Director of Health Services

REQUEST FOR PROPOSAL FOR
TRANSPORTATION BIKE)
Director of Health Services Directorate Health Services
Department of Health and Family Welfare Government of Chhattisgarh 3rd Floor, Indrvati Bhawan Naya Raipur, Chhattisgarh
R F P G o C G Page 1
REQUEST FOR PROPOSAL
For EMERGENCY RESPONSE
BIKE)
INDEX
1.5 Pre Bid Conference ............................................................................................................ 16
1.6 Evaluation Of Proposals ................................................................ 17
1.7 Evaluation Procedure............................................................................................................ 19
2. TERMS OF REFERENCE Part –A4....................................................................................................... 24 2.1 Profile & Objective of Project ............................................................................................. 24
2.3 Procurement ..................................................................................................................... 26
2.5 Service Provider’s Responsibilities ...................................................................................... 27
2.6 Schedule of Implementation ................................................................................................ 29
2.7 Responsibilities of NHM/DoHFW,GoCG ....................................................................... 30
2.8 Manpower ......................................................................................................................... 31
2.10 Financing of the Project: ..................................................................................................... 32
2.11 Investment and Ownership: ................................................................................................ 32
2.12Performance Standards and Standard Operating Procedures........................................... 33
2.13 Monitoring and Evaluation ................................................................................................. 34
2.14 Force Majeure ..................................................................................................................... 34
2.16 Modifications ...................................................................................................................... 36 2.17 Settlement of Dispute.......................................................................................................... 36
ANNEXURES..................................................................................................................41 ANNEXURE 1: Details of operation of 108 .......................................................................42 ANNEXURE 2: Details of Bike Ambulance ......................................................................43 ANNEXURE 3: Details Of Blood Transportation Bike ......................... ………………………………45 ANNEXURE 4: Format for Covering Letter ........... ………………………………………………..………….47 ANNEXURE- 5: POWER OF ATTORNEY ............................................................................. 48 ANNEXURE- 6: POWER OF ATTORNEY FOR LEAD MEMBER....................................... 49 ANNEXURE- 7: FORMAT FOR AFFIDAVIT ...................................................................... 50 ANNEXURE- 8: LETTER OF EXECLUSIVITY ................................................................... 51 ANNEXURE- 9: ANTI COLLUSION CERTIFICATE .......................................................... 52 ANNEXURE- 10: Check lists of the essentials desirable documents for technical bid……… 53
Disclaimer
The information contained in this RFP document or subsequently provided to Applicant(s),Directorate of Health Services , is provided to Applicant(s) on the terms and conditions set out in this RFP document and any other terms and conditions subject to which such information is provided. This RFP is based on material and information available in public domain. This RFP document is not an agreement and is not an offer or invitation by the Department of Health and Family Welfare, (DoHFW), Government of Chhattisgarh to the prospective bidder(s). The purpose of this RFP document is to provide interested parties with information to assist the formulation of their Application and detailed Proposal. This RFP document does not purport to contain all the information each Applicant may require. This RFP document may not be appropriate for all persons, and it is not possible for the Department of health and family welfare, (DoHFW), their employees or advisors to consider the investment objectives, financial situation and particular needs of each party who reads or uses this RFP document. Certain applicants may have a better knowledge of the proposed Project than others. Each applicant should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP document and obtain independent advice from appropriate sources. This RFP document has been prepared in a good faith and neither Department of Health and Family Welfare, (DoHFW), or its employees or advisors make no representation or warranty, express or implied, and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFP document even if any loss or damage is caused by any act or omission on their part. Department of Health and Family Welfare, ( DoHFW) may on its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP document.
E-Procurement:- 1. Request for proposal for the “Emergency Response Services” popularly known as “108- Emergency
Ambulance Service (Sanjeevani Express)” is invited through e-tender system for selection of bidders. 2. The selection of Bidders shall be carried out through e-procurement process. Proposal/Bids are to be
submitted online in electronic format on website https://cgmsc.chips.gov.in as per RFP document. 3. All tender documents should essentially be signed digitally and submitted on https://cgmsc.chips.gov.in time
as per checklist provided with the tender document. The checklist along with relevant page nos. should also be submitted with the tender.
4. Bidders who wish to participate in this RFP enquiry will have to register on http://eprocurement.chips.gov.in/ (bidders registered on http://eprocurement.chips.gov.in/ earlier, need not to be registered again). To participate in online tenders, Bidders will have to procure Digital Signature Certificate of Class-II as per requirement under Information Technology Act-2000 using which they can sign their electronic bids. Bidders can procure the same from any CCA approved certifying agency or they may contact e-Procurement Cell.
5. Help Desk (a) Nextenders (India) Pvt. Ltd. ‘Saket’ B-31, Shailendra Nagar Raipur – 492 001 Tel. No : +91 771 4079400 Email Id: [email protected]
(b) Chhattisgarh Medical Services Corporation Ltd. 3rd Floor, Govind Sarang Vyavsayik Parisar New Rajendra Nagar Raipur (Chhattisgarh)- 492001 Phone no. 0771- 4280018 Email: [email protected]
Part- A1
Director of Health Services Department of Health and Family Welfare Government of Chhattisgarh 3rd Floor, Indrvati Bhawan Naya Raipur, Chhattisgarh
Ref No DHS/01/108 Tender-2015 Dated 13/10/2015
NOTICE INVITING PROPOSAL
Government of Chhattisgarh through Department of Health & Family Welfare (DoHFW) intends to operate a professionally managed “Emergency Response Services” popularly known as “108 (Sanjeevani Express) Emergency Ambulance Service” for operationalization of existing fleet of 230 equipped BLS and 10 ALS Ambulances along with 35 Blood Transportation Bike and 10 Bike Ambulances supported by a 30 seated call center at Raipur; and further addition of 108 ambulances by GoCG in times to come for operation and maintenance of this project, Proposals are invited from eligible entities intending to participate in the bid process.
Director of Health Services Department of Health and Family Welfare Chhattisgarh
Part- A2
Glossary of Used Terms in RFP documents
1. “Affiliate” shall mean a Company that, directly or indirectly, controls or is controlled by,
2. “Agreement” shall mean the Contract between the Department of Medical, Health and Family Welfare, Government of Chhattisgarh and the service provider in accordance with the provisions of this RFP.
3. “Bid” Bid shall mean the Technical Bid and Financial Bid submitted by the Bidder, in response to this RFP, in accordance with the terms and conditions hereof.
4. “Bidder” shall mean Bidding Company, Bidding Registered Society, Proprietorship firm, Partnership firm (Registered) submitting the Bid. Any reference to the Bidder includes Bidding Company / Registered Society, Proprietorship firm, Partnership firm (Registered), as the context may require”.
5. “Bidding Company” shall refer to such single company that has submitted the response in accordance with the provisions of this RFP.
6. “Chartered Accountant” shall mean a person practicing in India or a firm whereof all the partners practicing in India as a Chartered Accountant(s) within the meaning of the Chartered Accountants Act, 1949.
7. “Company” shall mean a body incorporated in India under the Company’s Act, 1956.
8. Conflict of Interest” A Bidder may be considered to be in a Conflict of Interest with one or more Bidders in the same bidding process under this RFP if they have a relationship with each other, directly or indirectly through a common company / entity, that puts them in a position to have access to information about or influence the Bid of another Bidder.
9. “Department” shall mean Director of Health services, National Health Mission, including Department of Medical Health and Family Welfare.
10. “Effective Date” shall mean the date of signing of agreement by both the parties.
11. “Financial Closure or Financial Close” shall mean the execution of all the Financing Agreements required for the “108- Ambulance Service Project” and fulfillment of conditions precedents and waiver, if any, of the conditions precedent for the initial draw down of funds for the “108- Ambulance Service Project”.
12. "Financially Evaluated Company / Entity" shall mean the company / entity which has been evaluated for the satisfaction of the financial requirement set forth herein in the RFP.
13. "Force Majeure conditions" means any event or circumstance which is beyond the reasonable direct or indirect control and without the fault or negligence of the bidder and which results in bidder’s inability, notwithstanding its reasonable best efforts, to perform its obligations in whole or in part
and may include rebellion, mutiny, civil unrest, riot, strike, fire, explosion, flood, cyclone, lightening, earthquake, act of foreign enemy, war or other forces, theft, burglary, ionizing radiation or contamination, Government action, inaction or restrictions, accidents or an act of God or other similar causes.
