Minutes of the Prebid Meeting for Housekeeping and Sanitation Services held on 19.03.09 at the offices of the Joint Director of Health Services, Cudda

TAMILNADU HEALTH SYSTEMS PROJECT
7th Floor, DMS Buildings, DMS Campus,
Teynampet, Chennai – 600 006
Website : www.tnhsp.net
E-mail: mail @ tnhsp.net

BID REFERENCE: 910 / OS / HSP/ A1/ 09 / DATED : 24. 02. 2009
Advertisement No. 18 / NSC / OS / 2009

The Minutes of the Prebid Meeting for Housekeeping and Sanitation Services held on 19.03.09 at the offices of the Joint Director of Health Services, Cuddalore, Puddukottai, Tiruppur and Kancheepuram Tamilnadu, respectively is given below for information

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MINUTES OF THE PRE BID MEETING FOR HOUSEKEEPING AND SANITATION SERVICES IN GOVERNMENT DISTRICT HEADQUARTERS HOSPITAL, CUDDALORE

Date: 19.03.09 Time: 03.00pm

The Prebid meeting was held at 3.00 P.M on 19.3.2009 at the Office of the Joint Director of Health Services, Cuddalore District for the tender for House keeping and Sanitation Services in Govt. Head quarters Hospital, Cuddalore in the presence of the Additional Director of Medical and Rural Health Services (Administration), Chennai.

The following Officers and Bidders/Representatives attended the pre bid meeting.

Sl.No.
Name and Designation of the Officers
Contact No.
1
Dr.T.Jayaveerakumar,
Joint Director of Health Services, Cuddalore
9444982662
2
Tmt. Seethalakshmi,
Additional Director (Administration)
Office of the Director of Medical and Rural Health Services,
Chennai-6
9443460671
3
Thiru S. Santhanam,
Assistant Accounts Officer,
Office of the Director of Medical and Rural Health Services,
Chennai-6
9710395528
4
Dr.S.Paranjothi,
Hospital Superintendent,
Govt.Head quarters Hospital,
Cuddalore.
9715634620
5
Dr.A.Govindarajan,
Resident Medical Officer,
Govt.Head quarters Hospital,
Cuddalore.
9443437826
6
Dr.N.Hafiza,
TNHSP Co-ordinator,
Cuddalore District.
9445030749
7
Thiru G.Thiagarajan,
Administrative Officer I/c.,
Office of the JDHS,
Cuddalore.

8
Thiru Varadharajan,
Office Superintendent,
Office of the JDHS,
Cuddalore.
9442365669
9
Thiru Kunchithapatham,
Office Superintendent,
Office of the JDHS,Cuddalore
9442982491
10
Thiru Shankar,
Assistant (P&D)
Office of the JDHS,
Cuddalore.
9442936884
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Sl.No.
Name and Address of the Firm/Agency
Contact No.
1
A.Zahir Houssine,
Area Manager,
G4S Facility Services (India) Pvt. Ltd.
Old. No.13, New No. 21, Satya Nagar West,
Opposite to Anand Rangar Tirumahal,
Pondicherry 605 013

9380019681
2
G.Raju,
18/25, 2nd Floor,
Corporation Complex,
3rd Cross Road,
Raja Annamalai Puram,
Chennai-28
9940220281
3
Muthusami, M.D.,
Muthu Security Service,
Cuddalore
9443342265
4
R.Thirumalrajan,
Treasurer,
MESSS,
Pudupalayam,
Cuddalore
9367620313
5
B.Ravikumaran,
MACSSS,
2/173, 1st Main Road,
Gomathi Puram,
Madurai
9245267194
6
Swamidurai,
First man Services Private Limited,
11/36, 1st Main Road,
Ramalinga Nagar,
Woraiyur,
Trichy
9865178001

The Joint Director of Health Services has welcomed the officers and the bidders/representatives who have attended the prebid meeting and explained the various provisions made in the bid document for the housekeeping and sanitation services. The persons who attended the Prebid meeting were asked to list down their queries in a piece of paper and they were given the contact number of nodal persons to clarify any queries in future during Office hours regarding the bid. The following clarifications were sought for the bidders / representatives.

