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Tender No.: --65 /MPPHSCL/RFP – Equipment Maintenance/2016/ Dated:23/02/2016

REQUEST FOR PROPOSAL

FOR

HIRING OF SERVICE PROVIDER FOR BIOMEDICAL EQUIPMENT MAINTENANCE INALL HOSPITALS OF DIRECTORATE OF HEALTH SERVICES, GOVERNMENT OF

MADHYA PRADESH

(Non transferable)

Madhya Pradesh Public Health Services Corporation Limited

(A Government of Madhya Pradesh Undertaking)

1st Floor, OILFED BUILDING, Arera Hills

Bhopal - 462011.

Phone: 0755 - 4041955, 2578915

Website: https://mpphscl.in

[For any further clarifications / queries on e-Portal can be contacted at:

Website for e-procurement: http://mpeproc.gov.in

Toll Free Nos.: 18002588684

Mobile No. 08989685065, 08965065346, 08965022417 (queries related to e-proc. portal with TCS),

Phone No. 0755-6500102

e-mail: eproc_helpdesk@mpsdc.gov.in

Helpdesk Address: TCS helpdesk, 5th Floor , Corporate Zone, DB Mall , Arera Hills , Bhopal]

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SECTION IRequest For Proposal

Madhya Pradesh Public Health Services Corporation Limited

(A Government of Madhya Pradesh Undertaking)

1st Floor, Oilfed Buidling, 1 Arera Hills, Bhopal - 462011.Phone: 0755— 4041955, 2578915

Website: www.mpphscl.in

Tender Enquiry No.: -65-/MPPHSCL/RFP – Equipment Maintenance/2016 Dated:23/02/2016

Managing Director, MPPHSCL, for and on behalf of Department of Public Health & Family Welfare, Govt.of Madhya Pradesh invites online national tender, for Hiring of Service provider for BiomedicalEquipment Maintenance in all DH, CH, and CHC & PHC’s of DoPHFW, GoMP from eligible andqualified Bidders for Maintenance of Equipment as per details given below:

Name & List ofBio MedicalEquipment

DescriptionEquipment

Maintenancerequired at

EMD

as per Annexure 1Schedule No.1(tentative list ofBiomedicalEquipment)

HIRING OF SERVICE PROVIDER FOR BIOMEDICALEQUIPMENT MAINTENANCE IN ALL HEALTH

FACILITIES OF DIRECTORATE OF HEALTH SERVICES’(DISTRICT HOSPITALS, CIVIL HOSPITALS,

COMMUNITY HEALTH CENTERS AND PRIMARYHEALTH CENTERS) ACROSS THE STATE OF MADHYA

PRADESH

Equipmentat

DH,CH,CHC,PHC

35,00,000/-

The Schedule of E-Tendering Activities for RFP for Service Providers for Maintenance of Bio Medical Equipmentfrom DH to PHC in DoPHFW in the State of Madhya Pradesh are as under:

Sr. No. Activity Date and Time1 Start of Purchase of Tender Document online 23 /02/2016 at 11:00 Hrs2 End of Purchase of Tender Document online 11/04/2016 at 15:00 Hrs3 Date and time of pre-bid meeting at MPPHSCL Meeting Hall

TILHAN SANGH Campus, Arera Hills, Bhopal (MP).09 /03/2016 at 12:00 Hrs

4 End of Bid Submission –online & Physical bid submission onlyat OILFED building

11/04/2016 at 15:30 Hrs

5 Opening of Technical Bid (Envelope-A)online .The Physicalbid opening

11/04/2016 at 16:00 Hrs

6 Financial Bid Financial bid would be opened onlineof those Bidders whose bids aretechnically qualified. The dates wouldbe informed later to technicallyqualified bidders declared on websitewww.mpphscl.in

(1) Tender documents may be viewed or purchased online by interested and eligible bidders from the websitewww.mpeproc.gov.in on the above mentioned dates after paying Tender fee of Rs.10,000/- and Processing Fee, asapplicable. Tender document may also be viewed from the website www.mpphscl.in.

(2) Bidders are required to submit their tenders online at www.mpeproc.gov.in on or before the key dates given above. ThePhysical copy of the Technical Bid along with original EMD/Bid Security of Rs. Thirty five lakhs should also besubmitted at the address below latest by 11/04/2016 at 15:30 Hrs..

(3) All further notifications/amendments, if any shall be posted on www.mpeproc.gov.in and www.mpphscl.in only. Noseparate communication shall be made with individual Bidders or in news papers.

Managing Director,MPPHSCL, Bhopal

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List of Contents

Section-01: Notice Inviting Proposals 04

Section-02: Disclaimer 07

Section-03: General Instructions to Bidders 09

Section-04: Evaluation Process 3 2

Section-05: Negotiations 3 6

Section-06: Miscellaneous 3 8

Section-07: Terms of Reference 39

Section-08: Appendices: Formats for Proposal Submission 46

Format1: Covering Letter for Proposal Submission

Format2: Power of Attorney for Signing of Proposal

Format3: Power of Attorney for Lead Member of Consortium

Format4: Affidavit

Format5: Anti-Collusion Certificate

Format6: Project Undertaking

Format7: Memorandum of Understanding (MoU)

Format8: Board Resolutions for Bidding Entities

Format9: Undertaking for Individual Members

Format10: Information Regarding Bidder

Format11: Details of Eligible Experience

Section-09 Checklist for the bidders 66

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Section-01: Notice Inviting Proposals

Managing DirectorMadhya Pradesh Public Health Services Corporation Limited (MPPHSCL)

Bhopal (MP)

InvitesProposals for Maintenance of Biomedical Equipment situated at all District Hospitals, Civil

Hospitals, CHCs and PHCs of Department of Public Health & Family Welfare, Government ofMP

Tender Enquiry No - 65-/MPPHSCL/RFP – Equipment Maintenance/2016Dated: 23/02/2016

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1.1 Data Sheet

Name of the ProjectProject Objectives

Maintenance of biomedical equipment located at DistrictHospitals, Civil Hospitals, CHCs, and PHCs of Governmentof Madhya Pradesh

Required Proposals i. Technical Bid (asperdetailsin3.6.2).ii. Financial Bid (asperdetailsin3.6.3).

Contact details for allqueries

at Office of MPPHSCL, 1 Arera Hills, TILHAN SANGHCampus, , Bhopal (MP).,phone no.0755- 4041955,2578915,email cgmt.mpphscl@gmail.com

Language in whichproposals should besubmitted

Language-English

tendersubmissionprocess

1.2 Interested eligible Tenderer(s) may obtain further information for scope of work/services andother terms and conditions applicable under this tender from MPPHSCL unless otherwisespecified, tenders will be submitted online (both Technical & Financial) as per the Key Datesin the Notice published on the website http://www.mpeproc.gov.in For online bidding scancopy of needful documents in proper resolution should be uploaded online. Bidders arerequired to sign their bids online using Class III - Digital Certificates only. For furtherinformation, Bidders are requested to read Users Guide available in M.P. Government’s E-Procurement Portal https://www.mpeproc.gov.in/. The bidders may also contact E-Procurement Cell / Helpdesk at Toll Free No. 1800-258-8684 and e-mail:eproc_helpdesk@mpsdc.gov.infor any query related to E-portal.

1.2.1 Physical technical bid (without price bid) along with original EMD in an envelope superscribing “Tender No. 65 for RFP – Equipment Maintenance” due on 11/04/2016 [due dateand time of submission of Technical Bid]” should also be addressed and submitted on orbefore the date & time of online opening of technical bid and shall be submitted to “ManagingDirector, Madhya Pradesh Public Health Services Corporation Limited,1st Floor, OILFEDBUILDING , Arera Hills , Bhopal – 462 011. The officer receiving the physical documentsshall give the bidder an official receipt duly signed with date and time.

1.2.2 The Bidders must ensure that they deposit their physical technical bid along with originalEMD not later than the closing time and date specified for submission of tenders. In the eventof the specified date for submission of tender falls on / is subsequently declared a holiday orclosed day for the Tender Inviting Authority, the physical technical bid and original EMDwill be received up to the appointed time on the next working day.

1.2.3 Tender Document seeks tender submission by following two Tender Online System, in twoparts i.e. First part - “Technical Bid (EMD & Technical documents) – Envelope-A” andsecond part - “Financial Bid’ – Envelope-C

Financial bid to be uploaded in Price Sheet as per Format to be uploaded on –lineonly on http://www.mpeproc.gov.in and not to be submitted physically.

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1.2Eligibility Criteria and other important conditions

Eligibility Criteria i. The Bidder shall be a sole Bidder or a group (maximum 3) coming together asConsortium to implement the Project.

ii. The Bidder shall be a proprietor, partnership firm, company, society, a trust or anyother legal entity eligible to do business in India and registered with appropriateauthority in India as per applicable law.

iii. Technical Capacity:a. The bidder (sole or in consortium) should have last three (3) financial years (2013-14,

2014-15 & 2015 - 2016) of experience of (at the time of bid submission) maintainingwide range of Biomedical Equipment at a minimum of 10 hospitals (includingpublic/private) with each hospital having a minimum of 100 beds OR a minimum of 5hospitals with 200 beds OR a minimum of 2 hospitals with 500 beds OR a total of1000 beds. Maintenance of Biomedical Equipment means that the bidder ismaintaining wide range of medical equipment (for eg. BP apparatus to imaging & othermajor equipment) installed in a hospital setup. Bidder should submit satisfactory clientcertificate along with copy of contract(s) issued by these clients towards above.

b. Bidder should be able to set up a centralized toll free no(s) call center, with adequatestaff supported with software immediately.

c. Bidder should have at least 7 nos. skilled Biomedical engineering human resource onhis pay roll at the time of bid submission. Documentary proof in this regards need tobe submitted in the bid.

d. Bidder must give an undertaking to equip its trained Biomedical engineering humanresource team with required vehicles to reach out to sites as well as vehicles tocarry/transport tools and equipment to and from the site. The bidder must also ensurethat no equipment is transferred across health facilities to meet requirements onrandom basis as this could disturb patient care and planning at a given facility.

iv. Financial Capacity: The bidder should have robust financial capacity and should haveachieved average annual turnover of Rs. 10 Crores in last three financial year (2012-13, 2013-14 & 2014-15). Bidder (sole or consortium) should also be able to produceevidences of receipt of min. Rs. 20 lakh (i.e. Service Turnover) from biomedicalengineering maintenance work in a financial year out of last three years. In case ofconsortium, Cumulative Financial turnover (average annual turnover) of theconsortium partners shall be considered for evaluation purpose and Service Turnovershall also be of any one consortium partner alone. Lead partner should have maximumshare in the consortium.

Scope of Work Maintenance of equipment of all healthcare facilities of DoPHFW, GoMPBid Security(Earnest MoneyDeposit)

Rs. 35 lakhs. The Bid Security shall be kept valid for 180 days from the date of submissionof bids (the “Proposal Due Date”) and could be submitted in the form of Bankguarantee/Demand Draft issued from any commercial bank in India in favour of ManagingDirector, MPPHSCL payable at Bhopal.

PerformanceSecurity

05 % of the annual value of proposed contract in the form of Bank Guarantee. Theperformance security will be valid up till 6 months beyond the expiry of agreement period.

Agreement Period 4 years extendable to a maximum of another term of 1 year subject to annual performanceappraisal by Tender Inviting Authority.

Tender InvitingAuthority andplace of bidsubmission

Managing Director, Madhya Pradesh Public Health Services Corporation Limited, 1Arera Hills, Tilhan Sangh Building, Bhopal (MP)-462011

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Section-02: DisclaimerDisclaimer

The information contained in this Request for Proposal document (the “RFP”) or subsequentlyprovided to the Bidder(s), in documentary or any other form by or on behalf of the Authority orany of its employees or advisors, is provided to Bidder(s) on the terms and conditions set out in thisRFP and such other terms and conditions subject to which such information is provided to theBidder.

Whilst the information in this RFP has been prepared in good faith and contains general informationin respect of the Proposed Project, the RFP is not and does not purport to contain all the informationwhich the Bidder may require.

Neither the Authority, nor any of its officers or employees, nor any of their advisers nor consultantsaccept any liability or responsibility for the accuracy, reasonableness or completeness of, or forany errors, omissions or misstatements, negligent or otherwise, relating to the proposed Project,or makes any representation or warranty, express or implied, with respect to the informationcontained in this RFP or on which this RFP is based or with respect to any written or oral informationmade or to be made available to any of the recipients or their professional advisers and liabilitytherefore is here by expressly disclaimed.

This RFP document is not an agreement and is not an offer or invitation by the TIA or MD,MPPHSCL, (here in after referred to as “Authority”) or its representatives to the prospectiveBidders or any other person. The purpose of this RFP document is to provide interested partieswith information to assist the formulation of their Proposal. The information contained in this RFPis selective and is subject to updating expansion, revision, and amendment. Each recipient mustconduct its own analysis of the information contained in this RFP or to correct any inaccuraciesthe rein that may be in this RFP and is advised to carry out its own investigation into the proposedProject, the legislative and regulatory regime which applies thereto and by and all matterspertinent to the proposed Project and to seek its own professional advice on the legal, financial,regulatory and taxation consequences of entering into any agreement or arrangement relating tothe proposed Project.

This RFP includes certain statements, estimates and targets with respect to the Project. Suchstatements, estimates and targets reflect various assumptions made by them an agement,officers, and employees of the Authority, (and the base information on which they are made)which may or may not prove to be correct. No representation or warranty is given as to thereasonableness of forecasts or the assumption son which they may be based and nothing in thisRFP is, or should be relied on as, a promise, representation, or warranty.

RFP document and the information contained therein meant only for those applying for thisProject, it may not be copied or distributed by the recipient to third parties, or used as informationsource by the Bidder or any other in any context, other than applying for this proposal.

The TIA/Authority, its employees and advisors make no representation or warranty and shallhave no liability to any person, including any Bidder under any law, statute, rules or regulationsor tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost orexpense which may arise from or be incurred or suffered on account of anything contained in this

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RFP or otherwise, including the accuracy, adequacy, correctness, completeness or reliability ofthe RFP and any assessment, assumption, statement or information contained therein ordeemed to form part of this RFP or arising in any way for participation in this Bidding process.

