ROGI KALYAN SAMITI, DHH, ANGUL

ROGI KALYAN SAMITI, DHH, ANGUL
TENDER PAPER
FOR OUT-SOURCING OF
CLEANING & SANITATION ACTIVITY
FY 2013-14
DISTRICT HEAD QUARTERS HOSPITAL, ANGUL
Date of Sale of Tender Paper: --- From Dt. 03.04.2013
Last Date for Receiving Tender Paper: ---- 5 P.M. of 13.04.2013
Opening of Tender Paper: ---- 10 A.M. of 16.04.2013
Pre-Bid Discussion: --- 11 A.M. of 06.04.2013
For any query pls. contact Hospital Manager : 9439981888
Page 1 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
Terms of Reference (TOR)
For outsourcing of Cleaning Activities
1. All the workers engaged by the organization in the District Head Quarters’ Hospital shall have
the uniform without no sweeper will be allowed to work.
2. All staffs of the organization shall bear photo Identity card during the period of work. Which
shall be duly signed by the RKS, DHH authority and representatives of the organization,
without which no sweeper will be allowed to work?
3. All workmen/ manpower to be engaged by the agency/ contractor should be covered under the
statutory government regulations from time to time.
4. RKS of DHH may request the agency / contractor to withdraw any of its' workers from the
Hospital without assigning any reason, within 24 hours of prior intimation. Joining and removal
of any sweeper must be done by the agency with prior information to RKS.
5. The agency / Contractor will abide by all the rules and regulations relating to lobour lows.
Accident, workmen compension Act, Workmen Insurance, ESI, PF etc. This will be the sole
responsibility of the agency / contractor, RKS, DHH will not be a party at any stage to any kind
of dispute relating to the above. In case any liability arises due to non-performance by the
agency / contractor, under no circumstance RKS shall be liable for the same.
6. Any damage / pilferage to DHH property due to mishandling, carelessness of the agency /
contractor or his workmen will be recoverable from the agency/contractor's bill and all materials
issued to agency/ contractors shall be the sole responsibility of the agency/ Contractor during the
period of contract.
7. Agency/ Contractor should depute a qualified and dedicated staff to manage the hospital, who
will co-ordinate in work execution activities and interact with the RKS representative, and be
responsible for daily supervision of the work.
8. The agency/contractor will provide for all necessary materials, tools, equipments and working
consumables etc, needed for execution of the work. Safe custody of all such materials will be
agency/contractor's sole responsibility. No extra charge will be paid for the same time. However,
Hospital authority will provide a safe place for keeping the cleaning materials, machineries etc.
Page 2 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
9. All the employees will have to be covered under the insurance against any personal accident and
RKS will not be liable for payment of any compensation on that account.
10. During execution of work, the agency/contractor should follow all standard norms of safety
measures/precautions to avoid accident/damages to man, machines and buildings etc. On nonadherence
to this clause, suitable fines, as decided by the Governing Body of RKS will be
imposed.
11. The Floor area of the Hospital shall be cleaned as per Annexure –I details of which are enclosed
to this assignment.
12. The cleaning will comprise of all areas mentioned as per Annexure –I followed by wet mopping
using disinfectant of good quality, dusting of office furniture, hospital furniture electrical and
medical equipment, cleaning of window pan, shutters, doors and as and when required in the
words and other areas, removal of cobwebs and washing bath rooms, wash basins. W.C. mirrors
in all the toilets and in room main gates and lobbies, Different days of week may be fixed by
Hospital Authority for specific cleanings like instruments, cobwebs etc. The frequency and
timing of daily cleaning process is as per annexure I
13. Cleaning of toilets and urinals;-
(A) This will include regular cleaning of toilets bowls, pans, urinals and washbasins and
any other porcelain components using soap/detergent solution and water.
(B) All toilets/urinals floors are to be cleaned using soap/detergents and mopping. The
floors are to be wiped dry. All other areas in the toilets and urinal i.e. walls, roofs, pipes.
mirrors, if any area to be cleaned and dust free.
(C) The toilets should be maintained dry and clean and there shall not have any foul
smell coming from this. More over Odonil, Naphthalene cakes should be used in toilets
on daily basis.
14. Cleaning of drains:- All drains shall be cleaned as and when required, so as to ensure smooth
discharge of waste water. There shall not be any stagnation and over flowing of water. One day
of a week may be fixed by hospital authority for cleaning the drains.
15. Cleaning of floors: - Sweeping and mopping of all common passage and platforms within DHH,
premises. The floors, wads.OPD etc, i.e. walls, roofs, doors and windows are to be kept cleaned
and dust free. There shall not be any cobwebs in the building of the DHH.
16. Sanitation of the entire area: - sweeping and cleaning of the entire campus of DHH
including cutting of bushes and pruning of trees if any where to be done and when required.
Page 3 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
17. There should be a quarterly spraying of insecticide/ rodenticide/ pesticide for removal of flies
and pests for which will be fixed by hospital authority.
18. Cleaning of over head tanks sumps, drains, gully trap inside the building drains leading and
connected with the main sewerage line. These areas are to be cleaned once in every one months
and as and when situation demands or as advised by the hospital administration from time to
time. Cleaning of the drains of staff colony as and when instructed by the hospital authority.
19. Daily dusting and cleaning of furniture provided in outdoor, wards and offices of DHH.
20. Proper upkeep and maintenance of mosaic floor, wall, ceiling, exterior wall etc.
21. Quality of materials to be used for cleaning and maintenance shall be of high standard and after
approval of the hospital authorities. Hospital authority may inspect the quality of cleaning
materials at any time.
22. Safe space to store the cleaning materials shall be provided by the hospital authority.
23. All the materials required for cleaning and sanitation for a month will be deposited at the office
of RKS, DHH on working day of the previous month, and will be issued from the RKS office.
24. The deployment of the sweepers will be prepared by RKS office. Cleaning time is as per the
annexure.
25. Cleaning supervisor will be responsible for maintaining all the records relating to cleaning and
sanitation.
26. Payment is purely on performance basis on satisfactory execution of the work. Payment will be
released after submission of attendance sheet of the manpower engaged for the billing month
along with list of cleaning materials supplied duly signed by Hospital Manager and ADMO (M)
and aquitance for the last payment.
27. The awarded agency should deposit security money of Rs.50, 000/- in the shape of bank draft
from a nationalized bank in favour of RKS, DHH, Angul within 15 days from the date of
issues of work order. The security money will be returned back to the awarded agency without
interest after the expire/termination of the contract.
Page 4 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
28. The awarded agency has the responsibility to transport the garbage from hospital at its’ own
cost in liason with the municipality.
29. All the interested parties must submit the tender in the forms (technical and financial) as
supplied by the RKS office otherwise tender papers would be rejected. Both technical and
financial bids to be kept in separated envelopes along with required documents and these two
documents are to be kept in a third envelop.
30. Non-compliance of the above terms and conditions of any order of the authority at any stage
may invite termination of the contract. Termination of contract may be done by either party
with one month’s prior notice.
N: B: Any Agency who is blacklisted by any department of Govt. of
Orissa or any agency who is removed for inefficiency in work
during last year’s need not to apply.
Page 5 of 12