14. “Letter of Intent” or “LOI” shall mean the letter to be issued by the Directorate Health Services(DHS), Department of Medical, Health and Family Welfare (NHM) to the Successful Bidder(s) for Operation and Maintenance of ambulances under the “108- Emergency Ambulance Service”.
15. “Limited Liability Partnership” or “LLP” shall mean a Company governed by Limited Liability Partnership Act 2008;
16. “Project Company” shall mean the company incorporated by the bidder as per the Indian laws.
17. “Proprietorship firm” shall mean whose owner is an Individual 18. “Partnership firm” shall mean a firm registered with the Income Tax department and evidenced by a
Partnership Deed.
19. “Registered Society” shall mean a Society registered under the Society Act as well as registered under the Income Tax Act, 1961.
20. “RFP” shall mean this Request for Proposal along with all formats and RFP Project Documents attached hereto and shall include any modifications, amendments alterations or clarifications thereto.
21. “RFP Documents” shall mean the documents to be entered into by the parties to the respective agreements in connection with the “Sanjeevani Express”.
22. “Selected Bidder(s) or Successful Bidder(s)” shall mean the Bidder(s) selected by the Department, pursuant to this RFP to set up the project and operate a professionally managed “Emergency Response Service” popularly known as “108- Emergency Ambulance Service” as per the terms of the RFP Project Documents, and to whom a Letter of Intent has been issued.
23. “Statutory Auditor” shall mean the auditor appointed under the provisions of the Companies Act,1956 or under the provisions of any other applicable governing law.
Part- A3
1.1 The name and objectives of the project
Name of the project: “Emergency Response Services” popularly known as 108 “Sanjeevani Express” in The State of Chhattisgarh.
Summary: To provide 24 x 7 Ambulance Services through 108 toll-free
numbers across all districts in the state of Chhattisgarh. Identify and respond to medical emergencies in the entire
state of Chhattisgarh through an existing fleet of 240 Ambulances. Details in Annexure 1
Start 2 wheeler ambulance services under 108 Sanjeevani Express in remote and hilly terrain areas especially of Bastar and Surguja Division, initially starting with 10 two wheeler ambulances. Capex will be borne by GoCG. Details of operation in Annexure 2
Blood Transport Bikes under 108: Blood transportation and issue to the facilities will be handled through networking with mother blood banks, call Centre, blood transportation through 35 Blood Transport Bikes IN Phase 1 & later on increase in BTB after 1 year will be decided by GoCG. Capex will be borne by GoCG. Details of operation in Annexure. 3.
In August 2018, both 102 & 108 services will be merged. After Fresh Tender will be called before the completion of existing 102 Mahtari Express and first Right of Refusal will be given to the operator of 108 Sanjeevani Express operating at that point of time to match the L1
Required Proposals 1. Technical Bid 2. Presentation 3. Financial Bid
Pre-Bid conference A Pre-bid conference and a technical presentation by DoHFW will be held to provide clarifications, if any, to the prospective bidders and also collate clarifications from bidders which would be responded to, if required, after Due consideration and uploaded on the website. This conference will be held at: National Health Mission, Sec- 27,Naya Raipur (Chhattisgarh) Date: 30th October 2015 Time: 11 AM
Language in which proposals Englishshould be submitted
Single currency for price Conversion Indian Rupee
Tender Processing fee /Tender Cost
Rs 1000 ( Rupees One Thousand only) in the form of Demand Draft in favor of “Director of Health Services” payable at Raipur.
Bid Security (Earnest Money Deposit)
Rs.5,00,000( Rupees Five Lakhs Only) in the form of Banker’s Cheque/ Demand Draft/Bank Guarantee in favor of “Director of Health Services” payable at Raipur.
Performance Security Deposit
5% of 1st Year total operation cost in the form of Bank Guarantee and to be valid up to six months after date of expiry of contract period.
Agreement Period
For a Period of 3 Years extendable from the date of signing of MOU with the selected bidder for a period of another 2 Years subject to the concurrence of both the parties. First Right of Refusal will be given to the selected agency wherein client will re-invite the bids after the tenure of the first 5 years and the already placed agency will be given the right to match the lowest bid.
Bid validity period The Bid shall be valid for a period of not less than 180 days from the opening of Technical bid “Proposal Due Date”.
Information to prospective bidders regarding bidding:
1. The tender documents can be downloaded from web site http://cghealth.nic.in or http://cgmsc.gov.in/ or http://cgmsc.chips.gov.in/
2. 1. The cost of tender form downloaded from the website shall be deposited by the Bidder separately as applicable by way of D.D before the submission date.
2.
newspapers 13th October, 2015
bidders 13th October, 2015 at 11:00AM
Pre-Bid Conference 30th October, 2015 at 11 AM
Last date for Replying of queries in pre bid meeting 5th November,2015
Last Date of submission of bid 2nd December,2015 at 05:00PM
Opening of Technical Proposal 8th December, 2015 at 10:30AM
Technical Presentation 8th December, 2015 at 12:00PM
Opening of Financial Bid 8th December, 2015 at 4:00PM
Issue of Letter of Intent (LOI) 15th December, 2015 at 3:00PM
Signing of Management Agreement 5th January, 2016
1.3 QUALIFICATION REQUIREMENTS & ELIGIBILITY CRITERIA
The Bidder can be a Company (Bidding Company) or a Registered Society or Proprietorship firm or a Partnership firm (Registered) or society or a trust. It can be a single entity, a joint venture company or consortium Short listing of Bidder will be based on meeting the Qualification Requirements as specified below:-
Who are Eligible for Participation?
(i) Companies incorporated under the Company's Act, 1956.
(ii) A foreign company can also participate basis but before the submission they have to joint venture with an Indian Company or joint venture with the Indian Company registered under the Company Act, 1956.
(iii) Societies registered under Societies Act as well as Income Tax Act, 1961.
(iv)Proprietorship firm,
(vi)Trust
Note- Limited Liability Partnership (LLP) is not eligible for participation in this bid. Formation of Consortium will not be allowed after the prebid meeting.
• The lead member, as given by the bidder in the technical proposal should not change during the tenure of the contract, without prior approval of the Government.
• The bidder shall possess experience in computer telephony integration with the ability to log calls with Geographical information System with GPRS integrated Ambulance monitoring system and software components to operate the hardware of the present project.
• Certificates from the organizations to whom services have been provided in past needs to be submitted along with the proposal with the name & mobile number of signing authority (The details of signing authority may not require in case certificate issued by designated authority from Health & Family welfare of any state/Govt. of India). Certificates cannot be more than 2 Year old from date of application and project completion date should be 6 months earlier than application date.
• An affidavit to the effect that the bidder has not been blacklisted in the past by any of the State/Union Governments or by any court of law for any criminal or civil offences across the country and that he will not form any coalition with any other bidder. There is no vigilance/CBI enquiry is in process and any arbitration pending in any court of law, against the firm/proprietor/Director/Members of the Board of Directors of the bidder.
• Any change during the bidding process will be considered as the criteria of disqualification.
• Bidder should have ability to train the personnel to be employed for implementation of the project. • The members should not have been declared bankrupt in the past.
Eligibility Criteria:
The applicant can be a ‘for-profit’ or ‘not-for-profit’ legal entity fulfilling the following criteria:
Having at least 3 years’ experience of operating minimum 200 Emergency Response Ambulances for and on behalf of state / district health authorities / Public Sector undertakings, of which minimum 20 ambulance should be Advanced Life support (ALS) ambulances and remaining Basic Life support ambulances (BLS), each in 3 States.
Experience of running EMS operations operating in not less than 3 states in in PPP with Government mode for last 3 years without any discontinuity.
Demonstrated experience in running EMS software in minimum 3 project state application of minimum 30 seats call Centre/s in three states
Such experience for operation of emergency ambulances Services, should not be before 3 months from the date of submission of bid
Experience of running Fully equipped Training infrastructure, and must have trained minimum 1000 paramedics/EMT’s
AND
1. Having an average turnover of not less than Rs. 50 Crore each in the last three financial Years and Rs.25 Crore positive net worth in any of the year of 2013-2014 & 2014-2015.
**Experience of running Medical Mobile Units (MMU) will not be considered for this project. *** Documentary evidence for all above points to be provided.
Note: For the Qualification Requirements, if data is provided by the Bidder in foreign currency, equivalent rupees of Net Worth will be calculated using bills selling exchange rates (card rate) USD / INR of State Bank of India prevailing on the date of closing of the accounts for the respective financial year as certified by the Bidder’s banker.