The TIA/Authority also accepts no liability of any nature whether resulting from negligence orotherwise how so ever caused arising from reliance o f any Bidder upon the statementscontained in this RFP.

The TIA/Authority may in its absolute discretion, but without being under any obligation to doso, update, amend or supplement the information, assessment or assumptions contained in thisRFP.

The issue of this RFP does not imply that the TIA is bound to select a Bidder or to appoint theSelected Bidder or Bidder, as the case may be, for the Project and the T I A reserves the right toreject all or any of the Bidders or Bids at any point of time without assigning any reasonwhatsoever.

The Bidder shall bear all its costs associated with or relating to the preparation and submission ofits Bid including but not limited to preparation, copying, postage, delivery fees, expensesassociated with any demonstrations or presentations which may be required by the TIA or anyother costs incurred in connection with or relating to its Bid. All such costs and expenses willremain with the Bidder and the T IA / Authority shall not be liable in any manner whatsoever forthe same or for any other costs or other expenses incurred by a Bidder in preparation or submissionof the Bid, regardless of the conduct or out come of the Bidding process.

Any information/documents including information/ documents pertaining to this RFP orsubsequently provided to Bidder and/or Selected Bidder AND information/ documents relatingto the Bidding process; the disclosure of which is prejudicial and/or detrimental to, orendangers, the implementation of the Project IS NOT SUBJECT TO DISCLOSURE AS PUBLICINFORMATION/ DOCUMENTS.

Managing Director, MPPHSCL, Bhopal(A GoMP undertaking under DoPHFW)

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Section-03: General Instructions to Bidders

General Instructions to Bidders:A PREAMBLE3.1 Definitions and Abbreviations3.2 Language of Tender3.3 Background information-Request for Proposal3.4 Instructions to BiddersB RFPDOCUMENTS3.5 Contents of RFP DocumentsC Bid Preparation and Submission3.6 Documents Comprising Preparation and Submission of Bids3.7 Preparation and Submission of Proposals3.8 Additional Requirements for Proposals from a Consortium3.9 Bid Security3.10 Sealing and Signing of Proposal3.11 Proposal Due Date and Time3.12 Late Proposal3.13 Modifications/Substitution/Withdrawal of Proposals3.14 Clarifications and Pre-Bid Conference3.15 Amendment of RFP3.16 Proposal Validity period3.17 Extension of Proposal Validity Period3.18 Right to accept or Reject Proposal3.19 Confidentiality3.20 Acceptance of LoI and Execution of Agreement3.21 Performance Security3.22 Return of Proposal and Bid Security

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A. PREAMBLE

3.1 Definitions and abbreviations

The following definitions and abbreviations, which have been used in this RFP shallhave the meanings as indicated below:

3.1.1 Definitions:

i. “Request for Proposal/bid document/Tender Document” means asolicitation made through a bidding process by the contracting Authority(Usually a government body/agency) for procurement of a service.

ii. “Proposal/Bid” means Quotation/Tender received from a SoleBidder/Consortium.

iii. “Bidder” means the Sole (Proprietor/ Firm/ Company/Society/ Trust) orConsortium (a group of max. 3) submitting Bids/Quotation/Tender.

iv. "DHS" means Directorate of Health Services, Madhya Pradesh.

v. "DoPHFW" Department of Public Health & Family Welfare.

vi. "MPPHSCL" means Madhya Pradesh Public Health Services Corporation Limited.

vii. “Supplier/Agency/Service Provider” means the selected bidder supplying theservices as incorporated in the RFP.

viii. “Services” means services allied and incidental to the supply of goods andservices, such as transportation, installation, commissioning, provision oftechnical assistance, training, maintenance service and other such obligations ofthe supplier covered under the RFP.

ix. “Earnest Money Deposit” (EMD) means Bid Security/monetary or financialguarantee to be furnished by a Bidder along with its Bid;

x. “Contract” means the written agreement entered into between the purchaserand/or consignee and the supplier, together with all the documents mentionedthere in and including all attachments, annexure etc. therein.

xi. “Day” means Calendar Day.xii. Associate means, in relation to the applicant/ bidder / consortium member, a

person who controls, is controlled by, or is under the common control with suchapplicant/bidder/consortium member (the “Associate”).

xiii. “Control” means, with respect to a person which is a company or corporation, theownership, directly or indirectly, of more than 50%(fifty percent) of the votingshares of such person, and with respect to a person which is not a company orcorporation, the power to direct the management and policies of such person byoperation of law.

xiv. “Authority” means state government or any agency authorized by stategovernment.

xv. TIA means Tender Inviting Authority who has floated the RFP on behalf ofMission Director, National Health Mission, GoMP;

xvi. Managing Director (MD), MPPHSCL is Tender Inviting Authority;

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xvii.Mission Director (MD) National Health Mission (NHM) Bhopal GoMP isContracting Authority

xviii. “Response Time” means the time taken by the service provider toattended/check the equipment from the time of fault reporting by any healthfacility.

xix. “Rectification Time” means time taken by the service provider to operationalizethe faulty equipment from the time of fault reporting by any health facility.

xx. CCC- Centralized Call Centre with toll free number 24x7 multiple gateways withcall recording facility with log facility.

3.1.2Abbreviations:

i. “RFP” means Request for Proposal

ii. “MoU” means Memorandum of Understanding

iii. “PHC” means Primary Health Centre

iv. “CCC” means Centralized Call Centre

v. “CHC” means Community Health Centre

vi. “LOI” means Letter of Intent

3.2 Language of Tender

3.2.1The Bid submitted by the Bidder and all subsequent correspondence anddocuments relating to the tender exchanged between the Bidder and thepurchaser, shall be written in the English language, unless otherwise specified inthe RFP. However, the language of any printed literature furnished by the Bidder inconnection with its Bid may be written in any other language provided the sameis accompanied by a notarized English translation and, for purposes ofinterpretation of the tender, The English translation shall prevail.

3.2.2The Bid submitted by the Bidder and all subsequent correspondence anddocuments relating to the tender exchanged between the Bidder and the“Contracting Authority”, may also be written in the Hindi language, provided thatthe same are accompanied by notarized English translation, in which case, forpurpose of interpretation of the tender, the English translations shall prevail.

3.3 Background Information

3.3.1 Background Information

3.3.1.1 M a n a g i n g D i r e c t o r , M P P H S C L , Bhopal (the “Authority”) seeks toengage supplier of services for maintenance of biomedical equipment installedin all health facilities (District Hospital, Civil Hospital, CHCs, PHCs) of all 51districts of DoPHFW, Government of Madhya Pradesh. MD, NHM hasentrusted Managing Director, MPPHSCL to invite proposals on behalf toselect a most suited service provider.

3.3.1.2 This Request for Proposal (RFP)is for “Medical Equipment Maintenance Services”

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(hereinafter referred to as “Project”).

3.3.1.3ThisRFPconsistsoftwoPartsaslistedbelow and would include any Addenda issue dinaccordancewithClause3.15ofthisRFP:

i. Instruction to Bidders.

ii. Draft Agreement along with its schedule.

3.3.1.4 Interested parties may purchase and download the RFP document and submittheir offers online (both Technical & Financial) to TIA with a non-refundablepayment of Rs. 10000/- ,by e-payment to MPPHSCL Bhopal through procurementportal between any time as mentioned in the key schedules. RFP document could bedownloaded from www.mpphscl.in for viewing purpose only.

3.3.1.5 The purchaser of the RFP document must be the Bidder itself or a member of theconsortium submitting the Proposal, authorized by the consortium.

3.3.1.6A single stage bidding process will be followed to decide the Selected Bidder. Thereshall not be any separate Pre-Qualification Stage for short-listing of Bidders. Bidswill be evaluated in two steps. In the first step, the bids will be assessed on the basisof technical evaluation for responsiveness to the set out qualification and eligibilitycriteria. Those Bidders who meet the minimum eligibility criteria and scored aminimum score of 75% shall be shortlisted and only their Financial Bids shall beopened for evaluation. The Financial Bids of the Bidders not qualifying throughthe technical bid process shall not be opened.

3.3.1.7 The Contracting Authority i.e. Managing Director, Madhya Pradesh Public HealthServices Corporation Limited will enter in to an Agreement with the selectedBidder.

3.3.1.8 RFP submissions by Bidders (both Technical & Financial Bid Online only) shouldbe on or before the time of submission as specified in the key events at thebeginning in the manner specified in the RFP document. Technical Proposalshould also be submitted in physical copy. Authority shall not be responsiblefor any delay in receiving the Proposal.

3.3.1.9 Technical Proposal (PART 1: Techno-Commercial Bid) along with EMD &Document fee receipt of Rs. 10000/- with all pages numbered serially. In the eventof any deviation from any of the instructions mentioned herein have not beenadhered to, the Authority may at its sole discretion reject the bid.

3.3.1.10The dates and other particulars relating to the RFP are given in the Data Sheetattached at the beginning of the RFP document. The Authority may at its solediscretion alter the schedule any time during the process by giving due notice.

3.4 Instructions to Bidders

3.4.1 General Terms of Bidding

3.4.1.1 All the Bidders are required to submit their Proposal in accordance with the termsset for thin this RFP.

3.4.1.2 The TIA reserves the right to invite fresh bids with or without amendmentof the RFP at any stage or to terminate at any time the entire bidding/selection

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process without any liability or any obligation to any of the Bidders andwithout assigning any reason what so ever.

3.4.1.3 The Bidders shall enclose its Proposal, complete with its Formats, all therelevant documents to support information provided in the Proposal.

3.4.1.4 The Bidder should submit a Power of Attorney as per the form at mentioned inFORMAT2, authorizing the signatory of the Proposal to commit the Bidder. Inthe case of a consortium, the Members should submit a Power of Attorney infavor of the Lead Member as per FORMAT 3.

3.4.1.5 An individual Bidder cannot at the same time be member of a Consortiumsubmitting a bid for the Project. Further, a member of a particular Bidderconsortium cannot be a member of any other Bidder consortium submitting abid;

3.4.1.6 Members of the Consortium shall enter into a binding Memorandum ofUnderstanding, in the form specified at FORMAT - 7 (the “MoU”), for the purposeof submitting a bid. The MoU, should be submitted along with the Bid.

3.4.1.7 Any entity which has been barred/ blacklisted by the Government of MadhyaPradesh, TIA, any other State Government or Government of India fromparticipating in any project, and the bar/blacklisting subsists as on theProposal Due Date, the concerned entity would not be eligible to submit theProposal, either individually or as member of a Consortium. The Bidder oreach Consortium member, as the case may be, shall have to submit an affidavitto this effect as per FORMAT - 4 as part of the Qualification Proposal.

3.4.1.8 While bid is open to bidders from any other country, the bidder shall workthrough a subsidiary or a registered company based in India.

3.4.1.9 For all medical equipment that is under any form of AMC/CMC, the statehealth department shall not be renewing the equipment specificmaintenance contracts.

3.4.1.10 Service Provider is not allowed to sub contract the whole of services.AMC/CMC of High end and OEM equipment such as X-ray machines,ABG machines, Analyzers, Monitors etc. could be subcontracted to originalmanufacturer or their authorized service agencies. All other smallequipment such as Stethoscope, BP apparatus, suction machines, flowmeters & regulators etc. are to be repaired by Service Provider itself.

3.4.1.11 The maintenance service provider shall not be including cost of maintainingany equipment which is under any kind of CMC/warranty in its firstproposal and cost of such equipment shall not be included till the timeexisting contract(s) with other service provider(s) is valid for the respectiveequipment. However, equipment under AMC without spare parts, ServiceProvider may estimate spare parts charges and could quote accordingly.

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3.4.1.12 Maintenance costs for equipment that are currently in any CMC/warrantycontract shall be added by the service provider only after the expiry of contractsfor the respective equipment.

3.4.2 Scope of Work

3.4.2.1 T I A seeks to engage Service Provider for Maintenance of BiomedicalEquipment with an aim:

(i) To maintain biomedical equipment ins t a l led in all DHS health facilitiesof all District Hospitals, Civil Hospitals, Community Health Centers andPrimary Health Centers across the state of Madhya Pradesh. The tentativelist of such equipment is attached at Annexure I. Service support is requiredto maintain all equipment through 24X7 call center followed byimmediate response not later than 48-hours. The list is an estimated quantityof equipment at all health facilities of DoPHFW. Actual no. of equipment atsite may vary. Bidder shall be paid based on actual no. of equipment to bemaintained as per the contracted rates.

(ii) Selected Service Provider shall carry out equipment mapping andmaintenance of all equipment in first 4 months (from the date ofcommencement of services).However, TIA has tried his best to provideinformation as accurate as possible. All equipment and related informationshall be entered into Equipment MIS after verification from hospitalauthority (MIS to be provided by the Authority) by the Service Provider inthese four months.

(iii) Calibration (either through third party or self) of all equipment as permanufacture’s guidelines; Annual third party calibration of calibrationequipment, wherever required, by NABL accredited laboratory be carriedout for all calibration processes.

(iv) Service provider shall maintain all equipment irrespective of theirAMC/CMC/Warranty status. Service provider shall administer theAMC/CMC/Warranty contracts. For this purpose, district hospitalauthorities shall facilitate the incumbent service provider to takeauthorization from AMC/CMC providers for the respective equipment forwhich AMC/CMC may be in existence.

(v) Equipment under AMC without spare parts shall also be maintained by theservice provider (i.e. contract administration) and spare parts required, ifany, shall be borne by the Service Provider.

(vi) To provide 24x7, 365 days maintenance support through comprehensivemaintenance and to ensure uptime of 95% for all equipment (to be measuredquarterly for every equipment). Wherever it is anticipated to take longer time,the service provider shall organize substitute equipment for smoothfunctioning of healthcare operations. If standby equipment is provided bythe Service Provider, the rectification time shall be the time of placement offunctional standby equipment of similar specifications meeting majortechnical parameters of faulty equipment.

(vii) Service provider shall make all arrangement of stay of the personnel/staff

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deputed to attend the complaint and Hospital Authorities in no way provideany facilities (like guest house or vehicles) apart from allowing themaintenance of the equipment.

(viii) Service Provider shall provide technical services by deputing maintenanceengineers & technicians in adequate no and shall keep sufficient inventoryof spare parts which are frequently required.

