government of west bengal department of...

GOVERNMENT OF WEST BENGAL

DEPARTMENT OF HEALTH & FAMILY WELFARE

West Bengal State AIDS Prevention and Control Society

1st

Floor, Swasthya Bhawan, GN-29, Sector-V, Salt Lake, Kolkata-700091

Ph.: 2333-0526, Fax: 2357-0122, Website: www.wbhealth.gov.in/wbsapcs 1

Memo no.: WBSAPCS/EOI/ACS/IE-78/02-Pt-II/BS/A-15/2014-15 Date:24.3.2015

Invitation of Expressions of Interest for Design and Development of Web Based Computerized

Blood Bank Management Information System

Section I: Notice Inviting e-Expressions of Interest

1. The Deputy Project Director, West Bengal State AIDS Prevention and Control Society

(WBSAP&CS), a Society under the Department of Health and Family Welfare, Government of

West Bengal invites o nl ine E xpr ess io ns o f I nt erest ( e-EOI) from bidders providing

Application Software Development Services for des ign and deve lopment o f a web based

computer ized Blood Bank Management Info r mat ion Syst em (BBMIS) fo r blood

banks in t he st at e .

2 . All t he onl ine express io ns o f int eres t , (here inaft er re fer red to as ‗bids‘ )

submit t ed by the bidders sha ll be eva luat ed and the list o f e l ig ib le shor t list ed

bidders sha ll be up loaded onl ine . Af t er t his, a limit ed e- t ender sha l l be

conducted amongst t hese shor t list ed bidders . In t hat limit ed e - t ender , online

Request fo r Proposa l (RFP) sha l l be publ ished . Aga inst t hat online RFP, t hese

shor t list ed bidders sha l l submit t he ir t echnica l and f inanc ia l bid s. Then, t hose

t echnica l and f inanc ia l bids sha l l be eva luat ed and a su it able bidder sha l l be

se lect ed fo r t he des ign and deve lop ment o f t he BBMIS.

3 . Date and Time Schedule of e-EOI:

Sl no Particulars Date and Time

1 Date of publishing Notice Inviting e-EOI online 25/03/2015, 10 am

2 Online documents download start date 25/03/2015, 10am

3 Pre-bid meeting at Office of WBSAP&CS 31/03/2015, 3 pm

4 Online documents download end date 15/04/2015, 5 pm

5 Online Bid submission start date 01/04/2015, 1 0 a m

6 Online Bid Submission closing date and time 15/04/2015, 5 pm

7 Online Bid opening date 16/04/2015, 1 0 a m

8 Date of presentation by bidders at Office of

WBSAP&CS on Technical Proposal relating to Section

II: Indicative Broad Scope of Work

To be notified later

9 Date of online uploading of shortlisted Bidders To be notified later

4. In the event of any of the above-mentioned dates being declared as a holiday for the WBSAP&CS,

t h e o p e n in g o f b id s o r t h e o f f - l i n e e v e n t s s h a l l b e h e ld on the next working day

at the scheduled time.

5. Contact persons:

For queries relating to e-EOI For queries relating to indicative broad scope of work

1. Ms. Reema Maitra, Assistant

Director- Procurement, WBSAP&CS,

phone: 033-23330529, 09433242084

1. Dr.Prasun Bhattacharya, Associate Professor, Institute of

Haematology and Blood Transfusion, Medical College and

Hospital, Kolkata, Phone: 09831889072.

2. Mr. Biplab Das, Deputy Project

Director, WBSAP&CS, phone: 033-

23330231, 09433013857

2. Dr. Subhasis Chakraborty, Medical Officer, Institute of

Blood Transfusion Medicine and Immuno-Haematology,

(Central Blood Bank, Maniktala, Kolkata). Phone:

09830403315.




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6. The Bids should be addressed to The Deputy Project Director, West Bengal State AIDS Prevention

and Control Society. Bidders may download tender enquiry documents from websites of

https://wbtenders.gov.in and from www.wbhealth.gov.in/wbsapcs.

Any subsequent notice regarding this e-EOI shall be uploaded on these two websites only. Bidders are

requested to check these 2 (two) websites regularly for this purpose.

7. This e-EOI document comprises the following sections:

Section I: Notice inviting e-EOI, ie., this document

Section II: Indicative Broad Scope of Work

Section III: List of Government Blood Banks in West Bengal

Section IV: General Instructions to Bidders

Section V: e-EOI Application Form

Section VI: Checklist for Bidders

Deputy Secretary in the Department &

Deputy Project Director, WBSAP&CS

https://wbtenders.gov.in/

http://www.wbhealth.gov.in/wbsapcs




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SECTION II: INDICATIVE BROAD SCOPE OF WORK

1. This activity includes creation of a web based Blood Bank Management Information System

(BBMIS), a web Portal, through which the citizen centric data can be disseminated to the public.

The selected bidder shall be responsible for transitioning the existing computerized Blood Bank

System to the proposed BBMIS. At present there are 59 (fifty nine) Government Blood Banks, out

of which 14 blood banks are already computerised. The number of blood banks shall likely be

increasing with the passage of time.

All other licenced blood banks in the state, whether in the public sector or in the private

sector shall upload reports relating to licencing, performance indicators, inventory etc to

WBSAP&CS on this web portal.

2. The BBMIS shall have provision to be linked and integrated with softwares/ websites like the

WBSAP&CS‘ website, the Health Management Information System of the state government‘s

Department of Health and Family Welfare; the Strategic Information Management System (SIMS)

and Inventory Management System (IMS) software of the union Government‘s Department of

AIDS Control under Ministry of Health and Family Welfare; others, so that necessary and

important data can be shared all across the government‘s Health vertical and important controls

and MIS is made available to key management under one umbrella. Competent Authorities can

monitor and view all types of reports real time.

3. This system will be accessed by the Blood Bank Authorities and their staff, authorities of the

WBSAPC&S and the common public, depending on their ‗role‘ and ‗requirement‘. The multi

grain permission system will ensure the data integrity and secrecy to the optimum level. The main

objective of the project is to develop such a system that the supply-management chain is

maintained at its best and there are no bottlenecks of the resources in the system due to which the

delivery model gets affected. The control in the system ensures that there is no pilferage or

leakage in the system.

