Tender For Sanitation & Housekeeping Services At All India Institute of Medical Sciences, Jodhpur NIT No. : Admin/General/287/2014/AIIMS-Jdh NIT Issue Date : 27th February, 2014 Last Date of Submission : 21st March, 2014 Pre Bid Meeting : 06st March, 2014 at 3:00 PM All India Institute of Medical Sciences, Jodhpur Basni Phase - II, Jodhpur – 342005, Rajasthan Telefax: 0291- 2012984, email: [email protected] Website:- www.aiimsjodhpur.edu.in Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH All India Institute of Medical Sciences (AIIMS), Jodhpur, Rajasthan, an apex healthcare institute being established by Act of Parliament of India under aegis of Health & Family Welfare, Government of India, invites sealed tenders for providing Sanitation & Housekeeping Services at OPD Block, IPD Block and Academic Block of AIIMS Jodhpur. You are requested to quote your best offer along with the complete details of specifications, terms & conditions. Quotation should be sealed and super- scribed with tender name, number and address to: “The Administrative Officer All India Institute of Medical Sciences, Jodhpur Basni, Phase-II Jodhpur-342005, Rajasthan”. The sealed quotations should reach the Institute, latest by 21st March, 2014 at 03:00 PM and it will be opened on same day at 04:00 PM in the Conference hall, Academic Block, AIIMS Jodhpur in the presence of the bidder(s) or their authorized representative(s), who will present at the scheduled date and time. Area of Work:- All open and covered area of OPD Block, IPD Block & Academic Block(Open and Surrounding area of OPD, IPD & Academic Block of AIIMS Jodhpur including their respective gates) including the roof will be in the scope of housekeeping services to be provided by the contractor. 1. Cleaning Services: - The main objective is to provide a high level of a neat, clean, hygienic and presentable look to the entire area to keep the surrounding dust free. The contractor and his management team will supervise the awarded work. The contractor has to ensure that the staffs deployed are dressed in neat and clean uniform approved by the AIIMS, JODHPUR. Officials of AIIMS, JODHPUR will also monitor the entire work and staff. 2. General Requirements and Documentation:-  Organisational structure and line of authority.  Housekeeping manual and all SOP (Standard Operating Procedures).  List of equipment’s used  Colour coding.  On job training and documentation.  Description for each category of housekeeping.  Hospitable and polite behaviour with patients and hospital staff.  HBV vaccination of all the staff.  Maintaining records of:- a) Needle stick injuries b) Amount of waste going out to outsourced agency c) Memorandum of understanding d) Complaint book  Maintaining logs and checklist.  Both male and female staff should be posted in areas like wards, ICUs, Casualty and OPD, CCU & Wards.  Female patients should be attended by female staff only. Immediate replacement of on leave staff.  Rotation of staff if required. AIIMS Jodhpur Page 2 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH 3. Daily Services: - Housekeeping / cleaning services should be provided round the clock on all days including holidays in OPD Block, IPD Block and Academic Block at 7:00 am to 6:00 pm from Monday to Saturday, so that all areas are neat and clean all the time. Working hours should be adjusted in such a manner that cleaning work in the morning should be completed well before 8:00am in rooms where work will start at 9:00am. Contractor will arrange manpower for special VIP visits, if required and provide full support and cooperation during functions, seminars, conferences organized by the Institute. Housekeeping staff has to do following activities for all of the Hospital rooms of all the departments, stores, canteen, kitchen, consultants chambers, wards, ICUs, Operation Theatres, CSSD, Laundry, Labs, Blood Bank, all corridors and all covered and open areas of Academic Block. 1. Cleaning, scrubbing and disinfecting bathrooms, toilets, wash basins, sanitary fittings, floors etc. of all the areas including wards, ICUs, OT and all other departments at regular intervals on daily basis. 2. Cleaning sweeping, mopping with disinfectant stair cases, cabins, lobbies, reception, pantries, kitchen, canteen, CSSD, Laundry, Corridors Ceilings, Academic Block, Office Rooms, training rooms at regular intervals on daily basis. 3. Vacuum cleaning of all carpets and upholstered furniture. 4. Cleaning and disinfecting kidney trays, urinals bed pans, sputum mugs, humidifiers, suction bottles and emptying urine and drain bags whenever required. 5. Cleaning blood spills and others such as human excrement, urine, vomitus, sterile body fluids as & when required. 6. Cleaning, dusting electrical switch boards, light fixtures, fans, air conditioner vents, name plates, door mats, firefighting equipments, computer systems, phones, doors, windows, furniture,window glasses, grills, curtains etc. 7. Cleaning of dust bins, waste paper baskets, cobwebs etc. and disposing off all collected refuse on daily basis at regular intervals i.e. 3 times. 