LAHORE ELECTRIC SUPPLY COMPANY

Transcription

1 LAHORE ELECTRIC SUPPLY COMPANY LOCAL BIDDING DOCUMENTS TENDER NO. 01/ADMN PROVISION OF JANITORIAL SERVICES AT LESCO HEAD QUARTER BUILDING 22-A QUEENS ROAD LAHORE ADMINISTRATION DIRECTORATE LESCO Ltd. 22-A Queens Road, Lahore Ph. No P a g e

2 LAHORE ELECTRIC SUPPLY COMPANY OFFICE OF THE DIRECTOR GENERAL (ADMINISTRATION) 22-A Queens Road Lahore BID SCHEDULE FOR Tender NO.01/ADMN Due by 10:30 A.M on Tender will be opened at AM on Tender shall remain valid for 120-days after opening date. Name of Bidder Sr. # Name of Office No. of Worker Lump Sum Monthly Charges in Pak Rs. W/O Taxes etc 1. Janitorial services based on cleaning as such sweeping, windows, washing, dusting, trash removal,cob web, removal, spot cleaning of floors and walls in the area of LESCO HEAD QUARTER BUILDING (Including HSE OFFICE & PDC OFFICE) 22-A QUEENS ROAD LAHORE 14 Male 1 Female 2 P a g e

3 INTRODUCTION Lahore Electric Supply Company a public limited Company incorporated under Company s ordinance 1984, required reputable and capable janitorial services firm to provide janitorial services for a clean and pleasant office environment. The firm will be required to provide related supplies and equipments. The bids will be made on lump sum basis factoring in all the required inputs and Management cost. A. SCOPE OF SERVICES The scope of services of the Contractor shall broadly be as follows, but not be limited to: DAILY EXCEPT SUNDAYS AND GAZETTED HOLIDAYS i. Mop swab and clean all un-carpeted floors, hallways, stair landings, stairways, sheds and lifts and make them look clean at all times. ii. Clean and vacuum clean all carpets and rugs (Two times a week) iii. Clean the entire area including basement where available. iv. Cleaning the office compound, grass plots, car parking sheds, including drive ways, parking areas, AC plant room, mosque and its adjoining toilets and canteen/cafeteria etc or any other area within the boundary walls along with main gates/entrances etc. v. Cleaning and washing thoroughly all toilets, commodes, urinals, washbasins with a branded material using scouring powder such as Vim, toilet cleaner, acid etc. (all cost being on contractors account) and make the toilets look clean and dry at all the times Air-Freshener (Roomi Tikki) checking and replacement in toilets. vi. Empty all waste receptacles and dispose of garbage and waste of sewerage, pipes/gutters at an approved LMC Point. vii. Cleaning of all glass windowpanes, partition glasses, and waste paper baskets. AS REQUIRED i. Fumigation (Six Monthly) ii. Wax and buff all mosaic marbled/chips floors using approved methods (twice a month) iii. Buff marble floors (twice a month) iv. Clean all walls, tube lights, fans and remove spider-webs (Monthly) v. Dust all visible pipes and ducts (Monthly) vi. Clean and wash top roof and drain pipes (Monthly) vii. Clean and disinfect underground & overhead water tanks (Two Month). 3 P a g e

