Copy to: 1. The Director DIPR for publishing the same in English & vernacular paper. MEGHA HEALTH INSURANCE SCHEME

Transcription

1 DHS/MHIS/IEC-V/23/ /265 Dated: 1 st June 2016 Quotation Notice for hire of IEC Van under The State Nodal Agency Megha Health Insurance Scheme,Meghalaya. The O/o the CEO MHIS Shillong invites sealed quotations from eligible firms for hiring of IEC Van under Megha Health Insurance Scheme, Meghalaya. Interested parties may submit their quotations super scribing Quotation for hiring of IEC Van under Megha Health Insurance Scheme, Meghalaya to the O/o of the CEO MHIS, Health Complex, Red Hill Road, Laitumkhrah, Shillong on or before 4.00 pm of 20 th June The tender document can be provided during all working days upto the 13 th June 2016 against a non-refundable amount of 1000/-(Rupees One Thousand Only) from the IEC division of the SNA, MHIS,Directorate of Health Services,Health Complex, Laitumkhrah,Shillong and may be downloaded from our website An EMD(Earnest Money Deposit) of 90,000/-(Rupees Ninety Thousand Only) must be submitted in-favour of the CEO MHIS, Shillong,Meghalaya. The tender without earnest money deposit shall out rightly be rejected. The EMD shall be found refundable to any party found rejected or not selected. The EMD of such a party shall be returned immediately with prior notice by the committee of their non selection. Period of sale tender: 1 st June th June 2016 on all working days Last date of submission of tender: 20 th June Date of opening of tender: 27 th June Sd/- The Chief Executive Officer Megha Health Insurance Scheme(MHIS) Secretary Health & Family Welfare Government Of Meghalaya Shillong, Meghalaya. Copy to: 1. The Director DIPR for publishing the same in English & vernacular paper.

2 1. Scope of Work: a) Awareness and publicity regarding MHIS in Khasi, Jaintia, Garo,English Hindi. b) IPC activities with public in different areas c) IEC Van should cover market days of all districts. d) Route map should be prepared in consultation with IEC Manager, MHIS and submitted to SNA,MHIS on a monthly basis. e) Report is to be submitted to IEC Manager SNA along with Photo on a weekly basis f) Vehicle log book to be maintained, to be crossed signed by MO In-charge/local ASHA at every IEC Outreach Camp. g) GPS readings/reports to be submitted on a weekly basis. h) The successful bidder shall Design, Procure, Build, Configure, Test, Implement, Commission, Operate, Manage and Maintain the GPS/VTS solution(including Software, Hardware, Network Infrastructure) at its own cost, further the equipment should facilitate viewing access to SNA team with regard to movement of IEC Van 2. Eligibility Criteria i. The bidder must be registered as a company under the Indian Companies Act, 1956 for a minimum period of 4 (four) years. Consortium and Joint venture is allowed. ii. iii. Up to date Service Tax Registration Certificate, and Service Tax Clearance Certificate. The Agency should have been in the business of providing Advertising, Public Relations, Event Management Services in India to the Government bodies and/or reputed private companies for at least 2 years from the date of opening of the tender and should currently be or in the last 2 (two) years has been empanelled as: Advertising/Communication agency for at least 3 (three) State/Central Government department/psu/multilateral or bi-lateral organizations. Three copies of similar work order may be submitted. iv. Experience in Public Relations: The Agency must have relevant experience of having managed public relations. v. Experience in Communication in Social sector: The Agency must have relevant experience of having managed and coordinated various communication activities in the Social Sector using print and electronic media, advertising (print, electronic, outdoor, others) and various mass messaging systems and promotional activities like folk and mid-media, and using communication vehicles such as mobile vans for awareness campaign, events, road shows, exhibitions, short films, open house, etc. for State or Central Government departments or Multi lateral / Bi-lateral organizations or its agencies on at least 1 (one) occasion in the last 3 (three) years preceding the Proposal Due Date. vi. The bidding agency should not have been blacklisted/ debarred by any Central /State Government / Public Sector Undertaking. vii. The single applicant/consortium members put together should have reported an average annual turnover of 10 lacs in the last 2 years.