8. The dust bins shall be washed and garbage bags need to be placed in all garbage bins to avoid stains and clear them when it is full time to time. 9. Collect garbage in specified colour coded bags from all dust bins and garbage bins existing inside the premises and shall dispose at the designated area within the hospital. 10. Refilling, replacing and emptying of sharp containers at all stations. 11. Offering and assisting the patient with kidney tray, urinals, bed pans, sputum cups when required and disposing the contents in the sluice room, clean, disinfect and keep it ready for next use. 12. Washing linen which are soiled by urine, vomitus, faeces and others with 1% hypochlorite solution and send to laundry. AIIMS Jodhpur Page 3 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH 13. Spraying room fresheners in all rooms on daily basis at regular intervals. 14. Assist in transporting dead bodies to mortuary and dispose off and amputated limbs or other parts to BMW collection point. 15. Cleaning, mopping, disinfecting OT floors, walls, ceilings / OT lights in morning before starting the case, in between cases and terminal cleaning at the end of the day (as per instruction & direction of OT Incharge). 16. Clean the patient’s bed, lockers, trolleys, wheel chairs and surrounding areas twice a day or when patient is discharged or when soiling occurs. 17. Cleaning and carbonization of ICU beds, OT beds between cases (as per instruction & direction of OT In charge). 18. Washing of slippers in ICUs, OT, dialysis etc. Assist in fumigation of ICUs as per schedule. 19. Cleaning and disinfecting all vitreous fixtures including toilet bowls, urinals, sinks, toilet Seats, containers etc. Brush thoroughly to include below water level and under rims including areas at hinges and cistern handles. Re-stock toiletries, which include liquid hand soap, toilet rolls, air fresheners, sanitary cubes, naphthalene balls in toilets, etc. after daily check -ups in the morning, afternoons and on call basis during daytime. 20. All the garbage collected at the designated points spreaded over the AIIMS, JODHPUR is to be lifted in tractor trolleys as well as the general waste which does not require incineration should be cleared on daily basis to municipality defined yards outside AIIMS, JODHPUR Campus. In additions to this the cleaning of garbage points is also under the responsibility of Contractor. If the garbage is not lifted as per above defined mode, penalty of Rs. 500/- on each failure occasion shall be imposed on the Contractor. 21. It is the responsibility of contractor, to keep round the clock a housekeeping staff who is expert in the clearance of chocking of sinks, wash basins, floor traps, nahani traps, EWC, IWC, P Traps, Rain water pipes, sewer chamber & sewer lines, the chocking shall be cleaned within 2(Two) hours after reporting the complaint. If there is any loss/ inconvenience to AIIMS, JODHPUR owing to chocking, appropriate penalties shall be imposed on the contractor. 22. Cleaning of all open areas between the building and boundary including sweeping of roads, lawns, paths, cleaning open drains, Pump Rooms, AC Plants, Electrical Substation, Auditorium R&T, Nursing College, Main Gates, etc. as directed by the Administrative Officer, AIIMS, JODHPUR. 23. Any additional work assigned by the ward I/C of the area where the housekeeping staff has been placed on duty. Once assigned an area the housekeeping staff will be under the control and supervision of the sister I/C/Supervisor/Officer on duty of the area. 24. Cleaning the patients who have soiled themselves with stool, urine, vomitus with assistance of Patient attendant / nursing orderly / staff nurse / nursing sister. AIIMS Jodhpur Page 4 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH 4. Waste Disposal Management (Including Bio-Medical Waste) : - 1. The contractor will prepare a flowchart indicating the method of collection / disposal, etc. 2. The contractor will teach and train his staff for the collection / disposal work. 3. The garbage will have to be disposed off at least thrice a day. 4. The contractor will make arrangement to collect garbage in specified colour coded bags from all designated area within the hospital. 5. Supervision of collection of BMW (Bio Medical Wastebin) by the outsourced agency. Ensure that all the dustbins are cleared daily. 5. Weekly Services :- The deep cleaning of the entire area will be done by the contractor once a week as under : - 1. Dusting of entire area including windows / windowpanes / doors / ledges, etc. 2. Thorough cleaning / sweeping / washing / mopping with disinfectant cleaning of all floors, staircases and toilets, scrubbing of all floors and ceramic tiles base. Cleaning of ceilings and high walls, removal of wash stains on walls, cleaning of roofs, porches etc. 3. Cleaning of sanitary fitting, toilet drain pipes etc. in the toilets with standard cleaning material. 4. Cleaning of all windows glasses and grill with detergent/ cleaning agents. 5. Washing of outside area with High Pressure Jet Machine. 6. Clean all chrome fittings, glass frames, soap holders etc. to a shiny finish. 