(ix) For first four months of time from the contract award date, bidder shall carryout preventive maintenance work and calibration of all equipment and willalso update masters of equipment MIS. Condition of equipment uptime andpenalty shall not be applicable during these first four months. Once thesefour months are over, Service Provider has to ensure required uptime for allequipment.

(x) To carry out Pre-planned Preventive Maintenance (PPM) of everyequipment under the contract at least every six monthly basis; minor workrelated to electrical issue also needs to be resolved by the Service Provider.During PPM calls, the service provider shall carry out processes as detailedby the manufacturer through pre-defined protocols. There should be gap ofminimum 90 days between two preventive maintenance visits. Serviceprovider can do more than two preventive maintenance visit in a year as perrequirement/nature of equipment.

(xi) Service provider shall keep sufficient inventory of spare parts which arefrequently required to minimize down time.

(xii) Medical Equipment that are already in AMC or CMC, the service providershall administer the contract on behalf of state health department.

(xiii) For Medical Equipment that is currently under warranty, the serviceprovider shall administer all maintenance activities on behalf of the statehealth department for the entire duration.

(xiv) The maintenance service provider shall be identifying and respondingto requests seeking maintenance of all Biomedical Equipment available inall District Hospitals, Civil Hospitals, Community Health Centers andPrimary Health Centers across the state of Madhya Pradesh through theMaintenance Process Tracking Identification Number (MPT-IDs) to begenerated from the EMMS (Equipment Management & MaintenanceSoftware) which shall be provided by TIA to the Service Provider.

(xv) Maintenance service provider shall establish and operate an exclusive 24x7-customer care centre for accepting calls and managing the maintenanceservices.

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Operationalization of Maintenance services will be regarded as:

On receipt of NOA, the agency will carry out following tasks:a) To visit health facilities with prior intimation (Name of the contact person and

his contact number to be provided) to health facilities and NHM;b) To ensure that the services are conducted as per Standard Operating Procedures

with pre-defined protocols;c) To carry out initial inspection of each equipment in every individual hospital

and prepare a schedule for carrying out services.d) To identify the assistance required from the hospitals;e) To share the schedule as well as the type of assistance required from the hospitals

to the designated representative of the Hospital and seek their conveniencef) To carry out maintenance of each equipment on the pre-defined protocols (to be

shared with the laboratory) as per manufacturer’s directions.g) To carry out equipment calibration of the parameters wherever required as per

manufacturer’s guidelines and/or as per National/ International Standardsh) To generate report after each visit.i) To carry out a minimum of two maintenance calls on six monthly basis and

breakdown calls as and when needed;j) PPM, breakdown maintenance, troubleshooting, end user training etc.

conducted on all biomedical equipment of all health facilities;k) Setting up Customer Care Centre to accept calls for fault registration.l) Recruitment of trained engineering and administrative human resource for

conducting the contract;m) To provide categorization of all equipment, clearly identifying critical

equipment.n) The Authority shall have the right to increase the number of equipment, which

are under warranty/AMC/CMC, beyond the present number from the dateof execution of the Agreement. In the event of any such increase in the numberand density of equipment by the Authority, the Bidder shall maintain theadditional equipment till the remaining warranty/AMC/CMC term/duration inthe given year without any extra cost to the TIA. Once these equipment are outof warranty/AMC/CMC, the monetary value for the maintenance of the addedequipment shall be chargeable by the Service Provider as part of the existingscope of work and upon the same terms and condition specified in the Agreement.These maintenance charges shall be paid to the Service Provider on Pro rata basisi.e. from the following quarter.

3.4.2.2 The Maintenance Contract Service Provider shall at all times comply withapplicable laws and regulations pertaining to the safety and hazard ofBiomedical equipment especially those pertaining to radiation, safety,security, environment, all general public general and national laws and therequirements of competent and/ or Regulatory Authority whose jurisdictionapplies in the area where the services are being provided.

3.4.2.3 The service provider shall establish a well- equipped service network andadequately staffed Centralized Call Centre (CCC) that is accessible through“Centralized toll free number”. For each h e a l t h f a c i l i t y , there would be anodal officer(s) to whom a confirmation call may be given by the maintenanceservice provider after acceptance of a breakdown call and entry into MIS (if not

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made by health facility).Resolving/ fixing of the fault must be followed by theclosure of communication loop (call closure) through MIS reporting and viatelephonic guidance to nodal officer(s) identified on a case to case basis. Annualthird party audit by NABL accredited laboratory be carried out for all calibrationprocesses and calibration equipment for which cost and responsibility lies onMaintenance Service Provider.

3.4.2.4 The service provider shall be responsible to operate a Centralized Call Centrewith toll free number on 24 x 7 basis, 365 (complete year) days in a year and tomaintain all Biomedical Equipment situated in all health facilities ofDoPHFW up to PHC Level.

3.4.2.5 Penalty shall be imposed by the Contracting Authority for not confirming to theobligations and services as per provisions of the Agreement. Uptime for eachequipment at every level is kept 95% which to be measured quarterly for eachequipment under the contract except equipment under existing CMC/warranty.That means equipment should not be down for more than 4.5 days (108 Hrs) ina quarter to maintain 95% uptime. If this uptime is not maintained penalty shallbe imposed @0.5% of equipment cost for everyday delay, and it shall becumulative subject to a maximum of 20% (of equipment cost) penalty. Minimumpenalty in case of default is Rs 500 per equipment. Further, if peak penalties(i.e.20%) are levied, for a total of 10% of equipment population, in a year, TIAmay terminate the contract with forfeiture of performance security deposit andmay debar/blacklist the Provider too.

Preventive maintenance visit should be undertaken in the given timeline. Defaultin timely preventive maintenance visits beyond one month from the due date willattract penalty of 1% per week delay of that particular equipment cost. Ifequipment is costing more than Rs. 5 lakh, such penalty shall be 2% per weekdelay of that particular equipment cost. These penalties shall be cumulativesubject to a maximum of 10% (of equipment cost) penalty. Minimum penalty incase of default is Rs 500 per equipment. Further, if peak penalties (i.e.10%) arelevied, for a total of 5% of equipment population, in a year, TIA may terminatethe contract with forfeiture of performance security deposit and maydebar/blacklist the Provider too.

3.4.2.6 Equipment which requires calibration, Service Provider is expected to arrangecalibration on or before the due date of calibration (as per manufacturer’sguidelines). Two weeks of grace period is allowed to Service Provider to calibratethe machine. Default in timely calibration visits beyond two weeks from the duedate will attract penalty of 1% per week delay of that particular equipment cost.If equipment is costing more than Rs. 5 lakh, such penalty shall be 2% per weekdelay of that particular equipment cost. Penalty shall be cumulative for everypassing week from the due date of calibration. These penalties shall becumulative subject to a maximum of 10% (of equipment cost) penalty. Minimumpenalty in case of default is Rs 500 per equipment. Further, if peak penalties(i.e.10%) are levied, for a total of 5% of equipment population which requirecalibration, in a year, TIA may terminate the contract with forfeiture ofperformance security deposit and may debar/blacklist the Provider too.

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3.4.2.7 The service provider will be responsible for procuring all thenecessary tools, spare parts, manpower, vehicles and other servicesrequired for the satisfactory completion of the contract. The serviceprovider shall be responsible for the safety and occupational healthof its staff involved with performance of various duties towards thefulfillment of this contract. Entries of such cost of spareparts/consumables used, if any, on any equipment shall also be madeto MIS by the Service Provider to track the maintenance cost.

3.4.2.8 The Authority will be responsible for providing all necessarysupport to provide the access to all the biomedical equipmentavailable in the healthcare facilities.

3.4.2.90 The bidder shall specify color codes and uniform for all itsemployees visiting the sites for maintenance. Here, the worduniform includes identification badge, clothing and any protectiongear required to perform the services.

3.4.2.10 List of equipment inventory attached with this document is dynamicand may have some variations in the quantity at site andAMC/CMC/Warranty status of any equipment given in the list.Bidder shall be paid based on actual no. of equipment to bemaintained at site as per the contracted rates.

3.4.2.11 Condemnation of the Biomedical Equipment:(a) The condemnation committee appointed by the authority at the

district/ state level from time to time for identification ofequipment suitable for condemnation of the equipment shall havea representative of the service provider.

(b) A report indemnifying equipment requiring condemnation shallbe submitted by the Maintenance Service provider once everyyear preferably before the renewal of the contract for thesubsequent year;

(c) The maintenance Service Provider shall not under anycircumstances be allowed the purchaser of condemnableequipment, its spare part or components.

(d) For condemnation of Radiological devices, approval fromappropriate authority must be taken and condemnation be done asper guidelines issued by the appropriate authority

3.4.2.12 User Training:a) A trained representative of the maintenance Service Provider shall

be available during installation, commissioning and associatedtrainings provided by the suppliers of new equipment during allnew installations and commissioning.

b) The service provider shall arrange for periodic user trainings ofall equipment not less than a year irrespective of the equipmentbeing within/outside the warranty period.

3.4.2.13 The maintenance service provider shall have no obligation torepair any equipment damaged by the user either accidentally

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(such as falling of equipment on ground) or willfully at the facility.If requisition for repair of such equipment is made, themaintenance service provider shall have the right to invoice it tothe contracting authority annually or on case to case basis asmutually decided.

3.4.2.14 If Service Provider fails to fulfill any of its obligations under thecontract, TIA reserves the right to terminate the contract and mayalso debar/blacklist the Service Provider based on severity of non-compliances.

3.4.2.15 TIA reserves the right to terminate the contract at his/herconvenience by serving 3 months’ notice without assigning anyreason thereof. Likewise, Service provider may also terminate thecontract by serving 3 months’ notice to the TIA. TIA shall pay tothe Service Provider till the period in which Service Provider hasprovided the services.

3.4.3 Site visit and verification of information

3.4.3.1 The Bidders are encouraged to submit their respective bids aftervisiting the State of Madhya Pradesh (hereinafter referred to as“State”) and ascertaining for themselves of the health profile,health facilities in the State, the road conditions, traffic, conditionsaffecting transportation, access, applicable laws and regulations,and any other matter considered relevant by them. For ascertainingthe condition of the existing equipment, the Authority may permitthe Bidder to inspect the position of the said equipment.

3.4.3.2 The Bidder is expected to examine carefully the contents of all thedocuments provided. Failure of the proposal to comply with therequirements of Request For Proposal (RFP) will be at the Bidders’own risk and make the bid non-responsive.

3.4.4 Acknowledgement by Bidder

3.4.4.1It shall be deemed that by submitting the bid, the Bidder has:

a) made a complete and careful examination of the RFP;b) received all relevant information requested from the Authority;c) satisfied itself about all matters, things and information required

for submitting an informed bid, execution of the Project inaccordance with the bidding documents and performance of all ofits obligations there under;

d) acknowledged and agreed that inadequacy, lack of completenessor incorrectness of information provided in the RFP or ignoranceof any of the matters referred shall not be a basis for any claim forcompensation, damages, extension of time for performance of itsobligations, loss of profits etc. from the Authority, or a ground fortermination of the Agreement;

e) acknowledged that it does not have a Conflict of Interest; and

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f) Agreed to be bound by the undertakings provided by it underand in terms hereof.

3.4.4.2 The Authority shall not be liable for any omission, mistake or errorin respect of any of the above or on account of any matter or thingarising out of or concerning or relating to the RFP or the biddingprocess, including any error or mistake therein or in anyinformation or data given by the Authority.

3.4.5 Right to accept or reject any or all bids

3.4.5.1 Not withstanding anything contained in this RFP, the Authorityreserves the right to accept or reject any Bid and to annul theBidding process and reject all bids, at any time without anyliability or any obligation for such acceptance, rejection orannulment, and without assigning any reasons thereof. In the eventthat the Authority rejects or annuls all the bids, it may, in itsdiscretion, invite all bidders to submit fresh Bids hereunder.

3.4.5.2 The Authority reserves the right to reject any bid if:(a) at any time, a material misrepresentation is made or uncovered,or(b) the Bidder does not provide, within the time specified by the

Authority, the supplemental information sought by the Authorityfor evaluation of the Bid.

3.4.5.3 In case it is found during the evaluation or at any time beforesigning of the Agreement or after its execution and during theperiod of subsistence thereof, that one or more of the qualificationconditions have not been met by the Bidder, or the Bidder hasmade material misrepresentation or has given any materiallyincorrect or false information, the Bidder shall be disqualifiedforthwith and notwithstanding anything to the contrary containedin this RFP, be liable to be terminated, by a communication inwriting by the TIA to the Bidder, without the Authority beingliable in any manner whatsoever to the Bidder and withoutprejudice to any other right or remedy which the Authority mayhave under this RFP, the bidding documents, the Agreement orunder applicable law.

3.4.5.4 The TIA reserves the right to verify all statements, information anddocuments submitted by the Bidder in response to the RFP. Anysuch verification or lack of such verification by the Authority shallnot relieve the Bidder of its obligations or liabilities hereunder norwill it affect any rights of the Authority there under.

B RFP DOCUMENTS

3.5 Contents of RFP Documents

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i. Data Sheet

ii. Disclaimer

iii. Request for Proposal

iv. Instructions to Bidders

v. Evaluation Process

vi. Fraud and Corrupt Practices

vii. Pre-Bid Conference

viii. Miscellaneous Formats for Proposal

ix. Draft Agreement along with Schedules

C BID PREPARATION AND SUBMISSION

3.6 Documents comprising Preparation and Submission of Bids

3.6.1The Proposal in response to the RFP should be in English and is to besubmitted in two (2) parts:

PART 1: Technical/ Bid

PART 2: Financial Bid

3.6.2 PART 1: Technical/ Bid

The Bidder is expected to provide details of its registration as per FORMAT10 and furnish documents to support its claim. A summary of relevantinformation should be provided as per FORMAT 10. Details of allinformation related to the past experience and background should describethe nature of work, name and address of client, date of award of assignment,size of the project etc. as per FORMAT 11. The Bidder should submitdetails of average audited financial turnover for the last three (3) financialyears (i.e. FY 2012-13, 2013-14 and 2014-2015) as per the Qualificationbid should be accompanied. A certificate from practicing CA in case ofturnover less than Rs. 25 lakh a year and audited turnover statement, ifturnover is more than Rs. 25 Lakh, should be submitted for proof of annualturnover.

