tamilnadu medical services corporation limited · application software, revamping of hms / mis...

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TAMILNADU MEDICAL SERVICES CORPORATION LIMITED

417 Pantheon Road, Egmore, Chennai - 8 Website : http ://tnmsc.tn.nic.in www.tnmsc.com

E-mail: [email protected], [email protected], [email protected].

BID REFERENCE:

111/HMIS/SI/TNMSC/ENGG/2017 dt. 06.05.2017

TENDER FOR SELECTION OF A SYSTEM INTEGRATOR FOR HMIS

TO REVAMP HMS AND MIS, DEVELOP MOBILE APP,

CMS PERFORMANCE TUNING WITH ENHANCEMENT &

MAINTENANCE OF HMIS ETC.

LAST DATE OF RECEIPT OF TENDER: 06.06.2017 at 2.30 PM

NOT TRANSFERABLE

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ABSTRACT

Sl. No. Description Page No.

I. Invitation of Bids & Instruction to Bidders – Volume I 3

II. Detailed Scope of Work – Volume II 95

III. Master Service Agreement, Service Level Agreement & Non-Disclosure Agreement – Volume III

154

IV List of Abbreviations & Glossary of Terms 229

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VOLUME - I

Invitation for Bids, Instruction to Bidders

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TAMILNADU MEDICAL SERVICES CORP. LTD.,

417, PANTHEON ROAD,

EGMORE, CHENNAI 600 008.

Telephones: (044) 28191890 / 28190259

E-mail: [email protected]; [email protected]; [email protected]

Web site:www.tnmsc.com

TENDER FOR SELECTION OF A SYSTEM INTEGRATOR FOR

HMIS TO REVAMP HMS AND MIS, DEVELOP MOBILE APP,

CMS PERFORMANCE TUNING WITH ENHANCEMENT &

MAINTENANCE OF HMIS ETC BID REFERENCE : 111/HMIS/SI/TNMSC/

ENGG/2017, DT. 06.05.2017

DATE OF COMMENCEMENT

OF SALE OF BIDDING DOCUMENT : 06.05.2017

LAST DATE FOR SALE OF BIDDING

DOCUMENT : 05.06.2017

LAST DATE AND TIME FOR

RECEIPT OF BIDS : 06.06.2017, 02.30 PM

TIME AND DATE OF OPENING

OF BIDS : 06.06.2017, 03.30 PM

PLACE OF OPENING OF BIDS : Tamilnadu Medical Services Corp. Ltd

417, Pantheon road,

Egmore,

Chennai 600 008.

ADDRESS FOR COMMUNICATION : Tamilnadu Medical Services Corp. Ltd

417, Pantheon road,

Egmore,

Chennai 600 008.

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SECTION I: INVITATION FOR BIDS (IFB)

For and on the behalf of State Health Society, Government of Tamil Nadu, Tamilnadu Medical Service Corporation Ltd.,(TNMSC) invites sealed bids for Selection of a System Integrator for HMIS to Revamp HMS and MIS, Develop Mobile App, CMS Performance Tuning with Enhancement & Maintenance of HMIS etc. The system integrator should provide a comprehensive solution as specified in the scope of work of this bidding document

1. Interested eligible Bidders may obtain further information from the office of the Tamilnadu Medical Services Corp. Ltd, 417, Pantheon Road, Egmore, Chennai 600 008. Tamilnadu. India.

2. A complete set of bidding documents may be purchased by any interested eligible bidder on submission of a written application to the above office and upon payment of a non-refundable fee as indicated below in the form of a Demand Draft in favour of Tamilnadu Medical Services Corp. Ltd., payable at Chennai

3. The bidding document may be obtained from the office of Tamilnadu Medical Services Corp. Ltd., 417, Pantheon Road, Egmore, Chennai – 600 008, during office hours namely, from 10.00 hours to 17.00 hours on all working days either in person or by post.

a) Price of bidding document : Rs.5,725/- (Non-refundable) (Inclusive of all taxes) (Alternatively, the tender

document can be downloaded from www.tenders.tn.gov.in and TNMSC website www. tnmsc. com at free of cost) b) Postal charges, inland : Rs.200/- (extra) c) Date of commencement of

Sale of bidding document : 06.05.2017 d) Pre-bid meeting : 15.05.2017 at 11.00 AM

e) Last date for sale of Bidding Document : 05.06.2017

f) Last date and time for Receipt of bids : 06.06.2017, 02.30 PM

g) Time and date of Opening of Technical bids : 06.06.2017, 03.30 PM

h) Place of opening of bids : Tamilnadu Medical Services Corp. Ltd., 417, Pantheon Road,

Egmore, Chennai 600 008.

i) Address for communication : Tamilnadu Medical Services Corp. Ltd., 417, Pantheon Road, Egmore, Chennai 600 008.

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4. The bidders, who have downloaded the bid documents, shall be solely responsible for checking these websites for any addendum/amendment issued subsequently to the bid document and take into consideration the same while preparing and submitting the bids.

5.All bids must be accompanied by a bid security as specified in the bid document and must be delivered to the above office at the date and time indicated above.

6.Bids will be opened in the presence of Bidders’ representative who choose to attend on the specified date and time.

7. The pre-qualification details will be opened first and after evaluation and short listing of bidders on the pre-qualification, the technical proposals of the shortlisted bidders alone will be opened under prior intimation to the short listed bidders.

8. After evaluation of the technical proposal and short listing of bidders the price bids of the short listed bidders will alone be opened under prior intimation to the short listed bidders.

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SECTION II : INSTRUCTION TO BIDDERS

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SECTION II: INSTRUCTIONS TO BIDDERS

TABLE OF CLAUSES CLAUSE NO. TOPIC NUMBER

PAGE NO.

A. INTRODUCTION A1. Project Background

10 10

1. Eligible Bidders 10 2. Cost of Bidding 10 B. BIDDING DOCUMENTS 10 3. Contents of Bidding Documents 10 4. Clarification of Bidding Documents 11

5. Amendment of Bidding Documents 11 C. PREPARATION OF BIDS 11 6. Language of Bid 12 7. Documents Comprising the Bid 12

8. Bid Form 12 9. Bid Prices 12 10. Bid Currencies 13

11. Documents Establishing Bidder’s Eligibility and Qualifications

13

12. Documents Establishing Goods Conformity to Bid Documents

14

13. Bid Security 15 14. Period of Validity of Bids 15 15. Format and Signing of Bid 16 D. SUBMISSION OF BIDS 17 16. Sealing and Marking of Bids 17 17. Deadline for Submission of Bids 17 18. Late Bids 18 19. Modification and withdrawal of Bids 18 E. BID OPENING AND EVALUATION 19 20. Opening of Bids 19 21. Clarification of Bids 19 22. Preliminary Examination 19 23. Evaluation and Comparison of Bids 20 24. Contacting the TNMSC 22 F. AWARD OF CONTRACT 23 25. Post-qualification 23 26. Award Criteria 23 27. TNMSC’s Right to Vary Quantities at Time of Award

23

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CLAUSE NO. TOPIC NUMBER

PAGE NO.

28. TNMSC’s Right to Accept any Bid and Reject any or all Bids

23

29. Notification of Award 23 30. Signing of Contract

24

31. Performance Security

24

32. Fraud and Corruption 24

33. Appeal 25

G. EVALUATION TEMPLATES 26

34. Criteria for evaluation 26

34.1 Pre qualification Criteria 27

34.2 Technical Qualification/evaluation Criteria 31

35 Annexure 48

35.1 Annexure A: Pre qualification proposal Templates 48

35.2 Annexure B: Technical Proposal Templates 59

35.3 Annexure C: Financial Proposal Templates 86

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A. INTRODUCTION A1. Project Background

a) A comprehensive Health Management Information System has been implemented in

the Secondary care and Tertiary care Government Hospitals in the state. The Health

Management Information System (HMIS) integrates data collection, processing,

reporting and use of the information, necessary for improving health service

effectiveness and efficiency, for better management of health services. It will help in

strengthening the evidence base for framing and execution of effective health policies,

improving governance, mobilizing new resources and ensuring accountability.

b) The Health Management Information System shall bring in the power of Information

Communication and Technology into the day-to-day operations of Health Institutions,

to create a more coordinated and effective service delivery system for the benefit of

public utilizing the health services, to obtain and report critical information about the

characteristics and service needs of health care seeking public and to streamline data

collection and standardizing them across the health chain. With the optimal use of

advanced ICT tools, the reports and performances from every health institution should

be available in real time and data should be made available in an instantaneous

manner for any health institution or group of institutions for any period of time

(starting from the time of Computerization).

c) The objectives of implementing this project is reflected as follows:

i. Streamlining of processes to improve operational efficiency in Government

Medical Institutions.

ii. Making available key performance indicators for quick decision making and

intervention.

iii. Making Clinical Data available for rapid intervention in case of epidemics

and for epidemiological study/analysis and research.

iv. Support the Planning, Forecasting and Capacity Building efforts of the Dept.

of Health and Family Welfare by making data available online.

v. Strengthening of the Referral Chain Management.

vi. Real time data on Human Resources and Inventory of infrastructure and

equipment would be established for effective management of the Medical

Institutions.

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1.0 Eligible Bidders 1.1 All bidders who are meeting the eligibility criteria mentioned in the bidding document are eligible to participate in this tender. 1.2 Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the TNMSC to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods to be purchased under this Invitation of Bids. 1.3 Government-owned enterprises may participate only if they are legally and financially autonomous, if they operate under commercial law, and if they are not a dependent agency of the TNMSC. 1.4 Under HMIS program the System Integrator (SI) will be responsible for obtaining knowledge transfer from existing HMIS developer, maintenance of the existing HMIS Application software, revamping of HMS / MIS Application software, performance tuning and enhancement of CMS Application software, development of Mobile App for identified clinical modules and forms, migration of existing database, launching of the revamped HMIS Application including training, maintenance of the upgraded / revamped / migrated HMIS Application software 1.5 Bidders are advised to study this bidding document carefully before submitting their bids. Submission of a bid in response to this bidding document shall be deemed to have been done after careful study and examination of this document with full understanding of its terms, conditions and implications. 2. Cost of Bidding 2.1 The Bidder shall bear all costs associated with the preparation and submission of its bid and Tamilnadu Medical Services Corp. Ltd., Chennai, hereinafter referred to as “the TNMSC”, will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

B. THE BIDDING DOCUMENTS

3.. Contents of Bidding Documents 3.1 The services required, bidding procedures and contract terms are prescribed in the Bidding documents. In addition to the Invitation for Bids, the Bidding Documents include:

a. Instruction to Bidders (ITB); b. Pre-Qualification Criteria (PQC); c. Technical Proposals; d. Schedule of Requirements; e. Detailed Scope of Work; f. Financial Proposals g. Bid Security h. Contract Form;

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i. Performance Security Form; j. Master Service Agreement, Service Level Agreement and Non-Disclosure Agreement. k. Manufacturer’s Authorization Form

3.2 The Bidder is expected to examine all instructions, forms, terms and specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to the Bidding Documents in every respect will be at the Bidder’s risk and may result in rejection of its bid. 4. Clarification of Bidding Documents 4.1 A prospective Bidder requiring any clarification of the Bidding Documents may notify the TNMSC in writing or by telex or cable at the TNMSC’s mailing address indicated in the Invitation for Bids. The TNMSC will respond in writing to any request for clarification of the Bidding Documents which it receives not later than 48 hours prior to the deadline for submission of bids prescribed by the TNMSC. Written copies of the TNMSC’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders which have received the bidding documents.

4.2 Pre-Bid Meeting:

a) The bidder or his official representative is invited to attend a pre-bid meeting which will take place at the office of Tamilnadu Medical Services Corporation Limited, 417, Pantheon Road, Chennai –8, India at the specified time and date.

b) The purpose of the meeting will be to clarify issues and to answer questions on any matter related to this bidding document.

c) The Bidder is requested to submit any questions in writing or by cable to reach the TNMSC atleast 3 days before the meeting.

d) The responses to the questions raised (without identifying the source of enquiry) will be published as a Corrigendum and it will be transmitted to all TNMSCs of the bidding documents.

e) Non-attendance at the pre-bid meeting will not be a cause for disqualification of a bidder.

5. Amendment of Bidding Documents

5.1 At any time prior to the deadline for submission of bids, the TNMSC may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the Bidding Documents by an amendment. 5.2 All prospective bidders who have received the Bidding Documents will be notified of the amendment in writing or by cable and will be binding on them.

5.3 In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bid, the TNMSC may, at its discretion, extend the deadline for the submission of bids.

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C. PREPARATION OF BIDS

6. Language of Bid

6.1 The Bid prepared by the bidder and all correspondence and documents relating to the bid exchanged by the Bidder and the TNMSC, shall be written in the English language. Supporting documents and printed literature furnished by the Bidder may be written in another language provided they are accompanied by an accurate translation of the relevant passages in the English language in which case, for purposes of interpretation of the Bid, the English translation shall govern.

7. Documents Comprising the Bid

7.1 The bid prepared by the Bidder shall comprise the following components:

(a) a Bid Form and Price Schedule completed in accordance with ITB Clauses 8, 9 and 10; (b) documentary evidence established in accordance with ITB Clause 11 that the Bidder is eligible to bid and is qualified to perform the contract if its bid is accepted; (c) documentary evidence established in accordance with ITB Clause 12 that the goods and ancillary services to be supplied by the Bidder shall conform to the Bidding Documents; and

(d) Bid Security furnished in accordance with ITB Clause 13.

8. Bid Form

8.1 The Bidder shall complete the Bid Form and the appropriate Price Schedule furnished in the bidding documents, indicating for the services to be delivered quantity and prices.

9.0Bid Prices

9.1 The Bidder shall indicate on the Price Schedule the unit prices and total Bid prices of the services it proposes to deliver under the Contract.

9.2 Prices indicated on the Price Schedule shall be entered separately in the following manner:

(i) The Form 2A for various sub-schedules under implementation (ii) The Form 2B price discovery for additional services.

(iii) All taxes applicable shall indicated separately in the respective price schedule column in Form 2A & 2B. (iv) charges for inland transportation, insurance and other local costs incidental to delivery of the goods to their final destination; and

(v) the cost of incidental services listed in Clause 7 of the Special Conditions of Contract.

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9.3 The Bidders separation of the price components in accordance with ITB Clause 9.2 above will be solely for the purpose of facilitating the comparison of bids by the TNMSC and will not in any way limit the TNMSC’s right to contract on any of the terms offered.

9.4 Fixed price: Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the contract and not subject to variation on any account. A bid submitted with an adjustable price quotation will be treated as non-responsive and rejected, pursuant to ITB Clause 22.

10. Bid Currencies

10.1 Prices shall be quoted in Indian Rupees.

11. Documents establishing bidder’s eligibility and qualifications

11.1 Pursuant to ITB Clause 7, the bidder shall furnish, as part of its bid, documents establishing the bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted.

11.2 The documentary evidence of the Bidder’s qualifications to perform the Contract if its bid is accepted, shall establish to the TNMSC’s satisfactions.

(a) that the bidder has the financial, technical and management capability necessary to perform the Contract and meets the criteria outlined in the qualification requirements specified in the bidding document. To this end, all bids submitted shall include the following information:

(i) The legal status, place of registration and principle place of business of the company or firm or partnership, etc; (ii) Details of experience and past performance of the bidder on similar services and other information called for in the pre-qualification formats, technical proposal formats and other annexure.

12. Documents establishing the services conformity to bidding documents

12.1 Pursuant to ITB Clause 7, the Bidder shall furnish, as part of its bid, documents establishing the conformity to the bidding documents of all services which the bidder proposes to deliver under the contract.

12.1 The documentary evidence of conformity of the services to the bidding documents may be in the form of literature, drawings and data and shall consist of:

(a) a detailed description of the essential technical and performance characteristics of the services as called for in-various formats and annexures;

(b) an item-by-item commentary on the TNMSC’s Technical Specifications demonstrating substantial responsiveness of the services to those specifications or a

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statement of deviations and exceptions to the provisions of the Technical Specifications and other information as called for the bidding document.

12.3 For the purpose of the commentary to be furnished pursuant to ITB Clause 12.2 (c) above, the Bidder shall note that standards for services and references to brand names or catalogue numbers if any designated by the TNMSC in its Technical Specifications are intended to be descriptive only and not restrictive. The Bidder may substitute alternative standards, brand names and/or catalogue numbers in its bid, provided that it demonstrates to the TNMSC’s satisfaction that the substitutes are substantially equivalent or superior to those designated in the Technical Specifications.

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13. Bid Security

13.1 Pursuant to ITB Clause 7, the Bidder shall furnish, as part of its bid, bid security for the amount as indicated in Section V schedule of requirements.

13.2 The bid security is required to protect the TNMSC against risk of Bidders conduct which would warrant the security’s forfeiture, pursuant to ITB Clause 13.7.

13.3 The bid security shall be in Indian Rupees and shall be in the form of a Banker’s cheque, or demand draft obtained from any scheduled bank in favour of TamilNadu Medical Services Corporation Limited, payable at Chennai.

13.4 Any bid not secured in accordance with ITB Clauses 13.1 and 13.3 above will be rejected by the TNMSC as non-responsive, pursuant to ITB Clause 22.

13.5 Unsuccessful bidders bid security will be discharged/returned as promptly as possible but not later than 30 days after the expiration of the period of bid validity prescribed by the TNMSC, pursuant to ITB Clause 14.

13.6 The successful bidder's bid security will be discharged upon the bidders signing the contract, pursuant to ITB Clause 30, and furnishing the security, pursuant to ITB Clause 31.

13.7 The bid security may be forfeited:

(a) If a bidder withdraws its bid during the period of bid validity specified by the Bidder on the Bid form;

(or)

(b) In case of a successful bidder, if the bidder fails:

(i) to sign the contract in accordance with ITB Clause 30; or (ii) to furnish performance security in accordance with ITB Clause 31.

14. Period of Validity of Bids

14.1 Bids shall remain valid for 90 days after the date of bid opening prescribed by the TNMSC, pursuant to ITB Clause 17. A bid valid for a shorter period may be rejected by the TNMSC as non-responsive.

14.2 In exceptional circumstances, the TNMSC may solicit the bidders consent to an extension of the period of validity. The request and the responses thereto shall be made in writing (or by cable or telex). The bid security provided under ITB Clause 13 shall be suitably extended. A bidder may refuse the request without forfeiting its bid security. A bidder granting the request is not required or permitted to modify its bid.

15. Format and Signing of Bid

15.1 The bidder shall prepare the bid technical bid (Cover A) and the price bid (Cover B) and placed in separately sealed covers clearly marking “Technical bid” and “Price bid” as appropriate.

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15.2 The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the Contract. The letter of authorisation shall be indicated by written power-of-attorney accompanying the bid. All pages of the bid, except for unamended printed literature, shall be initialed by the person or persons signing the bid.

15.3 Any interlineations, erasures or overwriting shall be valid only if they are initialed by the person or persons signing the bid.

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D. SUBMISSION OF BIDS

16. Sealing and Marking of Bids

16.1 The bidder shall seal the “Pre-qualification bid” “Technical bid” and “Price bid” in separate inner envelopes only making the envelopes as “Technical bid” and Price bid”. He shall then place these two inner envelopes in an outer envelope.

16.2 The inner envelopes and outer envelopes and the cover shall be:

(a) addressed to the TNMSC at the following address:

Tamilnadu Medical Services Corp. Ltd., 417, Pantheon Road, Egmore, Chennai 600 008.

(b) bear the project name, the Tender no. number and the words “Do not open before 12.30 PM on 22.02.2017”.

16.3 The inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared “late”.

16.4 If the cover containing the outer envelope is not sealed and marked as required by ITB Clause 16.2, the TNMSC will assume no responsibility for the bid’s misplacement or premature opening.

16.5 Telex, cable or facsimile bids will be rejected.

17. Deadline for Submission of Bids

17.1 Bids must be received by the TNMSC at the address specified under ITB Clause 16.2 not later than the time and date specified in the Invitation of Bids (Section I). In the event of the specified date for the submission of bids being declared a holiday for the TNMSC, the bids will be received up to the appointed time on the next working day.

17.2 The TNMSC may, at its discretion, extend this deadline for submission of bids by amending the bid documents in accordance with ITB Clause 5, in which case all rights and obligations of the TNMSCs and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

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18. Late Bids

18.1 Any bid received by the TNMSC after the deadline for submission of bids prescribed by the TNMSC, pursuant to ITB Clause 17, will be rejected and/or returned unopened to the Bidder.

19. Modification and Withdrawal of Bids

19.1 The bidder may modify or withdraw its bid after the bids submission, provided that written notice of the modification or withdrawal is received by the TNMSC prior to the deadline prescribed for submission of bids.

19.2 The bidders modification or withdrawal notice shall be prepared, sealed, marked and dispatched in accordance with the provisions of ITB Clause 16. A withdrawal notice may also be sent by telex or cable but followed by a signed confirmation copy, post marked not later than the deadline for submission of bids.

19.3 No bid may be modified subsequent to the deadline for submission of bids.

19.4 No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the bidder on the bid form. Withdrawal of a bid during this interval may result in the bidders forfeiture of its bid security, pursuant to Clause 13.7

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E. BID OPENING AND EVALUATION

20. Opening of Bids by TNMSC

20.1 The TNMSC will open only the Pre-qualification bids of all bids, in the presence of bidder's representatives who choose to attend, at the time and date as prescribed and at the following locations.

Tamilnadu Medical Services Corp. Ltd., 417, Pantheon Road, Egmore, Chennai 600 008. The bidder’s representatives who are present shall sign a register evidencing their attendance. In the event of the specified date of bid opening being declared a holiday for the TNMSC, the bids shall be opened at the appointed time and location on the next working day.

20.2 The bidders names, modifications, bid withdrawals and the presence or absence of the requisite bid security and such other details as the TNMSC, at its discretion, may consider appropriate will be announced at the opening. No bid shall be rejected at bid opening, except for late bids, which shall be returned unopened to the bidder pursuant to ITB Clause 18.

20.3 The TNMSC will prepare minutes of the bid opening.

20.4 The “Technical bids” will be opened after evaluation of the “Pre-Qualification bids” and short listing of the bidders in the pre-qualification proposals. The “Price Bid” will be opened after evaluation of “Technical bids” and the date and time will be intimated to bidders whose bids are responsive and who are selected by the TNMSC at each stage.

21. Clarification of Bids

21.1 During evaluation of bids, the TNMSC may, at its discretion, ask the bidder for clarification of its bid. The request for clarification and the response shall be in writing. Unless the TNMSC asks for change in price due to the clarifications sought the bidder is not permitted to alter the price furnished in the “Price bid”. The change in price shall be submitted in a separately sealed covers with marking in the cover “supplemental price bid” before opening of the “original price bid”.

22. Preliminary Evaluation of the bids

22.1 The TNMSC will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. 22.2 The bidder should enclose documentary evidence for fulfilling the eligibility as prescribed in the bidding document. 22.3 If the bids submitted are without required bid security, not submitted in the specified format, without letter of Authorization/Power of Attorney/found with the suppression of

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detail, with incomplete information, subjective, conditional offers and partial offers, without the documents requested, non-compliance of the clauses of bidding document and with lesser validity period will be treated as non- responsive. 22.4 If the bidders proposes to replicate a similar HMIS Application done in any other state and if such application is still Not certified by STQC then the same may not be used for this project. 22.5 The Pre-qualification criteria as specified in this bidding document will be evaluated first and the bids of the bidders who meets the pre-qualification criteria alone will be taken for the evaluation of technical and commercial portions of the bids. 23. Evaluation and comparison of bids 23.1 The technical evaluation would be as per the technical evaluation criteria prescribed in this bidding document. The bidders should clearly indicate, giving explicit supporting documentary evidence, with respect to the above, in the absence of which their bids will be rejected at this stage itself. 23.2 The technical score of all the bidders would be calculated as per the criteria mentioned in this bidding document. 23.3 The price bids of technically qualifying bidders will be further evaluated as per the criteria prescribed in this bidding document. If there is no price quoted for certain items/activity or services the bid shall be treated as non-responsive. In the event of two or more bidders quoted the same price in the price bid the bidder who have secured the highest technical score will be considered as the best responsive bid for award of the contract. 23.4 While evaluating the prices, arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the supplier does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, the lower of the two will be prevail.

23.5 The TNMSC may waive any minor informality or non-conformity or irregularity in a bid which does not constitute a material deviation, provided such a waiver does not prejudice or affect the relative ranking of any bidder.

23.6 Prior to the detailed evaluation, pursuant to Clause ITB 23, the TNMSC will determine the substantial responsiveness of each bid to the bidding documents. For purposes of these clauses a substantially responsive bid is one which conforms to all the terms and conditions of the bidding documents without material deviations. Deviations from or objections or reservations to critical provisions such as those concerning Performance Security. Warranty, Force Majeure, Applicable law and Taxes and Duties will be deemed to be material deviation. The TNMSC’s determination of a bids responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.

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23.7 A bid determined as not substantially responsive will be rejected by the TNMSC and may not subsequently be made responsive by the bidder by correction of non-conformity. 24. Contacting the TNMSC Subject to ITB Clause 21, no bidder shall contact the TNMSC on any matter relating to its bid, from the time of bid opening to the time the contract is awarded.

24.1 Any effort by a bidder to influence the TNMSC in the TNMSC’s bid evaluation, bid comparison or contract award decisions may result in rejection of the bidders bid. 24.2 The bidders shall not make attempts to establish unsolicited and unauthorized contact with the Tender accepting authority, Tender Inviting Authority or Tender Scrutiny Committee after opening of the bids and prior to the notification of award and any attempt by any bidder to bring to bear extraneous pressures on the Tender Accepting Authority bidder shall be sufficient reason to disqualify the bidder. 24.3 Notwithstanding anything contained in clause 24.3 above pursuant to ITB clause 21, the Tender Inviting Authority or the Tender Accepting Authority, may seek bona fide clarifications from bidders relating to the bids submitted by them during the evaluation of bids.

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F.AWARD OF CONTRACT

25. Post Qualification

25.1 In the absence of pre-qualification, the TNMSC will determine to its satisfaction whether the bidder that is selected as having submitted the lowest evaluated responsive bid meets the criteria specified in ITB Clause 11.2 (b) and is qualified to perform the contract satisfactorily.

25.2 The determination will take into account the bidders financial, technical and production capabilities. It will be based upon an examination of the documentary evidence of the bidders qualifications submitted by the bidder, pursuant to ITB Clause 11 as well as such other information as the TNMSC deems necessary and appropriate.

25.3 An affirmative determination will be a prerequisite for award of the contract to the bidder. A negative determination will result in rejection of the bidders bid, in which event the TNMSC will proceed to the next lowest evaluated bid to make a similar determination of that bidders capabilities to perform satisfactorily.

26. Award Criteria

26.1 Subject to ITB Clause 28, the TNMSC will award the contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the lowest evaluated bid, provided further that the bidder is determined to be qualified to perform the contract satisfactorily.

27. TNMSC’s right to vary quantities at time of award 27.1 The TNMSC reserves the right at the time of award of contract to increase or decrease the quantity of goods and services originally specified in the schedule of requirements without any change in unit price or other terms and conditions.

28. TNMSC’s right to accept any bid and to reject any or all bids 28.1 The TNMSC reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for the TNMSCs action. 29. Notification of Award

29.1 Prior to the expiration of the period of bid validity, the TNMSC will notify the successful bidder in writing by registered letter or by cable or telex, to be confirmed, that its bid had been accepted.

29.2 The notification of award will constitute the formation of the contract.

29.3 Upon the successful bidders furnishing of performance security pursuant to ITB Clause 31, the TNMSC will promptly notify each unsuccessful bidder and will discharge its bid security, pursuant to ITB Clause 13.

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30. Signing of Contract

30.1 At the same time as the TNMSC notifies the successful bidder that its bid has been accepted, the TNMSC will send the bidder the contract form provided in the bidding documents, incorporating all agreements between the parties.

30.2 Within 10 days of receipt of notification of award, the successful bidder shall sign the contract agreement, for the supply and installation and also for the comprehensive AMC contract as applicable after the warranty period.

31. Performance Security

31.1 Within 7 days of the receipt of notification of award from the TNMSC, the successful bidder shall furnish the performance security in accordance with the conditions of contract, in the performance security form provided in the bidding documents or in another form acceptable to the TNMSC.

31.2 Failure of the successful bidder to comply with the requirement of ITB Clause 30 or ITB Clause 31 shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security, in which event the TNMSC may make the award to the next lowest evaluated bidder or call for new bids.

32. Fraud and corruption

It is TNMSC’s policy to require that the bidders, suppliers and contractors and their subcontractor observe the highest standard of ethics during the procurement and execution of such contracts.1 In pursuance of this policy, the TNMSCs;

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

(i) “corrupt practice”2 is the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party;

(ii) “fraudulent practice”3 is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation;

(i) “collusive practice”4 is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;

1 In this context, any action taken by a bidder, supplier, contractor, or a sub-contractor to influence the procurement process or contract execution for undue advantage is improper. 2 “another party” refers to a public official acting in relation to the procurement process or contract execution]. In this context, “public official” includes staff and employees of other organizations taking or reviewing procurement decisions. 3 a “party” refers to a public official; the terms “benefit” and “obligation” relate to the procurement process or contract execution; and the “act or omission” is intended to influence the procurement process or contract execution. 4 “parties” refers to participants in the procurement process (including public officials) attempting to establish bid prices at artificial, non competitive levels.

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(iv) “coercive practice”5 is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party;

(vi) “obstructive practice” is

(aa) deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or

(bb) acts intended to materially impede the exercise of the TNMSC’s inspection and audit rights provided for under sub-clause 32 (e) below.

(b) will reject a proposal for award if it determines that the bidder considered for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive, coercive or obstructive practices in competing for the contract in question;

(c) will cancel the contract if the TNMSC determines at any time that the bidder, supplier and contractors and their sub contractors engaged in corrupt, fraudulent, collusive, or coercive practices.

(d) will sanction a firm or individual, including declaring ineligible, either indefinitely or for a stated period of time, to be awarded a contract if it at any time determines that the firm has, directly or through an agent, engaged in corrupt, fraudulent, collusive, coercive or obstructive practices in competing for, or in executing, a contract; and

(e) will have the right to inspect the accounts and records of the bidders, supplier, and contractors and their subcontractors and to have them audited by auditors appointed by the TNMSC.

Furthermore, Bidders shall be aware of the provision stated in Sub Clause 32 of the General Conditions of Contract.

33. Appeal 33.1 This tender is governed by the provisions of Tamilnadu Transparency in Tenders Act 1998 and the Rules there under. 32.2 Any tenderer aggrieved by the order passed by the Tender Accepting Authority

under section 10 of the said Act, may appeal to the Government within ten days from the date of receipt of order and the Government shall dispose the appeal within fifteen days from the date of receipt.

33.3 No Appeal shall be preferred while the tender is in process until tender is finalized and Notification of award as stated ITB in clause 29 is completed by the TNMSC. 5 a “party” refers to a participant in the procurement process or contract execution.

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G. EVALUATION TEMPLATES

34. Criteria for Evaluation

a. The overall objective of this evaluation process is to select the capable and qualified firm

in the business domain of developing and rolling out a Portal, providing associated

capacity building, training and handholding support and who will provide a

comprehensive solution towards Development, Integration, Migration, Deployment,

Operation, Support & Maintenance of HMIS Application in the Tamil Nadu State.

b. The scrutiny will be held whether the bid has been submitted in three cover bids (Pre-

Qualification Proposal, Technical Proposal and financial Proposal) and with the required

bid security amount. The Bidders who fulfil these conditions will be eligible for

evaluation of the bids against prequalification criteria. Otherwise, the bids will be treated

as non-responsive and are liable for rejection.

c. The Pre-Qualification Proposal will be evaluated and only those Bidders who qualify the

requirements will be eligible for next set of evaluations. Technical Proposal and financial

Proposal of Bidders who do not meet the Pre-Qualification criteria (Section 34.1) will not

be considered for further evaluation.

d. The technical score of all the Bidders would be calculated as per the criteria mentioned

below. All the Bidders who achieve at least 70 marks in the technical evaluation

would be eligible for the next stage, i.e. price bid opening.

e. Proposals of bidders would be evaluated as per Technical Evaluation Criteria (Section

34.2). Bidders should clearly indicate, giving explicit supporting documentary evidence,

with respect to the above, in the absence of which their proposals will be rejected

summarily at the qualification stage itself.

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34.1 Pre-Qualification Criteria

a. Those Bidders who comply with three part bid submission & bid security submission alone will be

considered for further evaluation. Those Bidders who fail to comply with the same will be summarily

rejected at the time of bid opening stage itself.

a. The Bidders should have the following eligibility for participating in the tender. The Bidders

should enclose documentary evidence for fulfilling the eligibility in the Pre-Qualification Proposal.

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Sl.

No Qualification Criteria

Documents/Information to be provided in the

submitted proposal

1.

Bidder should be a Company registered under Companies Act, 1956

in India, (Public Ltd.,, or Private Ltd.,) or registered partnership

firm. All should be Registered with the Tax Authorities

The Bidder’s name should exactly match with the following:

• Certificate of Incorporation and Name change certificate

(if any).

• Registered partnership deed.

• Service/Sales Tax Registration Certificate

2.

Bidder should be in the business as IT System Integrator for more

than 3 years as of 31st March2016.

SI Services should include “Application Development” along with

any 4 of the following services through a single project with the

same client:

a. Mobile App development

b. Application migration

c. Application Support and Maintenance

• Duly updated PQ Form 2(a) and 2(b) of

• Annexure A: Pre-Qualification Proposal Templates

• Memorandum & Articles of Association highlighting the

IT System Integration (Software Development) services

• One project with IT SI experience with work order dated

before 31st March 2016with corresponding work orders

confirming year and Area of activity.

• Satisfactory Completion certificate from any client for

all the four components either as a single or multiple

projects within last 3 years

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3.

Bidder should have had a minimum of annual

turnover generated from IT System Integration

(SI) services during the last three (3) audited Financial Years (FY

15-16, FY 14-15 and FY 13-14) of Rs.15 Crores or more each year.

• Certificate from Statutory Auditor ascertaining turnover

from IT System Integration (Software Development)

(SI) services for the last 3 years for the Bidder

• Duly updated PQ Form 3 of Annexure A: Pre-

Qualification Proposal Templates

4. Bidder should have a Net Worth of Rs.7.5 Crores or more as

per the last audited Balance Sheet

• Certificate from the Statutory Auditor ascertaining

Net worth for the last audited Financial Year.

5.

Bidder should have IT System Integrator turnkey project

experience in India with a minimum project value of Rs.4

Crores and the scope including “Application

Development” along with any 4 of the following services:

a. Mobile app development

b. Application migration

c. Application Support and Maintenance

All the projects should have been successfully

implemented (the solution implemented should be

operational) in last 3 years as on 31st March 2016

• Duly updated PQ Form 4 of Annexure A: Pre-

Qualification Proposal Templates

• One project with IT SI Turnkey project with Work order

dated on or before 31st March 2016

• Client certificate stating the successful

o Implementation of the solution

(Or)

o Satisfactory Completion of entire scope of the

project

Note: Work orders/client certificate should clearly articulate

at least 3 of the SI services mentioned in this criterion,

otherwise such projects will not be considered.

In case of PPP projects, the Bidder should furnish the

necessary supporting documents (Work Order / Client

Certificates) to enable the evaluation committee to ascertain

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the project value lest such projects shall not be considered

for evaluation

6.

Bidder should have a minimum number of 250 IT

technically qualified professional Staff as on 31st March,

2016 on its rolls in India.

• A self-certified letter signed by the Company

Secretary/Statutory Auditor for number of technically

qualified professionals in the rolls of the bidder’s

organization in India as on 31st march 2016. This is to

ascertain whether the bidder has enough resources for

this project amidst of other projects they are executing

currently.

7. Bidder shall not be under any declaration of ineligibility for corrupt

or fraudulent practices inIndia

• A self-certified letter in the prescribed template as per

the PQ Form 5 of Annexure A: Pre-Qualification

Proposal Templates by the Authorized signatory of the

Bidder’s organization

8. Bidder should be ISO 9001:2015 certified. • Copy of certification which is valid on tender due date.

9. Bidder should be CMMI Level III or above • Relevant certificate needs to be attached which is valid

as on tender due date.

10.

Bidder Should have a local office in Tamil Nadu. The

Bidder shall mention the full address and telephone

numbers of the Tamil Nadu office. Else the Bidder shall

give an undertaking for setting up the local office in

Chennai if the Bidder becomes successful.

• Local address proof such as copy of the rent Agreement

/latest Telephone bills.

(OR)

If the Bidder doesn’t have local office then Bidder shall

submit an undertaking letter as per the prescribed format in

PQ Form 6 of Annexure A: Pre-Qualification Proposal

Templates accepting to setup a local office in Chennaiwithin

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2 months from date of signing the contract.

