invitation for short-term “tender” for identifying a...

Regional Office Lucknow

Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IHMS Dated: 7th Sep 2016

Invitation for Short-term “Tender” for identifying a suitable agency to help ITI in the implementation of ERP Project for Integrated Hospital Management System

Tender Document Issued to M/s

Cost of Tender document in shape of DD/Cash in favour of ITI Limited Lucknow

Rs.1500/-(Rupees One Thousand Five Hundred Only with Tax)

Date and Time of the Sale of Bid/Tender Document

21st Sept 2016 (Wednesday) By 12: 00 Hrs

Signatures, designation of the issuing officer of the Bid/Tender document

Last Date for submission of Bid/Tender 21st Sept 2016 (Wednesday) By 12: 30 Hrs

EMD (Demand Draft in the favour of ITI LimitedLucknow)

Rs. 500000/-(Rupees Five Lac only) in the shape Bank Draft in the favour of ITI Limited at the time of submission of the Bid.

Signatures and Stamp of the Bidder

This Document has been published in the Month of Sept 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators/ Business Associates and ITI Limited only.

Page |A-1



Index Sl. No. Description Page No.

From To

2 Annexure A-RFP Covering Page, Index and RFP/ Tender Notification A-1 A-4

3 Annexure B-Bill of Material B-1 B-1 4 Annexure C- Commercial Terms & Conditions C-1 C-3 5 Annexure D-Documents of Eligibility D-1 D-2 6 Annexure E-Eligibility Parameters E-1 E-1 7 Annexure F-Financial-Bid F-1 F-2 8 Annexure G-Guidelines to the Bidders G-1 G-4 9 Annexure I-Integrity Pact I-1 I-6

10 Annexure M- Marks and Scores M-1 M-2 11 Annexure N- Bid Evaluation Methodology N-1 N-7 12 Annexure O- Operation and Support Plan O-1 O-1 13 Annexure P- Presentation Agenda P-1 P-1 14 Annexure Q-Quality and Performance Parameters Q-1 Q-4

15 Annexure S- Scope of Work S-1 S-22

16 Annexure U- Undertaking for Non Black-listing U-1 U-1 Total Number of Pages = 61


This Document has been published in the Month of Sept 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators/ Business Associates and ITI Limited only.

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( भारतसरकारकाउप�म ) ( A Govt. of India Undertaking ) क्षे�ीय कायार्लय Regional Office िवभूितखडं, गोमती नगर, लखनऊ VibhutiKhand, Gomti Nagar, Lucknow

CIN No : L32202KA195GOI000640 दरूभाष : 0522-2720301, 2720305 Phone : 0522-2720301, 2720305 फैक्स : 0522-2720302 Fax : 0522-2720302

ईमेल : [email protected] email : [email protected]

Reference /सन्दभर्: ITI/RO/LKO/2K16/IT/Tender/IHMS

Dated /�दनांक: 7thSept 2016

Subject:Notification for ‘Request for Proposal’

Invitation for Short-term “Tender” for identifying a suitable agency to help ITI in the implementation of ERP Project for Integrated Hospital Management System

ITI is looking for some reputed ERP/ICT System Integration Company having expertise in ERP implementation in the field of Health care Information/Management System in Govt domain for certain Government project which has already been awarded to ITI for further implementation.

Sealed Bids are invited from well-established and experienced Software Companies/System Integrators /ERP Implementers who could help ITI incarry forwarding the envisaged ERP project in NCR region.

Indian Companies may submit their Sealed Technical and FinancialBids under ‘2 Cover System’ for the same. It is a must for the bidders to meet the following Eligibility Criteria:

Sl No Eligibility Criteria 01. The Bidding entity must be at least 3 years old as on date of publication of this RFP notification. 02. The bidder should have experience inthe field of implementing at least 2nos of ERP projects where

Hospital Information/ Management/Health CareModules must have been implemented at some Government Hospital/University/Medical College in India.

03. The bidder(s) must have an Average Annual Turnover of minimum Rs 5Crs during last 3 fiscal years. Turnover of the Indian Venture/subsidiary Company will only be considered to ascertain the eligibility.

04. The Bidder must have their office in NCR 05. The Bidder must have at least 20 Engineers on their payroll to sustain the project activities. 06. The bidder must have the case specific Letter of Authorization’/Partnership certification from large

ERP Technology providers (OEMS) or should have its own ERP platform for Health-care sector. 07. The Bidding entity must have ISO 9001:2008/CMM Levelcertifications from the Quality Auditors

08. Must possess Expertise in the development/deployment of Web and Mobile Applications for Health Care Sector.

09. Experience in Portal Development/Health Care Content Management

Note:

1. In order to get the clarity of the scope of work / Terms-Conditions, the bidders are requested to go through the Specifications and other project related requirements carefully. An explicit understanding ofthe requirement is rather essential for arriving at commercial assessment by the prospective bidders.

2. The selected bidder has to play the role of a ‘System Integrator’ for Supply of Software Modules for ‘Integrated Hospital Management System’ and their implementation.

3. The selected agency has to enter in to an Agreement with ITI Limited to forge a case-specific business alliance (under sole investment business model) for arranging the requisite deliverables.

Continued on Page No----2/2

पंजीकृतएवंिनगिमतकायार्लय : आईटीआईभवन, दरूवाणीनगर, ब�गलूर560016 ,भारत , दरूभाष:+918025614466,फैक्स : +918025617525 Registered & Corporate Office : ITI Bhavan, Doorvani Nagar,Bangalore-560016, India, Phone:+918025614466,Fax:+918025617525

http://www.itiltd-india.com

�हदीभाषाअपनीभाषा Page | A-3

R O Lucknow

RFP Reference :ITI/RO/LKO/2K16/IT/Tender/IHMS Dated : 7th Sept 2016 33

Page No..2/2 The interested companies may collect the Scope of work* and Terms-conditions as per the details given below:

Sl No Address of the Designated office for EOI ITI Limited, Lucknow 01 Contact Persons for the Purchase of EoI Document. Shri A.S. Chauhan AEE (IT)

ShriAjeet Srivastava AEE (Marketing) 02 Address of the concerned Office ITI Limited,

Regional Office, TC-18,Vibhuti Khand, Gomti Nagar Lucknow-221060

03 Telephone Numbers 0522-2720301, 0522-2720305 04 Cost of the EOI document (Cash / or DD) Rs.1500/-(Rupees One Thousand Five Hundred

Only with Tax) 05 Earnest Money Deposit Rs. 500000/-(Rupees Five Lac only) in the shape

Bank Draft in the favour of ITI Limited at the time of submission of the Bid.

06 Due Date for the Sale/Submission of EoI 21st Sept 2016 (Wednesday) 07 Due Time for sale of EOI Document By 11: 00 Hrs on Due Date 08 Due Time for submission of EOI/ Proposal By 12: 30 Hrs on Due Date 09 Opening Time of EOI/ Proposal By 13: 00 Hrs on Due Date

In case of any clarification, please contact Sri D.S. Niranjan, Chief Manager-IT &HoD-e Governanceat 0522-2720301/ 09452295190 and email: [email protected].

As the above timelines are extremely important; any compromise on this account will not be accepted.

For ITI LIMITED

( Sanjay Jain) Deputy General Manager Mobile No : +91.9871886489 Email : [email protected]

पंजीकृतएवंिनगिमतकायार्लय : आईटीआईभवन, दरूवाणीनगर, ब�गलूर560016 ,भारत , दरूभाष:+918025614466,फैक्स : +918025617525 Registered & Corporate Office : ITI Bhavan, Doorvani Nagar,Bangalore-560016, India, Phone:+918025614466,Fax:+918025617525

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This Document has been published in the

Month of Sep 2016 by ITI Limited Lucknow.

The document is meant for prospective

Bidders/System Integrators and ITI Limited

only.

Page | B-1

Annexure-B

Bill of Material (BoM) for Integrated Hospital Management System

Description of Software Modules Quantity

Group-A Clinical Modules

Software Module for Medical Records 01

Software Module for Medical Record Tracking 01

Software Module for Patient Flow Management 01

Software Module for Operation Theatre Management 01

Group-B In /Out Patient Life Cycle Management

Software Module for Queue Management 01

Software Module for In Patient Reservation 01

Software Module for In Patient Admission 01

Software Module for In Patient Discharge 01

Software Module for Ward Management 01

Software Module for Referral Patient Management 01

Software Module for OPD Operations 01

Group C- Administrative

Software Module for Diet Module 01

Software Module for Roaster management 01

Software Module for Mobile Hospital 01

Software Module for Ambulance Module 01

Software Module for Patient Billing

Group D- Diagnostic Investigation Services 01

Video Picture Archiving and Communication System (VPACS) 01

Blood Bank Management System 01

Group E - Pharmacy Management

Software Module for Pharmacy Management 01

Group F- Auxiliary Services 01

Software Module for Telemedicine 01

Software Module for Library Management with RFID Integration 01

Group G- Modules for System Interconnection 01

Automation Software Module 01

Collaboration Suite 01

Database Management System 01





Month of Sept 2016 by ITI Limited Lucknow.



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Annexure-C Commercial/Financial Terms & Conditions:

01. Mobilization Advance:

No mobilization advance will be given to the Bidder/System Integrator.

02. Payment

The ITI shall ensure that the Bidder/System Integrator is paid towards the invoices against each

milestone of the project in time.

03. Payment Milestones:

(A) Supply of Software Modules:

75% at Supply of Software Modules for ‘Integrated Hospital Management System’

(B) SRS, Gap Analysis and Installation of Software

15% on completion of the process of Gap Analysis,Installation/ implementation and

satisfactory working of IHMS modules (to the satisfaction of ITI on the advice of its

consultant.

(C) Validation and Final Handholding

Remaining 10% at Validation of IHMS Software Modules by consultant/ITI and on

issuance of certificate to this effect on successful User Acceptance Testing (UAT) as

per SRS by the concerned official duly nominated by the Project Committee of ITI’s

client.

04. Taxes & Duties:

All applicable Taxes & Duties are inclusive in prices quoted in financial bid on the rates and

regulations prevailing at the time of submitting the bid. Any upward change in the prevailing

Government duties, Taxes, Levies etc., will not be payable until and unless agreed by ITI’s end

client.

05. Delivery &Customization Time:

The Gap analysis and SRS for all IHMS Modules shall be submitted within 30 working

days from date of placement of PO.

Delivery of the all IHMS Software Modules within 90 working days.

Implementation of all IHMS Modules, testing, training etc.within 45 working days.

Hand Holding and Hand over within 15 working days after Implementation.

06. Warranty

All Integrated Hospital Management Systemsoftware modules would have comprehensive

warranty of 12 Months from the date of handing over of the modules to ITI’s customer.








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07. Performance Guarantee

The SI shall furnish a Bank Guarantee of 10% value of the ITI’s client order having validity for

15 months from the date of signing of the agreement with ITI. The Guarantee will be required to be

submitted at the time of signing the agreement.

The proceeds of Performance Guarantee shall be payable to ITI as compensation for any loss

resulting from the SI’s failure to complete its obligation under the contract.

Without prejudice to its rights of any other remedy, ITI shall en-cash the Performance Security

Bond in case of any breach in terms & conditions of the agreement or in case of failure to rollout

the services as per the agreed schedule & parameters or failure to comply with the content related

laws including on part of the SI.

The performance security Bond will be discharged by ITI after completion of the SI’s performance

obligations under the contract.

08. Training:

The bidder will provide free of cost full module wise training to the concerned employees of the

ITI’s end client, as per the mutually agreed schedule.

09. Documentation:

The bidder shall provide the user manuals of the customized version of the ERP Software (IHMS),

operating manuals, warranty certificates and associated documentation regarding the ERP

deployed, to ITI’s end client on completion of acceptance of each module.

10. Design& Build IHMS Acceptance Testing

IHMS Software acceptance testing plan will be frozen at SRS Stage conforming within the scope

of work as per proposal and details of acceptance testing will be as laid down in Acceptance Test

Plan (ATP) after approval of SRS. This will be conducted at ITI’s end client premises.

i. The bidder will provide to ITI’s end client data entry formats and detailed guidelines,

for the preparation of data for different modules.

ii. Upon the customization of IHMSmodule as per SRS, the bidder shall certify in writing

to ITI that the IHMS module is ready for acceptance, and to this effect, the bidder shall

give ITI7 working days advance notice prior to the commencement of acceptance

testing, requiring designated representatives of ITI’s end client to observe and

participate in acceptance testing.

