.

3.5.6 Any misconduct/ misbehaviour by any cleaning/housekeeping staff deployed by

the Contractor shall be promptly dealt with by the Contractor. If competent authority
of the NTS, GM Hospital to desires, such staff shall be immediately replaced by the
contractor at his own risk, cost and responsibilities, with written intimation to the
competent authority about such move.

Page 18 of 44
 3.6 The contractor shall maintain a pool of standby cleaning/housekeeping staff, so that
he can substitute an absentee staff with a reliever of equal status. If any required
worker is absent from duty on any occasion, Liquidated Damages as per GCC clause 9
shall be imposed.

3.7 Training on behavioural aspects and ethics to the Security/cleaning/housekeeping

staff deployed at the NTS, GMH, Kalyani should be conducted regularly by the
Contractor. Training report for the same shall be submitted by the contractor to the
MCH authority half-yearly.

3.8 Appropriate measures for the health and safety of the

Security/cleaning/housekeeping staff deployed at the NTS should be undertaken by the
Contractor regularly. A report regarding the same shall be submitted by the contractor
to the NTS authority half-yearly.

3.9 The attendance sheet in respect of the security/cleaning/housekeeping staff deployed

at NTS shall be authenticated daily by a designated supervisory staff of contractor and
countersigned by an appropriate authority of NTS authority. The attendance sheet shall
be submitted by contractor along with the monthly bill payable to him by NTS.

4. Suggestion Book

4.1 The contractor shall meet the competent authority of NTS at mutually agreed.
Intervals to take feedback on the cleaning/ housekeeping services being provided by it
and rectify deficiencies accordingly.

4.2 The Contractor shall maintain a Suggestion book for comments on the services
rendered by it and submit an 'Action Taken Report' on it to the competent authority of
the NTS half-yearly.

5. Modification of Contract

5.1 If necessary the competent authority of the NTS, GM Hospital may, by a written
order given to the Contractor at any time during the currency of the contract, amend
the contract by making alterations and modifications within the general scope of
contract in any one or more of the following: a) Requirements and Specifications of the
goods and /or services. b) Any other area(s) of the contract, as felt necessary by the
purchaser depending on the merits of the case.

5.2 In the event of any such modification/ alteration causing increase or decrease in the
cost of goods and/ or services to be supplied and provided, or in the time required by
the Contractor to perform any obligation under the contract, an equitable adjustment
shall be made in the contract price and/ or contract delivery schedule, as the case may
be and the contract amended accordingly. If the Contractor doesn't agree to the
adjustment made by the competent authority of the NTS, the Contractor shall convey
its views to NTS authority within 15 (fifteen) days from the date of the Contractor's
receipt of the NTS authority's amendment/ modification of the contract.

Page 19 of 44
6. Terms and Mode of Payment

6.1 Payment shall be made in Indian Rupees subject to recoveries, if any, by way of
liquidated damages or any other charges as per terms and conditions of contract.

6.2 The Contractor shall raise bills in Proformaas per Section XII: Proforma of
monthly-bill to be submitted by Bidder for all payments due to him at the end of each
month. He shall submit the bills, along with necessary supporting documents in
triplicate to MCH authority.

6.3 Along with the above bill the Contractor shall certify and submit supporting
documents for the following:

i. The attendance sheet in respect of the cleaning/ housekeeping staff deployed at

NTS, GM Hospital, authenticated daily by a designated supervisory staff of contractor
and countersigned by an appropriate authority of NTS, GMH.

ii. Date on which wages of the workers were credited to their bank accounts in the
preceding month. (The bank statement showing monthly salary paid through ECS to
the security/cleaning/housekeeping staff deployed at the NTS, GMH, in the preceding
month shall be submitted for verification)

iii. The ESI Contribution relating to workers (copies of ESI Cards of workers, copy of
ESI deposit challan shall be enclosed)

iv. EPF Contribution relating to workers (copies of EPF numbers of workers, copy of
EPF deposit challan shall be enclosed)

v. Self declaration, "We are complying with all statutory Labour laws in vogue and as
amended up-to-date, including the Minimum Wages Act".

6.4 For the cleaning/ housekeeping staff, payment shall be made for only those
employees, who were on duty during the month. The payment shall be restricted to the
salary paid to them by the contractor as per the statutory requirements. No payment
shall be made for absentee employees.

6.5 Payment shall be made after the 'Work Done Satisfactorily' Certificate is issued
against the bill by the competent authority of the NTS, GMH.

6.6 The contractor shall be absolutely and exclusively responsible for the payment of
salary for the security/cleaning/housekeeping staff deployed at the NTS, GMH on or
before the 7th of each succeeding month to protect the interest of security/cleaning/
housekeeping staff and ensure smooth running of security/cleaning/housekeeping in
NTS, GMH, irrespective of whether or not he may be able to raise and submit bills or
receive payments from NTS, GMH by that time.

6.7 The contractor shall provide the mandate form for ECS payment to its
housekeeping employees.

Page 20 of 44
7. Variation, Delay in the Contractor's performance

7.1 The Contractor shall deliver the goods and perform the services under the contract
as per quality, quantity and within the time schedule specified by the NTS, GMH
authority in the relevant clauses of the contract.

7.2 Subject to the provision under GCC clause 12 any unexcused variation in quality,
quantity, delay by the Contractor in maintaining its contractual obligations towards
delivery of goods and/ or performance of services shall render the Contractor liable to
any or all of the following sanctions: (i) imposition of liquidated damages, (ii) forfeiture
of its performance security (iii) termination of the contract for default.

