Date of Issue: 4th March, 2013

Pre-bid meeting: 18th March, 2013

Closing date: 23rd March, 2013

Bid evaluation : 25th March, 2013

(Reference No: RfP/SHRC/HR-data-base-establishment-and-management-2012

Request for Proposal (RfP)

For

Technical Support for establishment and maintenance of Health Human ResourcesManagement Information System (HHR-MIS) in the Health & Family Welfare

Department, Government of Chhattisgarh

The State Health Resource Centre, Chhattisgarh, an autonomous organization dedicated toprovide technical assistance services to the State Health Department, is looking for asuitable agency to provide technical support services to the Directorate of Health Services inestablishing and maintaining a computerized database of the human resources in the Stateof Chhattisgarh. The terms of reference for the assignment is given below.

Agencies meeting the eligibility criteria and interested in taking up the assignment shouldsubmit their written proposal to the following address by or before the deadline indicatedabove:

Executive Director,State Health Resource Centres, Chhattisgarh1st Floor, State Health Training Centre,Kalibadi, RAIPUR-492001.

Terms of ReferenceTechnical Support for establishment and maintenance of Health Human Resources

Management Information System (HHR-MIS) in the Health & Family WelfareDepartment, Government of Chhattisgarh

1 Background

The Directorate of Health Services has updated and finalized the gradation list for the keystaff categories working under the Department of Health and Family Welfare. A preliminarydata base of the human resources has also been developed. In order to institutionalize thearrangements and to speed up the process of promotions and other cadre reform initiatives,the Directorate has decided to establish a dedicated Health Human Resources ManagementInformation System (HHR-MIS) in the Department. This unit shall be staffed through asuitable technical support agency (TSA) to be selected through this RfP.

rhhattkoarh • Marrh

2 Scope of work

The agency selected through this RfP process, hereinafter referred to as 'the Agency', willbe required to mobilize a 5-member team consisting of the following:

• Senior Expert (1) having at least 5 years' experience in designing, organizing andmanaging HR data base / MIS or related field(s).

• Associate Expert (1) having at least 3 years' experience in designing software,preferably in HR related domains.

• Junior Experts (2) having at least 2 years' experience in organizing HR data /database.

Note: Junior Experts would be required to undertake frequent field visits for data gathering.

The above team will be required to organize the information already collected into a database which can be converted into a web-based HR database at a later stage so that allpersonnel data updation can be done by the concerned controlling offices. Initially (that is,phase-1 of support), however, the purpose of HR-MIS will include the following tasks:

• To validate, maintain and update the directory of HR data of medical, para-medical and non-medical staff in the department of Public Health & FamilyWelfare. The task of validation and updating would also include data gatheringfrom the district and block levels.

• Develop software routines for generating indicators for HR deployment, e.g.distribution of specialists, mean / maximum time spent by an employee in aposition, history of movement across districts, history of promotions etc.

• Support the HR Division of the Directorate in organising collection, storage andretrieval of Annual Confidential Reports (ACRs).

• Supporting the HR Division in preparing documentation for organizingDepartmental Promotion Committee meetings.

In phase-2 of operations, the Agency will be required to create the web-based, distributeddata base system. This will be started after a framework in this regard has been prepared(with the back-office support from the Agency) and approved at the appropriate level in theDepartment. Providing training to the controlling officers etc. in managing the data baselocally and providing hand holding support to them will be the other key activities in thisphase.

Note-1: The Department is considering to hire another technical support agency to create adata base of health infrastructure on CIS platform. The Agency selected through this RfPshall be required to work with the TS(HI-GIS) Agency for linking up the HR data base withthe infrastructure database.

Note-2: The Directorate will appoint a Nodal Officer from its HR Division to facilitate as wellas monitor the TSA's work in the Department.

3 Time frame

The Agency selected through this RfP will be engaged for a minimum period of 2 years.The contract may be extended for another period of 2 years on the basis of performance.

4 Payment terms

The Agency shall be paid a monthly management fee (to be discovered from bidding)which will be linked to the number of employees enrolled in the database. The formula forcalculating fee for a given month will be as follows:

• P = 12,000* X + Number of records added / updated * X, where X is the per recordmonthly management fee discovered through bidding.

