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BIDDING DOCUMENTS

HIRING OF OUTSOURCING

FOR

JANITORIAL SERVICES

FOR THE YEAR 2017-18

MAYO HOSPITAL, LAHORE

INVITATION FOR BIDS MAYO HOSPITAL, LAHORE.

Tender Fee : Rs.1,000/= Each (Non – Refundable)

Contract of Outsourcing Janitorial Services in Mayo Hospital Lahore.

(2017-18) WEF 01-07-2017 TO 30-06-2018

Advertised Tender

No. & Date

Date & Time of

Receipt & Opening

of Tender

Bid SecurityTender opening Place /

Venue

No.Acctt/47798/MH.,

Dated 07.07.2017

Receipt

31-07-2017

At 10.30 A.M.

Opening of

Technical Bid on

At 11.00 A.M.

Rs.1,000,000/- Committee Room,

Mayo Hospital, LHR

For providing Janitorial services to Mayo Hospital, Lahore sealed quotations are invited for the Financial

Year 2017-18 from well reputed / registered firms possessing experience of following Janitorial services

in Government or Private institutions / sectors.

1.INTRODUCTION / SCOPE OF WORK

Mayo Hospital, Lahore requires firms to provide janitorial services for 24 hours a day and 365 days a year

for Mayo Hospital Lahore. The firm will be required to provide supplies and equipment as required

(Annexure I &Annexure III). The bids will be made on lump sum basis factoring in all the required

inputs and management costs. Annexure IX mentions all required areas/ departments along with their

respective area and timings.

2.OBJECTIVES

The Hospital aims to outsource janitorial services to a reputable and capable janitorial service provider for

a clean and pleasant hospital environment which would result in focus on healthcare delivery. The

hospital believes that the current situation leads to administration problems and undue complexities,

overcoming limit the focus on healthcare delivery of the hospital.

3.INSTRUCTIONS TO BIDDERS

3.1 General Instructions

According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.

1. The bidders are hereby invited to submit a technical and financial proposal for the

Outsourcing Janitorial Services in Mayo Hospital, Lahore. The proposal could form the basis

for future negotiations and ultimately a contract between the firm and the Client. Please note

that (i) the costs of preparing the proposal and of the contract are not reimbursable as a direct

cost of the Assignment; and (ii) the Client is not bound to accept any of the proposals

submitted.

2. At any time before the submission of proposals, the Client may, for any reason, whether

at its own initiative or in response to a clarification requested by an invited consulting

firm, modify the Documents by amendment. The amendment shall be sent via email, in

writing or by fax to all bidders and will be binding on them. The Client may at its

discretion extend the deadline for the submission of proposals.

3. For the purpose of preparing the bid, the bidders will be allowed to visit the hospital in

the office time to conduct survey and relevant assessments – However, basic details about

various Hospital departments, square meters of the respective departments, and their

timings are mentioned as Annexure IX.

4. The bidders shall submit technical and financial proposals in separate sealed envelopes in

one sealed envelope before 19-07-2017 at 10:30 AM at the Office of the Medical

Superintendent, Mayo Hospital Lahore. In preparing the technical proposal, the bidders

are expected to examine all terms and instructions included in the Documents. Failure to

provide all requested information shall be at bidder’s risk and may result in rejection of

the proposal.

5. The technical proposals shall be opened at 11:00 AM on the same date in the presence of

bidders and/ or their authorized representatives. Representatives shall have a signed

authority letter from the bidder to be present in the bid opening

6. Financial proposal should be prepared using the formats attached in Annex IV. Financial

proposals of only the technically qualified bidders will be opened after due notification

and procedure as laid down by the pertaining PPRA rules.

7. The technical proposals should contain:

a. Filled ANNEXURE VIII

b. Covering Letter on Company letter-head

c. Company profile (including status, services offered, projects (along with

certificates), equipment owned, equipment rented, and proof of all points in the

“Eligibility” criteria.

d. Company registration document with the relevant authority

e. National Tax Number copy

f. Company Financial position (proof of minimum annual turnover of Rs. 15 Million

as stated in the “Eligibility” criteria)

g. Methodology to perform the Assignment

h. Procedure adopted for Facility Management (Guidelines)

i. Experience letters along with contact details for existing/ previous contracting

companies

j. Supporting documents/ proof for all filled information

k. Detailed Plan of Facility Management including work procedures, Standards,

Schedules and number of workforce.

l. An execution and operational strategy for the maintenance with clearly defined

standards.

m. Proper and well-thought-out models for analytical understanding of the work

needed to be carried out.

n. Complete understanding of the social, cultural, political and institutional factors

that might affect Facilities Management.

8. The Financial Proposal should contain:

a. Filled ANNEXURE IV

b. Covering letter on Company letter-head

c. Break-down of taxes separately.

d. Bid Security – in the form of a Pay Order / Demand Draft / Call deposit Receipt

equivalent to 1,000,000/- of the annual contract price in the name of Medical

Superintendent, Mayo Hospital, Lahore.

9. The contract validity shall be of one year from the signing of the contract subject to

satisfactory performance of services.

10. The procuring agency shall evaluate the technical proposal in a manner prescribed ahead

in the document, without reference to the price and reject any proposals that do not

conform to the specified requirements.

11. After submission, no amendments in the technical or financial proposal shall be

permitted.

12. After the evaluation and approval of the technical proposal, the procuring agency, shall at

a time within the bid validity period, publicly open the financial proposals of the

technically responsive bidders, on a time, date and venue announced and communicated

to the bidders in advance in the presence of the bidders or their representatives. The

financial bids of the technically non-responsive bidders shall be returned un-opened to the

respective bidders.

13. Conditional discounts shall not be considered in evaluation.

14. The offer must be valid for 90 days from last date of submission of bids.

15. The quoted prices shall be treated as firm and final till the duration of the contract.

16. The organization must quote the Contract Title and include the following declarations:

a. We have examined the information provided in your terms of reference and offer

to undertake the work described in accordance with requirements as set out in the

TOR.

b. The proposal (Technical & Financial) has been arrived independently and without

consultation, communication, agreement or understanding (for the purpose of

restricting competition) with any other potential investor invited to submit

proposal for this contract.

c. We confirm that the enclosed hard copy/ electronic versions of the technical

proposal are true and have complete copies of these documents.

d. We confirm that all personnel and/consortium partners named in the proposal will

be available to undertake the services.

e. We confirm that there are no personal, financial and business activities that will,

or might, give rise to a conflict of interest, if we were awarded this contract.

f. We confirm that the Service Provider or its sub-contractors:

i. Are not or have not been the subject of any proceedings or other

arrangements relating to bankruptcy, blacklisting, insolvency or financial

standing.

ii. Have not been convicted of any offence concerning professional

misconduct.

iii. Have not been convicted of corruption including the offence of bribery.

iv. We agree to bear all costs incurred by us in connection with the

preparation and submission of this proposal and to bear any further pre-

contract costs.

g. I confirm that I have the authority of [name of Service Provider’s company] to

submit proposal and to clarify any details on its behalf.

3.2 Minimum Eligibility Criteria

A. Bidders shall meet the following minimum eligibility criteria:

a) Be a registered Janitorial/ Facility Management Firm or a Company in

Pakistan since at least one year

b) Have a minimum average annual verifiable turnover of at least Rs. 15

million rupees in the last year

B. In addition, the eligible bidders shall meet the following qualifying criteria:

a) Experience as prime Service Provider in the provision of at least one

service contract of a nature, complexity and value comparable to the value

of jobs mentioned for schedule/schedules which is/are being applied for by

the bidder; over the last three years.

b) Experience of rendering mechanized services in Public Access building of

not less than 20,000 sq meters.

c) Ability to provide all the machinery/ equipment as per Annexure III (proof

of provision and experience of using machinery previously)

C. Bidder must provide experience certificate for mechanized cleaning/

housekeeping/ gardening (or mechanized services) from any reputed

institutions /organizations/ hospitals where they provided similar services.

3.3 Bidding Method and Evaluation

3.3.1 Bidding Method

According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.

3.3.2 Rejection of Bids

1. The Procuring Agency may reject all bids at any time prior to the acceptance of a bid.

The Procuring Agency shall upon request communicate to the Bidder who

participated in the process seeking the reasons for its bid’s rejection, but is not

required to justify those grounds.

2. The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 32.1

towards bidders who have submitted bids.

3. Notice of rejection of any or all bids shall be given promptly to the concerned Bidders

that submitted bids.

3.3.3 Performance Security

The successful bidder shall furnish a Performance Security in the shape of a Bank

Guarantee from a recognized bank operating in Pakistan on the format attached as

Annexure VI of the amount equivalent to 10% of the total annual quote, with annual

validity before the signing of the contract. The performance guarantee shall be renewed at

least one month before its expiry for renewal of the contract.

3.3.4 Bid Evaluation

1. The total points allocated for the Technical and organizational strength component of

the Bid is 100.

2. If the technical component achieves 70% points (of 100 Points), the bid will be

considered technically responsive. Those bids scoring less than 70% will not be

considered for financial bid opening.

3. Financial bids of technically responsive bidders shall be opened at a date and time

fixed and notified in advance to the bidder. The contract will be awarded to the lowest

financial bid of the technically qualified bidders (bidders scoring 70% or more in the

technical evaluation)

3.3.4.1 Technical Evaluation

The technical evaluation of the bid shall be according to the criteria given in Annexure V. All

compliance certificates need to be submitted with the technical bid along with all lists and other

requirements with proofs.

3.3.4.2 Financial Evaluation

The financial evaluation of the bid shall be according to the financial evaluation I as given in

Annexure IV. Incomplete bids shall stand rejected.

3.3.5 Redressal of Grievances

1. The Procuring Agency shall constitute a committee, according to Rule 67 of

Punjab Procurements Rules 2014, comprising odd number of persons, with proper

powers and authorizations, to address the complaints of bidders that may occur

during the procurement process.

2. Any bidder feeling aggrieved by any act of the Procuring Agency after the

submission of their bid may lodge a written complaint concerning his grievances

till the award / signing of procurement contract by the Procuring Agency.

3. The committee shall investigate and decide upon the complaint within fifteen (15)

days of the receipt of the complaint but prior to the entry into force of the

procurement contract.

4. Mere fact of lodging of a complaint shall not warrant suspension of the

procurement process.

3.4 Joint Venture

Bids submitted by a joint venture/ Association of two (2) or more firms shall comply with the

following requirements:

1. The bid and in case of a successful bid, the Form of Contract Agreement shall be signed

so as to be legally binding on all partners;

2. One of the joint venture partners shall be nominated as being in charge; and this

authorization shall be evidenced by submitting a power of attorney signed by legally

authorized signatories of all the joint venture partners;

3. The partner-in-charge shall always be duly authorized to deal with the Employer

regarding all matters related with and/or incidental to the execution of Works as per the

terms and Conditions of Contract and in this regard to incur any and all liabilities, receive

instructions, give binding undertakings and receive payments on behalf of the joint

venture;

4. All partners of the joint venture shall at all times and under all circumstances be liable

jointly and severally for the execution of the Contract in accordance with the Contract

terms and a statement to this effect shall be included in the authorization mentioned under

Sub-Para (b) above.

5. A copy of the agreement entered into by the joint venture partners shall be submitted with

the bid stating the conditions under which it will function, its period of duration, the

persons authorized to represent and obligate it and which persons will be directly

responsible for due performance of the Contract and can give valid receipts on behalf of

the joint venture, the proportionate participation of the several firms forming the joint

venture, and any other information necessary to permit a full appraisal of its functioning.

No amendments / modifications whatsoever in the joint venture agreement shall be

agreed to between the joint venture partners without prior written consent of the

Employer.

6. One firm can submit one bid only along with a Joint Venture,

4 GENERAL CONDITIONS OF CONTRACT

4.1 Approach and MethodologyThe Bidder shall explain his plan for performing the janitorial services as per the terms of the references

and overall scope of this document. Use Annexure VII to provide detailed approach and methodology.

4.2 Roles and Responsibilities

4.2.1 Primary Responsibilities of the

Firm

1. The service provider shall be responsible for maintaining a completely clean and pleasant

hospital premises including but not limited to emergency, outdoor building(s), operation

theaters, corridors, admin block, lawns, sewers and all uncovered areas including

entrance road, staff offices, wards and any other area as required by the Procuring

Agency.

2. The service provider shall provide cleaning services 24 hours per day, 365 days per year

as per the requirement set out in the Service Specific Specifications and Annexure II

relevant to the delivery of desired cleaning services.

3. The firm must abide by the prevailing labour laws including but not limited to Minimum

wages, social security and EOBI. The Procuring Agency reserves the right to seek proof if

the same is being paid to the janitors, the failure of which can lead to the Termination of

the Contract.

4. The firm must provide uniform-kits, shoes, identification cards, personal protective

equipment etc. to its entire staff deployed at the hospitals and ensure proper maintenance

of it. Each uniform set will comprise of grey shirt and loose grey trousers for male

sweepers and grey shalwar qameez with dupatta for female sweepers. All staff would be

required to be in clean uniform at all times.

5. Ensure 100% staff attendance, required as per contract.

6. Provide the required equipment mentioned in Annexure III. The successful bidder shall

have to make all this equipment physically available in the hospital before starting the

work and these should always remain in working condition during the period of contract.

7. Waste management according to the hospitals waste management rules 2014 and other

SOPs as communicated by the Procuring Agency.

8. The service provider shall develop and implement a maintenance plan for cleaning all

types of surfaces, consistent with the manufacturer’s maintenance recommendations or

internationally accepted cleaning industry standards to extend the life of the surfaces

through extensive periodic and restorative cleaning processes.

9. Biometric machine and android application for time recording by janitors and supervisors

will be installed by the service provider.

10. The service provider will ensure that the no smoking environment rules in the hospital are

respected. Violations will attract a fine of at least Rs. 1500 for each violation.

11. No materials or methods that are environmentally unfriendly may be used

12. In case of absence of a janitor or supervisor from duty, the service provider shall be

responsible for providing a replacement. In case such is not done a fine of RS.2000 will

be imposed for each instance.

13. The service provider will be responsible for paying his employees in the institution in the

first 5 days of every month. Such payment will not depend on the payments made by the

institution to the service provider. The service provider will pay his employees from his

own resources. Any protest or strike observed by the janitors etc. will be considered a

breach of contract and a minimum fine of Rs. 5000 will be imposed for every incidence

and will be doubled every 24 hours (Rs. 5000 for first 24 hours, Rs. 10,000 for 24 – 48

hours, Rs. 20,000 for 48 – 72 hours and so on). If the strike continues for more than 5

days, the process for termination of contract may be initiated after the generation of an

official report by the designated authority.

14. The service provider shall ensure that no member of the staff takes financial

compensation or benefit from the patients or their attendants of any sort.A minimum fine

of Rs.5000 shall be levied for every instance of a proven or reportedly correct complaint

of the same.

15. The cleaning of the sewer lines up to the main Pipe shall be the responsibility of the

service provider.

16. The service provider, after discussion with the Procuring Agency/ Hospital management,

shall employ female staff in areas where female patients are treated, and male staff where

male patients are treated. Male staff shall be made available in labor intensive areas like

corridors and outer areas etc.

17. The Supervisors shall be employed by the service provider for 24 hours as per

requirements of the Procuring Agency/ Hospital administration. These supervisors are to

perform the following roles:

4.2.2 Responsibilities of Supervisor(s)

1. Responsible for overall cleanliness / maintenance of the Hospital premises.

2. Act as an interface between the Client, Janitorial staff and the facility/ facilities staff.

3. Maintaining duly signed electronic daily audit sheets and complaint registers to record

requests and feedback from the client from time to time and appropriate actions taken.

4. Coordinate any kind of transfers / relocations of the janitorial staff and the same shall also

be reported to the Client.

5. Responsible for the turnout of the entire janitorial staff.

6. Decide the workload and janitorial staff deployment on a daily basis.

7. Determine and coordinate all the work schedules for all janitorial staff.

8. Maintain attendance for all the janitorial staff.

9. Ensuring presence of the janitorial staff at their respective stations and the completion and

compliance of the various duties assigned to them.

10. Help induce a sense of responsibility, discipline and hygiene in all janitorial staff.

11. Ensure that all staff deployed for waste collection duties understand practices regarding

waste collection for infection control including proper segregation, labeling, packaging

(as per HWM rules 2014) and weight recording at collection and submission at the

infectious waste room / temporary storage point.

12. Help the service provider in submitting the required reporting forms.

13. Maintain electronic inventory of the disposables and issue the same according to the

needs in collaboration with the client/ hospital administration.

4.3 Responsibilities of the Client

1. Facilitate the service provider in smooth provision of services.

2. Periodical performance monitoring of the service provider.

3. Timely payment of service provider invoices after generation of monthly report.

4. Provide office space/ storage for inventory and machinery and miscellaneous

tasks by the Service Provider

4.4 Materials

1. The bidder, after surveying the Hospital, should propose the quantities and brands

of the disposables as required in Annexure I of this document in the Methodology

for Services (Annexure VII). The price of all disposables should be in-built in the

financial quote per meter sq. (Annexure IV). However, if excess material is

required to maintain the standard of cleanliness, the cost of the same shall be

adjusted as per allowed variations. All material should be of acceptable quality of

standard brands. The Mayo Hospital, Lahore reserves the right to get the brand

changed if substandard material is being used without any increase in cost.

2. Service provider will store the materials of the required brands along with all

required machinery in the store of the hospital and maintain electronic inventory

at all times as agreed by the hospital administration.

3. Supervisor nominated by the service provider will indent the material on daily

basis after approval by the authorized officer / Deputy Medical Superintendent.

4. Material will be inspected by the Inspection Committee (defined by the client &

service provider), nominated for the purpose, prior to depositing into the store.

5. Materials should be deposited on the 27th of each month in the hospital store.

6. Authorized officer/ Deputy Medical Superintendent will sign the indent and will

verify the stock register on daily basis. It will be the responsibility of the Service

Provider to maintain the stock register, get the stock inspected and the inspection

committee will verify it in time.

4.5 General Guidelines

1. In the event of any illness/ injuries resulting from any accident to their staff, the

service provider shall take all responsibility for the same and provide necessary

compensation towards medical care and meeting all medical expenses incurred for

the same.

2. In case of any labor disputes regarding their employees, resolve the same at the

earliest to ensure scheduled work is completed satisfactorily and on time.

3. No employer – employee relationship between hospital staff and facility

management staff shall be maintained.

4. Ensure that all staff assigned to the hospital be adequately immunized against all

types of communicable diseases and periodically monitored through health check-

ups.

5. The services provider shall provide the names, address, age and a fresh medical

certificate of the workers to be deployed at the Hospital well in advance (a week).

6. The age limit of the provided staff shall be in the following range:

i. Sweepers – 18 to 40

ii. Supervisors – 25 to 45

7. Working hours of janitorial staff and supervisors will be shift Wise divided into

three shifts per day (8 hour shift)

4.6 Performance Specifications

A) Cleaning Schedule

All functional areas in the hospital have been assigned one of three risk areas based on below mentioned

criteria:

1. The risk of infection to patients.

2. Occupational health and safety risk to staff and visitors

3. Aesthetics e.g. reception areas, grounds

4. Value for money

The risk category shall determine cleaning frequencies as mentioned below under the cleaning schedule:

Table 11.1: Categorization of Risk

Category Status FunctionalAreasincluded

1 HighRisk

Emergency – Surgical and Medical

IsolationRooms

Dialysis Unit

Operation Theater

Labor Rooms

2 ModerateRisk

Wards (those inside an OPD building)

Pharmacy – OPD & Emergency

Laboratories,includingPathology

Mortuary

Radiology

OPD,includingtreatmentrooms&clinicalconsultationrooms

Patient washrooms

Corridors

Waiting Areas

Stairs / Ramps

Administrativeareas

3 LowRiskStores

Recordstorageandarchives

External areas

Staff Changing Rooms

Eachjanitorwillberequiredtoperformhisdutyintheassignedworkareawithfollowingminimumfreque

ncyofcleaning1againsteachelement’sServiceStandardsandRequirementsmentionedinAnnexureII.

Table 11.2: Minimum Frequency of the Cleaning

No.Element HighRisk

ModerateRiskLowRisk

1Overallappearance

n/a n/a n/a

2 OdourControl n/a n/a n/a

3

Commodes,weighingscales,ma

nualhandling equipment

Cleancontactpointseachuse,1

fullclean2daily&

betweenpatientuse

Cleancontactpointse

achuse,1fullcleandai

ly&

betweenpatientuse n/a

4Patientwashbowls

1fullcleandailyand

betweenpatientuse

1fullcleandailya

nd

betweenpatientus

e

n/a

5

Bedsideoxygenandsuction

connectors

1fullcleandailyand

between

patientuse

1fullcleandailya

nd between

patientusen/a

6 PatientFans

1fullcleandailyand

betweenpatientuse

1fullcleandailya

nd

betweenpatientus

e

n/a

7 Drugtrolley1fullcleanweekly 1fullcleanweekl

yn/a

1Apartfromthecleaningschedulementionedabove,cleaningservicesshouldbeprovidedbytheserviceprovi

derasandwhenneededorasdirectedbytheHospitalauthoritiesfromtimetotime.

2FullClean–iswhereallaspectsoftheelementarefullycleanedoneachoccasioninaccordancewithadocumentedspecification

No.Element HighRisk

ModerateRiskLowRisk

8 Entrance/Exit

4fullcleansdaily,dustcontrola

srequired,1machinecleanwee

kly

2fullcleansdaily,dust

controlasrequired,1m

achinecleanweeklyn/a

9 Stairs(internalandexternal)

2fullcleansdaily,dustcontrola

srequired,1machinecleanwee

kly

2fullcleansdaily,dust

controlasrequired,1m

achinecleanweeklyn/a

10 Externalareas3fullcleandaily 1fullcleandaily

n/a

11

Switches,socketsanddatapoi

nts 1fullcleandaily 1fullcleandaily 1fullclean

daily

12 Walls

Checkcleandailyand1fullc

leanweekly

Checkcleandailyan

d1fullcleanweekl

y

Checkclean

dailyand1f

ullcleanwee

kly

13 Ceiling 1Fullcleanweekly 1Fullcleanweekly

Washeveryt

hirdyearorr

eplaceasreq

uired

14 Alldoors

2fullcleandailyandcheckclea

nasrequired

1fullcleandailyandc

heckcleanasrequired1fullclean

weekly

15

Allinternal glassand

glazing

Checkcleandailyand1fullc

lean weekly

Checkcleandailyan

d1fullclean

weekly

1fullclean

weekly

16

Allexternal glassand

glazing 1fullcleanyearly1fullcleaneveryseco

ndyear

1fullclean

everythird

year

17 Mirrors

1fullcleandailyandcheckclea

nasrequired

1fullcleandailyandc

heckcleanasrequired

1fullclean

dailyandch

eckcleanasr

equired

18Ventilation grilles, extracts and inlets

1 full clean weekly 1 full clean weekly 1 full clean

weekly

No.Element HighRisk

ModerateRiskLowRisk

19Floor -polished

5 full cleans daily, 1 check clean

daily dust control as required,

machine clean weekly

1 full clean daily, 1 dust

control daily,machine

clean monthly

1 full clean

weekly, 1

check clean

daily,

machine

clean

quarterly

20 Floor - Non-slip

5 full cleans daily, 1 check clean

daily dust control as required,

machine clean weekly

1 full clean daily,

machine clean monthly

1 full clean

weekly, 1

check clean

daily,

machine

clean

quarterly

21Electrical items, e.g. overhead lights

1 check clean daily and 1 full

clean monthly

1 check clean daily and

1 full clean monthly

1 check

clean

weekly and

1 full clean

monthly

22 Chairs

1 full clean and 1 check clean

daily 1 full clean daily 1 full clean

weekly

23Beds/

Trolleys/Mattresses

Bedframe,includingallcompo

nentpartsdaily,mattresseswee

klyandondischarge,totalfullc

leanondischarge

Bedframe,includingal

lcomponentpartsdaily

,mattressesweeklyand

ondischarge,totalfullc

leanondischargen/a

24

Lockers/Wardrobes/Drawers1fullcleandaily

1checkcleandailyan

d1fullcleanweeklyn/a

25Tables/Bedtables 1fullcleandaily

1checkcleandailyan


26Alldispensers/holders

1fullcleandailyanddaily

asrequired

1fullcleandailya

nddailyasrequire

d

1fullclean

dailyandd

ailyasrequ

ired

No.Element HighRisk

ModerateRiskLowRisk

27 Wastereceptacles/bins1fullcleandailyand1check

cleandailyand1deepclean

weekly1fullcleandailyan

d1deepcleanweek

ly

1fullclean

weeklyand

deepcleanm

onthly

28 WashBasins Dailychecksysteminoperati

ontoinclude3fullcleansand2

checkcleans

Dailychecksystemi

noperationtoinclud

e3fullcleansand2che

ckcleans

Dailychecks

ysteminope

rationtoincl

ude3fullcle

ansand2chec

kcleans

29 Toilets/Urinals/Bidet Dailychecksysteminoperati


checkcleans

Dailychecksystemi

noperationtoinclud

e3fullcleansand2che

ckcleans

Dailychecks

ysteminope

rationtoincl

ude3fullcle

ansand2chec

kcleans

31

Computers/

Telephones/Office

Equipment1fullcleandaily 1fullcleandaily 1fullclean

weekly

32Dirty Utility/Sluice Room

1fullcleanand1checkclean

daily1fullcleandaily 1fullclean

daily

23Beds/

Trolleys/Mattresses




leanondischarge





leanondischargen/a

24

Lockers/Wardrobes/Drawers1fullcleandaily

1checkcleandailyan


25Tables/Bedtables 1fullcleandaily

1checkcleandailyan


No.Element HighRisk

ModerateRiskLowRisk

26Alldispensers/holders

1fullcleandailyanddaily

asrequired

1fullcleandailyandda

ilyasrequired

1fullcleand

ailyanddail

yasrequired

27 Wastereceptacles/bins1fullcleandailyand1check

cleandailyand1deepclean

weekly1fullcleandailyan

d1deepcleanweek

ly

1fullclean

weeklyand

deepcleanm

onthly

28 WashBasins Dailychecksysteminoperati


checkcleans

Dailychecksystemi

noperationtoinclud

e3fullcleansand2che

ckcleans

Dailychecks

ysteminope

rationtoincl

ude3fullcle

ansand2chec

kcleans

29 Toilets/Urinals/Bidet Dailychecksysteminoperati


checkcleans

Dailychecksystemi

noperationtoinclud

e3fullcleansand2che

ckcleans

Dailychecks

ysteminope

rationtoincl

ude3fullcle

ansand2chec

kcleans

31

Computers/

Telephones/Office

Equipment1fullcleandaily 1fullcleandaily 1fullclean

weekly

32Dirty Utility/Sluice Room

1fullcleanand1checkclean

daily1fullcleandaily 1fullclean

daily

23Beds/

Trolleys/Mattresses




leanondischarge





leanondischargen/a

4.7.1 Monitoring, Evaluation and Corrective Plan

The service provider’s performance will be monitored on a daily basis by the assigned Focal Person. An

appropriate senior member, ideally DMS/AMS Infection Control will be assigned as the focal person

for this task. On any one of the seven days of a week, the Focal Person will score cleanliness as per the

weekly cleaning review sheet given in Annexure II. In addition, the Focal Person will also crosscheck

each washroom’s toilets and compare its fixtures against the handing over list of fixtures.

After every visit an overall percentage score will be calculated for each risk category. This score will be

an average of the individual percentages of each indicator area. For example, for High Risk, overall

percentage cleanliness will be calculated as:

Table 11.3: Scoring Against Risk Category

High Risk Area Score obtained Percentage Score

Isolation Room (3+3+3+3+3+3)/24 = 18/24 75%

Dialysis Unit (4+4+4+4+4+4)/24 = 24/24 100%

Medical Emergency (3+3+3+3+3+3)/24 = 18/24 75%

Surgical Emergency (3+3+3+3+3+3)/24 = 18/24 75%

Operation Theater (3+3+3)/12 = 9/12 75%

Labor Rooms (2+2+2+2+2)/20 = 10/20 50%

Average Score 75%

Every time an area is found to be below 80% it will be given the following time for corrective action.

RiskCategory TimeFrameforCorrectiveAction

HighRiskArea 1hoursofreportingofproblemtotheserviceprovider

ModerateRiskArea 3hoursofreportingofproblemtotheserviceprovider

LowRiskArea 6hoursofreportingofproblemtotheserviceprovider

The focal person will visit the site once again after the stipulated time and in case the identified problem

is not corrected; the following fines will be imposed right away.

4.7.2Penalties

In case of inability to address identified problem by focal person within the allotted times, the focal person

will hand out the following fines immediately:

Table 11.4: Daily Penalty Criteria

RiskCategory Fine

HighRiskArea Rs. 2500

ModerateRiskArea Rs. 1500

LowRiskArea Rs. 1000

Once all areas are scored, their scores will be scaled with respect to their risk category using the following

weights and an overall weekly score will be obtained.

Table 11.5: Weekly Penalty Imposition Criteria

Risk Category Weightage

High risk 50%

Moderate risk 30%

Low risk 20%

i. For examples, using the already obtained 75% in High Risk category, if a certain hospital

receives 67% in Moderate Risk category and 80% in Low Risk category, it will obtain an

overall score of 75% x 0.5 + 67% x 0.3 + 80% x 0.2 = (37.5 + 20+16)% = 73.5%

ii. This will be the overall score for this week’s performance. Averaging all weekly

performances of the month, a monthly score will be calculated.

iii. Service providers will be expected to maintain an average minimum score of 80% as well

as 80% in each respective category at all times. If the service provider scores less than

80% in the monthly score, another fine worth Rs. 2500 will be placed. If this continues for

another month, the second month’s fine will be doubled to Rs. 5000 and then doubled

again to Rs. 10,000.

iv. After a month of score below 80%, the monthly score is not restored to 80% the following

month, punitive action may be taken against the service provider including financial

penalties, suspension or cancellation of the contract.