1. Question: (by Mr. Thirumal Rajan) Shift timing and no. of shifts not mentioned in
Tender document. Whether it is eight hour shift or 12 hour shift.?

Reply: 1. After discussion it was said that as per labour act more than 8 hours duty is
not permissible. Hence 3 shifts will be adopted.
2. Timing of shift 7 a.m to 3 p.m, 3 p.m to 11 p.m and 11 p.m to 7 a.m of the
next day may be adopted.

2. Question: (by Mr. A. Zahir Houssine) Point No.35 Scope of work regarding distribution of
food . Tender document does not specify separate allocation of staff for
distribution of food. But it says Sanitary and House keeping staffs should not
be utilized for the purpose.

Reply: Point No. 35 under scope of work clearly indicated that the food from kitchen is
served properly by a different set of trained staff (with clearly identifiable
uniform)

3. Question: (by Mr. Muthusami) 1. Security Personnel indicated i.e., 7 Nos. is insufficient
for a large hospital like Govt. Head quarters Hospital, Cuddalore. 9 Persons
are requested for first and second shift and 7 persons for the night. Totally
25 Nos. required with 1 Supervisor per shift.
2. Fire extinguishers are not sufficiently provided in the Hospital.

Reply: 1. 7 persons per shift are sufficient.
2. Fire extinguishers will be purchased under Patient Welfare Society.

4. Question: (by Mr. Swamidurai) 1. There was no mention about EMD and 2. The Bid
security says 5 % of tender value. But 2.5% may be enough.

Reply: 1. Bid security is Rs. 25,000/- and it is mentioned in Section V (Schedule of
Requirements)
2. Performance Security is 5 % of the contract value and mentioned under 2 in
section IV special condition of contract.

Common questions raised by all the bidders:-
Scope of work:
Question: 1)Periodicity of OHT cleaning, Periodicity of Pest Control.

Reply: OHT Cleaning should be undertaken once in 3 months.
Pest control work once in 6 months using approved pest control agency

Question: 2) Checking the antecedent of all staffs for prior Police records.

Reply: It is necessary to get the antecedent of staff to be employed by the Agency.

Question: 3) Transporting of Bio Medical waste from where to where.

Reply: BMW to be transported from place of segregation to BMW room within the Hospital
Campus .After awarding of contract , the staff will be trained on handling on BMW.

Question: 4) Whether to follow Collector`s rate or minimum wages act.

Reply: The scope of Services is defined. The lowest bidder with financial and technical capabilities and prior experience in this field will be awarded the contract.

The Meeting concluded at 6.00 P.M.

Sd. Joint Director of Health Services,
Cuddalore District.
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MINUTES OF THE PRE BID MEETING FOR HOUSEKEEPING AND SANITATION SERVICES IN GOVERNMENT DISTRICT HEADQUARTERS HOSPITAL, PUDUKOTTAI

Date: 19.03.09 Time: 03.00pm

The Prebid meeting for Housekeeping and Sanitation Services in Govt. Headquarters Hospital and Ranee’s Hospital, Pudukkottai was conducted in the Chamber of the Joint Director of Medical and Rural Health Services, Pudukkottai in the presence of the Additional Director of Medical and Rural Health Services (Inspection), Chennai.

