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EMPLOYEES STATE INSUARANCE CORPORATION

MODEL & SUPER SPECIALITY HOSPITAL

ASRAMAM

KOLLAM

TENDER DOCUMENT

(Two Bid System for Running of Canteen for Hospital Staff and

Beneficiaries )

Tender No: 542.A.52/13/CANTEEN/2012

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No. 542.A.52/13/CANTEEN/2012 Date: 17.06.2020

Sub: Invitation of tender for Running of Canteen for Hospital Staff and Beneficiaries and

instructions to the tender.

The Medical Superintendent of ESIC MODEL AND SUPER SPECAILITY

HOSPITAL, ASRAMAM, Kollam (hereafter referred as ESIC, Kollam) invites E-tender in

Two bid system from eligible, reputed, and qualified firms for “Running of Canteen for Hospital

Staff and Beneficiaries ” as per specifications and / or quantities detailed in the Schedule

attached. The “Tender Documents” comprising the General terms and Conditions of Contract

(Annexure I ) and the Special terms and Conditions of Contract (Annexure II )which will govern

any contract made, the Tender Application Form ( Annexure III ) and the Schedule of contract /

specifications of items / proforma for quoting rates ( Annexure IV) are enclosed herewith. The

bid is to be submitted online only on Central Public Procurement Portal

https://eprocure.gov.in/eprocure/app.

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Tenders are requested that, before quoting their rates or sending tender, the tender form

may please be read out thoroughly (line by line), otherwise ESIC will not be held responsible for

any error / oversight of his own.

The form is a Standard Form of tender. Certain clause / clauses may not be applicable in

some cases. So, Tenders are requested to ignore such clause / clauses, which are not applicable in

the instant case.

All the payment shall be made by Demand Draft; drawn in favour of ESI Fund A/C

No.2, State Bank of India, Main Branch payable at Kollam; Cheque / Cash will not be accepted.

The Tender form containing the Terms and Conditions and the Schedule should be

submitted through online at e-procurement portal www.eprocure.gov.in, intact, after filling up

the tender form and signing in full, on each page, whether you are quoting for any item or not,

failing which the bid is liable to be rejected. A bidder must quote price for all 45 items in the list.

Bidding on all 45 items is compulsory. If any bidder leaves any column blank or quotes ‘0’ as

price, he/she shall be disqualified.

In the event of the space on the schedule form being insufficient for the required purpose,

additional pages may be added. Each such additional page must be numbered consecutively, bear

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the tender number and be fully signed by the tenderer. In such cases, reference to the additional

pages must be made in the Tender form.

Medical Superintendent, ESIC Model Hospital, Asramam, Kollam, has the right of

accepting the whole or any part of the tender.

Acceptance of the tender or otherwise shall be communicated in due course. You are

requested that the instructions contained in the said communication should be acted upon

immediately / as asked for.

Yours faithfully

Sd

MEDICAL SUPERINTENDENT

Enclosures:

Annexure –I (General Tender Terms & Conditions)

Annexure – II ( Check list)

Annexure –III (Special Terms & Conditions)

Annexure –IV ( Tender Application Form)

Annexure –V ( Schedule of work / proforma for quoting rates/ Specifications for

Running of Canteen for Hospital Staff & Beneficiaries )

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INSTRUCTIONS REGARDING SUBMISSION OF TENDER FOR RUNNING

CANTEEN

a) The original Tender form containing the Terms and Conditions ( General and Special ) and

the Schedule should be uploaded only through e-procurement portal after filling up the form

and duly signing in full on each page with stamp , whether you are quoting for any item or

not, failing which the tender is liable to be rejected.

b) A bidder must quote price for all 45 items in the list. Bidding on all 45 items is compulsory.

If any bidder leaves any column blank or quotes ‘0’ as price, he/she shall be disqualified.

c) In the event of the space on the schedule form being insufficient for the required purpose,

additional pages may be added. Each such additional page must be numbered consecutively,

bear the Tender Number and be duly signed and stamped by you. In such cases, reference to

the additional pages must be made in the Tender Form.

PROCEDURE FOR SUBMISSION OF TENDERS / BIDS:

The tender should be submitted in ‘TWO BID SYSTEM’:-

1. PREPARATION OF BIDS

Bids must be precise, concise and complete in every manner. All information not directly

relevant to this tender should be omitted.

a. The interested bidders may submit the tender through online at e-procurement portal

www.eprocure.gov.in under two bid system in the prescribed proforma. Tenders are to be

submitted online only through e-procurement portal. Only the applications complete in all

respects will be considered for evaluation. Any amendment/corrigendum/addendum to this

tender will be published on the above websites only and not in print media. Bidders should

regularly visit the above websites to keep themselves updated.(Prospective bidders are also

advised to visit CPPP website https://eprocure.gov.in/eprocure/app at least 3 days prior to

closing date of submission of tender for any corrigendum / addendum/ amendment).

