TENDER DOCUMENT

M/S_______________ Receipt No_____________

__________________ Date__________________

FOR

SUPPLY OF COOKED DIET

AT

DR.YS PARMAR GOVT. MEDICAL COLLEGE &

HOSPITAL NAHAN

DUE ON 24.08.2017 at 3.00PM

LAST DATE FOR RECEIPT OF BID UPTO 1.00PM on

SENIOR MEDICAL SUPERINTENDENT

DR. YS PARMAR GOVT. MEDICAL COLLEGE,

NAHAN

TECHNICAL PROPOSAL SUBMISSION FORM

Dated:-

LETTER OF BID

To

The Senior Medical Superintendent,

Dr. YSPGMC & Hospital Nahan.

Ref:- Invitation for Bid No.

We, the undersigned, declare that:

1.) We have examined and have no reservation to the Bidding Documents, include issued

in accordance with Instructions to Bidders.

2.) We offer to execute in conformity with the Bidding Document for Providing Cooked Diet

Services at Dr. YSPGMC & Hospital Nahan, District Sirmour, H.P.

3.) Our Bid shall be valid for a period of 180 days from the date fixed for the bid submission

deadline in accordance with the Bidding Documents and it shall remain binding upon us and

may be accepted at any time before the expiration of that period.

4.) If our bid is accepted, we commit to submit a performance security in accordance with the

Bidding Documents.

5.) We also declare that Govt. of HP or any other Govt. Body has not declared us ineligible or

blacklisted us on charges of engaging in corrupt, fraudulent, collusive or coercive practices

or any failure/lapses of serious nature.

6.) We also accept all the terms and conditions of this bidding document and undertake to abide

by them, including the condition that you are not bound to accept highest ranked bid/lowest

bid or any other bid that you may receive.

Yours Sincerely,

Authorised Signatory,

(Authorised person shall attached a copy of authorisation for signing on behalf of Bidding

company)

Full Name & Designation

(To be printed on Bidder’s

Letterhead)

INSTRUCTIONS TO BIDDERS

1. GENERAL:-

1.1 Sealed tenders are invited under Two Bid System- “TECHNICAL BID”& “PRICE BID” by

post/ in person from companies/ firms/ service providers for supply of cooked diet at Dr. YSPGMC

& Hospital Nahan, in accordance with terms& condition, laid here in the tender document.

1.2 The service provider shall engage adequate number of trained/ semi trained staff & manager for

preparation of supply of cooked diet kitchen services in Hospital campus according to the

requirement of hospital. This particular tender cover the scope of work mentioned in Annexure-2.

2. Eligibility Criteria:- The eligible Bidders need to fulfil the following:-

i.) They should have three years of experience of serving cooked diet in a 250 bedded govt.

Hospital.(Certificate of providing service from in charge ofprevious hospitals to be attached).

ii.) They should have a valid License under the Prevention of Food Adulteration Act1954, in the

name of the tenderer/ firm as well as license FSSAI Act 2006.

iii.) The bidder will produce a copy of work orders satisfactory from the previousemployer/ head of

the organization.

iv.) Tenderer should have minimum averageturnover of 50 Lac during last 03 years i.e 2014-15,

2015-16, 2016-17, duly verified by a Chartered Accountant.

v.) The firm should have registered office in Himachal Pradesh.

3. General Instruction:-

3.1 In the case of partnership, the bidder, to quality for award of contract, shall submit a power of attorney authorizing the signatories of the bid to commit each member of the partnership.

a) Memorandum of understanding/partnership deed shall be provided in case the bidder is a partnership.

b) One of the members of the partnership, to be nominated as in charge and this authorization shall be covered in the power of Attorney signed by the legally authorized signatories of all members of partnership firm. Managing Director can authorize anyPerson / authorized signatory.

3.2 Bidders shall submit an attested copy of PAN (Permanent Account Number) of the tenderer/firm issued by Income Tax Department in case of partnership firm the PAN should be in the name of firm only.

3.3 Bidder must submit copies of all documents required, duly self-attested, along with technical bid

or the tender.

3.4 Bidders are required to confirm and declare with his bid that no agent, middleman or any

intermediary has been, or will be, engaged to provide any services or any other item or work related to the award and performance of this contact. They will have to further confirm and declare that no agency commission or any payment which may be constructed as an agency commission has been or will be paid and that the price quoted will not include any such amount. If Dr. YSPGMC NAHAN subsequently finds any such evidence to the contrary, it reserves the

right to declare the Bidder as non-compliant and declare any contract if already awarded to the

bidder null and void. 3.5 Canvassing or offer of an advantage or any other inducement by any person with a view to

influence acceptance of a bid will be an offence under Laws of the land. Such action shall result in the rejection of the bid, in addition to other punitive measures as per relevant Rules.

3.6 No request for change of name by the tenderer once sealed bids are received shall be entertained.

4. One Bid per Bidder:-

Each bidder shall submit only one tender either by himself or through his authorized

representative. If a bidder participates in more than one bid,such bid or bids are liable to be rejected.

5. Cost of Bid:-

The bidder shall bear all costs associated with the preparation, methodology submissionof his bid and the Institute in no case shall be responsible or liable for these costs,regardless of the conduct or outcome of the tender process.

6. Visit to Department:-

The bidder is required to provide cooked dietservices to the institute as per scope work and is

advised to visit the hospital premises to assess the scope of services to be provided before

submitting the tender. The cost of such visit and survey will be borne by the bidder. It shall be

deemed that thecontractor has undertaken a visit to the work siteand is aware of the operational

conditions prior to the submission of the tender documents.