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34.2 Technical Qualification/ Evaluation Criteria

a. Technical proposal of the Bidders will be opened and evaluated for meeting all the prequalification criteria.

b. The evaluation committee will evaluate the Technical Proposals on the basis of the technical evaluation criteria as provided below

Sl. No Criteria

Max Criteria/ Sub Criteria Marks

1 Past Experience of the responding firm 45

2 Technical Solution proposed for the e-Health Project by the responding firm 20

3 Approach and proposed methodology 15

4 Adequacy and Quality of Resources proposed for Deployment 20

Total Points 100

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Sl.

No

.

Criteria/Sub Criteria Description Point System Marks

Form to be used /

Documents to be

attached

1 Past Experience of the responding firm 45

A CMMI Level The Bidder should submit the copy

of CMM level certification

Weighted average to be used for the

CMM level for evaluation. For CMM

level the marks would be based on the

following:

If the CMM level is:

a. V = 10

b. IV = 7

c. III = 4

d. Below III = Disqualified

10 Tech Forms 3 supported

by documentary evidence

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Criteria/Sub Criteria Description Point System Marks Form to be used / Documents to be

attached

B System Integration

projects

The Bidder should submit

THREE projects and provide

client references for successful

completion/ongoing of aturnkey

project with a value more than 4

crores for any

Government Department/PSUs/

Boards/Local Bodies/

Undertakings in India comprising

of

• Applicationsoftware

development

• Mobile App development

• Application migration

• Application Support and

Maintenance

In single or multiple project

Weighted average to be used for the

maximum of 3 projects for

evaluation. For each project the

marks would be based on the

following:

If the Project Value is:

a. More than Rs. 12 Crores = 10

Points

b. More than Rs.10 Crores up to

Rs.12 Crores = 8 Points

c. More than Rs.8 Crores up to

Rs.10 Crores = 6 Points

d. More than Rs.6 Crores up toRs.8

Crores = 4 Points

e. More than Rs.4 Crores up to Rs.6

Crores = 2 Point

f. Else = 0

10

Tech Forms 5 and 9,

supported by

documentary evidence

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Criteria/Sub Criteria Description Point System Marks

Form to be used /

Documents to be

attached

C Software Solutions

(value pertaining to software

development and

management component

would be considered for

evaluation; in case the

break-up value is not

explicitly mentioned, 10% of

the project value would be

considered for evaluation)

The Bidder should submit projects

and provide client references for

successful completion/ongoing

that clearly mentions the scope of

Software Development with value

more than Rs.2.50 Crore – for

software development and

management component only for

any Government Department/

PSUs/Boards/Local Bodies/

Undertakings in India Such

projects should have at least Four

of the following components:

– Application software

development

– Mobile App development

– Portal

– Web based Application

Services

– Electronic Forms

The marks would be provided based

on the following:

a. > 5 Projects = 5 Marks

b. 3 - 4 Projects = 3 Marks

c. 1 - 2 Project = 1 Marks

d. Else = 0

5 Tech Forms 6 and 9,

supported by


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attached

D e-Health Project

Experience

The bidder should have experience

in handling any eHealth projects

The marks would be based on the

following:

• > 2 Projects = 10 marks

• 1 Project = 5 marks

Else = 0


supported by


E Operations &

Maintenance Services

(value pertaining to O&M

services for Application

component would be

considered for evaluation; in

case the break-up value is

not explicitly mentioned,

10% per year of the project

value for the O&M period

would be considered for

evaluation)

The bidder should have experience

in providing Operations &

Maintenance

Services for Application

of value more than Rs.2 Crores in

India.

The marks would be provided based

on the following :

a. > 5 Projects = 10 Marks

b. 4 Projects = 8 Marks

c. 3 Projects = 6 Marks

d. 2 Projects = 4 Marks

e. 1 Project = 2 Marks

f. Else = 0


supported by


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Note (for S.No: 1) :

• For all projects cited for the above mentioned criteria the bidder must ensure to comprehensively establish the scope project

value & project break-up

In case of PPP projects, the bidder should furnish the necessary supporting documents (Work Orders / Completion Certificates

from the clients) to enable the evaluation committee to ascertain the project value lest such projects shall not be considered for

evaluation.


attached

2 Solution proposed* 20

A Proposed solution Requirements addressed as

mentioned in different parts of the

RFP and the quality of the solution

Evaluation Committee will evaluate

whether all the points/

requirements mentioned in the RFP

are addressed well and award points

accordingly, the important

parameters being:-

a. Solution architecture

conceptualized for this project. =

1 mark

b. Application deployment and

testing Strategy =1 mark

c. Plan for migration of existing

HMIS database = 1 mark

d. Quality Control Procedures

suggested = 1 mark

5 Tech Form 10

Detailed write-up covering

all the points as specified

in the marking scheme

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e. Comprehensiveness of price

schedule (e.g. software, etc.)

along with their quantities = 1

marks


attached

B Proposed Approach for

SLA Management

Evaluation Committee will evaluate

whether the implementation

methodology is in line with the

requirement. The important

parameters being:-

- Plan for meeting the SLA norms.

- Redundancy and failover options.

In this section, the responding firm

should:

a. Explain the understanding of

the project requirements,

highlight the expected

support from the State,

approach to the services, SLA

management methodology,

methodology for carrying out

the activities for expected

output = 2 marks

b. Highlight the associated risks

/ problems and plans for

mitigation and explain the

technical approach it would

adopt to address them = 1

mark

c. Explain the methodologies

5 Detailed write-up covering



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the responding firm proposes

to adopt and highlight the

compatibility of those

methodologies with the

proposed approach = 1 mark

d. Planning and Building

Application solution

(assessment, design,

integration / migration of

existing Application) = 1

mark


attached

C Training Proposed Training and Change

Management plan description to

be looked into

The Evaluation will be based on:

a. Proposed Training Schedule

= 3 marks

b. Agree to train more than 5% of

the requirement = 2 marks

(The same shall also be reflected

inthe contract)

5 Week-wise training

schedule

Concurrence-cum-

declaration to train

more than 5% of the

requirement (without any

compromise in

quality) as specified in the

marking schema

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attached

D Formation/Location of

Helpdesk & other

manpower support

Proposed methodology of

formation of the manpower

support team.

The Evaluation will be based on

a. Agree to resolve and

“Helpdesk support –

Medium/ Low priority calls”

>50% of the current mandated

SLA (< 2 days) = 3 marks

b. Agree to resolve and

“Helpdesk support –

Medium/ Low priority calls”

<50% to >25% of the current

mandated SLA (< 2 days) = 2

marks


inthe contract)

5 Concurrence-

cumdeclaration to meet

SLAs (without any

compromise in quality) as

specified in the marking

schema

3 Proposed Approach & Methodology* 15

A Project Management The overall approach to be looked

into

The overall project management

approach adopted by the responding

firm to implement the project to meet

the timelines.

5 Detailed write-up covering



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attached

B Detailed Week-wise

Work Plan

The description and quality of the

work plan to be looked into.

a. Evaluation will be based on the

detailed Project Plan including

week wise activities with Work

Breakdown Structures, Project

estimates, milestones etc. = 5

marks

b. Agree to achieve the

implementation within 75% of

the implementation timeframe as

per the specified timelines = 3

marks

c. Agree to achieve the

implementation within 90% to

75% of the implementation time-

frame as per the specified

timelines = 2 marks


inthe contract)

10 Tech Form 11

Concurrence-

cumdeclaration to achieve

implementation (without

any compromise in

quality) as specified in the

marking schema

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attached

4 Resource Deployment 20

A Project Manager Compliance with

1. Qualification

2. Relevant years of Experience

3. Certification

4. Tamil Proficiency

Compliance with

1. Qualification -1 mark

2. Relevant years of Experience – 1

mark

3. Certification – 1 mark

4. Tamil Proficiency – 1 mark

4 Tech Forms 12, 13&

14

B Technical Expert

(Solution)

Compliance with

1. Qualification


3. Certification


Compliance with



mark



4 Tech Forms 12, 13 &

14

C Domain Specialist /

Health Expert

Compliance with

1. Qualification


3. Certification


Compliance with


2. Relevant years of

Experience&Certification – 1

mark



14

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attached

D DBA Compliance with

1. Qualification


3. Certification

Compliance with



mark



14

E System Administrator Compliance with

1. Qualification


3. Certification

Compliance with


2. Relevant years of Experience &

Certification – 1 mark

2

Tech Forms 12, 13 &

14

Total Points 100

*Note:

a. If required, the bidder may be requested to present before the Technical Committee on the “Proposed Solution” and “Approach & Methodology”

b. The tentative list of key resource personnel and their tentative roles and responsibilities is listed below. The Bidder may incorporate the actual list of

key and additional resource personnel according to their proposed solution

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The minimum Eligibility criteria is given below each key resource

S.No Resource Type Quantity

1 Project Manager / Lead 1

2 Technical Expert (Solution) 1

3 Domain Specialist / Health Expert 1

4 Database Administrator 1

5 System Administrator 1

Project Manager / Lead

Roles and Responsibilities

Technically manage and lead projects with project teams and clients by interfacing

regularly to review functions of the systems, resolve technical issues and ensure

that the client expectations are met. Serve as a primary technical resource for

those working on assigned projects, providing all of the necessary guidance and

training related to the technologies being used, client processes, programming

standards and other technical requirements of the projects. Serve as the Subject

Matter Expert (SME) for the assigned technologies. Execute projects in a manner

that all technical tasks, both performed directly or indirectly by others, adhere to

scope, schedule and budget constraints and technical standards.

Serve as the primary point of contact with client technical leaders to stay abreast of

new technologies that might be implemented in the future and recommend

training or direction on how to support new technology to the Account Managers.

Serve as the key point of contact for assigned technology at the manufacture level

to stay abreast of technology changes, product updates, and product issues and

update the team and company of technical changes and issues. Serve as the

primary point of contact on client technical standards, best practices and tools.

Ensure that the team is delivering solutions that are conforming to the client

standards. Implement and support technical development/training strategies for

engineers on the team. To summarise the Technical Manager, should manage the

entire operations of HMIS support and maintenance

Eligibility Criteria

Any stream in B.E./B.Tech Degree

PMP / Prince II / PMI certifications

Overall experience of 10 years or more in IT systems development

Should have worked for 3 years or more in Software Development Lifecycle (SDLC)

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process for large enterprise-wide software development

Should have experience of 2 years or more in managing health sector software

projects.

Should have successfully delivered 2 or more large scale software projects in the

Government sector

Technical Expert (Solution)


Under the supervision of the Project Manager / Lead, the Technical Expert

(Solution)will play a critical role as part of the HMIS technical team responsible

for, the preparation of information systems proposals (including project schedule,

data analysis, and system design); the delivery of professional Information

Management/IT advisory and technical services; the supervision of team members

during the implementation process, (including database design, screen

construction, process coding, and documentation); performing studies, analysis,

modelling, design and prototyping required for the development, implementation

and maintenance of HMIS.

Ensure effective and efficient utilization of computer facilities and provision of

services to meet systems requirements; advises on the use of technology, reviews

information requirements and proposals and recommends changes based on

technical merit; maintains an awareness of current and future trends and

development in the IT field. The Technical Expert (Solution)will bring to the

System Development Group the necessary skills to understand in depth the

architecture of the Open Source technology including various open source tools, so

as to allow better design and implementation of new and enhanced information

systems and Applications.

Produce design artefacts (e.g. screen mock-ups, data flow diagrams, process

diagrams). Analyse and profile data in support of data migration and system

integration projects. Develop test scripts and lead user acceptance testing.

Research and troubleshoot software issues and bugs reported by end users or

identified through project testing. The Technical Expert (Solution)should also

support district implementation, roll out and support activities.

The Technical Expert (Solution)will ensure that the effective handholding from the

existing Application developer is obtained by the System Integrator team.


Degree in B.Tech /B.E. or MCA

Certifications in architecture design

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Should have experience of 5 years or more in solution architecting/ system design/

system integration/ performance tuning

Should have experience of 2 years or more asTechnical Expert (Solution)in large

enterprise-wide Applications

Should have successfully delivered 2 projects or more involving backend process

driven Application for multiple locations in Government sector

Domain Specialist / Health Expert


The Medically qualified person shall work with the System Integrator firm in the

capacity of domain expert. He / She shall constantly guide the System Integrator

firm in maintaining the HMIS Application so as to meet the expected outcomes

from it. The Health Expert shall help the System Integrator team in suggesting

health policy/ planning tools to be built in the HMIS Application, similar to

Decision Support systems. As the name suggests the Health Expert shall bring into

HMIS, some of the best practices in Health Informatics, EHR, EMR etc. which is

contemporarily followed worldwide. The Health Expert shall also participate in

providing training for user groups in the usage of HMIS outputs for health

policy/planning.


The Health Expert shall possess a MBBS degree and in addition to that an

advanced University degree like Master in Social and Preventive Medicine or MPH

degree or MBA degree in health care

Continuous work experience of more than 15 years in the field of health

Information and Public health ; Candidate with minimum of 2 years work

experience in any Health Informatics implementation is preferable

Better Communication and writing skills; The candidate should possess a keen

interest in research and candidate with published research papers are preferable.

Database Administrator


Provide ongoing DBA support for HMIS. PostgreSQL Server databases maintenance,

Performance tuning of queries Create/Drop SQL instance SQL Schema

backup/restore. Support the team on PostgreSQL server related issues. Application

performance fine tuning. Promote and enforce technical standards. The resource

should be able to handle PostgreSQL in both Solaris/Glassfish and Linux/JBoss

environments. Has responsibility to define all databases and shall maintain accuracy

and consistency in the data dictionary for HMIS. Works at the highest level of all

technical phases of programming; requires a high degree of creative thinking and the

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ability to use the accumulated knowledge and experience of other technical

resources. Critically reviews all programs prior to implementation to verify

consistency and conformance with established departmental guidelines, policies and

practices as well as industry standard guidelines. He should be able to manage the

database server maintenance with the support available through the vendors and

interacting back to back with the support OEMs. He should be able to monitor the

database server performances through the server management software’s and report

any issues arising. He should be able to do proactive maintenance of the database

server environment. He should study the recently released software patches

pertaining to the HMIS database server environment and do the necessary updates

and upgrades in consultation with the OEMs


Degree in B.E/B.Tech /MCA

Professional certification in PostgreSQL

Demonstrate a thorough working knowledge of database administration and data

modelling terms, concepts, and practices. Must be able to define data model

patterns, data normalization, and be able to build a data model using current tools.

Should have experience of 5 years or more in Database design, Data flow diagrams,

use case/UML diagrams for PostgreSQL and at least one year experience in SLA

management.

Should have worked as DBA in 3 or more projects in large scale enterprise-wide

Application

System Administrator


Provide server management support for HMIS. Manage installation update /

upgrade OS installations (Solaris, Linux), Webserver (Sun Java Webserver, iPlanet

Webserver, Tomcat), Application server (Glassfish, JBoss). He should be able to

manage the server maintenance with the support available through the vendors and

interacting back to back with the support OEMs. He should be able to monitor the

server performances through the server management software’s and report any

issues arising. He should be able to do proactive maintenance of the server

environment. He should study the recently released software patches pertaining to

the HMIS server environment and do the necessary updates and upgrades in

consultation with the OEMs. PostgreSQL Server databases maintenance,

Performance tuning of queries Create/Drop SQL instance SQL Schema

backup/restore. Support the team on PostgreSQL server related issues. Application

performance fine tuning. Promote and enforce technical standards. The resource

should be able to handle PostgreSQL in both Solaris/Glassfish and Linux/JBoss

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environments. Has responsibility to define all databases and shall maintain accuracy

and consistency in the data dictionary for SHDRC. Works at the highest level of all

technical phases of programming; requires a high degree of creative thinking and the

ability to use the accumulated knowledge and experience of other technical

resources. Critically reviews all programs prior to implementation to verify

consistency and conformance with established departmental guidelines, policies and

practices as well as industry standard guidelines.


Degree in B.E/B.Tech/ MCA

Professional certification in Solaris, Linux, Sun/iPlanet webserver, Glass fish and

JBoss

Demonstrate a thorough working knowledge of server administration, monitoring

and maintenance support.

Should have experience of 5 years or more in server administration.

Should have worked as server administrator in 3 or more projects in large scale

enterprise-wide Application

34.3 Price Bid Evaluation

a. The price bids of technically qualified Bidder (i.e. above 70 marks) will be opened on the

prescribed date in the presence of Bidder representatives.

b. Only fixed price financial bids indicating total price for all the deliverables and services specified

in this bid document will be considered.

c. The bid price will include all taxes and levies and shall be in Indian Rupees and mentioned

separately.

d. Any conditional bid would be rejected.

e. Errors & Rectification: Arithmetical errors will be rectified on the following basis: “If there is a

discrepancy between the unit price and the total price that is obtained by multiplying the unit

price and quantity, the unit price shall prevail and the total price shall be corrected. If there is a

discrepancy between words and figures, the lesser of the two will prevail”.

f. If there is no price quoted for certain items/activities or service, the bid will be trated as non

responsive.

g. In the event that there are 2 or more Bidders having the same value in the price bid, the Bidder

securing the highest technical score will be considered as the L1 bidder.

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3.5 Annexures

35.1 ANNEXURE A: PRE-QUALIFICATION PROPOSAL TEMPLATES

The Bidders are expected to respond to the RFP using the forms given in this section and all

documents supporting Pre-Qualification Criteria.

Pre-qualification Proposal shall comprise of following forms

• PQ Form 1: Pre-Qualification Compliance

• PQ Form 2: Information about the Bidder

o Particulars of the Bidder

o Format for project with IT SI experience

• PQ Form 3: Financial Capability

• PQ Form 4: Experience in System Integration Business

• PQ Form 5: Declaration format for ineligibility for corrupt or fraudulent practices

• PQ Form 6: Undertaking for setting up the local office in Chennai

o Power of Attorney / Board Resolution for the authorized signatory signing the bid

o All relevant documents in support of evaluation criteria.

• Any other documents found necessary by the Bidder.

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35.1.1 PQ Form 1: Pre-Qualification Compliance

Sl.

No Qualification Criteria

Documents/Information to be

provided in the submitted proposal

Compliance

(Yes/No)

Reference in the

proposal

1. The bidder Should have submit an

EMD of Rs.5,00,000/- (Rupees

Five Lakhs only) in the form of

Demand Draft

The EMD to be given in the form of

Demand Draft and to be placed in Pre-

Qualification proposal

2. Bidder should be a Company

registered under Companies Act,

1956 in India and should be

Registered with the Tax

Authorities

The Bidder’s name should exactly match

with the following:

• Certificate of Incorporation and Name

change certificate (if any).

• Service/Sales Tax Registration

Certificate

3. Bidder should be in the business as

IT System Integrator for more than

3 years as of31st March 2016. SI

Services should include

“Application Development” along

with any 4 of the following services

through a single project with the

same client:

1. Mobile app development

2. Application Migration

• Duly updated PQ Form 2(a) and 2(b) of

Annexure A: Pre-Qualification Proposal

Templates

• Memorandum & Articles of Association

highlighting the IT system Integration

services

• One project with IT SI experience with

work order dated before 31st March

2014 corresponding work orders

confirming year and Area of activity.

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3. Application Support and

Maintenance

4. Bidder should have had a minimum

of Annual

Turnover generated from IT System

Integration (SI) services during the

last three (3) audited Financial

Years (FY 15-16, FY 14-15 and FY

13-14) of Rs.50 Crores or more each

year.

• Certificate from Statutory Auditor

ascertaining Turnover from IT System

Integration (SI) services for the last 3

years for the Bidder

• Duly updated PQ Form 3 of Annexure

A: Pre-Qualification Proposal

Templates

5. Bidder should have a Net Worth of

Rs.25 Crores or more as per the last

audited Balance Sheet.

• Certificate from the Statutory Auditor

ascertaining Net worth for the last

audited Financial Year.

6. Bidder should have IT System

Integrator turnkey project

experience in India with a

minimum project value of

Rs.4Crores and the scope

including“Application

Development” along with any 4 of

the following services:

1. Mobile app development

2. Application Migration

• Duly updated PQ Form 4 of Annexure

A: Pre-Qualification Proposal

Templates

• One project with IT SI Turnkey project

with Work order dated on or before 31st

March 2016

• Client certificate stating the successful

o Implementation of the solution

(Or)

o Completion of entire scope of the

project

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3. Application Support and

Maintenance

All the projects should have

beensuccessfully implemented(the

solution implemented should be

operational) in last 3 years as on 31st

March 2016

Note: Work orders/client certificate should

clearly articulate at least 3 of the SI services

mentioned in this criterion, otherwise such

projects will not be considered.

In case of PPP projects, the Bidder should

furnish the necessary supporting

documents (Work Order / Client

Certificates) to enable the evaluation

committee to ascertain the project value lest

such projects shall not be considered for

evaluation

7. Bidder should have a minimum

number of 250 IT technically

qualified professional Staff as on

31stMarch, 2016 on its rolls in

India.

• A self-certified letter signed by the

company secretary/statutory auditor

for number of technically qualified

professionals in the rolls of the Bidder’s

organization in India as on 31st march

2016

8. Bidder shall not be under a

declaration of ineligibility for

corrupt or fraudulent practices in

India.

• A self-certified letter in the prescribed

template as per the PQ Form 5 of

Annexure A: Pre-Qualification Proposal

Templates by the Authorized signatory

of the Bidder’s organization

9. Bidder should be ISO

9001:2015 certified.

• Copy of certification which is valid on

Tender due date.

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10. Bidder should be CMMILevel

IIIabove

• Relevant certificate needs to be

attached which is valid on Tender due

date.

11. Bidder Should have a local office in

Tamil Nadu. The Bidder shall

mention the full address and

telephone numbers of the Tamil

Nadu office. Else the Bidder shall

give an undertaking for setting up

the local office in Chennai if the

Bidder becomes successful.

• Local address proof such as copy of the

rent Agreement /latest Telephone bills.

(OR)

• If the Bidder doesn’t have local office

then Bidder shall submit an

undertaking letter as per the prescribed

format in PQ Form 6 of Annexure A:

Pre-Qualification Proposal Templates

accepting to setup a local office in

Tamil Nadu within 2 months from date

of contract signing

12. Power of Attorney / Board

Resolution for the

authorized signatory signing the bid

• Power of Attorney / Board Resolution

for the authorized signatory signing the

bid

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35.1.2 PQ Form 2: Information about the Bidder

a. Particulars of the Bidder

Sl.

No. Information Sought Details to be Furnished

A Name and address of the bidding

Company

B Incorporation status of the firm

(public limited / private limited, etc.)

C Year of Establishment

D Date of registration

E ROC Reference No.

F Details of company registration

G Details of registration with appropriate authorities for

service tax

H Name, Address, email, Phone nos. and Mobile Number of

Contact Person

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b. Format for project with IT SI experience

SL. No. Description Criteria Details

Compliance to criteria (Yes / No)

Page No. reference in the proposal

Page No. reference in the respective work order / Client Certificate

1 Name of the project 2 Name of the client

3 Work Order Date Dated on or before 31st March 2009

4 Date of Completion (if applicable)

Completed projects within last 3 years as on 31st March 2014 preferred, but not mandatory

5 Compliance to the scope Scope of services* a Application Development Mandatory scope

b Mobile app development Conditional scope

c Application Support and Maintenance Conditional scope

d Application Migration Conditional scope

*Note:

• The scope of services should be clearly highlighted in the work order / client certificate along with the corresponding reference page numbers.

Application Development is a mandatory scope and the project should meet any 2 of the 3 conditional scope provided

• Conditional scope means the scope required for meeting the eligibility criteria through compliance to the required number of scope options

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35.1.3 PQ Form 3: Financial Capability

S. No. Year

Turnover from IT System Integration Business

Page No. reference to the supporting document

1 2015-16

2 2014-15

3 2013-14

Note:

The turnover from IT System Integration (Software Development) Business should be clearly

established by the supporting documents viz. Statutory Auditor certificate OR Audited Financial

Statements

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35.1.4 PQ Form 4: Experience in System Integration Business

S. No. Description Criteria Details Compliance

(Yes / No)

Page No. reference in the

proposal

Page No. reference in the respective work order /

Client Certificate 1 Name of the project 2 Name of the client

3 Work Order Date Dated on or before 31st March 2016

4 Date of Completion / Implementation

Within the last 3 years as on 31st March 2016

5 Value of the project More than Rs.4Crores 6 Project Location India

7 Compliance to the scope Scope of services*

a Application Development Mandatory scope

b Mobile app development Conditional scope

c Application Support and Maintenance Conditional scope

d Application Migration Conditional scope

*Note:

• The scope of services should be clearly highlighted in the work order / client certificate along with the corresponding reference page numbers.

Application Development is a mandatory scope and the project should meet any 2 of the 3 conditional scope provided.

• Conditional scope means the scope required for meeting the eligibility criteria through compliance to the required number of scope options

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35.1.5 PQ Form 5: Declaration format for ineligibility for corrupt or fraudulent practices

(To be submitted on the Letterhead of the responding agency)

{Place}

{Date}

To:

SHS, Tamil Nadu

No. 359, 5th Floor, DMS Annex,

Teynampet, Chennai – 600006

Tel No : +91-44- 24321310/ Fax No: +91-44- 24320563

Email: [email protected]

Subject: Self Declaration of not been blacklisted

Ref: -Bid Reference 111/HIMS/SI/TNMSC/ENGG/2017, Dt. 18.04.2017

Dear Sir,

We confirm that our company, ____________, is not blacklisted in any manner whatsoever by any

of the State and/or central Government in India on any ground including but not limited to

indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable practice or

restrictive practice.

Place:

Date:

Bidder’s Company Seal:

Authorized Signatory’s Signature:

Authorized Signatory’s Name and Designation:

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35.1.6 PQ Form 6: Undertaking for setting up the local office in Chennai <To be printed on the company letter head>

<Location, Date>

To:

Tamilnadu Medical Services Corporation Ltd.,

No. 417, Pantheon Road,

Egmore,

Chennai – 600008

Sir,

Sub: Declaration for setting up a local office in Chennai


I, <Name>, <Designation> authorized representative of <Name of the Bidder>, hereby

solemnly confirm that the Company is a registered office in <Address>. I hereby declare that we do

not have local office in Tamil Nadu. However, we agree to set up a local office in Chennai in the event

of being declared the successful bidder within 2 months from the date of signing of the contract.

In the event of not setting up a local office within 2 months, SHS, Tamil Nadu/TNMSC reserves the

right to terminate the Contract without any compensation to the Company.

Thanking you,

Yours faithfully,

Authorized Signatory

Name:

Designation:

Date:

Seal:

Business Address:

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35.2 ANNEXURE B: TECHNICAL PROPOSAL TEMPLATES

The Bidders are expected to respond to the RFP using the forms given in this section and all

documents supporting Technical Evaluation Criteria.

Technical Proposal shall comprise of following forms:

Forms to be used in Technical Proposal

Tech Form 1: Undertaking on Total Responsibility

Tech Form 2: Particulars of the Bidder

Tech Form 3: Compliance Sheet for Technical Proposal

Tech Form 4: Letter of Proposal

Tech Form 5: Citation Format for SI Project Experience

Tech Form 6: Citation Format for Software Solutions Project Experience

Tech Form 7: Citation Format for Operations & Maintenance Services Project Experience

Tech Form 8: Citation Format for e-Health Project Experience

Tech Form 9: Detailed Project Citation Format

Tech Form 10: Proposed Solution

Tech Form 11: Proposed Work Plan

Tech Form 12: Team Composition

Tech Form 13: Curriculum Vitae (CV) of Key Personnel

Tech Form 14: Deployment of Personnel

Tech Form 15: Deviations

Tech Form 16: Declaration on Source Code and Intellectual Property Rights

Tech Form 17: Undertaking on Patent Rights

Tech Form 18: Undertaking on Compliance and Sizing of Infrastructure

Tech Form 19: Undertaking on Service Level Compliance

Tech Form 20: Undertaking on Deliverables

Tech Form 21: Undertaking on Support to Third Party Solution acceptance and certification

Tech Form 22: Declaration of activities sub-contracted

Tech Form 23: Undertaking on Exit Management and Transition

All relevant documents in support of evaluation criteria

Any other documents found necessary by the Bidder

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35.2.1 Tech Form 1 : Undertaking on Total Responsibility

<Location, Date>

To:

Tamilnadu Medical Services Corporation Ltd.,


Egmore,

Chennai – 600008

Dear Sir,

Sub: Self certificate regarding Total Responsibility


This is to certify that we undertake total responsibility for the successful and defect free operation of

the proposed Project as per the requirements of the above referred bid.

Thanking you,

Yours faithfully

(Signature of the Authorized signatory of the Bidding Organisation)

Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.2 Tech Form 2: Particulars of the Bidder

Sl. No.

Information Sought Details to be Furnished

A Name and address of the bidding Company

B Incorporation status of the firm (public limited / private limited, etc.)

C Year of Establishment

D Date of registration

E ROC Reference No.

F Details of company registration

G Details of registration with appropriate authorities for service tax

H Name, Address, email, Phone nos. and Mobile Number of Contact Person Person

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35.2.3 Tech Form 3: Compliance Sheet for Technical Proposal

The Technical proposal should comprise of the following basic requirements. The documents mentioned in this compliance sheet along with this form, needs

to be a part of the Technical proposal

Sl. No. Specific Requirements Documents Required Compliance (Yes/No)

Reference & Page Number

1. Covering Letter for Technical Proposal

Tech Form 4duly signed by authorized signatory

2. Past Experience of the responding firm a) CMMI Level CMMI level certificate

b) System Integrator Project Experience

Tech Forms 5 and 9, supported by documentary evidence

c) Software Solutions Project Experience


d) Operations & Maintenance Services Project Experience


e) e-Health Project Experience Tech Forms 8 and 9, supported by documentary evidence

3. Proposed Solution

Tech Form 10 Detailed write-up covering all the points as specified in the marking scheme

a)

Solution architecture conceptualized for this project (Robustness of Proposed Technical Architecture to integrate with MSDG, SSDG& envisaged HMIS architecture; Upward Scalability w.r.t increase in transactions volumes)

b) Application deployment and testing Strategy c) Quality Control Procedures suggested

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4. Proposed Approach for SLA Management

Detailed write-up covering all the points as specified in the marking scheme

a)

Understanding of the project requirements, Expected support from the State, Approach to the services, SLA management methodology, Methodology for carrying out the activities for expected output

b) Risks / problems expected, plans for mitigation and technical approach to address them

c)

Methodologies proposed for SLA management compatibility of those methodologies with the proposed overall approach

5. Training a) Training schedule Week-wise training schedule

b) Value Addition

Concurrence-cumdeclaration to train more than 5% of the requirement (without any compromise in quality) as specified in the marking schema

6. Formation/Location of Helpdesk & other manpower support

a) Value Addition Concurrence-cumdeclaration to meet SLAs (without any compromise in quality) as specified in the marking schema

7. Project Management

a) Project Management Approach and Methodology

Detailed write-up covering all the points as specified in the marking scheme

8. Detailed Week-wise Work Plan

a) Detailed week-wise work plan Tech Form 11

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b) Value Addition

Concurrence-cumdeclaration to achieve implementation (without any compromise in quality) as specified in the marking schema

9. Resource Deployment a) Project Manager Tech Forms 12,13 &14 b) Technical Expert (Solution) Tech Forms 12,13 &14 c) Domain Specialist / Health Expert Tech Forms 12,13 &14 d) DBA Tech Forms 12,13 &14 e) System Administrator Tech Forms 12,13 &14 10. Forms and Undertakings

a) Undertaking on Total Responsibility

Tech Form 1 duly signed by authorized signatory

b) Particulars of the Bidder Tech Form 2 c) Deviations Tech Form 15

d) Declaration on Source Code and Intellectual Property Rights


e) Undertaking on Patent Rights Tech Form 17 duly signed by authorized signatory

f) Undertaking on Compliance and Sizing of Infrastructure


g) Undertaking on service level compliance Tech Form 19 duly signed by authorized signatory

h) Undertaking on Deliverables Tech Form 20 duly signed by authorized signatory

i) Undertaking on Support to Third Party Solution acceptance and certification


j) Declaration of activities subcontracted Tech Form 22 duly signed by authorized signatory

k) Undertaking on Exit Management and Transition Tech Form 23 duly signed by authorized signatory

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35.2.4 Tech Form 4 :Letter of Proposal

To:

Tamilnadu Medical Services Corporation,


Egmore,

Chennai -600008

Subject: Submission of the Technical bid for <Name of the Systems Implementation assignment>


Dear Sir/Madam,

We, the undersigned, offer to provide Systems Implementation solutions to SHS, Tamil Nadu as per

the terms and condition of the bidding document referred above and hereby submit our proposal,

which includes this Technical bid and the price Bid sealed in a separate envelope.

We hereby declare that all the information and statements made in this Technical bid are true and

accept that any misinterpretation contained in it may lead to our disqualification.

We undertake, if our bid is accepted, to initiate the Implementation services related to the assignment

not later than the date indicated in Fact Sheet.

We agree to abide by all the terms and conditions of the bidding document. We would hold the terms

of our bid valid for 90 days from date of opening of pre-qualification Bid as stipulated in the bidding

document.

We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our affairs

are not being administered by a court or a judicial officer, our business activities have not been

suspended and we are not the subject of legal proceedings for any of the foregoing.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

Location: _____________________________________Date: __________________

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35.2.5 Tech Form 5 :Citation format for SI Project Experience


(Yes / No)


Page No. reference in the respective

work order / Client Certificate

1 Name of the project

2 Name of the client

3 Type of client Government Department/PSUs/Boards/ Local Bodies/Undertakings

4 Status of project Completed projects preferred but not mandatory

5 Value of the project More than Rs. 4 Crores

6 Project Location India


a Application software development Mandatory Scope

d O&M phase for maintaining all of the above.

Mandatory Scope

Migration of database Mandatory Scope

Mobile app development

Conditional Scope

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35.2.6 Tech Form 6 :Citation for Software Solutions Project Experience


(Yes / No)






3 Type of client Government Department/PSUs/Boards/ Local Bodies/Undertakings

4 Value of the project

5

Value of the software development and management component

More than Rs. 2.5 Crores



Application software development

Mandatory scope

Mobile App development Mandatory scope

a Portal Conditional scope

b Web based Application services Conditional scope

c Electronic forms Conditional scope

Note:

a. The scope of software services should be clearly highlighted in the work order / client certificate along with the corresponding reference page

numbers. The project should meet any 2 of the 3 scope requirements provided.

b. Conditional scope means the scope required for meeting the eligibility criteria through compliance to the required number of scope options

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35.2.7 Tech Form 7 :Citation for Operations & Maintenance Services Project Experience


(Yes / No)







4

Value of the Component - Operations & Maintenance Services for Application

More than Rs.2 Crores



a O&M services for Application Mandatory scope

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35.2.8 Tech Form 8 :Citation for e-Health Project Experience


(Yes / No)







4 Status of project Completed / On-going

5 Project Location Name of the state

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35.2.9Tech Form 9: Detailed Project Citation Format

Relevant project experience

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details

Description of the project

Scope of services (In bullet format)

Service levels being offered/ Quality of service (QOS)

Technologies used

Outcomes of the project

Other Details

Total cost of the project

Total cost of the services provided by the respondent

Duration of the project (no. of months, start date, completion date, current status)

Other Relevant Information

Letter from the client to indicate the successful completion of the projects

Copy of Work Order

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35.2.10 Tech Form 10: Proposed Solution

Technical approach, methodology and work plan are key components of the Technical Proposal. You

are suggested to present Approach and Methodology divided into the following sections:

a. Solution Proposed

b. Understanding of the project (how the solution proposed is relevant to the understanding)

c. Technical Approach and Methodology

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35.2.11 Tech Form 11 :Proposed Work Plan

No Activity1 Month 1 Month 2 Month 3 Month

W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 n n

1 Knowledge Transfer 2 Existing HIMIS Maintenance 3 SRS Preparation(parallel to issue of LOA) 4 Application Development & Revamping

of HMS / MIS, CMS Performance tuningand GUI Change

5 Mobile Application Development 6 Migration of existing HMIS database 7 Launching of /New Application(Trainer

of Trainer)

8 Maintenance of New Application 9 Etc.,

N Note:

1 The tentative list of activities is listed above. The Bidder may incorporate activities according to their proposed solution

2 Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as

TNMSC approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase.