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b. Bid document may be scanned with 100 dpi with black and white option which helps in

reducing size of the scanned document.

c. Bidder has to select the payment option as “OFFLINE” to pay the EMD as indicated in the

tender document. Bidder should arrange the EMD as specified in the tender in the form of

Demand Draft from any scheduled Bank drawn in favour of “ESIC Fund A/c No.2”

payable at Kollam and forwarded in a sealed cover super scribed as “EMD of tender for

Running of Canteen for Hospital Staff and Beneficiaries ” which must reach along with

other relevant documents[As per Annexure II] at ESIC Model & Super Speciality Hospital,

Asramam, Kollam, Kerala on or before 08.07.2020 at 1.00 pm failing which the tender is

liable to be rejected out rightly. Also the details of the Earnest Money Deposit(EMD)

document submitted physically to this Department and the scanned copies furnished at the

time of bid online submission should be the same otherwise the Tender will be summarily

rejected.

d. Bidders are requested to note that they should necessarily submit their financial bids in the

provided format and no other format is acceptable. Bidders are required to download BOQ

file and fill only the blue colored cells(unprotected cells) with their respective values(like

financial quote/bidders name etc). No other cells should be changed. The updated file should

be upload online without changing the file name. If the BoQ is found to be modified by the

bidder, the bid will be rejected. It also may be noted that the bidder should quote the rate for

Staff against Sl. Nos. 1 to 45 in the BOQ and quote the rate for the Beneficiaries against the

Sl Nos. 46 to 90.

e. It is important to note that, the bidder has to Click on the Freeze Bid Button, to ensure

that he/she completes the Bid Submission Process. Bids which are not frozen are

considered as Incomplete/Invalid bids and are not considered for evaluation purposes.

At the time of freezing the bid, the e-Procurement system will give a successful bid updation

message after uploading all the bid documents submitted and then a bid summary will be

shown with the bid no, date & time of submission of the bid with all other relevant details.

The documents submitted by the bidders will be digitally signed using the e-token of the

bidder and then submitted.

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f. The bidder should see that the bid documents submitted should be free from virus and if the

documents could not be opened, due to virus, during tender opening, the bid is liable to be

rejected.

g. After the bid submission, the bid summary has to be printed and kept as an acknowledgement

as a token of the submission of the bid. The bid summary will act as a proof of bid

submission for a tender floated and will also act as an entry point to participate in the bid

opening event

I) Documents consisting of theBids

The bidder shall submit only one option, which is in accordance with the requirements.

The bid prepared by the bidder shall comprise of the following components

i) TechnicalBid

The Technical Bid must not contain any pricing information. In submitting additional

information, please mark it as supplemental to the required response. If the bidder wishes to

propose additional services (or enhance levels of services) beyond the scope of this work, they may

include the same in the Additional Information Section.

A Checklist of documents to be attached in the Technical Bid is given as Annexure II.

ii) Commercial/ Financial Bid

The commercial bid, besides the other requirements of the Tender, shall comprise of the following:-

Break-up of pricing as per the Bill of Quantity (BoQ) – in Excel Sheet.

II) BidForms Wherever a specific form is prescribed in the bid document, the bidder shall use the form to

provide relevant information. If the form does not provide sufficient space for any required

information, space at the end of the form or additional sheets shall be used to convey the said

information.

III)Language ofBid

The Bid prepared by the Bidder, Supporting documents and printed literature furnished by

the bidders as well as all correspondence and documents relating to the Bid exchanged between the

Bidder and ESI Corporation shall be in English or in case in another language they should be

accompanied by an accurate translation in English language. The correspondence by Fax/e-mail

must be subsequently confirmed by a duly signed formal copy.

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IV)BidCurrencies

The prices shall be quoted in Indian Rupees only. No foreign exchange will be made

available by the purchaser. Fractions, of rupee, if any, shall be treated as next one Rupee for all

purposes.