7.3 If at any time during the currency of the contract, the Contractor encounters
conditions hindering timely delivery of the goods and/ or performance of services, the
Contractor shall promptly inform the Purchaser in writing about the same and its likely
duration and make a request to the MCH authority for extension of the delivery
schedule accordingly. On receiving the Contractor's communication, the MCH
authority shall examine the situation as soon as possible and, at its discretion, may agree
to extend the delivery schedule, with or without liquidated damages for completion of
Contractor's contractual obligations by issuing an amendment to the contract.

8. Performance Security

8.1 Within 15 (fifteen) days from date of the issue of notification of award by the
Institution, the Contractor, shall furnish performance security to institute for7% of the
Months' Gross Amount Payable to Contractor [as per Row 22 of Schedule of Payment
under Section XII: Proforma of Monthly Bill to be Submitted by Bidder] as per
applicable rates on date of commencement of contract. The Performance Security shall
be refunded on the the end of the contract period and its extensions thereof provided
the work done by the successful bidder has been satisfactory and no complains are
pending.

8.2 The Performance security shall be deposited in Indian Rupees to the state
government through TR Challan under head of account 8443-00-103-Earnest Money-
01-07-Deposit.

8.3 In the event of any failure /default of the Contractor with or without any
quantifiable loss to the NTS, GMH, the amount of the performance security is liable to
be forfeited. The NTS, GMH may do the needful to cover any failure/default of the
Contractor with or without any quantifiable loss to the NTS, GMH.

8.4 In the event of any amendment issued to the contract, the Contractor shall, within
21 (twenty-one) days of issue of the amendment, furnish the corresponding amendment
to the Performance Security (as necessary), rendering the same valid in all respects in
terms of the contract, as amended.

8.5 Subject to GCC sub — clause 8.1 and 8.3 above, the Purchaser will release the
Performance Security without any interest to the Contractor on completion of the
Contractor's all contractual obligations.

Page 21 of 44
8.6 No Interest will be offered on the Performance security.

9. Liquidated damages

9.1 Subject to GCC clause 12, if the Contractor fails to deliver any or all of the goods
and/ or fails to perform the services within the time frame(s) and other clauses
incorporated in the contract, the Purchaser shall, without prejudice to other rights and
remedies available to the institute under the contract, deduct from the contract price, as
liquidated damages, a sum equivalent to 5% (five percent) of the Monthly Management
Fee) per occasion of default/ per week or part thereof of delay until the completion of
delivery and/ or performance; subject to a maximum of 30% (thirty percent) of the
Monthly Management Fee) in any calendar month. Once the maximum is reached
Purchaser may consider termination of the contract as per GCC 10.

10. Termination for default

10.1 The Purchaser, without prejudice to any other contractual rights and remedies
available to it (the Purchaser), may, by written notice of default sent to the Contractor,
terminate the contract in whole or in part, if the Contractor fails to deliver any or all of
the goods and/ or perform the services and/ or fails to perform any other contractual
obligation(s) as specified in the contract, or within any extension thereof granted by the
institute pursuant to GCC sub-clause 7.3.

10.2 In the event the institute terminates the contract in whole or in part, pursuant to
GCC sub-clause 10.1 above, the institute may procure goods and/or services similar to
those cancelled, with such terms and conditions and in such manner as it deems fit and
the Contractor shall be liable to the institute for the extra expenditure, if any, incurred
by the institute for arranging such procurement.

10.3 Unless otherwise instructed by the institute, the Contractor shall continue to
perform the contract to the extent not terminated.

11. Termination for insolvency

11.1 If the Contractor becomes bankrupt or otherwise insolvent, there institute reserves
the right to terminate the contract at any time, by serving written notice to the
Contractor without any compensation, whatsoever, to the Contractor, subject to further
condition that such termination will not prejudice or affect the rights and remedies
which have accrued and / or will accrue thereafter to the institute.

12. Force Majeure

12.1 Notwithstanding the provisions contained in GCC clauses 7, 9 and 10, the
Contractor shall not be liable for imposition of any such sanction so long the delay
and/or failure of the Contractor in fulfilling its obligations under the contract is the
result of an event of Force Majeure.

12.2 For purposes of this clause, Force Majeure means an event beyond the control of
the Contractor and not involving the Contractor's fault or negligence and which is not
foreseeable and not brought about at the instance of, the party claiming to be affected

Page 22 of 44
by such event and which has caused the non—performance or delay in performance.
Such events may include, but are not restricted to, acts of the Purchaser either in its
sovereign or contractual capacity, wars or revolutions, hostility, acts of public enemy,
civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restrictions,
strikes excluding by its employees, lockouts excluding by its management, and freight
embargoes.

12.3 If a Force Majeure situation arises, the Contractor shall promptly notify the
institute in writing of such conditions and the cause thereof within 7 (seven) days of
occurrence of such event. Unless otherwise directed by the Purchaser in writing, the
Contractor shall continue to perform its obligations under the contract as far as
reasonably practical, and shall seek all reasonable alternative means for performance
not prevented by the Force Majeure event.

12.4 If the performance in whole or in part or any obligation under this contract is
prevented or delayed by any reason of Force Majeure for a period exceeding thirty
days, either party may at its option terminate the contract without any financial
repercussion on either side.

12.5 In case due to a Force Majeure event the Purchaser is unable to fulfil its
contractual commitment and responsibility, the Purchaser will notify the Contractor
accordingly and subsequent actions taken on similar lines described in above sub-
paragraphs.

13. Termination for convenience

13.1 The Purchaser reserves the right to terminate the contract, in whole or in part for
its (Purchaser's) convenience, by serving written notice on the Contractor at any time
during the currency of the contract. The notice shall specify that the termination is for
the convenience of the Purchaser. The notice shall also indicate interalia, the extent to
which the Contractor's performance under the contract is terminated, and the date with
effect from which such termination will become effective.