4. The selected bidder shall also be responsible for maintenance of the BBMIS for 36 (thirty six)

months along with Manpower (hand-holding support).

5. An indicative overview of the system with different stakeholders is depicted below:

6. Indicative Functional Broad Scope of Work

Common Workflow of blood bank

BBMIS workflow will start from Camp Application and subsequently Camp Planning and Blood

OR Regret

Blood Requisition

WBSA

PCS

Bloo

d

Bank

BDC NGO/Clubs

Conducting

BDC

Patients

Blood Donors

Blood

Bank

Hospitals

Blood Sample

Camp

Application Acceptance

OR Regret

Bloo

d

Bank

Funds &

Supplies UC MIS

Camp

Management

Blood Collection

Team

Blood Collection from BDC

BDC = Blood Donation Camp

Blood Requisition

Citizen & MIS

Data




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Collection. Majority of blood is collected from various voluntary Blood Donation Camps (BDC).

Otherwise blood is also collected as in-house and from other blood banks. There is also provision

of replacement donation. Each donation is identified by a Code (BDC Code and In-house code)

and Serial Number. Since this number is the key, care should be taken so that this combination

remains unique in the life span of the package. A provision for another key, i.e. ‗Segment No‘,

should also be incorporated without being it a mandatory field. A suitable code and serial number

is defined for the in-house / replacement donations (done within the Blood Banks) also and the

same is not overlapping.

Testing of Blood: After collection, the blood will be tested for presence of HIV Virus, Hepatitis B

Virus, Hepatitis C Virus, VDRL and Malaria Parasites. There should be provision to test using

ELISA method, Rapid Method and also by using Microscope for Malaria Parasites, with entry

format as will be discussed / provided. Provision should be there to provide other testing processes

like NAT (Nuclear Amplification Test) etc.

ELISA (Enzyme-linked immunosorbent assay) test result entry should have following features

o Take care of the Control Sample Locations of reagent kits from different companies as well as

in-house control (optional).

o The GUI should look like the ELISA equipment‘s Well Matrix for ease of entry. Reactive and

Non-reactive samples should be marked with suitable colour code.

o Provision should be there to incorporate data directly from Elisa reader to prevent human error

of entry (optional).

Any blood sample, if found reactive in any of the tests will be marked as reactive and cannot be

issued under any circumstances.

Grouping of Blood: Blood is now Grouped as per their property. There should be provision of

adding/modifying blood groups.

There should be provision for Defining Various Blood Components along with their properties

like life span, if the component can be washed, whether component can be issued without group

matching, price etc. There should be provision for Defining Component Mix from Whole Blood

when blood is collected in multiple bag types (like Double Bag/Triple Bag/Quadruple Bag etc.)

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

Post Camp Entry: Bag Generation and Quick/detailed data entry of Donor to be done.

Storage of Blood and blood components

Supply of Blood: includes Requisition entry, grouping, sorting, cross matching and ready for

issue.

Delivery of blood: includes cash / VOL card / free permission collection. The blood is ‗ready for

delivery‘ at this stage.

Features necessary for the software:

7. Data Entry at Local Database: Application users will insert the data into the local database at the

Blood Banks.

8. Data Centre Central Server: Server Replication will be configured at each Blood Bank and the

delta data will be pushed to the Central Database Server on continuous basis. If network is down,

users will still work offline and once the connectivity is back, it will resume the process of

Synchronization.

9. Provision of user controlled data arrangements in all modules, means almost any type of tailor

made reporting can be done without new programming. Data can be grouped, filtered and sorted

as per requirement. Also, columns can be hidden, re-ordered and re-sized. Font size can be

controlled, and even prints can be taken if so desired. Personalised parameters can be saved for re-

use.

10. Print reports: All pre-defined reports must be printable on DMPs as well as on Laser & Ink jet

printers) in fast draft mode (non graphics printing).

11. Barcodes: Currently bar code stickers are used on Blood/Component Units and Patient

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




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12. Activity log: 100% logging of all data entry (add/modify/delete), with user name and time. The

log shows which fields were changed and the changed values. A rich query system should make it

easy to extract useful data from the huge logs. However, the Activity log system should be made

user friendly and readable.

13. Print preview: All prints (DMP and Laser) can be viewed before printing and cancelled if desired.

It should also be possible to print part of the report.

14. User Permissions: Fine grained permission system. Not a 'group' based system, so every user can

be given a unique set of permissions. We would like to have a 'group' system in addition to make

the process more convenient.

15. Print as-you-go with reprint option: Many of the operations generate a document immediately

after saving. These should be printable automatically from the save button. However, it should be

possible to print the same separately as well with preservation of the original printing date.

16. User Friendliness: Since the portal will be accessed by people of various categories, different

organizations, government departments, institutions and many other stakeholders, the portal has to

be extremely user friendly.

17. The Stock Position of each Blood Bank will be updated on the Web Portal at Periodic intervals.

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

18. The portal will provide online registration to people who are willing to donate blood.

19. The portal will make the activity of the Blood Bank Management transparent to the targeted users

with some reservation as will be decided by the authority.

20. Data backup strategy: Information regarding the activities is needed by the management as well as

for various research works in different forms, from time to time. The system will be designed to

deliver such information accurately. Proper data back-up strategy should be proposed by the

participating bidder.

21. Each Blood Bank will have its own Server hosting the BBMIS. The main server will have much

higher capacity to accommodate all the blood bank operations and management.

22. The whole system should be integrated and behave as one. Data connections should be made

between modules and there should be no need for double entry anywhere.

23. There must be provision to add new modules as and when required during development or

updation. This new module should be integrated with the BBMIS.

24. There will be a program which will act as a Watch Dog to note and flash in Home screen. The

bags unit number and requisition number which have been matched but not issued for a defined

period of time. Authorized persons can change the status of such bags so that they can be sent

back to stock. The home screen will also show the pending works like: pending donor entry,

pending issue etc.

25. There will be a program to reserve certain number or percentage of stock for emergency purpose

(that will be decided by authority). Stock will be displayed for general public after deducting this

number.