For currency other than USD, Bidder shall convert such currency into USD as per the exchange rates certified by their banker prevailing on the relevant date and used for such conversion.
(If the exchange rate for any of the above dates is not available, the rate for the immediately available previous day shall be taken into account) Note: In case of a consortium applicant, following provisions shall be applicable
1. There should be a formal agreement between the partners accepting several and joint responsibility for implementing of the project , reference of the lead partner and percentage of holding of each partner in the consortium should be specifically mentioned
2. The maximum permissible partners in the consortium are 3(three) with minimum share of 25% for each partner in the consortium.
3. For the purpose of minimum eligibility criteria with respect to turnover, the turnover of the lead partner only shall be taken into consideration
4. The lead partner of the consortium shall be an entity registered/incorporated in India and shall have the highest share in the consortium.
5. The applicant is required to furnish adequate documentary evidence in support of compliance of eligibility criteria along with the proposal.
6. Experience mentioned in eligibility criteria should be experience of consortium or experience of the lead partner of the consortium. Cumulative experience will not be taken into consideration for the eligibility.
1.4 Calculation of Net Worth:
Net Worth
= Paid up Share capital (in case of companies) which includes:
1. Paid up Equity share capital; and
2. Fully, compulsorily and mandatorily convertible Preference Shares; and
3. Fully, compulsorily and mandatorily convertible Debentures
Note: a) in case of registered societies, the Corpus Fund and Capital Fund
b) In case of Proprietorship firm / Partnership firm the Capital reflecting in the Audited
Balance Sheet
Add: Free Reserves
(Including Share Premium provided it is realized in Cash Or Cash equivalents but excluding Revaluation Reserve if any)
In case of Proprietorship firm / Partnership firm, the Credit balance of Reserve and Surplus or by whatever name called as appearing in the Balance Sheet
Subtract: Intangible Assets
Subtract: Miscellaneous Expenditures to the extent not written off and carry Forward losses.
(iii) For the purposes of meeting financial requirements, only unconsolidated audited annual accounts shall be used. However, audited consolidated annual accounts of the Bidder may be used for the purpose of financial requirements.
(iv) Existing Companies: - The computation of Net Worth shall be based on unconsolidated audited annual accounts of the company. For the purpose of the computation of Net Worth, Any of the last two financial years shall be considered. The Bidder would thus be required to submit annual audited accounts for the last three financial years (or if the period of existence of the Company is less than
three years, then starting from the year of incorporation) 2012-13, 2013-14 and 2014-15 (or calendar year , 2012,2013,2014 or the accounting years as adopted by the Company and acceptable as per the laws of the respective Country) along with a Net Worth certificate from a Chartered Accountant to demonstrate the fulfillment of the criteria as on last day of the concerned Financial Year. Net worth of Directors will not be considered for computation of Net Worth requirement in financial evaluation.
Notes:
(i) The Bidder may seek qualification on the basis of financial capability of its Parent and / or its Affiliate(s) for the purpose of meeting the Qualification Requirements.
(ii) The Individual firms and Partnership firms shall have to submit a CA audited / CA certified Balance Sheet and other financial statements for evaluation purposes.
iii) Where the financially evaluated company is not the Bidding Company or a member, as the case may be, the Bidding Company or a member shall continue to be an affiliate of the financially evaluated company till completion of the Project.
(iv) It is further clarified that a Parent Company can be a foreign company and it can hold equity as permitted under the RBI/ FEMA guidelines in the bidding company. Once selected, the net worth has to be brought into the bidding company as per RFP before signing the Agreement.
(v) The financial strength of the parent / ultimate parent/ an affiliate can be taken for calculation of net worth for qualifying at the time of submission of RFP, but before signing of Agreement the required net worth is required to be infused in the company registered in India, which will be known as "Project Company".
(vi) In case the strength is drawn from parent / ultimate parent / affiliate, copy of Board resolution as per Board/Comp/Trust authorizing to invest the committed equity for the project company is to be submitted with RFP along with an unqualified opinion from a legal counsel of such foreign entity stating that the Board resolution are in compliance with applicable laws of the countries’ respective jurisdiction of the issuing company and the authorization granted therein are true and valid.
(vii) Only Assets forming part of the Audited Balance sheet shall be considered for arriving at the Net worth of the entity. No intangible assets will be considered for arriving at the net worth.
(viii) In case of land / any other asset, only the book value, as per the Audited Balance Sheet, will be considered.
(ix) The value of land / any other assets will not be revalued for calculating net worth. Any reserve created due to this shall not be counted for calculating net worth.
(x) No commitment letters from investment companies will be considered as part of net worth for qualifying requirement. Similarly any form of loan to company or securitized funding will not be part of the net worth.
(xi) Guarantee / Bond submitted by foreign companies must be submitted through Banks having branches in India / correspondent Banks in India and such Bank Guarantee issued by foreign banks
should be endorsed by the Indian Branch of such foreign Bank. In case of claim on Bank guarantee, same shall be paid by the Indian branches of such foreign Bank.
(xii) In a foreign company in case of calendar year instead of financial year is used for compilation of accounts, then the same shall be used.
(xiii) CA Certified copies of all the Balance Sheets whether of Parent / Affiliate from where the financial strength is drawn has to be submitted along with RFP.
(xiv) In case of Unlisted companies the infusion of Share premium shall be supported by self- certified copy of Form 2 and ROC receipt of deposition of the same.
(xviii) Foreign companies shall ensure compliance of RBI/FEMA guidelines for bringing investment / equity in India.
(xix) Failure to comply with the aforesaid provisions shall make the bid liable for rejection at any stage.
The bidder shall inform himself fully that:
The bidder shall be deemed to have been satisfied himself as to the scope of the task as well as all the conditions and circumstances affecting implementing of the Project. Should he find any discrepancy in the RFP document including terms of reference, he should submit his issue/question in writing at least two days before the Pre-Bid Conference.
1.5 Pre-Bid Conference
All the prospective bidders: are invited to attend the Pre-Bid Conference to be held on 30th October 2015.
1. Issues relating to the project/RFP received in writing within the stipulated time as mentioned here above and other points raised during discussions in the conference will be scrutinized during the Pre- Bid conference. The Project Authority shall endeavor to clarify such issues during the discussions.
2. However, at any point of time prior to the date for submission of RFP, Director of Health Services C.G. may, for any reason, whether at its own discretion or in response to the discussions/ clarifications, modify the RFP document by issuance of an addendum to be uploaded/published on websites: http://cghealth.nic.in or http://cgmsc.gov.in/ or http://cgmsc.chips.gov.in/
1.6 Evaluation of Proposals (Envelope System A & B) Technical proposal The applicants are requested to submit a detailed technical proposal with respect to the integration, operation and management of 108 services, Bike Ambulance& Blood transport bike and there will be one common ‘”108’’ number for these three services. All services will operate through single toll free number 1- 0-8. The technical proposal should indicate the following:
Documentary evidence in support of fulfillment of eligibility criteria (For Point 1 & 2)
1. Letters of certificates from the auditors of the agency (in case the agency has been operating its own fleet) or the clients (in case the fleet of vehicles has been operated for and on behalf of others), as the case may be, indicating the size of fleet (number of vehicles) and the period since the start of operations & letters of certificate issued by State Govt. where agency is currently operating for the Experience in Call Center, Training experience, Maintenance of size of fleet
2. Letter of Certificate by the auditors indicating the turn over figure in the last three financial years 3. Power Point Presentation of Methodology proposed for implementing the scheme and detailed
implementation plans to integrate and operate 108 Ambulance along with Blood Transportation and Bike Ambulance
4. Power Point Presentation of Strategy to continue operations of existing 108 Sanjeevani Express ambulances service should not be discontinued and shall be taken over from the date of signing of MOU(from existing service provider) in phased manner up to maximum of 3 months
5. Power Point Presentation of Detailed strategy for performance monitoring and evaluation , quality assurance and internal control
6. Proposed organizational structure and Curriculum vitae of the key personnel proposed to be assigned for the project.
7. Duly filled up organization profile, application form in company Letterhead. 8. Letter of exclusivity as per Annexure -8 9. Covering Letter as per Annexure -4 10. Letter of declaration (anti collusion certificate) mentioning that the applicant/consortium will not
collude with the other applicants. Affidavit certifying that entity/promoter(s)/Directors/Partner(s) of entity are not blacklisted, there is no vigilance/CBI enquiry is in process and any arbitration pending in any court of law, against the firm/proprietor/Director/Members of the Board of Directors of the bidder as per Annexure -7.
