Request for Proposal (RFP) for

Transcription

1 Request for Proposal (RFP) for Selection of Consulting firm for setting up of a Technical and Management Support Team (TMST) to support the Department of Health & Family Welfare, Chhattisgarh The Department of Health & Family Welfare, Government of Chhattisgarh is looking for a suitable agency to provide Technical and Management support services to the Directorate of Health Services in the areas of Procurement, Public Private Partnership and Health System Strengthening in the State of Chhattisgarh. Agencies meeting the eligibility criteria and interested in taking up the assignment should submit their written proposal to the following address by or before the deadline indicated in the RFP: State Nodal officer (ECSPP) Directorate of Health Services Room No. 8, First Floor, Block- 4 Indrawati Bhawan, Naya Raipur Chhattisgarh Last date of submission of proposal : by PM Date of Pre- Bid meeting : at Noon Date of opening of Technical Bids : at 2.00 PM Date of opening of Financial Bids : at 4.00 PM 1 RFP, Department of Health & Family Welfare, CG

2 1. TERMS OF REFERENCE Following is the scope of work of the Technical and Management Support Team (TMST) in the areas of Procurement, PPP and Health System strengthening. Task-1: Procurement The TMST will support the DHS in handling all steps of the procurement of goods, services, consultancies (firms and individuals) including quality assurance and contract management. The TMST will be required to possess an excellent understanding of the procurement and regulatory guidelines of Government of Chhattisgarh. Tasks will include the following: 1 Provide necessary support to DHS wherever requested in procurement-related matters such as updating of procurement plans, estimating budgets for procurement, advising on methods of tendering, and providing assistance on procurement issues to project preparation and review missions. 2 Assist DHS in formulating the principles and guidelines in assessing annual demand. 3 Assist DHS in finalizing specifications and terms of reference (ToR) prepared by the DHS to the point where specifications/tor are clear, complete and suitable for the purpose of seeking competitive bids/proposals from suppliers/contractors/consultants. The TMST will ensure that specifications/tor provide no preference to any particular supplier/contractor/consultant, or that the reasons for purchase of proprietary or named goods from a particular supplier/contractor are in accordance with the agreed procurement guidelines for the project. 4 Assistance in outsourcing of Non clinical services (Dietary, Laundry, Security, Housekeeping, Bio Medical Waste Management) Assist in preparation of Invitation for bids (IFB) or request for Expressions of Interest (EOI), if prequalification is not used and bid documents/request for proposals (RFP) (based on standard templates of Government of Chhattisgarh) and invite bids/proposals in accordance with the agreed procurement arrangements for the project. 6 In conjunction with the PPP policy of Government t of Chhattisgarh prepare the policy specific to the health sector in the State. 7 Support DHS in conducting a pre-bid/ pre-proposal conference if needed and issue the conference minutes and addendum to the proposed bid document if required. 8 Support the project s technical and financial evaluation of bids/proposals on the basis of the evaluation criteria agreed in the bidding document/rfp. 9 Support DHS in selection and awarding of the contract and assist DHS in issuing the notification of award (NOA) and enter into contract with the recommended bidder on behalf of project. 10 Record and respond to complaints received during the bidding process and during implementation of the contract. 11 Assist DHS in publishing contract award information and provide debriefing to unsuccessful bidders if requested. 12 Support DHS in maintaining the database such as contracts issued, bids received etc. and also record data collected through market surveys etc. 13 Assist DHS in handling issues related to contract enforcement, warranties, claims etc. 14 Provide necessary assistance to DHS for payments to suppliers/contractors/consultants in accordance agreed terms of payment, including tracking of pending payments. 2 RFP, Department of Health & Family Welfare, CG