2. In addition to e-Tender which has to be filed online, the bidders are also requested to file hard

copies of Tender documents duly completed and supported by requisite documents as mentioned in

the tender document. The Tender documents should be submitted in two separate inner covers

containing (i) the technical bid Documents (Annexure I) and (ii) EMD [cover super scribed with

the words “EMD of tender for Running of Canteen for Hospital Staff and Beneficiaries ” and

putting them all in a single sealed envelope with duly super scribed with the words “Tender for

Running of Canteen for Hospital Staff and Beneficiaries ”[Please see the Checklist of

documents to be attached/uploaded in the Technical Bid Annexure II). The sealed cover

should be dropped in the Tender Box kept in infront of the Office of the Medical Superintendent,

First floor, ESIC Model & Super Speciality Hospital, Asramam, Kollam-01 on or before

08.07.2020 at 1.00 pm for which technical bids will be opened at 09.07.2020 at 2.00 pm Financial bids of the technically eligible bidders shall only be opened for evaluation at a later date.

TENDERS SUBMITTED WITHOUT FOLLOWING THE ‘TWO BID’SYSTEM PROCEDURE

WILL BE REJECTED.

Sd

MEDICAL SUPERINTENDENT

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Annexure I

GENERAL TERMS AND CONDITIONS

Last date and time for

submission of E-tender

08.07.2020 at 1.00 pm

Date and time of opening of the Tender 09.07.2020 at 2.00 pm

Earnest Money Deposit / Bid Security Rs.10,000/- (Rupees Ten thousand only) In the

form of Demand Draft/Pay Order in favour of

ESIC Fund Account No.2 payable at Kollam.

Copy of the proof of the same shall be uploaded

while submitting the E-tender.

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Performance Security / Security deposit Rs.50,000/- ( Rupees Fifty thousand only) to be

deposited by way of Demand Draft in favour of

ESIC Fund Account No.2 within seven days from

the date of letter awarding contract for running of

canteen, failing which work award will be

cancelled and earnest money forfeited.

Time allowed for starting of Canteen With thirty days from the date of award of

contract. Penalty @ Rs. 250/- ( Rupees one

hundred only) per day will be charged if the

canteen is not started within thirty days from the

date of award of contract, due to omission /

commission of the contractor, and grace period

with penalty will expire on completion of 40

(forty) days from the date of award of contract.

Thereafter the order shall be cancelled and further

action as per rules on the subject will be taken as

per tender clauses hereunder.

INSTRUCTIONS

1. PREPARATION OF TENDER:

a. The tender form containing the terms and conditions (General and Special) and the Schedule

should be uploaded in original after filling up the form and duly signing in full on each page with

stamp, whether you are quoting for any item or not.

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b. In the event of the space on the schedule from being insufficient for the required purpose,

additional pages may be added. Each such page should be numbered consecutively, bear the

Tender Number and be duly signed and stamped by you. In such cases, reference to the

additional pages must be made in the Tender Form.

c. If any modification of schedule is considered necessary, you should communicate the same by

means of separate letter sent with the Tender.

d. The tenderer shall give full assistance and information as may be required in connection with

the contract to the Medical Superintendent or any other officer nominated by him to inspect the

premises of the tenderer at all reasonable times.

2. SIGNING OF THE TENDER:

a. The tender is liable to be rejected if complete information is not given therein or if the

particulars and date (if any) asked for in the tender are not duly filled in. Particular attention

may be given to the dates of delivery, places of delivery and also to particulars referred to in the

conditions of contract so as to comply with them.

b. Individuals signing tender or other documents connected with the contract must specify:-

i) Whether signing as a ‘Sole Proprietor’ of the firm or his Attorney?

ii) Whether signing as a ‘Registered Active Partner’ of the firm or his Attorney?

In the case of companies and firms registered under the Indian Partnership Act, the

capacity in which signing eg. Secretary, Manager, and partner etc. or their attorney should be

clarified and produce copy of documents, empowering him to do so. If called upon to do so.

NOTE: In case of unregistered firms, all the members or all Attorneys duly authorized by all of

them or the Manager of the firm should sign the tender and subsequent documents.

3. LATEST HOUR FOR RECEIPT OF THE TENDER:

You must submit the tender through online at e-procurement portal www.eprocure.gov.in

under two bid system in the prescribed proforma and the hard copies of the same must reach this

office not later than the date and time notified in the Tender Notice stated in the schedule of

tender. Any tender received after that shall be rejected. In the event of the stipulated date of

opening of the tender being declared a closed holiday for Govt. offices, the date of opening of the

tender(s) will be the next working day.

4. PERIOD FOR WHICH THE OFFER WILL REMAIN OPEN:

All tenders should remain valid for acceptance for a period of twelve months from the

date of opening of the tender or for such period as stated in Special Terms & Conditions.