26. There will be a Query Window to know the details of status and locate any blood/ component bag

from the bag number/ segment number of the bag.

27. There will be a Query Window to know the queue position of the patient party for that respective

blood unit they have asked for through a different kiosk or through blood bank personnel.

28. There will be a screen showing the following details: Current Stock Position (to be archived

hourly), expiry profile of current stock, cross-matched blood bags which have not been issued

even after stipulated timeframe.

29. Provision for Cord Blood collection, storing and issue.

30. Provision for antibody screening and identification module.

31. Provision for Levy-Jeninn chart plotting facility of E.ratio and O.D of positive control and

negative control.

32. Provision for accepting returned blood for non use with policy defined.

33. Provision of expiry check module with provision of expiry date change.

34. Module for ―Plasma‖ selling (Expired and over produced plasma).




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35. Provision for creation of Donor‘s ID/Aadhaar/Bio-metric, so that data base of donors can be

maintained properly.

36. Provision for repeat donor identification by Donor‘s ID/ Aadhar/ Bio-metric (in-house and camp).

37. Provision for units with group specific colours as well as discard and reactive with red colour.

38. A separate module for counsellor who will ask reactive donors to meet him/her and visit

Integrated Counselling and Testing Centre with its various report formats as will be required to

preview old records.

39. Since this is a very sensitive system, it must be designed grounds up with a Proper Security

Framework. The following security features must be present in the system.

i) The Name and Address must be blocked for any donor who has been detected with any Reactive

Component in the blood, especially HIV.

ii) The Data once entered must never be physically deleted from the database.

iii) There has to be Audit Trail on sensitive information to track the ID of the person who has

entered/ modified the data along with timestamp.

iv) The system will have User ID and Password/ Privilege/ Role and Accessing Location based

Access Control for different Program Modules.

v) There will be a role named Counsellors who will have the Privilege to View the Details of

Donors having reactive status.

vi) There should be provision in the design to keep selected information in the database in an

Encrypted Format.

40. All reports will be such that they can provide all answers to Research team, Audit team and

enquiry team in case of medico-legal problems. Reports should be printable in Laser as well as dot

matrix (80 columns) and also generation of PDF files. There should be hyperlink with various

report elements.

41. Application should be compatible with Android tablets such that donor details can be entered

directly from the blood donation camp sites.

42. All modules must be such that it completely satisfies the customer in performing all sorts of

activities with future plans and can get all sorts of reports in pre-determined form as will be

specified by them with any finer modification required thereafter.

43. 36 (thirty six month‘s) changes as per customer requirement should be included in the software

cost.

44. Help module

45. Flagging of the retired and transferred employees.

46. Autoclave module—Manual entry as well as auto entry.

47. Old data updation in the new one.

48. Licence expiry warning at least six months prior to expiry in the welcome screen. Licencing status

of blood banks, also status of compliance with licencing requirements by the blood banks.

49. Screen status in every screen.

50. Test / Dummy software: to check any new modality or option with time to time updation

51. Access from remote locations / home by administrator without editing (Read only).

52. Modification of issue slip even after computer issue of blood.

53. In hospital blood bank: Return from ward/ OT / others report.

54. Category- wise stock of tested blood units sent for EQAS with MOBB return and fresh issue

provision.

55. Camp date change and code change option.

56. Printing date and time user choice.

57. Financial Management module: for recording and reporting data relating to grants/ advances

received by the WBSAP&CS and the State Blood Transfusion Council (SBTC), West Bengal

from the union or state governments/ donors; advances released by WBSAP&CS/ SBTC to the

district Chief Medical Officers of Health, the Regional Blood Transfusion Councils (RBTC), the

blood banks, others; the Statements of Expenditure and/ or Utilization Certificates submitted by

the recipients of funds to their fund-givers; etc.




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58. Provision for insertion of the Organogram of the Blood Bank under HR Module.

59. Provision of a System Administrator in the Centre, i.e., at WBSAP&CS.

60. The Inventory Management Schedule shall have 2 (two) modules i.e. Intra Departmental and Inter

Departmental.

61. The BBMIS should be able to handle all sorts of Blood Banking activities.

62. The interface of the software could be developed akin to the existing ―Raktim‖ Software in the

state government blood banks with additional feature for data updation.

63. As a pilot project, the BBMIS could be started from the Medical College and Hospital Blood

Bank, Kolkata and the IBTM&IH (Central Blood Bank), Kolkata.

The detailed coverage of the software to be developed is given below: 64. Any blood sample if found reactive in any of the tests will be marked as reactive and cannot be

issued under any circumstances.

65. There will be a Master File (or Master Database Table) for Blood Storage Area with the

following granularity:

i) Storage Room

ii) Cabinet in each Storage Room

iii) Rack in each Cabinet

iv) Place where a ‗problem blood‘ is kept

v) Location of unit of ―Autologous donation‖

In each of the above category it should be possible to define the component(s) that can

be stored. While storing a Blood Bag/ Component, it will be possible to define storage location.

There will be provision to change storage location for a set of blood bags including option to

change the cold room position or addition of new cold room or Blood Bank Refrigerator/ Deep

freezer/ platelet agitator etc.

Details of Programme Modules:

66. Masters

a. Users

b. Blood Bank

c. Hospitals

d. Product

e. Unit reservation rules

f. Diagnosis / Disease / indication

g. Duty Roster

i. Department

ii. Designation

iii. Employee

iv. Leaves

v. Duty Planning

67. Blood Inwards

a. Camp Application

b. Camp Planning / execution

68. Donor Details

a. Quick Entry

b. Detailed Entry

69. Deferred Donor Details

70. Unit

71. In house Collection

72. Bulk Collection

73. Blood process

a. TTI Test




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b. TTI Confirmation

74. Component Seperation

75. Forward Grouping

76. Reverse Grouping

77. Du Test

78. Grouping Confirmation

79. Quantity Seperation

80. Cold Room in-charge key

81. Reserve Units

82. Blood Out

a. Requisition

b. Grouping

c. Sorting / refer to other blood bank

d. Crossmatch

e. Billing

f. Unit Issue

g. Mismatched sorting

h. Acceptance of auto-entered referred receive with token print

i. Reserve units against requisition

j. Issue return

k. Bill

83. Miscellaneous

a. Other test requisition

b. Injury register

c. Transfusion reactivity

84. Reprint

a. Barcode

b. MOBB Slip

c. Crossmatch slip

d. Money receipt

e. Cancelled money receipt

f. Camp Application regret letter

g. TTI result sheet

h. TTI test protocol sheet

i. Other test result

j. Forward grouping register

k. Reverse grouping register

l. Du register

m. TTI Validation register

n. Requisition token

85. Reports

a. Monthly reports

i. Collection source-wise

ii. Collection Product-wise

iii. Blood Separation

iv. Requisition Status

v. TTI reactivity

vi. Supply Private / Government

vii. Du Test report

viii. Patient demand vs doctor demand vs supply(Group/Product) with date range

b. Yearly Reports

i. Collection Source-wise




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ii. Collection Product-wise

iii. Blood separation

iv. Requisition status

v. TTI reactivity

vi. Supply Private / Government / All

vii. Stock movement

viii. Du test report

c. Camp related reports

i. Camp report

ii. Camp sheet

iii. Cold room report with colour code of products

iv. VOL section report

v. SHTO report

vi. Donor entry pending

vii. Camp collection

viii. Camp Cancellation

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

with test-wise breakup

x. Camp report of MO,MT etc.---attending a camp, weekly, monthly and year wise

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

pending period

xii. Individual MO/MT etc. camp report

d. Registers

i. Referral Register

ii. Regret Register

iii. Supply Register (with MOBB register separate & combined)

iv. Discard Register

v. Donor Register-name, phone, address, TTI report

vi. Negative donor Register

vii. Deferred Donor Register

viii. Crossmatch Register

ix. MOBB Register(Done by)

x. Component Register(Done by)

xi. Employee leave register within a stipulated time period with type of leave

xii. Date wise test done(group/TTI/CM/Sort/Issue etc) ---report of individual tests(as

well as total test done in a time frame) including monthly and yearly.

xiii. Master register

xiv. Leave Register

xv. Injury Register

xvi. Vital statistics report (printable as well as PDF format i.e can be uploaded in a pen

drive

xvii. Donor Register with various filters

xviii. Transfusion Reaction Register

xix. Kit ,reagent, blood bag stock register

e. Unit related reports

i. Unit history

ii. Current stock

iii. Stock status

iv. Weekly stock position

v. Recording of entry, sort, CM etc of a requisition and by whom

vi. Donation type breakup

vii. Negative Groups Report with various filters




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viii. Reactive Unit Report

f. Requisition related report

i. Amount handover

ii. Bill cancel report

iii. Demand vs supply analysis

iv. Summary reports

1. Supply register

2. Requisition

3. Issued unit

4. Discard

g. Department of AIDS Control reports / SIMS/ IMS reports

h. Financial management reports: grants/ advances received; advances of funds released,

expenditures booked, Statements of Expenditure and Utilization Certificates submitted at

various levels, for different items of expenditure.

86. A public display module for showing current blood stock (automatically updated every minute) on

large LCD screens / TV screen placed in the public waiting area / above the counter of the Blood

Banks.

87. Password maintenance with following features:

a. Password encryption

b. Password complexity analysis

c. Force change of password after predefined periodic interval

d. Password recovery using SMS/ e-mail

Details of Additional Modules:

88. SOP: The Standard Operating Procedure of various blood bank activities is already defined. This

should be digitized as a separate module and tagged to the various modules for ready reference.

89. Quality control: There is a well defined process where a representative sample of the collected

units is used to access the quality of work being done by the Blood Bank using an outside agency.

This module will track and aid that process. A key component of Quality Control is blind trials

along with transparency. Computerization will help in this.

90. Inventory management: The software will track all data regarding blood and its components. The

blood banks use many inventory items such as bags, reagents/testing kits etc. This module will

track those items and their usage, re-ordering etc.

91. Asset management: Many equipment are used in the blood banks (as per their manufacturer, serial

number, date of installation, source of supply etc) which need to be tracked and maintained for

optimum running. This module will track the equipment, their AMC / CMC / on-call maintenance

and measure the output/efficiency of each item of equipment. There should be a system of

tracking the equipment by their name of manufacturer, date of installation, source of supply etc.

92. Storage Center :

a. At the blood bank, this module will allow part of the stock to be moved to the Blood storage

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

b. At the Blood storage center, a light (smaller) version of new software can be loaded for

running on a single computer.

93. Central Donor Database:

a. The entire state's donor database (details and history) should be maintained at one location

(including the respective Blood bank) with unique identification of each donor. Aadhar

number (UID) and bio-metrics, fingerprints (or any other identification e.g. voter ID,

Driving license, PAN card etc) can be used for this. Laptops with fingerprint readers will be

made available at the blood donation camps and the data of first-time donors can be entered

at the camp itself. After the camp, this data can be imported into the software as well as

synchronized with the central server (The provision of blood group -wise donor registry

should be there including exclusive rare blood group by single click of mouse).




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b. This part will be separate from the main software. It should export donor data in such format

as may be imported into the software.

94. Website: A website has been referred to in various places. This may be a part of the West Bengal

Health portal, the WBSAP&CS‘ website or a separate website, but the portion relevant to this

software should be developed and maintained by the selected bidder. Apart from the parts already

mentioned, this website will also have general information for awareness which WBSAP&CS

may want to share with the public.

95. Central control module

a. A control module should be developed for use at WBSAPCS / SBTC, WB.

b. It should be possible to use WAN to generate selected reports with data from various / all

blood banks.

c. Authority may choose to make some of these reports available publicly using the display

screens / kiosks / website.

d. Authority can select any of the available reports which will be generated from all Blood

banks at defined periods and emailed to defined addresses in the background.

e. Any other restrictions / parameters which the authority may wish to control centrally.

f. There should be an automatic system of compiling all kinds of reports/returns of all the

blood banks showing state reports as a whole on real time and periodic basis (on a minute

basis). Blood Banks will be connected to a Central Portal of Blood Bank in West Bengal.

