tender document for diet services for aiims patna

29 Pages·2014·0.36 MB·English

ALL INDIA INSTITUTE OF MEDICAL SCIENCES. PATNA
(An Autonomous body under MoHFW, Govt. of India)
TENDER NO: AIIMS/Pat/Tender/Diet Services/2014 DATED: 29.04.2014
TENDER DOCUMENT FOR

DIET SERVICES

FOR AIIMS
PATNA

DATE OF ISSUE OF TENDER FORM WITH DOCUMENT: From 09.06.2014
DATE & TIME FOR SUBMISSION OF TENDER DOCUMENT: From 09.06.2014 up to
30.06.2014
DATE OF PRE-BID MEETING: On 16.06.2014 at 12.00 hrs
DATE & TIME FOR OPENING OF TENDER DOCUMENT: On 30.06.2014 at 12.30 hrs
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ALL INDIA INSTITUTE OF MEDICAL SCIENCES

PHULWARISHARIF, PATNA - 801505
(An Autonomous body under MoHFW, Govt. of India)
No. AIIMS/Pat/Tender/Dietary services /2014 Dated: 04.06.2014
NOTICE INVITING TENDER

The AIIMS, Patna requires to outsource Dietary Services for patients and AIIMS
Staff wherever it is deemed fit to cater to day to day requirements. The Institute
intends to enter into Rate Contract for two year with approved licensed dietary
service providers, and can offer Dietary Services as per terms & conditions contained in
the Tender Form.
2. The Tender documents containing detailed information/terms and conditions
for the purpose can either be obtained from the Office of Medical Superintendent,
AIIMS, Patna from 09.06.2014 to 30.06.2014 between 10.00 AM To 12.30 PM on
non-refundable payment of Rs. 1500/- (Rupees One Thousand Five hundred only)
or can be downloaded from website www.aiimspatna.orgThose who download the
tender document from website should enclose the DD for Rs. 1500/- (Rupees One
Thousand Five hundred only) (non-refundable) in favor of AIIMS Patna payable at
Patna. EMD amount of Rs. Rs. 60,000/- (Rupees sixty thousand only) (EMD) should
be paid in the form of FD/BG/TD/CD in favour of AIIMS Patna payable at Patna. The
tender documents are not transferable.
3. Sealed Tender duly super scribed "Tender for outsourcing of dietary services"
addressed to the undersigned may be sent by post so as to reach by 12.00 hrs on
or before 30.06.2014 or deposited in the Tender Box installed at office of the Medical
Superintendent. Tender received after stipulated date/time shall not be entertained
under any circumstances. The Tender will be opened on the same day at 12.30
P.M. at the Office of Medical Superintendent of AIIMS Patna in the presence of
the tenderers or their representatives who may like to be present.
4. Any future clarification and/or corrigendum(s) shall be communicated through
Medical Superintendent Office on the AIIMS, Patna website www.aiimspatna.org.
Dr. AK.Pandey
Medical Superintendent
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GENERAL INSTRUCTIONS FOR BIDDERS
1. The tender is "Two Bid' document. The technical bid should contain all the relevant
information and desired enclosures in the prescribed format along with Tender Fee &
Earnest Money Deposit (EMD). The financial bid should contain only
commercial document. In case, any bidder encloses the financial bid within technical bid, the
same shall be rejected summarily.
2. The tender Document can be downloaded from the website of AIIMS
Patna i.e.www.aiimspatna.org. The Technical bid must accompany with the tender fee of
Rs. 1,500/- in form of Demand Draft in favour of AIIMS Patna. The tender document fee
is on-refundable, non-adjustable and non-transferable and is payable through a demand
draft on any scheduled bank drawn in favour of the "AIIMS Patna" payable at Patna.
3. The Tenders should be typewritten or handwritten but there should not be any overwriting
or cutting. Correction, if any, shall be made by neatly crossing out, initialing, dating and
rewriting. The name and signature of bidder's authorized person should appear on each
page of the application. All pages of the tender document shall be numbered and
submitted as a package along with forwarding letter on agency's letter head.
4. The Contracts concluded as a result of this Tender Inquiry shall be governed by the 'Terms
& Conditions' and other relevant instructions as contained in this Tender Document. The
prices/rates quoted should be indicated in words as well as in figures. In case of any
discrepancy, lower amount/rates shall be considered as valid.
5. Bidders are requested to quote their prices on a firm & fixed basis for the entire period of
the Contract. Bids of the firms received with prices quoted on variable basis shall be
rejected without assigning any reasons and no communication in this regard shall be made.
6. Quotations qualified by such vague and indefinite expressions such as "subject to prior
confirmation", "subject to immediate acceptance" etc. will be treated as vague offers and
rejected accordingly. Any conditional tender shall be rejected summarily.
7. Bidders are requested to enclose a copy of their valid certificate of PAN No., TAN No, Sale
Tax/VAT No./Service Tax No. or any other document as requested by the Institute with
their tender.
8. Tenders received without Tender Fee and EMD amount by way of demand draft in favour
of AIIMS, Patna will not be considered at all and shall be summarily rejected.
9. Refund of Earnest Money Deposit: The EMD submitted by unsuccessful bidders shall be
returned to them without any interest whatsoever, within 15 to 90 days after conclusion of
the contract with successful bidder. The EMD submitted by successful bidders shall be
returned to them after the successful bidder deposits the performance security according
to conditions stipulated in the bid document.