11. Handholding:

Deployment of a dedicated trained resident support engineers for a fixed period as per Warranty

and AMC obligations after the final implementation at ITI’s end client premises. The prime

responsibility of the support staff shall be to ensure that application remains accessible to the

identified users during normal working hours. Furthermore, the support staff shall also offer

immediate assistance to the users, whenever they face difficulty while working on the IHMS.








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However, this responsibility shall clearly exclude owing or assuming in any sense, data entry

services on behalf of the users of ITI’s end client. ITI’s end client users will operate the IHMS

themselves and the Handholding Staff shall provide functional or technical assistance, whenever

needed. The Handholding term may, nevertheless, be extended for a suitable period and in number

as per the rates prescribed in the proposal.

12. Project Monitoring

There shall be a project monitoring committee to be constituted jointly by M/s ITI Ltd., ITI’s

client, ITI’s Consultant andthe bidder/SI to ensure expeditious completion of the project/ solution

and for removal of bottlenecks in the execution of the project. A specific format of the review

meetings will be worked out. There would be working level review meeting on site on every

Monday of the week.

13. Post Warranty Support under Annual Maintenance/Annual Technical Support:

ITI may consider the award of Annual Technical Support Contract to SI for further period of 2

years.

During Annual Technical Support, the bidder shall also provide support for all bug fixation issues.

One qualified engineer will be stationed at ITI’s end client premises by the bidder during the

Annual Technical Support period. SLAs for the Annual Technical Support shall be mutually

agreed and signed off.

14. Liquidated Damages (Penalty for delayed execution):

In the event of bidder/SI failing to complete the task as per agreed schedule or within extended time

schedule, ITI may impose penalty and liquidated damages @1% (one percent) per week subject to

maximum of 10% of the total value of the ITI’s client order. The failure however should have been

resulted only due to reasons solely attributable to the bidder and wherein no act or omission of

ITI/ITI’s client contributed to such delay.

15. Force- Majeure

If at any time, during the continuance of the project, the performance of any obligation, in whole or

in part, by either party is prevented or delayed, by reason of war, orHostility, acts of the public

enemy, civic commotion, sabotage, Act of State or direction From Statutory Authority, explosion,

epidemic, quarantine restriction, strikes, fire,Floods, natural calamities or any act of God, neither

party shall, by reason of such event, be entitled to terminate the agreement, nor shall either party

have any such claims forDamages against the other, in respect of such non-performance or delay in

performance provided.



Annexure-D

Documents(required) to be submitted along with the Bid/Tender establishing the Eligibility of the Bidder:

The Bidder/System Integration (SI) to be eligible for technical qualification MUST enclose the following documents with the Tender:

1. Bid covering Letter on the Letter-Head of the Bidder Company indicating Name and Address of the Authorized Signatory (With Contact Telephone Numbers and email ID).

2. Name and Address of the proprietor (s)/ Directors of the Company (With Contact No. and Address).

3. Case –Specific Power of Attorney authorizing the bidder to submit the Tender on behalf of the Bidder/Consortium.

4. Consortium Agreement signed between all members of the consortium authorizing the Lead Bidder to submit the Tender and to exchange all correspondence with ITI with regard to this Tender notification.

5. Registration with registrar of the company including partnership deed or Article / Memorandum of Association etc of all consortium members.

6. Bid Security of required amount in form of Demand Draft/FDR. 7. Tender-Document Fee of required amount in form of Demand Draft/Copy of the Cash Receipt. 8. List of reputed clients (With full address and telephone Numbers). 9. The bidder shall furnish the particulars of the past performance with supporting documents

(Experience Certificate). 10. Technical Solution document with respect to technical specifications of the requirement and

Project Implementation Plan. 11. Declaration of Non-Black listing as per the enclosed format. 12. Turnover Certificate(s) /Audited Balance-sheets of the Bidder /All consortium members for last

three years. 13. Letter of Banker for Credit Limit or Solvency Certificate issued by the Banker for ascertaining

Investment Capacity. 14. Self-certified Statement of the bidder with regard to Mapping of Financial Resources for the

subject Project. 15. Self-certified Statement of the bidder showing Percentage of Indigenous Contents in the Solution 16. Valid Service TAX Registration Certificate. 17. Latest Income TAX returns along with copy of PAN card. 18. OEM’s Quality Certification. 19. List of Qualified Engineers to Support the Project. 20. Acceptance of the Terms and conditions of the Tender Document as per ITI’s requirement

mentioned in the Financial/Priced Part of the Tender document. 21. Integrity Pact /Non-Disclosure Agreement as per the attached format


This Document has been published in the Month of Sept 2016 by ITI Limited Lucknow. The document is meant for prospective Bidders/System Integrators and ITI Limited only.

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In case, the bidders do not submit any of the above mentioned papers/information along with RFP documents, his bid may be rejected and bid may not be considered for further evaluation. It is reiterated that any bid not fulfilling any of the essential requirements mentioned in this Tender document would be classified as “Technically Non- Qualified/Non-Responsive” and

Financial bids of such bidders will not be opened and subsequently returned to the bidder. No relaxation would be given to any bidder on any of these conditions.

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Month of Sept2016 by ITI Limited Lucknow.



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In case if any of the above Qualifying Criterion is not met, the Bid will be declared unresponsive

and the same will not be evaluated further.

Annexure-E

BIDDER’S QUALIFYING PARAMETERS

Sl No. Eligibility Parameter Metrics (Qualifying)

1. The bidder should have minimum experience of 3 years in the field of ERP

Implementation in Institutes / Hospitals.

3 Years

2. The bidder should have experience in the field of implementing at least 2nos

of ERP projects where Hospital Information/ Management/Health Care

Modules must have been implemented at some Government

Hospital/University/Medical College in India.

Must be there

3 Average Annual Turnover of the bidder(s) during last 3 fiscal years.

Turnover of the Indian Venture/subsidiary Company will only be considered to

ascertain the eligibility.

Rs5 Crores

4 The Bidder must have Support Centre in UP/NCR Must be there

5 The Bidder should have Engineers on their payroll to sustain the project activities. 20 Nos

6 The bidder must have the case specific Letter of Authorization’/Partnership

certification from large ERP Technology providers (OEMS) or should have its

own ERP platform for Education/Health-care sector.

Required

7 The Bidding entity must have ISO 9001:2008 / CMM Level certifications from the

Quality Auditors. Required

8 Must possess Expertise in Development/Deployment of Web and Mobile

Applications for Health Care Sector.

Required

9 Experience in Portal Development/Health Care Content Management Required

10 The Bidder should have expertise in JAVA / .NET technologies. Required

11 The Bidding entity should have investment capability. Rs1.25 Crores

12 Annual Profitability of the Bidder/Consortium during last financial Year Required

13 Project specific Financial Resources Mapping Rs1.25 Crores

14 No Black-listing of the Bidder ( Self Certification) Required


Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016






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Annexure-F Financial/Commercial/Priced-Bid Schedule-

Sl No Description of Software Modules Quantity Unit Unit

Price (in

Rupees)

Amount

(in

Rupees)

Supply of Software Modules

Group-A Clinical Modules A.1 Software Module for Medical Records 01

each

A.2 Software Module for Medical Record Tracking

A.3 Software Module for Patient Flow Management

A.4 Software Module for Operation Theatre Management


B1 Software Module for Queue Management 01

each

B2 Software Module for In Patient Reservation

B3 Software Module for In Patient Admission

B4 Software Module for In Patient Discharge

B5 Software Module for Ward Management

B6 Software Module for Referral Patient Management

B7 Software Module for OPD Operations


C1 Software Module for Diet Module 01

each

C2 Software Module for Roaster management

C3 Software Module for Mobile Hospital

C4 Software Module for Ambulance Module

C5 Software Module for Patient Billing

Group D- Diagnostic Investigation Services

D1 Video Picture Archiving and Communication System

(VPACS)

01

each

D2 Blood Bank Management System


E1 Software Module for Pharmacy Management 01 each

Group F- Auxiliary Services Modules

F1 Software Module for Telemedicine 01

each

F2 Software Module for Library Management with RFID

Integration


Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IIMS Dated: 7th Sep 2016






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Group G- Modules for System Interconnection

G1 Automation Software Module

G2 Collaboration Suite

G3 Database Management System

Total for Supply of Software =

Sales Tax/VAT on Supply of Software =

Sub Total 1=

Services : S1 Installation, Testing, Commissioning and

Handholding of the Software to make the entire IHMS

system functional as per requirement of ITI’s end

customer (in percentage of the cost of Software)

Lot (As per

requirement)

Lot

S2 Annual Technical Support (in percentage of the cost

of Software)

Lot (As per

requirement) Lot

Total for the Services =

Service Tax towards the above Services =

Sub Total 2=

Grand Total i.e Sub Total 1+ Sub Total 2 (Total Price) in Figures=

Grand Total (Total Price) in Words:

Note:

1. The Bidder has to quote the Financial Figures strictly as per the above format. Any imposition

of additional Terms-conditions will result in to the rejection of the Bid.

2. All Prices have to be quoted in Indian Rupees. The bidding in Dollar prices is not applicable.

3. The prices are to be quoted FOR Destination.

4. The Bidders are free to add any item essential to their solution. Such items would become part

of the commercial bid for ascertaining the lowest Commercial-Bid. The Bidders must not quote

any optional items to create ambiguity (either by way of design or ignorance) in the Bid.

5. The Grand Total will be considered to ascertain the ‘Lowest Rates (L-1)’.

6. Submission of Bid/Tender will be considered as a confirmation from the bidder that the Terms-

Conditions stipulated in the Tender have been fully understood and agreed.

7. Offers should not be quoted with any vague or indefinite expressions or bidder should not try to

qualify their bids in any manner not specified in the tender and all such offers would be treated

as vague offers and rejected accordingly.

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Annexure-G

Guidelines to the Bidders for Filling, Sealing and Submitting the Bids to ITI

Methodology of Filling of the Bid:

The bidders may take note of the following:

All Columns of the Tender Document should be filled with relevant details and no column should be left blank. The format of Financial Bid Form should not be changed in any manner. Addition/ deletion/ alteration of the text will automatically render the Bid invalid and therefore, will be summarily rejected.

Bids not received in the prescribed format along with the essential documents establishing the pre-qualification of the bidder shall not be entertained and rejected summarily. It is reiterated that the failure to furnish all the information required as per Tender Document or submission of the bids not substantially responsive to the Tender Document in every respect would result in rejection of the Bid (Tender).

All the pages of the tender document and Credentials/Certificates shall be duly signed by the bidder.

Bids not covering the entire scope shall be treated as incomplete and will be rejected

Methodology of Packing and Sealing of Bid Documents

Tender/Bid must be submitted in three covers:

Envelope-1 Super scribing ‘Pre-Qualification Bid” for a suitable agency to help ITI in the implementation of ERP Project for Integrated Hospital Management System against ITI’s Tender Reference ITI/RO/LKO/2K16/IT/Tender/IHMS Dated:7th Sept 2016

Envelope-2 Super scribing “Technical-Bid” for a suitable agency to help ITI in the implementation of ERP Project for Integrated Hospital Management System against ITI’s Tender Reference ITI/RO/LKO/2K16/IT/Tender/IHMS Dated:7th Sept 2016

Envelope-3 Super scribing “Financial(Priced)Bid” for a suitable agency to help ITI in the implementation of ERP Project for Integrated Hospital Management System against ITI’s Tender Reference ITI/RO/LKO/2K16/IT/Tender/IHMS Dated:7th Sept 2016

Envelope-4 A the envelopes (1,2 and 3) are in turn to be put in another i.e. Fourth envelope and this envelope should be superscripted prominently as “Bid” for a suitable agency to help ITI in the implementation of ERP Project for Integrated Hospital Management System against ITI’s Tender Reference ITI/RO/LKO/2K16/IT/Tender/IHMS Dated:7th Sept 2016

All the Four envelopes i.e. 1, 2, 3 and 4 are to be duly sealed. Seal means wax sealed or sealed with Transparent tape/Adhesive tape affixing with Company’s Stamp and the document should not be sealed merely with gum or stapler pin.

