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RFP - For Development Of Management Information System

Funds for NGOs
Last date 25 Jan 2016

Activities: Others


Location: India
Last Date:: 25 Jan 2016

Dated: January 15, 2016

REQUEST FOR PROPOSALS FROM AGENCIES FOR 
DEVELOPMENT OF MANAGEMENT INFORMATION SYSTEM

FOR PROJECT AXSHYA 

1.     ABOUT THE ORGANIZATION :The International Union Against Tuberculosis and Lung Disease (The Union) provides technical assistance, education and research for promoting lung health in low and middle-income countries. Established in 1920 as a federation of national lung associations, The Union is a non-profit scientific organization comprising more than a 100 member countries, a Secretariat based in Paris and regional offices in India, China, Mexico, Uganda, Myanmar & Egypt. Current activities focus on tuberculosis, HIV, child lung health, asthma, tobacco prevention and health policy.

Union South-East Asia (USEA) is the regional office of the International Union Against Tuberculosis and Lung Disease (The Union) for South-East Asia and Western Pacific regions.  The Union South East Asia strives to promote Lung Health in low and middle income countries, through a range of services that include management training, information dissemination, logistics support, resource mobilisation, technical assistance, partnership building and supporting procurement and logistics for improved public health services in the region. 

2.     About the Project: Project Axshya (Phase III) supported by Global Fund is being implemented by The Union (Principal Recipient) and eight implementing partners as Sub Recipients in 285 districts and 40 urban sites across 19 states over the project period (October 2015 - September 2017). The urban sites  have over 14 million  slum populations, migratory populations, homeless populations along with high levels of HIV infection rates, weak urban health infrastructure and multitude of private health care providers (both qualified and non-qualified)  which pose multiple challenges for tuberculosis control. The proposed project aims to increase case notification and treatment outcomes focussing on the vulnerable and marginalised populations (also called ‘most at risk’ populations) in the existing project districts including focussed interventions in 40 urban sites across India, thus contributing to the achievement of the National Strategic Plan (2012-2017) of RNTCP by consolidating gains made under Project Axshya. . In addition to contributing to case notification, the  proposed project will help address operational challenges for TB control in urban settings such as preventing ineffective and potentially harmful diagnostic and treatment practices, treatment adherence issues, issues related to migration, and will generate lessons and promising practices that can be scaled up to all urban locations in the country. More information can be found on http://www.axshya-theunion.org/  

3.     PURPOSE OF THE RFP:
This request for proposal is an invitation to companies to submit proposal for establishing “Axshya Monitoring System (AMS) - a real-time data capturing and project monitoring software solution to automate flow of information in near real time from project intervention sites, district, state and national level to enable timely review of progress and project implementation.

The intent is to obtain technical and financial bids to the selection of one or more vendors to participate in this project. Through this process The Union seeks to develop operational relationships with offshore development vendors who can support developing and maintaining the system.

USEA wishes to engage with an experienced agency to deliver the operation and fully functional system as specified.  
 
  • Fully functional (Tested, debugged) application as agreed upon System Requirement Specifications SRS.
  • Full documentations including database schemas, flowcharts etc.
  • Well commented code base.
  • Well indexed User Manual.
  • Post-delivery software maintenance with an active user helpdesk. 
  • USEA invites technical and financial bids from experienced agencies for above mentioned requirements. 

SCOPE OF WORK

For the duration of the contract, the selected agency will deliver on the following tasks. Please note that these are a basic list of requirements and the final activities and deliverables may change at the time of contracting, based on face to face meetings with the project team. All deliverable shall be considered final only after approval from USEA office.

  • Design, develop, implement and maintain Axshya Monitoring System (AMS) for web interface and Android (as a mobile application).
  • Lively, user friendly, responsive UI/UX.
  • Intuitive structuring of Menus and navigations.
  • Secure login for user.
  • Online and offline entry of data.
  • Data entry form with validations.
  • Online alpha-numeric search for various fields from record.
  • Automated and customised generation of reports.
  • Efficient and quick data storage and retrieval with encryption techniques.
  • Comprehensive data Security.
  • Implementing data archive and backup features.
  • System administration features with user account creation/ user privileges/autorisations etc. 
  • Provide necessary framework to collect. Compile and manage data/information related to the activities being done at various levels.
  • Provide different MIS reports at different levels.
  • Conduct Training sessions for the users.
  • Trouble-shooting and maintenance support for additional two years after the warranty period ends.
  • Preferred Technology :
  • For Web : Front End – HTML 5 / Back-end : Zend Framework 2 and MySQL.  
DELIVERABLES

IMPORTANT DATES & TIME
 

Last date 25 Jan 2016      

Announcement of results: Shortlisted agencies will be informed on an one-to-one basis

 
 TERM AND CONDITIONS 

The Submission of Proposal 

The prospective agencies shall submit the proposal in two parts, viz, Technical and financial and should follow the form given in the "Supplementary Information for agencies (Annexure 1)” 

The "Technical" and "Financial" proposals must be submitted in two separate envelopes (with respective names “Technical Proposal” and “Financial Proposal” following the formats/schedules given in the information for agencies.            

The "Technical proposal" should include the description of the firm/organization, the firm’s general experience in the field of assignment, the qualification and competency of the personnel proposed for the assignment and few samples of similar assignment completed in the past. The Technical Proposal should not contain any cost information whatsoever.  