3 Duration of activities shall be indicated in the form of a bar chart.

4 All activities should meet the 8/80 criteria i.e. should at least take 8 hours and a maximum of 80 hours.

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35.2.12 Tech Form 12 :Team Composition

Name of Staff with qualification and experience Area of Expertise Position Assigned Task Assigned

Time committed for the engagement

Project Manager

Technical Expert (Solution)

Domain Specialist / Health Expert

DBA

System Administrator

Note:

The tentative list of key resource personnel is listed above. The Bidder may incorporate the actual list of key and additional resource personnel according

to their proposed solution

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35.2.13 Tech Form 13 :Curriculum Vitae (CV) of Key Personnel

General Information

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed Role in the Project

Proposed Responsibilities in the Project

Academic Qualifications:

• Degree

• Academic institution graduated from

• Year of graduation

• Specialization (if any)

• Key achievements and other relevant information (if any)

Professional Certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain Experience

Number of complete life cycle implementations carried out

The names of customers (Please provide the relevant names)

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Past assignment details (For each assignment provide details

regarding name of organizations worked for, designation,

responsibilities, tenure)

Prior Professional Experience covering:

• Organizations worked for in the past

o Organization name

o Duration and dates of entry and exit

o Designation Location(s)

o Key responsibilities

• Prior project experience

o Project name

o Client

o Key project features in brief

o Location of the project

o Designation

o Role

o Responsibilities and activities

o Duration of the project

Please provide only relevant projects.

Proficient in languages (Against each language listed indicate if

speak/read/write)

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35.2.14 Tech Form 14: Deployment of Personnel

No Name of Staff

Staff input in Months (in the form of a bar chart)2

Total staff man-

months proposed

1 2 3 4 5 6 7 8 9 10 11 12 n Total

1

2

3

N

Total

Note:

1. Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category

2. Months are counted from the start of the assignment

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35.2.15 Tech Form 15: Deviations

[This section should contain any assumption on areas which have not been provided in

the bidding document OR any changes to the existing provisions of the bidding

document]

A - On the scope of work

[Suggest and justify here any modifications or improvement to the Scope of Work you are proposing

to improve performance in carrying out the assignment (such as deleting some activity you consider

unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions

should be concise and to the point, and incorporated in your Proposal.]

B – Any other areas

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35.2.16 Tech Form 16 :Declaration on Source Code and Intellectual Property Rights

<Location, Date>

To

Tamilnadu Medical Services Corporation


Egmore, Chennai – 600008

Dear Sir,

Sub: Self-certificate regarding the source code and Intellectual property rights under

this Project

Ref. 111/HMIS/SI/TNMSC/ENGG/2017, Dt. 18.04.2017

I, authorized representative of _________________________, hereby solemnly affirm to the IPR

and Source Code rights as defined in this bidding document.

In the event of any deviation from the factual information/ declaration, SHS, Tamil Nadu/TNMSC

reserves the right to terminate the Contract without any compensation to the System Integrator.

Thanking you,

Yours faithfully


Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.17Tech Form 17 :Undertaking on Patent Rights

<Location, Date>

To:




Dear Sir,

Sub: Undertaking on Patent Rights


a. I/We as System Integrator (SI) do hereby undertake that none of the deliverables being provided

by us is infringing on any patent or intellectual and industrial property rights as per the

applicable laws of relevant jurisdictions having requisite competence.

b. I/We also confirm that there shall be no infringement of any patent or intellectual and industrial

property rights as per the applicable laws of relevant jurisdictions having requisite competence,

in respect of the equipment, systems or any part thereof to be supplied by us. We shall indemnify

SHS, Tamil Nadu/TNMSC against all cost/claims/legal claims/liabilities arising from third party

claim in this regard at any time on account of the infringement or unauthorized use of patent or

intellectual and industrial property rights of any such parties, whether such claims arise in

respect of manufacture or use. Without prejudice to the aforesaid indemnity, the SI shall be

responsible for the completion of the supplies including spares and uninterrupted use of the

equipment and/or system or any part thereof to SHS, Tamil Nadu/TNMSC and persons

authorized by SHS, Tamil Nadu, irrespective of the fact of claims of infringement of any or all the

rights mentioned above.

c. If it is found that it does infringe on patent rights, I/We absolve SHS, Tamil Nadu/TNMSC of

any legal action.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.18 Tech Form 18: Undertaking on Compliance and Sizing of Infrastructure

<Location, Date>

To




Dear Sir,

Sub: Undertaking on Compliance and Sizing of Infrastructure


a. I/We as System Integrator do hereby undertake that we have proposed and sized the hardware

and all software (including perennial and enterprise wide licenses, unless stated otherwise)

based on information provided by SHS, Tamil Nadu/TNMSC in its bidding document and in

accordance with the service level requirements and minimum specifications provided and assure

SHS, Tamil Nadu/TNMSC that the sizing is for all the functionality envisaged in the bidding

document.

b. Any augmentation of the proposed solution or sizing of any of the proposed solutions (including

software and hardware) in order to meet the minimum bidding requirements and/or the

requisite service level requirements given by bidding, Tamil Nadu will be carried out at no

additional cost to bidding, Tamil Nadu during the entire period of Contract.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.19 Tech Form 19 :Undertaking on Service Level Compliance

<Location, Date>

To:




Dear Sir,

Sub: Undertaking on Service Level Compliance


a. I/We as System Integrator do hereby undertake that we shall monitor, maintain, and comply

with the service levels stated in the bidding document to provide quality service to SHS, Tamil

Nadu/TNMSC.

b. However, if the proposed resources and infrastructure are found to be insufficient in meeting the

bidding document and/or the service level requirements given by SHS, Tamil Nadu/TNMSC,

then we will augment the same without any additional cost to SHS, Tamil Nadu/TNMSC.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.20 Tech Form 20 :Undertaking on Deliverables

<Location, Date>

To:




Dear Sir,

Sub: Undertaking on Deliverables


a. I/We as System Integrator do hereby undertake that processes, deliverables/artefacts submitted

to SHS, Tamil Nadu/TNMSC will adhere to the quality and standards specified in this bidding

document.

b. We also recognize and undertake that the deliverables/artefacts shall be presented and explained

to SHS, Tamil Nadu/TNMSC and other key stakeholders (identified by SHS, Tamil Nadu), and

also take the responsibility to provide clarifications as requested by SHS, Tamil Nadu.

c. We agree to abide by the procedures laid down for acceptance and review of deliverables /

artefacts as stated in this bidding document or as communicated to us from time-to-time.

d. We also understand that the acceptance, approval and sign-off of the deliverables by SHS, Tamil

Nadu will be done on the advice of respective District officials and any other agency appointed by

the SHS, Tamil Nadu for the same. We understand that while all efforts shall be made to accept

and convey the acceptance of each deliverable in accordance with the Project schedule, no

deliverable will be considered accepted until a specific written communication to that effect is

made by SHS, Tamil Nadu.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.21 Tech Form 21 :Undertaking on Support to Third Party Solution acceptance and certification

<Location, Date>

To:




Dear Sir,

Sub: Undertaking on Support to Third Party Solution Acceptance and Certification


a. I/We understand that the System (including the Application and the associated IT systems) may

be assessed and certified by a 3rd party agency (to be identified by SHS, Tamil Nadu) before the

system is commissioned.

b. I/We understand that while the certification expenses will be borne by SHS, Tamil Nadu, the

responsibility to ensure successful acceptance and certification lies with the System Integrator. 3.

I/We hereby undertake that we shall do all that is required of the System Integrator to ensure that

system will meet all the conditions required for successful acceptance and certification.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.22 Tech Form 22 :Declaration of activities sub-contracted

<Location, Date>

To:




Dear Sir,

Sub: Declaration on Sub-contracting


I/ We hereby declare the following list of activities which would be sub-contracted.

Sl. No. Activity

1

2

3

4

I/ We would be responsible for ensuring that the sub-contracted work meets the requirements of the

contract.

Thanking you,

Yours faithfully


Name :

Designation :

Date :

Time :

Seal :

Business Address:

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35.2.23 Tech Form 23 :Undertaking on Exit Management and Transition

<Location, Date>

To:




Dear Sir,

Sub: Undertaking on Exit Management and Transition


a. I/We hereby undertake that at the time of completion of our engagement with the SHS, Tamil Nadu, either at the End of Contract or termination of Contract before planned Contract Period for any reason, we shall successfully carry out the exit management and transition of this Project to the SHS, Tamil Nadu or to an agency identified by SHS, Tamil Nadu to the satisfaction of the SHS, Tamil Nadu. I/We further undertake to complete the following as part of the Exit management and transition: i. We undertake to complete the updation of all Project documents and other artefacts and

handover the same to SHS, Tamil Nadu before transition. ii. We undertake to design standard operating procedures to manage system (including

Application and IT systems), document the same and train SHS, Tamil Nadu/ any other agency as nominated by personnel on the same.

iii. If SHS, Tamil Nadu decides to take over the operations and maintenance of the Project on its own or identifies or selects any other agency for providing operations & maintenance services on this Project, then we shall provide necessary handholding and transition support, which shall include but not be limited to, conducting detailed walkthrough and demonstrations for the IT Infrastructure, handing over all relevant documentation, addressing the queries/clarifications of the new agency with respect to the working / performance levels of the infrastructure, conducting Training sessions etc.

b. I/We also understand that the Exit management and transition will be considered complete on the basis of approval from SHS, Tamil Nadu.

Yours faithfully,

(Signature of the Authorized signatory of the Bidding Organisation) Name : Designation : Date : Time : Seal : Business Address: Note: The Bidder shall necessarily provide a copy of ‘Power of Attorney’ authorizing the signatory for signing the Bid and associated documents/declarations/undertakings on behalf of the Bidder in proposal. Such Power of Attorney shall be placed in the Prequalification proposal

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35.3 ANNEXURE C: FINANCIAL PROPOSAL TEMPLATE

35.3.1 Form 1: Covering Letter

<Location, Date> To:




Dear Sir/Madam,

Subject: Submission of the price bid.


We, the undersigned, offer to provide the Implementation services in accordance with your bidding document and our Proposal (Technical and Financial Proposals) . Our attached Financial Proposal is for the sum of Rs. _____________ <Amount in words and figures>.

This amount is inclusive of the local taxes.

a. PRICE AND VALIDITY i. All the prices mentioned in our bid are in accordance with the terms as specified in the bidding

documents. All the prices and other terms and conditions of this Bid are valid for a period of 90 days calendar days from the date of opening of the Bid.

ii. We hereby confirm that our prices include all taxes. However, all the taxes are quoted separately under relevant sections.

iii. We understand that the actual payment would be made as per the existing indirect tax rates during the time of payment.

b. UNIT RATES

We have indicated in the relevant forms enclosed, the unit rates for the purpose of on account of payment as well as for price adjustment in case of any increase to / decrease from the scope of work under the contract.

c. DEVIATIONS We declare that all the services shall be performed strictly in accordance with the bidding documents except for the variations and deviations, all of which have been detailed out exhaustively in the following statement, irrespective of whatever has been stated to the contrary anywhere else in our bid. Further we agree that additional conditions, if any, found in the bidding document, other than those stated in deviation schedule, shall not be given effect to.

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d. BID PRICING We further confirm that the prices stated in our bid are in accordance with terms and condition of the bidding document

e. QUALIFYING DATA We confirm having submitted the information as required by you in the bidding document. In case you require any other further information/documentary proof in this regard before evaluation of our Tender, we agree to furnish the same in time to your satisfaction.

f. BID PRICE We declare that our Bid Price is for the entire scope of the work as specified in the price schedule. These prices are indicated pricl Bid attached with our bid as part of the Tender.

g. PERFORMANCE BANK GUARANTEE We hereby declare that in case the contract is awarded .to us, we shall submit the Performance Bank Guarantee as specified in the bidding document. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal. We understand you are not bound to accept any Proposal you receive.

We hereby declare that our bid is made in good faith, without collusion or fraud and the information contained in the bid is true and correct to the best of our knowledge and belief. We understand that our bid is binding on us and that you are not bound to accept a bid you receive. Thanking you,

We remain,

Yours sincerely,

Authorized Signature: Name and Title of Signatory: Name of Firm: Address

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Form 2: Financial Proposal

Please Note that the quantities mentioned in all the tables are indicative only. SHS, Tamil Nadu/TNMSC reserves right to delete any

item or modify the numbers/quantity for any item, before issuing the work order.

35.3.2 Form 2A: Details of Financial Bid

S. No Particulars Quantity Unit

Unit Rate Rs.

Amount without

Tax Rs.

Tax Rs.

Amount with Tax Rs.

1 Implementation

1.1 Application Software

1.1.1 Revamping of HMS LS

1.1.2 Revamping of MIS LS

1.1.3 Performance tuning of CMS LS

1.1.4 Enhancements of CMS LS

1.1.5 Migration of existing HMIS Database LS

1.1.6 Mobile app development LS

Sub-Total - Application Software

1.2 Deployment &Capacity Building

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1.2.1 Deployment of revamped HMIS Application LS

1.2.2 Development of self-explanatory audio visuals LS

Sub-Total - Deployment &Capacity Building

Sub-Total - Implementation

2 O&M

2.1 Helpdesk manpower (Minimum two L1 and One L2) and Online Software Call Management 4 per annum

2.2 Application maintenance support 4 per annum

2.3 Server & database management 4 per annum

Sub-Total - O&M

Total – Implementation and O&M

Note:

a. The final award shall be based on the total cost i.e., Form 2A and Form 2B

b. Payment as per “Schedule of Payment Terms” shall be made based on the value of Form 2A.

c. The prices quoted shall be valid till the end of the contract period. After 18 months of the Contract period / Application maintenance support the per

annum cost shall be escalated to a maximum of 5% every year upon mutual agreement between the two parties.

d. In the event of any additional requirements, the Bidder has to provide the required services at the unit price quoted in Form 2B

e. Please note that the quantities mentioned in all the tables are indicative only. SHS, Tamil Nadu reserves right to delete any item or modify the

numbers/quantity for any item, before issuing the work order.

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35.3.3 Form 2B: Price Discovery for Additional Services

S. No Particulars Quantity Unit

Unit Rate Rs.

Amount without

Tax Rs.

Tax Rs.

Amount with Tax Rs.

3 Price Discovery for additional services

3.1 Development cost (including functional study) on Person

month basis for of additional services 1000 Man days

Sub-Total - Price Discovery

Grand Total

Note:

a. One man day = One person X 8 working hours.

b. One man month = One person X 8 working hours X 25 days.

c. The final award shall be based on the total cost i.e., Form 2A and Form 2B

d. Form 2B is for price discovery only and payment on purchase of such items shall be made on actual basis

e. Purchase order for the items in the price discovery will be given depending on the requirements separately.

f. The prices quoted shall be valid till the end of contract period of the SI

g. Please note that the quantities mentioned in all the tables are indicative only. SHS, Tamil Nadu/TNMSC reserves right to delete any item or modify

the numbers/quantity for any item, before issuing the work order.

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35.4 ANNEXURE D: TEMPLATE FOR PBG & CCN

35.4.1 Form 1: Performance Bank Guarantee

PERFORMANCE SECURITY:

To:

SHS, Tamil Nadu

No. 359, 5th Floor, DMS Annex,

Teynampet, Chennai – 600006

Tel No : +91-44- 24321310/ Fax No: +91-44- 24320563

Email: [email protected]

Whereas, <name of the supplier and address> (hereinafter called “the Bidder”) has undertaken, in

pursuance of contract no. <Insert Contract No.> dated. <Date> to provide Implementation services

for <name of the assignment> to SHS, Tamil Nadu (hereinafter called “the beneficiary”)

And whereas it has been stipulated by in the said contract that the Bidder shall furnish you with a

bank guarantee by a recognized bank for the sum specified therein as security for compliance with its

obligations in accordance with the contract;

And whereas we, <Name of Bank> a banking company incorporated and having its head

/registered office at <Address of Registered Office> and having one of its office at <Address of Local

Office> have agreed to give the supplier such a bank guarantee.

Now, therefore, we hereby affirm that we are guarantors and responsible to you, on behalf of the

supplier, up to a total ofRs.<Insert Value> (Rupees <Insert Value in Words> only) and we

undertake to pay you, upon your first written demand declaring the supplier to be in default under the

contract and without cavil or argument, any sum or sums within the limits ofRs.<Insert Value>

(Rupees<Insert Value in Words> only) as aforesaid, without your needing to prove or to show

grounds or reasons for your demand or the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the Bidder before presenting us

with the demand.

We further agree that no change or addition to or other modification of the terms of the contract to be

performed there under or of any of the contract documents which may be made between you and the

Bidder shall in any way release us from any liability under this guarantee and we hereby waive notice

of any such change, addition or modification.

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This Guarantee shall be valid until <Insert Date>

Notwithstanding anything contained herein:

a. Our liability under this bank guarantee shall not exceedRs.<Insert Value> (Rupees

<Insert Value in Words> only).

b. This bank guarantee shall be valid up to <Insert Expiry Date>

c. It is condition of our liability for payment of the guaranteed amount or any part thereof arising

under this bank guarantee that we receive a valid written claim or demand for payment under

this bank guarantee on or before <Insert Expiry Date> failing which our liability under the

guarantee will automatically cease.

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35.4.2 Form 2: Change Control Notice (CCN) Format

Change Control Note CCN Number: Part A: Initiation

Title:

Originator:

Sponsor:

Date of Initiation: Details of Proposed Change (To include reason for change and appropriate details/specifications. Identify any attachments as A1, A2, and A3 etc.)

Authorized by : Date:

Name:

Signature: Received by the IP

Date:

Name:

Signature:

Change Control Note

CCN Number:

Part B : Evaluation

(Identify any attachments as B1, B2, and B3 etc.) Changes to Services, charging structure, payment profile, documentation, training, service levels and component working arrangements and any other contractual issue.

Brief Description of Solution:

Impact:

Deliverables:

Timetable:

Charges for Implementation: (including a schedule of payments)

Other Relevant Information: (including value-added and acceptance criteria)

Authorized by the Implementation Partner

Date:

Name:

Signature:

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Volume - II

Detailed Scope of work

P a g e 96 | 233

1 Contents

1. Introduction ................................................................................................. 98

1.1 Executive Summary: .................................................................................................................... 98

1.2 Bird’s eye view of the Existing HMIS Application: ...................................................................... 98

1.2.1 Hospital Management System (HMS): ................................................................................. 99

1.2.2 Management Information System (MIS): .......................................................................... 101

1.2.3 College Management System (CMS): ................................................................................. 102

1.2.4 University Automation System (UAS): ............................................................................... 104

1.3 Technology Platforms ............................................................................................................... 105

1.3.1 Server environment for HMS ............................................................................................. 109

1.3.2 Server environment for MIS / CMS .................................................................................... 109

2. Scope of Work of the System Integrator (SI): .............................................. 110

2.1 Phase I: ...................................................................................................................................... 110

2.1.1 Maintenance of the Existing HMIS application Software: ............................................... 110

2.1.2 Development of Revamped HMIS application: ................................................................ 111

2.1.3 HMIS Mobile app development ......................................................................................... 115

2.2 Phase II: ..................................................................................................................................... 115

2.2.1 Migration of the existing database into the revamped HMIS application ......................... 115

2.2.2 Launching of the revamped HMIS application ................................................................... 116

2.2.3 Stabilisation of deployed revamped HMIS application ...................................................... 117

2.3 PHASE III .................................................................................................................................... 117

2.3.1 Maintenance of the revamped HMIS application .............................................................. 117

3. Application Development Process ............................................................... 119

3.1 System Study and Design .......................................................................................................... 119

3.2 Requirements Traceability Matrix ............................................................................................ 120

3.3 Project Documentation ............................................................................................................. 120

3.4Man Power Requirement ........................................................................................................... 121

3.5 Single‐Sign On ........................................................................................................................... 121

3.6 Interoperability Standards ........................................................................................................ 122

3.7 Scalability .................................................................................................................................. 122

3.8 Security ..................................................................................................................................... 122

3.9 Application Architecture ........................................................................................................... 123

3.9.1 Proposed Application Architecture .................................................................................... 123

3.10 Test Plan .................................................................................................................................. 123

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3.11 Requirement on Adherence to Standards .............................................................................. 123

3.11.1 Compliance with Industry Standards ............................................................................... 124

3.11.2 Specifications ................................................................................................................... 124

3.1.2 Training Assessment and Collection of Feedback .................................................................. 124

4. STQC / Security Audit ................................................................................ 125

5. Ownership of the revamped HMIS application ........................................... 125

6. Handholding and knowledge transfer during Exit Plan .............................. 126

7. Schedule of completion of tasks .................................................................. 127

8. Deliverables of the Project to be fulfilled by the SI ..................................... 128

9. Annexure ................................................................................................... 129

9.1 Annexure E: HMS Forms ........................................................................................................... 129

9.2 Annexure F: MIS Forms: ............................................................................................................ 132

9.2.1 DPH MIS Forms .................................................................................................................. 132

9.2.2 DM&RHS MIS Forms .......................................................................................................... 135

9.2.3 DME MIS Forms .................................................................................................................. 138

9.2.4. Common HMIS Forms: ...................................................................................................... 141

9.3 Annexure G: CMS Forms ........................................................................................................... 145

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1. Introduction

1.1 Executive Summary:

Health Management Information System (HMIS) is implemented by Tamil Nadu Health

Systems Project (TNHSP) in the Government Health Facilities since 2008. The HMIS has four major

components viz. i. Hospital Management System (HMS), ii. Management Information System (MIS),

iii. College Management System (CMS) and iv. University Automation System (UAS). The components

of HMIS have been implemented across 2,300 Government Health Facilities and Medical Colleges.

The HMS captures hospital workflow ranging from patient registration to clinical services, lab services

etc. and is being used by 18000 users across the state. The MIS has 294 data collection / report forms

capturing the reports of the health facilities. The CMS has 161 forms capturing the student related

activities in the Govt. Medical Colleges and The TN. Dr. MGR Medical University. The UAS has facility

to manage administrative functions of the TN. Dr. MGR Medical University electronically. The HMIS

application is deployed in TNHSP servers hosted in Tamil Nadu State Data Centre and are being

accessed via intranet (TNSWAN) and internet.

The numbers of systems connected to the application are about 11,500 computers with 4500

printers. The servers were sized for a concurrent load of 10,000 users. The average peak users hitting

the servers are around 3200.

This tender document intends to identify a system integrator (SI)

a. To maintain the existing Health Management Information System (HMIS)

b. To revamp the HMS / MIS application

c. To do performance tuning and enhancements of CMS.

d. To roll out IP module implementation of HMS,

e. To train the master trainers for revamped application

f. To maintain the revamped HMIS application for a period of 4 years from roll out, which shall be

extended for another two years on mutual consentand

g. To develop a mobile app for the identified modules of the HMIS application.

A bird’s eye view of the existing HMIS application is given below. However, the description is

for reference and shall not be treated as exhaustive.

1.2 Bird’s eye view of the Existing HMIS Application:

The HMIS application has four major components. They are as follows:

1.1. Hospital Management System (HMS)

1.2. Management Information System (MIS)

1.3. College Management System (CMS)

1.4. University Automation System (UAS)

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1.2.1 Hospital Management System (HMS):

The Hospital Management system is one of the clinical component of the HMIS application

software. The HMS captures the entire patient related services workflow of the Government Hospitals.

The HMS has been implemented in 265 secondary care hospitals (District & Sub District Hospitals)

and 42 tertiary care hospital including Govt. Medical College Hospitals. The NCD and AAT modules of

HMS alone are being utilised in 1889 & 400 PHCs respectively.

The schematic diagram of HMS is given below.

The following are the modules available in the existing HMS component of HMIS. The names

of screens of each module are enclosed as annexureE.

a. Registration: The patients coming to the hospital are registered by the hospital worker and the

patients are provided with a unique 15-digit Patient Identification Number (PIN).The registration

is done for general outpatient, other speciality OP, inpatient, maternity services, MLC services etc.

b. Clinical: The doctor fetches the patient demographic record with the PIN, enters the

examination findings, diagnosis, drug prescription, lab request and any other diagnostics. The

entered details will be available at appropriate facilities (pharmacy, lab, etc.) which can be

retrieved by the PIN.Outpatient, Speciality OP, inpatient, maternity, NCD services etc. of the

doctor are captured in this module through different forms.The clinical activities done by the

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nurse is captured in this modules mostly in patient services related,including drug administration,

NCD screening, AAT screening, IP notes etc.

c. Pharmacy: The drug prescribed by the doctor is fetched by the pharmacists with the PIN and are

dispensed as per the prescriptions and the same is deducted from the pharmacy stock once

dispensed. The OP case record is printed at pharmacy and provided to the patients for future

reference.The Injections prescribed are viewed in the injection OP screen accessed by the staff

nurse and the injections are administered as per the prescriptions and the stock is deducted once

dispensed.

d. Maternity: The ante natal, natal & post-natal services are captured in this module including the

vaccination and family planning services. The demographics are entered by the Auxiliary Nursing

Midwife (ANM) and the clinical details are entered by the attending Obstetrician.

e. Inpatients: The inpatient modules deal mostly with the patient admissions in the hospitals

including ward management, patient discharge, transfer etc.The clinical details of the inpatients

are captured through the clinical module.

f. Lab: The lab test prescribed by the doctors is visualised by the lab technicians through this

module and necessary tests are done and the results are entered in this module.The results

entered can be viewed in the patient record by the doctor.The integration of the Lab equipment is

implemented in RGGGH. This will provide a comprehensive Lab Information System (LIS).

g. Radiology: Through this module the radiology tests are handled including x-ray, digital X-ray,

CT Scan, MRI, USG, ECHO, Cath Lab and other non-radiological test like ECG etc. and results are

entered in this module.The integration of Picture Archival and Communication System (PACS) is

implemented in RGGGH.The reports given by the radiologist / other specialist on the radiological

images are stored in the central servers and the images are stored in the local PACS server.

h. Laundry Book: The activities related to hospital laundry are handled through this module and

are handled by the staff nurses.

i. Bio-Medical Waste: The Biomedical waste generated in the institution is recorded in this

module as per the category in which they are segregated.This module is handled by the staff

nurses.

j. Diet: The Diet books are maintained through this module and are handled by the staff nurses &

nursing superintendents. The Diet indent for the patients, hospital kitchen is raised through this

module.

k. Stores (Drugs & other consumables):The activities of the Main and Sub stores including all

registers, indents are handled through this module.The indent for the main store is raised from

this module to TNMSC ware house application software through an interface and the inward from

TNMSC warehouse in fed into the stores module without any manual entry.

l. Blood Bank: The activities of the Blood bank are handled through this module, including donor

registration, screening, bloodrequest, cross matching, issue etc. are handled through this module.

m. Cancer: This module handles the cancer cervix & cancer breast screening follow up of NCD

modules.There are specialised forms for colposcopy, mammography, FNAC, Biopsy, staging,

treatment etc., for cancers.

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n. Specialty Clinics: The module is for the specialty OPDs like cardiology, neurology, etc. in the

tertiary care hospitals which is designed to capture an elaborate electronic medical record of the

patients.The templates for each specialty can be created in this module itself.

o. Specialty Labs: These modules are for handling the speciality labs attached with the specialty

clinics.

p. MRD: This module is handled by the Medical Records Department of the hospital where all the

clinical records of the hospital are maintained and the clinical diagnosis is mapped to ICD-10. The

clinical statistics birth, death etc. are also maintained here.

q. Annual Wellness: The Annual Wellness is the module designed for the AmmaArogyaThittam

implemented by Tamil Nadu and is being utilised in 400 Block and upgraded PHCs.The module

captures 25 health details, tests & reports of the beneficiaries (above 30 years) who are screened

in this program.

r. Dash Boards: Dashboards have been developed for Health Secretary and Project Director,

TNHSP to view the critical indicators generated from the HMS data, like MMR, IMR, fever cases,

dengue cases etc.

1.2.2 Management Information System (MIS):

The Management Information System (MIS) is the reporting component of the HMIS application

software. The MIS has Directorate specific modules and forms and there are few common modules

which are used across Directorates like equipment, personnel (HR) modules etc.It is being used

in1889 Primary Health Centres, 273 secondary care hospitals (District & Sub District), 50 tertiary care

hospitals. The data from MIS is uploaded into the national HMIS portal directly through web service.

The following are the modules available in the existing MIS component of HMIS. The names

of screens of each modules are enclosed as AnnexureF.

a. Clinical Information system: These forms are related to the performance of hospitals,

outpatients, inpatients, antenatal, natal, postnatal, neonatal, family welfare, surgeries, dog bite

cases, snake bite cases including ISMR. The periodicity of the formats are daily, weekly, monthly

and as and when. Forms of OP census and IP census, casualty are auto populated from HMS.

Various reports are generated from these entries and ISMR. The forms are specific for the

Directorates and the institutions under them.

b. Support Ancillary Services Report:These reporting formsare related to the support and

ancillary services like blood bank, laboratory, stores, diet, linen, biomedical waste etc. The forms

are specific for the Directorates and the institutions under them.

c. Administrative Information Reports: These are reporting forms related to the

administrative aspect as described below:

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d. Building: The formsformaintenance of buildings and infrastructure, new building proposal etc.

are available in this module.

e. Vehicle: The forms for availability, maintenance, condemnation, accident, fuel ceiling of vehicles

etc.are available in this module.

f. Equipment: The forms for receipt, management, condemnation, disposal of equipment etc.is

available in this module. The module has a ticket raising mechanism, wherein the faulty machine

details are sent to the vendor via SMS & email till they are made functional.

g. Financial: The details of Loans and advances, TA bill, GPF, M&R, Patient welfare society funds,

Budget, DOR, Pension, Distribution of budget to districts and institutions etc. are available in this

module.

h. Personnel: Employee SR details and contractual employees personnel details are available in

this module. Also the reports on manpower, increments, regularization, declaration of probation,

surrender leave, deputation / diversion, record sheet, disciplinary action status, compulsory

retirement, representation of SC/ST, Employee audit, Institution audit, leave details, cadre

register etc. are available in this module.

1.2.3 College Management System (CMS):

The College Management System (CMS) deals with the student related activities like their

admissions, fee payments, faculty management etc. The CMS application is used by Medical Colleges,

Directorate of Medical Education & TN Dr. MGR Medical University. The examination related

modules of CMS is being used by the University & DME for all Institutions affiliated to them. This

module is being implemented since 2011.

The following are the modules available in the existing CMS component of HMIS. The names

of screens of each module are enclosed as AnnexureG.

a. Student Enrollment: The objective of the Student Registration module of CMS is to provide a

unified platform that facilitates thecomputerization of the student admission process,

maintenance of the student details and generation of the Student registration number for the

newly admitted students.

b. Fees& Fine Management (University&College): This module handles payment remittance

activities to the University like Institution payment remittance to the University, Student fee

remittance (service oriented) to the university and other fees related to Examiner Fees

disbursement etc. This also handles the stipend and scholarship details. This module has online

payment gateway facility enabled (NEFT/RTGS/CBS).The module also handles the fees payment

by the students to the college but not integrated with the payment gateways. Fine collection

module is used to check the fine issued to the students.

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c. Faculty management: Teaching Faculties belonging to the various institutions affiliated to the

University are being managed in this system. Details captured at the institutional level includes

Demographic details, Medical council registration details, Contact details, Qualification details,

Service and work experience details,Photograph and signature.

d. Academics: The scope of this module involves Course management including course details,

course pattern, subjects included, institutions mapping to the courses etc.The syllabus set up will

be done by university for the colleges / institution level. University / board will fix and make

access of courses for the colleges/institutions in the academic module.

e. Timetable Management:Timetable management will be done for the colleges/institution level

in this module. University/board will fix and make access of courses for the colleges/institutions.

The colleges/institutions can create an academic calendar/Timetable and make a setup for

internal purposes.

f. Attendance system: In this module,Attendance rule will be given by the University for

attending the examination process for entering the attendance scheme entry. This attendance

entry will be made by the institution and attendance verification will be done by the Institution

Principal/Dean.

g. Affiliation Module: The scope of this module handles activities related to affiliation of

educational institutions to the University like Institution management(Creation of new Institution

in the system, Institution Details Updation etc.,)Affiliation processing etc.

h. Examination module: The objective of the Examination module is to provide a unified

platform that manages the entire examination process. The scope of this module involves the

management of Pre-conduct of Examination (Exam session initiation, Eligible students Galley

preparation, Exam Application generation , verification and Approval, Internal Examinations

,Attendance management, Hall ticket Eligible candidates listing, Hall ticket Approval and

generation), Conduct of Examinations (Practical Examinations, Examiner allotment, Written

exams marks entry,Examination Attendance , Seating arrangement,online question paper delivery

[SEQUEL] etc.),Post-conduct of Examination ( Mark scheme entry, Result processing, Tabulated

Mark Register generation,Moderation processing, Result publishing, Mark sheet generation, re-

total results processing ,publishing, etc.,) and Post Degree process (Internship program

management, Provisional certificate generation, transcript generation etc.,)

i. Certificates module: Certificates are the source for completing the courses. Certificates such as

Provisional, Migration and Eligibility certificates are processed, distributed by the university to

the colleges/institutions in the certificate module. Certificates such as Transcript, Bonafide, no-

due, attempt, expenditure and course completion certificates are managed and processed by the

respective colleges/Institutions in the certificate module.

j. Convocation Module: The objective of the Convocation module is to provide a unified platform

that manages the entire convocation process. The scope of this module involves Convocation

Session Initiation, Eligible candidate’s galley generation / Approval, Convocation application

submission, verification / approval, Degree certificate printing, Admit card generation and

Seating arrangements, Medals and Rewards etc.

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k. Student Corner:This module handles the student interactions directly with the University like

Online Application for migration certificate, eligibility certificate, attestation of mark sheet,

duplicate degree certificate, duplicate transcript, duplicate mark sheet etc. along with status

tracking facility. Through this module the student can view the results, convocation admission

cards etc. and also print them.

l. Master Details:University users can access this module. All the master data handled by the

Board will be displayed in this module such as State Master,District Master,Course

Master,Institution Master,Course Details Master,Course Faculty Details Master,Course Category

Master,etc. screens are used to add/update/delete Master data.

m. Administration Module: These modules are used for user management like user creation,

privileges biometric management, signature and seal management etc.

n. Library module: Library module deals with the activities carried out in a library such as

Building Management, Student details, publisher details, book details, etc. It includes reports

such as User Transaction report, Issue report, availability report, damaged book report, Book

Tran Report and fine balance report.

o. Hostel Module: The hostel module deals with the student room management including

allocation, fees / fine collection, issue of no due certificate etc., and other hostel management

activities like accounts and inventory management etc.,

p. Develop Website template for upload of college specific content & for DME: A

common template design for the Government Medical Colleges has been developed and the

website is designed as a content management system, wherein the individual Institutions can

update the contents of the website without coding. The content approved by the Head of the

Institution is uploaded by the Institution designated personnel.

q. Provide Facility to transfer for export of identified data from CMS to the UAS: The

College management system has been integrated with the University Automation System of TN

Dr. MGR Medical University to seamlessly transfer data to and fro between the two systems.

1.2.4 University Automation System (UAS):

The University Automation System is procured as an off the shelf product and has been

customised to the need of the TN Dr. MGR Medical University. These include Accounts, Finance, and

Human Resource etc. The needed integrations have been made between CMS & UAS by the

department.

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1.3 Technology Platforms

The existing HMIS application is built on the following software technology platforms.

The HMS component of HMIS application software is on the following software platforms and

hosted on Sparc processor based Sun servers.

i. Solaris OS

ii. Sun Java Webserver

iii. Glassfish application container

iv. PostgreSQL Database

The MIS & CMS component of HMIS is on the following software platforms hosted on an x86

server environment

i. Linux OS

ii. Tomcat Webserver

iii. JBoss Application container

iv. PostgreSQL Database

The details of the existing HMIS Application are:

HMS MIS / CMS

Shelf or Custom Developed Custom Custom

Software Platform J2EE J2EE

Software Language Java Java

Application Container Glassfish JBoss

Database PostgreSQL PostgreSQL

Operating System used (on servers) Solaris Linux (RHEL)

Operating System used (on client) Linux (Suse) Multi

Centralized hosting It is as per TNSDC norms

It is as per TNSDC norms

Bilingual support Unicode / TACE 16 Unicode / TACE 16

Support / readiness for mobile integration Yes Yes

STQC Certification Completed for the available services

Completed for the available services

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The architecture of HMS deployment is as below

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The architecture of MIS & CMS deployment is as below

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The Server Hardware for HMIS application software is as follows

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1.3.1 Server environment for HMS

1. Production environment

a. Web servers – four nos of Sun T2000 (2009)

b. Application Server – two nos of Sun T5440 (2011)

c. Database server – two nos of Sun M5000 (2011)

d. Load Balancer (PG-Pool) server – two no. of Dell R720 (2014)

e. Report server – one no. of Sun T5140 (2011)

f. SMS server – one no. of IBM x86 based server

2. Non Production environment

a. Testing Web / App – one no. of Sun T5140 (2011)

b. Staging DB – one no. of Sun T2000 (2009)

c. Staging report – one no. of Sun T2000 (2009)

d. Staging Backup – one no. of Sun T2000 (2009)

e. Training – one no. of Sun T2000 (2009)

f. OPS – one no. of Sun T2000 (2009)

g. Backup server – one no. of Sun T2000 (2009)

1.3.2 Server environment for MIS / CMS

1. Production environment

a. CMS (University) App Server – 2 nos of Dell PE R820 (2014)

b. CMS (Stud) App Server – 2 nos of Dell PE R820 (2014)

c. CMS (DME) App Server – 2 nos of Dell PE R820 (2014)

d. MIS App Server – 2 nos of Dell PE R820 (2014)

e. CMS DB server – 2 nos of Dell PE R920 (2014)

f. MIS DB server – 2 nos of Dell PE R920 (2014)

g. College Website server – 2 nos of Dell PE R720 (2014)

h. Backup server – 1 nos of Dell PE R730 (2014)

2. Non Production environment

a. Testing app (CMS / MIS) – 2 nos of Dell PE R720 (2014)

b. Testing Database – 1 nos of Dell PE R820 (2014)

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2. Scope of Work of the System Integrator (SI):

It is proposed to identify a System Integrator (SI) through this tender to maintain existing

HMIS and revamp it for better performance by upgrading it to latest technology. This task is split

into 4 phases for clarity and illustrated below:

Phase I. Maintenance of existing HMIS & SRS collection Phase

i. Knowledge transfer from the existing HMIS developer

ii. Maintenance of existing HMIS application Software

iii. Collection of software requirement specification

Phase II – Development & Deployment Phase

i. Development of revamped HMIS application

ii. HMIS Mobile app development

iii. Migration of the existing database into the revamped HMIS application

iv. Launching of the revamped HMIS application

v. Stabilisation of deployed revamped HMIS application

Phase III – Maintenance of revamped HMIS application Phase

i. Maintenance of the revamped HMIS application

2.1 Phase I:

The Phase I of the scope of workshall commence from the day of signing of the contract. The

following shall be completed by the SI as a part of the Phase I scope of Work.