4.8 Termination of the Agreement

a) Without prejudice to any other available rights / remedies, the Hospital shall have the

right to terminate this agreement at its option for any reason specifically provided

hereunder or otherwise in case of any breach of this agreement by Service Provider.

b) The performance of services by the Service Provider under this agreement shall

remain under observation during the whole period of the agreement, in case the

services are found non satisfactory, below the specified standard or nonperformance

due to strike of the Service Provider staff / manpower, this contract shall be

terminated by the Hospital at any time with immediate effect]

c) In such events e.g. nonperformance due to strike or violation of contract, the Service

Provider shall be BLACKLISTED as per the prevailing PPRA rules and performance

securitywill be encashed or the cleaning equipment may be confiscated (cost of

whichever is higher)

d) Notwithstanding anything contained in this agreement, each party shall have the right

to terminate this agreement upon 180days’ written notice to the other party and upon

written/ recorded reasons for the same.

e) The Procuring Agency shall be entitled to terminate this agreement forthwith at any

time upon serving notice in the event of misconduct either on the part of the Service

Provider or its employees or nonperformance of responsibilities and services by the

Service Provider.

f) The termination shall be without prejudice to the acquired rights and liabilities of

either party prior to termination.

4.9. Renewal of Contracta) The contract will be signed between the hospital and the service provider for a period

of three years with annual renewal. The prices shall be locked for the same period (3

years). The annual renewal shall be based on the following (not limited to)

conditions:

1. Performance review of the service provider

2. Approval of the Board of Management

3. Mutual consent of both parties

4. Approval of budget for the services

5. Renewal of the performance security by the service provider

5 SPECIAL CONDITIONS OF CONTRACT

1. The service provider shall be liable to pay compensation for any loss and damage

caused to the property of the Procuring Agency or its patients by the Service

Provider or its workers. The Service Provider can also partner with an insurance

company that will pay to compensate for the damage on behalf on the Service

Provider.

2. The Service Provider shall be fully responsible for safekeeping all the bathroom

fittings and fixtures throughout the contract period. The current state of each

bathroom will be recorded at the time of handing over and signed off by both

parties to be maintained at that level at all times.

3. The Service Provider shall be entirely responsible for the conduct of its staff and in

case of any complaint against any staff, Service Provider will be under obligation

to take necessary action to replace any staff (under the clause of persona non grata)

when instructed in writing by the Focal Officer appointed by the client. The

Service Provider shall observe all the laws and will responsible for any prosecution

or liability rising from breach of labor laws & HWM rules 2014. The Client shall

not be responsible for any such action with regard to staff on the rolls of the

Service Provider whatsoever.

4. In such circumstances when the service provider is unable to provide the required

services, the client has the right to withhold payment and procure the services of

any other service provider for the same financial amount.

ANNEXURESA NN EX UR E– I

Necessary Cleaning Supplies

S. No. Cleaning Supplies Required

1 Brooms 8600K.g

2 Buckets 3000 Pcs

3 Furniture dusters 600Pcs

4 Toilet cleaning agents 2200 Pcs

5 Hand wash liquid 21000 Ltr

6 Hand sanitizer liquid 15000 Ltr

7 Air freshener 4400 Bottles 300ml

8 Floor cleaning towels 7200 Kg

9 Kitchen cleaning towels 3000 Kg

10 Disposable hand wash paper-towels 11000 Pes

11 Floor polishes 2300 Pcs

12 Wipers 2300 Pcs

13 Brushes 2200 Pcs

14 Floor mops 2200 Pcs

15 Vim 15000 Pack

16 Liquid Bleach 2400 Kg

17 Phenyl (ordinary) 27000 Ltr

18 Phenyl (balls) 6000 Kg

19 Sweep acid 9000 K.g

A NN EX UR E– II

Weekly Cleaning Review Sheet

Cleaning Review Sheet

Name of designated

hospital staff Date

1 2 3 4

CLEANLINESS Very Dirty Dirty Acceptable Clean

Isolation Room Functional Risk Category High

Floor

More than quarter of the

floors dusty or wet

OR

Morethan2piecesoflitter

Less than quarter of the

floors dust yore AND

1-2piecesoflitter


floors dusty or wet AND

No litter

Flooris clean,freeofdustanddryAND

No litter

Windows advents

(glass ,net and

windowsill)

More than half the

windows and vents are

dusty

Quarter to half windows

and vents are dusty

Less than quarter windows

and vents are du styAll windows and vents are clean

FansMorethan half of the fansare

dusty

Quarter to half fansare

dusty

Less than one-fourth fansare

dustyAll fansare clean

Bed sheets/Macintosh

Morethan1bedsheetsintheroo

maredirty

(1ormorebigstainsor

3smallstainsofblood,vomit,mot

ion,)


maredirty(leftovers of food /

medicine leaflets)

Bed sheet sinthe room is

dirty

(1ormorebigstainsor


ion,orleftovers of food /

medicine leaflets)

All bed sheets are clean and

present

Side tablesMorethan2sidetablesare

dusty2sidetablesaredusty 1sidetableisdusty All side tables are clean

Atmosphere Bad smell

AND

Bad smell

OR

No smell

OR

No smell

Dialysis Unit

Functional Risk Category

High

Floor More than quarter of the

flooris dusty or wet

OR



flooris dusty or wet AND

1-2piecesoflitter


flooris dusty or wet AND

No litter

Floorisclean,freeofdustanddryAND

Nolitter

Windows and

vents(glass, net and

windowsill)

More than half the

windows and vents are

dusty

Quarter to half windows

and vents are dusty

Less than quarter windows

and vents are dusty

Allwindowsandventsareclean

Fans More than half of the fans

are dusty

Quarter to half fans are

dusty

Less tha none-fourth fans

are dusty

Allfansareclean

Bed sheets/Macintosh Morethan1bedsheetsinthero

omaredirty

(1ormorebigstainsor

3smallstainsofblood,vomit,mo

tion,)

Morethan1bedsheetsinthero

omaredirty

(left overs offood / medicine

lea flets)

bedsheetsintheroom isdirty

(1ormorebigstainsor

3smallstainsofblood,vomit,mo

tion,orleftoversoffood/medici

neleaflets)

Allbedsheetsarecleanandpresen

t

Side tables Morethan2sidetablesare

dusty

2sidetablesaredusty 1sidetableisdusty Allsidetablesareclean

Atmosphere Bad smell Bad smell Nosmell Nosmell

MedicalEmergency

FunctionalRiskCategory

High

Floor Morethanhalfofthefloorisdus

tyorwet

OR


Quartertohalf

ofthefloorisdustyorwet

OR

4-6piecesoflitter

Lessthanquarterofthefloori

sdustyorwet

OR

1-3piecesoflitter

FlooriscleananddryNolit

ter

Windowsandvents(glass,n

etandwindowsill)

Morethanhalfthewindow

sandventsaredusty

Quartertohalfwindowsand

ventsaredusty

Lessthanquarterwindowsandv

entsaredusty


Fans Morethanhalfofthefansaredu

sty

Quartertohalffansaredusty Lessthanone-

fourthfansaredusty

Allfansareclean

Bedsheets/Macintosh Morethan1bedsheetsintheroo

maredirty

(1ormorebigstainsor


ion,)


maredirty

(leftoversoffood/medicineleafl

ets)


(1ormorebigstainsor


ion,orleftoversoffood/medicine

leaflets)

Allbedsheetsarecleanandpresent

Sidetables Morethan2sidetablesaredu

sty


Atmosphere Badsmell Badsmell Nosmell Nosmell

SurgicalEmergency


High

Floor Morethanhalfofthefloorisdus

tyorwet

OR


Quartertohalf


OR

4-6piecesoflitter


sdustyorwet

OR

1-3piecesoflitter


ter


etandwindowsill)


sandventsaredusty


ventsaredusty


entsaredusty



sty


fourthfansaredusty

Allfansareclean


maredirty

(1ormorebigstainsor


ion,)


maredirty

(leftoversoffood/medicineleafl

ets)


(1ormorebigstainsor


ion,orleftoversoffood/medicine

leaflets)


Sidetables Morethan2sidetablesaredu

sty



OperationTheater


High

Floor

(observewhennooperatio

nisunderway)

BloodspillageA

ND

Medicalwaste

BloodspillageO

R

Medicalwaste

Onlydust Notraceofblood,medicalwasteordust

Operationtable(observew

hennooperationisunderwa

y)

Heavilystained

(1bigstainor4-

5smallstains)

Lightlystained

(3to4smallstains)

Veryslightlystained(1t

o2stains)

Nostains


LaborRoom


High

Floor BloodspillageAND Medical

waste

BloodspillageOR Medical

waste



etandwindowsill)

Morethanhalfthewindows

andventsaredusty

Quartertohalfwindowsandv

entsaredusty

Lessthanquarterwindowsandve

ntsaredusty


Fans Morethanhalfofthefansaredus

ty


fourthfansaredusty

Allfansareclean


maredirty

(1ormorebigstainsor

3smallstainsofblood,vomit,moti

on,)


maredirty

(leftoversoffood/medicineleafle

ts)


(1ormorebigstainsor


on,orleftoversoffood/medicinele

aflets)



Wards/OPDrooms FunctionalRiskCategory High

Floor Morethanhalfofthefloorisdust

yorwet

OR


Quartertohalf


OR

4-6piecesoflitter

Lessthanquarteroftheflooris

dustyorwet

OR

1-3piecesoflitter


Nolitter


etandwindowsill)


andventsaredusty


entsaredusty


ntsaredusty



ty


fourthfansaredusty

Allfansareclean


maredirty

(1ormorebigstainsor 3

smallstainsofblood,vomit,


maredirty(leftovers

offood/medicineleaflets)


(1ormorebigstainsor


on,orleftovers of


motion) food/medicineleaflets)

Sidetables Morethan2sidetablesare

dusty



Pharmacy FunctionalRiskCategory Moderate

Floor Morethanhalfofthefloorisdustyo

rwet

OR


Quartertohalfofthefloorisdustyor

wet

OR

3-5piecesoflitter

Lessthanquarterofthefloorisdusty

orwet

OR

1-2piecesoflitter


Nolitter

Pharmacycounter Morethanhalfthecounterisdust

y

Quarterofthecounterisdusty Lessthanquarterofthecounte

risdusty

Counterisfreeofdustanddry


etandwindowsill)

Morethanhalfthewindowsandve

ntsaredusty

Quartertohalfwindowsandventsa

redusty


ntsaredusty



ty


fourthfansaredusty

Allfansareclean


PathologyLab FunctionalRiskCategory Moderate

Floor Morethanaonethirdofthefloorisd

ustyorwet

OR

Quartertoonethirdoftheflooris

dustyorwet

OR

Lessthanquarterofthefloorisdusty

orwet

OR


Nolitter

Morethan3piecesoflitter 1-2piecesoflitter Nolitter

Workcounter Morethanaquarterofthecount

erisdusty

OR

Materialsspilledovermorethan

aquarterofthecounter

1squarefootonthecounterisdust

y

OR

Materialsspilledover1square

footofthecounter

Dustisvisibleinsmallpatch

esbutlessthan1squarefoot

area

OR

Materialsarespilledat1-

2placesleavingverysmallmark

s

CounterisfreeofdustanddryAND

Nomaterialsarespilled

Equipment Morethan3piecesofequipment

aredustyorhavegrimesettledon

them

2-

3piecesofequipmentaredustyorh

asgrimesettledonit

1pieceofequipmentisdust

y

AND

Nopiecehasgrimesettledonit

NopieceofequipmentisdustyAND



etandwindowsill)

Morethanhalfthewindowsandv

entsaredusty

Quartertohalfwindowsandvents

aredusty


entsaredusty



sty


fourthfansaredusty

Allfansareclean

Airconditioners Morethanhalfoftheventsandthe

outsideshellofoneACisdusty

Onequarteroftheventsandtheout

sideshellofoneACisdusty

SomedustononeAC NodustontheAC


RadiologyLab FunctionalRiskCategory Moderate

Floor Morethanaonethirdoftheflooris

dustyorwet

OR


Quartertoonethirdofthefloori

sdustyorwet

OR

1-2piecesoflitter

Lessthanquarterofthefloorisdust

yorwet

OR

Nolitter


Nolitter

Work counter Morethanaquarterofthecount

erisdusty

OR

Materialsspilledovermorethan

aquarterofthecounter

1squarefootonthecounterisdusty

OR

Materialsspilledover1squaref

ootofthecounter

Dustisvisibleinsmallpatch

esbutlessthan1squarefoota

rea

OR

Materialsarespilledat1-

2placesleavingverysmallmark

s

CounterisfreeofdustanddryAND

Nomaterialsarespilled

X-ray machine LooksoveralldustyOR

Hasoldlayers

ofdustsettledonit

HassomedustOR

Hassomeareasofgathereddust

Appearscleananddust-freeAND

Hassomeareasofgathereddust

Appearscleananddust-freeAND

Nolayers ofolddust

Equipment Morethan3piecesofequipment

aredustyorhavegrimesettledon

them

2-

3piecesofequipmentaredustyorh

asgrimesettledonit

1pieceofequipmentisdusty

AND


NopieceofequipmentisdustyAND



etandwindowsill)

Morethanhalfthewindowsandv

entsaredusty

Quartertohalfwindowsandvents

aredusty


entsaredusty



sty


fourthfansaredusty

Allfansareclean

Airconditioners Morethanhalfoftheventsandthe

outsideshellofoneACisdusty

Onequarteroftheventsandtheouts

ideshellofoneACisdusty

SomedustononeAC NodustontheAC


Patientwashroom FunctionalRiskCategory Moderate

Floor(cubicle) Morethanhalfoftheflooriswet

,dustyorlittered

Quartertohalf

oftheflooriswet,dustyorlittered


wet,dustyorlittered

Flooriscleananddry(nosignofwetness

,dustorlitter)

Toilet(cubicle) Feetplace/commodedirtyAN

D

Insideoftoiletdirty

Feetplace/commodedirtyOR

Insideoftoiletdirty

Feetplace/commodecleanAN

D

InsideoftoiletcleanAN

D

Flush(tanky)isdirty

Feetplace/commodecleanInsid

eoftoiletclean

Flush(tanky)clean

Washbasin(w

ashroom)

TapandSinkaredirty(drai

nageblocked)AND

Nosoap

TapandSinkaredirty(spots)OR

Nosoap

TapandSinkaredirty(spots)AND

Soappresent

TapandSinkarecleanAND

Soappresent


etandwindowsill)


sandventsaredusty


ventsaredusty


entsaredusty


Atmosphere(w

ashroom)

BadsmellO

R

Nobulbinstalled

BadsmellA

ND

Bulbs installed

NosmellO

R

Bulbsinstalled

PleasantsmellAN

D

Bulbsinstalled

Waitingarea FunctionalRiskCategory Moderate


yorwet

OR

Morethan6piecesoflitter(inclu

dingcigarettebuttsorbirdexcreta

)

Quartertohalf


OR

4-6piecesoflitter


sdustyorwet

OR

1-3piecesoflitter

FlooriscleananddryNolitt

er


etandwindowsill)


sandventsaredusty


ventsaredusty


entsaredusty



sty


fourthfansaredusty

Allfansareclean

Furniture Morethanhalftheseatsaredu

sty

Quartertohalfoftheseatsaredus

ty

Lessthanquarterseatsaredusty Allseatsareclean

Atmosphere BadsmellA

ND

Mosquitoesorhousefliesflyin

garound

BadsmellO

R

Mosquitoesorhouseflies

NosmellA

ND

Nomosquitoesorhouseflies

PleasantsmellAN

D

Nomosquitoesandhouseflies

Corridor FunctionalRiskCategory Moderate


yorwet

AND

SpitmarksO

R


dingcigarettebuttsor

Quartertohalf


OR

4-6piecesoflitter


sdustyorwet

OR

1-3piecesoflitter


er

birdexcretes)


etandwindowsill)


sandventsaredusty


ventsaredusty


entsaredusty



sty


fourthfansaredusty

Allfansareclean

Atmosphere BadsmellA

ND

Mosquitoesorhousefliesflyi

ngaround

BadsmellO

R

Mosquitoesorhouseflies

NosmellA

ND

Nomosquitoesorhouseflies

PleasantsmellA

ND

Nomosquitoesandhouseflies

Stairs/Ramp FunctionalRiskCategory Moderate

Stairs FloorisdustyA

ND

SpitmarksO

R


dingcigarettebuttsorbirdexcret

a)

FloorisdustyO

R

4-6piecesoflitter

FloorisnotdustyAN

D

1-3piecesoflitter


ter

Handrailsofstairwells Morethanhalfofthehan

drailisdusty

Quartertohalf

ofthehandrailisdusty

Lessthanquarterofthehand

railisdusty

Handrailisfreeofdust

Ramp FloorisdustyAN

D

SpitmarksO

R


FloorisdustyO

R

4-6piecesoflitter

FloorisnotdustyAN

D

1-3piecesoflitter


ter

(includingcigarettebuttsorbirde

xcreta)

Mortuary FunctionalRiskCategory Moderate

Floor BloodspillageA

ND

Medicalwaste

BloodspillageO

R

Medicalwaste


Table Heavilystained

(1ormorebigstainsor

5ormoresmallstains)

Lightlystained

(3to4smallstains)

Veryslightlystained(1to

2stains)

Nostains

Windowsandvents(glass,ne

tandwindowsill)


andventsaredusty


entsaredusty


ntsaredusty



ty


fourthfansaredusty

Allfansareclean


AdministrativeAreas FunctionalRiskCategory Low


yorwet

OR


dingcigarettebuttsorbirdexcreta

)

Quartertohalf


OR

4-6piecesoflitter


dustyorwet

OR

1-3piecesoflitter


er


etandwindow


andventsare

Quartertohalfwindows Lessthanquarterwindows Allwindowsandventsareclean

sill) dusty andventsaredusty andventsaredusty

Fans Morethanhalfofthefansaredust

y


fourthfansaredusty

Allfansareclean

Furniture(seats/tables/shel

ves)

Morethanhalfthefurni

tureisdusty

Quartertohalf

ofthefurnitureisdusty

Lessthanquarterofthefurnitu

reisdusty

Allthefurnitureisclean


RecordRoom FunctionalRiskCategory Low


yorwet

OR


Quartertohalf


OR

4-6piecesoflitter


dustyorwet

OR

1-3piecesoflitter

FlooriscleananddryNolitte

r

Windowsandvents(glass,ne

tandwindowsill)


andventsaredusty


entsaredusty


ntsaredusty


Fans Morethanhalfofthefansaredust

y


fourthfansaredusty

Allfansareclean


ves)


tureisdusty

Quartertohalf


Lessthanquarterofthefurnitu

reisdusty



StorageRoom FunctionalRiskCategory Low


yorwet

Quartertohalf



dustyorwet

Flooriscleananddry

OR


OR

4-6piecesoflitter

OR

1-3piecesoflitter

Nolitter


etandwindowsill)


andventsaredusty


entsaredusty


ntsaredusty



ty


fourthfansaredusty

Allfansareclean


ves)


tureisdusty

Quartertohalf


Lessthanquarterofthefurnit

ureisdusty



RecordRoom FunctionalRiskCategory Low


yorwet

OR


Quartertohalf


OR

4-6piecesoflitter


dustyorwet

OR

1-3piecesoflitter


er


etandwindowsill)


andventsaredusty


entsaredusty


ntsaredusty



ty


fourthfansaredusty

Allfansareclean


ves)


tureisdusty

Quartertohalf



ureisdusty



Staffchangingroom FunctionalRiskCategory Low


yorwet

OR


Quartertohalf


OR

4-6piecesoflitter


sdustyorwet

OR

1-3piecesoflitter


er


etandwindowsill)


sandventsaredusty


ventsaredusty


entsaredusty



sty


fourthfansaredusty

Allfansareclean

Furniture(seats/tables/she

lves)

Morethanhalfthefurn

itureisdusty

Quartertohalf



ureisdusty



Externalareas FunctionalRiskCategory Low

Hardfloor Morethanhalfofthefloorisdust

yorwet

OR


(includingcigarettebuttsorbirde

xcreta)

Quartertohalf


OR

4-6piecesoflitter


sdustyorwet

OR

1-3piecesoflitter


er

Lawns Fallentreeleavesarestrew

nallaroundthetrees and

litter in trees

LitterinFields Fallentreeleavesarestrewnallar

oundthetrees

NoLitterorFallenLeavesinLawns

Drains Two or more

drainsarechoked

OR

More than two open drain

shaveleavesgatheredinside

OnedrainischokedOR

Two

drainshaveleavesgatheredi

nside

NodrainischokedAN

D

Onedrainhasleavesgathe

redinside

NodrainsarechokedAND

Nodrainhasleavesgatheredinside

NN EX UR E– III

Required Equipment

S. No. Name of Equipment for Mechanized Cleaning

Type and

Model

Minimu

umbersr

ired

1 Floor cleaning and polishing machine 10

2 Rideon sweeping machine OR

Walk behind sweeping machine 10

3 Push sweeper Nil

4 Scrubber dryer 10

5

6

Walk behind scrubber Nil

6

6

Window glass cleaning kit 100

7 Waste Buckets as per requirements of the HWM rules 2014200

8 Water sucking pump 4

9 Pressure gun Nil

NN EX UR E– IV

FINANCIAL EVALUATION I

Sr. Description

Offer – in PKR

Inlc. of all taxes &

Contingencies

1 Monthly quoted amount per meter sq.

2 Yearly quoted amount per meter sq.

3 Total Monthly quoted amount for hospital

4 Total Yearly quoted amount for hospital

5 Total Janitors proposed

6 Total Supervisors proposed

7 2% Earnest Money

Number of Janitors proposed for the mentioned amount 1 Janitor for 1000

per sq. meter sq. meter

Number of Supervisors proposed for the mentioned

amount per sq. meter

1 Supervisor for

10,000 sq. meter

A NN EX UR E– V

TECHNICAL EVALUATION

Sr.# DescriptionMax

Marks

1

Experience Record

Three projects of similar nature (mechanized services offered in hospitals/ public

access buildings with covered area of 20,000 sq meters or more)and having

financial value of at least Rs. 5 million each.10 marks for each project

10 marks for each project

30

2

Financial Capabilities

• 20 Marks will be given in case average annual turnover for the last years

Rs.30 Million or more.

• For Average Annual Turnover for the last year of less than Rs. 30

Million, but not less than Rs. 15 Million, following weightage shall be

used:20x (B /30)

B= Average annual turnover for the last year.

20

3.

Human Resource (Proposed Team)

• Project Manager with experience in HR management/ Project

management of at least 10 years or above

(5 Marks).

• Two supervisors with minimum experience of 5 years each in similar

capacity (5 marks for each supervisor)

• Minimum of 100 Janitors with the firm (10 Marks)

-10 Marks for 100 janitors

- For Janitors less than 100 but not less than 50, following weightage

shall be used 10 x (C /100)

C= Number of the Janitors

20

4.

Methodology / Management Plan

The Bidder shall provide the details about how to plan and manage the services

specific to the proposal (according to Annexure VII)

30

Total Marks 100

A NN EX UR E– VI

Form of Performance Security

…………………………. 20

To:

The Medical Superintendent,

Mayo Hospital, Lahore.

PERFORMANCE SECURITY NO. ............................ (the Guarantee)

We, [●]3, being the Guarantee issuing bank (the Issuing Bank) understand that [●] a

company incorporated under the laws of [●] having its registered office located at [●] (the

Service Provider) has been selected as the successful bidder following a tendering process

for the Outsourcing of Janitorial Services for Mayo Hospital, Lahore.

Further, we understand that pursuant to such tender process, the Service Provider is required

to provide Mayo Hospital, Lahore with a performance bond equal to PKR

__________________ (10% of annual quoted price of contract).

The above premised, We (the Issuing Bank) hereby undertake irrevocably and unconditionally

to pay to Mayo Hospital, Lahore, without any notice, reference or recourse to the Service

Provider or to any other entity or without any recourse or reference to the Contract, any sum

or sums (or any part thereof) equivalent in aggregate up to but not exceeding a maximum

amount of:

PKR__________________________

(The Guaranteed Amount)

at sight and immediately, however not later than within five (5) business days from the date of

receipt of the Mayo Hospital, Lahore first written demand (the Demand) at the Issuing

Bank’s offices located at [●], such Demand shall state that the Service Provider is entitled to

make a demand under the Guarantee and shall set out the total amounts demanded.

The Demand shall only be honoured by us, if it is made by and bears the signature of the

Medical Superintendent of Mayo Hospital, Lahore.

We, the Issuing Bank, shall unconditionally honour a Demand hereunder made in compliance

with this Guarantee at sight and immediately on the date of receipt of your Demand, as stated

earlier, and shall transfer the amount specified in the Demand to the bank account, as notified

in the Demand, in immediately available and freely transferable funds in the currency of this

Guarantee, free and clear of and without any set-off or deduction for or on account of any

present or future taxes, levies, imposts, duties, charges, fees, deductions or withholdings of

any nature whatsoever and by whomsoever imposed.

This Guarantee shall come into force and shall become automatically effective upon the

signing of the contract between Mayo Hospital, Lahore and Service Provider.

After having come into force, this Guarantee and our obligations hereunder will expire on

[Insert date and time] (the Guarantee Expiry Hard Date) (6-months after the expiry of the

contract) provided that, in the event that the Hospital issues a Demand to the Issuing Bank on

or immediately prior to the Guarantee Expiry Hard Date, the Issuing Bank shall honour that

Demand.

3Insert name of Issuing Bank;

Upon expiry, this Guarantee shall be returned to the Service Provider without undue delay.

Multiple Demands may be made by Mayo Hospital, Lahore under this Guarantee but our

aggregate liability will be restricted up to the Guaranteed Amount.

We hereby agree that any part of the Contract may be amended, renewed, extended, modified,

compromised, released or discharged by mutual agreement between Mayo Hospital, Lahore

and the Service Provider without in any way impairing or affecting our liabilities hereunder

without notice to us and without the necessity for any additional endorsement, consent or

guarantee by us.

This Guarantee for its validity period shall not be affected in any manner by any change in

our constitution or of the Service Provider’s constitution or of their successors and assignees

and this Guarantee shall be legally valid, enforceable and binding on each of their successors

and permitted assignees.

All references to any contract or other instruments are by way of reference only and shall not

affect our obligations to make payment under the terms of this Guarantee.

ANNEXURE-VII

DESCRIPTION OF APPROACH AND METHODOLOGY FOR PERFORMING THE

SERVICES

The bidder shall explain the approach and methodology for performing the services under the

following head

• Deployment of the Janitors along with their Job Description (10% of Marks)

• Logistics Deployment Management Plan (20 % of Marks)

• Available Equipment and Deployment Plan (20 % of Marks)

• Proposed quantities and brands of Material to be used (10% of Marks)

• Performance Monitoring of the Janitors (40% of the Marks)

ANNEXURE-VIII

Sr.# DescriptionTotal

Marks

Marks Obtained

(to be filled by

procuring

agency)

1

Experience Record

30

Project 1 Description:

Financial Value:


Financial Value:


Financial Value:

2Financial Capabilities

Average Annual Turnover

20

3.

Human Resource (Proposed Team)

Project Manager - Experience in years:

20

Supervisor 1 – Experience in years in Similar

Capacity:

Supervisor 2 – Experience in years in Similar

Capacity:

Number of Janitors with the Firm:

4.

Methodology / Management Plan

The Bidder shall provide the details about how to plan

and manage the services specific to the proposal

(according to Annexure VII)

30

ANNEXURE-IX

Sr. Hospital Department name Department area

– Square meters

Department

Timings

1. O.P.D 71680 SFT

6659 Sqm

8.00A.M. to

6.00P.M.

2. INDOOR 109.049 Sft

10131 Sqm

24 hours

3. EMERGENCY 56197 SFT

5221 Sqm

24 hours

4. EYE WARD 17600 SFT

1635 Sqm

24 hours

ANY OTHER AREA 186263 SFT

17305 Sqm

24 hours

TENDER CHECKLIST

S. # DESCRIPTIONTick

Yes / No

Documents

Attached at

Annexure

1 Copies of Purchase / Work Orders (if any)

2 Copy of the Proprietor’s CNIC

3 Copy of Valid Tax Clearance Certificate

4

Affidavit regarding non-involvement in any

arbitration/ litigation with any government agency /

department and not blacklisted as well.

5List of satisfied customers along with their contact

numbers

6Detailed specification / brochure by the

Manufacturer

7 Copy of Income Tax Registration certificate

8 Copy of Sales Tax Registrations certificate

Note: Bidders must fill-up above mentioned checklist / table and attach copies of required

documents with proper annexure along with tender document.

BIDDERS INFORMATION

Date of Submission / opening:

Receipt of tenders : 10.30 A.M. 2017 on 31.07.2017.

Opening of tenders : 11.00 A.M. 2017 on 31.07.2017.

Venue : Committee Room Administration Block, Mayo Hospital, Lahore

BIDDING DOCUMENTSTHE ACQUISITION OF SECURITY SERVICES FOR

MAYO HOSPITAL LAHORE. 2017-18

Contract period from the date of approval To 30.06.2018.

Advertised TenderNo. & Date

Date & Time ofReceipt & Opening of

TenderBid Security

Tender opening Place /Venue

No.Acctt/47798/MH.,Dated 07.07.2017

Receipt31-07-2017

At 10.30 A.M. Opening of Technical

Bid on At 11.00 A.M.