[Note: A record would be deemed to have been updated only when there is transfer orpromotion of an employee. Other updation such as recording increment will be part of database maintenance.]

In addition to the fees, operational expenses incurred from time to time on activities likeworkshops and training (including training material development and printing) will bereimbursed on the basis of pre-agreed budget.

5 Eligibility Criteria

The applicant should be a legal entity - a sole proprietorship / partnership firm, a company,a trust or a society, fulfilling the following conditions:

• At least 5 years' experience in providing similar consultancy services;

• Should have^had an average annual turnover of Rs 200 lakh in the last three years;and

• Should be registered with the Income Tax authority and other statutory bodies asrelevant for entities engaged in similar activities.

6 Technical proposal

The applicant is required to prepare and submit a technical proposal indicating the following:

• Proof of incorporation of the legal entity

• Proof of turn over: copies of audited balance sheets / Income-Expenditure statementor a certificate from the auditors of the agency indicating the annual turn over in thelast 3 years

• Details of the experience

• Methodology proposed for implementing the assignment

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7 Financial proposal

Bidders are required to quote the 'per employee / record fee1, payable on monthly basis.This is to be prepared as per attached format (Form-F).

8 Procedure for submitting the proposals

The proposals are required to be submitted in two separate envelopes as follows:

• Part-A: Technical Proposal: This will contain the technical proposal as outlined inpara 6 above. This envelope shall be marked as "Part-A: Technical Proposal".

Note-: Certificates issued by the clients in support of ongoing and completedprojects is mandatory.

• Part-B : Financial proposal: This is to be prepared as per attached format (Form-F):

Note-1: The envelope containing the Financial Proposal must be clearly marked"Financial Proposal" with a warning "Do Not Open With The TechnicalProposal."

Note-2: No tax exemption of any kind shall be provided by the State Government.The Applicant has to factor this component while preparing the financial proposal.

The two envelopes are to be placed in an outer envelope marked "Proposal -Selection ofTechnical Support Agency (HRH-MIS) for the Department of Health & Family Welfare,Govt of Chhattisgarh".

The Department, or the agency appointed by it to manage the bidding process on its behalf,shall not be responsible for misplacement, losing or premature opening if the outer envelopeis not sealed and/or marked as stipulated. This circumstance may be the case for rejectionof a proposal. If the Financial Proposal is not submitted in a separate sealed envelope dulymarked as indicated above, this will constitute grounds for declaring the Proposal as non-responsive.

9 Templates to be used for submitting proposals

Proposals, prepared and packed in separate envelopes as described above, shouldbe accompanied by a letter of transmittal as per the format given at attached Form-T.

9.2 The Financial proposal is to be prepared in the format given at attachedForm-F and must be signed by the same person(s) who have signed the letter of

transmittal.

SHRC. Chhattisearh : Marrh

Evaluation Procedure

The proposals shall be evaluated by an Evaluation Committee, to be constituted for thepurpose. The evaluation shall be a 3-step process as outlined below:

Step-1: Assessment of capacity and experience on the basis of documentary evidencesubmitted

Parameter

Registration papers indicate that the organization has been inexistence for 5-7 yearsRegistration papers indicate that organization has been inexistence for 8-10 yearsRegistration papers indicate that the organization has been inexistence for more than 10 yearsAudited Balance Sheet / Auditor report indicates that theaverage budget of the organization in the last three financialyears has been Rs 200-300 lakhAudited Balance Sheet /Auditor indicates that the averagebudget of the organization in the last three financial years hasbeen more than Rs 301-400 lakhAudited Balance Sheet indicates that the average budget ofthe organization in the last three financial years has been morethan Rs 400 lakhEvidence that similar work has been done by the Agency for atleast 1 client [ a letter of certificate issued by the client shouldbe included in technical proposal]Evidence that similar work has been done by the Agency for 2or more clients [letters of certificate issued by the clients shouldbe included in technical proposal]Evidence that the agency has experience of working inChhattisgarh during the last 3 yearsCV of the lead expert indicates that s/he has relevantexperience of 5-10 yearsCV of the lead expert indicates that s/he has relevantexperience of more than 10 yearsTotal

Marks

5

10

15

5

10

15

5

10

10

10

15

Maximummarks

15

15

10

10

15

65

Step-2: Assessment of presentation

Bidders scoring 40 marks or above shall be invited to make a presentation before theselection committee explaining the methodology proposed for implementing the assignment.Each presentation shall be assigned a score on a scale of 0-35.