The checklist for information to be submitted (in prescribed formats) forthe Qualification Proposal is provided in the table below:

Sr. No. Information to be Provided Format No.1 Covering Letter for Proposal Submission Format12 Power of Attorney for Signing of Proposal Format23 Power of Attorney for Lead Member of Consortium(If

Applicable)Format3

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4 Affidavit Format45 Anti-Collusion Certificate Format56 Project Undertaking Format67 Memorandum of Understanding Format78 Board Resolutions for Bidding Entities Format 89 Undertaking for Individual Members Format 910 Information Regarding Bidder Format 1011 Details of Eligible Experience Format 1112 Approach, Methodology, work Plan Format 1213 Format for CV of Team leader and Biomedical Engineer Format 13

14 Financial Capability of the Bidder/ Consortium(to beSubmitted for Each Member in Case of Consortium)

15 Financial Bid to be submitted online only16 Letter of Comfort and Undertaking from

Associate(on the Letter Head of the Associate)17 Certificate from Statutory Auditor/ Company

Secretary Regarding Associate

3.6.3 PART2: Financial Bid – (To be filled on-line only)

The Bidder should quote the rates as percentage of the Equipment InventoryList given at Annexure-I for undertaking the aforesaid Project inaccordance with this Bidding Document and the Agreement.Bidders are required to quote service and management fee as percent of costof equipment in following manner:

Price bid Format:Sr.No.

Description of Services Asset Value ofequipment in allDHS hospitals(from districthospitals toPHC'S across thestate.(in INR)approx.

Price in %(of totalAsset valueofequipment)(withoutService Tax)

Equivalentvalue inINR

(i) Annual ComprehensiveMaintenance & ManagementCost and Calibration ofequipment as defined in theRFP

185 Crore

(Total cost (in words) Rupees…………………………………… )

Signature of the tendererNameDesignationBusiness address

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Note:To be uploaded online only in Part C and not in physical form as mandatory document

Note:(i) Management of equipment means administrative management of third

party AMC/CMC/Warranty and training to stake holders for its proper useand maintenance. Service provider is required to maintain and manage allequipment in DHS Hospitals i.e. District Hospitals, Civil Hospitals, CommunityHealth Centers and Primary Health Centers

(ii) Service tax, as applicable at the time of billing, shall be paid extra.(iii) The above mentioned asset value is indicative. The payment shall be made

based on actual asset value at the approved rates.(iv) Payment shall be made every quarter by MD, NHM, Bhopal on production

of satisfactory maintenance report generated from Equipment ManagementInformation System (EMMS). If reports from EMMS not available, ServiceProvider shall get satisfactory report from respective in-charge ofconcerned facility.

(v) Service Provider shall be responsible for upkeep of all equipment under theProject including spare parts. However, consumables (of equipment) cost,if any, shall be borne by the respective hospital in-charge. To distinguishbetween consumables and spare parts of any equipment, guidelines ofmanufacturers shall be followed.

(vi) The Bid Amount shall be annually escalated by a simple interest of 5%(Five percent) for each subsequent year. For the avoidance of doubt, if theBid amount quoted by Bidder in the Financial Bid is Rs. 1000, then the Feefor each subsequent year shall be increased by Rs. 50 (i.e 5% of Rs. 1000)as compared to the immediate preceding year. The first annual escalationshall be applicable on the first anniversary of the service commencementdate.

(vii) Equipment which are under AMC/CMC/Warranty could expire during thecontracted year or some equipment could be condemned. After expiry ofsuch AMC/CMC/Warranty or condemnation, the purchase value of theseequipment shall be added (or deducted as the case may be) to the EquipmentInventory list and Service Provider shall be paid Maintenance &Management Charges as per quoted % on pro-rata basis. Such increased (ordecreased) cost of maintenance will be considered in forthcoming quarter.For example, if warranty of two USG machines, having value Rs. 5 lakheach, expired in the month of July (i.e. 2nd Quarter of a year), then ServiceProvider shall not be paid extra for 2nd quarter and shall start charging forthe same from 3rd Quarter and vice versa for condemnable equipment.

(viii) Financial Year shall be 1st April to 31st March as per Indian accountingsystem. Payment shall be made quarterly.

3.7 Preparation and Submission of Proposals

3.7.1 All Proposals submitted must be duly signed in blue ink and stamped by the

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authorized representative of the Bidder.

3.7.2 The Bidder should submit a Power of Attorney as per FORMAT 2,authorizing the signatory of the Proposal to execute the Proposal. In casethe Bidder is a Consortium, the Bidder must submit a Power of Attorney asper FORMAT 3 and comply with the additional requirements for biddingas a Consortium as specified in Clause 3.8 of this RFP.

3.7.3 The Proposal along with the copy of instruction to Bidders as Part I andAgreement with Schedules as Part II as mentioned in clause 3.3.1.3 shallbe signed and each page of the said documents shall be initialed by a person/persons duly authorized to sign on behalf of the Bidder and holding thePower of Attorney.

3.7.4 An Affidavit (non-conviction) as per FORMAT 4 should be submittedalong with the Proposal.

3.7.5 The Proposal shall be accompanied with an Anti-Collusion Certificate onthe letter head of the Bidder or each of the Members (in case of aConsortium) as the case may be as per FORMAT 5.

3.7.6 The Proposal shall also be accompanied with a Project Undertaking on theletter head of the Lead Member (in case of a Consortium) or the singleentity as the case may be as per FORMAT 6.

3.7.7 The Proposal shall be accompanied by the Resolutions from the Bidder /Member for submitting the Proposal and, if successful, to participate andundertake the Project. The format for the Board Resolutions / Undertakingthat shall be submitted is given in FORMAT 8.

3.7.8 The Proposal shall be submitted by the Bidder in the adequate, completeand correct form as per the Formats prescribed in the RFP. The Proposal /bid submitted by the Bidder in the form other than the prescribed Formatsshall not be considered for evaluation by the Authority. In such an event,the Authority shall not be responsible for any loss or damage whatsoeverthat may be incurred by the concerned Bidder. However, the Authority may,in its sole discretion, require the Bidder to rectify the discrepancies in thebid submitted by the Bidder pursuant to this RFP.

3.8 Additional Requirements for Proposals from a Consortium should complywith the following requirements:

(a) Wherever required, the Proposal should contain the information requiredfor each Member of the Consortium and the Members should acknowledgethe collective responsibility and the respective roles as Consortiummembers;

(b) The Proposal should include a description of the roles and responsibilities ofeach of its Members;

(c) Members of the Consortium shall nominate one member as the Lead

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Member.

(d) The Lead Member will be nominated by the members of the Consortiumthrough a power of attorney as per FORMAT 3.

(e) Subject to the sub-clause (a) above the Lead member shall authorize arepresentative (“Authorized Signatory”) on behalf of the Consortium,through a power of Attorney as per FORMAT 2. The authorizedrepresentative will sign the proposal which would be legally binding on allthe members of the Consortium.

(f) All the Power of Attorney shall be furnished on a non-judicial stamp paperof Rs. 100/- and duly attested by a notary public.

(g) A Bidder applying as a single entity cannot at the same time be a member ofa Consortium applying for this Project. Further, a member of a particularConsortium cannot be a member of any other Consortium applying for thisProject.

3.8.1 Members of the Consortium shall submit a Memorandum of Understanding(MoU) specific to this Project, for the purpose of submitting the Proposalas per FORMAT 7. The MoU shall be furnished on a non-judicial stamppaper of Rs. 500/-, duly attested by a notary public.

3.8.2 The bid shall be accompanied by the Resolutions from the Bidder / Memberof the Consortium for submitting the Proposal and, if successful; toparticipate and undertake the Project. The format for the Resolution/Undertaking that shall be submitted is given in FORMAT 8.

3.8.3 The Proposal shall be accompanied by the Project Undertaking on the letterhead of the Lead Member (in case of Consortium) or single entity as thecase may be as per FORMAT 6.

3.8.4 All witnesses and sureties shall be persons of status and probity and theirfull names, addresses and telephone numbers/mobile numbers shall bestated below their signature. All signatures in the Proposal documents shallbe dated.

3.9 Bid Security

3.9.1 The Bidder is required to deposit, along with its bid, a bid security of Rs 35lakhs (the “Bid Security”), which is refundable not later than 180 days fromthe Proposal Due Date, except in the case of the Selected Bidder whose BidSecurity shall be retained.

3.9.2 The Bid Security should be in the form of Bank Guarantee. BG should bein favour of Managing Director ,Madhya Pradesh Public Health ServicesCorporation Limited , Bhopal payable at Bhopal and be issued by anyNationalized or Scheduled Bank of India.

3.9.3 The Bid Security shall be forfeited as damages without prejudice to anyother right or remedy that may be available to the Authority under theBidding Documents and/or under the Agreement, or otherwise, under the

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following conditions:

(a) If any Bidder engages in a corrupt practice, fraudulent practice, coercivepractice, undesirable practice or restrictive practice as specified in Section4 of this RFP;

(b) If any Bidder withdraws its Bid during the period of Bid validity as specifiedin this RFP and as extended by mutual consent of the respective Bidder(s)and the Authority;

(c) In case of the Selected Bidder, if there is failure within the specified timelimit to(i) Sign and return the duplicate copy of Letter Of Intent (LOI);

(ii) To sign the Agreement; or

(iii) To furnish the Performance Security within the period of 30 (Thirty)days from the date of issue of LOI; or

(d) Default by the bidder of any relevant provisions of this RFP andAgreement.

3.10 Sealing and Signing of Proposal

3.10.1 The Bidder shall submit Technical and Financial proposals online asdefined in the bid. The bidder shall also submit one physical copy ofTechnical Bid. Thee Bidder should seal it in an envelope and mark theenvelope as

“PART1: Technical Bid for Maintenance of Biomedical Equipment of Biomedical Equipment’s of all District Hospitals, Civil Hospitals, CHC’s,PHC’s in the state of Madhya Pradesh”.

3.10.2 The envelope shall contain all the FORMATS provided in clause 3.6.2along with the supporting documents.

3.10.3 The Bidder shall submit Financial Bid online only.

3.10.4 The Bidder shall submit the Bid Security in a sealed envelope and mark theenvelope as “Bid Security”.

3.10.5 The Two envelopes specified in above shall be placed in an outer envelope,which shall be sealed and marked as “Proposal for Maintenance ofBiomedical Equipment in the state of Madhya Pradesh for DistrictHospitals to Primary Health Centers equipment’s”.

3.10.6 The Bidder shall provide all the information sought under this RFP. TheTIA will evaluate only those Proposals that are received in the requiredformats and complete in all respects. Incomplete and / or conditionalProposals shall be liable for rejection.

3.10.7 The Proposals and its copy shall be typed or written in indelible ink andsigned by the authorized signatory of the Bidder who shall also initial eachpage, in blue ink. All the alterations, omissions, additions or any other

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amendments made to the Proposal shall be initialed by the person(s) signingthe Proposals.

3.10.8 The pages of each part of the Proposal shall be clearly numbered, indexedand stamped with the office seal of the Bidder.

3.10.9 All documents should be submitted in a hard bound form. The Proposalshould not include any loose papers.

3.10.10 The Proposal shall be signed and each page of the Proposal shall beinitialed by a person or persons duly authorized to sign on behalf of theBidder and holding the Power of Attorney.

3.10.11 Each of the envelopes shall indicate the complete name, address,telephone number (with country and city code), e-mail, and facsimilenumber of the Bidder.

3.1012 Each envelope shall be addressed to: Managing Director, Madhya PradeshPublic Health Services Corporation Limited , 1 Arera Hills, Tilhan SanghBuilding, Bhopal (MP)

3.10.13 The TIA reserves the right to reject any Proposal which is not sealed andmarked as instructed above and will assume no responsibility for themisplacement or premature opening of the Proposal.

3.11 Proposal due Date and Time

3.11.1 Proposal should be submitted positively by (Insert Date), (the “ProposalDue Date”), at the address given in Clause 3.10.12 in the manner and formas detailed in this RFP. Proposals submitted in any other manner will notbe accepted.

3.11.2The TIA may at its sole discretion, extend the Proposal Due Date by issuingan Addendum uniformly for all bidders. All such addendum shall bereleased on the website www.mpphscl.in and the Bidders are requested tocheck the site regularly for updates. The Authority shall not undertake anyresponsibility, if any, bidder fails to regularly check the website foraddendums.

3.12 Late Proposals

3.12.1 Proposals received by the TIA after the specified time on the Proposal DueDate shall not be eligible for consideration and shall be returned unopened.

3.13 Modifications/ Substitution/Withdrawal of Proposals

3.13.1 The Bidder shall submit the final proposal by the Proposal Due Date andTime. No Proposal shall be modified, substituted or withdrawn by theapplicant/bidder after the due date and time of submission of the proposal.

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3.14 Clarifications and Pre-Bid Conference

3.14.1 A prospective Bidder requiring any clarification on the RFP documentsmay submit their queries and suggestions prior to the 15 days from the bidsubmission date.

3.14.2 The TIA shall schedule a pre bid conference to discuss the issues related tothe Project with all the prospective Bidders. The prospective Bidders mayraise any queries during the pre-bid conference, in addition to thosesubmitted earlier. Prospective bidders are requested to submit their queriesbefore the due date of Pre-bid conference to enable the Authority to resolvethem during Pre-bid conference. The Authority on its discretion may alsohold further discussions with the prospective Bidders to finalize any otherrelated issues to the Project, before final submission of the Proposals. Thiswould be common for all the Bidders.

3.14.3 The Authority will respond to queries submitted by the prospective bidders.Such a response will be uploaded on www.mpeproc.gov.in andwww.mpphscl.in and no separate communication shall be sent in writing tothe prospective Bidders and will qualify as an “Addendum/Amendments.”.

3.14.4 Bidders may note that the Authority will not entertain any deviations to theRFP at the time of submission of the Proposal or thereafter. The Proposalto be submitted by the Bidders will be unconditional and unqualified andthe Bidders would be deemed to have accepted the terms and conditions ofthe RFP with all its contents including the draft Agreement. Anyconditional proposal shall be regarded as non-responsive and would beliable for rejection.

