VALLABHBHAI PATEL CHEST INSTITUTE UNIVERSITY OF DELHI: DELHI

Transcription

1 VALLABHBHAI PATEL CHEST INSTITUTE UNIVERSITY OF DELHI: DELHI Ref. No. VPCI/AMC-HIS/ /364 Date: 08/05/2014 To Sub: Proposal for Award of Annual Maintenance Contract (AMC) for Hospital Information System (HIS). Sir, Sealed Bids are invited from reputed, qualified and experienced Service Provider/Firms for award of Annual Maintenance Contract (AMC) for Hospital Information System (HIS) of the institute. You are requested to submit your proposals on or before upto 1.00 PM, to the Deputy Registrar, VP Chest Institute, University of Delhi, Delhi , giving the most competitive rates. Please read the following documents, attached herewith, carefully before submitting your tender for the above mentioned system: 1. Information to AMC Service Providers regarding the procedure for submission of proposal (Annexures A, A-1, A-2 ). 2. Terms of Reference (TOR) (Annexure B ). 3. Eligibility and pre-qualification criteria (Annexure C ). 4. List of key position whose CV and experience would be evaluated (Annexure D ). 5. Bid evaluation criteria and selection procedure (Annexure E ). 6. Terms & Conditions (Annexure F ). In case of any information/clarification you may visit our office on any working day between 3.00 PM and 5.00 PM on or before with prior permission/appointment on phone No , after which no clarification/information will be entertained. Yours faithfully, Encls. As above Deputy Registrar Page 1 of 13

2 ANNEXURE A INFORMATION TO AMC SERVICE PROVIDERS REGARDING THE PROCEDURE FOR SUBMISSION OF PROPOSAL You are requested to submit your proposal/tender in two bids system viz. (i) Technical and (ii) Financial, separately as per enclosed standard formats (Annexure A-1 and Annexure A-2 ), to the Deputy Registrar, Administrative Block, Multi-storey Building, 3 rd Floor, V.P. Chest Institute, University of Delhi, Delhi latest by upto 1.00 PM. The authorised representative of the service provider/firm(s) with the prior permission/appointment of the Institute/ Officer-In-charge of the system can visit the VPCI from 3.00 p.m. to 5.00 p.m. on or before to see complete details about existing system with its peripherals to be maintained. Page 2 of 13

3 ANNEXURE A-1 FORMAT OF TECHNICAL PROPOSAL 1. Name of Firm 2. Address & contact details of the Firm 3. Names/list of clients whose AMC work has been undertaken by the Firm in the past. 4. Details of the experience of the Firm/Service Provider for executing similar AMC work by them at Govt. Hospitals/Institute/Offices etc. 5. CVs of the team leader/key person and Service Engineer(s) to be deployed by the Firm for executing the work. Page 3 of 13

4 FORMAT FOR FINANCIAL PROPOSAL ANNEXURE A-2 I, (authorised person of the firm) accept all the terms & conditions of V.P. Chest Institute, University of Delhi, Delhi-7, vide letter No. VPCI/AMC-HIS/ dated. I hereby undertake to sign the Contract Agreement within ten days from the date of issue of the confirmed AMC Order by the Institute. I am submitting herewith our quotation for the charges of AMC as per terms of reference for your Hospital Information System (HIS) as under:- S. DESCRIPTION NO. 1. Hospital Information System (HIS), including all software modules AMOUNT (RS.) Total (Inclusive of taxes) Date: Place: Authorised Signatory Seal of the Firm/Service Provider N.B. The format may be printed on the letter head of the firm/service provider Page 4 of 13

5 ANNEXURE B Terms of Reference: 1. Objective: The objective is to maintain the Hospital Information System at designated work stations fully functional at the Vallabhbhai Patel Chest Institute, University of Delhi, Delhi round-the-clock. Name of the system: Hospital Information System (HIS) comprises of the following modules:- 1. Registration & MPI (Master Patient Index) 2. OP Billing 3. IP Billing 4. Customized Medical Case Notes (Electronic Medical Records) 5. Reporting Interface for the Investigations 6. Electronic Prescription 7. Clinical Lab Management System 8. Ward/Bed Management 9. ICU Management 10. Theatre (OT) Management 11. Biometric Attendance Recording System 12. Laboratory Equipment Interface for 3 Equipments 13. ICD Codes for Diagnosis 14. Search Engine 15. Management Information System 16. Security Module 17. Backup Management System 18. Remote Access 19. Inventory Management System for Pharmacy The Institute is the owner of the software and has all the source codes, files and other information necessary for a third party to maintain the software Broad Task to be carried out:` a) Authorised representative of the service provider/firm(s) with the prior permission/appointment of the Institute/ Officer-In-charge of the system can visit the VPCI from 3.00 p.m. to 5.00 p.m. on or before to see complete details about existing system with its peripherals to be maintained. Page 5 of 13

