office of the mission director - nrhmmeghalaya.nic.in · office of the mission director national...

OFFICE OF THE MISSION DIRECTORNATIONAL HEALTH MISSION, MEGHALAYA

D ire c to ra te o f H ea lth Serv ices, “H ea lth C om plex” , R ed H ill, U p land R oad , L a itu m k h ra h , S h illo n g -7 9 3 0 0 3 , P h -0 3 6 4 -2 5 0 6 4 6 0 / 2 5 0 6 5 5 2 , F a x : 0 3 6 4 -2 5 0 6 2 4 4

E m a il: n rh m m eg h @ g m a il.c o m OR b ry a n ra p h a e ld o n @ g m a il.c o m

Reference No: DHS/MCH&FW/NHM/PROC-RCH/42/2014-15/103 Dated: 15th/Jan/2016

Request for Proposal For Design and Development of Web Based Computerized Blood Bank Management Information System

Section I: Notice Inviting Request for Proposal Design and Development of Web Based Computerized Blood Bank Management Information System

1. Sealed Tenders in a Two Bid System affixing a Court Fee Stamp of Rs. 25/- is invited by the Mission Director, National Health Mission, Meghalaya under the Department of Health

and Family Welfare, Government of Meghalaya from Prospective Bidders for design and

development of a web based computerized Blood Bank Management Information System

(BBMIS) for blood banks in the state through open Tender.

2. This tender shall be evaluated under the two-bid system, i.e., through evaluation of

technical and financial proposals/ bids. Along with submitting requisite documents in the technical bid, the bidders shall also have to make a presentation on their Technical

Proposals for the BBMIS to be considered eligible for opening of their financial proposals/

bids.

3. This RFP document comprises the following sections and annexure:Section I: Notice Inviting Request for Proposal, i.e., this document Section II: Fact Sheet and Background InformationSection III: Scope of WorkSection IV: TimelineSection V: BBMIS ArchitectureSection VI: List of Blood BanksSection VII: Preparation of BidsSection VIII: General Instructions to BiddersSection IX: General Conditions of ContractAnnexure I: Financial BidAnnexure II: Additional Rate ScheduleAnnexure III: Tender Application FormAnnexure IV: Performance Security DepositAnnexure V: Bid SecurityAnnexure VI: Annual TurnoverAnnexure VII: IT Return

Sd/-Mission Director

National Health Mission Meghalaya

1 | P a g e




Section II: Fact Sheet and Background Information 1. Fact Sheet

Sl.no Topic1 Project Name and Initiator: Request for Proposal (RFP) for design

and development of web based computerized Blood Bank Management Information System (BBMIS) for Meghalaya State Director of Health Services Research (MGDHSR)

2 The method of selection is: Quality and Cost Based Selection (QCBS)Mode of Tendering: Open tender

3 Document can be downloaded from the official NHM website (www.nrhmmeghalaya.nic.irij.Any subsequent notice/ corrigendumregarding this RFP shall be uploaded on the websites mentioned above only. Bidders are requested to check the website regularly for this purpose.

4

Earnest Money Deposit (EMD) shall be submitted along with Tender document inform of Demand Draft payable at Shillong from any scheduled Commercial Bank in India for value of Rs.1,45,000/- (Rupees one lakh forty five thousand only) in favour of "Mission Director, NHM shillong" Meghalaya. EMD shall be submitted with technical bid.

5

Taxes:The Bid price quoted shall be inclusive of all charges, taxes, levies etc., as applicable to meet the deliverables as part of this project. Only Service Tax shall be paid extra, wherever applicable with the all-inclusive bid price quoted by the bidder under this RFP.

6Proposals must remain valid for 180 days after the last date for submission of bids as per this RFP.

7Technical Proposal/Bid and Financial Proposal/Bid shall have submitted asdetailed in this RFP document. The bid may be addressedto:The Mission Director, National Health MissionD irecto rate o f H ealth S erv ices , "H e a lth C o m p le x " , R ed H ill, U p lan d R o ad , L a itu m k h rah ,S h illo n g -793003 , M eg h alay a

8 For any queries relating to RFP: Mr. Bryan R Don, Procurement Officer Contact no. 9856026108

9 All relevant dates relating to this tender are mentioned below this Fact Sheet under Clause for "Date and Time Schedule"

National Health Mission, reserves the right to reject any or all the tenders without assigning any reason.

Note: Any changes or any further notifications in respect to the above Tender document shall be made available only at the above mentioned website. Hence respective bidders are advised to visit the website regularly for the above purpose.

2 | P a g e




2. Date and Time Schedule

Sl. No Particulars Date and Time

1 Date of publishing RFP 18th/Jan/2016

2 Documents sale start date 18th/Jan/2016

3 Tender Fee 2000/- (two thousand) only

4 Pre-bid meeting at Office of Mission Director,

NHM Laitumkhrah Shillong Meghalaya

04th/Feb/2016 at 10:30am

5 Documents sale end date 15th/Feb/2016 up to 12:00pm

6 Bid Submission closing date and time 16th/Feb/2016 up to 04:00pm

7 Bid opening date To be notified later

8 Date of presentation by bidders at Office of Office of Mission Director, NHM Laitumkhrah Shillong Meghalaya on Technical Proposal relating to Scope of Work,

To be notified later

3. In the event the date(s) for pre-bid meeting or presentation by bidders or the last date for submission of Bid document are declared as holiday for the Office of Mission Director, NHM Laitumkhrah Shillong Meghalaya such event shall be scheduled for the same time of the next working day.

4. Proposals must be received as per the time, date, manner and venue mentioned in the Fact Sheet. Proposals submitted any otherwise shall be rejected.

5. Prime Objective of the project:This activity includes design and development of a web based Blood Bank Management Information System (BBMIS), a web Portal, through which the citizen centric data can be disseminated to the public. The selected bidder, hereinafter referred to as Implementing Agency (IA) shall be responsible for transitioning the existing computerized Blood Bank System, wherever applicable to the proposed BBMIS.

6. Stakeholder AnalysisVarious stakeholders of the project include:(i) Meghalaya State Director of Health Services Research (MGDHSR)(ii) The Administrative Department, i.e., Department of Health and Family Welfare,

Government of Meghalaya(iii) State Blood Transfusion Council, Meghalaya; a Society under the Department

of Health and Family Welfare, Government of Meghalaya(iv) Blood Banks(v) Citizens

SECTION III: SCOPE OF WORK1. Scope of work shall comprise the following:

(i) Blood Bank work flow automation(ii) Studying the existing system and gathering the user requirements and

preparation of System Requirement Specification (SRS)3 | P a g e




(iii) Design and Development of Application Software "Web based Blood Bank Management Information System (BBMIS)" with functionalities as per the approved SRS

(iv) Application compatible to Android Tablet(v) Providing maintenance of the BBMIS for 36 (thirty six) months from date of go-

live of BBMIS.(vi) Provision for Software Infrastructure as per requirement. Requirement of

hardware on hire (such as server, space for server, AC for server etc), network etc for implementing BBMIS, shall be provided by IA.

(vii) Provide field level training to application users(viii) Provide Operation and Service Support for Applications and Infrastructure(ix) Provision for testing and training on software with dummy database.(x) Provision for data migration from existing software to BBMIS.(xi) Provision to incorporate Thalassaemia module.(xii) In order to overcome critical issues, impairing the functioning of blood

banks/MGDHSR/ Administrative Department/ other stakeholders during the BBMIS project implementation, MGDHSR would appoint a "BBMIS Nodal Team" for handling all the software, helpdesk support, logistics (if any) and any other requirement as per stated scope during the entire tenure of contract.

2. Standard/Technology/FrameworkThe development should be done in standard Open Source Environment as per the latest technology:

(i) Open Standard MVC Framework for development(ii) GIGW Compliance(iii) CERT-in Security Standard

3. The overview of scope of work:(i) This activity includes creation of a web based Blood Bank Management

Information System (BBMIS), a web Portal, through which the citizen centric data can be disseminated to the public. The selected bidder, hereinafter referred to as Implementing Agency (IA) shall be responsible for transitioning the existing computerized Blood Bank System to the proposed BBMIS. At present there are 3 (three) Government Blood Banks. The number of blood banks shall likely be increasing with the passage of time and the BBMIS shall have to be implemented in them. The responsibility of Implementation of BBMIS in those blood banks would rest with the IA.

(ii) All other licensed blood banks in the state, whether in the public sector or in the private sector shall upload reports relating to licensing, performance indicators, inventory etc to MGDHSR on this web portal.

(iii)The BBMIS shall have provision to be linked and integrated with software /websites like the website of MGDHSR: the Health Management Information System of the state government's Department of Health and Family Welfare; the Strategic Information Management System (SIMS) and Inventory Management System (IMS) software of the union government's Department of AIDS Control under the Ministry of Health and Family Welfare; others, so that necessary and important data can be shared all across the government's Health vertical and important controls and Management Information System (MIS) is made available to key management under one umbrella. Competent Authorities can monitor and view all types of reports real

4 | P a g e




time.(iv) This system will be accessed by the Blood Bank Authorities and their

staff, authorities of the MGDHSR/ Administrative Department and the common public, depending on their role and requirement. The multi grain permission system will ensure the data integrity and secrecy to the optimum level. The main objective of the project is to develop such a system that the supply-management chain is maintained at its best and there are no bottlenecks of the resources in the system due to which the delivery model gets affected. The control in the system ensures that there is no pilferage or leakage in the system.

(v) The selected bidder shall also be responsible for maintenance of the BBMIS for 36 (thirty six) months from date of Go-Live for BBMIS and provide Manpower for setting up PMU on-site (hand holding support) as per requirement assessed.

4. Functional scope of Work:The proposed web based Blood Bank Management Information System should be a blood tracking and tracing system and provide blood to the citizen in minimal processing time. The proposed system should connect all government blood banks located at different places in the state into a single network and a centralized database will be maintained. [The number of blood banks may be increasing with the passage of time]

5. Work flow automation of Blood Banks:(i) BBMIS workflow will start from Camp Application and subsequently Camp Planning and

Blood Collection. Majority of blood is collected from various voluntary Blood Donation Camps (BDC). Otherwise blood is also collected as in-house and from other blood banks. There is also provision of replacement donation. Each donation is identified by a Code (BDC Code and In-house code) and Serial Number. Since this number is the key, care should be taken so that this combination remains unique in the life span of the package. A provision for another key, i.e. 'Segment No', should also be incorporated as a mandatory field. A suitable code and serial number is defined for the in-house / replacement donations (done within the Blood Banks) also and the same is not overlapping.

(ii) The BBMIS should also have provision for batch uploading, if manual work is has to be performed.

6. Blood Collection (Camp and In-house):(i) Majority of blood is collected from various voluntary Blood Donation Camps (BDC). In some

cases blood is also collected as in-house and from other blood banks. Each donation is identified by a Code (BDC Code and In-house code) and Serial Number. Since this number is the key, care should be taken so that this combination remains unique in the life span of the package. A provision for another key, i.e. 'Segment No', should also be incorporated as a mandatory field. Data collected from blood banks will be uploaded to the centralized server in real time basis, but in case of network issues the data will be stored in the device (tablet, laptop, PC) & will be uploaded in the batch mode as & when network is available. There should also be a provision to Transfer the data directly to the server through a staging environment.

(ii) Testing of Blood: Testing of Blood After collection, the blood will be tested for presence of HIV virus, Hepatitis B virus, Hepatitis C virus, Syphilis and Malaria Parasites. There should be provision to test using ELISA method, Rapid Method and other tests method for Malaria Parasites, with entry format as will be discussed /provided.[Provision should be there to provide other testing processes like NAT (Nuclear Amplification Test)]etc.

(iii) ELISA (Enzyme-linked immunosor bent assay) test result entry should have following5 | P a g e




features:a) Take care of the Control Sample Locations of reagent kits from different companies as

well as in-house control (optional)b) The GUI should look like the ELISA equipment's Well matrix for ease of entry. Reactive

and Non - reactive samples should be marked with suitable colour code.c) Provision should be there to incorporate data directly from ELISA reader to prevent

human error of entry (optional)d) Provision to upload results manually also.

(iv) Testing and Grouping of blood can be done simultaneously for speedy/urgent disposal.

(v) Any blood sample, if found reactive in any of the tests will be marked as reactive and cannot be issued under any circumstances.

(vi) There should be provision for Defining Various Blood Components along with their properties like life span, if the component can be washed, whether component can be issue without group matching, price etc. There should be provision for Defining Component Mix from Whole Blood when blood is collected in multiple bag types (like Double Bag/Triple Bag/ Quadruple Bag etc.)

(vii) Post Camp Entry: Bag Generation and Quick/detailed data entry of Donor to be done.(viii) Storage of Blood and blood components

7. Blood Issue:(i) Supply of Blood: includes Requisition entry, grouping, sorting, cross matching and

ready for issue.(ii) Grouping of Blood: Blood is now grouped as per their property. There should be

provision of adding/ modifying blood groups.(iii) Delivery of blood: includes cash /card / free permission collection. The blood is ready

for delivery at this stage.(iv) Modification of issue slips even after computer issue of blood.(v) In hospital blood bank: Return from ward/ OT / others report

8. Blood Stock Management:(i) The Stock Position of each Blood Bank will be updated on the Web Portal at periodic

intervals. The intervals will be decided after implementation by considering various factors.

