All the bidders are hereby requested to go through the tender document very carefully before

online submission of Technical and Financial bid. Please refer SECTION IX regarding “
PROFORMA FOR PERFORMANCE STATEMENT”. You are requested to attaché
“documentary evidence” as mentioned in the above mentioned section in the Tender
document. Please also note that following points are clearly mentioned in the said “
documentary evidence”. 1) Work order & Date, 2) Place & nature of work, 3) No. & type of
employee employed, 4) Period for which they are employed, 5) Amount paid during that
period, 6) whether performance is satisfactory or not.

N.B. :-

1. Tender committee has the full authority to reject any L1 bidder even after opening of
Financial BID in case of quoting very high rate of management fee or very low rate of
management fee.
2. In terms of BID document, preference should be given to those bidders who have experience
working in Government / Corporate Hospital. However working experience in any other
institution will be consider if nature of service is similar to cleaning and housekeeping.
3. In terms of BID document, the bidder should have supplied 100% required quoted manpower
(288) of similar service without any interruption and throughout the year in any three years
starting after 2011.
4. Trade licence / shop & establishment license should be similar nature of service ( cleaning &
housekeeping)
5. Bank solvency Certificate.
6. After successful selection of the tender, the selected bidder has to establish their office within
the Health district.

You are also requested to submit hard copy of “ Technical Bid” only within 7 days after the
date of technical opening to the following address : -

The office of M.S.V.P,

North Bengal Medical College & Hospital,
PO: Sushrutanagar, PIN – 734012.
Dist : Darjeeling, W.B.

3
SECTION I : NOTICE INVITING TENDER ( NIT)

1.The Medical Superintendent cum Vice Principal ( MSVP) of North Bengal Medical College &
Hospital invites tenders from eligible and qualified bidders for providing cleaning and
housekeeping service for 3 ( three) years, renewal at the end of each financial year of satisfactory
performance by bidder. The contract period shall commence from the date of notification of
award of contract for this tender.

2. Date and Time Schedule of Tender :

Date & Time ( on
Sl. working days only
Particulars
No. excluding Sundays
and Holidays)
1. Date of uploading of documents online Publishing Date 11/04/2025
2. Date of Hoisting on Website 11/04/2025
3. Documents download start date ( online) 11/04/2025
4. Pre Bid Meeting to be held at the MSVP chamber ( on 12:30 pm) 16/04/2025
5. Bid submission Commencement date ( online) 17/04/2025
6. Bid submission closing date (online ) 07/05/2025
7. Date of opening Technical Bids in the prescribed web portal (online) 10/05/2025
8 To be announced later
Date of uploading list for technically Qualified Bidder (online ) (Bid A)
on
9 To be announced later
Date & place for opening for Financial Proposal (online ) (Bid B)
on

3.The Tender should be addressed to the Medical Superintendent cum Vice Principal ( MSVP) of
North Bengal Medical College & Hospital, Sushrutanagar, Darjeeling. Bidders may download
tender enquiry documents from the https://wbtenders.gov.in “ www.wbhealth.gov.in.

Any subsequent notice regarding this tender shall be uploaded on these two websites only.

4.In the event of any of the above mentioned dates being declared as a holiday for the MCH/
CMOH, the tenders will be opened on the nest working day at the appointed time.

5.The bid submitted should be addressed to the tender inviting authority i.e. to the MSVP, North
Bengal Medical College & Hospital, Sushrutanagar, Darjeeling.

4
MSVP
NORTH BENGAL MEDICAL COLLEGE & HOSPITAL
SUSHRUTANAGAR, DARJEELING

5
 SECTION II : PREAMBLE : Definitions and Abbreviations.
1.1 The following definitions and abbreviations, which have been used in these documents shall
have the meanings as indicate below:
1.2 Definitions :
(i) “Purchase “ means the organization purchasing goods and /or services as incorporated in the
Tender Enquiry document. The purchasing organization is North Bengal Medical College &
Hospital its MSVP.
(ii) “Bid” means Proposals / Quotation received from a Firm / Bidder against the tender.
(iii)“Bidder” means the Individual or Firm /Bidder against the tender.
(iv) “Contractor” means the individual or the form supplying the goods and / or services as
incorporated in the contract.
(v) “ Goods” means the articles, materials, commodities, consumables, stationeries, printing,
items of clothing, raw material, spares, machinery, computer, electronics items etc, which the
Contractor is required to supply to the purchase under the contract.
(vi) “Services” means the scope of work, together with services allied and incidental to the
supply of goods, such as their transportation, packing, installation, commission, also,
cleaning weeping, washing, wastes disposal, assisting patients, housekeeping, monitoring and
supervision, managerial/ administrative services, provision of technical assistance, training,
maintenance service, insurance and other such obligations of the Contractor covered under
the contract.
(vii) “ Earnest Money Deposit” ( EMD ) means Bid Security/ monetary amount or financial
guarantee to be furnished by a bidder along with its bid.
(viii) “ 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 ete. Therein.
(ix) “ Performance Security” means monetary amount or financial guarantee to be furnished by the
successful bidder for the due performance of the contract placed on it. Performance Security is
also known as Security Deposit.
(x) “ Specification” means the document/ standard that prescribes the requirement with which
goods and / or service has to conform.
(xi) “Inspection” means activates 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.
(xii) “Day” means calendar day.
(xiii) “ Bill of Quantity” is the name for price schedule in e-tender software.
6
 1.3 Abbreviations:
(i) “TE Documents” means Tender Enquiry Document.
(ii) “NIT” means Notice Inviting Tender
(iii)“GIB” means General Instruction to Bidders.
(iv) “GCC” means General Conditions of Contract
(v) “ESIC” means Employees‟ State Insurance Corporation of India
(vi) “EPFO” means Employees‟ Provident Fund Organization.
(vii) “GST” means Goods and Service Tax.
(viii) “CST” means Central Sales Tax
(ix) “ BMW” means Bio- Medical waste.
(x) “ DSC” means Digital Signature Certificate

1.4 The Tender Enquiry ( TE) documents include:

Section I: Notice inviting Tender ( NIT) Page No. 4
Section II: PREAMBLE: Definitions and abbreviations Page No. 6
Section III: Requirement and EMD Page No. 8
Section IV: Consignee List Page No. 10
Section V: Specifications Page No. 10
Section VI: General Instructions to Bidders (GIB) Page no. 20
Section VII: General Conditions of Contract (GCC) Page no. 32
Section VIII: Tender Application Form Page no. 41
Section IX: Proforma for Performance Statement Page no. 42
Section X: Price Schedule/ Bill of Quantity (Directions for quoting prices online)
Page no. 43
Section XI: Contract Form Page no. 45
Section XII: Housekeeping Equipment to be provided by Bidder Page no. 47
Section XIII: Proforma of monthly-bill to be submitted by Bidder Page no. 48
Section XIV: Space, Furniture and Fixtures, Other facilities to be provided by
Purchaser/ Consignee to Bidder.
Section XV: Checklist for the Bidders Page no. 51

7
 SECTION III: REQUIRMENTS AND EMD
Part . 1 Table of Requirements
Sl no Goods and services No. EMD Rs.
Trained cleaning & housekeeping staff in unskilled / semi skilled Rs.
with uniform and I- Card, for 74,000/-
 Wards (Seventy
 OPD ( Out patients department complex Four
 Emergency and adjoining complexes like doctors rooms, thousand
nursing station, triage, brought dead room, injection room, only)
radiology minor OT etc.
 Operation Theaters
 Labour rooms adjoining complex
 Laboratories
 Radiology Department including USG, CT scan, MRI
rooms etc.
 Blood Bank and Component separation rooms.
 Dialysis
 ICU, CCU, CTVS, ICU, ITU, SNCU, SNSU, PICU, NICU
1.
 Guest House,
 Residential Complex
 Medical College, Hostels
 Nursing College & other office(s)
 Library
 Auditorium
 AC plant
 Kitchen
 CSSD ( Central Sterile Stores Depatment),
 Laundry
 Boiler
 Manifold
 Mortuary
 Cafeteria
 Public Toilets
 8