Rs.1,000,000/- Committee Room, MayoHospital, LHR

LETTER OF INVITATION

FOR THE ACQUISITION OF SECURITY SERVICES FOR MAYO HOSPITAL LAHORE

Dear Sir/ Madam.Dated:1. MAYO HOSPITAL, LAHORE invites sealed bids from the bidders for acquisition of Security

Services for the hospital. 2. Bidding shall be conducted as per the procedure specified in the Bidding Documents.3. Interested bidders may obtain further information and examine the Bidding Documents from the

office of Additional Medical Superintendent (AMS) Planning and Development , duringoffice hours on any working day before closing for the submission of bids.

4. A complete set of original Bidding Documents shall be purchased from the A l m o n e roffice, MAYO Hospital on all working days during office hours on payment of non-refundablefee of Pak Rupees 1000/- only.

5. Sealed bids are required to be submitted by the interested bidders on 31-07-2017 at 10:30 AMpositively in the Committee Room of Mayo Hospital Lahore. The bids (technical) received till thestipulated date & time shall be opened on the same day at 11:00 am in the presence of thebidders or their authorized representatives (who choose to attend) by the purchase committee.

6. Bid Security of Pakistani Rupees of PKR. 1,000,000 (Ten hundred thousand only) in theshape of Pay Order / Bank Draft / Deposit at Call/Irrevocable Bank Guarantee from anyscheduled bank in the name of Medical Superintendent Mayo Hospital, is required to befurnished with the Financial Bid otherwise bid will be rejected. Late bids shall not beentertained.

7. The Bid Security of 1st three highest bidders will be retained by the hospital till the deposit of 1 st

installment by the successful bidder. Further, hospital authorities reserve the right to offer thecontract to the 2nd highest bidders in case of failure to deposit the 1st installment by the 1st highestbidder as per schedule.

8. In an event where the last date for submission of bids be declared a public holiday the duedate for submission and opening of bids shall be the following working day at the sameappointed timings and venue.

9. Procuring agency may cancel / delete any item either reduce or enhance quantity. ProcuringAgency may reject all or any bid subject to the provision of PPRA Rule

10. The procurement of services shall be governed by the Punjab Procurement Rules, 2014.

Medical Superintendent Mayo Hospital Lahore

Phone No 042-9911122

Email Address [email protected]

R E Q U E S T F O R P R O P O S A L

HIRING OF FIRMS FOR PROVIDING SECURITY SERVICES

IN MAYO HOSPITAL, LAHORE PUNJAB

Table of Contents

Part I – Proposal Preparation and Evaluation Procedures .................................................

Section I. Instructions to Service providers.............................................................................Section II. Proposal Data Sheet ..............................................................................................Section III. Proposal Forms ...................................................................................................Section IV. Scope of Services ................................................................................................Section V. Drawings and Specifications ................................................................................

Part II – Conditions of Contract and Forms .......................................................................

Preface ....................................................................................................................................Letter of Acceptance ..............................................................................................................Form of Contract ....................................................................................................................

Section A: General Conditions of Contract (GCC) ................................................................ Section B. Special Conditions of Contract ............................................................................ Section C: Scope of Services..................................................................................................

Part III – Appendices.............................................................................................................

Part I

Proposal Preparation and

Evaluation Procedures

Section I. Instructions to Service providers

Table of Clauses

A. General ................................................................................................................................8

1. Definition .............................................................................................................................82. Scope of Proposal ................................................................................................................93. Eligible service provider ......................................................................................................94. Conflict of Interest .............................................................................................................105. One Proposal per Service provider ...................................................................................116. Cost of Proposal .................................................................................................................117. Site Visit.............................................................................................................................11

B. Proposal Documents.........................................................................................................11

8. Content of Proposal Documents ........................................................................................119. Clarification of Proposal Documents .................................................................................1210. Amendment of Proposal Documents................................................................................12

C. Preparation of Proposals .................................................................................................12

11. Language of Proposal .......................................................................................................1212. Documents Comprising the Proposal ...............................................................................1213. Proposal Prices .................................................................................................................1314. Currencies of Proposal and Payment................................................................................1315. Proposal Validity ..............................................................................................................1316. Proposal Security..............................................................................................................1317. Alternative Proposals by Service providers .....................................................................1518. Technical and Financial Proposal Format and Content....................................................15

D. Submission of Proposals ..................................................................................................15

19. Sealing and Marking of Proposals....................................................................................1520. Deadline for Submission of Proposals .............................................................................1621. Late Proposals ..................................................................................................................1622. Modification and Withdrawal of Proposals......................................................................16

E. Proposal Opening and Evaluation ..................................................................................17

23. Proposal Opening .............................................................................................................1724. Technical Proposals Evaluation .......................................................................................1725. Opening of Financial Proposals .......................................................................................1826. Financial Proposal Evaluation ..........................................................................................1927. Process to Be Transparent ................................................................................................1928. Clarification of Proposals .................................................................................................1929. Examination of Proposals and Determination of Responsiveness ...................................2030. Correction of Errors..........................................................................................................2031. Non-Preferential Treatment..............................................................................................21

F. Award of Contract............................................................................................................21

32. Award Criteria ..................................................................................................................21

33. Procuring Agency’s Right to Accept or Reject all Proposals ..........................................2134. Notification of Award and Signing of Agreement ...........................................................2135. Performance Security .......................................................................................................2236. Arbitration ........................................................................................................................2237. Corrupt or Fraudulent Practices .......................................................................................22

Instructions to Service Providers (ITB)

A. General

1. Definition

1.1 “Affiliate(s)” means an individual or an entity that directly or indirectly controls, iscontrolled by, or is under common control with the Service provider.

1.2 “Applicable Rules” means the Punjab Procurement Rules 2014 (amended Jan, 2016)) governing the selection and Contract award process as set forth in this RFP.

1.3 “Applicable Law” means the laws of Islamic Republic of Pakistan, as they maybe issued and in force from time to time.

1.4 “Client” means the procuring agency that signs the Contract for the Services with the selected Service provider.

1.5 “Contract” means a legally binding written agreement signed between the Clientand the Service provider and includes all the attached documents listed in its GeneralConditions of Contract (GCC), Special Conditions of Contract (SCC), and theAppendices.

1.6 “Data Sheet ‖ (BDS) means an integral part of the Instructions to Serviceprovider (ITB) that is used to reflect specific conditions to supplement assignment,but not to over-write, the provisions of the ITB.

1.7 “Day” means a calendar day.

1.9 “Government” means the Government of the Punjab.

1.10 “ITB” means the Instructions to Service provider that provides the shortlisted Service providers with all information needed to prepare their Proposals.

1.11 “Joint Venture (JV)” means an association with or without a legal personality distinctfrom that of its members, of more than one Service provider where one member hasthe authority to conduct all business for and on behalf of any and all the members of theJV, and where the members of the JV are jointly and severally liable to the Client for theperformance of the Contract.

1.12 “LOI” means the Letter of Invitation being sent by the Client to the Service providers

1.13 “Proposal” means the Technical Proposal and the Financial Proposal of the Service provider.

1.14 “RFP” means the Request for Proposals to be prepared by the Client for the selection of Service providers.

1.15 “Service provider” means a legally-established professional firm or an entity that mayprovide or provides the Services to the Client under the Contract.

1.15 “Services” means the work to be performed by the Firm pursuant to the Contract.

1.16 “Sub-Service provider” means an entity to whom the Service provider intends tosubcontract any part of the Services while remaining responsible to the Client during theperformance of the Contract.

1.17 “TORs” means the Terms of Reference that explain the objectives, scope of work,activities, and tasks to be performed, respective responsibilities of the Client and theService provider, and expected results and deliverables of the assignment.

2. Scope of Proposal

2.1 The Procuring Agency, as defined in the Proposal Data Sheet (BDS), invites Proposals forthe Services, as described in the Appendix IV – scope of services to the Contract. The nameand identification number of the Contract is provided in the BDS.

2.2 The successful Service provider will be expected to commence the performance ofthe Services by the Intended commencement Date provided in the BDS.

3. Eligible service provider

3.1 All service providers shall provide in Section III, Proposal Forms, a statement that theService provider (including all members of a joint venture and subcontractors) is notassociated, nor has been associated in the past, directly or indirectly, with the consultant orany other entity that has prepared the design, specifications, and other sections of thisProposal document. A firm that has been engaged by the Procuring Agency to provideConsultant Services for the preparation or supervision of the Services, and any of itsaffiliates, shall not be eligible to Proposal.

3.2 Government-owned enterprises may only participate if they are legally and financiallyautonomous, operate under commercial law, and are not a dependent agency of theGovernment.

3.3 Service providers shall not be under a declaration of blacklisting by anyGovernment department or Punjab Procurement Regulatory Authority (PPRA)

3.4 The Procuring Agency permits Service providers, including Consortiums, Joint Venturesand their individual members to offer services.

4. Conflict of Interest

4.1 The Service provider is required to provide professional, objective, and impartial advice, atall times holding the Client’s interests paramount, strictly avoiding conflicts with otherassignments or its own corporate interests, and acting without any consideration for futurework.

4.2 The Service provider has an obligation to disclose to the Client any situation of actual orpotential conflict that impacts its capacity to serve the best interest of its Client. Failure todisclose such situations may lead to the disqualification of the Service provider or thetermination of its Contract and/or sanctions by the Procuring Agency.

4.3 Without limitation on the generality of the foregoing, and unless stated otherwise in the DataSheet, the Service provider shall not be hired under the circumstances set forth below:

4.3.1 A firm that has been engaged by the Client to provide goods, works or servicesother than Services for a project, and any of its affiliates, shall be disqualified fromproviding Services related to those goods, works or services. Conversely, a firm hiredto provide Services for the preparation or implementation of a project, and any of its

affiliates, shall be disqualified from subsequently providing goods or works orservices other than Services resulting from or directly related to the firm’s Servicesfor such preparation or implementation. For the purpose of this paragraph, services otherthan Services are defined as those leading to a measurable physical output, for examplesurveys, exploratory drilling, aerial photography, and satellite imagery.

4.3.2 Service Provider (including its Personnel and Sub- Service Provider) or any ofits affiliates shall not be hired for any assignment that, by its nature, may be in conflictwith another assignment of the Service Provider to be executed for the same or foranother Client

4.3.3 A Service Provider (including its Personnel and Sub- Service Provider) that hasa business or family relationship with a member of the Client’s staff who is directlyor indirectly involved in any part of (I) the preparation of the Terms of Reference of theassignment, (ii) the selection process for such assignment, or (iii) supervision of theAgreement, may not be awarded an Agreement, unless the conflict stemming from thisrelationship has been resolved in a manner acceptable to the Client throughout theselection process and the execution of the Agreement.

5. One Proposal per Service provider

5.1 Each Service provider shall submit only one Proposal, either individually or as a partner ina joint venture. A Service provider who submits or participates in more than one Proposal(other than as a subcontractor or in cases of alternatives that have been permitted orrequested) will cause all the proposals with the Service provider’s participation to bedisqualified

6. Cost of Proposal

6.1 The Service provider shall bear all costs associated with the preparation and submissionof his Proposal, and the Procuring Agency will in no case be responsible or liable forthose costs

7. Site Visit

7.1 The Service Provider, at the Service Provider’s own responsibility and risk, is encouragedto visit and examine the Site of required Services and its surroundings and obtain allinformation that may be necessary for preparing the Proposal and entering into a contractfor the Services. The costs of visiting the Site shall be at the Service Provider’s ownexpense

B. Proposal Documents

8. Content of Proposal Documents

8.1 The set of Proposal documents comprises the documents listed in the table below and addendaissued in accordance with ITB Clause 10:

Section I Instructions to Service providers (ITB) Section II Proposal Data SheetSection III Proposal FormsSection IV Scope of Services

Section V Drawings and SpecificationsPart II Conditions of Contract and Forms Section A General Conditions of Contract Section B Special Conditions of Contract Part III

8.2 The Service Provider is expected to examine all instructions, forms, terms, and specificationsin the Proposal documents. Failure to furnish all information required by the Proposaldocuments or to submit a Proposal not substantially responsive to the Proposal documents inevery respect will be at the Service provider’s risk and may result in the rejection of its. Allsections should be completed and returned with the Proposal in the number of copies specifiedin the BDS

9. Clarification of Proposal Documents

9.1 A prospective Service provider requiring any clarification of the Proposal documents maynotify the Procuring Agency in writing or by email at the Procuring Agency’s addressindicated in the invitation/advertisement. The Procuring Agency will respond to any requestfor clarification received earlier than 10 days prior to the deadline for submission ofProposals. Copies of the Procuring Agency’s response will be forwarded to all purchasersof the Proposal documents, including a description of the inquiry, but withoutidentifying its source.

10. Amendment of Proposal Documents

10.1 Before the deadline for submission of Proposals, the Procuring Agency may modify the Proposal documents by issuing addenda.

10.2 Any addendum thus issued shall be part of the Proposal documents and shall becommunicated in writing or by email to all purchasers of the Proposal documents. Prospectiveservice providers shall acknowledge receipt of each addendum by email to the ProcuringAgency.

10.3 To give prospective service providers reasonable time in which to take an addendum intoaccount in preparing their Proposals, the Procuring Agency shall extend, as necessary, thedeadline for submission of Proposals, in accordance with ITB Sub-Clause 20.2 below

C. Preparation of Proposal

11. Language of Proposal

11.1 The Proposal prepared by the Service provider, as well as all correspondence anddocuments relating to the Proposal exchanged by the Service provider and the ProcuringAgency shall be written in the language specified in the BDS. Supporting documents andprinted literature furnished by the Service provider shall be in same language.

12. Documents Comprising the Proposal

12.1 The Proposal submitted by the Service provider shall comprise the following:

12.1.1 Technical and Financial form of Proposal (in the format indicated in Section III);

12.1.2 Proposal Security;

12.1.3 and any other materials required to be completed and submitted by service providers, as specified in the BDS

13. Proposal Prices

13.1 The Contract shall be for the Services, as described Section IV Scope of services of contract andin the Specifications, Section V, based on the priced Activity Schedule, Section V.

13.2 The Service provider shall fill in rates and prices, if applicable, for all items of the Servicesdescribed in the Specifications (or Terms of Reference), and Appendices.

13.3 All duties, taxes, and other levies payable by the Service Provider under the Contract, orfor any other cause, as of the date 28 days prior to the deadline for submission of Proposals, shallbe included in the total Proposal price.

13.4 If provided for in the BDS, the rates and prices quoted by the Service provider shall be subject toadjustment during the performance of the Contract in accordance with and the provisions ofClause 6.6 of the General Conditions of Contract and/or Special Conditions of Contract. TheService provider shall submit with the Proposal all the information required under the SpecialConditions of Contract and of the General Conditions of Contract.

13.5 For the purpose of determining the remuneration due for additional Services, a breakdown of thecost shall be provided by the Service provider in the form of Appendices C to the Contract

14. Currencies of Proposal and Payment

14.1 The price shall be quoted by the Service provider in the following currencies:

14.1.1 for those inputs to the Services which the Service provider expects to provide fromwithin Pakistan, the prices shall be quoted in Pak Rupees (PKR), unless otherwise specified in the BDS

15. Proposal Validity

15.1 Proposals shall remain valid for the period specified in the BDS.

15.2 In exceptional circumstances, the Procuring Agency may request that the service providersextend the period of validity for a specified additional period. The request and the serviceproviders’ responses shall be made in writing or by email. A Service provider may refuse therequest without forfeiting the Proposal Security. A Service provider agreeing to the requestwill not be required or permitted to otherwise modify the Proposal, but will be required toextend the validity of Proposal Security for the period of the extension, and in compliance withITB Clause 16 in all respects.

16. Proposal Security

16.1 The Service provider shall furnish Proposal security, as part of the Proposal as specified in

the BDS.

16.2 The Proposal Security shall be in the amount specified in the BDS and denominated in PakRupees (PKR) and shall;

16.2.1 at the service provider’s option, be in the form of either a letter of credit, or a bankguarantee from a banking institution, or a bond issued by a surety;

16.2.2 be issued by a reputable institution selected by the service provider. If the institutionissuing the bond is located outside Pakistan, it shall have a correspondent financialinstitution located in Pakistan to make it enforceable.

16.2.3 be substantially in accordance with one of the forms of Proposal Security included inSection III, Proposal Forms (TECH 2), or other form approved by the Procuring Agencyprior to Proposal submission;

16.2.4 be payable promptly upon written demand by the Procuring Agency in case theconditions listed in ITB Sub- Clause 16.5 are invoked;

16.2.5 be submitted in its original form; copies will not be accepted;

16.2.6 remain valid for a period of 28 days beyond the validity period of the Proposals, asextended, if applicable, in accordance with ITB Sub-Clause 15.2;

16.3 If a Proposal Security or a Proposal- Securing Declaration is required in accordance withITB Sub-Clause 16.1, any Proposal not accompanied by a substantially responsive ProposalSecurity or Proposal Securing Declaration in accordance with ITB Sub- Clause 16.1, shall berejected by the Procuring Agency as non- responsive.

16.4 The Proposal Security of unsuccessful Service providers shall be returned as promptly aspossible upon the successful Service provider’s furnishing of the Performance Securitypursuant to ITB Clause 35.

16.5 The Proposal Security may be forfeited:

16.5.1 if a Service provider withdraws its Proposal during the period of Proposal validityspecified by the Service provider on the Proposal Submission Form, except as provided inITB Sub-Clause 15.2; or

16.5.2 if the successful Service provider fails to:

16.5.2.1 sign the Contract in accordance with ITB Clause 34;

16.5.2.2 Furnish a Performance Security in accordance with ITB Clause 35.

16.6 The Proposal Security of a JV must be in the name of the JV that submits the Proposal. Ifthe JV has not been legally constituted

17. Alternative Proposals by Service providers

17.1 Unless otherwise indicated in the BDS, alternative Proposals shall not be considered.

18. Technical and Financial Proposal Format and Content

18.1 The Technical Proposal shall not include any financial information. A Technical Proposalcontaining material financial information shall be declared non-responsive.

18.2 The Financial Proposal shall be prepared using the attached Section III – Proposal Forms (FIN1-3). It shall list all costs associated with the assignment. If appropriate, these costs should bebroken down by activity and, if appropriate, into foreign and local expenditures. All activitiesand items described in the Technical Proposal must be priced separately; activities and items

described in the Technical Proposal but not priced, shall be assumed to be included in the pricesof other activities or items

18.3 The Service Provider may be subject to local taxes (such as: value added or sales tax orincome tax/sales tax, duties, fees, levies) on amounts payable by the Client under theAgreement. Service Provider will include and clearly state all such taxes, which it is subject topay, in the proposal

18.4 T h e Service Provider should express the price of their services in Pakistani rupees (PKR)

D. Submission of Proposals

19. Sealing and Marking of Proposals

19.1 The Service provider shall submit a signed and complete Proposal comprising thedocuments and forms in accordance with Clause 12 (Documents Comprising Proposal). Thesubmission can be done by mail or by hand. If specified in the Data Sheet, the Serviceprovider has the option of submitting its Proposals electronically.

19.2 An authorized representative of the Service provider shall sign the original submission lettersin the required format for both the Technical Proposal and, if applicable, the FinancialProposals and shall initial all pages of both. The authorization shall be in the form of awritten power of attorney attached to the Technical Proposal.

19.3 A Proposal submitted by a Joint Venture shall be signed by all members so as to be legally binding on all members, or by an authorized representative who has a written power of attorney signed by each member’s authorized representative.

19.4 Any modifications, revisions, interlineations, erasures, or overwriting shall be valid only if theyare signed or initialed by the person signing the Proposal.

19.5 The signed Proposal shall be marked ―Original”, and its copies marked ―Copy” asappropriate. The number of copies is indicated in the Data Sheet. All copies shall be made fromthe signed original. If there are discrepancies between the original and the copies, the originalshall prevail.

19.6 The original and all the copies of the Technical Proposal shall be placed inside of a sealedenvelope clearly marked “Technical Proposal”, ―[Name of the Assignment]―, reference

number, name and address of the Service provider, and with a warning ―Do Not

Open until 19-07-2017.”

19.7 Similarly, the original Financial Proposal (if required for the applicable selection method) shallbe placed inside of a sealed envelope clearly marked “Financial Proposal‖ followed by the

name of the assignment, reference number, name and address of the Service provider,

and with a warning ―Do Not Open With The Technical Proposal.‖

19.8 The sealed envelopes containing the Technical and Financial Proposals shall be placed intoone outer envelope and sealed. This outer envelope shall bear the submission address, RFP

reference number, the name of the assignment, Service provider’s name and the address,

and shall be clearly marked ―Do Not Open Before 19-07-2017”.

19.9 If the envelopes and packages with the Proposal are not sealed and marked as required, theClient will assume no responsibility for the misplacement, loss, or premature opening of theProposal.

20. Deadline for Submission of Proposals

20.1 Proposals shall be delivered to the Procuring Agency at the submission address specified

in the BDS no later than the time and date specified in the BDS

20.2 The Procuring Agency may extend the deadline for submission of Proposals by issuing anamendment in accordance with ITB Clause 10, in which case all rights and obligations of theProcuring Agency and the service providers previously subject to the original deadline willthen be subject to the new deadline.

21. Late Proposals

21.1 The Procuring Agency will not receive any Proposal submitted after the deadline prescribedin ITB Clause 20

22. Modification and Withdrawal of Proposals

22.1 The Service Providers may modify or withdraw their proposal by giving notice in writingbefore the deadline prescribed in ITB Clause 20.

22.2 Each Service provider’s modification or withdrawal notice shall be prepared, sealed, marked,and delivered in accordance with ITB Clauses 18 and 19, with the outer and inner envelopesadditionally marked “Modification” or “Withdrawal,” as appropriate.

22.3 No Proposal may be modified after the deadline for submission of Proposals.

22.4 Withdrawal of a Proposal between the deadline for submission of Proposals and the expirationof the period of Proposal validity specified in the BDS or as extended pursuant to ITB Sub-Clause 15.2 may result in the forfeiture of the Proposal Security pursuant to ITBClause 16

E. Proposal Opening and Evaluation

23. Proposal Opening

23.1 The Client’s evaluation committee shall conduct the opening of the TechnicalProposals in the presence of the shortlisted Service providers’ authorized representatives whochoose to attend (in person, or online if this option is offered in the Data Sheet). The openingdate, time and the address are stated in the Data Sheet. The envelopes with the FinancialProposal shall remain sealed and shall be securely stored with a reputable public auditor orindependent authority until they are opened in accordance with Clause 19 and 24 of the ITB

23.2 At the opening of the Technical Proposals the following shall be read out:

23.2.1 the name and the country of the Service provider or, in case of a Joint Venture, thename of the Joint Venture, the name of the lead member and the names and thecountries of all members;

23.2.2 the presence or absence of a duly sealed envelope with the Financial Proposal;

23.2.3 any modifications to the Proposal submitted prior to proposal submission deadline;and

23.2.4 any other information deemed appropriate or as indicated in the Data Sheet.

24. Technical Proposals Evaluation:

24.1 Subject to provision of Clause 19 of the ITB, the evaluators of the Technical Proposals shallhave no access to the Evaluation Financial Proposals until the technical evaluation isconcluded.

24.2 The Service provider is not permitted to alter or modify its Proposal in any way after theproposal submission deadline except as permitted under Clause 22 of this ITB. Whileevaluating the Proposals, the Client will conduct the evaluation solely on the basis of thesubmitted Technical and Financial Proposals.

24.3 The Client’s evaluation committee shall evaluate the Technical Proposals on the basis of theirresponsiveness to the Terms of Reference and the RFP, applying the evaluation criteria, sub-criteria, and point system specified in the Data Sheet. Each responsive Proposal will be given atechnical score. A Proposal shall be rejected at this stage if it does not respond to importantaspects of the RFP or if it fails to achieve the minimum technical score indicated in the DataSheet.

25. Opening of Financial Proposals

25.1 After the technical evaluation is completed, the Client shall notify those Service providerswhose Proposals were considered non-responsive to the RFP and TOR or did not meet theminimum qualifying technical score (and shall provide information relating to the Serviceprovider’s overall technical score, as well as scores obtained for each criterion and sub-criterion) that their Financial Proposals will be returned unopened after completing theselection process and Contract signing. The Client shall simultaneously notify in writing thoseService providers that have achieved the minimum overall technical score and inform themof the date, time and location for the opening of the Financial Proposals. The openingdate should allow the Service providers sufficient time to make arrangements for attending theopening. The Service provider’s attendance at the opening of the Financial Proposals (inperson, or online if such option is indicated in the Data Sheet) is optional and is at the Serviceprovider’s choice

25.2 The Financial Proposals shall be opened by the Client’s evaluation committee in the presenceof the representatives of those Service providers whose proposals have passed the minimumtechnical score. At the opening, the names of the Service providers, and the overalltechnical scores, including the break-down by criterion, shall be read aloud. The FinancialProposals will then be inspected to confirm that they have remained sealed and unopened.These Financial Proposals shall be then opened, and the total prices read aloud and recorded.Copies of the record shall be sent to all Service providers who submitted Proposals.

25.3 The Service provider’s Financial Proposal shall include all applicable taxes in accordance withthe instructions in the Data Sheet.

26. Financial Proposal Evaluation

26. In the case of Least-Cost Selection (LCS), the Client will select the Service providerwith the lowest evaluated total price among those Service providers that achieved theminimum technical score, and invite such Service provider to negotiate the Contract

27. Process to Be Transparent

27.1 Information relating to the evaluation and comparison of Proposals andrecommendations for the award of a contract shall be disclosed to service providers 10

days before the award to the successful Service provider is notified.

28. Clarification of Proposals

28.1 To assist in the examination, evaluation, and comparison of Proposals, the ProcuringAgency may, at its discretion, ask any Service provider for clarification of the Serviceprovider’s Proposal, including breakdowns of the prices in the Activity Schedule, andother information that the Procuring Agency may require. The request for clarificationand the response shall be in writing or email, but no change in the price or substanceof the Proposal shall be sought, offered, or permitted except as required to confirm thecorrection of arithmetic errors discovered by the Procuring Agency in the evaluationof the Proposals in accordance with ITB Clause 30.

28.2 No Service provider shall contact the Procuring Agency on any matter relating to itsProposal from the time of the Proposal opening to publication of evaluation report. If theService provider wishes to bring additional information to the notice of the ProcuringAgency, he should do so in writing.

28.3 Any effort by the Service provider to influence the Procuring Agency in the ProcuringAgency’s Proposal evaluation or contract award decisions may result in the rejection ofthe Service provider’s Proposal.

29. Examination of Proposals and Determination of Responsiveness

29.1 Prior to the detailed evaluation of Proposals, the Procuring Agency will determine whether eachProposal:

29.1.1 Has been properly signed;

29.1.2 Is accompanied by the required securities;

29.1.3 And is substantially responsive to the requirements of the Proposal documents.

29.2 A substantially responsive Proposal is one which conforms to all the terms, conditions,and specifications of the Proposal documents, without material deviation or reservation.A material deviation or reservation is one:

29.2.1 Which affects in any substantial way the scope, quality, or performance of theServices; or

29.2.2 Which limits in any substantial way, inconsistent with the Proposaldocuments, the Procuring Agency’s rights or the Service provider’s obligationsunder the Contract; or

29.2.3 Whose rectification would affect unfairly the competitive position of other serviceproviders presenting substantially responsive Proposals.

29.3 If a proposal is not substantially responsive, it will be rejected by the ProcuringAgency, and may not subsequently be made responsive by correction or withdrawalof the nonconforming deviation or reservation.

30. Correction of Errors

30.1 Proposals determined to be substantially responsive will be checked by the ProcuringAgency for any arithmetic errors. Arithmetical errors will be rectified by the ProcuringAgency on the following basis:

30.1.1 If there is a discrepancy between unit prices and the total price that is obtained bymultiplying the unit price and quantity, the unit price shall prevail, and the totalprice shall be corrected;

30.1.2 If there is an error in a total corresponding to the addition or subtraction ofsubtotals, the subtotals shall prevail and the total shall be corrected;

30.1.3 If there is a discrepancy between the amounts in figures and in words, the amount in words will prevail

31. Non- Preferential Treatment

31.1 No service provider (domestic or foreign) shall be eligible for any margin of preference in Proposal evaluation

F. Award of Contract

32. Award Criteria

32.1 The Procuring Agency will award the Contract to the Service provider whose Proposal hasbeen determined to be substantially responsive to the Proposal documents and who has offeredthe lowest evaluated Proposal price, provided that such Service provider has been determinedto be:

32.1.1 Eligible in accordance with the provisions of ITB Clause 3, and

32.1.2 Qualified in accordance with the provisions of ITB Clause 24.

33. Procuring Agency’s Right to Accept or Reject all Proposals

33.1 Notwithstanding ITB Clause 32, the Procuring Agency reserves the right to accept allProposals, or to cancel the selection process and reject all Proposals, at any time prior tothe award of Contract, without thereby incurring any liability to the affected Service provideror service providers or any obligation to inform the affected Service provider or serviceproviders of the grounds for the Procuring Agency’s action

34. Notification of Award and Signing of Agreement

34.1 The Service provider whose Proposal has been accepted will be notified of the award by theProcuring Agency prior to expiration of the Proposal validity period by email, confirmed byregistered letter from the Procuring Agency. This letter (hereinafter and in the Conditions ofContract called the “Letter of Acceptance”) will state services and other particulars thatthe Procuring Agency will deliver to the Service provider in consideration of the execution,completion, and maintenance of the Services by the Service provider as prescribed by theContract

34.2 The notification of award will constitute the formation of the Contract. Expected data andaddress for award of contract is specified in BDS.

