ICT Tender Final_website_before Prebid

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Dr Rajendra Prasad Government Medical

College,

Kangra at Tanda

RFP NOTICE No. RPGMC/IT-01/13(A)

Request for Proposal

` 10,000/- (Rs. Ten Thousand Only)

Automation of Hospital and Medical College.

Dr Rajendra Prasad Government Medical College,

Kangra at Tanda

Page 2 of 219

Disclaimer

The information contained in this Request for Proposal ("RFP") document or subsequently provided information to bidders, whether verbally or in documentary form by or on behalf of the Dr.Rajendra Prasad Government Medical College (RPGMC) of Government of Himachal Pradesh, or any of their employees, consultants or advisers, is provided to bidders on the terms and conditions set out in this RFP document and any other terms and conditions subject to which such information is provided.

This RFP document is not an agreement and is not an offer or invitation by the RPGMC to any other Party. The purpose of this RFP document is to provide interested parties with information to assist in formulation of their Proposal. This RFP document does not purport to contain all the information each bidder may require. This RFP document may not be appropriate for all persons or entities, and it is not possible for the RPGMC, their employees, consultants or advisors to consider the investment objectives, financial situation and particular needs of each party who reads or uses this RFP document. Certain bidder may have a better knowledge of the proposed Project than others. Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and completeness of the information in this RFP document and obtain independent advice from appropriate sources. RPGMC, its representatives, their employees, consultants and advisors make no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFP document.

RPGMC may in their absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP document.

Some of the activities listed to be carried out by RPGMC as a part of the tendering process or the subsequent implementation are indicative only. RPGMC has the right to continue with these activities, modify the sequence of activities, add new activities or remove some of the activities, in the best interests of RPGMC.


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Advertisement

TENDER NOTIFICATION

Dr Rajendra Prasad Government Medical College (RPGMC) Kangra, at Tanda

Himachal Pradesh, India 176001 www.rpgmc.ac.in

Dr. Rajendra Prasad Government Medical College (RPGMC), Kangra at Tanda, Himachal Pradesh 176 001, hereby invites sealed Proposals from experienced Firms for Automation of its Hospital and College.

The Proposals should be submitted according to two cover System consisting of Technical Bid and Commercial Bid. The Request for Proposal Document can be downloaded from the Institutes website http://www.rpgmc.ac.in/ starting at 10:00 hrs Monday, September 30

th, 2013. The cost of Document is

`10,000/- (Rupees Ten Thousand Only) which needs to be deposited along with the Proposal as directed in the Document. A Pre bid conference with the OEMs (by invitation only) is scheduled at 10:00 hrs on Thursday, October 17

th, 2013 and another pre bid conference with the prospective Bidders is scheduled at 14:00 hrs on

Friday, October 25th

, 2013. The last date of submission of Bid is scheduled at 13:00 hrs on Friday, November 8

th, 2013.

The Additional Director (Administration)


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Receipt

Receipt Number ______________

Issued to ___________________________________________________________________

Against request Number____________________ dated _____________________________

and payment vide Cash / Bank Draft drawn upon:

___________________________________________________________________________

Number ____________ dated _____________ for ` 10,000/- only (Rs. Ten Thousand Only).

Request for Proposal Documents issued on ______________________

Additional Director (Administration), Dr Rajendra Prasad Government Medical College, Kangra at Tanda. 176 001.


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Important Dates

S No Description Schedule

1

Date of uploading of Request for Proposal Document on Institutes website

Request for Proposal Documents can be downloaded from the Institutes website http://www.rpgmc.ac.in/ starting 10:00 hrs Monday, September 30

th, 2013. The Request for

Proposal Document cost needs to be deposited along with the Proposal as directed in this document.

2

Pre bid conference with OEMs by invitation only

At 10:00 hrs on Thursday, October 17th

, 2013 at H P State Health & Family Welfare Training Centre, Pari Mahal, Shimla, 171 002. Minutes of this conference shall be uploaded to the College website thereafter.

3

Pre bid conference with prospective Bidders

At 14:00 hrs on Friday, October 25th

, 2013 at Computer Centre, National Institute of Technology, Hamirpur, 177 005.

4

Last date of submission of Bid

At 13:00 hrs on Friday, November 8th

, 2013 at Office of The Additional Director (Administartion), Dr Rajendra Prasad Government Medical College, Kangra at Tanda, 176 001.

5

Date of opening of the Technical Bids At 15:00 hrs on Friday, November 8th

, 2013 at Office of The Additional Director (Administartion), Dr Rajendra Prasad Government Medical College, Kangra at Tanda, 176 001.

6 Date of opening of the Commercial Bids

To be announced during the opening of Technical Bids.


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Contents

S No Particulars Page

1 PREAMBLE 8

2 INVITATION TO BID 9

3 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12

INSTRUCTIONS TO BIDDERS Definitions, Acronyms and Abbreviations Cost of the Request for Proposal Document Major Parts of the Request for Proposal Schedule of the Request for Proposal Procedure for Submission of Bids Cost Incurred with Bidding Clarification of the Request for Proposal Document Amendment in the Request for Proposal Document Language of Bids Bid Currency Validity Modifications & Withdrawal

10 10 11 11 12 13 16 16 17 17 17 17 17

4 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 4.13 4.14 4.15 4.16 4.17 4.18 4.19 4.20 4.21 4.22 4.23 4.24 4.25 4.26 4.27 4.28 4.29 4.30 4.31 4.32

TERMS & CONDITIONS OF THE REQUEST FOR PROPOSAL General Eligibility Criteria Technical Eligibility Criteria for Schedules A & B Commercial Eligibility Criteria for Schedules A & B Technical Eligibility Criteria for Schedules C & D Commercial Eligibility Criteria for Schedules C & D Technical Eligibility Criteria for Schedule E Commercial Eligibility Criteria for Schedule E Technical Eligibility Criteria for Schedules F & G Commercial Eligibility Criteria for Schedules F & G General Conditions Purchasers Right to Reject Any/All Bids Bid Rejection Criteria Bid Evaluation Process for Requirements in Schedules A, B, F & G Bid Evaluation Process for Requirements in Schedules C, D & E Responsibilities of the Bidder(s) Responsibilities of the Institute Schedule of Payment wrt Schedules A, B & F Schedule of Payment wrt Schedules C, D & E Schedule of Payment wrt Schedule G Time Schedule Earnest Money Rates Warranty Penalties Taxes and Duties Performance Guarantee Insurance Indemnity Confidentiality Conflict of Interest Trainings Force Majeure During the Pendency

18 18 18 19 19 20 20 21 21 22 22 23 23 24 24 25 25 25 26 26 26 27 27 27 27 27 27 27 28 28 28 28 28


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S No Particulars Page

4.33 4.34 4.35

Other Conditions Arbitration Applicable Laws & Jurisdiction of Courts

29 29 29

5 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 5.13 5.14 5.15 5.16 5.17 5.18 5.19

DETAILED SCOPE OF WORK, SPECIFICATIONS & DELIVERABLES General Note Modular Data Centre Servers Storage Network Switches Wireless Equipment Security Appliances Load Balancer Network Management System Unified Communications Desktops, Tablets & Peripherals Institute Management Software Collaboration Suite Picture Archival & Communication System and Radiology Information System Healthcare Management Information System Database Management System Passive Components Surveillance System System Integration & Services

30 30 31 34 37 39 47 53 56 59 63 75 79

105 110 126 188 189 192 194

6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 6.11 6.12 6.13 6.14 6.15

BID PROPOSAL PROFORMAE Bid Covering Letter Proforma Technical Bid Deviations from Detailed Technical Specifications Deviations from the Terms and Conditions Proforma Manufacturers / Developers Authorization Bill of Material cum Compliance Sheet for Hardware Bill of Material cum Compliance Sheet for Software Proforma Commercial Bid Rate Schedule for Data Centre, Servers and Storage (Schedule A) Rate Schedule for Converged Data & Voice Network (Schedule B) Rate Schedule for Automation Software, Collaboration Suite, Database Management System and other Ancillary Servers (Schedule C) Rate Schedule for Picture Archiving and Communication System and Radiology Information System (Schedule D) Rate Schedule for Healthcare Management Information System (Schedule E) Rate Schedule for Desktops, Tablets, Peripherals and Surveillance System (Schedule F) Rate Schedule for System Integration and Services (Schedule G)

197 197 199 201 202 203 204 205 206 208 209 211

212

213 214 215

A B C

ANNEXURES Building wise Details of Switches and Locations Logical Connectivity at the Core Fibre Layout in the Campus

216 216 218 219


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1

Preamble

Dr Rajendra Prasad Government Medical College, Kangra at Tanda is one of the two Medical Colleges in the Government Sector in the State of Himachal Pradesh. It is covered under The Pradhan Mantri Swasthya Suraksha Yojna and is mandated to create state of the art infotech infrastructure including a data centre, Institute wide converged IP network and automation applications. The objective of this request for proposal, therefore, is the automation of all the activities of the College and its Hospital and creation of all the necessary systems that may be needed for such a venture, in order to meet the futuristic requirements of professional healthcare and medical education.