(ii) There will be a program to reserve certain number or percentage of stock for emergency purpose (that will be decided by authority). Stock will be displayed for general public after deducting this number.

(iii) There will be a screen showing the following details: Current Stock Position (to be archived hourly), expiry profile of current stock, cross-matched blood bags which have not been issued even after stipulated timeframe.

(iv) Provision for accepting returned blood for non use with policy defined. Provision of expiry check module with provision of expiry date change in case expiry is wrongly entered.

(v) There should be a Query Window to know the details of status and locate any blood/ component bag from the bag number/ segment number of the bag.

(vi) Incase the issued blood is not being utilized or transfused to patient, then system will have a provision for accepting returned blood with policy defined.

(vii) The system should give 7days alerts before on expiry of stock and will identify the expired unit in different color code. In case for wrong data entry, the blood bank admin will have provision for changing the expiry date of the blood units.

(viii)In each of the above category it should be possible to define the component(s) that can be stored. While storing a Blood Bag/ Component, it will be possible to define storage location. There will be provision to change storage location for a set of blood

6 | P a g e




bags including option to change the cold room position or addition of new cold room or Blood Bank Refrigerator/ Deep freezer/ platelet agitator etc.

9. Central Donor Database:(i) The entire state's donor database (details and history) should be maintained in a

centralized server irrespective of the blood bank with unique identification of each donor .

(ii) Provision for creation of Donor's ID by Aadhaar/Bio-metric, so that data base of donors can be maintained properly.

(iii) Provision for repeat donor identification by Donor's ID/ Aadhaar/ Bio-metric (inhouse and camp).

(iv) Provision for units with group specific colors as well as discard and reactive with red color.

(v) A separate module for counsellor who will ask reactive donors to meet him/her and visit Integrated Counselling and Testing Centre with its various report formats as will be required to preview old records.

(vi) The solution must have the provision for offline data entry at field level such as Blood Donation Camp through tab or handheld or equivalent devices (device shall be made available) for donor management. There should be provision of automatic Synchronization of data to Blood Bank Data base if there is connectivity in the hand held device. Provision should also be there to push data into the blood bank database and central server database for synchronization after capturing the data from the Blood Donation camp.

(vii) This part should be separate Android based Module from the main Application software. It should export donor data in such format as may be imported into the Blood Bank data base to be accessible by main Application software.

10. Citizen Centric Modules:A. Web Portal:

(i) Blood stock availability status to citizen. The Blood stock availability data must have the provision to display limited stock/ low stock if the quantity of any group specific component is less than a determined number, say 50 (fifty).

(ii) Upcoming camp information through camp scheduled calendar.(iii) Since the portal will be accessed by people of various categories, viz., different

organizations, government departments, institutions and many other stakeholders, the portal has to be extremely user friendly.

(iv) Interested Donor and Camp Organizer can register online through the web portal to donate blood and organize camps respectively.

(v) Unique Id generation for online donors(vi) This site will be interlinked with Meghalaya Health portal, the MGDHSR website

and its portion relevant to this software will be maintained by the IA. Apart from this, the website will also have general information for awareness of citizen which MGDHSR may want to share with the public.

11. Security Features:a) Multi-browser compatible applicationsb) Responsive Layoutsc) CERT-in Security Standardsd) GIGW Compliance

12. Reactive Blood Donor Management(i) A separate module for counsellor who will ask reactive donors to meet him/her and

7 | P a g e




visit Integrated Counselling and Testing Centre with its various report formats as will be required to preview old records.

(ii) Since this is a very sensitive system, it must be designed grounds up with a Proper Security Framework. The following security features must be present in the system:

a) The Name and Address must be blocked for any donor who has been detected with any Reactive Component in the blood, especially HIV.

b) The Data once entered must never be physically deleted from the database.c) There has to be Audit Trail on sensitive information to track the ID of the person who

has entered/ modified the data along with timestamp.d) The system will have User ID and Password/ Privilege/ Role and Accessing Location

based Access Control for different Program Modules.e) There will be a role named Counsellors who will have the Privilege to View the

Details of Donors having reactive status.f) There should be provision in the design to keep selected information in the database

in an Encrypted Format.

13. Waste Management/ AutoclaveThe system should have facility to manage deferred blood packets and Autoclave process. The entire information relates to Autoclave process like Agency Name, Start time, End time etc should be maintained in the system.

14. Camp ManagementThe Camp Management module should manage the entire camp process starting from Camp Registration with personnel details for VBD camps up to final camp report preparation. It should have provision of the camp date change and code change option to blood bank admin only.

15. Blood transfer ManagementThe System should have provision of accepting blood from other blood banks and transfer blood to other blood banks during the time of acute crisis, shortage, emergency and disaster. The blood has to be issued to the patient as per the Acts & Regulation (to be provided by Department from time to time). The transfer blood should be uniquely identified based on the unique code.

16. Inventory Management Module(i) The Inventory Management Schedule shall have 2(two) modules i.e. Intra Departmental

and Inter Departmental.(ii) The software will track all data regarding blood and its components. The blood banks

use many inventory items such as bags, reagents, testing kits etc. This module will track those items and their usage, re-ordering etc.

(iii) The system should ensure the utilization of the whole blood/ blood components as per First In/First Out basis. The system will be validated in such a way that system will give an alert 7 days before expiry of blood units would not allow issuing any expired unit and utilizing any expired items..

(iv) System should give an alert 3 months before depletion of the buffer stock of consumer item.

17. Asset Management ModuleMany types of equipment are used in the blood banks (as per their manufacturer, serial number, date of installation, source of supply etc) which need to be tracked and maintained for optimum running. This module will track the equipment, their AMC / CMC / on-call

8 | P a g e




maintenance and measure the output/efficiency of each item of equipment. There should be a system of tracking the equipment by their name of manufacturer, date of installation, source of supply etc.

18. Blood Storage Centre(i) At the blood bank, this module will allow part of the stock to be moved to the Blood

storage centre and later unused stock can be returned to the blood bank.

19. Central control module(i) A control module should be developed for use at MGDHSR, Meghalaya.(ii) It should be possible to use WAN to generate selected reports with data from

various / all blood banks.(iii) Authority may choose to make some of these reports available publicly using

the website(iv) Authority can select any of the available reports which will be generated from all

Blood banks at defined periods and emailed to defined addresses in the background.(v) Any other restrictions / parameters which the authority may wish to control

centrally.(vi) There should be an automatic system of compiling all kinds of reports/returns of all the

blood banks showing state reports as a whole on real time and periodic basis (on a minute basis). Blood Banks will be connected to a Central Portal of Blood Bank in Meghalaya. The portal will display Current Stock position in each blood bank in Meghalaya individually as well as in compiled form, i.e., the sum total of all blood banks connected, —product wise|| and —group wise||, especially at MGDHSR' headquarters at Shillong Meghalaya.

20. License Management Module(i) In License management module should manage the license renewal process of the

blood bank(ii) All the information related to blood bank license renewal will be updated by the

blood bank user, so that License expiry warning at least six months prior to expiry will be displayed in the welcome screen.

(iii) Licensing status of blood banks, status of compliance with licensing requirements by the blood banks will also be reflected in the welcome screen of the blood bank user.

21. Plasma Transfer for Fractionation ModuleA separate module should be developed for plasma transfer for fractionation in case of excess/ unused fresh frozen plasma. This module will keep track of plasma fractionation transfer and the Organization fractionating plasma from blood banks.

22. Thalassaemia ModuleThe module should manage Thalassaemia Patient related information. The system will keep detail record of Thalassaemia patients and provide alerts on schedule of next date of transfusion treatment based on current visit records. The system shall have provision to add research work module.

23. Compatible with android TabletsThe application should be compatible with the Android tablets, so that blood bank users can directly update donor information from the camp site to minimize the camp process time and all the information at the camp site will be done in online mode and information will be stored in the central server directly.

9 | P a g e




24. User Administration(i) The user hierarchy should be maintained like Super admin, then blood bank

admin and blood bank users etc.(ii) The Admin will have to create the user profile for every blood bank user with

an authenticated user Id and password to access the BBMIS system for the smooth running of the application.

(iii) Log in details and activity history in details should be made available to the super user.

(iv) User will be provided with the facility to add / modify / update his/her profile information and Reset password option as per hierarchy.

(v) Password maintenance with following features:a) Password encryptionb) Password complexity analysisc) Force change of password after predefined periodic intervald) Password recovery using SMS/ e-mail

25. Blood Bank Specific Security(i) There must be Provision for periodic automated data synchronization between local

blood bank and central server. In case of failure of automated data synchronization, manual triggering of synchronization should also be possible in the system.

(ii) The system should be capable to generate barcode automatically.(iii) Protect identity of every donor. The details must be stored in encrypted format in the

database.(iv) Records of the failed samples (like HIV infected blood) must be electronically

protected and can be revealed only to the users having Counsellor role in the system. Also, the designated person can only view the records under his/ her jurisdiction. There will be an audit of all views of such records by the Counsellor.

(v) Blood can only be issued after the sample has passed all screening tests and each component is issued before the expiry date (or best before date). Samples which do not fulfil these criteria will not appear in the inventory of blood eligible for issue.

(vi) In case any test result is amended the reason thereof must be logged.(vii) The system must have inventory of all equipment that a blood bank possesses. The log

should have following information:a) Date of purchaseb) Date of warranty expiry or AMC, if any, expiryc) Company details of the maintenance service providerd) Whether the equipment needs any calibration. If yes, whether it needs audit

after calibration. If yes, details of calibration and calibration audit.e) Failure log of each equipment with following details:

i) Date of failure and date when the service provider is intimatedii) Log of interaction with service provideriii) Date when the fault has been rectified

viii) Kit and consumable inventory management. Ensure that a kit cannot be used in a test after its expiry date.

ix) Protection of information like blood group/ tube or segment number of blood bag for components - ensure that these details cannot be modified after any component of a blood unit is issued. Also a test result cannot be modified after issue of a component.

x) While issuing blood ensure only blood of same group can be issued to the recipient unless when any other group transfusion is possible for the component.

xi) In addition to the above, the software should be such that there are no errors and it runs at good speed.

10 | P a g e




xii) Web Service or equivalent API exposure - The blood bank solution should expose relevant web services or equivalent APIs which will enable parties like hospital management system to view stock status.

26. SOP ModuleThe Standard Operating Procedure of various blood bank activities is already defined. This Should be digitized as a separate module and tagged to the various modules for ready reference.

27. Alerts and Acknowledgement mechanismSMS and Email notifications to determined persons for all activities performed through the BBMIS shall be managed. Also, the Users should be provided with the alert system along with the integration of SMS facility. The Blood Bank MIS System will provide alerts on various purposes like alerts on License Renewal before 6 month of expiry of license, alerts on Blood and Blood component expiry, alerts on consumable inventory expiry through SMS and Email, Password recovery through SMS/ email, alerts on fund positions, alerts on SOEs to be submitted/ on acceptance etc.

(i) There shall be provision for SMS-alerts to mobile phones of donors, officials etc. 'Push' and 'Pull' SMS facility shall be integrated into the Web Portal. Portal shall have the capability for forwarding SMS alerts both on demand (pull) and on prescribed schedules (push) to both Healthcare providers and Public. Interested parties can pull pertinent information using simple and easy-to-use query formats. Portal shall also support bulk information dissemination (e.g., on World Blood Donors Day, Disease prevention tips etc.) through SMS (push mechanism) to registered users/ desired persons.

(ii) Inter-blood bank online inventory requisition and stock-transfer with approval of the Blood Safety Division of MGDHSR in emergency crises/ disasters, maintaining cold chain to the patients as life-saving issue

(iii) Provision for email alerts to donors, officials etc.(iv) Provision for SMS and email alerts for all financial transactions recorded through

BBMIS to related persons.(v) The application should support integration with USSD platform through an API.

28. Additional Features for the Software:(i) Data Entry at Local Database: Application users will insert the data into the local

database at the Blood Banks.(ii) Data Centre Central Server: Server Replication will be configured at each Blood Bank

and the delta data will be pushed to the Central Database Server on continuous basis. If network is down, users will still work offline and once the connectivity is back, it will resume the process of Synchronization.

(iii) Provision of user controlled data arrangements in all modules, means almost any type of tailor made reporting can be done without new programming.

(iv) Data can be grouped, filtered and sorted as per requirement. Also, columns can be hidden, re-ordered and re-sized. Font size can be controlled, and even prints can be taken if so desired.

(v) Personalized parameters can be saved for re-use.(vi) Print reports: All pre-defined reports must be printable on Dot Matrix Printers (DMP) as

well as on Laser and Ink jet printers in fast draft mode (non graphics printing).(vii) Barcodes: Currently bar code stickers are used on Blood/Component Units and Patient

Requisitions. In future, barcode stickers may be used in more places where practical and useful.

(viii) Activity log: 100% logging of all data entry (add/modify/delete), with user

11 | P a g e




name and time. The log shows which fields were changed and the changed values. A rich query system should make it easy to extract useful data from the huge logs. However, the Activity log system should be made user friendly and readable.

(ix) Print preview: All prints (DMP and Laser) can be viewed before printing and cancelled if desired. It should also be possible to print part of the report.