7. Tender Documents:-

7.1 The tender document comprises of :-

a) Forwarding letter/undertaking.

b) Notice of invitation of tender.

c) Price bid.

d) Terms and conditions.

e) One Self attested photograph.

f) Tender form of providing cooked diet services.

g) Scope of work.

h) An attested copy of PAN (Permanent Account Number) of the tenderer/firm issued by the Income

Tax Department. In case of partnership firm, the PAN should be in the name of the firm only.

i) An attested copy of valid License under the Prevention of Food Adulteration Act 1954 in the

name of the tenderer /firm as well as license under FSSAI Act 2006.

j) An Attested copy of the valid authorization letter given by the owner of the firm/agency in favour

of the firm/agency in favour of the authorized signatory.

k) Check list for technical evaluation.

l) Undertaking.

m) Form of Bank Guarantee for bid security.

n) Form of agreement.

o) Form of Bank Guarantee or Performance Bank Guarantee.

7.1.2 The bidder is expected to examine all instructions, Forms, terms and conditions in the tender

document. Failure to furnish all information required by the tender document or submission of a

tender not substantially responsive to the tender document in every respect will be at the bidder’s

risk and may result in rejection of his bid.

7.1.3 The bidder shall not make or cause to be made any alteration, erasure or Obliteration to the text of

the tender document.

7.2 Clarification of Tender Document:-

7.2.1 The bidder shall furnish and index of all documents enclosed with the bid and shall check the

pages of all documents against page number given in indexes and in the event of any discrepancy

or missing pages the bidder shall inform the office of the Sr. Medical Superintendent, Dr.

YSPGMC, Nahan before submitting his/her bid.

7.2.2 In case the bidder has any doubt about the meaning of anything contained in the tender document,

he shall seek clarification from Senior Medical Superintendent, Dr. YSPGMC Nahan. Any such

clarification if agreed to by Dr. YSPGMC, Nahan would be issued as addendum to the tender

document on the Dr. YSPGMC, Nahan web site only and issued bid document shall stand

corrected/detailed to that extent.

7.2.3 Except for any such written clarification by the Dr. YSPGMC Nahan, which is expressly stated to

be an addendum to the tender document issued by the office of the Senior MedicalDr. YSPGMC

Nahan, no written or oral communication, presentation or explanation by any other employee of

the department shall be taken to bind or fetter the Dr. YSPGMC Nahan under the contract.

8. Preparation of Bids:-

8.1 Language:-Bids and all accompanying documents shall be in English or Hindi. In case any

accompanying document is in other language, it shall be accompanied by an English translation.The

English version shall prevail in matters of interpretation.

8.2 Documents comprising the bid:-Tender document issued for the purpose of tendering as

described in Annexure-1 and any amendments issued shall be deemed as incorporated in the bid.

8.2.1 The bidder shall, on or before the date given in the Notice ofInvitation to Tender, submit his bid in

sealed envelopes clearly marked with the name of the tender.

8.2.2 One copy of the tender document and addenda, if any, thereto with each page signed and stamped

shall be annexed to acknowledge the acceptance of the same.

8.2.3(i) The bidder shall deposit bid Security i.e. Earnest Money Deposit (EMD)for an amount of Rs. One

lac in the form of FDR/Term Deposit Receipt from a Commercial Bank orBank Guarantee from

a Commercial Bank in an acceptable form in favour of the RKS, Dr. YSPGMC, Nahan along with

the tender document. The bid security shall remain valid for a period of one year.

(ii.) Bid securities of the unsuccessful bidders will be returned to them atthe earliest after expiryof the

final bid validity including extensionof validity, if any and latest on or before the 30th

day after

the award of the contract. No interest shall be payable on the same.

8.2.4 EMD in any other form or the FDR/ Term Deposit Receipt for a period less than two year or

amount less than Rs. One Lac for each service shall render the bid liable for outright rejection.

8.2.5 The bid shall be submitted in the office of Senior Medical Superintendent, Dr. YSPGMC, Nahan.

8.3 Bid Prices:-

8.3.1 Bidder shall quote the weekly lump sum rates for providing cooked diet services at Dr.YSPGMC,

Nahan in Indian Rupees for the entire contract on a “single responsibility” basis such that the

quoted price covers Service Provider’s all obligations mentioned in or to be reasonably inferred

from the tender document in respect of cooked dietservices at the Dr. YSPGMC, Nahan. They

should include all the expenses towardsservices cost oflabour consumables, uniform &identity

cards of cooks to be provided by theService Provider and all other statutory liabilities like

minimum wages as fix by theMinistry of Labour, Govt. of H.P./D.C. Rates (whichever is higher)

under the MinimumWages Act, 1948, ESI, EPF, contributions, service charges of the agency cost,

fuel andmaintenance of equipments and all kinds of statutory taxes etc.

8.3.2 The rates and prices quoted by the bidder shall be exclusive of Service Tax.

8.3.3 The rate quoted shall be inclusive of all statutory obligations such as Minimum Wages,ESI, PF

contribution, wages for leave reserve, service charges, all kinds of taxes etc.The offers of those

prospective bidders which do not meet the statutory requirement are liable to be rejected.

8.3.4 Conditional bids/offers will be similarly rejected.

8.4 Form of Bid:- The form of bid shall complete in all respect and should be duly signed and

stamped by an authorized and empowered representatives of the bidder. If the biddercomprises a

partnershipfirm, bid shall be signed by a dulyauthorized representative.Relevantpower of attorney

shall be attached.

8.5 Currencies of bid and payment:-

8.5.1 The bidder shall submit his price bid/offer in Indian Rupees and payment under this contract will

be made in Indian Rupees.

8.6 Duration of Contract:-The Contracts shall be valid initially for two years and extendable on

yearly basis maximum up to a total of 01 years (2+1) subject to satisfactoryperformance (as

mentioned in notice) and the Dr. YSPGMC, Nahan reserves the right to curtail or to extend the

validity of contract on the same rates and terms andconditions for such period.

8.7 Bid Security:-

8.7(i) The Contractor shall deposit bid security (Earnest Money Deposit) for an amount of Rs-One Lac

in the form of an account of Term Deposit Receipt, fixed deposit receiptfrom a Commercial

Bank or Bank Guarantee from a Commercial Bank in an acceptable form in favour of the

RKS, Dr. YSPGMC, Nahan, along with the tenderdocument.

ii.) Periodsfor which the offer will remain valid: The tendering cooked diet services

providers/bidders should keep their offers valid for Acceptance for a period of at least one year

from the date of the opening of technical bids. In the event that the day up to which the offer is

remain open in declared holiday for the Dr. YSPGMC, Nahan, the offer shall remain valid for the

following days. The Dr. YSPGMC, Nahan, has option torequest to extend the validity of bids

beyondthe above mentioned period, forwhich the bidder has option to agree.