The components of the task for automating the operations of the Institute are varied in nature, though interdependent. As the prospective vendors of individual component may or may not specialize in all of these components this Request for Proposal is suitably split into sub components. The motive in doing so is that of reduction of the overall cost of ownership to the Institute as well as to procure the best goods and services as may be available.

It is also felt that the Institute should not get tied down to a particular technology or vendor now or in future for further up gradation as well as expansion. Pertinent to this is the fact that all the equipment and components must conform to open global standards and universal protocols. Consequently, interoperability of heterogeneous components across vendor, make or model shall have to be meticulously ensured.

The investment the Institute is intending to make vide this request for proposal needs to be protected and it is expected that the vendors should undertake to supply spares as well as to ensure up gradation / expansion for a reasonable period in future. In order to ascertain this, the vendors must be willing to sign maintenance contract if awarded directly or through third parties.


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2

Invitation to Bid

No RPGMC/IT-01/13(A)

Dated, September 30th

, 2013

REGISTERED POST

To:

-----------------------------------------------------------

-----------------------------------------------------------

-----------------------------------------------------------

-----------------------------------------------------------

Dear Sirs,

Pursuant to your request, I, the Administrative Officer acting for and on behalf of The Principal, Dr Rajendra Prasad Government Medical College, Kangra at Tanda, H.P. 176 001, have pleasure in forwarding the request for proposal documents to enable you to submit your binding offers.

a. This request for proposal is for:

Automation of Hospital and Medical College.

b. Bidders are advised to study the Request for Proposal Document carefully. Submission of Proposal shall be deemed to have been done after careful study and examination of the Request for Proposal Document with full understanding of its implications.

c. Sealed offers prepared in accordance with the procedures enumerated in INSTRUCTIONS TO BIDDERS should be submitted to the Principal of the Institute not later than the date and time laid down, at the address given in Schedule of Request for Proposal. The bids shall be opened in the presence of those Bidders who may wish to be present as per the Schedule of Request for Proposal.

d. The Institute shall not be responsible for any postal delay about non-receipt / non-delivery of the documents.

e. This Request for Proposal Document is not transferable; however OEMs are free to quote through their authorized distributors or system integrators.

Yours Faithfully,

Additional Director (Administration), Dr Rajendra Prasad Government Medical College, KANGRA.


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3

Instructions to Bidders

The Bidder is expected to have read and examined all the instructions, forms, terms and specifications in the Request for Proposal Document with full understanding of its implications. Failure to furnish all information required in the Request for Proposal Document or submission of a bid not substantially responsive to the Request for Proposal Document in every respect will be at the Bidders risk and may result in outright rejection of the bid.

3.1 DEFINITIONS, ACRONYMS & ABBREVIATIONS

The following definitions shall govern for the respective terms as hereinafter mentioned in this document:

Institute Dr Rajendra Prasad Government Medical College & Hospital KANGRA at Tanda. 176 001.

http://www.rpgmc.ac.in

Bidder Any party meeting the eligibility as hereinafter laid down who has downloaded the Request for Proposal Document from the Institutes website and intends to offer the services mentioned in this document.

Consultant Department of Computer Science & Engineering, National Institute of Technology, HAMIRPUR. 177 005.

http://www.nith.ac.in

eMail: [email protected]

Phone: +91-9805225569, +91-1972-254404

Fax: +91-1972-223834(PP)

OEM Original equipment manufacturer in case of hardware and original assignee in case of software.

RPGMC Dr Rajendra Prasad Government Medical College, Also referred as purchaser

BG Bank Guarantee

DD Demand Draft

EMD Earnest Money Deposit

IT/ICT Information and Communication Technologies

PBG Performance Bank Guarantee

RFP Request for Proposal / Tender document / Bid document

SLA Service Level Agreement

SP/SI Service Provider. The terms Systems Integrator/ Implementation Partner / Bidder / Vendor are also used


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interchangeably.

GoHP Government of Himachal Pradesh

COTS

Commercially off the shelf:

The software application which is readily deployable with or without configuration to suit the customers specific process requirements and does not involve developing the application from scratch.

The software application which is implementable or deployable and maintainable by any other competent agency other than the manufacturer or agency which has developed the software.

The software solution available with complete transparency including operation manuals, help documents and source code.

The software solution which has preconfigured templates of business processes, technical features and provides a predictable operational performance.

3.2 COST OF THE REQUEST FOR PROPOSAL DOCUMENT

The Bidder shall deposit ` 10,000/- (Rupees Ten Thousand Only) being the cost of the Request for Proposal Document. It can be done either by way of a Demand Draft favouring The Principal, Dr Rajendra Prasad Government College, Kangra at Tanda payable at Kangra or by depositing it in cash with the cashier of the Institute. Payments made through any other mode will not be accepted.

It is an absolute must that the cost of Request for Proposal Document is paid as directed; otherwise the offer shall stand summarily rejected and no correspondence in this matter shall be entertained.

3.3 MAJOR PARTS OF THE REQUEST FOR PROPOSAL

This invitation for bid is for undertaking the following activities (grouped as Schedule A, B, C, D, E, F & G respectively) according to the requirement of the Institute for undertaking the following activities which are interdependent but mutually exclusive:

This quote comprises of following schedule.

Schedule Name Activities

Schedule A Data Centre, Servers and Storage

Supply, Installation, Implementation, Integration, Configuration, Commissioning and Maintenance of the

Data Centre

Servers including Operating Systems

Storage

Operating Systems

As per the technical specifications mentioned in the Sections 5.2, 5.3 and 5.4 of this RFP.

Schedule B Converged Data & Voice Network (both wire-line and wireless)


Network Switches

Wireless Equipment

Security Appliances

Load Balancer


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Network Management System

Unified Communications

Passive Components

As per the technical specifications mentioned in the Sections 5.5, 5.6, 5.7, 5.8, 5.9, 5.10 and 5.17 of this RFP.

Schedule C Automation Software, Collaboration Suite, Database Management System and Other Ancillary Servers


Automation Software

Collaboration Suite

Database Management System

As per the technical specifications mentioned in the Sections 5.12, 5.13 and 5.16 of this RFP.

Schedule D Picture Archiving and Communication System and Radiology Information System


PACS & RIS

As per the technical specifications mentioned in the Section 5.14 of this RFP.

Schedule E Healthcare Management Information System


HMIS

As per the technical specifications mentioned in the Section 5.15 of this RFP.

Schedule F Desktops, Tablets, Peripherals and Surveillance System


Desktops

Tablets

Printers cum Scanners

Laser Printers

Surveillance Cameras

Network Video Recording Software

As per the technical specifications mentioned in the Sections 5.11 and 5.18 of this RFP.

Schedule G System Integration and Services

Integration of the complete system, management of the project and other services as per the technical specifications mentioned in the Section 5.19 of this RFP.

The Bidders are free to quote for any or for all of the activities.

3.4 SCHEDULE OF REQUEST FOR PROPOSAL

3.4.1 Request for Proposal Documents can be downloaded from the Institute website http://www.rpgmc.ac.in starting 10:00 on Monday, September 30

th, 2013. The Request for Proposal

Document cost needs to be paid along with the bid.


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3.4.2 A pre bid conference with the OEMs is scheduled to be held at 10:00 on Thursday, October 17th

, 2013. This conference is strictly by invitation only, where all the shortlisted OEMs will be invited. The purpose of the meeting is to clarify issues and to answer questions on any matter that may be raised upto that stage related with the detailed technical specifications. Upto a maximum of 2 (two) representatives of each prospective OEM will be permitted to attend it.

The address for the above activity (3.4.2) is:

H P State Health & Family Welfare Training Centre, Pari Mahal, SHIMLA. H.P. 171 002.

3.4.3 A pre bid conference with the Bidders is scheduled to be held at 14:00 on Friday, October 25th

, 2013. The purpose of the meeting is to clarify issues and to answer questions on any matter that may be raised upto that stage related with the terms and conditions of this Request for Proposal. Upto a maximum of 2 (two) representatives of each prospective Bidder will be permitted to attend it.