7. The tenderer will make a cleaning program and submit to AIIMS, JODHPUR for weekly cleaning so that AIIMS, JODHPUR concerned official / In-charge for the particular area can be deputed on the day of cleaning to make the area available and supervise the cleaning work. 8. The contractor will work in the specified area mentioned in the scope of work. 6. Housekeeping Monitoring and Control:- For better management and smooth services, the following monitoring mechanism will be adopted by the contractor:- 1. Toilets Checklist:-This is to be attached on the back of the toilet door. It is to be filled up by the Contractor supervisor on duty daily. 2. Management/Housekeeping Services Requirements/ Complaints Report: - This is to be filled up by the management and administrative staff of the Contractor who receive/observe the complaints/requirements for any of the Services. All suggestions, complaints related to services or staff deployed by the contractor will be registered at site on the computer provided to the Contractor and reported to In-charge Officer of AIIMS, AIIMS Jodhpur Page 5 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH JODHPUR. The contractor will take immediate action to resolve the same failing which the Penalty Clause will be invoked. 3. Housekeeping Services Complaint Register: - This register is to be completed on the basis of information received by the Housekeeping Supervisor from AIIMS, JODHPUR Officials through the inspection of the site, material on site, attendance sheet of the staff, weekly report, client letter/fax/e- mail, verbal complaints from AIIMS, JODHPUR etc. and necessary action is to be taken. 7. Additional Scope Pertaining to Hospital:- Housekeeping in the hospital conditions is different than the housekeeping services in other commercial organisations. Housekeeping staff has to work with the infected patients and has to handle dangerous infected materials and waste. Along with the routine housekeeping activities the housekeeping staffs has to show his / her humanitarian concern towards the patient and provide him/her all types of required help and services. Such services may be need based and might not been included in the general scope of work but they have to be provided by the housekeeping staff if needed. In view of the above, any work assigned by the sister I/C/Supervisor/Officers for the patient benefit like cleaning of vomits, urine, stool, blood or any undesired material produced by the ill patient or helping him/her in changing of soiled cloths/Linen or any type of need in emergency and helping the ill patient in any type of need is included in the scope of work. The housekeeping staff shall maintain cleanliness in the patient rooms/ ward throughout the day and shall clean the room thoroughly on patient's discharge and keep it ready for the next arrival. The cleaning materials used by contractor should not be reactive to kota stone, vitrified tiles, ceramic tiles, mosaic flooring, carpets, furniture, upholstery, ceramic fittings of toilets, if it is found at any time that any damages occurred due to use of wrong chemicals the same shall be rectified on the risk and cost of contractor. 8. Cleaning of office/Consultant Rooms:- 1. The contractor shall remove trash from office dustbins and change the trash liner every evening before closing hours. 2. The offices shall be dry dusted and swept after the closing hours. Vacuum cleaning shall be done on carpets and upholstery. 3. The worktables shall be mopped with soap solution in the morning. 4. The office shall be mopped with soap solution in the morning. 5. Office staff rest rooms/toilets shall be cleaned using soap solution and kept odour free using deodorizer. 9. Cleaning of Laboratory and other Critical Areas:- 1. All the dustbins shall be washed and lined with colour coded bags in the floor shall be thoroughly mopped with a specialized soap solution. The entire laboratory area shall be scrubbed at least twice in a week. 2. Toilets/bathrooms shall be cleaned with soap solution and kept odour free using deodorizer cubes. 3. The common areas shall be swept and mopped in the morning and at regular intervals to keep them clean. AIIMS Jodhpur Page 6 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH 4. Rotation of staff in critical areas like OT, Laboratory, ICU & Wards may be kept at minimum. 5. In morning the trash bag shall be changed when it is full. 6. Walls shall be thoroughly cleaned using a specialized soap/disinfectant solution in the morning. 10. Instructions for tenderer:- 1. A pre bid meeting shall be held in the AIIMS Jodhpur to clarify any queries of the tenderer on 06th March, 2014 at 3:00PM. 2. All the Technical Bid will be scrutinized, by the evaluation committee constituted by the Director to check all relevant documents for their authenticity and the Tenderer whose Technical tenders are accepted will be informed about the date and time for opening the Financial Bids. 3. No tenderer will be allowed to withdraw after submission of the tenders within the bid validity period otherwise the EMD submitted by the tendering firm would stand forfeited. 4. In case the successful tenderer declines the offer of contract, for whatsoever reason(s), his EMD will be forfeited. 5. A formal contract shall be entered into with the successful tenderer. In this contract, the successful tenderer shall be defined as contractor. 