Request for Proposal for Management of Community Process division application

(AMC and Change management) developed by IHAT

1. Introduction India Health Action Trust (IHAT) aims at improving public health initiatives by supporting programs

nationally and globally through comprehensive technical assistance in program planning,

management and monitoring. IHAT has set up a Technical Support Unit (TSU) for the Government of

Uttar Pradesh (GoUP) to provide techno-managerial assistance to improve the coverage of key

reproductive, maternal, new-born, child health and nutrition (RMNCH+A) interventions and services in

the state from the funding support of Bill & Melinda Gates Foundation (BMGF) through University of

Manitoba (UOM), Canada.

IHAT believes that strengthening the existing health system is the best way to achieve sustained health

outcomes at scale. It has developed a “theory of change” to guide its support to government in

improving these health outcomes, and providing techno-managerial support lies at the core of this

approach. IHAT transfers skills and knowledge to partners through embedded techno-managerial

support, including hands-on orientation to gap analysis and prioritization; developing standards,

systems and processes; monitoring and evaluation; and problem solving.

2. Objective The objective of this RFP is to invite experienced and qualified vendor to provide AMC and Change

management for community process division applications.

The successful bidder will be invited to negotiate a Contract for the said engagement. The term of the

Contract will be for a period for two years.

The following are the applications that have already being developed and rolled out or in process of

roll out:

Mapping Platform

ASHA/Sangini Incentive Payment Application

BCPM MIS

VHND Monitoring & ASHA attendance digitization Tool

Health & Wellness Centre Application

3. Scope of Work • Ensuring a smooth and error-free functioning of CP apps in the State.

• Providing changes in application

• Report as per requirement

• Ensuring all the support and small customization requests made by the State are carried out

efficiently and promptly.

• Providing remote-support on the server hosting the CPs apps for the State.

• Providing all required documentation, training material and supporting the application.

• Support in integration

• PFMS integration

• Managing application on the server

• Cloud Server maintenance

• Annual audit support

• Integration with other platforms as per new data elements requirement.

• Value added services like reports, interoperability

• Designing new module for ASHA Sangini in application.

• One seater helpdesk for CP apps

• Training of application

Above mentioned tasks to be accomplished by resources by team of developer, tester & helpdesk that

includes maximum 750 man-days for developers & testers and 1 dedicated helpdesk resource

4. About CP applications

4.1 Server Configuration Application Front End: PHP/Apache Web Server, JAVA/Apache Tomcat Web Server

Application Back End: PHPMySqL – MariaDb

Application Server: Linux

Database Server: Linux

OS: CENTOS 6.9

Server Type: Dedicated Private Cloud

Model: Dedicated hosting

vCPU: 4

RAM: 32GB

Storage: 500 GB

Physical Processor: Intel Xeon family

Clock Speed: 2.5 GHz

4.2 Application List & Technology used

SL. No Project Application Platform Technology Current State

1 BCPM

Mapping Platform Web PHP Live

2 BCPM MIS (Rural) Android Android Live

3 Web PHP Live

4 BCPM MIS (Urban) Android Android

5 Web PHP Ready for Pilot

6 VHND Monitoring/Observations Tool & ANM Tool

Android Android Ready for Pilot

7 Reporting Tool Web Java Ready for Pilot

8 HWC

Aarogya Kendra- HWC Android Android Pilot

9 Reporting Tool Web Java Pilot

10 Aarogya Kendra- Admin/State panel

Web Pilot

11 ASHA Sangini App

Application Web & Android

-- To be developed

4.2.1 ASHA Incentive Application(BCPM-MIS)

Project Introduction

Uttar Pradesh has approximately 150,000 Accredited Social Health Activist (ASHAs) who

cater to the vast 220 million of population. The ASHAs upon receiving mandatory modular

induction training programs are ably supported by a layered monitoring and supportive

supervision cadre of ASHA Sangini’ s (approximately 7,500), Block, District, and Regional

Community Process Managers (one each at Block, District, and Region), and state

community process team. The staggering numbers and a hierarchical monitoring system

has its inherent monitoring and management challenges, with a direct bearing on

motivation and performance of these critical health functionaries. The use of Information

Communication and Technology (ICT) helps to manage and standardize administrative,

behavioural, business, communication, cultural, economic, political, social, and domain-

specific actions that in turn help improving programmatic outcomes.