The address for the above activity (3.4.3) is:

Computer Centre, National Institute of Technology, HAMIRPUR. H.P. 177 005.

3.4.4 The sealed bids will be accepted till 13:00 hrs on Friday, November 8th

, 2013. The Institute may at its sole discretion extend the bid submission date. The modified target date & time will be notified on the website of the Institute.

3.4.5 The Technical Bids will be opened at 14:00 hrs at 15:00 hrs on Friday, November 8th

, 2013. The Bidder(s) or their authorized representatives may be present if they so desire.

3.4.6 The Commercial Bids of only technically qualified Bidder(s) will be opened at a date announced by the Institute on its website. The Bidder(s) who have been declared eligible after evaluation of the technical bids or their authorized representatives may be present if they so desire.

The address for the above activities (3.4.4, 3.4.5, 3.4.6) is:

Office of Additional Director (Administration), Dr Rajendra Prasad Government Medical College, KANGRA at TANDA. H.P. 176 001.

3.4.7 The address for all the correspondences pertaining to this Request for Proposal is:

Additional Director (Administration), Dr Rajendra Prasad Government Medical College, KANGRA at TANDA. H.P., 176 001.

http://www.rpgmc.ac.in

PHONE 01892-267115/2678640/287187/287001 FAX 01892-267115/267115

EMAIL [email protected]

3.5 PROCEDURE FOR SUBMISSION OF BIDS

3.5.1 It is proposed to have a three cover system for this Request for Proposal.

i. Covering Letter and Cost of Request for Proposal Document.


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ii. Technical Proposal. iii. Commercial Bid and Earnest Money Deposit.

Please note that Rates should not be indicated in the Technical Bid. Only Commercial Bid should indicate rates.

All the documents viz. Covering Letter and Cost of Request for Proposal Document, Technical Bid and Commercial Bid and Earnest Money Deposit prepared and sealed as hereinafter directed are to be kept in a single sealed cover super-scribed with the words PROPOSAL for INSTITUTE IT INFRASTRUCTURE (RPGMC/IT-01/13), due at 13:00 hrs on Friday, November 8

th, 2013, NOT TO BE

OPENED BEFORE TIME.

The cover thus prepared should also indicate clearly the name and address of the Bidder, to enable the Bid to be returned unopened in case it is received after the specified date and time.

The Bid shall be in the prescribed format and shall be signed by the Bidder or a person duly authorized to bind the Bidder to the contract.

All pages of the bid except un-amended printed literature shall be initialled by the person(s) signing the Bid. The bid shall contain no interlineations, erasures or over writing except as necessary to correct errors made by the Bidder, in which case such corrections shall be initialled by the person(s) signing the bid.

The Bids prepared by the Bidders shall thus comprise of following components:

i. Covering Letter neatly typed on the letterhead of the Bidder, duly signed by the authorized signatory in the proforma given in Section 6.1 post and a the cost of Request for Proposal Document, and kept in a sealed cover super-scribed COVERING LETTER & COST OF REQUEST FOR PROPOSAL DOCUMENT as detailed in Section 3.5.2 below.

ii. Technical Bid, as directed below in Section 3.5.3 and kept in a sealed cover super-scribed TECHNICAL PROPOSAL.

iii. Commercial Bid, as directed below in Section 3.5.4 and kept in a sealed cover super-scribed COMMERCIAL BID & EARNEST MONEY DEPOSIT.

3.5.2 Covering Letter & Cost of Request for Proposal Document:

i. Bid Covering Letter as per the proforma given post in Section 6.1 post neatly typed and duly signed by the authorized signatory on the Bidders letter head.

ii. The Request for Proposal Cost of ` 10,000/- (Rupees Ten Thousand only) as required in Section 3.2 ante should be kept in this envelope by way of

a. A Demand Draft in favour of Principal, Dr Rajendra Prasad Government Medical College, Kanga at Tanda, H.P. payable at Kangra;

Or

b. The cash receipt issued by the Cashier of the Institute for that purpose.

3.5.3 Technical Proposal:

i. The Technical Proposal should be submitted in bound form and all pages continuously and serially numbered in one lot as one document. Brochures / leaflets etc. should be submitted in the bound document and not in a loose form. Bidders must ensure that all the documents are sealed and signed by authorized signatory.

ii. Technical Bid as given in Section 6.2, neatly typed on the letter head of the Bidder, duly filled in, signed and complete in all respects including annexure for detailed specifications of equipment etc as directed. A soft copy (Word / Excel) of the bid should also be submitted on a CD in the same envelope along with the Hard Copy of the Technical Offer. The bids shall inter alia include detailed technical specifications of all the equipment / components in brochure or written form. These brochures shall be used for technical evaluation of the bids and in their absence the bids may not be evaluated.


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iii. Deviations from the Detailed Specifications as specified in the Bidding Document as given in Section 6.3.

iv. Deviations from the Terms and Conditions as specified in the Bidding Document as given in Section 6.4.

v. Manufacturers / Developers Authorization Certificate in specific reference to this Request for Proposal as given in Section 6.5.

vi. Exact Bill of Material in the format given in Section 6.6 or Section 6.7 or both as the case may be post. The Institute reserves its right to cross verify whether the offered components meet the desired specifications.

vii. The Technical Bid submitted in response to this Request for Proposal Document along with the supporting material, will become the property of the Institute.

3.5.4 Commercial Bid & Earnest Money Deposit:

i. Commercial bid proposal for the fine-tuned Technical Specifications neatly typed on the letter head of the Bidder, duly filled in and signed by the authorized signatory in Prescribed Quotation Proforma given in Section 6.8.

ii. The details of Rate Schedule for all the goods and services under all the components of this Request for Proposal for which the Bidder is intending to quote, as given in Sections 6.9 to 6.15. The rates in these schedules shall be applicable in case the quantities of a particular order vary from those mentioned in relevant Technical Specifications. In case the consolidated rates quoted in the Prescribed Quotation Proforma as given in Section 6.8 differ from the rate schedule, as given in Sections 6.9 to 6.15; later shall prevail.

iii. Please bid for all the sections of this Request for Proposal where the Bidder qualifies and intends to bid.

iv. Earnest Money @ 2% of quoted value should be submitted along with the Request for Proposal by way of

a. A Demand Draft in favour of The Principal, Dr Rajendra Prasad Government Medical College, Kanga at Tanda, H.P. payable at Kangra;

Or

b. An FDR duly pledged in favour of The Principal, Dr Rajendra Prasad Government Medical College, Kanga at Tanda, H.P. dischargeable at par at Kangra.

Or

c. A Bank Guarantee duly addressed to The Principal, Dr Rajendra Prasad Government Medical College, Kanga at Tanda, H.P. in specific reference to this RFP, valid upto September 30

th, 2014.

It should be denominated in INDIAN RUPEES only. Bids without requisite Earnest Money shall be summarily rejected.

v. Unsuccessful Bidders' bid security will be returned as promptly as possible but not later than 30 days after the expiration of the period of bid validity prescribed by the Institute.

vi. The successful Bidder's bid security will be discharged upon the Bidder accepting the purchase order and furnishing the Performance Guarantee.

vii. The bid security may be forfeited:

a. if a Bidder withdraws its bid during the period of bid validity;

Or

b. if a Bidder makes any statement or encloses any form which turns out to be false, incorrect and / or misleading at any time and / or conceals or suppresses material information;


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Or

c. in case of the successful Bidder, if the Bidder fails to sign the agreement or to furnish performance guarantee.

3.6 COSTS INCURRED WITH BIDDING

The Bidder shall bear all costs associated with the preparation and submission of its Bid, including cost of presentation for the purposes of clarification of the Bid, if so desired by the Institute and the Institute will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the Bidding Process.

3.7 CLARIFICATION OF REQUEST FOR PROPOSAL DOCUMENT

3.7.1 The shortlisted OEM(s) may like to attend a pre-bid meeting to be held on Thursday, October 17th

, 2013 at 10:00. Upto a maximum of 2 (two) representatives of each shortlisted OEM will be permitted to attend the pre-bid meeting. However the Institute, at its discretion, may permit any additional representative of any shortlisted OEM or any representative or manufacturer of any related equipment to attend the pre-bid meeting. All the clarifications / modifications requested by the shortlisted OEM(s) should necessarily be submitted in writing latest by 17:00, Monday, October 14

th,

2013 to the Consultant.

