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1 Center for Development of Advanced Computing (C-DAC) A Scientific Society of Ministry of Communication and Information Technology, GoI NOTICE INVITING EXPRESSION OF INTEREST C-DAC intends to provide its HMIS (Hospital Management Information System) solutions to interested State Governments / Health Departments / Hospitals. For this Application and Hardware Teaming partner need to be selected to support the implementation requirements. Now Expression of Interest is called for the empanelment of Teaming Partner by C-DAC for the following assignments as per the implementation model adopted. 1. Teaming Partner for Application Software Support Services (ASSS) 2. Teaming Partner for Hardware and Infrastructure Setup Services (HISS) Interested organizations are invited to submit separate Expression of Interests (EoIs) for each of the above mentioned assignments. The schedule of dates is mentioned below: Nature of Project/Jobs/Services Cost of Tender Document (nonrefundable) Processing Fees (non-refundable) Publishing Date & Time Document download Start Date & Time Date, Time & Venue of Pre-Bid Meeting Bid Submission Start Date & Time Document download End Date & Time Bid Submission End Date & Time Submission of Demand Draft of Tender Cost, and Processing Fees Bid Opening Date, Time and Venue Bid Procedure Bid Evaluation Criteria Websites for downloading Tender Document, Corrigendum s, Addendums etc. Bid Validity Selection of ASSS and HISS Teaming Partner Rs. 1,000/- (Rupees One Thousand Only) Rs. 1,000/- (Rupees One Thousand Only) , 11:00 AM , 11:30 AM , 02:30 PM CDAC, Noida , 02:00 PM , PM , 02:00 PM From PM on 14/11/2014 up to 2.00 PM on 05/12/ , 03:00 PM CDAC, Noida Two Stage QCBS (Quality cum Cost Based Selection) days from the date of submission * In case any bidder fails to submit the original Demand Draft of tender cost and processing fees up to 2:00 PM on , the Bid of the bidder shall not be opened. The Demand Draft should be of Scheduled Bank drawn in favour of CDAC Noida. The EOIs should be concise and focused giving information as per the formats prescribed in the Terms of Reference (ToR) Document.Completed details should be submitted by 14:00 hours on 05 December, 2014 at Reception, C- 56/1, Anusandhan Bhawan, Institutional Area Sector-62, Noida, Uttar Pradesh, India, with envelopes clearly marked EOI for (name of the assignment). Organizations, which pass the pre-selection process, will be contacted and invited to submit detailed proposals. CDAC Noida reserves the right to cancel this request for EOI and / or invite a fresh with or without amendments to this request for EOI, without liability or any obligation for such request for EOI and without assigning any reason. Information provided at this stage is indicative and CDAC Noida reserves the right to amend further details in the TOR document Detailed Terms of Reference (ToR) for the assignment are available on the website In case of any clarification, contact may be established at the following [email protected] This advertisement is a copy of the announcement posted on

2 Terms of Reference For Teaming Partner Empanelment For Application Software Support Services (ASSS) and Hardware & Infrastructure Setup Services (HISS) CENTRE FOR DEVELOPMENT OF ADVANCED COMPUTING (A Scientific Society of Department of Information Technology, Ministry of Communications and IT, Govt. of India) C 56/1, Sector 62, Institutional Area, Noida , District Gautam Budh Nagar (Uttar Pradesh) India. Tel: Fax: W e b s i t e : Expression of Interest for Empanelment of ASSS and HISS Teaming Partner for Implementation of Hospital Management Information System Developed by C-DAC

3 Table of Contents 1 ABBREVIATIONS INVITATION FOR BIDS NOTICE INVITING EOI BACKGROUND ABOUT HOSPITAL MANAGEMENT INFORMATION SYSTEM ADVANTAGES / SALIENT FEATURES TECHNICAL SPECS HMIS UTILITIES STANDARD COMPLIANCE INTERFACE WITH HMIS MODULES AVAILABLE IN HMIS SYSTEM Clinical Services Administrative HMIS IMPLEMENTATION MODEL MODEL -1: IMPLEMENTATION AS A TURNKEY PROJECT BY CDAC MODEL -2:- SOFTWARE, ASSS TEAMING PARTNER BY CDAC AND HISS TEAMING PARTNER BY STATE 18 7 ROLES & RESPONSIBILITIES OF STAKEHOLDERS SCOPE OF WORK SCOPE OF WORK FOR ASSS TEAMING PARTNER DETAILS OF WORK Project Monitoring Unit: Facility Management Services (FMS): Finalized System Document (FSD): HMIS Configuration Support: Application Software Support: System Integration Support: Operationalization: Know How Transfer: Application Software Training and Handholding Support: Help Desk Support: Exit Management: Manpower Deployment SCOPE OF WORK FOR HISS TEAMING PARTNER DETAILS OF WORK Supply, Installation, Integration and Commissioning Documentation Operation and Maintenance/AMC Information Security Expression of Interest: CDAC: ASSS: HIS 2

4 8.2.5 Licensing Requirements Corrective Maintenance Services Tie up with OEM / Manufacturer Knowledge Transfer and Handholding Manpower Deployment ACTIVITY, PROJECT DELIVERABLES, MILESTONES & TIME SCHEDULE FOR ASSS TEAMING PARTNER FOR HISS TEAMING PARTNER PRE QUALIFICATION ELIGIBILITY CRITERIA INSTRUCTIONS TO BIDDER (ITB) ANNEXURE-I: PREBID QUERIES FORMAT ANNEXURE-II: TENDER FORM ANNEXURE-III: BIDDER S AUTHORIZATION CERTIFICATE ANNEXURE-IV: SELF DECLARATION ANNEXURE-V: CERTIFICATE OF CONFORMITY/ NO DEVIATION ANNEXURE-VI: GENERAL APPLICATION FORM Expression of Interest: CDAC: ASSS: HIS 3

5 Contract Days 1 Abbreviations The Contract means a legally enforceable agreement entered into between CDAC Noida and the selected bidder(s) with mutual obligations. Calendar Days Project Sites The Project Site Include Hospitals and/or Department or any specified location as per direction from CDAC Noida GoI CDAC GUI NIT QCBS HMIS PQ Purchaser/ Tendering Authority/Procuring Entity SoW UAT FMS GAD FSD IT Cell RFP Supplier/ Successful bidder Government of India Center for Development of Advanced Computing, Noida Graphical User Interface Notice Inviting Tender Quality cum Cost Based Selection Hospital Management Information System Pre-Qualification Head, Material Management Group (MMG), CDAC Noida Scope of Work User Acceptance Test Facility Management Services Gap Analysis Document Finalized System Document Information Technology Cell Request for Proposal The bidder who will be finally selected and who gets into an agreement with CDAC Noida for completing the work mentioned in this bidding document Expression of Interest: CDAC: ASSS: HIS 4

6 2 Invitation for Bids 1. CDAC Noida invites EoI proposals from the reputed, competent and professional firms, who meet the minimum eligibility criteria as specified in this document for Empanelment of ASSS and HISS Teaming Partners for Implementation of Hospital Management Information System Developed by C- DAC. 2. The Bidders should submit the proposal only physical form as prescribed in this document. 3. The complete bid document has been published on the websites for the purpose of downloading. The downloaded final bid document shall only be considered valid for participation in the bid process subject to submission of required Bid document fee in the form of demand draft in favour of the CDAC Noida payable at Noida and tender processing fee in the form of demand draft in favour of the CDAC Noida payable at Noida. 4. Please note that a pre-bid meeting of prospective bidders, who have purchased the tender/ bidding document, is scheduled as per the details specified in Notice Inviting Tender (NIT) below. The objective of this meeting is to address the queries of the prospective bidders related to the Project / Bidding document. Place for Pre-bid meeting and opening of the bid is CDAC Noida. DD for Tender Fees and Processing Fees should also be submitted physically at the office of Tendering Authority as prescribed in NIT. 5. CDAC Noida will not be responsible for delay in submission due to any reason. For this, bidders are requested to complete their work well before last date and time so as to avoid 11th hour issues or any other unforeseen problems. In the event of due date being a closed holiday or declared Holiday for Central Government offices, the due date for submission of the bids will be the following working day at the appointed time & venue. It is also important to note that the necessary information related to bids may be changed any time and any number of times before finalization. 6. Bids will be opened as per time schedule mentioned in NIT. However bidder may choose to attend the bid opening at the office of the purchasing authority. 7. No contractual obligation whatsoever shall arise from the EoI/Bidding process unless and until a formal contract is signed and executed between the tendering authority and the successful bidders. Successful bidder shall have to sign a contract within specified days failing which EMD shall be forfeited and party shall be deemed to have abandoned/relinquished/surrendered its selection/claims/rights and second party will be offered an opportunity to work. 8. CDAC Noida disclaims any factual/ or other errors in this document (the onus is purely on the individual bidders to verify such information) and the information provided herein are intended only to help the bidders to prepare a logical bid-proposal 9. CDAC Noida reserves the complete right to cancel the bid process and reject any or all of the bids at its sole discretion. Head, MMG CDAC, Noida Expression of Interest: CDAC: ASSS: HIS 5

7 3 Notice Inviting EOI No- F1.1 (0.4)/CDAC/EOI/2014/1411 Dated: Notice Inviting Tender (NIT) C-DAC intends to provide its HMIS (Hospital Management Information System) solutions to interested State Governments / Health Departments / Hospitals. For this Application and Hardware Teaming partner need to be selected to support the implementation requirements. Now Expression of Interest is called for the empanelment of Teaming Partner by C-DAC for the following assignments as per the implementation model adopted. 1. Teaming Partner for Application Software Support Services (ASSS) 2. Teaming Partner for Hardware and Infrastructure Setup Services (HISS) The schedule of dates is mentioned below: Nature of Project/Jobs/Services Cost of Tender Document (nonrefundable) Processing Fees (non-refundable) Publishing Date & Time Document download Start Date & Time Date, Time & Venue of Pre-Bid Meeting Bid Submission Start Date & Time Document download End Date & Time Bid Submission End Date & Time Submission of Demand Draft of Tender Cost, and Processing Fees Bid Opening Date, Time and Venue Bid Procedure Bid Evaluation Criteria Websites for downloading Tender Document, Corrigendum s, Addendums etc. Bid Validity Selection of Application and Hardware Teaming partner for ASSS and HISS Rs. 1,000/- (Rupees One Thousand Only) Rs. 1,000/- (Rupees One Thousand Only) , 11:00 AM , 11:30 AM , 02:30 PM CDAC, Noida , 02:00 PM , PM , 02:00 PM From PM on 14/11/2014 up to 2.00 PM on 05/12/ , 03:00 PM CDAC, Noida Two Stage, Two envelope system QCBS days from the date of submission * In case any bidder fails to submit the original Demand Draft of tender cost and processing fees up to 2:00 PM on , the Bid of the bidder shall not be opened. The Demand Draft should be of Scheduled Bank drawn in favour of CDAC Noida payable at Noida only. Head, MMG CDAC, Noida Expression of Interest: CDAC: ASSS: HIS 6