..
 Parking
 Periphery of the Buildings.
 Road cleaning
 Pump house
 Stairs ramp and landing
 Garage
 Generator room
 STP & clearance of chocking ( round the clock)
( The State Government declares different rates of minimum
wages for cleaning services in unskilled / semi skilled / skilled
workers. Again, minimum wage- rates for cleaning &
housekeeping service in Zone A and B of the state are different )
Trained housekeeping staff in unskilled category for specialized
2 288
work of chocking clearances at hospital and residential complex
Supervisor in semi skilled category for monitoring and supervision
3 3
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 ete. To
those required. Separate dress code for sweepers dealing with Bio
Medical Waste is to be ensured. The dress should be fitted with
4 reflector tapes.
Quality and colour code of such shall be as approved by
competent authority of NORTH BENGAL MEDICAL COLLEGE
& HOSPITAL. All charges for these items of attire shall be borne
by the bidder.
Machines, scrubbers, three/ two bucket trolleys, equipment, tools
and tackles, small or big, covered trolleys, other items required for
the job. The minimum and mandatory requirement of equipment
5
for the job is listed in Section XII.
All charges for using services of these cleaning & housekeeping
equipments shall be borne by the bidder.
Administrative, management, incidental services to conduct the
6
job.
7 Licences, if required for housekeeping services at the site.

9
SECTION IV: CONSIGNEE LIST
(When the MSVP, MCH invites the tender)
3.1 DR. SANJAY MALLICK
Designation: MEDICAL SUPERINTENDENT CUM VICE PRINCIPAL
Phone Number-0353-2585483
Email id - [email protected]
Address: Office of the MSVP, North Bengal Medical College and Hospital, Sushrutanagar, Darjeeling.

SECTION V: SPECIFICATIONS

1. Commencement of Service:
The contractor shall commence providing his service within 15 (fifteen) days from date of
notification of award of contract for this e-tender. Time is the essence of the contract and should
be strictly adhered to by the contractor.
2. Bidder should visit the site before quoting rates in e-tender: Intending bidder should visit
the health facility and make himself thoroughly acquainted with the site condition, nature and
requirements of the work, facilities for transportation, labour supply, storage of materials and
removal of debris, waste, rubbish/biomedical waste. The rate quoted by the contractor shall take
care of all contingencies required for operating efficient cleaning & housekeeping services at the
health facility. The successful bidder shall not be entitled to any claim of compensation for
difficulties faced or losses incurred on account of any site condition which existed before the
commencement of the work or which, in the opinion of the health facility might be deemed to
have reasonably been inferred to be so existing before commencement of the indoor patient
housekeeping services contract. The necessary permission for onsite assessment may be obtained
from the MSVP of the MCH on arrival on any working day between 11 am and 4 pm.
3.Norms of Services to be provided
3.1 Minimum Norms of service-
1. Continuous sweeping to be ensured i.e. the sweeper/ cleaner to render services
continuously to clean the wards, service areas including the toilet blocks of the ward etc.
during each shift, not merely once per shift.
2. Every sweeper is to render service daily in each shift (Each shift implies 8 [eight] hours of
continuous duty with ½ an hour break in between).

10
3.2 Calculation of requirement
1. The number of cleaning and housekeeping workmen as per Departmental order for such
sanction for the facility. The number of works and supervisors will be specified by the Medical
Service Branch of the Department for all hospitals including Medical Colleges and hospitals and
teaching institutions. Under no circumstances should the upper limit be exceeded.
2. In female wards, paediatrics wards and in Labour Rooms, only female sweepers / female
housekeepers are to be provided.
4. Area of work
1. Definition of work area
All open and covered area within the boundary of the Health facility including roof and
basement (if any) will be within the scope of cleaning & housekeeping services to be provided
by the contractor it includes all of the Hospital rooms of all the departments, stores, kitchen,
consultants chambers, wards, ICUS, Operation Theatres, CSSD, Laundry, Labs, Blood Bank, all
corridors and all covered spaces and premises. It does not include cleaning of residential
quarters, which are situated within the hospital premises.
2. Objectives and general rules
a. The main objective of the outsourced service is to provide a high level of a neat, clean,
hygienic and presentable look to the entire area. The contracting organisation and their team will
supervise the work listed in the TORS.
b. The contracting organisation will ensure that the staffs deployed are dressed in neat and clean
uniform, which is approved by the Health Facility.
c. Housekeeping/cleaning services should be provided round the clock on all days including
holidays, so that all areas are neat and clean all the time. Working hours should be adjusted in
such a manner that initial cleaning work in the morning should be completed half an hour before
the start time of normal work.
d. Apart from cleaning & housekeeping services as described below, the Housekeeping staff
shall also assist the hospital nursing staff in day-to-day patient care such as receiving and
dropping patients at the entrance, taking patients to diagnostic /Laboratory, sending blood / stool
/ urine samples to laboratories etc.
3. Detailed scope of Cleaning & Housekeeping Services includes but not limited to the
following:
a. Schedule of cleaning to be observed by the staff is given in the Appendix 'I' to this TOR.
b. Behaviour of contractor & his staff with hospital personnel, patients and visitors would be
courteous and respectful. The staff would maintain confidentiality of information, which they
may access during the course of their duty in the hospital.
 11

c. 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.
d. Vacuum cleaning of all carpets and upholstered furniture on weekly basis.
e. Cleaning and disinfecting kidney trays, urinals, bed pans, sputum cup, humidifiers, suction
bottles and emptying urine and drain bags whenever required. f. Cleaning blood spills and others
such as human excrement, urine, vomitus, unsterile body fluids as & when
required.
g. Cleaning, dusting electrical switch boards, light fixtures, fans, air conditioner vents, name
plates, door mats, fire-fighting equipment, computer systems, phones, doors, windows, furniture,
window glasses, grills, curtains etc.
h. Cleaning of dust bins, waste paper baskets, cobwebs etc. and disposing off all collected refuse
on daily basis at regular intervals. 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 3/4 full.
i. Collect garbage in specified colour coded bags from all dust bins and garbage bins existing
inside the premises and disposed at the designated area within the hospital.
j. Refilling, replacing and emptying of sharp containers at all stations.
k. 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.
1. Cleaning the patients who have soiled themselves with stool, urine, vomitus with assistance of
Patient attendant/ nursing orderly / staff nurse / nursing sister. m. Sluicing linen which are soiled
by urine, vomitus, faeces and others with 0.5% chlorine solution and send to laundry.
o. Assist in transporting dead bodies to mortuary and disposal of amputated limbs or other parts
to bio medical waste collection point.
p. Assist in fumigation as per schedule.
q. Cleaning, mopping, disinfecting OT floors, walls, ceilings / OT lights in morning before
starting the case as per instruction & direction of OT In charge.
r. Clean the patients' bed, lockers, trolleys, wheel chairs and surrounding areas twice a day or
when patient is discharged or when soiling occurs.
s. Cleaning and carbolization of ICU beds, OT beds as per instruction.
t. Washing of slippers in ICUS, OT, dialysis etc.
u. Scrubbing/cleaning of toilets, wash basins, sanitary fittings, glasses, toilets, floors etc.
v. 20% of cleaning staff are to be engaged for Bio Medical Waste disposal from various sites
of the facility.
4. Waste Disposal Management (Including Bio-Medical Waste)
12
The following general instructions will be followed
a. All collection, storage, transportation and disposal of hospital waste shall be in accordance
with Bio-Medical Waste (Management and Handling) Rules, 2016 and any other amendments or
notification of the State Pollution Control Board.
b. A detailed Hospital Waste Management Plan shall be prepared. The plan would be approved
by the nodal officer of the health facility's authorities before start of work.
c. All infected, chemical, Radiation, Cytotoxic Health care waste shall be segregated, collected,
stored, transported and disposed in accordance with set guidelines of safety, ensuring that at no
stage it gets mixed with general waste. Unscientific burning shall not be undertaken. Different
coloured bags/containers namely red, yellow, black, blue ribboned boxes and puncture proof or
stainless steel, lead containers shall be used depending on the category of waste.
d. The waste shall be carefully secured or pre-treated for transportation to a common facility for
disposal.
e. Waste shall not be transferred from one bag to another. Bags should be tied when three fourths
full and then placed in a bigger bag / container for transporting.
f. Covered Trolleys or containers should be used for transportation. Before final disposal/
treatment waste should be kept in specified location and in specific liners and containers.
g. The scope includes segregation, collection, storage, transportation within the Hospital until
transportation by CBWTF. All statutory rules and regulations and legal requirements are to be
followed at each stage.
h. Segregation, packaging, transportation and storage.-
(1) No untreated bio-medical waste shall be mixed with other wastes.
(2) The bio-medical waste shall be segregated into containers or bags at the point of generation
in accordance with Schedule I prior to its storage, transportation, treatment and disposal.
(3) The containers or bags referred to in sub-rule (2) shall be labelled as specified in Schedule
IV.
(4) Bar code and global positioning system shall be added by the Occupier and common bio-
medical waste treatment facility in one year time.
Documentation
The following general requirements and documentation will be followed / maintained a.
Organizational structure with local supervisor and line of authority with job description of each
category of housekeeping staff.
b. Housekeeping manual and all SOP (Standard Operating Procedures).
c. List of equipment deployed at the health facility.
d. On job training and documentation
e. Vaccination record of all staff
f. Maintaining records of the following
i. Weekly duty roster and Attendance.