2.1.1 Maintenance of the Existing HMIS application Software:

The above mentioned HMIS (HMS / MIS / CMS) application has to be maintained till the revamped

application is developed and rolled out. The newly identified system integrator will be provided

knowledge transfer by the existing SI (This shall be completed within a maximum period of 3 weeks).

The maintenance activities are classified as follows:

a. Provide maintenance support for HMIS (HMS/MIS/CMS) application software.

b. The SIshall also undertake any trouble shooting / resolve any issues related to HMIS application

software.

c. The SIshall provide explanation/clarifications to the users about technical queries and system

queries relating to the usage of the HMIS, whenever a request is made for the same.

d. The SIshall do performance tuning also during this period if any issues are faced related to

performance which is directly attributable to the application software only.

e. The support shall include bug fixing or rectification of HMIS software errors.

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f. The SIshall create a ticket based call handling system for raising any bugs or change request.

g. The calls assigned as critical bug fixes shall be resolved immediately within 3days.

h. The calls assigned as non-critical bug fixes shall be resolved within 6 days.

i. The calls assigned as change request shall be considered as a requirement for the revamp

application and be incorporated in the same.

2.1.2 Development of Revamped HMIS application:

The SI shall commence simultaneously the collection of inputs for the revamped HMIS application

and prepare SRS. It shall be completed in a month’s time from the date of commencement of contract.

The SI shall prepare all necessary documents required for the project including system design

document, user manual, admin manual etc.

2.1.2.1 Revamping / rewriting the codes of HMS & MIS to improve the performance

a. The HMIS application along with the components (HMS & MIS) has to be rewritten fresh by the

SI with the latest technology available. The CMS source code may be maintained and changes may

be made to improve the performance by performance tuning and upgradation of the software

technology platforms. The performance tuning shall be done periodically as and when required.

b. The technology chosen shall be the latest and stable and should be effectively functioning for

another 10 years, serving as road map for future requirements. The technology selection will be

subject to the approval of the technical committee of SHS, Tamil Nadu.

c. The revamped HMIS application shall be browser neutral i.e. shall be accessed by the end users

without any limitations of Operating Systems or Browsers.

d. The same workflow available in the existing HMIS application shall be made available in the

revamped HMIS application.

e. Any modifications in the workflow suggested by the Directorates during the requirement

gathering shall be incorporated in the revamped HMIS application.

f. The health facility available in the hospitals but not captured in the existing HMIS application

shall also be incorporated in the new applicationeg. Physiotherapy, LIS in secondary care

institutions, AYUSH, ART etc.

g. The revamped codes shall have least processing load.

h. The SI shall inform periodically the module wise bandwidth requirement and suggest the

bandwidth that needs to be provided to user locations based on their effective usage.

i. The software platform of the HMIS application shall be upgraded on regular basis to newer stable

software technology platform.

j. The newer stable software shall be operational in the existing HMIS server hardware. If any

change in the hardware required, the same may be submitted to SHS, Tamil Nadu well in advance

for approval.If the SHS technical Committee finds that hardware change is justified, same will be

procured by SHS, Tamil Nadu

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k. Any major software update has to be informed to the department, thoroughly tested for its

functionality and then only shall be deployed in live environment after department concurrence.

2.1.2.2 New Requirements

The new requirements mentioned here are not exhaustive and the final requirements shall be

captured during the SRS preparation. The existing workflow of the Hospitals, Colleges, Directorates,

and University etc. shall be deemed to have been captured in the SRS even though it is not specifically

mentioned in the SRS by the SI. The component wise new requirements are listed as follows. Other

new requirements will be provided by SHS, Tamil Nadu during the SRS collection in consultation with

the Directorates.

a. HMS

i. The SI shall study the Hospital workflow and identify the gaps in the existing HMIS application,

which form the new requirements for the revamped HMIS application.

ii. The change requests collected during the existing HMIS application maintenance shall also be

considered as new requirements for the revamped HMIS applications.

iii. The IP module shall be revamped as per the requirements of the Directorates. The existing EMR

screens templates shall be used if they are approved by the Directorates.

iv. The EMR screens for certain departments like Operation Theatre, ICU, Interventional

procedures etc. which are not currently covered shall also be completed by the SI

v. The EMR screens developed for DME institutions shall be made available to all health facilities

after due customisation for the Directorates’ needs.

vi. The rolling out of EMR screens to all institutions shall be done in a phased manner (IP then OPD

etc.)

vii. The LIS integration done in RGGH shall be rolled out to all the Institutions.

viii. The middleware required to transfer data from biomedical equipment electronically to HMS

application - shall be developed by the SI for equipment where such middleware is not available.

ix. The PACS module tested in RGGGH shall be rolled out to all institutions where the PACS server

is available. The images in the PACS shall reside locally. The reports entered by the Radiologist

shall be integrated with the HMIS.

x. The additional licence requirements for the PACS and required hardware shall be collected by

the SI from the vendors and submitted to the TechnicalCommittee of SHS, Tamil Nadu for

approval and procurement.

xi. Clinical Decision Support System (CDSS) in which doctors current prescription data will be

interactive with the existing EMR of the concerned patient - shall be made available in the HMIS

application,

• To notify drug interaction between prescribed drugs to a patient.

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• To provide certain alerts like when a proven allergic drug is prescribed or if drug

prescribed to a pregnant mother, whichis contra indicated during pregnancy etc.

xii. To alert if a drug is prescribed to a patient with a coexisting disease and the drug is

contraindicated for the coexisting disease of the patient or for any abnormal lab values captured

in the health record of the patient.

b. MIS

i. The MIS should have a common database with the HMS.The clinical data captured in the HMS

shall be auto populated in the MIS application wherever possible.

ii. The modules of Equipment, Personnel, Finance etc., of MIS shall be made transactional to

capture the actual workflow of these sections in the health care facilities.

iii. The equipment module shall capture the details of the equipment including mode of funding,

make model names, warranty / CAMC details, contact details of the service engineer, status of

working, condemnation etc.

iv. The finance module shall capture the details of funds (including patient welfare society funds)

provided to the hospitals, details of expenditure made through the funds, create proceedings and

disburse electronically through identified payment gateways etc.

v. The Personnel module shall capture the service registers / particulars of all employees of the

directorates including contractual, outsourced etc. The module shall generate all orders related

to personnel / HR management including appointment, transfer etc. The list of vacancies shall be

generated through this module for counselling, MRB recruitment etc.

vi. A provision shall be created for the contract / out sourced employees which shall have their

details and a pay roll system.This module shall be integrated with the HRMIS portal of GoI.

c. CMS

i. The SI shall do the GUI update and the performance tuning of the existing CMS application.The

common template for the Govt. Medical College website to be modified to suit the current needs,

technology and design. The template and design to be updated every year.

ii. The SI shall update the application workflow based on the needs of the end users in the

University, DME & Govt. Medical Colleges.

iii. The College related forms to be improved to make the student related activities in the college

online.

iv. The timetable module of CMS to be integrated with HMS to provide HMS applications access to

the students and CRRIs as per the time table.

v. The possible integrations between the CMS module and the HMS/MIS shall be carried out.

vi. The performance tuning shall be done periodically as and when required.

d. UAS

The UAS is maintained by the University independently. The identified SI shall facilitate the

integration of UAS & CMS modules.

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2.1.2.3 Integration of HMIS with other IT applications

The revamped HMIS application shall be integrated with the following software applications.

a. Mobile Seva or any other SMS gateway – for sending SMS based reports to patients, alerts

to health administrators etc.

b. Payment gateway – for collection of fees and other transactions. Currently CMS has a payment

gateway integration for fees collection.

c. SHDRC – for replication of HMS, MIS & CMS data to SHDRC for data analytics. The feedback

from the SHDRC shall also be received to create necessary modifications (drug stock threshold,

any missed out validations etc.) in HMIS application

d. CMCHIS – for tracking of treatments provided to beneficiaries and submission of documents for

claims process.

e. 108 / FHS –for tracking of patients referred / mobilised through 108 ambulances.

f. PICME – for tracking of pregnant mothers and children.

g. UHC – for seamless integration of services delivered in HSC, PHC & CHC

h. NCD Mobile App – To integrate the NCD data collected through the mobile app and to and fro

data migration between NCD module of HMS and NCD mobile app.

i. TNMSC – for auto drug intending, drug inward, stock position monitoring at the hospitals and

the drug warehouse. Accessibility to TNMSC in online of data synchronization between the HMIS

database and TNMSC database for drug stocks available at all stock holding offices from main

stores to dispensatries, details of medicines distributed to patients, local purchase details (product

name, quantity, value) of drugs and medical equipment, inventory of medical equipment and its

history chart and doctor’s prescription for CT/MRI scan etc.,

j. TANSACS – for providing the data required for TANSACS from the blood bank module of HMS.

To view availability of blood in the neighbouring blood banks.

k. National HMIS – to feed the required data from the MIS module of HMIS.

l. My Hospital (PSS) – to feed required data as a web services for tracking the patient satisfaction

survey initiative by Govt. of India.

m. eTaal– to feed e-transaction data to eTaal portal through web services.

n. Certifying Authorities – CRS etc. for registration of birth and death etc.

o. SRDH: Aadhaar Validation through SRDH project of TNeGA or UIDAI database – for

identification of beneficiaries / patients through OTP, QR Code scanning, Biometric (finger print /

iris) etc.

p. Community Service Centres (CSCs) – for registrations, print out of approved health reports,

student mark sheets etc.

q. TNGIS – for generating GIS based reports etc.

r. Any other requirements for integration with State or National level software application.

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2.1.2.4 Incorporation of IT &Health Standards notified by GOI

All IT standards as notified by the IT Act shall be incorporated in the HMIS application.

The Electronic Health Record Standards for India approved by Ministry of Health & Family

Welfare (http://www.mohfw.nic.in/showfile.php?lid=1672) shall be incorporated in the revamped

HMIS application.The licence for SNOMED-CT is being provided free of cost by the MOHFW. The

licence for ICD -10 is available with SHS / TNHSP. Any perpetual licence requirements for the

incorporation of standards shall be borne by the SI, Open Source to be preferred. The Meta Data &

Data Standards (MDDS) standards notified by Govt. of India shall also be incorporated

2.1.3 HMIS Mobile app development

a. The mobile app shall be developed for most of the clinical activities that are done on the move like

IP ward rounds by Doctors, Nurses drug administration’s main stores stock verification,

dashboards to administrators etc.

b. Mobile app shall be developed in latest versions of android and iOS. It shall be compatible with

the lower versions of the OS available in market and supported by the OS OEM. It shall be

upgraded to latest version whenever new mobile OS versions are released.

c. The Mobile app shall be simple, lighter in design and efficient in performancewith the facility to

capture bar codes, QR codes etc. for data capture.

d. The mobile app shall be in Hybrid mode with offline data entry option and syncing it when

latched to network.

The efficiency and performance shall be applicable to the mobile device configuration chosen by SHS,

Tamil Nadu.The device for development shall be borne by the SI.

2.2 Phase II:

2.2.1 Migration of the existing database into the revamped HMIS application

The existing databases shall be migrated to the newer software technology platform.During

migration the SI shall ensure zero data loss. The pre & post migration report shall be furnished to

substantiate the same.

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2.2.2 Launching of the revamped HMIS application

The revamped HMIS application shall be launched after completion of user acceptance Test

(UAT). The launching process includes deployment of the new application at SDC, training of

department usersetc. The training component for the revamped HMIS application shall be as follows.

2.2.2.1 Train the Trainers (TOT)

a. Instead of training all users, it is proposed to nominate few users per health facility as master

trainers / trainer of trainers

b. The Technical Coordinators (IT), Server Administrators, users from health facilities identified for

HMIS implementations will form the Master Trainer Group.

c. The SI upon completion of the revamping of the HMIS application shall provide training to the

master trainer group on a Train the Trainer approach, who in turn will provide training support at

the institutional level.

d. If the workflow and the appearance of the HMIS application is changed drastically then the SI

may have to provide training to a larger group depending on the modules in which the changes

have been made.

e. The infrastructure facilities for training will be provided by SHS, Tamil Nadu.

f. The SI shall prepare the training manuals and provide it to SHS, Tamil Nadu for printing well

before the commencement of training.

g. The training manual shall be self-explanatory with screenshots explaining the workflow within the

HMIS application.

2.2.2.2 FAQs

a. The SI shall prepare a list of frequently asked questions that may be raised by the users and

upload them in the home page.

b. The FAQs may be updated periodically by including the queries frequently raised to the help desk

but resolvable without major technical interventions.

2.2.2.3 Self-explanatory Audio Visuals

a. The SI shall prepare self-explanatory audio visuals which shall be hosted in the training serve and

accessible over internet for download.

b. The self-explanatory audio visuals be bilingual and contain the process flow in a lucid manner so

that every user of the application will be clear about the process.

c. The videos shall be split module wise and shall be flexible to choose any form in the module

directly or the whole module.

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2.2.3 Stabilisation of deployed revamped HMIS application

The stabilisation period for the newly deployed revamped HMIS application will be for 3 months

within which the SI shall stabilise the revamped HMIS application. During this period the SI will

stabilise the performance of the newly deployed revamped HMIS application. All bugs identified

during the stabilisation period shall be fixed as per the agreed service level agreement. All the changes

requested during this stabilisation period shall be incorporated in the SRS and the changes shall be

incorporated in the revamped HMIS application without any additional cost.

2.3 PHASE III

2.3.1 Maintenance of the revamped HMIS application

The Application Support and Maintenance are for a period of five years from the date of

completion of successful roll out of revamped HMIS to the department’s satisfaction.The performance

of the SI will be evaluated every year and a critical evaluation of the performance of maintenance

support shall be done at the end of three years of maintenance period. Based on this evaluation SHS

will decide on continuation of the contract.

The proposed activities during the maintenance period are listed below:

2.3.1.1 Help Desk

a. The SI should provide helpdesk with a minimum of two resource persons to handle any technical

queries related to the application.

b. The Help desk should function from 7.30 am to 7.30 pm to take calls from the institutions / users.

The working hour of the resource should be managed by deploying adequate resources to handle

it in shift basis for 8 hours.

2.3.1.2 Online Software Call Management

a. The SI shall develop and deploy an online call management system, which will be used by the end

users to log their queries.

b. The SI shall create an online repository of all issues reported by staff / end users. The email / SMS

alerts shall be triggered from this online repository to the complainants / users raising the request

regarding the status of the call raised.

c. The call received through phone /email etc. shall be entered in the online call system by the help

desk.

d. The call tickets shall be assigned and forwarded to the necessary team member for rectification.

e. The call resolution time shall be tracked and expedited to meet the SLA.

f. The report of the calls managed by the SI shall be available as a dashboard to the administrators.

Alerts for deviations in SLA shall also be available in the dashboard.

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g. Any clarifications from the end user related to the calls raised shall be followed up by the help

desk (SI)

2.3.1.3 Application Maintenance Support

a. Provide maintenance support for HMIS (HMS/MIS/CMS) application software.

b. The SI shall also undertake any trouble shooting / resolve any issues related to HMIS application

software.

c. The SI shall provide explanation/clarifications to the users about technical queries and system

queries relating to the usage of the HMIS, if a request is made for the same.

d. The SI shall fine-tune the application package to handle performance-related problems that may

be faced by the users, in the event the problem is solely and directly attributable to the application

software only.

e. The support shall include bug fixing or rectification of HMIS software errors. Support also

includes assistance for tuning HMIS parameters to facilitate day to day functional/operational

changes.

f. All the functional issues arising out of HMIS application shall be treated as bugs. Any substantial

changes in the workflow requiring a minimum of 100 man days per year will be treated as change

request.If the man days required for making the above changes is more than 100, then only

differential amount of above 100 man days will be paid at the man day rate to be specified in the

initial contract itself.

g. The SI shall carry out only the mutually agreed upon software Modifications / enhancements /

customization of the existing forms during the support phase subject to the terms of the point f.

h. The System Integrator firm (SI) shall carry out only the mutually agreed software Modifications /

enhancements / customization which require creation of new forms during the support phase.

i. SI shall train the trainer of the trainers on any substantial changes made to the workflow during

the maintenance period.

j. Stabilisation of the migrated application

k. Migrate the application to the more openly supported software & hardware technology platforms

as necessary.

l. Data extraction services for non-existing reports of the application shall be provided for the

department use during the maintenance period eg. Facilitation of Data extraction by SI identified

for SHDRC, queries designed by NIE or any other authorised Govt. or External agency etc.

m. Hand holding and support handover to an identified SI for HMIS application support or HMIS

Technical team of Core SHS, Tamil Nadu, in case the contract is not extended annually. The

handholding should also include the training modules, on how the training will be imparted.

n. Update / review SRS and other related documents / manual regularly and hand-over the same to

SHS, Tamil Nadu core team at the end of contract period.

o. The SI will be responsible for maintaining logs of all the changes.

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2.3.1.4 Server Management

a. The SI shall provide the list of server administration activities to be carried out by the server

administrators of SHS, Tamil Nadu. The activities shall be listed after discussing with the support

OEMs of the software technology platform.

b. The server maintenance shall be reviewed every three months and necessary updates shall be

made to the same and handhold the same to the server administrators of SHS, Tamil Nadu.

2.3.1.5 Database Management

The database administrator of the SI shall be responsible for the database configuration, design,

migration, create / update additional tables as required for the changes in the application, regular

database administration, performance monitoring, tuning, security, troubleshooting, backup, data

recovery etc. as per industry standards

2.3.1.6 User Administration

a. SHS, Tamil Nadu shall identify suitable resources for the core team who will manage few system

administrations like user access creation, password reset, user transfer, master data updation etc.

b. The SI shall train the identified resources on user administration and provide necessary support

in user administration.

3. Application Development Process

3.1 System Study and Design

The SI shall carry out a detailed systems study to prepare/ refine the Functional Requirements

Specifications and formulate the System and Software Requirements Specifications documents

incorporating the functional specifications and standards provided by the DeitY, GoI / SHS,

Tamil Nadu including .

a. The SI should prepare a detailed document on the implementation of HMIS Application

with respect to configuration, customization, extension and integration as per the

requirement of the State. The SI shall also prepare a change/reference document based on

changes or deviations from the base version of the HMIS Application with appropriate

references to all the artefacts /documents provided by DeitY, GoI / SHS, Tamil Nadu.

b. As part of the System Study, the SI shall be responsible for Preparation of a comprehensive

System Study document by studying the existing HMIS application, hospital workflow,

business processes and organization design of the Health Directorates of the State Viz. DME,

DM&RHS and DPH&PM etc.

c. All the department and the hospital workflow existing at the time of requirement study shall

be deemed to have been included in the SRS even if it not clearly spelt in the SRS.

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d. The requirement study shall include the incorporation of the EHR / EMR standards notified

by DeitY, GoI.

e. The integration with the existing automated equipment available in the health facilities shall

also be studied.

f. The SI shall perform the detailed assessment of the functional requirements (including

localization framework) and MIS requirements and prepare a new FRS report, as part of the

System Study document incorporating list of additional features that shall result in further

improvement in the overall Application performance.

g. In case an existing pilot Application is being customized / configured to meet the needs of

the State, the SI will provide a comparative report as part of System Study document, on the

extent of functionality currently available in the pilot Application and the final FRS.

h. Bidders should clearly understand that the desire of the department is not to create a mere

IT Solution but an information infrastructure that will expand, integrate and enhance the

functional needs of the department concerned, citizens and other stakeholders. It is in this

spirit that the core design and functional requirements are elaborated in the forthcoming

sections.

3.2 Requirements Traceability Matrix

The SI shall ensure that developed HMIS Application is fully compliant with the requirements

and specifications provided in the RFP such as functional, non-functional and technical

requirements. For ensuring this, the SI shall prepare a Requirements Traceability Matrix on

the basis of Functional Requirements Specifications (FRS), Non Functional Requirements

Specification, and Technical Requirements provided by State (updated, expanded and fine-

tuned by the SI). Refer to Section 4.3 for more details on the non-functional requirements.

3.3 Project Documentation

The SI shall create and maintain all project documents as deliverables as per the agreed project

timelines and the same shall be reviewed and approved by SHS, Tamil Nadu.

Project documents include but are not limited to the following:

1. Updated As-Is, To-Be document

a. Updated System Study document

b. Updated/vetted FRS

i. SRS document – The SRS document shall be prepared as per IEEE or equivalent

standards which meets all the Business, Functional and Technical (including

localization) requirements of the departments concerned. The SRS documents shall

reviewed and approved by SHS, Tamil Nadu. SHS, Tamil Nadu will sign-off on the

SRS documents. All the department and the hospital workflow existing at the time of

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requirement study shall be deemed to have been included in the SRS even if it not

clearly spelt in the SRS.

2. The SI is required to update the FRS / SRS as and when any enhancements / modifications are made

to the HMIS Application till the duration of the Contract.

3. Detailed Design documents shall include:

a. Technical Architecture Document (Application, Network, Security and Deployment)

b. The available IT infrastructure in the State shall be a part of the document

c. Gap infrastructure

d. Database architecture, including defining data structure, data dictionary as per requirements

of data storage in English and the local language with the compliance to standards defined by

DeitY, GoI/ Tamil Nadu Government.

e. HLD documents

i HMIS Application architecture documents.

ii ER diagrams and other data modelling documents.

iii Logical and physical database design.

iv Data dictionary and data definitions.

v Application component design including component deployment views, control flows, etc.

f. LLD documents

i. Application flows and logic.

ii. GUI design (screen design, navigation, etc.).

iii. All Test Plans

The SI shall submit a list of deliverables that they shall submit based on the methodology they

propose. The SI shall prepare the formats/templates for each of the deliverables based upon

industry standards and the same will be approved by SHS, Tamil Nadu prior to its use for

deliverables.

All documents are to be kept up-to-date during the course of the project. The SI shall maintain

a log of the internal review of all the deliverables submitted. Soft copy of logs shall be

submitted to State Nodal Officer on regular basis (monthly / quarterly).

3.4Man Power Requirement

SI shall comprehensively plan for the adequate resources to be deployed for Application development,

revamped HMIS roll-out and O&M.

3.5 Single-Sign On

The Application should enable single-sign-on so that any user once authenticated and authorized

by system is not required to be re-authorized / re-authenticated for completing any of the

services in the same session. For employees of the department concerned, the browser based

Application accessed on the intranet, through single-sign-on mechanism, will provide access to

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all the services of the departments concerned (based on their roles and responsibilities), help

module, basic and advanced reporting etc.,

3.6 Interoperability Standards

The Application to be developed by the SI under the current scope of the RFP & future shall be

interoperable with the existing Applications of the Departments.

SI should ensure that the code does not build a dependency on any proprietary software, particularly,

through the use of proprietary ‘stored procedures’ belonging to a specific database product.

3.7 Scalability

One of the fundamental requirements of the proposed Application is its scalability. The architecture

should be proven to be scalable (cater to increasing load of internal and external users and their

transactions) and capable of delivering high performance. In this context, it is required that the

Application and deployment architecture should provide for Scale-Up and Scale out on the

Application and Web Servers, Database Servers and all other solution components. The scalability

aspect should be thoroughly tested before State wide roll-out.

3.8 Security

The systems implemented for project should be highly secure, considering that it is intended to

handle sensitive data relating to the citizens of the State. The overarching security considerations are

described below.

a. The security services used to protect the solution shall include: Identification, Authentication,

Access Control, Administration, Audit and support for industry specific standard protocols.

b. The solution shall support advanced user authentication mechanisms including digital certificates

and biometric authentication.

c. Security design should provide for a well-designed identity management system, security of

physical and digital assets, data and network security, backup and recovery and disaster recovery

system.

d. The solution should provide for maintaining an audit trail of all the transactions and should also

ensure the non-repudiation of audit trail without impacting the overall performance of the

system.

e. The overarching requirement is the need to comply with ISO 27001 standards of security.

f. The Application design and development should comply with OWASP top 10 principles

g. Security for Mobile Application standards should be followed

h. The solution should use Captcha based login authenticated for users, to address Denial of service,

Brut force attack etc.

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3.9 Application Architecture

a. It has been proposed that the Applications designed and developed for the departments

concerned must follow some best practice and industry standards. In order to achieve the high

level of stability and robustness of the Application, the system development life cycle must be

carried out using the industry standard best practices and adopting the security constraints for

access and control rights. The various modules / Application should have a common Exception

Manager to handle any kind of exception arising due to internal/ external factors.

b. Similarly, the modules of the Application are to be supported by the Session and Transaction

Manager for the completeness of the request and response of the client request. The system

should have a module exclusively to record the activities/ create the log of activities happening

within the system / Application to avoid any kind of irregularities within the system by any User /

Application.

3.9.1 Proposed Application Architecture

An indicative 3-tier architecture (also referred to as multi-tier or N-tier architecture) has been

proposed for the Application Solution.

The entire processing should take place in n-tier architecture:

a. Front-end software (client tier) - responsible for the presentation of information. Business b. Process / Service Layer

c. Application Layer

d. Database Layer

3.10 Test Plan

Once the SRS is approved and design is started, the SI shall prepare all necessary Test Plans

(including test cases), i.e., plans for Acceptance Testing. Test cases for Initial and Final User

Acceptance Testing shall be developed in collaboration with domain experts identified by respective

Departments. Initial and final User Acceptance Testing shall involve Test Case development, Unit

Testing, Integration and System Testing, Functional testing of Application, Performance testing of the

Application including measurement of all Service Levels as mentioned in this RFP and finally SI shall

also carryout Load/ Stress testing. The SI will submit the test plans and test result reports to SHS,

Tamil Nadu / respective Departments for comprehensive verification and approval.

3.11 Requirement on Adherence to Standards

HMIS Application must be designed following open standards, to the extent feasible and in line with

overall system requirements set out in this RFP, in order to provide for good inter-operability with

multiple platforms and avoid any technology or vendor lock-in.

The health and data standards notified by DeITY / GOI shall be incorporated

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3.11.1 Compliance with Industry Standards

In addition to above, the proposed solution has to be based on and compliant with industry standards

(their latest versions as on date) wherever applicable. This will apply to all the aspects of solution

including but not limited to design, development, security, installation, and testing. There are many

standards that are summarised below. However, the list below is just for reference and shall not be

treated as exhaustive.

a. Portal development W3C specifications

b. Information access/transfer protocols SOAP, HTTP/HTTPS

c. EMR / EHR GoI guidelines

d. Photograph JPEG (minimum resolution of 640 x 480 pixels)

e. Scanned documents TIFF (Resolution of 600 X 600 dpi)

f. Biometric framework BioAPI 2.0 (ISO/IEC 19784-1:2005)

g. Latest HTML standards

h. Etc.

3.11.2 Specifications

a. Finger print scanning IAFIS specifications

b. Digital signature RSA standards

c. Document encryption PKCS specifications

d. Information Security - ISO 27001 compliant

e. Operational integrity & security management -ISO 17799 compliant

f. IT Infrastructure management - ITIL / EITM specifications g. Service Management - ISO 20000 specifications

h. Project Documentation - IEEE/ISO specifications for documentation

i. The SI shall adhere to all the standards published by the Department of Electronics and

Information Technology, Government of India.

3.1.2 Training Assessment and Collection of Feedback

At the beginning and the end of each training, SI shall conduct a pre & post assessment for all

trainees through a questionnaire approved by SHS. Results of all assessments are to be

reported to SHS& the SI shall arrange to re-train all trainees whose score is below 70% at no

additional cost, until all those trainees achieve the cut-off mark.

As part of training assessment, SHS would perform the following:

a. Design forms for gathering feedback on the training course and satisfaction level of trained

participants. The feedback would be aimed at gathering participant inputs on parameters

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including course coverage and its relevance, quality of presentation, quality of training material

provided, relevant examples / practice sessions, quality of faculty, logistics for the training, etc.

b. Depending on the feedback, SI should arrange to improve the quality of training, trainer, etc.

c. Supervising conduct of training exams with the help of manpower

d. Evaluation of exams by the respective Departments or its appointed Third Party Agency with

support from SI.

e. SI’s responsibilities as part of training assessment are as follows:

f. Develop computer-based tests for evaluation of training and collecting training feedback. Details

of the parameters for tests / feedback, duration of tests, specific questions etc., will be discussed

with the SI during Phase I (Implementation stage).

g. Incorporate the feedback to improve the Training Materials and Methods

4. STQC / Security Audit

a. The revamped HMIS application will be subjected to STQC certification for functionality,

application security, performance and load testing prior to roll out.

b. The application security testing has to be done periodically (every year) or whenever major

changes in the code are made. Other functional and performance / load testing may be carried

when any major changes in the workflow has been made.

c. The STQC testing shall be done through a Cert-IN empanelled agency identified byTNeGA /

ELCOT. The cost of the STQC testing shall be borne by the SIas a part of the project.

d. SHS, Tamil Nadu shall also make available the necessary infrastructure/environment needed

for this purpose.

e. SI shall provide necessary support to the STQC team for them to access the requirements for

certification of HMIS applications.

f. Once the certifying agency identifies certain modification to meet the certification /

standards, SI and SHS, Tamil Nadu shall mutually discuss and agree upon the feasible

changes to be taken up in the HMIS.The cost of such changes would be part of this contract

document.

5. Ownership of the revamped HMIS application

a. The intellectual property rights of the revamped HMIS application shall remain with SHS, Tamil

Nadu on behalf of Govt. of Tamil Nadu.

b. All source codes, documents, materials created out of this project shall be owned by SHS.

c. SHS, shall utilise the product of this project to replicate the HMIS application in any of the states

of India or any country.

d. The SI shall not claim any ownership on any of the outputs generated out of this project.

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e. The SI shall not utilise the product / output of this project elsewhere.

f. The SI shall not disclose / present about HMIS in any of the forum / conference / seminar without

specific approvals form SHS,

g. The approval will be specific for that request / occasion alone and shall not be considered as a

blanket approval for all occasions

6. Handholding and knowledge transfer during Exit Plan

The SI shall provide the hand holding and knowledge transfer as follows:

a. The SI shall provide periodical knowledge transfer to NHM HMIS core team listing the learning,

best practices followed, challenges faced (managerial, technical and financial) along with

suggested improvements.

b. All the documents including SRS, FRS, design documents, database mapping documents etc. as

per industry standards (agreeable to SHS) shall be periodically updated and explained to the

NHM core HMIS team.

c. During the exit plan, the SI shall provide the knowledge transfer to the newly identified System

Integrator as per the industry standards to the satisfaction of the SHS. This shall be completed

within a month’s time.

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7. Schedule of completion of tasks

The following is an indicative time lines of the deliverables of the SI

SL No Description Time Line

Phase I

1a Knowledge Transfer from existing HMIS developer 3 weeks from the date of signing of contract

1b Maintenance of the Existing HMIS application Software Till the revamped HMIS application is rolled out

1c Software Requirements Specification document 4 weeks from the date of signing of contract

Phase II

150 days (max 180 days) from the date of signing of contract

2a Revamping of HMIS Application Software

2b Development of Mobile App for identified clinical modules and forms

2c Migration of Existing Database

2d Launching of the revamped HMIS application including training

Phase III

3 Maintenance of the upgraded / revamped / migrated HMIS application Software

4 years from the roll out of revamped HMIS application

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8. Deliverables of the Project to be fulfilled by the SI

a. Project Plan and Schedule

b. Initial assessment report

c. Progress reports summarizing:

i. Results accomplished during the period

ii. Cumulative deviations to date from schedule of progress on milestones

iii. Corrective actions to be taken to return to planned schedule of progress

iv. Proposed revisions to planned schedule

v. Other issues and outstanding problems, and actions proposed to be taken

d. System Requirement Specification document

e. System Design document (including business logic, database structure etc.)

f. User Acceptance Report

g. Installation, configuration of application '

h. Complete software source code of the developed software in five sets in softcopy. However, the

source code of third party tools and APls may be provided asper general public licensing policies,

if permitted.

i. User Manual and Administrator manual,

1) Training kit and course-ware

2) Training of the users on the application software

3) Audio Visual

j. Setting up of help-desk facility.

k. Monthly reports on Maintenance support with details (like complaints/queriesreceived, resolved,

problems reported, resolution time, etc.)

l. All documents pertaining to this project.