3.14.5 All correspondence/ enquiries should be submitted to the following addressin writing by fax/ post/ email courier: Managing Director, Madhya PradeshPublic Health Services Corporation Limited(MPPHSCL) 1 Arera Hills,Tilhan Sangh building, Bhopal (MP), e-mail id: cgmt.mpphscl@gmail.com

3.14.6 No interpretation, revision, or other communication from the Authorityregarding this solicitation is valid unless in writing and signed byappropriate authority.

3.15 Amendment of RFP

3.15.1The TIA may modify the RFP by issuing an Addendum/amendments beforethe Proposal Due Date.

3.15.2 Any Addendum/amendments thus issued shall be part of the RFP and shallbe hosted on the websitewww.mpeproc.gov.in

3.15.3To give prospective bidders reasonable time in which to takeAddendum/amendments into account in preparing their bids, the Authoritymay, at its sole discretion, extend the Proposal Due Date.

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3.16 Proposal Validity period

3.16.1 Proposal submitted by bidders shall remain valid for a period of 180 (onehundred and eighty) days from the Proposal Due Date. The TIA reservesthe right to reject any Proposal, which does not meet the requirement.

3.17 Extension o f proposal validity period

3.17.1 In exceptional circumstances, prior to expiry of the original ProposalValidity Period, the Authority may request the Bidders to extend the periodof validity for additional period as deemed suitable. The request and theBidder’s responses shall be made in writing. The Authority reserves theright to reject the Proposal submitted by any Bidder who fails to extend theperiod of validity of its Proposal in line with the provisions of this clause.

3.17.2 The Proposal Validity period of the Selected Bidder shall be automaticallyextended till the date on which the Agreement is signed.

3.17.3 The Authority reserves the right to accept or reject any or all of theProposals without assigning any reason and to take any measure as theAuthority may deem fit, including annulment of the bidding process, at anytime prior to execution of the Agreement, without liability or any obligationfor such acceptance, rejection or annulment.

3.18 Acceptance of Letter of Intent (LOI) and Execution of agreement

3.18.1The Authority shall issue a Letter of Intent (LOI) to the Selected Bidder.

3.18.2 Within 15 days from the date of issue of the LOI, the Selected Bidder shallaccept the LOI and return the same to the Authority.

3.18.3 Stamp duty, if any, payable on the Agreement will be borne by the Bidder.

3.18.4 The Selected Bidder shall be party to the Agreement as a confirming party.The Selected Bidder shall also execute such further documents and deedsas may be required (the “Contract Documents”). The Bidders by submittingthe bid shall be taken to have accepted the terms and conditions of theAgreement and Schedules to the Agreement and modifications andchanges, if any, without any reservation or condition.

3.18.5 In case, the Agreement does not get executed within 30 (thirty) days ofacceptance of LOI, the Authority reserves the right to annul the biddingprocess and may invite fresh bids for the Project, or can invite L2 bidder Insuch a case the entire bid security submitted by the Selected Bidder shallbe forfeited.

3.18.6 The Authority will notify the Bidders whose proposals have beenunsuccessful.

3.19 Performance Security

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3.19.1The Bidder shall for due and faithful performance of its obligations duringthe Project duration furnish Performance Security by way of anunconditional, unequivocal and irrevocable Bank Guarantee issued by aSchedule Bank, in favor of MD, MPPHSCL, Bhopal, Madhya Pradesh ofvalue of Rs equivalent to 10 % of annual contract value. The Bidder shallprovide the Performance Security before executing the Agreement.

3.19.2 Till such time the Bidder provides to Authority the Performance Security,the Bid Security shall remain in full force and effect. The PerformanceSecurity shall remain in force and effect up till six (6) months after theexpiry of the Agreement Period as defined in the Agreement. The BidSecurity of the Selected Bidder shall be returned within 15 days ofsubmission of the Performance Security by the selected Bidder.

3.19.3 Failure of the Bidder to comply with the requirements shall constitutesufficient grounds for the nullification of the Agreement and forfeiture ofthe Bid Security.

3.19.4 The Bid Security shall be returned, to unsuccessful Bidders within a periodof 30 days from the date of announcement of the Selected Bidder. Inaddition to the above, the Authority will promptly release all Bid Securitiesin the event the Authority decides to terminate the biddingprocess/proceedings or abandon the Project.

3.20 Commencement of Services

Selected Service Provider is required to mobilize all resources, placementof biomedical engineers and start of centralized call center within 3 monthsfrom the date of signing of contract agreement failing which a penalty of0.5% (of annual contract value) per week of delay shall be imposed subjectto maximum 10% of penalty. Beyond 10% penalty, Contracting Authoritymay terminate the contract along with debarment. Team leader and otherpersonnel, as offered in the bid, shall also be in place for executing thecontract.

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Section-04: Evaluation Process

4.1Evaluation of Proposals

4.1.1 The Authority would open the PART 1: Technical Qualification Proposalon the Proposal Due Date, at the specified place.

4.1.2 Financial bid will remain unopened of the Authority until the PART 1 of theproposals has been evaluated and checked for its responsiveness to the RFP.

4.1.3 At first stage, eligibility criteria mentioned at Section 1.1 of the bid shall bescrutinized. If bidder meets the eligibility criteria then in second stage theAuthority will examine and evaluate the Qualification Proposals as per theprocedure set out below. Bidder(s) meeting eligibility criteria and havescored minimum 75 marks (out of 100) or more shall only be consideredfor Financial bid opening. Rest bidder(s) shall be declared non-responsiveand financial bid of such bidders shall remain un-opened and will bedestroyed/filed.

Technical Evaluation of the bidsQualification Criteria, sub-criteria, and point system for the evaluation of

Full Technical ProposalsSr.No. Points01 Specific experience of the Bidder (national &

international as a firm) relevant to the assignment ofcarrying out AMC/CMC/Maintenance servicesa) Bidders’ Experience in yrs for AMC Services/similar services for medical equipment-(upto Threeyears-05 points and for every added year 01 point andmaximum shall be 10 points

10

b) No. of relevant contracts/ assignment running orcompleted during last 3 years with satisfactorycompletion/ running certificates issued by clients formaintenance of medical equipment-(For contracts of 500 bedded Hospitals:3 points percontract; For contract of 200 bedded hospitals: 2 pointsper contract; For every added contract of 100-199bedded hospitals: 01 point per contract and themaximum shall be 5 points)

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c) Experience in operating Centralized call centre(Satisfactory performance may be re-confirmedconfidentially with the list of the experience certificatesubmitted by the bidder (i.e. AMC/CMC Agency.Bidder has to submit the contact details including email-id with each experience certificate)

05

Total points to criteria 01 3002 Adequacy of the proposed methodology in responding

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to the Terms of Reference:(Notes to Bidders: the client will assess whether theproposed methodology is clear, responds to the TOR,work plan is realistic and implementable, overall teamcomposition is balanced and has an appropriate skill mixand the work plan has right input of Experts)a) Technical approach and methodologyi) Proposed work flow process, proposed ResponseTime as specified in Term of reference( work flowprocess for Breakdown calls and Preventivemaintenance)

05

ii) Suggestion for streamlining the complaint system,ways to minimize timelines for attending the breakdowncalls, AMC Management Information System,Calibration of equipment and also minimizing hebreakdown cases

05

b) Work Plani) Schedule of project execution plan as per TOR 05ii) Feasibility of execution of proposed plan 05iii) Availability of spare parts/Provision of substituteequipment

05

c) Organization and Staffingi) Number of Service Centres in MP and outside MP 10ii) Proposed plan to increase the required staff in caseof future addition of new equipment under contract

05

Total Points in Criteria 02 4003 Key professional staff qualifications and competence for

the assignment:(Notes to Bidders: please refer TOR for experience andqualification required for each position. Each positionnumber corresponds to the same for Key Experts to beprepared by the Bidder)a) Team Leader(upto 7 years’ experience, 05 points and for each addedyear 01 point shall be added but the maximum shall be10 points)

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b) Bio-Medical engineer/Service Engineer (1 engineerfor each Division)(upto 3 years’ experience, 05 point and for each addedyear 01 point shall be added)

10

c) Field Service Engineer (3 engineer for eachDivision)(For 10 Field service engineers having minimum B.Techqualification and minimum 2 year experience 05 points;for Field service engineers having Diploma in

10

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Biomedical engineering qualification 03 points and forevery added year of experience, 01 point shall be added.

Total points for Criteria 03 30The number of points to be assigned to each of the above positionsor disciplines (Criteria no. 03) shall be determined considering thefollowing two sub criteria and relevant weightage:A. General Qualifications 35%B. Adequacy to assignment 65%

Total Weight 100% =30points

Total points for the three Criteria (1, 2 and 3): 100

The minimum technical score (St) required to pass is: 75 Points

4.1.4 The Authority will form a Proposal Evaluation Committee to evaluate theproposals.

4.1.5 The Authority will open sealed Envelope containing ‘Financial Bid’ of onlythose Bidders, whose “Technical proposal” qualifies.

4.1.6 The Financial Bid should be furnished clearly indicating the bid amount inboth figures and words in Indian Rupees and signed by Bidder’s authorizedsignatory. In the event of any difference between figure and word, theamount indicating in words shall be taken into account.

4.1.7 The Financial Bids are invited for the Project on the basis of the lowestpercentage of the asset value as declared by the Authority. The Bid amountshall constitute the sole criteria for evaluation of Financial Bids.

4.1.8 The Financial Bid should be inclusive of all applicable taxes other than theService Tax. Service Tax, if any, shall be payable by the Authority as perrules.

4.1.9 The Bidder who quotes the lowest Bid Amount shall be declared as theSelected Bidder (the “Selected Bidder”).

4.1.10 After selection, a Letter of Intent (the “LOI”) shall be issued, in duplicate,by the Authority to the Selected Bidder.

4.1.11 To facilitate evaluation of Proposals, the Authority may, at its solediscretion, seek clarifications in writing from any Bidder regarding itsProposal. Notwithstanding anything contained in the RFP, the Authorityreserves the right not to take into consideration any such clarificationssought for evaluation of the Proposal. At any point in time during thebidding process, if required by the Authority, it is the Bidders’responsibility to provide required evidence of their eligibility as per the

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terms of the RFP, to the satisfaction of the Authority. The Authority canverify the facts and figures quoted in the proposal.

4.1.12 Bids shall be deemed to be under consideration immediately after theyare opened and until such time the Authority makes official intimation ofaward/ rejection to the Bidders. While the bids are under consideration, theBidders and/ or their representatives or other interested parties are advisedto refrain, save and except as required under the Bidding Documents, fromcontacting by any means, the Authority and/ or their employees/representatives on matters related to the Bids under consideration.

4.1.13 In the event that two or more Bidders quote the same Bid Amount whichresults in a tie between such Bidder (“Tie Bidders”), the Authority shallidentify the bidder for selection to the bidder having longer experience ofcarrying out AMC/CMC/Maintenance services of medical equipment. Ifexperience of both bidder is same then selection will be made by draw oflots, which shall be conducted, with prior notice, in the presence of the TieBidders who may choose to attend

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Section-05: Negotiations5. Negotiations:

5.1. The negotiations will be held at the date and address indicated in the DataSheet with the Bidder’s representative(s) who must have written power ofattorney to negotiate and sign a Contract on behalf of the Bidder.

5.2 The Client shall prepare minutes of negotiations that are signed by theClient and the Bidder’s authorized representative.

a. Availability of Key Experts5.3 The invited Bidder shall confirm the availability of all Key Experts

included in the Proposal as a pre-requisite to the negotiations. Suchproposed key experts should be available with the bidder till 8 months fromthe date of bid submission (locking period). If LoI is not issued within 8months from the due date of bid submission, bidder may propose alternativekey expert(s) who is better or equally qualified & experienced. Failure toconfirm the Key Experts’ availability (during locking period) may result inthe rejection of the Bidder’s Proposal & forfeiture of EMD and the Clientproceeding to negotiate the Contract with the next-ranked Bidder.

5.4 Notwithstanding the above, the substitution of Key Experts at thenegotiations may be considered if due solely to circumstances outside thereasonable control of and not foreseeable by the Bidder, including but notlimited to death or medical incapacity. In such case, the Bidder shall offera substitute Key Expert within the period of time specified in the letter ofinvitation to negotiate the Contract, who shall have equivalent or betterqualifications and experience than the original candidate.

b. Technical negotiations5.5 The negotiations include discussions of the Terms of Reference (TORs),

the proposed methodology, the Client’s inputs, the special conditions of theContract, and finalizing the “Description of Services” part of the Contract.These discussions shall not substantially alter the original scope of servicesunder the TOR or the terms of the contract, lest the quality of the finalproduct, its price, or the relevance of the initial evaluation be affected.

c. Financial negotiations5.6 The negotiations include the clarification of the Bidder’s tax liability in the

Client’s state and how it should be reflected in the Contract.

5.7 If the selection method included cost as a factor in the evaluation, the totalprice stated in the Financial Proposal for a Lump-Sum contract shall not benegotiated.

Conclusion of Negotiations5.8 The negotiations are concluded with a review of the finalized draft

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Contract, which then shall be initialed by the Client and the Bidder’sauthorized representative.

5.9 If the negotiations fail, the Client shall inform the Bidder in writing of allpending issues and disagreements and provide a final opportunity to theBidder to respond. If disagreement persists, the Client shall terminate thenegotiations informing the Bidder of the reasons for doing so.

.

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Section 6: Miscellaneous6.1 The bidding process shall be governed by, and construed in accordance with,

the laws of India and the Courts in the state of State of Madhya Pradeshshall have exclusive jurisdiction over all disputes arising under, pursuant toand/ or in connection with the Bidding process.

6.2 The TIA, in its sole discretion and without incurring any obligation or liability,reserves the right, at any time, to;

(a) Cancel the Bidding process and/ or amend and/ or supplement the biddingprocess or modify the dates or other terms and conditions relating thereto;

(b) Consult with any Bidder in order to receive clarification or furtherinformation;

(c) Retain any information and/ or evidence submitted to the Authority by, onbehalf of, and/ or in relation to any Bidder; and/or

(d) Independently verify, disqualify, reject and/ or accept any and allsubmissions or other information and/ or evidence submitted by or onbehalf of any Bidder.