The portal will display Current Stock position in each blood bank in West Bengal

individually as well as in compiled form, i.e., the sum total of all blood banks connected,

―product wise‖ and ―group wise‖, especially at WBSAP&CS‘ headquarters at Swasthya

Bhavan, Kolkata.

96. Kiosk

a. A touch enabled kiosk (keyboard / mouse) may be placed in the public areas of IBTM&IH,

RBTCs and selected large blood banks. The kiosk module should offer limited functions. It

should also have capability to run audio/video for information dissemination which will be

updated in it from time to time.

b. This module should be separate from the main software but use the same database.

97. Blood Bank Specific Security

a. Protect identity of every donor. The details must be stored in encrypted format in the

database.

b. Records of the failed samples (like HIV infected blood) must be electronically protected and

can be revealed only to the users having Counsellor role in the system. Also, the designated

person can only view the records under his/ her jurisdiction. There will be an audit of all

views of such records by the Counsellor.

c. Blood can only be issued after the sample has passed all screening tests and each component

is issued before the expiry date (or best before date). Samples which do not fulfill these

criteria will not appear in the inventory of blood eligible for issue.

d. In case any test result is amended the reason thereof must be logged.

e. The system must have inventory of all equipment that a blood bank possesses. The log

should have following information,

i. Date of purchase

ii. Date of warranty expiry or AMC, if any, expiry

iii. Company details of the maintenance service provider

iv. Whether the equipment needs any calibration. If yes, whether it needs audit after

calibration. If yes, details of calibration and calibration audit.

v. Failure log of each equipment with following details:

a. Date of failure and date when the service provider is intimated

b. Log of interaction with service provider

c. Date when the fault has been rectified




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f. Kit and consumable inventory management. Ensure that a kit cannot be used in a test after

its expiry date.

g. Protection of information like blood group/ tube or segment number of blood bag for

components – ensure that these details cannot be modified after any component of a blood

unit is issued. Also a test result cannot be modified after issue of a component.

h. While issuing blood ensure only blood of same group can be issued to the recipient unless

when the any group transfusion is possible for the component.

i. In addition to the above, the software should be such so that there are no errors and it runs at

good speed.

Training , Manual, Handholding

98. Source Code inclusive user interface design source code like psds and others, Design Document,

Detailed Design Documents, Programmers Manual, Database Structure Manual, User‘s Manual,

Administrator‘s Manual

99. One time Field Level Training

100. 36 (thirty six) months handholding and maintenance.

Standard/Technology/Framework

101. Open Standard MVC Framework for development

102. GIGW Compliance

103. CERT-in Security Standard

104. Provision for sms-alerts to mobile phones of donors, officials etc.

105. Provision for bar code identification of blood bags

106. Inter-blood bank online inventory requisition and stock-transfer with approval of the Blood Safety

Division of WBSAP&CS.

107. Provision for email alerts to donors , officials etc.

108. Provision for testing and training on software with dummy database.

109. Provision for data migration from existing software to BBMIS.

110. Provision to incorporate Thalassemia module.

SECTION III: LIST OF GOVERNMENT BLOOD BANKS (BB) IN WEST BENGAL

(The number of blood banks shall likely be increasing with the passage of time.)

1 Institute of Blood Transfusion Medicine & Immuno Haematology

(Central Blood Bank),

2 Calcutta Medical College & Hospital Blood Bank,

3 R.G. Kar Medical College & Hospital BB

4 N.R.S. Medical College & Hospital BB,

5 Bankura Sammilani Medical College & Hospital Blood Bank,

6 Burdwan Medical College & Hospital BB,

7 North Bengal Medical College & Hospital BB,

8 SSKM Hospital Blood Bank,

9 Malda Medical College and Hospital Blood Bank,

10 Medinipur Medical College & Hospital BB,

11 Calcutta National Medical College & Hospital BB,

12 ESI Hospital, Maniktala Blood Bank,

13 Chinsura (Imambara)District Hospital (Hooghly District Hospital) BB,

14 Chandannagar Sub-Divisional (S.D.) Hospital Blood Bank,

15 Serampore S.D. Hospital (Walsh) BB,

16 Arambagh S.D. Hospital Blood Bank,

17 Howrah District Hospital Blood Bank,




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18 Uluberia S.D. Hospital Blood Bank,

19 Purulia District Hospital (Deben Mahato) BB,

20 Durgapur S.D. Hospital Blood Bank,

21 Kalna S.D. Hospital Blood Bank,

22 Jalpaiguri District Hospital Blood Bank,

23 Alipurduar District Hospital Blood Bank,

24 Coochbehar District Hospital (MJN) Blood Bank,

25 Raiganj District Hospital Blood Bank,

26 Asansol District Hospital Blood Bank,

27 Balurghat District Hospital Blood Bank,

28 Baharampur District Hospital Blood Bank,

29 Krishnanagar (Saktinagar) Nadia District Hospital BB

30 Barasat District Hospital Blood Bank,

31 M.R. Bangur District Hospital Blood Bank,

32 Suri District Hospital Blood Bank,

33 Diamond Harbour District Hospital Blood Bank,

34 Kharagpur S.D. Hospital Blood Bank,

35 Ghatal S.D. Hospital Blood Bank,

36 Tamluk District Hospital Blood Bank,

37 Contai S.D. Hospital Blood Bank,

38 Haldia S.D. Hospital Blood Bank,

39 Bongaon S.D. Hospital (Dr. J.R. Dhar) BB,

40 Bishnupur District Hospital Blood Bank,

41 Katwa S.D. Hospital (Hemraj) Blood Bank,

42 Jawaharlal Nehru Memorial (JNM) Hospital Blood Bank, Kalyani

43 Barrackpore S.D. Hospital (Dr. B.N. Bose) Hospital Blood Bank,

44 Basirhat District Hospital Blood Bank,

45 Chittaranjan National Cancer Institute BB,

46 Darjeeling District Hospital Blood Bank,

47 Kurseong S.D. Hospital Blood Bank,

48 Kalimpong S.D. Hospital Blood Bank,

49 Siliguri District Hospital Blood Bank,

50 Islampur S.D. Hospital Blood Bank,

51 Jangipur S.D. Hospital Blood Bank,

52 Kandi S.D. Hospital Blood Bank,

53 Lalbagh S.D. Hospital Blood Bank,

54 Ranaghat S.D. Hospital Blood Bank,

55 Gandhi Memorial Hospital Blood Bank, Kalyani

56 Rampurhat District Hospital Blood Bank,

57 Bolpur S.D. Hospital Blood Bank,

58 Jhargram District Hospital Blood Bank,

59 College of Medicine & Sagar Dutta Hospital

SECTION IV: GENERAL INSTRUCTIONS TO BIDDERS

[for bidding in this e-EOI]

Introduction

1. Before submitting the online bid, the bidder should read and examine all the terms,




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conditions, instructions, checklist etc. contained in this e- E OI document. Failure to provide

and/or comply with the required information, instructions etc. incorporated in this document

may result in rejection of its bid.