(x) User Permissions: Fine grained permission system. Not a 'group' based system, so every user can be given a unique set of permissions. MGDHSR would like to have a 'group' system in addition to make the process more convenient.

(xi) Print as-you-go with reprint option: Many of the operations generate a document immediately after saving. These should be printable automatically from the save button. However, it should be possible to print the same separately as well with preservation of the original printing date.

(xii) User Friendliness: Since the portal will be accessed by people of various categories, different organizations, government departments, institutions and many other stakeholders, the portal has to be extremely user friendly.

(xiii) Data backup strategy: Information regarding the activities is needed by the management as well as for various research works in different forms, from time to time. The system will be designed to deliver such information accurately. Proper data backup strategy should be proposed by the participating bidder.

(xiv) The whole system should be integrated and behave as one. Data connections should be made between modules and there should be no need for double entry anywhere.

(xv) There must be provision to add new modules as and when required during development or updation. This new module should be integrated with the BBMIS.

(xvi) There will be a program which will act as a Watch Dog to note and flash in Home screen. It will show the bag's unit number and requisition number which have been matched but not issued for a defined period of time. Authorized persons can change the status of such bags so that they can be sent back to stock. The home screen will also show the pending works like: pending donor entry, pending issue, pending SOE etc.

(xvii) Provision for bar code identification of blood bags.(xviii) Inter-blood bank online inventory requisition and stock-transfer with approval of the

Blood Safety Division of MGDHSR in emergency crises/ disasters, maintaining cold chain to the patients as lifesaving issue.

29. System IntegrationThe several Hardware components, which will be integrated with the proposed BBMIS system, are as follows:-

(i) Barcode scanner, unique sticker i.e. unique blood bag unit no. and Printer for barcoding of each blood unit to identify uniquely

(ii) Biometric device to take thumb/best finger with face impression of donor for unique identification. Elisa Reader to read the testing result directly from the Elisa Reader to System without any manual effort and provision should be made for manual effort also.

(iii) SMS and USSD Gateway integration to generate SMS alerts to donors and blood bank users for various purpose

30. MIS Reports and AnalyticsDifferent kind of Reports and Analytics should be generated based on information as per user convenience like:

(i) Monthly and Yearly Reports:a. Collection Source wiseb. Collection Product wisec. Blood separationd. Requisition status reporte. TTI reactivity report

12 | P a g e




f. Blood supply to Private / Government blood bank reportg. Financial management and accounting reportsh. HR Reports

(ii) Camp related Reports:

a. Camp Reportb. Cold Room Report (with color code to understand the status of units)

c. Vol. Section Reportd. Donor Entry pending report

e. Camp collection reportf. Camp request cancellation report

g. Professional donor report

h. Pending stock of blood (with dates of collection) lying untested or partially

tested with test wise breakup report

i. Camp report.: attending a camp, week wise ,month wise and year wise

j. Test wise (HIV, HCV etc), stock wise blood units pending for such test with span of pending period.

(iii) Unit Related Reports:

a. Unit history

b. Current stock reportc. Weekly / Monthly/ Yearly total stock report

d. Reactive unit reportse. Reserved unit report

f. Negative Groups Report with various filters(iv) Requisition Related Report:

a. Amount handoverb. Bill cancel reportc. Demand versus Supply Analysis

d. summary report

e. Supply registerf. Requisition report

g. Issued reporth. Discard summary report.

(v) Various Registers will be maintained in the system like as follows:a. Referral Register

b. Regret Register

c. Supply Registerd. Discard Register

e. Donor Register- name, phone, address, TTI reportf. Negative donor Registerg. Deferred Donor Register

h. Cross-match Register

13 | P a g e




i. Component Register

j. Date wise test done(group/TTI/CM/Sort/Issue etc): report of individual tests(as well as total test done in a time frame) including monthly and yearly

k. Master register

l. Vital statistics report (printable as well as PDF format that can be uploaded in a pen drive

m. Donor Register with various filters.

n. Transfusion reaction Register

o. Kit, reagent, blood bag stock register

(vi)Details of Programme Modules:A. Masters

i) Usersii) Blood Bank

iii) Hospitalsiv) Productv) Unit reservation rules

vi) Diagnosis / Disease / indicationvii) Department

viii) Designationix) Employee

B. Blood Inwardsi) Camp Application

ii) Camp Planning / executionC. Donor Details

i) Quick Entryii) Detailed Entry

D. Deferred Donor DetailE. In house CollectionF. Bulk CollectionG. Blood process

i) TTI Testii) TTI Confirmation

H. Component SeparationI. Forward GroupingJ. Reverse GroupingK. Weak D testingL. Grouping ConfirmationM. Quantity SeparationN. Immuno-haematology test

i) DAT ( Direct Anti human Globulin test)ii) IAT (Indirect Anti human Globulin test)

iii) Antibody screen (by Pooled O cell)iv) Antibody screen (by 3 cell)v) Antibody identification

vi) Minor Blood Group/Sub Groupvii) Extended Rh and Kell Blood Group

viii) There should be provision for customized additional testing, if necessary.O. Reserve Units

14 | P a g e




P. Blood Outi) Requisition

ii) Groupingiii) Sorting / refer to other blood bankiv) Cross matchv) Billing

vi) Unit Issuevii) Mismatched sorting

viii) Acceptance of auto-entered referred receive with token printix) Reserve units against requisitionx) Issue return

xi) BillQ. Miscellaneous

i) Other test requisitionii) Injury register

iii) Transfusion reactivityR. Reprint

i) Barcodeii) Cross match slip

iii) Money receiptiv) Cancelled money receiptv) Camp Application regret letter

vi) TTI result sheetvii) TTI test protocol sheet

viii) Other test resultix) Forward grouping registerx) Reverse grouping register

xi) Du register [or Weak D Test Register]xii) TTI Validation register

xiii) Requisition tokenS. Staff to be deployed by selected bidder for handholding support:

i) The Implementing Agency (IA) shall duly deploy the key personnel committed by it for the BBMIS project in the Non Statutory Cover of its bid document. Any

change in such personnel shall only be with prior intimation to MGDHSR.ii) The IA shall also deploy staff for the BBMIS as delineated in Annexure I and

Annexure II of this RFP document during the contract period as per requirement assessed by MGDHSR and requisitioned for, by MGDHSR from the IA. Any increase (or decrease) in the number of staff deployed due to

opening of new units, up gradation etc. shall be made only with prior approval of MGDHSR.

iii) The IA shall maintain a pool of standby staff, so that it can substitute anabsentee staff with a reliever of equal status. If the BBMIS suffers due to

absenteeism of any required worker on any occasion, it shall be liable for

deduction of liquidated damages and other remedies available to MGDHSR under the contract.

iv) The deployed staff should preferably be able to interact in English language.v) The IA shall employ adult labour only and engage only such workers,

15 | P a g e


D ire c to ra te o f H e a lth Se rv ice s, “H e a lth C o m p le x ” , R e d H il l , U p la n d R o a d , L a it u m k h r a h , S h il lo n g -7 9 3 0 0 3 , P h -0 3 6 4 -2 5 0 6 4 6 0 / 2 5 0 6 5 5 2 , F a x : 0 3 6 4 -2 5 0 6 2 4 4

E m a i l : n r h m m e g h @ g m a il . c o m O R b ry a n ra p h a e ld o n @ g m a il. c o m

whose antecedents have been thoroughly verified, including character and

police verification and other formalities.vi) The IA at all times should indemnify the MGDHSR against all claims,

damages or compensation under the provisions of Payment of Wages Act,

1936; Minimum Wages Act, 1948; Employer's Liability Act, 1938; The Workmen Compensation Act, 1923; Industrial Disputes Act, 1947; Contract Labour (Regulation and Abolition) Act, The Equal Remuneration

Act, 1976; Maternity Benefit Act, 1961 or any other law relating thereof and rules made hereunder from time to time. The MGDHSR/Administrative Department shall not own any responsibility in this regard.

vii) The rates quoted by bidder/ IA for such staff for handholding purposes for the

BBMIS in its Financial Proposal/ Bid should be all-inclusive. The IA shall pay to the staff deployed by it for BBMIS at least the minimum wages as

fixed by the state government for such workers; EPF, ESI, EDLI contributions,

any other dues, entitlements etc. as per the relevant statutes in vogue and revised from time to time. The IA shall submit documentary evidence

of such payment with its monthly bill to the MGDHSR for verification

and release of payment.viii) The staff deployed through IA for BBMIS shall not claim any benefit,

compensation, absorption or regularization of their services in the

establishment of the MGDHSR/ Administrative Department either under the

provisions of Industrial Disputes Act, 1947 or Contract Labour (Regulation

and Abolition) Act, 1970 or any other law in vogue and as revised from

time to time. The IA shall obtain an undertaking from the deployed

persons to the effect that the deployed persons are the employees of the IA. The IA shall submit the said undertaking to the MGDHSR. In the event

of any litigation on the status of the deployed staff, the MGDHSR/ Administrative Department shall not be necessary party. However, in any

event, either by the deployed persons or on order of a Court of Law, if the MGDHSR/ Administrative Department is/ are made necessary parties in

dispute to adjudicate the matter, the IA shall reimburse the expenditure borne by the MGDHSR/ Administrative Department for such.

ix) The IA shall be fully responsible for the conduct of his staff:i. The staff deployed must always wear proper Photo ID Cards during

their duty hours, duly issued with approval of competent authority of MGDHSR and at cost of the IA.

ii. The staff shall not divulge or disclose any details of operational process, technical know-how, confidential information, security

arrangement, administrative matters, to third person(s).iii. The staff deployed should be disciplined, entailed on enforcing

prohibition of alcoholic drinks, smoking, loitering without work,

16 | P a g e




gambling etc. any illegal, disruptive, immoral act in the blood banks/

MGDHSR/ Administrative Department.iv. The staff should be extremely sensitive in dealing with patients

and persons accompanying patients and also the public at large

visiting the blood banks/ MGDHSR/ Administrative Department.v. The IA and its staff shall take proper and reasonable care and

precautions to prevent loss, destruction, waste or misuse in any

area within its scope of responsibilities in the blood banks/ MGDHSR/ Administrative Department and shall not knowingly lend

to any person or identity any of the effects, assets or resources of the blood banks/ MGDHSR/ Administrative Department under its

control.

vi. Any loss/ damage etc. to the property, persons (including to patient-

parties and visitors) of the blood banks/ MGDHSR/

Administrative Department due to negligence/ any omission or commission on part of IA or its staff, established after an enquiry by

authorized representative(s) of the MGDHSR/ any higher

authority of the Government; shall be recovered from the IA

through appropriate method without prejudice to any other rights and remedies available to the MGDHSR.

vii. Any misconduct/ mis-behaviour by any deployed staff should be

promptly dealt with by the IA. If competent authority of the MGDHSR so desires, such staff shall be immediately replaced by the

IA at IA's own risk, cost and responsibilities, with written intimation

to that competent authority about such move.

viii. The attendance sheet in respect of the staff deployed at blood banks/ MGDHSR/ Administrative Department for BBMIS shall be

authenticated by an appropriate authority of blood banks/ MGDHSR/ Administrative Department, as applicable. The

attendance sheet and work done satisfactorily certificate by such authority of blood banks/ MGDHSR/ Administrative Department

shall be submitted by IA along with the monthly bill payable to it to MGDHSR for deployment of such staff. The IA shall compulsorily

report in writing to competent authority of MGDHSR about

absence from duty of any of its deployed staff due to sickness etc reasons.

31. Audit Trail and SecurityAudit trail will be a detailed record showing who has accessed the system and what transactions / operations have been performed by the concerned user during a given period of time. Audit trail must display the following details, but not limited to, with filter/ sorting criteria options:

17 | P a g e




a) Timestampb) User Namec) Module - Sub Module - Screen - Section - Field Named) Previous Valuee) Current Valuef) Remarks (if any)g) The Audit Trail module will not have "Delete" or "Edit" right granted to any

user irrespective of any type or hierarchy allotted in the system. The "view" rights shall also be controlled through Admin Module.

h) Where the security audit trail becomes unavailable for any reason, the system shall continue to operate but will trigger an alarm. Action shall be taken as soon as possible to rectify the situation.

i) A recovery options analysis shall be carried out to produce the practical options for those systems and networks, which are deemed to require recovery in the event of a disaster. The most effective option shall be chosen, taking into account the cost of recovery and the cost to the business of unavailability of the application.

32. Grievance Redressal/ Feedback / SuggestionsIt is envisaged that the Users of BBMIS might face certain issues and challenges during their normal online / offline interactions with the system. Some of them may also like to provide constructive feedback and suggestion with regard to improvement areas in Blood Bank's/ MGDHSR'/ Administrative Department's overall functioning. These issues, suggestions and feedbacks may be of different nature and categories, but any User should be able to reach out to the concerned official, especially with their grievances, if any. It is therefore required that even if any User is not registered in the system, they should be able to log their Grievances for taking necessary corrective actions through BBMIS. The BBMIS should also allow unregistered Users to send written requests (grievances / feedback / suggestions) etc. to a common inbox which may be suitably addressed and provide required details/ information to the User on the contact details provided by him/ her. [Note: The functionalities mentioned above are indicative to showcase the requirements for Static and Dynamic information on the BBMIS. The IA has to study and assess the actual requirements at the time of System Requirement Specifications (SRS) Study and design the system functionality accordingly.]