13
ii. Needle stick injuries
iii. Amount of biomedical waste going out to outsourced agency
iv. Memorandum of understanding
v. Complaint book
vi. Check-list would the displayed in each area of work, as given in Appendix 'II'.
g. Maintaining logs and checklist.
h. Ensure that both male and female staff should be posted in areas like wards, ICUS, Casualty
and OPD,CCU & Wards (wherever applicable)
i. Female patients should be attended by female staff only.
j. Immediate replacement of staff on leave.
k. Rotation of staff if required but the staff of critical areas should not be rotated too frequently.

Detailed Method of Cleaning

The method of cleaning of various areas is given below and can be adapted to the facility's
requirements.
Preparation for cleaning, instructions for cleaning personnel- As far as possible wet
mopping is preferred over dry sweeping to avoid kicking up and circulation of dust and
allergens.

A. Preparation
(i) Put gumboots or disposable shoe covers
(ii) Hand-Gloves must always be borne by all personnel engaged in cleaning of Health Facility
(iii) Wear cap, mask, apron / gown
(iv) Prepare germicidal cleaner in clean water as per the dilution directions mentioned on the
product label, both in the wringer bucket as well as plastic pail.
(v) Move cots and furniture as per the directions of the supervisor to one side.
(vi) (vii) Use a blunt knife to remove any dried up or sticky soil on the floor. Use a treated dry
mop or nylon push broom and dust pan to clear the loose soiling on the floor.

B. Performance
(i) Sweep the dust -in case the quantity is large- to the door way and collect it in the dust pan and
discard into the trash.

14
(ii)Wet the mop in the germicidal solution and wring it gently so that the mop holds enough
solution for necessary disinfection of the floor.
(iii) Wet mop the floor in one direction and ideally from the centre outwards toward the door.
Change of mopping water should be done frequently especially when it is noticed that it is
noticed dirty Method of cleaning

C. Direction of cleaning
(i)The sweeping movement should be unidirectional
(ii) The direction of cleaning in healthcare facilities must be from the clean to the dirty area. In
closed spaces like a ward, the direction should be from within outwards.
Cleaning of OT: from cleanest area outwards
(i) Clean the furniture and cot castors with a clean duster using the germicidal solution prepared
in the plastic pail, directly or with a spray bottle.
(ii) Put the tables and cots back in position
(iii). Take out all your cleaning equipment and tools out of the door
(iv) Scan the room to ensure that cleaning is done thoroughly and none of personal belonging/
cleaning equipment left behind in the operation room..
(v) Keep your equipment and tools to designated place, after rinsing in fresh germicidal solution
(vi)Remember to clean the doorstoppers and the door handles and latches which are usually left
or not attended to

Finishing:
(i) De-gown carefully, wash and let them dry.
(ii) Remove your cap and mask wash and let them dry.
(iii) Remove the gloves wash and let them dry.
(iv) Wash your hand as per six steps of hand hygiene.

Practical points to note-

(i) All loose particles and litter should be removed before dealing with any stubborn stains/dirt.
(ii) Use lighter cleaning methods before attempting stronger methods.
(iii) Before any implement or cloth is used, make sure they are clean and dry.
(iv) A double bucket system when mopping the floors so that dirty water is not reused while
mopping. The first bucket contains clean water while the second bucket is used to squeeze
out the water from the dirty mop following which the mop is dipped in the clean water and
mopping done.
15
(v) The Three bucket system should be ideally practiced and that the first bucket contains
water with detergent used in the beginning. The mop is then rinsed in the second bucket and
dipped in the third bucket which can also contain a disinfectant and the mopping done again.
(vi) Abrasives should be used as a last resort as they can damage the surface
(vii). Use an agent that is least offensive in smell if alternatives are available.
(viii) When cleaning a surface, be cautious of marring the surroundings area, e.g. finger prints on
walls, grazing other articles, etc.
(ix) Use methods that are least inconvenient to patients. Disturbance can be caused by noise or
obstacles placed in public areas.
(x)Be sure that during the process of cleaning areas do not become accident-prone, e.g. wet,
slippery floors, etc. If required, cautionary sign can be put
(xi)Cleaning should be carefully planned to make efficient use of time.

Personal Hygiene::
General neatness and cleanliness Personal cleanliness.
Body odours should be prevented by Daily bath.
Finger nails should be kept clean and short.
Hand wash Washing of hands with soap and water is very effective
in reducing transmission of infection and must be done
Frequently
Hair Hair should always be neatly combed.
Women should use hairnets to prevent hair from falling
out of place during work.
Cosmetics Makeup should be avoided.
Usage of Jwellery, anklets, etc. should be avoided
Uniform All staff should wear uniform as per hospital dress
code.
General Care should be taken to eliminate accident/ hazards.
Safety regulations should be followed for protection
from risk of injury/infection.
They should wear gloves and masks and other PPE.

16
 Maintenance of hand hygiene is of paramount importance. Steps on hand hygiene need to be
emphasized. Sensitization on following behavioural change strategies would be imparted by
Infection Control Nurse ICN will train Cleaning personnel on Spill management techniques.

1.Safety precautions while cleaning

Safety/accident prevention measures should be implemented to avoid accidental fall among
patients and visitors, as well as protecting the staff. Few such measures are mentioned below
a. The ideal time to clean the facility is when patients/visitors are not present. If however this is
not possible then they should be requested, to step aside or wait outside for the duration of the
cleaning.
b. Avoid wet and slippery floors.
c. Use appropriate / cautionary signage
d. Arrange furniture for easy movements of the patients to avoid accidents.
e. Pay attention while cleaning the electrical switchboards. Do not sprinkle water / liquids on the
electrical connections.

2. Storage of cleaning & housekeeping articles / material

a. Storage place for housekeeping materials should be earmarked to enable easy accessibility to
the housekeeping staffs. The daily usable supplies should remain in the closets provided in that
area which should be maintained clean, odour free and dry. The equipment and storage closet
should be cleaned every week.
b. The toilet cleaning materials should be stored in a separate place. Store the disinfectants and
cleaning chemicals separately.
c. This should be controlled by the housekeeping supervisor who must check the store once a
week if not daily with the aim of checking the stock and serviceability of the equipment /
chemicals and should replace/ replenish them respectively if required.
d. The used wet mops and cleaning cloths should be washed every day and dried.
They should not be left soiled and wet.
e. Mops are best left standing upside down on its handle so that the water drains away from the
bristles.