No indication of the Prices will be made in the Technical Bid. Tenders received without proper sealing are liable to be rejected. Incomplete Tender or Tender in which both technical Bid and Financial Bid are found in the same envelope is liable to be rejected.

Methodology of Submission of Bid (Tender):

The bidder has the option for sending the bid by registered post / courier or submitting the same in person, so as to ensure that the same are received in the specified office of ITI by the date and time



Page | G-1



indicated in this Tender Notification. ITI, however, shall not take any responsibility, whatsoever for any postal / courier delay.

Alternatively, the Bid/Tender in sealed condition should be dropped (in person) in the locked and sealed Tender Box kept at RO Head’s Secretariat area on the first Floor of ITI Bhawan located at the notified address.

The tender should be dropped/submitted latest by the specified time on the due date. Late/delayed offers shall not be opened/entertained under any circumstances. Fax / e-mail / Letter Heads Bids/ quotations shall not be accepted and shall be ignored / summarily rejected.

Methodology of Opening of the Bids

Tender box kept at the notified Location will be sealed at the notified Hours sharp on the due date. The designated committee of ITI will open the Prequalification and Technical bids (except the Price bid part, in the presence of bidder's representatives (Not more than two) who choose to attend the opening on the due date and time specified in the Tender Notification. Bidder's representatives shall sign a register as proof of their attendance.

In the event of the specified date for the opening of bids being declared a holiday for the Tenderer (ITI), the bids will be opened at the appointed time on the next working day.

Technical Bids and Financial Bids shall be opened separately. Prequalification and Technical Part of the Bids received will be opened on the due day and the sealed Financial Bids will be kept in the custody of the designated officer.

Please note that the Technical Part of the Bid will be opened at the time and date set for opening of Bids, of only those Bidders whose Prequalification Bid is found to be in acceptable form. The Prequalification Bids with Bid Security and Cost of bid document deficient in value and/or form will not be opened further and Bid envelopes of such Bidders will be returned unopened.

The Price Bid of the techno commercially responsive bidders shall be opened at a subsequent date for which the separate intimation will be sent and/or uploaded on website.

Bids not covering the entire scope shall be treated as incomplete and hence will be rejected

ITI further, reserves its right to reject any Bid which is not submitted according to the instructions stipulated above.

No correspondence in this regard will be entertained.

Preliminary Examination of Bids

The designated committee of ITI will examine the bids to determine whether they are complete and meet the Minimum Qualifying Requirements, whether any typographical or logical errors have been made, whether required sureties have been furnished, whether the documents have been properly signed / submitted, and whether the bids are generally in order. ITI may, at its discretion, waive any minor non conformity or any minor irregularity in an offer. This shall be binding on all vendors and ITI reserves the right for such waivers.

Preliminary Technical Evaluation



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The designated officers of ITI Limited will carry out a Preliminary evaluation of the bids previously determined to be substantially responsive in order to determine whether the technical aspects are in accordance with the requirements set forth in the bidding documents.

In order to reach such a determination, ITI’s committee will examine and compare the technical aspects of the bids on the basis of the information supplied by the bidders, taking into account the overall completeness and compliance with the Technical Specifications; deviations from the Technical Specifications, suitability of the goods offered in relation to the quality, functional and Techno-commercial requirements.

The bid that does not meet minimum acceptable standards of completeness, consistency and details will be rejected for non-responsiveness.

Clarification of Offers To assist in the scrutiny, evaluation and comparison of offers, ITI may, at its discretion, ask some or all vendors for clarification of their offer. The request for such clarifications and the response will necessarily be in writing. ITI has the right to disqualify the vendor whose clarification is found not suitable to it.

Canvassing of the Proposals From the time the Proposals are opened to the time the Contract is awarded, the bidders should not contact ITI on any matter related to its Pre-Qualification, Technical and/or Financial Proposal. Any effort by contenders to influence ITI in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the contenders Proposal.

Correction of Errors The errors /discrepancies in respect of the specified amount in Tender /Bid /Proposal Sheets for an individual item and/or sub-item and/or in the sub-total of a Bid /Proposal Sheet and/or in the Grand total of a Bid Proposal Sheet, either due to discrepancy between figures and words and/or simple arithmetical error while adding and/or multiplying and /or due to wrong extension of unit rates etc. the error will be rectified and computed by ITI as per the following method:

1. In case of discrepancy between figures and words the value specified in the words will be considered for computation.

2. The quoted Unit rates would be taken as reference for the calculation of the Total Bid value.

Representation with regard to the Evaluation of the Bids:

The technical bids would be evaluated by a duly constituted Committee of ITI Limited, whose decision would be generally taken as final, unless the aggrieved party establishes any Prima facie errors in the findings of the Committee. In such a situation, he may file presentation within 3 working days of receipt of decision from ITI Limited, duly listing the reasons / grounds. Such a representation would be considered at Senior Management Level of the Tendering Authority, whose decision would be final and binding on all the bidders.



Page | G-3



The bids of the qualified bidders will be evaluated on the basis of the financial quote submitted by the bidders. ITI reserves the right to reject any or all bids without assigning any reasons thereof. It shall not be obligatory for ITI to award the work only to the lowest bidder.

____________



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Annexure-I

(This is the format of Integrity Pact to be signed by the bidder with ITI in case the Bid of the bidder is found suitable for consideration.)

PRE-CONTRACT INTEGRITY PACT

GENERAL

This pre-bid pre-contract agreement (hereinafter called the Integrity Pact) is made on day of ………….... the month of …….. , between, ITI Limited, ITI Bhavan, Dooravaninagar, Bangalore – 560016, India, (hereinafter called the "BUYER", which expression shall mean and include, unless the context otherwise requires, his successors in office and assigns) of the First Part and M/s …………….……. (Address of the Bidder) (Hereinafter called the "BIDDER” which expression shall mean and include, unless the context otherwise requires, his successors and permitted assigns) of the Second Part.

WHEREAS the BUYER proposes to invite Tender for selection of Consultant and System integrator for a technical tie-up with ITI for providing ERP infrastructure in the state of Delhi and the BIDDER is willing to participate in the Tender as per the terms and conditions mentioned thereon;

WHEREAS the BIDDER is a private company/public company/Government undertaking/partnership company (strike off whichever is not applicable), constituted in accordance with the relevant law in the matter and the BUYER is a PSU under the Department of Telecommunications, Ministry of Communications & IT, Government of India.

NOW, THEREFORE,

To avoid all forms of corruption by following a system that is fair, transparent and free from any influence/prejudiced dealings prior to, during and subsequent to the currency of the contract to be entered into with a view to :-

Enabling the BUYER to select/ empanel a Consultant /System Integrator for implementing Two ERP projects in the State of Delhi through the Tender in a transparent and corruption free manner, and

Enabling BIDDERs to abstain from bribing or Indulging in any corrupt practice in order to secure the contract by providing assurance to them that their competitors will also abstain from bribing and other corrupt practices and the BUYER will commit to prevent corruption, in any form, by its officials by following transparent procedures.

The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:

1. Commitments of the BUYER



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1.1 The BUYER undertakes that no official of the BUYER, connected directly or indirectly with the contract, will demand, take a promise for or accept, directly or through intermediaries, any bribe, consideration, gift, reward, favour or any material or immaterial benefit or any other advantage from the BIDDER, either for themselves or for any person, 'organization or third party related to the contract in exchange for an advantage in the bidding process, bid evaluation, contracting or implementation process related to the contract.

1.2 The BUYER will during the pre-contract stage, treat all BIDDERs alike, and will provide to all BIDDERs the same information and will not provide any such information to any particular BIDDER which could afford an advantage to that particular BIDDER in comparison to other BIDDERs.

1.3 All the officials of the BUYER will report to the appropriate Government office any attempted or completed breaches of the above commitments as well as any substantial suspicion of such a breach.

2 In case any such preceding misconduct on the part of such official(s) is reported by the BIDDER to the BUYER with full and verifiable facts and the same is prima facie found to be correct by the BUYER, necessary disciplinary proceedings, or any other action as deemed fit, including criminal proceedings may be initiated by the BUYER and such a person shall be debarred from further dealings related to the contract process. In such a case while an enquiry is being conducted by the BUYER the proceedings under the contract would not be stalled.

3 Commitments of BIDDER

3.1 The BIDDER commits itself to take all measures necessary to prevent corrupt practices, unfair means and illegal activities during any stage of its bid or during any pre-contract or post-contract stage in order to secure the contractor in furtherance to secure it and in particular commit itself to the following: -

a) The BIDDER will not offer, directly or through intermediaries, any bribe, gift, consideration, reward, favor, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the BUYER, connected directly or indirectly with the bidding process, or to any person, organization or third party related to the contract in exchange for any advantage in the bidding, evaluation, contracting and implementation of the contract.

b) The BIDDER further undertakes that it has not given, offered or promised to give, directly or indirectly any bribe, gift, consideration, reward, favor, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the BUYER or otherwise in procuring the Contract or forbearing to do or having done any act in relation to the obtaining or, execution of the contract or any other contract with the Government for showing or forbearing to show favor or disfavor to any person in relation to the contract or any other contract with the



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Government.

c) BIDDERs shall disclose the name and address of agents and representatives and Indian BIDDERs shall disclose their foreign principals or associates.

d) BIDDERs shall disclose the payments to be made by them to agents/brokers or any other intermediary, in connection with this bid/contract.

e) The BIDDER further confirms and declares to the BUYER that the BIDDER is the original manufacturer/ integrator and has not engaged any individual or firm or company whether Indian or foreign to intercede, facilitate or in any way to recommend to the BUYER or any of its functionaries, whether officially or unofficially to the award of the contract to the BIDDER, nor has any amount been paid, promised or intended to be paid to any such individual, firm or company in respect of any such, intercession, facilitation or recommendation.

f) The BIDDER either while presenting the bid or during pre-contract negotiations or before signing the contract, shall 'disclose any payments he has made, is committed to or intends to make to officials of the BUYER or their· family members, agents, brokers or any other intermediaries in connection with the contract and the details of services agreed upon for such payments.

g) The BIDDER will not collude with other parties interested in the contract to impair the transparency, fairness and progress of the bidding process, bid evaluation, contracting and implementation of the contract.

h) The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair means and illegal activities.

i) The BIDDER shall not use improperly, for purposes of competition or personal gain, or pass on to others, any information provided by the BUYER as part of the business relationship, regarding plans, technical proposals and business details, including information contained in any electronic data carrier. The BIDDER also undertakes to exercise due and adequate care lest any such information is divulged.

j) The BIDDER commits to refrain from giving any complaint directly or through any other manner without supporting it with full and verifiable facts.

k) The BIDDER shall not instigate or cause to instigate any third person to commit any of the actions mentioned above.

l) If the BIDDER or any employee of the BIDDER or any person acting on behalf of the BIDDER, either directly or indirectly, is a relative of any of the officers of the BUYER, or alternatively, if any relative of an officer of the BUYER has financial interest/stake in the BIDDER's firm, the same shall be disclosed by the BIDDER at the time of filing of tender. The term 'relative' for this purpose would be as defined in Section 6 of the Companies Act 1956.



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m) The BIDDER shall not lend to or borrow any money from or enter into any monetary dealings or transactions, directly or indirectly, with any employee of the BUYER.

4 Previous Transgression

4.1 The BIDDER declares that no previous transgression occurred in the last three years immediately before signing of this Integrity Pact, with any other company in any country in respect of any 'corrupt practices envisaged hereunder or with any Public Sector Enterprise in India or any Government Department in India that could justify BIDDER's exclusion from the tender process.

The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be disqualified from the tender process or the contract, if already awarded, can be terminated for such reason.

5 Sanctions for Violations

5.1 Any breach of the aforesaid provisions by the BIDDER or anyone employed by it or acting on its behalf (whether with or without the knowledge of the BIDDER) shall entitle the BUYER to take all or any one of the following actions, wherever required:-

a) To immediately call off the pre contract negotiations without assigning any reason or giving any compensation to the BIDDER. However, the proceedings with the other BIDDER(s) would continue.

b) To immediately cancel the contract, if already signed, without giving any compensation to the BIDDER.

c) To cancel all or any other Contracts with the BIDDER. The BIDDER shall be liable to pay compensation for any loss or damage to the BUYER resulting from such cancellation/rescission.

d) To recover all sums paid in violation of this Pact by the BIDDER(s) to any middleman oragent or broker with a view to securing the contract.

