NOTICE INVITING EXPRESSION OF INTEREST FOR PROVIDING

CONSULTANCY SERVICES FOR NABL ACCREDITATION AS PER ISO

15189:2022 OF THE LABORATORIES FOR THE ESIC MEDICAL COLLEGE &
HOSPITAL, KK NAGAR, CHENNAI.

The Dean, ESIC Medical College and Hospital, K.K. Nagar, Chennai, Tamilnadu-
600078, invites EOI under “Two Bid System” i.e. (Technical Bid and Financial Bid separately)
from interested and eligible consultancy agencies for providing consultancy services for NABL
accreditation as per ISO 15189:2022 of the laboratories for the ESIC Medical College &
Hospital, K.K Nagar, Chennai-78.

The Technical Bid & Financial Bid should be submitted into two separate envelopes
into a single big sealed envelope and superscribed name of bid on the head of each envelope.
Parties should submit their offers to the above-mentioned address by post / in Drop Box in
sealed cover marked as “consultancy services for NABL accreditation as per ISO 15189:2022
of the laboratories for the ESIC Medical College & Hospital, K.K Nagar, Chennai-78 at
Administration Block 1st Floor”.

Date of Issue of EOI on ESIC Website 04/07 /2023

Pre-Bid Meeting Date/Place 12/07/2023 , 12:00 PM , College Council
Hall, Administration Block, College
Building.
Last Date of Submission of EOI in Hard 25/07/2023
Copy
Opening of EOI – Technical Bid cover 26/ 07 /2023
Opening of EOI – Financial Bid cover Will be informed after Technical Evaluation.
Performance Security 10% of the Contract value. Valid till the end
of the Contract period plus two months.

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 EXPRESSION OF INTEREST (EOI) FOR PROVIDING CONSULTANCY
SERVICES FOR NABL ACCREDITATION AS PER ISO 15189:2022 OF THE
LABORATORIES FOR THE ESIC MEDICAL COLLEGE & HOSPITAL, K.K
NAGAR, CHENNAI.

AGREEMENT OVERVIEW

This Agreement represents a Service Level Agreement between the buyer and Service
provider. The purpose of this agreement is to facilitate NABL Accreditation Program to the
ESIC Medical College and Hospital, K.K. Nagar, Chennai-600078.

Scope for NABL (ISO 15189:2022) Consultancy:

Sl. No Description of Work

1. GAP Analysis & awareness training

a) Consultancy for NABL Accreditation to the Departments of Biochemistry,

Microbiology & Pathology.

b) Assist the existing facilities in the departments of Biochemistry Microbiology,

Pathology and Emergency lab Services, make a GAP Analysis for compliance with
ISO 15189:2022 Standards.

c) To Assess the existing facilities in the departments as mentioned in (a) above and
issue a GAP Analysis for compliance with ISO 15189:2022 Standards

d) Awareness training to all Doctors, Staff Nurses & Technicians (Max 6 sessions only
and duration of each session will be for 2 hours each covering every member
involved in the pre analytical and post analytical process.)

e) To provide formal and informal technical guidance to the hospital in fulfilling the
criteria laid down in ISO 15189:2022 for all the tests conducted ill the various
sections within the department.

2. Documentation & Training

a) Training on GAP Report findings to fulfil the deficient details

b) SOP's & Document Preparation as per NABL 112 Requirements.

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c) To prepare all manuals, Standard operating Procedures and documents required for
accreditation as per NABL 112 Requirements.