Project Outcome

To enable the community processes team, effectively and efficiently plan, manage, and

monitor key interventions by developing and implementing a web and android based

application to digitize ASHA and Sangini incentive payment process. Specific Objectives:

I. To reduce delays and defects in payment of ASHA incentives.

II. To monitor timely payment of ASHA SANGINI.

III. Motivating ASHAs by ensuring timely and transparent payments.

IV. Motivation to ASHAs in turn reflecting for better health care system.

V. Digitizing paper based formats for BCPMs.

Solution Design

Looking way forward towards need to revisit the incentive structures and evaluate the

efficacy of the current incentive mechanisms and align them with the needs of the

stakeholders, the incentive payment for the volunteer, front line worker – ASHA/ASHA

Sangini’ s has been digitized to ensure timely and transparent payment, there by

motivating the workers to do well in turn strengthening the health system for better

quality of health care of the community. Major heads in Mother Health Care, Family

Welfare, Immunization, Child Health, RKSK, RNTCP, Malaria, Leprosy, NIDDCP, Kala-azar,

Lymphatic filarisi, Encephalitis, AAA meeting, and Addition-laities have been digitized.

Rural ASHA Flow

Process for incentive payment for front line workers has been digitized. The digitization

starts at BCPM (Block Community Process Manager) level where all incentive vouchers

are entered in the digital system, which is further approved or rejected electronically by

the approval authority namely MOIC (Medical Officer In-Charge), the final approved data

is being provided to BAM (Block Account Manager) to upload the same at PFMS portal to

ensure payments to the health workers.

Urban ASHA Flow

Process for incentive payment for front line workers has been digitized. The digitization

starts at CCPM (City Community Process Manager) level where all incentive vouchers are

entered in the digital system, which is further approved or rejected electronically by the

approval authority namely ACMO-Urban, the final approved data is being provided to

DEO/DCAA (Account Manager) to upload the same at PFMS portal to ensure payments to

the health workers.

The following BCPM format are digitized through the application:

Key Achievements (Rural ASHA)

a) Training and Pilot rolled out in 2 districts (Shrawasti and Bahraich) in the month

of April and May 2018

b) Training of DCPMs (75), Regional Coordinators (~18), BCPMs (820), MoICs (820),

BAMs (820) completed in the month of July 2018

c) Orientation to all CMOs (75) completed in the month of June 2018

d) Guidelines and letter issued to all districts and blocks for mandatory digitization

of ASHA/ Sangini incentives from the month of July 2018 (letter 20th July 2018

NHM – 4052-75)

e) Support channels established – Helpline (6386133016) and

email(bcpmapp@gmail.com) support continuously being provided

f) The application has successfully rolled out in all 75 districts and all 820 blocks in

UP.

4.2.2 VHND Application

Project Introduction

The Village Health Nutrition Day (VHND) is organized twice every month on Wednesdays

and Saturday, and for those villages that have been left out, on any other day of the same

month at the AWC or sub centres in the village. The AWC is identified as the hub for service

provision in the RCH-II, NHM, and also as a platform for inter-sectoral convergence. VHND

is also act as a platform for interfacing between the community and the health system.

Expected beneficiaries to be participated in VHND are pregnant women, lactating mother,

0-5 years’ children, Teenager and eligible couple.

On the appointed day, ASHAs, AWWs and other are mobilizing the villagers, especially

women and children, to assemble at the nearest AWC. This is the platform where villagers

can interact freely with the health personnel and obtain basic services and information on

complete immunization, ANC, child growth, delivery, infant care, family planning, and

referrals if required. They can also learn about the preventive and promotive aspects of

health care, which encourages them to seek health care at proper facilities. Since the

VHND has been held at a site very close to their habitation, the villagers are receiving

health services at their doorstep. The VHSC comprising the ASHA, the AWW, the ANM,

and the PRI representatives, if fully involved and followed by proper monitoring system

of the event, can bring about dramatic changes in the way that people perceive health

and health care practices.