34.3 The Contract, in the form provided in the Proposal documents, will incorporate allagreements between the Procuring Agency and the successful Service provider. It will besigned by the Procuring Agency and sent to the successful Service provider along with theLetter of Acceptance. Unless otherwise stated in BDS or Part II, within 07 days of receipt ofthe Contract, the successful service provider shall sign the Contract and return it to theProcuring Agency, together with the required performance security pursuant to Clause 35.Furthermore, the selected service provider shall commence the services by the date specified inBDS.

34.4 Upon fulfilment of ITB Sub-Clause 34.3, the Procuring Agency will promptly return the Proposal security of unsuccessful Service providers as soon as possible.

35. Performance Security

35.1 Unless otherwise stated in BDS or Part II, within 7 days after receipt of the Letter ofAcceptance, the successful Service provider shall deliver to the Procuring Agency aPerformance Security in the amount and in the form (Bank Guarantee) stipulated in the BDS,denominated in the type and proportions of currencies in the Letter of Acceptance and inaccordance with the General Conditions of Contract. It will be retained by the procuring agencytill the successful completion of the contract

35.2 If the Performance Security is provided by the successful Service provider in the form of aBank Guarantee, it shall be issued either

35.2.1 At the Service provider’s option, by a bank located in the country of the ProcuringAgency or a foreign bank through a correspondent bank located in the country of theProcuring Agency, or

35.2.2 With the agreement of the Procuring Agency directly by a foreign bank acceptable tothe Procuring Agency.

35.3 Failure of the successful Service provider to comply with the requirements of ITB Sub-Clause 35.1 shall constitute sufficient grounds for cancellation of the award and forfeiture of the Proposal Security.

36. Arbitration

36.1 Chief Secretary, Government of the Punjab will be the Arbitrator. The decision of the Arbitratorwill be final and binding on the agency and the service providers

37. Corrupt or Fraudulent Practices

37.1 For the purpose of this provision, the terms set forth below define corrupt or fraudulent practices:

37.1.1 ―corrupt practice‖ means the offering, giving, receiving, or soliciting of anythingof value to influence the action of a public official, service provider or contractor inthe procurement process or in contract execution t o t h e detriment of theprocuring agency; or misrepresentation of facts in order to influence a procurementprocess or the execution of a contract;

37.1.2 ―fraudulent practice‖ is any act or omission, including misrepresentation, thatknowingly or recklessly misleads, or attempts to mislead, a party to obtain financialor other benefit or to avoid an obligation;

37.1.3 ―collusive practices ‖ is an arrangement among service providers (prior to or afterProposal submission) designed to establish Proposal prices at artificial, non-competitive levels for any wrongful gain, and to deprive the procuring agency of thebenefits of free and open competition, and any request for, or solicitation of anythingof value by any public official in the course of the exercise of his duty;

37.1.4 ―coercive practices ‖ is impairing or harming, or threatening to impair orharm, directly or indirectly, any person or the property of the person (participant in theselection process or contract execution) to influence improperly the actions of thatperson;

37.1.5 ―obstructive practice ‖ is deliberately destroying, falsifying, altering orconcealing of evidence material to the investigation or making false statementsbefore investigators in order to materially impede an investigation into allegations of acorrupt, fraudulent, coercive or collusive practice; or threatening, harassing orintimidating any party to prevent it from disclosing its knowledge of matters relevantto the investigation or from pursuing the investigation, or acts intended to materiallyimpede the exercise of the Client’s inspection and audit rights.

37.2 The Procuring Agency will reject a proposal for award if it determines that the Serviceprovider recommended for award has, directly or through an agent, engaged in corrupt,fraudulent, collusive, coercive or obstructive practices in competing for the contract inquestion;

37.3 The Procuring Agency will declare misprocurement if it determines at any time thatits representatives were engaged in corrupt, fraudulent, collusive, coercive or obstructivepractices during the procurement or the execution of that contract,;

37.4 The Procuring Agency will sanction a firm, in accordance with prevailing Blacklistingprocedures under Punjab Procurement Rules 2014, if it at any time determines that they itsrepresentatives, directly or through an agent, were engaged in corrupt, fraudulent, collusive,coercive or obstructive practices in competing for, or in executing, a contract; and

37.5 The Procuring Agency will have the right, requiring service providers, suppliers, contractorsand consultants to permit the Procuring Agency to inspect their accounts and records and otherdocuments relating to the Proposal submission and contract performance and to have themaudited by auditors appointed by the Procuring Agency.

Section II. Proposal Data Sheet

A. General

ITB

clause

reference

2.1 The Procuring Agency is:

Mayo Hospital Lahore

2.2 The Intended Date for commencement of services is:

S e v e n d ays a f t e r the a wa r d of c o n t r a c t

2.1 The name and identification number of the Contract is:

HIRING O F F I R M S F OR P ROV I DI N G S EC U RITY S ERVICES IN MAYO

HOSPITAL LAHORE

Proposal / Contract Number No:

3.3 A list of debarred/blacklisted firms is available at PPRA’s website:

w w w.pp ra .pun j a b . g ov.pk


8.2 and

19.5

The number of copies of the Proposal to be completed and returned shall be:

O n e (1) o r ig in al

C. Preparation of Proposals

11.1 This document has been issued in the E n g l i sh language. Proposals shall be submitted inEn g l i sh language. All correspondence exchange shall be in E n g l i sh language.

12.1 The Proposal document to be submitted shall comprise the following:

1. T ec hnic a l p ropos a l :

a. Power of Attorney to sign the Proposal b. Tech-1c. Tech-2 d. Tech-3 e. Tech-4 f. Tech-5

http://www.ppra.punjab.gov.pk/

2. Financial proposal:

a. FIN-1b. FIN-2c. FIN-3

3. Proposal Security;4. and any other materials required to be completed and submitted by

service providers

Technical and Financial Proposals shall be sealed separately, both enclosed in one common envelope.

14.1 The currency used for the purpose of this document is:

P KR (Pakist a ni R up ee s)

15.1 The period of Proposal validity shall be 90 days after the deadline for proposal submission specified in the BDS.

16.1 Interested parties shall provide Proposal Security in the shape of :

C D R, D e m a n d D r a f t, P ay Order or Ba n k G u a r a n t e e

16.2 The amount of Proposal Security shall be Pakistani Rupees 700,000 only (SevenHundred Thousand only)

17.1 Alternative proposal are not permitted.


18 The Procuring Agency’s address for the purpose of Proposal submission is

MAYO HOSPITAL, LAHORE

For identification of the proposal the envelopes should indicate:

HIRING O F F I R M S F O R P ROV I DI N G S EC U RITY S ER V ICES IN MAYO

HOSPITAL LAHORE

18.1 The Service Provider shall NOT have the option of submitting their Proposals

electronically


19 Proposals will be opened at 11:00 AM of the day 19-07-2017 at Committee Room ofAdministration Block, Mayo Hospital Lahore

Criteria and point system for the evaluation of the Technical Proposals:

1. M a n d a to r y R equ ir e m e n t s :

It is mandatory for the service providers to comply with following requirements to be considered for further evaluation.

i). The Service Provider shall be registered with Government and possess proper NoObjection Certificate (NOC) from interior ministry / Home Department (Punjab)

ii). The Service Provider in possession of NOC must have its established main orbranch office with address and contact phone and fax Nos. in Lahore

iii). The Service Provider shall employ Ex-Army officers as chief supervisor

iv). The Service Provider must be a member of the All Pakistan Security AgenciesAssociation (APSAA)

v). The Service Provider security personnel shall be verified from special branch aftertheir deployment. vi). All guards must be physically fit

DESCRIPTION QTY

Automatic/Semi-Automatic Guns to be provided per shift

10

Pistols (9 mm) to be provided per shift 10Walkie-talkie/wireless sets per shift 10Base-sets (Central communication point) 01Metal Detector per shift 12Walkthrough gates 03Minimum total Security Staff (Ex-Army) 50Minimum total Supervisor (Ex-Army) 03

2. E v a l u a t i on C r it er i a:


Service providers need to get at least 60 marks to qualify for the financial proposal opening. Copies of all the required documents shall be submitted:

MARK

EVALUATION CRITERIAMAXIMUM

MARKS

Reputation of Company / Performance Certificate from other Government Institutions (2 Nos for each department)

10

N.T.N Certificate / GST/PST Certificate/ EOBI Certificate / Social Security / ISO Certificate (2NOs for each category)

10

Financial Position / Soundness Latest income tax paid FinancialStatement including firms/ companies Balance sheet. The firm applying should have sound financial position with a minimum turnover of Rs.30.00 million per Annum. Attach 3 years audit report as proof.

20

Number of Ex-Army Security Staff

50 to 75 persons = 10 marks 76 and above = 20 marks

20

Number of retired civil armed forces

20 to 25 persons = 05 marks 26 and 50 persons = 10 marks 51 to 75 persons = 15 marks 76 and above = 20 marks

20

Security Approach, Plan and Methodology 20

Financial Proposal shall include all applicable taxes

Service provider shall submit financial model, reflecting revenues and cost (capital, operating) commensurate with Appendix-B (HR, Equipment and supplies List) Based on this financial forecast, the service provider shall Propose a lump sum amount to the Procuring Agency


20 Expected date and address for Award of Contracts: Date:

Address:

Medical Superintendent, Mayo Hospital Lahore

Expected date for the commencement of the Services:

Seven (07) days after Award of contract.

Unless otherwise stated in SCC, the duration of the Contract shall be 01 year from Signing of the Contract

The Performance Security acceptable to the Procuring Agency shall be the in theStandard Form a moun ti ng 1 0 % of the c ontr a c t a mount in shape of CDR, DemandDraft, Pay Order or Bank Guarantee.

Section III. Proposal Forms

Standard Proposal Forms shall be used for the preparation of the Technical and FinancialProposal according to the instructions provided in Section 2

{Not e s to S e rvi c e pro v i d e rs shown in brackets { } throughout Section 3 provide guidance to theService providers to prepare the Technical Proposal; they should not appear on the Proposals to be submitted.}

Table of Forms

Technical Proposal – Standard Form

TECH 1: Technical Proposal Submission Form .................................................................

TECH 2: Proposal Security...................................................................................................

TECH 3: Team/Staff Composition .......................................................................................

TECH 4: Approach, Methodology, and Work plan ...........................................................

TECH 5: Organization and Experience...............................................................................

Financial Proposal – Standard Form

FIN 1: Financial Proposal Submission Form ......................................................................

FIN 2: Financial Model .........................................................................................................

FIN 3: Detail Breakdown of Costs........................................................................................

TECH 1: Technical Proposal Submission Form

[date]

To: Mayo Hospital, Lahore

We, the undersigned, offer to provide the requested services as in accordancewith your Request for Proposal dated [insert date here] . We are herebysubmitting our Proposal, which includes this Technical Proposal, and a FinancialProposal sealed under a separate envelope.

We are submitting our Proposal in association with: [Insert a list with full name and

address of each associated Service Provider (if any, otherwise delete this line)]

We hereby declare that:(a) All the information and statements made in this Proposal are true and we accept

that any misinterpretation or misrepresentation contained in this Proposal may lead toour disqualification by the Client and/or may be sanctioned by the Procuring Agency.

(b) Our Proposal shall be valid and remain binding upon us for the period of timespecified in the Data Sheet, Clause 15.1.

(c) We have no conflict of interest in accordance with ITC 4.(d) We meet the eligibility requirements as stated in ITC 3, and we confirm our

understanding of our obligation to abide by the policy in regard to corrupt andfraudulent practices as per ITC 37.

(g) Our Proposal is binding upon us and subject to any modifications resulting fromthe Contract negotiations.

We undertake, if our Proposal is accepted and the Contract is signed, to initiate the Services relatedto the assignment no later than the date indicated in Clause 34.2 and 34.3 of the Data Sheet.

We understand that the Client is not bound to accept any Proposal that the Clientreceives.

Yours sincerely,

Authorized Signature {In full and initials}: Name and Title of Signatory: Name of Service Provider (company’s name or JV’s name):Address: Contact information (phone and e-mail):

{For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached}

TECH 2: Proposal Security

(Proposal Security to be furnished by the Service provider in the amount specified in Data sheetin the form of Demand Draft. Pay order or CDR)

TECH 3: Team/Staff Composition

{Please describe the structure and composition of your team/staff, including the list of the administrative and support staff. Share complete details, required in the form below, of staff that will be deployed for this service from existing staff on payroll of service provider. For new hiring, only list number, hiring methodology, time frame and criteria for hiring}

TECH 4: Approach, Methodology, and Work Plan

A description of the approach, methodology and work plan for performing the assignment, includinga detailed description of the proposed methodology and staffing for training, if the Terms ofReference specify training as a specific component of the assignment.

{Suggested structure of this section}:

a) Technical Approach and Methodologyb) Work Plan (you may include CAD designs and details of plans, specifically asked in scope,

in this section)

a) Approa c h a n d M e t h odo l og y . {Please explain your understanding of the objectives of theassignment as outlined in the Terms of Reference (TORs), the technical approach, and themethodology you would adopt for implementing the tasks to deliver the expected output(s),and the degree of detail of such output. P le a se do not r e p ea t / c o p y the T ORs i n h e r e . }

b) Work Pla n . {Please outline the plan for the implementation of the mainactivities/tasks of the assignment, their content and duration, phasing and interrelations,milestones, if any (including interim approvals by the Client). The proposed work planshould be consistent with the technical approach and methodology, showing yourunderstanding of the TOR and ability to translate them into a feasible working plan.}

c) Equipment Specification. {Please describe the specifications of equipment which needs to beprocured and installed as described in Section IV, “Scope of Services” that will be used for thepurpose of this project. You may attach brochures of equipment. Please also specify thequantity of equipment that you are proposing. After award of contract, service provider will bebound to provide the quantity and quality of equipment specified by him in this section}

TECH 5: Organization and Experience

1. Individual

Service

providers or

Individual

Members of

Joint Ventures

1.1 Constitution or legal status of Service provider: [attach copy]

Place of registration: [insert]

Principal place of business: [insert]

Power of attorney of signatory of Proposal: [attach]

1.2 Total annual volume of Services performed in five years, in thecurrency specified in the BDS: [insert]

1.3 Services performed as prime Service Provider on the provision ofServices of a similar nature and volume over the last five years.The values should be indicated in the same currency used for Item1.2 above. Also list details of work under way or committed,including expected completion date.

Name of clientand country

Type of Services provided(brief description) and year of

completion

Duration Value of contract

{e.g., Ministry of......}

{e.g., “Improvement qualityof...............”: designed masterplan for rationalization of ........; }

e.g., Jan.2011–Apr.2012} – 15Months

{e.g., PKR 3 mill}

1.4 Major items of Service Provider's Equipment proposed forcarrying out the Services. List all information regarding equipmentrequired in Section V (Specification)/ Annexure B.

Item ofequipment

Description, Condition (new, good, make, and age poor) and number

( y e a r s ) a v a i l a ble

Owned, leased (from whom?),or to be purchased (from

whom?)(a)

(b)

2. Joint Ventures 2.1 The information listed in 1.1 - 1.4 above shall be provided for each partner of the joint venture.

2.2 The information in 1.12 above shall be provided for the jointventure.

2.3 Attach the power of attorney of the signatory(ies) of theProposal authorizing signature of the Proposal on behalf of the jointventure.

2.4 Attach the Agreement among all partners of the joint venture(and which is legally binding on all partners), which shows that

(a) all partners shall be jointly and severally liable for the executionof the Contract in accordance with the Contract terms;

(b) one of the partners will be nominated as being in charge,authorized to incur liabilities, and receive instructions for andon behalf of any and all partners of the joint venture; and

(c) the execution of the entire Contract, including payment, shall bedone exclusively with the partner in charge.

3. Additional

Requirements3.1 Service providers should provide any additional information

required in the BDS and to fulfill the requirements of ITB Sub-Clause 4.1, if applicable.

CHECKLIST OF FORMS

Required(√)

FORM DESCRIPTION Page Limit

√ TECH 1 Technical Proposal Submission Form. N/A

“√ “ Ifapplicable

TECH1

Attachment

If the Proposal is submitted by a joint venture,attach a letter of intent or a copy of an existing agreement.

N/A

“√” Ifapplicable

Power ofAttorney

No pre-set format/form. In the case of a JointVenture/consortium, several are required: a power of attorney for the authorized representative of each JV member, and a power of attorney for the representative of the lead member to represent all JV members

N/A

√ TECH 2 Proposal Security Form N/A

√ TECH 5 Service provider’s Organization and Experience. N/A

√ TECH 4 Description of the Approach, Methodology, andWork Plan for Performing the Assignment

N/A

√ TECH 3 Team Composition, Key Experts, admin staff etc N/A

FIN 1: Financial Proposal Submission Form

To: The Medical Superintendent,Mayo Hospital, Lahore.

Dear Sirs:

{Location, Date}

We, the undersigned, offer to provide the services for Security in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal.

Our attached Financial Proposal is for the amount of {Indicate the corresponding amount(s)currency(ies)} {Insert amount(s) in words and figures}, inclusive of all taxes in accordance with

Clause 25.3 in the Data Sheet. The estimated amount of taxes is {Insert currency} {Insert amount inwords and figures} which shall be confirmed or adjusted, if needed, during negotiations. {Please notethat all amounts shall be the same as in Form FIN-2}.

Our Financial Proposal shall be binding upon us subject to the modifications resulting fromContract negotiations, up to expiration of the validity period of the Proposal, i.e. before the dateindicated in Clause 15.1 of the Data Sheet.

No commissions or gratuities have been or are to be paid by us to agents or any third partyrelating to this Proposal and Contract execution.

We understand you are not bound to accept any Proposal you receive. We

remain,

Yours sincerely,

Authorized Signature {In full and initials}: Name and Title of Signatory: In the capacity of: Address: E-mail:

{For a joint venture, either all members shall sign or only the leadmember/Consultant, in which case the power of attorney to sign on behalf of all membersshall be attached}

FIN 2: Financial Model

Cost

{Service provider must state the proposed amount for financial evaluation in accordance with Clause 14 of

the Data Sheet}

{Insert Currency}

*T o t a l c o st f o r t h e P r o j ec t

* Inclusive of all applicable taxes. Service provider may give breakdown of cost, revenue from

parking services and tax amount separately for clarification. Rate for additional services shall

be mentioned separately in Annexure C.

FIN 3: Detail Breakdown of Costs2

A. HR Cost

Sr.

#

Description of

Staff

No. of

Staff

Service

period

(Months)

Minimum Salary

per worker per

month (Rs.)

Total Rate per

worker per month

(inclusive of alltaxes, and Insurance)

(Rs.)

Total Cost

f o r 1 Y e a

r

(Rs.)

(1) (2) (3) (4) (5) (6) (6)x (4) x(3)

1 Supervisor 12

2Armed Security officer (Male)

12

3 <Name>

B. Supplies/Utilities Cost

Sr.

#

Description of

Supplies

Min Supplies per

Month

(Rs.)

Service

period

(Months)

Total Cost of supply per month

(inclusive of all

Taxes). (Rs)

Total Cost

f o r 1 Y e a

r

(Rs.)(1) (2) (3) (4) (5) (5)x(4)

1 <Supply Name> 12

C. Equipment Purchased/Rent

Sr. #Description of

Equipment

(Purchased)

Quantity

Purchased

Cost per

Unit

(Rs)

Total Cost p e r U n i

t

( I n c l u s i v e o f a l l T a x e s

Total Cost

(Rs)

(1) (2) (3) (4) (5) (5)x(3)

1 <Equipment Name>

2 Refer to Annexure-II for details on HR, utilities and Equipment requirements

D3. Expected Revenue Generated (from parking)

(min 1.2*last year’s contract amount)

Grand Total With all Applicable Taxes(A+B+C)

SECTION IV SCOPE OF SERVICES

1. Ba c k g r o und :

Hospital Security is an emerging need of the era. Hospital staffs demand a fool proof security system to

ensure safety for visitors and hospital staff.

2. Cont e xtual i nf o r m ation

Mayo hospital Lahore

Hospital is located at Nisbat road near Nila Gunbad Lahore.

3. S c o p e of S er vice

The Bidder shall provide, render and ensure Security Services as assigned by the Authority on round-

the-clock basis, 24 hours per day, 7 days per week including Sundays and holidays. The Bidder

shall be required to perform all necessary security services and duties as, including but not limited to,

outlined in this Scope of Work and Terms of Reference. Unless directed by Authority the

requirements of this shall continue uninterrupted despite strikes, threats of strikes or walkouts,

terrorist activities, emergencies, and adverse weather conditions or disasters (natural, deliberate,

or accidental).

Major items of services under this contract are as follows:

i. Develop a security and visitor management plan with the Mayo Hospital managementii. Ensure visitor and staff disciplineiii. Provide security personnel and items, as listed in this document, to ensure adequate

security environmentiv. Ensure protection of the personnel & property of the Mayo hospital.v. Prevent trespass with/without armsvi. Perform watch and ward functions including night patrol on the various pointsvii. Prevent the entry of stray dogs, cattle and anti-social elements, unauthorized persons and

unauthorized vehicle inside the facility.viii. In case of any incident such as theft, robbery, fight, accident inside the facility, it is

the responsibility of contractor to coordinate/assist with designated Mayo hospital focal

person in lodging of FIR, legal proceeding etc.ix. Contractor will also maintain log of all such activities and share it regularly with

hospital administration by means of written reports, and direct verbal notification as

warranted

3.1 Operations Responsibilities:

The operational responsibilities shall include but not limited;

3.1.1 Control unauthorized access to Mayo hospital territory.

3.1.2 Check entry and exit of the personnel, if required screen / inspectvisitors/staff and their baggage, conduct body check (with the metal detector) toidentify and take away sharp instruments, flammable stuff. Perform suppression

and removal of invaders, demonstrators and unauthorized entrants. Bidder shalldeploy walk-through gates at entry points.

3.1.3 Recognize and respond to security threats or breaches.

3.1.4 Recognize and respond to emergency situations and safety hazards such as fire,power outages, terrorist attacks, accidents, short circuits.

3.1.5 The Security Guards/Supervisors should be trained to extinguish fire with the helpof fire extinguishing cylinders and other fire- fighting material available on thespot. They will also help the fire-fighting staff in extinguishing the fire or in anyother natural calamities.

3.1.6 Safeguard the property against theft, damage and misuse. Damage shall includesetting up of banners, posters, advertisements, graffiti etc. without Authority’spermission in the Mayo hospital territory.

3.1.7 The Bidder shall patrol the hospital area (outside surroundings and insidecorridors) as required by this contract or as directed by the Authority to preventtrespassing, vandalism, sabotage, theft etc.

3.1.8 The Bidder shall be responsible to ensure the safety and security of hospital’sassets moveable and immovable including any items stored in hospital’swarehouse.

3.1.9 Monitor and provide information about public events or other activities in thegeographic area that may impact hospital Operations.

3.1.10 Maintain daily log of all security violations and report occurrences to theAuthority as quickly as possible considering the nature of the violation.

3.1.11 The Guards on patrol duty should take care of all the water taps, valves, waterhydrants, etc. installed in the premises.

3.1.12 It should be ensured that flower plants, trees and grassy lawns are not damagedeither by the staff or by the outsiders or by stray cattle.

3.1.13 In emergency situations, security staff/supervisor/Senior Security Supervisorsdeployed shall also participate as per their role defined in the Security plan, of thehospital. Security personnel should be sensitized for their role in such situations.

3.1.14 The Bidder shall be responsible for the confidentiality of the information. TheBidder shall take and must have mechanisms and means to ensure adequateprecautions to protect the privacy and confidentiality of all data and ConfidentialInformation pertaining to the security plans, in relation to this Agreement or theSecurity Services. Neither the Contractor nor any of the employees/agents shalldiscuss nor disclose verbally or in writing any information regarding any ofthe internal security operations with any uninvolved persons or agencies withoutprior written approval from the Authority.

3.1.15 The client will install CCTV cameras and control center at facilities The Bidder’sstaff shall be familiar and able to operate CCTV control center.

3.1.16 Any other duties/responsibilities assigned by the Mayo Hospital Administrationmay be incorporated in the agreement. The same shall also be binding on theBidder.

3.1.17 The Service Provider shall be responsible for the operation, maintenance andreplacement of the CCTV cameras and its ancillaries.

3.2 S ec u r ity Sta f f R e qu ir e me n t s:

3.2.1 The Service Provider will supply all the staff necessary to complete theduties of this contract. The staff may include female security staff (at entranceand exit and for patrols and emergency services in female wards) as perAuthority’s directions. The Bidder will carry out the work in a professionalmanner and to the satisfaction of this authority and will perform all services withqualified staff.

3.2.2 The Service Provider shall be responsible for furnishing all labor ammunitions,uniforms, flashlights, batteries, cellular phones / communication devices,chargers, metal detectors and other related equipment as per Annexure B.

3.3.3 Arms shall be in working condition at all the time. Armed Guards must beequipped with sufficient cartridges

3.3.4. All arms must be licensed in the name of the company.3.3.5. The Service Provider will deploy armed security guards at the entrances and all

sensitive areas of the hospi ta l , whereas only unarmed security guards willpatrol inside the building of the hospital.

3.3.6. The Service Provider will be responsible for seeing that regular supervision ismaintained over all working personnel by taking action on and responding toperformance concerns. It is his responsibility to see that all their activities areproperly coordinated with the Mayo Hospital operations and modify assignmentsas required.

3.3.7. The Security Supervisor/Guards are required to display mature behavior,especially towards female staff, female visitors, patients and elderly persons.

3.3.8. The Security Guard on duty shall not leave the premises until his relieverreports for duty.

3.3.9. An authorized representative of the Bidder shall ensure his/her presence atshort notice when required by the Client.

3.3.10. If the Service Provider uses vehicle for properly executing the contract, he shallbe solely responsible for provision, security and maintaining of any suchtransportation. It shall have the Bidder’s logo prominently displayed at all times.The vehicles shall not enter the facility without notifying and availing permissionfrom the Mayo Hospital administration.

3.3.11. The Service Provider shall be responsible for all acts done by the personnelengaged by it. The Bidder shall at all time use all reasonable efforts to maintaindiscipline and good order amongst its personnel and ensure that all its personnelare aware of the code of conduct governing the services including the SecurityServices.

3.3.14. The Service Provider or its personnel shall not at any time do, cause or permitany nuisance at the site / do anything which shall cause unnecessary disturbancesor inconvenience to the passengers.

3.3.15. The Service Provider shall provide appropriate and necessary managementand supervision for all of his employees and shall be solely responsible forinstituting and invoking disciplinary action against employees not in compliancewith Authority’s rules and regulations, and instructions.

3.3.16. The Service Provider shall ensure that it does not engage or continue to engageany person with criminal record / conviction or otherwise undesirable persons andshall bar such person from participating directly or indirectly in the provision ofSecurity Services.

3.3.17. The Service Provider shall provide detailed Execution plan, Methodology within2 weeks of signing of contract.

3.3.18. The Service Provider shall ensure hiring, training and administration ofmotivated and professional employees that meet or exceed the Client’sexpectations.

3.3.19. The Security Company shall use biometric system installed by the Bidder atsecurity room to ensure attendance of Security Guards in time. Besides theattendance would be verified by the in charge administrator of the hospital

3.3.20. The age limit of security guard shall be from 25 to 50 years, for femalesecurity guards age limit must be from 25 to 40 years.

3.3.21. Minimum desired standards of personnel shall be as below:

3.3.21.1. Height of male security guards not less than 5’7”, height of female` security guards not less than 5’3’’

3.3.21.2. Medically fit

3.3.21.3. Physically fit;

3.3.21.4. Mayo hospital may test their fitness as per established methods

3.3.22. All Security Guards assigned must be alert, punctual, physically fit, in goodhealth, without physical/mental abnormalities/defects which could interfere withthe performance of his/her duties including good vision without color blindness.They should possess good physique, necessary skills, knowledge, expertise andexperience to satisfy the requirements of the security work involved. They shouldnot be suffering from any contagious/major diseases

3.3.23. All Bidder’s staff on duty shall wear uniform. Client will provide sample of the

uniform which will then be approved by the committee nominated by

Medical superintendent Mayo hospital. The Service Provider shall providethe Client specified uniforms and weather-appropriate protective clothing to hisstaff necessary to support continuous performance of contract requirements.

3.3.24. The Service Provider’s staff appearance will be influential in creating a goodimage of h o s p i t a l . Their appearance shall set a good example. TheService Provider shall ensure that guard personnel at all times present a neat andclean appearance, paying particular attention to their personal hygiene, bearing,uniform, and equipment.

3.3.25. The Service Provider shall ensure that none of his personnel report in drunkenstate or consume drugs, prohibited substances, etc., while on duty.

3.3.26. Security personnel shall, at all times, be polite, courteous, respectful andresponsive to visitors, Client officers, other service providers etc.

3.3.27. The Service Provider shall ensure all guards are provided with the appropriateidentification. The identification shall include display of valid security company

ID, containing a picture of the officer, at all times while in the facility as part oftheir uniform requirements.

3.3.28. No security personnel shall leave premises assigned, unless properly relieved bythe next security personnel. The security posts/places shall not be left unmannedat any time during the period of the contract.

3.3.29. If the assigned officer does not report on time the Bidder is required to send areplacement officer immediately, without jeopardizing the security

3.3.30. During non-operational hours, the Security Personnel will check all doors toensure that they are locked, inspect all areas by turning on a minimum numberof lights, check for open windows, running or dripping water.