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9. Annexure

9.1 Annexure E: HMS Forms

MODULE NAME FORM NAME

REGISTRATION

OP REGISTRATION

EMERGENCY CASUALTY

IP REGISTRATION

SPECIALTY OP REGISTRATION

MLC REGISTRATION

MATERNITY REGISTRATION

CORRECTIONS

OP BACKENTRY

NCD SCREENING

PHC NCD FOLLOW-UP

GH NCD FOLLOW-UP

LAB

LAB RESULT ENTRY

LAB RESULT ENTRY TESTWISE

LAB TEST REQUEST

LAB RESULT RETRIEVAL(QUERY)

LAB TEST REQUEST BACK ENTRY

INPATIENTS

WARD MAIN SCREEN

WARD QUERY SCREEN

WARDDISCHARGE

WARD PATIENT LIST

PHARMACY

OP DRUG ISSUE

INJECTION OP

INJECTION OP WORK LIST

OP DRUG ISSUE PRINT

IP DRUG REQUEST

OP DRUG RETURNS

PHARMACY QUERY

DRUG KIT

RADIOLOGY

X-RAY TEST REQUEST

CTSCAN TEST REQUEST

ECG/ECHO TEST REQUEST

MRI TEST REQUEST

USG/DOPPLER TEST REQUEST

RADIOLOGY QUERY

RADIOLOGY RESULT ENTRY

LAUNDRY BOOK

DHOBI ISSUE BOOK

RECEIPT

DHOBI QUERY

BIO-MEDICAL WASTE WASTE DETAILS WASTE PAYMENT

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DIET DIET BOOK DIET QUERY DIET INDENT

DIET KITCHEN INDENT

STORES

DEPARTMENT INDENT

TNMSC INDENT

LOCAL PURCHASE

STOCK ISSUE VOUCHER

STOCK TRANSFERNOTE ITEM CONSUMPTION(CONSUMABLE) ISSUE ACCEPTANCE INDENT FORCED CLOSURE BATCH ADJUSTMENT GAR TNMSC RECEIPT

DIRECT GAR RECEIPT GAR LOCALPURCHASE RECEIPT RETURN NOTE

RETURN SUPPLIER

RETURN ACCEPTANCE

LEDGER AND OPENING BALANCE ENTRY

STORES QUERY AND STOCK VIEW SCREEN

FIRST TIME STOCK ENTRY

STOCK REORDER SCREEN

ITEM ISSUE REPORT

TNMSC INDENT APPROVAL

WAREHOUSE STOCK

DAY WISE STOCK VIEW SCREEN

CLINICAL

OP RECORD CREATE FAVORITE IP RECORD DISCHARGE SUMMARY OPERATION DETAILS NCD MO RECORD

NURSE ADMINISTRATION

NURSE NOTES

MATERNITY

ANC RECORD NATAL RECORD POST NATAL POST NATAL NEO NATAL ADMISSION

POST STERILIZATION PREGNANCY

FAMILY WELFARE SERVICES

BLOOD BANK

DONOR REGISTRAION

BLOOD GROUPING

SCREENING REGISTER

REQUISITION

CROSS MATCH

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ISSUE

STOCK POSITION

CANCER

SUSPECTED CANCER CERVIX

COLPOSCOPY

MAMMOGRAPHY/USG

FNAC/BIOPSY

HPE REQUEST FORM

STAGING AND TREATMENT

SPECIALITY CLINICS

SPECIALITY OP RECORD

TEMPLATE CREATION

UNIT WORKLIST

SCHEDULER - UNITS

UNIT DOCTOR MAPPING

SPECIALITY LABS WORK LIST SCREEN

REPORT ENTRY SCREEN

MRD

ICD DIAGNOSIS ENTRY

CASE SHEET ISSUE

CASE SHEET MANAGEMENT

DEATH DETAILS

ANNUAL WELLNESS WELLNESS CHECKUP

WELLNESS CHECKUP REPORT

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9.2 Annexure F: MIS Forms:

9.2.1 DPH MIS Forms

Sl.No Module Name Form Name

1 PHC Performance INSTITUTIONAL PERFORMANCE -PHC

2 PARTOGRAPH UTILISATION REPORT FORM-MONTHLY ENTRY

3 PHC MORBIDITY REPORT

4 DENTAL CLINIC REPORT

5 DETAILS OF PATIENTS - LINE LISTING (DURING OUTBREAK OF EPIDEMIC)

6 DOG BITE AND SNAKE BITE

7 DEATH REPORTING PHC WISE

8 IMMUNIZATION DETAILS-PHC

9 JANANI SURAKSHA YOJANA

10 DR. MUTHULAKSHMI REDDY MATERNITY BENEFIT SCHEME

11 PHC WISE FORMAT FOR VACCINE STOCK POSITION

12 VACCINE PREVENTABLE DISEASE(0-5 YEARS) FORM

13 WORKING STATUS OF COLD CHAIN AND OTHER EQUIPMENTS

14 PHC WISE FORMAT FOR STOCK ITEMS - OTHER LOGISTICS

15 SCHOOL DENTAL SCREENING AND TREATMENT SCHEME

16 ENTRY FORM FOR STAFF NURSE PERFORMANCE

17 INSTITUTIONAL SERVICES MONITORING REPORT - LINE LIST OF INSTITUTIONAL DEATHS

18 ENTRY FORM FOR MEDICAL OFFICER PERFORMANCE

19 CANCER CERVIX SCREEN

20 DDHS - WORKING STATUS OF COLD CHAIN AND OTHER EQUIPMENTS

21 PHC-Other Clinical Forms OP DAILY FORM

22 IP DAILY FORM IP ADMISSION IP CENSUS DIET AND DISCHARGE

23 IP DAILY FORM-IP REFERRAL,IP COMMUNITY WISE ENTRY FORM

24 ANTENATAL CARE

25 NATAL CARE SERVICES

26 POST NATAL CARE

27 GYNAEC CASES FORM-DIAGNOSIS,AGE GROUP/COMMUNITY WISE

28 GYNAEC CASES FORM-REFERRAL IN/OUT

29 ACUTE FLACCID PARALYSIS AND MEASLES WEEKLY REPORT

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30 COLD CHAIN SICKNESS

31 DD WISE FORMAT FOR VACCINE AD SYRINGES STOCK POSITION AND OTHER LOGISTICS

32 DDHS-WALK IN COOLER

33 PHC-Other Program Activities MALARIA PROGRAMME

34 EFFECTIVE DISEASE SURVEILLANCE INFORMATION SYSTEM

35 THERMAL FOGGING ENTRY

36 LARVAL DENSITY ENTRY

37 LARVAL CONTROL ENTRY

38 NLEP MONTHLY REPORTING FORM

39 NATIONAL IODINE DEFICIENCY DISORDER CONTROL PROGRAMME-INSTITUTION LEVEL

40 SCHOOL HEALTH CAMP ENTRY FORM - ANNUAL PLAN FOR PHCS

41 SCHOOL HEALTH CAMP ENTRY FORM - EXAMINATION DETAILS

42 MORBIDITY PATTERN - SCHOOL HEALTH CAMP ENTRY FORM

43 VISIT TO HOSTELS AND HOMES - ANNUAL PLAN

44 VISIT TO HOSTELS AND HOMES - EXAMINATION DETAILS

45 VISIT TO HOSTELS AND HOMES MORBIDITY PATTERN

46 MORTALITY AND MORBIDITY DUE TO VECTOR BORNE AND ZOONOTIC DISEASES (VB AND ZD)

47 DENGUE/CHIKUNGUNYA/JAPANESE ENCEPHALITIS / LEPTOSPIROSIS

48 SURVEILLANCE REPORT ON NOTIFIED INFECTIOUS AND OTHER INFECTIOUS DISEASES

49 DAILY REPORT ON A.D.D./CHOLERA

50 STOCK POSITION FOR VBDC

51 NATIONAL LEPROSY ERADICATION PROGRAMME - STATEMENT OF EXPENDITURE

52 NLEP MONTHLY REPORTING FORM-DISTRICT LEVEL

53 REVISED NATIONAL TUBERCULOSIS CONTROL PROGRAMME

54 NATIONAL BLINDNESS CONTROL PROGRAMME-FORM A,FORM C

55 NATIONAL BLINDNESS CONTROL PROGRAMME-LIABILITIES TO NGOS,DOCTORS AND PMOAS PERFORMANCE

56 CBHI Forms MONTHLY REPORT ON INSTITUTIONAL CASES AND DEATHS DUE TO PRINCIPAL COMMUNICABLE DISEASES IN THE STATE/UT

57 MONTHLY REPORT ON CASES AND DEATHS DUE TO NON-COMMUNICABLE DISEASES IN THE STATE / UT

58 WEEKLY EPIDEMIOLOGICAL REPORT ON CHOLERA(A00)/ PLAGUE( A20)

59 PROFORMA FOR COLLECTION OF INFORMATION FROM SPECIALISED MENTAL INSTITUTION

60 PROFORMA FOR COLLECTION OF INFORMATION FROM SPECIALISED CANCER INSTITUTION

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61

NUMBER OF NURSING AND PARAMEDICAL PROFESSIONAL FUNCTIONING IN CENTRAL GOVERNMENT ESTABLISHMENTS AS ON 31 DECEMBER OF REPORTING YEAR

62 STATE/ UT WISE NUMBER OF DOCTORS AND DENTAL SURGEONS EMPLOYED IN THE COUNTRY AS ON 31 DECEMBER OF REPORTING YEAR

63

ALLOPATHIC SECONDARY / TERTIARY LEVEL MEDICAL AND HEALTH CARE INSTITUTIONS AND BEDS IN RURAL AND URBAN AREAS IN THE STATE/UT AS ON 31ST DECEMBER OF REPORTING YEAR

64 NUMBER OF STATE/UT GOVT. EMPLOYED DOCTORS AND DENTAL SURGEONS AS ON 31 DECEMBER OF THE REPORTING YEAR

65

NUMBER OF STATE/UT GOVT. EMPLOYED NURSING AND PARAMEDICAL PROFESSIONAL FUNCTIONING IN STATE GOVERNMENT ESTABLISHMENTS AS ON 31 DECEMBER OF REPORTING YEAR

66 HSC wise Activities TARGET

67 MATERNAL CARE

68 IFA AND VITAMIN A PROGRAMME

69 STOCK ITEMS - OTHER LOGISTICS

70 IMMUNIZATION DETAILS

71 CHILD HOOD DISEASES AND RTI

72 FAMILY WELFARE

73 STOCK ITEMS-FAMILY WELFARE

74 MATERNAL DEATH

75 INFANT DEATH

76 OTHER DEATHS

77 Immunization STATE STOCK INVENTORY - FIRST TIME ENTRY

78 STATE STOCK - RECEIPT

79 STATE STOCK - ISSUE

80 STATE STOCK - ADJUSTMENT

81 WALK IN COOLER STOCK REPORT

82 Family Welfare FAMILY WELFARE STOCK - INSTITUTION LEVEL

83 FAMILY WELFARE SERVICES FORM - PART I

84 FAMILY WELFARE SERVICES FORM-PART II

85 FAMILY WELFARE STOCK AT DISTRICT LEVEL

86 FAMILY WELFARE TRAINING PARTICULARS

87 FAMILY WELFARE TRAINED DOCTORS INDIVIDUAL PERFORMANCE

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9.2.2 DM&RHS MIS Forms Sl.No Module Name Form Name

1 CLINICAL INFORMATION SYSTEM

INSTITUTIONAL SERVICES MONITORING REPORT(ISMR) OF FRU/GH-PART A

2 INSTITUTIONAL SERVICES MONITORING REPORT(ISMR) OF FRU/GH-PART B

3 INSTITUTIONAL SERVICES MONITORING REPORT(ISMR) OF FRU/GH-PART C

4 INSTITUTIONAL SERVICES MONITORING REPORT(ISMR) OF FRU/GH-PART C : OTHER DEPARTMENTS

5 INSTITUTIONAL SERVICES MONITORING REPORT(ISMR) OF FRU/GH-PART D

6 INSTITUTIONAL SERVICES MONITORING REPORT(ISMR) OF FRU/GH-PART E

7 MONTHLY REPORT ON PERFORMANCE OF CEMONC CENTRES

8 PERFORMANCE OF CEMONC CENTERS - MONTHLY REPORT:ANNEXURE

9 OP DAILY FORM

10 IP DAILY FORM IP ADMISSION IP CENSUS DIET AND DISCHARGE

11 CASUALTY

12 MATERNITY CASES -DAILY FORM

13 ANTENATAL CARE SERVICES - PART - A (DAILY REPORT)

14 ANTENATAL CARE SERVICES - PART B


16 NATAL CARE-PART I

17 NATAL CARE PART II

18 POST NATAL - PART I

19 POST NATAL - PART II

20 NEO NATAL ADMISSIONS - PART A

21 NEONATAL ADMISSIONS - PART B (CEMONC HOSPITALS ONLY)

22 NEO NATAL/PAEDIATRIC COMPLICATED ADMISSIONS - PART A

23 NEO NATAL/PAEDIATRIC COMPLICATED ADMISSIONS : PART B



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26 FAMILY WELFARE STOCK - INSTITUTION LEVEL


28 MEDICO LEGAL CASES

29 TRAUMA CARE CENTRE

30 QUALITY OF CARE INDICATOR

31 MONTHLY REPORT ON QUALITY CIRCLE FOR EXCELLENCE(QCE)


33 SPECIAL CLINICS CONDUCTED - MONTHLY REPORT

34 POISON TREATMENT CENTRE

35 MENTAL HEALTH FORM



38 MORTALITY REPORT

39 WORKING STATUS OF COLD CHAIN AND OTHER EQUIPMENTS

40 MORBIDITY AND MORTALITY REPORT

41 CANCER CERVIX SCREEN

42 MCH REPORT

43 SURGERIES AND PROCEDURES

44 TRIBAL MOBILE OUT REACH SERVICES - PART II

45 MONTHLY REPORT STATEMENT OF EXPENDITURE PARTICULARS

46 SICKLE CELL ANEMIA INTERVENTION PROGRAMME

47 TRIBAL PATIENT COUNSELING CENTRES

48 BED GRANTS FOR IN PATIENT TREATMENT GIVEN TO TRIBAL COMMUNITY

49 SUPPORT / ANCILLARY DIET DETAILS SCREEN

50 DIET STOCK ENTRY SCREEN-ONE TIME ENTRY

51 DIET ITEMS RECEIPTS SCREEN

52 DIET ITEMS ISSUES SCREEN

53 COMMON TREATMENT FACILITIES PAYMENT DETAILS

54 BIOMEDICAL WASTE MANAGEMENT DETAILS

55 BLOOD BANK CAMP DETAILS

56 BLOOD BANK LICENSE DETAILS

57 BLOOD BANK STOCK POSITION DETAILS

58 LINEN STOCK ENTRY SCREEN - ONE TIME ENTRY

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59 LINEN BUDGET/LOCAL PURCHASE ENTRY SCREEN

60 MONTHLY LINEN RECEIPTS SCREEN

61 LINEN ISSUES

62 MORTUARY VAN SERVICES -FORM I

63 MORTUARY VAN SERVICES - FORM II

64 MORTUARY VAN SERVICES - FORM III

65 MEDICAL EMERGENCY AND REFERRAL CONTROL ROOM - MONTHLY REPORT

66 LAB SERVICES LAB SERVICES-DAILY ENTRY

67 LAB SERVICES-TEST WISE FORM

68 SERVICES(XRAY /ECG/ ECHO CARDIOGRAM/CT SCAN/ ULTRASOUND)

69 COMMON TREATMENT FACILITIES PAYMENT DETAILS

70 MONTHLY LAB CHEMICALS AND OTHER CONSUMABLES RECEIPTS SCREEN

71 MONTHLY LAB CHEMICALS AND OTHER CONSUMABLES ISSUES SCREEN


73 STOCK RECEIPT OF LAB CHEMICALS

74 ALLOTMENT OF FUNDS FOR PROCUREMENT OF LABCHEMICALS AND EQUIPMENTS

75 ALLOTMENT OF FUNDS FOR PROCUREMENT OF MEDICINES AND SURGICALS

76 STORES STOCK ON HAND ENTRY FOR THE FIRST TIME

77 STORES RECEIPT

78 STORES ISSUES

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9.2.3 DME MIS Forms


1 CLINICAL OP DAILY FORM

2 CASUALTY

3 IP DAILY FORM - IP ADMISSION , IP CENSUS, DIET AND DISCHARGE

4 ANTENATAL CARE SERVICES - PART - A (DAILY REPORT)

5 ANTENATAL CARE SERVICES - PART B

6 NATAL CARE-PART I

7 NATAL CARE PART II

8 POST NATAL - PART I

9 POST NATAL - PART II

10 NEO NATAL ADMISSIONS - PART A

11 NEONATAL ADMISSIONS - PART B (CEMONC HOSPITALS ONLY)

12 NEO NATAL/PAEDIATRIC COMPLICATED ADMISSIONS - PART A

13 NEO NATAL/PAEDIATRIC COMPLICATED ADMISSIONS : PART B



16 FAMILY WELFARE STOCK - INSTITUTION LEVEL


18 MONTHLY REPORT ON QUALITY CIRCLE FOR EXCELLENCE(QCE)

19 MEDICO LEGAL CASES

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20 MATERNITY CASES -DAILY FORM

21 QUALITY OF CARE INDICATOR

22 POST MORTEM REPORTING FORM


24 SPECIAL CLINICS CONDUCTED - MONTHLY REPORT



27 SURGERIES AND PROCEDURES


29 MORTALITY REPORT

30 MORBIDITY AND MORTALITY REPORT

31 DME-MCH REPORT

32 FORM VII - DEPARTMENT OF ANESTHESIOLOGY

33 INSTITUTION PERFORMANCE STATISTICS

34 Support/Ancillary-Blood Bank BLOOD BANK CAMP DETAILS


36 BLOOD BANK STOCK POSITION DETAILS

37 Support/Ancillary-Biomedical Waste

COMMON TREATMENT FACILITIES PAYMENT DETAILS

38 BIOMEDICAL WASTE MANAGEMENT DETAILS

39 Support/Ancillary-Diet DIET DETAILS SCREEN

40 DIET STOCK ENTRY SCREEN-ONE TIME ENTRY

41 DIET ITEMS RECEIPTS SCREEN

42 DIET ITEMS ISSUES SCREEN

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43 Support/Ancillary-Linen LINEN STOCK ENTRY SCREEN - ONE TIME ENTRY

44 LINEN BUDGET/LOCAL PURCHASE ENTRY SCREEN

45 MONTHLY LINEN RECEIPTS SCREEN

46 LINEN ISSUES

47 Support/Ancillary-Stores STOCK ON HAND ENTRY FOR THE FIRST TIME

48 STORES RECEIPT

49 STORES ISSUES

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9.2.4. Common HMIS Forms:


1 EQUIPMENT EQUIPMENT RECEIPT DETAILS SCREEN

2 EQUIPMENT MANAGEMENT SCREEN

3 CONDEMNATION OF UNSERVICEABLE AND CONDEMNED ARTICLES SCREEN

4 DISPOSAL OF UNSERVICEABLE AND CONDEMNED ARTICLES SCREEN

5 EQUIPMENT TRANSFER OUT DETAILS SCREEN

6 EQUIPMENT TRANSFER IN DETAILS SCREEN

7 VEHICLE VEHICLE IN POSITION AND RECEIPT DETAILS SCREEN

8 VEHICLE FUEL CEILING SCREEN

9 CONDEMNATION AND DISPOSAL OF VEHICLES SCREEN

10 VEHICLE REPAIR /MAINTENANCE SCREEN

11 VEHICLE TRANSACTION SCREEN

12 VEHICLE ACCIDENT REPORT SCREEN

13 BUILDING OPERATION THEATRE DETAILS

14 BUILDING MAINTENANCE SCREEN

15 HOSPITAL/INSTITUTION WISE PRIORITY WORKS LIST

16 INSTITUTION WISE LIST OF COMPLETED WORKS

17 REPAIRS THROUGH OTHER FUNDS

18 AIR CONDITIONER DETAILS

19 NEW INSTITUTION PROPOSAL

20 NEW BUILDING CONSTRUCTION

21 PERSONNNEL EMPLOYEE DETAILS

22 COURT SUIT REGISTER

23 MANPOWER- SANCTIONED POSITIONS SCREEN

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24 PERSON ORIENTED PROMOTION SCREEN(ONLY FOR MEDICAL OFFICERS)

25 REGULARISATION OF STAFF SCREEN MASTER

26 SANCTION OF INCREMENTS - CONSOLIDATION GROUP WISE

27 SANCTION OF SURRENDER LEAVE SALARY

28 DECLARATION OF PROBATION SCREEN

29 DEPUTATION/DIVERSION OF STAFF SCREEN

30 SENIORITY LIST SCREEN

31 ESTIMATE OF VACANCY SCREEN

32 RECORD SHEET

33 DA/ CONFIDENTIAL SECTION

34 DISCIPLINARY ACTION STATUS ENTRY

35 COMPULSORY RETIREMENT FORM

36 REPRESENTATION OF SC/ST

37 EMPLOYEE POSITION SCREEN

38 LEAVE DETAILS

39 CADRE REGISTER

40 INSTITUTION AUDIT DETAILS

41 EMPLOYEE AUDIT DETAILS

42 LIST FOR TRANSFER COUNSELLING SCREEN

43 TRANSFER COUNSELLING

44 PROMOTION COUNSELLING SCREEN

45 TRANSFER ON ADMINISTRATIVE GROUNDS

46 TRAINING PROGRAMS

47 TRAINING PROGRAMS CONDUCTED

48 TRAINING DETAILS SCREEN

49 LIST OF COURT CASES

P a g e 143 | 233

50 FINANCE LOANS AND ADVANCES SCREEN

51 TA BILL ENTRY

52 GPF PART FINAL (CONSOLIDATED)

53 GPF TEMPORARY ADVANCE (CONSOLIDATED)

54 EMPLOYEE GPF SANCTIONED DETAILS

55 INSTITUTIONAL MAINTENANCE AND REPAIR FUND (GOVT. FUNDS)

56 PATIENT WELFARE SOCIETY FUND STATEMENT

57 INSTITUTIONAL MAINTENANCE AND REPAIR FUND (DONATIONS,PPP)

58 BUDGET ESTIMATE/REVISED ESTIMATE PROPOSAL

59 FINAL MODIFIED APPROPRIATION PROPOSAL

60 SURRENDER OF FUNDS PROPOSAL

61 DOR STATEMENT - FIRST FORM

62 DOR STATEMENT - SECOND FORM

63 DOR STATEMENT FOR REVENUE RECEIPT

64 PENSION BENEFITS

65 DISTRIBUTION OF BUDGET ESTIMATE TO JDHS/DDHS

66 DISTRIBUTION OF BUDGET ESTIMATE TO DME

67 DISTRIBUTION OF BUDGET ESTIMATE TO INSTITUTIONS

68 DISTRIBUTION OF ADDITIONAL ALLOTMENT AFTER BE-TO JDHS / DDHS

69 DISTRIBUTION OF ADDITIONAL ALLOTMENT AFTER BE TO DME

70 DISTRIBUTION OF ADDITIONAL ALLOTMENT AFTER BE-TO INSTITUTIONS

71 DISTRIBUTION OF REVISED ESTIMATE TO DME

72 DISTRIBUTION OF REVISED ESTIMATE TO JDHS / DDHS

73 DISTRIBUTION OF REVISED ESTIMATE TO INSTITUTIONS

74 DISTRIBUTION OF ADDITIONAL ALLOTMENT AFTER RE TO DME

75 DISTRIBUTION OF ADDITIONAL ALLOTMENT AFTER RE TO JDHS/ DDHS

P a g e 144 | 233

76 DISTRIBUTION OF ADDITIONAL ALLOTMENT AFTER RE TO INSTITUTIONS

77 DISTRIBUTION OF FINAL MODIFIED APPROPRIATION TO JDHS/DDHS

78 DISTRIBUTION OF FINAL MODIFIED APPROPRIATION TO DME

79 DISTRIBUTION OF FINAL MODIFIED APPROPRIATION TO INSTITUTIONS

80 IT COORDINATORS FORMS IT CO-ORDINATORS - LOG FORM I

P a g e 145 | 233

9.3 Annexure G: CMS Forms

Modules Sub Module Name Screens

Student Enrolment Initiation Admission Initiation

Settings

Qualifying Exam - Course Entry

Qualifying Exam - Subjects Entry

Rule Building

Registration

Registration Registration Verification

HSC Details Updation-2014

Registration Approval

Register Number Generation

Register Number Reset

Student Information

Management

Student Data Correction

Student De Registration

Student Photo/Signature Updation

Student Contact Information Update

HSC Verification

Others Student Academic Record

Student Information Student Information - List of Students

Student Information - List of Students

with Details

Syllabus set up Manage Subjects

Manage Course Pattern

Fees Management Accounts -Institution

Level

Fee structure setup

Fees Entry

Stipend Param

Stipend

Scholarship Entry Tran

Scholarship Entry

Institution

Remittance

processing

DCB Register Entry

Remittance Details Entry

Examiner Payment Entry

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Remittance History

Remittance Report

Remittance -University Verification

Affiliation Fixed Deposit Register

Affiliation Fixed Deposit Register

Renewal

Fine Collection Online Applications Generalised All fees Application -

Approval and Generation

Generalised All Fees -Application

Generalised All Fees -Application

Status Check

Program course set

up

Manage Courses

Manage Course Details

Manage Course - institution Mapping

Institution set up Affiliation Processing Manage Affiliation Session

New Affiliation

Initiate Affiliation Process

Governing Council

Inspection Status

Affiliation Approval

Institution

Management

Manage Student Intake (Category

wise)

Manage Institution Trustee Details

Seats Management Sanctioned Strength Entry

Sanctioned Strength Approval

Seat Allotment Entry

Seat Allotment Approval

Faculty management Faculty Management Faculty Registration

Faculty Quick Registration

Registration Verification

Other Institution Faculty Registration

Registration Approval

Faculty Institution Transfer

Academics Provisional

Certificates

Certificate Content Management

Certificate Settings

Galley Generation & Approval

Certificate Generation & Printing

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Other Certificates Transcript Generation

Bonafide Certificate Issue

Course Completion Certificate Issue

No-Due Certificate Issue

Attempt Certificate Issue

Expenditure Certificate Issue

Administration Session Management

Regular Convocation - Eligible

Candidates Galley Generation

Session - Course Mapping

Galley Approval -Not Appeared

Candidates

Convocation Hall Seat Settings

Convocation Hall Seat Allocation

Convocation

Application

Generate & Submit for Institute

Verification

View & Submit for University

Verification

University Verification

University Approval

Convocation Admit

Card

Admit Card Approval

Admit Card Printing

Admit Card Preview

Merits and Awards Medal Approval

Medal Certificate Printing

Convocation Process Degree Certificate Printing

Random selection and Approval for In

person Candidates

On-Dias Students Galley

Certification Verification Dispatch

Entry


Entry Verification


Entry Approval


Letter Printing

Certificates Migration Certificate Generation

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Eligibility Certificate Application

Eligibility Certificate Application -

Approval

Eligibility Certificate Printing

Eligibility Certificate Approval and

Generation

Migration Certificate -Approval and

Generation

Convocation Admit Card

Student Convocation Details

Online Applications Eligibility Certificate Application

Migration Certificate Application

Attendance system Attendance Attendance Scheme Entry

Attendance Entry

Attendance Verification


Timetable

management

Institution Level Academic Session Management

Academic Batch Management

Academic Calendar (Time table) Setup

Academic Timetable Approval &

Publishing

Examination module Examination

Administration

Exam Session Initiation/Management

Exam Subjects Entry

Exam Galley Rule building

Exam Galley Generation & Approval

General Fee Entry

Theory Exam Examiner Registration

Exam Galley Management

Data Export for Question paper

Delivery

Theory Exam Examiner Allotment

Theory Exam Time Table Entry

Theory Exam Centre Allotment

Exam Application Content Updation

Preview

View & Submit for Institute

Verification

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View & Submit for University

Verification

Updation Request

View & Approval Updation Request


Variable Data

Printing

Answer Script Lot Creation

Settings

Generation

Clothline Cover Generation

Despatch Entry

View Despatch Details

Internal

Examinations

Mark Scheme Entry

Marks Entry

Marks Verification


Marks Updation

Marks Entry- University (External

Valuation)

Oral/Practical Schedule Entry

Oral/Practical Schedule Scheme

Download

Oral/Practical Schedule Updation

Status Updation

Hall Ticket Rule Building

Content Updation

Hall Ticket Message Updation

University Verification & Approval

Preview

Generation & Printing - Institution

Reset Approval

Written Examinations Packet Settings Entry

Marks Scheme Entry

Settings

Marks Entry

Marks Processing

Marks Verification

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Answer Scripts Processing

Attendance Entry

Result Processing TMR Setup

Moderation Conditions Definition

Moderation Order Settings

Result Processing and TMR

Generation

Moderation Processing

Preview Results

Publish Results

Withheld/Detain Results

Marks Updation

Post Result

Processing

Release Withheld/Detain Results

Mark Sheet Printing

Answer Photocopy Galley Generation

Answer Photocopy Galley Approval

Archive Exam data

Retotal Galley Preparation

Retotal Mark Entry

Publish Retotal Result

Internship Entry

Results & Marks

Statement

Results & Marks Statement

Institute-

Management

Reset Admin Password

Reset Institute Password

Reset All Institutepassword

QP-Master QP-Master

InstituteMaster View Institute

Add Institute

QP-InstituteLink

Master

QP-InstituteLink Master

Download Time Download Time

Bulk Upload QP-Master

QP-Institute test Link Master

QP-Master - CMS

QP-InstituteLink Master - CMS

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Library module Building Management Create Block

Block View/Update

Create Floor

Floor View/Update

Student Masters Add Student

Book Masters Create Department

Dept. View/Update

Create Subject

Subject View/Update

Create Category

Category View/Update

Create Author

Author View/Update

Create Publisher

Publisher View/Update

Add Book

Search / Update Student Search

Book Search

Reports Issue Report

Available Report

Damaged Book Report

Book Tran Report

User Tran Report

Fine Details

Fine Balance

Develop Website

template for upload

of college specific

content

College Web Site

Provide Facility to

transfer for export of

identified data from

CMS to the UAS

Examiner Allowance

Processing

Galley Generation

Proceeding Submission

Exam A.R Verification

D.C.O.E Verification

C.O.E Verification

Finance S.O Verification

Finance A.R Verification

F.O Verification

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V.C Approval

Downloads

Allowance Master

Allowance Charges Master

Hostel Management Block Master Create Block

View/Update

Floor Master Create Floor

View/Update

Student Management Registration

View/Update

Search / View

Disciplinary View

Disciplinary Action

View/Update

Room Management Availability Check

Stud. Room Change

A/C Management Expenditure Calc.

Stud. Collection

Other Transaction

Bill Generation

Expenditure Entry

Reports Stud. Personal Info

Stud. Account Details

Stud. Due Details

SMS Stud. Balance

Administration User Management User Privilege Creation

User Creation

User Management

User Privilege Management

User Audit Trail

User Biometric Management

Access settings Institution Access Settings

Miscellaneous Signature & Seal Management

Application forms Content Creation

User Password Update

Master Details General Masters State Master

District Master

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Course Master

Institution Master

Course Details Master

Course Faculty Details Master

Course Category Master

Subject Master

Medal Master

Course Group Master

Module Master

Screens Master

Parameters Master

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Volume - III

Master Service Agreement, Service Level Agreement &

Non-Disclosure Agreement

P a g e 155 | 233

Table of Contents

1. MASTER SERVICES AGREEMENT ............................................................. 159

2. Definitions and Interpretation ................................................................ 159

2.1 Definitions ................................................................................................................................. 160

2.2 Interpretation ............................................................................................................................ 160

2.3 Measurements and Arithmetic Conventions ............................................................................ 160

2.4 Ambiguities within Agreement ................................................................................................. 161

2.5 Priority of documents ............................................................................................................... 161

3. Scope of the Project .................................................................................. 161

3.1 Scope of work ............................................................................................................................ 161

4. Term and Duration of the Agreement ...................................................... 162

5. Conditions Precedent & Effective Date ..................................................... 162

5.1 Provisions to take effect upon fulfillment of Conditions Precedent ........................................ 162

5.2 Conditions Precedent to the parties ......................................................................................... 162

5.2.1 Conditions Precedent of the SI ............................................................................................. 162

5.2.2 Conditions Precedent of the SHS .......................................................................................... 163

5.3 Extension of time for fulfillment of Conditions Precedent ....................................................... 163

5.4 Non‐fulfillment of the SI’s Conditions Precedent ..................................................................... 163

6. Obligations under the SLA ....................................................................... 163

6.1 SLA and the Agreement ............................................................................................................ 163

6.2 Future SLAs ............................................................................................................................... 163

6.3 Change of Control ..................................................................................................................... 164

6.4 Final testing and certification ................................................................................................... 164

6.5 Change Control Schedule .......................................................................................................... 165

7. Representations and Warranties ............................................................. 165

7.1 Representations and warranties of the ‘<<SI>>’ ....................................................................... 165

7.2 Representations and warranties of SHS ................................................................................... 166

8. Obligations of the SHS .............................................................................. 167

9. Obligations of the SI ................................................................................ 168

9.1 Deliverables ............................................................................................................................... 168

9.2 Scope ......................................................................................................................................... 168

9.3 Timelines ................................................................................................................................... 168

10. Approvals and required consents ............................................................ 168

10.1 Required Consents .................................................................................................................... 168

10.2 Assistance to obtain Required Consents ................................................................................... 168

11. Use of assets by the ‘<<SI>>’ .................................................................... 169

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12. Access to the Locations ............................................................................ 169

12.1 Access to project locations ....................................................................................................... 169

12.2 Responsibilities of SI in the use of locations, services and equipment of SHS ......................... 170

13. Management Phase .................................................................................. 170

13.2 Use of Services .......................................................................................................................... 170

13.3 Changes ..................................................................................................................................... 170

13.4 Security and Safety ................................................................................................................... 171

13.5 Cooperation .............................................................................................................................. 171

14. Financial Matters ...................................................................................... 172

14.1 Terms of Payment ..................................................................................................................... 172

14.2 Invoicing and Settlement .......................................................................................................... 172

14.3 Tax ............................................................................................................................................. 173

15. Termination.............................................................................................. 174

15.1 Termination for Default ............................................................................................................ 174

15.2 Termination for Convenience ................................................................................................... 174

15.3 Termination for Insolvency ....................................................................................................... 174

15.4 Effects of termination ............................................................................................................... 175

16. Indemnification & Limitation of Liability ................................................. 175

16.1 Indemnification of SHS .............................................................................................................. 175

16.2 Conditions ................................................................................................................................. 175

16.3 Limitation of Liability................................................................................................................. 176

17. Force Majeure........................................................................................... 177

17.1Definition of Force Majeure ......................................................................................................... 1792

17.2 Force Majeure events ............................................................................................................... 179

17.3 Notification procedure for Force Majeure…………………………………………………………………………………………….24

17.4 Costs arising out of Force Majeure………………….....…………………………………………………………………………..…..24

17.5Consultation and duty to mitigate…………………………………………………………………………………………………………25

18. Confidentiality ........................................................................................... 25

19. Audit, Access and Reporting .................................................................... 180

20. Intellectual Property Rights ..................................................................... 180

20.1 Products and fixes ..................................................................................................................... 180

20.2 Bespoke development .............................................................................................................. 180

20.3 Pre‐existing work ...................................................................................................................... 181

20.4 Residuals ................................................................................................................................. 1817

21. Liquidated Damages ................................................................................. 181

22. Escrow Agreement .................................................................................... 181

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23. Insurance Cover ....................................................................................... 181

23.1 Obligation to maintain insurance ............................................................................................. 181

23.2 Certificates of currency ............................................................................................................. 182

23.3 Non‐compliance ........................................................................................................................ 182

24. Miscellaneous .......................................................................................... 182

24.1 Personnel .................................................................................................................................. 182

24.2 Independent Contractor ........................................................................................................... 183

24.3 Sub‐contracting ......................................................................................................................... 183

24.4 Assignment ................................................................................................................................ 183

24.5 Trademarks, Publicity ................................................................................................................ 184

24.6 Notices ...................................................................................................................................... 184

24.7 Variations and Further Assurance ............................................................................................. 185

24.8 Severability and Waiver ............................................................................................................ 185

25. Compliance with Applicable Law ............................................................. 186

25.1 Professional Fees ...................................................................................................................... 186

25.2 Ethics ......................................................................................................................................... 186

25.3 Entire Agreement ...................................................................................................................... 186

25.4 Amendment .............................................................................................................................. 187

26. Dispute Resolution and Governing Law ................................................... 187

27. Third party components .......................................................................... 188

28. Schedules................................................................................................. 189

28.1 Schedule – I – Definitions .......................................................................................................... 189

28.2 Schedule – II – Change Control Schedule .................................................................................. 194

28.3 Schedule – III ‐ Exit Management Schedule .............................................................................. 196

28.3.1 PURPOSE ........................................................................................................................... 196

28.3.2 TRANSFER OF ASSETS ........................................................................................................ 196

28.3.3 COOPERATION AND PROVISION OF INFORMATION ......................................................... 197

28.3.4 CONFIDENTIAL INFORMATION, SECURITY AND DATA ...................................................... 197

28.3.5 EMPLOYEES ....................................................................................................................... 198

28.3.6 POST‐CONTRACT SCENARIO .............................................................................................. 198

28.3.7 RIGHTS OF ACCESS TO PREMISES ...................................................................................... 198

28.3.8 GENERAL OBLIGATIONS OF THE ‘<<SI>>’ .......................................................................... 199

28.3.9 EXIT MANAGEMENT PLAN ................................................................................................ 199

28.4 Schedule – IV ‐ Audit, Access and Reporting ............................................................................ 200

28.4.1 PURPOSE ........................................................................................................................... 200

28.4.2 AUDIT NOTICE AND TIMING .............................................................................................. 200

28.4.3 ACCESS .............................................................................................................................. 201

28.4.4 AUDIT RIGHTS ................................................................................................................... 201

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28.4.5 AUDIT RIGHTS OF SUPPLIERS AND AGENTS ...................................................................... 202

28.4.6 ACTION AND REVIEW ........................................................................................................ 202

28.4.7 RECORDS AND INFORMATION .......................................................................................... 202

28.5 Schedule – V ‐ Governance Schedule ........................................................................................ 202

28.5.1 PURPOSE ........................................................................................................................... 202

28.5.2 GOVERNANCE STRUCTURE ............................................................................................... 203

28.5.3 GOVERNANCE PROCEDURES ............................................................................................. 204

28.6 Schedule – VI ‐ Terms of Payment Schedule ............................................................................. 204

29. Annexures ............................................................................................... 207

29.1 Annexure – H – Format for Change Control Notice .................................................................. 207

29.2 Annexure – I –Required Deliverable and Associated Timelines ............................................... 211

29.3 Annexure – J – Proposal ............................................................................................................ 215

29.3.1 TECHNICAL PROPOSAL ...................................................................................................... 215

29.3.2 FINANCIAL PROPOSAL: ...................................................................................................... 215

29.3.3 Summary of Cost Components ......................................................................................... 215

29.4 Annexure – K – Roles and Responsibilities of the Parties ......................................................... 215

30. Non-Disclosure Agreement (NDA) ............................................................ 217

31. Service Level Agreement (SLA) ................................................................. 217

31.1 ANNEXURE – L – Definitions ...................................................................................................... 219

31.2 ANNEXURE – M – Service Levels ............................................................................................... 220

31.2.1 Purpose: ............................................................................................................................ 220

31.2.2 Definitions ................................................................................................................... 220

31.2.3 Interpretations .................................................................................................................. 221

31.2.4 Service Level Agreements (SLAs) ...................................................................................... 223

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1. MASTER SERVICES AGREEMENT

THIS MASTER SERVICE AGREEMENT (“Agreement”) is made on this the <<’Day’>> day of

<<’Year’>> 20… at <<’Location’>>, India.