2. Expenditure to be incurred for the proposed purchase will be met from the funds available

with the WBSAP&CS. The procurement will be in terms of procurement rules of the

Government of West Bengal.

Bidding, Contracting and Billing Expenses

3. The bidder shall bear all costs and expenditure incurred and/or to be incurred by it in

connection with its bid including preparation, any mailing, online uploading and

submission of its bid and for subsequent processing the same. The WBSAP&CS will, in

no case be responsible or liable for any such cost, expenditure etc. regardless of the

conduct or outcome of the e-EOI process.

Clarification on e-EOI Document 4. A bidder requiring any clarification or elucidation on any issue of the e-EOI document

may take up the same in pre-bid meeting and also in writing. WBSAP&CS will respond in

writing to such requests provided the same is received by WBSAP&CS not later than

seven work ing days prior to the prescribed last date of submission of bid.

Alternative Bids

5. Alternative Bids are not permitted.

Bid Validity

6. The bids shall remain valid for acceptance for a minimum period of 120 days (One

hundred and twenty days) after the date of technical bid opening prescribed in the e -

E OI document. Any bid valid for a shorter period shall be treated as unresponsive and

rejected.

7. In exceptional cases, the bidders may be requested by the WBSAP&CS to extend the

validity of their bids up to a specified period. Such request(s) and responses thereto shall

be conveyed in writing. The bidders, who agree to extend the bid validity, are to extend

the same without any change or modification of their original bid. A bidder, however,

may not agree to extend its bid validity.

8. In case the day up to which the bids are to remain valid falls on/ is subsequently declared a

holiday or closed day for the WBSAP&CS, the bid validity shall automatically be extended

up to the next working day.

Preparation of Bid Documents

9 . The bid documents shall either be typed or written in indelible ink and the same shall be signed/

digitally signed by the bidder or by a person who has been duly authorized to bind the bidder to

contract. The letter of authorization shall be by a written power of attorney, which shall also be

furnished along with the bid.

10. The bid documents shall not contain any erasure or overwriting, except as necessary to correct

any error made by the bidder and, if there is any such correction; the same shall be initialled by

the person(s) signing the bid.

11. It is the responsibility of bidder to go through the e-EOI document to ensure furnishing

all required documents. Wherever necessary and applicable, the bidder shall enclose certified

copy as documentary evidence to substantiate the corresponding statement.

12. A bid, which does not fulfil any of the above requirements and/or gives evasive information/ reply

against any such requirement, shall be liable to be ignored and rejected.

13. Bids sent by paper/fax/telex/cable/email etc shall be ignored.

ONLINE BIDDING FOR e-EOI

Registration of Bidder

14. A bidder willing to bid in this e-EOI will have to be enrolled and registered with the Government

e-Procurement System, by logging on to website https://wbtenders.gov.in. The bidder is to click

on the link for e-tendering site as given on the web portal.

Digital Signature Certificate (DSC)





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15. Each bidder is required to obtain a Class-II or Class-III Digital Signature Certificate (DSC) for

submission of bids from the approved service provider of the National Informatics Centre (NIC)

on payment of requisite amount. Details are available on the website https://wbtenders.gov.in.

DSC is issued as a USB e-Token.

16. The bidder can search and download this e-EOI document electronically from computer once he

logs on to the website https://wbtenders.gov.in using the Digital Signature Certificate.

Submission of Bids

17. Bids are to be submitted online to the website https://wbtenders.gov.in in one folder before the

prescribed date and time using Digital Signature Certificate (DSC). The documents to be uploaded

should be virus scanned copies, duly digitally signed. The documents will get encrypted

(transformed into non readable formats) on uploading. The required folder is:

1) Technical Proposal: containing Statutory Cover and Non-statutory cover

Technical Proposal: Statutory Cover

18. Statutory Cover shall contain the following documents:

i) Application to participate in e-EOI as per Section V: e-EOI Application Form

ii) Notice Inviting e-EOI: i.e., this entire document comprising Sections I through VI

Technical Proposal: Non-Statutory Cover

19. Click the check boxes beside the necessary documents in the My Document list and then click the

tab ―Submit Non Statutory Documents‘‘ to send the selected documents to Non-Statutory folder.

20. Next Click the tab ―Click to Encrypt and upload‖ and then click the ―Technical‖ Folder to upload

the Technical Documents using: (a) multiple scan (b) black and white scan (c) scan resolution

should be within 250.

21. Non Statutory Cover will contain following documents

Sl.

No.

Category

Name

Sub-Category

Description Detail(s)

A. Certificate(s) Certificate(s)

i. Income Tax PAN

ii. Professional Tax Registration/ any Challan deposited

in last six months from scheduled date of e-EOI

opening

iii. Service Tax Registration

iv. ESIC Code Number Allotment for bidders employing

more than 10 persons

v. EPFO Registration for bidders employing minimum

20 persons

vi. Updated ISO Certification of bidder relating to the

services to be rendered under this e-EOI

vii. A Chartered Accountant‘s Certificate on turnover

achieved by bidder in last three financial years

relating to application software development services

and bidder‘s net profit during this period. The average

annual turnover of the bidder relating to application

software development services should be minimum

Rs.2 (two) crores and the net profit should be positive

in each financial year

B. Company

Detail(s)

Company

Detail

i. Certificate of Incorporation

ii. Updated Trade Licence

iii. Power of Attorney in favour of signatory of bid

iv. Name, address of banker, account number

v. Factory or Shop and Establishment Certificate

vi. Address proof for registered and/or branch office

of bidder, preferably in Kolkata and other

districts of the state







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C. Credential Credential – 1

Credential – 2

Performance Statement as per format described below

this table, with supporting documents

D. Documents Documents

i. Name, address, email, mobile phone number of

contact person of bidder

ii. Indicative list of personnel, who shall be deployed

for the BBMIS along with their locations, their

technical qualifications, tenure of direct

employment with the bidder

iii.Technical Proposal relating to Section II:

Indicative Broad Scope of Work. It should detail

the number of and configuration of equipment,

including hardware required; the software

required (attach specific authorization in favour of

bidder in case of proprietary software).