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The contract / tender, if awarded, shall be valid initially for one year from date of start

of execution of work subject to reserve the right to terminate the contract. The period of the

contract can be extended for further period at the discretion of the Competent Authority, to a

maximum of two years, on terms and conditions of hospital, while accepting the tender.

However the Competent Authority on his discretion can increase the price up to maximum 10%

of the rate quoted, if it is felt that there has been excess price rise in dietary items. Quotations

qualified by such vague and indefinite expressions such as ‘subject to immediate acceptance’,

subject to prior sale’ etc. will not be considered.

5. PRICES:

a. Prices quoted must be meaningful and measurable in the context.

b. The prices quoted must be per unit shown in the schedule inclusive of all packing

and delivery charges wherever applicable. Prices must be clearly shown in figure

and word in Indian Currency. No fraction of rupee allowed. If any one quoting

any figure with fractions, it will be rounded off to next one rupee.

c. Tenderers should clearly specify whether prices quoted are inclusive of GST.

Bidders are requested to note that they should necessarily submit their financial bids

in the provided format and no other format is acceptable. Bidders are required to

download BOQ file and fill only the blue colored cells(unprotected cells) with

their respective values(like financial quote/bidders name etc). No other cells should

be changed. The updated file should be upload online without changing the file

name. If the BoQ is found to be modified by the bidder, the bid will be rejected.

d. Lowest rate for each item will be determined by adding together, the rate quoted for

staff and public.

6. OPENING OF TENDER:

a) Bid opening shall be done as per the date mentioned in tender.

b) The Tender Evaluation and Scrutiny Committee would evaluate the Technical bid

of the bidders. Successful bidders will be informed subsequently.

c) To assist in the examination, evaluation and comparison of bids, ESIC at its

discretion asks the bidder for the clarification/ confirmation of compliance of its

bid. The request for clarification/ confirmation of compliance and the response

shall be in writing. However, no post bid clarification/ confirmation of compliance

at the initiative of the bidder shall be entertained

d) ESI Corporation shall evaluate in detail the pre-qualification cum technical bids

and determine whether the bid complies with all the requirements and shall be

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treated at par for the purpose of financial comparison. Only technically successful

bids will be considered for Commercial Bid opening

e) Commercial bid will be opened for those bidders whose bids shall meet all the

technical criteria and qualify the Technical bid.

f) The comparison of evaluation shall be of the total cost of the item inclusive of all

taxes, levis and charges, warranty and onsite maintenance.

g) The Medical Superintendent, ESIC MH, Asramam, Kollam has the sole right to

accept the deviation and consider the same for negative impact or taken action as

per other Tender Conditions. Similarly, to accept the value addition and consider

the same for positive impact.

7. AWARD OF CONTRACT

The L1 bidder who qualifies all the conditions, will be awarded the contract provided the

Tender Evaluation and Scrutiny Committee is sufficiently convinced after the technical

evaluation. Acceptance of the tender rests with the Medical Superintendent under advice/

recommendations from the Tender Evaluation and Scrutiny Committee who does not undertake

to accept the lowest or any particular tender. The acceptance of the tender will be intimated to

the successful bidder through e-mail/Fax/ by post prior to expiry of the period of bid validity.

8. SAMPLES:

Wherever applicable / asked, the firm shall have to submit samples of item (s) for

verification / inspection, approval, etc, if required and the firm shall have to comply with

such conditions. It is, therefore, in the own interest of the firm(s) concerned to get their

proofs / samples, etc verified / inspected before effecting supply at their own interest.

Samples supplied should not be less than the quantity necessary for the test given in the

specification (if any) or in the scheduled tender. Each sample should have a card affixed to

the sample which should bear the following information.

i. Your Name and Address

ii. Tender Number

iii. Date of opening of tender

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9. OTHER TERMS:

A. Responsibility for executing contract: The Canteen contractor/successful bidder is to

be entirely responsible for the execution of the contract in all respects in accordance with

the terms and conditions as specified in the acceptance of tender.

B. The Contractor shall not sublet transfer or assign the contract to any part thereof without

the written permission of the Medical Superintendent. In the event of the contractor

contravening this condition, Medical Superintendent shall be entitled to place the

contract, elsewhere on the contractor’s account at his risk and the contractor shall be

liable for any loss or damage, which the Medical Superintendent, ESIC Hospital,

Asramam may sustain in consequence or arising out of such replacing of the contract.

C. Earnest Money: The tenderer shall have to deposit Rs.10,000/-( Rupees Ten thousand

only) as earnest money with their tender, failing which the tender is liable to be rejected.