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10. Bidders may note that if the date of tender opening given in this Tender Document is
declared to be a gazetted holiday, the tender shall be opened on the next working day at the
same timing. In such an event the closing hours for receipt of tenders in AIIMS will stand
automatically extended up to 12.00 hours of the next working day in the Government
offices.
12. Late/delayed tenders received in AIIMS due to any reason whatsoever will not be accepted
under any circumstances.
13. At any time prior to date of submission of tender, Tender Inviting Authority may, for any
reason, or decision, modify the terms & conditions of the tender document by a
corrigendum displayed on the website of AIIMS Patna (www.aiimspatna.org). In order to
provide reasonable time to take the amendment into account in preparing their bid,
Tender Inviting Authority may or may not, at his discretion, extend the date and time for
submission of tenders.
14. Tendering firms are at liberty to be present or authorize a representative to be present at
the opening of the tender at the time and date as specified in the Schedule. The name and
address of the representative authorized to attend the opening of the tender on behalf of
a tendering firm should be indicated in the tender. The representative so deputed should
also bring with him a letter of authority from the firm for having been authorized to be
present at the time of opening of tender. Only one representative per firm shall be
permitted to attend the opening of the tender. The name and address of permanent
representative of the firm, if any, should also be indicated in the tender. Representatives of
firms who have not submitted the tender or representatives not possessing authority letter
from the bidders or outsiders shall not be allowed to attend the tender opening process.
15. DOCUMENTS COMPRISING THE BID:
The bids prepared by the bidder shall comprise of (1) Technical Bid and (2) Financial Bid:
TECHNICAL BID: - To qualify in the Technical bid the firm should have the minimum eligibility
criteria as under and the firm in this regard must submit the following documents in
support of their eligibility criteria -
(a) Duly filled format of Technical Bid as per Annexure "1".
(b) Copy of constitution or legal status of the bidder manufacturer/sole proprietorship/
firm/agency etc.
(c) The bidder shall be a dietary service provider having valid license Financial status:
The average annual turnover from similar jobs, of the firm should not be less than 15 Lakh
in the last three years. Copies of profit & loss account and balance sheets duly authenticated
by a Chartered Accountant for the last three years should be enclosed.
(d) Experience of 03 years or more.
(e) The technical bid should be accompanied by Demand draft of Rs. 1,500/- (non-refundable)
against tender fee and Demand Draft of Rs.60,000/- (refundable) for EMD/bid security.
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(f) Copy of Income Tax Return Filed Acknowledgements for last Three years.
(g) Copy of PAN Card/Service Tax Registration.
(h) Copy of Sales tax/VAT registration certificate.
(i) Details of clients where similar services are presently provided by the agency separately
for govt. and private clients.
(j) The bidder must have adequate experience of execution of similar work in Govt. offices/
PSUs/Autonomous Bodies and other similar organizations. Necessary supporting
documents like work orders, work completion certificate, payment certificate etc. for last
three years to this effect must be submitted along with the offer.
(k) The concerned firm/company whose product has been declared as of spurious or
adulterated quality and any criminal cases is filled and is pending in any court shall not be
eligible to participate in the bidding process. Convicted firms/company shall also not be
eligible to participate in the bid. Similarly, blacklisted/banned/debarred firms/company by
any central/state govt. or its organization or autonomous bodies .
(I) Broachers, original technical catalogue with detailed specification and picture of the
services offered, if relevant.
FINANCIAL BID: - The financial bid shall contain:
(a) Price Bid Form [as per Annexure - 2] - Prices must be quoted as per format
specified; failing which tender shall be summarily rejected.
16. SUBMISSION OF BIDS
16.1 SEALING AND MARKING OF BIDS: The bidder shall wax seal the EMD, the
Technical Bid and the Financial Bid in separate envelopes and keep them in a bigger wax
sealed envelope. The envelope containing the EMD shall bear the name "EMD for Tender
No AIIMS/Pat/Tender/RC/Dietary services/2014". The envelope containing the Technical
Bid shall bear the name "TECHNICAL BID for Tender No AIIMS/Pat/Tender/RC/Dietary
services/2014".The envelope containing the Financial Bid shall bear the name
"FINANCIAL BID for Tender No AIIMS/Pat/Tender/RC/ Dietary services/2014" on the
envelope for avoiding any mismatch.