14. Governing language

14.1 The contract shall be written in English language. All correspondence and other
documents pertaining to the contract, which the parties exchange, shall also be written
accordingly in that language.

15. Notices

15.1 Notice, if any, relating to the contract given by one party to the other, shall be sent
in writing or by cable or telex or facsimile and confirmed in writing. The procedure will
also provide the sender of the notice, the proof of receipt of the notice by the receiver.
The addresses of the parties for exchanging such notices will be the addresses as
incorporated in the contract.

15.2 The effective date of a notice shall be either the date when delivered to the recipient
or the effective date specifically mentioned in the notice, whichever is later.

Page 23 of 44
16. Resolution of disputes

16.1 If dispute or difference of any kind shall arise between the institute and the
Contractor in connection with or relating to the contract, the parties shall make every
effort to resolve the same amicably by mutual consultations.

16.2 If the parties fail to resolve their dispute or difference by such mutual consultation
within twenty-one days of its occurrence, then, either the Purchaser or the Contractor
may give notice to the other party of its intention to commence arbitration, as
hereinafter provided the applicable arbitration procedure will be as per the Arbitration
and Conciliation Act, 1996 of India. In the case of a dispute or difference arising
between the institute and a Contractor relating to any matter arising out of or
connected with the contract, such dispute or difference shall be referred to the sole
arbitration of an officer in the Department of Health and Family Welfare, Government
of West Bengal, appointed to be the arbitrator by the Principal Secretary to that
Department. The award of the arbitrator shall be final and binding on the parties to the
contract subject to the provision that the Arbitrator shall give reasoned award in case
the value of claim in reference exceeds Rupees One Iakhs (Rs. 1,00,000/-)

16.3 The venue of arbitration shall be the place from where the contract has been
issued, i.e., Kolkata, India.

17. Applicable Law and Legal Suits

17.1 The contract shall be governed by and interpreted in accordance with the laws of
India for the time being in force.

17.2 All disputes would be decided at the Kolkata jurisdiction.

18. General/ Miscellaneous Clauses

18.1 Nothing contained in this Contract shall be constructed as establishing or creating

between the parties, i.e. the Contractor on the one side and the institute on the other
side, a relationship of master and servant or principal and agent.

18.2 Any failure on the part of any Party to exercise right or power under this Contract
shall not operate as waiver thereof.

18.3 The Contractor shall notify the institute of any material change that would impact
on performance of its obligations under this Contract.

18.4 Each member/constituent of the Contractor, in case of consortium shall be jointly

and severally liable to and responsible for all obligations towards the institute for
performance of contract/services including that of its Associates/Sub Contractors under
the Contract.

Page 24 of 44
18.5 The Contractor shall, at all times, indemnify and keep indemnified the institute
against any claims in respect of any damages or compensation payable in consequences
of any accident or injury sustained or suffered by its employees or agents or by any
other third party resulting from or by any action, omission or operation conducted by
or on behalf of the Contractor/its associate/affiliate etc.

18.6 All claims regarding indemnity shall survive the termination or expiry of the
contract.

Surgeon Superintendent
Gandhi Memorial Hospital
Kalyani, Nadia

SECTION VI : REQUIREMENTS and EMD

Part : 1 Table of requirements

SL. GOODS AND SERVICES No. EMD Rs.

NO
Semiskilled Security/Housekeeping & Rs. 30,000/-(The
Cleaning staff with uniform and I- purchaser shall fix as EMD
Card for, Nursing School, Nursing
Hostels, Toilets, Periphery of the
an amount equal to 2%
(two percent) of the
1. Buildings, Road cleaning, clearance of 09
chocking (round the clock) current monthly bill for
security /housekeeping
services being paid by the
NTS, GMH. Kalyani, Nadia)
Supervisor for monitoring and
2. supervision in all 3 shifts, 7 days of .....
week
2 (two) sets of uniforms per year, I-
Cards to all workers. Gum boots,
hand gloves, safety goggles, masks,
safety gears etc. to those required.
3. Quality and colour code of such shall
be as approved by competent
authority of NTS, GMH. All charges
for these items of attire shall be borne
by the bidder.
Machines, equipment, tools and
tackles, small or big, covered trolleys,
other items required for the job. All
4.
charges for using services of these
housekeeping equipment shall be
borne by the bidder.
Administrative, management,
5.
incidental services to conduct the job
Licences, if any required for
6.
housekeeping services at the site.

Page 25 of 44
Part: 2 Housekeeping consumables like cleaning materials, soap solutions, room
fresheners, naphthalene balls, disinfectants, deodorants, dust bins, dust pans, brushes,
brooms, sponge, scrubbers, dusters, wipers, buckets, mops, coloured waste disposal
bags etc. shall be provided by the NTS, GMH.

Part: 3 The bidders are requested to make an onsite assessment

of the Security/housekeeping & cleaning job in the NTS, GM Hospital,
Kalyani, Nadia before quoting rates for this tender.