6.3 It shall be deemed that by submitting the Bid, the Bidder agrees and releasesthe Authority, its employees, agents and advisers, irrevocably,unconditionally, fully and finally from any and all liability for claims,losses, damages, costs, expenses or liabilities in any way related to orarising from the exercise of any rights and/ or performance of anyobligations hereunder, pursuant hereto and/ or in connection with thebidding process and waives, to the fullest extent permitted by applicablelaws, any and all rights and or claims it may have in this respect, whetheractual or contingent, whether present or in future.

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Section 7. Terms of Reference

Background

Managing Director, MPPHSCL Bhopal intends to engage the services ofAgency for the maintaining of Biomedical Equipment available in all DHSHealth Institutions from District Hospitals to Primary health Centers acrossthe state of MP. The details of the equipment (tentative list of the assets)are provided in the Annexure I. It would be expected that the Agency shallensure trouble free services on 24X7 hours basis so as to provide 95%Uptime of all the equipment

Objective:Managing Director, MPPHSCL Bhopal intends to hire the services of

agencies to carry out CMC of the Biomedical equipment includingcalibration wherever required. The detailed list of equipment installed ineach of the Hospital is provided in Annexure-I (tentative list of the assets).

Tasks to be carried out:

On receipt of NOA/ Contract, the agency will carry out following tasks:

1. To carry out CMC including calibration of equipment as per work flowprocess defined for preventive maintenance and breakdown calls in theTOR.

2. To share the PM/ Calibration schedule as well as the type of assistancerequired from the Hospital to the Managing Director MPPHSCL anddesignated representative of the laboratory and seek their convenience.

3. To ensure that the services are conducted as per Standard OperatingProcedures with pre-defined manufacturer protocols.

4. To carry out maintenance of each equipment on the pre-defined protocols(to be shared with the Hospital) as per manufacturer’s directions.

5. To carry out calibration of the parameters wherever required againstNational/ International Standards

6. To prepare report after each visit and provide the activities carried outincluding the traceability of the standards used.

WORK FLOW PROCESS FOR BREAKDOWN CALLS

1. Agency shall organize the set-up of Centralized Call Centre to receive thecomplaints on 24X7 hours. Bidder should set up a centralized call center,with toll free no(s) of capacity adequate to meet the complaints from thenumber of facilities across the state but with initially keeping 3-4 operatorsfrom 8 am to 8 pm and at least one operator on 24 x 7 basis. If 10 calls notattended beyond 8 rings in a month, then Service Provider would berequired to add more operators immediately.

2. Agency shall be informed by Hospital through their call center about anybreakdown calls with, details of equipment and nature of breakdown.

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3. The same complaint shall be copied to the concerned Biomedical Engineeralso for needful support through mail. The same information shall also beavailable on Equipment MIS for reference of all concerned to minimizetimelines on actions from different individuals. Any other suggestion ofparticipating agency for streamlining the complaint system and ways tominimize timelines for attending the breakdown calls is encouraged to beincluded in their proposal under methodology and work plan. Suchsuggestions will be given extra weightage in technical evaluation.

4. Agency should also provide their unique complaint log number for eachbreakdown call logged immediately in Equipment MIS and/or within oneworking day through an email communication to all concerned.

5. Agency to contact the hospital regarding the nature of breakdown ofequipment and provide assistance for troubleshooting in a time boundmanner based on the categorization as mentioned below and the same willbe defined at the time of complaint logging:

a. Remote assistance should be provided within 24 hours of complaint logged.b. All Breakdown calls would be identified in the following categories on the

day of complaint logging and after identification of category of complaintit should be resolved within time lines specified, as below:

i. Critical Calls: within one day from the date of complaint categorization.ii. Urgent Calls: within one day from the date of complaint categorization.

iii. Normal Calls: within two day from the date of complaint categorization.iv. Other Calls: any call not identified under above categories should be

attended by agency at the earliest possible or during any interim visit forPM or attending breakdown call visit, whichever earlier.

6. For any visit to hospital for rectification of the breakdown, agency shouldintimate through an email/sms communication to hospital, Nodal OfficerMPPHSCL MD NHM & Managing Director,MPPHSCL , DirectorHospital Administration regarding visit of service engineer, date and otherrequirements, if any

7. Agency should also maintain good coordination with manufacturer ofequipment under Contract (Refer Inventory) to ensure availability of spareparts from any manufacturer as and when required. They should also keepupdated standard price list of spares of all manufacturers of equipmentunder CMC Contract. Agency shall always replace original spares (sourcedfrom OEM) for equipment.

8. Agency shall organize substitute equipment in case downtime is gettinglonger for one reason or the other so that normal healthcare activities arenot impacted

9. Penalty clause is applicable in case calls are not attended and resolved asper response timelines

a. All the breakdown calls should be closed in the given timelines.b. Missing the timelines will attract penalty as per the penalty

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conditions.c. Penalty shall be imposed by the Contracting Authority for not

confirming to the obligations and services as per provisions of theAgreement. Uptime for each equipment at every level is kept 95%which to be measured quarterly for each equipment under thecontract except equipment under existing CMC/warranty. Thatmeans equipment should not be down for more than 4.5 days (108Hrs) in a quarter to maintain 95% uptime. If this uptime is notmaintained penalty shall be imposed @0.5% of equipment cost forevery day delay, and it shall be cumulative subject to a maximum of20% (of equipment cost) penalty. Minimum penalty in case of defaultis Rs 500 per equipment. Further, if peak penalties (i.e.20%) arelevied, for a total of 10% of equipment population, in a year, TIAmay terminate the contract with forfeiture of performance securitydeposit and may debar/blacklist the Provider too.

Preventive maintenance visit should be undertaken in the giventimeline. Default in timely preventive maintenance visits beyondone month from the due date will attract penalty of 1% per weekdelay of that particular equipment cost. If equipment is costing morethan Rs. 5 lakh, such penalty shall be 2% per week delay of thatparticular equipment cost. These penalties shall be cumulativesubject to a maximum of 10% (of equipment cost) penalty.Minimum penalty in case of default is Rs 500 per equipment.Further, if peak penalties (i.e.10%) are levied, for a total of 5% ofequipment population, in a year, TIA may terminate the contractwith forfeiture of performance security deposit and maydebar/blacklist the Provider too.

d. Equipment which requires calibration, Service Provider is expectedto arrange calibration on or before the due date of calibration (as permanufacturer’s guidelines). Two weeks of grace period is allowed toService Provider to calibrate the machine. Default in timelycalibration visits beyond two weeks from the due date will attractpenalty of 1% per week delay of that particular equipment cost. Ifequipment is costing more than Rs. 5 lakh, such penalty shall be 2%per week delay of that particular equipment cost. Penalty shall becumulative for every passing week from the due date of calibration.These penalties shall be cumulative subject to a maximum of 10%(of equipment cost) penalty. Minimum penalty in case of default isRs 500 per equipment. Further, if peak penalties (i.e.10%) are levied,for a total of 5% of equipment population which require calibration,in a year, TIA may terminate the contract with forfeiture ofperformance security deposit and may debar/blacklist the Providertoo.

10. Once the problem has been resolved, agency should send an emailcommunication for call closure within one working day to the hospital,

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Nodal Officer MPPHSCL, MD NHM , Director Hospital AdministrationHospital.

11. Service Report to be submitted for each call attended and completed toHospital on the day call is attended and within five working days to the,Nodal Officer MPPHSCL, MD NHM , Director (Hospital Administration).

12. Service report should flag any irreparable equipment available in Hospitaland justification letter should be submitted for the same by agency.

13. Agency should submit the standard operating procedures for breakdownservice and troubleshooting to Hospital and Nodal Officer NHM

14. The agency should provide both verbal and written guidance to the Hospitalon ways to minimize the given break-down.

16. Agency should submit status report of breakdown call in standard formaton monthly basis to Nodal Officer NHM.

17. Agency should have Field Service Engineer based in each Division.

PREVENTIVE MAINTENANCE AND CALIBRATION VISITS

1. Agency should submit Preventive Maintenance (PM)/ calibration schedulefor each hospital in advance for approval of Nodal Officer MPPHSCL MDNHM , , Director Hospital Administration

2. Agency has to carry out PM and calibration visit as specified below;

(i) One PM on six monthly basis and calibration should be carried out forall equipment, covered under the contract, as per manufacturer’sguidelines. All calibration equipment should be calibrated by NABLapproved laboratory.

(ii) For preventive maintenance call; Agency should intimate concernedhospital through an email communication regarding the scheduledpreventive maintenance visit to hospital as per contract.

(iii) During first preventive maintenance visit, agency should carry outinitial inspection/ calibration of each equipment as per prescribed jobsand submit report for the services carried out.

(iv) In case there is any change in PM Visit as per schedule, Agency shouldintimate in advance to the Hospital and confirm the date keeping NodalOfficer in loop.

(iv) Agency should carry out service and maintenance of each equipment inline with the standard operating procedures, with pre-defined serviceprotocols and as per manufacturer’s directions.

3. If any equipment is required to taken out for calibration, it should be donewith consent and the convenience of the hospital.

4. Agency should submit the Standard Operating Procedures for PreventiveMaintenance / calibration of equipment to NHM & MPPHSCL within onemonth of the Award of Contract for CMC services.

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5. Agency should carry out calibration of the parameters wherever specifiedto meeting the prescribed National/ International Standards as permanufacturer’s directions.

6. Agency should submit PM report along with checklist suggesting activitiescarried out for the equipment during visit, calibration report withtraceability certificates of standards used for each equipment to the nodalofficer and should enter all details in Equipment Management InformationSystem.

7. PM report-checklist should be signed and stamped by Hospital Incharge onthe day of completion of PM activities onsite and within five working daysto Nodal Officer NHM.

8. Agency should share in advance about any type of assistance required fromthe hospital for conduction PM/ Calibration at their labs.

9. Any break-down/malfunction equipment noticed during the PM visitshould be reported to Hospital, NHM, MPPHSCL and EQMIS along withservice report by agency and corrective action may be taken during PM visitonly.

10. Agency should provide training to their staff attending the preventivemaintenance and breakdown calls for handling particular equipment. In theinception report of contract, agency should submit their plan to take care ofissues when trained staff carrying out activities leaves their organization.

11. The PM report should flag any irreparable equipment available in lab andjustification for same should be submitted.

12. Penalty clause is applicable;

a. Preventive maintenance visit should be undertaken in the given timeline.Default in timely preventive maintenance visits beyond one month from thedue date will attract penalty of 1% of that particular equipment cost. Ifequipment is costing more than Rs. 5 lakh, such penalty shall be 2% of thatparticular equipment cost.

b. Penalty in case of delay in repair and in calibration are already mentionedin the bid document. The same shall be applicable.

c. The approval for extending the timelines will be required prospectively ineach case. No retrospective approval will be considered for waiving thepenalty. So any request for extension in timelines should be informed withfull justification and approvals must be obtained for the same.

Duration of the Assignment/ Contract

1. The duration of the assignment/contract will be for four years subject toappraisal of the working of the agency after yearly completion. The contractcan be extended on the same terms and condition to a maximum of anotherone year on satisfactory performance.

2. The number of equipment in each hospital may be increased or decreasedas per requirement in the hospital. More equipment could be added as and

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when required during the Contract period on contracted rates

3. The equipment which are currently under warranty and is not included inthe current inventory list shall be added under CMC Contract for allhospitals under each Schedules after end of the warranty period of thoseequipment. However, need based PM & repairs of these equipment underwarranty fall within the scope of the current contract, at no additional costs,apart from costs of spares.

4. The inventory list (Annexure-I) is not exhaustive, it is tetative and may besubject to additions as per hospital requirement for which point no. 3 abovewould apply.

Deliverables/ Reporting

1. The agency shall issue Service/ PM/ Calibration Reports, immediately afterthe completion of activities, to the Hospital with copies to Nodal Officer,NHM & MPPHSCL and shall also update the requisite information intoEQMIS every time.

2. Agency shall submit monthly report in the standard format on the status ofbreakdown calls and PM/ Calibration visits through EQMIS.

Schedule for completion of tasks:

1. The agency will have to commence the services within 90 days of signingof agreement.

2. The agency will have to complete the PM/ calibration visit at all hospitalsunder Contract within 4 months from the date of commencement of servicesand shall update all equipment information in EQMIS/EMMS. The due datefor next PM/ Calibration visit will be within 6 months.

3. The 2nd PM/ calibration visits should be completed as per the due date aftercompletion of 1st visit.

4. Unlimited nos. of breakdown calls from any hospital under Contract, as andwhen required should be attended promptly and closed as per timelinesgiven under work flow process for breakdown calls.

Assistance to be provided by the Hospital

The Hospital would facilitate the agency for carrying out the CMC /required activities in their working days in office hours.

Monthly Reporting of Work done by the agency - The agency willsubmit a monthly report on work done to the M.D MPPHSCL, M.DNHM and Director Hospital Administration

Review of the Agency work

The performance of the Agency will be reviewed by MPPHSCL,NHM/DoPHFW from time to time. If the performance of the Agency is

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found to be unsatisfactory at any time during the tenure, the contract of theagency may be cancelled. The following is list of parameters which will beconsidered while reviewing the performance of agency:

a. Time taken by agency to initiate the job work / visit for breakdowncall

b. Time taken by agency to complete each of the breakdown call

c. No. of breakdown calls closed within the prescribed timelines

d. Time taken by agency for closing the breakdown calls in critical calls

e. Time taken by the Agency to replace the faulty equipment withstandby equipment;

f. Time taken by agency to issue reports/update EMMS aftercompletion of all activities

g. Incidences of non-satisfactory performance reported from thelaboratories

h. PM and calibration schedule adherence

i. Completion of PM and calibration visit within prescribed timeline.

List of Key Professionals and their Qualification and ExperienceRequirements:-

1. Team Leader- One- B. Tech in Bio Medical engineering/Instrumentation/Electronics/Electrical engineering or MSc in MedicalInstrumentation with minimum seven years relevant experience inmaintenance and management of medical equipment.