5.2 The BUYER will be entitled to take all or any of the actions mentioned above, also on the Commission by the BIDDER or anyone employed by it or acting on its behalf (whether with or without the knowledge of the BIDDER), of an offence as defined in Chapter IX of the Indian Penal code, 1860 or Prevention of Corruption Act, 1988 or any other statute enacted for prevention of corruption.

5.3 The decision of the BUYER to the effect that a breach of the provisions of this Pact has been committed by the BIDDER shall be final and conclusive on the BIDDER. However, the BIDDER can approach the Independent Monitor(s) appointed for the purposes of this Pact.

6 Independent Monitors

6.1 The BUYER appoints Independent Monitor (hereinafter referred to as Monitor) for this Pact



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in consultation with the Central Vigilance Commission.

6.2 The task of the Monitor shall be to review independently and objectively, whether and to what extent the parties comply with the obligations under this Pact.

6.3 The Monitor shall not be subject to instructions by the representatives of the parties and perform their functions neutrally and independently.

6.4 Both the parties accept that the Monitor have the right to access all the documents relating to the project/procurement, including minutes of meetings.

6.5 As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he will so inform the Authority designated by the BUYER.

6.6 The BIDDER(s) accept(s) that the Monitor has the right to access without restriction to all Project documentation of the BUYER including that provided by the BIDDER. The BIDDER will also grant the Monitor, upon his request and demonstration of a valid interest, unrestricted and unconditional access to his project documentation. The Monitor shall be under contractual obligation to treat the information and documents of the BIDDER with confidentiality.

6.7 The BUYER will provide to the Monitor sufficient information about all meetings among the parties related to the Project provided such meetings could have an impact on the contractual relations between the parties. The parties will offer to the Monitor the option to participate in such meetings.

6.8 The Monitor will submit a written report to the designated Authority of BUYER within 8 to 10 weeks from the date of reference or intimation to him by the BUYER I BIDDER and, should the occasion arise, submit proposals for correcting problematic situations.

7 Facilitation of Investigation

7.1 In case of any allegation of violation of any provisions of this Pact or payment of commission, the BUYER or its agencies shall be entitled to examine all the documents including the Books of Accounts of the BIDDER and the BIDDER shall provide necessary information and documents in English and shall extend all possible help for the purpose of such examination.

8 Law and Place of Jurisdiction

8.1 This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the BUYER.

9 Other Legal Actions

9.1 The actions stipulated in this Integrity Pact are without prejudice to any other legal action that may follow in accordance with the provisions of the extant law in force relating to any civil or criminal proceedings.

10 Validity



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10.1 The validity of this Integrity Pact shall be from date of its signing and extend upto the contract period with the BUYER in case a contract is signed. In case BIDDER is unsuccessful, this Integrity Pact shall expire after six months from the date of the signing of the contract.

10.2 Should one or several provisions of this Pact turn out to be invalid, the remainder of this Pact shall remain valid. In this case, the parties will strive to come to an agreement to their original intentions.

11 The parties hereby sign this Integrity Pact.

BUYER BIDDER Name of the Officer. CHIEF EXECUTIVE OFFICER Designation M/s …. (Address) ITI Limited (address) Place: Place: Date: Date:

Witness: 1. ……….. 1. …………

2. ……….. 2. ………….



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Annexure-M

Allocation of Marks:

The selection of the Bidder as a System Integration agency for IHMS will depend upon the combined scoring of the Technical-Bid, Technical Presentation and the Financial Bid.

The allocation of marks viz-a-viz Bid Attributes are shown below:

Sr. No.

Bid Attributes Allocation of Marks

1 Technical Part of the bid 1.1 Technical Bid 550 1.2 Technical Presentation (after the opening of the Technical-Bid) 150 Maximum Marks of the Technical Section for Technical Rating (TR) 700

2 Financial Part of the bid 2.1 Maximum Marks of the Financial Section for Commercial Rating (CR) 300

Maximum Marks/Score 1000

TECHNICAL BID EVALUATION MATRIX

The technical evaluation for knowing the Technical Rating (TR) of the bids will be done strictly on the basis of Technical Score (TS) which would be computed as per the matrix shown below:

Sl No

Parameters Weightage in terms of Scoring Max. Score

1. Presence (duration in years) of the Bidder in the field of System Integration / IT / ICT/ ERP implementation

3 to 4 Years of Presence 10 25 4 to 6 Years of Presence 15 More than6 Years of Presence 25

2. Experience of the Bidder in providing ERP Services to at least 2 customers where Hospital Information/ Management/ Health Care Modules must have been implemented at some Government Hospital/University/Medical College in India.

Eligibility Criterion (Minimum experience)to 1.25 times of the Eligibility Criterion

50 100

1.25 times of the Minimum Experience to Twice the Eligibility Criterion

75

More than Twice the Eligibility Criterion

100

3. Organization and Ownership Status of the Bidder

Privately Owned /Partnership Firm

10 25

Private Limited Company 15 Public Ltd Company /Autonomous Body/PSU

25

4. Bidder’s Presence at the desired Locations Eligibility Criterion 15 25



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(Minimum)to 1.25 times of the Eligibility Criterion More than 1.25 times of the Eligibility Criterion

25

5. Bidder’s Average Annual Turnover during last three financial years

Eligibility Criterion (Minimum)to 1.25 times of the Eligibility Criterion

25 50

1.25 times of the Minimum to Twice the Eligibility Criterion

40

More than Twice the Eligibility 50 6. Bidder’s Mapping of Financial Resources

for the subject RFP, Eligibility Criterion (Minimum)to 1.25 times of the Eligibility Criterion

10 25


15


25

7.

Availability of Skilled Man-Power with the Bidder to Handle the Project

Eligibility Criterion (Minimum)to 1.25 times of the Eligibility Criterion

30 50


40


50

8. Quality Certification of the Bidder Minimum Eligibility Criterion 50 100

More than the Minimum Eligibility Criterion

100

9. Technical Solution, Project Implementation Plan,

Good 50 150 Very Good 100 Outstanding 150

MAXIMUM SCORE OF TECHNICAL BID= 550



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Annexure-N

Bid Evaluation Methodology:

ITI LIMITED

ITI Limited (ITI) is a Public Sector Undertaking which functions under the aegis of The Ministry of Communications and IT, Government of India. It follows all the financial and administrative rules and procedures put in place from time to time to conduct the business activities.

We are having Registered & Corporate Office at Bangalore and engaged in the business of Telecom / ICT project implementation, Supply of Hardware and Software and the related services.

OBJECTIVE

The objective of this Invitation for submission of bids against this RFP/Tender is to identify a suitable agency to help ITI in the implementation of ERP Project for Integrated Hospital Management System for an Institute of National repute located in North India where ITI has already been chosen as a main Agency to implement the ERP Projects.

The Bidder The selected bidder who is to play the role of a ‘System Integrator’ for ERP has to enter in to a contract with ITI Limited to forge a case-specific business alliance to provide the deliverables.

The prospective bidders are advised to study the RFP/Tender document carefully. Submission of your RFP/Tender shall be deemed to have been done after careful study and examination of the same with full understanding of its implications. Failure to furnish all information required in the Document or submission of an RFP/Tender not substantially responsive to it in every respect will be at the Bidder’s risk and may result in its outright rejection.

The Bidder shall bear all costs associated with the preparation and submission of its Bid, including cost of presentation for the purposes of clarification of the Bid, if so desired by ITI Limited. In no case, ITI would be responsible or liable for those costs, regardless of the conduct or outcome of the Tendering Process. ITI reserves the right, not an obligation, to carry out the capability assessment of the Bidder(s). This right inter alia includes seeking technical demonstrations, presentations and the site visits.

A ‘Prospective Bidder’ must possess the following basic qualities:

a. Willingness to sign agreement with ITI for addressing the end-customer’s requirements as per the terms and conditions.

b. The requisite technical experience, qualification and competence in the field of ERP applications.

c. Investment Capability. d. Ability to withstand the Business-Risk. e. Understanding of provisioning of appropriate type of Products/Solutions/Service offerings

best suited to the case-specific requirement.



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f. Arrangement of Warranty and Post Warranty Maintenance support. g. Backing of OEMs through Support Letters from the major OEMs. h. Adherence to Ethical Business Practices and Professionalism.

DEFINITIONS:

a ITI means M/s ITI Limited. b The Purchaser means ITI Ltd Lucknow. c The End-Customer means ITI’s Government customer. d SI means System Integrator or the Vendor who has to be selected for the Implementation of

the project. e The Bidder means the SI /Vendor or Consortium who submits this RFP/Tender. f The Deliverables means all the Systems (both Hardware and Software), Equipment,

Devices, Services related with the proper execution of the project as envisaged under the Order / Contract to be signed by the 'end-customer’.

g The Purchase Order means the order placed by ITI on the SI / Vendor. h The Contract Price means the price payable to the Supplier(s) / Vendor(s) under the

Purchase order for the full and proper performance of its contractual obligations. i Evaluation is a process of adjudging the RFP/Tender to the satisfaction of ITI. j ICT means “Information and Communication Technology” k LOI means “Letter of Intent”. l IPR means Intellectual Property Rights m OEM means Original Equipment Manufacturer n QCBS means Quality cum Cost Basis Selection where both Technical and Commercial

aspects of bidding are taken in to consideration o MOU means Memorandum of Understanding p EMD means Earnest Money Deposit /Bid Security

ELIGIBILITY CRITERIA:

The bidder must be a Registered Indian company or Consortium* led by an Indian Company. The Bidders are required to refer the ‘Annexure-E’ for the details of the eligibility criteria. The bidders shall submit necessary documentary proof (certified photocopies) showing that they meet the specified eligibility criteria (Please refer Annexure-D).

Considering the importance of the project as well as that of the end customer, it is very much desirable that the bidders have sufficient experience in the desired area.

The bidder must have not been declared black listed / ineligible to participate for bidding during last five financial years by any State / Central Govt / or PSU due to unsatisfactory performance, breach of general or specific instructions, corrupt or fraudulent or any other unethical business practices.

The date of Eligibility shall be Date of Publication of the RFP/Tender Notification.



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In case if any of the Qualifying Criterion is not met, the Bid / Tender will be declared unresponsive and the same will not be evaluated further.

*Constitution of Consortium:

1. The Lead Bidder of the Consortium has to be an Indian Company. The consortium may comprise of Max 3 companies (1 Lead Bidder and 2 members).

2. All the member firms of the Consortium shall jointly fulfill the Eligibility criteria as detailed in the RFP/Tender document.

3. The Lead Bidder of the Consortium can only submit the Bid (RFP/Tender) on behalf of the Consortium. The Bid may be signed by all the member firms of the Consortium. Alternatively, the bid may be signed by the Lead-Bidder. In such a case, the Power of Attorney from each member firm authorizing the Lead-Bidder to sign & submit the bid on behalf of individual member firms must accompany the Bid (RFP/Tender). However, other members of Consortium may participate in techno-commercial discussions/ meetings along with the Lead Bidder.

4. Original ink signed MOU between the Consortium member firms duly signed by the Chief Executive/Directors of the consortium member firms must be accompanied with the Bid.

5. The role and responsibility of each consortium member firm has to be annexed/ attached (in the Form of the Responsibility Matrix) with the MOU. MOU must also state that all member firms of the Consortium shall be jointly and severally responsible for discharging all obligations in case of award of Order/Contract.

6. The Bid Bond (Earnest Money Deposit) and Performance Guarantees can be submitted by any of the Consortium member firm on behalf of the Consortium.

7. All the correspondence will be done with the Lead Bidder and shall be binding on all the Member firms of the Consortium.

8. The payment shall be made by the Company only to the Lead Bidder (or ESCROW A/c of the Consortium if requested) towards fulfillment of Contract obligations.

GENERAL TERMS AND CONDITIONS

1. The Bidder(s) are required not to impose their own terms and conditions to the bid and if submitted, it will not be considered as forming part of their bids. The decision of ITI shall be final, conclusive and binding on the Bidder(s).In a nutshell, the Conditional Bid or Bid with deviations will be summarily rejected.