22. PROFORMA FOR PERFORMANCE STATEMENT

[List atleast three application software development projects of equivalent nature and scale, valued

minimum Rs.30 (thirty) lakhs only, in the three financial years of 2012-13, 2013-14 and 2014-15.

Submit with documentary evidence, in the form of a certificate or bill paid or TDS certificate issued by

the purchaser/ end user with cross-reference of order number and date.]

Name and address of the Bidder :

Purchaser‘s

details

Order

No.

and

date

Project

Description

Value

of

order

(Rs.)

Period of

Contract

Current Status/

Remarks on

Satisfactory

Performance

(attach

documentary

evidence)

1 2 3 4 5 6

Signature and seal of the Bidder

Eligible Goods and/ or Services 23. All goods and/ or services to be supplied under this procurement shall have their origin in

India or any other country with which India has not banned trade relations. The term

―origin‖ used in this clause means the place where the goods are grown, produced, mined or

manufactured or from where the services are arranged and supplied.

Opening of e-EOI and Presentation

24. The WBSAP&CS shall open and evaluate the online bids after the specified date and time as

indicated in the e-EOI document. Bids will be opened by members of the e-EOI Evaluation

Committee electronically from the e-tender website using their Digital Signature Certificates

(DSCs). The online bids shall be evaluated with reference to parameters prescribed in the e-EOI

document.

25. The bidders who qualify in the online bid shall be invited to make a presentation on Technical

Proposal relating to Section II: Indicative Broad Scope of Work submitted by them in the Non

Statutory Cover of the online bids. The Technical Proposal should detail the number of and

configuration of equipment, including hardware required; the software required (attach specific




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authorization in favour of bidder in case of proprietary software). The presentation should be

maximum 20 (twenty) minutes long (i.e., fifteen minutes for presentation by bidder, followed by 5

minutes of interactive presentation).

26. After this, the names of shortlisted bidders, who shall be eligible to participate in the limited e-

tender for design and development of the BBMIS shall be uploaded in the e-tender website.

27. IF ANY DOCUMENT REQUIRED TO BE SUBMITTED FOR e-EOI BY THE BIDDER IN

THE TECHNICAL PROPOSAL IS NOT SUBMITTED OR IS FOUND TO BE DEFICIENT IN

ANY MANNER AT ANY STAGE AFTER OPENING OF BID, THE BID MAY BE

SUMMARILY REJECTED.

28. During evaluation the Committee may summon bidders and seek clarification /information or

additional documents or original hard copies of documents submitted online. If these are not

produced within specified time, the bids will be liable for rejection.

Bidder’s Capability to Perform the Contract

29. The WBSAP&CS, through the above process of bid evaluation and bidder‘s technical

presentation will determine to its satisfaction whether the bidder is eligible, qualified and

capable in all respects to perform the ass ignme nt satisfactorily.

30. The above-mentioned determination will interalia, take into account the bidder‘s financial,

technical and production/ service capabilities for satisfying all the requirements of the

WBSAP&CS as incorporated in the e - E O I document. Such determination will be based

upon scrutiny and examination of all relevant data and details submitted by the bidder in its

bid as well as such other allied information as deemed appropriate by the WBSAP&CS,

including inspection of registered or branch office/ site visit of any current project(s)/

warehouse etc. of the bidder at cost and arrangement of bidder by authorized representative(s)

of WBSAP&CS.

WBSAP&CS’s Right to accept any bid and to reject any or all bids 31. The WBSAP&CS reserves the right to accept in part or in full any bid or reject any or more

bid(s) without assigning any reason or to cancel the e -EOI process and reject all bids at

any time prior to the limited e-tender, without incurring any liability, whatsoever to the

affected bidder(s).

32. The successful Bidder(s) shall also physically submit original documents/ duly attested

photocopies of all documents uploaded by them online at the time of bidding.

Corrupt or Fraudulent Practices

33. It is required by all concerned, namely the Bidders/ Officials of WBSAP&CS/ blood banks/ union

or state government/ others to observe the highest standard of ethics during this e-EOI

procurement process and execution of resultant contract. In pursuance of this policy, the

WBSAP&CS:

(a) defines, for the purposes of this provision, the terms set forth below as follows:

(i) ―corrupt practice‖ means the offering, giving, receiving or soliciting of any thing of

value to influence the action of a public official in the procurement process or in

contract execution; and

(ii) ―fraudulent practice‖ means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of the

WBSAP&CS, and includes collusive practice among Bidders (prior to or after Bid

submission) designed to establish Bid prices at artificial non-competitive levels and

to deprive the WBSAP&CS of the benefits of free and open competition;

(b) will reject a proposal for award if it determines that the Bidder recommended for award has

engaged in corrupt or fraudulent practices in competing for the contract in question;

(c) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded

a contract by the WBSAP&CS if it at any time determines that the firm has engaged in corrupt

or fraudulent practices in competing for, or in executing the contract of procurement.

Notices 34. Notice, if any, relating to the e-EOI given by one party to the other, shall be sent in writing.




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The procedure will provide the sender of the notice, the proof of receipt of the notice by the

receiver. The addresses of the parties for exchanging such notices will be the addresses as

incorporated in the e-EOI/ bids submitted.

35. The effective date of a notice shall be either the date when delivered to the recipient or the

effective date specifically mentioned in the notice, whichever is later.