2. Biomedical Engineer- Seven, minimum one in each Division- - B. Tech inBio Medical Instrumentation/B.Sc. /M.Sc. in medical Instrumentation orelectronics/ B.Tech in any stream with Minimum three years relevant to theassignment

3. Field Service Engineer- B. Tech in Bio Medical Instrumentation/ Diplomaor B.Sc. or M.Sc. in medical Instrumentation or electronics/ B. Tech (anystream) with one year experience or ITI/ Diploma in relevant subject withminimum five years of relevant experience.

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FORMATS FORPROPOSALSUBMISSION

Format1Covering Letter for Proposal Submission

(on the Letter Head of the Bidder or Lead Member In Case ofA Consortium)

Mr/Ms

Phone:Fax:

Email:

Date:

Subject: Proposal To provide Biomedical Equipment Maintenance Servicesthrough Service Provider at all DHS hospitals from district hospitals toPrimary Health Centers spread across state of Madhya Pradesh that would beaccessible through a 24-hour toll free number (Centralized Call Center).

Dear Sir/Madam,

With reference to your RFP document dated ***** I/we, having examined theBidding Documents and understood their contents, hereby submit my/ourProposal for the aforesaid Project. The Proposal is unconditional andunqualified.

I/ We acknowledge that the Authority will be relying on the informationprovided in the Proposal and the documents accompanying the Proposal forselection of the Bidder for the aforesaid Project, and we certify that allinformation provided therein is true and correct; nothing has been omitted whichrenders such information misleading; and all documents accompanying theProposal are true copies of their respective originals.

This statement is made for the express purpose of our selection as Bidder for theoperation of the aforesaid Project

I/ We shall make available to the Authority any additional information whichmay found to be necessary or required to supplement or authenticate theProposal.

I/ We acknowledge the right of the Authority to reject our Proposal without

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assigning any reason or otherwise and hereby waive, to the fullest extentpermitted by applicable law, our right to challenge the same on any accountwhatsoever.

I/We certify that in the last three years, we/ any of the Consortium Members orour/their associates have not been barred by the Government of MadhyaPradesh, any other State Government or Government of India from participatingin any project, and the bar does not subsists as on the Proposal Due Date,

I/ We understand that you may cancel the bidding process at any time and thatyou are neither bound to accept any bid that you may receive nor to invite theBidders to bid for the Project, without incurring any liability to the Bidders, inaccordance with the terms and conditions laid out in the RFP document.

I/ We believe that we/ our consortium satisfy(s) the Financial criteria andmeet(s) the requirements as specified in the RFP document.

I/ We declare that we/ any member of the consortium, or our/ its associates arenot a member of any other consortium submitting a Proposal for the Project.

I/ We certify that in regard to matters other than security and integrity of thecountry, we/ any member of the consortium or any of our/ their associates havenot been convicted by a Court of Law or indicted or adverse orders passed by aregulatory authority which could cast a doubt on our ability to undertake theProject or which relates to a grave offence that outrages the moral sense of thecommunity.

I/ We further certify that in regard to matters relating to security and integrity ofthe country, we/any member of consortium or any of our/ their associates havenot been charge-sheeted by any agency of the Government or convicted by aCourt of Law.

I/ We further certify that no investigation by a regulatory authority is pendingeither against us or against our Associates or against our CEO or any of ourDirectors/ Managers/ employees.

I/ We undertake that in case due to any change in facts or circumstances duringthe bidding process, we are attracted by the provisions of disqualification interms of the guidelines referred to above, we shall intimate the Authority of thesame immediately.

I/ We understand that the Selected Bidder shall incorporate a Company underthe Companies Act, 1956 prior to execution of the Agreement.

I/We hereby irrevocably waive any right or remedy which we may have at anystage at law or howsoever otherwise arising to challenge or question anydecision taken by the Authority in connection with the selection of the Bidder,or in connection with the bidding process itself, in respect of the abovementioned Project and the terms and implementation thereof.

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In the event of myself/ ourselves being declared as the Selected Bidder, I/Weagree to enter into an Agreement in accordance with the draft that has beenprovided to me/us prior to the Proposal Due Date. We agree not to seek anychanges in the aforesaid draft and agree to abide by the same.

I/We have studied all the bidding documents carefully. We understand thatexcept to the extent as expressly set forth in the Agreement, we shall have noclaim, right or title arising out of any documents or information provided to usby the Authority or in respect of any matter arising out of or relating to thebidding process including the award of Project.

I/We offer a Bid Security of Rs. (Insert Amount)/- (Rupees (in words)) only tothe Authority in accordance with the RFP Document.

The Bid Security in the form of a Bank Guarantee no………drawn on……. ForRs. …….. is attached.

I/We agree and understand that the Bid is subject to the provisions of the BiddingDocuments. In no case, I/We shall have any claim or right of whatsoever natureif the Project is not awarded to me/us or our Bid is not opened or rejected.

I/ We agree and undertake to abide by all the terms and conditions of the RFPdocument.

I/We shall keep this offer valid for 180 (one hundred and eighty days) from theProposal Due Date as specified in the RFP. I/We shall keep this offer valid fora specified additional period, not exceeding 90 days from the Proposal ValidityDate, on the request of the Authority.

I/We undertake that no fees, gratuities, rebates, gifts, commissions, or otherpayments, except those shown in the bid, have been given or received inconnection with the procurement process or contract execution.

In witness thereof, I/we submit this Bid under and in accordance with the

terms of the RFP document. Date: Place:

Yours faithfully,(Signature of the Authorized signatory)

(Name & Designation of the Authorized signatory)Name & Seal of the Bidder/ Lead Member If the Bidder is not a consortium; theprovisions applicable to consortium may be omitted.

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Format2

Power of Attorney for Signing of Proposal (on Non–JudicialStamp Paper of Rs 100 Duly Attested by Notary Public)

Power of Attorney

Know all men by these present, we (name and address of the registered office of theSingle Entity / Lead Member) do hereby constitute, appoint and authorize Mr. /Ms.____________ R/o _____(name and address of residence) who is presentlyemployed with us and holding the position of ____________________________________________

as our authorized representative, to do in our name and on our behalf, all such acts,deeds and things necessary in connection with or incidental to the bid of the consortiumconsisting of, __ and ________ (please state the name and address of the members ofthe consortium) for “providing Maintenance Services across (insert: name of state) (the“Project”), including signing and submission of all documents and providinginformation / responses to Department of Health & Family Welfare, Governmentof(insert: name of state), representing us in all matters in connection with our bid forthe said Project.

We hereby agree to ratify all acts, deeds and things lawfully done by our said attorneypursuant to this Power of Attorney and that all acts, deeds and things done by ouraforesaid attorney shall and shall always be deemed to have been done by us.

This Power of Attorney shall be effective, binding, and operative till ______ , if notrevoked earlier or as long as the said Attorney is in the service of the Company,whichever is earlier.

(Name, Title and Address ofThe authorized representative)

For (Signature) Accept (Signature)

Notes:1. To be executed by the single entity or the Lead Member in case of a consortium.2. The mode of execution of Power of Attorney should be in accordance with theprocedure, if any, laid down by the applicable law and the charter documents of theexecutants(s) and when it is so required the same should be under common seal affixedin accordance with the required procedure.3. Also, wherever required, the executants(s) should submit for verification the extractof the charter documents and documents such as a resolution / Power of attorney infavour of the Person executing this Power of Attorney the delegation of powerhereunder on behalf of the executants(s).4. For a Power of Attorney executed and issued overseas, the document shall beauthenticated by the Indian Embassy and notarized in the jurisdiction where the Powerof Attorney is being executed. However, a Power of Attorney executed in a countrythat has signed the Hague Legislation Convention, 1961 is not required to beauthenticated by the Indian Embassy if it carries a conforming Apostille certificate.

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Format3Power of Attorney for Lead Member of Consortium Power of Attorney

(On Non – judicial stamp paper of Rs 100 duly attested by notary public)

Whereas the Managing Director, Madhya Pradesh Public Health Services Corporationunder Department of Health & Family Welfare, Government of Madhya Pradesh hasinvited bids from interested parties for “providing Biomedical Equipment MaintenanceServices across Madhya Pradesh for a specified Agreement Period.

Whereas, M/s ___________________________, M/s________________________, M/s

___________________ and M/s ___________________ (the respective names of the

members along with address of their registered offices) have formed a consortium and

are interested in bidding for the Project and implementing the Project in accordance

with the terms and conditions of the Request for Proposal (RFP), Agreement and other

connected documents in respect of the Project, and Whereas, it is necessary under the

RFP for the members of the Consortium to designate one of them as the Lead Member

with all necessary power and authority to do for and on behalf of the consortium, all

acts, deeds and things as may be necessary in connection with the consortium’s bid forthe Project or in the alternative to appoint one of them as the Lead Member who, acting

jointly, would have all necessary power and authority to do all acts, deeds and things

on behalf of the Consortium, as may be necessary in connection with the consortium’sbid for the Project.

NOWTHISPOWEROFATTORNEYWITNESSETTHAT:

We, M/s and M/s (the respective names of the members along with address of their

registered offices) do hereby designate M/s (name along with address of the registered

office) being one of the members of the Consortium, as the Lead Member of the

consortium, to do on behalf of the consortium, all or any of the acts, deed or things

necessary or incidental to the consortium’s bid for the Project, including submission of

Proposal, participating in conference, responding to queries, submission of information

/ documents and generally to represent the consortium in all its dealings with the

Authority, or any person, in connection with the Project until culmination of the

process of bidding and thereafter till the Agreement is entered into with the Authority.

We hereby agree to ratify all acts, deeds and things lawfully done by Lead Member oursaid attorney pursuant to this Power of Attorney and to all acts, deeds and things doneby our aforesaid attorney.

Dated this ………day of month………2016

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[Executant(s)] (To be executed by all the members in the Consortium) Note:-

1.

2

3

NOTE

1. The mode of execution of the Power of Attorney should be in accordance with theprocedure, if any, laid down by the applicable law and the charter documents ofthe executant(s) and when it is so required the same should be under common sealaffixed in accordance with the required procedure.

2. Also wherever required, the executant(s) should submit for verification the extractof the charter documents and documents such as resolution/ Power of attorney infavour of the person executing this Power of attorney for the designation of powerhereunder on behalf of the Bidder.

3. For a Power of Attorney executed and issued overseas, the document shall beauthenticated by the Indian Embassy and notarised in the jurisdiction where thePower of Attorney is being executed. However, a Power of Attorney executed ina country that has signed the Hague Legislation Convention,1961 is not required to be authenticated by the Indian Embassy if it carries aconforming Apostille certificate

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Format 4A

Affidavit (Non Conviction)

(To be furnished by the Bidder In case of consortium to be given separately by

each member) (On Non – judicial stamp paper of Rs 100 duly attested by notary

public)

1. I, the undersigned, do hereby certify that all the statements made in ourproposal are true and correct.

2. The undersigned hereby certifies that M/s have not abandoned any workfor the Government of (Insert: Name of State) or any other State Governmentduring last five years prior to the date of this Bid.

3. The undersigned also hereby certifies that M/s have not beendebarred/blacklisted by Government of (Insert: Name of State), or any other StateGovernment or Government of India for any work.

4. The undersigned further certifies that

a) Our M/s ................... has not been punished for any offence and

b) The M/s......................have/has neither been convicted of any offence nor anycriminal case(s) is/are pending before any Competent Court.

5. The undersigned hereby authorize(s) and request(s) any bank, person, firm,Competent Authority or corporation to furnish pertinent information deemednecessary and requested by Department of Health & Family Welfare,Government of (Insert: Name of state), to verify this statement or regardingcompetence and general reputation of M/s...............................

6. The undersigned understands and agrees that further qualifying information maybe requested, and agrees to furnish any such information at the request of theDepartment of Health & Family Welfare, Government of (Insert: Name of State),

Signed by an authorised representation of Bidder. Title of Officer

Name and Address of the Bidder

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Format5Anti-CollusionCertificate

(On the letter head of the single entity/each members of consortium)

Anti-Collusion Certificate

1. I/We hereby certify and confirm that in the preparation and submission of thisProposal, I/We have not acted in concert or in collusion with any other Bidderor other person(s) and also not done any act, deed, or thing which is or could beregarded as anti-competitive.

2. I/We further confirm that we have not offered nor will offer any illegalgratification in cash or kind to any person or agency in connection with theinstant Proposal.

Date this ..........................Day of ......................2016_. Name of the Bidder.Signature of the Authorized RepresentativeName of the Authorized Representative

Note: To be executed by the each member, in case of a Consortium

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Format6 Project Undertaking

(On the Letter head of the single entity/Lead Member)PROJECTUNDERTAKING

Date

To,

Phone:

Fax:

Email:

Date:

Subject: Proposal providing 24x7 Biomedical Equipment Maintenance Services through ServiceProvider in all DHS Hospitals from District Hospitals to Primary Health Centers across MadhyaPradesh.

Dear Sir/Madam,

We have read and understood the Request for Proposal (RFP) in respect of the captioned Projectprovided to us by the Nat ional Heal th Miss ion , Bhopal& MPPHSCL

We hereby agree and undertake as under:

Not with standing any qualifications of conditions, whether implied or otherwise, contained in ourProposal, we hereby represent and confirm that our Proposal is unconditional in all respects and weagree to the contents, terms and conditions of the RFP and the Agreement, a draft of which also forms apart of the RFP provided to us.

Dated this.......................Day of.......................2016_.

Name of the Bidder

Signature of the Authorized Representative

Name of the Authorized Representative

Note: To be signed by the Authorized Representative of the Lead Member, in case of a consortium,eligible to submit the bid.

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Format7 Agreement (to be revised after negotiations)

(To be executed on a non-judicial stamp paperofRs.1000/-duly attested by notary public)

This Memorandum of Understanding (MoU) entered into this day of 2016_at

Among ____herein after referred as”___”) and having office at (Insert: Address),India Party of the FirstPart And(Herein after referred as””) and having office at (Insert:Address), India Party of the Second Part And(Herein after referred as””) and having office at (Insert:Address), India Party of the Third Part And(Herein after referred as””),and having office at (Insert:Address), India party of the fourth part

The parties are individually referred to as Party and collectively as Parties.