All self Attested Copy:-
N.B:
ROGI KALYAN SAMITI, DHH, ANGUL
DOCUMENTS TO BE PRODUCED ALONG WITH APPLICATION
1. Self attested photocopy of supporting documents regarding experience in cleaning.
Weightage will be given to those having experience in hospitals of 100 or more beds.
2. Self attested photocopy of Registration Certificate of the farm (Registration under
Company act, Registration at IGR,
Registration under Society Act).
3. Self attested photocopy of Audit Report of last 3(Three years).
4. Self attested photocopy of EPF, ESI, Service Tax Registration certificates.
5. Self attested photocopy of Labour Office, Angul Registration Certificate, if any.
6. Self attested photocopy of Agreement Paper for showing local office.
7. Money Receipt of RKS, DHH, Angul regarding purchase of the tender paper Or DD of
Rs.500/- drawn in favour of RKS, DHH, Angul in case of downloaded documents.
8. An EMD of Rs.10, 000/- in the shape of demand draft in favor of RKS, DHH, Angul.
1. Original documents of the above are required to be submitted at the time of opening of
the tender papers failing which tender papers will be rejected.
2. Only those parties, who are able to show all the original documents, will be eligible for
the next round i.e. to open the technical bids.
3. Those who obtain minimum 50% of mark in technical bid will qualified for opening
the financial bid.
Page 6 of 12