The earnest money is to be paid by Demand Draft drawn in favour of ESIC Fund A/C

No.2 payable at Kollam. NO CHEQUES WILL BE ACCEPTED In the event of the

withdrawal / revocation of tenders before the date specified for acceptance, the earnest

money shall stand forfeited.

D. Security Deposit: On acceptance of the tender, within the period specified by the

Medical Superintendent, the contractor shall deposit as security a sum of Rs.50,000/- (

Rupees Fifty thousand only ). The hospital authority shall be entitled to forfeit the

Security Deposit or any part thereof without prejudice to any other remedies provided in

the contract or available under the law. The security shall be in the form of Demand Draft

payable at Kollam in favour of ESIC Fund A/C No.2.

a. If the contractor fails in fulfilling above mentioned terms and conditions, such

failure will constitute a breach of the contract and the Medical Superintendent shall

be entitled to make other arrangements at the risk and expense of the contractor.

b. On due performance and completion of the contract in all respects, the Security

Deposit will be returned to the contractor without any interest on presentation of an

absolute ‘NOC’ in the prescribed form and upon return in good condition of any

specifications, samples or other property belonging to the ESIC, which may have

been issued to the contractor.

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E. Recovery of sums due: Whenever any claim for the payment of a sum of money arises

out of or under this contract against the contractor the ESIC shall be entitled to recover

such sum by appropriating, in part or whole the security / earnest money deposited by the

contractor, when the balance or the total sum to be recoverable, as the case may be shall

be deducted from any sum then due or which at any time thereafter may become due to

recoverable under this or any other contract with the ESIC. If this sum is found not

sufficient to cover the full amount recoverable , the contractor shall pay to the ESIC on

demand the remaining balance due.

F. Insolvency and Breach of Contract: The Medical Superintendent may at any time by

notice in writing summarily terminate the contract without compensation to the

contractor in any of the following events, that is to say:-

i) If the contractor being an individual or if firm, any partner in the contractor’s firm

shall at any time be adjudged insolvent or shall have a receiving order or orders for

administration of his estate made against him or shall take any proceedings for

liquidation or composition under any insolvency not for the time being in force or shall

make any convenience or assignment of his efforts or enter in to any arrangement or

composition with his creditors or suspend payment of bill if the firm be dissolved under

partnership act,

ii) If the contractor being a company shall pass a resolution or court make an order for

the liquidation of the affairs or a receiver of a manager on behalf of the debenture holder

shall be appointed or circumstances shall have arisen which entitle the court or debenture

to appoint a receiver or manager.

iii) If the contractor commits any breach of this contract not herein specifically

mentioned for or commit any illegal activity in the hospital premises. Provided always

that such termination shall not prejudice any right of action or remedy which shall have

accrued or shall accrue thereafter to the ESIC and provided also that the contractor shall

be liable to pay the ESIC for any extra expenditure, he is thereby put to shall not be

entitled to any gain.

G. Arbitration: In the event of any question, dispute or difference arising under these

conditions or any special conditions of the contract, or in connection with this contract,

except as to any matter the decision of which is specially provided for by these on the

special conditions, the same shall be referred to the Sole Arbitrator as appointed by the

Medical Superintendent.

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1. If the arbitrator be Medical Superintendent, ESIC Hospital, Kollam.

In the event of his being transferred to or vacating his office by resignation or otherwise,

it shall be lawful for his successor in office either to proceed with the reference himself or

to appoint another person as arbitrator.

Subject as aforesaid the Arbitration Act, 1940 and the rules there under and any statutory

modifications thereof for the time being in force shall be deemed to apply to the arbitrator

proceedings under this clause. Work under the contractor shall, if reasonable possible

continue during the arbitration proceeding and no payment due to payable by the ESIC

shall be with held on account of proceedings:

The venue of arbitration shall be at Kollam.

In the clause, the expression ‘The Director General’, ESI scheme means, the Medical

Superintendent , ESIC Hospital, Kollam for the time being and includes there be no

Medical Superintendent the officer who is for the time being administrative head of the

ESIC Corporation, whether in addition or otherwise.

For the purpose of the contract including arbitration proceedings there under, the Medical

Superintendent, ESIC Hospital, Kollam shall be entitled to exercise all the rights and

powers of the purchaser.

H. Document: The tenderer should have a valid Trade license, PAN / TAN / other

statutory document as applicable and produce attested copies of such certificates along

with the tender papers, failing which the tender shall liable to be rejected.

I. Right to accept / reject: The Medical Superintendent, ESIC Model & Super Speciality

Hospital, Asramam, Kollam reserves the right to reject any or all tender without

assigning any reason whatsoever. Also, the hospital authority reserves the right to award

any or part or full contract to any successful agency at its discretion and this will be

binding on the tenderer.