ASHA GRIEVANCE

AAA MEETINGASHA

PERFORMANCEBCPM FIELD

VISITREPORTS

Project Outcome

To enable the respective ANMs and community processes team, effectively and efficiently

manage and monitor key interventions by developing and implementing android based

application to digitize VHND monitoring process.

i. Digitized formats for Monitoring of VHND sessions

ii. Digitization of ASHA presence in VHND sessions

iii. Self-reporting tool for ANMs.

Solution Design

Key Achievements

a) VHND application for monitors is set live.

b) Training of DCPMs (75), Regional Coordinators (~18), BCPMs (820), MoICs (820)

c) Guidelines and letter issued to all districts and blocks for digitization of VHND (letter 16th

October 2018 NHM – 7601-75)

d) Support channels established – Helpline (6386133016) and email

(vhndapplication@gmail.com) support continuously being provided

e) VHND application for ANMs: pilot running in Massauli block Barabanki and Chinhat block

Lucknow.

4.2.3 HWC Application

Project Introduction

The application, as prescribed by the Government of India, will enable the HWC team to

undertake a baseline survey to assess morbidity burden and out of pocket expenses of the

communities served. It will enable the HWC team to record services provided, to provide

continuity of care across time and across levels, to perform population based analytics

and to enable monitoring. The solution will enable creation of family folders and individual

health-cards along with the gap of services available at sub centre level. HWC will have a

digital record of all the family health cards (through population surveys) which should be

used to facilitate referrals and enable a continuum of care. The solution will also enable

tracking of drug made available to the patients who require long term treatment. The

HWC primary health care team will be able to use the application to monitor

compliance/history and provide follow up check-ups and counselling. The application will

have an automated system for referrals and next follow-up schedule and will be auto

synced as per the availability and quality of network.

Project Outcome

To develop a web and android based health and wellness centre application to digitize

HWC operations and their connectivity with related PHC and CHC.

Solution Design

Key Achievements

a) Pilot running in Sirsiya block Shrawasti and Kaurihar & Holagarh in Allahabad.

All 12 services as per the GoI guidelines are covered as part of the HWC Service provision application

• Care in pregnancy and child-birth • Neonatal and infant health care services • Childhood and adolescent health care

services • Family planning, Contraceptive services

and Other Reproductive Health Care Services

• Management of Communicable diseases including National Health Programs

• Management of Common Communicable Diseases and Out-patient care for acute simple illnesses and minor ailments

• Screening, Prevention, Control and Management of Non-Communicable diseases

• Care for Common Ophthalmic and ENT problems

• Basic oral health care • Elderly and palliative health care services • Emergency Medical Services • Screening and Basic management of

Mental health ailments

5. Key Project Milestones and Timeline # Name Timeline (in Weeks)

1 Queries T+1

2 Publication of RFP post Queries T+2

3 Submission of Response from bidders T+4

4 Selection of developer and Letter of award T+5

5 Contracting and on-boarding of vendor T+5

6. Payment Schedule Payments to be paid quarterly.

7. Performance Guarantee Partner will deliver work in a professional workmanship fashion and ensure all deliverables are of high

quality and completed in time, subject to timely support from external parties. IHAT will keep 10% of

total payment milestone amount as performance guarantee.

8. Eligibility criteria: Eligible Agencies should meet the following criteria:

1. Minimum 2 years of experience in providing AMC and Change Management

support for mobile applications to government, semi-government bodies

2. Minimum 3 completed projects each (with project completion certificate) with a

project component in following categories:

a. AMC support with overall project value greater than INR 5 Lakhs

b. Change management support with overall project value greater than

INR 20 Lakhs

3. Bidder must have at least 25 full time technical employees in its pay roll. The

technical skills of these employees must cover all the technical skills mentioned