3.7.2 The prospective Bidder(s) may like to attend a pre-bid meeting to be held on Friday, October 25th

, 2013 at 14:00. Upto a maximum of 2 (two) representatives of each prospective Bidder will be permitted to attend the pre-bid meeting. All the clarifications / modifications requested by the shortlisted OEM(s) should necessarily be submitted in writing latest by 17:00, Monday, October 14

th,

2013 to the Consultant.

3.7.3 The purpose of these meetings is to clarify issues and to answer questions on any relevant matter that may be raised upto that stage.

3.7.4 Outcomes of these meetings shall be published on the website of the Institute, allowing at least 7 days time prior to the last date for receipt of bids. Any modification of the Request for Proposal Document, which may become necessary as a result of the Pre-bid Meeting, shall be made by the Institute explicitly through revised Request for Proposal Document and shall be binding on all the Bidders irrespective of whether they attended the meeting or not.

3.7.5 Non-attendance at the Pre-bid Meeting will not be a cause for disqualification of a Bidder.

3.8 AMENDMENT IN REQUEST FOR PROPOSAL DOCUMENT

3.8.1 At any time upto the last date of receipt of Bids, the Institute may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the Request for Proposal Document by an amendment.

3.8.2 The amendment will be notified in writing or by email or fax to all prospective Bidders who have received the Request for Proposal Document and the same will be binding on them. It will also be uploaded to the Institutes website.

3.8.3 In order to afford prospective Bidders reasonable time to take the amendment into account in preparing their Bids, the Institute may, at its discretion, extend the last date for the receipt of Bids.

3.9 LANGUAGE OF BIDS

The Bids prepared by the Bidder and all correspondence and documents relating to the Bids exchanged by the Bidder and the Institute, shall be written in the English Language, provided that any printed literature furnished by the Bidder may be written in another language so long as it is accompanied by an English translation in which case, for purposes of interpretation of the Bid, the English translation shall govern.


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3.10 BID CURRENCY

The Prices in the bid document shall be denominated in INDIAN NATIONAL RUPEES or any other currency which can be converted to INDIAN NATIONAL RUPEES. For the purposes of evaluation of bids, the exchange rate as advertised by the Reserve bank of India on the day of opening of commercial bids shall apply.

3.11 VALIDITY

Bids shall remain valid for 180 days from the last date of submission. The Bidder(s) may be required to give consent for the extension of the period of validity of the bid beyond initial 180 days, if so desired by the Institute in writing or by fax. Refusal to grant such consent would result in rejection of bid without forfeiture of the EMD. However, any extension of validity of bids will not entitle the Bidder to revise / modify the bid. The decision of the Institute in this regard will be final, conclusive and binding on the Bidder.

3.12 MODIFICATIONS & WITHDRAWAL

The bid submitted may be withdrawn or resubmitted before the expiry of the last date of submission by making a request in writing to the Registrar of the Institute to this effect. No Bidder shall be allowed to withdraw the bid after the deadline for submission of bids.


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4

Terms & Conditions of the Request

for Proposal

This RFP is open to all firms / Companies both from within India and outside India, who are eligible to do business in India under relevant Indian laws as in force at the time of bidding and who fulfill the minimum qualification Criteria as hereinafter laid down.

In addition to the above general requirements the Bidders must comply with additional qualifications as laid hereinafter for those schedules of this Tender Document which they intend to respond for.

In case a Bidder is interested in more than one component or in case of consortiums, all the relevant qualifying criteria must be met simultaneously.

4.1 GENERAL ELIGIBILITY CRITERIA

Criteria Documents to be submitted**

4.1.1 The Bidder should be a registered company in India under Companies Act 1956 and should have been in operation for at least Six years as on date of RFP.

Copy of the Certificate of Incorporation should be enclosed as Annexure EG 1.

4.1.2 The Bidder / Original Equipment Manufacturer (OEM) should have Service and Support Centres for the maintenance of the Items quoted by them in North India.

In case of OEM service and Support Centre, copies of the land-line telephone bills or rent agreement dated before March 31

st, 2013 should

be enclosed as Annexure EG 2 as a proof.

In case of Authorized Service and Support Centre, the Bidder should submit a copy of the agreement entered between the Franchisee and the Bidder stating that the Franchisee is rendering the service for the OEM and the agreement should be valid as on March 31

st, 2013. It should be

enclosed as Annexure EG 2.

4.1.3 The Bidder should not have been blacklisted / debarred by the Government of India or their undertakings, any State Governments or their undertakings previously. In such cases the bid will be summarily rejected and no correspondence in this matter shall be replied by the Institute.

Undertakings from the Bidder or the OEM in this regard should be enclosed as Annexure EG 3.

4.2 TECHNICAL ELIGIBILITY CRITERIA FOR SCHEDULES A & B


4.2.1 The Bidder(s) must either be OEMs or their authorized business partners of repute as evidenced by copies of relevant certificates or their consortia. In case of consortia all the eligibility clauses shall be met by any combination of

Manufacturer Authorization Certificate from OEM in Case of Channel Partner / Distributor as per the Format given in Section 6.5 post should be enclosed as


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the consortium partners. Annexure ETAB 1.

4.2.2 The Bidder should have the capability to execute the work with respect to personnel and establishment facilities and should have successfully executed at least two works of similar value either of data centre or data / voice network.

Letters of Appreciation should be enclosed as Annexure ETAB 2.

4.2.3 The OEM as well as the Bidder should be ISO 9000 certified or of equivalent Standard having current validity.

ISO 9000 or equivalent certificates of both the Bidder as well as OEM should be enclosed as Annexure ETAB 3.

4.2.4 The Bidder(s) must be have valid VAT/ LST/ CST, Service Tax Registration and PAN number allotted by the respective authorities.

Copies of all the relevant certificates should be enclosed as Annexure ETAB 4.

4.3 COMMERCIAL ELIGIBILITY CRITERIA FOR SCHEDULES A & B


4.3.1 In case of OEM as Bidder, should have a turnover of more than ` 500 Million in the last successive three Audited Financial years and in case of Authorized Channel Partner / Distributor as Bidder, should have a turnover ` 150 Million in the last successive three Audited Financial years cumulatively.

Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECAB 1.

4.3.2 The Bidder as well as the OEM should not be involved in any Bankruptcy filing or for protection from it.

Undertakings from the Bidder as well as the OEM in this regard should be enclosed as Annexure ECAB 2. Otherwise, if they are so involved they must furnish a bank guarantee valid for three years of an amount equal to the total value of their bid along with their Commercial Bid and should mention that they have done so in their Technical Bid.

4.3.3 The Bidder should have been posting profits for last three financial years and should have a net positive worth.

Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECAB 1.

4.4 TECHNICAL ELIGIBILITY CRITERIA FOR SCHEDULES C & D


4.6.1 The Bidder(s) must either be OEMs or their authorized business partners of repute as evidenced by copies of relevant certificates. The Bidders who are not OEMs for the goods and services offered must enclose authorization letters from the respective OEM in specific reference to this tender clearly mentioning an undertaking that in case of default by the Bidder the OEM shall take over all the responsibilities of the Bidder. This undertaking should also clearly mention that the spares availability will be ensured for at least five years in future.

Manufacturer Authorization Certificate from OEM in Case of Channel Partner / Distributor as per the Format given in Section 6.5 post should be enclosed as Annexure ETCD 1.

4.6.2 The OEM of the Application must have been certified at SEI CMMi level 5.

Copy of the Certificate should be enclosed as Annexure ETCD 2.


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Copies of all the relevant certificates should be enclosed as Annexure ETCD 3.

4.6.4 The OEM of the Application must be a national level IT organization with experience in the field of ERP application software conceptualization, design, development, deployment, customization and maintenance for at least 3 years.

Copy of at least one purchase order older than 3 years should be enclosed as Annexure ETCD 4.

4.6.5 The Bidder(s) should have at least three campus solution or PACS / RIS implementations in India as the case may be. The technical committee at RPGMC Kangra may visit the sites implemented to get a first-hand feedback on the product and the implementer.

List of clients with their contact details and addresses should be enclosed as Annexure ETCD 5.


ISO 9000 or equivalent certificates of both the Bidder as well as OEM should be enclosed as Annexure ETCD 6.

4.5 COMMERCIAL ELIGIBILITY CRITERIA FOR SCHEDULES C & D



Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECCD 1.


Undertakings from the Bidder as well as the OEM in this regard should be enclosed as Annexure ECCD 2. Otherwise, if they are so involved they must furnish a bank guarantee valid for three years of an amount equal to the total value of their bid along with their Commercial Bid and should mention that they have done so in their Technical Bid.


Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECCD 1.

4.6 TECHNICAL ELIGIBILITY CRITERIA FOR SCHEDULE E


4.6.1 The Bidder(s) must either be OEMs or their authorized business partners of repute as evidenced by copies of relevant certificates. The Bidders who are not OEMs for the goods and services offered must enclose authorization letters from the respective OEM in specific reference to this tender clearly mentioning an undertaking that in case of default by the Bidder the OEM shall take over all the responsibilities of the Bidder. This undertaking should also clearly mention that the spares availability will be ensured

Manufacturer Authorization Certificate from OEM in Case of Channel Partner / Distributor as per the Format given in Section 6.5 post should be enclosed as Annexure ETE 1.


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for at least five years in future.

4.6.2 The OEM of the Application must have been certified at SEI CMMi level 5.

Copy of the Certificate should be enclosed as Annexure ETE 2.


Copies of all the relevant certificates should be enclosed as Annexure ETE 3.

4.6.4 The Bidder(s) must be a national level IT organization with experience in the field of ERP application software conceptualization, design, development, deployment, customization and maintenance for at least 3 years.

Copy of at least one purchase order older than 3 years should be enclosed as Annexure ETE 4.

4.6.5 The OEM of the Application should have presence in at least 5 countries and should have deployed the Application in at least 10 Hospitals / Medical Colleges globally. The technical committee at RPGMC Kangra may contact the sites implemented to get a first-hand feedback on the product and the implementer.

List of clients with their contact details and addresses should be enclosed as Annexure ETE 5.


ISO 9000 or equivalent certificates of both the Bidder as well as OEM should be enclosed as Annexure ETE 6.

4.7 COMMERCIAL ELIGIBILITY CRITERIA FOR SCHEDULE E


4.7.1 In case of OEM as Bidder, should have a turnover of more than ` 5 Billion in the last successive three Audited Financial years and in case of Authorized Channel Partner / Distributor as Bidder, should have a turnover ` 2 Billion in the last successive three Audited Financial years cumulatively.

Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECE 1.


Undertakings from the Bidder as well as the OEM in this regard should be enclosed as Annexure ECE 2. Otherwise, if they are so involved they must furnish a bank guarantee valid for three years of an amount equal to the total value of their bid along with their Commercial Bid and should mention that they have done so in their Technical Bid.


Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECE 1.

4.8 TECHNICAL ELIGIBILITY CRITERIA FOR SCHEDULES F & G


4.8.1 The Bidder(s) must either be OEMs or their authorized business partners of repute as evidenced by copies of relevant certificates. The Bidders who are not OEMs for the goods and services offered must enclose authorization letters from the respective OEM in specific reference to

Manufacturer Authorization Certificate from OEM in Case of Channel Partner / Distributor as per the Format given in Section 6.5 post should be enclosed as Annexure ETFG 1.


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this tender clearly mentioning an undertaking that in case of default by the Bidder the OEM shall take over all the responsibilities of the Bidder. This undertaking should also clearly mention that the spares availability will be ensured for at least five years in future.


Copies of all the relevant certificates should be enclosed as Annexure ETFG 2.


ISO 9000 or equivalent certificates of both the Bidder as well as OEM should be enclosed as Annexure ETFG 3.

4.9 COMMERCIAL ELIGIBILITY CRITERIA FOR SCHEDULES F & G



Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECFG 1.


Undertakings from the Bidder as well as the OEM in this regard should be enclosed as Annexure ECFG 2. Otherwise, if they are so involved they must furnish a bank guarantee valid for three years of an amount equal to the total value of their bid along with their Commercial Bid and should mention that they have done so in their Technical Bid.


Copies of the Audited Balance sheets and Profit and Loss account for last 3 Financial years should be enclosed as Annexure ECFG 1.

4.10 GENERAL CONDITIONS

4.8.1 Minimum validity of the Proposal must be 90 days from the date of its opening.

4.8.2 The Institute reserves the right, not an obligation, to carry out the capability assessment of the Bidder(s) and pre dispatch inspections at the cost of the Bidder. This right inter alia includes seeking technical demonstrations, presentations and live site visits.

4.8.3 The Institute reserves its absolute right to seek any clarifications from the respective Bidder(s).

4.8.4 The Institute will neither provide nor shall pay any charges for boarding, lodging and transportation facilities for the Bidder(s) or their Representative.

4.8.5 The products / services offered should strictly conform to the specifications given in the product literature. The models proposed / marked for withdrawal from the market or models under quality testing should not be offered.

4.8.6 Equipment offered should be capable of being fully integrated with the existing network of the Institute immediately on installation.


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4.8.7 The Bidder(s) are required not to impose their own terms and conditions to the bid and if submitted, it will not be considered as forming part of their bids. The decision of the Institute shall be final, conclusive and binding on the Bidder(s).

4.8.8 It is implicit that the Bidder has guaranteed that all the equipment supplied are original & new including all its components and as per the technical specifications. All the hardware and software supplied is licensed and legally obtained in the name of the Institute.

4.8.9 The Institute is registered with the DSIR for the purpose of availing Custom Duty Exemption and Central excise Duty Exemption in terms of Govt Notification No 51/96-Custom dated Jul 23rd, 1996 and No 10/97-Central Excise dated Mar 1st 1997, so the rates must be quoted without Custom and Excise duties, which if applicable, be quoted separately.

4.8.10 The Institute is also exempt from paying CST / ST / VAT applicable. Relevant exemption certificates shall be issued as per law.

4.11 PURCHASERS RIGHT TO REJECT ANY / ALL BIDS

4.9.1 The Institute reserves the right to accept or reject any bid partially or fully or annul the bidding process and reject all bids at any time prior to award of contract without assigning any reason, thereby incurring no liability to the affected Bidder(s). The Institute is under no obligation to inform the affected Bidder(s) of the ground for its action.

4.9.2 The Institute reserves the right to accept or reject any technology proposed by the Bidder(s).

4.9.3 The Institute reserves the right to re-issue the Request for Proposal or any part thereof without assigning any reason whatsoever, at the sole discretion of the Institute.

4.9.4 The Institute reserves the right to issue Purchase Order in phases or to alter the quantities specified in the offer. The Institute also reserves the right to delete one or more items from the list of items specified in offer.

4.9.5 Any decision of the Institute in this regard shall be final, conclusive and binding on the Bidder(s).

4.12 BID REJECTION CRITERIA

The bid(s) will be rejected in case of any one or more of the following conditions:

4.10.1 Bids which are not substantially responsive to the Request for Proposal Document.

4.10.2 Bids not made in compliance with the procedure mentioned in this document or not substantively responsive.

4.10.3 Failure on part of the Bidder to provide appropriate information as required in the bid proposal or any additional information as requested by the Institute, including any supporting document.

4.10.4 Incomplete or conditional bids or bids that do not fulfil all or any of the conditions as specified in this document.

4.10.5 Bids without earnest money deposit.

4.10.6 The submission of more than one bid under different names by one Bidder. If the same is found at any stage, all the bids by that bidder will be rejected.

4.10.7 Material inconsistencies in the information submitted.

4.10.8 Misrepresentations in the bid proposal or any supporting documentation.

4.10.9 Bid proposal received after the last date and time specified in this document.

4.10.10 Bids found in unsealed cover, unsigned bids, bids signed by unauthorized person and unsigned corrections in the bids.

4.10.11 Bids containing erasures or overwriting except as necessary to correct errors made by the Bidder, in which case such corrections shall be authenticated by the person(s) signing the bid.


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4.13 BID EVALUATION PROCESS FOR REQUIREMENTS IN SCHEDULES A, B, F & G

4.11.1 The Bidder must meet all the eligibility criteria mentioned in Section 4.1, 4.2, 4.3, 4.6 and 4.7 as the case may be.

4.11.2 The Technical Bids of all the Bidders who meet the eligibility criteria shall be evaluated further for compliance of specifications and other such parameters as may be needed. The decision of the Institute in this matter shall be final conclusive and binding.

4.11.3 The Commercial Bids of all the technically qualified Bidders shall be subjected to financial comparison. It may be noted that the Gross Price and the AMC charges for one year shall be clubbed for the purposes of arriving at the L1 Bidder(s).