3. Personal protection equipment / gear to be worn by the housekeeping staff

Healthcare workers, more so the facility's housekeeping staff, must take precautions and use
personal protection in the hospital to counter the risk of contracting disease. The following
personal protection equipment should be used by the housekeeping staff:

17
a. Clothing-wearing of aprons over the personal clothing and/ or dungarees to protect direct
skin contact with the waste. Rubber aprons should be worn wherever liquid waste is being
handled.
b. Wearing of masks when exposed to dust and allergens. Cloth masks should be used since they
can be washed and reused and are more economical in the long run.
c. Water proof gloves / Heavy duty gloves should be worn specially when handling biomedical
and potentially infectious waste.
d. Gumboots or rubber shoes should be worn when handling biomedical / wet waste.
e. Protective eye goggles should be worn to avoid the splashing of eyes with infectious / body
fluids.

4. Miscellaneous Duties
i. Providing bed pans/ urinals to patients on demand and keeping the bedpans/ urinals clean and
fit for use at all times..
ii.Assist the nursing staff in administering enemas.
iii.Emptying and cleaning of the bedside gumla of the patient
iv. Washing of soiled linen on daily basis prior to handing over to dhobi
v. Carrying patient samples to the diagnostic labs
vi. Cleaning up the patient's bed after soiling
vii. Perform all tasks as provided in the Bio Medical Waste Management Plan and Policy of the
hospital
viii. Other Cleaning and Housekeeping jobs as entrusted by the Medical Officer/Nursing
Staff/Administrative Officer on duty
ix. Any other job of similar nature that may be entrusted to them from time to time by the
Medical Superintendent or his authorised representative.

5. Patient Support Services

The Patient Support Services, which shall be required to be rendered by the Ward Boys shall
comprise of the following:
Receiving the patients on admission and assisting the patient in getting into or out of the bed.
Attend to the personal hygiene of patients-
о Washing and cleaning teeth
o Changing clothing
o Giving enema, etc.
 Preparing and carrying the patients for operations, laboratory, X-ray and other investigations.
 Carrying and transporting patients to various wards/ departments in the hospital.
 Help in feeding patients and giving drinking water to patients and washing utensils.

18
 Transferring various patient medical records between various medical and administrative
departments of the hospital.
 Transferring various mobile medical instruments and equipments for patient's benefit under
supervision of medical personnel.
 Transferring various hospital consumables & accessories form one department to another
department of the hospital.
 Transferring various types of collected samples of Blood, Urine, Stool, Biopsy from IPD,
ICU and OT to the diagnostic departments of the hospital.
 Transferring the various diagnostic reports from Pathology, Radiology and other diagnostic
departments of the hospital to the IPD and other designated area.
 Transferring various sterile material and instruments from CSSD & TSSU to OT, MOT, ICU,
Cath Lab, Endoscopy, Casualty & other departments of the hospital.
 Transferring various files and administrative records as guided by the hospital.
 Arrange for availability of clean clothing and linen for the patients and ensure that soiled
items are removed and cleaned.
 Assist the patient for change of clothes.
 Assist in maintaining stocks of linen and non-medical supplies.
 Clean patient's lockers, tables and bed.
 Assist the nurses in handling and observation of patients and in simple basic nursing
procedures
 Assist the nurses or doctors in diagnostic and treatment procedures.
 Assist in collection and handling of pathological specimens.
 Assist the nurses in receiving supplies by running errands to other departments of the hospital
and in carrying messages to other departments and individuals in the hospital.
 Bringing the weak and feeble patients to the ambulance and accompanying the drivers of the
ambulances.
 Make beds for ambulatory patients and assist the nurses in making beds of non-ambulatory
cases.
 Assist the nurse in getting supplies from the laundry, disinfecting mattresses and dispatching
dirty linen to the laundry, cleaning and dusting of beds, doors, windows and other furniture.
 Assist in debugging and pest control of wards, wash walls and doors in wards.
 Assist in sterilization of instruments, appliances and dressings and dressing of post-operative
wounds. Render first aid to patients in case of emergency, prepare dead bodies, arrange their
transportation to the mortuary.
 Assist in terminal disinfection.
 Removal of biomedical and other waste from OT, CCU or other High Dependency Unit
(HDU) to the designated locations.

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  Undertake any such other duties as may be assigned from time to time by the hospital
authorities.
To perform any other cleaning and housekeeping works as directed by the Medical
Superintendent or his authorised person.
Supervisor in each shift should be posted for looking after the cleaning & housekeeping
service, who in turn will report to the hospital authority regarding the performance on shift
basis as per checklist.

SECTION VI: GENERAL INSTRUCTIONS TO BIDDERS

1. Introduction
1.1 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
2.1 It is required by all concerned namely the Consignee/Bidders/Contractors etc. to observe the
highest standard of ethics during the procurement and execution of such contracts. In pursuance of
this policy, the Purchaser: -
(a) defines, for the purposes of this provision, the terms set forth below as follows:
(i) "corrupt practice" means the offering, giving, receiving or soliciting of anything of value to
influence the action of a public official in the procurement process or in contract execution; and
(ii) "fraudulent practice" means a misrepresentation of facts in order to influence a procurement
process or the execution of a contract to the detriment of the Purchaser, and includes collusive
practice among Bidders (prior to or after Bid submission) designed to establish Bid prices at
artificial non-competitive levels and to deprive the Purchaser of the benefits of free and open
competition;
(b) will reject a proposal for award if it determines that the Bidder recommended for award has
engaged in corrupt or fraudulent practices in competing for the contract in question;
(c) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a
contract by the purchaser if it at any time determines that the firm has engaged in corrupt or
fraudulent practices in competing for, or in executing the contract.
3.Availability of Funds
3.1Expenditure to be incurred for the proposed purchase will be met from the funds available with
the purchaser/consignee

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4. Consignee as Executor of contract
4.1 When the Purchaser for this tender is a District CMOH/MSVP, he will declare the result of
evaluation of bids for this tender and issue notification(s) of award(s) of contract to successful
bidder(s). The consequent contract(s) with the bidder(s) shall be signed and executed henceforth by
the consignee(s).

5. Eligible Goods and/ or Services

5.1 All goods 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.

6. Eligible and Qualified Bidders

6. 1 The bidder should have supplied in any 3 (three) years after 2011 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, preferably, in a Government or corporate
MCH/hospital or establishments of similar size in India.

7. Bidding, Contracting and Billing Expenses

7.1 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 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.
7.2.The bidder shall bear all costs, including the cost of stationery and printing, for signing of the
contract and submission of bills for payment.

8. Assignment
8.1 The Contractor shall not assign, either in whole or in part, its contractual duties, responsibilities
and obligations to perform the contract.

9. Clarification of TE documents
9.1 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.

9.2. The bidder may also take up the same in writing. The purchaser will respond in writing to such
request provided the same is received by the purchaser not later than eight days prior to the
prescribed date of submission of bid

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9.3. Financial Bid will be the rate quoted by the bidder (in INR) on a per square foot of carpet area
per month basis for providing the Services mentioned in the Scope of Services of the Schedule of
Requirements, which shall be exclusive of all rates, levies and taxes. There shall be no other sum
payable on any head to the bidder other than the bills based on the rate quoted in the Financial Bid,
subject to the provisions of Sl. 14 of the e-NIT.