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J. Assistance to contractor: The contractor shall not be entitled to assistance either, in

the procurement of raw materials required for the fulfillment of the contract or in the

securing of transport facilities.

K. The tenderer should have a permanent place of business in the State of Kerala and the

complete Postal Address, Telephone / Mobile / Fax / E-mail address, etc should be

provided, while submitting the completed tender form.

L. The rates once accepted by the hospital shall remain unaltered throughout the period of

contract.

M. The form is a Standard Form of Tender. Certain clause / clauses may not be applicable in

some cases. So Tenders are requested to ignore such clause / clauses which are not

applicable in the instant cases.

N. Medical Superintendent ESI Hospital, Kollam, does not pledge himself to accept the

lowest or any tender and reserve to himself the right of accepting the whole or any part

of the tender.

O. The tenderer shall quote the rates in respect of jobs / services described above in various

paras and shall fill “ Annexure – IV & V” appended here with.

P. The successful bidder should avail necessary registration for running of canteen from the

Muncipal corporation of Kollam, failing which contract shall be terminated without any

notice.

S/d

MEDICAL SUPERINTENDENT

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ANNEXURE II

THE FIRM IS REQUESTED TO FOLLOW THE CHECK LIST AT THE TIME OF SUBMISSION OF TENDER

DOCUMENT WITHOUT WHICH THE OFFER IS LIABLE TO BE CANCELLED.

CHECK LIST

1 Earnest Money (Rs.10000/-) Deposit by

demand draft only

Submitted [Yes / No]

2 Original Tender document must be signed

all pages

Submitted [Yes / No]

3 Valid Trade License ( Canteen & Catering)

as per latest amendments in force from

Aug, 2012

Submitted [Yes / No]

4 PAN / TAN other statutory documents Submitted [Yes / No]

5 Labour license (mandatory) Submitted [Yes / No]

6 ESI registration Certificate (mandatory)

and EPF registration Certificate (if

applicable)

Submitted [Yes / No]

7 The bidder should have at least 2 (two)

years of running a canteen in a reputed

organisation of serving at least 250

persons. Suitable documentary evidence

to be submitted along with the Tender

application

Submitted [Yes / No]

8 Fssai license No and period Submitted [Yes / No]

9 Duly filled Annexure IV Submitted [Yes / No]

10 GST Registration(mandatory) Submitted [Yes / No]

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Annexure III

1. The hospital shall provide free water for cooking and

washing of the utensils and free electricity for general illumination, refrigeration and aeration

of the kitchen /canteen/store. No electricity will be permitted for cooking.

2. The hospital will provide suitable space for kitchen and eating area within the canteen

building in the hospital compound.

3. The service of the canteen will be for the permanent and contract staff of this hospital and

bonafide Beneficiaries . The users of the canteen shall be paying for the services directly to the

service provider.

4. The contract, if awarded, will be initially for one year from the date of award of Contract

subject to continuous satisfactory performance and on failure on this aspect, the hospital reserve

the right to terminate the contract. The period of one year can be extended for a further period

at the discretion of the hospital authority, on due application of the canteen contractor but the

total period of contract shall not exceed more than three years, with the existing terms and

conditions.

5. The bidder should have at least 2 (two) years of running a canteen in a reputed organisation

of serving at least 250 persons. Suitable documentary evidence to be submitted along with the

Tender application.

6. Canteen shall be meant for serving refreshments, snacks, tea, meals, etc. and such other items

and at such prices, as may be settled between the contractor and the hospital authority.

7. The canteen will run on all days including Sundays & Holidays and shall remain open during

such hours as may be decided by the hospital time.

8. The contractor will be required to maintain highest level of cleanliness and standard of

hygiene with regard to the persons under his employment and utensils for serving the food.

9. The same person should not carry out cleaning and supply of food.

10. The personnel appointed by the tenderer must have proper and clean uniform for their

identification. The personnel so appointed should maintain personal hygiene and should follow

safe & clean methods of food handling.

SPECIAL TERMS AND CONDITIONS FOR CANTEEN SERVICE ONCONTRACT

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11. The quality of the raw materials to be used for preparation of in the canteen should be of

highest standard and fresh.

12. The fuel to be used for cooking will only be LPG and shall be arranged by the contractor.

13. The contractor will be responsible for maintaining adequate number of persons engaged in

cooking, distribution of food. Disposal of both solid and liquid waste will be the responsibility of

the canteen contractor.