4.14 BID EVALUATION PROCESS FOR REQUIREMENTS IN SHEDULES C, D & E

Bid evaluation process will be as follows:

4.12.1 The prospective Bidder must comply with general qualifications mentioned in Section 4.1, 4.4 and 4.5 as the case may be. In case the Bidder does not fulfil the eligibility criteria, their bids will be rejected and shall not be considered for further evaluation.

4.12.2 The Bidder(s) will be evaluated on QCBS (Quality cum Cost Basis Selection) System. There will be 60% weightage for Technical Bid and 40% for Commercial Bid.

4.12.3 A maximum of 100 marks will be allocated for the Technical Bid. These marks will be awarded based on the compliances of the functional specifications asked for in this document as per following details:

Response Marks

Standard 4

Work Around 3

Customization 2

Third Party 1

Not Possible 0

4.12.4 The Bidders scoring less than 80 marks (cut-off score) out of 100 marks in the technical evaluation shall not be shortlisted for next stage of Commercial Bid evaluation process.

4.12.5 In case, less than two participating Bidders qualify on technical criteria and reach or exceed the cut-off score of 80, then the Institute at its sole discretion, may qualify maximum three (total) Bidders on the basis of the top three scores (but not less than 60 marks).

4.12.6 The Institute may, at its sole discretion, decide to seek more information from the Bidders in order to normalize the bids. However, the Bidders will be notified separately, if such normalization exercise as part of the technical evaluation is carried out.

4.12.7 The Bidders who are shortlisted based upon technical criteria may be asked, if necessary, to make a presentation on their solution at The Institute, at their own cost.

4.12.8 The individual technical scores of the technically qualified Bidders, thereafter, will be normalized as per the formula below:

(

)

where:

Tn = Normalized technical score for the Bidder under consideration Tb = Absolute technical score for the Bidder under consideration Tmax = Maximum absolute technical score obtained by any Bidder


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4.12.9 The bidders scoring at least 50 points in the technical evaluation shall be considered for further financial evaluation. However, weightage will be carried forward from technical qualification stage to financial bid evaluation.

4.12.10 Financial Bids of those who have technically qualified only shall be opened for further evaluation.

4.12.11 The Commercial Offer shall be the sum total of the Gross Price and the AMC charges for one year.

4.12.12 The commercial scores will be calculated as per formula given below:

( )

where:

Fn = Normalized financial percentage for the Bidder under consideration Fb = Evaluated percentage cost of the Bidder under consideration Fmin = Minimum evaluated percentage cost of any Bidder

4.12.13 The overall score will be calculated as per the formula given below:

where:

Bn = Overall score of the Bidder under consideration Tn = Normalized technical score of the Bidder under consideration Fn = Normalized financial score of the Bidder under consideration

4.12.14 Final Selection of Bidder will be done based on added individual score achieved by the Bidder in techno-commercial evaluation. The Bidder getting the highest score (Bn) shall be selected for award of work.

4.15 RESPONSIBILITIES OF THE BIDDER(S)

4.13.1 The Bidder(s) shall supply, the equipment as FoR destination ie , Dr Rajendra Prasad Government Medical College, Kangra at Tanda, H.P. 176 001 and the rates must include all the charges eg packing, forwarding, insurance, freight, commissioning, demonstration etc if any.

4.13.2 They shall be required to erect, install, configure and commission the network and the data centre and shall furnish necessary certifications.

4.13.3 They shall install, implement, configure and commission the software as per the requirements specified in this document.

4.13.4 The Bidder(s) shall maintain the infrastructure provided by the Institute for the implementation and operation of the project and allied services.

4.16 RESPONSIBILITIES OF THE INSTITUTE

4.14.1 The Institute shall provide space to install the network, equipment and components etc. On day to day basis the officials of the Institute shall help the engineers deputed by the Bidder for the job in their capacity.

4.14.2 The Institute shall provide layout for laying of fibre and cables needed.

4.14.3 In case of purchase in currencies other than INR, the Institute will open required LC. The Institutes Custom Clearance agent at New Delhi shall assist the Bidder(s).

4.17 SCHEDULE OF PAYMENT WRT SCHEDULES A, B & F

4.15.1 No payment will be made in advance for any supplies under this invitation for bid.

4.15.2 70% of the payment due shall be released by the Institute upon successful delivery of equipment / software and raising of relevant invoices thereof.


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4.15.3 Remaining 30% of the payment shall be released by the Institute after successful performance certificate has been issued by the user within one month from the date of raising of relevant invoices thereof.

4.15.4 The AMC for the supplies for the period after one year warranty will be paid at the end of each annual quarter on post-paid basis.

4.18 SCHEDULE OF PAYMENT WRT SCHEDULES C, D & E


4.16.2 50% of the payment due for the COTS licences shall be released by the Institute upon successful delivery of equipment / software and raising of relevant invoices thereof against a bank guarantee of equal amount valid for at least two years from the date of delivery. This bank Guarantee will be released after successful performance certificate has been issued.

4.16.3 Remaining 50% of the payment for the COTS licences shall be released by the Institute after successful performance certificate has been issued by the user within one month from the date of raising of relevant invoices thereof.

4.16.4 The cost of implementation services, including the cost of support for the COTS, the training, data migration cost etc. will be paid based on the completion of the key milestones of the project and acceptance of the deliverables associated with the milestones, by RPGMC.

4.16.5 The implementation service also includes three months of adoption support after go live declaration.

4.16.6 At the completion of Project Preparation phase, 15% of the cost of implementation services will be paid against a bank guarantee of equal amount valid for at least two years from the date of delivery. This bank Guarantee will be released after successful performance certificate has been issued.

4.16.7 35% of the cost of implementation services will be paid after the completion of the Blueprint phase against a bank guarantee of equal amount valid for at least two years from the date of delivery. This bank Guarantee will be released after successful performance certificate has been issued.

4.16.8 35% of the cost of implementation services will be paid at the successful completion of the Realization phase against a bank guarantee of equal amount valid for at least two years from the date of delivery. This bank Guarantee will be released after successful performance certificate has been issued.

4.16.9 Remaining 15% of the cost of implementation services will be paid after one annual quarter of successful operation.

4.16.10 The AMC for the COTS solution for the period after go-live will be paid at the end of each annual quarter on post-paid basis.

4.19 SCHEDULE OF PAYMENT WRT SCHEDULE G


4.17.2 All the payment will be released by the Institute at the end of each annual quarter on post-paid basis in eight equal instalments.

4.20 TIME SCHEDULE

The project should be completed within Eighteen months from the date of placing the supply order and the Institutes decision in this regard will be final and binding. The supply shall actually be deemed to have been complete on the actual date of installation / implementation and successful demonstration to the duly constituted committee of the Institute.

The detailed schedule will be specified by the Institute at the time of placing supply / work orders after due consultation with the successful Bidder(s).


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4.21 EARNEST MONEY

4.21.1 Earnest Money @ 2% of quoted value should be submitted along with the Proposal in the form of Demand Draft payable to The Principal, Dr Rajendra Prasad Government Medical College, Kangra at Tanda at Kangra, H.P. or Fixed Deposit Receipt duly pledged to The Principal, Dr Rajendra Prasad Government Medical College, Kangra at Tanda at Kangra dischargeable at Kangra, H.P. or A Bank Guarantee duly addressed to The Principal, Dr Rajendra Prasad Government Medical College, Kanga at Tanda, H.P. in specific reference to this RFP, valid upto September 30th, 2014.

4.21.2 Proposals without Earnest Money shall be summarily rejected.

4.21.3 The successful Bidder(s) will be required to meet the schedule of job given by the Institute and mutually agreed to by them and would abide by the terms and conditions of the contract, failing which the Institute reserves the right to forfeit the full or part of the said deposit, as the case may be.

4.21.4 If the Bidder refuses to undertake the allotted work or delays the work deliberately and unnecessarily, their allotment order will be cancelled, Firm will be black Listed and Earnest Money shall be forfeited. In such a case decision of the Institute will be final and binding.

4.22 RATES

The rates quoted shall remain firm throughout the period of contract and this contract will remain valid upto the date of completion of the job by the Bidder(s) and shall not be subject to any upward modification whatsoever.

4.23 WARRANTY

All the goods and services quoted in response to this Request for Proposal shall have an onsite warranty for 1 year from the date of commissioning.

4.24 PENALTIES

In case of delay in execution of works or delivery of goods & services penalties at the following rates shall be imposed on the total amount (as per relevant rate schedule) of delayed goods/services:

1% for delay of the first two months 2% per month for subsequent delays Maximum delay of six months is tolerable, beyond which the order may be cancelled.

The decision of the Institute in this regard shall be final, conclusive and binding.