8.7.2 Bid document not accompanied by bid security i.e. EMD in the form specified at 8.2.3(i)

herein shall be rejected.

8.7.3 Bid security of the successful bidder shall be returned on receipt of Performance BankGuarantee

by DR. YSPGMC, Nahan and after signing the contract agreement.

8.7.4 Bids security shall be forfeited if the bidder withdraws or modifies his bid during the period of

tender validity.

8.7.5 The successful bidder is required to deposit performance security with 15 days from of letter of

intent.

8.7.6 Bid security shall be forfeited if the successful bidder refuses or neglects to execute the contract

or fails to furnish the required Performance Bank Guarantee within the time frames specified the

department.

8.8 Format and signing of Bid:-

8.8.1 The bidder shall submit one copy of the tender document and addenda, if any, thereto, with

each page of this document signed and stamped to confirm the acceptance of the terms and

conditions of the tender by the bidder.

8.8.2 The documents comprising the bid shall be typed or written in indelible ink and all pages of

the bid shall be signed by a person duly authorized to sign on behalf of the bidder. All pages ofthe

bid, where entries or amendments have been made, shall be signed by the person or persons

signing the bid.

8.8.3 The bid shall contain no alteration, omission or addition except those to comply withinstruction

issued by the department or are necessary to correct errors made by thebidder,in which case such

correction shall be initialled/ signed and dated by the personor personssigning the bid.

9. Submission of bids:-

9.1.1 The bidder shall submit the technical bid and price bid in separate sealed envelopes cover duly

super scribed and all these to sealed covers are to be put in a bigger cover which should also be

sealed and duly super scribed with name of work, name of firm and date of opening of bid.

9.12 The sealed cover of technical bid should consist of the following documents:-

a.) Bid security (Earnest Money Deposit) for an amount of Rs. 1 Lac in the form of anAccount

Term Deposit, Fixed Deposit Receipt from a commercial bank or Bank Guarantee from a

commercial bank in an acceptable form in favour of the Senior Medical Superintendent,

Dr.YSPGMC, Nahan.

b.) Tender form duly filled in, where applicable and with signatures of the bidder or his/her

authorized signatory on each page of the Tender Document in acceptance of the terms

and conditions contained of the Tender Document.

c.) One self attested passport size photograph showing name of the tenderer/authorizedsignatory

of firm on the photograph in legible ink duly pasted on the Form.

d.) An Attested Copy of PAN (Permanent Account Number) of the tenderer/firm issued by the

Income Tax Department. In case of a partnership firm, the Pan should be in the name of the firm

only.

e.) An attested copy of valid License under the Prevention of Food Adulteration Act 1954 in the

name of the tenderer/firm as well as license under FSSAI Act 2006.

f.) Attested copy of the valid authorization letter given by the owner of the firm/agency in favour of

the authorized signatory.

g.) Attested copy of Power of attorney in case of a partnership firm.

h.) An undertaking duly typed to be submitted duly signed by the tenderer on a judicial stamp paper

of Rs. 20/- which should be duly attested by the Notary Public of the area.

i.) The interested parties who have minimum three year experience of serving cooked dietinGovt.

Hospital/ Department/autonomous Institutions/Universities/Public SectorUndertakingsof the

Governments of India or Public Sector Organization or LocalBodies/Municipalities.Similar

nature of work shall mean providing cooked dietservices. (Certificate from Incharge of previous institution).

9.1.3 The sealed cover of Price bid should contain Price Bid in original(Annexure-6) and a duplicate

copy of the same in two separate envelopes duly filled in figure and words. 9.14 All the sealed covers shall be addressed to the Senior Medical Superintendent, Dr.YSPGMC,

Nahan and will be put in the tender box which is available in the office of the Sr. Medical

Superintendent, Dr. YSPGMC, Nahan.

9.1.5 The tender shall remain valid and open for acceptance for a period of 180 days from the last

date of tender.

9.2 Late and Delayed Tenders:-

9.2.1 Bids must be received in the Dr. YSPGMC, Nahan at the address specified above not later

than the date and time stipulated in the NIT. The Dr. YSPGMC, Nahan may, at its discretion,

extend the deadline for submission of bids in which case all rights and obligations of the Dr.

YSPGMC, Nahan and the bidder will be the same.

9.2.2 Any bid received by the office after the deadline for submission of bids, as stipulated above,

shall not be considered and will be returned unopened to the bidder.

10.1 Bid Opening and Evaluation:-

10.1.1 The authorized representatives of the Dr. YSPGMC, Nahan will open the technical bids in

presence of the bidder or of their representatives who may choose to attend at theappointed place and time.

10.1.2 The bid of any bidder who does not meet the eligible criteria and/or has not complied withone or

more of the conditions prescribed in the terms and conditions will be similarly rejected at the sole

discretion of the Dr. YSPGMC, Nahan. Technical evaluation of only eligible bids shallbe carried

out.

10.1.3 Incomplete/conditional bids will also summarily rejected.

10.2 Right to accept any bid and to reject any or all bids:-

10.2.1 The Dr. YSPGMC, Nahan is not bound to accept the lowest or any bid and may at anytime be

notice in written to the bidders terminate the tendering process.

10.2.2 The Dr. YSPGMC, Nahan may reject/terminate the bid/contract if it is found that the contractor is

back listed on previous occasions by any of the Department/Institutions/Local

Bodies/Municipalities/Public Sector Undertaking etc.

10.2.3 The Dr. YSPGMC, Nahan may reject the bid in the event that if the bid is accepted but the

successful bidder fails to furnish the Performance Bank Guarantee or fails to execute the contract

agreement. In such an eventuality, Earnest Money Deposited shall stand forfeited.