16.2 The bigger envelope containing EMD, technical bid and financial bid
in separate envelopes shall be:
(a) Addressed at the following address:
Medical Superintendent, All India
Institute of Medical Sciences,
Medical College Building,
Phulwarisharif, Patna - 801 505.
(b) All the envelopes shall bear the Tender name, the tender number and the words
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'DO NOT OPEN BEFORE' (due date & time).
(c) The envelopes shall indicate the name and address of the bidders to enable the
bid to be returned unopened in case it is declared 'late' or rejected.
(d) Bids shall be delivered in person and shall be dropped in the tender box placed in
the office of the Medical Superintendent, AIIMS Patna or shall be sent by
Registered/Speed Post. Bids sent by COURIER will not be entertained. The
Purchaser shall not be responsible if the bids are delivered elsewhere.
(e) Venue of Tender Opening: Tender will be opened in the office of the Medical
Superintendent, AIIMS Patna at 12.30 hrs. on the due date. If due to
administrative reason, the venue/ time of bid opening is changed, it will be
displayed prominently on the notice board of the Institute as well as in the office
of the Medical Superintendent, AIIMS Patna.
17. BID PRICES:
17.1 The bidder shall give rate of services in Annexure-2. The offer shall be firm and in Indian
Rupees only. No foreign exchange will be made available by the institute.
17.2 The rate quoted by the bidder shall remain fixed during the entire period of contract
and shall not be subject to variation on any account. A bid submitted with an adjustable
price quotation will to be treated as non-responsive and rejected.
18. TECHNICAL EVALUATION:
18.1 Detailed technical evaluation shall be carried out by Technical Evaluation Committee
pursuant to conditions in the tender document to determine the substantial
responsiveness of each tender. For this clause, the substantially responsive bid is one
that conforms to all the eligibility and terms and condition of the tender without any
material deviation. The Institute's determination of bid's responsiveness is to be based
on the contents of the bid itself without recourse to extrinsic evidence. The Institute
shall evaluate the technical bids also to determine whether they are complete, whether
required sureties have been furnished, whether the documents have been properly
signed and whether the bids are in order.
18.2 The technical evaluation committee may call the responsive bidders for discussion or
presentation to facilitate and assess their understanding of the scope of work and its
execution. However, the committee shall have sole discretion to call for discussion /
presentation.
18.3 Financial bids of only those bidders who qualify the technical criteria will be opened,
provided all other requirements are fulfilled.
18.4 A bid determined as substantially non-responsive will be rejected by the Institute and
shall not subsequent to the bid opening be made responsive by the bidder by correction
of the nonconformity.
18.5 AIIMS shall have right to accept or reject any or all tenders without assigning any
reasons thereof.
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19. FINANCIAL EVALUATION:
19.1 The financial bid shall be opened of only those bidders who have been found to be
technically eligible as enumerated under clause 17. The financial bids shall be opened in
presence of representatives of technically eligible bidders, who may like to be present.
The Institute shall inform the date, place and time for opening of financial bid.
19.2 The Financial Bids of unsuccessful bidders would not be opened and destroyed.
19.3 The vendor will quote rates of services while quoting for the tender as per "Annexure-
2: Price Offer", to be kept in Envelop No. 2.
19.4 Arithmetical errors shall be rectified on the following basis. If there is a discrepancy
between the unit price and total price that is, the unit price shall prevail and the total
price shall be corrected by the Institute. If there is a discrepancy between words and
figures, the lesser amount shall be considered as valid. If the Supplier does not accept
the correction of the errors, his bid shall be rejected.
19.5 The AIIMS Patna does not bind himself to accept the lowest bid or any bid and reserves
the right of accepting the whole or any part of the bid or portion of the job offered; and
the bidder shall provide the same at the rates quoted. The AIIMS Patna reserves the
right to reject any or all offers received in response to tender or cancel or withdraw the
tender notice without assigning any reason, whatsoever.
20. AWARD OF CONTRACT: PLACEMENT OF ORDER
The Institute shall consider awarding the contract to those bidders whose offers have been
found technically, commercially and financially acceptable. The Institute reserves the right to
counter offer price(s) against price(s) quoted by any bidder.
21. PERFORMANCE BANK GUARANTEE & EXECUTION OF CONTRACT:
21.1 Firm whose offer is accepted will have to furnish Performance Bank Guarantee/FDR
of an amount equal to Rs. 02 Lakh/- in favour of AIIMS Patna issued by any scheduled
bank.
21.2 The performance Bank Guarantee submitted should be valid for 24 months.
21.3 The Performance Bank Guarantee shall be refunded within 15 to 90 days after
completion of the contract as per order, or after the expiry of contract on
satisfactory completion of the same whichever is later.
21.4 No interest will be paid on Performance Bank Guarantee/ Earnest Money Deposit.
21.5 In case of breach of any terms and conditions of the contract or on unsatisfactory
performance, the amount of security deposit shall be liable to be forfeited by
Director, AIIMS Patna and his decision shall be final.
21.6 The expenses of completing and stamping the agreement shall be paid by the
bidder
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TERMS & CONDITIONS OF CONTRACT
(Annexure to Agreement)
21.7 The AIIMS, Patna intends to enter into an Annual Rate Contract for outsourcing of
dietary services for patients and its staffs for two years. Interested parties may send
their bids with complete details about the rate of the services as per schedule
(Annexure-2).
21.8 In case any firm is already providing the outsourcing to any other Government
Hospital and reputed private Hospitals, details thereof may also be furnished along
with the Tender. Sealed Tenders, duly super scribed "Tender for Dietary services "
and addressed to the undersigned may be sent by post or put in the Tender Box
installed at the office of the Medical Superintendent AIIMS, Patna by 12.00 Noon on
or before 30.06.2014 Tender received after stipulated date/time shall not be
entertained under any circumstances.
21.9 The Tender will be opened on same day at 12.30 P.M. at the office of the Medical
Superintendent of AIIMS, Patna in the presence of the tenderers or their representatives who
may like to be present.
21.10 Each page of tender document must be signed by the bidder and rates/discount should
be quoted against each column of the "List for Financial Quote "attached with tender
document. No cutting or overwriting is allowed unless it is authenticated by full signatures.
21.11 The firm should be in a position to start dietary services on short notice. The Contractor
shall commence services in Client` s premises within 21 days from the date of receipt of
award of contract.
21.12 If the Supplier fails to start the services in any within the period(s) specified in the
Contract, the Purchaser shall, without prejudice to its other remedies under the
Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent
to 0.5% of the contract value for each week or part thereof of delay until actual
commissioning of project, up to a maximum deduction of 10%. Once the maximum
is reached, the Purchaser may consider for termination of the Contract.
21.13 All expenses will be borne by the firm in provision of services at AIIMS, Patna
premises.
21.14The rates quoted/offered shall remain fixed during rate contract period and no request for
any increase in the rates shall be entertained. The Contractor shall provide services at
Client` s premises as per Schedule of requirements by the purchaser during the contractual
period and it shall always form part and parcel of the Contract. The Contractor shall abide by
such assignments as provided by the Client from time to time. The Contractor shall provide
services through its trained personnel for the performance of its services hereunder and
these personnel deployed shall be employees of the Contractor only and the Client shall not
in any manner be liable and all statutory liabilities (such as ESI & PF etc.) shall be paid for by
the Contractor.
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21.15 The Client shall have the right, within reason, to have any personnel removed who
is considered to be undesirable or otherwise and similarly the Contractor reserves
the right to remove the any personnel with prior intimation to the Client,
emergencies, exempted.
21.16 The Contractor shall cover its personnel for personal accident and death whilst
performing the duty and the Client shall own no liability and obligation in this
regard. The Contractor shall exercise adequate supervision to reasonably ensure
proper performance of Services in accordance with Schedule of Requirements.
21.17The Contractor shall issue identity cards / identification documents to all its
employees who will be instructed by the Contractor to display the same. The
personnel of the Contractor shall not be the employees of the purchaser and they
shall not claim any salary or allowances, compensation, damages or anything arising
out of their employment/duty under this Contract. The Contractor shall make them
known about this position in writing before deployment under this agreement.
21.18 The Contractor shall cover all its personnel under the relevant laws of EPF, Labour,