C. PREPARATION OF BIDS FOR e-TENDER

10. Documents comprising the e-Tender: Instructions to bidders for electronic submission of bid:
10.1. Registration of Bidder: A bidder willing to take part in the process of e-Tendering will have
to be enrolled & registered with the Government e-Procurement System, by logging on to
https://wbtenders.gov.in. The bidder is to click on the link for e-Tendering site as given on the web
portal.
10.2. Digital Signature Certificate (DSC)
10.2.1. Each bidder is required to obtain a Class-II or Class-III Digital Signature Certificate (DSC)
for submission of bids from the approved service provider of the National Informatics Centre (NIC)
on payment of requisite amount. Details are available at the Web Site https://wbtenders.gov.in. DSC
is given as a USB e-Token.
10.2.2. The bidder can search and download Notice Inviting Tender (NIT) & Tender Document(s)
electronically from computer once he logs on to the website https://wbtenders.gov.in using the
Digital Signature Certificate. This is the only mode of collection of Tender Documents.
10.3. Submission of Bids
Bids are to be submitted online to the website https://wbtenders.gov.in in two folders before the
prescribed date and time using Digital Signature Certificate (DSC). The documents to be uploaded
should be virus scanned copies, duly Digitally Signed. The documents will get encrypted
(transformed into non readable formats) on uploading. The two folders are:
1) Technical Proposal: containing Statutory Cover and Non-statutory cover
2) Financial Proposal: containing Bill of Quantities
10.4. Technical Proposal: Statutory Cover
10.4.1. Statutory Cover shall contain the following documents:
A) Tender Documents:
i) Application to participate in tender as per Section VIII: Tender Application Form(refer GIB
12.2)
ii) Notice Inviting Tender: Sections 1 to XV
B) Scanned copy of EMD or documents in support of exemption/relaxation claimed for EMD
10.5. Technical Proposal: Non-Statutory Cover 10.5.1 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.

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10.05.2 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.
10.5.3 Non Statutory Cover will contain following documents ( please also refer GIB clause 12 for
elucidation )
Category Sub - Category
Sl. No Detail(s)
Name Description
i. Income Tax of last 3 years (FY 2020-21, 2021-
22,2022-23) along with PAN
ii. Professional Tax Registration with latest
annual return (2023-24)
iii. GST Registration with latest return
A. Certificate(s) Certificate(s) iv. ESCI Code Number ( refer GIB 12.6)- last
Three (03) months challan
v. EPFO Registration (refer 12.7) last Three
(03) months challan
vi. Contract Labour ( Regulation Abolition) Act
Registration ( refer GIB 12.8)
i. Certificate of Incorporation
Company Company
B. ii. Trade Licence (validity up to date)
Detail(s) Details
iii. Power of Attorney ( refer GIB 12.3)
Credential -1 Performance statement as per Section IX along with
C Credential
Credential - 2 documentary evidence.
i. Audited Balance Sheet & profit & loss A/c of
last 3 years(F.Y. 2020-21, 2021-22, 2022-23)
with UDIN number attached of CA
ii. Name, address of banker, account number
D Documents Documents iii. Bank solvency Certificates(NIT No & Date
mandatory mentioned) as per GIB 12.5
iv. Bidder‟s Undertaking as per GIB clause 12.4
v. Bidder‟s Undertaking to provide Housekeeping
Equipment as per Section XII for this job.

10.6 Financial Proposal: Bill of Quantities

10.6.1 The financial proposal (cover ) nor 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 BOQ. 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 direction on
quoting prices online.

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Earnest Money Deposit (EMD)
11.1 The amount of Earnest Money to be submitted for each item(s) of goods and/ or services bid for
is mentioned in Section III: Requirements, Specifications and EMD.
11.2 The earnest money shall be denominated in Indian Rupees
11.3 Deposition of earnest money:
a) Net Banking (any of the banks listed in the ICICI Bank gateway) in case of payment through
ICICI bank Payment Gateway.
b) RTGS/NEFT in case of offline payment through bank account in any bank.
11.4. Payment by Net Banking:
a) On selection of net banking as payment mode, the bidder will be directed to ICICI Bank Payment
Gateway webpage (along with a string containing a UNIQUE ID) where he will select the bank
through which he/ she wants to do the transaction.
b) Bidder will make payment after entering his/her Unique ID and password of the bank to process
the transaction.
c) Bidder will receive a confirmation message regarding success/failure of the transaction. d) If the
transaction is successful, the amount paid by the bidder will get credited in the respective pooling
account of the State Government maintained with the Focal Point Branch of ICICI Bank at R N
Mukherjee Road, Kolkata for collection of EMD/Tender fees.
e) If the transaction is failure, the bidder will again try for payment by going back to the first step.

11.5. Payment through RTGS/ NEFT:

a) On selection of RTGS/NEFT as the payment mode, the e-procurement portal will show a pre-
filled challan having details to process RTGS/NEFT transaction.
b) The bidder will print the challan and use the pre-filled information to make RTGS/NEFT payment
using his bank account.
c) Once payment is made, the bidder will come back to the e-Procurement portal after expiry of a
reasonable time to enable the NEFT/RTGS process to complete, in order to verify the payment made
and continue the bidding process.
d) Hereafter, the bidder will go to e-Procurement portal for submission of his bid.
e) But if the payment verification is unsuccessful, the amount will be returned to bidder's account

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11.6. Refund/ Settlement Process:
a) After opening of the bids and technical evaluation of the same by the tender inviting authority
(TIA) through electronic processing in the e-Procurement portal of the State Government, the TIA
will declare the status of the bids as successful or unsuccessful which will be made available, along
with the details of the unsuccessful bidders, to ICICI Bank by the e-Procurement portal through web
service.
b) On receipt of the information through e-Procurement portal, the Bank will refund, through an
automated process, the EMD of the bidders disqualified at the technical evaluation to the respective
bidder's bank account from which transaction was made. Such refund will take place within T+2
Bank Working Days (Where T means the date on which information on rejection of bid is uploaded
to e- Portal by the TIA.)
c) Once the Financial bid evaluation is electronically processed in the e-Procurement Portal, EMD of
the technically qualified bidders other than that of L1 & L2 bidders will be refunded, through an
automated process, to the respective bidders' bank account from which payment was made. Such
refund will take place within T+2 Bank working days. However, the L2 bidder should NOT BE
REJECTED till the LOI (Letter of Intent) process is successful.
Procurement Portal:-
d) If the L1 bidder accepts the LOI and the same is processed electronically in the e-Procurement
Portal, EMD of the L2 bidder will be refunded through an automated process, to the his bank
account from which payment was made. Such refund will take place within T+2 Bank working days.
(Here T means the date on which information on Award of Contract to the L1 bidder is uploaded in
the e- Procurement Portal by the TIA)
e) As soon as the L1 bidder is awarded the contract and the same is processed electronically in the
e- Procurement Portal:-
i) EMD of the L1 bidder for tenders of the State Government Offices will automatically get
transferred from the pooling account to the State Govt. Deposit Head "8443-00-103-001-07" through
GRIPS along with the bank particulars of L1 bidder.
ii) Such transfer will take place within T+1 Bank working Days (Here T means the date on which
Award of Contract is issued)
iii) All refunds will be made mandatorily to the Bank A/C from which payment of EMD was
initiated.
11.7. The TIA of the government offices will be using their respective e-Procurement User ID and
password to view the EMD deposited by the bidders in the pooling accounts.