BETWEEN

SHS – Tamil Nadu, 359, Anna Salai, 5th Floor, DMS Annex Building, DMS Complex,

Teynampet, Chennai-600 006.(hereinafter called the SHS, which expression shall, unless

the context otherwise requires, include its permitted successors and assigns);

AND

2. <<’Implementing Agency full name’>>, a Company incorporated under the Companies Act,

1956,having its registered office at <<’Regd. Location’>> (hereinafter referred to as <<‘the

System Integrator (SI)’>>which expression shall, unless the context otherwise requires,

include its permittedsuccessors and assigns).

Each of the parties mentioned above are collectively referred to as the ‘Parties’ and individually as a ‘Party’.

WHEREAS:

1. SHS is proposing to rollout revampedHMIS Application Project (revamp & maintain HMS,

MIS, develop mobile app, performance tuning,enhancement&maintenance of CMS and

migration of existing HMIS database) throughout the State of Tamil Nadu.In furtherance of

the same, SHS undertook the selection of a suitable System Integrator (SI) through a

competitive bidding process for HMIS Project rollout and in this behalf issued Request for

Proposal (RFP) vide reference No: 001988/SHS/HMIS/17

2. The SI has been selected on the basis of the bid response set out as Annexure –K -Proposal

of this Agreement. The SI shall revamp and implement HMIS solution and its roll out and

sustain operations.

NOW THEREFORE, in consideration of the mutual covenants, promises, assurances,

representationsand provisions set forth herein, the Parties hereto agree as follows:

P a g e 160 | 233

2. Definitions and Interpretation

2.1 Definitions

[Terms and expressions used in this Agreement (including the Introduction) shall have the

meanings set out in Schedule – I – Definitions]

2.2 Interpretation

[In this Agreement, unless otherwise specified:]

a. References to Clauses, Sub-Clauses, Paragraphs, Schedules and Annexures are to

clauses, sub-clauses, paragraphs, schedules and annexures to this Agreement;

b. Use of any gender includes the other genders; c. References to a ‘company’ shall be construed so as to include any company, corporation

or other body corporate, wherever and however incorporated or established;

d. References to a ‘person’ shall be construed so as to include any individual, firm,

company,Government, State or agency of a State, local or municipal authority or

Government bodyor any joint venture, association or partnership (whether or not having

separate legalpersonality);

e. A reference to any statute or statutory provision shall be construed as a reference to the

same as it may have been, or may from time to time be, amended, modified or re-

enacted;

f. Any reference to a ‘day’ (including within the phrase ‘business day’) shall mean a

Calendar day ;

g. References to a ‘business day’ shall be construed as a reference to a day (other than a

Sunday) are generally open for business;

h. References to times are to Indian Standard Time;

i. A reference to any other document referred to in this Agreement is a reference to that

other document as amended, varied, novated or supplemented at any time; and

j. All headings and titles are inserted for convenience only. They are to be ignored in the

interpretation of this Agreement.

k. “System Integrator (SI)” ” has been used for the same entity i.e. successful bidder in this

tender selected for the SI project.

2.3 Measurements and Arithmetic Conventions

All measurements and calculations shall be in the metric system and calculations done to 2

(two) decimal places, with the third digit of 5 (five) or above being rounded up and below 5 (five)

being rounded down except in money calculations where such amounts shall be rounded off to

the nearest INR.

P a g e 161 | 233

2.4 Ambiguities within Agreement

[In case of ambiguities or discrepancies within this Agreement, the following principles shall apply:]

a. As between two Clauses of this Agreement, the provisions of a specific Clause relevant to

the issue under consideration shall prevail over those in a general Clause; b. As between the provisions of this Agreement and the Schedules/Annexures, the

Agreement shall prevail, save and except as expressly provided otherwise in the

Agreement or the Schedules/Annexures; and

c. As between any value written in numerals and that in words, the value in words shall

prevail.

2.5 Priority of documents

This Agreement, including its Schedules and Annexures, represents the entire agreement

between the Parties as noted in this Clause. If in the event of a dispute as to the interpretation or

meaning of this Agreement it should be necessary for the Parties to refer to documents forming

part of the bidding process leading to this Agreement, then such documents shall be relied upon

and interpreted in the following descending order of priority:

a. This Agreement along with the SLA agreement, NDA agreement, Schedules and

Annexures;

b. Request for Proposal and Addendum / Corrigendum to the Request for Proposal (if any).

For the avoidance of doubt, it is expressly clarified that in the event of a conflict between this

Agreement, Annexures / Schedules or the contents of the RFP, the terms of this Agreement shall

prevail over the Annexures / Schedules and Annexures / Schedules shall prevail over the

contents and specifications of the RFP.

3. Scope of the Project

The Scope of work has been detailed out in Volume II. The same needs to be reproduced in the

Contract or reference is provided in the contract.

For the avoidance of doubt, it is expressly clarified that this Agreement shall govern the

provision of the contracted professional services under the SLA to the SHS and its nominated

agencies. It is anticipated that new or renewal agreements may be undertaken by creating a

separate SLA, with schedules and annexures as required, under this Agreement for each

additional engagement.

3.1 Scope of work

The broad scope of work for the SI is as follows:

P a g e 162 | 233

Phase I. Maintenance of existing HMIS & SRS collection Phase

iv. Knowledge transfer from the existing HMIS developer

v. Maintenance of existing HMIS application Software

vi. Collection of software requirement specification

Phase II – Development & Deployment Phase

vi. Development of revamped HMIS application

vii. HMIS Mobile app development

viii. Migration of the existing database into the revamped HMIS application

ix. Launching of the revamped HMIS application

x. Stabilisation of deployed revamped HMIS application

Phase III – Maintenance of revamped HMIS application Phase

ii. Maintenance of the revamped HMIS application

4. Term and Duration of the Agreement

This date of signing the Agreement shall be the ‘Effective Date’ and shall continue till

operation and maintenance completion date which shall be the date of the completion of the

operation and maintenance to SHS.

5. Conditions Precedent & Effective Date

5.1 Provisions to take effect upon fulfillment of Conditions Precedent

Subject to express terms to the contrary, the rights and obligations under this Agreement shall

take effect only upon fulfillment of all the Conditions Precedent set out below. However, SHS

may at any time at its sole discretion waive fully or partially any of the Conditions Precedent for

the SI.

5.2 Conditions Precedent to the parties

5.2.1 Conditions Precedent of the SI

The SI shall be required to fulfill the Conditions Precedent in which is as follows:

a. To provide a Performance Security/Guarantee and other guarantees/ payments as

andwhen required to SHS; and

b. To provide the SHS certified true copies of its constitutional documents and board

resolutions authorizing the execution, delivery and performance of this Agreement by

the SI.

P a g e 163 | 233

5.2.2 Conditions Precedent of the SHS

SHS shall be required to fulfill the Conditions Precedent in which is as follows:

a. Necessary clearances

b. Approval by a Competent Authority

5.3 Extension of time for fulfilment of Conditions Precedent

The Parties may, by mutual agreement extend the time for fulfilling the Conditions Precedent

and the Term of this Agreement.

For the avoidance of doubt, it is expressly clarified that any such extension of time shall be

subject to imposition of penalties on the SI linked to the delay in fulfilling the Conditions

Precedent.

5.4 Non-fulfillment of the SI’s Conditions Precedent

a. In the event that any of the Conditions Precedent of the SI have not been fulfilled within

15 days of signing of this Agreement and the same have not been waived fully or partially

by SHS, this Agreement shall cease to exist;

b. In the event that the Agreement fails to come into effect on account of non-fulfillment

ofthe SI’s Conditions Precedent, the SHS shall not be liable in any manner whatsoever to

the SI and SHS shall forthwith forfeit the Performance Guarantee.

c. In the event that possession of any of the SHS facilities has been delivered to the SI prior

to the fulfillment of the Conditions Precedent, upon the termination of this Agreement

such shall immediately revert to SHS, free and clear from any encumbrances or claims.

6. Obligations under the SLA

6.1 SLA and the Agreement

The SLA shall be a separate contract in respect of this Agreement and shall be entered into

concurrently with this Agreement between SHS and SI

6.2 Future SLAs

In relation to any future SLA entered into between the Parties, each of the Parties shall observe

and perform the obligations set out herein.

P a g e 164 | 233

6.3 Change of Control

a. In the event of a change of control of the SI during the Term, the SI shall promptly notify

SHS of the same in the format set out as Annexure –H – Format for Change

ControlNotice of this Agreement.

b. In the event that the net worth of the surviving entity is less than that of SI prior to the

change of control, SHS may within 30 days of becoming aware of such change in control,

require a replacement of existing Performance Guarantee furnished by the ‘<<SI>>’

from a guarantor acceptable to SHS (which shall not be ‘<<SI>>’ or any of its associated

entities).

c. If such a guarantee is not furnished within 30 days of the SHS requiring

thereplacement, SHS may exercise its right to terminate the SLA and/ or this Agreement

within a further 30 days by written notice, to become effective as specified in such notice.

d. Pursuant to termination, the effects of termination as set out in Section 15 of this

Agreement shall follow.

For the avoidance of doubt, it is expressly clarified that the internal reorganization of the

‘<<SI>>’ shall not be deemed an event of a change of control for purposes of this Clause unless

the surviving entity is of less net worth than the predecessor entity.

6.4 Final testing and certification

The Project shall be governed by the mechanism of final acceptance testing and certification to

be put into place by the SHS and SI as under:

a. Final testing and certification criteria will lay down a set of guidelines following

internationally accepted norms and Standards for testing and certification for all aspects

of project development and implementation covering software- including the processes

relating to the design of solution architecture, design of systems and sub- systems,

coding, testing, business process description, documentation, version control, change

management, security, service oriented architecture, performance in relation to

compliance with SLA metrics, interoperability, scalability, availability and compliance

with all the technical and functional requirements of the RFP and this Agreement;

b. Final testing and certification criteria will be finalized from the development stage to

ensure that the guidelines are being followed and to avoid large scale modifications

pursuant to testing done after the Application is fully developed;

c. Final testing and certification criteria will consider conducting specific tests on the

software, networking, security and all other aspects;

d. Final testing and certification criteria will establish appropriate processes for notifying

the‘<<SI>>’ of any deviations from the norms, standards or guidelines at the earliest

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instanceafter taking cognizance of the same to enable the ‘<<SI>>’ to take corrective

action etc.

6.5 Change Control Schedule

The Parties shall each ensure that the range of the Services under the SLA shall not be varied,

reduced orincreased except with the prior written agreement between the SHS and ‘<<SI>>’ in

accordance with theChange Control Schedule set out in Schedule – II – Change Control

Schedule of this Agreement. Save for the express terms of the Terms of Payment Schedule set

out as Schedule – VI - Terms Of PaymentSchedule of this Agreement, SHS or its users may

purchase any particular category of Services that may become necessary as per the Change

Control Schedule set out in Schedule – II – Change Control Schedule of this Agreement, without

the need to go for a separate procurement process.

7. Representations and Warranties

7.1 Representations and warranties of the ‘<<SI>>’

The ‘<<SI>>’ represents and warrants to SHS that:

a. It is duly organized and validly existing under the laws of India, and has full power and

authority to execute and perform its obligations under this Agreement and other

agreements and to carry out the transactions contemplated hereby

b. It is a competent provider of a variety of information technology and business process

management services

c. It has taken all necessary corporate and other actions under laws applicable to its business

to authorize the execution and delivery of this Agreement and to validly exercise its rights

and perform its obligations under this Agreement

d. From the Effective Date, it will have the financial standing and capacity to undertake the

Project in accordance with the terms of this Agreement

e. In providing the Services, it shall use reasonable endeavors not to cause any unnecessary

disruption to SHS's normal business operations

f. This Agreement has been duly executed by it and constitutes a legal, valid and binding

obligation, enforceable against it in accordance with the terms hereof, and its obligations

under this Agreement shall be legally valid, binding and enforceable against it

inaccordance with the terms hereof

g. The information furnished in the tender documents and as updated on or before the date

ofthis Agreement is to the best of its knowledge and belief true and accurate in all

materialrespects as at the date of this Agreement

h. The execution, delivery and performance of this Agreement shall not conflict with, result in

the breach of, constitute a default by any of the terms of its Memorandum and Articles of

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Association or any Applicable Laws or any covenant, contract, agreement, arrangement,

understanding, decree or order to which it is a party or by which it or any of its properties

or assets is bound or affect.

i. There are no material actions, suits, proceedings, or investigations pending or, to its

knowledge, threatened against it at law or in equity before any court or before any other

judicial, quasi-judicial or other authority, the outcome of which may result in the breach of

this Agreement or which individually or in the aggregate may result in any material

impairment of its ability to perform any of its material obligations under this Agreement

j. It has no knowledge of any violation or default with respect to any order, writ, injunction or

decree of any court or any legally binding order of any Government Instrumentality which

may result in any Adverse Effect on its ability to perform its obligations under this

Agreement and no fact or circumstance exists which may give rise to such proceedings that

would adversely affect the performance of its obligations under this Agreement

k. It has complied with Applicable Laws in all material respects and has not been subject to

any fines, penalties, injunctive relief or any other civil or criminal liabilities which in the

aggregate have or may have an Adverse Effect on its ability to perform its obligations under

this Agreement

l. No representation or warranty by it contained herein or in any other document furnished

by it to SHS in relation to the Required Consents contains or shall contain any untrue or

misleading statement of material fact or omits or shall omit to state a material fact

necessary to make such representation or warranty not misleading and

m. No sums, in cash or kind, have been paid or shall be paid, by it or on its behalf, to any

person by way of fees, commission or otherwise for entering into this Agreement or for

influencing or attempting to influence any officer or employee of SHS in connection

therewith.

7.2 Representations and warranties of SHS

The SHS represent and warrant to the ‘<<SI>>’ that:

a. It has full power and authority to execute, deliver and perform its obligations under this

Agreement and to carry out the transactions contemplated herein and that it has taken all

actions necessary to execute this Agreement, exercise its rights and perform its obligations,

under this Agreement and carry out the transactions contemplated hereby

b. It has taken all necessary actions under Applicable Laws to authorize the execution, delivery

and performance of this Agreement and to validly exercise its rights and perform its

obligations under this Agreement

c. It has the financial standing and capacity to perform its obligations under the

Agreement;this Agreement has been duly executed by it and constitutes a legal, valid and

binding obligation enforceable against it in accordance with the terms hereof and its

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obligations under this Agreement shall be legally valid, binding and enforceable against it in

accordance with the terms thereof

d. The execution, delivery and performance of this Agreement shall not conflict with, result

inthe breach of, constitute a default under, or accelerate performance required by any of

theApplicable Laws or any covenant, contract, agreement, arrangement,

understanding,decree or order to which it is a party or by which it or any of its properties or

assets is bounder affected

e. There are no actions, suits or proceedings pending or, to its knowledge, threatened against it

at law or inequity before any court or before any other judicial, quasi-judicial or other

authority, the outcome of which may result in the default or breach of this Agreement or

which individually or in the aggregate may result in any material impairment of its ability to

perform its material (including any payment) obligations under this Agreement

f. It has no knowledge of any violation or default with respect to any order, writ, injunctionor

any decree of any court or any legally binding order of any Government

Instrumentalitywhich may result in any Adverse Effect on the ability of SHS to perform its

obligationsunder this Agreement and no fact or circumstance exists which may give rise to

suchproceedings that would adversely affect the performanceof its obligations under

thisAgreement

g. It has complied with Applicable Laws in all material respects

h. All information provided by it in the RFP in connection with the Project is, to the best of

itsknowledge and belief, true and accurate in all material respects and

i. Upon the ‘<<SI>>’ performing the covenants herein, it shall not at any time during

thetermhereof, interfere with peaceful exercise of the rights and discharge of the obligations

bythe‘<<SI>>’, in accordance with this Agreement.

8. Obligations of the SHS

[Without prejudice to any other undertakings or obligations of SHS under this Agreement, SHS

shall perform the following]

a. To provide any support through personnel to test the system during the Term; b. To provide any support through personnel with knowledge of HMIS system and/or test data

during development, rollout, steady state operation, as well as, for any

changes/enhancements in the system wheneverrequired due to scope change that may arise

due to business, delivery or statutory/regulatory reasons.

c. To provide the data (including in electronic form wherever available) to be migrated. d. To authorize the <<‘SI’>> to interact for implementation of the Project with external

entities, if there is any need.

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9. Obligations of the SI

9.1 Deliverables

It shall provide to the SHS, the Deliverables as per the project schedule given in

AnnexureK.RequiredDeliverable and Associated Timelines of this Agreement.

9.2 Scope

It shall perform the Services as set out in Section 3 of this Agreement and in a good and

workman like manner commensurate with industry and technical Standards which are generally

in effect for international projects and innovations pursuant thereon similar to those

contemplated by this Agreement, and so as to comply with the applicable Service Levels set out

with this Agreement.

9.3 Timelines

It shall ensure that the Services are being provided as per the Project Timelines set out as

Annexure K. Required Deliverable and Associated Timelines to this Agreement.

10. Approvals and required consents

10.1 Required Consents

The Parties shall cooperate to procure, maintain and observe all relevant and regulatory and

governmental licenses, clearances and applicable approvals (hereinafter the “Required

Consents”) necessary for the‘<<SI>>’ to provide the Services. The costs of such Approvals shall

be borne by the Party normallyresponsible for such costs according to local custom and practice

in the locations where the Services are to be provided

10.2 Assistance to obtain Required Consents

SHS shall use reasonable endeavors to assist ‘<<SI>>’ to obtain the Required Consents [or vice

versa,depending on the Scope of work defined in the RFP]. In the event that any Required

Consent is notobtained, the ‘<<SI>>’ and the SHS will co-operate with each other in achieving a

reasonable alternative arrangement as soon as reasonably practicable for the SHS to continue to

process its work with asminimal interruption to its business operations as is commercially

reasonable until such Required Consent is obtained, provided that the ‘<<SI>>’ shall not be

relieved of its obligations to provide the Services and to achieve the Service Levels until the

Required Consents are obtained if and to the extent that the ‘‘<<SI>>’’s obligations are not

dependent upon such Required Consents.

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11. Use of assets by the ‘<<SI>>’

The assets for development, testing and deployment into production environment will be

provided by SHS, Tamil Nadu.

During the term the ‘<<SI>>’ shall:

a. Take all reasonable and proper care of the entire hardware and software, network or any

other information technology infrastructure components used for the Project and other

facilities leased / owned / operated by the ‘<<SI>>’ exclusively in terms of ensuring their

usability for the delivery of the Services as per this Agreement (hereinafter the “Assets”) in

proportion to their use and control of such Assets and

b. Keep all the tangible Assets in as good and serviceable condition (reasonable wear and tear

excepted) as at the date the ‘<<SI>>’ takes control of and/or first uses the Assets and during

the entire Term of the Agreement.

c. Ensure that any instructions or manuals supplied by the manufacturer of the Assets for use

of the Assets and which are provided to the ‘<<SI>>’ will be followed by the ‘<<SI>>’ and

any person who will be responsible for the use of the Assets

d. Take such steps as may be properly recommended by the manufacturer of the Assets

andnotified to the ‘<<SI>>’ or as may, in the reasonable opinion of the System integrator,

benecessary to use the Assets in a safe manner

e. Ensure that the Assets that are under the control of the ‘<<SI>>’, are kept suitably housed

and in conformity with Applicable Law

f. Procure permission from the SHS and any persons duly authorized by them to enter any

land or premises on which the Assets are for the time being sited so as to inspect the same,

subject to any reasonable third party requirements

g. Not, knowingly or negligently use or permit any of the Assets to be used in contravention of

any statutory provisions or regulation or in any way contrary to Applicable Law.

12. Access to the Locations

12.1 Access to project locations

For so long as the ‘<<SI>>’ provides services to the locations pertaining to this project, on a

non-permanentbasis and to the extent necessary, SHS shall, subject to compliance by the

‘<<SI>>’ with any safety and security guidelines which may be provided by SHS and notified to

the ‘<<SI>>’ in writing, provide the‘<<SI>>’ with

a. Reasonable access, in the same manner granted to employees of SHS, to the location twenty-

four hours a day, seven days a week

b. Reasonable work space, access to office equipment as mutually agreed and other related

support services in such location and at such other locations of SHS or its users as the case

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may be, if any, as may be reasonably necessary for the‘<<SI>>’ to perform its obligations

hereunder and under the SLA.

c. The access permissions to other locations including State Data Centre shall be obtained by

the SHS, Tamil Nadu as and when required

12.2Responsibilities of SI in the use of locations, services and equipment of SHS

Access to locations, office equipment and services shall be made available to the ‘<<SI>>’ on an

“as is, where is” basis by SHS. The ‘<<SI>>’ agrees to ensure that its employees, agents and

contractors shall not use the location, services and equipment referred to in RFP for the

following purposes:

a. For the transmission of any material which is defamatory, offensive or abusive or of an

obscene or menacing character; or

b. In a manner which constitutes a violation or infringement of the rights of any person,

firm or company (including but not limited to rights of copyright or confidentiality).

13. Management Phase

13.1 Governance

The review and management process of this Agreement shall be carried out in accordance with

the Governance Schedule set out in Schedule – V - Governance Schedule of this Agreement and

shall cover all the management aspects of the Project.

13.2 Use of Services

a. The SHS as the case may be, will undertake and use the Services in accordance with any

instructions or procedures as per the acceptance criteria as set out in the SLA or this

Agreement or any agreement that may be entered into between the Parties from time to

time;

b. The SHS as the case may be shall be responsible for the operation and use of the

Deliverables resulting from the Services.

13.3 Changes Unless expressly dealt with elsewhere in this Agreement, any changes under or to this

Agreement or under or to the SLA shall be dealt with in accordance with the Change Control

Schedule set out in Schedule – II –Change Control Schedule of this Agreement.

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13.4 Security and Safety

a. The ‘<<SI>>’ shall comply with the technical requirements of the relevant security, safety

and other requirements specified in the Information Technology Act or Telegraph Act

including the regulations issued by dept. of telecom (wherever applicable), IT Security

Manual as specifically stated in the RFP and follow the industry Standards related to safety

and security (including those as stated in the RFP), insofar as it applies to the provision of

the Services.

b. Each Party to the SLA/Agreement shall also comply with the security Standards and policies

of SHS or the Government of Tamil Nadu, and Government of India from time to time at

each location of which SHS, make the ‘<<SI>>’ aware in writing in so far as the same apply

to the provision of the Services.

c. The Parties to the SLA/Agreement shall use reasonable endeavors to report forthwith in

writing to each other all identified attempts (whether successful or not) by unauthorized

persons (including unauthorized persons who are employees of any Party) either to gain

access to or interfere with SHS or any of their nominees data, facilities or Confidential

Information.

d. The ‘<<SI>>’ shall upon reasonable request by the SHS or their nominee(s) participate in

regular meetings when safety and information technology security matters are reviewed.

e. As per the provisions of the SLA or this Agreement, the ‘<<SI>>’ shall promptly report in

writing to SHS, any act or omission which they are aware that could have an adverse effect

on the proper conduct of safety and information technology security at the facilities of SHS.

13.5 Cooperation

Except as otherwise provided elsewhere in this Agreement or the SLA, each Party (“Providing

Party”) to this Agreement or to the SLA undertakes promptly to provide the other Party

(“Receiving Party”) with all such information and co-operation which the Receiving Party

reasonably requests, provided that such information and co-operation:

a. Does not require material expenditure by the Providing Party to provide the same

b. Is reasonably required by the Receiving Party in order for it to comply with its obligations

under this Agreement or the SLA

c. Shall be treated as Confidential Information; and

d. Is capable of being provided by the Providing Party.

Further, each Party agrees to co-operate with the other Party as reasonably requested in order to

accomplish the purposes of this Agreement.

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14. Financial Matters

14.1 Terms of Payment

a. In consideration of the Services and subject to the provisions of this Agreement and of the

SLA, SHS shall pay the ‘<<SI>>’ for the Services rendered in pursuance of this agreement, in

accordance with the Terms of Payment Schedule set out as Schedule – VI -Terms of Payment

Schedule of this Agreement.

b. Save and except as otherwise provided for herein or as agreed between the Parties in writing,

SHS shall not be required to make any payments in respect of the Services (or, without

limitation to the foregoing, in respect of the ‘<<SI>>’ performance of any obligations under

this Agreement or the SLA) other than those covered in Schedule – VI -Terms Of Payment


c. For the avoidance of doubt, it is expressly clarified that the payments shall be deemed to

include all ancillary and incidental costs and charges arising in the course of delivery of the

Services including consultancy charges, infrastructure costs, project costs, implementation

and management charges and all other related costs including taxes which are addressed in

this Clause.

14.2 Invoicing and Settlement

a. Subject to the specific terms of the SLA, the ‘<<SI>>’ shall submit its invoices in accordance

with the following principles:

i. SHS shall be invoiced by the ‘<<SI>>’ for the Services. Generally and unless

otherwise agreed in writing between the Parties or expressly set out in the SLA, the

‘<<SI>>’shall raise an invoice as per Schedule – VI - Terms Of Payment Schedule of

this Agreement and

ii. Any invoice presented in accordance with this Article shall be in a form agreed

withthe NMH.

b. The ‘<<SI>>’ alone shall invoice all payments after receiving due approval from the

competent authority. Such invoices shall be accurate and all adjustments to or changes in

the terms of payment as stated in Schedule – VI - Terms of Payment Schedule of this

Agreement. The ‘<<SI>>’ shall waive any charge for a Service that is not invoiced within six

months after the end of the month in which the change relating to such Service is (i)

authorized or (ii) incurred, whichever is later.

c. SHS will make reasonable endeavor to make payment within 30 working days of the receipt

of invoice along with supporting documents subject to penalties. The penalties are imposed

on the SI as per the SLA criteria specified in the SLA. If payment is not made as stated

above, no interest will be made for the delayed payment.

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d. SHS shall be entitled to delay or withhold payment of any invoice or part of it delivered by

the <<‘SI’>>under Schedule – VI - Terms of Payment Schedule of this Agreement where

SHS disputes/withholds such invoice or part of it provided that such dispute is bona fide.

The withheld amount shall be limited to that which is in dispute. The disputed / withheld

amount shall be settled in accordance with the escalation procedure as set out in Schedule –

V - Governance Schedule of this Agreement. Any exercise by the SHS, under this Clause shall

not entitle the ‘<<SI>>’ to delay or withhold provision of the Services.

e. SHS shall be entitled to delay or withhold part of the payment of any invoice which is under

a dispute. The withheld amount shall be limited to that which is the disputed amount. The

disputed amount shall be referred to the escalation procedure as set out in Schedule – V -

Governance Schedule of this Agreement. Any exercise by the SHS under this Clause shall not

entitle the ‘<<SI>>’ to delay or withhold provision of the Services.

f. SHS shall not be liable for making any payments to any other third parties.

14.3 Tax

a. SHS shall be responsible for withholding taxes from the amounts due and payable to the

‘<<SI>>’ wherever applicable. The ‘<<SI>>’ shall pay for all other taxes in connection with

this Agreement, SLA, scope of work and any other engagement required to be undertaken as

a part of this Agreement, including, but not limited to, property, sales, use, excise, value-

added, goods and services, consumption and other similar taxes or duties.

b. SHS shall provide ‘<<SI>>’ with the original tax receipt of any withholding taxes paid by

SHS on payments under this Agreement. The ‘<<SI>>’ agrees to reimburse and hold the

SHS harmless from any deficiency including penalties and interest relating to taxes thatare

its responsibility under this contract. For purposes of this Agreement, taxes shall include

taxes incurred on transactions between SHS and the ‘<<SI>>’.

c. If, after the date of this Agreement, there is any change of rate of levy under the existing

applicable laws of India with respect to taxes and duties, which are directly payable by the

SHS for providing the services i.e. service tax or any such other applicable tax from time to

time, which increase or decreases the cost incurred by the SI in performing the Services,

then the remuneration and reimbursable expense otherwise payable to the SHS under this

Agreement shall be increased or decreased accordingly by correspondence between the

Parties hereto, and corresponding adjustments shall be made to the ceiling amounts

specified in Schedule – VI - Terms Of Payment Schedule. However, in case of any new or

fresh tax or levy imposed after submission of the proposal the ‘<<SI>>’ shall be entitled to

reimbursement on submission of proof of payment of such tax or levy.

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d. The Parties shall cooperate to enable each Party to accurately determine its own tax liability

and to minimize such liability to the extent legally permissible. In connection therewith, the

Parties shall provide each other with the following:

i. Any resale certificates ii. Any relevant information regarding out-of-state or use of materials, equipment or

services and

iii. Any direct pay permits, exemption certificates or information reasonably requested

by the other Party.

15.Termination

15.1 Termination for Default

a. SHS may without prejudice to any other remedy for breach of contract, by written notice of

default with a notice period of 30 days, sent to the SI, terminate the contract in whole or

part,

i. If the SI fails to deliver any or all of the goods within the time period(s) specified in the

Contract, or fails to deliver the items as per the Delivery Schedule or within any

extension thereof granted by SHS or

ii. If the SI fails to perform any of the obligation(s) under the contract or iii. If the SI, in the judgment of the SHS, has engaged in fraudulent and corrupt practices

in competing for or in executing the Contract.

b. In the event of SHS terminating the Contract in whole or in part, SHS may procure the

services upon terms and in such manner as deems appropriate at the risk and cost of the

defaulting SI and the SI shall be liable for any additional costs for such services. However,

the SI shall continue the performance of the contract to the extent not terminated.

15.2 Termination for Convenience

SHS may by written notice with a notice period of 30 days sent to the ‘<<SI>>’, may

terminate the Contract, in whole or in part, at any time for its convenience. The notice of

termination shall specify that termination is for the SHS’s convenience, the extent to

which performance of work under the Contract is terminated, and the date upon which

such termination becomes effective. On termination, the ‘<<SI>>’ is not entitled to any

compensation whatsoever.

15.3 Termination for Insolvency

SHS may at any time terminate the Contract by giving a written notice with a notice period

of 30 days to the ‘<<SI>>’, if the SI becomes bankrupt or otherwise insolvent. In this

event, termination will be without any compensation to the SI, provided that such

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termination will not prejudice or affect any right of action or remedy that has accrued or

will accrue thereafter to SHS.

15.4 Effects of termination

a. In the event that SHS terminates this Agreement pursuant to failure on the part of the

‘<<SI>>’to comply with the conditions as contained in this Clause and depending on

theevent of default, Performance Guarantee furnished by ‘<<SI>>’ may be forfeited.

b. Upon termination of this Agreement, the Parties will comply with the Exit Management

Schedule set out as Schedule – III - Exit Management Schedule of this Agreement.

c. In the event that SHS terminates this Agreement, the compensation will be decided in

accordance with the Terms of Payment Schedule set out as Schedule – VI - Terms ofPayment


d. SHS agrees to pay ‘<<SI>>’ for i) all charges for Services ‘<<SI>>’ provides and any

Deliverables and/or system (or part thereof) ‘<<SI>>’ delivers through termination, and ii)

reimbursable expenses ‘<<SI>>’ incurs through termination.

e. If SHS terminates without cause, SHS also agrees to pay any applicable adjustment expenses

‘<<SI>>’ incurs as a result of such termination (which ‘<<SI>>’ will take reasonable steps to

mitigate).

16. Indemnification & Limitation of Liability

16.1 Indemnification of SHS

Subject to Clause 16.2 below, ‘<<SI>>’ (the "Indemnifying Party") undertakes to indemnify SHS

(the "Indemnified Party or Parties” as the case maybe) from and against all Losses on account of

bodily injury, death or damage to tangible personal property arising in favor of any person,

corporation or other entity (including SHS) attributable to SI’s negligence or willful default in

performance or non-performance under this Agreement. If SHS promptly notifies SI in writing

of a third party claim against SHS that any Service provided by the SI infringes a copyright,

trade secret or patents incorporated in India of any third party, SI will defend such claim at its

expense and will pay any costs or damages that may be finally awarded against SHS. The SI shall

hold SHS harmless towards any claim or damage or infringement from any third parties in

relation incase of any breach of IPR / Patent rights etc.

16.2 Conditions

The indemnities set out in Clause 16.1 shall be subject to the following conditions:

a. The Indemnified Party as promptly as practicable informs the Indemnifying Partyin writing

of the claim or proceedings and provides all relevant evidence, documentary or otherwise

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b. The Indemnified Party shall, at the cost of the Indemnifying Party, give the Indemnifying

Party all reasonable assistance in the Defense of such claim including reasonable access to

all relevant information, documentation and personnel provided that the Indemnified Party

may, at its sole cost and expense, reasonably participate, through its attorneys or otherwise,

in such Defense

c. If the Indemnifying Party does not assume full control over the Defense of a claim as

provided in this Article, the Indemnifying Party may participate in such Defense at its sole

cost and expense, and the Indemnified Party will have the right to defend the claim in such

manner as it may deem appropriate, and the cost and expense ofthe Indemnified Party will

be included in losses

d. The Indemnified Party shall not prejudice, pay or accept any proceedings or claim, or

compromise any proceedings or claim, without the written consent of the Indemnifying

Party

e. All settlements of claims subject to indemnification under this Clause will:

i. Be entered into only with the consent of the Indemnified Party, which consent will not be

unreasonably withheld and include an unconditional release to the Indemnified Party

from the claimant or plaintiff for all liability in respect of such claim and

ii. Include any appropriate confidentiality agreement prohibiting disclosure of the terms of

such settlement.

f. The Indemnified Party shall account to the Indemnifying Party for all awards, settlements,

damages and costs (if any) finally awarded in favour of the Indemnified Party which

are to be paid to it in connection with any such claim orproceedings.

g. The Indemnified Party shall take steps that the Indemnifying Party may reasonably require

to mitigate or reduce its loss as a result of such a claim or proceedings

h. In the event that the Indemnifying Party is obligated to indemnify an Indemnified Party

pursuant to this Article, the Indemnifying Party will, upon payment of such indemnity in

full, be subrogated to all rights and defenses of the Indemnified Party with respect to the

claims to which such indemnification relates and

i. If a Party makes a claim under the indemnity set out under Clause 16.1 above inrespect of

any particular Loss or Losses, then that Party shall not be entitled tomake any further claim

in respect of that Loss or Losses (including any claim for damages).

16.3 Limitation of Liability The aggregate liability of the SI under this agreement, or otherwise in connection with the

services to be performed hereunder, shall in no event exceed the contract price

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17. Force Majeure

17.1 Definition of Force Majeure

The ‘<<SI>>’ or SHS, as the case may be, shall be entitled to suspend or excuse performance of

its respective obligations under this Agreement to the extent that such performance is impeded

by an event of force majeure (‘Force Majeure’).

17.2 Force Majeure events

A Force Majeure event means any event or circumstance or a combination of events and

circumstances referred to in this Clause, which:

a. Is beyond the reasonable control of the affected Party b. Such Party could not have prevented or reasonably overcome with the exercise of reasonable

skill and care

c. Does not result from the negligence of such Party or the failure of such Party to perform its

obligations under this Agreement

d. Is of an incapacitating nature and prevents or causes a delay or impediment in

Performanceandmay be classified as all or any of the following events

Such events include:

Non-Political Events

a. Act of God, including earthquake, flood, inundation, landslide, exceptionally adverse

weather conditions, storm, tempest, hurricane, cyclone, lightning, thunder, volcanic

eruption, fire or other extreme atmospheric conditions

b. Radioactive contamination or ionizing radiation or biological contamination except as may

be attributable to the ‘<<SI>>’s use of radiation or radio-activity or biologically

contaminating material

c. Strikes, lockouts, boycotts, labour disruptions or any other industrial disturbances as the

case may be not arising on account of the acts or omissions of the ‘<<SI>>’ and which affect

the timely implementation and continued operation of the Project or

d. Any event or circumstances of a nature analogous to any of the foregoing.

Political Events

e. Change in Law, other than any Change in Law for which relief is provided under this

Agreement;

f. Expropriation or compulsory acquisition by SHS or any of their nominated agencies of any

assets or rights of the ‘<<SI>>’.

g. Unlawful or unauthorized revocation of, or refusal by SHS or any of their nominated

agencies, Government of India or any of its agencies to renew or grant any clearance or

Required Consents required by the ‘<<SI>>’ to perform its obligations without valid cause,

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provided that such delay, modification, denial, refusal or revocation did not result from the

‘<<SI>>’s inability or failure to comply with any condition relating to grant, maintenance or

renewal of such Required Consents applied on a non-discriminatory basis

h. Any judgment or order of any court of competent jurisdiction or statutory authority in India

made against the ‘<<SI>>’ in any proceedings for reasons other than failure of the ‘<<SI>>’

to comply with Applicable Laws or Required Consents or on account of breach thereof, or of

any contract, or enforcement of this Agreement or exercise of any of its rights under this

Agreement

i. Any requisition of the Project by any other authority; or j. Any requisition of the Project by the SHS or any of their nominated agencies.

k. For the avoidance of doubt, suspension of the Project in accordance with the provisions of

this Agreement shall not be considered a requisition for the purposes of Force Majeure

event.