Resolution of disputes 36. If dispute or difference of any kind shall arise between the WBSAP&CS and the bidder in

connection with or relating to the e-EOI, the parties shall make every effort to resolve the

same amicably by mutual consultations.

37. If the parties fail to resolve their dispute or difference by such mutual consultation within

twenty-one days of its occurrence, then, either the WBSAP&CS or the bidder may give

notice to the other party of its intention to commence arbitration. The applicable arbitration

procedure will be as per the Arbitration and Conciliation Act, 1996 of India. Such dispute or

difference shall be referred to the sole arbitration of an officer in the Department o f Healt h

and Family Welfare, Government o f West Bengal , appointed to be the arbitrator by

the Pr inc ipa l Secret ary to t hat Department . The award of the arbitrator shall be final

and binding on the parties to the contract.

38. The venue of arbitration shall be Kolkata.

Applicable Law and Legal Suits

39 The contract shall be governed by and interpreted in accordance with the laws of India

for the time being in force.

40. All disputes would be decided at the Kolkata jurisdiction.

General/ Miscellaneous Clauses 41. Nothing contained in this e-EOI shall be constructed as establishing or creating between the

parties, i.e. the bidder on the one side and the WBSAP&CS on the other side, a relationship of

master and servant or principal and agent.

42. Any failure on the part of any Party to exercise right or power under this e-E OI shall not

operate as waiver thereof.

43. Each member/constituent of the bidder, in case of consortium shall be jointly and severally

liable to and responsible for all obligations towards WBSAP&CS for the bid submitted by

them.

44. The b idder shall notify WBSAP&CS of any material change that would impact on

performance of its obligations under this e-EOI.

Governing language

45. The b i d submitted by the b i d d e r and all subsequent correspondence and documents

relating to the e-EOI exchanged between the bidder and WBSAP&CS, shall be written in

the English language, unless otherwise specified in the e-EOI. However, the language of

any printed literature furnished by the bidder in connection with its bid may be written in any

other language, provided the same is accompanied by an English translation and, for purposes

of interpretation of the bid, the English translation shall prevail.

Rights to the content of the bids

46. For all the bids received before the last date and time of bid submission, the bids and

accompanying documentation of the e-EOI shall become the property of WBSAP&CS and will

not be returned after opening of the bids. The WBSAP&CS is not restricted in its rights to use or

disclose any or all of the information contained in the bids and can do so without compensation

to the bidders. The WBSAP&CS shall not be bound by any language in the proposal indicating

the confidentiality of the bids or any other restriction on its use or disclosure.




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SECTION V: e-EOI APPLICATION FORM

To,

The Deputy Project Director,

West Bengal State AIDS Prevention and Control Society,

1st

Floor, Swasthya Bhawan, GN-29, Sector-V, Salt Lake, Kolkata-700091.

Ref: Your e-EOI document No. dated

We, the undersigned have examined the above e-EOI document, including amendment/corrigendum

number____________, dated__________(if any). We now offer to supply and deliver the goods and/ or

services in conformity with your above referred document.

We hereby declare that all data and documents submitted by us in our bid in this e-EOI are genuine and

true, to the best of our knowledge and belief.

If our bid is shortlisted in this e-EOI, we undertake to participate in the limited e-tender to be held

next, amongst the shortlisted bidders for selection of a suitable bidder to design and develop the BBMIS.

We agree to keep our bid valid for acceptance as required in the e-EOI for minimum 120 (one hundred

and twenty) days, or for subsequently extended period, if any, agreed to by us. We also accordingly

confirm to abide by this bid up to the aforesaid period and this bid may be accepted any time before

the expiry of the aforesaid period.

We would authorize and request any Bank, person, Firm or Corporation to furnish pertinent information

as deemed necessary and/or as requested by you to verify this statement.

Undertaking:

The proprietor/ promoter/ director of the firm, its employee, partner or representative are not

convicted by a court of law for offence involving moral turpitude in relation to business dealings

such as bribery, corruption, fraud, substitution of bids, interpolation, misrepresentation, evasion, or

habitual default in payment of taxes etc. The firm does not employ a government servant, who has

been dismissed or removed on account of corruption. The firm has not been de-barred, de-registered,

banned, blacklisted by any government ministry/ department/ authority/ organization/ institution/ local

bodies/ PSU etc. in the last two years from scheduled date of opening of this e-EOI.

Brief of court/legal cases pending, if any, are following:

Our name as registered in the e-tender website of https://wbtenders.gov.in is:

Our login id in that website is:

Our address as registered in that website is:

Our telephone number as registered in that website is:

(Signature with date)

(Name, designation, seal of authorized person to sign bid for and on behalf of Bidder)





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SECTION VI: CHECKLIST FOR BIDDERS

Sl

no

Checklist

1 e-EOI Application Form

2 Notice Inviting e-EOI Sections I to VI

3 Income Tax PAN

4 Professional Tax Registration/ any Challan deposited in last six months from scheduled date of e-

EOI opening

5 Service Tax Registration

6 ESIC Code Number Allotment for bidders employing more than 10 persons

7 EPFO Registration for bidders employing minimum 20 persons

8 Updated ISO Certification of bidder relating to the services to be rendered under this e-EOI

9 A Chartered Accountant‘s Certificate on turnover achieved by bidder in last three financial years

relating to application software development services and bidder‘s net profit during this period. The

average annual turnover of the bidder relating to application software development services should

be minimum Rs.2 (two) crores and the net profit should be positive in each financial year

10 Certificate of Incorporation

11 Updated Trade Licence

12 Power of Attorney in favour of signatory of bid

13 Name, address of banker, account number

14 Factory or Shop and Establishment Certificate

15 Address proof for registered and/or branch office of bidder, preferably in Kolkata and other districts

of the state

16 Performance Statement as per prescribed format with supporting documents

17 Name, address, email, mobile phone number of contact person of bidder

18 Indicative list of personnel, who shall be deployed for the BBMIS along with their locations, their

technical qualifications, tenure of direct employment with the bidder

19 Technical Proposal relating to Section II: Indicative Broad Scope of Work

N.B. It is the responsibility of bidder to go through the e-EOI document to ensure furnishing of all

required documents in addition to above, if any.