12. Additional Information on Technical Proposal/Bid

12.1 The documents prescribed to be uploaded online for Technical Proposal by the Bidder shall be
in the following manner:

25
12.2 Tender Application Form as per Section VIII without indicating any prices. Any mention of
price at this stage may lead to summary rejection of bid.
12.3Power of Attorney in favour of signatory of TE documents.
12.4 Bidder's undertaking:
12.4.1 The bidder shall provide an undertaking that the proprietor/ promoter/ director of the firm, its
employee, partner or representative are not convicted by a court of law following prosecution for
offence involving moral turpitude in relation to business dealings including malpractices such as
bribery, corruption, fraud, substitution of bids, interpolation, misrepresentation, evasion, or habitual
default in payment of tax levied by law; etc. Also, the firm does not employ a government servant,
who has been dismissed or removed on account of corruption.
12.4.2 The Bidder shall disclose all instances of its past performance during last 3 (three) years,
when any adverse action against it may have been taken by any government/ PSU/Local Body etc.
12.5 Bank Solvency Certificate of the bidder shall be on or after issue of this 1st tender date i.e.
16/01/2024. The Bank Solvency Certificate must be for an amount of Rs. 01 Crore (Rupees One
Crore) or more with proper computerized print mentioned the current NIT no & date in the solvency
addressing to the MSVP,NBMCH. Requirements and EMD in NORTH BENGAL MEDICAL
COLLEGE & HOSPITAL. It is a onetime procedure.
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.
No additional charges, taxes, including General Service Tax etc. need to be considered for purpose
of calculation of 'Statutory Monthly Emoluments' as mentioned in this clause.
12.6 ESIC Code Number Allotment is mandatory with last 2 months challan.
12.7 EPFO Registration is compulsory with last 2 months challan.
12.8 Registration under Contract Labour (Regulation and Abolition) Act for contractors employing
20 or more persons on any day during preceding 12 months from date of issue of tender.
12.9 The bidder shall have valid license for providing pest control under the Insecticide Rules, 1971
either in its own name or it shall have a valid agreement with a contractor rendering pest control
services, who shall have a valid license for providing pest control under the Insecticide Rules,
1971.An notarized undertaking required to be submitted before the issue of AOC mentioned that
the agency will endorsed pest control under the Insecticide Rules, 1971in the event of non
availability of this certificate.

13 Preparation of Bid Documents

13.1 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.
13.2 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

26
shall be initialed 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 initialed by the person(s) signing the bid.
13.3 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.
13.4 A bid, which does not fulfill any of the above requirements and/or gives evasive information/
reply against any such requirement, shall be liable to be ignored and rejected.
13.5 Bid sent by paper/fax/telex/cable/email etc shall be ignored.
14 Tender Prices
14.1 Bidders submitting lowest value for the Bid will be accepted. Bid value will include the
minimum approved wages of employees engaged by the agency, as per sanctioned strength,
other applicable charges as Bonus, EPF, ESIC etc. and other statutory deductions and
Government taxes as applicable and cost of equipments,.
14.2 The bidder shall bear all charges for providing 2 (two) sets of uniforms per year, I-Cards to all
workers; gum boots, hand gloves, logistics as mops, trolleys etc., 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 NORTH BENGAL MEDICAL COLLEGE &
HOSPITAL. Consumable are to be provided by the hospital authority.
14.3 The bidder shall Bear. All charges for providing Machines, equipment, tools and tackles, small
or big, covered trolleys, other items required for the job. The minimum and mandatory
requirement of equipment for the job is listed in Schedule XII.
14.5 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.
14.4 The bidder shall pay the staff deployed by it for housekeeping in NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL, 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
purchaser on basis of submission of documentary evidence of actual payment made by the
bidder to its housekeeping staff deployed at NORTH BENGAL MEDICAL COLLEGE &
HOSPITAL in previous month.
14.6 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. Please also refer Section X:
'Price

27
 Schedule/ Bill of Quantity' for directions on quoting prices online.
15 Firm Price
15.1 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, dues etc. as per the
relevant statutes in vogue shall be paid for by the purchaser as revised from time to time.
16. Alternative Bids
16.1 Alternative Bids are not permitted.
17. Bid Validity
17.1 The bids shall remain valid for acceptance for a period of 120 days (One hundred and 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.
17.2 In exceptional cases, the bidders may be requested by the purchaser 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.
17.3 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 purchaser, the bid validity shall automatically be extended up to
the next working day.

D. OPENING OF TENDER
18.1 The purchaser will open the bids after the specified date and time as indicated in the NIT.
18.2 Authorized representatives of the bidders may attend the tender opening.
18.3 Tender system as mentioned in Clause 10 above will be as follows. 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.
18.4. Opening of Technical Proposals: Technical proposals will be opened by members of the
Tender Evaluation Committee electronically from the website using their Digital Signature
Certificate (DSC).
18.5 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.
18.6 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.

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 E. SCRUTINY AND EVALUATION OF BIDS
19. Basic Principle
19.1 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.
19.2 The Purchaser 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 meet the basic requirements, are liable to be treated as non- responsive
and will be summarily ignored.
19.3 Prior to the detailed evaluation of Price Bids, pursuant to GIB Clause 20, the Purchaser 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
3), Terms and mode of Payment (GCC Clause 7), 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.
19.4 If a Bid is not substantially responsive, it will be rejected by the Purchaser.
19.5 Decrypted (transformed into readable format) documents of the non-statutory cover will be
downloaded and handed over to the Tender Evaluation Committee. The Committee will
evaluate technical proposals as per terms laid down in this tender document.
19.6 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.
19.7 The result of evaluation of technical bids, along with information regarding further steps in
evaluation of the tender shall be uploaded online.
20 Discrepancies in Prices
20.1 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.
20.2 If there is an error in a total price, which has been worked out through addition and/or

29
subtraction of subtotals, the subtotals shall prevail and the total corrected.
21. Schedule-wise Evaluation
21.1 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.
22. Comparison of Bids
22.1 The comparison of the responsive bids shall be carried out on Delivery Duty Paid (DDP)
consignee site basis.
23. Bidder's capability to perform the contract
23.1 The purchaser, 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.
23.2 The above-mentioned determination will inter alia, take into account the bidder's financial,
technical and production capabilities for satisfying all the requirements of the purchaser 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 purchaser, including inspection of
warehouse/ registered or branch office/ site visit of any current project(s) etc. of the bidder by
authorized representative(s) of Purchaser.

F.AWARD OF CONTRACT
24. Purchaser's Right to accept any bid and to reject any or all bids
24.1 The purchaser 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).
25. Award Criteria
25.1 Subject to GIB clause 24 above, the contract will be awarded to the lowest evaluated responsive
bidder decided by the purchaser. The list of successful bidder(s) shall be uploaded online.
Variation of Quantities at the Time of Award, Currency of Contract 26.
26.1 At the time of awarding the contract, the purchaser 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. The quantity of goods and/ or
services mentioned in the relevant section(s) in tender to be
26.2 procured may be staggered during currency of the contract.

30
26.3 The purchaser reserves the right to extend the 3 (three) year contract by another 6 (six) 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
purchaser and Contractor.

26.4 As per e-file-no HFW-46036(99)/37/2022-MC SEC-Dept. of Health & F.W., in case of tie bid
the order vide memo no.2320-F(Y) dated07/06/2022 will be followed.

27. Notification of Award

.

27.1 Before expiry of the tender validity period, the purchaser will notify 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 purchaser, has been accepted, also
briefly indicating there in 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 purchaser 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 3.

27.2 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.

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

28. Issue of Contract

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

28.2. The Purchaser reserves the right to issue the Notification of Award consignee wise.

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

29.1 Failure of the successful bidder in providing performance security and/ or signing contract in
terms of GIB clauses 27 and 28 above shall make the bidder liable for forfeiture of its EMD and
also, for further actions by the Purchaser against it as per the clause 10 of GCC: Termination for
default.

30. Publication of Tender Result

30.1 The name and address of the successful bidder(s) receiving the contract(s) will be published in
the websites https://wbtenders.gov.in and www.wbhealth.gov.in/....

31
SECTION VII: GENERAL CONDITIONS OF CONTRACT
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.Performance Security

3.1 Within 15 (fifteen) days from date of the issue of notification of award by the Purchaser, the
Contractor, shall furnish performance security to the Purchaser for an amount equal to 1 (One)
Months' Gross Amount Payable to Contractor [as per Row 22 of Schedule of Payment under
Section XIII: Proforma of Monthly Bill to be Submitted by Bidder] as per applicable rates on
date of commencement of contract. The Performance Security shall be retained up to ninety (90)
days after the date of completion of all contractual obligations by the Contractor.

3.2 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. No other forms
of deposit can/will be entertained by the hospital authority.