11. A copy of RFP document sealed and signed in all pages by the applicant. 12. Power of attorney for signing of application by the lead member as per Annexure -6. 13. Power of attorney authorizing the signatory for signing the proposal on behalf of proposer/bidder as
per Annexure -5
14. Anti-Collusion Certificate as per Annexure -9. 15. Scan Copy of Banker’s Cheque/ Demand Draft/Bank Guarantee (EMD) 16. Scan Copy of Demand Draft (Tender Processing Fee) 17. Scan Copy of Company’s TIN
18. Scan Copy of Company’s PAN 19. Checklist in company`s Letter Head as Annexure -10. 20. Other Documents (if any)
Note: All Documents should be in PDF format Except from Point no 3, 4 & 5.
Financial Proposal For the 108 Sanjeevani Express service, the bidder is required to quote an all-inclusive with all
statutory liabilities per-vehicle-per-month rate for ALS and BLS Ambulances. Separate financial quotes should be given for 108Sanjeevani Express, , Blood Transportation Bikes
and Bike ambulances In case of any discrepancy between figures and words in the financial proposal, the one described in
words shall be adopted
Online submission is a must. (Only Mode of submission of RFP & related documents within stipulated time).
1.7 Evaluation Procedure
The proposals shall be evaluated by an Evaluation Team, to be constituted by the Directorate of the Health Services. The evaluation shall be a 3-step process as outlined below:
Step-1: Assessment of eligibility along with Capacity and experience on the basis of documentary evidence submitted.
Step-2 The technical proposal shall be evaluated and marks assigned on the basis of documentary proof provided therein. The parameters and the marks to be assigned will be as shown in the table below.
Parameters Marks Maximum Marks
Experience of the Agency in implementing Emergency response Ambulance projects with State Governments of running the projects
15Experience of 4 Years or more but less than5 Years 5
Experience of 5 Years or more but less than 6 Years 10 Experience of 6 Years or above (Continuous) 15 Number of Emergency Response Ambulances being operated / managed at the time of application Advanced Life support ambulances
15200 to 500 Ambulances 5 501 to 1500 Ambulances 10 More than 1500 Ambulances 15 Experience of running Fully equipped Training infrastructure, and must have trained minimum 1000 paramedics/EMT’s in last 5 years
101000 to 1500 trained Paramedics/EMT's 5 1501 to 2000 trained Paramedics/EMT's 7 More than 2000 trained Paramedics/EMT's 10
Demonstrated experience in running EMS software application of minimum 30 seats Call Centre/s with Government for similar project with CAD solution
15Call centers in 3 states 5 Call centers in 4 states 10 Call Centers in 5 states& more states 15 Experience in running EMS service in different states with Government (Without any discontinuity)
153 State 5 5 states 10 More than 5 States 15 Technical Presentation: Experience, Methodology, proposed Solution, Scalability 30
Total 100
1.8 Step-3: Opening of financial proposals and determination of overall winner through QCBS method
The financial bids of only those bidders shall be opened who have scored at least 70 marks at the end of step-2 (After Presentation)
Final score for an applicant would be weighted average of technical and financial bids, where the technical and financial proposals will be assigned a weight of 70 and 30 percent respectively. The scoring system of this ‘Quality-cum-cost-Based’ to be used for obtaining final scores is illustrated below.
Technical proposal Financial proposal Combined Score
Score Weighted Score = (Score/Max. Score)*100
Bid Amount
Technical Financial Total
=(2)*70% =(4)*30% =(5)+(6)
70 77.77 6.00 100 54.44 30.00 84.44
80 88.88 7.00 85.7 62.22 25.71 87.93
90 100 8.00 75 70 22.5 92.50
Note:- Based on the combined weighted score bidder which has the combined total score will qualified as
the first party. In Technical calculation weighted score=Technical marks scored/maximum scoreX100= Technical
score In Financial calculation Weighted score= Lowest price/Amount quotedx100= Financial score In Combined score:- Technical Score=Weighted score x technical percentage (70%) Financial Score= Weighted score x financial percentage (30%)
Bid Validity period
The Proposal shall remain valid for 180 days after the date of opening of Technical bid. Any Proposal, which is valid for a shorter period, shall be rejected as non-responsive. However the same can be extended with the mutual consent and acceptance of the bidder.
Cost of Proposal
The Applicants shall be responsible for all of the costs associated with the preparation of their RFP and their participation in the Selection Process. Department will neither be responsible nor in any way be liable for such costs, regardless of the conduct or outcome of the Selection Process.
1.9 Acknowledgement by Applicant
a) It shall be deemed that by submitting the Proposal, the Applicant has: -
(i) Made a complete and careful examination of the RFP; (ii) Received all relevant information requested from Department. (iii) Acknowledged and accepted the risk of inadequacy, error or mistake in the information provided in
the RFP or furnished by or on behalf of Department or relating to any of the matters stated in the RFP Document.
(iv) Satisfies himself/herself about all the matters, things and information, necessary and required for submitting an informed Proposal and performance of all of its obligations there under;
(v) Acknowledged that it does not have any Conflict of Interest; and (vi) Agreed to be bound by the undertaking provided under and in terms hereof.
b) The Department shall not be liable for any omission, mistake or error on the part of the Applicant in respect of any of the above or on account of any matter or thing arising out of or concerning or relating to RFP or the Selection Process, including any error or mistake therein or in any information or data given by the Department.
1.10 Language
The Proposal with all accompanying documents (the “Documents”) and all Communication in relation to or concerning the Selection Process shall be in English language and strictly on the forms provided in this RFP.
1.11 Proposal Due Date
Last date & time for e-submission of Bid (the “Proposal Due Date”):
1. E-Submission : Date: 2nd December 2015,05:00PM
Number of proposals
A bidder is eligible to submit only one bid for the project. A bidder bidding individually or as a member of a consortium shall not be entitled to submit another bid either individually or as a member of any consortium, as the case may be.
Change in composition of the bidder/consortium
No change will be allowed in composition of bidder/consortium after the qualification stage
1.12 Pre-Bid Conference
(a) Pre-Bid Conference of the Applicants shall be convened at …NHM, Sector 27, Naya Raipur Chhattisgarh at 30th OCT 2015 at 11 AM.
(b) During the course of Pre-Bid Conference, the Applicants will be free to seek clarifications and make suggestions for consideration of Department. The Department shall endeavor to provide clarifications and such further information as it may, in its sole discretion, consider appropriate for facilitating a fair, transparent and competitive Selection Process.
Modification/withdrawal of the proposal
Modification/substitution / withdrawal by the bidder in the proposal is permitted before the bid submission date.
The bidders should note the following:
1) That the incomplete proposals in any respect or those that are not consistent with the requirements as specified in this Request for Proposal Document or those that do not contain the Covering Letter or any other documents as per the specified formats may be considered non-responsive and liable for rejection.
2) Strict adherence to formats, wherever specified, is required.
3) All communication and information should be provided in writing and in English language.
4) All communication and information provided should be legible. The financial proposals given in figures should be mentioned in words also.
5) No change in/or supplementary information shall be accepted once the proposal is submitted. However, the Department of Health and family welfare reserves the right to seek additional information and/or clarification from the Bidders, if found necessary, during the course of evaluation of the proposal. Non submission, incomplete submission or delayed submission of such additional information or clarifications sought by Department of Health and family welfare may be a ground for rejecting the proposals.
6) The Proposals shall be evaluated as per the criteria specified in this RFP Document. However, within the broad framework of the evaluation parameters as stated in the RFP, Department of Health and family welfare reserves the right to make modifications to the stated evaluation criteria, which would be uniformly applied to all the Bidders.
7) The Bidder should designate one person ("Contact Person" and "Authorized Representative and Signatory") authorized to represent the Bidder in its dealings with Department of Health and family welfare. This designated person should hold the Power of Attorney and be authorized to perform all tasks including but not limited to providing information, responding to enquiries. The Covering Letter submitted by the Bidder shall be signed by the Authorized Signatory and shall bear the stamp of the firm.
8) Department of Health and family welfare reserves the right to reject any or the entire Proposal without assigning any reason whatsoever.
9) Mere submission of information does not entitle the Bidder to meet an eligibility criterion. Department of Health and family welfare) reserve the right to vet and verify any or all information submitted by the Bidder as well as right to reject.