SECTION VII : SPECIFICATIONS :

Norms of Services to be provided for NTS, GM Hospital, Kalyani, Nadia :

1. SECURITY SERVICES :

a) The agency should deploy security personnel having military or para military
or guard bearing/background with commendable past record. They should
be well built and experienced in establishment security.
b) Deployed personnel engaged by the agency will draw their remuneration and
coverage under EPF, ESI. etc, from the agency and will not claim any
employment benefit or any other benefits from the Government under any
circumstance at any point of time.
c) All categories of working men of the agency shall perform duties in well
dressed uniform provided by the agency under the instruction of the
Department of Health & Family Welfare, Govt. Of West Bengal. Any
personnel of the agency without wearing uniform shall shot be normally to
perform duty.
d) The deployment will be normally for the period of 3 years but it can be
terminate by 60days notice from other side. If required the contract may be
extended at the same rate and same terms & conditions for further period of
a part thereof. The deployed staff on duty may be utilize for any other duty
or any works under emergent situations. If any other refused, he will be
permanently removed from the site.
e) The staff on duty shall be withdrawn and replaced if reported misbeheaved/
Undisciplined/negligent in duty.
f) Acceptance of lowest tender is not mandatory.
g) Manpower may be reduced or increased at the same rate and same terms &
conditions at any time during the contract period.
h) No claim for revision of contracted rate and change of terms & conditions
shall be allowed at any stage during the contract period or extended contract
period. All personnel shall have to perform shift duties nas required.
i) Pilferage and theft of government goods and materials is to be prevented and
those indulging in these practices are to be apprehended.
j) INDEMNITY TO NTS : If in areas entrusted to the security and support
services, pilferage/theft/damage of school materials detected, the hospital

Page 26 of 44
 Superintendent shall be at liberty to make good the loss from the security
deposit/any dues payable to the contractor. It shall be the responsibility of
the contractor to ensure that no loss or damage occurs to government
property in areas under his control.
k) Prevention of smoking and sale to tobacco products within the hospital’s
premises.
l) Prevention of sale and use intoxicants within the hospital’s premises.
m) To intimate to the Hospital Superintendent or his representative of any
intelligence in put regarding any law and order situation/pilferage or any
such matter of importance.
n) All services areas under their control are opened & cleaned and closed on
time and keys handed over to the proper authorities.
o) The contractor shall issue the photo identity card, after approving from the
Superintended, for the employees engaged by him and their name plates
should be exhibited on the uniform.
p) Contractor will be fully responsible for any accident or mishaps involving
workers engaged by the Contractor and Contractor would play claim made
on his part. The contractor shall indemnify the school authority from any
claims arising out of accident, disabilities of any nature by the Contractor.
q) The Contractor shall be employed of all workmen deputed by his for the
purpose of security services and shall be liable entirely, to the exclusion of
anyone else, for payment of wages as also for the observance of all statutory
requirements including of deposit of PF contribution /ESI contribution etc
and or filing of the return.
r) It will be the sole responsibility of the Contractor to abide by the provision of
the following acts as to the workmen engaged by him for performance of this
contract.
1) Employment of children Act
2) Workmen compensation Act
3) Employment of Labour/Contract Labour Act
4) Industrial Employment (Standing Order)Act 1946
5) Contract Labour (Regulation and Abolition) Act 1970
6) Minimum wages Act
7) Employee Provident Fund Act
8) ESI Act
9) Any other act or legislation which may govern the nature of contract
10) Any other or act or rule as may be inb forced and made applicable to the
workmen/Supervisor/other persons as may be deployed by the Contractor
for carrying out the assigned jobs involving use of skilled, semi skilled ir
unskilled workmen.
s) Manning of the entry round the clock
t) Crowd control as and when required including crisis management
u) Touts, if any, should be removed from the premises.
v) The whole NTS campus should be covered (Patrol) of the security person in
regular manner and all theft aborted.

Page 27 of 44
 2. COOKING SERVICES : The services provider is expected to provide
following minimum norms of service at NTS, GMH :

a) Cooking and serving meals (Lunch and Dinner) on the basis of 24x7 services
backup.
b) Manning and control of stock and inventories.
c) Cleaning of utensils, kitchen and serving items.
d) Security of the equipment, utensils and auxiliary areas.
e) Security of the equipments, utensils and other items in the nursing school.
f) Maintained of the equipment in the kitchen and dining area.
g) Maintained of book, ledger other record and documents related to running
the school.
h) Deployment and supervision of required man power for the above
i) Mentioned tasks, worker are liable to periodical health check up.
j) Menu should be decided by mutual understanding between vendor and
institute authority/Institute committee.
k) Quality services should be maintained and rate of meal decided by
constituted committee.
l) For cooking only coal/gas supply should be used, (Use of any electric
appliances for cooking purpose shall not be allowed). Charges for other
electricity and water use shall be levied as per the rules.
m) Entire furnished and their maintenance including dinning hall, catering
cooking should be provided and maintained by vendor.
n) The Kitchen, dinning hall hand wash area, dish wash area etc. will be washed
with water and soap solution and moped , after every meal ()breakfast, lunch,
snack and dinner and wick be disinfected once in a month or as and when
required.
o) The garbage collected from the kitchen, dinning halls, dish area will be
disposed off every morning through institute garbage van in closed bins by
separation of bio degradable waste from non biodegradable waste. The
surrounding shall be kept clean and hygienic

As can be noted from the above , operational services shall NOT INCLUDE
preparation of menu and any policy matter related to running the service. All
such decision will be direct responsibility of the Institute authorities/Institute
Committee.

3. CLEANING & MANAGEMENT OF CLEANINGSERVICES

A) The office floors, chambers, common areas, stair cases, driver restroom,
rooftops, Building room, open space campus roads, garden etc. As well as
parking area shall be swept daily by stick broom, brash m, Jute etc and shall
be carried out daily. The cleaning of toilets, bathroom and floor is to be
completed before 9.30 AM. The sweeper has to be remained present at their
respective floor upto 2.00 PM.