33. Warranty Support Services(i) The IA shall provide comprehensive warranty support and on-site free service

warranty for the entire contract period from the date of Go Live. IA shall obtain the minimum of five year product warranty. IA shall provide performance warranty in respect of performance of the installed software to meet the performance requirements and service levels.

(ii) IA should upgrade Application Software/ any licensed software / Database to latest versions of system software for application and database servers as required.

(iii) IA is responsible for procuring the necessary software licenses, if any as per the performance requirements. During the warranty period IA shall replace or augment or procure higher-level additional licenses at no additional cost to the Blood Banks/ MGDHSR/ Administrative Department in case the procured software is not adequate to meet the service levels. All licenses are required to be procured in the name of MGDHSR only.

(iv) The IA shall ensure that the warranty complies with the agreed Technical Standards, Security Requirements, Operating Procedures, and Recovery Procedures, as defined by Government.

34. Repair/rectify the BBMIS problems within a specified time :

18 | P a g e




i) The IA will be required to warranty/guarantee that BBMIS will be maintained in good working condition for a period of 347 days out of a period of 365 days ( i.e. 95% uptime).

ii) If the IA, having been notified relating to any problems or issues of BBMIS and fails to respond to take action to rectify the defect(s) within 48 hours on a 24 X 7X 365 basis, the MGDHSR may proceed to take such remedial action(s) by impose penalty as delineate under liquidated damages clause 9(iv) or as deemed fit by the MGDHSR, at the risk and expense of the IA and without prejudice to other contractual rights and remedies, which the MGDHSR may have against the IA.

35. Training(i) The IA is expected to submit a detailed training, change management, capacity

building and communications plan to MGDHSR, mentioning number of days for such activity. Any decisions by MGDHSR in such matters will be final and binding on all parties.

(ii) For training on the Software:a. The IA would prepare a comprehensive training course for the software package

in use and maintenance of the software applicationb. During this training, the trainees could also be asked to carry out the

routine functions using the softwarec. Training material with trials software shall be User Manual to be provided before

Go-Live.(iii) For training on new processes:

a. The topics to be covered under this shall have to be prepared and would cover mainly the post operationalization of the Software

b. The training shall be provided before Go-Live to the selected employees of the blood banks/MGDHSR/ Administrative Department.Training material shall be User Manual

(iv) Work Done Satisfactorily Certificate for such training imparted by IA shall be issued by nominated authorities of MGDHSR. The IA shall submit bills payable for such training, if any as per rate quoted by it for such in its Financial Proposal/ Bid to MGDHSR, along with this duly signed Work Done Satisfactorily Certificate from the nominated authority.

36. Installation and Commissioning(i) The whole project is required to be completed on Turn- Key basis. Accordingly, IA is

understood to have assessed and quoted for all the items required for successful completion of the Project. It will be the responsibility of the IA to provide such items on free of cost basis which are not quoted in the bid but otherwise required at the time of installation for completion and successful commissioning of the project.

(ii) The successful IA shall ensure that installation of new system shall not affect the operation of the existing system(s) already installed. In case interference is observed affecting the existing system, the IA shall mitigate interference problem at its own cost.

(iii) Successful IA shall bring all installation aids and test equipment in order to carry out the job successfully.

(iv) Installation and Commissioning shall be treated as complete after installation of all the systems and sub-systems at all sites and successful completion of 'Test Run'.

37. Services and Service Level Requirements(i) The total BBMIS model expected by MGDHSR includes service requirements

related to the solution for Blood Banks/ MGDHSR/ Administrative Department, within scope of this RFP document. The services would include, but will not be limited to: the applications, databases, software installation, maintenance, administration, user support, training etc.

19 | P a g e




(ii) A Centralized Help Desk service for the implementing units of BBMIS, viz, the blood banks/MGDHSR/ Administrative Department, covering complaint registration, resolution and tracking services shall be established by IA to support service calls for application software. The help desk service shall also include the generation of trouble tickets and submitting unresolved problems to the appropriate internal service providers.

(iii) The general working hours for the reference of the services shall be from 9 (nine) hours to 17 (seventeen) hours of every working day for the Administrative Department. However, the service availability for critical functions of Blood Banking services, as assessed by MGDHSR shall be as and when requirement arises on 24 x 7 basis.

(iv) A request for software maintenance shall be recorded as service, which includes requests such as installation /re-installation, to change software applications. Turn around for such service request expected is within 1 (one) day of logging of service request. Suitable alternative arrangements should be provided in such situation.

(v) System Administration services shall include, for example, troubleshooting and user support, file/ system/ application management, data storage monitoring and reporting, system error detection and correction, backup management etc. Turnaround time expected for all the scheduled services shall be defined at the time of finalization of Service Level Agreement with the IA. For non-scheduled services (within working hours) turn -around time expected shall be 1 (one) day and during nonworking hours shall be before the end of next working day. If however, complaint is lodged on the last day of the week it should be rectified before end of the day of the subsequent working day. However, the critical functions of blood banking services as mentioned in sub-clause (ii) above cannot have any failure and thus, proper redundancies must be built in to the solution design.

38. Exit ManagementUpon completion of the contract period or upon termination of the contract for any reason, the IA shall comply and conform to the following divestment requirements in respect of the BBMIS Project:

a) all Project Assets including software, documentation (and hardware or infrastructure, if any) shall have been renewed and cured of all defects and deficiencies as necessary so that the BBMIS Project is compliant with the Specifications and Standards set forth in the RFP, Contract document and any other amendments made during the contract period.

b) The IA shall deliver relevant records and reports pertaining to the BBMIS Project and its design, engineering, operation, and maintenance including all operation and maintenance records and manuals pertaining thereto and complete as on the divestment date;

c) The IA shall execute such deeds of conveyance, documents and other writings as the MGDHSR/ Administrative Department may reasonably require to convey, divest and assign all the rights, title and interest of the IA in the BBMIS Project free from all Encumbrances absolutely and free of any charge or tax unto the MGDHSR/ Administrative Department or its nominee; and

d) The IA shall comply with all other requirements as may be prescribed under Applicable Laws to complete the divestment and assignment of all the rights, title and interest of the IA in the BBMIS Project free from all Encumbrances absolutely and free of any charge or tax unto MGDHSR/ Administrative Department or its nominee.

e) Between 30 (thirty) to 90 (ninety) days before the expiry of the contract period; OR in the event of earlier termination of the contract, within 15 (fifteen) days from the date of issue of Termination Notice, authorized representative(s) of MGDHSR shall

20 | P a g e




verify, preferably in the presence of a representative of the IA, compliance by the IA with the divestment requirements set forth in the RFP, contract document, subsequent amendment, if any. If required, MGDHSR may cause appropriate tests to be carried out. The cost of such tests and the relevant rectification shall be borne by the IA.

f) Upon the IA conforming to all divestment requirements and handing over actual or constructive possession of the BBMIS Project to MGDHSR/ Administrative Department or its nominee, such authority shall issue a certificate to the IA to this effect. That certificate shall have the effect of constituting evidence of divestment of all rights, title and lien in the BBMIS Project by the IA and their vesting in BBMIS Project pursuant hereto. The divestment of all rights, title and lien in the BBMIS Project shall be deemed to be complete on the date when all the divestment requirements have been fulfilled or the Certificate has been issued, whichever is earlier, it being expressly agreed that any defect or deficiency in any divestment requirement shall not in any manner be construed or interpreted as restricting the exercise of any rights by MGDHSR/ Administrative Department or its nominee on or in respect of the BBMIS Project on the footing as if all divestment requirements have been complied with by the Concessionaire.

g) The IA shall pay all transfer costs and stamp duty, if applicable on hand back of BBMIS project assets.

39. Grievance Redressali. The BBMIS system will able to capture the details of the grievance including

contact details of the individual filing the grievance, description of grievance, date and time, details of specific location/individual concerning the grievance, reference to earlier grievance registered (if any) etc.

ii. The system will be able to define the criticality and priority of the grievance based on the nature of compliant.

iii. The system will allow tracking status of complaints/ grievances with complaint number/ grievance number, as applicable.

iv. The system will be able to retrieve complaints/ grievances with complaint number/ grievance number, as applicable.

(v) The system will be able to view status of all complaints/ grievances.

40. Standards of WorkThe work shall be in accordance with the details in the RFP, Contract document and subsequent amendments issued, if any. To the extent that the standard of the work has not been specified in these aforementioned documents, the IA shall use good quality materials, techniques and standards and execute the work with care, skill and diligence required in accordance with industry best practice. Unless otherwise stated in these aforesaid documents, the IA shall be responsible for providing all latest software and associated documentation necessary for the satisfactory operation of the BBMIS. The IA shall also provide free of cost any software upgrades and updates available during warranty period. Any software upgrades or updates in future shall not necessitate replacement of hardware utilized against this tender.

Section IV: Timeline

1. Following is the indicative timeline for different phases proposed for the IA to carry out implementation activities. Time is the essence of the contract and should be strictly adhered to by the IA. The IA will have to complete the entire project of BBMIS within 26 weeks from the date of awarding the contract. The date of go - live must be strictly adhered to and must be completed within 26 weeks of the date of awarding the contract.

21 | P a g e




2. Various activities within each phase of the project implementation cycle are also envisaged. It is proposed that the IA should conduct a thorough assessment of the requirements, existing infrastructure, and site preparation requirements at the start of each phase. The reports should be submitted to MGDHSR for review and approval, which will form the milestones for that phase. It must be noted that these are only indicative timelines and milestones and the IA is expected to submit a detailed project plan and resource allocation plan to MGDHSR at the time of award of contract within an agreed period, without which the contract agreement will not be considered as valid. The tentative timelines and deliverables are listed below.

3. Table show ing Timeline:

[ Serial number "T(n)" in first column of table below signifies date of completion of the project

deliverables of T(n-1)serial number."T" is the date of award of notification of contract to

selected bidder by MGDHSR]

T(n) Project Deliverables Docum entation Format Tim eline: no. of weeks

from "T (n )"

Ti Submission of Project Plan

along with RACI Matrix

MS WORD Format or MS T + 5days

T2

Submission of Study Report of all participating stakeholders with technical details for data pushing/ data pulling by the portal.

Project Format MS WORD Format

Ti + 5days

T3 Submission of Functional Requirement Specification (FRS)[as is and as would be] document

MS WORD Format T2 + 5days

T4Submission of SRS document, Design, Low level design document Detailed design Document


T5 Submission of Database Design document with full field level details and mapping program/ class


T6 User Experience Design Source

Code + demo to be presented at

the office of the M GDHSR

.PSD, .JPG , HTML&CSS T5 + 5days

T7Submission of Database Design

document with full field level

details and mapping in the

program/procedure/class etc

M S W O RD Format T6+ 5days

Ts UAT (User's acceptance and testing

)

As per requirement T 7 +5days

T9Development of Portal and

Deployment to the Staging Server

to be given later T8 + 5days

22 | P a g e

OFFICE OF THE MISSION DIRECTOR NATIONAL HEALTH MISSION, MEGHALAYA



T 1 0CERT-in Security Certificate Pdf file T9 + 2days

T 1 1 Training of Stakeholders /Master

Trainers

All Changed documents &

Software

T 1 0 + 2 week

T 1 2Programmers Manual M S W O RD Format T 1 0 + 2 week

T 1 3User's Manual M S W ORD Format and in

video format(with step by

step demonstration)

T 1 0 + 2 week

T14 Super User's Manual M S W ORD Format and in


step demonstration)

T 1 0 + 2 week

T15 Training Materials M S W ORD Format and in


step demonstration)

T 1 0 + 2 week

T16 Go live As per RFP T 15 + 5 days

Tl7Complete Secured Source Code ( with code level Documentation as per SDLC)

Source file , libraries and

executive file(if any)

T16 + 3days

T18 Deployment to the production

Server and Installation Manual

- M S W O RD Format and in


step demonstration

T 1 7 + 5days

T19 Handholding and Maintenance Application Complete Backups

with versions

T 18+ 36 months

Section V: BBMIS ArchitectureServer Replication/Local database will be configured at each Blood Bank Centre and the delta data will be pushed to the Central Database Server on continuous basis. If network is down, users will still work offline and once the connectivity is back, it will resume the process of Synchronization.

Local Database server

Blood Bank 1

Site 1


VPv vBlood Bank 58

Site 58


VIvvBlood Bank 2

Site 2


VPvvBlood Bank 3

Site 3




Section VI: List of Blood BanksThe following is the list of Government Blood Banks in Meghalaya, initially where the Blood Bank MIS application will be hosted and rolled out in the entire state. (The number of blood banks shall likely be increasing with the passage of time.)

1 Regional blood bank pasture institute2 Blood bank Jowai civil hospital3 Blood bank Tura civil hospital

Section VII: Preparation of Bids for Tender1. Submission of Bids

• Single Big Size Sealed Envelope containing two envelopes (i) one for "Technical Proposal "containing Statutory Cover and Non-statutory cover (ii) second for "Financial Proposal" containing Financial Bid and Additional Rate Schedule.

• Envelope for Technical and Financial bid should be separately sealed

• The Single Big Size Envelope should be duly sealed and super-scribed as Tender for " Request for Proposal For Design and Development of Web Based Computerized Blood Bank Management Information System "

• The Single Big Size Envelope should be addressed to The Mission Director, National Health Mission, D irecto rate o f H ealth S erv ices, "H e a lth C o m p le x ",R e d H ill,U p la n d R o a d ,L a itu m k h ra h ,S h illo n g -7 9 3 0 0 3 Meghalaya.