3 1 Compile and report such procurement statistics as agreed with the DHS. 16 Coordinate with the successful suppliers to ensure smooth flow of equipment and goods procured under the project. 17 Assist in setting up and manage framework agreement for goods and services, wherever agreed. 18 Support in maintaining all procurement-related records/files in systematic fashion. Task 2- Public Private Partnership (PPP) Management 1. Under the supervision of the DHS, the TMST will carry out monitoring and evaluation of the Health PPP projects including monitoring and reporting on the output and outcome indicators. 2. Supervising and coordinating Health PPP activities and outputs, including jointly formulating individual work plans and addressing the reporting requirements of Government of Chhattisgarh. 3. Assisting DHS in planning and implementation issues in PPP and assisting in addressing those issues. 4. Assisting DHS in managing Health PPP project-related activities, including coordinating with sponsoring authorities.. Overseeing the PPP activity to be happening in a timely and successful manner, including managing the overall quality of the deliverables and outputs. 6. Assisting DHS in expeditiously carrying out the analytical and appraisal work for Health PPP projects evaluation for approvals by Government of Chhattisgarh. 7. Providing support for developing project concepts, structuring projects and for the bid process as required, so that projects are successfully processed or ready for structuring and project development support. 8. Identify contextually appropriate healthcare PPP models; Facilitate the development of necessary organizational structures and systems for the private sector to function effectively in consultation with the DHS. 9. Develop detailed guidelines for different PPP models in the health sector including development of templates for Expression of Interest, Terms of Reference, Tender, Memorandum of Understanding (contract agreement with clauses) in consultation with the DHS. 10. To develop criteria for private partner selection, costing of services, tariff fixation, payment modalities, and norms for performance and quality indicators, outcome indicators, renewal of contract, grievance and disputes resolution mechanism, obligations of the public sector and the private sector partners, grievance handling system, exit options and regulatory obligations. Task 3: Health System Strengthening As regards Health System Strengthening, the TMST will support the DHS in the following: 1. Strategic planning, designing innovative partnership mechanisms, contract management, capacity building, monitoring and evaluation in public health sector in consultation with the DHS. 2. Baseline study of the public health scenario in the State. 3. Identification of the health outcome and impact goals aligned to State health goals. 4. Identification of the health challenges their causes and risk factors specific to the State at all levels.. Identification and selection of high impact areas of interventions. Eg. Retention of skilled Human Resources in the Health sector, strategies to provide adequate healthcare facilities in difficult to reach areas, capacity building of the existing Human Resources etc. 6. Determine health systems requirements and bottlenecks to achieve desired goals as well as identification of critical health system interventions to address bottlenecks. 7. Preparation of a detailed roll out plan and road map with timelines for the planned interventions. 3 RFP, Department of Health & Family Welfare, CG

4 8. Selection of the most appropriate indicators for Monitoring & Evaluation of selected interventions. Note: Agency has to submit detailed time bound action plan for carrying out above activities within 1 month of selection. Agency has to seek approval from Director Health Services and incorporate the suggestions made by Director Health Services. Agency has to act and submit report as per the agreed action plan. 2. Timeframe: 1. The Agency selected through this RFP will be engaged for a minimum period of 1year. The contract may be extended based on performance and on the basis of mutual agreement. 3. Payment terms: The total cost of the services payable is set forth as undermentioned, as per the proposal of consulting firm to the Employer and as negotiated thereafter. S. Milestone Time period of Payment (as % of the No. (Deliverables) Submission total service cost) Submission of Detailed Work Within 1 month of the 1. Plan award of contract 10% of total contract amount Submission of Inception 1 st two months of the award 2. Report of contract 10% of total contract amount Submission of Quarterly 3. Reports Each quarter 1% of total contract amount Submission of Quarterly 4. Reports Each quarter 1% of total contract amount Submission of Quarterly. Reports Each quarter 1% of total contract amount Submission of Quarterly 6. Reports Each quarter 1% of total contract amount 7. Submission of Final Report Upon completion of the contract 20% of total contract amount Currency of Payment: All payments shall be made in Indian Rupees. The awardee shall submit the invoice for payment when the payment is due as per the agreed terms. The payment shall be released as per the work related milestones achieved. Once a milestone is completed, the consultancy firm shall submit the requisite deliverables as specified in this Contract. The Employer shall release the requisite payment upon acceptance of the deliverables. However, if the Employer fails to intimate acceptance of the deliverables or its objections thereto, within 30 days of receipt of it, the Employer shall release the payment to the consultancy firm without further delay. In addition to the fees, operational expenses incurred from time to time on activities like workshops and training (including training material development and printing) will be reimbursed on the basis of preagreed budget. 4. Eligibility Criteria: The applicant firm should be a Company registered under the Indian Companies Act, 196, fulfilling the 4 RFP, Department of Health & Family Welfare, CG