6 b) The AMC provider will be required to provide full time on-site support (engineer/s)/service at site for Preventive maintenance as well as break down maintenance from AM to 5.00 PM on all seven days to keep the system in good working condition. c) On site personnel/s deployed by the AMC provider will be performing the task of ongoing system administration, operationalization, monitoring, reconfiguration and tuning, installation on new server problem diagnosis, and resolution, and interfacing with Client personnel on production system issues, to the extent possible during normal office hours. These personnels shall also be responsible for the installation of new software releases/patches on the production system and the distribution of instruction on updates. In addition, on-site personnel/s will provide training to Client personnel(s) on the operation and administration of the Covered Software as time permits. d) The System with its peripherals might be upgraded during the period of AMC with/without consultation with of the service provider. The vendor has to maintain the upgraded hardware at no extra cost to the Institute. Maintenance of LAN, and its parts as well as the hardware at the workstations is not in the scope of this tender. e) The service will include corrective maintenance and carrying out the jobs of repairs and fittings of parts. If the parts/components of the same version and capacity are not available for replacement then higher comparable version should be used for replacement at no extra cost. The Service Engineer/s shall attend to the complaints immediately. Monthly log sheet of the calls attended detailing the problem, corrective measure taken, and certification of call completion, downtime, etc. should be maintained. This log sheet will be the basis for certification of the completion of contract. Necessary environmental conditions and ground pre-requisitions shall be explicitly mentioned while entering into contract. f) Successful bidder is required to sign with date the Contract Agreement incorporating all terms & conditions between the parties within ten days after issue of AMC Order by the Institute. No deviation from the same after entering into contract shall be entertained to the firm/service provider ordinarily. g) Deployment of trained and competent Service Engineer/persons(s) (full time) in the Institute premises is mandatory during working days of the Institute for the entire duration of work for the whole year. Page 6 of 13

7 ANNEXURE C ELIGIBILITY AND PRE-QUALIFICATION Only reputed, qualified and experienced Service Providers/firms are eligible to apply. Full time placement of qualified Service Engineer/s of the service provider having complete knowledge of the system to be maintained is mandatory for the entire duration of the work in addition to supervision and work by the Firm. The firm should have experience of maintenance of such type of system in Hospitals/Institutes and Offices for at least two years. In particular, firm shall be required to furnish the name of such Institutions/list of clients. Documentary evidence for the same has to be submitted along with the bid. Page 7 of 13

8 ANNEXURE D LIST OF KEY POSITIONS WHOSE CURRICULUM VITAE AND EXPERIENCE WOULD BE EVALUATED Technical evaluation would be done on basis of (1) Complete information about the Firm/Service Provider along with Curriculum Vitae of their team leader/key person(s). (2) CV of the Service Engineer/s to be deployed by the firm to execute the AMC at the site for full time illustrating his/her proficiency in maintaining of the system. (3) Experience of the firm for execution of such type of work (AMC Service) in Govt. Hospital/Institute or Offices etc. for at least two years. (4) Tender without complete information shall be summarily rejected. (5) The decision of VPCI shall be final. Page 8 of 13

9 ANNEXURE E BID EVALUATION CRITERIA AND SELECTION PROCEDURE Technical evaluation would be done and firms shall be short listed. The Institute, if necessary, may interview the representative(s)/ Team Leader/ Key person(s) of the short listed firms regarding the personnel(s) to be deployed by them for full time in the Institute to carry out the assigned job. The firm/service provider meeting out all/maximum requirements desired by the Officer-in-charge/Indentor will be given the preference. The financial bids of the short listed firms found suitable would be opened and work awarded to the lowest bidder. Page 9 of 13