4 viii. Clean window glasses (twice a month) ix. Carpet Shampooing (4 Month) x. Dengue/Mosquito Spray seasonally with consultation of dengue department. xi. Clean and polish metal/brass work (Two month) xii. Clean all sign boards & switch boards xiii. Clean the fungus, fungi and algae at roofs and around the water pipes or anywhere in the building. 1) ADDITIONAL SERVICES If some additional services are required by the LESCO on holidays or in emergency, the same shall be provided by the Contractor on the terms and conditions as may be mutually agreed. C) CONDITIONS 1) SPECIAL CONDITIONS i. Conditional Bids / Rates will not be entertained / accepted. ii. Bid submission / Tender opening date & timings shall be observed strictly. iii. Cartel / pool rates are strictly prohibited. The firms found involved in collusive practice shall be dealt under PPRA Rules / PEPCO/LESCO instructions iv. LESCO reserves the right to scrap this tender as per PPRA rules, 2004 (amended to date)and invite fresh tender or to take any decision as deemed fit for LESCO v. Bids deviating from any terms and conditions of this tender will be treated as non-responsive vi. This tender is governed by PPRA, Rule amended to date. vii. Bidder must attach two year experience certificate for janitorial services in public or Government buildings. 2 ) GENERAL CONDITIONS i. Only one lump sum rate should be quoted for supply of Janitorial services (valid for 120-days) without involving any foreign exchange element. The rate shall be quoted for entire locations and the bidders are not allowed to quote for partial location. ii. In case any amount is quoted in words and figures and there is a discrepancy in the amounts quoted in words and figures, the amount quoted in words will be taken as final. iii. The price excludes the present duties & taxes or as per prevailing rates. In case however the present duties and taxes are increased or new taxes/duties are imposed by the Government on, during the currency of the contract, the same will be paid extra on production of documentary evidence. In case of decrease in duties / taxes by Government the prices will be decreased accordingly. iv. The Contract shall remain enforced for a period of one year from the date of its issuance and further extendable on same terms and conditions if agreed by both the parties. 4 P a g e

5 v. Bidders shall submit Bids, which comply with the Bidding Document. Alternative Bids will not be considered. vi. The competent authority reserves the right to accept or reject any or all offers under prevailing PPRA rules. The offer received incomplete or not in accordance with the terms and conditions/specifications as laid down in the tender document will not be entertained. Bid offered is likely to be ignored if: a) The bid is unsigned. b) It is received after the time and date fixed for its receipt. c) Offer is ambiguous or conditional. d) The offer is from a firm blacklisted by PEPCO/WAPDA/DISCOs or any other Government Organization, has remained in litigation with any Government Organization or is defaulter in any previous order and/or contract. e) The offer is unsolicited. f) The bid is not accompanied with earnest money. vii. In order to be considered, the tender must be accompanied by bid security equal to 2% of the total amount quoted by a bidder valid for 120-days after the date of tender opening in the form of Bank Draft or Pay Order drawn on a schedule Bank of Pakistan or in lieu thereof a Bank / Bid Guarantee issued by a Schedule Bank of Pakistan on the specified Performa. In case, the tender withdraws his tender / offer during the period of tender validity or successful tender fails to furnish the required Performance Security or sign the Contract Agreement/ Acknowledgment of the Purchase Order, the amount of Bid Bond / Tender Security will be forfeited in favour of LESCO. The Bid Security from any Insurance Company will not be acceptable in any case and Bid will be liable for rejection. viii. Successful bidder will have to furnish a performance bond equal to 5% of the annual contract value (inclusive GST) as security in shape of demand draft or bank guarantee in favour of the office entering into said maintenance contract valid for one year from the date of signing contract. The same shall be released after expiry of the contract. ix. The successful bidder will submit written acceptance of LOI alongwith performance bond as per Clause-C 2 (2) of the these documents within seven days of issuance of LOI. x. Bid Guarantee and performance bond be furnished on non-judicial stamp paper of value Rs. 100/-. However Wapda Bonds, as security in lieu of tender / bid guarantee / earnest money or performance bond as per procedure in vogue, are also acceptable. xi. Tender submitted through Telex, Telegraph, FAX or shall not be considered. After opening the tender if it is established that the bidders had quoted a single price then LESCO reserves the right either to scrape the tender and invite fresh tender or to take any decision as deemed fit for LESCO. 5 P a g e