Page 28 of 44
 B) Sufficient number of basket to be kept in each floor and will be empited and
the garbage will be carried to garage dump earmarked inside the premises
for lifting by the municipality.
C) Cleaning of glass panes by using good quality cleaning products shall be done
weekly.
D) Cleaning of curtains to be done in every three month.
E) Sweeping/cleaning the area to be swabbed with net cloth and long handle
sweep stick every day. Stair cases will be swabbed daily. The premises to be
kept dry and clean.
F) Carpet to be cleaned by vacuum cleaner once in a week.
G) Cleaning of door, window, ceiling fans, A.C Chair, tables, tables racks,
shelves, almirahs and equipment/machineries/appliances etc. And other
specific here but necessary to be done daily/Periodically.
H) BATHROOM CLEANING

All toilets under areas of cleaning will have to be cleaned daily before
working hours and after Tiffin hours. These should be disinfected and kept
Odour free using good quality disinfectants. Urinals, commodes and wash
basin shall be cleaned daily with good quality disinfectants and cleaning
agents. In addition, the toilets attached to chambers shall be cleaned daily
before/after working hours.

In addition, the agency shall deploy sweepers during working hours to ensure
bathroom cleaning , picking up litter and cleaning of anything as necessary
tie ensure good standard of decent and hygienic conditions. Materials
required in connection with services will be supplied by the department as
per requisition to be submitted by the agency well in advance so that such
services are not hampered in any manner.

3. SEHEDULE OF WORK AND SPECIAL TERMS AND CONDITION FOR

MENIAL WORKERS

Minimum Norms of services.

A) Every Menial worker will be expected to present daily in each shift ( Each
shift implies 8 (eight) hrs of continuous duty with ½ an hour break in
between. .
B) He should attain to Principal Office, Training School Office, Sister Tutor
Room for different work as prescribed by the authority of the school.
C) He should responsible to cutting Jungle, grass and maintain the garden of
Training School, Pouring the water to the flower plants and may be the
case.
D) He should perform the duty for shifting the furniture and other job such
as despatch official letters, messages, attaining telephone etc.
E) If any complain against any person/received the school authority will
have the right to debar the said person/immediately considering the
gravity of the complain, in that case anew person/s is to be provided
forthwith.

Page 29 of 44
Miscellaneous Duties:

1. Perform all tasks as provided in the Bio Medical Waste Management Plan and
Policy of the Hospital.

2. Other Cleaning and Housekeeping jobs as entrusted by the Administrative

Officer on duty time by the Principal or his authorised representative.

Cleaning of uncovered space:

This relates to open spaces like courtyards in between Hostel building,

Administrative Office, Hostels and front entrance portico etc.

1. The entire area is to be swept and/or cleaned once daily as directed by the
Principal or his authorised person. All litter and waste materials are to be
collected and disposed as per the waste management plan of the Hospital.

2. The drains are to be cleaned and de-clogged weekly. Disinfectants are to be

spread after cleaning.

3. De-weeding, removal of undergrowth, cutting of grass to be done weekly.

4. Septic tanks, gully pits etc are to be cleaned and cleared monthly.

5. Outside fagade, sills, ledges are to be cleaned monthly.

6. To perform any cleaning works as directed by the Principal or his authorised

person

PROVISION OF MATERIALS:

a. The NTS, GMH authorities will provide the contractor's workers with all materials
and consumables required for the cleaning and disinfection of the NTS, GMH. At the
beginning of the start of the contract, the supervisor shall make out and hand over to
the Principal or his designated representative, a list of quarterly requirements of
materials and consumables. The NTS, GMH authorities shall provide to the supervisor,
on time to time, the materials and consumables based on an objective assessment of the
indent. The workers should ensure that the supplied materials and consumables are
used judiciously without wastage or pilferage. Wastage or pilferage of supplied
materials will attract the provision of recovering the cost of items from the bills or
security deposit of the contractor.

b. The responsibility of maintenance of the cleaning aids, items in the toilets, and waste
trolleys shall lie with the contractor. Whenever the NTS, GMH authorities provide any
cleaning aids, items in the toilets, and waste trolleys or any such other equipment, the
contractor shall prior to taking them over, prepare a list indicating the actual present
condition of the items and on termination of the period of contract hand them over in
same condition. During period of use, necessary care to prevent damage shall be taken
otherwise the damaged goods have to be replaced with similar items at contractor's own
cost.

Page 30 of 44
SECTIONN VIII : Tender Application Form
To
The Surgeon Superintendent
Gandhi Memorial Hospital,
Kalyani, Nadia

Sub: NIT for cleaning and house-keeping services for the Nursing Training School,
Gandhi Meorial Hospital, Kalyani, Nadia for the year 2015-17

Ref: - GMH, N.I.T. No ………… ………………………………………………..dated ……………………..

Sir
We, the undersigned have examined the above NIT Document, the receipt of
which is hereby confirmed. We now offer to supply and
deliver___________(Description of goods and or services) in conformity with your
above referred document for the sum, as shown in the price schedule/Bill of
Quantity attached herewith and made part of this bid.

If our bid is accepted, we undertake to supply the goods and perform the
services as mentioned above, in accordance with the delivery schedule specified
in the List of Requirements and Consignee list. We further confirm that, if our bid
is accepted, we shall provide you with a performance security of required amount
in terms of GCC clause 8, for due performance of the contract.

We agree to keep our bid valid for acceptance as required in the GIB clause 11,
or for subsequently extended period, if any, agreed to by us. We also accordingly
confirm to abide by this bid up to the aforesaid period and this bid may be
accepted any time before the expiry of the aforesaid period. We further confirm
that, until a formal contract is executed, this bid read with your written
acceptance thereof within the aforesaid period shall constitute a binding contract
between us.

We further understand that you are not bound to accept the lowest or any bid
you may receive against your above-referred tender enquiry.

We confirm that we do not stand deregistered/banned/blacklisted by any

Government Authorities/ Organization/ Institution etc.

Brief of court/legal cases pending, if any, are following:

We would authorize and request any Bank, person, Firm or Corporation to

furnish pertinent information as deemed necessary and/or as requested by the
INSTITUTION to verify this statement.

We confirm that we fully agree to the terms and conditions specified in above
mentioned TE document, including amendment/corrigendum if any..