• The Sealed Envelope should reach the office of Mission Director, NHM, Meghalaya on or before the 16th/Feb/2016 up to 4:00 pm.

The Sealed Envelope should be handed over either personally, or by registered post / Speed Post / Courier Services, to the mentioned address.

Sealed Envelope received after the due date and time shall not be entertained. Postal delays shall not be the responsibility of the Department.

2. Technical Proposal: Statutory CoverStatutory Cover shall contain the following documents:

i. Duly filled up and signed application to participate in this tender as per format laid down in Annexure III: Tender Application Form of this RFP document

ii. This RFP document as token of bidder's acceptance of all terms and conditions under this tender

iii. EMD or documents in support of exemption/relaxation claimed for EMD (kindly refer clause for Earnest Money Deposit under this RFP for details)

24 | P a g e




3. Technical Proposal: Non-Statutory Cover

Non Statutory Cover will contain following documents:Sl.No.

Category Name Sub-Category Detail(s)

A. Certificate(s)

Description

Certificate(s)

i) Income Tax PANii) Service Tax Registrationiii) Updated ISO or CMM Certification of Bidder relating to the services to be rendered under this RFP.iv) A Chartered Accountant's Certificate on turnover achieved by bidder in last three financial years relating to application software development services and bidder's net profit during this period. The annual turnover of the bidder relating to application software development services should be minimum Rs.30(thirty) lakhs per year and the net profit should be positive in each financial year.

B. Company

Detail(s

Company Detail

i) Certificate of incorporation

ii) Letter of Authority in favour of signatory of

bid, as and where applicable

C. CredentialCredential - 1 Credential - 2

i) Performance Statement with supporting documents as per criteria detailed in Clause for Scoring Model: Technical Evaluation Criteria under this RFP documentii) Employee strength and Technical Manpower Strength with supporting documents as per criteria detailed in Clause for Scoring Model: Technical Evaluation Criteria under this RFP document

D. D ECLA RA TIO ND ECLA RA TIO N FILE 1

Technical Proposal relating to Section III: Scope of Work. It should detail the number of and configuration of equipment, including hardware required; the software required (attach specific authorization in favour of bidder in case of proprietary software). The actual hardware, network; related infrastructure for BBMIS shall be provided by MGDHSR/ Administrative Department, as applicable.

E VAT/CST Certificate VAT/CST certificate

F Cancel Cheque Cancel Cheque Attested copy of a Cancelled Cheque of the Firm

clearly indicating Bank Name, Branch, Account

Number, IFSC

G Non-blacklisted Certificate An Affidavit on a Non Judicial Stamp Paper of Rs. 500/-, attested by a Notary Public (In Original) that there is no vigilance / CBI Case or arbitration cases pending with the Government of India/Government of Meghalaya against the Firm that the Proprietor/Director/Members of the Board of Directors of the Bidder and the

25 | P a g e




Principal Manufacturer on whose behalf they have quoted has never been blacklisted by any Institution (Government or Public or Private).

H Presentation Presentations Soft copy of the Presentation

I Experience Certificate/Agreement Experience of running the similar project (BBMIS) of minimum 1 year.

J Organization

profile

Organization profile Profile of the organization

K IT returns IT Certificate IT returns of last 3years

L Power of attorney Power of attorney The letter of authorization by a written power of attorney

M Trading License Trading license

from KHADC/

JHADC/ GHADC

A successful bidder has to furnish Trading License from the concerned District Council (KHADC/JHADC/GHADC) before any work involving Trade is issued

4. Financial Proposal: Financial Bid and Additional Rate ScheduleThe financial proposal (cover) shall contain the Financial Bid and the Additional RateSchedule.

(i) The Financial Bid: The bidder should quote all- inclusive prices for all items listed in the Financial Bid. The MGDHSR shall pay only Service Tax extra on these quoted prices by the bidder, wherever applicable. Please refer Annexure I: Financial Bid.

(ii) The Additional Rate Schedule: The bidder shall also quote all- inclusive prices for all items listed in the Additional Rate Schedule. The MGDHSR shall pay only Service Tax extra on these quoted prices by the bidder, wherever applicable. The bidder shall Submit the Additional Rate Schedule in the Financial Proposal and duly signed. Please refer Annexure II: 'Additional Rate Schedule' for a copy of the said Schedule.

• The tender under this RFP document shall be evaluated and contract awarded based on rates quoted in the Financial Bid only i.e. Annexure I. The unit rates quoted in the Additional Rate Schedule may be used for any additional module development, support or roll out purpose in the future. The Additional Rate Schedule shall not be used now for evaluation and award of contract for this tender under this RFP document.The rates quoted by bidder for its staff deployed for handholding purposes for the BBMIS in its Financial Proposal should be all-inclusive. The bidder shall pay to the staff deployed by it for BBMIS at least the minimum wages as fixed by the state government for such workers; EPF, ESI, EDLI contributions, any other dues, entitlements etc. as per the relevant statutes in vogue and revised from time to time. The bidder shall submit documentary evidence of such payment with its monthly bill to the MGDHSR for verification and release of payment.The Bidder shall bear all other expenses necessary, but not listed in the Financial Bid and Additional Rate Schedule in providing the BBMIS, (such as any packing and forwarding, transportation, insurance, storage, loading/ unloading charge; expenses of its personnel, including their health and safety measures); ex-factory/ ex-warehouse/ ex-registered and/ or branch office to the blood bank/ MGDHSR/ Administrative Department, as applicable.

26 | P a g e




5. Submission of Proposalsi) The bid documents shall be typed and the same shall be signed by the bidder or

by a person who has been duly authorized to bind the bidder to the contract. The letter of authorization shall be by a written power of attorney, which shall also be furnished along with the bid.

ii) The bid documents shall not contain any erasure or overwriting, except as necessary to correct any error made by the bidder. If there is any such correction, the same shall be signed by the person(s) signing the bid.

iii) It is the responsibility of bidder to go through this RFP document to ensure furnishing all required documents. Wherever necessary and applicable, the bidder shall enclose certified copy as documentary evidence to substantiate the corresponding statement.

iv) A bid, which does not fulfil any of the above requirements and/or gives evasive information/ reply against any such requirement, shall be liable to be ignored and rejected.

v) Bid sent by fax/telex/cable/email etc shall be ignored. No correspondence will be entertained in this matter.

6. Earnest Money Deposit (EMD)i) Bidders shall have to provide Earnest Money Deposit in form of Demand Draft of

Rs.1,45,000 (Rupees one lakhs four five only) in favour of "Mission Director, NHM, Meghalaya" payable at Shillong drawn on any scheduled Commercial Bank. Exemption of EMD is as per Government Rules.

ii) Unsuccessful bidders' earnest money shall be returned to them without any interest, after conclusion of this tender evaluation process. Successful bidder's earnest money shall be returned without any interest, after signing of resultant contract and receipt of performance security from that bidder.

iii) Earnest Money is required to protect the MGDHSR against the risk of the bidder's conduct, which would warrant the forfeiture of the EMD. Earnest money of a bidder will be forfeited, if the bidder withdraws or amends its bid or impairs or derogates from the bid in any respect within the period of validity of its bid or if it comes to notice that the information/ documents furnished in its bid are incorrect, false, misleading or forged without prejudice to other rights of MGDHSR . The successful bidder's earnest money will be forfeited without prejudice to other rights of MGDHSR if it fails to sign the resultant contract a n d furnish the required performance security within specified period.

iv) A bid submitted without EMD as mentioned above, shall be summarily rejected.

Section VIII: General Instructions to Bidders

1. Introductioni) Before formulating the bid and submitting the same to the MGDHSR, the bidder

should read and examine all the terms, conditions, instructions, checklist etc. contained in the RFP document. Failure to provide and/ or to comply with the required information, instructions etc. incorporated in this document may result in rejection of its bid.

ii) Expenditure to be incurred for the proposed purchase will be met from the funds available with the MGDHSR (and/ or any other unit assigned such responsibility by MGDHSR).

iii) The procurement will be in terms of procurement rules of the Government of Meghalaya/ GFR Rule.

27 | P a g e




2. Late BidsBids received after the due date and the specified time (including the extended period if any) for any reason whatsoever, shall be rejected.

3. Queries from bidders and Pre Bid meetingi) A bidder requiring any clarification or elucidation on any issue of this RFP

document may take up the same with MGDHSR in the pre-bid meeting after sending the queries by mailing at [email protected] or [email protected]

ii) The bidder may also take up the same in writing and mailing the same to the office of Mission Director, NHM Shillong Meghalaya. MGDHSR will attempt to respond to such a request provided the same is received by MGDHSR not later than ten days prior to the prescribed last date for submission of bid.

4. Corrigendum(s)Any subsequent notice(s) / corrigendum(s) regarding this RFP shall be uploaded on the official websites of NHM only i.e.www.nrhmmeghalaya.nic.in and Bidders are requested to check this websites regularly for this purpose.

5. Alternative Bids: Alternative Bids are not permitted.

6. Bid Validityi) The bids shall remain valid for acceptance for a period of 180 days (One

hundred and eighty days) after the date of technical bid opening prescribed in the RFP document. Any bid valid for a shorter period shall be treated as unresponsive and rejected.

ii) In exceptional cases, the bidders may be requested by MGDHSR to extend the validity of their bids up to a specified period. Such request(s) and responses thereto shall be conveyed in writing. The bidders, who agree to extend the bid validity, are to extend the same without any change or modification of their original bid and they are also to extend the validity period of the EMD accordingly.

iii) In case the day up to which the bids are to remain valid falls on/ is subsequently declared a holiday or closed day for MGDHSR, the bid validity shall automatically be extended up to the scheduled time of the next working day.

7. OPENING OF TENDERi) The MGDHSR will open the bids after the specified date and time as indicated in the

clause for Date and Time Schedule under this RFP or as reschedule.ii) Authorized representatives of the bidders may attend the tender opening.

iii) This tender shall be evaluated as follows. The Technical proposal shall be evaluated first. Then the qualified bidders shall have to make a presentation on the Technical Proposal submitted by them in Non Statutory Cover of their Technical Bid to MGDHSR . After this, the financial proposals/ bids of only the technically qualified bidders shall be opened for further evaluation. The technical and financial evaluation criteria are delineated in subsequent clauses of this Section.

8. Opening of Technical Proposalsi) Technical proposals will be opened by member(s) of the Tender Committee of

MGDHSR .ii) In the Technical Proposal, the Cover for Statutory Documents will be opened

first, followed by the cover for Non-Statutory Documents.iii) If any document required to be submitted for tender by the bidder in its technical

28 | P a g e




proposal is not submitted or is found to be deficient in any manner at any stage after opening of bid, the bid may be summarily rejected.

9. Scrutiny and Evaluation of Bidsi) Bids will be evaluated on the basis of the terms and conditions already

incorporated in this RFP document, based on which bids have been received and the terms, conditions etc. mentioned by the bidders in their bids.

ii) The MGDHSR will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, stamped and whether the bids are generally in order. The bids, which do not meet the basic requirements, are liable to be treated as non - responsive and will be summarily ignored.

iii) Prior to the detailed evaluation of financial proposals / bids, the MGDHSR will determine the substantial responsiveness of each bid to this RFP document. For purpose of these clauses, a substantially responsive bid is one, which conforms to all the terms and conditions of the RFP document without material deviations. Deviations from, or objections or reservations to critical provisions such as those concerning Performance Security, Terms and Mode of Payment; Variation, Delay in the IA's Performance, Liquidated Damages, Termination of Contract, Force Majeure, Resolution of Disputes, Applicable law etc. will be deemed to be material deviations. The MGDHSR' determination of a bid's responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.

iv) If a Bid is not substantially responsive, it will be rejected by the MGDHSR.v) During evaluation, MGDHSR, under recommendation of the Tender Committee

may summon bidders and seek clarification /information/ additional documents/ original hard copies of documents submitted. If these are not produced within specified time, the proposals/ bids will be liable for rejection.

vi) The result of evaluation of documents of technical proposals/bids and Financial proposals/bid, shall be uploaded NHM website in case the evaluation .

10. Bidder's Capability to Perform the Contracti) The MGDHSR, through the above process of bid scrutiny and bid evaluation will

determine to its satisfaction whether the bidder, whose bid has been determined as the successful evaluated responsive bid is eligible, qualified and capable in all respects to perform the contract satisfactorily.

ii) The above-mentioned determination will inter-alia, take into account the bidder's financial, technical and production/ service capabilities for satisfying all the requirements of the MGDHSR as incorporated in the RFP document. Such determination will be based upon scrutiny and examination of all relevant data and details submitted by the bidder in its bid as well as such other allied information as deemed appropriate by the MGDHSR, including inspection of warehouse/ registered or branch office/ site visit of any current project(s) etc. of the bidder at cost and arrangement of bidder by authorized representative(s) of MGDHSR.

11. MGDHSR' Right to accept any bid and to reject any or all bidsThe MGDHSR reserves the right to accept in part or in full any bid or reject any or more bid(s) without assigning any reason or to cancel the tendering process and reject all bids at any time prior to notification of award of contract, without incurring any liability, whatsoever to the affected bidder(s).