10) If any claim made or information provided by the Bidder in the Proposal or any information provided by the Bidder in response to any subsequent query by Department of Health and Family Welfare, is found to be incorrect or is a material misrepresentation of facts, then the Proposal will be liable for rejection and EMD shall be forfeited. Mere clerical errors or bona fide mistakes may be treated as an exception at the sole discretion of Department of Health and family welfare if adequately satisfied.
11) The Bidder shall be responsible for all the costs associated with the preparation of the Proposal and any subsequent costs incurred as a part of the Bidding Process. Department of Health and family welfare shall not be responsible in any way for such costs, regardless of the conduct or outcome of this process.
12) In every specific case, where the Bidder is constrained by statute/law from fulfilling any specific provision of this document, the Bidder is encouraged to contact Director Health Services, Chhattisgarh.
13) The Department of Health and family welfare may, in exceptional circumstances and at its sole discretion, revise the time schedule (extension in time) by issuance of addenda. Communication of such extension to the persons who purchased the RFP document shall be made by Directorate Health Services,Chhattisgarh.
14) In case of single bid, the committee will have the authority to award the contract depending on technical qualifications of the bidder, considering very special type of service to public.
Financing of the Project:
The payment for service shall be made on a monthly basis against bills submitted. Ninety percent (90%) of the bills shall be paid immediately if the bill is put up according to the format and checklist provided by the department and conditions of terms of agreement are complied with. a (Credited to the account of service provider) and payment of the balance 10 % of the amount shall be made on the basis of verification by the state Government in this regard within 45 days from the date of bill submission..
Investment and Ownership:
All movable and immovable assets created in the project will be the property of Department of Health and family welfare, Government of Chhattisgarh. The assets will have to be handed over to the Government at the end of the contract period in well maintained/ working condition/ satisfactory “Operational status”.
Part- A4 TERMS OF REFERENCE
2.1 Project Profile-
The scheme was formulated by Director of Health Services, Department of Health & Family Welfare. Presently 240 Emergency Response ambulances are running across the State under the scheme. Centralized Call Centre is presently operational at Emergency Management Centre, Raipur, and Chhattisgarh.
2. Objectives & Goals of the Project
• To provide comprehensive Emergency Response Services to the people of Chhattisgarh.
• Improve the access to medical & health care, police and fire services, particularly attending the emergency situations relating to neonates, parents of neonates, infant and children in situations of serious ill-health and all other emergencies in the general population; and thereby assist the State to achieve the critical Millennium Development Goals in the Health sector, in general reduce the vulnerability of the people by providing access to Emergency Response Services.
• The services to be coordinated through an existing 24x7 Call Centre with a common toll free call number 108 and GPS networking with the Ambulances.
• Computer telephony integration with the ability to log calls with GPS (Global Positioning System) incorporated in GIS (Geographical Information System) with GSM/GPRS (Global System for Mobile Communication/General Packet Radio Service) integrated Ambulance monitoring and tracking system, call management, performance monitoring and reporting. The movement of every ambulance should be able to be tracked through GPRS for every trip of the Ambulance.
• Taking over of presently fully operational 108 Ambulance project along with all assets and centralized Call Center based at Raipur within 60 days from the date of signing of contract.
• Bidders are expected to bring their own software to manage and operate the hardware of the existing project, which shall ultimately be surrendered to the Government at the end of the contract with transfer of license to use by the Government.
• Existing Manpower including Pilot, EMT, and Call associates working in the implementation of the Project shall be given priority as far as possible.
About the ongoing and proposed services 1. “108-sanjeevani Express”: emergency medical ambulance services, popularly known as 108
ambulance services have a fleet of 240 ambulances. In which, 230-are BLS (Basic Life Support) and --
10- is ALS (Advanced Life Support). They are deployed across the states in pre-determined locations .A 30 seated Call Center which runs 24X7, As of now on an average 6200 calls are received daily .In that 1150 no of calls are emergency, 25 are delivery, 8 are police related and 2 are fire complaints. In
the existing fleet 204 are Tata wingers and 36 are force vehicles. GPS with bio-metric devices are
installed in all the vehicles. At present under 108 EMS there are --- 1292 staffs. The project is managed under outsourcing model. GVK EMRI is doing the job at present. All CAPEX including cost of ambulance, its refurbishment, equipment, establishment of Call Center, hardware is borne by
department of health. The OPEX is reimbursed on monthly basis. The OPEX includes salary, recruitment, basic training, fuel cost, routine maintenance, telephone, electricity bill, software license fees etc. Details in Annexure 1
2 Bike Ambulance details in Annexure 2 3 Blood Transportation Bike (BTB) -Already been explained in detail in Annexure 3 4 In August 2018, both 102 & 108 services will be merged. After Fresh Tender will be called before the
completion of existing 102 Mahtari Express and first Right of Refusal will be given to the operator of 108 Sanjeevani Express operating at that point of time to match the L1
Services, target group and coverage
S no Proposed services Coverage & size (proposed)
(*tentative )
1 108Sanjeevani Express 240 + (all district)
2 108 Blood Transportation Bike. 35
3 Bike ambulance 6+4 =10 to be deployed in 5 Districts initially.
2.2 Expected Outcomes
108 Sanjeevani Express • To provide 24x7 pre-hospital emergency transportation care (Ambulance) services across the State within Permissible Response Time of Urban- 20 min, Rural-30 min and Tribal – 45 min of the call being received in the Call Centre.
• The bidder to ensure that no discontinuation/interruption in the services occurs and no call is left unattended even while taking over / handing over of the existing project responsibilities. • The bidder would ensure uninterrupted functioning of the call center 24x7 and overall Emergency Response Services provided by the project. The call center should have an integrated centralized state of art call center with computer telephony integration, computer aided dispatch of ambulance and ability to log calls with GIS based GPRS integrated vehicles. • Operation/ Management/ Maintain existing as well as Ambulances which may be included in the fleet. • Training and Deployment of adequate qualified personnel as per requirement of the project in Head Office, field staff, Call center employees, Emergency Management Technicians, Drivers and other required staff for running the Project efficiently • Operate and manage further scaling up of the project. • Government of Chhattisgarh may add ambulances depending on future requirement, in such case selected
bidder will operate at the same cost at that point of time. In case there is major change of scope, the cost may be mutually agreed.
2.3 Procurement
1. A committee consisting of people both from Department of Health and the agency (as will be notified by Govt.) will make the procurement as and when needed.
2. Non-consumable items shall become assets of the project which will have to be handed over to the Government on termination/completion of the project. Proper records of such assets will be maintained in the project accounts by the bidder.
3. Medical/non-medical consumables to be made available in the Ambulances at all times. The agency will purchase
4. IEC activities of the project shall be the responsibility of DoHFW, Govt. of Chhattisgarh.
2.4 Scope of work
1. Operation of call center: the Govt. has an existing call center facility at Dental college campus with 30 seated capacity .the existing call center infrastructure is capable of handling the operation of 108 Sanjeevani service. It may require extension when other services like Bikes Ambulances, Blood Transport Bikes (BTB), are integrated. The applicant has to submit a detailed plan for proper integration of call center to address jurisdictional and technical issues. The interested applicant may visit the existing call center of 108 and 102 to have an assessment of existing facility with prior information to tender inviting authority on any working day between 10am to 5pm
2. All existing infrastructure including equipment, computers & peripherals, furniture’s etc. will be handed over to the operator on as is on basis. The agency can add anything to improve service and integration. With regards to existing software computer telephony integration with ability to log calls with GIS and GPRS integrated ambulance monitoring system should also be installed if not there already. The call center should have adequate capacity in commensuration with workload
3. Human resource: recruit and train manpower required for operation and maintenance of all services. Existing call center staffs, EMTs and pilots and other staffs be given preference for recruitment .they should be trained properly for the job. They should behave properly and have good communication skill while interacting with people. Regular refresher courses should be conducted so that all staffs have updated knowledge. Any new recruit should have induction training before putting them to work.
4. Mapping and defining of location of ambulances with route maps, motor able points etc. 5. The agency shall prepare a proper plan for optimal use of infrastructure including vehicles, proper
selection of right person for the right job and training of human resources. Continuous performance, monitoring and evaluation.