5 following conditions: 1. The firm should have the overall experience of atleast 3 years in setting up Project Management Units (PMU) projects. 2. The firm should have a dedicated Healthcare practice for atleast 3 years & should have undertaken atleast 3 projects in Public Health in the last two year. 3. The firm should have an annual turnover of atleast INR 0 crore from consulting practice in India in the last two Financial Year. 4. Specific experience of the team relevant to the assignment / job : Sl. No. Role Qualification Experience 1 Team Leader 2 Public Expert 3 PPP Expert 4 Healthcare Procurement Expert Health Sr. Consultants (3 numbers) Post Graduate in Medicine & PG Diploma/Degree in Hospital/Health Administration MPH/PG Degree/Diploma of similar nature PG Diploma/Degree in any discipline Post Graduate Degree/Diploma in Hospital Administration MBA-Healthcare or MPH or Post Graduate Degree/Diploma in Health/Hospital Administration Minimum 20 years of experience in leading Healthcare projects Minimum 1 years of experience in Healthcare & should be a registered Certified Lead Assessor NABH Minimum 7 years of experience in PPP initiatives at state or national level projects. Should have undertaken atleast 3 PPP Health sector projects with various State Governments/National level Minimum years of experience post qualification in the Health sector & should have led a minimum of 7 hospitals with supply chain engagements Minimum 3 years of experience post qualification. Part Time (PT)/Full Time (FT) minimum 2 % onsite time minimum 2 % onsite time minimum 2 % onsite time minimum 2 % onsite time FT RFP, Department of Health & Family Welfare, CG

6 . Technical proposal The applicant is required to prepare and submit a technical proposal indicating the following: a. Proof of incorporation of the legal entity. b. Proof of turn over : Copies of audited balance sheet/income-expenditure statement or a certificate from the auditors of the agency indicating the annual turnover in the last 2 Financial Year. c. Details, supporting s of the experience of the consulting firm and the proposed team. d. Methodology proposed for implementing the assignment. Methodology proposed for implementing the assignment. Technical approach, methodology and work plan are key components of the Technical proposal. Applicants are suggested to present their Technical Proposal divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing, a) Technical Approach and Methodology:- In this chapter, bidder should explain their understanding of the objectives of the Assignment/job, approach to the Assignment/job, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. Bidder should highlight the problems being addressed and their importance, and explain the technical approach that bidder would adopt to address them. Bidder should also explain the methodologies propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan:- The applicant should propose and justify the main activities of the Assignment/job, their content and duration, phasing and interrelations, milestones (including interim approvals by the Authority), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings and tables to be delivered as final output, should be included here. c) Organization and Staffing:- The applicant should propose and justify the structure and composition of their team. Applicant should list the main disciplines of the Assignment/job, the key expert responsible and proposed technical and support staff. 6. Financial Proposal Bidders are required to quote the lump sum all inclusive charges for setting up of a Technical and Management Support Team (TMST) to support the Department of Health & Family Welfare (DHS) for a period of 1 year. This is to be prepared as per attached format (Form-F). The contract may be extended based on performance and on the basis of mutual agreement. 7. Procedure for submitting the proposals The proposals are required to be submitted in two separate envelopes as follows: 6 RFP, Department of Health & Family Welfare, CG