6 xii. xiii. xiv. In case any equipment or fixture is damaged by the contractor staff it should be replace with the same or superior compatible equipment or fixture by the contractor. A clear written commitment to this effect must be made. On expiry or termination of the contract the contractor will hand over the equipment (if supplied by the department) to the department / new vendor in working condition with original or higher specification. All rights reserved by LESCO. 3) OTHER CONDITIONS i. Persons provided by the Contractor will be skilled, competent, appropriately equipped and uniformed (uniform arranged by contractor at his own cost). The uniform shall be in conformity with LESCO approved sample/standard and shall have LESCO monogram with marking Contractor Staff on front pocket of the shirt. ii. Contractor shall abide by LESCO s rules and regulations. He will abide by Pakistan laws that may be applicable and enforced from time to time concerning to this agreement. iii. LESCO shall have the right to inspect and test all services mentioned in this agreement, to the extent practicable at all times during the terms of this agreement. iv. The equipment/accessories and all materials such as vacuum cleaner, polishing grinder, liquid soap, scrubbing brush, commode brush, cleaning brush, brooms, bleaching powder, dusters, mops, wax polish, naphthalene balls, perfumed phenyl, Brasso / insect spray, garbage baskets and other items of good brand quality shall be supplied by the Contractor at his own cost. v. Staff of Contractor will wash the dirt upon doors, off the walls, below ceiling, wash basins, W.C. mirrors, water coolers, tiles, fittings, and glasses in the building. Contractor will manage the cleaning of these articles through branded and approved chemicals/soaps/detergents, additives which will be open for inspection or land or his representative to check their effectiveness, quality and standards. The Contractor will not use any of these materials whose date of use has expired on the day of its consumption. vi. Contractor will do dusting of all the furniture wooden iron, leather glass, plywood etc. to clear it from dust and stains. He will also remove ink from the floors of rooms being used by employees of LESCO or any person/children. He will clean ceiling fans, false ceiling with suitable clearances to remove stain and dust. He will have to carry out seeding with suitable cleaners to remove stain and dust. He will clean ceiling fans, false ceiling with suitable cleaners to remove iron structures dismantled material except granules, dirt and papers. vii. Contractor shall not remove white wash, distemper, oil paint, polish, covers, wall papers, hoardings, frames, curtains, and blinds from the walls of the premises of the 6 P a g e

7 LESCO during the course of cleaning. Beside he will arrange vacuum cleaner for dusting of these articles along with sofa sets. viii. Contractor shall be obliged to remove any of his employee from duty, if desired by the LESCO and provide replacement immediately. ix. All Contractor staff shall be courteous at all times and follow instructions:-. a) Arrive at the work site at least two hours before the start of official time, equipped with materials necessary to complete the job. (Timing to be decided with mutual consent), however at least one person be deputed till the presence of head of the department in the office. b) Be clean and neatly in uniform. x) All Contractor staff shall NOT: a) Smoke at the work site. b) Arrive at the work site under the influence of alcohol. c) Drink alcoholic beverages on the job. d) Use any of the bathrooms, except the one specifically designed for this purpose. e) Indulge in discussions or arguments. f) Cause any disturbance in smooth operation of the office. xi) Contractor undertakes to keep the interior and exterior of the premises in a sanitary and hygienic condition and comply with all the regulations that may be issued from time to time by the Health Officer of Metropolitan Corporation / Municipal Corporation or any other Government authority. xii) Contractor shall not assign or sublet this agreement or any part thereof or any benefit or interest therein or there under, to any other Contractor. xiii) The employees / persons of the Contractor, to be deputed by him who works in the premises pursuant to this contract, shall be provided by the contractor in proper uniform which should be neat and clean while on job. The Contractor shall ensure that they behave polite, they will be paid wages by the Contractor and he shall discharge all his legal obligation with regard to them. xiv) Contractor employees / persons shall submit to a security check on entry and exit from the premises. However this shall not discharge them from the responsibility of any missing object cash or otherwise. If any person is caught red handed in the process of stealing, the matter should immediately be informed to the Contractors office who will take action accordingly; otherwise the LESCO may take suitable legal action. xv) Contractor as well as his appointed staff / persons shall carry out such instructions as may be issued from time to time by the authorized officers of LESCO pursuant to the terms of this contract. xvi) The Uniforms as per LESCO specification, Cleaning, Material, Equipment, Machinery, Tissues, Soap, Air Fresheners, Towels (white) washing of towels to be on the Contractor and toilet rolls and other cleaning accessories dustbins etc shall be provided by the Contractor in adequate quantity. xvii) The staff hired by the Contractor shall be of well repute and not involved into subversive activities or implicated in crime. A certificate to this effect will be provided by contractor for every person employed by him. He will declare their identification before entry into the 7 P a g e