3.3.31. The Security Personnel shall take appropriate action to preclude or minimizeloss and render reports of all incidents, accidents, property damage, andmaintain all records in connection with the duties and responsibilities of thesecurity force. They shall comply with inspection rounds requirement

3.3.32. The Service Provider shall nominate a focal person (manager or headsupervisor), to engage regularly with the hospital administration. The ServiceProvider shall ensure 24/7 availability of such focal person hospitaladministration will engage this focal person to resolve day-to-day queries

3.4. ELE M ENTS OF S EC U RITY A N D V I S I T OR M A N A G E M E N T P L A N:

3.4.1. Broad Elements of security plan:

3.4.1.1. Develop, implement, maintain and evaluate a comprehensive facility widesecurity management program.

3.4.1.2. Identify, develop, implement and evaluate written policies and procedures thatare designed to enhance security of the hospital.

3.4.1.3. Promote and maintain ongoing wide hazard surveillance program to detect andreport security hazards related to patients, visitors, staff and property.

3.4.1.4. Ensure proper discipline of visitors in various areas of the hospital especiallyreceptions, outdoor ,emergency and wards.

3.4.1.5. Establish a system for reporting security occurrences and security hazards which involve, visitors, staff and property to include a mechanism for investigation, documentation, and review of security incidents and actions taken

3.4.1.8. Provide, maintain or improve an identification system appropriate foremployees, staff, vendors and visitors.

3.4.1.9. For the establishment of security plan, the Service Provider shouldevaluate the facility thoroughly some of the components that should be consideredare:

i. Geographical Location

ii. Physical design and layout of the hospital building and surrounding property

iii. Number of uncontrolled access points into and out of the facility

iv. Criminal demographics surrounding the hospital.

v. Security incident data within the hospital (if available)

vi. Previous security sentinel events

vii. Employee security awareness associated with ongoing educational programs

viii. Administration and management support

ix. Patient, Staff, employee, vendor and visitor identification system in place

x. Violence in the workplace issues

xi. Employee and visitors awareness.

3.4.2. Security Sensitive Areas

3.4.2.1.The hospital authorities require that the service provider identify securitysensitive locations within the hospital that may require unique security protection.Sensitive locations require special training, additional physical protection andpolicy / procedures specific to the locations identified.

3.4.2.2. Sensitive areas should be identified with a risk value rating 1-5 by the service provider after discussions with the hospital authorities:

1=No risk or not applicable

2=Minimal Risk

3=Moderate risk of theft/injury/ indiscipline

4=Significant risk without history of theft/injury/indiscipline.

5= Significant risk with history of theft/injury/indiscipline

3.5. Broad Categories of a Security/Visitor Management Plans:

Service Provider must further devise their security (but not limited to) around the following

broad categories:

3.5.1. Access Control Plan:

For the most part, criminal assaults which occur within the hospital are perpetuated by

persons not authorized to be there. A security and visitor management plan must

include a complete and comprehensive access control plan designed to insure that

only authorized persons are allowed to enter and leave the hospital and hence it is

imperative that the plan must guarantee that everyone having a legitimate reason for

requesting entry into hospital be appropriately identified.

3.5.2. Surveillance System Plan:

Security management team must collaborate with the surveillance team onboard in the

hospital and share their management plan in order to ensure that cameras are in

working conditions in all sensitive and high risk areas of the . Furthermore, the

surveillance control room will be accessible to the contractor. The Service Provider shall

authorize and ensure only the authorized staff use control room. Along with this the

security management plan must propose an effective communication strategy with the

control room team so that both teams are in synch to promote and improve the overall

security conditions of the .

.

SECTION V. DRAWINGS AND

SPECIFICATIONS

LIST OF DESIGNS AND

SPECIFICATIONS

Part II – Conditions of Contract and

Forms

D R A F T C O N T R A C T

For

SECURITY SERVICES

Table of Contents

Part II – Conditions of Contract and Forms ......................................................................

Preface ....................................................................................................................................

Letter of Acceptance .............................................................................................................

Form of Contract...................................................................................................................

Section A: General Conditions of Contract (GCC) ...........................................................

1. General Provisions............................................................................................................ 1.1 Definitions....................................................................................................... 1.2 Applicable Law ............................................................................................... 1.3 Language ......................................................................................................... 1.4 Notices............................................................................................................. 1.5 Location........................................................................................................... 1.6 Authorized Representatives ............................................................................ 1.7 Inspection and Audit by the Procuring Agency .............................................. 1.8 Taxes and Duties .............................................................................................

2. Commencement, Completion, Modification, and Termination of Contract.....................2.1 Effectiveness of Contract ................................................................................ 2.3 Intended Completion Date .............................................................................. 2.4 Modification .................................................................................................... 2.5 Force Majeure ................................................................................................. 2.6 Termination .....................................................................................................

3. Obligations of the Service Provider.................................................................................. 3.1 General ............................................................................................................ 3.2 Conflict of Interests ......................................................................................... 3.3 Confidentiality ................................................................................................ 3.4 Insurance to be Taken Out by the Service Provider........................................ 3.5 Service Provider’s Actions Requiring Procuring agency’s Prior Approval ... 3.6 Reporting Obligations ..................................................................................... 3.7 Documents Prepared by the Service Provider to Be the Property of the

Procuring agency............................................................................................. 3.8 Liquidated Damages........................................................................................ 3.9 Performance Security ......................................................................................

4. Service Provider’s Personnel............................................................................................ 4.1 Description of Personnel ................................................................................. 4.2 Removal and/or Replacement of Personnel ....................................................

5. Obligations of the Procuring agency ................................................................................ 5.1 Assistance and Exemptions............................................................................. 5.2 Change in the Applicable Law ........................................................................ 5.3 Services and Facilities.....................................................................................

6. Payments to the Service Provider ..................................................................................... 6.2 Contract Price..................................................................................................

6.3 Payment for Additional Services .................................................................... 7. Quality Control .................................................................................................................

7.1 Identifying Defects .......................................................................................... 7.2 Correction of Deficiencies, and Non-Performance Penalty ..........................

8. Settlement of Disputes ...................................................................................................... 8.1 Amicable Settlement .......................................................................................8.2 Dispute Settlement ..........................................................................................

Section B. Special Conditions of Contract .........................................................................

Section C: Scope of Services .................................................................................................

Part III – Appendices............................................................................................................

Preface

1. The standard Contract form consists of four parts: the Form of Contract to be signed by the Clientand the Consultant, the General Conditions of Contract (GCC); the Special Conditions of Contract(SCC); and the Appendices.

2. The General Conditions of Contract shall not be modified. The Special Conditions of Contractthat contain clauses specific to each Contract intend to supplement, but not over- write orotherwise contradict, the General Conditions.

3. Full requirements, terms and conditions of the agreement will be agreed duringclarification with the technical responsive service providers. The form and content of thenegotiated contract are expected to conform closely to the draft Contract Agreement asincluded in these Proposal Documents. Service providers will be expected to address all of theaspects of the General Conditions of Concession Contract in their submissions

Letter of Acceptance

[letterhead paper of the Procuring Agency]

[date]

To: [name and address of the Service provider]

This is to notify you that your Proposal dated [date] for execution of the [name of the Contract and

identification number, as given in the Special Conditions of Contract] for the Contract Amount of [in

numbers and words] , as corrected and modified in accordance with the Instructions to Serviceproviders is hereby accepted by our Agency.

Note: Insert one of the 3 options for the second paragraph. The first option should be used if theService provider has not objected the name proposed for Arbitrator. The second option if the Serviceprovider has objected the proposed Arbitrator and proposed a mane for a substitute, who was acceptedby the Procuring Agency. And the third option if the Service provider has objected the proposedArbitrator and proposed a mane for a substitute, who was not accepted by the Procuring Agency.

We confirm that [insert name proposed by Procuring Agency in the Proposal Data],

or

We accept that [name proposed by service provider] be appointed as the Arbitrator

or

We do not accept that [name proposed by service provider] be appointed as Arbitrator, and bysending a copy of this letter of acceptance to [insert the name of the Appointing Authority],we are hereby requesting [name], the Appointing Authority, to appoint the Arbitrator in accordancewith Clause 36.1 of the Instructions to Service providers

You are hereby instructed to proceed with the execution of the said contract for the provision ofServices in accordance with the Contract documents.

Please return the attached Contract dully signed

Authorized Signature: Name and Title of Signatory: Name of Agency:

Attachment: Contract

Form of Contract


This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of[month], [year], between,

Medical Superintendent, Mayo Hospital Lahore (hereinafter called the “Procuring Agency”) and[name of Service Provider] having its registered office at (insert address of the Service Provider)(hereinafter called the “Service Provider”).

The Procuring Agency and the Service Provider hereinafter referred to individually as “Party” andcollectively as the “Parties”

WHEREAS

(a) the Procuring agency has requested the Service Provider to provide certain Services asdefined in the General Conditions of Contract attached to this Contract (hereinaftercalled the “Services”);

(b) the Service Provider, having represented to the Procuring agency that they havethe required professional skills, and personnel and technical resources, have agreedto provide the Services on the terms and conditions set forth in this Contract foramount of……………………;

(c) the Procuring agency has received budget from the Government of Punjab. It intendsto apply a portion of the proceeds of this budget to eligible payments, if any, underthe contract.

NOW THEREFORE the parties hereto hereby agree as follows:

1. The following documents shall be deemed to form and be read and construed as part of this Agreement, and the priority of the documents shall be as follows:

(a) the Letter of Acceptance;

(b) this Form of Contract

(c) the Special Conditions of Contract;

(d) the General Conditions of Contract;

(e) the Scope of Services;

(f) Performance Specifications and Drawings;

(g) Annexures; and

(h) the Service Provider’s Proposal.

2. The mutual rights and obligations of the Procuring agency and the Service Provider shall be as set forth in the Contract, in particular:

(a) the Service Provider shall carry out the Services in accordance with the provisions of the Contract; and

(b) the Procuring agency shall make payments, if any, to the Service Provider in accordance with the provisions of the Contract.

3. The Service Provider shall provide Performance Security @ 10% of the proposed yearlyamount of the Contract. The Performance Security shall remain with the ProcuringAgency till the satisfactory completion of contractual obligation.

4. The duration of the Contract shall be one (1) year commencing from the signing of thisAgreement. The Agreement may be extended for a period as mutually agreed by theParties in writing.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.

For and on behalf of [name of Procuring agency]

[Authorized Representative]

For and on behalf of [name of Service Provider]


[Note: If the Service Provider consists of more than one entity, all these entities should appear

as signatories, e.g., in the following manner:]

For and on behalf of each of the Members of the Service Provider

[name of member]


[name of member]


Section A: General Conditions of Contract (GCC)

1. General Provisions

1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:

a) The Arbitrator is the person as provided in SCC.

b) “Contract” means the Contract signed by the Parties, to which theseGeneral Conditions of Contract (GCC) are attached, together with allthe documents listed in Clause 1 of such signed Contract;

c) “Contract Price” means the price to be paid for the performanceof the Services, in accordance with Clause 6;

d) “Dayworks” means varied work inputs subject to payment on a timebasis for the Service Provider’s employees and equipment, in

addition to payments for associated materials andadministration.

e) “Procuring agency” means the party who employs the ServiceProvider

f) “Foreign Currency” means any currency other than the currencyof the country of the Procuring agency;

g) “GCC” means these General Conditions of Contract;

h) “Government” means the Government of the Punjab;

i) “Local Currency” means Pak Rupee (PKR);

j) “Member,” in case the Service Provider consist of a jointventure of more than one entity, means any of these entities;“Members” means all these entities, and “Member in Charge” meansthe entity specified in the Special Conditions to act on their behalf inexercising all the Service Provider’ rights and obligations towards theProcuring agency under this Contract;

k) “Party” means the Procuring agency or the Service Provider, asthe case may be, and “Parties” means both of them;

l) “Personnel” means persons hired by the Service Provider or by anySubcontractor as employees and assigned to the

performance of the Services or any part thereof;

m) “Service Provider” is a person or corporate body whose Proposalto provide the Services has been accepted by the Procuring agency;

n) “Service Provider’s Proposal” means the completed Proposaldocument submitted by the Service Provider to the Procuring agency

o) “SCC” means the Special Conditions of Contract by which theGCC may be amended or supplemented;

p) “Specifications” means the specifications of the service included in theProposal document submitted by the Service Provider to the Procuringagency

q) “Services” means the work to be performed by the Service Providerpursuant to this Contract, as described in Section C – Scope ofservices, Proposal document and attached Annexure “Subcontractor”means any entity to which the Service Provider subcontracts any partof the Services in accordance with the provisions of Sub-Clauses 3.5and 4.

1.2 Applicable Law The Contract shall be interpreted in accordance with the laws of IslamicRepublic of Pakistan.

1.3 Language This Contract has been executed in the language specified in the SCC,

which shall be the binding and controlling language for all matters relatingto the meaning or interpretation of this Contract.

1.4 Notices Any notice, request, or consent made pursuant to this Contract shall be inwriting and shall be deemed to have been made when delivered in personto an authorized representative of the Party to whom the communication isaddressed, or when sent by registered mail, telex, telegram, or facsimile tosuch Party at the address specified in the SCC.

1.5 Location The Services shall be performed at such locations as are specified inSection C – Scope of services and/or Appendix D, in the specifications and,where the location of a particular task is not so specified, at such locations,whether in the Government’s country or elsewhere, as the Procuringagency may approve.

1.6 Authorized

RepresentativesAny action required or permitted to be taken, and any document requiredor permitted to be executed, under this Contract by the Procuring agencyor the Service Provider may be taken or executed by the officials specified

in the SCC.

1.7 Inspection and

Audit by the

Procuring

Agency

The Service Provider shall permit the Procuring Agency to inspect itsaccounts and records relating to the performance of the Services and tohave them audited by auditors appointed by the Procuring Agency, if sorequired.

1.8 Taxes and

DutiesThe Service Provider, Subcontractors, and their Personnel shall pay suchtaxes, duties, fees, and other impositions as may be levied under theApplicable Law

2. Commencement, Completion, Modification, and Termination of

Contract

2.1 Effectiveness of

Contract

2.2 Commencement

of Services

2.2.1 Work

Program

2.2.2 Starting

Date

2.3 Intended

Completion Date

This Contract shall come into effect on the date the Contract is signed byboth parties or such other later date as may be stated in the SCC.

Before commencement of the Services, the Service Provider shall submitto the Procuring agency for approval a Work Program showing thegeneral methods, arrangements, order and timing for all activities. TheServices shall be carried out in accordance with the approved WorkProgram as updated.

The Service Provider shall start carrying out the Services seven (07) daysafter the date the Contract becomes effective, or at such other date as maybe specified in the SCC.

Unless terminated earlier pursuant to Sub-Clause 2.6, the Service Providershall complete the activities by the Intended Completion Date, as isspecified in the SCC. If the Service Provider does not complete theactivities by the Intended Completion Date, it shall be liable to payliquidated damage as per Sub-Clause 3.8. In this case, the CompletionDate will be the date of completion of all activities.

2.4 Modification Modifications of the terms and conditions of this Contract, including anymodification of the scope of the Services or of the Contract Price, mayonly be made by written agreement between the Parties.

2.5 Force Majeure

2.5.1 Definition For the purposes of this Contract, “Force Majeure” means an eventwhich is beyond the reasonable control of a Party and which makes aParty’s performance of its obligations under the Contract impossible or soimpractical as to be considered impossible under the circumstances.

2.5.2 No Breach of

Contract

2.5.3 Extension

of Time

The failure of a Party to fulfill any of its obligations under the contractshall not be considered to be a breach of, or default under, this Contractinsofar as such inability arises from an event of Force Majeure, providedthat the Party affected by such an event (a) has taken all reasonableprecautions, due care and reasonable alternative measures in order to carryout the terms and conditions of this Contract, and (b) has informed theother Party as soon as possible about the occurrence of such an event.

Any period within which a Party shall, pursuant to this Contract, completeany action or task, shall be extended for a period equal to the time duringwhich such Party was unable to perform such action as a result of ForceMajeure.

2.6 Termination

2.6.1 By the

Procuring

agency

The Procuring agency may terminate this Contract, by not less than thirty(30) days’ written notice of termination to the Service Provider, to begiven after the occurrence of any of the events specified inparagraphs (a) through (d) of this Sub-Clause 2.6.1:

(a) if the Service Provider does not remedy a failure in the performanceof its obligations under the Contract, within twenty-one (21) daysafter being notified or within any further period as the Procuringagency may have subsequently approved in writing;

(b) if the Service Provider become insolvent or bankrupt;

(c) if, as the result of Force Majeure, the Service Provider isunable to perform a material portion of the Services for a period ofnot less forty-five (45) days; or

(d) if the Service Provider, in the judgment of the Procuringagency has engaged in corrupt or fraudulent practices in competingfor or in executing the Contract. For the purpose of this sub-clause,the terms set forth constitute corrupt or fraudulent activity:

i. “corrupt practice” means the offering, giving, receiving, orsoliciting of anything of value to influence the action of a publicofficial, service provider or contractor in the procurementprocess or in contract execution to the detriment of theprocuring agency; or misrepresentation of facts in order toinfluence a procurement process or the execution of a contract;

ii. “fraudulent practice” is any act or omission, includingmisrepresentation, that knowingly or recklessly misleads,

2.6.2 By the

Service

Provider

or attempts to mislead, a party to obtain financial or other benefit or to avoid an obligation;

iii. “collusive practices” is an arrangement among serviceproviders (prior to or after proposal submission) designed toestablish proposal prices at artificial, non-competitive levels forany wrongful gain, and to deprive the procuring agency of thebenefits of free and open competition, and any request for, orsolicitation of anything of value by any public official in thecourse of the exercise of his duty;

iv. “coercive practices” is impairing or harming, or threatening toimpair or harm, directly or indirectly, any person or theproperty of the person (participant in the selection process orcontract execution) to influence improperly the actions of thatperson;

v. “obstructive practice” is deliberately destroying, falsifying,altering or concealing of evidence material to the investigationor making false statements before investigators in order tomaterially impede an investigation into allegations of acorrupt, fraudulent, coercive or collusive practice; orthreatening, harassing or intimidating any party to prevent itfrom disclosing its knowledge of matters relevant to theinvestigation or from pursuing the investigation, or actsintended to materially impede the exercise of the Client’sinspection and audit rights.

The Service Provider may terminate this Contract, by not less than thirty(30) days’ written notice to the Procuring agency, such notice to be givenafter the occurrence of any of the events specified in paragraphs (a) and(b) of this Sub-Clause 2.6.2:

(a) if, the Procuring agency fails to pay any monies due to the ServiceProvider within agreed timeline pursuant to this Contract, and notsubject to dispute pursuant to Clause 7, the Service Provider shallissue first notice that such payment is overdue. After forty-five (45)days of giving written first- notice, if the procuring agency still failsto pay, Service Provider shall issue second written notice. Afterfifteen days (15) of no response on second notice, serviceprovider may give thirty (30) days termination notice; or

(b) if, as the result of Force Majeure, the Service Provider isunable to perform a material portion of the Services for a period ofnot less than sixty (60) days.

2.6.3 Suspension

of PaymentIf the Service Provider has not received sums due to by the due date statedin the SCC in accordance with Clause 6 the Service Provider may issue anotice as per sub-clause 2.6.2.

3. Obligations of the Service Provider

3.1 General The Service Provider shall perform the Services in accordance with theSpecifications and Scope of Services, and carry out its obligations withall due diligence, efficiency, and economy, in accordance with generallyaccepted professional techniques and practices, and shall observe soundmanagement practices, and employ appropriate advanced technology andsafe methods. The Service Provider shall always act, in respect of anymatter relating to this Contract or to the Services, as faithful adviser tothe Procuring agency, and shall at all times support and safeguard theProcuring agency’s legitimate interests in any dealings withSubcontractors or third parties.

3.2 Conflict of

Interests

3.2.1 Service

Provider

Not to

Benefit

from

Commissio

ns and

Discounts.

3.2.2 Service

Provider

and

Affiliates

Not to be

Otherwise

Interested

in Project

The remuneration of the Service Provider pursuant to Clause 6 shallconstitute the Service Provider’s sole remuneration in connection withthis Contract or the Services, and the Service Provider shall not accept fortheir own benefit any trade commission, discount, or similar payment inconnection with activities pursuant to this Contract or to the Servicesor in the discharge of their obligations under the Contract, and theService Provider shall use their best efforts to ensure that the Personnel,any Subcontractors, and agents of either of them similarly shall notreceive any such additional remuneration.

The Service Provider agree that, during the term of this Contract andafter its termination, the Service Provider and its affiliates, as well as anySubcontractor and any of its affiliates, shall be disqualified fromproviding goods, works, or Services (other than the Services and anycontinuation thereof) for any project resulting from or closely related tothe Services.

3.2.3 Prohibition

of

Conflicting

Activities

Neither the Service Provider nor its Subcontractors nor the Personnelshall engage, either directly or indirectly, in any of the followingactivities:

(a) during the term of this Contract, any business or professionalactivities which would conflict with the activities assigned to themunder this Contract;

(b) during the term of this Contract, neither the Service Provider northeir Subcontractors shall hire such public employees, in activeduty or on any type of leave, which would conflict with theactivities assigned to service provider to perform any activity underthis Contract;

(c) after the termination of this Contract, such other activities as may bespecified in the SCC.

3.3 Confidentiality The Service Provider, its Subcontractors, and the Personnel of eitherof them shall not, either during the term or within two (2) years after theexpiration of this Contract, disclose any proprietary or confidentialinformation relating to the Project, the Services, this Contract, or theProcuring agency’s business or operations without the prior writtenconsent of the Procuring agency.

3.4 Insurance to be

Taken Out by

the Service

Provider

3.5 Service

Provider’s

Actions

Requiring

Procuring

agency’s Prior

Approval

3.6 Reporting

Obligations

3.7 Documents

Prepared by the

Service

The Service Provider (a) shall take out and maintain, and shallcause any Subcontractors to take out and maintain, at its (or theSubcontractors’, as the case may be) own cost but on terms andconditions approved by the Procuring agency, insurance against the risks,and for the coverage, as shall be specified in the SCC; and (b) at theProcuring agency’s request, shall provide evidence to the Procuringagency showing that such insurance has been taken out and maintainedand that the current premiums have been paid.

The Service Provider shall obtain the Procuring agency’s prior approvalin writing before taking any of the following actions:

(a) entering into a subcontract for the performance of any part of the Services,

(b) appointing such members of the Personnel not listed by name in Scope of Services (“Key Personnel”),

(c) changing the Program of activities; and

(d) any other action that may be specified in the SCC.

The Service Provider shall submit to the Procuring agency the reportsand documents specified in Scope of Services in the form, in the numbers,and within the periods set forth in the said scope.

All plans, drawings, specifications, designs, reports, and other documentsand software submitted by the Service Provider in accordance with Sub-Clause 3.6 shall become and remain the

Provider to Be

the Property of

the Procuring

agency

property of the Procuring agency, and the Service Provider shall, notlater than upon termination or expiration of this Contract, deliver allsuch documents and software to the Procuring agency, together with adetailed inventory thereof. The Service Provider may retain a copy ofsuch documents and software. Restrictions about the future use ofthese documents, if any, shall be specified in the SCC.

3.8 Liquidated

Damages

3.8.1 Payments of

Liquidated

Damages

3.8.2 Correction

for Over-

payment

3.8.3 Lack of

performance

penalty

3.9 Performance

Security

The Service Provider shall pay liquidated damages to the Procuringagency at the rate per day stated in the SCC for each day of delay in theCommencement Date of the Services. The total amount of liquidateddamages shall not exceed the amount defined in the SCC. TheProcuring agency may deduct liquidated damages from payments due tothe Service Provider. Payment of liquidated damages shall not affect theService Provider’s liabilities.

Not Used

If the Service Provider has not corrected a Defect within the timespecified in the Procuring agency’s notice, a penalty for Lack ofperformance will be paid by the Service Provider. The amount to be paidwill be calculated as specified in the SCC.

The Service Provider shall provide the Performance Security to theProcuring agency no later than the date specified in the Letter ofacceptance or otherwise prior to Start Date. The Performance Securityshall be issued in an amount and form and by a bank or suretyacceptable to the Procuring agency, and denominated in the types andproportions of the currencies in which the Contract Price is payable. Theperformance Security shall be valid until a date 28 days from theCompletion Date of the Contract in case of a bank guarantee.

4. Service Provider’s Personnel

4.1 Description of

Personnel

4.2 Removal and/or

Replacement of

Personnel

The titles, agreed job descriptions, minimum qualifications, and estimatedperiods of engagement in the carrying out of the Services of the ServiceProvider’s Key Personnel are described in Scope of services.

(a) If the Procuring agency finds that any of the Personnel have (i)committed serious misconduct or have been charged with havingcommitted a criminal action, or (ii) have reasonable cause to bedissatisfied with the performance of any of the Personnel, then theService Provider shall, at the Procuring agency’s written requestspecifying the grounds thereof, provide as a replacement a personwith qualifications and experience acceptable to the Procuringagency.

(b) The Service Provider shall have no claim for additional costs arisingout of or incidental to any removal and/or replacement of Personnel.

5. Obligations of the Procuring Agency

5.1 Assistance and

Exemptions

5.2 Change in the

Applicable

Law

5.3 Services and

Facilities

The Procuring agency shall use its best efforts to ensure that the Governmentshall provide the Service Provider such assistance and exemptions asspecified in the SCC.

If, after the date of this Contract, there is any change in the Applicable Lawwith respect to taxes and duties which increases or decreases the cost of theServices rendered by the Service Provider, then the remuneration andreimbursable expenses otherwise payable to the Service Provider under thisContract shall be increased or decreased accordingly by agreement betweenthe Parties, and corresponding adjustments shall be made to the amountsreferred to in Sub-Clauses 6.2 (a) or (b), as the case may be.

The Procuring agency shall make available to the Service Provider theServices and Facilities listed under Section – C, Scope of Services. Provisionof site free from all encumbrances for construction activity shall be theresponsibility of the Procuring Agency, failure to provide a clear-site is acompensation event

6. Payments to the Service Provider

6.1 Lump-Sum

Remuneration

The Service Provider’s remuneration shall not exceed the Contract Priceand shall be a fixed lump-sum including all Subcontractors’ costs, andall other costs incurred by the Service Provider in carrying out the Servicesdescribed in Section C and Scope of Services of Proposal document.Except as provided in Sub-Clause 5.2, the Contract Price may only beincreased above the amounts stated in Sub-

Clause 6.2 if the Parties have agreed to additional payments in accordance with Sub-Clauses 2.4 and 6.3.

6.2 Contract Price (a) The price payable in Pak Rupees (PKR) is set forth in SCC.

6.3 Payment for

Additional

Services

6.3.1 For the purpose of determining the price for additional Services asmay be agreed under Sub-Clause 2.4, a breakdown of the price is tobe provided in Appendix C.

7. Quality Control

7.1 Identifying

Defects

7.2 Correction of

Deficiencies,

and Non-

Performance

Penalty

The principle and modalities of Inspection of the Services by theProcuring agency shall be as indicated in the SCC and Scope of

Services. The Procuring agency shall check the Service Provider’sperformance and notify him of any Defects that are found. Such checkingshall not affect the Service Provider’s responsibilities. The Procuringagency may instruct the Service Provider to search for a Defect and touncover and test any service that the Procuring agency considers mayhave a Defect. The building defects liability period is 4 months, startingfrom date mentioned on “Completion Certificate”.

(a) The Procuring agency shall give notice to the Service Provider of anyDefects before the end of the Contract. The Defects liabilityperiod shall be extended for as long as Deficiencies remain to becorrected.

(b) Every time notice of Deficiency is given, the Service Provider shallcorrect the notified Deficiency within the length of time specified bythe Procuring agency’s notice.

(c) If the Service Provider has not corrected a Deficiency within thetime specified in the Procuring agency’s notice, the Procuringagency will assess the cost of having the Deficiency corrected, theService Provider will pay this amount, and a Penalty for Non-Performance calculated as described in Sub- Clause 3.8.

8. Settlement of Disputes

8.1 Amicable

Settlement

8.2 Dispute

Settlement

The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation.

8.2.1 If any dispute arises between the Procuring agency and theService Provider in connection with, or arising out of, theContract or the provision of the Services, whether during carryingout the Services or after their completion, the matter

Section B. Special Conditions of Contract

Number of

GC Clause

Supplements to, Clauses in the General Conditions of Contract

1.1 The Arbitrator is:

Chief S ec r e t a r y of Punj a b

1.1 The contract name is:

Sec u r ity S er vic e s Contract for Mayo Hospital Lahore

1.1 The Procuring agency is :


1.2 The Applicable Law is:

L a w s o f Is l a m ic Re pu b l i c of P a k istan

1.3 The language is:

E n gl i s h

1.4 The addresses are:

Procuring agency:

Mayo Hospital Lahore near Neela Gumbad

Attention: Medical Superintendent ,

Tel: 042-99213666

Email: [email protected]

Service Provider:

Attention:

Tel:

Email:

Number of

GC Clause


1.6 The Authorized Representatives are:

For the Procuring agency:

Dr. Tahir Khalil

Medical Superintendent,


For the Service Provider:

2.1 The tentative date on which this Contract shall come into effect is __________ .

2.2.2 The tentative Starting Date for the commencement of Services is _________ .

2.3 The Intended Completion Date is:

An nu al Co n t r a c t

3.4 The Service Provider shall insure his staff and personnel designated in the hospitalpremises under the terms of this Contract. Minimum amount shall be Pak Rupees500,000 per occurrence with number of occurrences unlimited

The Service Provider shall also be responsible to insure, in the joint names of theService Provider and the Client, against liabilities for death of and/or injury to anyperson and/or loss or damage to any property arising out of performance of theContract

3.8.1 The liquidated damages rate is 0.05% per day

The maximum amount of liquidated damages for the whole contract isequivalent to performance security submitted in form of CDR/PO/DD).