6. Transparent, efficient and cost effective procurement of all consumables. 7. Department will provide space for parking of ambulance and rest room for staffs working in the field. 8. The agency will tie up workshop for maintenance of fleet. All maintenance of equipment’s , hardware
and software will be the responsibility of the agency 9. Takeover the existing fleet of ambulances on ‘as is on basis’ and replace those ambulances which
have driven more than 2.5 Lacs KMs or above or 5 years depending upon physical condition . Agency will suggest replacement or refurbishment .the department will borne the entire expenditure of replacement, refurbishment and equipment. Department will pay money to the agency. A committee constituted for the same will carry out the process
10. Develop web based monitoring system for utilization of different services and facilitate monitoring of the same at district and state level
11. The bidder may propose better methodology and approach to achieve outcomes. Detailed standard operating procedure (SOP)/protocol shall be prepared and submitted to SHS for approval by the service provider. Department may accept or change them
2.5 Responsibility of the service provider
1) Operation and management of the Emergency Response Services in the State of Chhattisgarh. 2) Provide technological, leadership, administrative and managerial support in open and transparent manner to produce mutually agreed outcomes. 3) (a) Performance of the activities and carrying out its obligations with all due diligence, efficiency and economy in accordance with the generally accepted professional techniques and practices.
(b) Observance of sound management practices, employing appropriate advanced technology and safe methods
(c) In respect of any matter relating to the agreement, always act as faithful partner to the Government and shall all times support and safeguard the Government’s legitimate interests in any dealing with the contracts, sub-contracts and third parties. 4) Shall not accept for his own benefit any commission, discount or similar payment in connection with the activities pursuant to discharge of his obligations under the agreement, and shall use his best efforts to ensure that his personnel and agents, either of them similarly shall not receive any such additional remuneration. 5) Bidder is required to observe the highest standard of ethics and shall not use ‘corrupt/fraudulent practice’. For the purpose of this provision, ‘corrupt practice’ means offering, giving, receiving or soliciting anything of value to influence the action of a public official in implementation of the project and ‘fraudulent practice’ means misrepresentation of facts in order to influence implementation process of the project in detriment of the Government. 6) Recruit, train and position qualified and suitable personnel for implementation of the project at various levels. The staff so engaged/recruited/appointed shall be exclusively on the pay rolls of the bidder and shall under no circumstances this staff will ever have any claim, whatsoever for appointment with the Government. Bidder shall not assign or sublet his contract or any substantial part thereof to any agency. 7) The bidder shall be fully responsible for adhering to the provisions of various laws applicable on them including Labour laws and Minimum Wages Act. In case the bidder fails to comply with the provisions of applicable laws and thereby any financial or other liability arises on the Government by Court orders or otherwise, the bidder shall be fully responsible to compensate/indemnify to the Government for such liabilities. For realization of such damages, Government may even resort to the provisions of Public Debt
Recovery Act or other laws as applicable on the occurrence of such situations.
8) Assist the Government when required in accreditation of hospitals in the State and such other matters from time to time. 9) Conduct training programs for paramedics, doctors and other academic activities (workshops/seminars ) as required for governmental doctors and others on the request of the Government (Government to bear such additional expenses on such workshops/ seminars ). 10) Strive for continuous improvement in management of Emergency Response Services and shall ensure proper and timely monitoring of the services. 11) Strict adherence to the stipulated time schedules for various activities. 12) Operation and Maintenance of fully equipped all Ambulances as per the vehicle manufacturers maintenance schedules throughout the life of the agreement to prevent any structural or functional deterioration of the assets handed over to the bidder according to the guidelines laid down by the Government. 13) Ensuring 24x7 services at the Call Centre. 14) Ensuring proper and timely monitoring of the services. 15) Recruit and train human resource required for existing as well as the anticipated expansion of the project. Training norms/ courses for EMTs/ Pilots/technical personnel shall be duly approved by the Government. 16) To maintain records and submit various reports and information within the stipulated time frame to the Director of Health Services, CG and Mission Director National Health Mission CG .
Infrastructure: The Company is required to maintain the building and other infrastructure throughout the life of the agreement to prevent the structural and functional deterioration that can impede the service delivery as years passes by. The company shall also ensure that the ownership of government of Chhattisgarh in assets created out of government fund is protected.
Operation and Maintenance: During the “Agreement” Period, the Service Provider shall operate and maintain the Project Facilities in accordance with this “Agreement”, comply with the provisions of this “Agreement”, Applicable Laws and Applicable Permits, and conform to Good Industry Practice. The obligations of the Service Provider hereunder shall include:
(a) Providing round-the-clock response to medical emergencies as per the Performance Standards / SOP defined and forming part of the “Agreement” during normal operating conditions; (b) Carrying out periodic preventive maintenance of the Project Facilities; (c) Undertaking routine maintenance to ensure undisrupted operation of the Project Facilities; (d) Undertaking major maintenance such as ambulance repairs (as per vehicle manufacturers recommended maintenance schedules) and refurbishment of IT Infrastructure and other equipment’s; (e) Operation and maintenance of all communication, control and administrative systems necessary for the efficient operation of the Project Facilities; (f) The Service Provider shall maintain, in conformity with Good Industry Practice, all ambulances,
equipment, software, building and furniture forming part of the Project Facilities.
Statutory Compliance: The Agency is responsible for the compliance of the statutory requirements under any law in respect of any asset and operation. The agency shall be held responsible in case of any penalty, loss or other legal consequences arising out of non-compliance and will pay from its own cost and not from project cost.
Emergency Response (a) Executives receiving the calls on the toll free line must take the call within three rings. (b) Call Centre down time should be within the permissible limit of 0.5% in any month. (c) The Service provider shall ensure more than 90% of the calls screened (after attending and analyzing the calls at the Call Centre) as emergency are attended (provided with the service emergency transport service). (d) From the time of receipt of call at the ERC the ambulance must be dispatched in 210 seconds.
2.6 Schedule of implementation Sanjeevani-108 is already operational and managed by a vendor under Public Private Mode. The winning bidder has to start and operationalize the services across all districts within 6 months from the date of signing of agreement without any interruptions to the current operations. Government shall handover all the assets including IT and hardware infrastructure to the winning bidder within 60-90 days ‘time.
Monitoring and evaluation (a) Director of Health & other officials designated for the purpose in Department of Health & Family Welfare, Chhattisgarh and the State Level Steering Committee (Advisory Council) will review the performance on continuous basis. (b) The Collector & District Magistrate / Chief Medical & Health Officer (CMHO) & other Designated Health Officers will oversee the activity within their respective districts in District Health Societies meetings. (c) Service Provider shall provide access to online date to facilitate online monitoring on a continuous basis. Service Provider shall also give login rights to the designated health officers of the department (i.e. NHM and DoHFW) for online monitoring and evaluation. (d) The services and records of the service shall be subject to inspection by designated officer(s) of the Department. (e) Government reserves the right to evaluate the performance of the Service Provider on periodic basis by a third party. (f) Procurement of assets – service provider will do all purchasing fund for the same will be provided by the department. The service provider will set up a committee as approved by the government.
Standard Operating Guidelines (a) The Standard Operating Procedure (SoP) shall be developed inconformity with the provisions under the RFP by the Service Provider and which shall be finalized in consultation with the department before or after
the signing of the contract. SoP shall be abided by the Service Provider uniformly for a smooth operation. The areas to be covered under the SOP are given below: (i) Purpose and Scope (ii) Dispatch Centre protocols (iii) Operation Systems, Structures and Protocols for Ambulance including response protocols, ring checks, call codes, vehicle maintenance, and vehicle breakdown Management, vehicle accident management, vehicle distribution, Communication protocols. (iv) Operational protocols for special circumstances (natural calamities, mass casualty events (both manmade and natural), unattended death, transportation of minors, transportation of obstetric cases, pediatric patents, Neonate crime scene operations, fire & accidents relating to hazardous Material). Department will assist in the development of the operational Protocols for such special circumstances. (v) Reporting structures and formats - overall documentation (vi) Health and safety protocols for personnel (vii) Job description, roles and responsibilities of each level of personnel in entire operations. (viii) Training, refresher course and orientation protocols for all levels of personnel (Including staff replacement protocols) (ix) Overall administrative policies (x) Penalty and Payments if any to be revised. (xi) Inter-facility transfer protocols (xii) On-line medical direction / guidance protocols (xiii) Transportation refusal policies and protocols (xiv) Do Not Resuscitate Policy (b) The Standard Operating Procedure may be reviewed and revised at periodic intervals. However, DHS Chhattisgarh reserves the right to amend the Standard Operating Procedure (SOP), within the overall framework of the RFP, unilaterally and the Operator shall be bound to implement such change from the date of its communication by Department to the Operator. (c) Amended versions of the Standard Operating Procedure (SOP) shall be implemented after submission to Department for necessary approval.