8 4 Background Centre for Development of Advanced Computing (C-DAC) is the premier R&D organization of the Department of Electronics and Information Technology (DeitY), Ministry of Communications & Information Technology (MCIT) for carrying out R&D in IT, Electronics and associated areas. As an institution for high-end Research and Development (R&D), C-DAC has been at the forefront of the Information Technology (IT) revolution, constantly building capacities in emerging/enabling technologies and innovating and leveraging its expertise, caliber, skill sets to develop and deploy IT products and solutions for different sectors of the economy, as per the mandate of its parent, the Department of Electronics and Information Technology, Ministry of Communications and Information Technology, Government of India and other stakeholders including funding agencies, collaborators, users, state governments and the market-place. C-DAC has been working in the area of Health Informatics and has developed several solutions till date in this area. With the increased penetration of ICT and with increasing acceptance of computers in healthcare, the use of technologies for Health Informatics is gradually increasing in country. C-DAC is carrying out the following R&D in Health Informatics at its various centers and some of the products developed by C-DAC in this sector are: E-Sushrut a Hospital Management Information System (HMIS) E-Aushadhi a Web Based Supply Chain Management System for Drugs Mercury Comprehensive EHR/EMR and Telemedicine Solution SDK for DICOM Software Development Kit for DICOM PS SDK for HL7 Software Development Kit for HL7 v2.5 Sanjeevani a Telemedicine Solution Tejas a Software suite for Oncology Ayusoft a Decision Support System for Ayurveda icare@home Integrative and Holistic HealthCare e-chavi a Picture Archival Communication System (PACS) DPH - Digital Programmable Hearing Aid C-DAC s Hospital Management Information System is a major step towards adapting technology to improve healthcare. It incorporates an integrated computerized clinical information system for improved hospital administration and patient health care. It also provides an accurate, electronically stored medical record of the patient. A data warehouse of such records can be utilized for statistical requirements and for research. The real time HMIS streamlines the treatment flow of patients and simultaneously empowering workforce to perform to their peak ability, in an optimized and efficient manner. It is modeled on the unique combination of a patient centric and medical staff centric paradigm, thus providing benefits to both the recipients and the providers of healthcare. It ensures dramatic improvement in performance along with reducing the costs. The beneficiary hospital uses the Hospital Management Information System (HMIS) as a Service and does not need to undergo the challenges posed by technology, administration and implementation in computerization. Expression of Interest: CDAC: ASSS: HIS 7

9 C-DAC intends to provide its HMIS solutions to interested State Governments / Health Departments / Hospitals. This Term of Reference (ToR) is in response to the expressed need of the CDAC, for this an Application Software Support Services (ASSS) and Hardware & Infrastructure Setup Services (HISS) Teaming partner need to be selected to support the implementation requirements. Expression of Interest is called for the empanelment of Teaming partner by CDAC as per the implementation model adopted. 5 About Hospital Management Information System C-DAC s Hospital Management Information System is a complete ERP solution for Hospitals or a chain of Hospitals. It can be customized for a variety of hospitals such as medium sized clinics, large sized hospitals which could be Government hospitals, Super specialty hospital or Purely Private hospitals: 5.1 Advantages / Salient Features Web Based Application. Configurable for Multiple Hospitals. Portable across a variety of platforms. Connects people, process and data in real time across all the hospitals. Fast and reliable information management using LUCENE, DSS Tables. Customized clinical data according to department and laboratory. Generations of Charts, Graphs and Trends. Generation of comprehensive EMR and Patient Profile. Extensive Reporting with feature like Water Marking, Password Protection and supports various formats. Disclaimer & Instruction Facility. Default Value Concept. Dynamic Templates Department wise. Configurable Business Rules. Canned Files and Macros. Configurable Consent Formats. Validation Checks will be provided at all possible levels to prevent the system from accepting wrong values. User Friendly messages will pop up upon inputting Invalid values. 5.2 Technical Specs Based on n-tier Architecture in J2EE technologies. Takes Full advantage of extensive Markup Language (XML). Expression of Interest: CDAC: ASSS: HIS 8

10 Provides Bar coding Interface for areas such as patient Registration, Stores, Sample collection etc. Provides Machine Interfaces Integration with Code sets like ICD (International Classification of Diseases), SNOMED etc. Compliances with International Health Standards such as HL7, DICOM, LIONIC, CPT, ASTM etc. Based on RDBMS for easy retrieval and better performance Portable across a variety of platforms User Friendly GUI interface Browser based front end support LINUX and WINDOWS Based on WINDOWS/LINUX/SOLARIS as backend Audit logging of transactions Comprehensive User Management & Security. Integration with PACS and Telemedicine. 5.3 HMIS Utilities Dynamic Doctor Desk Dynamic Clinical Templates Image Editor E-Consultation Patient Profile & Clinical Charts ICD Search Engine Alert Management CD Burn Utility Data Import & Export Utility HL7 Conversion Utility Generic Medical Equipment Interfacing Generic Scan Module Queue Management System Third Party 5.4 Standard Compliance Standard Code Sets o ICD 10 International Classification of Diseases o SNOMED Systemized Nomenclature of Medicine o LOINC Logical Observation Identifiers Names & Codes HL-7 Health Level 7 NACO National AIDS Control Organization NABH National Accreditation Board For Hospitals & Health Care Providers GFR General Financial Rule Expression of Interest: CDAC: ASSS: HIS 9

11 CIMS Current Index of Medical Specialties DICOM Digital Imaging & Communication in Medicine 5.5 Interface with HMIS Bar Code Interface Biometrics SMS & e Mail Server Smart Card Digital Tablet Integrated With C DAC PACS Interface With Printers, Scanners, Webcam etc Medical Equipment Interface Auto Analyzer Coulter 5.6 Modules available in HMIS system The modules detailed below are the main modules available with HMIS. CDAC can incorporate or delete any modules or service on its discretion as per state s requirement. MODULES CLINICAL SERVICES ADMINISTRATIVE Registration Emergency Out Patient Mgmt Pharmacy Mgmt Investigation In patient Mgmt ADT Operation Theatre Patient Medical record Blood Bank with Bio- Metric and Barcode Service Area Billing Appointment & Roster Central Sterile Services Gas Plant Biomedical Waste Mgmt Diet Kitchen Central Stores Mgmt Biomedical Engg Dept Enquiry Alert Management User Management Laundry Transport Personnel Info. System Finance Mgmt System Procurement & Purchase Library Mgmt System Misc. Admin. Activities Expression of Interest: CDAC: ASSS: HIS 10

12 5.6.1 Clinical a. Registration Registration of the patient is the foremost and most important activity in the overall Hospital Management Information System. Every patient who approaches to the hospital has to get registered before getting any consultation, treatment, investigations, etc. done from the hospital. Registration of patient involves accepting certain general and demographic information about the patient, assigning a unique central registration number (CR. No.). b. Emergency For all Emergency patients Casualty Management module helps to keep the record of patient's examination data examined by respective doctors under various departments also recording of patient's complaints, diagnosis, Drugs prescribed, Drug Allergies, Symptom Review, Follow up Notes are handled by this module. c. Out Patient Management Doctor and Nursing desk one of the key features of HMIS application, this desk is integrated with various modules of HMIS. Desk is dynamic and easily configured according to Doctor and Specialty. d. Pharmacy Management Pharmacy Management plays a central role in hospital. This consists of ascertaining the needs of various departments in the matter of items and devising such policies that all the materials, which have constant demand, will be constantly available so that they are supplied to the user departments without delay. This includes classification /categorization of items, codification etc. The prime objective of all the stores is to provide item supply to hospital departments with what they want, when they want it. e. Investigation Investigation Services deals with the Tests and Investigation related activities carried out in the hospital. In any Hospital there are a number of tests performed on the patients or samples. For completion of a Test certain workflow is followed in the Hospital. In the HMIS this workflow is taken care with the help of Investigation Service Module f. In Patient Management Doctor and Nursing desk one of the key features of HMIS application, this desk is integrated with various modules of HMIS. Desk is dynamic and easily configured according to Doctor and Specialty. g. ADT ADT handles the Inpatient activities which include admitting a patient, Bed Management, Transferring a patient, discharging a patient, entering a Patient on leave, Entering Compensable details. The hospital indoor facilities are divided in a number of ways. They are Expression of Interest: CDAC: ASSS: HIS 11

13 physical structures, which make up the In patient structure. In a hospital there are a number of buildings, each buildings has a number of Wards, each Ward has a number of rooms and each room has a number of beds. The resources are present in logical structure called Departments. Each Department has a number of units. Each unit has a number of consultants. Each unit is allocated a number of beds. At the end of the day the patient shall be admitted into the custody of a treating Unit which shall be headed by a consultant. h. Operation Theatre Operation Theater module contains information about all the theatres, Equipment/Tools etc. availability information. Scheduling of operations is the main function of this module. Various departments give the requisition for an operation theatre. This module contains specific transactions for PAC Request initiation, PAC Result Entry, Operation list raising, maintaining records about operations and anesthesia done by corresponding departments. Anesthesia Management is taken care in integration with the Operation Theater Management. The complete workflow of anesthesia is catered through the operation theater module i. Patient Medical Records An Electronic Medical Record (EMR) is a computer based patient medical record. An EMR facilitates access of patient data by clinical staff at any given location. With the introduction of the Electronic Medical Record the patient information is captured electronically. All the information of the patient can be accessed easily and require much less time than the paper based record. It provides the accessibility to the patient record across the network. Electronic records are not only easy to access and maintain it also improves the quality of the health services. The EMR is to maximize the usage of patient medical information. It improves patient care as it functions as a central source of information for communication between health care providers, covering the patient s history, observation, diagnosis and therapeutic conclusions and a wide variety of unstructured documents and information. Moreover it will facilitate increased external linkage possibilities with health care providers and identify clinical events that need attention. It can solve many of the logistics problems of archiving, retrieving, tracing and finding out paper based medical records. Various reports like discharge summary, diagnostic classification as per International Classification of diseases, statistical report according to diagnosis, age, sex, geographical area and other parameters of the patient, surgeon index wise, reporting hospital statistics, and analysis of cases for research purpose are generated. Expression of Interest: CDAC: ASSS: HIS 12

14 j. Blood Bank with Bio-Metric and Barcode Blood Bank Management System is a comprehensive online Inventory Management System which gives detailed information about Blood Components from collection to its consumption by end user. Using this system, the high level management can track the position of Blood Bags, Donor related information etc at any movement of time. Blood Bank Management system is designed & developed as per the NACO and the NABH guidelines along with the feature of identifying professional donors using biometrics. The main functions of the Blood Bank Management System is to ensure proper blood donations, blood grouping, TTI screening, antibody screening, component preparation, cross matching,, issuing of compatible blood and Blood components etc as per the Blood Bank Standards. k. Service Area Service Area is one of the key areas of a Hospital which caters to many clinical procedures done on the patients in a hospital. Most of the Clinical Departments have facility/service points where a number of services are provided to the patients which include procedures, test, physiotherapy exercise and vaccination. The Service Area module of HIMS developed by CDAC is an outcome of a thorough research undertaken in the workflow of service area Services a. Billing Patient Billing Module is an integral component of the Hospital Information System (HIS). Hospital provides various types of hospital services i.e. Inpatient, Outpatient and Emergency to various categories of patients such as general, private, staff & their dependants, poor / free, Government / Charitable organizations, insurance covered etc. Payments are collected on different accounts i.e. registration charges, OT charges, diet charges, lab charges, bed / room charges, miscellaneous charges like issue of blood bag units. b. Appointment & Roster The Appointments & Scheduling Module in a Hospital Management Information System covers the fixation of patient appointments and scheduling of each department s activity. Appointment fixation is the activity, which allots prior dates for those patients who desire to see a doctor or visit the hospital. It keeps track of available slots in various categories of appointments. Patients are given appointment under various categories such as Outdoor Patients Department (OPD), Special Clinic OPD, Lab, Minor Operation Theatre, Day Care Centre and Main Operation Theater c. Central Sterile Services Central Sterile Supply Department acts as a Sub Store of Main Store. This department supplies the sterilized material after sterilization to OPD / IPD / Emergency / OTs / Blood Expression of Interest: CDAC: ASSS: HIS 13