3.8.2 The Performance Liquidated Damages shall be applicable in accordance with below mentioned table

Sr.

No.

Description of Activity Amount of Liquidated

Damage (PKR)

1 Absence of more than 3 security personnel at any time

1500 per person per day

2 Misbehavior or any misconduct 2000 per incident

3 Any other non-compliance which will affect the performance of the contract

1500 per incident

6, 6.2(a) The amount in Pak Rupees is:

[INSERT THE CONTRACT PRICE]

6.5 Payment shall be made within 45(forty-five) days of receipt of the invoice and the relevant documents

Sr. Description

Number Required(Mandatory)

Penalty charges incase of non

availability ofequipment/tools (in

Rs.)

1

2

3

Section C: Scope of Services

{Same as described in detail in “Section IV. Scope of Services” of the Proposal document}

Part III – Appendices

APPENDIX A — SCHEDULE OF PAYMENT & REPORTING MECHANISM

APPENDIX B — KEY PERSONNEL, RATE LIST AND EQUIPMENT

APPENDIX C — COST BREAKDOWN AND PERFORMANCE GUARANTEE FORM


Appendix B — Key Personnel, Utilities and Equipment

List under: B-1 Titles [and names, if already available], detailed job descriptions and

minimum qualifications of Personnel to be assigned to work, and staff-

months for each.

B-2 Tentative List of Equipment, with specifications, to be provided by service

provider. service providers shall provide brochure/sample at time of

proposal opening. Procuring agency will assess the sample/brochure.

Service provider will provide approved sample if the contract is awarded

to him

B-1

B-2

Sr. No Manpower Description Qualification & Experience Nos.

Appendix C:

C1- Breakdown of Contract Price

1. Rates for Equipment and Supplies

2. Security Personnel Salaries (Administrative and other staff).

This appendix will exclusively be used for determining cost for additional Services. Service

provider can use template of Form FIN-3 in Section-III of Proposal document to provide this

details

C2 - Performance Security

(Performance Security to be furnished by the Service provider in the amount specified in Data sheet

/SCC in the form of Demand Draft. Pay order or CD)

BIDDING DOCUMENTS

HIRING OF OUTSOURCING

FOR

THE ACQUISITION OF MANAGEMENT SERVICES FOR

TRAFFIC CONTROL AND PARKING SERVICES FOR

MAYO HOSPITAL LAHORE 2017-18 TO 2019-20.

Contract period from the date of approval To 30.06.2020.

Advertised Tender

No. & Date

Date & Time of

Receipt & Opening of

Tender

Bid SecurityTender opening Place /

Venue

No.Acctt/47798/MH.,Dated 07.07.2017

Receipt31-07-2017

At 10.30 A.M. Opening of Technical

Bid on At 11.00 A.M.

Rs.5,000,000/- Committee Room, MayoHospital, LHR

LETTER OF INVITATION

FOR THE ACQUISITION OF MANAGEMENT SERVICES FOR TRAFFIC CONTROL AND

PARKING SERVICES FOR MAYO HOSPITAL LAHORE

Dear Sir/ Madam. Dated: 1. MAYO HOSPITAL, LAHORE invites sealed bids from the bidders for acquisition ofmanagement service for the Traffic Control and Parking Facilities. 2. Bidding shall be conducted as per the procedure specified in the Bidding Documents.3. Interested bidders may obtain further information and examine the Bidding Documents from theoffice of Additional Medical Superintendent (AMS) Planning and Development , during officehours on any working day before closing for the submission of bids.4. A complete set of original Bidding Documents shall be purchased from the A l m o n e roffice, MAYO Hospital on all working days during office hours on payment of non-refundable fee ofPak Rupees 1000/- only.5. Sealed bids are required to be submitted by the interested bidders on 31-07-2017 at 10:30 AMpositively in the Committee Room of Mayo Hospital Lahore. The bids (technical) received till thestipulated date & time shall be opened on the same day at 11:00 am in the presence of the bidders ortheir authorized representatives (who choose to attend) by the purchase committee.

6. Bid Security of Pakistani Rupees of PKR. 500,000 (Five hundred thousand only) in theshape of Pay Order / Bank Draft / Deposit at Call/Irrevocable Bank Guarantee from any scheduled bankin the name of Medical Superintendent Mayo Hospital, is required to be furnished with the FinancialBid otherwise bid will be rejected. Late bids shall not be entertained.

7. The Bid Security of 1st three highest bidders will be retained by the hospital till the deposit of 1 st

installment by the successful bidder. Further, hospital authorities reserve the right to offer the contract tothe 2nd highest bidders in case of failure to deposit the 1st installment by the 1st highest bidder as perschedule.

8. In an event where the last date for submission of bids be declared a public holiday the duedate for submission and opening of bids shall be the following working day at the same appointedtimings and venue.9. Procuring agency may cancel / delete any item either reduce or enhance quantity. ProcuringAgency may reject all or any bid subject to the provision of PPRA Rule

10. The procurement of services shall be governed by the Punjab Procurement Rules, 2014.

Medical Superintendent Mayo Hospital Lahore

Phone No 042-99211122

Email Address [email protected]

R E Q U E S T F O R P R O P O S A L

HIRING OF FIRMS FOR PROVIDING MANAGEMENT SERVICES

FOR TRAFFIC CONTROL AND PARKING SERVICES IN MAYO

HOSPITAL

LAHORE, PUNJAB

Table of Contents

Part I – Proposal Preparation and Evaluation Procedures .................................................5

Section I. Instructions to Service providers.............................................................................6Section II. Proposal Data Sheet ..............................................................................................25Section III. Proposal Forms ...................................................................................................30Section IV. Scope of Services ................................................................................................44Section V. Drawings and Specifications ................................................................................59

Part II – Conditions of Contract and Forms .......................................................................60

Preface ....................................................................................................................................64Letter of Acceptance ..............................................................................................................65Form of Contract ....................................................................................................................66Section A: General Conditions of Contract (GCC) ................................................................68Section B. Special Conditions of Contract ............................................................................79Section C: Scope of Services..................................................................................................81

Part III – Appendices.............................................................................................................82

Part I – Proposal Preparation and

Evaluation Procedures

Section I. Instructions to Service providers

Table of Clauses

A. General ................................................................................................................................8

1. Definition .............................................................................................................................82. Scope of Proposal ................................................................................................................93. Eligible service provider ......................................................................................................94. Conflict of Interest .............................................................................................................105. One Proposal per Service provider ...................................................................................116. Cost of Proposal .................................................................................................................117. Site Visit.............................................................................................................................11

B. Proposal Documents.........................................................................................................11

8. Content of Proposal Documents ........................................................................................119. Clarification of Proposal Documents .................................................................................1210. Amendment of Proposal Documents................................................................................12

C. Preparation of Proposals .................................................................................................12

11. Language of Proposal .......................................................................................................1212. Documents Comprising the Proposal ...............................................................................1213. Proposal Prices .................................................................................................................1314. Currencies of Proposal and Payment................................................................................1315. Proposal Validity ..............................................................................................................1316. Proposal Security..............................................................................................................1317. Alternative Proposals by Service providers .....................................................................1518. Technical and Financial Proposal Format and Content....................................................15

D. Submission of Proposals ..................................................................................................15

19. Sealing and Marking of Proposals....................................................................................1520. Deadline for Submission of Proposals .............................................................................1621. Late Proposals ..................................................................................................................1622. Modification and Withdrawal of Proposals......................................................................16

E. Proposal Opening and Evaluation ..................................................................................17

23. Proposal Opening .............................................................................................................1724. Technical Proposals Evaluation .......................................................................................1725. Opening of Financial Proposals .......................................................................................1826. Financial Proposal Evaluation ..........................................................................................1927. Process to Be Transparent ................................................................................................1928. Clarification of Proposals .................................................................................................1929. Examination of Proposals and Determination of Responsiveness ...................................2030. Correction of Errors..........................................................................................................2031. Non-Preferential Treatment..............................................................................................21

F. Award of Contract............................................................................................................21

32. Award Criteria ..................................................................................................................21

33. Procuring Agency’s Right to Accept or Reject all Proposals ..........................................2134. Notification of Award and Signing of Agreement ...........................................................2135. Performance Security .......................................................................................................2236. Arbitration ........................................................................................................................2237. Corrupt or Fraudulent Practices .......................................................................................22

Instructions to Service Providers (ITB)

A. General

1. Definition 1.1 “Affiliate(s)” means an individual or an entity that directly orindirectly controls, is controlled by, or is under common controlwith the Service provider.

1.2 “Applicable Rules” means the Punjab Procurement Rules2014 (amended Jan, 2016) governing the selection a n d a w a r d o f

Contract process as set forth in this RFP.

1.3 “Applicable Law” means the laws of Islamic Republic ofPakistan, as they may be issued and in force from time totime.

1.4 “Client/Procuring Agency” means the procuring agency that signs the Contract for the Services with the selected Service provider.

1.5 “Service provider” means a legally-established professional firmor an entity that may provide or provides the Services to the Clientunder the Contract.

1.6 “Contract” means a legally binding written agreement signedbetween the Client and the Service provider and includes all theattached documents listed in its General Conditions of Contract(GCC), Special Conditions of Contract (SCC), and theAppendices.

1.7 “Data Sheet” (BDS) means an integral part of theInstructions to Service provider (ITB) that is used to reflectspecific conditions to supplement assignment, but not to over-write, the provisions of the ITB.

1.8 “Day” means a calendar day.

1.9 “Government” means the Government of the Punjab.

1.10 “Joint Venture (JV)” means an association with or without alegal personality distinct from that of its members, of more thanone Service Provider where one member has the authority toconduct all business for and on behalf of any and all the membersof the JV, and where the members of the JV are jointly andseverally liable to the Client for the performance of the Contract.

1.11 “ITB” means the Instructions to Service provider that providesthe shortlisted Service providers with all information needed toprepare their Proposals.

1.12 “LOI” means the Letter of Invitation being sent by the Clientto the Service providers.

2. Scope of

Proposal

3. Eligible

service

provider

1.13 “Proposal” means the Technical Proposal and the FinancialProposal of the Service Provider.

1.14 “RFP” means the Request for Proposal to be prepared bythe Client for the selection of Service Providers.

1.15 “Services” means the work to be performed by the Firmpursuant to the Contract.

1.16 “Sub-Service provider” means an entity to whom the Serviceprovider intends to subcontract any part of the Services whileremaining responsible to the Client during the performance of theContract.

1.17 “TORs” means the Terms of Reference that explain the objectives,scope of work, activities, and tasks to be performed, respectiveresponsibilities of the Client and the Service provider, and expectedresults and deliverables of the assignment.

2.1 The Procuring Agency, as defined in the Proposal Data Sheet(BDS), invites Proposals for the Services, as described in theSection IV – Scope of Services to the Contract. The name andidentification number of the Contract is provided in the BDS.

2.2 The successful Service provider will be expected tocommence the performance of the Services by the Intendedcommencement Date provided in the BDS.

3.1 All service providers shall provide in Section III, ProposalForms, a statement that the Service provider (including all membersof a joint venture and subcontractors) is not associated, nor has beenassociated in the past, directly or indirectly, with the consultant orany other entity that has prepared the design, specifications, andother sections of this Proposal document. A firm that has beenengaged by the Procuring Agency to provide Services for thepreparation or supervision of the Services, and any of its affiliates,shall not be eligible to Proposal.

3.2 Government-owned enterprises may only participate if they arelegally and financially autonomous, operate under commercial law,and are not a dependent agency of the Government.

3.3 Service providers shall not be under a declaration ofblacklisting by any Government department or Punjab ProcurementRegulatory Authority (PPRA)

3.4 The Procuring Agency permits Service Providers, including

4. Conflict of

Interest

Conflicting

activities

Conflicting

assignments

Conflicting

relationship

Consortiums, Joint Ventures and their individual members to offerservices.

4.1 The Service provider is required to provide professional, objective,and impartial advice, at all times holding the Client’s interestsparamount, strictly avoiding conflicts with other assignments or itsown corporate interests, and acting without any consideration forfuture work.

4.2 The Service provider has an obligation to disclose to the Clientany situation of actual or potential conflict that impacts its capacityto serve the best interest of its Client. Failure to disclose suchsituations may lead to the disqualification of the Service provider orthe termination of its Contract and/or sanctions by the ProcuringAgency.

4.3 Without limitation on the generality of the foregoing, andunless stated otherwise in the Data Sheet, the Service provider shallnot be hired under the circumstances set forth below:

4.3.1 A firm that has been engaged by the Client to providegoods, works or services other than Services for a project,and any of its affiliates, shall be disqualified fromproviding Services related to those goods, works orservices. Conversely, a firm hired to provide Services for thepreparation or implementation of a project, and any of itsaffiliates, shall be disqualified from subsequently providinggoods or works or services other than Services resultingfrom or directly related to the firm’s Services for suchpreparation or implementation. For the purpose of thisparagraph, services other than Services are defined as thoseleading to a measurable physical output, for example surveys,exploratory drilling, aerial photography, and satellite imagery.

4.3.2 Service Provider (including its Personnel and Sub-Service Provider) or any of its affiliates shall not be hiredfor any assignment that, by its nature, may be in conflict withanother assignment of the Service Provider to be executed forthe same or for another Client

4.3.3 A Service Provider (including its Personnel and Sub-Service Provider) that has a business or familyrelationship with a member of the Client’s staff who isdirectly or indirectly involved in any part of (I) the preparationof the Terms of Reference of the assignment, (ii) the selectionprocess for such assignment, or (iii) supervision of theAgreement, may not be awarded an Agreement, unless theconflict stemming from this relationship has been resolved ina manner acceptable to

5. One Proposal

per Service

provider

6. Cost of

Proposal

the Client throughout the selection process and the execution of the Agreement

5.1 Each Service provider shall submit only one Proposal , eitherindividually or as a partner in a joint venture. A Service Providerwho submits or participates in more than one Proposal (otherthan as a subcontractor or in cases of alternatives that have beenpermitted or requested) will cause all the proposals with theService Provider’s participation to be disqualified.

6.1 The Service provider shall bear all costs associated with thepreparation and submission of his Proposal , and theProcuring Agency will in no case be responsible or liable for thosecosts.

7. Site Visit 7.1 The Service Provider, at the Service Provider’s ownresponsibility and risk, is encouraged to visit and examine the

Site of required Services and its surroundings and obtain allinformation that may be necessary for preparing the Proposaland entering into a contract for the Services. The costs ofvisiting the Site shall be at the Service Provider’s ownexpense.


8. Content of

Proposal

Documents

8.1 The set of Proposal documents comprises the documents listed in thetable below and addenda issued in accordance with ITB Clause 10:

Section I Instructions to Service providers (ITB)

Section II Proposal Data Sheet

Section III Proposal Forms

Section IV Scope of Services

Section V Drawings and Specifications

Part II Conditions of Contract and Forms

Section A General Conditions of Contract

Section B Special Conditions of Contract Part III

Appendices

8.2 The Service Provider is expected to examine all instructions,forms, terms, and specifications in the Proposal documents. Failure tofurnish all information required by the Proposal

9. Clarification

of Proposal

Documents

10. Amendment

of Proposal

Documents

documents or to submit a Proposal not substantially responsive to theProposal documents in every respect will be at the Service provider’srisk and may result in the rejection of its. All sections should becompleted and returned with the Proposal in the number of copiesspecified in the BDS.

9.1 A prospective Service Provider requiring any clarification of theProposal documents may notify the Procuring Agency in writing or byemail at the Procuring Agency’s address indicated in theinvitation/advertisement. The Procuring Agency will respond to anyrequest for clarification received earlier than 10 days prior to thedeadline for submission of Proposals. Copies of the ProcuringAgency’s response will be forwarded to all purchasers of the Proposaldocuments, including a description of the inquiry, but withoutidentifying its source.

10.1 Before the deadline for submission of Proposals, the ProcuringAgency may modify the Proposal documents by issuing addenda.

10.2 Any addendum thus issued shall be part of the Proposaldocuments and shall be communicated in writing or by email to allpurchasers of the Proposal documents. Prospective service providersshall acknowledge receipt of each addendum by email to the ProcuringAgency.

10.3 To give prospective service providers reasonable time in which totake an addendum into account in preparing their Proposals, theProcuring Agency shall extend, as necessary, the deadline forsubmission of Proposals, in accordance with ITB Sub-Clause20.2 below.


11. Language of

Proposal

12. Documents

Comprising

the Proposal

11.1 The Proposal prepared by the Service provider, as well as allcorrespondence and documents relating to the Proposalexchanged by the Service provider and the Procuring Agency shall bewritten in the language specified in the BDS. Supporting documentsand printed literature furnished by the Service provider shall be insame language.

12.1 The Proposal submitted by the Service provider shall comprise thefollowing:

12.1.1 Technical and Financial form of Proposal (in the format indicated in Section III);

12.1.2 Proposal Security;

12.1.3 and any other materials required to be completed and submitted by service providers, as specified in the BDS.

13. Proposal

Prices

14. Currencies of

Proposal and

Payment

15. Proposal

Validity

16. Proposal

Security

13.1 The Contract Price shall be paid by the Services Provider in accordancewith details prescribed in Form of Contract and perform the Services,as described Section IV Scope of services of contract and in theSpecifications, Section V.

13.2 The Service provider shall fill in rates and prices for all items of theServices described in the Specifications (or Terms of Reference), andAppendices, if applicable.

13.3 All duties, taxes, and other levies payable by the Service Provider under the Contract, or for any other cause, as of the date 28 days prior to the deadline for submission of Proposals, shall be included in the total Proposal price.

13.4 Not Used

13.5 Not Used

14.1 The price shall be quoted by the Service Provider in the followingcurrencies:

14.1.1 for those inputs to the Services which the Service providerexpects to provide from within Pakistan, the prices shall bequoted in Pak Rupees (PKR), unless otherwise specified in theBDS;

15.1 Proposals shall remain valid for the period specified in the BDS.

15.2 In exceptional circumstances, the Procuring Agency may request thatthe service providers extend the period of validity for a specifiedadditional period. The request and the Service Providers’responses shall be made in writing or by email. A Service Providermay refuse the request without forfeiting the Proposal Security. AService provider agreeing to the request will not be required orpermitted to otherwise modify the Proposal, but will be required toextend the validity of Proposal Security for the period of the extension,and in compliance with ITB Clause 16 in all respects.

16.1 The Service Provider shall furnish Proposal security, as part of theProposal as specified in the BDS.

16.2 The Proposal Security shall be in the amount specified in the

BDS and denominated in Pak Rupees (PKR) and shall:

16.2.1 at the service provider’s option, be in the form of either aletter of credit, or a bank guarantee from a banking institution,or a bond issued by a surety;

16.2.2 be issued by a reputable institution selected by the serviceprovider. If the institution issuing the bond is located outsidePakistan, it shall have a correspondent financial institutionlocated in Pakistan to make it enforceable.

16.2.3 be substantially in accordance with one of the forms ofProposal Security included in Section III, Proposal Forms(TECH 2), or other form approved by the Procuring Agencyprior to Proposal submission;

16.2.4 be payable promptly upon written demand by theProcuring Agency in case the conditions listed in ITB Sub-Clause 16.5 are invoked;

16.2.5 be submitted in its original form; copies will not beaccepted;

16.2.6 remain valid for a period of 28 days beyond the validityperiod of the Proposals, as extended, if applicable, inaccordance with ITB Sub-Clause 15.2;

16.3 If a Proposal Security or a Proposal- Securing Declaration isrequired in accordance with ITB Sub-Clause 16.1, any Proposal notaccompanied by a substantially responsive Proposal Security orProposal Securing Declaration in accordance with ITB Sub- Clause16.1, shall be rejected by the Procuring Agency as non- responsive.

16.4 The Proposal Security of unsuccessful Service providers shall bereturned as promptly as possible upon the successful Serviceprovider’s furnishing of the Performance Security pursuant to ITBClause 35.

16.5 The Proposal Security may be forfeited:

16.5.1 if a Service provider withdraws its Proposal during theperiod of Proposal validity specified by the Service provider onthe Proposal Submission Form, except as provided in ITB Sub-Clause 15.2; or

16.5.2 if the successful Service provider fails to:

16.5.2.1 sign the Contract in accordance with ITB Clause 34;

16.5.2.2 Furnish a Performance Security in accordance withITB Clause 35.

16.6 The Proposal Security of a JV must be in the name of the JV thatsubmits the Proposal. If the JV has not been legally constituted at

17. Alternative

Proposals by

Service

providers

18. Technical and

Financial

Proposal

Format and

Content

the time of proposal submission, the Proposal Security shall be in thenames of all future partners as named in the letter of intent to constitutethe JV.

17.1 Unless otherwise indicated in the BDS, alternative Proposals shall notbe considered.

18.1 The Technical Proposal shall not include any financialinformation. A Technical Proposal containing material financialinformation shall be declared non-responsive.

18.2 The Financial Proposal shall be prepared using the attachedSection III – Proposal Forms (FIN 1-3). It shall list all costs associatedwith the assignment. If appropriate, these costs should be broken downby activity and, if appropriate, into foreign and local expenditures. Allactivities and items described in the Technical Proposal must bepriced separately; activities and items described in the TechnicalProposal but not priced, shall be assumed to be included in the pricesof other activities or items

18.3 The Service Provider may be subject to local taxes (such as: valueadded or sales tax or income tax/sales tax, duties, fees, levies) onamounts payable by the Client under the Agreement. Service Providerwill include and clearly state all such taxes , which it is subject to pay,in the proposal

18.4 Service Provider should express the price of their services inPakistani rupees (PKR)


19. Sealing and

Marking of

Proposals

19.1 The Service provider shall submit a signed and complete Proposalcomprising the documents and forms in accordance with Clause12 (Documents Comprising Proposal). The submission can bedone by mail or by hand. If specified in the Data Sheet, the Serviceprovider has the option of submitting its Proposals electronically.

19.2 An authorized representative of the Service provider shall sign theoriginal submission letters in the required format for both the TechnicalProposal and, if applicable, the Financial Proposals and shall initialall pages of both. The authorization shall be in the form of a writtenpower of attorney attached to the Technical Proposal.

19.3 A Proposal submitted by a Joint Venture shall be signed by all membersso as to be legally binding on all members, or by an authorizedrepresentative who has a written power of attorney

20. Deadline for

Submission of

Proposals

21. Late

Proposals

signed by each member’s authorized representative.

19.4 Any modifications, revisions, interlineations, erasures, oroverwriting shall be valid only if they are signed or initialed by theperson signing the Proposal.

19.5 The signed Proposal shall be marked ―Original”, and its copies

marked ―Copy” as appropriate. The number of copies isindicated in the Data Sheet. All copies shall be made from the signedoriginal. If there are discrepancies between the original and thecopies, the original shall prevail.

19.6 The original and all the copies of the Technical Proposal shall be placedinside of a sealed envelope clearly marked “Technical Proposal”,―[Name of the Assignment]―, reference number, name and

address of the Service provider, and with a warning ―Do Not

Open until 19-07-2017

19.7 Similarly, the original Financial Proposal (if required for the applicableselection method) shall be placed inside of a sealed envelope clearlymarked “Financial Proposal” followed by the name of the

assignment, reference number, name and address of the Service

provider, and with a warning ―Do Not Open With The Technical

Proposal.‖

19.8 The sealed envelopes containing the Technical and Financial Proposalsshall be placed into one outer envelope and sealed. This outerenvelope shall bear the submission address, RFP reference number,

the name of the assignment, Service provider’s name and the

address, and shall be clearly marked ―Do Not Open Before 19-07-

2017.

19.9 If the envelopes and packages with the Proposal are not sealed andmarked as required, the Client will assume no responsibility for themisplacement, loss, or premature opening of the Proposal.

20.1 Proposals shall be delivered to the Procuring Agency at the submissionaddress specified in the BDS no later than the time and date specified

in the BDS.

20.2 The Procuring Agency may extend the deadline for submission ofProposals by issuing an amendment in accordance with ITB Clause 10,in which case all rights and obligations of the Procuring Agency andthe service providers previously subject to the original deadline willthen be subject to the new deadline.

21.1 The Procuring Agency will not receive any Proposal submitted after thedeadline prescribed in ITB Clause 20.

22. Modification 22.1 T h e Service providers may modify or withdraw their Proposals by

and

Withdrawal

of Proposals

giving notice in writing before the deadline prescribed in ITB Clause 20.

22.2 Each Service provider’s modification or withdrawal notice shall beprepared, sealed, marked, and delivered in accordance with ITBClauses 18 and 19, with the outer and inner envelopes additionallymarked “Modification” or “Withdrawal,” as appropriate.

22.3 No Proposal may be modified after the deadline for submission ofProposals.

22.4 Withdrawal of a Proposal between the deadline for submission ofProposals and the expiration of the period of Proposal validityspecified in the BDS or as extended pursuant to ITB Sub-Clause15.2 may result in the forfeiture of the Proposal Security pursuant to ITB Clause 16.


23. Proposal

Opening

24. Technical

Proposals

23.1 The Client’s evaluation committee shall conduct theopening of the Technical Proposals in the presence of the Serviceproviders’ authorized representatives who choose to attend (inperson, or online if this option is offered in the Data Sheet). Theopening date, time and the address are stated in the Data Sheet.The envelopes with the Financial Proposal shall remain sealedand until they are opened in accordance with Clause 19 and 24 ofthe ITB.

23.2 At the opening of the Technical Proposals the following shallbe read out:

23.2.1 the name and the country of the Service provider or, incase of a Joint Venture, the name of the Joint Venture, thename of the lead member and the names and the countriesof all members;

23.2.2 the presence or absence of a duly sealed envelope withthe Financial Proposal;

23.2.3 any modifications to the Proposal submitted prior toproposal submission deadline; and

23.2.4 any other information deemed appropriate or asindicated in the Data Sheet.

24.1 Subject to provision of Clause 19 of the ITB, the evaluators ofthe Technical Proposals shall have no access to the

Evaluation Financial Proposals until the technical evaluation is concluded.

24.2 The Service provider is not permitted to alter or modify itsProposal in any way after the proposal submission deadlineexcept as permitted under Clause 22 of this ITB. Whileevaluating the Proposals, the Client will conduct the evaluationsolely on the basis of the submitted Technical and FinancialProposals.

24.3 The Client’s evaluation committee shall evaluate the TechnicalProposals on the basis of their responsiveness to the Terms ofReference and the RFP, applying the evaluation criteria, sub-criteria, and point system specified in the Data Sheet. Eachresponsive Proposal will be given a technical score. A Proposalshall be rejected at this stage if it does not respond to importantaspects of the RFP or if it fails to achieve the minimum

technical score indicated in the Data Sheet.

25. Opening of

Financial

Proposals

25.1 After the technical evaluation is completed, the Client shall notifythose Service providers whose Proposals were considered non-responsive to the RFP and TOR or did not meet the minimumqualifying technical score (and shall provide information relatingto the Service provider’s overall technical score, as well asscores obtained for each criterion and sub-criterion) that theirFinancial Proposals will be returned unopened after completingthe selection process and Contract signing. The Client shallsimultaneously notify in writing those Service providers thathave achieved the minimum overall technical score andinform them of the date, time and location for the openingof the Financial Proposals. The opening date should allow theService providers sufficient time to make arrangements forattending the opening. The Service provider’s attendance at theopening of the Financial Proposals (in person, or online if suchoption is indicated in the Data Sheet) is optional and is at theService provider’s choice.

25.2 The Financial Proposals shall be opened by the Client’sevaluation committee in the presence of the representatives ofthose Service providers whose proposals have passed theminimum technical score. At the opening, the names of theService providers, and the overall technical scores,including the break-down by criterion, shall be read aloud. TheFinancial Proposals will then be inspected to confirm that theyhave remained sealed and unopened. These Financial Proposalsshall be then opened, and the total

prices read aloud and recorded. Copies of the record shall be sent to all Service providers who submitted Proposals.

Taxes 25.3 The Service provider’s Financial Proposal shall include allapplicable taxes in accordance with the instructions in the DataSheet.

26. Financial

Proposal

Evaluation

27. Process to Be

Transparent

28. Clarification

of Proposals

26. In the case of Least-Cost Selection (LCS), the Client will selectthe Service provider with the lowest evaluated total price amongthose Service providers that achieved the minimum technicalscore, and invite such Service provider to negotiate the Contract

27.1 Information relating to the evaluation and comparison ofProposals and recommendations for the award of a contract shallbe disclosed to service providers 10 days before the award to thesuccessful Service provider is notified.

28.1 To assist in the examination, evaluation, and comparison ofProposals, the Procuring Agency may, at its discretion, ask anyService provider for clarification of the Service provider’sProposal, including breakdowns of the prices in the ActivitySchedule, and other information that the Procuring Agencymay require. The request for clarification and the responseshall be in writing or email, but no change in the price orsubstance of the Proposal shall be sought, offered, or permittedexcept as required to confirm the correction of arithmeticerrors discovered by the Procuring Agency in the evaluation ofthe Proposals in accordance with ITB Clause 30.

28.2 No Service provider shall contact the Procuring Agency on anymatter relating to its Proposal from the time of the Proposalopening to publication of evaluation report. If the Serviceprovider wishes to bring additional information to the notice ofthe Procuring Agency, he should do so in writing.

28.3 Any effort by the Service provider to influencethe Procuring Agency in the Procuring Agency’s Proposalevaluation or contract award decisions may result in the rejectionof the Service provider’s Proposal.