2.7 Responsibility of National Health Mission /DOHFW, Government of Chhattisgarh 1) Director of Health Chhattisgarh shall provide appropriate assistance where required so as to benefit maximum people of Chhattisgarh. 2) Timely settlement of claims at the agreed terms in accordance with the provisions of the agreement. 3) To provide space for stationing of the Ambulances at strategically located places across the State. 4) To lay down guidelines and finalize standard operating procedures within 3 months of signing of Agreement with the service provider for operation of the Ambulances services. 5) To conduct regular monitoring and evaluation of the project activities based on quantifiable indicators and reports received from the service provider. 6) Prescribe various formats for reporting progress of the project. Service Provider may submit its own reporting formats which can be used after due approval by the Government/NHM.
7) Commencement and duration of agreement will be for 3 years and extendable to another 2 years from the date of signing the agreement. The duration may be extended up to 5 years with mutual consent of both parties. First Right of Refusal will be given to the selected agency wherein client will re-invite the bids after the tenure of the first 5 years. 8) Liason with other department and agencies 9) Collection of user charges: the government reserves right to levy and collect any user charges on any service, the service provider has no right to the fees collected
2.8 Manpower for various services
For 108 Sanjeevani Express ambulance, one EMT along with a driver.
For Blood Transport Bikes one trained EMT cum PILOT should be there.
For 2 wheeler Bike Ambulance – one driver, preferably from the locality who knows the interior areas. He be trained in first aid and emergency lifesaving palliative skills.
Blood Transport Bikes – As specified in the document.
Software
Standard software used for dispatching emergencies by current operator, with same or upgraded higher/version with added features can be Implemented/used. Providing software will be bidders responsibility including monitoring the dashboard for the evaluation officer. Trip details should be generated through on line software; hence provision of the same should be made in the software.
Procurement
Procurement of the assets that are required to be provided by the DHS under the project shall be undertaken by the Service Provider in the manner specified below. (a) For the purpose of the procurement a Purchase Committee shall be formed by the Service Provider and the Government, shall nominate two Government officials to represent in the Purchase Committee. It would be the responsibility of the committee to ensure that all the procurements are done on a transparent, competitive and fair manner following procurement guidelines of the Government. (b) After getting prior-approval from DHS/Government for procurement of long term assets (CAPEX), Service Provider shall follow in respect of all procurement of assets, for items that are fully financed from the funds released by the State Government, a transparent procurement procedure, providing fair and equal opportunity to all the manufacturers and suppliers in the market for the specific goods and services i.e. as per State Government norms and by the committee of Service Provider where Govt. of Chhattisgarh would nominate its two representatives.
2.9 Earnest Money Deposit & Security Deposit
(a) The bidder shall deposit Bid Security/Earnest Money Deposit (EMD) amounting to Rs.5,00,000 (Rupees Five Lakhs Only) in the form of Banker’s Cheque/ Demand Draft/ Bank Guarantee of a Scheduled bank in favor of ‘Director of Health Services Raipur ’ (b) In the absence of the EMD, technical proposal of the bidder shall be rejected. (c) The EMD shall be kept valid through the proposal validity period and would be required to be extended if so required by the department. (d) The EMD shall be returned to unsuccessful bidders within a period of eight (8) weeks from the date of execution of the agreement with the successful bidder without any interest or claim whatsoever. (e) The EMD shall be forfeited, without any right of claim of the bidder, if the bidder withdraws its proposal during the interval between the proposal due date and expiration of the proposal validity period of the “Emergency Response Services” popularly known as “Sanjeevani Express ” in Chhattisgarh- Request for Proposal (f) The bidder whose proposal is accepted and Award issued shall have to deposit Performance Security of an amount of Rs.5,00,000.00 (Rupees Five Lakhs only ) along with signing of the agreement. Amount of EMD can be adjusted into the security deposit. Security deposit is for due performance of the agreement. Non submission of Performance security within the specified time shall also lead to forfeiture of the EMD. (g) In case performance security is deposited in form of Bank guarantee (BG) of a Scheduled bank, then the same should be valid for 60 months from the date of signing of the Agreement.
2.10 Financing of the Project:
Financing of the project shall be on reimbursement basis in accordance with the provisions of the agreement. Monthly payment will be made against claims/reimbursements bill submitted on monthly basis by the service provider.
2.11 Investment and ownership
All moveable and immovable assets created in the project will be the property of DHS, Government of Chhattisgarh. Account of such assets shall be maintained properly. The assets will have to be handed over to the Government on completion/termination of the agreement in proper working condition.
In case of Ambulances, they have to be handed over in operative and road worthy condition along with the tools provided by DHS, in good condition; normal wear and tear is permissible. In case the Ambulance is found non road worthy then the ambulance will be repaired at the risk and cost of the Service provider. All operational cost of all types including the statutory liability is the responsibility of the selected bidder.
2.12 Performance standards and standard operating procedures
Description of Penalty Amount of penalty to be imposed
Trip: Average Minimum 2.5 Trips per Ambulance per Day for BLS Ambulances and 1 Trip per Day Per ALS Ambulance. ( to be calculated monthly)
Equivalent to 1% of annual EMRS budget to be deposited as penalty (monthly) in EMRS account of Govt. of Chhattisgarh.
Permissible Response Time : Urban- 20 min Rural- 30 min Tribal- 45 min (In case of inter-district and inter-state, the above timeline is not applicable) ( to be calculated monthly
Average Ambulance uptime should be minimum 90% (to be calculated monthly). 15 % off road allowed for ambulances launched in the year 2011 and 10% allowed for ambulances after 2011. So average uptime
Trip details should be generated through on line software; hence provision of the same should be made in the software.
Not more than 5% of vehicle should be off road at any point of time
Two wheel Bike ambulance Performance standards and SOP Performance standards for emergency response center
Trip: From Ambulance base location to Scene to Hospital and Back to Base to be considered as 1 Trip. In case ambulance is dispatched and caller left at his own arrangement, will also be considered as trip
(Maximum permissible limit is 10% of Total Trip per month) Average will be counted considering entire month operation, entire fleet count and for the state. Average 10% ambulance downtime allowed to support preventive maintenance A life of Bike ambulance may be considered as 3 Years and or 1Lakh Kilometer, whichever is earlier. Penalty will be levied after 6 months of starting of project.
(a) Any delay in adhering to the Response Time and Patient Transport Times standards shall be recorded and reported by the Operator to Department and proportionate deductions shall be effected from the monthly bills. In case of reason beyond the control of operator, the penalty will not be levied with satisfactory and reasonable explanation.
(b) Response Time calculations shall be calculated as:
(i) Time of Call Received- shall be defined as the time at which the ERC has received a call through telephone or any other source (fire service, police).
(ii) Time of Arrival on Scene – shall mean the time at which an ambulance crew (the pilot) notifies the ERC that the ambulance has reached the point to the Patient.
(iii) Response Times for Urban, Rural and Tribal areas respectively, are as given below: Urban - 20 min
Rural - 30 min
Tribal – 45 min
(iv) In case of multiple response i.e. more than one vehicle arriving at the scene, the response time shall be recorded for the first vehicle arriving on scene.
(v) Response time standards may be suspended in case of a multi casualty incident or disaster in case Department calls on the vehicles to aid and for interstate transfer.
2.13. Monitoring & Evaluation
a) The performance will be reviewed by Mission Director, National Health Mission and Director, Health Services.
b) Evaluation of performance shall be undertaken by National Health Mission, or as designated by Director Health Services.
14. Saving Clauses
In the absence of any specific provision in the agreement, the issue will be decided on mutual agreement.
2.14 Force Majeure:
(a) 108-Ambulance Services as being emergency response services, the Operator shall not be allowed to suspend or discontinue Emergency Medical Services during occurrences of emergencies or Force Majeure Events. Provided, in such circumstances of emergencies and Force Majeure Event, if the Performance Standards are not complied with because of any damage caused to Ambulance vehicles or any of the Project Facilities or non-availability of staff, or inability to provide services in accordance with the Performance Standards as a direct consequence of such Force Majeure Events or circumstances then no penalties applicable for the relevant default in Performance Standards would be applied to such particular defaults. Provided further, unless the Force Majeure event is of such nature that it completely prevents the operation
of Ambulances, a suspension of or failure to provide Emergency Services on the occurrence of a Force Majeure event will be an Event of Default and Department may terminate this Agreement without any termination payment being made in respect thereof.