15 Bank etc. As a sub store it exclusively supplies material for preparation of dressing materials, packing materials etc. CSSD receives the used material such as vials, procedure sets, gloves etc., for reuse with or without sterilization. Materials are subjected to washing and sterilization. After sterilization, condemned materials are separated and an equal amount of condemned materials is issued from departmental store so as to complete the supply against the receipt issued at the time of receiving the material for sterilization. The condemnation policy depends upon the value of the product. d. Gas Plant The Gas Plant module is aimed at storing, generation, maintenance, distribution and handling of various parameters related to Gas Cylinders of different types being used in various departments of the Hospital. e. Biomedical Waste Management The main functions of Hospital Waste Management Module are Handling, segregation, mutilation, dis-infection, storage, transportation and final disposal of biomedical waste. f. Diet Kitchen Diet and Kitchen module in a Hospital Information System (HIS) is an important module that covers multiple responsibilities related to the patient s daily intake or nutrition. The basic function of the kitchen is to manage the patient s meal services to take care of supply of Breakfast, Lunch, Tea and Dinner. The number of diets to be prepared every day is one of the very important functions of Diet and Kitchen department. Based on this data, kitchen undertakes its material planning, procurement and thereafter the preparation of the meals. The patient s supply of diet is done in conjunction with the patient admissions and the special diet needs of the patient (special diet). The meals are served and depending upon the type of patient he / she is billed or not billed. Billing of the diet supplied is part of the Patient Billing module. This has to be dealt in the HIS especially from the Inpatient where the nurse has to order the diet depending upon the parameters that have to match clinical needs. g. Central Stores Management Deals with Hospital Equipment / Materials / Inventory Purchase and Supply to different Departments, Requisitions for different items/equipments are send to this store from different Departments and accordingly CSD issues Item/equipment to the various departments. CSD also maintains purchase records, stock, and supplier list, Item/equipment / material Master tables and also takes care of the Inspection details. h. Bio-Medical Engineering Department HEM manages various maintenance processes like Preventive maintenance, Breakdown Maintenance, Item (Equipment) Transfer, Gate pass and Condemnation Request etc, It consists of Bio Medical Equipment Maintenance and Hospital Infrastructures like Electrical Expression of Interest: CDAC: ASSS: HIS 14

16 Items services and Civil Works Management. HEM broadly manages maintenance for Store Items (store Inventory) and Other Items (non-store inventory items like buildings, electrical works and other infrastructure services). i. Enquiry This gives the enquiry of all the information s regarding the hospital and the patients admitted or registered in the hospital. j. Alert Management Alert Management forms an integral part of a Hospital Management Information System (HMIS). Integrated Alert Management in heath care applications provides an effective decision support mechanism. It provides the vital communication between application and end users. An Alert is a notification informing its recipients that a critical or very important situation has arisen. The situation is as severe that an action must be taken immediately in order to resolve the situation. k. User Management The User management basically deals with security through controlling the access to the application & its related data. A user will have access to only Menu & Data for which the user has rights. User management creates mainly users and assigning the entire role to that particular user. l. Laundry Linen & Laundry department is responsible for processing of dirty linen and supply of clean linen to various departments. The main activities involved are collection, processing, mending, condemnation of linen, stock management. m. Transport Transport module provides efficient control and management of a hospital s transport orders. Transport department handles all the transport of the Hospital that includes maintaining records of each vehicle, maintaining driver detail. There are different categories, which are maintained by the transport department of hospital Administrative a. Personnel Information System Module manage and capture all employee oriented activities which include Man Power Planning, Recruitment process, Appointment of candidates, Service Book, Increment and Promotion, ACR, Leave management etc. b. Finance Management System Module manage and capture various activities related to Budget, Cash and Fee Management, Contingent Billing, LC Billing, Employee Oriented Billing (TA and DA, LTC Expression of Interest: CDAC: ASSS: HIS 15

17 etc.), Payment Process through Compilation as Payment Voucher, Demand Process, Bill Payment, Grants Management, Pay Bill, GPF/CPF, NPS, Loan and Advances, Group Insurance, Service Linked Insurance, Planning and Costing etc. c. Procurement and Purchase The Procurement module mainly deals with the procurement and management of stock of various consumable or non consumable items required by the different Departments of the Hospital. The requirements of the items are sent by the various department and stores. Based on the estimated amount of the requirements, the purchase section takes the decision like opening tender, placing the order directly to rate contracted supplier, and the purchase committee purchases the items from the market by surveying or through the government cell. This module covers Generating Purchase Order, Opening Tender, tender evaluations, Acceptance of Tender, Shipment Details and payments terms and conditions. The advantage of automation of purchase department is that we will get the complete detail of purchase order. Provision for generating reports for those purchase orders for which items have not been issued by the supplier, automatic configurable letter generation etc. At the time of finalizing any item for purchase we can view the amount in that particular purchase head. d. Library Management System The Library Information System comprises of the following sub modules: Books acquisition, cataloguing, circulation, serialization, OPAC (Online Public Access Catalogue), Funds and accounts and Printing Desired Reports. e. Miscellaneous administrative activities PR, RTI, Estate, Vigilance, Security, and Welfare etc. also are separate modules with exhaustive features. Expression of Interest: CDAC: ASSS: HIS 16

18 6 HMIS Implementation Model The implementation of HMIS has three main components: 1. Software Development / Customization 2. Hardware Supply, Installation and Commissioning, Support and Maintenance 3. Application Software Support Services like FMS, Operationalization etc. The entire software coding and development process will be handled by CDAC. There will Application Software Support Services (ASSS) Teaming Partner who will be supporting in implementation by providing Facility Management Services, Operationalization Services, Project Management Support and Contribute in some of the Application Software related activities. Again, there will be Hardware and Infrastructure Setup Services (HISS) teaming partner who will be assigned to support supply/procurement process, install and commission the hardware along with infrastructure Upgradation at client location including support and maintenance if required CDAC - Software Development Application Teaming Partner - FMS, PMU, Application Support etc Hardware Teaming Partner - Hardware commissioning and site preparation HMIS Implementa tion The main stakeholders involved in HMIS Project Implementation are CDAC and State Department / Hospitals (Deployment End). In view of this, two implementation models are suggested: Model 1 Implementation as a Turnkey Project by CDAC Model 2 Software and Application Software Support Services (ASSS) Teaming partner by Type CDAC and Hardware & Infrastructure Setup Services (HISS) Teaming Partner by State Department / Hospital Model 1 Model 2 Responsibility Software Development ASSS Teaming Partner HISS Teaming Partner CDAC Y Y Y State / Hospital CDAC Y Y State / Hospital Y Expression of Interest: CDAC: ASSS: HIS 17

19 6.1 Model -1: Implementation as a Turnkey Project by CDAC In this model entire HMIS development and implementation at state Department / Hospitals will be taken up by CDAC on turnkey basis. CDAC will empanel ASSS and HISS teaming partners. End to end integration of the project will be the responsibility of CDAC. The implementation model is as follows: CDAC will select/ empanel the ASSS and HISS teaming partners to provide system integration and application support for HMIS solution ASSS Teaming Partner empanelled by CDAC shall assist in Requirement Gathering, Facility Management Service, Project Management, Operationalization of Solution, Hand Holding Support, Training, Documentation, System Integration Support, Help Desk Support, Maintaining the Application etc., HISS Teaming Partner shall support in Supply / Procurement process, Installation and Commissioning of Hardware Infrastructure and Site Preparation for application deployment at client side. State Department / Hospital to give the final signoff to CDAC after implementation 6.2 Model -2:- Software, ASSS Teaming Partner by CDAC and HISS Teaming Partner by State CDAC will be software development agency which will be assisted by empanelled ASSS Teaming Partner to implement HMIS solution in respective states. States, infect, need to employ HISS Teaming Partner for hardware deployment and infrastructure Upgradation required for solution implementation at hospitals. The implementation model is as follows: The HMIS application has been developed by CDAC. The application will be customized, configured as per requirement and managed by CDAC. The entire software coding and development part will be handled by CDAC. The State Government / State designated agency can employ CDAC for application deployment. It is responsibility of the State Government / State designated agency to ensure proper hardware infrastructure and site preparation for application deployment. For this a HISS Teaming Partner can be deployed as per state s convenience. ASSS Teaming Partner empanelled by CDAC will assist in Requirement Gathering, Facility Management Service, Project Management, Operationalization of Solution, Hand Holding Support, Training, Documentation, System Integration Support, Help Desk Support, Maintaining the Application etc., ASSS Teaming partner will maintain application hosted at SDC or through remote access provided by SDC. Application Management Team at SDC will ensure version control of the application, installation of upgrades and enhancements, Management, Review & documentation of the User Access Policies for the use of HMIS application software, requirement analysis & Impact analysis of requirements in case required. Expression of Interest: CDAC: ASSS: HIS 18

20 HISS Teaming Partner selected by CDAC Application Teaming Partner selected by CDAC Support in Supply / Procurement process of Hardware and Third Party Software Site preparation Installation, Integration and Commissioning Information security Licensing requirement Tie up with OEMs Training Corrective Maintenance service Warranty & AMC services Asset Register Knowledge Transfer HMIS Solution development CDAC HMIS CDAC Customization HMIS Database Management HMIS configuration HMIS Training Project Management PMU Office Requirement study Finalized System Document Facility Management Service at Data center Facility Management Service at Hospital System Integration support Operationalization Monitoring & Reporting HMIS training Handholding support Helpdesk support Know How transfer Exit management State/ Department of health Selection of HISS Teaming Partner for Infrastructure & Hardware deployment Provision of connectivity Implementation Monitoring Logistics Change management Capacity building Sign offs Expression of Interest: CDAC: ASSS: HIS 19

21 7 Roles & Responsibilities of stakeholders Implementation Model Implementation Model 1 Implementation Model - 2 Stakeholder Responsible (CDAC / State) CDAC CDAC STATE S.No. Component CDAC ASSS Teaming Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner Application Development 1 GAD / Requirement Analysis Y Y Y Y 2 Development and Supply of HMIS Application and/or modules Y Y 3 Coding & Modification Y Y 4 UAT, Quality Testing Y Y Y Y 5 Development of Upgrades & Patches Y Y 6 Version control of the HMIS application at Site Y Y 7 Installation of upgrades and enhancements of HMIS application Y Y Expression of Interest: CDAC: ASSS: HIS 20

22 Implementation Model Implementation Model 1 Implementation Model - 2 Stakeholder Responsible (CDAC / State) CDAC CDAC STATE S.No. Component CDAC ASSS Teaming Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner 8 Management, Troubleshooting and fine-tuning the HIMS - Application Software, as and when required Y Y 9 Application Support Y Y Y Y Project Management 10 Project Management Unit Y Y 11 Requirement Analysis & Impact analysis of requirements Y Y Y Y 12 Management, Review & Documentation of the User Access Policies for the use of HMIS Application Software Y Y 13 Planning and Implementation Y Y 14 Initial training to state Department / Hospital Y Y Y Y 15 Operationalization Y Y 16 Monitoring and Reporting Y Y Expression of Interest: CDAC: ASSS: HIS 21