10 ANNEXURE F TERMS & CONDITIONS 1. The tender must be submitted in two bids one containing the technical bid and the other containing the price bid. 2. The technical bid shall not contain any indication of the price offered for the item for which Tender is given by the vendor. In case it is found that the technical bid contains the price for the item or any direct or indirect indication of it, the entire bid documents will be summarily rejected and steps as per the existing Govt. rules will be initiated against the bidder. 3. A separate envelope shall be enclosed in addition to the price and technical bid containing the demand draft for Bid Security. 4. All Tenderers are to note that tenders containing any deviation from the terms and conditions, specifications and other requirement are liable to be rejected. The tenderer who do not meet the appropriate standard of capability and financial resources, may not be considered. The inviting authority reserves all rights to reject any or all the tenders without assigning any reason and split up the service if necessary and to accept the tender in whole or part. Invitation of the tender shall under no circumstances create any right, legal or otherwise in favor of the tenderer in case the tender is closed, withdrawn or cancelled before issuance of AMC order nor shall the inviting authority be liable to explain the reason of such closure, withdrawal or cancellation of the tender. 5. The tender documents can be downloaded from our website Requisite tender processing fees of Rs. 500/- have to be submitted along with the bid documents in a separate envelope by demand draft payable at Delhi in favor of Director, VPCI at the time of deposit or submission of tender/bid documents. 6. The Tender Documents shall be available on the official website of the Institute at till upto 1.00 PM. Request for sending tender document by post shall not be entertained. 7. The tender shall be submitted in the prescribed form in English. All papers and correspondences in connection with the tender shall be in English. 8. The validity of the offer shall be for 90 days from the date of opening of the tender. 9. Bid Rs.10,000/- is to be deposited by the tenderer along with the tender documents in the form of Demand Draft./Banker s Cheque from a nationalized bank payable at Delhi in favor of Director, VPCI. In case of failure to execute the work, the Bid Security of the successful Bidder will be forfeited. The Bid Security shall be forfeited in the event of withdrawal of the tender document within the original validity period, once submitted or the Page 10 of 13

11 successful bidder fails to execute necessary agreement within the period specified or for submitting false, incorrect, misleading information in the bid, mistakes, miscalculations. Exemption from depositing bid security in terms of existing Govt order may be considered if requested in writing supported with necessary documents in original. Bid Security will be released to the unsuccessful tenderer, after finalization of the tender and in case of successful tenderer, it will be converted towards part deposit the Performance Security. No interest on Bid Security is admissible. Tender documents without Bid Security will not be accepted. Bid Security, if not submitted with the tender documents cannot be submitted after tender documents are opened on the stipulated date of opening. 10. All the tenders must be accompanied with the current:- (a) Valid PAN No. (b) Service Tax & Sales tax clearance certificate of state and /or central as applicable. If any bidder does not fall within the ambit of VAT/Service Tax/Sales tax, that shall be indicated separately with supporting documents from the competent authority. (c) Professional tax clearance certificate. (d) Trade license (e) Past experience for undertaking similar type of work in other organization(s) of repute (f) VAT registration number (g) Copies of the Balance Sheet of the firm for the last 3 years to be provided Tender should be deposited in tender box kept at Administrative Block, 3rd Floor, Multi Storey Building, VPCI allotted for the purpose in the Institute on all working days (except Saturday, Sunday and other public holidays) during working hours from 9.00 AM to 5.30 PM. The last date for submission of the tender is (till 1.00 PM). Tender should be submitted in sealed cover super scribing "TENDER FOR ANNUAL MAINTENANCE CONTRACT OF HOSPITAL INFORMATION SYSTEM (HIS). Sseparate envelopes for Technical Bid, Financial Bid, Bid Security and Tender fees may kindly kept in the main envelope. The Tender Notice No: VPCI/AMC-HIS/2014/15 and DO NOT OPEN BEFORE AT 2.30 PM should also be written in bold letters on the main envelope and deposited. Tender received late for any reason will not be considered and will not be opened. Telephonic tender will not be entertained. 12. If the cover is not sealed & marked properly as above, no responsibility will be assumed for any misplacement of the tender or premature opening of the envelope or parcel. Tenderers can send the tender by post but the Institute authorities shall not take any responsibility for misplacement in the tender documents sent by post, or delay in delivery by post. No arrangement will be made to collect tender from any delivery point other than specified in the Tender Notice. All papers submitted with the tender must be serially numbered. Tender submitted are to be written in ink neatly or to be typed without overwriting/illegible writing. Words in figures must be sufficiently clear in the quotation paper. No change in the Tender Schedule will be accepted. Rates must be quoted in the format provided in the Tender Schedule. Literatures/Catalogues etc. If any, should be enclosed. However, Tenderer if necessary may attach supplementary information. The tenderer must enclose a visiting card of his organization and the name of the authorized personnel indicating in details the registered office address as well as contact numbers separately. The AMC provider shall have to rectify Page 11 of 13