The following Officials and Bidders attended the Meeting:-

1.The Joint Director of Medical and Rural Health Services, Pudukkottai.
2.The Hospital Superintendent,Govt. Headquarters Hospital, Pudukkottai.
3.The Resident Medical Officer, Govt. Headquarters Hospital Pudukkottai.
4.District Co-ordinator, TNHSP, Pudukkottai.
5.The Administrative Officer, Govt. Headquarters Hospital,Pudukkottai.
6.Nursing Superintendent Gr-I, Govt. Headquarters Hospital,
Pudukkottai.
7. Office Superintendent(Stores) Govt. Headquarters Hospital,
Pudukkottai.
8. ACME Consultant, TNHSP Scheme, Pudukkottai.
9. L.N.Nithyanantham, Karur-Tex, Aranthangi
10. N.Ganesan, Administrative Manager, NACSS Neat & Clean Services
Squad, Madurai
11. N.M.Muthu,Field Officer, Alert Security Services, Coimbatore
12. P.Leelakrishnan, Area Manager, U.K. Service, Chennai-28
13. N.Raghuraman, First Man Management, Trichy
14.R.Krishnachandran, Executive Officer, Trichy
15.Modern Education Social Service, Cuddalore
16.P.Senthilkumar, Area Manager, GHS Facility Services, Madurai.

Queries raised by the Bidders and replies given by the Joint Director:-

Questions by Mr.Krishnachandran, Executive Officer, New Security Force, Trichy-

1. Wages revised by the Govt. Periodically. Whether Pay should be revised
according to the Government?

This is a lumps contract and wages cannot be changed.

2. Whether Day shift Workers are equally appointed for Night Shift?

For emergency wards Day shift workers should be appointed equally for night
shift also Otherwise the no. of night shift workers are not needed equally.

3. It is mentioned that the tender can also be downloaded from
ww.tenders.tn.gov.in and TNHSP Website is www.tnhsp.net at free
of cost. Whether the tender may be accepted without payment?

YES.

Questions by Mr.Ganesan, Administrative Manager, NACSS, Neat & Clean Services Squad, Madurai:-

1.Whether the drinking water may supply through us or Municipality?

Water is supplied through Municipality and RO system is functioning in some wards. It is essential to serve the patients properly.

2. Whether the leakage of toilet, light facility may be corrected by us?

All the works regarding that should be cleared by the Hospital. The
expectation view is Maintenance and keeping cleanliness.

3.Whether Pesticides and Insecticides are supplied through Govt. agency or not?

All the materials should be brought by the Agencies. Using techniques
in correct way is only needed.

4.Whether existing sanitary workers may use for the work?

The existing sanitary workers might not be included for the work allotted by the Agencies.

Question by Mr.LeelaKrishnan, Area Manager, U.K.Service, Chennai-28

1.Whether Bio-Medical wastes and General Wastes are disposed through our
workers?

Separate bins are being kept in particular wards for Bio-Medical Wastes
and General Wastes. The segregation may be done by Hospital workers.
The duty of workers appointed through contractors is to transport the
Wastes to appropriate places.

General Instructions given by the Additional Director of Medical and Rural Health Services, Chennai:
Technical Specification is essential
The main thing is quality of work.

General Instructions given by the Joint Director of Medical and Rural Health Services, Pudukkottai:
Survey date is 21.3.09(Saturday)
Time : 10.00AM

General Instructions given by the Hospital Superintendent, Govt. H.Q.Hospital Pudukkottai:

Cleaning equipments should be brought by the Agencies.
It is the choice of the Agencies for Cleaning by manually or machine.

Sd. Joint Director of Medical and Rural
Health Services, Pudukkottai.
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MINUTES OF THE PRE BID MEETING FOR HOUSEKEEPING AND SANITATION SERVICES IN GOVERNMENT DISTRICT HEADQUARTERS HOSPITAL, TIRUPPUR

Date: 19.03.09 Time: 03.00pm

The Pre bid meeting was held at the Office of the Joint Director of Health Services, Tiruppur District for the tender for House keeping and Sanitation Services in Govt. Head quarters Hospital, Tiruppur in the presence of the Deputy Director (Consultancy), TNHSP, Chennai.

The following Officers and Bidders/Representatives attended the pre bid meeting.