Other Events

l. An act of war (whether declared or undeclared), hostilities, invasion, armed conflict or act of

foreign enemy, blockade, embargo, prolonged riot, insurrection, terrorist or military action,

civil commotion or politically motivated sabotage, for a continuous period exceeding seven

(7) days.

For the avoidance of doubt, it is expressly clarified that the failure on the part of the ‘<<SI>>’

under this Agreement or the SLA to implement any disaster contingency planning and back-up

and other data safeguards in accordance with the terms of this Agreement or the SLA against

natural disaster, fire, sabotage or other similar occurrence shall not be deemed to be a Force

Majeure event.

For the avoidance of doubt, it is further clarified that any negligence in performance of Services

which directly causes any breach of security like hacking aren’t the forces of nature and hence

wouldn’t be qualified under the definition of “Force Majeure”. In so far as applicable to the

performance of Services, SI will be solely responsible to complete the risk assessment and

ensure implementation of adequate security hygiene, best practices, processes and technology to

prevent any breach of security and any resulting liability therefrom (wherever applicable).

17.3 Notification procedure for Force Majeure

a. The affected Party shall notify the other Party of a Force Majeure event within seven (7) days

of occurrence of such event. If the other Party disputes the claim for relief under Force

Majeure it shall give the claiming Party written notice of such dispute within thirty (30) days

of such notice. Such dispute shall be dealt with in accordance with the dispute resolution

mechanism in accordance with Clause

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b. Upon cessation of the situation which led the Party claiming Force Majeure, the claiming

Party shall within seven (7) days hereof notify the other Party in writing of the cessationand

the Parties shall as soon as practicable thereafter continue performance of all obligations

under this Agreement.

17.4 Costs arising out of Force Majeure

Upon occurrence of a Force Majeure Event the costs incurred and attributable to such event and

directly relating to the Project (‘Force Majeure Costs’) shall be borne by respective parties

and neither party shall be required to pay to the other party any costs thereof.

a. For the avoidance of doubt, Force Majeure Costs may include interest payments on debt,

operation and maintenance expenses, any increase in the cost of the Services on account of

inflation and all other costs directly attributable to the Force Majeure Event.

b. Save and except as expressly provided in this clause, neither Party shall be liable in any

manner whatsoever to the other Party in respect of any loss, damage, costs, expense, claims,

demands and proceedings relating to or arising out of occurrence or existence of any Force

Majeure Event or exercise of any right pursuant hereof.

17.5 Consultation and duty to mitigate

Except as otherwise provided in this Clause, the affected Party shall, at its own cost, take all

steps reasonably required to remedy and mitigate the effects of the Force Majeure event and

restore its ability to perform its obligations under this Agreement as soon as reasonably

practicable. The Parties shall consult with each other to determine the reasonable measures to

be implemented to minimize the losses of each Party resulting from the Force Majeure event.

The affected Party shall keep the other Parties informed of its efforts to remedy the effect of the

Force Majeure event and shall make reasonable efforts to mitigate such event on a continuous

basis and shall provide written notice of the resumption of performance hereunder.

18 Confidentiality

a. SHS shall allow the ‘<<SI>>’to review and utilize highly confidential public records and the

‘<<SI>>’ shall maintain the highest level of secrecy, confidentiality and privacy with regard

thereto.

b. Additionally, the ‘<<SI>>’ shall keep confidential all the details and information with regard

to the Project, including systems, facilities, operations, management and maintenance of the

systems/facilities.

c. SHS shall retain all rights to prevent, stop and if required take the necessary punitive action

against the ‘<<SI>>’ regarding any forbidden disclosure.

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d. The ‘<<SI>>’ shallensure thatall its employees, associates execute individual nondisclosure agreements.

e. For the avoidance of doubt, it is expressly clarified that the aforesaid provisions shall not

apply to the following information:

i. Information already available in the public domain;information which has been

received from a third party who had the right to disclose the aforesaid

information;

ii. Information which has been disclosed to the public pursuant to a court order. f. To the extent the ‘<<SI>>’ shares its confidential or proprietary information with the SHS

for effective performance of the Services, the provisions of the Clause 16.1 to 16.2 shall apply

“mutatis mutandis” on SHS.

19 Audit, Access and Reporting

The ‘<<SI>>’ shall allow access to SHS to all information which is in the possession or control of

the ‘<<SI>>’ and which relates to the provision of the Services as set out in the Audit, Access

and ReportingSchedule and which is reasonably required by SHS to comply with the terms of

the Audit, Access and Reporting Schedule set out as Schedule – IV - Audit, Access And

Reporting of this Agreement.

20 Intellectual Property Rights

20.1 Products and fixes

All products and related solutions and fixes provided pursuant to this contract shall be licensed

according to the terms of the license agreement packaged with or otherwise applicable to such

product. ‘<<SI>>’ would be responsible for arranging any licenses associated with products.

“Product” means any computer code, web-based services, or materials comprising

commercially released, pre-release or beta products (whether licensed for a fee or no charge)

and any derivatives of the foregoing which are made available to SHS for license which is

published by product owner or its affiliates, or a third party. “Fixes” means product fixes that

are either released generally (such as commercial product service packs) or that are provided to

you when performing services (such as workarounds, batches, bug fixes, beta fixes and beta

builds) and any derivatives of the foregoing.

20.2 Bespoke development

Subject to the provisions of Clause 20.3 and 20.4 below, upon payment, the IPR rights for any

bespoke development done during the implementation of the project will lie with SHS. ‘<<SI>>’

shall be entitled to a broad license back in the bespoke development for its internal usage and

other Health projects.

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20.3 Pre-existing work

All IPR including the source code and materials developed or otherwise obtained independently

of the efforts of a party under this Agreement (“pre-existing work”) excluding any

enhancement or modification thereto shall remain the sole property of that party. During the

performance of the services for this agreement, each party grants to the other party (and their

sub-contractors as necessary) a non-exclusive license to use, reproduce and modify any of its

pre-existing work provided to the other party solely for the performance of such services for

duration of the Term of this Agreement. Except as may be otherwise explicitly agreed to in a

statement of services, upon payment in full, the ‘<<SI>>’ should grant SHS a non-exclusive,

perpetual, fully paid-up license to use the pre-existing work in the form delivered to SHS as part

of the service or deliverables only for its internal business operations. Under such license, either

of parties will have no right to sell the pre-existing work of the other party to a Third Party.

SHS’s license to pre-existing work is conditioned upon its compliance with the terms of this

Agreement and the perpetual license applies solely to the pre-existing work that SI leaves with

SHS at the conclusion of performance of the services.

20.4 Residuals

In no event shall ‘<<SI>>’ be precluded from independently developing for itself, or for others,

anything, whether in tangible or non-tangible form, which is competitive with, or similar to, the

deliverables set-out in this Agreement or Annexure. In addition, subject to the confidentiality

obligations, ‘<<SI>>’ shall be free to use its general knowledge, skills and experience, and any

ideas, concepts, know-how, and techniques that are acquired or used in the course of providing

the Services.

21 Liquidated Damages

Time is the essence of the Agreement and the delivery dates are binding on the ‘<<SI>>’. In the

event of delay for whatever reasons, (except delay caused by SHS and/or Force Majeure), in

meeting the deliverables, the SHS shall be entitled at its option to recover Liquidated Damages

from the ‘<<SI>>’ as specified in the SLA.

22 Escrow Agreement

If required, the Escrow arrangement will be discussed and decided at the appropriate time.

23 Insurance Cover

23.1 Obligation to maintain insurance

In connection with the provision of the Services, the Service Provider must have and maintain:

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For the Agreement Period, valid and enforceable insurance coverage for:

i. Public liability

ii. Either professional indemnity or errors and omissions

iii. Product liability

iv. Workers’ compensation as required by law and

v. Any additional types specified in Schedule – I –Definitions

23.2 Certificates of currency

The ‘<<SI>>’must, on request by the SHS provide current relevant confirmation of insurance

documentation from its insurance companies certifying that it has insurance as required by this

Clause .The SI agrees to replace/renew any coverage prior to the date of expiry/cancellation.

23.3 Non-compliance

SHS may, at its election, terminate this Agreement upon the failure of ‘<<SI>>’, or notification

of such failure, to maintain the required insurance coverage. Inadequate insurance coverage for

any reason shall not relieve ‘<<SI>>’ of its obligations under this Agreement.

24 Miscellaneous

24.1 Personnel

a. The personnel assigned by ‘<<SI>>’ to perform the Services shall be employees of ‘<<SI>>’

or their associates and under no circumstances shall such personnel be construed as

employees of SHS. The ‘<<SI>>’ shall have the sole responsibility for the supervision and

control of the personnel deployed in the Project and for payment of such personnel’s

compensation, including salary, contribution towards EPF and ESIC, withholding of income

taxes and social security taxes, worker’s compensation, employee and disability benefits and

the like and shall be responsible for all obligations of an employer subject to Applicable Law.

b. The ‘<<SI>>’ shall use its best efforts to ensure that sufficient ‘<<SI>>’ personnel are

assigned to perform the Services and that such personnel have appropriate qualifications to

perform the Services. After discussion with ‘<<SI>>’, SHS shall have the right to require the

removal or replacement of any ‘<<SI>>’ personnel performing work under this Agreement

based on bonafide reasons. In the event that SHS or its nominated agencies requests that

any ‘<<SI>>’ personnel be replaced, the substitution of such personnel shall be

accomplished pursuant to a mutually agreed upon schedule.

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c. In the event that the SHS and ‘<<SI>>’ identify any personnel of ‘<<SI>>’ as “Key

Personnel”, then the ‘<<SI>>’ shall not remove such personnel from the Project without the

prior written consent of SHS unless such removal is the result of an unavoidable

circumstance including but not limited to resignation, termination, medical leave, etc. In the

event of SHS identifying any personnel as undesirable, SI should remove such personnel and

replace another competent person in his place.

d. Except as stated in this Clause, nothing in this Agreement or the SLA will limit the ability of

‘<<SI>>’ to freely assign or reassign its employees; provided that ‘<<SI>>’ shall be

responsible, at its expense, for transferring all appropriate knowledge from personnel being

replaced to their replacements. SHS shall have the right to review and approve ‘<<SI>>’

plan for any such knowledge transfer. ‘<<SI>>’ shall maintain the same or higher standards

for skills and professionalism among replacement personnel as in personnel being replaced.

e. Each Party shall be responsible for the performance of all its obligations under this

Agreement or the SLA as the case may be and shall be liable for the acts and omissions of its

employees and agents in connection therewith.

f. Neither Party will solicit for employment or knowingly hire an employee of the other Party

with whom such Party has contact pursuant to project engagements under this Agreement.

This restriction shall not apply to employees of either Party responding to advertisements in

job fairs or news media circulated to the general public.

24.2 Independent Contractor Nothing in this Agreement or the SLA shall be construed as establishing or implying any

partnership or joint venture between the Parties to this Agreement or the SLA and, except as

expressly stated in this Agreement or the SLA, nothing in this Agreement or the SLA shall be

deemed to constitute any Parties as the agent of any other Party or authorizes either Party to:

a. Incur any expenses on behalf of the other Party b. Enter into any engagement or make any representation or warranty on behalf of the

other Party

c. Pledge the credit of or otherwise bind or oblige the other Party or d. Commit the other Party in any way whatsoever without in each case obtaining the other

Party’s prior written consent.

24.3 Sub-contracting ‘<<SI>>’ shall not underlet or sublet the contract to anybody including companies or individuals

or body corporate without SHS’s prior written consent. It is clarified that the ‘<<SI>>’shall have

the sole responsibility for fulfilling the contract.

24.4 Assignment

a. All terms and provisions of this Agreement shall be binding on and shall inure to the benefit

of the SHS and their respective successors and permitted assigns.

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b. The ‘<<SI>>’ shall not be permitted to assign its rights and obligations under this

Agreement to any third party.

c. The SHS may assign or novate all or any part of this Agreement and Schedules/Annexures,

and the ‘<<SI>>’ shall be a party to such novation, to any third party contracted to provide

outsourced services to SHS or any of its nominees.

24.5 Trademarks, Publicity

None of the Parties may use the trademarks of the other Parties without the prior written

consent of the concerned Party except that ‘<<SI>>’ may, upon completion, use the Project as a

reference for credential purpose. Except as required by law or the rules and regulations of each

stock exchange upon which the

securities of one of the Parties is listed, no Party shall publish or permit to be published either

along or in conjunction with any other person any press release, information, article,

photograph, illustration or any other material of whatever kind relating to this Agreement, the

SLA or the business of the Parties without prior reference to and approval in writing from the

other Parties. Such approval shall apply to each specific case and relate only to that case.

24.6 Notices

a. Any notice or other document which may be given by any Party under this Agreement or under

the SLA shall be given in writing in person or by pre-paid recorded delivery post, or by facsimile

transmission.

b. In relation to a notice given under this Agreement, any such notice or other document shall be

addressed to the concerned Party’s principal or registered office address as set out below:

A) State Health Society, Tamil Nadu (SHS),

359, Anna Salai, 5th Floor,

DMS Annex Building, DMS Complex,

Teynampet, Chennai-600 006.

Email:[email protected]

Phone: +91-44-24321310

Fax No: +91-44-24320563

B) ‘<<SI>>’

Tel:

Fax:

Email:

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Contact:

c. [In relation to a notice given under the MSA / SLA, a Party shall specify the Parties’ address

for service of notices, any such notice to be copied to the Parties at the addresses set out in

this Clause]

d. Any such notice or other document shall be deemed to have been given to the concerned

Party (or, if relevant, its relevant associated company) when delivered (if delivered in

person) if delivered between the working hours at the address of the concerned Party set

forth above or if sent by fax, provided the copy fax is accompanied by a confirmation of

transmission, or on the next working day thereafter if delivered outside such hours, and 7

days from the date of posting (if by letter).

e. Any Party to this Agreement or to the SLA may change its address, telephone number,

facsimile number and nominated contact for notification purposes by giving the other

reasonable prior written notice of the new information and its effective date.

24.7 Variations and Further Assurance

a. No amendment, variation or other change to this Agreement or the SLA shall be valid unless

authorized in accordance with the change control procedure as set out in the Change Control

Schedule set out in Schedule – II – Change Control Schedule of this Agreement. Such

amendment shall be made in writing and signed by the duly authorised representatives of

the Parties to this Agreement or the SLA.

b. Each Party to this Agreement or the SLA agrees to enter into or execute, without limitation,

whatever other agreement, document, consent and waiver and to do all other things which

shall or may be reasonably required to complete and deliver the obligations set out in this

Agreement or the SLA.

24.8 Severability and Waiver

a. If any provision of this Agreement or the SLA, or any part thereof, shall be found by any

court or administrative body of competent jurisdiction to be illegal, invalid or unenforceable,

the illegality, invalidity or unenforceability of such provision or part provision shall not

affect the other provisions of this Agreement or the SLA or the remainder of the provisions

in question which shall remain in full force and effect. The relevant Parties shall negotiate in

good faith in order to agree to substitute for any illegal, invalid or unenforceable provision a

valid and enforceable provision which achieves to the greatest extent possible the economic,

legal and commercial objectives of the illegal, invalid or unenforceable provision or part

provision.

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b. No delay or failure by a Party to exercise any of its powers, rights or remedies under this

agreement nor any time or other indulgence granted by a Party will operate as a waiver of

them nor will any single or partial exercise of any such powers, rights or remedies or grant of

time etc. would be treated as waiver for other or subsequent defaults by the concerned Party.

Any waiver, to be effective, must be in writing and duly signed by the authorized

representative of parties to this agreement.

25 Compliance with Applicable Law

Each Party to this Agreement accepts that its individual conduct shall at all times comply with

all laws, rules and regulations of government and other bodies having jurisdiction over the area

in which the Services are undertaken provided that changes in such laws, rules and regulations

which result in a change to the Services shall be dealt with in accordance with the Change

Control Schedule set out in Schedule – II –Change Control Schedule of this Agreement.

25.1 Professional Fees

All expenses incurred by or on behalf of each Party to this Agreement and the SLA, including all

fees of agents, legal advisors, accountants and actuaries employed by either of the Parties in

connection with the negotiation, preparation and execution of this Agreement or the SLA shall

be borne solely by the Party which incurred them.

25.2 Ethics

The ‘<<SI>>’ represents, warrants and covenants that it has given no commitments, payments,

gifts, kickbacks, lavish or expensive entertainment, or other things of value to any employee or

agent of SHS in connection with this agreement and acknowledges that the giving of any such

payment, gifts, entertainment, or other things of value is strictly in violation of standard policies

of SHS and may result in cancellation of this Agreement, or the SLA.

25.3 Entire Agreement

This Agreement and the SLA with all schedules & annexures appended thereto and the contents

and specifications of the RFP constitute the entire agreement between the Parties with respect to

their subject matter, and as to all other representations, understandings or agreements which

are not fully expressed herein, provided that nothing in this Clause shall be interpreted so as to

exclude any liability in respect of fraudulent misrepresentation.

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25.4 Amendment

Any amendment to this Agreement shall be made in accordance with the Change Control

Schedule set out in Schedule – II – Change Control Schedule of this Agreement by mutual

written consent of all the Parties.

26 Dispute Resolution and Governing Law

a. Any dispute or difference, whatsoever, arising among the parties to this agreement arising

out of or in relation to this agreement shall be resolved by the Parties through mutual

consultation, in good faith and using their best endeavors. To this end, the parties agree to

provide frank, candid and timely disclosure of all relevant facts, information and documents

to facilitate discussions between them/their representatives or officers.

b. Except as otherwise provided elsewhere in the Contract, if any dispute, difference, question

or disagreement arises between the parties hereto or their respective representatives or

assignees, at any time in connection with construction, meaning, operation, effect,

interpretation or out of the contract or breach thereof, the same shall be decided by a sole

Arbitrator to be appointed by the Chief Executive Officer, SHS.

c. If the Arbitrator so appointed dies, resigns, incapacitated or withdraws for any reason from

the proceedings, another Arbitrator shall be appointed by the Chief Executive Officer,SHS.

The Arbitrator so appointed shall proceed with the reference from the stage where his

predecessor had left if both parties consent for the same, otherwise, he shall proceed de

novo.

d. It is a term of the contract that the party invoking arbitration shall specify all disputes to be

referred to arbitration at the time of invocation of arbitration and not thereafter.

e. It is also a term of the contract that neither party to the contract shall be entitled to seek

interest and the arbitrator should not grant interest.

f. The Arbitral Tribunal shall give reasoned award and the same shall be final, conclusive and

binding on the parties.

g. The venue of the arbitration shall be the Chennai and language English.

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h. The fees of the arbitrator and expenses incidental to the arbitration proceedings shall be

borne equally by the parties.

i. Subject to as aforesaid, the provisions of the Arbitration and Conciliation Act 1996 and any

statutory modifications or re-enactment in lieu thereof shall apply to the arbitration

proceedings under this clause.

j. Subject to the above, the Courts in Chennai alone shall have jurisdiction in this matter.

k. This agreement and all questions of its interpretation shall be construed in accordance with

the Laws of India. The Courts at Chennai alone shall have jurisdiction.

27 Third party components

‘<<SI>>’ will provide all third party components solely on a pass-through basis in accordance

with the relevant third party terms and conditions.

IN WITNESS WHEREOF the Parties have by duly authorizedRepresentatives set their respective hands and seal on the date first above

Written in the presence of:

WITNESSES:

Signed by:

(Name and designation) For and on behalf of SHS

(FIRST PARTY)

Signed by:

(Name and designation) For and on behalf of ‘<<SI>>’

(SECOND PARTY)

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28 Schedules

28.1 Schedule – I – Definitions

Adverse Effect Means material adverse effect on

(a) the ability of the ‘<<SI>>’ to exercise any of its rights or perform/discharge any of its duties/obligations under and in accordance with the provisions of this Agreement and/or

(b) the legal validity, binding nature or enforceability of this Agreement;

Agreement Means this Master Services Agreement, Service Level Agreement andNon-Disclosure Agreement together with all Articles, Annexures, Schedules and the contents and specifications, Corrigenda and Addenda of the RFP and communications between the bidder and SHS;

Applicable Law(s) Means any statute, law, ordinance, notification, rule, regulation, judgment, order, decree, bye-law, approval, directive, guideline, policy, requirement or other governmental restriction or any similar form of decision applicable to the relevant party and as may be in effect on the date of the execution of this Agreement and during the subsistence thereof, applicable to the Project;

Assets All items are property of SHS / the respective Departments which may or may not have been supplied by the SI

Software Means the software designed, developed / customized, tested and deployed by the ‘<<SI>>’ for the purposes of the Project and includes the complete source code (in case of Bespoke development) or source code for customization in case of COTS product, along with associated documentation, which is the work product of the development efforts involved in the Project and the improvements and enhancements effected during the term of the Project, proprietary software components and tools deployed by the ‘<<SI>>’;

Business Hours Shall mean the working time for SHS users Again for Web Server and other components which enable successful usage of web portals of SHS the working time should be considered as 24 hours for all the days of the week. It is desired that IT maintenance, other batch processes (like backup) etc. should be planned so that such backend activities have minimum effect on the performance;

Certificate(s) of Compliance

Shall have the same meaning ascribed to it in Clause 6.4;

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Confidential Information

Means all information including SHS Data (whether in written, oral, electronic or other format) which relates to the technical, financial and business affairs, dealers, suppliers, products, developments, operations, processes, data, trade secrets, design rights, know-how, plans, budgets and personnel of each Party and its affiliates which is disclosed to or otherwise learned by the other Party in the course of or in connection with this Agreement (including without limitation such information received during negotiations, location visits and meetings in connection with this Agreement).

Control Means, in relation to any business entity, the power of a person to secure (i) by means of the holding of shares or the possession of voting power in or in relation to that or any other business entity, or

(ii) by virtue of any powers conferred by the articles of association or otherdocument regulating that or any other business entity, that the affairs of the first mentioned business entity are conducted in accordance with that person’s wishes and in relation to a partnership, means the right to a share of more than one half of the assets, or of more than one half of the income, of the partnership.

Deliverables Means the products, infrastructure and services agreed to be delivered by the ‘<<SI>>’ in pursuance of the agreement as defined more elaborately in the RFP, Implementation and the Maintenance phases and includes all documents related to the user manual, technical manual, design, process and operating manuals, service mechanisms, policies and guidelines (such as security related), inter alia payment and/or process related etc., source code and all its modifications.

Proprietary Information

Shall have the same meaning ascribed to it in Section 20

Effective Date Shall have the same meaning ascribed to it in Section 4.

SHS Data Means all proprietary data of the department generated out of operations and transactions, documents all taxpayers’ data and related information including but not restricted to user data which the ‘<<SI>>’ obtains, possesses or processes in the context of providing the Services to the users pursuant to this Agreement.

Final Acceptance Test Shall be conducted on completion of the following:

1) Data Center operational,

2) Deployment & operational hardware and required networking at requisite locations,

3) UAT of the overall integrated solution and portal.

Final Testing and Certification Agency

Shall have the same meaning ascribed to it in Clause 6.4

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Force Majeure Shall have the same meaning ascribed to it in Section 17

Force Majeure Costs Shall have the same meaning ascribed to it in Clause 17.4

GoI Means the Government of India.

Indemnifying Party Shall have the same meaning ascribed to it in Clause 16.1

Indemnified Party Shall have the same meaning ascribed to it in Clause 16.1

Intellectual Property Rights

Means all rights in written designs and copyrights, moral rights, rights in databases and Bespoke Software / Pre-existing work including its up-gradation systems and compilation rights (whether or not any of these are registered and including Application for registration).

Insurance Cover Public liability insurance for an insured amount of [INR insert amount] per occurrence and not less than [INR insert amount] in aggregate

- Either professional indemnity or errors and omissions insurance for an insured amount of [INR insert amount] per occurrence and not less than [INR insert amount] in aggregate.

- Product liability for an insured amount of [INR insert amount] per occurrence and not less than value of infrastructure in aggregate.

- Workers compensation as required by law

Material Breach Means a breach by a Party (SHS or ‘<<SI>>’) of any of its obligations under this Agreement which has or is likely to have an Adverse Effect on the Project which such Party shall have failed to cure

Required Deliverables Shall have the same meaning ascribed to it in Annexure – J –Required Deliverable and Associated Timelines of this Agreement

Parties Means SHS and ‘<<SI>>’ for the purposes of this Agreement and “Party” shall be interpreted accordingly

Performance Guarantee

Means the guarantee provided by a Nationalized Bank in favour of the ‘<<SI>>’. The amount of Performance Security shall be 10% of the overall cost of the project. This performance security shall be valid till six months after the completion of the project i.e. ---- years from the date of signing of contract or for such time as is required under this Agreement

Planned Application Downtime

Means the unavailability of the Application services due to maintenance activities such as configuration changes, upgradation or changes to any supporting infrastructure wherein prior intimation (at least two working days in advance) of such planned outage shall be given and approval sought from the SHS as applicable and shall be notified at least two working days in advance to SHS

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Planned network outage

Means the unavailability of the network services due to infrastructure maintenance activities such as configuration changes, upgradation or changes to any supporting infrastructure. Prior intimation of such planned outage shall be given and approval sought from the SHS as applicable and shall be notified at least two working days in advance to SHS

Project Means Pilot, Project Implementation (roll out) and Maintenance in terms of the Agreement

Project Timelines shall have the same meaning ascribed to in Annexure – J –Required Deliverable and Associated Timelines

Providing Party Shall have the same meaning ascribed to it in Clause 13.5

Receiving Party Shall have the same meaning ascribed to it in Clause 13.5

Replacement ‘<<SI>>’ Means any third party that SHS / SHS through another agency appoint to replace ‘<<SI>>’ upon expiry of the Term or termination of this Agreement to undertake the Services or part thereof;

Required Consents Means the consents, waivers, clearances and licenses to use SHS's Intellectual Property Rights, rights and other authorizations as may be required to be obtained for the software and other items that SHS or their nominated agencies are required to make available to ‘<<SI>>’ pursuant to this Agreement

Services Means the services delivered to the Stakeholders of SHS, employees of SHS, and to professionals, using the tangible and intangible assets created, procured, installed, managed and operated by the ‘<<SI>>’ including the tools of information and communications technology and includes but is not limited to the list of services specified in Annexure – I - List of Services Provided by the ‘<<SI>>’

Service Level Means the level of service and other performance criteria which will apply to the Services delivered by the ‘<<SI>>’

SLA Means the Performance and Maintenance SLA executed as part of this Master Service Agreement

Stakeholders Means the students, Franchisees, Investors, Citizens, SHS , employees of SHS, and the Departments/Agencies/Undertakings of State Government

Third Party Systems Means systems (or any part thereof) in which the Intellectual Property Rights are not owned by SHS or ‘<<SI>>’ and to which ‘<<SI>>’ has been granted a license to use and which are used in the provision of Services

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Unplanned Application Downtime

Means the total time for all the instances where services in the software requirement specification document prepared by the ‘<<SI>>’ are not available for more than 5 consecutive minutes

Network Refers to all the IT assets installed by the <<SI>> as part of the Project for networking

Unplanned network outage

Means the total time for all the instances where services in the Software Requirement Specification document prepared by the ‘<<SI>>’ are not available for more than 5 consecutive minutes;

Application Means the Software Application developed as a part of scope of work

Application Downtime Means the time for which user/s is not able to access the Application. However, in calculating downtime, scheduled downtime (for example, backup time, batch processing time, routine maintenance time) would not be considered

Network Uptime Uptime refers to network availability between SHS’s Head Quarters to Data center. “%Uptime” means ratio of ‘up time’ (in minutes) in a month to Total time in the month (in minutes) multiplied by 100

Safety and Security Safety & Security should comply to NFPA Standards

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28.2 Schedule – II – Change Control Schedule

This Schedule describes the procedure to be followed in the event of any proposed change to the

Master Service Agreement (“MSA”), Project Implementation Phase, SLA and Scope of Work and

Functional Requirement Specifications. Such change shall include, but shall not be limited to,

changes in the scope of services provided by the ‘<<SI>>’ and changes to the terms of payment as

stated in the Terms of Payment Schedule.

SHS and SI recognize that frequent change is an inevitable part of delivering services and that a

significant element of this change can be accomplished by re-organizing processes and

responsibilities without a material effect on the cost. The SI will Endeavour, wherever reasonably

practicable, to effect change without an increase in the terms of payment as stated in the Terms

of Payment Schedule and SHS will work with the ‘<<SI>>’ to ensure that all changes are

discussed and managed in a constructive manner. This Change Control Schedule sets out the

provisions which will apply to all the changes to this agreement and other documents except for

the changes in SLAs for which a separate process has been laid out in the SLA.

This Change Control Schedule sets out the provisions which will apply to changes to the MSA.

CHANGE MANAGEMENT PROCESS

a. CHANGE CONTROL NOTE ("CCN")

i. Change requests in respect of the MSA, the Project Implementation, the operation, the

SLA or Scope of work and Functional Requirement specifications will emanate from the

Parties' respective Project Manager who will be responsible for obtaining approval for

the change and who will act as its sponsor throughout the Change Control Process and

will complete Part A of the CCN attached as Annexure – H – Format for Change Control

Notice hereto. CCNs will be presented to the other Party's Project Manager who will

acknowledge receipt by signature of the CCN.

ii. The SI and SHS, during the Project Implementation Phase and SHS during the

Operations and Management Phase and while preparing the CCN, shall consider the

change in the context of the following parameter, namely whether the change is beyond

the scope of Services including ancillary and concomitant services required and as

detailed in the RFP and is suggested and applicable only after the testing,

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commissioning and certification of the Pilot Phase and the Project Implementation

Phase as set out in this Agreement.

iii. It is hereby also clarified that any change of control suggested beyond 25 % of the value

of this Project will be beyond the scope of the change control process and will be

considered as the subject matter for a separate bid process and a separate contract. It is

hereby clarified that the 25% of the value of the Project as stated in herein above is

calculated on the basis of bid value submitted by the ‘<<SI>>’ and accepted by the SHS

or as decided and approved by SHSor it Nominated Agencies. For arriving at the cost /

rate for change upto 25% of the project value, the payment terms and relevant rates as

specified in Annexure J shall apply.

b. Quotation

a. The SI shall assess the CCN and complete Part B of the CCN. In completing the Part B of

i. the CCN, the SI shall provide as a minimum:

1. A description of the change

2. A list of deliverables required for implementing the change

3. A time table for implementation

4. An estimate of any proposed change

5. Any relevant acceptance criteria

6. An assessment of the value of the proposed change

7. Material evidence to prove that the proposed change is not already covered within the

Agreement and the scope of work

ii. Prior to submission of the completed CCN to SHS, the Service Provider / SI will

undertake its own internal review of the proposal and obtain all necessary internal

approvals. As a part of this internal review process, the SI shall consider the

materiality of the proposed change in the context of the MSA and the Project

Implementation affected by the change and the total effect that may arise from

implementation of the change.

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c. Costs

Each Party shall be responsible for its own costs incurred in the quotation, preparation of CCNs

and in the completion of its obligations described in this process provided the SI meets the

obligations as set in the CCN. In the event the SI is unable to meet the obligations as defined in

the CCN then the cost of getting it done by third party will be borne by the SI.

d. Obligations

The SI shall be obliged to implement any proposed changes once approval in accordance with

above provisions has been given, with effect from the date agreed for implementation and within

an agreed timeframe. SI will not be obligated to work on a change until the parties agree in

writing upon its scope, price and/or schedule impact.

28.3 Schedule – III - Exit Management Schedule

28.3.1 PURPOSE

a. This Schedule sets out the provisions, which will apply on expiry or termination of the MSA,

the Project Implementation, Operation and Management SLA.

b. In the case of termination of the Project Implementation and/or Operation and Management,

the Parties shall agree at that time whether, and if so during what period, the provisions of

this Schedule shall apply.

c. The Parties shall ensure that their respective associated entities carry out their respective

obligations set out in this Exit Management Schedule.

28.3.2 TRANSFER OF ASSETS

a. SHS shall be entitled to serve notice in writing on the SI at any time during the exit

management period as detailed hereinabove requiring the SI to provide SHS with a complete

and up to date list of the Assets within 30 days of such notice.

b. In case of contract being terminated by SHS, the SHS reserves the right to ask SI to continue

running the project operations for a period of 6 months after termination orders are issued.

c. Upon service of a notice under this Article the following provisions shall apply:

i. Payment to the outgoing SI shall be made to the tune of last set of completed services/

deliverables, subject to SLA requirements.

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ii. The outgoing SI will pass on to SHS and/or to the new SI, the subsisting rights in any

licensed products on terms not less favorable to SHS/ new SI, than that enjoyed by the

outgoing SI.

28.3.3 COOPERATION AND PROVISION OF INFORMATION

a. During the exit management period:

i. The ‘<<SI>>’ will allow SHS access to information reasonably required to define the then

current mode of operation associated with the provision of the services to enable SHS to

assess the existing services being delivered

ii. Promptly on reasonable request by SHS, the SI shall provide access to and copies of all

information held or controlled by them which they have prepared or maintained in

accordance with this agreement relating to any material aspect of the services (whether

provided by the ‘<<SI>>’ or sub-contractors appointed by the ‘<<SI>>’). SHS shall be

entitled to copy of all such information. Such information shall include details pertaining

to the services rendered and other performance data. The ‘<<SI>>’shall permit the SHS

to have reasonable access to its employees and facilities as reasonable required by the

Chairman, PMU to understand the methods of delivery of the services employed by

the‘<<SI>>’and to assist appropriate knowledge transfer.

28.3.4 CONFIDENTIAL INFORMATION, SECURITY AND DATA

a. The ‘<<SI>>’ will promptly on the commencement of the exit management period supply

to SHS the following:

i. Information relating to the current services rendered and customer and performance

data relating to the performance of sub-contractors in relation to the services.

ii. Documentation relating to Computerization Project’s Intellectual Property Rights.

iii. Documentation relating to sub-contractors.

iv. All current and updated data as is reasonably required for purposes of SHS

transitioning the services to its Replacement ‘<<SI>>’ in a readily available format

nominated by SHS, or its nominated agency.

v. All other information (including but not limited to documents, records and

agreements) relating to the services reasonably necessary to enable SHS, or its

Replacement ‘<<SI>>’ to carry out due diligence in order to transition the provision

of the Services to SHS, or its Replacement ‘<<SI>>’ (as the case may be).

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b. Before the expiry of the exit management period, the ‘<<SI>>’ shall deliver to the SHS all

new or up-dated materials from the categories set out in Schedule above and shall not

retain any copies thereof.

c. Before the expiry of the exit management period, unless otherwise provided under the

MSA, the SHS shall deliver to the ‘<<SI>>’ all forms of ‘<<SI>>’ confidential information,

which is in the possession or control of Chairperson, PMU or its users.

28.3.5 EMPLOYEES

a. Promptly on reasonable request at any time during the exit management period, the ‘<<SI>>’

shall, subject to applicable laws, restraints and regulations (including in particular those

relating to privacy) provide to SHS a list of all employees (with job titles) of the ‘<<SI>>’

dedicated to providing the services at the commencement of the exit management period.

b. Where any National, regional law or regulation relating to the mandatory or automatic

transfer of the contracts of employment from the ‘<<SI>>’ to SHS, or a Replacement

‘<<SI>>’("TransferRegulation") applies to any or all of the employees of the‘<<SI>>’,

then the Parties shall comply with theirrespective obligations under such Transfer

Regulations.

c. To the extent that any Transfer Regulation does not apply to any employee of the ‘<<SI>>’,

department, or its Replacement ‘<<SI>>’ may make an offer of employment or contract for

services to suchemployee of the ‘<<SI>>’ and the ‘<<SI>>’ shall not enforce or impose any

contractual provision that would prevent any such employee from being hired by the

Chairperson, PMU or any Replacement‘<<SI>>’.

28.3.6 POST-CONTRACT SCENARIO

After expiry of the contract (four years from date of Go-Live), SHS at its discretion may request

the System Integrator to renew the contract for extended support for a period of 12 months from

the date of expiry of the contract under the same terms & conditions of this contract.

In the event of contract termination of the contract or at the end of contract, SHS may identify

any other contractor for the purpose of System Integration (SI) to continue the support services

of the project. In such occasion, the existing contractor should carry out the knowledge transfer

as specified in the tender document.

28.3.7 RIGHTS OF ACCESS TO PREMISES

a. At any time during the exit management period, where Assets are located at the ‘<<SI>>'s

premises, the ‘<<SI>>’ will be obliged to give reasonable rights of access to (or, in the case of

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Assets located on a third party's premises, procure reasonable rights of access to) SHS and/or

any Replacement ‘<<SI>>’ in order to make an inventory of the Assets.

b. The ‘<<SI>>’ shall also give the SHS, or any Replacement ‘<<SI>>’ right of reasonable access

to the Implementation Partner’s premises and shall procure the SHS and any Replacement

‘<<SI>>’ rights of access to relevant third party premises during the exit management period

and for such period of time following termination or expiry of the MSA as is reasonably

necessary to migrate the services to SHS, or a Replacement ‘<<SI>>’.