8 premises of the LESCO distinctive in uniform displaying I.D. Card of the Contractor on the chest. The Bio Data and antecedents of these employees will be provided to LESCO before their entry into the premises. He will notify hiring and firing of the staff to LESCO well in time. xviii) LESCO will not be responsible for the death, electrocution, injury, invalidity illness or other harmful condition if happens to the employee of the Contractor during performance of cleaning work in the premises. The LESCO will not pay any sum in the shape of compensation to the worker of Contractor. The Contractor will be responsible to shift his worker in case of injury to medical aid at his own sources and will provide first aid at the spot. xix) Contractor will arrange his own transport to shift his cleaning staff and equipment from the premises of LESCO. He will also manage his own transport and carts to remove the garbage and trash out of premises of LESCO after security check up to the dumps of City District Government /Municipal Corporation. xx) Contractor or his staff / employees / persons shall not burn garbage, trash, foliage, chemical, shells and other un-wanted material. xxi) Contractor shall not remove or re-fix the furniture and fixtures of the LESCO from their positions in the area of cleaning and will also not remove re-fix dismantle the electric wiring and communication wiring in the area or premises of cleaning. He will also protect firefighting system, air conditioning equipments and CCTV system or any other system installed in the building. xxii) That if, during the course of cleaning inside and outside the compound / complex / building, any article costly or important is found by the employee / person of the Contractor, the same shall be returned to concerned officer along with report of its found. The security staff of LESCO is liable to search bodily all the staff of Contractor entering into and leaving the premises of work under contract. That his employee will only enter through the gates designated for entry and exit of the building. xxiii) Contractor undertakes to take action against his employees who are found involved in theft, illegal activities misbehavior etc. The LESCO will be at liberty to take lawful action against contractor as well as his employee on account of above reasons. xxiv) Contractor will provide detail of equipments (ride on sweeping machine or Walk behind sweeping machine, push sweeper, scrubber dryer, walk behind scrubber, window glass cleaning kit, waster buckets as per requirement, Water sucking pump, pressure guns or and other required by LESCO) and material (Brooms, Buckets, Furniture Dusters, Toilet Cleaning agents, Hand wash Liquid, Hand Sanitizer Liquid, Floor Polish, Wipers, Brushes, Floor Mops, Vim, Liquid Bleach, Phenyl (Ordinary), Phenyl (Balls) & sweep acids any other required by LESCO). xxv) No materials or methods that are environmentally unfriendly may be used xxvi) 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. xxvii) The cleaning of the sewer lines up to the main Pipe shall be the responsibility of the service provider 8 P a g e