3 3. Technical Specification The Service Provider shall ensure that the Van is equipped such that it shall have, at a minimum, the following infrastructure at all times during the Operation Period: (a) Specification: i. Vehicle 4-wheel drive similar to Mahindra,TATA, etc 207 pick up truck with load body Width measuring 1675 mm and Length 2440 mm (approximately) and fabricated with Mild Steel Frame on three sides for display of IEC Materials and stickers etc. ii. LCD Projector and screen iii. Laptop or DVD player iv. 4x1000 watts speaker with public address and music system v. Foldable Table vi. Foldable Chairs vii. IEC material viii. MHIS Banners ix. Power Supply System x. Portable Generator. xi. Vehicle should be equipped with Web Based GPS tracking device. (b) Manpower i. Driver 1 ii. Assistant/ loader: 1 iii Promoter: 1 Promoter must be at least 12 th pass and trained in MHIS related IEC activities having knowledge of local language is a MUST i.e Khasi/ Garo/Jaintia /Hindi and English. 4. Terms & Conditions 1. Please read the whole bid document very carefully before filling it up. 2. Bid shall only be accepted in the Bid Form issued by this Office in the manner prescribed ( eg Annexure I ). 3. Bid must be filled up in ink or typed and in clear writing and must be readable. 4. If the bid is recovered after the prescribed date and time, such bid shall not be accepted and shall be returned unopened to the bidder. 5. Bid shall be submitted in a sealed envelope with bidder address and superscripted Hiring of IEC Van under Megha Health Insurance Scheme, Meghalaya. Bidders who

4 attained Tender document from the website are required to pay an amount of 1000/- on submission of the tender document. 6. The Bidder should sign on each page of the bid document along with seal. 7. Tenders should be submitted in two parts : (a) Part I will cover technical bid and (b) Part II will cover price bid 8. Tenderer should ensure submission of all documents along with Part I and Part II proposal as per the Check list given in Annexure II. 9. Price Bid: (a) The price offer should be prepared as per Annexure I. (b) The Contract shall be for the full quantity including the vehicle charge, fuel cost, wages to the driver.no extra amount and taxes will be payable other than the contract amount submitted by the bidder as the lowest quoted rate. (c) The rates quoted by the bidder shall be fixed for the duration of the contract and shall not be subject to adjustment on any account. (d) The prices shall be quoted in Indian Rupees Only. (e) The price offer should be kept in the Part II cover. Quotation will be evaluated for total price. 10. All dispute arising if any, relating to the tender will be within the jurisdiction of Meghalaya Only. 11. Evaluation of Quotation: Only those quotation shall be evaluated which are determined to be substantially responsive ie which are : (a) Properly Signed. (b) EMD Enclosed. (c) Confirmation to the terms & conditions. 12. The Chief Executive Officer (MHIS) reserves the right to accept or reject any quotation and to cancel the bidding process altogether and reject all quotation at any time prior to the award of the contract without assigning any reason thereof. 13. Quotation will be instantaneously rejected in case of a bidder found to be blacklisted or debarred by the State Government or any organization. 14. The Contract will be awarded to the quotationer who attains the highest marks as per evaluation procedure. 15. Indicative period of engagement for the event/programme will be of 9 months. However after expiry of the Contract, the Contract Agreement may be renewed/extended, subject to satisfactory job performance 16. The route map and schedule for IEC Van shall be prepared in consultation with the IEC Manager, MHIS on a monthly basis prior to the start of the programme.the work must be carried out directly with adherence to the event /programme chart prepared in consultation with the IEC Manager MHIS, which will be provided to the successful bidder. Any deviation from the agreed terms will not be accepted. It will be the responsibility of the bidder to ensure that IEC Van is available as per the event /programme chart. 17. Invoice may be raised monthly/quarterly.