12 the defects as and when called by VPCI. The person signing the tender documents must initial correction or any other changes. 13. Tender will be opened on at 2.30 PM in Committee Room, at the above office of the Deputy Registrar, VPCI, in presence of the intending tenderers/their representatives, if any. If for any administrative reason the date of opening of the tenders be a declared holiday, the tender will be opened on the next working day at the same time and place. If the tender could not be opened on the date of opening due to any unavoidable circumstances such as riots, commotion, strike, heavy torrential rain leading to massive water logging etc. that shall be indicated along with the revised date of opening of tender in the Institute website which may be checked. 14. The successful tenderer will have to submit the security deposit/performance 5% to 10% ( to be decided by the Institute ) of the total order value in the form of Demand Draft / Bank Guarantee of equivalent amount drawn on any nationalized bank payable to Director, VPCI payable at Delhi before the payment of AMC is made. The Security Deposit shall be valid till the expiry of contract period. The performance Security shall be forfeited in case any terms and conditions of the contracts are infringed or the Bidder fails to make complete service satisfactorily or fails to complete the work within the Completion period agreed in the contract without prejudice to the purchaser s right to take further remedial actions in terms of the contract or bidding documents which formed part of the contract. No interest on security deposit is admissible. The security deposit shall be released on written request from the AMC provider only after completion/termination as the case may be of contract period. For complaints pending beyond 2 days, a downtime record will be created by the user department and pro-rata deduction of penalty amount may be effected from the Security deposit held. The Security deposit may be forfeited if AMC Holder is not able to provide fault clearance in time or if overall downtime of the Equipment/machinery/system under maintenance contract exceeds 30 days in an annual contract. 15. PAYMENT:- (a) Payment will be made on quarterly (viz. April to June, July to Sept., October to December & January to March) on prorate basis for the satisfactory services provided on submission of bill along with the service report(s), if any. (b) No additional charges will be paid other than the quoted price. 16. The tenderer shall remain responsible without cost to buyer for all defects in materials/spares and workmanship which may develop during normal servicing of the machine due to negligence on the part of the service provider. In case the repair of the Machinery/equipment/computers and accessories etc attached with the systems would take considerable time, a temporary replacement shall be provided. In case of failure on the part of the tenderer to attend the call/provide servicing/replace the materials within reasonable period in spite of due intimation by the VPCI serves the right to remedy the defects / replace the materials at the cost and responsibility of the tenderer without further notice and the same Page 12 of 13

13 shall be deducted from his security deposit. Preventive Maintenance should be carried out on daily basis. 17. The Bidders & its staff in the contracts are required to observe the highest standard of ethics during the procurement and execution of this contract by not being engaged in Corrupt, fraudulent, collusive, coercive or obstructive practice as generally defined. Non-Compliance of the above will lead to rejection of proposal for award/declaring a firm or individual ineligible etc even for future bidding. 16. The Institute shall award the contract, within the validity period of tenders, to the bidder who meets the tender conditions in all aspects, has the necessary technical and production capabilities and financial resources and whose bid is substantially responsive to the tender conditions and has offered the lowest evaluated cost. The Institute can, if so desired, depute a team of 3-4 officers to the premises of Service provider to whom the contract is proposed to be awarded to satisfy itself that the Service provider has the capability to produce the required quality. The terms of the accepted offer shall be incorporated in the AMC Order. 17. SPECIAL TERMS AND CONDITIONS:- While tenders are under consideration, tenderers and their representatives or other interested parties shall refrain from contacting by any means any persons or representatives of the buyer on matters relating to the tender under study. The buyer if necessary may request for clarification of tender in writing. After the public opening of the tenders, information relating to examination, clarification and evaluation of tenders and recommendations concerning awards shall not be disclosed to bidders or other persons not officially concerned with this process until the successful bidder is notified of the award of the contract. 18. There will be weekly progress meeting between VPCI, Delhi and the representative(s) of contracting firm. 19. Termination: VPCI, Delhi reserves the right to terminate this agreement any time without assigning any reason by giving prior notice to the contracting firm. If the termination of the contract is done before completion of the period of contract, the payment shall be made to the firm/service provider for effective period of the contract on pro rate basis subject to the satisfactory performance by the firm. 20. Sub Contract: Work shall not be sublet without sanction of VPCI, Delhi. 21. The contract will be initially for one year which may be extended beyond this on agreed terms & conditions based on the performance of the contracting firm subject to the approval from the Competent Authority of VPCI. The change in price, if any, not more than 10% of the total value of the on going contract may be decided by mutual negotiation between the firm/service provider and the Institute. 22. Jurisdiction: Jurisdiction shall be Courts of Delhi. Page 13 of 13

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