Conduct Management Review Meeting - I

Training on documentation and implementation of accreditation as per NABL 112

& ISO 15189:2022

d) Training on Documentation & Implementation Protocols

3. Audits – Internal/Accreditation

a) Training on Conduct of Internal Audits

b) Prepare Internal Audit Checklist

c) Assist at the time of Internal Audits, Pre-Audit and Accreditation audit by NABL

d) Assist at the time of Internal Audit

e) Conduct of Audits - Two rounds of audit -Mandatory

4 Guidance to apply for NABL Application & Final Accreditation

a) Facilitation of preparation & sending of Application to NABL

b) Assist at the time of Pre-Audit

c) Adequacy Report

d) Pre-Assessment Verification

Conduct Management & Review Meeting -2

assist at the time of Accreditation Audit by NABL

e) Final Audit Verification

f) Assist in providing clarifications/corrective action Reports to NABL.

g) Surveillance Audit Assistance: consultancy should assist in closure of any non-

conformities raised during Surveillance Audit

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 PARTIES TO THE AGREEMENT
The main stakeholders associated with this agreement are as below-

i. Buyer: Buyer is responsible to ensure timely payments for the services availed.

ii. Service Provider: Service provider is responsible to provide all the required services
in timely manner. Service provider may also include seller, any authorized agents,
assignees, successors and nominees as described in the agreement without any
additional cost to the buyer.

It is assumed that all stakeholders have read and understood the same before signing
the document.

INTRODUCTION:

ESIC Medical College & Hospital located at K.K. Nagar, Chennai is an ISO 9001:2015
certified Hospital providing Secondary care service provider to the Insured Persons (IPs). The
Hospital is planning to get NABL Accreditation.

The purpose of this Expression of Interest (EOI) is to engage an authorized

competent consultancy agency for facilitating NABL Accreditation.

INSTRUCTIONS TO BIDDERS:

1. The rates quoted should not be higher than that quoted in case of any other organization /
Institution.
2. The contractor 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 bid document. The contractor
shall not sublet, transfer or assign the contract or any part thereof without the written
permission of the Dean/Competent Authority. In the event of the contractor contravening
this condition, Dean/ Competent Authority shall be entitled to place the contract elsewhere
on the contractors account at his risk and the contractor shall be liable for any loss or
damage, which the Hospital, may sustain in consequence or arising out of such replacing of
the contract.
3. Insolvency and breach of contract: The Dean/Competent Authority 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 contractors 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

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 under any insolvency not for the time being in force or shall make any convenience or
assignment of his efforts or enter into any arrangements or composition with his creditors
or suspend payment of if the firm be dissolved under partnership act, or

ii) If the contractor being a company shall pass a resolution or the court shall make an order
for the liquidation of the affairs or a receiver of Manager on behalf of the debenture holder
shall be appointed or circumstances hall have arisen which entitled the court or debenture
holders to appoint a receiver or Manager.

iii) If the contract commits any breach of this contract not herein specifically proved for:
Provided always that such determination shall not prejudice any right of action or remedy
which shall have accrued or shall accrue thereafter to the purchaser and provided also that
the contractor shall be liable to pay the purchaser for any extra expenditure, he is thereby
put to but shall not be entitled to any gain on repurchased.

4. Right to accept / reject: The competent authority reserves the right to reject any or all bids
without assigning any reason whatsoever. Also, the competent 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 bidders.

5. The personnel employed by the tenderer should have proper ID cards.

6. The contractor will be responsible for such conduct of the persons engaged by him in the
hospital, which will be conducive for maintaining a harmonious atmosphere as expected in
the hospital and will be responsible for any act & omission of such persons.

7. In the event of any violation of laws, rules, statutory provisions by the contractor, this will
amount to breach of contract and in such case, the hospital will have the right for terminating
the contract, forthwith, without giving any notice or assigning any reason.

8. The NABL consultant firm should have been approved by the QCI, India or should have
qualified Lead Assessor’s on ISO 15189:2022 for dealing with NABL Accreditation work.