29. Examination of

Proposals and

Determination

of

Responsiveness

30. Correction of

Errors

29.1 Prior to the detailed evaluation of Proposals, the ProcuringAgency will determine whether each Proposal:

29.1.1 Has been properly signed;

29.1.2 Is accompanied by the required securities;

29.1.3 And is substantially responsive to the requirements ofthe Proposal documents.

29.2 A substantially responsive Proposal is one which conforms to allthe terms, conditions, and specifications of the Proposaldocuments, without material deviation or reservation. A materialdeviation or reservation is one:

29.2.1 Which affects in any substantial way the scope,quality, or performance of the Services; or

29.2.2 Which limits in any substantial way, inconsistent withthe Proposal documents, the Procuring

Agency’s rights or the Service provider’s obligationsunder the Contract; or

29.2.3 Whose rectification would affect unfairly thecompetitive position of other service providers presentingsubstantially responsive Proposals.

29.3 If a proposal is not substantially responsive, it will berejected by the Procuring Agency, and may notsubsequently be made responsive by correction or withdrawal ofthe nonconforming deviation or reservation.

30.1 Proposals determined to be substantially responsive will bechecked by the Procuring Agency for any arithmetic errors.Arithmetical errors will be rectified by the Procuring Agency onthe following basis:

30.1.1 If there is a discrepancy between unit prices and the totalprice that is obtained by multiplying the unit price andquantity, the unit price shall prevail, and the total priceshall be corrected;

30.1.2 If there is an error in a total corresponding to the additionor subtraction of subtotals, the subtotals shall prevailand the total shall be corrected;

30.1.3 If there is a discrepancy between the amounts infigures and in words, the amount in words will prevail.

31. Non-

Preferential

Treatment

30.2 The amount stated in the Proposal will be adjusted by theProcuring Agency in accordance with the above procedure forthe correction of errors and, with the concurrence of the Serviceprovider, shall be considered as binding upon the Serviceprovider. If the Service provider does not accept the correctedamount, the Proposal will be rejected, and the Proposal Securitymay be forfeited in accordance with ITB Sub-Clause 16.5.

31.1 No service provider (domestic or foreign) shall be eligible for anymargin of preference in Proposal evaluation.


32. Award

Criteria32.1 The Procuring Agency will award the Contract to the Service provider

whose Proposal has been determined to be substantially responsive tothe Proposal documents and who has offered the lowest evaluatedProposal price, provided that such Service provider has beendetermined to be:

32.1.1 Eligible in accordance with the provisions of ITB Clause3, and

32.1.2 Qualified in accordance with the provisions of ITB Clause24.

33. Procuring 33.1 Notwithstanding ITB Clause 32, the Procuring Agency reservesAgency’s the right to accept all Proposals, or to cancel the selectionRight to process and reject all Proposals, at any time prior to the award ofAccept or Contract, without thereby incurring any liability to the affectedReject all Service provider or service providers or any obligation to informProposals the affected Service provider or service providers of the grounds

for the Procuring Agency’s action.

34. Notification of

Award and

Signing of

Agreement

34.1 The Service provider whose Proposal has been accepted will be notifiedof the award by the Procuring Agency prior to expiration of theProposal validity period by email, confirmed by registered letter fromthe Procuring Agency. This letter (hereinafter and in the Conditions ofContract called the “Letter of Acceptance”) will state services andother particulars that the Procuring Agency will deliver to theService provider in consideration of the execution, completion, andmaintenance of the Services by the Service provider as prescribed bythe Contract

34.2 The notification of award will constitute the formation of the Contract.Expected data and address for award of contract is specified in BDS.

34.3 The Contract, in the form provided in the Proposal documents,

will incorporate all agreements between the Procuring Agency and thesuccessful Service provider. It will be signed by the ProcuringAgency and sent to the successful Service provider along with theLetter of Acceptance. Unless otherwise stated in BDS or Part II,

within 07 days of receipt of the Contract, the successful serviceprovider shall sign the Contract and return it to the ProcuringAgency, together with the required performance security pursuant toClause 35. Furthermore, the selected service provider shall commencethe services by the date specified in BDS.

34.4 Upon fulfilment of ITB Sub-Clause 34.3, the Procuring Agency willpromptly return the Proposal Security of unsuccessful Serviceproviders as soon as possible.

35. Performance

Security

35.1 Unless otherwise stated in BDS or Part II, within 7 days after receipt ofthe Letter of Acceptance, the successful Service provider shall deliverto the Procuring Agency a Performance

Security in the amount and in the form (Bank Guarantee)stipulated in the BDS, denominated in the type and proportionsof currencies in the Letter of Acceptance and in accordance withthe General Conditions of Contract. It will be retained by theProcuring Agency till the successful completion of the contract.

35.2 If the Performance Security is provided by the successful Serviceprovider in the form of a Bank Guarantee, it shall be issuedeither

35.2.1 At the Service provider’s option, by a bank located in thecountry of the Procuring Agency or a foreign bank through acorrespondent bank located in the country of the ProcuringAgency, or

35.2.2 With the agreement of the Procuring Agency directly by aforeign bank acceptable to the Procuring Agency.

35.3 Failure of the successful Service provider to comply with therequirements of ITB Sub-Clause 35.1 shall constitute sufficientgrounds for cancellation of the award and forfeiture of the ProposalSecurity.

36. Arbitration 36.1 Chief Secretary, Government of the Punjab will be the Arbitrator.The decision of the Arbitrator will be final and binding on theProcuring Agency and the Service Provider.

37. Corrupt or

Fraudulent

Practices

37.1 For the purpose of this provision, the terms set forth below define corrupt or fraudulent practices:

37.1.1 ―corrupt practice means the offering, giving, receiving, orsoliciting of anything of value to influence the action of apublic official, service provider or contractor in the procurementprocess or in contract execution to the

detriment of the procuring agency; or misrepresentation of factsin order to influence a procurement process or the execution of acontract;

37.1.2 ―fraudulent practice is any act or omission, includingmisrepresentation, that knowingly or recklessly misleads, orattempts to mislead, a party to obtain financial or other benefitor to avoid an obligation;

37.1.3 ―collusive practices is an arrangement among serviceproviders (prior to or after Proposal submission) designed toestablish Proposal prices at artificial, non-competitive levels forany wrongful gain, and to deprive the procuring agency of thebenefits of free and open competition, and any request for, orsolicitation of anything of value by any public official in thecourse of the exercise of his duty;

37.1.4 ―coercive practices is impairing or harming, orthreatening to impair or harm, directly or indirectly, any personor the property of the person (participant in the selection processor contract execution) to influence improperly the actions of thatperson;

37.1.5 ―obstructive practice is deliberately destroying,falsifying, altering or concealing of evidence material to theinvestigation or making false statements before investigators inorder to materially impede an investigation into allegations of acorrupt, fraudulent, coercive or collusive practice; orthreatening, harassing or intimidating any party to prevent itfrom disclosing its knowledge of matters relevant to theinvestigation or from pursuing the investigation, or actsintended to materially impede the exercise of the Client’sinspection and audit rights.

37.2 The Procuring Agency will reject a proposal for award if it determinesthat the Service provider recommended for award has, directly orthrough an agent, engaged in corrupt, fraudulent, collusive, coercive orobstructive practices in competing for the contract in question;

37.3 The Procuring Agency will declare misprocurement if itdetermines at any time that its representatives were engaged in corrupt,fraudulent, collusive, coercive or obstructive practices during theprocurement or the execution of that contract,;

37.4 The Procuring Agency will sanction a firm, in accordance withprevailing Blacklisting procedures under Punjab Procurement Rules2014, if it at any time determines that they its representatives, directlyor through an agent, were engaged in corrupt, fraudulent, collusive,coercive or obstructive practices in

competing for, or in executing, a contract; and

37.5 The Procuring Agency will have the right, requiring service providers,suppliers, contractors and consultants to permit the Procuring Agencyto inspect their accounts and records and other documents relating tothe Proposal submission and contract performance and to have themaudited by auditors appointed by the Procuring Agency.

Section II. Bid Data Sheet (BDS)

A. General

ITB

clause

reference

2.1 The Procuring Agency is:


2.2 The Intended Date for commencement of services is:

S e v e n d ays a f t e r the a wa r d of c o n t r a c t

2.1 The name and identification number of the Contract is:

HIRING OF FIRMS FOR PROVIDING MANAGEMENT SERVICES FOR TRAFFIC

CONTROL AND PARKING SERVICES

Proposal / Contract Number No:

3.3 A list of debarred/blacklisted firms is available at PPRA’s website:

w w w.pp ra .pun j a b . g ov.pk


8.2 and

19.5

The number of copies of the Proposal to be completed and returned shall be:

O n e (1) o r ig in al


11.1 This document has been issued in the E n g l i sh language. Proposals shall be submitted inEn g l i sh language. All correspondence exchange shall be in E n g l i sh language.

12.1 The Proposal document to be submitted shall comprise the following:

1. T ec hnic a l p ropos a l :

a. Power of Attorney to sign the Proposalb. Tech-1c. Tech-2 d.Tech-3 e.Tech-4 f.Tech-5

http://www.ppra.punjab.gov.pk/

2. Financial proposal:

a. FIN-1b. FIN-2c. FIN-3

3. Proposal Security;

4. and any other materials required to be completed and submitted by service providers

Technical and Financial Proposals shall be sealed separately, both enclosed in one common envelope.

14.1 The currency used for the purpose of this document is:

P KR (Pakist a ni R up ee s)

15.1 The period of Proposal validity shall be 90 days after the deadline for proposal submission specified in the BDS.

16.1 Interested parties shall provide Proposal Security in the shape of :

C D R, D e m a n d D r a f t, P ay Order or Ba n k G u a r a n t e e

16.2 The amount of Proposal Security shall be PKR 400,000 (Four Hundred ThousandPakistani Rupees only).

17.1 Alternative proposal are not permitted.


18 The Procuring Agency’s address for the purpose of Proposal submission is

MAYO HOSPITAL, LAHORE.

For identification of the proposal the envelopes should indicate:

HIRING OF FIRMS FOR PROVIDING MANAGEMENT SERVICES FOR

TRAFFIC CONTROL AND PARKING SERVICES

18.1 The service provider shall NOT have the option of submitting their Proposals

electronically


19 Proposals will be opened at 10:30 AM of the day 12TH May 2017 at office of the

Medical Superintendent, Mayo Hospital Lahore

2. E v a l u a t i on C r it er i a:


Service providers need to get at least 70 marks to qualify for the financial proposal opening. Copies of all the required documents shall be submitted:

MARK

EVALUATION CRITERIAMAXIMUM

MARKS

“C” form registration certificate 10

Experience of 3 years(documentary proof) = 05 Experience of 4 years & more (documentary proof) =10

10

Experience of work 500 beds or more than 500 beds hospital / institutions.

20

Income Tax Return and Sales Tax Return of last three years

10

Audit Report of last three years 10

Registration with Chamber of Commerce &Industry 05

Approach and Methodology 20

Detailed Work Plan and Equipment specifications 15

Financial Proposal shall include all applicable taxes

Service provider shall submit financial model, reflecting revenues and cost(capital, operating) commensurate with Appendix-B (HR, Equipment andsupplies List) Based on this financial forecast, the Service Provider shall proposea lump sum amount payable to the Procuring Agency


20 Expected date and address for Award of Contracts: Date: 15-08-2017

Address:


Expected date for the commencement of the Services:

Seven (07) days after Award of contract.

The Performance Security acceptable to the Procuring Agency shall be the in theStandard Form amounting 10% of the proposed yearly amount of the Contract, inshape of CDR, Demand Draft, Pay Order or Bank Guarantee.

Section III. Proposal Forms

Standard Proposal Forms shall be used for the preparation of the Technical and FinancialProposal according to the instructions provided in Section 2

{Not e s to S e rvi c e pro v i d e rs shown in brackets { } throughout Section 3 provide guidance to theService providers to prepare the Technical Proposal; they should not appear on the Proposals to be

submitted.}

Table of Forms

Technical Proposal – Standard Form

TECH 1: Technical Proposal Submission Form .................................................................32

TECH 2: Proposal Security...................................................................................................34

TECH 3: Team/Staff Composition .......................................................................................35

TECH 4: Approach, Methodology, and Workplan ............................................................36

TECH 5: Organization and Experience...............................................................................37

Financial Proposal – Standard Form

FIN 1: Financial Proposal Submission Form ......................................................................40

FIN 2: Financial Model .........................................................................................................41

FIN 3: Detail Breakdown of Costs........................................................................................42

TECH 1: Technical Proposal Submission Form

[date]

To: Mayo Hospital, Lahore

We, the undersigned, offer to provide the requested services as in accordancewith your Request for Proposal dated [insert date here] . We are hereby

submitting our Proposal, which includes this Technical Proposal, and a FinancialProposal sealed under a separate envelope.

We are submitting our Proposal in association with: [Insert a list with full name and

address of each associated Service Provider (if any, otherwise delete this line)]

We hereby declare that:(a) All the information and statements made in this Proposal are true and we accept

that any misinterpretation or misrepresentation contained in this Proposal may lead toour disqualification by the Client and/or may be sanctioned by the Procuring Agency.

(b) Our Proposal shall be valid and remain binding upon us for the period of timespecified in the Data Sheet, Clause 15.1.

(c) We have no conflict of interest in accordance with ITC 4.(d) We meet the eligibility requirements as stated in ITC 3, and we confirm our

understanding of our obligation to abide by the policy in regard to corrupt andfraudulent practices as per ITC 37.

(g) Our Proposal is binding upon us and subject to any modifications resulting fromthe Contract negotiations.

We undertake, if our Proposal is accepted and the Contract is signed, to initiate the Services relatedto the assignment no later than the date indicated in Clause 34.2 and 34.3 of the Data Sheet.

We understand that the Client is not bound to accept any Proposal that the Client receives.

Yours sincerely,

Authorized Signature {In full and initials}: Name and Title of Signatory: Name of Service Provider (company’s name or JV’s name):Address: Contact information (phone and e-mail):

{For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached}

TECH 2: Proposal Security

(Proposal Security to be furnished by the Service provider in the amount specified in Data sheetin the form of Demand Draft. Pay order or CDR)

TECH 3: Team/Staff Composition

{Please describe the structure and composition of your team/staff, including the list of the administrative and support staff. Share complete details, required in the form below, of staff that will be deployed for this service from existing staff on payroll of service provider. For new hiring, only list number, hiring methodology, time frame and criteria for hiring}

TECH 4: Approach, Methodology, and Workplan

A description of the approach, methodology and work plan for performing the assignment, includinga detailed description of the proposed methodology and staffing for training, if the Terms ofReference specify training as a specific component of the assignment.

{Suggested structure of this section}:

a) Technical Approach and Methodologyb) Work Plan (you may include CAD designs and details of plans, specifically asked in scope,

in this section)

a) Approa c h a n d M e t h odo l og y . {Please explain your understanding of the objectives of theassignment as outlined in the Terms of Reference (TORs), the technical approach, and themethodology you would adopt for implementing the tasks to deliver the expected output(s),and the degree of detail of such output. P le a se do not r e p ea t / c o p y the T ORs i n h e r e . }

b) Work Pla n . {Please outline the plan for the implementation of the mainactivities/tasks of the assignment, their content and duration, phasing and interrelations,milestones, if any (including interim approvals by the Client). The proposed work planshould be consistent with the technical approach and methodology, showing yourunderstanding of the TOR and ability to translate them into a feasible working plan.}

c) Equipment Specification. {Please describe the specifications of equipment which needs to beprocured and installed as described in Section IV, “Scope of Services” that will be used for thepurpose of this project. You may attach brochures of equipment. Please also specify thequantity of equipment that you are proposing. After award of contract, service provider will bebound to provide the quantity and quality of equipment specified by him in this section}

TECH 5: Organization and Experience

1. Individual

Service

providers or

Individual

Members of

Joint Ventures

1.1 Constitution or legal status of Service provider: [attach copy]

Place of registration: [insert]

Principal place of business: [insert]

Power of attorney of signatory of Proposal: [attach]

1.2 Total annual volume of Services performed in five years, in thecurrency specified in the BDS: [insert]

1.3 Services performed as prime Service Provider on the provision ofServices of a similar nature and volume over the last five years.The values should be indicated in the same currency used for Item1.2 above. Also list details of work under way or committed,including expected completion date.

Name of clientand country

Type of Services provided(brief description) and year of

completion

Duration Value of contract

{e.g., Ministry of......}

{e.g., “Improvement qualityof...............”: designed masterplan for rationalization of ........; }

e.g., Jan.2011–Apr.2012} – 15Months

{e.g., PKR 3 mill}

1.4 Major items of Service Provider's Equipment proposed forcarrying out the Services. List all information regarding equipmentrequired in Section V (Specification)/ Annexure B.

Item orEquipment

Description, makeand age

Condition (new, good,poor) and numberavailable

Owned, leased orpurchased

2. Joint Ventures 2.1 The information listed in 1.1 - 1.4 above shall be provided for each partner of the joint venture.

2.2 The information in 1.12 above shall be provided for the jointventure.

2.3 Attach the power of attorney of the signatory(ies) of theProposal authorizing signature of the Proposal on behalf of the jointventure.

2.4 Attach the Agreement among all partners of the joint venture(and which is legally binding on all partners), which shows that

(a) all partners shall be jointly and severally liable for the executionof the Contract in accordance with the Contract terms;

(b) one of the partners will be nominated as being in charge,authorized to incur liabilities, and receive instructions for andon behalf of any and all partners of the joint venture; and

(c) the execution of the entire Contract, including payment, shall bedone exclusively with the partner in charge.

3. Additional

Requirements3.1 Service providers should provide any additional information

required in the BDS and to fulfill the requirements of ITB Sub-Clause 4.1, if applicable.

0

CHECKLIST OF

FORMS

Required(√)

FORM DESCRIPTION

Page Limit

√ TECH 1 Technical Proposal Submission Form. N/A

“√ “ Ifapplicable

TECH1

Attachment

If the Proposal is submitted by a joint venture,attach a letter of intent or a copy of an existing agreement.

N/A

“√” Ifapplicable

Power ofAttorney

No pre-set format/form. In the case of a JointVenture/consortium, several are required: a power of attorney for the authorized representative of each JV member, and a power of attorney for the representative of the lead member to represent all JV members

N/A

√ TECH 2 Proposal Security Form N/A

√ TECH 5 Service provider’s Organization and Experience. N/A

√ TECH 4 Description of the Approach, Methodology, andWork Plan for Performing the Assignment

N/A

√ TECH 3 Team Composition, Key Experts, admin staff etc N/A

FIN 1: Financial Proposal Submission Form

To: [Name and address of Client]

Dear Sirs:

{Location, Date}

We, the undersigned, offer to provide the services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal.

Our attached Financial Proposal is for the amount of {Indicate the corresponding amount(s)currency(ies)} {Insert amount(s) in words and figures}, inclusive of all taxes in accordance with

Clause 25.3 in the Data Sheet. The estimated amount of taxes is {Insert currency} {Insert amount inwords and figures} which shall be confirmed or adjusted, if needed, during negotiations. {Please notethat all amounts shall be the same as in Form FIN-2}.

Our Financial Proposal shall be binding upon us subject to the modifications resulting fromContract negotiations, up to expiration of the validity period of the Proposal, i.e. before the dateindicated in Clause 15.1 of the Data Sheet.

No commissions or gratuities have been or are to be paid by us to agents or any third partyrelating to this Proposal and Contract execution.

We understand you are not bound to accept any Proposal you receive. We

remain,

Yours sincerely,

Authorized Signature {In full and initials}: Name and Title of Signatory: In the capacity of: Address: E-mail:

{For a joint venture, either all members shall sign or only the leadmember/Consultant, in which case the power of attorney to sign on behalf of all membersshall be attached}

FIN 2: Financial Model

Cost

{Service provider must state the proposed amount for financial evaluation in accordance with Clause 14 of

the Data Sheet}

{Insert Currency}

Total amount paid to the Procuring Agency for the1st Year

Total amount paid to the Procuring Agency for the2nd Year

Total amount paid to the Procuring Agency for the3rd Year

*T o t a l Amount of the Contract

* Inclusive of all applicable taxes. Service provider may give breakdown of cost, revenue from

parking services and tax amount separately for clarification. Rate for additional services, if any,

shall be mentioned separately in Annexure C.

The Financial assessment shall be done on the Total Amount of the Contract

FIN 3: Detail Breakdown of Costs2

SECTION IV. SCOPE OF SERVICES

1. Introduction:

The Service Provider shall provide, render and ensure Parking Control and Parking Services as

assigned by the Authority on round-the-clock basis, 24 hours per day, 7 days per week including

Sundays and holidays. The Service Provider shall be required to perform at its own cost, all works

and service which are necessary to manage the traffic control and parking facilities including but not

limited to, designing, procurement, construction & development of designated parking facilities,

procurement and installation of E-Ticketing Machine, CCTV cameras, vehicle surveillance system,

parking security regarding vehicles and other duties as outlined in this Scope of Services. Unless

directed by Authority, the requirements of this shall continue uninterrupted despite strikes, threats

of strikes or walkouts, terrorist activities, emergencies, and adverse weather conditions or

disasters (natural, deliberate, or accidental).


a. Mayo Hospital Lahore

Mayo Hospital Lahore is located near to Neela Gumbad, Nisbat Road, Lahore.

3. Scope of Service for Traffic Control & Parking Services

The Service Provider shall have to provide round-the-clock traffic control and parking services in the

vicinity of Mayo Hospital Lahore.

The Scope of works including but not limited to the following;

i. Develop a parking and visitor management plan in coordination with Mayo Hospital management

ii. Provision of Parking Facilities and Maintenance (detailed TORs on parking below).

iii. Regulate parking area by providing parking attendants to work in parking area, located in the

hospital facility.

iv. Undertake basic development of parking facilities including the parking barriers (where required),

signage and demarcation of parking areas. The Service Provider shall use existing parking facilities,

where available, and develop new where necessary.

v. Parking for each facility in zone may or may not be awarded at time of contract. The decision lies

with Procuring Agency

vi. The Service Provider shall be responsible for the appointment of qualified and skilled staff to

perform the Services under this Contract.

3.1 Installation and Development Works:

The Service Provider shall perform the works which includes but not limited to;

3.1.1 Installation of E-Ticketing machine, Enforcement (Enforcement Officers deployedon foot, Car or removal Truck), Clamping & Removals, Enforcement ControlCentre along with software & hardware, and multi-purpose vehicle counting.

3.1.2 Installation and provision of Vehicle Surveillance Systems – An effective and fastmethod to scan under the vehicles.

3.1.3 Installation of Road Blockers and Tire Busters, where required, as per the trafficmanagement plan.

3.1.4 Infrastructure development of designated parking areas which includes but notlimited to leveling of allocated land, installation of road pavers, installation of curbstone as dividers, road lining & painting.

3.1.5 Installation of Gates Barrier / Lift Arm Gates / Slide Gates / Swing Gates, for theefficient management of traffic.

3.1.6 Setup of Command and Control Centre / Monitoring Room3.1.7 Install surveillance CCTV camera at necessary location which includes but not

limited to entry and exit points, parking facility areas, Outpatient Department,emergency, to monitor traffic flow and parking areas.

3.2. Operations and Maintenance:

3.2.1 The Service Provider will develop and modify, from time to time, a detailedoperating plan for the Parking System. The Operating Plan will detail all aspectsof operations including but not limited to branding, signage, geometric designenforcement, facility maintenance, and customer service procedures.

3.2.2 The Service Provider will incorporate suggestions from Client on the OperatingPlan and Parking Management Plans and operate the Parking System inaccordance with the approved Operating Plan and Parking Management Plans.

3.2.3 Ensure that the flow of traffic is maintained without any hindrance and thatthe vehicles are not allowed to violate lane/slot displayed in the ParkingArea.

3.2.4 The Service Provider shall assign uniformed staff members with equipment toeach facility to perform required services during the designated hours of operationand to open and close each parking facility at the times designated by theHospital.

3.2.5 The Service Provider will be responsible for security staffing in the parking areaand for all the vehicles parked in the parking facility.

3.2.6 The Service Provider will perform all essential security check, including but notlimited to mirror checking, other surveillance and checking procedures with duediligence on all vehicles entering the parking facility.

3.2.7 Parking shall be free and reserved only for staff members and othergovernment officers/officials. The service provider will not collect anycharges for the parking for such staff and government officials.

3.2.8 The Service Provider shall promptly notify any hazardous conditions that mightappear to warrant action and report these conditions first by telephone to thesecurity team in place, or if necessary to the authorized representative of thehospital.

3.2.9 Bear all expenses towards operation of the Parking System through the entireperiod and not claim any additional expenses.

3.2.10 Maintain the facility parking plan to include visitor and staff access to thefacility.

3.2.11 Parking plan should include clear signage and direction indicators for staffparking, ambulance and visitor parking and none of the vehicles from eachdesignated area should block ways for other vehicles.

3.2.12 The Service Provider shall at minimum provide dedicated staff at the entry andexit points, emergency department, outpatient department, pharmacies, cafeteria orany other area deemed necessary by the Service Provider to ensure smooth flow oftraffic.

3.2.13 The Service Provider shall be responsible keep parking facilities clean.

3.2.14 The Service Provider shall discourage parking at undesignated areas and shall takeappropriate action to ensure smooth traffic flow

3.2.15 The equipment, infrastructure, buildings or any other facilities developed underthis Contract shall remain the property of Procuring Agency even after the expiryor completion of the Contract.

3.2.16 The Service Provider shall issue token to every vehicle entered or parked vicinityof the Hospital and will be responsible for their safety and protection. In case ofany loss or damage of motor car, motorcycle or cycle (excluding natural climate)the Service Provider shall compensate the affectee accordingly.

3.2.17 The Service Provider shall provide identity cards to their working force.

3.2.18 The Service Provider shall be responsible for any damage to fixture ofpremises under his possession due to his negligence.

3.2.19 The Service Provider shall not allow any commercial vehicle to park in thevicinity of Mayo Hospital

SECTION V. DRAWINGS AND

SPECIFICATIONS

LIST OF DESIGNS AND

SPECIFICATIONS

[PROCURING AGENCY SHALL PROVIDE BASIC PARKING LAYOUTS AND THE TRAFFICCONTROL AND MANAGEMENT PLAN][PROCURING AGENCY SHALL ALSO PROVIDE GENERAL SPECIFICATION OF THEEQUIPMENT TO BE INSTALLED FOR THE TRAFFIC CONTROL AND PARKINGMANAGEMENT]

Part II – Conditions of Contract and

Forms

D R A F T C O N T R A C T

Traffic Control and Parking

Services

Contents

Part II – Conditions of Contract and Forms ...................................................................... 60

Preface .................................................................................................................................... 64

Letter of Acceptance ............................................................................................................. 65

Form of Contract................................................................................................................... 66

Section A: General Conditions of Contract (GCC) ........................................................... 68

1. General Provisions............................................................................................................ 681.1 Definitions....................................................................................................... 681.2 Applicable Law ............................................................................................... 691.3 Language ......................................................................................................... 691.4 Notices............................................................................................................. 691.5 Location........................................................................................................... 691.6 Authorized Representatives ............................................................................ 691.7 Inspection and Audit by the Procuring Agency .............................................. 701.8 Taxes and Duties ............................................................................................. 702. Commencement, Completion, Modification, and Termination of Contract..................... 70

2.1 Effectiveness of Contract ................................................................................ 702.3 Intended Completion Date .............................................................................. 702.4 Modification .................................................................................................... 702.5 Force Majeure ................................................................................................. 702.6 Termination ..................................................................................................... 713. Obligations of the Service Provider.................................................................................. 73

3.1 General ............................................................................................................ 733.2 Conflict of Interests ......................................................................................... 733.3 Confidentiality ................................................................................................ 743.4 Insurance to be Taken Out by the Service Provider........................................ 743.5 Service Provider’s Actions Requiring Procuring agency’s Prior Approval ... 743.6 Reporting Obligations ..................................................................................... 743.7 Documents Prepared by the Service Provider to Be the Property of the

Procuring agency............................................................................................. 743.8 Liquidated Damages........................................................................................ 753.9 Performance Security ...................................................................................... 754. Service Provider’s Personnel............................................................................................ 75

4.1 Description of Personnel ................................................................................. 764.2 Removal and/or Replacement of Personnel .................................................... 765. Obligations of the Procuring agency ................................................................................ 765.1 Assistance and Exemptions............................................................................. 765.2 Change in the Applicable Law ........................................................................ 765.3 Services and Facilities..................................................................................... 766. Payments Terms ………………….................................................................................... 766.2 Contract Price.................................................................................................. 77

6.3 Payment for Additional Services .................................................................... 777. Quality Control ................................................................................................................. 77

7.1 Identifying Defects .......................................................................................... 777.2 Correction of Deficiencies, and Non-Performance Penalty .......................... 77

8. Settlement of Disputes ...................................................................................................... 778.1 Amicable Settlement ....................................................................................... 778.2 Dispute Settlement .......................................................................................... 77

Section B. Special Conditions of Contract ......................................................................... 79

Section C: Scope of Services ................................................................................................. 81

Part III – Appendices............................................................................................................ 82

Preface

1. The standard Contract form consists of four parts: the Form of Contract to be signed by the Clientand the Service Provider, the General Conditions of Contract (GCC); the Special Conditions ofContract (SCC); and the Appendices.

2. The General Conditions of Contract shall not be modified. The Special Conditions of Contractthat contain clauses specific to each Contract intend to supplement, but not over- write orotherwise contradict, the General Conditions.