2. Only those who qualify the eligibility conditions would be considered for further evaluation.

3. The bidder is expected to go through the enclosed Document (Annexure-W) to have clarity on Scope of work. The bidders are to quote only fully compliant solution.

4. Any clarification issued by ITI in response to query raised by prospective bidders shall form an integral part of bid documents and it shall amount to an amendment of relevant clauses of the bid documents.



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5. A clause-by-clause compliance statement to all Sections of the RFP/Tender document is to be submitted in the Technical Bid, demonstrating substantial responsiveness. A bid without clause-by-clause compliance statement to all the sections of the RFP/Tender document including the Technical Specifications, Commercial Conditions, Special Conditions and the Annexures shall not be considered for evaluation and shall be summarily rejected.

6. The bidder has to consider the following major Cost Factors while arriving at a commercial decision:

• Direct Cost (requisite IT Hardware and Application Software) • Fiscal Cost • Logistic-Cost • Taxes/ Duties • Services and Administrative Cost • Training and Documentation Cost • Contingencies

7. Please note that if any document/authorization letter/testimonies are found fabricated /false/ fake, the bid (RFP/Tender) will be declared as disqualified and EMD will be forfeited. This may also lead to the black-listing of the bidder.

8. All the required documents to establish the bidder’s eligibility criteria should be enclosed with the original Tender (Technical-Bid) itself. The Bid/Tender will be evaluated on the basis of the documents enclosed with the Original Bid only. ITI will not enter into any correspondence with the bidder to get these certificates/ document subsequently. However it reserves its right to get them validated/verified at its own.

9. Due to any breach of any condition by the bidder, the Bid Security (EMD) submitted by the bidder may be forfeited at any stage whenever it is noticed and ITI will not pay any damage to the bidder or the concerned person. The bidder or/and the person will also be debarred for further participation in future RFP/Tender/Tenders.

10. The successful bidder bid security (EMD) will be discharged upon the bidder acceptance of ITI’s Order in due course of time and furnishing the Requisite Performance Security/Guarantee.

11. The bid security of the unsuccessful bidder will be returned/ discharged within 15 days of the opening of the Bids.

12. The bidder is required to enclose Notarized Copy of the Power of Attorney from its Directors/Top management which should indicate clearly the name of the signatory and title. Bidders must ensure that all the documents are sealed and signed by authorized signatory.

13. The Power of Attorney given to the Authorized Signatory should be submitted andexecuted on the non-judicial stamp paper of appropriate value as prevailing in the respective states(s) and the same be attested by a Notary public or registered before Sub-Registrar of the states(s) concerned.



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14. The proceeds of the performance security shall be payable to the Purchaser as compensation for any loss resulting from the supplier’s failure to complete its obligations under the contract (if signed).The performance security Bond will be discharged by the Purchaser after completion of the supplier’s performance obligations including any warranty obligations under the contract.

15. “DISCOUNT, if any, offered by the bidders shall not be considered unless specifically indicated in the price schedule.

16. ITI shall not be responsible for any postal delay about non-receipt / non-delivery of the bid/documents. This RFP/Tender Document is absolutely not transferable.

17. The bid submitted may be withdrawn or resubmitted before the expiry of the last date of submission by making a request in writing to ITI to this effect. No Bidder shall be allowed to withdraw the bid after the deadline for submission of the RFP/Tender.

18. It is further stressed that the cartel formation with other bidders would result in Disqualification of the Bidder.

19. ITI reserves the right to accept or reject any Tender/Bid partially or fully or annul the bidding process and reject all bids at any time prior to award of contract withoutassigning any reason thereof and without incurring any liability to the respondents. ITI Limited also reserves the right to withdraw this RFP/Tender, should it be necessary at any stage.

REJECTION CRITERIA The Tender/Bid will be rejected in case any one or more of the following conditions are observed:

1. Bids received without Proof of Purchase of RFP/Tender Document and EMD as per requirement.

2. Bids which are not substantially responsive to the Invitation for the Tender. 3. Incomplete or conditional RFP/Tender that does not fulfill all or any of the conditions as

specified in this document. 4. Inconsistencies in the information submitted. 5. Misrepresentations in the bid proposal or any supporting documentation. 6. Bid proposal received after the last date and time specified in this document. 7. Bids found in unsealed cover, corrections in the bids. 8. Unsigned bids, bids signed by unauthorized person (without a valid Power of Attorney. 9. Bids containing erasures or overwriting except as necessary to correct errors made by the

Bidder, in which case such corrections shall be authenticated by the person(s) signing the bid.

10. Bid shall remain valid for the specified period from the date of opening of RFP/Tender/Bid prescribed by the purchaser. A bid valid for a shorter period shall be rejected by the purchaser being non-responsive.



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BID EVALUATION PROCESS / METHODOLOGY

1. Prior to the detailed evaluation, ITI will determine the substantial responsiveness of each RFP/Tender/Bid to the RFP/Tender Document. For purpose of ascertaining the eligibility, a substantially responsive bid is one which confirms to all the terms and conditions of the RFP/Tender Document without deviations.

2. The purchaser’s determination of bid’s responsiveness shall be based on the contents of the bid itself without recourse to extrinsic evidence.

3. ITI may waive any minor infirmity or non-conformity or irregularity in the Bid /Tender which doesn’t constitute a material deviation, provided such waiver doesn’t prejudice or effect the relative ranking of any bidder

4. The Bids/Tenders submitted by the Bidders would be subjected to a well-defined and transparent evaluation process.

5. The Bidder(s) will be evaluated on QCBS (Quality cum Cost Basis Selection) System with a 70% weightage for Technical Bid and 30% for Commercial Bid.

6. A maximum of 700 marks will be allocated for the Technical Bid. The evaluation of functional and technical capabilities of the Bidders will be completed first as per the following process:

7. The technical proposals only will be subjected for evaluation at this stage. The Bidders scoring less than 350 marks (cut-off score) out of 700 marks in the technical evaluation shall not be short-listed for next stage of Financial-Bid evaluation process.

8. In case, more than three participating Bidders qualify on technical criteria and reach or exceed the cut-off score of 350, then ITI at its sole discretion may qualify maximum three (total) Bidders on the basis of the top three scores.

9. Only those Bidders who qualify as per the specified Eligibility Criteria shall be considered for technical evaluation in which scores will be awarded based upon the evaluation matrix given at Annexure-M. The bidders scoring at least 350 points in the technical evaluation shall be considered for further financial evaluation. However, weightage will be carried forward from technical qualification stage to financial bid evaluation.

10. The bids will be eventually evaluated on the basis of the vendor ratings which will be done on the basis of combined scoring of the Technical Bid (weighted) and Financial/Commercial bid.

11. ITI may, at its sole discretion, decide to seek more information from the Bidders in order to normalize the bids. However, the Bidders will be notified separately, if such normalization exercise as part of the technical evaluation is carried out.

12. The Bidders who are short-listed based upon technical criteria would be asked to make a presentation on their solution at Lucknow, at their own cost.

13. The Bidder getting the highest Vendor Rating (VR) shall be selected as a Vendor.



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Final Vendor Rating will be governed as per the following formula:

VR = TR + CR

Where VR is overall Vendor Rating

TR is Technical Rating CR is Commercial Rating

TECHNICAL RATING (TR) would be evaluated on the basis of the following formula:

TR = TECHNICAL SCORE

Where Technical Score would be calculated as per the Technical evaluation Matrix given at Annexure-M.

COMMERCIAL RATING (CR) would be evaluated on the basis of the following formula:

CR = 300 x COMMERCIAL SCORE (CS) Commercial Score (CS) Commercial Rating is based on Commercial Scoring (CS) of a particular bidder which will be worked out as per the Formula given below:

CS = LQ

AQ Where: AQ is Actual Quote of a particular Bidder under consideration. LQ is Lowest Quote of the Best Bidder

Note:

ITI reserves the right to reject any or all bids without assigning any reasons thereof. It shall not be obligatory for ITI to award the work only to the lowest bidder.



Page |N-7



Annexure-O Operation and Support Plan for ERP implementation:

Support Mission

The mission of ITI w.r.t. Service and Support is Total customer satisfaction through close interaction with our valued customer, users and the equipment manufacturers.

The goal should be to deliver tangible services by making the system knowledge and Problem solving technologies available when ITI’s Customer needs them most. The aim of the system is to extend the life and productivity of the supplied product and protecting Government’s assets and investments.

Service Parameters

We expect the services from the System Integrator on the following parameters:

• Response Time • Problem Resolution • Accuracy of Answers by Servicing Staff. • Overall Satisfaction to ITI’s Customer • Courtesy and Professionalism towards users

Remote problem diagnosis and support

The SI shall use electronic remote support tools to isolate the problem and facilitate the timely resolutions.

Onsite Support

For critical issues that cannot be resolved remotely, skilled and qualified/certified Customer Engineers are to be deployed to the site to trouble-shoot the ERP software to bring the same in to the operational condition.

Understanding of Service Levels The SI shall offer an integrated operation- support approach with built-in escalation for effective problem resolution. Level 1 is the Standard help desk support (Local/Remote), Level 2 is Advanced Technical Support at site and Level 3 is at Development Centres.

All three levels of expertise should be seamlessly integrated into a cohesive support team capable of responding to the user problems, system maintenance and enhancements in a timely and cost effective manner.

______________



Page |O-1



Annexure-P Technical Presentation

As Bidder’s clarity on the understanding of the requirements is a ‘Prudent Factor’ of the assessment of the capability of the prospective System Integrators, all bidders would be given an equal opportunity in a transparent manner to project their strengths. This Power-Point presentation will carry weightage in the Technical Bid (150 marks out of 700). The presentation would be agenda based where each aspect would be given due consideration. The presentation would be of 30 Minutes duration (Approx.)

The agenda of the presentation is given below:

Sr. No

Agenda Point of the Presentation Max Marks

Allocation of Marks

01 Understanding of Technical Requirements 150 50 02 Capabilities of the ERP Implementation Agency and the

Technology Partners 45

03 Project Implementation methodology including Resource Deployment

15

04 Challenges and concerns from the bidder’s perspective. 05 05 Expectations from ITI 05 06 Security aspects of Solution 10 07 Assessment for Internet Band Width for Administrative

functions on Cloud. 10

08 Warranty and Post-Warranty Support Methodology 10 Total 150

The Bidders are supposed to submit both ink-signed Hardcopy and Softcopy (in CD/DVD)of the presentation for further evaluation and records. The bidders would not be given further time-slot to revise/modify the presentation. The bidders may bring the product specialists and Project implementation team members along with Commercial managers to submit the spot clarifications if any.

The presentation would remain confidential and the details of one bidder shall not be shared with any other bidder by the Nodal agency.

The bidder shall intimate the Details of the Presentation Team members in advance to avoid any confusion at later stage.

The scoring of this presentation shall not be declared same day.



Page | P-1


Expression of Interest /Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IHMS Dated: 7th Sep 2016


This Document has been published in the Month of

Sept 2016 by ITI Limited Lucknow. The document

is meant for prospective Bidders/System

Integrators/ Business Associates and ITI Limited

only.

Page | Q-1

Annexure-Q

Performanceand Quality Requirements:

We understand that the Software Design is a creative process where the Design activities include

algorithm design, architectural design, system specifications, component design and data

structure design. We expect not only the customer friendly features from the ERP Platform but

also a very good Performance based User Experience.

As the intended ERP product is expected to be used for an extended period of time by the users

who may not be technically familiar with its internal design aspects and the detailed

specifications of the ERP product/platform, extensive interactions between the actual users of the

platform and the implementer would be required to firm up the requirements and product delivery

through a mutually agreed document.

All standard steps in implementing, commissioning, and ultimately tailoring the system to the

user requirements ( to the expected level of User Experience ) are to be taken at each phase of

Software life-cycles i.e Elaboration, Construction and Transition.

Since the good performance of Software is a derivative of a ‘Good-Design’, Procedural /

Architectural /Interface Design and set of Technologies all are very important. Performance

cannot be retrofitted; it must be designed into software from the beginning.

Besides functionality, the quality and performance attributes of the ERP platform are very crucial.