Whereas the M a n a g i n g D i r e c t o r , M a d h ya P r a d e s h P u b l i c H e a l t h S e r v i c e sC o r p o r a t i o n L i m i t e d , B h o p a l u n d e r Department of Health & Family Welfare, Governmentof Madhya Pradesh, has invited Qualification Proposal and Financial Proposal from entities interestedin “Providing Biomedical Equipment Maintenance Services in all DHS Hospitals from DistrictHospitals to Primary Health Centers across Madhya Pradesh. Called the “Project” for a specified timeperiod.

And Whereas the Parties have had discussions for formation of a consortium for bidding for the saidProject and have reached an understanding on the following points with respect to the Parties’ rightsand obligations towards each other and their working relationship.

ITISHEREBYASMUTUALUNDERSTANDING OFTHEPARTIESAGREEDANDDECLAREDASFOLLOWS:1. That the Parties shall carry out all responsibilities as Bidder in terms of the Agreement.2. The Parties here by undertake to perform the roles and responsibilities Party of the First Part

shall be the Lead member of the consortium and shall have the power of attorney from all Partiesfor conducting all business for and on behalf of the consortium during the bidding process anduntil the Effective Date under the Agreement when all the obligations of the co shall becomeeffective;

3. The Parties affirm that they shall implement the Project in good faith and shall take all necessarysteps to carry out the Project e x p e d i t i o u s l y . They shall not negotiate with any other partyfor this Project except without the written permission of the Bidder if required.

4. The Parties do hereby undertake to be jointly and severally responsible for all obligations andliabilities relating to the Project and in accordance with the terms of the RFP document ______andthe Agreement, till the Agreement Period for the Project is achieved under and in accordancewith the Agreement.

5. That this Agreement shall be governed in accordance with the laws of India and courtsin (InsertName of City) shall have exclusive jurisdiction to adjudicate disputes arising from the termsherein.

In witness whereof the Parties affirm that the information provided is accurate and true and havecaused this Agreement to be duly executed on the date and year above mentioned.

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(Party of the first part)

(Signature) (Name) (Designation) (Address)

Witness:

(Party of the second part)

(Party of the third part)

(Party of the fourth part)

Note:

1. The mode of execution of the Agreement should be in accordance with the procedure, if any,laid down by the applicable law and the charter documents of the executant(s) and when it is sorequired the same should be under common seal affixed in accordance with the requiredprocedure.

2. Also wherever required, the executant(s) should submit for verification the extract of the charterdocuments and documents such as resolution/ Power of attorney in favour of the personexecuting this Power of attorney for the designation of power hereunder on behalf of the Bidder.

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Format8:Board Resolutions for bidding Entities

Format for Lead Member

“RESOLVED THAT approval of the Board be and is here by granted to join the consortium with___,___and__(name and address of the consortium members) for joint submission of bids f o rB i om ed i ca l E qu i pmen t Ma in ten an ce in a l l DHS Ho sp i t a l s f r o m Dis t r i c t H os p i t a l st o P r im ar y H ea l th C en t e r s a c r oss t h e s t a t e o f Madh ya P rad esh called the “Project”.

“RESOLVED FURTHER THAT the “draft” Memorandum of Understanding (MoU) to be entered into withthe consortium partners (a copy where of duly initialed by the Chairman is tabled in the meeting) be andis hereby approved.”

“RESOLVED FURTHER THAT Mr. (name), (designation) be and is hereby authorized to enter intoan MoU, on behalf of the company, with the consortium members and to sign the bidding documents onbehalf of the consortium for submission of the bidding documents and execute a power of attorney infavor of the Company as Lead Member.”

Format for Members

“RESOLVED THAT approval of the Board be and is here by granted to join the consortium with, and(name and address of the Consortium members) for joint submission of bids to the ManagingDirector , M a d h ya P r a d e s h P u b l i c H e a l t h S e r v i c e s C o r p o r a t i o n L i m i t e d ,B h o p a l u n d e r Department of Health & Family Welfare, Government of Madhya Pradesh for theProject”.

“RESOLVED FURTHER THAT the “draft” Memorandum of Understanding (“MoU) to be entered into withthe consortium partners (a copy where of duly initialed by the Chairman is tabled in the meeting) be andis here by approved.”

“RESOLVED FURTHER THAT Mr. (name), (designation) be and is hereby authorized to enter intoan MoU with the consortium members and execute a power of attorney in favor of to act as the LeadMember.

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Format 9Undertaking for Individual Members

On the Letter head of the Legal Entity

Format for Lead Member

I/We here by agree to join the consortium with, and (name and address of the consortium members)for joint submission of bids to the M a n a g i n g D i r e c t o r , M a d h ya P r a d e s h P u b l i c H e a l t hS e r v i c e s C o r p o r a t i o n L i m i t e d , B h o p a l u n d e r Department of Health & Family Welfare,Government of Madhya Pradesh for “Providing Biomedical Equipment Maintenance Services in all DHSHospitals from District hospitals to Primary Health Centers across Madhya Pradesh called the “Project”.

I/We also approve the Memorandum of Understanding (“MoU) to be entered into with the consortiumpartners.

I/We also authorize Mr.(name),(designation) to enter into an MoU with the consortium members and tosign the bidding documents on behalf of the consortium for submission of the bidding documents andexecute a Power of Attorney in favor of the Company as “Lead Member.”

Format for Members

I/We hereby agree to join the consortium with , and(name and address of the consortium members)for joint submission of bids to the M a n a g i n g D i r e c t o r , M a d h ya P r a d e s h P u b l i c H e a l t hS e r v i c e s C o r p o r a t i o n L i m i t e d , B h o p a l u n d e r Department of Health & Family Welfare,Government of Madhya Pradesh for “Providing 24x7 Biomedical Equipment Maintenance Servicesthrough Service Provider in all DHS hospitals from District Hospital to Primary Health Centers acrosst h e s t a t e o f M adh ya P r ad es h that would be accessible through a24-hourtollfreenumber(Centralized Call Center)”,called the “Project”.

I/We also approve the Memorandum of Understanding (“MoU) to be entered into with the consortiumpartners.

I/We also authorize Mr. (name), (designation) to enter into an MoU with the consortium membersand execute a Power of Attorney in favor of to act as the Lead Member”

Each member of the consortium will have to attach its Board Resolution/Undertaking as the case may be,approving the participation in the consortium, bidding for the Project and authorizing a company officialto sign the bidding documents/Power of Attorney to the Lead Member.

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Format10Information Regarding Bidder

Details of the BidderA brief description of the Bidder’s organization and an outline of the recent experience of the Bidderthat is most relevant to the assignment. In the case of a joint venture, information on similar assignmentsshall be provided for each partner. For each assignment, the outline should indicate the names of theBidder’s Key Experts and Sub-consultants who participated, the duration of the assignment, the contractamount (total and, if it was done in a form of a joint venture or a sub-consultancy, the amount paid tothe Consultant), and the Bidder’s role/involvement.

A - Bidder’s Organization

1. Provide here a brief description of the background and organization of your company, and – in caseof a joint venture – of each member for this assignment.

2. Include organizational chart, a list of Board of Directors, and beneficial ownership

B - Bidder’s Experience

1. List only previous similar assignments successfully completed in the last five years.

2. List only those assignments for which the Bidder was legally contracted by the Client as a companyor was one of the joint venture partners. Assignments completed by the Bidder’s individual expertsworking privately or through other firms cannot be claimed as the relevant experience of the Bidder, orthat of the Bidder’s partners or sub-contractors, but can be claimed by the Experts themselves in theirCVs. The Consultant should be prepared to substantiate the claimed experience by presenting copies ofrelevant documents and references if so requested by the Client.

Note: Details to be provided for the Bidder/Lead Member /each member of consortium (in case ofconsortium)

Details of OrganizationName of OrganizationType Legal EntityYear of Incorporation/registrationName of the Authority/Jurisdiction under which theLegalentityisincorporatedorregistered.Statute Legislation under which the Legal entity isincorporated/registeredRegistration NumberRegistered AddressCorrespondence Address & Head OfficeDoes Memorandum of Association/ TrustDeed/Articles of Association permit the organizationtocarry outthebusinessofMedicalEquipmentMaintenance

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Number of years of operation in MedicalEquipmentMaintenanceRelevant Qualification Details Years wise and stateWise/ Hospitalwise.1.Statewise/Hospital wiseName of the State/Province/Hospitals where MedicalEquipmentMaintenanceservicesareoperationalYears of experience in Medical Equipmentoperations in theState/Hospitals.Current areas of operation–specify (Names of the Districts/Hospitals).Number of Service CentersNumber of Hospital Contracts and total number ofbeds(copiesofhospitalcontractstobeenclosed)Number and type of equipment repaired throughServiceCentresCertificate of Satisfactory Performance

The Bidder should provide details of experience of only those Projects of “providing EquipmentMaintenance Services which is undertaken by it under its own name/under the names of the consortiummembers.

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Format 11Details of Eligible Experience

The Bidder should provide the experience details of services provided at each location/State/country/undertaken. The experience of the single entity’s associate or consortium member’s associates (whoare not members of the consortium) will also be considered.

In case the Bidder is a consortium, the above information should be provided for each member.

In role of member specify whether single entity, or in case of consortium specify whether Lead Member.

Name of the Entity Providing Support

Location(Country/State/districts)

Number of Staff by Category

BiomedicalEquipmentMaintenanceOperation

CallCentreOperation

Others(specify)

Duration of MedicalEquipmentMaintenance Operation

Profile of staff: Summary of key staff (degree/diploma/certificateswith specific reference to the project, training, number of years inemployment, total relevant experience as a paramedic/call centreemployee.)

Start Date Completion date Of all contracts

Name of Senior staff (Project Director, Project Manager) involved and functions performed:

Narrative description of project and the outcome:(Including number of equipment repaired perannum on an average)

Brief description of the actual services provided:

Service Centre Details; Repair workshop details; Spare parts to re details (if any).

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Format 12APPROACH, METHODOLOGY, AND WORK PLAN IN RESPONDING TO THE TERMS OF

REFERENCE

A description of the approach, methodology and work plan for performing the assignment, including a detaileddescription of the proposed methodology and staffing for training, if the Terms of Reference specify training as aspecific component of the assignment.:a) Technical Approach and Methodologyb) Work Planc) Organization and Staffing}

a) Technical Approach and Methodology.{Please explain your understanding of the objectives of the assignmentas outlined in the Terms of Reference (TORs), the technical approach, and the methodology you would adopt forimplementing the tasks to deliver the expected output(s), and the degree of detail of such output. Please provide yoursuggestions on improvement of complaint system, how to minimize the breakdown calls, AMC ManagementInformation System etc. Please do not repeat/copy the TORs in here.}

b) Work Plan. {Please outline the plan for the implementation of the main activities / tasks of the assignment,their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), andtentative delivery dates of the reports. The proposed work plan should be consistent with the technical approach andmethodology, showing your understanding of the TOR and ability to translate them into a feasible working plan. Alist of the final documents (including reports) to be delivered as final output(s) should be included here. The workplan should be consistent with the Work Schedule Form. The PM plan should also be mentioned clearly. The planfor validation / testing / calibration of equipment / facility should be clearly mentioned. The plan of movements ofthe lab equipment for calibration should also be attached. Equipment wise list of proposed spare parts with costgenerally required during breakdown to be provided by the Bidder.

a) Organization and Staffing.{Please describe Schedule wise the structure and composition of your team, including thelist of the Key Experts, Non-Key Experts and relevant technical and administrative support staff. Write clearly theheadquarter / office for implementation of the work in each of the Schedule. The name of the city / town where theproposed personnel will be headquartered should be clearly mentioned. The distance of such location with thelaboratories will help to access the travel time to support the lab. Include proposed plan to increase the required staffin case of future addition of new labs under contract.}S

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Format 13CURRICULUM VITAE (CV)

Position Title and No. {e.g., K-1, TEAM LEADER}Name of Expert: {Insert full name}Date of Birth: {day/month/year}Country of Citizenship/Residence

Education: {List college/university or other specialized education, giving names of educationalinstitutions, dates attended, degree(s)/diploma(s) obtained}____________________________________________________________________________________________________________________________________________________

Employment record relevant to the assignment: {Starting with present position, list in reverse order.Please provide dates, name of employing organization, titles of positions held, types of activitiesperformed and location of the assignment, and contact information of previous clients andemploying organization(s) who can be contacted for references. Past employment that is not relevantto the assignment does not need to be included.}

Period Employing Organizationand yourtitle/positionContactinformation for references

Country Summary ofactivitiesperformanedrelevant to theassignment

[e.g. May 2005- present] [e.g. Ministry of ------------advisor/ consultant

For reference telephone no./e-mail ID--------Mr. XYZ

N

Membership in Professional Associations and Publications:_________________________________________________________________________

Language Skills (indicate only languages in which you can work): _________________

Adequacy of AssignmentDetailed Tasks Assigned on Consultant’sTeam of Experts:

Reference to Prior Work/Assignmentsthat Best Illustrates Capability to Handlethe Assigned Tasks

{List all deliverables/tasks in which theExpert will be involved)

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Expert’s contact information: (e-mail ID …………………., Phone……………)

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctlydescribes myself, my qualifications, and my experience, and I am available to undertake theassignment in case of an award. I understand that any misstatement or misrepresentationdescribed herein may lead to my disqualification or dismissal by the Client.

{Day/month/year}________________________________________Name of Expert Signature Date

{Day/month/year}________________________________________Name of authorized Signature DateRepresentative of the Bidder(the same who signs the Proposal)

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Section 8: Checklist for bidders

Name of the Bidder (Sole Individual/Consortium):

S.NO

ACTIVITY YES/NO/NA

PAGE NO INTHERTENDERDOCUMENT

REMARKS

1. Enclosed EMD of required amount for the Project.

2. Format 1: Covering letter for Proposal submission.

3. Format 2: Power of Attorney for Signing ofproposal.

4.Format 3: Power of Attorney for Lead Member ofConsortium.

5. Format 4: affidavit (Non-Conviction).

6. Format 5: Anti-Collusion Certificate.

7. Format 6: Project Undertaking.

8. Format 7: Memorandum of Understanding (MoU).

9. Format 8: Board Resolutions for Bidding entities.

10. Format 9: Undertaking for Individual Members.

11. Format 10: Information Regarding Bidder.

12. Format 11: Details of Eligible Experience.

13.Format 12: Approach, Methodology and WorkPlan

14. Format 13: CVs of Team Leader and BMEs.