23 Implementation Model Implementation Model 1 Implementation Model - 2 Stakeholder Responsible (CDAC / State) CDAC CDAC STATE S.No. Component CDAC ASSS Teaming Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner 17 Change Management Analysis Y Y Y Y 18 Capacity Building Strategy Y Y Facility Management Service 19 Provision of Manpower and Service Engineer Y Y 20 Configuration Management Y Y 21 Any Deployment Post Implementation Y Y 22 HMIS System Administration Y Y Y Y 23 HMIS Database Administration Y Y 24 Regular back-ups of HMIS Y Y Y Y System Integration 25 Finalized System Document Y Y 26 System Integration Support-I Y Y Y Y 27 System Integration Support-II Y Y Y Y Expression of Interest: CDAC: ASSS: HIS 22

24 Implementation Model Implementation Model 1 Implementation Model - 2 Stakeholder Responsible (CDAC / State) CDAC CDAC STATE S.No. Component CDAC ASSS Teaming Partner HISS Teaming Partner CDAC ASSS Teaming partner HISS Teaming Partner 28 Installation and Commissioning of Hardware Y Y 29 Site Preparation Y Y 30 Initial Operationalization of HMIS Software Y Y Y Y 31 Go-Live of each Hospital Y Y Y Y 32 Monitoring and Maintenance of Equipment Y Y Y Y Post implementation 33 IT Cell Support, Help Desk Support Y Y Ensuring Adherence to Service Level Agreements Knowledge Transfer, Configuration Training and Handover Final signoffs and exit management Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Expression of Interest: CDAC: ASSS: HIS 23

25 8 Scope of work In this section, the scope of work of ASSS Teaming Partner and HISS Teaming partner are detailed herewith 8.1 Scope of work for ASSS Teaming Partner The core HMIS software has been developed and will be customized for state requirement by CDAC. The Application Teaming Partner will be the implementation hand of CDAC for the said solution. The following are the general scope of work for ASSS Teaming Partner: Setting up of Project Management Unit to ensure proper methodological and timely development, deployment and monitoring of the solution. Installation of upgrades and enhancements of HMIS application Facility Management Services for application at Designated Sites Initial training of hospital staff at time whenever there is new module added or version upgrade or similar events HMIS System Administration HMIS Database Administration Application Software Administration & Management Data Base and Application Tuning as Required Taking regular back-ups of HMIS application, Database and other networking components Submission of reports of the Service Engineers posted under FMS at sites Initial Operationalization of HMIS Software Go-Live Finalized System Document Provision of Project Manager and Service Engineers at designated sites Handholding Support Call Center Support System Integration Support Knowledge Transfer Exit Management Details of work Project Monitoring Unit: The ASSS Teaming Partner has to set up the PMU at site including helpdesk facility. The PMU will acts as an interface between the following entities to ensure the smooth operation of the Application software. Expression of Interest: CDAC: ASSS: HIS 24

26 Project Management Team at CDAC Coordination with CDAC, State Department and Hospitals FMS Team Management Operationalization Team Management State Designated / CDAC HISS Teaming Partner The Application Teaming Partner shall depute a Project Manager at site for the defined duration of the project. The Project Manager will be responsible for the following: Act as single point of contact with the CDAC and other stakeholders Co-ordinate with the implementation teams (FMS & Operationalization) during the installation phase Provide regular reports of the installation status to the Department Coordinate the UATs Co-ordinate trainings in each hospital Provide regular status report during the operations and maintenance phase Consolidate the monthly status reports from each hospital and submit to the CADC Maintain consolidated inventory of all hospitals Provide any technical assistance that may be required by the staff deployed at the hospitals Report Preparation on defined frequency Supervise the Help Desk Management System Payment Realization, close coordination with Finance Department at site Project Organization Plan: The ASSS Teaming Partner shall submit a Project Organization Plan with proposal providing details of the proposed project structure identifying key individuals along with their roles and responsibilities. CDAC / State Department will ensure the office space along with basic infrastructure required for official work for setting up PMU. The ASSS Teaming Partner along with select senior officials of CDAC together will act as Project Management Team and shall also be actively involved in the Project and shall strategically spearhead the project towards timely and smooth implementation. The ASSS Teaming Partner shall support the onsite and the core deployment by providing their strategic inputs. The ASSS Teaming Partner has to ensure Professional Project Management approach while executing the project. Following steps are to be carried out in Project Execution: Expression of Interest: CDAC: ASSS: HIS 25

27 Planning and Scheduling the Project Defining Milestones and tasks. Estimating task wise time required Tracking task wise actual time v/s estimated. Ensuring instant corrective action in case of Project Schedule overrun. Information sharing with Client about the progress of the Project / Issues and concerns by way of Status Report at a certain frequency. Ensuring mock process audits by Senior staff members at every milestone Stage wise reviews and corrective action. The ASSS Teaming Partner will contribute to ensure that the following Software Development Life Cycle stages would conclude in effective and efficient manner: Requirement gathering and opting final sign off by the client. Designing application and preparing Design document with WBS. Functional specification / test case creation. Code Construction. Unit testing and Integration testing. Quality Aspect: In order to ensure ultimate product quality, the ASSS Teaming Partner along with CDAC has to ensure that the concepts like Configuration Management, Work product reviews, Route cause analysis of defects identified, defect prevention activity etc., are inducted in to Project Management. Risk Management Approach: The ASSS Teaming Partner along with CDAC has to identify Probable Risks involved in the Project; Mitigation and Contingency plans have to be prepared and put in place. Testing Methodology: Program level testing and system level testing will be carried out using test cases. The ASSS Teaming Partner has to create test cases taking in to account functionality, user behavior, and various boundary conditions. There will be no of iterations for converting bugs in to success. There will also be Test Data Preparation based on live scenario which needs to be undertaken by ASSS Teaming Partner Facility Management Services (FMS): The ASSS Teaming Partner shall be responsible for providing Facility management services with respect to HMIS implementation. The facility management service has to be provided at data center as well as at hospitals as required by CDAC. Expression of Interest: CDAC: ASSS: HIS 26

28 Facility Management Service at Data Centre It is envisaged that hosting services will be provided in State Data Centre or CDAC Data Center, The following activities has to be undertaken: a) System Administration / Network / Security Administration b) Database Administration c) Application Software Administration & Management The ASSS Teaming Partner has to deploy the Engineers and administrators, would be deployed in shifts on 24 X 7 X 365 basis. There will be 3 shifts to cover round the clock operations and additional manpower in general shift if required. Morning shift Evening shift Night shift General shift : hrs : hrs : hrs : hrs The ASSS Teaming Partner has to deploy adequate manpower for following services: System Administration / Network / Security Administration: A qualified system administrator will be deployed to handle the Servers / SAN / RDBMS / Cluster and manage the overall operations at the Data Center. The administrator will be assisted by the team of system engineers to take care of any operational / configuration issues of the system. The team would be deployed as per the load during the day and would manage the setup. Database Administration: A qualified database administrator will be deployed to handle database related activities. Application software administration and management: There would be an administrator deployed round the clock at the data center to monitor the application operations. He would be responsible for management, troubleshooting and fine-tuning the application software, as and when required, taking care of application software updates and upgrades, during the project period. Management, Review & documentation of the User Access Policies for the use of application software on LAN and WAN Facility Management Services (FMS) at Hospital: If required the Application Teaming Partner has to provide Facility management service at state/hospital level. The following are the activities to be undertaken in this regard. System Administration and Management Application software administration & management Expression of Interest: CDAC: ASSS: HIS 27

29 The ASSS Teaming Partner has to deploy the Engineers and Administrators, would be deployed in shifts on 24 X 7 X 365 basis. There will be 3 shifts to cover round the clock operations and additional manpower in general shift if required. Morning shift Evening shift Night shift General shift : hrs : hrs : hrs : hrs The main activity that has to be handled- Database and Application tuning as required (For local setup at Hospital level) Taking of regular back-ups Monitoring the Hardware and Network uptime Provide Assistance to Hospital Administration for Smooth Operationalization of Application Software Finalized System Document (FSD): The ASSS Teaming Partner has to undertake detailed study of infrastructure for the entire system at the hospital including: a) Layout of hardware components like workstations, desktops, Dot matrix and laser printers, bar code scanners and printers, bio-metric devices etc. within each hospital b) Deciding on the location and layout of the computer room and its internal furnishing and air conditioning requirements c) Deciding on the UPS and electrical layout d) Deciding on the Network termination and network cabling work requirement e) Deciding on associated civil work, furniture and interior decoration requirements f) Creating the complete Bill of Quantity with technical specifications for all items for tendering process g) Technology and bandwidth requirements h) Deciding on the HMIS modules to be deployed, their tuning requirements, Master Database sizing, migration and linkage aspects of legacy system and requirement of any new module to be developed. A Finalized System Document (FSD) will be generated by ASSS Teaming Partner listing these aspects and detailing the action plan in the form of a GANTT/PERT that indicates all subtask, their linkages, and responsibility for each and has to submit to CDAC for approval. Hospital wise requirements of infrastructure have to be worked out in consultation with Department / Hospitals during FSD study. In some of the hospitals, some infrastructure for computerization may Expression of Interest: CDAC: ASSS: HIS 28

30 already exist. This will be taken into account at the time of chalking out the requirements to prepare the Bill of Quantity (BOQ) HMIS Configuration Support: The following activities have to be carried out by ASSS Teaming Partner under HMIS configuration Support System Verification as per FSD Master Data Collection, Compilation Master Data, Verification, Configuration System Installation & FMS training Application Software Support: The following activities would be carried out under Application Software Support. The ASSS Teaming Partner has to provide assistance to CDAC for above mentioned activities Application Software Support and its up gradation Application Server Software Optimization / Fine Tuning Application Software Database Tuning Application Software Performance Tuning Assistance in case of Disaster Management with respect to Application Software Assistance to ensure business continuity with respect to Application Software System Integration Support: The ASSS Teaming Partner in consultation with CDAC will assist the State Department / Hospital for System Integration Support Services. These services are envisaged in two parts, Part-1 is completion of the tendering process in its entirely leading to the placement of order by department. Part-2 is on delivery of equipment at site ASSS Teaming Partner will assist the Hospital authorities to ensure the proper placement and installation of the equipment through concerned vendors and FMS team at site leading to the final commissioning of the entire setup under the defined time lines Operationalization: For Operationalization of HMIS at hospital level the ASSS Teaming Partner has to provide adequate manpower for the following, if required: Providing adequate manpower to operationalize the HMIS functionalities at concerned hospital like Data entry for operations such as Registrations, billing for investigation, emergency, admission etc. as envisaged in the FSD Expression of Interest: CDAC: ASSS: HIS 29