The total marks for the technical proposal shall be decided by adding the marks obtained instep 1 plus the marks assigned to the agency after its presentation.

rhhattkaarh

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

Note: The financial bids of only those bidders shall be opened who have score at least60 marks at the end of step-2.

Final score for an applicant would be weighted average of technical and financial bids,where the technical and financial proposals will be assigned a weight of 70 and 30 percentrespectively. The scoring system of this 'Quality-Cum-Cost-Based' to be used for obtainingfinal scores is illustrated below.

Technical proposal

Score

(D

50

60

70

80

Weightedscore

=(score/maxscore)*100

(2)

62.50

75

87

100

Financial proposal

Bidamount

(3)

4.00

5.00

6.00

7.00

Weightedscore = (mini

amount/amount)

*100

(4)

100

80

67

57

Combined score

Technical

(5)

=(2)*0.70

43.75

52

61

70

Financial

(6)

=(4)*0.30

30

24

20

17

Total

(7)

=(5)+(6)

73.75

76

81

87

10 Other terms and conditions

Pre-bid: A pre-bid meeting will be organized on 11 AM on 18th March, 2013 by the StateHealth Resource Centre.

rdLast Date : The deadline for submission of the bids is 1700 hours, 23ra March, 2013.

Bid opening / evaluation and announcement of results: Bids will be opened andevaluated at 11 AM on 25th March, 2013.

Single Proposal: An applicant should submit only one proposal. If an applicant submits orparticipates in more than one proposal, all such proposals shall be disqualified.

A Bid fee of Rs. 5, 000 (Rupees five thousand only) in the form of Demand Draft from anycommercial bank in favour of "State Health Resource Centre" should accompany theProposal. Bid fee is not refundable.

A Bid Security of Rs. 50,000 (Rupees fifty thousand only) in the form of Demand Draft fromany commercial bank in favour of "State Health Resource Centre" should also accompanythe Proposal. Bid Securities of unsuccessful bidders will be returned to them within 30 daysof the award of contract.

Each page, Form, Annexure and Appendices of the Technical Proposal must be signed bythe Authorised signatory of the firm /legal entity. The SHRC reserves the right to accept orreject one or all applications without giving any explanation.

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Form T

Letter of Transmittal

To,

Executive Director,

State Health Resource Centre,

1st Floor, Health Training Centre Building,

Kalibari, RAIPUR-492 001

Sir,

We, the undersigned, offer to provide the Technical Support Agency (TSA) services to theDepartment of Health & Family Welfare, Chhattisgarh, in accordance with your Request forProposal dated 4th March, 2013. We are hereby submitting our Proposal, which includesTechnical Proposal and Financial Proposal sealed under separate covers and the twoenvelopes placed together in an outer envelope all properly marked as required.

We hereby declare that all the information and statements made in this Proposal are true andaccept that any misinterpretation contained in it may lead to our disqualification as well as

forfeiture of the bid security amount.

The prices quoted by us in the Financial Proposal (Form F) are valid till six months from thedate of submission of the quotation. We confirm that this proposal will remain binding upon usand may be accepted by you at any time before the expiry date.

Prices have been arrived independently without consultation, communication, agreement orunderstanding (for the purpose of restricting competition) with any competitor.

We agree to bear all costs incurred by us in connection with the preparation and submissionof the proposal and to bear any further pre-contract costs.

We understand that the State Government is not bound to accept the lowest financial bid orany proposal or to give any reason for award, or for the rejection of any proposal.

We confirm that we have the authority of [Insert Name of the Agency/Firm] to submit the

proposal and to negotiate on its behalf.

Yours faithfully,

[ Signature of authorised person(s)]

-.A,J.:- i- . R a _ —i- "i/-*-

Form F

FORMAT FOR FINANCIAL BID

Activity Rate per employee / record

All inclusive charges for providing theTechnical Support Agency (TSA)

services for HRH-MISRupees (in numbers)

Rupees (in words)

Signature :

[ These must be the signed by the same person(s) who have signed the letter of transmittal].

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