11. CLARIFICATION ON TECHNICAL BID EVALUATION:-]

a.) The technical bids shall be evaluated based on the available documents submittedby the bidder.

Any clarification submitted by a bidder response to request by theClient shall not be considered.

The Client’s request for clarification and the responseshall be in writing.

b.) If a bidder does not provide clarifications of its bid by the date and time set in the Client’s request

for clarification, its bid may be rejected.

c.) Client also reserves right to seek confirmation/clarification from the issuer agency, on the

supporting documents submitted by the bidder.

12.) TECHNICAL BID EVALUATION :-

a.) The client shall follow two bid systems where the technical bid and financial bid shall be

evaluated separately.

b.) The bidder shall be required to produce attested copies of the relevantdocuments insupport

of addition to the documentary evidences for being considered duringtechnicalevaluation.

c.) A substantially responsive bid shall be one that meets the requirements of the bidding document

in totality.

d.) The bidder who qualified in the technical evaluation stage shall only be called for opening of

financial bids. Client shall intimate the bidders, the time/venue for the financial Bid opening in

written communication.

13.) FINANCIAL BID OPENING PROCEDURE:-

a) The Financial Bid of all the technically qualified Bidders shall be opened on the appointed date

and time in presence of the qualified bidders/their authorized representatives, who chooseto be

present at the time of opening of the financial bids.

b) All the technically qualified bidders/their authorized representatives present at the time of

opening of the Financial Bids shall be required to submit the Authorization letter from

theirCompanies and shall be asked to sign on all the sealed envelopescontaining the Financial

Bid.

c) Any bidder objecting to the same shall disqualified and his financial bid shall bereturned on the

spot.

d.) Absence of bidders or their authorized representatives shall not impair the legality of theprocess.

The financial bid price, as indicated in the financial bid submission form of eachbidder shall be

read out on the spot, however, it shall be clearly stated that the final financialbid prices would be

arrived after detailed scrutiny/correction of arithmetical error in the financial bid.

14. Award To Contract:-

14.1.1 The Dr. YSPGMC, Nahan will award the contract to the successful bidderafter evaluation whose

bidhas been found to be responsive and who is eligible and qualified to perform the contract

satisfactory as per the terms & conditions incorporated in the bidding document.

14.1.2 The Dr. YSPGMC, Nahan will communicate the successful bidder by letter transmitted by

registration post that his bid has been accepted. This letter(hereinafter and in the condition of

contract called the “Letter of Award”) shall prescribe the amount which the Dr. YSPGMC,

Nahan will pay to the contractor in consideration of the execution of work/services by the

contractor as prescribed in the contract.

14.1.3 The successful bidder will be required to execute an agreement in the form specifiedwithin a

period of 15 days from the date issue of Letter of Award but before the work is taken up for

execution.

14.1.4 The successful bidder should submit the Performance Bank Guarantee @10% (ten percent)

Of annual bided money and agreement within 15 days from the issue of letter of award.

15. TERMS AND CONDITIONS OF COOKED DIET

15.1 All required accessories, manpower, LPG stove, Utensils and raw material for providing cooked

diet to patients shall be responsible of the firm engaged for the purpose.

15.2 Other Utensils etc. in sufficient quantity as needed for cooked diet preparation andserving

services,which are required extra, will also be procured by the successful Contractor him/herself;

15.3 List of Dal & vegetable etc. to be provided to the patients has to be provided one week in

advance tothe Matron or other authorized Medical officer/ official of the concerned hospital.

15.4 Addition, alternation or modification in the existing kitchen premises, if any, is notpermissible

without prior approval of the hospital authority.

15.5 The contractor will not have any ownership rights on the kitchen premises, if any.

15.6 The contractor shall neither sublet any portion of the premises of kitchen of hospital, if any,

in any form for any purpose to anyone else nor shall transfer its rights to any otherperson(s).

If found, action will be taken as deemed fit including forfeiting of theSecurity Deposit and

termination of the Contract.

15.7 The tenderer should assess the volume of business by him. No minimum business guarantee

will be furnished to the Contractor towards supply of cooked diet, consumptionof fooditems

etc in the hospital. He/she is advised to maintain the highestquality & nutritivevalue atthe

approved rates in the interest of the patients.

15.8 Only LPG cylinder/stove will be used for cooking food and no other like kerosene diesel will

be used for cooking.

15.9 The contractor shall bear all the expenses for preparation of the cooked diet and the concerned

hospital administration shall not in any manner be liable to reimburse the expenses so incurred

by the contractor.

15.10 All work shall be carried out with due regard to the convenience of the hospital andhospital

administration. The orders of the concerned hospital authority shall be strictlyobserved.

15.11 The contractor shall provide the cooked diet in the concerned hospital on all the days

during the period of contract.

15.12 The contractor may be directed at any time by the concerned Hospital Administration in the

interest of the patients and the contractor shall be bound to obey the orders ordirections given in

this regard.

15.13 The Contractor shall himself arrange for Emergency lighting in the kitchen, if any, at his own

cost.

15.14 For any dispute regarding quality & service, the decision of the concerned Hospital

Administration shall be final and binding to the contractor.

15.15 The kitchen, if any, should not be used as a manufacturing place for any shops or any other

parties etc. Kitchen premises should not be used for any other activity except for the purpose

for which it has been provided for.

15.16 The Contractor shall be responsible for the proper maintenance of the kitchen space, if any

other infrastructure if any provided to him. The responsibility for any damage due to breakage,

theft or fire will be that of the contractor. Care must be taken to ensure that, while carrying out

the work, no fittings, fixtures, furnishings, equipments provided by the hospital are damaged.

Any damage to Hospital property fixtures will have to be rectified/repaired/ replaced by the

Contractor failing which the same will be got done by the concerned Hospital Administration

from the amount of the Performance deposit of the contractor under proper intimation to him.

15.17 The quality of raw material for preparing food, inspection committee of the college can inspect the

raw material at any time.