The ERP platform should comply with the following desired attributes:

Sl No Description of the

Desired Attributes

Metrics Compliance Remarks

Yes No

01 Functional/Object

Cohesion and

Coupling

Each component should

behave as a self-contained

entity (cohesive) and the

intended components /

modules should fit together to

function as an unified system.

The design should have

strength of the inter-

connections between various

system components for better

performance.

02 Compatibility The software should be able

to operate with other products

that are designed for

interoperability with another

product.








only.

Page | Q-2

The software should be

backward-compatible with an

older version of itself.

03 Scalability The software should adapt

well to increasing data or

number of users.

Presently the system must be

capable to cater up to 0.15

Million users

04 Concurrency/

Availability

The number of concurrent

users that the system is

expected to support at any

given moment should be at

least 20000.

05 Modifiability/

Maintainability

The software should provide

ease in the fixing of the bugs

and the accomplishment of

the functional modifications.

06 Extensibility It should have scope for

Seamless addition of the new

capabilities to the software

without major changes to the

underlying architecture.

07 Usability The software user interface

must be usable for its target

user/audience. Default values

for the parameters must be

chosen so that they are a good

choice for the majority of the

users.

The user interface designs

should be process oriented

and user need not to

remember the navigation path

to do the activities. On every

page contextual help should

also be available to the end

users to understand the

process and how to work on

the page.

It should have Smart Phone

compatible GUI design.








only.

Page | Q-3

08 Adaptability The system must be well-

documented and the

documentation should be up

to date so that change

Management becomes much

easier.

It should be possible to trace

the links between various

design components so that

change consequences can be

analyzed and implemented.

09 Portability The same software module

should function properly in

different environments.

The system should provide

WEB API Services which can

be easily consumed by

various technology platform

like JAVA, PHP etc and can

be used on various mobile

devices

10 Fault-tolerance The software should be

resistant to and able to

recover from component

failure.

11 Modularity The software should comprise

of the well-defined,

independent components

which leads to better

maintainability.

The individual components or

modules should be developed,

tested and implemented in

isolation before being

integrated to form a desired

ERP software system.

12 Reliability The software should be able

to perform a required function

under stated conditions for a

specified period of time.

13 Robustness /

Resilience

The software should be able

to operate under stress or

tolerate unpredictable or

invalid input.








only.

Page | Q-4

14 Security The software must be able to

withstand hostile acts and

influences and enjoy

immunity against the

following minimum web-

vulnerabilities: 1. Injection

2. Broken Authentication and

3. Session Management

4. Cross Site Scripting

5. Insecure Direct Object

6. References

7. Security Misconfiguration

8. Sensitive Data Exposure

9. Missing Function Level

Access Control

10. Cross Site Request Forgery

11. Using Components with

Known Vulnerabilities

12. Un-validated Redirects and

Forwards

15 Response time Server response time should

be 200 ms Max

Render response time should

be 150 ms Max

16 Code Efficiency/

Execution Time

The software should perform

its tasks within a user-

acceptable time. The software

does not consume too much

memory.

17 MIPS Speed of code in terms of

Millions of instructions per

second at which a system

functions

18 Bandwidth

Requirement in the

Cloud environment

Bandwidth requirement per

user should not be more than

256 Kbps in ideal conditions.

19 Testing It should comply with the

following Six Level Quality

Testing Mechanism: Production- Level Test

Developer Unit Test

Lead Test

Business Analyst Test

Support Test

Client UAT Test


Tender Reference : ITI/RO/LKO/2K16/IT/Tender/IHMS Dated: 7th

Sep 2016



Month of Sep 2016 by ITI Limited

Lucknow. The document is meant for

prospective Bidders/System Integrators

and ITI Limited only.

Page | S-1

Annexure-S

Introduction to Integrated Hospital Management System

The envisioned IHMS has to offer a feature rich, integrated, supportable and secure technological

We, ITI Ltd. have been awarded an ERP project by some upcoming Hospital of National

Importance which is essentially a Web enabled Integrated Hospital Management System hereafter

referred to as IHMS to manage the various functions of the Hospital with a vision to enhance the

overall efficiency. Some of the broad objectives of the envisaged ERP are:

To automate the entire process of the Hospital to provide health management services and a

paperless environment meant to serve the Patients and Staff of the Hospital.

Speedy information flow among different areas of Hospital for better Transparency,

reliability and time saving of the work Process.

To share and get the information optimally in a better way for efficient decision-making

with increased accountability.

Better and timely addressing of the grievances of the Patients and Employees.

To integrate the ERP solution with Audio, Video, Data, Mobile Systems with proper

Communication Interface

The proposed IHMS would be hosted in a dedicated captive Server Farm (mini data center) and 3rd

party data center for recovery of critical data in case of disaster.

Vision

The envisioned IHMS has to offer a feature rich, integrated, supportable and secure technological

environment that would provide Patients, Doctors, and Employees and associated agencies with

relevant Information on demand basis (any time/ place).

This environment may be categorized as follows:

Persistent – through an infrastructure that provides the facilities, security and support

structures that facilitates “always on” services

Transparent – through services that are integrated, easy to use and reliable

Dynamic – will remain relevant in line with technological advances

Borderless – accessible from anywhere, at any time and to anyone within prevailing

technology and security limits

Flexible – within agreed frameworks

Community based - to speed up the Process , research and administration activities

Project Description

The proposed implementation of IHMS is aimed at deriving benefits of ICT for the patient, doctor

and the administrators. Some of the benefits are being listed below



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Benefits to Patients and their Caretakers

Computerized Medical Record Retrieval

Preventive Healthcare advices

Appointments through web, phone and mobile

Availability of Physicians and Surgeons on demand.

Online access to patient health records in a secure way.

Computerized Prescription

Online referrals (internal)

Benefits to Administrators

Paperless Working

Optimum resource utilization

Online report Generation

Computerized scheduling of Doctors and Nursing Staff

ITI’s Customer is looking forward to implement the Integrated Hospital Management System

with the following features:

IHMS Functional Features

Online checking of status /availability of beds and doctors.

In-patient and Out-patient Registration

Medical Alerts Details

Appointment Scheduling (Patient / Doctor wise)

Doctor's Schedule Summary

Doctors Daily Schedule List

Patient Visit History

Medical Record Movements

Appointments for Radiology tests and Operation Theatre

Patient Visit Slip

Sponsorship Details

Patient Search with Various Search Strings

Patient Demographic Viewing

Previous Visit Details

Medical History of the Patient

Billing Details of Patient

Pharmacy stores configuration



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Drug issue to patients and billing

Maintenance of drug inventory

IHMS System Features

Multiple levels Security

Graphical User Interface

Online Help & User Manual

Web enabled

Voice transcription in VPACS

The system should facilitate creation of templates for capturing clinical assessment.

The system should facilitate creation of requirement specific discharge summary templates.

The system should store /retrieve the relevant data in near real time.

The system should complete the process of Registration, Discharge, Admission, OPD

billing in not more than 5 second.

The system shall support NABH requirements

The system shall support EMR/EHR guidelines and other guidelines etc. provided by the

hospital.

The application should have online updating of the transaction in to the Back office

Finance/Inventory

The application should have highly secure web interface for doctors and radiologists &

secure Application should protect the patient data

The application should have the Ability to create workflow (like forward for approval)

The System Integrator Information Technology firm shall adherence to all relevant e-

governance standards defined by Government of India (GOI) from time to time.

Functional requirements of Hospital Management and Information System

This section describes the functional requirements along with the services for the ERP modules and

sub modules:

Group-A Clinical Modules The clinical services take care of all critical clinical information that has a patient context and

ensures that proper care is delivered to the right patient at the right time by the right people. This

group of clinical modules would cover the following:

Software Module for Medical Records

Software Module for Medical Record Tracking

Software Module for Patient Flow Management

Software Module for Operation Theatre Management

The details of the modules are given below:

A.1 Electronic Medical Records



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This module is an integrated patient viewer that provides a cross-disciplinary where a patient-

focused view of clinical information resident in Clinical Data Repository is provided. The EMR

will provide access to information in the form of result data, text documents, scanned documents,

images and waveforms from interfaced allied systems and medical devices, as well as integrated

clinical systems. Foreign data, or pointers to data stored in external systems, will be resident in the

EMR.

The information will be displayed within tabs and sub-tabs for different types of data groups like

clinical summary, history, observations, etc.

The EMR will enable the physician access to all other applications relevant to their role through

this application. For example, physicians would be able to:

- View and update patient demographics

- Perform appointment scheduling of patients

- View appointment schedule lists

- Manage patient lists

- Manage problem lists

- Manage allergy information

- Manage care plans for a diagnosis and document the care outcomes

- Manage Orders from within the EMR Module

- Perform results review with ability to interface with LIS, RIS & VPACS

- View patient bill including settled and outstanding values

The module will have the following capabilities:

- Ability to capture SOAP (Subject Objective Assessment & Plan)

- Ability to capture diagnosis with codes and status

- Ability to automatically generate and present treatment and discharge summaries

- Ability to capture outcomes

- Ability to make entries that are classified as being Critical Care Data (CCD) that may be visible

to anyone – this information must be deemed to be critical for the survival of the patient and the

lack of which may contribute directly towards fatal consequences for the patient

- Ability to generate, preview and print treatment summaries in OPD and discharge summaries

The medical record includes a variety of types of "notes" entered over time by health care

professionals, recording observations and administration of drugs and therapies, orders for the

administration of drugs and therapies, test results, x-rays, reports, etc. of the hospital.

The information should be displayed within tabs and sub-tabs for different types of data groups

like clinical summary, history, observations, etc.

The Medical Record should enable the physician access all other applications relevant to their role

through this application.

A.2 Medical Record Tracking

Here admin should be able to track the complete prescription as well as diagnosis pertaining to a

particular patient. Admin should be able to handle the following:



Sep 2016







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record of individual patients with their details

the disease and diagnosis

the doctors and staffs allocated

the allotted rooms, medicine and other records

the admission to exit records

A.3 Patient Flow Management

Manage patient flow across all departments—from reception, through multiple treatment

stages, until the patient is released

It should handle the scheduling and support the relevant processes. The system should also be

integrated with any existing appointment scheduling process.

It should provide a simple User interface for doctors, medical and administrative staff.

It should enable queue management functions, interaction management and documentation,

statistics and alerts view.

It should allow authorized staff to view and edit patient details and interaction history

It should allow viewing online reports and statistics, and drilling down to see more detail and

analysis

It should allow alert notifications informing staff about exceptional events such as long waiting

times, urgent cases, and so forth

It should allow Automatic flow management.

It should allow enable multi-step processes to be predetermined initially and the resulting

transfer from one service to the next should enforced by the system

A.4 Operation Theatre Management

The Operation Theatre will be managed as an isolated operational area that has its own scheduling,

resource allocation, raising of appropriate alerts (non-availability of appointment slot, resource),

ability to enter procedure notes, manage inventory control both for the area as well as during

procedures (instruments and gauze counts), etc.

The various services under the OT Management module are given below:

- OT Scheduling

- Procedure Order sets

- Documentation

- Charging

This Module would automate the entire process of Operation Theater which includes equipment ,

doctors and nursing staff managing the Surgical Operation as per the requirement. This would

cover the following:

Reservation for a scheduled surgery

Team of Doctors/ Assistants involved in the operations

Consent Forms



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Single or Multiple Doctor/Assistants

Consultant Instructions for nursing staff and patients

Birth / Death Certificates

Bill Charges Posting (Surgery and Package Surgeries)


This group of Modules covers the following:

Software Module for Queue Management

Software Module for In Patient Reservation

Software Module for In Patient Admission

Software Module for In Patient Discharge

Software Module for Ward Management

Software Module for Referral Patient Management

Software Module for OPD Operations

B.1 Queue Management Module

In order to manage the Public entering the Hospital, the IHMS should make the visitors to be able

to view their number at particular service window and thus let’s people to have ease in getting

them served easily.

Users should be able to reserve their timings either by visiting the website, SMS or telephone.

Admin executive marks the detail in the IHMS software and thus person gets registered and he is

informed of the visit and service timings with counter number to report on time for getting

themselves diagnosed.

Technical Requirements

The system should be able to connect to 2 Separate token display units.

The system should manage queue in real time

The system GUI should have multi-lingual Support (English & Hindi).

The system should support single / multiple selection of service/s at the time of dispensing the

token.