31 Provide Assistance to Hospital Administration for Smooth Operationalization of Application Software Submission of quarterly bills along with the attendance duly verified by the Medical Superintendent of the concerned hospital to department / CDAC for Operationalization services and realization of the same Know How Transfer: A complete know how transfer activity will take place with respect to customized HMIS application software developed under the project by Application Teaming Partner and CDAC with the team identified by the State Department after completion of the Deployment / Implementation stage with respect to following points Comprehensive training on Application Software Technical training on HMIS Development Environment Customized Application Software Source Code Customized Application Software Documentation for Source Code Customized Application Software Technical Manual Application Software Training and Handholding Support: The CDAC will provide Application Software training, FMS & Operationalization Training and FSD training to the mutually agreed numbers of personals nominated by selected ASSS Teaming Partner. The ASSS Teaming Partner will Train the Trainer (TTT) from Hospitals / State designated agencies at a centralized location. The Trained personnel shall in turn train the Hospital staff in operation / usage of the HMIS Application Software. The ASSS Teaming Partner shall provide a detailed change management plan which shall include change management strategy that encompasses the requirements of the end users and the patients. The Following are the key training modules to be conducted by selected Application Teaming Partner. These modules are indicative for reference of successful bidders and detailed training plan has to be proposed by successful bidders. Training under these modules has to be provided in each hospital to the concerned stakeholders: General awareness on the HMIS Project, key objectives, modules training Usage of Desktops / Tablets / Printers and other peripherals Detailed application training includes generating patient reports and records. This training will also help users in efficient usage of the modules Subsequent refresher training at least 4 times in a year or as agreed with the client. Expression of Interest: CDAC: ASSS: HIS 30

32 Help Desk Support: The ASSS Teaming Partner has to manage the Help Desk facility in CDAC / State Department as the case may be, by providing the manpower. This Helpdesk will act as an interface between the following entities to ensure smooth operation of the Application Software. End user Hospitals HISS Teaming Partner Project Monitoring Unit FMS & Operationalization Team CDAC The ASSS Teaming Partner would also be required to maintain a Help Desk System, which will record and track Complaints / Issues / New Installations. The ASSS Teaming Partner shall obtain sign-off on the monthly status report from the CDAC. Department / Hospital shall be able to lodge complaints by any of the following modes i.e. Telephone, , online on a web based Helpdesk System. A complaint / ticket number for each complaint has to be provided and complaints shall resolve the problem within the stipulated timeframe Exit Management: The ASSS Teaming Partner shall provide CDAC with a recommended exit management plan ("Exit Management Plan") which shall deal with at least the following aspects of exit management in relation to the Project Implementation, the Operation and Management SLA and SOWs. A detailed program of the transfer process that could be used in conjunction with a replacement team including details of the means to be used to ensure continuing provision of the services throughout the transfer process or until the cessation of the services and of the management structure to be used during the transfer; as are necessary to avoid any material detrimental impact on operations as a result of undertaking the transfer; and If applicable, proposed arrangements Expression of Interest: CDAC: ASSS: HIS 31

33 Manpower Deployment Details of the Indicative Manpower per Implementation required are as follows, some of the numbers may increase or decrease depending upon the site requirements: S. No. Profile Duration No s Qualification & Experience Posting 1. Project Manger Entire contract 1 - B.E/ B. Tech with MBA - At least 5 years of experience in e- governance software implementation project of large scale and Project Management experience of at least 5 years - Experience in handling multiple stakeholders - Experience in software implementation projects and managing team size of more than 10 members CDAC / At Site 2. Project Executive Entire contract 3 - B.E/ B. Tech/MCA - At least 2 /3 years of experience - Experience in software implementation projects At Site 3. Database Admin Entire contract 3 - BE / BTECH (in Comp Science/ IT/ Electronics & Communications) /MCA or equivalent. - overall experience of more than 5 years or above in Database administrators role Data Centre 4. Network Admin Entire contract 3 - BE / BTECH (in Comp Science/ Information Technology/ Electronics & Communications) / MCA or equivalent - more than 5 years or above in Network Administrators role in at least 3 projects - Should possess a Professional Certification like CCNA/CCNP Data Centre 5. System Admin Entire contract 3 - BE / BTECH (in Comp Science/ Information Technology/ Electronics & Communications) / MCA or equivalent. - overall experience of more than 5 years or above in system administrators role Data Centre 6. Business Analyst As and when required 1 / 2 - MBA or MCA - Exp of 5 years or above in the field of IT & ICT project implementation within which at least the last 2 years should have been spent exclusively in performing requirements analysis for e-governance project CDAC & / or Hospital end 7. Quality Assurance Leader As and when required 1 / 2 - BE/ B. Tech (CSE) or MCA - experience of 5 years or above in software testing and quality assurance processes with at least 2 year experience exclusively, in lead roles for software quality assurance while leading a team of 10 members or above CDAC / at Site Expression of Interest: CDAC: ASSS: HIS 32

34 S. No. Profile Duration No s Qualification & Experience Posting 8.. Change Management Expert As and when required 1 - MBA in Human Resources - exp of more than 8 years or above with an exclusive experience of more - than 6 years or above, in conduct of Org Change Mgmt & Human resource Mgmt - Excellent communication skills with fluency in Hindi and English Hospital end 9. Infrastructure Specialist As and when required 1 - BE/ B. Tech (in Computer Science/ IT/ EC) or MCA - experience of 7 years or above in the field of Information Technology related - project implement of which, exclusively, at least the last 2 years should have been spent while working as IT Infrastructure Specialist for at least one relevant project involving Data Centre and DR centre CDAC & / or Hospital end 10. Infrastructure Specialist at DR / DC As and when required 3 - BE/ B. Tech (in Computer Science/ IT/ EC) or MCA - experience of 3 years or above in the field of Information Technology related - project implementation involving Data Centre and DR centre CDAC & / or Hospital end 11. Infrastructure Support Specialist As and when required 3 - BE/ B. Tech (in Computer Science/ IT/ EC) or MCA - experience of 2 years or above in the field of Information Technology related - project implement At Site 12. Informatics Assistant Entire contract Any degree certification - Experience in Data Entry related functions At Site 13. Help Desk support Entire contract 5 - Any degree certification - Experience in helpdesk related functions At Helpdesk facility 8.2 Scope of work for HISS Teaming Partner CDAC / State Department will set up the Hardware at Hospitals with the help of a HISS Teaming Partner. The setting up of hardware, network, software etc. would include up gradation /up scaling / enhancement options. The activities include: Assistance in Supply / Procurement process of all items as per the Bill of Quantity (BOQ) specified in FSD Assistance in Completing the Networking requirements as defined in FSD Expression of Interest: CDAC: ASSS: HIS 33

35 Assistance in Completing all civil, furniture and interior decoration requirements, including those for the computer room and their air conditioning, etc. as suggested in FSD Installing hardware components like local servers, desktops (low end and/ or high end), dot matrix printers, Laser printers, Bar code scanners and printers, Local area network components, furniture requirements etc. at their appropriate location within the hospitals Assistance in obtaining the MPLS-VPN bandwidth from two different service providers and integrating it with the HMIS so as to ensure seamless connectivity with the SDC Note: It is mandatory on the part of HISS Teaming Partner to strictly adhere to the guidelines defined by CDAC / State while providing assistance during supply and procurement of items. Details of work Supply, Installation, Integration and Commissioning a. Supply of Products The HISS Teaming Partner shall provide all assistance to ensure effective supply / Procurement process of all the items prepared by and approved by CDAC / State (Bill of Material) and ensure provision of onsite comprehensive OEM warranty as per warrant for the period of operation for all the items supplied and installed throughout the period of contract / engagement. The HISS Teaming Partner shall provide all assistance to ensure effective supply of all the Third Party Software s with genuine licenses under the name of the State / CDAC with all the updates and patches and maintain them during the period of operation. b. Bandwidth Provisioning: The CDAC / State shall pay for the bandwidth through MPLS / VPN over Broadband as applicable. However selected HISS Teaming Partner shall make all the arrangements for provisioning it on behalf of the CDAC / State. c. Installation, Integration and Commissioning Ensure installation, integration and commissioning of the computer hardware, network Components, servers and peripherals as per approved BoM / FSD by CDAC / State.. The HISS Teaming Partner shall also be responsible for making the Hospital ready for installation of the equipment. This will include, but not limited to, any civil and electrical works required for installing the equipment and preparation of server room with the help of Hospital Authorities. Ensure installation, integration and commissioning of the Local Area Network including structured cabling, active and passive components of LAN at the Hospitals mentioned in scope. The installation, integration and commissioning of PCs and allied items at the Expression of Interest: CDAC: ASSS: HIS 34

36 Hospitals. Structured cabling for Electrical and Network Wiring and Cabling. The HISS Teaming Partner needs to undertake the assignment to design & maintain structured cabling for providing electrical and network connectivity to all the required devices. The cabling done should ensure adequate rodent protection, protections at difficult corners of the building, and waterproofing. The cabling should be scalable and done in a manner so that minimal changes are required for future expansion. Obtaining installation completion and commissioning certificate (Sign-Off) from the Nodal / designated officer of respective Hospitals. Obtaining all the statutory and regulatory approvals, if required, for the Project Implementation. CDAC / State may facilitate the same. Ensure availability of any other equipment (like screws, clamps, fasteners, ties, anchors, supports, grounding strips, wires, fiber termination kits etc.) required for completing installation. The HISS Teaming Partner shall ensure preparation of desired number of Earth Pits (as per applicable standards) required for installation of UPS and other equipment Documentation HISS Teaming Partner shall submit delivery as well as installation challan with hardware configurations for documentation purposes. The HISS Teaming Partner shall also maintain detailed network layout diagrams and inventory registers for each Hospital and update the same from time to time as required Operation and Maintenance/AMC HISS Teaming Partner shall ensure provision of comprehensive onsite OEM warranty for all the hardware items during O&M period. The HISS Teaming Partner shall provide comprehensive Maintenance & Management Service for supplied hardware, software, electrical and network infrastructure, etc. This involves comprehensive maintenance of all component covered under the contract, including configuration of servers, desktops, routers, switches and repairing, replacement of parts, modules, sub-modules, spares part, updating, security alerts and patch uploading, changing printer cartridges etc.. Additionally, the HISS Teaming Partner shall also be responsible to provide hardware (both IT and non IT components) and software troubleshooting. The HISS Teaming Partner shall depute a minimum of three full time dedicated onsite Service Engineers so that at least one Service Engineer is always available onsite during the Prime hours. The Service Engineers shall be deputed to trouble shoot, manage, replace and repair the hardware/ system software. The Service Engineers shall undertake day-to-day troubleshooting and maintenance requirements. Expression of Interest: CDAC: ASSS: HIS 35

37 HISS Teaming Partner would also be required to maintain a Helpdesk System, which will record and track complaints / issues / new installations. It shall be the responsibility of the Teaming Partner to obtain sign-off on the monthly status report from CDAC / State HISS Teaming Partner shall keep all the assets in good and serviceable condition. HISS Teaming Partner shall ensure that the instruction manuals supplied by the manufacturer of the assets are maintained Information Security The information systems in this project will contain sensitive medical records of the patients. Therefore, it is of paramount importance to ensure security of the data and information systems of this project. It shall be the responsibility of the HISS Teaming Partner to implement, maintain and continuously review the information security of the project. This shall include, but not limited to, configuring access control lists in the network, installing and updating anti-virus on all systems, updating patches for the operating systems. The HISS Teaming Partner will also be required to retain system and network device logs for at least a period of 12 months Licensing Requirements All system software, licenses, etc. have to be procured in the name of CDAC / State. The licenses should be perpetual and enterprise wide for the Servers, Desktops and Tablets, anti-virus etc. unless otherwise stated. The software licenses shall not be restricted based on location and the Department shall have the flexibility to use the software licenses for other requirements, if required Corrective Maintenance Services Reinstallation / Reconfiguration of servers with resizing, partitioning and uploading & installing latest service packs/ patches of OS and other components Tie up with OEM / Manufacturer HISS Teaming Partner shall ensure that the material being provided to the purchaser are Original, New, Genuine Components / Parts/ Assembly/ Hardware. HISS Teaming Partner shall ensure that the agencies are authorized by the OEM s to supply the Hardware and provide onsite warranty on their behalf Knowledge Transfer and Handholding Knowledge Transfer is an integral part of the scope of work of the selected HISS Teaming Partner. This will have to be done even in case the Contract with the selected HISS Teaming Partner ends or is terminated before the planned timelines. Expression of Interest: CDAC: ASSS: HIS 36