(Signature with date) ( Name and designation) Duly authorised to sign bid
for and on behalf of Bidder.

Page 31 of 44
 SECTION IX: PROFORMA FOR PERFORMANCE STATEMENT

PERFORMANCE STATEMENT FOR THE PERIOD OF LAST 3 YEARS

(Submit with documentary evidence)

Tender Reference No: _____________________________________

Date of opening : _____________________________________
Time : ________________________________
Name of the Bidder : __________________________________________

Address of the Bidder : ___________________________________________________

Order placed Order Goods Period No. & No. & Value Was the
by (full No. and of type of Types of of Contract
address of and services Contrac emplo equipm order performed
Purchaser) date Ordered t yee s ent used (Rs.) Satisfactorily
For deploy (attach
ed documentary
evidence)**
1 2 3 4 5 6 7 8

Dated : Signature and seal of the Bidder

**The documentary evidence will be a certificate or bill paid by the purchaser/

consignee/end user with cross- reference of order no. and date, preferably with a
notarized certification authenticating the correctness of the information
furnished.

Page 32 of 44
SECTION X : Price Schedule/Bill of Quantity
[Directions to bidders for quoting prices online: The online Bill of Quantities (BOQ) will
contain many columns. Please consider only the following columns in BOQ and quote
your all inclusive price, (excluding Service Tax) for supply of one unit of goods and/ or
services you intend to bid for in Column number seven(7) titled as 'Basic Price (in Rs)'
of the BOQ. Service Tax shall be paid for by the purchaser as applicable. Minimum
wages, bonus, entitlement, dues etc. as per the relevant statues in vogue shall be paid for
by the purchaser as revised from time to time.

SI. No. Item Description (Col. 2) Quantity Units Basic Price (in
(Col. 1) (Col. 4) (Col. 5) Rs)(Col. 7)
1 The bidder shall quote a 'Management Fee' for [
providing goods and/ or services, as applicable
in the tender. The Management Fee shall be
quoted as a percentage of the total Statutory
Monthly Emoluments payable to the total
number of (unskilled + semi-skilled + skilled)
workers deployed for housekeeping services in
the NTS, GM Hospital. Here 'Statutory Monthly
Emoluments' shall mean amount payable as
per Row 12 of Schedule of Payment under
Section- XIII: Proforma
of Monthly Bill to be submitted by the Bidder.
Service Tax as applicable from time to time
shall be paid extra. No additional charges,
taxes etc. will be paid. The bidder may quote
upto a maximum of 10% (ten percent) as
Management Fee.

[For example: If you quote the figure '5', it

means that you will charge 5% (five percent) of
total Statutory Monthly Emoluments payable to
the total number of (unskilled + semiskilled +
skilled) workers deployed for housekeeping
services in the NTS, GM Hospital as
Management Fee per month. Service Tax as
applicable from time to time shall be paid extra.
No additional charges, taxes etc. will be paid.
You may quote upto a maximum of 10% (ten
percent) as Management Fee.]

Total Tender price in Rupees :....................( a figure will be computed by software by

default)
In words :...................( a figure will be computed by software by default)

Note:
1. If there is a discrepancy between the unit price and total price, THE UNIT PRICE
shall prevail.
Upload with digital signature of authorized personnel of Bidder

Page 33 of 44
 Government of West Bengal
Gandhi Memorial Hospital
Office of the Surgeon Superintendent
Kalyani, Nadia
Phone No (033) 25828298
E mail: [email protected]
SECTION XI : CONTRACT FORM
Contract no: Dated:

This is in continuation to this office's Notification of Award No :------------Dated:----------

1) Name & address of the Contractor : ------------------------------------------

_____________________________________________________________

2) NTS, GMH, TE document No : -------------------- Dated:---------------and

subsequent Amendment No: --------------------- dated: ------------- (if any), issued
by the Medical college & Hospitals, Kolkata-73.

3) Contractor's Bid No :---------------------------dated:----------------and subsequent

communication(s) No:--------------------------dated: ---------------(if any), exchanged
between the Contractor and the purchaser in connection with this tender.

4) In addition to this Contract Form, the following documents etc, which are
included in the documents mentioned above, shall also be deemed to form and be
read and construed as integral part of this contract:

i. Notice Inviting Tender

ii. Preamble
iii. General Instructions to Bidders (GIB)
iv. General Conditions of Contract (GIC)
v. Requirements
vi. Specifications
vii. Tender Application Form furnished by the Contractor
viii. Price Schedule(s) furnished by the Contractor in its bid
ix. Purchaser's Notification of Award

5 Some terms, conditions, stipulations etc. out of the above-referred documents are
reproduced below for ready reference:

Page 34 of 44
 5.1 Brief particulars of the goods and/ or services which shall be supplied/ provided
by the Contractor are as under:

Schedule Brief Description of Services Quantity Unit Total

No. Price Price

5.2 Financial limit to contract

5.3 Requirements and EMD
5.4 Consignee List
5.5 Variation, Delay in the Contractor's performance
5.6 Any other additional services (if applicable) and cost thereof:
5.7 Performance Security
5.8 Housekeeping Staff to be deployed by Contractor at MCH/ Hospital
5.9 Terms and Mode of Payment
5.10 Liquidated Damages
5.11 Termination for Default
5.12 Termination for insolvency
5.13 Force Majeure
5.14 Termination for convenience
5.15 Notices
5.16 Resolution of disputes
5.17 Applicable Law and Legal Suits
5.18 General/ Miscellaneous Clauses
5.19 Assignment
Surgeon Superintendent
G M Hospital, Kalyani, Nadia For and on behalf of ___________________________
Received and accepted this contract (Signature, name and address of the Contractor's
executive duly authorised to sign on behalf of the Contractor)
For and on behalf of _________________________________
(Name and address of the Contractor) (Seal of Contractor)

Page 35 of 44
SECTION XII : Proforma of monthly-bill to be submitted by Bidder
(G.O. No. HF/MA/1661/4R-06/12 dt.6.9.12 specifies statutory emoluments to workers)

(The monthly-bill raised by the Bidder shall be addressed to the Head of the NTS, GM
Hospital, Kalyani, Nadia)

Contract No. : Dated:

SI Schedule of Payment Unskilled Semi Skilled
no (2) Worker skilled Worker
(1) (3) Worker(4) (5)
Rs. (Rs.) Rs.