15.18 The contractor shall keep the kitchen premises (if any handed over) and its surrounding areas

neatand clean with up to date sanitation every day after the services are over. The cleaning

includes cleaningof kitchen hall, floor, counter, benches, tables, chairs, service trolley, utensils etc.

will have to maintain good.

15.19 Standard of service and clean environment at a high level for ensuring the cleanliness and hygienic

conditions of the kitchen and surrounding premises.

15.20 He/she will arrange soap, towel etc. at the washbasin at his own cost.

15.21 Dispose of waste material shall be done by the contractor in accordance with the prevalent rules

and regulations himself at his own cost.

15.22 The contractor shall not allow smoking or drinking in the kitchen, if any handed over to him

Similarly storing, supply, sale and consumption of drugs, alcoholic drinks, cigarettes & other

Tobacco products or any other items of intoxication are strictly prohibited inside or outside the

kitchen premises or hospital campus. On any breach of such restrictions by the Contractor or his

staff will attract deterrent action against the Contractor as per statutory norms/prevalent Laws.

16 PENALTY:-

A penalty of Rs. 5000/- depending upon case to case basis, on each occasion, may be imposed on

the contractor by the concerned hospital Administration or by the Senior Medical Superintendent,

Dr. YSPGMC & Hospital Nahan, HP for non-supply of cooked diet intheconcerned Hospital on

any day during the period of contract or for supply of cooked dietor any other related eatables /

item(s) in inferior (low) quality or for any breach of other terms & conditions of this tender or

agreement of contract, which if not paid by the contractor well in time may be deducted from the

performance security deposit amount of the contractor or from running bills of a concerned month.

Similarly storing, supply, sale and consumption of drugs, alcoholic drinks, cigarettes & other

Tobacco products or any other items of intoxication are strictly prohibited inside or outside the

kitchen premises or hospital campus. On any breach of such restrictions for the Contractor or his

staff will attract deterrent action against the Contractor as per statutory norms/prevalent Laws.

17(a.) The service provider shall comply with all the relevant laws and statutory requirements covered

under various Labour Acts, Minimum Wages Act, Contract Labour(Regulation and Abolition ) Act,

1970, EPF, ESI/Bonus/Gratuity etc. With regard to the personnel engaged by him for cooked diet

services.

b.) The service provider shall ensure full compliance with tax laws of India with regards to this

contract and shall be solely responsible for the same. The service provider shall submit copies of

acknowledgements evidencing filling of returns every years and shall and keep the employer fully

indemnified against liability of any tax, interest, penalty etc. of the service provider in respect

thereof, which may arise?

18. The service provider shall be liable and responsible to provide all the benefits viz.Provident

Fund,ESI, Bonus, Gratuity, leave etc. to the staff engage by him together with submission of form-

C under ‘the payment of Bonus Act, 1965’. As for as EPF is concerned, the service provider will

deposit the PF contribution with the Regional Provident Fund Commissioner in code provided by

Dr. YSPGMC, Nahan and submit the acknowledgement of payment so deposited to the

Dr.YSPGMC, Nahan the service provider will be duty bound, in accordance with ESI Act and will

get the ESI cards issued by the competent authority in respect of all employees deployed by him

and furnish ESI number to Dr. YSPGMC, Nahan. Default on the part of the service provider will

attract penalty as provided in clause 16.

19. Any other benefit that may accrue by Ministry of Labour/D.C or any other law enacted bythe

Govt. of India and accepted by the Govt. of H.P. to the worker shall be paid bythe service

provider.

20. Service provider shall provide the uniform to the workers free of cost before thedeployment of

the personnel. In case of violation a penalty of Rs. 500/- per day shall be imposed.

21. The Senior Medical Superintendent, Dr. YSPGMC, Nahan shall have the right, within reason, to

have any person removed, who is considered to be undesirable or otherwise and similarly Service

provider reserve the right to change the staff with prior intimation to the Dr. YSPGMC, Nahan.

22. The antecedents of staff deployed shall be got verified by the service provider from local Police

authority and an undertaking in this regard be submitted to the Dr. YSPGMC, Nahan within two

months of deployment.

23. PAYMENTS OF BILLS:-

23. a) The service provider shall submit the bill to Senior Medical Superintendent office by 10th

of every

month. The bills submitted by the contractor must be accompanied with a detailed Statement of the

cooked diet consumed during the month which should also be dulysupported by the daily demand

order(s) slips duly signed by the In-charge concerned & verified by the Sr. Medical

Superintendent, Dr.YSPGMC & Hospital Nahan. Further the payment ofthe bills of the

contractor is subject to the receipt of the budget for the same from the Government ofHimachal

Pradesh and in any case ofdelay in the payment on the bills, the contractor shall not in any way

be entitled for any interest or compensation on the delayed payment(s). The contractor will have to

make payment through ECS or by cheque in the presence of representative of the Institute to the

workers. The service provider (Service Provider) shall ensure that allstaff deployed has valid bank

account and the same is to be communicated to the office of the Senior Medical Superintendent.

(b) The claim for re-imbursement of bill must be supported by proof of service provider having

deposited EPF contribution in code no. Provided by Dr. YSPGMC, Nahan and ESI and service tax

relevant to the proceedings of the workers deployed by the service provided together with details

of such workers in the Performa prescribed under EPF/ESI Scheme 1952 & EPF/ESI and

miscellaneous Provisions Act 1952 in respect of whom the remittances have been made.

c.) In the absence of the details, the claim shall be considered incomplete and 20% (twenty percent)

of the monthly amount payable under this contract shall with held till the compliance of the

stipulations given herein.

d.) The payment will be released after the deduction of any penalty that may be imposed by the

Competent Authority as per contract agreement.

e.) The Income Tax or any other statutory levy/tax as applicable will be payable by service provider

and shall be deducted at source as per law.

f.) In the event of default made in the payment of any money in respect of wages of any persons

deployed by the service provider for carrying out this contract and if a claim therefore is filed

in the office of the Labour Authorities, and proof thereof is furnished to the satisfactionof the

Labour Authorities, the ‘Dr. YSPGMC, Nahan’ may, failing payment of the said moneyby the

Service Provider, make payment of such claim on behalf of the service provider tothe said Labour

Authorities and any sum so paid shall be recoverable by the ‘Dr. YSPGMC, Nahan’ from the

service provider along with 15%(Fifteen percent) Administrative/Departmental charges.

g.) If any money, as a result of any instructions from the Labour Authorities or claim orapplication

made under any of the Labour Laws or Regulation, be directed to be paid by the ‘Dr. YSPGMC,

Nahan’, such money shall be deemed to be payable by the service provider to the ‘Institute’ within

seven days. The Institute shall be entitled to recover the amount from the Services Provider by

deduction from money due to the service provider or from Performance Bank Guarantee along with

15% (fifteen percent) administrative/departmental charges.