38 The handholding support will include but not be limited to, conducting detailed walkthrough and demonstrations for the IT Infrastructure, handing over all relevant documentation, addressing the queries / clarifications of the Department and / or Hospital staff or any other agency with respect to the working / performance levels of the infrastructure, etc Manpower Deployment Details of the Indicative Manpower per Implementation required are as follows, some of the numbers may increase or decrease depending upon the site requirements: S. No. Profile Duration No s Qualification & Experience Posting Project Manger 1. (Coordinating supply, installation, and commissioning,status reporting to State/ CDAC, and other scope given in the EoI) Entire contract 1 - B.E/ B. Tech - At least 5 years of experience in trouble shooting of IT hardware, network, switches, servers configuration and management and Project Management experience of at least 2 years CDAC/State 2. Service engineers As per requirement 3 each at Hospital end - B.E/ B. Tech /MCA or regular Diploma in Network / Hardware - At least 3 years of experience in trouble shooting of IT hardware, network, switches, servers, configuration - Application management - Should have worked on hardware supplied by different OEM s. - Competent to undertake activities defined under the scope of Service Engineer. - Relevant certifications like CCNA and ITIL or equivalent Hospital end 9 Activity, Project Deliverables, Milestones & Time Schedule The activities along with Reports / Deliverables as mentioned below shall be submitted timely by the selected Teaming Partner to CDAC to ensure the timely and smooth execution of Project in its various stages. certain key Deliverables, Milestones along with expected Timelines are identified for each of the Parts/ Stages, which are mentioned hereunder. Expression of Interest: CDAC: ASSS: HIS 37

39 9.1 For ASSS Teaming Partner The Time Lines Indicated below are Indicative only, the same may vary depending upon the Project Requirements or agreed conditions under MoU. Expression of Interest: CDAC: ASSS: HIS 38

40 Sustain/ Closure Execute Develop Plan Initiate Stages At CDAC end At State / Hospital end Activities Deliverables Milestone Timeline Activities Deliverables Milestone Timeline Kick-off Define Scope of Work Identify Stakeholders Establish Reporting Escalation & Responsibility Matrix Discussion & Validation of Scope Devise road-map for Accomplishing Sub Activities Finalizing Phase Schedules Define Project plan Assist CDAC in Development of Customized HMIS Assist in Conduct of UAT Quality Assurance Deployment of Manpower in Data Centre Hosting of Application Facility Management Support at SDC HMIS configuration Data Back up and System Tuning Support to HISS Teaming Partner Operationalization, Implementation Monitoring Help desk Support Exclusions and phase wise strategy - Inception report Finalized Project Plan Risk mitigation plan UAT Plans Quality Assurance Plan Final HMIS Software Release Facility Management Service Patch Updation Configuration Maintenance Report Implementation Report Monitoring Report Complaint Register Deployment of Project Management Team Submission of Project Plan Release of Final HMIS Software Deployment of HMIS and required Manpower in Data Center Operationali zation & Implementati on Support T+1 Week T+8 Weeks T+26 weeks T+28 Weeks T+52 Weeks Understanding HMIS Service Requirement of State As-is Assessment Gap Analysis in Existing System Identify initiatives for creating awareness Location Survey for Hospitals Study Existing IT Infrastructure Assess Site Preparation Requirements Specification of IT Infrastructure & Standardization of Infrastructure Preparation of Final Hardware BoM for State Finalized System Documents Assistance in RFP Preparation for State Monitoring of Hardware Deployment and Site Preparation Initial Training on HMIS Assist in Change Management Implementation of HMIS and Go - Live Facility Management Service at Hospital Operationalization Services at Hospital Positioning of Service Engineers at Hospital Knowledge Transfer Handholding & Support Exit Management As-Is Study- Services Costumer Requirement Study Report On-site Survey Report IT Assessment Report BoQ for Hardware and Site Preparation FSD Report Installation Report Training need Analysis Report Change Mgmt Report Go live Report FMS Report Operationalization Report Knowledge Transfer Plan Exit Plan Project Appraisal Report Completion of Costumer Requirement study Submission of Final BoQ Submission of Finalized System Document T+10 Weeks T+16 Weeks T+22 Weeks GO Live T+32 weeks Sign offs and Closure of Project T+104 Weeks Expression of Interest: CDAC: ASSS: HIS 39

41 9.2 For HISS Teaming Partner The Time Lines Indicated below are Indicative only, the same may vary depending upon the Project Requirements or agreed conditions under MoU. Activities Deliverables Milestone Timeline Kick-off Signing of Contract Positioning of Project Manager Project Charter Fortnightly Progress Report HISS Teaming Partner in place T+1 Week Submission of detailed layout plans and Exact BOM for Hospitals in Scope Approval of plan and BOM by State / CDAC Hardware Delivery Schedule Site Commissioning Plan Submission of Plan T+4 Weeks Completion of Site Preparation Delivery, Installation, and Commissioning Hardware Testing Installation Report Test Acceptance Report Go live Report Go live T+32 weeks Positioning of Service Engineers Operation and Maintenance Knowledge Transfer Quarterly Report on O&M Operationalization T+52 Weeks

42 10 Pre Qualification Eligibility Criteria The Teaming Partner will have previous experience and proven track record of Implementing and Operationalising similar type of e-governance applications software, preferably Hospital MIS Software for Hospitals (Public/Private) in the country. Specifically, agency must have knowledge of Indian Health Delivery System as well as medical-informatics along with necessary skilled team of professionals required to undertake the task of Implementing (Support Services) and operationalising (Hardware & Infrastructure Setup Services) the computerized and web-enabled Hospital MIS. The team should also have experts well-versed in Software, Hardware and Infrastructure Management. Submissions from only the Single Agencies shall be entertained. Consortiums are not permitted. Sl No Complian ce Area 1 Legal Eligibility Criteria The Bidder must be a registered company under the Companies Act, 1956 or a partnership firm registered under Partnership Act or a Proprietorship firm. The bidder should be registered with the Service Tax department and carry a valid PAN. If the firm is carrying out other activities like sale of resources etc. VAT/ Sales Tax registration will be essential. Supporting Document Self attested copy of the Certificate of Incorporation VAT/ Sales Tax registration certificate valid at the time of bid submission, Service Tax registration certificate, Pan Card. 3 Technical The bidder must have at least 5 years experience in IT and ITES including Software, Hardware, Support Services and Infrastructure Setup components using latest technologies. Bidder Experience on Hospital MIS related Software would be an advantage. Details as per Annexure VI A copy of work order and work completion certificate needs to be attached. In case of non availability of completion certificate, the bidder needs to submit a Client satisfaction certificate specifying the scope of work, period of engagement, total value of the project, current status of the project, and amount paid to the bidder with breakup along with C.A. certification as a proof of release of payment of at least half the value of the project. Value of the payments should not be less than Rs lacs Expression of Interest: CDAC: ASSS: HIS 41

43 Sl No Complian ce Area Eligibility Criteria Supporting Document Bidder Experience in working with State Government setup with similar type of work as mentioned in this document A copy of work order and work completion certificate needs to be attached. In case of non availability of completion certificate, the bidder needs to submit a Client satisfaction certificate specifying the scope of work, period of engagement, total value of the project, current status of the project, and amount paid to the bidder with breakup along with C.A. certification as a proof of release of payment of at least half the value of the project. Value of the payments should not be less than Rs lacs The responding Company/Agency must have on its rolls consulting staff of at least 50 technically qualified personnel in the field of related activities, possessing relevant degrees/credentials with prior experience in providing the above Certificate from Head (HR) or company secretary for number of technically qualified professionals employed by the company and appropriate supporting undertakings to be attached. services. The cumulative Minimum average Turnover of the bidder for each of the last three years should be of Rupees Lacs (Rs. Five Hundred Lacs) for Software Implementation, Testing, Training and Software Support Certified Copy of Audited Balance Sheet and Profit and Loss indicating turnover in the three financial years (i.e & & ) should be enclosed. 4 Financial The cumulative Minimum average Turnover of the Teaming Partner for each of the last three years should be of Rupees Lacs (Rs. Five Hundred Lacs) for Hardware and Infrastructure Setup including Hardware Supply, Installation and Commissioning, Support and Maintenance Services. The bidder should have positive net worth of minimum Rs lacs in last financial year ( ) Certified Copy of Audited Balance Sheet and Profit and Loss indicating turnover in the three financial years (i.e & & ) should be enclosed. Certified Copy of Audited Balance Sheet and Profit and Loss indicating net worth of the company during the financial year ( ) should be enclosed. Expression of Interest: CDAC: ASSS: HIS 42

44 Sl No Complian ce Area Eligibility Criteria Supporting Document Bidder should Not be insolvent, in receivership, or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and must not be the subject of legal proceedings for any of the foregoing reasons; 5 Other Not have, and their directors and officers not have, been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings; A self declaration / affidavit executed before the Notary as per Annexure- 4 Not have a conflict of interest in the procurement in question as specified in the bidding document. Comply with the code of integrity as specified in the bidding document. Expression of Interest: CDAC: ASSS: HIS 43

45 11 Instructions to Bidder (ITB) 1. Sale of Bidding / Tender Documents a. The sale of bidding documents shall be commenced from the date of publication of Notice Inviting Bids (NIT) and shall be stopped one day prior to the date of opening of Bid. The complete bidding document shall also be placed on the Central Procurement Portal. The prospective bidders shall be permitted to download the bidding document from the websites and pay its price while submitting the Bid to the procuring entity. b. The bidding documents shall be made available to any prospective bidder who pays the price for it by bank demand draft. 2. Pre-bid Meeting/ Clarifications a. Any prospective bidder may, in writing (As per Annexure-I), seek clarifications from the procuring entity in respect of the bidding documents. b. The preferred mode of delivering written questions to the aforementioned contact person would be through post or . Telephone calls will not be accepted. In no event will the CDAC be responsible for ensuring that bidders' inquiries have been received by CDAC. c. After distribution of the EOI, the contact person notified by CDAC will begin accepting written questions from the bidders. CDAC will endeavor to provide a full, complete, accurate, and timely response to all questions. However, CDAC makes no representation or warranty as to the completeness or accuracy of any neither response, nor does CDAC undertake to answer all the queries that have been posed by the bidders. The responses to the queries from all bidders will be distributed to all. d. A pre-bid conference is also scheduled by the procuring entity as per the details mentioned in the NIT and to clarify doubts of potential bidders in respect of the procurement and the records of such conference shall be intimated to all bidders and where applicable, shall be published on the websites. e. The period within which the bidders may seek clarifications under (a) above and the period within which the procuring entity shall respond to such requests for clarifications shall be as under: - a. Last date of submitting clarifications requests by the bidder: One Day before the scheduled Pre-Bid Meeting b. Response to clarifications by procuring entity: Within 2 days of completion of Pre-Bid Meeting f. The minutes and response, if any, shall be provided promptly to all bidders to which the procuring entity provided the bidding documents, so as to enable those bidders to take minutes into account in preparing their bids, and shall be published on the respective websites. 3. Changes in the Bidding Document a. At any time, prior to the deadline for presenting bids, the procuring entity may for any reason, whether on its own initiative or as a result of a request for clarification by a bidder modify the bidding documents by issuing an addendum in accordance with the provisions below. Expression of Interest: CDAC: ASSS: HIS 44