5 18. Payment shall be made only after the completion of work and submission of satisfactory weekly report with photos duly signed by D.C/MO/DPM/Incharge of the Scheme from the respective areas, IEC Van log book, GPS readings.etc. No advance payment is permissible 19. Per day - Van should be stationed for at least 4 hours in a particular market. 20. The EMD of 90,000/-(Rupees Ninety Thousand Only) in favour of the CEO MHIS, Meghalaya, Shillong. In the form of Demand Draft/Banker s Cheque should be submitted with a minimum validity period of 45 days. 21. The above EMD will be forfeited if a bidder: (a) Withdraws its bid during the period of bid validity,or (b) Incase successful bidder fails to execute the necessary arrangements within the specified time. 22. The EMD of the unsuccessful bidder shall be returned soon after the finalization of the Tender. 23. The EMD of the successful bidder shall be returned on submission of a Security Desposit. The Security Deposit should be 10% of the awarded value of the work (total amount for 9 months) in the form of Bank Guarantee. 24. The bidder has to submit Income Tax returns for the last 3 years, in case of non tribal or Scheduled Tribe Certificate in case of tribal. 25. Attested copies of vehicle Registration Certificate, has to be submitted subsequently on award of contract. by bidder and in case of hired vehicle, undertaking for same may be submitted, subsequently on award of Contract. 26. Trading license from the KHADC(District Council) to be produced while awarding the contract to the successful bidder is a MUST as per Govt Of Meghalaya, District Council Affairs Department letter no. NODCA.36/91/323 Dated 24 th June The Bidders must submit up-to-date Service Tax Registration Certificate and Service Tax Clearance Certificate. 28. In case if the successful bidder fails to honour the commitment after acceptance of rate, their quotation will automatically stand cancelled and EMD shall stand forfeited. And the preference will be given to the bidder with the 2 nd highest marks obtained as per evaluation procedure. 29. In case any person acting on behalf of the tendered/quotationer, engages in corrupt and fraudulent practices, their tender/quotation shall be rejected and action shall be initiated against them. 30. The quotation will be opened in the presence of the quotationer or their representative on 27 th June Incase of Single bid participation the members of the Tender Committee will rightly open the bid. 32. FORCE MAJUERE: The above condition are subject to majeure conditions which are beyond the control of the supplier, which do not involve fault or negligence of the supplier and are not anticipated. Such events may include but are not limited to riots, mutinies, war, fire, storm, tempest, flood, epidemics, or other exceptional causes like quarantine restrictions, freight embargoes. On specific request made by the bidder the time period of service may be extended by the Chief Executive Officer, Megha Health Insurance Company (MHIS) at his discretion for such period as may be considered reasonable.

6 5. Key Performing Indicators: Key Performing Indicators for assessing the performance of the IEC VAN shall be made under the following heads: a. IEC VAN Camps b. Multimedia Services c. Team d. Functional GPS Tracking Device e. Audience satisfaction index A. IEC VAN Camps: The IEC VAN should be available at the scheduled location on each scheduled day according to approved route map for at least 4 effective hours for at least 23 days in month except sundays. Deduction per day for failure to achieve the same is -.25% 1% out of total Invoice raised monthly/quarterly. The same shall be determined by GPS device data,log book crossed signed by MO in-charge/asha and self report. B. Multimedia Services: Functional multimedia resources for providing outreach services should be available during all operational days of the IEC VAN in a month. Deduction per month for failure to achieve at least 90% of the same is -.25%-1% out of total Invoice raised monthly/quarterly. The same shall be determined by GPS device data,log book crossed signed by MO incharge/asha and self report. C. Team: A full team of 3 people should be available at scheduled outreach camps held in a month, so as to provide IEC services for at least 4 effective hours per outreach camps. Deduction per month for failure to achieve at least 95% of the same is -0.25% out of total Invoice raised monthly/quarterly. The same shall be determined by GPS device data, log book crossed signed by MO incharge/asha and self report. D. Functional GPS Tracking Device: GPS tracking device should be functional throughout the period of contract of IEC VAN. Deduction per month for failure to achieve at least 90% of the same is -0.1% out of total Invoice raised monthly/quarterly. The same shall be determined through GPS device data and self reporting. E. Audience satisfaction Index: Audience satisfaction shall be determined through survey of audience conducted by SNA, MHIS on a monthly basis. audience satisfaction index should ideally be at least between 50% - 70%. Deduction per month for failure to achieve at least 50% of the same is -0.25% out of total Invoice raised monthly/quarterly. Incentive per month for exceeding 70% of the same shall be determined by the State Nodal Agency.