6. The successful tenderer will have to deposit a Bank Guarantee of 10% of total annual cost of the work by way of Bank Guarantee of scheduled bank in favour of AIIMS, Jodhpur as per the prescribed format attached as Annexure -VI payable at Jodhpur valid for 60 days beyond the expiry period of contract. 7. The successful Tenderer will have to deposit the Bank Guarantee and commence the work within 15 days of acceptance of tender otherwise the contract may be cancelled and EMD will be forfeited. 8. Each page of the tender documents and papers submitted along with, should be numbered signed and stamped by the authorised signatory in acceptance of the terms and conditions laid down by the AIIMS Jodhpur. 9. The Director, AIIMS, Jodhpur reserves the right to withdraw/relax/modify any of the terms and conditions mentioned in the tender document if it is felt necessary in the benefit of the Institute. 10. The Director, AIIMS, Jodhpur reserves the right to reject all or any tender in whole, or in part, without assigning any reasons thereof. AIIMS Jodhpur Page 7 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH 11. General Instructions for Tenderer:- 1. The persons deployed by the contractor should be properly trained, have requisite experience and having the skills for carrying out a wide variety of housekeeping work using appropriate materials and tools/ equipment’s. 2. The contractor will be responsible for supply / installation / refilling / maintenance of all such items / equipment’s used in wash rooms and other areas of the hospital for housekeeping purposes as given in Annexure - I. 3. The contractor must employ adult labour only. Employment of child labour will lead to the termination of the contract. The contractor shall engage only such workers, whose antecedents have been thoroughly verified. 4. AIIMS, Jodhpur, however, reserves the right to terminate the contract by serving one months’ notice, in writing if the Institute is not satisfied about the services of the contractor. The contractor may also ask for the same by giving three months’ notice but he has to provide the housekeeping facility till the next agency takes over. 5. In case of breach of any terms and conditions attached to the contract, the Bank Guarantee of the contractor will be liable to be forfeited by AIIMS, Jodhpur besides annulment of the contract. 6. The contractor has to provide standard liveries to its housekeeping staff. The staff shall be in proper uniform provided by the contractor but approved by AIIMS, JODHPUR with their identity properly displayed, samples of liveries will have to be submitted by the Contractor for the approval of competent authority. 7. AIIMS, Jodhpur will provide the space for setting up a control room for the contractor in the premises of the hospital from where the contractor and his own supervisory or office staff can control the housekeeping labour force working in the hospital. The contractor will arrange for all items needed for his staff viz., time keeping machine, computerized inventory of stores, computerized daily duty roster chart, etc. The housekeeping staff will first report to the control room and subsequently deployed for duty after having been checked for liveries, upkeep, issue of materials and equipment’s, etc. 8. AIIMS, Jodhpur will provide space for a store room to the contractor in the premise of the hospital. The store keeper deployed by the contractor will store all their liveries, materials, equipment’s in the store room and maintain a computerized record of the stores which shall be opened to inspection by AIIMS, JODHPUR staff during working hours. 9. Once the housekeeping staff is allotted an area of work he or she will be under supervision of the sister I/C/Supervisor/Officer of that area i.e. wards/ OPD/Stores/ Offices etc. and in addition to the instructions issued by the contractor, they have to follow all instructions and orders given by the sister I/C/Supervisor/ Officer. All instruction given by sister I/C/Supervisor/Officer should be considered in the scope of work. AIIMS Jodhpur Page 8 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH 10. Intending tenderers are advised to inspect and examine the site and its surroundings and satisfy themselves before submitting their tenders to the nature of the site. The nature of the site, the means of access to the site, the accommodation they may require and in general shall themselves obtain all necessary information as to risks, contingencies and other circumstance which may influence or effect their tender. A tenderer shall be deemed to have full knowledge of the site whether he inspects it or not and no extra charges consequent on any misunderstanding or otherwise shall be allowed. Submission of tender by a tenderer implies that he has read this notice and all other contract documents has made himself aware of the scope and specifications of the work to be done and of conditions and rates at which stores, tools and plants etc., will be issued to him by the Government and local conditions and other factors having a bearing on the execution of the work. 11. The Director, AIIMS, Jodhpur does not bind itself to accept the lowest or any other tender and reserves to itself the authority to reject any or all the tenders received without the assignment of any reason. All tenders in which any of the prescribed condition is not fulfilled or any condition including that of conditional rebate is put forth by the tenderer shall be summarily rejected. 