14. The contractor should keep the canteen complex clean. If, at any point, the canteen & its

premises are found unclean, the contractor shall be held responsible and action deemed fit shall

be taken by the competent authority.

15. The contractor shall bear all the expenses for running the canteen and the Hospital shall

not, in any manner, be liable for any damage caused due to incidents like theft, burn, fire, electric

shock or bear any compensation for damage or injury caused to it’s workmen during discharging

their duty.

16. The contractor shall not be entitled to use the accommodation allotted by the Hospital for

any other purpose or business other than canteen.

17. The contractor shall not use the name of the ESI Corporation in business dealing with other

persons or traders.

18. The contractor must possess the requisite valid licenses issued by the relevant competent

authority for carrying out the business and shall be responsible for complying all laws pertaining

to the services in question as well as those pertaining to employment of persons under him.

19. The person associated with preparation and distribution of food will be required to undergo

periodical medical checkups to rule out the possibilities of communicable disease / infectious

diseases and anybody found suffering from such diseases has to be kept out of engagement till he

/ she is fully recovered.

20. The list of personnel deployed for food preparation, handling and serving have to be

intimated to the authority from time to time.

21. There shall be no compromise on the quality of food supplied by the tenderer and if any

such incidence or food adulteration is found, action deemed fit, including black listing the firm,

shall be taken by the Competent Authority and all the rules of Prevention of Food Adulteration

Act (PFA Act) will apply.

21A. License or registration under the Food Safety and Standards Act 2006 issued by the Food

Safety Commissioner, Trivandrum is a ‘must’.

22. The agency will be responsible for complying with payment of minimum wages (State or

Central whichever is higher) and other Social Security benefit including prescribed number of

leave / holidays and prescribed hours of work Schedule as per Labour Laws in force from time to

time to its employees deployed in the hospital, all laws related to Social Security (E.S.I.& P.F.,

etc in case the contractor engages manpower more than the specified number), Service Tax

19

wherever applicable & other Labour legislations, pollution control and such statutory orders

from time to time as regards to treatment & disposal of garbage, and the contractor will be liable

for any consequences resulting from violation of any such rule / provision.

23. Day to day waste disposal in respect of canteen will be the sole responsibility of the Canteen

Contractor. Disposal of waste shall be done by the Canteen Contractor at his own cost. No

canteen waste will be allowed to be thrown / dumped in the hospital complex.

24. The contractor will be responsible for such conduct of the persons engaged by him in the

Hospital, which will be conductive for maintaining the harmonious atmosphere in the hospital

and will responsible for any act commission & omission of such persons.

25. The agency while submitting their tender form shall enclose certified Photostat copies of

experience, trade license essential for carrying out the activities under reference, license under

reference from Competent Authority.

26. The successful bidder / tender shall obtain a valid license under the Contract Labour

(R&A) Act, 1970 and rules framed there under and shall continue to hold it till completion of the

contract. The contractor should be registered with E.P.F., E.S.I., and Service Tax authorities and

shall possess valid Registration Numbers.

27. All pages of the tender and related papers are to be duly authenticated by tenderer or

authorized signatory on behalf of tenderer.

28. Raw materials, cooking medium, fruits, biscuits, and other eatables should be of desired

quality.

29. The Hospital Campus is a “NO SMOKING ZONE”, hence sale and use of tobacco is

prohibited.

30. The canteen should be free from plastic items. No food should be packed or served on

plastic containers / carry bags. It should be ensured that no plastic bags / container etc are

brought inside the canteen.

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31. The canteen premises shall be subject to periodic / surprise check / inspection by the MS /

Officer(s) deputed by him for observing whether the terms and condition are being complied

with. The Competent authority shall have the right to impose monetary penalty in case of lapse

on the part of the contractor.

32. At least 50% of the area should be specialy earmarked for the staff where general public

should not be allowed to enter.

33. Concession for staff should be extended to parcel/delivery orders (limited to reasonable

amount of food a person can be consumed) made while on duty.

34. The successful bidder / tender shall not sell any food items which are not successfully bid.

35. The successful bidder / tender shall display both staff rate list and Public rate list separately

in Malayalam language.

36. The contractor and his/her employees will not have any right for parking space for their 4

wheelers, if any, inside the hospital permises.

37. The contractor shall be liable to supply all the food products quoted in the BOQ either on all

days if he/she can or on alternate days.

38. The successful bidder should avail necessary registration for running of canteen from the

Muncipal corporation of Kollam, failing which contract shall be terminated without any notice.