46 b. In case, any modification is made to the bidding document or any clarification is issued which materially affects the terms contained in the bidding document, the procuring entity shall publish such modification or clarification in the same manner as the publication of the initial bidding document. c. In case, a clarification or modification is issued to the bidding document, the procuring entity may, prior to the last date for submission of bids, extend such time limit in order to allow the bidders sufficient time to take into account the clarification or modification, as the case may be, while submitting their bids. d. Any bidder, who has submitted his bid in response to the original invitation, shall have the opportunity to modify or re-submit it, as the case may be, within the period of time originally allotted or such extended time as may be allowed for submission of bids, when changes are made to the bidding document by the procuring entity: Provided that the bid last submitted or the bid as modified by the bidder shall be considered for evaluation. 4. Period of Validity of Bids a. Bids submitted by the bidders shall remain valid during the period specified in the NIT/ bidding document. A Bid valid for a shorter period shall be rejected by the procuring entity as nonresponsive Bid. b. Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional circumstances, may request the bidders to extend the bid validity period for an additional specified period of time. A bidder may refuse the request and such refusal shall be treated as withdrawal of Bid and in such circumstances bid security if any shall not be forfeited. 5. Format and Signing of Bids a. Bidders must submit their bids at office of the CDAC Noida only. b. The shall consist of the following documents: - SNo. Documents Type Document Format 1 Covering Letter Bid On bidder s letter head duly signed by authorized signatory Fee Details 1 Tender Fee Scanned copy of Fee DD. 2 Processing Fee Scanned copy of DD. Pre-Qualification Documents 1 Tender Form as per Annexure-2 2 Bidder s Authorisation Certificate as per Annexure-3 3 Self-Declaration as per Annexure-4 4 Certificate of Conformity/ No- as per Annexure-5 Deviation 5 General Application Form as per Annexure-6 6 All the documents mentioned in the Eligibility Criteria, in support of the eligibility As per the format mentioned against the respective eligibility criteria clause Expression of Interest: CDAC: ASSS: HIS 45

47 c. The bidder should ensure that all the required documents, as mentioned in this bidding document, are submitted along with the Bid and in the prescribed format only. Nonsubmission of the required documents or submission of the documents in a different format/ contents may lead to the rejections of the Bid submitted by the bidder. d. Bidders are advised to study all instructions, forms, terms, requirements and other information in the EoI documents carefully. Submission of the bid shall be deemed to have been done after careful study and examination of the EoI document with full understanding of its implications. e. All the communication to CDAC including this EOI and the bid documents shall be signed on each page by the authorized representative of the bidder and authority letter should be attached with the bid. 6. Cost & Language of Bidding a. The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the procuring entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. b. The Bid, as well as all correspondence and documents relating to the Bid exchanged by the Bidder and the procuring entity, shall be written only in English Language. c. This EOI does not commit CDAC to award a contract or to engage in negotiations. Further, no reimbursable cost may be incurred in anticipation of award or for preparing this bid. d. All materials submitted by the bidder become the property of CDAC and may be returned completely at its sole discretion. 7. Alternative/ Multiple Bids a. Alternative/ Multiple Bids shall not be considered at all. 8. Deadline for the submission of Bids a. Bids shall be received in physical at CDAC Noida and up to the time and date specified in the NIT. b. Normally, the date of submission and opening of Bids would not be extended. In exceptional circumstances or when the bidding document are required to be substantially modified as a result of discussions in pre-bid meeting/ conference or otherwise and the time with the prospective bidders for preparation of Bids appears insufficient, the date may be extended by the procuring entity. In such case the publicity of extended time and date shall be given in the manner, as was given at the time of issuing the original NIT and shall also be placed on the Central Procurement Portal, if applicable. It would be ensured that after issue of corrigendum, reasonable time is available to the bidders for preparation and submission of their Bids. The procuring entity shall also publish such modifications in the bidding document in the same manner as the publication of initial bidding document. If, in the office of the Bids receiving and opening authority, the last date of submission or opening of Bids is a non-working day, the Bids shall be received or opened on the next working day. Expression of Interest: CDAC: ASSS: HIS 46

48 9. Withdrawal, Substitution, and Modification of Bids a. A Bidder may withdraw its Bid or re-submit its Bid after it has been submitted before the deadline prescribed for submission of bids. b. Bids withdrawn shall not be opened and processes further. 10. Opening of Bids a. The Bids shall be opened by the bid opening & evaluation committee on the date and time mentioned in the NIT in the presence of the bidders or their authorized representatives who choose to be present. b. The committee may co-opt experienced persons in the committee to conduct the process of Bid opening. c. The committee shall prepare a list of the bidders or their representatives attending the opening of Bids and obtain their signatures on the same. The list shall also contain the representative s name and telephone number and corresponding bidders names and addresses. The authority letters, if any, brought by the representatives shall be attached to the list. The list shall be signed by all the members of Bid opening committee with date and time of opening of the Bids. d. All the documents comprising of Bid/ cover shall be opened. e. The committee shall conduct a preliminary scrutiny of the opened Bids to assess the primafacie responsiveness and ensure that the: - i. Bid is accompanied by bidding document fee and processing fee (if applicable); ii. iii. iv. Bid is valid for the period, specified in the bidding document; Bid is unconditional Other conditions, as specified in the bidding document are fulfilled. v. Any other information which the committee may consider appropriate. f. No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with the proof of payment or instrument of the required price of bidding document and processing fee. 11. Selection Method: Stage I (EoI): Pre-Qualification Evaluation In this stage, bids shall be evaluated based on the pre-qualification criteria listed in section 10 (Pre-Qualification-Eligibility Criteria) below and only those bids which are found eligible against the required criteria, shall be considered for the next stage which is the Technical evaluation and financial evaluation. Stage II (RFP): Quality cum Cost Based Evaluation In this stage, bids shall be evaluated for technical and financial scores based on the parameters to be defined in the RFP and shall be based on QCBS methodology. Please note that as stated above, RFP will be issued only to the bidders shortlisted in Stage I. 12. Clarification of Bids a. To assist in the examination, evaluation, comparison and qualification of the Bids, the bid evaluation committee may, at its discretion, ask any bidder for a clarification regarding its Bid. The committee s request for clarification and the response of the bidder shall be in writing. Expression of Interest: CDAC: ASSS: HIS 47

49 b. Any clarification submitted by a bidder with regard to its Bid that is not in response to a request by the committee shall not be considered. c. No change in the substance of the Bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by the committee in the evaluation of the Bids. d. No substantive change to qualification information or to a submission, including changes aimed at making an unqualified bidder, qualified or an unresponsive submission, responsive shall be sought, offered or permitted. e. All communications generated under this rule shall be included in the record of the procurement proceedings. 13. Evaluation of Bids a. Determination of Responsiveness i. The bid evaluation committee shall determine the responsiveness of a Bid on the ii. iii. iv. basis of bidding document and the provisions of pre-qualification/ eligibility criteria of the bidding document. A responsive Bid is one that meets the requirements of the bidding document without any material deviation, reservation, or omission where: - a. deviation is a departure from the requirements specified in the bidding document; b. reservation is the setting of limiting conditions or withholding from complete acceptance of the requirements specified in the bidding document; and c. Omission is the failure to submit part or all of the information or documentation required in the bidding document. The bid evaluation committee shall examine the technical aspects of the bid in particular, to confirm that all requirements of bidding document have been met without any material deviation, reservation or omission The procuring entity shall regard a bid as responsive if it conforms to all requirements set out in the bidding document, or it contains minor deviations that do not materially alter or depart from the characteristics, terms, conditions and other requirements set out in the bidding document, or if it contains errors or oversights that can be corrected without touching on the substance of the bid b. Non-material Non-conformities in Bids i. The bid evaluation committee may waive any non-conformities in the bid that do not ii. constitute a material deviation, reservation or omission, the bid shall be deemed to be substantially responsive. The bid evaluation committee may request the bidder to submit the necessary information or document like audited statement of accounts/ CA Certificate, Registration Certificate, VAT/ CST clearance certificate, ISO/ CMMi Certificates, etc. within a reasonable period of time. Failure of the bidder to comply with the request may result in the rejection of its bid. Expression of Interest: CDAC: ASSS: HIS 48

50 iii. The bid evaluation committee may rectify non-material nonconformities or omissions on the basis of the information or documentation received from the bidder under (b) above. c. Technical Evaluation Criteria Bids shall be evaluated based on the documents submitted in the bid as mentioned in clause Format and Signing of Bids above d. The bidders who qualified in the technical evaluation shall be informed in writing. 14. Exclusion of Bids/ Disqualification a. A procuring entity shall exclude/ disqualify a bid, if: - i. the information submitted, concerning the qualifications of the bidder, was false or ii. iii. iv. constituted a misrepresentation; or the information submitted, concerning the qualifications of the bidder, was materially inaccurate or incomplete; and the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the bidding document; the bid materially departs from the requirements specified in the bidding document or it contains false information; v. the bidder, submitting the bid, his agent or any one acting on his behalf, gave or vi. agreed to give, to any officer or employee of the procuring entity or other governmental authority a gratification in any form, or any other thing of value, so as to unduly influence the procurement process; bidder in the opinion of the procuring entity, has a conflict of interest materially affecting fair competition. b. A bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification is discovered. c. Every decision of a procuring entity to exclude a bid shall be for reasons to be recorded in writing and shall be: - i. communicated to the concerned bidder in writing; ii. Published on the Central Procurement Portal, if applicable. 15. Lack of competition a. A situation may arise where, if after evaluation of bids, the bid evaluation committee may endup with one responsive bid only. In such situation, the bid evaluation committee would check as to whether while floating the NIT all necessary requirements to encourage competition like standard bid conditions, industry friendly specifications, wide publicity, sufficient time for formulation of bids, etc. were fulfilled. If not, the NIT would be re-floated after rectifying deficiencies. The bid process shall be considered valid even if there is one responsive bid, provided that: - i. the bid is technically qualified; ii. iii. the bid is unconditional and complete in all respects; there are no obvious indicators of cartelization amongst bidders; and Expression of Interest: CDAC: ASSS: HIS 49