The system should support the nested services under the services which can be selected by the

patient/operator.

In nested services/ multiple services, the system should automatically move as the next service

to the next counter immediately once the customer has finished with previous Service at the

previous counter.

The system should support generation of unique token number for the day & station.

The System should allow the administrator to modify the details to be printed on the token.

The system should provide generation of alphanumeric token numbers.

The system should be able to print the token in the language selected by the customer.



Sep 2016







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The system should have facility of displaying the token number to be serviced.

The status of the token should be displayed on the LED screen tokens and in an easy format.

The system should keep information of skipped token/s

Operator should be able to view the services aligned against his counter, upcoming token no.,

past token nos. serviced, tokens missed

Should have ability to service a customer out of turn.

Should have ability to invoke an idle counter by calling the next customer on the counter

through administrator access.

The system should be able to redirect / reassign between service to service,

Operator should be able to stop or pause operations. On pausing, the counter should not be

available to the scheduler for allocating a customer during this time

The system should allow system administrator to activate / deactivate services across the

counters.

Should have facility for user configurable form based data collection against each token

Admin should be able to define counters, i.e. which counters will do what services and what are

the timings of each counter

Admin should be able to add or reduce counters or change counter definitions on the fly and

token dispensations should change accordingly.

The system should allow system administrator to view the services available at any counter.

The system should allow system administrator to monitor the workload across the counters.

The system should be able to provide real time floor view to the admin and enable manager to

send message to underperforming counter.

B.2 In Patient Appointment and Reservation:

There needs to be an efficient, user friendly appointment/Reservation system to enable new and

follow-up appointments to be made rapidly for consultations and receiving services like

investigations etc. Additionally, there is a requirement to allow for any other hospital-wide

resource scheduling to be carried out, like, appointments for use of equipment or certain rooms or

Operating Theatres etc. The system will allow appointment scheduling to be performed at any

point of care within the hospital apart from reception.

All appointment related activities such as new appointments, cancellations, re-scheduling, wait-

lists, etc. must be possible.

The various services under the Appointment Scheduling module are given below:

Services

- Appointments Management

This would cover the complete appointment process for the IPD patient. It may follow the process

of examination of the patient before admission. It has to offer the following functionalities:

Creation of a unique Inpatient Record Number with a linkage to the Patient



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All billing for a particular patient will be linked to a particular Inpatient Number

Managing multiple admissions based on admission types like Package Patient, Credit Patient,

Cash Paying Patient, Multiple Tariffs etc.,

Admission request from Doctor Consultation

B.3 In Patient Admission

The Inpatient /OPD admission process has to create a Master Patient Index which manages the

records of all patients registered in the hospital through a unique patient identification number

(UPIN) and is generally demographic with some clinical and financial details. This centralized

reference information is accessible from any patient-related modules via ENCRYPTED interfaces

by authorized users. Typical locations where this module is to be used are the Receptions for

Outpatients / Inpatients / Accident & Emergency, Appointment and Booking Desks and other

departments for purposes of patient identification

The admission of a patient starts from the registration process. The admission module would

comprise the following functionalities:

Unit, Floor, Room & Bed Configuration

Bed Occupation Matrix

Admission and Bed Allocation

Payment Receipts

Medical Observation and Nursing Notes

Physician Order Entry

Laboratory & Radiology Investigations

Procedures and clinical services Requests

Patient Dues Report

B.4 In Patient Discharge

The Discharge summary data should include Hospital’s patient demographic information, along

with the following:

Diagnostic information

Line of treatment information

Details of the disposition

Patient Care Advices/ Precautions

Revisiting Schedule

Helpline Nos.related to the concerning Doctors for emergency situations

Billing Details and Payment Summary

B.5 Ward Management



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Here the Administration of the Hospital should be able to allot Rooms and manage the wards by

managing the ward booking calendar, mark room types - VIP, ICU, ICCU, O.T., Advance Booking

etc. The following are the main functions to be managed under the ward management:

Add new Ward to the Hospital

Delete the existing ward in the Hospital

Allot manager, Nurse, duty doctor, Warden and other Staff to the particular ward

Manage the Opening and closing time of particular wards

Manage the amenities of the ward

Bed and Ward Management

B.6 Referral Patient Management

The Referral patient management module of IHMS should facilitate the admin with following

functions:

Expedites pre-registration workflow by reducing wait times

Reduces lost orders that can impact hospital revenue

Makes orders available to all departments that need to reference them – simultaneously

Eliminates the need to make physical copies and distribute manually to multiple departments.

Improves customer service when the order is received—automatically begin scheduling,

preregistration, financial screening, insurance, and verifications

Distributes patient information to those who need it prior to the patient’s arrival

Enters orders and other documents automatically into the workflow distribution

Directs orders to pre-determined work queues for appropriate, immediate action

B.7 Out Patient Department (OPD)

OPD is the mirror of the hospital, which reflects the image of the hospital being the first point of

contact between the patient and the hospital staff. The OPD Module should cover the following

activities:

OPD Appointments

OPD Registrations

OPD Charges

Medical Observations

Consultant wise OPD

Case wise/ Department wise OPD

Patient Information Confidentiality

Procedures and clinical services Requests

Drug Prescriptions




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Though the administrative functions cover lot many activities but for the time being only following

four activities are to be covered:

Software Module for Diet Module

Software Module for Roaster management

Software Module for Mobile Hospital

Software Module for Ambulance Module

Software Module for Patient Billing

C.1 Dietary Module

The dietary module will assist the hospital kitchen in providing meals to inpatients as per the

instructions of the dietician. The module facilitates the dietician to prescribe a diet as instructed by

the physician to any given patient. The module also allows the maintenance of meal scheduling,

customizing meals as per patient needs and recording of individual meal orders.

For each day, based on the bed occupancy and the type of meal scheduled for the patient, a list of

items to be prepared should be generated and ordered to the hospital kitchen.

Here with help of dieticians, admin should be able to manage the diet for patients with following

functionalities:

Provision to categorize food item into groups for ease of recommendation

The calorie count as well as the nutritional information of all food items should be captured

Facility to capture recipes of food items and proportionate quantities of the ingredients used to

prepare a meal

Dietician should be able to create day wise meal plans for breakfast, lunch and dinner

individually and schedule the same for any period from the application

Highly implementable meal plan. The dieticians should be able to modify meal plans as

required and schedule the same for subsequent days.

Provision to monitor the Hygiene in the Kitchen and Food Distribution System.

C.2 Roster Management

The Detail for each employee – Doctors / Nursing Staff / Support Staff / Admin Staff etc. should

be maintained in the ERP solution with scans of Images/ Important Certificates/ Documents/

License etc. stored in Software and available at click of mouse. The Roaster Management would

keep track on the following activities:

Availability of Days and Timing for a particular type of officials.

Allocation of Work Stations, Bed duty and Departments should be assigned through the

solution to the employees with time schedule. The advance scheduling of Off-Days and Night

duty under the administrative control should also be included.

Daily Attendance (In Time/Out Time) should be maintained and Salary Slip generated from the

solution itself based on attendance.

There should be approval system and once approved Vouchers will be generated automatically



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C-3 Mobile Hospital Management System

Admin should be able to allot the timetable and the schedule for the mobile Van visit carrying

particular doctors, supporting staffs and else with equipment to visit the remote locations.

C-4. Ambulance Module

The fleet of available ambulances for the mobilization of patients and their care takers and nursing

staff has to be managed through this module. The major activities to be covered are the following:

Normal Care/Critical Care Services

Scheduling of Ambulances

Driver Duty Rota

Accompanying Doctor’s Duty Rota

Tariff Management

Daily Running statistics of Ambulances

Scheduling maintenance of Ambulances

Managing Emergency facilities provided in the ambulance

C-5. Software Module for Patient Billing

The Billing module will interact with all relevant modules to provide an extract the billing

information from Registration to final discharge. The billing aspect would cover the following:

Software Module for Inpatient Billing

Software Module for Outpatient Billing

Group-D Diagnostic Investigation Services

The Diagnostic and Investigation Services take care of all system critical information related to

investigations that has a patient context. It ensures that proper care is delivered to the right patient

by the right people after proper evaluation and assessment of the patient’s condition that can only

be ascertained through investigations carried out in specialized laboratories and units and reporting

them to the care provider to as high degree of accuracy as is possible under the current

circumstances. Initially these services would cover the following two modules

Video Picture Archiving and Communication System (VPACS)

Blood Bank Management System

D1. Video Picture Archiving and Communication System (VPACS)

The module should provide the facility of Video Picture Archiving & Communications Systems

(VPACS).The system will be able to seamlessly handle inbound and outbound ENCRYPTED

messages from any system that has similar capabilities.

The system will be DICOM 3.0 compliant. The system should provide facility so that the

application is to be web-enabled. This would have the following features:



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Allows to view DICOM images with full-quality, non-compressed images over any type of

network connection

Should have an ability to manage images from various medical imaging instruments such as

ultrasound, magnetic resonance, positron tomography, endoscopy, mammograms radiography

and many more

System and Technical Requirements for VPACS - The system will be web-enabled

- The system will be able to seamlessly handle inbound and outbound ENCRYPTED messages

from any system that has similar capabilities

- The system should store all data

- The system should populate all data

- The system should make the pre-set/pre-formatted reports available after request

- The system should allow all DICOM digital images to be available for viewing and manipulation

- VPACS for radiology and radiotherapy should be integrated and dicom enabled

- VPACS should be incorporated with VNA (Vendor Neutral Archive)

- It should be accessible through the internet

- Data on one click should appear in readable mode

- The system should be enable for tele radiology (VPACS server should have static IP)

- System should be truly web based

- It should be compatible with mobile application

- Any image can be seen anywhere within a hospital

- The system uptime in non-critical areas

- The system uptime in critical areas

- Easily Deployable with simple web based interface.

- Multimodality connectivity, advanced work list, image processing tools

- Archiving, Reports.

- CD /DVD writing support with embedded DICOM viewer

- Search criterion on various parameters like Patient ID, Name, Date, Referring Physicians etc.

- The application should have streaming technology for facilitating faster viewing of the images

over the net (for VPACS)

- Web based image viewer operated directly from the browser.

- Compressed image support for faster downloads.

- Prefetching option to download priors automatically reducing waiting time for the radiologists.

- Ability to load different studies, side by side for comparison.

- Multiple monitor support allowing the radiologist to review images, Work list and reports

together.

- VPACS Solution should be truly web based with all features like CD/DVD Writing, Film



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printing, Image viewer and Reporting module available through browser from any station. - It

should be possible to import images from external CD/DVD directly into the system without any

external software/workstation.

- VPACS Solution should support image viewing from Tabs

- Report text search engine should be available

- Should support DICOM MWL integration with all modalities

- Roaming profile – user definable settings

- Should be possible to edit the DICOM information of images

- It should be possible to create an image library of interesting cases with keywords

- It should support scanning of documents and attach as DICOM files

- IT dashboard should be available.

- The system should be able to take voice response while processing diagnostics reports and

convert the same into word format.

D2. Blood Bank Management System

The Blood Bank Management System module will cater for the management of all donor records,

bloodstock, laboratory, inventory and patient-related operations for Blood Bank.

The system would interface with the Inventory Control and Patient Billing, applications to update

the consumption details directly.

The various services under the Blood Bank Management System module are given below:

Blood Camp Management and Reporting

Donor Management

Donor test result and reports

Blood Components Management

Blood Inventory Management

Billings

Blood Camp Management and Reporting

This should provide recording of details of camp duration, location, allocated staff, and details of

facilities available in the camp venue

Donor Management, test and reports

The details of the donors and their Reports should be provided filtering over many factors like

Blood Group, gender, area, blood Camp, date of donation, donor type etc. The system should

provide link for easy edit or adding details for various sections of the donor form

Blood Inventory Management

Management of the Inventory should be done through the Software for the future allocation and

match emergency requirements.



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The Pharmacy Management System will take care of all drugs-related and other disposable items

that have a definite expiry date.