3.3 In the event of any failure /default of the Contractor with or without any quantifiable loss to the
32
 North Bengal Medical College and Hospital, the amount of the performance security is liable to
be forfeited. The MSVP, NBMC&H may do the needful to cover any failure/default of the
Contractor with or without any quantifiable loss to the North Bengal Medical College and
Hospital.
3.4 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.
3.5 Subject to GCC sub-clause 3.1 and 3.3 above, the Purchaser will release the Performance
Security without any interest to the Contractor on completion of the Contractor's all contractual
obligations.

4. Cleaning & Housekeeping Staff to be deployed by Bidder at NORTH BENGAL MEDICAL

COLLEGE & HOSPITAL
4.1 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.
4.2 The contractor at all times should indemnify NORTH BENGAL MEDICAL COLLEGE &
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.
4.3 The contractor shall pay the staff deployed by it for Cleaning & housekeeping in NORTH
BENGAL MEDICAL COLLEGE & 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.
4.4 The cleaning & housekeeping staff deployed through contractor at the North Bengal Medical
College and Hospital shall not claim any benefit, compensation, absorption or regularization of
their services in the establishment of the North Bengal Medical College and 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 North
Bengal Medical College and Hospital. In the event of any litigation on the status of the deployed
staff, the Medical Superintendent-cum-Vice Principal, North Bengal Medical College and
Hospital shall not be a
33
 necessary party. However, in any event, either by the deployed persons or on order of a Court
of Law, if the Medical Superintendent-cum-Vice Principal, North Bengal Medical College and
Hospital is made necessary parties in dispute to adjudicate the matter, the contractor shall
reimburse the expenditure borne by the Medical Superintendent-cum-Vice Principal, North
Bengal Medical College and Hospital for such.
4.5 The contractor shall be fully responsible for the conduct of his staff. 4.5.1 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).

4.5.2 The staff deployed should be disciplined, entailed on enforcing prohibition of alcoholic drinks,
paan, smoking, loitering without work, gambling etc. any illegal, disruptive, immoral act in
NORTH BENGAL MEDICAL COLLEGE & HOSPITAL.
4.5.3 The staff should be sensitive in dealing with patients and persons accompanying patients and
also the public at large visiting the North Bengal Medical College and Hospital.
4.5.4 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 North
Bengal Medical College and Hospital, and shall not knowingly lend to any person or identity
any of the effects, assets or resources of the North Bengal Medical College and Hospital, under
its control.
4.5.5 Any loss damage etc. to the property, persons (including to patient-parties) of North Bengal
Medical College and Hospital due to negligence/ any action on part of contractor or his staff,
established after an enquiry by authorized representative(s) of North Bengal Medical College
and Hospital /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
North Bengal Medical College and Hospital under the contract.
4.5.6 Any misconduct/ misbehavior by any housekeeping staff deployed by the Contractor shall be
promptly dealt with by the Contractor. If competent authority of North Bengal Medical College
and Hospital so 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.
4.6 The contractor shall maintain adequate number of manpower as per Section III: Requirements
and EMD. He shall maintain a pool of standby 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.
4.7 Training on behavioural aspects and ethics to the cleaning & housekeeping staff deployed at
North Bengal Medical College and Hospital should be conducted regularly by the Contractor.
Training report for the same shall be submitted by the contractor to NORTH BENGAL
MEDICAL
34
COLLEGE & HOSPITAL half-yearly.
4.8 Appropriate measures for the health and safety of the housekeeping staff deployed at NORTH
BENGAL MEDICAL COLLEGE & HOSPITAL should be undertaken by the Contractor
regularly. A report regarding the same shall be submitted by the contractor to NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL half-yearly.
4.9 The attendance sheet in respect of the housekeeping staff deployed at NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL shall be authenticated daily by a designated supervisory
staff of contractor and countersigned by an appropriate authority of NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL. The attendance sheet shall be submitted by contractor
along with the monthly bill payable to him by NORTH BENGAL MEDICAL COLLEGE &
HOSPITAL.
5. Suggestion Book
5.1 The contractor shall meet the competent authority of NORTH BENGAL MEDICAL COLLEGE
& HOSPITAL at mutually agreed intervals to take feedback on the housekeeping services being
provided by it and rectify deficiencies accordingly.
5.2 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 NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL half-yearly.
6. Modification of Contract
6.1 If necessary, the purchaser 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
6.2. 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 Purchaser, the
Contractor shall convey its views to the Purchaser within 15 (fifteen) days from the date of the
Contractor's receipt of the Purchaser's amendment/ modification of the contract.
7. Terms and Mode of Payment
(All powers of the purchaser i.c. MSVP, NBMC&H shall have to be delegated to the consignee
hospital for purposes of execution of the contract, i.e. for payment, imposition of liquidated
damages, termination etc. This point has been suggested in GIT 4)

35
7.1 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.
7.2 The Contractor shall raise bills in proforma as per Section XIII: 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 the purchaser.
7.3 Along with the above bill the Contractor shall certify and submit supporting documents for the
following:
i. The attendance sheet in respect of the housekeeping staff deployed at NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL, authenticated daily by a designated supervisory staff of
contractor and countersigned by an appropriate authority of NORTH BENGAL MEDICAL
COLLEGE & HOSPITAL.
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/ DBT to the
housekeeping staff deployed at NORTH BENGAL MEDICAL COLLEGE & HOSPITAL 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".
7.4 For the 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.
7.5 Payment shall be made after the 'Work Done Satisfactorily Certificate is issued against the bill
by the competent authority of NORTH BENGAL MEDICAL COLLEGE & HOSPITAL
7.6 The contractor shall be absolutely and exclusively responsible for the payment of salary for the
Cleaning & housekeeping staff deployed at NORTH BENGAL MEDICAL COLLEGE &
HOSPITAL on or before the 7th of each succeeding month to protect the interest of
housekeeping staff and ensure smooth running of housekeeping in NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL, irrespective of whether or not he may be able to raise and
submit bills or receive payments from NORTH BENGAL MEDICAL COLLEGE &
HOSPITAL by that time.
7.7 The contractor shall provide the mandate form for ECS payment to its housekeeping employees.
8. Variation, Delay in the Contractor's performance
8.1 The Contractor shall deliver the goods and perform the services under the contract as per
36
 quality, quantity and within the time schedule specified by the Purchaser in the relevant clauses
of the contract.
8.2 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.

8.3 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
Purchaser for extension of the delivery schedule accordingly. On receiving the Contractor's
communication, the Purchaser 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.
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 Purchaser 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 Purchaser pursuant to GCC sub-clause 8.3.
10.2 In the event the Purchaser terminates the contract in whole or in part, pursuant to GCC sub-
clause 10.1 above, the Purchaser 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 Purchaser for the extra expenditure, if any, incurred by the Purchaser for arranging
such procurement.
37
10.3 Unless otherwise instructed by the Purchaser, 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, the purchaser 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 Purchaser.
12. Force Majeure
12.1 Notwithstanding the provisions contained in GCC clauses 8, 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 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 Purchaser 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 inter alia, the extent to which the Contractor's
performance under
38
 the contract is terminated, and the date with effect from which such termination will become
effective.
13.2 The goods and/ or services which are complete and ready in terms of the contract and delivered
and performed within 60 (sixty) days after the Contractor's receipt of the notice of termination
shall be accepted by the Purchaser following the contract terms, conditions and prices.
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 1st notice i.e. on & after of 16/01/2024, whichever
is later. Credit facility certificate or solvency should be after publication of notice and it should
be address to the Tender inviting authority.
16. Resolution of disputes
16.1 If dispute or difference of any kind shall arise between the Purchaser 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 Purchaser 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 lakhs (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
39
SECTION VIII: TENDER APPLICATION FORM
To
The Medical superintendent cum Vice Principal ( MSVP)
NORTH BENGAL MEDICAL COLLEGE & HOSPITAL
Sushrutanagar, Darjeeling
PIN – 734001

Ref . Your TE document No.________________ Dated __________________

We, the undersigned have examined the above TE Document, including amendment/ corrigendum
number ____________ dated ____________( if any ), 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 accepted, we undertake to supply the goods and perform the services as mentioned above,
in accordance with 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 3, for due performance of the contract.
We agree to keep our bid valid for acceptance as required in the GIB clause 17, 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
any Government Authorities/ Organization/ Institution etc.
Brief of court / legal case 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 the MSVP, NBMCH& H to verify this
statement.
We confirm that we fully agreed to the terms and conditions specified in above mentioned TE
document, including amendment / corrigendum if any.