51 iv. the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria in the bidding document b. The bid evaluation committee shall prepare a justification note for approval by the next higher authority of the procuring entity, with the concurrence of the accounts member. c. In case of dissent by any member of bid evaluation committee, the next higher authority in delegation of financial powers shall decide as to whether to sanction the single bid or re-invite bids after recording reasons. d. If a decision to re-invite the bids is taken, market assessment shall be carried out for estimation of market depth, eligibility criteria and cost estimate. 16. Information and publication of successful bidder a. Information of successful bidders shall be communicated to all participating bidders and published on the website(s) as specified in NIT. b. CDAC shall notify by and by speed post all consulting organizations that have been shortlisted. 17. Procuring entity s right to accept or reject any or all Bids The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) the bidding process and reject all Bids at any time, without thereby incurring any liability to the bidders. 18. Confidentiality a. Notwithstanding anything contained in this bidding document but subject to the provisions of any other law for the time being in force providing for disclosure of information, a procuring entity shall not disclose any information if such disclosure, in its opinion, is likely to: - i. impede enforcement of any law; ii. iii. iv. affect the security or strategic interests of India; affect the intellectual property rights or legitimate commercial interests of bidders; affect the legitimate commercial interests of the procuring entity in situations that may include when the procurement relates to a project in which the procuring entity is to make a competitive bid, or the intellectual property rights of the procuring entity. b. The procuring entity shall treat all communications with bidders related to the procurement process in such manner as to avoid their disclosure to competing bidders or to any other person not authorized to have access to such information. c. The procuring entity may impose on bidders and sub-contractors, if there are any for fulfilling the terms of the procurement contract, conditions aimed at protecting information, the disclosure of which violates (a) above. d. In addition to the restrictions specified above, the procuring entity, while procuring a subject matter of such nature which requires the procuring entity to maintain confidentiality, may impose condition for protecting confidentiality of such information 19. Cancellation of procurement process a. If any procurement process has been cancelled, it shall not be reopened but it shall not prevent the procuring entity from initiating a new procurement process for the same subject matter of procurement, if required. Expression of Interest: CDAC: ASSS: HIS 50

52 b. A procuring entity may, for reasons to be recorded in writing, cancel the process of procurement c. The procuring entity shall not open any bids or proposals after taking a decision to cancel the procurement and shall return such unopened bids or proposals. d. The decision of the procuring entity to cancel the procurement and reasons for such decision shall be immediately communicated to all bidders that participated in the procurement process. 20. Code of Integrity for Bidders a. No person participating in a procurement process shall act in contravention of the code of integrity prescribed by the Government. b. The code of integrity include provisions for: - i. Prohibiting ii. iii. i. any offer, solicitation or acceptance of any bribe, reward or gift or any material benefit, either directly or indirectly, in exchange for an unfair advantage in the procurement process or to otherwise influence the procurement process; ii. any omission, including a misrepresentation that misleads or attempts to mislead so as to obtain a financial or other benefit or avoid an obligation; iii. iii. any collusion, bid rigging or anti-competitive behavior to impair the transparency, fairness and progress of the procurement process; iv. improper use of information shared between the procuring entity and the bidders with an intent to gain unfair advantage in the procurement process or for personal gain; v. any financial or business transactions between the bidder and any officer or employee of the procuring entity; vi. any coercion including impairing or harming or threatening to do the same, directly or indirectly, to any party or to its property to influence the procurement process; vii. any obstruction of any investigation or audit of a procurement process; Disclosure of conflict of interest; Disclosure by the bidder of any previous transgressions with any entity in India or any other country during the last three years or of any debarment by any other procuring entity. c. Without prejudice to the provisions below, in case of any breach of the code of integrity by a bidder or prospective bidder, as the case may be, the procuring entity may take appropriate measures including: - i. exclusion of the bidder from the procurement process; ii. Debarment of the bidder from participation in future procurements of the procuring entity for a period not exceeding three years. Expression of Interest: CDAC: ASSS: HIS 51

53 21. Interference with Procurement Process A bidder, who: - a. withdraws from the procurement process after opening of bids; b. withdraws from the procurement process after being declared the successful bidder; Shall in addition to the recourse available in the bidding document or the contract, be punished with fine which may extend to Fifty Lakhs Rupees 22. Reservation of Rights To take care of unexpected circumstances, CDAC Noida shall reserve the rights for the following: - I. Extend the closing date for submission of the bid proposals. II. III. IV. Amend the bidding requirements at any time prior to the closing date, with the amendment being notified to prospective bidders. Allow a bidder to change its Technical proposal if the same opportunity is given to all bidders. To accept any bid not necessarily the lowest, reject any bid without assigning any reasons and accept bid for all or anyone or more of the articles for which bid has been invited or distribute items of stores to more than one bidder. V. Terminate or abandon the bidding procedure or the entire project whether before or VI. VII. VIII. 23. Governing Law after the receipt of bid proposals. Seek the advice of external consultants to assist CDAC Noida in the evaluation or review of proposals. Make enquiries of any person, company or organization to ascertain information regarding the bidder and its proposal. Reproduce for the purposes of the procedure the whole or any portion of the proposal despite any copyright or other intellectual property right that may subsist in the proposal. The Terms of Reference shall be governed and interpreted as the Laws of India 24. Dispute resolution: In case any dispute arises between the Parties with respect of the Terms of Reference, including its validity, interpretation, implementation or alleged material breach of any of its provisions, both Parties hereto shall endeavor to settle such dispute amicably. If the Parties fail to bring about an amicable settlement within a period of 30 (thirty) days, dispute shall be referred the sole arbitrator appointed by C-DAC. Arbitration proceedings shall be conducted in accordance with the provisions of the Arbitration and Conciliation Act, 1996 and Rules made there under, or any legislative amendment or modification made thereto. The venue of the arbitration shall be Noida The award given by the arbitrator shall be final and binding on the Parties. The language of arbitration shall be English. Courts in Noida only shall have the exclusive jurisdiction to try, entertain and decide the matters which are not covered under the Arbitration and conciliation Act. Note: Direct or indirect canvassing on the part of the bidder or his representative would be a disqualification. Expression of Interest: CDAC: ASSS: HIS 52

54 12 Annexure-I: PREBID QUERIES FORMAT NIT No: Name of the Company/Firm: Tender Fee Receipt No: Dated for Rs. /- Name of Person(s) Representing the Company/ Firm: Name of Person Designation -ID(s) Tel. Nos. & Fax Nos. Company/Firm Contacts: Contact Person(s) Address for Correspondence -ID(s) Tel. Nos. & Fax Nos. Query / Clarification Sought: S.No. EoI Page EoI Rule No. No. Rule Details Query/ Suggestion/ Clarification Note: - Queries must be strictly submitted only in the prescribed format (.XLS/.XLSX/.ODF). Queries not submitted in the prescribed format will not be considered/ responded at all by the tendering authority. Also, kindly attach the colored scanned copy of the receipt towards the submission of the bidding/ tender document fee. Expression of Interest: CDAC: ASSS: HIS 53

55 13 Annexure-II: Tender Form NIT No: 1) Addressed to: Name of the Tendering Authority Address Telephone Tele Fax 2) Firm Details: Name of Firm Name of Contact Person with Designation Registered Office Address Head, MMG, CDAC Noida Address of the Firm Year of Establishment Type of Firm Put Tick( ) mark Public Limited Private Limited Partnership Telephone Number(s) Address/ Web Site Web-Site: Fax No. Mobile Number Mobile: Certification/Accreditation/Affiliation, if Any Proprietary 3) The requisite tender fee amounting to Rs. /- (Rupees <in words>) has been deposited vide DD no. dated. 4) The requisite processing fee amounting to Rs. /- (Rupees <in words>) has been deposited vide DD no. dated. 5) We agree to abide by all the terms and conditions mentioned in this form issued by the Empanelment Authority and also the further conditions of the said notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein along with stamp of the firm). Date: Name & Seal of the firm: Authorized Signatory: Expression of Interest: CDAC: ASSS: HIS 54

56 14 Annexure-III: BIDDER S AUTHORIZATION CERTIFICATE To, {Tendering Authority},,, I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby authorized to sign relevant documents on behalf of the company/ firm in dealing with Tender/ NIT No: He/ She is also authorized to attend meetings & submit technical & commercial information/ clarifications as may be required by you in the course of processing the Bid. For the purpose of validation, his/ her verified signatures are as under. Thanking you, Name of the Bidder: - Authorized Signatory: - Seal of the Organization: - Date: Place: Verified Signature: Expression of Interest: CDAC: ASSS: HIS 55

57 15 Annexure-IV: SELF DECLARATION To, {Procuring entity},, In response to the NIT Ref No dated for {Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. Of, I/ We hereby declare that presently our Company/ firm, at the time of bidding,: - a. possess the necessary professional, technical, financial and managerial resources and competence required by the Bidding Document issued by the Procuring Entity; b. is having unblemished record and is not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any State/ Central government/ PSU/ UT. c. does not have any previous transgressions with any entity in India or any other country during the last three years d. does not have any debarment by any other procuring entity e. is not insolvent in receivership, bankrupt or being wound up, not have its affairs administered by a court or a judicial officer, not have its business activities suspended and is not the subject of legal proceedings for any of the foregoing reasons; f. does not have, and our directors and officers not have been convicted of any criminal offence related to their professional conduct or the making of false statements or misrepresentations as to their qualifications to enter into a procurement contract within a period of three years preceding the commencement of the procurement process, or not have been otherwise disqualified pursuant to debarment proceedings; g. does not have a conflict of interest as mentioned in the bidding document which materially affects the fair competition. h. will comply with the code of integrity as specified in the bidding document. If this declaration is found to be incorrect then without prejudice to any other action that may be taken as per the provisions of the applicable Act and Rules and our bid, to the extent accepted, may be cancelled. Thanking you, Name of the Bidder: - Authorized Signatory: - Seal of the Organization: - Date: Place: Expression of Interest: CDAC: ASSS: HIS 56

58 16 Annexure-V: CERTIFICATE OF CONFORMITY/ NO DEVIATION To, {Tendering Authority},,, NIT No: CERTIFICATE This is to certify that, the services which I/ We have mentioned in the Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with the minimum specifications of the bidding document and that there are no deviations of any kind from the requirement specifications. Also, I/ we have thoroughly read the tender/ bidding document and by signing this certificate, we hereby submit our token of acceptance to all the tender terms & conditions without any deviations. Thanking you, Name of the Bidder: - Authorized Signatory: - Seal of the Organization: - Date: Place: Expression of Interest: CDAC: ASSS: HIS 57

59 17 Annexure-VI: GENERAL APPLICATION FORM NIT No: Expression of Interest for: (Name of the assignment) 1 Name of the Firm/Organization: 2 Act under which the organisation is registered, if any 3 Registration number, if any: 4 Date of commencement of operations 5 Address with and phone numbers 6 Contact Person 7 Company s total annual turnover in INR for the last three years? (In Rs.) Capability Statement Please provide, as an Annex 1 to this form, a Capability Statement of no more than 10 pages in font size 12, which provides the necessary details as per guidelines given below. 9. CV(s) of Key Personnel Please provide, as Annex 2 to this form, abridged CV(s) of no more than two pages (for each individual) in respect of key personnel (maximum 5) who would be expected to provide the services listed in the Contract Notice. 10. Conflict of Interest You must disclose in your response, details of any known circumstances that will, or might give rise to a conflict of interest. Where a potential conflict is identified, you should state how you intend to avoid such conflict. Guidelines for Preparing Capability Statement You will need to address the following areas in your Capability Statement. The Capability Statement should be of no more than 10 A4 pages in font size 12. Please note that we will also take into account the financial standing of applicants during the Expression of Interest assessing process. a. Give a brief description of the core areas of operation of your Organisation (Half Page) as they relate to this assignment including physical presence and geographical strength b. Understanding and Proposed Approach to the Assignment (One Page) c. Illustrate your skills and experience of providing the service under this Contract Notice (Two Pages) Expression of Interest: CDAC: ASSS: HIS 58

60 d. Experience in the country and region on similar assignments (One Page) e. Past experience of working with State Governments in India (Half Page) f. A summary of major recent projects and assignments similar to this project (Maximum Four Pages) as per format given below: Name Project of Year (From To) Country, State Value Rs.) (in Client Lead Firm / Partner Short Description g. An overview of the human resources of the Organisation (One Page) Expression of Interest: CDAC: ASSS: HIS 59