7 Part-A: Technical Proposal: This will contain the technical proposals outlined in Clause above. This envelope shall be marked as "Part-A: Technical Proposal". Part-B: Financial Proposal: This is to be prepared as per attached format (Form-F): Note-1: The envelope containing the Financial proposal must be clearly marked "Financial Proposal - (with a warning) Do not open With the Technical Proposal. Financial bid will be opened only to those bidders who qualify the technical bid. Note-2: No tax exemption of any kind shall be provided by the state Government. The Applicant has to factor this component while preparing the financial proposal. The two envelopes are to be placed in an outer envelope marked Selection of consulting firm for setting up of a Technical and Management Support Team (TMST) to support the Department of Health & Family Welfare (DHS) Chhattisgarh. The Department, or the agency appointed by it to manage the bidding process on its behalf, shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be the case for rejection of a proposal. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the proposal as non responsive. 8. Templates to be used for submitting proposals Proposals, prepared and packed in separate envelopes as described above, should be accompanied by a letter of transmittal as per the format given at attached Form-T. 8.1 The Financial proposal is to be prepared in the format given at attached Form F and must be signed by the same person(s) who have signed the letter of transmittal. 8.2 Evaluation Procedure Evaluation Criteria: Criteria, sub-criteria, for evaluation of Technical Proposals have been prescribed: Detailed evaluation criteria, sub-criteria and point system for evaluation to be followed under this procedure is as under: i) Specific experience of the consultant firm relevant to the assignment / job 1 marks (Max.) S.No. Criterion 1 2 The firm should have the overall experience of atleast 3 years in setting up Project Management Units (PMU) projects. 2 The firm having overall experience 3- years in setting up Project Management Units (PMU) projects. The firm having overall experience of more than years in setting up Project Management Units (PMU) projects. The firm should have a dedicated Healthcare practice for atleast 3 years & should have undertaken atleast 3 projects in Public Health in the last one year. 2 The firm having a dedicated Healthcare practice for 4- years & should have undertaken atleast 4-6 projects in Public Health in the last one year. The firm having a dedicated Healthcare practice for more than years & should have undertaken 7 or more projects in Public Health in the last one year. Marks RFP, Department of Health & Family Welfare, CG

8 3 The firm should have an annual turnover of atleast INR 0 crore from consulting practice in India in the last two Financial Year. 2 The firm with an annual turnover INR 0 to 7 crore from consulting practice in India in the last two Financial Year. The firm with an annual turnover of more than INR 7 crore from consulting practice in India in the last two Financial Year. 3 ii) Adequacy of the proposed methodology and work plan in response to the terms of reference 1 marks (Max.) Sub-criteria: a) Technical approach & methodology - 7 marks b) Work plan - marks c) Organization & staffing - 3 marks iii) Specific experience of the consultant firm relevant to the assignment / job: 70 marks (Max.) S. No. Role Qualification Experience Points 1 Team Leader Post Graduate in modern Medicine & PG Diploma/Degree in Hospital/Health Administration 20 years of experience in leading Healthcare projects years of experience in leading Healthcare projects 20 >2 years of experience in leading Healthcare projects 2 Minimum 1 years of experience in Healthcare & should be a registered Certified Lead Assessor NABH Part Time (PT)/Full Time (FT) minimum 2 % onsite time minimum 2 % onsite time 2 Public Health Expert MPH/PG Diploma or degree of similar nature 1-20 years of experience in Healthcare & should be a registered Certified Lead Assessor NABH > 20 years of experience in Healthcare & should be a registered Certified Lead Assessor NABH RFP, Department of Health & Family Welfare, CG

9 3 PPP Expert PG Diploma/Degree in any discipline Minimum 7 years of experience in PPP initiatives at state or national level projects. Should have undertaken atleast 3 PPP Health sector projects with various State Governments/National level 7-10 years of experience in PPP initiatives at state or national level projects. Undertaken 3- PPP Health sector projects with various State Governments/National level >10 years of experience in PPP initiatives at state or national level projects. Undertaken > PPP Health sector projects with various State Governments/National level Minimum 7 years of experience post qualification in the Health sector & should have led a minimum of 7 hospitals with supply chain engagements 7 10 minimum 2 % onsite time minimum 2 % onsite time 4 Healthcare Procurement Expert Post Graduate Diploma in Hospital Administration 7-10 years of experience post qualification in the Health sector & should have led a 7-9 hospitals with supply chain engagements >10 years of experience post qualification in the Health sector & should have led 10 or more hospitals with supply chain engagements 7 10 Sr. Consultant (3 numbers) MBA-Healthcare or MPH or Post Graduate Degree/Diploma in Health/Hospital Administration Minimum 3 years of experience post qualification. Minimum 3- years of experience post qualification. > years of experience post qualification. 6 (2 Each) 9 (3 Each) 1 ( Each) FT 9 RFP, Department of Health & Family Welfare, CG