29 | P a g e




12. SAVING CLAUSE: No suit, prosecution or any legal proceedings shall lie against Bid Inviting Authority or any person for anything that is done in good faith or intended to be done in pursuance of the Tender.

13. Award CriteriaSubject to clause for "MGDHSR' Right to accept any bid and to reject any or all bids" under this RFP document, the contract will be awarded to the lowest evaluated responsive bidder under Quality and Cost Based Selection (QCBS) method. The list of successful bidder(s) shall be uploaded in the official website

14. Variation of Quantities at the Time of Award, During Currency of Contracti) The quantity of goods and/ or services mentioned in the relevant section(s) of RFP

document to be procured may be staggered during currency of the contract.ii) The MGDHSR reserves the right to extend the 3 (three) year contract by another

3(three) months on same terms and conditions at the end of 3(three) year contract period. Thereafter, the contract may be extended on same terms and conditions for further periods on mutual agreement between MGDHSR and IA.

15. Notification of Awardi) The MGDHSR shall notify the list of successful bidder(s) on the official websites i.e.

www.nrhmmeghalaya.nic.in In addition, successful bidder(s) shall be notified in writing that its bid for BBMIS has been accepted, also briefly indicating there-in the essential details like description, specification and quantity of the goods and/ or services and corresponding prices accepted. The successful bidder must furnish to MGDHSR the required performance security within 15 (fifteen) days from the date of issue of this notification, failing which the EMD may be forfeited and the award of contract cancelled as per relevant clauses under this RFP document. Relevant details about the performance security have been delineated in Clause for "Performance Security" under this RFP document.

ii) The Notification of Award shall constitute the conclusion of the Contract and the BBMIS contract with 3 (three) years of maintenance, handholding shall commence from this date of notification.

16. Issue of Contracti) The successful bidder will sign the contract for BBMIS within an agreed period with

MGDHSR.ii) Service Level Agreement (SLA):

a) Service level agreement shall be signed between selected bidder and MGDHSR during signing of Master Service Agreement (MSA) taking into consideration key factors affecting the timelines and delivery parameters desired by MGDHSR.

b) The service level agreement document shall be accompanied by the Penalty Clause which shall be attracted in case of non-delivery/ meeting of SLA clause on case to case basis.

c) The parameters for each activity shall be separately defined in SLA.d) Level of tolerance and Penalty level for each activity shall be defined

clearly and exhaustively in the SLA to be signed between the two parties.e) Penalties Level shall depend upon the weightage/ importance of each activity

defined in the SLA agreement.f) Continuous improvement on SLA is required as the project may face

various hindrances during its implementation phase and post- implementation phase.

g) The selected bidder's representative will prepare and distribute SLA performance reports in an agreed format by fifth working day of beginning of every quarter. Selected bidder will prepare MIS reports as directed by MGDHSR.

30 | P a g e




h) MGDHSR will decide the payment to be made based on these reports to MGDHSR.

i) Tentative Service levels have been defined for the purpose of this RFP. The successful bidder and MGDHSR on mutual understanding shall come up with desired service levels and related penalty during the signing of Service Level Agreement document and MSA document.

17. Non-receipt of Performance Security and Contract by the MGDHSRFailure of the successful bidder in providing performance security and/ or signing contract in terms of relevant clauses in this RFP document shall make the bidder liable for forfeiture of its EMD and also, for further actions by the MGDHSR against it as per the clause for Termination for Default under this RFP document.

18. Technical & Financial Evaluation CriteriaBidders who are qualified in the Eligibility criteria only, will be allowed to participate in the subsequent evaluations i.e. Assessment of Capacity and experience on the basis of documentary evidence submitted & Presentations:

19. Evaluation ProcedureThe proposals shall be evaluated by an Evaluation Team, to be constituted by the Mission Director, National Health Mission, Meghalaya. The evaluation shall be a 3-step process as outlined below:

Step-1: Assessment of Capacity and experience on the basis of documentary evidence submitted The technical proposal shall be evaluated and marks assigned on the basis of documentary proof provided therein. The parameters and the marks to be assigned will be as shown in the table below.

Sl.no. Criteria Basis for Evaluation M arks

M ax.M arks Supporting

1S te p -1RELEV A N TSTREN G TH S

70

1.1

Average annual turnover of the bidder relating to application softw are developm ent services in last three Financial Year ending 31st M arch, 2015

T urnover of > IN R 50Lakhs <= IN R 2 Crore:

3.5

5

Profit and Loss and Balance

Sheet statem ent / Docum ent

certifying Turnover signed

by Statutory Auditor Or C hartered A ccountant

Turnover of > IN R 2 Crore<= 3 Crore

4

Turnover of > IN R 3 Crores<= 4 crore

4.5

Turnover of > IN R 4 Crore 5

1.2

Em ployee Strength of the bidder relating to application softw are developm ent and Roll O ut of services

No. of Em ployees 50 to 100 3.5

5Relevant docum ent

evidence(including PF , ESI), An undertaking from HR.

101 to 300 4

301 to 400 4.5

M ore than 4005

1.3Technical M anpow er Strength

No. Software D evelopers25 to 50 3.5

5Relevant docum ent

evidence(including PF , ESI), An undertaking from HR.

50 to 75 4

75 to 100 4.5

M ore than 100 5

1.4

Experience in successfully rolling out of at least 3 Projects of m inim um value of Rs25

No. of projects in last 3years :3Projects 7

10

Relevant docum entary evidence Copy of W ork

orders and com pletion/ execution

4projects 8

5projects 9

31 | P a g e




lakhs each in last 3 years for any State Governm ent/ Central G overnm ent / PSU

M ore than 5Projects (O n-going projects w ill be considered)

10

certificates from Client

1.5

Experience of developm ent of application softw are product and its im plem entation in any State Governm ent /CentralG overnm ent / PSU related to e-Governance w ith m inim um value of 30 lakhs

No. of projects : 3Project 7

10

Relevant docum entary evidence Copy of W ork

orders and com pletion/ execution certificates from Client

4projects 8

5projects 9M ore than 5Projects

10

1.6Experience in sim ilar solution

D evelopm ent & im plem entation of sim ilar Blood Bank M IS solution for any State G o vt/C en tral Govt.

10 10 Certificate from Client

Experience in im plem entation of the sim ilar Blood Bank M IS solution:10 to 20 Blood Banks 2

5Relevant docum entary

evidence

21 to 30 Blood Banks 3

31 to 50 Blood Banks 5

1.7

Experience in setting up of PM Us for any Govt.D epartm ent/O rgani zation in any State

No. of PM U s : 2 PM Us 3.5

5Relevant docum entary

evidence3 PM Us 4

4 PM Us4.5

M ore than 4 PM Us 5

1.8

Experience of developm ent & rollout of a single w eb based project in m ultiple offices.

Upto 500 Offices 2

5

Relevant docum entary evidence500 to 2000 offices 3

2001 to 5000 offices 5

1.9 Q uality Standards

ISO 9001:2008 5

10

Relevant docum entary evidenceISO 27001:2013 7

ISO 9001:2008 + ISO 27001:2013 10

2

Step- 2Presentation for A pproach & M ethodology

30

2.1

Req. understanding, proposed solution &m ethodology of im plem entation

Poor: 5m ark Good: 10 m ark V ery good: 20 m ark

2020

Presentation

32 | P a g e




2.2Q uality & credential of the readily available softw are product

D em onstration of readily available e-blood bank solution: Poor: 2 Good: 5m ark V ery good: 10 m ark

10 10 Live dem o & credential Presentation

Total Score 100

Step-2: Assessment of presentation

Bidders scoring less than 60marks (under relevant strengths sl. no. 1.1 to 1.9 above) shall be disqualify and bidders scoring minimum 60 marks or above out of 70 shall be invited to make a presentation before the selection committee explaining the methodology proposed for implementing the assignment. Each presentation shall be assigned a score as indicated above.

The total marks for the technical proposal shall be decided by adding the marks obtained in Step-1 plus the marks assigned to the agency/bidder after its presentation.

Presentation should contain the following points❖ Present capabilities in running BBMIS projects (Technology/Training/Man

power/BBMIS software application).❖ Present operations & experience.

❖ Plan for running BBMIS in Meghalaya and how to tackle if any problems arise (Communications/ equipment or software maintenance/man power).

Step-3: Opening of financial proposals and determination of overall winner through QCBS

method

❖ The financial bids of only those bidders shall be opened who have score at least 80 marks at the end of step-2 (After Presentation)

❖ Final score for an applicant would be weighted average of technical and financial bids, where the technical and financial proposals will be assigned a weight of 70 and 30 percent respectively. The scoring system of this 'Quality-cum-cost-Based selection' to be used for obtaining final scores is illustrated below.

Technical proposal Financial proposal Combined Score

ScoreWeighted Score =

(Score/Max. Score)*100

BidAmount

Weighted Score = (*Minimum

Amount/Amount)*100Technical Financial Total

(1) (2) (3) (4)(5) (6) (7)

= (2 )*0 .3 0 = (4 )*0 .7 0 =(5)+(6)

70 77 .7 7 6 .0 0 100 5 4 .4 4 1.8 5 6 .2 4

80 88 .8 8 7 .0 0 85 .7 62 .2 2 2.1 6 4 .3 2

90 100 8 .0 0 75 70 2.4 7 2 .4

33 | P a g e




20.Overall Rankingi) The bidder with the highest Final Score shall be awarded the contract for BBMIS

under this RFPii) If the Final Scores of two or more bidders are tied, the bidder securing the highest

technical score will be adjudicated as the Best Value Bidder and awarded the contract.

Section IX: General Conditions of Contract1. Bidding, Contracting and Billing Expenses

i) The bidder shall be responsible for all costs incurred in connection with participation in the RFP process, including, but not limited to, costs incurred in conduct of informative and other diligence activities, participation in meetings/ discussions/presentations, preparation of proposal, in providing any additional information required by MGDHSR to facilitate the evaluation process and in negotiating a definitive contract or all such activities related to the bid process.

ii) MGDHSR will in no case be responsible or liable for such costs, regardless of the conduct or outcome of the bidding process.

iii) The bidder shall bear all costs, including the cost of stationery and printing, for signing of the contract and submission of bills for payment.

iv) The bidder is not allowed to outsource the project to any third party.

2. Languagei) The bid submitted by the Bidder should be in English language only. If any

supporting documents submitted are in any language other than English, translation of the same in English language is to be duly attested by the Bidders. For purposes of interpretation of the bid, the English translation shall prevail.

ii) Any correspondences between the MGDHSR and the bidder shall be in English language only.

iii) The contract signed with the selected bidder and any correspondences between the MGDHSR and the selected bidder shall be in English language only.

3. Performance Securityi) Within 15 (fifteen) days from the date of issue of notification of award by the

MGDHSR, the selected bidder shall furnish performance security to MGDHSR for an amount equal to 1 0 % (ten percent) of the total of the financial proposal/ bid quoted by it in Financial Bid as delineated in Annexure I of this RFP document.

ii) The performance security shall be in form of Bank Guarantee valid for 40(forty) months from date of agreement of contract in Indian Rupees in favour of "Mission Director NHM" payable at Shillong, Meghalaya drawn on any scheduled Commercial Bank.

iii) In the event of any amendment issued to the contract, the selected bidder shall, within 21 (twenty one) days of issue of the amendment, furnish the corresponding amendment to the performance security (as necessary), rendering the same valid in all respects in terms of the contract, as amended.

iv) Subject to Performance Security sub - clauses (iii) and (iv) above, MGDHSR will release the performance security without any interest to the selected bidder, four months after completion of the said bidder's all contractual obligations.

4. Eligible Goods and/ or ServicesAll goods and/ or services to be supplied under the contract shall have their origin in India or any other country with which India has not banned trade

34 | P a g e




relations. The term "origin" used in this clause means the place where the goods are grown, produced, mined or manufactured or from where the services are arranged and supplied.

5. AssignmentThe selected bidder, being referred to as the Implementing Agency (IA) in this RFP shall not assign, either in whole or in part, its contractual duties, responsibilities and obligations to a second party to perform the contract. In the event of the IA contravening this condition, the MGDHSR shall be entitled to place the contract elsewhere at risk and cost of IA. The IA shall be liable for any loss or damage, which blood banks/ MGDHSR/ Administrative Departments may suffer in consequence of or arising out of such replacement and such shall be recovered from the bills payable to him or the performance security deposited by him without prejudice to any other rights of MGDHSR in this regard.

6 . Payment Schedules

Sl.no. Milestones Payment

1 . Submission and approval of SRS

30% (thirty percent) of the rate quoted by selected bidder in Financial Bid for "Product development, Integration & UAT-Software Cost Estimation: Application Design & Development with Trial Implementation & UAT.

2 .Software Development and completion of Trial Implementation and UAT

Remaining 70% (seventy percent) of the rate quoted by selected bidder in Financial bid for "Product development, Integration & UAT - Software Cost Estimation: Application Design & Development with Trial Implementation & UAT."

3.