3. Full requirements, terms and conditions of the agreement will be agreed duringclarification with the technical responsive service providers. The form and content of thenegotiated contract are expected to conform closely to the draft Contract Agreement asincluded in these Proposal Documents. Service Providers will be expected to address all ofthe aspects of the General Conditions of Concession Contract in their submissions

Letter of Acceptance


[date]

To: [name and address of the Service provider]

This is to notify you that your Proposal dated [date] for execution of the [name of the Contract and

identification number, as given in the Special Conditions of Contract] for the Contract Amount of [in

numbers and words] , as corrected and modified in accordance with the Instructions to Serviceproviders is hereby accepted by our Agency.

You are hereby instructed to proceed with the execution of the said contract for the provision ofServices in accordance with the Contract documents.

Please return the attached Contract dully signed

Authorized Signature: Name and Title of Signatory: Name of Agency:

Attachment: Contract

Form of Contract


This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of[month], [year], between,

Medical Superintendent, Mayo Hospital Lahore (hereinafter called the “Procuring Agency”) and[name of Service Provider] having its registered office at (insert address of the Service Provider)(hereinafter called the “Service Provider”).

The Procuring Agency and the Service Provider hereinafter referred to individually as “Party” andcollectively as the “Parties”

WHEREAS

(a) the Procuring agency has requested the Service Provider to provide certain services asdefined in the Scope of Services attached to this Contract (hereinafter called the“Services”);

(b) the Service Provider, having represented to the Procuring agency that they havethe required professional skills, technical and financial resources, have agreed toprovide the Services on the terms and conditions set forth in this Contract foramount of……………………;

NOW THEREFORE the parties hereto hereby agree as follows:

1. The following documents shall be deemed to form and be read and construed as part of this Agreement, and the priority of the documents shall be as follows:

(a) the Letter of Acceptance;

(b) this Form of Contract

(c) the Special Conditions of Contract;

(d) the General Conditions of Contract;

(e) the Scope of Services;

(f) Performance Specifications and Drawings;

(g) Annexures; and

(h) the Service Provider’s Proposal.

2. The mutual rights and obligations of the Procuring agency and the Service Provider shall beas set forth in the Contract, in particular:

(a) the Service Provider shall carry out the Services in accordance with the Scope of Service and provisions of the Contract; and

(b) the Service Provider shall charge the parking rates in accordance with following table;

(c) the Procuring agency shall provide the possession of parking areas to the ServiceProvider in accordance with the provisions of the Contract.

(d) the Service Provider shall pay an amount [INSERT AMOUNT] for the 1st year,[INSERT AMOUNT] for the 2nd year and [INSERT AMOUNT] for the 3rd year to theProcuring Agency in accordance with the below mentioned payment schedule;

Sr.

No.Year of Contract Amount in Pak Rupees Date of Payment

1.

1st year of Contract

1st Installment of 25% of1st year contract amount

Upon Signing of theContract

2.2nd Installment of 25%of 1st year of Contractamount

Within 90 days of thesigning of the Contract

3.3rd Installment of 50% of1st year of Contractamount


4.

2nd Year of Contract

1st Installment of 50% of2nd year contract amount

Within 30 days after thecompletion of 1st year

5.2nd Installment of 25%of 2nd year of Contractamount


6.3rd Installment of 25% of2nd year of Contractamount


7.

3rd Year of Contract

1st Installment of 50% of3rd year contract amount

Within 30 days after thecompletion of 2nd year

8.2nd Installment of 25%of 3rd year of Contractamount


9.3rd Installment of 25% of3rd year of Contractamount


Sr. No. Detail of Vehicles Parking Fee

1 Car / Jeep Rs. 30.002 Motorcycle / Scooter / Rickshaw Rs. 10.003 Cycle Rs. 5.00

,

(e) The Service Provider shall deposit income tax in advance, at the rate of 10 % of thecontract amount for such respective year with the 1st installment of each year.

(f) the Service Provider shall provide Performance Security @ 10% of the proposed

yearly amount of the Contract. The Performance Security shall be extended eachyear before 28 days of its expiry date and will be remained with the ProcuringAgency till the satisfactory completion of contractual obligation. In case if, theService Provider offers varied yearly contract amounts, the Performance Securityshall also be adjusted accordingly.

3. The duration of the Contract shall be three (3) years commencing from the signing ofthis Agreement. The Agreement may be extended for a period as mutually agreed by theParties in writing.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.

For and on behalf of [name of Procuring agency]


For and on behalf of [name of Service Provider]


[Note: If the Service Provider consists of more than one entity, all these entities should appear

as signatories, e.g., in the following manner:]

For and on behalf of each of the Members of the Service Provider

[name of member]


[name of member]


Section A: General Conditions of Contract (GCC)

1. General Provisions

1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:

a) The Arbitrator is the person as provided in SCC.

b) “Contract” means the Contract signed by the Parties, to which theseGeneral Conditions of Contract (GCC) are attached, together with allthe documents listed in Clause 1 of such signed Contract;

c) “Contract Price” means the price to be paid for the performanceof the Services, in accordance with Clause 6;

d) “Dayworks” means varied work inputs subject to payment on a timebasis for the Service Provider’s employees and equipment, in

addition to payments for associated materials andadministration.

e) “Procuring agency” means the party who employs the ServiceProvider

f) “Foreign Currency” means any currency other than the currencyof the country of the Procuring agency;

g) “GCC” means these General Conditions of Contract;

h) “Government” means the Government of the Punjab;

i) “Local Currency” means Pak Rupee (PKR);

j) “Member,” in case the Service Provider consist of a jointventure of more than one entity, means any of these entities;“Members” means all these entities, and “Member in Charge” meansthe entity specified in the Special Conditions to act on their behalf inexercising all the Service Provider’ rights and obligations towards theProcuring agency under this Contract;

k) “Party” means the Procuring agency or the Service Provider, asthe case may be, and “Parties” means both of them;

l) “Personnel” means persons hired by the Service Provider or by anySubcontractor as employees and assigned to the

performance of the Services or any part thereof;

m) “Service Provider” is a person or corporate body whose Proposalto provide the Services has been accepted by the Procuring agency;

n) “Service Provider’s Proposal” means the completed Proposaldocument submitted by the Service Provider to the Procuring agency

o) “SCC” means the Special Conditions of Contract by which theGCC may be amended or supplemented;

p) “Specifications” means the specifications of the service included in theProposal document submitted by the Service Provider to the Procuringagency

q) “Services” means the work to be performed by the Service Providerpursuant to this Contract, as described in Section C – Scope ofservices, Proposal document and attached Annexure “Subcontractor”means any entity to which the Service Provider subcontracts any partof the Services in accordance with the provisions of Sub-Clauses 3.5and 4.

1.2 Applicable Law The Contract shall be interpreted in accordance with the laws ofIslamic Republic of Pakistan.

1.3 Language This Contract has been executed in the language specified in the SCC,

which shall be the binding and controlling language for all matters relatingto the meaning or interpretation of this Contract.

1.4 Notices Any notice, request, or consent made pursuant to this Contract shall be inwriting and shall be deemed to have been made when delivered in personto an authorized representative of the Party to whom the communication isaddressed, or when sent by registered mail, telex, telegram, or facsimile tosuch Party at the address specified in the SCC.

1.5 Location The Services shall be performed at such locations as are specified in SectionC – Scope of services and/or Appendix D, in the specifications and, wherethe location of a particular task is not so specified, at such locations,whether in the Government’s country or elsewhere, as the Procuringagency may approve.

1.6 Authorized

RepresentativesAny action required or permitted to be taken, and any document requiredor permitted to be executed, under this Contract by the Procuring agencyor the Service Provider may be taken or executed by the officials specified

in the SCC.

1.7 Inspection and

Audit by the

Procuring

Agency

The Service Provider shall permit the Procuring Agency to inspect itsaccounts and records relating to the performance of the Services and tohave them audited by auditors appointed by the Procuring Agency, if sorequired.

1.8 Taxes and

DutiesThe Service Provider, Subcontractors, and their Personnel shall pay suchtaxes, duties, fees, and other impositions as may be levied under theApplicable Law

2. Commencement, Completion, Modification, and Termination of

Contract

2.1 Effectiveness of

Contract

2.2 Commencement

of Services

2.2.1 Work

Program

2.2.2 Starting

Date

2.3 Intended

Completion Date

This Contract shall come into effect on the date the Contract is signed byboth parties or such other later date as may be stated in the SCC.

Before commencement of the Services, the Service Provider shall submitto the Procuring agency for approval a Work Program showing thegeneral methods, arrangements, order and timing for all activities. TheServices shall be carried out in accordance with the approved WorkProgram as updated.

The Service Provider shall start carrying out the Services seven (07) daysafter the date of the Contract becomes effective, or at such other date asmay be specified in the SCC.

Unless terminated earlier pursuant to Sub-Clause 2.6, the Service Providershall complete the activities by the Intended Completion Date, as isspecified in the SCC. If the Service Provider does not complete theactivities by the Intended Completion Date, it shall be liable to payliquidated damage as per Sub-Clause 3.8. In this case, the CompletionDate will be the date of completion of all activities.

2.4 Modification Modification of the terms and conditions of this Contract, including anymodification of the scope of the Services or of the Contract Price, mayonly be made by written agreement between the Parties.

2.5 Force Majeure

2.5.1 Definition For the purposes of this Contract, “Force Majeure” means an eventwhich is beyond the reasonable control of a Party and which makes aParty’s performance of its obligations under the Contract impossible or soimpractical as to be considered impossible under the circumstances.

2.5.2 No Breach of

Contract

2.5.3 Extension

of Time

The failure of a Party to fulfill any of its obligations under the contractshall not be considered to be a breach of, or default under, this Contractinsofar as such inability arises from an event of Force Majeure, providedthat the Party affected by such an event (a) has taken all reasonableprecautions, due care and reasonable alternative measures in order to carryout the terms and conditions of this Contract, and (b) has informed theother Party as soon as possible about the occurrence of such an event.

Any period within which a Party shall, pursuant to this Contract, completeany action or task, shall be extended for a period equal to the time duringwhich such Party was unable to perform such action as a result of ForceMajeure.

2.6 Termination

2.6.1 By the

Procuring

agency

The Procuring agency may terminate this Contract, by not less than thirty(30) days’ written notice of termination to the Service Provider, to begiven after the occurrence of any of the events specified inparagraphs (a) through (d) of this Sub-Clause 2.6.1:

(a) if the Service Provider does not remedy a failure in the performanceof its obligations under the Contract, within twenty-one (21) daysafter being notified or within any further period as the Procuringagency may have subsequently approved in writing;

(b) if the Service Provider become insolvent or bankrupt;

(c) if, as the result of Force Majeure, the Service Provider isunable to perform a material portion of the Services for a period ofnot less forty-five (45) days; or

(d) if the Service Provider, in the judgment of the Procuringagency has engaged in corrupt or fraudulent practices in competingfor or in executing the Contract. For the purpose of this sub-clause,the terms set forth constitute corrupt or fraudulent activity:

i. “corrupt practice” means the offering, giving, receiving, orsoliciting of anything of value to influence the action of a publicofficial, service provider or contractor in the procurementprocess or in contract execution to the detriment of theprocuring agency; or misrepresentation of facts in order toinfluence a procurement process or the execution of a contract;

ii. “fraudulent practice” is any act or omission, includingmisrepresentation, that knowingly or recklessly misleads,

2.6.2 By the

Service

Provider

or attempts to mislead, a party to obtain financial or other benefit or to avoid an obligation;

iii. “collusive practices” is an arrangement among serviceproviders (prior to or after proposal submission) designed toestablish proposal prices at artificial, non-competitive levels forany wrongful gain, and to deprive the procuring agency of thebenefits of free and open competition, and any request for, orsolicitation of anything of value by any public official in thecourse of the exercise of his duty;

iv. “coercive practices” is impairing or harming, or threatening to impairor harm, directly or indirectly, any person or the property of theperson (participant in the selection process or contractexecution) to influence improperly the actions of that person;

v. “obstructive practice” is deliberately destroying, falsifying,altering or concealing of evidence material to the investigationor making false statements before investigators in order tomaterially impede an investigation into allegations of acorrupt, fraudulent, coercive or collusive practice; orthreatening, harassing or intimidating any party to prevent itfrom disclosing its knowledge of matters relevant to theinvestigation or from pursuing the investigation, or actsintended to materially impede the exercise of the Client’sinspection and audit rights.

The Service Provider may terminate this Contract, by not less than thirty(30) days’ written notice to the Procuring agency, such notice to be givenafter the occurrence of any of the events specified in paragraphs (a) and(b) of this Sub-Clause 2.6.2:

(a) NOT USED

(b) if, as the result of Force Majeure, the Service Provider isunable to perform a material portion of the Services for a period ofnot less than sixty (60) days

2.6.3 Suspension

of PaymentNOT USED

3. Obligations of the Service Provider

3.1 General The Service Provider shall perform the Services in accordance with theSpecifications and Scope of Services, and carry out its obligations withall due diligence, efficiency, and economy, in accordance with generallyaccepted professional techniques and practices, and shall observe soundmanagement practices, and employ appropriate advanced technology andsafe methods. The Service Provider shall always act, in respect of anymatter relating to this Contract or to the Services, as faithful adviser tothe Procuring agency, and shall at all times support and safeguard theProcuring agency’s legitimate interests in any dealings withSubcontractors or third parties.

3.2 Conflict of

Interests

3.2.1 Service

Provider

Not to

Benefit

from

Commissio

ns and

Discounts.

3.2.2 Service

Provider

and

Affiliates

Not to be

Otherwise

Interested

in Project

The remuneration of the Service Provider pursuant to Clause 6 shallconstitute the Service Provider’s sole remuneration in connection withthis Contract or the Services, and the Service Provider shall not accept fortheir own benefit any trade commission, discount, or similar payment inconnection with activities pursuant to this Contract or to the Servicesor in the discharge of their obligations under the Contract, and theService Provider shall use their best efforts to ensure that the Personnel,any Subcontractors, and agents of either of them similarly shall notreceive any such additional remuneration.

The Service Provider agree that, during the term of this Contract andafter its termination, the Service Provider and its affiliates, as well as anySubcontractor and any of its affiliates, shall be disqualified fromproviding goods, works, or Services (other than the Services and anycontinuation thereof) for any project resulting from or closely related tothe Services.

3.2.3 Prohibition

of

Conflicting

Activities

Neither the Service Provider nor its Subcontractors nor the Personnelshall engage, either directly or indirectly, in any of the followingactivities:

(a) during the term of this Contract, any business or professionalactivities which would conflict with the activities assigned to themunder this Contract;

(b) during the term of this Contract, neither the Service Provider northeir Subcontractors shall hire such public employees, in activeduty or on any type of leave, which would conflict with theactivities assigned to service provider to perform any activity underthis Contract;

(c) after the termination of this Contract, such other activities as may bespecified in the SCC.

3.3 Confidentiality The Service Provider, its Subcontractors, and the Personnel of either ofthem shall not, either during the term or within two (2) years after theexpiration of this Contract, disclose any proprietary or confidentialinformation relating to the Project, the Services, this Contract, or theProcuring agency’s business or operations without the prior writtenconsent of the Procuring agency.

3.4 Insurance to be

Taken Out by

the Service

Provider

3.5 Service

Provider’s

Actions

Requiring

Procuring

agency’s Prior

Approval

3.6 Reporting

Obligations

3.7 Documents

Prepared by the

Service

The Service Provider (a) may take out and maintain, and shall causeany Subcontractors to take out and maintain, at its (or theSubcontractors’, as the case may be) own cost but on terms andconditions approved by the Procuring agency, insurance against the risks,and for the coverage, as shall be specified in the SCC; and (b) at theProcuring agency’s request, shall provide evidence to the Procuringagency showing that such insurance has been taken out and maintainedand that the current premiums have been paid.

The Service Provider shall obtain the Procuring Agency’s prior approvalin writing before taking any of the following actions:

(a) entering into a subcontract for the performance of any part of the Services,

(b) appointing such members of the Personnel not listed by name in Scope (“Key Personnel”),

(c) changing the Program of activities; and

(d) any other action that may be specified in the SCC.

The Service Provider shall submit to the Procuring agency the reportsand documents specified in Scope in the form, in the numbers, and withinthe periods set forth in the said scope.

All plans, drawings, specifications, designs, reports, and other documentsand software submitted by the Service Provider in accordance with Sub-Clause 3.6 shall become and remain the

Provider to Be

the Property of

the Procuring

agency

property of the Procuring agency, and the Service Provider shall, notlater than upon termination or expiration of this Contract, deliver allsuch documents and software to the Procuring agency, together with adetailed inventory thereof. The Service Provider may retain a copy ofsuch documents and software. Restrictions about the future use ofthese documents, if any, shall be specified in the SCC.

3.8 Liquidated

Damages

3.8.1 Payments of

Liquidated

Damages

3.8.2 Correction

for Over-

payment

3.8.3 Liquidated

Damages due

to Lack of

performance

3.9 Performance

Security

The Service Provider shall pay liquidated damages to the Procuringagency at the rate per day stated in the SCC for each day that theCompletion Date is later than the Intended Completion Date. The totalamount of liquidated damages shall not exceed the amount defined in the

SCC. Payment of liquidated damages shall not affect the ServiceProvider’s liabilities.

NOT USED

If the Service Provider has not corrected a Defect within the timespecified in the Procuring agency’s notice, a liquidated damage for lackof performance will be paid by the Service Provider. The amount to bepaid will be specified in the SCC.

The Service Provider shall provide the Performance Security to theProcuring agency no later than 07 days of the issuance of Letter ofAcceptance or any other date specified in the Letter of acceptance. ThePerformance Security shall be issued in an amount and form and by abank or surety acceptable to the Procuring agency, and denominatedin the types and proportions of the currencies in which the Contract Priceis payable. The performance Security shall be valid until a date 28 daysfrom the Completion Date of the Contract in case of a bank guarantee.

4 . Service Provider’s Personnel

4.1 Description of

Personnel

4.2 Removal and/or

Replacement of

Personnel

The titles, agreed job descriptions, minimum qualifications, and estimatedperiods of engagement in the carrying out of the Services of the ServiceProvider’s Key Personnel are described in Scope of services

(a) If the Procuring agency finds that any of the Personnel have (i)committed serious misconduct or have been charged with havingcommitted a criminal action, or (ii) have reasonable cause to bedissatisfied with the performance of any of the Personnel, then theService Provider shall, at the Procuring agency’s written requestspecifying the grounds thereof, provide as a replacement a personwith qualifications and experience acceptable to the Procuringagency.

(b) The Service Provider shall have no claim for additional costs arisingout of or incidental to any removal and/or replacement of Personnel.

5. Obligations of the Procuring Agency

5.1 Assistance and

Exemptions

5.2 Change in the

Applicable

Law

5.3 Services and

Facilities

The Procuring agency shall use its best efforts to ensure that the Governmentshall provide the Service Provider such assistance and exemptions asspecified in the SCC.

NOT USED

The Procuring agency shall make available to the Service Provider theservices and facilities listed under Section – C, Scope of Services. Provisionof site free from all encumbrances for construction activity shall be theresponsibility of the Procuring Agency.

6. Payments Terms

6.1 Payment

Lump-Sum

Remuneration

The Service Provider shall charge fixed parking rates as specified in Form ofContract.

The Service Provider shall pay a fixed lump-sum amount within theprescribed timeline as specified in the Form of Contract to the ProcuringAgency. Notwithstanding anything herein, the Service Provider shall at its owncost carry out the Services described in Section C and scope of services ofProposal document.

6.2 Contract Price (a) The price payable to the Procuring Agency in Pak Rupees (PKR) is set forth in Form of Contract.

6.3 Payment for

Additional

Services

6.3.1 For the purpose of determining the price for additional Services asmay be agreed under Sub-Clause 2.4, a breakdown of the price is tobe provided in Appendix C.

7. Quality Control

7.1 Identifying

Defects

7.2 Correction of

Deficiencies,

and Non-

Performance

Penalty

The principle and modalities of Inspection of the Services by the Procuringagency shall be as indicated in the SCC and scope of services. TheProcuring agency shall check the Service Provider’s performance andnotify him of any Defects that are found. Such checking shall not affect theService Provider’s responsibilities. The Procuring agency may instruct theService Provider to search for a Defect and to uncover and test any servicethat the Procuring agency considers may have a Defect.

(a) The Procuring agency shall give notice to the Service Provider of anyDefects before the end of the Contract. The Defects liabilityperiod shall be extended for as long as Deficiencies remain to becorrected.

(b) Every time notice of Deficiency is given, the Service Provider shallcorrect the notified Deficiency within the length of time specified bythe Procuring agency’s notice.

(c) If the Service Provider has not corrected a Deficiency within thetime specified in the Procuring agency’s notice, the Procuringagency will assess the cost of having the Deficiency corrected, theService Provider will pay this amount, and a Penalty for Non-Performance calculated as described in Sub- Clause 3.8.

8. Settlement of Disputes

8.1 Amicable

Settlement

8.2 Dispute

Settlement

The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation.

8.2.1 If any dispute arises between the Procuring agency and theService Provider in connection with, or arising out of, theContract or the provision of the Services, whether during carryingout the Services or after their completion, the matter

shall be referred to the Arbitrator within 14 days of the notification of disagreement of one party to the other.

8.2.2 The Arbitrator shall give a decision in writing within 28 days ofreceipt of a notification of a dispute.

8.2.3 Should the Arbitrator resign or die, or should the Procuringagency and the Service Provider agree that the Arbitrator is notfunctioning in accordance with the provisions of the Contract, a newArbitrator will be jointly appointed by the Procuring agency and the

Service Provider

Section B. Special Conditions of Contract

Number of

GC Clause


1.1 The Arbitrator is:

Chief S ec r e t a r y of Punj a b

1.1 The Service Provider name is:

[INSERT THE NAME OF SERVICE PROVIDER]

1.1 The Procuring agency is :


1.2 The Applicable Law is:

L a w s o f Is l a m ic Re pu b l i c of P a k istan

1.3 The language is:

E n gl i s h

1.4 The addresses are:

Procuring agency:

Mayo Hospital Lahore near Neela Gumbad

Attention: Medical Superintendent, Mayo Hospital

Tel: 042-9911122

Email: [email protected]

Service Provider:

Attention:

Tel:

Email:

Number of

GC Clause


1.6 The Authorized Representatives are:

For the Procuring agency:

[Dr. Tahir Khalil

Medical Superintendent


For the Service Provider:

2.1 The tentative date on which this Contract shall come into effect is .

2.2.2 The tentative Starting Date for the commencement of Services is .

2.3 The Intended Completion Date is:

Sr.

No.Description

Intended Completion

Date

1. Installation of E-Ticketing Machines at entry and exit points along with arm gates/barriers

60 days from the Starting Date

2. Development of Parking areas Completed


3. Installation of CCTV cameras and surveillance system


3.8.1 The liquidated damages rate is 0.05 % per day of the Total Contract Value

The maximum amount of liquidated damages for the whole contract shall not exceed 10% of the total Contract Price

3.8.2

Sr. No Description Performance Liquidated

Damages (Pakistani Rupees)

1. personnel(s) deployed underthe contract is (are) absent

PKR 1000 / day

2. public complaint (misconduct/misbehavior)

Minimum PKR. 2000/ complaint, depending on the Severity

3. Any other unsatisfactory performance under the contract

Minimum PKR 2000/event, depending on the severity and it may lead to the termination of contract

6, 6.2(a) The amount in Pak Rupees is:[INSERT THE CONTRACT PRICE]

6.2 The Service Provider shall charge the token fee in accordance with below mentioned rates;

Sr.

No.

Detail of Vehicles Parking Fee

1 Car / Jeep Rs. 30.002 Motorcycle / Scooter /

Rickshaw Rs. 10.00

3 Cycle Rs. 5.00

Section C: Scope of Services

{Same as described in detail in “Section IV. Scope of Services” of the Proposal

document}

1. Introduction:

The Service Provider shall provide, render and ensure Parking Control and Parking Services as assigned

by the Authority on round-the-clock basis, 24 hours per day, 7 days per week including Sundays and

holidays. The Service Provider shall be required to perform at its own cost, all works and service which

are necessary to manage the traffic control and parking facilities including but not limited to, designing,

procurement, construction & development of designated parking facilities, procurement and installation of

E-Ticketing Machine, CCTV cameras, vehicle surveillance system, parking security regarding vehicles

and other duties as outlined in this Scope of Services. Unless directed by Authority, the requirements of

this shall continue uninterrupted despite strikes, threats of strikes or walkouts, terrorist activities,

emergencies, and adverse weather conditions or disasters (natural, deliberate, or accidental).


a. Mayo Hospital Lahore

Mayo Hospital Lahore is located near to Neela Gumbad, Nisbat Road, Lahore.

3. Scope of Service for Traffic Control & Parking Services

The Service Provider shall have to provide round-the-clock traffic control and parking services in the

vicinity of Mayo Hospital Lahore.

The Scope of works including but not limited to the following;

i. Develop a parking and visitor management plan in coordination with Mayo Hospital management

ii. Provision of Parking Facilities and Maintenance (detailed TORs on parking below).

iii. Regulate parking area by providing parking attendants to work in parking area, located in the

hospital facility.

iv. Undertake basic development of parking facilities including the parking barriers (where required),

signage and demarcation of parking areas. The Service Provider shall use existing parking facilities,

where available, and develop new where necessary.

v. Parking for each facility in zone may or may not be awarded at time of contract. The decision lies with

Procuring Agency

vi. The Service Provider shall be responsible for the appointment of qualified and skilled staff to perform

the Services under this Contract.

3.1 Installation and Development Works:

The Service Provider shall perform the works which includes but not limited to;

3.1.1 Installation of E-Ticketing machine, Enforcement (Enforcement Officers deployed onfoot, Car or removal Truck), Clamping & Removals, Enforcement Control Centre alongwith software & hardware, and multi-purpose vehicle counting.

3.1.2 Installation and provision of Vehicle Surveillance Systems – An effective and fastmethod to scan under the vehicles.

3.1.3 Installation of Road Blockers and Tire Busters, where required, as per the trafficmanagement plan.

3.1.4 Infrastructure development of designated parking areas which includes but not limitedto leveling of allocated land, installation of road pavers, installation of curb stone asdividers, road lining & painting.

3.1.5 Installation of Gates Barrier / Lift Arm Gates / Slide Gates / Swing Gates, for theefficient management of traffic.

3.1.6 Setup of Command and Control Centre / Monitoring Room3.1.7 Install surveillance CCTV camera at necessary location which includes but not limited

to entry and exit points, parking facility areas, Outpatient Department, emergency, tomonitor traffic flow and parking areas.

3.2. Operations and Maintenance:

3.2.1 The Service Provider will develop and modify, from time to time, a detailedoperating plan for the Parking System. The Operating Plan will detail all aspects ofoperations including but not limited to branding, signage, geometric designenforcement, facility maintenance, and customer service procedures.

3.2.2 The Service Provider will incorporate suggestions from Client on the Operating Planand Parking Management Plans and operate the Parking System in accordance withthe approved Operating Plan and Parking Management Plans.

3.2.3 Ensure that the flow of traffic is maintained without any hindrance and that thevehicles are not allowed to violate lane/slot displayed in the Parking Area.

3.2.4 The Service Provider shall assign uniformed staff members with equipment to eachfacility to perform required services during the designated hours of operation and toopen and close each parking facility at the times designated by the Hospital.

3.2.5 The Service Provider will be responsible for security staffing in the parking area andfor all the vehicles parked in the parking facility.

3.2.6 The Service Provider will perform all essential security check, including but notlimited to mirror checking, other surveillance and checking procedures with duediligence on all vehicles entering the parking facility.

Part III – Appendices


APPENDIX B — KEY PERSONNEL, RATE LIST AND EQUIPMENT

APPENDIX C — COST BREAKDOWN AND PERFORMANCE GUARANTEE FORM

Appendix A — Schedule of Payments & Reporting Mechanism

Schedule of Payments:

Sr.

No.Year of Contract Payment Date of Payment

1.

1st year of Contract

1st Installment - 25% of1st year contract amount

Upon Signing of theContract

2.2nd Installment - 25% of1st year of Contractamount


3.3rd Installment - 50% of1st year of Contractamount


4.

2nd Year of Contract

1st Installment - 50% of2nd year contract amount


5.2nd Installment - 25% of2nd year of Contractamount


6.3rd Installment - 25% of2nd year of Contractamount


7.

3rd Year of Contract

1st Installment - 50% of3rd year contract amount


8.2nd Installment - 25% of3rd year of Contractamount


9.3rd Installment - 25% of3rd year of Contractamount


A2 –Contractor shall duly maintain, including but not limited to, following reports and share the

same with client on regular basis:

A-2.1 Computerized report detailing number of vehicles A-2.2 Daily/weekly Security and parking Staff Roster

Sr. Description

Number Required(Mandatory)

Penalty charges incase of non

availability ofequipment/tools (in

Rs.)

1

2

3

Appendix B — Key Personnel, Utilities and Equipment

List under: B-1 Titles [and names, if already available], detailed job descriptions and

minimum qualifications of Personnel to be assigned to work, and staff-

months for each.

B-2 Tentative List of Equipment, with specifications, to be provided by service

provider. service providers shall provide brochure/sample at time of

proposal opening. Procuring agency will assess the sample/brochure.

Service provider will provide approved sample if the contract is awarded

to him

B-1

B-2

Sr. No Manpower Description Qualification & Experience Nos.

Appendix C:

C1- Breakdown of Contract Price

1. Rates for Equipment and Supplies

2. Security Personnel Salaries (Administrative and other staff).

This appendix will exclusively be used for determining cost for additional Services. Service

provider can use template of Form FIN-3 in Section-III of Proposal document to provide this

details

C2 - Performance Security

(Performance Security to be furnished by the Service provider in the amount specified in Data sheet

/SCC in the form of Demand Draft. Pay order or CD)