9 4) SUPERVISOR is: i. Responsible for overall cleanliness / maintenance of the office premises. ii. iii. iv. Act as an interface between the Client, Janitorial staff and the facility/ facilities staff. Maintaining complaint registers to record requests and feedback from the client from time to time and appropriate actions taken. Coordinate any kind of transfers / relocations of the janitorial staff and the same shall also be reported to the Client. v. Responsible for the turnout of the entire janitorial staff. vi. vii. viii. ix. Decide the workload and janitorial staff deployment on a daily basis. Determine and coordinate all the work schedules for all janitorial staff. Maintain attendance for all the janitorial staff. Ensuring presence of the janitorial staff at their respective stations and the completion and compliance of the various duties assigned to them. x. Help induce a sense of responsibility, discipline and hygiene in all janitorial staff. D) AMENDMENT OF BID SCHEDULE: 1. At any time prior to the deadline for submission of Bids, the purchaser may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the bidding documents by amendment. 2. The amendment will be notified in writing or by fax or mail to all prospective bidders who have received the Bid schedule/bidding documents and will be binding on them. 3. In order to afford prospective bidders reasonable time in which to take the amendment into account in preparing their Bids, the purchaser may at its discretion extend the deadline for submission of bids. E) MODE OF PAYMENT: Payment will be made directly through crossed cheque on production of invoice/bill on monthly basis by the contractor and the payment will be made within days of the submission of invoice through DDO of the respective Division/Office or Finance Directorate. Contractor shall also be responsible to pay the salaries to its janitorial staff timely and their salaries will not be associated with the payment of contractor. This payment shall include any and all expenses of the Contractor incurred in the performance of services under this agreement including: i. Equipment and materials required for cleaning, wax polishing, Garbage baskets and insect spray etc; 9 P a g e

10 ii. Pay, allowances, benefits and cesses / insurance, if applicable, of the staff provided by the Contractor; iii. Disposal of garbage at approved LMC point; iv. Profit and tax liability of the Contractor etc. F) THE BID SECURITY MAY BE FORFEITED IF A BIDDER: 1. Withdraws its bid during the period of bid validity specified by the bidder on the big Form, or 2. Does not accept the correction of error, or 3. Fails to sign the contract in accordance with the Clause of bidding documents, or 4. Fails to furnish performance security in accordance with clause of contract after issue of LOI. G) EFFECTIVE DATE OF AGREEMENT AND ITS TERMINATION 1. This agreement shall take effect from the date of signing of contract and shall be valid for a period of 02-years from the effective date. The same can be further extended on same term and condition subject to satisfactory performance of the firm on mutual consent of both the parties. 2. This Agreement may be terminated by either party upon giving 30 days notice in writing to the other party. H) FORCE MAJEURE Notwithstanding anything to the contrary herein contained in this agreement nothing herein shall apply if either party is prevented from discharging its (Duties) obligations here under due to any act cause arising out of or related to any Act of God, Act of State War, Riot, Civil Commotion, Terrorism, Strikes or Any Order issued by any Government, Semi Government or Local Authorities. I) RIGHT RESERVED BY THE LESCO i. If at any point of time, it is found that the bidder has made a statement or declaration which is factually incorrect, LESCO reserves the right to debar the bidder from bidding prospectively for a period to be decided by LESCO and take any other action as may be deemed necessary. ii. LESCO reserves the right to accept or reject any or all bids without assigning any reasons. Bids may be accepted or rejected in total or in any part thereof. iii. LESCO shall have the right to cancel the tender process at any time without assigning any reason, prior to finalization of the bidding process. Without thereby incurring any liability to the affected bidder or bidders. Reasons for cancellation will be determined and declared by LESCO at its sole discretion. iv. The decision of LESCO in all matters will be final and binding on all bidders participating in this bid. 10 P a g e