Completion of field level training, Barcode and offline application installation at implementing units, say Blood Banks/MGDHSR/ Administrative Department: at present 3 Blood Banks. This number shall increase (or decrease) as the number of blood banks in state shall increase (or decrease)

(i) Bills shall be payable for the barcode and offline application installation per implementing unit, say blood bank as per rate quoted in the Financial bid by selected bidder(ii) Bills shall be payable for the related training completed to implementing units, say blood banks per implementing unit completed as per rate quoted in the Financial Bid by selected bidder

4. On PMU set upBills shall be payable monthly for the PMU handholding supports at state level and field level as per rate quoted in the Financial bid by selected bidder

Cost for MaintenanceSl.no. Milestones Payment

1 .Annual Maintenance Contract (AMC) of the software on yearly basis from second year onwards for three years (36 months)

Bills shall be payable half-yearly on the AMC rate quoted per annum in the Financial bid by selected bidder

35 | P a g e




7. Terms and Mode of Paymenti) Payment shall be made in Indian Rupees subject to recoveries, if any, by way

of liquidated damages or any other charges as per terms and conditions of contract.

ii) The IA shall submit bills for payment due to it at the end of each period delineated in the timeline in duplicate to MGDHSR along with supporting documents showing completion of work done satisfactorily, duly certified by appropriate authority of Blood Banks/ MGDHSR/ Administrative Department.

iii) For payment of monthly bill for staff deployed by the IA for BBMIS, along with the bill the IA shall certify and submit the following documents:

a. A certificate by appropriate authority of the blood bank/MGDHSR/ Administrative Department about number of days of attendance of the concerned staff and of work done satisfactorily by that staff during the month/billing period. No payment shall be made for absentee staffs or for work performed unsatisfactorily by the staff.

b. Proof of payment of minimum statutory wages, ESI, EPF and other statutory entitlements, as applicable to the deployed staff in the previous month/ billing period.

c. Self-declaration, "We are complying with all statutory Labour laws in vogue in Meghalaya, as amended."

iv) The IA shall be absolutely and exclusively responsible for the payment of salary for the staff deployed at blood banks/MGDHSR/Administrative Department on or before the 1 0 th(tenth) of each succeeding month to protect the interest of these staff and to ensure smooth running of BBMIS, irrespective of whether or not it may be able to raise the bills or receive payments from MGDHSR by that time.

v) Payment shall be released to the IA after deduction of Income Tax deductible at source and other statutory deductions

8 . Variation, Delay in the IA's PerformanceI. The IA shall deliver the services and/ or goods under BBMIS as per quality,

quantity, time schedules, deployable staff, other terms and conditions specified by MGDHSR in the relevant clauses of the RFP, the contract document, amendments, if any.

II. Subject to the provision under clause for Force Majeure under this RFP, any unexcused variation in quality, quantity, deployable staff, delay etc by the IA in maintaining its contractual obligations towards delivery of BBMIS shall render the IA liable to any or all of the following sanctions:

(a) Imposition of liquidated damages,(b) Forfeiture of its performance security(c) Termination of the contract for default.

III. If at any time during the currency of the contract, the IA encounters conditions hindering timely delivery of the goods and/ or performance of services, the IA shall promptly inform the MGDHSR in writing about the same and its likely duration and make a request to the MGDHSR for extension of the delivery schedule accordingly. On receiving the IA's communication, the MGDHSR shall examine the situation as soon as possible and at its discretion, may agree to extend the delivery schedule, with or without liquidated damages for completion of IA's contractual obligations by issuing an amendment to the contract.

9. Liquidated DamagesI) Subject to Clause on Force Majeure under this RFP, if the IA fails to provide goods

and/ or services under BBMIS as per quality, quantity, time line, deployable staffs and other terms and conditions incorporated in the contract and to the satisfaction of

36 | P a g e




the competent authority of blood bank/ MGDHSR/ Administrative Department; MGDHSR shall, without prejudice to other rights and remedies available to it in this regard deduct the following sums as liquidated damages from the bills payable to IA.

II) For timeline delays: Liquidated damages for a sum equivalent to 0.5 % (half percent) per week or part thereof of delay in delivery of goods and/ or services as per Project Deliverables of serial number T1 to T19 of clause on "Table showing Timeline" under this RFP document shall be deducted from bills payable for such Project Deliverables to the IA. If the deductions exceed 2% (two percent) of the bills payable for any aforesaid Project Deliverables to the IA, MGDHSR may consider termination of the contract and hiring of alternative service at risk and cost of the IA as laid down in Clause for Termination for Default under this RFP.

III) For any default by IA's deployed staff: Liquidated damages for a sum equivalent to 0.5 % (half percent) per calendar day of delay in delivery of goods and/ or services and/ or continuous absence beyond four days by deployed staff of IA, as assessed by MGDHSR in implementing BBMIS in any implementing unit like blood bank/ Administrative Department after three calendar day period of reporting of such delay/ default/ absence etc to the IA by competent authority of implementing unit shall be deducted from bills payable for the IA's concerned handholding deployed staff at state level and/ or district level, as assessed by MGDHSR. If the deductions exceed 5% (five percent) of the total bills payable for the IA's handholding deployed staff in any billing period, MGDHSR may consider termination of the contract and hiring of alternative service at risk and cost of the IA as laid down in Clause for Termination for Default under this RFP.

IV) For AMC Services or delay in responding of providing the maintenance services : Liquidated damages for a sum equivalent to 0.5 % (half percent) per calendar day of delay in delivering any maintenance service, as assessed by MGDHSR after three calendar day period of reporting of any default to the IA in implementing BBMIS in any implementing unit like blood bank/ Administrative Department by competent authority of the said implementing unit; shall be deducted from bills payable for Annual Maintenance Contract (AMC) to the IA during AMC period. If the deductions exceed 5% (five percent) of the total bills payable for (AMC) in any billing period to the IA, MGDHSR may consider termination of the contract and hiring of alternative service at risk and cost of the IA as laid down in Clause for Termination for Default under this RFP.

10. Termination for Defaulti) the MGDHSR, without prejudice to any other contractual rights and remedies

available to it (the MGDHSR), may, by written notice of default sent to the IA, terminate the contract in whole or in part, if the IA fails to deliver any or all of the goods and/or perform the services and/or fails to perform any other contractual obligation(s) as specified in the contract, or within any extension thereof granted by the MGDHSR.

ii) In the event the MGDHSR terminates the contract in whole or in part, pursuant to this clause's sub-clause (i) above, the MGDHSR may procure goods and/or services similar to those cancelled, with such terms and conditions and in such manner as it deems fit and the IA shall be liable to the MGDHSR for the extra expenditure, if any, incurred by the MGDHSR for arranging such procurement.

iii) Unless otherwise instructed by the MGDHSR, the IA shall continue to perform the contract to the extent not terminated.

11. Termination for insolvency

37 | P a g e




If the IA becomes bankrupt or otherwise insolvent, the MGDHSR reserves the right to terminate the contract at any time, by serving written notice to the IA without any compensation, whatsoever, to the IA, subject to further condition that such termination will not prejudice or affect the rights and remedies which have accrued and / or will accrue thereafter to the MGDHSR.

12. Force Majeurei) Notwithstanding the provisions contained in clauses for Variation, Delay in the

IA's Performance; Liquidated Damages and Termination for Default under this RFP the IA shall not be liable for imposition of any such sanction so long the delay and/or failure of the IA in fulfilling its obligations under the contract is the result of an event of Force Majeure.

ii) For purposes of this clause, Force Majeure means an event beyond the control of the IA and not involving the IA's fault or negligence and which is not foreseeable and not brought about at the instance of the party claiming to be affected by such event. Such events may include, but are not restricted to, acts of the MGDHSR either in its sovereign or contractual capacity, wars or revolutions, hostility, acts of public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restrictions, strikes excluding by its employees, lockouts excluding by its management and freight embargoes.

iii) If a Force Majeure situation arises, the IA shall promptly notify the MGDHSR in writing of such conditions and the cause thereof within 7 (seven) days of occurrence of such event. Unless otherwise directed by the MGDHSR in writing, the IA shall continue to perform its obligations under the contract as far as reasonably practical and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

iv) If the performance in whole or in part or any obligation under this contract is prevented or delayed by any reason of Force Majeure for a period exceeding thirty days, either party may at its option terminate the contract without any financial repercussion on either side.

v) In case due to a Force Majeure event the MGDHSR is unable to fulfil its contractual commitment and responsibility, the MGDHSR will notify the IA accordingly and subsequent actions taken on similar lines described in above sub-clauses.

13. Resolution of Disputesi) If dispute or difference of any kind shall arise between MGDHSR and the bidder/

selected bidder in connection with or relating to the contract, the parties shall make every effort to resolve the same amicably by mutual consultations.

ii) If the parties fail to resolve their dispute or difference by such mutual consultation within twenty-one days of its occurrence, then, either of the parties may give notice to the other party of its intention to commence arbitration, as hereinafter provided the applicable arbitration procedure will be as per the Arbitration and Conciliation Act, 1996 of India. Such dispute or difference shall be referred to the sole arbitration of an officer in the Mission Director NHM, Government of Meghalaya, appointed to be the arbitrator by the Mission Director NHM, Meghalaya. The award of the arbitrator shall be final and binding on the parties to the contract.

iii) The venue of arbitration shall be Meghalaya.

14. Legal JurisdictionAll agreements to be signed by parties will have the jurisdiction of the courts in Meghalaya and shall be governed by appropriate laws in India.

38 | P a g e




15. Corrupt or Fraudulent Practicesi)It is required by all concerned, namely the implementing units like Blood Banks

/MGDHSR/ Administrative Department/ the Bidders/ the IA/ others to observe the highest standard of ethics during the procurement and execution of such contracts. In pursuance of this policy, the MGDHSR:

a) Defines, for the purposes of this provision, the terms set forth below as follows:(i) "Corrupt practice" means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution; and(ii) "Fraudulent practice" means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the MGDHSR and includes collusive practice among Bidders (prior to or after Bid submission) designed to establish Bid prices at artificial non-competitive levels and to deprive the MGDHSR of the benefits of free and open competition;

b) Will reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract

in question;c) Will declare a firm ineligible, either indefinitely or for a stated period of time, to

be awarded a contract by the MGDHSR if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing

the contract.

16. Termination for conveniencei) The MGDHSR reserves the right to terminate the contract, in whole or in part for its

(MGDHSR's) convenience, by serving written notice on the IA at any time during the currency of the contract. The notice shall specify that the termination is for the convenience of the MGDHSR. The notice shall also indicate inter alia, the extent to which the IA's performance under the contract is terminated, and the date with effect from which such termination will become effective.

17. Modification of Contracti) If necessary, the MGDHSR may issue a written order to the IA at any time during the

currency of the contract, to amend the contract by making alterations and modifications/ amendments within the general scope of contract in any one or more of the following:

a) Requirements and Specifications of the goods and / or services.b) Any other area(s) of the contract, as felt necessary by the MGDHSR depending on

the merits of the case.ii) In the event of any such modification/ alteration/ amendment causingincrease

or decrease in the cost of goods and/ or services to be delivered or in the time required by the IA to perform any obligation under the contract, an equitable adjustment shall be made in the contract price and/ or contract delivery schedule, as the case may be and the contract amended accordingly. If the IA does not agree to the adjustment made by the MGDHSR, the IA shall convey its views to the MGDHSR within 15 (fifteen) days from the date of the IA's receipt of the MGDHSR's amendment/ modification of the contract.

39 | P a g e




18. Use of contract documents and informationi) The IA shall not, without the MGDHSR' prior written consent, disclose the contract

or any provision thereof including any specification, drawing, sample or any information furnished by or on behalf of the MGDHSR in connection therewith, to any person other than the person(s) employed by the IA in the performance of the contract emanating from this RFP document. Further, any such disclosure to any such employed person shall be made in confidence and only so far as necessary for the purpose of performance of this contract.

ii) Further, the IA shall not, without the MGDHSR' prior written consent, make use of any document or information mentioned in this clause's sub-clause (i) above except for the sole purpose of performing this contract.

Iii) Except the contract issued to the IA, each and every other document mentioned in this clause's sub-clause (i) above shall remain the property of the MGDHSR and if advised by the MGDHSR, all copies of all such documents shall be returned to the MGDHSR on completion of the IA's performance and obligations under this contract.

19. Patents, Copyright and Intellectual Property Rights, Source Codesi) Intellectual Property Rights for any software property and documents (including

source codes, databases, documents, training manuals, course content etc.) developed for this project shall lie with the MGDHSR. So, MGDHSR has all the rights to modify, reproduce, rewrite, redeploy and redistribute this IP as Owner and the IA will not have any claim, whatsoever to this software property and documents.

ii) If a third party claims that a product delivered by the IA to MGDHSR infringes that party's patent or copyright, the IA shall defend MGDHSR against that claim at the IA's expense. In such case the IA shall pay all costs, damages, attorney's fees etc relating to any award by a court of law or those that are included in a settlement approved by the IA.

iii) The IA shall provide source code for all tested modules as well as the final approved application along with all documents required to maintain or handle the source code as per Software Engineering Management Practices. Handing over of the source code is essential at every stage and shall be tagged with Payment Terms.