S. No
Name and Address of the Officers
Contact No.
1.
Dr. M. Doraikannan, Joint Director of Health Services
9843053255
2.
DR. Mohamed Azhi, Hospital superintendent
9487523877
3.
Dr. K. Pandiarajan, HSP Coordinator
9445030759
4.
Mr. Govindhan, Administrative Officer
9789176517

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S. No
Name and Designation of the Bidders / Representatives
Contact No.
5.
D. Arunkumar, Group 4 Services, 2/1 AB perks Arch Road, Uppilapalayam, Coimbatore

9944151522
6.
S. Nagaraj, NACSS, 2 / 173, Madurai
9944834881
7.
MESSS, NGO, 10, Srinivas pillai st., pudupalayam, Cuddallore
9865649509
8.
Alert Services, Coimbatore.
9344066933

The following clarifications were sought for the bidders / representatives.

Questioned by NACSS : What is our duty hour?
Clarification furnished
By Joint Director : 24 Hours in shift duties

Questioned by NACSS : Are House Keeping and Security works separate?
Clarification furnished
By Joint Director : No. Security is one of the Part of House Keeping work

Questioned by NACSS : Is Stretcher duty is part of our duty?
Clarification furnished
By Joint Director : No. But may be required in time of emergencies for the
patient Welfare

Questioned by NACSS : Should we restrict to the Manpower
Clarification furnished
By Joint Director : No You are requested to visit the hospital
and propose the required manpower as per your
Justification

Questioned by NACSS : Do you supply Materials for House Keeping?
Clarification furnished : No
By Joint Director

Questioned by NACSS : Is Bush Cutting is one of our duty?
Clarification furnished
By Joint Director : Yes. It includes as a part of one

Questioned by NACSS : Should we propose with conclusion of Minimum
Wages Act.
Clarification furnished
By Joint Director : Yes Kindly refer the document.

Questioned by NACESS : Which is last date of Tender given to this office?
Clarification furnished : Up to 25/3/2009 at 3.00 PM Tender will be received in this
By Joint Director Office

25th 4.00 PM the Tender will be Opened.

Tender Box available in Administrative Officers Room.

The Joint Director of Health Services advised the bidders/representative to visit the hospital and verify the site conditions before submitting the tender for the housekeeping and sanitation services for Government Head Quarters Hospitals, Tiruppur (2 Locations).

Sd. JOINT DIRECTOR OF HEALTH SERVICES
COIMBATORE @ TIRUPPUR
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MINUTES OF THE PRE BID MEETING FOR HOUSEKEEPING AND SANITATION SERVICES IN GOVERNMENT HOSPITAL, TAMBARAM

Date: 19.03.09 Time: 03.00pm

Prebid Meeting for Housekeeping and Sanitation Services in Government Hospital, Tambaram was conducted by the Joint Director of Health Services, Kancheepuram at the Chamber of Joint Director of Health Services, Kancheepuram in the presence of the Deputy Director (Equipment), TNHSP, Chennai.

The following Officials and Bidders attended the Meeting:-

Sl. No.
Name and address of the Fir/Agency
Name of the person attended the meeting
Contact No.
Address
1.
Dr. N. Nagarajan, MD,
Joint Director of Health Services,
Kancheepuram.

9952807402
Government Headquarters Hospital, Kancheepuram
2
Dr. K. Premila,
Assistant Surgeon,
Government Hospital, Tambaram

9444084885
Assistant Surgeon,
Government Hospital,
Tambaram.
3.
Thiru. M. Sampath,
Administrative Officer,
Office of the Joint Director of Health Services, Kancheepuram.