The “Financial Proposal” should contain the detailed price offer for the services. The proposal should include a CA certificate of the total turnover for the last 3 financial years, or submit copies of audited accounts & income tax returns for last 3 years, along with copies of service tax registration certificate & income tax registration certificate/ copy of PAN card as given in the supplementary information for agencies (Annexure 1). 

Your proposal should be addressed to the “Administrative Officer, International Union Against Tuberculosis and Lung Disease (The Union), C-6,  Qutab Institutional Area, New Delhi – 110016” and submitted by post/hand delivered/courier in a sealed cover / envelope up to  17:00 hours on 25 January 2016.

For any quarries/clarifications please contact at Mkumar@theunion.org latest by 20 January 2016. Quarries/clarifications received after this date will not be responded. 

Those who send the Bid documents by courier/post, have to ensure that the documents reach us on or before the prescribed time & date. The USEA office will not take any responsibility under any circumstances for courier/postal delays. 

AFFILIATION WITH TOBACCO INDUSTRY 

The bidding organizations should confirm that s/he has no affiliation with the tobacco industry and/or its agents/associates and currently does not accept and shall not accept financial or other support from any tobacco product manufacturer or the parent, subsidiary or affiliate of a tobacco product manufacturer until at least 6 months after the end of the Agreement period. Failure to comply may constitute grounds for termination of the Agreement. 

Evaluation 

A two-stage procedure will be adopted in evaluating the proposals: 

a technical evaluation, which will be carried out prior to opening any financial proposal;
a financial evaluation.  
Technical Proposal  

The evaluation committee appointed by The Union will carry out its evaluation applying the evaluation criteria on the technical proposals, meeting the qualification criteria mentioned in the "Supplementary Information for agencies (Annexure 1)”.   

Financial Proposal

The evaluation committee will determine if the financial proposals are complete and without computational errors. 

Proposals will finally be ranked according to their combined technical and financial evaluation using a weight of 70% for technical proposal and 30% for financial proposal.
The Agency securing the highest combined evaluation will be invited for negotiations. 
Negotiations 

During negotiations the agency must be prepared to furnish the detailed cost break-up and other clarifications to the financial proposal submitted by it, as may be required to adjudge the reasonableness of the price proposed. If the negotiations with this agency are successful, the award will be made to it. If negotiations fail, and if it is concluded that a contract with reasonable terms cannot be concluded with this consulting organization, the agency with second preference will be invited for negotiations.  This process will be repeated till an agreed contract is concluded. Please note that The Union is not bound to select any of the firms submitting proposals. 

You are requested to hold your technical and financial proposal valid for 90 days from the deadline for submission of proposal without change in the personnel proposed for the assignment and your proposed price. 

Please note that the cost of preparing a proposal and of negotiating a contract, including visits to The Union’s office, if any, is not reimbursable as a direct cost of the assignment. 

Please note that the fee which you receive from the contract will be subject to normal taxation liability in India.  

Enclosures:

1.     Supplementary Information for Agencies (Annexure 1) 

Annexure - 1 

SUPPLEMENTARY INFORMATION FOR BIDDING AGENCIES

Proposals 

(1)        Proposals should include the following information: 

            (a)        Technical Proposal 

  • A brief description of the firm/organization and an outline of recent experience on assignments/ projects of similar nature executed during the last 3 years.
  • A statement of capability to handle similar assignments
  • Few samples of similar assignments handled in the past.
  • Description of organizational structure and explain how your organization qualifies to be responsive to the requirements of the RFP.
  • An overview of your company including date of incorporation, operating locations, number of employees, area(s) of speciality.
  • The composition of the team of personnel which the agency would propose to provide.
  • Describe your testing methodology and approach to code certification. What tools do you use ? What methodologies do you follow ? What standard documents do you produce ?
  • What communications infrastructure is in place to facilitate the elevation and resolution of question and issues during a project ?
  • Do you possess infrastructure for constructing performance based testing ? if so describe the infrastructure, utilities and your experience condusting the different forms of performance testing.
  • Provide a minimum of three (3) trade references including names of persons who may be contacted, position of person, address and phone number where similar products or services similar in scope to the requirements of this RFP have been provided. 
            (b)        Financial Proposals 

                        The financial proposals should include the following: 

(i)             Schedule of Price Bid for each of the following:

Development.
Trouble-shooting, Support and maintenance post warrenty             

Agencies can use their own template as long as the price breakup of all activities in the campaign is provided in detail.
 
(2)        Qualification Criteria 

It is proposed to consider agencies with a minimum cumulative turnover of Rs. 1 (One) Crore during the last three financial years (i.e. 2014-15, 2013-14, 2012-13,) and should have proven relevant experience in the projects of similar nature, with a permanent office and key resources on their regular payroll in India.
 
Along with the Technical Proposal, agencies should submit a certificate from a Chartered Accountant in support of the cumulative turnover, giving year wise break-up of turnover OR should submit copies of audited accounts & income tax returns for last 3 years. 
 
(3)        Evaluation Criteria

 

Evaluation Criteria

Points

Technical proposal

 

Organization profile  10 points


Capability statement to handle similar assignments  20points


Samples of past work of similar nature  30 points


Proposed team  10 points


Financial proposal

 

Completed financial bid document 15 points


Price appropriateness of the deliverables 15 points


GRAND TOTAL  100 points



 

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