20. Miscellaneous Clausesi) Nothing contained in the RFP, Contract, any subsequent amendment shall be

constructed as establishing or creating between the parties, i.e. the IA on the one side and the MGDHSR on the other side, a relationship of principal and agent.

ii) Any failure on the part of any Party to exercise right or power under this Contract shall not operate as waiver thereof.

iii) The IA shall notify the MGDHSR of any material change that would impact on performance of its obligations under this Contract.

iv) Each member/ constituent of the IA, in case of consortium shall be jointly and severally liable to and responsible for all obligations towards the MGDHSR for performance of contract/ services including that of its Associates/ Sub IAs under the Contract.

v) The IA shall, at all times, indemnify and keep indemnified the MGDHSR against any claims in respect of any damages or compensation payable in consequences of any accident or injury sustained or suffered by its employees or agents or by any other third party resulting from or by any action, omission or operation conducted by or on behalf of the IA/ its associate/ affiliate etc.

vi) All claims regarding indemnity shall survive the termination or expiry of the contract.

40 | P a g e




Annexure I: Financial Bid

Note: The tender under this RFP document shall be evaluated and contract awarded based on rates quoted in the Financial Bid only. The unit rates quoted in the Additional Rate Schedule can be used for any additional module development, support or roll out purpose in the future. The Additional Rate Schedule shall not be used now for evaluation and award of contract for this tender under this RFP document.Kindly read clause on "Financial Proposal: Financial Bid and Additional Rate Schedule" under this RFP document before quoting rates in the Financial Bid.

Sl. No. 1 of Financial bid on " Product Development" includes the Core module of Blood Bank Management etc. details of which has been described in the scope of work.______

Sl.No.

Ite m D e s crip tio nB id d e rs m u s t q u o te p e r u n it ra te s fo r a ll ite m s in

th is F in a n cia l B id Quantity Units

BASIC RATE In Figures W ithout

Taxes (INR)

‘A '

TaxAm ount

‘A '

TOTALamount

W ithTaxes(A+B)

TOTAL AM OUNT In W ords

1

N O TE: The product cost shall cover the follow ing com ponents:* Blood Bank M IS* * W aste M anagem ent *Cam p M anagem ent *Inventory M anagem ent M odule *A sset M anagem ent M odule*Blood Bank Specific Security W eb Service orequivalent API exposure*A lerts and A cknow ledgem ent m echanism*A ndroid based M odule App for donorm anagem ent a t blood cam p*A udit trail & security G rievance RedressalSystem"

2

Barcode & O ffline A pplication Installation - Cost Estim ation per im plem enting unit say at Blood bank/M G D H SR /A dm inistrative D epartm ent, as applicable: Barcode Installation & O ffline A pplication Installation at 3 blood banks, [N.B. This num ber shall increase (or decrease) as the num ber of blood banks in state shall increase (or decrease) 1

Nos

2.1

Training- Cost Estim ation p er im plem enting unit say at BloodBank/M G D H SR/A dm inistrative D epartm ent, as applicable for Field level Training at present at 3 blood banks. [N.B. This num ber shall increase (or decrease) as the num ber of blood banks in state shall increase (or decrease) ]

Nos

3 M aintenance for 36 m onths: Annual M aintenance C ost p er year

Year

4State Level PM U for H andholding Support: Per m onth P er System Integrator Nos

4.1State Level PM U for H andholding Support: Per m onth p er O peration M anager Nos

4.2

Field level H andholding support per m onth per D ata Entry O perator for each im plem enting unit say at Blood Bank/M G D H SR/A dm inistrative D epartm ent as applicable. A t p resent one D ata Entry

Nos

41 | P a g e




O perator p er Blood Bank shall have to be provided in 3 Blood Banks.[N .B. This num ber shall increase (or decrease) as the num ber of blood banks in state shall increase (or decrease) and / or as the state governm ent is able to provide personnel for such purpose on its own]

5Desktops with latest configurations/ as per requirement and compatible with the software.

Nos

5.1UPS for Desktop (specifications as per the requirement and compatible with the system)

Nos

5.2Barcode printer (specifications as per the requirement and compatible with the software)

Nos

5.3Barcode Reader (specifications as per the requirement and compatible with the software)

Nos

5.4

Unique Sticker for Barcode reader(specifications as per the requirement and compatible with the software)

Nos

5.5Biometric Device (specifications as per the requirement and compatible with the software and as per sl.no.30 (ii))

Nos

5.6Dot matrix Printer (specifications as per the requirement and compatible with the software)

Nos

5.7

Central/Main Server (specifications as per the requirement and compatible with the software) N.B: Central/Main Server will be hosted by the IA and a yearly charges for a period of 3(three) years shall be quoted.

Yearly

T o ta l in F ig u re s

Q u o te d R a te in W o rd s

N ote:i) The IA shall provide or handover all related database to the MGDHSR as and when required or on

expiry of contract at no additional charges failing which action will be taken as decided by the MGDHSR and the IA shall have no objections whatsoever.

ii) With regard to manpower or any of the items mentioned above, the MGDHSR will be engaged/ acquired only those items which the department (MGDHSR) are found necessary.

iii) Bill for hosting of Central/Main server by the IA, shall be payable on half-yearly basis as per the quoted rate per annum.

iv) Main/Central Server should have a capacity for storing/retrieving data for a period of 5(five) years.

Signature of the authorized signatory with seal

42 | P a g e




A n n e x u re II: A d d itio n a l R a te S ch e d u le

T h e u n it ra te s q u o te d in th e A d d itio n a l R a te S ch e d u le ca n b e u se d f o r a n y a d d itio n a l

m o d u le d e v e lo p m e n t, su p p o rt o r ro ll o u t p u rp o se in th e fu tu re . T h e A d d itio n a l R ate

S ch e d u le sh a ll n o t b e u se d n o w fo r e v a lu a tio n a n d a w a rd o f c o n tra c t f o r th is te n d e r

u n d e r th is R F P d o cu m e n t. T h e A d d itio n a l R a te S ch e d u le sh a ll b e s u b m itte d w ith s ig n a tu re

o f th e a u th o riz e d p e rso n n e l o f B id d e r.

Sl.no. CO ST CO M PO N EN TS Q ualifications and Roles

All inclusive

p er unit rate

p er m onth

(INR)

1 System Integrator

Engineering Graduate R o le s a n d R e s p o n s ib ility

Well exposed to both software & hardware environment, can take care of Computer lab, find the IT requirement, develop software and do the necessary integration as required.

2Operations Manager

GraduateR o le s a n d R e s p o n s ib ilityExposure in to operational management. Can be used for the Operation Manager for any of IT needs relating usage of software or hardware. In addition such resources can be used in inventory management, procurement, Data management or for any other purpose

3 Operations AssistantsGraduateR o le s a n d R e s p o n s ib ilityExecution or support work in an professional manner

4Data Management Assistants

GraduateR o le s a n d R e s p o n s ib ility

Well trained data entry Operator to take up any assignment.

5 Project ManagerBE/B.Tech/ MCA/MBA with PMP /PRINCE2K Project Management

6 ProgrammerBE/B.Tech/ MCA/MBA(i) Should have experience of 2 years in application development.

7 Senior ProgrammerBE/B.Tech/ MCA/MBA(ii) Should have experience of 3 to 4 years in application development.

8 System Administrator

Minimum Bachelor's degree or higher qualification with MCSE or any equivalent Microsoft certificationR o le s a n d R e s p o n s ib ility(i) Assist in the planning, design, documentation, and implementation of various systems to include desktop PC's, servers, and software applications.(ii) Develops, maintains, and monitors procedures for all server backups.(iii) Monitors, plans, and co-ordinates the

43 | P a g e




distribution of client/ server software and service packs.(iv) Perform on-site and remote technical support.(v) Assist in the organization and inventory of all hardware and software resources.

9 Network Engineer

Minimum Bachelor's degree in Electronics/ Communication/ Computer Engineering or higher qualification with field level experience in Computer Networking of LAN/WAN, Managed Switch and Router.Roles and Responsibility(i) Assists in the planning, design, documentation, and implementation of various systems to include desktop PC's, servers, network equipment and software.(ii) Oversee network configuration maintenance and management.(iii) Overseeing computer security and anti-virus updates etc.(iv) Designs, installs, upgrades, configures, and repairs local and wide area network hardware and infrastructure

Signature of the authorized signatory with seal

44 | P a g e




Annexure III: Tender Application Form

To,The Mission Director National Health MissionD irectorate of H ealth Services, "H ealth C o m p lex", R ed Hill, U p land R oad, Laitum khrah , Shillong-793003, M eghalaya.

Ref: Your RFP document No....................................................................................dated

We, the undersigned have examined the above Tender / Request For Proposal document, including amendment/corrigendum number____________,dated__________(if any). We now

offer to supply and deliver the goods and/ or services in conformity with your above referred document.

We hereby declare that all data and documents submitted by us in our bid in this tender are

genuine and true, to the best of our knowledge and belief.We agree to keep our bid valid for acceptance as required in the tender for minimum 180 (one

hundred and eighty) days, or for subsequently extended period, if any, agreed to by us.We also accordingly confirm to abide by this bid up to the aforesaid period and this bid may be accepted any time before the expiry of the aforesaid period. We further confirm that, until a formal contract is executed, this bid read with your written acceptance thereof within the aforesaid period shall constitute a binding contract between us.We understand that you are not bound to accept the lowest or any bid you may receive against your above-referred tender enquiry.If our bid is accepted, we undertake to supply the goods and/ or perform the services as mentioned above, in accordance with the delivery schedule and terms and conditions as specified in the RFP document, including amendment/ corrigendum, if any.We further confirm that, if our bid is accepted, we shall provide you with a performance security of required amount in terms of relevant clause of RFP document, for due performance of the contract.We would authorize and request any Bank, Person, Firm or Corporation to furnish pertinent information as deemed necessary and/ or as requested by you to verify this statement.

Undertaking:The proprietor/ promoter/ director of the firm, its employee, partner or representative are not convicted by a court of law for offence involving moral turpitude in relation to business dealings such as bribery, corruption, fraud, substitution of bids, interpolation, misrepresentation, evasion or habitual default in payment of taxes etc. The firm does not employ a government servant, who has been dismissed or removed on account of corruption. The firm has not been de-barred, de-registered, banned, blacklisted by any

Yours faithfully

Signature of the authorized signatory

45 | P a g e




Annexure-IV: Performance Security Deposit

To,The Mission Director National Health MissionRed Hill, Upper New Colony Health Complex,

Laitumkhrah Meghalaya,Shillong - 793003.

WHEREAS ........................................................... (Name and address of the ServiceProvider/bidder) (Hereinafter called "the service provider" has undertaken, in pursuance ofagreement No............dated..................................(Herein after "the agreement") for 'Design andDevelopment of Web Based Computerized Blood Bank Management Information System AND WHEREAS it has been stipulated by you in the said agreement that the service provider/bidder shall furnish you with a bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as Performance Security Deposit (PSD) for compliance with its obligations in accordance with the agreement; AND WHEREAS we have agreed to give such a bank guarantee on behalf of the service provider/bidder; NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of theservice provider, up to a total of ..................................... (Amount of the PSD in words andfigures), and we undertake to pay you, upon you first written demand declaring the service provider to be in default under the agreement and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. We hereby waive the necessity of your demanding the said debt from the service provider/bidder before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the agreement to be performed there under or of any of the agreement documents which may be made between you and the service provider/bider shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification.This guarantee shall be valid to 36 (Thirty six) months from the date of signing of agreement i.e. up t o .....................(Indicate date)

(Signature with date of the authorized officer of the Bank)

Name and designation of the officer

Seal, name & address of the Bank and address of the Branch

46 | P a g e




Annexure-V: Bid Security

Whereas........................................................ (hereinafter called "the Bidder") has submitted its biddated.................. for the supply of ...................................................................... vide TenderNo............................... dated....................... KNOW ALL MEN by these presents that WE................................... .... ................................... having our office at.............................................................. (hereinafter called "the Bidder") are bound unto NationalHealth Mission (hereinafter called "the Purchaser") the sum of Rs................... vide DDno............................ for which payment will and truly to be made of the said Purchaser, theBidders binds itself, its successors and assigns by these present.

THE CONDITIONS of the obligation are:

1. If the Bidder withdraws his bid during the period of bid validity specified by the Bidder onthe Bid form OR

2. If the Bidder, having been notified of the acceptance of his bid by the Purchaser during the period of bid validity

(a) fails or refuses to execute the Contract, if required; or

(b) fails or refuses to furnish the Performance Security, in accordance with the instructions to Bidders.

We undertake to pay to the Purchaser up to the above amount upon receipt of its first written demand, without the purchaser having to substantiate its demand, provided that in its demand, the purchaser will note that the amount claimed by it is due to it owning to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force as to the bidders of the Bid Document up to and including Ninety (90) days from date of opening the Tender and any demand in respect thereof should reach the Bidder not later than date to be specified.

Signature of the Bidder.

Name

Signed in Capacity of

47 | P a g e




Annexure-VI: Annual Turnover

a) Name of the firm_

b) Address________

c) Annual turnover for the last three years (In Indian Rupees)

Financialyear

Turnover (Rs. in Lakh)

Balance Sheet etc. Authenticated by Chartered Accountant

2012-2013 Attached/Not Attached



Seal & Signature of Chartered A ccountant / A uditor

D ate:

48 | P a g e




Annexure-VI: IT Returns

a) Name of the firm_

b) Address________

Financial year IT Returns (attached/not attached)

SIG N ATURE

N A M E & A D D RESS O F BID D ER

D ATE

49 | P a g e