24. The service provider should get medical check up of its deployed staff at the time of initial

appointment and subsequent every year to ensure their fitness for the job assigned preferably by the

any Govt. hospital. The Hospital will be at liberty to get anybody re-examined in case of any

suspicion. Only fit personnel shall be deployed for duty.

25. Any liabilities arising out of any litigation (including those in consumer courts) due to any

act of service provider’s personnel shall be directly borne by the service provider including all

compensation/damage/expenses/fines/death of personnel while on duty. The concerned service

provider personnel shall attend the court as and when required.

26. During the course of contract, if any of service provider’s personnel are found to be indulging

in corrupt practices or causing any Physical losses in their area of work to the ‘Dr. YSPGMC,

Nahan’ , the service provider shall terminate the worker from duty immediately and shall be

responsible for any loss to the Institute.

27. The bidder must be registered with the Labour Department under Contract Labour(R&A)Act,

1970.

28. The service provider shall not hire personnel with dubious/criminal records and shall submit police

verification of each worker to the Senior Medical Superintendent.

29. The Dr. YSPGMC, Nahan shall not be responsible for providing residentialaccommodation to

any of the personnel of the service provider.

30. The ‘Dr. YSPGMC, Nahan’ does not recognize any master servant relationship with any of the

workers of the service provider. The contract worker is the employee of the service provider and

can in no way claim any right for regularization of service with the Institute.

31. If as a result of ‘post payment audit’ any overpayment is detected in respect of any work done by

the agency or alleged to have been done by the agency under the tender, the service provider shall

immediately refund the same to the Dr. YSPGMC, Nahan on receipt of notice there to or it shall

be recovered from the service provider along with costs incurred.

32. The service provider shall provide copies of relevant records during the period ofcontractor

otherwise even after the contract is over whenever required by the ‘Dr. YSPGMC, Nahan’.

33. The service provider shall ensure the confidentiality of the business process of Dr.YSPGMC,

Nahan including Financial Administrative and any professional patient care or other such matters.

These shall not be divulged/leaked/made public to any party. In such instances punitive damages

as desired by the Dr. YSPGMC, Nahan authorities appointed by the Senior Medical

Superintendent shall be levied. This clause does not imply to matters already in public domain.

34. Any liability arising out of any litigation (including those in consumer courts) due toany

act of service provider’s personnel shall be directly born by the service provider including all

expenses/fines. The concerned service providers personnel shall attend the court as and when

required as per law.

35. Dispute Resolutions:-

a.) Any dispute and or difference arising out of or relating to this contract will be resolved

through joint discussion of the authorities’ representatives of the concerned parties. However, if

the disputes are not resolved by joint discussion, then the matter may be referred to the competent

Court of Law by either party for adjudication.

36. Jurisdiction of Court:- The courts at Himachal Pradesh shall have the exclusive jurisdiction to

try all disputes, if any arising out of this agreement between the parties.

(Annexure- 1)

TENDER FOR SUPPLY OF COOKED DIET TO Dr. YSPGMC & Hospital Nahan

(Please give full information in writing wherever necessary or applicable in the columns and also mention page

number of the enclosures where applicable)

1.) Cost of tender __________________________

2.) Closing Date & Time of tender _________________________

3.) Opening date & Time of tender __________________________

4.) Name & Address of tenderer/ Firm/ __________________________

Agency and telephone Number

5.) Name designation, address and telephone number

Permanent Account Number of authorized persons of __________________________

firm/agency To deal with the tender ___________________________

( if any and applicable) ____________________________

6.) Copy of PAN (permanent account number) _____________________________

card issued issued by Income Tax Department

and copy of previous financial years income tax return ____________________________

7.) Licence No. Issue Under the Foo Under the Food _____________________________

Adulteration Act.& Validity Period and FSSAI

2006

______________________________

8.) Details of Earnest Money Deposited

a.) Amount: Rs __________ Rs._________________________________(in words)

b.) FDR No./Demand Draft No./ : ________________________________

Banker’s Cheque No./: ________________________________

Bank Guarantee No.:- _________________________________

c.) Date of issue: _________________________________

d.) Name of the issuing authority:- _______________________________

e.) Validity period, if any ________________________________

9.) Other information, if any ________________________________

10.) Declaration by the contractor:-

This is to certify that I / We__________________________before signing this tender have read

carefully and fully understood all the terms and conditions and instructions contained herein and

undertake myself / our selves abide by the said terms and conditions.

Dated: (Signature of Tenderer)

Name:

Designation:

Address:

Phone No. (O):

Phone No. (Mobile)

Enclosures attached with the Tender Form:-

Sr.no Enclosure Detail Page Number

(Annexure -2)

LIST OF COOKED DIET ITEMS / FOOD PRODUCTS ETC. TO BE PREPARED AND SUPPLIED BY THE

CONTRACTOR TO THE PATIENTS IN DR.Y.S.P.G.M.C& HOSPITAL NAHAN ON THE RATES APPROVED IN THE TENDER/LETTER OF AWARD OF CONTRACT:

Sr

no Particular Name of Item (Food Product) Quantity

01 Full Diet Rice with Dal and Sabji 200Gms RICE

75gms Dal

250 GmsSabji

02 Full Diet Chapati with Dal &Sabji

200gm Khichari and

150 gm Curd(dahi)

03 Full Diet With MatarPaneer Matarpaneer instead of seasonal

vegetable as in No.1, on the day

of Non Veg. Diet

04 Full Diet Non Vegetable Mutton 150gm or chicken

200gm with 200gm rice or 4

chapaties

05 Breakfast Veg/Non-Veg 4 Bread slice with butter 25 gm

boiled Milk with sugar, per glass

250 gram milk & boiled egg

optional.