ESIC etc. Adequate supervision shall be provided to ensure correct performance
of the services in accordance with the prevailing requirements agreed upon
between the two parties. All necessary reports and other information shall be
supplied immediately as required and regular meetings will be held with the
purchaser. The Contractor shall not employ any person below the age of 18 years old.
Manpower engaged shall be trained for providing services.
21.19 The service provider will be solely responsible for the employment of persons and
payment of salaries, allowances and other benefits to his labourers and Purchaser
shall in no way responsible for the same. He should not wait for the Purchaser"s
payment to pay to his labourers. The payment also may be made through Bank /
cheque and salary slip should be issued to the labourers. EPF should be deducted
and the same should be in the name of labourers.
21.20 In case any workman of the service provider suffers injury / damage or meets with
an accident during the discharge of duties, the entire cost of compensation should
be borne by the tenderer and Purchaser shall stand indemnified against any such
claim for compensation. Proper substitute arrangement is required to be made
against absent.
21.21 The labourers shall also be given weekly off after six continuous working days.
21.22 Contractor's liability:-The Contractor shall completely indemnify and hold harmless
the purchaser and its employees against any liability, claims, losses or damages
sustained by it or them by reason of any breach of contract, wrongful act or
negligence by the Contractor or any of its employees engaged in the provision of
the manpower services to the Client. The Contractor shall not be liable in any way
whatsoever and the Client hereby expressly waives any right to, any loss, injury,
damage, cost or expense of whatsoever nature directly or indirectly: Caused by,
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resulting from or in connection with any Act of Terrorism or any Biological or
Chemical Contamination or any Nuclear Risks; consisting of, caused by, resulting from or
in connection with any loss, damage, destruction, distortion, erasure, corruption or
alteration of Electronic Data from any cause whatsoever (including but not limited to
Computer Virus) unless such loss, damage, destruction, distortion, erasure, corruption or
alteration of Electronic Data was due to the negligence or default of the Contractor or any
of its employees engaged in the provision of Services to the Client.
21.23 The Contractor shall not Sub-Contract or Sub-let, transfer or assign the contract or
any other part thereof. In the event of the contractor contravening this condition,
purchaser shall be entitled to place the contract elsewhere on the contractors risk
and cost and the contractor shall be liable for any loss or damage, which the
purchaser may sustain in consequence or arising out of such replacing of the
contract. The Purchaser shall comply with and fulfill the recommendations (if
any), if deemed necessary by the Client, made in writing by the Contractor in
connection with the performance of the Services. The Purchaser shall notify the
Contractor of any dishonest, wrongful or negligent acts or omissions of the
Contractors employees or agents in connection with the Services as soon as
possible after the Client becomes aware of them.
21.24 Insolvency :- The competent authority of the Office of the AIIMS Patna Bihar may at
any time by notice in writing summarily terminate the contract without compensation to the
contractor in any of the following events, that is to say:
If the contractor being an individual or if firm, any partner in the contractors firm, shall at
any time be adjudged insolvent or shall have a receiving order or orders for administration
of his estate made against him or shall take any proceedings for liquidation or composition
under any insolvency not for the time being in force or shall make any convenience or
assignment of his efforts or enter into any arrangements or composition with his
creditors or suspend payment of if the firm be dissolved under partnership act, or If the
contractor being a company shall pass a resolution or the court shall make an order for the
liquidation of the affairs or a receiver of Manager on behalf of the debenture holder shall
be appointed or circumstances shall have arisen which entitled the court or debenture
holders to appoint a receiver or Manager.
If the contractor commits any breach of this contract not herein specifically proved for:
Provided always that such determination shall not prejudice any right of action or remedy
which shall have accrued or shall accrue thereafter to the purchaser and provided also that
the contractor shall be liable to pay the purchaser for any extra expenditure, he is
thereby put to but shall not be entitled to any gain on repurchased.

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