12. The Contractor shall : 1. Ensure Animal (quadrupeds), honey bee, bats, bees, pigeon, flies free environment in the premises of AIIMS, JODHPUR. 2. Ensure that their managers/supervisors are equipped with mobile phones. 3. Provide Hospital Waste management services when applicable including all equipment, containers, trolleys etc. 4. Arrange for a garbage disposal vehicle, and other equipment’s required for segregation and disposal of waste in a professional manner to designated place as ear marked by the district administration. 5. The contractor has to ensure that safe method should be adopted for taking out the honey and in the process there should be no harm to Patients, Employees, Commuters, or Residents from honey bees. 6. The contractor will also ensure that the garbage should be disposed separately i.e. dry and wet garbage in the marked disposal area in proper and eco-friendly manner. 7. The contractor will arrange required resources, including manpower, machinery, disposables etc. which is used by the housekeeping staff. The contractor will also ensure that the garbage collection / disposal work does not adversely affect the surroundings or personnel deputed for the work. Protective gear including boots, gloves etc. shall be provided by the contractor to the housekeeping staff. 8. The uniform provided to the workers should be different and distinguish from other categories of the Institute staff with name plate & badges. AIIMS Jodhpur Page 9 Tender For Sanitation & Housekeeping Services Admin/Genreal/287/2014/AIIMS-JDH 9. Every Supervisor deputed by the firm should maintain a register for keeping the daily record for sanitation & housekeeping services & should take signature from the concerned department for their comments. 10. For any stolen, missing or defective items related to Civil, Electrical or A/C, persons in charge of outsourced facility of respective area shall lodge complaint with the concerned Engineering staff/section for getting the item replaced or repaired. Otherwise the responsibility lies with the outsourcing agency. 11. The contractor shall take at his own cost, if required, necessary insurance cover in respect of staff and other personnel to be employed or engaged by him in connection with the afore mentioned services personnel by services to be rendered to AIIMS and shall comply with all relevant labour law as applicable to the area as existing or as may be mentioned during the contract period and shall indemnify AIIMS against all acts of omissions, fault, breaches and or any claim or demand, loss injury and expenses to which AIIMS, Jodhpur may be party or involved as a result of the contractor failure to comply and of the obligation under the relevant act law which the contractor is to follow. 13. Liquidated Damages:- Whenever and wherever it is found that the cleanliness is not up to the mark it will be brought to the notice of the supervisory staff of the contractor by sister I/C or officials of AIIMS, Jodhpur of the area and if no action is taken within ONE hour, liquidated damages @ Rs.200/- per complaint shall be imposed. The decision of Administrative Officer, AIIMS, Jodhpur shall be final, in this regard. 14. Manpower:- 1. Any misconduct/misbehaviour on the part of the manpower deployed by the Contractor will not be tolerated and such person will have to be replaced by the contractor at his own costs, risks and responsibilities immediately, with written intimation to the Administrative Officer, AIIMS Jodhpur. 2. The housekeeping staff deployed by the contractor shall not divulge or disclose any details of office, operational process, technical know-how, security arrangement, administrative/organizational matters to any third person, as all of that are confidential and secret in nature. In the event of being found that the official secrecy has been disclosed and for the purpose of security arrangement and or for other purpose, it is desirable to remove the said person, the Institute has every right to remove the said person, immediately and responsibility if any to be borne by the contractor. 3. The contractor shall ensure that the person deployed are disciplined and conduct in office premises, be best suitable and is entailed on enforce in prohibition of consumption of alcoholic drinks, paan, smoking, loitering without work and engaging in gambling, satta or any immoral act. 15. Dispute Settlement: - It is mutually agreed that all differences and disputes arising out of or in connection with this agreements shall be settled by mutual discussions and negotiations if such disputes and differences cannot be settled and resolved by discussions and negotiations then the same shall be referred to the sole Arbitrator appointed by the Director, AIIMS, JODHPUR whose decision shall be final and binding on both the parties AIIMS Jodhpur Page 10