9. Past work experience in brief along with the current assignments handled especially
mentioning the major clients (not less than five). Bidders are required to confirm the
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 fulfilment of the evaluation criteria by submitting the relevant documents in the following
areas:
A) Bidder shall demonstrate and should have work experience certificates, contract orders
and completion certificates of their existence in the NABL consultancy services for the
last 3 (three) years.
B) Bidder shall preferably demonstrate similar experience of rendering consultancy
services in the area of NABL Accreditation & certification of R&D/ PSU/ State/Central
government organizations during the last three financial years. (Submit relevant
scanned copies)
10. Major clients served by the bidder organization in the past along with the present
assignments enlisting the nature of work, copies of work/contract order, details of
references, work experience certificate, work completion certificates. (Submit scanned
copy)

11. Brief detail of qualified professionals employed by the bidder organization along with
complete detail of team members proposed for ESIC Medical College & Hospital, Chennai
assignment including their name, experience, profile, specialization etc. keeping in view the
requirement mentioned in bid evaluation criteria are required to be furnished by the bidder.

12. Rates quoted shall be deemed to be inclusive of cost of manpower, travelling, lodging,
food expenses, software/hardware, stationery, prints and presentation material etc..
No escalation of whatsoever nature, shall be payable in future due to any
revision/amendment in any act/statute governing this contract.

13. Any loss to ESIC on account of non-performance of the contract, deficiency in performance
due to lack of quality, non-performance in time or similar deficiencies, will be recovered
from the bidder and contract shall be liable for termination/forfeiture of Security Deposit.

PAYMENT TERMS

1. Rates quoted shall be deemed to be inclusive of applicable taxes, cost of manpower,

travelling, lodging, food expenses, software/hardware (where necessary), stationery, prints
and presentation material. No escalation of whatsoever nature, shall be payable in future due
to any revision/amendment in any act/statute governing this contract.

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2. No advance payment shall be made.

3. If necessary, any registration fee payable for the purpose of NABL Accreditation Program
may be required to be paid by the selected agency and shall be reimbursed as per actual by
the Hospital. Similar procedure is applicable for any other incidental charges.

4. Payment shall be made in 2 stages as shown below:

50% of the payment on successful submission of the application to NABL, 50% of

the payment on receipt of NABL Accreditation.

5. Payment will be made through bank transfer only, in no circumstance cash/ cheque
payment will be made.

AMENDMENT OF CONTRACT

During service delivery period some conditions may occur when the Buyer and/ or Seller may
require to amend the Agreement, some of such conditions may be as followed-

i. Amendment of the Contract after event of Force Majeure: In case of occurrence of any
exceptional event/ circumstance which has affected either party directly to perform the
agreed services, the agreement can be amended. However, cause, evidence and nature of
such effect shall be noticed to the other party.

TERMINATION OF CONTRACT

The Agreement shall become to an end either on completion of the Contract Period or shall be
terminated for the following reasons:

i. Mutual consent: The contract may be terminated based on mutual consent in case the
services are no longer required. Termination based on mutual consent will not attract any
penalties or shall not be liable for any extra payments other than payment of invoices
raised till the time of termination including notice period.

ii. Breach of contractual obligations: Any incidents considered as the breach of contract will
result in immediate termination of services. The Buyer shall have the right to terminate
the Contract effective immediately by giving written notice to the agency, if he breaches

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 a material provision of this Contract where that breach is not capable of remedy; or if
breaches any provision of this Contract and fails to remedy the breach within 14 days
after receiving notice requiring it to do so.

iii. Breach of SLAs: The contract may also be terminated if

i) The cumulative penalties rise to 10% of the contract value

ii) Repeated breach of any SLA beyond 3 instances as per buyer discretion.

However, termination of this Contract shall not affect any accrued rights or remedies of either
party.

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 Annexure: I

Proforma for Financial Bid

SI.No: Category Total in INR (in Total In Rupees in

Figures) Words
1. Financial Proposal for Providing
Consultancy Services for NABL
accreditation as per ISO
15189:2022 of the laboratories
(Rates quoted shall be deemed to
be inclusive of cost of manpower,
travelling, lodging, food expenses,
software/hardware, stationery,
prints and presentation material or
any other incidental expenses).
2. Tax Liabilities/GST (as applicable)
3. Total Financial Proposal inclusive
of all taxes in Figures.
4. Total Financial Proposal inclusive
of all taxes in Words.

*Quoted rates are valid till completion of project.

Company Seal and Sign.

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