28.3.8 GENERAL OBLIGATIONS OF THE ‘<<SI>>’

a. The ‘<<SI>>’ shall provide all such information as may reasonably be necessary to effect as

seamless a handover as practicable in the circumstances to the SHS or its Replacement

‘<<SI>>’ and which the ‘<<SI>>’has in its possession or control at any time during the exit

management period.

b. For the purposes of this Schedule, anything in the possession or control of any ‘<<SI>>’,

associated entity, or sub-contractor is deemed to be in the possession or control of the

‘<<SI>>’.

c. The ‘<<SI>>’ shall commit adequate resources to comply with its obligations under this Exit

Management Schedule.

28.3.9 EXIT MANAGEMENT PLAN

a. The ‘<<SI>>’ shall provide SHS with a recommended exit management plan ("Exit

ManagementPlan") which shall deal with at least the following aspects of exit management in

relation to the MSA as awhole and in relation to the Project Implementation, and the

Operation and Management SLA.

i. A detailed program of the transfer process that could be used in conjunction with a

Replacement ‘<<SI>>’including details of the means to be used to ensure continuing

provision of the services throughout the transfer process or until the cessation of the

services and of the management structure to be used during the transfer.

ii. Plans for the communication with such of the ‘<<SI>>’s sub-contractors, staff, suppliers,

customers and any related third party as are necessary to avoid any material detrimental

impact on the operations of SHS as a result of undertaking the transfer.

iii. (If applicable) Proposed arrangements for the segregation of the ‘<<SI>>’s networks from

the networks employed by SHS and identification of specific security tasks necessary at

termination.

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iv. Plans for provision of contingent support to SHS, and / or Replacement ‘<<SI>>’ for a

reasonable period after transfer.

b. The ‘<<SI>>’ shall re-draft the Exit Management Plan annually thereafter to ensure that it is

kept relevant and up to date.

c. Each Exit Management Plan shall be presented by the ‘<<SI>>’ to and approved by the SHS.

d. The terms of payment as stated in the Terms of Payment Schedule include the costs of the

‘<<SI>>’ complying with its obligations under this Schedule.

e. In the event of termination or expiry of MSA, and Project Implementation, each Party shall

comply with the Exit Management Plan.

f. During the exit management period, the ‘<<SI>>’ shall use its best efforts to deliver the services.

g. Payments during the Exit Management period shall be made in accordance with the Terms of

Payment Schedule.

h. This Exit Management plan shall be furnished in writing to SHS within 90 days from the

Effective Date of this Agreement.

28.4 Schedule – IV - Audit, Access and Reporting

28.4.1 PURPOSE

This Schedule details the audit, access and reporting rights and obligations of the SHS and the ‘<<SI>>’.

28.4.2 AUDIT NOTICE AND TIMING

a. As soon as reasonably practicable after the Effective Date, the Parties shall use their best

endeavors to agree to a timetable for routine audits during the Project Implementation

Phase and the Operation and Management Phase. Such timetable during the

Implementation Phase, and thereafter during the operation Phase, SHS shall conduct

routine audits in accordance with such agreed timetable and shall not be required to give the

‘<<SI>>’ any further notice of carrying out such audits.

b. SHS may conduct non-timetabled audits at its own discretion if it reasonably believes that

such non-timetabled audits are necessary as a result of an act of fraud by the ‘<<SI>>’, a

security violation, or breach of confidentiality obligations by the ‘<<SI>>’, provided that the

requirement for such an audit is notified in writing to the ‘<<SI>>’ a reasonable period time

prior to the audit (taking into account the circumstances giving rise to the reasonable belief)

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stating in a reasonable level of detail the reasons for the requirement and the alleged facts on

which the requirement is based.

c. The frequency of audits shall be fixed by SHS, provided always that SHS shall endeavor to

conduct such audits with the lowest levels of inconvenience and disturbance practicable

being caused to the ‘<<SI>>’. Any such audit shall be conducted by with adequate notice of 2

weeks to the‘<<SI>>’.

d. SHS will ensure to a reasonable degree that any 3rd party agencies (except CAG) appointed to conduct the audit will not be the competitor of ‘<<SI>>’ and will be bound by confidentiality obligations.

28.4.3 ACCESS

The ‘<<SI>>’ shall provide to the SHS reasonable access to employees, suppliers, and third party

facilities as detailed in the RFP, documents, records and systems reasonably required for audit

and shall provide all such persons with routine assistance in connection with the audits and

inspections. SHS shall have the right to copy and retain copies of any relevant records. The

‘<<SI>>’ shall make every reasonable effort to co-operate with them.

28.4.4 AUDIT RIGHTS

a. SHS shall have the right to audit and inspect suppliers, agents and third party facilities (as

detailed in the RFP), Data Centers, documents, records, procedures and systems relating to

the provision of the services, but only to the extent that they relate to the provision of the

services, as shall be reasonably necessary to verify:

i. The security, integrity and availability of all data processed, held or conveyed by SHS and

documentation related thereto

ii. That the actual level of performance of the services is the same as specified in the SLA

iii. That the ‘<<SI>>’ has complied with the relevant technical Standards, and has adequate internalcontrols in place and

iv. The compliance of the ‘<<SI>>’ with any other obligation under the MSA and SLA.

v. STQC / Security audit and implementation audit of the system shall be done once each

year as per the norms of SDC, Tamil Nadu by any Cert-in empaneled agency identified

by TNeGA / ELCOT, the cost of which shall be borne by the ‘<<SI>>’

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vi. For the avoidance of doubt the audit rights under this Schedule shall not include access to

the ‘<<SI>>’'s profit margins or overheads, any confidential information relating to

the‘<<SI>>’’ employees, or

vii. Minutes of its internal Board or Board committee meetings including internal audit, or

such other information of commercial-in-confidence nature which are not relevant to

the Services associated with any obligation under the MSA.

28.4.5 AUDIT RIGHTS OF SUPPLIERS AND AGENTS

a. The ‘<<SI>>’ shall use reasonable endeavors to achieve the same audit and access provisions

as defined in this Schedule with suppliers and agents who supply labour, services, equipment

or materials in respect of the services. The ‘<<SI>>’ shall inform SHS prior to concluding any

supply agreement of any failure to achieve the same rights of audit or access.

b. REPORTING: The ‘<<SI>>’ will provide periodical reports to SHS (on a mutually decided

periodicity) regarding any specific aspects of the Project and in context of the audit and access

information as required.

28.4.6 ACTION AND REVIEW

a. Any change or amendment to the systems and procedures of the ‘<<SI>>’, or sub-

contractors, where applicable arising from the audit report shall be agreed within thirty (30)

calendar days from the submission of the said report.

b. Any discrepancies identified by any audit pursuant to this Schedule shall be immediately

notified to SHS and the ‘<<SI>>’ Project Manager who shall determine what action should be

taken in respect of such discrepancies in accordance with the terms of the MSA.

28.4.7 RECORDS AND INFORMATION

For the purposes of audit in accordance with this Schedule, the ‘<<SI>>’ shall maintain true and

accurate records in connection with the provision of the services and the ‘<<SI>>’ shall handover

all the relevant records and documents upon the termination or expiry of the MSA.

28.5 Schedule – V - Governance Schedule

28.5.1 PURPOSE

The purpose of this Schedule is to:

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a. Establish and maintain the formal and informal processes for managing the relationship

between SHS and the ‘<<SI>>’ (including the outputs from other Schedules to this

Agreement)

b. Define the principles that both Parties wish to follow to ensure the delivery of the Services

c. Ensure the continued alignment of the interests of the Parties

d. Ensure that the relationship is maintained at the correct level within each Party

e. Create the flexibility to revise and maintain the relationship and this Agreement during the

Term

f. Set out the procedure for escalating disagreements and

g. Enable contract administration and performance management.

28.5.2 GOVERNANCE STRUCTURE

a. Project Managers: The relationship under this Agreement will be managed by the Project

Managers appointed by each Party, who will provide the interface between the executive

management of the respective Parties. In the event that either Party wishes to substitute its

Project Manager it will do so in manner in which the original appointment is made and notify

the other Party of such substitution as soon as reasonably practicable but at the latest within 7

days of the substitution. The Project Managers shall have responsibility for maintaining the

interface and communication between the Parties.

b. Project Management Unit (PMU): Within 7 days following the Effective Date, SHS shall form

PMU with Members.

c. The PMU will meet formally on a fortnightly / monthly / quarterly, as required, basis at a

time and location to be circulated. These meetings will cover, as a minimum, the following

agenda items: (i) consideration of Quarterly Performance Reports; (ii) consideration of

matters arising out of the Change Control Schedule; (iii) issues escalated in accordance with

the escalation procedure as set out in the Governance Schedule; (iv) matters to be brought

before the PMU in accordance with the MSA and the Schedules; (v) any matter brought

before the PMU by the ‘<<SI>>’ under this Article; and (vi) any other issue which either Party

wishes to add to the agenda.

d. In the event that there is any material factor which affects the delivery of the Services or the

terms of payment as stated in the Terms of Payment Schedule, the Parties agree to discuss in

the PMU any appropriate amendment to the Agreement or any Service LevelAgreements or

Statement of Works including any variation to the terms of payment as stated in the Terms of

Payment Schedule. Any variation so agreed shall be implemented through the change control

procedure as set out in the Change Control Schedule.

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28.5.3 GOVERNANCE PROCEDURES

a. The ‘<<SI>>’ shall document the agreed structures in a procedures manual.

b. The agenda for each meeting of the PMU shall be set to reflect the discussion items referred

to above and extraordinary items may be added either with the agreement of the Parties or at

the request of either Party. Copies of the agenda for meetings of the PMU, along with relevant

pre-reading material, shall be distributed in advance of the relevant meeting.

c. All meetings and proceedings will be documented and such documents to be distributed to

the Parties and copies shall be kept as a record. All actions, responsibilities and

accountabilities arising out of any meeting shall be tracked and managed.

d. The Parties shall ensure as far as reasonably practicable that the PMU shall resolve the issues

and resolve the objectives placed before them and that members representing that Party are

empowered to make relevant decisions or have easy access to empowered individuals for

decisions to be made to achieve this.

e. In order formally to submit a Disputed Matter to the aforesaid for a, one Party ("Claimant")

shall give a written notice ("Dispute Notice") to the other Party. The Dispute Notice shall be

accompanied by (a) A statement by the Claimant describing the Disputed Matter in

reasonable detail and (b) Documentation, if any, supporting the Claimant's position on the

Disputed Matter.

f. The other Party ("Respondent") shall have the right to respond to the Dispute Notice within 7

days after receipt of the Dispute Notice. In the event that the parties are unable to resolve the

Disputed Matter within a further period of 7 days, it shall refer the Disputed Matter to next

level of the dispute resolution for action as per the process mentioned in article 9.1

g. All negotiations, statements and / or documentation pursuant to these Articles shall be

without prejudice and confidential (unless mutually agreed otherwise).

h. If the Disputed Matter is having a material effect on the operation of the Services (or any of

them or part of them) the Parties will use all their respective reasonable endeavors to reduce

the elapsed time in reaching a resolution of the Disputed Matter.

28.6 Schedule – VI - Terms of Payment Schedule The following schedule would be followed for payment during the Project implementation:

S. No Milestone % of Total

Fee Basis of approval

1 Approval of Final SRS 5% Minutes of the PERC meeting

2 Existing HMIS Maintenance up to new App rollout 5% Minutes of the PERC

meeting

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3 Revamping of HMS / MIS, CMS Performance tuning, GUI changes and HMIS Mobile App

25% Minutes of the PERC meeting

4 Migration 5% Minutes of the PERC meeting

5 UAT of the Rollout of New Application(Trainer of Trainer) 10% Minutes of the PERC

meeting

7 Security and Performance Testing Certification for the entire solution

5%

Copy of security and performance testing certification and Minutes of the PERC meeting

8 Operations and Maintenance Phase

40%

(Equated half yearly

instalments for four years )

Minutes of the PERC meeting

9 Successful Exit Management 5% Minutes of the PERC meeting

Total 100%

Note:The SHS shall retain 10% of each bill / invoice value as retention amount upto a maximum

of 5% of the total contract value till the completion of contract period. This retention amount

shall not carry any interest.

Any substantial changes in the workflow requiring a minimum of 100 man days per year will be

treated as change request. If the man days required for making the above changes is more than

100 then, onlythe differential amount of above 100 man days will be paid at the man day rate to

be specified in the8.3.3 Form 2B Discovery for Additional Services.

Definition of Rollout

SHS will accept the commissioning and project Rollout only after successfully passed SDLC

review process and also satisfying all the following parameters

• UAT sign-off from each of User Department

• Security, Performance, Testing, & VAPT

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• Stabilization of the solution successfully meeting the minimum SLA with live transactions

for continuous period of 3 months in the production environment

• The capacity building to all intended audience before the end of stabilization period

Based on the above four parameters Rollout sign off will be issued by SHS

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29 Annexures

29.1 Annexure – H – Format for Change Control Notice

Change Control Note CCN Number:

Part A: Initiation

Title:

Originator:

Sponsor:

Date of Initiation:

Details of Proposed Change

(To include reason for change and appropriate details/specifications. Identify any attachments

as A1, A2, and A3 etc.)

Authorised by SHS Date:

Name:

Signature: Date:

Received by the SI

Name:

Signature:

Change Control Note CCN Number:

Part B: Evaluation

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(Identify any attachments as B1, B2, and B3 etc.)

Changes to Services, charging structure, payment profile, documentation, training, service

levels and component working arrangements and any other contractual issue.

Brief Description of Solution:

Impact:

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Deliverables:

Timetable:

Charges for Implementation:

(including a schedule of payments)

Other Relevant Information:

(including value-added and acceptance criteria)

Authorised by the ‘<<SI>>’ Date:

Name:

Signature:

Change Control Note CCN Number :

Part C: Authority to Proceed

Implementation of this CCN as submitted in Part A,

in accordance with Part B is: (tick as appropriate)

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Approved

Rejected

Requires Further Information (asfollows, or as

Attachment 1 etc.)

For SHS and its nominated agencies For the ‘<<SI>>’

Signature Signature

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Name Name

Title Title

Date Date

29.2 Annexure – I –Required Deliverable and Associated Timelines

S. No. Project Activity Deliverables / Activity Duration

in weeks Cumulative Timelines in weeks

1 Issue of LOA to the Successful Bidder

Issue of LOA to the Successful Bidder 0 T

2 Project Initiation Project Initiation 1 Week T1 = (T+1)

3 Knowledge Transfer Knowledge Transfer 3 Weeks T2 = (T1+ 3)

4 Operations and maintenance Existing HMIS Maintenance 24Weeks T3= (T1+ T10)

5 SRS &Solution Design SRS Preparation 4 Weeks T4 = (T1 + 4)

6

HMS & MIS Application Development, Performance & Security Testing before Roll Out

Application Development & Revamping of HMS / MIS

12 Weeks T5=(T4 + 12)

7 CMS Performance & Security Testing before Roll Out

CMS Performance tuning and GUI Change

7 Weeks T6=(T5 + 7)

8 Mobile Application Development Mobile Application Development 4 Weeks T7= (T5 +4)

9 Migration Data Migration from existing HMIS to new HMIS Application 4Weeks T8 = (T5 + 4)

10 Go-Live Launching of New Application&Training of Trainer 1 week T9 = (T8 + 1)

11 Stabilization of revamped HMIS Stabilization of HMIS 12 weeks T10 =(T9+12)

12 Operations and maintenance revamped HMIS

Operations and Maintenance 4 Years T11 = (T9 + 208)

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Note:

The UAT for the new services needs to be obtained from department and district levels and

subsequently based on respective department’s feedback & recommendations SHS would sign-

off which will qualify as the “deliverable sign-off”.

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Week Wise Delivery Schedule

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Y2 Y3 Y4SNO Project Activity/Week 1 2 3 4 5 6 7 8 9

10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 45 42 47 52

1 Project Initiation

2Issue of LOA to the Successful Bidder

3 Knowledge Transfer

4Existing HIMIS Maintenance

5 SRS Preparation(parallel to issue of LOA)

6

Application Development & Revamping of HMS / MIS, CMS Performance tunning and GUI Change

7Mobile Application Development

8 Migration

9Lauching of /New Application(Trainer of Trainer)

10Maintenance of New Apllication

Y1Week Wise Delivery Schedule

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29.3 Annexure – J – Proposal

29.3.1 TECHNICAL PROPOSAL

The technical proposal submitted by the successful bidder would be reproduced in this

agreement before final signatures.

29.3.2 FINANCIAL PROPOSAL:

The financial proposal submitted by the successful bidder would be reproduced in this


29.3.3 Summary of Cost Components

The details of the financial figures quoted by the successful bidder would be reproduced in this


29.4 Annexure – K – Roles and Responsibilities of the Parties Roles and Responsibilities of ‘<<SI>>’

a. Preparation of Detailed Project Plan in line with the overall plan provided in the RFP. The

same should be prepared in consultation with SHS.

b. Software maintain:

i. Requisite software at Data Center and other locations as per the requirements

mentioned in this RFP

ii. Meet the defined SLAs for the performance of the system.

c. Addressing technology obsolescence by appropriate upgradation of Application

replacement and / or replenishment of Application deployed at various locations (data

center and other locations).

d. Rectification of system software problems due to crashing or malfunctioning of the OS,

RDBMS or front end within the time limits to meet the SLAs as defined in RFP.

e. Develop / customize, deploy and maintain the requisite Software Solution as per the

requirements of the SHS at appropriate locations.

f. Provide necessary support for the resolution of bugs, patches & upgrades of the software

solution.

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g. Provide necessary manpower for managing the Change Requests.

h. Design various manuals like User manual, Trouble Shooting manual etc. for the system.

i. Provide computer basic skills training and advanced training on Application modules to

the staff members and stakeholders of the SHS.

j. Maintain the business continuity.

k. Deploy the required manpower to manage the operations.

l. Ensuring the SLAs for downtime of system, software development / customization,

procurement etc.

m. Management and quality control of all services and infrastructure.

n. Any other services which is required for the successful execution of the project.

o. Regular Backup as per the schedule and Disaster Recovery.

p. Generation of MIS reports as per the requirements of SHS or its nominees.

q. Generation of the report for the monitoring of SLAs. 29.5 Roles and Responsibilities of SHS

a. Provide adequate space for setting up of infrastructure, software development and other

activities to be carried out by the Bidder.

b. Coordination between all the Directorates for providing necessary information for the

study and development / customization of the necessary solution.

c. Co-ordination with server / storage vendors,connectivity (TNSWANetc.) operator and

other State agencies to assist the selected bidder in execution of the project.

d. Coordinate with Bidder for conducting workshops for the Stakeholder departments.

e. Provide the existing data available for migration of new Application

f. Deployment of staff members for verification of the data within the defined timelines.

g. Ensure that Data Backups are being taken regularly by bidder as per the schedule agreed

upon.

h. Monitoring of overall timelines, SLAs and calculation of penalties accordingly.

i. FacilitateUAT for the Application solution deployed.

j. Issuing the Acceptance Certificate on successful deployment of the Software Application

for other components of the Scope of Work (wherever required).

k. Any other requirements that could arise during operations for effective governance and to

meet any administrative requirement.

l. To create internal capacity now for smooth execution of the project.

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m. Ensuring the staff members and other stakeholders attend the training programs as per

the schedule defined by the bidder and agreed upon.

n. Provide sign off on the deliverables of the project including SRS, design documents etc.

30 Non-Disclosure Agreement (NDA)

a. SHS shall allow the SI to come into possession of records involving a high degree of

confidentiality and the SI and its agents who gain access to such records shall exercise

professionally reasonable care to maintain the required confidentiality and privacy with

regard thereto;

b. Additionally, the SI shall maintain the confidentiality of all the details and information

with regard to this engagement;

c. SI agrees to secure the interests of SHS against any unauthorized use or disclosure of the

information, data, method, procedure, etc. to which it would have access during the course

of this agreement by any individual associated with it. To that effect, the SI shall also

ensure that all its employees execute individual non-disclosure agreements with respect to

this engagement, which shall be subject to the verification of SHS;

d. The aforesaid provisions shall not apply to the following information:

(i) Already in the public domain;

(ii) Which has been received from a third party who had the right to disclose the

aforesaid information; and

(iii) Directed to be disclosed to the public by a court order immediately brought to

the notice of SHS and either approved to be disclosed by the SHS or not directed by

SHS to be challenged /recalled/revoked;

e. The provisions of this Clause shall survive even after the termination or expiration of this agreement.

31 Service Level Agreement (SLA)

a. SI shall arrive at a complete understanding on the interpretation and approach to the

measurement of the SLA as specified in the RFP document. Changes or adjustments to the

SLAs, threshold levels or measurement thereof, shall be avoided.

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b. SHS shall monitor SI’s engagement/ agreement/ contract as may be reasonably required

to meet with Performance obligations and SLA requirements.

c. SHS shall ensure measurement of the SLAs as per the agreed model and shall, at all times,

ensure the reliability and accuracy of such measurements.

d. Based on these measurements and conclusions drawn thereon, SHS shall make payments

to the SI after due deductions, in case the performance parameters are not found to be

conforming to the required levels.

The SLA conditions are given below in ANNEXURE M – Service Levels.

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31.1 ANNEXURE – L – Definitions

Agreement Means this Service Level agreement together with all Articles, Annexures, Schedules and the contents and specifications of the RFP;

Applicable Law(s) Means any statute, law, ordinance, notification, rule, regulation, judgment, order, decree, bye-law, approval, directive, guideline, policy, requirement or other governmental restriction or any similar form of decision of, or determination by, or any interpretation or administration of the SHS as may be in effect on the date of the execution of this Agreement and during the subsistence thereof, applicable to the Project;

Business Hours Shall mean the working time for SHS users which is 7:30 AM to 7:30 PM daily. Again for Web Server and other components which enable successful usage of web portals, the working time should be considered as 24 hours for all the days of the week. It is desired that IT maintenance, other batch processes (like backup) etc. should be planned so that such backend activities have minimum effect on the performance;

MSA shall have the same meaning ascribed to it in Section 1 of Volume III;

Parties Means the Buyer and System integrator for the purposes of this Agreement; “Party” shall be interpreted accordingly;

Project Shall have the same meaning ascribed to it in Schedule I;

SLA Change Request

Shall have the same meaning ascribed to it in Schedule II;

Service Level Means the level of service and other performance criteria which will apply to the Services as set out in the SLA parameters effective during the Term of this Agreement;

Term or Agreement Period

Means the duration of this Agreement as set out in Clause 4 of the MSA.

Application Response Time

Defined as time the system takes to fetch requested (a form or a report) from the server.

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31.2 ANNEXURE – M – Service Levels

31.2.1 Purpose:

This document describes the service levels to be established for the Services offered by

the SI to the State. The SI shall monitor and maintain the stated service levels to provide

quality service.

31.2.2 Definitions

a. “Scheduled Maintenance Time” shall mean the time that the System is not in

service due to a scheduled activity as defined in this SLA. The scheduled

maintenance time would not be during 16X6 timeframe. Further, scheduled

maintenance time is planned downtime with the prior permission.

b. “Scheduled operation time” means the scheduled operating hours of the System for the month.

c. All scheduled maintenance time on the system would be deducted from the total

operation time for the month to give the scheduled operation time. The total

operation time for the Applications within the Primary DC will be 24 hrs. X 7 days.

d. “System or Application downtime” means accumulated time during which the

System is totally inoperable within the Scheduled Operation Time but outside the

scheduled maintenance time and measured from the State Government employees

log a call with the SI team of the failure or the failure is known to the SI from the

availability measurement tools to the time when the System is returned to proper

operation.

e. “Availability” means the time for which the services and facilities are available for

conducting operations on the State Government system including Application

availability is defined as:

f. {(Scheduled Operation Time – System Downtime) / (Scheduled Operation Time)} * 100%

g. "Helpdesk Support” shall mean the 12x6 basis supportcenter which shall handle

Fault reporting, Trouble Ticketing and related enquiries during this contract.

h. “Incident” refers to any event / abnormalities in the functioning of the Data Centre Equipment

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i. / Services that may lead to disruption in normal operations of the Data Centre,

System or Application services.

31.2.3 Interpretations

a. The business hours are 7:30AM to 7:30PM on all working days (Mon-Sat) excluding

Public Holidays or any other Holidays observed by the State. The SI however

recognizes the fact that the State Government offices will require to work beyond the

business hours on need basis.

b. "Non-Business Hours" shall mean hours excluding “Business Hours”.

c. 12X6 shall mean hours between 7:30AM -7.30 PM on all working days (Mon-Sat)

excluding Public Holidays or any other Holidays observed by the State.

d. The SLA parameters shall be monitored on a monthly basis as per the individual

SLA parameter requirements. However, if the performance of the system/services is

degraded significantly at any given point in time during the contract and if the

immediate measures are not implemented and issues are not rectified to the

complete satisfaction of the SHS, then the SHS will have the right to take

appropriate disciplinary actions including termination of the contract.

e. A Service Level violation will occur if the SI fails to meet Minimum Service Levels, as

measured on a half yearly basis, for a particular Service Level. Overall Availability

and Performance Measurements will be on a monthly basis for the purpose of

Service Level reporting. An“Availability and Performance Report” will be provided

by the SI on monthly basis in the suggested format and a review shall be conducted

based on this report. A monthly Availability and Performance Report shall be

provided to at the end of every month containing the summary of all incidents

reported and associated SI performance measurement for that period. The monthly

Availability and Performance Report will be deemed to be accepted by the SHS upon

review and signoff by both SI and the SHS. Where required, some of the Service

Levels will be assessed through audits or reports e.g. utilization reports,

measurements reports, etc., as appropriate to be provided by the SI on a monthly

basis, in the formats as required by audit will need to be provided by the SI. Audits

will normally be done on regular basis or as required by the SHS and will be

performed by the SHS or the SHS appointed third party agencies.

f. The Post Implementation SLAs will prevail from the start of the Operations and

Maintenance Phase. However, SLAs will be subject to being redefined, to the extent

necessitated by field experience and the developments of technology practices

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globally. The SLAs may be reviewed onan annual basis as the SHS decides after

taking the advice of the SI and other agencies. All the changes would be made by the

SHS in consultation with the SI.

g. The SI is expected to provide the following service levels. In case these service levels

cannot be achieved at service levels defined in the tables below, it shall result in a

breach of contract and invoke the penalty clause. Payments to the SI are linked to

the compliance with the SLA metrics laid down in the tables below. The penalties

will be computed and calculated as per the computation explained in this Annexure.

During the contract period, it is envisaged that there could be changes to the SLA, in

terms of addition, alteration or deletion of certain parameters, based on mutual

consent of both the parties i.e. the SHS and SI.

h. Following tables outlines the key service level requirements for the system, which

needs to be ensured by the SI during the operations and maintenance period. These

requirements shall be strictly imposed and either the SHS or a third party

audit/certification agency shall be deployed for certifying the performance of the SI

against the target performance metrics as outlined in the tables below.

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31.2.4 Service Level Agreements (SLAs)

31.2.4.1 Development & Implementation Phase

Service Category

Service Level Title/

Objective

Definition Data Capture

Measurement

Interval

Reporting

Period

Hours of

Support

Target Service Level

Minimum

Service Level

Service Level

Dependency

Increased

Impact

Severity Weight

Revamp of HMS / MIS, performance tuning of CMS, change management, Migration of existing HMIS database, development of Mobile App of HMIS Application

Revamp of HMS / MIS, performance tuning of CMS, change management, Migration of existing HMIS database, development of Mobile App of HMIS Application

The bidder is required torevamp of HMS / MIS, performance tuning of CMS, change management, Migration of existing HMIS database, development of Mobile App of HMIS Application

Sign-off by the SHS representative.

NA NA NA

As per agreed schedule in the Annexure J - Required Deliverable and Associated Timelines.

As per agreed schedule in the Annexure J - Required Deliverable and Associated Timelines

Necessary Approval from SHS OR department/ directorate/ agency nominated by SHS

NA

1% per week with a maximum CAP of 10% of the component

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31.2.4.2 Operation and Maintenance (O&M) Support

S. No. SLA Terms Description

1 System Uptime

Time for which user is able to access the Applications, website and

other components of the IT solution during the working hours. the

system can be down due to any of the reasons system software,

Application etc., -Scheduled downtime for example, backup time, batch

processing time, routine maintenance time will not be considered while

evaluating the application uptime. However, the selected SI will be

required to schedule such downtime with prior approval of SHS. The

selected SI will plan scheduled downtime outside working time. In

exceptional circumstances, SHS may allow the SI to plan scheduled

downtime in the working hours

2 Bugs / Issues in the Application

Software

Critical bugs / issues – Bugs / issues affecting more than one division

or more than one user in a division,Non-critical bugs / issues – Bugs /

issues affecting at most one user in a division.

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Service Category

Service Level Title/ Objective

Definition Data Capture

Measurement Interval

Reporting Period

Hours of

Support

Target Service Level

Minimum Service Level

Service Level

Dependency

Increased Impact

Severity Weight

Uptime of Application

Application Uptime & performance of the Application

All pages of the e-District Application portal shall be available / accessible to all stakeholders. This is to be monitored & measured through an automated Application performance management tool

At the time of non-availability the Automated Service request is to be raised. The Automated Service request number will be the point of reference.

For every service request

Monthly 24x7 > 99%

>98% (maximum of 14.4 hours of downtime per month per system) calculated on a quarterly basis

a

To be base lined for first 6 months

0.5% of the Application cost for every 15 mins. (1 day) downtime after 43.2 hours calculated on quarterly basis, subject to a cap of 5% of the quarterly value

Helpdesk support – Critical calls

Closure of calls by the helpdesk

Provide Help Desk services to track and route requests for service and to assist

Based on the calls registered with the helpdesk module. The service


Monthly 24x7 TC < 1 business day

TC – Not more than 3 business day

TC < 1 business day ‐ No Penalty TC > 1 business day < 2 days ‐

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department users in answering questions and resolving problems related to the IT Infrastructure installed at Data Centre / Application related issues

request ID generated will point the reference

0.00075% of total Value TC >2 business days <3 days ‐ 0.003% of total Value TC>3 business days ‐ 0.012% of total Value per day Maximum penalty of 0.048% of total Value

Helpdesk support – Medium / Low priority calls

Closure of calls by the helpdesk

Provide Help Desk services to track and route requests for service and to assist department

Based on the calls registered with the helpdesk module. The service request


Monthly 24x7 TC < 2 business day

TC – Not more than 6 business day

TC < 2 business day ‐ No Penalty TC > 2 business day < 3 days ‐

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users in answering questions and resolving problems related to the IT Infrastructure installed at Data Centre / Application related issues

ID generated will point the reference

0.00075% of total Value TC > 3 business days < 4 days ‐ 0.0015% of total ValueTC > 4 business days < 5 days ‐ 0.003% of total ValueTC > 5 business days < 6 days ‐ 0.006% of total ValueTC> 6 business days ‐ 0.012% of total Value per day Maximum penalty of 0.048% of

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total Value

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Please note:

• Following conditions will be considered as the Breach of the Agreement in case

of O&M

Phase and in any of the following conditions SHS reserves the Right to

terminate the agreement

o Application uptime at SDC of less than 99% continuously for a quarter;

o More than 3 incidents of not resolving the bugs / issues within the defined time limits

in a quarter;

o Average page loading time for Application & reports to be more than 10

secondsevaluated for a quarter;

• Critical calls: All calls logged pertaining to operational effectiveness, critical bug

fixing and performance of the Application availability.

• Medium Priority calls: All other calls logged pertaining to performance

degradation and bug fixing of the Application.

TC = Time taken for closing any Call from time of call logging / entry.

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IV. List of Abbreviations Abbreviation Description ANM Auxiliary Nursing Midwife AAT Amma Arogya Thittam ART Antiretroviral Therapy ATS Annual Technical Support AYUSH Ayurvedic Yunani Siddha Homeopathy BOM Bill of Material CBS Core Banking System CCN Change Control Note CDSS Clinical Decision Support System CMCHIS Chief Minister's Comprehensive Health Insurance Scheme CMMI Capability Maturity Model Integration CMS College Management System CRRI Compulsory Rotatory Residential Internship Medical CSC Community Service Centres CT Computed Tomography DeGS Delhi e Governance Society DeitY Department of Electronics and Information Technology DIT Diploma in Information Technology DM&RHS Directorate of Medical & Rural Health Services DME Directorate of Medical Education DOR Daily Order of Revenue Statement DPH&PM Directorate of Public Health & Preventive Medicine ECG Electro Cardio Gram ECHO Echo Cardiogram EITM Environmental Information Technology Management ELCOT Electronics Corporation of Tamil Nadu EMD Earnest Money Deposit EMS Emergency Medical Services EPF Employees Provident Fund ER Emergency Room ESIC Employees State Insurance Corporation FHS Free Hearse Service FMS Facility Management Services FNAC Fine Needle Aspiration cytology FRS Functional Requirements Specifications GOI Government of India GPF General Provident fund GUI Graphical User Interface HLD High Level Design

HMIS Health Management Information System

HMS Hospital Management System

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HR Human Resource

IAFIS Integrated Automated Fingerprint Identification System

ICD International Classification of Diseases

ICU Intensive Care Unit

IMR Infant Mortality Rate

INR Indian National Rupees

IP In Patient

IPR Intellectual Property Rights

ISMR Institutional Services Monitoring System

ISO International Organisation of Standardisation

IT Information technology

ITIL Information Technology Infrastructure Library

LIS Lab Information System

LLD Low-Level Design

M & R Maintenance and Refurbishment

MDDS Meta Data & Data Standards

MIS Management Information System

MLC Medical Legal Case

MMR Maternal Mortality Rate

MOHFW Ministry of Health and Family Welfare

MRI Magnetic Resonance Imaging

MSA Master Service Agreement

NA Not Applicable

NCD Non Communicable Disease

NDA Non-Disclosure Agreement

NEFT National Electronic Funds Transfer

NHM National Health Mission

NIC National Informatics Centre

OEM Original Equipment Manufacturer

OP Out Patient

OPD Out-Patient Department

OS Operating System

PACS Picture Archival and Communication System

PERC Performance Evaluation Review Committee

PHC Primary Health Center

PICME Pregnancy and Infant Cohort monitoring and evaluation

PIN Patient Identification Number PMU Project ManagementUnit PKCS Public-Key Cryptography Standards PKI Public Key Information

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PMU Project Management Unit PPP Private Public Partnership PSS Patient Satisfaction Survey QOS Quality of Service QR Quick Response RFP Request for Proposal RGGGH Rajiv Gandhi Government General Hospital ROC Receiver Operating Characteristic RTGS Real Time Gross Settlement SAN Storage Area Network SC / ST Scheduled Caste / Scheduled Tribes SDC State Data Centre, Perungudi SDLC State Data Link Control SEQUEL Structured English Query Language SHDRC State Health Data Resource Center SHS State Health Society SI System Integrator (Software Development) SLA Service Level Agreement SNOMED-CT Systematized Nomenclature of Medicine-Clinical Terms SR Service Register SRDH State Resident Data Hub SRS Software Requirement Specification STQC Standardization, Testing and Quality Certification TA Travelling Allowance TANSACS Tamil Nadu State AIDS Control Society TC Time taken for Closing any call TNeGA Tamil Nadu e-Governance Agency TNGIS Tamil Nadu Geographical Information System TNHSP Tamil Nadu Health Systems Project TNMSC Tamil Nadu Medical Services Corporation Ltd. TNSWAN Tamil Nadu State Wide Area Network TOR Terms Of Reference TOT Trainers of Trainers UAS University Automation System UAT User Acceptance Testing UHC Universal Health Coverage USG Ultra-Sonogram VAPT Vulnerability Assessment and Penetration Testing

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Glossary of Terms The definitions of various terms that have been used in this RFP are as follows:

• “Bid” means all three Volumes and its annexures and any other documents provided along

with this bidding document or issued during the course of the selection of bidder, seeking a

set of solution(s), services(s), materials and/or any combination of them.

• “Contract / Agreement / Contract Agreement / Master Service Agreement”

means the Agreement to be signed between the successful bidder, SHS, Tamil Nadu,

including all attachments, appendices, all documents incorporated by reference thereto

together with any subsequent modifications, the bidding document, the bid offer, the

acceptance and all related correspondences, clarifications, presentations.

• “Bidder” means any firm offering the solution(s), service(s) and /or materials as required in

the bidding document. The word Bidder when used in the pre-award period shall be

synonymous with parties bidding against this bidding document, and when used after award

of the Contract shall mean the successful party with whom the agreement is signed for

rendering of services for implementation of this project.

• “Proposal / Bid” means the Pre-Qualification, Technical and Commercial bids submitted

for this project against this bidding document.

• “System Integration / Integrator” means System Integration / Integrator of Software

Development, Mobile App Development, Application Migration, Operations & Maintenance

etc.