11 v. LESCO reserve the right to modify the bidding documents at any time prior to the deadline for submission of bids, on the request of the prospective bidders for any clarification or at its own initiative, for any reason. This amendment shall constitute part of the biding documents. In order to afford the prospective bidders a reasonable time to take the amendments into account in preparing its bid, LESCO may at its discretion extend the deadline. J) SUBMISSION OF BID: The complete offer in duplicate (Original & one Copy) should be filled as under: i. The bids will be received on at 10:30 am, at Room No 112, Ist Floor office of Director General (Admn) LESCO Ltd.,22-A Queens Road, Lahore. The bids will be publicly opened on at am. Any bid received after the bid submission deadline will not be considered and will be returned unopened to the bidder. ii. The original Bid and other enclosed documents shall be typed or written in indelible ink and shall be signed by the Bidder or a person duly authorized to bind the bidder to the Contract. The letter of authorization shall be indicated by written power-of-attorney accompanying the Bid. All pages of the bid, except for un-amended printed literature, shall be initialed by the person or persons signing the Bid. iii. The Bid shall contain no interlineations, erasures or over-writing except as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the person or persons signing the Bid. iv. The bidder shall clearly mention all information precisely regarding bid validity, delivery schedule, terms of payment and the schedule of technical data / Literature. Any incomplete information as required shall render the offer for rejection. K) SEALING & MARKING OF BIDS: i. The bidder shall seal the original and each copy of the bid in an inner envelope, duly marking the envelope as Original or Copy. The inner envelope shall then be enclosed in an outer envelope. In the event of discrepancy between them the Original shall prevail. ii. The inner and outer envelopes shall be: a) Addressed to the purchaser at the following address. b) Director General (Admn) LESCO Limited, 22-A Queens Road, Lahore, Tender No and the words DO NOT OPEN BEFORE ON shall be written on them. c) In addition to above, the inner envelope shall indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared Late. iii. If the outer envelope is not sealed and marked, the purchaser will assume no responsibility for the bid s misplacement or its premature opening. 11 P a g e

12 L) LATE BID: Bidder will himself be responsible for ensuring that his bid is submitted in accordance with the instructions stated herein. Any bid not submitted by the deadline prescribed for submission of Bids will not be considered even if it becomes late as a result of circumstances beyond the Bidder s control. M) REJECTION OF BIDS i. 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. ii. The Procuring Agency incurs no liability, solely by virtue of its invoke towards bidders who have submitted bids. iii. Notice of rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids. iv. The bidder submits substantially incomplete bid or only the copies of the bid are submitted without original bid. v. The bid is submitted on other than the prescribed from or is incomplete or conditional. vi. The bid is illegible in any material, part or contains alternations, additions, deletions, erasers or other irregularities. vii. Not accompanied with a bid guarantee or with insufficient or unacceptable bid guarantee. viii. Bid is in some way connected with bids submitted under names different from his own. ix. Submitted by a bidder who has previously fail to perform properly works of similar nature. N) RESPONSIBILITY FOR EXECUTING THE CONTRACT You are entirely responsible for the successful execution of the contract in all respects in accordance with the terms and conditions as specified in the contract including the schedule. O) FORFEITURE OF SECURITY BOND/GUARANTEE ETC Competent authority will have the right to forfeit the security Bond/Guarantee (performance bond). 1. If the Contractor:- i) Fails to provide services within the time specified. ii) Commits any breach of contract. 2. For other reasons specified in the agreement for forfeiting the Security deposit. If the forfeiture of the security deposit does not compensate the contracting authority for losses suffered due to non-supply of janitorial services or breach of contract for 12 P a g e

13 any other reasons, the contracting officer will have a right to forfeit other security deposits or to recover the same from any other security deposit made in favor of any other unit of DISCOs/GENCOs/NTDC/WAPDA/LESCO, or from any money due to the Contractor from any unit of WAPDA / LESCO / DISCOs/GENCOs/NTDC. P) DOCUMENTS/CERTIFICATES ATTACHED WITH BID i. All the condition mentioned above are acceptable to the bidder and are hereby agreed to by the bidder. ii. Bid Security of an amount not less than 2% of the total value of tender issued by a Scheduled Bank of Pakistan only.(or as applicable if specified in the special condition above) iii. Deposit receipt of tender fee in original. iv. Previous two years performance. v. Letter of authorization indicating written power-of-attorney accompanying the Bid. Signature of bidders ADDRESS WITH OFFICE STAMP 13 P a g e