Sl.
No.
ROGI KALYAN SAMITI, DHH, ANGUL
ANNEXURE-I
Floor Area (Required to be cleaned by Out-Sourcing Agency)
Name of Ward Sweeping/wet
moping Floor
Area in sq.ft.
1 Male,
Orthopedic,
Infection
Ward,
Operation
Theater
2 Pediatric
Ward,
FMW,
Neo-Natal
Ward
Wash
Basin(Nos.)
Page 7 of 12
Bathrooms,
Toilets,
Urinals
(Nos.)
Frequency/
Time
(Daily)
6500 sq.ft. 2 14 3Times
(7A.M-10A.M.,
11.30A.M.-12.30 PM
3 P.M.-6 P.M.)
5000sq. ft. 3 6 Do
3 O&G
Ward,L.Room2
7000sq. ft. 4 9 Do
Ila
Ward,
Panda
4
L Room OT
Seva Sadan 4500sq.ft. 11 14 Do
5 OPD
(G &1st Floor )
Laboratory,
Emergency,
Casualty
ART Center
8000 sq.ft. 10 5 Do
6 O/O-CDMO,
ADMO
(M,FW,PH),
RSK,
Conference
Hall
4000sq.ft. 8 7 Daily twice
(Before 9A.M.
At 2P.M.

ROGI KALYAN SAMITI, DHH, ANGUL
7 Eye Ward 2500sq.ft. 4 6 3 Times
(7 A.M.-10A.M.,
11A.M.-12Noon
3P.M.-6P.M.)
8 Tele
Room
Medicine
9
ASHA Gruha,
IDSP Room
Outside Open
Space
10 Training Hall,
T.B. Office,
DPMU,
Central Store
TOTAL 52,500 sq.ft
1000 sq.ft. 1 3 Daily Once
(Before 9A.M.)
10,000 sq.ft. 2 Times
(7A.M-10AM
3P.M.-6P.M.)
4000 sq ft. 4 4 2 Times
(7A.M-10A.M,
3P.M-6P.M)
1. The hospital authority may assign cleaning work as and when required, in addition to regular
cleaning.
2. Cleaning service is to be provided on 24x7 basis i.e. for 24 Hours for the whole year.
Page 8 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
Monthly Material Requirement (Given as Minimum quantity)
1. White scented Phenyl: 200 lt.
2. Black Phenyl: 50 lt.
3. Bleaching Powder: 50 K.G.
4. Sanitary Acid: 20 lt.
5. Room Fresher: 12 Nos.
6. Odonil: 6 nos.
7. Naphthalene ball: ½ K.G.
8. Phoola Jhadu: 25 No.
9. Khadika Jhadu: 25 Nos.
10. Long Handle Jhadu: 10 nos.
11. Bathroom Cleaning Brush: 6 nos.
12. Detergent Powder : 10 K.G
13. Coir Brush: 24 nos.
14. Round Floor Tile Cleaning Molded Mop: 10 No.
15. Sweeping Cloth: 20 Mt.
16. Wiper: 10 Nos.
17. Colin: 6 Nos.
N: B: Agencies using mechanized floor cleaner will be given waitage.
Page 9 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
Name Of the Agency/Company/Organization
Address with Contact Number
Status of the Agency ( Registered
Company,Firm,NGO )
Working Experience in the related field
(Documents to be attached)
No. of Assignments both current & finished
i.e. In Hospital Cleaning work.(Supporting
documents to be attached)
No. of staff to be deployed at DHH, Angul for
cleaning work
(Un-Skilled, Semi-Skilled, Skilled)
Amount of investment in cleaning equipment &
tools (Modern Technology)
Supporting documents to be attached
TECHNICAL BID FORM
Signature with seal
Of the Proprietor/Managing Partner/Head
Page 10 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
FINANCIAL BID FORM
Category of Service Proposed Total Amount
Per Month
Cleaning & Sanitation
Service
Signature with seal
Of the Proprietor/Managing Partner/Head
Page 11 of 12

ROGI KALYAN SAMITI, DHH, ANGUL
TENDER PAPER
FOR OUT-SOURCING OF
CLEANING & SANITATION ACTIVITY
FY 2013-14
DISTRICT HEAD QUARTERS HOSPITAL, ANGUL
Date of Sale of Tender Paper: --- From Dt. ……………………
Last Date for Receiving Tender Paper: ---- 5 P.M. of ……………………
Opening of Tender Paper: ---- 11 A.M. of …………………..
Pre-Bid Discussion: --- 11 A.M. of …………………..
Page 12 of 12