A REIMBURSEMENT of Statutory
Emoluments Payable to Housekeeping
Personnel
1 Minimum Monthly Wage rate as per Labour
Department, Govt. of West Bengal per
Worker
2 Monthly EPF Contribution per Worker by
Employer @ 12% of wage
3 Monthly ESI Contribution per Worker by
Employer @ 4.75% of wage
4 EDLI Contribution payable per Worker by
Employer @ 0.5% of wage
5 Administrative Charges under EPF payable
per Worker by Employer @ 1.11% of wage
6 Bonus @ 8.33% of Wage
7
8
9
10 Gross Statutory Monthly Emolument per
worker (Rows 1+2+3+4+5+6+7+8+9)
11 Number of Workers
12 Total Statutory Monthly Emolument Payable
to all Workers (Rows 10 x 11)
13
B MANAGEMENT FEE, payable to Contractor for providing
Housekeeping Services
14 Management Fee (... % of Total Statutory Emoluments Payable, i.e., ...
% of Row 12)
15 Less: Liquidated Damages (Annex a Separate List)
16 Net Management Fee (Rows14 —15)
17 Service Tax on Net Management Fee
18 Education Cess on Service Tax
19 Higher Education Cess on Service tax
20
21
22 Gross Amount Payable to Contractor (Rows 13+16+17+18+19+20+21)
23 Less: Income Tax Deducted at Source on Net Management Fee (on Row 16)

Page 36 of 44
24
25
26 Net Amount Payable to Contractor [Rows 22 — (Rows 23+24+25)]
(Rupees in words ...................................................................... )
27 i. The attendance sheet in respect of the housekeeping staff deployed at NTS,
GMH authenticated daily by a designated supervisory staff of contractor and
countersigned by an appropriate authority of NTS, GMH, Kalyani, Nadia.

ii. The wages of workers were credited to their bank accounts on............ (date).
(The bank statement showing monthly salary paid through ECS to the
housekeeping staff deployed at the NTS, GMH in the preceding month shall be
submitted for verification)

iii. ESI Contribution relating to workers amounting to Rs.................... was

deposited on.......................... (date)
(copies of ESI Cards of workers, copy of ES1 deposit challan shall be enclosed)

iv. EPF Contribution relating to workers amounting to Rs..................... was

deposited on..........................(date)
(copies of EPF numbers of workers, copy of EPF deposit challan shall be
enclosed)

v. We are complying with all statutory Labour laws in vogue and as amended
upto date, including the Minimum Wages Act.

vi. ..................

vii. .................

viii. ..................

Page 37 of 44
 ANNEXURE I

Draft Affidavit Proforma

I Sri/Smt. ………………………………………………………………………
The Managing Director /Proprietor (etc.) of the Firm.
,……………………………………………………………… (Name of the firm)
At (address)…………………………………………………………………….…
P.O… …………………………………………………
P.S………………………………Dist……………………………………………
do hereby solemnly affirm and declare as follows:

1. That I have not ever been convicted of any offence making myself liable to be
disqualified to supply/Service of ....................................................................................to any
Govt. or Govt. undertaking Organization /Institution in the State of West Bengal or
other State or States.
2. That no case is pending against me or against my firm in any criminal court of
law to supply/Service of ...................................................................................................to the
Govt. or Govt. undertaking Organization / Institution in the State of West Bengal
or other State or States ( If any case is pending, state the details ).
3. That, I also declare that if any information subsequently found incorrect or
false will it automatically render the tender submitted by me cancelled and make
me liable for penal/legal action as per law of the country.
4. That I do further affirm that the statements made by me in this tender are true
to the best of my knowledge and belief and all the documents attached are
genuine & correct.

Deponent (s).

Page 38 of 44
 FORM `A’
FINANCIAL INFORMATION

Financial Analysis- Details to be furnished duly supported by figures in balance

sheet/profit & loss account for the last 3 years duly certified by the Chartered
Accountant, as submitted by the applicant to the Income Tax Department (Copies to be
attached).

Sl . NO Financial
2012 2013 2014
Statement
A Gross Annual
turnover on
Mechanized
& Automated
Cleaning
B Profit/Loss
After Tax

Signature of Bidder(s)

Signature of Chartered Accountant with Seal

Page 39 of 44
 FORM “B”
FORM OF BANKER’S CERTIFICATE FROM A SCHEDULED BANK

[LETTER HEAD OF BANK]

This is to certify that to the best of our knowledge and information

M/s..................................
…………………………………………………………
of...........................................................................................
(Address), customers of our bank are/is respectable and can be treated as good for any
Engagement up to a limit of Rs…..............
(Rupees.................................................................)
This certificate is issued without any guarantee or responsibility on the bank or any of
the officers.

Seal of the Bank (Signature) For the Bank

NOTE:
(1) Bankers certificates should be on letter head of the Bank, sealed in cover addressed
to tendering authority.
(2) In case of partnership firm, certificate should include names of all partners as
recorded with the bank.