in clause 4.2

4. Bidder should be registered in India under companies Act 1956/2013 or

Partnership firm registered under the Partnership Act of 1932 or registered

(converted to) under the Indian Limited Liability Partnership Act, 2008

5. Bidder should not be blacklisted by Multi-Lateral Funding Agency / Govt. Of India/

any State Government / PSU’s as on the date of bid submission

6. The Bidder must have average annual turnover of Rs. 1 Crore in last two financial

year ending at 31/03/2019 from IT Services

7. The Bidder must have positive net worth in last one financial year ending at

31/03/2019

9. Technical Proposal

# Evaluation Criteria Required Documentary Evidence Evaluation Criteria

1

Minimum 3 completed

projects each (with

project completion

certificate) with a

project component in

following categories:

a. AMC support with

overall project

value greater

than INR 5 Lakhs

b. Change

management

support with

overall project

value greater

than INR 20 Lakhs

Submit any of the following client

concerned document

1. Work orders OR

2. Agreements OR

3. Completion Certificate

Total Marks – 30

For both categories a. and b.

(Max 10 marks each):

3-5 projects: 5 marks

More than 5 projects: 10

marks

Experience with government,

semi-government or

multilateral organization for 3

such projects: 5 marks each

for category a. and b.

2

Number of full time

technical employees in

its pay roll. The

technical skills of these

employees must cover

all the technical skills

mentioned in clause 4.2

Detailed Resume of the

employees

25 to 40 employees: 10 marks

41 to 50 employees: 20 marks

More than 50 employees: 30

marks

3

Qualifications of

proposed Manager:

a. Post-graduate in

relevant field with

minimum 10 years

of experience in IT

preferably in Public

Health sector

b. Citation of at least 2 projects with a project component in following categories:

a. AMC support with overall project value greater

Detailed Resume of the Proposed

Team Leader

Total Marks – 15

Qualification [4]: PG Degree: 1

marks, Relevant course/

certification: 1 marks, Tier 1

Institute: 1 mark each for UG

and PG course

Professional Experience [4]:

10-15 years: 1.5 marks, 15-20

years: 2.5 marks, 20+ years: 4

marks [steps of 0.5]

Team Mgmt/ Project Lead

experience: 1 mark

than INR 5 Lakhs

b. Change management support with overall project value greater than INR 20 Lakhs

c. Prior experience of

working with

Government at

State/ UT/

National level

Experience of 2 projects each

in the following (cumulative): I

– 2.5 marks, II – 2.5 marks

1 mark for previous

experience in UP

4 Resume of all members

of the proposed team Detailed Resume of each member

Not for evaluation

5

Experience of bidder in

Public Health with

project value greater

than INR 20 Lakhs

Submit any of the following client

concerned document

1. Work orders OR

2. Agreements OR

3. Completion Certificate

1 to 3 projects: 5 marks

4 to 5 projects: 15 marks

More than 5 projects: 25

marks

Financial Proposal would be opened only for Bidders scoring at least 70 marks out of 100 in Technical

Proposal Evaluation.

10. Financial Proposal The bidder is required to quote the total project fee for the aforementioned scope of work (inclusive

of OPEs and any other taxes, except GST) as part of the Financial Bid. No additional amount (except

applicable GST) will be payable during the course of the assignment. Only once the Technical Proposal

is ascertained to be qualified, corresponding Financial Proposal would be opened.

11. Pre-Bid Queries The agencies may submit their consolidated list of queries to ayushi.srivastava@ihat.in and

som.pal@ihat.in, before September 25, 2019 at 1500 hours.

12. Bid Submission Bid Submission Deadline: October 16, 2019 at 1800 hours.

Interested agencies are advised to submit Technical and Financial proposal (Hard copies in separate

envelopes) along with all required document to below mentioned address. Please mention “Quotation

for Management of Community Process Division Apps” over the sealed envelope.

“Ayushi Srivastava

India Health Action trust

404, 4th floor & 505, 5th Floor, Ratan Square

No. 20-A, Vidhan Sabha Marg

Lucknow-226001, Uttar Pradesh, India”

You may also reach out over email(ayushi.srivastava@ihat.in and som.pal@ihat.in )for any further

queries in this matter.