(b) Department agrees to reimburse the cost of repair or replacement of any damages to the 108 ERC building/ the Ambulances or any equipment in respect thereof that is damaged as a direct consequence of a Force Majeure Event, to the extent that such cost was not covered by the relevant insurance policies that were obtained by the Operator.
(c) On the occurrence of any Force Majeure Events or implementation of any disaster management operations or law and order emergencies, Department may give instructions to the Operator including requiring deployment of certain number of Ambulances in specific locations, in such circumstances, the Operator shall comply with such instructions and will be excused from adherence to relevant performance standards.
(d) The failure of a party to fulfill any of its obligations under the agreement shall not be considered to be a default in so far as such inability arises from an event of force majeure, provided that the party affected by such an event:-
• Has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of the agreement, and
• Has informed the other party as soon as possible about the occurrence of such an event.
2.15. Termination /Suspension of Agreement
(a) The Government may, by a notice in writing suspend the agreement if the service provider fails to perform any of his obligations including carrying out the services, provided that such notice of suspension-- (i) Shall specify the nature of failure, and
(ii) Shall request remedy of such failure within a period not exceeding 15 days after the receipt of such notice. (b) The Government after giving 30 days clear notice in writing expressing the intention of termination by stating the ground/grounds on the happening of any of the events (i) to (iv), may terminate the agreement after giving reasonable opportunity of being heard to the service provider.
(i) If the service provider do not remedy a failure in the performance of his obligations within 15 days of receipt of notice or within such further period as the Government have subsequently approve in writing. (ii) If the service provider becomes insolvent or bankrupt.
(iii) If, as a result of other than force majeure conditions, service provider is unable to perform a material portion of the services for a period of not less than 60 days: or
(iv) If, in the judgment of the Government, the service provider is engaged in corrupt or fraudulent practices in competing for or in implementation of the project. (c) In the event of premature termination of the contract by the Government on the instances other than non-fulfillment/ non-performance of the contractual obligation by the agency, the balance remaining un-paid amount on account of capital expenditure as on the day of termination shall be released within six months from the date of such termination.
2.16. Modifications
Modifications in terms of reference including scope of the services can only be made by written consent of both parties. However, basic conditions of the agreement shall not be modified.
2.17 Settlement of Disputes:
If any dispute with regard to the interpretation, difference or objection whatsoever arises in connection with or arises out of the agreement, or the meaning of any part thereof, or on the rights, duties or liabilities of any party, the same shall be referred for decision to the committee and the same shall be settled within 6 months of the acceptance of the dispute. The committee for the same shall consist of the following-
1) Secretary, Department of Health & Family Welfare. 2) Secretary, Finance Department. 3) Secretary, Law Department.
19. Right to Accept and Reject any Proposal Government reserves the right to accept or reject any proposal at any time without any liability or any obligation for such rejection or annulment and without assigning any reason.
20. Award of Contract and Agreement On evaluation of technical and financial parts of proposal and decision thereon, the selected bidder shall have to execute an agreement with the Government within 15 days from the date of acceptance of the bid is communicated to him. This Request for Proposal along with documents and information provided by the bidder shall be deemed to be integral part of the agreement. Before execution of the agreement, the bidder shall have to deposit Performance security of Rs. Twenty Five Lakhs mentioned in the proposal above.
21. Jurisdiction of Court Legal proceedings if any shall be subject to (Chhattisgarh) jurisdiction only.
22. Single bidder Although Government of Chhattisgarh and NHM will do it’s best to encourage the participation of multiple parties for the tender, however in the case of a single bidder, Government can take a decision of awarding the contract due to the nature of the service being that of emergency services and affecting the lives of the citizens of the state
23. Ambulance and Medical Equipment replacement Government of Chhattisgarh will ensure that ambulances that have crossed 2.5 lakh kilometers run or 5 Years of operation whichever is earlier, and will also ensure the replacement of critical equipment’s that have crossed reasonable service life
1. Proposal submitted for the project Proposal submitted for the project: “Emergency Response Services” popularly known as “108Sanjeevani Express”
2. Name and postal address of the organization submitting Proposal. PAN, Service Tax and Sales Tax registration numbers with self-certified copy
Telephone No. with STD Code Fax Number
E-mail address, if any
Name and address of the Chief Executive (with telephone Nos.)
3. Proposal addressed to: Mission Director, NHM, 4. Reference of the Notice for
invitation of proposals NoYYYYYYY.dtYYYY
5. Reference of deposit of document Charges in the form of Demand Draft (Rs.1000.00)
1. Receipt/DD NoYYY..dtYYY For RsYYY 2. Receipt/DD NoYYY..dtYYY For RsYYY 3. Receipt/DD NoYYY..dtYYY For RsYYY
6. Authority for signing and submitting the document (Power of
Attorney, Resolution of the organization ) 7. Documents enclosed in support of the Request-
1) ………………………………………….. 2) …………………………………………. 3) …………………………………………… 4) ………………………………………….. 5) …………………………Total pages…………………..
Name and signature of the authorized signatory Seal of the organization Date
1A: FORMAT for UNDERTAKING
1. I/We declare that we have read and understood and that we accept all clauses, conditions and any addendum thereof, and descriptions of the RFP document without any change, reservations and conditions.
2. I/We have carefully examined and conform to all the parts of the RFP documents and have obtained all the requisite information affecting this proposal and am/are aware of all conditions and difficulties likely to affect the execution of the agreement.
3. I/We hereby propose to implement the project as described in the RFP document in conformity with the conditions of agreement and the technical aspects as indicated in this RFP.
Place: ( )
Date: Signature of authorized signatory Designation and Official seal
Note- The bidders are not required to submit a signed copy of RFP document along with his Proposal
2: ACKNOWLEGEMENT & FINANCIAL PROPOSAL
FINANCIAL PROPOSAL (BoQ)
To The Director Health Services Department of Health & Family Welfare Indrawati Bhawan, 3rd Floor, Naya Raipur Chhattisgarh
Sub: - Request for Proposal for “Emergency Response Services” popularly known as “Sanjeevani” in Chhattisgarh
Sir,
1. Having carefully examined all the parts of the RFP documents and having obtained all the requisite information affecting this proposal and being aware of all conditions and difficulties likely to affect the execution of the agreement, I/We hereby propose to implement the project as described in the RFP document in conformity with the conditions of agreement, technical aspects and the sums indicated in this financial proposal.
2. I/We declare that we have read and understood and that we accept all clauses, conditions and any addendum thereof, and descriptions of the RFP document without any change, reservations and conditions.
3. If our proposal is accepted, we undertake to deposit security deposit of Rs 25,00,000.00 (Rupees Twenty Five Lakhs Only) before execution of the formal agreement
4. I/We agree to abide by this proposal/bid for a period of 180 days from the date of its opening and also undertake not to withdraw and to make any modifications unless asked for by you and that the proposal may be accepted at any time before the expiry of the validity period or the extended bid validity period.
5. Unless and until the formal agreement is signed, this offer together with your written acceptance thereof shall constitute a binding contract between me/us and the Government of Chhattisgarh.
6. We submit the Schedule of Rate as appended herewith.
Yours faithfully Signature of the authorized signatory
Encl: Schedule of Rate
Schedule of Rate:
Parameter Number of Ambulances
108 Blood Transportation Bike.
108 Bike Ambulance 6+4=10
Note: Government of Chhattisgarh will allow an increase of 10% at the end of every year after.
Annexures:
Schedule of Rates For Integration, Operation and Management of “Integrated Referral Transport, and Blood transportation, Bike Ambulance” in Chhattisgarh.
S.N Particulars Price (In Rupees)
Price (In Rupees)
A “Sanjeevani 108: Emergency Medical Ambulance Service” Rate for ALS (10) & BLS (230):
Cost per Ambulance per Month for ALS and BLS Ambulance
Rs 100/- C9 X 240=A
The rate is inclusive of all expenses/costs towards: 1. Operation and maintenance of the GPS based services including staff salary and allowances, recruitment & training, staff insurance & others HR cost, fuel, comprehensive maintenance charge of ambulances, ambulance insurance (post deployment), uniforms, Ambulance mobile phones, conveyance and traveling, asset insurance, telephone, Mobile, PRI line, internet etc., rent of buildings (other than call centre /control room), electricity & water, housekeeping, AMC of hardware, software, license fee, equipment, etc., postage & courier, printing and stationary and all other miscellaneous expenses , taxes, duties, fees etc. However, the amount towards road tax for ALS and BLS shall be borne by the department as part of the capital