7 Note: If the IEC VAN is unable to travel to specific location(s) due to landslide or other disruptions to road connectivity, the IEC VAN can cover other areas by changing the Route Plan, if possible. 6. Evaluation Procedure The proposals shall be evaluated by an Evaluation Team, to be constituted by the State Government. The evaluation shall be a 2-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. Parameters Marks Experience of the Agency in implementing IEC Activities (Experience certificate or copy of contract) Experience of 3 Years or more but less than 4 Years 15 Experience of 4 Years or more but less than 5 Years 20 Experience of 5 Years or above 25 Experience of running Fully equipped IEC Van and conducting awareness in local language (Experience certificate or copy of contract to be submitted). Maximum Marks Experience in running VTS in IEC VAN. (Pictorial representation) 1-2 years years 20 More than 3 years 25 Experience of operating minimum of IEC VAN in minimum of at least 2 Hilly states, in the North East of India. (experience certificate/copy of contract) 15 Experience in running IEC activities/ service in different states. ( experience certificate/ copy of contract) 1 State States 10 More than 3 States 15 Total 100 The financial bids of only those bidders shall be opened who have score at least 60 marks from the Assessment capacity 25

8 Step-2: Opening of financial proposals and determination of overall winner through QCBS method 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 to be used for obtaining final scores is illustrated below. Technical proposal Scor e Weighted Score = (Score/Ma x. Score)*10 0 Financial proposal Bid Amount/Veh/m th (1) (2) (3) (4) Weighted Score = (*Minimum Amount/Amount)*1 00 Combined Score Technic al Financia l Total (5) (6) (7) =(2)*0.7 0 =(4)*0.3 0 =(5)+(6 )

9 Annexure I: Price Bid Sl No Description 1. 4 wheel Vehicle and entire accessories as per specification and Service Support (3 Manpower) for 10 months.(per month) 2. IEC Fabrication works (one time cost) 3. Basic Price (Amount in Rs) Service Tax (Amount in Rs) VAT (Amount in Rs) CST (Amount Rs) in Total Cost (Amount in Rs) Grand Total Amount in words: Rupees Only. We/I hereby agree to provide the IEC Van in accordance with technical specifications, terms & conditions for a total price of (Rupees )(inclusive of all taxes) with in the period specified in the invitation of quotation. Signature & Seal

10 CHECKLIST OF DOCUMENTS Annexure II: Documents to be enclosed in Part I: 1. A covering letter on your letter head addressed to the Chief Executive Officer, Megha Health Insurance Scheme, Shillong, Meghalaya. 2. Tender condition duly signed in each page and enclosed in token of accepting the Tender conditions. 3. A Demand Draft for 90,000/-(Rupees Ninety Thousand Only) drawn in favour of the Chief Executive Officer, Megha Health Insurance Scheme, Shillong, Meghalaya on any Nationalised Bank payable at Shillong, towards the Earnest Money Deposit. 4. Copy of legal agreement in-case of consortium applicants. 5. Authorization letter from the single applicant/consortium applicant for the person to sign the tender. 6. List of customers to whom IEC activities services are supplied by them in India the past 2 years. 7. Documentary proof to be provided as required in the parameters. 8. Average annual turnover of the legal entity in the 2 preceding financial years duly certified by Chartered Accountant. 9. Declaration of not having blacklisted by any Govt. agencies. 10. Registration as a firm under Meghalaya VAT Act/CST act. In case of consortium provide details of all consortium members. 11. Service Tax Registration and Service Clearance Certificate. 12. Trading license from the KHADC(District Council) Documents to be enclosed in the Part II: 1. A covering letter on the letter head to the Chief Executive Officer, Megha Health Insurance Scheme, Shillong, Meghalaya. 2. Rates should be quoted only in the Annexure I of the tender document.