4.25 TAXES AND DUTIES

The Bidder shall be solely responsible for the payment of all taxes including VAT, duties, license fees, octroi etc. incurred until completion of the project.

4.26 PERFORMANCE GUARANTEE

The successful Bidder(s) shall furnish a security in the form of bank guarantee @ 5% of the total value of the order to the Bidder, valid for 3 years from the date of order, which shall be discharged thereafter.

4.27 INSURANCE

The Institute will not pay for any insurance charges against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery etc. The insurance shall be purchased by the Bidder, naming the Institute as the beneficiary, in an amount equal to the exact value of the Goods up to the installation at site on all risks basis, including war Risks and strike clauses etc.


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4.28 INDEMNITY

4.26.1 The Bidder(s) shall indemnify the Institute against all third party claims of infringement of Intellectual Property Right, including Patent, trademark, copyright, trade secret or industrial design rights arising from use of the Goods, or any part thereof in India.

4.26.2 The Bidder(s) shall, at their own expense, defend and indemnify the Institute against all third party claims or infringement of intellectual Property Right, including Patent, trademark, copyright, trade secret or industrial design rights arising from use of the products or any part thereof in India or abroad.

4.26.3 The Bidder(s) shall expeditiously extinguish any such claims and shall have full rights to defend itself therefrom. If the Institute is required to pay compensation to a third party resulting from such infringement, the Bidder(s) shall be fully responsible therefore, including all expenses and court and legal fees.

4.26.4 The Institute will give notice to the Bidder of any such claim without delay, provide reasonable assistance to the Supplier in disposing of the claim, and shall at no time admit to any liability for or express any intent to settle the claim.

4.29 CONFIDENTIALITY

4.27.1 The Bidder shall not, and without the Institutes prior written consent, disclose the contract or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the Institute in connection therewith to any person other than a person employed by the Bidder in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

4.27.2 The Bidder shall not without the Institutes prior written consent, make use of any document or information.

4.27.3 Any document other than the contract itself shall remain the property of the Institute and shall be returned (in all copies) to the Institute on completion of the Bidders performance under the contract if so required by the Institute.

4.30 CONFLICT OF INTEREST

Absence of, actual or potential conflict of interest on the part of the Bidder due to prior, current, or proposed contracts, engagements, or affiliations with RPGMC needs to be meticulously ensured. Additionally, they shall proactively disclose and address any and all potential elements, which would adversely impact their ability to complete the requirements as given in the RFP.

4.31 TRAININGS

The Bidder shall be responsible for training the Institute personnel in the areas of implementation, operations, management, error handling, troubleshooting, system administration and any other related areas. This training can be arranged at the premises of the Bidder or at the Institute. At least ten employees need to be trained by the Bidder who shall be identified by the Institute and shall comprise of people having different levels of qualifications and responsibilities. The final training schedule shall be decided according to a mutually agreed time table before the work order is finally placed.

4.32 FORCE MAJEURE DURING THE PENDENCY

During the pendency of the contract if the performance in whole or part thereof by either party is prevented / delayed by causes arising due to any war, hostilities, civil commotion, act of public enemy, sabotage, fire, floods, explosion, epidemics, non-availability of raw material, and other consumables, or any other causes including breakdown of equipment beyond their reasonable control neither of the two parties shall be made liable for loss or damage due to delay or failure to perform the contract during the pendency of forced conditions provided that the happenings are


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notified in writing within 7 days from the date of occurrence. The work shall be resumed under the contract as soon as possible after the restoration of normalcy.

4.33 OTHER CONDITIONS

If some latest technology or equivalent is introduced the Bidder is duty bound to offer their proposal on mutually agreed rates on similar terms and conditions during the pendency of the agreement / contract.

4.34 ARBITRATION

All disputes, differences, claims and demands arising under or pursuant to or touching the contract shall be referred to the sole arbitrator to be appointed by the Principal, Dr Rajendra Prasad Government Medical College, Kangra at Tanda, H.P. The award of the sole arbitrator shall be final and binding on both the parties under the provisions of the Arbitration and Conciliation Act, 1966 or by statutory modification/re-enactment thereof for the time being in force. Such arbitration shall be held at Hamirpur.

4.35 APPLICABLE LAWS & JURISDICTION OF COURTS

In all matters and disputes arising hereunder, shall be governed in accordance with the Laws of India for the time being enforced and will be subject to the exclusive jurisdiction of Courts having jurisdiction in Kangra, H.P.


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5

Detailed Scope of Work,

Specifications & Deliverables

5.1 GENERAL NOTE

5.1.1 The given specifications are minimum requirements. Bidders should enclose relevant printed or neatly typed detailed specification sheets of their offerings, which shall also be kept in mind at the time of evaluation of offers.

5.1.2 The given specifications may be met either in the same unit or in any combination of units.

5.1.3 The quantities mentioned herein are indicative and shall be used to arrive at L1 Bidder. However, they may vary and shall be paid for by the Institute as per actual. In case of variations in quantities the rates mentioned by the Bidder in the relevant rate schedule shall apply.

5.1.4 Following are the approved makes for the goods and services mentioned in this Request for Proposal. Other makes of comparative workmanship and quality may also be accepted after both the Institute and the Consultant are satisfied. The responsibility of satisfying the Institute and the Consultant lies with the Bidder.

5.1.5 The Bidders may quote for any of the following lots but they are necessarily required to quote for all the sections within a lot.

Section No

Bidding Schedule Item / Material Description

Approved Makes

1 A:

Data Centre, Servers and Storage

Modular Data Centre Rittal / Emerson / IBM

2 Servers IBM / Hewlett Packard / Oracle

3 Storage IBM / Hewlett Packard / Oracle

4 B:

Converged Data & Voice Network (both wire-line and wireless)

Network Switches Cisco / Juniper / Brocade

5 Wireless Equipment Aruba / Juniper / Motorola / Cisco / Brocade / Alcatel-Lucent

6 Load Balancers Array / Radware / F5

6 Security Appliances Cisco / Juniper / Checkpoint / Fortinet

7 Network Management System

Hewlett Packard / IBM / CA

8 Unified Communications Cisco / Alcatel-Lucent / Avaya

9 Passive Components Tyco / Systimax / Leviton / R&M

10 C:

Automation Software, Collaboration Suite, Database Management System and Other Ancillary Servers

Database Management System

Oracle / SAP / IBM

11 Collaboration Suite Oracle / IBM / Novell / VMware

12 Automation Software Oracle / SAP


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13 D:

PACS / RIS

Picture Archiving and Communication System, Radiology Information System

Cerner / GE / Siemens / Isoft / SAP

14 E:

HMIS

Healthcare Management Information System

Cerner / McKesson / Isoft / SAP

15 F:

Desktops, Tablets, Peripherals and Surveillance System

Desktops and Tablets Lenovo / Hewlett Packard / Dell

16 Peripherals Hewlett Packard / Canon / Wep

17 Surveillance System Pelco / Dvtel / Mobotix / Vicon

18 G:

System Integration and Services

5.2 MODULAR DATA CENTRE

5.2.1 SCOPE OF WORK

a. Supply: Supply of Modular Data Centre including peripherals, completely described in the BID, and their installation, maintenance at on-site/off-site locations provided by the Institute.

b. Installation:

i. Fixing and setting up the data centre at the Institute.

ii. Configuring all the software associated with the data centre management.

iii. User training to the IT staff of the Institute

c. Uptime: The Bidder will ensure an uptime of 97% for the Data Centre.

d. Reliability: The equipment offered should be robust and reliable.

e. AMC: The technical maintenance of the Data Centre will be the responsibility of the Bidder. The charges for such AMC shall be borne by the Institute after the expiry of one year standard warranty only.

5.2.2 SPECIFICATIONS

S No Item Description Quantity Needed

1. 10 kVA (N+N) UPS with 15 minutes each battery pack. Total UPS system backup of 30 minutes

UPS 10kVA (N+N)-i.e 10kVA x 2 , true online double conversion UPS UNIT having IGBT based inverter & rectifier with THDi less than 5% at rated load with battery modules to provide about 15 minutes backup on load of 8 kW.

Should be 19" rack mountable arrangement with rack mounting kits.

The batteries should be rack mountable.

The UPS should have an SNMP card for remote monitoring.

The UPS should be housed in a 42U rack, 800mm wide, and 1000 mm (minimum) depth with front & rear glazed door having 19" mounting arrangement for IT equipment.

The Battery pack should have colour and construction matching the UPS system.

The UPS should have built in SNMP card for remote monitoring.