Page 40 of 44
 FORM “C”

STRUCTURE & ORGANISATION

4. Name of address of the bidder:

5. Telephone no./Telex no./Fax no:

6. Legal status of the bidder (attach copies of original document defining the legal
status): ( Please Tick Mark)
An individual/ A proprietary firm/ A firm in partnership/
A limited company / Corporation

7. Particulars of registration with various Government Bodies (attach attested

Photocopy)

Institution/Place of registration Registration No.

a)
b)
c)
5 Name of Directors & Officers with designation to be concerned with this work.:

6. Designation of individuals authorized to act for the organization:

7. Was the bidder ever required to suspend construction for a period of more than six
Months:
8. Continuously after the commenced the construction? If so, give the name of the
project
and reasons of suspension of work:

9. Has the bidder, or any constituent partner in case of partnership firm, ever
neglected the
Awarded work before its completion? If so, give name of the project and reasons for
Neglect:
10. Has the bidder or any constituent partner in case of partnership firm, ever been
Debarred/blacklisted for tendering in any organization at any time? If so, give details:

11. Has the bidder or any constituent partner in case of partnership firm, ever been
Convicted by the court of law? If so, give details:

12. Any other information considered necessary but not included above:

Signature of Bidder(s)

Page 41 of 44
 LETTER HEAD OF THE TENDERER/BIDDER

To
The Surgeon Superintendent,
Gandhi Memorial Hos[ital,
Kalyani, Nadia

Subject: TENDER FOR OUTSOURCING OF CLEANING AND HOUSE- KEEPING SERVICES

FOR THE YEAR OF 2015-2017

Sir,

I/We have read and examined the Notice Inviting Tender, Specifications applicable, General
Rules and Directions, Conditions of Contract, Clauses of Contract, Special Conditions & other
Documents and Rules referred in the conditions of contract and all other contents in the tender
document for the work.

I/We hereby tender for the work specified for the Surgeon Superintendent Gandhi Memorial
Hospital, Kalyani, Nadia, within time specified in the tender document, Schedule of quantities
and in accordance in all respects with the specifications and instructions of the Conditions of
contract and with such materials as are provided for, by and in respects in accordance with,
such conditions so far as applicable.

I/We agree to keep the tender bid validity for 3 years from the due date of its agreement and not
to make any modifications in its terms and condition .A sum or Rs 30,000.00 has been deposited
in Bank Demand Draft of a Schedule Bank issued by a Schedule Bank as Earnest Money.

If I/We fail to furnish the prescribed Performance Guarantee 10 % work value within
prescribed period, I/We agree that the Surgeon Superintendent, Gandhi Memorial Hospital or
his successor in office, shall, without prejudice to any other right or remedy available in law, be
at liberty for forfeit the said Earnest Money and Performance Guarantee absolutely, otherwise
the said Earnest Money shall be retained by him towards Security Deposit, to execute all the
works referred to in the Bid Document upon the terms and conditions contained or referred to
therein and to carry out such deviations as may be ordered.
Further. I/We agree that in case of forfeiture of Earnest Money or both earnest Money
&Performance Guarantee as aforesaid, I/We shall be debarred for participation in the re-
tendering process of the work.

I/We hereby declare that I /We shall treat the tender documents and other records connected
with the work as secret/confidential documents and shall not communicate information/derived
therefore to any person other than a person to whom I/we am/are authorized to communicate
the same or use the information in any manner prejudicial to the safety of the Institution.

Dated: Signature of Tenderer/Bidder

Page 42 of 44
 SECTION XIII : FORMAT FOR CHECK LIST in respect of
“E- TENDER FOR OUTSOURCING OF CLEANING
AND HOUSEKEEPING FOR THE YEAR 2015-17”

NIT No. ………………........ Date …………

Name of the Tenderer: - ___________________________________________

Full Address of the Tenderer:

_______________________________________
________________________________________________________________
________________________________________________________________
___________________________________.

E-Mail: - ________________________________________________________

Contact person relating to vendor & Mob. No. :-

_________________________

Tendering as: Firm/Co-Operative Societies /Experienced Agency(Strike out

which is not applicable)

Average Annual Turn Over: Rs………………………………

Sl.No Items Pl mark  Page Remarks

no. ( for office
use only)
1 Application submitted in (Section –VIII) Yes No
Affidavit of non conviction affirmed
2 Yes No
before a First Class
Judicial Magistrate/Executive
Magistrate or Notary
Public (Annexure I)
3 Copy of Demand Draft of Rs 30,000/- in Yes No
favour of Accounts Officer, GM
Hospital, Kalyani as Earnest Money
4 Copy of PAN Card of the authorised Yes No
signatory :
5 Income Tax Returns submitted of last 3 Yes No
years.

Page 43 of 44
6 Service Tax, Professional Tax Regd. Yes No
Certificate
7 ESIC Registration certificate Yes No
8 EPFO Registration certificate Yes No
9 Registration under Contract Labour Yes No
(Regulation and Abolition)
10 Registration with Registrar of Yes No
Companies
11 Power of Attorney Yes No
12 Attested photo copy of proof of Yes No
holding Employees' Deposit-Linked
Insurance Policy.

13 Latest Service Tax paid Challans Yes No

14 Photo copy of registration certificate Yes No
under Employees State Insurance Act,
and under Employee Provident Fund
Act and also latest proof of the same
(Challans to be attached).

15 Form: - A Financial Information. Yes No

16 Form: - B Banker’s Certificate from a Yes No
Schedule Bank.
17 Performance Report of works referred Yes No
to in Section-IX
18 Form:-C Structure & Yes No
Organisation.
19 Letter head of the Tenderer /Bidder Yes No
20 Name of the payee/ recipient, Bank Yes No
account no with MICR code, IFSC of
the payee/recipient

Page 44 of 44