06 Evening tea Veg 200 ml and biscuit 25 gm

07 Boiled Egg (Hen) Non-Veg One

Note:-

1. Item No. (4) Non Veg diet will be served in all the hospitals and it will be served only once in a

week.

2. Khichari with Dahi will be served only on the basis of time to time demand of the concerned

hospital.

3. The rates of the items as mentioned above will be approved in the tender for one financial year or for extended period and the contractor will have tol supply all the items on the rates approved during the entire period of contract.

4. Menu of the lunch or Dinner should not be repeated and should be changed every day. The Lunch items should not be repeated in the Dinner and fresh items should be prepared for the dinner daily. Weekly/Monthly menu should be displayed.

5. Sale or use of Tobacco, tobacco products and alcohol will be strictly banned inside or outside thepremises of kitchen or hospital.

6. Please also read the other terms and conditions given in the tender form regarding preparation

andsupply of the items or food products in the cooked diet in the hospital.

Regarding space/use of Electricity/water/utensils shall be decided at Senior Medical Superintendent, if at all being utilized by the Tenderer.

Senior Medical Superintendent, Dr.Y.S.P.G.M.C. & Hospital Nahan.

Signature of tenderer

( Annexure-3)

CHECK LIST OF THE DOCUMENTS TO BE ATTACHED WITH PRE-QUALIFICATION BID OF TENDER FOR COOKED DIET

Note: 1) Please check whether the copies of the following documents have been attached with the tender or not.

2) All the Pre-Qualification Bid documents (along with Annexure 1 to 5) must be submitted

separately in sealed Envelop-I super-scribed as “Pre-Qualification Bid for supply of cooked diet in respect of Dr. YSPGMC & Hospital Nahan.

Sr. Particulars Y YES N NO

No.

Tender Form with duly filled in, Annexure where application with

01. Signatures of the bidder or his/her authorized signatory on each page of the Tender

Document as acceptance of the terms and conditions contained in the Tender Document.

Demand Draft of Rs. 2000-/ on account of cost of tender in favour of the Senior Medical Superintendent, Dr. YSPGMC & Hospital Nahan payable at Nahan.

33 02.

03. Earnest Money Deposit as mentioned in the tender form as per clause 8.2.3.(i).

04.

An undertaking as per Annexure-4 to be submitted duly signed by the tenderer on a

judicial stamp paper of Rs. 20/-and attested by the Notary Public of the area.

05. An Attested Copy of PAN (Permanent Account Number ) Issued by the Income Tax

De department. In case of partnership firm the PAN should be in the name of firm only.

06. An attested copy of valid License under the Prevention of Food Adulteration Act

19 1954 as applicable in the State of HP&FSSA 2006.

07. An attested copy of valid authorization letter given by the owner of the

Fir firm/agency in favour of the authorized signatory only, if required & applicable.

19

08. Attested copy of Power of attorney in case of a partnership firm only, if applicable

09. Ex Experience Certificate of minimum three years for cooked diet for indoor patients in Ien Govt./Private Hospitals issued by the concerned competent Authority.

10. T Turnover for three years duly certified by CA.

Signature of Tenderer:

Name & Address

With rubber stamp

(Annexure-4)

FORMAT FOR PROVIDING UNDERTAKING

(To be submitted on judicial stamp paper of Rs. 20/-should be attested by Notary Public of

the area)

To

The Senior Medical Superintendent,

Dr.Y.S.P.G.M.C. & Hospital Nahan.

I, the undersigned, hereby certify that I have gone through all the terms and

conditions mentioned in the tender form document for supply of cooked diet and undertake to comply with them.

I, the undersigned, hereby solemnly declare and undertake as under:

1. That the Price Bid amount quoted by me in the Tender is valid and binding upon me for the entire period of the contract.

2. That I bind myself to the Sr. Medical Superintendent Dr. YSPGMC & Hospital Nahan for providing

the cooked diet & services at Dr. YSPGMC & Hospital Nahan for the entire period of the contract.

3. That the Performance security money deposited by me shall remain in the custody of the Sr. Medical Superintendent Dr. YSPGMC & Hospital Nahan, H.P. till the expiry of the contract.

4. That the conditions herein contained and contained in the tender form shall form part of and shall be

taken as included in the contract agreement itself.

5. That I will be wholly responsible for providing cooked diet services at Dr. YSPGMC & Hospital

NahanHP as per the terms & conditions mentioned in the tender form.

6. That in case any workers are employed by me in the kitchen or elsewhere for preparation & providing

of cooked diet, I shall be responsible to provide all benefits as applicable under the rules and Laws such as Minimum wages to the workers, E.P.F. Bonus, ESI, and Leave etc. to the eligible employees employed by me.

7. That I shall abide by the provisions of Minimum Wages act 1948 and Contract Labour Act 1970 and

other Labour laws applicable from time to time, in case any workers are appointed by me for the

cooked diet preparation & providing services.

8. That damage to the hospital property if any, due to lapse on my part or on the part of my staff may be recovered from me or my performance security deposit.

9. That lapse if any occur on my part or on the part of my staff while discharging the cooked diet services,

the Senior Medical Superintendent, Dr.YSPGMC, Nahan,HP may cancel my contract and award the work to another agency and the loss or the cost difference may be recovered from me and can forfeit

the performance security deposit money also. Complete detailed of duly verified of performance security.