39. The staff rates shall be applicable to all types of employees working for the hospital in the

premises of the hospital and the retired ESIC employees visiting the hospital for Medical

treatment.

40. The canteen shall remain open from 6.00AM to 8.30 PM

Lunch Hour -12 noon to 2 PM

Dinner Hour 7.30 PM TO 8.30 PM

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Annexure IV

TENDER APPLICATION / DECLARATION FORM

1 Name of the firm

2

a Full postal address:-

b Mobile Phone No:

c Telephone No:

d Fax No:

e E-mail Address:-

3 Date of establishment of firm:-

4

a If your firm registered under

b The shops & Establishment Act:-

C If not, who are the owners (PI. Give

full address)

5

Name and Address of your Bankers

starting the name in which the Account

stand:-

6 Bank Account No.

7 Total number of Employee

8 Are you in the list of approved canteen

canteen contractors of any other

organizations / institutions, if any give

details ( Append extra page if

necessary):-

9 Give details of any Government

contracts executed during the last

twelve months (Append extra page if

necessary)

10 Valid Trade Licenses ( canteen @

Catering) No.(Compulsory)

11 PAN / TAN No.

12 ESI Registration No.

13 EPF Registration No. (if available)

14 Any other information which you

consider necessary to furnish:

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UNDERTAKING:

a) I/We hereby certify that I have gone through the terms and conditions mentioned in the tender

document and undertake to comply with them. read with annexure I,II & III

b) The rates quoted by me/us are valid and binding upon me/us for the entire period of contract and

it is certified that the rates quoted are the lowest quoted for any other institution in India.

c) The earnest money of Rs. 10000/- to be deposited by me/us has been enclosed herewith vide

Demand Draft no_____________________ Dt__________________, drawn on

bank__________________, Branch_____________________________________.

d) I/We hereby undertake to execute the items as per directions given in the tender document /

supply order within stipulated period.

e) I /We give the rights to Medical Superintendent to forfeit the earnest money deposited by me / us

if any delay occur on my / agent’s part or failed to supply the article within the appointed time or

the items of desired quality.

f) There is no vigilance / CBI case or court case pending against the firm.

Date:- Signature of the tenderer:- Place:- Full Name:-

Designation:-

(Office seal of the tenderer)

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ANNEXURE V

RATE LIST / SCHEDULE OF CONTRACT / SPECIFICATION OF ITEMS

Sl.No

Name of item

Qty /

weight

Rates Rs. (In figures and words)

For Staff

General Public

1 Tea (with milk) 150 ml

2 Coffee Brue ( with milk)

150 ml

3 Black Tea

150 ml

4 Black Coffee

150 ml

5 Milk

150 ml

6 Mineral water ( 1 L)

1 bottle

7 Mineral water ( 2 L)

1 bottle

8 Dal vada (parippu vada)

1 Nos (

30gm )

9 Urad Dal vada (uzhunnu

vada)

1 Nos (

30gm )

10 Ulli vada 1 Nos (

30gm )

11 Neyyappam / Alboori 1 Nos (

40gm )

12 Banana fry 1 Nos (

60gm )

13 Bonda 1 Nos (

30gm )

14 Dosa with chatni / sambhar 1

15 Ghee roast 1

16 Masala Dosa 1

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17 Idly with chatni / sambhar 1

18 Chapati 1

19 Paratha (Parotta) 1

20 Poori (3) with potato masala 1 Plate

21 Elayappam 1

22 Kozhukatta 1

23 Bread sandwich (veg) 2 Slice

24 Bread toast 2 Slice

25 Steamed banana 1 or 250

gm

26 Puttu 1 Kutti

27 Appam / Idiyappam ` 1

28 Kadala / Green peace Curry 1 Plate

29 Lunch Thali (Rice /Chapatti,

dal / sambar, papad, mix veg

/ aviyal, thoran, rasam / curd

/ butter milk, pickle)

1 Thali

(plate)

30 For additional rice

31 Chicken Biriyani 1 plate

32 Mutton Biriyani 1 plate

33 Beef Biriyani 1 plate

34 Fish Biriyani 1 plate

35 Fish Curry ( seasonal ) 1 plate

36 Fish Fry ( seasonal ) 1 plate

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37 Fish Curry ( special ) 1 plate

38 Fish Fry ( special ) 1 plate

39 Kappa & Fish curry 1 plate

40 Beef curry 1 plate

41 Mutton curry 1 plate

42 Chicken Curry 1 plate

43 Egg Curry 1 plate

44 Fresh Juice ( Seasonal ) 180 ml

45 Lime Juice 180 ml

SIGNATURE WITH SEAL AND DATE