0444171744
Office of the Joint Director of Health Services, Kancheepuram.
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S. No.
Name and address of the Fir/Agency
Name of the person attended the meeting
Contact No.
Address
1.
UDS,
7, Shastri Garden,
Off. Rajiv Gandhi Road,
Chennai 97.
Ananthakumar
Eender and Uds in Facilty @ Uds. in
9840680017
24961912
7 Shastri Garden
Off. Rajiv Gandhi Road, Chennai 97
2.
FIRST MAN MANAAGEMENT (PV) LTD.
8, 2nd Lane, North Baog Road, T.Nagar, Chennai 17.
R. Sivakumar
firstmansource_resume @ yahoo.co.in
9842402003
28516909
3, 2nd Lane,
North Boag Road,
T. Nagar, Chennai 17
3.
UK House Keeping and Panir Services
15/18 3rd Cross Street,
R.A. Puram, Chennai 28
M. Thyamoorthy
mrtt@ukhousekeeping.com
9790794239
15/18 3rd Cross Street,
R.A. Puram, Chennai 28.
4.
MACCS
2/173 2nd Cross Main Street,
SV Pathy at hot mail.com
M. Kumaravel Pandian
9842873803
9965589523
Ganesan Sacss
Madurai
5
Mittyyanand
G 45 Facility Services, Chennai
Mittyanand
9382856802
bmchennai@airtelmail.in
gyssouthro@airtelmail.in
Kodambakkam
6
K.V. Enterprises
4 Lora Street,
Avvai Nagar,
Selaiyur, Chennai 73.
Menon
9381412328
kventerprises2000@yahoo.co.in
Tambaram
7
Creative Education Trust,
68/9, Solambudur Road, Ambathur, Chennai 53
V. Mohan
9791092904
Ambathur
8.
Annel Enterprises \
No. 4 Bharathi Nagar,
Urappakkam,
Chennai 603 203.
C. Anandan
9444244583
Urappakkam

The following queries were raised by the bidders and replies given by the Joint Director:-

1. Question: What is the area of Government Hospital, Tambaram .

Reply: It was replied that total area is 5.42 acres and also explained about the area of Accident and Emergency ward, CEmONC ward etc., and also told about the no.of Windows ,doors, fans etc., which are already given in the booklet and also told that The purchaser is Joint Director of Health Serives, Kancheepuram district.

2. Question: Tenure of the Contract

Reply: Tenure of the contract will be extended after three years by the Team of Doctors. At the discretion of the Hospital Management taken in to account the quality and quantity of service rendered by the contractors. 10% will be enhanced in the rate for the second year.

3. Question: Whether any vehicle is provided by the hospital to shift the wastes within the hospital.

Reply: It is explained that within the hospital, trolleys etc., provided by the Chief Medical Officer. To shift the wastages outside , vehicles must be arranged by their own.

4. Question: Period of Cleaning the over head tank, septic tank, etc.

Reply: Over head tank should be cleaned once in a week. Septic tank should be cleaned as and when it is overflowed. It is also told that biomedical waste management training will be given by the hospital staff to the contract workers.

One of the bidder expressed that there are inner drainages seen uncovered and it is good to cover the drainages.

5. Question: Whether the chlorination will be arranged by the Purchaser. Clarification needed for Periodical of pesticide (not mentioned in the booklet)

Reply: Chlorination arrangements should be made by the bidders. The Pesticide should be done by the approved Pesticide agency as per the rules.

6. Question: Description of Work

Reply: It is mentioned under the scope of work and requirements in the bid document.

7. Question: Removal of bushes

Reply: Agency should make arrangements to clean the bushes.

8. Question: Whether Security Deposit will be paid by the Contractor after selection

Reply: The Security deposit (bid security of Rs. 25,000/-) should be enclosed (given) by bidder along with the bid document.

9. Question: Whether service tax is Reimbursable and it is told that service

Reply: No. All taxes have to be borne by the Bidders.

10. Question: Whether minimum wages should be fixed.

Reply: This is a lumpsum contract. Hence no separate payment will be made for wages.

11. Question: Whether the Hospital Management is allowed to pay the Additional amount whenever the pay revised.
Reply: Enhanced pay revision amount should be borne by the bidders themselves.

12. Question: Fire Extinguishers availability

Reply: NOC should be get from the Fire Department and it should be ensured through Fire safety personnel and check periodically. If any deviation find in fire extinguishers it should be bring to the notice of the Chief Medical Officer well in advance and fire alarm system to be used in case of emergency.
Sd. Joint Director of Medical and Rural
Health Services, Kancheepuram.
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