01


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The UPS should have built-in output distribution with 16A circuit breakers and IEC type connectors.

16A Automatic Transfer Switch

The Modular Data Centre should include a 1U rack mounted 16A Automatic transfer switch of electromechanical type, with SNMP interface and built in IEC outlets. It should remotely monitor the current supplied by the ATS.

Main MCCB panel, wall mount

100A 3P MCCB box (RAL 7032 powder coated) wall mountable having suitable cable entry and termination. (Incomer MCCB, 100A, 4 pole, 25kA).

Main electrical panel, rack-mount

1 nos, of 19" Rack mounting electrical panel box complying to relevant Indian electrical codes for Panel fabrication and support structure with following specifications:

a. All MCB should be type D b. Bus-bar : 100A rated TPN copper busbar c. Outgoing:

MCB, 25A DP - 6 Nos. (4nos for A/C, 1no Spare & 1no for Enclosure Light)

MCB, 80A Three Phase - 2 Nos. (for 10kVA UPS)

Panel box should not use more than 4 U space in the IT Rack

All mounting & connection accessories - 1 set (including termination, ferruling, nuts, washers, etc.)

4C X 25 sq.mm copper conductor, XLPE unarmoured cable in a metal hose for Main Panel I/c

4C x 10 sq.mm copper cable for UPS units

Depth Variable Slide Rail 590-930mm / 80kg

3C x 2.5 sq.mm copper flexible PVC cable for lighting, access control, fire detection system and body grounding

Power / Data / Refrigerant piping, floor mount covered cable tray supply

Cable Trough of size: 200W x 50H mm with Cover Lid & necessary accessories for fixing (Length of Each Cable Trough = 2.5Mtrs)

Cable Trough with Cover Lid should be made of 2mm thk Sheet Steel & Powder Coated to Light Grey.

7kW sensible cooling capacity; high CFM high sensible close coupled cooling units in N+N configuration for redundancy

Rack mount closed coupled cooling system:

High CFM high sensible cooling Indoor and Outdoor units.

The cooling system should be of DX type, with separate indoor units (evaporator) and outdoor units (condenser). The compressor should be part of the outdoor unit and should eliminate noise and vibration inside the indoor unit. The indoor unit should be rack mountable, horizontal throw type, suitable for rack contained, close coupled cooling architecture.

The sequence controller should run one cooling unit at a time, and should perform a changeover, in case of failure of any of the cooling units.

Should Include an integrated heat exchanger mounted on the inner side of side walls with 4 fans. The air routing in the Rack should run horizontal, i.e. the cold air exits in front of the IT components and the warm air drawn in at the rear.

Super Digital Inverter external Air-Condition unit, Cooling output range 5 # 7 kW with >>40% energy saving instead of on / off system with 100% climate control


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redundancy.

Redundancy control unit

Zero Power monitoring for total cooling group (indoor and outdoor) with N.C. alarm contact.

Drain for condensation water (without pump)

Set-point 23 C (server inlet temperature)

Refrigerant Type : R410a

Power connection for indoor and outdoor unit: 230 VAC / single phase / 50Hz

Copper piping

Refrigerant copper piping with (19 mm / 13 mm thick) closed cell elastomeric nitrile rubber tubular insulation between each set of indoor & outdoor units as per specifications, all piping inside the room will be properly supported with MS hanger. Transmission wiring between indoor to outdoor unit in a suitable

PVC conduit - 1.5 mm2 4 core. PVC Drain Piping - 25mm dia. Rigid PVC piping

complete with fittings duly insulated with 6mm thick nitrile rubber tubular sleeves.

Access control to each IT rack with CMC III Transponder Reader

The transponder reader unit is used to release enclosure or room doors when a transponder card is held without contact in its vicinity. The card UID should be checked in the connected CMC III PU and, if validated, an appropriate door should get released. The transponder reader unit should have an identification that allows it to be detected automatically by the CMC III PU.

Rack-mountable fire detection and suppression system (Master)

1U rack mountable device with high sensitivity smoke detection with active sampling. It should have a built-in NOVEC 1230 suppression system sufficient for 1 IT rack with integrated fire panel. This device should be able to monitor using potential free contacts. With actuator, discharge nozzle, piping complete with accessories. The system should also include a manual abort option.

Rack-mountable fire detection and suppression system (Slave)

1U rack mountable device that should integrate with the Master device, and provide NOVEC 1230 fire suppression to 1 IT rack. With actuator, discharge nozzle, piping complete with accessories. Master and slave should be able to support all the 4 racks.

Video surveillance system with 2 units (wall mount USB colour cameras)

2 nos. high resolution colour camera with USB connectivity. The camera should draw power from a central monitoring unit, and should store video on networked storage device via the central monitoring system.

Door contact: Should enable a monitoring tool appliance to detect the act of opening a door, which triggers surveillance recording.

42U Closed IT Racks

19 DKPS Frame, 800W x 2000H(42U) x 1000D, plain top cover, bottom cover with standard gland plates with foam insert for cable entry, 2 pairs of 42U 19" L-type angle & special assembly kit for mounting 19" angles & punched sections.

Colour: RAL 7035

Glazed Front Door with single-pane safety glass, right / left hinged, provided with 3-point locking system and ergoform handle with lock Insert with unique key. Sheet Steel Rear Door, right / left hinged, provided with 3-point locking system and ergoform handle with lock Insert with unique key.

Set of Side Panel 2000H X 1000D screw fixed.


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Based channel / Plinth - 800Wx1000Dx100H.

2nos of Vertical PDU, 16A with 10 x 5/15 sockets with 4m power chord with IEC C20 plug.

Captive Hardware (pack of 20).

Air Baffle Plates.

Metal Shunting Rings 90x60 (pack of 10).

Copper earth rail 15x3x500 with 10 points with screws and insulators.

Component shelf 720mm deep

Baying kit (pack of 6)

Foam insert for vertical shielding, installed between racks

Closed rack, very low noise level.

Total two (02) racks are needed in the complete unit.

Monitoring system with GUI and with e-mail alerts

Critical system like UPS, Cooling, Fire alarm, Fire suppression (options like DG set) should be monitored through central monitoring system.

Automatic Door control feature is required for emergency remote operation as well as in case when temperature inside the rack goes high during UPS battery mode operation.

The tool does not require any CPU/Computer. It should need a Virtualized server only in case we want to deploy a tool for parameter trending reports.

All critical alarms should be communicated to user group through emails or optionally thru SMS.

The OEM should have a Installation base of at least 5 modular Data centre in India.

5.3 SERVERS

5.3.1 SCOPE OF WORK

a. Supply: Supply of the servers including peripherals, completely described in the BID, and their installation, maintenance at on-site / off-site locations provided by the Institute.

b. Installation:

i. Fixing and setting up the servers on the racks of data centre at the Institute.

ii. Installing the Operating System.

iii. Configuring all the software associated with the server management.

iv. User training to the IT staff of the Institute

c. Uptime: The Bidder will ensure an uptime of 99% for the Servers deployed by them.

d. Reliability: The equipment offered should be robust and reliable.

e. AMC: The technical maintenance of the Servers will be the responsibility of the Bidder. The charges for such AMC shall be borne by the Institute after the expiry of one year standard warranty only.

5.3.2 SPECIFICATIONS

S No Item Description Quantity Needed


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1. Blade Chassis

1. Chassis

Upto 10U Chassis to house at least 10 Blade servers and Provide common resources shared by blade servers like power, system management, cabling, ethernet management Fibre Channel Switches for storage connectivity, and I/O and ports for USB. Should have redundant connectivity feature to I/O on blades.

2. Ethernet Switch Module

Layer 3 10G Ethernet Switching Modules to be provided in redundant configuration for Connecting to all the blade servers to external Switch. Configuration should help minimize the Ethernet Cables Coming out of the chassis and the Ports to be used in external Ethernet Switches. Ethernet Switch provided should support Virtualization on Network layer. Chassis should support 40GB uplink as well if required in future

3. Fibre Channel Modules

8 Gbps fibre Channel SAN Switch modules to be provided in redundant configuration for option of connecting all the server blades to external SAN Fabric. Configuration should help minimize the fibre Channel cables coming out of the chassis and the Ports to be used in external SAN Fabric. Chassis should support 16GB FC Channel as well if required in future

4. Management Module

The enclosure has to be configured with Management Modules in Redundant configuration in order to provide IP Based management of the Blade Servers and the vital components like FC and Ethernet modules, Health monitoring, Inventory management and Remote Console to each blade.