( Signature with date)

( Name and designation ) Duly authorized to sign bid for any on behalf of Bidder.
.41
SECTION IX: PROFORMA FOR PERFORMANCE STATEMENT
( For the period of last three years)
Submits with documentary evidence)

Tender Reference No. :__________________________

Date of Opening :__________________________

Time :__________________________

Name and address of Bidder :__________________________

Order Order No. Goods and Period of No. & type No. & Value of Was the

placed by ( and Date services Contract of types of order ( contract

full Ordered employess equipment Rs.) performed

address of For of used satisfactorily

the deployed (attach

Purchaser documentary

evidence)**

1 2 3 4 5 6 7 8

Signature and seal of the Bidder

** The documentary evidence will be certificate or bill paid by the purchaser/ consignee/ end user
with cross- reference of order no. and date with a notarized certification authenticating the
correctness of the information furnished.

42
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
statutes in vogue shall be paid for by the purchaser as revised from time to time.]

Sl No. Item Description(Col.2) Quantity Units Basic Price

(Col.1) (Col.4) (Col.5) ( in Rs.) (
Col. 7)
1 The bidder shall quote a 'Management Fee' for 1 1 No [Quote
providing 1 goods and /or services, as applicable 1 no.
in the tender. The Management Fee shall be Basic
quoted as a percentage of the total Statutory Figure]
Monthly Emoluments and others payable to the
total number of (unskilled + semi-skilled +
skilled) workers deployed for cleaning &
housekeeping services in NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL. Here
'Statutory Monthly Emoluments' shall mean
amount payable as per Row 12 of Schedule of
Payment under Section-XIII: Proforma of
Monthly Pill to be Submitted by the Bidder.
GST as applicable from time to time shall be
paid extra. No additional charges, taxes etc. will
be paid. [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 + semi- skilled
+ skilled) workers deployed for cleaning &
housekeeping services in NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL as
Management Fee per month. GST as applicable
from time to time shall be paid extra.
Noadditional charges, taxes etc. will be paid.

43
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

44
SECTION XI: CONTRACT FORM
(Address of the purchaser office issuing the contract.)
Contract No________________ dated_______________
This is in continuation to this office's Notification of Award No__________ Dated_________
1. Name & address of the Contractor:_________________________

2. Purchaser's TE document No___________________ Dated _________and subsequent

Amendment No _______________ Dated _____________(if any), issued by the purchaser

3. Contractor's Bid No_____________ dated_______ and subsequent communication(s) No ____

dated_______ 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. General Instructions to Bidders
iii. General Conditions of Contract
iv. Requirements and EMD
v. Specifications
vi. Consignee List
vii. Tender Application Form furnished by the Contractor viii. Price Schedule(s) furnished by the
Contractor in its bid
viii. Purchaser's Notification of Award
The words and expressions used in this contract shall have the same meanings as are respectively
assigned to them in the conditions of contract referred to above. Further, the definitions and
abbreviations incorporated under clause 1 of Section II: PREAMBLE: Definitions and Abbreviations
of the Purchaser's TE document shall also apply to this contract.
5. Some terms, conditions, stipulations etc. out of the above-referred documents are reproduced
below for ready reference:
5.1 Brief particulars of the goods and/ or services which shall be supplied/ provided by the
Contractor are as under: -

Schedule No. Brief description Quantity Unit price Total price

of goods/ service

45
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 Cleaning & Housekeeping Staff to be deployed by Contractor at NORTH BENGAL MEDICAL
COLLEGE & 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

Signature, name and address of the Purchaser's/ Consignee's authorised official)

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)
46
Section XII : Housekeeping Equipment to be provided by Bidder

1. West & Dry Vacuum Cleaner – 10 Nos

2. Flow Scrubber with Handle – 20 Nos.
 47

Section XIII : Proforma of Monthly – bill to be submitted by Bidder

Contract No………………………….. dt……………………

(G.O. no. HF/MA/1661/4R-06/12 dt. 06.09.12 specifies statutory emoluments to workers

( The monthly – bill raised by the Bidder shall be addressed to the Head of NORTH BENGAL
MEDICAL COLLEGE & HOSPITAL)
48
 ..
Sl Schedule of payment (2) Unskilled Semi Skilled Skilled
No Worker Worker (4) Worker
.(1) (3) Rs. Rs. (5)
A REIMBURSEMENT of Statutory Emoluments
Payable to Cleaning & House Keeping Personnel
1 Minimum Monthly Wages rate for Clinical Nursing
Home/ Sweeping and Cleaning/ any other scheduled
Employment in the applicable Zone as per Labour
Department, Govt of West Bengal per Worker.
2 Monthly EPF Contribution per Worker by Employer
3 Monthly ESI Contribution per Worker by Employer
4 EDLI Contribution and Administrative Charges payable
per Worker by Empoloyer
5
6
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 6x7)
13 Total Statutory Emolument Payable ( Cols 3+4+5 of Row 12
B MANAGEMENT FEE, payable to Contractor for providing Cleaning &
Housekeeping Services including cost of equipments.
14 Management Fee ( ..% of Total Statutory Emolument Payable, i.e.,….. % of Row13)
15 Less: Liquidate Damages ( Annex a Separate List)
16 Net Management Fee ( Rows 14-15)
17 GST on Net Management Fee
18 Any other tax as applicable
19 Any other tax as applicable
20

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 …

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)
24
25
26 Net Amount Payable to Contractor [Rows 22 – ( Rows23+24+25]
( Rupees in words ……………………………………)
27 i. The attendance sheet in respect of the housekeeping staff deployed at NORTH
BENGAL MEDICAL COLLEGE & HOSPITAL, authenticate daily by a designated
supervisory staff of contractor and countersigned by an appropriate authority of
NORTH BENGAL MEDICAL COLLEGE & HOSPITAL.

ii The wages of workers were credited to their bank accounts on ………( Date.)
(The bank statement showing monthly salary paid through ECS to the cleaning &
housekeeping staff deployed at NORTH BENGAL MEDICAL COLLEGE &
HOSPITAL 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 ESI deposit challan 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 will all statutory labour laws in vogue and as amended up to
date, including the Minimum Wages Act.

vi………………
vii……………..
viii…………….

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SECTION XV : CHECKLIST FOR BIDDERS

Sl. No Checklist
1 EMD or documents in support of EMD exemption
2 Tender Application Form
3 Notice Inviting tender Section I to XV
4 Scanned copy of EMD
5 GST registration with latest return
6 Income Tax PAN
7 Professional Tax Certificate with latest annual return (2023-24)
8 ESCI Registration certificate with last three month Challan
9 EPFO Registration certificate with last three month Challan
10 Contract Labour ( Regulation & Abolition ( Act Registration)
11 Certificate of Incorporation / Partnership deed ( if applicable)
12 Valid Trade License / Shop & Establishment certificate of similar nature.
13 Power of Attorney
14 Performance Statement and Credentials duly notarized.
15 ITR & Audited Balance Sheet & Profit / Loss A/c for last 3 years i.e. 2020-
21,2021-22,2022-23.
16 Name, address of banker, account number
17 Bank Solvency Certificate as described in Clause 12.5
18 Bidder’s Undertaking as per GIB clause 12.4
19 Bidder’s Undertaking to provide Cleaning & Housekeeping Equipment as per
Section XII for this job
20 Price Schedules / Bill of Quantities ( BOQ)

N.B. It is the responsible of bidder to go through the TE document to ensure furnishing of all
requirement documents in addition to above, if any.

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