The system will maintain balances and a transaction history for each medication item including

cost and suppliers

Here admin should be able to manage the following:

Manage medicines

Manage the list , quantity and supplier company

Set Manufacturers list and contact details

Select units and quantity dispatch

Manage Bills and reports

Set alert for medicine expiry

Manage requisition

Group F- Auxiliary Services

Though there are several auxiliary services envisaged to be provided by the hospital, for the time

being only the following two aspects would be covered

Software Module for Telemedicine

Software Module for Library Management with RFID Integration

F1. Telemedicine Module

The software module of the Telemedicine facility would be an integral part of IHMS. In this

module the admin should be able to manage the patients at remote locations and allot particular

consultants /physicians /doctors as per availability for particular disease on standard telemedicine

hardware platform (not to be provided by the bidder).

The Distant Patients should receive care from doctors or specialists far away without the patient

having to travel to visit them. Telemedicine Module should allow healthcare professionals in

multiple locations to share information and discuss patient issues as if they were in the same place.

The intended system has to provide the following services

Primary care and specialist referral services which involve a primary care or allied health

professional providing a consultation with a patient or a specialist assisting the primary care

physician in rendering a diagnosis. This may involve the use of live interactive video or the use

of store and forward transmission of diagnostic images, vital signs and/or video clips along

with patient data for later review.

Remote patient monitoring, including home telehealth, uses devices to remotely collect and

send data to a home health agency or a remote diagnostic testing facility (RDTF) for

interpretation. Such applications might include a specific vital sign, such as blood glucose or



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heart ECG or a variety of indicators for homebound patients. Such services can be used to

supplement the use of visiting nurses.

Medical education provides continuing medical education credits for health professionals and

special medical education seminars for targeted groups in remote locations.

F2. Library Management with RFID Integration

The module should allow cataloguing with bibliographical information as well as support

information enabling retrieval of books, periodicals and Journals.

The purpose of Automation of Library Management system is to automate, manage and look after

the overall processing of Library. The solution should be capable of managing Book Issue, Book

returns, Magazine / Newspaper subscriptions, calculating / managing fines and generating various

reports for Records, Book Inventory and theft detection. It should also provide the self-check

out/in.

Library Management system should efficiently manage libraries, provides the ease of use and

convenience to the users as well as librarians. System should be RFID enabled technology based to

cater all the requirements of the Hospital.

The following are Salient features of the Library Management System:

Centralized database for student and staff

Identification of books by unique ID using RFID tags.

Manual and Automated issue/return of book facility.

Report of all transactional details.

Self-Check out/In with receipt.

Automatic calculation of the Fine and payment.

Application should be web based.

Other features as per the requirement of the Hospital

Group G- Modules for System Interconnection

This group would cover three essential Modules which do not have direct interface with the users

however they are very important for the overall efficiency of the ERP System. The following

Interconnection modules are required for the proper functioning of the overall system:

Automation Software Module

Collaboration Suite

Database Management System

G1. Automation Software Module:

The software is intended to be designed to integrate the functioning of the Hospital by using the

above mentioned Software Modules and should have ample scope to integrate other futuristic

software and third party applications seamlessly. The Technical Log management and Compliance

functions would also be handled by this module.



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This Module should take care of the following functionalities:

Dynamic Database and Application Backup asp per schedule:

User Logs:

G2. Collaboration Suite:

The IHMS software should allow the hospital to share and manage information and knowledge

through Mail and Messaging to get the job done in the desired manner.

For this purpose the SMS Packs and Mail packages would be purchased by the end client of ITI

and SMS gateway API would also be provided for integration.

Through the SMS API interface and SMTP details provided by the client, the System Integrator

should be able to integrate the same in the web enabled environment to allow the in-hospital users

(users belonging to the hospital e.g. doctors, pharmacist, lab technicians, receptionist etc.) to use

the mail and messaging service.

User Management (authentication is the key component of the Collaboration Suit. Flexible and fine grained user and role management should Control the ability for users in a

specific role to view, edit, add, or delete content.

G3. Database Management System:

Database Management System Module should be able to easily integrate and manage the different

databases. Using its built-in features, the following functionalities should be achieved:

Manage users and roles:

Manage database : Create ,edit, delete records over the databases

Export and import database schema and data

View, create and edit stored procedures

Other General features of IHMS

Audit Trail – the data once entered should not be changed without proper permissions. If any

changes are made, then full audit trail information related to the date and time of user login and

logout, data entered, data modified, data viewed etc. has to be kept to keep track of what changes

have been made by whom and when. Provision to modify/cancel all transactions (with their

transaction details in audit trail) by only authorized officials should also be there.

Alerts – Provision to define configurable alerts for every critical event should be available along

with capability to send these alerts to the concerned officials on their mobile phones (including

SMS) / e-mails should be available. In-built automatic alerts, wherever appropriate, shall be

incorporated.

Reports – All reports should be available for downloading in Excel and PDF format to authorized

users.



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Validation – Each input field shall be properly validated before the acceptance of input according

to the type and range of the input. In-built validation checks for each field should be available to

avoid invalid data entry.

Policies implementation

All policies of the customer (functional/administrative) should be implementable in terms of

parameters.

The system should have Ability to access processes of any module/sub-module wherever required

and in whichever module as per the customer functionalities.

Onsite Training

Regular onsite training has to be provided to respective users of all modules during implementation

till handling over of the system to Client. The Helpdesk services are to be provided. Helpdesk

services should include problem resolution to the level of the end user’s desk.

Data backup and retrieval facility

The system should provide an Easy and customized data backup and retrieval facility.

Documentation Documentation in respect of all sub-modules (general user manuals and admin user manuals) is to

be provided after implementation/acceptance of each of the sub-modules and implementation of

amendments in the sub-module. The manuals should also include instruction manuals.

The Documentation shall include User manuals, Administration manuals detailing out all IHMS

administrative activities from the point of view of IHMS’s Installation procedure, Configuration,

Backup and Recovery, Security policy, Access policy etc.

Hospital’s Website / e-portal

The bidder has to develop/Revamp Website of the Hospital.

The hospital’s website is to be used for projecting the organization worldwide and provides the

information about Hospital for various services and facilities. Website shall contain information

but not limited to the followings:

- Details about the Hospital infrastructure

- Various facilities and services like Emergency, Blood Bank, CT-Scan, MRI, ICU etc.

- Departments

- Appointment booking for Consulting doctors in OPD/IPD

- Appointment cancellation / re-scheduling

- Reminder via e-mail, SMS etc.

- Health related news and tips

- Course and training program organize by Hospital

- Other information and functionality to be covered as per the requirement of the hospital

Hospital’s website shall contain all the guidelines issued by the customer for Hospital’s website

such as-

- Details of Medical Supt. Including their name, qualification complete address with telephone and

STD code, fax and email etc.



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- Any research publication during the last one year.

- Details of any programs, conferences and/or any academic activities conducted by the institution.

- Details of any awards and achievement received by the Medical Students or faculty.

- Details of clinical material in the hospital.

Completeness of the system

In addition to the above, any other functionality to be added & customized as per the requirements

of the hospital. Integration with the other system like IHMS and Library Management System etc.

shall be done as per the requirement of the hospital.

Quality Assurance

Software Quality activities are to be conducted throughout the project life cycle to provide

objective insight into the maturity and quality of the software processes and associated work

products. The Project Manager and QA team of the ERP implementer would be responsible for

planning and implementing a Software Quality Program for all software. This entails providing

sufficient resources, training staff, managing work products, and monitoring and controlling the

program for continuous process improvement.

Scope A scope of quality plan is to assure the final deliverable satisfies the customer.

Elements of a scope quality plan include:

• Customer acceptance criteria defined

• Customer (user) requirements defined & prioritized

• Scope description

• Scope boundaries defined

• A table of reviews and/or approvals of key deliverables

• Internal customer acceptance criteria defined



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Schedule of schedule of the QA

The schedule of the QA activities for the duration of the project may include, but are not limited to,

the following:

• Identify Standards and Guidelines

• Evaluate Software Tools

• Evaluate Facilities

• Evaluate Software Products Review Process

• Evaluate Project Planning, Tracking, and Oversight Processes

• Evaluate Requirements Analysis Process

• Evaluate Design Process

• Evaluate Integration Testing Process

• Evaluate Acceptance Testing Process

• Evaluate Release Process

• Evaluate the Corrective Action Process

• Evaluate Media Certification Process

• Certify Non-deliverable Software

• Evaluate Storage and Handling Process

• Evaluate Deviations and Waivers Process

• Evaluate Configuration Management Process

• Evaluate Software Development Library Control Process

• Evaluate Non-developmental Software

• Perform Configuration Audits



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System Documentation

Initiate Phase • Needs Statement

• Project Plan (initial)

Define Phase • System Support and Acquisition Plan (initial)

• Functional Requirements Document

• Data Requirements Document

• System Security and Privacy Plan

• Internal Audit Plan

• Project Plan (updated)

Design Phase • System/Subsystem Specifications

• Database Specifications

• Program Specifications

• System Support and Acquisition Plan (final)

• Validation, Verification, and Testing Plan (initial)

• Training Plan (initial)


Build Phase Installation and Conversion Plan (initial)

• Test Plan

• User’s Manual

• Operations Manual

• Maintenance Manual

• Validation, Verification, and Testing Plan (final)

• Training Plan (final)


Evaluate Phase • Test Results and Evaluation Reports

• Installation and Conversion Plan (final)


Operate Phase • Pilot Test Results

• Training Material


Lifecycle Reviews



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Identify the types of SDM associated lifecycle or non-lifecycle reviews that will be conducted

within each project lifecycle phase. Include a schedule of reviews and include how the results of

each review will be used on the project

• Requirements Review

• Preliminary Design Review

• Specification Review

• Design Review

• Critical Design Review

• Test Readiness Review

• Formal Qualification Review

• Production Readiness Review

• Acceptance Test Review

• Post-Implementation Review

Testing

The ERP implementer has to identify the roles and responsibilities of the QA function in relation to

testing throughout the various stages of the project. These include but are not limited to:

• Unit testing

• System testing

• Integration testing

• Regression testing

• Acceptance testing

Requirements Study /Gap Analysis

The Objective is to gather and analyze the requirements for development of the solution

This phase will have the following activities:

System Study and Gap Analysis

Study the workflow and functional requirements of the hospital

Estimate the exact customization effort & costs depending upon the requirements.

Present the Gap Analysis report and detailed findings as part of Gap Analysis Document

(GAD) Obtain sign off for GAD and agreement on the customization effort.

Prepare a detailed project plan for executing the project

Finalize the project reporting and project monitoring procedures

Finalize the training schedule and training participants along with the customer team

Prepare the Design Document (in case of enhancements)

Customization of IHMS modules

Prepare Unit Test plans (UTPs) and System Test Plans (STPs)

Tasks & Responsibilities:

The ERP System Integrator will have to do the following activities:

Project Plan Phase wise and Maintain continuous status updating



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Conduct Users Interviews

Study & Analyze Existing Processes/System

Prepare Draft SRS

Incorporate feedback in SRS

Submit final SRS for Approval

Acceptance Testing & Training (On Site)

Here the Objective is to perform Testing for Acceptance of Application Software on one month

data and Train Users. This activity will be performed On Site. Client will accept the Application

System as per the Acceptance Test Plans prepared. The training to users will also be provided.

Following Activities will be performed in this Phase:

Creation of Test Environment at Client Site

Change Request Forms

Reporting of Errors/Bugs

Rectification of Errors/Bugs

Hand over the application

Corrective and Preventive Action Report

Obtain Client Acceptance Certificate

Obtain implementation sign off

Training on effective usage of Application System.

Application System Administration Training.

Preparation of User Manual

Project Closure Report

Handholding

The Objective is to support the accepted software.

The phase will be performed at Client site for a time period specified according to the project

requirements. The scope, activities and roles & responsibilities are decided during Requirements

Study Phase.

Warranty & Support (Off-site)

After implementation, Off-site warranty and support will be provided for 12 months. During

warranty only bugs will be fixed. Any further changes/enhancements to the application will be

estimated and charged extra.



Annexure-U

FORMAT FOR NON BLACL-LISTING

(To be furnished on the Bidder company’s Letter-Head)

Undertaking for Non Black-listing Certified that We M/s have not been ‘Black-listed’ by any Government Department / organizations, in the last 5 years for defective /deficient service or any such reason related to Business Conduct.

It is also declared that none of the Consortium member has been declared as “Black-listed” by any Government entity in the last 5 years. Signatures of the bidder



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