10. That the decision of the Senior Medical Superintendent, Dr.YSPGMC, Nahan, HP will be binding upon me in any matter.

(Signature of Tender)

SIGNED, SEAL AND DELIVERED

By the said By the said

Name on behalf of the Contractor in

the presence of the on behalf Witness

______________________________Name

Name on behalf of the Employees in the presence

of the on behalf Witness

1. SIGNATURE: 1. SIGNATURE:

NAME: NAME:

DATE DATE:

DESIGNATION: DESIGNATION:

TELEPHONE NO: TELEPHONE NO:

SIGNATURE: SIGNATURE:

NAME: NAME

DATE: DATE:

DESIGNATION: DESIGNATION:

TELEPHONE NO: TELEPHONE NO:

Note:

To be made out by the employer at the time of finalization of the form of agreement. Name of

the hospital to be filled for which the tender has been accepted.

Blanks to be filled by the employer at the time of finalization of the form of agreement.

Signature of Tenderer

(Annexure -5)

TENDER FOR SUPPLY OF COOKED DIET IN Dr. Y.S.P.G.M.C & HOSPITALNahan

HP (FORM OF CONTRACT AGREEMENT to be signed on a non-judicial stamp paper

of Rs.50)

This contract agreement is made on the ______ day _________ 2017 between the Senior Medical

Superintendent,Dr.YSPGMC& Hospital Nahan hereinaftercalled‘the Employer of the one

part and ________________________________(Name & Address of contractor)

hereinafter called “the Contractor” of the other part, under which the contractor shall prepare

& supply the cooked diet & serving services to the patients in Dr.YSPGMC& Hospital Nahan,

HP as per the terms and conditions of the tender and this contract agreement during the entire

period of contract from the date of award to 31.3.2018

NOW THIS AGREEMENT WITNESSETH as follows:-

1. In this Agreement words and expression shall have the same meanings as are respectively

assigned to them in the Terms & conditions of contract hereinafter referred to.

2. The following documents shall be deemed to be read thoroughly and from a part of this

Agreement, viz :

a. Letter of acceptance for award of contract

b. Terms and Conditions of the Tender Form for supply of cooked diet.

c. Notice inviting Tender

d. Price Bid of Tender.

e. Addendums, if any

f. Any other documents forming part of the contract.

1.) The contractor hereby agree to supply the cooked diet and other related approved items to

the patients in the Dr.YSPGMC& HospitalNahan Hospital, Distt.Sirmour, HP during the

period of contract without any condition.

2.) The contractor hereby agree to pay the employer/Government in consideration of the

damage or loss or penalty of any kind, the amount as per the terms & conditions of the tender

form or as per the decision of the concerned Hospital Administration.

3.) The employer hereby agree to hand over the premises of kitchen of hospital to the

contractor (only if exists as per tender form) for the period of contract for providing the

cooked diet & services as per the terms & conditions of the tender form.

4.) The employer hereby also agree to pay to the contractor in consideration of the supply of

cooked diet & services to the patients in the hospital on the bills of the contractor on the rates

approved by the Department/Government under the contract agreement and the letter of

acceptance and award of contract.

For and on behalf of the

Contractor Signature of

the authorized

Stamp/ Seal of the

Contractor

For and on behalf of the

Employer Signature of the

authorized official Name

of the officer

Sr. Medical Superintendent,

Dr. YSPGMC & Hospital

Nahan

Annexure-6

PRICE BID FOR SUPPLY OF COOKED DIET IN Dr. Y.S.P.G.M.C &HOSPITAL

NAHAN OF HP.

NOTE:-

I. Please quote the amount of Price Bid individually for each item of cooked diet strictly in

the Tablegiven below, otherwise the price bid shall be rejected straightway. II. The amount of Price Bid must be quoted both in figures and words anycutting, erasing,

overwriting or fluid-pasting. III. Before submitting tender application and quoting the amount of Price Bid, the tenderers

are advised to visit the concerned hospital premises to see the kitchenarea, if any available

& hospital premises to assess the scope of business& services to be provided in the

hospital. No increase in the amount of Price Bid shall be allowed in any condition after the

approval of the tender rates.

IV. The Tender Opening-cum-Evaluation Committee reserves the right to accept

or reject the amount of Price Bid of any or all the tenders without assigning any reason.

V. Price Bid must be put separately in sealed Envelop-II- super-scribed as:

“Price Bid for supply of cooked diet in respect of Dr. YSPGMC & Hospital Nahan. VI. Justified weightage of the price bid of all the items of cooked diet in transparent democratic

& justified manner. Total Weekly Price Bid points will be calculated for all items of cooked

diet in each Price Bid of tenders qualified in the Pre-Qualification stage and the tender of

cooked diet will be awarded to the tenderer/firm having the Lowest total of Weekly price Bid

points subject to further negotiation in the rates if any required as per the opinion of the

committee.

VII. Weekly Price Bid points for each item of cooked Diet=price bid rate quoted for each item by the tenderer/ firm weekly Service points.

VIII. Weekly Service points =No of times/session each item of cooked diet required to be served to

patients in one day(x) No. of days each item is required to be served during one week(as per chart given below by taking maximum of 14 diets in a week):-

SN

Name of

item

(cooked

diet/

product)

Qty No. Times/

session

each

item

of

cooked

diet

required

to be

served

to

patients

in one day

No. Of

days

each

item is

required

to

be served

during

one week

in

hospital

Details Of Diets

Weekly SerService

Points

Price bid

rate

quoted

by

tender

er/

Firm

Weekly Price

Bid

1) Chapati,

Rice

with Dal

and Sabji

Full

Diet

Two

time

6.5 1x13 13

2)

Full Diet

Khichari

with Dahi

Full

Diet

(item

no.2)

½

Time(tak

en as

two half

time for

week)

1day (this

item will

be served

as per

demand)

2x1/2

01

3) Full diet with MatarPane

er

Full diet (Item

No.3)

½ Time 1 day ½ x 1 0.5

4) Non Veg Full diet

(Item No.4)

½ Time 1 day ½ x 1 0.5

5) Breakfast Item No. 5

One Time

7 days 1x7 07

6) Evening Tea

Item No. 6

One Time

7 days 1x7 07

7) Boiled Egg(hen)

One (Item No. 7)

1 Time 7 days 1x7 07

Dated:

(Signature of Tenderer)

Name & Address:

(with rubber stamp)