10 9. Method of Selection: Combined Quality cum Cost Based System (CQCCBS) In certain primarily highly technical and complex situations where it is considered that technical score should have a high weightage in deciding the final selection of the consultant, the technical quality of the proposal will be given a weightage of 80 % (percentage to be specified).the price bids of only those bidders who qualify technically will be opened. The proposal with the lowest cost may be given a financial score of 100 and the other proposal given financial score that are inversely proportionate to their prices. The financial proposal shall be allocated weight of 20%. For working out the combined score, the employer will use the following formula: Total points = T (w) x T (s) + F (w) x LEC / EC, where T (w) stands for weight of the technical score. T (s) stands for technical score F (w) stands for weight of the financial proposal EC stands for Evaluated Cost of the financial proposal LEC stands for Lowest Evaluated Cost of the financial proposal. The proposals will be ranked in terms of total points scored. The proposal with the highest total points (H-1) will be considered for award of contract and will be called for negotiations, if required. 10. Other terms and conditions: 1. Pre-bid meeting : A pre-bid meeting will be organized on 08/03/2016 at12.00 Noon, meeting hall of Director Health Services, 3rd floor, Indravati Bhawan, Naya Raipur, Chhattisgarh 2. Last Date: The deadline for submission of the bid is 26/03/2016 up to P.M. 3. Bid opening &evaluation: Date of opening Technical bid :-26/03/2016 at P.M. Date of opening Financial bid :- 26/03/2016 at P.M. 4. Single Proposal: An applicant should submit only one proposal. If an applicant submits or participates in more than one proposal, all such proposals shall be disqualified.. Bid Fee: A bid fee of Rs.,000 (Rupees five thousand only) in the form of Demand Draft of any commercial bank in favour of "Director Health Services-ECSPP-SPMU" payable at Raipur Chhattisgarh should accompany the Proposal. Bid fee is not refundable. 6. Bid Security: A bid security of Rs.0,000 (Rupees fifty thousand only) in the form of Demand Draft from any commercial bank in favour of "Director Health Services - ECSPP-SPMU" payable at Raipur Chhattisgarh should also accompany the Proposal. Bid securities of unsuccessful bidders will be returned to them within 30 days of the award of contract. 7. Each page, Form, Annexure and Appendices of the Technical Proposal must be signed by the Authorized signatory of the firm/legal entity. Director Health Services (CG) reserves the right to accept or reject one or all applications without giving any explanation. 8. Any kind of further information related to this RFP will be posted only at departmental website 10 RFP, Department of Health & Family Welfare, CG

11 **** FormT Letter of Transmittal To, The Director Health Services Indravati Bhavan, Naya Raipur Chhattisgarh Sir, We, the under signed, offer to provide the Technical and Management Support Team (TMST) services to the Department of Health & Family Welfare, Govt. of Chhattisgarh, in accordance with you request for Proposal dated 26/02/2016.We are here by submitting our Proposal, which includes Technical Proposal and Financial Proposal sealed under separate covers and the two envelopes placed together in an outer envelope all properly marked as required. We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification as well as forfeiture of the bid security amount. The prices quoted by us in the Financial Proposal (Form F) are valid till six months from the date of submission of the quotation. We confirm that this proposal will remain binding upon us and may be accepted by you at any time before the expiry date. Prices have been arrived independently without consultation, communication, agreement or understanding (for the purpose of restricting competition) with any competitor. we agree to be are all costs incurred by us in connection with the preparation and submission of the proposal and to bear any further pre-contract costs. We understand that the State Government is not bound to accept the lowest financial bid or any proposal or to give any reason for award, or for their rejection of any proposal. Yours faithfully, [Signature of authorized person(s)] 11 RFP, Department of Health & Family Welfare, CG

12 Form F FORMAT FOR FINANCIAL BID Activity Financial Bid Amount All inclusive charges for setting up of a Technical and Management Support Team (TMST) to support the Department of health & family Welfare (DHS) Chhattisgarh Rupees...(in figures) Rupees...(inwords) Signature (s): [These must be signed by the same person (s) who have signed the letter of transmittal]. 12